Loading...
1d. Approve Position Classification and Pay Compensation Plan and Personnel PolicyCITY OF / CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Mayor and City Council FROM: Don Ashworth, City Manager DATE: December 12, 1994 SUBJ: Approve Position Classification and Pay Compensation Plan 11 One of the functions completed during this past month by city staff was to update the Position Classification and Pay Compensation . lart . That process involves having each employee review their individual job descnpt�n with their supervisor and to determine whether responsibilities listed have changed " VVe are xalso nearing the end of the performance evaluation process whereby each supervisq� eviews performance of each employee to determine salary adjustments which may warranted end of the year. Attached please find a copy of the revised Position Clascation Plan. W here are no major changes from 1994 with the minor changes in respo lities so minute so as not to warrant elaboration. Approval of the Position recommended. and Pay Plan as attached is CITY OF 16t, CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Don Ashworth, City Manager FROM: Todd Gerhardt, Assistant City Manager DATE: December 7, 1994 SUBJ: Proposed 1995 Personnel Policy Changes Attached for the city council's consideration is'theprol Most of the policy changes have come about due tofec and medical leave, school activity leave, etc, = New sect sexual harassment policy, service awards, drug free Wo benefits for employees serving 20+ years, and a genera reading, I have highlighted in gray all words that have and all items to be removed are shown.*ith a strike -thy have reviewed and support the proposed modifications. RECOMMENDATION Staff recommends ATT Astt" by City Admbhtfatot fndors ✓ - w A ' Modifie R*de We— D* Subm:rled to Commission Date to Council /7- -1Z-elf4 posed 1995 Personnel Policy changes. leral and state law changes, i.e. family ions have been added including a rkplace standards, increased vacation I driving safety program. For ease of been added to the Personnel Policy augh. Both the city attorney and staff of the proposed 1995 Personnel "+plicy as presented. 1. Proposed 1995 n i 7 NA FT 12 -94 PERSONNEL POLICY CITY OF CHANHASSEN SECTION 1. PURPOSE AND DISCLAIMER. This policy contains the City's personnel policies and procedures on employee relations. These policies and procedures are guidelines only and are not to be construed as contractual terms of employment. The City and its employees who are governed by these policies and procedures have an employment relationship known as employment -at -will. This means that either the City or an employee may terminate the employment relationship at any time for any reason or for no reason at all. Any aspect of these polices and procedures may be changed at any time at the sole discretion of the City without prior notice. These policies and procedures will be known as the "Personnel Policy" and will be referred to in the following sections as "this policy." DEFINITIONS: "Part -time employment" shall mean employment regularly engaged in a schedule less than a full -time basis. "Casual employment" shall mean employment which is incidental to the main functions of the municipal government, normally for short duration, and compensated for on an hourly basis. "Seasonal employment" shall mean employment regularly engaged in on a scheduled, full -time work week for less than twelve (12) months in any one calendar year. "Benefits" means privileges granted to an employee in the form of vacation leave, sick leave, overtime allowances, holidays, military leave, military induction pay, or pay received in lieu of accrued leave upon termination of employment, and other privileges in addition to wages or salaries granted to employees. "Budget time" means that period during which budget requirements for the following fiscal year are estimated, considered and adopted according to law. "Fiscal year" shall be January 1 to December 31, inclusive or as otherwise provided by law. 1 "Regular Employee" means any employee hired for a position designated as continuing on a regular basis, but which may be eliminated at the discretion of the Appointing Authority, who has successfully completed the probationary period. "Probationary Employee" means any employee hired for or promoted to a regular employee position who is serving the required probationary period. "Probationary Period" means the first six (6) months of continuous employment, or other time period required by the Appointing Authority, during which a newly hired or promoted regular employee must demonstrate fitness for the duties of the assigned position. "Appointing Authority" means City Manager, except where the City Council or some other officer or governmental body is so designated by state law or ordinance. "Provisional Appointment" means a temporary appointment to a regular position. "Immediate Family" means children, stepchildren, parents, siblings, grandparents, parents -in -law, children -in -law, grandparents -in -law, or such other persons as the Appointing Authority deems appropriate. "Overtime" means the number of hours a nonexempt employee works over forty (40) hours in a work week, which is accumulated at one and one -half times the employee's rate of pay. "Exempt Employee" means employees who are exempt from receiving overtime pay under the Pair ,Labor Standar s: C "Nonexempt Employee" means employees who are entitled to receive overtimerrlt "City" shall mean the City of Chanhassen "Compensatory Time" means the number of hours worked over 40 hours in a scheduled work week which is accumulated. SECTION 2. POSITIONS COVERED. All offices and positions in the municipal employ, now existing or hereafter created, shall be subject to the provisions of this policy, except that the following offices and positions shall be totally exempt from the provisions of this policy: a. Elected officials; b. Members of boards, commissions and committees; N C u n 0 IJ C. Volunteer fire fighters and other volunteer personnel; d. Consultants and others rendering services under contract with the city. SECTION 3. APPOINTMENTS. 1. Appointment. Appointment to city service shall be based on merit and fitness, free of personal, political, religious, gender, age, racial, marital status,saz str and public welfare assistance consideration. 2. Appointment Procedure. The Appointing Authority will make all appointments to positions of City employment. Each appointment will be based on merit and qualifications for the position in accordance with criteria to be established by the Appointing Authority. The criteria established must be capable of being reduced to a 100 point rating system. A 100 point rating system must be applied to all positions of City employment, except for those positions specifically exempted from the Veterans Preference Act, Minn. Stat. §43A.11 and by Minn. Stat. §197.46. Employee contracts will supersede to the extent allowed by law the provisions within this policy. 3. Veterans Preference. In accordance with Minn. Stat. §43A.11 and Minn. Stat. §197.455, a credit of five points will be added to a veteran's rating at the election of the veteran so long as the City position being sought is not exempted from veterans preference by Minn. Stat. §197.46. The receipt of credit is conditional on the veteran obtaining a passing rating under the criteria and 100 point rating system established for the position without the addition of the credit points. Similarly, a credit of ten points will be added to a disabled veteran's rating at the election of the disabled veteran so long as the City position being sought is not exempted from veterans preference by Minn. Stat. §197.46. The receipt of the credit is conditional on the disabled veteran obtaining a passing rating under the criteria and 100 point rating system established for the position without the addition of the credit points. 4. Examinations. The Appointing Authority may require appropriate written, oral, psychological and other examinations to measure an applicant's job - related abilities. All prospective regular employees must submit to a physical examination to determine their capability to perform available employment. Such an examination will not be required until an offer of employment has been made. Such an offer may be made conditional on the prospective employee meeting the physical or mental requirements of the job. The examination will test only essential job - related abilities. Prospective police officers may be required to undergo a psychological evaluation before a job offer is made. The psychological evaluation will be for those job - related abilities set forth by the Board of Peace Officer Standards and Training (POST) for psychological evaluations. Instead of a physical examination, all prospective seasonal employees may, at the option of the Appointing Authority, submit a statement from a medical doctor of their own choice indicating that they are in good health and able to perform the expected duties. Physical and mental examinations shall be conducted by a qualified person chosen by the 3 5. Appointing Authority. The City shall pay all costs of any required examination, except for the seasonal employee option provided above. All examination reports shall be the City's property. Physical or mental disabilities shall not be used to disqualify an applicant unless the Appointing Authority determines that the disability makes the applicant incompetent or otherwise unable to perform the duties of the intended position. Relationship to Other City Personnel. 31 a. Except for seasonal employees, no person shall be appointed as a regular or temporary employee who is a member of the immediate family or is the aunt, uncle, niece or nephew of any elected official, any City employee, or any appointed official if the employment relates to the subject matter of the official's or employee's responsibilities. b. No seasonal employee shall be appointed as a regular or temporary employee if a relative has the authority to appoint, supervise, evaluate or discipline the position or if the position is classified as confidential. All seasonal employees' positions will be advertised in local publications. C. No spouse of an elected or appointed official or employee shall be appointed as a regular, temporary, or seasonal employee if the employment relates to the subject matter of the official's or employee's responsibility and a conflict of interest as defined by this policy results (see Section 9, Paragraph 3a). Provisional Appointments. a. The Appointing Authority, in its sole discretion, may make a provisional appointment without examination to a position normally subject to examinations when necessary to continue public business or avoid substantial public inconvenience. b. A provisional appointment shall terminate by: 1) Action of the Appointing Authority; 2) Expiration of any limitation period required by regulation or any other law; or 3) Regular appointment of a person to the position. No benefits shall accrue to a person appointed under this subdivision unless the person is already a regular City employee. 4 1 F L I d. No person shall receive more than one provisional appointment in any one calendar year. ' 7. Transfers, Promotions. The Appointing Authority, in its sole discretion, shall have the inherent managerial right to transfer and promote employees from one position to another. Compensation shall be established, and transfers in the nature of demotions be ' accomplished, in accordance with this policy. 8. Promotions from Within. Employment vacancies shall be filled by promotion of ' existing employees to the extent practicable. SECTION 4. PROBATIONARY PERIOD. ' 1. Purpose. The probationary period shall be an extension of the examination process and P P rY P be used for closely observing an employee's work and rejecting any employee whose ' performance does not meet expected standards. 2. Duration. Every person appointed, promoted, or transferred to a regular position, shall be ' required to successfully complete a probationary period of at least six (6) months e -. . "ate•... a,... •.... It i - YY 4:4Y1:1.: .. i.:: :._ +._ ......{ ... .._._.�7...� ':r''�� 3. Performance Evaluation. The employee's supervisor shall prepare performance ' evaluation reports three (3) months after the employee's starting date and two (2) weeks prior to completion of the probationary period. Each report shall be reviewed with the employee. Any failure to undertake the requirements of this paragraph shall not invalidate the probationary period or otherwise be used adversely against the Appointing Authority. 4. Termination. The Appointing Authority may terminate a probationary employee any time ' in its sole discretion. The employee shall not have the right of administrative appeal. For promotions or lateral transfers, a regular employee terminated during the probationary period shall be reinstated to the prior position or one similar to it, unless discharged or ' unless the prior or a similar position is not available. 5. Probationary Period Extension. The Appointing Authority may extend the probationary ' period. Before completion of the first six (6) months of employment, the Appointing Authority shall notify the employee in writing of the extension and the reasons for it. The employee shall not have any right of administrative appeal from this decision. If the Appointing Authority does not give the notice within the time indicated, the probationary employee shall become a regular employee. ' 6. Benefits. Except for employees promoted or transferred to a regular position, no probationary employee shall be entitled to use vacation and floating holiday leave, 5 although this leave shall accrue during the probationary period. Sick leave may be used to the extent accrued. SECTION 5. COMPENSATION. 1. Classification Plan. The Appointing Authority shall prepare and maintain a classification plan for all regular City positions according to accepted personnel standards. This plan shall be submitted to and approved by the City Council. The Appointing Authority shall annually review the job classifications in each department with the department director to ensure their accuracy and appropriateness. Additionally, the Appointing Authority may at any time make adjustments as appropriate. 2. Compensation Plan. The Appointing Authority shall establish a compensation plan for all positions subject to this policy. This plan shall be approved by the City Council. The Appointing Authority shall annually review the plan and recommend any changes to the City Council. The Council shall act upon these recommendations within a reasonable time. Additionally, the Appointing Authority may make adjustments to the plan at any time as appropriate. The Appointing Authority, in its sole discretion, may compensate an employee for assuming responsibility in addition to that of the employee's regular assignment. 3. Temporary and Seasonal Employees. Temporary and seasonal employees shall be paid at an hourly rate determined by the Appointing Authority. Except as otherwise specifically provided in writing by the Appointing Authority or provided by law, these employees shall not be entitled to any benefits. n 4. Transfers, Promotions, Demotions. Except for temporary assignments, an employee's ' rate of pay upon transfer, promotion, or demotion shall be determined as follows: a. For promotion to a regular position, the rate of pay shall be increased to at least the minimum rate of that position or its class. b. For demotion to a regular position resulting from other than discipline or performance reasons, the rate of pay shall remain at the same level last received by the employee in the former position. The employee shall continue receiving that rate of pay without salary increase until the rate of pay of the demoted position reaches that amount. Then the employee shall once again be eligible for salary adjustments. C. For demotions resulting from discipline or performance reasons, the rate of pay shall be at least the minimum rate of the new position. d. For transfer from one position to another in the same salary grade, not in the nature of a promotion or demotion, the rate of pay shall remain the same. C �1 I SECTION 6. HOURS OF WORK. u 1. Work Hours and Schedules. Unless otherwise directed by the employee's immediate supervisor, department director, or the Appointing Authority, employees shall comply with the following work hours and schedules. a. The regular work week shall be forty (40) hours, Monday through Friday, and the regular work day shall be eight (8) working hours. Office hours are from 8:00 a.m. to 4:30 p.m. Public Works hours are from 7:30 a.m. to 4:00 p.m. Summer Public Works hours are from 6:30 a.m. to 2:30 p.m. with a one -half hour break as approved by an employee's department director. Requests for special work schedules must be made in writing and approved by the Appointing Authority or designee. b. Full -time employees shall work at least forty (40) hours each week, including two d; rest periods per day of fifteen (15) minutes each . Their work schedules shall be set by the appropriate department director, subject to approval by the Appointing Authority, and shall include the number of work hours plus one 0- d meal period of thirty (30) minutes per day. An employee may choose to combine the meal and rest periods, if pernitted by the department director. C. Part -time employees shall work the number of hours per week designated for their positions. These hours shall include one d rest period of fifteen (15) minutes for each four -hour period worked in one day. Their work schedules shall be set by the appropriate department director, subject to approval by the Appointing Authority, and shall include their scheduled number of work hours plus one meal period of thirty (30) minutes per day which is not paid if more than four hours are worked in one day. An employee may choose to combine the meal and rest periods, if permitted by the department director. 2. Compensatory Time. Nonexempt employees under the Fair Labor Standards Act shall be eligible for compensatory time in accordance with that act, subject to the following conditions: a. No nonexempt employee shall be permitted to carry more than forty (40) hours accumulated compensatory time past November 1 of each year. All accumulated compensatory time over forty hours will be paid to the employee no later than the last pay period before November 1 of each year. b. The scheduling of compensatory time shall be at the discretion of the department director. C. Cash payment for accumulated compensatory time may be taken at the employee's option, with approval of the department director. IN 0 3. 4. Overtime. Employees may be required by their immediate supervisor, department director, or the Appointing Authority to work time beyond their normal work hours. Compensation for overtime shall be in compliance with federal and state law. Overtime means the number of hours a nonexempt employee works over forty (40) in a work week, which is accumulated at one and one -half times the employee rate of pay. SECTION 7. EMPLOYEE BENEFITS. 1. Holidays. a. The following official holidays shall be paid holidays for regular part-time and full -time City employees: New Years Day, January 1; Martin Luther King's Birthday, the third Monday in January; President's Day, the third Monday in February; Memorial Day, the last Monday in May; Independence Day, July 4; Labor Day, the first Monday in September; Columbus Day which will be observed on the fourth Friday in November; Veterans Day, November 11; Thanksgiving Day, the fourth Thursday in November; Christmas Day, December 25; and 2 floating holidays. For employees whose normal work schedule is Monday through Friday, the holidays which fall on a Saturday will be observed the preceding Friday. Those which fall on a Sunday will be observed the following Monday. b. Regular full-time employees shall be paid at their regular rate of pay for each of the official holidays. Regular part-time employees working twenty -four (24) hours per week will receive five (5) hours pay per holiday. Regular part-time employees working thirty-two (32) hours per week will receive six (6) hours pay per holiday. C. To be eligible for compensation on an official holiday, employees must not be absent from work the workday before or after the holiday, unless permission from L I I 0 0 I 1 ' their supervisor has been given in advance or unless the employee has notified their supervisor of the reason for their absence within one (1) hour after the start of the workday or within a different time period established by the department ' director. Employees who do not have advance permission may be required to provide a doctor's statement or other verification of the reason for the absence. ' 2. Floating Holidays. Each regular full-time employee shall have sixteen (16) hours of floating holiday time per fiscal year. Regular part-time employees working twenty -four (24) hours per week will receive nine (9) hours of floating holiday time per fiscal year. ' Regular part -time employees working thirty-two (32) hours per week will receive twelve (12) hours of floating holiday time per fiscal year. This time must be scheduled with department director approval and be used during the fiscal year in which granted or be ' lost. Regular full -time employees must use this time in increments of eight (8) hours. C C 3. Vacation Leave. a. Vacation leave may be used only to the extent that it is earned. The amount of vacation leave available to regular full-time employees shall be earned according to the following schedule: 1) From the beginning of employment through the fifth year of continuous employment, employees shall earn ten (10) working days of vacation per year. 2) From the beginning of the sixth year through the fifteenth year of continuous employment, employees shall earn fifteen (15) working days of vacation per year. 3) From the beginning of the sixteenth year through the twentieth year of continuous employment, employees shall earn twenty (20) working days of vacation per year. [Note: Sections 4 & 5 were added. In the past we have not recognized employees with over 20 years of service.] b. Employees may request to use earned vacation leave any time after completion of their probationary period. These requests shall require department director or Appointing Authority approval. Paid holidays that occur during vacation leave 4. shall not be counted as days of vacation leave. Employees who are absent because of reported illness the workday before or after scheduled vacation days may be requested to submit a doctor's statement verifying the illness. C. Employees cannot elect to waive vacation leave and receive a cash payment instead. d. Employees terminating City employment in good standing will be compensated for unused vacation leave accrued to the date of termination. 0 e. Vacation leave available to regular part -time employees shall be calculated as a proportion of the above schedule, based on the relationship between the full-time , hours. Part-time employees must work at least 24 hours per week on a regular schedule to accrue vacation benefits. f. Maximum accrual of vacation leave shall not exceed 43 3 times the employee's earned vacation for the year. Sick Leave. a. Regular full -time employees shall earn eight (8) hours of sick leave for each month of employment. Regular part -time employees shall earn a proportion of that sick leave determined by dividing their scheduled hours by the number of full -time hours. Sick leave may be used only to the extent that it is earned. Sick leave is not a privilege or vested right which an employee may use at the employee's discretion, but is a type of insurance which shall be allowed in case of necessity of actual illness in accordance with the policy. b. Sick leave may be used for an employee's own illness, illness of their children, physical examination, dental care, injury, maternity care, outpatient or inpatient treatment for mental illness, alcoholism, or drug abuse. Employees may also request using sick leave for death, serious illness, or other health care of members in their immediate family, which may be granted at the discretion of the department director. Parental leave shall be considered the same as any other illness. C. Employees shall notify their immediate supervisors on the first day of sick leave of the reason for their absence within one (1) hour after their scheduled starting time, unless a different time period has been established by the department director. Employees must keep their department directors informed of their condition if absent for more than one day. When possible, sick leave shall be requested in advance. The department director or Appointing Authority may require a doctor's statement specifying the nature and duration of the illness before the employee is paid for sick leave. Each employee may loan up to two (2) days of accrued sick Wk n 0 ' leave per year to other employees in accordance with administrative policy. The loan privilege is solely to guarantee funding is available should the employee requiring the loan never regain ability to repay such. Employees who are ill on ' scheduled vacation or holidays shall be paid as vacation or holiday time and shall not be entitled to use sick leave, except for illnesses verified by a doctor's statement at the discretion of the Appointing Authority. ' 5. Special Leaves With Pay. ' a. Special leaves with compensation include: 1) Funerals. A maximum of three (3) days of sick leave may be taken in the ' event of death of the employee's spouse or death in the employee's immediate family. An additional seven (7) days of sick leave may be taken upon written approval of the Appointing Authority. 1 2) Military Leave for Training Purposes. Employees who are members of any reserve component of the military forces of the United States or National ' Guard, shall be granted leave of absence not exceeding fifteen (15) working days in each fiscal year when ordered for training, in accordance with ' Minn. Stat. §192.26. 3) Court Duty. Employees subpoenaed as witnesses or called for jury duty ' shall be granted leave of absence for the time necessary to complete those duties. All fees received as a witness or juror, except mileage fees for use of the employee's private vehicle, shall be paid to the City. The employee ' will be paid at their normal rate of pay while performing court duty. 4) Injured on Duty Leave. All employees certified by their physicians as ' unable to work because of a work related injury shall be entitled to injured on duty leave up to a maximum of the "waiting period" as defined under the City's long term disability insurance program. An "injured on duty ' leave" is a noncompensable privilege. If an employee on injured on duty leave has accumulated sick leave or vacation or both, the Appointing Authority may provide for the payment of additional benefits to the ' employee. Such payment may not exceed the amount of the total sick leave and vacation accumulated and shall not result in the payment of a total weekly rate of compensation that exceeds the weekly wage of the ' employee. Such payment shall be charged against the sick leave and vacation accumulated by the employee. The payment is conditional upon the employee submitting to the Appointing Authority written proof of ' entitlement to workers' compensation. The payment will further only be made pursuant to a written schedule signed by the employee and approved ' by the Appointing Authority. The schedule will evidence the employee's 11 weekly wage, the employee's weekly entitlement to workers' compensation, and the payment of additional benefits made calculated on a weekly rate. Injured on duty leave shall not be provided to employees who fail to . comply with procedures required by the Appointing Authority for reporting work - related injuries. 5) Bone Marrow Donation Leave: Employees who are donating bone marrow shall be granted a paid leave of absence not exceeding forty (40) work hours. b. Employees using paid leave time shall be considered to be working for the purpose of accruing benefits. 6. Special Leaves Without Pay. a. Special leaves without compensation include: 1) Military Leave for Extended Service. Employees shall be entitled to military leave of absence without pay not to exceed four (4) years for service in the armed forces of the United States, plus such additional time in each case as such an employee may be required to serve pursuant to law, in accordance with Minn. Stat. §192.261. [Note: The following section (2) was changed to reflect federal regulations.] ' ,:.. pant has as€s hah :ate %:. 12 et fWA 0# --h th ........ . ........ ab e a 0 13 ......... ...... X. X eal d' .... did" An s .............. WW ............... . .... .... an .. .. . W. " . . .,f ............. . . ........ .... ... . .... ... den r res -A-n gh .... . . ..... . .. ... .... 3) Political Activity Leave. City employees shall take an unpaid leave of absence from City employment upon: a) Assuming an elected federal or state public office which in the opinion of the Appointing Authority conflicts with their regular City employment; 14 C C J b) Assuming an cted or appointed public office other than specified in paragraph ( which, in the opinion of the Appointing Authority conflicts with their regular City employment; or c) Becoming a candidate, or during the course of candidacy, for any elected public office, if in the opinion of the Appointing Authority the candidacy conflicts with their regular City employment. 4) Discretionary Leave: All regular full-time and part-time employees who have successfully completed the probationary period may be absent from work up to six (6) months upon the discretion and approval of the Appointing Authority. Written requests for this leave shall be submitted six (6) months prior to the expected commencement date of the discretionary leave. [Note: The following section was added to reflect state law.] tip C.. thenercr cssroam ivitza checldg .. is ............................. ............................ ............................. ' 7. Group Insurance. Benefit plans are provided through selected carriers, administered in compliance with their terms and applied in a uniform manner. Complete information can ' 15 be found in the summary plan descriptions. The important benefits you have while employed as a regular full-time employee of the City of Chanhassen are described below: a. Disability Insurance. If you become permanently and totally disabled while insured, and if you otherwise qualify, long -term disability benefits are payable at 66% of monthly salary (to a maximum of $5,000 per month) after ninety (90) consecutive days of disability. These payments will continue as long as you continue to be disabled, up to age 65. The City pays the entire cost of these benefits. b. Basic Life /AD & D Insurance. Eligible employees receive a Life Insurance benefit equal to 100% of annual salary, rounded to the next even $1,000. Accidental Death and Dismemberment benefits will be paid to you or your designated beneficiary in varying amounts for certain injuries or loss of life. The City pays the entire cost of these benefits. C. Optional Life Insurance. Eligible employees can purchase optional life insurance in varying amounts up to 300% of annual salary. Employees pay the cost of this coverage based on their age and amount of insurance elected. d. Medical Insurance. Eligible employees and their eligible dependents can be covered for medically necessary care. Eligible expenses include charges for hospitalization, physician care, surgery, prescription drugs, and other medically necessary treatment. You must use member providers to receive the highest reimbursement for medical expenses. Details on this and other requirements can be found in your summary plan description booklet for the medical plan. The City pays the entire cost of employee coverage and 50% of the cost of dependent coverage. e. Flexible Spending Accounts. Eligible employees can set aside up to $5,000 per year for Dependent Care and up to $2,000 per year for Health Care expenses. These funds are contributed on a pre -tax basis. In addition, employees purchasing dependent medical coverage pay for their share of that coverage on a pre -tax basis. [Note: Section 8 was added to recognize employees for years of service provided.] 1 n 1 16 1 Pik :.:, ::. ,:.>,<;;: ,, » :.; 1 :;. < :.;::;.;:<,,<::,;; : : ,,;: >;:.;:.: ..:.fr.. . . a; . 5.... a. : and. ...: ::: u .: ..... ::;:' e> » :a: l :: u< < .:<::::: <: dtalcs ::::s1i >iar ................... ' c <. d >sev W. me i ti 11 t�s elec 1. .::..:........................................................................ ............................... e SECTION 8. EMPLOYEE TRAINING AND DEVELOPMENT. ' 1. Tuition Reimbursement. The Appointing Authority may authorize the reimbursement to an employee of tuition for educational purposes in accordance with guidelines established at the sole discretion of the Appointing Authority. ' 2. Conferences. The Appointing Authority or its designers may authorize employees to PP g t3' attend, at City expense, conferences or workshops that are job - related. Attendance at such ' conferences shall be considered as time on duty for purposes of pay and benefits. Time spent outside of the employee's work schedule for travel and for attendance at conferences and workshops shall not be considered as time on duty for purposes of pay and benefits. ' Reporting standards may be established by the Appointing Authority as to the knowledge gained and /or assurances of attendance. The City will reimburse employees for expenses ' incurred during the conference including travel, meals and registration fees. All conference attendants must submit a Request for Training form to their supervisor, department head and City Manager. SECTION 9. CONFLICT OF INTEREST. ' 1. An employee has a conflict of interest when the employee's private financial interests or personal relationships create a conflict with the employee's public duties, whether or not those personal interests in fact influence the exercise of the public duties. In determining whether a conflict of interest exists, the Appointing Authority shall consider the extent to which the personal interest appears to compromise the employee's ability to objectively and fairly perform City duties. Examples of conflicts of interest are: ' a. Use of City time, facilities, equipment and supplies, or the badge, uniform, prestige and influence of City employment for private gain. ' b. Use of non -public data obtained as a result of City employment for private gain. ' C. Receipt or acceptance of any money, honoraria, or other benefit from anyone other than the City for the performance of an act which is part of the employee's assigned duties or expected activities. 17 1 -1 I L d. Action taken as part of the employee's duties which affects or gives a special benefit to the employee, the employee's spouse, or the employee's immediate family in their private capacities, such as an employee's inspection of self - completed construction or in their public capacities, such as where both spouses are employees or officials of the City and their martial interests conflict with the City's interest. 2. All employees are annually required to complete a disclosure statement setting forth all activities in which they engage or intend to engage outside the City employment for financial gain and to be submitted during your annual review (Attachment A). Employees need not disclose passive financial investments requiring no ongoing activity by the employee, unless those investments are in an entity which the employee knows: a. has a contract with the City; b. will be bidding for a contract with the City in the following year; or C. has pending or will submit in the following year an application for any kind of City approval. 3. Employees shall obtain prior approval from the Appointing Authority before engaging in any other employment, activity, or enterprise for private gain which might constitute a conflict of interest. The Appointing Authority shall not permit outside employment or activities for private gain which constitute a conflict of interest with public duty or are inconsistent or incompatible with public employment. [Note: Added Section 10 as previously approved by the city council.] 1 ON 1 �l ............ nom::::.: . ........ .... 3 19 [Added new Section 11 on Sexual Harassment.] 44 .......... " iris .............. X ....................... t VOW" 20 a SECTION 12. TERMINATION AND LAYOFF. 1. Termination. Employees of the City may be terminated from the City's service because of retirement, resignation, dismissal, reduction or change of work, lack of funds, or other reasons. 2. Resignation. 21 a. An employee who wishes to resign from the City's service in good standing because of retirement or other reasons shall give the Appointing Authority at least fourteen (14) calendar days notice prior to the date of termination. Department directors shall give thirty (30) calendar days notice. The notice should be in a form prescribed by the Appointing Authority. The Appointing Authority may agree to a shorter period of notice in unusual circumstances. Any vacation or other leave time used after the notice must be approved by the Appointing Authority. b. An employee who does not submit such a notice shall be considered as having terminated not in good standing. Other terminations may be classified as not in good standing in the discretion of the Appointing Authority. Written notice of the decision that the termination is not in good standing shall be submitted to the employee within five (5) working days after the decision. C. The Appointing Authority may, in its own discretion, deem an employee to have voluntarily resigned if the employee is absent from work for a period of three (3) working days or more without notifying the immediate supervisor, department director, or Appointing Authority of the reasons for the absence and obtaining permission. The same shall apply when an employee fails to return to work within three (3) days after an authorized leave. 3. Penalties. Termination not in good standing shall be noted in the employee's personnel file. In that case, the employee may not be considered eligible for re- employment, and the employee may also be denied severance benefits in the discretion of the Appointing Authority. 4. Layoffs. Layoffs will be conducted in accordance with adopted administrative policy. Layoffs shall occur by seniority within your area for full and part-time positions. 5. Termination Pay. Regular employees who die or otherwise leave the City after five years of service shall receive: a. Pay equal to the amount of accumulated, unused vacation leave; b. Pay equal to one -half of the accumulated, unused sick leave; c. Non - exempt employees shall receive pay equal to the amount of accumulated, unused compensatory time; d. Exempt employees shall receive fr ti`t [Notes change in state law] severance pay less any vacation leave and sick leave payments employee may receive as termination benefits. M 0 n e. Termination pay of deceased employees shall be paid to the beneficiary designated in the life insurance policy provided by the City. [Note: Added new Section 13.] Pakk .................. . ...... C .. El ......... ..... ......... ..... ..................... x ...... ..... ... X X ��i R ..... 91IM- .0 ................. ... ........ ..... ........................ 23 e. POV: a Adopted by the Chanhassen City Council on 24 ATTACHMENT A STATEMENT OF REPRESENTATION I have read the attached Minnesota Statutes, Section 471.87, 471.88, 471.881, 471.89 and 412.311. I understand that the term "contract" includes the purchase of goods and services: I hereby certify that I have not voluntarily had a personal financial interest in the sale, lease or contract of the City, nor have I personally bene- fitted from any such transaction. I will notify the City of Chanhassen promptly if there is a change in my current status. By: ' Title: ' Date: I hereby certify that I have (had) a personal finan- cial interest in a sale, lease and /or contract of the City and /or have personally benefitted financially ' from such a transaction. The circumstances and sta- tutory exception (authority) for all such financial interest are described as follows: � I � I - 1_;I� By: Title: Date: