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HomeMy WebLinkAbout1982-1386 - Ordinance - 10/14/1982ORDINANCE NO. 1386 AN ORDINANCE AMENDING CHAPTER 8, SECTION 1 OF THE CODE OF ORDINANCES, CITY OF COLLEGE STATION, RELATING TO THE ADOPTION OF PERSONNEL POLICIES AS SET FORTH IN A PERSONNEL POLICY HANDBOOK. BE IT HEREBY ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS THAT: I. CHAPTER 8, SECTION 1 OF THE CODE OF ORDINANCES, CITY OF COLLEGE STATION SHALL BE AMENDED TO READ AS FOLLOWS: SECTION 1: PERSONNEL POLICIES ADOPTED The personnel policy handbook entitled "City of College Station Personnel Handbook, October, 1982," together with the detailed procedural rules for disciplinary appeal and termination, one (1) copy of which is on file in the office of the city secretary, is hereby adopted as the official personnel policy of the City of College Station, Texas, to the same extent as if set forth at length herein. II. A copy of the handbook entitled "City of College Station Personnel Handbook, October 1982," together with the detailed procedural rules for disciplinary appeal and termination, is attached to and shall become a part of this ordinance. III. Should any section, paragraph, sentence, clause, phrase, or word of this ordinance be declared unconstitutional or invalid for any purpose, the remainder of this ordinance shall not be affected thereby. IV. All ordinances or parts of ordinances in conflict herewith are repealed to the extent of the conflict only. M And, it is ordained that this ordinance shall become effective from and after its passage in accordance with the city charter of the City of College Station. PASSED AND APPROVED THIS 14th DAY OF October , 1982. APPROVED: Bob Runnels, Mayor Pro - tem ATTEST: ian Jones, ty Secretary �K � M CITY OF COLLEGE STATION Personnel Handbook rr This personnel handbook supersedes all previous handbooks and manuals for the City of College Station. Policies and procedures affecting employees are explained in this handbook as well as the benefits available to municipal employees. r COPY 0 37103 29 CITY OF COLLEGE STATION Personnel Handbook October, 1982 u Affirmative Action Statement It is the policy of the city of College Station to provide equal employment opportunities without regard to race, color, religion, sex or national origin. This policy relates to all phases of employment, including but not limited to, advertising, recruiting, employment, placement, promotion, transfer, leave of absence, termination, rate of pay, selection for training purposes, use of facilities, vacations and holidays. Equal employment opportunity also applies to those with physical disabilities. Physical disabilities are disregarded unless those disabilities prevent performing essential basic tasks of a job. We are not an Affirmative Action employer merely by saying so. It is the responsibility of each city department to ensure implementation of this policy. Each department should seek immediate solution to wage and benefit discrepancies with regard to race, color, religion, sex or national origin. Long -range plans include determining the extent of underutilization of minorities and females and establishing measurable goals and reasonable timetables to improve their representation. Holidays Full -time, permanent employees will receive the following paid holidays: New Year's Day Good Friday Memorial Day Independence Day Labor Day Thanksgiving Day Following Christmas Eve Christmas Employee's Birthday Thanksgiving Part -time, permanent employees will be pro -rated one -half En day for these holidays. All temporary employees and volunteers will not be paid for holidays on which they don't actually work. 037,04 If a holiday falls on a weekend, will be either the preceding Friday or Employees will be notified in advance. falls on another holiday or a weekend, arranged with the supervisor. Permanent employees who work time and one -half for those hours would receive for hours normally holiday time itself is postponed one -half holiday rate is subject manager. Hours of Work the designated day off the following Monday. If one's birthday another day should be on a holiday will receive in addition to the pay they worked on that day unless the for later usage. The time and to change by the city The normal work week for city employees shall be 40 hours from 8 a.m. to 5 p.m. weekdays, unless otherwise provided by individual departments. For example, full time firefighters work 24 -hour shifts and average 56 hours per week. There will be two 15- minute breaks during the day, one in the morning and one in the afternoon, to be approved by the supervisor. Wage and Salary Policy n The personnel officer makes comparative wage studies to set salaries and wages in accordance with the responsibilities and duties of a job and the rates of similar work in the community. Each job classification has a minimum and a maximum rate of pay. Unless unusually -well qualified, each new employee will begin work in a job in Step 1, or the minimum pay rate. After successful completion of a six month probation period, the new employee may advance to Step 2. Other advances occur at no sooner than one year intervals -- unless there is a reclassification of a group of employees or there is a promotion of an individual. Each advancement is the result of performance evaluations. The city council annually determines cost -of- living adjustments, which are awarded in addition to approved merit raises. Probationary and Permanent Employees Persons hired on "probationary status" shall have no right to continued employment. Such persons may be dropped from City employment at will, without cause. Probationary status will be for six months, and may be extended for six additional months. After the probationary period, a person becomes a permanent employee or is released from employment. Conferences concerning performance, documentation of reasons for release, or other circumstances relating to employment shall not create any right to employment. Permanent employees have an expectation of employment and may not be terminated without sufficient cause. "Sufficient cause" shall include any acts or omissions related to the employee's duties which demonstrates the unacceptability of the employee for continued employment. Payday Most employees on an hourly wage will receive paychecks each Friday. All other employees will receive semi - monthly payments on the 15th of the month and again on the last day of the month. If these semi - monthly paydays fall on a weekend, � you will be paid on the preceding Friday. Salaried employees will be paid on an hourly basis for any incomplete semi - monthly pay period. Paycheck Deductions 1. Social Security is deducted, according to law, until the maximum tax has been deducted. 2. Federal Income Tax is withheld, according to individual salary and to the number of dependents stated on the employee's W -4 Form. 3. Five percent of your gross income is deducted for a retirement fund as provided by the Texas Municipal Retirement System. (See Retirement.) 4. The medical insurance premium for dependents of employees is deducted. This dependent coverage is optional. (See Insurance.) % Standby Some departments may designate certain members as standby on a rotating basis. These people respond in case of an emergency. They are compensated for standby designation, which implies readiness, and they are paid overtime for actual work required due to an emergency. Overtime and Compensatory Time Overtime compensation will be paid when authorized due to an emergency, but the requirement of frequent and considerable overtime in a department shall be considered evidence of understaffing or improper organization. A department will be subject to evaluation by the city manager if such an overtime situation exists. Those in administrative, supervisory, or professional levels and above as classified by department heads are not eligible for overtime pay, but do qualify for compensatory time. Exceptions to the rule must be approved in writing by the city manager. Those who intend to use compensatory time must keep accurate, detailed records of no less than one hour units and receive their supervisor's approval by initials or signature. Compensatory time should be used within a reasonable period of time not to pass six months. Approved time sheets should be used for this purpose. The pay rate for overtime work or the rate of compensatory time will be one and one -half times the normal rate, subject to change by the city manager. Sick Leave Full -time emplo month of employment, accumulation of sick Absences due to family illnesses and time. gees will or 12 da leave is illness, funerals earn one day sick leave for each ys annually. The maximum 120 days. doctor's appointments, immediate will be deducted from sick leave These are the only accepted uses of sick leave. This accumulated sick leave is valuable for the employee who may be stricken with a serious, long - lasting illness. You should regard this benefit as "insurance" in case of an emergency. The employee is not compensated for accrued sick leave at termination of employment, death, retirement or layoff. Part -time, temporary employees and volunteers do not � receive sick leave pay. Permanent, part -time employees will be pro -rated one -half the regular sick leave rate. gyJ d0! M M Vacations Full -time, permanent employees will earn 10 days paid vacation per year for the first two years on the job. After 2 years on the job, the employee will earn 12 days per year vacation. After 5 or more years on the job, the employee will earn 15 days per year vacation. After 15 years, the employees will earn 20 days per year vacation. New employees are only eligible for earned vacation after six months on the job. They may take no more than half the annual rate (5 days) at this time. Police and firefighters will earn 10 days per year paid vacation for the first year on the job, but will earn 15 days vacation for each following year. This will be translated into shifts for firefighters. The actual date of your vacation time should be planned with the head of your department. Department heads should plan their vacation time with the city manager. Vacation time can accrue for a maximum of two years credit. The employee loses credit for unused vacation time in excess of these maximums. If an employee has credit for unused vacation time when he quits or retires, he will be paid for these unused days vacation at his or her normal pay rate provided he or she leaves city service in good standing. Good standing requires your two week written notice and the judgment of your supervisor. Temporary employees and volunteers do not receive paid vacations. Permanent, part -time employees will be pro -rated one -half the regular vacation rate. Vacation time actually accrues on a monthly basis, beginning with the first complete month of employment. See schedule below: Non - Uniformed Personnel Vacation Schedule 1 year 10 days /yr. 2nd year " 3rd year 12 days /yr. 4th year " 5th year " 6th thru = 15 days /yr. 15th year 16th year 20 days /yr. 5/6 day /mo. 1 day /mo. 1 1/4 day /mo. 1 2/3 day /mo. Uniformed Police and Firefighter Vacation Schedule M 1 year 10 days /yr. 5/6 day /mo. 2nd year 15 days /yr. 1 1/4 day /mo. 0378 Employment of Relatives Relatives of department heads, or the city manager, or the city council members may not be employed with the city unless they held their jobs before the council members, or department heads, or the city manager took their respective places in the city organization. (See City Charter, concerning council members.) Personnel Information Any change in your marital status, retirement fund beneficiary, life insurance beneficiary, address, telephone number, or income tax withholding allowances, etc., should be brought to the attention of the personnel office. Release Of Information Pay status, employment history, and disciplinary records, etc., are absolutely confidential and shall not be discussed by supervisory personnel except to make necessary employment decisions. Current and former employees who wish information released shall make a request in writing. The personnel office will verify current or former employment by job titles and dates of service only, and supply any other information authorized in writing by the former employee. This policy does not prevent release of information which is contained in public records, as defined by law. i Workers' Compensation As an employee of the City of College Station, you are covered by Workers' Compensation Insurance. The city pays all insurance premiums. When you are injured on the job, you should report it or have it reported to your supervisor immediately. He or she will arrange with personnel for you to file a claim. Workers' Compensation insurance does two things for the employee. First, it pays all medical costs incurred by the injured. Second, it pays part, but not all, of the lost wages or salary. The Texas Workers' Compensation Law is not intended to fully indemnify the employee for salary lost. The city will pay for the first five days off the job without charging against sick leave. Any salary compensation for which you are legally entitled after that will come from the insurance company and not payroll. We will reactivate your regular paycheck when you return to work. Any over - payment by the city should be re- imbursed or will be deducted from your pay. 0x370'9 Jury Duty u M It is your civic jury duty. Full -time full pay during their the personnel officer immediately following Insurance responsibility to employees will be time of jury duty. should be notified duty. serve if called for kept on the payroll at Your supervisor and in advance and After three months continuous service, full -time permanent employees are eligible to become members of the city's group insurance plan. The insurer is Aetna Life & Casualty Co. Employees will be covered by a $10,000 life insurance policy and a $10,000 accidental death and dismemberment policy. The comprehensive medical benefit is 80% of covered medical expenses in a calendar year following a deductible. Premiums for this coverage are paid by the city. The life and A D & D policies are restricted to employees and are not available to dependents of employees; however, the comprehensive medical benefit is available to the dependents of employees through a payroll deduction. Booklets and summaries of the insurance plan are available to each employee. Aetna identification cards will be issued to each covered employee. Safety Safety procedures should be an important part of the city's training procedures, daily operations and public image. Each employee should be mindful of his own and his fellow employee's health and safety at all times. Those who are continually negligent of known safety procedures can be terminated or disciplined for failure to comply. Political Activity No city employee may run for a place on the city council without first resigning city employment. If other political activities of an employee substantially interfere with job performance of that employee or others with whom he or she works, the city manager may require an adjustment in hours of work and pay or a leave of absence during the campaign. No employee shall be discriminated against or favored for political reasons. '03710 Sexual Discrimination And Harassment The provisions of Title VII of the Civil Rights Act of 1964, as amended, and subsequent Federal regulations, including those relating to sexual discrimination in hiring and conditions of employment, are adopted by the City as a part of this personnel manual. No employee of either sex shall be subjected to differing conditions of employment based upon sex. Violations of these provisions shall be cause for suspension or termination of employment. Any employee subjected to such practices is encouraged to inform his or her supervisor immediately. In the cases involving supervisors, the employee should inform the City Manager. The supervisor or City Manager (in cases involving the supervisor) shall conduct a confidential inquiry into the allegation. Voting Employees are encouraged to vote. Generally, the polls are open before and after work to allow you this privilege. Solicitation All forms of solicitations are forbidden on city property unless specifically authorized by the city manager. Professional Dues Membership dues in professional organizations related to your job or employment with the city may be paid by the city, subject to budget approval. Likewise, enrollment in job - related schools, seminars and conferences may be paid by the city, subject to budget approval. Military Leave Employees are granted extended leave without pay for active military service. They retain employee retirement benefits and the right to return to work for the city after their tour of duty. Members of reserve units are granted a paid leave of absence up to 15 days per year for training. This paid leave does not count against their vacation time. 002711. Pregnancy Leave Women employees can take up to 4 months off due to pregnancy. They can return to work within that time when they are willing and able. Sick leave can be used for this leave of absence. Women employees must take leave without pay after accrued sick leave and vacation is used. Male employees can use no more than five (5) days sick leave for new infant care. Medical Examinations Police and firefighters are required as a condition of employment to pass a physical examination given by the appointed city health services. The examination is at no expense to the employee. Other personnel who may be added to this requirement will be added as a classification of employee or by department as budget permits. Use Of Alcohol Or Other Mind - Altering Substances No employee shall consume alcohol or any other chemical substance if the effects would impair satisfactory performance of his or her duties, or result in unsafe operation of City vehicles or equipment. No consumption of alcohol is permitted on City property, except in City parks while employees are off duty and are not identified by clothing or vehicles as City personnel. Violation of this rule shall be cause for suspension or termination. The Chief of Police may except certain police personnel from this rule where necessary to their duties. Personal Leave There are times when personal reasons may require an absence from work without pay. This should be arranged in writing prior to absence and this leave depends upon the needs of the department. It should only be necessary when the employee has no accrued vacation time available. In 03712 Secondary Job Employees may have outside jobs by the city. Written notice should office about outside employment. If hazardous, or presents a conflict of adverse effect on your work with the to give up that additional job or to Notaries Public during hours not required be given to the personnel an additional job is interest or has an city, you will be asked resign from city service. Should an employee need a document witnessed or notarized, the names of the Notaries Public working for the city may be obtained from the personnel office. Expense Vouchers Employees will be reimbursed for food, lodging and travel expenses incurred while on authorized city business. Expense vouchers must be filled out and signed to receive reimbursement. Department heads and the city manager must approve such expenses. Advance payments for these expenses are available and should be recorded when expense vouchers are filled out. Verification of Employment If you apply for credit, and a creditor calls seeking to verify your employment, the city will tell the creditor your job title and how long you have been employed. We verify salaries only on your written authorization. Transfers If you wish to be transferred or to be promoted to another job within your department, discuss the possibility with your department head. If you wish to be transferred to another job in another department, contact the personnel office. You will be considered among other applicants as desired vacancies occur. M The personnel office posts job vacancies on the bulletin board at city hall. 03 ell 13 Wage Assignments The city charter prohibits your involving the city in payment of personal debts. By state law, no employee should sign an agreement assigning any part of his or her salary to a creditor. Polygraph Examinations Consent Acceptance of probationary or permanent employment shall be consent to submit to a polygraph examination under the following circumstances: a.) Public funds or property which an employee has access to in his or her employment is missing or damaged, or b.) Formal charges (complaint, information, or indictment) of official misconduct or other criminal offense have been made, which relates to an employee's job responsibilities or his continuing �W► fitness for a position, or c.) The employee is a primary suspect for a criminal offense under investigation by a law enforcement agency, and the offense relates to the employee's job responsibilities or his continuing fitness for a position. Prior to the requirement of a polygraph examination, a preliminary investigation shall be conducted by the internal affairs officer of the College Station Police Department. The officer shall summarize existing evidence and list the employees implicated by the evidence. only where independent evidence responably delimits the suspect group may a polygraph examination be required. Consent to polygraph examinations under the above circumstances may only be withdrawn in writing, delivered to the City Manager. Withdrawal or refusal of consent shall be sufficient basis for nonemployment, reassignment, or termination. An employee shall be suspended without pay upon refusal to submit to a polygraph examination where required by these rules. rm 03714 Polygraph Evidence Termination or suspension may be particially based upon polygraph evidence only when: a.) other evidence admissible in proceedings under the Texas Administrative Procedures Act corroborates the employee's guilt and establishes that he had the opportunity to commit the crime or act in question, and is the probable actor; and b.) polygraph results from the employee show probable falsification as to the conduct in question. These provisions shall not create an expectancy of employment for probationary employees, who may be released without cause regardless of consent to polygraph examination or the results thereof. Disciplinary And Temination Procedure Before an employee may be reprimanded or reclassified without a reduction in pay, he is entitled to a conference with his supervisor, and may appeal the determinatyion to his Department Head. Before an employee may be classified with a reduction in pay, suspended for employment, or terminated, he shall be notified for the reason of the disciplinary action and given an opportunity for a hearing before the head of the Department. If the employee chooses he may appeal from the decision of his Department Head to the City Manager. The employee may be represented at this hearing by an attorney if he chooses, but no attorney will be provided. At either hearing, the employee is entitled to examine evidence, cross - examine witnesses or present proof. An employee may appeal the decision of the City Manager to the City Council. A COPY OF THE DETAILED PROCEDURAL RULES FOR DISCIPLINARY APPEALS AT ALL LEVELS IS ON FILE WITH THE DEPARTMENT HEAD AND THE PERSONNEL DEPARTMENT. YOU MAY OBTAIN A COPY TO READ UPON REQUEST. IF INVOLVED IN A DISCIPLINARY ACTION, YOU WILL BE FURNISHED A COPY FREE OF CHARGE ON REQUEST. An employee may be suspended with or without pay pending investigation of misconduct under the circumstances set forth the formal procedures for disciplinary hearings. M 03715 DISCIPLINARY AND TERMINATION PROCEDURE 1. Minor Disciplinary Action A permanent employee shall be notified of any acts or omissions which his supervisor determines to be probable grounds for: (a) a written reprimand, which shall be a permanent part of the employee's personnel file, and (b) a reclassification or reassignment of the employee without a reduction in pay. The supervisor shall hold a conference concerning the proposed disciplinary action. The supervisor shall ask the employee if he wishes to have a formal hearing as to any of the acts or omissions complained of. The supervisor shall give the employee a reasonable amount of time to decide. If the, employee requests a hearing, the supervisor shall set a date and time and give notice to the employee. The hearing shall be held in accordance with the initial hearing procedure below. No appeal shall be permitted from the initial hearing on (a) or (b) above. If the employee does not request a hearing, the acts or omissions involveded shall be discussed by the supervisor and the employee, and the supervisor shall determine what, if any, disciplinary action shall be taken. 2. Reassignment, Suspension, and Termination A permanent employee shall be given written notice of any acts or omissions which his supervisor determines to be probable grounds for: (a) reclassification with a reduction in pay, (b) temporary suspension from employment, with or without pay, (c) termination of employment. The notice shall state the reason for the disciplinary action or termination, the general sources of information relied upon, and the employment actions which could result. The employee may request a formal hearing within 3 working days of receipt of the written notice, by written request, signed by the employee, and delivered to the supervisor. If no hearing is requested, a permanent employee shall meet with the supervisor and discuss the possible employment actions. If a hearing is requested, the supervisor shall set a date and 1%pe time and notify the employee. Failure to request a hearing shall waive the right to determination of any employment dispute and 03"16 shall constitute consent to any employment action proposed or indicated in the original notice letter. 3. Initial Hearing Procedure The employee shall have the right to consult with an attorney prior to the initial hearing, but may not be represented by counsel at the hearing itself. This provision is made in the interest of streamlining the efficiency of public affairs, and simplifying the initial procedure for resolution of disputes. The employee shall have the right to be represented by counsel at any subsequent stage of the procedure. At the initial hearing, the head of the Department in which the employee works shall review the sources of information or evidence concerning the acts or omissions which are the subject of the hearing. The supervisor may rely upon any information which he believes to be credible, including opinions and hearsay, provided that the determination made may not be based solely upon opinion or hearsay. No other rules of evidence or proof shall apply. The Department Head shall explain the possible actions and shall discuss them with the employee, including the goals or objectives sought to be obtained by the use of such disciplinary actions. The Department Head shall give the employee the opportunity r to address each of the matters discussed, as well as the credibility of any evidence, to rebut, present witnesses, and cross - examine. After conclusion of the initial hearing, the Department Head shall make a determination and shall make a written report of the hearing and the determination. The written report shall include a brief summary of the evidence relied upon, specifically stating the source. The report state the objective sought to be obtained by the disciplinary action imposed. 4. Appeal The employee may appeal the determination made at an initial hearing by delivering a signed, written notice within 5 days to the personnel department. Upon receipt of a notice for appeal, the personnel department shall set up a time and date for an appeal hearing and notify the employee. The employee shall have the right to be represented by counsel at an appeal hearing. The City Manager or his delegate shall hear appeals, and make the final determination. The City Manager may review the report from the initial hearing, and any additional evidence presented. The rules of evidence applicable under the Texas 03717 Administrative Procedures Act shall apply at the appeal. The rules in the Act pertaining to the opinion or determination made at the hearing shall likewise apply, except as modified herein. Both parties shall be entitled to cross examine all witesses. The City Manager shall be entitled to confer with any parties outside the hearing, and to rely upon any information or evidence thereby obtained, provided that: a.) The employer and the City's representative are informed of his reliance upon any such information or evidence, and given reasonable opportunity to consider, address, or rebut same. b.) The reliance upon such information is clearly set forth in the written opinion or deter- mination made by the City Manager. 5. Appeal to the City Council The employee may appeal the decision of the City Manager to the City Council by giving written notice to the Mayor's office within 5 days of the date of the City Manager's determination. At least one week in advance of the hearing, an employee or his attorney may request: r (a) Copies of any documentary evidence that will be used at the hearing. (b) A list of the items expected to be shown or proved by the City and the expected manner of proof, whether by. documentary evidence or by witness. The names of witnesses shall be identified by both parties. No other shall be permissible. The Rules of Evidence applicable under the Texas Administrative Procedures Act shall apply at the appeal. The Rules in the Act pertaining to the opinion or determination made at the hearing shall likewise apply, except as modified herein. Both parties shall be entitled to cross - examine all witnesses. The City Council shall be authorized to issue subpoenas to any witnesses, or to issue subpoenas duces tecum for any documentary evidence, which subpoenas shall be enforceable by contempt through the District Court of Brazos County. The parties may review recordings, if any, of testimony at the hearing before the City Manager. No written transcripts of prior appeals shall be required. The employee may request a transcript if a recording has been made, which transcript shall be furnished by the City at the cost of $2.00 per page. That cost shall be paid upon delivery of the transcript, but such costs shall be reimbursed by the City if the employee °s appeal is 037JLS successful. A recording shall be made of the hearing before the City Council, but stenographic recording is not required. Either party may make independent arrangements for stenographic recording of the hearing before the City Council. 6. Employee Suspension During Investigation of Misconduct A permanent employee may be suspended with or without pay, subject to reinstatement and back pay where applicable, where the City Manager determines that the risk of loss to the City of his continued employment, or the critical necessity of public confidence in his integrity, requires such suspension. Conclusion of any investigation, and termination or reinstatement with back pay of an employee shall take place within sixty (60) days of any suspension, with or without pay, unless the employee consents, directly or by implication, to a longer period of suspension. Where evidence of an employee's guilt or responsibility for a crime or act is insufficient to justify termination, after completion of investigation, but good cause continues to exist for questioning the employee's involvement, the City Manager may reassign the employee to a less sensitive position, or may alter the duties of the employee. The employee's original pay status shall be maintained. An employee may appeal any action taken under this section to the City Council for de novo hearing as provided for above. 21 U3�19 n Mail Do not have your private, personal mail sent to city hall. Exceptions can be made for United Parcel Service deliveries. Also, there can be no personal use of the postage meter, even if you are willing to pay for the use, since we can not spare personnel to write receipts for each letter mailed. Layoff If the city faces a lack of work or a lack of funds, the work force may be reduced. Employees to be laid off will be determined by the quality and length of service. Written notice shall be given to the employee at least two weeks prior to the layoff. These employees' names will be put on a re- employment list for a period of one year. Resignation Employees should give at least two weeks written notice before leaving city employment. You should check with the personnel office about your retirement fund and accrued vacation time. (See Vacations, Retirement.) Exit Interviews n All city -owned should be turneTin final paychecks, or insurance premium r Personnel will checklist. or city- issued property and equipment to your supervisor before you can receive retirement refunds, or applicable efunds through personnel. include this on its exit interview Conferences With Employees It is part of the supervisor's responsibility to make recommendations to improve an employee's performance or conduct on the job. This is part of the employee's training. Employees should be counseled on persistent or more serious problems by means of a counseling statement form. This form becomes part of the employee's personnel record. 037✓ In Performance Evaluations Performance evaluations based on established job descriptions are made on employees from time to time. The results of these evaluations should be in writing and should be shown to the employee for his knowledge and instruction. All evaluations are kept in the employee's personnel folder, which is available to that employee or his supervisors for inspection. Public Relations The citizen's view of the city depends in large part on the kindness and courtesy of its employees. These qualities indicate good work habits and good training. The employee shall not use abusive language to the public. Use of City Vehicles Employees who have vehicles issued to them are expected to use them only for city business. Vehicles should also be left at the place of business unless the city manager determines that there is a business necessity after 5 p.m. that would require use of the vehicle either on a regular basis or an emergency. All city vehicles should be operated in a safe, prudent and legal manner at all times. Violations of traffic safety are grounds for discipline or discharge depending upon severity or repeat violations. Dress Code and Appearance All office personnel who have contact with the public should strive to dress and appear as professional people. Those who work outdoors should be considered separately from those who work indoors. The following rules are for those who work indoors: 1. No immodest or unconventional manner of dress for office workers. 2. No "T- shirts ". 3. No sneakers, track shoes, or hiking shoes. 4. Pressed, non -faded jeans or slacks are allowable with appropriate tops or shirts. 5. Exceptions may be made by department heads for special events. The dress code should apply to both male and female employees. Department heads will be expected to take final responsibility for the way their employees dress in accordance with the code. 03721 t Education Policy Those who miss work with department head's approval to attend classes in working toward a degree should account for that time by either working extra time or receive a reduction in pay equal to the number of hours attending classes. Working for certification within a department or attending seminars or other city business, not included. Job Descriptions Job descriptions should exist to generally outline the duties and responsibilities of the job to be used in selection, training, and evaluating personnel. Other reasonably related duties can also be expected of employees not specifically detailed in the description. The employer has the right to change the job descriptions as business necessities require. Retirement In 1948, the Texas Legislature established a statewide retirement and disability pension system for city employees. College Station is a member city in the Austin -based Texas Municipal Retirement System, TMRS. Five percent of each member employee's income is deducted from each paycheck as contribution to the retirement fund. The deposit rate 5% is set by the city council. The city also contributes to the fund for its employees. If an employee quits before collecting retirement benefits, he receives a refund of all his or her deposits plus interest. Every person who becomes a member of the TMRS should designate a beneficiary at the time membership begins. This information should be kept up -to -date. If the employee should die before retirement, the beneficiary will receive total deposits, plus applicable interest. In the event that a member becomes totally disabled, that member may be entitled to disability benefits upon application to TMRS. A member must have at least one year's service to be eligible for service connected disability benefits and must have at least 10 years membership for non - service connected disability benefits. n tXJ7