HomeMy WebLinkAboutCouncil Resolution 757RESOLUTION NO, r/57
A RESOLUTION REVISING PERSONNEL POLICIES AND PROCEDURES
WHEREAS, Chapter 2.48 of the Central Point Municipal Code
authorizes and directs the City Council to adopt rules relating
to personnel matters, and the City Council having heretofore by
Resolution Numbers 280, 300, 321, 346, 359, 396, 415, 434, 442,
454, 484, 502, 528, 556, 595, 635, 664, 696, and 731 adopted and
revised such rules, and the City Council deems it to be in the
best interest of the City to make 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
incorporated hereto, be, and the same are hereby ratified and
adopted, effective July 1, 1996.
Passed by the Council and signed by me in authentication of
its passage this ~_ day of July, 1996..
Ma or Rusty McGrath
ATTEST:
City R ese tative
Approved by me this~~ day of July, 1996.
~~~
Mayor Rusty McGrath
RESOLUTION NO. .~57 (071096)
CI F CENT P I~T'T
1996-97
PERSPOL96.ADMIN
(Approved 6y Council 7-IS-96)
RESOLUTION NO. ~T7
A RESOLUTION REVISING PERSONNEL POLICIES AND PROCEDURES
WHEREAS, Chapter 2.48 of the Central Point Municipal Code
authorizes and directs the City Council to adopt rules relating
to personnel matters, and the City Council having heretofore by
Resolution Numbers 280, 300, 321, 346, 359, 396, 415, 434, 442,
454, 484; 502, 528, 556, 595, 635, 664, 696, and 731 adopted and
revised such rules, and the City Council deems it to be in the
best interest of the City to make 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
incorporated hereto, be, and the same are hereby ratified and
adopted, effective July 1, 1996.
Passed by the Council and signed by me in authentication of
its passage this ~-~ day of July, 1996.
Ma or Rusty McGrath
ATTEST:
City R ese tatve
Approved by me this~_ day of July, 1996.
~ ~~~
Mayor Rusty McGrath
RESOLUTION NO. rJ5 (071096)
TABLE OF CONTENTS
A RESOLUTION REVISING PERSONNEL POLICIES AND PROCEDURES ........... 1
PURPOSE, VARIANCES AND DEFINITIONS .............................. 2
Section 1.1 PURPOSE AND APPLICABILITY ................ 2
Section 1.2 VARIANCES .............................. 2
Section 1.3 DEFINITIONS ............................. 2
ARTICLE 2 -PERSONNEL POLICIES AND PROCEDURES ..................... 7
Section 2.1 APPOINTMENTS ........................... 7
Section 2.2 TRIAL SERVICE PERIOD ..................... 8
Section 2.3 HOURS OF WORK .......................... 9
Section 2.4 ATTENDANCE ............................ 9
Section 2.5 PERSONNEL RECORDS ..................... 10
Section 2.6 PROMOTIONS, DEMOTIONS, TRANSFERS,
DISCIPLINE, AND DISCHARGE ............... 10
Section 2.7 TRANSFERS ............................. 11
Section 2.8 PROMOTIONS ............................ 11
Section 2.9 LAYOFF (TERMINATION) ................... 11
Section 2.10 LEAVE OF ABSENCE WITHOUT PAY ........... 11
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 ........................ 12
Section 2.15 BUSINESS EXPENSE ....................... 13
Section 2.16 IN-SERVICE TRAINING ..................... 13
Section 2.17 SELLING AND PEDDLING AMONG EMPLOYEES ... 13
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 ........................ 14
Section 2.22 BIOGRAPHY OF ADMINISTRATIVE PERSONNEL ... 15
Section 2.23 CONFLICT OF INTEREST ................... 15
Section 2.24 DRUG FREE WORKPLACE ................... 15
ARTICLE 3 -GENERAL CONDUCT, DISCIPLINE, TERMINATION AND APPEAL 17
Section 3.1 PERSONAL APPEARANCE AND CONDUCT ....... 17
Section 3.2 CAUSES FOR WARNING, SUSPENSION OR
DISMISSAL ............................. 17
Section 3.3 FORM OF DISCIPLINARY ACTION ............. 18
Section 3.4 GRIEVANCE PROCEDURE ................... 19
Section 3.5 RESIGNATION ........................... 20
Section 3.6 RE-EMPLOYMENT ........................ 21
Section 3.7 COST CONSCIOUSNESS ..................... 21
Section 3.8 SAFETY ................................ 21
Section 3.9 LEGAL LIABILITY ........................ 21
Section 3.10 EQUIPMENT ............................. 22
Section 3.11 EXIT INTERVIEW ......................... 22
ARTICLE 4 -CLASSIFICATION PLAN ............................... 22
Section 4.1 POSITION CLASSIFICATION PLAN ............. 22
Section 4.2 TITLES AND SPECIFICATIONS ................ 23
Section 4.3 RECLASSIFICATION ....................... 23
Section 4.4 NEW POSITIONS .......................... 24
ARTICLE 5 -PAY PLAN AND COMPENSATION ........................ 24
Section 5.1 PAY PLAN .............................. 24
Section 5.2 ANALYSIS OF PAY PLAN ................... 25
Section 5.3 APPOINTEE COMPENSATION ................ 26
Section 5.4 PAY DAY ............................... 26
Section 5.5 OVERTIME .............................. 26
Section 5.6 PAYMENT UPON CLASSIFICATION CHANGE .. 27
Section 5.7 PART-TIME EMPLOYMENT .................. 28
Section 5.8 GOVERNMENT-FUNDED PROGRAMS ........... 28
ARTICLE 6 -FRINGE BENEFITS ................................... 28
Section 6.1 HOLIDAYS AND LEAVE IN LIEU OF HOLIDAYS ... 28
Section 6.2 VACATION TIME .....................:... 29
Section 6.3 SICK LEAVE ............................. 31
Section 6.4 PARENTAL LEAVE ........................ 32
Section 6.5 LEAVE OF ABSENCE WITH PAY .............. 32
Section 6.6 EDUCATIONAL OPPORTUNITIES .............. 33
Section 6.7 RETIREMENT ............................ 34
Section 6.8 RETIREMENT AGE ........................ 34
Section 6.9 SOCIAL SECURITY ........................ 35
Section 6.10 INDUSTRIAL ACCIDENTS ................... 35
Section 6.11 MEDICAL AND HOSPITAL INSURANCE ......... 35
Section 6.12 LIFE INSURANCE ......................... 36
Section 6.13 DENTAL INSURANCE ...................... 36
Section 6.14 DISABILITY INSURANCE ................... 36
Section 6.15 RESERVE POLICE OFFICERS ................. 36
Section 6.16 PAY CHECK DEDUCTIONS .................. 36
Section 6.17 DEFERRED COMPENSATION ................. 36
Section 6.18 LONG TERM DISABILITY ................... 37
Section 6.19 VISION CARE ............................ 37
Section 6.20 SUPPLEMENTAL LIFE INSURANCE ............ 37
ARTICLE 7 -AFFIRMATIVE ACTION POLICY AND PROGRAM ............. 37
Section 7.1 STATEMENT OF POLICY .................... 37
Section 7.2 GOALS ...................:............. 37
Section 7.3 RECRUITMENT AND SELECTION .............. 38
Section 7.4 EMPLOYMENT FORMS AND CLASSIFICATION
SYSTEMS ............................... 38
Section 7.5 PROMOTIONS ............................ 38
Section 7.6 RATE OF PAY -COMPENSATION .............. 38
Section 7.7 RESPONSIBILITY FOR PROGRAM ............. 39
Section 7.8 EMPLOYMENT GOALS ..................... 39
ARTICLE 8 -HARASSMENT ...................................... 39
Section 8.1 DEFINITION ............................. 39
Section 8.2 POLICY ................................ 39
Section 8.3 PROHIBITED ACTIONS ..................... 40
Section 8.4 EMPLOYEE RESPONSIBILITIES ............... 40
Section 8.5 SUPERVISOR RESPONSIBILITIES .............. 40
Section 8.6 REPORTING HARASSMENT .................. 41
Section 8.7 RESPONSE TO REPORTS OF HARASSMENT ...... 41
Section 8.8 INVESTIGATION .......................... 41
TABLE I -POSITION CLASSIFICATION PAY PLAN -July, 1996 .............. 42
TABLE II -TABLE OF BASIC SALARY RANGES ........................ 43
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 manual 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 from any policy or procedure herein contained at any time without
notice. Any such changes shall be approved by the City Council. The City and any employee
may terminate the employment relationship at the will of either party, 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. In the event of a conflict between the provisions of any relevant
collective bargaining agreement 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 resolution 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 resolution, the following terms shall have the
meanings indicated. Throughout this document the masculine is intended to include the feminine
and vice-versa.
(a) Administrative Staff. A person directly responsible to
tine City Administrator.
(b) Advancement. A salary increase within the limits of a pay
range established for a class.
(c) Allocation. The assignmenC 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 of officers and employees unless the
employment begins on the first day of the month, in which case the day of
employmenC applies.
(e) ADDEaI• A request to a supervisor, department head or City Administrator for
consideration of and a decision or ruling on a problem or situation..
(f) Anoointing_Power. The City Administrator or department head to whom.
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.
(h) Central Personnel File. A file maintained in the office of the appointing
power which contains complete personnel records of all City employees.
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(I) Ciry Administrator. The chief executive officer and the head of the
administrative branch of the City government who is directly responsible for
.the. proper. administration of all. affairs. of the City.
(j) Class. A group of positions sufficiently alike in responsibilities and
authorities to require similaz qualifications.
(k) Class Specification. A written description of each class of position including
a class title, a statement of duties, the supervision relationships, and the
relationships other than supervision.
(1) Compensation. This means the salary, wages, allowance, and all other forms.
of valuable consideration eazned 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.
(m) Compensatory Time Off. Time off from work to compensate
the employee for overtime or holiday worked..
(n) Continuous Service. Employment with the City without a break or
interruption; in computing continuous service for the purpose of this
resolution, neither military leaves pursuant to Section 6.5.6 nor paid leaves
of absence on account of illness, shall be construed as a break in employment
or 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.
(o) Controlled Substance. a controlled substance 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.
(p) Conviction. a finding of guilt (including. a plea of nolo contendere) or
imposition of sentence, or both, by any judicial body chazged with the
responsibility to determine violations of the Federal or State criminal drug
statutes.
(q) Criminal Drug a ~tP, a Federal or non-Federal criminal statue involving the
manufacture, distribution, dispensation, possession, or use of any controlled
substance.
(r) Demotion. A transfer of an employee from a position in one class to a
position in another class which has a lower salazy range.
(s) Department. A major functional unit of the City government.
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(t) I~gpartment Head. A person directly responsible to the City Administrator for
the administration of a department.
(u) Discharee. Termination of employment with the City for reasons attributable
to the employee.
(v) Discipli~ Action. Imposition of certain personnel actions, e.g., reprimand,
warning, suspension, dismissal, demotion, as a result of conduct detrimental
to the City.
(w) pi mis al• Termination of employment with the City for reasons attributable
to the employee.
(x) D~ Dav• Any day or shift on which an employee is scheduled to be
available for work.
(y) Emnlovee. Anyone who receives compensation from the City for actively
performing the duties and responsibilities of a position.
(z) Examination. A test for the purpose of evaluating an applicant for an
employment vacancy.
(aa} Exempt rvi P. All positions of elective and appointive officials specifically
designated by the City Council to be exempt from the classification plan.
lab) Full-Time Position Any position which requires a full work day as herein
defined, excepting part-time positions, temporary part-time positions,
temporary positions, on-call positions, and government fdnded positions.
(ac) Government-Funded Position Positions. may be either a part time or full-
time, but due to the nature of the funding, it is to be considered apart-time,
temporary, or temporary part-time position. Selected benefits may accrue for
this position, but no benefits shall be transferable to a full-time position except
as provided herein.
(ad) Grievance. 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.
(ae) Flourly 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.
(af) 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.
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(ag) Last Date of Hire. The date of the beginning of the employee's current term
of continuous service.
(ah) Lavoff• A separation from employment because of organizational changes,
lack of work, lack of funds, or other reasons not reflecting discredit upon an
employee.
(ai) Leave of Absence. Time off from work for reasons within the scope and
purpose of these rules and regulations upon prior approval of the employee's
department head or City Administrator.
(aj) Milit?ry Leave. Leave of absence for an employee entering reserve mIlitazy
training duty.
(ak) Month• One calendaz month.
(al) Non-Occupational Disability Disability from an accident or sickness suffered
or contracted by the employee which cannot be attributed to the performance
of assigned duties.
(am) On-Call Position. An on-call position is one which requires the employee to
work, as a substitute for another position, for a determinate length of time at
the intermittent request of the City. On-call positions do not earn nor accrue
any fringe benefits, and. are appointed by and serve at the discretion of the
City Administrator upon considering recommendations from the department
head.
(an) Overtime. Overtime means time worked in excess of the number of hours
specified. under State law to be worked in a normal workday or workweek.
(ao) Part-Time Position. A pazt-time position is one which requires less than
100% of a workweek and of indefinite tenure. Fringe benefrts for such pazt-
time positions shall be as outlined herein.
(ap) Personnel Action Any action taken with reference to appointment,
compensation, promotion, transfer,. layoff, dismissal, or other action affecting
the status. of employment..
(aq) i i Means a group of current duties and responsibilities assigned or
delegated by competent authority, requiring. the full or part-time services of
one person.
(az) 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 salazy range.
(as) 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.
(at) Reserve Police Officer. A member of the Police Department who serves. on
anon-call basis. Reserve Officers aze appointed by and serve at the discretion
of the City Administrator upon considering recommendations from the
department head.
(au) ni r' Priority of an employee based on the amount of time since the
employee's last date of hire.
(av) Sexual Harassment. Unwelcome sexual advances, requests for sexual favors
and other verbal or physical conduct of a sexual nature when:
(1) Submission to such conduct is made either explicitly or implicitly a
term or condition of employment; or
(2) 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 conduct has the purpose or effect of unreasonably interfering with
an employee's work performance or creating an intimidating, hostile or
offensive working environment.
(aw) Shift Emnlovee. An employee whose daily hours of work rotate from one
shift to another periodically and whose duties aze continuous from. the start to
the end of the shift.
(ax) Supervisor. Any person who is responsible to a higher divisional or
departmental level. of authority and who directs the work of others.
(ay) Suspension. Temporary separation. of an employee from City service without
pay for disciplinary purposes.
(az) Temno~ Position. A temporary position which is normally staffed less than
twelve (l2) months a year. Temporazy positions will not receive sick leave
or vacation with pay or other fringe benefits.
(ba) Temporary Part-Time Position. A temporary part-time position is one
requiring less than 1OD % of a workweek of a defined temporary tenure. Such
temporary part-time positions do not earn nor accrue any fringe benefits.
(bb) Terminaked. The conclusion of the employment relationship between the
employee and the City including any rights and responsibilities relating
thereto.
(bc) Transfer. A change of an employee from one position to another in the same
class or to a position in a compazable class within the City service.
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(bd) Trial Service Period. A working test period during which an employee is
required to demonstrate his fitness for the duties to which he is appointed by
actual performance of the duties of the position.
(be) Workday. The normal workday shall be eight (8) hours; however, the City
Administrator may establish different hours for employees so long as the
norma140-hour workweek is maintained.
(bf) Work Period. The work period for the classification of Police Officer shall
be a twenty-eight (28) day recurring period which begins at 0001 hours on
June 30, 1986. The work period for all other employees shall be the
workweek as hereinafter defined.
(bg) Workweek. The regularly scheduled workweek shall be a seven (~ day
recurring period which begins at 5:01 p.m. each Friday for all employees
except as herein otherwise provided. The regularly scheduled workweek for
Communications Department employees shall begin at 0001 hours on Monday
of each week. Police Department employees shall be employed on a work
period rather than a workweek basis.
ARTICLE 2 -PERSONNEL POLICIES AND PROCEDURES
Section 2.1 APPOINTMENT
2.1.1 All original appointments to vacancies shall be made by the City Administrator solely
upon considering recommendations from the department head and on the basis of merit, efficiency
and fitness. The appointments shall be relayed to the Council at their next regularly scheduled
Council meeting. These qualities shall be determined through careful and impaztial evaluation of
at least the following:
(a) The applicant's level of training relative to the requirements of the position for which he has
applied.
(b) The applicant's level of education relative to the requirements of the position for which he
has applied.
(c) The applicant's physical fitness relative to the requirements of the position for which he has
applied.
(d) The results of an oral interview; and
(e) Whenever practical, the results of a competitive written examination or demonstration test,
which shall be a fair and valid test of the abilities and aptitudes of applicants for 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.
2.1.2 No question in any test or in any application form or by any appointing power shall
be so framed as to attempt to illicit information concerning 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 finger printed prior to appointment.
2.1.5 Any job applicant or employee may be required to take a physical examination. In
cases where a physical examination is deemed advisable, the Ciry shall pay the cost of the
examination.
2.1.6 All decisions regarding hiring, discipline or discharge shall be made without regard
to the sex, handicap, race, color, ancestry, national origin or political or religious affiliation of
the prospective employee.. No person shall be employed in a depaztment in which the prospective
employee would be subject to supervision by a member of their immediate family as that term is
defined hereinabove. No relative of any member of a current Ciry Council shall be hired unless
special permission is given by the Council.
Section 2.2 TRIAL SERVICE PERIOD
2.2.1 All original and promotional appointments shall be tentative and subject to a trial
service period of not less than six (6) consecutive months service and twelve (12) months for all
personnel assigned to the Police Department. All trial service periods shall begin on the
employee's anniversary date..
2.2.2 In cases where the responsibilities of a position aze such that a longer period is
necessazy to demonstrate an employees' qualifications, the trial service period may be extended
an additional maximum of six (6) months. The employee shall be noted in writing of any
extension and the reasons therefore.
2.2.3 During the first six months of the trial service period, the employee shall not be
eligible for vacation benefits, but shall eazn vacation credit to be taken at a later date.
2.2.4 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 supervisor.
2.2.5 During the trial service period, an employee may be terminated at any time at the
Ciry's discretion (aC will) without the right of grievance.
2.2.6 In the case of promotional appointments, the promoted employee may be demoted
at any time during the trial service period without appeal, provided that the employee be reinstated
in the class designation from which he was promoted,. even though this necessitates the lay-off of
the employee occupying the position.
2.2.7 Part-time employees must complete, 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 in which City departments shall
be open to the public for business, and the hours to be worked by all City employees, including
salaried employees.
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 employee shall not absent himself from work for any reason. other than those
specified in this resolution without making prior azrangements with his supervisor. Unless such
prior arrangements aze made, an employee who for any reason fails to report to work shall make
a sincere effort to immediately notify his supervisor of his 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 '/a hour. Department 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 may be cause for disciplinary action.
Section 2.5 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 may be considered pertinent.
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2.5.3 Employee personnel records shall be considered confidential and shall be accessible
only to the following:
(a) The employee concerned.
(b) Selected Ciry officials authorized by the City Administrator with
just reason and for legitimate City purposes.
2.5.4 No information reflecting critically upon an employee shall be placed in the
employee's personnel records that does not beaz either the signature or initials of the employee
indicating that he has been shown the material, or a statement by a supervisor that the employee
has been shown the material and refused to affix his signature or initials, or a statement by a
supervisor that the employee has been notified by mail that the information was placed in his
personnel record.. A copy of any such material shall be furnished to the employee upon request.
2.5.5 An employee desiring that material which he feels is incorrect or derogatory towards
him should be removed from the personnel records shall have the right to pursue his complaint
through the grievance procedure.
2.5.6 Any employee shall have the right of reasonable inspection of his file during business
hours.
2.5.7 Letters of consultation or reprimand shall be considered temporary contents of the
record and shall be removed upon request of the employee after five (5) yeazs from placement in
the employee's. record..
2.5.8 Material placed in the record without conformity 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 wnsidering recommendations from
the department head, to promote, demote, transfer, discipline or discharge any employee.
Promotions and transfers shall be made in such cases as the Ciry Administrator deems necessazy
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 grievance procedure
set forth in these rules. The City Administrator may for good cause demote, discipline or
discharge any employee; and any employee, except employees who have not completed a trial
service period, who is demoted, disciplined or dischazged may seek review of such action under
the grievance procedure set. forth below.
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Section 2.7 TRANSFERS
2..7.1 Requests from 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 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 he has 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 on a competitive basis utilizing
the criteria for appointments established in Section 2.1 of this resolution. Where qualifications
and ability are relatively equal, seniority within the Ciry service shall be the determining factor.
Section 2.9 LAYOFF (TERMINATION)
2.9.1 If there aze changes of duties in the organization, lack of work or lack of funds, the
appointing power shall have the right to terminate any employee; however, a reasonable effort
shall 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 2.10 LEAVE OF ABSENCE WITHOUT PAY
2.10.1 An employee who has successfully completed a trial service period may be granted
leave of absence without pay for a period not to exceed one (1) month, 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 for approval. No employee shall receive more than thirty (30) days leave
of absence in any three (3} year period.
2.10.2 An employee on 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.
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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 standazds of conduct set forth in this resolution, no employee shall
carry on concurrently with his public service any private business or undertaking or employment
which affects the time, quality or efficiency of employee's City work or which casts discredit upon
or creates embarrassment for the City or conflicts with the interest of the City of Central Point.
The City Administrator or his designee shall in his discretion enforce the terms of this provision,
and such enforcement shall be subject to the grievance procedure set forth herein.
Section 2.12 RESIDENCE REQUIREMENT
2.12.1 Residency shall not be a condition of initial appointment or continued employment.
Employees are encouraged, however, to live within five (5) miles by road of City Hall and to
participate in civic affairs. All residency outside City limits shall be first approved by the City
Administrator who shall take into consideration the time necessary for personnel to be able to
respond if called to work during emergencies.
Section 2.13 DEPARTMENTAL RULES AND REGULATIONS
2.13.1 Each depaztment of the City is encouraged to establish departmental rules,
regulations and procedures. Such rules, regulations and procedures shall be in harmony with the
provisions of this resolution and approved by the City Administrator and shall be binding upon
the 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 determined as follows:
(a) Prior to traveling outside the City, the 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 cazrier or City-owned vehicle. If the
employee is directed by a Depaztment Head to use a private vehicle, mileage for direct travel
expenses related to City business shall be paid at the current [RS rate per mile. This rate includes
all travel, insurance and storage expense of the vehicle.. If an employee requests, and such request
is approved by a Department Head to use a private vehicle, City related travel expenses for vehicle
fuel, oil and storage costs will be reimbursed to the employee.
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(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 for the
City's beneFit. The following rates will be considered guidelines to be reimbursed for travel.
expenses:
Lodging $ 55.00
Breakfast $ 7.00
Lunch $ 8.00
Dinner $ 16.00
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 Ciry policy.
After authorization for travel, expenses may be paid by one of the following methods: 1) Direct
billing to Ciry; 2) Use of City chazge 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 aze part of meetings attended by employees, the actual and reasonable
expense of the meal may be reimbursed to the employee
2.15.2 Supervisors may provide meals at City expense for employees required to work
through normal meal. times.
Section 2.16 IN-SERVICE TRAINING
2.16.1 The City Administrator shall encourage training opportunities for employees and
supervisors in order that services rendered to the City will be more effective. He shall assist
department heads in meeting training needs in their department and in developing training
programs designed to meet immediately City-wide personnel needs and to prepare employees for
promotion to positions of greater responsibility.
2.16.2 Training sessions may be conducted during regulaz 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 chazitable or other purposes shall be allowed
among or by employees during working hours without the approval of the City Administrator.
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Section 2.18 POLITICAL ACTIVITY
2.18.1 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
official capacity or on behalf of the City of Central Point.
2.18.2 Nothing contained within this section shall affect the right of the employee to hold
membership in and support a political pazty, to vote as he chooses, to privately express his
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 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 before the employee's
employment anniversary date with the standards for passage thereof to be determined by the
physician selected by the City for the administration of such examination having due regard for
the work to be performed 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 on "public
works on-call status" at such times as are scheduled for that employee by the City Administrator
or department head. It shall be the responsibility of any employee on call to at all times keep the
Police Department dispatcher advised of his or her location, and to be immediately available to
perform emergency maintenance or repair work. Public Works employees shall receive one (1)
day compensating time off for each two (2) weekend days of on-call status and one (1) day off for
each holiday on call. Additional compensation will be granted for hours worked if the employee
is called upon to perform work while on call.
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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 contahi 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 (10) 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 related to the position, and if so, the
disposition of the charge.
(f) Personal references.
Section 2.23 CONFLICT OF INTEREST
2.23.1 No employee shall be duectly 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 boazd member of any outside governmental body or private organization in any 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. interests.
Section 2.24 DRUG FREE WORKPLACE
2.24.1 An employee shall not, in the workplace, manufacture, distribute, dispense, possess,
or use a controlled substance.
An employee shall, as a condition of employment, abide by the provisions of this Section.
2.24.2 (a) An appointing power, upon determining that an employee has. engaged in the
manufacture, distribution, dispensation, or 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, pending any criminal drug statute conviction for a violation
is
occurring in the workplace,. take action with regard to the employee determined to be appropriate
which may include transfer, granting of a leave of absence without pay, suspension, or
termination.
(b) Within 30 days of an employee's criminal drug statute
conviction for a violation occurring in the workplace, an
appointing power shall:
(1) Take action with regard to the employee determined to be
appropriate which may include discipline up to and
including termination and/or
(2) require satisfactory participation by the employee at
employee expense in a drug 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 information concerning use in the workplace;
(e) awork-related accident in conjunction with a basis for reasonable suspicion
as listed above.
2.24.4 An appointing power may, upon employee request, grant a leave of absence without
pay to permit the employee to participate in a drug abuse assistance or rehabilitation program..
2.24.5 The appointing power will make available to employees information on:
(a) dangers of drug abuse in the workplace
(b) existence of and content of tlvs policy for maintaining adrug-free workplace;
(c) availability of drug counseling, rehabilitation, and employee assistance
programs; and
(d) penalties that may be imposed for drug abuse violations occurring in the
workplace.
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2.24.6 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.
2.24.7 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.
ARTICLE 3 -GENERAL CONDUCT, DISCIPLINE, TERMINATION AND APPEAL
Section 3.1 PERSONAL APPEARANCE AND CONDUCT
3.1.1 Public relations shall be an integral pazt of each employee's job.
3..1.2 All employees shall be neat and clean in 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 standazds, he may be subject to
disciplinazy action.
3.2.2 General reasons for which an employee may be disciplined include:.
(a) Drinking intoxicating beverages or use of illegal drugs on the job or arriving on the job 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~
(I) Using religious, political or fraternal influence;
(j) Accepting fees, gifts, or other valuable things in the performance of the employee's official
duties for the City;
(k) Inability to perform the assigned job;
(1) Incompetency, inefficiency or inattention to or dereliction of duty; including not fulfilling
duties of position/job description
(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 performance 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
(q) Receipt of five (5) written reprimands within a five (5) year period.
(r) Violation of any Personnel Policies and Procedures contained herein or departmental rules and
regulations adopted pursuant to Section 2.13.
(s) 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, demotion
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 employees to comply 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 possible.
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3.3.4 A written notice shall be given each employee for each disciplinary action stating.
flee reasons for the disciplinazy action and the date it shall take effect. The notice shall 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 taken against them within ten (10) calendar days after the effective date
of disciplinary action. Appeals shall be made as grievances in accordance with the provisions of
Section 3.4 of this resolution.
3.3.6 In the event of an employee dischazge action, the employee's supervisor or
department head shall prepare and deliver a written notice of charges against the employee.
Within five (5) workdays of the delivery of said notice, the employee may request apre-dismissal
hearing. Within three (3) workdays following such heazing, the employee's supervisor or
department head shall stated his: decision in writing and provide a copy to the employee.
Section 3.4 GRIEVANCE PROCEDURE
3.4.1 A grievance is defined 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 informally may be processed as a grievance.
3.4.3 Each grievance will be processed in the following manner:
Stems l1 Within ten (10) calendar days after the occurrence of the cause of complaint, the employee
involved will reduce his grievance to writing stating his reasons therefor and the relief requested
and will present it to his department head,. provided, however, that if the aggrieved did not
become aware of the accurrence until a later date, then he must initiate action within ten (10)
calendar days following actual knowledge of such occurrence. Within two (2) workdays after the
grievance is received. by the department head, the department head will discuss the grievance with
the employee involved and their immediate supervisor and attempt to resolve it. If he wishes, the
employee involved may be accompanied at such meeting by a representative. Within two (2)
workdays after this meeting, the department head will state a decision in writing and provide a
copy to the employee.
Ste° 22 If the employee is not satisfied with the decision concerning his grievance made by the
depaztment head, he may, within two (2) workdays of his receipt of such decision, forward his
grievance to the City Administrator. The City Administrator will schedule a heazing on the
grievance within five (5) workdays of its receipt by him and will notify the employee and the
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depaztment head of the time and place of heazing. Within three (3) workdays following such
hearing, the City Administrator shall state a decision in writing and provide a copy to the
employee.
Step 3 If the employee is not satisfied with the disposition of his grievance by the City
Administrator, he may request, within five (5) workdays upon receipt of said decision, that the
question be brought before the Ciry Council at executive session. The City Administrator, upon
receipt of such request, shall cause said matter to be 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 heazd 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 regazd to the grievance. The City
Council shall then render a decision within ten (10) 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 grievance procedures aze not initiated within the time limits established by this
section, the grievance shall be considered not to have existed.
3.4.5 Any grievance not taken to the next step of the grievance procedure shall be
considered settled on the basis of the last reply made and received in accordance with the
provisions of this section.
3.4.6 If the City fails to meet or answer any grievance within the time limits prescribed
for such action by this section, such grievance shall automatically advance to the next step. If the
City fails to meet or answer any grievance on the last step of the grievance procedure within the
time limits prescribed for such action by this section, it shall be deemed that the City has
considered the grievance to be in favor of the grievant and shall resolve the matter accordingly.
3.4.7 The time limits. prescribed in this section for the initiation and completion of the
steps of the grievance procedure may be extended by mutual consent of the pazties so involved.
Likewise, any step in the grievance procedure may be eliminated by mutual consent. Mutual
consent shall be indicated in writing and shall be signed by all pazties involved..
3.4.8 No employee shall be disciplined or discriminated against in any way because of the
employee's proper use of the grievance procedure.
Section 3.5 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 for leaving the City service..
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3.5.2 Failure to comply with this section shall be entered in the employee's service record
and may be cause of denying future employment 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 dischazge of their duties.
3.7.2 Employees are encouraged to recommend to their supervisors work procedures which
will result in a cost saving or improved service to the public.
Section 3.8 SAFETY
3.8.1 The City Administrator shall be responsible for the development and maintenance
of a safety program. Such program shall include safety regulations and discipline controls.
3.8.2 Department heads, supervisors and employees shall guazd the safety of themselves,
fellow employees and the public.
3.8.3 When accidents occur on City property, the employee shall contact his supervisor
immediately; and the supervisor shall complete a City accident report form. In case of a motor
vehicle accident, the Police Depaztment shall also be notified immediately.
3.8.4 The City Administrator shall. be notified 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 govern the performance of
their duties, and shall perform their duties as reasonable, prudent persons. Employees who aze
reasonably cautious. and prudent in the performance of their duties aze not negligent and,
therefore,. neither legally nor morally liable for accidents or injuries which may occur.
3.9.2 If an employee is negligent in the performance of duties and responsibilities, and if
an accident results from such negligent performance of duties and responsibilities, the employee
may be held personally and legally liable.
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Section 3.10 EQUIPMENT
3.10.1 Equipment and vehicles owned by the City of Central Point shall be used only for
the Ciry'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 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 his action.
3.10.3 The Police Cluef, and all Police Lieutenants who have been individually authorized
to use a City vehicle, may be granted a $250 per month car allowance in lieu of using a City
vehicle.
Section 3.I 1 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 Health Plan Continuation. (COBRA) form.
This includes keys, 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, regazdless of the reason. This interview
allows employees to communicate their views on their work with the City and the job
requirements, operations, and training needs.
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 depaztment
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 and specify training, experience and other qualifications necessary and desirable for
successful performance of the duties of employee positions in 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 same 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 job
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applicants and the general public.. The plan may be amended and revised from time to time as the
Council deems appropriate with an updated version of the same to be maintained at all times by
the City Administrator.
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 for the Ciry of Central. Point.
4.1.4 The classification of positions for the purpose of this document shall be as contained
in the official Book of Class Specification. The official Book of Class Specification shall be
maintained by the City Administrator.
(a) The classification of positions may hereinafter be amended by the addition, division,
consolidation or abolishment of classes on 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 resolution.
Section 4.2 TITLES AND SPECIFICATIONS
4.2.1 The position 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
examples of work, and a general description of any training, experience or special qualities
necessary for the job. These specifications aze 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.
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 position change materially,
provided the reclassification can be accomplished within the limitations of the current 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 compensations.
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Section 4.4 NEW POSITIONS
4.4.1 The City Administrator 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
Common Council as being appropriate to the duties performed.
4.4.3 The Common 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 from qualified persona in the City employ, but if no
persons in the City employ are qualified, then he may fill such position by persons outside the
City employ.
ARTICLE 5 -PAY PLAN AND COMPENSATION
Section 5.1 PAY PLAN
5.1.1 The City Administrator shall prepare a compensation plan which shall prescribe a
minimum, 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 be treated to compensation for comparable positions in other places of
public and private employment within the same job market.
5.1.3 The salazies or rates of compensation prescribed are fixed. on the basis of full-time
service in full-time positions unless otherwise designated.
5.1.4 The rates of pay prescribed shall be deemed to include pay in every form, except for
necessary expenses authorized and incurred incident to employment, or except as herein provided.
5.1.5 The letters A, B, C, D, and E, respectively, denote the vazious steps in the pay
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; grovided, however, that all personnel assigned to the Police Department are
required to complete a twelve (12) month trial service period. Such advancement shall also
require the written recommendation of the depaztment 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.
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5.1.6 Where a salary range for a given class or for several classes is revised upwazd or
downwazd, the incumbents of the positions in the classes affected. shall have their existing salary
adjusted to the same relative step in the new salazy range.
5.1.7 The five-step schematic schedule of salary ranges and steps listed as Tables I and
II constitutes the compensation plan applicable to all classes of positions included in these
Personnel Policies and Procedures.
5.1.8 All salaries prescribed aze montlily rates. 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 I and II will be converted to hourly rates by the division of the monthly rate for
a 40-hour workweek by a factor of 173.33 and fora 56-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
a class specification exists, unless said person possesses, in full, the desirable qualifications for
employment, special qualifications, and experience and training prescribed for that class;
provided,. however, if qualified, acceptable persons cannot be recruited, the City Administrator
shall authorize the appointment of persons having less than the desirable qualifications.
5.1.10 In the event an employee entering upon City employment is found to possess
extraordinazy qualifications for a position through former training and/or experience, the City
Administrator may authorize the employment at any step of the appropriate salazy range above
Step "A". In such event, the employee shall serve a trial service period but he shall not succeed
to the next higher step in the pay range until he has completed one (1) continuous year of service
in the step at wluch he entered, and upon written recommendation of the department head for the
City Administrator's approval, as provided in Section 5.1.5 hereof, provided, that depaztment
heads may at any time be advanced to a step other than the next succeeding step upon
recommendation of the City Administrator and concurrence by the City Council; and provided
further that in the event the Ciry Administrator fails or refuses to make such. recommendation, the
Council may, by fifths (4/5) vote, advance such department head to a step other than such. next
succeeding step.
5.1.11 Part-time personnel 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 compaze the current City
salary rates, compensation policies and personnel developments with those of other public and
private employers within the same job mazket. Changes in the cost of living and employee
discussions regarding salazy and benefits shall also be considered.
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5.2..2 The City Administrator shall then examine the salary range for 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 for amending the pay plan to the Common Council.
5.2.3 Upon receipt of the City Administrator's report and, if in the judgment of the
Council it is deemed feasible and advisable, the Council. shall by resolution adjust the salaries and
rates of compensation and benefits for all City officers and. employees.
5.2.4 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 salazies 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
salazy for the class to which the position is allocated.
5.3..2 However, in the cases when unusual difficulty in filling the vacancy is experienced,
or when the appointee is exceptionally qualified, the City Administrator may cause the
appointment to be made at a salary level above the minimum, but not more than the maximum,
for the class.
5.3.3 An employee who due to the lack of qualification or experience may temporarily
underfill a position at a salazy less than that for the class.
Section 5.4 PAY DAY
5.4.1 Normally, employees shall be paid on the fifth calendaz day of each month. If the
fifth calendaz day of the month falls on a Saturday, Sunday or a holiday, employees shall be paid
on the last working day preceding the fifth calendaz day of the month.
5.4.2 An employee may elect to receive a partial payment for the first fifteen (15) days
of the month. The maximum partial payment an employee may receive shall not exceed thirty
percent (30%) of the employee's gross monthly earnings. An employee, including temporary
positions, shall be limited to one paztial payment in each thirty (30) day period.
Section SS 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 written approval from a supervisor.
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5.5.2 When employees are required to work overtime, such overtime shall be
compensated, if budgeted funds for such purpose are available,. at the rate required by law. If
budgeted funds are not available for the payment of overtime, such overtime shall be allowed in
compensatory time off at not less. than time and a half. Accumulated compensatory time shall not
exceed 24 hours, unless. approved by a Department Head in writing.
5.5.3 For some positions, overtime is considered part of the job responsibility and,
therefore, does not justify overtime compensation. Compensation for overtime. shall not be
granted. to the following positions:
(a) Ciry Administrator
(b) Administrative staff
(c) Police Lieutenant
(d) Executive, administrative and professional personnel as defined by the Federal
Fair Labor Standazds Act.
5.5.4 The City Administrator may grant time off with pay for positions described in
Section 5.5.3 due to unusual circumstances such as extra hours worked on specially requested
projects and meetings attended outside the normal position description.
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 eazned. In the case of accumulated
compensatory time, the employee may request to have a cash payment or have the hours
compensatory time at the rate eazned. The determination to grant cash compensation or
compensatory time off shall rest with the depaztment head, who shall give due consideration to
the desires of the employee, to budgetary controls and. to dYe 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 or from another depaztment, 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 has been promoted, provided that in the event such employee possesses extraordinary
qualifications through long tenure and. previous experience in his depaztment, 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 to that which he was receiving in the higher class before such demotion; in such
cases, the employee shall retain his last hire anniversary date.
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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 salazy range is applicable, the employee shall remain
in the same salary step and shall retain his last hire annversazy 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
former position, his term of employment under such different class of position shall apply on and
be added to his term of service in the former class upon his return to same, provided his
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 the number of
hours of full-time employment shall be considered pazt-time service and the actual compensation
therefor shall be determined by the relation that the actual number of hours of service beazs to the
number of hours required in full-time employment in each class of position.
Section 5.8 GOVERNMENT-FUNDED PROGRAMS
5.8.1 Employees funded through government programs shall be assigned a class
specification and appropriate salary ranges. Benefits for vacation, holidays, SAIF, unemployment
insurance,. social. security and health insurance may be provided. Benefits such as PERS and life
insurance will not be provided.
ARTICLE 6 -FRINGE BENEFITS
Section 6.1 HOLIDAYS AND LEAVE IN LIEU OF HOLIDAYS
6.1.1 Clerk dispatchers and sergeants shall accrue one (1) day 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 Depaztment Head 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 leave is not taken within such time, it
shall be forfeited. and no reimbursement shall be allowed unless prior approval by the City
Administrator is received to carry forward the holiday leave.
6.1.2 Full-time 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. Temporazy, temporary part-time and
on-call 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
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hours per month they aze normally scheduled to work, compazed to the standard hours per month
as defined in Section 5.1.8, regardless of whether or not the part-time position is scheduled to
work on the holiday.
(a) New Yeaz's Day, January 1
(b) President's Day, third Monday in February
(c) Memorial Day, last Monday in May
(d) Independence Day, July 4
(e) Labor Day, first Monday in September
(f) Veterans' Day, November 11
(g) Thanksgiving Day, fourth Thursday in November
(h) Day after Thanksgiving Day
(I) Christmas Day, December 25
Q) Day before Christmas or the day before New Year's
Day, December 24 or December 31
(k) Two floating holidays
6.1.3 If 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 Januazy 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 yeaz 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. Days are to be
scheduled by depaztment heads with consideration given to employee requests.
6.1.5 An employee who works on a recognized holiday as pazt of his regular work week
shall be allowed equal compensating time off.
6.1.6 Holidays in section 6.1.2 which occur during vacation or sick leave shall not be
charged against such leave.
Section 6.2 VACATION TIME
6.2.1 Employees with less than five (5) yeazs of continuous service shall accrue vacation
leave with pay at the rate of 6.67 (six and. two-fiords) hours per month. Employees with five (5)
or more yeazs, but less than ten (10) yeazs of continuous service shall accrue vacation leave with
pay at the rate of ten (10 hours per month. Employees with ten (10) or more yeazs, but less than
fifteen (15) years of continuous service shall accrue vacation leave with pay at the rate of 13.33
(thirteen and one-third) hours per month. Employees with fifteen (IS) yeazs or more of
continuous service shall accrue vacation leave with pay at the rate of 16.67 (sixteen and two-thirds
hours per month).
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6.2.2 Department heads with less than two and one-half (2~h) yeazs of continuous service
shall accrue vacation leave with pay at the rate of 6.67 (six and two-thirds) hours per month.
Department heads with two and one-half (2~h) or more yeazs, but less than seven and one-half
(71h) years of continuous service shall accrue vacation leave with pay at the rate of 10 (ten) hours
per month. Department heads with seven and one-half (71h) or more years, but less than twelve
and one-half(121h) years of continuous service shall accrue vacation leave with pay at the rate of
13.33 (thirteen and one-third) hours per month. Department heads with twelve and one-half
(12~h) years or more of continuous service shall accrue vacation leave with pay at the rate of
16.67 (sixteen and two-thirds) hours. per month.
6.2.3 Vacation leave taken may be taken anytime after the month in which it is earned.
6.2.4 Employees shall not be eligible for vacation leave during their first six months of
employment, although vacation leave shall accrue during that time.
6.2.5 Vacation leave shall. accrue on the employee's anniversary date.
6,2.6 Employees shall be allowed to accumulate 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. Any accumulated vacation time in excess of two (2) years' worth shall be deemed
lost,. and no reimbursement for the same will be allowed.
6.2.7 Vacation accrual shall continue when an employee is absent due to sickness or job-
related accident and has status of an employee.
6.2.8 Vacation time-off shall be requested when possible two (2) weeks in advance of the
time requested with City work schedules determining whether or not the time off can be allowed.
6.2.9 Part-time positions shall earn an accumulation of vacation days in any one (1) month
by direct proportion to the number of hours worked compared with the number of hours worked
by a full-time position in a similar position.
6.2.10 Vacation. preference. When more 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.
6.2.11 Unused earned vacation. Upon termination of employment, an employee shall be
paid for all unused eazned vacation. Accrued vacation shall be paid at the current salary rate,
calculated to the day of termination.
6.2.12 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 may be amended to allow the department to meet emergency situations.
6.2.13 Vacation leave shall not be used in blocks of less than five (5) days without
department head approval.
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6.2.14 During a calendar year in which an employee is eligible for accrual of vacation at
a different rate, a prorated vacation will be computed for that year; from January 1 to the
anniversary date at the old rate and from the anniversary date to the next Januazy 1 at the new
rate.
6.2.15 If a person in agovernment-funded position is hired by the City in a full-time
position in the same classification and maintains continuous service from the government-funded
position, the employee may use their anniversary date of the government-funded position for
computing vacation accrual. rates.
Section 6.3 SICK LEAVE
6.3.1 Sick leave shall be eazned by each full-time position at the rate of one (1) workday
for each full calendar month of continuous service. Sick leave may be accumulated to a total of
not more than nine hundred sixty (960) hours for all. eligible employees.
6.3.2 Employees may utilize their allowance of sick leave, in one-quarter ('/a) hour
increments, when unable to perform their work duties by reasons of illness or injury, necessazy
for medical or dental care, exposure to contagious disease under circumstances by which the health
of the employees with whom associated or member of the public necessazily dealt with would be
endangered by attendance of the employee.
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 particulaz 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,. in the discretion. of the City
Administrator. The fact that the employee may have accrued vacation or floating holidays shall
be of no consequence.
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 reasons set forth in Sections 6.3.2 or 6.3.8 shall
report the reason for his absence to his supervisor prior to the time he is expected to report to
work. Such report shall be in the manner or form established by the Department Head. Sick
leave with. pay shall not be allowed unless such report has been 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 from appearing for work, or the department head has personal
knowledge of the circumstances. In the discretion of the depaztment 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
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within a period of thirty (30) days shall have sick leave credits during the previous employment
restored.
6.3.7 Sick leave may be requested by pregnant employees for prenatal care or when the
employee is unable to perform her work duties as defined 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 azrangements 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 necessazy, 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 for in PERS.
Section 6.4 PARENTAL LEAVE
6.4.1 Pazental leave of absence shall be granted upon request under the following circumstances:
(a) Upon the birth of the employee's infant or upon taking physical custody of a newly adopted
child under 6 years of age.
(b) The pazental leave of absence period shall be a maximum of 12 weeks subject to the
restrictions contained in 6.3.7 (c). The employee shall have the option to apply any accrued
vacation leave, sick leave, holidays, and compensatory time to the parental leave period..
(c) For purposes of application of ORS 659.360, an employee shall provide at least 30 days
written. notice of a parental leave of absence request. The city shall be provided the opportunity
to review any pazental leave request approved by the spouse's employer. This information shall
provide the basis for determining the employee's parental leave period..
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.
6.5.2 Compassionate leave. In the event of a death in the employee's immediate family,
an employee may be granted leave of absence with pay not to exceed three (3) calendar days and
to be deducted from sick leave accrued. An extension of this time may be granted by the Ciry
Administrator.
6.5.3 Funeral pazticipation. When an employee serves as a pallbeazer, or in same other
way pazticipates in a funeral ceremony, the employee may be granted a reasonable time off with
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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, compelled to testify
as a witness on official Ciry business, or upon approval of the City Administrator:
(a) He shall not suffer any loss of his regular compensation for the performance of such duty;
however, he 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. Time not worked because of
such duty shall not affect vacation or sick leave accrued.
(b) Part-time positions called for services above shall be paid for such time, but only to the extent
that their earnings for such month, plus the amount received for such service shall be less than
their earnings for the previous full month.
(c) Reimburse monies received for duty.
6.5.5 Voting. When an employee's work schedule is such that he would not be able to
vote prior to or after his normally scheduled working hours, he shall be granted a reasonable time
off duty to vote without loss of pay, accrued vacation or sick leave.
6.5.6 Militazy leave. An employee who has successfully completed 6 full months of
employment, and who is a member of the National Guazd, National Guazd Reserve, or a reserve
component of the Armed Forces, or of the United States Public Health Service shall be entitled,
upon application, to a leave of absence from City service for a period not exceeding fifteen (15)
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 is entitled; however, the employee shall be required to transfer any
compensation he receives for the performance of such duty to the City. Such pay shall. be granted.
only when an employee receives bona Fide orders to temporazy active or training duty, and shall
not be paid if the employee does not return to his position immediately following the expiration
of the period for which he was ordered to duty.
6.5.7 Conferences and conventions. Decisions concerning attendance at conferences,
conventions or other meetings at City expense shall be made by the department head with the
approval of the City Administrator. Permission shatl be granted on the basis of an employee's
participation in or the direct relation of his work to the subject matter of the meeting. Members
of professional societies may be permitted to attend meetings of their society when such attendance
is considered to be in the best interest of the City.
Section 6.6 EDUCATIONAL OPPORTUNITIES
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:
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(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 department head at least ten (10) days prior to the registration for such course;
(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 from any other source;
(e) Department head must approve and determine a benefit derived. to the City.
6.6.2 Courses which are only offered during regular working hours may be approved by
the department head provided time off can be azranged conveniently and reasonable arrangements
can be made to make up time off and approved by the depaztment 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 for such courses
shall he the responsibility of the employee. If the City purchases any of the textbooks and
publications, they shall become the property of the City.
Section 6.7 RETIREMENT
6.7.1 After six (6) months of employment, employees. working more than six hundred
(600} hours per year are required to participate in the Public Employees Retirement System. The
employees contribution shall be paid by the employee for all compensation earned on or after
January 1, 1995.. For all non-union employees, the City will make the actual payment to PERS
out of the employee's pay, and the employees shall not have the option of receiving his or her full
salary and then making the PERS contribution themselves directly. For purposes of all non-union
employee W-2 forms, the employees PERS contribution shall not be reported. All non-union
employees' contributions aze hereby deemed to be "picked up" for purposes of Internal Revenue
Code Section 414(h) (2). Union employees' contributions aze not deemed to be "picked up" for
purposes of Internal Revenue Code Section 414(h}(2).
Section 6.8 RETIREMENT AGE
6.8.1 The retirement age for employees is seventy (70) yeazs unless an earlier age is
required by designated department standazds.
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6.8.2 At the end of the month in which an employee reaches retirement age, the employee
shall automatically terminate his service with the Ciry. However, the appointing power may grant
an extension of the retirement on a year-to-year basis when it is in the interest of the City to do
so.
Section 6.9 SOCIAL SECURITY
6.9.1 The City shall match the employee's contribution in the Social Security Plan.
Section 6.10 INDUSTRIAL ACCIDENTS
6.10.1 All employees shall be covered under a Workers Compensation Insurance Plan as
required by state statute and regulation for industrial accidents and disease.
6.10.2 An employee who is unable to perform any duties due to a compensable job injury
who 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 extension is granted by the City Administrator.
6.10.3 Sick leave will not be used in a lost-time accident to make up the difference in pay
between Workers Compensation and the gross paycheck. Accumulated sick leave may be used
for the first three (3) days of a lost-time accident when the employee does not receive
compensation from a worker's compensation plan.
6.10.4 Trial service period, temporazy, temporazy pazt-time and seasonal positions are not
eligible for benefits provided in 6.10.2 or 6..10.3.
Section 6. I1 MEDICAL AND HOSPITAL INSURANCE
6.11.1 The City shall pay the premium for coverage under the League of Oregon Cities EBS
Insurance Trust Plan V covering the employee and 2 or more dependents for all full time positions
effective the first day of the month thirty (30) days after the date of employment.
6.11.2 In accordance with ORS 243.303, the city has elected to offer the League of Oregon
Cities EBS Insurance Trust Plan V to cover retirees,. which will continue to be the same as that
provided to the active employee group in which the retiree was last enrolled. Election has also
been made to continue insurance past Medicare eligibility. The retired employee will pick up the
cost of such coverage, if elected.
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Section 6.12 LIFE INSURANCE
6.12.1 Premium paid by the City on $10,000 term policy.
Section 6.13 DENTAL INSURANCE
6.13.1 The City shall pay the premium for coverage under the League of Oregon Cities EBS
Insurance Trust Plan V covering the employee and 2 or more dependents for all full time positions
effective the fast day of the month thirty (30) days after the date of employment.
Section 6.14 DISABILITY INSURANCE
6.14.1 Non-Union employees eligible for union members group insurance plans,. may
participate in such plans at the employees expense.
Section 6.15 RESERVE POLICE OFFICERS
6.15.1 Reserve police officers of the Central Point Police Department shall not receive
certain of the benefits enjoyed. by regularly appointed officers and employees of the department..
Reserve police officers are and shall be provided the rights, benefits and privileges appertaining
to the Oregon State Accident Insurance Fund (SAIF), and the false arrest insurance coverage
benefits provided regularly appointed officers and in accordance with the laws, rules, and policies
governing said insurance.
Section 6.16 PAY CHECK DEDUCTIONS
6.16.1 Additional classes of employee pay check deductions not specifically authorized by
this policy, may be authorized by the City Administrator.
Section 6.17 DEFERRED COMPENSATION
6..17.1 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 may participate unless the applicable collective
bargaining agreement prohibits such participation. The Plan is with Variable Annuity Life
Insurance Company (VALIC) and 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 available to City employees, and to administer the
plan.
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Section 6.18 LONG TERM DISABILITY
6.18.1 The City shall pay a premium for Long Term Disability coverage under the League
of Oregon Cities Employee Benefits Services Trust (EBS). Coverage shall not exceed 50 % of the
employee's salary, $1,500 maximum benefit.
Section 6.19 VISION CARE
6..19.1 The City shall pay a premium for "UCR" Vision Care coverage under the League
of Oregon Cities Employee Benefits Services Trust (EBS), covering the employee and 2 or more
dependents for all full time positions effective the first day of the month thirty (30) days after the
date of employment.
Section 6.20 SUPPLEMENTAL LIFE INSURANCE
6.20.1 City employees shall have the option of purchasing additional life insurance at
employee's expense.
ARTICLE 7 -AFFIRMATIVE ACTION POLICY AND PROGRAM.
Section 7.1 STATEMENT OF POLICY
7.1.1 It is the policy of the City of Central Point to provide equal employment
opportunities for all persons from all segments of the population without discrimination as to race,
color, religion, national origin,. sex, or handicaps. Central Point's policy is a positive one and
consistent with State Executive Order EO-72-7, State Civil Rights Law of 1964, the Civil Rights
Act of 1972, the Federal Age Discrimination Act and Federal Executive Orders 1.1246 and 11375
relating to discrimination.
7.1.2 Central Point is cognizant that mere passive prohibition of discriminatory practices
is not enough to effectuate the principal of equal employment opportunity. Affirmative and direct
action is required to create an atmosphere of non-discrimination. Thus, Central. Point accepts its
legal and moral responsibilities for aggressive recruitment, training and upwazd mobility of all its
staff.
7.13 The City of Central Point, in order to carry out its positive affirmative action policy,
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.
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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 Point'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 Ciry of Central Point encourages qualified minority group persons, women and
the handicapped to apply for employment.
7.3.2 All position listings will comply with State and Federal regulations and guidelines.
Position listings will be posted on the bulletin boards in City Hall.
7.3.3 Present employees, pazticulazly 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 Point equal employment opportunity policy.
Section 7.4 EMPLOYMENT FORMS AND CLASSIFICATION SYSTEMS.
7.4.1 Central Point's employment forms will be revised to ensure that only needed
information is secured. An attempt is made to provide a career ladder of promotional
opportunities where possible.
Section 7.5 PROMOTIONS
7.5.1 Promotions should come from within; however, the option of hiring from the outside
will be pursued in conformity with affirmative action needs and the availability of qualified
persons.
Section 7.6 RATE OF PAY -COMPENSATION
7.6.1 Discriminatory practices as they apply to race, color, sex, religion,. national origin,
or handicaps are not factors in determining. compensation.
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Section 7.7 RESPONSIBILITY FOR PROGRAM
7.7.1 The Ciry Administrator of the City of Central Point is the chief Affirmative Action
Officer. The Ciry Administrator may designate a responsible and interested person to serve in the
role.
Section 7.8 EMPLOYMENT GOALS
7.8.1 Ciry of Central Point employment in total numbers is expected to remain the same
or decrease in the near future. Because of this and because of the agency's low attrition rate, no
numbers for distribution of hiring of minority group persons can be made. This agency can only
provide non-discriminatory hiring practices should any vacancy occur.
ARTICLE 8 -HARASSMENT
Section 8.1 DEFINITION
8.1.1 Hazassment includes, but is not limited to, sexual hazassment, which is defined as
unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of
asexual nature when:
(a) Submission to such conduct is made either explicitly or implicitly a term 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;. or
(c) Such conduct has the purpose or effect of unreasonably interfering with an
employee's work performance or creating an intimidating, hostile or offensive
working environment.
8.1.2 In addition to sexual harassment, prohibited hazassment 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 dischazge.
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 hazassment. In response to formal reports of harassment, the City shall strive
to protect all pazties 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 hazassment may have on the working. conditions of an employee. All
harassment is prohibited, including unsolicited and unwelcome remarks, gestures or physical
39
contact, display or circulation of derogatory written materials or pictures regazding 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 extend possible. Any Depaztment 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
harassment is a prohibited form of discrimination under state and federal employment laws and
is also considered misconduct subject to disciplinary action.
SECTION 8.4 EMPLOYEE RESPONSIBILITIES
8.4.1 Each employee is responsible for assisting in the prevention of harassment through
the following acts:
(a) Refraining from participation in, or encouragement of, actions that could be
perceived as hazassment;
(b) Reporting acts of harassment; and
(c) Assisting any employee who confides that he or she is being hazassed 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 hazassment. This
responsibility incudes:
(a) Monitoring the work environment. on a daily basis for signs that hazassment
may be occurring;.
(b) Counseling all employees on the types of behavior prohibited, and the
procedures for reporting and resolving complaints of hazassment;
(c) Stopping any observed acts that may be considered hazassment 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 hazassment in documenting and filing a complaint.
40
SECTION 8.6 REPORTING HARASSMENT
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, Depaztment Head, or the City Administrator.
8.6.2 Any employee who feels harassed or is aware of harassment of another employee
is urged to report this to an immediate supervisor, Depaztment or the City Administrator. The
report may be informal or formal. A formal report shall include a written description of the facts,
which may be a grievance under a labor agreement.
SECTION 8.7 RESPONSE TO REPORTS OR HARASSMENT
8.7.1 Written reports concerning hazassment shall be forwazded to the City Administrator
unless the allegation 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 statements received from reporting employees and written records made by supervisory
employees, including Depaztment Heads.
8.7.2 Whenever supervisory employees become aware of the allegations of harassment,
they shall make a written record of the allegations and forwazd 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 wazranted, the first step will be to inquire of all
persons reporting as to whether the record now includes all allegations of hazassment. The
investigation will be directed at ascertaining the facts concerning the allegations.
8.8.2 The investigator shall cause the person 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 disciplinazy action,
regardless of the truth of the allegations of hazassment.
8.8.3 The results of the investigation shall be reduced to writing. A finding 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 hazassment was injured or harmed.
41
TABLEI
CITY OF CENTRAL POINT, OREGON
POSITION CLASSIFICATION PAY PLAN
EFFECTIVE NLY 1, 1996
CLASSIFICATION AUTH RANGE STEP STEP STEP STEP STEP
POS. N0.. A B C D E
1,600
PLANNING TECHNICIAN 1 ---- 2,256 2,368 2,486 2,612 2,742
$TIJ~BN~'INTER~3 ~ ,..,, .. ...... ... ..__~....,_ ,,.. '~~ . :....._ . ;x,027 '~1,0'~6 _..,.~=I~O,~:- -' 1,188 ,..:Ls~§
ADMIN/PLANNING SECRETARY 1 117 1,815 1,905 2,001 2,100 2,205
SECRETARY
:~ ,
~~ ~
; T,812
, ~I,901 X,J97 2;B96 2,201
.
. . ,.
, . ,... .. .. ~ ..,_
..
. . .._.
... .. ... _
BUILDING OFFICIAL 1 2,797 2,937 3,084 3,238 3,400
13UILIOINGII~S1'ECTOE -?; 1.'. ;;,;;x,791 „x,566 3,011 : .3~16I ;3:319
CODE ENFORCEMENT OFFICER 1 ---- 1,706 1,792 1,881 1,975 2,074
~NPO SY~TEIUIS ,S'1?EGIAhIST__ _.... , . ,, ..r1.,. , ~ ..,__._ ,. _....,... _ 2,133 2,2#6 x,35$ _„ 2,~7fi ,:2;600
FOLICE CHIEF 1 171 3,551 3,729 3,916 4,111 4,318
POL~~E LIEUTENn,N'I' ~: .
1
,,
~ „ r _ u 3 073 _3,228 '9,988 _3;,558
ms„_ 3738
POLICE~SERGEANT ~ ~ .
,
2 ---- 2,804 2,945 3,093 3,247 3,409
3
PUBLIC WORKS SUPERVISOR
UTILITY
3,11
---- 2,232 2,344 2,462 2,585 2,714
---- 1,947 2,044 2,147 2,254 2
1) Temporary Pazt-time positions
2) Temporary Positions
3) Part-fime position
42
96TBLE2.DOC/ADMIN
TABLE II
City of Central Point
Table of Basic Salary Ranges 1995-96
CPI: 3.20%
Step Step Stan c*o., ~..
Ran e q B' ---~
C ....,r
p ~~CN
E
71
72 1,027 1,076 1,130 1,1
88 1,246
73 1,038
1,052 1,091
1
104 1,146
1
160 ,
1,202
1
2 1,263
i' 74
1;065 ,
1,119 ,
1,172 ,
17
1,233 1,278
', 1
294
75
76 1,076
1;091 1,130
1
14 1,188 1,246 ,
1,310
77
1,105 ,
6
1,161 1,202
1,219 1,263
1,280 1,325 ""
1
345
78
79 1;:120 1,'[':74 1,234 1,295 ,
1,359
+80 1,132
1,147 1,190
1,203 1,248
1
264 1,312
1
326' 1,378
r
1
81
~
1,161
1,219 ,
1,280 ,
1,345 ;
,392
1
414
82 1,175 1,235 1,297 ~ 1,360 ,
1
429 1
83
84 1,191
1,205 1,250
1
266 1,313
0 1,379 ,
1,447._:
85
1,221 ,
1,282 1,33
1,347 ! 1,395'.
1,414 1,465
1
484
+86
87 1,236 1,298 1,362 , 1,430` ,
1,503
i88 1,251 1,3,14 1, 381 1,448 1,520
89 1,266 1,330 1,395 1,465` ! 1,539
90 1,282
1,299 1,347
1
363 1,414
1
431 1,484
'' 1
50 1,558
91
1,315 ,
1,382 ,
1,451 ,
4
1,523 1,580
1
600
92 1,331 1,396 1,466 1,540 ,
1
617
93 1,348 1,415 1,485 1,559 ,
1
637
94 1,365 1,432 1,505 " 1,581' ,
1
659 ~'
95 1,383 1,452 1,524 1,601 ,
1
681
96 1,400 1,469 1,543 1,619' ,
> 1
701
97 1,417 1,487 1,564 1
639 ,
1
723
98 4,433 1,507 1,582 ,
1,660 ,
; 1
744
99
100 1,452
1
470 1,524
1
5 1,601
' 1,681 ,
1,766
_
101
' ,
1,488 ,
44
1,562 1,621
.
1,640 4,703
1,724 ~ 1,786
1
809
1
02 1,508 1,583 1,663 1,745 ! ,
:1
833
103 1,525 1,602 1,684 1,768 ,
1
856
1:04 1,545 1.622 1,704 1,787 ' ,
#
1
$78
105 1,563 1,641 1,726 1,810 ,
,
1
901
106 1,584 1,664 " 1,746: 1,834 ' ,
`,
1
926
107 1,603 1,685 1,769 1,857 .
,
1
949
1p8
109 1,623
1 1,705 1,788'; 1,879 ! ,
((.1,973
,642 1,727 1,811 1,902 1
997
110 1,665 1,747 1,835'. i 1,927 ,
;2
023
111 1,686 1,770 1,858 1,950 ,
2
049
112 1,706 1,792 ! 1,881': i 1,975 4 ,
2
074
113 1,728 1,813 1,903 1,998 ,
2,098
43
TABLE II
City of Central Point
Table of Basic Salary Ranges 1995-96
44
CPI: 3.20%
Step Steo cra., oa.._ ,..
TABLE II
City of Central Point
Table of Basic Salary Ranges 1995-96
CPI: 3.20%
Step Step Step crA., ~.,..
Ran e q 6 C~ -pr ~icN
157
158 2,984 3,133 3,290 3,455 3~ 27
159 3;021
3,059 3,172
3,213 3,330
3
373 3,497
3
542 3,674':'
3
7
8'
160 3,097 3,252 ,
3,414 ,
3,585 ,
1
3
763
161
+162 3,136 3,292 3,457 3,630 ,
3,812
163 3;175
3,215 3,334
3
376 3,5Q2
3
545 3,677
3
7 3,861 i
164
3,255 ,
3,417 ,
3,588 ,
21
3,768 3,907
3
957'
165
' 3,296 3,460 3,635 3,816 ,
4
006'
166 3,337 3,506 3,680 3,865. ,
! 4
059
'
967
3,379
3,549
3,726
3,912 ,
,
,
4
109
168
169 3,421 3,591 3,772 i 3,961; ,
4,160.:
170 3,465
3,508 3,638
3,682 3,819
3
867 4,011
' 4
061 4,212
4
171
3,551
3,729 ,
3,916 ,
4,111 ,263
4
318
172
173 3;594 3,776 3,964 4,164': ,
4,371
174 3,641
3,685 3,824
3,870 4,014
4
064 4,215
4
266 4,426
4
481
175 3,732 3,920 ,
4,115 ,
4,321 ,
4
537
:176 3,779 3,968 4,167 4,375' ,
4
595
177 3,827 4,018 4,219 4,430 ,
4
651
178 3,873 4,068 4,270 4,485 ,
' 4
709
179
180 3,923 4,118 4,324 4,540 ,
4,768
181 3,972 4,170 4,379 4,599' 4,828
182 4,021
4,071 4,222
4,275 4,433
4
488 4,654
4
712 4,888
4
9
183
4,123
4,329 ,
4,546 ,
4,773 ,
47
5
012
184 4,173 4,382 4,602 4,831': ,
5
072
185 4,225 4,437 4,657 4,891 ,
5
137
186 4,280 4,492 ! 4,717 4,954 ,
200
5
187 4,332 4,549 4,776 5,017 ,
5
266
188 4,387 4,606 4,837 i 5,076 ' ,
5
331 G
189 4,442 4,664 4,897 5,141 ,
5
399
190 4,496 4 721 4,95$ ! 5,206 ,
5,465
FILE: CENTRAL\TABLE95
45