[R.O. 2012 §117.010; CC 1987 §23.010]
Each employee receiving an appointment or a promotion to a position in the service of the Village must serve a probationary period of six (6) months before his/her appointment or promotion shall be considered permanent. During the employee's six (6) month probationary period, the employee's work habits, abilities, attitude, promptness and other pertinent characteristics will be observed and evaluated by his/her supervisor, department head or other appropriate Village Officials. If the probationary employee fails to meet required standards of performance, he/she is to be dismissed, or if he/she is a promoted regular employee, he/she may be restored to the position from which he/she was promoted or to a comparable position. During the probationary period, the employee is not eligible for employee fringe benefits such as sick leave and vacation but will earn credit for those to be taken at a later date. Wages for designated holidays falling within the probationary period will be paid to probationary employees.
[R.O. 2012 §117.020; CC 1987 §23.020]
If at any time during the probationary period the supervisor determines that the services of a Village employee have been unsatisfactory, the employee may be terminated from his/her position by the Board of Trustees.
[R.O. 2012 §117.030; CC 1987 §23.030]
At the end of each employee's six (6) month probationary period, the supervisor of the employee shall complete a probationary report and notify the Chairman in writing that either:
The employee has successfully completed his/her probationary period and is capable of performing the duties of the position satisfactorily, and is henceforth to be considered a regular employee with all rights and privileges due him/her; or
The employee has not demonstrated ability to perform satisfactorily the duties of the position and is to be separated from the Village Government, or if promoted from another position returned to the previous or a similar position.
[R.O. 2012 §117.040; CC 1987 §23.035]
All employees serve the Village "at will" and may be discharged at any time. Nothing in this Chapter is intended to create in an employee any "property right" cognizable under Federal law. The provisions of this Chapter are to be considered "directory" in nature, rather than "mandatory".
[R.O. 2012 §117.050; CC 1987 §23.040]
[R.O. 2012 §117.060; CC 1987 §23.050]
The minimum age for employment as a probationary employee shall be eighteen (18) years of age, unless the Board shall in writing waive the requirement. The minimum age for employment of seasonal employees shall be sixteen (16) years of age. The minimum age for Police Officers, Reserve Police Officers and the Municipal Court Clerk shall be twenty-one (21) years.
[R.O. 2012 §117.070; CC 1987 §23.060]
No Village Trustee may be employed by the Village of Hanley Hills in any capacity, but this provision shall not be construed to prevent the donation of volunteer labor to the Village by any such Trustee.
[R.O. 2012 §117.080; CC 1987 §23.070]
Village employees shall not be appointed or retained on the basis of their political activity. Village 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.
[R.O. 2012 §117.090; CC 1987 §23.100]
No Village 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 Village 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.
[R.O. 2012 §117.100; CC 1987 §23.110]
Failure to comply with the requirements of Sections 117.090 and this Section shall be grounds for immediate dismissal. Any person who attempts to coerce or does coerce any Village employee to take part in activity prohibited by Sections 117.090 and this Section may be punished as provided in Section 100.220 of this Code.
[R.O. 2012 §117.110; CC 1987 §23.120]
Employees who create records of the Village are required to place the records in the custody of the Village. Any employee who fails to turn over such records to the Village Clerk upon demand may be subject to immediate discharge. An employee, upon leaving the service of the Village, who retains such records is guilty of an ordinance violation and may be prosecuted in the Municipal Court.
[R.O. 2012 §117.120; CC 1987 §23.130]
No full-time employee of the Village shall accept outside employment, whether part-time, temporary or permanent, without prior written approval from the Board. Each change in outside employment shall require separate approval. Approval shall not be granted when such outside employment conflicts or interferes, or is likely to conflict or interfere, with the employee's municipal service. Such approval, however, shall not be arbitrarily withheld. 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 creates a conflict of interest with his/her official duties.
[R.O. 2012 §117.130; CC 1987 §23.140]
It shall be the duty of the each employee to maintain high standards of conduct, cooperation, efficiency and economy in his/her work for the Village. Whenever work habits, attitude, production or personal conduct of any employee falls below a desirable standard, supervisors should point to the deficiencies at the time they are observed. Corrections and suggestions should be presented in a constructive and helpful manner in an effort to elicit the cooperation and good will of the employee. Whenever possible, oral and/or written warnings with sufficient time for improvement shall precede formal discipline.
[R.O. 2012 §117.140; CC 1987 §23.150]
The most effective accomplishment of the work of the Village requires prompt consideration and equitable adjustment of the employee grievances. It is the desire of the Village to address the cause of grievances informally, and both supervisors and employees are expected to make every effort to resolve problems as they arise.
[R.O. 2012 §117.150; CC 1987 §23.160; Ord. No. 855 §1, 12-16-2003]
The standard workweek for employees shall be a total of forty (40) hours per week.
[R.O. 2012 §117.160; CC 1987 §23.170; Ord. No. 810 §1, 9-20-2001]
The Hanley Hills Village Office will be closed on the following national holidays: News Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and the day after Thanksgiving, Christmas Day and the day after Christmas.
[R.O. 2012 §117.170; CC 1987 §23.180; Ord. No. 811 §1, 9-20-2001]
Employees of the Village of Hanley Hills will be granted annual vacations as follows: after one (1) year of service and through four (4) years, two (2) weeks; from five (5) through fourteen (14) years service, three (3) weeks vacation; after fifteen (15) years service, four (4) weeks vacation. No vacation shall be carried over to another year without previous permission from the Board of Trustees. In no case may more than one (1) week be carried over.
Annual vacations will be granted in each calendar year and will be determined as follows: an employee entering service on January second (2nd) or third (3rd) may take the last two (2) weeks of that calendar year for his/her vacation. The following year the vacation may be taken at any time during that year. An employee whose employment date for example is January 20, 1978, may take two (2) weeks vacation any time after January twentieth (20th) in 1979, and at any time in 1980, 1981 and 1982.
An employee whose employment date for example is May 15, 1970, may take two (2) weeks vacation prior to May 15, 1975, and one (1) more week after that date in 1975. In 1976 he/she may take three (3) weeks at any time during that year and each year through 1984.
The same formula will apply after fifteen (15) years service. Example: An employee entering service on September 10, 1960, may take three (3) weeks vacation prior to September tenth (10th) in 1975, and one (1) more week after September tenth (10th) in 1975. He/she may take four (4) weeks vacation at any time in 1976 and thereafter.
[R.O. 2012 §117.180; CC 1987 §23.190; Ord. No. 812 §1, 9-20-2001]
Sick leave to be granted as follows: six (6) days per year with accumulation to two hundred sixty (260) days.
[R.O. 2012 §117.190; CC 1987 §23.200; Ord. No. 859 §1, 3-20-2003]
An employee may be granted a reasonable amount of time as needed (to a maximum of three (3) days) in the event of the death of an immediate member of his/her family as determined by the Treasurer. An employee shall be compensated for the funeral leave at his/her regular rate of pay. "Immediate member of the family" is defined as: mother, father, sibling, spouse, child, mother-in-law, father-in-law, grandparent and grandchild. An employee may take vacation time or time without pay for funerals other than immediate family.
[R.O. 2012 §117.200; CC 1987 §23.210]
An 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 shall be limited to the difference between pay received for this service and normal duty pay.
All officers and employees of the Village who are or may become members of the National Guard or of any reserve component of the Armed Forces of the United States, shall be entitled to 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.
Before any payment of salary is made covering the period of the leave the officer or the employee shall file with the appointing authority or supervising agency an official order from the appropriate military authority as evidence of such duty for which military leave pay is granted which order shall contain the certification of the officer or employee's commanding officer of performance of duty in accordance with the terms of such order.
No member of the organized militia shall be discharged from employment by the Village because of being a member of the organized militia, nor shall he/she be hindered or prevented from performing any militia service he/she may be called upon to perform by proper authority nor otherwise be discriminated against or dissuaded from enlisting or continuing his/her service in the militia by threat or injury to him/her in respect to his/her employment. Any officer or agent of the Village violating any of the provisions of this Section is guilty of an ordinance violation.
Notwithstanding the provisions of any other administrative rule or law to the contrary, any person entitled to military leave pursuant to the provisions of Subsection (A) of this Section shall only be charged military leave for any hours which that person would otherwise have been required to work had it not been for such military leave. The minimum charge for military leave shall be one (1) hour and additional charges for military leave shall be in multiples of the minimum charge.
[R.O. 2012 §117.220; CC 1987 §101.010]
It is the policy of the Village of Hanley Hills to vigorously promote the objectives of public policy as set forth in the Equal Employment Act of 1972 (42 U.S.C. 2000e et seq.) and Presidential Executive Order 11246. To implement this policy, the Village does hereby adopt this Affirmative Action Plan. The goal of this plan is to insure that equal employment opportunity becomes a fact rather than a promise. The Chairman is directed to take personal leadership of this important program. Each department head and each employee of the Village is directed to report regularly to the Board of Trustees as part of the standard reporting procedure (including annual reports, staff meetings, etc.) on the progress being made in the Village under this plan.
The purpose of this program is to set out specific steps to be taken by the Village of Hanley Hills to insure that none of its personnel policies or practices discriminate against any individual on the basis of race, color, religion, sex, age, marital status and national origin or physical disability unless based upon a bona fide occupational qualification. Further, it specifies the opportunities of minorities and women.
The Chairman of Hanley Hills is given direct responsibility for implementing this affirmative action program. However, every employee is responsible for the ultimate success of the program. Performance on the affirmative action program will be vigorously audited and evaluated each fiscal year.
[R.O. 2012 §117.230; CC 1987 §101.020]
The Chairman is directed to undertake the following steps to insure that the affirmative action plan and its purposes are communicated to each employee of the Village as follows:
A letter shall be sent to all employees regarding the affirmative action plan and explaining the purpose of such plan.
A specific meeting of employees shall be held to discuss the program and to answer any questions.
A written memorandum shall be sent to all supervisors informing them of their general responsibilities regarding the affirmative action program.
Special meetings shall be held quarterly with supervisory personnel to discuss progress and problems relative to the program.
Requires equal employment opportunity posters and employer policy statements along with periodic notices regarding the program to be posted in places where employees normally expect to find such notices.
Summary reports on affirmative action performance shall be annually distributed to all employees.
Every employee shall be informed of the administrators to whom questions can be directed and whose counsel may be sought regarding the program.
Every employee shall be personally informed of the existence and operation of the internal grievance procedures set up under this plan for handling complaints of discrimination.
[R.O. 2012 §117.240; CC 1987 §101.030]
The Chairman is directed to implement the following:
All employment advertisements shall contain the words "an equal opportunity affirmative action employer".
Employment application forms shall contain the following clause: "The Village of Hanley Hills is an equal opportunity employer and shall not discriminate against an employee or applicant for employment because of race, color, religion, sex, age, marital status, national origin or physical disability unless based upon a bona fide occupational qualification. If you believe you have been discriminated against, you should notify the Village's Equal Employment Officer, the Equal Employment Opportunity Commission of the Village or the Missouri Commission on Human Rights."
A notification letter shall be sent to employment sources and minority organizations informing them of our affirmative action policy and asking for their active cooperation. The letter shall also state that the sources shall be promptly informed of all job openings.
A notification letter shall be sent to all vendors, suppliers and supply contractors with whom we do business informing them of our affirmative action commitment and soliciting their cooperation.
A notification letter concerning our affirmative action policy shall be sent to unions and employee associations with whom we deal asking for their active cooperation.
A letter shall be sent to minority contractors when construction is contemplated soliciting their bids or involvement in work.
[R.O. 2012 §117.250; CC 1987 §101.040]
The Chairman is directed to insure that the following are carried out:
The actions of every employee are important to achieving the Village's affirmative action plan's objectives. Disciplinary action shall be taken against anyone found to be deliberately obstructing implementation of the plan.
Every supervisor is critically important to the plan's success. Performance in meeting affirmative action objectives shall be carefully included in all future performance reviews. Future promotability and merit increases shall be dependent upon affirmative action results as any other important duties assigned to supervisory personnel.
[R.O. 2012 §117.260; CC 1987 §101.050]
The Chairman of the Village of Hanley Hills may, with approval of the Board of Trustees, appoint an EEO officer who shall have responsibility for developing procedures to implement this affirmative action plan and to audit and evaluate the success of these procedures.
The duties of an EEO officer are:
To annually review and revise the affirmative action plans with the assistance of top officials in the Village.
To annually audit and evaluate the affirmative action plan and prepare reports concerning the performance of the Village, its subunits and its management personnel regarding the affirmative action program.
To set up goals, timetables and procedures for implementing the review and redesign of current personnel practices and correcting current under-utilization of women and minorities.
To assist and to counsel all managers regarding their affirmative action responsibilities.
Counsel minority and women employees on career planning and other employment matters.
To assist and to counsel supervisors responsible for women and minority employees, especially in regard to the induction of new employees.
To maintain a liaison with the Equal Employment Opportunity Commission, the Missouri Commission on Human Rights and other government compliance agencies.
To maintain a liaison with all community organizations with an interest in affirmative action.
To be responsible for investigating and resolving allegations of discrimination against the Village.
The heads of various subunits within the Village shall be responsible for:
Analyzing their work force relative to utilization of minorities and women.
Setting goals and timetables for bringing their unit into compliance with the overall affirmative action program.
Promoting actively a positive climate in his/her subunit concerning affirmative action.
Counseling and giving special help to women and minority employees, particularly regarding promotional opportunities within his/her subunit or in other units of the Village.
[R.O. 2012 §117.270; CC 1987 §101.060]
All recruiting announcements will contain the following statement: "The Village of Hanley Hills is an affirmative action equal opportunity employer and will not discriminate in any of its employment practices on the basis of race, color, creed, sex, age, marital status, national origin or physical disability unless based upon a bona fide occupational qualification".
All pertinent sources of minorities and women shall be contacted by letter and, where feasible, personal visit regarding job opportunities.
Interest in employment opportunities in the Village shall be stimulated by our participation in appropriate activities in the local area. Visits shall be made to area educational institutions, especially those with large minority populations.
Recruitment trips outside the local area shall be made to solicit applications from minorities and women. This will be particularly true in the case of recruiting any professional or managerial people.
Efforts to hire minority and women employees for part-time and summer positions shall be made to encourage their interest in full-time employment opportunities with the Village.
[R.O. 2012 §117.280; CC 1987 §101.070]
The Village EEO officer shall prepare for each employee in the Village a job description describing the job content and the minimum level of competence needed for each employee in the Village.
Job descriptions shall be reviewed and revised where appropriate on a schedule so as to assure reflection of current work behaviors.
Job specifications shall be reviewed to assure they are related to job content and are set at the minimum level needed for entrance into the job.
Trainee positions shall be created to facilitate movement of minorities and women into various job classes.
Career ladders and logical lines of progression within and between job classes shall be identified to facilitate the training and promotion of minorities and women.
Where feasible, jobs shall be restructured to provide easier access by minorities and women. Such jobs shall be made part of a career ladder so that they communicate to the employee the potential for advancement.
[R.O. 2012 §117.290; CC 1987 §101.080]
All employees shall be selected on the basis of merit. The Village shall endeavor to obtain objective results to demonstrate the merits of the various applicants for any Village position. Where written or performance tests are undertaken, they shall be related to the job description and duties required of an employee.
All tests and other selection criteria shall be validated according to generally accepted professional standards as specified in Federal guidelines on selection.
Where appropriate, tests other than paper and pencil varieties shall be used. Experimentation with performance testing will be undertaken.
Overall written tests shall be de-emphasized. Written tests shall be used as only one of many factors in the selection decision.
Pretest counseling and preparation sessions shall be offered, and minority and women candidates shall be encouraged to attend.
Retesting shall be permitted as soon as candidates can show reasonable effort to prepare themselves for such a retest.
Open competitive exams shall be scheduled as often as practical.
Application blanks and employer records shall be reviewed and revised to insure all questions not related to job performance or which operate to the detriment of minorities and women are eliminated.
Other selection criteria such as physical or education requirements shall be reviewed and revised to insure job relatedness. Specifically this includes, but is not limited to, height and weight requirements, educational degrees, years of work experience, etc.
All criteria used in selection shall be the minimum necessary for the job or job class for which the individual is hired. Only where promotion to higher jobs or job classes is expected within a reasonable period of time shall criteria for the higher job be used, and then only when it is unfeasible for us, through training programs, to prepare the individual for promotion in that time period.
Job interviews and/or oral boards shall be carefully structured. To insure uniformity, a standard interview form shall be used. Action taken as a result of the interviews shall be specifically recorded on this form and focused on job related factors only.
All interviewers shall be carefully selected and instructed. Where possible, minority or women interviewers shall be utilized.
Required EEO notices, along with information regarding our affirmative action plan, shall be conspicuously displayed in all offices where tests and interviews are conducted. In addition, an EEO clause, such as those referred to above, shall be included on all application blanks and employee records.
[R.O. 2012 §117.300; CC 1987 §101.090]
Selection for promotion shall conform to all the practices outlined in the preceding Section.
Special counseling and career planning shall be given to all minority and women employees to stimulate their interest in promotional opportunities.
Where feasible, training shall be set up to enhance promotability of minorities and women. A tuition refund program shall be established to facilitate women and minorities receiving required education training.
If separate promotional or seniority lists for male and female employees exist, either formally or informally, they shall be abolished. No applicant shall be denied a promotion or job assignment on the basis of sex or any other prohibited criteria. Applicants shall be given a trial on the job to prove their capability if they are otherwise eligible for the promotion or assignment. The same policy shall be adhered to in layoff and recall decisions.
Records shall be kept indicating the movement of minorities and women within the Village relative to promotion, job assignment, layoff and recall. In every instance, written explanations for rejection of minorities and women shall be required and systematically recorded.
[R.O. 2012 §117.310; CC 1987 §101.100]
Whenever the village sponsors any training activity, special attention and consideration shall be given to securing the participation of minorities and women.
Where jobs can be learned in a short period of time, formal on-the-job training programs shall be instituted to facilitate the movement of women and minority candidates into these positions with minimum qualifications.
Where formal training is necessary to qualify an individual for a job, in-house training programs shall be established whenever feasible.
Where formal educational training is required, minority and women candidates shall be encouraged to get such training through the establishment of a tuition refund program.
Work schedules of minorities and women employees shall be adjusted to permit the participation in training programs.
Records shall be maintained as to the numbers and percentages of minorities and women applying for and participating in all training programs.
Supervisory training programs shall be conducted. The objective shall be to improve supervisory skills relative to working with women and minority employees.
Individual counseling of supervisors by the EEO officer shall occur on a regular schedule, particularly for those supervisors responsible for on-the-job training of minorities and women.
Where lack of resources restrict training opportunities that we can offer, we shall seek the cooperation of other employers in requesting local educational institutions to set up training programs so as to increase the numbers of qualified women and minorities in the labor force.
[R.O. 2012 §117.320; CC 1987 §101.110]
All employees shall be compensated on the basis of equal pay for equal work.
Pay rates shall be reviewed particularly in light of the results of the job analysis, reclassification and redesign efforts described above.
Pay rates shall be equalized where jobs require substantially equal skill, effort and responsibility.
All fringe benefit programs shall be reviewed and revised where necessary to assure that they are equally available to every employee. Particular attention shall be paid to the availability of fringe benefits to female employees, especially in areas such as disability leave for childbirth, retirement systems and insurance programs.
Working conditions shall be reviewed to insure that for each job or job classification substantially similar conditions prevail. Specifically, this will include review of work schedules, opportunities for overtime work, scheduling of vacation and other similar items.
[R.O. 2012 §117.330; CC 1987 §101.120]
The facilities available to employees shall be examined to ascertain if they, in any way, discriminate on the basis of race, color, creed, sex, or national origin and so forth. Appropriate steps shall be taken to correct any inequities including "de facto" discrimination.
[R.O. 2012 §117.340; CC 1987 §101.130]
An internal grievance procedure shall be set up by the EEO officer to process complaints of alleged discrimination. The first step of this process shall be arbitration by a neutral third (3rd) party. Employees are encouraged to informally seek the advice and counsel of the EEO officer when they suspect they may have been treated in a discriminatory fashion. The availability and operation of the internal grievance process shall be widely publicized, posted in conspicuous places and described in any communications to employees.
[R.O. 2012 §117.350; CC 1987 §101.140]
The Village of Hanley Hills shall conduct a census of its employees by job class and subunit to assess current utilization patterns for women and minorities. As part of this survey, the Village shall also seek to identify currently promotable or transferable minority and women employees.
The Village shall make a study of its future manpower needs based on expected rates of attrition and employment growth projections.
The Village shall conduct a study of relevant labor markets to determine the availability of minorities and women with skills and qualifications, particularly as they relate to our manpower needs.
The Village shall study the training capabilities of area education institutions and craft unions as first steps toward increasing the availability of qualified women and minorities.
[R.O. 2012 §117.370; CC 1987 §101.160]
The EEO officer shall continually monitor progress being made in meeting the objectives of this plan. Where appropriate, periodic revisions in the annual affirmative action plan shall be made.
Each year the EEO officer shall prepare an annual report assessing the performance of the Village and its subunits regarding the plan. This report shall include the comprehensive accounting on each action item contained in the plan. A summary of the report shall be distributed to all employees.
The comprehensive report shall become the agenda for a meeting of top level management. Out of this meeting, recommendations shall be made concerning the following years of affirmative action effort.
Based on these recommendations and in light of previous experience, the EEO officer shall revise the plan, zeroing in on areas where the greatest deficiencies still remain.
The EEO officer shall assist the Chairman in formulating a new EEO policy statement each year.
The Village shall prepare and submit reports to the Equal Employment Opportunity Commission, the Missouri Commission on Human Rights and to all other appropriate governmental agencies having responsibility for our affirmative action performance.