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R92-26 08-10-92
RESOLUTION NO. R92-26 A RESOLUTION OF THE CITY OF PEARLAND ADOPTING AND APPROVING CERTAIN EMPLOYEE POLICIES AND A PAY PLAN FOR EMPLOYEES OF THE CITY OF PEARLAND. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That the Personnel Policies and Procedures for Employees for the City of Pearland, inapplicable to the Police Department insofar as the same may be inconsistent with State Law, the Civil Service Rules, as attached hereto and made a part hereof, are hereby adopted and approved. Section 2. That certain Pay Plan for Employees of the City of Pearland, likewise inapplicable to the Police Department, where inconsistent with State Legislation, civil Service Rules and/or Ordinances establishing Pay Plan for the Classified Service, as attached hereto and made a part hereof, is hereby authorized, approved and adopted. Section 3. Provided, however, that the adoption of the foregoing Pay Plan is intended by the Council to be only an initial step in the establishment of an on-going and comprehensive Pay Plan for non-classified City employees. Section 4. The City Council, therefore, finds and determines that the Pay Plan hereby adopted should be modified from time to time by the City Manager as, in his sole discretion, he should deem fit in the proper administration of the affairs of the City. Accordingly, the City Council hereby specifically authorizes the City Manager to, from time to time, make modifications to the annexed Pay Plan as he deems proper without the prior advice and consent of the Council. Section 5. This Resolution shall become effective immediately upon its adoption by the Council. PASSED, APPROVED and ADOPTED by the City Council of the City of Pearland, Texas, this /~ day of ~ , A. D., 1992. c. v l COP Ym ER, YOR ' ATTEST: PAT JONES, C/j~Y SECRETARY APP:• D AS • FORM: L -R •nraCK CITY ATTORNEY EMPLOYEE HANDBOOK ACCEPTANCE CITY OF PEARLAND Agreements Initials I have received a copy of the Employee Handbook and have read and understand all the information it contains . If I have any questions or need any clarifications, I will ask my immediate supervisor or call the Personnel Department . I understand this policy is not an employment contract but merely a guideline which may change r"' at any time . I will comply with all rules, regulations, policies and conditions explained in this handbook . I understand that failure on my part to comply with these rules, regulations, policies and conditions may result in disciplinary action including termination. Signed Date Please Print Your Name Form 2, 8-92 e PEAR /� �z Cittiuj ©r P©©rrII© d TEXp4* • P. O. Box 2068 • Pearland, Texas 77588-2068 . 485-2411 PREFACE WE ARE VERY HAPPY TO PROVIDE YOU WITH OUR NEW EMPLOYEE HANDBOOK. IT IS OUR BELIEF THIS HANDBOOK WILL PROVIDE A SIMPLE, CLEAR PLAN FOR YOUR WORK ACTIVITIES, AS WELL AS PROVIDE A STABLE BASIS OF RULES DURING YOUR EMPLOYMENT. THE CITY OF PEARLAND'S MISSION IS TO PROVIDE COST—EFFECTIVT SERVICES TO OUR CITIZENS. WE MUST MAINTAIN A FRIENDLY CUSTOMS 2 SERVICE MENTALITY AT ALL TIMES IN ORDER TO ACCOMPLISH 0 TREMENDOUS POTENTIAL. THIS IS AN EXCITING TIME FOR THE CITY OF PEARLAND AS WE PREPARE FOR A PROSPEROUS COMMUNITY NOW AND IN THE FUTURE. I LOO FORWARD TO WORKING WITH YOU AS AN EMPLOYEE OF THE CITY OF PEARLAND TEAM. PAUL GROHMAN CITY MANAGER PG/TJV Printed on Recyded Paper 1 r TABLE OF CONTENTS CHAPTER I - INTRODUCTORY SECTION Section 1 . 01 Introduction Section 1 . 02 Welcome Section 1 . 03 History of City of Pearland CHAPTER II - EMPLOYMENT POLICIES Section 2 . 01 Equal Employment Opportunity Section 2 . 02 Medical Examinations Section 2 . 03 Employment of Relatives Section 2 . 04 Orientation Section 2 . 05 Job Posting Section 2 . 06 Personnel Files Section 2 . 07 AIDS CHAPTER III - COMPENSATION POLICIES Section 3 . 01 Classifications of Employment Section 3 . 02 Work Hours Section 3 . 03 Recording Work Hours Section 3 . 04 Pay Procedures Section 3 . 05 Overtime Pay For Non-Exempt Employees Section 3 . 06 Salary Administration Program Section 3 . 07 Longevity Section 3 . 08 Performance Reviews CHAPTER IV - TIME-OFF BENEFITS Section 4 . 01 Vacations Section 4 . 02 Holidays Section 4 . 03 Emergency Leave Section 4 . 04 Jury and Witness Duty Leave Section 4 . 05 Medical Leave Section 4 . 06 Personal Leave of Absence Section 4 . 07 Military Leave r CHAPTER V - GROUP HEALTH AND RELATED BENEFITS Section 5 . 01 Introduction to Employee Benefit Programs Section 5 . 02 Workers ' Compensation Insurance Section 5 . 03 Retirement Section 5 . 04 Employee Assistance Program Section 5 . 05 Educational Assistance Program Section 5 . 06 COBRA CHAPTER VI - EMPLOYEE CONDUCT Section 6 . 01 Grievance Procedure Section 6 . 02 Smoking Section 6 . 03 Personal Appearance and Demeanor Section 6 . 04 Solicitations/Distribution of Literature Section 6 . 05 Absenteeism and Tardiness Section 6 . 06 Guidelines for Appropriate Conduct Section 6 . 07 Confidentiality of Information Section 6 . 08 Safety & Health Section 6 . 09 Drug Free Workplace r CHAPTER I INTRODUCTION SECTION 1 . 01 INTRODUCTION Our primary objective and sole purpose of existence as a City governmnent is to provide the most dependable, efficient, economical, and courteous services possible for City of Pearland citizens and business community members . We are public servants and strive to provide the best customer service available . You have been selected for your position because your individual job is very important in our overall plan of service and we feel you have the knowledge, skills, and abilities necessary to help us accomplish our objectives . life want our citizens to know that we care enough to do our very best for them. You can help us . We also want you to know that we care about you and want to welcome you to our family of employees . SECTION 1 . 02 WELCOME If you are new to municipal government, an interesting and challenging experience awaits you as an employee of the City of Pearland . Employees of municipalities are the "Goodwill Ambassadors" of their city and such status involves an extraordinarily high degree of duty and obligation regarding public and private conduct . To achieve this end, all City of Pearland employees are required to adhere to a Code of Ethic , maintaining the highest ethical standards of conduct in their position or office . This handbook has been provided to you in order to answer some of the questions you may have concerning the City of Pearland as an organization and it ' s policies . Please take the time to read it over carefully before you, begin your new job and keep it handy for future reference . The more you know about our City, its origins and objectives, the easier it will be for you to understand your own role in relation to all the other departments and positions . From time to time, you may receive updated information concerning changes in policy. Should you have any questions regarding any policies, please ask your supervisor or a member of our Personnel Department for assistance . We have avoided the use of specific gender pronouns wherever possible . However, where such avoidance would have led to very awkward sentences, we have used the masculine pronoun. This use should be considered to refer to both genders . 1-1 This handbook is not a contract guaranteeing employment for any specific duration . Although we hope that your employment relationship with us will be long-term, either you or the Citiy of Pearland may terminate this relationship at any time, for any reason, with or without cause or notice . Please understand that no department head, supervisor, or representative of the City of Pearland other than the City . Manager or the Personnel Director has the authority to enter into any agreement with you for employment for any specified period or to make any promises or commitments contrary to the foregoing. We wish you the best of luck in your position and hope that your employment relationship with the City of Pearland will be a rewarding experience . SECTION 1 . 03 HISTORY OF CITY OF PEARLAND • Settlement of the City of Pearland began as a result of railroad development through northern Brazoria County in 1892 . First known as Mark Belt, the townsite was platted �n September of 1894 and renamed Pearland because of the abundance of pear orchards in the vicinity. An advertising campaign featuring favorable farming conditions brought many settlers to the area in the 1890 ' s . Although some were discouraged by Gulf storms and winter freezes, many remained and established permanent homes . The tenacity of these early settlers prevailed throughout the following century. The City of Pearland grew into a thriving community with the conveniences and advantages of being part of a large metroplex while maintaining its small town atmosphere . As we move into the 21st century, the City of Pearland looks forward to continued growth and to remaining a municipality sensitive to the needs of its citizenry. In July of 1992, the City Council of the City of Pearland adopted the following mission statement : "The goal is to enhance the quality of life for all residents of Pearland by providing the highest level of municipal services in the most efficient and cost-effective manner . " The success of providing these services resides first and finally in the quality and commitment of our employees . Again, we welcome you to the City of Pearland team. 1-2 CHAPTER II EMPLOYMENT POLICIES SECTION 2 . 01 EQUAL EMPLOYMENT OPPORTUNITY The City of Pearland provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, handicap or disability, or status as a Vietnam-era or special disabled veteran in accordance with applicable laws governing nondiscrimination in employment in every location in which the City has facilities . This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. The City of Pearland expressly prohibits any form of unlawful employee harassment based on race, color, religion, sex, national origin, age, handicap, or status as a Vietnam era or special disabled veteran. Improper interference with the ability of the City of Pearland 's employees to perform their expected job duties is not tolerated . With respect to sexual harassment, the City of Pearland prohibits : 1 . Unwelcome sexual advances; requests for sexual favors; and all other verbal or physical conduct of a sexual or otherwise offensive nature, especially where * Submission to such conduct is made either explicitly or implicitly a term or condition of employment; * Submission to or rejection of such conduct is used as the basis for decisions affecting an individual ' s employment; or * Such conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment. 2 . Offensive comments, jokes, innuendos, and other sexually oriented statements . COMPLAINT PROCEDURE Each member of management is responsible for creating an atmosphere free of discrimination and harassment, sexual or otherwise . Further, employees are responsible for respecting the rights of :their co-workers . If you experience any job-related harassment based on your. sex, race, or another factor., or believe you have been 2-1 treated in an unlawful, discriminatory manner, promptly report the incident to your supervisor, who will investigate th'e matter and take appropriate action, including reporting it t'o the Personnel Director . If you believe it would ble inappropriate to discuss the matter with your supervisor, report it directly to the head of your department or to the Personnel Director, who will undertake an investigation. Your complaint will be kept confidential to the maximum extent possible . If the City determines that an employee is guilty of harassing another employee, appropriate disciplinary action will be taken against the offending employee . The City of Pear land prohibits any form of retaliation against any employee for filing a bona fide complaint under this policy or for assisting in a complaint investigation. However , if, after investigating any complaint of harassment or unlawful discrimination, the City determines that the complaint is not bona fide or that an employee has provided false information regarding the complaint, disciplinary action may be taken against the individual who filed the complaint or (4111 who gave the false information . SECTION 2 . 02 MEDICAL EXAMINATIONS As part of the City of Pearland ' s employment procedures, an applicant is required to undergo a medical examination that is conducted by a physician designated by the City. Any offer of employment, therefore, that an applicant receives from the City of Pearland, is contingent upon, among other things, satisfactory completion of this examination and screening, and a determination by the City and its examining physician that the applicant is capable of performing the essential functions of the position that has been offered . In addition, applicants are also required to undergo a drug screen in order to qualify for employment with the City of Pearland, and, as a condition of continued employment, employees may also be required to undergo periodic medical examinations and/or alcohol and drug screenings, at times specified by the City. In connection with these examination , employees are required to provide the City with access to their medical records, if requested . Further, it should be understood that the City may receive a full medical report 2-2 • from it ' s examining physician regarding the capabilities of the applicant or employee to perform the essential functions of their job description. All City-required medical examinations and alcohol and drug screenings are paid for in full by the City. Questions about medical examinations or alcohol" and drug screenings should be directed to your supervisor or the Personnel Director . SECTION 2 . 03 EMPLOYMENT OF RELATIVES The City of Pearland permits the employment of qualified relatives of employees as long as such employment does not, in the opinion of the City, create actual or perceived conflicts of interest or violation of charter, state or federal laws . For purposes of this policy, "relative" is defined as a spouse, child, parent, sibling, grandparent., grandchild, aunt, uncle, first cousin, or corresponding in-law or "step" relation . The City will exercise sound business judgment in the placement of related employees in accordance with the following guidelines : * Individuals who are related by blood or marriage are permitted to work in the same facility, provided no direct reporting or supervisory/management relationship exists . That is, no employee is permitted to work within the "chain of command" of a relative such that one relative 's work responsibilities, salary, or career progress could be influenced by the other relative. * No relatives are permitted. to work in the same department or any other positions in which the City believes an inherent conflict of interest may exist . * Employees who marry while employed are treated in accordance with these guidelines . That is, if, in the opinion of the City, a conflict or an apparent conflict arises as a result of the marriage, one of the employees will be transferred at the earliest practicable time or asked to tender their resignation . This policy applies to all categories of employment at the City of Pearland, including regular, temporary, and part-time classifications . 2-3 • (111.1 SECTION 2 . 04 ORIENTATION During your first few days of employment, you will participate in an orientation program conducted by the Personnel Department and various members of your department, including your supervisor . During this program, you will recede important information regarding the performance requirements of your position, basic City policies, your compensation and benefit programs, plus other information necessary to acquaint you with your job and the City. You will also be asked to complete all necessary paperwork at this time, such as medical benefit plan enrollment forms, beneficiary designation form , and appropriate tax forms . At this time, you will be required to present the City with information establishing your identity and your eligibility to work in the United States in accordance with applicable federal law. Please use this orientation program to familiarize yourself with the City and our policies and benefits . We encourage you to ask any questions you may have during this program, so that p you will understand all the guidelines that affect and govern your employment relationship with us . SECTION 2 . 05 JOB POSTING The City of Pearland believes in promoting employees from within, and has established a job-posting program to give all employees an opportunity to apply for positions that they are interested in and qualified for . Vacancies below senior management level are normally posted on designated bulletin boards at all City locations . Postings generally include the title, the salary range, the minimum hiring qualification , and the closing date for filing applications . Positions are normally posted for a minimum of ten workdays . In order to be eligible to apply for a posted position, you must meet the minimum hiring specifications for the positiol, be an employee in good standing in terms of your overall work record, and generally have been in your current position for a minimum of three ( 3 ) months . 2-4 You are responsible for monitoring job vacancy notices and for completing and filing an in-house application form with the Personnel Department during the posting period for a specific opening . You are required to notify your supervisor when submitting an application for a posted position. If you are a finalist for the position, your supervisor will be notified prior to the completion of the application process for, among other things, a recommendation. A member of the Personnel Department will contact you regarding your application and the status of your candidacy. SECTION 2 . 06 PERSONNEL FILES The City of Pearland maintains personnel files on each employee . These files contain documentation regarding all aspects of the employee 's tenure with the City, such as performance appraisals, beneficiary designation form , disciplinary warning notices, and letters of commendation. If you are interested in reviewing your file, contact the Personnel Department to schedule an appointment . To insure that your personnel file is up-to-date at all times, you are required to notify your supervisor or the Personnel Department of any changes in your name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, the individuals to notify in case of an emergency, and so forth. SECTION 2 . 07 AIDS The City of Pearland recognizes that employees with a life- threatening illness such as AIDS may wish to continue their employment and, in fact, that continued employment may be therapeutically important to their recovery process . The City also recognizes that it must satisfy its legal obligation to provide a safe work environment for all employees, customers, and other visitors to our premises . As long as employees who have AIDS are able to maintain acceptable performance standards in accordance with established City policies and procedures, and the weight of medical evidence continues to indicate that AIDS cannot be transmitted by casual workplace contact, employees with AIDS will be permitted to continue to work, as appropriate . 2-5 II In determining such an employee 's ability to continue in employment, the City will consider making reasonable accommodations to the employee 's condition, consistent with applicable federal, state, and local laws . C 2-6 CHAPTER III COMPENSATION POLICIES SECTION 3 . 01 CLASSIFICATIONS OF EMPLOYMENT For purposes of salary administration and eligibility for overtime payments and employee benefits, the City of Pearland classifies its employees as follows : * Regular Full-Time Employees - Employees hired to work the City' s normal, full-time, forty hour workweek on a regular basis . Such employees may be "exempt" or "nonexempt" as defined below. d * Regular Part-Time Employees - Employees hired to work fewer than forty hours per week on a regular basis . Such employees may be "exempt". or "nonexempt" as define below. * Temporary Employees - Employees engaged to work full-ti e or part-time on the City's payroll with the understanding that their employment will be terminated upon completion of a specific assignment . A temporary employee may be offered and may accept a new temporary assignment with the City and still retain temporary status . Such employees may be "exempt" or "nonexempt" as defined below. * Nonexempt Employees - Employees who are required to be paid overtime at the rate of time and one half time's their regular rate of pay for all hours worked beyonld forty hours in a workweek, in accordance with applicable federal wage and hour laws . * Exempt Employees - Employees who are not required to be _ paid overtime, in accordance with applicable federal wage and hour laws, for work performed beyond forty hours in a workweek . Executives, professional employees, arjd certain employees in administrative positions are typically exempt . You will be informed of your initial employment classification and of your status as an exempt or nonexempt employee during your orientation session. If you change positions during your employment as a result of a promotion, transfer, or otherwise, you will be informed by the Personnel Department of any change in your exemption status . Please direct any question regarding your employme9t classification or exemption status to the Personnel Department . 3-1 SECTION 3 . 02 WORK HOURS The normal workweek for all regular full-time employees is forty ( 40 ) hours divided into five ( 5 ) days, Monday throu h Friday, with employees regularly scheduled to work eight ( 8 ) hours per day. Schedules vary from location to location, however, NORMAL work hours for regular full-time employees are 8 : 00 a .m. to 5: 00 p.m. , with a one-hour unpaid meal period, normally taken between 11 : 00 a.m. and 2 :00 p.m. . The time of a meal period will be designated by the supervisor . The working hours folr part-time and temporary employees will be determined by the supervisor . Where there are two or more employees working in an office, meal periods will be scheduled so as to keep the office open at all times during the work day. Daily and weekly work schedules may vary from time to time at the discretion of the City of Pearland to meet the changing needs and conditions of business . Changes in work schedules should be announced to the employee and the Personnel Department as far in advance as practicable . Schedules for Classified employees will be determined by the Police Chief . SECTION 3 . 03 RECORDING WORK HOURS It is the policy of the City of Pearland to comply with applicable laws that require records to be maintained of t}e hours worked by our employees . To ensure that accura e records are kept of the hours you actually work, including overtime hours where applicable, and of the accrued leave time you have taken, and to ensure that you are paid in a timely manner, you will be required to record your time worked and your absences on the City of Pearland ' s official time record form. This form should be reviewed. with your supervisor on a weekly basis . After reviewing the form and resolving any discrepancies, your supervisor will sign the form and forward it to payroll for processing at the appropriate times . Please ensure that your actual hours worked and leave time taken are recorded accurately. Falsification of a time record is a breach of City policy and is grounds for disciplinary sib\ action, including termination. 3-2 SECTION 3 . 04 PAY PROCEDURES All City of Pearland employees are normally paid by check, bi- weekly, on Wednesdays . All required deductions, such as federal and state taxes, and all authorized voluntary deductions, such as for health insurance contributions, will be withheld automatically from your paychecks . Please review your paycheck for errors . If you find a mistake, report it to your supervisor immediately. Your supervisor will assist you in taking the steps necessary to correct the error . In the event your paycheck is lost or stolen, please notify your supervisor immediately. Your supervisor will, in turf, notify the Finance Department who will attempt to put a stop- payment notice on your check . If we are able to do so, you will be issued another check . Unfortunately, however, the City of Pearland is unable to take responsibility for lost or stolen paychecks, and if we are unable to stop payment on your check, you alone will be responsible for such loss . SECTION 3 . 05 OVERTIME PAY FOR NON-EXEMPT EMPLOYEES All non-exempt employees required to work overtime shall be paid for all time worked to the nearest quarter-hour ( 1/4 ) . All overtime shall be paid at the rate of time and one-half ( 1 1/2 ) for all work in excess of forty ( 40 ) hours per work week . * Employees called back to work during a period of time when they are scheduled to be off, shall receive a minimum of four ( 4 ) hours compensation in accordance with applicable overtime rules . * Employees scheduled to be available for call during olff duty hours, shall be provided a paging/communications device which allows freedom of movement during this period . If called back to work, the employee shall receive a minimum of four ( 4 ) hours compensation in accordance with applicable overtime rules . No compensation will be due unless the employee is called to duty. * No payment shall be made for overtime that has not been certified by a department head as necessary. 3-3 r SECTION 3 . 06 SALARY ADMINISTRATION PROGRAM To attract and retain quality employees, the City of Pearland endeavors to pay salaries competitive with those paid by other employers in our industry and in the applicable labor markets in which we maintain facilities . In line with this objective, the City of Pearland monitors its wage scales to ensure that they are kept in line with local as well as national economilc conditions . Each position at the City of Pearland has been studied and assigned a salary grade . Each grade is assigned a corresponding salary range. Periodically, the City of Pearland may revise its job descriptions and evaluate individual jobs to ensure that they are rated and paid appropriately, and review job specifications to ensure that they are directly job related. The City Manager shall have final authority on appropriate classification of each job. Your total compensation at the City of Pearland consists not only of the salary you are paid, but also the various benefits you are offered, such as group health and life insurance and your retirement plan, as described in a later section of this handbook . Questions regarding our salary administration program or your individual salary should be directed to your supervisor or the Personnel Department . SECTION 3 . 07 LONGEVITY PAY All regular full-time employees, in addition to their base salary, shall accrue monthly longevity pay computed for each full year of actual continuous service with the City, provided that no such longevity pay shall accrue prior to the completion of one year of actual employment with the City. In computing such actual continuous service, time spent on authorized absence on military leave for service with the Armed Forces of the United States shall be included, but any other period of time which the employee is out of the service of the City or absent with leave in excess of two months shall not be counted . Longevity pay shall be paid once annually at a time determined by the City. An employee who leaves the 3-4 service of the the City shall be deemed to have only accrued longevity pay at the rate of four ( 4 ) dollars per month for each month of employment since the last day that the City paid longevity pay to all employees . An employee who leaves the service of the City during any calendar month must have worked through the fifteenth ( 15th) day of such month in order to earn longevity pay for that month. SECTION 3 . 08 PERFORMANCE REVIEWS To ensure that you perform your job to the best of yo.zr abilities, as required, it is important that you be recognized for good performance and that you receive appropriate direction for improvement when necessary. Consistent with this goal, your performance will be evaluated by your supervisor on a regular and ongoing basis . You will also receive periodic written evaluations of your performance. If you are a nonexempt employee (as defined under classifications of employment in this handbook ) , such evaluations will normally occur after you have been employed for three ( i3) months, six ( 6 ) months, and before the completion of your first year . You will not be retained without an acceptable evaluation after one ( 1 ) year, unless your provisionary period is extended . In addition, if you are promoted or transferred to a new position, your performance will normally be evaluated in writing after you have been in your new job for six months . The City of Pearland endeavors to conduct written performance reviews of each exempt employee 's performance annually. All written performance reviews will be based on your overall performance in relation to your job responsibilities and will also take into account your conduct, demeanor, attitude, attention to customer service and record of attendance and tardiness . In addition to the regular performance evaluations described above, special written performance evaluations may be conducted by your supervisor at any time to advise you of the existence of performance or disciplinary problems, or to acknowledge dramatic changes in performance either negative or positive . C 3-5 CHAPTER IV TIME-OFF BENEFITS SECTION 4 .01 VACATIONS All regular, full-time employees shall be entitled to a vacation period based on the length of service with the City of Pearland. An employee is entitled to vacation time only after the first year of continuous employment has been completed. Vacation time shall be paid at the employee 's regular rate of pay, and shall not be taken in periods of less than one-half (1/2) of a full day. Regular full-time employees shall accrue vacations as follows : Anniversary to Anniversary Vacation 1st year 15th year 120 hours 16th year 19th year 160 hours 20th year to separation 200 hours Employees are required to take their earned vacation. Payments in lieu of vacation will only be made for accrued unused vacation at the time of termination and in exceptional cases as determined by the City Manager. Employees who are unable to use their vacation due to departmental scheduling problems, may, with the City Manager 's approval, carry over fifty (50) percent of the unused portion of the vacation, or, receive compensation for a maximum of forty ( 40) hours . In the event that a holiday observed by the City of Pearland falls within a scheduled vacation period, that holiday will not count as a vacation day. Vacations may be taken as weekly periods or as individual days as long as the periods chosen meet with departmental approval. You should submit a vacation request form to your supervisor at least 10 working days prior to the date you wish your vacation to begin. (Revised 2-93) SECTION 4 .02 HOLIDAYS The City of Pearland provides eight (8) hours of holiday pay 4-1 (44116) to all full-time, regular employees on the following nine (9 ) holidays : * New Year 's Day January 1 • Good Friday Friday before Easter * Memorial Day Last. Monday in M iy * Independence Day July 4 * Labor Day First Monday in Sept. * Thanksgiving Day Fourth Thursday in November and the following Friday * Christmas Eve December 24 * Christmas Day December 25 * Designated Holidays ( 2 ) Two days, to be determined individually wit approval of the Supervisor and the Department Head. Holidays falling on a Saturday are observed on the preceding ( Friday. Holidays falling on Sunday are observed on the following Monday. In order to be eligible to receive holiday pay, you are required to work your regularly scheduled hours the workday preceding and the workday following the holiday. An approved vacation day or any other excused and paid day off is considered a day worked for purposes of holiday pay eligibility, however, sick time taken before and/or after a holiday must be verified with a doctor's excuse upon the employee's return to work . In addition to providing paid time off for City obserlved holidays, the City of Pearland permits regular full-time employees to take up to two paid personal days annually (Designated Holiday) for personal business that cannot be taken care of during regular business hours and for religious observances, ethnic holidays, and other events of personal significance. Designated holidays may be taken after an employee has successfully completed a ninety (90) day evaluation period, and must be taken in increments of no less than eight ( 8) hours . Any regular full-time employee who is required to work on a ( City observed holiday shall be paid at their regular base rate - 1 4-2 of pay for the actual time worked, and in addition, the holiday pay. The employee may, with the approval of the department head, elect to receive compensatory time for the actual time worked . An employee who schedules a Designated Holiday with a supervisor and is later required to work on that day, will be paid at their regular base pay for the actual day worked, and will be allowed to select a different Designated Holiday. When a City observed holiday and a full time employee's regular scheduled day off occurs on the same day, the employee will be entitled to an alternate day off within a reasonable period of time. (Revised 12-29-92) SECTION 4 .03 EMERGENCY LEAVE If you are a regular full-time employee and a death occurs in your family, you will be compensated for time lost from your regular work schedule in accordance with the following guidelines : You will be granted up to three ( 3 ) days off from work with pay as needed in the event of the death of your spouse, child, parents, or siblings; up to three days in the event of the death of your grandchild, grandparents, father-in-law, mother- in-law, son-in-law, or daughter-in-law; and one day in the event of the death of a relative not a member of your immediate family as defined herein. 'A maximum of four (4) days per year will be allowed all regular full-time employees . Requests for emergency leave should be made to your immediate supervisor . - SECTION 4 .04 JURY AND WITNESS DUTY LEAVE If you are a regular full-time employee who is summoned to jury duty, the City of Pearland continues your salary during your active period of jury duty for up to a maximum of fifteen working days per calendar year . You are also permitted to retain the allowance you receive from the. court for such service. If you are not a regular full-time employee, you are given time off without pay while serving jury duty. To qualify for jury or witness duty leave, you must submit to your supervisor a copy of the summons to serve as soon as it 4-3 is received. In addition, proof of service must be submitted to your supervisor when your period of jury or witness duty is completed. The City of Pearland will make no attempt to have your service on a jury postponed except where business conditions necessitate such action. SECTION 4 . 05 MEDICAL LEAVE The City of Pearland recognizes that inability to work because of illness or non-occupational injury may cause econoic hardship. For this reason, the City provides paid sick days to regularfull-time employees who have successfully completed a ninety (90 ) day evaluation period. Eligible employees accrue sick days at the rate of one land one-quarter ( 1 1/4 ) days per month to a maximum of 15 days per calendar year . A new employee is not allowed to use slick leave until they have worked three continuous months . Accumulated sick leave is the difference between sick leave earned and sick leave taken. Once an employee's scheduled vacation period has started, the employee will be allowed no sick leave for the duration of the scheduled vacation period . The City Manager may grant exceptions in unusual cases, such as injury, however, in these cases a physicians report shall be necessary. In addition, once an employee 's scheduled designated holiday has started, the employee will not be allowed to substitute sick leave. When an employee has exhausted all of his earned sick leave, the employee may elect to have earned vacation time used as . sick leave. When absence due to illness exceeds the amount of sick leave and vacation time, pay shall be discontinued until the employee returns to work . To receive paid sick leave, an employee shall communicate with his/her immediate Supervisor or Department Head within the half ( 1/2) hour of your regular work day on each day of your absence unless you are granted an authorized medical leave, in which case different notification procedures apply. Upon returning to work after a period of sick leave, the employee shall sign a certificate confirming the number of hours he/she was sick . Verification of illness by a doctor shall be required for all illness exceeding two ( 2 ) , 4-4 consecutive work days . Verification shall be provided to Personnel Department the day the employee returns to work . Failure to provide verification will result in a payroll deduction for the time missed . Employee absence due to illness in the immediate family, doctor 's appointment, out-patient treatment and other similar absences will be charged as sick leave . Leaves exceeding two (2) consecutive work days shall be subject to verification by a doctor, as stated in the above paragraph. Sick leave may accrue to an indefinite amount, so as to protect you from catastrophic illness or non-occupational injury. However, accrued sick leave, not exceeding .ninety (90) days, is the maximum that will be paid at the time of termination of employment . - In cases of surgery, rehabilitation, pregnancy leave and other long term illnesses, it will be necessary to submit a "Communication of Extended Medical Leave" form to your Supervisor . This form will assist the Supervisor in knowing how to schedule work, how to plan for a "return to work", whether to hire temporary help and to make other necesslry decisions to keep the department running smoothly. Employees are required to submit the "Communication of Extended Medical Leave" form as soon as medical leave is requested, and will be expected to follow up with reports to the Supervisor as instructed . Failure to comply with the reporting schedule is grounds for disciplinary action, including termination. (Forms are available through the Personnel Office and can be found in the City's Policy and Procedures Manual ) The procedure to follow when you are absent and other important guidelines, are set forth in the discussion of absenteeism and tardiness in this handbook . Ple se familiarize yourself with these guidelines . SECTION 4 .06 PERSONAL LEAVES OF ABSENCE Unpaid personal leaves of absence: for a period of up to six (6) weeks may be requested by regular full-time employees who have completed one year of continuous service. Requests for personal leaves of absence must be submitted in writing at least two weeks prior to the time such leave is to commence. If the personal leave request is necessitated by an emergency, 4-5 the employee or member of the immediate family must notify the employee ' s supervisor or the department head as soon as is practicable; this should be followed up with a written explanation of the nature of the leave and the expected length of absence. In such emergency situations, the written explanation must be submitted within three days of the beginning the leave. Personal leave may be granted for justifiable reasons at the discretion of the City Manager . Personal leaves are not granted until all accrued unused vacation and personal ays have been exhausted. SECTION 4 . 07 MILITARY LEAVE Any City employee who is a member of the state military fo ces or a reserve component of the armed forces is entitled to leave of absence from the employee ' s duties on a day on which the employee is engaged in authorized training or duty ordered or authorized by proper authority. During a leave of absence the employee may not be subjected to loss of time, efficiency rating, vacation time, or salary. Leaves of absence under this section may not exceed 15 days in a federal fiscal year . A reserve component of the armed forces who is ordered to duty by proper authority is entitled, when relieved from duty, to be restored to the position that the employee held when ordered to duty. 4-6 CHAPTER IV TIME-OFF BENEFITS / SECTION 4 . 01 VACATIONS All regular, full-time employees shall be entitled to a vacation period based on the length of service with the City of Pearland . An employee is entitled to vacation time only after the first year of continuous employment has been completed. Vacation time shall be paid at the employee 's regular rate of pay, and shall not be taken in periods of less than one-half ( 1/2 ) of a full day. Regular full-time employees shall accrue vacations as follows : Anniversary to Anniversary Vacation 1st year 15th year 120 hours 16th year 19th year 160 hours 20th year to separation 200 hours Employees are required to take their earned vacation. No payments will be made in lieu of taking vacation, except fpr accrued unused vacation at the time of termination, or �a maximum of one week annually if approved by the City Manager . In the event that a holiday observed by the City of Pearland falls within a scheduled vacation period, that holiday will not count as a vacation day. Vacations may be taken as weekly periods or as individual days as long as the periods chosen meet with departmental approval . You should submit a vacation request form to your supervisor at least 10 working days prior to the date you wish your vacation to begin. Employees who are unable to use their vacation during any given year may, with the City Manager ' s approval, carry over fifty ( 50 ) percent of the unused portion of the vacation. SECTION 4 . 02 HOLIDAYS The City of Pearland provides eight ( 8 ) hours of holiday play to all full-time, regular employees on the following nine (9 ) holidays : * New Year ' s Day January 1 \ * Good Friday Friday before Easter 4-1 * Memorial Day Last Monday in May * Independence Day July 4 * Labor Day First Monday in Sept. * Thanksgiving Day Fourth Thursday in November and the following Friday * Christmas Eve December 24 * Christmas Day December 25 * Designated Holidays ( 2 ) Two days, to be determined individually with approval of the Supervisor and the Department Head. Holidays falling on a Saturday are observed on the preceding Friday. Holidays falling on Sunday are observed on the following Monday. In order to be eligible to receive holiday pay, you are required to work your regularly scheduled hours the workday preceding and the workday following the holiday. An approved vacation day or any other excused and paid day off is considered a day worked for purposes of holiday pay eligibility, however, sick days taken before and/or after a holiday must be verified with a doctor 's excuse upon the employee 's return to work . In addition to providing paid time off for City observed holidays, the City of Pearland permits regular full-time employees to take up to two paid personal days annually (Designated Holiday) for personal business that cannot be taken care of during regular business hours and for religious observances, ethnic holidays, and other events of personal significance. Designated holidays may be taken after an employee has successfully completed a ninety (90 ) day evaluation period, and must be taken in increments of no less than eight ( 8 ) hours . Any regular full-time employee who is required to work on a City observed holiday shall be paid at their regular base rate of pay for the actual time worked, and in addition, the holiday pay. The employee may, with the approval of the department head, elect to receive compensatory time for the actual time worked . 4-2 An employee who schedules a Designated Holiday with a supervisor and is later required to work on that day, will be paid at their regular base pay for the actual day worked, and will be allowed to select a different Designated Holiday. When a City observed holiday and a full time employee 's regular scheduled day off occurs on the same day, the employee will be entitled to an alternate day off within a reasonable period of time not to exceed ninety ( 90 ) days . SECTION 4 . 03 EMERGENCY LEAVE If you are a regular full-time employee and a death occurs in your family, you will be compensated for time lost from your regular work schedule in accordance with the following guidelines : You will be granted up to three ( 3 ) days off from work with pay as needed in the event of the death of your spouse, child, parents, or siblings; up to three days in the event of the (11111 death of your grandchild, grandparents, father-in-law, motherl- in-law, son-in-law, or daughter-in-law; and one day in tI�e event of the death of a relative not a member of your immediate family as defined herein. A maximum of four ( 41 ) days per year will be allowed all regular full-time employees . Requests for emergency leave should be made to your immediate supervisor . SECTION 4 . 04 JURY AND WITNESS DUTY LEAVE If you are a regular full-time employee who is summoned to jury duty, the City of Pearland continues your salary during your active period of jury duty for up to a maximum of fifteen working days per calendar year . You are also permitted to retain the allowance you receive from the court for such service . If you are not a regular full-time employee, you are given time off without pay while serving jury duty. To qualify for jury or witness duty leave, you must submit to your supervisor a copy of the summons to serve as soon as it is received . In addition, proof of service must be submitted to your supervisor when your period of jury or witness duty is completed . 4-3 ' 1 The City of Pearland will make no attempt to have your service on a jury ,postponed except where business conditions necessitate such action. SECTION 4 . 05 MEDICAL LEAVE The City of Pearland recognizes that inability to work because of illness or non-occupational injury may cause economic hardship. For this reason, the City provides paid sick days to regular full-time employees who have successfully completed a ninety (90 ) day evaluation period. Eligible employees accrue sick days at the rate of one and one-quarter ( 1 1/4 ) days per month to a maximum of 15 days per calendar year . A new employee is not allowed to use sick leave until they have worked three continuous months . Accumulated sick leave is the difference between sick leave earned and sick leave taken. Once an employee ' s scheduled vacation period has started, the employee will be allowed no sick leave for the duration of the scheduled vacation period . The City Manager may grant exceptions in unusual cases, such as injury, however, in these cases a physicians report shall be necessary. In addition, once an employee 's scheduled designated holiday has started, the employee will not be allowed to substitute sick leave. Sick leave may accrue to an indefinite amount, so as to protect you from catastrophic illness or non-occupational injury. However, accrued sick leave, not exceeding ninety (90 ) days, is the maximum that will be paid at the time of termination of employment. In cases of surgery, rehabilition, pregnancy leave and other long term illnesses, it will be necessary to submit il a "Communication of Extended Medical Leave" form to yoir Supervisor . This form will assist the Supervisor in knowing how to schedule work, how to plan for a "return to work', whether to hire temporary help and to make other necessary decisions to keep the department running smoothly. Employees are required to submit the "Communication of Extended Medical Leave" form as soon as medical leave is requested, and will be expected to follow up with reports to the Supervisor as instructed . Failure to comply with the 4-4 reporting schedule is grounds for disciplinary action, including termination . (Forms are available through the Personnel Office and can be found in the City's Policy and Procedures Manual ) The procedure to follow when you are absent and other important guidelines, are set forth in the discussion of absenteeism and tardiness in this handbook . Please familiarize yourself with these guidelines . SECTION 4 . 06 PERSONAL LEAVES OF ABSENCE Unpaid personal leaves of absence for a period of up to si1x ( 6 ) weeks may be requested by regular full-time employees who have completed one year of continuous service. Requests for personal leaves of absence must be submitted in writing at least two weeks prior to the time such leave is to commence. If the personal leave request is necessitated by an emergenc , the employee or member of the immediate family must notify the employee 's supervisor or the department head as soon as �s practicable; this should be followed up with a written explanation of the nature of the leave and the expected length of absence . In such emergency situations, the written explanation must be submitted within three days of the beginning the leave . Personal leave may be granted for justifiable reasons at the discretion of the City Manager . Personal leaves are not granted until all accrued unused vacation and personal days have been exhausted . SECTION 4 . 07 MILITARY LEAVE Any City employee who is a member of the state military forces or a reserve component of the armed forces is entitled to leave of absence from the employee 's duties on a day on which the employee is engaged in authorized training or duty ordered or authorized by proper authority. During a leave of absence the employee may not be subjected to loss of time, efficiency rating, vacation time, or salary. Leaves of absence under this section may not exceed 15 days in a federal fiscal year . 4-5 C A reserve component of the armed forces who is ordered to duty by proper authority is entitled, when relieved from duty, t10 be restored to the position that the employee held when ordered to duty. C C 4-6 CHAPTER V l GROUP HEALTH AND RELATED BENEFITS SECTION 5 . 01 INTRODUCTION TO EMPLOYEE BENEFIT PROGRAMS The City of Pearland has established a variety of employee benefit programs designed to assist you and your eligible dependents in meeting the financial burdens that can result from illness, disability, and death, and to help you plan for retirement, deal with job-related or personal problems, and enhance your job-related skills . For more complete information regarding any of our benefi1t ` programs, see current insurance booklets for Health/Life/Dental coverage now in effect . The City of Pearland may change insurance plans as it deems necessary. SECTION 5. 02 WORKERS ' COMPENSATION INSURANCE To provide for payment of your medical expenses and for partial salary continuation in the event of a work-relatd accident or illness, you are covered by Workers ' Compensation Insurance . The amount of benefits payable and the duration of payment depend upon the nature of your injury or illness . In general, however, all medical expenses incurred in connection with an injury or illness are paid in full, and partial salary payments are provided beginning with the ninth (9th) consecutive day of your absence from work . If you are injured or become ill on the job, you must immediately report such injury or illness to your supervisor or the Personnel Department . This ensures that the City can assist you in obtaining appropriate medical treatment. Yor failure to follow this procedure may result in the appropriate workers ' compensation report not being filed in accordance with the law, which may consequently jeopardize your right to benefits in connection with the injury or illness . Questions regarding workers ' compensation insurance should be directed to the Personnel Department. 5-1 SECTION 5. 03 RETIREMENT The City of Pearland is a member of the Texas Municipal Retirement System (TMRS ) . The purpose of this plan is to provide an adequate and dependable program for the retirement of employees of Texas municipalities . Participation in the program is compulsory for all regular full-time employees . The TMRS plan requires a contribution of the salary of each employee member which will be deducted from each paycheck . At the time of retirement, the City will contribute to that amount already contributed by the employee. Retirement benefits will be calculated on the combined contributions of the employee and the City. SECTION 5 . 04 EMPLOYEE ASSISTANCE PROGRAM The City of Pearland recognizes that a wide range of problems, such as marital or family distress, alcoholism, and drig abuse, not directly associated with an individual 's job function can nonetheless be detrimental to an employee's performance on the job. Consequently, we believe it is in the interest of employees and the City to provide an effectiie program to assist employees and their families in resolving problems such as these as the need arises . To this end, oiir employees are free to use this program and are encouraged to do so. Employee visits to the EAP are held in confidence to the maximum possible extent . Participation in our EAP does not excuse employees from complying with normal City policies or from meeting normal jpb requirements during or after receiving EAP assistance. Nor will participation in our EAP prevent the City of Pearland from taking disciplinary action against any employee for performance problems that occur before or after the employee 's seeking assistance through the EAP. Employees interested in learning more about our EAP or in discussing a personal or job-related problem should contact the Personnel Department for further information. • 5-2 0 r SECTION 5 . 05 EDUCATIONAL ASSISTANCE PLAN The City of Pearland has established an educational assistance program to help eligible employees develop their skills and upgrade their performance . All regular full-time employees who have completed a minimum of one year of continuous service are eligible to participate in the program. Educational assistance is provided for courses offered by approved institutions of learning such as accredited college, universities, and secretarial and trade schools . Such education must be clearly beneficial to the City. Such educational courses must be taken on the employee 's own time, unless otherwise approved by the City Manager uppn recommendation of the department head and the Personnel Director . The employee must receive full credit for the course of study applied for, and maintain a grade average of "C" or better . Continuing education classes may only provide a pass/fall grade, in which case only the grade of "passing" or "pass', will qualify an employee for assistance. In most cases, the employee shall pay all initial tuition, fees, and other costs . Following successful completion of the course or appropriate unit thereof, and only if all other requirements of this policy are met, the City will refund to the employee the total of all tuition and fees required in connection with the course of study so taken, after deduction for payments received from an institutional or other governmental source . SECTION 5 . 06 COBRA (CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT) If you resign or are terminated from the City of Pearland's employ or if your work hours are reduced, and if this event makes you or your dependents no longer eligible to participate in one of our group health insurance plans, you and your eligible dependents may have the right to continue to participate for up to eighteen months at your (or your eligible dependents ) expense . If you are determined to be disabled under the Social Security Act at the time of your termination or reduction in hours, you may be entitled to continuation coverage for up to twenty-nine months . 5-3 I Your eligible dependents may also extend coverage, at their expense, for up to thirty-six months in our group health insurance plans in the event of your death, divorce, legal separation, or enrollment for Medicare benefits, or when a child ceases to be eligible for coverage as a dependent under the terms of the plan . The eighteen month continuation coverage period provided in the event of your termination or reduction in working hours may be extended to thirty-six ( 36 ) months for your spouse and dependent children if, within that eighteen ( 18 ) month period, you die or become divorced or legally separated, or if a child ceases to have dependept status . In addition, if you enroll for Medicare during the eighteen ( 18 ) month period, your spouse and dependent children may be entitled to extend their continuation period to thirty- six ( 36 ) months, starting on the date that you become eligible for Medicare . Should you or your eligible dependents elect to continue as members of the City's plans, you will be charged the applicable premium charged the City by our carrier . The premium is subject to change if the rates decrease or increase. If this continuation coverage is made, you have the right to convert this coverage to an individual policy wiith our insurance carriers at the end of the continuation period. Continuation coverage may end, however, if any of t e following events occur : 1 ) Failure to make timely payments of all premiums; 2 ) Assumption of coverage under a new group health plan, which does not exclude or limit coverage provided to you on account of a pre-existing medical condition; or 3 ) the City of Pearland 's termination of its group health plans . If you enroll for Medicare, you will no longer be eligible for continued coverage, but, as noted earlier in this statement, your spouse and dependent children may be entitled to extend their continuation coverage. In the event you become divorced or legally separated, or one of your dependents ceases to be eligible for coverage under our group health insurance plans, you and/or your dependent is responsible for contacting the Personnel Department to discuss continuation/conversion rights . You and your qualified beneficiaries are also responsible for notifying the Personnel Department within sixty ( 60 ) days of qualifying for Social Security disability benefits . For further details regarding continuing or converting your group health insurance benefits, please contact the Personnel Department . 5-4 (4111 ' CHAPTER VI EMPLOYEE CONDUCT SECTION 6 . 01 GRIEVANCE PROCEDURE A grievance procedure will be afforded all employees with the exception of those reporting to the City Manager and/or Division Heads . Department Heads serve at the will of the City Manager . An employee 's pay through demotion, suspension or termination must be affected in order to file any grievance . Misunderstandings or conflicts can arise in any organization. To insure effective working relations, it is important that such matters be resolved before serious problems develop. Most incidents resolve themselves naturally; however, should a situation persist that you believe is detrimental to you or to the City, you should follow the procedure described in the City of Pearland 's Policy/Procedure Manual . SECTION 6 . 02 SMOKING In order to maintain a safe and comfortable working environment and to insure compliance with applicable laws, the City of Pearland has developed a Tobacco Free Policy which strictly regulates the use of tobacco products in all City offices and facilities . You should familiarize yourself with those areas throughout City premises where smoking is prohibited . Employees smoking in any nonsmoking area may be subject to disciplinary action, including termination. Please contact the Personnel Department if you have apy questions regarding the Tobacco Free Policy. Complaints regarding violations of this policy may be filed under the City' s complaint resolution procedure, which is described elsewhere in this section of the handbook . SECTION 6 . 03 PERSONAL APPEARANCE AND DEMEANOR The City is concerned with their employees ' personll appearance and demeanor . It is essential that employees dress in appropriate business attire, adhere to acceptable grooming standards and behave in a professional, businesslike manner at all times . For this reason a dress code policy has been 6-1 411 f adopted which sets forth the standards employees are expected to meet in terms of appropriate dress and behavior . Please use good judgment in your choice of work clothes and remember to conduct yourself at all times in a way that best represents you and the City of Pearland. Employees are also required to keep their work environments clean and orderly. Before departing at the end of the work day, employees should lock all files and cabinets and clear all work materials of a sensitive and confidential nature . Employees failing to adhere to the City' s standards with respect to appearance and demeanor are subject to disciplinary action. Information regarding the dress code policy and consequences for violating this policy may be obtained from the Personnel Department and/or the City of Pearland Policy/Procedure Manual . SECTION 6 . 04 SOLICITATIONS/DISTRIBUTION OF LITERATURE In the interest of maintaining a proper business environment and preventing interference with work and inconvenience tlo others, employees may not distribute literature or printed materials of any kind, sell merchandise, solicit financial contributions, or solicit for any other cause during working time . Employees who are not on working time ( e .g. , those on lunch hour or breaks ) may not solicit employees who are on working time for any cause or distribute literature or printed material of any kind in working areas at any time. Non-employees are likewise prohibited from distributing material or soliciting employees on City premises at any time. SECTION 6 . 05 ABSENTEEISM AND TARDINESS The City* expects all employees to assume diligent responsibility for their attendance and promptness. Recognizing, however, that illnesses and injuries may occur, the City has established sick leave to compensate regular full-time employees for certain time lost for legitimate medical reasons . (Please consult the appropriate section of this handbook for information regarding "medical leave" . Should you be unable to work because of illness, you must notify your supervisor or your department head within the half 6-2 r ( 1/2 ) hour of your regular work day on each day of your absence unless you are granted an authorized medical leave, in which case different notification procedures apply. (See the medical leave of absence policy in this handbook ) . Failure to properly notify the City results in an unexcused absence, without pay. If you are absent for more than two ( 2 ) consecutive wor days, a statement from a physician is required before you will be permitted to return to work . In such instances, the Citi also reserves the right to require you to submit to an examination by a physician designated by the City at its discretion . In addition, the City may require you either to submit a statement from your physician or to be examined by a City-designated physician in other instances at its discretion, such as when abuse is suspected ( for example, when an employee 's record indicates a pattern of short absences and/or frequent absences before or after holidays arM weekends ) . Absenteeism or tardiness that is unexcused or excessive in the judgement of the City of Pearland is grounds for disciplinary \ action, including termination. Any employee absent for three ( 3 ) days without notice shall be considered to have resigned as of his/her last day of active work and the City sha]J1 consider your position vacant as of that date . The City may establish a variety of programs in an effort to minimize absenteeism and tardiness, including incentive awa9d programs and progressive disciplinary action procedures designed to punish excessive absenteeism and/or tardiness . SECTION 6 . 06 GUIDELINES FOR APPROPRIATE CONDUCT As an integral member of the City of Pearland team, you are expected to accept certain responsibilities, adhere to acceptable business principles in matters of personal conduct, and exhibit a high degree of personal integrity at all times . This not only involves sincere respect for the rights and feelings of others, but also demands that both in your business and in your personal life you refrain from any behavior that might be harmful to you, your co-workers, and/or the City of Pearland, or that might be viewed unfavorably by the citizens of Pearland or by the public at large . r 6-3 Whether you are on duty or off, your conduct reflects on the City. You are, consequently, encouraged to observe the highest standards of professionalism at all times . Types of behavior and conduct that the City considers inappropriate include, but are not limited to, the following: * Falsifying employment or other City records . * Violating the City's nondiscrimination and/or sexua harassment policy. * Soliciting or accepting gratuities from customers or clients . * Excessive absenteeism or tardiness. * Excessive, unnecessary, or unauthorized use of City supplies, particularly for personal purpose . * Reporting to work intoxicated or under the influence of non-prescribed drugs, and illegal manufacture, possession, use, sale, distribution or transportation of drugs . * Bringing or using alcoholic beverages on City property or using alcoholic beverages while engaged in City business off City premises, except where authorized. * Fighting or using obscene, abusive, or threatening language or gestures . * Theft of property from co-workers, customers, or the City. * Unauthorized possession of firearms on City premises or while on City business . * Disregarding safety or security regulations . * Insubordination. * Failing to maintain confidentiality of City, customer, or client information. * Failure to be truthful on the part of an employee, in his/her dealings with fellow employees or citizens . The above comprehensive listing of prescribed activities is not intended to be exhaustive . Should your performance, work habits, overall attitude, conduct, or demeanor becomie unsatisfactory in the judgment of the City of Pearland, based on violation either of the above or any other City policies, rules, or regulations, you will be subject to disciplinary action, including termination. • The City Manager shall be responsible for providing a progressive discipline procedure . 6-4 SECTION 6 . 07 CONFIDENTIALITY OF INFORMATION It is the policy of the City of Pearland to insure that the operations, activities, and business affairs of the City and its clients are kept confidential to the greatest possible extent . If, during the course of their employment, employees acquire confidential or proprietary information about the City and its clients, such information is to be handled in strict confidence and not to be discussed with outsiders . Employees are also responsible for the internal security of such information. In addition, employees are prohibited from engaging in securities transactions on the basis of information not available to the general public and which, if known to outsiders, might affect their investment decisions . The dissemination of such information to others who might make use of that knowledge to trade in securities is also prohibited . Employees found to be violating this policy are subject to disciplinary action, up to and including termination, and may also be subject to civil and/or criminal penalties fbr violations of, among other things, applicable securities laws . SECTION 6 . 08 SAFETY AND HEALTH The City of Pearland is committed to providing a safe and healthful working environment . The City makes every effortlto comply with relevant federal and state occupational health and safety laws and to develop the best feasible operation, procedures, technologies, and programs conducive to such an environment . The City's policy is aimed at minimizing the exposure of our employees, customers, and other visitors to our facilities to health or safety risks . To accomplish this objective, all City employees are expected to work diligently to maintain safe and healthful working conditions and to adhere to propler operating practices and procedures designed to prevent injuries and illnesses . C 6-5 The responsibilities of all employees of the City of Pearland in this regard include: * Exercising maximum care and good judgment at all time to prevent accidents and injuries; * Reporting to supervisors and seeking first aid for all injuries, regardless of how minor; * Reporting unsafe conditions, equipment, or practices to supervisory personnel; * Using safety equipment provided by the City at all times . * Conscientiously observing all safety rules aid regulations . * Notifying their supervisors, before the beginning of t.ie workday, of any medication they are taking that may cause drowsiness or other side effects that could lead to injury to them and their co-workers . For more information on safety and health refer to your City of Pearland Policy/Procedure Manual which provides for prompt and accurate reporting of on-the-job accidents or injurie , and the elimination of hazards likely to cause accidents or injuries . SECTION 6 . 09 DRUG-FREE WORKPLACE It is the policy of the City of Pearland to create a drug-free workplace in keeping with the spirit and intent of the Drug- Free Workplace Act of 1988 . The use of controlled substances is inconsistent with the behavior expected of employees, subjects all employees and visitors to our facilities to unacceptable safety risks, and undermines the City's ability to operate effectively and efficiently. The unlawful manufacture, distribution, dispensation, possession, sale, or use of a controlled substance in the workplace or while engaged in City business off City premises is strictly prohibited . Such conduct is also prohibited during non- working time to the extent that in the opinion of the City, it impairs an employee 's ability to perform on the job or threatens the reputation or integrity of the City of Pearland . More detailed information on the City of Pearland ' s Policy on Drug and Alcohol Testing may be obtained through the Personnel Department and/or the City of Pearland 's Employee Policy/Procedure Manual . 6-6 QUESTIONS AND- ANSWERS The following is a list of answers to frequently-asked questions. If, from time to time, questions arise, please consult with your supervisor and we will answer your question(s) and add them to the list. 1. Q. How does an employee use vacation for personal business on shorter notice than ten (10) days? A. This notice period was proposed as a planning tool for supervisors. If an employee has need for a vacation day and cannot give the requested notice, the supervisor has the discretion of granting vacation in specific cases. 2. Q. Please explain the provision that allows an employee the ability to carry over fifty (50%) percent of the unused vacation. A. If an employee has forty (40) hours vacation time remaining and it becomes apparent the employee will not be able to use this vacation time within the appropriate period, the City Manager (upon request) has the authority to allow the employee to carry over fifty (50%) percent of the unused time. 40 hrs.x .5 = 20 hours carry over. 3. Q. Section 4.02 requires a doctor's excuse for sick days taken before or after a holiday. Can this requirement be left to the discretion of the supervisor? A. No. This practice could have some employees being. treated differently than others. 4. Q. Does the Employee Handbook grant two (2) or three (3) days off in the event of the death of a grandchild or grandparent? A. A regular full-time employee will be granted up to three (3) days off with pay in the event of the death of a grandchild or grandparent. A maximum of four (4) days per year will be allowed all regular full-time employees. 5. Q. If you exhaust your annual emergency leave, do you then use vacation or sick leave? A. If all emergency leave has been used, the employee may use vacation or sick leave in the event of a death in their immediate family or a relative that is not a member of your immediate family. 6. Q. Could the "one year of continuous service" requirement apply to the time at which a course would be completed, rather than started? A. Yes. This is covered in Chapter V. of the City of Pearland Policies and Procedures Manual. 7. Q. Break periods are not addressed any where in the Employee Handbook, why not? A. The Fair Labor Standard Act does not require an employer to provide rest breaks, coffee breaks or other breaks. Break times will be left to the discretion of the supervisor as the work schedule permits or established by Departmental Policy. 8. Q. Who is the designated "Safety Officer"? A. The duties of "Safety Officer" are presently being r` discharged by Larry Steed. (111 CITY OF PEARLAND EMPLOYEE HANDBOOK APPENDIX A JOB CLASSIFICATION AND PAY PLAN POSITION CLASSIFICATION SYSTEM: The City. of Pearland organization is composed of employees organized into departments and divisions. Positions are established within the organization according to the requirements for technical skills and expertise, and the budgetary capability of the City. The City of Pearland Job Classification System provides - a systematic basis for describing the requirements of positions within the organization and establishing the relative position of jobs in the City's Pay Plan. The goal of the position Classification System is to insure that employees are fairly compensated relative to other employees doing the same or similar work within the City organization. ORGANIZATION OF THE PAY PLAN: The City of Pearland Pay Plan has been established to attract and retain qualified, competent employees. The Plan is composed of two segments; one for Civil Service employees and one for Non-Civil Service employees. Positions are allocated to the Pay Plan on the basis of an analysis of the job requirements. MAINTENANCE OF THE PAY PLAN: The City recognizes the importance of maintaining a competitive pay plan. It is anticipated that periodically the City will conduct a comprehensive salary survey to determine the relative position of the City of Pearland Pay Plans in the marketplace. The City Manager will recommend changes to this plan to the City Council as appropriate, and as financial resources will allow. Al CITY OF PEARLAND CLASSIFICATION PLAN WPDATE JOB TITLE TRANSITIONT LIST DEPARTMENT OLD JOB TITLE NEW JOB TITLE Administration City Manager City Manager Administrative Asst,. Division Director City Manager 's Sec. Executive Secretary City Secretary City Secretary Secretary II Administrative Asst. Utility Billing Utility Acct. Supv. Utility Accounts Supiv. Utility Leadman Utility Crew Leader Utility Clerk Customer Service Clk. Meter Reader Meter Reader Finance Finance Director Finance Director Finance Acct. Clerk. Sr . Accounting Clerk Finance Acct. Clerk: Jr . Accounting Cle1rk Tax Tax Collector/Coam. Tax Collector Service Coord. Tax Clerk Tax Clerk Human Resource Human Resource Coorn3/ Personnel Dir/Civil Civil Service Dir.. Service Director Human Resource Asst.. Personnel Assistant H/R Switchboard/Teeth. Personnel Clerk H/R Switchboard/Teeth. Receptionist Municipal Court Municipal Court Supv. Hun Ct. Administrator Deputy Court Clerk Deputy Court Clerk Court Interpreter Court Interpreter Fire Marshal Fire Marshal Fire Marshal Health/Sanitation Health Inspector Sanitarian/Health Insp Em. Medical Serv. EMS Clerk EMS Admin. Clerk Parks/Recreation Pks & Recreation Sint. Pks & Recreation Dir. Administrative Asst.. Administrative Asst. Crew Chief Crew Leader Parks Laborer Pks Maintenance Worker Custodial Serv. Custodial• Supervisozr Custodial Crew Leader Custodian Custodian A2 Public Works Public Works Supt. Public Works Supt. Public Works Clerk Administrative Clerk Sanitation Sanitation Supt. Sts. & Drainage Supt. Truck Driver Light Equip. Operator Street/Drainage Street Foreman Streets Supervisor Comm. Truck Driver Light Equip. Operator Light Equip. Operator Light Equip. Operator Streets Laborer Sts. Maintenance Wlr W&S Construction/ W&S Construc. Supv. W&S Line Maint. Supt. Dist. & Coll. Foreman W&S Line Maint. Supv. Crew Chief W&S Line Maint. Crew Leader Light Equip. Operator Light Equip. Operator Laborer W&S Line Maint. Worker Engineering • City Engineer City Engineer Eng/Drafting Tech. Engineering Technician Secretary I Secretary I Building Inspec. Chief Building Offical Chief Bldg. Official Building Inspector Building Inspector Secretary I Secretary I Vehicle Maint/ Fleet Manager Fleet Manager Equip. Services Shop Foreman/Mech. II Mechanic II Mechanic I Mechanic I Public Works Clerk Public Works Clerk Shop Laborer Equip. Services,Maint. Worker W&S Prod/Treat W&S Prod/Treat. Supt. W&S Prod/Treat. Supt. Operator II W&S Operator II Operator I W&S Operator I Crew Chief W&S Prod/Treat Crew Leader -Lift Station Opr . II Lift Station Opr. II Lift Station Opr . I Lift Station Opr. I W&S Laborer W&S Prod/Treat, Maint. Worker A3 C Police Chief of Police Chief of Police Captain Captain Lieutenant Lieutenant Sergenat Sergeant Patrol Corporal Corporal Patrol Officer Patrol Officer Probationary Police Probationary Police Jail Jailer Jailer Emergency Comm. Dispatcher Supv. Emer. Comm. Supervisor Dispatcher Emer. Comm. Dispatcher Part Time Dispatcher Em.Comm.Dispatcher(pt) Police Records Police Records Clerk Police Records Clerk Secretary I Secretary I City Marshal Warrant Officer/Bailiff WarrantOfficer/Bail. Communications Computer/Elec. Tech. Communic. Specialist Radio Technician Radio Technician • A4 PAY CLASSIFICATION PLAN NON-CIVIL SERVICE EMPLOYEES AUGUST 1992 RANGE JOB TITLE LEVEL A - J 10 Maintenance Worker $7. 35 - $10.46 Custodian Meter Reader Receptionist 11 E.M.S. Clerk $7.94 - $11.30 Public Works Clerk Personnel Clerk Police Records Clerk Tax Clerk Junior Accounting Clerk Animal Control Trainee 12 Emerg. Communications Dispatcher $8. 57 - $12 .20 Deputy Court Clerk Customer Service Clerk Senior Accounting Clerk Admin. Assistant to City Secretary Secretary I Crew Leader Light Equipment Operator Personnel Assistant Parks & Recreation Admin. Asst. Radio Technician - 13 Mechanic I $9. 26 - $13.18 Animal Control Officer W & S Operator I Lift Station Operator I Building Inspector 14 Utility Accounts Supervisor $10.00 - $14.23 Communications Specialist Mechanic II Lift Station Operator II Emerg. Communications Supervisor Engineer Technician W & S Operator II W & S Line Maintenance Supervisor A5 C PAY RANGE JOB TITLE LEVEL A - J 15 City Secretary $10.80 - $15.37 Executive Secretary Tax Collector Sanitarian/Health Inspector Municipal Court Administrator Jailer 16 Fleet Manager $11 .66 - $16.60 W & S Prod/Treatment Superintendent W & S Line Maintenance Superintendent Street & Drainage Superintendent Fire Marshal Chief Building Official 17 Warrant Officer/Court Bailiff $12.60 - $17.93 C 18 Finance Director $13.60 - $19 .36 Director of Personnel/Civil Service 19 Parks & Recreation Director $14 .69 - $20.91 Public Works Superintendent 20 . . . $15.87 - $22.59 21 . . . $17.14 -$24.39 22 City Engineer $18 . 51 - $26 .34 23 . . . $19 .99 - $28.45 24 Chief of Police $21. 59 - $30.73 25 Division Director $23.32 - $33.19 A6 i' I CITY OF PEARLAND NON-CIVIL SERVICE PAY PLAN, EFFECTIVE AUGUST 10, 1992 PAY RANGE LEVEL A LEVEL 8 LEVEL C LEVEL D LEVEL E LEVEL F LEVEL 6 LEVEL H LEVEL I LEVEL 1 -\. 10 $7.35 $7.64 $7.95 $8.27 $8.60 $8.94 $9.30 $9.67 $10.06j $10.46 $1,274.00 $1,324.96 $1,377.96 $1,433.08 $1,490.40 $1,550.02 $1,612.02 $1,676.50 $1,743.56 $1,813.30 $15,288.00 $15,899.52 $16,535.50 $17,196.92 $17,884.80 $18,600.19 $19,344.20 $20,117.97 $20,922.68 $21,759.59 11 $7.94 $8.26 $8.59 $8.93 $9.29 $9.66 $10.04 $10.45 $10.86 $11.30_ $1,375.92 $1,430.96 $1,488.20 $1,547.72 $1,609.63 $1,674.02 $1,740.98 $1,810.62 $1,883.04 $1,958.36 $16,511.04 $17,171.48 $17,858.34 $18,572.67 $19,315.58 $20,088.20 $20,891.73 $21,727.40 $22,596.50 $23,500.36 12 $8.57 $8.92 $9.27 $9.64 $10.03 $10.43 $10.85 $11.28 $11.73 $12.20 $1,485.99 $1,545.43 $1,607.25 $1,671.54 $1,738.40 $1,807.94 $1,880.26 $1,955.47 $2,033.68 $2,115.03 $17,831.92 $18,545.20 $19,287.01 $20,058.49 $20,860.83 $21,695.26 $22,563.07 $23,465.59 $24,404.2 $25,380.39 13 $9.26 $9.63 $10.01 $10.41 $10.83 $11.26 $11.72 $12.18 $12.61 $13.18 $1,604.87 $1,669.07 $1,735.83 $1,805.26 $1,877.47 $1,952.57 $2,030.68 $2,111.90 $2,196.38 $2,284.23 $19,258.48 $20,028.82 $20,829.97 $21,663.17 $22,529.69 $23,430.88 $24,368.12 $25,342.84 $26,356.56 $27,410.82 1 14 $10.00 $10.40 $10.82 $11.25 $11.70 $12.17 $12.65 $13.16 $13.69 $14.23 $1,733.26 $1,802.59 $1,874.70 $1,949.69 $2,027.67 $2,108.78 . $2,193.13 $2,280.86 $2,372.09 $2,466.97 $20,799.16 $21,631.12 $22,496.37 $23,396.22 $24,332.07 $25,305.35 , $26,317.57 $27,370.27 $28,465.08 $29,603.68 15 $10.80 $11.23 0 $11.68 $12.15 $12.63 $13.14 $13.66 $14.21 114.78 $15.37 $1,871.92 $1,946.80 $2,024.67 $2,105.66 $2,189.89 $2,277.48 $2,368.58 $2,463.32 $2,561.86 $2,664.33 $22,463.09 $23,361.61 $24,296.08 $25,267.92 $26,278.64 $27,329.78 $28,422.97 $29,559.89 $30,742.19 $31,971.98 16 $11.66 $12.13 $12.62 $13.12 $13.64 $14.19 $14.76 $15.35 $15.96 $16.60 $2,021.68 $2,102.55 $2,186.65 $2,274.11 $2,365.08 $2,459.68 $2,558.07 $2,660.39 $2,766.81 $2,877.48 $24,260.13 $25,230.54 $26,239.76 $27,289.35 $28,380.93 $29,516.16 $30,696.81 $31,924.68 $33,201.67 $34,529.74 1 17 $12.60 $13.10 $13.62 $14.17 $14.74 $15.33 $15.94 $16.58 $17.24 $17.93 $2,183.41 $2,270.75 $2,361.58 $2,456.04 $2,554.28 $2,656.45 $2,762.71 $2,873.22 $2,988.15 $3,107.68 $26,200.95 $27,248.98 $28,338.94 $29,472.50 $30,651.40 $31,877.46 $33,152.55 $34,478.66 $35,857.80 $37,292.12 I 18 $13.60 $14.15 $14.71 $15.30 $15.92 $16.55 $17.21 $17.90 $18.62 $19.36 $2,358.09 $2,452.41 $2,550.50 $2,652.53 $2,758.63 $2,868.97 $2,983.73 $3,103.08 $3,227.20 $3,356.29 $28,297.02 $29,428.90 $30,606.06 $31,830.30 $33,103.51 $34,427.65 $35,804.76 $37,236.95 $38,726.43 $40,275.48 19 $14.69 $15.28 $15.89 $16.53 $17.19 $17.88 $18.59 $19.33 $20.11 $20.91 $2,546.73 $2,648.60 $2,754.55 $2,864.73 $2,979.32 $3,098.49 $3,222.43 $3,351.33 $3,485.38 $3,624.79 $30,560.78 $31,783.21 $33,054.54 $34,376.72 $35,751.79 $37,181.87 $38,669.14 $40,215.91 $41,824.54 $43,497.52 20 $15.87 $16.50 $17.16 $17.65 $18.56 $19.31 $20.08 $20.88 $21.72 $22.59 $2,750.47 $2,860.49 $2,974.91 $3,093.91 $3,217.66 $3,346.37 $3,480.22 $3,619.43 $3,764.21 $3,914.78 $33,005.65 $34,325.87 $35,696.91 $37,126.86 $38,611.94 $40,156.41 $41,762.67 $43,433.18 $45,170.50 $46,977.32 21 $17.14 $17.82 $18.54 $19.28 $20.05 $20.85 $21.68 $22.55 $23.45 $24.39 $2,970.51 $3,089.33 $3,212.90 $3,341.42 $3,475.07 $3,614.08 $3,758.64 $3,908.99 $4,065.35 $4,227.96 $35,646.10 $37,071.94 $38,554.82 $40,097.01 $41,700.89 $43,368.93 $45,103.68 $46,907.83 $48,784.15 $50,735.51 rh'22 $18.51 ' $19.25 $20.02 $20.82 $21.65 $22.52 $23.42 $24.36 $25:33 $26.34 $3,208.15 $3,336.47 $3,469.93 $3,608.73 $3,753.08 $3,903.20 $4,059.33 $4,221.70 $4,390:57 $4,566.20 $38,497.78 $40,037.70 $41,639.20 $43,304.77 $45,036.96 $46,838.44 $48,711.98 $50,660.46 $52,686 88 $54,794.35 A7 1 i I i AY RANGE LEVEL A LEVEL B LEVEL C LEVEL D LEVEL E .LEVEL F LEVEL 6 LEVEL H LEVEL II LEVEL J i 23 $19.99 $20.79 $21.62 $22.49 $23.38 $24.32 $25.29 $26.30 $27.36 $28.45 $3,464.80 $3,603.39 $3,747.53 $3,897.43 $4,053.33 $4,215.46 $4,384.08 $4,559.44 $4,741.82 $4,931.49 $41,577.61 $43,240.71 $44,970.34 $46,769.15 $48,639.92 $50,585.52 $52,608.94 . $54,713.30 $56,901.83 $59,177.90 24 $21.59 $22.45 $23.35 $24.28 $25.26 $26.27 $27.32 $28.41 $29.55 $30.73 $3,741.98 $3,891.66 $4,047.33 $4,209.22 $4,377.59 $4,552.70 $4,734.80 $4,924.20 15,121416 $5,326.01 $44,903.82 $46,699.97 $48,567.97 $50,510.69 $52,531.11 $54,632.36 $56,817.65 $59,090.36 $61,453.97 $63,912.13 25 $23.32 $24.25 $25.22 $26.23 $27.28 $28.37 $29.50 $30.68 $31.91 $33.19 $4,041.34 $4,203.00 $4,371.12 $4,545.96 $4,727.80 $4,916.91 $5,113.59 $5,318.13 $5,530.86 $5,752.09 $48,496.12 $50,435.97 $52,453.40 $54,551.54 $56,733.60 $59,002.95 $61,363.06 $63,817.59 $66,370.129 $69,025.10 26 $25.18 $26.19 $27.24 $28.32 $29.46 $30.64 $31.86 $33.14 $34.46 $35.84 $4,364.65 $4,539.24 $4,720.81 $4,909.64 $5,106.02 $5,310.27 $5,522.68 $5,743.58 15,973133 $6,212.26 $52,375.81 $54,470.84 $56,649.68 $58,915.66 $61,272.29 $63,723.18 $66,272.11 $68,922.99 171,679191 $74,547.11 I 27 $27.20 $28.28 $29.41 $30.59 $31.81 $33.09 $34.41 135.79 137.22 $38.71 $4,713.82 $4,902.38 $5,098.47 $5,302.41 $5,514.51 $5,735.09 $5,964.49 $6,203.07 $6,451119 $6,709.24 $56,565.88 $58,828.51 $61,181.65 $63,628.92 $66,174.07 $68,821.04 $71,573.88 $74,436.83 $77,414131 $80,510.88 28 129.37 $30.55 131.77 $33.04 $34.36 $35.73 $37.16 $38.65 $40.20 $41.80 $5,090.93 $5,294.57 , $5,506.35 $5,726.60 $5,955.67 $6,193.89 $6,441.65 $6,699.32 $6,967129 $7,245.98 $61,091.15 $63,534.79 $66,076.18 $68,719.23 $71,468.00 $74,326.72 $77,299.79 $80,391.78 $83,607!45 $86,951.75 A8 i