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City Council Packet - 09/17/1984
TIGARD CITY COUNCIL PUBLIC NOTICE: Anyone wishing to speak on an SPECIAL FETING AGENDA agenda item needs to sign on the appropriate SEPTEMBER 17, 1984, 7:30 P.M. sign-up sheet(s). If no sheet is available, FOWLER JUNIOR HIGH ask to be recognized by the Chair at the start 10865 SW WALNUT of that agenda item. Visitor's agenda items TIGARD, OREGON 97223 are asked to be kept to 2 minutes or less; longer matters can be set for a future Agenda by con- tacting either the Mayor or City Administrator. 1. SPECIAL MEETING: 1.1 Call To Order and Roll Call 1.2 Pledge of Allegiance 1.3 Call To Staff and Council For Non-Agenda Items 2. VISITOR'S AGENDA (2 Minutes or Less, Please) 3. CIVIC CENTER PROJECT & COMMITTEE REPORT o Valerie Johnson, Committee Chairman o Joy Martin, Administrative Assistant 4. STORM DRAINAGE DISCUSSION O Frank Currie, Director of Public Works E 5. REVENUE MANUAL DISCUSSION: o Report Fees S Charges Ordinance No. 84- 0 Fees & Charges Resolution No. 84- 0 Joy Martin, Administrative Assistant BREAK fi S 6. PERSONNEL RULES DISCUSSION o Doris Hartig, Personnel Director 7. CONSENT AGENDA: These items are considered to be routine and may be i enacted in one motion without separate discussion. anyone may request , that an item be removed by motion for discussion and separate action. Motion to: 7.1. Deny Pac West Fee Waiver 7.2 Approve Administrator Employment Agreement - Resolution No. 84 7.3 Approve Council Groundrules 7.4 Approve Closing On Sturgis Property For 9/28/84 At $540,000 7.5 Approve Releasing Funds For Century 21 Properties From Cash Bond Escrow Agreement 7.6 Appoint Agent of Record 8. NON-AGENDA ITEMS: From Council and Staff 9. ADJOURNMENT (pm/1957A) COUNCIL AGENDA - SEPTEMBER 17, 1984 - PAGE 1 Il. / TIGARD CITY COUNCIL SPECIAL MEETING MINUTES - SEPTEMBER 17, 1984, - 7:30 P.M. 1. ROLL CALL: PR73ENT: Mayor John Cook, Councilors; Tom Brian (arriving at 7:35 P.M.) Phil Edin, Kenneth Scheckla (arriving at 8:15 P.M.) and Ima Scott. City Staff: Doris Hartig, Deputy City Recorder; Frank Currie, Public Works Director, Joy Martin, Administrative Assistant and Tim Ramis, Legal Counsel. 2. CALL TO STAFF AND COUNCIL FOR NON-AGENDA ITEMS o Director of Public Works requested Consent Agenda item 7.5 be removed. o Councilor Edin requested City Attorney matter be discussed in Executive Session. COUNCILOR BRIAN ARRIVED AT 7:35 P.M. 3. VISITOR'S AGENDA a. H.W. Lyster, 15625 S.W. Alderbrook Circle discussed the City Administrator's contract stating he felt there was no equity in the contract and requested it be amended. 4. CIVIC CENTER PROJECT 6 COMMITTEE REPORT a. Valorie Johnson, Chairman of the Committee referred to the project time lines and stated they were ready to go through the preliminary review with the appropriate agencies. The schematic has been firmed up, all within budget. The project is in balance in each of the areas as to space needs as given to them. o Larry Smith, Architect gave program status as follows: City Hall 9087 sq. ft; Town Hall/ public meeting space 2400 sq. ft. ; Library 11724 sq. ft and Police 8238 sq. ft. He showed a site model and explained, site, parking, traffic patterns and revisions to the Library space. Total space for the project 31449. sq. ft. o Councilor Scott noted the main entrance should accommodate the handicapped. COUNCILOR SCHECKLA ARRIVED AT 8:15 P.M. o Architect Norm Dull reviewed special costs, noting with the cut backs and adjustments the estimated cost is $1,698,000 and within budget. o Council, Committee and staff discussed traffic hazard at entrance on Hall Blvd and suggested the speed be reduced. Councilor Scott suggested Council meet with Committee to consider interior walls and space relationships. Consensus was, interested Cnuncil members to attend Civic Center Committee meetings. b. Motion by Councilor Brian, seconded by Councilor Edin to accept the Committee report and to direct the Architect to proceed with design development. CITY COUNCIL MINUTES - SEPTEMBER 17, 1984 - PAGE 1 f i 1 at th re ng pace nee o Councilor Scott expressed her too cern ctingdiout sdispatch dservicese ` Police Station with respect Consensus was there was still time to address the issue and there will always be some minor adjustments in a 10 year plan. Approved by unanimous vote of Council present. RECESS 8:55 P.M. - RECONVENED 9:25 P.M. 5. STORM DRAINAGE DISCUSSION a. Director of Public Works discussed Washington County's storm drainage plan, noting the County has been concerned n ted t theplan, f inanhasc a 1 eady and forming a county-wide drainage utility. in place a drainage utility for the Fanno Creek Basin and the City is to a issue reluctant onsensuss asorcounty utility that staff shouldcontinued to attendCouncil discussed County and meetings and have input. 6. REVENUE MANUAL DISCUSSION a, Joy Martin, Administrative Assistant briefly reviewed the revenue manual, noting the authority, rates and revenue sources. She then asked Council direction as to whether or not to continue the policy of setting rates by Resolution. She explained how fees and charges are made for specific services, noting this is a refining of the or normal processing of applications for specific estimate of costs f services. Council was requested to give direction as what to use as a guide line. Council discussed the -atter noting the fees were increased 2 years ago and their reluctance to raise them at this time. Consideration was also given to the impact of the 1-1/2X property tax measure and consensus was to wait for the outcome of the election and then reconsider. Staff to bring back next week specific fees to be changed, showin6 the per cent difference. o Staff recommended Council approve ordinance removing permit fees from the Tigard Municipal Code and setting the fee rates by Resolution b. ORDINANCE No. 84-54 AN ORDINANCE CI SECTION 15 04 030 OF THE TY COUNCIL MUNICIPAL CODE RELATING TO FEES CHARGED FOR STREET AND ALLEY EXCAVATION PERMITS, CHANGING THE METHOD BY WHICH FEES ARE ESTABLISHED AND DECLARING THE EFFECTIVE DATE AS OF NOVEMBER 1, 1984. C. Motion by Councilor Edin, seconded by Councilor Brian to adopt. Approved by unanimous vote of Council present. 7. PERSONNEL RULES DISCUSSION a. Councilors Edin and Scott commented they wanted more time to review and requested item be on October study session agenda. CITY COUNCIL MINUTES - SEPTEMBER 17, 1984 - PAGE 2 b. Motion by Councilor Edin, seconded by Councilor Scott to table. Approved by unanimous vote of Council present. 8. CONSENT AGENDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. a. Agenda item 7.5 Approve Releasing Funds for Century 21 Properties From Cash Bond Escrow Agreement was removed from the agenda. b. Motion to: 8.1 Deny Pac West Fee Waiver 8.2 Approve Administrator Employment Agreement RESOLUTION NO. 84-67 A RESOLUTION OF THE TIGARD CITY COUNCIL PROVIDING FOR AN ANNUAL UPDATE AND AMENDMENT TO THE ADMINISTRATIVE AGREEMENT BETWEEN THE CITY AND ROBERT W. JEAN, CITY ADMINISTRATOR. 8.3 Approve Council Groundrules 8.4 Approve Closing on Sturgis Property For 9/28/84 At $540,000. 8.5 Appoint Agent of Record o Leonard Adams Agency as Agent of Record through October 1, 1987. C. Motion by Councilor Brian, seconded by Councilor Scott to approve. Approved by unanimous vote of Council present. 9. NON-AGENDA ITEMS: a. Councilor Scheckla requested status report on application for CDBG Grant for relocating mobile homes. 10. EXECUTIVE SESSION 10:20 P.M. a. Council went into Executive Session under the provisions of ORS 192,660 (1)(a)to discuss employment of a public officer. 11. ADJOURNMENT: 10:55 P.M. Deputy City Recorder Attest: or - City of Tigard (DH/1983A) CITY COUNCIL MINUTES - SEPTEMBER 17, 1984 - PAGE 3 Da Le 9/1 7/84 I wisli to testify before the Tigard City Council on the following item: (Please print your name) AGENDA ITEM # 2 - VISITOR'S AGENDA (2 Min. or less) _ :Jame, Address & Affiliation Item Descriptio: n' ne 1L ti it Vn j. 76% v l F4 .:4W,-MW THE OREGONIAN,THURSDAY,SEPTEMBER 6,1984 M _ 1 : � S 69 712. c do i APPfi �f OR Will AL IMR �c The Oregonian/ROBERT BACH PROPOSED BUILDINGHillsboro City Councilman Gordon Faber holds model of proposed public safety building.A$3,875,000 bond issue proposal will be on the Nov.6 ballot. -ballot Hiflsboro I By,CHARLOTTE GRAYDON would be 46,768 square feet and would require 1985. half-and-half by the police and fire departments, of The Cragononasatr add-ons to meet the needs identified in a recent with garages for fire apparatus, and space for HILLSBORO — If voters here approve a study.` The new,complex would open onto South- patrol officers and records. ` $3,875,000 general obligation bond issue Nov.6, uld include the demolition west First Avenue,allowing two-way access by The criminal investigative division, police The$3,875,000 would Hillsboro will have a new public safety building ` the fire and police departments.The present fire and fire chiefs and administrative Offices would of the old fire station, new construction, tion to replace its deteriorating fire station and tiny chase'of additional land for arkin remodelin department access is onto one-way Washington be on the second floor- pollee station. p g of the.existing police station for.usee by the plan- Street. Also included in the plan are a common lunch City-Council members Tuesday approved ning, building and engineering departments and Partin said the basement of the proposed room,space for a fire battalion chief's headquar placing the issue on the ballot;to finance the two-story building would house police locker ters and space for women,firefighters sleeping second lowest of five options given to them by all fees. rooms,a;pistol range,a small laundry room and 'quarters.Though there are no women firefight architect James L.Partin of Partin and Hill Ar If the bond issue passes in November,the city a joint-use exercise room for the Police and fire ers at present, hiring of women is anticipated. chitects and Planners of Hillsboro. would have to prepare a prospectus,ask for bids, departments. It would also be used for old files There is no fire battalion chief at present,but it The building'would'be 48,028 square feet. sell the bonds, and receive the architect's final and storage of evidence,by the police'depart- is a position also projected in the needs study The least expensive option,for $95,000 less, plans,a process that could take until late spring ment.The ground floor would be occupied about made in June. L MM MEWS FEES AND CHARGES SUMMARY for September 17, 1984 DISCUSSION PURPOSES ONLY CURRENT FEE TITLE RATE COST COMP. PLAN PROCESSING -- Text Only $450. $807 COMP. PLAN PROCESSING • Map Only $650. $807 COMP. PLAN PROCESSING -- Text and Map $1000. $807 ZONE CHANGE PROCESSING $350 - 1250 $538 PLANNED DEVELOPMENT PROCESSING --- Conceptual $450 $694 PLANNED DEVELOPMENT PROCESSING — Detailed $550 $274 CONDITIONAL USE $300 $571 HOME OCCUPATION new $20 HOME OCCUPATION RENEWAL new $16 TEMP. USE PROCESSING -- less than, equal 3 ma. $50 $161 196 TEMP. USE PROCESSING — greater than 3 mo. $175 $341 VARIANCE PROCESSING - Administrative $200 $401 VARIANCE PROCESSING — Subdivision $300 $401 SENSITIVE LANDS PROCESSING — Floodplain $500 $ 615 SENSITIVE LANDS PROCESSING — Administrative $150 $471 SITE DEVELOPMENT REVIEW PROCESSING $75 - $500+ $466 LAND DIV. PROC. -- Minor Land Part.-Resid. $150 $341 LAND DIV. PROC. — Minor Land Part.-Non-resid. $300 $341 LAND DIV. PROC. — Major Land Part, see MLP-Subd. $341 LAND DIV. PROC. ..— Subdiv. Part.-Pr•el. $250+$5/lot .. $557. LANDDIV. PROC. — Subdiv. Part.-Final Plat $1.00+$1/lot $147` APPEAL TO PLANNING CoMISSION no charge $296 APPEAL TO CITY COUNCIL $275+ $226+ STREET/LAND DEDICATION ; O0 $ $1 STREET/LAND VACATION $2.50+ $250 OVERDUE FINE -- Library Materials $.50/item/day $1.00/item/day up to $5.00 up to $10. per notice per notice PHOTOCOPIER -- Library $.10 per page "MICROFICHE COPIER — Library $.15 per page POLICE REPORT COPIES $5. first 10 $10. first 10 pages or less pages or less $:25/page $.25/page thereafter thereafter POLICE PHOTOGRAPHS COPIES $2per print $2.50/print FINGERPRINTS $5,per set $10. per set (0584p) CURRENT FEE TITLE RATE COST BLASTING PERMIT FEE $146 FLEXIBLE SETBACK STANDARDS - DEVELOPED LOTS $245 ZONE CHANGE ANNEXATIONS $847 SIGN CODE EXCEPTIONS $252 ZONE ORDINANCE AMENDMENT $397 HOME OCCUPANCY RENEWAL $20 HISTORIC OVERLAY DISTRICT $519 TREE REMOVAL PERMIT $55 ACCESSORY USES/ACCESSORY STRUCTURES $141 INTERPRETATION OF C.D.C. BY PLANNING DEPARTMENT X276 ZERO LOT LINE SETBACK STANDARDS $276 LOT LINE ADJUSTMENT $27 RETURNED CHECK FEE $27 RECORDING OF DOCUMENTS (0584p) FEES AND CHARGES WORKSHEET (8/84a) GOODS AND SERVICE FEE - REIMBURSEMENT FEE TITLE: NAME: PROPOSED DEPT HEAD OK: EXISTING DATE: SERVICE (What is the service, and W_X do we do it?) SERVICE COSTS: DIRECT LABOR Description Avg.Hrs. Net Wage Cost Position Title Activity TOTAL DIRECT LABOR COSTS: �_ a DIRECT MATERIALS AND SERVICES: Flat Rate for basic supplies (20% of a) Other M&S common to all such services Cost Total Cost M 6 S Description TOTAL M b S COST: b SUBTOTAL (a & b) c INDIRECT OVERHEAD COSTS Departmental (10% x c) City (20X x c) TOTAL OVERHEAD COST: d MINIMUM FEE (c + d) SPECIAL COSTS NOT INCLUDED ABOVE: Added Costs Added Fee Description t (0537F) DIRECTIONS - FEES AND CHARGES WORKSHEET (8/84a) GOODS AND SERVICE FEE - REIMBURSEMENT DIRECT LABOR Overtime Net Net Range Position wage Rate * Office Aide P T, Helper P/T, Interns 8.89 13.07 1) OAI, Secretary/Clerk I $11.20 16.46 2) OAII, Maintenance Worker $12.05 17.71 3) OAIII, Engr. Aide, Dispatcher/Clerk III $12.94 19.02 4) OAIV, Utility Worker I $13.92 20.46 5) Utility Worker II, Executive Secretary $14.99 22.00 6) Utility Worker III, Insp. I, Engr. Tech I, Planner I $16.06 23.61 7) Police Officer, Associate Librarian $17.31 25.45 8) Inspector II, Engr. Tech II, Corporal, Ass't Librarian $18.56 27.28 9) Insp. III, Sgt, Planner II, EIT., Adm.Ass't, Crew Chief $19.99 29.38 10) Accounting Mgr., Support Serv. Mgr. $21.51 31.61 11) Asst. Fin. Dir., Lieutenant, Supt. , Bldg. Official $23.11 33.97 12) Captain, Librarian $24.85 36.53 13) Finance Director, Planning Director $26.33 38.69 14) Police Chief $27.93 41.05 15) Public Works Director $29.58 43.48 DIRECT MATERIALS AND SERVICES HOURLY EQUIP. COST HOURLY DEPRECIATION + HOURLY MAINTENANCE HOURLY DEPRECIATION Purchase Cost of Equipment Years of Usable Life x Hours Used Per Year Hours Maint. per year x wage Annual cost for Parts + Annual fuel 6 lubricant costs + Total Maintenance Costs HOURLY MAINTENANCE Total Maintenance Costs Hours Used Per Year (0537F) Z I I I I I I I U U .. lo Y O 'g IIIII � II o ` N ( I u u • Y~ N Sj u Y� ,�J1 uu � < •l O y < v � J O.N• f � M \I V � _ Y i_ w J Y V r O Y H N H O S . 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H0 - VYyyO cw YG6.N p� HiV ► -a C VOW L Y MM I+r • •O NN yr�■1 wpY .yY;+0 "VVY ■ p Ovpt 0 N 40-r- 10 •O 001: Y A • ■ y � REVEN E MANUAL cirf OF TIFA RD 71 TIGARD, OREGON l9OPlA CIT1 OF TIGARD REVENUE MANUAL CITY COUNCIL �ey �egrKrM+ep, Mayor I.na Scott Tom Brian Ken Scheckla ,iel�--reek' CITY ADMINISTRATOR Robert W. Jean FINANCE DIS. Jerri L. Widner ED 1 om Pic�6, A ' istra a Intern �,n��Revrs�er� SeP*etf1��11,19a4 -Satmrittr�' ... . __.,......r,.. _.....__...,._. ........0 .....................�. INTRODUCTION which s intended to catalogue and briefly describe each i t°excludesrmostrstaterevenue federalat flows grants,into w the This Revenue Manual t government operations. As such, inter-city City of Tigard with which to finance g and uncertain in their timing and amount. likewise, this manual does not identify are non-recurring revenue transfers between departments or funds. he li purpose of a given revenue source; the legal authority identified revenue source, a standardized for•matfit utilized to provide a concise description of nit formulae For each ident? or funding and operation. Included in this format is a description o livable department fur city utilization (management) of this financing mechanism; and the most recent fee, charge, In each case the information provided is not totally inclusive. For further information, the app and/or Finance Director should be contacted. Fines and ForfoltI ,, 6!3; and entified revenue sources are listed in the Table e bitsof Contents forde Se�vicesf; six broad etde boritFse economic All id Licenses and Intergovernmental Revenue-Sharing; sources operate. Related revenue sources are subgrouped to facilitate ease of Miscellaneous Revenues. This index ofrevenues o enues represents a functional classification as determined and legal definition of how the revenue access evaluation of fees and charges for service provided the It is hoped ed thatthis Revenue for public understa eing public inquiries.nding of the extent and ope enue Manual will be a useful tor ation o It revenues which accrue to the City; as well as a basis for taff should Find this catalogue of revenues grid fees a handy guide for answer public. City s ' s ability to continue to provide essential services to the community should also prove useful for analyzing the City in the fairest, most cost-efficient manner. - i� - M TABLE OF CONTENTS PAGE SUBJECT CoverPage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TAXES: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . INTERGOVERNMENTAL REVENUE SHARING: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , , , . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Revenue from County Agencies: 4 County United Sewerage Agency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . County Library - WCCLS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 County Gas Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Hotel-Motel Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Revenue from State Agencies: 5 Cigarette Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LiquorTax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 State Revenue-Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 State BOR Grants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 State Library Grant Aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 State Street (Gas) Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Revenue from Federal Agencies: 7 Federal Revenue Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TABLE OF W EKTS PAGE SUBJECT LICENSES S PERMITS: 8 Introduction . . . . . . . . . . . . • . . . . . . . . . . . . . . . . . . . . . . . . • . . . . . . . . . . . 9 Building-Related Permits: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Building Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • . . . . . . . . . . . . . . . . . . . . . 11 Building Plan Check Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I . . . 11 Fire District Surcharge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 State Surcharge • . . . . . . . . . . . . . . . . . . . . . . . . . . Other Inspection Fees . • • • • • • • • . . . . . . . . • . . • . . . . . . . . . n Review Fee 13 Master Pla 13 Mechanical Permit . • • • " " " " Plan Check Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 13 Mechanical . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 State Surcharge . . . . • . . . . . . . . . . . . . . • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Plumbing Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I . . . . . . . . . . . . . . . . 15 State Surcharge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Fill (Grading) Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . Plan Check Fee 17 Fill (Grading) • • • Sign Permit . . . . . . . . . . . . . . . . . . . . . . . , . . . 18 Sewer Permit . , • • • • • . . . . . . . . . . . . . . ment Charge) • • • • • • • • " " " ' ewer System Develop 18 Connection Fee (.C19 20 Inspection Fee . • • • • • Sewer Surcharge Connection Fee) _ • • Sewer In Lieu of Assessment Fee (. Public Works—Related Fees: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Street Opening Permit • • • • • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Subdivision Installation Fees . . . . . . . . . . . . . . . . . . . . Subdivision Permit . , , . . 20 Sewer Main Plan Check Fee . . . . . . . . . . . . . • • • . " " " ' Lighting Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..21--?.2 Subdivision Street Lig 9 . . • • • • • • • Franchises • . • • • • • • • • . " . . . • Solid Waste Disposal; Cable T.V. ; Taxicabs (Electricity; Natural Gas; Telephone; 23 Business Licenses: . . . . . . • Liquor License . . . . . . . 23 Taxicab License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • . . . . • . . . . . . . . . . . . . . . . . I . . . . . . . . . . . . . . 24 Bicycle License . " " " • • • • • • • " " " ' � Cook Park) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Park Reservations ( . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Alarm Permits (Police) . . . . . . • • . . . . . . . . . . . TABLE OF CONTENTS SUBJECT PAGE CHARGES FOR SERVICES: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Planning—Related Charges: Comprehensive Plan 27 ZoneChange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I . . . . I . . . . . . . . . . . . . 27 Planned Development27 Conditional Use (Nome Occupancy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 TemporaryUse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Variance (Zoning) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 29 Sensitive Lands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Site Design Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LandDivision . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 . . . . . . . . . . . . . . . . Other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 . . . . . Systems Development Charges: SDC: - Streets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 SDC — Parks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 SDC — Storm Drainage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Sewer Users Service Charge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Storm Drainage Users Fee (Impervious Surfaces Fee) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 FINES b FORFETTURES: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Library—Related Fines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 (Overdue; Lost Materials; Lost/Mutilated Library Card; Out—of—County User; Miscellaneous Replacement) Municipal Court Fires 6 Forfeitures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 iii-3 — TABLE OF COMMIS PAGE SUBJECT MISCELLANEOUS REVENUES: 36 Introduction . . . . . . . . . . . . . . . . . .Etc , . . . . . . . . . . . . . . . . . . . . . . . Sale of Documents, Studies, Maps, 37 Comprehensive Plan Documents . . . . . . . . . . . . . . . . . . . . • . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Police Report Copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Police Photographs Copies 37 Police Fingerprints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Plan Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 General Maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . I . . . . . . . . . . . . . . . . . . 1 38 Planimetric Maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Photocopied Documents (Xerox) . . . . . . . . . . . . . . . . . . . . . . . . . : . . • • • •. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Tigard Municipal Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Street Name,'lraffic Signs . . . . . . . . . . . . . . . . . . . . . . . . . . Non--Revenue Recc,ipts: . . . . . . . . . . . . . . 39 Donations/Gifts . . . . . . . . . . 39 Sale of Land . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I . . . 39 Restitution Funds . Recovered Expenditures: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . L I .D Administrative Costs . . . . . 39 I_ I .D. Engineering Costs . . • • 39 . . . . . , . . . . . 40 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . State Accident Insurance . . . . . . . . • , . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . . . . . Witness Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 PW Overtime . . . . . . . . . . . I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Special Assessments (Collections) . . . . . . . 41 Use of Money and Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . APPENDIX Sewer Rates 6 Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-1 to 2-5 . . . . . . . . . . . . . . . Municipal Court Fines b Forfeitures . . . . , . • • , , , , , • , , . , 3-1 Library Fines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . 4-1 Federal Revenue Sharing Formulas . . . . . . . . . . . . . . . • iii-4 - TAXES Taxes are pecuniary charges imposed by City government upon persons, organizations, activities, and property for purposes of financing public expenditures. While taxes are not the major revenue source in Tigard, they are the primary General government revenue source, providing approximately 25% of General Fund monies. This figure is low in relation to other jurisdictions in the Portland metropolitan area, and indicative of the success of the City of Tigard in identifying and quantifying government services that can be separated and charged to those specifically utilizing the services . However, not all services can be so separated as to user groups, and taxes are a convenient funding mechanism for financing a wide range of government ope^ations, shared in general by large segments of the community . - 1 - AU NORM REVENUE SOURCE: TAXES FEE SCHEDULE ORS 294.381 PROPERTY TAXES - City of Tigard Budget To generate sufficient revenues to cover costs of pro- Committee recommends viding general municipal services not provided by direct tax base to City fees and charges. Council, for vote of people. Current levy (Tax Base) $776,000 FY 84/85 Taxes, prior years - Late, or delinquent taxes, levied in prior years Varies, (8 - 12% as received. delinquency rate) TMC 5.04.040 BUSINESS TAX To recover costs and staff time and to provide revenues No. of employees/firm: for special business related services (e.g. Library Small: 0 - 10. . . . . . . .$40/yr. references and planning economic development), and Medium: 11 - 50. . . . . . . .$75/yr. Police services. Large: 51 + . . . . . . . . . .$150/yr. 7/ L,- 7�AA)S<�k 7 1X 2 - -JWMROOVERN'E ITAL SHARED REVENUES Inter overnn,ental Revenues include all recurring revenues received ed the City from Federal, State, and Local g from taxes levied and collected by these agencies and shared governmental agencies. These revenues derive largely roved or completed. Sh�+r''d with the City according to established formulas. eNNo incluand dednatr purposes o projects manual are grant monies, insofar as they are not recurring revenues but initiated ew or no revenues are determined by formula, payment continues indefinitely, and the use of revenues carries State for County strings. The formulas for disrtrthetrelativethe populationstaxes theamong r gion'seincorporateds are lmunicipalities. statutes, and primarily based o 3 - RNIE AUT}pRrry REVENUE SOURCE: (R�EVEN EE FROMOAOOI)KTYARA�IES ) FEE SCHEDULE USA - City of Tigard COUNTY - UNITED SEWERAGE AGENCY Contract g y approximately $20,000 Payments received from U.S.A. for purchase of old Tigard pe�ryear, h steadily declin- ing payments of about 3-1/2X per year. WCCI_S Agreement COUNTY - LIBRARY - WCCLS A five year County--wide tax levy adopted in 1978 to Expires June 30, 1984 provide funding support for municipal libraries, with formula provisions for each jurisdiction's service to residents of unincorpDrated region. COUNTY GAS TAX Tax imposed by Washington County under ordinance known as A County imposed and collected "Motor Vehicles Fuel License Tax" and is computed on the tax of It per gallon of basis of vehicle fuel sold. Revenues shall be used e0+r-1- gasoline, with revenues only for the construction, reconstruction, improvement, allocated to City on basis of repair, maintenance, operation and use of public highways, pountytion sharono(7t07Xotal in roads and streets. FY 1982-83) Cpm F10 EL-MOTEL TAX Washington County Ordinances #110, 114, A 1' 151 A 5% transient room tax on the lodging rent/price of such 100Xdof tax�ooperatoprkeeps establishments is imposed and collected by the County, 5X for collection = -5X; and dispersed to municipalities within the County, County keeps 25% for pro- according to formula, on a monthly basis. motion of tourism in County ` -25X; City receives 50% of i. remainder (70X) . J 4 - AUTHORITY REVENUE SOURCE: INTERGOVERNMENTAL SNARED REVENUES FEE SCHEDULE (REVENUE FROM STATE AGENCIES) ORS 323 .455 CIGARETTE TAX Resolution H82-104 State tax on sale of cigarettes; shared with cities; based $2.03 per capita population per on population. year; received monthly. ORS 471 .810 LIQUOR TAX Resolution 1182-104 State tax on sale of liquor; shared with cities; based on $8. 13 per capita population per population. year; received monthly. ORS 221 . 170 STATE REVENUE SNARING 14% of net revenues from state liquor tax, not already City population apportioned to cities under ORS 471. 810, are apportioned X to cities according to prescribed formula; on a quarterly Local consolidated property taxes per capita for city i _ Average consolidated property taxes per capita for all cities State income per capita City income per capita STATE BOR GRANTS State Bureau of Recreation grant monies available for Varies application, depending on varied criteria. ORS 357. 780 STATE LIBRARY GRANT AID Oregon Administrative Rules Chapt 543, Federal funding, pass-through by State to local Libraries. $.17.44 per capital population Div. 40 Grant eligibility based on maintained local support of in FY 83-84 Library. City support cannot be less than previous budget year. 5 - AUT}pRm/ REVENUE SOURCE: INTERGOVERNMENTAL SHARED REVENUES ' FEE SCHEDULE REVENUE FROM STATE AGENCIES) ORS 366.785 366.820 STATE STREET TAX Tax imposed by State of Oregon based on sale, use, "tc. , $12.56 per capita population of motor vehicle fuel. Revenue shall be used exclusively for construction, reconstruction, improvement, repair, maintenance, operation, and use of public highways, roads, streets and roadside rest areas. Taxes and fees are shared on a per capita basis with the cities in the.state. It is required that one percent of all such funds received by cit.ii-i t)e spent on bicycle paths, sidewalks and footpaths, but these funds can only be used if the projects are situated_next to a road. Street lighting and cleaning, storm drainage, traffic control devices, and cost of admin- istration are permissible expenditures of gas tax monies. Park and ride stations, but not parking facilities, are also expenditures. - 6 - AUT}gRM REVENUE SOURCE: INTERGOVERNMENTAL SHARED REVENUES FEE SCHEDULE REVENUE FROM FEDERAL AGENCIES Public Laws 92-512 FEDERAL REVENUE SHARING Set 103(a), and General revenue sharing payments are distributed quarterly See formula attached in PL96-604; TMC 3.12.010 under a complex formula that considers population, personal Appenndix income and tax effort, among other factors. Two-thirds of the money allocated to each state area must be paid to general purpose local governments (in Oregon, cities and counties) . In Oregon, the one-third retained by the state is allocated to basic school support, so that in this state the entire amount of general revenue sharing goes directly or indirectly to local government. No application is necessary, and there are few "strings" attached to this program. 7 - t.INSES t PERMITS for selected businesses, occupations, and other activities cn may arisefor ifregulatory City Business Licenses are required by the City application for a license is accompanied by an These businesses are selected because of the mostl cases,feapp is Moral concerns eslonsibility for assuring purposes. did not take an active part in their controland liability criteria. inspection of the business by the pertinent department. The 1, Department has responsibility applicants for liquor and/or taxicab licenses meet established legal, safety, nature which are required of ance In addition to Business Licenses, there are a number of permits of a regulatory activities. Building permits allow the Cityto re per itsulate afor new oconstructionaand/org alterations, non-business type plumbing, and ��^.:�,�gkUe+.�r'Ke with minimum safety requirements. Mechanical, p 9 assure City control over health and safety aspects of these activities. private privateer activity. Another set of permits/regulate P has Building permits and the like represent publiccontrol vr rights-Of--way. The Engineering division of permits, r primarily and sewer main installations. By issuing p use of public property - P subdivision projects, against dangerous or unauthorized use. Franchises are included in this primary responsibility for street openings, y given protects public property by guarding ag the City p ranted b government to a private corporation to act monopolistically in a gross The operation of a franchise is usually charged a percentage of the g section as they are special rights g Y area, often in public rights-of-way. revenue collected within the City limits. - 8 - AurHORm REVENUE SOURCE: LICENSES t PERMITS FEE SCHEDULE BUILDING-RELATED FEES Uniform Building Code BUILDING PERMIT as adopted in TMC 14.04 .050 (State Dept. To recover costs of staff time in processing applications of Commerce schedule and conducting inspections. All new building construction eased on estimated or building alterations must be done under permit. Fee_ ,onstruction value) . s� ��.�� a� .-��e� a--e SaxY TOTAL VALUATION $ 1.00 to $ 500.00 $10.00 $ 501.00 to $ 2,000.00 $10.00 for the first $500.00 plus $1 .50 for each additional $100.00 or fraction thereof, to and including $2,000.00. $ 2,001.00 to $ 25,000.00 $32.50 for the first $2,000.00 plus $6.00 for each additional $1,000.00 or fraction thereof, to and including $25,000.00. $ 25,001.00 to $ 50,000.00 $170.50 for the first $25,000.00 plus $4.50 for each additional $1,000.00 or fraction thereof, to end including $50,000.00. $ 50,001.00 to $100,000.00 $283.00 for the first $50,000.00 plus $3.00 for each additional $1,000.00 or fraction thereof, to and including $100,000.00. $100,001.00 to $1"000,000.00 $433.00 for the first $100,000.00 pli•s $2.50 for each additional $1,000.00 or fraction thereof, to +nd including $1,000,000.00. $1,000,000.00 and up $2,683.00 for the first $1,000,000.00 plus $1 .50 for each additional $1,000.00 or fraction thereof. — 9 — FEE SCHEDULE AUTHORITY REVENUE SOURCE: LICENSES t PERMITS BUILDINGrRELATED FEES Uniform Building Code BUILDING PLAN CHECK FEE g Permit as adopted in TMC } Fee 1 adopted 50 (State Dept. To recover costs of staff time for building plans examina— 65X of Building of Commerce schedule tion and processing. Few ��- e aTc s based on estimated bye construction value). — 10 — AUTHORITY REVENUE SOURCE: LICENSES i PERMITS FEE SCHEDULE (BUILDINCrRELATED FEES) Ordinances #81-01; FIRE DISTRICT SURCHARGE 81-50 , To provide funding for fire code enforcement services, and 40% of Building Permit to recover administrative costs to City for processing, Fee (of which City receives collection, and dispersal. 5X). Uniform Building Code STATE SURCHARGE as adopted in TMC 14.04.050 To cover governmental education, and Dept. of Commerce 4% of Building Permit costs related to building codes enforcement. Feef \ - 11 - AUTHORITY REVENUE SOURCE: BUIDINCrREIAATTE�SFEE SCHEDULE FEES Uniform Building Code OTHER INSPECTION FEES as adopted in TMC To rFc� 3��•+►c�" t_a`"�` '�'O� X 14.04.0te recover costs of staff time. art SCK N.-,e et %N. . . . . . . . . . . . . . . . . .540.00/hr. 1. Inspections outsidetwo business hours . . . . . . • • •hours) (minimum charge 2, Reinspection fee assessed under provisions of Sec. 305(g) . . . . . . . . . .$20.00 3, Inspections for which no fee is specifically indicated . . . . . . . • . • • • • • 640.00/hr. 4. Additional plan review required by changes, additions or ,540.00/hr. revisions to approved plans . . . . . . . . . . . . . . . . . . (minimum charge — one-half hour) MASTER PIAN REVIEW FEE: 814-16-010 A Plans submitted for approval in one or more municipalities as a "Master Plan" shall be reviewed at a minimum hourly rate of $40.00 per hour or fractional hour thereof. - 12 - AUTHORITY REVENUE SOURCE: LICENSES i PERMIT FEE SCHEDULE BUILDIW.,RELATED FEES Uniform Building Code MECHANICAL PERMIT as adopted in TMC 14.08. (State Dept. of Commerce To recover costs of staff time for processing applications schedule based on value.) and conducting inspections. Fee. ��..•-� v� �•.�cs �•� Sod y N-\"t; : 6.00 New, up to and including 100,000 BTU New 100,000 BTU's and over 7.50 Woodburning Stove 6.00 4.50 Wall-Floor-Suspended 50 4. Vent System with Fan 6.00 4.5 Repair - Heat Cooling .5 7 Each Air Handling Unit or Duct System 7.50 Commercial Hood System 7.50 Other Equipment - Each 4.50 4.50 1 Trip Inspection Air Condition Compressor - up to and including 3 H.P. 6.00 Air Condition Compressor - 3.1 to 15 H.P. inclusive 11 .00 Uniform Building Code MECHANICAL PLAN CHECK FEE as adopted in TMC 14.08. (State Dept. of Commerce To recover costs of staff time for plans examination and 25X of Mechanical Permit Fee schedule based on value.) processing. 'Fee- Uniform eeUniform Building Code STATE SURCHARGE as adopted in TMC 14.08. (State Dept. of Commerce To cover governmental education and Dept. t Commerce 4X of MechaPnic�a+l v4A\\y;Feec schedule based on value.) costs related to building codes enforcement. Fec s�r�.,e�++� w�...� .s a ciee SWA by n+e 3Z--kv- - 13 - AUTHORITY REVENUE SOURCE: LICENSES t PERMITS FEE SCHEDULE BUILDING-RELATED FEES Oregon State Plumbing PLUMBING PERMIT Specialty Code and Admin. Regulations as adopted To recover costs of staff time for processing applications by TMC 14.12.080 and conducting apections. 'Vee ITEM Fixtures — Traps $ 7.50 Dishwasher 7.50 Garbage Disposal 7.50 Water Heater 7.50 Solar Water Heater 15.00 Backflow Preventer 7,50 Sewer: First 100 ft. 30.00 Each Additional 100 ft. 15.00 Ejector Pump 7.50 Water: First 100 ft. 20.00 Each Adaitional 200 ft. 15.00 Storm b Rain Drain: First 100 ft. 30.00 Each Additional 200 ft. 15.00 Rain Drain — Single Family Dwelling 15.00 Mobile Home Space 25.00 Oregon State Plumbing STATE SURCHARGE Specialty Code and Admin. Regulations as adopted by To cover governmental education and Dept. of Commerce 4% of Plumbing Permit Fee ` \ TMC 14. 12.080. costs related to codes enforcement. 'Fee s�cv.c +� �►� w`..c`.•.s P"`� ��Y� sic AUTHORITY REVENUE SOURCE: LICENSES t PERMITS FEE SCHEDULE BUILDINCt-RELATED FEES Uniform Building Code FILL (GRADING) PERMIT as adopted in TMC 14.04.050 To recover costs of staff time in regulating the nature, extent, and location of grading and filling activitiQs. ` ` Ft�G She-�.c rt W'"A �e kls a►K r'IG+OMMt"IA $10.00 � . by�`t0 cublc yards or less. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15.00 51 to 100 cubic yards. . . . . . . . . . . . . . . . . . . • . . • . . . . $15.00 for the first 100 cubic 101 to 1,000 cubic yards — yards plus $7.00 for each additional 1,000 cubic yards or fraction thereof. 1,001 to 10,000 cubic yards — $78.00 for the first 1,000 cubic yards, plus $6.00 for each additional 1,000 cubic yards or fraction *hereof. 10,001 to 100,000 cubic yards — $132.00 for the first 10,000 cubic yards, plus $27.00 for each additional 10,000 cubic yards or fraction thereof. 100,001 cubic yards or more — $375.00 for the first 100,000 cubic yards, plus $15.00 for each additional 10,000 cubic yards or fraction thereof. — 15 — AUTHORITY REVENUE SOURCE: LICENSES i PERM11 FEE SCHEDULE (BUILDING—RELATED FEES) Uniform Building Code FILL (GRADING) PLAN CHECK FEE as adopted in TMC 14.04.050 To recover costs of staff time in plans examination and ` processing. Far- o cess �Tw�t s�euc�a..e`� �+�e�. •a.�KS a�� r�GOM�K��dtG 50 cubic yards or less . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . N1 Fee 51 to 100 cubic yards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510.00 101 to 1,000 cubic yards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15.00 1,001 to 10,000 cubic yards 20.00 10,001 to 100,000 cubic yards — $20.00 for the first 10,000 cubic yards, plus $10.00 for each additional 10,000 cubic yards or fraction thereof. 100,001 to 200,000 cubic yards — $110.00 for the first 100,000 cubic yards, plus $6.00 for each additional 10,000 cubic yards or fraction thereof. 201,000 cubic yards or more — $170.00 for the first 200,000 cubic yards, plus $3.00 for each additional 10,000 cubic yards or fraction thereof. Other Inspections and Fees: Additional plan review required by changes, additions or revisions to approved plans . . . . . . . . . . . . . . . . . . . . . . . . . . . .515.00 per hour (minimum charge — one—half hour) 16 — t _ FEE SCHEDULE ��ny REVENUE SOURCE: LICENSES RELATED FEES SIGN AREA FEE TMC 16.12.030 SIGN PERMIT $ 10 To recover costs of staff time in sign code regulation of 6 - 25 sq. ft. permits 26 - 100 sq. ft. $ 25 25 + new signs. This is in addition to any building p 100 sq. ft. required for structural review. $10 for each additional 100 sq. ft. or % thereof Maximum permit $100 Re-inspection $ 10 Temporary Sign $ 10 Planning Commission Review Fee = 25 - 17 - AUTHORITY REVENUE SOURCE: LICENSES i PERKrM FEE SCHEDULE BUILDINCrRELATED FEES United Sewerage Agency SEWER PERMIT Contract To recover costs of system development, and staff time in processing applications and conducting inspections. The Sewer Permit includes a combination of a Connection Fee and Inspection Fee. All new building construction is required to be connected to sanitary sewage collection system. United Sewerage Agency CONNECTION FEE (SEWER SYSTEM DEVELOPMENT CHARGE Resolution b Order To recover expansion costs of construction Basic Residential: Contract truction of City sanitar "r— (Resolution 8S N82-35) sewage collection system. '�USA share 80X = �C 'WO Basic Non—Resi0ential: Based on number of plumbing fixtures (DUE). See attached schedule — Appendix. Exemptions for pre—existing structures < 7/1/70. See attached schedule — Appendix. United Sewerage Agency INSPECTION FEE Contract Residential: $35 To recover costs of staff time for inspection. _ City Share 60% = $21 USA Share 40% = $14 e /- Commercial: $45 City Share 60% = $27 USA Share 40% = $18 Industrial: $75 City Share 60% = $45 USA Share 40% = $30 18 — AHmaRm REVENUE SOURCE: LICENSES t PERMITS FEE SCHEDULE BUILDINCrRELATEO FEES TMC 12.04.010 SEWER IN LIEU OF ASSESSMENT FEE (SEWER SURCHARGE (4/83) CONNECTION FEE To recover system costs of construction of sewer line and�nspectionplus achargesard connection adjacent to property to which applicant requesting connection; and of which applicant had not contributed, directly or indirectly, to system construction costs. E — 19 — proposed Chances FEE 8t)MW&F REVEWX 1WWX: uCMFS i K"CUS Aui1gRITr1CIt co+*S we tL^ STREET OPENING PERMITS tructiun e1 of estimated co a) t IMITEO TIME (specific cut or b."ak) cost,., t TMC 15.04.030(a) 4/00 TMC 15.0e.070(b) b) AWWAL PERMIT �.c3. NwG,G1E,TwD, blit streets, and cover costs L1oo �S To staff teAwork on public applications and con- e of staff time in processing DP ducting inspections SUBDIVISION INSTALLATION FEES SUBOIVISIGN PERMIT TML 17.09.110 �x of estimated construction Ft •� To regulate development in City, and cover costs in _ and con- cost (less cost of sewers) ` improvements plan review. �i'ov A.Al curred for public ' ducting inspections _�Ve �_�o.r'r Y SEWER MAIN PIAN CHECK FEE minimum of $100 Unchanged rate 71^Ce lot; 197 USA Resolution i L10 per lot; should b + Order N70-12 / To cover costs of review and approval of subdivision um of $2007 ✓ plans by Engineering Division of street mains, and �,���00 M10tIr1uM �4D Pte. le.� inspection of sewer construction (air tests, TV inspection). TMC 17.09.060 SUBOI�ISION STREET LIGHTING FEE Cost of 2 years energV and TMC 3.06.020 maintenance, as per Applicable to regulate provision of adequate energizing Plus 10% and pr' costs to City of nstru PGE Company Schedule: con-tion, s are constructed and tenants until new building inflation g to tax burden Engineerlrg for most recent tributing schedule :bursoment treet vacations - rei for tossets? 20 - F� 36 AUT}pR]TY REVENUE SOURCE: LICENSES t PERMITS FEE SCHEDULE FRANCHISES Ordinance #72-55 ELECTRICITY (PGE) To reimburse the community for the use of public rights—of— 3-1/2% of gross revenues way, and the necessary regulation by the City of franchise. collected within City limits. Ordinance 072-17 NATURAL GAS (N.W. Natural Gas Co.) To reimburse the community for the use of public rights—of— 3% of gross revenues collected way, and the necessary regulation by the City of franchise. within City limits. Ordinance M72-18 TELEPHONE (General Telephone) To reimburse the community for the use of public rights—of— 3% of gross revenues collected way, and the necessary regulation by the City of franchise. within City limits. Ordinance N73-20 TELEPHONE (Pacific N.W. Bell) To reimburse the community for the use of public rights—of— 3% of gross revenues collected way, and the necessary regulation by the City of franchise. within City limits. TMC 11.04.020, SOLID WASTE DISPOSAL (Frank's, Miller's, Schmidt's) Ordinance N80-95, Resolution #83-35 To reimburse the community for the use of public rights—of— 3% of gross revenues collected way, and the necessary regulation by the City of franchise. within City limits. TMC 5. 12.030, and CABLE TV (MACC/Storer Cable) MACC agreement (intergovernmental The Metropolitan Area Communications Commission (MACC) is 3% of gross revenues collected agreement per is the umbrella organization which co-ordinates the cable within City limits. ORS 190.005). interests of its 13 members, and receives 2% of a 5% gross revenues collection for administrative and community access programming purposes. Each member jurisdiction receives 3% of gross revenues of Storer Cable TV collected in each jurisdiction for franchise administration. — 21 — MffM)RITY REVENUE SOURCE: LICENSES t PERMITS FEE SCHEDULE FRANCIII8ES TMC 5.08.020, and TAXICABS (Broadway; Radio; Beaverton—Hillsboro; Franchise Agreements Wilsonville—Tualatin; King City—Sher-wood) rGP�Di Rcptn�ed� 04-154-S2To insure that licensed cab companies meet City standards 5150 pe r for license of service, safety, and liability. — 22 — proposed Changes FEE WKDULE AUTHORITY REVENUE SOURCE: LICENSES t FEES BUSINESS LICENSES LIQUOR LICENSE Should be h* - 7 S: Oregon administrative ' a lication, 55.00 per year for establish- ualatin - $25) Rules Chapter 0e5 me selling liquor by the Article 01e5-05-030. To recover costs of staff time in processing PP MB15-05-035 and to regulate Placement and operation of estvolicemChi:f package: Applications are reviewed by 10 00 per stablish- selling liquor. pPP royal, renewl, S Ing liquor by the for recommendation to City Council for app men or denial g ass. i - TMC s 00.020 TAXICAB LICENSE O��_S� Re P�Ca To recover costs of staff time in processing application, ulate operation and standards of licenses (as and to reg stipulated in franchise agreements, and TMC 5.00). TMC to 36.040 BICYCLE LICENSE Issued by Police Department as a public service to S -d- community and safety education to youth 13 - n AUTHORITY REVEMJE SOURCE: LICENSES t PERMITS FEE SCHEDULE TMC 9.04.030 PARK RESERVATIONS (Cook Park) To offset cost of maintenance of park, and staff time in processing reservations. The reservation requirements for large-group use of Cook Park facilities are scheduled for the high use period of March through October. The park is open year-round for walk-through general use by public. The fees are as follows: Non-Refundable Park Reservation Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$10.00 Fee per day (weekly) for softball or soccer field . . . . . . . . . . . . . . . . . . . 10.00 ( plus the group fee, as follows) GROUP I GROUP II GROUP III Group of up to 50 people No Charge $ 25.00 $ 25.00 Group of 51 to 100 No Charge $ 35.00 35.00 Group of 101 to 150 No Charge 50.00 50.00 Group of 151 to 250 No Charge 75.00 75.00 Group over 251 No Charge 100.00 100.00 Group I No fees; city-sponsored groups and programs, School District 23J, local youth groups, low income groups, Tigard Little League and Tigard Soccer Association (ball fields only) Group II All non-profit groups including churches, garden clubs, business and social clubs, fraternal organizations and government agencies. Group II fees can be waivered by the City Administrator or Park Board approval. Group III All other profit-making groups including company or corporate sponsored activities. - 24 - AUTHORM REVENUE SOURCE: LICENSES i PERMITS FEE SCHEDULE TMC 11.08.030 ALARM PERMITS To protect emergency services of City from misuse, and Burglary Alarm $15 better monitor location and type of structures so Combination Burglary equipped. and Robbery Alarm $25 False Alarm penalties. Senior Citizen, physically handicapped exemptions. - 25 - ARGES FOR SERVICES The Cit rov'des a variety ofIR services to the community, services that not all citizens may have a need or City pus a the services interest toy tFn! community-wide 9C the City of Tigard has been able to identify the primary �ats a uitable charges fer--:erv�� 1� Fusers of certain services, and measure tlowcrQlianc on propertytaxrQvenueslfornthegprovisiun of services compared This is apparent in the City's relatively to surrounding jurisdictions. Charges for services provided by the City are derived by a number Of methods;,, One method is through an examination and measurement of the amount of staff time, expertise, and materials required to provide a given service. Charges s. This stated for the processing of land-use planning applications are an example of this method orm of scharges ting rfor e services technique is quite similar to that utilized in establishing license and Permit Fees, required, by the City for regulation of certain businesses and activities. Another method used for developing charges for services is through analysis of the costs required to construct and/or maintain public facilities, in relation to the number of users, and the amount of use by each user. The Sewer Users Service Charge is an example of this method, whereby system construction and maintenance costs are allocated to users according to the number of users on the system, and the number of plumbing fixtures per DUE. A related method for determining charges for services is utilized in assessing systems development charges. These charges are derived from an evaluation of the added cost impacts of new development in a community, wherein greater burdens are placed on existing public facilities already constructed and maintained by past and present residents. The extent to which extra-capacity public improvements are required to accommodate these increased usages constitutes the service charges. Aside from the income directly generated by service charges, other indirect benefits accrue to the City. Use of charges for services provide a more equitable distribution of benefits and costs, boundaparticularly for the City. Services the to persons or businesses that utilize the service but reside outside the taxing revenues generated through service charges provide an ongoing source of detailed data regarding the service in question, and the level of consumer demand. - 26 - Proposed Changes AUTHORM REVEWA SOURCE: CHARGES FOR SERVICES FEE SCNEDULE IMC 17.11.010 COMPREHENSIVE PLAN PROCESSING ` Oa\.i _ (Resolution 087-125) TN7 ~-6 To cover the coats of staff time and notifications for pro- Tent Only $ 4'�� ceasing of applications, 2 public notices, and 2 planning Map Only S t.SO MV�7 a�S commission meetings. Both Text and Map $1000 - TMC 17.11 010 ZONE CHANGE PROCESSING Q (Resolution 09I-125) Z�.iQC�arg GDC is•3� To cover the costs of staff time and filing for processi Two Acres orLesa S 350 and meetings Rtwe�.. o�c�wwls.%b t C.�ya a Two to Ten Acres C$ 750 Ittuicup`yP ru—i^1 -%-a Tan or More Acres $1250 I�ta►sa►y bt�irs tkw Pl...aw;a.1 C•Mw►saaiw r"js Ook 5A Plus $75 per acre over 10; not ,�_ Serves 1x.32 eF lLseC.sw.wvw:�ybevs\•pwe.a Oat. , to exceed $2000. t.��• TMC 17.11.010 PLANNED DEVELOPMENT PROCESSING CesiA.P •1 PuwgeAbtetle�wct~� (Resolution NO2-125) CDC 11.-AZ To cover the costs of ata f time and filing for processing Preliminary Plan Review CS LSO 3600/ mere Cime ` CDC 11.20 and meetingasl�eultua •1 etiMs•.�eiwl V"IL.L�sar�vsY•General Plan Review S 550 ngs, notification I '.u:l�..�si�rs�kc ...i,2Kl•,ae�►�1.wape�e��l Ql.ar\t��tve��� TMC 17.11.010 ,_ (Resolution #82-125) Atoa CDC 11.130 ► Conditional Use Review S 300 Kus `R,Wcec., • � �ewna Home Occupancy $ rtvoei"fe r4L eArcvspl P• kt0P%we1s O %C41, Cs 41 7 Comp Plan requires more �y�tvcVparvtMGat staff inv slte�vu�ta wwAee C•M"n`►wc ap ication, public ` otice, etc. ' .aitll0r► ��.1�O. C0NDIT10NRL vsE REU(EW �10ME OCC:IJLPA��� Revte:u.a e� HeAnt Otew�'^cY �7S. Ct,C �.eess``� e-eeL�.ti�)�eC\SLers bY` ya v1rtC�er ^G11e�•siarlA s►n�t♦ C�a►,'tf`. e r. H.e C aiw+.�n...;•�y�e..c].p�+es1`t G�e. - 27 - 411vNU k1 r Proposed Changes AUTHORITY REVENUE SOURCE: CNARGES FOR SERVICES FEE SCIIEDUIE (PLANNING) TMC 17.11.010 TEMPORARY USE PROCESSING (Resolution M82-125) CpC 1>l.IH 0 To cover the costs of staff time and filing for processing, one to Three Months by notificAl ions. Rluiew err p4&s's'n0P t-4Lae.%kZ Planning Director f f75/ Three Months to One Year bye Plaww..tio' D�ret�l.r �V►ww�v�e1 by Planning Commission S l75 �'^ C_.ana►�istsn��� Cay Cft"VLA`IAe'a"ZOW1% Spa, ;.1 Exemption for Non-Profits 0- -B,14 0 --B,140 .� ,a 50 Pty t..ow �rR Cesv►sr\u.wc�.f�tus1.Qawe:�� Coli \M►VLw�a,11;�''ISS, _ 28 _ s� P cased Changes AHti110RITY REVENUE SOURCE: 04AIM FOR SERVICES FEE SCHEDULE (PLAWUM) TMC 17.11.010 VARIANCE (ZONING) PROCESSING (Resolution 082-125) To cover costs of staff time and filing for processing, Approval by Hearing Officer $ 300 Eliminate this app. process public notices, and meetings. Administrative Variance $ 200 Change to $350. ADD: CDC 18.134 Review of Requests for variances to Development Code Subdivision Variance $300 (Change to $400) requirements on existing Lots of record. Review by (includes preparation and Planning Director required in Community Dew. Code attendance at Planning Chapter 18.134. Commission meeting) TMC 17.11.010 SENSITIVE LANDS PROCESSING (Resolution N82-125) To cover costs of staff time and filing for processing, Sensitive Lands Review $ 500 Administrative S.L.R. $50 examination of engineering studies by Public Works (less sensitive lands Director; public notices, hearing before Hearings Officer, review by Planning Dir.) and follow-up examination by Codes Enforcement Officer. ADD: TMC 17.11.0110 VARIANCE PROCESSING (Res. #82-125 To cover costs ... and meetings CDC 18.134 VARIANCE—ADMINISTRATIVE Review of requests for Administrative Variance $200 Admin. Variance $350 variances to Development Code requirements on existing lots of record. Review by Planning Director required in Community Development Code Chapter 18.134 CDC 18.134 VARIANCE—SUBDIVISION Review of requests for variant:, Subdivision Variance $300 Subd. Variance $400 to the Development Code in conjunction with subdivision reviews. Review and public hearing before the Planning Commission required in the Community Development Code Chapter 18.134. TMC 17.11.010 SENSITIVE LANDS PROCESSING To cover officer. (Res. q82-125) CDC 18.84 SENSITIVE LANDS — FLOODPLAIN Review of requests to alter Sensitive Lands Sensitive Lands the topography within the 100 year floodplain. Review of Review $500 (Floodplain) Review $625 requests and engineering calculations and determination of impacts by Planning Director and Public Works Director required (currently requires review by Hearings Officer). CDC 18.84 SENSITIVE LANDS — ADMINISTRATIVE Review of requests to Sensitive Lands Sensitive Lands alter the topography in wetlands or stee slope area Review $5OO (Administrative) Review of requests and determination of impact by Public Review $500 Works Director and Planning Director required. Proposed Changes roma Tr REVENUE SOURCE: OWNES FOR SERVICES FEE SCHEDULE (PLNN I TMC 17.11.010 SITE DEVELOPMENT REVIEW PROCESSING (Resolution N82-125) To cover costs of staff time and filing for processing. Under 10,000 S 75 public notices, field visit, and meetings. $ 10,000 - $ 99,999 $ 150 $100,000 - $499,999 $ 300 ADD: $500,000 - $999,999 $ 400 CDC 18.120 Review of site plans for all new development except single $1,000,000 or more S 500 family homes and a duples which is not part of any other plus $1 per $10,000 over development. Review by Planning Director is required. $1 million; not to exceed $2000 TMC 17.11.010 LAND DIVISION PROCESSING (Resolution M82-125) To cover costs of staff time and filing for processing and meetings. ADD: COC 18.162 MINOR LAND PARTITION - RESIDENTIAL Review partitioning Minor Land Partitions Minor Land Partitioning of residentially zoned land into three or fewer parcels Residential $ 150 Residential $350 without the vacation of a public right-of-way. Review Non-Residential $ 300 by Planning Director is required. CDC 18.162 MINOR LAND PARTITION - NON-RESIDENTIAL Review parti- Subdivision i Major Land Minor Land Partition tioning of non-residentially zoned land into three Partitions Non-Residential $350 or fewer parcels without the creation of a public Preliminary Plat S 250 right-of-way. Review by Planning Director is required. plus $5 per lot Final Plat $ 100 plus $1 per lot CDC 18.162 MAJOR LAND PARTITION Review partitioning of land into Preliminary Plat Major Land Partition $350 three or fewer parcels and with the creation of a public $250 plus $5 per lot right-of way. Review by Planning Director is required. CDC 18.164 SIVISION PARTITION - PRELIMINARY Review of creation of Subdivision Partition Subdivision Partition - SUBDIVISION or more lots with or without the creation of a Preliminary Plat Preliminary Plat $ ? public right-of-way. Review and public hearing before $250 plus $5 per lot Planning Commission required. CDC 18.160 SUBDIVISION PARTITION - FINAL PLAT Review of final Subdivision Partition Subdivision Partition - subdivision plat for conformance with approved Final Plat Final Plat $ 7 preliminary plat. Review by Planning Director required. $100 plus $1 per lot _ Y9 _ Proposed Changes iwnaRrn REVEMJE !OUNCE: C WAM FOR SERVICES FEE SCHEDULE (PLA..M) TMC 17.11.010 OTHER PROCESSINGS (Resolution #82-125) To cover costs of staff time and filing for processing, Street/Land Dedication $ 100 public notices, and commission/Council meetings. Street/Land Vacation $ 250 Review by Planning Come. $ 150 No Charge plus transcript cost Review by City Council $275 $300; transcript cost incl. plus transcript cost ADD: CDC 18.32 APPEAL OF PLANNING DIRECTORS DECISION TO PLANNING Review by Planning Commission COPMIISSION Review and processing of appeal is $150 plus transcript cost required in Chapter 18.32 of the Community Development Code. CDC 18.32 APPEAL OF PLANNING COMMISSION OR HEARINGS OFFICER Review by City Council DECISION TO CITY COUNCIL Review and processing required $275 plus transcript cost in Chapter 18.32 of the Community Development Code. Res. 82-125 VACATIONS/STREET - PLAT - EASEMENT Review requests Street/Land Vacation $250 to vacating off public property for private use. STREET/LAND DEDICATION Street/Land Dedication $100 - 30 - Proposed ChangF% Mff1sORITy REVENUE SOURCE: OIARGXLS FOR SERVICE iEE SCHEDULE y. sYSTFT DEVELOPfEsfT IMC 110 010 SYSTEMS DEVELOPMENT CHARGE - STREETS 4� 00 $500 To offset costs of installation, construction. or •F�^- Single Family Res S ♦0/uhitl 5300/unit multi-FamilyRes. ` S %ion of extra capacity street facilities and traffic Mobile HomeCt. S l 0/�Pac 5200/space control devices, necessitated by impacts of increased usage by new development Fees are charged when a build- Commercial, Industrial,xr I $75 per required parking ing permit is issued for any new construction and/or Institutional i s teas ted as noted in TMC 19.60.120 additions which increases the number of required parking required pa ng W in TMC 19.60.120 � spaces Exemptions as noted in,TMC' 3.20.050. i TMC 3 16 030 SYSTEMS DEVELOPMENT CHARGE - PARKS and expansion Single Family Res To offset costs of acquisition, development, x1160/uni 5120/uni: of additional recreation Spaces and facilities Fees are f7obileFHomeyCtes SO,spa-,5100/space charged when a building permit is issued for any new construction and/or additions which creates a dwelling unit. Revenues collected in district (M1 or M2) 1.1 be spent in that district N^` o SYSTEMS DEVELOPMENT CHARGE - STORM DRAINAGE r i u� Residential: To offset capital and major maintenance costs in provision Single Family=l ERU4250 of storm drainage improvements, necessitated by imp,+cls of (ERU=10,000 sq, ft.) increased storm water runoff from new development. Fees Multi-Family=$250/ERU are charged when a building permit is issued for any new Non-Residential: construction 5250/ERU CAZ�ohl� �P'V �1 �P71oN C �SPr'ea� 31 AuTHoam REVENUE SOURCE: CHARGES FOR SERVICE FEE SCHEDULE SEiWR t STORM USER'S FEE Resolution N81-58, SEWER USER SERVICE CHARGES and USA Orders To recover costs of staff time and defray costs of major Residential rates: 28.5( upgrading of storm and sewer lines, maintenance of quarterly collection system, and sewage treatment. USA Share 70% of $26.25 = $ 18.3; City Share 30% of $26.25 = S 7.81 City Sewer Maintenance = $ 2.2'• Non-Residential rates: Based on number of plumbing fixtures (DUE). (See attached schedule - Appendix'. TMC 3.35.030 STORM DRAINAGE USERS FEE (Impervious Surfaces Fee) To accumulate operating revenues for Storm Drainage Fund Residential: (SDF), for storm drainage control and management of Single Family (ESU = 2500 sq. ft Storm Drainage Master Plan. Based on total square footage $.75 per month of impervious surface of each property, as indicator Multi-Family = $.75/ESU of property's contribution to storm water run-off problem. Non-Residential: $.75 per month per unit of 2500 sq. ft. of impervious surface x/0'70 0 l/`i (ESU). ��so O - 32 - FINES i FORFEITURES Fines are sums of money imposed as a penalty for violating existing ordinances, and forfeitures occur when the violating party does not contest the action. Thus, their primary intent is enforcement of the Laws, or rules, by imposing a sufficiently high cost on non—compliance. Traffic violations and library fines constitute the major sources of this type of revenue. Portions of each Municipal Court fine are earmarked for Court and Police functions (indigent defense, BTSP police training), with the remainder allocated to the General Fund. Library fines are designated for replacement or repair of lost or damaged materials. — 33 — REVENUE SOURCE: FINES t FORFEITURES FEE SCHEDULE AUTIRIR1lY SRARY Departmental Policy as OVERDUE FINES 4 approved by Library Board G TMC 2.36.060 To recapture material and time costs and retrieval of $s.0/item per day, not to exceed �r�4 material. 55.00/notice; 3 notices sent, I total Departmental Policy as LOST MATERIALS FINE approved by Library Board 6 TMC 2.36.060 To recapture staff time costs and allow purchase of (See attached schedule - Appendix) replacement material. Departmental Policy as LOST/MUTILATED LIBRARY CARO FINE approved by LibrarysI Board 6 TMC 2.36.060 To recapture staff time costs and pay for new card. •50/card Departmental Policy as OUT-OF-COUNTY USER CARDS I approved by Library $10/card Board & TMC 2.36.060 In-lieu of taxes paid by in-city citizens. Departmental Policy as MISCELLANEOUS REPLACEMENT FINES approved by Library $.So/card Board 6 TMC 2.36.060 To recapture staff costs and material costa. Vuo-NDcOV, �ER ,•RG�'C11t COPIER b S��ogQ- I 34 - AUTHORITY REVENUE SOURCE: FINES t FORFEITURES FEE SC1IEDULE 1"1NIQPAL OOURT ORS 483.310 6 TMC 7, 10 MUNICIPAL COURT FINES t FORFEITURES Court Ruling 11/15/83 TMC 2.14.04 Determined by Municipal Court Judge, in line with County attaced finedisecollectedix fines. and allocated for indigent defense. A portion of each fine is collected and allocated to BTSP for Police training purpose, per schedule (attached). - 35 - KISCELLANEOUS REVENES A number of individual revenue sources are included under this catchall heading. Interest earnings on fund balances constitute the largest revenue producer in this category. Interest on all fund balances are accrued and redeposited Lu the applicable funds. Certain Recovered Expenditures, such as L.I.D. Administrative and Engineering costs are included in this grouping, although they may also be interpreted as recovered charges for services provided in an covered ro earlier period. The sale p varieted of s anity earliermperiods although modies, and st are priced ps may abe lso primarily recoas vers printing ecosts. service charges for work completed Proposed Changes AUTNORRM REVE1111E SOURCE: FUSCELLANEOUS FEE SCHEDULE (SALE OF 000A EMTS, MPS, ETC. ) Deuarlmenlal Policy SALE OF COMPREHENSIVE PLAN DOCUMENTS to recover printing costs Comprehensive Plan $10 00 Findings, Policies, Imple- mentation Strategies $ 3.00 Community Development Code $12.00 Cost for a complete set $25 00 Departmental Policy POLICE REPORT COPIES and ORS 192.440 41�UDU 1-7A To cover costs of printing and staff time.�r<w.c) 4 00 for 1st 10 pages �J. �•���Zecis d��vs+�su•L%V%C'E (:e MVC .Y)ies dS,Q�+pr��rs� �r7 F�p5 $.25 per copy thereafter w.L1n C r� r PCA kc< r�?o.-NsSPt'r Paque i +}--p- s�►�•�t s'�v.�e-s cepe.•�� apt Pi.b1�c��d. Hy►erea.~ji{m Departmental Policy POLICE PHOTOGRAPHS COPIES R+•S.� 24f-/7A To cover costs of printing and staff time Ptc.cs.A.e r � rPr/rs1 $ Ptcs e>� p�1�tt t��o�09rc�p�ss dor • T (eGmpap-ab" e aar,ncieLi. n.�}o�iii�s '.n crimirt0.1 and e.ai� �ri.•..�5. Ool -o"tol Policy FINGERPRINTS Re,. �g�-l�r'� �o.co/Set Issued by Police Department aas�a public service. SdN 4- set [ .$4.4GFset 'KMpte�Cr>: c�gV.�r� cn�`.1�50M2�ot' �S.OU �GtSeC `cr*.-f\ Jepartmental Policy PLAN DEPOSIT To protect City against loss of plans which are l .ken $100 out of City Hall for copying. Required by Building Department 37 - Proposed Changes FEE SCHEDULE AUT110NITY REVENUE SOUNCE: MISCELLANEOUS (SALE OF pOpIJrENTS MAYS ETC. uepartmentol Policy GENERAL MAPS ��� To recover costs of printing and staff preparation time. a. 1600 Series: 1 free, all ,lt�cr Issued by Public Works Department (Engineering). $.50b. 1200 Serie: 51.00 (each) c 300 Series: $1.00 (per sheet) d. 100 Series: $2 00 (per sheet) e. 200 Series: $2.00 (per sheet) f. 800 Series: $2.00 (lots only) $1.00 (roads only) PLANIMETRIC MAPS (Topp ` Ortho) \ G t}� 3V—!'3A c�u,p,A4EY. '5ec;�R szS#each \ (� Lrecoyer Print FFf-eK , tit sal Cc .Ny Resolution NAO-4' P t �Jy-tsA $ISO eacF; (available �� ly to Resolution N3{r}' other governmental aggenctes osts of printing and staff preparation time blic Works Department (Engineering). Departmental Polley SALE OF PHOTOCOPIED DOCUMENTS ( +�� and ORS 192 440 $.25/cupy To recover costs of staff time and printing charges. Dpi„ --,ental Policy SALE OF TIGARD MUNICIPAL CODE To recover cost to City for printing $75 1MC 17 09.090 SALE OF STREET NAME AND TRAFFIC SIGNS Cost of Mat.."nls To regulate provision of adequate uniform traffic control street signs, and cover costs of purchase and installation. Issued by Public Works Department 36 Res. a $ g � �ceS y.� q C PLn.n�o co Y \P4'�°h �'�$ P �►t�� �orntc�u.ter\S F eK�1 C r Qiu�u-\ I\�eMGGPf�M 11 FEE SCHEDULE AUTHORITY REVENUE SOURCE: MISCELLANEOUS NON—REVENUE RECEIPTS Varies Donations/Gifts Yearly auction of City—owned ORS 221 .745 Sale of Land properties pr,p,,. wntal Policy Restitution Funds To recover costs of replacement of lost items, or fines/ Lost ment costs, see books lace- seeattached fees levied on City not of its responsibility (NSF) schedule index. Insufficient Funds Check Fee — $10. TMC 13 .04.080 RECOVERED EXPENDITURES LID Administrative CUsts To recover costs incurred by City staff for processing 2% of project costs of LID assessments, printing, legal costs. LID Engineering Costs To recover costs incurred by City staff for preliminary Based onactualper hour costs engineering analysis and meeting time. of Other: State Accident Insurance Reimbursement of unused premiums for periods in which Varies few claims are made. — 39 — FEE SCHEDULE AunaRm REVENUE SOU ; "QSULLANEOUS Witrll ..s Fees- - -__`\ TMC 2.26.070 5.00; plus 8� p er mile if _ police officers and staff time for j outside City of Tigard Compensation for attendance at court trials. overtime Ov Developer Compliance pVaries Agreements PW personnel for overtime inspections Costs incurred by of Public Works projects. paid by developer. — 40 — AUTHORITY REVENUE SOURCE: MISCELLANEOUS FEE SCHEDULE SPECIAL ASSESSMENTS TMC 13 14 080 Assessment Collections 13.04.085 Revenues collected from LID participants on their assessed Varies obligations, to retire outstanding bonds. Departmental Policy USE OF MONEY AND PROPERTY Revenues derived from interest on investments (interest $8400 per year rent earnings); and rent of old City Hall building (12420 S.W. Main) . — 41 — APPENDIX ATTACHED SCHEDULE OF FEES. CHARGES, FUNDING FORMULAS Sewer Rates 6 Charges Municipal Court Fines 6 Forfeitures Library Fines Federal Revenue Sharing Formulas AUTHORITY REVENUE SOURCE: - _ FEE SCFIEDuLE BLASTING PERMIT FEE An evaluation of circumstances involved in the use of explosives with the City to ensure public safety I O and welfare by limiting such use within safe parameters as determined by the City Engineer and as set forth in Ord. No. FLEXIBLE SETBACK STANDARDS — DEVELOPED LOTS Review of requests lf /� r for flexible set back standards on developed lots. Review and �( U' decision by Planning Director required in Chapter 18.146 of the / Community Development Code. ZONE CHANGE ANNEXATIONS Review of annexations and assignment of C zoning designations to property to be annexed. Review and V public hearing before Planning Commission and City Council required under Chapter 18.136 of the Community Development Code. SIGN CODE EXCEPTIONS Review of requests for exceptions to the sign code. Review and public hearing before the Planning Commission required under Chapter 16.114 of the Community Development Code. ZONE ORDINANCE AMENDMENT Review amendments to the Community Development Code. Review and public hearings before Planning Commission and City Council required in Chapter 18.32 of the Community Development Code. HOME OCCUPATION RENEWAL Review of requests for annual renewal of C Home Occupation Permits. C,EX AUTHORITY REVENUE SOURCE: FEE SCHEDULE HISTORIC OVERLAY DISTRICT Review of alterations, additions or demolitions to structures on sites with the Historic District ���` overlay. Review and public hearing before the Hearings Officer required under Chapter 18.82 of the Community Development Code. TREE REMOVAL PERMIT Review and process tree removal permit requests. Review by Director required under Chapter 18.150 of the Community Development Code. ACCESSORY USES/ACCESSORY STRUCTURES Review of requests for accessory uses and structures. Review required under Chapter 18.144 of the Community Development Code. INTERPRETATION OF COMMUNITY DEVELOPMENT CODE BY PLANNING DEPARTMENT Review requests for interpretations on the Communityf Development Code. Responsibility of Code interpretation is the Director's as set forth in Section 18.12 of the Community Development Code. ZERO LOT LINE SETBACK STANDARDS Review of requests for zero lot line setbacks. Review and decision by approval authority G J required in Chapter 18,148 of the Community Development Code. LOT LINE ADJUSTMENT Review and processing of lot line ,/��`j adjustments. Review and decision by Planning Director required � - in Chapter 18,162 of the Community Development Code. AUTHORITY REVENUE SOURCE: FEE SCHEDULE TEMPORARY USE * Review of Temporary Use requests for 3 months or less by the Planning Director. TEMPORARY USE REview of Temporary use requests for more than 3 d s— months by the City Council. RETURNED CHECK FEE We are charged by the bank for any returned _ checks. We also have to notify the person and request their payment in cash. We are passing this cost onto the persons who write the check. RECORDING OF DOCUMENTS All types of documents are recorded with the County. r m a i '03N co ((DD -3 (D CD N b n .3 N N G W 13 n ct '3 '3 �:r N C t9 Z ct. N N (1 GL I-+ (D C (D (D (D (D cD (D '3 M (+1 p N N O H. r (D w '3 A 'I (D N \ N N r N G N mr• n 5 Q (D ct C N rti We ct a N N n (n v w cr H.:7w P. N m C Z 0�7 w w i N 0• (cn I co En 0 n N• 0 i y z N N N ! Cn CD O Cl Q 04 b .l M p yy •• M N i r• w (D CO (D ►� r•�9 0 v. a sy H cr N N n 0 (D a C I✓ O 'o N [� O w w N O Q (D to r• '3 (D u H C ar Or w W O O D Cl (VD `nG C � M O H ri .. N a CL ((DD O 0(a O M a 0 h ct ~ A '�3 n (n (fii n i n v (wn cw* (gyp n M w O b (D ] a a N Q rr I.- M .. .. cr w nr N P. S CN Or•(Cn H. O ct m O (DNO w (D NNn M D N ct o aam an (n Crcrrn m a D) (D wE \ wCn wQ (D X n N Q r N Q 13 O'C H. fn w W (D r• N N N CL E (D ct 'C1 O n Q O (n 3 M n o N Y N r• Q CI] w Z: n a c t Aj N n N VN wN (D (DCQ Q (D nr• O N n clt M H N A N a w ca Q N N m N O n CD - clt c•* ct (D ! w Z N n y fD i`ry77' N Z N cY (D O B (D r• ct c* O p N C` N Y N r• w (D Q n n 's O n z N O r H N o n (D (D T.' (D O F O 3 a a ^7 N ►i N Q O CL 09 's (D r• �, u n N < N Q G w W(7 cC y n ct N m ►j N Pl N Cn 'D r• I-+ (0 O ::r H.w b-4 N z N N N O O a wO n •(D P. Q q > n Y N N N 11 O (<D 0 cr O r0 (n Z II (y� NN p y D ►+ w N N cQOa ~ (rnao 3 m Q N ► N CD 3 (D `C ct F- ct (n 3 p Q7 m n 3 Q Z M 0 NCL CO (D * (D F .co ct co y N +4� cq M N w N P7 N r• (D w C Ft• r• m M O N Q O (i F, ct C7 N O K n IMP c C H C b N a B a m 'Q3 H.: a n n ►Zi O N m M '3 w C� CL w u9 CD r• CL II z y to N '< M N O ct a 13 w a H. w II (I'n w � z N C r •-3 (D 13 w r• &R N HPC ►. ar N N ct b a X 0 -0 a CD C O cin N 7 z .. M M C n w r• (n Cl) N y N n CD N 'U 'Qs H. ct N N n Ob 'sOO M N N N H. Co H. C Q n 0 N M O CL (D E w w3 n N H. N N N N0 a NN Np� a I N ct ct O 11 '3 N c<< a N a j N (D a vwi O In cr N N N r N co N N CD � &Cn " C"t w ((DD p N O O w N a Cn N N CL M N II MAXIMUM ACCRUAL - C OUT WHEN TERMINATING (9/Le./84) MAXIMUM VACATION MAXIMUM COMP. MAXIMUM HOLIDAY MAXIMUM SICK LEAVE ACCRUAL ACCRUAL ACCRUAL ACCRUAL Tigard General Employees 160 hrs. 40 hrs. 0- Cash-out 96 hrs. no maxinmm accrual 40 - no camp. CA 6 DH -0- Cash-out 96 hrs, no maximum accrual Management 160 hrs. 3 days Honor system -O-/Accrual-96 hrs. Terminate or with Police 2 yrs. emp. accrual rate 40 hrs. y 20 yrs, service apply 1/2 to retirement 2 days All unused to PERS if retiring Beaverton Gen. Enp. S Police 0-5 yrs. 160 hrs. 80 hrs. 720 hrs. max/PERS + 5 yrs. 240 hrs. 2 days hrs. Unlimited no max. Mgmt. 1st line 360 hrs. 80 Unlimited no max. Mgmt. Top 480 hrs. Dept. Heads -0- Cash out all .O._ R11 unused to PERS Hillsboro General Employees Annual accrual + 40 hrs. -0- 480 hrs, max. Police Annual accrual + 40 hrs. 120 hrs. Lake Oswego General Employees 216 hrs. 40 hrs. -0_ 960 hrs. - 50% conversion to PERS y 40 hrs. 40 hrs. 960 hrs. - 50X conversion to PERS Police (ers. ) 40 hrs. 4_ 960 hrs. - 50% conversion to PERS Management 5 yrs. 32 hrs. Voluntary quit 50% conversion to PERS - quit Milwaukie General 160 hrs. 40 hrs. no pay/laid off 100x value added when retiring Management 160 hrs. paid Police 160 hrs. 40 hrs. 2 days No lid -earn 12 hrs. mo./chgd. 8 hrs. for each day 40 hrs. Oregon City General 240 hrs. missed - bal. to PERS/50% conversion 720 hrs. max.* Management 360 hrs. 40 hra. paid Police 240 hrs. 40 hrs. 10-days/carry over - in negotiations Hest Linn All Employees 320 hrs. 40 hrs. Holiday worked 960 hrs. max./50k conversion to PERS added to vacation No cap -0- 300 hrs. no cash out Forest Grove General Eapl. 200 hrs. No cap -0- 300 hrs. no cash out Management 200 hrs. 300 hrs. no cash out Police 200 hrs. 40 hrs. -0- (DH.pm/0591F) TPOA C41-6-4tr B. Coaching: Non-supervisory personnel assigned to coaching newly hired or promoted police department employees shall be entitled to a pay increase of five dollars ($5) per day for each day or part of a day for the duration of his/her acting coaching assignment. C. EXCEPTION: Corporals are excluded from the above sub-sections as they are, as a matter of routine, acting supervisors and compensated for that responsibility within the pay plan. (See Addendum A/TPOA Pay Plan). I ARTICLE 18 - HOURS OF WORK A. A normal work week shall consist of a 40 hour shift schedule during a seven calendar day period commencing midnight Sunday and ending midnight the following Sunday. B. A normal work day shall consist of either eight hours per day on the basis of a five-day work week or ten hours per day on the basis of a four-day wC( week. The work day for all employees includes a lunch period. C. Any member of the bargaining unit who has been employed at least 60 days and who is required to work two or more different shifts within a normal work week shall be compensated with two (2) hours of overtime for that week. 4 This differential shall not apply when the above occurs as a result of a I quarterly shift assignment change when the employee receives some compensation in the form of scheduling, or is the result of mutual agreement between the members of the bargaining unit for their own personal benefit. ARTICLE 19 - OVERTIME A. As used in this Contract, overtime shall mean that time an employee is authorised by his supervisor to work in excess of 8 or 10 hours in one work day, or on any work day in addition to a scheduled 40 hour shift week. A work day is defined as a 24 hour period, commencing with the employee's scheduled shift day. Time worked in excess of a 40 hour week due to shift scheduling shall not be considered overtime for purposes of premium pay unless provisions st d in Article 20 were not observed. B. Overtime shall be computed to the nearest half-hour. Overtime shall be compensated at the rate of time-and-one-half the regular rate of pay. C. Authorized court and call back overtime shall be compensated at the below minimums: 1. On a scheduled work Day: 3 hours (either overtime or compensatory time, at the employee's choice) 2. On a Scheduled Day Off: 4 hours (either overtime or compensatory time, at the employee's choice) 3. Any employee who is receiving full compensation for time not worked regardless of his or her respective shift assignment, such as but not limited to, sick time, administrative suspension, leave of absence with pay (excluding holidays, compensatory time and vacation time) shall not receive any overtime compensation for the first eight hours of any call back, court or other required duty. At the conclusion of the court appearance or specific callback assignment, an employee shall return to off-duty status. D. The employee may elect to be compensated for overtime in cash or in compensatory time off taken at the mutual convenience of the parties. to a maximum of forty hours;, any overtime Compensatory time off may accrue worked when an officer is at his maximum accumulation will be paid in cash until the comp time balance is reduced. yees called back to work to correct improper or E. Time spent by emplo incomplete work that should have been performed during normal working hours shall not be compensated. An employee shall not be called back to perform work that does not require immediate attention before his next scheduled shift. F. All witness fees, mileage allowances and other remuneration paid for appearances in court proceedings under this article shall be turned over to the City Recorder. G. Detective Weekend Standby: Detectives assigned weekend standby duty will receive twenty-five ($25) per weekend, when actually assigned, and rked if called out. Minimum call back hours overtime pay for actual hours wo stated in sub-section C of this article shall not apply. H. Differential Pay: In consideration for the extra program and uipment maintenance, police department personnel assigned to Motorcycle and K-9 duties shall receive ninety-six dollars ($96) per month. a ARTICLE 20 - SHIFT CHANGES given adequate advance notice of any change An employee will normally be in his cegula� �►ork hoi'ry of work, exists. Notice except where an emergency ex ployee's change oz work will not be given less than two weeks prior to the em schedule. ARTICLE 21 - HOLIDAY COMPENSATION an employee shall receive twelve days of A. In lieu of holidays, compensatory time off to be scheduled for the termualination convenience of Y employment, employee and the City- In the event of compensatory holiday time will be pro rated on the basis of one holiday per month between July 1st and the date of termination. year an employee's g; If on the first working day of each calendar y credits exceed three days, the employee accrued but unused in lieu of holiday Administrator for shall be responsible for initiating a request to the City Any authorization to carry such excess credit into the next year. forfeited due to the City accumulation in excess of three days shall time off,bbut shall be paid in cash if y failing to grant the in lieu of holiday i not carried over. ARTICLE 22 - VACATIONS A. Vacations shall accrue as follows: Equivalent Years of Monthly Accrual Annual Accrual Continuous Service Rate Hours DaLs _ Service 80 10 6 2/3 hours 96 12 O- 12 months/0-1 year 8 hours 13- 60 months/1-5 years15 10 hours 120 18 61-120 months/5-10 years 12 hours 144 121-180 months/10=15 years 20 Over 180 months/over 15 years 13 1/2 hours 160 One additional day of vacation shall be added to the vacation accumulation of any employees who completes 12 consecutive months of service without absence due to illness or other physical conditions. Accrued vacation shall be credited as earned vacation for each month of service or pro rata for each fractional month of service, in accordance with the above schedule, except that vacation accrued during the first six months of continuous service shall not be credited as earned vacation until the employee completes the first six months of continuous service. B. Employees shall be responsible for planning, initiating requests for and using vacation credits within one calendar year after the calendar year in which they were earned. If on the first working day of each calendar year an employee's earned but unused vacation credits exceed a one year accumulation as set forth in paragraph (A) above, the employee shall be responsible for initiating a request to the City Administrator for authorization to carry such excess credit into the next year. Any accumulation in excess of two year's accrual as established in paragraph (A) above shall not be forfeited due to the City failing to grant vacation leave. C. Upon termination of an employee, or in the event of his death, he shall be paid in full for all earned but unused vacation, compensatory holiday, and compensatory overtime. ARTICLE 23 - INSURANCE BENEFITS A. Health. The City will provide the full premium to maintain the present level of health insurance benefits or such improvements as are to be made to the plans, for employees and dependents. The present plans are Blue Cross Health Plan Option IV or the Kaiser Health Plan, both as sponsored by the League of Oregon Cities. Physical Examination and Physical Capability Test: The spirit of the physical examination and the annual physical capability test is for the welfare of the employee, and is not intended to h- ounative in any manner. The physical examination will focus on specific health maintenance issues and early identification of potential job related health problems in the future. The report form will address only those health issues related to personnel in their specific working environment. Access to the report is limited to the City Administrator, Chief of Police, Personnel Officer and the named employee. 10 - ARTICLE 24 - LIABILITY, DEFENSE AND INSURANCE i The City agrees to continue at least the present level of liability insurance. ARTICLE 25 - SICK LEAVE The purpose of sick leave is to allow continuation of pay while an employee 'I recuperates from an illness, or other approved reason causing absence. I, It is also intended to provide employees with the assurance of pay in order that they may be away from the job to avoid exposing others to illness. Full time employees as of July 1, 1984, shall have a one time only choice between the honor system and the accrual system. This selection shall be made in writing and submitted to the City Administrator by September 1, 1984. A11 employees hired after July 1, 1984, shall be covered by the accrual system and not eligible for the transition bank advance. I' Honor System i I A. Sick leave shall be administered on an honor basis. Continuation of I pay during an absence not to exceed 60 calendar days will be granted for the following reasons: 1• Absence due to injury received on thej job. Sick leave pay shall be used to compensate for the difference between Workers' Compensation insurance and full pay. Whenever an employee received compensation from Workers' Compensation insurance or other form of public insurance benefit as a result of injury or illness, he shall report the amount to the Finance Director and the period for which it represents payment. 2. Personal illness or physical incapacity resulting from causes beyond the employee's control. i �I 3. Forced quarantine of the employee in accordance with state or community health regulations. 4. Necessity for medical or dental care. i B. The employee may use his accrued compensatory timeg holiday credits, ' and vacation credits after 60 calendar days and after the use of any sick leave. Medical progress reports may be required prior to approval of such payments. C. An employee shall receive one extra vacation day for twelve (12) months of non-use of sick leave. D. Any employee may be required to furnish a certificate issued by a licensed physician or practitioner or other to support a sick leave claim after three working days absence. Accrual System A. Employees shall be credited with one (1) day (8 hours) of accumulated r sick leave for each full calendar month actively employed by the City. All permanent employees and all probationary employees (after 30 days employment) are allowed sick leave for non-occupational disability. Sick leave accumulation shall be unlimited.` B. The City agrees to a transition bank advance up to 480 hours for each employee changing from The Honor System to The Accrual System and employed prior to 7-1-84. The advance is a one time only credit adjustment until earned credits repay the advance. Advance credit balances shall not be eligible for payout purposes. C. Sick leave benefits for permanent part-time employees (20 hours per week or more) shall be granted on a prorated basis (hours per week divided by 40). D. Accumulated sick leave shall be payable at the employee's regular straight time rare in an amount equal to the time the employee would have worked, to a maximum of eight (8) hours per day. Employees may utilize their allowance for sick leave whenever they are unable to perform their work duties by reason of illness or non-occupational injury. i i E. In the event an employee is absent from work because of sickness or injury, the employee shall notify the supervisor within the first half-hour of the scheduled start time of the expected absence and the nature and expected length thereof. Such notice shall in no event be given later than the first half hour of the regular work shift. However, should an employee fail to call within the first half hour of the regular work shift due to extreme illness, a physician's statement may be required by the sup rvisor and shall be paid for by the City when so required and in the event the employee's health insurance does not cover the cost. F. Employees may use sick leave where there is an illness in their family which necessitates making arrangements for the ill relative. Members of the employee's family is defined as relatives and/or dependants domiciled in the employee's household. Variances to this policy are to be approved by the City Administrator prior to authorization of sick leave. l G. In the case of on-the-job injuries covered by Workers' Compensation, the City will provide to the employee an amount equal to the difference between the payments received for WorkersCompensation time loss benefits and regular net salary. H. Whenever an employee receives a check for Workers' Compensation time loss benefits, he/she shall report to the Finance Director of the City in writing the amount of the check and the period for which it represents payment. Sick leave will not be charged to the employee for injuries covered by Workers' Compensation or that are the result of on-the-job injury. I. An employee who has completed twenty (20) years of credited service or has reached his normal retirement date or has become disabled, shall have 1/2 of the employee's unused accumulated sick leave applied to the employee's retirement benefit; this benefit can be a t cash out at the employee's regular straight time rate, or the time can be applied to enable the member to an early retirement. i t J. In the event of the member's death, his survivors would receive the cash benefit equal to one-half of the value of the member's accumulated unused sick leave. K. lAn employee shall, upon separation from the City (other than retirement), cash out no more than 96 hours of accumulated sick leave at the employee's regular straight time rate. f L. An employee shall receive one extra vacation day for twelve (12) months of non-use of sick leave. r N. Effective July 1, 1984, and every July 1 thereafter, each employee shall receive sixteen (16) hours appointment leave to be used for doctor and dental appointments. (Appointment leave will be j non-accumulative.) i N. Second Medical Opinion. In cases of disability certified by an ( , employee's personal physician, the City has the right to obtain a second medical opinion to confirm the employee's ability or inability I to work. Such examinations will be performed by a licensed physician of the City's choosing; and at City expense. The consulting physician shall submit a written report to the City Administrator who will make the decision with regard to granting sick leave benefits, subject to the grievance procedure. Employees who refuse to submit € to such an examination may become ineligible for sick leave benefits (for the particular disability in question). 3 Regardless of which system covers the employee, the following shall apply: Maternity leave shall be covered by sick leave or disability insurance pay during the period that the employee's doctor certifies "disability". The employee will be required to provide written certification before such both prior to and after delivery, is payments are made. The length of leave, :fter decision to be made by the woman and her doctor. Any time taken before or the certified period of disability must be taken before or after the certified period of disability must be taken as compensatory time, vacation }` leave, holiday time, or leave without pay, and the regulations governing these t; forms of leave shall apply. ; I supervisor in writing of her intention to The employee must notify her return to work (including riot to the commencement of her date of return) P she must re-affirm her , maternity leave, and within 15 days after delivery intention to return to work in order to assure that her position will be held E � open. An emp'.oyee who confirms her intention to return to work in accordance with the above shall have her position held open until the date specified in her statement of intention, after which reinstatement created by suchdependent leaveupif the availability of a suitable vacancy- filled, will be by temporary or conditional appointments. During the sick leave periods of maternity leave, vacation leave, seniority and time towards annual evaluation shall accrue. In addition. health and other insurance benefits will Contin without interruption. During the periods of disability insurance pay, health, dental and life insurance benefits will be discontinued. However, the employee will have the option of picking up health insurance at their own expense (group rate) for a i period of 90 days. pay, standard rules governing leave and During periods of leave without ringe benefits under leave without pay shall apply- Pregnancy shall not constitute grounds for disciplinary action or dismissal. ARTICLE 26 - LEAVE OF ABSENCE WITH PAY A. Compassionate Leave. In the event of death or critical illness in the employee's family or of an individual of significant personal relationship to the employee, the City Administrator shall grant time off with pay, not to exceed five (5) working days as shift coverage will allow. Civil or Religious Leave. The present policy of the City, as B. expressed in the Personnel Guide, is incorporated herein. C. Votin . When an employee's work schedule is such that he would not be able to vote prior to or after his normally scheduled work hours, he accrued or be granted a reasonable time off duty to vote without loss of pay vacation. r mutually agreed to she supervisor and the employe"Theti shall state the purpose and length of assignment. During the training t shall be no extra pay for the work. A copy of the notice shall be placed n the employe's file. ARTICLE 18 - OVERTIME The City and the union agree to waive the application of OS 279-340 and shall utilize the following provision in determining compensation • Section 1. All employes shall be compensated at the rate of time and one half or work under the following conditions: All authorized work performed in excess of eight (8) hours in any workday. Time spent by an employe called back to work to correct improper or incomplete work that should have been performed during normal working hours, shall not be compensated for. An employe shall not be called back to perform work that does not require immediate attention before the employe's next scheduled shift. Section 2. All overtime pay shall be computed to the nearest half hour. Section 3. Except in instances considered by a department head or supervisor o be an emergency or when the overtime work involved is on an extended shift basis, scheduled overtime will be distributed as equally as practical among employes within the job classifications in the department involved. Section 4. Any employe who has completed his/her workday and departed the City's premises upon completion of said day and is then called back to work earlier than two (2) hours before the start of his/her next normal shift will receive a minimum of two (2) hours pay at time and one half at the employe's regular rate of pay. In the event such a call-in occurs less than two (2) hours prior to the start of the employe's next normally scheduled shift, the aatwhiich ye time he/shell eovertime will beginpreceiving until the ationstart of hat/his/herr rregularr regular ft, straight time rate. Section 5. Compensation for overtime shall be made in the first payroll check following the pay period during which it is worked and a permanent record of the overtime accrued shall be maintained within the department and be available to the employes for inspection upon request. Compensatory time off may be taken by mutual consent of the employe and his/her supervisor and is scheduled consistent with the needs of the department. Accrual of compensatory time shall not exceed forty (40) hours. (a) when an employe accumulates compensatory time in the excess of forty (40) hours, the City and the employe shall mutually agree within thirty (30) days to make arrangements for utilization of the excess of compensatory time off. (b) If no arrangements can be made, the City shall pay all compensatory time in excess of forty (40) hours in the next payroll period. Section 6. All employes shall be entitled to payment for unused accrued overtime and compensatory time upon separation from City service. Section 7. Employes required to work ten (Tt(53.00)hours in one (1) day shall be granted a meal allowance of thee dollars receipt and up to six dollars ($6.00) with a receipt. Section 8. The workweek is defined as a fixed and regularly reoccurring period f' one-hunderd sixty-eight (168) hours during seven (7) consecutive twenty-four (24) hour periods. The workday is the twenty-four (24) hour period commencing at the start of the employe's assigned shift and shall remain fixed at that period for the whole of the workweek, except for flexible work schedules. ARTICLE 19 - HOLIDAYS Section 1. The City of Tigard shall observe the following paid holidays: New Year's Day Lincoln's Birthday Washington's Birthday Memorial Day Independence Day Labor Day Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas One Floating Holiday Section 2. If a holiday falls on a Saturday, it will be observed on the previous Friday; if it falls on a Sunday, it will be observed on the following Monday. Section 3. If an employe is on a four (4) ten-(10-)hour workweek or a ex a schedule and the holiday falls on the employe's day off, the employe - shall have the option of another day off or eight (8) hours of compensation. When the holiday falls within -the employe's work schedule and the schedule required more or less than eight (8) hours of work for that day, the employe shall meet with his/her supervisor to rearrange the schedule to accommodate the holiday and/or subtract any additional time off by adjusting vacation, compensatory time, or leave without pay. Section 4. An employe shall receive one (1) day's pay for each of the holidays listed above on which he/she performs no work. If an employe is required to work on any of the holidays listed above, he/she shall be compensated for all hours worked at the rate of time and one half (1 1/2) with a minimum guarantee of two (2) hours work. Section 5. Holiday benefits for permanent part-time employes (twenty (20) urs per week or more) shall be granted on a prorated basis (hours per week divided by forty (40). C 8 ARTICLE 20 .- VACATIOk. Section 1. Full-time employes shall accrue vacation days at the following rates: 1 Year of Service 12 workdays 96 hrs./Yr. 8 hrs./Mo. hrs 2-5 Years of Service 13.5 workdays 132 hrshrs./Yr. 9 hrs./Mo. 6-10 Years of Service 16.5 workdays 156 hrs./Yr. 13 hrs./Mo. 11-15 Years of Service 19.5 workdays ler 2 YearsofService 24 workdace 21 ys 168 192 hrs./Yr. 16 hrs./Mo. Over 20 Year r rata sis (hours er A part-time employe ffyorty all(40))cno etovacation exceed theleave allowableoamountsalisted above. week divided by Y Section 2. Subject to the staffing requirements of the City, vacation shall e uled at the request of the employe. Preference oTnd vacation acatioshall be scheduling shall be by seniority. The sign-up Pe April 1 through April 15 of each year. Seniority b limited t one the vacation selection per eachcalendar caomeyear. first serve basis. sign-up period shall be by tor, Section 3. Subject to the approval of the City Administrant, anand after employe may commencement of an employe's second (2nd) year ofo mploy ion in conjunction elect to receive up to five (5) days pay i - with his/her regular vacation period. ` Section 4. Subject to the staffing onrequirements of the City, employes shall e encouraged to plan and use vacation credits within two (2lhasaearneds after the calendar year in which they are earned. If an employe but his/her unused vacation credits reach the maximum accumulationssonable iof n accordance with Section 5 below, the City may g mandatory vacation of sufficient duration to reduce unused credits below the maximum allowable accumulation. Section 5. Earned but unused vacation credits shall be allowworkdad to acuaulate � to maximum of one-hundred-sixty (160) hours (twenty (20 workdays). Section 6. New employes shall not be permitted to use vacation during their probationary periods; however, vacation leave shall accrue from the date of employment. Section 7. All employes shall be entitled to payment for unused vacation leave upon separation from City service. In the event of death, the employe's heirs will be entitled to payment for unused vacation leave. Section 8. No employe may be placed on vacation leave or no accrued vacation time man cea beutilizdwitnd hthis out specific authorization of the employe as noted i Section 9. Approved vacation leave may not be cancelled by the City except in the event of an emergency which creates an abnormal work load or other condition not under control of the City. In the event of an emergency, the employe shall be notified of the cancellation in writing. Unrecoverable transportation or lodging deposits will be paid by the City if the employe produces proof of such unrecoverable deposits. 9 • (570.00) for a clothfg allowance. upon presentatio*f a receipt, employes shall be reimbursed for clothing. Employe classifications qualifying for this lothing allowance are: f Auto Service Worker Building Inspector C Level Building Inspector B Level Building Inspector A Levet (r ry Engineering Tech. 1 v J Engineering Tech. 11 Engineering Tech. 111 Foreman Laborer Mechanic utility Worker 1 Utility Worker 11 Utility Worker 111 ARTICLE 25 - SICK LEAVE Section 1. Employes who have been employed less than twelve (12) months e ween July 1, 1982 and June 30, 1983 will accrue eight (8) hours per month. Employes employed over one (1) year fom June 30, 1983 will have accrued ninety-six (96) hours sick leave. Section 2. Effective July 1, 1983, employes shall be credited with one (1) day eight (8) hours) of accumulated sick leave for each full calendar month actively employed by the City. All permanent employes and all probationary employes (after thirty (30) days employment) are allowed sick leave for non-occupational disability. Sick leave is provided by the City in order to reduce the financial burden caused by sickness. Sick leave accumulation shall be unlimited. Section 3. Accumulated sick leave shall be payable at the employe's regular straight time rate -in an amount equal to the time the employe would have worked, to a maximum of eight (8) hours per day. Employes may utilize their allowance for sick leave whenever they are unable to perform their work duties by reason of their illness, non-occupational injury. Section 4. In the event an employe is to be absent from work because of sickness or injury, the employe shall notify the supervisor as soon as possible of the expected absence and the nature and expected length thereof. Such notice shall in no event be given later than the first (1st) half hour of the regular work shift. However, should an employe fail to call within the first (lst) half hour of the regular work shift due to extreme illness, a physician's statement may be required by the supervisor and shall be paid for by the City when so required and in the event the employe's health insurance does not cover the cost. Section 5. A physician's statement of the nature and identity of the illness, the need for the employe's absence, and the estimated duration of the absence, may be required at the option of the City for absence due to sickness or injury and shall be paid for by the City when so required and in the event the employe's health insurance does not cover the cost. 13 Section 6. Employes ma 'use sick leave where there is an illness in their ramny ;Rich necessitates making arrangements for the ill relative. For the purpose of this Section, members of an employe's family shall mean: relatives and dependents domiciled in the employe's household. Section 7. In the case of on-the-,job injuries covered by Workers' ensa ion, the City will provide to the employe an amount equal to the difference between the payments received for Workers' Compensation time loss benefits and regular net salary, for a period not to exceed ninety (90) calendar days. Whenver an employe receives a check for Workers' Compensation time loss ' benefits, he/she shall report to the finance director of the City in writing the amount of the deck and the period for which it represents payment. Sick leave will not be charged to the employe for injuries covered by Workers' Compensation. Section 8. Effective July 1, 1983, an employe may upon separation from the� - City,,—cash out no more than ninety-six (96) hours of accumulated sick leave at jthe employe's regular straight time rate. 1 Section 9. Effective July 1, 1983, an employe shall receive one (1) extra vasa on day for twelve (12) months for nonuse of sick leave. Section 10. Doctor and Dental Appointments. Effective July 1, 1983, and every 3uTy-I-thereafter, eich emp oye shaii receive sixteen (16) hours appointment leave to be used for doctor and dental appointments. (Appointment leave will be non-accumulative). Section 11. Sick leave benefits for permanent-part-time employes (twenty (20) hours per week or more) shall be granted on a prorated basis (hours per week divided by forty (40)). ARTICLE 26 - BEREAVEW-NT LEAVE In the event of a death in the immediate family up to five (5) days of compensated leave may be used by the employe in order to arrange for and to attend the funeral. For the purpose of this Article, an employe's family shall mean: spouse, parent, children, step-children, brother, brother-in-law, sister, sister-in-law, mother-in-law, father-in-law, paternal grandparents, parental grandparents, or any other person who is dependent upon the employe. ARTICLE 27 - CIVIL OR RELIGIOUS LEAVE Section 1. Employes shall be granted leave with pay for service on a ,jury or upon ng subpoenaed as a witness; provided, however, that the employe is required to seek all fees due him for ,jury or witness duty, except mileage reimbursement, and turn said fees over to the City. Upon being excused from ,jury or witness duty for any day an employe shall immediately contact his/her supervisor for assignment for the remainder of that workday. Section 2. Religious Leave. A leave of absence with pay may be granted for e purpose of observing or attending religious service for holidays of major theological importance. A verbal or written request must be made to the 14 PERSONNEL RULES MANUAL DRAFT TABLE OF Page i Welcome 2 Section 1 General 2 Purpose of the Personnel Manual 2 Scope 2 Variance to Policies 2 Organization Chart 2 Definitions 5 nd Admin• of the Personnel Authority, Responsibility aSystem I a City Council 5 City Administrator; Administers Rules 6 ( Administration of the Personnel Rules 7 t Department Heads 8 Section II Em to meat Policies and Procedures 8 Appointment Authority s Recruitment. Selection, and Hire 9 Recruitment Procedures 10 Recruitment Process ii Application Procedures 13 Examinations/Interviews 16 Applicant Rights Following the Examination 17 Interviewing By Supervisors and/or Panel 18 Eligibility Register Effect of Discontinued Employment on Eligibility D Section II Employment Policies and Procedures (cont.) Page Register and Future Examinations 19 Pre—Appointment Reference Checks 19 Pre—Employment Requirements 20 Rejection of Applicants 20 Selection/Hire 21 Residency Requirement 21 Section III Employment Rules 22 New Employee Orientation 22 Attendance, Job Performance and Productivity 22 Shared Positions 23 Outside Employment 23 Overtime 24 Exempt Personnel — Compensatory Time 24 Salary Advance 25 Work Schedule 26 Hours of Work 26 Breaks 26 Shift Changes 26 Time Sheets 26 Employee Status 28 Section IV Employee Rights 31 Probationary Period 31 Police Service Positions 31 Leave of Absence Without Pay 31 Regular Status 32 Seniority 32 32 Longevity Paqe Section V Merit and Advancement 33 33 Performance Reviews Scheduling Performance Reviews 33 33 Special Evaluations performance Review Procedures 33 Goal Setting, Performance Review, and Disciplinary Action 34 34 Merit Increases 36 Exceptional Increases 36 Promotion 36 Acting Appointment 36 Transfer i 37 Demotion 38 Suspension 38 Separation . 38 Layoff 39 Resignation Termination for Medical Reasons 40 40 Dismissal Section VI Mork Related Allowances 41 41 Lodging 41 Per Diem 41 Clothing and Uniform 41 Police Service 42 Other Employees 42 Mileage Reimbursement 43 f out-of-Town Travel i f Paye Section VII Employee Rights and Relations 44 Appearance, Conduct and Discipline 44 Procedures For Disciplinary Actions 45 Grievance Procedures 48 Personnel Records X30 Administration of Personnel Records 51 Employment Records 51 Reference Check Procedures for Employment By other Employers 51 Section VIII Classification Plan 53 Class 53 Job Description 53 t Administration of the Classification Plan 53 Classification Designation 53 Position Reclassification 54 Salary Range Adjustments 54 Section IX Compensation Pay Plan and Administration 55 i Appointment Rate 55 3 Pay Periods 55 Merit System 55 } Part—Time Employees — overtime 55 s Emergency Overtime 56 } r t Section X Employee Benefits 57 57 Leave Benefits and Regulations Holidays 57 Vacation 58 Sick Leave 59 Maternity Leave 61 Section X Employee Benefits (cont.) Page Compassionate Leave 61 Military Leave 61 Civil Leave 62 Religious Leave 62 Voting Leave 62 Insurance Benefits 62 Section XI Safety and Working Conditions 64 Job Safety 64 Authority and Responsibility 64 Division Heads 65 Supervisors 65 Employees 66 Personnel Director 66 t Vehicular and Occupational Accident Reporting 66 t Posting Safety Information 68 Section XII Education and Training 69 Policy Statement 69 Education Reimbursement 69 Personal Education and Training 71 Educational Incentive 71 Section XIII Work Environment 72 Section XIV Equal Employment Opportunity 73 Equal Employment Opportunity Policy 73 Sexual Harassment 73 City Action to Preclude Sexual Harrassment 73 'r Section XIV General Guidelines and Restrictions 77 77 Relatives 1 77 Legal Liability 77 Patents/Copyrights 78 Soliciting 78 city Vehicles 78 Code of Ethics Political Activity 79 79 Inclement Weather 79 Moving Policy C. WELCOME Congratulations on your success in becoming an employee of the City of Tigard. We encourage you to become acquainted with your fellow employees, the stiff and the responsibilities of your position. our goal as city employees is to provide the many municipal services as effectively as possible and serve the needs of all citizens in the community to the best of our ability. This document has been prepared to help answer the questions you may have regarding the regulations, policies and procedures of City employment. Please read which carefully enntitled; if you have questions,fer to it often to ensure that your supervisor benefits to for explanations or direction. This manual is considered to be a living document - changing to meet the needs of the City and its employees. Any suggestions received from employees regarding changes in policies or procedures will be willingly considered by the City. 4 - t - C) > z W W u" = x W a ¢ �� Z Z Z ,• d 2 Z N W Q O tJ Om E E °' a F z �n u f m � O .U+ 2 LL) .Z+ U F IZiI W U N v) F Z 4. 00 O O W 4 Z 1.. 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GENERAL Pur se of the Personnel Manual The purpose of this manual is to provide fair rules and procedures City employee personnel matters. We hope to make the City service attractive as a career and to encourage each employee to give his best service to the City. Scope This manual sets forth the policies and rules which apply to all City employees so long as its provisions are not in conflict with other agreements with the City, including labor contracts. Supervisors can acquaint you with the departmental rules to s practices wh ch alsthapply- All references to employee(s) designate male gender is used it shall be construed to include male and female employees. Variances to Policies vary or modify the strict application of the The City Administrator may where strict applications would result rules in this document in any case essary hardship. Such a variance shall in practical difficulties or unnec be based on writtan findings of practical difficulties or unnecessary hardship. The firvlings shall be filed with the Personnel Director. Organization rhart Definitions as used in these rules, unless the context requires otherwise: 1. A_nniversary Date. Means one year from the date of receiving regular status. 2 q�� a1. Means the process as established by these rules and procedures by which an employee can request consideration of a problem.or situation for a decision or ruling. or 3. Appointing Authority• whom n authoritys the City CoAdministrator is delegated to make the Department Head to �sition. appointment to fill a vacant p 4. Calendar Year. Means twelve (12) month period beginning January 1 and ending December 31. 5. City. Means the City of Tigard, Oregon. 6. City Administrator. Means the chief executive and personnel officer the City, directly responsible to the City Council for the proper administration of all affairs of the City. 7. Class. Means a group of positions sufficiently alike in responsibilities and authorities to require similar qualifications. 2 — g. Compensatory Time Off. Means time off from wOIA to compensate the employee for overtime worked. 9. Confidential Employee_ Means an employee who assists and acts in a confidential capacity to a person who formulates, determinesaiming effectuates management policies in the areas of collective bang 10. Department. Means a major functional unit of the City government. 11. D�r+artment Head. Means a person directly res po�ible to the City Administrator for the administration of a depa 12. Demotion. Means the change of position for an employee from a position in one class or step designation to a position of lower class or step designation. 13. Disciplinary Action. Means action that may be taken against an including oral reprimand, written reprimand, employee for cause, demotion, and dismissal, or any suspension, reduction in PaY, combination thereof. 14. Dismissal. Means termination of employment with the City for reasons attributable to the employee. 15• Division. Means an administrative part of the City which is a subdivision of a department. 16. Employee. Means anyone who is salaried for employment with the City of Tigard. 17. Exempt Employee• Means anyone who is in confidential na fide administrative, or professional, management, supervisory, positions, with the City of Tigard and is not temporary part-time part of the bargaining unit. 19. Fiscal-Year. Means the twelve (12) month period beginning July 1 and ending June 30. 19. Full Time Employee., Means ss anassigned.emp e who works the normal amount of working hours for 20. Furlough• Means a forced unpaid leave of absence or temporary layoff from work for a period of time. 21. Grievance. Means an employee's written expression of dissatisfaction with some aspect of his employment, a management decision affecting Se Of him, or an alle9 a adjustviolation of said cause Of dissatisfaction• attempting to gain 22. Individual. Refers to a person for accounting purposes. nizational 23. Layoff. ("leaks of separation p ra ionack ofofundsloor�othnt ercreasons nause of ot reflecting changes. lac discredit upon an employee. - 3 - 24. Leave of Absence. Means time off from work for reasons within the scope and purpose of these rules and regulations upon prior app roval of the employee's supervisor, Department Head, and City Administrator. 25. Merit (Performance) Pay Increase. An increase in pay established within the adopted pay plan range granted to an employee based on job performance. 26. Military Leave. Means leave of absence for an employee entering reserve military training duty. 27. Non-Exempt Employee. Means any employee who is in a position represented by a bargaining unit. 28. Overtime. Means time worked in excess of the regularly scheduled workday and workweek. loyed ularly 29. Part-Time Employee. Means of wopkingehourswho ls Seep employee status.for less than the normal number 30. Personnel ction taken with reference to Action. Means any a nsfer, layoff, dismissal, or appointment, compensation, promotion, traE other action affecting the status of employment. 31. Personnel Director. Means the individual designated by the City Administrator as directly responsible for the proper administration of all aspects of the personnel system. ' 32. Personnel File. Means a file regarding the employee which is maintained in the Personnel Office and which contains employment related information about the employee. 33. Probationary Period._ Means a working test period during which an for the duties to employee is required to demonstrate his fitness which he is appointed by actual performance of the duties of the position. During which time may be terminated without prejudice at the sole discretion of the supervisor. 34. Promotion. Means the change of position of an employee from a position in one range designation to a position in a higher range. 35. Reclassification. Means a change in classification of a position by raising it to a higher class, reducing it to a lower class, or changing it to another class at the same level. 36. Regular Employee. Means an employee who has been retained in his appointed position after the completion of his probationary per 37. Section. Means a basic special part of the City within a division or epartment. 38. Selection. Means choosing one person from among those eligible for appointment to a position. 4 - 39. Seniority. Means length of service from date of most recent employment without a break in service. 40. Shift Employee. Means an employee whose daily hours of work rotate from one shift to another periodically and whose duties are continuous from the start to the end of the shift. 41. Step. Means a relative position within a salary range. 42. Supervisor. Means any person who is responsible to a higher divisional or departmental level of authority, but who directs and evaluates the work of others. 43. Suspension. Means temporary separation of an employee from City service without pay for disciplinary purposes. 44. Temporary Employee. Means an employee who has been appointed for a limited period not to exceed 12 months for a full-time temporary employee or 1,664 hours of employment in any given calendar year for a part-time temporary employee. 45. Transfer. Means a change of an employee from one position to another in the same class or to a position in a comparable class within the City service. 46. Unit. Means a part of thge City without staff and is identified for budget control only. 47. Workday. Means the regularly scheduled workday for each position. The normal workday is based on either (8) hours per day for a five-day week; or ten (10) hours per day for a four-day week. • 48. Workweek. Means the regularly scheduled workweek consisting of a 40-hour shift schedule during a seven calendar day period commencing midnight Sunday and ending midnight the following Sunday. It is based on either a 5-day or 4-day (4/40) schedule. Authority, Responsibility, and Administration of the Personnel System City Council The authority of the Mayor and City Council over personnel matters shall be limited to: the City budget, pay plan, and ordinances and resolutions. City Administrator; Administers Rules 1. The City Administrator shall be responsible for insuring the effective administration of these policies and procedures and may delegate such functions as deemed necessary for the implementation of the system. - 5 - 2. The City Administrator may establish, amend, or recind written administrative procedures consistent with these policies and procedures. The City Administrator shall advise the City Council on any changes concerning these policies anis procedures. Administration of the Personnel Rules s The City Administrator or the designated Personnel Director shall be responsible for directing and coordinating the personnel activities of the City including the following: 1. Preparation of position classific-taon e%nd pay plans and directing the administration of these plans. 2. Computation or verification of the budget for Personal Services for all Departments. 3. Recruiting, testing, selecting and hiring of all City employees, provided that the City Administrator shall consult with the Mayor and the City Council prior to hiring Department Heads. (Res. 81-95; TMC 2.04.040) 4. Approve the appointment, promotion, demotion, transfer, discipline, dismissal, and other actions affecting persons employed by the City, in compliance with the Personnel Procedures provided that the City Administrator shall consult with the Mayor and City Council prior to appointment or dismissal of a Department Head. (Res. 81-95; TMC 2.04.040) A Personnel Action Form shall be used for changes under p this subsection and shall require the signature o` the City . Administrator. 5. Supervise, develop and maintain the personnel system including written forms, procedures and records. 6. Maintain a current roster of all persons employed by the City. 7. Direct employee otientation, training, counseling and career development in conjunction with Department Heads. 8. Administer the employee benefits program. 9. Approve performance reviews for all employees. 10. Administer the Personnel Policies and Procedures including the employee Grievance Procedures. It. Perform any other lawful acts which are considered necessary or desirable to carry out the purpose of the personnel system and the provisions outlined in this Manual. 12. Promote and maintain harmonious relations with the labor unions; negotiate and administer collective bargaining agreements. 13. Administer the City's Affiraative Action Plan and Safety programs. — 6 — Department Heads Each Department Head may establish such written rules and standard operating procedures as deemed necessary for the efficient and orderly administration of the department. Such rules are subject to the approval of the City Administrator before they become effective, and must be consistent with the guidelines established in this Manual. Copies of department rules shall be available to each employee in the department and be filed with the City Administrator and Personnel Director. , i a s' k { f a { g i - 7 - SECTION II. EMPLOYMENT POLICIES AND PROCEDURES Appointment Authority 1. The Mayor of Tigard, with the consent of the City Council, exercises appointive and removal power over the offices of City Administrator, City Attorney, Municipal Judge and Recorder. 2. The City Administrator has appointive and removal power over Department Head's after consultation with the Mayor and City Council, and supervisory responsibilities over the City Recorder. 3. Department Heads of the City of Tigard have appointive and removal power over all subordinate employees within their department with the approval of the City Administrator. Recruitment Selection, and Hire 1. Applicability. This section applies to all positions except those of the Mayor, City Council, City Administrator, City Attorney, Municipal Judge and City Recorder. 2. Policy Statement A. Appoi-tment and promotion to all positions in the City shall be based upon merit and fitness. Selection methods will be based solely on the job—related knowledge, skills, abilities, experience, education, and, when appropriate, prior demonstrated performance, aptitude and adaptability. Selection factors will be weighed as determined through position classification and analysis. 6. Regardless of the number of competitors, selection methods shall be competitive; and (1).The qualifications required shall be based upon education, experience, and personnel standards established by the City Administrator; (2) A reasonable opportunity shall be afforded for qualified persons to apply; and (3) All per4ons being considered shall compete against common standards. 3. For the purpose of this policy, "selection" and "hiring" includes the consideration of both internal and external applicants, including transfers, promotions, and demotions. +. The selection of an applicant to fill a position is a complex, shared management responsibility. A variety of operational concerns in the hiring department must be satisfied as well as the requirements of the City salary and budget policy, collective bargaining agreements, the City's Affirmative Action objectives, and other policy and legal guidelines. — s — 5. In order to assure selection of the most qualified candidate(s), the rules and procedural responsibilities of management personnel in the selection process must be carefully followed. The hiring department represented by the first—line Supervisor, Division Head, or Department Head has the primary responsibility to assure the work unit, the department, and the City that a technically competent candidate is selected to perform laity services. correspondingly, the Personnel Director shall screen out unqualified job applicants that do not meet minimum qualifications, to assure all legal obligations pertinent to the employment decision are met, to actively solicit a sufficient number of qualified applicants, and to protect the integrity of overall City employment policies. 6. All managers involved in this critical function are expected to know their respective authority and responsibility. Recruitment Procedures 1. Recruitment to fill a vacancy or to create a new position shall be handled in the following manner: A. The Department Head will review the requests to recruit with the immediate Supervisor and obtain approval from the City Administrator. B. The Finance Director reviews the budget per the position authorization. C. The Personnel Director completes a job audit update. (See Appendix O) D. The immediate Supervisor and the Department Head reviews the job description with the Personnel Director. E. The Personnel Director generates the recruitment notice containing the job description, salary range and application procedure which is then reviewed by the Department Head. F. The selection process and method of recruitment is then reviewed by the immediate Supervisor and approved by the City Administrator. G. The Personnel Director shall be responsible for compliance with the City's equal opportunity and employment policies throughout the recruitment and selection process. 2. An authorization memo (Appendix A) is prepared for the City Administrator's approval containing the budget authorization, recruitment notice, advertising, method of recruitment, application evaluation criteria, responsible party for test administration and application screening, and the timetable employed to complete the recruitment process. — 9 — 3. The authorization memo is forwarded to the Personnel Director to complete the advertising and to handle billing details. Requests for applications and telephone inquiries, along with maintaining an application file are processed through the Personnel office. 4. Any job classification identified as under-utilizing women and/or minorities shall be advertised as specified in the City's Affirmative Action Plan. 5. In cases where there is a current eligibility roster as established through earlier advertising, recruiting and testing, no further recruitment is necessary. 6. It is the policy of the City to not retain or to respond to unsolicited resumes or applications. Recruitment Process 1. Criteria for Selecting the Type of Recruitment The Personnel Director shall decide whether to make an examination on an open competitive, promotional or specialized recruitment examination based upon the following criteria: A. The knowledge and skill required for the position and whether the position requires a skill not represented presently on the staff or whether specialized knowledge is required which can only be gained from prior employment by the City; B. There are qualified employees for the position; C. The financial position of the City. 2. Contents of Job Announcements Job announcements shall include the following information: A. The job title, starting wage and salary range; 8. The characteristics of the job; C. The required qualifications which may include: education, experience and licenses or certificates for the position; 0. A description of the examination if applicable (or selection process); E. The place where the application is available and must be filed and the deadline; F. The name of the Personnel Director; C. The posting date; H. The phrase "An Equal Opportunity Employer" printed at the bottom; I. Any residency requirements, if applicable. 3. Posting A. Job announcements shall be posted at City Hall for the length of the application period and shall be forwarded to all other city office locations. 8. Job announcements shall be posted on City bulletin boards, five days prior to external recruitment. — 10 — 4. Advertisements A. Advertisements for open competitive job announcements may be placed in the following publications: Oregonian and/or Tigard Times. B. Advertisements may be placed in other newspapers, out-of-state newspapers and trade journals. 5. C_losina Oate A. The closing date shall be based on the scope of the advertisement, and shall be clearly written on the position announcement. B. Applications must be filed with and be in the possession of the City Personnel Office no later than 4:30 p.m. on the closing date. Application Procedures 1. General Qualifications Applicants must generally be at least 18 years of age. Applicants under 18 years of age must obtain a work permit from the Oregon State Bureau of Labor. Applicants who are not citizens of the United States must be of a status that allows them to work in the United States. 2. Rules For Application Forms-Contracts A. General Information. The general applications shall provide space for the job title, applicant's name, address, business and home phone numbers, social security number, and information about military service. B. Applicant Survey. An applicant survey form shall be attached to the application form for the purpose of collecting information about ethnic background, date of birth, sex and handicap status of- the applicant. This information is used to prepare reports required by Federal and State law. Applicants shall be informed in the application instructions that: (1) the information will be used for data collection only; and (2) the survey will be removed prior to evaluation of the application. 3. Relevant Education and Training. Only that education and training directly relevant shall be considered. ,. Licenses and Certificates. Only the licenses or certificates for the job shall be required. 5. Relevant Job Experience. Only the relevant experience may be considered. - 11 - 6. Supplemental Application Form (SAF) A. The SAF is a test. It shall be constructed so that all requested information is job related. B. The SAF shall be prepared by the Department Head and approved by the Personnel Director. C. Where there are minimum requirements, the instruction section shall specify that a negative response to any minimum requirement or failure to complete and return of the SAF shall be cause for disqualification. 7. Resumes. Resumes may be accepted as supplemental information along with other City Application forms. It may or may not be job related. It is the policy of the City to not retain or to respond to unsolicited resumes or applications. S. Closing Dates; Extension of Time; Late and Incomplete Applications; Revisions to .Submitted Applications A. Establishment of Closing Date. The last date on which an application shall be accepted is established by the Personnel Director using the following criteria: 1. Internal recruitment, 2. Open competitive, 3. The number of openings, 4. The anticipated "drop off", 5. The availability of persons in the job market with the required skills. B. Extension of Closing Dates 1. The Personnel Director may extend the closing date upon a determination that the quality or quantity of the applications do not meet the requirements of the recruitment plan. 2. The position need not be renoticed in the newspaper, however, an announcement shall be posted at City Hall. C. Late Applications. Late applications shall not be accepted except under the following circumstances: 1. The recruitment deadline has been extended; or 2. The applicant has received written prior approval from the Personnel Director prior to the closing deadline. In such situations, the application must be post marked no later than ten days after it was mailed by the City. A telephone request for an application shall not satisfy the written notice. 0. Revision of Submitted Application or Additions to the Application 1. There shall be no changes allowed to an application after the closing date except for the applicant's address or phone number because the point of evaluation of the applicant is at the closing date. 2. There shall be no additional information received after the closing date except for certain City required information or documents which may not be immediately available such as school transcripts. 12 - 9. Multiple Use of Applications A. There shall be only one app: '.cation per applicant per job announcement. B. No application, whether accepted or rejected, for one job announcement shall be used as the application for another announcement under any circumstances. 10. Application Review Process A. Applicants. The outside applicant must submit an application for the vacant position with the Personnel Director. The Personnel Director will eliminate from competition all applicants except for a reasonable number whose applications suggest they may potentially serve in the City's best interest. All applications and employment records, both internal and external, will be considered confidential and kept in the Personnel Division. e. Apply the determined selection procedure: Application, resume, test, assessment center or other approved job related selection practice. C. Applicability of Prior Interviews. In some cases, it may serve the City's best interest to consider for selection an individual who has been recently interviewed for a substantially similar position within the hiring department without holding a new interview. In such cases, the hiring department and the Personnel Director will decide if such a procedure would be appropriate. Examinations/Interviews 1. Nature of Examination A. Examinations shall be competitive and job—related. They shall be constructed to determine the qualifications, competence and ability of the persons tested to perform the duties of the class of positions for which a list is to be established. B. No part of any examination shall include any questions designed to reveal the political or religious affiliation or belief, national origin, age, sex, color, race or handicap of any candidate. 2. Rules A. Validation of All Phases of the Test 1. All phases of the examination process for every position except positions exempted under Section II Employment Policies and Procedures, (Recruitment, Selection and Hire Applicability) shall be constructed according to job—related standards. — 13 — 2. The record for each examination shall contain a Content Validation Report (CVR) which includes: (a) A job related job description; (b) A readability analysis; (c) A copy of the job announcements; (d) A copy of the job advertisements; (e) A copy of the examination(s); (f) A copy of the examination answers and test scoring procedures. 3. Position descriptions shall be based on a task analysis conducted with the incumbent(s) and supervisor(s). When there is no incumbent in the position, the Personnel Director and Department Head shall prepare a description. B. Selection of Raters. The following factors shall be considered in the selection of persons participating in the evaluation and scoring of candidates: 1. Qualifications (a) The rater(s) shall be technical experts in the knowledges, skills and responsibilities of the position for which they are a rater. (b) The Personnel Director shall verify the raters qualifications. A similar job title is not sufficient verification. (c) Raters shall evaluate only the areas in which they are an expert. (d) The Personnel Director may ask the Department Head for a list of possible raters. 2. Raters Objectivity (a) The Personnel Director shall provide the raters with a list of names of the candidates prior to the interview or test. (b) A candidate shall not be rated by someone known to the candidate except for a professional acquaintance. 3. Assuring Objectivity (a) Written examinations and supplemental applications forms should have the candidate identified by number only. (b) Raters on supplemental application forms, written examinations or performance tests may serve on an interview panel for the same examination. C. Conduct of the Raters 1. All questions and evaluation standards shall be job related, therefore, the Personnel Director shall: (a) Instruct the raters on the rating process and the types of questions which are not acceptable under state and federal guidelines. — 14 — (b) Provide the raters with a copy of the job announcement and position description. 2. The Personnel Director and Department Head or Manager may observe or participate in the interview or performance test. 3. The Personnel Director shall correct any situation that violates these standards. D. Selection Panels. Especially in the case of a professional opening, the supervisor may wish to invite an outside professional expert to sit on the selection panel to advise. Panel members from the City staff should be limited to management, professional, or supervisory employees. Any other inclusion should be discussed with and approved by the Personnel Director. Prior to appointment of panel members, the appointing supervisor shall notify the Personnel Director for approval of the panel's tentative composition and how the panel will operate throughout the selection process. Before proceeding, the panel members who have not previously been briefed shall be informed orally or in writing on interview procedures and techniques. The hiring supervisor and the Personnel Director shall mutually decide how and through whom the briefing is delivered. It should be recognized that selection panels are advisory in nature. They are designed solely to aid the hiring supervisor in making a selection decision. They are optional, not mandatory. E. Use of Repeat Questions 1. Repeat questions or tasks may be used in consecutive tests or different tests for different positions as long as the questions are current, correct and job related. 2. Repeat questions or tasks may not be used on promotional tests where those who are taking the examination experienced the same questions on a test for a position in a lower classification. Test questions or tasks which measure the same knowledge or skills for both jobs should be changed. 3. Repeat questions should not be used when less than six months has lapsed between examinations. F. Review of Text Material and Test 1. Representatives of the Department authorized by the Administrator may review the test material for job relatedness. 2. Representatives of the Department authorized by the Personnel Director may examine the test papers of an applicant during the time of final interviews. 3. The applicant may review his or her own scored test and rating forms within thirty days after the test. C I — 15 — G. Scheduling of Examinations 1. Notice Required (a) The date, time and place of the examination shall be identified on the job announcement or the applicant shall be notified by mail at least seven days prior to the examination. (b) The examination notice shall also state whether such things as calculators or reference material may be brought to the examination. 2. Rescheduling of an Examination. The Personnel Director is under no obligation to change a scheduled examination date, time or place, however, it may be changed if: (a) The request is reasonable; (b) The changes will not give an unfair advantage to a candidate; (c) The change will not inconvenience the examination administrator; (d) The change will not make it impossible for another candidate to take the examination; and (e) All other candidates have been given at least seven days notice. H. Late Test Administration. Whether to give a late examination is at the discretion of the Personnel Director. The Personnel Director shall consider the following factors in making a decision: 1. The legitimacy of the candidates request; 2. The adequacy of provisions to retain test security: 3. Time constraints; 4. The feasibility of administration; 5. The difficulty of recruitment. Applicant Rights Following the Examination 1. Right to Information About the Examination. All applicants are entitled to complete information regarding the job including: A. The analysis of the test for job relatedness; 6. The interview procedures; C. The qualifications of the raters; 0. The Affirmative Action policies; and E. The appeal rights. 2. Appeal Rights A. An applicant may challenge any test questions or procedure alleged to be inappropriate or unfair. B. An appeal shall be filed with the Personnel Director within the three-day period for review of the test and the appeal shall be decided by a review panel consisting of the following persons or their designee(s): - 16 - (1) City Administrator; (2) Personnel Director; (3) City Attorney. The findings and conclusions of this panel shall be the final determination at the City level. Interviewing 93 Supervisors And/Or Panel i. Control Questions and Response Evaluation. All candidates will be asked predetermined control questions during departmental interviews, based upon job-related criteria. If, during the course of the interview, a member of the panel wishes to pose a job-related follow-up question not found in the control questions, it may be asked. The evaluation of a candidate(s) will only be based upon job-related criteria. Prior to the holding of the interviews, the hiring department will send a list of control questions (and prewritten control answers whenever feasible) to the Personnel Director for review, along with a proposed hiring date. Upon receipt of these questions/answers, the Personnel Director shall review each question/answer for validity in respect to job performance requirements. If the Personnel Director's finding is positive, a copy of these questions/answers shall be retained on file and the original copy shall be returned to the hiring department. If the Personnel Director has any concerns regarding the job-relatedness of questions/answers, it shall contact the hiring department to work out the details and make mutually f acceptable changes, if necessary. These questions shall be kept secure and confidential at all times. When vacancies occur in positions for which control questions/answers have been previously used (and no change in job duties or requirements has occurred), such questions/answers may be used by the hiring supervisor/panel to conduct the current interviews. 2. Timing Of Interviews._ When the hiring department has completed all preliminary procedural steps and is ready to interview, it will promptly set a reasonable time for interviews with those qualified individuals. Whenever a selection panel is engaged to make advisory recommendations on selection(s), the timing of intervie-.js should accommodate the schedules of panel members whenever possible to assure that all candidates are interviewed and evaluated by the same panel. 3. All interviewed candidates shall be rated based on job related knowledge, skills, abilities, experience, education, and when appropriate, prior demonstrated performance, aptitude and adaptability. If one of the top three candidates was not selected, the hiring department shall document the reasons for selecting a candidate lower on the list. 17 - 4. Compensation And Em to ee Benefits Information. The hiring supervisor shall review all compensation and benefit questions with the Personnel Director. If questions arise during the interview process regarding compensation policy or benefit program eligibility, the questions should be referred to the Personnel Director. Eligibility Resister (Police Employees Only) 1. Rules A. Names shall be ranked by final score beginning with the highest grade. e. Candidates who earn equal grades shall be ranked in the order in which their applications were received by the Personnel Director. C. A copy of the hiring list shall be filed and kept for three years (State. of liMLtaticns) D. The list shall remain in effect for a period of 12 months unless extended or terminated early. 2. Duty of Candidates. Each candidate, on the eligibility register, shall be responsible for notifying the Personnel Director of any change in address or phone number. 3. Maintaining the Resister A. A decision to terminate the register early or to extend the register shall be based on a canvassing of the list. B. The Personnel Director shall canvass the list by mailing a card to each eligible person on the list asking the person to verify: (1) Whether the person is available for employment, and (2) 'he conditions under which the person will accept employment as stated on the card. C. The candidate shall have 10 days from the date the card is mailed by the Personnel Director to respond. Failure to respond within 10 days shall cause the person's name to be removed from the list. ,. Extension of the Register A. The register may be extended for six months when there are at least three persons on the list. B. Notice need not be given of the extension. 5. Early Termination of the Resister A A register shall be terminated whenever there are less than three names on the eligibility register. 8. A register may be terminated if the classification for which the register was created is abolished. C. Notice shall be given to the remaining candidates. 6. Removal of Names from the Eligibility Registe . by candidate's Pers name may be removed from the eligibility e9 nnel Director in the following circumstances: — 18 — A. The individual is appointed from the list to fill a vacancy in that class. B. The individual is appointed from a list for a different classification where the minimum salary is either equal to or higher than the minimum salary for the classification from which his name is then removed. he is no longer C. The individual files a written notice stating willing to accept appointment. 0. The individual declines employment under conditions which he had previously stated he would accept employment. (e.g. accepting evening or weekend work) E. The individual fails to respond within 10 days to any written inquiry from the Personnel Director or the appointing authority regarding the individual's availability for appointment. F. The individual is considered by 3 differently appointing authorities for one classification and is not appointed or the individual is cons; iered for the same classification 3 different times by the same appointing authority and not appointed G. The individual's name may also be removed from a list for any of the reasons applicable to the initial rejection of an application in cases where these facts come to light after the establishment of a list. H. When an individual's name is removed from an active eligible list for any cause, that person shall be notified by mail by the Personnel Director. Effect of discontinued employment on Eliqibility Register and Future Examinations (Police Employees only) 1. Rules A. Dismissal for Cause at Anytime An employee who is dismissed "for cause" at any point during their employment shall be prohibited from taking an examination or from future employment considerations unless specifically approved by the City Administrator. B. Dismissal Ouring Probationary Period An employee who is dismissed during the probationary period shall be eligible to take future examinations and to be considered for employment after one year or more from-dismissal. C. The Effect of a Resignation. An employee may resign at any time without prejudicing future employment with the City subject to examination. An employee who resigns shall be eligible for future examinations. Pre--Appointment Reference Checks When the departmental interviews have been completed, the Personnel Director is advised of which candidate(s) the department is considering for the position based on the City's best interest. At this time, the Personnel Director and the hiring department confer to determine if there are details (e.g. , physical agility test, medical pre—employment 19 — examination, etc.) needing preselection attention. After tentative agreement on the final selection has been reached. the hiring supervisor will make necessary reference checks. Reference checks will be made on the final candidates and must be completed before the job lsitionrmay Occasionally, the technical skills and a poPerst sonnelibilitieDirecto position hiring necessitate joint reference checking. rocedure prior to department must agree eon ither department. details f any modified p department contacts being made by Pre-Employment Requirements <. pcsit;nn requires 1. Medical Examination Prior To Appointment. I� ���� it, the candidate is scheduled by the PersonnelsicDire of theCity's for a pre-employment physical with a p Y the position. In some instances, selection before being offered current employees transferred or promoted will be required to update her background information. physical health or ot appointment shall Any medical examination required prior to original app City prior to ll be conducted by a licensed physician app i the the examination. Cost for this examination shall behed incurred thebCity. City. If the physician, based on standards arilsto formstab duties of the deems any candidate medically unable position, the report shall state the reason(s) for the inability and the reason for rejection. The City Administrator shall make all All medical examinations requited final decisions in this regard. mbe paid for by before promotional appointments are made shall City. Any person who refuses to submit to such an examination shall be rejected for employment. 2, Background Check. Candidates for police positions may be photographed, fingerprinted and a background check investigation son who refuses to shall be completed prior to appointment. Any per submit to such an examination shall be rejected for employment. Resection of Applicants Grounds for rejecting applications are as follows: 1. The applicant lacks and is unable to meet the job-related minimum qualifications prescribed in the job description; 2. The applicant is physically unfit to perform the duties of the position based on standards established by the City; 3. The applicant has been convicted of a crime of such a nature as to render him unfit for the position. This position shall be narrowly construed and the conviction must be directly related to the requirements of the job (time limits for consideraatio are 5 record free arof s for felonies, and 2 years for misdemeanors). criminal history is a bona fide occupational qualification for police personnel; - 20 - 4. The applicant has used or attempted to use political pressure or bribery to secure an advantage in being considered for a position; 5. The applicant has practiced or attempted to practice deception or fraud in the application or testing process; 6. The applicant has otherwise violated policy or procedures relating to the application process; 7. After the vacancy has been filled, a reasonable effort will be made to notify all applicants applying for a specific job, by mail or phone. Selection Hiro When a selection is made, the hiring supervisor shall make an offer of emrloyment specifying the terms of employment, including compensation and special allowances, if any, prior to appointment. Upon receipt of written acceptance, the hiring supervisor completes a Personnel Action form to be approved by the Department Head and the City Administrator. Written acceptance of the offer of employment must be received within 10 days or the offer shall be considered invalid. Residency Requirement 1. Policy Statement. The City Administrator and Department Heads are ent residency within the required to establish permanboundaries of on Clackamas, Multnomah, or Washington Counties b theStatey period. The withinief of 120 days following the and of the prob affected Director,posons Public Works Director, Headr librarian and Finance Planning Director. 2. Extension of Time to Comply. The City Council, at its discretion, may extend the period for compliance. Such an extension may be given to any affected employee if that employee has made a demonstrable effort to comply. — 21 — SECTION III. EMPLOYMENT RULES New Employee Orientation Orientation of all new employees will be given by the Personnel Director on an individual basis the morning the employee begins work, schedules permitting. The Personnel Director shall Provide the initial orientation of fringe benefits and policies of the City to the employee (Appendix L. Employee Status Review). If questions arise regarding benefit coverage options, these questions shall be referred to the Personnel Director. The employee shall leave approximately two weeks to decide on benefit options. Completed enrollment forms are then forwarded to Accounting. Departments are responsible for supplementing the employee orientation. The Supervisor provides the employee with a job description and explains the role, responsibilities and work program priorities to the employee. The employee is also provided with a time sheet and instructions on completion of the time sheet. The Supervisor gives the employee a tour of the City and introduces the individual to co-workers. During the first month of employment, Personnel Director arranges for the City Administrator to meet with the new employee. Attendance Job Performance and Productivity Policy Statement The City is a public service agency and as such, each employee's attendance is a factor of job performance. Job performance and productivity are essential to the effective and efficient delivery of municipal services. 1. Employees shall be in attendance at their work in accordance with the rules regarding hours of work, holidays and leaves of absence. See Section 10 of this document regarding vacation, holidays and leaves of absence. 2. An employee shall not absent himself from work for any reason, other than those specified in this manual authorizing sick leave, without written authorization and making prior arrangements with his Supervisor. Unless such prior arrangements are made, an employee, who for any reason fails to report to work, shall make a sincere effort, within the first half hour of the scheduled work day, to notify his Supervisor of his reason for being absent. If the absence continues beyond the first day, the employee shall notify the Supervisor on a daily basis unless other arrangements have been made with the Supervisor. 3. Unauthorized absence of an employee from duty shall be grounds for disciplinary action by the immediate Supervisor. Any employee who is absent for three (3) or more days without authorization may be deemed to have voluntarily resigned. When extenuating circumstances are found to have existed, however, such absence may be authorized by the immediate Supervisor with the approval of the City Administrator and reinstatement granted. - 22 - 4. Departments shall maintain time sheets for current records of employees' attendance. 5. Good job performance and optimum productivity are recognized as being the obligation of all City employees. Work procedure, schedules and assignments, or any other means of increasing productivity, may be established and/or revised by the supervisor and/or City Administrator, so long as no right guaranteed an employee under their respective contracts is violated. Management and employees may agree to meet at mutually convenient times to discuss means of increasing departmental productivity. 6. Adverse job performance as a result of abnormal absence and poor attendance (authorized or unauthorized) may be grounds for disciplinary action up to and including dismissal. Shared Positions Policy Statement. A position may be shared if, in the Supervisor's judgment, the position lends itself to a job sharing arrangement without decreasing the efficiency of City services. Requests to share a position shall be initiated by the employee and are subject to approval by the immediate Supervisor, Department Head, the Personnel Di r and the City Administrator. 1. Job sharing arrangements are typically on a half day or half week basis. Job sharing employees are defined as permanent part time employees for purposes of classification and benefits administration. 2. In the event a permanent full time employee job shares for a period of time and then seeks reinstatement as a full time employee, efforts shall be made to reinstate the most senior employee provided that merit and ability are equal and transition the employee into another available position. If no position is available, the policies and contractual obligations governing lay off shall prevail and permanent part—time employees may not demand full—time status. Outside Employment Policy Statement. City employees owe their primary work allegiance and energy to the city service. In order to be approved, the outside employment shall meet the following conditions: 1. If employees wish to accept additional employment while working in the City's service, employees shall obtain permission from their immediate Supervisor, Department Head and City Administrator to do SO. Each change in outside employment sh*ll require separate approval. 2. Such outside employment shall not have any conflict, real or implied, with the official duties. of the employee. 23 — 3. Outside employment shall not require such a degree of commitment of time that it would tend to prevent an employee from rendering primary (effective) service to the City. 4. The work shall in no way conflict with the interest of the City or be a discredit to the City. 5. It shall be understood that the City has prior call upon the services of its employees whenever the public health and safety demands it regardless of any impingement upon secondary employment. Overtime For time worked beyond regular workday or over forty (40) hours in on a workweek all Non-Exempt employees must be granted compensatory time or be paid overtime at one and one half the hourly rate of pay. 1. Overtime is that time worked in excess of eight hours in one day, or on any day in addition to a scheduled 40 hour shift week. 2. Any overtime work to be done must receive prior authorization from the employee's immediate Supervisor. 3. Overtime shall be computed to the nearest half hour (e.g. 14 min. = 0, 16 min. = 1/2 hr.). 4. Compensation for overtime shall be granted at one and one half the regular rate of pay or compensatory time off to be scheduled at the mutual convenience of the employer and employee. Employees shall not be allowed to accrue more than 40 hours of compensatory time. Time in excess of 40 hours will be paid as overtime until the accumulation of compensatory time is reduced. 5. Time spent by an employee called back to work to correct improperor incomplete work that should have been performed during normal ng hours, shall not be compensated for. An employee shall not be called back to perform work that does not require immediate attention before the employee's next scheduled shift. If it is determined that the reasons for the improper or incomplete work were beyond the employee's control, they will receive overtime compensation. 6. Authorized call back overtime shall be a minimum of two hours. Exempt Personnel -_.CompensatorsL Time Exempt personnel may be expected to work beyond the normal 40 hour work week in order to render the services and support to conduct and supervise the work programs which have been assigned to them. Exempt staff will be allowed to accrue and use compensatory time in the following manner (Resolution No. 82-75): t - 24 - I. Department Heads will be allowed to take time off as workload permits on an exchange or like-time basis for work in excess of a normal work cycle. Like time is not accrued but is granted subject to approval by the City Administrator. 2. Division Managers and Professional employees will be allowed to accrue and take off accumulated compensatory time as workload permits on an hour-to-hour basis subject to approval by the employee's immediate supervisor. 3. Section Managers (Supervisory) and Confidential employees shall accrue compensatory time at a rate of time and one half the number of hours worked. Compensatory time taken off is to be scheduled as workload permits and is subject to approval by the employee's immediate supervisor. Accumulation of compensatory time in excess of 40 hours shall be taken as overtime pay at the appropriate rate. Overtime pay may be paid in lieu of compensatory time as budget permits. Salary Advance There are basically three kinds of requests and some require written approval. Please follow the procedure listed below: 1. Salary Advance. An employee is in between pay dates and an emergency arises, what does he do? A. The employee is to request in writing through his Supervisor and Department Head a salary advance. B. The Department will pass the request through to the City Administrator for approval. The salary advance is limited to 25% of the regular net monthly pay. C. The City Administrator forwards the approved request to Accounting for processing. 2. Advance Paycheck._ An employee will be gone on payday and would like to have his check before he goes. This can only be allowed if the payroll has been completed. The request is to be written and follows the same procedure as listed above. An alternative to receiving the paycheck in advance is to have the Finance Department deposit the check into the employee's account. In order to do this, the employee must leave a deposit slip with Accounting. 3. Advance Vacation Paycheck. An employee knows he will be on vacation when payroll checks are issued - how will the employee get his check? Accounting must be notified the pav period before_ the employee goes on vacation. This is intended to give ample time for Accounting to process the vacation check along with the regular payroll. Manual checks are an exception to the system and can cause errors in payroll. - 25 - The Finance Department will attempt to accommodate requests by employees for paychecks, however, the above procedures must be followed. If you have any questions, please contact the Finance Director. Work Schedule Policy Statement. Employees shall perform the duties and responsibilities assigned by their Supervisors as deemed necessary to carry out the business of the City even though the work may be of a different nature from that which the employee is normally engaged. Hours Of Work The work week, consistent with the operating requirements of the City, shall be regular, irregular or flexible. A regular work schedule is a work schedule with the same starting and stopping time on five B hour days. An irregular work schedule (4/40) is a work schedule with the same starting and stopping time on four 10 hour days. A flexible work schedule is a work schedule which var4es with the number of hours worked on a daily basis, but not necessaril_+, each day, or a work schedule in which starting and stopping times vary on a daily basis, but does not exceed 40 hours within a one week period. Irregular and flexible work schedules must be approved by the Department Head and City Administrator prior to implementation. Adjustments to the . work schedule to allow for holidays or to substitute personnel are made on a departmental basis. Breaks A regular work schedule of eight-hour days shall include two 15--minute breaks and one lunch break of at least one half (1/2) hour, scheduled by the Supervisor. Employees working a 10 hour schedule shall receive an additional 15-minute break during the work day (during hh8 last 2 hours of the shift). Part time employees working an hours shall be entitled to one (1) fifteen minute break during the work day. Shift Changes Employees shall normally be given adequate advance notice of any change in regular hours of work, except when an emergency exists. Notice will not be given less than two weeks prior to the employee's change in work schedule. Shift changes do not apply to Department Heads. Time Sheets Policv Statement. As an employee, your primary responsibility is to record the arrival and departure from work to the nearest quarter hour. A sample time sheet can be referenced in Appendix C. - 26 - 1. Date, Time In/Out. Record the number of regular hours actually worked. If you have not charged hours to leave taken, this column will normally register 8. Z. Sick Leave Taken. Record the number of hours of any sick leave taken. Note in the Explanation column whether the leave was an illness, doctor's/dentist's appointment or an on the job injury along with the actual time off. 3. Vacation Taken. Record the hours off charged against vacation. 4. Compensatory Time Taken. Record Lhe hours taken off as comm. timo, 5. Floating Holiday Taken. Record the hours charged to Floating Holiday. 6. Other. Record the number of hours charged to Compassionate, Military or other paid or unpaid leaves. Note in the Explanation column the time off. 7. Compensatory Overtime Earned. Indicate the number of hours to be credited to your account_. Note in the Explanation column the time and event in which hours were earned. Remember that Department Heads are on a like-time basis; Professional and Division Heads on an hour-for-hour basis; section managers, confidential and non-exempt employees on a time-and-one-half basis. The number of hours in the Comp. Time Earned column should reflect the number of hours to be credited, not the number of hours worked which are correctly indicated as in/out. S. Paid Overtime Earned. Record the number of paid overtime hours worked. The computer will calculate the time-and-one-half rate, Indicate in the Explanation column the time and event when overtime was earned. 9. Total Hours To Be Paid. This column should normally be 8 since employees are on a salary schedule instead of an hourly rate. If you are being paid for comp. time, then the number of hours will exceed S. 10. Paid Holidays. Record an "H" in the Regular Hours column for days the City observed as official holidays. Police employees who take accumulated holiday ti..ie off should record "HL" Holiday Leave in the Regular Hours column of the time sheet. It. Totals. Add the total number of hours for each column. Please double-check your addition. The timekeeper records the hours as indicated. 12. Signatures. Fill in your signature. Your supervisor will check and sign the time sheet for accuracy and route the form to the timekeeper. For Police employees, the Support Services Manager will check and sign the time sheets for accuracy and route them to the timekeeper. ( 13. Due Dates. Time sheets are due to payroll the day following the pay period, on the 16th and the 1st. - 27 - And Other FormsOe rtment policy will dictate 14. Re nests For Leave . Pa whether Request For Leave slips and other ft is• policy be owever• out. Check with your Supervisor reg only the time sheets are forwarded to Payroll. Employee Statuspon-Union/ Union/ City-Paid Employee Paid Options Exem t Non mit eProv---visions Full benefits. Added options 1. Regular full time and X or X or payroll fill a budgeted position deductions. and work +32-40 hours ave.per week. X or X Full benefits percent of 2. Regular part time and based on a per- difference budgeted po sition tentage of at employee's and work +20-32 hours hours worked. option. ave. per week; 12 months per year. No benefits N/A 3. Temporary full time and X except those work (-) 40 hours ave.per mandated by week with employment not State law. exceeding 12 months and (e.g. FICA, is either: seasonal, SAIF and casual, irregular, unemplopment) student intern, Green- thumb or park cleanup; . you have no tenure and serve at the discretion of the City Adminis- trator. time and X No benefits N/A 4. Temporary part less than 20 except those work (-) mandated by hours per week ave. with State law. employment not exceeding 12 months; you have no tenure and serve at the discretion of the City Administrator. - 28 - '.k 5. Probationary (new employee) are either newly hired or newly promoted or reclassified employees who have not completed a six—month probationary period. Police service positions provide for 12 or 18 month probationary cycles. 6. Probationary (disciplinary action) employees who are serving during a re—evaluation period in which behavior is being corrected or the employee faces dismissal. 7. Independent Contractors do not qualify as employees. 8, Student Intern Employment. The City will place student interns on projects of limited duration. The recruitment and selection process for student interns is defined as follows: a. Interns must submit either a full resume orlicatei n or te an employment application when interviewing. This app resume should be retained in the City's personnel files. b. Selection interviews are to be conducted similar to that of a regular employee. C. Intern programs are to be a vital link in the City's affirmative action efforts. Efforts should be made to recruit interns from any of the City's target affirmative action classes. d. A personnel record including time sheets should be kept on file in each department and the Personnel Department on its interns. This information is needed for Federal and local reports. An evaluation of the intern's performance versus duty assignment expectation should also be maintained. Reference checks on interns are subject to the same restrictions as for any other City employee. e. The Supervisor will insure the student intern possesses a valid driver's license if needed prior to p is to be f. If the sdent personnel action form is compensated is to be proces ed and the internv peeshall be placed as a temporary employee. g, The City shall assume liability coverage for student interns in the event of on—the—job injury. h. The City may contract with other agencies to place student interns. 9. Green Thumb, CE2`Co�+nit Service and Volunteers. The City participates in a number of programs which act as a work experience for youth, individuals over 55, court referrals and citizens wishing to volunteer their time for public service. Such individuals shall be recruited and selected using the following guidelines: C . — 29 — a. A representative from the sponsoring agency or the individual shall contact the Personnel Director regarding placement. b. Placement will be coordinated with the immediate Supervisor. C. Hours of work, job responsibilities, qualifications, and extent of supervision shall be determined prior to placement. d The sponsoring agency shalt provide liability coverage for program participants. e. The City shall provide liability coverage for volunteers. l - 30 - SECTION IV EMPLOYEE RIGHTS Probationary Period City Positions (Except Police Service Positions). The probationary period shall be six (6) months for all new employees. Prior to completion of this probationary period, employees may be dismissed by written notice stating the date of dismissal and without cause. At the discretion of the Supervisor, and in cases where the responsibilities of a position are such that a longer period is necessary to demonstrate an employee's qualifications, the probationary period may be extended three additional months. All promotions, transfers and reclassifications will be subject to a six-month probationary period. During the probationary period of a promoted, transferred or reclassified employee, the employee may be returned to the former classification to which an employee held without any reason or cause being shown. The employee shall not be dismissed, however, without cause. All promotions, transfers and reappointments shall be subject to a six--month probationary period. During this type of probationary period, employees will continue to be considered permanent employees, will accrue seniority and shall be protected by dismissal procedures as other permanent employees. Police Service Positions 1. For a new employee with less than 24 months satisfactory experience with a State, County or municipal law enforcement agency, the probationary period shall be 18 months. 2. For a new employee with at least 24 months satisfactory experience with a State, County or municipal law enforcement agency, the probationary period shall be 12 months. 3. For a newly appointed clerk dispatcher, clerk specialist, cadet or secretary clerk 1, the probationary period shall be 12 months. 4. Probation may be extended in exceptional circumstances for a period not to exceed three (3) months. Leave of Absence witho c Pa A permanent employee may be granted leave of absence without pay up to twelve months when the work of the Department will not be seriously handicapped by their absence. Vacancies created by such leave, if filled, will be by temporary or conditional appointment. 1. Request Procedure. A written request, establishing reasonable justification and duration of leave, must be submitted to the Department Head and the City Administrator. - 31 - 2, Benefits While on Leave of Absence. Health insurance orate a if lsuch for 90 calendar days at the employee's expense (g P ) ( coverage is desired. All other benefits and accruals shall be longer than 30 discontinued during leaves of absence without pay calendar days. 3. Reinstatement of Em to ee Benefits Followi a Leave of Absence. In i a leave of absence less than 30 calendar days, vacation accrual, seniority, and time towards performance evaluation will accrue without interruption. Also, health, dental and c,ther insurance benefits will continue without interruption. In a leave of absence longer than 30 calendar days, vacation, seniority and time towards performance review will not accrue during the leave, but shall begin accruing again when the employee returns from leave, without loss of previous ac i me^t(unltheess leave)ati Health compensatory time have been used to supp and other insurance benefits will be reinstated after the leave, but will be subject to the regular waiting periods for new enrollment. Regular Status When an employee successfully completes the probation period, the employee shall be advanced from entry step in the employee's pay range as a recognition of merit. Seniority Seniority is defined as being the employee's length of service with the . City since most recent date of hire. (Authorized leaves of absence per above shall not interrupt length of service.) The City shall post the seniority list on January 1 and July i of each year. Longevity Police Service employees (except management employees) may be eligible for longevity as indicated in the TPOA collective bargaining agreement. — 32 — SECTION V MERIT AND ADVANCEMENT Performance Reviews Policy Statement. Performance reviews are an essential component in the administration of a personnel system. Reviews provide information relating to merit and promotional opportunities, identifies needed and training, targets the strengths and limitationsgoals performance r-nidual measures the relationship between Council g productivity. ScReviews During the six-month probationary period, employees will be evaluated twice; once after three months and again the month before the end of the probationary period. Performance progress reviews will occur every six months thereafter. Special Evaluations Special evaluations should occur: 1. Prior to any promotion or transfer out of a work unit or into a new position in that unit. 2. When an employee is subject to any disciplinary action exceeding an oral or written reprimand. 3. At the employee's request. When an employee requests a performance evaluation, at a scheduled time, or any other time, the immediate Supervisor will be obligated to complete the evaluation within two weeks of the request. Performance Review Procedures Policy: To review and reset goals, reward performance and create incentives, also to detect and corect improper activity and sub-standard performance. Percent and timeliness may vary. The goal of employee pattern of work habits by the time the performance is to establish a employee reaches the top of the range. and Performance reviews are to be completed cooperatively by thethepscheduled ' their immediate Supervisor. They are to be completed by due date and may be initiated by either the employee or immediate Supervisor. The employee and immediate Supervisor are required to sign the forms. All evaluations will be reviewed by the Department Head and the City Administrator. All reviews will be placed in the employee's personnel file and the employee will be provided with a copy. Please refer to specific forms and instructions from the City Administrator's office as identified in Appendix G. All merit increases or promotions require appropriate department recommendations and specific approval of the City Administrator. - 33 - Goal Setting Performance Review, and Disciplinary Action 1. During the first month of employment, a general orientation of program priorities and a goal setting review should be conducted. 2. After the third month of employment, the Supervisor and the employee shall complete a progress review of the employee's performance. 3. The Supervisor snall initiate a performance review with the employee after six months of employment. 4. On every anniversary date, the Supervisor and the em-l.oyee ,hall complete an annual performance review. 5. The recommendation for a merit increase and/or extension of probation, or termination shall be set forth in a Personnel Action Form and routed to the City Administrator for approval and then transmitted to the Personnel Director. 6. The Personnel Director shall retain a copy of the Personnel Action Form for the employee's personnel file and shall route a copy to Accounting and a copy to the employee. 7. If a disciplinary action is needed to correct substandard performance, the Supervisor shall .confer with the Personnel Director and the Department Head before initiation of such action. Progressive discipline shall be administered in accordance with the City's Personnel Policies and union contracts. If a grievance cannot be resolved between the Supervisor and the employee, the Department Head shall attempt to adjust the grievance. If no remedy is found, the complaint is processed at the City Administrator level. 8. If a transfer, promotion or reclassification is recommended by the Supervisor, the request is processed through the Department Head, Personnel Director and City Administrator. If a salary adjustment is requested, upon approval of the City Administrator, a copy of the Personnel Action Form is retained for the employee' s personnel file and a copy is routed to Accounting. A copy is also sent to tie employee. Merit Increases Upon successful completion of goals and priorities, an employee will be eligible for merit increases after completion of the probationary period and thereafter on an annual (every 12 months) basis until the top of the salary range is reached. Merit or step increases for satisfactory progress are ordinarily in 5% increments. lesser increases may be granted (e.g. 2 1/2%) for partial goal accomplishment with a new target date set for revising goals and balance of the merit increase. — 34 — l o a, (� N 3 to y 0 L > ar ar � L �o Un .r h N 3 Ld en W H eV M ¢ 0 � d 3 a C C .01 41 O O L > r+ . 4 ..a O U 1 C —4 I O E oOc U o� 3 L W a W H m W a,+ d F— OC .,4 -4 N H W L > Ct: £ O: O ..r ZH 4J id z "4 ��+ S 4 N L O > �D L dr Gc ac S O- O; W at► L .r L C� W CSC > Z z CL OC N ¢ n d3 LL► ar a J O > E Va 01 �o W M JJ LP a N N 40 rt cc Jac z ti Exceational Increases If a Supervisor determines that an employee's progress is outstanding per performance review, the Supervisor may authorize exceptional salary increases within the salary range for the emp17y1�27L cors onlearlier These may be either a greater percentage (e•g recognition of earned merit (e.g. 9 months). Promotion shall endeavor to fill job vacancies by promotion from within The City the organization. Internal recruitments may be used. The newly promoted employee will be subject to a probation period of six months and will become classification.a merit increase, and every 12 mont s thereafter in the new Promotions will be made from the employee's current rate of pay to the nearest higher rate of pay in the new salary range by at least 5%. are Employees must serve at least three months personnel t are he city tsubjecte they y the eligible for promotions. Police P restrictions on promotions as outlined in the department manual. Acting Appointment � basis, to n higher classification, to Appointing personnel on an acting pointmen vacancy may made. AP s. shall be made for a be fill a temporary s. Temporary assig minimum of nments of 30 days up to a limit of 120 day and less than 30 days may be � made at the employee's current rate of pay considered a training opportunity. An employee holding an acting appointment of more than 30 days shall receive a pay increase not to exceed a appointment of UZ from Decisionsr current regarding salary for the duration of the acting he appointment. Administrator within two these appointments will be made by of the weeks of the day that ' the employee ea assumes es the becomeffective on the rensibility higher classification, and pay date of appointment• o are appointed to fill supervisory positions Non—supervisory employees whrily in the bargaining unit, if a on an acting basis shall remain tempora member, during the period of acting appointment, Transfer 1. Transfer re uests shall be handled in the followingmanner: A. Transfer requests shall be given consideration when a suitable vacancy ocurs. g, ferred employee 11 be subject to a probation A newly trans period of six months. — 36 — 2. Transfer re nests within the same class and out of class shall be handled in the following manner: A. An employee may transfer within a class if the Personnel Director finds the two positions were comparable. e. Transfers may be requested by an employee, however, the granting of a transfer is discretionary with the City Administrator. C. Requests, including a resume of qualifications from employees for transfers from one department to another, shall be initiated by the employee and shall be made in writing and directedto the employee's immediate Supervisor with copies to the appropriate hiring Department Head and the City Administrator. 3. Transfer Out of Class: An employee may transfer out of class if the Personnel Director finds that the employee meets the minimum requirements for the position in the new class. Demotion When an employee is demoted, the rate of pay shall be determined as follows: 1. I_n Lieu of Layoff A. If the salare of the received lesserahigher classificationclassification falls the pay rang to which theemployee is demoted, the rate of pay shall remain the same. B. If the salary received in the higher classification is greater than the top of the pay range of the classification to rang dech moted, the salary shall be reduced to the top of the pay range of -the lower classification. 2. Other Reasons for Demotion A. Following Original Appointment. In lieu of termination, a new the employee may be offered a lower level position during probationary period, following original appointment, if performance in the higher position is unsatisfactory. The pay rate shall be no less than the minimum of the pay range of the class to which the employee is demoted, but may be anywhere within the range no greater in pay than pay in the higher position. B. Following Promotion. When a regular employee is demoted during the probationary period following promotion from a lower level position with the City, pay shall be set equivalent to that rate in effect prior to the promotion. At the discretion of the City r increases that the employee would Administrator, any permitted have been eligible for may be allowed, subject to a Performance i Evaluation. — 37 — C. Oiscipl�nary Demotion. When a disciplinary demotion occurs, pay shall be set at the same position in the lower classification. Suspension Disciplinary Suspension. An employee may be suspended from duty for disciplinary reasons for a period not to exceed 30 days. Disciplinary suspensions shall be without Pay. Administrative Suspension. An employee may be suspended with pay for five days for the purpose of investigating grounds for disciplinary suspension or dismissal. Separation 1. Upon separation of any employee for any reasons, the employee shall be paid a lump sum payment within 24 hours of date of termination for all earned but unused compensatory, holiday, vacation credits and other unused accrued benefits. (Suspension does not equal Separation) 2. Before separation, all employees must complete an exit interview with their Supervisor. The purpose of this interview is to clarify the factors leading to the separation for the benefit of both the employee and employer. A summary of ftpahis i interview and shallaced betprefina red on the form provided, signed by both document in the employee's personnel file. Every employee has the right to refuse to sign an exit interview form in which the employee's Supervisor shall so note on the form and then place it in the personnel file. If the employee is not available, his Supervisor shall complete the exit interview form. 3. Before an employee's termination date, ha►y�d muss complete addition, separation clearance and return all equipmentthe future release of they must complete a form relating information from their personnel file. 4. If the employee's termination date does not coincide with the last day of a pay period, the employee will receive compensation for time worked based on an hourly pay schedule. 5. If the employee leaves the City voluntarily prior to completion of the first month of service, the individual shall not accrue vacation, sick, holiday or leave credits. Layoff If there are changes in the organization, lack of sufficient hwor or City changes adversely affecting City finances or funds, Administrator may lay off employees. Employees may bump or be offered positions from which the employee has transfers or demotions to other advanced. l� — 39 — 1. Employees shall be given not less than ten working days written off based on seniority; where merit and notice and shall be laid ability are equal. ed to 2. Any employee who res' to b owe ldclassification off who had d inncwhich tthey held heir present classification position, if regular appointment shall be eligible to fill authorized n a lower funds are budgeted and if the position classification. ing 3. Seniority in the lower clappointmentnto t atshall b class- If wo cocr�moore to the date of original appointment employees start on the same date, their order of seniority shall be determined by lot. in 4. Employees shall be called back from layoff eaccordid off s within y the ing to the class from which the employee(s) department. ed 5. No new employ in that class havehad the ashall be 1 r classn a opportun ty to employees to layoff status work. shall accept a 6. An employee on layoff status notice of an availableposition. t within 3 working days following rn to work within 5 working days of They must be prepared to retu accepting a position. Regular employees shall receive severance pay based upon their 7' are not eligible. current rate of pay. Temporary employees Amount Of Pay Time Worked For The Cit From Date of Hire 2 weeks pay 6 months but less than 2 years 3 weeks pay 2 years but less than 3 years 4 weeks pay 3 years but less than 4 years 5 weeks pay 4 years plus provides notice of at least 3 months, severance pay In the event the City may be reduced by 50%. in ce eak 8. ue to a If the employee is break does recalledand exc d six had a months. then all dprevious layoff, and thattime toward seniority, leave and vacation accrual balances, and eligibility of insurance benefits will be restored. 9. Furlough is a temporary layoff without severance or bumping rights. Resiay If circumstances make it necessary for an employee to resign, a written resignation should be submitted to the Department Head a�t a City at Administrator. This ass°Unoticeate the Failure reason to for submitig�ning timely written least 10 working y considerations resignation may result in the exclusion from future hiring if the record indicates resignation not in good standing. - 39 - Termination Or Transfer For Medical Reasons When it is determined, on the basis of a medical examination, that an employee is incapable of performing the duties of their position satisfactorily because of a physical or mental disability which is likely to continue indefinitely or to recur frequently, the appointment may be terminated after 6 months of incapacitation. During the 6 months period of disability, the employee receives no pay (unless sick leave, vacation credits, or other accrued benefits are available) or benefits but remains on active status with the City. However, every effort will be made to reassign the employee to a position within their physical and mental capabilities. Final decisions in this area will be made by the City Administrator. Dismissal An employee may be dismissed only for conduct contrary to the employer's interest or for work performance falling below the established standards. All dismissals are subject to the approval or denial of the City Administrator. Grounds for such action must be documented in a Performance Review. C — 40 — SECTION VI WORK RELATED ALLOWANCES ! Lodg i ns Employee's lodging expenses will be covered while traveling or for City business. Employees may pre-PaY or request necessary ectad to be and lodging expense prior to departure. Employees are exp reasonable in selection of accommodations. Per Diem Advance business may request in addition to on City Any employee traveling business advance up to $25.00 Per transportation and lodging expenses, a p n return, the day for each day of a conference, meeting. etc. Upon er them (receipts or employee will be required to account for the u�us e of pd portion. A monthly a statement of expenses) and return any A endix F) may be used reimbursement (Appendix E) or a petty cash form (App to account for per diem expenses. Clothing And Uniform Police Service 1_ If an employee is required to wear a uniform, such farf h shall itial furnished by the City, and the City shall Pay tailoring. Any required leatherware and personal firearm is ll be the excluded from this provision hi specifically y ed poli a officer responsibility of the employee. If a newly he may can't afford to purchase leatherware and a Personal firearm, request in writing a salary advance. The Police Chief trator then for review the request and forward it to the City approval. The Salary advance must be repaid through g eaveyfor deduction within the fiscal year of hire. If the employ h any reason before the expiration of te paration from the he ty the salary advance must still be repaid upon 2. The employee shall make restitution to the City for loss or damain the ge to ed any City supplied uniform, unless such loss or damage occur of the line of duty and was not caused by negligence on the partis the employee. Proper maintenance of a required uniform uniform responsibility of the employee (see TPOA contract for cleaning). provide a clothing allowance for employees assigned to 3. The City will p eriods exceeding 30 days on a the Police Investigative Division for p reimbursement basis as specified by contract. 4. The City may at its discretion reimburse employees for personal property reasonably and necessarily worn or carried when such property is stolen, damaged, or destroyed as a direct result of t he ce of official duties. Reimbursement shall not employee's pe1.-formanr wrongful conduct of be granted if negligence ohe � destruction. substantial contributing factor to the theft, damage, 41 - 71 5. Other per contract Other Employees Each July 1, employees in the following classifications receive a $70 credit for replacement clothing allowance. Upon presentation of a receipt, employees will be reimbursed for work related clothing. The City Administrator. at his sole discretion, may allow a pro rata adjustment for clothing replacement allowance for new hires during the fiscal year upon their completion of the probationary period. Utility Worker Engineering Technician Building Inspector Maintenance Worker Laborer Mechanic Auto Service Worker Crew Chief Mileage Reimbursement Whenever an employee is authorized to use a personal vehicle in the performance of official City duties, the employee shall be compensated at the IRS rate per mile, if such mileage meets the following conditions. 1. All mileage compensation shall be as a result of by authorized the employee's vehicle use. Authorized means app rovedDepartment Head or the City Administrator. 2. Driving to and from the usual work site is the employee's responsibility and is not reimbursable. 3. Reimbursable uses include: the use of a personal vehicle to attend out-of-town functions, training sessions, and meeting such functions are a requirement of the employee's job or are deemed desirable by their Department Head or the City Administrator. 4. When an employee is required to have more than one work site, or is required to travel in the normal course of work, mileage will be reimbursed for all trips which occur during the workday except for the original reporting to work and the final departure from work. 5. When an employee is required to attend night meetings they will be reimbursed for mileage from their point of departure to the meeting and from the meeting to their home. 6. For work sites, meetings, etc. , outside Tigard, mileage will be measured from City Hall to the location in question, or from the employee's point of departure to the location in question, whichever is the shorter. 7. Employees must request reimbursement claims for mileage within 30 days, either on petty cash or monthly reimbursement forms. - 42 - Out-0f-Town Travel All travel on City business outside of an area of 300 miles of Tigard, shall be by air (Economy Fare), unless the City Administrator authorizes h the another mode of transportation. Tickets will be purchased throug office of the Finance Director. ard, the yee will be For travel inside n areaf expenses l for the es of l9mode of travel approved by provided with transportationrsonal vehicle, etc.). the City Administrator (bus, train, City vehicle, Pe i 4 !(F 9 x 1 i i �Ef k - 43 - SECTION VII EMPLOYEE RIGHTS AND RELATIONS Appearance Conduct and Discipline Policy Statement. Public relations shall be an integral part of each employee's job. All employel!, shall be neat and clean in appearance consistent with their job assignment and shall conduct themselves in a manner which is appropriate for an employee in the public service. Employees shall be courteous, efficient and heioful to everyone in their work and shall do the best job possible on every assignment. Employees should dress and groom in a manner which will nut impair or restrict their movements in cases where this might cause safety problems. Personal appearance may be grounds for disciplinary action, but this action shall not exceed an oral reprimand (on the first occasion) except in cases where the safety of the employee or others is a factor. General Conduct. It is recognized to be the obligation of all employees to be courteous and efficient in the performance of their duties. Employees are expected to establish and maintain harmonious and effective working relationships with other employees and departments. A friendliness and willingness to help should be exhibited during telephone calls, in letters, and in person—to—person conversations, while at the same time being as brief and concise as possible. In addition, employees should always strive to reduce costs of supplies and services in every practical manner, and to be as careful with public property as with their own. t Grounds for Disciplinary Action — Conduct. Employee conduct as stated below will be grounds for disciplinary action up to and including dismissal. Causes for disciplinary action relating to conduct include job related conduct contrary to the employee's or public's best interest but are not limited to: 1. Improper use of position as an employee for personal gain. 2. Solicitation of a contribution, response or action in the name of the City designed to further a political or charitable cause. 3. Use of intoxicants or mind altering drugs while on the job, or use of prescription drugs which impair ability to perform endangering either the employee or the employer, or arriving on the job under the influence of such substances. 4. Insubordination and/or discourteous treatment of a Supervisor, Department Head, City Administrator, City Councilor, the public or a fellow employee. 5. Gambling for items of value during the workday. 6. Being adjudged guilty of a crime which brings discredit to the City or hinders the employee's ability to perform in job capacity. — 44 — 7. Refusal to seek treatment or resolution of personal problems which affect work performance (including but not limited to: emotional or family problems, drug abuse or addiction, alcoholism). S. Inattention to or dereliction of duty which would endanger the employee's own safety or the safety of others. 9. Acceptance of gratuities or presents designed to affect the City's response to the public or special interest groups (e.g. taking bribes for action), whether or not an effect or influence actually occurred or resulted. 10. Taking City equipment or property off City premises for personal use, or taking City equipment or property off City premises for City use without specific prior knowledge and approval by Supervisor. Grounds for Disciplinary Action — Work Performance. The following are examples of grounds for disciplinary action based on work performance: I. Failure to follow directions from the Supervisor or Department Head. 2. Failure to perform assigned work, or to apply reasonable judgment or discretion in performance of the job assignment. 3. Abusing or being wasteful of materials, property or working time. 4. Failing to report to the Department Head when absent, or being absent r without permission. 5. Habitual absence or tardiness even if excused, authorized or non—authorized. 6. Discussion of confidential City business with unauthorized persons or providing unrequested or unnecessary information contrary to an efficient use of the employee's time. 7. Refusal to report in an official emergency, or knowingly leaving a safety hazard unreported. Disciplinary Actions. Disciplinary actions include and are limited to the following: Oral Reprimand, Written Reprimand, Delaying an Advancement, Extension of Probation, 30—Day Disciplinary Probation, Reduction in Pay or Other Monetary Assessment, Demotion, Suspension, and Discharge. Employees may be subjected to only those disciplinary actions specified by contract or as prescribed in this Manual. All disciplinary actions are to be completed in private. Procedures For Disciplinary Actions (May include more than one) I. Oral Reprimand. Formal or informal interview between the employee and the Supervisor or Department Head. This must always be private. Oral reprimands are not documented in the employee's personnel file. A verbal on—site correction or coaching by the employee's Supervisor { does not equal an oral reprimand. 9 — 45 — I 2. Written Reprimand._ Must be presented to the employee and discussed and their Department Head. The employee must between the employee n reprimand before affix a signature to the writtedoes lt imply agreement or personnel file. Signing by an employ ee void appeal of grievance rights, it merely means acknowledgement. Refusal to sign is addressed in this Section under refusal to sign a disciplinary action. 3. Oelayina an Advancement. This must be ezpnce laissed in tlacedhe rin their review. Employee must affix a 3 thanre before it s 3 months with monthly coaching personnel file. Dela not long progress reviews. �. Extension of Probation. This must be explained on the performance review completed at the time the probationary period is scheduled to end. Extension shall not exceed three (3) months. This must be approved by the City Administrator and signed by the employee. This is a t chance" for an 5. 30--Day Disciplinary Probation. problems priors to harsher iscaplinaary } employee to correct repetitiveperformance review. he action. This action will be subject to a P and approved notification must be provided to the employec bee be havwritingior or problem is by the City Administrator. If the �decifi, harsher disciplinary actions not corrected within the 30-day Pei^z will be undertaken. 6. Reduction in Pa or Other Monetar Assessment. Notice must be given val to the employee in writing from the department Head with the of - of the City Administrator. If a reduction in pay occurs, Pe months to performance review shall be completed after three (3) in pay determine if the pay should be re-elevated. No reduction bate shall exceed 57L. No monetary assessment shall exceed a payback r of more than 5% of the employee's net pay per pay period. 7. Demotion. An employee may be demoted for work performance falling below the established standards. All demotions will be subject to a performance review. Pay will be set at the same relative position in the pay range in the lower classification. g, Process Reviews. Monthly written coaching reviews. (See Section IV.) 9. Suspension to a A. Administrative Suspension. When an employee is subject laced disciplinary suspension or dismissal, they must fir daybe pending on administrative suspension not to exceed 5 iwonk working writing frng investigation (with pay)• Notice must be g ministratro. the Department Head with the approval of the City Ad Investigations, at a minimum, must include pelt i eomrs is from concerned parties (public complainants, employees and/or witnesses). The result of the invesand provided the action to be taken must be prepared in writing suspension. to the employee before the end of the 5-day Temporary disciplinary suspension without pay applied suspension once a pre-termination beyond the 5-day administrative hearing has been held. - 46 - In situations of conduct violations where it is deemed necessary immediately from the situation (work the employeeended by oral command of the Department to removebe suspended or the site), they may rtment Head's absence, Head or person in charge in the Oepa a shall be with pay City Administrator. Suspensions of this ee' to ee's current shift plus taken by someone other than the and limited to the remainder of the emP rt of the one day. If the action was provide a written repo the Department Head. that person must p 00 a.m• to the Department }lead no later than 8: incident The Department Head must make a decision on following workday. action to be taken and further investigation or disciplinary inform the employee of their decision no later than 5:00 P` that day. Employees may be suspended without pay linary reasons. Notice must B. Oisciplinary Suspension►• Department Head with for up to 30 calendar days for ting from the be given to the employee in writing must be put on royal of the City Administrator. Employeesending the app (below) for 5 working days P Administrative Suspension ( id disciplinary suspension. investigation prior to a non-Pa major conduct An employee may be dismissed for a mor for work 10. Oisml minor conduct violations, Dismissal violation, repetition of established standards• performance falling below the following manner: } proceedings shall be handled in the possible action and shall ro riate, then a pre-review hearing A. When it has been determined that disciplinaryWritten termination may be app P ee and his Department Head. ee. The employee shall E be held between the employ or in writing. A findings shall be reviewed with the nd lorally rtment be afforded an opportunity to respond red by the Depa written summary of the review shall be preps Head. termination, review the Department Head is recommending termination, summary g, If uponrecommendations, and then the findings. conclusions,CiThe City shall be forwarded to the City Administrator. Administrator shall review the record and meet with the employee.hearings Administrator may refer the mat 1. The City conduct ter to a body or may t the termination hearing hearings officer, trator shall make the final adminis directly. The City termination. determination in all cases affecting at this shall be afforded the opportunity 2. The employee to respond either orally or in at to termination hearing the Department Head's summary• 3. Grounds for such action must be well documented on a performance review ee is dismissed, they will be required to hold 4. When an employ supervisor, Administrator to further an exit interview with their choice of their Department Head or the City understand the reasons for the action. 47 - Refusal to Sign a Disciplinary Action. Employees shall have the opportunity to sign, but if they refuse, the employee's Department Head shall so note and the disciplinary action shall be placed in the employee personnel file and take effect. Disciplinary Appeals. A disr.iplinary appeal is a statement in writing from the employee explaining their objection to the disciplinary action. If the employee wishes not to sign the disciplinary action which has been brought against him, they should attach their disciplinary appeal disciplinary action in question. It should be attached to the written action in question, in lieu of a signature. The appeal should be submitted to the Department Head, or to the City Administrator (if the action was taken by the Department Head). The Department Head or City Administrator will review these appeals and render a written decision within 5 working days. If the employee is not satisfied with the decision, they may resort to the Grievance Procedures at Step II (if the appeal was made to the Department Head) or Step IV (if the appeal was made to the City Administrator). The employee may be represented as specified in the Grievance Procedures. Employees shall have freedom from reprisal for use of Disciplinary Appeals. Grievance Procedures (All employees. If grievance of Union contract, see Contract) / Policy Statement. A grievance may arise from any real or imagined dissatisfaction of any employee regardless of their appointive status with the City. Procedure. After first attempting to resolve the grievance informally by discussin it as a grievance with the supervisor, the grievance procedure process shall be handled in the following manner: Responsibility No. Action Employee 1. Shall bring formal written notice of the grievance to the immediate supervisor within ten (10) working days from the occurance thereof, or the employee's knowledge thereof. This notice must be in writing and include: A. A statement of the grievance and relevant facts; B. Remedy sought; and C. Provision of the contract or Personnel Manual violated (if applicable) or practices disputed. Supervisor 2. Shall respond to the grievance in writing within 5 working days. — 49 — Employee 3. May appeal, in writing, a grievance not resolved to the !mployee's supervisor, to their Department Head. Department Head 4. Shall respond in writing to the grievance within 5 working days. Employee 5. May appeal, in writing, a grievance not resolved to the employee's satisfaction by the employee's Department Head to the City Admi-•istrator within 5 working days of the Department Head's response. City Administrator 6. Shall render a decision in writing within 10 working days. (Grievances related to breach of bargaining agreements should follow the process described in the contract from this point on.) The following procedures relate only to those employees not covered by contracts or grievances not related to contract provisions. Employee 7. If the employee is dissatisfied ! with the decision of the City [ Admin?strator, they may appeal, in writing, to the Grievance Committee. An employee appeal must he submitted in writing within 5 working days of their receipt of the decision of the City Administrator. 1. Grievance ^ommittee. The Grievance Committee shall be an ad hoc committee appointed by the City Administrator for the purpose of providing a due process hearing. It shall be composed of members who have neither witnessed nor investigated the incident in question. Membership of the Committee shall include, as a minimum, the following: City Attorney — Chairman One Department Head (not from the employee's department) One Employee — (peer relationship) When an appeal is submitted to the City Administrator, the Administrator shall within 46 hours nominate 5 employees as Grievance Committee candidates. The aggrieved party must within 24 hours after receiving notice of nominees, challenge two of the candidates, resulting in a three member board. If the accused fails to challenge two of the Grievance Committee members, two shall be removed by random selection by the City Administrator. — 49 — An aggrieved employee may be represented by any person in an advisory capacity, to assist in presenting all facts relevant to the grievance, and necessary to the equitable solution of the grievance. A grievance hearing before the Grievance Committee shall be an administrative hearing wherein the reasonable rules of evidence and court procedure need to be followed. The Chairman is responsible for the disclosure and evaluation of all factors relevant to the inquiry without prejudice to either party in the dispute. Generally, a court reporter will not be used, but if either side demands a transcript of the proceedings, the side so demanding shall bear the full expense of the court reporter and the transcript preparation. Within three (3) days following the close of the grievance hearing before the Grievance Committee, the Chairman shall submit a written recommendation to the City Administrator. At a minimum, this report shall include a digest of the proceedings, a brief statement of the facts presented by each side, and a conclusive decision which shall be binding upon the City and the employee. 2. Appeal From the Grievance Committee. There shall be no appeal from the decision of the Grievance Committee except where the grievance is a charge of unfair employment practices. In this type of case, the employee/applicant may pursue further legal action. r 3. General Ground Rules for Grievances. All employee grievances must t follow this chain of appeal (or chain specified by contract). At no time will an employee bypass a Supervisor or Department Head, or approach a City Council member with a grievance. All references to number of days will be understood as working days rather than calendar day. Time limits may be waived upon consent of both parties. In any meetings or hearings, the employee has the right to have a representative (union business agent, attorney, counsel, etc.) in attendance. Employees are encouraged to use the Grievance Procedure as a Legitimate means of addressing and clarifying working relationships. Employees shall have freedom from reprisal for use of the Grievance Procedures. Personnel Records Policy Statement The inspection of any public record (i.e. personnel record), of a public agency shall be handled according to State Law ORS 192.420 — 192.500. Within these provisions of State law, the City shall otherwise maintain the privacy of these personnel records. — 50 — Administration of Personnel Records 1. The City Administrator, or his appoint-ae for administrative purposes, shall maintain a personnel record for ear'. employee. The personnel record shall show the employee's name, title, job description, department, salary. change in employment status, training received, disciplinary actions, and other such information as may be considered pertinent. 2. No material of any kind shall be pla..:ed in an employee's personnel file unless the employee has beo.; allowed to read it and has indicated, by affixing their signature, that they have knowledge of that which is being placed ?n their file. Upon refusal to sign the document, the employee's Supervisor shall so note stating that the employee was given an opportunity to sign but refused. 3. The employee may place in the file comments regarding material which they consider to be derogatory. 4. No information, or portion thereof, from the employee's personnel file shall be reproduced or released by any person to outside parties for use outside of the personnel function except current salary, salary history, verification of employment, employment dates, performance reviews, and title without written consent cf the employee. Also, every employee will be asked to prepare and sign a statement regarding future release of information from their personnel file at the time of their termination. 5. Upon termination, an employee shall retain the right to obtain copies of his entire personnel file for a period of two years following termination and consistent with ORS Records Retention Provisions. Requests should be made in writing to the Personnel Director. Employment Records All selection records including the application, interview notes, control questions/answers, written examination material, etc. , are to be maintained in file for at least one year in accordance with Federal statutory requirements. All applications for posted positions will be maintained by the Personnel Division. Each department is responsible for sending records to the Personnel Division, which document all material aspects of its involvement in the selection process including z (but not limited to) participants in selection, judgmental evaluations of candidates and the basis for such determinations, date and location of interviews, etc. Such records will be stored in a manner which affords retrieval. All such records are to be kept in complete confidentiality. Examinations developed and scored by outside parties will be retained by the Personnel Division. Reference Check Procedures For Employment By Other Employers It is City policy to provide reference check information in a matter that is consistent with law. Unless there is a written waiver, only public information (starting date, termination date, and salary range) — 51 — may be tendered. Liability waivers are available from the Personnel Director. Upon receipt of a written liability waiver, Department or Division Heads may personally release employment-related reference information. t F i e f � 3 t 2 e F l — 52 — SECTION VIII SALARY AND CLASSIFICATION PLAN Policy Statement._ The classification plan is comprised of a list of classes of positions supported by written specifications setting forth the duties and responsibilities of each class and the qualifications necessary for appointment to a position within that class. Purpose: The purpose of the classification plan shall be to: 1. Provide like pay for like work. 2. Establish qualification standards for recruiting and testing purposes. 3. Provide the appointing authority with a means of analyzing work distribution, areas of responsibility, lines of authority, and other relationships between positions. 4. Assist the appointing authority in determining budget requirements. 5. Provide a basis for developing standards of work performance. 6. Establish lines of promotion. f 7. Indicate training needs. t Class A class shall be comprised of one or more positions that are similar in the basic character of their duties and responsibilities so that the same pay scale, title and qualification requirements can be applied. Job Description The Personnel Director shall be responsible for establishing and keeping current job descriptions for positions throughout the City. The job description shall state the characteristic duties, responsibilities, and qualifications for a position within a class. Job descriptions may be amended or clarified within the scope of the class by the Department Head and Personnel Director. Administration of The Classification Plan The classification plan shall be established and maintained through recommendations of the Department Head to the City Administrator. The City Administrator shall have final authority, and may establish a new class, create a new position within a class, or reclassify a position. Classification Designation All positions shall be designated as either Exempt, Non-Exempt or Police Service. - 53 - Classification listings are set forth in Appendix H. Position Reclassification If a substantial ongoing increase or decrease occurs in the complexity of duties and level of .responsibility assigned to a position, the position may be reclassified to a higher or lower salary range. Salary Range Adjustments If an employee's classification is revalued to a higher or lower salary range as a result of a change in the market rates for that work, an employee's salary will be adjusted and relative step position maintained within new minimum and maximum ranges. Changes in salary ranges must be approved and adopted by the City Council, either by salary and classification plan adoption or union contract approval. t — 54 — SECTION IX COMPENSATION PAY PLAN AND ADMINISTRATION The pay plan shall prescribe the pay range for each classification. The City maintains a pay range for each class of positions indicating a minimum and maximum pay rate. These ranges and the classes assigned to them are reviewed and adjusted annually to reflect changes in the labor market. Appointment Rate When a person receives an original appointment to a specific job d ash, whether it be full or part time, the person shall normally b beginning rate within the pay range. Appointment at the second step position may be made by the Department Head if the individual's qualifications and needs of the City require appointment beyond entry step. Appointment beyond the step two position requires specific approval of the City Administrator. Pay Periods Pay periods shall cover the time between the ist and 15th and the 16 and the end of each month. When the 5th or 20th falls on a Saturday, Sunday or holiday, pay checks shall be issued on the previous workday. Changes in the Accounting Department may necessitate alteration in the above scheduled pay day. Individuals wishing to�sice receive written checks Capproval1e earlier the n city scheduled pay y Administrator. Merit System Merit increases are contingent upon an employee's ability to meet goals set forth n a p established in review. Employees are eligible - for merit review upon successful completion of their probationary period and every 12 months thereafter until they reach the top of the pay range of their classification. At the semi-annual progress review, exceptional performance and good achievement tmay 9th acknowledged and an earlier merit review scheduled (e.g. month). Part Time Employees - Overtime Part-time employees (or employees working less than 40 hours) will receive compensation at straight time if the hours worked are less than excess forty hours in any one-creek period. Overtime actually shall be of forty hours in a week or over S hours of pay 4/0 on or ompensatory compensated at one and one half the regular rate o time off. - 55 - Emergency Overtime The City Administrator may declare an emergency during periods of disruption resulting from accidents, acts of God, or events of crisis proportions. He shall notify Department Heads by any means available and may instruct them to deploy their subordinates from home, job, or any other place for the purpose of alleviating such emergency situations. Failure to report to duty under these circumstances will be grounds for disciplinary action. in cases of emergency overtime, the employee will receive overtime compensation in accordance with Section III of this manual. — 56 — SECTION X EMPLOYEE BENEFITS Leave Benefits And Regulations Policy Statement. All employee benefits and leaves provided to emp.oyees shall be offered without regard to race, religion, national ,�x, age, marital status, or mental or physical handicap• origin, religious holidays for those Consideration will be given regarding 9 requesting such leave use authorization. Authorization for Leave. No payment for any lea y the sense Department shall be made until the leave has been properly app roved ad and/or the City Administrator. Holidays_ The City observes 11 paid holidays. There shall be nine (9) paid City holidays which shall coincide with existing official State holidays as shato the date of observance. In addition, thereholiday" ll ben other observed at holiday which shall consist of a floating loyer and employee, and the day after the mutual convenience of the emp Thanksgiving shall be a holiday. t and Non-Exempt Emplovees. Employees authorized to work on a ny Exemph be one of the holidays listed (not part the rate ofone and one half at compensated in addition to holiday pay times their regular rate of pay for each of the first eight hours and at the rate of two times regular pay for any hours worked in excess of the ight hours. At the discretion of City Administrator, holiday e me off (compensatory time). compensation may be taken in the form of ti Police Service Emplo ey es. In lieu of holidays, employees shall receive twelve eight-hour• days of compensatory time off to be scheduled at the mutual convenience of the employee and employer. In the event of n of employment, compensatory holiday time will be prorated on terminatiomonth between July 1st and the date of the basisone holiday per termination. part-Time Emplovees. Holiday benefits for permanent part-time employees shall be granted on a prorated basis (hours per week divided by 40)• For example, a permanent part-time employee working 20 hours a week would be eligible for 4 hours holiday leave for observed holidays, including floating holiday. Employees will not be allowed to carry over to the ansxt fiscal year more in excess will be than three (3) holiday compensatory days. Any y paid unless the employee requests and receives permission from the City Administrator to carry over such days. - 57 - Scheduled Holidays observed by the City are: January 1 New Years Day February 12 Lincoln's Birthday February 22 Washington's Birthday May 10 Memorial Day July 4 Independence Day First Monday in September Labor day November 11 Veteran's Day Fourth Thursday in November Thanksgiving 4th Friday in November Friday After Thanksgiving December 25 Christmas Floating Holiday To be observed at the mutual convenience of the Floating Holiday• that is not used will be employee and employer. Any floating holiday added to your vacation time. Holidays which occur during vacation or sick leave shall not be charged against such leave. Vacation `• Dir talion of Vacation Leave Time. The Financlo ee eand designeeor r post Com updated shallleave lists of computeposton timet me monthly_ each emP y Accumulation of Vacation Time. Please refer to Appendix 0. part Time Emolovees. A permanent part-time employee shall accrue rated basis (hours per week divided by 40). vacation leave on a pro ible for vacation leave. Temporary employees are not elig shall be added to Additional Vacation Day. One additional vacation day the vacation accumulation of any employee who completes 12 consecutive months, of service without absence due to illness or injury. ited as earned Accrued Vacation. AccruedCeacaotr°pro atedshall beforedeach fractional al vacation for each month of serve Appendix D. s shall be granted after the employee completes expressed to the of 16 a yth of service, in accordance with pp A vacation award the first 6 months of continuous service. da of each Ma►ximun� Vacation Accumulation. If, on the first working 9 endix 0, the employee shall fiscal year, an employee's earned but unused vacation credits exceeds one year's accumulation as established st tap the City Administrator for oma be responsible for initiating authorization to carry such credits into the next year along statement as to the planned use of excess accrual. ll The maximum vacation accumulation sham 192 hours accrued as established in Appendix D. The City Administrator may authorize carry-over due to extenuating circumstances. - 59 - Scheduling Your Vacation. The City will provide copies of seniority lists on January 1 and July 1 of each year and shall post the list in a conspicuous place available to the employees. Preference in vacation scheduling shall be by seniority within the department, provided that requests are made before April 15th of each year. Vacation requests must be submitted to the appropriate Department Head and approval obtained prior to taking vacation leave. Vacation Leave Accumulated at Time of Termination. Upon separation of an employee for any reason, the employee shall be paid a lump sum payment for all earned but unused vacation credits. The employee will also be paid for an unused floating holiday on the following schedule: 1/2 pay if the termination date occurs during the first six months of the fiscal; or full day paid if the termination occurs during the last six months of the fiscal year. Sick Leave The purpose of sick leave is to allow continuation of pay while an employee recuperates from an illness, or other approved reason causing absence. It is also intended to provide employees with the assurance of pay in order that they may be away from the job to avoid exposing others to illness. Employees shall be credited with one (1) day (8 hours) of accumulated sick leave for each full calendar month actively employed by the City. 1 All permanent employees and all probationary employees (after 30 days employment) are allowed sick leave for non-occupational disability. Sick leave accumulation shall be unlimited. Sick leave benefits for permanent part-time employees (20 hours per week or more) shall be granted on a prorated basis (hours per week divided by 40). Accumulated sick leave shall be payable at the employee's regular straight time rate in an amount equal to the time the employee would have worked, to a maximum of eight (8) hours per day. Employees may utilize their allowance for sick leave whenever they are unable to perform their work duties by reason of their illness, non-occupational injury. In the event an employee is absent from work because of sickness or injury, the employee shall notify the Supervisor within the first half-hour of the scheduled start time of his reason for being absent. Such notice shall in no event be given later than the first half-hour of the regular work shift. However, should an employee fail to call within the first half-hour of the regular work shift due to extreme illness, a physician's statement may be required by the Supervisor and shall be paid for by the City when so required and in the event the employee's health insurance does not cover the cost. 59 - Employees may use sick leave where there is an illness in their family which necessitates making arrang ments for the ill relative. Members of an employee's family is defined as relatives and dependents domiciled in the employee's household. Variances to this policy are to be approved by the City Administrator prior to authorization of sick leave. In the case of on-the-job injuries covered by Workers' -mpensation, the City will provide to the employee an amount equal to he difference between the payments received for Workers' Compens: .sur, time loss benefits and regular net salary, for a period not to exceed sixty (60) calendar ddys. Whenever an employee receives a check for Workers' Compensation time loss benefits, he shall report to the Finance Director of the City in writing the amount of the check and the period for which it represents payment. Sick leave will not be charged to the employee for injuries covered by Workers' Compensation. An employee may, upon separation from the City, cash out no more than 96 hours of accumulated sick leave at the employees regular straight time rate. An employee shall receive one extra vacation day for 12 consecutive months, of non-use of sick leave. Effective July 1, 1983, and every July 1 thereafter, each employee shall receive sixteen (16) hours appointTent leaveeave will be used for doctor and non-accumulative and dental appointments. (Appointment will not count against bonus vacation day.) Official Record of Sick leave. The Finance Director or his designee shall maintain a permanent record of approved sick leave for each employee. Sick leave reports shall be posted monthly for the employee's review. Second Medical Opinion. In cases of disability certified by an employee's personal physician, the City has the right to obtain a second medical opinion to confirm the employee's limited ability or inability to work. Such examinations will be performed by a licensed physician of the City's choosing; and at City expense. The consulting physician shall submit a written report to the City Administrator who will make all final decisions with regard to granting sick leave benefits. Employees who refuse to submit to such an examination may become ineligible for sick leave benefits (for the particular disability in question). Salary Continuation/Disability. In the event an employee is disabled for a period of 60 working days due to illness of off the job injury, the individual's salary will continue at 607E up to $1,000 for non-exempt and $2,000 per month for exempt employees. - 60 - Maternity Leave Maternity leave shall be covered by sick leave or disability insurance pay during the period that the employee's doctor certifies "disability". The employee will be required to provide written certification before such payments are made. The length of leave, both prior to and after delivery, is a decision to be made by the employee and her doctor. Any time taken before or after the certified period of disability must be taken as compensatory time, vacation time, or leave without pay. The employee must notify her Supervisor in writing of her intention to return to work (including date of return) at least fifteen (15) working days prior to the commencement of her maternity leave, and within fifteen (15) days after delivery she must reaffirm her intention to return to work in order to assure her position will be held open. An employee who confirms her intention to return to work in accordance with the above shall have her position held open until the date specified in her statement of intention. During the sick leave or disability period of maternity, vacation leave, seniority, and time towards annual evaluations shall accrue. In addition, health and other benefits will continue without interruption. During periods of disability, insurance pay, health, dental, and life insurance benefits will be discontinued. i assurance However,at t eir mployee will own expense have the option of picking up health (group rate) for the period of ninety (90) days. During the period of leave without pay, standards rules governing seniority accrual, leave and fringe benefits under leave without pay shall apply. Pregnancy shall not constitute grounds for disciplinary action or dismissal. Compassionate Leave In the event of death in the employee's immediate family (spouse, parent, child, grandparent, grandchild, immediate in—law, or any other person who is significant to the employee) the City Administrator may grant time off with pay, not to exceed five (5) working days. The City Administrator may allow additional paid time off at his discretion. Military Leave Any employee who is a member of the National Guard. National Guard Reserve or any reserve component of the Armed Forces of the nit .d States is entitled, upon request, to a leave of absence from his -;ut'as for a period not exceeding 15 days in any one calendar year. wit`-out loss of time, pay, or regular leave in accordance with 0..S 4 2.0 — 408.290 (Resolution No. 82-75). 1. Request Procedure. A copy of orders must be presented to the Department Head, subject to the approval of the City Administrator. — 61 — 2. Reimbursement of Pay to the City. Employees receiving allowances from the National Guard, National Guard Reserve or any reserve component of the Armed Forces of the United States must submit the allowance to payroll if the employee is on paid leave during military active duty or training. 3. Volunteer Service. Employees volunteering for service shall be granted leave without pay in accordance with ORS 408.290 for the duration of volunteer military service. Civil Leave Employees shall be granted leave with pay for service on a jury or upon being subpoenaed as a witness, provided the employee seeks all fees due him for jury or witness duty, except mileage reimbursement and turn said fees over to the City. Religious Leave A leave of absence may be granted for the purpose of observing or attending religious services for holidays of major theological importance. A written request must be made to the immediate Supetakiisor such subject to the approval of the City Administrator, prior leave. Voting Leave When an employee's work schedule is such that they would not be able to vote prior to or after their regular work hours, they will be granted a reasonable time off duty to vote without loss of pay. A verbal request should be made to the immediate Supervisor and is subject to their approval. Insurance Benefits Every employee shall . be issued brochures explaining the policies available, the eligibility requirements, limitations and coverage as part of New Employee Orientation. Insurance benefits are granted on a pro rata basis (hours per week divided by 40) to permanent part—time employees (20 hours per week or more). However, the employee is responsible for picking up the apportioned premium at their expense in order to provide the full amount of coverage. Such amounts shall be deducted from the employee's pay check by completing the appropriate payroll deduction slip. Workers' Compensation and personal liability coverage is paid for by the City. Workers' Compensation Account. The City contributes to a Workers' Compensation Account on behalf of all employees in the event of on—the—job injury. Personal Liability Insurance. The City shall insure against the personal liability of employees for damages, excluding the provisions of f ORS 30.285 in the case of malfeasance in office or willful or wanton neglect of duty. — 62 — Kaiser or Blue Cross Health Plan. The City provides health coverage for employee and dependents. You must select the plan you want. This coverage will take effect two months after employment if you are employed on the first of the month. Oregon Dental Service (OOS). The City provides full dental coverage for employee and dependents, equivalent to the Oregon Dental Service 70/30 Incentive Plan. This coverage will start three months after employment if you are employed on the first of the month. Life Insurance. Furnished by the City in the amount of 525.E for all Exempt and Non—Exempt personnel Every employee is eligible for life insurance after two months of service, meeting the requirements of ORS 243.005, for Police personnel. Police Service employees receive a $25,000 insurance benefit which meets the requirements of ORS 243.005, and is extended to provide 24—hour life insurance protection. Disability/Salary Continuation Insurance. The employee is carried on sick leave until leave is exhausted or after 60 working days of disability. Salary is continued at 60% of basic monthly salary up to a limit of $1,000 per month for Non—Exempt employees and up to a limit of $2,000 per month for Exempt employees. Employees are eligible to be enrolled for this coverage after six months of service. Retirement. The City contributes 9% of the monthly salary on behalf of the Exempt and Non—Exempt employee after the first six months of continuous service to either an individual retirement account or a deferred compensation plan. The City provides retirement benefits for police service employees which meet the requirements of State legislation and is equal to or better than PERS for all other employees. — 63 — SECTION XI SAFETY AND WORKING CONDITIONS � 7ob Safety_ Policy Statement._ It is the City's desire to provide a safe work place, safe equipment, proper materials, and to establish and insist upon safe methods and practices at all times. No job will be considered performed cident properly unless the worker has followed every precaution and acNo employee, prevention rule to protect himself and lrelivdworkers. any of Supervisor, or Department Head may ever be responsibility for accident prevention. i with the City of Tigard, he has a right to When a person takes a job s expect that he will be provided with a hazard free work environment and proper tools and equipment with which to do his job, so that he will be able to perform his work with no danger to his life or health. It is a 3 way responsibility of management, the employee and the safety committee to make safety a daily concern. } City of Tigard Safety Program• The City of Tigard is dedicated to the establishment and maintenance of a work environment that has minimumbe potential of endangering human life or health. This ren only and accomplished if there is a good, ongoing safety prog cooperation of management, employees and the safety committee- 1. management is responsible for making every effort to maintain a a reasonably safe work environment that is in compliance with State and Federal safety laws. 2. Employees are responsible for using safety methods, practices, and equipment relevant to the job being performed. Employees are also responsible for reporting faulty equipment, unsafe practices of fellow employees or management, and/or unsafe conditions of work areas. 3. The Safety Committee is responsible for assisting the departments in helping to create a hazard free work environment by recommendinng wte management how to eliminate hazards in the workplace a linesnd o of employee adherence to safe work practices and bypersons communication to promote cooperative attitudes between al Committee involved in the operations of the workplace. The Safety functions in a staff or advisory capacity. Authority And Responsibility City Administrator and Department Heads 1. Shall determine and budget funds necessary to bring the City into compliance with the established legal minimum OSHA safety standards• also insuring that an adequate number of staff are certified in CPR and other life-saving techniques. - 64 - F i r 2. Shall review serious accidents and discuss the corrective actions that have been taken. If r-tecessary. recommend additional corrective actions that need to be taken to minimize reoccurrence. 3. Shall review accident trends and costs quarterly. 4. Shall establish city-wide safety objectives and goals . 5. Shall develop general safety rules. 6. Shall assure the development of specific job-related safety rules and procedures. 7. Shall monitor safety training activities. S. Shall monitor emergency treatment procedures. 9. Shall develop and monitor awards and discipline policies for all levels of responsibility. lo. Shall monitor all disciplinary actions taken againstsboalta employees for safetyviolations. Include safetyperformance factor in salary/performance reviews. Division Heads 1. Shall have a working knowledge of applicable health and safety codes. 2. Shall implement a complete safety program within the division. 3. Shall monitor the inspection of equipment and facilities. 4. Shall review accident and injury trends. Take additional corrective actions when it is necessary. S. Shall- review safety meeting reports from line Supervisor($). Make recommendations on areas of emphasis. 6. Shall monitor/administer all disciplinary actions taken against subordinate employees for safety violations. Include safety performance as a factor in merit reviews. Supervisors 1. Shall be responsible and will be held accountable for creating and maintaining a safe work environment within their areas of authority. The Supervisor shall review employee accidents and take corrective action including work evaluation and/or discipline considerations when necessary. 2. Shall have a working knowledge of health and safety codes. 3. Shall conduct safety meetings regularly. - 65 - 4. Shall conduct safety inspections of equipment and facilities monthly. 5. Shall investigate all accidents immediately. Determine cause and take corrective actions when applicable. Report to Division Head. 6. Shall take action to correct any known hazardous condition. 7. Shall consult with the Division Head on all safety problems that cannot be corrected at the line Supervisor level. S. Shall take disciplinary action against all subordinate employees for safety violations. Eq! loyees_ 1. Shall become familiar with established safety rules. 2. Shall comply with established safety rules, practices, and procedures. 3. Shall report unsafe work conditions, practices, or methods to their immediate supervisor. Personnel Director 1. Shall assist each department in the administration of their safety program. 2. Shall serve as a resource to each department for program development and consultation regarding specific hazards. 3. Shall provide statistical data to each department and assist in monitoring the progress of all programs. 4. Shall meet with both management and union representatives to discuss safety issues. 5. Shall respond to any notification of a hazardous job condition and resolve the issue satisfactorily. 6. Shall, under the authority of the City Administrator, Superviosr, Department Head or Division Supervisor issue a stop work order when a hazardous condition or procedure creates an "imminent danger" to the health and safety of any City employee. The order will remain in effect until the condition or procedure is corrected. Vehicular and Occupational Accident Reportir (City vehicles or employee's vehicle used on City business) 1. When a vehicular accident occurs, it must be reported immediately to the employee's Supervisor and the Tigard Police Department. The Supervisor investigates all accidents as soon as possible and completes a report to the Department Head and forwards a copy to the r City Administrator and Personnel Department. The Tigard Police — 66 — Department will investigate all vehicular accidents involving City vehicles (providing the accident(s) occurs within the City limits) . Otherwise, contact the appropriate enforcement agency, e.g. county, state. The Oreon State Police Department shall be responsible for investigating accidents involving Tigard City Police vehicles. A preliminary estimate of the damage to the vehicle(s) must be done. (This is tre responsibility of the department in which the employee involved in the accident works.) After an investigation has been completed, the Supervisor must take appropriate action to minimize the possibility of a similar accident occurring again and any appropriate counseling or disciplknary action with the employee. 2. The employee shall immediately complete an incident report at least within 24 hours of the accident, if it is an occupational injury, detailing the time and date, nature of the injury and how the injury was sustained. The state and city insurance reports are completed by the employee if it is a vehicular accident. The repnrts are passed on to the Supervisor who will fill out the portions` of the form(s) to be completed by management. Incident reports are then routed to the Division Supervisor and Department Head. When the reports are reviewed and no further action is deemed necessary, the form is routed to the Personnel Director within 48 hours of the injury/accident. The state and city insurance forms are routed to the Finance Department within 48 hours of occurrence of the accident. Safety Meetings/Training. Safety meetings and training will be conducted on a regularly scheduled basis. The topic and length of the meeting/training should be determined on the basis of need. Safety Committee. The safety committee shall be organized to assist the departments in improving the effectiveness of their program. The general responsibilities of a safety committee are as follows: 1. To identify and monitor departmental accident trends. 2. To assist in identifying program needs, e.g. , training, improved inspections, first aid, etc. 3. To conduct general safety inspections and make recommendations to correct hazardous work conditions and procedures. This does not supersede the line responsibility for job site or work station inspections. 4. To review major accidents occurring within departments to evaluate what can be done, by using different procedures or training efforts, to avoid similar incidents in the future. S. To request clarification of departmental safety policy where issues arise. 6. To provide support and serve as a resource to line Supervisors at monthly safety meetings. C — 67 — t ure to 7. To evaluate the safety of ntial risk (safety hazardst and ed with will expo commend VDTs. CRTs and other Po action to the City Administrator. Posting Safety Information 1. Rules and Procedures. General and specific safety rules and procedures will be permanently Posted in such locations as to be readily accessible to all employees. 2. MeetinglTrainin9 Oates. Notice of meeting and training dates will ed long enough in advance to allow allemployees to aware a least become be postthe date, time, and place of meet ig/training three working days). 3, Warning Signs. Warning signs, danger signs, warning flags, warning lights, or similar devices will be conspicuously posted at all locations where existing conditions warrant their use (See. OSHA Guidelines). 4, Compliance (Citation Per Safety Violation Each citation, or copies of the citation, will be posted in such locations in the place of employment as to reasonably inform co conditionsaffected causing ill toebe Each citation will remain posted issued have been corrected. S. Discipline (Re Safety)• In accordance with established City procedures, disciplinary action will be taken in the event of safety violations. 6. Safety Eguipment. Employees will be responsible for providing any nt not provided by the City that is essential to doing safety equipment ent required a job safely. Employees must use all safety equipment is "NECESSARY" for heir assigned work relatedthiwork e of safety clothing. available to defraythe expens — 69 — SECTION XII EDUCATION AND TRAINING ` Policy Statement All employees are encouraged to take advantage of education and training enefits to improve their job skills and to qualify for transfers and b Rnefi limited to training and education which ions. These benefits are is relevant to the employee's current position or "reasonable" transfer and promotion opportunities. "Reasonable" is defined as attaining the minimum qualification for promotion or transfer with no fits re than will two b years of additional education or training• subject be available to all employees on a first come first serve basis, su ject priority to the availability of budgeted funds. Departments may or allotment schedules for training money. If a Supervisor or employee desires to attend a particular class or seminar, the employee completes a Request for Training Form nd bmits Any the form to the Supervisor and the Department Head for approval.oval. request over $500 is forwarded to the City Administrator for app Requests for education and training (Appendix J) may be initiated by either the employee or the immediate Supervisor. Training requests and training completed shall be identified on the Performance Review forms. Education Reimbursement 1. Request Procedure. Employees must submit a written request, with a f study, to the Department Head with a copy to proposed curriculum o the Personnel Director, at least 15 days prior to the registration Requests will be considered for deadline for such classes. attendance at accredited colleges, universities, and business and technical schools for single courses or programs leading to a degree or certificate. The City shall not reimburse an employee for any course which qualified the employee for additional pay in the form of education and training incentive increments. As "qual f iesin " proceeding sentence includes a course which, on its own, qualifies the employee for the described benefits, or, together with another course or other courses, leads to such qualification. (Resolution No. 80-119) 2. Request for Reimbursement of Educational Expenses. If a written request is approved by the City, the employee shall receive tuition and reimbursement for 100% of the cost of registration, tuition a grade of books, upon successful completion of the course(s) "C" or better, or "Passing" where no grade is used. When the employee completes a class for which a reimbursement request has been submitted and approved, the employee shall provide an official transcript or report card and an itemization of reimbursable expenses (with receipts if possible) to the City Ad (Resolution No. 80-119) Employees are prohibited from receiving double funding for education; e.g. , from the City and from another source such as the Veterans Administration. Employees will be required to sign a statement verifying that the City is the sole source of funding. - 69 - 3. Request for an Advance. An employee may request an advance for tuition and books provided the request was approved by the City Administrator prior to the registration deadline. The employee must demonstrate satisfactory completion of the course or must reimburse the City for all costs advanced to the employee. 4. At Time of Separation A. If the class taken was related to the employee's cut-rent position, and the employee is separated from the City service for any reason, except layoff, within one year of completion of the course, it shall cause 50% of the amount reimbursed within such year to be deducted from the employee's final paycheck. 0. If the class taken was related to reasonable promotion or transfer opportunities, and the employee is separated from City service for any reason except layoff: (1) Within one year of date of reimbursement, it shall cause 100% of the amount reimbursed within such year to be deducted from the employee's final paycheck. (2) If beyond one year and less than two years, it shall cause 50% of the amount reimbursed to be deducted from the employee's final paycheck. 5. Release Time Policy. In cases where employees have special scheduling problems, every effort will be made to allow the employee release time from their work schedule to attend classes (subject to department scheduling and workloads). In situations of this type, the employee must make arrangements to make up the release time on a weekly basis (e.g. taking two hours off on Tuesday afternoons and working two extra hours on Thursdays, or taking 1/2 hour lunches four days of the week). The employee must receive advance written authorization from their immediate Supervisor. 6. Training A. Authorization to Attend Function. The City may authorize or require employee attendance at conferences, seminars, workshops, or other functions of a similar nature that are intended to improve or upgrade the employee's job skills. B. Request Procedure. Requests to attend training sessions should be made to the immediate "Supervisor at least 15 days prior to the deadline for registration (Appendix 7). The Personnel Director will approve or deny employee attendance subject to the final approval of the City Administrator. All requests for training are to be forwarded to the Personnel Director even if the request is denied by the Department Head. All requests over $500 are reviewed and approved or denied by the City Administrator. — 70 — C. Costs Covered. When a request for training is approved, the employee's cost of registration, tuition and publications, transportation, lodging and per diem will be covered by the City. The employee shall be compensated at their regular rate of pay and shall receive no overtime compensation for extra hours incurred by the employee attendance at such training. Personal Education and Training Employees who desire to further themselves through education or training not related to their work for the City are encouraged to do so. The City may be unable to provide financial assistance for this type of education and training. Employees may be granted, upon written request. permission to take time away from their job for training (conferences or workshops) when such time is taken without pay, as compensatory time or as vacation time, and only so long as their absence will not cause hardship for their department. Educational Incentive Police Service employees may be eligible for educational incentive as identified in the TPOA collective bargaining agreement. 71 _ SECTION XIII WORK ENVIRONMENT The City is responsible for maintaining normal work environment consistent with job duties. Power outages, plumbing, or air conditioning, or similar disruptions to work place may be handled as follows appropriate to the circumstances: 1. Up to 2 hours/day paid leave may be granted by immediate supervisor if conditions are not conducive to leave beyond responsible2 hour:/day environment be (e.g. send home with pay early). approved by Department Head. 2. Work within class or out-of-class subject to out--Of-class pay allowances may be reassigned to different job site. 1 - 72 - SECTION XIV EQUAL EMPLOYMENT OPPORTUNITY Equal Employment Opportunity Policy It is the policy of the City of Tigard to provide equal employment opportunities to all without regard to race, color, religion, national origin, political ideology, marital status, sex, age, and mental or physical handicap, except where it is based upon a bona fide occupational qualification. Tr+is policy applies to recruiting, hiring. placement, compensation, promotion, transfer, layoff, dismissal, seniority, benefits, training, and all other terms and conditions of employment. To implement this policy, the City has developed an Affirmative Action Program. The goal of this program is to have the City work force reflect the total work force of the surrounding metropolitan area. Where there is under-representation on the ^ity's work force of any population group for which the law requires affirmative action, the City is committed to a policy of affirmative action to correct the problem. All employees are expected to cooperate and participate in the implementation of this program. The ultimate success of the Affirmative Action Program will depend upon the commitment of every employee of the City of Tigard. Sexual Harassment Policy Statement. Sexual harassment is contrary to acceptable standards of conduct between individuals and is prohibited by EEOC regulations. Sexual harassment constitutes a violation of City policy. The City will take corrective action where an employee is determined to have violated this policy. Such action shall result in disciplinary measures up to and including dismissal. City Action to Preclude Sexual_ Harrassment I. The City Administrator or his designee shall assure that all employees understand that sexual harrassment is prohibited behavior. 2. The City Administrator or his designee shall disseminate this policy to all employees of the city and shall conspicuously post a COPY or copies. 3. The City Administrator or his designee shall assure that employees know the process set forth below in this policy for filing a complaint of sexual harrassment. Definition. The U.S. Office of Personnel Management defines sexual harassment as: 1. Uninvited pressure for sexual favors; 2. Uninvited and deliberate touching, leaning over, cornering, Or pinching, - 73 - 3. Uninvited letters, phone calls, or materials of a sexual nature; 4. Uninvited pressure for dates; S. Uninvited sexual teasing, jokes, remarks, or questions; and 6. Uninvited letters, phone calls, or mateo�alimplicit/of a y, al nature; or when such conduct is made explicitly condition of employment is used as a basis for employment decisions, or has the purpose or effect of interfering with work performance or creating an otherwise offensive working environment. C ' 74 — PROCEDURE: After first attempting to resolve the grievance using a direct informal response, "asking or telling the violator(s) to stop;" complaints of sexual harrassment shall be handled in the following manner: Responsibility No. Action Employee 1 May file in writing with the Personnel Director a grievance W'thin 10 working days from the occurrence thereof, or the employee's knowledge thereof. Personnel Director 2. Shall render a written decision within 5 working days of the date the grievance was filed in writing. Employee 3. May appeal, in writing, the a grievance not resolved to employee's satisfaction by the Personnel Director, to the City Administrator within 5 working days of receipt of the written decision of the Personnel Director. City Administrator 4. Shall render a written decision within 10 working days of the date the grievance was filed in writing. g, If the employee is dissatisfied Employee with the decision of the City Administrator they may appeal, in writing, to the Grievance Committee. An employee appeal must be submitted in writing within 5 working days of their receipt of the decision of the City Administrator. Grievance Committee 6. The procedures to be followed by the Grievance Committee are stated in section XIII of this manual. Discrimination Based on Age No personnel action shall be taken because of an individual's age, except where age can reasonably be demonstrated to be a bona fide occupational qualification necessary for normal operations or except where ag= is prescribed by State or Federal statute or regulation. Determination of age as a bona fide occupational qualification shall be made by the Personnel Director in consultation with the City Attorney. An employee shall not be separated from City service for reasons of age before he has reached the age of 70, except in positions where age has been determined to be a bona fide occupational qualification. - 75 - An employee may be granted extensions of employment past the age of 70, in one year increments, provided: 1. The employee is capable of performing the duties of the position he occupies; and 2. The employee has requested an extension of employment at least 30 days prior to reaching age 70, or 30 days prior to reaching the end of a previous extension; and 3. The request has been approved by the Department Head and the Personnel Director. t C — 76 — SECTION XV GENERAL GUIDELINES AND RESTRICTIONS Relatives Policy Statement. Two relatives may not be employed by the City when in the same work unit or when one has supervisory responsibilities over the other such as wage and salary administration, evaluation, transfer, promotion, supervision, discipline, adjustment of grievances, or effective recommendations of any personnel action, or when such employment is not in the best interest of the City. If any of these conditions exist, one of the employees shall accept a transfer to another department or work unit, provided openings exist for which the individual is qualified. In the event no such opening exists or job transfer does not rectify the situation, one of the employees must resign within 60 days. If the individuals involved do not agree as to who will resign, the City shall decide based on merit and seniority. Legal Liability_ Policy Statement. Laws regarding responsibility and liability of cities and their employees complex. Generally, decisions regarding liability for accidents injuries are based on proven negligence. The City carries blanket liability insurance to cover accidents and injuries and to protect and defend the employee from tort liability while in the course of their normal duties. If personal property used i* stolen or damaged from the work station, t the City may reimburse the employee for the replacement of the article provided the article was necessary to the performance. of the employee's duties. Personal items stolen or damaged that are not necessary for job performance are not covered by the City's blanket coverage. Specific questions regarding amounts of coverage should be brought to the attention of the Personnel Director. Patents/Copyrights Policy Statement. The City reserves the right to patent or copyright without charge or penalty any ide., resultant products, or applications which are developed by a City employee on City time using City resources. Products developed by a City employee on their own time using City resources are not subject to this provision. If the City decides not to pursue a patent, or copyright, the employee will be notified of such decision. In the, event an employee desires to apply for a patent, the City Administrator must be informed in writing prior to applying for the patent and upon final disposition of the ll license$ to publication eve 1Qthough iCity t ass assll igns aan employee rights to invention to the patents or copyrights. — 77 — Any patents or copyrights resulting from the use of City resources mity ay be made available to other publiceles at the copyrights discretion respected�ed of the Card on the guarantee of patent rights or protected by the other agencies. Soliciting Policv Statement. No peddling, solicitation, or sale for h�rstwithout or other purposes is allowed on City property during working the approval of the City Administrator. City Vehicles use of a t requires Policv Statement. nheis nrequ red tovet a work a►ssuren that they a ee qualified em City vehicle, the ploYee operation of the vehicle. Any limitation on the and licensed in the of employee's ability to safely operate the vehicle or the licensing employee to operate the vehicle must be brought to the attention of the employee's supervisor. Temporary reassignments can be made. Failure to report = 5 days without pay or termination. City vehicles are to be used only in the performance of official City business. Employees shall refrain from the use of a City vehicle for personal business such as transportation onnel are subject lunch c r to conduct personal errands. on duty police Procedure. An employee must obtain permission from their immediateopeions Supervisor. Vehicles are reserved through the Public Works lsbe used for Superintendent. A City credit card or the City pumps tolls shall be fuel. Any out of pocket expenses such as parking police reimbursed upon presentation of receipts (See Section _6..2 ? )• vehicles are assigned by the Watch Commander. Code of Ethics cy Statement. City, employees shall not serve on City policy boards Poli or committees except as specifically provided by ordinance or as required to perform as part of their official City duties. City employees may not use City time to participate in matters of personal interest. When giving testimony unrelatedto their assigned City responsibilities, City employees should recognize themselves as private citizens and not use information or facts that have came to them by virtue of their employment ona re not t ubemployeesisshould condulosure to ct public. In matters of Pe themselves so as not ortheir working relationship with other employees or with public officials- Employees shall not accept any special favors, gifts or gratuities resulting from or related to employment with the City. In this regard, the appearance of impropriety can be as damaging opriety and is equally to be avoided. — 79 — Department Heads may allow acceptance of non--monetary gifts of nominal value (e.g. under $50) at holidays or special occasions which are available to be shared by all employees in a non-biased or non-discriminatory manner or on behalf of an area non-profit public service agency. The City Administrator will determine whether a conflict exists when a question arises regarding a conflict of interest. Political Activity Policy Statement. Employees may not use official authority or influence to further the cause of any political party or candidate for nomination or election to political office. Oregon law forbids any City employee, while on the job, from soliciting money, influence, service or other article of value or otherwise aiding and promoting any political cause or the nomination or election of any person or public office. However, this restriction is not intended to restrict your right while you are off the job. Inclement Weather Policy Statement. In the event of extraordinarily inclement weather, where circumstances prohibits the safe transport of employees to work, the City Administrator may allow a grace period of up to two hours with pay in order to accommodate employees. Beyond the first two paidrs hours of the scheduled starting time, the ew.ployee will only be pad f worked. Upon approval of the Supervisor, the employee may use compensatory or vacation time or elect to adjust the work schedule to make up lost time. The City Administrator may use his discretion n deciding whether impending weather employees may leave early without loss of pay due conditions. Public Works and Police Department employees p re advisesion d to consult of individual department policyregarding services during inclement weather. Moving Policy 1. Policy Statement. The City of Tigard may pay partial or total moving expenses for newly hired employees, as outlined below: 2. Eligibility. Moving expenses are customarily paid for newly hired top management personnel and Department Heads. However, the City may, at its option, also pay partial or total expenses of employees in other key positions, as determined jointly by the City Administrator and Department Head. Factors taken into consideration will be moving distance, availability of funds, availability of local qualified applications, and ability of the City to attract desirable candidates. Moving expenses must be determined the approved in writing by the City Administrator as a part of initial offer of employment. - 79 - 3. Allowable Expenses. This policy allows for full reimbursement (minimum eligibility at 5100 and maximum of $2500) for reasonable moving services, including: A. Complete packing and unpacking of household goods; S. Transportation of household goods; C. Appliance connection and disconnection (but not extensive plumbing and wiring); 0. Insurance for the vehicle to transport household possessions; and E. Necessary accessorial charges (toll bridges, ferries, hoisting, etc.); The City will not pay for the following services: A. Shipment of dangerous or illegal items; S. Shipment of frozen foods, pets or livestock, or bulky items, such as autos, agricultural machinery, boats, trailers, airplanes, sheds, firewood, building materials, shrubs, grand pianos, etc. ; C. Expedited service and/or exclusive use of van; / 0. Overtime loading and unloading; . t E. Extra labor and third—party services; F. Cleaning or maid service: G. Storage in transit; H. Extra pickup or.delivery; I. Special electrical, plumbing, or carpentry services to connect (or disconnect), vent, or install water softeners, air conditioners, water heaters, draperies, clothes dryers, refrigerator ice makers, etc. ; and J. Rail—substituted service. 4. procedure. In the case of total payment of expenses, the City's Fins.nce Director will handle all details of the move. In the case of partial payment, the employee will submit at least two estimates of the expected cost of the move. The City Council, City Administrator and/or Department Head will determine the amount of the moving allowance to be granted by the City. "The allowance will be paid to the employee after the move has been completed du d This expense statements have been submitted to the City. P applies both to employees who move themselves and those who contract • with moving companies. — s0 — 5. Responsibility. Coordination of the move is handled by the Finance Department. The Purchasing Agent, or his designee, will make all arrangements directly with the selected van line. Employees should not make the initial contact with the moving company. Purchasing will notify the employee of the carrier selected and will arrange to have the moving company representative contact the employee for an estimate or pre-move survey. 6. Letter of Agreement. The employee is asked to sign an agreement to repay moving expenses in the event he resigns employment within the first 12 months (see Appendix 8). (MG:pm/0542p) E C — e1 — .4r i h a •; APPENDIX A CM E M O R A N D U M TO: BOB JEAN, CITY ADMINISTRATOR FROM: LINDA SARGENT, ADMINISTRATIVE ASSISTANt DATE: FEBRUARY 28, 1983 / '9'SUBJECT: AUTHORIZATION FOR PUBLIC WORKS CREW CHIEF-HASTE WATER BUDGET AUTHORIZATION Funds have been budgeted for this position in accounts 2.1.2 at $1690 per month. RECRUITMENT/SELECTION PROCESS March 3 Place ads in Oregonian (to run 3/6 and 3/13), and the League of Cf Ore on Cities Newsletter. Send notices to all cities in Oregon - WLth popu anon of 5,000 and over. We shall post the recruitment notice internally. March 18 Application deadline. 3/21-3/23 Evaluate applications. March 25 Interviews. April 1 Tentative start date. TESTING PROCESS o. Preliminary screening of applications (Linda Sargent, Jerry McNurlin). ' 'o� •` Interviews (Frank. Currie, Jerry McNurlin, Public Works Crew Chiefs). -o Final interviews (Jerry McNurlin). RECRUITMENT NOTICE: Attached ADVERTISEMENT FOR CREW CHIEF .,. Public Works Crew Chief. =1.533-=1,865 per month DOQ and excellent fringe : . benefits package. Supervisory position reporting directly to the P.W. O ration Superintendent. Requires 5., yrs. exp. in storm/sewer line onatruct£on.: • repair-t.-andinspection*-and. grouting. Only_'candidates... i y `meting ,minimuw qualifieitioos;.will be;.Cons idered.....For recruitment notice-:-ands �• � � pplicatioik eoatact the;'�itj of: haacd,r.•1-27, 5_;Sf{J.: Ash Avenue. Tigaitd;` Olt, 71231fh',Appl£catioa deadliaet� -March---18,` 1983. AarEqual .Opportunity Esiployer. S _ .�♦ -TALL :.}ter ��f� .. Il,i'R.1 - :q. .it:-, t� .:� � .,j,.,. . . � . r ,r•'t. 3� � * °�: _- /. - .-err •`� u �.,rf(.L�;%1' 1T � 7r .n'1• :;t.�,y ...,�..ail~. /! 4 r�•. 4 APPENDIX_ t SAMPLE LETTER OF AGREEMENT BETWEEN and the CITY Of' TIGARD, OREGON moving allowance The City of Tigard agrees to pay in light of his acceptance of employment i to agrees to remain an employee of with the City. the City for a period of one year in consideration for such moving allowance. i i elects to resign this position In the event that to pay the City with the City in less than a 12--month period, he agrees s by permitting deduction from his paycheck. If the City elects to terminate 's employment within a 12--month period or if he remains in the City's employ for more than 12 months, the debt will be considered paid. DATE: (Employee) OATS: City Administrator — City of Tigard f ug w � V� A N • W N � O b.. a V�� A' N b d W C2 t ",�•, r� _ �• M .ate ' 4 r �Yt •p- isle, " Alt. /H� A• V = � H ••+ A i ~ H ti •0 I.ss b rps �s� tti •i s� � •..�. ...... ..�M1w -arRir .+'•M ^7 .moi/.. .rs•-.• -... .w• ♦w.r► •uw.. «.. :� � ..•. . ...... . C { t"s rs to J � N [s0 'JVD ►yr Z b C•7 ` O 00 /) Z � H b APPENDIX 0 VACATION ACCRUAL Each permanent full-time employee shall accrue vacation leave in accordance with the following schedule: t ExQmptjNon-Exempt EmPloyees Monthly Equivalent Annual Accrual Years of Continuous Accrual Rate Hours Work Days Service g hrs./mo96 hrs./yr 12 0 - 12 months 9 hrs./mo 108 hrs./yr 13.5 12 mo. + i day - 5 years 132 hrs./yr 16.5 5 yrs. + I day - 10 years 11 hrs./� 15 years 13 hrs./mO 156 hrs./yr 19.5 10 yrs. + 1 day 14 hrs./mO 168 hrs./yr 21 15 yrs. + i day - 20 years 16 hrs./mO 192 hrs./yr 24 21 yrs. + i day - on Police Service Years of Continuous Monthly Equivalent Annual Accrual Accrual Rate Hours Oays Service 6 2/3 hrs. 80 10 0 - 12 months/0-1 yr• g hrs. 96 12 1 - 5 years/1-5 yrs. 10hrs. 120 15 5 - 10 years/5-10 yrs. 12 yrs. 144 18 10 - 15 years/10-15 yrs. 13 1/2 hrs. 160 20 15 + years/over 15 yrs. Permanent part-time employees shall be eligible for vacation leave prorated on the basis of their average workweek. C 3 APPENDIX E CITY OF TIGARD Monthly Expense Sheet for Mouth of C Luncheon (GeneMilliral Meal Expense Diaper, Lu Mileage for Month of I Name Dept. Date Amount Reason r Total Date Mileage End ----- — Start End Start End Start End "�— Start End _ K&ALI TOTAL,.....•: .._.... •.... ....� �• _ .._ •. -Start bpdense" �— Start Miscellaneous Exp M End Date Amount Reason —�— Start End �— Start End Start End S tar t End Start End MISCELLANEOUS 'l'O'fALStart �,,.;..:: ;• - ; �w• s. TOTAL MIhEAGE '.,'fotal;�ExPeAses.fot �,�,�.,; �,?.,•.... . charge Account NO;' roved that the above.repreaents, a true and � g Audited aad:App• ,rt 4 I certify end;tures made by me ~ccurate accounting of tineas. .' Of Ci a the conduct City ,. pate Check No patey _ 4" '�' • !�ma��;y�.,1.r .. ��;... ;r:c.. ,. C •J U APPEiVDIX F CITY OF TIGARD - PETTY CASH VOUCHER PAID TO DATE en or $ DESCRIPTION: AMOUNT --- • ACCT.#: Ptt HASER• .kPPROVED: • APPROVED: ept, ea mance xr. SASH DISBURSED: CAST{ RECEIVED: E - i d C t E APPENDIX G INSTRUCTIONS FOR COMPLETING PERFORMANCE REVIEWS/PROGRESS REVIEWS Performance reviews are to be completed annually for all permanent employees. Progress reviews are to be completed every six months. Probationary employees are to be reviewed after the first three months and again after six months. The objectives in completing performance reviews are: 1) to provide an avenue for the Supervisor and the employee to discuss work performance in a non—threatening, confidential environment; 2) to point out the employee's strengths and weaknesses (in other words, to let the employee know where / hese stands) and set a course of action to improve work performance; 3) to ✓ identify employees demonstrating potential and those in need of additional training; and +) to link Council goals and productivity to measurable standards. A. Before proceeding with a performance review, distribute copies of the review form and the instructions to the employee. This gesture will give the employee an opportunity to become familiar with the review criterion and the process. B. The Supervisor should first fill in the employee's name, title, department, current salary, date, date of last review, type of review, reviewer, and review period. C. The Supervisor and the employee should discuss the major goals and products of the job performed. Be clear and concise. Cite examples. These components should then be listed and reviewed in order of priority, and amount of work time, and percentage (%) of satisfactory completion. The description of goals and projects should be a cooperative venture between the employee and the Supervisor. D. Next, the Supervisor and the employee fill out the section regarding established.performance dimensions and employee training. E. In setting performance goals, the goals are to be realistic and attainable. List specific objectives that can lead to a change in work behaviors. F. Upon completion of the form, the employee should be encouraged to respond to Supervisor comments and indicate assistance from Supervisor needed. G. Approximately one to five days after the employee has been given the opportunity to respond to the review, an interview should be set up between the employee and the Supervisor. During this time, both parties can clear up any misinterpretations. The Supervisor's comments are not cast in stone. The employee may have perceived the priority of work activities differently than the Supervisor. Listen to the employee, then respond without defensiveness. H. At the and of the interview, the Supervisor should recommend a course of action (change in status, step/salary increase, promotion, transfer, reclassification.) Allow the employee to respond to the recommendation. I. Finally, the Supervisor and the employee should sign and date the form. Return the form to the Personnel Officer for action and copy distribution. APP DF�11 IX H C CLASSIFICATION DESIGNATION Exempt Positions: City Administrator Administrative Assistant Executive Secretary Finance Director City Recorder Office Manager Accounting Manager Records Manager Director of Public Works Public Works Operations Superintendent Engineering Superintendent Crew Chief Director of Planning C Development Building Official Chief Plans Examiner Associate Planner Chief of Police Captain Lieutenant Support Services Manager City Librarian (� Assistant Librarian �•- Associate Librarian Assistant Finance Director/Personnel Officer Non-Exempt Positions: Office Aide Library Aide Library Clerk Library Assistant Office Assistant I Office Assistant II (Clerical Specialist) Office Assistant III (Senior Secretary/Word Processing Specialist) Office Assistant IV (Accounting Clerk) Maintenance Worker Utility Worker I Utility Worker II Engineering Technician I Engineering Technician II Building Inspector Police Service: Clerk Dispatcher Patrol Officer Corporal Sergeant City at Tigard.Oregon APPENDIX I PERSONNEL ACTION FORM 13ate........................................ .................................. Employee's Name. .......................... LAST Department............................. ................. Position......._.................._.... No............................. Employment ...............................................................Phone Home Address............................***""-*'-*** STOKET CITV HUMIDOR Permanent Appoi ntment..............Temporary Appointment........._...._... Date of Birth......._................... probationary period. Effective Date........................._..»..»......... ........................ . ..................— PEAS No. (1( Social Security Number.........._.._»_.. Starting salary ..................................................per month Pay Range.............»........................»... step.................... ..........................per hour ................ Salary Change Effective date....._..................... ........ Rectuesled Change 'Step....................... Present Salary pay Grade.......................... Pay Grade....................Step.................... .....................---per month -per month per hour hour Reason for Change(check one of the following) I :......Annual increase._.........Demotion............- .Aerit increase....— Conipletion of probationary period increase.............. .................................................................................. Explanation.......................... .......................................................... .................................................................................... ............ .... .................................. .......................................... ........... ...................... ............................ ........................................................................... ...................... ....................... Termination Hours Of unused earned Lost Day ........ Reason for termination..........._.._.._......_........_.» Hours of unused exchange .................................... .................... Approved Racc,mmended by .....••• • CITY ADMINISTRATOR DEPARTMENT 141EAO Change acknowledged COTT Atcookosit s & 2 Distribution: Original("hitel-Aeo"Ws office Explanation: For new CMsection IOYQ fill out 1st copy(pink)-DePactilmt Head For salsly increase fill,out sections I & 3 2nd COPY(YeII0W1-fWVI0Yees COY' For teminotion roll out 941010115'.1 & 4 APPENDIX J REQUEST FOR TRAINING ' Title Er ee Training Uate Department Employee request to attend ---- Employer required attendance Title of Training Program workshop, seminar, conference, class, etc. E: Institution or Organization Training Dates: From Registration Deadline To training (attached brochures, programs, agendas, or other Describe the nature of the 4 descriptive materials) : i transfer opportunities: Relevance of training to current p osition or reasonable promotion or Cost of Training: _ $ Registration or Tuition 6 Books . . . . . . . . . . . . $ Travel . . . . . . . . . . . . . . . $ er Diem $ Other: $ TOTAL . . • • . • • . . • . Employee Signature: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Approved Disapproved, reason: To be completed by the DEPARTMENT HEAD: Comments: --------------- Date: Signature: - - - - - - - - - - _ _ _ - - Approved Disapproved, reason: To be completed by the CITY ADMINISTRATOR: Coa:ments: ------------------ Date Signature: - - - - - - - - - - To be completed by _the FINANCE-DIRECTOR: Approved request received: date .- , Check No. • °R "Caf kdvance Provided in the amount of $ date (date)' Record of Training Received placed in Personnel File: OR (date) Record of Disapproved Request placed in Personnel File: :l AP-BNDIX K' ( PAYROLL ADVANCE Z� REQUEST A PAYROLL ADVANCE IN THE A.pUNT OF ON MY PAYCHECK DATED FOR THE FOLLOWING REASON. SIGNED Employee APPROVED City Administrator DATE AL . g •.,�,f t'�,'�;•:i 'ter ,, .�•n E'S�c �.:� . .�, up^O '; „•� ,. :'ft,. +, ice•: �y ,�• � t # - � y rq s�{•ti �•:. :�.\mow ttt�. K r tf.law }, [? r } a4J'���1. � :`k• %' ri+A '7R 1M r J t. t •�, 8W12' N,,f.# r` �: �M1C{. r � I» •�L'it ttyjS`.YJ. .f •t •�!, . ._ � � L \ � I:.ii... t�•!�•'.a. 'pie . ♦�J a2� - .... .Tr��.: ( APPS=L EMPLOYEE STATUS REVIEW To be completed during the initial orientation period* Employee Name Title Full-Time Status: Non-Exempt ---- --- Part-Time Exempt Temporary Police Service Conditional . /Month - Step Salary Date of Hire r Date of Performance Review: Probationary Interim Review (After 3 Months) — End of Probation Review (After 6 Months) First Annual Review Date of End of Probation Date of Attaining of Permanent Status Date Health Insurance Becomes Effective Date Dental Insurance Becomes Effective Date Life Insurance Becomes Effective Date Disability Insurance Becomes Effective Date Eligible For Retirement Plan Date Eligible For Association Membership (if applicable) Other: Employee COPY Distribution: Department Head Personnel File 71 ,MANAGEMENT AND PROFESSIONAL CITYOFTIGARD EMpLOYEE PERFORMANCE REVIEW EMPLOYEE DATE POSITION REVIEW PERIOD DEPARTMENT LAST REVIEW REVIEWER CURRENT SALARY TYPE OF REVIEW: GOAL SETTING _ PROBATION _ PROGRESS _ PERFORMANCE 1. MAJOR GOALS/PROJECTS FROM LAST REVIEW: COMPLETION X: (0-55 X Little or No Significant Progress..56-75% Some Progress, Most Yet To Go. 76-85% Satisfactory..86-95X Good Goal Achievement..96-10OX Exceeded Expectations) o Work programs (project 6 routine) o Performance measurement indicators o Reports and presentations o Productivity and team building - - - - - - - -- 0 0 0 0 — — — — — —— — — 0 0 0 0 — — — — — — — —— NOTES: N i A a n o v � 2. ESTABLISHED PERFORMANCE DIMENSIONS: ^'a y E >" c > x (Explain 1's or 5's with brief footnote) ¢ z <,n ¢< w w (CIRCLE) o Oral communications 1 - 2 - 3 - 4 - 5 o Written communications 1 - 2 - 3 - 4 - 5 0 Leadership/initiative 1 - 2 - 3 - 4 - 5 o problem solving/decision making 1 - 2 - 3 - 4 - 5 o Innovation/ingenuity/creativity 1 - 2 - 3 - 4 - 5 o planning/organizing I - 2 - 3 - 4 - 5 o Interpersonal sensitivity I - 2 - 3 - 4 - 5 o Management control 1 - 2 - 3 - 4 - 5 o Adaptability/flexibility/stress tolerance 1 - 2 - 3 - 4 - 5 o Resource utilization/economy/cost control I - 2 - 3 - 4 - 5 0 1 - 2 - 3 - 4 - 5 0 1 - 2 - 3 - 4 - 5 NOTES ON STRENGTHS AND WEAKNESSES:------------------------------------------------------------------------------------- FOR OFFICE USE ONLY ------------------------------------------------------------------------------------- EPR COMPLETED PAF COMPLETED NEXT REVIEW DATE EPR RET DATE PAF PIF C. S. & G. DATE EPR PIF SIGNATURE e 3. EMPLOYEE TRAINING/SELF DEVELOPMENT -- LAST REVIEW PERIOD: 0 0 0 0 o 4. EMPLOYEE TRAINING/PLANS FOR IMPROVEMENT -- NEXT REVIEW PERIOD: O O O O O S. MAJOR GOALS/PROJECTS FOR NEXT REVIEW PERIOD: 0 0 0 0 0 0 O 0 0 0 0 0 0 0 0 0 0 0 6. SUPERVISOR'S HELP NEEDED: o O 0 0 0 :ENERAL 7. COMMENTS (EMPLOYEE OR SUPERVISOR): S. ACTION RECOMMENDED: I ACTION APPROVED: I I NEXT REVIEW DATE: I I EMPLOYEE (Signature/Date-7I I I REVIEWER (Signature/DateI I I DEPT. HEAD OK (Signature/Dace) I APPROVED BY CITY ADMINISTRATOR { (Signature/Date) I � (0298p) r� CITYOFTWARD EMPLOYEE PERFORMANCE REVIEW EMPLOYEE DATE POSITION REVIEW PERIOD DEPARTMENT LAST REVIEW REVIEWER CURRENT SALARY TYPE OF REVIEW: COAL SETTING PROBATION PROGRESS PERFORMANCE 1. MAJOR GOALS/PROJECTS FROM LAST REVIEW: COMPLETION X: (0-55 % Little or No Significant Progress..56-75% Some Progress, Most Yet To Go. 76-85% Satisfactory..86-95% Good Goal Achievement..96-100% Exceeded Expectations) 0 0 0 0 0 0 0 0 0 0 - o 0 NOTES: ✓ c c L o 0 O�+ d A 0 N A P D N N O A N V q d U 2. ESTABLISHED PERFORMANCE DIMENSIONS: as o. 40++ o d U n (Explain 1's or 5's with brief footnote) a z -C w'4 R-C W W (CIRCLE) o Accepts responsibility 1 - 2 - 3 - 4 - 5 o Cooperation/teamwork I - 2 - 3 - 4 - 5 o Dependability 1 - 2 - 3 - 4 - 5 o Initiative 1 - 2 - 3 - 4 - 5 o Judgement/discretion i - 2 - 3 - 4 - 5 o Innovation/ingenuity/creativity 1 - 2 - 3 - 4 - 5 o Interpersonal sensitivity/public relations I - 2 - 3 - 4 - 5 o Safety 1 - 2 - 3 - 4 - 5 o Technical knowledge/skill 1 - 2 - 3 - 4 - 5 o Economy/cost consciousness 1 - 2 - 3 - 4 - S 0 1 - 2 - 3 - 4 - 5 0 1 - 2 - 3 - 4 - 5 NOTES ON STRENGTHS AND WEAKNESSES: �j --------------------------------------------------------------- '--------------------- FOR OFFICE USE ONLY ------------------------------------------------------------------------------------- EPR COMPLETED PAF COMPLETED NEXT REVIEW DATE EPR RET DATE PAF PIF C. S. 6 G. DATE EPR PIF SIGNATURE i f 3. EMPLOYEE TRAINING/SELF DEVELOPMENT -- LAST REVIEW PERIOD: o v 0 0 0 0 4. EMPLOYEE TRAINING/PLANS FOR IMPROVEMENT -- NEXT REVIEW PERIOD: 0 0 0 0 0 S. MAJOR GOALS/PROJECTS FOR NEXT REVIEW PERIOD: 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o 0 0 0 6, SUPERVISOR'S HELP NEEDED: 0 0 0 0 0 0 7. GENERAL COMMENTS (EMPLOYEE OR SUPERVISOR): 8. ACTION RECOMMENDED: I ACTION APPROVED: I I NEXT REVIEW DATE: I / I EMPLOYEE Signature/Date I I I REVIEWER Signature Dale I I I / I / DEPT. HEAD OK (Signature/Date) I APPROVED BY CITY ADMINISTRATOR (Signature/Date) I (0298p) 3 /LJQ � f EXIT INTERVIEW AND SEPARATION CLEARANCE This form must be completed, signed and placed in the employee's personnel file prior to their termination- ( pate of Hire Employee Name Title Date of Termination Department Type of Termination _ (resignation, termination, etc.) Summary of Interview (including reason for termination) : ___________ _ _ _____ --------------------------- of information Future Release fthe personnel file (to be completed by the em- ployee) : t I hereby authorize the release of the following information to any �•• outside parties inquiring regarding my employment with the City of Tigard (check the appropriate blank(s)) : X Only verification of employment, dates and titles. Any and all information contained in my personnel file. " .- Performance Records. Attendance Records. Salary Records. Disciplinary Records. Training Records. Other ---------- ----------------------------------------------------------------- Separation Clearance: has I certify that all City property assigned to me during my employment been returned, including: Keys Equipment: Manuals and Publications: 1 ---------- er ----------------- ------------------------------------------------ Employee's Signature: Signature of person conducting Exit Interview: Head Cit (supervisor, Department • or y Date: Administrator) t copy distribution: employee personnel file PURCHA SE / CHECK REQUEST VENDOR ADDRESS CITYOF TIGARD UNIT/DEPT- DATE REQUESTED BY CHECK REQUEST PURCHASE REQUEST CHECK TO BE MAILED itITH ATTACHMENTS Q PREPARE PURCHASE ORDER NOTIFY REQUESTER WHEN CHECK IS READY Q SEND CONFIRMING P.O. CHECK NEEDED BY SPECIAL INSTRUCTIONS i� (\ QUANTITY INVOICE NO- � DESCRIPTION TOTAL PRICE ACCOUNT NUMBER QU TOTAL REQUESTED AppROPRIATION BALANCE S Amount / Initirls APPROVALS: SECTION MANAGER (Less than $100) DEPARTMENT HEAD CITY ADMINISTRATOR'S APPROVAL - ------- _________ -__-- q�COUNTING PURPOSES ONLY Signatures----------------------------- ------ Q natures Checked Amount Paid CITY OF TIGARD tf LEAVE REQUEST FORM DATE EMPLOYEE NAME TITLE I REQUEST APPROVAL FOR: ' SICK LEAVE DATE(S) : FROM t VACATION LEAVE TO 1 COMPENSATORY TIME III OTHER EXPLANATION: 1 EMPLOYEE SIGNATURE *' DEPARTMENT HEAD COMMENTS: ACTION TAKEN: APPROVED DISAPPROVED 1 DEPARTMENT HEAD SIGNATURE . -------------------------------------------------------------------------------- 1 (to be filled out if applicable) APPROVED DISAPPROVED CITY ADMINISTRATOR SIGNATURE COPY DISTRIBUTION: EMPLOYEE ,( ACCOUNTANT (\ PERSONNEL. FILE APPENDIX& RECRUITMENT AUTHORIZATION FORM Date Budget Authorization: Funds have been budgeted for this position in account # Recruitment/Selection Process: Place Ad(s) in To run City shall post notice internally Application deadline Evaluate applications Interviews Tentative start date Testing Process: preliminary screening of applications by: Interviews — by: Recruitment Notice — see attached Approval by City Administrator A(T ED RECIEPTS HERE. EXPENSE REPORT i (To be filled c -t upon return) expense Category Sun. tion. Tues. Wed. 1 Thurs. Fri. Sat. Item Totals i Actual 1st Week Actual 2nd Week Lodging Heals, Refreshments, Tips, etc. (Pec Diem per day $ or fraction thereof Tnn ..portation (circle one) Rail Air City Car Other Scheduled departure am/pm Returned to Tigard am/pm Taxi/Limousine Fare Registration Fees Hiscellaneous (specify) DAILY TOTALS: AUDITED 6 APPROVED I certify that the above represents a true and accurate - - accounting of expenditures made by me in the conduct of a--rP City business and therefore,' I, request reimbursement/- Finance -Director -Da toei ' make restitution. (cross out on that does not apply) in Balance Paid'$ ' the amount of S ._ ' Check No. Date Restitution-of $ + ' f S(. ure: by means of Personal Check oc- Date: Dedu n (circle t�applicable;one). Date Copy dixtribution: Employee .,�'... Department Head- # c c..e. . ,u ..•;s City Recorder — Personnel File CITY OF TIGARD, OREGON f COUNCIL AGENDA ITEM SUMMARY AGENDA OF: September 17, 1984 AGENDA ITEM #: DATE SUBMITTED: September 10, 1984 PREVIOUS ACTION: _ ISSUE/AGENDA TITLE: Deny Fee Waiver - Richard Norman REQUESTED BY: i Pac West DEPARTMENT HEAD OK: / CITY ADMINISTRATOR: _ — INFORMATION SUMMARY Richard Norman of Pac West has requested a fee waiver for a Comprehensive Plan and Zone Change for a change from I-H to C-P. Staff recommends denial of the request since the fee charged is an average fee. r t ALTERNATIVES CONSIDERED 1. Accept the staff recommendation. 2. Modify the staff recommendation. SUGGESTED ACTION Deny the request. 0630P 4 MEMORANDUM CITY OF TIGARD, OREGON 1984tember 12, T0: Members of the City Council Sep � FROM: William A. Monahan, Director of Planning and Development ' SUBJECT: Pac West Fee Waiver re isve Richard Norman C Pac has wouldrequested allow Pac fee Westwaiver to furnish p t oenphase Plan and Zone Change which development begun in 1977. At the time of the 1977 approval the subject property designated for future office buildings Council by legislativet that action time allowed office buildings. _ nd the changed the Comprehensive Plan design Nov Noon vember, I-H (H avthe Council adopted the zoning to I-H (Heavy Industrial). Community Development Code which does not allow office as a use in the I-H zone. t To restore the potential for an office use Pac West has filed an application t to change the Comprehensive Plan designation to (Com a rcial rafessional) and zoning to C-P (Commercial Professional). y q waiver of fee, however, staff finds no compelling reason to waive the fee. In the past we waived some fees for restoration of designations lost during the Comprehensive Plan, however, recently the Council has only granted a waiver where a mistake has been mai withCouncil e' o el policy sandourfee policy not mistake e in this which instance. Therefore, keeping p y bases fees on an average cost, I recommend denial of this request. 0630P dmj r 1 i 3 MEMO A.-VUM CITY OF TIGARD, OREGON i k TO: Mayor and City Council September 11, 1984 ( t FROM: Bob Jean, City Administrator SUBJECT: Employment Agreement Our initial Emrloyment Agreement of August 24, 1981 with amendments of September 13, 15,,2 and August 29, 1983 is attached in its revised text form as it currently stands. Legally it is still in three related but separate parts. I have taken the liberty of presenting it as I currently see it so that it may be easier for your review. If Council wishes to revise the Agreement, I would be willing to enter into any such discussions with you. I will not, however, work without such an ; agreement. My concern was and is for at least some security for my family 1 given the political risks of this profession generally and Tigard's history particularly. rties I would point out that our Agreement s changections for Administratorsh ataany time.emphasizes the Council's ability to There is no "buy out" as in a coach's contract, merely notice or severance. I appreciate your review and concern in this matter. (BJ:pn/0580p) AN EMPLOYMENT AGREEMENT (Revised Text As Amended 'Through August, 1984) THIS EMPLOYMENT AGREEMENT, made and entered into this 24th day of August..__ 1981, and as amended September 13, 1982, and August 29, 1983, by and between the C'rY OF TIGARD, OREGON, hereinafter referred to as "CITY", and ROBERT W. JEAN, hereinafter referred to as "EMPLOYEE" . W. I T N E S S E T H: WHEREAS, CITY and EMPLOYEE desire a written agreement creating a professional and businesslike relationship, serving as a basis for effective communication and to avoid misunderstanding; and, WHEREAS, by not having to worry about personal finances or family security, the EMPLOYEE can effectively concentrate on the CITY'S business; THEREFORE, in consideration of mutual covenants herein contained and for consideration herein specified, the CITY and EMPLOYEE mutually agree: SECTION 1 — EMPLOYMENT DUTIES AND AUTHORITY: The CITY has agreed to employ ROBERT W. JEAN, as City Administrator. The EMPLOYEE agrees to acco pt said employment. The authority of EMPLOYEE, consistent with state law, City Charter or ordinance, shall include, but riot be limited to the following: the overall management, administration and direction of City operations; the hiring, disciplining and firing of City employees; the negotiation, execution and administration of City contracts within budget appropriations pursuant to City policy and ordinance; policy advice to elected officials and open communication with the community so as to foster responsive and courteous public service. Any reduction or revocation of either the duties or authority, except by mutual written agreement to the contrary, shall constitute a breach of this Agreement. The Mayor and Council agree to the principle of noninterference in the administration as necessary to the orderly and efficient implementation of Council policy. The Mayor and council agree to direct their concerns and communications to the administration through the City Administrator. The EMPLOYEE agrees to respond promptly to all inquiries from the Council whether made individually or collectively. EMPLOYMENT AGREEMENT — PAGE 1 SECTION 2 — TERM: The term of this Agreement shall be for one year commencing on September 1, 1981, with annual renewals as herein provided. Approve this extension for an additional year through 2/28/85. A. Nothing in this Agreement shall prevent: limit: or otherwise interfere with the right of the City Council to terminate the services of EMPLOYEE at any time, subject only to the provisions set forth in this Agreement. B. Nothing in this agreement shall prevent, limit or otherwise interfere with the right of the EMPLOYEE to resign at any time from his position with the CITY, subject only to the provisions set forth in this Agreement. C. EMPLOYEE agrees to remain in the exclusive employ of the GITY during the term of this Agreement, and neither to accept, nor to become employed by any other employer until said contract termination date, unless said termination is effected as hereinafter provided. The term "employed" shall not be construed to include occasional teaching or consulting on the EMPLOYEE'S time off, which shall be at the EMPLOYEE'S discretion upon the advice of the Mayor. SECTION 3 — ANNUAL RENEWALS: Unless the CITY notifies the EMPLOYEE to the contrary in writing this*; (30) days before the start of each remaining agreement year, it shall be deemed that the CI1Y has renewed this Agreement for one (1) year beyond the term of 11hat current agreement. Unless the EMPLOYE_. notifies the CITY to the contrary in writing thirty (30) days before the start of the remaining agreement year, EMPLOYEE agrees to accept renewal of this Agreement as heretofore stated. If the term of the agreement is not extended as herein provided, it shall be allowed to reach its existing effective ending date. The foregoing paragraph shall take full effect upon completion of the first six (6) months of employment. Renewal for the next twelve (12) months shall occur at that time with annual renewals or notice thereafter as provided above. Renewal shall automatically occur unless specific action to the contrary is taken or a mutually agreed upon change made to this Agreement. SECTION 4 - TERMINATION AND SEVERANCE: A. Termination Without Cause. This Agreement may be terminated by either the CITY or EMPLOYEE for any reason whatsoever upon the giving of thirty (30) days written notice to the other party. EMPLOYMENT AGREEMENT - PAGE 2 B. Termination for Cause. This Agreement may be terminated immediately in the sole discretion of Lhe CITY upon the occurrent of any one of the following events: (1) EMPLOYEE YEE wi_llfull.y and continuously fails or refuses to comply with the policies, standards and regulations of the CITY as are from time to time established: (2) EMPLOYEE shall be guilty of fraud, dig`--,nesty, misappropriation of funds, embezzlement, or other act of misconduct *n the rendering of services on behalf of the CITY: (3) EMPLOYEE shall fail to refuse to perform faithfully or diligently any of the provisions of this Agreement. C. "In the event EMPLOYEE is involuntarily terminated by the City Council before expiration of the term of employment and during such ti.�e as the EMPLOYEE is willing and able to perform the assigned duties, then in that event the CITY agrees Lu pay EMPLOYEE a lump sum equal to two (2) month's pay and two monthly payments each month after termination, the total of which shall be a severance payment equal to "000/ VYY four 4 months pay at the EMPLOYEE'S highest rate of pay during his term of City employment. However, if EMPLOYEE is convicted of any illegal act involving personal gain to him, then CITY shall have no obligation to pay the severance pay. D. If the CITY reduces the salary or other financial benefits of EMPLOYEE, or if the CITY refuses following wriLten notice requesting compliance with any other provision benefiting EMPLOYEE herein, or if EMPLOYEE resigns following public suggestion, whether formal or informal, by the Mayor or City Council member that he resign, then the EMPLOYEE may, at his option, deem the Agreement to be involuntarily terminated at the date of such reduction or refusal to comply with the meaning and context of this Agreement, and the severance pay provision under paragraph A of this section shall apply. Termination or resignation in good standing shall entitle EMPLOYEE to a lump sum payment equivalent to all accrued vacation and sick leave benefits. E. "If EMPLOYEE voluntarily resigns his position with the CITY before expiration of said term of employment, then EMPLOYEE shall give the CITY at least forty-five days notice in advance." F. "Expiration of the AGREEMENT term due to non-renewal by CITY shall entitle EMPLOYEE to severance as provided for involuntary termination during i mid-term of the AGREEMENT in Section C. , but reduced as follows: 91-120 days i x EMPLOYMENT AGREEMENT - PAGE 3 notice for two (2) months severance; 31-90 days notice for three (3) months severance; 30 days or less for four (4) months severance." SECTION 5 - SALARY HOURS OF WORK, VACATION AND SICK LEAVE: A. Salary - The CITY agrees to pay the EMPLOYEE for his services in an amount as set by the City Council, payable in the same installments and in the same manner as other employees are paid. There may be performance evaluations as often as the Council deems appropriate and as provided in Section 8 of this Agreement. There shall be a merit pay increase review annually at least thirty (3) days before the effective annual renewal date of this Agreement. Apart from any merit pay increases, the CITY agrees, one year after this Agreement's effective date, to begin compensating the EMPLOYEE with an annual increase for cost-of-living at least in the same percentage as awarded m the unclassified employee of the CITY. EMPLOYEE shall be p" $ 3 ($44,558 annual equivalent) effective 7/1/84• great deal of time B. Hours of Work: Because it,c EMPLOYEE will devote a outside normal office hours to the business of the CITY because flexibility in hours worked and work schedules benefit both the CITY and EMPLOYEE, the EMPLOYEE has sole discretion as to his work schedule and hours worked. o rk nal fe in excess of an average 40-hour week shall be deemed part of the p responsibility for which EMPLOYEE shall not be paid overtime, but for which he shall be allowed "reasonable like time" off as he deems appropriate. C. Vacation: In recognition that EMPLOYEE has education and experience equivalent to ten (10) years employment with the CITY, EMPLOYEE shall begin accruing vacation at fifteen (15) days per year to be used as he deems appropriate. shall be on straight salary as per this D. Payroll Reporting: EMPLOYEE section of the Agreement and shall be paid automatically by the CITY as per this Agreement. Any vacation or sick leave used shall be reported to the CITY in the same manner as for other City employees. E. Deferred Compensation: City agrees on EMPLOYEE'S behalf additional to the provisions under Section 6 to contribute into a deferred compensation program designated by EMPLOYEE an amount equal to 6% of EMPLOYEE'S salary effective 3/1/84. SECTION 6 - RETIREMENT DISABILITY AND HEALTH INSURANCE: A. Retirement: The CITY agrees to contribute into either the ICMA Retirement Corporation or the CITY'S retirement program, on EMPLOYEE'S behalf, EMPLOYMENT AGREEMENT - PAGE 4 an amount at least equal to that same percentage of salary contributed for the City's other general employees. B. Health Insurance: The CITY agrees to provide a comprehensive annual physical for EMPLOYEE. The CITY agrees to put into force within the first thirty (30) days and to make required premium payments for EMPLOYEE and his dependents for comprehensive medical and dental plans equivalent to other programs provided other regular employees. C. Life Insurance: CITY agrees to purchase $115,000 of Group Term Life Insurance through the ICMA Life Insurance Program on EMPLOYEE'S behalf for beneficiary to be named by EMPLOYEE in a premium cost to CITY not to exceed $91.30 per quarter year. SECTION 7 - PROFESSIONAL DEVELOPMENT AND EXPENSES: A. The CITY encourages the professional growth and development of the EMPLOYEE and encourages participation as he deems appropriate in professional association, short courses, seminars and conferences including, but not limited to: the International City Management Association and its annual conference, and the State Municipal League Conference. The CITY shall permit a reasonable amount of time for EMPLOYEE to attend and the CITY shall pay for the direct costs necessary for travel, subsistence and registration as approved in the annual budget. B. The CITY shall provide EMPLOYEE with a vehicle to use in the course of this employment and provide For its insurance, operation, maintenance and periodic replacement. In the event such vehicle is not available, EMPLOYEE shall a reimbursed for itemized mileage as provided to other employees in such cases, but not less than 18 1/2 cents per mile. C. The CITY recognizes that certain expenses of a job affiliated nature are incurred by EMPLOYEE on behalf of the CITY and hereby agrees to reimburse or pay said general expenses on a monthly reimbursement basis, and the CITY shall disburse such monies per receipts or personal affidavits. Any civic service club memberships taken out at CITY expense shall be upon the advise of the Mayor. SECTION 8 — ANNUAL GOAL—SETTING AN PERFORMANCE EVALUATION: The Mayor and individual members of the Council shall be encouraged to periodically identify their concerns to the EMPLOYEE by either informal discussions with the EMPLOYEE or by more formal means during Council meetings. The Council shall meet with the EMPLOYEE at least annually for the purpose of setting council EMPLOYMENT AGREEMENT — PAGE 5 goals and priorities. The council and the EMPLOYEE shall meet at least annually to evaluate and assess the performance of the EMPLCYEE in meeting or progressing towards the goals formally adopted by Council. These annual evaluations shall be in closed Executive Sessions and shall be conducted at k i least one hundred and twenty (ILL) days prior U3 tTle a{,re l r-Nr4ewal date of this Agreement. In the event the CITY determines that the performance of the EMPLOYEE is unsatisfactory in any respect or needs significant improvemert,. in any area, , s the CITY shall describe these concerns in writing and in reasonable detail or with specific examples so as to be objective and positive in nature. As provided in Section 5 of this Agreement, the EMPLOYEE'S salary shall e s reviewed at least annually after the performance evaluation. SECTION 9 — GENERAL PROVISIONS: A. Professional Liability: The CITY agrees to defend, hold harmless, and indemnify the EMPLOYEE from any and all demands, claims, suits, actions and legal proceedings brought against EMPLOYEE in his individual capacity, or in his official capacity as agent and EMPLOYEE of the CITY, if EMPLOYEE was acting within the scope of his employment. The CITY agrees to pay premiums on appropriate insurance policies through the CITY'S normal insurance program and through the Public Officials' Liability Insurance Program of the International C City management Association. x B. Other Terms and Conditions of employment may be determined by the CITY relating to the duties and performance of the EMPLOYEE provided that such terms and conditions are not inconsistent with the provisions of this Agreement, the City Charter or any other law. Nothing shall restrict the ability of the CITY and EMPLOYEE to mutually and in writing amend or adjust the terms of this Agreement. EMPLOYEE reserves the right to discuss the terms or termination of this Agreement with the Council as a whole in either closed Executive Session or open Regular Session as state law allows and as the EMPLOYEE deems appropriate. C. The EMPLOYEE shall be entitled to receive at least the same salary compensation, vacation, sick leave and other benefits as accorded any other City employee, including provisions governing accrual and payment therefore on termination of employment. All provisions of the City Charter and other City / programs relating to employee benefits and working conditions as they now EMPLOYMENT AGREEMENT — PAGE 6 exist or as amended, shall also apply to the EMPLOYEE as to other employees, and are in addition to any benefits to the EMPLOYEE specifically identified in this agreement. D. The EMPLOYEE is required to take up residence in the city in accordance to City Charter rccquirements. As an incentive to relocate, the CITY shall pay for the actual costs of moving EMPLOYEE'S family and household goods, not to exceed $3,000.00. E. The text herein shall constitute the entire Agreement between the parties and any oral or other understandings are not binding upon the parties, unless specifically amended in writing by mutual agreement. This Agreement shall be binding and inure to the benefit of the heirs at law and executors of EMPLOYEE. This Agreement shall become effective as of September 1, 1981 and shall remain in effective through August 31, 1982, except if renewed pursuant to Section 3 of this Agreement. F. Severability: If any provision, or any portion thereof, contained in this Agreement 14 held to be unconstitutional, _iv lid or unenforceable, the remainder of this Agreement or portion thereof shall be deemed severable and shall not be affected, and shall remain in full force and effect. IN WITNESS WHEREOF, the CITY OF TIGARD, OREGON has caused this Agreement to be signed and executed and the EMPLOYEE has signed and executed this Agreement, both in duplicate, the day and year first above written. Originals signed by the parties per Agreement of August 24, 1981, Resolution 82-105 and Resolution 83-78. (BJ:pm/0580p) EMPLOYMENT AGREEMENT — PAGE 7 MEMORANDUM r CITY OF TIGARD, OREGON TO: HONORABLE MAYOR AND CITY COUNCIL September 12, 1984 FROM: Bob Jean, City Administrator I' lk-1 SUBJECT: Employment Agreements and Severance Payments Data collected by the International City Management Association is attached: o The use of employment agreements is growing. Almost 40X of the Managers nationwide have some form of written employment agreement. Nationally for cities our size, almost half have agreements. On the Pacific Coast, over two-thirds have agreements. o Over 40% of the Managers nationwide have severance benefits. A growing trend is a combination of notice/severance, as we have. The normal amount of severance is 3 months, with 6 months as I.C.M.A.'s current recommendation. Our agreement provides for 2 - 4 months of time notice and severance. (0583p) Security Benefits SECURITY BENEFITS may be overridden by a vote Of the council, contracts and letters of agreement are usually legally Security benefits, which include employment agreements, severance binding and are difficult to over- pay, and retirement and deferred ride without penalties. compensation plans, are among the Host managers reported that their most important of all benefits p em to ent agreements do not cov- in terms of financial and psycho- erfixed terms. Only 44% of man- logical security. The following discussion provides an explanation agers in cities, 44.6% in counties, of these three security benes, and 25% in COGs reported this pro- fitf presents highlights of the data vision. The average duration o for each, and gives examples of a city manager's contract is slightly longer than the average some innovative ideas being used duration of a letter of agreement. by managers. However, the duration for both is EMpLnYMENT AGREEMENTS' approximately two years. Few man- agers with fixed term agreements Use of employment agreements is are paid for the remainder of the growing. In an ICMA survey in term of the agreement if they are 1974, 14% of managers and CAOs terminated before its end. This provision, called a close-out con- in cities reported having a con- . tract, was reported by only 18.5 tract or employment agreement of those city managers with a By 1980, this figure had grown fixed-term agreement. to 24.7x, and in 1983, 39.5% of :. city managers and administrators, Having an employment agreement 33.5% of county managers, and that covers the conditions of em- 22.87. of COG directors reported to ent and of firing and termin- tion can add an important element a contract or employment agree- P Ym a ment. The percentage of city man- Of financial and psychological agers covered by an agreement has security to a manager's job. more than doubled in the past nine There are other advantages as years. well. An examination of the data In the 1983 survey, managers were shows that managers with employ- asked to indicate the type of con- ment agreements often have a bet- tract or employment agreement they ter benefit package than do those have. City managers most often without agreements. For example: reported a letter of agreement, • In the leave category, 54.62 followed by formal contract and of managers with agreements lastly, an ordinance or resolution reported receiving compensa- of council. One important dis- tory time while 45.1% of tinction should be made between those without agreements so ( the three types of agreements. reported. While an ordinance or resolution III-18 CompensaV acMA+sea MW rot a OWMIk d"'.^r l°"^w0VXA p@rtn w d h Cop"M owryr • This is also true in the ex- weeks of severance compared pense category: 55.8% of with 7.9 weeks for those managers with agreements re- without. Managers with an ported being reimbursed for agreement may receive sever- moving expenses, while 48% ance after an average of 2.3 of those managers without months of service while those agreements so reported. without agreements must have Twice as many managers with served 6.2 months to be eli- agreements reported housing gihle to receive severance. allowances and home sale r SEVERANCE BENE-TTS purchase expenses as those without. Managers with a- greements averaged approxi- Severance benefits were reported mately $275 more per year by 41.37. of managers in cities, in moving expenses than those 32.67. in counties, and 12.5% in (the average figures COCa. Three types of severance without are (t and $1,422, re- arrangements were examined in the spectively). (This does not survey. The first involves grant- include those who reported ing a fixed amount of severance being reimbursed in full.) pay. There may be a minimum num- ber of months required in the posi- • Regarding life insurance, tions to re, -1ve severance, how- 19.8% of managers with agree- ever, the severance pay stays the ments reported supplemental same; it does not increase or de- life insurance policies while crease depending on how long the 15.9% without agreements so manager has served in the posi- reported. Managers with tion. This is by far the most pop- agreements who reported hav- ular severance arrangement, with ing supplemental life insur- 82.4% of managers who have sever- ance policies from their lo- ance provisions so reporting. cal governments had higher policies on average--$50,741 Under the second type of severance compared with $41,231. arrangement, severance pay in- creases with the length of time • Disability insurance was also that the manager has served in the reported more frequently by position. Almost 7% of managers managers with agreements: with severance provisions reported 46.3% of those with agree- this type of arrangement. The ar- ments reported disability rangement reported least frequently insurance compared with 34.7% (by only 1.5% of the managers) is of those without. when the amount of severance that would be received upon termination * In every category of profes- decreases the longer the manager sional development benefits, is in the position. 2 managers with agreements had a greater likelihood of re- ceiving the benefit. A variation in the typical sever- ance arrangement that appears to • Severance provisions reported be growing in popularity is the are also better--managers provision of notice of termination with agreements and who just before separation instead of ac- meet the minimum time tual severance pay. This provides / requirement to receive some the manager with a certain number severance pay averaged 12.8 of months notice of termination. COIY1Qe lI?�(Ih� J 0 0104A M3 May not be iegoDuced M arM lam wOnw1 perr„sson d am cop"M Owner { (Some reported lengths of time the government's retirement oblig- ranging from three months to one ations: year. ) Some jurisdictions demand similar notice before the manager departs. However, the amount of • The local government pays time involved for each parties' into both ICMA-RC and the notice need not necessarily be regular government pension equal: one county manager stated plan. The agreement states that while the government is that if the manager vests required to give six months notice in the pension plan, he must before termination, he must give return the government's con- only two months. tribution to ICMA-RC. In the event that he does not vest in the government pen- Another way to provide security in sion plan, he retains the the event of termination is to ne- ICMA-RC contribution. gotiate the continuation of bene- fits for a specified period after Two important considerations in termination. One manager reported judging retirement plans are: the that his health, dental, and life percentage of salary contributed insurance would be paid by the by the local government and city for 16 weeks if he is whether the manager must also con- terminated involuntarily. tribute to the plan. On average, cities contribute 9.5% to state RETIREMENT BENEFITS plans, and in the majority of cases, the manager must contribute The majority of managers respond- as well. Other variations on re- ing to the survey are covered by tirement benefits reported include some type of retirement plan. On the following: the surface this seems adequate. However, since the most common • A number of managers have type of plan for city and county their required contributions managers is participation in the to Social Security paid by state retirement system (65.8% their local governments. and 77.6%, respectively), this benefit is one that in actuality • One executive reported that may escape many managers. One when he retires, his medical of the major reasons is that if and hospitalization insurance a manager leaves a state before will be paid for life. vesting has occurred, the benefit is lost. The same principle ap- • Another manager reported re- plies to managers who are covered ceiving 2% of his annual sal- only by local plans. Therefore, ary to allocate as desired. portability is an important con- In his particular case, he sideration for the mobile local allocates it to retirement. government manager. This can be achieved through participation in the ICMA Retirement Corporation 'An ICKA committee is currently studying (ICMA-RC) and other deferred in- the issue of employment agreements. its find- come plans. One manager reported ings will be presented in Compensation 84. the following arrangement which 'rhe percentages reporting do not total 100% because some respondents did not report guarantees him portability of ben— their specific severance clause. ( efits, thus protecting his retire- ment security while minimizing -20CampermUo 01CMA ow.may no be mwod ow r,any lam,.ansa palrwson d ero coon, owns Almost 40% of City Managers Have Some Form of Employment Agreement; Of Those, Half Report Formal Contract ❑ Cities Counties Percent ❑ COGs Responding 100 80 t' 60 40 20 0 Formal Letter of Ordinance or Contract Agreement Resolution i III-21 compensatqn fOICMA 1983 Mav nd be wPr-duceA n any loan w~Ew'"So"of the cop"hl owner Half of City Managers with Employment Agreements Report Formal Contracts Count ie s La's Cities po, 7. of Avg. No. % of A,rg• No. % of Avg- total term rptg. total term rptg• total term rptg. ben. res .(mo.) ben. res -(mo•) be. res Classification 32 42.7 29,0 3 25.0 24.0 Total.. . . . . . . .. . . . . 405 51.2 25.3 Population Group_ 0 0 0.0 0.0 0 0.0 0.0 p 0.0 0• 750 12.0 0 0.0 0.0 3 , Over 1,000,000.- - • - 1 100.0 0.0 00.0 0.0 500,000-1,000,000- - 0 0.0 0.0 3 42.9 42.0 2 66.7 36.0 100,000- 249,999" 250,000- 499,999- . 8 34.8 30.0 6 42.9 24.0 l 100.0 12.0 29 60.4 32.8 10 66.7 29.1 50,000- 99,999.• 67 29.1 2 22.2 36.5 0 0.0 0.0 25,000- 49,999- - 6 40.0 22.5 0 0.0 0.0 0,000- 24,999- . 109 49.. 26'1 0 0.0 0.0 0 0.0 0.0 5,000- 9,999. . 99 .7 23.5 0 0,0 0.0 0 0.0 0.0 2,500- 4,999.. 67 45.3 22.4 0 0.0 0.0 0 0.0 0.0 Under 2,500. ... . . . . 27 61.4 24.5 _ C Geographic Division0 0.0 0.0 0 0.0 0.0 34 52.3 23.0 0 360 0 0.0 0.0 New England.... . . .. 40 38. 1 50. . 8 23.8 12.0 Mid-Atlantic.. . . . . . 2 50.0 24.0 1 100.0 �1s1 91 53.8 25.1 62 52.5 24.4 1 25.0 0.0 0 0.0 D-0 East North Central. West North Central. 39.3 24.5 21 42.0 28.0 0 0.0 0.0 35 South Atlantic. . . .. 5 5 0 0.0 0.0 0 0.0 0.0 East South Central. 27.3 14.21 40.4 23.8 0 0.0 0,0 0 0.0 0.0 West South Central. 2 100.0 18.0 0 . 0.0 29 64.4 21.5 5 50.0 36.0 2 333.33 36.0 Mountain. . . . . . . . . . . 87 30.3 -Pacific Coast. - Cotnpe OrGru M3 M"^O1 w woromucea n wvy form w0whA Pwrason of sr copYr9^r°A"' Letters of Agreement Less Popular Than Formal Contracts in Cities Cities Counties _ COGS No. % of Avg. No. % of Avg. No. % of Avg. rptg. total term rptg. total term rptg. total term Classification ben resp (mo ) ben resp.(mo. ) ben. resp AMO.) Total. . . . . . . . . . . . . . 180 22.8 21.8 24 32.0 15.0 8 66.7 24.0 Population Group Over 1,000,000.. . . . 0 0.0 0.0 0 0.0 0.0 2 100.0 0.0 500,000-1,000,000. . 0 0.0 0.0 0 0.0 0.0 1 100.0 0.0 250,000- 499,999. . 0 0.0 0.0 3 42.9 12.0 2 66.7 0.0 <..: 100,000- 249,999. . 4 28.6 36.0 9 39.1 12.0 1 33.3 24.0 50,000- 99,999. . 10 20.8 25.0 3 20.0 12.0 0 0.0 0. 25,000- 49,999. . 24 21.2 25.7 3 33.3 0.0 1 100.0 0.0 10,000- 24,999. . 58 26.1 20.2 5 33.3 24.0 0 0.0 0.0 5,000- 91999. . 52 26.1 24.4 1 50.0 0.0 0 0.0 0.0 2,500- 4,999. . 25 16.9 15.0 0 0.0 0.0 0 0.0 0.0 Under 2,500. .. . . . . . 7 15.9 20.0 0 0.0 0.0 1 100.0 0.0 Geographic Division New England. . . . . . . . 18 27.7 14.4 0 0.0 0.0 1 100.0 0.0 t Mid-Atlantic. . . . . . . 23 22.3 24.0 0 0.0 0.0 1 100.0 0.0 East North Central. 39 23.1 23.6 2 50.0 0.0 0 0.0 0.0 West North Central. 24 20.3 15.8 2 50.0 0.0 0 0.0 0.0 South Atlantic. . . . . 28 31.5 26.0 18 36.0 15.0 1 100.0 24.0 East South Central. 3 13.6 0.0 0 0.0 0.0 0 0.0 0.0 West South Central. 18 34.6 610 0 0.0 0.0 1 50.0 0.0 Mountain. . . . . . . . . . . 9 20.0 18.0 0 0.0 0.0 0 0.0 0.0 Pacific Coast. . . . . . 18 14.1 34.0 2 20.0 0.0 4 66.7 0.0 III-23 GomperiisatkgR 0 CMA t%3 Mat,not be oeprWuced.n any toren w~perr%Ssa,of ne copyggnt owner 1 Over 40% of City Managers Would Receive Severance �- upon Separation �}�wTK�TLOCOGS SEVERANCE PAiu u70Si N I Citte• 4ounZies x of No. No. % of No. Z of total rptg total rPtg. total TPtg- ben. res ben- Tea 12.5 ben. res 32.6 7 Claasiftcation 856 41 3 TS Total.............. 0.0 0 0.0 Population Group 0 0.0 0 0 O.0 Over 1,000,000..... 25.0 3 21.4 :, , 500,000-1,000,000.- 1 6 71.6 2 9.1 4 23.5 250,000- 499,999.. 1 19 41.7 19 36.0 36.2 1 33.3 100,000- 249,999.. 61 53.5 17 0 0.0 50,000- 99,999.. 48.6 10 `S�6 0 0.0 25,000- 49,999.• 137 43.4 15 34.1 0 0,0 10,000- 24,999.• 261 5 35.7 193 79.3 0.0 0 0.0 5.000- 9.999.. 136 74.2 0 0 0.0 2,500- 4,999.• 47 0 0.0 • 39.2 Under 2.500........ Geographic Division 61 33.0 0 0.0 1 50.00 0.0 New England...... 45.1 1 14.3 0.0 Mid-Atlantic....... 1 7 41.2 0 17722 47.8 36.4 0 0.0 East North Central. 122 48.6 4 2 15.4 Yost North Central- 36.5 50 34.0 0.0 South Atlantic....• 116 0 0.0 0 16 26.2 50.0 1 7.7 Cast South Central. 31.8 West South Centra?. 63 5 31.3 16.7 Mountain.... 136 60 6 22.2 2 Pacific Coast 41.2 CIRCUMSTANCES U2-1:1 WHICH SEVERANCE IS PAID2 Counties _COG* Cities Lvs. Lvs. Lvs. Lv*. Lv*. Lvs. Lvs. Lvs• Lvs. vo1- invol- invol. vol- invol- invol. vol- invol- invol. untar- untar- or untar- untar- or it it vol. untar- untar or 11 it Vol. 71 4 it i1 VOL, 36,4 0.0 28.6 Classification 2.> 7S 7 ...8 4.5 59.1 Total.............. 0.0 0.0 0.0 Population Croup__ 0.0 0.0 0.0 0 0.0 0.0 0.0 0.0 0. Over 1,000.000••••' 0.0 0.0 100.0 0.0 500.000-1,000,000.. 0.0 100.0 0.0 20.0 60.0 20.0 0.0 0.0 100.0 250,000- 499,999.• 0.0 100.0 0.0 (,.0 52.9 47.1 0 0 50.0 50.0 \ 0.0 71.4 28.6 0.0 0.0 100.0 0.0 100,000- 249,999.• 0.0 61.7 38.9 0.0 0.0 50.000- 99,999.. 1.7 84.7 13.6 0.0 60.0 40.0 0.0 49.999.. 0.0 18.5 41.7 0.0 0.0 25,000- 1 2 77:2 25.6 6.3 50.0 0.0 0 0 0.0 10,000- 24,999.• 5 19.2 20.0 40.0 40.00.0 5,000- 9,999.. 3.3 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 2,500- 4,999.• 5.3 72.5 22.1 0.0 0.0 0.0 Under 2,500........ 6.8 68.2 25.0 0.0 0.0 100.0 0.0 CeogT*Phic Division 63 3 37 3 0.0 0'0 0 0 0.0 0.0 New England........ 3.7 0.0 100.0 0.0 0,0 Mid-Atlantic.....•• 0.0 80.6 19.4 0.0 0.0 100.0 0.0 0.0 4.8 77.9 21.2 0.0 0.0 0.0 East North Central. 25.0 25.0 50.0 0.0 0,0 100.0 West North Central. 1.7 76.5 21.8 4.7 66.0 29.8 0.0 0.0 0.0 South Atlantic..... 0.9 77'2 25 9 0.0 0.0 0.0 6.3 75.0 18.8 0.0 0.0 0.0 100.0 East South Central. 61 7 33 3 0.0 0'0 0 0 0.0 100.0 West South Central. 1.8 17.9 0.0 33.7 66.7 0.0 50.0 50.0 Mountain........... 0.0 83.3 16.7 benefits?" Pacific Coast...... 1.6 86.4 would 8 receive severance question read= "Upon • tion, would the manager automatically Survey 4 severance pay in the preceding table. 2Pigures are percentages based on the number reporting III-24 ampe 'a I)iCMA 1983 May nd be,ep,onlKeo M any lona w4t O-A pelno%on of"copYf9hl fib' Three Months Severance the Norm MEAN AMOUNTS OF SEVERANCE AND MEAN SERVICE RE UIREMENTS Type ofV pR1A8NnCE IN CITIES Amount Amount increases decreases Fixed with with Severance Clause amount service service Minimum number of weeks of 8.6 severance pay. . . . . . . . . . . . . . . 11.3 4.2 Number of months service required to 25,1 receive minimum severance pay. . . . . . . 3.6 10.3 Maximum number of weeks of 25.4 severance pay. . . . . . . . . . . . . . . . . . 14.0 Number of months service required to 1.6 receive maximum severance a . 48.4 Note: The percentage of respondents.reporting afixed amount of severance is 88.2% of those reporting severance benefits. The percentage reporting a var- iable amount of severance is 11.8% of those reporting severance benefits. Of those, 81.7% report the amount of severance increases with service; 18.3% re- port the amount of severance decreases with service. nsati 0 ©#CMA IW3 May na a MV06UCae on any tom+w~P*460n of me copr.gM 0WnW MEMORANDUM CITY OF TIGARD, OREGON TO: MAYOR AND CITY COUNCIL SEPTEMBER 14, 1984 FROM: Bob Jean, City Administration G Y � SUBJECT: Hours Worked and Sick Leave Attached are some of my time sheets from the last few months. As you can see, the average hours worked were 60+ per week. That is typical of my work hours over the last three years. While I may take a like amount of time off for hours worked over forty -- "like time" -- I have not; nor do I have any accrued compensatory time for which you would cash me out. Likewise, on Sick Leave, I checked with Finance and I have had 3 days sick leave during 3 years with the City. C C .o ^ v C7 V• N I-3 1- r r l..I N N N O• � n N - C) 10 O `0 OD A O c = K = A C*f D O = M T l \ < J r Z 0 C r H O y � H t•, c c) K ti .. O H p ►� AcG � y v OG Illy�qL v .!_ 9 b .41 q�9 .oma y 3 oy Iv M � 2 y �oqs 9��y sg L M o� 'o •3 y�nq �s r4 A 3 • A M b O x in y0 ell > lu Ln s 1 1 C) H .� b z Oo �o �Y T • V• A • N b � � • W N N � v P r N N N L) m O OD = O 3 O C Cl L Z 1 - U 3 r j m H = m f7 H o z "3 y c Cl .t H Zr 9p v y0 G 3y 9 y ,s a <o9y 9��y c a y0 � ( r rd y o�� O • ;U tT7 / O Crl- H XO c� O O b Z �� `� � \� � ocl � •• V o � O V p• b W N C) m C .O i Z K o n M �o 91 cn Ul o = � f^ � C _ r 2 U 3 y r O z < ►'3 Z (7 =Y M .. O AcG G7 P %v s v OG C'•� AJ, 4 �y .l sg � 3 i b O O e v Gp �1 11 H 11 00 V C i � � .• v r-. k\ 1F N� A W N O N N 00 a+ m N N l 0 li D Z D c � t H z c (7 0 2 H H - H t., o H c� y 9 �� 9•x•0��y H 9 � � � y s �., y- •yam t*f AA ho tn En En 1-4 0 E` H Ory�y�G y' 9 Gds � ►< b > \\ �p o 0 o 1-3 b rM �� - T .o T• _ N N v N t• • O C p O C-a D C� 2 10 co r � O 3 C 2 ~ m O = H p c c=T 9•� 0 yo Of GQs rfy�9L � f[*7 90y i4 z qs4 ��s .J t <09y c y0 `\ r �l Oryx /9 ►yo A �A 3 r 'V a(\ y -pp 9y 'ycO � b O to n o t W _ (r W lav •,� s �^ 3 10 tt --4) �a cn .-. 11 � T � '•3 ''' v G) p \� tt 0 0' o ^' o I*l _ o mOD N 0 OD ►K a = c n An. i o = c �o � v U 3 C r 1� T n ►j C Gl K r o O cG v yo G (t •Qf •rf 9 b C b \ C <I 90 91��s y Al Q 9 3,0 ley ' •lI S� y0 f *-3 p 3 c, 9� M --o fy 70 • M � b O` S� O O • � Q�� 9 Gp K 1 w �iJ V z ; 00 'Vol z o c \ < r . 7 , COUNCIL GROUNDRULES-July, 1984 Communications Between Councilors, City Administrator and Staff -- Councilors are encouraged to maintain open communications with the City Administrator, both as a group and individually in one-on-one sessions... -- Councilors are encouraged to direct inquiries through the City Administrator, giving as much information as possible to ensure a thorough response... -- In the absence of the City Administrator, Councilors are encouraged to contact the Department Head, realizing that the Department Head will discuss any such inquiries with the City Administrator. .. -- Contacts below the Department Head are to be discouraged due to the possible disruption of work, confusion on priorities, and limited scope of response..• -- Everyone needs to recognize agenda cycle and 10-day cut-off...Add-ons to be minimized, and handouts distributed at start of meeting, except Executive Sessions.•. -- Staff will attempt to schedule items assuming the longer timelines or assuming second reading of ordinances.. . -- Don't assume Staff is guilty until proven innocent.. . Communications Among Councilors -- Try to avoid surprises or "plops", especially it they appear intended to embarrass or discredit.. .Councilors and Staff should try to prepare in advance of public meetings and get issues into packets.-- Add-on-Agenda items are not "plops", but should be brought up at start of meeting and generally considered only if continuing to a later agenda is not appropriate.. . -- Councilors are encouraged to suggest agenda topics at the bench or to contact the City Administrator about scheduling an item into the Tentative Agenda. .. -- Requests for legislative action of Council may be initiated by any individual Councilor and responded to by the City Administrator consistent with resources and priorities, or referred to Council as a whole. .. Communications with the Community/General Public -- Councilors and General Public need to be reminded of the Agenda cycle, cut-off dates, general "need-to-know" of how public issues are handled and how citizen input may be accomplished.. . -- "Official" communications should come through City Hall and be provided to the Administrator...Direct submittals or inquiries to the Council or individual Councilors should be referred to the Administration, or Councilors may ask the Administration to look into an issue.• • -- Official "press releases" should be encouraged, both to ensure accurate reporting and to advise Councilors and Staff of the official position Ccommunicated to press...Press Releases are through the Mayor's Office... General -- Councilors are always Councilors in the eyes of the Administration, never simply private citizens.•• -- Information that "affects" the Council should go to Council. The City Administrator is to decide on "grey areas", but too much information is preferable to too little.• . -- If Councilors get involved in labor relations (e.g., employee contacts or public statements) while staff is negotiating, then the process becomes the Councilor's to negotiate... -- Budget cuts mean policy decisions. Budgets will not be cut "piece meal" or "across-the-board", rather should be made in service or program areas, giving Staff full opportunity to provide data clearly defining impact... -- Use Request for Action form for "pothole" problems. Other concerns or items should be set for an agenda by contacting City Administrator or by motion of Council... (RWJ:dc/0049p) t -71 MEMORANDUM f CITY OF TIGARD, OREGON TO: MARK O'DONNELL, CITY ATTORNEY SEPTEMBER 12, 1984 JERRI WIDNER, FINANCE DIRECTOR FROM: BOB JEAN, CITY ADMINISTRATOR 1116&- SUBJECT: STURGIS PROPERTY CLOSING, CONFIDENTIAL PER ORS 192.660 Based on my conversations with Dick Sturgis and Mark O'Donnell, we have reached a tentative agreement on closing dates. Subject to Council approval ,)n September 17, 1984, we have agreed as follows: o The City agrees to close before February 1, 1985, and to forgo potential interest earnings; o Mr. Sturgis agrees to lower the sale price by $10,000 to $540,000; o Both parties agree to close on Friday, September 28, 1984; U Mr. Sturgis's attorney will work with City Attorney Mark O'Donnell towards closing; o City Attorney O'Donnell is fully in charge of the closing arrangements, to be assisted as needed by Finance Director Widner and Executive Secretary Corbet. { (0583p) CITY OF TIGARD OREGON COUNCIL AGENDA ITEM SUMMARY AGENDA OF: /. g [ — AGENDA ITEM N: DATE SUBMITTED: 9-6-84 PREVIOUS ACTION: Acceptance of Cash ISSUE/AGENDA TITLE: Releasin Bond Escrow Agree 6 Compliance Agree. Funds for Cash 6 Escrow Agreements REQUESTED BY: Century 21 Properties 6 , for Centur 21 Properties E ineeri � kf CITY ADMINISTRATOR: DEPARTMENT HEAD OK: INFORMATION SUMMARY E ntractor scompleted the work n the site Century 21 Properties Inc.sanitary sewer. Wearenow able to release from preparation, Performance Bond) in the amount of their Cash Bond Escrow Agreement $34,454.63. We will still be holding $91,045.37. ALTERNATIVES CONSIDERED Do not release monies until all work has been completed and accepted by the City. SUGGESTED ACTION It is recommended that the City Council authorize First Security Realty Services (West) release to C anduryR21 orProperties de pe tc a execute the the�attachedunt of 34,454.63 Release by authorizing the May Authorization letter. (RT:bs/0627P) 1 s i CMOF TIGARD WASHINGTON rOUNTY.OREGON September 6, 1984 Century 21 Homes North Coast Plaza P.O. Box 1408 7160 SW Hazel Fern Rd. Tualatin, OR 97062 RE: Brittany Square No. 2 Gentlemen: In the matter of the original One 1trrdf'eCtThousand Five Hundred 00 ( 125500.00) oommitment betweenCentury 21 Dollars and no/l rvices st Homes, Inc., the city of Tigard, and First Security Realtya Sportion ofethe this is to serve as official notice to allow releasing �\ Letter ous nd FournHundred Fifty--Four amount hereby Dollarsauthorized 63/100 ($34,A54-63)-is Thlrty Four Th The amount to remain entrusted to First Security Realty Services (West) to assure the City that all remaining requirements of said subdivision are One Thousand Forty-Five Dollars and 37/100 completed, shall be Ninet (f91,045.37) This notice shall not be construed itoisullify or alter the merelan authorization terms release of the aforementioned Agreement in any way, :ITY portion of entrusted monies. OF TIGARD, OREGON BY: Hayor BY: City Recorder (RT:bs/0627P) 12755 S.W.ASH P.O. BOX 23397 TIGARD,OREGON 97223 PH:639-4171 H 0 G F 0 E o � p •4 4 O g w a +za a< TIGA RA9 49 VICINI 7-)00' CALE in feet(hundreds) 9 0 g 16 24 o w I z+z< IF \ 11 ' ITS cir elit sY. € S.W. Tsaffift ecsr �� o l) { ilf if I T ' �- tC1/�LI ]] N a� Y Y 11 (R(_I 4-33 I ~ r TIS L _ ` •�_. • (1]4 ASM 1Alm � CT I� f s • gklL • c— ell — _ S.W. 11 i S.W. . ..K' fie. t t •� v t CMS CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ''J AGENDA OF: Sept. 17 1984 AGENDA ITEM #: / , &j DATE SUBMIT TED: Sept. 13, 1984 PREVIOUS ACTION: N.A. ISSUE/AGENDA TITLE: Appoint Agent Of Record PREPARED BY: D. Hartia .✓L ,� ____ REQUESTED BY: _ DEPARTMENT HEAD OK: ADMINISTRATOR: INFORMATION SUMMARY On July 27, 1984 the City invited written proposals to appoint a licensed insurance agont to serve as the city's "Agent of Record". Proposals were received from the following: Jewett, Barton, Leavy & Kern;Alexander & Alexander; Leonard Adams Company; Fred S. James & Co. , of Oregon; Carroon & Black of Oregon and Insurance Associates, Inc. The Assistant Finance Director contacted Lynn Wakem, an insurance consultant and former member of the City Council. Mr. Wakem indicated he would be willing to assit the City in evaluation of proposals for Agent of Record at no cost to the city. A review of the materials with Mr. Wakem and based on his advise it is our recommendation that the City designate the Leonard Adams Co. as the Agent of Record for thee years as provided in the O.R.S. ALTERNATIVES CONSIDERED Consider: 1. Leonard Adams Company 2. J.B.L. & K. Insurance 3. Alexander & Alexander 4. Go out for bid SUGGESTED ACTION Recommend motion to appoint Leonard Adams Company as city insurance "Agent of Record: through October 1, 1987. dh/0593F RECEIVED SEP 13 1984 September 13 , 1984 CITY OF TIGARD Mrs . Doris Hartig Cityof Tigard P.O. Box 23397 Tigard , Oregon 97223 Dear Doris : Thank you for the opportunity to assist the City of Tigard it their search for an Agent of Record. In addition to the minimum requirements requested by the City of Tigard ' s Enclosure A , the applications were reviewed with particular emphasis on the following: 1) . personnel qualifications t 2) . public entity account experience 3) . location of office & personnel 4) . marketing approach to placement of insurance 5) . risk management proposal Based on these criteria , the most qualified applicants appear to be: 1) . Leonard Adams Company 2) . J . B. L . & K. Insurance 3) . Alexander & Alexander I would be pleased to answer any questions that you may have . Best Regards , Lynn R. Wakem C CITYOF TIGARD July 27, 1984 WASHINGTON COUNTY,OREGON The City of Tigard is inviting written proposals in order to appoint a licensed insurance agent to serve as the city's "Agent of Record". Written proposals should outline the scope of service that your firm could provide. The general scope of services expected are: 1. Prepare specifications for entire insurance program and submit to Administration for approval. When specifications of insurance thhattof meetR ecord deliver these is to solicit competitive bids and dp specifications to the City. 2. Coordinate coverage between all departments to prevent duplication or gaps in coverage. In addition,bcoverages should be est and most current contitually checked to assure that the account is kept in 3. Prepare statements of value for buildings, equipment, and yard properties with values to be supplied by the city. 4. At the beginning of each calendar year, the City requires a budget letter for hat estimated premiums twill be required for the next fiscal year. This requires a study to project new total property values, including any completed construction or contemplated acquisitions. Based on this study and a survey of current market trends a total premium is projected. an 5. The Agent of Record is required to prepare nual inform tionfor rel relative delivery newtor City Council. This report to include any p term of polies and changed coverages, companies, he°Insurance Ser ice office or heicInsurance deductibles. New rulings by t Commissioner may also be included. 6• Maintain an adequate claims record to show number and type of claims, dollar open claims. These amount of paid claims, total dollar amount of reserves on records should bavailable included inthe theCity annual report to the Council annual totals for each policy year should be 7. The Agent of Record will be required to comply with all applicable Equal Employment Opportunity laws and regulations and not discriminate with regard to race, color, creed, sex, or national origin. Your proposal should respond to the questions posed on Enclosure A and must be received no later than August 17, 1984, at the office of the Purchasing Agent, City of Tigard, PO Box 23397, Tigard, OR. 97223• to provisions of OAR The City will appoint the Agent of Record according 127-10-140. The City reserves the rigt alrcontacteject nme at 639-417y proposals. Should you have any questions regarding this pr op Sincerely, - - Doris Hartig Purchasing Agent 71 (DH:pl/0517F) 12755 S.W ASH P.O. BOX 23397 TIGARD,OREGON 97223 PH:639-4171 ENCLOSURE A The following questionnaire will be used by the City of Tigard to select the "Agent of Record" judged to be the most technically and professionally capable of rendering effective services to the City. The following minimum requirements must be met by any agent submitting a proposal: 1. The agent or agency must be licensed in the State of Oregon and shall be in good standing. 2. The agent or agency must have been in business as a firm for five years. 3. The agency must maintain an office in the Portland Metro area. 4 The agent or agency shall have had at least inland n years marine and statutory experience in r the insurance fields of fire, casualty, nd coverage. The experience should preferably include writing insurance for public agencies, particularly cities. 5. The agency shall maintain an office consisting of at least two agents licensed by the State of Oregon, together with a trained office staff. 6. The agent or agency shall designate or assign personnel to field questions and assist city staff who need help with city accident coverage or loss adjustments. 7. The agent or agency shall furnish satisfactory evidence that he carries an Errors and Omissions Policy to a minumum of not less than $1,000,000- 8. The method which the agency proposes to be compensated. (pH:pl/0517F) • 1 CITY OF TIGARD AGENT OF RECORD APPLICATION if Please complete the following items you desire to be considered for appointment as the City's Agent of Record for casualty, property and statutory bond insurance. 1. Name of agency:,,_. 2. Address: 3. Telephone number: 4. Number of companies represented? 5. Do you have exclusive ownership of expirations of all policies written by or through your agency? ce in writing public insurance programs. 6. Please attach a resume of experien 7. Name of company with whom agency carries errors and omissions. Limits: Coverage: Amount of deductible: signature: (DH:pl/0517F)