[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
To assist in providing a safe and healthful work environment for employees, customers and visitors, the City of Albany has established a workplace safety program. This program is a top priority for City of Albany. The City Administrator has responsibility for implementing, administering, monitoring and evaluating the safety program. Its success depends on the alertness and personal commitment of all.
B. 
The City of Albany provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, memos or other written communications.
C. 
Employees and supervisors receive periodic workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards. This training is conducted during monthly safety meetings which are held on the second (2nd) payday of each month. These meetings begin at the start of the workday and attendance is mandatory unless excused by the City Administrator.
D. 
Some of the best safety improvement ideas come from employees. Those with ideas, concerns or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor or with another supervisor or manager or bring them to the attention of the City Administrator. Reports and concerns about workplace safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal. A suggestion box is located in City Hall for those wanting to suggest ideas to improve safety.
E. 
Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations or who fail to report or, where appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination of employment.
F. 
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify the City Administrator, City Clerk or the appropriate supervisor. Such reports are necessary to comply with laws and initiate insurance and Workers' Compensation benefits procedures.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
The normal work schedule for all employees is eight (8) hours a day, five (5) days a week. Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
Personal use of the telephone for long-distance and toll calls may only be done during scheduled breaks. Each call should be documented and the form submitted to the City Clerk. Employees should practice discretion when making local personal calls and may be required to reimburse City of Albany for any charges resulting from their personal use of the telephone.
B. 
The use of City of Albany-paid postage for personal correspondence is not permitted.
C. 
To ensure effective telephone communications, employees should always use the approved greeting and speak in a courteous and professional manner. Please confirm information received from the caller and hang up only after the caller has done so.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
In keeping with the City of Albany's intent to provide a safe and healthful work environment, smoking in the workplace is prohibited except in those locations that have been specifically designated as smoking areas. In situations where the preferences of smokers and non-smokers are in direct conflict, the preferences of non-smokers will prevail.
B. 
This policy applies equally to all employees, customers and visitors.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
Each workday, full-time non-exempt employees are provided with two (2) rest periods of fifteen (15) minutes in length. To the extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and paid as time worked, employees must not be absent from their work stations beyond the allotted rest period time.
B. 
All full-time City employees are provided with one (1) meal period of sixty (60) minutes in length each workday. Supervisors will schedule meal periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
When operating requirements or other needs cannot be met during regular working hours, employees may be scheduled to work overtime hours. When possible, advance notification of these mandatory assignments will be provided. All overtime work must receive the supervisor's prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.
B. 
Overtime compensation is paid to all non-exempt employees in accordance with Federal and State wage and hour restrictions. Overtime pay is based on actual hours worked during a normal eight (8) hour day.
C. 
Failure to work scheduled overtime or overtime worked without prior authorization from the supervisor may result in disciplinary action, up to and including possible termination of employment.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance and follow all operating instructions, safety standards and guidelines.
B. 
Please notify the supervisor if any equipment, machines, tools or vehicles appear to be damaged, defective or in need of repair. Prompt reporting of damages, defects and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job.
C. 
The improper, careless, negligent, destructive or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
At times, emergencies such as severe weather, fires, power failures or earthquakes can disrupt company operations. In extreme cases, these circumstances may require the closing of a work facility. In the event that such an emergency occurs during non-working hours, KAAN radio will be asked to broadcast notification of the closing.
B. 
When operations are officially closed due to emergency conditions, the time off from scheduled work will be paid.
C. 
In cases where an emergency closing is not authorized, employees who fail to report for work will not be paid for the time off. Employees may request available paid leave time such as unused vacation benefits.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
The City of Albany will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the City Administrator.
B. 
Employees whose travel plans have been approved are responsible for making their own travel arrangements. Costs related to travel should have approval from City Administrator prior to purchase of any tickets.
C. 
When approved, the actual costs of travel, meals, lodging and other expenses directly related to accomplishing business travel objectives will be reimbursed by the City of Albany. Employees are expected to limit expenses to reasonable amounts.
D. 
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased or rented by City of Albany may not be used for personal use without prior approval.
E. 
Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved.
F. 
With prior approval, employees on business travel may be accompanied by a family member or friend when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the employee.
G. 
When travel is completed, employees should submit completed travel expense reports within thirty (30) days. Reports should be submitted to the City Clerk and be accompanied by receipts for all individual expenses.
H. 
Employees should contact the City Administrator for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses or any other business travel issues.
I. 
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
To provide for the safety and security of employees and the facilities at City of Albany, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare and avoids potential distractions and disturbances.
B. 
All visitors should enter at City Hall. Authorized visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors.
C. 
If an unauthorized individual is observed on the City of Albany's premises, employees should immediately notify their supervisor or, if necessary, direct the individual to City Hall.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
Computers, computer files, the e-mail system and software furnished to employees are property of the City of Albany and intended for business use. Employees should not use a password, access a file or retrieve any stored communication without authorization.
B. 
The City of Albany strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, the City of Albany prohibits the use of computers and the e-mail system in ways that are disruptive, offensive to others or harmful to morale.
C. 
E-mail may not be used to solicit others for commercial ventures, religious or political causes, outside organizations or other non-business matters.
D. 
The City of Albany purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, City of Albany does not have the right to reproduce such software for use on more than one (1) computer.
E. 
Employees may only use software on local area networks or on multiple machines according to the software license agreement. The City of Albany prohibits the illegal duplication of software and its related documentation.
F. 
Employees should notify their immediate supervisor, the City Administrator or any member of management upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
Internet access to global electronic information resources on the World Wide Web is provided by the City of Albany to assist employees in obtaining work-related data and technology. The following guidelines have been established to help ensure responsible and productive Internet usage. While Internet usage is intended for job-related activities, incidental and occasional brief personal use is permitted within reasonable limits.
B. 
All Internet data that is composed, transmitted or received via our computer communications systems is considered to be part of the official records of the City of Albany and, as such, is subject to disclosure to law enforcement or other third (3rd) parties. Consequently, employees should always ensure that the business information contained in Internet e-mail messages and other transmissions is accurate, appropriate, ethical and lawful.
C. 
The equipment, services and technology provided to access the Internet remain at all times the property of the City of Albany. As such, the City of Albany reserves the right to monitor Internet traffic and retrieve and read any data composed, sent or received through our online connections and stored in our computer systems.
D. 
Data that is composed, transmitted, accessed or received via the Internet must not contain content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating or disruptive to any employee or other person. Examples of unacceptable content may include, but are not limited to, sexual comments or images, racial slurs, gender-specific comments or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation or any other characteristic protected by law.
E. 
Internet users should take the necessary anti-virus precautions before downloading or copying any file from the Internet. All downloaded files are to be checked for viruses; all compressed files are to be checked before and after decompression.
F. 
Abuse of the Internet access provided by the City of Albany in violation of law or City of Albany policies will result in disciplinary action, up to and including termination of employment. Employees may also be held personally liable for any violations of this policy. The following behaviors are examples of previously stated or additional actions and activities that are prohibited and can result in disciplinary action:
1. 
Sending or posting discriminatory, harassing or threatening messages or images.
2. 
Using the organization's time and resources for personal gain.
3. 
Stealing, using or disclosing someone else's code or password without authorization.
4. 
Copying, pirating or downloading software and electronic files without permission.
5. 
Violating copyright law.
6. 
Failing to observe licensing agreements.
7. 
Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions.
8. 
Sending or posting messages or material that could damage the organization's image or reputation.
9. 
Participating in the viewing or exchange of pornography or obscene materials.
10. 
Sending or posting messages that defame or slander other individuals.
11. 
Attempting to break into the computer system of another organization or person.
12. 
Sending or posting chain letters, solicitations or advertisements not related to business purposes or activities.
13. 
Using the Internet for political causes or activities, religious activities or any sort of gambling.
14. 
Jeopardizing the security of the organization's electronic communications systems.
15. 
Sending or posting messages that disparage another organization's products or services.
16. 
Passing off personal views as representing those of the organization.
17. 
Sending anonymous e-mail messages.
18. 
Engaging in any other illegal activities.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
Workplace monitoring may be conducted by the City of Albany to ensure quality control, employee safety, security and customer satisfaction.
B. 
Computers furnished to employees are the property of the City of Albany. As such, computer usage and files may be monitored or accessed.
C. 
Because the City of Albany is sensitive to the legitimate privacy rights of employees, every effort will be made to guarantee that workplace monitoring is done in an ethical and respectful manner.
[Ord. No. 98-43 §§1 — 2, 11-3-1998; Ord. No. 02-10 §§1 — 2, 7-23-2002]
A. 
The City of Albany is committed to preventing workplace violence and to maintaining a safe work environment. Given the increasing violence in society in general, the City of Albany has adopted the following guidelines to deal with intimidation, harassment or other threats of (or actual) violence that may occur during business hours or on its premises.
B. 
All employees, including supervisors and temporary employees, should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, "horseplay" or other conduct that may be dangerous to others. Firearms, weapons and other dangerous or hazardous devices or substances are prohibited from the premises of the City of Albany without proper authorization.
C. 
Conduct that threatens, intimidates or coerces another employee, a customer or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual's sex, race, age or any characteristic protected by Federal, State or local law.
D. 
All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible to your immediate supervisor or any other member of management. This includes threats by employees, as well as threats by customers, vendors, solicitors or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible.
E. 
All suspicious individuals or activities should also be reported as soon as possible to a supervisor. Do not place yourself in peril. If you see or hear a commotion or disturbance near your work station, do not try to intercede or see what is happening.
F. 
The City of Albany will promptly and thoroughly investigate all reports of threats of (or actual) violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as is practical. In order to maintain workplace safety and the integrity of its investigation, the City of Albany may suspend employees, either with or without pay, pending investigation.
G. 
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action, up to and including termination of employment.
H. 
The City of Albany encourages employees to bring their disputes or differences with other employees to the attention of their supervisors or the City Administrator before the situation escalates into potential violence. The City of Albany is eager to assist in the resolution of employee disputes and will not discipline employees for raising such concerns.