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HomeMy WebLinkAbout2013-004 General Employee PolicyCITY OF CHUBBUCK, IDAHO RESOLUTION No. 2013 -04 Periodically the City makes revisions to its General Employee Policy. The following changes to Article 1, Section I, Article 2. "Hours of Work" and Article 5. "Employee Benefits" have been reviewed by the Council and Mayor in consultation with City staff and are adopted effective July 1, 2013. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Chubbuck as follows: The following changes to Article 1, Section I "Family Medical Leave Act ", Article 2. "Hours of Work" and Article 5. "Employee Benefits" are approved, effective July 1, 2013; provided however adoption will not change benefits under the collective bargaining agreement with certain Chubbuck Fire Department personnel unless the agreement is changed through the collective bargaining process: Article 1, Section I, "Family Medical Leave Act is deleted and restated in Article 5, Section G. ARTICLE 2. HOURS OF WORK A. Work Week: It is the policy of the City of Chubbuck to observe a work week of forty (40) hours, unless the demands of a particular Department dictate otherwise. However, in no instance may the scheduled work week exceed fifty -six (56) hours. For Departments other than the Police Department, the work week begins at 12:01 a.m. Saturday and ends at 12:00 midnight the Friday following. The work week in the Police Department runs from 12:01 am Sunday to 12:00 midnight the Saturday following. RESOLUTION No. 2013 -04 - Page 1. chubbuck 052113 pp policy resolution.wpd B. Work Days: A work day is a period of not more than eight (8) continuous hours of work in a twenty -four (24) hour period as required by the nature of the employment classification. Normal work days are Monday through Friday and begin at 8:00 a.m. and end at 5:00 p.m. with a one hour lunch break, usually at the middle of the shift. When circumstances warrant, work days may be altered from the normal (days or times), upon approval of the Mayor. C. Time Cards: A record of hours, signed by the employee and the Head of the Department, for each week is necessary as required by federal and state laws. Because of the time needed for processing and computing employee earnings, each Department Head must forward to the Administrative Department on the Tuesday prior to the Friday that is payday a record of overtime, time off, vacation, sick time and data affecting gross earnings. Payroll is every two weeks. D. Rest Periods: Once in each half of the working day all employees are encouraged to take a rest period within the vicinity of the work or task being performed. Fifteen (15) minutes is the maximum time for each rest period. Scheduling and supervision of rest periods will be the responsibility of the Department Head. E. Overtime: It is the policy of the City of Chubbuck to provide sufficient personnel to accomplish the tasks of the City. It is also the policy of the City to discourage the regular scheduling of hours in excess of the normal work week. However, since unforeseen circumstances may arise, occasional overtime may become necessary. All hours worked in excess of the normal work week must have prior approval of the Department Head. Department Heads shall be responsible for seeing that all overtime worked within their Department is accurately logged. RESOLUTION No. 2013 -04 - Page 2. chubbuck 052113 pp policy resolution.wpd ATIJ 91 Nlid �lY�i�J�111�i�CI�y�U111�Ill�iH l�l�J.7���1Ai ll / l�l�It �lll�l�lt �llll�l11�JIl�1'L �l�l /l�Il�l�JIA7l�1lR'1�J�l�JIA Those employees required to work hours in excess of the normal work week will be compensated with compensatory time off. Compensation shall be made with compensatory time off to be taken at the rate of one and one -half hours for each hour of work over the normal work week. Compensatory time may be accrued to a maximum total of two hundred forty (240 ) hours in any department other than Law Enforcement and Fire Control. Compensatory time may be accrued to a maximum total of four hundred eighty hours (480) for Law Enforcement and Fire Control. Any accrued compensatory time in excess of the maximums hours must be used by end of the calendar year. At anytime an employee has compensatory time accrued over the maximum total allowed, that employee will be required to use compensatory accrual before an Personal Leave accrual can be used. Under emergency conditions, exceptions to this requirement may be made by the Mayor or the department head. Employees have an affirmative responsibility to see that approved overtime worked is documented and submitted no later than fourteen (14) days after the accrual of such overtime. Submissions made after fourteen (14) dys will not be allowed. Compensatory time off may be taken at the discretion of the employee, only upon RESOLUTION No. 2013 -04 - Page 3. chubbuck 052113 pp policy resolution.wpd approval of the employee's supervisor, and further providing that it shall be scheduled at least twenty -four (24) hours in advance. ARTICLE 5. EMPLOYEE BENEFITS It is the policy of the City of Chubbuck to provide all regular employees with benefits that are reasonable, acceptable and within the financial constraints imposed by budgetary considerations. The City, as an employer, recognizes the area of personal concern by the employee for self and dependents such as medical expense, hospitalization, life insurance and retirement benefits which influence employee efficiency and well being. Constant review in each area for the betterment of those provisions will be made by the City. Benefits are generally not provided to employees other than regular employees and eligible probationary employees who work at least thirty (30) hours per week. A. Medical and Hospitalization Insurance: Health and accident insurance coverage is provided by the City at no cost to all regular and eligible probationary employees who work at least thirty (30) hours per work week, and their dependents. The City may, without notice, change the carrier, the benefits and may with notice, require a contribution from the Employee for dependent coverage and the employee's coverage. Booklets explaining the scope of coverage and claim forms are available from the City Clerk. All covered employees are required to report potential claims promptly and to supply supporting documentation. A waiting period for new employees before new employees are eligible for medical and hospitalization insurance is imposed by the City, generally thirty (30) days, however the waiting period may be different depending upon the City's insurance carrier at the time of employment. B. Life Insurance: The City pays the premium on a group term life insurance policy. RESOLUTION No. 2013 -04 - Page 4. chubbuck 052113 pp policy resolution.wpd Employees should verify the designation of beneficiary with the City Clerk and keep the data current. C. Retirement: The City of Chubbuck is a participant in the Public Employment Retirement System of Idaho (PERSI). Each employee and the City, contributes a portion of his/her gross earnings to PERSI. Rules and regulations regarding membership, vesting, contributions, retirement, etc. are established by PERSI. Employees should verify the designation of beneficiary with the City Clerk and keep the data current. D. Holidays: The following legal holidays are observed by the City of Chubbuck: New Years Day Martin Luther King Day Presidents' Day Memorial Day Fourth of July Labor Day Veterans Day Thanksgiving Friday after Thanksgiving Christmas City offices will be closed on these legal holidays. The Police and Fire departments will operate only on a schedule established by the respective Chiefs. All Department Heads are urged to schedule employee's time to allow for absolute minimal staffing for essential services in the City on holidays and to ensure equitable distribution RESOLUTION No. 2013 -04 - Page 5. chubbuck 052113 pp policy resolution.wpd of work requirements on those days. Regular employees, who would not otherwise be working, will be compensated at the rate of two (2) times the regular rate of pay for each hour worked on holidays. Regular employees who would otherwise be working on a given holiday will receive their regular pay for the day. Regular employees whose regularly scheduled day off falls on a holiday will not be paid for that day. When a designated holiday falls on a regular employee's regularly scheduled day off, that employee (except police officers) will receive an additional eight (8) hours compensatory time. Police officers will be paid at their regular rate. It shall be the general policy of the City to require that said compensatory time shall be taken the day immediately preceding or the day immediately succeeding the holiday; however, final determination of when the compensatory time shall be taken shall be the decision of the employee's Department Head. When legal holidays fall on Saturday, the said compensatory time shall be taken on the Friday immediately preceding the holiday; and when the legal holiday falls on Sunday, the compensatory time shall be taken on the Monday immediately following the holiday. Other holidays may be proclaimed by the Mayor but compensation for employees working on these days shall remain at the regular rate of pay and equal hours of compensatory time. .... - .. .. .: RESOLUTION No. 2013 -04 - Page 6. chubbuck 052113 pp policy resolution.wpd —in 9iK' euvjmr: eI t. rewmw• w����we�l���lU• 1�7�J�lK���Ilyaa��l�rrRen ►K�ainr�� � RESOLUTION No. 2013 -04 - Page 7. chubbuck 052113 pp policy resolution.wpd - - - .. .. ! 1z91!fri I RI I KWIJ I II IU 0 LIJWE ll lR�l l!lKr�l.i�7l1llll! I \7 A INl9`ly`l�Jl�i.I KKR�ATTI \�19IlK.i!UIR•i.l�llly \Lti.II�IIIIKR��I�J"• --li 11 l lT SI l�/ I II�J I I I U l�l'LK�•A��/ I I I w1�1 l I l�J ■ l / I I ON.1KlJ \•lK r■ a IM l-1 IM RR E. Personal Leave: Effective July 1, 2013, the City of Chubbuck ( "City ") will provide a Personal Leave Benefit to all Regular Employees. Personal Leave provides an employee with more flexibility to use the Employee's time off to meet personal needs, while recognizing an employee's individual responsibility to manage such absences. Personal Leave is intended to provide employees with time off from their regular work duties for various personal needs, with pay. Uses of personal leave may include: Personal business, vacation, illness, medical procedures, doctor appointments, therapy, caring for family members, funerals, etc. and is provided in lieu of sick leave, bereavement leave and vacation leave. Most existing employees will start the Personal Leave banking system with an account balance under the prior system consisting of accrued sick leave and vacation time. The vacation time existing at the time of adoption of the Personal Leave policy will be converted to Personal Leave time The accumulated sick leave will be tracked separately and will not be converted to RESOLUTION No. 2013 -04 - Page 8. chubbuck 052113 pp policy resolution.wpd Personal Leave benefits. The employee may use this accumulated sick leave but will not be compensated for this leave if the Employee terminates employment for any reason including dismissal Employees will not lose any days if they come into the plan with a balance greater than the allowed Personal Leave cap. Employees who have hours over the maximum will continue to accrue Personal Leave time and an Employee will have one year to use that Employee's time in excess of the maximum accrual. Accumulated personal leave may be utilized by the employee as earned, subject to necessary scheduling by the Department Head. Personal Leave should be scheduled as far in advance as practicable. Employees, other than police department dispatchers, who find it necessary to take personal leave for illness shall report, or cause that fact to be reported, to the employee's Department Head or supervisor prior to the time the employee would normally report for work. Police Department dispatchers shall report no later than three (3 ) hours prior to the time the dispatcher would normally report to work in order to allow another dispatcher to be scheduled. Employees are strongly encouraged to take at least one leave period of at least forty (40) consecutive hours annually. The maximum accumulation of personal leave may not exceed 1. 5 times the total annual accrual limit. Personal leave in excess of the maximum allowable accumulation shall be forfeited at 11:59 p.m. on December 31 of each year. Personal Leave shall accrue to an employee at rates dependent upon the employee's service time. Accrual rates are given in Table E.1 and are based upon a 40 hour work week. Regular employees whose work week is less than 40 hours shall have their accrual rate proportioned by the ratio of their work week hours to 40 hours. Employees will not accrue RESOLUTION No. 2013 -04 - Page 9. chubbuck 052113 pp policy resolution.wpd Personal Leave time while on leave of absence or suspension by the City. TABLE E.1 PERSONAL LEAVE ACCRUAL RATES (Based upon 40 hours per week) ears of Service ours Per Pa Period ours er Year aximum Accrual Limit -4 ears .1538 0 40 -14 ears .6923 4z( 0 00 5 + ears .2308 0 60 Personal leave is not eligible for monetary conversion, except upon termination of employment. Each employee is responsible for managing that Employee's Personal Leave account. It is important that employees plan ahead for future use. This means developing a plan for takin vacations, as well as doctor's appointments and personal business. It also means holding some time in "reserve" for the unexpected, such as funerals, emergencies and illnesses. Employees must complete an absence report for all Personal Leave time used. Employers are required to track absences for illness, work related illness /injury, or the attendance of school - related activities for legal pliance reasons. • - ]l•Jl��l \l��Atl��l ••l�1. 111 %t• ►K•tltl�•tl��Jt�l %HY�ttI IlAm • - • • • - - - • - • Ilk - - _ • _ _ / . t - • • • • • • - _ _ • t • • 1111111 11111vulk1w1favAll I • 91911A t • • - - - - - - • • I • t • • / I I I 1 1111, 111 1 R"I'v,08 • • • • • • • • • • t • i _ . _ _ _ _ _ . _ _ _ _ • _ - - - - - - • • I • t • • / I I I 1 1111, 111 1 R"I'v,08 • • .T_ • • • ■ • - v 0 • - - - • I RESOLUTION No. 2013 -04 - Page 10. chubbuck 052113 pp policy resolution.wpd _ _ II�It/•lIIT�1••fl•Alfir•A4 Pill MIMI • • • M I LVWM I I E I I I • • • • • • • ■ _ _ - - _ - _ _ • • • • • 1 - • • - - - - - - • • 11 _ _ - - • t • _ - - - - _ • _ •_ • • _ - t 1 • • • ' ■ ■ • t • • t ILI • • _ - - - - _ - - - a, • • a or. ON Kwil • • 'me r,.KIWatgllK§ 1111111111111 1111i of • ELWLui RVA ■ - - • - - - - - - - - _ - - _ _ - - • gloom olloomem t • If - ■ • - • �•l•1 �• .Ral��1�73•irIRl11r.1i�itil•S�i i•1•l••1•l�Jilt•if' /�••� - - - - - - Ill I 11110P.1111111M i kMolms'411 • I I, I 1 1 ■ • 0 • ■ �l_lL • _ • L U� •JlllStllIl•1C1Vr111t.7.1�11�2i yl�ltll�111�11�1•.•`lf� /lt••' • • • Pill MIMI • • - - - - - - Ill I 11110P.1111111M i kMolms'411 • I I, I 1 1 ■ • 0 • ■ �l_lL • _ • L U� •JlllStllIl•1C1Vr111t.7.1�11�2i yl�ltll�111�11�1•.•`lf� /lt••' • RESOLUTION No. 2013 -04 - Page 11. chubbuck 052113 pp policy resolution.wpd - - - - - - - - - - - - • • ■ - • . t • ■ I • • ■ RESOLUTION No. 2013 -04 - Page 11. chubbuck 052113 pp policy resolution.wpd �u Family Medical Leave Act. a. Eli ig bility Requirements. To be eligible for FMLA benefits, prior to any leave request, the employee: 1. Must have worked for the employer for at least 12 months, 2. must have worked at least 1,250 hours for the employer during the previous 12 months: and 3. your employer must employ at least 50 employees. The employee must meet all efi ibility requirements before FMLA benefits will be extended that employee. If an employee's employment situation does not meet all of the qualifications set forth above, the subsequent FMLA policy, which is required by law to be included in our policy, does not apply to that employ b. Entitlement. The Family and Medical Leave Act (FMLA) provides an entitlement of up to 12 weeks of job- protected, unpaid leave during any 12 -month period to eligible, covered employees for the following reasons: 1) birth and care of the eligible employee's child, or placement for adoption or foster care of a child with the employee, 2) care of an immediate family member (spouse, child, parent) who has a serious health condition: or 3) care of the employee's own serious health condition. It also requires that the employee's gr, oup health benefits be maintained during the leave. The 12 -month period is determined using a "rolling" 12- month period measured backward to the date an employee first uses any FMLA leave. If all efi ibility requirements are met, the employee is covered under the FMLA. The employee ma request up to 12 weeks of leave where the City of Chubbuck will continue the employee's benefits (employer portion only) during the leave period. If the employee does not return to work for reasons other than their own continued serious health condition or that of an eligible family member, the City of Chubbuck may recover from the employee the premium(s) that were paid for the employee's medical coverage. Total FMLA leave for employee spouses /parents who both work for the City of RESOLUTION No. 2013 -04 - Page 12. chubbuck 052113 pp policy resolution.wpd Chubbuck is 12 weeks combined if the leave is for reasons other than the employee's own personal serious illness. Examples where employees of the City of Chubbuck are entitled to leave under FMLA include: 1. To care for a child following a birth or placement of a child with the employee for adoption or foster care. 2. To care for a sick child, spouse or parent who has a "serious health condition." 3. If the employee is unable to perform the employee's own work responsibilities because of the employee's own serious health condition. C. Concurrent Use of Accrued Leave and Worker's Compensation Required Employees are required to use any accrued paid vacation, sick leave (if applicable), and Personal Leave concurrently with any FMLA leave. If paid leave accruals are less than 12 weeks, the employee may take the remainder of FMLA leave as unpaid leave. Employees will continue to accrue Personal Leave while utilizin their heir paid sick and vacation leave. They will cease to accrue Personal Leave during the unpaid portion of their leave. If the employee is on Worker's Compensation leave, such leave will also run concurrently with any FMLA leave. d. Employee Obligations Employees are required to give 30 days advance notice or as much time as practical when the need for FMLA leave is foreseeable. The City of Chubbuck reserves the right to request medical certification supporting any leave, and may require second or third opinions at City's expense). The City of Chubbuck may also require a doctor's fitness for duty report prior to your returning to work. Leave may be denied if these requirements are not met. The decision to allow an employee to return to work will be solely the City of Chubbuck's decisions in compliance with the provisions of the Family and Medical Leave Act. Should a doctor not find the employee fit to return to duty, the employee will not be allowed to return to work. When an employee is off work for FMLA leave, the employee will not be allowed to work for any other employer without prior approval from the Mayor. An employee who violates this rule will be subject to disciplinary proceedings up to and including termination from employment. The employee should contact the City Clerk to discuss the employee's rights obligations for continuation of any current benefits the employee is receiving. Employees must RESOLUTION No. 2013 -04 - Page 13. chubbuck 052113 pp policy resolution.wpd make arrangements for payment of their portion of their benefit costs or discontinuation of those benefits will occur. To request FMLA leave please contact the City Clerk indicating the reason for requesting FMLA leave and the expected duration of leave. Note: An employee may be required to provide medical certification by the employee's physician or medical practitioner indicating the h_e dia ng osis and probable duration of the employee's medical condition or the medical condition of the employee's family member. C. Intermittent Leave Requests FMLA leave may be taken intermittently or on a reduced leave schedule to allow the employee to care for a sick family member, or for an employee's own serious health condition with prior written approval from the employee's supervisor or when "medically necessary." In the circumstance of birth or placement of a child for adoption or foster care, intermittent leave is only available by written approval of the City of Chubbuck. f. Employer's ghts and Obligations The City of Chubbuck has the right to determine whether the employee is or is not an eligible ployee" under the Act. The City of Chubbuck has the right to place an employee on FMLA leave without the employee's consent should the City determine that the employee meets the eli icy requirements under the Act. The Citv of Chubbuck will return the emplovee to the same or an eauivalent position after returning from FMLA leave, subject to the terms of the Family and Medical Leave Act. The only exception may be for individuals who, under the provisions of the FMLA, are considered to be a "kev emplovee" whose extended absence would cause "substantial and arievous economic injury ". The City of Chubbuck reserves the right to require periodic notices (determined by City )of your, or your family member's FMLA status and your intent to return to work. l- The National Defense Authorization Act On January 28, 2008, the FMLA was amended by the National Defense Authorization Act. This amendment provides an entitlement of up to 26 weeks of unpaid leave during a singlel2 -month period to an eligible employee who must care for a covered service member —a person who is a spouse, son, daughter, parent or next of kin of the employee and has a serous injury or illness incurred in the line of duty which renders that person unfit to perform his or her duties in the Armed Forces. The City of Chubbuck ma require the request for this type of leave RESOLUTION No. 2013 -04 - Page 14. chubbuck 052113 pp policy resolution.wpd be supported by certification that the service member being cared for by the employee has a serious health condition. The National Defense Authorization Act also provides 12 weeks of FMLA leave to an employee if his or her spouse, son, daughter or parent has been called to active duty with the Armed Forces. No serious medical condition is required for this We of leave. The City of Chubbuck may require the request for this type of leave be supported by certification that the service member has actually been called to active duty. City employees shall provide prior notice when the need for this We of leave is foreseeable. If an Employee has any questions about rights under FMLA, the employee should contact the City Clerk. H. Emergency Time Off. Should a personal emergency arise that requires an employee leave the Employee's job after reporting for work, the employee will be permitted to leave without penalty, provided approval is given by the Department Head. The time off shall be without pay unless the employee opts to use accrued vacation and /or compensatory time. If these two (2) benefits have been exhausted, the absence will be considered leave without pay. I. Equipment and Uniforms. It is the policy of the City of Chubbuck to furnish all special and /or safety equipment deemed necessary in the performance of the employee's duties, although the supplemental policies of a department may require the employee to purchase some such equipment which policy shall control within that department. Each Department Head will determine the specific equipment required and request such provision for replacement. Each employee will be charged with the responsibility of care of assigned equipment and the cost of replacement caused by negligence will be assessed against the employee. J. Workmen's Compensation: As required by law, the City of Chubbuck provides workers' compensation insurance on all employees for medical expenses and lost time due to job - connected injuries or occupational disease. Following an accident or injury, it is important that the following steps be taken to ensure prompt handling: Secure any needed medical attention immediately. 2. Notify the Department Head as soon as practicable. 3. Complete a "Notice of Injury" form with the City Clerk as soon as practical, but in no event more than forty -eight (48) hours following the incident unless hospitalized. RESOLUTION No. 2013 -04 - Page 15. chubbuck 052113 pp policy resolution.wpd Regular employees who receive workman's compensation payments may opt to utilize accrued sick leave and /or vacation leave to make up the difference between their full salary and payments. Payments would be made in the following manner: Checks from State Insurance Fund (approximately sixty percent (60 %) of employee's salary) will be made to the employee; 2. Employee will provide payroll department with a photocopy of the workman's compensation payment check or other proof of payment. 3. City will then issue a check for the balance of employee's salary; 4. The portion of full salary made up from sick and/or vacation leave will be levied against accrued leave time at the employee's current rate of pay. If the employee does not have accrued sick and /or vacation leave, workmen's compensation payments will constitute the employee's entire compensation; 5. As long as an employee qualifies as above and is being paid partial salary by the City, the employee will continue to accrue sick days and vacation days as usual. When and if sick and /or vacation leave is exhausted, no more leave will be accrued until employee returns to work. K. Liability Insurance: The City of Chubbuck maintains third -party liability and property damage coverage. To insure that equitable settlement of all incidents be resolved, the following steps must be taken: Determine that any insured party has received medical attention from proper authorities. 2. Notify the City Police Department and request any assistance needed. 3. Promptly complete an "Incident Report" as provided by the employee's Department Head. It is the policy of the City of Chubbuck that any liability incurred on the part of an employee in the course of the employee's duties through chargeable gross negligence or in violation of any law will be subject to disciplinary action, which may include termination. L. Emergency Personal Leave: The City will make reasonable attempts to accommodate employees who desire time off work for personal emergency reasons. Leave for personal emergency reasons will be without pay unless the employee chooses to draw upon either vacation leave or compensatory time to recover wages for the time off work. Leave will be RESOLUTION No. 2013 -04 - Page 16. chubbuck 052113 pp policy resolution.wpd granted at the discretion of the supervisor based upon the work load and available manpower. Any employee desiring personal emer ency leave will be required to give the employee's supervisor at least 24 hours advance notice for the request. Personal leave for emergency reasons Emergency Leave will treated on an individual basis. � � .. � � - I � •! ��\ �l�J��lal�l` L�1�Ai�J ���I��J •�Y�� /�l�l�l�l�•1�11��.1y w1•J Military Leave. Unpaid leave of absence will be granted to participate in ordered and authorized field training. The city's employment policy will comply with the provisions of Idaho Code § 46 -407, et sea., or its successor, as those Code provisions govern leaves of absence for military service and the Uniformed Services Employment and Reemployment Rights Act of 1994, as amended (USERRA). N. Jury Duty: An employee who is directed by proper authority to appear as a witness for the Federal Government, State of Idaho, or a political subdivision thereof, or to attend court or other hearings in connection with the employee's official duties, or to serve as a member of a jury, is not to be considered absent from duty. The wages of an employee will be continued during such court or jury duty and the payment for such duty shall be endorsed over to the City. O. Maternity Leave: This paragraph O shall be in effect only in those instances where the Family and Medical Leave Act does not apply (see paragraph G above). Any employee who becomes pregnant may continue to work until such time as she can no longer satisfactorily perform her duties or her physical condition is such that her continued employment may be injurious to her health or the health of the unborn baby. An employee may be required to present medical certification from her doctor of fitness to continue or to resume work. 2. Maternity cases for regular employees, or wives of regular employees may RESOLUTION No. 2013 -04 - Page 17. chubbuck 052113 pp policy resolution.wpd tV 11 PURPRE-WWWRI PIN opt pjv� Military Leave. Unpaid leave of absence will be granted to participate in ordered and authorized field training. The city's employment policy will comply with the provisions of Idaho Code § 46 -407, et sea., or its successor, as those Code provisions govern leaves of absence for military service and the Uniformed Services Employment and Reemployment Rights Act of 1994, as amended (USERRA). N. Jury Duty: An employee who is directed by proper authority to appear as a witness for the Federal Government, State of Idaho, or a political subdivision thereof, or to attend court or other hearings in connection with the employee's official duties, or to serve as a member of a jury, is not to be considered absent from duty. The wages of an employee will be continued during such court or jury duty and the payment for such duty shall be endorsed over to the City. O. Maternity Leave: This paragraph O shall be in effect only in those instances where the Family and Medical Leave Act does not apply (see paragraph G above). Any employee who becomes pregnant may continue to work until such time as she can no longer satisfactorily perform her duties or her physical condition is such that her continued employment may be injurious to her health or the health of the unborn baby. An employee may be required to present medical certification from her doctor of fitness to continue or to resume work. 2. Maternity cases for regular employees, or wives of regular employees may RESOLUTION No. 2013 -04 - Page 17. chubbuck 052113 pp policy resolution.wpd be eligible for such benefits offered under that category by the City's health insurance program. Maternity leave shall be without pay except that regular employees may opt to utilize accrued Personal Leave sick aii&or vacation leave prior to being carried on leave - without -pay status. 4. Leave - without -pay may be taken for a period not to exceed six (6) weeks. Further leave- without -pay will be granted in thirty (30) day increments upon presentation at the outset of each time period of a doctor's medical certification. Said extended leaves of absence will be granted when such leave would not have an adverse effect upon the department involved and will be granted subject to Council approval. 5. Personal Leave leave shall not accrue during such leave- without -pay. P. Leave of Absence Without Pay: 1. Temporary: Upon presentation of a written request presenting justifiable reasons, an employee may, at the discretion of and with the written approval of the Department Head and Mayor, be granted leave without pay when such leave would not have an adverse effect upon the department involved. Said leave- without -pay may be applied for only when all accrued sick leave, vacation leave and compensation time have been taken. No sick leave or vacation leave shall accrue if the period of such leave exceeds ten (10) working days in any one (1) month. Said temporary leave- without -pay shall not exceed thirty (30) days. Health, accident and life insurance premiums for the employee will continue during this period provided the employee reimburses the City. 2. Extensions: Provided all conditions in the preceding paragraph are met, upon written request an employee may be granted extensions in thirty (30) day increments. Such leave may be granted by the City Council and shall be considered on a case by case basis. 3. Privilege. Such leave, whether temporary or extended, is not a right but a privilege. Q. Expense Reimbursement: Travel expenses authorized by a Department Head will be reimbursed upon receipt of proper documentation substantiating such expenses. Authorized related vehicle expenses will be reimbursed at the current mileage rate promulgated by the State of Idaho. Authorized related lodging expenses will be reimbursed at actual cost. Authorized related meal expenses will be reimbursed at the rate promulgated by the State of Idaho. The RESOLUTION No. 2013 -04 - Page 18. chubbuck 052113 pp policy resolution.wpd Mayor may authorize meal expenses that exceed these maximum amounts under justified, extraordinary circumstances. The City Clerk will issue warrants for travel expenses upon receipt of appropriate written request and /or documentation from Department Heads. Regular employees, employed as of April 1998, may receive reimbursement for the direct costs of Water or Wastewater operator certification or Engineering registration exams required as a condition of employment. Such reimbursement must be authorized by the Department Head and will be made only upon successfully passing the examination and upon receipt of proper documentation substantiating such expenses. R. Commercial Driver's License (CDL). Certain City employees in the Parks, Maintenance, Fire Department and Public Works Department are required to have a Commercial Driver's License as a condition of employment. The Department Head shall be responsible for setting a time certain for any new employee to obtain a CDL. The employee shall pay the cost of obtaining the CDL; no reimbursement shall be provided by the City. PASSED BY THE COUNCIL AND APPROVED BY THE MAYOR OF THE CITY OF CHUBBUCK, IDAHO, this _114 day of June, 2013. S*enM. ng land, MAIOR ATTEST: C 0*146&ej.� Richard Morgan, CITY COERK RESOLUTION No. 2013 -04 - Page 19. chubbuck 052113 pp policy resolution.wpd LAW OFFICES JONES, CHARTERED 203 SOUTH GARFIELD P.O.BOX 967 LAMONT JONES POCATELLO,IDAHO 83204-0967 TELEPHONE:(208)232-5911 JACK H.ROBISON FAX:(208)232-5962 THOMAS J.HOLMES E-MAIL:tholmesid@gmail.com MR.HOLMES'TELEPHONE EXTENSION: 103 June 4, 2013 Rich Morgan City of Chubbuck P O Box 5604 Chubbuck, ID 83202 Re: Personnel Policy Resolution Dear Rich: Enclosed is the final personnel policy resolution for consideration by the Council at the next City Council meeting. Sincerely, 'aromas J. Holmes TJH/ah CHUBBUCK060413.L1.wpd Enclosure