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Home My WebLink About091-98 RESOLUTION NO. 91-98 AMENDING THE PERSONNEL POLICIES AND PROCEDURES FOR THE TOWN OF DANVILLE WHEREAS, the Town Council desires to implement fair and equitable personnel policies and procedures for its employees; WHEREAS, the Personnel Policies and Procedures for the Town of Danville have been revised to: 1 ) Meet the organization's employment needs; and 2) clarify existing policies; now, therefore, be it RESOLVED, that the Danville Town Council hereby amends the Personnel Policies and Procedures for the Town of Danville as per the attached Exhibits: Exhibit 1 - Fixed Term Exhibit 2 - Workers' Compensation Exhibit 3 - Standard Workweek Exhibit 4 - Retirement Exhibit 5 - Fax Machines/Town Computers APPROVED by the Danville Town Council at a regular meeting on June 16, 1998, by the following vote: AYES: Waldo, Arnerich, NOES: None ABSTAINED: None ABSENT: None Doyle, Greenberg, Shimansky MAYOR CITY ATTORNEY ATTEST: CITY CLERK PERSONNEL POLICIES & PROCEDURES FIXED TERM 2.13 Emp!.oyee ......................................................... A person paid to occupy a position with the Town. 2.13.1 Fixed Term Employee - An employee in a full-time or part-time position hired for a period not to exceed a specified. Fixed term employees may be terminated prior to the expiration of their term, with or without cause, upon receiving 30 days written notice. Fixed term employees do not serve a probationary period. 8.11 End of Fixed Term Fixed-term employees are hired for a term not to exceed a specified date. Such employees may be rehired for a new term. EXHIBIT 1 WORKERS' COMPENSATION 6.3.11 Workers' Compensation Leave - When an employee is off work as the result of an on- the-job injury or illness sustained in the service of the Town, the Town shall continue his/her pay no longer than sixty (60) calendar days or until the time which the Town's long-term disability plan comes into effect, whichever date is earlier. One of the two options available for method of payment is as follows: 1) 2) Direct payment from Workers' Compensation which only pays two-thirds of the employee's monthly rate; or Direct payment from the Town pays 100% of which Workers' Compensation pays two-thirds. The employee is responsible for using General Leave to make-up the other one-third of his/her monthly rate. EXHIBIT 2 £ ,LIItlHXTJ · q3unI JoJ .~noq ~uo ql!~ 'tu'd O0:g ol 'tu'e 0C:8 tuojj s! 3I~x>IjoA~ pxepuels ..................................................................................................................... 111}i},~laoA~. pAg pUglS; 1. t"~ M2t2tA~MltOA, X tlltV(INV&S RETIREMENT 2.37 Retirement 2.37.1 Medical Retirement Eligibility - The separation of a regular employee, with the following years of age and service: 50 years with 15 years of service 51 years with 14 years of service 52 years with 13 years of service 53 years with 12 years of service 54 years with 11 years of service 55 years with 10 years of service Employees who are hired prior to April 30, 1998, and do not meet the criteria of 55 years of age with 10 years and are affected by the change may be grandfathered in the Town' s previous policy of 55 years of age and five years of uninterrupted service. The Town will pay $16 towards their medical plan for all retirees who qualify. 2.37.2 Disability - The separation of an employee due to physical or mental inability to perform the essential duties of the position. 2.3.7.3 Pension: See the Town's 40 l(a) eligibility requirements for pension distribution. EXHIBIT 4 APPENDIX E PERSONNEL POLICIES AND PROCEDURES IMPLEMENTATION OF EMPLOYEE'S SUPPLIES AND EQUIPMENT USAGE POLICY Use of Supplies and Equipment The Town funds we use belong to the public and are held in trust for them. This differentiates us from private business. There are things that private businesses may do that we may not. Over the past several years we have identified specific areas of concern and have spelled out appropriate behavior. All employees should take personal responsibility for their actions within those guidelines. Good judgment is encouraged. 1.1 Use Of Car Phones A copy of the monthly phone bill will be distributed to individuals who should identify personal calls and return to Finance. Personal use will be reimbursed to the Town through a quarterly direct payroll deduction. An internal notification of amount charged will be distributed quarterly to individuals. 1.2 Use Of Town Telephones We understand the need to do some personal business using office telephones to call home, doctors, schools, etc. Beyond that, personal use of telephones is discouraged. Personal calls outside of the local area should be made on Employees' calling cards. 1.3 Town Vehicles These vehicles may be used for Town business only. 1.4 Supplies And Other Equipment Supplies and equipment cannot be purchased through the Town for personal use. Personal use of supplies is not allowed. 1.5 Photocopier Use of the photocopier to reproduce more than five copies requires reimbursement to Town approved rates. Use logs will be made available at photocopy locations. Reimbursed amount will be deducted directly from paychecks at the end of the quarter. 1.6 Fax Machine Personal use of the fax machine will require the same reimbursement procedures as for photocopiers. Use log is located at fax machines. EXHIBIT 5 1 Employees are responsible to record both incoming and outgoing personal faxes. For personal long distance, faxes employees are required to use their long distance calling card. 1.7 Postage Meter Machine May not be used by Town employees for personal mail. 1.8 Gifts Acceptance of holiday gifts from vendors is permitted only if the gift is edible and can be enjoyed by employees located in the office area. Alcohol and other gifts not meeting these criteria should be returned to the vendor. 1.9 Tickets Acceptance of tickets from vendors or consultants to athletic events, concerts and the like are prohibited. 1.10 Meals Judgment should be used in accepting invitations from vendors for business- related meals. Discretion should be used regarding whether to accept and who pays. Employees should consider such factors as the regulatory relationship between the Town, employee and vendor, the imminence of Town contract awards that may benefit the vendor and the convenience of doing business at meals. Use of Town Computers The Town of Danville recognizes the importance of computers, including software, e- mail and Internet access, as another tool to be used by Town employees in performing their work. While the use of Town computers is subject to the general provisions of the Town's personnel policies and procedures, the Town recognizes that use of this technology involves several unique issues. Therefore, the purpose of this policy is to establish guidelines for the proper use of these systems. This policy addresses the following specific issues involved in the use of Town computers, including all hardware and software, as well as e-mail and Internet access and use: 2.1 Ownership All computer software purchased by and licensed to the Town shall remain the property of the Town. Employees may not use or copy any Town owned software in violation of the license agreement. All files, either temporary or 2 EXHIBIT 5 2.2 2.3 2.4 permanent, created and stored in the Town's computer system shall also be the property of the Town. As such, employees should not have an expectation of privacy in files stored on the system. Use of computer system The Town's computer system is to be used primarily for the purpose of conducting Town business. Incidental personal use during non-work hours is permitted. Whether for Town or personal use, no employee shall use the Town's computer system for any illegal purpose, to make political endorsements, for commercial purposes, to obtain or disseminate any material which is inconsistent with the Town's policies prohibiting harassment and discrimination, or in any other manner which violates the Town's personnel policies and procedures. Use of Internet and E-mail E-mail provides Town employees with another means of communicating with others. Employees using E-mail for Town business should use it with the same level of decorum as other official Town correspondence. Employees communicating via E-mail or other electronic postings (such as news groups) for any purpose shall do so in a manner which does not reflect discredit on the Town. Violations of Policy Violations of this policy will be reviewed on a case-by-case basis and may result in disciplinary action as prescribed in the Town's personnel policies and procedures. 3 EXHIBIT 5