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HomeMy WebLinkAboutResolution 2001-50 - Adopting Employee Handbook and Supplemental Policies • City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2001 — 50 MOTION BY MEMBER: Thomas SECONDED BY MEMBER: Gmach Adopting Employee Handbook & Supplemental Policies WHEREAS, the Corcoran City Council(City) is responsible for personnel management; and WHEREAS, the City has produced an employee handbook and supplemental policies as reference tools for it's employees. NOW THEREFORE BE IT RESOLVED, by the Corcoran City Council that the employee handbook and harassment policy as prepared and presented by the City Administrator on this 26th day of July 2001 is adopted in full and effective as of this date. VOTING AYE VOTING NAY X Bucher, John Bucher, John _ X Gageby, David Gageby, David X Gmach, George Gmach, George X Guenthner, Ken Guenthner, Ken _ X Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared passed on this 26th day of July, 2001. Kenneth Guenthner, Mayor ATTi ST: • Sus n Vergin, CM ', City Clerk TABLE OF CONTENTS Adoption & Amendment Page 1 Purpose Page 1 Resources & Disclaimer Page 1 Scope Page 1 Definitions Page 2 Organization Page 2 Conduct Page 2 Discriminatory, Sexual Harassment& Inappropriate Behavior Page 3 Grievance Policy Page 3 Hiring Procedures Page 4 Physical Examination Page 4 Reference Checks Page 5 Employment (I-9) Verification Page 5 Veteran's Preference Law Page 5 Drug Testing Page 6 Child Support Page 6 Personnel Flies Page 6 Resignations Page 6 Dismissal Page 7 Insurance Page 7 Health Insurance Page 7 Retirement Health Insurance Page 7 Time-Life Insurance Page 7 Long Term Disability Insurance Page 7 Hours of Work & Pay Periods Page 7 Flexible Spending Account (FSA) Page 8 City/County Credit Union (CCCU) Page 8 MN State Deferred Compensation Plan Page 8 Overtime Page 8 Call Back Pay Page 9 Lunch and Rest Periods Page 9 Leaves Page 9 Definitions Page 9 Responsibility Page 9 Extended Leaves Page 9 Procedures & Conditions Page 10 Family &Medical Leave Page 10 Reasons for Taking Leave Page 10 Advance Notice & Medical Certification Page 10 Job Benefits & Protection Page 11 Enforcement Page 11 Sick Leave Page 11 Purpose Page 11 Accrual Page 11 Severance Pay Out Page 11 Process Page 11 Other Provisions Page 12 Vacation Page 12 Voluntary Leave of Absence Without Pay Page 13 Funeral Leave Page 13 Holidays Page 13 Holiday Work Page 14 Jury Duty & Legal Witness Leave Page 14 Military Leave Page 14 School Conference & Activities Leave Page 14 PERA & Social Security Page 15 Workers' Compensation Page 15 Training Policy Page 15 Travel Expenses Page 15 City Tools Page 16 Cellular Telephone Page 16 Uniforms Page 16 Employee Safety Page 16 Employees Page 16 Physical Qualifications of Employees Page 17 Instruction & Training Page 17 Gifts Page 18 Employee Right To Know Page 18 ii Adopted July 26, 2001 EMPLOYEE HANDBOOK Adoption & Amendment These rules were prepared and recommended by the City Administrator and adopted by the City Council in July of 2001. All prior personnel policies and rules are hereby revoked. The City of Corcoran reserves the right to unilaterally modify the personnel policy. Purpose Welcome! You have been employed by the City of Corcoran to assist us in providing essential services to our citizens. While the main purpose of this handbook is to give you a general overview of the conditions and rewards of employment with the City, this handbook is not a contract between the employer and employee. Policies stated in this handbook may be changed at any time by the City Council at its sole discretion. It is important that you first understand the purpose and structure of our organization and how you fit into it. A few minutes spent reviewing this information will help you understand the importance of the work that you will be performing. Resources & Disclaimer This manual summarizes city polices pertaining to employment. It will not present the policy verbatim. To supplement the information presented in the manual employees should contact the City Administrator. This handbook has been produced to inform new employees of city policies and benefits. In and of itself this policy creates no obligation for the city regarding continuation or administration of any of the benefits described. All city employees are hired on an at-will basis, unless otherwise specified by union contract, other contract or city ordinance. The policies herein relate to all employees unless otherwise superseded by contract. Scope Personnel covered are all employees of the city except these specified: A. All elected officials B. Members of city boards, commissions and committees C. Volunteer personnel D. Consultants and others rendering temporary,professional service including, but not limited to, inspectors, attorneys and engineers E. Other employees not regularly employed including, but not limited to, summer and winter temporary employees Page 1 of 18 Adopted July 26, 2001 Definitions "Employer" City of Corcoran "Employee" Person hired by the employer to perform assigned duties for wages "Full Time Employee" An employee who normally works a minimum of forty (40) hours per week "Part Time Employee" An employee who normally works less than forty(40) hours per week "Regular Employee" An employee who normally works more than thirty (30) hours per week "Seasonal Employee"An employee who works only during certain times of the year "Temporary Employee"An employee who works on an as-needed basis as determined by the employer "Exempt Employees"Bona fide executive, administrative and professional employees are exempt from certain provisions of the Fair Labor Standards Act (FLSA), including overtime and minimum wage requirements "Non-Exempt Employees"All employees not designated as exempt employees, by the Federal government, are covered by all provisions of FLSA, including overtime and minimum wage requirements "Immediate Family" Is an employee's spouse, child, parent, in-law, sibling, grandchild and grandparent. Organization The City of Corcoran is a Charter city the primary functions of the city operate under the guidelines of a statutory plan A city. A City Council with four(4) members and a Mayor run the City. The City Council appoints a City Administrator to function as the Chief Executive Officer of the city. The Administrator, along with other city employees, is responsible for implementing polices determined by the council. A seven regular and two alternate members Planning Commission appointed by the City Council assists the city's planning efforts. A Waste Water Commission consisting of seven regular and two alternate members' grants septic system variance requests and provides leadership on issues related to waste water. As employees of the city we are responsible for providing some of the most basic services essential to a full service community. Administrative and police functions are housed at the municipal center. In addition, the city staffs a public works facility. The city contracts with four other cities for fire protection. The city contracts for legal services, engineering services, building inspections and animal control. Conduct You are now part of a city government that is continuously working to make Corcoran a more enjoyable and attractive place in which to live and work. Your job was created in order to accomplish this goal, and your personal contribution is necessary to make this a Page 2 of 18 Adopted July 26, 2001 responsive and efficient city government for the citizens of Corcoran. Service to the citizens is our reason for existence. You are expected to give this service to the best of your ability and to perform your job with a spirit of courtesy, willing assistance and appreciation for the responsibilities of your job. You are a very important person to the citizen who will be the recipient of the service that only you can provide. More and more, the effectiveness of the city government is dependent upon each individual employee. Putting together all our individual efforts will result in an efficient, effective and responsive government for Corcoran. No matter whether your job demands paving streets, filing cards or answering inquires from the public, it is extremely important that your contact with the public be fair and courteous. Treat all inquires as if you were on the receiving end of the information or assistance. Just as the City Council believes every city employee is an important individual, it is important that the individual rights of citizens should be respected. It is essential that every citizen and fellow employee be treated with dignity and consideration. No abusive or foul language will be tolerated. The public will judge your department and all of Corcoran government by your attitude and efficiency. You are expected to adhere to prescribed hours of work and to notify the City Administrator or your supervisor as early as possible if you must be absent for unforeseen reasons. You are expected to perform as instructed and to follow all city and department rules, regulations and polices as they relate to you. If you do not perform your duties in a satisfactory manner,you may be subject to disciplinary action. Discriminatory, Sexual Harassment& Inappropriate Behavior It is the policy of the city that the work environment shall be free from harassment, including harassment based on: race, color, creed, religion, national origin, gender, marital status, public assistance status, sexual orientation, disability, age or membership or activity in a local human rights commission. Also that each and every employee and member of the public shall be treated with respect at all times. A full copy of the city's Discriminatory, Sexual Harassment & Inappropriate Behavior policy is available from the City Administrator. Grievance Policy It is the policy of the city, to the extent possible, to prevent the occurrence of events leading up to the filing of grievances and to deal promptly with those, which occur. Any employee has the right to submit a grievance relating to the conditions or compensation of his or her employment. However, this procedure must not interfere with the full, faithful and proper performance of the employee's duties. If an employee has a grievance, he or she should submit a written statement within 10 days of the event regarding the grievance and specific remedy requested to his or her supervisor. The supervisor will discuss the grievance with the employee and attempt to resolve it to the Page 3 of 18 Adopted July 26, 2001 extent that he or she has the authority to do so. The supervisor will provide a written response to the employee within 10 days of receipt of the written grievance. If the grievance is not dealt with to the employee's satisfaction at that level, the employee must submit a written appeal within 10 days to the next higher level in the order of: the City Administrator and the City Council. The City Council will serve as the final local authority in the resolution of the grievance. The City Council shall take action and provide a written response within 30 days of receipt of the written appeal. In the event any manager is not available to receive a grievance or appeal the employee shall submit the grievance or appeal to the next higher authority. Hiring Procedures The City of Corcoran has a policy of providing Equal Opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity and directives or regulations of Federal, State and Local governing bodies or agencies thereof, specifically Minnesota Statute 363. The city will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, gender, disability, age, marital status, sexual orientation or status with regard to public assistance. (Note: All terms are interpreted as defined in Minnesota Statutes.) The city requires a drug test upon offer of a position covered by the Omnibus Transportation Employee Testing Act. (See supplemental Drug Testing Policy for additional information.) Every appointment to municipal service shall be based upon recommendation by the City Administrator and approval of the City Council. Physical Examination If you are offered a position, you may be required to undergo a physical examination, at the city's expense, to determine whether or not your are able to perform the duties of the position in an effective and safe manner and whether or not accommodations need to be made for you. The City of Corcoran does not discriminate on the basis of handicapped status in the access to or employment in, its programs or activities. It is the policy of the City of Corcoran, in accordance with the Americans with Disabilities Act (ADA), to provide reasonable accommodations to the known physical and mental limitations of qualified handicapped applicants and employees in order for them to perform the essential functions of the job. Page 4 of 18 Adopted July 26, 2001 Reference Checks The "Minnesota Government Data Practices Act" governs the dissemination of information regarding city employees both current and former. In order to comply with state law, the following procedure will be followed: The City Administrator shall be the only one authorized to give out reference checks. It shall be the city's policy that requests for information on employees will be honored only if submitted in writing, preferably on letterhead. The city has the standard policy of releasing only the following information: Name, Position, Dates of Employment and Salary. Other information requested will be released as required by law. Employment(1-9) Verification The Immigration Reform and Control Act of 1986 (IRCA) states that employers must hire only American citizens and aliens whb are authorized to work in the United States. Employers must verify the employment eligibility of anyone hired after November 6, 1986. The City of Corcoran will accept any authorized form of identification of United States citizenship or right to work in the United States permit. The city does not discriminate against any individual (other than an unauthorized alien) in hiring, discharging, recruiting, because of that individual's national origin, or in the case of citizen or intending citizen, because of his or her citizenship status. Veteran's Preference Law Refer to Minnesota Statues 197.455 through 197.481 and 43A.11 for provisions of Veteran's Preference Law. For those positions requiring veteran's preference be provided, all applicants are given the opportunity to claim veteran's preference when completing the city's application for employment. Form DD214 may be requested for proof of honorable discharge. Internal candidates may request veteran's preference whenever they apply for a position, covered by veteran's preference law, which will be filled by open competitive exam. However, on competitive promotional exams, only disabled veterans are eligible for preference and one time only. Candidates must pass minimum qualification requirements (written exam, skills test or oral interview as determined by the City Council in advance) before veteran's preference is considered. Page 5 of 18 Adopted July 26, 2001 Veteran's preference is in addition to the combined test score, 5 percent if veteran, 10 percent if disabled (5 percent on promotional exam if disabled). The records will show the combined test scores plus the preference score. Each veteran's name is placed on the eligible list in the ranking order in which the augmented score entitles him or her. If a veteran and a non-veteran have the same score, the veteran's name is placed first. Drug Testing The city has established a drug and alcohol testing policy as mandated by the Omnibus Transportation Employee Testing Act. The City Administrator will provide further information to the select employees subject to the provisions of this policy. Any questions about drug and alcohol testing should be directed to the City Administrator. Child Support The city in compliance with M.S. 256.9981 shall provide information on new hires and re-hires within 15 days of hire to a central statewide office for the purpose of assessing child support obligations. It is the city's policy to assist in the collection of child support including, but not limited to, income withholding. Personnel Files Records of each employee are kept on file in the City Administrators office. These include such things as the employee's application materials, dates of hire and promotion, salary history, performance evaluations, copies of certifications, commendations, reprimands, and other job-related documents. A separate file will be maintained for confidential materials including, but not limited to, drug test results. Employees may inspect the contents of the personnel file upon request, unless state or federal law prohibits access. Materials in an employees personnel file are released to others in accordance with the provisions of the Minnesota Government Data Practices Act, other applicable state and federal laws, and applicable court decisions. Resignations All employees must submit a written letter of resignation to the City Administrator, two (2) weeks prior to leaving. Failure to comply with this procedure can be considered cause for denying the employee future employment by the city,. Unauthorized absence from work for a period of three (3) consecutive working days will be considered by the City Council as a resignation. Upon receipt of a resignation letter, the City Administrator shall acknowledge the resignation letter in writing and inform the employee of any termination benefits, if Page 6 of 18 Adopted July 26, 2001 applicable. Exit interviews will be conducted whenever possible. The supervisor shall collect any issued keys or equipment from the terminated employee. Dismissal As an at-will employer city retains the right to an immediate discharge of an employee. Insurance The city provides a variety of insurance coverage's for its regular employees generally scheduled to work 30 or more hours per week. All employees are equally eligible for coverage. The city does not pay out the difference between the policy available and the policy taken by the employee. Health Insurance The city will provide a contribution towards health coverage for regular employees. A set dollar amount for benefits will be included in the compensation plan approved by the City Council as a separate document. The city will review its contribution on a regular basis. Retirement Health Insurance The city offers retirees the opportunity to continue their insurance coverage at their own expense. *An employee hired before Feb. 1, 2001 who retires with a combination of years of service and age totaling eighty-five, and having a minimum of fifteen (15)years of service as a full-time Corcoran employee, shall be entitled to a fifty percent(50%)employer contribution for the employee's cost of single hospitalization and medical insurance premium until said employee reaches the age of sixty-five(65). Term-Life Insurance The city will provide a contribution towards life insurance for regular employees. Employees provided this benefit may purchase, through payroll deduction, additional term life insurance to supplement the insurance coverage provided by the City. Long Term Disability Insurance The city will provide a contribution towards long-term disability insurance for regular employees. Hours of Work& Pay Periods Employees are paid every other Friday. All overtime work and regular hours must be documented. Employees are expected to work hours according to the schedule established by the City Administrator or their immediate supervisor. Page 7 of 18 Adopted July 26, 2001 Flexible Spending Account(FSA) All regular employees working shall be eligible for FSA, a pre-tax reimbursement plan. This plan provides for the use of pre-tax dollars to cover medical and dependent care costs. The City shall make a contribution to this account in an amount set from time to time by the city council. The employee may use additional dollars of his or her own. City/County Credit Union (CCCU) As a city employee you are eligible to become a member of your area CCCU. This is a type of bank that allows members the opportunity to access lower interest rates for loans, setting up savings bonds, etc. For further information contact the City Administrator. MN State Deferred Compensation Plan MNDCP is open to all Minnesota public employees. It allows you to set aside a portion of your income and accumulate it on a tax-deferred basis. That means less of your salary is subject to current income tax and your savings and investment earnings accumulate tax-deferred until you start drawing from the Plan at retirement. For further information on this account contact the City Administrator. Overtime Exempt Personnel: Those employees defined as exempt by the Federal government are not eligible for overtime payment. They are responsible for scheduling their workweek so as to accomplish all of their duties. This may require greater or fewer than 40 hours per week. Non-Exempt Personnel: All time worked in excess of 40 hours per week which is authorized by the City Administrator and Department Manager shall be reimbursed at a rate of 1 & 1/4 hours overtime compensation or compensatory time off for every hour worked over 40. All overtime to be worked must be pre-approved by the City Administrator or Department Manager prior to working overtime. Failure to obtain prior approval of overtime may result in discipline. A workweek is defined as Saturday (12:00 AM) through Friday (11:59 PM), when determining how many hours were worked in a week. Vacation, Sick and other leave time, with the exception of holiday leave, shall not be eligible for overtime pay. The City Administrator and City Council shall be responsible for administering the compensatory time leave policy. Compensatory time shall not accrue to greater than 240 hours. When the employee has earned 240 hours he or she must be paid overtime pay at a rate in conformance with applicable state and federal laws. Page 8 of 18 Adopted July 26, 2001 Call Back Pay A regular full-time employee called back after normal working hours shall, by City Council action, be paid for a minimum of two hours pay. Any hours beyond two shall be paid at the regular rate, unless the week's total hours require overtime pay. All callback pay must be approved on the employee's time card by the either the supervisor or City Administrator. This provision does not apply to the extension of a normal work shift. This does not apply to City Council or other meetings at which attendance is required of the employee by the City Administrator. This section does not apply to part-time, seasonal or temporary employees. Lunch and Rest Periods Employees are provided an unpaid lunch period of at least thirty (30) minutes and not to exceed one (1) hour. Employees are entitled to a paid fifteen (15) minute rest period during every four-hour work period. Leaves It is the policy of the city to grant employees leaves, both paid and unpaid, as herein applied, in order that employees may perform their duties on the job mentally and physically refreshed. Recognizing that employees offer their best efforts to the city when they are able to attend to pressing personal problems, the city grants leaves of absence as described in this manual, when such time off from the job is justified. All leaves will be granted at the discretion of the city, with consideration of the needs of the department or area in which the employee is located. Definitions "Paid Leave" Authorized absence from duties of a position without loss of regular compensation from the city. "Unpaid Leave" Authorized absence from duties of a position, the duration of which is without compensation from the city. Responsibility The City Administrator and City Council shall be responsible for administering the leave policy as outlined in this manual. The City Administrator shall approve the paid and unpaid leaves of absence that are stated in this policy to be within his or her scope after consideration of departmental needs to ensure unhampered operation of the activities of the department. Extended Leaves The city, at its discretion, grants unpaid leaves to regular employees under justifiable conditions. These justifiable conditions are medical and personal contingencies. Page 9 of 18 Adopted July 26, 2001 A. Medical Contingencies - Prolonged illnesses, serious injury or birth of a child. The City Council may approve a leave for a period not to exceed one year. B. Personal Contingencies - The City Council may approve a leave of up to one year. Procedures & Conditions All requests and replies must be in written form and approved by the City Council. The City Administrator may grant a leave request on an emergency basis with the continuation of leave approval required by the City Council. Leaves will be used only for those purposes for which they were granted. Leaves shall be granted only after an employee has exhausted all accumulated vacation for personal contingencies, and sick leave for medical contingencies. Following an approved leave the city will make every reasonable effort to reinstate the employee to a position within the same classification with the same hours and pay. Failure of an employee to report to work on the first scheduled working day, without reasonable cause, shall be considered cause for termination. Any pay received or benefits granted in excess of those set forth elsewhere in this manual shall be repaid by an employee not returning to work. For medical contingencies, the employee shall submit a physicians' written statement citing that the employee is unable to work because of medical contingencies and the projected date of return to work. No vacation or sick leave shall be earned by persons on an extend leave of longer than one month. Employees on extended leave of longer than one month will have the option of continuing city provided insurance at their own expense. This leave is to be taken only after exhausting all other leave options. Family & Medical Leave FMLA provides up to 12 weeks unpaid,job-protected leave to employees for certain family and medical reasons. Employees are eligible if they have worked for a covered employer for at least one year, and for 1,250 hours over the previous 12 months. For complete details on the use of this leave time contact the City Administrator. The following is a brief outline of the Act, it does not represent the Act in full. Reasons for Taking Leave • To care for the employee's child after birth, or placement for adoption or foster care. • To care for the employee's spouse, son or daughter, or parent, who has a serous health condition. • For a serious health condition that makes the employee unable to perform the employee's job. Advance Notice & Medical Certification • The employee ordinarily must provide 30 days advance notice when the leave is "foreseeable". Page 10 of 18 ` Adopted July 26, 2001 • An employer may require medical certification to support a request for leave because of a serious health condition, and may require second or third opinions (at the employer's expense) and a fitness for duty report to return to work. Job Ben efits & Protection • For the duration of FMLA leave, the employer must maintain the employee's health coverage under any"group health plan". • Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay,benefits, and other employment terms. • The use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave. Enforcement • The U.S. Department of Labor is authorized to investigate and resolve complaints of violations. • An eligible employee may bring a civil action against an employer for violations. • FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State of local law or collective bargaining agreement which provides greater family or medical leave rights. Sick Leave Purpose Sick leave shall be granted only for absence from duty because of personal illness, legal quarantine, to care for a sick dependent, serious illness, or death in the immediate family. Sick leave is not a privilege, which an employee may use at his or her discretion but shall be used only in the case of necessity. Accrual Full-time employees accrue sick leave at the rate of 8 hours per month for each calendar month worked. Employees in regular part-time positions, generally scheduled to work 30 or more hours per week, shall earn sick leave on a pro-rated basis of 8 hours sick leave for every 173.333 hours worked. Sick leave shall be allowed to accrue to a maximum of 720 hour. Any sick leave days beyond the maximum will be paid out at a rate of 16 hours equals 8 hours of vacation. Severance Pay Out Employees shall be entitled to receive payment for one-half of accumulated sick leave time upon separation from the city. Process In order to obtain sick leave with pay, an employee must report promptly to the City Administrator the reasons for his or her absence. If the absence is more than three days, the City Administrator may require a medical certificate. Page 11 of 18 Adopted July 26, 2001 Other Provisions A. An employee who has been unable to work for a period of time because of illness or accident may be required to submit a medical certificate assuring his or her ability to perform competently before that employee may return to work. The City of Corcoran does not discriminate on the basis of disability. B. Claiming sick leave when you do not qualify under this policy may be cause for disciplinary action, including, but not limited to, cancellation of sick leave benefits, suspension, demotion or termination. C. When an employee is absent from work because of an injury or illness and is receiving Worker's Compensation or long-term disability benefits for the injury/illness, the employee may deduct from his or her sick leave balance the difference between 100% of the city pay and the benefit pay to the extent that he or she has accrued sick leave benefits. Vacation Only regular employees generally scheduled to work 30 or more hours per week, are eligible for an annual paid vacation at their regular rate of pay. Vacation time is a benefit granted by the city. Prior approval is required from the City Administrator to take vacation time. The city reserves the right to refuse vacation date requests based on staffing needs. Vacation is earned per month at the rate listed below. Vacation is available for immediate use by the employee. Vacation is based on the number of months and years of service an employee has with the city. Employees may carryover a maximum of 160 hours from one year to the next. The year is based on the anniversary date of hire for the employee Unused vacation will be paid out at the level accrued upon proper notification of separation from the city as outlined in this handbook. Once approved for an eight hour vacation leave by the City Administrator, if an employee is called back to work he or she-Thall have the option of saving the vacation time or having it included in the total hours worked for the week. Year of Employment Monthly Vacation Accrual Less than one full year 4 hours per month One through five years 7 hours per month Six through ten years 10 hours per month Eleven years and over 14 hours per month Page 12 of 18 Adopted July 26, 2001 Voluntary Leave of Absence Without Pay Voluntary leaves of up to ten working days may be taken. This leave could be used to extend a vacation, to work a four-day week or to allow a second vacation during the year. Only whole days off, not fractions, may be requested. The request should be made in writing to the City Administrator at least five (5) working days in advance. Voluntary leave requires written approval by the City Administrator. The signed authorization or verification will be kept in the employees file. Health and life insurance coverage remains in effect during voluntary leave. Also, sick leave and vacation will continue to accrue. No deductions will be made for Social Security or PERA, since they are a percentage of actual salary paid. Payroll deductions will be handled as usual. However, if voluntary leave involves five (5) days or more in a single two-week pay period, the employee should make sure that sufficient funds are available to cover deductions. Employees will be granted voluntary leave only if the work of their department can go on without any additional overtime or any additional temporary replacements. Funeral Leave Employees may be excused from work with pay for up to 24 hours for each death in the immediate family. Additional leave time as outlined in the sick leave policy may be taken for this purpose. All time used for this purpose must be approve by the City Administrator. Holidays The city observes the following official holidays: New Year's Day January lst Martin Luther King Day Third Monday of January President's Day Third Monday of February Memorial Day Last-Monday of May Independence Day July 4th Labor Day First Monday of September Veterans Day November 11`h Thanksgiving Day Fourth Thursday of November Day after Thanksgiving Day after Thanksgiving Christmas Eve December 24th Christmas Day December 25th Floating Holiday Employee Discretion Page 13 of 18 Adopted July 26, 2001 If a holiday falls on Sunday, the following Monday is a paid holiday, and if any such day falls on a Saturday, the preceding Friday is a paid holiday. Employees must receive approval from the City Administrator prior to taking the floating holiday. The floating holiday will be included in the employees Vacation balance at the beginning of each calendar year. Each holiday commences at the beginning of the first shift on the day on which the holiday occurs and continues for 24 hours thereafter. A holiday is an eight-hour day. Regular Part-time employees, working a average of 30 hours or more per week, are eligible for a pro-rated portion of the eight (8) hour holiday based on the average number of hours worked per week. Holiday Work If called to work by the City Administrator or Department Manager, employees shall have the option of including the holiday hours into their total for the week or taking a holiday at a later date. Holiday hours included in a weeks report shall be eligible for overtime pay. Jury Duty& Legal Witness Leave Any employee selected for jury duty or required to appear in court, as a witness will be reimbursed for the difference between compensation received for this appearance and regular pay. Employees will notify the City Administrator immediately after receiving notice to report for jury and legal witness duty. Military Leave As per M.S. 192.26, employees who are members of an Armed Forces Reserve or National Guard unit will be granted a military leave when called to active duty. Employees will be reinstated to their position as required by state and federal law. Employees are to present a copy of their orders to the City Administrator prior to leave approval. School Conference& Activities Leave As per M.S. 181.9412 employees are allowed up to 16 hours of unpaid leave during any 12-month period to attend school conferences or classroom activities related to the employees child. Provided the conferences or classroom activities cannot be scheduled during non-work hours. This leave also applies to attendance at conferences and activities for an employee's child who receives childcare services as defined in section 256H.01, subdivision 2, or attends a pre-kindergarten regular or special education program. Page 14 of 18 Adopted July 26, 2001 PERA & Social Security All employees are automatically on the coordinated PERA and Social Security plan. Social Security and PERA are taken out at the going rate. The city matches the Social Security payment made by the employee and matches the employee's payment of PERA plus .43 percent more. No taxes are paid on monies going to PERA until the money is withdrawn. Workers' Compensation Workers' Compensation insurance provides compensation to employees who have a work-related injury or disease. The benefits include partial wage replacement and full payment of reasonable medical and rehabilitation costs. In case of death, workers' compensation benefits are paid to the employee's dependents. Employees shall report all injuries or illness to their supervisor and/or the City Administrator immediately. Training Policy Costs for employer initiated or required workshops; professional seminars, training programs, courses, continuing education credits and license/certification maintenance will be paid for by the city, upon City Council approval. The cost of travel, lodging and other expenses related to authorized conference attendance will be paid for by the city, upon City Council approval. When day long or overnight conference attendance is required employees are paid as an 8 hour day. Travel Expenses The City of Corcoran covers the cost of work related travel by providing mileage reimbursement at the current IRS approved rate or through the use of a city vehicle. State Statue 471.666, forbids the use of city vehicles for private use. This includes driving to and from work. The only time a local a government vehicle may be used by a local government employee to travel to or from the employee's residence is: A. In connection with work related activities during hours when the employee is not normally working; B. If the employee has been assigned the use of a local government vehicle for authorized local government business on an extended basis and the employee's primary place of work is not the local government work station to which the employee is permanently assigned; C. If the employee had been assigned the use of a local government vehicle for authorized local government business away from the work station to which the employee is permanently assigned and the number of miles traveled, or the time Page 15 of 18 Adopted July 26, 2001 needed to conduct the business will be minimized if the employee uses a local government vehicle to travel to the employee's residence before or after traveling to the place of local government business. City Tools All city tools and equipment must be kept in working order. City tools may not be used for personal use. Cellular Telephone Cellular telephones are provided to department managers and certain employees who work out in the field and it is determined beneficial to the city to provide the employee with a cellular telephone. The city's contract agreement allows for city employees to purchase airtime and cellular telephones at the contracted rate. Employees are to contact the City Administrator if they wish to participate in this agreement. Employees are responsible for paying the cost of all personal charges in connection with the use and maintenance of the cellular telephone. If an employee fails to make payments as required the city reserves the right to deduct the amount due from the employee's paycheck along with an administrative fee to be set from time to time by the city council. Uniforms The city provides uniforms for public works employees. City uniforms must be worn at all times while working. The city provides cleaning services to maintain the uniforms. Employees are ultimately responsible for their uniform. Public works and recreation department employees are eligible for reimbursable expenses per calendar year, upon proof of receipt of purchase, for the cost of safety shoes. The reimbursement amount is to be set by the city council. Any refunds or re-imbursements for costs paid by the city shall be remitted to the city. Safety shoes will be worn at all times when performing manual labor. Employee Safety The City of Corcoran has an excellent safety record and we can be satisfied with nothing less than an accident free environment. Your careful observance of the rules and regulations of the city is an important contribution to the task of providing the safest possible working conditions for all concerned. Employees All city employees are required to become familiar with the safety regulations and requirements in effect within their department. They shall guard their own safety and that of their co-workers. Page 16 of 18 Adopted July 26, 2001 Employees are responsible for the prompt reporting of all personal injuries and all accidents occurring while on the job, within the course of their employment. They are also responsible for reporting all unsafe vehicles, equipment, tools or working conditions to their immediate supervisor. A supervisor shall not assign unsafe vehicles, equipment or tools, and shall be responsible for reporting any conditions to the City Administrator. Employees are also responsible for reporting unsafe acts such as equipment abuse, careless operation or horseplay on the job to their supervisor or the City Administrator. Physical Qualifications of Employees All persons employed shall be physically qualified for performing the duties to which they are assigned. Some factors to be considered in making work assignments are strength, endurance, agility, coordination, and visual and hearing acuity. No person shall be permitted or required to work while his or her ability or alertness is impaired by fatigue, illness or other causes to an extent that might unnecessarily expose the person or others to personal injury or to property damage. Employees will report to their supervisor the use of physician prescribed or over the counter medications that might affect performance or safety. If the employee's abilities are impaired because of the use of prescription drugs, the department supervisor shall assign the employee duties that will not endanger the public or the employee. If the supervisor is unable to assign the employee duties that will not endanger the public or the employee the employee shall be sent home on sick, unpaid or other appropriate leave time. No part of this section may be used to discriminate on the basis of disability, as defined by the American's with Disabilities Act. Instruction & Training Employees shall be provided initial indoctrination by their supervisor and such continuing instruction as will enable them to conduct their work in a safe manner. Employees are encouraged to attend training seminars on safety and equipment operation, subject to approval by the City Council. Initial indoctrination shall include instruction in safety practices, reporting of all accidents, and individual responsibility for accident free operations. All persons required to use protective devices and/or equipment shall be properly instructed and trained in the use of such devices and equipment. All persons required to handle flammable or other dangerous materials shall be fully instructed in the safe handling and use of such materials. All persons required to work in areas where insects, rodents, snakes, poisonous plants or other natural hazards might be encountered shall be instructed regarding potential hazards, first aid procedures, proper identification and personal protective measures. Page 17 of 18 Adopted July 26, 2001 Gifts Minnesota Statute prohibits most forms of gifts from interested persons and organizations to local government employees. The law is complex and not well defined. As a result, any employee receiving any gift (whether in the form of money, service, loan, travel, entertainment, hospitality, promise or any other form) must contact the City Administrator to receive an opinion on the acceptability of the gift. If the gift is unacceptable, it must be refused, returned or donated to a charitable organization. Employee Right To Know The Employee Right-to-Know Act is intended to ensure that employees are aware of the dangers associated with hazardous substances, harmful physical agents or infectious agents (in hospitals and clinics) that they may be exposed to in their work places. The Act requires employers to evaluate their work places for the presence of hazardous substances, harmful physical agents, and infectious agents, and to provide training to employees concerning those substances or agents to which employees may be exposed. Written information on hazardous substances, harmful physical agents or infectious agents must be readily accessible to employees or their representatives. Employees have a conditional right to refuse to work under imminent danger conditions, or if the required information and training are not provided by the employer. Labeling requirements for containers of hazardous substances and equipment or work areas that generate harmful physical agents are also included in the Act. Page 18 of 18 Adopted July 26, 2001 CORCORAN SEXUAL HARASSMENT POLICY It is the administrative policy of the City of Corcoran that sexual harassment of City employees and applicants for City employment is prohibited. Sexual harassment also violates Title VII of the 1964 Federal Civil rights Act and the Minnesota Human Rights Act and may result in civil liability to the City and individual employees. Sexual harassment can create hostilities and an offensive working environment. The City strives to maintain an employment atmosphere free of sexual harassment, intimidation and coercion. Sexual harassment of any employee by any other employee will not be tolerated. All City employees are expected to treat all other employees and applicants with respect and to comply with this policy. Any employee found to have violated this policy will be subject to appropriate disciplinary action up to and including discharge from employment. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: 1) Submission to such conduct is made either explicitly or implicitly a term or condition of any individual's employment; 2) Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or 3) Such conduct has the purpose or effect of substantially interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment. Page 1 of 3 Adopted July 26, 2001 Examples of sexual harassment may include, but are not limited to the following: unwanted sexual comments or suggestions; unwanted touching, brushing against, patting or pinching; display of pictures or objects depicting nude or suggestively posed men or women; offensive language of a sexual nature or comments demeaning to a particular gender; creation of an atmosphere of sexual harassment or intimidation, regardless of any conscious attempt to do so; any indication, expressed or implied, that job security may depend on the granting of sexual favors to an employee, supervisor or manager. Although a female is often the victim of sexual harassment, both males and females can be harassed by members of either sex. Although a person in a superior position is often the offender, people in equal or subordinate positions may also be the offenders. Any employee who feels that he or she is being subjected to sexual harassment in any form, or who believes he or she has witnessed sexual harassment, should contact his or her department head. In the event that the department head is the alleged harasser, then the employee should contact the Administrator directly. In the event the City Administrator, or an elected or appointed member of the council or a committee, is the alleged harasser, the employee should contact the City Attorney directly. The department head will then bring the matter to the Administrator's office so that the department head and Administrator may make an investigation. Investigations will be made immediately on a case-by-case basis depending on the circumstances. Every attempt will be made to protect the privacy and job security of persons sharing their concerns in good faith. If you believe you have been subjected to sexual harassment, you may also contact the following: Page 2 of 3 Adopted July 26, 2001 1. Minnesota Department of Human Rights Army Corps of Engineers Centre 190 East Fifth Street Suite 700 St. Paul,MN 55101 (651) 296-9038 2. Equal Employment Opportunity Commission 330 Second Avenue South Suite 430 Minneapolis,MN 55401 (612) 335-4040 No retaliation of any kind will occur because you have reported an incident or suspected sexual harassment. The City encourages you to help keep Corcoran free of harassment. Page 3 of 3