PERSONNEL POLICIES AND PROCEDURES MANUAL

CITY OF ALTUS, OKLAHOMA

PREFACE:

This manual is intended to provide information about employment policies for employees of the City of Altus. A copy will be provided to each employee. It is the responsibility of each employee to become familiar with the material contained in the manual. The manual will be updated on a regular basis, and employees will have access to all updates as they are issued through the City of Altus website at www.cityofaltus.org.

You are employed “at will,” which means you are free to resign at any time, for whatever reason, just as the City of Altus is free to end your employment at any time, and for any reason, with or without prior notice. Nothing in the Personnel Policies and Procedures is intended to create a contract binding you or the City of Altus to an agreement of employment for a specific period of time, except the City Administrator and City Attorney, contract employees.

The purpose of this manual is to establish policies which will serve as a guide to administrative action concerning various personnel activities and transactions. They may be changed, modified, rescinded or suspended, from time to time, with or without notice. These rules and regulations do not constitute enforceable rights by City employees, do not create a property interest, nor do they constitute a substantive modification or restriction of the City to terminate or discipline any employee for the good of the service. This manual supersedes all previous publications pertaining to personnel policies.

These regulations and guidelines apply to the classified and unclassified service as defined herein, unless modified by collective bargaining agreements or specifically provided otherwise.

TABLE OF CONTENTS

SECTION:					Updated 5/21/08
100		GENERAL EMPLOYMENT POLICIES
		101	EMPLOYMENT POLICY
		102	EQUAL OPPORTUNITY EMPLOYMENT POLICY
		103	EMPLOYMENT STATUS
200		RECRUITMENT, APPLICATIONS, EXAMINATIONS, PROMOTIONS & APPOINTMENT
		201	ELIGIBILITY FOR HIRE
		202	FILLING VACANCIES
		203	APPLICANT RECOMMENDATION
		204	DISQUALIFICATION OF APPLICANT
		205	POST OFFER MEDICAL EXAMINATION
		206	PROMOTIONS
		207	VETERANS CONSIDERATION ON EXAMINATIONS
		208	TESTING AND PROMOTION REQUIREMENTS FOR POSITIONS REQUIRING LICENSES FOR EMPLOYMENT
		209	TRANSFER
300		PROBATIONARY PERIODS
		301	OBJECTIVE
		302	DURATION
		303	DISMISSAL / APPEAL RIGHTS
		304	PROMOTIONAL PROBATION
		305	PERFORMANCE EVALUATION
		306	NO PROPERTY RIGHT
400		JOB CLASSIFICATION PLAN
		401	PURPOSE
		402	GENERAL DESCRIPTION
		403	WRITTEN JOB DESCRIPTION
		404	HOW PERSONS ARE CLASSIFIED
		405	MAINTENANCE OF CLASSIFICATIONS PROCEDURES
		406	REVIEW AND UPDATING OF SALARIES
500		PAY PLAN AND PAY PROVISIONS
		501	ADMINISTRATIONS OF PAY PLAN
		502	TOTAL PAY AND ENFORCEMENT
		503	PAY PLAN
		504	PAY ADVANCEMENT
		505	PAY RATE IN PROMOTION
		506	PAY RATE FOR ACTING SUPERVISORS / DEPARTMENTS HEADS
		507	PAY RATE IN DEMOTION
		508	PAY RATE IN TRANSFER NOT INVOLVING PROMOTION OR DEMOTION
		509	REQUESTS FOR PAY CHANGES NOT IN CONFORMANCE WITH ABOVE SECTIONS
		510	PAYROLL PROCEDURES
		511	OTHER PAY PROVISIONS
		512	SEPARATION PAY
		513	EMPLOYEE VOLUNTARY DOWNGRADE
600		OVERTIME, COMPENSATORY TIME, STANDY / ON CALL ISSUES
		601	OVERTIME AND COMPENSATORY TIME
			3.04	BREAK / REST PERIODS
		602	STANDBY / ON CALL PAY
700		EMPLOYEE PERFORMANCE EVALUATION
		701	PURPOSE
		702	POLICIES AND PROCEDURES
		703	UNSATISFACTORY PERFORMANCE
		704	STEP INCREASE EFFECTIVE DATE
		705	ATTENDANCE
		706	UNSATISFACTORY CONDUCT
		707	ELIGIBILITY FOR PAY INCREASE AFTER A PROMOTION
		708	OUTSTANDING PERFORMANCE AWARD
		709	PERSONNEL RECORDS
800		LEAVE PROVISIONS
		801	LEAVE POLICY
		802	TYPES OF LEAVE
		803	HOLIDAYS
		804	GRANTING AND USING ANNUAL LEAVE
		805	ACCRUAL OF ANNUAL LEAVE
		806	EFFECT OF TRANSFERS ON ANNUAL LEAVE ACCRUALS
		807	EFFECT OF SEPARATION ON ANNUAL LEAVE ACCRUALS
		808	SICK LEAVE
		809	GRANTING SICK LEAVE
		810	ACCRUAL OF SICK LEAVE
		811	USING / DEDUCTING SICK LEAVE
		812	EFFECT OF TRANSFER ON ACCRUED SICK LEAVE
		813	EFFECT OF SEPARATION ON ACCRUED SICK LEAVE
		814	QUALIFYING FOR AND REPORTING OF SICK LEAVE
		815	MEDICAL / DISABILITY LEAVE
		816	LEAVE OF ABSENCE WITHOUT PAY
		817	PROVISIONS GOVERNING A LEAVE OF ABSENCE WITHOUT PAY
		818	ON THE JOB INJURIES AND INJURY LEAVE
		819	MILITARY LEAVE FOR ACTIVE DUTY AND RESERVE TRAINING
		820	COURT OR JURY LEAVE
		821	FUNERAL / EMERGENCY LEAVE
		822	COMPENSATORY LEAVE
		823	LEAVE FOR OFFICIAL REPRESENTATION
		824	VOLUNTARY DONATED LEAVE TIME
		825	OTHER AUTHORIZED LEAVE
		826	APPLICABILTY OF LEAVE AND LEAVE RECORDS
900		SEPARATIONS
		901	TYPES OF SEPARATION
		902	RESIGNATIONS
		903	LAYOFF: ABOLITION OF POSITION
		904	DISMISSALS
		905	DISABILITY SEPARATIONS
		906	DEATH SEPARATIONS
		907	RETIREMENT
		908	REINSTATEMENT - RESTORATION OF BENEFITS
1000		DISCIPLINE AND DISCHARGE
		1001	POLICY STATEMENT
		1002	DISCIPLINARY PROCEDURES
		1003	PROGRESSIVE DISCIPLINE
		1004	AREAS OF REVIEW
		1005	DISCIPLINARY REASONS
		1006	OTHER OFFENSES THAT LEAD TO LESSER DISCIPLINE UPON FIRST OFFENSES
		1007	AUTHORITY TO SUSPEND AND LENGTH OF SUSPENSION
		1008	STEPS FOR DISMISSAL / DEMOTION / SUSPENSION ACTION
		1009	GRIEVANCE PROCEDURES
		1010	PERSONNEL ASSISTANCE
1100		CONDITIONS OF EMPLOYMENT
		1101	ATTENDANCE
		1102	CELLULAR / TELEPHONE USAGE - PERSONAL CALLS
		1103	USE OF CITY COMPUTERS
		1104	OUTSIDE EMPLOYMENT
		1105	BUSINESS COMMUNICATIONS POLICY
		1106	DRESS AND APPEARANCE
		1107	BREASTFEEDING
		1108	TOOLS AND EQUIPMENT
		1109	COURTESY TO CITIZENS
		1110	SPECIAL CONDITIONS FOR SOME POSITIONS (CAR ALLOWANCE & TAKE HOME VEHICLES)
		1111	FALSE STATEMENTS (FRAUD)
		1112	POLITICAL PARTICIPATION AND ACTIVITIES
		1113	GIFTS, FAVORS
		1114	FINANCIAL INTEREST
		1115	OUTSIDE EMPLOYMENT IN CONFLICT
		1116	EMPLOYMENT OF RELATED PERSONS
		1117	UNION ACTIVITY
		1118	SOLICITATION
		1119	CONTROLLED SUBSTANCES AND ALCOHOLIC BEVERAGES
		1120	DRUG AND ALCOHOL GUIDELINES
		1121	SEXUAL HARASSMENT
			1121.03	PROFESSIONAL CONDUCT / ANTI HARASSMENT POLICY
		1122	VIOLENCE / WEAPONS IN THE WORKPLACE
1200		VEHICLE ACCIDENTS, SAFETY AND WORKERS' COMPENSATION
		1201	VEHICLE ACCIDENTS
		1202	INVESTIGATION POLICY
		1203	WORKERS COMPENSATION
1300		MISCELLANEOUS PROVISIONS
		1301	BUSINESS RELATED TRAVEL AND TRAINING
		1302	REQUESTS FOR BUSINESS RELATED TRAVEL AND TRAINING
		1303	AUTHORIZED EXPENSE GUIDELINES, LIMITATION AND ALLOWANCE
		1304	REQUESTS FOR REIMBURSEMENT
			1304.09	PETTY CASH POLICY
		1305	UNAUTHORIZED USE OF PUBLIC FUNDS
		1306	SUPERVISORY BYPASS COMPLAINT (WHISTLEBLOWING)
1400
	ADMINISTRATIVE POLICY PROCEDURES #110
	JOB RESTRUCTURING POLICY
	GUIDELINES FOR THE ADMINISTRATION OF DISCIPLINE PROGRESSIVE DISCIPLINE

SECTION 100. GENERAL EMPLOYMENT POLICIES

101. Employment Policy: The goal of the City of Altus is to attract and retain the best qualified personnel available for positions in the classified service of the City of Altus. To achieve this goal, the City of Altus is committed to matching the talents and experience of each particular applicant with each specific job opening, without regard to race, color, religion, sex, age, national origin, disability or sexual orientation and to give full consideration to qualified disabled individuals and veterans. Under Title 11 OSA, Section 9-105, Subparagraph 1, the Mayor has the sole legal authority to approve all personnel actions on City employees including hiring, transferring, promoting, firing, etc., except personnel actions on those employees (Department Heads) listed below which require Council confirmation.

City Administrator City Attorney

City Engineer Fleet Maintenance Director

Airport Director Electric Superintendent

Fire Chief Parks & Recreation Director

Planning Director Finance Director

Sanitation Superintendent Human Resource Director

Public Works Director Utility Services Director

Information Systems Director

It is the express policy of the City of Altus to continue efforts to assure that no discrimination exists in our employment practices and that an atmosphere free from harassment is maintained.

101.01. Masculine Pronoun: Any reference to the masculine pronoun shall have both masculine and feminine application.

101.02. Status of Labor Agreements: Employees covered by labor agreements will be afforded such rights as are contained in those bargaining agreements. Any changes in these policies that impact a mandatory bargaining subject will be delayed pending negotiations or meet and confer sessions depending on whether it changes respectively a past practice or imposes a management prerogative which has previously been silent.

101.03. Authority of City Council to amend policies and procedures: The City Council has the sole responsibility for granting waivers or amendments to any personnel policy or procedure. Copies of such policies or procedures shall be available to all City employees.

101.04. Changes to Departmental Work Rules: Any new department work rule or regulation shall be furnished to the affected employees with a copy going through the City Administrator to the Mayor. Changes to work rules that impact a mandatory subject of bargaining will also be furnished to the respective bargaining agent prior to implementation.

101.05. Applicability of Policies: The provisions in this Manual shall apply to all classified and unclassified personnel unless the specific provisions of a policy can be logically construed to only cover classified employees. The exempt service shall include City Council Members, Municipal Judge, members of boards and commissions, volunteers and other personnel who serve without pay, consultants, and counsel rendering temporary professional service.

102. EQUAL OPPORTUNITY EMPLOYMENT POLICY:

102.01. Discrimination Prohibited: No employee of the City or person seeking employment with the City shall be appointed, promoted, demoted, removed, or in any way discriminated against because of race, color, sex, age, physical or mental handicap, political or religious opinion or affiliation, national origin or ancestry, marital or veteran status, or because of membership or lack of membership in any employee or labor organization. No person in a supervisory position responsible for personnel decisions, correction of work, assignment of employees, or other activities involving supervision of employees shall discriminate against any employee or prospective employee because of race, color, sex, age, physical or mental disability, political or religious opinion or affiliation, national origin or ancestry, marital or veteran status, or because of membership or lack of membership in any employee or labor organization. Any supervisor who discriminates against an employee or prospective employee shall be subject to disciplinary action in accordance with these regulations. Application of this non-discrimination policy shall include recruiting, hiring, layoff, discipline and discharge, promotion, demotion, transfer, compensation, training, and other terms, conditions or privileges of employment.

102.02. Complaint Procedure: If an employee or prospective employee feels that he has been discriminated against, he will file a complaint in writing within three (3) days through the Human Resource Director. The City Administrator or his designee will conduct or delegate the conducting of an investigation of the complaint and shall report to the person filing the complaint within thirty (30) days together with any recommendations for corrective action if necessary.

102.03. Investigation and Settlement: The City Administrator or designee shall conduct a preliminary investigation and make an effort to reconcile the parties involved within thirty (30) days after the complaint has been filed. Nothing in the above procedure limits the City from using mediation to attempt to settle the dispute or requires the employee to exhaust this procedure prior to using other administrative remedies.

102.04. Applications Open: Applications for employment shall be open to all persons regardless of race, color, sex, age, sexual orientation, national origin or ancestry, political or religious affiliation, or physical and/or mental handicap. Positions may be unavailable due to relationships with others under the State and local nepotism laws and policies as set forth in Chapter 11.

102.05. Responsibility of Supervisor: It shall be the responsibility of each supervisor and/or Department Head to ensure that there is no discrimination against employees under his direction and control and to report any possible acts of discrimination through the Human Resource Director to the City Administrator to the Mayor. It shall also be his responsibility to ensure that there is no retaliation or coercion against anyone lawfully exercising his rights under the policy. For further information, see Professional Conduct / Anti Harassment Policy.

103. EMPLOYMENT STATUS: All employees shall be designated as being full-time or part-time. However, any designation does not provide an employee with any continuing status other than that which meets the needs of service.

103.01. Full-Time Employees shall include those employees on a regularly established work schedule for an indefinite period of time. For full-time employment, it will generally be a 40-hour schedule for all personnel except those in the fire service who may be scheduled to a 56-hour schedule. The City may as a result of job restructuring for current full time employees with disabilities permit prorated medical and life benefits for less than full time employment. The City has the right to implement any form of job restructuring or other reasonable accommodation as required under the Americans with Disabilities Act.

103.02. Part‑time Employees shall be those employed on a part-time basis and who works anything over 25 hours per week and is appointed to work regularly established number of hours per day, per week, or per month and who have been employed to work for an indefinite period of time. Part time employees who work more than 25 hours per week will receive paid holidays and receive three (3) days vacation after working 780 hours each year.

If an employee is hired as a military replacement for an employee on military leave, he may be offered retroactive leave benefits if the temporary status goes beyond six months or if a subsequent full time position becomes available and a new person is hired into the military replacement position. All part time positions will be paid the first step rate of pay in the corresponding grade of the position they are working. Part time employment does not count toward the six month probationary period or service credit if promoted to a full-time position.

SECTION 200.

RECRUITMENT, APPLICATIONS, EXAMINATIONS, PROMOTIONS, AND APPOINTMENT:

201. ELIGIBILITY FOR HIRE: Any person will be eligible for hire or promotion in the City service who:

201.01. Meets the minimum requirements established for the position for which they have applied as established in the job announcement or job description.

201.02. Is physically able to perform the required duties with or without reasonable accommodation and is not a direct threat to the health or safety of himself, fellow employees or the public.

201.03. Is not presently using alcohol or illegal drugs as demonstrated by a pre-employment drug test. Police Officer candidates must be free of illegal drugs for sufficient time to determine their fitness to perform. This will be validated by a background and/or polygraph exam.

201.04. Has not been dishonorably discharged from the Armed Forces.

201.05. Has not been convicted of or pled guilty to a felony or to a misdemeanor which would, in the opinion of the City, indicate unfitness for City employment. When determining unfitness, the City will look at the recency of the crime and the amount of time that has since transpired, the age of the applicant when convicted, the type of work to be performed and type of crime. No candidate who has been convicted of or pled guilty to a misdemeanor (other than a traffic or minor offense) or to any felony will be eligible to take examinations for employment in the Police Department. The City will review the facts surrounding those applying for positions in the Fire Department with prior misdemeanors but will exclude those with prior felonies.

Persons discharged and/or pardoned will not be considered for full time employment with the City of Altus until twelve months following completion of their pardon and/or discharge unless such person has completed six full months in a part time position. Persons discharged and/or pardoned can be considered for part time positions at the time of their discharge and/or pardon.

This section shall not automatically apply to employees covered by collective bargaining agreements.

201.06. Does not have a record of previous unsatisfactory service in City employment or elsewhere, of such a nature to demonstrate unsuitability for employment in the position for which applied. Even if the record cannot be shown to be unsatisfactory, cannot offer suitable employment references and names to demonstrate current suitability.

201.07. Is not a member of the immediate family, by blood or marriage, of any elected official (governing body) or officer (Department Head under whom the applicant would be assigned) to three levels of consanguinity or affinity. Immediate family is defined as spouse, child, brother, sister, parents, step parents, aunts, uncles, nephews, nieces, or cousins of the elected official. See Section 1116 for further nepotism guidance relative to those related to City supervisors or potential conflicts of interest. In addition refer to the following nepotism chart:

201.08. Has not been discharged for cause from the City of Altus.

201.09. If a prior elected / appointed City official, will not be eligible for hire until one (1) year after his term expired or effective resignation date.

202. FILLING VACANCIES: When a vacancy occurs or when notice of resignation is received in a classified full-time or part-time position and the Department Head desires to fill the vacancy, the Department Head shall use the following procedures, unless, for the good of the service, the Mayor and City Administrator approve an exception with a specific vacancy. All appointments and promotions shall be made solely on the basis of talents and experience. In order to be actively considered for a position, a person must meet the minimum qualifications of the position as contained in the job description or job posting. All employment decisions that deviate from these policies must be approved by the City Administrator and all new hires in regular positions must be recommended by the Department Head, Human Resources Director and City Administrator then approved by the Mayor prior to beginning employment.

202.01. Job Requisition: The Human Resource Department shall begin the hiring procedures for a budgeted position as soon as the Department Head has reviewed/revised the job description. In the event a vacancy occurs which is determined by the Administration to be crucial to the effective productive functioning of that department and City business, regular hiring procedures may be waived.

202.02. Job Posting: The Human Resource Department shall send a description of the vacancy and its requirements to all departments. Each department will post this notice on the appropriate bulletin board for at least three (3) regularly scheduled working days.

202.03. Advertisement: The Human Resource Director shall advertise for applications in appropriate publications where necessary to attract qualified candidates. If the position can be filled by appointment from within the City service, no outside advertisement will be made. However, if the Department Head determines that there are not sufficient applicants for consideration, he may recommend outside advertisement. The phrase "from within the City service" shall include part time and full time employees.

(Ordinance 2002-16, May 16, 2002)

202.04. Applications: All applicants for City employment shall be filled on forms provided by the Human Resource Department. Any supplemental questionnaire, examination, or requirements for the position shall be indicated in the job posting and/or required of all applicants as part of the application process. Current employees must submit statements bringing their current application up-to-date in order to make application for promotional examinations. Applications shall be accepted only if a vacancy exists. Applicants must reapply for each and every vacancy. Faxed resumes will be accepted; however releases and a City of Altus application must be completed before an interview is scheduled.

202.05. City Preference: City employees who meet the City's requirements for the position will be given preference in filling the vacancy. City employees applying for vacancies shall undergo the same type of examination as prescribed for outside applicants. In the event that two or more City employees are equally qualified as determined by the Mayor and City Administrator and Human Resources Director for a job vacancy, seniority shall be the determining factor.

202.06. Interviews and Screening: The Human Resource Director shall screen all applicants and evaluate their experience, education, and qualifications to the specific duties and requirements as listed in the job description of the position to be filled. It shall be the intent of the City to select those persons for positions who best meet the requirements of the job. The Department Head with the opening within their work group shall conduct the interview with the candidates as applicable.

202.07. Competitive Examinations: Competitive examinations may be given if deemed necessary. They may be oral, written, physical ability, skills/performance testing, rating of experience and training, psychological evaluation or any combination of these. The criteria for competitive examination will be set forth in the class specification and job postings or other legal requirements as may be in existence.

202.08. Determining Type of Examinations: The Human Resource Director will select specific examinations which measure the applicants' ability to do the essential functions of the job and will be job-related and consistent with business necessity. For example, written exams will be administered where used by other agencies to measure the types of skills performed on the job. These have been used, for example, for such positions as police officer, firefighter, bookkeeper, etc. Oral exams will be used when the requirements of the job require communication skills. Performance examinations will be used to determine how well the candidate can perform a simulated or actual work function. Interviews will measure those aspects of the job that cannot be gathered in other forms of testing.

202.09. Evaluating Qualifications:

09.01. The Human Resource Director or designee shall prepare and administer evaluation procedures designed to select the best qualified applicant for each class of position. An objective rating system shall be established for evaluating the individual candidates. Evaluation procedures and ratings shall be retained in the Human Resource Department.