HomeMy WebLinkAboutCouncil Resolution 1077
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CITY OF CENTRAL POINT
PERSONNEL POLICIES
AND
PROCEDURES
Proposed Adoption September 2005
TALLE OF CONTENTS
A RESOLUTION REVISING PERSONNEL POLICIES AND PROCEDURES ...................
ARTICLE 1 -PURPOSE, VARIANCES AND DEFINITIONS
Section 1.1 PURPOSE AND APPLICABILITY ..................................................................2
Section 1.2 VARIANCES ...........................................................
................................•--~----..2
Section 1.3 DEFINITIONS ...........................................................~.......................................2
ARTICLE 2 -PERSONNEL POLICIES AND PROCEDURES
Section 2.1 APPOINTMENTS ............................................................................................5
Section. 2.2 TRIAL SERVICE PERIOD ........................................................................... .9
Section 2.3 HOURS Oh WORK ....................................................................................... .9
Section 2.4 ATTENDANCE ..................................................•-------••-................................ 10
Section 2.5 PERSONNEL RECORDS .......................~-~.................................................... 10
Section 2.6 PROMOTIONS, DEMOTIONS, TRANSFERS,
DISCIPLINE, AND DISCHARGE ................................................................ 11
Section 2.7 TRANSFERS .................................................................................................. 11
Section 2.8 PROMOTIONS .............................................................................................. I 1
Section 2.9 LAYOFF {TERMINATION) ......................................................................... 12
Section 2.10 LEAVE OF ABSENCE WITHOUT PAY ................................................... 12
Section 2.11 OUTSIDE EMPLOYMENT AND OFF-DUTY
ACTIVITIES ................................................................................................ 12
Section 2.12 RESIDENCE REQUIREMENT ................................................................... 12
Section 2.13 DEPARTMENTAL RULES AND REGULATIONS .................................. 12
Section 2.14 TRAVEL EXPENSE .................................................................................... 13
Section 2.15 BUSINESS EXPENSE ........................
......................................................... 13
Section 2.16 IN-SERVICE TRAINING ............................................................................ 14
Section 2.17 SELLING AND PEDDLING AMONG EMPLOYEES .............................. 14
Section 2.18 POLITICAL ACTIVITY .............................................................................. 14
Section 2.19 RELATIVES IN THE CITY SERVICE ....................................................... 14
Section 2.20 EXAMINATIONS AND TESTING ............................................................ 14
Section 2.21 ON-CALL STATUS ..................................................................................... IS
Section 2.22 BIOGRAPHY OF ADMINISTRATIVE PERSONNEL .............................. 15
Section 2.23 CONFLICT OF INTEREST ......................................................................... 15
Section 2.24 DRUG FREE WORKPLACE ...................................................................... 16
Section 2.25 PERFORMANCE EVALUATIONS ............................................................ 17
ARTICLE 3 -GENERAL CONDUCT, DISCIPLINE, TERMINATION AND APPEAL
Section 3.1 PERSONAL APPEARANCE AND CONDUCT ..........................................18
Section 3.2 CAUSES FOR WARNING, SUSPENSION OR
DISMISSAL ...................................................................................................18
Section 3.3 FORM OF DISCIPLINARY ACTION ..........................................................19
Section 3.4 APPEAL r,~-I~zrn~rrr PROCEDURE .......................... ..19
Section 3.5 RESIGNATION .............................................................................................21
Section 3.6 RE-EMPLOYMENT ......................................................................................2I
Section 3.7 COST CONSCIOUSNESS .............................................................................2I
Section 3.8 SAFETY .........................................................................................................21
Section 3.9 LEGAL LIABILITY ......................................................................................22
Section 3.10 EQUIPMENT ...............................................................................................22
Section 3.11 EXIT INTERVIEW ......................................................................................22
ARTICLE 4 -CLASSIFICATION PLAN
Section 4.1 POSITION CLASSIFICATION PLAN
Section 4.2 TITLES AND SPECIFICATIONS........
Section 4.3 RECLASSIFICATION ..........................
Section 4.4 NEW POSITIONS .................................
ARTICLE 5 -PAY PLAN AND COMPENSATION
.......................................................23
.......................................................23
.......................................................24
.......................................................24
Section 5.1 PAY PLAN ....................................•-----~..........................................................25
Section 5.2 ANALYSIS OF PAY PLAN ..........................................................................26
Section 5.3 APPOINTEE COMPENSATION ..................................................................2b
Section 5.4 PAY DAY .......................................................................................................27
Section 5.5 OVERTIME .................•---...............................................................................27
Section 5.6 PAYMENT UPON CLASSIFICATION CHANGE ......................................28
Section 5.7 PART-TIME EMPLOYMENT ......................................................................28
Section 5.8 GOVERNMENT-FUNDED PROGRAMS ....................................................29
ARTICLE b -FRINGE BENEFITS
Section b.1 HOLIDAYS AND LEAVE IN LIEU OF HOLIDAYS .................................30
Section 6.2 VACATION TIME .........................................................................................31
Section 6.3 SICK LEAVE .................................................................................................32
Section 6.4 FAMILY AND MEDICAL LEAVE ..............................................................33
Section 6.5 LEAVE OF ABSENCE WITH PAY .............................................................33
Section 6.6 EDUCATIONAL OPPORTUNITIES ............................................................35
Section 6.7 RETIREMENT ...............................................................................................35
Section 6.8 }SOCIAL SECURITY ..................................................................................36
Section 6.9~-9 INDUSTRIAL ACCIDENTS .....................................................................36
Section 6.10-1-1-MEDICAL AND HOSPITAL INSURANCE ..........................................36
Section 6.11 LIFE INSURANCE ..................................................................................37
Section 6.12-1-~ DENTAL INSURANCE ..........................................................................37
Section 6.13-4 ACCIDENT AND DISABILITY INSURANCE .....................................37
Section b.I4-I~5 RESERVE POLICE OFFICERS ..............................................................37
Section 6.15 PAY CHECK DEDUCTIONS .................................................................38
Section 6.I6~ DEFERRED COMPENSATION .............................................................38
Section 6.I7~ LONG TERM DISABILITY ....................................................................38
Section 6.18-9 VISION CARE .........................................................................................38
ARTICLE 7 -AFFIRMATIVE ACTION POLICY AND PROGRAM
Section 7.1 STATEMENT OF POLICY ...........................................................................39
Section 7.2 GOALS ...........................................................................................................39
Section 7.3 RECRUITMENT AND SELECTION ...........................................................39
Section 7.4 EMPLOYMENT FORMS AND CLASSIFICATION
SYSTEMS .....................................................................................................40
Section 7.5 PROMOTIONS ..............................................................................................40
Section 7.6 RATE OF PAY -COMPENSATION ............................................................40
Section 7.7 RESPONSIBILITY FOR PROGRAM ...........................................................40
Section 7.8 EMPLOYMENT GOALS ..............................................................................40
ARTICLE S -HARASSMENT
Section 8.1DEFiNITION------~ ............................................................................................41
Section 8.2 POLICY ..........................................................................................................41
Section 8.3 PROHIBITED ACTIONS ..............................................................................41
Section 8.4 EMPLOYEE RESPONSIBILITIES ...............................................................42
Section 8.5 SUPERVISOR RESPONSIBILITIES ............................................................42
Section 8.6 REPORTING HARASSMENT ......................................................................42
Section 8.7 RESPONSE TO REPORTS OF HARASSMENT .........................................43
Section 8.8 INVESTIGATION .........................................................................................43
TABLE 1 -POSITION CLASSIFICATION PAY PLAN ............................................................44
TABLE 2 -TABLE OF BASIC SALARY RANGES ...................... ........................~5
...................
RESOLUTION NO.
A RESOLUTION REVISING PERSONNEL POLICIES AND PROCEDURES
WHEREAS, Chapter 2.48 of the Central Poizlt Muziicipal Code authorizes and
directs the City Council to adopt rules relating to personnel matters, and the City Council having
heretofore by Resolution 945, adopted and revised such rules; and,
WHEREAS, the City Council deems it to be in the best interest of the City to make
certain revisions thereto; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CENTRAL
POINT, OREGON, that the revised Personnel Policies and Procedures attached hereto marked
Exhibit "A" and by this reference incozporated hereto, be, and the same are hereby ratified and
adopted.
Passed by the Council and signed by me in authentication of its passage this
day of September, 2005.
ATTEST:
Mayor Hank Williams
City Recorder
Approved by me this day of September, 2005.
Mayor Hank Williams
ARTICLE I -PURPOSE, VARIANCES AND DEFINITIONS
Section 1.1 PURPOSE AND APPLICABILITY. The purpose of these policies and
procedures is to create a comprehensive and uniform policy zrzanual incorporating the current
personnel policies and procedures for the City of Central Point. The City shall have the
continuing right to change, add to, or delete froze any policy or procedure herein contained at any
time without notice. Any such changes shall be approved by the City Council. These personnel
policies and procedures are applicable to all employees of the City, as defined herein, provided,
however, that they shall not be applicable to reserve police officers, the municipal judge, or the
city attorney unless specifically so designated. Iz~ the event of a conflict between the provisio~3s
of any relevant collective bargaining agreen~zent affecting City employees and these policies and
procedures, the provisions of the collective bargaining agreement shall control.
Section 1.2 VARIANCES. The City Administrator shall have the power to vary or
modify the strict application of the provisions of this document r°^~in any case in which
the strict application of said provisions would result in practical difficulties or unnecessary
hardships.
Section 1.3 DEFINITIONS. As used in this document reselutien; the following
terms shall have the meanings indicated. '~'~~n„gz,^~,* *~_~ ~~~,,,..,,,,,* *~~ --- „~;.~„ ; rE~~~~a ~~
I SII VLC
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(a) Administrative Staff: A person directly responsible to the City Administrator.
(b) Advancement. A salary increase within the limits of a pay range established for a
class.
{c) Alloca#ion. The assignment of a single position to its proper class in accordance with
the duties performed and the authority and responsibility exercised.
(d) Anniversary Date. Anniversary date means the first day of the month following the
date of employment or the date of completion of any trial service period of a City
officer or employee unless such date occurs on the first day of the month, in which
case the date of employment ar the date of completion of the trial service period
applies.
(e) Appeal. A request to a supervisor, department head or the City Administrator for
cozlsideration of, and a decision or ruling on a problem or situation.
{f} Appointing Power. The City Administrator or department head to which authority is
delegated to make the appointment to fill a vacant position.
(g) Calendar Year. Twelve (12) month period beginning January 1 and ending December
31.
Page 6
(h) City Administrator. The chief executive officer and the head of the administrative
branch of the City government who is directly responsible for the proffer
administration of all affairs of the City.
(i) Class. A group of positions sufficie~ztly alike in responsibilities and authorities to
require similar qualifications.
{j) Class Specification. A written description of each class and position including a class
and position title, a statement of duties, the supervision received and exercised,
desired qualifications and experience, and the physical demands of the class and
position.
{k) Compensation. The salary, wages, allowances, and all other forms of valuable
consideration earned by or paid to any employee by reason of service in any position,
but does not include any allowances authorized and incurred as incidents to
employment.
{l} Compensatory Tizne Off Time off from work to compensate the employee for
overtime or holiday time worked.
{m} Continuous Service. Employment with the City without a break or interruption; in
computing continuous service for the purpose of this resolution, neither military
leaves puz-suant to Section 6.5.6 nor paid leaves of absence on account of illness, shall
be construed as a break in employment ar service. Other absences aggregating in
excess of six (6) months in any period of twelve {12) months including layoffs on
account of lack of work, lack of funds or abolishment of positions shall be construed
as breaking continuous service.
(n) Controlled Substance. A controlled substance as defined in schedules I through V of
Section 202 of the Controlled Substances Act {21 U.S.C. 812} and as further defined
by regulation in 21 C.F.R.1300.11 through 1300.15.
{o) Conviction. A finding of guilt (including a plea of noIo contendere) or imposition of
sentence, or bath, by any judicial body charged with the responsibility to determine
violations of Federal or State criminal statutes.
(p) Criminal Drug Statute. A h'ederal or non-Federal criminal statute involving the
manufacture, distribution, dispensation, possession, or use of any controlled
substance.
{q) Demotion. A transfer of an employee from a position in one class to a position in a
class which has a lower salary range.
Ya~;~e 7
{r} Department. A major functional unit of the City goverElzncnt.
(s} De az-tznent Head. A person directly respo~~siblc to the City Administrator for the
administration of a depaz-tment.
{t} Dischaz-~e. Termination of employment with the City far reasons attributable to the
employee.
{u} Disciplinary Action. Imposition of certain personnel actions, e.g., reprimand,
warning, suspension, dismissal, demotion, as a result of conduct detz-iznea~tal to the
City.
(v} Dismissal. Termination of eznployznent with the City for reasons attributable to the
employee.
(w) Duty Dad Any day or shift on which an employee is scheduled to be available for
work.
(x) Employee. Anyone who receives compensation from the City for actively perforznizzg
the duties and responsibilities of a position, but does not include elected officials.
{y) Examination. A test for the purpose of evaluating an applicant for an employment
vacancy.
{z} Full-Time Position. Any position which requires a full workday as herein defined,
excepting part-time positions, temporary positions, on-call positions, and
government-funded positions.
(aa) Government-Funded Position. A position that may be either part-time or full-tune
but, due to the nature of the funding, is considered to be a part-time or temporary
position. Selected benefits may accrue for this position, but no benefits shall be
transferable to a full-time position except as provided herein.
(ab} Appeal ~. Any question or controversy by an affected employee between
that employee and the City involving the application or interpretation of the
provisions of these personnel policies and procedures.
(ac) Hourly Rate. Rate of compensation for each hour of work performed. It is
determined by dividing the annual regular salary by the regular number of hours
worked each year.
(ad} Immediate Family. The husband, wife, son, daughter, father, mother, brother, sister,
father-in-law, mother-in-law, or a relative living in the employee's household.
1'agc 4
{ae) Last Date of Hire. The date of the beginning of the employee's current tern? of
cozrtizzuous service.
{af) Layoff. A separation fz-ozxz ezxzployznc~it because of organizational changes, lack of
work, lack of funds, ei~d of project, or other reasons not reflecting discredit upon an
employee.
(ag) Leave of Absence. Time off frozrz work for reasons within the scope and purpose of
these rules and regulations upon prior approval of the eznployce's department head
and the City Administrator.
(ah) Military Leave. Leave of absence for an ezxzployee entering reserve military training
duty.
{ai) Month. One calendar month.
(aj) On-Call Position. An on-ca11 position is one which requires the employee to work, as
a substitute for another position, for a determinate Iength of time at the intermittent
request of the City. On-call positions do not earn or accrue any fringe benefits, and
are appointed by and serve at the discretion of the City Administrator upon
considering recommendations from the departzxzent head.
(ak) Overtime. Overtime means time worked in excess of the number of hours specified
under State law to be worked in a normal workday oz• workweek.
(al} Part-Time Position. Apart-time position is one which requires less than 40 hours a
week but more than 20. y nnoi ,. ~ „ ..............~,.. pringe benefits far such paz-t-time
positions shall be as outlined herein.
(am) Personnel Action. Any action taken with reference to appointment, compensation,
promotion, transfer, layoff, dismissal, or other action affecting the status of
employment.
(an) Personnel pile. A fzle maintained in the office of the City Recorder ~g
pewer which contains the complete personnel records of an employee.
{ao) Position. Means a group of current duties and responsibilities assigned or delegated
by competent authority, requiring the full or part-time services of one person.
(ap} Promotion. The change of position for an employee from a position in one class
designation to a position in a class assigned to a higher salary range.
(aq) Reclassification. A change in classification of a position by raising it to a higher
class, reducing it to a lower class, or changing it to another class at the same level.
~'<<ge 9
{ar) Reserve Police Officer. A member of the Police Department who serves on an on-~
ca11 basis. Reserve police officers are appointed by and serve at the discz•etioza of the
City Administrator upon considering z•ccaznznendatians from tl~e department head.
(as) Seniority. Priority of an employee based on the amount of time since the employee's
last date of hire.
(at} Sexual Harassment. Unwelcome sexual advances, requests for sexual favors and
other verbal or physical conduct of a sexual nature wheE1:
{ 1) Submission to such conduct is made either explicitly or implicitly a
term. or condition of employment; or
(Z} Submission to or rejection of such conduct by an employee is used as
the basis for an employment decision affecting the employee; or
(3} Such canduct has the purpose or effect of unreasonably interfering
with an employee's work performance or creating an intimidating,
hostile or offensive working environment.
{au} Supervisor. Any person who is responsible to a higher divisional or departmental
level of authority and who directs the work of others.
{av) Suspension. Temporary separation of an employee from City service without pay far
disciplinary purposes.
(aw) Temporary Position. A temporary position which is normally staffed less than I80
days or under 20 hours a week t~~ °° ~' `'~~*~~~-. Temporary positions
will not receive sick leave or vacation with pay or other fringe benefits.
{ax) Terminated. The conclusion of the employment relationship between the employee
and the City including any rights and responsibilities relating thereto.
{ay) Transfer. A change of an en:zployee from one position to another in the same class or
to a position in a comparable class within the City service.
{az} Trial Service Period. A working test period during which an employee is required to
demonstrate ability ~~s for the duties to which he or she is appointed by actual
performance of the duties of the position.
{ba) Workday. The normal workday shall be eight {8) hours; however, the City
Administrator may establish different hours for employees so long as the normal 40-
hour workweek is maintained.
{b6} Work Period. The work period for the classification of Police Officer shall be a
twenty-eight (2$} day recurring period which begins at 0001 hours on 3une 30, 1986.
The work period for all other employees shall be the workweek as hereinafter
defined.
Pag~c 1 {)
(bc) Workweek. The regularly scheduled workweek shall be a seven (7) day z-ecurz-izzg
period which begins at 5:01 p.na. each Friday for all employees except as hereirr
otherwise provided. Police Department eznployces shall be employed on a work
periad rather than a workweek basis.
I'agc 11
ARTICLE 2 -PERSONNEL POLICIES AND PROCEDURES
Section 2.1 APPOINTMENT
2.1.1 All original appointments to vacancies shall be made by the City Admi~~istrator on the
basis of merit, efficiency and fitness and upon considering recommendations from the
department head, if applicable. The appointments shall be relayed to the Council at their next
regularly scheduled Council meeting. These qualities shall be determined through careful azad
impartial evaluation of at least the following:
(a) The applicant's level of training relative to the requirements of the position for which
he or she has applied.
{b) The applicant's level of education relative to the requirements of the position for
which he or she has applied.
{c) The applicant's physical fitness relative to the requirements of the position for which
he or she has applied, as applicable to the job requirements.
{d) The results of an oral interview; and
{e) Whenever practical, the results of a competitive written examination ar demonstration
test, which shall be a fair and valid test of the abilities and aptitudes of applicants far
the duties to be performed.
{f) Reserve police officers of the Central Point Police Department shall be appointed
only after compliance with certain selection procedures as published in department
rules and orders. Such appointments shall not be for a specified term and shall be at
will.
{g) Subjected to criminal history backgz-ound check.
2.1.2 No question in any test or in any application farm or by any appointing power shall
be so framed as to attempt to illicit information concerning age, sex, handicap, race, color,
ancestry, national origin, or political or religious affiliation for the purpose of discriminating.
2.1.3 All statements submitted on the employment application or attached resume are
subject to investigation and verification prior to appointment.
2.1.4 If required by the department, applicants shall be fingerprinted prior to appointment.
2.1.5 Some Airy job applicants or employees may be required to take a physical
examination. in cases where a physical examination is deemed advisable, the City shall pay the
cast of the examination.
Pa~;c. I Z
2.I .G All decisions regarding hiring, disciplizle or discharge shall be made without regaz-d to
the age, sex, handicap, race, color, ancestry, national origizz or political or religious affiliation of
the prospective employee. No person shall be ezxzploycd in a depaz•tznent in which the
prospective employee would be subject to supervision by a member of theiz• iznznediate family as
that term is defined herein above. No relative of any member of a current City Council shall be
hired during their terra of office.
Section 2.2 TRIAL SERVICE PERIOD
2.2.! All original and promotional appointments shall be tentative and subject to a trial
service period of not less than six (G) consecutive months service and twelve { 12} zxzonths for all
non-sworn personnel assigned to the Police Depar-tmcnt. Sworn police personnel shall have a
trial service period of eighteen {18) months. All trial service periods shall begin on the
employee's anniversary date.
2.2.2 In cases where the responsibilities of a position are such that a longer period is
necessary to demonstrate an employee's qualifications, the trial service period may be extended
an additional maximum of six (G} months. The employee shall be notified in writing of arty
extension and the reasons therefore. If the employee is a union zxzember, the concurrence of the
union shall be required before the trial service period may be extended.
2.2.3 During the first six months of the trial service period, the employee shall not be
eligible to use vacation benefits, but shall earn vacation credit to be taken at a later date.
2.2.E Upon completion of the trial service period, the employee shall be considered as
having satisfactorily demonstrated qualifications for the position and shall be so informed
through his or her supervisor.
2.2.5 During the trial service period, an employee may be terminated at any time at the
City's discretion (at will) without the right of appeal g~ev-az~c-e.
2.2.G In the case of promotional appointments, the promoted employee may be demoted at
any tizxze during the trial service period without appeal, provided that the employee be reinstated
in the class position from which he or she was promoted, even though this necessitates the lay-
off ofthe employee occupying the position.
2.2.7 Part-time employees must complete, at a minimum, a trial service period equivalent
to the hours required for a full-time position trial service period within the same
department/division to which the part-time employee is assigned.
Section 2.3 HOURS OF WORK
2.3.1 The City Administrator shall determine the hours during which City departments
shall be open to the public for business, and the hours to be worked by all City
employees.
1'a~;c 13
Section 2.4 ATTENDANCE
2,4.1 Employees shall be in attendance at their work in accordance with the rules regarding
hours of work, holidays and leaves of absence.
2.4.2 An ezployee shall not be absent fi•om work for any reasons other tl~an those specified
in this document resolution without making prior arrangements with his ar her supervisor.
Unless such prior arrangements are made, an employee who for any reason fails to report to
work shall make a sincere effort to immediately notify his or her supervisor of his or her reason
for being absent. If the absence continues beyond the first day, the employee shall notify the
supervisor on a daily basis unless other arrangements have been made with the supervisor.
2.4.3 Employees, except for those for which overtime compensation is not granted, shall
maintain accurate records of time attendance to the closest '/ hour. Departrr~ent heads shall
certify to accuracy.
2.4.4 Any unauthorized absence of an employee from duty shall be deemed to be an
absence without pay and maybe cause for disciplinary action.
Section 2.S PERSONNEL RECORDS
2.5.1 The City Administrator shall cause a service or personnel record to be maintained for
each employee in the service of the City.
2.5.2 The personnel record shall show the employee's name, title of the position held, the
department to which assigned, salary, change in employment status, training received, and such
other information as maybe considered pertinent.
2.5.3 Employee personnel records shall be considered confidential and shall be accessible
only to the following:
(a) The ezployee concerned.
(b) Selected City officers and employees authorized by the City Administrator with just
reason and for legitimate City purposes.
2.5.4 No infornation reflecting critically upon an employee shall be placed in the
employee's personnel records that does not include either the signature or initials of the
eYnpIoyee indicating that he or she has been shown the material, or a statement by a supervisor
that the employee has been shown the material and refused to affix his or her signature or initials,
or a statement by a supervisor that the employee has been notified by mail that the information
was placed in his ar her personnel record. A copy of any such material shall be furnished to the
employee upon request.
I'a~;e I ~1~
2.5.5 An employee desiring that material which he or she feels is incorrect or derogatory
towards hizn or her should be removed from their personnel record shall have the right to pursue
his or her complaint through the appeal gtieva~e proccduz•e.
2.5.6 Any employee shall have the right of z-easonablc inspection of his or her personnel
record during business hours.
2.5.7 Letters of consultation or reprimand shall be considered temporary cozztents of the
record and shall be removed upon request of the cznployee after two {2} years froze placement in
the employee's record provided that no other disciplinary action has been imposed during that
period.
2.5.8 Material placed in the record without confozznity to the provisions of the foregoing
sections will not be used by the City in any subsequent evaluation or disciplinary proceeding
involving the employee.
Section 2.6 PROMOTIONS, DEMOTIONS, TRANSFERS, DISCIPLINE, AND
DISCHARGE
2.6.1 The City Administrator shall have the right, upon considering the recommendation
from the department head if applicable, to promote, demote, transfer, discipline or discharge any
employee. Promotions and transfers shall be made in such cases as the City Administrator deems
necessary and appropriate to the efficient operation of City business and, if the promotion or
transfer does not involve a decrease in compensation, the same shall not be subject to the appeal
g~ev~e~ procedure set forth in these rules. The City Administrator may for good cause demote,
discipline or discharge any employee; and any employee, except an employee who has not
completed a trial service period, who is demoted, disciplined or discharged may seek review of
such action under the appeal grievaz~ procedure set forth below.
Section 2.7 TRANSFERS
2.7.1 Requests froze employees for transfers from one department to another shall be made
in writing and shall be directed to the employee's present department head and referred to the
appropriate department head and the appointing power. Such requests shall be given
consideration when a suitable vacancy occurs; however, no employee shall be transferred to a
position for which he or she does not possess the minimum qualifications.
Section 2.8 PROMOTIONS
2.8.1 All job vacancies shall, whenever possible, be filled by promoting qualified
employees within the City service.
2.8.2 Nevertheless, the appointing power may recruit applicants from outside the City
service whenever there is reason to believe that better qualified applicants are available outside
the City service.
2.8.3 The appointment to fill the vacancy shall be made an a competitive basis utilizing the
criteria for appointments established in Section 2.1 of this resolution. Wlicre qualifications and
ability are relatively equal, seniority within the City service shall be the detei-inining factor.
Section 2.9 LAYOFF (TERMINATION)
2.9.1 If there are changes of duties iii the organization, lack of work or lack of funds, the
appointing power shall have the right to terminate any employee; however, a reasonable effort
sha11 be made to integrate such employee or employees into another department by transfer.
When terminations are required, the appointing power shall base the decision on relative merits,
and shall give due consideration to seniority in the City service only where the employee's
qualifications and ability are relatively equal.
Section 2.1.0 LEAVE OF ABSENCE WITHOUT PAY
2.10.1 An employee who has successfully completed a trial service period znay be granted
leave of absence without pay for a period not to exceed thirty (30} days, provided such leave can
be scheduled without adversely affecting the operations of the City. Requests for leave of
absence without pay shall be in writing, shall be directed to the City Administrator, and shall
contain reasonable justification far approval. No employee shall receive more than thirty {30}
days leave of absence in any three (3} year period.
2.10.2 An employee an leave of absence without pay will maintain accumulated sick leave
and vacation but neither will accrue for the time spent on leave. Payment for unused vacation
will not be made for a leave of absence.
2.10.3 Other benefits for the employee will not be paid for during a leave of absence.
Section 2.11 OUTSIDE EMPLOYMENT AND OFF-DUTY ACTIVITIES
2.11.1 In addition to the standards of conduct set forth in this resolution, no employee shall
carry on concurrently with his or her public service any private business or undertaking or
employment which affects the time, quality or efficiency of the employee`s City work or which
casts discredit upon or creates embarrassment far the City or conflicts with the interest of the
City of Central Point. The City Administrator or an authorized designee shall in their discretion
enforce the terms of this provision, and such enforcement shall be subject to the appeal
gri-e-v-a~~eo procedure set forth herein.
Section 2.12 RESIDENCE REQUIREMENT
2.12.1 Residency shall not be a condition of initial appointment or continued employment.
Section 2.1.3 DEPARTMENTAL RULES AND REGULATIONS
2.13.1 Each department of the City is encouraged to establish departmental rules, regulations
and procedures. Such rules, regulations and procedures shall be in harmony with the provisions
Pa~;c ~ 6
of this resolution and approved by the City Administrator a~ad shall be binding upo~~ tl~e
employee.
Section 2.14 TRAVEL EXPENSE
2.14.1 When employees are required to travel outside the City on City business,
reimbursement for expenses incurred shall be detenninccl as follows:
{a) Prior to traveling outside the City, tlxe employee shall obtain approval for the trip and
the mode of travel from the department head.
{b) Travel on official business should be via public carrier or City-owned vehicle. If an
employee requests to use a private vehicle and such request is approved by a
department head, the employee shall 6e reimbursed for actual vehicle-related travel
expenses or shall be paid mileage at the current IRS rate per mile, whichever is
higher.
{c) Reimbursement for subsistence on official trips shall only be the amount of actual and
reasonable expense incurred during the performance of official duty as a City
employee far the City's benefit. The fallowing rates will be considered guidelines to
be reimbursed for travel expenses:
Lodging Reasonable Actual Cost
Breakfast $ $.00
Lunch $ 9.00
Dinner ~ 17.00
Reimbursement may include a 1S% service gratuity.
When an employee is entitled to receive reimbursement for more than one meal due
to the actual length of a trip, the employee may spend the authorized amounts for
meals at their discretion as long as the total reimbursement does not exceed the total
amount allowed for the meals. If the market rate in the destination City is more than
the Reasonable Actual Cost the employee may be reimbursed by providing receipt,
and a brief report to the city Administrator for approval.
2.14.2 A Travel Authorization/Reconciliation form shall be completed by each employee
when traveling outside the City on City business, in which the employee certifies to accuracy of
expenditures and compliance with City policy. After authorization for travel, expenses may be
paid by one of the following methods: 1} Direct billing to City; 2) Use of City charge card; 3)
Reimbursement to employee for expenses paid; 4) Advance by petty cash or check with
subsequent reconciliation. The first two methods are preferred.
Section 2.15 BUSINESS EXPENSE
2.15.1 When meals are part of meetings attended by employees, the actual and reasonable
expense of the meal may be reimbursed to the employee
Ya#;c: 17
2.15.2 Supervisors znay provide meals at City expense far cznployecs required to work
through normal meal tunes.
Section 2.16 IN-SERVICE TRAINING
2.16.1 The City Adzninistz-ator shall encouz-age training opportu~zities for employees and
supervisors in oz-der that services rendered to the City will be n~oz-e effective. The City
Administrator shall assist department heads in meeting training needs in their department and in
developing training programs designed to meet immediate City-wide personnel needs and to
prepare employees for promotion to positions of greater responsibility.
2.16.2 Training sessions maybe conducted during regular working hours at the discretion of
department heads.
Section 2.17 SELLING AND PEDDLING AMONG EMPLOYEES
2.17.1 No peddling, soliciting, or sale for charitable or other purposes shall be allowed
among or by employees during working hours without the approval of the City Administrator.
Section 2.18 POLITICAL ACTIVITY
2.1$.1 No employee shall engage in political activity of any nature during his or her hours of
employment, and no employee shall engage in any political activity purporting to act in his or
her official capacity or on behalf of the City of Central Point as stated in ORS 260.032.
2.18.2 Nothing contained within this section shall affect the right of the employee to hold
membership in and support a political party, to vote as he or she chooses, to privately express his
ar her opinions on all political subjects and candidates, to maintain political neutrality, and to
attend political meetings.
Section 2.19 RELATIVES IN THE CITY SERVICE
2.19.1 Two (2) members of an immediate family shall not be employed under the same
supervisor. Neither shall two {2} members of an immediate family be employed at the same
time, regardless of the administrative department, if such employment will result in an employee
supervising a member of his or her immediate family.
2.19.2 The provisions of this section shall apply to promotion, demotions, transfers,
reinstatements, and new appointments.
Section 2.20 EXAMINATIONS AND TESTING
2.20.1 If requested by the City, employees shall submit to and successfully pass the
following:
{a) An annual medical examination at City expense to be conducted on or befoz-e the
employee's employment anniversary date with the standards for passage thereof to 6e
P~Fgc 18
determined by the physician selected by the City for the aclzninistratiozl of such
examination having due regard for the work to be pcrfoz-zrzed by the employee.
Section 2.21 ON-CALL STATUS
2.21.1 Public Works -Due to the potential for emergency situations affecting the health and
safety of the citizens of the City of Central Point, all Public Works employees shall be an "public
works on-call status" at such tunes as are scheduled for that employee by the Public Works
Director. It shall be the responsibility of any employee an-call to at all tunes keep the Police
Department advised of his or her Iacatian, and to be izxzznediately available to perform
emergency maintenance or repair work. Public Works employees shall receive two (2) fours
compensating time for each night on call Monday through Friday, eight (8) hours con-zpensating
time for each weekend on call {Saturday and Sunday}, and six (6} houz-s compensating time for
each holiday on call except the day before Christmas or the day before New Year's Day and
floating holidays. Additional compensation will be granted for hours worked if the employee is
called upon to perform work while on call.
Section 2.22 BIOGRAPHY OF ADMINISTRATIVE PERSONNEL
2.22.1 The biography of any individual considered for any administrative staff position shall
be submitted to the City of Central Point and shall contain the following information:
(a} Name, title and address.
(b) Professional Experience: Briefly describing the principal positions held with title,
name of employer, and salaries received.
(c} Educational Experience: Listing all post-secondary educational institutions attended
and all degrees and honors received.
(d) Affiliations: Listing all organizations of which the administrative personnel has been
a member during the previous ten (14} years, including a statement of any offices
held in such organizations.
(e) A statement whether or not the administrative personnel has been charged by any law
enforcement authority with the commission of a crime, and if so, the disposition of
the charge.
(f) Personal references.
Section 2.23 CONFLICT OF INTEREST
2.23.1 No employed shall be directly or indirectly interested in any contract with the City, or
any department thereof, and no employee shall participate as either an elected or appointed
officer or board member of any outside governmental body or private organization in any
Page 19
capacity in which he or she would potentially be likely to make any decision that would be
adverse to or conflict with the City's financial i~lterests.
Section 2.24 DRUG FREE WORKPLACE
2.24.1 An employee shall not manufacture, distribute, dispense, possess, oz- use a
eontzolled substance, including alcohol, in the workplace. An employee shall, as a condition of
employment, abide by the provisions of this Section.
2.24.2 An appointing power, upon determining that an employee has engaged in the
manufacture, distribution, dispensation, ar possession of a controlled substance, or upon having
reasonable suspicion under Section 2.24.3 of this policy of employee use of a controlled
substance in the workplace, shall take action with regard to the employee determined to be
appropriate. This may include transfer, granting of a leave of absence without pay, requiring
satisfactory participation by the employee at employee expense in a drug and/or alcohol abuse
assistance or rehabilitation program approved for such purpose by a Federal, State, or local
health, law enforcement or other appropriate agency.
2.24.3 Reasonable suspicion of employee use of a controlled substance shall be based
upon any of the following:
(a} observed abnormal behavior or impairment in mental or physical performance {for
example, slurred speech or difficulty walking);
{b} direct observation of use in the workplace;
{c) the opinion of a medical professional;
{d) reliable infoz-iriation concerning use in the workplace;
{e) awork-related accident in conjunction with a basis for reasonable suspicion as listed
above.
2.24.4 The appointing power will make available to employees information on:
{a} dangers of drug abuse in the workplace
{b} existence of and content of this policy for maintaining adrug-free workplace;
{c) availability of drug counseling, rehabilitation, and employee assistance programs; and
{d} penalties that maybe imposed for drug abuse violations occurring in the workplace.
2.24.5 An employee shall, as a condition of employment, notify the appointing power of any
criminal drug statute conviction for a violation occurring in the workplace no later than five days
after such conviction.
2.24.6 As required under the Federal Drug Free Workplace Act of 1988, the appointing
power shall notify the appropriate Federal granting or contracting agency of an employee's
criminal drug statute conviction for a violation occurring in the workplace not later than ten days
after receiving notice of such conviction.
I'agc `lQ
2.24.' Employees who are required to hold and use a Coznzncrcial Driver's Licezlse and/or
perform safety-sensitive work are subject to the provisions of the City's policy for the
implementation of the Omnibus Transportation Employee Testing Act of 1991.
Section 2.25 PERFORMANCE EVALUATIONS
2.25.1 Every employee shall have his oz• her work performance evaluated annually
~~~ by his or her immediate supervisor. The puzpose of the performance evaluation
shall be to inform the employee of those areas in which he or she has pcrfozxned well and those
areas in which improvement is needed.
2.25.2 A performance evaluation shall be used by a supervisor to document an employee's
work performance prior to any actia~l or recommendation regarding completion of trial service
period, promotion, step increase, disciplinary action, demotion or termination.
2.25.3 Every employee shall receive a performance evaluation froze his or her immediate
supervisor at least annually on the employee's anniversary date. More frequent evaluation of an
employee's work performance may be made by his or her supervisor as is deemed appropriate.
2.25.4 Every employee shall receive a performance evaluation prior to the end of his or her
tz•ial service period.
2.25.5 A performance evaluation shall be in writing and shall include discussion of the
previous year acco~plishnaents ar~d goal setting for the upcoming year. The employee who
is the subject of the evaluation shall have an opportunity to review and comment upon the
evaluation also in writing. A copy of each performance evaluation and the employee's response,
if any, shall be placed in the employee's personnel ale.
1'agc 21
ARTICLE 3 -GENERAL CONDUCT, DISCIPLINE, TERMINATION AND APPEAL
Section 3.1 PERSONAL APPEARANCE AND CONDUCT
3.1.1 Public relations shall be an integral part of each employee's job.
3.1.2 All employees shall be neat and clean i~l appearance and shall conduct themselves in
a manner which is appropriate for an employee in the public service.
3.1.3 Employees shall be courteous, efficient and helpful to everyone in their work and
shall do the best job possible on every assignment.
Section 3.2 CAUSES FOR WARNING, SUSPENSION OR DISMISSAL
3.2.1 When an employee's conduct falls below desirable standards, he or she may be
subject to disciplinary action.
3.2.2 General reasons for which an employee maybe disciplined include:
{a) Drinking intoxicating beverages or use of illegal drugs on the job or arriving on the
jab under the influence of intoxicating beverages or drugs;
(b) Violation of a lawful duty;
(c) Insubordination;
(d) Breach of discipline;
(e) Being absent from work without first notifying and securing permission from an
employee's supervisor;
(f) Being habitually absent or tardy for any reason;
(g) Misconduct;
(h) Conviction of a felony, or of a misdemeanor involving moral turpitude;
(i) Using religious, political or fraternal influence;
(j) Accepting fees, gifts, ar other valuable things in the performance of the employee's
official duties for the City;
(k) Inability to perform. the assigned job;
(1) Incompetence, inefficiency or inattention to or dereliction of duty; including not
fulfilling duties of position/job descr7ption
{m}Dishonesty, intemperance, drug addiction, immoral conduct, insubordination or
discourteous treatment of the public or a fellow employee;
{n) Willful giving of false information or withholding of information with the intent to
deceive when applying for employment or in connection with perfor•rnance of
employment;
{o} Any willful failure of good conduct tending to be harmful to the City of Central Point
or its citizens.
(p) Sexual harassment
t'rtnc 22
(q} Violation of any Personnel Policies and Pz•occciuz•es contained herein or clepaz•tEnea~tal
rates and regulations adopted pursuant to Section 2.13.
{r} Violation of safety rules, regulations or practices.
Section 3.3 FORM OF DISCIPLINARY ACTION
3.3.1 Disciplinary action ranges from oral or written reprimands to suspension, deznation
and dismissal from the City service, and depends on the severity of the offense, as well as the
number and the frequency of previous acts of misconduct.
3.3.2 It shall be the duty of all City eznplayecs to caznply with and assist in carrying into
effect the provisions of the City's personnel rules and regulations. No employee who has
completed a trial service period shall be disciplined except for violation of established rules and
regulations; and such discipline shall be in accordance with procedures established by the
personnel rules and regulations.
3.3.3 Every supervisor shall discuss improper or inadequate performance with the
employee in order to correct the deficiencies and to avoid the need to exercise disciplinary
action. Discipline shall be of increasingly progressive severity whenever passible.
3.3.4 A written notice shall be given each employee for each disciplinary action stating the
reasons for the disciplinary action and the date it shall take effect. The notice sha11 be given to
the employee at the time such action is taken. A copy of the notice signed by the employee shall
be placed in the employee's personnel file and shall serve as prima facie evidence of delivery.
3.3.5 All employees who have completed a trial service period shall have the right to
appeal disciplinary action, except for oral and written reprimands, imposed upon them within
fifteen (15} calendar days after the effective date of disciplinary action. Appeals shall be made
as appeal g~ in accordance with the provisions of Section 3.4 of this resolution.
3.3.6 In the event of an employee discharge action, the City Administrator shall cause to be
prepared and delivered a written notice of charges against the employee. Within five {S}
workdays of the delivery of said notice, the employee may request apre-dismissal hearing before
the City Administrator. Within three (3} workdays fallowing such hearing, the City
Administrator shall state his or her decision in writing and provide a copy to the employee.
Section 3.~ APPEAL r~vi~i7 A 7~Tr''E PROCEDURE
3.4.1 An appeal g~ra~ is defzned to be any question or controversy by an affected
employee between that employee and the City involving the application or interpretation of the
provisions of these Personnel Policies and Procedures.
3.4.2 When such a question or controversy arises, an attempt will be made by the employee
and his immediate supervisor to informally settle the issue. A question or controversy which
cannot be resolved infannally may be processed as an appeal gz-ice.
3.4.3 Each appeal ~;~ will be processed in the following manner:
P~3~~ z~3
Step I Within fifteen {1S} calendar days after the occurz•ence of tlae cause of complaint, the
employee involved will reduce the appeal grieve to writing stating the reasons
there for and the relief requested and will present it to his or her iininediate
supervisor. Within ten {10) workdays after the appeal ~iee-e is received by the
supervisor, the supervisor will respond in writing acid will discuss the appeal
~ with the employee involved and attempt to resolve it. If he or she wishes,
the employee involved maybe accompanied at such meeting by a representative.
Step 2 If the employee is not satisfied with the decision concerczing his or her appeal
~~e made by the supervisor, he or she may, within ten (10} workdays of receipt
of such decision, forward the appeal grievance to the Department Head. Within ten
(10) workdays, the Department Head shall render a decision in writing and provide a
copy to the employee.
Step 3 If the employee is not satisfied with the decision concerrzirig his or hei• appeal
g~i~ee made by the Department Head, he or she may, within ten (10) workdays of
receipt of such decision, forward the appeal gz=ievaz~e~ to the City Administrator.
Within ten (10) work days, the City Administrator shall render a decision in writing
and provide a copy to the employee.
Step 4 If the employee is not satisfied with the disposition of the appeal grievance by the
City Administrator, the following procedures shall apply:
1. If applicable, the collective bargaining agreements in place at the time that the
appeal ~ is filed shall govern the fnal disposition of the appeal grieva~-e.
2. In all other cases, the employee may request, within ten (IO) workdays upon
receipt of said decision, that the question be brought before the City Council at
executive session. The City Administrator, upon receipt of such request, shall cause
said matter to he placed upon the agenda of the next executive session of the City
Council of the City of Central Point; and notice of the time and place of said session
shall be provided to the employee. The employee, the department head and any other
interested persons shall be given the opportunity to be heard at the time of the said
executive session, provided, however, that witnesses may be required to remain
outside of the executive session, except for the time that they are actually testifying in
regard to the appeal ~. The City Council shall then render a decision within
ten {10) working days of the date of said executive session; and unless said decision
is rendered at the time of the executive session and in the presence of the employee,
said decision shall be in writing and a copy thereof shall be provided to the employee.
The decision of the City Council shall be final.
3.4.4 If the appeal gri~v-awe procedures are not initiated within the time limits established
by this section, the appeal ~e shall be considered not to have existed.
3.4.5 Any appeal grieva~e not taken to the next step of the appeal ~ procedure
shall be considered settled on the basis of the last reply made and received in accordance with
the provisions of this section.
t'agc 2l
3.4.6 If the City fails to meet ar answer any appeal gr-ie~z~e within the time limits
prescribed for such action by this section, such appeal grie~a shall automatically advance to
the next step. If the City fails to meet or answer any appeal g~in~ on the last step of the
appeal g~iece procedure within the tune iiznits prescribed for such action by this sectiotl, it
shall be deemed that the City has considered the appeal gr-ie~az~c-e to be in favor of the appellant
~~and shall resolve the matter accordingly.
3.4.7 The time limits prescribed in this sectio~z for the initiation and completion of the steps
of the appeal ~ procedure maybe extended by mutual consent of the parties so involved.
Likewise, any step in the appeal g~ procedure may be eliminated by mutual consent.
Mutual consent shall be indicated in writing and shall be signed by all parties involved.
3.4.8 No employee shall he disciplined or discriminated against in any way because of the
employee's proper use of the appeal gr-iev~at~ce procedure.
Section 3.S RESIGNATION
3.5.1 To resign in good standing, an employee shall give the appointing power not less than
fourteen (14) calendar days prior notice of such resignation, unless the appointing power agreed
to permit a shorter period of notice because of extenuating circumstances. The notice of
resignation shall be in writing and shall contain the reasons far leaving the City service.
3.5.2 Failure to comply with this section shall be entered in the employee's service record
and maybe cause of denying future eznployznent by the City.
Section 3.6 RE~-EMPLOYMENT
3.6.1 Employees with a satisfactory record of service who resign their positions (in
accordance with the provisions of this resolution for resignation from the City service) may, on
their written request, withdraw such resignation within thirty (30) days from the effective date
thereof and be considered for re-employment in the same or comparable classification to the one
resigned.
Section 3.7 COST CONSCIOUSNESS
3.7.1 Employees shall practice every economy possible in the discharge of their duties.
3.7.2 Employees are encouraged to recommend to their supervisors work procedures which
will z-esult in a cost saving or improved service to the public.
Section 3.$ SAFETY
3.8.1 The City Administrator shall 6e responsible for the development and maintenance of
a safety program. Such program shall include safety regulations and discipline controls.
3.5.2 Department heads, supervisors and employees shall guard the safety of themselves,
fellow employees and the public.
1'ag~ Z 5
3.8.3 When accidents occur during the performance of their duties, the employee shall
contact his or her supervisor immediately; and the supervisor shall coznpletc nn a-Ci~y accident
report form. In case of a motor vehicle accident, the Police Department shall also be notified
iznznediately.
3.8.4 The City Administrator shall be notifzed of all accidents involving City employees
and City equipment as soon as possible and not later than the next workday.
Section 3.9 LEGAL LIABILITY
3.9.1 Employees shall abide by all laws and regulations which govezn the performance of
their duties, and shall perform their duties as reasonable, prudent persons. Employees who are
reasonably cautious and prudent in the performance of their duties are not negligent and,
therefore, neither legally nor morally liable for accidents or injuries which may occur.
39.2 if an employee is negligent in the perfoz-znance of duties and responsibilities, and if an
accident results froze such negligent performance of duties and responsibilities, the employee
may be held personally and legally liable.
Section 3.10 EQUIPMENT
3.10.1 Equipment and vehicles owned by the City of Central Point shall be used only far the
City's business except as provided elsewhere herein.
3.10.2 The City Administrator, Public Works Director, Police Chief or any individual duly
authorized by the City Administrator or a department head may use a City vehicle for City
business and limited personal use including taking a City vehicle home. In no event shall an
employee or officer of the City allow unauthorized persons to use, borrow or rent a City vehicle.
Each City employee shall comply with all laws and ordinances regarding the operation of City
vehicles and shall be personally responsible for any penalties or damages incurred while driving
a City vehicle if the employee is found to be negligent in such action.
3. i 0.3 The Police Chief may be granted a $250 per month car allowance in lieu of using a
City vehicle.
Section 3.11 EXIT INTERVIEW
3.11.1 Employees shall return all City property in their possession or control at the time of
leaving employment of the City and shall complete a Health Plan Continuation {COBRA) form.
This includes keys, Employee ID cards, tools, equipment, handbooks, or manuals they have
received.
3.11.2 The department head may schedule an exit interview with the City Administrator or
his/her designee and each employee who leaves the City, regardless of the reason. This
intezview allows employees to communicate their views on their work with the City and the job
requirements, operations, and training needs.
Page 2(i
ARTICLE 4 -CLASSIFICATION PLAN
Section 4.1 POSITION CLASSIFICATION PLAN
4.1.1 Preparation of Plan. The City Administrator shall record the duties and
responsibilities of each employee position in the City, and, after consulting with the department
heads, shall recommend a classification plan for each position. When approved by the City
Council, the plan shall be known as the "Classification Plan". It shall establish titles for each
class acid specify training, experience and other qualifications necessary and desirable for
successful performance of the duties of employee positions iii each class, and specify the
relationship between positions and classes. The Classification Plan shall be developed and
maintained so that each position substantially similar with respect to duties, responsibilities,
authority and character of work is included within the wine class. The City Administrator may
include operational procedures for each department as a part of the Classification Plan. The
Classification Plan shall be readily available for inspection by employees, prospective jab
applicants and the general public. The plan may be amended and revised from tune to time as
the Council deems appropriate with an updated version of the same to be maintained at all times
by the City Recorder
4.1.2 Positions. No new positions shall be created nor shall any person be employed to fill
a new position until the Classification Plan provides for a specific position and the City Council
authorizes employment of an individual to fill the position.
4.1.3 Compensation. Compensation of employees so classified shall be in accordance with
the City budget far the City of Central Point.
4.1.4 The classification of positions far the puzpose of this document shall be as contained
in the official Classification Plan. The official Classification Plan shall he maintained by the
City Recorder r;+.~ ",~,,.,;.,:~*~~.,,,.
{a) The classification of positions may hereinafter be amended by the addition, division,
consolidation or abolishment of classes an the recommendation of the City
Administrator and the adoption by the City Council.
4.1.5 Each position shall be allocated to its appropriate class on the basis of duties and
responsibilities. The present allocation of positions may hereafter be changed by the City
Administrator provided the proposed change conforms with this document.
Section 4.2 TITLES AND SPECIFICATIONS
4.2.1 The Classification Plan shall include for each position {or class of positions, as the
case may be) a descriptive title, a general statement of duties and responsibilities, typical
exairiples of work, and a general description of any training, experience or special qualities
necessary for the job. These specifications are merely descriptive and explanatory of the work to
be performed. They may not include all of the duties related to the job and are not intended to
replace detailed work assignments.
Pagc 27
4.2.2 The descriptive title mentioned in Section 4.2.1 above shall be used in all official
personnel records and in all official personnel transactions of the City of Central Point.
Section 4.3 RECLASSIFICATION
4.3.1 Positions may be reclassified whenever the duties of the positio~~ change materially,
provided the reclassification can be accomplished within the limitations of the cui-rcnt budget of
the City.
4.3.2 Reclassification of a position shall not be used to circumvent the effects of
disciplinary action or to avoid restrictions concerning compensation.
Section 4.4 NEW POSITIONS
4.4.1 The City Ad~ninistrator shall be responsible for keeping the Classification Plan
current through periodic studies of the positions within the City service.
4.4.2 No position or class shall carry an official title which has not been approved by the
City Council as being appropriate to the duties performed.
4.4.3 The City Council may create new positions and allocate the positions to an
appropriate class.
4.4.4 In the event a vacancy occurs in any position or class created by this resolution, the
City Administrator may fill the vacancy frorr~ qualified persons in the City employ, but if no
persons in the City employ are qualified, then he or she fnay fill such position by persons outside
the City employ.
I'ag~c 2$
ARTICLE 5 -PAY PLAN AND COMPENSATION
Section 5.1 PAY PLAN
5.1.1 The City Administrator shall prepare a pay plan which shall prescribe a zniniznuzn, a
maximum and any intermediate rates of pay appropriate for each class.
5.1.2 The rate or range for each class shall equitably reflect the difference in duties and
responsibilities and shall take into consideration comparable positions in other places of public
employment within the same job market.
5.1.3 The salaries or rates of pay prescribed are fixed on the basis of full-time service in
full-tune positions unless otherwise designated.
5.1.4 The rates of pay prescribed shall be deemed to include pay in every forzxz, except for
necessary expenses authorized and incun-ed incident to ezxzployzxzent, or except as herein
provided.
5.1.5 The letters A, B, C, D, and E, respectively, denote the various steps in the salary
range. The entrance step shall be A, except as provided in Section 5.1.10. Advancement to the
B step shall be made upon successful completion of a trial service period of not less than six (6)
consecutive months; provided, however, that all non-sworn personnel assigned to the Police
Depaz-tment are required to complete a twelve (12} month trial service period and all sworn
police personnel are required to complete an eighteen {18) month trial service period. Such
advancement shall also require the written recommendation of the department head and approval
of the City Administrator. Thereafter, advancement to the higher salary range steps shall be
made following the completion of a year of service in the lower step of the range on the basis of
a written recommendation by the department head and upon the City Administrator's approval.
All placement and adjustments of steps will be done on an anniversary date or the first date of
the month.
5.1.6 Where a salary range for a given class or for several classes is revised~r~-er
dewnward, the incumbents of the positions in the classes affected shall have their existing salary
adjusted to the same relative step in the new salary range.
5.1.7 The five-step schematic schedule of salary ranges and steps listed as Tables 1 and 2
constitutes the pay plan applicable to all classes of positions included in these Personnel Policies
and Procedures.
5.1.8 All salaries prescribed are monthly rates. Salaries will be prorated based on the
number of days employed during the month of hire or separation. For purposes of overtime
payments and in those positions where it is more appropriate to pay upon hourly or daily rates,
the monthly rates shown in Tables 1 and 2 will be convez-ted to hourly rates by the division of the
monthly rate fora 40-hour workweek by a factor of 173.33 and for a S6-hour workweek by a
factor of 243.33.
5.1.9 No person shall be hereafter employed in or appointed to any position requiring full-
time or part-time service, and which position is included in the classification plan and for which
Pa#;c 2~1
a class specification exists, ua~less saki person possesses, izz full, the desirable qualifications for
eznployzxient, special qualifications, and experience and training prescribed for that class.
5.1.10 In the event an employee entering upon City employment is found to possess
extraordinary qualifications for a position thz•ough former training and/or experience, the City
Administrator may authorize the einployinent at any step of the appropriate salary range above
Step "A". In such event, the employee shall sezve a trial service period but shall not succeed to
the next higher step in the pay range until he or she has completed one {1) continuous year of
service in the step at which they entered, or eighteen (18} months continuous service in the case
of sworn police personnel, and upon written z-ecomixiezzdation ofthe department head for the City
Administrator's approval, as provided in Section 5.1.5 hereof.
5.1.11 An employee may be advanced to a step other than the next succeeding step for
meritorious service to the City upon written recommendation of the department knead and
approval by the City Administrator subject to budgetary controls.
5.1.12 Part-time persoru~el shall be eligible for advancement to the next step (B, C, D or E)
in the pay range upon the completion of the number of hours of service equivalent to a full-time
position.
Section 5.2 ANALYSIS OF PAY PLAN
5.2.1. At least once each fiscal year, the City Administrator shall compare the current City
salary rates, compensation policies and personnel developments with those of other public
employers within the same job market. Changes in the cost of living and employee discussions
regarding salary and benefits sha11 also be considered.
5.2.2 The City Administrator shall then examine the salary range far each class of position
to ascertain whether current minimum and maximum salaries should be maintained, increased or
decreased during the succeeding fiscal year, and, upon the basis of this analysis, shall submit
recommendations far amending the pay plan to the City Council.
5.2.3 Upon receipt of the City Adrninistratorls report and, if in the judgaxient of the Council
it is deemed feasible and advisable, the Council shall by resolution adjust the salaries and rates of
compensation and benef is for all City officers and employees.
5.2.E In addition to the adjustment procedure to be conducted annually as set forth herein,
the Council, upon the City Administrator's recommendation, may from time to time effect such
other adjustments to the salaries or compensation paid to City officers and employees in the City
service as the Council may by resolution determine.
Section 5.3 APPOINTEE COMPENSATION
5.3.1 Upon initial appointment to a position, the employee shall receive the minimum
salary for the class to which the position is allocated.
1'agc 30
5.3.2 However, in the cases when unusual difficulty izz f lli~zg the vaca~~cy is experienced,
or when the appointee is exceptionally qualified, the City Aclzz~inistrator may cause the
appointment to be made at a salary level above the minimum, but not mare than the maximum,
for the class.
5.3.3 An employee who lacks the requisite qualifications or expez-iezzce may under fill a
position at a salary less than that for the class fez- a period not to exceed six (b} months.
Section 5.4 PAY DAY
5.4.1 1'~ly; Employees shall be paid on the fifth and twentieth of each
month. If the fifth or the twentieth calendar day of the month falls on a Saturday, Sunday or a
holiday, employees shall be paid on the last working day preceding the fifth and twentieth
calendar days ^~}'~° ~°n~'~
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Section 5.5 OVERTIME
5.5.1 Department heads and supervisors shall assign to each employee regular work duties
and responsibilities which can normally be accomplished within the established workday and
workweek. Employees shall not work overtime without prior direction or approval from a
supervisor.
5.5.2 Overtime work shall be compensated by either cash payment or by the accumulation
of compensatory time at the rate of one and one-half times the hours worked. Compensatory tune
may be accumulated to a rnaximum of forty (40} hours. All overtime earned in excess of forty
{40} hours shall be paid.
5.5.3 For some positions, overtizxze is considered part of the job responsibility and,
therefore, does not justify overtime compensation. Compensation for overtime shall not be
granted to the fallowing positions:
{a} City Administrator
(b} Department Heads
(c} Executive, administrative and professional personnel as defined by the Federal Fair
Labor Standards Act.
5.5.4 The City Administrator may grant time off with pay for positions described in Section
I'~igc 31
5.5.3 due to unusual circumstances such as extra hours warkecl and meetings attended outside the
normal workday.
Section 5.6 PAYMENT UPON CLASSIFICATION CHANGE
5.6.1 When an employee's salary is changed due to demotion or promotion, all accrued
salary and overtime pay shall be converted to cash at the rate earzaed. In the case of accumulated
compensatory time, the employee may request to have a cash payment or have the hours of
compensatory time converted at the rate eaz-zzed. The determination to grant cash compensation
or compensatory tune off shall rest with the depaz•tznent head, who shall give due consideration
to the desires of the employee, to budgetary controls and to the provisions of Section 5.5.3 of this
resolution.
5.6.2 In case of the promotion of any employee in the City service, either from within the
same department ar from another department, to a position in a class with a higher salary range,
such employee shall be entitled to receive the rate of compensation in the entrance step of the
class to which he or she has been promoted, provided that in the event such employee possesses
extraordinary qualifications through long tenure and previous experience in his or her
department, the City Administrator may authorize the promotion of such employee to be at any
step other than such entrance step. In cases where the salary ranges overlap, and the promotion
is for an employee within the same department, promotion may be effected at an increase
adjusted to the nearest step, but not to exceed five percent (5%).
5.6.3 In the case of the demotion of any employee in the City service to a class with a lower
salary range, such employee shall be entitled to retain the salary step in the lower range
corresponding most closely to that which he or she was receiving in the higher class before such
demotion; in such cases, the employee shall retain his or her last hire anniversary date.
5.6.4 In the case of the transfer of any employee from one position to another in the same
class, or to another class to which the same salary range is applicable, the employee shall remain
in the same salary step and shall retain his or her last hire anniversary date.
5.6.5 Whenever an employee accepts work under a different class of position or in exempt
series in the City service, the character and nature of which work is similar and the
responsibilities are equal or superior to the work such employee has been performing, and later
returns to his or her farn,zer position, the term of employment under such different class of
position shall apply and be added to his or her term of service in the former class upon the return
to same, provided such employment in the City service has been continuous from the date on
which the employee accepts work in such different class.
Section 5.7 PART~TIME EMPLOYMENT
5.7.1 Except as otherwise provided herein, a daily work schedule less than 40 hours a
week but more than 20 hours a week will be considered a part time position. Beuefits will
be prorated for part-time employees. Part time employees will be required to pay a portion
z'~igc X32
of benefits according to the hours they rvork. #z~° ,~ ~^'~~,. ~r z,^,y,•~ ^~ ~," ";,~~°_ ~~~plo=~~~3_e^^~..~~
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5.7.2 Part time employees are required by Union Contract to join the union and will
receive the same benefits provided by that contract.
5.7.3 Temporary Employees work less than ] 80 consecutive clays or Less then 20 hours
a week. Benefits are not available for tempox•ary employees.
5.7.4 Regular part-time retirees who work more than 20 hours a week will have
benefits prorated and will be required to join the union. Special consideration will be
applied to returning municipal police department employees regarding PERS
contributions according to the State of Oregon.
Section 5.8 GOVERNMENT-FUNDED PROGRAMS
S.S.l Employees funded through govez~n~ent programs shall be assigned a class
specification anal appropriate salary ranges. Benefits for vacation, holidays, workers
compensation, unemployment insurance, social security and health insurance may be provided.
Benefits such as PERS and life insurance will not be provided.
P~~gc 33
ARTICLE 6 -FRINGE BENEFITS
Section 6.I. HOLIDAYS AND LEAVE IN LIEU OF HOLIDAYS
6.1.1 Police department full-time sworn employees shall accrue eight and two-thirds (82/s}
hours of paid holiday leave for every one (1) month worked. Such accrual shall continue during
paid leave. Requests for holiday leave shall be approved by the Police Chief or an authorized
supervisor with consideration given to the desires of the employee and Department work
requirements. Holiday leave shall be taken within one year following the month in which it
accrues. If such holiday Ieave is not taken within such time, it shall be forfeited and no
reimbursement shall be allowed unless such holiday Ieave cannot be taken due to the City's
operational needs.
6.1.2 Full-tinge employees of the City, except those covered in Section 6.1.1, shall be
entitled to time off for the holidays listed below with pay. Temporary positions shall not receive
such pay. Part-time positions shall be entitled to time off for the holidays listed below with pay
and shall be compensated in proportion to the number of hours per month they are normally
scheduled to work, compared to the standard hours per month as defrned in Section 5.1.8,
regardless of whether or not the part-time position is scheduled to work on the holiday.
{a) New Year's Day, January 1
(b} Martin Luther King Day, third Monday in January
(c} President`s Day, third Monday in February
(d) Memorial Day, Iast Monday in May
{e) Independence Day, July 4
(f} Labor Day, first Monday in September
(g) Veterans' Day, November 11
(h) Thanksgiving Day, fourth Thursday in November
(i} Day after Thanksgiving Day
(j} Christmas Day, December 25
{k) Day before Christmas or the day before New Year`s Day, December 24 or December
31
{1} Two floating holidays
6.1.3 1f any holiday in Section 6.1.2 falls on a Sunday, the following Monday shall be
given as a holiday unless Monday is already a holiday, then the preceding Friday shall be given
as a holiday. If any such holiday falls on a Saturday, the preceding Friday shall be given as a
holiday unless Friday is already a holiday, then the following Monday shall be given as a
holiday.
6.1.4 Floating holidays in Section 6.1.2 shall be accrued on January 1 and July 1 (one day
each) of each year for all employees currently employed as of those dates. The holiday shall not
be taken less than one day at a time and must be used in the calendar year accrued. Floating
holidays shall not be paid upon termination of employment but may be allowed to be taken
between the notice of termination and last day of work at the option of the City. Such holidays
are to be scheduled by department heads with consideration given to employee requests.
~~fd~rC 3'~~
6.1.5 An employee who wot•ks o~~ a z-ccognized holiday as part of his or her regular work
week shall be allowed equal compensating tiRnc off.
6.1.6 Holidays in section 6.1.2 which occur durizig vacation or sick leave shall not be
charged against such leave.
Section 6.2 VACATION TIME
6.2.1 Employees with continuous service shall accrue vacatiou leave according to the
following table: E;-n~,z~,~ ~~ ,..;+~, i~~~ +r,,,., ~; r_~~ ° h~ „ +• ~+ ~r,~~~ o
1 AV VVJ YY ILAA AVi]J Llliiil ilF Ci ~F~Lx~[LF~'Ll~~j1~Yr.^~
m~'~ {5 j--.^~~ear~hz~t--1~5 t-1}a~ + r~ n~ °~ ,. r+•, ~i-,,,r~ .,+•,.
1 LVlf t 1 .,, y'~,~lr"
Less than five (5) years 6.67 hours per month
Five (5) but less than ten (10) 10 hours per month
Ten (IO} but less than fifteen (15) 13.33 hours per month
Fifteen (1S} or more years 16.67 hours per month
6.2.2 Department heads vacation will be negotiated with the City Administrator at the
time of hire and annually as part of the Director's performance evaluation. Lxl;*~--'°°~-+~nn
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6.2.3 Vacation leave maybe taken anytime after the month in which it is eaz-ned.
5.2.4 Employees shall not be eligible to take vacation leave during their first six months of
eznployznent, although vacation leave shall accrue during that time.
6.2.5 Vacation leave shall accrue monthly based on the ezrzployee's anniversary date.
6.2.5 Vacation accrual shall continue when an employee is absent due to sickness or job-
related accident and has status of an employee.
5.2.7 Vacation time-off shall be requested when possible two (2) weeks in advance of the
tune requested with City work schedules determining whether or not the time off can be allowed.
1'agc 35
b.2.8 Part-time positions shall earn an accumulation of vacation days in any one (1) month
in direct prapaz-tion to the nuzxzber of hours worked compared with the number of hours worked
by a full-time position iz~ a similar position.
6.2.9 Vacation preference. When moz-e than one (1) employee desires the same vacation
period and only one can be allowed to take it, preference will be given to the employee with a
higher classification. If the classification is the same then preference will be given to the
employee with the longer period of continuous service.
6.2.10 Unused earned vacation. Upon termination of employment, an employee shall be
paid for all unused earned vacation up to a maximum of two (2} years worth of vacation,
calculated by using the amount of vacation hours earned in the employee's two most recent
years. No payment shall be made for vacation tune accrued over the two (2} year limit unless the
failure to take vacation was caused by the City's insistence that the employee be at work during a
scheduled vacation period. Accrued vacation shall be paid at the cuz-z-ent salary rate, calculated
to the day of termination.
6.2.11 Department heads shall schedule vacations for their respective employees with due
consideration for the desires of the employees and the work requirements facing the department.
Vacation schedules maybe amended to allow the department to meet emergency situations.
6.2.12 Vacation leave shall not be used in blocks of less than five (5} days without
department head approval.
6.2.13 Employees may sell back to the City up to forty (d0) hours of any accrued vacation
time in excess of eighty {80} hours. This option shall be available once each calendar year.
Employees choosing to exercise this option must notify the City, in writing, not later than
Februazy 15 of the applicable year.
Section 6.3 SICK LEAVE
6.3.1 Sick leave shall be earned by each full-time position at the rate of one (1) workday for
each full calendar month of continuous service.
6.3.2 Employees may utilize their allowance of sick leave, in one-quarter ('/) hour
increments, when unable to perform their work duties by reasons of illness or injury, for
necessary medical ar dental care, or when, by attendance in the workplace, their exposure to
contagious disease would endanger the health of the employees with whom they are associated
or members of the public.
6.3.3 It shall be the employee's duty to ascertain whether accrued sick leave is available for
the employee's benefit at any particular time. In the event an employee calls in sick and does not
report to work when the employee has no accrued sick leave available, such shall constitute good
cause for dismissal, and such employee may be terminated, at the discretion of the City
Administrator. The fact that the employee may have accrued vacation or floating holidays shall
be of no consequence.
P~~~~e 3fi
6.3.4 Abuse of the sick leave privilege shall be cause for dismissal. An employee who is
unable to report to work because of any of the z•easons set fort11 in Sections 6.3.2 or 6.3.8 s11a11
report the reason for such absence to his oz- her supervisor prior to the tune he or she is expected
to report to work. Such report shall be in the maaulcr or fozzn established by the Department
Head. Sick leave with pay shall not be allowed unless such report has beeaz made. Sick leave
with pay in excess of three {3) working days shall be allowed only after presenting a written
statement from a physician certifying that the employee's condition or the condition of the
employee's immediate family member prevented him or her from appearing for work, or the
department head has personal knowledge of the circumstances. In the discretion of the
department head, such written statement from a physician may be required for any paid sick
leave day.
6.3.5 Unused sick leave shall not be compensated for in any way at the time of lay off,
resignation, or dismissal of an employee.
6.3.6 Sick leave shall not accrue during any period of leave of absence without pay;
however, an employee who is re-employed after lay-off or an expiration of leave without pay
within a period of thirty {30) days shall have sick leave credits during the previous employznetit
restored.
6.3.'~ Sick leave array be used by pregnant employees for prenatal care or when such
employees are unable to perform their work duties as defned in this section.
6.3.8 Employees may use sick leave where there is an unexpected or serious illness in their
immediate family in order to make arrangements for or provide initial assistance to the ill
immediate family member. Use of such sick leave shall be limited to sixteen (16) hours in any
one fiscal year; however, if the family illness or injury involves hospitalization or if a physician
certifies that the employee's absence from work is necessary, the sixteen (16)-hour limit shall not
apply.
6.3.9 Employees may utilize any unused sick leave accrual upon retirement in accordance
with benefits provided far in PERS.
6.3.10 Employees may voluntarily donate unused sick leave to an employee who has no
accrued sick leave available.
Section b.4 FAMILY AND MEDICAL LEAVE
6.4.1 Family and medical leave of absence shall be granted in accordance with the
provisions of the Family and Medical Leave Act of 1993 and the Oregon Family Leave Act.
Section 6.5 LEAVE OF ABSENCE WITH PAY
6.5.1 Employees may request leave of absence with pay for the purposes specified in this
section. Each request shall be judged by the appointing power on its merits and on the basis of
the guidelines provided in this section.
Page 37
6.5.2 Compassionate Ieave. In the event of a death in the eznployec's izrznacdiate faanily, an
employee maybe granted leave of absence with pay not to exceed three (3} calendar days and to
be deducted from sick leave accz-ued. An extezisioai of this tianc may be granted by the City
Adamiaiistrator.
6.5.3 Funeral participation. When an employee waves as a pallbearer, oz' in same other
way participates in a funeral ceremony, the employee may be granted a reasonable tune off with
pay to perform such duty not to exceed four {4} hours. An extension of this time may be granted
by the City Administrator.
6.5.4 Witness or jury duty. When an employee is called for jury duty, cozmpeiled to testify
as a witness on official City business, or upon approval of the City Admministrator:
(a) The employee shall not suffer any loss of a•egular compensation for the performance
of such duty; however, he or she shall be required to transfer to the City any
compensation received, except mileage and meal expense, for the performance of
such duty to the City. Tune not worked because of such duty shall not affect vacation
or sick leave accz•ued.
(a} Part-time positions called for services above shall be paid far such time, but only to
the extent that their earnings for such month, plus the amount received for such
service shall be Iess than their earnings for the previous full month.
1
7
6.5.5 ~ Military Ieave. An employee who is a member of the National Guard, National
Guard Reserve, or a reserve component of the Armed Forces, or of the United Status Public
Health Service shall be entitled, upon application, to a leave of absence from City service for a
period not exceeding fifteen (1S} calendar days in any one training year for annual active duty.
Such leave shall be granted without loss of time, pay or other leave, and without impairment of
merit ratings or other rights or benefits to which he or she is entitled; however, the employee
shall be required to transfer any compensation he or she receives for the performance of such
duty to the City. Such pay shall be granted only when an employee receives bona fide orders to
teamporary active or training duty, and shall not be paid if the employee does not return to his or
her position immediately following the expiration of the period for which he or she was ordered
to duty.
6.5.6 ~ Conferences and conventions. Decisions concerning attendance at conferences,
conventions or other meetings at City expense shall be arcade by the department head with the
approval of the City Administrator. Permission shall be granted on the basis of an employee's
participation in or the direct relation of his or her work to the subject matter of the meeting.
Members of professional societies may be perrraitted to attend ameetings of their society when
such attendance is considered to be in the best interest of the City.
Section 6.b EDUCATIONAL OPPORTUNITIES
1'agc 38
6.6.1 The City will reimburse an employee for fifty percent {50%) of the amount of tuition
for courses directly related to the employee's work offered at an acceptable educational
institution and conducted outside the employee's regular working hours, provided that:
{a) Funds for such expenditures are available in the current budget;
{b) The employee has made application for approval of the course and tuition
reimbursement to his ar her department head at least ten { 10) days prior to the
registration far such course and the department head determi~~es that the course will
derive benefit to the City;
{c) The employee submits evidence of satisfactory completion of the course with a C or
better passing grade;
{d) The employee is not receiving reimbursement for tuition fi•om any other source;
6.6.2 Courses which are only offered during regular working hours maybe approved by the
department head provided time off can be arranged conveniently and reasonable arrangements
can be made to make up time off as approved by the department head.
6.6.3 The City shall allow time off with pay and shall reimburse an employee for the
expenses of attending classes, lectures, conferences or conventions when attendance is on an
assignment basis with prior approval of the employee's department head.
6.6.4 Normally, the cost of textbooks and technical publications required far such courses
shall be the responsibility of the employee. If the City purchases any of the textbooks and
publications, they shall become the property of the City.
Section G.7 RETIREMENT
6.'7.1 After six {6) months of employment, employees working more than six hundred {600)
hours per year are required to enroll in the Public Employees Retirement System {PERS). The
employee contribution to PERS shall be paid by the City.
Section 6A 8 SOCIAL SECURITY
6.~$.I The City shall match the empIoyee's contribution in the Social Security Plan.
P~€ge 39
Section 6.~ INDUSTRIAL ACCIDENTS
~.-I-8:9.I All employees shall be covered u~~der a Workers Compc~isation Ic~surancc PIan as
required by state statute and regulation for industrial accidents and disease.
6.-1-89.2 An err~ployee who is unable to perform a~1y duties due to a co~iipensablo job injury,
and is being compensated by the City's workers compensation carrier, may continue receiving
fringe benefits defined in these policies which otherwise would be available to the employee for a
period of thirty (30) days or a period not to exceed the total sick leave time accumulated by the
employee whichever is greater, unless an extensio~l is granted by the City Administrator.
6.-1-99.3 Sick leave will not be used in a lost-tune accident to make up the difference in pay
between Workers Corr~pensation and the gross paycheck. Accumulated sick leave may be used
for the first three (3) days of a last-tune accident when the employee does not receive
compensation from a worker's compensation plan.
6.-1-89.4 Trial service period, temporary, and seasonal positions are not eligible far benefits
provided in 6.-1-99.2 or 6.-1-99.3.
Section 6.10 MEDICAL AND HOSPITAL INSURANCE
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6.10.1 The City of Central Point's health insurance plan provides employees and their
dependents access to medical, dental, and vision care insurance benefits. Employees in the
following employment classifications are eligible to participate in the health insurance plan:
* Regular full-time employees * Regular part-time employees
6.10.2 Eligible employees nay participate in the health insurance plan subject to all
terms and conditions of the agreement between the City of Central Point and the insurance
Carrier.
6.10.3 A change in employnr-ent classification that would result in loss of eligibility to
participate in the Health insurance plan may qualify an employee for benefits
1'~~gc Ad)
continuation under the Consolidated Omnibus Budget Reco~~ciliation Act (COBRA).
Refer to the Benefits Continuation (COBRA) Policy for mo~•e information.
6.10.4 Details of the health insurance plan are described iu the St~mraary Plan Description
{SPD). An SPD and information on cost of coverage will be p~•ovided in advance of
enrollment to eligible employees. Contact the Finance Department for more
information about health insurance benefits.
Section 6.11 LIFE INSURANCE
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6.11.1. Life insurance offers you and your family important financial protection. The
City provides a basic life insurance plan far eligible employees. Additional supplemental life
insurance coverage may also be purchased at the employee's expense. Regular fYrll-time and
regular part-time employees are eligible to participate in the life insurance plan.
6.11.2 Eligible employees may participate in the life insura~ice plan subject to all terms
and condition of the agreement between the city and the insurance carrier. Details of the
basic life insurance plan including benefit amounts are describedrn the Summary Plan
Description provided to eligible employees. Contact the Finance Department for more
information about life insurance benefits.
Section G.~-312 DENTAL INSURANCE
6.12.1 Dental Insurance is provided in the City Health Insurance coverage as described
in 6.10 of this document.
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Section 6.-1413 ACCIDENT AND DISABILITY INSURANCE
6.~-413.1 Any employee may purchase sappleznental accident and disability insurance coverage
as offered by the City at the employee's expense.
Section 6.-1-~ 1~1 RESERVE POLICE OFFICERS
6.-1~-514.1 Resorve police officers of the Central Point Police Department shall not receive fringe
benefits enjoyed by regularly appointed officers and employees of the department. Reserve police
off cers are, and shall be, provided the rights, benefits and privileges appertaining to the City's
Workers Compensation Insurance Plan and the General Liability Insurance coverage benefits
provided regularly appointed officers in accordance with the laws, rules, and policies governing
said insurance.
Section 6.-1-<615 PAY CHECK DEDUCTIONS
6.-115.1 Additional classes of e~nplayee pay check deductions, not specifically authorized by
this policy, may be authorized by the City Administrator.
Section 6.16 DEFERRED COMPENSATION
6.16.1 The City Administrator is hereby authorized to implement a deferred compensation
plan for contributions by City employees who choose to participate in such a plan. All non-union
employees shall be eligible to participate in an I.R.S. approved Deferred Compensation Plan
administered by the City. Union employees nay participate unless the applicable collective
bargaining agreement prohibits such participation. Participation in the plan is voluntary. All
contributions to the plan are by employees; the City does not contribute to the plan. The City
Administrator is hereby authorized to enter into any agreements required to make such a plan or
plans available to City employees, and to administer such plans.
Section 6.~-817 LONG TERM DISABILITY
6.17.1 The City shall pay the premium for Lang Tei•~n Disability insurance coverage for all
employees.
Section 6.18 VISION CARE
6.-1-r318.1 Vision care is provided in the City Health Insurance Coverage as described in
section 6.10 0#' this document.
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ARTICLE 7 ~ AFFIRMATIVE ACTION POLICY AND PROGRAM
Section 7.1 STATEMENT OF POLICY
7.I.1 It is the policy of the City of Central Point to provide equal employmc~it opportunities
for all persons from all segments of the population without discrimination as to age, sex,
handicap, race, color, ancestry, national origin, or political or religious affiliation. Central Paint's
policy is co~isistent with State Executive Order EO-72-7, the State Civil Rights Law of 1964, the
Civil Rights Act of 1972, the Federal Age Discrimination Act and Federal Executive Orders
11246 and 11375 relating to discrimination.
7.1.2 Central Point is cognizant that mere passive prohibitio~l of discriminatory practices is
not enough to effectuate the principal of equal employment opportunity. Affir•~native a~~d direct
action is required to create an atmosphere ofnon-discrimination. Thus, Central Point accepts its
legal and moral responsibilities for aggressive recruitment, training and upward mobility of all its
staff.
7.1.3 The City of Central Paint, in order to carry out its positive affirmative action paIicy,
adopts and sets forth the following affirmative action program.
Section 7.2 GOALS
7.2.1 To improve employment opportunities for minority group persons, women and the
handicapped.
7.2.2 To provide positive information about Equal opportunity affirmative action to the
present staff and encourage and promote employee practice consistent with Central Paint's
affirmative action policy.
7.2.3 To ensure that all public announcements of employment opportunities at the City of
Central Point include a communication of equal employment opportunity.
7.2.4 To achieve and maintain, at the very least, proportional employment for minority
group persons, women and the handicapped in the Central Point organization as vacancies occur.
Section 7.3 RECRUITMENT AND SELECTION
7.3.1 The City of Central Point encourages qualified minority group persons, women and
the handicapped to apply for employment.
7.3.2 All position Iistings will comply with State and Federal regulations and guidelines.
Position listings will be posted an the bulletin boards in City Hall.
7.3.3 Present employees, particularly minorities and women, will be encouraged to refer
qualified persons for vacant positions when they occur.
7.3.4 All recruitment announcements and advertisements will include a brief statement
about the City of Central Paint equal employment opportunity policy.
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Section 7.~ EMPLOYMENT FORMS AND CLASSIFICATION SYSTEMS
7.4.1 Central Point's employment forms will be revised to ensure that only needed
infarznation is secured. An attempt is made to provide a caz-eer ladder of promatio~zal
opportunities where possible.
Section 7.5 PROMOTIONS
7.5.1 Promotions should came from within; however, the option of hiring from the outside
will be pursued in conformity with affirixzative action needs and the availability of qualified
persozis.
Section 7.6 RATE OF PAY -COMPENSATION
7.6.1 Discriminatory practices as they apply to age, sex, handicap, race, color, ancestry,
national origin, or political or religious affiliation are not factors in determining compensation.
Section 7.7 RESPONSIBILITY FOR PROGRAM
7.7.1 The City Administrator of the City of Centz•al Point is the chief Affirmative Action
Officer. The City Adzxzinistrator may designate a responsible and interested person to serve in the
role.
Section. 7.8 EMPLOYMENT GOALS
7.8.1 Because of the City's low attrition rate for employment, no numeric goals for the
hiring of qualified minority group persons, women and the handicapped can be established. The
City can only provide non-discrizxzinatory hiring practices should any vacancy occur.
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ARTICLE $ -HARASSMENT
Section 8.1. DEFINITION
8.1.1 Harassment includes, but is not limited to, sexual harassment, which is defined as
unwelcome sexual advances, requests for sexual favors and other verbal ar physical conduct of a
sexual nature when:
{a} Submission to such conduct is made either explicitly or implicitly a tez~n or condition
of employment; or
{b} Submission to or rejection of such conduct by an employee is used as the basis for an
employment decision affecting the employee; oz-
(b} Such conduct has the purpose or effect of unreasonably interfering with azz employee's
work performance or creating an intimidating, hostile or offensive working
environment.
8.1.2 In addition to sexual harassment, prohibited harassment includes behavior intended to
annoy or harass (unwelcome touching, insults or gestures, or a course of conduct calculated to
annoy which serves no business purpose), or to impede, obstruct, delay, or sabotage the work of
another person. These forms of misconduct undermine morale and the integrity of an
employment relationship and interfere with productivity. The City regards job-related harassment
as a serious transgression and grounds for discipline or discharge.
Section 8.2 POLICY
8.2.1 The policy of the City is that every employee has a right to be free of harassment,
including sexual harassment. In response to formal reports of harassment, the City shall strive to
protect all parties involved from retaliation, false accusations, or continued harassment, and where
indicated, take prompt and adequate remedial measures.
8.2.2 The City seeks to eliminate and prevent harassment, including sexual harassment, and
to alleviate any effects harassment may have on the working conditions of an employee. All
harassment is prohibited, including unsolicited and unwelcome remarks, gestures or physical
contact, display or circulation of derogatory written materials or pictures regarding either gender
or racial, ethnic or religious groups.
8.2.3 Should an issue of harassment be raised, all related matters will be kept confidential to
the extent possible. Any Department Head receiving notice of harassment shall notify the City
Administrator, who will direct an investigation and insure that the charge is resolved
appropriately.
SECTION 8.3 PROHIBITED ACTIONS
8.3.1 No employee shall either explicitly or implicitly harass, ridicule, mock, deride or
belittle any person. Employees shall not make offensive or derogatory comments based on race,
color, sex, religion or national origin either directly or indirectly to another person. Such
Pic ~(~;i
harassment is a prohibited form of ciiscri~ninatio~l under state and federal employment laws anti is
also considered misconduct subject to disciplinazy action.
SECTION 8.4 EMPLOYEE RESPONSIBILITIES
8.4.1 Each employee is responsible for assisting in the preventio~~ of harassment through the
following acts:
(a) Refraining from participation in, or encouragement of, actions that could be perceived
as harassment;
(b) Reporting acts of harassment; and
(c) Assisting any employee who confides that he or she is being harassed by encouraging
him or her to report it.
SECTION 8.5 SUPERVISOR RESPONSIBILITIES
8.5.1 Each supervisor shall be responsible for preventing acts of harassment. This
responsibility includes:
(a) Monitoring the work environment on a daily basis for signs that harassment may be
occurring;
{b) Counseling all employees an the types of behavior prohibited, and the procedures for
reporting and resolving complaints of harassment;
{c} Stopping any observed acts that may be considered harassment and taking appropriate
steps to intervene, whether or not the involved employees are within the line of
supervision; and
{d) Taking immediate action to limit the work contact between the employees where there
has been a complaint of harassment pending investigation.
8.5.2 Each supervisor shall assist any employee who comes to that supervisor with a
complaint of harassment in documenting and filing a complaint.
SECTION 8.6 REPORTING IIARASSMENT
8.6.1 Employees who feel they have been subject to harassment are encouraged to politely
but firmly confront the offending employee and ask the person to stop the behavior. If the
harassment continues or if the employee believes some employment consequence may result from
the confrontation, or if the employee is not comfortable confronting the person, the employee
should go to a supervisor, Department Head, or the City Administrator.
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8.6.2 Any employee who feels harassed or is aware of harassment of another
employee is urged to report this to an iznznediate supervisor, Departznezzt or the City
Administrator. The report may be informal or formal. A formal repoz-t shall include a
written descz-iption of the facts, which nay be an appeaE vaz-zee ua~der a labor
agreement.
SECTION 8.7 RESPONSE TO REPORTS OF HARASSMENT
8.7.1 Written reports concerning harassment shall be forwarded to the City
Administrator unless the alIegatian is against the City Administrator, and if so, then
written reports will be forwarded to the City Council with a copy to the City Attorney.
This procedure will apply to written statezrzents received fiozn reporting employees and
written records made by supervisoz-y employees, including Department Heads.
8.7.2 Whenever supezvisory eznplayees become aware of the allegations of
harassment, they shall make a written record of the allegations and forward it to the City
Administrator in accordance with this policy.
SECTION 8.8 INVESTIGATION
8.8.1 Upon receipt of a complaint report, the City Administrator or other person or
persons designated by the City Administrator shall begin an investigation, if appropriate.
if the investigator determines that an investigation is warranted, the first step will be to
inquire of all persons reporting as to whether the record now includes all allegations of
harassment. The investigation will be directed at ascertaining the facts concerning the
allegations.
8.8.2 The investigator shall cause the pez•son reported to have harassed an employee
to be advised of the allegations and afford such person an opportunity to reply orally or in
writing. The employee shall also be advised that any retaliatory conduct will be subject
to disciplinary action, regardless of the truth of the allegations of harassment.
8.8.3 The results of the investigation shall be reduced to writing. A fznding shall be
made that there is or is not sufficient cause for disciplinary action. The report will also
include any recommendations to remedy any harm which was suffered if the evidence
shows that the employee alleged to have been affected by harassment was injured or
harmed.
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TABLE 1
CITY OF CENTRAL POINT
POSITION CLASSIFICATION PAY PLAN
1'a3~;~c ~1~8
TABLE 2
CITY OF CENTRAL POINT
TABLE OF BASIC SALARY RANGES