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O-74-253 - 9/12/1974ORDINANCE NO. 253 AN ORDINANCE ADOPTING A PERSONNEL POLICY FOR THE EMPLOYEES OF THE CITY OF ROUND ROCK, TEXAS: PROVIDING FOR A SAVINGS CLAUSE, PROVIDING FOR EFFECT OF OTHER ORDINANCES, RESOLUTIONS, OR ORDERS. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ROUND ROCK, TEXAS: WHEREAS, the City Council of the City of Round Rock, Texas, has determined that it is necessary and to the best interest of the City of Round Rock that a Personnel Policy be adopted for the Employees of the City of Round Rock, Texas; therefore, The Personnel Policy set forth on Exhibit "A", which contains sixteen (16) panes, which is attached hereto and made a part hereof for all purposes, is hereby adopted and established as set forth there- in. It is further ordained that all ordinances, resolutions, or orders heretofore enacted, passed and adopted by the governing body of the City of Round Rock, Texas, or parts thereof, in conflict herewith, are here- by repealed to the extinct of such conflict. It is further ordained that if any section, subsection or sentence, clause or phrase of this ordinance is for any reason held invalid, such decision or decisions shall not affect the validity of the remaining portions of this ordinance. APPROVED, PASSED AND ADOPTED this the day of .'.Sept, 1974 RAYS TO MAYOR City of Round Rock, Texas ATTEST: City Secretary PERSONNEL POLICY FOR THE CITY OF ROUND ROCK , INDEX Introduction ..................-.~-.....~.~~~..~~~.~.................. 1 City of Round Bock Organizational Cbart...........~~.....,....°,,.,., 2 Definitions ..,.......~..~~.~.~~~.~~.....~.~~.~~.°~~~...............~. 3 Section I. 8moeraI..606.6000000.60,...00~006.0.~~.......".^..,..~,,, 14 Section 2. Section 3. Section 4. Probation 0•0000006000000.0.0.•00.0.44.0.0.00 5 Attendance ~....~°~~~.~~~~.~..,°,~°~~"°.~^^^"^,^^,^^°^^^^^ Section 5. Promotion & Change of 8tmtua......~........,.,,..,.,,,,,, 7 Section 6. Leaves of Abnence...........~.~~~.~..~,.~,,,,,,,,,,,~,,~, 8 Section 7. Couduot..°..~...~...~~~..~.~°~°°...~.~~~................. 1O Section 8. Section 9. 8etireneot~.~...°..~~~~.~~..°~~°~.~~.~,~................. I3 Section 10. Term1ratiou........~.......~....~.~.°"..,^,.""..~".^°°°,. 13 Section 11. Employee Transportation and Safety 14 Introduction The purpose of the rules and information contained herein is to establish consistent, basic policies and practices concerning the relations between the City of Round Rock and its employees. To some extent, written rules or statements of policies are generally recognized as being essential to the efficient performance of necessary and important municipal services. It is also intended to define and classify the mutual duties, responsi- bilities and relationships which it is believed will best serve to pro- mote and safeguard the common interests and welfare of the City of Round Rock, its employees, and their jobs. While it is admittedly difficult to formulate definite rules and policies which can be readily applied to every possible problem or situation, it is believed that the statements contained herein will serve as a general basis and guide for the proper, efficient, and effective administration of personnel matters relating to the employees of the City of Round Rock. The rules containedherein are intended to replace and supersede all pre- viously issued personnel rules and regulations of the City of Round Rock. James S.'islop,Vr} City Manager JJ City of Round Rock 1 H 0 a H O U a W U H 0 H H 0 U a O H w A U 0 W H H W 4 IA M6 W H 1- O C.� O H Q O U 344 U � w U O O 3 a IEFINITIONS CONTRACT LABOR: Any person, firm, etc. employed by the City but not considered to be a full time employee and not entitled to City Employee Benefits. DEPARTMENT: A major functional unit of the City government established in the budget. DEPARTMENT BEAD: A person appointed by the City Manager who is responsible for the administration of a department. EMPLOYEE: Any person working in the regular service of the City. IMMEDIATE FAMILY: That group of individuals including the employee's mother, father, step -mother, step -father, grand -child, sister, brother, spouse, child, step -child, or any other relative actually living in the same household. PROBATIONARY EMPLOYEE: An employee who has not completed his pro- bationary period of three (3) months. PROMOTION: A change of an employee from one position or department to another position or department having a higher salary range. REGULAR EMPLOYEE: An employee who has received an appointment without time limit and who has completed his probationary period. TEMPORARY EMPLOYEE: An employee who is appointed for a specific period of time, with the anticipated date of termination indicated at the time of appointment, or an employee who works on a part- time basis. TRANSFER: A change of an employee from one position or department to another having the same salary range. 3 Section 1. General 1.1 The Office of City Administrator: On May 4, 1972 the City Council of the City of Round Rock established the Office of City Administrator, also referred to herein as the City Manager. The ordinance that established this position provides that the City Administrator shall be the chief administrative officer of the City and shall appoint and when necessary for the good of the municipal service,• suspend or remove all officers and employees of the city except as other- wise provided by law, and except, as he may authorize the head of a department or office to appoint, suspend; or remove subordinates in such department or office. This places the responsibility for the over-all administration of the City government on the City Manager and frees the Mayor and Council from making detailed decisions, so they can devote their time to major policy decisions. In addition it places each department responsible to the City Manager, and the City Manager is responsible to the City Council for efficient operation of the City government. 1.2 Discrimination in Employment Policies and Practices: It is the policy of the City of Round Rock City Council to not dis- criminate against a person because of sex, race, creed, age, or color. Every person will be given an equal opportunity for employment with the City of Round Rock. Any individual employed by the City of Round Rock or seeking employment with the City of Round Rock, who feels he is being discriminated against may take his grievance to the City Manager. The City Manager may take direct action or may arrange for a hearing before the City of Round Rock City Council, 1.3 Selection and Employment: Selection of personnel will be based on the ability, competence, and integrity of such persons. Preference will be given to current employees over outside applications where qualifications are equal. In addition, preference will be given to applicants who reside within the City of Round Rock where qualifications are equal. At the option of the City, competitive examinations may be administered to applicants for any position. An appropriate physical examination may be required of each person receiving a permanent appointment with the City of Round Rock. Should the result of the examination be unsatisfactory in any respect the City Manager may cancel the offer of employment, or amend the terms of employment as he considers necessary. Expense of the physical examination will be borne by the applicant. In addition, character in- vestigation including a credit check, a reference check, and a drivers lic- ense check, will be made by the department concerned. 4 1.4 Conditions of Eligibility: Employment applications may be rejected from any applicant: - --Who is an immediate family member of any employee of the City. The City Manager may waive this policy when such is in the best interest of the City. ---Whose application clearly indicates on its face that the minimum qualifications required are not fulfilled. - --Whose application is not completely filled out and signed. - --Who has been convicted of a felony or misdemenor other than traffic violations. ---Who has practiced or attempted fraud or deception in any statement of fact in submitting the application. 1.5 Re-employment: Employees who leave the service of the City may not be re-employed unless approval is given by the City Manager. Preference will be given to applicants who have not been previously employed by the City. Section 2. Probation 2.1 Probationary Conditions:. Each permanent employee will be on probation for the first three months of service. Performance of the employee will be carefully monitored by his immediate supervisor, to evaluate the work of the employee and to aid in Adjustment to the job. At the end of the probationary period, the supervisor will submitt a report to his superion (written or verbal at the descretion of the super- visor) uper-visor) stating whether or not performance has been satisfactory. An employee may be removed at any time during his probationary period for un- satisfactory performance. Section 3. Attendance 3.1 Hours of Work: City office employees normally work 40 hours per week, from 8:00 .AM to 12:00 noon, and from 1:00 PM to 5:00 PM. However, it is required that offices be kept open during the noon hour, so some lunch hours will be staggered. 5 Due to the nature of their operations, the police, fire, and many outside employees normally work odd -hour schedules. Work schedules for these departments will be determined by the respective department heads, with approval by the City Manager. All employees should be at their work in accordance with these general regulations or in accordance with any special departmental regulations. Prompt appearance for work at the specified time is required for all employees. 3.2 Late for Work: Any employee who will be late for work for any reason will call his or her supervisor immediately before working hours so that arrangements can • be made to carry out the employees functions. 3.3 Absence from Work: When any employee is absent working day, his absence will be for permanent employees will not half day. from his job for a two hour period of any figured on a half-day increment. Time off be figured in increments of less than one - 3.4 Emergency Duty: If an off duty employee is called back to work during an emergency, he or she will be paid for at least one hour of overtime. However, employees who are called back to duty for longer than one hour, will receive overtime pay for the exact time, to the nearest one-quarter (.u) hour, that they work. 3.5 Time Sheets: Each department will keep a daily time sheet on each employee working for him. The exact hour and minute of the arrival and departure of his employees will be logged on the time sheet. The time sheets will be turned into the City Secretary each Thursday at Noon. 3.6 Holidays: The following are legal holidays January 1 May 28 July 4 1st Monday in Sept. Last Monday in Oct. 4th Thursday in Nov. December 24 December 2.5 for a regular City employee: New Year's Day Memorial. Day Independence Day Labor Day Veteran's Day Thanksgiving Day Christmas .Eve Christmas Day Holidays which fall on Saturday or Sunday will be observed on the pre- ceeding Friday or the following Monday. Some departments will be required to maintain operations on holidays. Employees who are required to work on official holidays will be governed by departmental policies. 6 3.7 Coffee Breaks: Employees should arrange their coffee breaks in accordance with depart- mental proceedures, at the discretion of the Department heads, so as not to interfere with city business. Employees will be entitled to this privilege so long as they do not abuse it. Section 4. Pay Plan 4.1 Establishment of P - The pay plan is reviewed annually by the City Council to allow for cost of living and meritorias increases and is made a part of the City's nnual budget. 4.2 Overtime Pay: Employees required to work overtime will be paid at one and one-half times their hourly pay rate. Employees will be required to work the nor- mal weekly hours before receiving overtime pay. Department heads and supervisors do not receive extra pay for overtime work. It is expected they will perform the necessary duties to insure proper operation of their departments. 4.3 Pay Period: Checks will be issued on the 15th and last day of the month. Employees will have the option of being.paid once a month or semi-monthly. If pay day falls on Saturday or Sunday the preceeding Friday will be pay day. If pay day falls on a holiday, checks will be issued on the last working day pre- ceeding the holiday. Pay checks will not be issued other than on day and time as set out above. Should an employee be on vacation or sick leave on a pay day, checks will be mailed to the employees home upon request, or may be picked up by the employee from the department head. Pay checks will be mailed or picked up personnally by the employee. No one will be allowed to pick up a check for an employee, with the exception of the department head. Pay checks for vacation time will not be issued in advance. No money will be loaned to employees and no advances will be made by the City of Round Rock. Section 5. Promotion and Change of Status 5.1 Promotion: It is the policy of the City of Round Rock to provide promotional opportunities, whenever possible, to existing personnel, within the organization. 7 5.2 Transfer: When a vacancy occurs in one department, and an employee in another department wishes to transfer to that position, he or she should contact his department head and the department head having the vacant position. Transfer may be made only with approval of the two concerned department heads and the City Manager. 5.3 Reduction in Grade: An employee's grade (pay range) may be reduced as a result of per- formance, evaluation, transfer, or reclassification. A notice of reduction in grade will be in writing, explaining the reasons for the reduction. Section 6. Leaves of Absence 6.1 General: Regular employees only may receive vacation, sick leave or retirement benefits. When feasible, an employee with a satisfactory performance record will be offered regular employment, in which case he, or she will receive the employment benefits, (vacation and sick leave), which would have accumulated if the initial appointment had been made on a permanent basis. 6.2 Leave with Pay: For certain reasons, special leave with pay may be granted.An employee may apply for a short leave to attend an approved convention, con- ference, or short training course which will be of mutual benefit to the employee and the City. Each request must be approved by the City Manager. When leave with pay is granted to attend to matters related to city affairs, travel expense and/or advances may be approved by the City Manager. Upon returning, an employee must submit a detailed written statement of all expenses incurred. If the expense advance proves insufficient, the emp- loyee will receive additional reimbursement after approval by the department head and the City Manager. Excess, funds advanced wiil\be refunded to the City. 6.3 Leave Without Pay: Special leave may be granted without pay. If such a request r leave is for less than five working days, the department.head may grant thaNleave upon evidence of adequate justification. Leaves without pay for a period longer than five days must be approved by the City Manager. 6.4 Vacation: Vacations will be computed on "anniversary dates" that is, date on which an employee began working for the City. 8 Full-time, regular employees accumulate vacation time at the rate of one day per calendar month, not to exceed ten (10) working days. On or after the first anniversary of service, the employee is eligible to use his accumulated vacation time. Employees who terminate their employment in good standing, after twelve (12) or more consecutive months of employment by the City of Round Rock, will be paid for any accumulated vacation time. Employees who are dismissed from service for any of the causes listed in Section 7.7 will not receive pay for any accumulated vacation time. Vacation time may not be accumulated for more than one year and employees will not be paid for vacation time not used, except with approval of the department head and City Manager, and only when this approval will be clearly in the best interest of the City of Round Rock. When a regular employee commences his tenth year of consecutive service he begins accumulating vacation leave at the rate of1�— days per calendar month. When a regular employee commences his twentieth year of consecutive service he begins accumulating vacation leave at the rate of 12 days per calendar month. Before vacation time is taken, written notice of intent must be sub- mitted to the City Secretary and verification made of accumulated time. Vacation schedules will be established by the department head with priority being given on the basis of senority. 6.6 Sick Leave: An employee who is ill and cannot report for work should call his or her supervisor immediately before working hours, to give the supervisor time to make other arrangements. A permanent employee may accumulate one-half (2) day sick leave for each consecutive month of service up to thirty (30) days. In case of serious illness, an employee may use all of his or her accumulated sick leave, plus any accumulated vacation time. Use of sick leave in lieu of vacation time will be grounds for dismissal. The City may require the employee to submit a doctor's certificate when an employee requests sick leave pay, regardless of the length of illness. Employees will not be paid fol any accumulated sick leave when their employment is terminated. Employees will not be compensated for sick leave during the first ninety (90) days of employment. 6.7 Emergency Leave: In the event of serious illness in the family.of a permanent employee, up to five working days accumulated sick leave will be allowed in one year. If more time off is required for this purpose accumulated vacation time may be used. In the event of a death in the immediate family of a permanent employee, up to three working days with pay will be allowed for attending to personal matters related to the death. If more time off is required for this purpose accumulated sick leave may be used or leave without pay may be granted. 9 Emergency leave may not be accumulated or carried to the following year. 6.8 Injury or Accident Leave: If an employee is injured while on the job, his or her pay will continue until the employee is able to return to work, or up to a maximum of six calendar months. If any other company is compensating the employee the City will pay only the difference in that compensation and the employees actual monthly salary. Employees who are absent due to injury leave shall-= accumulate vacation or sick leave time while they are absent. In case of injury to an employee, while on the job, the injury should be reported immediately to the employees immediate supervisor. The supervisor will secure a "First Report of Injury" form from the City Secretary, fill it out in full, and return it to the City Secretary. 6.9 Maternity Leave: An employee who becomes pregnant during her employment with the City of Round Rock may continue to work up to the ninth month of her pregnancy at her discretion. Any vacation time owed her may be paid, and accrued sick leave may be applied to pregnancy cases. A supervisor may require earlier ter- mination if pregnancy interferes with the employees work. Such employees may apply for re-employment with the City at any time for a period of up to one year from the date their maternity leave began, and if a position is open may be reinstated as a regular employee, without loss of any accumulated vacation or sick leave time. However, vacation or sick leave time may not be accumulated while an employee is on maternity leave. 6.10 Military Leave: An employee will be granted military leave in accordance with State statutes relating to military leave. 6.11 Jury Duty: It is the civic obligation of City employees to serve on a jury if he or she is called. While on jury duty or while appearing as a legally summoned witness, an employee will receive full pay from the City for each working day the employee serves. Section 7. Conduct 7.1 General: An employee's conduct while on the job should be above reproach and in the best public interest. City employees are reminded that they are public servants and discourteous treatment of any citizen may be grounds for dismissal. 10 7.2 Accepting Gifts: No City employee will accept a gift if that gift can be, in any way, construed to be a reward for special treatment of any individual or firm or can be construed in any way to be a reward for award of a competitive bid to any individual or firm or is, in general, not in the best interest of the City of Round Rock. Violation of this section will be grounds for dismissal. 7.3 Political Activity: While City employees are urged to exercise their rights as citizens and to vote for the candidates of their choice, they may not actively support specific local political candidates. Employees should refrain from publicly stating their opinions with regard to local political issues, in order to protect themselves from unnecessary outside interference with their jobs, and to avoid outside criticism of the incumbent administration. Once an emp- loyee becomes involved in local politics he or she will find it difficult if not impossible to work in complete support of some of the elected officials. Any city employee who becomes involved in local political issues is en- dangering the entire merit system of city government under which he is priveleged to work. Any employee who runs for any elected public office will resign from city employment prior to doing so. Failure to resign prior to running for public office will result in the immediate dismissal of the employee. 7.4 Relations with the City Council: Employees are urged to be respectful, courteous and cooperative with the Mayor and City Council members and do all that is possible to answer any questions, to the best of their ability, that may be asked by the Mayor or a Council member. City of Round Rock Ordinance No. 224, Section 5, provides that "Except for the purpose of inquiry the Council and its members shall deal with the administrative service solely through the City Administrator and neither the Council nor any member thereof shall give orders to any subordinates of the City Administrator, either publicly or privately." Each city employee will get his directions and instructions from the City Manager or his designate; never from anyone else. Violation of the provision will be grounds for immediate dismissal from the service of the City. 7.5 Grievance: Any employee who feels he or she is the object of discrimination or feels he or She is being subjected to unfair treatment in any way by his or her immediate supervisor, should report, in writing on a standard grievance form, such belief to the department head. If the employee does not feel he or she has received satisfactory consideration at the department head level then in the case of outside employees the department head and the employee will make an appointment to discuss the grievance with the Director of Public Works. In the case of all other employees the employee and department 11 head will make an appointment to discuss the grievance with the City *Jaeger. If an outside employee does not feel his grievance has received satisfactory consideration from the Director of Public Works, the employee, department head, and the Director of Public Works will make an appointment to discuss the grievance with the City Manager. In all cases the decision of the City Manager will be final and binding on all parties involved. Provided however that when an employee has exhausted all the other procedural steps set forth herein, he shall have the right to appeal all decisions to the City Council. Any deviation from the grievance procedure will be grounds for immediate dismissal. 7.6 Outside Employment: . If any employee, wishes to accept part-time employment with an outside firm, he or she should discuss this with his or her supervisor or department head. Approval will be given so long as the outside work does not interfere with the employees work performance with the City. 7.7 Causes for Disciplinary Action: The following are considered improper conduct and subject to disciplinary action as provided ixi Section 8 of this policy: A. Violation of Criminal Law B. Violation of City Ordinance C. Inattention to duty, carelessness, or breakage or loss of City property D. Inefficiency or incompetance E. Insubordination or disloyalty F. Immoral conduct or lack of personal integrity G. Absence without leave H. Drinking of intoxicants while on duty I. Display of uncooperative attitude J. Refusal to perform any duty for which an employee is qualified. K. Attendance to personal business on City time without prior approval by a superior L. Mis-appropriation or unauthorized use of City equipment, tools, machines, funds, etc. M. Repeated failure or neglect to meet credit obligations N. Any other act mentioned specifically as a violation in this policy O. Any other act on the part of an employee that is deemed by his superior or supervisor to be con- trary to the best interest of the City of Round Rock. 7.8 Financial Responsibility City employees are expected to maintain good credit ratings. It is very important for all city employees to maintain good business relations with local business firms. Employees who have trouble meeting their financial obligations should discuss such problems with their supervisor and the bus- iness firm or firms involved. Most firms are willing to cooperate with any employee who makes a sincere effort to work out financial problems on an equitable basis. Employees of the City will pay when due all taxes and 12 other bilis owed to the City. Failure to do so will result in disciplinary action or dismissal. Section 8. Discipline 8.1 General: Any employee who violates one or more of the provisions of this personnel policy will be subject to disciplinary action by one or more of the following steps dependent upon the severity of the offense: A. Verbal repremand B. Written repremand C. Suspension: an employee suspended for cause may be removed from the payroll immediately and relieved of all responsibilities, pending the completion of the suspension investigation. D. Dismissal Section 9. Retirement 9.1 General: Permanent employees of the City will be retired'on the first day of the month following their 65th birthday, except an employee may be retained on an annual basis thereafter, with the recommendation of the department head and approval of the City Manager.. Section 10. Termination 10.1 Resignations: An employee who resigns hisor her employment with the City shall be deemed to be terminated in good standing if he or she gives two (2) weeks notice to the City Manager of his or her intention to resign and if other circumstances of his or her termination are such as to justify good standing. In the case of department heads who wish to resign, three(3) weeks notice must be given to the City Manager in order to be terminated in good standing. 10.2 Dismissal from the Service of the City: Any employee may be dismissed for cause after approval by the City Manager and shall be removed from the payroll immediately upon such dismissal. Any wages owed to the employee will be paid at the next regular pay day after the dismissal, provided said employee has returned any City property in his or her possession. 10.3 Abolition of Position and Reduction in Force: The City Manager may require the abolition of any poistion or re- duction in force. Competition for retention will be limited to full time 13 employees who have completed their probation period and will be based first on performance and secondly, if necessary, senority of service. 10.4 Termination of Regular Employment: Any employee may be terminated for any reason in Section 7. In most instances of violations, the employee will be given a written warning and a reasonable time in which to improve his or her conduct before termination proceedings are conducted. 10.5 Termination for Medical Reasons: An employee's appointment may be terminated upon the advice of an appointed physician when it is determined that performance of duty is un- satisfactory because of physical or mental impairment. Section 11. Employee Transportation and Safety 11.1 Use of City Owned Vehicles: A city owned vehicle will be used only for City business. Employees who are subject to call at any time may take vehicles home with them, but may not use the City vehicles for personal business. Vehicle operators are required to have a valid and appropriate operators license. Employees operating City vehicles are expected to observe all traffic laws and the dictates of common sense. 11.2 Use of Private Vehicles: Some employees are required to use their personal vehicle in City business. Such employees will be paid a monthly car allowance and/or Will be paid mileage when they make out of town trips. 11.3 Accidents Involving City Owned Vehicles: If, while operating a City vehicle, an employee is involved in an accident, the employee should: A. Notify the proper law enforcement authorities immediately. B. Insist that all parties and property concerned remain at the scene of the accident until officers can investigate. C. Report the accident, no matter how small, to the concerned department head. D. Do not discuss the accident with anyone other than the investigating officer and/or the department head. 114 11.4 Accidents on the Job; An employee who is injured while on the job should report the accident at once to his or her supervisor. The employee's immediate supervisor will secure a "First Report of Injury" form from the City Secretary. The form will be filled out in full and returned to the City Secretary within twenty-four (24) hours. Any accident involving personal injury or property damage must be reported to the supervisor immediately. Section 12. Employee's Benefits 12.1 Social Security: The City of Round Rock jointly participates with the employee in, FICA (Social Security). 12.2 Texas Municipal Retirement System: All regular, full time, City employees who are eligible shall part- icipate in the Texas Municipal Retirement System. The City of Round Rock contributes jointly with employees to the Texas Municipal Retirement System. Participation begins at the end of the three (3) month probationary period at the rate of 5%. 12.3 Health, Hospitalization, and Life Insurance: The City of Round Rock provides a life and medical insurance plan for employees. Inclusion of dependent in the group plan is voluntary. The City's plan is periodically reviewed to provide adequate coverage. 12.4 Workman's Compensation: The City of Round Rock provides workman's compensation insurance for all the employees of the City. This coverage compensates any employee injured while on the job. The department head, in whose department the employee works, should be notified immediately upon injury to an employee of the City while that employee is on the job. 12.5 Uniforms: The City of Round Rock will furnish uniforms for those employees who must wear uniforms in the performance of their duties. 15 12.6 Inducement for Self-Improvment: Employees desiring to continue their education may submit to their department heads a proposal for special instruction which will improve the employee's job-related skills. If the department head and City Manager approve the proposed, the employee will be reimbursed 100% of tuition, books, and fees at the completion of the course of study, provided the employee receives a passing mark. Travel expense will not be allowed unless approved by the City Manager.