07-6465 Personnel ManualRESOLUTION NUMBER 07-6465
A RESOLUTION AMENDING ARTICLES 2, 3, 8, 9,16,17, 20, 23, AND 24 OF THE CITY
OF SALINA PERSONNEL MANUAL.
w WHEREAS, the City of Salina Personnel Manual is routinely reviewed to ensure legal compliance
and to make necessary changes based on employee and management staff input; and
WHEREAS, on an interim basis, administrative interpretations are made until appropriate revisions
' can be made by resolution. SO NOW THEREFORE
BE IT RESOLVED by the Governing Body of the City of Salina, Kansas:
Section 1. That Article 2 of the City of Salina Personnel Manual is hereby amended to read as
follows:
"ARTICLE 2
"Definitions"
ANNIVERSARY DATE
The first day of the pay period coinciding with or following an employee's date of employment. An
employee's anniversary date does not change when anemployee receives an early merit increase or a
delayed merit increase.
CHAIN OF COMMAND
The line of responsibility and authority beginning with the City Commission and descending through
the City Manager, department heads, assistants, various levels of supervision and ending with non -
supervisory employees.
CLASSIFICATION
The assignment of a position to an appropriate class on the basis of the kind, difficulty and
responsibility of work to be performed.
CLOTHING ALLOWANCE
Funds approved for the purchase and maintenance of required uniforms and/or uniforms issued and
replaced in accordance with departmental regulations.
COMPENSATION
Salary and other benefits afforded employees for performing assigned responsibilities.
DATE OF EMPLOYMENT
The effective date as listed on the personnel action form.
DEPARTMENT HEAD
A director, administrator or officer in charge of a department or departments, appointed by and serving
at the pleasure of the City Manager.
EMERGENCY
A sudden and unforeseen happening that requires the unscheduled services of an employee to protect
the health, welfare and safety of the community or to cavy out the responsibilities of the department.
(I EMPLOYEE - CLASSIFIED FULL' -TIME
An employee in a position established, by the official pay plan, that requires 40 or more hours per week
on a regular year-round basis.
EMPLOYEE - CLASSIFIED PART-TIME
An employee in a position that requires 20 or more but less than 40 hours per week on a regular year-
round basis. This employee is eligible for certain employee benefits.
EMPLOYEE - INTERMITTENT
An employee in a position that works an irregular schedule which is determined by the fluctuating
demands of the work and is generally not predictable. Such employees work on as needed basis, usually
for special events.
PROBATIONARY PERIOD
A test or trial period during which a newly appointed employee is required to demonstrate ability and
willingness to adequately perform the duties of the job.
SUPERVISORY EMPLOYEE
Any employee having authority, in the interest of the employer, to hire, transfer, suspend, layoff, recall,
promote, discharge, assign, reward or discipline other employees, or responsibility to direct them, or to
adjust their grievances, or effectively to recommend a preponderance of such actions, if, in connection
with the foregoing, the exercise of such authority is not of a merely routine or clerical nature, but
requires the use of independent judgment.
SENIORITY DATE
First day of the month coinciding with or following date of employment. This date is utilized for
determining various employee benefits. An employee's seniority is not adjusted except for when an
employee has been on unpaid leave of absence for more than 60 consecutive days.
' Section 2. That Article 3, Section 3 of the City of Salina Personnel Manual is hereby amended to
read as follows:
"Section 3. PHYSICAL EXAM
As part of the City's employment procedures, an applicant may be required to undergo drug
screening, and for certain positions a post -offer, pre-employment medical examination that is
conducted by a physician designated by the City Manager or his or her designee. Any offer of
employment that an applicant receives from the City is contingent upon, among other things,
satisfactory completion of this screening and examination and a determination by the City and its
examining physician(s) that the applicant is capable of performing the essential functions of the
position that has been offered, with or without a reasonable accommodation.
EMPLOYEE - REGULAR PART-TIME
An employee in a position that requires less than 20 hours per week on a regular year-round basis."
EMPLOYEE - TEMPORARY/SEASONAL
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An employee in a position that works on a temporary basis, for a specific purpose or program. For
example, recreational employees who only work during fair weather months at the pool. Generally,
work does not exceed five (5) calendar months during a year.
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EMPLOYEE - UNCLASSIFIED
An employee whose pay in the Official Play Plan as adopted by the City Commission lists a pay range
outside of the established pay grades.
GRIEVANCE
A disagreement relating to employment and working conditions or relationships between an employee
or a group of employees and supervisor.
MANAGEMENT OFFICIALS
Any appointed officer charged by law or ordinance with major policy, administrative, management or
enforcement responsibilities.
MERIT INCREASE
Salary increases granted on the basis of job performance.
OFFICIAL PAY PLAN ADJUSTMENT
Increases or decreases to the salary schedule predicated on inflation information and depending upon the
City's financial capability to make such adjustments.
PERSONNEL FILE
The official file of each employee maintained by the Human Resources Department. All records,
reports and other material entered into such files are and shall remain the property of the City of Salina.
PROBATIONARY EMPLOYEE
An employee in the process of serving the required probationary (or trial) period.
PROBATIONARY PERIOD
A test or trial period during which a newly appointed employee is required to demonstrate ability and
willingness to adequately perform the duties of the job.
SUPERVISORY EMPLOYEE
Any employee having authority, in the interest of the employer, to hire, transfer, suspend, layoff, recall,
promote, discharge, assign, reward or discipline other employees, or responsibility to direct them, or to
adjust their grievances, or effectively to recommend a preponderance of such actions, if, in connection
with the foregoing, the exercise of such authority is not of a merely routine or clerical nature, but
requires the use of independent judgment.
SENIORITY DATE
First day of the month coinciding with or following date of employment. This date is utilized for
determining various employee benefits. An employee's seniority is not adjusted except for when an
employee has been on unpaid leave of absence for more than 60 consecutive days.
' Section 2. That Article 3, Section 3 of the City of Salina Personnel Manual is hereby amended to
read as follows:
"Section 3. PHYSICAL EXAM
As part of the City's employment procedures, an applicant may be required to undergo drug
screening, and for certain positions a post -offer, pre-employment medical examination that is
conducted by a physician designated by the City Manager or his or her designee. Any offer of
employment that an applicant receives from the City is contingent upon, among other things,
satisfactory completion of this screening and examination and a determination by the City and its
examining physician(s) that the applicant is capable of performing the essential functions of the
position that has been offered, with or without a reasonable accommodation.
As a condition of continued employment, employees may also be required to undergo periodic
medical examinations, drug screenings, and/or alcohol screenings at times specified by the City as
consistent with applicable laws. In connection with these examinations, employees are required to
provide the City with access to their relevant medical records, if requested. All company -required
medical examinations and alcohol and drug screenings are paid for in full by the City.
w Questions about medical examinations or alcohol and drug screenings should be directed to your
supervisor or the Human Resources Department. Further information about the City's Drug Testing
Policy can be found in this handbook at Article 19, Section 2."
' N Section 3. That Article 8, Sections 3 and 5 of the City of Salina Personnel Manual are hereby
° amended to read as follows:
"Section 3. MERIT SALARY INCREASES
Salary ranges for all municipal positions are contained in the Official Pay Plan adopted by the
City Commission. Each job classification has a minimum and a maximum salary level.
All increases are to be granted strictly on a merit and fitness basis and are not
to be considered automatic. In order to be recommended for a merit increase, an employee must
demonstrate the Organizational Values and receive an overall performance rating that indicates he or
she has met the supervisor's expectations. If the employee has exceeded his or her supervisor's
expectations, the supervisor and Department Head may recommend an additional increase.
The Department Head shall submit recommendations for merit increases in written form to the
Human Resources Director for approval. The final decision on granting the increase may be subject to
the approval of the City Manager.
In those instances where increases are not granted, the increase may be recommended at any
subsequent evaluation if the Organizational Values have been demonstrated and performance meets
' expectations. However, the increase will not.be retroactive. Such recommendation shall be forwarded to
the Human Resources Director through the usual processes as explained above. Denial of a merit
increase due to job performance does not constitute disciplinary action.
The City shall not be obligated to grant merit increases if the funds are not available and
budgeted."
"Section 5. PERFORMANCE EVALUATION APPEAL PROCESS
If an employee believes that the rating(s) received on an evaluation do not accurately reflect
performance or feels that he or she was unjustly denied a merit increase for failure to demonstrate the
Organizational Values, a written appeal may be submitted to the Human Resources Department. The
appeal must be submitted within ten (10) working days after receiving the written performance review.
Upon receipt of the appeal, the Human Resources Director will schedule a meeting with the
employee, relevant supervisory staff, and the City Manager to review the information within ten (10)
working days.
The City Manager's decision is final."
Section 4. That Article 9 of the City of Salina Personnel Manual is hereby amended to read as
' follows:
"ARTICLE 9
"Promotion, Transfers, Demotions and Reclassifications"
Section 1. PROMOTION
It is the policy of the City to fill all vacancies for skilled, supervisory and upper-level
positions from the ranks of present employees, whenever possible and practical, consistent with
the city's obligation to fill public employee positions with the best qualified candidates, and
consistent with equal opportunity and affirmative action requirements. All employees seeking
promotion shall be expected to meet the qualifications for the classification to which they seek
promotion. Employees shall be made aware of promotional opportunities by notices on
department bulletin boards. The Human Resources Director shall promptly distribute such
notices to all department heads as soon as the position becomes available.
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A. Definition:
A title change in and of itself does not constitute a promotion. In order to be considered
o a promotion, the following criteria must be satisfied.
U 1. The employee is moving to a new, more responsible job with increased
responsibilities.
2. The position must be at least one salary grade higher.
3. The position the employee is moving into must be in the same established job family
(e.g., Maintenance Worker I and Maintenance Worker II).
B. Procedures for Promotions:
A higher pay grade position must be vacant in an established job family (e.g.,
Maintenance Worker I and Maintenance Worker II). filling a vacancy by promotion
may occur without public job advertisement with the approval of the City Manager.
Vacancies can exist when:
a. An incumbent leaves a position.
b. New positions are added in the annual budget process.
1 11 C. Effect on Employee:
Promoted employees are similar to newly hired employees with respect to probationary
requirements and performance and merit increase review schedule.
Probationary Period: All employees will serve the applicable probationary period
beginning from the date of promotion during which their fitness to perform the duties of
the new position will be evaluated by their supervisor.
Salary Rate: The Department Head may place the promoted employee at or above the
minimum entry level of the new salary range, depending on the employee's
qualifications for the new position.
Demotion During Probation: Promoted employees who cannot satisfactorily perform in
the new position may be demoted at any time during the probation period and returned
to their previous position or a reasonably comparable position, provided such an opening
is available.
Performance and Merit Increase Review Schedule: The promoted employee's
anniversary date will be adjusted to reflect the date of the promotion. The promoted
. employee will be eligible for a performance and merit increase review after 12 months
and annually thereafter.
D. Qualifications for Promotion
All promotions shall be on the basis of merit and fitness determined by competitive,
written examinations and/or interviews, wherever practical, and with consideration of
the employee's total work record. All tests, interviews and other methods of determining
qualifications for promotions shall be related to the job for which the employee is being
considered. All promotions shall be recommended by the department head and subject
to approval of the City Manager.
Section 2. TRANSFERS
Every employee has the privilege of requesting a transfer at any time there exists a
vacancy for which the employee desires consideration. This does not restrict the City's right to
make a non -requested lateral transfer or assignment when deemed in the City's best interests.
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It shall be the responsibility of every supervisor and department head to give deliberate
and impartial consideration to each such request within their respective departments.
' The Human Resources Director, department heads and supervisors of all departments
shall see that notices of all vacancies within the municipal organization are promptly posted so
that every employee may have the opportunity to make application.
Personnel action forms shall be signed by both department heads involved in the
transfer, if applicable, with final approval by the City Manager.
Any employee who transfers from one position to another shall be entitled to retain all
accrued sick leave, vacation leave and other such earned fringe benefits. Provided, eligibility to
transfer from one retirement program.to another shall depend on the relevant state laws or
regulations regulating the programs.
A. Definition:
There are two types of transfers - lateral transfers and non -lateral transfers.
A lateral transfer is the movement of an employee from one position to another
within the same pay grade.
A non -lateral transfer is the movement of an employee from one position to
' another with a higher or lower pay grade.
B. Effect on Employee:
Transferred employees are similar to newly hired employees with respect to probationary
requirements and performance and merit increase review schedule.
Probationary Period: All employees will serve the applicable probationary
period beginning from the date of the transfer during which their fitness to
perform the duties of the new position will be evaluated by their supervisor.
The probationary period may be waived by the City Manager.
Salary Rate: The Department Head may place the transferred employee at or above the
minimum entry level of the new salary range, depending on the employee's qualifications
for the new position.
Demotion During Probation: Transferred employees who cannot satisfactorily perform in
the new position may be demoted at any time during the probation period and returned to
their previous position or a reasonably comparable position, provided such an opening is
available.
' Performance and Merit Increase Review Schedule: The transferred employee's
anniversary date will generally be adjusted to reflect the date of the transfer. The
employee will be eligible for a performance and merit increase review after 12 months
and annually thereafter.
Section 3. DEMOTIONS
A. Definition
A demotion is a downward movement of an employee from one position to another
within an established job family (e.g., Maintenance Worker I and Maintenance Worker
1I). which may be due to inability to satisfactorily perform assigned duties, for
disciplinary reasons or during periods when it is necessary to lay off employees due to
lack of work or funds. If an employee requests to be placed in a position at a lower pay
grade within an established job family, this will be considered a non -lateral transfer.
B. Effect on Employee:
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When a demotion is for failure to perform satisfactorily in the position to which the
employee was promoted, he/she may return to the previously held position or a
o reasonably comparable position, provided such an opening is available. The probationary
period may be waived by the City Manager.
When an employee is demoted into a position that he/she has not previously held, the
employee will serve the applicable probationary period beginning from the date of
demotion during which his/her fitness to perform the duties of the new position will be
evaluated by their supervisor. The probationary period may be waived by the City
Manager. The employee's anniversary date will generally be adjusted to reflect the date
of the demotion. The employee will be eligible for a performance and merit increase
review after 12 months and annually thereafter.
If the employee's pay in the current position exceeds the maximum in the demoted
position, his/her pay will be reduced to that maximum or a lower level in the new range,
as determined by the Department Head. The employee's anniversary date will generally
be adjusted to reflect the date of the demotion. The employee will be eligible for a
performance and merit increase review after 12 months and annually thereafter.
Section 4. RECLASSIFICATIONS
A. Definition:
' A reclassification is the re-evaluation and reassignment of a position to assure that the
pay plan accurately reflects the worth of the position.
A position may be reassigned either upward to a higher pay grade or downward to a
lower pay grade.
Reclassification is an action taken to recognize one of two conditions.
1. The duties, responsibilities and qualifications of an existing position have substantially
changed over time to the extent that the position no longer resembles others of its class.
2. Labor market conditions as evidenced by the City's recruitment and retention
experience and verified by salary survey data indicate a need to re-evaluate a position's
location in the pay plan.
The preferable method of altering departmental personnel allocations is through the
budgetary process, thereby allowing the City Commission to review the staffing request.
The reclassification process should not be used to reward an employee who is performing
well in a properly classified position but who possesses potential to perform in a higher
level position which the City does not need. It is also inappropriate to use reclassification
to provide additional salary growth to an employee who has reached the top of his/her
salary grade.
In other words, reclassification should not be used in place of a promotion. An employee
who is performing extremely well may be rewarded by promotion, if a vacancy exists, up
through the class series (e.g. Maintenance Worker I to Maintenance Worker II) but this
should not be considered a reclassification.
Reclassifications are distinguished from promotions in the following manner:
1. A promotion is the upward movement of an employee into an existing position in a
higher pay grade.
2. A reclassification is the upward or downward movement of a job.
B. The Reclassification Process:
A Department Head wishing to reclassify a position should develop written justification
for the request and submit this to the Human Resources Director for review. The Human
' o Resources Director will develop a recommendation concerning the proposed
reclassification which is submitted to the City Manager. The City Manager will review
the reasons for the request and the recommendation from the Human Resources Director
before making final determination on the reclassification.
C. Effect of Reclassification Changes on Incumbent:
Employees holding positions designated for reclassification who are performing the
duties of the new position at the time of the reclassification will be reclassified with the
position.
Employees holding positions designated for reclassification who are not performing the
duties of the new position at the time of the reclassification will not be reclassified with
the position.
Under these circumstances, the incumbent employee may apply for the newly reclassified
position. If the incumbent employee is not selected to fill the new position, he/she will
be eligible to be demoted, laterally transferred, or promoted to another available position
in the City. If no vacancies exist, the City's layoff provisions may be used.
D. Probationary Period:
I
Employees holding positions which are reclassified to recognize the assumption
of additional and/or different duties will not serve a probationary period.
Employees holding positions which are reclassified to recognize labor market
conditions will not serve a probationary period because they have not
assumed additional duties.
E. Salary Rate:
To recognize additional or a reduction of duties and responsibilities, a Department Head
may place the employee in the reclassified position at or above the minimum entry level
of the new salary range. The anniversary date will not change.
Employees holding positions reclassified due to labor market conditions may receive a
salary increase if their current salary falls below the minimum level of the new range.
The anniversary dates of employees in positions reclassified due to labor market
conditions will not change.
' Section 5. POSITION ADDITION, REMOVAL OR REALIGNMENT
The City Manager may add, remove, or realign current positions to better meet the needs
of the organization and the services provided when the end result of the change(s) does not
result in a budgetary increase. In the event the changes would impact the budget, those changes
shall be implemented only upon authorization of the City Commission.
Section 5. That Article 16 of the City of Salina Personnel Manual is hereby amended to read as
follows:
ARTICLE 16
"Sick Leave"
Section 1. ACCRUAL
All classified full-time employees (other than firefighters working 24 hours on and 48 hours off)
w shall accrue sick leave at a rate of eight (8) hours for each complete calendar month they are on paid
status. Firefighters working duty schedules of 24 hours on and 48 hours off shall accrue sick leave at a
rate of 11.2 hours for each complete calendar month they are on paid status. Classified part-time
a employees shall accrue sick leave at a rate of four hours for each complete calendar month they are on
paid status. There shall be no limit on the amount of sick leave which an employee may accrue.
For each partial calendar month that an employee is on paid status, the employee will accrue sick
leave in relation to the amount of time worked. (For example, if a classified full-time employee works
half of the month, he or she will accrue four (4) hours of sick leave.)
In the event an employee is transferred to or from a 24 hours on and 48 hours off schedule to a
40 hour base week, the employee's accrued sick leave time shall be converted by Human Resources
accordingly, in order to maintain the same basic ratio of time off the job for sick leave.
Section 2. USE
Sick leave used shall be deducted from the employee's accrued sick leave in increments
calculated to the nearest one-tenth of an hour.
Employees are not permitted to use sick leave that they expect to earn later.
An employee may use accrued sick leave with pay for any of the following reasons:
1. Personal illness or physical incapacity;
' II 2. Enforced quarantine of the employee;
3. Medical appointments.
4. Illness or injury in the employee's family requiring the employee's attendance.
5. Attendance at funerals for members of the employee's family.
For purposes of 2.4 and 2.5, family includes spouse, children, parents, brothers, sisters,
grandparents, grandchildren and in-laws, including mothers, fathers, brothers, sisters, daughters,
sons and grandparents.
Following is the maximum number of sick leave hours that may be taken by an employee for
treatment and recuperation of an illness or injury:
Classified full time employees (other than firefighters working 24 hours on and 48 hours off) -
1,040 hours.
Firefighters working a schedule of 24 hours on and 48 hours off - 1,456 hours.
Classified part-time employees - 520 hours.
An employee who has used the maximum allowable sick leave once, released by a physician for
resumption of normal duties, and after remaining on the job for a minimum of three (3) months, shall
again be eligible to utilize accrued sick leave subject to the above stated time limitations. The three (3)
month restriction shall not be applicable to unrelated illness or injuries, providing the employee had not
been released by a physician and had resumed normal work, duty or assignment prior to the subsequent
illness or injury.
The sick leave benefit is a form of income insurance and provides a certain amount of security
for employees in the event they are incapacitated during those years when they are wage earners. The
protection provided the employee and dependents during employment by the City constitutes a portion
of total compensation.
When unable to work due to being physically incapacitated, an employee shall notify, or be
responsible to see that, the supervisor or department head is notified as soon as possible prior to the time
the employee is scheduled to report to work.
In the event of injury or serious illness, the employee may be required to obtain a written release
from a doctor and present it to the department head prior to returning to work.
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Supervisors and department heads shall have the responsibility of investigating any time there is
reason to suspect that an employee is taking advantage of the sick leave benefit or falsely claiming to be
sick. Such abuse or false claims shall be cause for disciplinary action.
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Section 3. SICK LEAVE ADVANCEMENT
The City of Salina, in order to protect new employees from severe financial hardship as a result
of serious illness or injury occurring prior to an employee accruing a reasonable amount of sick leave,
has developed a sick leave advancement policy. Specifics of the policy include the following:
Eligibility requirements include but are not limited to the following:
- Employee must have worked less than five (5) years for the city at the time the request is
made.
- Cannot be eligible for worker's compensation.
- All sick leave, vacation and personal days must be exhausted prior to use of advanced sick
leave.
- Maximum length of sick leave advancement - (Annually) Two hundred and forty (240) hours
for forty (40) hour employees and three hundred and thirty six (336) hours for employees
working twenty -fours hours on duty and forty-eight hours off duty. May be extended by the City
Manager on a case by case basis.
I
I Employees may be required to provide medical statements and other relevant documentation.
Requests must be in writing and should explain the circumstances for the leave request.
Factors taken into consideration in determining whether to approve such leave include but are not
limited to the following:
- Nature and extent of the employee's illness or injury.
- The likelihood of recovery and return to work.
- The amount of sick leave the employee has previously used.
Approval of such leave is at the sole discretion of the City Manager.
All advanced leave will be reimbursed hour for hour upon return to work as sick leave hours are
accrued. Once an employee returns to work, and they request to use sick leave, they will not be allowed
to use sick leave until the city is repaid for the total hours advanced to the employee. If the employee
has vacation or personal leave available they must use that time to cover the time and if they have none
available, they will be considered to be on unpaid leave. In the event an employee leaves the City's
employ prior to reimbursement of advanced sick leave hours, the employee's remaining vacation and/or
personal leave hours shall be forfeited to the City to cover the remaining deficit of sick leave hours
owed.
Section 6. That Article 17 of the City of Salina Personnel Manual is hereby amended to read as
follows:
"ARTICLE 17
"Other Leave"
Section 1. EMERGENCY LEAVE
For emergency situations not covered under Article 16, "Sick Leave" the employee shall
have the option of utilizing accumulated vacation time or their personal day, subject to prior
approval of the department head. If the employee does not have sufficient vacation or personal
leave accumulated to cover the absence, such emergency leave may be granted without pay.
Section 2. MATERNITY LEAVE
w Disabilities caused or contributed to by pregnancy, miscarriage, abortion, childbirth and
recovery therefrom, are for all job-related purposes, temporary disabilities and shall be treated the
same as any other absence related to illness so far as the use of sick leave or the granting of a leave
' a of absence is concerned.
Section 3. CIVIL (COURT/JURY) LEAVE
It is the civic obligation of an employee to serve when called for jury duty. Classified and
regular part-time employees shall receive full pay for scheduled work time missed when either
reporting for or serving jury duty.
A current employee (unless the employee has been suspended without pay) who is required
to appear in either a criminal or civil court case in the employee's capacity as an employee of the
City shall be regarded as on duty at regular pay while making the appearance.
An employee may receive pay for time off from work when subpoenaed by the court to
appear as a party or a witness in a civil court case in which the employee is not a party. Also, an
employee may receive pay for time off from work when subpoenaed by the court to appear as a
party or a witness in a criminal case. To be eligible for such leave the employee must request,
including providing a copy of the subpoena, and receive prior approval from the Human Resources
Department. For other court appearances the employee may take vacation leave, to the extent the
employee has unused vacation time.
Section 4. MILITARY LEAVE
Regular employees shall be granted leave, without pay, for military service or training when
ordered by any branch or reserve unit of the U.S. military forces. Such leave, return to municipal
service and retention of benefits shall be in accordance with federal and/or state law.
The same shall apply to employees who are members of the Kansas National Guard. Such leave for
service or training when ordered by the Kansas National Guard, return to municipal service and
retention of benefits shall be in accordance with federal and state laws. The employee may, at the
employee's option, use accrued vacation for military leave purposes.
Section 5. DOMESTIC VIOLENCE LEAVE
Pursuant to Kansas law, an employee that is the victim of domestic violence is allowed time off
work to:
(a) obtain or attempt to obtain relief via a court order to help ensure the health,
safety or welfare of the victim or the victim's child;
(b) seek medical care for injuries caused by domestic violence or sexual assault;
(c) obtain services from a domestic shelter, assistance program or rape crisis center
as the result of domestic violence or sexual assault; or
(d) make court appearances in the aftermath of domestic violence or sexual assault.
As a condition of taking time off for the purpose of addressing any of the above issues the employee
shall give the Human Resources Director reasonable advance notice of his/her intention to take time
off, unless it is not feasible to do so. Within 48 hours of returning from the time off the employee
shall provide the Human Resources Director documentation supporting the need to take time off for
the specified purposes. This documentation can include, but is not limited to:
(a) police report indicating the employee was victim of domestic violence or sexual
assault;
(b) court order of protection for the employee or other documentation from the court
or prosecuting attorney that the employee appeared in court;
(c) documentation from a medical professional, domestic violence advocate or
advocate for victims of sexual assault, or counselor that the employee was undergoing
treatment for physical or mental injuries resulting from being the victim of domestic
violence or sexual assault.
To the fullest extent possible, and as allowed by law, all requests for leave and documentation
provided under this provision will be kept confidential. An employee requesting leave under this
w act may use any accrued paid leave available. If no paid leave is available unpaid leave may be
granted for up to eight (8) days per calendar year. Enrolled participants in the Kansas Safe at Home
may contact the Human Resources Director regarding other provisions of the program that may
' o apply to his/her employment.
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Section 6. LEAVE OF ABSENCE
An employee who has been granted a leave of absence without pay shall not receive
compensation or be granted advancement or promotion in relation to the position from which the
employee is on leave. The employee shall be entitled to and shall retain all benefits accrued up to
the effective date of such leave. Provided, said employee shall not accrue vacation, sick leave or
other benefits during the leave of absence. Generally, the City will continue its contribution toward
group life, dental and health insurance during the leave of absence; However, particularly in cases of
extended leaves of absence, continuation of benefits will be decided on a case by case basis.
Upon expiration of the leave of absence and return to work, the employee shall return at the
same status.
Granting of a request for a leave of absence is at the discretion of the employee's department
head and the City Manager except where governed by the laws of the State of Kansas or the United
States of America or specified otherwise within this manual or the Salina Code. All requests for
leave of absence shall be submitted in writing, stating the reason for and duration of the requested
absence. A leave of absence without pay will not be granted until all vacation leave and an
II employee's personal day has been exhausted.
Section 7. FAMILY LEAVE POLICY
Covered Employer: The City is a covered employer under the Family and Medical Leave Act of
1993 (FMLA). This policy summarizes the basic entitlements under the FMLA and those matters
which are subject to the City's discretion. The FMLA entitlements shall be administered by the City
in accordance with this policy and applicable federal law. Any employee who believes he or she
will be entitled to FMLA leave should promptly make application with the Human Resources
Department to allow for the development of a FMLA leave plan.
Eligible Employees: Employees who have worked for at least 12 months for the City and for at
least 1,250 hours during the last 12 months, are entitled to unpaid leave under the FMLA.
Maximum Leave: An eligible employee is entitled to 12 weeks or 480 hours of unpaid leave due to
FMLA-qualified reasons during a 12 -month period measured by the date of an employee's first
FMLA leave.
Leave Entitlement: FMLA leave shall be defined as an approved absence available to eligible
employees under particular circumstances that are critical to the life of a family. Leave may be
taken:
'. 1. Upon the birth of the employee's child;
2. Upon the placement of a child with the employee for adoption or foster care; or
3. When the employee is needed to care for a child, spouse or parent who has a serious health
condition; or
4. When the employee is unable to perform the functions of his or her position because of a serious
health condition.
For the purposes of FMLA leave, "serious health condition" means an illness, injury, impairment or
physical onmental condition that involves one of the following:
Hospital Care — Inpatient care (i.e., an overnight stay) in a hospital, hospice, or
Iresidential medical care facility, including any period of incapacity' or subsequent treatment
in connection with or consequent to such impatient care,
I
2. Absence Plus Treatment— A period of incapacity of more than three consecutive calendar days
(including any subsequent treatment or period of incapacity relating to the same condition), that also
w involves:
(a) Treatmentz two or more times by a health care provider, by a nurse or physician's
assistant under direct supervision of a health care provider, or by a provider of health
a care services (e.g., physical therapist) under orders of, or on referral by, a health care
provider; or
(b) Treatment by a health care provider on at least one occasion which results in a regimen
of continuing treatment under the supervision of the health care provider.
3. Pregnancy — Any period of incapacity due to pregnancy, or for prenatal care.
4. Chronic conditions Requiring Treatments — A chronic condition. which:
(a) Requires periodic visits for treatment by a healthcare provider, or by a nurse or
physician's assistant under direct supervision of a health care provider;
I(b) Continues over,an extended period of time (including recurring episodes of a single
underlying condition); and
(c) May cause episodic rather than a continuing period on incapacity (e.g., asthma, diabetes,
epilepsy, etc.)
5. Permanent/Long-term Conditions Requiring Supervision — A period of incapacity which is
permanent or long-term due to a condition for which treatment may not be effective. The
employee or family member must be under the continuing supervision of, but need not be
receiving active treatment by a health care provider. Examples include Alzheimer's, a
severe stroke, or the terminal stages of a disease.
6. Multiple Treatments (Non -Chronic Conditions) — Any period of absence to receive multiple
treatments (including any period of recovery therefrom) by a health care provider or by a
!provider of health care services under orders of, or on referral by, a health care provider,
either for restorative surgery after an accident or other injury, or for a condition that would
likely result in a period on Incapacity of more than three consecutive calendar days in the
absence of medical intervention or treatment, such as cancer (chemotherapy, radiation, etc.),
severe arthritis (physical therapy), and kidney disease (dialysis).
An employee is "unable to perform the functions of the position" where the health care provider
finds that the employee is unable to work at all or is unable to perform any of the essential functions
of the employee's position within the meaning of the Americans with Disabilities Act (ADA) and
related federal regulations.
Substitution of Paid Leave: Employees shall be required to substitute all accrued vacation and sick
leave ("paid leave") for FMLA leave. In other words, while FMLA leave is generally unpaid, the
employee must use all accrued paid leave before taking any unpaid FMLA leave. The "substituted"
paid leave and any subsequent unpaid leave shall be combined to determine an employee's
maximum FMLA leave time.
BASIC REGULATIONS AND CONDITIONS OF LEAVE
1. The City shall require medical certification to support a claim for leave for an employee's
1 "Incapacity," is defined to mean inability to work, attend school or perform other
regular daily activities due to the serious health condition, treatment therefor, or
recovery therefrom.
2 Treatment includes examinations to determine if a serious health condition exists and
evaluation of the condition. Treatment does not include routine physical examinations,
eye examinations, or dental examinations.
3 A regimen of continuing treatment includes, for example, a course of prescription
medication (e.g., and antibiotic) or therapy requiring special equipment to resolve or
alleviate the health condition. A regimen of treatment does not include the taking of
over-the-counter medications such as aspirin, antihistamines, or salves; or bed -rest,
drinking fluids, exercise, and other similar activities that can be initiated without a
visit to a health care provider.
own serious health condition or to care for a seriously ill child, spouse or parent. For the employee's
own medical leave, the certification must include a statement that the employee is unable to perform
the essential functions of his or her position. For leave to care for a seriously ill child, spouse or
parent, the certification must include an estimate of the amount of time the employee is needed to
provide care. In its discretion, the City may require a second medical opinion and periodic
w recertifications at its own expense. If the first and second opinions differ, the City, at its own
expense, may require the binding opinion of a third health care provider, approved jointly by the
gcompany and the employee.
g 2. If medically necessary for a serious health condition of the employee or his or her spouse,
child or parent, leave may be taken on an intermittent or reduced leave schedule. If leave is
requested on this basis, however, the City may require the employee to transfer temporarily to an
alternative position which better accommodates recurring periods of absence or a part-time
schedule, provided that the position has equivalent pay and benefits.
3. Spouses who are both employed by the City are entitled to a total of twelve weeks of leave
(rather than twelve weeks each) for the birth or adoption of a child or for the care of a sick parent.
EMPLOYER'S RIGHTS ON RETURNING TO WORK FROM FMLA LEAVE
1. On return from FMLA leave, an employee is entitled to be returned to the same position
the employee held when leave commenced, or to an equivalent position with equivalent benefits,
pay and other terms and conditions of employment.
NOTIFICATION AND REPORTING REQUIREMENTS
When the need for leave is foreseeable, such as the birth or adoption of a child, or planned
medical treatment, the employee must provide reasonable prior notice (preferably 30 days), and
make efforts to schedule leave so as not to disrupt City operations. In cases of illness, the employee
will be required to report periodically on his or her leave status and intention to return to work.
STATUS OF EMPLOYEE BENEFITS DURING LEAVE OF ABSENCE
1. During the period of FMLA leave that an employee is using substituted paid leave, the
employee shall be entitled to full accrual of all related benefits.
2. During unpaid FMLA leave, the City shall maintain the employee's coverage under the
City's group health plan on the same conditions as coverage would have been provided if the
employee had been continuously employed during the entire leave period. For all other purposes,
the employee shall be on unpaid leave status and shall not accrue any other benefits.
PROCEDURES
1. A Request for Family and Medical Leave of Absence Form must be originated by the
employee. This form should be completed in detail, signed by the employee, submitted to the
immediate supervisor for approval and forwarded to the employee's department head. If possible,
the form should be submitted thirty (30) days in advance of the effective date of the leave.
2. All requests for family and medical leaves of absence due to illness will include the
following information attached to a completed Request for Family and Medical Leave of Absence:
Sufficient medical certification stating 1) the date on which the serious health condition
commenced; 2) the probable duration of the condition; and 3) the appropriate medical facts within
the knowledge of the health care provider regarding the condition. In addition, for purposes of leave
to care for a child, spouse, or parent, the certificate should give an estimate of the amount of time
that the employee is needed to provide such care. For purposes of leave for an employee's illness,
the certificate must state that the employee is unable to perform the essential functions of his or her
position. In the case of certification for intermittent leave or leave on a reduced leave schedule for
planned medical treatment, the dates on which such treatment is expected to be given and the
duration of such treatment must be stated.
Section 7. That Article 18 of the City of Salina Personnel Manual is hereby amended to read as
follow:
"Article 18
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"Work Regulations"
Section 1. PUBLIC RELATIONS
U Every municipal employee shall continually strive to promote good public relations for the
,department and the entire municipal organization. Virtually everything City employees do has
either a direct or an indirect and either a positive or negative affect on public relations.
A. GENERAL PUBLIC
Visitors at any municipal building or area of work shall be made to feel welcome and
shall be treated in a friendly and courteous manner. All inquiries, complaints or
requests for assistance shall be given prompt attention.
B. RELEASE OF INFORMATION
Public statements or the release of information on all matters related to municipal
policy, administration and the operation of any department or personnel management
shall be limited to the City Commission, City Manager, department heads and other
personnel specifically authorized or approved by department heads.
Section 2. CHAIN OF COMMAND
The chain of command is the organizational structure established for the operation and supervision
of all departments. All communications, orders, requests and recommendations must be channeled
through this chain, in both directions, in order to avoid confusion, misunderstanding and oversight.
Supervisors and administrators at every level cannot carry out their responsibilities and perform
effectively without an appreciation for and observation of these processes.
Unless specifically authorized by the City Manager, no employee shall contact members of the City
Commission for the purpose of promoting or opposing department regulations, programs, projects
or other administrative matters. The previous statement does not apply to employees involved in
carrying out their assigned responsibilities with appointed boards or commissions which include
members of the City Commission.
Employees have the right to contact and confer or correspond with members of the City
Commission on any subject so long as it is not in conflict with the above prohibitions. The overall
organizational structure is illustrated by the chart shown in the appendix. Within each department,
there is a chain of command headed by the department head followed by various levels of
supervisory and non -supervisory employees.
Section 3. APPEARANCE
All municipal personnel are encouraged to maintain a clean and well-groomed appearance in
keeping with their job and conducive to good public relations. They shall comply with the
requirements of their respective departments related to wearing apparel, personal appearance,
hygiene and safety.
A. CASUAL SHIRTS
Classified and regular part-time employees who don't receive a uniform or uniform
allowance will be provided annually, one short or long sleeve casual shirt which may be
worn on Fridays or the last business day of the week, or as approved by the City Manager.
From Memorial Day thru Labor Day, casual shirts may also be worn on the first working
day of the week. Employees may wear the shirt off-duty.
B. JEANS
Jeans may only be worn on casual Fridays or the last business day of the week, or as
approved by the City Manager. Jeans may be only worn with the city's casual shirt and
the jeans must be neat in appearance. Department heads may designate certain positions or
situations where employees may or may not wear jeans.
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a Section 4. ATTITUDE AND CONDUCT
o Employees shall maintain a constructive, businesslike attitude which strives to promote harmony
U among coworkers and respect for positions of authority at all times. They shall conduct themselves
in a manner appropriate to their position as public servants.
Section 5. MOTIVATION/KNOWLEDGE
Every employee in the City service is working for the same public. It is the aim of the personnel of
the City of Salina to constantly develop a better municipal operation. All employees should acquire
a thorough knowledge of their own jobs and should possess a profound respect for the work.
Supervisors and department heads have an obligation to all personnel to encourage them to become ,
more knowledgeable, develop their talents and capitalize on their capabilities, not only to advance in
their present position but in order to take advantage of future opportunities. Likewise, they have the
responsibility of continually evaluating the attitude, capabilities and performance of their employees
for at least three reasons: for efficiency; for the welfare of every employee; and for determining
of merit salary increases and promotions.
Section 6. PHYSICAL FITNESS
It shall be the responsibility of each employee to maintain the standards of physical fitness required
for performing all assigned tasks.
In those departments where the nature of the work requires unusual or extraordinary physical
exertion, coordination or dexterity, such departments, under the guidance of a physician, shall adopt
physical fitness standards appropriate for each such classification. Such standards shall be adhered
to by each employee serving in any such capacity.
Any employee may be required to submit to taking a physical examination when requested by the
department head and approved by the City Manager. The cost of the physical examination shall be
paid by the City.
Section 7. CARE AND USE OF EQUIPMENT AND FACILITIES
Any employee of the City of Salina found to be responsible for damage to or loss of City property or
equipment through negligence, carelessness or abuse shall be subject to disciplinary action and may
be required to reimburse the City for such damage or loss.
No equipment, material or supply belonging to the City of Salina, shall be removed from its location
or used without proper authority. The department head or City Manager shall be the only people
with jurisdiction and authority to grant such permission. No employee shall operate or drive or
cause to be operated or driven any City owned automobile, bus or other motor vehicle for private
use or for private business or for pleasure.
Section 8. SAFETY
Employees shall exercise good judgment and take appropriate precautions in the performance of
their work. Department heads and supervisors shall see that employees are properly trained in how
to safely perform tasks and use equipment. Department heads and supervisors shall ensure that
adequate protective equipment is available for use by employees under their supervision.
Recklessness, laxity or carelessness will not be condoned. Prompt action shall be taken to repair
faulty equipment and correct hazardous conditions in work areas.
Employees are required to follow all safety policies and procedures outlined in the Risk
Management and Safety Procedures Manual as well as special safety rules that may be issued within
individual departments. Failure to do so may result in disciplinary action.
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Section 9. DRIVER'S POLICY
Any Employee who regularly drives a city -owned vehicle or is compensated by automobile
allowance shall be covered by this policy. In addition, the City Manager may designate other
employees that may be covered by this policy based on a review of their position and
The, following categories of traffic violations are established for the purpose of administering this
policy. A violation means either a diversion or conviction for the traffic violation described.
• Type A Violations
1. Reckless driving (STO-29).
2. Fleeing or attempting to elude a police officer (STO-31).
3. Operating a motor vehicle during a period of drivers license suspension or revocation.
Tv
e B Violations
1. Driving under the influence of alcohol (STO-30).
2. Driving under the influence of any drug or combination of drugs to a degree that renders
the person incapable of safely driving a vehicle (STO-30).
Type C Violations
All moving violations not listed as Type A or Type B violations. This category includes, but is
not limited to, racing on highways, inattentive driving, careless driving, speeding, stop sign
violations, failure to -yield and running a red light.
A. POLICY
The employee must be at least 18 years of age and hold a valid driver's license
from the State of Kansas. In the Police Department, the employee must be at
least 21 years of age to operate vehicles used for emergency response.
2. The employee must comply with the Kansas Department of Transportation
guidelines with respect to types of licenses required to operate certain vehicles.
3. Any employee whose job requires possession of a valid driver's license or who
receives an automobile allowance, shall report to his/her supervisor within 24
hours all:
a. Type A or B violations
b. Driver's license suspensions, revocations or expirations
c. P or 4'h Type C violations within the prior three year period. (If the
employee is unsure, the City will initiate a motor vehicle record check at
the employee's request.)
The Employee's supervisor shall by the next regular business day report the
information to the department head, who shall the same day report the information
Ito the City Manager's office.
4. Candidates for jobs with the City of Salina and new hires shall be held to the
same driving standard as employees if their job duties require possession of a
valid driver's license.
5. Motor vehicle records will be examined by City Management. Motor vehicle
records of current employees will be examined at least annually. In the case of
candidates for jobs with the City of Salina to whom the City has made a
conditional offer of employment, the candidate's motor vehicle record will be
examined before the candidate is hired. The motor vehicle record will be
compared to the standards which follow. If examination of the motor vehicle
w record determines that the employee is one (1) violation away from not being
allowed driving privileges (not including Section 5a), the employee will be
placed on a "watch list".
$ a. If the record shows one (1) or more Type A violation(s) in the last three
U (3) years, the employee shall not be allowed driving privileges.
b. If the record shows two (2) or more Type B violations (separate incidents)
in the last five (5) years, the employee shall not be allowed driving
privileges.
c. If the record shows four (4) Type C violations or one (1) Type B and three
(3) Type C violations in the last three (3) years, the employee shall not be
allowed driving privileges.
If the employee is placed on a "watch list", the following actions will be taken:
The employee will meet at least annually with their Department Head and City
Management in a counseling session to discuss safety issues, their driving
record and be provided safe driving information. The employee will also be
notified of the availability of self-help courses such as defensive driving. The
employee will also be notified of the possibility of no longer being eligible or
qualified to perform the job for which he/she has been hired.
City Management will review accidents which have occurred to city vehicles.
Reviews will determine preventability and to propose corrective action(s).
Any recommendation affecting the employment status of an employee is
subject to review by and appeal to the City Manager.
Section 10. SMOKING POLICY
STATEMENT OF PURPOSE
To respond to the increasing evidence that second-hand tobacco smoke creates a danger to the
health of persons who are present in a smoke-filled environment and to establish City policy to
regulate the use of smoking materials by City employees while on duty.
A. DEFINITIONS
Municipal Facilities: Any building or structure owned or operated by the City of Salina.
Smoke: Smoke or Smoking means the lighting of any cigarette, cigar or pipe, or the
possession of any lighted cigarette, cigar or pipe, regardless of its composition.
Vehicle: Any car, truck, bus or van, owned or operated by the City of Salina, used for
conveying persons, supplies, equipment, etc.
B. POLICY
Smoking is prohibited within any municipal facility of the City of Salina, except
for the Bicentennial Center, Memorial Hall and the Community Theater.
Special rules will be developed regarding smoking at the above listed
locations. City employees are prohibited from smoking in any municipal
facility, including the above listed locations.
2. Smoking is prohibited in City of Salina vehicles at all times when there is more
than (1) one occupant. An individual is allowed to smoke in a vehicle only
when he or she is alone, unless that individual vehicle is separately
designated as a non-smoking vehicle. Example: City pool car.
w 3. All existing rules and regulations in place in the Police and Fire Department are
A
still in effect, unless specifically stated otherwise.
o C. APPLICABILITY
U This Policy shall apply to all employees who are employed by the City of Salina and those
who volunteer their services to the City.
D. ENFORCEMENT
It will be the responsibility of Department Heads and Supervisors to enforce this policy on a
daily basis. Violations of this policy will be considered a work rule violation and employees
Will be subject to appropriate discipline.
Section 11. RETURN OF CITY PROPERTY
Employees are responsible for the return of all City -owned, equipment, motor vehicles, tools,
supplies, materials, keys, ID cards and other items of value by the last day of employment. To
assure that all City property has been returned, an employee's compensation for the last pay period
of employment shall not be regarded as earned until all such items have been returned.
Accordingly, the employee's pay check for the final pay period will not be issued.
Section 12. CHANGE OF ADDRESS OR FAMILY STATUS
In order to keep all records current, any changes of address, telephone number, family status
(marriage, divorce, births, etc.) should be reported to your immediate Supervisor and the Human
Resources Department within 30 days. Also, if you are enrolled in the city's health/dental insurance
program you are required to notify the Human Resources Department of any address or family status
changes within 30 days.
Section 13. RESPONSIBILITY TO REPORT TO WORK IN ADVERSE SITUATIONS
A. All employees of the City of Salina will be expected to report to work at their
normal work station in inclement weather, disasters and other adverse conditions.
B. Employees unable to reach their work stations because of inclement weather,
disasters and other adverse situations may utilize vacation leave in lieu of a lost day or day's pay.
C. Employees engaged in work directly related to health, safety and welfare of the
community will be expected to exhaust every effort in reporting to their work station at the
appropriate time.
D. In the event city offices are closed, employees will receive pay for actual hours worked
prior to closing. Employees may supplement this amount with accumulated vacation time to equal
their regularly scheduled shift pay.
Section 14. IDENTIFICATION CARDS
A. Once hired, all classified and regular part-time employees shall be issued a City
of Salina identification card. Identification cards will be issued by the Human Resources
Department with the exception of the Police Department issuing identification cards to all Police
Department personnel. A copy of the card shall be placed in the employee's personnel file.
B. Requirements for Carrying, Presentation and Wearing of City Identification Cards:
1. All uniformed personnel including public safety personnel shall have their
identification card with them when performing job related duties and shall produce it upon
request.
w 2. All non -uniformed personnel (including personnel wearing City logo casual
shirts) shall have their identification card with them when performing job related
duties and shall produce it upon request. When working in non -city owned facilities
o including homes and businesses, outdoors, or in a City facility other than their normal work
facility, non -uniformed personnel must display/wear their City identification card between
shoulder and waist height with the picture side displayed.
3. Non -uniformed personnel working in the City/County Building shall wear the
identification card when working in County offices. Personnel will not be required
to wear the identification card when in common meeting rooms.
4. Non -uniformed personnel working in the Law Enforcement Center shall wear the
identification card when working outside their assigned department.
5. At the discretion of the department head, employees may be required to wear or
carry their City identification card at times in excess of the minimum standard stated above,
In no event shall an employee or department lessen their standard below that stated above.
C. All identification cards are the property of the City of Salina and shall be returned
immediately upon termination of employment to the employee's supervisor, expiration of the card
to the Human Resources Department, or upon direction of the City Manager or the City Manager's
designee. Returned cards are to be maintained in the cardholder's personnel file. An employee's
final pay may be withheld for failure to return his/her valid identification card upon termination, just
as with the return of other city property.
D. All cards shall have an expiration date of five (5) years. Expired cards must be returned
prior to the issuance of a new card to the Human Resources Department. New cards shall be issued
to employees who change positions or have a name change. The expiration date of cards issued due
to position or name changes shall also be five (5) years from the new issue date.
E. Employees must report a lost card as soon as possible to their supervisor or the Human
Resources Department. Arrangements for a new card will be made at that time. A note shall be
placed in the employee's personnel file that the employee reported the card as lost.
F. Under no circumstances shall an employee use his or her identification card or allow
another person, city employee or non -city employee, to use his or her identification card as a form of
false identification.
Section 15. INTERNET AND ELECTRONIC MAIL USE
Internet access and/or electronic mail (email) is provided to selected City of Salina
employees as a privilege, as determined by their Director, to enable employees to
perform in their job responsibilities. In order to use the City's intranet access, the
employee must sign a City of Salina Internet Acceptable Use Agreement and/or the
Electronic Mail Acceptable Use Agreement and abide by the rules and regulations as
' determined in such agreement(s).
The City of Salina has the right, but not the duty, to monitor any and all aspects of the computer
systems, including employee E -Mail, to ensure compliance with these policies. Employees should
not have an expectation of privacy in anything they create, send, or receive on the computer.
Internet access must initially be approved by the Department Head, City Manager and Director of
Computer Technology.
Section 16. SOFTWARE DUPLICATION
To establish a uniform policy for all City departments regarding the copying of Personal Computer
(PC) software the following procedures are established:
A. Any duplication of copyrighted software such as WordPerfect, Lotus; PageMaker,
except for backup purposes, is a violation of federal copyright law. Generally, under federal
copyright law, the software that is licensed for use on one (1) personal computer (PC) may not
w be duplicated for use on any other personal computer (PC).
B. In certain cases, software companies will allow. one additional copy for home use by
o the employee. If an employee needs to use City supplied software at home, they must receive
approval from their Department Director and the Director of Computer Technology.
C. Violation of this policy may result in disciplinary action.
D. The Director of Computer Technology and the City Manager's Office are responsible
for oversight of this policy.
Section 17. PARKING REGULATIONS - CITY -COUNTY BUILDING
In order to ensure that there are parking spaces available for the general public the following parking
rules apply:
A. Off duty employees may park in any parking space as long they comply with the
designated time limits.
B. During business hours, on duty employees driving personal vehicles may not park in
the (15) minute, (30) minute or (3) hour parking zones. Parking is only allowed in the (8) hour
zones. This includes those times when " I am only going to be in the building for a few minutes."
C. Employees driving marked City vehicles should first attempt to park on the ramp on
the north side of the building. If parking spaces are not available, employees should park in the (3)
or (8) hour parking zones. Use your own discretion, if the (3) hour area is nearly full, walk a little
further. Parking is not allowed in the (15) or (30) minute parking zones.
D. Employees assigned parking in the lot located at the southeast corner of Ash and 7th
Street are required to park in this lot during business hours. If, for any reason, an employee needs to
be reassigned parking, they should contact the City Manager's Office.
Failure to comply will be considered a work rule violation and appropriate discipline will be
enforced. If you have any questions, please contact your Department Head.
Section 18. WORKPLACE VIOLENCE
The City of Salina is committed to providing, in so far as it reasonably can do so within available
resources, a safe environment for working and conducting business. The City won't tolerate acts of
violence committed by or against city employees, or members of the public while on City of Salina
property or while performing City of Salina business at other locations.
The word violence in this policy shall mean any act or behavior that:
■ is physically assaultive;
■ a reasonable person would perceive as obsessively directed, e.g. intensely focused on a
grudge, grievance or romantic interest in another person and reasonably likely to result in
harm or threats of harm to people or property;
■ consists of a communicated or reasonably perceived threat to harm another individual or in
any way endanger the safety of an individual;
• would be interpreted by a reasonable person as carrying potential for physical harm to the
individual;
■ a reasonable person would perceive as menacing;
• may involve carrying or displaying weapons, destroying property or throwing objects in a
manner reasonably perceived to be threatening; or
w • consists of a communicated or reasonably perceived threat to destroy property.
a Violent actions on city property, in city facilities or while on city business won't be tolerated or
ignored. Any unlawful violent actions committed by employees or members of the public while on
city property or while using city facilities will be prosecuted as appropriate. The city intends to use
reasonable legal, managerial, administrative and disciplinary procedures to secure the workplace
from violence and to reasonably protect employees and members of the public.
A. Possession and Use of Dangerous Weapons by Employ
In the interest of maintaining a workplace that is safe and free of violence, except as
hereinafter provided, possession or use of a weapon is prohibited on city property or in city vehicles.
B. Dangerous Weapons Defined
A dangerous weapon is any instrument capable of producing bodily harm, in a manner,
under circumstances and at a time and place that manifests an intent to harm or intimidate another
person or that warrants alarm for the safety of another person.
C. Exceptions to Dangerous Weapons Prohibition
Employees of the City of Salina may possess a firearm on city property if engaged in
military or law enforcement activities.
Nothing in this policy shall be construed to limit employees' rights under the Family
and Personal Protection Act, K.S.A. 75-7c01, et seq.
11D.
Responsibilities
All employees are responsible for:
1. Refraining from acts of violence and for seeking assistance to resolve personal issues
that may lead to act of violence in the workplace.
2. Reporting to managers and supervisors any dangerous or threatening situations that
occur in the, workplace.
E. Procedures for Dealing With Acts of Workplace Violence
When a violent act occurs:
If the act or altercation constitutes an emergency, call 9 1 1. In instances that
aren't emergency situations, contact your immediate manager or supervisor.
When 9 11 is contacted, contact an immediate supervisor.
2. In instances that it's not appropriate to refer an incident to the police department,
the Human Resources Director or the City Manager will evaluate the incident and
make a recommendation regarding the need to conduct an investigation. If a
recommendation to conduct an investigation is made, the Human Resources
Director or the City Manager will coordinate the investigation process.
Section 19. MOBILE PHONE USE
The City of Salina may provide mobile phones to employees with a justified and proven need for
mobile communications. Employee requests for mobile phones must be submitted to the City
Manager's Office for review. City owned mobile phones should be used only for city government
business and must be used in compliance will all applicable city policies.
When at all possible, employees shall refrain from placing calls or using a mobile phone while
driving a city vehicle. If a mobile phone is to be used while driving the following safety rules shall
be followed.
• Immediately determine if the vehicle can be safely driven off the road and parked in an
appropriate location for the remainder of the conversation.
■ Never take notes, look up phone numbers, look away from traffic or be distracted in any way.
• Immediately suspend any call if driving in heavy traffic or hazardous weather conditions.
An employee whose position requires him or her to carry a cellular phone has the option of
receiving a stipend from the City of Salina for the use of a personal cell phone in lieu of being
w issued a separate City phone, provided the employee signs the City of Salina Mobile Phone Stipend
Nagreement and abides by the policies in such agreement.
' Section 20. DUTY TO REPORT ARREST
Employees, as soon as practical, must report any non -traffic misdemeanor or felony arrest to his/her
supervisor. Arrests for traffic violations must be reported in accordance with Section 9 of this
article.
The Employee's supervisor shall by the next regular business day report the information to the
department head, who shall the same day report the information to the City Manager's Office.
Section 21. CONFIDENTIAL INFORMATION
City of Salina employees have access to an abundance of organizational and personal information
that is considered private, confidential, or sensitive. Examples of confidential information include,
but are not limited to: law enforcement arrest and criminal activity information, medical and health
information, passwords, financial information, personal identification information, regulatory
enforcement information, civil defense information, employment information, plans and designs,
information considered `closed record' by.state statutes, and other related information.
Employees' access to confidential information shall be strictly limited to that information which is
needed to perform assigned duties. All employees are expected to hold confidential information in
the strictest confidence, whether such information is in written, electronic or spoken form. Such
information shall only be reviewed, retained and/or discussed in private, and only for work-related
purposes.
An inappropriate release of confidential information by an employee shall result in disciplinary
action up to and including termination. All questions regarding the use and handling of confidential
information, and all public or employee requests for such information shall be immediately
forwarded to the Assistant City Manager."
Section 8. That Article 20 of the City of Salina Personnel Manual is hereby amended to read as
"ARTICLE 20
"Grievance Process"
A grievance is defined as a complaint about any policy, rule, regulation or treatment that an
doyee feels is unfair. A grievance does not include performance evaluation appeals. The grievance
t follow the chain of command and be submitted in writing using the Grievance Reporting Form.
a copy of the form, contact your Supervisor or the Human Resources Department.
The grievance shall be first presented to the immediate supervisor with a copy provided to the
Department Head. The employee should try to suggest a solution to the grievance. The supervisor must
' respond to the grievance within five (5) working days. If the employee rejects the supervisor's
response, the supervisor shall forward the grievance through the chain of command. If the grievance is
not resolved at any intermediate step in the chain of command, it must be forwarded to the next
succeeding level of supervision within five (5) working days. Each supervisor, within the limits of their
authority, shall attempt to resolve the grievance rather than merely sending it to the next level of
If any employee is unable to resolve the grievance through the chain of command within the
department, then the employee shall have the option to present the grievance to the City Manager or
their designee. The City Manager may or may not meet with the employee to discuss the grievance. If
the City Manager chooses to have a meeting with the employee, the employee with advance approval,
may invite another individual to attend the meeting. If the individual is a city employee, they will be
1
considered on paid status if the meeting is during their normal work schedule. The City Manager's
decision will be given to the employee in writing. The decision by the City Manager is final. In no case
shall an employee or a group of employees take a grievance to the City Commission or to any individual
City Commissioner.
If the grievance is in the area of equal employment opportunity an employee should first utilize
the grievance procedure provided through the chain of command. Also, the employee may file a
complaint with the Kansas Human Rights Commission."
Section 9. That Article 23 of the City of Salina Personnel Manual is hereby added to read as follow:
ARTICLE 23
"Discipline"
Section 1. GENERAL
It shall be the responsibility of -all supervisors and department heads to reasonably and
impartially supervise and, when necessary, discipline or recommend disciplinary action for the
personnel assigned to them.
Methods or forms of discipline shall be limited to those of reprimand, suspension, reduction in
pay, demotion, dismissal or any combination of these.
In any case of disciplinary action (except a verbal reprimand), the supervisor or department head
shall be responsible to submit a written report through the chain of command. Such report shall be
made with the employee's knowledge. The employee shall be required to read and requested to sign the
report. This is not to imply that the employee agrees with the report, but rather to assure that the
employee is aware of the contents of the report. In the event the employee refuses to do so, a notation to
that effect shall become a part of the report. As the report progresses through the chain of command,
each supervisor and department head shall be responsible for adding a written acknowledgment of
having received the report and shall supplement it with opinions and recommendations prior to
forwarding it to the next level of command.
Department heads may impose disciplinary actions including reprimands or suspensions not
exceeding five (S) working days without prior approval of the City Manager. All other disciplinary
actions shall be by approval of the City Manager.
All supervisors and department heads shall exercise goodjudgment and discretion in taking or
recommending disciplinary action. They shall endeavor to insure that the extent of the penalty is not
unreasonable or excessive in relationship to the seriousness of the violation or circumstances for which
the employee is being penalized, In taking or recommending disciplinary action of any type, supervisors
and department heads shall do so on the basis of what is best for the department, the City of Salina and
its employees.
Section 2. GROUNDS FOR DISCIPLINARY ACTION
The following are examples of grounds which warrant disciplinary action for any employee in
service of the City of Salina. However, disciplinary action may be taken for reasons other than those
-in enumerated:
A. APPEARANCE
1. refusal or failure to comply with departmental requirements related to wearing
apparel, personal appearance, hygiene and safety;
B. ATTITUDE
1. is unable or unwilling to get along with superiors, co-workers, or the public, or persists
in exhibiting a negative or'uncooperative attitude toward the job;
C. CONDUCT
1. being under the influence of intoxicating beverage or controlled substances while on
duty;
2. consumption of intoxicating beverage or illegal use of controlled substances while
on duty;
3. offensive conductor language toward the public, toward City officers or employees;
w 4. has participated in conversation or activity which tends to create conflict or in any
way jeopardizes or adversely affects or influences the performance, operation,
supervision or management of any department or the municipal organization;
A
' D. DAMAGES OR NEGLECTS EQUIPMENT OR PROPERTY
1. causes damage to or is negligent in the care or operation of City -owned equipment
or property;
E. DISHONEST, UNFAIR OR DISCRIMINATORY STATEMENTS
OR ACTIONS
1. has favored or discriminated against any applicant for employment or employee
because of age, race, religion, color, national origin, ancestry, sex, marital status
or physical disability, except for a bona fide occupational qualification;
2. has willfully or corruptly deceived or obstructed any person in respect to that
person's right to apply for or take part in any test or procedure related to
employment or advancement;
3. has knowingly and willfully: provided or accepted information, for unauthorized
use, in examinations related to hiring or promotions; furnished false information
for the purpose of either improving or jeopardizing the prospects or chances of a
person being considered for appointment or advancement; committed any act
which interferes with or compromises the standard or equality of established
hiring and/or promotional practices;
' 4. has knowingly falsified information on a job application or other required personnel
form;
5. has knowingly falsified any City form, document or work record.
has inappropriately used a city identification card.
F. INSUBORDINATION
1. fails or refuses to carry out any reasonable, just and legitimate instruction or order of
superiors;
2. has willfully violated any of the provisions of the rules and regulations of the City of
Salina;
G. JOB PERFORMANCE
1. unexcused tardiness or absenteeism;
2. has willfully delayed, slowed down, stopped, hindered, obstructed or prevented any
employee in the proper and expedient performance of job duties;
' 3. has intentionally and deliberately delayed, prolonged, slowed down or procrastinated
in the performance of job duties;
4. has influenced or attempted to influence any employee to delay, slow down,
procrastinate or in any way fail to properly carry out job duties;
5. is unreliable, neglectful, unfit, incompetent, unwilling, or incapable of fulfilling or
carrying out assigned duties and responsibilities;
H. PHYSICAL FITNESS
1. has intentionally or by neglect refused or failed to maintain the standard of physical
fitness required for performing assigned job;
I. SAFETY
1. has ignored, violated or failed to observe rules of safety or has refused or failed to
employ safe working practices, thereby jeopardizing personal welfare or that of
w other persons, or causing damage to or destruction of public or private property;
19 J. VIOLATION OF A CITY. ORDINANCE, STATE OR FEDERAL LAW
1. has induced or attempted to induce any public official or employee to commit an
illegal act or to act in violation of any department or municipal regulation;
2. has been convicted of a felony crime or misdemeanor offense which might adversely
reflect on or create doubt about the moral character, credibility or reliability of
the employee;
3. an employee charged with a criminal offense may be suspended pending a full
investigation and/or adjudication.
K. USE OF POSITION OR JOB RELATED KNOWLEDGE FOR PRIVATE GAIN
1. has sought, received, or given any gratuity (in the form of compensation,
entertainment, trips, gifts, favors or otherwise) of any "significant value" from or
to those who have or seek business dealings with or received service from the
City of Salina.
2. has, in any way, used their position, influence, or job related knowledge for
private gain for themselves or others.
Section 3. FORMS OF DISCIPLINE
I
A. REPRIMAND
Supervisors and/or department heads may verbally reprimand employees for violations of
municipal or department rules. Verbal reprimands shall be made in a civil, constructive, businesslike
manner.
Written reprimands for violation of municipal or department rules shall be forwarded to the
Director of Personnel to be made a part of the employee's personnel file. Repeated or multiple
reprimands may be cause for more severe disciplinary action.
Supervisors and/or department heads, utilizing a reprimand as a discipline tool, shall endeavor to
do so with reason. Reprimands should not only admonish or warn the employee, but also lead, guide,
direct and instruct the employee in how to correct and avoid repeating the mistake, infraction or
deficiency.
Reprimands may not be appealed. Concerns over a reprimand should be addressed through the
grievance process. Further, the employee may submit a written statement of response to the reprimand
which shall be attached to the reprimand in the personnel file. The employee shall receive a copy of the
reprimand.
B. SUSPENSION
A department head may suspend an employee for just cause with the approval of the Human
Resources Director. A supervisor may recommend suspension to the department head. The time during
the suspension shall be without pay for a period of time not to exceed five (5) working days, or three (3)
shifts for 56 hour employees. Employees on suspension during a City or special holiday shall be
compensated for such holiday. The holiday shall not be considered a day of suspension. Employees
may not elect to use their personal leave day during a period of suspension.
The department head may extend the suspension of an employee beyond five (5) working days,
or three (3) shifts for 56 hour employees, with approval of the City Manager.
A written report on all such suspensions shall be promptly forwarded to the City Manager by the
department head to subsequently be'filed in the employee's personnel file maintained by the Human
Resources Director. The employee shall receive a copy of the written report.
w An employee who is suspended shall be advised of the action, the reason and the duration within
24 hours of the effective date of such action.
N
The following are examples of grounds for an employee to be suspended; however, an employee
may be suspended for reasons other than those herein enumerated, when deemed appropriate by the
U department head and/or City Manager: violation of or noncompliance with municipal or department
rules or regulations; absenteeism; insubordination; abuse, misuse or neglect of City -owned equipment or
facilities; has been charged with or under investigation for committing a felony crime or a misdemeanor
offense involving moral turpitude.
C. REDUCTION IN PAY
An employee may ,receive a reduction in pay not to exceed one salary step as a form of
disciplinary action. This form of disciplinary action shall be by written recommendation of the
department head and approval of the City Manager. A supervisor may recommend a reduction in pay to
the department head.
A reduction in pay may be imposed for any of, but not limited to, the following reasons:
incompetence, unreliability or neglect of duty; absence without leave; insubordination or serious breach
of discipline; willful violations of written rules or regulations; intoxication or consumption of
intoxicating beverage while on duty; neglect or misuse of City -owned equipment or facilities; causing or
contributing to conflict between employees; offensive conduct toward the public, City officers or other
employees; being under the influence or illegal use of controlled substances while on duty; falsification
of an employment application or any type report; abuse or improper use of authority.
1 II D. DEMOTION
An employee may be demoted to a lower paying classification as a form of disciplinary action.
This form of disciplinary action shall be by written recommendation of the department head and
approval of the City Manager. A supervisor may recommend the demotion of an employee to the
department head.
A demotion may be imposed for any of, but not limited to, the following reasons: incompetence,
unreliability, or neglect of duty; insubordination or serious breach of discipline; willful violation of
written rules, policies, or regulations; intoxication or consumption of intoxicating beverage while on
duty; neglect or misuse of City -owned equipment or facilities; causing or contributing to conflict
between employees; offensive conduct toward the public, city officers or other employees; being under
the influence or illegal use of controlled substances while on duty; falsification of an employment
application or any type of report; abuse or improper use of authority; conviction of violation of the law
other than minor traffic offenses.
E. DISMISSAL
Any employee maybe dismissed for just cause. Such action shall betaken only when other
forms of disciplinary action or penalties are deemed inappropriate or have proven ineffective. This form
of disciplinary action shall be exercised by written recommendation of the department head and
approval of the City Manager. A supervisor may recommend the dismissal of an employee to the
department head.
An employee may be dismissed for any of, but not limited to, the following reasons:
incompetence, unreliability or gross neglect of duty; insubordination or serious breach of discipline;
willful violation of written rules, policies or regulations; intoxication or consumption of intoxicating
beverage while on duty; neglect or misuse of City -owned equipment or facilities; causing or
contributing to conflict between employees; offensive conduct toward the public, city officers or other
employees; being under the influence of or illegal use of controlled substances while on duty;
falsification of an employment application or any type of report; abuse or improper use of authority;
conviction of a felony crime or misdemeanor criminal offense.
Section 4. APPEALS OF DISCIPLINARY ACTION
Any employee, except a newly hired probation employee, shall have the right to appeal any
w disciplinary action except reprimands. Concerns over a reprimand should be addressed through the
grievance process. Any such appeal shall be submitted in writing by the employee within three (3)
working days following notification of the action (weekends and holidays excluded). The appeal shall
a be submitted to the Human Resources Director. For suspensions five (5) working days or less, or three
g (3) shifts for 56 hour employees, an employee must first appeal the disciplinary action to the City
Manager. An employee not satisfied with the City Manager's decision may subsequently appeal that
action to the Disciplinary Advisory Board.
For other serious disciplinary actions, including suspensions longer than five (5) working days or three
(3) shifts for 56 hour employees, reduction in pay, demotion and dismissal, a hearing must be held with
the City Manager. Following that hearing, the employee may request a hearing before the Disciplinary
Advisory Board. The course of review shall be commenced within three (3) days (weekends and
holidays excluded) following receipt of the appeal by the Human Resources Director.
Section 5. DISCIPLINARY ADVISORY BOARD
The City's Disciplinary Advisory Board exists for the purpose of hearing employee appeals in
disciplinary actions and making recommendations to the City Manager in such cases. The Board serves
only in an advisory capacity to the City Manager. The Board's recommendations shall not be binding
upon the City Manager.
The Board of Commissioners of the City of Salina appoint the Disciplinary Advisory Board,
composed of nine (9) residents of Salina, Appointees serve a term of three (3) years.
' Upon receipt of a complaint, the Human Resources Director, in the presence of the aggrieved
employee, shall, within three (3) days (excluding weekends and holidays), select by lot three (3) names
from this panel to act as an appeal committee. The employee and the department head involved shall
each have one (1) challenge to replace any of the original three members selected. Any committee
member may refuse to serve on a committee. After selection, the committee shall designate the time
and place of the hearing and notify the employee and the department head to appear and bring all
pertinent records. Either party may call such witnesses as they desire. The hearing shall be held as soon
as practical, considering the preparation needs of the parties involved.
The committee shall submit their recommendations and finding to the City Manager within five
(5) days (excluding weekends and holidays) after conclusion of the hearing. The City Manager shall
make the final decision within five (5) days (excluding weekends and holidays) after receipt of the
report and recommendations from the appeal committee. The employee, the department head and the
committee members shall receive a copy of the final decision, which shall be placed in the employee's
personnel file. The City Manager's decision shall be final.
No one employee shall be permitted to appear before any of the same three committee members
more than once."
Section 9. That Article 24, Sections 3 and 4 of the City of Salina Personnel Manual are hereby
amended to read as follow:
1 11 Section 3. RESIGNATIONS
Employees shall be considered to have resigned in good standing if they have given the
department head and/or City Manager advance notice as follows: employees should attempt to give at
least two (2) weeks notice, not including vacation time; provided, other circumstances related to the
termination and the employee's performance record are such as to justify good standing. However, at
the discretion of the department head and/or City Manager, the above preferred periods for notice of
resignation may be waived; in which case the employee's record shall indicate "employment terminated
in good standing."
The above stated periods of preferred notice for resignation shall not include accrued vacation
time, unless a waiver so stating is approved by the department head and/or City Manager.
In addition to giving proper notice, to be considered in good standing, the employee must not:
a) Be on unpaid suspension during resignation;
b) Have pending discipline likely resulting in termination;
c) Have failed to meet Organizational Values during two consecutive annual performance
w evaluation periods or more than two times during a five year period.
A
d) Have committed fraudulent or illegal acts against the City
e) Have City property issued to the employee still in his or her possession.
ro
Section 4. JOB ABANDONMENT
An employee who fails to report to work without notice to a supervisor for more than three (3)
consecutive working days will be considered to have abandoned his or her position and voluntarily
resigned as of the beginning of the fourth working day.
Prior to making a determination regarding job abandonment, the employee's supervisor or
department head will attempt to contact the employee prior to the voluntary resignation designation to
ensure there are no extenuating circumstances present.
The City Manager may reinstate the employee if the employee is able to demonstrate that
extenuating circumstances interfered with the ability to communicate and/or notify the supervisor as to
the reason for the absence.
Section 4. REEMPLOYMENT AFTER RESIGNATION
A former employee who had resigned in good standing and the effective date of his or her
reemployment is ninety (90) days or less following the effective date of the resignation shall be
considered as being qualified for the same or a comparable classification. Such an applicant shall be
exempt from all required tests, other than a physical examination, drug test and completion of an
employment application. The applicant for reemployment shall also be exempt from the probationary
period and may be reinstated at a salary corresponding to that which the employee was receiving at the
time of termination. An employee so reinstated shall be credited with tenure, sick leave and retirement
benefits earned prior to termination, subject to laws or regulations controlling the particular retirement
plan.
A former employee who had resigned in good standing and the effective date of their
reemployment is more than ninety (90) days following the effective date of their resignation shall be
considered a new applicant and shall receive no credit for prior service in calculating employee benefits.
The City Manager may grant reasonable waivers to the above requirements in terns of
rehiring/reinstating former employees."
Section 10. That Article 19, Section 9 of the City of Salina Personnel Manual is hereby amended to
read as follow:
"Section 9. EMPLOYEE EDUCATION AND ASSISTANCE
A. Policy. Being impaired by drugs or alcohol is no excuse for breaking any Cit rum
policy. Participating in rehabilitation for drugs or alcohol is no excuse for breaking any
City rule or policy.
With this in mind, the City supports appropriate services and rehabilitation programs
which emphasize education, prevention, counseling and treatment for employees when
their personal problems may impair work performance. These problems include drug
or alcohol abuse, marital, family or child difficulties, work stress and financial
problems. To enhance the well-being of its employees, the City has chosen to make
available to its employees an Employee Assistance Program (EAP).
B. Employee's Responsibility. It is each employee's responsibility to seek help before the
employee's drug, alcohol or other problems lead to impaired job performance.
C. Supportline. The EAP (Support line) 1-800-624-5544 will be coordinated by an
external agency, New Directions. This program will include a toll-free 800 number,
available 24 hours a day to be answered by a master's level mental heath professional
N
Ll
l
who will provide telephone counseling, and if requested by the caller, referral to
appropriate services for further assistance. The 800 # and the policy will be provided to
each individual employee and be available on company bulletin boards.
D. Voluntary Referral. The EAP will be available to employees and immediate family
members to utilize at their own discretion as needed. Unlimited access is available.
This process will involve the employee or family members merely dialing the 800
number and discussing the problem with a mental health professional. If requested by
the caller and/or if appropriate, a referral will be made to appropriate resources to deal
with the problem.
An employee's voluntary participation in a referral and/or treatment program for drug or
alcohol abuse will not lessen nor increase any disciplinary action against that employee,
up to and including termination, for any violation of the City's rules or policies.
E. Mandatory Referral. Mandatory referrals may be made to the EAP by the City
Manager. A mandatory referral shall be the result of a documented problem or
problems related to poor job performance on the part of the employee. If a mandatory
referral is made, the referral form shall be signed by the employee and the form
returned to the City Manager. The City Manager will contact the EAP counselor to
alert them to the required contact. The employee will have 48 hours from after signing
the referral form to contact an EAP counselor by calling the 800 number and setting up
a face-to-face meeting with appropriate referral sources. The EAP counselor will
confirm contact from the employee by notifying the Assistant City Manager of City of
Salina. Failure to contact the EAP counselor within 48 hours without just cause may be
grounds for disciplinary action, including termination.
F. Confidentiality. The Employee Assistance Program Administrator shall maintain only
those records necessary to comply with the program. After an employee to the EAP,
the EAP will maintain all records necessary to carry out its duties. All medical and/or
rehabilitation records concerning the employee's problem, including the employee's
identity, diagnosis, prognosis, or treatment are confidential and may be disclosed only
when authorized through written consent of the employee."
Section 11. That this resolution shall be in full force and effect from and after its adoption.
Adopted by the Board of Commissioners and signed by the Mayor this 17'h day of December 2007.
(SEAL)
ATTEST:
Lieu Ann Elsey, CMC, (7ity Clerk
JA11'. Jilka ayor