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HomeMy WebLinkAbout058-01 RESOLUTION NOo 58-2001 APPROVING AMENDMENTS TO THE PERSONNEL POLICIES AND PROCEDURES FOR THE TOWN OF DANVILLE WHEREAS, the Town of Danville has previously adopted Personnel Policies and Procedures (the "Policies'), which policies govern the employment relationship between the Town and its employees; and WHEREAS, the Policies were last reviewed and updated in 1998; and WHEREAS, it is desirable to amend the Policies at this time to make minor corrections and amendments; now, therefore, be it RESOLVED, that the Danville Town Council approves the amendments to the Personnel Policies and Procedures for the Town of Danville shown on Exhibit 1 to this resolutiono APPROVED by the Danville Town Council at a regular meeting on June 5, 2001 by the following vote: AYES: DOYLE, WALDO, ARNERICH, GREENBERG, SNIMANSKY NOES: NONE ABSTAINED: NONE ~~~ ABSENT: NONE MAYOR APPROVED AS TO FORM: 2~T~OR~N~Y / ATTEST: CITY CLERK SECTION I PERSONNEL POLICIES AND PROCEDURES DATE: 6/16/98 PAGE: I GENERAL PROVISIONS I1.1 Purpose The purpose of these policies and procedures is to implement the Personnel Policy Guidelines of the Town Council adopted by Resolution 47-83, and amended by Resolutions 111-89, 106-91,205-91,120-92, 121-92,170-96 and 91-98 which are as follows: I. 1.1 Recruiting, selecting, and advancing employees on their relative abilities, knowledge and skills; 1.1.2 Providing equitable and competitive compensation; 1.1.3 Training employees as needed, to assure high quality performahce; 1.1.4 Retaining employees on the basis of the adequacy of their performance and dismissing employees who demonstrate insufficient progress towards or are unable to meet minimum performance standards; 1.1.5 Assuring the impartial treatment of applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, sex, religion, age, marital status, disability, or any other basis prohibited by statute, and with proper regard for their privacy and constitutional rights as citizens. 11.2 Notice All employees will be provided with copies of these policies and procedures, any changes, and departmental directives or regulations related to these policies and procedures. Employees will indicate receipt of policies & procedures by signing a statement to that effect. [1.3 Scope These policies and procedures shall apply to all offices, positions and employees of the Town of Danville, except: 1.3.1 Elected officers; 1.3.2 Members of appointed boards, commissions and committees; 1.3.3 Town Manager and City Attorney; 1.3.4 Volunteer personnel; 1.3.5 Consultants and others who provide services under contract, except as otherwise provided by employment agreements or contract. [1.4 Human Rc:eure:: ~.anagc:- Town Manager Ordinance No. 10 and Resolution No. 47-83 of the Town of Danville designates the Town Manager as the Appointing Authority and authorizes him/her to delegate, for administrative purposes, these duties and responsibilities to other officers and employees of the Town. 11.5 Relationship to Other Administrative Procedures It is expected that within each operating department and service program of the organization, operating procedures will be developed to ensure that the work of each EXHIBIT 1 PERSONNEL POLICIES AND PROCEDURES DATE: 6/16/98 PAGE: 8 [2,20 Immediate Family An employee's spouse, child, parent, brother, sister, mother/father-in-law, brother/sister-in-law, grandparent or anyone Who has acted in the capacity of an "immediate family" member. [2.21 Lay-Off The elimination of a position(s) and dismissal or demotion of incumbents in those positions due to reorganization, reassignment, lack of work, or lack of funds. [2.22 Leave [2.23 Authorized absence by an employee from his/her place of work. MOdified Work Week Any work period that is different from the standard workweek. Certain departments or employees may have different hours as apProved by the Town Manager:. [2.24 Nepotism The employment of "close family relatives" which include current spouse, children, parents, grandparents, brothers and sisters. [2.25 Overtime Time worked by regular full-time or part-time non-exempt employees in excess of the regular full-time 37.50 hour workweek is Considered overtime with the exception of a pre-approved modified work schedule. [2.26 Personnel Action Any action taken with reference to appointment, compensation, promotion, commendations, transfer, layoff, discipline, Or discharge [2.27 Personnel Officer ~rh~ ~es:gnated Human Resources Mana~er~, ar staff member -vv ....... As used in these policies, the Personnel Officer shall mean the Human Resources Manager or other employee as designated by the Town Manager. 12.28 Position A combination of current duties and responsibilities requiring the full time, part- time, or temporary serVices of an employee. 12.29 Probationary Period A six-month trial period during which an employee is required to demonstrate his/her fitness to perform the actual duties required ora specific position. The probationary period is an integral part of the examination of an individual. [2.30 ,Promotion PERSONNEL POLICIES AND PROCEDURES SECTION 4 COMPENSATION 14.1 Purpose The purpose of the compensation plan is to provide equitable and competitive compensation for all employees in accordance with approved compensation policies. [4.2 Preparation of Plan The Human Resources Manager shall prepare a compensation plan, including specified rates of pay assigned to classifications and supplemental benefits. The plan and any provisions become effective upon approval of the annual operating budget by the Town Council. DATE: 6/16/98 PAGE: 13 14.3 Administration of Plan 4.3.1 4.3.2 4.3.3 4.3.4 Rates of Pay - Each employee is paid a rate of pay within the salary range for the class in which he/she is employed. Entrance Salary - An employee is appointed at the minimum rate for the class, except (1) when appointment at a higher rate is appropriate due to the promotion of an existing employee, or (2) when the Department Director believes it is necessary to make an appointment or reinstatement above the minimum rate. Authorization for appointment more than 10% above the entrance rate must be obtained from the Town Manager. In reviewing such requests, consideration will be given to the candidate's unusually high qualifications, previous salary history, outstanding experience, availability of other qualified candidates and the resulting salary relationships with similar positions. Merit Salary Adjustments - Merit salary adjustments may be granted by a Department Director to recognize quality of performance. Employees are not entitled, by virtue of their employment with the Town, to receive a merit adjustment at any specific time or any specific amount of adjustment ^ sec4/om. All regular and fixed term employees who have been employed by the Town for one year as of August 1 are eligible for and will receive consideration for merit salary adjustments subject to the provisions of this section, Merit Adjustment Guidelines - The Human Resources Manager will prepare guidelines for use by all supervisors when considering an employee for a merit adjugtment and will ensure that all supervisor~ am appri~d of m~d receive training as to the application of the merit adjustment guidelines. The guidelines will be based on a systematic performance appraisal process. 4.3.14 4.3.15 4.3.16 4.3.17 14.4 PERSONNEL POLICIES AND PROCEDURES DATE: 6/16/98 PAGE: 15 Provisional Employees - Provisional employees will be paid a salary rate within the salar~ range assigned to the position classification as outlined in the compensation plan and may receive supplemental benefits as determined by the Human Resources Manager. Limited Service Employees - Limited service employees are assigned an hourly rate of pay and receive supplemental benefits as required by law. Stand-by Pay- Stand-by occurs when an employee is assigned specific hours outside their standard workweek during which the employee must re'maiffaccessible by telephone or pager in order to return to work if required. Stand-by duty must be approved by the employee's supervisor. Stand-by duty shall not count as hours worked. Employees performing stand-by duty shall be paid $1.50 per hour of such duty. Call-Out Pay- Non-exempt employees are entitled to call-out pay if at, er completing their work day and departing their work site, they are required to return to work by their supervisor. Employees called back to work in these circumstances shall be entitled to a minimum of two hours of compensation at 1½ times regular pay. Salary Range Adiustments Salary range adjustments are effective on the date specified by the Town Council and are intended to reflect changes in the cost of living and other economic and market factors applicable to an employee's classification~ Salary range adjustments are to be distinguished from merit salary adjustments which are intended to recognize quality of performance. 14.5 Partial Pay-Period Pay Earnings for employees working less than their declared work week in a pay period will be computed by multiplying the number of hours actually worked during the pay period by the employee's hourly pay rate unless accrued leave or compensatory leave are applied.. ]4.6 Overtime 4.6.1 4.6.2 4.6.3 Authorization - Non,exempt employees receive overtime pay onlY if the use of overtime is authorized by the appropriate supervisor in advance of its occurrence, and if the time is recorded on the employee's time sheet. Eligibility for Overtime - The Town Manager will determine which classifications are eligible for overtime and which comply with applicable state and federal laws. Overtime Compensation - Overtime is calculated in 15 minute increments. Hours worked in excess of 37.5 hours per week by reg::!ar 5.:!! time zr ~a~ t~m¢ non- exempt employees shall be compensated at the rate of 1 ½ times regular pay. Compensatory time off (CTO) in lieu of receiving overtime pay, may be granted in accordance with the provisions of the Federal Fair Labor Standards Act, and upon approval by the employee's supervisor. 4.6.4 4.6.5 [4.7 PERSONNEL POLICIES AND PROCEDURES DATE: 6/16/98 PAGE: 16 Holiday Overtime Compensation - Non-exempt employees who work on a paid declared holiday will receive double pay or CTO for each hour worked. Prior authorization by supervisor is required. Use of Compensatory Time Off- Compensatory time off (CTO) can be taken in lieu of receiving overtime pay only with the supervisor's approval. A non-exempt employee can accrue a maximum of 37.5 100 hours of CTO. Above the 37.5 100 hour limit, CTO shall be paid off as overtime. Compensatory time off shall be used before general leave time is used. Compensation Upon Termination All forms of compensation due upon termination, whether voluntary, or involuntary, is paid at the rate effective at the time of termination. Leave is cashed out at 75% of value up to a maximum number of hours as defined in Section 6.3.1. ]4.8 Declaration of Work Periods The Town Council will declare specific work periods for Town employees, each of which comply with the Fair Labor Standards Act. 14.9 Declaration of Exempt Employees The Town Council will declare specified employee classifications as exempt from certain provisions of the Fair Labor Standards Act. 6.3.3 6.3.4 6.3.5 PERSONNEL POLICIES AND PROCEDURES DATE: 6/16/98 PAGE: 29 Hol'iday Leave - Probationary and regular full-time employees Shall be compensated at the regular rate of pay for the holiday time off. All regular part-time employees shall receive a percentage of paid holidays,. regardless of whether these holidays fall on their regular work day. Holidays observed by the Town are: New Year's Day Martin Luther King's Birthday Presidents' Day Memorial Day Independence Day Labor~ Day Veterans' Day Thanksgiving Day and day after Christmas Day 1st standard work day after Christmas 2 floating holidays* 1 day 1 day" 1 day 1 day 1 day .. I day 1 day 2 days 1 day 1 day 2 days 13 total holidays *Each regular and fixed term employee shall receive two floating holidays for each calendar year. These holidays maybe used by the employee w/th the prior approval of the supervisor. These floating holidays have no cash value and may not be carried over from one calendar year to the next. Entitlement to Holiday Pay - When a holiday occurs and an employee is on General Leave, the employee will receive holiday leave in lieu of having his/her General Leave account charged. An employee will receive holiday pay provided that the employee is on "paid status" the day prior to and the day after a holiday. Compensator,/Time Off- Non-exempt probationary and regular full-time and fixed term employees, may receive compensatory time off (CTO) in lieu of pay for approved overtime work. CTO shall be accrued and compensated in accordance with the provisions of thc Fair Labor Standards Act. Use of CTO must be approved in advance by supervisor. Regular non-exempt, part-time employees shall receive straight-time pay for each hour worked up to 37.5 hours per week. Hours worked in excess 0£37.5 hours per week shall be compensated at the rate of 1-I/2 times regular pay (See 4.6.5). Jury and Subpoena Leave - Probationa/y, regular and fixed term full-time and regular part-time employees are entitled to paid leave for jury duty subject to the following conditions: