Resolution No. 71-22 CITY OF TIGARD
(' RESOLUTION 71-
RESOLUTION ADOPTING BY REFERENCE AN ADMINISTRATIVE POLICY BOOKLET
ENTITLED "PERSONNEL Gunn TIGARD" ESTABLISHING WORK RULES AND
REGULATIONS, VACATION, SICK LEAVE, HOLIDAY AND MISCELLANEOUS
BENEFITS, AND GRIEVANCE PROCEDURES FOR EMPLOYEES OF THE CITY OF
TIGARD.
WHEREAS, Ordinance 65-29 establishes the office of City
Administrator and empowers that office to be the chief personnel
officer of the City; and
WHEREAS, an administrative policy manual has been developed
to serve as a guide for the administration of city personnel
matters;
NOW, THEREFORE,
BE IT RESOLVED, the Tigard City Council hereby adopts by
reference the administrative policy manual entitled "Personnel
Guide Tigard" a copy of which is attached and made a part he.-of.
DATED at Tigard, Oregon, this ,U&L,day of octob, 1971.
�ItLU" t7 �
marar city
or Txgara
ATTEST:
My eco er -- o gn
RESOLUTION NO. 71-.22_
TABLE OF CONTENTS
Page
Introduction
Section A - DEFINITIONS
1 - Permanent Employees l
2 - Probationary Employees 1
3 - Full-Time Employees 1
4 - part-Time Employees l
(a) Regular Part-Time Employees 1
b Other Part-Time Employees 1
5 - Classification/Pay Range 2
Section B - WORK SCHEDULING
1 - General Policy Statement 2
2
2 - Work Week
2
3 - Work Day
2
4 - Holidays - 3
Section C - EMPLOYMENT & COMPENSATION
3
1 - Hiring _ 4
2 - Merit Advancement
3 - Promotion
A, ir 4 - Acting Appointments 4 - 5
5 - Classification 5
6 - Pay Days
Section D - EMPLOYMENT BENEFITS
1 - Vacation 5 - 6
((a) Accumulation of Leave
(b) Eligibility & Permission to Take ®station 6
Leave 6
(c) Terminal Vacation Leave 7
2 - Sick Leave
Ia) Approved Reasons For Granting of Sick Leave 8
b Procedure to Claim Sick Leave 8
c Review of Sick Leave 8
d Official Record of Sick Leave
L
Lj
Table of Contents Page 2
Page
3 - Other Time Off 8
(a) Compensatory Time - Overtime 8
ib) Emergency Overtime 8 _ 9
c) Civil or Religious Leave 9 - 10
d) Leave of Absence Without Pay 10
Section E - CHANGE OF EMPLOYMENT STATUS
1 - Transfer 10
2 - Demotions 10
3 - Suspension 10
-
4 - Reinstatement 11
5 - Termination
6 - Lay-Off12 - 12
7 - Retirement 12
Section F - DISCIPLINARY ACTION GRIEVANCE PROCEDURES
t 1 - Grounds for Disciplinary Action 12 - 13
2 - Procedure for Disciplinary Appeals 14
3 - Procedure for Expressing Grievance 14
Section G - TRAINING
V' 1 - Academic Credit and Reimbursement 14
2 - Procedure for Applying for Reimbursement 14 - 15
Section H - OUTSIDE EMPLOYMENT
1 - Requirements 15
2 - Application Procedure 15
Section I - MISCELLANEOUS INFORMATION
;i
1 - Reimbursement of Expenses 15
2 - Travel on City Business 15
a) Reimbursement 15
b) Per Diem 15
c Travel
d Use of City16
iVehicles 16
e Use of Personal vehicle 16
f Taxicabs, etc. 16
g) Registration 16
h) Documentation 17
WAdvances 17
3 - Unauthorized Purchases 17
4 - Public Relations 17 - 18
5 - Revisions to This Manual 18
a CITY OF TIGARD
PERSONNEL GUIDE
INTRODUCTION to ees on matters
This document is intended as a guide to
It explains work regula-
to P
concerning their employment with the City, trative policies.
tions and rules, benefits and general Adminis
ations
un-
re wilinterprets
As is the
need forhmost exceptionss oMattersre9uirinSAdministra-
doubtedly
btion, waiver orf orjconsiderationd be submitted to the City
for in writing
{A A. DE:FINIITIONS
T EMPLOYEES - Employees who have successfully
1' P'-O U a pro atl.onary period of six monthsandspecified classification and compensation have been
{: the budget,
tLOYEESo ees whose performance
sj 2 PuTg IOng heRY�i_rst 8 x months of their employment are sub-
ject to the scrutiny
of the City Administrator or
appropriate Department Head to determine suitability or
appro P
permanent employment,
FULL,-TIME EMPLOYEES - Persons regularly employed by the
3° o are compensated by a monthly salary established
City,
by Ordinance=
' 4, PART-TIME EMPLOYEES -
+� to fees - Each person who is
(g) Regular Part-Time Ey an fixed regular schedule and
sag employed by the City works not less than 20
who regularly and normally
hours each week and is compensafixed by the
rdianance. A
portion oarthtimenemployeeawill earn vacation and
regular p proportional to the hours worked,
> . sick leave at a rate
and will be paid for holidays Iniaddition,nsuch re
gularly scheduled work days,
? employees will be entitled to participate in the
s Cityos Medical and Life Insurance Plano
the
(b) Other Part-Time Employees - Personloempgos �l receive
City on an hourly bas so Such employees vacation
benefits from the City,
no fringe including
and sickleaven The employee may not join the City's
b' Group Insurance Plan.
C
5. CLASSIFICATION/PAY RANGE - A merger of the current city
pay plan and a job description. Each department head is
responsible for establishing and.:me-1sing.current a job
description defining standards, objectives, and job
knowledge required of persons filling each classification,
The City's pay plan provides for comparable salaries for
comparable work. It is reviewed antmally and adjusted
to maintain comparability with posstions in other
jurisdictions and private industry in the area.
B- WORK SCHEDULING
1. GENERAL POLICY STATEMENT
Every employee shall perform such services as may be
directed by the City Administrator or authorized Depart-
ment Head even though the work may be of a different
nature or in a different department from that in which
the employee is normally engaged,
2. WORK WEEK
w
A normal work week shall consist of not less than 40
i} hours as scheduled by the Department Head.
3. WORK DAY
' A normal work day shall consist of not less than 8 working
hours, including 2 coffee breaks as scheduled by the
Department Head, Lunch and coffee breaks are to be
arranged with the immediate supervisor. When an employee
travels from one location to another for eating purposes,
5 the total elapsed time for travel±ng and eating, shall
` not exceed the authorized lunch period.
r
4. HOLIDAYS
Sa) January 1 - New Years Day
(b) May 30 - Memorial Day
c Julys 4 - Independence Day
d First Monday in September - Labor Day
e) November 11 - Ve-e:an's Day
f)) Fourth Thursday in November - Thanksgiving Day
g) December 25 - Christmas Day
h A Holiday declared by order of Mayor, Governor, or
President.
Applicable holidays shall be scheduled on Mondays or
Fridays to coincide with established State of Oregon
r Holidays.
!L�
A - DEFINITIONS
." Page 2
® Employees required to work on all or any of the above
listed holidays shall be entitled to one eight hour work
Cday added to their annual vacation for each holiday
worked plus one additional eight hour work day.
i
C. EMPLOYMENT AND COMPENSATION
' 1. HIRING
All hiring will be at the first pay step in the employees
classification/pay range, unless a higher rate has been
authorized by the City Administrator. The relatives of
employees, elected, .or appointed officials, shall not be
' hired.
Prior to employment a prospective employee shall be
finger-printed, back--ground checked, and shall undergo
a pre-employment physical checkup by a City approved
licensed physician at City expense.
Employees may be required to hold a valid driver's
license. j
Unless otherwise directed, all Department Meads are �
designated as nAppointing Officials", for their respective
departments and are empow3red to fill any vacant, author-
, iced positions, subject to applicable ordinances, and
the approval of the City Administrator,
2. MERIT ADYANCENLNT
All advancements shall be subject to a written employee
evaluation, by the Department Head to the City Administra-
tor, certifying that the employee had been doing satis-
factory work, and was making normal improvement in the
ability to carry out his job assignment.
Probationary employees may be advanced to permanent
status and the next pay step in the p u.Loyeels
classification/pay range on the first or sixteenth day
of the month following the completion of six month's of
satisfactory service. A new employee doing unsatisfactory
work should be terminated on or before the end of the
probationary period. E:
Advancement of permanent employees to higher pay steps
' shall not be automatic, but may be made to the next pay
step in the employee's classification, on the first or
the sixteenth day of the month, following the completion
of twelve months of satisfactory service and progressive
performance improvement in the current step. It is
f
B - WORK SCHEDULING Page 3
F..
I
expected that each department will set performance goals 4
which, while fully attainable represent a high standard.
f 3. PROMOTION
e^ Authorisation for promotion to a higher classification/
pay range shall be subject to a written recommendation
by the Department Head to the City Administrator. Pro-
motions will be made from the aemployee's current pay step
to the same pay step in the higher classification/pay'
range. However, no promotion shall exceed a tot81 of-
two pay steps, without specific authorisation of• the `
City Administrator. A newly promoted employee will be
subject to a probationary period for at least six months
before being eligible for a merit advancement to the
next higher pay step.
4. ACTING APPOINTMENTS
Appointment of non-supervisory personnel to a super-
visory position may be made on an acting basis to fill
a temporary vacancy. An employee holding an acting
position shall be entitled to a pay :,rcrease not to
exceed a total of two pay steps from his current pay
step for the duration of his acting appointment.
Vacancies in a position caused by resignation, dis-
charge, or leave of absence may be filled by an acting
appointment for a period of 60 days. The department
head shall be required to have the City Administrator's
approval for extension of an acting appointancy while
a permanent appointee is sought.
5. CLASSIFICATION
All employee positions shall be classified as either
"Supervisory" or "Non-Supervisory".
' It shall be the responsibility of the appropriate '
department head to maintain current job descriptions
of all classifications as they relate to their
respective departments.
Supervisory positions are:
' 1. Assistant Planner
2. Building Official
City Administrator
4. City Engineer
5. Engineering Technician II
6. librarian
7. Planning Director
C - E39WYMM AND COMPENSATION Page 4
F
f
8. Police Captain
9. Police Chief
10. Police Sr. Agent
11. Police Sergeant
12. Public Works Director
13. Public Works Superintendent
14. Recorder-Treasurer
15. Sewerage Treatment Plant Supervisor
Non-Supervisory positions are:
1. Accountant
2. Accounting Clerk
3. Clerk Typist
4. Clerk Stenographer
5. Engineering Technician, I
6. Foreman
7. Laborer
8. Maintenance Man, I
9. Maintenance Man, II
10. Matron Dispatcher
11. Mechanic
12. Plan Checker
13. Police Agent
14� Police Officer
15. Sewerage Treatment Plant Operator
e16. Zoning Inspector
At such time new positions are created, the City Council
shall determine whether or not they are to be classified
as Supervisory.
6. PAY-DAYS
" All monthly and hourly employees shall be paidon the 5th
and 20th day of the month. When the 5th or 20th day
falls on a Saturday, Sunday, or holiday, pay checks will
be issued on the previous Friday or work day.
D. EMPLOYMENT BENEFITS
1. VACATION
(a) ACCUMULATION OF LEAVE
Each regular full-time employee shall accrue
time off vacation leave, accordance witrmhtihesive
following schedule:
C - EMPLOYMENT AND COMPENSATION Page 5
iYEARS OF DAYS OR EQUIVALENT MONTHLY ACCRUAL
E CONTINUOUS SERVICE HOURS OF LEAVE ANNUALLY IN HOURS
C O thru 1 year 10 days 80 hours 6 2/3 hours
2 thru 5 years 12 days - 96 hours 8 hours II
6 thru 10 years 15 days - 120 hours 10 hours
11 thru 15 years 18 days 144 hours 12 hours
Over 15 years 20 days - 160 hours 13 1/3 hours
One additional day of vacation shall be added to the
vacation accumulation of any employee who completes
twelve consecutive months of service without absence
due to illness or other physical conditions..
The first working day of each calendar year, the
vacation accumulation of each employee shall be
reviewed with respect to the maximum limits An- f
employee shall not accrue more than one year's
vacation time, without approval of the City Ad-
ministrator. It shall be the responsibility of the
employee to initiate action for such approval. The
maximum vacation accrual, shall not exceed 2 years
accumulation,
(b) ELIGIBILITY AND PERMISSION TO TARE VACATION LEAVE
Vacation leave time shall not be available to any
employee until he shall have worked for the City a
minimum of six calendar months. Vacation leave
r may not be granted or taken in excess of the
accumulated time, posted to the employees vacation
account, on the date he departs on lealr:-
e Permission from the appropriate Department Head
must be obtained by each employee prior to taking
vacation leave, It is the responsibility of the
Department Head to report the hours taken for vaca-
tion to the City Recorder.
Permanent employees working less than full time
shall be eligible to accrue vacation time at a rate
proportional to a normal 40 hour week.
(c) TERMINAL VACATION LEAVE
1. Resignation - Upon the effective date of termipa-
{� tion of employment, the employee shall be
■� entitled to regular compensation for any earned
vacation time accumulated to date.
D - EMPLOYMENT BENEFITS Page 6
This terminal vacation pay shall be forfeited
should the employee fail to give at least a two
week notice, in writing, to his Department Head
of such resignation.
2. Discharge - Any permanent employee who is dis-
charged from employment shall be entitled to
regular compensation, for any earned vacation
time accumulated to date.
2. 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 an absence.
It is also intended to provide an employee with the
assurance of pay in order that he may stay away from the
job to avoid exposing other employees to his illness.
it shall be the employee's responsibility to maintain
good health; this includes seeking competent medical
attention, in the event an illness lasts longer than
three or four days as well as periodic physical check-
ups to detect potential illness or to control chronic
health problems.
(a) APPROVED REASONS FOR GRANTING OF SICK LEAVE
Sick leave shall not be accrued but shall be ad-
ministered on an honor basis. Continuation of pay
during an absence will be granted for the following
reasons:
lrZL
(1) Absence due to injury received on the job. Sick
leave pay shall be used to compensate for the
difference between Workman's Compensation Insurance
and full pay.
(2) Personal illness or physical incapacity resulting
from causes beyond the employee's control.
(3) Forced quarantine of the employee in accordance
with State or Community Health regulations.
(4) Not to exceed six days for the death of member
"Immediate Family"
of the immediate family.
include only: Mother, Father, Sister, Brother,
° Spouse, Children, Father-in-law, Mother-in-lawn
Page 7
D - EMPLOYMENT BENEFITS
C,
C
fII
(b) PROCEDURE TO CLAIM SICK LEAVE
Continuance of pay during the absence from duty due
to sickness or other approvea reasons, shall depend
upon compliance with the following procedure:
(1) On the first day of his absence from duty, the
employee, or someone on his behalf, shall give
to his Department Head notice by telephone, or
' otherwise, the reason for such absence.
(2) Within 36 hours after his return to duty, such
employee shall fill out and file with the
' Department Head a written report and request
for approval such absence as sick leave.
' (3) Requests for approval of periods of absence for
sick leave in excess of five working days must
be accompanied by a Doctor's certificate or
satisfactory authoritative proof of sickness or
injury.
(c) REVIEW OF SICK LEAVE
An employee continuously or nearly ontinuo be
absent for an extended period of time shall
' interviewed by his Department Head and the City
Administrator, to assure that proper medical attention
Is being administered.
' (d) OFFICIAL RECORD OF SICY, LEAVE
There shall be maintained by the appropriate official
' as a part of the personnel records, an accurate and :
permanent record of approved sick leave for each
permanent, regular employee.
3. OTHER TIME OFF
(a) COMPENSATORY TIME
Non-Supervisory personnel shall be compensated at
a rate of one hour off duty with pay for each hour
rendered in excess of 40 hours per week or 8 hours
per day (except personnel scheduled to work ten hour
days). Such compensation shall only apply to hours
scheduled in advance or hold-over time not to exceed
4 hours on any day.
(b) EMERGENCY OVERTIME
Emergency overtime wages will be allowed to Non-
Supervisory Personnel in all departments, as pro-
vided for herein.
Page 8
D - EPIPLOYMENT BENEFI'T'S
(1) Emergency overtime shall specifically not include , f
overtime scheduled in advance, or hold-over f
overtime except as to the portion of such over-
time in excess of four hours per day.
' (2) An emergency shall be only when so declared by
the Administrator, and generally is intended to
include services rendered where the personnel
are called from their homes to service an
emergency.
(3) The Administrator shall declare whether compen-
sation for such emergency overtime shall be
compensated for by wages or by compensatorryy
leave. In either case, the rate will be l�
times the normal hourly compensation, for each
' hour of emergency overtime services.
(4) All compensatory leave shall be scheduled by y
' the Department Head.
(5) When wages are paid for overtime, for less than
t
' a pay period, such wages shall be computed by
using a wage conversion table as provided in
the current City of Tigard Budget. g
(c) CIVIL OR RELIGIOUS LEAVE
Necessary leave at full pay shall be allowed by the
' CJ.ty Administrator to permit any employee toroeport
for duty or to serve as a member of a jury, o
exercise any civil duty provided by law.
Each employee who is granted such Civil Leave and
who receives compensation for the performance of
such duty shall be paid by the City for the time he
' is so absent only the amount of the excess of his
regular salary, over the compensation so received
for Civil Duty.
' Every employee, upon completion of Civil 'Duty Service
and receipt of compensation for the rendition of
such Civil Duty Service shall report in writing to
' the City Recorder, dates and periods of such absence
from regular duty with the City, and the amount of I'
compensation received. It shall be the duty of the
Payroll Officer to make the necessary adjustment and
deduction from the next pay of such employee.
A leave of absence with pay may be granted for the [
purpose of observing or attending religious services e
i
i
Page 9
D - EMPLOYMENT BENEFITS 4
for holidays of major theological importance. A
verbal or written request must be made to the
appropriate Department Head prior to taking such
leave, and is subject to his approval.
(d) LEAVE OF ABSENCE WITHOUT PAY
If, in the opinion of the City Administrator, it
would be to the interest and welfare of• the City,
he may grant a leave of absence without pay for a
' period not to exceed six months. No leave without
pay may be granted to any employee for personal
gain or profit.
A written request for leave-of-absence, approved
by the Department Head must be submitted to the City
Administrator at least two weeks prior to the
effective date of absence, explaining in detail, the
data relative to the request.
-' l No leave without pay will be granted to any employee
until the employee has first utilized all earned
and un-used vacation time, heave of absence time
l without pay shall not accrue vacation leave, nor
will the employee be eligible to receive city
benefits, however, upon the employee's return to
city employment he shall retain all previous
longevity benefits,
Reinstatement is dependent upon the availability of
a position vacancy for which the returning employee
is qualified. The salary determination will be
based upon the specific position filled.
E. CHANGE OF EMPLOYMENT STATUS
( 1. TRANSFER
A qualified employee may apply for any vacant position.
Transfer shall be made with the approval of the respectise
` Y Department Heads.
2. DEkOTIONS
" - Employees may be demoted for disciplinary reasons, inability
to accomplish work, or upon written request. Demotion
must always be to a position for which the employee is
qualified. Written notice of the demotion will be given
to the employee within three days prior to the effective
date of demotion.
h
D - EMPLOYMENT BENEFITS Page 10
3. SUSPENGION
Department Heads, or appointed supervisory subordinates
with approval of the City Administrator may suspend an
employee from his position at any time for disciplinary
purposes. Suspension without pay shall not exceed thirty
. calendar days, without the authorisation of the City
Administrator.
4. REINSTATEMENT
With the approval of the Department Head and the City
Administrator, a permanent or probationary employee
who has resigned, may be reinstated within one year of
the effective date of resignation to a vacant position
in the same or comparable classification. No previous
benefits or compensation may be claimed by the employee.
5= TERMINATION
Employees must submit written notice of intended
resignation at least two weeks prior to the effective
date of resignation. Upon the effective date the
Cemployee ceases to be an employee of the City, but shall
receive payment for all earned vacation leave, which
has not been used or forfeited for failure to claim.
If the employee fails to give his Department Head written
notice of termination at least two weeks before the
effective date, the pay for terminal vacation leave
shall be forfeited.
The City Administrator shall be notified when any
Supervisor intends to discharge an employee. All De-
partment Heads shall be required to document employee
performance with appropriate personnel evaluation forms
and such reports shall be maintained in the employees
personnel file. An employee to be discharged because
of unsatisfactory performance shall have in advance,
notice from the Department Head through a copy of the
performance evaluation. All discharged employees shall
be given an exit interview with the Department Head to
further understand the reasons for discharge.
All terminated employees will be required to return to
city all issued equipment, including keys, identification
cards, work clothes, and other equipment purchased from
city funds. The Department Head will be responsible for
notifying the City Recorder when all equipment has been
returned, at which time, the Payroll Clerk will be
authorized to issue the final pay check through the EE
l
Department Head. P
C�
E - CHANGE OF EMPLOYMENT STATUS Page 11
The sum to be paid for terminal vacation time shall be
computed by using the wage conversion table based on a
sum equal to the employee's regular rate of compensation.
A personnel action form signed by the Department Head,
City Recorder and City- Administrator, shall be submitted
to the Payroll Clerk for such employee as soon as possible
before the effective date of termination.
6. LAY-OFF
' Employees may be laid off because of material change
in duties, organization or shortage of budgetary funds.
The employee shall-.be•'notified in writing of such lay-
off, ten working days before effective date of lay-off.
The employees name shall be placed on an appropriate
=" re-employment list, if his employment has been satis-
factory.
7. RETIREMENT
s�. ■ The general policy of the City of Tigard is to regard
age 65 as retirement age, except for Police Personnel
who retire at age 60, Review and extensionz may be
granted by the City Council, upon recommendation by
the City Administrator, This policy shall coincide with
the City's reti.rement' plan currently in effect.
F. DISCIPLINARY ACTION AND GRIEVANCE PROCEDURES
The disciplinary actions which may be taken in order of
severity are: Discharge, Demotion, Reduction in Pay,
Suspension, Delaying an-Advancement, Written Reprimand,
Oral Reprimand, or any appropriate combination of these.
1. GROUNDS FOR DISCIPLINARY ACTION
The following is a list of examples of grounds for
disciplinary action:
(a) Improper conduct or action both in the employee's
official capacity as well as non-official actions,
which tend to bring the City service into discredit
or which tends to affect the employees ability to
perform his official duties.
(b) The improper use of his position as an employee
for his personal advantage.
(c) One or more days of absence without approved leave,
tardiness, or abuse of sick leave benefits.
E - CHANGE OF EMPLOYMENT STATUS Page 12
® �-?fir'^-,--,�u-;-,--r-- .._,. •-�.-.r- _._...,_
(d) Willful violation of any of the provisions of
Federal, State or City Laws or Ordinances.
(e) Consumption of intoxicating- liquor or use of
narcotics or other illegal drugs during the work
day, or reporting to work under the influence of
intoxicating liquor or narcotics.
(f) Gambling for money or articles of value during the
work day.
(g) Use of City tools, equipment, or vehicles for
private or personal purposes.
(h) Abuse or gross negligence in the care or operation
of City tools, or equipment.
(i) Offensive conduct, or language towards the public
or fellow City employees or Officers thereof,
(j) Immoral conduct.
(k) Being adjudged guilty of a crime involving moral
interpretude or infamous or disgraceful conduct.
(1) Discussion of confidential city business or
information with unauthorized persons,
(m) Refusal to report to an official call during an
ry emergency.
l
(n) Continued and persistent refusal to pay just debts
or to make reasonable provisions for the future
r payment of such debt.
rt
(o) Violation of safety practices or policy.
(p) Outside employment not specifically authorized.
(q) Acceptance of gratuities or use of city office
or position to pressure a contribution, response,
or action by some other person or organization
for purpose not connected with legitimate city
business.
(r) Inefficiency, incompetence, insubordination,
indolence, malfeasance, misfeasance, or other
similar unfitness to render effective service.
The foregoing list is merely illustrative and not all
inclusive. In all cases of disciplinary action, the
!= City Administrator has final authority.
�3
F - DISCIPLINARY ACTION AND GRIEVANCE PROCEDURES Page 3.3
2. PROCEDURE FOR DISCIPLINARY APPEALS
t' Employees may submit to the City Administrator in writing
a statement, protesting any disciplinary action taken
against them. The statement must-be received no later
-than ten days from the date of the action, and must
contain an explanation of the matter, setting forth
the grievance and their reason for- such grievance.
The City Administrator shall review such appeals and
notify the employee of his decision, within five
working days.
3. PROCEDURE FOR EXPRESSING GRIEVANCE
For grievances pertaining to other than disciplinary
action, employees are urged to seek verbal conference
with their most immediate Supervisor. If this procedure
does not result in an acceptable solution, he shall
discuss his grievance with his Department Head. If
this procedure does not produce an acceptable solution,
the employee may submit a written statement to the
City Administrator. The City Administrator shall reply
to such grievance within five working days, and the time
limit may be extended upon mutual agreement of the
employee and Administrator. Employees shall have
freedom of reprisal, for use of the grievance procedure.
G. TRAINING
1. ACADEMIC CREDIT AND REIMBURSEMENT
Employees may receive reimbursement from the City for
50% of the employee's cost of books and tuition, upon
completion of job related courses, with a grade of C
or better or "passing" (where no grading system is used),
as approved by the City Administrator. Employees who
have benefited from this program must remain employees
of the City for one year following completion of the
course. Termination of employment for any reason before
that time, shall cause the amount of reimbursement to
be deducted from the employees final pay check.
[' 2. PROCEDURE FOR APPLYING FOR REIMBURSEMENT
Employees who wish to take courses which they feel will
benefit their employment with the City, should obtain
a course title and descriptic,a from the respective
institution and submit it in writing to the City Admini-
strator at least 15 days prior to the dead-line for
F - DISCIPLINARY ACTION AND GRIEVANCE PROCEDURES Page 14
a _agistration for the course. The Admiriistrator shall
return written notice of his decision within ten days
after receiving the application.
H. OUTSIDE EMPLOYMENT
1. REQUIREMENTS
t✓
No employee of the City shall engage in any outside
activity or occupation for compensation withoutprior
approval of the City Administrator. I•n all cases, the
City Administrator shall consider the effect-of the
outside employment on the image of the City, and on
the employees ability to carry on his City work
assignment.
[� 2. APPLICATION PROCEDURE
l.�
Applications for outside employment must be submitted
in writing to the City Administrator, stating the
nature of the work and assurance of its appropriate
nature. The City Administrator shall make reply to
such request within ten days of receipt.
EI. MISCELLANEOUS INFORMATION
C1. REIMBURSEMENT OF EXPENSES
Claims for reimbursement of expenses will be itemised
on forms provided for by the City Recorder. Claims
shall be documented with receipts and approved by the
Department Head and City Recorder.
L97 Items under $10.00 may be reimbursed from Petty Cash.
Such items may include materials,- supplies, lunches,
f( parking, etc.
L An employee who is required to use his private vehicle
in the daily discharge of City business shall be
compensated at the rate of $.10 per mile.
2. TRAVEL ON CITY BUSINESS
(a) REIMBURSEMENT
6 It is the policy of the City of Tigard to reimburse
officers and employees of the City for expenses
incurred in extended travel while on official city
business. When employee's duties require absence
from the City for eight hours or more, a Travel
Expense Authorization Form shall be approved before
US departure.
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I' (b) PER DIEM
e- Any officer or employee traveling on City business
l k shall receive in addition to his transportation and
lodging expenses, a per diem allowable of $12.00
each day, or fraction thereof, actually spent on
city business for each programmed day ofa conference
or meeting and for time spent in travel. -- Except
.that per diem for travel -shall not exceed one day
each way. The purpose of the per diem is to cover
ordinary expenses, such as meals, refreshments,
tips, etc.
e (c) TRAVEL BY AIR
All travel on city business outside an area of 200
c miles of Tigard, shall be by air (Economy Fare),
unless the City Administrator approves another mode
of transportation. Tickets will be purchased through
the office of the City Recorder.
z (d) USE OF CITY VEHICLES
A City Gasoline Credit Card shall be used. Any out
of pocket expenses incurred in operating the vehicle
such as parking, tolls, and emergency repairs shall
be reimbursed.
(e) USE OF PERSONAL VEHICLE
If a be madpersonal
nvehicle
s
eonthebasisof $.10 used,e
per mile reimbursement shall
forthefirst
400 miles and 96.08 thereafter. Or the cost of air
Ell
travel (Economy Fare), whichever is less.
(f) TAXICABS, ETC.
If travel is by air, reimbursement shall be made
for transportation between the airport and hotel.
(g) REGISTRATION
Reimbursement shall be made for the registration
fee for any approved conference or meeting. Whenever
possible, a copy of the Notice and Program for the
conference should be attached to the travel expense
authorization form.
E
I - MISCELLANEOUS INFORMATION Page 16
(h) DOCUMENTATION
Receipts must be presented upon return for all
expenditures not covered-by the- per diem. When`
receipts are not available, a statement of expense
may be presented.
(i) ADVANCES
' �- Travel advances may be granted, with the approval
of the City Administrator,
3. UNAUTHORIZED PURCHASES
Purchases made by City employees without :proper approval
of the Department Head or Supervisor shall become the
liability of the purchasing employee. All purchases
must be made with a requisition and purchase order,
4. PUBLIC RELATIONS
City employees are usually required to meet the general
public in connection with their normal duties, or during
off duty hours in social circumstances. To most people
these employees represent the Mayor, the Council, the
City Administrator and the City of Tigard. As a result,
(( anything but the best behavior on the employee's part
rl_ may adversely affect the image of the entire organization,
including the tax payers opinion of "City Hall". There-
fore, it is necessary for all City- employees to be
courteous and considerate, to everyone with whom they
come into contact, whether on the job or off. And,
E whether the person you come into contact with is angry
or friendly. Telephones should always be answered with
a friendly "Good Morning or Good Afternoon, City of
Tigard, May T help you?". Persons greeted at the counter
or in an office, should be given a friendly welcome
and asked how we might assist them. In all cases,
friendliness and a willingness to help should be erhibited
during telephone calls, in letters, and in person-to-
person conversations, while at the same time being as
brief and concise as possible.
Of additional importance is the continual awareness
l of the need for economy. The City is more than just a
business organization utilizing resources to produce
service. It is charged with expending revenues derived
from the tax payer, for the tax payers benefit, which
requires discretion on the part of the employee to
maintain harmony between the public and City Hall.
I - MISCELLANEOUS INFORMATION Page 17
V
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. It is
r difficult to say now many negative votes have been cast
by tax payers who have witnessed public employees
I wasting -time, or needlessly wasting materials and
supplies. Maximum effort should always be directed
toward conserving-the public dollar.
I
Personal appearance is another area in which employees
can maintain a favorable public image. Appropriate
dress and grooming is a necessity.,
5, REVISIONS TO THIS MANUAL
■ As the introduction to this manual stated, this is
intended to be a guideline for the employee of the
City of Tigard. Please read it often, it may be amended
and improved upon. Please feel free to provide
suggestions for improvements, in writing, to the City
Administrator for his considerations
C
s
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