Editor's Note: Former Ch. 140, Personnel, was amended
in its entirety 1-3-2023 by Ord. No. 477. Prior history includes Ord.
No. 194, Ord. No. 280, and Ord. No. 338.
[Ord. No. 477, 1-3-2023]
A. The purpose of this employee Personnel Manual is to serve as a ready
reference for all employees of the City of Warsaw. The manual will
provide you with answers to many questions that will make your job
easier. It is intended to serve as an overview of our employment policies,
guidelines for wages, hours, benefits and working conditions. The
language used in this employee manual is not intended to, and does
not, constitute an employment contract, either expressed or implied.
Reference to gender within this manual is not intended to be gender
specific: therefore, he/she is she and she is he.
B. Because of the many areas with the employment by the City of Warsaw,
it is not possible to cover every aspect of our personnel policies.
Rather, the manual should allow you to quickly become informed of
certain basic rules under which we operate. However, with the ever-evolving
needs of the City, the Board of Aldermen may sometimes find it necessary
to expand or change some of these policies. When this is done, written
notices outlining the changes will be sent to you as guidance.
[Ord. No. 477, 1-3-2023]
A. Our manual is to communicate the polices and procedures which establish
clear expectations between the Board of Aldermen and employees. These
guidelines are intended to provide a framework from which the City
can deal fairly with all employees. We see this manual as a living
document which will be reviewed periodically.
B. Our entire organization is dedicated to serving the needs of the
citizens of Warsaw. We must deliver our services to the citizens and
visitors of Warsaw in a professional and courteous manner, always
remembering that above all the business of government is providing
for people what they cannot affordably or practically provide for
themselves.
C. All team members are expected to become familiar with current personnel
practices and to abide by the policies of the City as a condition
of employment. Concerns or questions regarding the information in
this handbook, or about an employment situation, should be directed
to your supervisor or to the City Administrator, City Clerk or the
designee, who has been assigned responsibility for administering Human
Resources at the City. We are here to serve employees in any way possible
and to assist in making employment with the City fulfilling and productive.
D. This manual, and any documents referred to within, supersedes all
prior employee manuals and policies whether written or oral.
[Ord. No. 477, 1-3-2023]
Employment with the City is voluntarily entered into and the
employee is free to resign at any time, however prior notice of resignation
is strongly recommended as it affects an employee's non-vested
benefits and reflects negatively on work ethic. Similarly, the City
may terminate the employment relationship "at will" at any time, with
or without notice or cause. No provision of this handbook does, or
is intended, to modify the at-will relationship. Missouri law provides
that employees of municipalities are hired at will and may be discharged
at will. Only the Officials of the City may modify the at-will status
of an employee and it must be done in writing and approved by the
Board of Aldermen.
[Ord. No. 477, 1-3-2023]
The City fully complies with "The Immigration Reform and Control
Act of 1986." In conjunction with the Act an employee will be required
to provide proof of their eligibility to work on or before their first
day of employment. The City will utilize the E-Verify system as a
part of their new-hire process.
[Ord. No. 477, 1-3-2023]
Each City employee is responsible to perform their assigned
duties in order to meet service needs of the City.
[Ord. No. 477, 1-3-2023]
A. Employees will be told during the hiring process whether their position
is classified as "exempt" or "non-exempt." These classifications are
dictated by Federal guidelines, to which we strictly adhere.
1.
Full-Time. Those employees who are regularly scheduled to work
a minimum of forty (40) hours per week/fifty-two (52) weeks a year
with the accumulation of all City benefits.
2.
Part-Time. Those employees who are regularly scheduled to work
for not more than twenty-five (25) hours per week/fifty-two (52) weeks
a year or less with no accumulation of any City benefits.
3.
Variable Hour. Those employees who, when hired, are not regularly
scheduled and work hours that vary from week to week.
4.
Temporary/Seasonal. Those employees who are hired as interim
replacements, to temporarily supplement the work force or to assist
in the completion of a specific project for periods of less than six
(6) months with no accumulation of any City benefits.
[Ord. No. 477, 1-3-2023]
A. Employees will be told during the hiring process whether their position
is classified as "exempt" or "non-exempt." These classifications are
dictated by Federal guidelines, to which we strictly adhere.
1.
Exempt: Employees who are classified as "exempt" are paid at
a salaried amount, rather than an hourly wage, are exempt from overtime
pay when they work over forty (40) hours in a workweek. It is not
necessary for these employees to record the hours they work, but they
do submit information regarding vacation, illness, jury duty, bereavement,
etc.
The Chief of Police, City Clerk and City Administrator are exempt
employees and therefore shall not receive overtime pay without the
approval of the City Council.
2.
Non-Exempt: Employees who are classified as "non-exempt" are
paid an hourly wage and receive overtime pay at the rate of one and
one-half (1 1/2) times their regular hourly rate for all hours
worked that exceed forty (40) in a workweek. Any other paid but non-working
time (with the exception of holidays) is not counted in determining
qualification for overtime (such as vacation or bereavement). Non-exempt
employees must be authorized by their supervisor prior to working
overtime.
Per Federal guidelines, non-exempt employees must keep accurate
time records of the actual hours they work following the City's
procedures. Knowledgeable or deliberate falsification or alterations
of time records will result in termination.
[Ord. No. 477, 1-3-2023]
A. It is the policy of the City to provide equal opportunity in employment
to all employees and applicants for employment. No person will be
discriminated against in employment because of their race, religion,
color, sex, age, national origin, ancestry, disability, military status,
sexual orientation, gender identity or any other characteristic protected
by applicable Federal or State law. All employment decisions will
be made in accordance with the individual's ability to perform
the essential functions of the job. It is the City's responsibility
to act in a nondiscriminatory manner in the treatment of candidates
and employees to include hiring, promoting, compensating, eligibility
for benefits, training, and evaluating employees.
B. This policy applies to all terms, conditions, and privileges of employment
and all policies of the City.
C. An employee who has any questions or concerns about equal treatment
under this policy is encouraged to speak with the City Administrator,
City Clerk or their designee, who is responsible for Human Resources
administration for the City. They may do so without fear of retaliation.
[Ord. No. 477, 1-3-2023]
A. The will engage in the interactive process for individuals with disabilities
as defined in the Americans with Disabilities Act to assure that all candidates and employees enjoy equal
employment opportunities and access to benefits. Employees who require
an accommodation in their work or work environment due to a condition
which qualifies under the ADA should contact the City Administrator,
or their designee, who is responsible for Human Resources. Accommodations
necessitated as the result of a situation qualified under ADA will
be addressed through the defined process as well. The matter will
be handled with the utmost confidentiality and the City will make
any reasonable accommodations that do not create undue hardship as
defined by regulatory guidelines.
B. "Reasonable accommodation" under this policy means a reasonable modification
or adjustment to the job application process or to the work environment
or to the manner or circumstances under which the position desired
or held is customarily performed that enables the applicant or employee
to be considered for the position applied for or to perform the essential
functions of that position. Reasonable accommodations depend upon
the circumstances of the applicant or employee and the employer's
situation at the time of the need.
C. No individual will suffer any form of retaliation as a result of
requesting or utilizing a reasonable accommodation under this policy.
[Ord. No. 477, 1-3-2023]
A. The City is committed to providing all employees a work environment
that encourages productive work activity and mutual respect. To accomplish
this, we will have zero-tolerance for harassment or inappropriate
conduct as described in this policy by or toward any person (including,
but not limited to, a supervisor, co-worker, subcontractor, vendor,
City resident, or visitor) and will treat any such activity as a policy
violation subject to corrective action. This policy is in effect whenever
an employee is involved in business activities to include business
trips, social gatherings, and all other work-related activities.
1.
Harassment. The City prohibits harassment and inappropriate
conduct toward employees that targets their race, color, gender, age,
national origin, religion, disability, ancestry or other categories
protected by law. Harassment or inappropriate behavior is unwelcome
conduct whether the behavior or materials are written, verbal, graphic,
physical or visual in form. This type of conduct is in violation of
this policy and can take the form of offensive pictures, literature,
jokes, ridicule, epithets, and/or slurs. No one has the right to harass
anyone and when this kind of conduct creates an intimidating, hostile,
or offensive environment that alters the conditions of work it is
unacceptable and will not be tolerated by the City.
2.
Employee Response To Conduct Covered By This Policy. In some
cases, an individual will be unaware that certain behaviors or activities
are offensive and will discontinue them when asked to do so. The City
encourages this kind of forthright communication however we also require
that all incidents be reported even when the employee has requested
the offender to discontinue the behavior.
3.
Sexual Harassment: Sexual harassment deserves special mention,
it is illegal under Federal, State, and local laws but it can be difficult
to define. Certain conduct is more offensive to some individuals than
to others. One (1) form of sexual harassment is defined as unwanted
sexual attention of a persistent or offensive nature made by a person
who should reasonably know, or has been informed, that such attention
is unwanted. Other basic guidelines that we will follow are that pictures,
discussions, jokes or remarks involving sex, sexual innuendo, or a
particular individual's physical makeup are prohibited. The harassment
may be physical or psychological in nature and may be a series or
one (1) single event. It is inappropriate for any employee, supervisor,
or non-employee to engage in this type of activity and all incidents
must be reported. Although all types of prohibited behavior could
not be listed, the following list sets out examples considered inappropriate:
a.
Unnecessary touching or physical contact not needed to perform
job duties.
b.
Discussion of sex-related activities or gender-related physical
characteristics.
c.
Comments or slurs of a sexual or sexist nature.
d.
Sexual inferences, innuendos, and remarks, including catcalling
in passing.
e.
Cartoons or pictures that deal with a sexual or sexist subject.
f.
Material including nudity and all forms of pornography.
g.
Dirty or offensive jokes of a sexual or sexist nature.
h.
Pressuring someone to engage in a personal relationship.
i.
Requests for sexual favors.
j.
Stating, or implying, that an individual's conditions of
employment are dependent upon submission to sexual activities or a
relationship with an individual who has authority that affects the
employee's position.
k.
Making submission to, or rejection of, such activities or relationships
the basis of any employment-related decision.
l.
Any such related behavior that unreasonably interferes with
an individual's work performance or creates an intimidating,
hostile, or offensive work environment.
4.
Reporting Conduct. Anyone who has information regarding what
they believe to be harassment or inappropriate behavior as described
above should immediately notify their immediate supervisor, the City
Administrator or the City Clerk. This includes harassment or inappropriate
conduct by another employee, supervisor, or non-employee.
5.
Investigation Of Complaints. A prompt investigation of the alleged
activity will be undertaken, keeping information as confidential as
possible. All persons contacted are obligated to cooperate fully.
6.
Employer Response. Any person who is found to be responsible
for violating the City's harassment policy will be subject to
corrective action, the severity of which will be decided by the City's
management based upon the circumstances of the incident, up to and
including termination. If the behavior is a non-employee, we will
take whatever steps are necessary to protect the employee.
7.
Non-Retaliation. No one who participates in reporting such activity
or who makes a complaint under this policy shall suffer any retaliation.
8.
False Accusations. Charges of harassment are extremely serious
and individuals accused can suffer irreparable personal and professional
damage. Therefore if, after investigation, it is determined that a
false and malicious complaint has been made the employee who has made
the false accusation will be subject to corrective action up to an
including termination.
B. Improper conduct that disrupts the workplace, though it does not
rise to the level of "harassment," is still unacceptable and will
be subject to our corrective action process up to and including termination.
[Ord. No. 477, 1-3-2023]
The City will respond to all reference check inquiries from
other employers, credit agencies or other entities checking references
on current or former employees when accompanied by appropriate documentation.
Responses to such inquiries will normally confirm dates of employment,
verify wage rates (if the information has been provided to the inquiring
entity), and position(s) held. Information will only be provided pursuant
to the employee executing a signed release and the requesting entity
providing the City with a copy. Any employee who receives a request
for a reference on a current or former employee shall forward the
request to the Assistant City Administrator/City Clerk, or their designee,
and should not respond to the request themselves due to possible legal
ramifications if erroneous or legally restricted information is shared.
[Ord. No. 477, 1-3-2023]
All employees within City service may under Section 79.240,
RSMo., be removed by a two-thirds (2/3) vote of all the members elected
to the Board of Aldermen at will. The Board of Aldermen may pass ordinances
regulating the manner of impeachments and removals.
[Ord. No. 477, 1-3-2023]
The minimum age for employment of full-time employees shall
be eighteen (18) years of age. The minimum age for employment of part-time
employees shall be sixteen (16) years of age.
[Ord. No. 477, 1-3-2023]
Employees of the City of Warsaw shall not be required to live
within the City limits, but they are encouraged to do so. At the time
of appointment, promotion, etc., if all other factors are equal, City
residents shall be given favorable preference.
[Ord. No. 477, 1-3-2023]
No members of an immediate family shall be employed under a
supervisor of the same family, neither shall two (2) members of an
immediate family be employed at the same time, regardless of the administrative
department, if such employment will result in an employee supervising
a member of his/her immediate family. This policy applies to promotions,
transfers, reinstatements and new appointments. The provisions of
this Section shall not be retroactive and no action is to be taken
concerning those members of the same family employed at the time of
the adoption of this Section. "Immediate family" is defined as wife,
husband, mother, father, brother, sister, son, daughter, mother-in-law,
father-in-law, son-in-law, daughter-in-law, grandparents, grandchildren,
stepmother, stepfather, brother-in-law, sister-in-law, uncle and aunt.
[Ord. No. 477, 1-3-2023]
City of Warsaw sponsors a package of benefits for all eligible
employees. You will agree the benefits described in this manual represents
a very large investment by the City of Warsaw. Some additional benefits
are made available to you at your cost through payroll deduction.
City of Warsaw reserves the right to modify, add or delete the benefits
if offers. A change in employment classification that would result
in loss of eligibility to participate in the health insurance plan
may qualify an employee for benefits continuation under the Consolidated
Omnibus Budget Reconciliation Act (COBRA).
[Ord. No. 477, 1-3-2023]
The City of Warsaw makes available health insurance for all
full-time employees. City of Warsaw contributes ninety percent (90%)
and employee pays ten percent (10%) for health insurance. Employees
desiring additional coverage for spouse and or family may purchase
it through bi-monthly payroll deductions. Full-time employees are
eligible to receive additional health, dental and life insurance benefits
at their own expense.
[Ord. No. 477, 1-3-2023]
A. The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA)
helps employees and their dependents to continue their health insurance
even if they are no longer eligible under our health plan. There are
strict rules about when you can use COBRA. COBRA lets an eligible
employee and dependents choose to continue their health insurance
when a "qualifying event" happens. Qualifying events include the employee's
resignation, termination, leave of absence, divorce, legal separation,
or death. Another qualifying event is when a dependent child stops
being eligible for coverage under your health insurance.
B. If you continue your insurance under COBRA, you will pay the full
cost of the insurance at the City of Warsaw's rate and may pay
an administrative fee. When you become eligible for our health insurance
plan, we will give you a written notice describing your COBRA rights.
Notice contains important information about your rights and what to
do if you need COBRA.
[Ord. No. 477, 1-3-2023]
The City of Warsaw will provide each full-time employee with
a life insurance policy in the amount of twenty thousand dollars ($20,000.00).
[Ord. No. 477, 1-3-2023]
The City participates in the Local Government Employee's
Retirement System (LAGERS). LAGERS is a retirement program provided
by Missouri Statutes (Section 70.600 et seq., RSMO.) and controlled
by the Missouri General Assembly. This benefit will begin after six
(6) months of employment. An employee is invested after five (5) years
of service. City of Warsaw is in L-7 and contributes one hundred percent
(100%).
[Ord. No. 477, 1-3-2023]
A. All full-time employees, the Mayor and all members of the Board of
Aldermen shall receive at the beginning of each calendar year, family
season passes for the Warsaw Municipal Swimming Pool and the Shawnee
Bend Golf Course. A "family pass" shall mean the employee/official,
his/her spouse and dependent children age eighteen (18) and under.
B. All lifeguards and part-time municipal employees, while employed
by the City of Warsaw, shall receive an individual Warsaw Municipal
Pool pass.
C. All City Board members other than the Mayor and Board of Aldermen
shall receive a twenty-five percent (25%) discount on Warsaw Municipal
Pool family passes and the Shawnee Bend Golf Course.
[Ord. No. 477, 1-3-2023]
A. The Health Insurance Portability and Accountability Act of 1996 HIPPA limits exclusions for preexisting conditions; prohibits
discrimination against employees and their dependents based on their
health status; guarantees renewability and availability of health
coverage to certain employers and individuals; and protects many workers
who lose health coverage by providing better access to individual
health insurance.
B. The special enrollment rights apply without regard to the dates on
which an individual would otherwise be able to enroll under the plan.
Special enrollment periods apply to you and/or your dependent(s),
if you have a new dependent as a result of marriage, birth, adoption
or the placement for adoption (qualifying event). Under these rules,
a group health plan is required to provide the opportunity for special
enrollment for these individuals should they make the request within
thirty (30) days of the date the qualifying event occurred.
C. If you decline enrollment under City of Warsaw's plan for yourself
or your dependents (including your spouse) and state in writing that
you and/or your dependents have coverage under another group health
plan or health insurance coverage as the reason for declining to enroll
you may also have special enrollment rights. Special enrollment rights
may apply to you and/or your dependents in the event that you and/or
your dependents are no longer eligible for this other coverage.
D. Your plan may offer an annual open enrollment giving you the opportunity
to enroll yourself and/or your dependents if you have previously declined/waived
coverage for you and/or dependents.
[Ord. No. 477, 1-3-2023]
A. The standard workweek for hourly employees shall be five (5) days
(Monday through Friday) for a total of forty (40) hours per week.
B. Supervisors should work those hours necessary to assure the satisfactory
performance of their departments. Salaried employees are required
to work a minimum of forty (40) hours per week. The supervisor shall
not be considered an hourly employee and shall not be entitled to
overtime pay under this Section unless approved by the Board of Aldermen.
C. No employee shall work outside the parameters of the employee's
regularly set work schedule without the prior written consent of the
City Administrator. This includes time before and after the open and
close of City offices, along with holidays and weekends. In addition,
an employee that works more than forty (40) hours in any given work
week shall not be entitled to reduce their work hours as "make-up"
time during any other previous or subsequent work week without the
prior written approval of the City Administrator.
D. Employees shall begin work at a time set by management for the department
that shall provide the most effective productivity for that department
and shall take into consideration weather extremes. The time set shall
be consistent and changed no more than three (3) times during the
year.
E. Employees shall be expected to work an eight-hour day with a thirty
(30) minute lunch approximately four (4) hours after the start of
work. Should the work load not afford the thirty (30) minute break
at the approximate time, then the employee shall be afforded the thirty
(30) minute break at the earliest convenient time. In the case of
an emergency repair, and no convenient time is available after six
(6) hours have been worked due to the emergency, the employee shall
be paid through the thirty (30) minute lunch break.
F. Any other breaks afforded the employee shall be at the discretion
of the supervisor and shall be no more than fifteen (15) minutes in
length and no more than twice a day.
G. Salaried employees, upon exhausting all work-related time benefits,
including, but not limited to, sick leave and vacation time, shall
not be absent for a period exceeding three (3) workdays without a
valid written excuse substantiating the absences to City Administration,
in the discretion of the City Administration. In the event no valid
written excuse is provided to City Administration, the employee shall
not receive wages or accrue benefits until such time as the employee
returns to work.
H. Our employees are paid every two (2) weeks. Time sheets are to be
submitted to your supervisor/department Monday morning before City
payday on Friday. Pay is for the two (2) workweeks preceding the next
payday.
[Ord. No. 477, 1-3-2023]
A. It shall be the duty of each employee to maintain high standards
of conduct, cooperation, efficiency and economy in their work for
the City. Whenever work habits, attitude, production or personal conduct
of any employee falls below a desirable standard, supervisors would
point out the deficiencies at the time they are observed. Corrections
and suggestions should be presented in a constructive and helpful
manner in an effort to elect the cooperation and good will of the
employee. Whenever possible, oral and/or written warnings with sufficient
time for improvement shall precede formal discipline.
B. We expect City of Warsaw employees to be reliable and punctual. You
should report for work on time and as scheduled. If you cannot come
to work or you will be late for any reason, you must notify your supervisor/department
head as soon as possible.
C. Unplanned absences can disrupt work, inconvenience other employees,
and affect productivity. If you have a poor attendance record or excessive
lateness, you may be subject to disciplinary action, up to and including
termination of employment.
[Ord. No. 477, 1-3-2023]
A. Regular full-time employees' "overtime" shall be defined as
an extension of regular hours worked; however, overtime pay shall
not be paid until forty (40) regular hours have been worked.
B. All overtime hours shall be approved prior to the employee completing
the assigned work, and the department head or supervisor shall sign
off on all overtime hours worked.
C. Law enforcement full-time employees shall have an overtime threshold
of eighty (80) hours in a fourteen (14) day pay period.
[Ord. No. 477, 1-3-2023]
The City has a compensatory time policy which applies to employees
in non-exempt job classifications. Compensatory time may be provided
to an employee in lieu of overtime pay. Maximum number of hours of
comp time that an employee may carry is forty (40) hours. Employees
of the City of Warsaw are to sign a form to take compensatory time
or overtime at the beginning of their employment.
[Ord. No. 477, 1-3-2023]
A. All employees of the City of Warsaw are to be considered to be on
call in emergency situations. An employee is expected to report to
work in a reasonable time period when called by his or her supervisor.
Employees are to report regardless of the number of hours worked in
the previous week or day.
B. Any employee called to respond to an emergency will be paid for a
minimum of two (2) hours at the rate of pay normally associated with
his/her position. This does not mean an employee will automatically
receive overtime compensation.
[Ord. No. 477, 1-3-2023]
Should a non-exempt employee be required to return to work during
a normal off-duty period because of an emergency or other reason,
that employee shall be paid for all call-back hours worked at one
and one-half (1 1/2) times the regular rate, and shall be paid
for a minimum of two (2) hours. The City Administrator may allow flexible
scheduling during winter events to reduce overtime compensation. Overtime
will be rounded to the nearest one-quarter (1/4) hour.
[Ord. No. 477, 1-3-2023]
A. All full-time employees of the City shall receive normal compensation
for the legal holidays listed below. Legal holidays to be observed
are:
New Year's Day
|
January 1
|
Martin Luther King Jr. Day
|
Third Monday in January
|
Presidents' Day
|
Third Monday in February
|
Memorial Day
|
Last Monday in May
|
Juneteenth
|
June 19
|
Independence Day
|
July 4
|
Labor Day
|
First Monday in September
|
Veterans Day
|
November 11
|
Thanksgiving
|
Last Thursday in November
|
Friday after Thanksgiving
|
Day after Thanksgiving
|
Christmas Day
|
December 25
|
B. When a holiday falls on a Saturday the preceding Friday shall be
observed as the holiday. When a holiday falls on a Sunday the following
Monday shall be observed as the holiday.
C. Any full-time employee who shall be required to perform work or renders
services on a regularly scheduled holiday shall receive a day off
at his/her regular pay rate in lieu of the holiday missed, or at the
option of the City, an employee may be compensated at the City's
approved overtime rate for his/her service on the regularly schedule
holiday.
D. Any hours over forty (40) hours that a full-time employee in the
City service shall have worked, plus the hours for the holiday, shall
be deemed overtime and shall be paid at time and one-half (1/2).
[Ord. No. 477, 1-3-2023]
A. Every employee in the City holding a full-time status position shall
be allowed annual vacation leave with pay. Vacation leave shall be
accumulated at the rate of one (1) day, eight (8) hours for each month
of service. After ten (10) years of consecutive service to the City,
the employee shall be granted an additional five (5) days of paid
vacation, eleven and thirty-three hundredths (11.33) hours per month.
After twenty (20) years of consecutive service to the City, the employee
shall be granted another additional five (5) days of paid vacation,
fourteen and sixty-six hundredths (14.66) hours per month.
B. Vacation leave may be taken any time following its accumulation with
the consent of the employee's supervisor. Leave shall be requested
in writing and approved unless in an emergency.
C. Vacation leave credit may be carried from one (1) year to the next.
However, employees may not accumulate more than fifteen (15) days
or one hundred twenty (120) hours of vacation leave.
D. Part-time employees shall not be eligible for vacation leave.
[Ord. No. 477, 1-3-2023]
A. Sick Leave.
1.
All full-time employees in the City Service shall receive one-half
(1/2) sick day, four (4) hours per month, being a total of six (6)
per year. One (1) of the sick leave days each year may be used for
personal business. Sick leave shall be credited to the employee at
the end of each month of service.
2.
Part-time employees shall not receive sick leave.
3.
Employees may accumulate up to sixty (60) days of sick leave.
4.
Employee terminating from the City shall not be allowed the
use of sick leave in the last two (2) weeks of employment. Upon retirement
after having served the City for a minimum of twenty (20) years, the
retiring employee shall be paid for all hours accrued at his/her regular
rate of pay.
5.
Sick leave may be used for personal or immediate family related
illness. An employee requesting sick leave should notify their supervisor
as soon as possible. Any advance notice for routine appointments should
be requested in writing to the employee supervisor.
6.
An employee who is absent three (3) or more consecutive days
due to personal or family illness is required to present a doctor's
statement stating the circumstances that have made them unable to
work for the full period of time and releasing them, if personally
ill, to return to work with or without restrictions.
7.
Abuse of the sick leave privilege will result in dismissal of
an employee.
B. Military Leave.
1.
Employees shall be entitled to a leave of absence from their
respective duties, without loss of time, pay, regular leave, impairment
of efficiency rating or of any other rights or benefits to which otherwise
entitled, for all periods of military services during which they are
engaged in the performance of duty or training in the service of this
State at the call of the Governor and as ordered by the Adjutant General
without regard to length of time and for all periods of military services
during which they are engaged in the performance of duty in the service
of the United States under competent orders for a period not to exceed
a total of one hundred twenty (120) hours in any Federal fiscal year.
2.
Any full-time employee who is drafted or called to active duty
into the military service shall upon termination of his military service,
be entitled to return to the City service at a level equivalent to
the position held on his/her departure. This leave of absence shall
not exceed the period of time necessary to complete the period of
active duty that he/she has been involuntarily ordered to perform.
3.
All full-time employees who are drafted or called to active
duty into the military service shall accumulate benefit hours that
would accrue during their absence at the rate provided for each benefit.
C. Funeral Leave. Any full-time employee may be granted up to five (5)
days' leave in the event of the death of a member of his/her
immediate family. Such leave shall not be deducted from either sick
or vacation leave. Immediate family is defined as wife, husband, mother,
father, brother, sister, son, daughter, mother-in-law, father-in-law,
son-in-law, daughter-in-law, grandparents, grandchildren, stepmother,
stepfather, brother-in-law, sister-in-law, uncle and aunt.
D. Jury Leave. A full-time employee may be granted leave with pay when
required to be absent from work for jury duty or as a trial witness.
Compensation for such leave be limited to the difference between pay
received from this service and the employee's regular pay.
E. Disability Leave. Any employee who is temporally disabled in the
line of duty shall receive pay equal to the difference between the
amount received from workers' compensation benefits and his/her
normal pay amount for the period of his/her disability without charge
against his/her vacation or sick leave, subject to the following conditions:
1.
Provided that the disability resulted from an injury or illness
sustained directly in the performance of the employee's work
as provided in the State of Missouri Workers' Compensational
Act.
2.
If incapacitated for his/her regular assignment the employee
may be given other duties with the City Government for the period
of recuperation. Unwillingness to accept such an assignment as directed
by his/her supervisor, department head or City Administrator will
make the employee ineligible for disability leave during the time
involved.
3.
A physician selected or approved by the City shall determine
the physical ability of the employee to continue working or to return
to work.
4.
Disability leave shall not exceed thirty (30) working days for
any one (1) injury or occurrence.
F. Maternity Leave.
1.
Maternity Leave. At the option of the employee requesting maternity
leave without pay, the employee may elect to use this benefit, regardless
of how much annual vacation or sick leave she has available to her
(since pregnancy is a condition not an illness). Any portion of the
time before and after delivery can be taken off in a paid-leave status
(i.e., vacation or sick leave) or can be taken as leave without pay.
The normal length of a maternity leave without pay is twelve (12)
weeks; however, this period can be extended up to six (6) months,
at the request of the employee with approval of the Board of Aldermen.
Should the employee choose the without-pay option, the employee is
not in a City-paid status; therefore, she earns no benefits until
she returns. The employee's full-paid status, should she come
back to full-time, would be exactly where it was when she left City
employment.
2.
Maternity Leave Without Pay.
a.
Employees on maternity leave without pay may continue their
active health care and insurance benefits by paying the premiums that
are due on their policies, for the length of their leave.
b.
Employees shall be guaranteed that they will receive either:
(2) A position of the same classification back upon
their return to full-time status.
Employees requesting maternity leave without pay status should
request this benefit at least three (3) months in advance of their
anticipated leave date. Additional consideration may be given to the
length of the leave granted based on physician's input.
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3.
Filling Of Position. The employer may fill the position of the
individual on maternity leave without pay by a part-time or temporary
employee for length of the full-time employees leave. The part-time
or temporary employee filling such a position will be notified that
he/she will no longer have a job when the regular employee returns
from leave status. Questions regarding maternity leave without pay
should be directed to the Personnel Officer.
[Ord. No. 477, 1-3-2023]
A. Political Activities. City employees shall not be appointed or retained
on the basis of their political activity. City employees shall not
be coerced to take part in political campaigns to solicit votes, to
levy, contribute or solicit funds or support for the purpose of supporting
or opposing the appointment or election of candidates for any municipal
office.
B. Political Activities — Individual Activities. No City employee
shall actively advocate or oppose the candidacy of any individual
for nomination or election to any municipal office, but an employee
may participate in political affairs at other levels of government,
provided such participation does not adversely affect his/her performance
as a City employee. Employees are expected to exercise their right
to vote in municipal elections but shall not engage in or participate
in any other way in any municipal election signs or billboards on
employee's property.
C. Political Activities — Individual Activities — Penalty. Failure to comply with the requirements of Subsections
(A) and
(B) shall be grounds for immediate dismissal.
[Ord. No. 477, 1-3-2023]
Employees may not engage in any private business or activity
while on duty. No employee shall engage in or accept private employment
or render any service for private interest when such employment or
service is incompatible or create a conflict of interest with his/her
official duties. Any employee who accepts employment outside of service
to the City must never wear any uniform or clothing bearing the City's
name or provided by the City during the pursuit of said outside employment.
[Ord. No. 477, 1-3-2023]
Upon confirmation of an allegation of harassment, brutality,
improper force, abuse or other improper action or improper inaction,
whether threatened or occurring, the employee shall be immediately
suspended by the Mayor and City Administrator without pay, pending
a complete and thorough investigation of the matter and a closed hearing
before the Board of Aldermen. If the allegation deemed to be false,
then pay would be paid retroactive for the period of suspension.
[Ord. No. 477, 1-3-2023]
A. It shall be the duty of all City employees to comply with and to
assist in carrying into effect the provisions of the City's personnel
rules and regulations. No full-time employee shall be disciplined
except for violation of established rules and regulations and such
discipline shall be in accordance with procedures established by the
personnel rules and regulations.
B. We believe it is important to make sure that all employees are treated
fairly and that disciplinary actions are prompt, consistent, and impartial.
The major purpose of a disciplinary action is to correct the problem,
prevent it from happening again, and prepare the employee for satisfactory
performance in the future.
C. The City of Warsaw, whenever possible, shall use progressive discipline,
the progressive steps being:
D. Grounds For Action.
1.
Conviction of a felony or other crime involving moral turpitude.
5.
Intentional failure of refusal to carry out instructions.
6.
Misappropriation, destruction, theft or conversion of City property.
7.
Employee subsequently becomes physically or mentally unfit for
the performance of his/her duties.
8.
Acts of misconduct while on duty.
9.
Willful disregard of orders.
10.
Habitual tardiness and/or absenteeism.
11.
Falsification of any information required by the City of Warsaw.
12.
Failure to properly report accidents or personal injuries.
13.
Neglect or carelessness resulting in damage to City property
or equipment.
14.
Repeated convictions during employment on misdemeanors and/or
traffic charges.
15.
Introduction, possession or use on City property or in City
equipment of illicit drugs, intoxicating liquors or proceeding to
or from work under the influence of same.
16.
An employee has failed to pay or make reasonable provision of
future payment of just debts to such an extent that such failure is
detrimental to the City's reputation.
E. Employee Notice. A written notice shall be given to each employee
stating the reason for the disciplinary action and the date it is
to take effect. The notice is to be given to the employee at the time
such disciplinary action is taken. A copy of the notice, signed by
the employee or signed by the witness should the employee refuse to
sign the notice, shall be placed in the employee's file as prima
facie evidence of delivery.
[Ord. No. 477, 1-3-2023]
A. Insofar as may be possible, it is the general policy of the City
to anticipate and avoid occurrences of valid complaints or grievances,
including discrimination and to deal promptly with any which may arise.
City of Warsaw encourages an open and frank atmosphere in which any
problem, complaint, suggestion, or question receives a timely response
from City of Warsaw supervisors and management.
B. City of Warsaw tries hard to ensure fair and honest treatment of
all employees. We expect supervisors, managers, and employees to treat
each other with mutual respect. We encourage employees to give positive
and constructive criticism to each other.
C. If you disagree with City of Warsaw rules of conduct, policies, or
practices, you can state your concerns through the problem resolution
procedure described in this policy. You will not be penalized, formally
or informally, for making a complaint as long as you do it in a reasonable,
business-like manner. You will also not be penalized for using this
problem resolution procedure.
D. If a situation occurs when you believe that a condition of employment
or a decision that affects you is not fair, you are encouraged to
use the following problem resolution steps. You may stop the procedure
at any step.
1.
Submit the grievance in writing to the City Clerk who shall
forward a copy thereof to the City Administrator for action.
2.
If satisfaction is not achieved by the above procedure within
ten (10) working days, the grievance shall then be presented to the
Mayor for submission to the Board of Aldermen.
3.
Mayor will submit to the Board of Aldermen for consideration
at its next regular meeting. Employee, supervisor/department head
and any other interested party shall have the right to be heard. The
Board of Aldermen shall then take appropriate action, which may include
finding that the grievance is unjustified or any other appropriate
recommendation.
E. No employee shall be disciplined or discriminated against in any
way because of his/her proper use of the grievance procedure.
[Ord. No. 477, 1-3-2023]
Performance appraisals shall be performed by all supervisors
once per year for all employees. The appraisal is designed to assist
employees in making improvements in their work that may be judged
to be needed by their supervisor. All employees will be asked by their
supervisors to sign the appraisal form after it has been discussed
with the employee. This is not to say that the employee agrees with
the rating or any part of it, but simply that it has been discussed
with him/her and he/she is aware of its content. Performance appraisals
become part of an employee's permanent work record.
[Ord. No. 477, 1-3-2023]
Employees will be paid mileage of the IRS standard mileage rate
as stated yearly for the use of their personal automobile on business
when approved in advance by their supervisor. Personal automobiles
used for City business must have public liability and property damage
insurance.
[Ord. No. 477, 1-3-2023]
A. City of Warsaw is banning the use of cell phones, both company-issued
and personal while operating a motor vehicle or City equipment. If
you need to place or receive a call, exit to a safe location, place
the vehicle in park and place or receive the call accordingly. While
driving, if a phone call appears imminent (emergency), ask your passenger
to place or receive such call. If no passenger is present, pull off
to the side of the road in a safe manner (remotely away from traffic),
place the vehicle in park, apply your emergency flashers, and place
or receive such calls. Use of hand-free devices will be allowed for
company business only.
B. Remember, driving is a privilege and is your first priority. A phone
call is never as important as driving safety. Regardless, of the numerous
technical advances, the most important element in safe driving is
the individual driver. Use good common sense when using the cellular
phone and follow the above policy accordingly.
C. Employees are cautioned against personal use of the telephone. Personal
calls are to be made or received only in case of an emergency.
[Ord. No. 477, 1-3-2023]
A. It is the City's policy to provide a drug-free, healthy and
safe workplace in conjunction with Federal and State laws and the
OSHA "general duty clause." Employees are required to report to work
in a drug and alcohol-free condition and to perform their jobs in
a safe and satisfactory manner. Employees will be in proper mental
and physical condition while at work, or involved in work-related
activities, so they will perform their job effectively, safely and
without a threat to others. Being a patient under the Missouri medical
cannabis law does not exempt an employee from provision or requirement
of this policy. The City is a recipient under Federal grantee programs
and therefore is subject to Federal regulations related to the use
of illegal substances and strictly follows Federal law in this regard.
B. While participating in business events employees are representing
the City and we expect a similar commitment to a responsible representation
of the City.
[Ord. No. 477, 1-3-2023]
A. The purpose of this policy is to set consistent and clear-cut guidelines
for the handling of substance abuse cases involving City employees.
Through implementation of this policy, the City intends to provide
a drug and alcohol-free environment for its employees, and thereby
enhance the ability of City employees to deliver safe and efficient
services to the community. It is the intent of this policy to approach
substance abuse from a point of view that drug and alcohol dependencies
are medical and behavioral problems which can and must be treated.
In appropriate cases, disciplinary action will be taken in accordance
with the provisions of this policy and other regulations. Nothing
in this policy is intended nor shall be construed as a limitation
on the power of the City of Warsaw to take disciplinary action under
any applicable provision of the personnel policy or regulations.
B. If you violate this policy, it may lead to disciplinary action, up
to and including immediate termination of your employment. We may
also require that you participate in a substance abuse rehabilitation
or treatment program. If you violate this policy, there could also
be legal consequences.
C. If you have questions about this policy or issues related to drug
or alcohol use at work, you can raise your concerns with your supervisor
or the City Clerk's office without fear of reprisal.
[Ord. No. 477, 1-3-2023]
A. To maintain a safe work environment the City reserves the right to
require employees to undergo drug and/or alcohol testing under certain
conditions, including, but not limited to:
1.
New hires are required to pass a post employee drug test.
2.
A random testing program the specifics of which have been defined
by the City and covers employees.
3.
Post-Accident. Testing is mandatory after an on-the-job accident
that results in property damage or an employee requiring medical attention.
B. The safety of the employee and co-workers is too important to permit
violations of this policy and for that reason zero-tolerance is the
policy.
[Ord. No. 477, 1-3-2023]
A. A smoking area may be designed outside of each City building. Designed
smoking areas must be physically separated from work area and areas
of public access and building entrances and exits and situated so
that smoke does not intrude into such areas. Where it is not possible
to identify an appropriate area, the rights of non-smokers prevail
and a smoking area will not be designated.
B. Smoking is not allowed in City-owned vehicles.
[Ord. No. 477, 1-3-2023]
All applicants, employees and other compensated positions seeking
to engage in working for the City shall be required to submit to a
criminal background check.
[Ord. No. 477, 1-3-2023]
A. Recreation maintenance employees may wear shorts under the following
guidelines:
1.
From April 15 to October 15 as weather permits.
2.
Shorts shall not be worn while operating weed eater, chain saws,
spraying chemicals, working in thick brush or pouring concrete. It
will be required that an employee have a pair of long pants available
at all time should work be assigned as stated.
3.
Employees shall only be allowed to wear khaki (light tan to
brown) colored shorts that are between mid-thigh and mid-calf in length.
4.
Employees shall not be reimbursed for the cost of shorts.
B. All maintenance employees may wear authorized safety colored t-shirts:
1.
From April 15 to October 15 as weather permits.
2.
City shall purchase five (5) T-shirts with logo per employee
requesting them no more than once a year.
3.
City-purchased T-shirts may not be worn other than at work.
[Ord. No. 477, 1-3-2023]
A. All current and future employees of the City of Warsaw shall be provided
with a copy of the City of Warsaw Employee Seat Belt Usage Policy,
shall acknowledge by their signature that they have received a copy
of said. Signed copy shall remain in the employee's personnel
file.
B. All employees of the City of Warsaw must wear seat belts when operating
a company-owned vehicle, or any vehicle on company premises or on
company business. All occupants are to wear seat belts or, where appropriate,
child restraints when riding in a company-owned vehicle or in a personal
vehicle being used for company business.
C. Failure to abide by this policy could result in disciplinary action
or, in the event of an injury, a reduction in workers' compensation
benefits.
[Ord. No. 477, 1-3-2023]
A. The City has established a use of social media policy that will continue
to provide employees with a safe and effective workplace. The City
encourages full utilization of current technology to improve communication,
maximize efficiency, and better serve our internal and external needs
and the needs of our residents. This policy will provide guidance
to employees on the kind of comments that cross the line from private
lawful activity to activity that harms the City's legitimate
business interests, and therefore, subjects the employees to disciplinary
action.
B. This policy will give administrative personnel guidelines that may
apply when using information obtained from a social network site.
An employee use of social network sites becomes a problem when, in
the sole discretion of the City, it interferes with the employee's
work, is use to harass or discriminate against co-workers, creates
a hostile work environment, divulges confidential information, or
harms the goodwill, image and/or reputation of the City.
C. The City does not discourage employees' use of social media
within the established guidelines on non-business personal time. However,
the guidelines provided below should be adhered to whether during
business or non-business time. If an employee is uncertain about the
appropriateness of a social media posting they should check with their
supervisors or department head.
1.
Employees shall not post any comment or picture involving another
employee, councilmember, patron, citizen, or volunteer of the City
on the job or at City-sponsored functions without the City's
expressed written consent.
2.
Employees whose affiliation with the City is evident should
mention that the remarks made on the web only reflect their own views
and not necessarily the views of the City or other employees. However,
based on the needs of the City, an employee may be counseled to refrain
from commenting on work-related matters, even if he/she mentions that
his/her views are his/her own.
3.
Employees should remember that their conduct may reflect upon
the City and they are encouraged to exercise good judgment in their
web communications.
4.
Employees are cautioned that they may be subjected to discipline,
up to and including discharge, for making defamatory, obscene, libelous,
or offensive statements pertaining to the City or its employees.
5.
Employees should not provide any confidential proprietary, or
private information about the City or its employees.
6.
All City policies that regulate off-duty conduct apply to social
network activity, including, but not limited to, policies related
to illegal harassment, code of conduct, non-discrimination, etc.
7.
City logo may not be used on the web without prior written permission
from the City.