1997CITY OF BLAIR,
NEBRASKA
Personnel Manual
.49 � Prom e
is
Revised October 1, 1997
TABLE OF CONTENTS
FORWARD . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
INTRODUCTION TO THE CITY . . . . . . . . . . . . . . . . . . 5
CHAPTER 1 ORGANIZATION FOR PERSONNEL ADMINISTRATION
1.1
Magor - City Council . . . . . . . . . . . . . 6
1.2
Civil Service Commission. . . . . . . . . . . 6
1.3
City Administrator . . . . . . . . . . . . . 6
CHAPTER 2 EQUAL
EMPLOYMENT OPPORTUNITY
2.1
Policy . . . . . . . . . . . . . . . . . . . . 7
2.2
Equal Employment Officer . . . . . . . . . . . 7
2.3
Affirmative Action . . . . . . . . . . . . . . 7
2.4
Discrimination Complaints. . . . . . . . . . . 7
CHAPTER 3 METHOD OF FILLING VACANCIES
3.1
Vacancy Identification . . . . . . . . . . . . 8
3.2
Promotion Policy . . . . . . . . . . . . . . . 8
3.3
Competitive Selection . . . . . . . . . . . . . 8
3.4
Noncompetitive Selection . . . . . . . . . . . 8
3.5
Voluntary Demotion . . . . . . . . . . . . . . 9
3.6
Demotion in Lieu of Layoff . . . . . . . . . . 9
3.7
Lateral Transfer . . . . . . . . . . . . . . 9
3.8
Special Employment Programs. . . . . . . . . . 9
3.9
Temporary Position . . . . . . . . . . . . . . 9
CHAPTER 4 RECRUITMENT AND SELECTION
4.1
Vacancy Announcements . . . . . . . . . . .
. 10
4.2
Purpose and Design of Application Form . . .
. 10
4.3
Filing of Application . . . . . . . . . .
. 10
4.4
Initial Processing of Application. . . . . .
. 10
4.5
Evaluation of Qualifications . . . . . . . .
. 11
4.6
Disqualification . . . . . . . . . . . . . .
. 11
4.7
Selecting Officials . . . . . . . . . . . . .
. 12
4.8
Interviews . . . . . . . . . . . . . . . . .
. 12
4.9
Documentation and Notification . . . . . . .
. 13
CHAPTER 5 APPOINTMENT
5.1 Appointing Authority . . . . . . . . . . . . . 14
5.2 Appointment Types. . . . . . . . . . . . . 14
5.3 Employment of Relatives. . . . . . . . . . . . 14
5.4 Residence . . . . . . . . . . . . . . . . . . . 14
5.5 Processing and Orientation . . . . . . . . . . 15
1
Paae
CHAPTER 6 PROBATIONARY PERIOD
6.1 Requirement . . . . . . . . . . . . . . . . . . 16
6.2 Purpose . . . . . . . . . . . . . . . . . . . . 16
6.3 Failure of Probation . . . . . . . . . . . . . 16
CHAPTER 7 EMPLOYEE DEVELOPMENT AND EVALUATION
7.1 Employee Development Polio. . . . . . . . . . 17
7.2 Performance Evaluation Requirement . . . . . . 17
7.3 Purpose of Evaluations . . . . . . . . . . . . 17
CHAPTER 8 ATTENDANCE AND LEAVE
8.1
Work Schedules and Attendance . . . . .
. . . 18
8.2
Overtime . . . . . . . . . . . . . . . .
. . . 18
8.3
Vacation Leave . . . . . . . . . . . . .
. . . 18
8.4
Sick Leave . . . . . . . . . . . . . . .
. . . 19
8.5
Funeral Leave . . . . . . . . . . . . .
. . . 21
8.6
Administrative Leave . . . . . . . . .
. . . 21
8.7
Leave Without Pay . . . . . . . . . . . .
. . . 21
8.8
Absence Without Leave . . . . . . . . . .
. . . 21
8.9
Holidays . . . . . . . . . . . . . . . .
. . . 22
8.95
Maternity/Paternity Leave . . . . . . .
. . . 23
CHAPTER 9 EMPLOYEE RESPONSIBILITIES AND CONDUCT
9.1
Basic Employee Responsibilities and Conduct. .
24
9.2
Supervisory Responsibilities . . . . . . . . .
24
9.3
City Property . . . . . . . . . . . . . . . .
25
9.4
Assigned Vehicles . . . . . . . . . . . . . . .
25
9.5
Outside Employment . . . . . . . . . . . . . .
25
9.6
Conflicts of Interest. . . . . . . . . .
25
9.7
Political Activity . . . . . . . . . . . . . .
26
9.8
Solicitation . . . . . . . . . . . . . . . . .
26
CHAPTER 10 DISCIPLINARY ACTION
10.1 Types of Disciplinary Action . . . . . . . . . 27
10.2 Written Reprimand . . . . . . . . . . . . . . . 27
10.3 Suspension . . . . . . . . . . . . . . . . . . 27
10.4 Demotion . . . . . . . . . . . . . . . . . . . 27
10.5 Dismissal . . . . . . . . . . . . . . . . . . . 28
10.6 Final Arbiter . . . . . . . . . . . . . . . . . 28
10.7 Civil Service . . . . . . . . . . . . . . . . . 28
CHAPTER 11 APPEALS AND GRIEVANCES
11.1 Appeal Procedure . . . . . . . . . . . . . . . 29
11.2 Grievance Policy . . . . . . . . . . . . . . . 29
11.3 Grievance Procedure . . . . . . . . . . . . . . 29
2
Page
CHAPTER 12 RESIGNATION, LAYOFF AND INCAPACITY
12.1 Resignation . . . . . . . . . . . . . . . . . . 31
12.2 Retirement . . . . . . . . . . . . . . . . . . . 31
12.3 Layoff . . . . . . . . . . . . . . . . . . . . . 31
12.4 Separation for Incapacity .. . . ... . . . . . 32
CHAPTER 13 REINSTATEMENT
13.1 Following Resignation . . . . . . . . . . . . . 33
13.2 Following Layoff . . . . . . . . . . . . . . . . 33
13.3 Following Separation for Incapacity . . . . . . 33
CHAPTER 14 COMPENSATION PLAN
14.1
Pay Darr .
. . . . . . . . . . . . . . . .
. . . 34
14.2
Overtime
Pay . . . . . . . . . . . . . . .
. . . 34
14.3
Wages in
Advance . . . . . . . . . . . . .
. . . 35
14.4
Employee
Benefits . . . . . . . . . . .
. . . 35
14.5
Clothing
and Uniform Allowance. . . . . .
. . . 36
14.6
Education
Benefits . . . . . . . . . . . .
. . . 36
CHAPTER 15 CONFERENCES AND TRAVEL
15.1 Approval . . . . . . . . . . . . . . . . . . . . 37
15.2 Arrangements . . . . . . . . . . . . . . . . . . 37
15.3 Expenses . . . . . . . . . . . . . . . . . . . . 37
CHAPTER 16 SAFETY
16.1 Training. .
16.2 Accident and Injurer Reporting_._. . . . . . . . 38
CHAPTER 17 MISCELLANEOUS PROVISIONS
17.1 Personnel Records . . . . . . . . . . . . . . . 39
17.2 Status Changes . . . . . . . . . . . . . . . . . 39
17.3 Suggestions . . . . . . . . . . . . . . . . . . 39
CONCLUSION . . . . . . . . . . . . . . . . . . . . . . . . . . 40
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41-42
3
FORWARD
The purpose of this handbook is to introduce each employee to the City
of Blair. It will provide you with some insight into how the City
works and how you fit into the City as a whole. The handbook contains
information on the personnel policies that affect you directly and
extend to every individual employee as well as groups of employees
throughout the City organization.
This handbook is designed to answer questions that may arise concerning
your job. If you have any questions about the policies or statements
contained in this handbook or a question not addressed in this
handbook, contact your department head for additional information.
We hope you will find working for the City a happy and beneficial
experience.
V
INTRODUCTION TO THE CITY
Since founded, Blair has grown to a population of 6860, and our City
Government has likewise grown to meet its increasing needs. Presently,
there are approximately 50 persons employed full-time with the City.
Why does the City exist in the first place?.__There..are several answers
to this question. The basic answer is "The City exists to provide
services to the citizens of the community which cannot as effectively
be provided by any other institution or organization." The City
provides many services. Some are more traditional, such as police
protection, fire protection, and maintenance of safe and adequate
streets. Other services are more recent in origin, such as Parks and
Recreation, Cemetery, Library, maintenance of building standards, and
other Community services. Revenues to pay for many of these services
are provided through the levying of taxes on the community, primarily
property tax. Billing users for the services provided provides
revenues for other services, such as water, sewer, etc..
All of the services the City -provides are important tothe citizens of
the community. The duality of life in Blair depends upon the services
provided by the City, and the duality of the City services depends on
how well you do your job.
5
CHAPTER 1
ORGANIZATION FOR PERSONNEL ADMINISTRATION
1.1 Mayor - City Council
The Mayor and City Council shall be the ultimate policy making
authority for the City of Blair in matters pertaining to personnel
administration.
1.2 Civil Service Commission
The Civil Service Commission has within its purview all full-time
employees of the Police Department, including the Chief of the
Department. The commission is charged with the responsibility of
making suitable rules and regulations detailing the manner in which
examinations may be held, appointments, promotions, transfers,
reinstatements, demotions, suspensions, and discharges may be made and
for any other matters which may be considered desirable to further_
carry. out the general purposes of Nebraska Rev. Stat. 19-1801 to 1823,
or found to be in the best interest of good personnel administration
All appointments to and promotions in such department shall- be made.
solely on merit, efficiency, and fitness, which shall be ascertained by
open competitive examination and impartial investigation. The
Commission shall establish and maintain at all times a list of those
eligible for appointment to or promotion within the department.
1.3 City Administrator
The City Administrator, as chief executive officer, shall be
responsible for the proper administration of the personnel management
system by:
(a)_ Ensuring that appointmentsare based on merit and fitness;
(b) Maintaining a sound position classification plan;
(c) Equitably administering the compensation plan;
(d) Ensuring that the City is an equal opportunity employer;
(e) Maintaining employee discipline;
(f) Ensuring high employee productivity;
(g) Maximizing employee development opportunities;
(h) Ensuring fair and effective appeal and grievance procedures;
(i) Fostering good employee relations; and
(j) Issuing such administrative directives as are necessary to
implement these rules.
0
CHAPTER 2
EQUAL EMPLOYMENT OPPORTUNITY
2.1 Policv
The City of Blair is an equal opportunity employer. Discrimination
against any person in recruitment, selection; appointment,
classification, compensation, duty assignment,: work :schedule,, -working
condition, leave authorization, training promotion, discipline,
retention, or any other aspect of personnel management because of
political or religious opinions or affiliations or because of race,
color, national origin, marital status, veteran status, or other non -
merit factors is prohibited. Discrimination on the basis of age, sex,
or physical requirements is prohibited except where specific age, sex,
or physical requirements constitute statutory or other bona fide
occupational qualifications necessary to property and efficient
administration.
2.2 Equal Employment Officer
The. City Administrator shall act as or shall designate an Equal
Employment Officer, who shall initiate or maintain any special records
or controls necessary to implement the policy of equal employment
opportunity. The Equal Employment Officer shall identify and analyze
problem areas, develop realistic program objectives, assess progress
and periodically update the objectives as necessary. He or she shall
recommend any changes in rules, regulations, policies, or procedures
which, however unintentionally, may operate at unnecessary barriers
inhibiting equality of opportunity. All City employees shall cooperate
with the Equal Employment Officer in attaining the program objectives.
2.3 Affirmative Action
Should minorities and/or women be significantly underrepresented in a
segment of the City work force in relation to the available skills in
the relevant labor markets, the Equal Employment Officer, with the
objective of causing the imbalance to be rectified, shall initiate the
development of an affirmative action plan incorporating, as
appropriate, specific employment goals and timetables based on turnover
and hiring projections. Department and division heads shall be
involved in both the development and the implementation of the plan.
The affirmative action plan shall include outreach recruitment,
employee development, and/or other activities targeted to produce well-
qualified minority and/or women applicants as appropriate.
2.4 Discrimination Complaints
Employees alleging prohibited discrimination shall have the option of
using the established appeal and grievance procedures as appropriate.
Outside applicants shall have the option of filing complaints with the
Equal Opportunity Officer, who shall respond in a timely and
appropriate manner after conducting any necessary investigations. No
person shall be subject to reprisal for good -faith participation in a
discrimination complaint proceeding in any official forum.
7
CHAPTER 3
METHOD OF FILLING VACANCIES
3.1 Vacancv Identification
Department heads shall notify the City Administrator as soon as they
become awareofactual or impending vacancies in their organizations.
No vacancy may be filled ,without the authorization of. the City
Administrator, who shall specify the selection process or processes to
be used.
3.2 Promotion Polic
A promotion is the assignment of an employee from a position in one
class to a position in another class having a higher maximum salary.
The City shall provide promotional opportunities whenever feasible.
City employees may also apply and be considered for any position in the
same manner as members of the general public.
3.3 Competitive Selection
When a competitive selection process is to be used, the City
Administrator, according to the best interest of the City, may
designate the area of consideration of applicants from the following:
(a) The selection process may be limited to persons in the City
service or a segment thereof;
(b) The selection process may be opened to the general public
without special preference or consideration for any City
employees who apply; and
(c) The selection process may include both City employees and
members of the general public, -with City employees- given
preference in application and/or consideration.
3.4 Noncompetitive Selection
When, in the best interest of the City, the City Administrator may
specify a noncompetitive selection process. Vacancies may be
noncompetitively filled with qualified persons by the following means:
(a) Reinstatement of a former City employee, as described
elsewhere in these rules;
(b) Demotions for cause, as described elsewhere in these rules;
(c) Voluntary demotion;
(d) Repromotion of an employee previously demoted in lieu of
1 ayo f f ;
(e) Lateral transfer; and
(f) Special employment program.
3:
3.5 Voluntary Demotion
Demotion is the assignment of an employee from a position in one class
to a position in another class having a lower maximum salary. An
employee may be demoted at his or her own request if in the best
interest of the City.
3.6 Demotion in Lieu of Layoff
An employee may be demoted as an alternative to a layoff. Such
demotion may be fully or partially rescinded at any time through
noncompetitive repromotion.
3.7 Lateral Transfer
Lateral transfer is any assignment from one position to another not
involving a promotion or demotion. A lateral transfer may be affected
at any employee's request or for reasons of administrative necessity.
In appropriate circumstances, the City -Administrator shall ensure that
notices are posted in City departments and divisions soliciting
applications for lateral transfer.
3.8 Special Employment Programs
From time to time, the City Administrator, in furtherance of legitimate
public policy objectives may specify that vacancies be filled with
persons eligible for inclusion in particular special employment
programs without regard to other provisions of this chapter concerning
selection processes. Special employment programs included, but are not
limited to internships, youth employment programs, work-study programs,
intergovernmental mobility assignments, vocational rehabilitation
programs, and seasonal employees.
3.9 Temporary Positions
The City Administrator may authorize any fair and practical means of
filling temporary or seasonal positions without regard to other
provisions of this chapter concerning selection processes.
9
CHAPTER 4
RECRUITMENT AND SELECTION
4.1 Vacancy Announcements
The City. Administrator shall announce all vacancies for which a
competitive selection process has been specified. At a minimum,
vacancies should be advertised in the.local newspaper. For':specialized
positions or when necessary to meet equal employment opportunity
objectives, additional publicity shall be targeted to likely sources of
qualified applicants such as community organizations, educational
institutions, and other governmental entities. Advertisements may also
be placed in appropriate professional journals and out-of-town
newspapers. Each vacancy announcement shall include, at a minimum, the
following information:
(a) Title and salary of the position;
(b) Summary of the qualifications for the position;
(c) Method of and deadline for filing applications; and
(d, A statement that the City is'an equal opportunity employer:.
4.2 Purpose and Design of Application Forms
The City Administrator shall develop one or more general application
forms for use in applying for City employment. The City Administrator
or department and division heads may also develop specialized or
supplemental application forms for use in appropriate circumstances.
The City Administrator for technical adequacy, utility, and equal
employment opportunity compliance shall review any forms developed by
department and division heads. Application forms, shall be used in
making fair determinations of qualifications for employment.
Information concerning non -merit factors shall only be requested as
necessary to satisfy equal employment opportunity and other legal
requirements.
4.3 Filing of Applications
Applications shall be filed with the City Administrator as specified in
the applicable vacancy announcements. The City Administrator may
authorize the acceptance of late applications if in the best interest
of the City. The City Administrator shall provide all reasonable
assistance to persons requesting help in completing their applications.
All information submitted shall be subject to verification. The City
may cease accepting or processing applications at any time in
accordance with operational requirements.
4.4 Initial Processing of Application
The City Administrator shall be responsible for the initial processing
of employment applications. Information collected solely for equal
employment opportunity purposes shall be detached from the main body of
each application upon receipt. The information shall be separately and
securely filed by the Personnel Officer and shall not be used in the
selection process.
10
4.5 Evaluation of Oualifications
Applicants shall be required to provide any information and undergo any
examinations necessary to demonstrate their qualifications for the City
service and the positions involved. Depending on the nature of the
vacancy,: applicants may be required to undergo written, oral,
performance,. physical ..agility, background, medical,. psychological,_,
and/or other evaluation procedures, which are fair, practical, and job-
related. Applicants may be required to grant releases to permit review
of conviction records, medical, employment, educational, financial, and
other records necessary to properly evaluate the applicant for the
position. Conviction of a crime is not an automatic bar to employment
- all circumstances will be considered.
4.6 Disqualification
An applicant may be disqualified from further consideration at any
stage of the selection process for any of. the following reasons:
(a) Applicant is an illegal alien. or an alien with a visa
specifically precluding their working;
(b) Applicant will not have attained his or her 18th birthday at
the time of appointment, except that a lower minimum age may
be established for certain temporary positions and a higher
minimum age and/or maximum entry age may be established for
certain positions when required by law or when otherwise
constituting a bona fide occupational qualification;
(c) Applicant is not medically qualified to perform the duties of
the position .as ascertainedin.a manner prescribed .by the
City Administrator, except that handicapped persons shall not
be disqualified on medical- grounds if their handicaps can
reasonably be accommodated in the workplace and if the
handicapped persons, if selected, can substantially perform
the duties of their positions without endangering themselves,
other persons, or property;
(d) Applicant is not of good moral character to the extent that
his or her job performance would be impaired or that
significant discredit or excessive risk would be brought upon
the City by his or her employment;
Applicant will not comply with the applicable response time
requirement unless proper waiver has been obtained;
Appointment of the applicant will violate a prohibition on
the employment of relatives;
Appointment of the
interest situation;
Applicant lacks the
similar qualification
applicant will create a conflict of
education, experience, aptitude or
required for the position;
11
(i) Applicant is addicted to the use of drugs and/or intoxicating
beverages;
(j) Applicant has been convicted of a crime of such nature as to
constitute an excessive risk to the City if he or she is
employed;
(k) Applicant has been or..is about to be dismissed from
employment or military service for reasons indicating a
current unfitness for the position or constituting an
excessive risk to the City if he or she is employed;
(1) Applicant has made a false statement of material fact or has
committed or attempted to commit a fraudulent, illegal, or
unethical act or has attempted to exert political influence
at any point in the application or selection process; and
(m) Applicant will not possess any required license or
certificate or will not be able to comply with any other
requirement or condition of employment at the time of
appointment.
4.7 Selecting Officials
The City Administrator shall select department heads, except the Chief
of Police, subject to the approval of the Mayor and City Council.
Department heads shall otherwise select their subordinates and shall
forward their selection recommendations and supporting information to
the City Administrator for approval.
4.8 Interviews
Selection officials) shall interview applicants in competitive
selection processes who on the record appear to be the best qualified
for the positions involved. A written summary of interview questions
and answers shall be prepared and retained. Interviews shall be
conducted in a consistent job-related, and nondiscriminatory manner and
shall focus on the following:
(a) Clarification of items listed on the application;
(b) Clarification of an applicant's qualifications;
(c) Clarification of an applicant's availability;
(d) Discussion of City salaries, benefits, career opportunities,
policies, and working conditions; and
(e) Discussion of the nature and duties of the position involved.
IN
4.9 Documentation and Notification
The City Administrator shall devise necessary forms and procedures
pertaining to the selection process. Disqualification and selection
decisions shall be thoroughly documented by the responsible
official(s). Selecting official(s) may conduct reference checks of
applicants. The City Administrator shall. also respond to, any written
requests from applicants concerning- the reasons for their
disqualification or non -selection.
13
CHAPTER 5
5.1 Appointing Authority
The City shall employ no person unless appointed by proper authority.
The Mayor.,. with the approval ,of the. .City Council,, is the appointing
authority for department heads and any similar positions mandated by
statute or ordinance. The City Administrator is the appointing
authority for all other positions. Appointment actions shall be
required for entering the City service and for subsequent position
changes.
5.2 Appointment Types
Appointments shall be designated either regular or temporary. Regular
appointments shall ordinarily be of indefinite duration and may be
made..in.unusual circumstances Temporary.appointments shall not exceed
one year in duration, shall be subject to termination at any time, and
may be :made to full-time or part. -time positions requiring continuous,
seasonal.or intermittent performance. or requiring service in a public
emergency,:.,: Initial or successive _temporary appointments shall not be
used in circumstances where the nature and expected duration of the
work indicate that regular appointments are more appropriate.
Appointments shall be subject to the applicable provisions of these
rules regarding probationary periods.
5.3 Employment of Relatives
No employee may directly or indirectly supervise or be supervised by or
may be employed in the same department as a member of his or her
family. For purposes of this provision, family includes husband, wife,
father, mother, daughter, son, brother and sister. The City
Administrator shall take, direct or recommend any actions necessary in
regard to applicants and/or employees in order to enforce this section.
5.4 Residence
Residency in the City of Blair is encouraged for all employees but
shall not be required. However, in the interest of the City of Blair,
employees shall reside in proximity to the City of Blair so that the
maximum allowable response time for all City employees, from their
residence, shall be thirty (30) minutes from time of notification.
Response time shall mean the time elapsing between an employee's
receipt of an emergency notification from the employee's supervisor or
the supervisors representative and the employee's arrival at the
employee's duty station.
It shall be the duty of each department to maintain the response time
of his/her employees and to immediately report any violation or
discrepancy to the City Administrator.
14
5.5 Processing and Orientation
New and reinstated employees shall report to the City Administrator as
directed for completion of personnel and payroll forms and for a
general orientation to the City government, the personnel management
system, and the City policy of equal employment opportunity.
Department heads :shall provide further orientation on such matters as.
the probationary period, employee;rights:.and responsibilities, assigned.
duties, level of performance expected, organizational structure and
interrelationships, hours of work, safety and the substance and
availability of these rules and any applicable supplemental personnel
regulations. Employees should be made to feel welcome and should be
especially encouraged to ask questions during their first days of
employment.
15
CHAPTER 6
PROBATIONARY PERIOD
6.1 Requirement
Every person who is initially appointed to or -who -receives a.promotion
in the City service under a regular appointment or under a temporary
appointment for other than seasonal or intermittent work shall be
required to successfully complete a probationary period of six months
as a condition of continued employment in the position. On a case-by-
case basis, the City Administrator may require the completion of a
probationary period following other kinds of personnel actions.
6.2 Purpose
The probationary period is the final step of the selection process .and
shall- be used by department heads and other supervisors to closely
observe_ and;, evaluate _the ..conduct, work .and fitnessof subordinates and•
to. encourage them•to, adjust to their. jobs. Supervisors shall provide
necessary training- and. counseling ,to their.. probationary employees,
whose performance shall be thoroughly documented as administratively,
prescribed.
6.3 Failure of Probation
At any time during the probationary period, an employee may be
dismissed from the City service with or without cause. The selecting
official ..may provide an employee with additional time in which to
demonstrate acceptable performance by extending probation for no.longer
than one.period of -three months. The employee shall be notified of any
such extension. An employee shall have no right to appeal a failure of
probation.
16
CHAPTER 7
EMPLOYEE DEVELOPMENT AND EVALUATION
7.1 Employee Development Policy
The City: Administrator . and department. heads, shall establish
appropriate programs to develop the.capacity of employees to render
more effective service to the City. Such programs may include formal
courses, seminars, workshops, demonstrations, directed readings,
special assignments and other activities designed to improve employee
knowledge, skill and job effectiveness with due consideration for the
personal career objectives of employees and the enhancement of equal
employment opportunity. Employee development activities shall be
conducted during regular working hours to the extent possible.
7.2 Performance Evaluation Recruirement
The.. work performance of each regular employee shall .be. objectively
_
evaluated. on a periodic basis: An. evaluation, on -the! prescribed form,
shall_ be made by the immediatesupervisor- acting as rater and shall
-become official when reviewed and approved with any necessary,
modifications, by the next higher supervisor, if any. Subject to any
necessary delay to allow the rater to have supervised the employee for
at least three months, an employee's performance shall be evaluated at
the following times:
(a) A minimum of two times in the probationary period;
(b) Each year prior to February 1, provided that an evaluation
has not been completed within the preceding three months; and
(c) --Whenever the supervisor desires to recognize meritorious or
deficient service or whenever an evaluation would otherwise
be in the best interest of the City.
7.3 Purpose of Evaluations
Performance evaluations are designed to help supervisors and employees
measure how well work is performed in relation to applicable job
requirements, to encourage improvement in such performance, and to
provide a tool for management decisions concerning employee
development, eligible merit increases, retention, and other matters.
Performance evaluations may also be considered in making promotions to
the extend that current or past performance may be relevant to the
requirements of the positions to be filled. Performance evaluations,
as well as day-to-day feedback and counseling activities, shall be used
to recognize and reinforce positive performance and to correct negative
performance. Employees shall be shown copies of their performance
evaluations for discussion and for acknowledgment by signature.
Employees disagreeing with their evaluations may seek adjustments
through use of the established grievance procedure.
17
CHAPTER 8
ATTENDANCE AND LEAVE
8.1 Work Schedules and Attendance
Department heads shall establish work schedules to meet the
requirements of their organizations. Employees shall be, at. their
placesof;work.as scheduled or 1 shall. provide timel,y,.,notification .to
their supervisor or department head prior to the first normal duty
hour, or as soon as possible thereafter, if unable to report. No
employee's regular schedule shall call for more than forty hours of
work per week. Unless otherwise specified, normal working hours for
City employees shall be from 8:00 a.m. to 5:00 p.m., Monday through
Friday (Any reference in this manual to the term "day" will mean 8
hours). Lunch periods shall ordinarily be one hour in length. A
fifteen (15) minute rest period shall be granted to all employees of
the City during each one-half (1/2) day of work for relaxation from the
regular routine of duty.
8.2 Overtime
Employees shall, work overtime or, shall be. on callwhen necessary.
y
overtime. shall be worked only with specific authorization.,._ Employee'..s.
shall be reimbursed at the rate of 1 1/2 time regular hourly rate for
all hours worked in excess of 40 hours worked. (Exception: Police
Officers shall be reimbursed at the rate of 1 1/2 time regular hourly
rate for all hours worked in excess of 80 hours worked in a two (2)
week period).
8.3 Vacation Leave
Regular- ,ful17,time .employees . and regular. part .-.time. employees.. normally...,
working. -twenty (20) hours or more per week shall be provided with paid
vacationi.leave to allow.them periods of rest, relaxation, and freedom
from the rigors of their jobs. Eligible employees shall accrue
vacation leave at the following rates, with the monthly accrual for
part-time employees prorated according to time worked:
Years of Regular City Service
Annual Accrual
After
one year
40
hours
After
two years
80
hours
After
five years
88
hours
After
six years
96
hours
After
seven years
104
hours
After
eight years
112
hours
After
nine years
120
hours
After
ten years
128
hours
After
eleven years
136
hours
After
twelve years
144
hours
After
thirteen years
152
hours
After
fourteen years
160
hours
The following positions will
(1)
City Administrator
(2)
City Clerk
(3)
Police Chief
(4)
Director of Public
(5)
Street Commissioner
(6)
Library Director
receive 160 hours vacation per year:
Works
Vacation leave shall be administered according to the following rules:
(a) No vacation leave shall be granted in advance of accrual;
(b) Vacation leave may be taken after successful completion of
probationary period;
(c) The City Administrator shall approve vacation leave for
department heads, who in turn shall be responsible for
scheduling vacation leave for subordinate employees based on
considerations of operational requirements, employee.
preferences, and seniority within the regular City Service;
(d) Unless: otherwise: stated in. work .rules_,. the, general, minimum
period of vacation,leave shall be one hour;
(e) Holidays.occurr:ing.:during. peri -ods of. vacation leave,shall not
be charged against such leave; and
(f) No cash payments for unused vacation leave shall be
authorized except upon separation from City service by
retirement, dismissal, death or resignation in good standing.
(g) A maximum of 40 hours may be carried forward each anniversary
year, along with vacation accumulation of the immediately
preceding anniversary year.
8.4 Sick Leave
Regular full-time employees and regular part-time employees normally
working twenty (20) hours or more per week shall be provided with paid
sick leave for use if incapacitated by illness or injury, if exposed to
contagious disease when presence at work would jeopardize the health of
others, and for medical, dental, optical, or other health care
appointments which cannot reasonably be scheduled for off-duty hours.
Eligible employees shall accrue six (6) hours of sick leave per month,
with the accrual for permanent part-time employees prorated according
to time worked. Sick leave shall be administered according to the
following rules:
(a) Sick leave may not be accumulated beyond 90 days (720 hours)
for full-time employees working 40 hour weeks and a
proportionate lesser amount for eligible part-time employees,
except an employee that has accumulated allowable sick leave
greater than 720 hours as of August 1, 1993, shall retain the
greater number of accumulated sick leave hours with the
following conditions. Upon use of sick leave any employee
with an allowable accumulation in excess of 720 hours, the
accumulated hours shall be reduced by the number of sick
leave hours used until that employee has reduced their
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accumulated hours to 720 or fewer hours. Thereafter, the
employee shall be subject to the maximum allowable
accumulation of ninety (90) days (720 hours).
(b) Sick leave shall not be granted in advance of accrual, but
...vacation leave and/or leave without pay may be authorized.for
employees exhausting their sick leave;
(c) All employees of the City are covered by Worker's
Compensation Insurance. This includes regular full-time,
regular part-time, and temporary employees. Worker's
Compensation coverage includes medical and hospital injury to
specific members and injury causing death or disability. An
employee receiving compensation under Worker's Compensation
Laws shall receive for the duration of such compensation only
that portion of his/her regular salary which will together
with such compensation, equal his regular salary. Under
these conditions, earned sick leave shall be charged
proportionately, in increments of not. less than one. (1) hour
for .that part of the day which is sick leave pay, until such;
accumulated -sick leave is exhausted
(d): The,- Citymay request and obtain -medical_ certificates or
otherwise verify the circumstances surrounding the taking of
sick leave, the abuse of which shall be grounds for
disciplinary action;
(e) The general minimum period of sick leave shall be one (1)
hour;
(f) Holidays occurring during periods of sick leave shall not be
charged against such leave;
(g) "An employee' shall :only be .'compensated:` for unused sick leave
as follows: (1) Upon death or retirement an employee shall
be paid for one-half of the unused accumulated sick leave not
to exceed the accumulation as allowed in 8.4(a); (2) Upon
resignation in good standing and specifically excluding
resignations prompted by any action of the employee which may
result in disciplinary action, an employee who has current
continuous employment with the City for not less than ten
(10) years shall be paid a percentage of unused accumulated
sick leave not to exceed 720 hours based on the number of
years of service as follows:
11 years 50 16 years 300
12 years 10% 17 years 35%
13 years 15% 18 years 400-8
14 years 20% 19 years 45%
15 years 25% 20 years 50%
(3) No payment for unused accumulated sick leave shall be
paid to an employee in the event of termination for cause or
resignation prompted by an action of the employee that could
result in disciplinary action.
(h) Sick leave shall not be transferable between employees; and
we
(i) Sick leave may be used during the probationary period;
however, cannot be used until earned.
(j) An Employee may use sick leave to assist in the care,
treatment and transportation of immediate family members for
.accidents, injuries. and...illness. (Immediate family _.=
husband, wife, son,. daughter, mother; father, brother,
sister, parent -in-law.,.. in, local parents, or other legal.
dependents.)
8.5 Funeral Leave
In the event of a death, a regular employee is authorized three (3) 8
hours working days of paid Funeral Leave per year, which shall not be
chargeable to Vacation Leave. The Funeral Leave request will be
submitted in writing to the City Administrator by the Department Head
for approval.
8.6 Administrative Leave
The City Administrator may grant subordinate. employees paid
administrative -leave, ;not chargeable to -:'vacation, leave; underl the
following circumstances:
(a), When an employee is called to serve as a court witness in his
or her official capacity or as juror, provided that any
witness or juror fees shall be remitted to the City;
(b) When an employee participates in Nebraska National Guard
military training for not more than 15 work days in any
calendar year.
(c). When ,the. Governor,of Nebraska calls an employee to military
duty in an emergency, in which case the City shall pay the
difference between the-employeeIs City salary and his :or her
military pay, if lower.
8.7 Leave Without Pay
A department head, with the approval of the City Administrator, may
grant an employee a period of leave without pay, workload permitting,
for any good cause. Approved leave without pay may be terminated
earlier than planned if in the best interests of the City.
8.8 Absence Without Leave
Employees failing to report for or remain at work as scheduled or
directed without proper notification, authorization, or excuse shall be
considered absent without leave, shall not be in pay status for the
time involved, and shall be subject to appropriate disciplinary action.
Absence without leave for more than three consecutive working days
shall be considered abandonment of duties, which shall ordinarily
result in dismissal.
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8.9 Holidays
The following days and any other days designated by the Mayor and City
Council shall be official holidays for the City government:
New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving
Day after Thanksgiving
**Christmas Eve
Christmas
*Floating Holiday
*Note: A new Employee shall not be
until he/she has completed
the City.
January 1
Last Monday in May
July 4
First Monday in September
Fourth Thursday in November
Friday after Thanksgiving
Noon**
December 25
2 Day Per Calendar Year
eligible for Floating.Holidays
six (6) months employment with
**dt, Christmas _,.,Eves .Day -is, on a nor.mal:- business -week day -,(Mon -Fri) , ;then
the, partial day, commending.c at 12 00 oIclock , P.M: (noon) of Christmas
Eve Day 'shall -be am official: holiday`, -f or.:al1_ employees and;.officials of.
the, City government; 'provided however, any shift workers- required to.
work to maintain the essential City functions (Water, Treatment Plant
and Law Enforcement) shall receive four (4) hours Holiday pay at their
regular pay rate.
Holidays shall be observed in accordance with the following rules:
(a) As many employees as possible shall be given each holiday off
consistent:with,the.maintenance:_of..essential City functions;,:.,
(b) A holiday falling on a Saturday shall be observed on the,
preceding Friday, and a holiday falling on a Sunday shall be
observed on the following Monday;
(c) Regular full-time employees shall receive paid holidays, or
if required to work, shall be paid at twelve hours' holiday
pay in addition to their regular pay for the day;
(d) Regular part-time employees normally working twenty (20) or
more hours per week shall receive prorated holiday pay or, if
required to work, shall be paid their normal rate of pay in
addition to their holiday pay; and
(e) An employee not in pay status on the holiday or on the
scheduled working day immediately preceding or following
shall not receive any form of pay for the holiday.
(f) The "Floating Holiday" is effective with August 1, 1986 and
will be authorized on a Calendar Year basis. Payment in lieu
of this Holiday shall not be authorized.
22
8.95 Maternity/Paternity leave
Employees shall be entitled to use accrued sick leave, accrued vacation
leave or may request leave of absence without pay for the following
reasons, to -wit:
a) Female; employees shall,, upon.birth of'their child, be.;allowed
.up to six .(6) weeks leave of .absence (.equivalent to'forty.
(40) hours per week for full time employees or 240 hours)
Female employees may utilize accrued sick leave and vacation
leave during this period of time and may also utilize leave
of absence without pay.
b) Male employees shall be entitled to use accrued sick leave
for the day of birth of their child and the day of discharge
from the hospital for their child. No further sick leave
will be authorized in regard to the birth of their child
unless emergency care is required by the mother or infant,
while ,hospitalized. _Sick leave for home care shall not be
permitted under any circumstances.
23
CHAPTER 9
EMPLOYEE RESPONSIBILITIES AND CONDUCT
9.1 Basic Employee Responsibilities and Conduct.
It shall. be the duty of all employees. to maintain., high. standards. of
cooperation, efficiency,- economy; integrity, and impartiality.in<their
work for the City. Actions subject to disciplinary measures include,
but are not limited to, the following:
(a) Violation of any City Policy, Rule or Regulation.
(b) Excessive, unexplained or unexcused absenteeism.
(c) Discourteous treatment of the public or work associates
including abusive language during work hours.
(d) Failure to report an accident.
(e) Falsifying employment. -information:
(f) Releasing, confidential information._
(g) Criminal behavior including theft.
(h) Possession or consumption of alcoholic beverages or illegal
drugs during working hours and on City property (Exceptions
may be granted by administrator for special occasions).
(i) Carelessness or negligence in the performance of duties,
including safety rule violations.
(j) Refusal to perform work as assigned.
(k) Abuse or unauthorized use of City property.
(1) Fighting while on duty.
(m) Any other act or failure to act which is sufficient to show
the offender to be an unsuitable and unfit person to be
employed in the public service.
9.2 Supervisory Responsibilities
If work habits, attitude, production, personal conduct, and/or any
other aspect of an employee's job performance should fall below
standard, it shall be the duty of the supervisor to advise the employee
of the deficiency at the time it is observed or as soon as possible
thereafter. When feasible, warning and counseling the employee shall
precede formal disciplinary action, but nothing herein shall prevent
immediate formal action as provided elsewhere in these rules whenever
required in the best interests of the City.
24
9.3 City Property
Employees shall be responsible for the proper care and use of all City
property entrusted or available to them. Employees damaging or losing
City property through negligence or abuse shall be subject to
disciplinary action and may be required to reimburse the City of such
damage or. loss.,- City equipment, materials:, and., supplies. shall not, be
used for ;private- purposes, ,;and shall. not be removed from authorized,
locations without proper supervisory approval. Employees leaving the
City service shall return any tools, uniforms or other City property
issued to them before receiving their final pay.
9.4 Assigned Vehicles
The City Administrator may assign City vehicles to department heads and
certain other employees for use during normal duty hours and for
transportation between home and work. Such vehicles shall otherwise be
used only for official purposes, shall be kept clean, and shall be
driven in, a..manner conforming to applicable, traffic regulations and .
reflecting credit upon the City government."
9.5 Outside Employment
A City employee may hold another position or paid employment or accept
pay for other service only with prior approval of his or her department
head and City Administrator. A request for approval of outside
employment shall include a description of the nature of the proposed
employment, the hours involved, and any other pertinent information.
Outside employment which would create a conflict of interest, or the
appearance thereof, or which would adversely affect the employee's City
job performance shall not be approved. Approval of outside employment
may be rescinded,.>at any time if inthe _best -interests of the.City. The
requirements of. the. City job, including availabilityfor overtime or
other extra duty, shall take precedence over. approved_ outside,
employment. Action on a request for approval of outside employment
shall be fully documented for inclusion in the employee's official
personnel records. Any employee who is engaged in outside employment
upon the adoption of these rules and regulations who has not received
written approval to engage in outside employment shall immediately do
SO.
9.6 Conflicts of Interest
No employee shall engage in any activity or enterprise that conflicts
or creates the appearance of conflicting with his or her City duties or
with the duties, functions, or responsibilities of his or her employing
organization. Department heads may prohibit particular activities that
would create conflicts of interest in their specific organizational
environments. Employees shall be encouraged to seek advance
determinations regarding possible conflict of interest situations. The
following employee activities shall generally constitute conflicts of
interest and may in some cases also be criminal act:
25
(a) Engaging in any activity or enterprise involving the use for
other than City purposes of City time, facilities, equipment,
materials, or supplies or the badge, prestige or influence of
City employment.
(b) Receiving or accepting -money or other consideration from any
person or entity other than:.the City, : for the performance of
any service,,which the employee or:the Citywouldnormally be.
required or expected to render or for preferential or
favorable treatment in relation to others;
(c) Having a direct financial interest in any contract with the
City or a direct financial interest in the provision of
equipment, materials, supplies, or services to the City,
except as may be disclosed to and approved by the Mayor and
City Council;
(d) Failing to disclose the nature and extent of any direct
financial interest in: legislative matter, :pending before the
Mayor and City Council or any zoning,matter;
(e) Engaging,, in any business transaction ;.or.,having. a.: direct or
indirect ;;financial or. -.other•: personal. interest., incompatible_
with the employee's performance of official duties in the
public interest or tending to impair independence of judgment.
or action in the performance of official duties;
(f) Disclosing confidential official information or using
official information in advance of public release when such
disclosure or use would be detrimental to the City or would
advance the financial or other private interests of the
employee or others; and
(g) Engagingin any activity or enterprise involving so much of
the employee's time that City job performance is impaired.
9.7 Political Activitv
Employees shall not participate in City political campaigns and shall
not solicit or receive political contributions for any candidate or
issue in a City election. Employees may privately express their
opinions regarding City elections, shall be encouraged to vote, and may
objectively provide election information to the public in the
performance of their official duties. No employee shall coerce or
attempt to coerce another employee or shall use his or her official
authority or influence for the purpose of interfering with or affecting
the result of a nomination or election for any public office. No City
employee shall be rewarded, disciplined, or otherwise subjected to
special treatment for reasons of political favor or disfavor.
9.8 Solicitation
The solicitation of funds or anything
or materials, whether for commercial
be permitted during working hours or
26
of value or the sale of any items
or charitable purposes, shall not
in working areas.
Wf V1
DISCIPLINARY ACTION
10.1 Types of Disciplinary Action
Any employee of the City of Blair may be removed, demoted, suspended
without pay, transferred to another position in the same class or
reprimanded for any of the reasons set forth herein.
10.2 Written Reprimand
A department head may reprimand any employee under his/her supervision
for cause. Such reprimand shall be in writing and addressed to the
employee. A copy shall be placed in the employee's personnel file.
Reprimands may be appealed to the City Administrator. However, the
employee may file a letter of response to the reprimand that shall be
attached to the reprimand in the file. In addition, an employee
receiving a written:., reprimand may, after one (1) year from the date of
said.reprimand:,.request _in writing to the City Administrator; a review!
of the letter of-. reprimand . and- removal. -of said letter . from the record.
The City Administrator may, after reviewing the letter, order its
removal from the employee's personnel file.
10.3 Suspension
The department head may, for cause, suspend an employee without pay not
exceeding thirty (30) calendar days in any twelve (12) month 'period;
however, no single suspensionshallbe for .more than fifteen (15)
calendar days. The department head -shall notify the employee no later
than one (1) day after the suspension is made effective. Such notice
shall include the reasons for and the duration of the suspension.
Within ten (10) calendar days of notice of suspension, any full-time
employee who is suspended may appeal in writing to the City
Administrator for a hearing.
10.4 Demotion
The department head may demote an employee for cause. A written
statement of the reasons for any such action shall be furnished to the
employee and a copy filed in the employee's personnel file. No
demotion shall be made as a disciplinary action unless the employee to
be demoted is eligible for employment in the lower class and shall not
be made if any permanent employee in the lower class will be laid off
by reason of the action. Within ten (10) calendar days after receiving
written notice of demotion, any permanent employee may appeal in
writing to the City Administrator for a hearing.
27
10.5 Dismissal
The department head may dismiss for cause an employee by delivering, at
least fifteen (15) calendar days before the effective date thereof, a
written statement of reasons to the employee concerned. If the
department head, because of the reasons for the. -discharge, desires to
make an_;immediate.,.separation from_the service,:he.may make -.a suspension.'.-
without pay, pending the discharge. By so doing, such action shall
automatically result in permanent separation at the end of the period
of suspension. Suspension pending discharge shall not be subject to
the limitation provided in Section 10.3 of these rules. Within ten
(10) calendar days of the effective date of the letter of dismissal,
any permanent employee so dismissed shall have the right to appeal in
writing to the City Administrator and shall be granted a hearing.
10.6 Final Arbiter
The'City Administrator, shall' -be the final -arbiter of employee appeals.
Ther =City Administrator, decision may, be appealed before. :_the. Mayor. and
City Council. Such appeal shall be in writing to the City Clerk within
10 days following the decision of the City Administrator.
10.7 Civil Service
Pursuant to Neb. Rev. Stat., Paragraph 19-1803 (Reissue 1983) the
classified Civil Service_ employees for the City of Blair, include all
full-time employees of the Police Department, including the Chief of
the Department. No person in the classified Civil Service shall be
reinstated and/or transferred, suspended or discharged from any such
place, position or employment contrary to the provisions of Neb. Rev.
Stat., Paragraphs'19-1801 to 19-1823 (Reissue 1983).
HE
CHAPTER 11
APPEALS AND GRIEVANCES
11.1 Appeal Procedure
An employee appealing a -disciplinary action shall state why .he or she
believes the action to be inappropriate. As administratively
determined, the action may be stayed pending the filing or processing
of the appeal or may take effect at any time after issuance of the
notice of the decision to take action. The City Administrator shall
conduct any investigation and/or hearing necessary to adjudicate the
appeal. If the City Administrator determines that a hearing is
necessary, the employee shall be afforded an opportunity to attend, to
be represented by anyone of his or her choosing, and to present
evidence and/or witnesses on his or her behalf. The City Administrator
shall adjudicate the appeal within ten calendar days after filing or,
if a hearing is held, within ten calendar daysfollowing conclusion of
the hearing. The City Administrator shall have the authority to
approve, rescind, ori, modify any, .disciplinary:action taken or. proposed,.
which is appealed under this procedure.
11.2 Grievance Policv
In keeping with the philosophy that employee dissatisfaction should be
resolved at the lowest possible level with a minimum of paperwork, it
shall be City policy to encourage employees to informally take any job-
related complaints to their immediate supervisors. Supervisors shall
listen with care to employees, shall attempt to understand their points
of view, and shall provide clear and timely responses to their
complaints. An employee- remaining dissatisfied with a working
condition, reprimand,, or other aspect of -employment not subject to the
appeal procedure may then use the formal grievance procedure.
11.3 Grievance Procedure
a. The aggrieved employee shall first present the grievance to
the immediate supervisor who shall make careful inquiry into
the facts and circumstances of the allegations. After
investigation, the supervisor shall advise the employee of
the findings of the investigation and the decision.
b. If the grievance is not resolved by action of the immediate
supervisor, the employee may submit the grievance in writing
to the department head. The department head shall make a
separate investigation and inform the employee in writing of
the decision and the reason therefor within seven (7)
calendar days after receipt of the employee's grievance.
29
C. If the grievance is not resolved by action of the department
head, the employee may obtain a review by the City
Administrator by submitting a request for review within seven
(7) calendar days following receipt of the decision of the
department head. The City Administrator shall make such
investigation and conduct such hearings as appropriate and-
sha11, within fifteen.(15) calendar days after the receipt of
the employee' s, request for.-review, inform the employee in
writing of the findings and decision.
The decision of the City Administrator shall be final and
conclusive.
d. Within the foregoing procedures, the burden of proof shall be
on the appellant.
30
CHAPTER 12
RESIGNATION LAYOFF AND INCAPACITY
12.1 Resignation
An employee may leave the City service, in good standing by submitting.
his or her resignation at least two weeks in advance- of the effective
date. The City Administrator, for good cause, may waive any portion of
the notice period. An employee resigning without the required notice
shall forfeit payment for unused vacation leave accrued and shall be
ineligible for reinstatement. The appropriate department head or City
Administrator shall conduct an exit interview with each resigning
employee to determine the reasons for the resignation, to solicit
suggestions for improving operations and personnel management, and to
determine whether prohibited discrimination was a factor in the
decision to resign.
12.2 Retirement
The,,normal:retirement date for general City employees. will:be the first
day of the month following the.attainment.of age. 65: Early retirement
will be the first day of the month following the attainment of age 62.
Employees may continue employment to age 70 by a written request to
the Department Head and City Administrator that it is the employee's
desire. Health and physical capabilities will be the determining
factors in whether or not the request will be granted.
12.3 Layoff
A regular employee may be laid off from work because of lack of work
or funds. Whenever possible,.an employee .laid off from one department
-
shall be assigned to a suitable position elsewhere. Whenever possible,
at least two weeks' notice or two weeks', severance,pay in lieu of the
notice shall be given prior to layoff. In determining the order of
layoff, the following factors shall be taken into consideration:
a. Needs of service;
b. Nature of work to be curtailed;
C. Length of service; performance qualifications;
d. In addition to the above factors, the advisability of
demoting the employees in higher classes to lower classes for
which they are qualified and laying off those in lower
classes may also be considered;
e. No regular, full-time employee shall be laid off from any
position while a temporary employee is still employed in the
same department.
31
12.4 Separation for Incapacity
An employee may be separated for incapacity for medical reasons when
the employee no longer meets the standards of fitness required for the
position or is not physically capable of performing assigned duties
without endangering self, other persons, or ;property. A finding of
incapacityshall -be made through individual medical determination by
competent.authority at the City's expense in a manner prescribed by the
City Administrator. Separation for incapacity shall not be considered
disciplinary action and shall not operate to deny an employee the use
of any sick leave or other benefits that would otherwise be
appropriate. Separation for incapacity is an administrative measure
designed to protect the interests of the City and the employee and to
unencumber the employee's position so that a replacement may be
assigned for the maintenance of essential City functions.
32
CHAPTER 13
REINSTATEMENT
13.1 Following Resignation
A person who resigned in good standing may be reinstated to a position
at or below his or her former level within one year following
resignation, provided that the person is qualified to perform the
duties of the position and such reinstatement would be in the best
interest of the City.
13.2 Following Layoff
A,person who was laid off,from City.employment.may be reinstated.a.t any.,
time to a position at or belowhis or her former level, provided that
the person is qualified -to perform .the duties of the position. In.
appropriate circumstances, reinstatements following, layoffshall be
basedonseniority., with the persons with the longest total regular
City service being reinstated first.
13.3 Following Separation for Incapacity
A person who was separated for incapacity may be reinstated to a
position at or below his or her former level within one year following
separation, provided_ that the incapacity has been removed to the
satisfaction of�the City, the person is otherwise qualified to perform
the duties of the position, and the reinstatement would be in the best
interests of the City.
33
CHAPTER 14
COMPENSATION PLAN
14.1 Pay Darr
Employees shall be paid by check on a BI -weekly basis. There shall be
twenty-six pay -periods per year. ._For pay purposes, the City Work Week
shall begin at 12:01 o'clock A.M. on Sunday and end at 12:00 o'clock
Midnight on Saturday. The City shall make all wage or salary payments
by automatic deposit into a maximum of two accounts per employee. All
employees shall notify City, on forms provided by City, of their
specific account information. Employees will be furnished with a
payroll stub showing the amount of their wage or salary and any
accumulated leave.
14.2 Overtime Pay
Overtime, work shall be discouraged except to safeguard publichealth;
safety, and property. When overtime work is necessary it shall be
authorized in advance by the respective Department'Head.
a.. Classified Service - Employees in the Classified Service
,shall be eligible for compensation for overtime hours worked
at one and one half (1 1/2) times their regular rate of pay
during the workweek.
b. Exempt Service - Employees in the Exempt Service shall not be
eligible for monetary compensation for overtime hours worked.
C. Compensatory time may be used in lieu of overtime
compensation when in the best interest of the City and the
employee Compensatory time will be awarded at one and one-
half times the actual hours, worked as accumulated in
accordance with the Federal Fair Labor Standards Act. Such
Compensatory time may be utilized when authorized by the
Department Head based upon consideration of operational
requirements and when beneficial to the employee; provided
however, the following restrictions shall apply to the amount
of Compensatory time which may be used in lieu of overtime
compensation, to -wit:
1) No employee shall be allowed to carry over more than
sixteen (16) hours of compensatory time from one pay
period to the next.
2) All compensatory time shall be used prior to vacation
leave being utilized;
3) Any employees with more than sixteen (16) hours of
accrued compensatory time as of October 1, 1997 shall
have one (1) year to use the compensatory time in
excess of sixteen (16) hours; provided further that
during this transition period, employees shall use such
compensatory time prior to vacation leave being
utilized.
34
d. For pay purposes, the work week for Uniformed Police Officers
shall begin at 5:01 o'clock P.M. on Sunday and end at 5:00
o'clock P.M. the following Sunday.
14.3 Wages in Advance
It is a policy..of, the City.'of ,Blair that no advances of -future wages,
including accrued vacation leaver shall be -made.
14.4 Employee Benefits
The City offers a total compensation plan consisting not only of pay
but also of substantial employee benefits. The following are the
principal employee benefits which are offered to all permanent, full-
time employees working 40 hours or more a week after completing the
necessary waiting period:
a.. Medical insurance, visionand dental insurance start the
first of the month.following,_hire.
b. Life Insurance
c.,, Pension .- .. -regular;_ full-time employees, shall become!,., eligible,;;.
for participation in the City retirement program after one
(1) year of employment. When authorized, the City shall
deduct contributions at the rate of four (4%) of the
employee's base pay each pay period. Eligible law
enforcement personnel shall participate in the retirement
program for the Police Department upon date of hire. When
authorized, the City shall deduct contributions at the rate
of six (6%) of the police employee's base pay each pay
period. The City shall_ match the employee retirement
contribution.
d. Paid holidays and paid leave for vacation, illnesses and
other designated purposes.
Benefits available to all employees:
a. Worker's Compensation;
b. Unemployment Insurance; and
C. Social Security
Information regarding paid holidays, vacation and sick leave is
included elsewhere in the manual. Any questions not answered in the
manual in regard to benefits should be directed to the City
Administrator. These benefits are subject to change.
35
14.5 Clothing and Uniform Allowance
Law Enforcement and Public Works Department Employees shall be eligible
for clothing and uniform allowances as follows:
a. Law enforcement employee clothing.and uniform allowance shall
be increased to:,the sum of :$800:100'" per year -per employee:° -
b. Public Works Department employees - uniforms furnished by the
City through rental service or actual purchase.
14.6 Education Benefits
Eligible City employees shall be entitled to tuition assistance in
addition to any training required by the City. The tuition assistance
shall be on the following term:
a. The City shall reimburse eligible employees for seventy-five
percent (75%) of the actual tuition- costs; however, the
reimbursement shallnotexceed-$60.00-per credit hour.
b. An employee must have not less than three (3) years' current
continuous full time employment with the, City to be eligible,
for the tuition reimbursement.
C. No tuition reimbursement shall be made unless the employee
attains successful completion of the course resulting in a
grade equivalent to C- or better.
d. Tuition paid any Nebraska State College, Nebraska State
University, Nebraska Metropolitan Technical College; Dana
College shall be eligible for reimbursement. The City
Administrator prior to the employee's enrollment shall
approve tuition for any other class. or at any other
institution.
e. Tuition reimbursement shall be limited to courses in math,
science, English, speech, computer, or other courses that
directly improve or enhance the employee's service to the
City. The City Administrator prior to enrollment must
approve all courses by the employee.
f. The tuition reimbursement shall be limited to six (6) credit
hours or an equivalent for each year from August 1 to July
31.
36
CHAPTER 15
CONFERENCES AND TRAVEL
15.1 Approval
Attendance of City employees at conferences, training sessions and
business meetings shall require prior approval of the City
Administrator when expenses to the City for other than regular salaries
and benefits are to be incurred.
15.2 Arrangements
Department heads shall make appropriate advance arrangements for
transportation;, hotel accommodations and activity attendance. The
least, expensive mode of transportation shall be authorized. -
When automobile. transportation.is:specified, use, of a_privately owned
vehicle. shall- be., permitted -only if an. appropriate City -vehicle is.
unavailable. Employees using: privately owned vehicles should,,be_
reimbursed for mileage for 27 cents a mile.
15.3 Expenses
Unless otherwise authorized by the City Administrator, the City shall
pay only for expenses of City employees. Receipts for expenses shall
be required in order to obtain reimbursement. .
15.4 Other Auto Expenses
The out of town mileage reimbursement rate for those employee eligible
and using their own vehicle shall be $.27 per mile.
37
CHAPTER 16
SAFETY
16.1 Training
Department Heads shall ensure all employees of the department are
trained to work safely and that safety rules and regulations are
posted. Department Heads shall periodically conduct safety inspections
of the work site to detect hazardous areas or practices for correction
as appropriate. The Department Head therefrom shall maintain a record
of said inspections and results. Employees are expected to know and
observe prudent safety precautions at all times, to wear required
safety equipment, observe all posted safety rules, and regulations and
to keep the workplace neat and clean. Department Heads shall ensure.
all employees are instructed as to.fire,. disaster and evacuation plans
in effect for the City.
16.2 Accident and.Injury-Repor.ting,;
Employees shall immediately report all job accidents and injuries to
their supervisors or department heads. Within 24 hours of an employee
accident or injury, his/her department head shall file a report with
the City Administrator. A minor injury may be treated at the scene.
otherwise, the victim may be transported to a medical location for
treatment.
An employee operating__a city vehiclewhomis involved, in an. accident,
no matter how minor, shall .first notify 'a law enforcement agency and
then his/her, supervisor or department head. The supervisor or—
department
r-department head shall then notify the City Administrator.
M
CHAPTER 17
MISCELLANEOUS PROVISIONS
17.1 Personnel Records
The City Administrator shall maintain the .official. personnel records
for all City employees. An employee shall havethe right to inspect
his or her official personnel records under the supervision of the City
Administrator or designated representative. Departments may maintain
such working files as are necessary for day-to-day administration. The
following forms shall be used to facilitate personnel administration of
the City of Blair:
a. Application for Employment: Applicants seeking employment
with the City shall complete this form. The City shall
maintain applications for a period of two (2) years.
b. Medical Examination Report: This report shall only be
completed by a Doctor of Medicine. Each new employee of the
Police:Department may be required to have a -comprehensive
medical examination before centry to the City!s service. In'
addition, the City may require any employee_ to submit to a -
physical examination _before: or during any period. of City
employment to determine physical fitness to perform assigned
job duties.
C. Request for Leave Form: This form shall be completed by the
employee prior to the beginning date of the leave except
request for sick leave, which shall be made in advance if
possible, otherwise, at the earliest possible date.
1) Department. Heads - Department Heads shall submit their
request for leave to the City Administrator for
approval.
2) Other Employee - Employees other than Department Heads
shall submit their requests for leave to the Department
Head for approval.
17.2 Status Changes
An employee shall promptly inform his or her supervisor or department
head of any change in name, address, telephone number, marital status,
number of dependents, or other aspects of personal status impacting on
personnel, insurance, or payroll records. A Personnel Status Form
shall be completed before any change of employment status of any
employee is official. The supervisor or department head shall ensure
that the City Administrator is notified of each change. The City
Administrator must approve a change of status.
17.3 Suggestions
Employee suggestions for improving the efficiency, economy and
effectiveness of City government shall be encouraged. Employees may
submit written suggestions to their supervisors, department heads, or
to the City Administrator. Suggestions shall be acknowledged.
39
CONCLUSION
All City Employees help provide the services that the citizens of Blair
hope for, pay for, and expect. Good streets, excellent water systems,
enjoyable parks, good community- planning_, and police and fire
protection,_do not.just .happen.- As you .join this _organization, we know
that you,, .too will give: your. best effort to providethe:; people- of this:-
community
his -community with the services that they can expect. It is not an easy
task, but it is worthwhile.
Everyone with the City of Blair wishes you well on your job. We hope
that your working relationship with the City is long, pleasant and
rewarding.
M
INDEX
Page
Absence Without Leave
22
Accident and Injury Reporting
38
Administrative Leave
21
Affirmative Action
7
Appeal Procedure
29
Appointing Authority
14
Appointment Types
14
Assigned Vehicles
25
Basic Employee Responsibilities and Conduct
24
City Administrator
6
City Property
25
Civil Service
28
Civil Service Commission
6
Clothing and Uniform Allowance
36
Competitive Selection
8
Conferences and Travel Approval
37
Conferences and Travel Arrangements
37
Conferences and Travel Expenses.
37
Conflicts of Interest
25
Demotion
27
Demotion in Lieu of Layoff
9
Discrimination Complaints
7
Dismissal
28
Disqualification
11
Documentation and Notification
13
Education Benefits
36
Employee Benefits
35
Employee Development Policy
17
Employee Processing Orientation
17
Employment of Relatives
14
Equal Employment Officer
7
Equal Employment Opportunity Policy
7
Evaluation of Qualifications
11
Failure of Probation
16
Filing of Applications
10
Final Arbiter
28
Funeral Leave
21
Grievance Policy
29
Grievance Procedure
27
Holidays
22
Initial Processing of Application
12
Interviews
12
Lateral Transfer
9
Layoff
31
Leave Without Pay
21
Mayor - City Council
6
Maternity/Paternity Leave
23
Noncompetitive Selection
8
Outside Employment
25
Overtime
18
41
Overtime Pay
Pay Day
Performance Evaluation Requirement,
Personnel Records
Political Activity
Promotion Policy
Purpose and Design of Application Forms
Purpose of Evaluations
Purpose of Probationary Period
Reinstatement Following Layoff
Reinstatement Following Resignation
Reinstatement Following Separation
Requirement of Probationary Period
Retirement
Residence
Resignation
Safety Training
Selecting Officials
Separation for Incapacity_
Sick Leave
Solicitation
Special Employment Programs
Status Changes
Suggestions
Supervisory Responsibilities
Suspension
Temporary Positions
Types of Disciplinary Action
Vacancy Announcements
Vacancy Identification
Vacation Leave
Voluntary Demotion
Wages in Advance
Work Schedules and Attendance
Written Reprimand
for Incapacity
42
Page
34
34
17
39
26
8
10
17
16
33
33
33
16
31
14
31
38
12
32
19
26
9
39
39
24
23
9
27
10
8
18
9
35
18
27