ITEM 3.8 Revised job descriptions1 TY OF
Ot Cfgo
HINNF�SOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT'
REQUESTOR:
MEETING DATE:
Administration
Lori Johnson, City Administrator
December 9, 2013
PRESENTER(s):
REVIEWED BY:
ITEM M,
Lori Johnson, City Administrator
Andy MacArthur, City Attorney
B.
AGENDA ITEM DETAILS
RECOMMENDATION:
Recommend approval of the revised position descriptions for the Building Permit Technician, City Clerk
and Administrative Services Director and the revised Personnel Manual.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
No
ISA PUBLIC HEARING REQUIRED?
No
BACKGROUND/JUSTIFICATION:
In order to provide more efficient a n d effective service consistent with the City's Strategic Goal
Assess the efficiency and effectiveness of City services, it is recommended that the City's organizational
structure be modified to enhance operational support to the Building Safety Department. Currently, the
Building Permit Technician reports to the City Clerk. Other than supervision of the Building Permit
Technician, the City Clerk has no involvement in or in depth knowledge of the activities of the building
safety department. However, the City Planner has frequent interaction with the Building Permit
Technician and building inspectors and has knowledge of building permit processes and procedures.
Therefore, itis recommended that the City Planner provide technical and work direction supervision to
the Building Permit Technician. It is further recommended that the Director of Administrative Services
provide administrative supervision to the Building Permit Technician because the City Planners limited
hours at City Hall are not conducive to providing administrative supervision.
To accommodate the supervision changes noted above, the position descriptions of the Building Permit
Technician, City Clerk, and Administrative Services Director need to be revised as follows: 1. Building
Permit Technician to remove City Clerk as supervisor and to add Administrative Services Director as
administrative supervisor and City Planner as technical and work direction supervisor. 2. City Clerk to
remove Building Permit Technician as a direct report. 3. Administrative Services Director to add
administrative supervision of Building Permit Technician. Furthermore, the City Planner's contract was
modified on November 12.
In addition, the City's Personnel Policy (Policy) must be revised to allow contractual individuals to
supervise employees. The attached Policy includes revised language from City Attorney Ardy
MacArthur to facilitate that supervision relationship. Plus, several minor clerical errors were noted
during review of the Policy and are corrected in the revised Policy; they do not affect the content or
provisions of the Policy. Further, it is recommended that the language of, but not the intent or
application of, the Holiday Leave in Section 6-2 be simplified to reflect work schedule and City Hall hour
changes implemented this past year. The current language was added when employees worked
different schedules including four ten hour days, four nine hour days and one four hour day, or five eight
hour days. Now that employee schedules within departments are consistent, the Holiday Leave
language can simply state that eligible employees receive leave for the holidays listed in the Policy.
Again, the hours of leave do not change with the revision, but rather, the Policy is more clearly stated.
As the City Attorney and I reviewed the Personnel Policy, it became very evident that the Policy is in
need of revision and update. We strongly recommend that the Council consider undertaking a complete
redraft of the Policy in 2014. It is imperative that the Policy reflect current State and Federal laws and
City policy meets all personnel related requirements.
SUPPORTING DOCUMENTS: X ci ATTACHED Ei NONE
0 Current and Revised Position Descriptions: City Clerk, Building Permit Technician, Administrative
Services Director (redlined)
0 Redlined Copy of Proposed Revisions to the City of Otsego Personnel Policy
POSSIBLE MOTION
Please word motion as you would like it to appear in the minutes.
Motion to approve revised position descriptions for the City Clerk, Building Permit Technician, and
Administrative Services Director and to approve the revised City of Otsego Personnel Policy as attached
to this memo and further to direct staff to provide options to the Council for updating the Policy in
2014.
BUDGET INFORMATION
FUNDING: BUDGETED: YES
N/A
NO
ACTION TAKEN
ci APPROVED AS REQUESTED o DENIED oTABLED Ei OTHER (List changes)
COMMENTS:
C)tCITY OF
��O
MINNESOTA g Position Description
Position:
Reports to:
Supervises:
PISA Status:
Pay Grade:
Date Approved.
City Clerk
City Administrator
Special Licensing Cleric
Exempt
13
December 9, 2013
DESCRIPTION OF WORK
General Statement of Duties: Performs highly skilled administrative ' ff and stasupport work
for the City Council and City Administrator; records Council and Commission meeting
minutes, maintains official City Records, administers elections, processes licenses and
nuisance codes, performs related duties as required.
i
Super vison Rec Works under the supervision of the City Administrator.
Supervision Exercised: Special Licensing Clerk.
MAJOR JOB FUNCTIONS
1. City Meetings:
a. Attend all City Council and Planning Commission meetings; attend other City
meetings as requested
i. Record meetings as required
ii. Prepare meeting minutes
b. Prepare draft agenda and assemble agenda material after review by the City
Administrator
c. Assist in preparation and management of resolutions
d. Notice meetings as required
e. Publish ordinances and public hearings
f. Obtain signatures on official documents and transmit as appropriate
I
2. Maintain Official City Records:
a. Maintain minute, ordinance, resolution, and City code books
b. Develop, maintain, and oversee a citywide records retention and
management system including policies, procedures, and retention schedule
in accordance with state laws and guidelines
c. Establish and maintain a filing system for City administrative records
including active and inactive files
d. Serve as custodian of official records including all ineeting minutes,
ordinances, codes, resolutions, agreements, contracts, deeds, and plats
e. Maintain electronic copy of official records and oversee administration of
electronic file system
f. Serves as City's data practices representative
g, Advise staff and officials on release of documents and records under the data
practices act
3. Elections:
a. Coordinate, administer, and manage all local elections as required by law
b. Hire and train election judges
c. Accept affidavits of candidacy and financial reporting forms
d. Prepare memos, correspondence, statements and other information using
word processing and spreadsheet applications
e. Research, analyze and report on special projects and create spreadsheets as
requested
f Create financial reports as requested
g. Assist other departments in creating project/program spreadsheets and
tracking and reporting project/program costs
4. Licenses:
a. Conducts and oversees City license review and issuance processes
b. Ensures all local and State requirements are met
c. Oversees nuisance code enforcement and coordinates work with the City
Planner/Zoning Administrator
S. Administrative Support:
a. Provides confidential administrative support for the City Council and City
Administrator
b. Draft correspondence and reports as needed
c. Research records and ordinances to answer questions of the public, staff, or
City Council
d. Prepare written reports and make presentations to the City Council
e. Prepares hearing notices for public hearings, improvement, and special
assessinent projects
i. Determines parties to notify
ii. Publishes and posts notices
f. Notarizes and certifies documents
N
g. Assists the it Administrator and City Council in other any as directed
h, Purchase office supplies; recommend and oversee office equipment
lease/purchase and maintenance
6. Supervision:
a. Perform annual performance review for all department staff
b. Ensure staff is adequately trained and department is cross trained
c. Recommend discipline and pay increases
d. Ensure staff attends safety training and follows safety procedures
e. Assign works and ensures that it is done accurately and timely
f. Interview and recommend staff
7. Budget:
a. Prepare draft budget and supporting documentation for the election and
administration departments
b. Manage budget to ensure expenditures are within approved budget
c. Follow all purchasing policies
8. Communications:
a. Maintain City website
i. Recommend changes and enhancements to the website
ii. Control content posted to website
iii. Keep website up-to-date with notices, agendas, meeting schedules,
and other pertinent City information
b. Assist with other communications as requested
c. Manage voice mail and phone system
9. Policies and Procedures:
a. Review administrative support operations and recommend changes to
improve efficiency and work flow
b. Establish and oversee policies, procedures and practices for Administrative
Department support and Election Department functions
c. Monitor, operations to ensure compliance with applicable laws, regulations,
rules and ordinances
10. Other:
a. Follow all safety procedures
b. Provide exceptional customer service to residents, developers, elected and
appointed officials
c. Make decisions that are always in the best interest of the City, its residents
and businesses
d. Perform other duties and projects as assigned
e. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
f. Participate actively in the City's management team
3
g. Promote a positive and motivating environment
KNOWLEDGE, SKILLS AND ABILITIES
0 Demonstrated knowledge of City operations, ordinances, policies and
procedures.
0 Demonstrated knowledge of standard office practices, equipment, software, and
procedures.
• Extensive applied knowledge of and experience in election laws, rules, and
requirements and running a local election.
• Extensive knowledge of records retention and records management.
Ability to operate office equipment including a personal computer with
specialized and standard office and specialized software, including website and
electronic record management.
Ability to establish effective working relationships and to communicate
effectively, both orally and in writing, with customers, vendors, City staff,
auditors and the general public.
• Ability to research and analyze data, search records, determine alternatives, and
make recommendations or implement changes as needed.
Ability to organize and prioritize the work and meet deadlines.
• Ability to enter information with speed and accuracy and to maintain accurate
and complete records and documentation.
* Ability to work both independently and as part of a team.
* Ability to plan, prioritize and organize the department's work,
0 Strong sense of honesty) integrity, and credibility
MINIMUM QUALIFICATIONS
1. Five years of municipal experience in an comparable government position with
experience in running elections
2. Five years of supervisory experience
3. High school graduation diploma
4. Valid Minnesota driver's license
PREFERRED QUALIFICATIONS
S. Completion of the Minnesota Municipal Clerks Institute
6. Designation as a Certified Municipal Clerk by III C
7. Post -secondary certificate or degree in office administration, business, or position
related degree
4
PHYSICAL DEI AN
Must be able to sit for long periods of th-ne and manipulate objects using fine motor skills
for extended periods. Must have ability to bend, stoop, push, pull, and reach periodically.
Note: This job description does not constitute a contract or employment agreement.
City Clerk
City of Otsego
Title of Class: City Clerk
Revised Date: Atne 1, 2009 February 20, 2013
FLEA: Exempt
Pay Grade: 13
Adopted: FebrUary 20, 2013
DESCRIPTION OF WORK
General Statement of Duties: Performs highly skilled administrative and staff support work for
the City Council and City Administrator; records Council meeting minutes, maintains official
City records, administers elections and oversees processing of citylicenses and nuisance codes;
performs related duties as required.
Supervision Received: Works under the supervision of the City Administrator.
Supervision Exercised: Provides super -vision to the special licensing and building perillit
technician positions.
TYPICAL DUTIES PERFORMED
*Attends all City Council and Planning Commission meetings and records, prepares draft
agendas and minutes-, assists in preparing resolutions to reflect Council actions.
*Prepares, assembles and maintains a list of Council agenda items, collects supporting materials
and prepares draft agenda for review by the City Administrator.
*Develops, maintains and oversees a citywide records retention-Ananagement system including
policies, procedures and retention schedule in accordance with state laws and guidelines.
*Establishes and maintains a complex filing system for City administrative records including
active and inactive files; maintains a variety of records and lists and serves as custodian
of official records, including City Council minutes, ordinances, codes, resolutions, deeds
and plats.
*Oversees and manages all city obligations and requirements of local elections including hiring
election judges, coordinating training, attending meetings, answering questions and
accepting affidavits of candidacy and financial reporting forms.
*Maintains resolution and ordinance books and publishes amendments, hearing and meeting
notices.
*Obtains appropriate signatures on official documents and transmits copies as appropriate;
records contracts as appropriate.
City Clerk
City of Otsego
0
*Supervises staff including assigning and reviewing work, training and coaching, evaluating
performance and recommending reward and discipline. Assists ill hiring deparillent staff.
*Advises office staff on release of information for records where data privacy status is clear;
serves as City's data practices representative. *Transmits documents related to civil
litigation to appropriate parties.
*Provides confidential administrative support for the City Council and City Administrator.
*Oversees City license review and issuance processes and ensures all city and State
requirements are met.
*Oversees nuisance code enforcement and coordinates Nvork with the City Planner Zoning
Administrator.
*Drafts correspondence and reports as needed and researches records and ordinances to answer
questions of the public, staff or City Council; prepares written reports and presents to
Council as appropriate.
*Prepares hearing notices for public hearings and improvement projects including determining
appropriate parties to notify, publishing and posting.
Develops and recommends a budget for the election, and administrative departments and
monitors expenditures.
Reviews administrative support operations and recommends changes to improve efficiency and
work flow.
*Establishes and oversees policies, procedures and practices for Administrative Department
support functions.
*Monitors operations to ensure compliance with applicable laws, regulations, rules and
ordinances.
May research and recommend purchase of new office furniture and equipment. *Certifies
and/or notarizes documents as needed.
*Assists the City Adinhiistrator and City Council in other areas as directed.
*Coordinates the noticing, publishing and posting of assessments to ineet legal requirements.
*Assists in updating the City's web site by adding agendas, minutes and meeting and hearing
notices.
Purchases or directs the purchase of office equipment and supplies, election equipinent and
inaterials and other items as needed.
Manages and troubleshoots phone and voicemail system issues.
Schedules meetings and meeting rooms for bid openings and commission meetings as needed.
Attends weekly developer meetings with City Administrator, City Platuier and City Engineer to
discuss potential developments.
Attends Administration Department and department head staff meetings.
Performs other ditties as needed or assigned.
City Clerk
City of Otsego
KNOWLEDGE, SKILLS, AND ABILITIES
*Considerable luiowledge of City operations, ordinances, policies, procedures and practices.
*Considerable knowledge of standard office practices and procedures.
*Considerable applied knowledge of and experience in election laws, rLIles and requirements.
*Considerable knowledge of records retention and records management.
*Considerable knowledge of the operation. of office equipment
Working knowledge of the phone and voicemail system to inake changes and perform routine
troubleshooting.
*Considerable ability to communicate effectively, both orally and in writing, with City staff
and the general public and to prepare agendas, minutes and hearing notices.
*Considerable ability to research and analyze data, search records, determine alternatives, and
niake recommendations or implement changes as needed.
*Considerable ability to communicate effectively, both orally and in writing, with City staff, City
contractors, elected officials, State or County officials and the general public.
*Considerable ability to establish and maintain effective working relations with. City staff and
public.
*Considerable ability to sit for long periods and use fine motor skills to operate a computer,
office equipment and to file and retrieve documents.
MINIMUM QUALIFICATIONS
Five years of municipal experience in an administrative capacity including experience rutuiing
elections. Five years of increasingly responsible administrative support experience involving
considerable public contact and supervision of employees. , Completion of municipal clerk
training may substitute for up to two years of experience.
Prefer certification as a municipal clerk.
*Asterisked items are essential to the job.
CITY OF
e
MINNESOTA g Position Description
Position: Building Permit Technician
Reports to: For Technical and Work Direction Supervision - City Planner
For Administrative Supervision - Administrative Services Director
Supervises: N/A
PISA Status: Non- exempt
Pay Grade: 8
Date Approved: December 9, 2013
DESCRIPTION OF WORK
General Statement of Duties: Performs skilled technical and administrative support work
including scheduling and coordinating building inspections and processing building
permits; performs related duties as required.
Supervision Receive : Works under the technical and work direction supervision of the
City Planner and the administrative supervision of the Administrative Services Director
Supervision Exercised: N/A.
MAJOR JOB FUNCTIONS
1. Building Permits:
a. Ensure building permit application materials are properly completed
b. Prepare building permits including calculating and receipting fees; distribute
permits and certificates of occupancy
c. Communicate with applicant regarding permit
d. Schedule inspections and coordinate activity of building inspectors
e. Coordinate completion of building inspection processes and track pending
applications
f. Prepare enforcement notices, track completion of work ordered and follow-
up on permit
g. Monitor permit status, assist in coordinating follow-up, and prepare
notification letters for expiring permits
2. Other Permits and Reports:
a. Transmit applications for fence and grading permits to the City Engineer and
City Planner
b. Process administrative fence permits
c. Prepare statistical and other building reports as required by State and City
d. Transmits Gopher State One locate calls to City Engineer
e. Provide building activity reports and information to the County Assessor
3. Customer Service:
a. Serve as primary contact at public service counter and on telephone with
builders, contractors and general public providing technical information
relating to building code and ordinance requirements and processes for
commercial and residential construction
b. Provide information and answers questions on utilities, legal descriptions,
lots size and other pertinent building related data
c. Develop and maintain information sheets, checklists, maps and application
forms for public use
4. Administrative Functions:
a. Perform office support and management functions for building department
b. Manage department records and file system
c. Review building department administrative operations and recommend
changes to improve efficiency and work flow
d. Establish and oversee policies, procedures and practices for building permit
administration
e. Monitor operations to ensure compliance with applicable laws, regulations,
rules and ordinances
S. Other:
a. Follow all safety procedures
b. Provide exceptional customer service to residents, developers, elected and
appointed officials
c. Make decisions that are always in the best interest of the City, its residents
and businesses
d. Perform other duties and projects as assigned
e. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
f. Promote a positive and motivating environment
KNOWLEDGE� SKILLS AND ABILITIES
0 Extensive knowledge of building permit and rental ordinance processes. and
procedures
0 Demonstrated knowledge of City operations, ordinances, policies and
procedures relating to building permits.
0 Demonstrated knowledge of standard office practices, equipment, software
including specialized building permit software, and procedures.
0 Knowledge of records retention and records management.
0 Considerable skill inperforming mathematical calculations and preparing
statistical reports.
e Considerable skill to handle details, review applications and supporting
materials.
0 Ability to establish effective working relationships and to communicate
effectively, both orally and in writing, with customers, vendors, City staff,
auditors and the general public.
0 Ability to research. and analyze data, search records, determine alternatives, and
make recommendations or implement changes as needed.
0 Ability to organize and prioritize the work and meet deadlines.
0 Ability to enter information with speed and accuracy and to maintain accurate
and complete records and documentation.
0 Ability to work both independently and as part of a team.
* Ability to plan, prioritize and organize the department's work.
* Strong sense of honesty, integrity, and credibility
MINIMUM QUALIFICATIONS
1. Three years of responsible administrative support experience involving heavy
public contact, record keeping, and computer use.
2. Completion of relevant technical college coursework may substitute for one year of
experience in administrative support.
3. Experience in the construction industry may substitute for up to one year of
experience in administrative support.
4. High school graduation diploma
PREFERRED QUALIFICATIONS
S. Completion of Building Permit Technical certification program
6. Experience using Permifforks software
7. Experience in a construction inspection administrative support position
PHYSICAL DEMANDS
Must be able to sit for long periods of time and manipulate objects using fine motor skills or
extended periods. Must have ability to bend, stoop, push, pull, and reach
periodically.
Note: This job description does not constitute a contract or employment agreement,
CITY OF OTSEGO
Title of Class: Building Permit Tecluiician
Revised Date: February 22, 2010
FLEA: Non -Exempt
DESCRIPTION OF WORK
General Statement of Duties: Performs skilled technical and administrative support work
including scheduling and coordinating building inspections and processing building permits;
performs related duties as required.
Supervision Received: Works under the general supervision of the City Clerk.
Supervision Exercised: None; provides soine oversight to Office Assistant on commercial
construction and zoning issues.
TYPICAL DUTI ESPERF ORMED
The listed examples may not include all duties performed by all positions in. this class. Duties
may vary somewhat from position to position within a class.
*Serves as primary contact at public service counter and on telephone with builders, contractors
and the general public providing tecluiical information relating to building code and
ordinance requirements and processes for coni-mercial and residential construction.
*Provides information and answers questions on septic testing process requirements to bankers,
realtors, homeowners, the assessor and the public including parcel identification
numbers, copies of surveys, when septic testing is required and the location, legal
descriptions, lot size, restrictions on property based on casements and zoning, etc.; refers
to DNR if property is located on the river.
*Processes inspections for rental properties.
*Ensures building permit application materials are properly completed and all required submittal
documents are present as appropriate.
*Prepares building permits, enters into the cash register and notifies applicant when permit is
ready for issuance.
*Schedules inspections and coordinates activity of building inspectors,
*Coordinates completion of building inspection processes and tracks pending applications.
*Assists the public in completing applications, calculates and accepts fees and provides receipts.
*Performs a variety of office management and records management responsibilities including
providing information for the quarterly surcharge report and supporting material for
Council agenda items.
*Provides blueprints and prepares a monthly report of all improvements for the County assessor.
*Prepares enforcement notices, tracks completion of work ordered and provides follow-up as
needed.
*Monitors project status, flags problems and assists in coordinating follow-up; prepares
notification letters for expiring permits.
*Prepares and distributes building permits and certificates of occupancy to builders/owners.
*Performs record keeping and computerized data entry and prepares both routine and specialized
reports as needed; maintains complex filing system.
*Develops and maintains a supply of published information sheets, checklists, maps and
application forms.
Transmits applications for fence and grading permits to the City Engineer and City Planner and
processes administrative fence. permits.
Prepares a variety of statistical reports, including the annual septic report.
Assists the Building Official in the development and implementation of new or streamlined
services.
Assists in researching and developing administrative and records management processes for
new and revised ordinance requirements.
Updates the City's website with information from the Building Safety Department and other
depailinents upon request; may make design changes with approval.
Assists other departments as needed.
Performs other duties as needed or assigned.
I-CNOWLEDGE9 SKILLS AND ABILITIES
*Considerable knowledge of standard office practices, including operation of a Computer using
standard computer software including word processing, spreadsheets, database programs
and specialized Building Permit software.
*Considerable knowledge of the building permit and rental ordinance application processes.
*Considerable skill in performing mathematical calculations and preparing statistical reports.
*Considerable skill to handle details, review applications and supporting materials to identify
errors and missing information and to maintain accurate records.
*Considerable skill in entering data and performing processes to manage data in spreadsheets
and databases.
*Considerable ability to organize and prioritize the work and work independently and as a
member of a team.
*Considerable ability to coordinate and track approval processes and process permit applications.
*Considerable ability to type and enter information with speed and accuracy and to maintain
accurate and complete records.
*Considerable ability to develop and maintain relationships and communicate effectively both
orally and in writing.
*Considerable ability to respond to complaints appropriately, respectfully and tactfully.
*Considerable ability to operate standard office equipment and use specialized Building Permit
software.
*Working luiowledge, of State Building Codes.
*Working knowledge of zoning ordinance and City code requirements and procedures pertaining
to the application approval process.
*Working ability to look up codes in the Minnesota State Building Code and City ordinance.
*Working ability to use mine motor skills to operate office equipinent.
Working ability to read and understand zoning 111aps.
2
MINIMUM QUALIFICATIONS
Three years of responsible administrative support experience involving heavy public contact,
record keeping and regular use of computers with word processing, spreadsheet and database
software. Completion of relevant technical college coursework and/or experience in the
construction industry may substitute for up to one year of the administrative support experience.
Completion of Building Perniit Technician certification progran-i and experience working in
constrLICtion inspection administrative support position is preferred. Experience using
Perinifforks software is highly desirable.
*Asterisked items are essential to the job.
TY 0
ot C1 e F 0
MINNESOTA g
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Position Description
Position: Administrative Services Director
Reports to: City Administrator
Supervises: Finance and IT staff
FLSA Status: Exempt
Pay Grader 19 (-N423-va4 ige-.474778 22 0A
Date Approved: April 23, 2013, Revised December 9., 2013
DESCRIPTION OF WORK
General Statement of Duties: Directs and manages the Finance and Information Technology
(IT) departments including serving as the Chief Financial Officer of the City. Assists the City
Administrator in all aspects of economic development including development of policies
and analysis of development programs and opportunities, serves as assistant City
Administrator performing a board variety of governinental functions at the request of the
City Adniinistrator.
Supervision Received: Works under the direction of the City Administrator.
Supervision Exercise& Provides supervision to the Finance Department and Information
Technology staff. Provides administrative supervision to the Building, Peri nit Tecluildaii,
MAJOR JOB FUNCTIONS
1. Finance:
a. Provide recommendations to the City Administrator and City Council for
establishing long and short-range financial goals including preparation and
management of a Capital Improvement Plan
b. Plan and implement sound financial strategies to ensure a high level of
financial planning and management.
c. Develops and manages internal controls and accounting policies and
procedures for accounts payable, accounts receivable, deposit of funds, utility
billing, fixed assets and escrow accounting to properly and legally report and
1
manage all financial activities of the City and safeguard City assets.
& Budget
i. Monitor all budgets to ensure compliance with the adopted budget
ii. 'Prepare a draft budget for review by City Administrator
iii, Provide budget analysis and recommendations
iv. E, n ur•e all levies are correct complies with all legal budget and tax
levy requirements
e. Comprehensive Annual Financial Report CAFR
L Coordinate the preparation and completion of the CAFR and related
gear -end reporting requirements.
ii. Manage the audit process including overseeing the preparation of
audit work papers
iii. Assist auditors in writing the CA.FR and subunit CA FR for CFf A'
Certificate of Achievement in Financial Reporting program
f. Cash Management
L Monitor and manage cash flow moods of City
ii; Invest funds according to approved investment policy and state
statute
iii. Implement internal control systems necessary to ensure
. General finance dirties
i. Prepare and present reports and analysis
ii. Prepare staff menios and recommendations to and for the City
Administrator and City Council
iii. Make presentations to City Council and other entities/organizations
iv. Responsible for all aspects of the City's finances including utility
billing
v. ]Manage and perform City's risk management functions
2. Economic Development:
nt:
a. Assist in development, implementation, and execution of policies and
programs to expand the City's commercial and industrial tax base
b. Beet with developers and business owner's representatives
c. Assist with Economic Development Authority activities and policy
development and implementation
d. Provide recommendations and analysis of TIF, Tax Abatement, and other
development incentive requests
e. Coordinate and carry out business retention. and expansion prograin
f. Assist with marketing and communication necessary to achieve City's
economic development .goals
g. Serve as City�s representative at various economic development functions
and in various economic development associations
. Serve as acting City Administrator:
a. Provide assistance to City Administrator on special projects and other items
as assigned
b. Serve as acting City Administrator in City Administrator's absence
i. Provide assistance and expertise to other City staff on all City
government matters
4. Hunian Resources:
a. Ensure City complies with all federal and state payroll, employment, and all
relevant p e rs on tie I and payroll I aws
b. Ensure all reporting requirements are niet for all payroll and human
resource functions
5. IT:
c. Oversee all human resource and payroll functions
a. Oversee IT functions and make recommendations to supervisor to maintain a
highly functional and up-to-date IT system city wide
6. Policy and Procedure Development:
a. Responsible for Policies and Procedures relating to Finance, Human
Resources and related areas
i. Evaluate and recommend changes to policies, procedures and
practices and follows procedures to get approval and implement
changes
ii. Ensure that staff, elected o Mcials, and appointed officials follow all
City and State policies and procedures and follow applicable laws
7. Supervision:
7-. a. Fj i ia i i ce acrd I T D epertinent S ta ff
a -J. Perform annual performance review for all department staff
ii L Ensure staff is adequately trained and department is cross trained
viii, Recommend discipline and pay increases
&b. Ensure staff attends safety training and follows safety procedures
ej. Assign works and ensures that it is done accurately and timely
ii. Interview and recommend staff
c, Bid1ding Perinit Technician
L Provide administrative stipervision including approval of leave time
ii, Perform annual performance review with input fr-orii Btifl(ling Permit
Technician's technical sup eryLsor
iii. Reconiniewl disdphng aild pay hicreases with input from Building
Permit Technician's technical supervisor
iv, Eiisure staff attends safety training ancl follows sa procedu res
Cv.
8. General
a. Expertise in a broad range of governmental accounting software, Microsoft
Office applications, and IT systems
b. Participate actively in the City's management team
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c. Promote a positive and motivating environment
d. Provide exceptional customer service to residents, developers, elected and
appointed officials
e. Make decisions that are always in the best interest of the City, its residents
and businesses
f. Perform other duties and projects as assigned
g. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
KNOWLEDGE, SKILLS AND ABILITIES
0 Demonstrable knowledge of and experience in applying Generally Accepted
Accounting Principles (GAAP) as defined by GASB.
9 Extensive knowledge of and experience in governmental accounting policies,
procedures and practices as defined by the GFOA.
• Extensive knowledge of and experience in laws, practices, and regulations
applicable to City government finances.
0 Extensive knowledge of and experience in City operations, ordinances, and practices
related to finance and budgeting, economic development, and city managenient.
0 Proficient in government finance software, Microsoft Office (Excel, Word, and
PowerPoint) and standard computer systems and programs
9 Experience analyzing development and redevelopment proposals and requests for
incentives
Experience analyzing tax increment financing and tax abatement plan financial data
and familiarity with drafting and implementing TIF and tax abatement plans.
Experience administering economic development loan programs
• Experience making presentations to government bodies, professional associations,
and community organizations
Ability to communicate clearly, professionally, effectively, and precisely both
verbally and in writing
Ability to resolve and diffuse conflicts
Ability to understand, manage, and communicate complex ideas, projects, and
situations
Applied experience and knowledge of cash management illClUding investment
statutes and practices, budgeting, capital improvement planning, financial
management plans and purchasing/contract. laws and practices
Ability to work independently and as part of a team and to coordinate work with
other departments and to lead multi -departmental or multi -jurisdictional projects.
9 Ability to plan, prioritize and organize the departmenes work.
9 Strong sense of lionesty, integrity, and credibility
MINIMUM QUALIFICATIONS
1. Bachelor's Degree in accounting, finance, or public administration
2, A combination of ten years of professional experience in government accounting,
financial management, economic development, or city or county management at a
manager level (inust include both finance and economic development experience of
at least five years each)
3. Five years of supervisory experience
4. A valid driver's license
PREFERRED QUALIFICATIONS
1. Master's Degree in Public Administration; or,
2. Certified Public Accounting License; or,
3. Certified Economic Developer (MD) or Certified Economic Development Finance
Professional (CEDFP) certification
4. Experience working for a growing city or county
PHYSICAL DEMANDS
Must be able to drive, sit for extended periods, regularly use fine motors skills to operate a
computer, and perform other office tasks and occasionally walk in construction areas.
Note: This job description does not constitute a contract or employment agreement.
CITY OF OTSEGO
PERSONNEL POLICIES
Revised Date: August 2012
December 9, 2013
TABLE OF CONTENTS
SECTION PAGE
PURPOSE AND INTENT 1
1-1
Purpose 1
1-2
Intent 1
1-3
Duration of Employment 1
1-4
City Council Responsibilities 1
1-5
Applicability 1
1-6
Non -Discrimination 2
1-7
Definitions 2
1-8
Provisions Supercefed in Certain Cases 4
2 ORGANIZATION 4
2-1
Job Descriptions 4
2-2
Assigning and Scheduling Work 5
2-3
Classification of Duties 5
2-4
Reclassification 5
2-5
Demotion 5
2-6
Reduction of Workforce 6
2-7
Layoff 6
3 EMPLOYEE RECRUITMENT AND SELECTION
6
3-1
Scope
6
3-2
Features of the Recruitment System
6
3-3
Examinations
7
3-4
Unlawful Acts
8
3-5
Pre-employment Medical Exams
8
3-6
Selection
9
3-7
Report of Personnel Changes
9
3-8
Employment of Family Members
9
3-9
Affirmative Action/EEO Policy Statement
10
3-10
Probationary Periods
10
4 COMPENSATION 11
4-1 General 11
4-2 Paychecks 12
4-3 Overtime/Compensatory Time 12
Non -Exempt Employees 12
Exempt Employees 13
Requirement to Work Overtime 14
SECTION PAGE
4-4 Salary Review
4-5 Meal Breaks and Rest Periods
14
15
5 EMPLOYEE BENEFITS
15
5-1
Eligibility
15
5-2
Retirement Benefits
16
Guidelines for Accrual of Vacation
Public Employees Retirement Association
16
18
Deferred Compensation
16
5-3
Insurance Benefits
16
5-4
Medical and Dependent -Care Flexible Benefits Plans 16
20
Medical Expense Reimbursement Plan
17
Reasons for Family and Medical Leave
Dependent -Care Assistance Plan
17
5-5
Continuation of Benefits
17
6 LEAVES OF ABSENCE
18
6-1 Vacation and Personal Leave
18
Vacation
18
Personal Leave
18
Guidelines for Accrual of Vacation
and Personal Leave
18
Administration of Vacation and Personal Leave
19
6-2 Holidays
19
Administration. of Holiday Leave
20
Holiday Overtime
20
6-3 Family and Medical Leave
21
Reasons for Family and Medical Leave
21
Service Member Family Leave
21
Definitions
21
Eligibility
22
Length of Leave
22
Leave Year
23
Notice
23
Medical Certification
23
Re -certification
24
Intermittent Leave
24
Fitness for Duty Certification
25
Job Protection
25
Effect on Benefits
25
Records Retention
26
Failure to Return from FIMLA Leave
26
SECTION
PAGE
6-4 Administrative Leave
6-5 Adverse Weather
6-6 Job -Related Injuries and Illnesses
6-7 Employees With Health -Related Work Restrictions
6-8 Parenting Leave
6-9 Emergency/Funeral Leave
6-10 Military Leave
6-11 Jury Duty Leave
6-12 School Conference Leave
6-13 ElectionsNoting
6-14 Leaves of Absence Without Pay
7 PERFORMANCE REVIEWS
7-1 Purpose
7-2 Guidelines
8 EMPLOYEE EDUCATION AND TRAINING
8-1 Purpose and Guidelines
Policy Guidelines
Administration Guidelines
8-2 Memberships and Dues
8-3 Travel Reimbursement
Purpose
Procedures
9 PUBLIC PURPOSE EXPENDITURES
8-1 General
8-2 Definitions
8-3 Public Purpose Guidelines
8-4 Financial Considerations
10 EMPLOYEE RESPONSIBILITY
10-1 General
10-2 Citywide Work Rules and Code of Conduct
Appearance
Attendance
Absence Procedure
10-3 Conflict of Interest
10-4 Receipt or Solicitation of Gifts
10-6 Political Activity
27
27
27
28
28
29
29
30
31
31
31
32
32
33
33
33
33
34
35
35
35
35
37
37
37
37
39
39
39
40
40
40
40
41
42
43
SECTION PAGE
11 HARASSMENT 43
11-1 General 43
11-2 Sexual Harassment 44
Definition of Sexual Harassment 44
Examples of Inappropriate Conduct 44
Reporting and Investigation Requirements 45
Reprisal 46
12 DISCIPLINE
46
12-1 General
46
12-2 Work Rule Offenses
46
12-3 Process
50
Oral Reprimand
50
Written Reprimand
50
Suspension
51
Discipline
51
12-4 Notice of Reasons for Termination
52
12-5 Reports of Disciplinary Action
52
13 SAFETY 52
14 DRUG AND ALCOHOL USE 52
15 POLICY PROHIBITING EMPLOYEE POSSESSION
OF FIREARMS 52
16 CONFIDENTIALITY/DATA PRACTICES
53
16-1 Data Practices Advisory
53
16-2 Types of Data
54
Public
54
Private
54
Personnel
54
Summary
54
16-3 Public Personnel Data
55
Employee Personnel Data
55
Personnel Data on Applicants for Employment
55
16-4 Access To Data
56
Public
56
Private
57
SECTION
PAGE
16-5 General Contents of Personnel Files
57
16-6 Tape-recording
58
16-7 Informed Consent
58
16-8 Security of Personnel Data
59
16-9 Supervisory Files
59
17 SEPARATIONS
17-1 Resignations
17-2 Severance Pay
M
of
all
18 MEDIA CONTACT/PRESS RELEASES 60
19 PERSONAL TELEPHONE CALLS 61
20 CELLULAR TELEPHONE USAGE 61
21 INTERNET/EMAIL
62
21-1 General
62
21-2 Appropriate -Use Defined
62
21-3 Internet Use Expectations
63
21-4 Confidentiality/Security
63
21-5 ConsequenGes of Misuse
64
22 CITY VEHICLE USE
64
22-1 General
64
22-2 Vehicle Maintenance
65
22-3 Vehicle Accidents
65
EMPLOYEE ACKNOWLEDGEMENT FORM 66
SECTION 1 - PURPOSE AND INTENT
SECTION. 1-1 PURPOSE
Public employees have a high degree of visibility to the general public and therefore
must exercise their duties with particular care and caution to ensure prompt, efficient,
high quality services for the public. It is the purpose of these personnel policies to
establish a uniform and equitable system of personnel administration for employees of
the City of Otsego. They are not intended to be all-inclusive nor to cover every situation
that may arise. These policies may be amended at any time at the sole discretion of the
City and they will supersede all previous personnel policies.
SECTION 1-2 INTENT
1-2.1 The policies herein are not terms and shall not be regarded as or construed as
contractual provisions. The provisions may be changed at any time by a majority
vote of the city council. The provisions shall not be interpreted as creating
anything other than an at will employment relationship, wherein the employee
may terminate his/her employment at any time for any reason and the city may
terminate an individual's city employment at any time for any reason.
1-2.2 These policies are not an employment contract, nor should they be construed as
one. Personnel policies are adopted and applied at the discretion of the City
Council and may be withdrawn, applied, or amended at any time.
SECTION 1-3 DURATION OF EMPLOYMENT
After an employee has successfully completed the probationary (training) period after
hire or promotion, as indicated by a satisfactory performance evaluation and as
approved by the City Council, they shall be designated as a regular employee, Such
designation shall be employed to differentiate between these employees and
probationary or other employee designations. The term 'regular' shall not be used to
define duration of employment with the City. Employment shall remain at will and may
be terminated by either the City or the employee at any time for any reason.
SECTION 1-4 CITY COUNCIL RESPONSIBILITIES
The City Council shall in accordance with its statutory responsibility to manage the City,
be responsible for the maintenance and periodic revision of personnel policies and the
City's personnel program.
SECTION 1-5 APPLICABILITY
1-5.1 The provisions of these policies shall cover all "regular" and "probationary" full
time and part time employees, Temporary/seasonal, intermittent and paid on call
employees are 111ClL1CJ0.dGXG-udo4-, except when specifically stated herein.
1-5.2 Elected officials, c-,qntracat-eniploycoca-; contraCtUal individuals - e -d -c-0- 1. -1 s t 11, ta i its
m�
members of appointed City boards, comissions, and committees, volunteer
personnel, and emergency employees are not within the scope of this Personnel
Policy.
1-5.3 Any individuals receiving wages and benefits from the City pursuant to a Joint
Powers Agreement between the City and other political subdivision are not within
the scope of this personnel policy but are, rather, subject to those policies of the
Joint Powers entity.
SECTION 1-6 NON-DISCRIMINATION
1-6.1 It is the policy of the City of Otsego not to discriminate in employment matters on
the basis of race, creed, color, age, marital status, national origin, sex, sexual
orientation, status with regard to public assistance, or disability.
1 -6.2 No person shall be employed, promoted, demoted, or discharged by the GC11ty or
in any way favored or discriminated against because of political opinions or
affiliations, race, color, national origin, religion, sex, marital status, sexual
orientation, status with regard to public assistance or disability, or because of the
exercise of rights under provisions of the public Employment Labor Relations Act,
Mian, Stat. 179A,01 to 179A.25.
SECTION 1-7 DEFINITIONS
For policy purposes, the following terms shall have the meanings given herein:
"BENEFIT -EARNING STATUS" - Status where employees are eligible for at least a
prorated portion of employer provided benefits. Employees must work 24 or more hours
per week on a regular basis in an ongoing position. (Temporary/seasonal, paid on-call,
part-time (casual) and intermittent employees are excluded.)
"CASUAL PART-TIME EMPLOYEE" - An employee who works in an ongoing non -
benefit earning position of fourteen (14) hours or less per week. Employees in this
category may work more than fourteen (114) hours per week on occasion but must not
meet the definition of a public employee by State law (Chapter 179). Part-time (casual)
employees accrue no seniority and earn no employment rights.
"CITY" - City of Otsego
"CITY ADMINISTRATOR" - City Administrator of the City of Otsego
"COMPENSATORY TIME OFF" - Time taken off by nonexempt employees who
worked more than 40 hours per week in lieu of paid overtime
"CONTRACTUAL INDIVIDUALS" - Individuals who offer their services to the public
and do not meet the criteria as an employee according to IRS regulations. Contractual
individuals are appointed by the City Council under a fee basis, are not eligible for
employment rights or benefits, are not considered employees and are not covered by
the Personnel Policies with the exception of Non-discrimination, and Harassment
Policies.
"DEMOTION" - Movement of an employee from one job class to another where the
maximum salary for the new position is lower than that of the former position. This
action may be voluntary or involuntary.
"EXEMPT EMPLOYEE" - Employees who are assigned to executive, administrative. or
professional positions which are exempt from the minimum wage and overtime
compensation provisions of the Fair Labor Standards Act (FLSA).
"HOLIDAY OVERTIME" - Payment equal to two times the regular hourly rate paid to
employees who are required to work on a holiday.
"INTERMITTENT EMPLOYEE" - Employee who has no regularly scheduled hours but
fills in as needed. Employees in this status do not earn benefits or employment rights
and average less than fourteen (14) hours per week.
"NON-EXEMPT EMPLOYEE" - Employees assigned positions that are subject to the
minimum wage and overtime compensation provisions of the Fair Labor Standards Act
(FLSA).
"OVERTIME PAY" - Payment to non-exempt employees for services performed in
excess of 40 hours per week required by applicable state and federal overtime laws or
by written personnel policies.
"PROBATIONARY PERIOD" - A specified period of time at the beginning of
employment or the beginning period of a promotion, reassignment or transfer) that is
designated as training or trial period. The probationary period is considered the last part
of the selection process.
"PROMOTION" - Movement of an employee from one job class to another within the
City, where the maximum salary for the new position is higher than that of the former
position.
"REGULAR EMPLOYEE" - An employee who has successfully completed all stages of
the selection process including the training or probationary period.
"REGULAR FULL-TIME POSITION" - A group of duties and responsibilities requiring
the employment of a person for at least forty (40) hours per week throughout the year,
from year to year, and which have been defined as regular full time by the City Council.
"REGULAR PART-TIME POSITION" - A group of duties and responsibilities requiring
the part-time employment of one person for a least fourteen (14) but less than forty (40)
hours per week throughout the year, from year to year, and which have been defined as
regular part-time by the City Council.
",SUPERVISOW — A person designzited as being responsible for a partiCUIr'-11' employee, (Fornia&d: Font: Bo!d
or group of employees. A SUpervisor can be -anyone designated as SLIC11 by the City
COLincil and does not have to be an Employee of the City, bUt may be a person with a
contractual relationship with the City.
"TEMPORARYISEASONAL POSITION" - A group of duties and responsibilities
requiring employment of an individual for six months or less without regard to the
number of hours worked per day or per week by the individual.
"TIME AND A HALF" - The rate of pay to be compensated to non-exempt employees
who work over 40 hours in a week. The rate of pay shall be one and one-half times the
regular hourly rate for every hour of overtime worked.
SECTION 1-8 PROVISIONS SUPERSEDED IN CERTAIN CASES
1-8.1 No provision of this Policy is intended to violate, supersede, or conflict with any
applicable Constitution, statute or regulation, whether state or federal, and to the
extent of any such violation the offending provision of this Policy shall be void,
but all remaining provisions of this Policy shall remain in effect.
SECTION 2 - ORGANIZATION
SECTION 2-1 JOB DESCRIPTIONS
2-1.1 The City will maintain records of job titles and compensation by position and/or
job class, job descriptions for each regular job class and other appropriate
information. New positions can be developed as needed but shall be approved
by the City Council in the budget process, or as needed prior to filling the
position.
2-1.2 A classification is a group of positions sharing common duties and requirements.
Positions within a class are assigned the same title and salary level.
2-1.3 A job description is prepared for regular full-time and part-time positions. Each
description includes: title, department, supervisor" s. title, statement of position
duties and responsibilities and specific statement of qualifications required to
perform the essential requirements of the position. Good attendance and
compliance with work rules and policies are essential requirements of all City
positions.
2-1.4 Prior to posting a vacant position, the existing descriptions and qualifications for
each position are closely examined by the City Administrator and the hiring
department toanuurethe quo|ihcat|onodonot present ortificia|barher to
employment. _
2-1.6 A current job description is provided to each new employee. Supervisors revise
job descriptions as necessary to describe the duties and responsibilities for which
their employees will be held accountable during their upcoming performance
periods. All changes are reviewed and approved by the department head and
City Administrator, subject to City council approval.
SECTION 2 - 2 ASSIGNING AND SCHEDULING WORK
Assignment of work duties and scheduling work is the responsibility of the supervisor
subject to the approval of the department head and/or Administrator,
SECTION 2 - 3 CLASSIFICATION OFJ D DUTIES
The classification of job duties will be the responsibility of the City Administrator.
Assignment of job titles, establishment of minimum qualifications, and the maintenance
of regular job descriptions and related records shall also be the responsibility of the City
Administrator.
SECTION 2 - 4 RECLASSIFICATION
Positions sometimes change over time and some change in jobs is normal and
expected. Occasionally, an employee's job will change so significantly that it no longer
fits the employee's job classification. In these situations, the City may conduct a
classification study. The study may result in a number of different findings: reclassifying
the position to another existing classification, merging classes, creating a new
classification, revising the job, change in departments 01' Supervisors, or a determination
that no change is needed. All classification changes must be approved by the City
Administrator and are subject to City Council approval.
SECTION 2 - 5 DEMOTION
2-5.1 Employees may be demoted if they have been found unsuited for the present
position but may be expected to perform satisfactorily in a lesser position.
Employees may also be demoted if their position(s) has been abolished or
reclassified to a lower class.
2-5.2 A demoted employee's pay will normally be reduced to an amount consistent
with the new job class. However, under certain circumstances, the City may elect
to freeze the pay of employees who are demoted for reasons of reclassification,
restructuring, or other organizational change, unrelated to performance. If the
City freezes an employee's pay, their pay will normally be frozen until such time
as annual adjustments increase the salary range for the demoted position above
that of the employee's salary.
2-5.3 Employees who voluntarily demote or are demoted due to performance issues
shall have their pay established within the range of the new classification at a
level determined by the City Administrator.
SECTION 2 — 6 REDUCTION OF WORKFORCE
If it is necessary to reduce personnel, all efforts will be made to separate
temporary/seasonal employees in affected job classes before regular and probationary
employees in those job classes. Within these groups, the selection of employees to be
retained shall be based on merit and ability or any other relevant factors as determined
by the City Administrator, subject to approval of the City Council.
SECTION 2 — 7 LAYOFF
Employees who are laid off due to reduction in workforce shall be placed on a layoff list
for up to six months. Employees terminated pursuant to redUCtion in workforce have no
right of appeal or any other procedure as set forth in this manual related to termination
of employment for other reasons. If recalled to work within that six month period,
seniority may be reinstated, excluding time in layoff status. Employees do not have the
right to reinstatement. All reinstatement must be approved by the City Council.
SECTION 3 - EMPLOYEE RECRUITMENT AND SELECTION
SECTION 3 — 1 SCOPE
The City Administrator will manage the hiring process for all regular positions within the
City. All applications for full-time and part-time employment shall be submitted to the
City Administrator's Office, or his/her designee, for consideration. The City Administrator
will utilize department resources to assist in the process as appropriate.
SECTION 3 — 2 FEATURES OF THE RECRUITMENT SYSTEM
3-2.1 Regular Position Vacancy Announcements: Position vacancies, for regular full-
time and part-time positions, will normally be published by posting
announcements on of ficial- City- ho ull loti n-boaf4&-Gr-the City website for at least ten
(10) days. Such postings will normally specify the title and salary of the positions;
the nature of the work to be performed; the minimum and essential requirements
of the position; the time and place to apply; the closing date for receiving
applications and other pertinent information.
3-2.2 Application Forms: Application shall normally be made on application forms
provided by the Finance Department. Supplemental questionnaires may be
required in certain situations. All candidates must complete required application
materials, with original signatures, and ensure they are submitted by the
application deadline in order to be considered for the position. The deadline for
applying may be extended by the City Administrator.
3-2.3 Appointments and promotions in the City service shall be made according to
merit and fitness related to the position being filled. Vacant positions will be filled
as regular, casual part-time, paid -per -call, intermittent or temporary/seasonal
appointment, Appointments may be made on a full or part-time basis, Part-time
employees may be hired into a benefit -earning (24 or more hours per week) or
non -benefit -earning (less than 24 hours per week) status.
3-2.4 Position vacancies may be filled on an "acting" basis as needed prior to filling a
position through the normal process. The City Administrator will approve all
acting appointments for regular positions. If a current employee is appointed to
an acting position and is later hired to fill the regular appointment, with no break
in service in the new position, the effective date of the regular appointment will be
considered to be the date on which the acting appointment was made. Pay rate
adjustment for acting appointments will be determined by the City Council with
recommendations made by the City Administrator.
3-2-5 Employees who have left City service in good standing are eligible for
reinstatement at the City's option. The City Administrator may reinstate seniority
for benefit accrual purposes and/or pay, under special circumstances.
SECTION 3 — 3 EXAMINATIONS
3-31 Applicant qualifications will be evaluated in one or more of the following ways: a
training and experience rating; written test; oral test or interview; performance or
demonstrative test; physical agility test, or other appropriate job-related exam.
3-3.2 Any tests for appointment in the City service shall be competitive tests which
shall be open only to applicants who meet the minimum qualifications as stated
on the job posting, or qualifications determined to be equivalent by the City
Administrator,
3-3.3 The City Administrator will determine whether to post the position as a
promotional or open competitive opportunity, subject to City qcouncil approval.
3-3.4 Positions designated as promotional only will normally be open to any City
employee who has successfully completed six months of employment in a
regular position. Temporary/seasonal, intermittent and casual part time
employees are not eligible to apply for promotional -only positions, They are
eligible to apply for open -competitive positions only.
3-3.5 Examination results: The examinations and results of examinations are
confidential. Each person taking an examination shall be entitled to obtain their
final score. Applicants who fail an exam will normally not be eligible to retake the
exam for one year. This requirement may be waived by the City Administrator.
3-3.6 Method of Rating: Sound measurement techniques and procedures shall be used
in rating tests and determining the individual and/or relative ranking of the
candidates.
3-3.7 Candidates are required to attain at least a passing score on each component of
the test in order to continue in the selection process, Access to the testing
process may be limited to the top candidates used on job-related qualifications.
3-3.8 The City Administrator shall establish minimum qualifications for each position
with input from the appropriate department head. All candidates must meet the
minimum qualifications to be eligible to participate in the selection and testing
process.
SECTION 3 - 4 UNLAWFUL ACTS
Falsification of records! No person shall knowingly make any false statement, certificate,
mark, rating, or report in regard to any test, certificate, or appointment held or made
under the city personnel system, or in any manner commit or attempt to commit any
fraud preventing the impartial execution of the provisions of this policy,
SECTION 3 — 6 PRE-EMPLOYMENT MEDICAL EXAMS
3-5.1 The City Administrator may determine that a pre-employment medical
examination, which may include a psychological evaluation, is necessary to
determine fitness to perform the essential duties of any City position. Where a
medical examination is required, the offer of employment will be made contingent
upon successful completion of the medical exam. The medical exam will include
a pre-employment drug test in accordance with the applicable Drug Testing
policy.
3-5.2 Where these exams are required, they will be required of all candidates who are
conditionally offered employment for a given job class. The information obtained
during the medical exam will be treated as confidential medical records.
3-5.3 The exam will be conducted by a licensed physician designated by the City and
the cost of the exam will be paid by the City. The physician will notify the City
Administrator that a candidate either is or isn't medically able to perform the
essential functions of the job, with or without accommodations and whether the
candidate passed the drug test if applicable. If the candidate requires
accommodation to perform one or more of the essential functions of the job, the
City Administrator will confer with the physician and candidate regarding
reasonable and acceptable accommodations.
3-5.4 The physician will inform the candidates of the results of their examination. If a
candidate is rejected for employment based on the results, he/she will be notified
of this determination and may request further explanation from the physician.
SECTION 3 — 6 SELECTION
3-6.1 The selection process will be a cooperative effort between the City Administrator
and the department head, subject to final hiring approval of the City Council. For
regular full-time and part-time positions, the City Administrator will normally
recommend the top candidate or candidates to the City Council who has final
authority on all hires and promotions. The City Council may elect to interview any
or all of the candidates for department head positions.
3-6.2 Hiring of temporary/seasonal, casual part-time and intermittent employees may
be delegated to the department heads or their designee upon approval of the
City Council. These latter appointments may be terminated by the department
head at any time, subject to City Administrator approval.
SECTION 3 —' REPORT OF PERSONNEL CHANGES
The City Administrator shall prescribe the necessary forms for reports of all personnel
changes. Such forms shall provide spaces for entering such supporting or other
pertinent information as the City shall deem necessary.
SECTION 3 — 8 EMPLOYMENT OF FAMILY MEMBERS
3-8.1 The City of Otsego is committed to the policy of equal opportunity when hiring,
promoting and evaluating its employees. For purposes of this policy, immediate
family includes: parent, stepparent, parent -in-law, child, stepchild, son- or
daughter-in-law, sibling or sibling -in-law, grandparent, grandchild, legal guardian,
or ward of an employee or elected official.
3-8.2 Members of an employee's immediate family shall be considered for employment
based solely on the individuals' qualifications for vacant positions. However, the
City will not employ an individual if the individual would be subject to
administrative or supervisory control by a member of the individual's immediate
family. These policies also apply to assigning, evaluating, transferring,
disciplining or promoting an employee.
3-8.3 City employees shall not be involved in the hiring, recommending for hiring,
discipline or promotion of any member of the employee's immediate family, nor
placed in a position with authority to hire or supervise immediate family
members.
3-8.4 The City shall not hire a member of the Mayor or a City Council member's
immediate family while that elected official is in office nor for a minimum 180
days after an elected official is no longer in office.
SECTION 3 — 9 AFFIRMATIVE ACTION/EEO POLICY STATEMENT
3-9.1 There shall be no discrimination of employees or applicants for employment
based on race, color, creed, religion, ancestry, national origin, sexual orientation,
disability, marital status, status with regard to public assistance, political
affiliation, sex or age (except where sex or age is a bona fide occupational
qualification). The City of Otsego will take Affirmative Action to ensure that all
employment practices are free of such discrimination.
3-9.2 Such employment practices include, but are not limited to, the following: hiring,
reclassification, demotion, transfer, recruitment, selection, layoff, disciplinary
action, termination, rates of pay or other forms of compensation, and selection for
training.
3-9.3 The City of Otsego will commit the necessary time and resources, both financial
and human, to achieve the goals of Equal Employment Opportunity and
Affirmative Action. Any employee of the City who does not comply with the Equal
Employment Opportunity Policies and Procedures as set forth in this Statement
and Plan will be subject to disciplinary action.
SECTION 3 — 10 PROBATIONARY PERIODS
3-10.1 All newly hired full-time and part-time (benefit -earning) employees will serve a
minimum of a twelve (12) month probationary period in the position. This period
will be considered a training period. The training period is an integral part of the
selection process, and will be used for observing the employee's work, or training
the employee in work expectations, for assessing the employee's abilities, skills,
and interest, and for rejecting any employee whose performance does not meet
the required work standards or is otherwise not a good fit for the position.
3-10.2 Employees may be dismissed at any time during the initial probationary period.
An employee so dismissed will not have the right to appeal unless the employee
is covered by the Veteran's Preference Law, in which case the employee may
request a hearing pursuant to Minnesota Statute 197.46. Probationary periods
may be extended upon approval of the City Administrator,
3-10.3 Employees who are promoted, granted transfers or reassignments, or voluntarily
demote, will be required to serve an additional probationary period up to six (6)
months. Benefits will not be affected by the additional probationary period in
these situations.
3-10.4 Prior to the end of the probationary period, the department head will document
the probationary employee's performance and will recommend that the employee
either pass probation or be rejected for the position. This documentation should
be submitted to the City Administrator at least two (2) weeks prior to the end of
the probationary period and will be placed in the employee's personnel file. The
City Administrator, with feedback from the department head, will make the final
decision on whether the employee will become a regular employee or will be
terminated, subject to concurrence by the City Council.
3-10.5 If the notification indicates the employee has successfully completed the
probationary period and will be continued, the employee will become a regular
employee within the meaning of this policy. The employee's length of service will
be computed from his/her date of hire,
3-10,6 The City may terminate an employee at any time subject to requirements of
applicable laws and rules. Nothing in this manual shall be construed to imply that
after completion of the probationary period, an employee has any vested interest
or property right to City employment.
SECTION 4 — COMPENSATION
SECTION 4 -1 GENERAL
4-1.1 Employees of the city shall be compensated according to a schedule established
by the City Council. Any wage or salary so established is the total remuneration
for employment, but shall not prevent reimbursement for official travel or other
expenses that may be allowed for the conduct of official business. Unless
approved by the Council, no employee shall receive pay from the City in addition
to the salary authorized for the position to which he or she has been appointed.
4-1.2 Subject to MN Statute 179A.25, but notwithstanding any other law to the
contrary, the city shall maintain equitable compensation relationships as
prescribed by MN Stat. 471.991 to 471.999.
4-1.3 Temporary/seasonal, casual part-time and intermittent employees are not entitled
to benefits, unless specifically provided herein under working on holidays.
4-1.4 Employees to whom the Fair Labor Standards Act applies shall be compensated
for overtime work at one and one-half times their regular rate of pay for work over
40 hours per week. Compensatory time off shall be taken as approved by the
department head for periods of not less than one (1) hour at a time, Employees
may accrue up to forty (40) hours between December 1 and November 30 of the
following year. Hours of compensatory time not taken by November 30 shall be
paid to the employee as hours worked at the applicable rate of pay. Non-exempt
temporary/seasonal employees, will be paid overtime for work in excess of forty
(40) hours per week and will not receive or accrue compensatory time.
4-1.5 Work schedules for personnel shall be established by the appropriate department
head with the approval of the City Administrator and the City Council.
SECTION 4 — 2 PAYCHECKS
4-2.1 The workweek begins on Sunday at 12:01 a.m. and ends on the following
Saturday at midnight.
4-2.2 Paychecks are normally issued every two weeks. Distribution of paychecks to
City employees is to be accomplished in a timely manner using accurate,
consistent procedures. When paydays fall on a holiday, checks are normally
issued the day before the holiday.
4-2.3 Employees are responsible to notify the Finance Department of any change in
status including changes in address, phone number, names of beneficiaries,
marital status, etc,
SECTION 4 =3 OVERTIMEICOMPENSATORY TIME
4-3.1 The City of Otsego has established this overtime policy to comply with applicable
Mate and federal laws governing accrual and use of overtime. The City
Administrator or designee will determine whether an employee is designated as
9jexempt. 5) or "non-exempt", pursuant to the Fair Labor Standards Act.
442 Non -Exempt (Overt! me-eligi b le) Employees:
A. All overtime -eligible employees will be compensated at the rate of time and
one-half for all hours worked over 40 in one workweek. PTO time does not
count toward "hours worked" except during non-scheduled emergencies as
determined by the City Administrator and/or Public Works Director. Holidays
will count as time worked for purposes of computing overtime for non-exempt
employees.
B. Compensation will take the form of either time and one-half pay or
compensatory time. Compensatory time is paid time off at the rate of one and
one-half hours off for each hour of overtime worked. When earned
compensatory time hours are used, they are considered hours worked for
overtime purposes.
C. The employee's supervisor must approve overtime hours in advance
whenever possible. An employee who works overtime without prior approval
may be subject to disciplinary action.
D. Overtime earned will be paid at the rate of time and one-half on the next
regularly scheduled payroll date, unless the employee and the department
head mutually agree that the overtime will be banked as compensatory time
in lieu of payment.
E. The maximum compensatory time accumulation is 40 hours. Compensatory
time may exceed 40 hours only under circumstances that are determined to
be public safety emergencies. Compensatory time may be earned from
December 1 through November 30 each year. By November 3& each year
all employees compensatory time must be used or paid as compensation.
F. Employees may request and use compensatory time off in the same manner
as other leave requests and each request must be approved by the
Department Head.
G. In order to comply with the provisions of the Federal and State Fair Labor
Standards Acts, hours worked and leave time used by all non-exempt
employees are recorded daily and reported on a biweekly basis. Each
electronic time reporting form includes the approval of the employee and
immediate supervisor.
H. All compensatory time will be marked as such on official timesheets, both
when it is earned and when it is used. The Finance Department will maintain
compensatory time records. All compensatory time accrued will be paid when
the employee leaves city employment at the hourly pay rate the employee is
earning at that time.
4-3.3 Exempt (Salaried) Employees:
A. Exempt employees are expected to work whatever hours are necessary in
order to meet the performance expectations outlined by their supervisors. On
occasion, they are required to work on Holidays, Saturdays or Sundays and
these will not be considered extra workdays and they will not be compensated
additionally for them. Exempt employees do not receive extra pay for the
hours worked over 40 in one workweek.
B. Exempt employees are paid on a salary basis. This means that they receive a
predetermined amount of pay each pay period and are not paid by the hour.
Their pay does not vary based on the quality or quantity of work performed,
and they receive their full weekly salary for any week in which any work is
performed.
However, exempt staff are required to use paid leave when on personal
business or away from the office for four (4) hours or more, on a given day,
unless the City Administrator approves an exception. Absences of less than
four (4) hours do not require use of paid leave as it is presumed that the staff
member regularly puts in extra hours above and beyond the normal forty- (40)
hour workweek. Over a sustained year period, it is expected that salaried
employees shall put in at least as many hours as would an hourly employee
considered to be full-time.
C. The City of Otsego will not make deductions from pay due to exempt
employees being absent for jury duty or attendance as a witness in a legal
proceeding but will require the employee to pay back to the city any amounts
received by the employee as jury fees or witness fees, excluding mileage
reimbursement.
D. If the city inadvertently makes an improper deduction to the weekly salary of
an exempt employee, the City will reimburse the employee and make
appropriate changes to comply in the future.
E. Employees must communicate their absence to the City Administrator or
designee. FLSA Exempt employees shall complete an electronic time
reporting form, on a biweekly basis, indicating exceptions to the normal work
week (i.e. use of PTO, holidays and other authorized leaves). Because
exempt employees are required to work longer days at times, and come in on
days off, their work hours may vary from a standard schedule. Their regular
workdays shall be based upon their department schedule.
4-3.4 Requirement to Work Overtime:
A. Overtime should be avoided but, when it is necessary, the immediate
supervisor or department head) must give specific approval prior to its being
worked. Pre -authorization may be presumed by employees in emergency
situations such as excess snowfall, flood, natural disasters, lift station
malfunctions, or other similar situations where the immediate response of
staff is required to avert endangerment of life, home or property.
B. All employees, in all departments, are required to work overtime if requested
by their supervisors as a condition of continued employment. Refusal to work
overtime may result in disciplinary action. Supervisors will make reasonable
efforts to balance the personal needs of their employees when assigning
overtime work.
SECTION 4 - 4 SALARY REVIEW
4-4.1 It shall be the general policy to review salaries and establish salary adjustments,
in accordance with the City's Compensation Plan.
4-4.2 Salary ranges will normally be adjusted the first day of January each year as
determined appropriate by the City Council, consistent with the City's
Compensation Plan.
SECTION 4 — 5 MEAL BREAKS AND REST PERIODS
4-5.1 City employees, when working under conditions where the use of a break is
practical, shall be granted the privilege of taking two fifteen (15) minute breaks
during each work shift of eight (8) or more hours at a time specified by the
immediate supervisor. A fifteen (15) minute break is rneasu red from the time
work is stopped until it is resumed. Break times may not be used to shorten the
workday (e.g. Saving the two fifteen minute breaks to the end of the day and
leaving after 7 1/2or 8 1/2hours - for those working eight (8) or nine (9) hour shifts
is prohibited.) However, upon approval, the two 15 minute breaks May be
combined to create a paid meal break approximately mid -way through a shift of
eight hours or more.
Exceptions may be approved by the department head, subject to agreement by
the City Administrator. It is understood that employees may need to return to
their duties during any paid break if the need arises to ensure continuity of
services.
4-5.2 Employees working in City buildings shall normally take their break at the place
provided for that purpose in each building, Employees working out-of-doors shall
normally take their break at the location of their work.
Employees whose duties involve traveling throughout the City may stop along the
assigned route at a restaurant or other public accommodation for their fifteen (15)
minute break. Exceptions may be approved by the supervisor or department
head.
SECTION 5 - EMPLOYEE BENEFITS
SECTION 5 -1 ELIGIBILITY
5-1.1 Employee benefits mentioned in this section apply to all employees except
temporary/seasonal, contract, part-time under 24 hours per week, intermittent,
paid on call, or volunteers.
5-1,2 Employees who are hired for part time positions of 24 or more hours per week
are eligible for pro -rated benefits. Such benefits will be pro -rated based on hours
approved for the position and worked by the employee as compared to a full time
position of two thousand eighty (2080) hours per year.
SECTION 5 — 2 RETIREMENT BENEFITS
5
Al -2.1 Public Employees Retirement AM. . ssociation (PE
All persons, with the possible exception of the City Administrator pursuant to
State law, hired for regular full and part time positions and certain
temporary/seasonal positions with the City of Otsego are members of the Public
Employees Retirement Association. Employees shall have deductions made, as
established by law from each payroll.
5-2.2 Peferred Compensation:
Deferred compensation plans, which defer a portion of the employee's income for
retirement purpose and shelters such deferred amounts from state and federal
taxes, may be made available to all regular and probationary full time and
benefit -earning part-time City employees,
SECTION 5 - 3 INSURANCE BENEFITS
6-3.1 All regular and probationary full-time and part-time employees scheduled for 24
or more hours per week are eligible to participate in the City's Benefits Plan.
5-3.2 Insurance:
A. Regular and probationary full-time employees are eligible for insurance
coverage under the City -sponsored plans. Part-time employees hired to work
24 or more hours per week may elect to be covered under these insurance
plans. City contributions for regular and probationary part-time employees will
be pro -rated based on the positions' hours as approved by the City Council,
B. The City provides group health and dental insurance for eligible employees.
The City contribution toward health and dental insurance premiums and
Health Savings Account (HSA) will be determined by the City Council on an
annual basis,
C, The City provides a City -paid $10,000 term life insurance policy and short-
term and long-term disability insurance for eligible employees. The disability
coverage pays weekly benefits beginning on the first day of disability caused
by an injury or the eighth day of disability resulting from sickness.
SECTION 5-4 Medical and Dependent Care Flexible Benefit Plans:
5-4.1 The City provides a flexible benefit plan that allows an employee to set aside pre-
tax income for eligible medical and child care expenses for all regular and
probationary full time and benefit -earning part-time City employees. These plans
provide employees with a choice among different combinations of medical care
benefits, dependent care benefits and direct compensation.
5-4.2 Participants may designate a portion of their compensation as Pay Conversion
Contributions. These contributions may be applied toward the following benefits:
A. Medical Expense Reimbursement Plan - This plan has been established by
the City to help provide more complete medical coverage for those
employees who participate in the Employer's flex plan and who choose to
make contributions to a medical expense reimbursement account. It is
intended to provide reimbursement of deductibles, co -payments, and
coinsurance amounts that a participant may be required to pay, as well as
reimbursement of other eligible medical and hospitalization expenses covered
by this plan.
B. Dependent Care Assistance Plan - This plan has been established by the
City for the benefit of employees who participate in the flex plan, and who
choose to make contributions to a dependent care expense reimbursement
account. It is intended to provide reimbursement for eligible expenses for the
custodial care of a child or other eligible dependent when such custodial care
is needed to enable the participant and his or her spouse if applicable) to
remain employed.
5-4.3 The Medical Expense and Dependent Care Plan Documents describe each
benefit in detail. Participants are given a Summary Plan Description upon
entering the Plan and the Plan document is retained on file in the City Finance
Department for use by employees.
SECTION 5 — 6 CONTINUATION OF BENEFITS
5-5.1 The City of Otsego, as required by law, provides continuation of benefits under
Consolidated Omnibus Budget Reconciliation Act (COBRA) and Minnesota
Continuation law. COBRA gives employees and their dependents that lose their
health benefits due to a qualifying event the right to choose to continue group
health benefits provided by their group plan for limited periods of time. Minnesota
Continuation Law provides for continuation of group life insurance for a maximum
of 18 months. An administrative fee may apply to continuation of benefits,
6-5.2 Except for new employees still completing their first six months of employment,
the City may continue an employee's city -paid contribution to health and dental
insurance benefits while an employee is on qualifying leave pursuant to the City's
long-term disability plan. In no case shall the city's contribution for health and
dental insurance during long-term disability leave exceed six (6) months from the
commencement of the leave. Any exceptions to this policy will require the
approval of the Otsego City Council.
SECTION 6 -. LEAVES OF ABSENCE
SECTION 6-1 PERSONAL TIME OFF LEAVE
6-1.1 Personal Time Off Leave (PTO):
PTO will accrue according to the following schedule for regular and probationary full-
time employees. Eligible part-time employees working a minimum of 24 hours per week
will receive pro -rated leave based on their scheduled hours. PTO Schedule:
BENEFIT ELIGIBLE YEARS
OF EMPLOYMENT
0 through 1 year
2 through 5 years
6 through 9 years
10 through 14 years
15+ years
ACCRUALPES
PTO HOURS
PAY PERIOD
PER YEAR
4.00 hours
104 hours
6.77 hours
176 hours
8.00 hours
208 hours
Eight hours additional for each year
9.85 hours
266 hours
The City Administrator can start a new employee at a higher PTO accrual rate subject to
City Council approval. Changes in accrual rate will occur on the employee's anniversary
date.
Effective January 1, 2012, vacation hours carried into 2012 will convert to PTO.
Employees will earn PTO based on the number of hours of vacation earned in 2011.
For instance, if an employee accrued 120 hours of vacation leave and 40 hours of
personal leave in 2011, the employee will now accrue 208 hours of PTO.
6-1.2 Guidelines for PTO:
A. PTO can be used for any reason. PTO shall be scheduled in advance unless it
is used for illness or similar unexpected situations.
B. Employees may carry over from one calendar year ending December 31 to the
next up to the amount of PTO earned in the prior year. On an exception basis,
where an employee could not take PTO due to an exceptionally heavy
workload or emergency, the City Administrator may approve up to an additional
40 hours of PTO for carry over into the following year.
C. An employee receiving payments under the City's short term, or long-term
disability insurance plan will not accrue PTO. PTO shall not accrue during
leaves of absence without pay.
-1. Administration of PTO:
The following procedures shall be followed in administering PTO:
A. Employees may not use PTO in excess of the amount they have accrued.
B. INTO cannot be transferred from one employee to another.
C. PTO shall accrue during the probationary period. However, PTO shall not be
available for use until after the first six months of employment.
D. Supervisors shall establish procedures for scheduling leaves for their
department giving consideration to the needs of the City services and the ability
of the remaining staff to perform work responsibilities.
E. PTO may be used in no less than thirty (30) minute increments.
F. When non-exempt employees work less than their scheduled hours, they are
required to use paid leave to cover the number of hours missed in the
workweek. They may not use leave time to go over 40 hours per week except
in cases of an emergency as described in Section 4-3.2A. When employees
have used all eligible paid leave and compensatory time, any additional hours
missed will be without pay.
SECTION 6 - 2 HOLIDAYS
The following holidays are observed by the City:
New Year's Day (January Ist) January}
Martin Luther King, Jr.'s Birthday (third Monday in
Presidents Day (third Monday in February)
Memorial is (last Monday in May)
Independence Day (July 4th)
Labor Day (first Monday in September)
Veteran's Day (November 1 Ith)
Thanksgiving Holiday (fourth Thursday in November)
Friday After Thanksgiving
Christmas Eve (December 24)
Christmas Day (December 25)
Regular full-time employees are eligible to receive pay for these holidays. Eligible
-Regular part-time employees scheduled to work a minimum 1248 hours per year
(average of 25 hours per week) will receive pr -rated paid holidays; hours of holiday
pay will be pro -rated according to the number of hours worked. Temporary and
seasonal employees are not eligible for paid holiday leave.
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An employee is entitled to holiday pay if he/she has worked or has used other paid
leave his/her last scheduled day prior to and his/her first scheduled day after the official
holiday.
Generally, for employees working a Monday through Friday workweek, holidays
occurring on Saturday will be observed the preceding Friday and holidays occurring on
Sunday will be observed on the following Monday. When Christmas Eve Day falls on a
Saturday or Sunday, or when Christmas Day falls on a Saturday, the City may
designate one of these holidays as a floating holiday to be taken at another time as
approved by the employee's supervisor. A floating holiday is equal to eight (8) hours of
holiday leave. The floating holiday must be taken in a one day increment with the
exception of employees scheduled to work four hour shifts. These employees may take
their floating holiday in two four hour increments on days in which they were scheduled
to work a four hour shift.
6-2.1 Holiday Overtime
All non-exempt employees who are required to work on an actual or observed holiday
shall receive two times their hourly rate for all hours on that day. This holiday overtime
will be paid in addition to any holiday pay eligible employees would have been entitled
to had they not been required to work.
SECTION 6 — 3 FAMILY AND MEDICAL LEAVE
6-3,1 Reasons for Family and Medical Leave
In accordance with the Family and Medical Leave Act (FMLA), unpaid job protected
leave will be granted to all eligible employees (male and female) for up to twelve (12)
weeks per twelve (12) month period for any of the following reasons:
A. Birth and care of a newborn child, pre -natal care or incapacity due to
pregnancy,
B. Placement of a child with the employee for adoption or foster care;.
C. To care for a spouse, son, daughter or parent who has a serious health condition;
D. Inpatient Treatment;
E. For a serious health condition, that makes the employee unable to perform the
functions of the position; or
F. Because of any qualifying exigency arising out of the fact that the spouse, or a son,
daughter, or parent of the employee is on active duty or has been notified of an
impending call or order to active duty) in the Armed Forces in support of a
contingency operation.
6-3.2 Service Member Family Leave:
An eligible employee who is the spouse, son, daughter, parent or next of kin of a
covered service member shall be entitled to a total of 26 workweeks of leave during a
12 -month period to care for the service member with a serious active -duty -related
illness or injury (see definition below). The leave described in this paragraph shall only
Ice available during a single 12 -month period. The leave is allowed once per service
member and once per injury.
6-3.3 Under the FI LA, the following definitionsi apply:
"Caring" for someone includes psychological as well as physical care. It also includes
acquiring care and sharing care duties.
An eligible "son or daughter" is defined as a person under 18 years of age or a
person incapable of self-care because of a physical or mental disability) who is a
biological, adopted, foster or step child, a ward of the employee, or a person with
whom the employee is charged with a parent's rights, duties and responsibilities, For
purposes of military qualifying exigency leave, the age limit is disregarded.
An eligible "parent" includes a biological parent or a person who was charged with
a parent's rights, duties and responsibilities over the employee when the employee
was under the legal age, but doesn't include in-laws.
The term "serious health condition" means an illness, injury, impairment, or
physical or mental condition that involves:
A. inpatient care in a hospital, hospice, or residential medical care facility; or
B. continuing treatment by a health care provider.
The term f"serious injury or illness", in the case of a member of the Armed Forces,
means an injury or illness incurred by the member in line of duty on active duty in
the Armed Forces that may render the member medically unfit to perform the
duties of the member's office, grade, rank, or rating.
FMLA is available for treatment of substance abuse when it qualifies as a "serious
health condition" but not for an absence that was required because of use of a
substance.
The term I F active duty" means duty under a call or order to active duty under a
provision of law referred to in section 10 1 (a) (13) (B) of title 10, United States
Code.
The term "contingency operation" has the same meaning given such term in
section 101 (a) (1 3) of title 10, United States Code.
The term "covered service member 27 means a member of the Armed Forces,
including a member of the National Guard or Reserves, who is undergoing medical
treatment, recuperation, or therapy, is otherwise in outpatient status, or is
otherwise on the temporary disability retired list, for a serious injury or illness.
6-3.4 Eligibility:,
An eligible employee is one who has worked for the City for a cumulative period of
twelve (112) months and worked at least 1,260 hours for the City during the twelve (12)
month period prior to requesting the leave, Military service shall count toward the twelve
month, 1,250 hour service requirement, Breaks in service for National Guard or Military
Reserve duty shall also count toward the twelve (12) month, 1,250 hour requirement.
6-3.5 Length Of Leave:
A, The length of FMLA leave (except for Military Caregiver purposes) is not to
exceed twelve (112) weeks in any twelve (12) month period. The entitlement to
FMLA leave for the birth or placement of a child expires twelve (12) months
after the birth or placement of the child.
B. The length of leave for Military Caregiver purposes is not to exceed 26 weeks in
any twelve (12) month period.
C. Combined Leave Total - During the single 12 -month period described above for
Military Caregiver Leave, an eligible employee shall be entitled to a combined
total of 26 workweeks of leave under A and B. Nothing in this paragraph shall
be construed to limit the availability of leave under paragraph A during any
other 12 -month period.
6-3.6 Leave Year:
The leave year begins on the first day of an employee's leave and continues for 12
consecutive months thereafter for purposes of this policy.
6-3.7 Notice:
The employee is to give verbal or written notice at least thirty (30) days prior to the date
on which the leave is to begin. The thirty (30) day notice requirement can be waived by
the City if circumstances warrant.
If an employee fails to give thirty (30) days notice for a foreseeable leave with no
reasonable explanation for the delay, the leave may be denied until thirty (30) days after
the employee provides notice. Planned medical treatment should be scheduled so that
it will not unduly disrupt the City's operations,
6-3.8 Medical Certification:
The employee may be required to submit medical certification to support a request for
leave because of a serious health condition of a child, spouse, parent or the employee.
A "Certification of Physician or Practitioner" form can be obtained from the Finance
Department.
It is to be completed by the attending physician or practitioner and submitted to the City
Administrator within ten (10) days after requested, or as soon as is reasonably
practicable.
It must include enough facts to determine whether the certification is sufficient to
warrant the leave of absence.
A. For an employee with a serious health condition, it will be sufficient if it states,
1. the date on which the serious health condition commenced;
2. the probable duration of the condition;
3. the appropriate medical facts within the knowledge of the health care
provider regarding the condition;
B. Fora leave for care for a son, daughter, spouse, or parent, it must provide an
estimate of the amount of time that such employee is needed to care for the
son, daughter, spouse, or parent.
C. In the case of certification for intermittent leave, or leave on a reduced leave
schedule, for planned medical treatment, it must include the dates on which
such treatment is expected to be given and the duration of such treatment;
D. In the case of certification for intermittent leave, or leave on a reduced leave
schedule, for a chronic serious health condition, it must include a statement of
the medical necessity for the intermittent leave or leave on a reduced leave
schedule, and the expected duration of the intermittent leave or reduced leave
schedule; and
E. For intermittent leave, or leave on a reduced leave schedule, for the care of the
son, daughter, parent, or spouse who has a serious health condition, it must
show it is medically necessary to care for that family member, or will assist in
their recovery, and the expected duration and schedule of the intermittent leave
or reduced leave schedule.
F. The City may require a second or third) opinion at the City's expense, If
required, the City will select a health care provider not regularly associated with
the City.
6-3.9 Re -certification:
Re -certification may be required if the employee requests an extension of the original
length approved by the City (up to a maximum of twelve (12) weeks) or if the
employee's circumstances change. Re -certification may also be required if there is a
question as to the validity of the certification or if the employee is unable to return to
work due to the serious health condition.
6-3.10 Intermittent Leave:
Leave requested because of a serious health condition of either a family member or the
employee may be taken intermittently or on a reduced schedule if such leave is deemed
to be medically necessary. All requests for intermittent leave will be evaluated on a
case-by-case basis. Employees are required to make reasonable efforts to schedule
leave that is foreseeable for planned medical treatment so the leave does not unduly
disrupt City operations,
The employer may require the employee to transfer temporarily to an alternative
position, with equivalent pay and benefits that better accommodates the intermittent
leave than the regular position.
6-3.11 'Fitness For Duly Cert ca ion:
The City may require a medical certificate attesting to the employee's fitness for duty
prior to return to work, The fitness for duty report must be based on the particular health
condition(s) for which the leave was approved and must address whether the employee
canperform the essential functions of the job. The City Administrator may consult with a
physician or other expert to determine reasonable accommodations for any employee
who is a "qualified disabled" employee under the ADA (Americans with Disabilities Act).
If a fitness for duty certification is required, the City may deny reinstatement until it is
provided.
6-3A2 Job Protection:
Employees returning from Family and Medical Leave will be reinstated in their former
position or a position equivalent in pay, benefits and other terms and conditions of
employment.
An employee's reinstatement rights are the same as they would have been had the
employee not been on leave. Thus, if an employee's position would have been
eliminated or an employee would have been terminated but for the leave, the employee
would not have the right to be reinstated upon return from leave.
6-3.13 Effect On Ban
A. Health and Dental Insurance - An employee granted a leave under this policy
will continue to be covered under the City's group health and dental insurance
plan under the same conditions and at the same level of City contribution as
would have been provided if they had been continuously employed during the
leave period. If there are changes in the City's contribution levels while the
employee is on leave, those changes will take place as if the employee were
still on the job.
The employee will be required to continue payment of the employee portion of
all group insurance coverage, and the city's portion plus any required
administrative fee, if applicable, for life insurance continuation, if continuation
is desired.
Employees must make arrangements with the Finance Department for
payment of the employee's portion of premiums. If an employee's contribution
is more than thirty (30) days late, the City may terminate the employee's
insurance coverage (subject to COBRA requirements).
B. Senio Seniority does not accrue during the period of unpaid Family and
alg� o
Medical Leave (except as allowed during a parental leave, USERRA r when
the leave is covered by Worker's Compensation), However. seniority accrued
prior to commencement of FMLA leave will not be lost.
C. Use Of Accrued Compensatory Time Or Paid Leave During Family And
Medical Leave - During the Family and Medical Leave, employees must use
their accrued compensatory time prior to taking an unpaid leave unless their
medical condition/injury is covered by worker's compensation or disability
insurance, or the absence qualifies under the State Parental Leave law (see
Parental Leave Policy - 6-8).
Employees may use accrued PTO, if they so choose, after compensatory
time is exhausted. When compensatory time has been exhausted, any
remaining time will be unpaid except for PTO requested by the employee.
D. Effect On Pension - FMLA leave counts as continued service for purposes of
retirement or pension plans.
E. Tral - Employees who have missed training sessions while on FIVILA
leave will be given a reasonable opportunity to make them up.
6-3.1 Records Retention:
Records on FIVILA leave will be kept along with normal payroll records except that any
medical record will be maintained separately as a confidential medical record in
accordance with the law.
6-3.15,Fallure To Return From FIVILA Leave:
A. Employees who cannot return from an approved Family and Medical Leave at
the end of the approved leave period must request an extension (up to the
maximum of twelve (112) weeks allowed). If the twelve (112) allowable weeks
have already been used, the employee can request to go on a regular unpaid
leave of absence.
If approved, the employee will be required to pay the full cost of all group
insurance, as allowed under COBRA, in order to continue coverage. See
exception to this rule under Continuation Coverage, Section 5-5,2-
B. If the unpaid leave of absence is not approved or the employee fails to
request additional leave, the employee will be considered to have voluntarily
quit in accordance with the Attendance Policy.
C. If circumstances beyond the employee's control prevented the employee from
requesting additional leave, a retroactive leave request may be allowed,
subject to the City Administrator's approval.
D. if an employee fails to return from an FI LA leave and is determined to have
voluntarily quit as described above, the City may seek reimbursement from
the employee for the portion of the premiums paid by the City on behalf of
that employee during the period of leave.
Section 6 - 4ADMINISTRATIVE LEAVE
Under special circumstances. the City Administrator or City Council may, at the City's
discretion, place an employee on an administrative leave pending the outcome of an
internal or external investigation or criminal proceeding. The leave may be paid or
unpaid, depending on the circumstances, as determined by the City Administrator.
Section 6 — 5 ADVERSE WEATHER
City facilities will be open during adverse weather, Due to individual circumstances,
each employee will have to evaluate the weather and road conditions In deciding to
report to work or leave early). Employees will be paid for hours worked. Public works
maintenance employees would generally be required to report to work regardless of
conditions.
The City Administrator will decide whether conditions indicate a general excused
absence for those unable to report to work due to the adverse weather. Employees
shall take PTO or use compensatory time if eligible, or unpaid time. Decisions to cancel
departmental programs (special events, after school programs, etc) will be made by the
respective department head or his/her designee.
Section 6 — 6 JOB RELATED INJURIES OR ILLNESS
6-6.1 All employees are required to immediately report all job-related illnesses or
injuries to their supervisor immediately no matter how minor). If a supervisor is
not available and the nature of injury or illness requires immediate treatment, the
employee shall go to the nearest available medical facility for treatment and, as
soon as possible, notify hisiher supervisor (and the managed care provider) of
the action taken.
If the injury is not of an emergency nature, but requires medical attention, the
employee shall report it to the supervisor and call the managed care provider to
schedule a medical appointment.
6-6.2 Worker's Compensation benefits and procedures to return to work shall be
applied according to applicable State and Federal laws, and requirements of the
City's Workers Compensation Administrator.
6 - 7 EMPLOYEES WITH HEALTH-RELATED WORK RESTRICTIONS
6-7.1 At times employees may require job modifications, a leave of absence, or other
action due to an injury, illness or a medical or psychological condition preventing
them from per -forming one or more of their required duties. Employees are
responsible for notifying their supervisor of any need for job modification or leave
of absence. Each situation will be evaluated on a case-by-case basis consistent
with applicable State and Federal laws. Medical documentation may be required.
6-7.2 Job modification, leaves, or other action may also be required when an employee
cannot safely perform the job. This includes situations where exposure to
potentially harmful situations or substances is likely to jeopardize the health or
safety of the employee, coworkers, or the public. It also includes situations where
an employee's work performance - or other indications- lead a supervisor to
objectively conclude that the employee may not be able to per -form the job or
parts of the job safely.
6-7.3 The City Administrator will advise supervisors and department heads as to
appropriate actions to take and/or job modifications needed. Job modifications
gill normally be temporary in nature unless required to be otherwise by law. At
times, an outside resource may be called to assist in determining appropriate
action. This may include the employee's physician, a City -appointed physician or
psychologist, ora rehabilitation or occupational medicine specialist.
6-7.4 Employees are responsible to notify the Finance Department of any change in
status including changes in address, phone number, names of beneficiaries,
marital status, etc.
6 - 8 PARENTING LEAVE
6-8.1 Employees who work twenty (20) hours or more per week and have been
employed more than one year are entitled to take an unpaid leave of absence in
connection with the birth or adoption of a child. The leave may not exceed six
weeks, and must begin not more than six (6) weeks after the birth or adoption of
the child.
6-8.2 Employees are not required to use PTO during parental leave but may use it at
their option for any period of this leave.
6-8.3 The employee is entitled to return to work in the same position and at the same
rate of pay the employee was receiving prior to commencement of the leave.
Group insurance coverage and City contributions will remain in effect during the
six (6) week leave.
6-8.4 If the employee has any FMLA eligibility remaining at the time this leave
commences, this leave will also count as FMLA leave. The two leaves will run
concurrently until eligibility for either leave expires.
6-8,5 Seniority will continue to accrue during the six (6) week parental leave for eligible
employees. Employees, who are not covered under the law, may receive up to a
maximum of two (2) weeks unpaid leave that is not adjusted for seniority with
authorization of the department head and City Administrator.
SECTION 6 - 9 EMERGENCY/FUNERAL LEAVE
6-9.1 Emergency/funeral leave may be granted to regular and probationary full time
and benefit -earning part-time City employees by the employee's immediate
supervisor, To be eligible for emergency/funeral leave, an employee must furnish
adequate proof that a death has occurred within the employee's immediate family
or that a member of the immediate family suffers from a debilitating personal
illness or accidental bodily injury such that his/her physical care requires the
continuous presence of the employee. See also Family and Medical Leave.
6-9.2 The term "Immediate family" shall include spouse, parents and step-parents,
children, step -children, grandparents, and brothers and sisters of the employee
or employee's spouse. Relatives of the employee other than those above listed
shall not be considered members of the immediate family for the purposes of this
policy.
6-9.3 Paid emergency/funeral leave may be granted for one or two workdays where
the supervisor concludes such leave is warranted.
SECTION 6 - 10 MILITARY LEAVE
6-10.1 Minnesota Statutes Section 192.26 and 192.261 provide that an employee of any
municipality who is a member of the National Guard, the Naval Militia, the
Officers Reserve Corps, the Naval Reserve, the Marine Corps Reserve or any
other reserve component of the military or naval forces of the United States, is
entitled to a leave of absence without loss of pay, seniority status, efficiency
rating, or benefits for the time such employee is engaged in training or active
service not exceeding a total of fifteen (15) days in a ny calendar year.
6-10.2 In accordance with State Law, the employee shall be granted an unpaid leave of
absence when called to active duty. If an employee has not yet used their fifteen
(15) days of paid leave when called to active duty, any unused paid time will be
allowed prior to the unpaid leave of absence.
6-10.3 The leave of absence is only in the event the employee returns to employment
immediately upon being relieved from military or naval service, or is prevented
from returning by physical or mental disability or other cause not the fault of the
employee, or is required by the proper authority to continue in military or naval
service beyond the fifteen (115) day period allowed for the paid leave of absence.
Notice shall be given the Employer at least fifteen (15) working days in advance
of the requested leave. Notice may be waived under certain circumstances.
6-10.4 Returning reservists have the right to return to their jobs or another job of similar
seniority, status, and pay upon completion of active duty in accordance with M.S.
192.261, Subd. 2 and 38 U.S.C. Section 2021 and 2024.
-10.5 Employees on authorized military leave shall receive the difference between their
normal salary and military pay for the approved period. The City cannot require
that an employee on military leave use accrued paid leave.
6-10.6 Eligibility for continuation of insurance coverage will follow the same procedures
as for any terminated or laid -off employee while the employee is on an unpaid
leave of absence for active duty. In addition, military leaves of absence shall be
considered work time for the purposes of PTO accrual. See also Section 6 -
Family and Medical Leave.
SECTION 6-11 JURY DUTY LEAVE
6-11.1 Full time and benefit -earning part-time employees shall be granted paid leaves of
absence for required jury duty provided that such duty does not exceed one
hundred twenty (1120) hours in any one calendar year. Employees shall receive
that portion of their regular straight time pay that will, together with their jury pay,
equal their total compensation for the same period.
The time spent on jury duty shall not be counted as time in computing overtime.
Employees excused or release from jury duty during their regular working hours
shall report to their supervisors immediately thereafter.
6-11.2 Employees shall notify their supervisor as soon as possible after receiving notice
to report for jury duty. The employee will be responsible for ensuring that, a report
of jury duty and pay form is completed by the Clerk of Court each week so that
City will be able to determine the amount of compensation due for the period
involved.
6-11.3 Temporary/seasonal and part-time employees working less than 24 hours per
week are not eligible for compensation for absences due to jury duty. They can
take a leave without pay with department head approval.
6-11.4 Court Appearances - Employees will be granted paid leave time to testify in
Court only for City -related business. Any compensation received for court
appearances (e.g. subpoena fees) arising out of or in connection with City
employment, minus mileage reimbursement, must be turned over to the Finance
Department.
SECTION 8 — 12 SCHOOL CONFERENCE LEAVE
Any employee who has worked half -tire or more for more than twelve 1 consecutive
months, may tale unpaid leave for up to a total of sixteen 1 hours during any school
year to attend school conferences or classroom activities related to the employee's child
(under 18 or under 20 and still attending secondary school), provided the conference or
classroom activities cannot be scheduled during non -work hours. Verification may b
required.
SECTION 6 —13 ELECTI NSW TIN
-13.1 An employee who is selected to serve as an election judge pursuant to M.S.
Section 20413.21 subd. 2, will be allowed time off without pay for purposes of
serving as an election judge, provided that the employee gives the City ten 1
days written notice,
-13. All employees who are eligible to vote at a State general election, at an election
to fill a vacancy in the office of United States Senator or Representative, or in a
Presidential primary, shall be allowed time off with pay to vote during the morning
of election day.
SECTION 6 —14 LEAVE OF ABSENCE WITHOUT PAS'
-14.1 This section sets forth policy regarding leave without pay and shall generally be
followed to promote fairness and consistency. However, nothing in this policy
skull limit the City's authority to make additional reasonable accommodations as
may be necessary and which do net result in hardship to the City.
8-14.2 Supervisors may, giving consideration to the needs of the City and the ability of
the remaining staff to accomplish work responsibilities, authorize regular
employees to be absent without pay for personal reasons for a period or periods
up to a total of ten (1 0) working days in any calendar year. bequests for leave of
absence without pay in excess of ten 1 days and up to 30 days in a calendar
year must be approved in advance by the City Administrator.
Leave without pay for 30 days or more roust be approved by the City Council.
Employees are not eligible for leave of absences beyond one year - including
paid and unpaid leave time combined.
8-14.3 Employees shall request such leaves of absence without pay in writing in
advance of the desired date indicating the reason(s) for absence, the specific
absence period and anticipated date of return to work, The City Council may
waive this requirement under extenuating circumstances.
6-14.4 Leaves of absence will not be given for the purpose of enabling any employee to
work for another employer or to engage in any form of self-employment. Any
employee who obtains a leave of absence by misrepresenting the purpose
therefore shall be discharged.
6-14.5 While on approved leave of absence without pay exceeding ten consecutive
working days, an employee will not receive city contributions to city -sponsored
group insurance(S) unless the leave qualifies as parenting or family and medical
leave or the employee i s receiving LTD (See Section 5-5.2). Employees wiII not
be eligible for holiday pay or PTO accrual for unpaid leaves of absences. Nor will
the time on leave of absence without pay be considered for purposes of
calculating seniority where the period exceeds ten consecutive working days,
Exceptions will be made for employees during active status with the armed
forces pursuant to federal law.
6-14.6 To qualify for leave without pay, an employee must first use all accrued PTO and
compensatory time. Leave without pay for purposes other than medical leave,
military leave or work-related injuries will be at the convenience of the City.
6-14.7 Employees returning from a leave without pay for a reason other than a qualified
Parenting or Family and Medical Leave will be guaranteed return to the original
position only for absences of thirty (30) calendar days or less.
6-14.8 Employees receiving leave without pay in excess of thirty (30) calendar days, for
reasons other than qualified Parenting or Family and Medical Leave, are not
guaranteed return to their original position. If their original position or a position of
similar or lesser status is available, it may be offered at the discretion of the City.
See also Military Leave, Section 6 - 10,
6-14.9The City acknowledges these provisions are not intended to modify or replace
any rights to any employee that are granted under State or Federal law.
SECTION 7 - PERFORMANCE REVIEWS
SECTION 7 — I PURPOSE
An objective performance review system has been established by the City of Otsego for
the purpose of periodically documenting the performance of City employees. The quality
of performance rendered by the employee in the past will, in every case, receive due
consideration in such personnel decisions as promotions, transfers, demotions,
terminations and, where applicable, salary adjustments.
SECTION 7 - 2 GUIDELINES:
A. Performance reviews will rior4lly-be-disot4&se-d-wiU-1-til"MPlOYe-G.--)LO
completed, by a designated SLIpervisor or department lie ceive
feedback from others in completing the review. Performance reviews will be
diSCLISSed with the employee. Employees do not have the right Under this
Polis y to change or grieve their performance review, but may submit a written
response, which, subject to review by the City Administrator, will normally be
attached to the performance review.
B, All performance reviews bele�econinleted by SUPervisors below the
department head level will be reviewed and approved by the applicable
department heads and the City Administrator. T4ie-Gity-Ad4ni,stfaWr-P1 1
The City Council has sole authority to
evaluate the City Administrator and may elect to receive feedback from others
as part of the process.
C. Performance reviews should be scheduled on a regular basis, at least
annually. Additionally - per-formance reviews may I)e sclieduled at the
discretion of the CitV,_and in the event of circumstance action or inaction
dict_ tinct the need for additional review. The Performance review -fid form,
with or withQLA all required signatures, shall be retained as part of the
employee's personnel file in the Finance Department. 14oweve-r--Muring the
employment probationary period, performance reviews she-uld= be
conducted at five (5) and eleven (111) months for those with one (1) year
probationary periods. If the probationgry period is exte
� n d e c .1a c .16 Vi on a.1
reviews will be schedule as is appropriate.
D. Peilormance reviews will be imployee and the person
res onsible for the review. Signing of the Performance reviewdeca-ument
b -the employee acknowledges that lie or she has read the review and has
bean --had an opportUn!!y to discussed it with the aupepAisor- person
-responsible for the review. The et Wre-a-nd does not
necessarily GORMAUt-e ' indicate agreement with the performance review.
Failure to sign the document by the employee will not delay processing of the
review, 11or will it impede or delay an conse(JUMICOS of tho review.
SECTION 8 - EMPLOYEE EDUCATION AND TRAINING
SECTION 8 -1 PURPOSE AND GUIDELINES
The City promotes staff development as an essential, ongoing function needed to
maintain and improve cost effective quality service to residents. The purposes for staff
development are to ensure that employees develop and maintain the knowledge and
skills necessary for effective job performance and employees are provided with an
opportunity for job enrichment and mobility.
8-1.1 Policy Guidelines:
A, The City shall encourage training sessions conducted by employees of the
same d I epartment or of similar job classifications where necessary to the
performance of their jobs.
B. Supervisors shall provide an orientation program for new employees.
C, The immediate supervisor shall ensure training is provided for the operation
of new equipment as required.
D. The City encourages contact with personnel from other municipalities in order
to learn more efficient job procedures.
E. The City encourages the use of in-house talents and skills in training as well
as the expertise of local citizens, companies and agencies.
F. Training application forms are available in the Finance Department.
8-1.2 Administration Guidelines:
A. General guidelines for training where the City provides financial support
and/or time off work are as follows,
1. Work interference shall be minimal,
2. Training shall not duplicate recent training.
3. Training costs shall be within budgetary limits.
4. Preference shall be given to training that provides the most benefit to the
City at the least cost.
5The department head shall ensure that there is adequate coverage of
departmental responsibilities before approving training applications.
6. Training shall relate to an employee's job or health/safety.
7. Training shall be structured to provide general information that will aid in
an employee's growth or maintenance of professional standards.
8. Temporary/seasonal, non -benefit earning part-time, casual part-time, paid -
per -call and intermittent employees shall be excluded unless approved by
their department head. Safety training shall be provided to all employees,
9. If the City requires attendance at a seminar, the City pays tuition/
registration fees and wages for all required hours of attendance. Expenses
will be paid in accordance with standard practices.
10. Employees should be aware at all times that they are representing the City
while attending any conference, meeting, seminar or convention.
Employees should conduct themselves as if they were at work. Improper
conduct at any City authorized or sponsored event reflects poorly on the
City and will be subject to disciplinary action as if it occurred during regular
working hours.
SECTION 8 — 2 MEMBERSHIPS AND DUES
The purpose of memberships to various professional organizations must be directly
related to the betterment of the services of the City. Normally, one City membership per
agency, as determined by the responsible authority is allowed, providing funds are
available.
Upon separation of employment, individual memberships remain with the City and are
transferred to other employees by the department head,
SECTION 8 — 3 TRAVEL REIMBURSEMENT
8-3.1 Purpose
To reimburse employees for out-of-pocket expenditures when out of the City,-:wo- on
approved business.
8-3.2 Procedures
1 All travel by Otsego employees requires the approval of the City
Administrator or his/her designee. All conference and school -related
expenses shall also be approved by the City Administrator.
2. All expenses incurred for travel are to be paid by the employee unless pre-
paid by the City. The employee's expenses may be covered with a travel
advance or the employee may use personal funds and be reimbursed
after the travel. Travel advances may only be requested for meals and
hotel expenses or airfare that has not been pre -paid by the City.
3. Travel advances may normally be requested no later than seventy-two
(72) hours before date of departure.
4. If a City vehicle is not available, or is otherwise not appropriate,
employees may use a privately owned vehicle for travel on City business
within the State of Minnesota. The following mileage reimbursement will
be allowed:
A. For use of a City -owned vehicle: actual receipted expenses.
B. For use of a privately owned vehicle: current State or IRS -
approved reimbursement rate.
5. Travel outside of the State of Minnesota shall be reimbursed at actual
round-trip coach rate airfare. If a personal automobile is used,
reimbursement will be paid on the basis of prevailing mileage allowance or
coach airfare, whichever is less. If an employee prefers to drive, any extra
time required due to driving will be taken as leave time.
6. Employees who depart for a conference early, or remain afterwards, are
personally responsible for all costs for hotel, living expenses and any
additional travel expenses.
7. Hotel accommodations shall be reasonable and shall be reimbursed at
actual and necessary cost, consistent with facilities available and in
proximity of the conference or meeting being attended. Where multiple
occupancy has occurred, the official or employee may only claim the
actual and necessary cost of his or her single occupancy.
8. A per them for meals and miscellaneous subsistence expenses not to
exceed $50.00 may be taken by employees who travel on City business
within the State of Minnesota. Other expenses will be approved on a need
basis.
9. The City will provide funding for out of State training and National
conferences according to funding availability and approval of the City
Administrator and City Council.
10. Upon returning, employees must settle their travel accounts within thirty
(30) working days by completing a Reimbursement Summary and
submitting it to the Finance Department.
11. The per them for meals and miscellaneous subsistence expenses for
employees who travel outside of the State of Minnesota or Wright County
shall be reimbursed for the actual cost, subject to approval of the City
Administrator or City Council.
12. If meals are included in tuition or registration fees and/or only a fraction of
the day is approved for travel, the per them or expense allowance will be
as follows, unless documented otherwise and otherwise consistent with
these guidelines:
Breakfast $10.00
Lunch $15.00
Dinner $25.00
Breakfast allowance shall be authorized for Minneapolis/St. Paul or St.
Cloud departures prior to 8,00 a.m. and dinner allowances shall be
authorized for arrivals from these airports after 7:00 p.m, Allowances
within these parameters are the responsibility of the Finance Director
consistent with the facts and good judgment applied to each travel
expense claim.
1. Other miscellaneous expenses such as taxis or shuttles to and from the
destination airport, buses, and phone calls that are business related will
be reimbursed. (Attempts should be made to retain receipts whenever
possible.) Rental car reimbursement will be made only with prier approval
by the City Administrator.
14. Conferences, seminars and schools are not authorized for
temporary/seasonal, ,part-time, trainees, or members of hoards, unless
approved by the City Council.
SECTION 9 w PUBLIC PURPOSE EXPENDITURES
E
SECTION 9 —1 GENERAL
Consistent with Minnesota Mate laws that permit and require the expenditure of public
funds for public purposes, the City of Otsego hereby adopts the following policy and
guidelines to provide assistance and clarification to officials and employees for
determinations of when public funds may be spent. The over-riding principle is that
public funds must be spent for a public purpose. The City Council recognizes that the
determination of a valid public purpose is an evolving concept that is somewhat
subjective and therefore feels thoughtful discussion and guidance in the form of a policy
and guidelines is appropriate. The City Council authorizes the City Administrator to
establish additional administrative policies and procedures and to interpret appropriate
use of public ferns consistent with this policy and guidelines.
SECTION 9 — 2 DEFINITIONS
Public Purpose Expenditure — An expenditure of funds related to the purpose for which
the City of Otsego exists, including the mission, goals, functions, and responsibilities of
elected and appointed officials, employees and other City representatives.
Employee — For purposes of this policy, the word `employee! small include all
employees, elected officials, and appointed officials.
SECTION 9 - 3 PUBLIC PURPOSE GUIDELINES
The City of Otsego has determined that the following expenditures are valid
expenditures and serge a public purpose.
A. Training and development programs for Otsego elected and appointed
officials and employees serve a public purpose when these training and
development programs are related to the employee's job performance and to
the programs and services provided by the City to its residents.
E3. Payment of employee work-related expenses, including travel, lodging,
telephone, and meal expenses serve a public purpose when those expenses
are necessarily incurred by employees in connection with their official duties
and/or work assignments and those expenses are directly related to the
performance of the governmental function for which Otsego has
responsibility,
C. Safety, health and wellness programs for Otsego employees serve a public
purpose because they result in healthier and more productive employees and
reduce certain costs to the City and taxpayers, including various costs related
to worker's compensation, health insurance premiums, disability benefit
claims, and lost time due to employee absences.
D. Public expenditures to recognize contributions made by employees are part of
an overall compensation program offered to employees for work performed.
It serves a public purpose because formally recognizing employees who
make contributions and demonstrate their commitment during the
performance of their duties results in higher morale and increased employee
cooperation, understanding and productivity and therefore assists the City in
providing efficient and cost-effective services to its citizens. Including all
employees in events to recognize service and commitment encourages other
employees to work harder and make additional contributions and builds
greater teamwork among employees in different departments.
E. Employee productivity is directly related to employee satisfaction and that
satisfaction depends on much more than just a paycheck. Employee
satisfaction is directly and closely tied to the entire compensation package
and the work environment, Recognizing employees' efforts and talents is a
key factor in a good work environment and is accomplished several ways,
both structured and unstructured. Examples of structured events include
recognition events or cookouts, employee retirement and farewell events and
the like.
These types of events are an integral part of the City's employee
compensation program and are directly related to employee satisfaction,
which in turn leads to greater productivity and enhanced service to the
community.
F. Public expenditures for appropriate community and customer outreach
activities serve a public purpose when those expenditures are necessary to
ensure efficient operation of the City's programs or services, promote the
availability or use of services or City resources, or to promote coordinated,
cooperative planning activities among and between the City and the private
sector or other public sector jurisdictions for the benefit of the public.
G. Public expenditures for food and refreshments associated with official Otsego
functions, employee training, and meetings to discuss City business serve a
public purpose when the provision of food or refreshments helps to ensure
meaningful participation by those attending. These functions serve a public
purpose to receive or provide information of concern to the City, recognize
individuals for their service to the City, or provide a forum to discuss City
business. These meetings r should be limited to meetings where the primary
purpose is to discuss City business.
H. Expenditures for membership in professional and community organizations
and attendance at meetings and professional conferences serve a public
purpose by keeping employees informed of state and federal laws and
proposed legislation, rules, regulations, court and arbitration decisions, risk
management, effective employee relations strategies and issues, availability
of grants and other funding sources, community concerns, and public-private
partnership opportunities that are directly related to the performance of city -
related governmental functions and to the service provided to the residents.
1. Expenditures for educational reimbursement serve a public purpose when the
coursework is directly related to the job duties or performance needs of the
employee and therefore improve the knowledge, skills and abilities needed to
provide effective and efficient services to the residents.
J. Public expenditures for volunteer recognition serve a public purpose because
formally recognizing volunteers who contribute their time and expertise
promotes a positive relationship with the community and encourages
volunteerism. Increased volunteerism increases the City's ability to provide
cost-effective services to the community.
SECTION 9 - 4 FINANCIAL CONSIDERATIONS
Funding for any expenditure must be approved by the City Administrator in accordance
with established procedures and must be included in the approved City budget.
SECTION 10 - EMPLOYEE RESPONSIBILITY
SECTION 10 - 1 GENERAL
10-1.I Efficient a n d effective delivery of m, u n i ci pa I services s requires active effort and
cooperation between City employees and the general public, It is particularly
important that all work undertaken by City employees be accomplished
expeditiously, efficiently and economically. To reach this goal, the establishment
of rules for employee conduct and responsibility are required.
10-1.2 It shall be the responsibility of all employees to:
X Per -form their assigned duties and responsibilities to the best of their ability at
all times, and to continually strive to improve their performance.
B. Render prompt, friendly and courteous service to the public at all times.
C. Read, understand and comply with the rules and regulations as set forth in
the personnel policy, administrative regulations and departmental rules.
D. Conduct themselves with decorum and respond to inquiries and information
with patience and every possible courtesy.
E. Report all unsafe conditions and injuries to their supervisor and file the
appropriate accident or injury related reports immediately.
F. Recommend ideas for improving City services or methods of achieving
greater efficiency or economy.
SECTION 10-2 CITYWIDE WORK RULES AND CODE OF CONDUCT
10-2.1 At)oearance
Departments may establish dress and uniform requirements for employees as part of
departmental rules. Overall, personal appearance should be appropriate to the nature of
the work and contacts with other people and should instill confidence and present a
positive image to the public. The City Administrator may designate certain days as
"Casual Days" for non -uniformed employees, where employees may dress more
casually than the typical work day.
10-2.2 Attendance.
The operations and standards of service in the City of Otsego require that employees
be at work unless compelling reasons warrant absence. Absence and tardiness records
reflect an employee's responsibility to hi Cher job and to fellow workers. These records
have a direct effect on employment status and progress. In order that a team functions
efficiently and effectively, employees must be on the job. Attendance is an essential
requirement of every City position. Abuse of this policy shall be grounds for disciplinary
action (see Discipline Policy),
Absence Procedure:
A. Employees who are absent from work are required to notify their supervisor
as soon as possible in advance of their absence. In case of unexpected
absence, employees should call their supervisor before the scheduled starting
time.
B. Every effort should be made to contact the supervisor directly. However, if
the supervisor is not available at the time, the employee should leave a
message for the supervisor, or his/her designee, including a telephone
number where he/she can be reached or contact any other individual as may
be designated by the supervisor.. Departments may establish more specific
reporting procedures.
C. The employee must call the supervisor on each day of an absence extending
beyond one (1) day unless specific arrangements otherwise have been made
with the supervisor.
D. Employees who are absent for three (3) days or more and who do not report
their absence in accordance with the policy above, will be considered to have
voluntarily resigned not in good standing. (The City Administrator may waive
this rule if, in hisiher judgment, extenuating circumstances warrant such
behavior.) This policy does not preclude a supervisor from administering
discipline for unexcused absences of less than three (3) days.
SECTION 10-3 CONFLICT OF INTEREST
10-3.1 The credibility of local government rests heavily upon the confidence that
citizens have in public employees to render fair and impartial services to all
without regard to personal interest and/or political influence. The delivery of
public services to our citizens requires that City employees scrupulously avoid
any activity that suggests a conflict of interest between their private interest and
City responsibilities.
City employees shall not engage or have financial interest in any business or
other activity that could reasonably lead to a conflict of interest with the
employee's primary City responsibilities. Employees shall disclose any interest
family members may have which could give the appearance of a conflict of
interest at the time the conflict appears.
10-3.2 "Family members" shall be deemed to be the spouse, parents, children, and
siblings of employees or their spouse and/or the lineal descendants of any of
them. Once disclosed, the City Council and City Administrator will exercise due
diligence to ensure such family members are not provided preferential
treatment because of their relationship to an employee or member of the City
Council.
10-3.3 Examples of activities that are covered by this policy include, but are not limited
to:
1) Having an interest in any business which has contracts or other direct
financial dealings with the City of Otsego;
2) Activities which require the employee to interpret City Codes, ordinances
or regulations when such activity involves matters with which the
employee has business and/or family ties;
3) Consulting activities carried out within the City of Otsego if such consulting
involves talents or skills primarily related to the employee's City work
responsibilities.
10-3.4 Any employee engaging in any activity involving either an actual or potential
conflict of interest or having knowledge of such activity by another employee
shall promptly report the same to the City Administrator. The City Administrator
shall investigate the matter and make a determination as to whether or not an
actual or potential conflict exists.
10-3.5 If the City Administrator determines a conflict exists, appropriate actions will be
taken to end the conflict. These actions could include discontinuing or not
awarding a contract with an employee, council member or family member's
business, terminating the conflicting activity, or termination of employment, The
City will consider whether the best interest of the City is served by doing
business with the employee's family member where other options are not
available, not practical or are more costly.
SECTION 10 - 4 RECEIPT OR SOLICITATION OF GIFTS
10-4.1 No employee shall receive or solicit any gift from any person, business or
organization having any business, administrative, legislative, contractual or any
other relationship with the City if the gift could be perceived to, or could
influence, actions of an official nature. A gift is any money, tangible or intangible
personal property, food, beverage, loan, promise, service or entertainment
exceeding $10.00, or such amount as m ay be set by state statute,
1042 Departments may adopt more stringent requirements but any such
requirements shall be communicated to the employee and City Council by
official notice at least once each calendar year or shall be part of the official
written procedures of the department.
10-4.3 Rendering of consideration. No person seeking employment to or promotion in
the municipal service shall either directly or indirectly give, render, or pay any
money, service, or other valuable consideration to any person, or on account of
or in connection with the test, appointment, or promotion, or proposed
appointment or promotion.
SECTION 10 - 5 POLITICAL ACTIVITY
Although City employees have the right to express their views and to pursue legitimate
involvement in the political system, no employee of the City shall directly or indirectly,
during hours of employment, solicit or receive funds for political purposes or engage in
political activities on City time or City premises.
SECTION 11 - HARASSMENT
SECTION 11 — 1 GENERAL
11-1.1 The City of Otsego is committed to creating and maintaining a work
environment free from all forms of harassment and discrimination, Such
harassment is a violation of Title VII of the Civil Rights Art of 1964 and the
Minnesota Human Rights Act.
11-1.2 This policy will apply to all officials and employees of the City of Otsego,
including temporarylseasonal, paid -on-call, volunteers and elected and
appointed officials.
11-1.3 Harassment of any person because of race, creed, color, religion, national
origin, sex, age, marital status, disability, sexual orientation, receipt of public
assistance, political opinions or affiliations is unlawful. This policy statement is
intended to make all employees sensitive to the matter of harassment, to
specifically express the City's strong disapproval of unlawful harassment, to
advise employees of their behavioral obligations and to inform them of their
rights.
11-1.4 In keeping with this commitment, the City maintains a strict policy prohibiting
unlawful harassment, including sexual harassment. This policy prohibits
harassment in any form, including verbal and physical harassment,
11-1.5 Management has the obligation to provide an environment free of harassment.
The City is obligated to prevent and correct unlawful harassment in a manner
that does not abridge the rights of the accused. To accomplish this task, the
cooperation of all employees is required.
11-1.6 The City of Otsego recognizes the need to educate its employees on the
subject of harassment and stands committed to provide information and
training. All employees are expected to treat each other and the general public
with respect and to assist in fostering an environment that is free from
unwanted harassment.
SECTION 11 - 2 SEXUAL HARASSMENT
11 -2.1 Definition of Sexual Harassment
Because sexual harassment is sometimes more difficult for employees to
recognize, the following definition is provided (based on excerpts from
Minnesota Statutes):
Sexual harassment includes unwelcome sexual advances, requests for
sexual favors, sexually motivated physical contact, or other verbal or
physical conduct or communication of a sexual nature, when:
1) submission to the conduct or communication is made a term or
condition, either explicitly or implicitly, of an individual's employment,
2) submission to or rejection of that conduct or communication by an
individual is used as a factor in decisions affecting that individual's
employment, or
3) that conduct or communication has the purpose or effect of
substantially interfering with an individual's employment or creating an
intimidating, hostile, or offensive work environment and the employer
knows or should know of the existence of the harassment and falls to
take timely and appropriate action,
11-2.2 Examples of Inappropriate Conduct
Examples include but are not limited to:
unwanted physical contact (including touching, gestures,
assault, impeding or blocking movement), unwelcome sexual
jokes or comments; sexually explicit posters or pinups, letters,
poems. graffiti, cartoons, or drawings, repeated and unwelcome
requests for dates or sexual favors, unwelcome sexual
advances or any indication, expressed or implied, that job
security or any other condition of employment depends on
submission to or rejection of unwelcome sexual requests or
behavior.
In summary, sexual harassment is the unwanted, unwelcome and repeated
action of an individual against another individual, using sexual overtones as a
means of creating discomfort.
11-2,3 Revortin and Investigation Requirements
Any employee who feels he or she is being subjected to harassment in any
form, or who believes he or she has witnessed harassment in any form, must
contact his or her supervisor, the Department Head or City Council
immediately, If allegations are brought against a supervisor or department
head, such allegations are to be brought directly to the City Administrator, If
allegations are made against the City Administrator or any elected official they
shall be brought to the City Council through the Mayor or a member of the
Council who is not the subject of said allegations.
11-2.4 All supervisors are required to report immediately any allegation to the
Department Head and City Administrator. Only persons with a need to know of
the allegation or its resolution will be made aware of the issue.
11 -2. 6 In addition to notifying one of the above persons and stating the nature of the
harassment, the employee is also urged to take the following steps:
1) make it clear to the harasser that the conduct is unwelcome and document
that conversation;
2) document the occurrences of harassment;
3) submit the documented complaints to the person listed above to whom the
employee makes their report. The City urges the employee to put the
complaint in writing;
4) document any further harassment or reprisals that occur after the complaint
is made.
Any complaints that are made will be investigated in a timely fashion. The City
will, in all cases, take action to correct any reported harassment to the extent
evidence is available to verify the alleged harassment and any related
retaliation. Each situation will be evaluated on a case-by-case basis depending
on the severity and the circumstances involved.
All employees shall cooperate in any investigation of such a complaint. If the
facts support the allegations, the perpetrator of the sexual harassment will be
subject to disciplinary action. Any employee found to have made a false
complaint of sexual harassment or found to have given knowingly false
information during an investigation of such a complaint will also be subject to
disciplinary action.
11-2.6 Strict confidentiality is not possible in all cases of harassment as the accused
has the right to answer charges made against them, particularly if discipline is a
possible outcome, Reasonable efforts will be made to respect the confidentiality
of the individuals involved, to the extent possible. A record of the complaint and
the findings will become a part of the complaint investigation record and the file
will be maintained separately from the employee's personnel file.
1111-27 Reprisal
Employees have the right to raise the issue of harassment and to file complaints with
respect to such harassment without reprisal. Any action intended to intimidate, retaliate
against, harass or disadvantage any person because the person has opposed
harassment: reported or complained of harassment; or testified, assisted or participated
in any investigation, proceeding, or hearing, under this policy or otherwise, regarding
harassment is considered a reprisal.
Reprisal includes, but is not limited to, the following actions:
1) refusal to hire or promote the person;
2) departure from any customary employment practice to which the employee
would have otherwise been entitled;
3) transferring or assigning the person to a lesser position in terms of wages,
hours, job classification, job security or other employment status; or
4) informing another employer that the person has reported harassment.
SECTION 12 DISCIPLINE
SECTION 12 -1 GENERAL
12-1.1 City employees are expected to fulfill their duties and responsibilities at the
level required, including observance of work rules and standards of conduct.
Failure to do so may result in disciplinary action. Supervisors are responsible
for maintaining compliance with City standards of employee conduct. The City
reserves the right to use discretion in applying this policy as circumstances
warrant.
12-1.2 The reporting of misconduct and prevention of the escalation of misconduct are
areas that demand all employees to exercise courage, integrity, and
decisiveness. When a non -supervisory employee becomes aware of possible
misconduct by another City employee, the employee shall immediately notify a
supervisor.
12-1,3 Furthermore, an employee who observes serious misconduct shall take
appropriate action to cause the misconduct to immediately cease. The fact that
a supervisor is present and not taking appropriate action to stop the serious
misconduct does not relieve other employees present from this obligation.
12-1.4 It is the policy of the City to administer discipline without discrimination. The
department head or City Administrator shall investigate any allegation on which
disciplinary action might be based before any disciplinary action is taken.
SECTION 12 — 2 WORK RULE OFFENSES
12-2.1 Specific reasons for discipline and dismissal are too numerous to describe in
total in these policies. The following list describes offenses for which
employees may be subject to discipline. The list is not intended to include
all possible reasons for discipline. Lack of a specific listing of reason
shall in no way limit the City from taking action deemed appropriate for a
specific offense.
a Negligence or carelessness in the performance of a duty, such as in the
handling or control of municipal property, equipment or funds.
0 Offensive or inappropriate conduct or language toward City employees or
other persons.
0 Violation of any provisions of this policy, ordinances, order of the City
Council or City Administrator or adopted Council or Administrative Policy.
• Inappropriate acceptance of fees, gifts, or other benefit in the course of
the employee's work.
0 Lack of competence or efficiency in performance of duties.
0 Failure to obey any lawful and reasonable direction given by an
employee's supervisor, City Administrator, or City Council.
• Conviction of a crime that affects or relates to the performance of
assigned duties or otherwise brings discredit or reflects negatively upon
the City.
• Conviction of a felony, or a misdemeanor involving moral turpitude, while
an employee of the City.
• Off-duty conduct that is potentially damaging to the reputation of the City.
a Using, threatening, or attempting to use the political influence or unethical
pressure, to influence a promotion, leave, transfer, absence, increased
compensation, other benefit, or any other matter in which the employee
has an interest. Unethical pressure shall include offers of gifts or other
special benefits, coercion, collusion, threats of blackmail, requests for
favoritism, and use of unfair advantage.
9 Violating the City's Drug-free Workplace Policy or Drug and Alcohol
Testing Policy for Commercial Drivers.
0 Excessive tardiness, excessive absences, unapproved absences, or
abuse of leave privileges.
o Theft or intentional destruction of City property or another employee's
property.
a Violation of the City's Harassment Policy.
• Engaging in actions constituting a conflict of interest.
• Dishonesty in the employee's performance of duties, or making any false
statements or material omissions in any matter relating to the employee's
duties or employment, including employment and promotion applications
and work undertaken in the scope of employment.
• Acting or failing to act in a manner otherwise specified that tends to lower
discipline or morale among City employees, brings or tends to bring
discredit to the City, its elected officials or employees, or that adversely
affects the City. Speech that is protected by the First Amendment of the
U.S. Constitution shall not be a basis for discipline.
0 Failure to report an accident to a supervisor as soon as possible upon
occurrence.
0 Unauthorized use of city vehicles, property or equipment.
0 Making a false complaint of harassment or found to have given knowingly
false information during any workplace investigation.
Gross neglect of duty.
• Immoral or indecent conduct while on duty.
Intentional falsification of personnel records, time reports or other City
records or reports.
0 Sleeping on the job during paid work hours.
0 Intentional or careless conduct endangering the safety of other
employees, including the provoking of - or instigating - a. fight during
working time or on the City premises.
0 Inducing or attempting to induce any employee in the service of the City to
commit an unlawful act or to act in violation of any lawful departmental or
official regulation or order.
•Abusive, threatening or coercive treatment of another employee or the
public on employer's time or premises.
0 Failure to perform required duties or responsibilities in a satisfactory
manner.
a Soliciting political contributions from municipal employees and engaging in
political activities on or with City property or on City time.
0 Failure to fulfill employee responsibilities as outlined in this manual
especially those detailed in "City Wide Work Rules and Code of Conduct."
• Violation of a safety rule or safety practice.
o Absence from work without prior approval in accordance with this policy or
failure to report for work without giving the department head or his/her
designee department office earliest possible notice of such absence.
0 Violation of departmental policies, procedures or rules.
6 Horseplay - actions adversely affecting safety of normal operations of the
department or other employees.
0 Release of confidential or private data to a person or person who are not
eligible to have access to the data.
a Failing to start work at designated time, abuse of break or meal periods,
quitting work before the proper time or leaving employer's premises during
working hours without authorization from the supervisor or other misuse of
work time.
0 Smoking in posted or unauthorized areas.
a Vending, soliciting or collecting contributions on the employer's time or
premises without prior authorization from the City Administrator.
■ Spreading negative rumors about other employees.
• Treating other employees in an unprofessional or disrespectful manner
including making hurtful, disparaging or cutting remarks. (Instructive
comments and suggestions for improvement are encouraged provided
they are given in a positive, constructive manner.)
Violation of Vehicle Use Policy,
12-2.2 It shall be the policy of the City to administer disciplinary action uniformly and
without discrimination, Discipline will be based upon the nature and severity
of the infraction and the conditions surrounding the incident. The City of
Otsego is an "at -will" employer. Nothing in this article or these personnel
policies implies that any City employee has a property right to the job they
per -form.
SECTION 12 - 3 PROCESS
The City may elect to use progressive discipline with any employee, at the City's option.
There are circumstances that warrant deviation from the suggested order or where
progressive discipline is not appropriate.
Disciplinary letters will be placed in the employee's personnel file. The following are
descriptions of the types of disciplinary actions:
Oral Reorimand
This measure may be used where personal discussions have not resolved the
matter. All supervisors have the ability to issue oral reprimands without prior
approval.
Oral reprimands are normally given for first infractions on minor offenses to clarify
expectations and put the employee on notice that the performance or behavior
needs to change, and what the change must be. The supervisor will document the
oral reprimand including date(s) and a summary of discussion and corrective
action needed.
Written Renrimand
Written reprimands are more serious and normally follow oral reprimands when the
problem is not corrected or the behavior has not consistently improved given a
reasonable period of time for improvement. Certain infractions may require
skipping either the oral or written reprimand, or both. Written reprimands are
issued by the supervisor upon prior approval from the City Administrator.
A written reprimand will normally state the reason for the warning along with the
PO"CYF directive, performance expectation, or other that was violated. It shall
normally describe actions taken by the supervisor to correct the problem, if
applicable, including any timetables or goals set for improvement.
The reprimand will normally also indicate possible future disciplinary action that
could result if the problem continues or related problems occur. Written
reprimands will be placed in the employee's personnel file.
Suspension
The City Administrator may recommend suspension of an employee without pay
for disciplinary reasons. Suspension without pay may be followed with immediate
dismissal as deemed appropriate by the City Council in consultation with the City
Attorney. There may be some situations where suspension with pay or
administrative leave with pay will be allowed by the City Administrator or City
Council.
The employee will be notified in writing of the reason for the suspension either prior
to the suspension or shortly thereafter. This letter should include a statement
outlining further disciplinary action should the problem continue or re -occur. A copy
of the letter of suspension will be placed in the employee's personnel file.
An employee may be suspended pending an investigation of an allegation. If the
allegation is proven false after the investigation, any related written documents will
be removed from the personnel file and the employee shall receive any
compensation and benefits due had the suspension not taken place.
There may be circumstances where an employee will be sent home immediately
by the department head when an employee's behavior violates the Personnel
Policies or department policies or otherwise constitutes serious misconduct.
Whether this will be paid or unpaid will be determined by the City.
Dismissal
The City Council may dismiss an employee for any lawful reason. The City shall
provide written notice to that employee prior to taking final action regarding
dismissal. The notice shall contain the reasons for the dismissal, the employee's
rights and a statement of veteran's appeal rights if a veteran. It shall also include a
statement indicating that the employee may respond to the charges both orally and
in writing and that the employee may appear personally before the City Council.
Any relevant information presented at this hearing will be considered along with all
other relevant information already collected in determining appropriate discipline.
If the disciplinary action involves the removal of a covered veteran, a hearing shall
be held in accordance with Minnesota Statutes Section 197.45. Removal of
veterans may be made only for incompetence or misconduct shown after a hearing
with due notice M.S. 197.46).
SECTION 12 - 4 NOTICE OF REASONS FOR TERMINATION
An employee who has been involuntarily terminated may, within five working days
following such termination, request in writing that the City of Otsego inform the
employee of the reason for the termination. Within five working days following receipt of
such request, the City of Otsego shall inform the terminated employee in writing of the
truthful reason for the termination.
SECTION 12 - 5 REPORTS OF DISCIPLINARY ACTION
The City Council shall be promptly notified of all disciplinary action taken against an
employee. Proper record of written reprimands, notices of demotion, suspension, or
discharge are to become a part of the employee's personnel file, Employees subject to
discipline will receive notices of such discipline.
SECTION 13 — SAFETY
13-1 The City of Otsego is required to follow O.S.H.A. Rules and Regulations, and
expects employees to follow them also.
13-2 There is an Employee -Management Safety Committee within the organization
whose members are either selected by their represented group or appointed by
the City Administrator.
13-3 Safety procedures and policies are outlined in the Safety Manual and made a
part of this Policy Manual,
SECTION 14 - DRUG AND ALCOHOL USE
The City of Otsego has adopted a Drug-free Workplace Policy. In addition, as
mandated by applicable State and Federal laws, all City employees whose job duties
require operating a commercial motor vehicle and who are required to hold a
commercial driver's license (CDL) shall be subject to the City's Drug and Alcohol
Testing Policy for Commercial Drivers. Both policies are made part of these policies,
SECTION 15 - POLICY PROHIBITING EMPLOYEE POSSESSION OF FIREARMS
15-1 The City of Otsego prohibits all employees from carrying or possessing firearms
while acting in the course and scope of employment for the City. The
possession or carrying of a firearm by employees is prohibited while working on
city property or while working in any location on behalf of the City of Otsego.
This includes, but is not limited to:
9 Driving on City business;
0 Riding in a car or in any type of mass transit while on City business;
• Working at any City building;
• Working off-site on behalf of the City-,
a Performing emergency on-call work after normal business hours and on
weekends;
9 Working at private residences and businesses on behalf of the City;
9 Attending training, meetings, or conferences on behalf of the City.
15-2 An exception to this policy is that City employees may carry and possess
firearms in City -owned parking areas if they are not working on behalf of the
City and have the proper permit. Therefore, employees who must drive their
personal vehicles on City business must lock their firearm in their trunk before
using their vehicle for city business and leave it in their locked trunk until the
city business is completed.
15-3 When responding to on-call work from home after regular hours, an employee
is prohibited from bringing a firearm in their private vehicles unless the vehicle
remains in a parking lot and is not needed in order to respond to the call. No
firearms will be allowed in City vehicles since City vehicles are only to be used
for City business.
15-4 Violations of this policy are considered a major work infraction and are subject
to disciplinary action in accordance with the City's discipline procedures policy.
SECTION 16 - CONFIDENTIALITY/DATA PRACTICES
SECTION 16 —1 DATA PRACTICES ADVISORY
During the course of employment, the City of Otsego will require employees to provide
data that is classified by State law as either private or confidential.
Private data is information that generally cannot be given to the public but can be given
to the subject of the data. Confidential data is information that generally cannot be given
to the public or the subject of the data.
The City requests this information for various reasons pertaining to employment with the
City. The information provided may be used to process pay and benefits, evaluate
performance, determine pay increases, evaluate suitability for an employee's position or
other positions, determine whether disciplinary action will be imposed and other
personnel actions which involve review of the employee's current and past performance.
Employees who provide false, incomplete, or misleading information may be subject to
discipline, up to and including the possibility of dismissal.
Employees may not be required to provide the information requested. However, the City
may choose to require the information at any time. If required, employees will be
provided with another advisory explaining that the information is required and the
consequences of refusal.
Other persons or entities, if authorized by law, may receive the requested information.
Depending on the data requested, these persons or entities may be,
• employees and/or officials of the City who have a need to know the information in
the course of their duties and responsibilities;
the person who is the subject of private data about him or herself;
persons who have permission from the subject of the data;
insurance companies providing group benefits,
worker's compensation administrative services,
• pre-employment, return to work and fitness for duty medical exams or drug and
alcohol testing services for the City;
• a public pension program;
• the Minnesota Department of Employment and Economic Development in a claim for
or appeal for re-employment benefits;
individuals who have obtained a court order for the information; and/or
• participants in any litigation, mediation, veteran's preference hearing, grievance
arbitration, or other administrative proceeding which results from actions taken.
If litigation arises, the information may be provided in documents filed with the court,
which are available to any member of the public. If it is reasonably necessary to discuss
this information at a City Council meeting, it will be available to members of the public.
To the extent that some or all of the information is part of the basis for a final decision
on disciplinary action, that information will become available to any member of the
public.
SECTION 16 - 2 TYPES OF DATA
Public Data: Data about a person that must be shown to the person, if lie/she wishes
and that is available to other people.
Private Data: Data about a person that must be shown to the person upon request, but
are not available to others without his/her permission or as otherwise specifically
authorized by law.
Personnel Data: Data on individuals collected because the individual is or was an
employee or an applicant for employment, performs service on a voluntary basis, acts
as an independent contractor with the City or is a member of an advisory board,
committee or commission.
Summary Data: Data about a person used to develop statistics or reports are
considered public information, but they do not identify the person in any way.
SECTION 16 - 3 PUBLIC PERSONNEL DATA
16-3.1 Employee Personnel Data
Except for certain employees (i.e. undercover law enforcement personnel) the following
personnel data is public:
1. name
2. gross salary
3. salary range
4. gross pension
5. contract fee
6. benefits
7. expense reimbursements
8. job title
9. job description
10. education and training background
11. previous work experience
12. dates of employment (first and last)
13. status of complaints or charges against employees
14, outcome of complaints -disciplinary action
16. work location
16. work telephone number
17. badge number
18. city and county of residence
16-3.2 Public Data on Applicants for Employment
The following personnel data are considered public data:
1. veteran status
2. test scores
3. rank and eligibility
4. job history
5. education and training
6. work availability
7. name considered private data except when certified as eligible for an
appointment to a vacancy and considered as one of the "finalists."
16-3.3 Private Personnel Data
The following personnel data and information are considered private data on
individuals and are not accessible to the public but this data is accessible to the
subject employee, the employee's authorized representative, the immediate
supervisor and department head, and other city staff persons or officials who have
a legitimate need to vie /know such data as determined by the City Administrator
or his/her designee.
1 . Social Security number
2. age, gender
3. marital and family status
4. employee home address and telephone numbers
5. criminal records
6. race and ethnic data
7. insurance status
8. references
9. college transcripts (except for name of institution, degree granted, and date)
10. reference check data
11. medical records when part of personnel data
12. psychological evaluations
13. worker's compensation reports
14. physical limitations related to the job
15. sick leave forms - doctor's reports
16. data collected from disciplinary proceedings prior to a hearing
17. opinion questionnaire response by potential employee
18. names of applicants for employment until certified as eligible for appointment
to a vacancy.
19. employee assistance programs and exit interview responses
No employee may disclose the home address, telephone number, or personal
information about another employee to any third party without prior consent of the
affected employee, as per Section on "Informed Consent."
Employment selection instruments and/or answer keys to such instruments are
protected non-public data, except pursuant to a valid court order.
SECTION 16 — 4 ACCESS TO DATA
16-4.1 Public Data
Access shall be provided to any person, without regard to the nature of the
person's interest. Access must be approved by the City Administrator or other
persons authorized by the City Administrator. Access must be provided within a
reasonable time. Interpretation shall be provided if requested. A fee may be
charged, as allowed by law, reflecting time to collect or retrieve the information,
paper costs, mailing costs, duplicating costs, etc.
16-4.2 Private Data
Access is available to the following only:
1 . The subject of the data.
2. Individuals whose work assignments with the City reasonably require access.
3. Entities and agencies determined by the City Administrator to be authorized
by State Statute or Federal Law to gain access to that specific data.
4. Entities or individuals given access by the express written direction of the
subject.
The City Administrator shall assure that access is provided only to the parties listed
above. The identity and authority of an individual who seeks to gain access to
private data must be confirmed. The time that access is available is limited to the
normal working hours of the City Hall offices. No fees shall be charged in the
instances where the data subject only wishes to view private data. Fees may ber
charged for providing copies.
SECTION 16 — 5 GENERAL CONTENTS OF PERSONNEL FILES
16-5.1 The following information shall routinely be included in an employee's
personnel file:
1. data collected for administrative purposes such as job applications,
resumes, change of address forms, t ' raining or education records,
veteran's certification, etc. (Documents containing medical information are
retained in a separate medical file.)
2. documentation of personnel actions or activities such as salary changes,
job classifications, performance reviews, termination notices, disciplinary
actions.
3. official written correspondence to or from an employee.
4. documentation of employment status and benefit status, the latter only if it
does not contain any medical information. Appropriate medical information
will be retained separately in an employee medical file.
16-5.2 Employees will not be specifically notified each time such data are routinely
entered into their file, except that employees shall be made aware of data
entered into their file that relates to discipline or may have adverse impact on
them. Employees may request to view and receive copies of information in their
file as per Section on "Access to Data."
16-5.3 Personnel files will be maintained by the Finance Department. Any documents added
or removed from the files must be approved by the City Administrator. The City
Administrator may delegate the authority to add routine and non -controversial
documents (such as job applications, employment confirmation letters, status change
forms, etc.) to other staff as appropriate. Such staff shall be trained on this policy.
SECTION 16 - 6 TAPE RECORDING POLICY
In order to protect the regulation and dissemination of confidential, private, and non-
public data as defined in the Minnesota Government Data Practices Act; promote
harmony in the work place; diminish the impediment of each employee's ability to
perform his or her duties; and promote an environment with a free-flow exchange of
ideas: inter -staff communications shall not be tape-recorded in any form unless all
parties to the communication consent.
In the event a tape recording is created, the City Administrator shall immediately
receive, keep, and maintain the tape recording and shall regulate the dissemination of
the information in accordance with the Minnesota Government Data Practices Act,
SECTION 16 - 7 INFORMED CONSENT:
16-7.1 Private data on individuals may be used by and given to any individual or
persons by the City Administrator, or other bonafide representative of the City,
if the individual subject or subjects of the data have given their informed
consent, All informed consents:
1. Shall be in writing and stated in plain language.
2 Shall be signed and dated.
3. Shall specifically designate the particular persons or agencies the data
subject has authorized to disclose information about him or her.
4. Shall specifically state the nature of the information authorized to be
disclosed.
5. Shall specifically state the persons or entities authorized to receive the
disclosed information.
6. Shall specifically list an expiration date not to exceed one year except in
the case of authorization for application for life insurance or non-
cancelable or guaranteed renewable health insurance (which shall be two
years).
7. Shall specifically state the purpose for which the information may be used
by the parties named above.
16-7.2 If the City Administrator or approved designee makes reasonable efforts to
obtain the informed consent of a data subject and if those efforts are not
acknowledged in any way, the City Administrator or approved designee shall
interpret the silence of the data subject as the giving of implied consent to the
new or different purpose or use of the data.
16-7.3 "Reasonable efforts" are defined as:
1. Depositing in the U.S. Mail, postage pre -paid, and directed to the last
known address of the data subject, at least two (2) communications
requesting informed consent.
2. Waiting for a period of not less than sixty (60) days for a response to the
second request.
SECTION 16 - 8 SECURITY OF PERSONNEL DATA
16-8.1 The City of Otsego authorizes the City Administrator, Finance Director and the
individual responsible for the City's payroll function to maintain custody over all
personnel records. The final authority over personnel records is the City
Administrator, and as such, retains overall authority to add or remove items
from personnel and related employee files. The City Administrator may
authorize those designated to maintain custody to add or remove files.
16-8.2 All records containing non-public personnel data shall remain in one or more
locked filing cabinets, or other locked storage facility, with keys strictly limited to
those designated to maintain custody. Others authorized to review personnel
records, such as the subject of the data, or as described above under "Access
to Data, Private Data," shall be required to view the contents of such files in the
presence of authorized staff. No access to keys securing the information may
be provided to anyone not authorized to maintain custody. All keys must be
properly secured at all times to prevent improper access to files.
16-8.3 Personnel files shall not be removed from City Hall. Copies of file contents may
be removed from City Hall only by individuals authorized to have access to
those records, consistent with the Minnesota Government Data Practices Act
and this policy, Unauthorized release of private and/or confidential personnel
data shall be subject to immediate discipline, up to and including terminated.
SECTION 16 - 9 SUPERVISORY FILES
16-9.1 Information about employees maintained by supervisors is considered
personnel data under State Statute and must be maintained in a locked area by
supervisors. Supervisors may not maintain medical information on employees.
16-9.2 Types of data maintained by supervisors shall be limited to that authorized by
the City Administrator. Examples of personnel data supervisors are authorized
to maintain include:
1. personal time off slips and other time -related records,
2. notes from supervisory coaching and counseling sessions,
3. notes on performance concerns or work rules discussed with employees,
4. notes on employee accomplishments,
5. copies of disciplinary and performance -related correspondence. (Copies
of disciplinary letters may be maintained in supervisory files after ensuring
a copy has been confidentially forwarded for inclusion in the employee's
official personnel file.)
16-9.3 All original City applications and related hiring documentation, performance
evaluations, reference information, doctors slips and other medical information
about employees must be submitted to the City Administrator. The City
Administrator will decide what documents will be maintained in City personnel
files, consistent with this policy. The personnel files maintained by the City
Administrator and authorized Finance Department staff are considered the
official City Personnel files.
SECTION 17 - SEPARATIONS
SECTION 17 -1 RESIGNATIONS
Employees wishing to leave the City service in good standing shall provide a written
resignation notice to their department inead, at least ten (110) working days before
leaving (thirty (30) calendar days for exempt employees).
The written resignation must state the effective date of their resignation. Failure to
comply with this procedure may be considered cause for denying such employees
future employment with the City.
SECTION 17 - 2 SEVERANCE PAY
There is no obligation for the City to pay to employees any unused accrued PTO (and
compensatory time if applicable) at the time City employment terminates. All benefit
earning employees that the City determines, at its sole discretion, to pay for unused
accrued PTO (and compensatory time if applicable) who leave the City employment by
retirement, resignation, lay off or for any other reason may receive pay for up to 100
percent of unused accrued PTO (and compensatory time if applicable) only upon receipt
by the City of a fully executed waiver of claims in form approved by the City, and only
after all applicable periods of reconsideration or rescission contained within the
approved waiver have passed.
SECTION 18 - MEDIA CONTACT/PRESS RELEASES
4
18-1 Formal news releases concerning municipal affairs are the responsibility of the
City Administrator's office. All media interviews must normally be approved by
the City Administrator before the interview. All contacts with the media should be
reported to the City Administrator as soon as practicable.
18-2. All news releases concerning City personnel shall be the responsibility of the City
Administrator. No City employee is authorized to speak on behalf of the City
without prior authorization from tine City Administrator or Mayor.
SECTION 19 - PERSONAL TELEPHONE CALLS
19-1 Personal telephone calls shall be made or received only when necessary when
they do not interfere with working operations and should be completed as
quickly as possible.
19-2 Any personal long distance call costs shall be paid for by the employee.
SECTION 20 - CELLULAR TELEPHONE USAGE
20-1 This policy is intended to regulate the use of City -owned cellular phones within
reasonable, practical parameters. As the number of available cellular telephones
increases, and the efficiencies of cellular telephone usage becomes even more
apparent, it is incumbent upon the City to establish reasonable guidelines for the
use of cellular phones.
The City of Otsego will benefit by extending the hours essential employees are
available for consultation through the use of cellular phones.
20-2 This policy will apply to all City employees using or having access to City -owned
cellular phones.
20-3 The following guidelines are established for the use of City -owned cellular
phones:
1 Cellular phones are intended to be used to increase the efficiency and
effectiveness of the services provided by the City of Otsego. As such, each
employee using a cellular phone during the course of his/her workday must
determine whether such usage is appropriate under the circumstances
existing at the time of the usage. In making such as determination,
employees must consider the cost of using the cellular phone in comparison
with the cost and practicality of locating a customary telephone service.
2. During work hours personal phone calls will be acceptable in those
circumstances where it is necessary to briefly contact someone concerning
important matters. Calls of this nature shall be as brief as possible and
should be made only when circumstances prevent timely access to
customary telephone services. It is the position of the City that it is less
expensive to allow these types of phone calls than to release an employee
from a work site in order to make the call from a customary phone service.
3. City employees having access to assigned City -owned cellular phones may
make limited personal phone calls where service is free or when monthly
minutes are not exceeded. Reimbursement may be required if minutes used
are excessive or monthly minutes are exceeded. City employees who are
assigned a take home City -owned phone will agree to be accessible for city
business when necessary and practical after their regular work hours,
4. All cellular, hones shall remain the property of the City and shall be
returned to the City upon the termination of employment or if the cellular
phone is no longer necessary for work-related purposes. Any inappropriate
use of phones may be subject to discipline and any additional charges will
be paid by the employee.
SECTION 21 - INTERNETIEMAIL
SECTION 21 —1 GENERAL
This policy is intended to describe appropriate uses of City e-mail, voicemail,
and Internet systems and consequences for inappropriate use. City e-mail,
voicemail, and Internet access is provided for employees and supervisors to
efficiently conduct City business. This policy applies to all City employees,
including temporary/seasonal and casual part-time.
SECTION 21 — 2 APPROPRIATE USE DEFINED
21-2.1 These systems are not to be used for personal gain or to support or advocate
for non -city -related purposes. Personal use of the e-mail system is permitted on
a limited basis, similar to phone calls. Like personal phone calls, personal use
should be infrequent, of limited duration, and not in violation of any City
policies, department work rules, or laws.
21-2.2 Certain Internet sites should never be accessed using City equipment or on
City time. These include pornographic sites, non -work-related chat rooms,
dating sites, sites containing what would generally be considered objectionable
material, or any other site that would violate the sexual harassment policy or
other personnel policies.
21-2.3 Other prohibited uses include solicitations of funds, political messages and
correspondence which would circumvent the open meeting law, data practices
act, or human or civil rights acts.
21-2.4 While the City recognizes that the Internet contains a wealth of information that
can and is being put to good use in the City, we are aware that it is very easy to
lose hours of work time checking into web sites and researching information.
Internet access, even for legitimate research purposes should be limited to that
which is reasonable and necessary.
SECTION 21 — 3 INTERNET USE EXPECTATIONS
1. Follow established network etiquette. Many sites have posted rules, which
users must follow and all sites expect professional communication etiquette
by all users. It is the user's responsibility to follow these rules of etiquette.
2. Safeguard confidential and non-public information.
3. Use Internet for work-related research and communication purposes.
4. Do not send, access, or display text or graphics that would be a violation of
the Personnel Policies.
5. Obey the law and regulations in their application to copyright, licensed
software and data,
6. Access only non-commercial sites on the Internet. non-com mercial" = sites
free of charge)
7. Downloading of software off the network is strictly prohibited without review
and approval from the contracted IT staff; scan for viruses before opening
attachments.
8. City employees that have a computer at their workstation with access to the
Internet may also use it outside their normal work hours to access the
Internet for personal use, subject to appropriate use. See section
"Appropriate Use Defined" for more specific information.
SECTION 21 — 4 CONFIDENTIALITY/SECURITY
21-4.1 While you may have a confidential password, remember that all City equipment
and software, including e-mail and voicemail is the property of the City. To
ensure appropriate use or to investigate complaints, the City may -need to
monitor use of computers, including Internet sites accessed, voicernail, and e-
mail and to take action when violations of this policy or other city policies occur.
21-4.2 Supervisors may need to access an employee's voice mail and e-mail when the
employee is on vacation, on a leave of absence, no longer working for them, or
if there is concern of misuse. This will only be done when necessary, with
proper authorization, and for City business purposes. These individuals are
restricted from disclosing any information garnered as part of performing their
duties unless warranted by the policies outlined herein or by law.
21-4.3 Since no computer system is completely secure, e -rail is not intended to
transmit confidential or sensitive information. Such information may more
appropriately be communicated in written form or through personal
conversation, Employees may not intentionally intercept, eavesdrop, record,
read, alter, or receive another person's e-mail messages without proper
authorization. This authorization can only be given by the City Administrator.
21-4.4 Because email can easily transmit viruses that can infect our computer system,
the following actions are required:
1 Do not answer electronic cards. Please direct all family and friends to
email you on your home computer.
2. Do not open entails that are not work-related.
3. Do not use instant messaging (IM). IM sets up a portal into the system,
which can be used by others to access the system.
4. Close all applications at the end of the day.
SECTION 21 — 5 CONSEQUENCES OF MISUSE
Abuse of this policy will be grounds for discipline in accordance with the City's
Personnel Policies. Misuse of the Internet, e-mail, or voicemail can be grounds
for dismissal, depending on the circumstances.
SECTION 22 - CITY VEHICLE USE
SECTION 22 —1 GENERAL
City vehicles are to be used only by City employees for official business. City
vehicles may not be used for personal business. All City vehicles shall have the
City's logo prominently displayedon the side door panels.
The following requirements apply to any employee driving a City vehicle:
A. Employees that drive or may be required to drive City vehicles and
equipment are responsible for maintaining a safe driving record and
observing all traffic laws. Employees and all passengers must wear a seat
belt at all times when operating any City vehicle.
B. Drivers must carry a current, valid driver's license that is adequate for the
type of vehicle being driven. An annual check of a driver's motor vehicle
record will be conducted and the City's insurance carrier will review the
record for potential liability. If an employee's record indicates a pattern of
traffic violations that may increase the City's liability disciplinary action up
to and including discharge may be taken.
C. Employees must ensure that the City vehicle is in good operating
condition and that all windows and lights are clean before operating the
vehicle. When vehicles are not in use or in a secured area they must have
the keys removed. Vehicles must be parked in the City garage after hours.
D. Gasoline for City vehicles must be obtained from the Public Works
Department facility. Mileage and gallons of fuel must be recorded after
each refueling.
SECTION 22 — 2 VEHICLE MAINTENANCE
Vehicle maintenance shall be the responsibility of the Public Works
Department. Employees or their supervisor shall work with the Public Works
Department to schedule a mutual agreeable time for routine vehicle
maintenance such as oil changes. The Public Works Department shall review
all City vehicles monthly and/or quarterly and provide a written evaluation for
each vehicle on a yearly basis to the City Administrator.
SECTION 22 — 3 VEHICLE ACCIDENTS
22-3.1 Any employee involved in an accident while driving a City vehicle must report
the accident at once to their supervisor. In severe accidents the employee must
call 911 and wait until the police arrive. The employee must collect all
necessary information from any other parties involved in the accident, including
driver's license numbers, vehicle license number, insurance information,
address, phone, etc. The employee must not admit liability and refer all legal
questions to their supervisor and the City Administrator.
22-3.2 Any employee involved in an accident while driving a City vehicle must submit
to a Drug and Alcohol Test, as provided for in relevant provisions of the
applicable City Drug and Alcohol Testing Policy.
ACKNOWLEDGMENT
have read and understand the terms of tete City of Otsego Personnel Policy dated
,August 2012. 1 have been given the opportunity to ask any questions that I had
regarding these Policies.
Employee Name (Please Print)
Employee Signature
Date
UPON COMPLETION, PLEASE RETURN THIS FORM
TO THE FINA NCS` DEPA R T EN T.