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HomeMy WebLinkAbout1990-04-10 Council Packet - Work Session, Handbook, BudgetKenai City Council Staff Meeting April 10, Supervisor's 1990 Handbook Budget Department Head Problems 1791-1"I CITY OF KENAI OtzeiW 4 4ia"all MROOM HUM, ALAIU 4id19 IVLWN#" 2W - 7535 FAX 907-283-3014 MEMORANDUM TO: City Department Heads FROM: Wm. J. Brighton, City Man er -- DATE: RE: April 6, 1990 Staff Meeting ��+4 s s J' Please attend a department head staff meeting on Monday, April 9, at 11:00 a.m. The meeting will be held in the City Council Chambers. Items to be discussed include: 1. Supervisors' Handbook 2. Budget 3. Department head problems WJB/kh 1791-1991 CITY OF KENAI 210 FIDAL00 KDMU, ALASKA "611 TWW" 283.7635 FAX 907-283.3014 TO: Kenai City Council FROM: Charles A. Brown, Finance Director DATE: March 23, 1990 SUBJECT: 1990-91 BUDGET — CITY MANAGER RECOMMENDATION Attached is the Manager Recommended 1990-91 Operating Budget. This memo is meant to identify.significant changes or large dollar differences from the current year's original budget, and to explain the more significant revenue and expenditure categories. nA Revenues: Property taxes are increased by about $280,000. The Borough expects a decrease of about 10% in values. The tax rate is increased from 2.7 mills to 4.0 mills. one mill draws about $221,000 of revenue. Sales tax is increased to $2,300,000 (up by $100,000). Sales taxes are in an upward trend. The sales tau generates the equivalent of 10.4 mills. Each percent sales tax generates about $767,000. State Revenue Sharing and Municipal Assistance are both increased by about 23%, the level actually received in the current year. These two revenue sources generate the equivalent of 4.5 mills. Interest on investments is 1,236,000 (down by $26,700). I have decreased the projected rate of return from 9% to 8%. Interest generates the equivalent of 5.6 mills. The transfer from the Airport Land System to the General Fund is increased, primarily because of increased equipment repair by the shop. The current year's $100,000 transfer from the Federal Revenue Sharing Fund has been deleted for next year. c A summary of significant increases <decreases> in General Fund Revenues follows: Appropriation of Fund Balance Property taxes Sales tax Utility Franchise tax State Revenue Sharing Municipal Assistance Interest Transfers from Airport Land System Transfers from Federal Revenue Sharing Transfers from Land Trust Fund Other (net) Total G/F increase 000's $ 445 280 100 10 68 119 < 27> 30 <100> < 35> 5 89 The current year's original appropriation of fund balance was about $487,000; for next year, it is proposed at about $932,000. This is not an unrealistic number, but I would not want to see it go much higher. The G/F unappropriated fund balance is about $8,000,000, andI do not expect it to drop by the end of the current fiscal year. Expenditures: Total General Fund expenditures are $7,172,109 up $894,803 (14.3%) from the current year's original budget. See Exhibit I for a summary of dollar and percentage changes by department. Below is a recap of some significant changes: 000's COLA pay increase, 4% 142 PERS increase (0% to 4.2%) 136 Street Dept. operator, Part-time, 6-mos. (new) 17 P.W.A. engineering tech, increase in hours 5 Reduction in Chamber/Bicentennial contributions < 10> Insurance 25 Fire Dept. Computer System 45 Shop Repair & Maintenance Supplies 64 Shop Utilities 12 Streets Dump Truck 105 Buildings Repair & Maintenance Supplies 14 Buildings Repair & Maintenance 14 Beautification Banners 7 Beautification Sign, Flags, Poles 9 Transfer to Senior Citizens 8 Equipment replacement reserve 300 Other (net) 2 Total G/F Increase 895 w The Building Department accounts have been increased because Howard Hackney would like to charge General Fund building maintenance to the Building Department, rather than to the individual departments (i.e., Police, Recreation, Library, etc.). I believe you will note, however, that some of the other departments have not reduced their budgets accordingly. General Fund Summary: The General Fund budget has increased by nearly $900,000. Most of the increase has been financed from fund balance and by property tax increases. You can see from the above expenditure summary that much of the increase is related to either personnel or equipment, including the establishment of a new equipment replacement reserve with an initial contribution of $300,000. The annual contribution of $200,000 to the capital improvement reserve is also included in the budget. The Senior Citizens budgets require a General Fund contribution (transfer) of $7,938. 1T91-1l01 CITY OF KENAI „O G' --dal ej 44a&4alf WrWWW"' m w icy Fuca M11 tamoma."M FAX 907-283-3014 MEMORANDUM TO: William J. Brighton, City Manager FROM: Charles A. Brown, Finance Director DATE: April 3, 1990 SUBJECT: Budget/Expenditure Review, March 31, 1990 I have completed a review of budgets and expenditures through March 31, 1990. Below, I have identified certain accounts that will probably be overspent by June 30, 1990. Spent % YTD of Budget Probably Account Budget 3-31-90 Spent Needed Non -Dept. -Medicare $12,000 $ 9,558 80% $ 1,500 Animal Control-0/T 3,500 3,522 101 1,200 Shop-Oper. Supplies 65,727 52,945 81 5,000 Shop-R & M Supplies 65,482 64,396 98 20,000 Shop -Utilities 21,000 19,898 95 6,500 Shop-R & M 12,451 12,460 100 4,000 Streets -Utilities 2,500 2,892 116 1,500 Buildings-O/T 1,000 1,021 102 450 Library- Utilities 13,000 11,120 86 2,000 Recr.-Utilities 28,000 23,651 84 4,000 Water -Utilities 64,000 52,715 82 5,000 S.T.P.-Utilities 77,000 85,643 ill 37,000 Air. M & 0-Salaries 25,685 22,996 90 6,000 Air. M & 0-O/T 16,000 14,935 93 4,000 Air. M & 0-Suppl. Retir. 800 834 104 350 Air. Land -Utilities 0 3,036 0 3,040 In addition to the above, there are several unemployment compensation (E.S.C.) accounts that are over -budget. I see no need to correct them; it is expected that a few E.S.C. will go over budget. 11 Page Two William J. Brighton April 3, 1990 . You should review the above accounts, perhaps with the department heads, and decide what action should be taken. In sme cases, such as utilities, there's probably not much we can do, other than appropriate more money. However, in the overtime, supplies, and repair and maintenance accounts, you might consider additional appropriation, limiting expenditures, or a combination. Because most of the problem accounts are in Public Works, I have given Keith a copy of this memo and asked that he review all of his budgets to help identify other potential problems. In addition, several of his accounts are so badly short of funds, we may carry a resolution into the April 4 Council Meeting to meet short-term needs. In addition, I have received a memo from the Police Chief requesting funds; see attached. I'd like to prepare a resolution for April 18, 1990 to transfer money. I await your response. MEMORANDUM To: Department Heads, From: Charles A. Brown, Date: March 13, 1990 City Attorney,(ECler Finance Director CV Subject: Supervisor's Handbook Attached is a first draft of a Supervisor's Handbook. The purpose of the manual is to establish policy and procedures for some routine situations that may frequently occur in the workplace. In many respects, it has been drafted for a new supervisor, one who has little knowledge of basic procedures of the City, such as purchasing, evaluating, submitting timesheets, etc. In a sense, this manual simply reduces to writing what have been unwritten rules. Please review the manual and prepare comments. The City Manager has indicated that he will schedule a staff meeting soon, to discuss this and other subjects. CITY OF KENAI ALASKA SUPERVISOR'S HARMHOuK DRAFT 3-13-90 I. INTRODUCTION This manual has been prepared solely for the use of City of Kenai administrators, department heads, and supervisors (collectively referred to as supervisors). The manual explains City policy and describes procedures that should be followed in applying policy. The information contained in this manual is necessarily general, and there may be instances when supervisors will deviate from prescribed procedures. This is expected; however, reasons for deviations should be reasonable and documented. It is expected that these policies and procedures will change occasionally. Notice of any changes will be distributed. It is important that users of this manual acquaint themselves with applicable portions of the Kenai Municipal Code (KMC) and the City of Kenai, Alaska Employee Handbook to be fully familiar with City policy, procedures, and rules. If inconsistencies or conflicts arise, Federal, State, and local laws prevail over the contents of this manual. II. RECRUITMENT AND SELECTION Scope This policy applies to the recruitment and selection of all employees except for the City Manager, employees within the Legal Department, and employees within the City Clerk Department. Policy When a personnel vacancy occurs, the supervisor will conduct a recruitment and selection effort designed to identify the most capable individual for the position. Procedures /J The supervisor will: .Y a. Verify that the position is included in the annual budget and that money has been appropriated for the position at the specified pay range. b. Solicit applications. This should consist of an advertisement in a local newspaper. In cases where the supervisor intends to fill several positions during the course of a season, one ad placed at the beginning of the season is sufficient. In lieu of advertising, supervisors may use the services of State of Alaska Job Service for recruitment, screening, and/or testing. All applicants must complete a City of Kenai "Application for Employment" form (available at the Finance Department) or a more comprehensive form if required by departmental procedures. Resumes may also be encouraged or. required. c. Select candidates to be interviewed based upon the written applications and/or recommendations from Job Service. Design and maintain a system of written documentation to support your selections. Consider contacting past employees and references of interview candidates, documenting results. d. Conduct personal interviews with those candidates selected. Design and maintain a system of written documentation to support the results of the interviews. Prepare an "Information for Applicants" or similar form (see sample in this manual) and give a copy to each applicant that you interview. e. Based upon qualifications and fi ness f r t e position, select the individual whom you wish to recommend for hire. If the individual (including a volunteer) will drive a City -owned vehicle or equipment, verify that he or she possess a current Alaska driver's license, and ensure that he or she provides a current copy of his or her Department of Motor Vehicle record. The supervisor shall consider the contents of the DMV record in the final selection process. f. Complete a "Personnel Transaction Form" and forward it, along with the application for employment, resume' (if any), and DMV report (if any), to the Finance Department. g. Not tell anyone, including the individual you have recommended for hire, that a hire has taken place at this point. The City Manager is the hiring authority. h. After Finance and City Manager approvals have been given, inform the hired individual of his or her employment status. At the earliest opportunity, instruct the new employee to go to the Finance Department to complete appropriate job -related forms. i. Retain all applications, written documentation of the selection process, and related material for one year. III. PERFOI&G%NCE EVALUATIONS Scope This policy applies to all employees except for the City Manager, City Attorney, and City Clerk. Policy Employees should be evaluated at the end of probation, annually thereafter, and at separation. Procedures The supervisor will: a. Maintain a schedule of dates that employees are to be evaluated. Deadlines are: (1) 30 days prior to the completion of the probationary period, (2) 30 days prior to the anniversary date, and (3) at the time of separation from City employment. Employees may be evaluated more frequently if the supervisor determines that this is appropriate in the circumstances. b. Complete a performance evaluation form (available in the Finance Department) or other departmental approved evaluation form. Ensure that the form is fully completed with all appropriate signatures. c. If the evaluation results in a recommendation for a pay step increase, complete "Personnel Transaction Form". d. Send the evaluation and the personnel transaction (if any) to the Finance Department. IV. OVERTIME AND STORY TIM Scope Most policies and procedures relating to pay are explained in the personnel ordinance (KMC Title 23) and the Employee Handbook. The following policy deals with overtime and comp -time, and applies to all employees except those in the exempt service (primarily City Manager, City Attorney, and City Clerk), department heads, and certain seasonal Parks and Recreation employees. Policy The decision to pay overtime or grant comp -time is the supervisor's. Comp -time accumulation shall not exceed 8 hours. Procedures The supervisor will: a. Consider budgetary controls before authorizing overtime payment. b. Not authorize nor permit employees to work overtime without providing for either overtime pay or comp -time. c. Authorize comp -time at the rate of time and one-half, if the time off is taken after the current work week. If time off is taken in the current work week, overtime has not been worked, and time off is allowed on an hour -for -hour basis. d. Not allow comp -time accumulation to exceed 8 hours. Note that it takes only 5 1/3 hours of overtime to accumulate 8 hours of comp -time at the time and one-half rate. f. Review and approve overtime hours to be paid, compare the hours to time sheets, and send overtime slips to the Finance Department with monthly time sheets. e. Reduce overtime (or comp -time) by reducing leave hours requested in the same work day (midnight to midnight). Overtime is not allowed in a work day for which leave is taken. V. LEAVE Scope This policy applies to all City employees who accrue leave. Policy Leave requests must be approved in advance, except in cases of sickness. Employees must use at least 80 hours of leave (112 for certain Fire Department employees) per calendar year. Procedures The supervisor will: a. Authorize leave requests on the appropriate form and immediately send them to the Finance Department. Leave requests are to be approved by the department head, or by the City Manager in the case of leave requests for department heads, the City Attorney, and the City Clerk. b. Maintain a written record of approved leave requests during the month and compare Teave hours to monthly time sheets, reconciling differences before time sheets are sent to the Finance Department. c. Ensure that leave requests for vacations are completed in advance of the vacation. Ensure that leave requests taken for sickness are completed as soon as possible. VI. TRAVEL Scope This policy applies to all City employees. Policy Out-of-town travel is authorized only for valid City business. Procedures The supervisor will: a. Authorize travel expenses only after a determination that monies are appropriated and that the City will benefit from the travel, either in direct benefit or in enhanced education and training of City employees. Approvals shall normally be 5bq*yv-� obtained through the purchase order process. Both the department head and the City Manager should sign travel Cv,,..w•/�o,n,,,� related purchase or ers, indicating their approvals. b. Ensure that a rave Voucher" and a "Trip Report" is prepared and approved after completion of travel, and sent to the Finance Department. VII. SMOKING IN THE WORKPLACE Scope This policy applies to all City -owned buildings and vehicles used for public transportation. Policy Smoking is prohibited, except in designated smoking areas. Procedures The supervisor will: a. Designate as nonsmoking areas all or a portion of City buildings and vehicles used for public transportation of which he or she is in charge. The supervisor may designate portions of such buildings and vehicles as smoking areas. b. If one or more smoking areas are designated, make reasonable accommodations for the needs of smokers and nonsmokers. c. Post nonsmoking and, if applicable, smoking signs in appropriate locations in such buildings and vehicles. Signs are available from the State of Alaska, Department of Environmental Conservation. VIII. SEXUAL HARASSMENT Scope This policy applies to all City employees. Policy Sexual harassment of any employee is prohibited. For the purposes of this policy, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when such conduct: (a) is made explicitly or implicitly a term or condition of employment, or (b) is used as a basis for employment decisions, or (c) has the purpose or effect of interfering with work performance or creating an otherwise offensive working environment. Procedures The supervisor will: a. Report all alleged incidences of sexual harassment to the supervisor's superior, the City Manager, or the City Attorney, as deemed appropriate. b. In instances where the supervisor suspects that sexual harassment may have occurred, consult with the employee suspected of having been the subject of such harassment and inform the employee that he or she may report the incident to departmental supervisors or other members of the City Administration as deemed necessary by the employee. . IX_ PURCHASING AND APPROPRIATION Scope This policy applies to all purchases, except for routine, repetitive purchases of utilities, debt service payments, investments, and personnel services (payroll and benefits). Policy Purchases of goods and services must be approved in advance and in writing by the Finance Director. Procedures The supervisor will: a. Review budgets and other financial information to determine availability of funds and proper account classifications. b. Submit signed purchase orders to the Finance Department. c. After receipt from the Finance Department of the approved purchase order, which will bear the purchase order number and the signature of the Finance Director, order the goods and services, mailing the original (white copy) of the purchase order to the vendor, if necessary. d. Immediately after receipt of the goods or services, sign the receiving report (blue copy of the purchase order), indicate the date the goods or services were received, and send the receiving report to the Finance Department. Any invoices should be sent to the Finance Department at this time also. e. If informed that sufficient funds are not available for the requested purchase, consider requesting an adjustment to the budget. This may take the form of an administrative transfer or a council -approved action, such as an ordinance or resolution. Consult the Finance Director and/or the City Manager regarding these requests. Procedures for administrative transfers are set out in KMC 7.25.020, and forms are available in the Finance Department. f. Inform himself of purchasing and sales provisions as set out in the Kenai Municipal Code, Subject KMC Council Approval 7.15.030 Bidding 7.15.040 & 050 Sales 7.15.060 & 070 Telephone Polls 7.15.080 Conflicts 7.15.090 and other provisions that may be added, deleted, or modified from time -to -time. X. ACCIDENTS AND INJURIES Scope This policy applies to all accidents or injuries involving City property or City employees. Policy Accidents and injuries must be promptly reported. Procedures The supervisor will: a. Investigate and report on a City of Kenai "Accident Investigation Report" form (available at the City Manager's office) the following types of accidents: 1. Resulting in injury to a City employee. 2. Involving City equipment or facilities, and resulting in injury to a citizen. 3. Resulting in damage to private property. 4. Resulting in damage in excess of $500 to City property. The accident report is to be completed as soon as possible and sent to the City Manager's office. A copy will be sent by the City Manager's office to the Finance Director, who will make a determination of insurance company notification. b. Request a police investigation of the following types of accidents: 1. All fatality accidents of any kind. 2. All vehicular injury accidents. 3. All vehicular accidents occurring on public roadways. 4. All vehicular accidents that result in damage to private property. c. Ensure that a workers' compensation claim form is promptly completed and sent to the Finance Director for all injuries or illnesses to an employee resulting from employment. d. If an employee will miss work time as a result of a workers' compensation claim, consult with the Finance Director concerning sick leave and payroll computations. XI. TERMINATION Scope This policy applies to all employees. Policy Termination of employment should be processed timely and accurately. Procedures The supervisor will: a. If the termination is a result of resignation, make every effort to obtain the resignation in writing. If this is not possible, document the verbal resignation by memorandum. b. If the termination is caused by an action other than a resignation, obtain the City Manager's written approval of the termination. Consult the Kenai Municipal Code, Chapter 23, for guidance regarding warnings, suspensions, dismissals, and appeals. Proper documentation is a very important consideration. c. Complete a final performance evaluation and a personnel transaction form. Send these documents and the resignation letter (or memorandum referred to above) to the Finance Department. d. Instruct the employee to go to the Finance Department to complete appropriate forms. XII . MISCELLANEOUS ANEOUS References a. The Finance Department will ask employees who are separating from City employment if they desire to sign a release authorizing the City to provide employment information to the persons or entities. If the employee signs such a release, it will be placed in the employee's personnel file. b. If an employee (or former employee) has signed the release, supervisors or the Finance Department may release employment information to other persons or entities, although they are not required to do so. c. If an employee (or former employee) has not signed the release, information that may be released is limited to date of hire, date of separation, and most recent job title. Other Employment Verification Occasionally, the City is asked to provide employee salary and other employment information to various entities, such as The Department of Labor, Internal Revenue Service, and banks. These requests should be forwarded to the Finance Department., Confidentiality At any given time, the City is involved in various claims, lawsuits, and other disputes with persons and entities. If you are aware of the existence of any such dispute, or potential dispute, you should refrain from engaging in discussions or making statements regarding these matters. Refer inquiries to the City Attorney. Personnel Files Each employee may review the contents of their personnel file in the presence of a Finance Department employee. No employee may remove their personnel file from the Finance Department. A Department Head, City Manager, City Attorney, or City Clerk may temporarily remove a subordinate's personnel file from the Finance Department for purposes of evaluation. A personnel file should never be left in an unsecured location, nor should it be taken from City Hall. Only the Finance Director or his designee is authorized to add or remove any material from any personnel file. Personnel Files Each employee may revie the contents of eir personnel file in the presence of a Finance Depa tment emplo e. No employee may remove their personnel file fAauthoriz n Department. A Department Head, City Manager, City Atty Clerk may temporarily remove a subordinate's personnethe Finance Department for purposes of evaluation. A persould never be left in an unsecured location, nor should iCity Hall. Only the Finance Director or his designiz to add or remove any material from any personnel fil Date CITY OF KENAI, ALASKA 210 Fidalgo, Kenai, Alaska 99611 (907) 283-7535 APPLICATION FOR EMPLOYMENT Name Address (Mailing) Address (Location) Telephone # Social Security #, Do you have a valid Alaska Driver's License? Are you a U.S. Citizen or otherwise authorized to work in the U.S.? (If hired, proof of employment eligibility must be presented). Position or positions applied for Have you previously been employed by the City of Kenai? If so, give dates What date will you be available for work? List the names and locations of the schools you have attended: High School• Did you graduate? College: # of years attended and degree. Major/minor course of study, Other Education: List below skills, memberships, or certifications that you feel help make you qualified for this position. (over) If you are applying for a position that may require operation of certain Machin- ery, equipment, tools, or other items please list on a separate paper all the items that you have successfully operated in the past, giving the type or model of the item and the number of years experience. List the names and locations of your last three employers: (1) Current or last employer: Name and address Employment dates to Last monthly salary $ Reason for leaving Supervisor's name and phone # Describe position and responsibilities (2) Next prior employer: Name and address Employment Dates to Last monthly salary $ Reason for leaving Supervisor's name and phone # Describe position and responsibilities (3) Next prior employer: Name and address Employment Dates to Last monthly salary $ Reason for leaving Supervisor's name and phone # Describe position and responsibilities If you wish to list other employment, including military service, because it is relevant to the position for which you are applying, attach a separate list. May we contact the above employers? List two personal references (name, address, and phone number): I understand that by signing authority to investigate and contained in the application, previous employers (if agreed this application, I am giving the City of Kenai the inquire as to the accuracy of the information and to contact the personal references and to above). Sign: (revised 5-15-87) (SWLE) Date Conformation for Applicants You are being interviewed for a position with the City of Kenai. The City wants you to be aware of certain benefits and some other conditions of employment should you be hired. You are being interviewed for the position of in the department. The pay range is # and if selected you will probably be employed at the "A" step, which carries a monthly salary of $ If hired, you will be on probation for at least months, during which time you may be terminated without advance notice and without cause. Below is a list of benefits to which you may be entitled if hired (only those checked may be applicable to this position): Health and life insurance (no employee contribution) Medicare coverage, no social security (employee contribution) Paid holidays (11) Annual leave - combined vacation and sick leave. The starting accrual rate is 16 hours per month (22.4 for certain Fire Department employees) for full-time employees (vacations are not allowed during the first 6 months of probation) Public Employees Retirement System (employee contribution) Supplemental retirement - six months waiting period (no employee contribution) Deferred compensation - voluntary (employee contribution) Credit Union - voluntary United Way - voluntary Most City benefits are available to only regular full-time and regular part-time employees normally scheduled to work 15 hours or more per week (25 hours or more for health and life insurance). All benefits are subject to change by the City. CITY OF KENAI PERSONNEL TRANSACTION FORM (this section to be completed by Department Head) EMPLOYEE NAME ADDRESS DEPARTMENT EFFECTIVE DATE DATE PREPARED ACTION TAKEN EMPLOYEE STATUS (Please check one and (Please check one): indicate proposed salary): New Hire Permanent Full -Time (job title) Salary Range Step Increase Monthly Salary Termination (indicate resignation or dismissal) Permanent Part -Time Promotion Hourly Range (job title) Hourly Rate Retirement No. of Hrs./Wk. Temporary Increase (indicate why and how long under Temporary Hire Remarks) Salary or Hourly Range Other Monthly or Hourly Rate No. of Hrs./Wk. Expected Term. Date Remarks Department Head Signature Date (this section to be completed by Administration) Finance Approval of Appropriation Finance Director Date Approved by City Manager Date Rev. 11/88 REPORT OF PERFORMANCE EVALUATION EMPLOYEE NAM POS EMPLOYEE _NUMBER DATE PERIOD _FROM REASON FOR EVALUATION PROBATION PROMOTION ANNUAL TERM. DEMOTION DISCIPLINARY ACTION REVIEW GENERAL CATEGORY CammNT ImIll" V'EII"m USE COMMENTS SPACE TO DESCRIBE EMPLOYEE'S STRENGTHS AND WEAKNESSES. GIVE EXAMPLES OF WORK WELL DONE AND PLANS FOR IMPROVING PERFORMANCE. (FACTOR RATINGS OF OUTSTANDING, IMPROVEMENT NEEDED OR UNSATISFACTORY RATING UNSATISFACTORY MUST BE SUBSTANTIATED BY COMMENTS.) RATE EACH FACTOR +STRONG ✓STANDARD - WEAK COMMENTS SPECIFICALLY IVY • '� Z� n I AMOUNT OF WORK PERFORMED r`r,a COMPLETION OF WORK ON SCHEDULE UALItY i f .r I ACCURACY NEATNESS OF WORK PRODUCT THOROUGHNESS ORAL EXPRESSION WRITTEN EXPRESSION WORK ABITS OBSERVANCE OF WORKING HOURS ATTENDANCE OBSERVANCE OF RULES AND REGULATIONS OBSERVANCE OF SAFETY RULES COMPLIANCE WITH WORK INSTRUCTIONS ORDERLINESS IN WORK APPLICATION TO DUTIES PERSONAL RELATIONS GETTING ALONG WITH FELLOW EMPLOYEES MEETING AND HANDLING THE PUBLIC PERSONAL APPEARANCE ADAPTABILITY EMPLOYEE COMMENTS: PERFORMANCE IN NEW SITUATIONS PERFORMANCE IN EMERGENCIES PERFORMANCE WITH MINIMUM INSTRUCTIONS OTHER SUPERVISOR ABILITY UPERVIOSORS) PLANNING AND ASSIGNING TRAINING AND INSTRUCTING DISCIPLINARY CONTROL ICONTINIA COMMENTS ON SEPARATE SHEET AN2 ATTACH TO THIS REPORT OVE9 i *ft i GP I�l � AMON EVALUATING PERFORMANCE LEADERSHIP MAKING DECISIONS UNSATISFACTORY M N N M NOUTSTANDING FAIRNESS AND IMPARTIALITY INCREASE RECOMMENDED - YES NO INITIAL APPROACHABILITY MAINTAINING AN EFFECTJVaFETY PROGRAM SIGNATURE THIS REPORT IS BASED ON MY OBSERVATION AND/OR KNOWLEDGE. IT REPRESENTS MY BEST JUDGEMENT OF THE EMPLOYEE'S PERFORMANCE. REPORT DISCUSSED WITH EMPLOYEE: OF RATEE DATE BY DATE COPY OF REPORT GIVEN TO EMPLOYEE: I CONCUR IN AND APPROVE THIS REPORT. REPORTING HEAD DATE BY AT IHAVE HAVER VIEWED THIS P THIS HAS BEENDISCUSSED WITH ME: OFFICERS - nTv zero ,.e EMPLOYEE'S e#n.�n"ee nwrC CITY OF KENAI PERFORMANCE EVALUATION G) NAME POSITION DEPARTMENT FOR THE PERIOD to Reason for Evaluation: PROBATION [ ] PROMOTION [ ] ANNUAL [ ] EXIT [ J DEMOTION [ ] DISCIPLINARY ACTION REVIEW [ J Rating Codes: O = Outstanding Comments: Use the Comment spaces to describe the employee's E = Exceeds Standards strengths and weaknesses. All individual ratings S = Satisfactory other than "S" should be substantiated by comments. I = Improvement Needed Use additional space as necessary. U = Unsatisfactory CATEGORY RATING CODE COMMENTS QUANTITY: Amount of work performed; completion of work on schedule. QUALITY: Accuracy; neatness; thoroughness; oral and ; written expression. i VM HABITS: Observance of working hours, rules, regulations, safety rules; attendance; compliance with work instructions; orderliness; application to duties; personal appearance. INTERPERSONAL RELATIONS: Getting along with fellow employees, supervisor(s), management; meeting and handling the public. ADAPTABILITY: Performance in new situations, in ' emergencies, and with minimum instructions. i SUPERVISORY ABILITY (if applicable): Planning & assigning; training & instructing; disciplinary control; evaluating performance; leadership; making decisions; fairness & impartiality; approachability; maintaining effective safety programs. OVERALL: Overall effectiveness on the job; strong points; weak points; steps to improve performance; future potential. 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I U 11 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 rn I I I I I I I I I I I 1 1 1 1! I I I I l l l t l l l l l l l l l l l w I I I I I I I I I I I I I I I I 1 1 I 1 1 I I I I I I I 1 I I I I I 1 i- I ! t l! I �—t-1 � Tt- I 4� 1—I 1 I 1—r•—F- I F--: TT� 1 1 1 1 1 1 1 1 1 1( I I I I I I I I I I I I( I I I I I l I l t l l w I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I CITY OF KENAI LEAVE REQUEST Employee Check one From: Date Time Annual Sick To: Date Time Adm. LWOP ,Total Hours Requested: Other Reason or Purpose: Leave hours available Employee's Sig: CM Sig: Supervisor's Sig: Posted by _ _ _ TRAVEL VOUCHER PERSON TRAVELING DATE DEPARTURE/TIME (LOCATION) ARRIVAL/TIME (LOCATION) REIMBURSABLE EXPENSES: (HOTEL, AIRFARE, TAXI, LIMOUSINE, CAR RENTAL, ETC. - ENTER AMOUNT BELOW ONLY IF IT IS TO BE REIMBURSED TO PERSON TRAVELING. DO NOT INCLUDE AMOUNTS PAID TO OTHER VENDORS FOR ABOVE MENTIONED SERVICES.) ITEM AMOUNT $ PERSONAL VEHICLE USAGE MILES @ .25 TOTAL REIMBURSABLE EXPENSES - $ DAYS PER DIEM AT $30/DAY (BASED ON 24 HOUR PERIODS) TOTAL EXPENSES $ LESS ADVANCE CHECK, CHECK # ( } NET AMOUNT DUE $ PURPOSE OF TRIP AND PROJECTS OR ACCOUNTS TO BE CHARGED EMPLOYEE'S SIGNATURE DEPARTMENT HEAD CITY MANAGER'S SIGNATURE COMPLETE TRIP REPORT ON REVERSE SIDE TRIP REPORT PERSON TRAVELING SUMMARY OF ALL EXPENSES PAID BY THE CITY FOR THIS TRIP: HOTEL CHARGES AIRFARE TAXI FARE RENTAL CAR MILEAGE REIMBURSEMENT PER DIEM REGISTRATION/TUITION ENTERTAINMENT OTHER OTHER TOTAL $ PURPOSE OF TRIP (GIVE FULL EXPLANATION); EXPLAIN HOW THIS TRIP BENEFITED THE CITY: EMPLOYEE SIGNATURE DATE CITY OF KENAI ADMINISTRATIVE BUDGET TRANSFER (Play not exceed $999.99) Date: Fund/Department: Transfer from: Account Transfer to: Amount Justification of need for additional monies in account(s) transferred to: Explanation of why excess funds exist in account(s) transferred from: Requested by Department Head: Approved by Finance as to availability of unencumbered balances: Approved by City Manager (or City Clerk or City Attorney if in their Departments): Transfer No. (supplied by Finance): T-FY - - PURCHASE ORDER CITYOFKENAI TE - VENDOR 210 F DALOO ST. PHONE 283.7538 DENROD - ACCOUNTING MY - ACCOUNTING KENAI, AL.ASKA 96611 SHIPPING & RECEIVIN N - APPROVED COPY REQUISITIONER F TO L VENDOR NO. SHIP VIA: BY THIS PIiASrE ORDER NU M 80 MUST APPEAR ON ALL PACKAGES A"D PAPERS RELAfMKs TO THIS PUR- CHASE. No. Date NUVERY GATE PREPAY SHOPPING • CHARGE SEPARATE ON INVOKE f.0.8_ PER QUOTATION PURCHASES AUTHORIZED ONLY WHEN SIGNED ABOVE BY THE FINANCE DIRECTOR OR HIS AUTHORIZED AGENT ITEM NO. DESCRIPTION OR ARTICLEp UNIT UNIT PRICE AMOUNT TOTAL DEPARTMENT BY DEPARTMENT HEAD f CITY OF KEHAI l9Tt5 f tGA F lUfl KE.PUK I 06PAAtlXNT;V69LVi a'YES .,,....O8 NO .� ...�..............�..,.� ....� oM - -•-----...-- PERSONAL INJURY OR ILLNESS PROPERTY DAMAGE NAME PROPERTY DAMAGED OCCUPATION AGE ESTIMATED COSTS ACTUAL COSTS S ! NATURE OF INJURY OR ILLNESS NATURE OF DAMAGE O�SCIIIIiE CLEAIILY WIIAI IOOK PLACE. INCLUDE IIIF MAIEIIIALS, EQUIPMENT AND PEOPLE INVOLVED. D IF VEHICLE ACCIDENT COMPLETE DIAGRAM ON REVERSE. E C R 1 P T I O N USING THE GUIDE ON THE REVERSE PAGE, QUESTION IWHY-WHAT-WHERE-WHEN-WHO-HOWL EACH OPERATING FACTOR AND THE MANAGEMENT CONTROLS INVOLVED. DESCRIBE EACH MANAGEMENT DEFICIENCY CONTRIBUTING TO THE LOSS. A N A L Y S I S P R E V E T 0 N 1 . DESCRIBE WHICH CONTROLS REOUIRE ADDITI( RECURRENCE. PLACE X BY ITEMS COMPLETED. 1 .I ATTENTION AND WHAT ACTION HAS OR WILL BE TAKEN TO PREVENT 1 MOTOR VEHICLE ACCIDENT: 0 N/A 0 PREVENTABLE CI NOT PREVENTABLE { GET THE FACTS BY STUDYING THE JOB AND SITUATION INVOLVED. OUESTION EACH MANAGEMENT CONTROL TO DETERMINE THE DEFICIENCIES AND THE CORRECO)t ACTION WIIICII MUST BE TAKEN TO CONTROL THE ACTUAL CAUSES OF TtIf t9SS. THE QUESTIONING GUIDE WILL ASSIST BUT MAY NOT CONTAIN ALL OF THE QUIES710011344KOSARY. OP t+iG IylltA) ILA QUESTIONING GUIDE FACTORS CONTROLS WHO WAS INVOLVED? P PLACEMENT What qualilications are necessary to perform the task? E Who is most qualified? D Why was this entooee selected if not most qualified? P TRAINING What instructions or traininq were provided? L What additional training is needed? E ENFORCEMENT What instructions or rules were not followed? What additional rules or enforcement action should be established? WHAT EQUIPMENT WAS INVOLVED? DESIGN AND Why ►'►Las ittit ed}Mtlltrftenl baled? ARRANGEMENT What equipment should be tiled? E Wluat guerds were or were not used? O Whet arrit"W11-111 pro111111 ►s we're present? U What odd illlonolde4n and mrangurr►enl Controls are necessary? I PURCHASING How did iltRquay, or ftnZards of the cquipn►ntH contribute to the loss? P What additional purchasing controls are necessary? M E MAINTENANCE What maintenance problems were evident? N When should maintenance be performed? T How can maintenance be improved? What Personal Protective Equipment is provided? When should Personal Protective Equipment be used Wlteq Prragatt +Aaitg,vi, ,p met$ should) be provided? WIIiIM111IN rlERtAt10#160f WAS INVOLVED? M A DESIGN AND Whit design chrivacletWics contributed to the Ions? T ARRANGEMENT How shouid lite ntaW_ ial be dowgrred? E How weal the maieyia l arioNed, handled and used? Now should the nraWiel bn arranged, handled and used? R Where should, the matedsi be of taoged? i A PURCHASING Why was this material beitog used? L What material should be used? WHAT ENVIRONM NTAL FACTORS (BUILDING, NOISE. VAPOR, E ILLUMINATION, ETC.) WERE INVOLVED? N DESIGN AND Why was it designed and stranged this way? V ARRANGEMENT How should it be designed and arranged? I R PURCHASING What purchasing controls are necessary? O HOUSEKEEPING When should housekeeping be performed? N How should housekeeping be improved? M E MAINTENANCE What maintenanceprobterns are evident? N When should maintenance be performed? T How should maintenance be improved? MOTOR VEHICLE DIAGRAM Complete the following diagram showing direction Ef positions of vehicles involved, designating clearly point of conttct. 1 I 1 Indycate Noilh i t y `L F 0 \ 1`x 1 1 I , . 1 INSTRUCTIONS: �� fit Show wftignoWdirt+clionoftravM YOUR VIH. TNER �.� OvEH. 121 Use Solid line to SWw Rauh of each v&Wj# belore accidIM = dolled line all« accident....+(= - . t . .- .- C ALASKA DEPARTMENT OF LABOR Alaska Workers' Compensation Board P.O. Box 1149 REPORT OF OCCUPATIONAL °O NOT WRITE ;AWC8mber Juneau, Alaska 9W,2 WW OR UNSIN IN THIS COLUMN Fig Gore 8. SMaet and Number (Permanent Address) (OurmpA Mailing Address if t) Occupation City Stale Zip Code CRY State Zip Code Nature of Injury & Place of Injury or Exposure (City, Town, Village) halt a Hour of Injury or Exposure to Disease V. On Employer's Pan of Body ❑ AM I I Premises? Data Hour ❑ PM ❑ yes ❑ No it. Full Name and Address of Attending Physician Name and Address of Hospital Source a 1 t? _. ❑ Nbe ❑ me City State zip Code SWe Zip Code Type 14. Nature of Injury or Diagnosis and Pad of Body Affected � ow the Injury or Illness Occurred (What Happened) length of Service 0 Left ❑ flight Weekly Wage Extent 10 Ernpioliveft Signature (If not Available, Explain) -. 17. Dale Signed Ina Malseig 7 t 20. Employer's Mailing Address (Street and Number) 21. Name Insurer Ciry State Zip Code Usphone 22. Full Name and Address of Adjusting Company 23.Oah Employer First Knew Injury 24 Timer Employee Left Work Mailing Address(Street and Number) Is Work -Related CIAM / / If/ Dah Hour ©i PM 25. Will Injury Result In I", Date Returned to Work 127. Fatality (Des city state Zip Code Telephone Time s allo 12L / / o N ` Date 28. Place Where Injury or Exposure Occurred if Different from a Imployeals Occupation 30. Department In Which Employee Regularly Employed Employers Mailing Address i 31. Date Hired with Present Employer 32. Wage (Intl. Board, Room, Gratuities) 33. Days Employse Works Per Week . Name Scheduled 35. Workday Began / Days Off -" ❑ AM i ❑ Hr. C ]Day ❑'YNk ❑ Mo.❑ 3 or 4esa ❑ ♦ ❑ 6 ❑ 8 ❑ 7 ❑ PM 36. Was Employee Paid 37. Alaska unemployment Insurance Account Number NA) 30. How Didthe Accident Occur? (Give Details) for Day of Injury? ❑ yes ❑ No _ 39. What Was the Employee Doing When the Injury or Illness Occurred? (Be Specific) 40. Was Accident Caused by Failure of 41. Were Mach nleal Guards or 42. Name Machine, Substance or Object Which Directly 43 If Mechanical, Specifically What Pan? a Machine or Product? Other Safegwrds Provided? Injured Employee ❑ we ❑ No ❑ yes ❑ No 44. Names and Addresses of Witnesses 45. If the Accident Was Caused by Anyone Besides Employee, Give Name and Address 46. Dependents (Name and Address In Case of Death) 47. If you Doubt Wlkilty of Claim, State Reason 48. Signature of Authorized Employer Representative 49. Title 50. Date Signed i J / Form 07.6101 (Rev. W85) EMPLOYER: Answerquestions 18.50 fully, and JRatt WW* send report. Further instrue- DISTRIBLITION: lNue-Workers' Compensation Board tons on back. White -Adjusting Company Pink -Employer's File Yellow and Green - Employes EMPLOYEE: Answer ouestlonn 1.17 writer Pwr h�w....a .,,n s.,rt.,,., r...•n,, w... ,... •....• (SAMPLE) Request to Release Employment Information Employee Name: Social Security No.: Department: Date of Request: I request that the City of Kenai respond in writing or verbally to requests from any persons or entities concerning my employment with the City. I understand that the City and its employees may inform others of my dates of employment, job titles, rates of pay, contents of my performance evaluations, sick leave habits, and any other matters relating to my employment with the City, including subjective impressions of me and my work habits that may or may not be documented. I agree to hold the City of Kenai and its employees (past, present, and future) harmless from any liability with regard to any information they may provide to others. Signature Date CITY OF KENA1 " del G'ajadai 4 4"„ MNM= awx"" Te"Nomm.nn MEMORANDUM MEMO TO: City Manager City Attorney City Clerk All Department Heads FROM: Charles A. Brown, Finance Director DATE: November 8, 1989 SUBJECT: EMPLOYEE HANDBOOK Attached is a draft of an employee handbook, which has been prepared by the Finance Department and reviewed by the City Manager. The City Manager wants each of you to read the handbook and prepare suggestions and comments. There will be a staff meeting in the Council Chambers on Novemoor 20, 19S9, at 3:00 p.m. to discuss the handbook. CAB/hmm CITY OF KE CAI ALASKA I u 1910:6 i®f1 Table of Contents Page I. INTRODUCTION * Changes in Policy 1 * Employment Relationships 1 II. DEFINITIONS 2 III. EMPLOYMENT POLICIES * Equal Oppurtunity 3 * Probationary Period - New Employees 3 * Probationary Period - Promotions and Transfers 4 * Employment of Relatives 4 * Personnel Records 4 * Performance Evaluations 5 * Resignations 5 * Transfers 5 * Layoffs 5 * Outside Employment 5 * Business Hours and Hours of Work 6 * Travel Expenses 6 * Personal Appearance and Conduct 7 * Causes for Warning, Suspension or Dismissal 7 * Forms of Disciplinary Action 7 IV. WAGE AND SALARY POLICIES * General Wage and Salary Policy 8 * Wage or Salary Increase Policy 8 * Payday 8 * Overtime Pay 8 * Shift Differential Pay 9 * Acting Positions 10 * Promotions 10 V. EMPLOYEE BENEFITS AND SERVICES * Group Insurance 10 * Social Security 10 * Workers' Compensation 11 * Holidays 11 * Annual Leave 12 * Leave of Absence Without Pay 13 * Leave of Absence With Pay 14 * Maternity Leave 14 * Retirement 15 * Supplemental Retirement - 401(K) Plan 15 * Deferred Compensation - 457 Plan 15 * Credit Union 15 * United Way 15 * Educational Opportunities 15 VI. EMPLOYEE SAFETY AND HEALTH * Life -threatening Illnesses 16 * Accidents 16 I. AN INTRO1WCTION This handbook has been prepared to acquaint you with the policies (including rules, regulations, pay, and benefits) which apply to your employment here at the City of Kenai. You will be required to sign a statement indicating you have received this handbook. The information contained in this handbook applies to all employees of the City. It is presented as a matter of information only and its contents should not be interpreted as a contract between the City and any of its employees. Please read this handbook carefully and keep it handy for future reference. One of your first responsibilities is to be familiar with its contents. However, this handbook is only a summary of our policies; please review it with your supervisor or the Finance Department if you have any questions. The personnel ordinances adopted by the Kenai City Council are substantially within Title 23 of the Kenai Municipal Code. Adopted ordinance takes precedence over this handbook if conflicts between the two arise. Changes in Policy Since our City is constantly changing, we expressly reserve the right to change any of our policies, including those covered here, at any time. We will notify you of these changes in writing (your signature will be required, indicating receipt of these changes). Changes will be effective on dates determined by the City and you may not rely on policies that have been superseded. No supervisor or department head, other than the Finance Director under the direction of the City Manager, has any authority to alter the foregoing. If you are uncertain about any policy or procedure, please check with your supervisor or the Finance Department. EWloyment Relationships Your employment with the City is entered into voluntarily and you are free to resign at any time. Similarly, the City is free to conclude the employment relationship at any time. This employee handbook supersedes all previous employee handbooks. 1 October 1989 II. The following terms will be used to describe the classification of employees and their employment status: * Exempt Service Exempt service shall include all elected officials, City Manager, City Attorney, City Clerk, and temporary employees. Members of boards, committees, commissions, volunteers, contractors, and consultants are not employees. * Classified Service All paid employees not in the exempt service. * Full-time Employees scheduled to work 40 hours per week (except certain Fire Department employees who work an average of 56 hours per week) are considered full-time. * Part-time Employees scheduled to work less than 40 hours per week. They are eligible for certain benefits as explained in this handbook. * Regular Employees who have completed the probationary period. They may be assigned to work a full-time or part-time schedule. * Temporary Employees who are hired for a pre -established period, usually during peak workloads or for vacation relief and for not more than six months. They may be assigned to work a full-time or part-time schedule. They are ineligible for benefits and holiday pay. * Probationary Period Normally six months, except for Police and Fire which is normally twelve months. This period can be extended up to, but no longer than twelve months or eighteen months, respectively. * Department The smallest functional budgetary unit of the City government established by the City Council. * Department Head A person directly responsible to the City Manager for the administration of one or more departments. * Promotion An advancement of an employee from one job classification to a higher job classification within the same department. 2 October 1989 * Transfer The movement of an employee from one department to another department, regardless of job classification. * General Government Employee A City employee other than a Public Safety Employee. * Public Safety Employee A person employed in the Police, Fire, or Communications Department. * Supervisor Any person who is responsible to a higher divisional or departmental level of authority and who directs the work of others. * City Manager A person directly responsible to the City Council who is authorized and directed to exercise the powers and fulfill the duties as specified in the charter and municipal code of the City of Kenai. * City Attorney A person directly responsible to the City Council. He is the chief legal advisor to the Council and all other officers, departments and agencies of the city government in matters relating to their official powers and duties. * City Clerk An officer of the City, appointed by the Council, for an indefinite period of time and shall serve as clerical officer of the Council. III. EMPLOYMENT POLICIES Equal Opportunity The City maintains a policy of nondiscrimination with all employees and applicants for employment. All aspects of employment with the City will be governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, sex, age, national origin, handicap, or any other basis prohibited by statute. All decisions made with respect to recruiting, hiring and promotion for all job classifications will be based solely on individual qualifications related to the requirements of the position. Likewise, all other personnel matters such as compensation, benefits, transfers, reduction -in -force, recall, training, education and social/recreation programs will be administered free from any illegal discriminatory practices. Probationary .Period - New Employees During this time, you have your first opportunity to evaluate the City as a place to work, and management has the first opportunity to evaluate you as an employee. You and the City each have the right to terminate employment during this probationary period without advance notice and without cause. 3 October 1989 The probationary period involves frequent performance reviews. Probationary periods may be extended up to twelve months for general government employees, and eighteen months for public safety employees in order to further evaluate employee performance. Upon satisfactory completion of the probationary period, you will become a regular employee. All employees, regardless of classification, status or length of service, are expected to meet and maintain City standards for job performance and behavior. Probationary Period - Promotions and Transfers Transfers to other departments are tentative and subject to a probationary period similar to that for a new employee of not less than six (6) months consecutive service, except for police and fire, which shall be normally twelve (12) months, subject to meeting criteria for certification which may be accomplished following six (6) months of service. Promotional appointments are subject to not less than a six (6) month probationary period for all personnel, and the employee may be demoted at any time during the probationary period without appeal, provided that the probationary employee be reinstated in the class designation from which he was promoted, even though this necessitates the lay off of the employee occupying the position. In cases where the responsibilities of a position are such that a longer period is necessary to demonstrate an employee's qualifications, the probationary period may be extended; however, no probationary period shall be extended beyond twelve (12) months, or eighteen (18) months for police and fire. The employee shall be notified in writing of any extension and the reasons therefor. Upon completion of the probationary period, the employee shall be considered as having satisfactorily demonstrated qualifications for the position, shall gain regular status, one step in pay raise, and shall be so informed through his supervisor. The employee's anniversary date shall be the first of the month in which the employee's original probation ends. MWloyment of Relatives We have no general prohibitions against hiring relatives. However, a few restrictions have been established to help prevent problems of safety, security, supervision, or morale. While we will accept and consider applications for employment from relatives, close family members such as parents, children, spouses, or in-laws will not be hired into positions where they directly or indirectly supervise or are supervised by another close family member. Further, such relatives will not be placed in positions where they work with or have access to sensitive information regarding an immediate family member. Personnel Records Important events in each employee's history with the City will be recorded and kept in the employee's personnel file. Annual performance evaluations, change of status records, commendations, disciplinary warnings or actions, and educational attainment records are examples of records maintained. 4 October 1989 Your personnel file is available for your inspection in the Finance Department. Contact your supervisor to make an appointment. Each employee is required to notify the Finance Department of changes in address, telephone number, and/or family status (births, marriage, death, divorce, legal separation, etc.). This responsibility includes employees on layoff status and leave of absence. Performance Evaluations Employees, during their probationary period will receive a performance evaluation from their supervisor on or near the end of their probationary period. After this evaluation, you will receive further performance evaluations once each year. The performance evaluation is a method for the supervisor to discuss your general performance. It will review your strengths and also point out ways in which you may be able to improve your performance. Resignations If you decide to leave employment of the City, please advise your supervisor in writing at least two weeks prior to your date of departure so that an orderly transition can be made. Department Heads are requested to give one month's prior notice of their departure date. This process includes turning in City property and obtaining appropriate clearances. You may be requested to participate in an exit interview at the time of your departure. Transfers Requests 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 and referred to the appropriate department head and the appointing power. Such requests shall be given consideration when a suitable vacancy occurs; however, no employee shall be transferred to a position for which he does not possess the appropriate qualifications. Layoffs If there are changes of duties in the organization, lack of work, or lack of funds, the appointing authority may lay off employees; however, the appointing authority shall first make every reasonable effort to integrate those employees into another department by transfer. When layoffs are required, the appointing authority shall base the decision on relative merit, and shall give consideration to seniority in the City service only where the employee's qualifications and ability are relatively equal. outside Employment No full-time employee shall accept outside employment, whether part-time, temporary, or permanent that could reasonably interfere, .conflict, or reflect on the City. It is the individual employee's responsibility to insure compliance with this section. Consultation with the individual's department head is strongly recommended before acceptance of outside employment. 5 October .1989 Business Hours and Hours of Work The hours during which most City offices and departments shall normally be open for business shall be 8:00 a.m. to 5:00 p.m., except Saturdays, Sundays and holidays. Police and Fire shall be open for business 24 hours a day. The Library, Recreation Center, Senior Center and Animal Control operations shall be open for business as authorized by the City Manager. Public Safety employees, not including administrators, normal work week is: Police and Communications - four (4) shifts of ten (10) hours per week, 2080 hours annually. When working this shift, first and third days of the three- day -off period shall be treated as Saturdays and the middle day off (the second day) shall be treated as a Sunday for purposes of paying overtime; Fire - 24 hours on, 24 hours off, for six (6) day cycle, then three (3) days off - equivalent of 56 hours per week, 2,912 hours annually. When working this shift, first and third days of the three -day -off period shall be treated as Saturdays and the middle day off shall be treated as Sunday for purposes of paying overtime. Sewer Treatment Plant employees work a forty -hour week on a shift basis that allows at least one employee to be at the plant on a given day. When scheduled days off are two consecutive calendar days, the first day off shall be treated as a Saturday and the second day off shall be treated as a Sunday for purposes of paying overtime. Most other employees' normal work week is forty hours/eight hours a day, 2080 hours annually. Standard work day is midnight to midnight succeeding. Standard work week is midnight Sunday to midnight Sunday succeeding. Operating hours may be adjusted to meet special situations on timely notice. Travel Expenses When employees are required to travel outside the city on City business, reimbursement, subject to advances received for expenditures incurred shall be determined as follows: Prior to traveling outside the city, the employee shall obtain permission for the trip and the mode of travel from the department head. Travel on official business outside the city by a single individual shall be via public carrier or City -owned vehicle whenever practical. If, for extenuating circumstances, the employee is authorized to use a private vehicle, total mileage shall be paid at the rate of $.25 per mile. This rate includes all travel, insurance, and storage expenses of the vehicle. Those employees who habitually use their privately owned vehicle for City business shall be reimbursed $30.00 per month, subject to authorization by the City Manager. The authorized per diem rates are $30.00 per full 24-hour day, plus lodging expenses. Part days will be reimbursed for actual costs incurred, up to $30.00 per day. Claims for lodging expenses will be supported by receipts. 6 October 1989 Personal Appearance and Conduct Public relations shall be an integral part of each employee's job. All employees shall be neat and clean in appearance and shall conduct themselves in a manner which is appropriate for an employee in public service. Departmental regulations may impose reasonable specific standards of dress and appearance. Employees shall be courteous, efficient, and helpful to everyone in their work and shall do the best job possible on every assignment. Causes for flaming, Suspension, or Dismissal When an employee's conduct falls below desirable standards, he may be subject to disciplinary action. General reasons for which an employee may be disciplined include: -Drinking intoxicating beverages or use of non-prescription depressant, stimulant hallucinogenic, or narcotic drugs on the job or arriving on the job under the influence of intoxicating beverages or such drugs. -Violation of a lawful duty. -Insubordination. -Breach of discipline. -Being absent from work without first notifying and securing permission from the employee's supervisor. -Being habitually absent or tardy for any reason. -Misconduct. -Conviction of a felony or a misdemeanor involving moral turpitude. -Using religious, political, or fraternal influence. -Accepting fees, gifts, or other valuable things in the performance of the employee's official duties for the City. -Inability to perform the assigned job. -Political activity as restricted by the Charter. Forms of Disciplinary Action Disciplinary action ranges from oral or written reprimands to suspension, demotion, and finally dismissal from the City service, and depends on the severity of the offense as well as the number and the frequency of previous acts of misconduct. Every department head shall discuss improper or inadequate performance with the employee in order to correct the deficiencies and to avoid the need to exercise disciplinary action. Discipline shall be of increasingly progressive severity whenever possible. A written notice shall be given each employee for each disciplinary action stating the reasons for the disciplinary action and the date it shall take effect. The notice shall be given to the employee at the time such action is taken. A copy of the notice signed by the employee shall be placed in the employee's personnel file and shall serve as prima facie evidence of delivery. 7 October 1989 All permanent employees shall have the right to appeal disciplinary action taken against them within five (5) working days after receipt of notice by employee of the disciplinary action. Appeals shall be made as grievances in accordance with the provisions of KNC 23.35.040 except that appeals from suspension, demotion, or dismissal shall be made directly to a Personnel Board selected from the Arbitration Panel provided in KMC 23.35.032 by filing such appeal in writing with the City Clerk, setting forth the background, the disciplinary action, and the reasons why the disciplinary action is felt to be unjust. *****Explanations on the Arbitration Panel, Procedures on Appeal, and Grievance Procedures can all be found in KMC 23.35.032 - 23.35.040.***** IV. WAGE AND SALARY POLICIES General Wage and Salary Policy We strive to maintain rates of pay at the City that are comparable or superior to those of other governmental agencies for similar kinds of work. Our wage and salary plan classifies each position based on: * Knowledge and ability requirements * Variety and scope of responsibilities * Physical and mental demands If you are interested in knowing the wage or salary range for your position, ask your supervisor. Wage or Salary Increase Policy Our wage and salary policy provides for step-by-step progression, within each position, consisting of 8 pay levels above the starting rate. Your wage or salary rate will be reviewed once each year and may be subject to step increase until the final step is reached. Payday The pay period for regular employees is monthly, but on the 15th of each month a pay advance is issued according to a pro rata draw or share of net entitlements for the monthly period. If the 15th or the last day of the month falls on a Saturday, Sunday, or holiday, employees shall be paid on the last working day preceding the pay date. Temporary employees paid from the part-time scale, are paid on the last working day of the month and receive no advance on the 15th. If you believe you will need an advance or pay check issued to you early, because you intend to be on leave or out of town on City business on the normal payday, you will need to give adequate advance written notice (at least 7 days) to the Finance Department. The Finance Department will advise you whether or not your request can be honored. Overtime Pay When employees are required to work overtime, department heads shall authorize compensatory time off or overtime pay. Determination to grant overtime pay or 8 October 1989 compensatory time off shall rest with the department head, City Manager, or acting department head, who shall give due consideration to desires of the employee and budgetary controls. Compensatory time accumulation shall not exceed eight hours. Once this maximum accumulation has been reached, all overtime compensation earned by the employee shall automatically be paid in cash. Certain seasonal Parks and Recreation employees are exempt from these overtime and compensatory time accumulation rules. See your supervisor for details of this exemption. Rates for overtime (in addition to regular compensation based upon salary schedules) shall be: General Government (excluding Sewer Treatment Plant): Regular Pay Times Regular Work Day (for hours in excess of 8) 1-1/2 Saturday 1-1/2 Sunday 2 Holiday 2-1/2 General Government Employees must be in a paid status in the work week before overtime may be paid. Public Safety and Sewer Treatment Plant: Regular Pay Times Regular Work Day (for hours in excess of regular shift) 1-1/2 Saturday 1-1/2 Sunday 2 Holiday (see Section V) for forty (40) hours Before overtime may be paid, Public Safety and Sewer Treatment Plant employees must be in paid status for their normal work week as follows: Police 40 hours Fire 56 hours Communications 40 hours Sewer Treatment Plant 40 hours However, overtime may be paid as required by the Fair Labor Standards Act, recognizing that an employee's salary is compensation for the normal shifts required by the City. Shift Differential Pay Employees who are scheduled to work certain shifts explained below may be entitled to additional compensation. To be eligible, the scheduled shift must be for a period of less than 24 hours. In addition, the employee must be scheduled to work at least 75% of the hours in a monthly pay period in one or any combination of the shifts identified below: 9 October 1989 Eligible shifts and rates are: Shift begins after 2:00 p.m. and before 6:00 p.m. -- 2%. Shift begins on or after 6:00 p.m. and before 3:00 a.m. -- 4%. The above rates will be computed against Step A of the pay range of the employee. If determined to be eligible, the employee will receive the computed dollar amount for the whole month. If ineligible, no shift differential pay will be allowed for that month. If the employee is eligible based upon a schedule of a combination of shifts, he will be paid at the rate corresponding to the majority of time worked. Shift pay is not to be considered in computing annual leave or holiday pay. If all employees of the same class in a given department rotate at the same time to a substantially different shift basis, the provisions of this section shall not apply. Shift pay will be allowed only upon approval of the City Manager when such work schedule is necessary for the benefit of the City. Acting Positions Compensation during temporary assignment - an employee who is temporarily assigned to a position with a higher pay range for a period of ten (10) days or more shall be paid at the first step of the higher pay range, or, shall be granted a one step pay increase, whichever is higher, for the period worked in the temporary assignment. Holidays falling within the period of temporary assignment are counted, but scheduled days off, such as weekends, are not counted. An employee for any period, shall not receive a reduction in pay. No such temporary assignment shall exceed six months. Promotions When an employee is promoted from one class to another having a higher pay range, he shall receive an increase of not less than one pay step from his former position. V. EMPLOYEE BENEFITS & SERVICES Our City offers a comprehensive package of employee benefit programs for its employees. Group Insurance The City makes available and pays the cost of a comprehensive health, dental, vision, and life insurance program for all eligible employees and their dependents. The City reserves the right to change or discontinue these benefits at any time. All employees, except temporary employees, who normally work 25 hours or more per week are eligible. New employee coverage begins with the first full calendar month of employment. Social Security The City is no longer in Social Security, but employees hired after April 1, 1986 are mandated to participate in Medicare coverage. A required percentage of your salary 10 October 1989 is deducted to pay your portion and the City matches your deduction. This plan is designed for your future security and that of your dependents by providing Medicare benefits. Workers' Compensation All employees shall be covered under the State of Alaska Workers' Compensation program for industrial accidents and diseases. Benefits include medical treatment and care as well as disability compensation during the periods of time lost from the job. If you are injured or contract a disease as a result of your employment, you should immediately complete a workers' compensation report form available at the Finance Department. Holidays The following 11 holidays are paid holidays: New Year's Day Washington's Birthday (3rd Monday in February) Memorial Day (last Monday in May) Independence Day Labor Day Alaska Day Veteran's Day Thanksgiving Day after Thanksgiving Christmas Floating Holiday (Subject to individual choice of each employee with five (5) working days notice to, and approval of, immediate supervisor) Must be taken during the calendar year, or it is lost. When a holiday falls on Sunday, the following Monday will be observed as the holiday. If a holiday falls on Saturday, the preceding Friday will be observed as the holiday. All regular full-time and part-time employees (including those on probation and excluding all temporary, public safety, and sewer treatment plant employees), are eligible for paid holidays. Part-time employees shall be compensated in proportion to the number of hours they are normally scheduled to work. Public Safety and Sewer Treatment Plant employees shall receive a payment each December for authorized holidays at 1-1/2 times their normal hourly pay (for that portion of the calendar year during which they were employed) as follows: Fire (56 hour week)- 11.2 hours pay per holiday Police and Dispatch (40 hour week) - eight (8) hours pay per holiday. Sewer Treatment Plant (40 hour week) - eight (8) hours pay per holiday. Holidays which occur during vacation shall be charged against such leave. 11 October 1989 Annual Leave Employees who are not temporary and who normally work 15 hours or more per week are entitled to annual leave. Accrual Rate: Regular full-time classified and exempt employees, except Fire Department employees working the 56 hour week: 16 hours per month - first two (2) years of service. 18 hours per month - three through five years of service. 20 hours per month - six through ten years of service. 22 hours per month - more than ten years of service. Fire Department - (based on a 56 hour week): 22.4 hours per month - first two years of service. 25.2 hours per month - three through five years of service. 28.0 hours per month - six through ten years of service. 30.8 hours per month - more than ten years of service. Annual leave is charged on an hour -for -hour basis; i.e., normal work day of eight (8) hours would be charged at eight (8) hours annual leave; 12 hour work day, 12 hours annual leave; ten hour work day, ten hours annual leave; 24 hour work day, 24 hours annual leave. Leave continues to accrue during the period of time an employee is on paid leave except during periods of terminal leave. Leave does not accrue during periods of leave without pay. Accrued and unused leave may be carried over from one year to the next for the purpose of accumulating an annual leave account or reserve. The maximum leave hours that may be accrued is 640 hours for regular classified and exempt, and 896 hours for Fire Department employees working the 56 hour week. Annual leave may be used for any purpose desired by the employee. Incidental absences for sickness which are unplanned are not controllable. However, planned absences must be coordinated with and approved by the appropriate department head. It is required that each employee use a minimum of 80 hours of leave per calendar year for employees working 40 hours per week, and 112 hours for employees working the equivalent of 56 hours per week, and affect appropriate coordination with the department head. If actual hours used are less than the minimum requirement, then the difference shall be deducted from available leave hours without any compensation to the employee. This rule is enforced beginning with your first full calendar year of employment. 12 October 1989 Excess leave above the amount authorized for accrual existing on December 31st shall automatically be paid at the then existing rate for the individual employee. Department heads shall schedule vacations for their respective employees with due consideration from the desires of the employees and the work requirements facing the department. Vacation schedules may be amended to allow the department to meet emergency situations. In the event of significant illness or injury not covered by Workers' Compensation, an employee on exhausting annual leave may, with the approval of the City Manager, borrow up to a six-month entitlement (i.e., 6 X 16 hours) to avoid a no -pay status. Regular part-time employees working 15 hours a week or more shall accrue at the same rate as a full-time employee, except on a proportional basis as to hours. Upon separation during initial probation (first six months for Police and Fire), accrued annual leave shall not be granted nor paid to the employee. In other separations, accrued leave shall be paid in a lump sum. The salary or hourly rate to be used in computing the cash payment shall be the rate which is being received by the employee on the date the resignation/separation is signed by the employee. Under certain circumstances, you may be allowed to cash out a portion of your annual leave. Because your leave account includes sick leave, the City discourages this practice except for emergencies. However, if you desire to cash out leave, your written request must be received by the Finance Department 7 days in advance, at least two weeks of leave time must remain in your account after the cash out, the cash out must be for at least 40 hours, and you will not be allowed to cash out leave more often than once in any 6-month period. In addition, no employee will be allowed to borrow leave time if he or she has cashed out leave in the previous 18 months. Under no circumstances may leave be transferred to another employee. Leave of Absence Without Pay Leave without pay for up to 180 days may be granted to an employee upon recommendation of the department head and approval of the City Manager. Each request for such leave shall be considered in the light of the reasons for the request and of the needs of the organization. Leave of absence without pay is not authorized or permitted for other employment. Leave without pay shall not be requested nor granted until such time as all accrued annual leave has been exhausted, except when an employee is absent and drawing Workers' Compensation pay. If an employee uses more than thirty (30) days total leave without pay during his leave year, his merit anniversary and length of service dates shall be advanced on the calendar as follows: The number of days the leave without pay exceeds thirty (30) days are added to the anniversary date to arrive at an extended anniversary date. A new anniversary date is then established on the first day of the month closest to the extended anniversary date. 13 October 1989 During a period of leave without pay, the employee's benefits shall be in abeyance. cost of maintenance of health and related benefits will be at the personal expense of the employee and must be prepaid to the City to insure continued coverage. Leave of Absence With Pay Employees may request leave of absence with pay for: Witness or Jury Duty: When a City employee is called for jury duty or is subpoenaed as a witness, he shall not suffer any loss of his regular City compensation during such absence; however, he shall be required to transfer any compensation he receives for the performance of such duty to the City. Time not worked because of such duty shall not affect annual leave accrual. Military Leave: An employee who has successfully completed the probationary period and who is a member of the National Guard or a reserve component of the Armed Forces of the United States or of the United States Public Health Service shall be entitled, upon application, to a leave of absence from City service for a period not exceeding fifteen (15) calendar days in any one calendar year. Such leave shall be granted without loss of time, pay (difference between regular and military pay including COLA, but not including other regular allowances), or other leave, and without impairment of merit ratings or other rights or benefits to which he is entitled. Military leave with pay shall be granted only when an employee receives bona fide orders to temporary active or training duty, and shall not be paid if the employee does not return to his position immediately following the expiration of the period for which he was ordered to duty. Conferences and Conventions: Decisions concerning attendance at conferences, conventions, or other meetings at City expense shall be made by the department heads with the approval of the City Manager. Permission shall be granted on the basis of an employee's participation in or the direct relationship of his work to the subject matter of the meeting. Members of professional societies may be permitted to attend meetings of their society when such attendance is considered to be in the best interest of the City. Maternity Leave Immediately preceding and following childbirth, an employee is entitled to take a total of nine weeks leave. This leave will be charged first to annual leave and if this is insufficient, to leave without pay for the balance of the period of nine weeks. Upon application and under extenuating circumstances, additional leave may be granted by the appointing authority. A physician's certificate shall be required to support the additional leave request. Where a maternity leave of absence is taken in accordance with this section, the employee shall accumulate service credit during such paid leave of absence. 14 October 1989 Retirement Employees who are not temporary and work 15 or more hours per week are required to participate in the State Public Employees Retirement System (PERS). A required percentage of your salary is deducted from your pay, before taxes. You will be informed of the rate of contribution when you sign up for PERS. This plan is designed for your future retirement. Supplemental Retirement - 401(k) Plan All regular employees 21 years of age or older with six months of service, regularly scheduled to work fifteen (15) hours or more per week, shall be eligible to participate in a supplemental retirement program to be selected by the City Manager. The City's contribution on behalf of each eligible employee shall be four percent (4%) of the first $37,500 of base wages earned in a calendar year. The contribution shall not apply to additional compensation to employees, such as overtime pay, holiday pay, and qualification pay. No employee contributions are required or permitted. Deferred Oarpensation - 457 Plan Employees may voluntarily contribute a portion of their wages to a deferred compensation plan under Section 457 of the Internal Revenue Code. Such contributions are deducted from taxable income and placed in one or several tax deferred accounts. The City retains title to such contributions until they are paid or made available to employees. The Finance Department can inform you of current contribution limits. Credit Union The City is enrolled with, and you are eligible to join, a credit union. You can arrange to have a portion of your wages deducted and sent to the credit union monthly. Contact the Finance Department for further information. United Way You may elect to have a portion of your wages deducted and sent to the Kenai Peninsula United Way organization. Contact the Finance Department for further information. Educational Opportunities The City shall reimburse an employee for the full amount of tuition for courses directly related to the employee's work and conducted outside the employee's regular working hours, provided that: (1) Funds for such expenditures are available in the current budget; (2) The employee has made application for approval of the course to his department head and the department head subsequently gives such approval; and, 15 October 1989 (3) The employee submits evidence of satisfactory completion of the course; and, (4) The employee is not receiving reimbursement for tuition from any other source. Courses which are only offered during regular working hours may be approved by the department head with full tuition reimbursement, provided time off can be arranged conveniently and reasonable arrangements can be made to make up time off. The City shall allow time off with pay and shall reimburse an employee for the expenses of attending classes, lectures, conferences, or conventions when attendance is on an assignment basis with prior approval of the employee's department head. Normally, the cost of textbooks and technical publications required for such courses shall be the responsibility of the employee. If the City purchases any of the textbooks and publications for such courses, the text books and publications shall become the property of the City. We make every effort to provide safe working conditions for our employees. We observe the safety laws of the governmental bodies within whose jurisdiction we operate. No one will knowingly be required to work in any unsafe manner. Safety is every employee's responsibility. Therefore, all employees are requested to do everything reasonable and necessary to keep the City a safe place to work. Life -threatening Illnesses We are committed to providing fair and equal opportunity to all employees, including those who have a life -threatening illness (cancer, AIDS, cardio-pulmonary diseases, etc.). We are also committed to providing a safe work environment that meets or exceeds state and federal regulations. Consequently, employees who have a life -threatening illness will be treated like other employees as long as they meet performance standards, and medical and other evidence indicates that their condition does not create an endangerment to themselves or others. We also believe all information regarding an employee with a life -threatening illness must remain private and confidential. We ask all employees to treat employees with a life -threatening illness with compassion and understanding. Accidents No matter how insignificant an accident or injury may seem at the time of occurrence, you should notify your supervisor immediately. Supervisors and department heads are responsible for investigating and reporting to the City Manager on the appropriate form all accidents involving injury to a City employee, injury to a citizen involving City equipment or facilities, damage to private property, or damage in excess of $500 to City property. 16 October 1989 I have received a copy of the City of Kenai, Alaska employee handbook dated The handbook contains policies and regulations which apply to me. I agree to read the Handbook and follow it during my employment with the City of Kenai. I further understand it may be amended at any time. In that case, changes will be communicated to me. Employee Signature Date Employee Name (Printed) Witness Signature Date A copy of this Acknowledgement will be placed in your personnel file. 17 October 1989 Suggested By: Administration CITY OF KENAI ORDINANCE 1347-89 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING TITLE 23 OF THE KENAI MUNICIPAL CODE ENTITLED, "PERSONNEL REGULATIONS." WHEREAS, in the process of writing a new employee handbook, the City Administration conducted a review of the City's personnel regulations; and, WHEREAS, this work has resulted in suggestions for clarifications and changes in the personnel regulations, primarily to make the regulations clearer and more informative. NOW THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, that the Kenai Municipal Code, Title 23 is hereby amended as shown the attached document marked as "Exhibit A." PASSED BY THE COUNCIL OF THE CITY OF KENAI of December, 1989. �-7 Al" ATTEST: t A. Loper, Deputy City Clerk KA, this 20th day First Reading: December 6, 1989 Second Reading: December 20, 1989 Effective Date: January 20, 1990 Approved by Finance: C c? (11/28/89 - clf) Gx� Ph? �a/ d 7 To: Kenai City Council From: Charles A. Brown, Finance Director r9q Date: November 28, 1989 Subject: Modification to Personnel Ordinance The administration is suggesting modification to the personnel ordinance as shown on the attached ordinance. Below, I have identified the changes, giving a brief explanation for each change. Items marked by * indicated substantive, rather than clerical, definitional, or mandatory changes. KMC Reason 23.05.070 New set of definitions; old definitions were inconsistent and incomplete. 23.10.020(a) & (b) Moved council -members to section relating to certain benefits (PERS, Medicare, Workers Compensation Insurance). *23.10.020(c) Added reference to KMC 23.40.070. This allows City Manager, City Clerk, and City Attorney certain educational opportunities (such as classes, conferences, and conventions). It is unclear whether this benefit has been available to them in the past. 23.10.030 Deleted the word "permanent". That word has taken on a meaning in the courts that the administration believes was not intended by the City. All references to permanent employees are being deleted. 23.25.050 Clarified pay period and pay day, particularly relating to temporary and part-time employees. 23.25.060(b) Eliminated the daily overtime language, which is ineffectual due to the weekly overtime rules that follow. Overtime has always been calculated based on hours worked in a week, not in any particular day (in accordance with Fair Labor Standards Act). 23.25.060(e) Eliminated an incorrect reference. Kenai City Council Page 2 23.30.050(a) Clarified that public works departments are multiple departments. Added other offices as exceptions to normal business hours. *23.30.100 Made approval of department head mandatory for outside employment. 23.30.110(b) & (d) Clarifying language regarding travel. *23.30.140(a) Added in-laws to rules regarding relatives in City service. *23.35.020(b) Changed rules regarding controlled substances and prescribed medicines in City services. Other clarifying language. 23.35.030(d) Clarified that a written notice is required only for written (not verbal) disciplinary actions. 23.35.030(e) Replaced "permanent" with "regular". 23.35.034(h) Apparent typographical error. 23.40.010-040 Definitional and clerical corrections. 23.40.080 Corrected PERS coverage to apply to other than full-time employees. 23.40.095 Deleted "permanent". 23.40.100 Added medicare coverage, as required. 23.40.120 Added language to make it clear that health insurance premiums are paid by the City ("no cost" could infer no deductible or co-insurance). 23.55.040(a) Eliminated uniform allowance for jail personnel. 23.55.040(c) Clarified that public works departments are multiple departments. TITLE 23 PERSONNEL REGULATIONS Chapters: 23.05 General Provisions. 23.10 Categories of Service 23.15 Administration. 23.20 Classification. 23.25 Compensation 23.30 Personnel Policies and Procedures 23.35 General Conduct, Discipline, Termination, and Appeal. 23.40 Benefits. 23.45 Performance Evaluation 23.50 Classification Plan. 23.55 Pay Plan. Chapter 23.05 GENERAL PROVISIONS Sections: 23.05.010 Employment -Qualifications and Fitness. 23.05.020 Incentives and Conditions. 23.05.030 Uniformity of Classification and Compensation. 23.05.040 Appointment. 23.05.050 Morale. 23.05.060 Tenure. 23.05.070 Definitions. 23.05.010 Employment -Qualifications and Fitness: Eln-pioyment in City Government shall be based on qualification and fitness, free of personal and political considerations, with equal opportun'_ty for all with no restrictions as to race, color, creed, religious affiliations, or sex. It is a policy of the City to not discriminate against the handicapped in employment. (Orris. 336, 537, 963) 23.05.020 .ncc-naives and Conditions: Jost and equitable incentives and conditions of employment shall be established and maintained to promote efficiency and economy in the operations o the City government. (Ords. 336, 537) PAGE 1 OF EXHIBIT "A" 23.05.030 Uniformity of Classification and Compensation: Positions having similar duties and responsibilities shall be classified and compensated on a uniform basis. (Orris. 336, 537) 23.05.040 Apnointment: Appointments, promotions, and other actions requiring the application of the merit principal shall be based on systematic evaluation, designed for the position to be filled. (Ords. 336, 537) 23.05.050 Morale: High morale shall be maintained by the fair administration of this ordinance, by every consideration of rights and interests of employees, consistent with the best interest of the public and the City. (Ords. 336, 537) 23.05.060 Tenure: Tenure of employees covered by this ordinance shall be subject to good behavior, satisfactory performance of work, necessity for the performance of work, and the availability of funds. (Ords. 336, 537) 23.05.070 Definitions: As used in Title 23, the following terms shall have the meanings indicated: [(A) DEPARTMENT: A MAJOR FUNCTIONAL UNIT OF THE CITY GOVERNMENT ESTABLISHED BY THE CITY COUNCIL. (B) DEPARTMENT HEAD: A PERSON DIRECTLY RESPONSIBLE TO THE CITY MANAGER FOR THE ADMINISTRATION OF A DEPARTMENT. WHEREVER UNDER THE PROVISIONS OF THIS CHAPTER, APPROVAL OF A DEPARTMENT HEAD IS REQUIRED, IF THE PERSON REQUESTING APPROVAL IS A DEPARTMENT HEAD, THE APPROVAL SHALI, BE OBTAINED FROM THE CITY MANAGER. (C) FULL-TIME EMPLOYEE: AN EMPLOYEE WHO WORKS THE NORMAL AMOUNT OF WORKING HOURS FOR THE CLASS ASSIGNED. (D) GENERAL GOVERNMENT EMPLOYEE: A CITY EMPLOYEE OTHER THAN A PUBLIC SAFETY EMPLOYEE. (E) GRIEVANCE: AN EMPLOYEE'S ORAL OR WRITTEN EXPRESSION OF DISSATISFACTION WITH SOME ASPECT OF HIS EMPLOYMENT, A MANAGEMENT DECISION AFFECTING HIM, OR AN ALLEGED VIOLATION OF HIS RIGHTS FOR THE PURPOSE OF ATTEMPTING TO GAIN AN ADJUSTMENT OF SAID CAUSE OF DISSATISFACTION. (F) PERMANENT PART-TIME EMPLOYEE: AN EMPLOYEE WHO IS EMPLOYED REGULARLY FOR LESS THAN THE NORMAL NUMBER OF WORKING HOURS, BUT WHO NORMALLY FOLLOWS A PRE -DETERMINED, FIXED PATTERN OF WORKING HOURS. (G) PERMANENT EMPLOYEE: AN EMPLOYEE WHO HAS BEEN RETAINED IN HIS APPOINTED POSITION AFTER THE COMPLETION OF HIS PROBATIONARY PERIOD. (H) PROBATIONARY EMPLOYEE: AN �?,MPLOYEF WHO HAS NOT YET COMPLETED HIS PROBATIONARY PERIOD. PAGE 2 OF XXH LBTT "A" (I) PROBATIONARY PERIOD: A WORKING TEST PERIOD DURING WHICH AN EMPLOYEE IS REQUIRED TO DEMONSTRATE HIS FITNESS FOR THE DUTIES TO WHICH HE IS APPOINTED BY ACTUAL PERFORMANCE OF THE DUTIES OF THE POSITION. (J) PUBLIC SAFETY EMPLOYEE: A PERSON EMPLOYED IN THE POLICE, FIRE, OR COMMUNICATIONS DEPARTMENT. (K) SUPERVISOR: ANY PERSON WHO IS RESPONSIBLE TO A HIGHER DIVISIONAL OR DEPARTMENTAL LEVEL OF AUTHORITY AND WHO DIRECTS THE WORK OF OTHERS. (L) TEMPORARY EMPLOYEE: AN EMPLOYEE WHO HAS BEEN APPOINTED FOR A LIMITED PERIOD NOT TO EXCEED SIX MONTHS.] (aZ Exempt Service: Exempt service shall include all elected officials, City ,Ma ace r, City Attorney City Clerk and temz>o-, rarv, JU Classified Service: All paid employees not in the exempt service. (c)_ Full -Time: Employees scheduled to work 40 hours per week (except c ortain Fare Department employees who work an -average of 56 hours per wee;lt ) are gong.' c ered full time. (d) Part -Time: Employees scheduled to work less than 40 hours per week. (e) Regular: Employees who have completed the probationary period. They may be assigned to work a full-time or part-time schedule. (f) Temporary: Employees who are hired for a pre -established Period, usually during peak workloads or for vacation relief and for not more than six months. They may be assianed to work a full- time or part-time schedule. They sre ineligible for benefits and holiday pay. _qj Probationary Period: Normally six months, except for Police and Fire which is normally twelve months. This period can be extended up to, but no longer than twelve months or eighteen months, respectively. (h) Department: The smallest functional budgetary unit of the City aovernmgnt estallplished by the City Council. li) Department Read: A classified employee directly responsible to the City Manager for the administration of one or more dgpa,rtments. -LjZ Promotion: An advancement of an emplovee from one job classification to a higher job classification within the same department. _W Transfer: The movement of an employee from one department to another department, regardless of job classification (1) General Government Employee: A City employee other than a Public Safety Employee. PAGE 3 OF EXHIBIT "A" () Public Safety Employee: A person employed in the Police, Fire, or Communications Department. (n) Supervisor: Any person who is responsible to a higher divisional or department level of authority and who directs the work of others. o) City Manager: A person directly responsible to the City Council who is authorized and directed to exercise the powers and fulfill the duties as specified in the Charter and Municipal Code of the City of Kenai. _(2L City Attorney: A person directly responsible to the City Council. He is the chief local advisor_ to the Council and a" 1 other officers, departments and agencies of the City government in matters relating to their official powers and duties. cam_ City Clerk: An officer of the City, appointed by the Council, for an indefinite period of time and shall serve as clerical officer of the Council. (r) Grievance: An employee's oral or written expression of dissatisfaction with some aspect of his employment, a management decision affecting him, or an alleged violation of his rights for the purpose of attemotinq to gain an adjustment of said cause of dissatisfaction. Chapter 23.10 CATEGORIES OF SERVICE Sections: 23.10.01.0 General. 23.10.020 Exempt Service. 23.10.030 Classified Service. 23.10.010 General: All offices and positions of the City are divided into classified service and exempt service. All the provisions of this chapter shall apply to positions in the classified service. The provisions of this chapter sha".1 apply to positions in the exempt service as indicated in KMC 23.1.0.02.0. (Ords. 336, 537) 23.10.020 Exempt Service: The exempt service shall include the following: (a) Mayor and Councilmembers - Only the following provisions shall apply TO TIE MAYOR] : KMC 23.30. 11.0 (b) and (d) anct 23. 40. 080 (as applicable), .100 and 110. PAGE 4 OF EXHIBIT "A" (b) [OTHER ELECTED OFFICIALS AND] Members of Boards or Commissions - Only the following provisions shall apply to such officials: KMC 23.30.110(b) and (d). (c) The following Council -appointed administrative offices: (1) City Manager. The City Manager shall perform all those duties mandated for his position by the provisions of this chapter and shall be bound or receive the benefits of the following sections insofar as they are applicable: KMC 23.25.050 and .060(d); KMC 23.30.110(b), (c) and (d); and KMC 23.40.020, .030, .040, .060, .070, .080, .095, .100, .110, .120, and .130. (Ord. 1059) (2) City Clerk. Only those provisions specifically enumerated under (1) above shall apply to the City Clerk. (3) City Attorney. Only those provisions specifically enumerated under (1) above shall apply to the City Attorney. (d) Volunteer Personnel and Personnel Appointed to Serve Without Pay -- None of the provisions of this chapter shall apply to such personnel. (e) Consultants and Counsel Rendering Temporary Professional Services - Such services shall be by contract and none of the provisions of this chapter shall apply. (f) Positions Involving Seasonal or Temporary Work - All of the provisions of this chapter shall apply to such positions but only insofar as they are applicable. (Ords. 336, 537) 23.10.030 Classified Service: The classified service shall include all other positions in the City service. (a) All [PERMANENT] positions established by the annual budget or salary guide adopted by resolution of the City Council. Any new position created at the start or during the budget year and either ratified or affirmed by the City Council. (b) When this ordinance becomes effective, all persons then holding positions included in the classified service: (1) Shall have [PERMANENT] regular status if they have held their present positions for at least six (6) months immediately preceding the effective date of this ordinance except for police, which shall be twelve (12) months, or; (2) Shall serve a probationary period of six (6) months from the time of their appointment, which may be extended before acquiring [PERMANENT] regular status, if they have held their position for less than six (6) months, with the exception of police, for which twelve (12) months is substituted in the above for the stated six (6) months period. (Ords. 336, 537) PAGE 5 OF EXHIBIT "A" Chapter 23.15 ADMINISTRATION Section• 23.15.010 Administration by City Manager. 23.15.010 Administration by City Manager: The personnel program established by this ordinance shall be administered by the City Manager. He shall administer all provisions of this ordinance and of the personnel rules. He shall prepare and recommend revisions and amendments to this ordinance as deemed necessary. The City Manager shall draft such rules as may be necessary to carry out the provisions of this ordinance. Such rules shall be uniform application except as specifically stated. Additionally, each department of the City is encouraged to establish departmental rules, regulations, and procedures subject to the approval of the City Manager. Such rules, regulations, and procedures shall be in harmony with the general rules of the City Manager and provisions of this ordinance, and shall be binding on the employees. (Ords. 336, 537) Chapter 23.20 CLASSIFICATION Sections• 23.20.010 Initial Classification. 23.20.020 Revisions to Classification Plan. 23.20.030 Adjustments to Organization. 23.20.010 Initial Classification: The City Manager shall make analysis of the duties and responsibilities of all positions in the classified service and shall recommend to the Council a job classification plan. Each position in the classified service shall be assigned to a job class on the basis of the kind and level of its duties and responsibilities, to the end that all positions in the same class shall be sufficiently alike to make use of a single descriptive title, the same qualification requirements, the same test of competence, and the same pay scale. A job class may contain one position or more than one position. The Council shall adopt a classification plan by ordinance. (Ords. 336, 537) PAGE 6 OF EXHIBIT "A" 23.20.020 Revisions to Classification Plan: The initial classification plan shall be revised from time to time as changing positions require it, with the recommendation of the City manager and the approval of the City Council. Such revisions may consist of addition, abolishment, consolidation, division, or amendment of the existing classes. (Ords. 336, 537) 23.20.030 Adjustments to Organization: Whenever a change in the organization of the City administration is brought about by changes in the classification system outlined above, the City Manager shall submit to the Council a chart or table of organization of the administration, indicating the new structure and reporting relationship. (Ords. 336, 537) Chapter 23.25 COMPENSATION Sections• 23.25.010 Pay Plan - Development 23.25.020 Pay Plan and Adoption. 23.25.030 Pay Plan Amendment. 23.25.040 Appointee Compensation. 23.25.050 Pay Day. 23.25.060 Overtime. 23.25.065 Shift Differential Pay. 23.25.070 Acting Positions. 23.25.080 Promotion. 23.25.010 Pay Plan - Development: The City Manager, in consultation with the Finance Director, shall prepare a pay plan and rules for its administration. The rate and range where each class shall be such as to reflect fairly the differences in duties and responsibilities and shall be related to compensation for comparable positions in other places of public employment. The objective of the pay plan shall be to provide an appropriate salary structure to recruit and retain an adequate supply of competent employees. (Ords. 336, 537) 23.25.020 Pay Plan and Adoption: The City Manager shall submit the pay plan and rules for its administration to the City Council for adoption. Before the pay plan and the rules for its administration are adopted by the Council, the City Manager shall assign each job class to one of the nay ranges provided in the pay plan. The Council shall adopt a plan and r-.:Les by ordinance. (Ords. 336, 537) PAGE 7 OF EXHIBIT "A" 23.25.030 Pay Plan Amendment: The pay plan may be amended by the City Council from time to time as circumstances require, either by adjustment of rates or by reassignment of job classes to different pay ranges. All modifications shall apply uniformly to all positions in the same class. (Ords. 336, 537) 23.25.040 Appointee Compensation: (a) Upon initial appointment to a position, the employee shall receive the minimum salary for the class to which the position is allocated. (b) However, in the cases when unusual difficulty in filling the vacancy is experienced, or when the appointee is exceptionally qualified, the City Manager may cause the appointment to be made at a salary level above the minimum, but not more than Level D for the same class. (Ords. 336, 537) 23.25.05;0 Pay Day: ((A) NORMALLY, EMPLOYEES SHALL BE PAID ON THE 15TH AND LAST DAY OF EACH MONTH. IF THE PAY DATE FALLS ON A SATURDAY, SUNDAY, OR HOLIDAY, EMPLOYEES SHALL BE PAID ON THE LAST WORKING DAY PRECEDING THE PAY DATE. (B) THE MID -MONTH PAY SHALL BE A PRO RATA DRAW OR A SHARE OF NET ENTITLEMENT FOR THE MONTHLY PERIOD, OR PERIOD EMPLOYED IF A NEW EMPLOYEE.] The pay period is monthly, but on the fifteenth of each month, a pay advance is issued according to a pro rata draw or share of net entitlement for the monthly period. If the fifteenth or the last day of the month falls on a Saturday, Sunday, or holiday, employees shall be paid on the last working day preceding the pay date. Temporary employees and those working less than fifteen hours per week are paid on the last working day of the month and receive no advance on the fifteenth. (Ords. 336, 537) 23.25.060 Overtime: (a) Department heads and supervisors shall assign to each employee regular work duties and responsibilities which can normally be accomplished within the established work day and work week. (b) When employees are required to work overtime, department heads shall authorize compensatory time off or overtime pay. Determination to grant overtime pay or compensatory time off shall rest with the department head, City Manager, or acting department heads, who shall give due consideration to desires of the employee, to budgetary controls and to the provisions of Subsection (c) of this section. Rates for overtime (in addition to regular compensation based upon salary schedules) shall be: (1) General Government (excluding Sewer Treat Plant): PAGE 8 OF EXHIBIT "A" Regular Pay Times Regular Work Day [(FOR HOURS IN EXCESS OF 8)] 1-1/2 Saturday 1-1/2 Sunday 2 Holiday 2-1/2 (2) General Government Employees must be in a paid status for forty (40) hours in the work week before overtime may be paid. (3) Public Safety and Sewer Treatment Plant: Regular Pay Times Regular Work Day [(FOR HOURS IN EXCESS OF REGULAR SHIFT)] 1-1/2 Saturday [see KMC 23.30.050(b) and (c)] 1-1/2 Sunday [see KMC 23.30.050 (b) (c)] 2 Holiday [see KMC 23.40.020(c) for treatment] (4) Before overtime may be paid, Public Safety and Sewer Treatment Plant employees must be in a paid status for their normal work week, as follows: Police 40 hours Fire 56 hours Communications 40 hours Sewer Treatment Plant 40 hours However, overtime may be paid as required by the Fair Labor Standards Act, recognizing that an employee's salary is compensation for the normal shifts specified in this Title. (Ords. 1044, 1114-89) (c) Compensatory time accumulation shall not exceed eight hours. Once this maximum accumulation has been reached, all overtime compensation earned by the employee shall automatically be paid in cash. (d) For some positions, overtime is considered part of the job responsibility and, therefore, does not justify overtime pay. Cash compensation for overtime shall not be granted to the following positions - Department Heads or exempt personnel to which this provision applies. In :Lieu of payment, time off is authorized with a maximum accumulation of eight hours. (e) The Finance :Department shall ask employees to submit monthly time sheets on a date near enough to the end of the month to allow for processing of pay checks by the last pay clay of the PAGE 9 OF EXHIBIT "A" month [AS EXPLAINED IN SUBSECTION (A) OF THIS SECTION]. Overtime appearing on such time sheets shall be paid on the last pay day of the month. Overtime worked between the submission of time sheets and the end of the month shall be entered on the following month's time sheet and paid on the last pay day of that month. (Ords. 336, 537, 639) (f) Seasonal Parks and Recreation Employees that work for seven (7) months or less in the calendar year, and are exempt from the overtime requirements of the Fair Labor Standards Acts, are exempted from the above overtime and maximum compensatory time accumulation requirements. (Ord. 1114) 23.25.065 Shift Differential Pay: (a) Employees who are scheduled to work certain shifts explained below may be entitled to additional compensation. To be eligible, the scheduled shift must be for a period of less than 24 hours. In addition, the employee must be scheduled to work at least 75% of the hours in a monthly pay period in one or any combination of the shifts identified below. (b) Eligible shifts and rates are: (1) Shift begins after 2:00 p.m. and before 6:00 p.m. -- 2%. (2) Shift beings on or after 6:00 p.m. and before 3:00 a.m. -- 4%. (c) The above rates will be computed against Step A of the pay range of the employee. If determined to be eligible, the employee will receive the computed dollar amount for the whole month. If ineligible, no shift differential pay will be allowed for that month. If the employee is eligible based upon a schedule. of a combination of shifts, he will be paid at the rate corresponding to the majority of time worked. Shift pay is not to be considered in computing annual leave or holiday pay. (d) If all employees of the same class in a given Department rotate at the same time to a substantially different shift basis, the provisions of this section shall not apply. (e) Shift pay will be allowed only upon approval of the City Manager when such work schedule is necessary for the benefit of the City. (Ord. 1038) 23.25.070 Acting Positions: Compensation during temporary assignment - an employee who is temporarily assigned to a position with a higher pay range for a period of ten (10) days or more shall be paid at the first step of the higher pay range, or, he shall be granted a one step pay increase, whichever is higher, for the period worked in the temporary assignment. nn employee wlio temporarily assigned to a position with a lower pay range, for any period, shah. not receive a reduction in pay. No such temporary assignment shall exceed six months. (Ords. 336, 537) PAGE 10 OF FXHIBIT "A" 23.25.080 Promotion: When an employee is promoted from one class to another having a higher pay range, he shall receive an increase of not less than one pay step from his former position. (Ords. 336, 537) Chanter 23.30 PERSONNEL POLICIES AND PROCEDURES Sections: 23.30.010 General. 23.30.020 Appointment. 23.30.030 Probationary Period. 23.30.040 Merit/Growth/Evaluation. 23.30.050 Business Hours and Hours of Work. 23.30.060 Attendance. 23.30.070 Personnel Records. 23.30.080 Transfers. 23.30.090 Layoff. 23.30.100 Outside Employment. 23.30.110 Travel Expense. 23.30.120 Moving Expense for New Employees. 23.30.130 In -Service Training. 23.30.140 Relatives in City Service. 23.30.010 General: (a) Recruitment and appointing authority shall be vested in the City Manager. (b) Applicants must be United States citizens or eligible for employment under existing State and Federal laws and regulations in order to be employed by the City. (c) Applicants for positions in the City service need not reside within the City Limits. Departmental rules shall establish response times required by that department. (d) Minimum age for City employment shall be in accordance with State of Alaska laws. (e) Employment of qualified, handicapped persons shall be encouraged. (f) Employment rights for veterans shall be in accordance with applicable State and Federal laws. (g) Applicants must possess an appropriate valid Alaska State Driver's License, should employment require operation of a motor vehicle. (h) Applicants must complete a City application form or submit a resume of sufficient detail to equate to a City form. (Ords. 336, 537, 1212, 1340-89) PAGE 11 OF EXHIBIT "A" 23.30.020 Appointment: (a) All appointments to vacancies shall be made solely on the basis of merit, efficiency, and fitness. These qualities shall be determined through careful and impartial evaluation of the following: (1) The applicant's level of training relative to the requirements of the position for which applied. (2) The applicant's physical fitness relative to the requirements of the position for which applied. (b) No question in any test or in any application form or by any appointing authority shall be so framed as to attempt to elicit information concerning race, color, ancestry, sex, national origin, or political or religious affiliation for the purposes of discriminating. (c) All statements submitted on the employment application or attached resume shall be subject to investigation and verification. (d) If required by the department, applicants shall be fingerprinted prior to appointment. (e) Any job applicant or employee may be required to take a physical examination. In cases where a physical examination is deemed advisable, the City shall pay the cost of the examination. (Ords. 336, 537, 1340) 23.30.030 Probationary Period: (a) All original appointments including those that result from transfers shall be tentative and subject to a probationary period of not less than six (6) months consecutive service, except for Police and Fire, which shall be normally twelve (12) months, subject to meeting criteria for certification which may be accomplished following six (6) months of service. Promotional appointment probationary period shall, for all personnel, be not less than six (6) months. (b) In cases where the responsibilities of a position are such that a longer period is necessary to demonstrate an employee's qualifications, the probationary period may be extended; however, no probationary period shall be extended beyond twelve (12) months, or eighteen (18) months for police and fire. The employee shall be notified in writing of any extension and the reasons therefor. (c) During the first six (6) months of original probationary period, a new employee (including police and fire) shall not be eligible for annual leave benefits, but he shall earn annual leave credit from the first day of employment and may take leave for sickness during that period to the maximum of the amount of leave accrued. (d) Upon completion of the probationary period, the employee shall be considered as having satisfactorily demonstrated qualifications for the position, shall gain regular status, one step in pay raise, and shall be so informed through iris supervisor. The employee's anniversary date shall be the first of the month in which the employee's original probation ends. Employees who have gained regular status at the effective date of this ordinance shall have their anniversary dates changed to the first of the month in which the employee's present anniversary date fal.is. PAGE 12 OF EXHIBIT "A" (e) During the probationary period, a new hire may be terminated at any time without appeal. (f) In the case of promotional appointments, the promoted employee may be demoted at any time during the probationary period without appeal, provided that the probationary employee be reinstated in the class designation from which he was promoted, even though this necessitates the layoff of the employee occupying the position. (Ords. 336, 537, 1204) 23.30.040 Evaluation: (a) Evaluations shall be required annually of all classified employees. Supervisors shall indicate thereon his recommendation as to whether or not the employee should be awarded a pay raise in accordance with the City Pay Plan, KMC 23.55. (b) Approval of increment pay raises are vested in the City Manager. (Ords. 336, 537, 1071) 23.30.050 Business Hours and Hours of Work: (a) The hours during which City offices and departments shall normally be open for business shall be 8:00 a.m. to 5:00 p.m., [DEPARTMENT OF] Public Works departments - 8:00 a.m. to 4:30 p.m., except Saturdays and Sundays, holidays, and further excepting Police and Fire which shall be open for business 24 hours a day. The [L]Library_, Recreation Center, Senior Center, and Animal Control operations shall be open for business as authorized by the City Manager. (b) Public Safety employees, not including administrators, normal work week is: (1) Police and Communications - four (4) shifts of ten (10) hours per week, 2080 hours annually. When working this shift, first and third days off shall be treated as Saturdays and the middle day off (the second day) shall be treated as a Sunday for purposes of paying overtime; (2) Fire - 24 hours on, 24 hours off, for six (6) day cycle, then three (3) days off - equivalent of 56 hours per week, 2,912 hours annually. When working this shift, first and third days of the three -day -off period shall be treated as Saturdays, and the middle day off shall b treated as Sunday for purposes of paying overtime. (Ord. 1044) (c) Sewer Treatment Plant employees work a forty -hour week on a shift basis that allows at least one employee to be at the plant on a given day. When scheduled days off are two consecutive calendar days, the first day off shall be treated as a Saturday and the second day off shall be treated as a Sunday for purposes of paying overtime. (d) All other employees' normal work weep _s forty hours/eight hours a day, 2,080 hours annually. Standard work day is midnight to midnight succeeding. Standard work week is midnight Sunday to midnight Sunday succeeding. Operating hours may be adjusted to meet special situations on timely notice. (Ords. 336, 537, 639) PAGE 13 OF EXHIBIT "A" 23.30.060 Attendance: (a) Employees shall be in attendance at their work in accordance with the rules regarding hours of work, holidays, and leaves of absence. (b) An employee shall not absent himself from work for any reason without prior approval from his supervisor. When prior approval is not obtained, an employee, who for any reason fails to report to work, shall make a sincere effort to notify his supervisor of his reason for being absent. If the absence continues beyond the first day, the employee shall notify the supervisor on a daily basis unless other arrangements have been made with the supervisor. (c) Departments shall maintain records of employees' attendance. (d) Any unauthorized absence of any employee from duty shall be deemed to be an absence without pay and may be cause for disciplinary action. (Ords. 336, 537) 23.30.070 Personnel Records: (a) The City Manager shall cause a service or personnel record to be maintained for each employee in the service of the City of Kenai. (b) The personnel record shall show the employee's name, title of position held, the department to which assigned, salary, change in employment status, training received, and such other information as may be considered pertinent. (c) A personnel action form shall be used as the single document to initiate and update personnel records. (d) Employee personnel records shall be considered confidential and shall be accessible only to the following: (1) The employee concerned; (2) Selected City officials authorized by the City Manager. (e) Department personnel files should not be developed or maintained, except as working records; i.e., accumulating data for evaluation reports. Departmental personnel records are therefore unofficial and have no standing. (Ords. 336, 537) 23.30.080 Transfers: Requests 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 and referred to the appropriate department head and the appointing power. Such requests shall be given consideration when a suitable vacancy occurs; however, no employee shall be transferred to a position f.or which he does not possess the minimum qualifications. (Orris. 336, 537) 23.30.090 Layoff: If there are changes of duties in the organization, lack of work, or lack of funds, the appointing authority may lay off employees; however, the appointing authority shall first make every r_easonaDi2 effort to integrate those employees into another department by transfer. When PAGE 14 OF EXHIBIT "A" layoffs are required, the appointing authority shall base the decision on relative merit, and shall give due consideration to seniority in the City service only where the employee's qualifications and ability are relatively equal. (Orris. 336, 537) 23.30.100 Outside Employment: No full-time employee shall accept outside employment, whether part-time, temporary, or permanent that could reasonably interfere, conflict, or nectatively reflect on the City. It is the individual employee's responsibility to insure compliance with this section. (CONSULTATION WITH] Approval of the individual's department head is (STRONGLY RECOMMENDED] required before acceptance of outside employment. (Ords. 336, 537) 23.30.110 Travel Expense: When employees are required to travel outside the City on City business, reimbursement, subject to advances received, for expenditures incurred shall be determined as follows: (a) Prior to traveling outside the City, the employee shall obtain permission for the trip and the mode of travel from the department head. (b) Travel on official business outside the City by [A SINGLE] one individual shall be via public carrier or City -owned vehicle whenever practical. If, for extenuating circumstances, the employee is authorized to use a private vehicle, total mileage shall be paid at the rate of $.25 per mile. This rate includes all travel, insurance, and storage expenses of the vehicle. (c) Those employees who habitually use their privately owned vehicle for City business shall be reimbursed $30.00 per month, subject to authorization by the City Manager. (d) The authorized per diem rates are $30.00 per full twenty- four hour day plus lodging expenses. Part days will be reimbursed for actual costs incurred, up to $30.00 per day. Claims for lodging expenses will be supported by receipts. (Ords. 336, 537, 649) 23.30.120 Moving Expense for New Employees: (a) Whenever a professional or technically trained person changes his place of residence more than fifty (50) miles, for the purpose of accepting employment with the City, such a person may be reimbursed .for actual and necessary expenses under the following conditions: (1) The employee must be appointed to a position or a class for which the City Manager certifies that such expenditure is necessary to recruitqualified employees and funded by the Council. PAGE 15 OF EXHIBIT "A" (2) The maximum reimbursable shall be subject to negotiation at the time of an offer of acceptance of appointment. (3) To be eligible for the total allowance for an employee who is the head of a household, his dependents must accompany him or join him within one (1) year of the date of his appointment. (4) New employees who are assisted with their moving expenses shall be required to sign a Transportation Agreement prior to employment. The Transportation Agreement stipulates that the employee will reimburse the City for all or part of such expenditures in the event of voluntarily leaving City service within a period of two (2) years according to the following schedule: 100% -- Less than six (6) months. 75% -- Six (6) months, but less than twelve (12) months. 50% -- Twelve (12 ) months, but less than eighteen (18 ) months. 25% -- Eighteen (18 ) months, but less than twenty-four (24) months. 0% -- Two years and over. (b) New employees may not be given an advance against moving expenses without prior written approval of the City Manager. (Ords. 336, 537) 23.30.130 In -Service Training: (a) The City manager shall encourage training opportunities for employees and supervisors in order that services rendered to the City will be more effective. He shall assist department heads in meeting training programs designed to meet immediate City-wide personnel needs and to prepare employees for promotion to positions of greater responsibility. (b) Training sessions may be conducted during regular working hours at the discretion of department heads. (Ords. 336, 537) 23.30.140 Relatives in City Service: (a) Two members of an immediate family (spouse, children, brother, sister, in-laws or parents) shall not be employed under the same supervisor. Neither shall two (2) members of an immediate family be employed at the same time regardless of the administrative department, if such employment will .result in an employee supervising a member of his immediate family. This section shall not be construed to prohibit employment by the City of relatives of City Council members. (b) The provisions of this section shall apply to promotions, demotions, transfers, reinstatements, and new appointments. PAGE 16 OF EXHIBIT "A" (c) Cohabitation by adults of the opposite sex presumes a family relationship and shall be construed as such. (Ords. 336, 364, 537) Chapter 23.35 GENERAL CONDUCT DISCIPLINE TERMINATION AND APPEAL Sections: 23.35.010 Personal Appearance and Conduct. 23.35.020 Causes for Warning, Suspension, or Dismissal. 23.35.030 Forms of Disciplinary Action. 23.35.032 Arbitration Panel. 23.35.034 Procedures on Appeal. 23.35.040 Grievance Procedure. 23.35.050 Resignation. 23.35.060 Re -Employment, Repealed. 23.35.070 Cost Consciousness. 23.35.080 Safety. 23.35.090 Legal Liability. 23.35.010 Personal Appearance and Conduct: (a) Public relations shall be an integral part of each employee's job. (b) All employees shall be neat and clean in appearance and shall conduct themselves in a manner which is appropriate for an employee in public service. Departmental regulations may impose reasonable specific standards of dress and appearance. (c) Employees shall be courteous, efficient, and helpful to everyone in their work and shall do the best job possible on every assignment. (Ords. 336, 537) 23.35.020 Causes for Warninq, Suspension, or Dismissal: (a) When an employee's conduct falls below desirable standards, he may be subject to disciplinary action. (b) General reasons for which an employee may be disciplined include: (1) Drinking intoxicating beverages iOR USE OF NON- PRESCRIPTION DEPRESSANT, STIMULANT HALLUCINOGENIC, OR NARCOTIC DRUGS] on the job or arriving on the job under the influence of intoxicating beverages !OR SUCH DRUGS1. ( ) Illegal possession or any controlled substance on the job. ingestion, either on r.:ti ob or within eight hours before reporting to work, of any controlled or other_ dangerous substance unless prescribed by a .:.cansed medical PAGE 17 OF EXHIBIT "A" practitioner. Employees shall notify their immediate supervisor when required to use prescription medicine that they have been informed has the Potential to impair iob Performance The emiployee shall advise the supervisor of the known side effects of such medication as well as the prescribed period of use. No employee shall ingest any prescribed or over-the-counter medication in amounts beyond the recoMMended dosage. ([2]4) Violation of a lawful duty. ([335) Insubordination. ([436) Breach of discipline. ([537) Being absent from work without first notifying and securing permission from the employee's supervisors. ([638) Being habitually absent or tardy for any reason. ((739) Misconduct. ([8310) Conviction of a felony or a misdemeanor involving moral turpitude. ([9311) Using religious, political, or fraternal influence. ([10312) Accepting fees, gifts, or other valuable things in the return for performance of the employee's official duties for the City. ([11313) Inability to perform the assigned job. ((12)14) Political activity as restricted by the Charter. (Ords. 336, 537) 23.35.030 Forms of Disciplinary Action: (a) Disciplinary action ranges from oral or written reprimands to suspension, demotion, and finally dismissal from the City service, and depends on the severity of the offense as well as the number and the frequency of previous acts of misconduct. (b) It shall be the duty of all City employees to comply with and to assist in carrying into effect the provisions of the City's personnel rules and regulations. No employee shall be disciplined except for violation of established rules and regulations, and such discipline shall be in accordance with procedures established by the personnel rules and regulations. (c) Every department head shall discuss improper or inadequate performance with the employee in order to correct the deficiencies and to avoid the need to exercise disciplinary action. Discipline shall be of increasingly progressive severity whenever possible. (d) A written notice shall be given each employee for each written disciplinary action stating the reasons for the disciplinary action and the date it shall take effect. The notice shall be given to the employee at the time such action is PAGE 18 OF EXHIBIT "A" taken. A copy of the notice signed by the employee shall be placed in the employee's personnel file and shall serve as prima facie evidence of delivery. (e) All [PERMANENT] regular employees shall have the right to appeal disciplinary action taken against them within five (5) working days after receipt of notice by employee of the disciplinary action. Appeals shall be made as grievances in accordance with the provisions of KMC 23.35.040 except that appeals from suspension, demotion, or dismissal shall be made directly to a Personnel Board selected from the Arbitration Panel provided in KMC 23.35.032 by filing such appeal in writing with the City Clerk, setting forth the background, the disciplinary action, and the reasons why the disciplinary action is felt to be unjust. (Ords. 336, 537) 23.35.032 Arbitration Panel: (a) There is hereby established an Arbitration Panel consisting of twelve (12) members who shall be chosen by the City Council from nominees made by City employees and by members of the City Council. (b) A member of the Arbitration Panel must be a resident of the city of {enai, must not hold any other office or position in the government of the City of Kenai, must not be a relative or close friend of any City employee, and shall not be a party with close business connections with the City, either personally or through a corporation in which the member has a substantial interest. (c) Members of the panel shall serve for indefinite terms until termination by the Council, resignation by the member, death, move from the City of Kenai, election, or appointment as an officer or employee of the City of Kenai, or incapacity of the member. (d) By adoption of this ordinance, the city hereby waives any claim or cause of action it might have against any member of the Arbitration Panel :cased on his or her service thereon or on a Personnel Board. Any employee, by filing an appeal under the provisions of this chapter, likewise waives any claim or cause of action such employee might have against any member of the Arbitration Panel based on nis or her service thereon or on a Personnel Board, and if requested such employee will execute and file a formal waiver at time of filing appeal. (Ords. 537, 619) 23.35.034 Procedures on Appeal: (a) Within five (5) working days after the filing of a written appeal with the City Clerk, the City Manager or the designee of the City Manager shall file with the City Clerk an answer in writing to the appeal setting forth any facts which might be in dispute in the appeal, and setting forth the reasons why the actions are believed to be justified and the City Manager or his designee shall serve a copy of the answer on the employee in person or by ordinary mail to employee's home address. PAGE 19 Or EXHIBIT "A" (b) Promptly after the appeal is filed, the City Clerk shall deliver a copy of the appeal to the City Manager. (c) The members of the Arbitration Panel shall be listed in alphabetical order, and will be called in rotation. Any member passed over because of illness or absence, or disqualified by an appealing employee or the administration, shall be treated as though he or she has served on the Personnel Board and will not be called again until his or her name comes up in the normal rotation. As soon as an appeal is filed with the City Clerk, the City Clerk will make contact and determine the next five (5) members of the panel due and available for service during the following three (3) weeks, and shall notify the appealing employee of the five (5) members due for service. The appealing employee will advise the City Clerk within two (2) working days which member the employee wishes deleted from the list, and the City Clerk will then notify the City Manager or his designee of the four remaining members due for service. The City Manager or his designee will advise the Clerk within one (1) working day of the name of the member the administration wishes to delete from the list. Thereafter, the Clerk will notify the two (2) members of their disqualification and the other three members as to being chosen for service and will determine a date, time, and place when all three members may assemble for hearing, and will then notify the appealing employee and the City Manager or his designee of such date, time, and place of hearing. (d) At the time of hearing, the employee shall present any written evidence, oral testimony, or witnesses that he or she desires, and thereafter the City Manager or his designee shall present evidence, oral testimony, or witnesses as he or she deems fit, following which the parties may continue to present rebuttal testimony alternately until neither side has anything further to present. (e) After completion of presentation of testimony, the appealing employee may make any statement he or she desires by way of argument, which may be answered by the City Manager or his designee, and the appealing employee shall then have a final closing argument if he or she so desires. (f) If any member of the Personnel Board feels it necessary or desirable, he or she may call additional witnesses or call for presentation of additional testimony, adjourning the hearing to a future time for such presentation if necessary. (g) After presentation of all evidence and arguments, the Personnel Board shall go into executive session to make a determination of the appeal, and the Personnel Board shall make written findings of fact and conclusions as to the justness of the disciplinary action. (h) There shall be no formal restrictions on the kind [Or] or form of evidence presented so long as it is pertinent to the appeal and is not unduly repetitive, but the Personnel hoard by PAGE 20 Or EXHIBIT "A" majority vote may limit repetitive evidence and may restrict evidence to matters pertinent to the hearing and to evidence which they would find credible. (i) The Personnel Board has power to uphold the disciplinary action, to set aside the disciplinary action completely restoring the appealing employee to his former position and to any and all pay which may have been lost because of the disciplinary action, or if the Personnel Board feels it necessary in the interest of justice that some disciplinary action be taken but that the particular disciplinary action was too extreme, it shall determine what the proper disciplinary action should be. (j) The decision of the Personnel board may be made by a majority of the Board and shall be final and binding on the employee and on the City. (k) Copies of the appeal, the answer to the appeal, and the written decision of the Personnel Board shall become a part of the personnel file of the appealing employee. (Ord. 537) 23.35.040 Grievance Procedure: (a) The City shall promptly consider and equitably adjust employee grievances relating to employment conditions and relationships. Furthermore, the City desires to adjust the causes of grievances informally - both supervisors and employees are expected to resolve problems as they arise. (b) The following steps shall be followed in submitting and processing a grievance: (1) Step 1 -- The aggrieved employee or group of employees shall orally present the grievance to the immediate supervisor within five (5) working days of the occurrence, not including the date of presentation. (2) Step 2 -- If the grievance is not settled in Step 1, it shall be prepared in detail, shall be reduced to writing, shall be dated, shall be signed by the aggrieved employee or group of employees, and shall be presented to the department head within five (5) working days after the supervisor's oral reply is given, not including the day that the answer is given. (3) Step 3 -- If the grievance is not settled in Step 2, the written grievance shall be presented along with all pertinent correspondence, records, and information accumulated to date to the City Manager within seven (7) working days after the department head's response is given, not including the day that the response is given. The City Manager shall meet with the aggrieved employee or group of employees, the immediate supervisor and the department head. The Citv Manager shall reply to the grievance in writing within seven (7) working days of the date of presentation of PAGE 21 OF EXHIBIT "A" the written grievance. The decision of the City Manager shall be final and binding on the employee or group of employees. (c) If the grievance procedures are not initiated within the time limits established by this section, the grievance shall be considered not to have existed. (d) Any grievance not taken to the next step of the grievance procedure shall be considered settled on the basis of the last reply made and received in accordance with the provisions of this section. (e) If the City fails to meet or answer any grievance within the time limits prescribed for such action by this section, such grievance shall automatically advance to the next step. If the City fails to meet or answer any grievance on the last step of the grievance procedure within the time limits prescribed for such action by this section, it shall be deemed that the City has considered the grievance to be in favor of the grievant and shall resolve the matter accordingly. (f) The time limits prescribed in this section for the initiation and completion of the steps of the grievance procedure may be extended by mutual consent of the parties so involved. Likewise, any step in the grievance procedure may be eliminated by mutual consent. Mutual consent shall be indicated in writing and shall be signed by all parties involved. No employee shall be disciplined or discriminated against in any way because of the employee's proper use of the grievance procedure. (Ords. 336, 537) 23.35.050 Resianation: (a) To resign in good standing, an employee shall give the appointing authority not less than ten (10) working days prior notice of such resignation unless the appointing authority agreed to permit a shorter par_iod of notice because of extenuating circumstances. The notice of resignation shall be in writing and shall contain the reasons for leaving the City service. (b) Failure to comply with this section shall be entered in the employee's service record and may be cause for denying future employment with the City. (Ords. 336, 537) 23.35.060 Re -Employment: (Ords. 336, 537, Repealed Ord. 1254) 23.35.070 Cost Consciousness: (a) City employees shall practice every economy possible in the discharge of their duties. (b) Employees are encouraged to recommend to their supervisors work procedures which will result in a cost saving or improved service to the public. (Ords. 336, 537) PAGE 22 OF EXHIBIT "A" 23.35.080 Safety: (a) The City Manager shall be responsible for the development and maintenance of a safety program, equal to, but not limited to, OSHA requirements. Such program shall include safety regulations and discipline controls. (b) Department heads, supervisors, and employees shall guard the safety of themselves, fellow employees, and the public. (c) When accidents occur on City property, the employee shall contact his supervisor immediately and the supervisor shall complete an accident form. In case of a motor vehicle accident, the Police Department shall also be notified immediately. (d) The City Manager shall be notified of all accidents involving City employees and City equipment as soon as possible and not later than the next work day. (ords. 336, 537) 23.35.090 Leaal Liability: (a) Employees shall abide by all laws and regulations which govern the performance of their duties, and shall perform their duties as reasonable, prudent persons. Defense of legal claims against an employee relating to an official status with the City, shall be the responsibility of the City. (b) If an employee is grossly negligent in the performance of duties and responsibilities and if an accident results from such negligent performance of duties and responsibilities or if a court of law finds that the employee willfully exceeded his scope of duty and responsibility, the employee may be held personally and legally liable. (Ord. 336, 537) Chapter 23.40 BENEFITS Sections• 23.40.010 General. 23.40.020 Holidays. 23.40.030 Annual Leave. 23.40.040 Terminal Leave. 23.40.050 Leave of Absence Without Pay. 23.40.060 Leave of Absence With Pay. 23.40.070 Educational Opportunities. 23.40.080 Retirement. 23.40.090 Retirement Age. 23.40.095 Supplemental Retirement. 23.40.100 Social Securitv. 23.40.110 Industrial Accidents. 23.40,120 Medical and Hospital Insurance. 23.40.130 Maternity Leave. PAGE 23 OF EXHIBIT "A" 23.40.010 General: All [REGULAR] non -temporary full-time[, REGULAR] and non -temporary part-time (15 hours and over per week) classified employees are entitled to the following benefits, except for Medical and Hospital insurance which shall be available to non - temporary employees working no less than 25 hours per week, as specified in this article. (Ords. 336, 537) 23.40.020 Holidays: (a) [ALL REGULAR] [E]Employees [OF THE CITY] shall be entitled to the holidays listed below with pay. Full-time employees shall receive regular compensation; part-time employees shall be compensated in proportion to the number of hours they are normally scheduled to work. (1) New Year's Day (2) Washington's Birthday (the third Monday in February) (3) Memorial Day (the last Monday in May) (4) Independence Day (5) Labor Day (6) Alaska Day (7) Veteran's Day (8) Thanksgiving Day (9) Day after Thanksgiving (10) Christmas Day (11) A floating holiday subject to individual choice of each employee with five (5) working days notice to, and approval of, his immediate supervisor. (b) If any such holiday falls on a Sunday, the following Monday shall be given as a holiday. If such holiday falls on a Saturday, the preceding Friday shall be given as a holiday. (c) Public Safety and Sewer Treatment Plant employees who normally work holidays shall receive in December payment for authorized holidays at 1-1/2 times their normal hourly pay (for that portion of the calendar year during which they were employed) as follows: Fire[FIGHTERS] (56 hours week) - 11.2 .sours pay per holiday. Fire, Police and Dispatch[ERS] (40-hour week) - eight (8) hours pay per :holiday. Sewer Treatment Plant Employees (40-hour week) - eight (8) hours pay per holiday. Holidays which occur during vacation shall be charged against such leave. (Ords. 336, 482, 537, 614, 639, 1044) 23.40.030 Annual Leave: (a) Accrual rate: (1) [REGULAR] [F]Full-time classified [AND EXEMPT] employees except[ING FIREFIGHTERS] certain Fire Department employees: 16 hours per month - first two (2) years of service. 18 hours per month - three through five years of service. 20 hours per month - six through ten years of service. 22 hours per month - :more than ten years of service. PAGE 24 OF EXHIBIT "A" (2) Fire [FIGHTERS - FIRE ENGINEERS] (Based on a 56-hour week) : 22.4 hours per month - first two years of service. 25.2 hours per month - three through five years of service. 28.0 hours per month - six through ten years of service. 30.8 hours per month - more than ten years of service. (Ord. 1044) (b) Annual leave is charged on an hour -for -hour basis; i.e., normal work day of eight (8) hours would be charged at eight hours annual leave; 12 hour work day, 12 hours annual leave; ten hour work day, ten hours annual leave; 24 hour work day, 24 hours annual leave. (c) Leave continues to accrue during the period of time an employee is on paid leave except during periods of terminal leave (leave time after which the employee does not intend to return. to work). Leave does not accrue during periods of leave without pay. (d) Accrued and unused leave may be carried over from one year to the next for the purpose of accumulating an annual leave account or reserve. The maximum leave hours that may be accrued is 640 hours for [REGULAR] classified and exempt, and 896 hours for Fire[FIGHTERS] Department employees working the 56-hour week. (Ord. 1044) (e) Annual leave may be used for any purpose desired by the employee. Incidental absences for sickness as unplanned are not controllable. However, planned absences must be coordinated with and approved by the appropriate department head. (f ) It is required that each employee use a minimum of 80 hours of leave per calendar year for employees working 40 hours per week, and 112 hours for employees working the equivalent of 56 hours per week, and affect appropriate coordination with the department head. If actual hours used are less than the minimum requirement, then the difference shall be deducted from available leave hours without any compensation to the employee. (Ord. 1044) (g) Excess leave above the amount authorized for accrual [Paragraph 3(d) above] existing on December 31st shall automatically be paid at the then existing rate for the individual. employee. (h) Department reads shall schedule vacations for their respective employees with due consideration [FROM] for the desires of the employees and the work requirements facing the department. Vacation schedules may be amended to allow the department to meet emergency situations. (i) In the event of significant illness or injury not covered by Workman's Compensation, an [INDIVIDUAL PERMANENT] employee on exhausting annual leave may, with the approval of the City Manager, borrow up to a six-month entitlement (i.e., 6 x 16 hours) to avoid a no -pay status. PAGE 25 OF EXHIBIT "A" ( j ) [REGULAR P] Part-time employees working fifteen (15 ) hours a week or more shall accrue at the same rate as a full-time employee except on a proportional basis as to hours. (Ords. 336, 537, 632, 896) 23.40.040 Terminal Leave: Upon separation during initial probation (first six months for Police and Fire), accrued annual leave shall not be granted nor paid to the employee. In other separations, accrued leave shall be paid in a lump sum. the salary or hourly rate to be used in computing the cash payment shall be the rate which is being received by the employee on the date [OF APPLICATION FOR CASH PAYMENT, OR WHEN] the resignation/ separation is signed by the employee. (Ords. 336, 537) 23.40.050 Leave of Absence Without Pay: (a) Leave without pay may be granted to an employee upon recommendation of the department head and approval of the City manager for up to 180 days. Each request for such leave shall be considered in the light of the reasons for the request and of the needs of the organization. Leave of absence without pay is not authorized or permitted for other employment. Leave without pay shall not be requested nor granted until such time as all accrued annual leave has been exhausted, except when an employee is absent and drawing Workman's Compensation pay. (b) If an employee uses more than thirty (30) days total leave without pay during his leave year, his merit anniversary and length of service dates shall be advanced on the calendar as follows: The number of days the leave without pay exceeds thirty (30) days are added to the anniversary date to arrive at an extended anniversary date. A new anniversary date is then established on the first day of the month closest to the extended anniversary date. (c) During a period of leave without pay, the employee's benefits shall be in abeyance. Cost of maintenance of health and related benefits will be at the personal expense of the employee and must be prepaid via the City to insure continued coverage. (Ords. 336, 537, 1204) 23.40.060 Leave of Absence With Pay: Employees may request leave of absence with pay for: (1) Witness or Jury Duty: When a City employee is called for jury duty or is subpoenaed as a witness, he shall not suffer any loss of his regular City compensation during such absence; however, he shall be required to transfer any compensation he receives for the performance of suc duty to the City. Time not worked because of such duty shall not affect annual leave accrual. (2) Military Leave: An employee who has successfully completed the probationary period and who is a member- of the National Guard or a reserve component of the Armed Forces of PAGE 26 OF EXHIBIT "A" the United States or of the United States Public Health Service shall be entitled, upon application, to a leave of absence from City service for a period not exceeding fifteen (15) calendar days in any one calendar year. Such leave shall be grated without loss of time, pay (difference between regular and military pay including COLA, but not including other regular allowances), or other leave, and without impairment of merit ratings or other rights or benefits to which he is entitled. Military leave with pay shall be granted only when an employee receives bona fide orders to temporary active or training duty, and shall not be paid if the employee does not return to his position immediately following the expiration of the period for which he was ordered to duty. (3) Conferences and Conventions: Decisions concerning attendance at conferences, conventions, or other meetings at City expense shall be made by the department heads with the approval of the City Manager. Permission shall be granted on the basis of an employee's participation in or the direct relationship of his work to the subject matter of the meeting. Members of professional societies may be permitted to attend meetings of their society when such attendance is considered to be in the best interest of the City. (Ords. 336, 537) 23.40.070 Educational Opportunities: (a) The City shall reimburse an employee for the full amount of tuition for courses directly related to the employee's work and conducted outside the employee's regular working hours, provided that: (1) Funds for such expenditures are available in the current budget; (2) The employee has made application for approval of the course to his department head and the department head subsequently gives such approval; and, (3) The employee submits evidence of satisfactory completion of the course; and, (4) The employee is not receiving reimbursement for tuition from any other source. (b) Courses which are only offered during regular working hours may be approved by the department head with full tuition reimbursement therefor providea time off can be arranged conveniently and reasonable arrangements can be made to make ,,p time off. (c) The City shall allow time off with pay and shall reimburse an employee for the expenses of attending classes, lectures, conferences, or conventions when attendance is on an assignment basis with prior approval of the employee's department head. PAGE 27 OF EXHIBIT "A" (d) Normally, the cost of textbooks and technical publications required for such courses shall be the responsibility of the employee. If the City purchases any of the textbooks and publications for such courses, and textbooks and publications shall become the property of the City. (Ords. 336, 537) 23.40.080 Retirement: [ALL FULL-TIME EMPLOYMENT E]Employees are required to participate in the State Public Employees Retirement System. See PERS Handbook for details. (Ords. 336, 537) 23.40.090 Retirement Aae: As authorized and required by Public Employees Retirement System. (Ords. 336, 537) 23.40.095 Supplemental Retirement: All [PERMANENT] employees 21 years of age or older with six months of service regularly scheduled to work fifteen (15) hours or more per week shall be eligible to participate in a supplemental retirement program to be selected by the City Manager. The City's contribution on behalf of each eligible employee shall be four percent (4%) of the first $37,500 of base wages earned in a calendar year. The contribution shall not apply to additional compensation to employees, such as overtime pay, holiday pay, and qualification pay. (Ord. 931, 1317- 89) 23.40.100 Social Security: Employees hired after April 1,i 1986 must particpate in the Medicare portion of Social Security taxes, as required by the Federal government. (Ords. 336, 537, Repealed 743) 23.40.110 industrial Accidents: All employees shall be covered under the State of Alaska Workmen's Compensation program for industrial accidents and disease. Benefits include medical treatment and care as well as disability compensation during the periods of time lost from the job. (Orris. 336, 537) 23.40.120 Medical and Hospital Insurance: Medical. and hospital insurance shall be provided by a group policy for all employees [AND DEPARTMENTS AT NO COST TO THE EMPLOYEE] with all premiums paid by the City. Life, major medical, hospitalization, dental, and vision insurance are included as part of Group Insurance. (Ords. 336, 537) 23.40.130 Maternity Leave: (a) Immediately preceding and following childbirth, an employee is entitled to take a total of nine weeks leave. This leave will be charged first to annual leave and if this is insufficient to leave without pay for the baiance of the period of nine weeks. PAGE 28 OF EXHIBIT "A" (b) Upon application and under extenuating circumstances, additional leave may granted by the appointing authority. A physician's certificate shall be required to support the additional leave request. Where a maternity leave of absence is taken in accordance with this section, the employee shall accumulate service credit during such paid leave of absence. (Ords. 336, 537) Chapter 23.45 PERFORMANCE EVALUATION Sections• 23.45.010 Purpose. 23.45.020 Periods of Evaluation. 23.45.030 Performance Evaluators. 23.45.040 Review of Performance Reports. 23.45.050 Unsatisfactory evaluation. 23.45.060 Performance Valuation Appeal. 23.45.010 Purpose: The primary purpose of the employee performance evaluation program is to inform employees how well they are performing and to offer constructive criticism on how they can improve their work performance. Performance evaluation shall also be considered in decisions affecting salary advancement, promotions, demotions, dismissals, order of layoff, order of re- employment, placement, and training needs. (Ords. 336, 537) 23.45.020 Periods of Evaluation: Each employee in the classified service shall have his performance evaluated at the following periods: (a) End of probationary per-_od: Each employee shall be evaluated thirty (30) days prior to the completion of his probationary period. The employee must have an overall evaluation of at least "satisfactory" in order to become permanent. (b) Annual: Each employee shall receive an annual performance evaluation thirty (30) days prior to his anniversary date. (c) Time of separation: Each employee shall be evaluated at the time of separation and such record shall become part of his permanent personnel file. (Ords. 336, h37) PAGE 29 OF' EXHIBIT "A" 23.45.030 Performance Evaluators: (a) Rating Officer: The rating officer shall normally be the employee's immediate supervisor. The rating officer shall be responsible for completing a performance evaluation report at the time prescribed for each employee under his supervision. (b) Reviewing Officer: The reviewing officer shall normally be the rating officer's immediate supervisor or department head. The reviewing officer shall review the performance evaluation report completed by each rating officer under his jurisdiction before the report is discussed with the employee. The reviewing officer shall consider the performance evaluations completed by the rating officer in evaluating the rating officer's performance. (Ords. 336, 537) 23.45.040 Review of Performance Reports: The rating officer shall discuss the performance evaluation report with the employee before the report is made part of the employee's permanent record. If the rating officer plans to recommend the denial of an in -grade salary increment or recommend an extraordinary increment, the report must be discussed with the reviewing officer and the City Manager prior to review with the employee. (Ords. 336, 537) 23.45.050 Unsatisfactory Evaluation: Employees who receive an overall rating of "unsatisfactory" on their annual evaluation shall not be eligible to receive an in -grade salary increment. Employees who receive two consecutive overall ratings of "unsatisfactory" shall be subject to dismissal. (Ords. 336, 537) 23.45.060 Performance Evaluation Appeal Procedure: Employees' performance evaluation reports shall not be subject to the standard grievance procedure. Employees shall have the right to appeal their evaluation in accordance with the following procedure: (a) Step 1. If, after a review of his performance valuation report with the rating officer, the employee feels that the report is unfair, he may request a meeting with the reviewing officer by checking the appropriate section on the report. The rating officer will then immediately forward the report to the reviewing officer who will arrange to ::feet with the employee within five (5) workina days after receiving the report. The reviewing officer will then forward a decision in writing to the employee within five (5) working days after the date of their meeting. (b) Step 2. In the event that the employee is' dissatisfied, with the decision of the reviewing officer, he may, within five (5) *,corking days of receipt of the decision, appeal his performance evaluation report, in writing, to the City Manager. The Citv Manager shall, within five (5) working days, meet and PAGE 30 OF EXHIBIT "A" discuss the report with the employee. The City Manager will, in writing, make a decision within ten (10) working days from the date of their meeting. The decision of the City Manager will be final. (Ords. 336, 537) Chapter 23.50 CLASSIFICATION PLAN Section• 23.50.010 Employee Classification. 23.50.010 Employee Classification: City employees shall be classified by Class, Title, and Pay Range as follows: CLASS CODE CLASS TITLE RANGE (a) SUPERVISORY AND PROFESSIONAL 101 City Manager NG 102 City Attorney NG 103 City Clerk NG 104 Finance Director* 24 105 Public Works Director* 24 106 Police Chief* 22 107 Fire Chief* 22 108 Senior Accountant 19 109 City Engineer 19 110 Code Enforcement Officer 17 ill Airport Manager* 17 112 Land Manager 17 113 Deputy City Attorney 16 114 Dock Manager "_3 115 Personnel Officer 16 (b) ADMINISTRATIVE SUPPORT 201 Department Assistant I 3 202 Department Assistant -I 7 203 Administrative Assistant I 8 204 Accounting Technician I 10 205 Accounting Technician 1I 11 206 Accountant 1.6 207 Legal Secretary I 9 208 Legal Secretary II 1:1 209 Legal Assistant i5 PAGE 31 O1+ EXHIBIT "A" 210 Administrative Assistant II 9 211 Administrative Assistant III 12 212 Department Aide 1 (c) PUBLIC SAFETY 301 Assistant Fire Chief 18 302 Fire Fighter 13 303 Police Lieutenant 18 304 Police Sergeant 16 305 Police Officer 14 306 Dispatcher 8 307 Fire Engineer 15 308 Correctional Officer I 11 309 Correctional Officer II 12 310 Correctional Officer III 14 311 Fire Captain 16 312 Fire Marshall 17 313 Communications Supervisor 11 314 Police Trainee 13 (d) PUBLIC WORKS 401 Building Inspector 15 402 Shop Foreman 16 403 Street and Airport Foreman 15 404 Sewer Treatment Plant Operator. I 13 405 Water & Sewer Operator I 12 406 Mechanic Helper 12 407 Equipment Operator I** 11 408 Mechanic 14 409 Street and Airport Leadman 12 410 Water & Sewer Foreman 13 411 Chief Animal Control Officer .0 412 Maintenance Worker 10 413 Sewer Treatment Plant Operator II 14 **Duties include any activities directed for maintenance of City properties in addition to equipment operation. (e) SOCIAL SERVICES 501 Librarian* 1.7 502 Senior Citizen Program Director* 17 503 Parks & Recreation Director* 17 PAGE 32 OF EXHIBIT "A" *Department Directors (Ords. 336(a), 414, 440, 458, 503, 537, 574, 641, 647, 815, 858, 929, 1046, 1172, 1173, 1198, 1210, 1258-88, 1260-88, 1324-89) Chapter 23.55 PAY PLAN Sections: 23.55.010 Exempt Salaries. 23.55.020 Salary Structure By Grade. 23.55.030 Qualification Pay. 23.55.040 Uniform Allowance. 23.55.050 Hourly Rates - Part -Time Employees. 23.55.010 Exempt Salaries: Salaries of City Manager, City Attorney, and City Clerk shall be negotiated by the Council and may be set by motion of Council. (Ords. 336(a), 385, 414, 503, 537, 1069, 1260) 23.55.020 Salary Structure by Grade: (a) Salary structure by grade is hereby established in accordance with the table that is appended to this Title and which may be amended, modified, or replaced by ordinance, in which case a copy of the amended, modified, or replacement table shall be substituted for the prior table and placed in the Code at the end of this Title. (b) On completion of the probationary period, each employee shall be advanced one step. At succeeding anniversary dates, subject to evaluation, employee may be advanced a step increment. The time period normally between steps B to C to D to E to F is one year. The time normally between Steps F to AA to BB to CC is two years. (Ords. 336(a), 414, 503, 513, 537, 568, 675, 770, 859, 933) 23.55.030 Qualification Pay: (a) In recognition of professional development, personal time, and effort of the individual to achieve same, the following annual recognition entitlement is authorized, payable on a pro rata monthly basis. (b) This recognition entitlement is not considered when calculating hourly rates for annual leave or holiday pay. (Ord. 1114) (1) Police Department: Certification in accordance with State of Alaska Certification Standards. PAGE 33 OF EXHIBIT "A" Police Officer Intermediate Certification $ 900/year Advanced Certification $1,800/year Police Sergeant Intermediate Certification $ 900/year Advanced Certification $1,800/year Police Lieutenant Advanced Certification $1,800/year (2) Fire Department: [i] Recognition entitlement for an associate degree in fire science is $480 per year. Eligible grades are firefighter, engineer, and captain. [ii] Recognition entitlement for EMT certification for eligible grades of firefighter, engineer, and captain are as follows: EMT I Instructor EMT II EMT III EMT -Paramedic (Ord. 1040) $ 250/year $ 500/year $1,000/year (in- cludes EMT II pay) $1,500/year (in- cludes EMT II and III pay) (3) Water and Sewer Utility: Certification in accordance with the State of Alaska Certification Standards: W & S II W & S III (Ords. 414, 503, 537, 681) $ 300/year $ 480/year 23.55.040 Uniform Allowance: (a) The following annual allowances are established to defer the cost of uniform cleaning, maintenance, and replacement for second and succeeding years of service: [JAIL - $3001 Police - $500 Fire - $400 Animal Control - Dispatch - Payment shall be made based on pro rata service and and January installments. (Ord. 1047) (b) On hiring, the respective department head from stock or purchase from appropriate funds a basic equipment issue. PAGE 34 OF EXHIBIT "A" $300 $300 paid in July shall issue uniform and (c) [DEPARTMENT OF] Public Works departments, Water & Sewer, and Animal Control personnel shall be authorized [BY] to purchase from appropriated funds, safety shoes, hard hats, and other OSHA required items. Laundry service will also be provided for those clothing items furnished. (Ords. 336-77(a), 414, 503, 537, 683, 771) 23.55.050 Hourly Rates - Part -Time Employees: Hourly rates for part-time employees (with various experience, skills, and responsibilities) are hereby established in accordance with the table that is appended to this Title and which may be amended, modified, or replaced by ordinance, in which case a copy of the amended, modified, or replacement table shall be substituted for the prior table and placed in the Code at the end of this Title. (Ords. 336-77(a), 414, 503, 537, 568, 675, 770, 859, 933) 23.55.060 Stand -By Pay: (a) Where employees are regularly placed on a stand-by status on a day when they are scheduled to be off duty, they shall be entitled to two (2) hours pay for such stand-by status. (b) To be eligible for stand-by pay, an employee must formally be placed on stand-by status, with the approval of the City Manager, and the proper documentation indicating such approval placed in the employee's personnel records. An employee in stand- by status must be available for call -outs and must be in a location whereby the responsible City personnel can communicate with him or her. (Ords. 503, 537) 23.55.070 Call -Out Pay: When employees are called out to work outside of normal working hours, they shall be paid a minimum of two (2) hours pay at overtime rates. Overtime hours worked immediately prior to, or after, normal working hours will not be considered as a "call -out." (Ords. 503, 537) PAGE 35 OF EXHIBIT "A" CITY OF KENAI SALARY STRUCTURE BY GRADE 7-1-88 RANGE A B C D E F AA BO CC 1 12,158 12,462 12,766 13,070 13,374 13,678 13,982 14,286- 14,590 2 14,363 14,722 15,081 15,440 15,799 --16,158 16,517 16,876 17,235 3 20,116 '20,619 21,122.', 21,625 22,128 22,631 23,134 23,637 24,140 4 21,122 21,650 22,178 22,706 23,234 23,762 24,290 24,818 25,346 5 22,179 22,733 23,287 23,841 24,395 24,949 25,503 26,057 26,611 6 23,289 23,871 24,453 25,035 25,617 26,199 26,781 27,363 27,945 7 24,459 25,070 25,681 26,292 26,903 27,514 28,125 28,736 29,347 8 - 25,690 26,332 26,974 27,616 28,258 28,900 29,542 30,184 30,826 9 26,964 27,638 28,312 28,986 29,660 30,334 31,008 31,682 32,356 10 28,307 29,015 29,723 30,431 31,139 31,847 32,555 33,263 33,971. 11 29,719 30,462 31,205 31,948 32,691 33,434 34,177 34,920 35►663 12 31,218 31,998 32,778 33,558 34,338 35,118 35,898 36,670 37,458 13 32,758 33,577 34,396 35,215 36,034 36,853 37,672 38,491 39,310 14 34,417 35,277 36,137 36,997 37,857 38,717 39,577 40,437 41,297 15 36,139 37,042 37,945 38,848 39,751 40,654 41,557 42,460 43,363- 16 37,928 38,876 39,824 40,772 -41,720 42,668 43,616 44,564 45,512 17 39,831 40,827 41,823 42,819 43,815 44,811 45,807 46,803 47,799 18 41,822 42,868 43,914 44,960 46,006 47,052 48,098 49,144 50,190 19 43,903 45,001 46,099 47,197 48,295 49,393 50,491 51,589 52.687 20 46,119 47,272 48,425 49,578 50,731 51,884 53,037 54,190 55,343 21 48,427 49,638 50,849 52,06U 53,271 54,482 55,693 56,904 58,115 22 50,818 52,088 53,358 54,628 55,898 57,168 58,438 59,708 60,978 23 53,367 54,701 56,035 57,369 58,703 60,037 61,371 62,705 64,039 24 56,108 57,511 58,914 60,317 61,720 63,123 64,526 65,929 67,332 PAGE 36 OF EXHIBIT "A" PART-TIME HOURLY RATES PT-1 5.13 PT-2 5.49 PT-3 5.84 PT-4 6.21 PT-5 6.54 PT-6 6.91 PT-7 7.26 PT-8 8.48 PT-9 9.61 PAGE 37 OF EXHIBIT "A" (I) PROBATIONARY PERIOD: A WORKING TEST PERIOD DURING WHICH AN EMPLOYEE IS REQUIRED TO DEMONSTRATE HIS FITNESS FOR THE DUTIES TO WHICH HE IS APPOINTED BY ACTUAL PERFORMANCE OF THE DUTIES OF THE POSITION. (J) PUBLIC SAFETY EMPLOYEE: A PERSON EMPLOYED 1N THE POLICE, FIRE, OR COMMUNICATIONS DEPARTMENT. (K) SUPERVISOR: ANY PERSON WHO .T.S RESPONSIBLE, `1'O A HIGHER DIVISIONAL OR DEPARTMENTAL LEVEL OF AUTHORITY AND WHO DIRECTS THE WORK OF OTHERS. (L) TEMPORARY EMPLOYEE: AN EMPLOYEE WHO HAS BEEN APPOINTED FOR A LIMITED PERIOD NOT TO EXCEED SIX MONTHS.j (a) Exempt Service: Exempt service shall include all electe:? officials, City Manaaer, City Attorney, City Clerk, and temporary employees. Members of boards, committees, commissions, volunteers contractors, and consultants are not employees. Classified Service: All paid employees not in the exemot. service. (c) Full -Time: Employees scheduled to work 40 hours uer week (except certain Fire Department employees who work an average of 56 hours per week) are considered full time. (d) Part -Time: Employees scheduled to work Jess than 40 hours per week. (e) Regular: Employees who gave completed the probationary period. They may be assigned to work a full-time or hart -tame schedule. (f)_ Temporary: Employees who are hired for a pre -established period, usually during *peak workloads or for vacation ief and for not more than six months. They may be assigned t:o ;aor'': a t u.l.!.- time or art -time schedule. They are 5neligible For benefits and holiday pay. (q) Probationary Period: JTor:,,al1.y six monti:s, except For. Police and Fire which is normally twelve months. This period can be extended up to, :out no longer than twelve months or eighteen months, respectively. (_h_ 0epartment: The smallest functional budgetary irni_t of the City government established pythe_ City Council- CJ_t row (J) An a SJ fi.cation to H 1r _ an. e department. Z Transfer: i")e department to another (:eG>ar { _,_) c,errera i Governme: a. Publ..z.C_ Safety 'PA(, 3 U3F '_-:XN fF3IT "A" C_ t >n of :one or more. (teic ant o:`- an empioyee f cl_assiticatl.on w .thi f Le to thn tmerrts . Ti on.e ;c) e St-:rne cat an emp..c>yae `'ram c,rrP ar. chess of _;c;� C.l�issiticat^ ;-,n . E' 4 City empl c)yee :)ther t gar; TO DO LI APRIL 10, 1990 ADMINISTRATION/- WORK SESSION 1. All Dept. Heads - Revi 1989-90 budget, compute any needs for the rest of he year, give to C. Brown. Review 1990-91 budge , add any shortages (utilities, etc.) 2. K. Kornelis - Chec with State re/getting streets painted early. jr