Resolution No. 79-38 CITY OF TIGARD, OREGON
RESOLUTION No. 79 - 38
A RESOLUTION ADOPTING A PERSONNEL POLICIES AND PROCEDURES MANUAL FOR THE CITY
OF TIGARD, OREGON.
WHEREAS, in order to insure the most effective and efficient delivery of
services to the citizens of Tigard, it is necessary to adopt and maintain a
reasonable system for administration of all personnel matters; and
WHEREAS, the City of Tigard is firmly commited to the principles Of
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fairness and merit in personnel administration, itat is ecessl y to istablish
personnel policies and procedures insuring
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be impartial and universally applied.
NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TIGARD THAT:
Section 1: The "Personnel Policies and Procedures Manual" incorporated herein
shall be adopted in full.
Section 2: The City Administrator shall be responsible for the administration
of all Provisions outlined in this "Personnel Policies and Prose-
dures Manual." The City Administrator may adopt, amend, or rescind
written administrative procedures consistent with these policies ad
procedures. The City Administrator shall perform any other
out the
acts which are considered necessary or desirable to carry
purpose of the personnel system and the provisions outlined in the
"personnel Policies and Procedures Manual."
Section 3: Amendments to this resolution shall be recommended by the City Ad-
ministrator and adopted by the City Council prior to becomming
effective.
Section 4: If any portion of this resolution or any amendment hereto should
be held invalid by operation of the law, or by any lawful tribunal
having jurisdiction, or if compliance with or enforcement of any
portion should be restricted by such tribunal, the remainder of
this resolution shall not be affected thereby and the City Adminis-
trator shall recommend to the City Council substitute language for
such portion.
RESOLUTION No. 79 - 38
Passed by the City Council of the City of Tigard this Twelfth day of
March 1979.
M yor - City of TIgard
ATTEST:
Recorder - City of TigayxV-
RESOLUTION No. 79 - 38
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CITY OF TIGARD q
1 PERSONNELPOLICIES
AND
PROCEDURES MANUAL �
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CITY OF TIGARD, OREGON
i , RESOLUTION No. 79 - 38
A RESOLUTION ADOPTING A PERSONNEL POLICIES AND PROCEDURES MANUAL FOR THE CITY
{ OF TIC-ARD, OREGON.
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r. WHEREAS, in order to insure the most effective and efficient delivery of
{ services to the citizens of Tigard, it is necessary to adopt and maintain a
reasonable system for administration of all personnel matters; and
WHEREAS, the City of Tigard is firmly commited to the principles of
fairness and merit in personnel administration, it is necessary to establish
personnel policies and procedures insuring that all personnel practices shall
be impartial and universally applied,
NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TIGARD THAT:
Section 1: The "Personnel Policies and Procedures Manual" incorporated herein
yl shall be adopted in full.
Section 2: The City Administrator shall be responsible for the administration
of all provisions outlined in this "Personnel Policies and PrOCe-
.x duces Manual." The City Administrator may adopt, amend, or rescind
written administrative procedures consistent with these policies and
c procedures. The City Administrator shall perform any other lawful
a � acts which are considered necessary
purpose of the and
or desirable to carry out the
personnel system and the provisions outlined in the
-k f "Personnel Policies and Procedures Manual."
Section 3: Amendments to this resolution shall be recommended by the City Ad-
ministrator and adopted by the City Council prior to becomming
effective.
Section 4: If any portion of this resolution or any amendment hereto should
be held invalid by operation of the law, or by any lawful tribun
having jurisdiction, al
or if compliance with or enforcement of any
h portion should be restricted by such tribunal, the remainder of
this resolution shall not be affected thereby and the City Adminis-
trator shall recommend to the City Council substitute language for
such portion.
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RESOLUTION No. 79 - 38
,- Twelfth
C Passed by the City Council of the City of Tigard this day of
( March 1979.
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Mayo.r - City o£ Tigard
ATTEST:
.GIS
Recorder - City of Tiga
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RESOLUTION No. 79 - 38
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PERSONNEL POLICIES & PROCEDURES MANUAL
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f� Adopted by Resolution No. 79-38 of the
L Tigard City Council on March 12, 1979.
Revised:
Prepared by: Martha McLennan
& Steve West,
Research & Development
Aides
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A NOTE TO ALL EMPLOYEES...
THIS IS THE MOST IMPORTANT DOCUMENT YOU WILL RECEIVE FROM
THE CITY. PLEASE READ IT THOROUGHLY, AND REFER TO IT
OFTEN. ANY ACTIONS WHICH APPEAR TO BE INCONSISTENT WITH
THE POLICIES AND PROCEDURES OUTLINED IN THIS MANUAL SHOULD
BE BROUGHT TO THE ATTENTION OF THE CITY ADMINISTRATOR.
THIS MANUAL IS INTENDED TO BE A LIVING DOCUMENT: CHANGING
'`•" TO MEET THE NEEDS OF THE CITY AND IT'S EMPLOYEES. ANY
SUGGESTIONS RECEIVED FROM EMPLOYEES REGARDING CHANGES IN
`r POLICIES OR PROCEDURES WILL BE WILLINGLY CONSIDERED BY THE
CITY.
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ACKNOWLEDGEMENT
Sincere appreciation is extended to the City of Tigard's t ,
administration, staff and employee's associations for their
cooperation throughout the development of this manual. '
This special project was made possible with funding from
the Multnomah-Washington County CETA Consortium.
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TABLE OF CONTENTS
I. ADMINISTRATION OF THE PERSONNEL PROGRAM........................... 1
1.1 - City Council, 1.2 - The City Administrator, 1.3 -
Department Heads, 1.4 - Personnel Records, 1.5 - Productivity
II. RECRUITMENT, APPLICATION & SELECTION.............................. 4
2.1 - Appointing Authority, 2.2 - Announcement of Vacancies,
2.3 - Pre-Employment Requirements, 2.4 - Rejection of Appli-
cants, 2.5 - Filling of Vacancies
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III. WORK SCHEDULE......... ...... .................................... 6
3.1 - Work Week, 3.2 - Work Day, 3.3 - Work Day Breaks,
3.4 - Shift Changes, 3.5 - Outside Employment
rIV. CLASSIFICATION PLAN.............................................. 8
{ 4.1 - Purpose, 4.2 - Class, 4.3 - Class Specification, 4.4 -
t Administration of the Classification Plan, 4.5 - Reclassi-
fication, 4.6 - Classification Designations
+ V. PAY PLAN AND ADMINISTRATION..................•............ ....... 10
5.1 - Tigard Police Association Pay Plan, 5.2 - Tigard Muni-
cipal Employees Association Pay Plan, 5.3 - Unclassified
Employee Pay Plan, 5.4 - Appointment Rate, 5.5 - Pay Days,
5.6 - Merit Increases, 5.7 - Overtime, 5.8 - Unclassified
Personnel - Compensatory Time, 5.9 - Part-time Employees -
Overtime, 5.10 - Emergency Overtime, 5.11 - Salary Advance
VI. EMPLOYEE STATUS.... ....... ...................................... 13
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6.1 Definitions, 6.2 Probationary Period: City Service
Positions, 6.3 Probationary Period: Police Service Posi-
tions, 6.4 - Permanent Status, 6.5 - Seniority, 6.6 - Pro-
y motion, 6.7 - Acting.Appointment, 6.8 - Transfer, 6.9 -
Demotion, 6.10 - Suspension, 6.11 - Reappointment Rate,
6.12 - Separation
VII. LEAVE BENEFITS AND REGULATIONS.................................... 18
7.1 - Authorization for Leave, 7.2 - Absence Without Leave,
7.3 - Holidays, 7.4 - Vacations, 7.5 - Sick Leave, 7.6 -
Maternity Leave, 7.7 - Compassionate Leave, 7.8 - Military
Leave, 7.9 - Civil Leave, 7.10 - Religious Leave, 7.11 -
Voting Leave, 7.12 - Leave of Absence Without Pay
VIII. FRINGE BENEFITS................................................... 25
8.1 - Health Insurance, 8.2 - Dental Insurance, 8.3 - Life
Insurance, 8.4 - Disability/Salary Continuation, 8.5 - Re-
tirement Plan
IX. CAREER DEVELOPMENT................................................ 26
9.1 - Education Reimbursement, 9.2 - Training, 9.3 - Personal
1 Education and Training
'r X. PERSONAL APPEARANCE, CONDUCT & DISCIPLINE......................... 28
)j 10.1 -• General Conduct, 10.2 - Personal Appearance, 10.3 -
Grounds for Disciplinary action - Conduct, 10.4 - Grounds
for Disciplinary Action - Work Performance, 10.5 - Disci-
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plinary Actions, 10.6 - Procedures for Disciplinary
Actions, 10.7 - Refusal to Sign a Disciplinary Action, +
10.8 - Disciplinary Appeals
XI. GRIEVANCE PROCEDURES..,............................................ 32
11.1 - Step S, 11.2 - Step II, 11.3 - Step III, 11.4 -
Step IV, 11.5 - Grievance Committee, 11.6 - Appeal from
the Grievance Committee, 11.7 - General Ground Rules for
Grievances
XII. PERFORMANCE EVALUATIONS........................................... 34
12.1 - Schedule for Completing Performance Evaluations, 12.2 '
- Procedures
XIII. MISCELLANEOUS..................................................... 35
13.1 - Mileage Reimbursement, 13.2 - Use of City Vehicle,
13.3 - Out of Town Travel, 13.4 - Lodging, 13.5 - Per Diems '
13.6 - Clothing and Uniform Vis,
APPENDIXES.............................................................. 37
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EQUAL EMPLOYMENT OPPORTUPIITY POLICY
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It is the policy of the City of Tigard to provide equal em-
z /r ployment opportunities to all without regard to race, color,
1. 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. This policy
applies to recruiting, hiring, placement, compensation, pro-
motion, transfer, layoff, dismissal, seniority, benefits,
training, and all other terms and conditions of employment.
To implement this program, the City has developed an Affirma-
tive Action Program. The goal of this program is to insure
'aa that equal employment opportunity becomes a fact as well as
' an ideal. This program outlines specific action steps to
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redress the effects of past discrimination, to insure that
no discrimination occurs in the future, and to establish
sparity of representation of women and minorities in all de-
'y> partments and classifications.
!t 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 commit
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meet of every employee of the City of Tigard.
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'•' INTRODUCTION
The purpose of this Manual is to establish and maintain a reasonable k
system for administration of all personnel matters. These procedures shall
be administered by the City Administrator. The City Administrator may i
delegate the responsibility of assisting in the administration of these
personnel policies and procedures. These policies and procedures will be
updated periodically upon the recommendation of the City P.dministrator.
The goal of uniform personnel practices is to insure that the princi-
pies of fairness and merit are the basis for all personnel actions. These
1, personnel policies and procedures have been established to set standards
insuring that in any personnel action, including recruitment, examination,
selection, appointment, compensation, training, promotion, retention, and
discipline; the basis for the action, and the procedures employed will be
impartial and universally applied.
This manual is supplemental to any current labor contracts in effect
` between certified labor organizations and the City of Tigard. In the
event that the contract of a certified labor organization and the Person-
nel Manual do not address a particular issue in the same manner, that
[_ issue will be controlled by the collective bargaining agreement unless the
Personnel Manual is more liberal in affording employee benefits, rights,
C or procedures.
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�^ I. ADMINISTRATION OF THE PERSONNEL PROGRAM
1.1 City Council
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The City Council shall exercise control over personnel only through
i[F the adoption of the City budget, Pay Plan, or ordinances and resolutions.
1.2 The City Administrator
The City Administrator shall be responsible for insuring the effec-
tive administration of these policies and procedures and may delegate such
functions as deemed necessary for the implementation of this system. The
�- City Administrator may adopt, amend, or rescind written administrative
procedures consistent with these rules and procedures. The City Adminis-
trator shall advise the City Council on any changes.
1 The City Administrator or his appointee shall be responsible for di-
1111 recting and coordinating the personnel activities of the City including
S/ the following:
(a) Preparation of position classification and pay plans and direc-
ting the administration of these plans.
(b) Computation of a budget for Personnel Services for all Depart-
( ments.
(c) Recruiting, testing, selecting, and hiring of all City employees.
(d) Approve the appointment, promotion, demotion, transfer, disci-
pline, discharge, and other actions affecting persons employed by
the City.
(e) Supervise, develop, and maintain the personnel system including
written forms, procedures and records.
(f) Maintain a current roster of all persons employed by the City.
1 (g) Direct employee orientation, training, cour_, -aling, and career
development in conjunction with Department Heads.
(h) Administer the fringe benefits program.
(i.) Approve Performance Evaluation reviews for all employees.
(j) Administer the Personnel Policies and Procedures including (in
particular) the employee Grievance Procedures.
(k) 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.
1.3 Department Heads
r' Department Heads will establish such written rules as deemed necessary
for the efficient and orderly administration of the department. Such rules
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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 provided to each employee in
the department and will be filed with the City Administrator. >
1.4 Personnel Records
The City Administrator, or his appointee, shall maintain a personnel
record for each 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.
All employee records shall be considered "CONFIDENTIAL,", and shall be
accessable only in the following manner:
(a) Contents of an employee's file shall not be opened by anyone
except the City Administrator or his appointee (appointee must have
written authorization from the City Administrator specifying the
purpose and.dates), Department Head, the employee or their specially ,
authorized representatives, or as may be required by a Court Order.
(b) No material of any kind shall be placed in an employee's per-
sonnel file unless the employee has been allowed to read it-and has T
indicated, by affixing their signature, that they have knowledge of
that which is being placed in their file. ;
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(c) The employee may place in the file comments regarding material
which they consider to be derogatory.
(d) No portion of an employee's file shall be reproduced by any per- L
son without the written consent of the employee.
(e) No information from the personnel file shall be released to
outside parties except verification of employment, employment dates,
and title without prior written authorization from the employee.
(f) upon termination, an employee shall retain the right to obtain
copies of his/her entire personnel file for a period of two years
following termination. Requests should be made in writing to the
City Administrator.
(g) Employee will be required to prepare and sign a statement re-
garding future release of information from their personnel file at
the time of their termination.
1.5 Productivity
The City shall recognize that delivery of essential municipal ser-
viees in the most efficient and effective manner is of paramount importance.
Optimum productivity is recognized to be the mutual obligation of both the
City and it's employees.
Work procedures, schedules, and assignments, or any other means of
increasing productivity, may be established and/or reviEled at the discre-
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tion of the City Administrator, so long as no right guaranteed an employee
under their respective contracts is violated. The City and employees may
agree to meet at mutually convenient times to discuss means of increasing
departmental productivity.
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II. RECRUITMENT, APPLICATION & SELECTION
General Statement
Appointment and promotion to positions in the City shall be based upon
-- merit and fitness. Selection methods will be based solely on 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.
t Regardless of the number of competitors, selection methods shall be deemed
competitive when: (a) the qualifications required are based upon education, ex-
perience, and personnel standards established by the City Administrator; (b) a
i reasonable opportunity is afforded for qualified persons to apply; and (c) all
persons being considered compete against common standards.
1 2.1 Appointing Authority
The Department Head of each department shall recommend in writing to the
i City Administrator all appointmen`s for the department. The City Administrator
is the appointing authority.
2.2 Announcement of Vacancies
All vacancies shall be filled by transfer, promotion, reemployment, rein-
statement, or original appointment. When a vacancy is to be announced, the De-
partment Head shall submit a written request to the City Administrator. This
request should state any special requirements of the position so that they can
be added to the job announcement. Approval must be obtained from the City Ad-
ministrator prior to any advertising or recruiting.
The job announcement shall specify the title and salary range of the class for
which the opening is occuring; the job description (or summary); manner of ap-
plication; and other pertinent information.
Announcements shall be posted on all City bulletin boards where eligible persons
might reasonably be expected to have access to them.
It shall be the duty of the Department Head and/or City Administrator to bring
the announcement to the attention of all eligible employees.
As a minimum, announcements will be advertised for three days in a newspaper of
regional (SMSA) distribution, and registered with the State of Oregon, Employ-
ment Division. Additional recruitinv_ or advertising measures may be taken if
needed. Any job classification identified as underutilizing women and/or minori-
ties shall be advertised as specified in the Affirmative Action Program. All
#{ advertisements or- announcements will be processed through the office of the City
`-- Recorder/Finance Director. In cases where there is a current "list of eligibles"
(as established through earlier recruiting, advertising and testing) no further
advertising or recruiting is necessary. 1
2.3 _Pre-Employment ReSL=rements j
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Medical Examination Prior to Appointment - Any medical examination re-
quired prior to original appointment shall be conducted
by a licensed physician
approved by the City prior to the examination. Cost for this examination shall i
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be incurred by the City. If the physician deems any candidate medically unable ,{' E'°
to perform the duties of the position, the report shall state the reason(s) for Ci.
the inability and the reason for rejection. The City Administrator shall make
all final decisions in this regard.
All medical examinations required before promotional appointments are made shall
be paid for by the City.
Any person who refuses to submit to such an examination may be rejected for
employment.
Background Check - Candidates for police and certain finance positions
may be photographed and fingerprinted for the purpose of a routine background
check.
Any person who refuses to submit to such an examination may be rejected for
employment.
2.4 Rejection of Applicants
Any applicant may be rejected if that person:
(a) Is found to lack the job-related qualifications prescribed in the job
description.
(b) Is physically unfit to perform the duties of the position.
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(c) Has a recent history of untreated excessive use of alcohol, or use
of narcotics, or other drugs which may affect work performance.
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(d) Has a record of unsatisfactory employment. G.
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(e) Has been convicted of a crime which would bar the applicant from ef-
fective performance of the duties of the specific position applied For
(time limits for consideration are 5 years for felonies, and 2 years for
misdemeanors).
(f) Has used or attempted to use political pressure or bribery to secure
an advantage in being considered for a position.
(g) Has practiced or attempted to practice deception or fraud.in the ap-
plication or testing process. ""
(h) Has otherwise violated policy or procedures relating to the applica-
tion process.
A reasonable effort will be made to notify all applicants applying for a specific
job, by mail or phone, within 5 working days after the vacancy has been filled.
2.5 Filling of Vacancies
When a vacancy is to be filled, the Department Head shall submit a Per-
sonnel Action Form to the City Administrator. This form should state the ap-
propriate information to identify the type of transaction requested (promotion,
transfer, original appointment, etc.). Appointments must be approved by the City
Administrator before hiring.
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III. WORK SCHEDULE
General Statement
Every employee shall perform such services as may be directed by the City
iAdministrator or their respective Department Head even though the work may be
{ of a different nature or in a different department from that in which the em-
ployee is normally engaged.
3.1 Work Week
Generally, the work week shall consist of five consecutive eight hour days,
Monday through Friday. This may be altered by the Department Head with the ap-
proval of the City Administrator, but will always consist of a 40 hour shift
scheduled during a seven day calendar period.
{ 3.2 Work Day
t Generally, the work day shall consist of eight working hours (8:00 a.m. -
(S 5:00 p.m.) within the 24 hour period beginning at midnight. This may be altered
by the Department Head with the permission of the City Administrator.
3.3 work Day Breaks
1 A normal eight hour work day shall include two 15 minute breaks and a one
( hour lunch break to be scheduled by the City Administrator and/or the Depart-
' went Head. Employees working 10 hour days shall receive an additional 15 minute
break each day (for a total of three).
3.4 Shift Changes
Employees will normally be given adequate advance notice of any changes
in regular working hours, except where an emergency exists. Notice will not be
given less than two weeks prior to the change in work schedule. If two weeks
notice is not given, the first day of the new shift will be paid at time and one
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half the normal rate of pay (except in emergencies).
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3.5 Outside Employment
(a) Police Service - Employees wishing to engage in off-duty employment
(` with another employer must obtain approval from the Chief of Police.
Employees who engage in off-duty police related activities for the City (in uni-
form and within City limits) shall be subject to the chain of command and pro-
tected by the City benefits. These assignments shall be offered On a volun-
tary basis.
(b) All other Employees - Employees wishing to engage in off-duty em-
ployment with another employer must obtain approval from their Department Head
and the City Administrator.
C. (c) All Employees - In order to be approved, the outside employment must
conform to the following regulations:
1 - Such outside employment shall not have any conflict, rea3 or implied,
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with the official duties of the employee. E
2 - Outside employment shall not require such a degree of commitment
that it would tend to prevent an employee from rendering primary ,.
(effective) service to the City. `
3 - The work shall not reflect discredit or derogation upon the em-
ployee or the City.
4 - It shall be understood that the City has prior call upon the ser- G
vices of its employees whenever the public interest demands it regard-
less of any impingement upon secondary employment.
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IV. CLASSIFICATION PLAN
(\ General 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.
j4.1 Purpose
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The purpose of the classification plan shall be to:
(a) Provide like pay for like work.
(b) Establish qualification standards for recruiting and testing purposes.
(c) Provide the appointing authority with a means of analyzing work dis-
tribution, areas of responsibility, lines of authority, and other rela-
tionships between positions.
(d) Assist the appointing authority in determining budget requirements.
(e) Provide a basis for developing standards of work performance.
i{ (f) Establish lines of promotion.
1 (g) Indicate training needs.
(h) Provide uniform titles to positions.
4.2 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, and the positions
jcan be treated fairly and equitably under like conditions for personnel purposes.
4.3 Class Specification
Each Department Head shall be responsible for establishing and keeping
q current class specifications for positions in their respective departments.
Y. The class specification shall state the characteristic duties, responsi-
bilities, and qualification requirements which distinguish a given class from
other classes. The class specification shall describe the more typical types
of work which may be allocated to a given class, but shall not be construed to
restrict the assignment of other duties related to the class.
4.4 Administration of the Classification Flan
The classification plan shall be established and maintained through recom-
mendations of the Department Head to the City Administrator. The City Adminis-
trator shall have final authority, and may establish a new class, create a new
position within a class, or reclassify a position.
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When a new position is proposed by a Department Head, a request for classi-
fication of the position with a description of the applicable duties and responsi- ,
bilities shall be sent to the City Administrator. Th+4 City Administrator shall
allocate ..he position to the proper class after analysis and evaluation of duties
and responsibilities without regard to the personal characteristics, abilities
or qualifications of the incumbent.
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4.5 Reclassification
Reclassification of positions may not be used to avoid restrictions con-
cerning demotion, promotion, or compensation. If the employee's salary is higher
than the maximum pay step of the new classification, their salary can be lowered
only when a disciplinary demotion occurs.
When the assignment of an employee has changed substantially as to kind
and/or level of work, the Department Head or the employee may initiate a request
for a change in classification. This request will be submitted in writing to
the City Administrator, accompanied by a position description prepared by the
Department Head. Such reclassification shall be considered a change in position,
and rules and pay procedures applicable to a position change shall apply. If
the City Administrator denies a reclassification, no similar request may be .
submitted within six months.
4.6 Classification Designations
All personnel positions shall be designated at Administrative, Super-
visory. Professional, Confidential, Police Service or Classified personnel. ;� F
Administrative, Supervisory, Professional and Confidential employees will
generally be referred to as Unclassified personnel. ff
Please refer to Appendix A for classification listings.
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V. PAY PLAN AND ADMINISTRATION
rl General Statement
1{ The Pay Plan shall prescribe the pay range for each classification; con-
taining 5 steps labeled A, B, C, D, and E. Each pay step shall specify the
monthly rate of compensation for the class. Employees must be compensated at
an established step. Pay rates shall be equal where men and women are performing
similar work under similar conditions.
5.1 Tigard Police Association Pay Plan - Please refer to Appendix B.
r 5.2 Tigard Municipal Employees Association Pay Plan - Please refer to Appendix C.
l( 5.3 Unclassified Employee Pay Plan
Salary rates for unclassified employees will not follow the 5 step pay plan.
�. Salaries for these positions will be agreed to at the time of appointment. Sa-
laries will be adjusted by City Council every July 1 to represent both cost of
living and merit increases.
5.4 Appointment Rate
IThe minimum rate of pay for a class shall normally be paid to any person,
whether full or part time for original appointment to a position in the class.
original appointment above the minimum rate may be made only with the written
approval of the City Administrator.
5.5 Pay Days
All monthly, hourly and part-time personnel shall be paid on the 5th and
20th of each month. When the 5th or 20th day falls on a Saturday, Sunday or
holiday, pay checks shall be issued on the previous workday or Friday.
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5.6 Merit Increases
Merit increases are not automatic— They are subject to a written Perfor-
mance Evaluation from the Department Head to the City Administrator certifying
that the employee has been performing work which consistently meets and occasion-
aly exceeds department standards, and is improving in their ability to carry out
their job assignment. Classified and Police Service employees will become eli-
gible for merit increase consideration every 12 months after acquiring permanent
status (or 12 months after _Aceiving a promotion) until they reach the top step
/ of the pay plan. Employees receiving recommendations for merit increases shall
4- be advanced to the next higher g pay step in their pay range. unclassified em-
ployees will receive merit increase consideration every July 1.
.4 5.7 overtime
For time worked over forty (40) hours in one week all employees, excluding
unclassified and police service positions, must be granted compensatory time,
t or be paid overtime at one and one half the hourly rate of pay. (Police service
1 employees should refer to their contract for information on overtime).
T (a) 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.
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(b) Overtime must be authorized by the employee's Department Head. {
(c) overtime shall be computed to the nearest half hour.
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(d) 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 r
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. i ftt
(e) Time spent by an employee called back to work to correct improper or i
incomplete work that should have been performed during normal working
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 ihift. If it is determined that the rea-
sons for the improper or incomplete work were beyond the employee's
control, they will receive overtime compensation.
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(£) Authorized call back overtime shall be a minimum of two hours.
5.8 Unclassified Personnel - Compensatory Time
The salaries of unclassified personnel are designed to suffice for addi-
tional time (above the normal 40 hour work week) to render the necessary ser-
vices and support to conduct and supervise the affairs which have been assigned
to them. Therefore, overtime pay and regular compensatory time cannot be justi-
fied (exceptions may be made in special circumstances with the written approval
of the City Administrator). Generally, these employees will be allowed to in- (_
formally take time off as workloads permit so long as the time off does not ;
exceed the extra hours worked. In addition, these employees will be allowed to -
accrue compensatory time in the following circumstances:
(a) Department Heads - 1f a Department Head must attend more than five s
night meetings a month, those hours accrued on the sixth and subsequent
meetings in the month shall be recorded and accrued at one and one half
hours of compensatory time off for each hour worked.
(b) other Unclassified Personnel - If an employee must attend more than
three night meetings in a month, those hours accrued on the fourth and
subsequent meetings in the month shall be recorded and accrued at one and
one half hours of compensatory time off for each hour worked. FT
5.9 Part-time Employees - Overtime
Part-time employees will receive compensation at straight time if the hours
worked are less than forty hours in any one week period. Overtime actually worked
in excess of forty hours in a week shall be compensated at one and one half the
regular rate of pay or compensatory time off.
5.10 Emergency Overtime r
The City Administrator may declare an emergency during periods of disrup-
tion resulting from accidents, acts of God, or events of crisis proportions.
He shall notify Department Heads by any means available and may instruct them
11
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 Ei
overtime the employee will receive overtime compensation'in accordance with j
Section 5.7 of this Manual. PPP
5.11 Salary Advance
An advance in salary should be requested only in the case of an emergency.
A written memorandum requesting the advance should be submitted to the City Ad-
ministrator for approval. A salary advance shall not be issued for an amount
in excess of 25% of an employee's monthly net pay.
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VI. EMPLOYEE STATUS
6.1 Definitions
(a) Probationary - A new employee being evaluated for a specified period
C of time prior to achieving permanent status.
( (b) Permanent - An employee who has successfully completed the specified
ffprobationary period (and has been retained in the appointed position).
V.
(c) Temporary - An employee who has been appointed for a limited and
specified period of time, either full or part time.
S
(d) Conditional - An employee on temporary status, with transition to
permanent status conditional upon another employee's return.
(e) Full-time - An employee who works the normal (40 hour) work week.
(f) Part-time - An employee who is employed regularly for less than the
f normal number of working hours, but on a fixed schedule.
6.2 Probationary Period: City Service Positions
The initial probationary period shall be six (6) months for all new em-
ployees. Prior to completion of this probationary period, employees may be
dismissed by written notice stating the date of dismissal and cause.
All promotions, transfers and reappointments will 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 in discharge procedures as other permanent employees.
6.3 Probationary Period: Police Service Positions
(a) 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.
I
t (b) For a new employee with at least 24 months of satisfactory experience
fwith a State, County or municipal law enforcement agency, the probationary
period shall be 12 months. 1
(c) For a newly appointed clerk dispatcher, clerk specialist, or cadet,
the probationary period shall be 12 months.
(d) Probation may be extended in exceptional circumstances for a period
not to exceed three (3) months.
(e) 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 in discharge procedures as other perma-
nent employees.
6.4 Permanent Status
1f t
is When a classified employee first receives permanent status, or a Police
Service employee first completes six months satisfactory service, the employee {,
shall be advanced to the next pay step in the employee's pay range (on the first
13 is
or sixteenth day of the month following completion of the above requirement). f
Unclassified employees will not receive a pay increase at completion of pro-
bation. 'These salaries are adjusted only in July 1. Completion of probation,
however, will be a factor of consideration in setting the merit portion of the
increase granted on July 1. -'
6.5 Seniority
Seniority means the length of an employee's continuous service with the
City. An employee who has not completed the initial probationary period shall
not be considered to have seniority, and shall not be considered a permanent '
employee.
The City shall post the seniority list and supply employees with copies
on January 1 and July 1 of each year. Preference in vacation scheduling and
extra days off shall be by seniority, provided requests are made before April
15th of each year.
i ,.
An employees continuous service record (seniority) shall be broken by
voluntary resignation, discharge for just cause, and retirement. However, if
an employee returns to work in any capacity within one year, the break in con- E
tinuous service shall be removed from their record, and the employee will
begin accruing seniority without loss of previous accrual (not to include the
period of leave or separation).
6.6 Promotion
The City shall endeavor to fill job vacancies by promotion from within
the organization. The newly promoted employee will be subject to a six month
probationary period and will become eligible for a merit advancement after 12 e
months in the new classification. L`
(a) Classified Employees - Promotions will he made from the employee's s
current pay step to at least the same pay step in the higher pay range, j^
No promotion shall exceed a total of two pay steps, without the specific
authorization of the City Administrator.
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(b) Police Service - Promotions will be made from the employee's current '
pay step to the nearest higher pay step in the new range.
f.,
(c) Unclassified Employees - Salary increase resulting from promotior. #
to, or within, unclassified positions shall be agreed to at the time
of appointment.
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6.7 Acting Appointment --�
Appointment of personnel to a higher classification on an acting basis to
fill a vacancy may be made. Appointments shall be made for a minimum of one
month.
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An employee holding an acting appointment shall receive a pay increase pp7
not to exceed a total of two pay steps from their current pay step for the
duration of the acting appointment. Decisions regarding these appointments
t will be made by the City Administrator within two weeks of the day that the { ;
employee assumes the responsibility of the higher classification, and pay
increases shall become effective on the date of appointment.
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f- 6.8 Transfer
r\ Such requests shall be given consideration when a suitable vacancy occurs.
t Requests, including a resume of qualifications from employees for transfers from
one Department to another, shall be made in writing and shall be directed to
the employee's present Department Head with copies to the appropriate Depart-
ment Head and the City Administrator. Transferred employees will have their
pay set at the nearest higher pay step in the new pay range.
6.9 Demotion
When an employee is demoted, the rate of pay shall be determined as
follows:
(a) In Lieu of Layoff
I
(1) If the salary received in the higher range falls within the pay
range of the class to which demoted, the rate of pay shall remain
the same. '
(2) If the salary received in the higher range is greater than the
top step of the class to which demoted, the salary shall be reduced 1
to the top step of the lower pay range.
(b) Other Reasons for Demotion
f
(1) Following Original Appointment - When an employee is demoted
during the probationary period following original appointment, pay
rate shall be the minimum of the pay range of the class to which
demoted.
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(2) Following Promotion - When an employee is demoted during the pro-
bationary period following promotion, pay shall be set at the step
in effect prior to the promotion. At the discretion of the City
Administrator, any merit increases that the employee would have been
eligible for may be allowed, subject to a Performance Evaluation.
(3) Disciplinary Demotion - When a disciplinary demotion occurs, pay
will be set at the same pay step in the lower class.
t6.10 Suspension
Disciplinaay Suspension - An employee may be suspended from duty for disci-
plinary reasons for a period not to exceed 30 days. Disciplinary suspensions
shall be without pay (see Disciplinary Action Procedures, Section 10.6 (g)).
fil" Administrative Suspension - An employee may be suspended without pay for
tfive days for the purpose of investigating grounds for suspension or dismissal.
If the investigation clears the employee of the charges, they will receive re-
troactive pay for the period of suspension (see Section 10.6 (h) (1)). l
An employee may be suspended with pay for severe conduct violations. This
"• '' type of suspension is limited to the remainder of the current shift plus one day.
(see Section 10.6 (h)(2)).
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6,11 Reappointment Rate
Persons receiving reemployment or reinstatement appointments may be paid
at any step within the pay range not to exceed the step attained at the time }
of separation, at the discretion of the City Administrator. i
6.12 Separation
t
Upon separation of any employee for any reason the employee shall be paid
a lump sum payment for all earned but unused compensatory, holiday and vacation
credits.
Before separation all employees must complete an exit interview with their t-
Supervisor, Department Head or the City Administrator (the employee is given the
choice). 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 this
interview shall be prepared on the form provided, signed by both parties, and
placed as the final document in the employee's personnel file.
Before an employee's termination date, they must complete the separation f
clearance (returning all equipment, keys, etc.). in addition, they must complete
a form relating to the future release of information from their personnel file.
If the employee's termination date does not coincide with the last day of t
a pay period, the employee will receive compensation for time worked based on
an hourly pay schedule.
(a) Layoff
If there are changes in the organization, lack of work or funds, the City
Administrator may lay off employees. 1
(1) Employees shall be given not less than ten working days written
notice and shall be laid off in inverse order of their seniority in
their classification.
(2) Any employee who is to be laid off who had advanced to their pre-
sent classification from a lower classification in which they held a
permanent appointment shall be given a position, if available, in a
lower classification in the same department. t
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(3) Seniority in the lower classification shall be established ac-
cording to the date of original appointment to that class.
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(4) Employees shall be called back from layoff according to seniority �=
in the class from which the employees were laid off within the de-
partment.
(5) No new employees shall be hired in any class until all employees
on layoff status in that class have had the opportunity to return to r
work.
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(6) An employee on layoff status shall accept or decline an opening - '
within 5 working days following notice of an available position. They
must be prepared to return to work within 10 working days of accepting '
a position.
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(7) in the event of layoff, employees shall receive
- their current rate of pay as follows: pay based upon
Time As
for the City Amount of Pay
6 months but less than 2 years 'i—weeks pay
2 years but less than 3 years 3 weeks pay
3 years but less than 4 years 4 weeks pay
4 years plus 5 weeks pay
(; (b) Resignation
i ,
If circumstances make it necessary for an employee to resign, a written
resignation should be submitted to the Department Head and the City Adminis-
trator. This should state the reason for resigning and give at least 10
working days notice.
'+ � ! (c) Termination for Medical Reasons
When it is determined, on the basis of a medical examination, that an
{ employee is incapable of
P performing the duties of their position satis-
°' factorily because of a physical or mental impairment which is likely
to continue indefinately or to recur frequently, the appointment may be j
terminated. 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.
�y (d) Dismissal
r An employee may be dismissed only for conduct or work performance falling
below the established standards (see Grounds for Disciplinary Action,
Section 10.3 and 10.4). Employees must be suspended for 5 days pending
:o-
investigation prior to the effectve date of the discharge. All discharges
are subject to the approval of the City Administrator. Grounds for such
action must be well documented in a Performance Evaluation (see Disci-
plinary Action Procedures, Section 10.6 (i)).
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VII. LEAVE BENEFITS AND REGULATIONS
r General Statement
li All employee benefits, provided to full-time permanent employees shall be
offered equally without regard to race, religion, national origin, sex, age,
marital status, or mental or physical handicap. Permanent port-time employees
shall be eligible for those benefits for which they qualify prorated on the basis
of their average work week.
7.1 Authorization for Leave
( No payment for any leave of absence shall be made until the leave has been
li properly approved by the Department Head and the City Administrator.
f 7.2 Absence Without Leave
I.. Unauthorized absence of an employee trom duty shall be grounds for disci-
plinary action by the Department Head with the approval of the City Administrator.
( Any employee who is absent for three (3) or more days without authorization shall
be deemed to have resigned. When extenuating circumstances are found to have
existed, however, such absence may be authorized by the Department Head with the
It approval of the City Administrator by subsequent grant of leave with or without
t... pay.
(( 7.3 Holidays
`-% There shall be nine (9) paid City holidays which shall coincide with
existing official State holidays as to the date of observance. In addition,
there shall be one (1) other holiday which shall consist of a "floating holiday"
to be observed at the mutual convenience of the employer and employee, and the
day after Thanksgiving shall be a holiday, for a total of eleven (11) holidays
per year.
(a) City Service F]n�loyees - Authorized to work on any one of the holidays
listed selOw's1T compensateduat the rate of one and one half times
{y their regular rate of pay for each of the first eight hours and at the
rate of two timesregular pay for any hours worked in excess of eight hours.
At the discretion of the City Administrator, holiday compensation may be
taken in the form of time off (compensatory time).
(b) Police service Employees - 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 termination of employment, compensatory holiday time will be prorated
on the basis of one holiday per month between July 1st and the date of
termination.
Employees will not be allowed to carry over to the next calendar year
more than three (3) holiday compensatory days. Any days in excess will. be paid unless the employee requests and receives permission from the
City Administrator to carry over such days.
(c) Scheduled Holidays
January 1 New Years Day
j February Lincoln's Birthday
id 18
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February Washington's Birthday
May Memorial Day, last Monday
July 4 Independence Day
September Labor Day, first Monday
November Veteran's Day
November Thanksgiving & Friday after
4th Thursday & Friday
December Christmas Day
Floating Holiday, to be observed at the mutual convenience of the
employee and employer.
7.4 Vacation
(a) Computation of Vacation Leave Time
The City Recorder/Finance Director shall compute vacation leave time
for each employee and post updated lists of accumulated leave time
monthly.
(b) Accumulation of Vacation Time
Please refer to Appendix D.
(c) Additional Vacation Day
One additional vacation day shall be added to the vacation accumulation
of any employee who completes 12 consecutive months of service without { '
absence due to illness or other physical condition.
(d) Accrued Vacation
Accrued vacation shall be credited as earned vacation for each month of
service, or prorated for each fractional month, expressed to the half ('
month of service, in accordance with subsection (b), except that vacation
accrued during the first six months of service shall not be credited as
earned until the employee completes the first six months of continuous r
service.
(e) Maximum Vacation Accumulation
If, on the first workingda of each calendar
y year, an employee's earned
but unused vacation credits exceeds a one year accumulation as established .,
in the above schedule, the employee shall bc• responsible for initiating
a request to the City Administrator for authorization to carry such credits � <
into the next year.
The maximum vacation accumulation shall be two years accrued as established
in subsection (b) with the following exceptions:
c _•
(1) The City Administrator authorizes carry-over due to extenuating
circumstances.
E_
(2) The City fails to grant vacation leave.
(f) Scheduling Your Vacation c
The City will provide co °s
p pies 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, k
provided that requests are made before April 15th of each year. Vaca-
tion requests must be submitted to the appropriate Department Head and
19
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approval obtained prior to taking vacation leave. f
(g) Vacation Leave Accumulated at Time of Termination
Upon separation of an employee for any reason the emplovee shall be paid
a lump sum payment for all earned but unused vacation credits. The em-
ployee will also be paid for an unused floating holiday on the following
schedule: h pay if the termination date occurs during the first six
months of the fiscal year; or full day paid if the termination occurs
during the last six months of the fiscal year.
7.5 Sick Leave
I
The purpose of sick leave is to allow continuation of pay while an employee
recuperates from an illness, or other approved reason causing absence.
1 it is also intended to provide employees with the assurance of pay in odder that
they may be away from the job to avoid exposing others to illness.
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(a) Sick Leave Accrual 4
Sick leave shall not be accrued, but shall be administered on an honor I
basis with continuation of pay during an absence not to exceed ninety {
(90) days per instance.
i
(b) Sick Leave Allowed I
Sick leave will be granted for the following reasons:
(1) Injury on the Job - 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) Other Illness or Injury - Personnal illness or physical incapa-
city resultin•, from causes beyond the control of the employee. {
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(3) Quarantine - Forced quarantine of the employee in accordance `
with State or Community Health Regulations.
(4) Medical and Dental Appointments - These should be scheduled at
the beginning or end of the work day whenever possible to avoid e
disruption of work.
(5) Counseling - in-patient or out-patient treatment or counseling
for mental or emotional problems when the appointments conflict with
the regular work schedule. w
(c) Other Accrued Time Allowed for Sick Leave
At such time as an employee exhausts all of their sick leave benefits,
accrued overtime, holiday and vacation credits may be used to continue
pay during the remainder of the sick. leave. Medical progress reports
may be required prior to approval of such payments. i
(d) �.2,loyee Responsibility
It shall be the employee's responsibility to maintain good health. This {
includes seeking competent medical attention in the event that an illness ,
lasts longer than three days as well as periodic physical check-ups to
detect potential illness or to control chronic health problems.
(e) Mental and Emotional Problems
Employees are urged (and may be required, in lieu of disciplinary action)
2u
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to seek treatment and counseling for mental and emotional problems which
may affect work performance.
(f) Procedures
Continuance of pay during absence from duty due to sickness or other
approved reasons, shall depend upon compliance with the following pro-
cedures:
(1) On the first day of absence from duty, the employee, or someone
on their behalf, shall notify the City of the reason for such ab-
sence. If the duration of the illness lasts longer than one day, the
employee must notify the Department Head daily.
(2)Within 36 hours after returning to duty such employee shall fill i
out, and file with the Department Head, a written report and request
for approval of the absence as sick leave.
(3) An employee may be required after 3 days absence to furnish a
certificate from a licensed physician or practitioner to support their
sick leave claim.
(4) When an employee receives Workman's Compensation or any other
form of public insurance benefit as a result of injury or illness
the City will pay the difference between the insurance and full pay.
The employee must report the amount of payment and the period which
it represents to the City Recorder/Finance Director.
(g) Official Record of Sick Leave
There shall be maintained by the City Recorder/Finance Director, as a
part of the personnel records, an accurate and permanent record of ap-
proved sick leave for each employee.
(h) Second Medical Opinion i
In cases of disability certified by an employee's personal physican, the
City has the right to obtain a second medical opinion to confirm the em-
ployee's ability or inability to work. Such examinations will be per-
formed by a licensed physician of the City's choosing; and at City expense.
The consulting physician shall submit a written report to the City Ad-
ministrator who will make all final decisions with regard to granting
sick leave benefits. Employees who refuse to submit to such an exami-
nation may become ineligible for sick leave benefits (for the particular
disability in question).
7.6 Maternity Leave }�
Maternity leave shall be covered by sick leave or disability insurance f.
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 woman and her doctor. Any time taken before or after the
-
certified period of disability must be taken as compensatory time, vacation
leave, or leave without pay, and regulations governing these forms of leave ;
shall apply.
The employee must notify the City Administrator in writing of her in-
tention to return to work (including date of return) at least ten working days
21
prior to the commencement of her maternity leave, and within 15 days after
delivery she must re-affirm her intention to return to work in order to assure
that her position will be held open. An employee who confirms her intention
t
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 re-
instatement shall be dependent upon the availability of a suitable vacancy.
Vacancies created by such leave, if filled, will be by temporary or condi-
tional 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 continue without interruption. During periods
of disability insurance pay, health, dental and life insurance benefits will
I be discontinued. However, the employee will have the option of picking up
health insurance at their own expense (group rate) for a period of 90 days.
During periods of leave without pay, standard rules governing seniority accrual,
leave and fringe benefits under leave without pay shall apply (see 7.12).
k
Pregnancy shall not constitute grounds for disciplinary action or dismissal.
i
7.7 Compassionate Leave
(a) Police Service - Please refer to contract for information on
compassionate leave.
s( (b) Other Employees - In the event of death in the employee's immediate
`- family (spouse, parent, child, sibling, grandparent, grandchild, immediate
in-law, or any other person who is dependent upon the employee) the City
Administrator may grant time off with pay, not to exceed seven working S
days.
I
t (c) Procedures
Continuance of pay during the absence from duty due to compassionate E
leave shall depend upon compliance with the following procedures: {
(1) On the first day of absence from duty, the employee shall give
notice to their Department Head of the reason for such absence.
f
(2) Within 36 hours after returning to duty, such employee shall j
fill out and file with the Department Head a written report and t
request for approval of the absence as compassionate leave.
7.8 Military Leave
Any employee who is a member of the National Guard or a reserve component
of the Armed Forces of the United States is entitled to 15 days annual leave
without pay for active duty or training.
(a) Request Procedure
A copy of orders must be presented to the Depart=ert Head, subject to the
approval of the City Administrator.
For employees entering the military service for extended periods of active duty, E
leave shall be granted in accordance with Oregon Revised Statutes.
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7.9 Civil Leave !'
Necessary leave at full pay shall be granted for the purpose of reporting t
for jury duty or any other civil duty provided by law (subpoena, search and
rescue operations, disaster relief assistance, etc.). The employee should give
as much advance notice as possible to their Department Head and the City Adminis-
trator.
I£ the employee receives any compensation for civil duty, they must report the
amount received and the period for which it represents payment. Regular salary
will then be used to compensate for the difference between civil duty pay and
full pay.
7.10 Religious Leave
A leave of absence with pay may be granted for the purpose of observing
or attending religious services for holidays of major theological importance.
(a) Request Procedure
A written request must be made to the Department Head, subject to the
approval of the City Administrator, prior to taking such leave.
7.11 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 reason-
able time off duty to vote without loss of pay.
(a) Request Procedure
A verbal request should be made to the Department Head, and is subject
to their approval.
7.12 Leave of Absence Without Pam
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 tem-
porary or conditional appointment.
(a) Request Procedure
A written request, establishing reasonable justification and duration of
leave, must be submitted to the Department Head and the City Administrator.
(b) Benefits While on Leave of Absence
Health insurance is availai,Ae for 90 days at the employee's expense (group
rate) if such coverage is desired. All other benefits and accruals shall
be discontinued during leaves longer than 30 days.
(c) Reinstatement of Employee Benefits Following a Leave of Absence
In a leave of absence less than 30 days, vacation accrual, seniority, and
time towards performance evaluation will accrue without interruption. Also,
health and other insurance benefits will continue without interruption.
in a leave longer -than 30 days, vacation, seniority and time towards per-
formance evaluation will not accrue during the leave, but shall begin
23
' accruing again when the employee returns from leave, without loss of pre-
vious accrual (unless vacation and compensatory time have been used to
j supplement the leave). Health and other insurance benefits will be re-
instated after the leave, but will be subject to the regular waiting per-
ffiods for new enrollment.
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- VIII. FRINGE BENEFITS
General Statement
Every new employee shall be issued brochures explaining the policies
r available, the eligibility requirements, limitations and coverage. Part-
time employees do not qualify for fringe benefits.
8.1 Health Tnsurance
On the first day of the month following two full months of employment,
employees become eligible for health insurance furnished by the City. The
( employee is given the choice of Blue Cross or Kaiser Medical Plans. Employees
{ are also eligible for optional Catastrophic Illness Insurance (heart disease
and cancer) with premiums deducted monthly from the employee's paycheck when
authorized.
8.2 Dental Insurance
jon the first day of the month following three full months of emoloyment,
( employees become eligible for dental insurance (Oregon Dental Service 70/30
Plan) furnished by the City.
8.3 Life Insurance
City Service - Employees are provided with a $1000.00 life insurance
policy with the premiums paid by the City. In addition, they are eligible
for an optional death and dismemberment plan, with the premiums deducted once
(} a month from the employee's paycheck (with authorization).
t Police Service - Employees are provided with a $10,000.00 life insurance
policy with the premiums paid by the City. This policy provides the employee
with full 24 hour coverage. Employees have the option of adding family
members at their own expense.
r 8.4 Disability/Salary Continuation
Employees become eligible after six months for salary continuation insur-
ance. When an employee suffers an illness or disability lasting longer than
90 days, they will be carried on sick leave for the first 90 days and thereafter
covered by salary continuation insurance, when an employee is put on disability,
they will have the option of continuing health insurance for 90 days at their
own expense (group rate). When health insurance is discontinued, reinstatement
will be subject to the regular waiting periods for new enrollment. Premiums for
salary continuation are paid by the City.
8.5 Retirement Plan - Please see Appendix F.
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IX. CAREER DEVELOPMENT
( General Statement
( Employees are encouraged to take advantage of education and training
f benefits to improve their job skills and to qualify for transfers and promo-
tions. These benefits are limited to training and education which is relevant
to the employee's current position or "reasonable" transfer and promotion op-
portunities. "Reasonable" is defined as attaining the minimum qualifications
f for promotion or transfer with no more than two years of additional education
or training. These benefits will be available to all employees on a first
come first served basis, subject to the availability of budgeted funds.
Requests for education and training may be initiated by either the employee or
the Department Head. Reference to training requests and training received
( should be made on the Performance Evaluation forms. Final decisions on re- j
C quests for education and training will be made by the City Administrator.
I
9.1 Education Reimbursement
�. (a) Request Procedure
Employees must submit a written request, with a proposed curriculum of
( study, to the City Administrator, at least 15 days prior to the regis-
tration deadline for such classes. Request will be considered for attend-
ance at accredited colleges, universities, and business and technical
schools for single courses or programs leading to a degree or certificate.
i.
(b) Amount of Tuition Reimburseable
If a written request is approved by the City Administrator, the employee f
shall receive reimbursement for 100% of the cost of registration, tuition
and books, upon successful completion of the course(s) with a grade of
"C" or better, or "Passing" where no grade is used. Employees are pro-
hibited from receiving double funding for education; i.e. from the City
and 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.
�- (c) Reimbursement R�uest
When the employee completes such classes they shall provide an official
transcript or report card and an itemization of reimburseable expenses
(with receipts if possible) to the City Administrator.
6
(d) At Time of Separation p!`
(1) If the class taken was related to the employee's current position, 4
and the employee is separated from the City service for any reason
except involuntary dismissal within one year of the date of reimburse-
ment, it shall cause 508 of the amount reimbursed within such year to
be deducted from the employee's final paycheck.
(2) If the class taken was related to reasonable promotion or transfer j
opportunities, and the employee is separated from City service for any 1
reason except involuntary dismissal within one year, it shall cause
1008 of the amount reimbursed within such year to be deducted from
the employee's final paycheck.
If the employee terminates for any reason except involuntary dismissal
i
26
C
within two years it shall cause 50% of the amount reimbursed to be
deducted from the employee's final paycheck.
(e) Police service
Police service employees are eligible for education and training incen-
tive increments to be applied to their salary (please see T.P.O.A. contract).
(f) 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 (i.e.: taking two hours off on Tuesday
afternoons and working two extra hours on Thursdays, or taking 32 hour
lunches four days of the week, etc.). The employee must receive written
permission from their Department Head and the City Administrator.
9.2 TralninS
(a) Authorization to Attend Function
The City may authorize or require employee attendance at conferences, J
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 at least 15 days
prior to the deadline for registration. The Department Head will make
decisions regarding employee attendance subject to the final approval
of the City Administrator. All requests for training are to be for-
warded to the City Administrator even if the request is denied by the
Department Head (for record keeping purposes).
(c) Costs Covered
When a request for training is approved, the employee's cost of regis-
tration, tuition and publications, transportation, lodging and per diem
will be covered by the City. In addition, the employee will receive
compensation as described below:
(1) When attendance is required by the City, the employee shall re-
ceive compensation in accordance with the section of this Manual
relating to overtime hours incurred in the training (not to include
eating and sleeping time).
(2) When attendance is authorized in response to an employee request,
the employee shall be compensated at their regular rate of pay andf
shall receive no overtime compensation for extra hours incurred by
the employee attendance at such training. {
f
9.3 Personal Education and Training
Employees who desire to further themselves through education or training
not related to their work for the City ase encouraged to do so. The City will
c;
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 s
from their job for training (conference, workshops, etc. - not ongoing classes) r
when such time is taken without pay, as co!qaensatory time or as vacation time,
and only so long as their absencE will not canoe hardship for their Department. ga
27 �f
C
X. PERSONAL APPEARANCE, CONDUCT & DISCIPLINE
/ 10.1 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
r 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.
10.2 Personal Appearance
City employees are expected to be dressed and groomed in a clean and
neat manner according to current social standards. In addition, employees
should dress and groom in a manner which will not 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 occassion) except in cases
where the safety of the employee or others is a factor.
�- 10.3 Grounds for Disciplinary Action - Conduct
Employee conduct will be grounds for disciplinary action. Causes for f
disciplinary action relating to conduct include but are not limited to:
(a) Improper use of position as an employee for personal gain, or to
solicit a contribution, response or action designed to further a poli- f
tical or charitable cause. {`
{ (b) Drinking alcohol or taking narcotics or other illegal drugs on
{ the job, or arriving on the job under the influence of such substances.
(c) Gambling during the work day.
(d) Offensive conduct or language towards the public or other employees.
1 (e) Being adjudged guilty of a crime which brings discredit to the
i City or hinders the employee's ability to perform in job capacity.
(f) Refusal to seek treatment or resolution of personal problems which E
�,- affect work performance (including but not limited to: emotional or
family problems, drug abuse or addiction, alcoholism).
- (g) Acceptance of gratuities or pressure designed to affect the City's
response to the public or special interest groups (taking bribes for
action). f'
(h) Taking City equipment or property off City premises for personal
C use.
�. 10.4 Grounds for Disciplinary Action - Work Performance
i'
V
"y The following are examples of grounds for disciplinary action based on
28
work performance:
(a) Failure to follow orders from the supervisor or Department Head.
I
(b) Failure to perform assigned work.
(c) Abusing cr being wasteful of materials, property or working time.
(d) Failing to report to the Department Head when absent, or being
absent without permission. r
(e) Habitual absence or tardiness.
r
(f) Discussion of confidential City business with unauthorized persons.
(g) Pefusal to report in an official emergency. �-
10.5 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 their contract.
10.6 Procedures for Disciplinary Actions r_ -
(a) 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.
ef'
(b) Written Reprimand - Must be presented to the employee and discussed
between the employee and their Department Head. The employee must affix
a signature to the Written Reprimand before it is placed in the personnel
file.
(c) Delaying an Advancement - This should be explained in the Performance
Evaluation. In no instance will the Performance Evaluation be delayed
as a technique of delaying a merit 1vancement. Employee must affix a
signature before it is plac_d in their personnel file.
(d) Extension of Probation - This must be explained on the Performance
Evaluation 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.
(e) 30 Day Disciplinary Probation - This is a "last chance" period for
an employee to correct repetetive problems. This action will be subject-
to a Performance Evaluation. The notification must be provided to the
employee in writing and approved by the City Administrator. If the spe-
cific behavior or problem is not corrected within the 30 day period,
harsher disciplinary actions will be undertaken. ;a
(f) Reduction in Pay or Other Monetary Assessment - Notice must be given
to the employee in writing from the Department Head with the approval of
29
( the City Administrator. If a reduction in pay occurs, a special Per-
formance Evaluation shall be completed after three (3) months to deter-
mine if the pay should be. re-elevated. No reduction in pay shall exceed
one pay step. No monetary assessment shall exceed a pay back rate of
more than 5% of the employee's net pay per pay period.
(g) Demotion - An employee may be demoted for work performance falling
below the established standards. The employee must be demoted to a posi-
tion for which they qualify. Written notice must be given to the employee
at least 5 working days in advance of the effective date of the demotion.
All demotions must be approved by the Cipy Administrator. All demotions
will be subject to a Performance Evaluation. Pay will be set at the same
Jpay step in the lower classification.
1
(h) Suspension
(1) Disciplinary Suspension - Employees may be suspended without pay
for up to 30 calendar days for disciplinary reasons. Notice must be
given to the employee in writing from the Department Head with the
approval of the City Administrator. Employees must be put on Adminis-
trative Suspension (below) for 5 working days pending investigation
prior to a disciplinary suspension.
(2) Administrative Suspension - When an employee is subject to a
�., disciplinary suspension or discharge they must first be placed on
administrative suspension for 5 working days pending investigation
r (without pay). Notice must be given in writing from the Department
tl Head with the approval of the City Administrator. Investigations,
at a minimum, must include a Performance Evaluation and statements
from all concerned parties (public complainants, supervisors, other
employees and/or witnesses). The result of the investigation and
the action to be taken must be prepared in writing and provided to
the employee before the end of the 5 day suspension. If the investi-
gation clears the employee of the charges, they will receive retro-
' active pay for the period of suspension aad all references to the
incident will be removed from the employee's personnel file.
In situations of conduct violations where it is deemed necessary
to remove the employee immediately from the situation (work site),
they may be suspended by oral command of the Department Head or
person in charge in the Department Head's absence, or the City Ad-
ministrator. Suspensions of this type shall be with pay and limited
to the remainder of the employee's current shift plus one day. If
the action was taken by someone other than the Department Head, that
person must provide a written report of the incident to the Depart-
ment Head no later than 8:00 a.m. the following day. The Department
Head must make a decision on further investigation or disciplinary
action to be taken and inform the employee of their decision no
later than 5:00 p.m. that day.
tE (i) Discharge/Dismissal - An employee may be discharged for a major
"! 1 conduct violation, repetition of minor conduct violations, or for work
performance falling below the established standards. Notice must be
given to the employee in writing. The employee must be suspended for
�.; 5 working days pending investigation (see Administrative Suspension).
Discharges must be approved by the City Administrator. Grounds for
such action must be well documented on a Performance Evaluation.
30
When an employee is discharged they will be required to hold an exit
interview with their choice of their Supervisor, Department Head or
the City Administrator to further understand the reasons for the action.
10.7 Refusal to Sion a Disciplinary Action
employee has the right to refuse to sign a disciplinary action.
Every occurs,
Appeal or resort
I£ this occurs, the employee must either file a Disciplinary pP
to the Grievance Procedures.
10.8 Disciplinary Anneals
A disciplinary appeal is a statement in writing from the employee ex-
plaining their objection to the disciplinary action. It should be attachedld
to the written action in question, in lieu of a signature. The app
eal sbe 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 t
gg
will review these appeals and render a written decision hey within
Y resort t work-
days
ie-
If the employee is not satisfied with teal washe smade ion tto the Department Head) or
vance Procedures at Step II (if the appThe
Step IV (if the appeal was made to the City Administrator).Employeesshallhave
be represented as specified i o£ a Grievance PrOc
ploy
E_
Disc
freedom from rep
E
�t
}
.E
{ttEt`tt.
4s
3
3
P
31
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XI. GRIEVANCE PROCEDURES
(` General Statement
I.
A grievance may arise from any real or imagined dissatisfaction of any
employee regardless of their appointive status with the City. Employees who
are members of bargaining associations should refer to their contract for
information relating to breach of contract grievances.
11.1 Step I
An aggrieved employee shall first refer the grievance to their immediate
supervisor within ten (10) working days of the occurance of the action from
which the grievance stems, or the employees knowledge of such action. This
notice z::st be in writing and include: (1) a statement of the grievance and
( relevant facts; (2) remedy sought; and (3) provision of the contract or Per-
sonnel Manual violated (if applicable). The supervisor shall respond to the
grievance in writing, within 5 working days.
11.2 Step II
i
If the employee does not feel that the grievance has been resolved, the
employee may, within 5 days, appeal the grievance to their Department Head.
The Department Head shall respond in writing to the grievance within 5 working
days.
r
11.3 Step III
If the employee'is dissatisfied with the decision of the Department Head,
they may, within 5 days, appeal to the City Administrator. The City Adminis-
trator shall render a decision in writing within 10 days.
9
(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
I or grievances not related to contract provisions.
i
11.4 Step IV
�. If the employee is dissatisfied 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 days of their receipt of the decision of
the City Administrator.
11.5 Grievance Committee
The Grievance Committee shall be an ad hoc committee appointed by :.he City
Administrator whenever the need arises. Membership of the Committee shall in-
clude, as a minimum, the following:
One City Council Member - Chairman
One Department Head - (not concerned with the appeal)
t One Employee - (not concerned with the appeal)
City Attorney - (for advisory purposes only)
¢, An aggrieved employee may be represented by any person in an advisory capacity,
32
to assist in presenting all facts relevant to the grievance, and necessary to
the equitable solution of the grievance. If the employee chooses to be repre-
thent
santed by an attorney, the City Attorney need not be restricted to an 4
ction in such matters a:. :roes examination,
advisory capacity, but may fun
weighing of evidence, etc.
A grievance hearing before the Grievance Committee shall be an administrative
hearing wherein the rules of evidence and court procedure need not 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 ex-
pense 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 E..
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.
11.6 A eel £rom the Grievance Committee � III
There shall be no appeal from the decision of the Grievance Committee a
except where the grievance is a charge of unfair employment practices. In this
type of case, the employee/applicant may pursue further legal action.
11.7 General Ground Rules for Grievances
All employee grievances must follow this chain of appeal (or chain speci-
fied by contract). At no time will an employee bypass a supervisor or Depart-
went Head, or approach a Cc'±ncil member with a grievance.
All references to number of days will be understood as working days rather
than calendar days. Time limits may be waived upon consent of both parties. FFA€
In any meetingsor
hearings theel, etcl)yin has
attthe
right to have a representative
(union rep., y.
Employees shall have freedom from reprisal for use of the Grievance Procedures.
I
33 "
XII. PERFORMANCE EVALUATIONS
General Statement
Performance Evaluations are an essential component in the administration
of personnel. They provide information relating to: merit raises and promo-
tions; needed training and education; identification of promotiable employees
for future reference; needed reclassification of positions; and, identification
of career advancement structures.
12.1 Schedule for Completing Performance Evaluations
City Service - During the six month probationary period, employees will
be evaluated twice; once after three months and again at the end of the
probationary period. Evaluations will occur annually thereafter.
1f Police Service - Employees will be evaluated once every month during the t�t
l initial probationary period. Evaluations will occur annually after the Y
employee is put on permanent status.
Special Evaluations - Should occur:
(a) Prior to any promotion or transfer.
(b) When an employee is subject to any disciplinary action exceeding an
Oral or Written Reprimand,
(c) At the employee's request. When an employee requests a performance
evaluation, at a scheduled time, or any other time, the Department Head
will be obligated to complete the evaluation within two weeks of the
request.
F.r 12.2 Procedures
�J Performance Evaluations are to be completed cooperatively by the employee
and their Department Head, They are to be completed within the scheduled month
and may be initiated by either the employee or Department Head. The Department
Head may solicit in-put from more immediate supervisors if they desire to do so.
Employees who are assigned to more than one department will be evaluated jointly
by both Department Heads. The employee and Department Head(s) are required to
L sign the forms. All evaluations will be reveiwed by the City Administrator.
All evaluations will be placed in the employee's personnel file and the employee
Lwill be provided with a copy.
L Please refer to specific forms and instructions available from the City Adminis-
trator s office.
L F
f=
34
�- XIII. MISCELLANEOUS
�E 13.1 Mileage Reimbursement
Whenever an employee is authorized to use a personal vehicle in the per-
formance of official City duties, the employee shall be compensated at the
rate of $.15 per mile, if such mileage meets the following conditions.
(a) All mileage compensation shall be as a result of authorized personal
vehicle use. "Authorized" means approved by the employee's Department
Head or the City Administrator.
(b) Driving to and from the usual work site is the employee's responsi-
bility and is not reimburseable.
t` (c) Reimburseable uses include; the use of a personal vehicle to attend
Iout-of-town functions, training sessions, and meetings, when such functions
are a requirement of the employee's job or are deemed desirable by their
Department Head or the City Administrator.
- (d) 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 re-
imbursed for all trips which occur during the work day except for the
original reporting to work and the final departure from work.
(e) 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.
i (f) For work sites, meetings, etc, located in Tigard, compensation shall
- not exceed 8 miles from the point of departure to work site or meeting
location. For meetings, work sites, etc., outside of 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.
(g) Employees must put in claims for mileage reimbursement within 30 days,
on the forms provided.
j( 13.2 Use of City Vehicle
`-- An employee must obtain permission from their Department Head or the City
Administrator to use City vehicles. A City Gasoline Credit Card or the City
Pumps will be used for gas. Any out of pocket expenses such as parking, tolls,
L emergency repairs, shall be reimbursed upon presentation of receipts.
13.3 Out of Town Travel
i
f
All travel on City business outside of an area of 200 miles of Tigard,
shall be !
by air (Economy Fare), unless the City Administrator authorizes another
mode of transportation. Tickets will be purchased through the office of the f
City Recorder/Finance Director. }
C-1
For travel inside an area of 200 miles of Tigard, the employee will be provided
with transportation expenses for the mode of travel approved by the City Ad-
ministrator (bus, train, City vehicle, personal vehicle, etc.).
L' 35
. T
rl4a :`�z--�-•ate^.'-.� ..-.-----T ......_.
13.4Lodging F.
Employee's lodging expenses will be covered while traveling on City busi-
ness. Employees are expected to be reasonable in selection of accomodations.
13.5 Per Diem
Any employee traveling on City business shall receive in addition to `.
transportation and lodging expenses, a per diem allowance of $15.00 per day for
each day of a conference, meeting, etc., plus no more than one day's per diem
for travel each way. The purpose of per diem is to cover ordinary expenses ,.
such as meals, refreshments, tips, etc. The total allowance will be granted to
the employee before they leave. Upon return, the employee will be required to
account for the use of per diem (receipts or a statement of expenses) and re-
turn any unused portion. The City Administrator will determine the reasonable-
ness of the accounting for the use of the per diem.
13.6 Clothing and Uniform
Police Service
(a) If an employee is required to wear a uniform, such uniform shall be
furnished by the City, and•the City shall pay for the initial tailoring.
Any required leatherware and personal firearm is specifically excluded
from this provision and shall be the responsibility of the employee. The
employee shall make restitution to the City for loss or damage to any
City supplied uniform, unless such loss or damage occurred in the line of
duty and was not caused by negligence on the part of the employee. Proper
maintenance of a required uniform is the responsibility of the employee.
(b) The City will provide a clothing allowance for employees assigned
to the Investigative Division for periods exceeding 30 days on a reimburse-
E.
ment basis as specified by contract.
(c) The City shall reimburse employees for personal property reasonably
and necessarily worn or carried when such property is stolen, damaged,
or destroyed as a direct result of the employee's performance of official
duties. Reimbursement shall not be granted if negligence or wrongful=
conduct of the employee was a substantial contributing factor to the
theft, damage, or destruction.
r
x
36
f
f
APPENDIXES
i LL
f'
H-1
37
i
_ f
/ Et F
rrte-- APPENDIX A
4.6 Classification Designations (listed in alphabetical order) ,
Unclassified Positions:
Administrative:
i Building official
Chief of Police
City Administrator
City Librarian
City Recorder/Finance Director
Director of Public Works
Planning Director
Supervisory:
I( Accountant
` Engineering Technician III
Lieutenant
ffPublic Works Program Coordinator
Professional:
Assistant Planner
1 Associate Planner
l.�
Confidential:
Accountant Clerk
Administrative Secretary
Police Service Positions:
Clerk Dispatcher
Clerk Specialist/Records Supervisor
Patrolman
Sergaent
Classified Positions:
Building Inspector
Clerk Typist I, II, III
Code Enforcement Officer
Engineering Technician I, II
Foreman
Library Assistant
Utility Worker I, II, III
�c3
38
S
�^ APPENDIX B
TIGARD POLICE OFFICERS ASSOCIATION PAY PLAN
F
1979-1980 r
4 Classification A B C D E il[
Clerk Dispatcher 840 884 930 979 1031
Clerk Specialist 978 1029 1083 1140 1200
Patrol Officer 1261 1327 1397 1470 1547
i Sergaent 1472 1549 1630 1716 1806
1.
Educational Incentive;
Premium BPST Certification Educational Achievement
32.50 A. Intermediate -------------
B- ------- A.A./A.S. or
Equiv. hrs.
$ 65.00 A. Intermediate A.A./A.S. or Equiv. hrs.
B. Advanced
ii $130.00 Advanced A.A./A.S. or Equiv. hrs.
L
�L
L�
39
APPENDIX C
l
5.2 TIGARD MUNICIPAL EMPLOYEES ASSOCIATION PAY PLAN
1979 - 1980
Classification A B C D E
Clerk Typist I 712 749 788 829 873
Clerk Typist II 774 815 858 903 950
( Library Assistant 804 846 891 938 987
11 Laborer 838 882 928 977 1028
Clerk Typist III 843 887 934 983 1035
Utility Worker I 936 985 1037 1092 1149
ICode Enforcement Officer 980 1032 1086 1143 1203
Utility Worker II 1027 1081 1138 1198 1261
Auto Service Worker 1027 1081 1138 1198 1261
} Engineering Technician I 1077 1134 1194 1257 1323
Utility Worker III 1110 1168 1229 1294 1362
Engineering Technician II 1214 1278 1345 1416 1490
Foreman 1226 1291 1359 1430 1501
Building Inspector 1266 1333 1403 1477 1555
40
1_ APPENDIX D
7.4 (b) Accumulation of Vacation Time
k
Each permanent full-time employee shall accrue permissive time off with
jj pay for vacation leave in accordance with the following schedule: i
I Equivalent i1
Years of Continuous Monthly Annual Accrual
iiservice Accrual Rate Hours Days
L.
0 -'12 months 6 2/3 hrs. 80 10 j
1 - 5 years 8 hrs. 96 12 t
5 - 10 years 10 hrs. 120 15
10 - 15 years 12 hrs. 144 18
15 plus years 13 1/3 hrs. 160 20
Permanent part-time employees shall be eligible for vacation leave prorated on j
` the basis of their average work week. k
l:
L>-
`.'
C.;
-.
U
41
1
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APPENDIX E
�!! COMPREHENSIVE EMPLOYMENT AND TRAINING ACT (CETA)
It is the policy of the City to have the City Administrator or ent appointee
tions C
inform the City Council of the number of public Service EMP anon of the CETA '
allocated to the City as they become available during ((([
Program.
Procedure - This is intended to clarify objectives, treatment, supervision and t
work assignments of the CETA participants of the Multnomah-Washington County
Manpower Consortium.
' During the duration of the CETA program:
(1) Public Service Employment positions shall be advertised by CETA for
a minimum of 5 working days. The City may take additional advertising
and recruiting steps where it is deemed desirable. CETA should be no-
tified of advertising carrried out by the City.
(2) Eligible applicants shall be screened and interviewed accordingto
the same personnel procedures as any other applicant. The appointing
authority shall notify the successful applicant. Notification of selec-
tion will be made to the CETA office. All applications must be returned
to them. The successful applicant must report to the CETA office prior
to beginning work.
(3) CETA should lead to regular, unsubsidized employment with the City.
(4) CETA positions may not infringe upon promotional opportunities of
persons not subsidized by CETA. f
(5) CETA shall not result in the displacement, layoff or termination of
currently employed persons, including partial displacement, such as a
reduction in non-overtime hours, waqes, or other employment benefits. t
(6) CETA participants shall work within the job description for which 1(
employment application was made. Any amendments to the job description (!I
must be requested in writing and submitted to the CETA office for approval.
■ii■ Any participants working in that position must also approve the amend-
ments.
(7) CETA participants shall be treated equal to and in accordance with `
other employees with the following exception: CETA participants will
not be eligible for the tuition reimbursement program unless funding is
not available from CETA.
L (8) The CETA office must be notified of any terminations (for any cause)
of participants at least 48 hours before they go into effect.
CETA participants should refer to their "Program Policy and Information"
booklet provided by CETA for further information.
42
f
r- APPENDIX F
8.5 Retirement Plan
(NOTE. At the time of printing this Manual final specifications of the
Retirement Plans were uncertain. When final specifications are known,
this section should be reincorporated into the body of the Manual.)
City Service - After 18 months employees become eligible for the retire-
ment plan. The City contributes 3% of the employee's salary, employees must
contribute at least 3%, and may contribute up to the amount specified by
the plans. Payments are deducted each pay period. (Optional).
1 Police Service - After six months employees become eligible for this
mandatory plan. City contributes as required by law. Employees must contri-
bute at least 6% or up to 10%. Payments are deducted each pay period.
c�
f'
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r
�t APPENDIX G
S\ Transition of Employees from Outside Funding to City Employment
i When employees are transitioned from outside funding sources (such as CETA)
to regular City employment, the transition (including status and receipt of bene-
fits) shall be administered so as to occur as smoothly and to the greatest pos-
sible advantage to the employee, limited only by outside funding contracts or
insurance company restrictions. Persons involved in such transition shall re-
ceive a completed Employee Status Review form specifying status and effective
dates for benefits from the City Recorder at the time of appointment.
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i APPENDIX H
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SAMPLE FORMS
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/ City of Tigard.Oregon
PERSONNEL ACTION FORM
Employee's Name..................................................................................................................Date....................................................
LAST FIRST MIDDLE
Position........................................................................... Department....................................................................................
1 Employment
HomeAddress............................................................................................................Phone No................................................
NUMBER STREET CITY
2 Date of Birth............................. Permanent Appointment................Temporary Appointment....................
Effective Date................................................Probationary Period.......................months.
SocialSecurity Number................................................. PERS No.(If any)..................................................
Starting Salary
PayRange.............................................Step.................... .........................................................per month
.........................................................per hour
I
1 .
Salary Change
Effective date............................................
Present Salary Requested Change
fPay Grade.....................Step.................... Pay Grade..............................Step........................
$...................................per month 5................................per month
s...................................per hour s.................................per hour
Reason for Change(check one of the following)
( Merit increase............:......Annual increase............Demotion.............
Completion of probationary period increase..............
}} Explanation................................................................................................................................................................................
i
....................................................................................................................................................................................................
.............................................................................................................................................................................................. ....
.........................................................................................................................................................................................
' Termination
1..: Last Day ........................................Hours of unused earned vacation......................................................
Hours of unused exchange time...................................Reason for termination..........................................
......................................................................................................................................................................................................
s ..........................................................._...........................................................................................................................................
t
Recommendedby .......................................................... Approved by..............................................................................
DEPARTMENT MEAD CITY AIIMINISTRATOR
Change acknowledged by...........................................
CITY RECORDER
1 Explanation: For new employe fill out sections 1 &2 Distribution: Original(white)--Recorder's Office
For salary increase fill out sections 1 &3 1st copy(pink)—Department Head
� For termination fill out sections t &4 2nd copy(Yellow)--Employee's copy.
Hn submit all three copies to the city administrator for appropriate action
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EMPLOYEE STATUS REVIEW
To be completed during the initial orientation period.
i Employee Name
Title
r
Status: Classified Full-time
({ Unclassified Part-time
Police Service Temporary
Conditional
Date of Hire Salary /month Step
' S Date of Performance Evaluations:
Probationary interim evaluation (after 3 months)
End of probation evaluation (after six months)
First annual evaluation
f
Date of achievement of Permanent Status
Date of end of probation merit increase (if applicable)
Date Health Insurance becomes effective
Date Dental Insurance becomes effective
Date Disability Insurance becomes effective
Date eligible for Retirement Plan
L Date eligible for Association membership (if applicable)
t other dates:
L"
copy distribution: Employee
Department Head
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Personnel File
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- AS THE NEW PERFORMANCE EVALUATION SYSTEM IS STILL IN A DEVELOPMENTAL STAGE, WE
HAVE NOT INCLUDED SAMPLE FORMS AND INSTRUCTIONS HERE.
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REQUEST FOR TRAINING
Employee Name Title
Department Date
( Employee request to attend Employer required attendance
{ Title of Training Program
1 (workshop, seminar, conference, class, etc.)
{ institution or Organization
t Registration Deadline Training Dates: From
To
Describe the nature of the training (attach brochures, programs, agendas, or other
[ descriptive materials):
Relevance of training to current position or reasonable promotion or transfer oppor-
tunities:
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Cost of Training: j
fF Registration or Tuition & Hooks......................$ E
!. Travel...............................................
Lodging..............................................
Per Diem.............................................
Other: .......
Total................$ p
;. Employee Signature
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To be completed by the Department Head:
Approved Disapproved, reason:
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Comments:
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Signature Date
---------------------------------------------------------------------------------------
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To be completed by the. City Administrator: i
' Approved Disapproved, reason:
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(over)
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Comments:
Signature Datej'`
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To be completed by the City Recorder/Finance Director-
Approved request received:
(date) g
Cash Advance Provided in the amount of $ , Check No. on
(date)
Record of Training Received placed in Personnel File:
(date)
OR
Record of Disapproved Request placed in Personnel File: is
(date)
Signature
Date
----------------- ----------------------------------- ----------------------------
copy distribution: Employee g '
Department Head
City Recorder - Personnel File
- Accountant (on approved requests only) B`""
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CITY OF TIGARD
LEAVE REQUEST FORM
DATE
EMPLOYEE NAME TITLE
I( REQUEST APPROVAL FOR:
SICK LEAVE DATE(S): FROM
VACATION LEAVE TO
COMPENSATORY TIME
OTHER
EXPLANATION:
aEMPLOYEE SIGNATURE
4 DEPARTMENT HEAD COMMENTS:
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ACTION TAKEN:
APPROVED DISAPPROVED
DEPARTMENT HEAD SIGNATURE
(to be filled out if applicable)
a
APPROVED DISAPPROVED
CITY ADMINISTRATOR SIGNATURE
COPY DISTRIBUTION: EMPLOYEE
ACCOUNTANT
\' PERSONNEL FILE
EXIT INTERVIEW AND SEPARATION CLEARANCE
This form must be completed, signed and placed in the employee's personnel file
prior to their termination.
` Employee Name Date of Hire
Title Date of Termination
Department
Type of Termination
I�- (resignation, termination, etc.)
{ Summary of Interview (including reason for termination):
i ---------------------------------------------------------------- ------Y-------
Future Release of Information from the personnel file (to be completed b the em-
ployee):
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.
� I Salary Records.
_ Disciplinary Records.
it Traii,ing Records.
other:
---------------------------------------------------------------------------------
' Separation Clearance:
i I certify that all City property assigned to me during my employment has
been returned, including:
Keys
Equipment:
Manuals and Publications:
Other
Employee's Signature:
Signature of person conducting Exit Interview:
(supervisor, Department Head, or City
Date: Administrator)
C_ copy distribution: employee
personnel file
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