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05-475 Amdmt to SOP & Manual CITY OF MERIDIAN RESOLUTION NO. 05- f1~ BY THE CITY COUNCIL: BIRD, DONNELL, ROUNTREE, WARDLE A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL TO ADD NEW POLICIES; 2.9 (TRIAL SERVICE PERIOD FOR PROMOTIONS AND TRANSFERS); 5.5 (DIRECTOR'S BENEFITS PROGRAM); 6.2.6 (CELL PHONES); AND 6.14 (CLOTHING ATTIRE AND ALLOWANCE); AND ALSO AMEND THE FOLLOWING POLICIES 2.8 (INTRODUCTORY PERIOD OF EMPLOYMENT); 3.4 (COMPENSATION PROGRAM); 4.5 (BEREAVEMENT LEAVE); 4.7 (MILITARY LEAVE); 5.4 (EDUCATION REIMBURSEMENT) AND 6.2.2 (USE OF CITY OWNED TELEPHONES AND CELL PHONES, FAX AND COpy MACHINES, AND COMPUTERS); AND PROVIDING AN EFFECTIVE DATE. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO WHEREAS, the Mayor and City Council have authority over the operations, polices, and procedures for the City of Meridian; WHEREAS the City has previously approved a Standard Operating Policy and Procedures Manual in 2002 for application to all employees of the City; WHEREAS the City Council may amend the Manual from time to time as necessary to incorporate changes as needed; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1: The City of Meridian Standard Operating Policies and Procedures Manual is hereby amended to add the following new policies: 2.9 (Trial Service Period for Promotions and Transfers); 5.5 (Director's Benefits Program); 6.2.6 (Cell Phones); and 6.14 (Clothing Attire and Allowance); a copy of said policies are attached and incorporated by reference as Exhibit" A" . SECTION 2: The City of Meridian Standard Operating Policies and Procedures Manual is hereby amended for the following policies: 2.8 (Introductory Period of Employment); 3.4 (Compensation Program); 4.5 (Bereavement Leave); 4.7 (Military Leave); 5.4 (Education Reimbursement); and 6.2.2 (Use of City Telephones and Cell Phones, Fax and Copy Machines, and Computers); a copy of said policy is attached and incorporated by reference as Exhibit "B". SECTION 3: This Resolution shall be in full force and effect immediately upon its adoption and approval. STANDARD OPERATING POLICY & PROCEDURES MANUAL AMENDMENT - 2005 Page 1 of 2 PASSED BY THE CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO, this 2/ s:Þ day of J {¡vJ..A.- , 2005. s~ APPROVED BY THE MAYOR OF THE CITY OF MERIDIAN, IDAHO, this Z/ / day of <T~ ,2005. STANDARD OPERATING POLICY & PROCEDURES MANUAL AMENDMENT - 2005 Page 2 of 2 CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 6.2.6 SUBJECT: CELL PHONES PURPOSE: The purpose of this policy is to provide a set of guidelines governing the alternative use of cellular telephones by City employees and to provide guidelines, criteria and conditions for reimbursement of business use of personal cellular telephones. POLICY: While at work, employees are to exercise the same discretion in using personal cellular phones as they do for City-owned phones. Excessive personal calls during the workday, regardless of the phone used, interfere with employee productivity and can be distracting to others. Therefore, excessive personal calls (regardless of the phone used) during an employee's workday are prohibited. This policy is an alternative to Policy 6.2.2. AUTHORITY & RESPONSIBILITY: Department Directors have the authority and responsibility to manage their employees and the need and use of cell phones for City business. Department Directors are responsible to ensure that employees that need to use cell phones to conduct City business are doing so and that the usage and need is appropriate. PROCEDURES AND RELATED INFORMATION Some employees may need to use cell phones to conduct legitimate City business and such use is regarded as a necessity. Such employees may already have a cell phone and service for their personal use. It is cumbersome and generally undesirable to carry two cell phones; therefore, in these cases, the City will provide a cell phone allowance of up to $35 per month for employees who must regularly use his/her personal cell phone for work purposes, subject to the following conditions: . The Department Director must first authorize the employee to use his/her personal cell phone for City business. An authorization form shall be signed by the Department Director stating the amount of allowance and the network carrier being used. Both the employee and the respective department shall retain a copy of this authorization form. The authorization form will identify the employee and the employee's personal cell phone number. . Employees utilizing this policy and receiving compensation for personal cell phone use for City business will be expected to maintain the cell phone in working order and available for City business calls as needed and as reasonably expected. . The employee is responsible for turning in the first page ofhis/her cell phone bill to document that the employee still has the cell phone to his/her supervisor and to request their reimbursement. . The City will pay the agreed stipend based upon the employees' monthly plan or $35 per month whichever is less. The Department is responsible for documenting of all stipend amounts and changes in allowance amounts or eligibility. . We realize that there are certain positions within the City that require a usage plan that would far exceed any low cost plan available. These special requests may be processed on a case-by-case basis through the Department after receiving approval of the Mayor's Office. . The City will not be liable for the loss of personal cellular phones brought into or used in the workplace. . The employee is responsible for the administration and payment of all personal cellular phone bills and in no way will create financial liability for the City beyond the amount agreed to by the Department to be paid as the stipend. . The City reserves the right to modify or terminate any and all conditions of this policy depending upon changing needs as defined by the City. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 2.9 SUBJECT: TRIAL SERVICE PERIOD FOR PROMOTIONS OR TRANSFERS PURPOSE: To provide current employees with an opportunity to learn and grow into a new promotion or transferred position. POLICY: Each employee shall serve a Trial Service period of no less than six (6) months upon transfer or promotion. AUTHORITY & RESPONSIBILITY: Supervisors are expected to set clear expectations for employees, and to work with them closely during the trial service period to ensure proper learning and training take place. Supervisors are also expected to provide appropriate feedback and learning opportunities so as to appropriately train these employees and assess their ability to perform related job duties. PROCEDURES AND RELATED INFORMATION I. An employee selected for promotion or transfer will begin a Trial Service Period of not less than six (6) months to assess their performance. The Trial Service period may be extended by the Department Director with approval of the Human Resources Director, and with written notice to the employee. A. Completion of the Trial Service Period does not require a wage/salary review. B. Should the selected employee be unable to satisfactorily perform the duties of the new position, their supervisor will notify them. Efforts will be made to place the employee in another position within the organization for which they are better suited and qualified, if available. If no appropriate match is found, termination may result. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 5.5 SUBJECT: DIRECTOR BENEFITS PROGRAM PURPOSE: To provide fair and equitable benefits for the Department Directors of the City. The City acknowledges that the Directors work in excess of other positions within the City and hold the highest amount of accountability for the direction of the various Departments. The Directors are accountable to the Mayor, the City Council, and the citizens of Meridian. POLICY: The Department Directors of the City serve as appointees pursuant to Idaho Code. The expectation is that the Director will perform and meet the expectations of the Mayor and the City Council. This benefit plan was developed to insure that the City of Meridian can attract and retain the most qualified Director's. This plan provides cost effective and positive incentives to recognize the value and enhancement quality executive personnel can provide to the benefit of Meridian and its citizens. AUTHORITY & RESPONSIBILITY: Human Resources will be tasked to monitor and implement the requirements of this policy. Human Resources will further be responsible to keep the benefits provided under this policy current with the job market through it normal measures. PROCEDURES AND RELATED INFORMATION: The Department Directors shall receive the following benefits in addition to the other City benefits provided. In areas where the Directors benefit exceeds the regular employee's benefits, the Director shall receive the greater benefit. . No introductory period of employment; . Annual Leave accrual at 16 hours per month with a maximum accrual of 3 84 hours; . Ability to convert up to Y2 of accrued vacation leave annually (maximum annual conversion amount is 100 hours) and direct it to a City deferred compensation plan (All IRS regulations must be adhered to); . Upon beginning of ernplovrnent, the Director will receive a bank of 40 hours of sick leave and 16 hours of annual leave; . The City will pay for an additional $80,000 in life insurance coverage above and beyond the City provided coverage; . If necessary, the City will provide up to the 21 days of paid coverage to qualifY for Short Term Disability program (STD). Directors own available leave must be applied first; . If necessary, the City will provide "make-up" pay between STD and Director's salary for up to 90 days or until Long Term Disability (L TD) becomes available. Directors own available leave must be applied first. . If necessary, the City will provide "make-up" pay between LTD and Director's salary for up to 90 days. Directors own available leave must be applied first. SUBJECT: CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 6.14 CLOTHING ATTIRE AND ALLOWANCE PURPOSE: To provide guidelines to employees regarding appropriate attire for the workplace and the use of City funds for the procurement of work clothing and uniforms. POLICY: City employees may be allotted a clothing or uniform allowance for the purchase of work clothing or uniforms. This allowance may be used to purchase shirts, pants, work boots, and other exterior clothing for the sole purpose of performing their duties comfortably while maintaining a neat and clean appearance. This allowance does not apply to the clothing supplied to employees based upon contractual or operational requirements. These are delineated later in this policy. AUTHORITY & RESPONSIBILITY: The Department Director will approve all purchases of work clothing or uniforms either by an established policy and procedure or by individual approval of purchase order. Purchased clothing must remain appropriate and practical for the job being performed. The Department Director shall also be responsible for setting the standard of attire appropriate for their department. The attire worn should be appropriate for the job performed and appropriate for the necessary public contact that the job requires. PROCEDURES AND RELATED INFORMATION: I. All clothing purchased must be practical and appropriate for the job being performed. Clothing should be inscribed to indicate the employee is an employee of the City of Meridian. II. Employees are to take reasonable caution in the cleaning and maintenance of all supplied clothing. III. If clothing or uniforms are supplied, the employee is required to wear the provided clothing or uniform in accordance with departmental policy or as set by the department director. If clothing is worn or destroyed sooner than normal the employee will be responsible for replacement. Exceptions must be approved by the Department Directors. DEPARTMENTS I. Office and Administrative Staff for all Departments Office and administrative staff will be given latitude to purchase City of Meridian logo clothing up to the dollar amount approved in the City budget per employee per year. The employee has the option to apply this designated amount to a larger purchase, with the difference being paid by the employee or through the incentive program. The City logo may only be placed on articles of clothing that are appropriate for the workplace. II. Public Works Field Inspection Personnel Field Inspectors are allocated a clothing allowance to purchase City of Meridian logo tee-shirts for summer use and long sleeve shirts for winter use. A winter jacket or coveralls may be purchased. III. Police Department Uniform and dress requirements for all Police Department personnel are detailed in Meridian Police Department Policy and Procedure Chapter II Section 3 Uniform and Equipment. All sworn officers receive a clothing allowance per year and are allocated additional chits for dry cleaning; initial uniforms and equipment are purchased and supplied by the department on hire. Non- sworn personnel are governed by the section on office and managerial staff. All clothing allowance is paid directly to the employee and is taxed. IV. Fire Department Uniform and dress requirements for all sworn Fire Department personnel are detailed in Meridian Fire Department Rules and Regulations Article 3- Appearance and Unifonns. All firefighters including the Chief and Deputy Chiefs receive a clothing allowance per the current union contract. V. Waste Water Treatment Plant and Water Department Except at the discretion of the Department Director the Superintendents, assistant superintendents, office staff and administrative staff, all other employees may receive a clothing allowance to purchase shirts, sweat shirts, and other outer wear such as coats and overalls. Due to their current unavailability, overalls and other outerwear are exempt from the safety color requirement. Employees are provided with City logo hats VI. Parks Except at the discretion ofthe Department Director, the Superintendents, office staff, and administrative staff, all other employees may receive a clothing allowance to purchase shirts, sweat shirts, and other outer wear such as coats and overalls. Employees are provided with City logo hats. --------- IV. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 2.8 SUBJECT: TRIAL SERVICE INTRODUCTORY PERIOD OF EMPLOYMENT PURPOSE: To provide new employees with an understanding as to employment responsibilities and expectations regarding employment status. POLICY:- Each new employee, whether full-time or part-time, hired shall serve an introductory period of employment for six (6) months, or one (1) year for Police or Fire personnel. The Citv of Meridian is an "at-w~ AUTHORITY & RESPONSIBILITY: Human Resources shall communicate this policy to new employees during their initial orientation. Supervisors are expected to set clear expectations for employees, and to work with them closely during the introductory period to ensure proper learning and training take place. Supervisors are also expected to provide appropriate feedback and learning opportunities so as to appropriately train new employees and assess their ability to perform related job duties. PROCEDURES AND RELATED INFORMATION I. Every new regular full-time or part-time employee serve an introductory period of employment of six (6) months, or one (1) year for Police or Fire employees. II. The introductory period is used to determine whether the employee is suited for the position, qualified and capable of performing the work and can meet the job standards. III. After completion of the introductory period, new employees should be given a performance evaluation as provided for in the performance appraisal policy. If the performance of the employee has been unsatisfactory the City reserves the right to sever the at-will emplovrnent relationship or extend the introductory period for up to an additional 90 days. The introductory period may be extended by the department director with approval of the Human Resources Director head with MaYUf appfÐval, and with written notice to the employee. Following the introductory period, employees shall be considered "regular employees." Completion of the introductory period is not a guarantee of continued employment with the City of Meridian nor does it alter the at-will status. It simply provides a benchmark for employees and supervisors to achieve and assess the employee's 10m! term viability to perform the necessary functions of the position. whereiB heightened traiRiFlg Bfld oversight takes place. Completion of the Introductory Period may not result in a wage/salary review. VI. l' . . The City feafti fa . . fIBS at nothIng wIthin thi . . and procedure mamlal iR any v;ay constit1 ~ specIfic ¡)Ohc)', nor within the policy employees and docs not in an . ma . im u es a contraøt bet';¡een the City afld its otherwise, on behalf of the Cit)s ~) I ply or create any rights, contractual or p oye03. INTRODUCTORY PERIOD PROMOTED/TRf~NSFERRED EMPLOYEES A A I .~. . ~n amp oyee selected for prornotioH {tran . of not less thaH sÍJ( (6) moflths t ~ h ~fer wIll ønter aa Introductory Period 0 assess Is!h.er perfofßlanco. B. 8v;ofß polico effieers ood B .. . h' argaImng UnIt ernpley . a . a'ie an latrodMctery poriod of one (1) year. eos In t 0 fIre Department C. Coffif'letion of tho Introducto . P . 1) onod may Rot resMlt in a v-,age/salary ro\".Î.ev;. D. Should the soleøted employee be unaBle . . the He'.v position, his/hor supervisor will ~e:i~~s~~ctenIY perform t~e duties of to plaoe the employee in anothe 'f .~ .Im/her. Efforts vall be made h f 1"OSI 10ft ""lfa fa . e/she is better Baited and I' fi d n lfl e. ergamzatioH for which f . . ~a I e He'i\'e"ef:f ermInatlOn may result. .. , , I HO match is found, III. IV. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 3.4 SUBJECT: COMPENSATION PROGRAM PURPOSE: To provide guidelines for consistent administration of the compensation program and movement of an employee from position to position (i.e., promotion, transfer, demotion, etc.). POLICY: The City has developed and supports a pay-for-performance compensation program for all non-represented employees that include pay inci"øases for cost of living adjustments. The following procedure provides guidelines related to the administration of the compensation program for department heads and other managers. Represented employees should refer to the current labor agreement for information regarding their compensation structure and policies. AUTHORITY & RESPONSIBILITY: Human Resources shall oversee the administration of the compensation program and shall ensure that it is adjusted and up-to-date at all times. Department fteaàa Directors are responsible for managing the implementation of the program according to performance and budgetary guidelines. The Mayor and City Council are responsible for determining appropriate cost of living adjustments and performance increases within budgetary constraints and guidelines. PROCEDURES AND RELATED INFORMATION I. The City has developed and continues to maintain a comprehensive pay-for- performance compensation program, which provides for the establishment of set ranges for all positions within the City's structure. Employees can reasonably expect to advance through his or her pay range that is assigned to his/her 'position by effectively meeting performance expectations of assigned duties. II. The City shall comply with all State and Federal pay acts respecting the compensation of employees for work performed. The City is committed to the philosophy of rewarding employees for their performance, and has designed a compensation program to meet this objective. Employees may incrementally advance through their assigned salary ranges on an annual basis in accordance with their performance rating. DEFINITIONS The following terminology may be used in describing actions or steps taken as a normal part of this program. IV. 0 "In-guideline": These include all approvals that are within the guidelines as set forth by the compensation program. In guideline adjustments require all levels of management signature in the chain of command (starting with the Supervisor) up to and including the department ~.Director. 0 "Out-of-guideline": Includes adjustment that do not fall within the normal guidelines of the compensation program. Typically includes pay increases beyond what is set forth in the annual program, or a pay decrease for some purpose. Such guidelines require approval by all levels of management up to and including the Mayor. 0 A promotion is a reassignment of an employee to a position in a higher salary/wage range or grade than the employee's prior position. A promotion does not automatically justify or guarantee an increase to the individual's actual pay. 0 A demotion is a reassignment to a position of lower salary/wage range than the employee's prior position. This does not automatically impact the employee's actual wages paid. 0 A transfer is a lateral move to a different job in the same grade. Such adjustments mayor may not impact actual wages. 0 A documented warning is an action taken when an employee's behavior is inconsistent with the City's statement of conduct and has received a written notice describing such conduct. 0 A short-term reassignment (less than three (3) calendar months) is not considered as a promotion, transfer, or demotion. 0 A pay review is conducted when a wage or salary adjustment is being considered due to internal or external comparison factors. 0 A performance review considers various factors of the employee's fulfillment of his /her job duties. Moving to another shift is not considered a promotion/transfer unless meeting the above criteria. PAY PROGRAM The following describes the pay program for all non-represented, non-Police positions. A. The City has developed a comprehensive classification and compensation program that aligns positions within the organization based on internal E. evaluation and external comparisons (e.g., market surveys). The City is committed to internal equity and external competitiveness in its pay program, and regularly updates and reviews its program accordingly to maintain these objectives. B. Positions are assigned a pay range according to job type and levels of responsibility and other factors as provided by the job evaluation process. Ranges are established for each position, which identifY the range minimum and maximum. C. Movement within the ranges is dependent upon perfonnance of job duties. To the extent possible acceptable performance will be rewarded by an upward movement within the range, while outstanding performance is rewarded by more generous upward movements. Unacceptable performance will not be rewarded. Because movement within the assigned range is dependent upon performance, employees should not presume there to be a guarantee of an increase, nor should they expect to reach the maximum point of the assigned range without acceptable performance. D. The Mayor and City Council will determine pay increases as budgets are set and tax levies are authorized. Pay given for any position within the City is subject to the annual budgetary process and as such may be subject to increase or decrease from fiscal budget year to year. The head ef the department Department Director may make suggestions about salary compensation and other pay system concerns, but the final decision regarding compensation levels rest with the Mayor and City Council. The Mayor and City Council reserve the right to make budget adjustments, and consequently pay adjustments, during the course of the fiscal budget year to deal with other circumstances, which necessitate changes in entity expenditures. Perforæaaoe inereases are made aeeording to the mid point of their current grade raflge. fLfter eoflsideriHg the øm.pleyee's performance, tho pereentage iflcrease ';lÍll be detenniaed (perøeBtage allotmCflts arc detennined by Mayor and City CollHeil annually). This amount is nmltiplied by the mid point of the etTt]3loytJe's grade afld added to tho ~rreflt rata. Fer example, an empleyee is in a grade range '.vith a mid point of $10.00. The individual is given a 3~<' increase based on his/hor perfonnanee. The e~loyee's et1ffoot Fate is $9.25. The employtJe's new rate would bø $9.55 ($10.00 X .03 - $0.30 + $9.25 - $9.55). Wage adiustments for market purposes. re-classification of a position with a corresponding wage increase. promotions. or transfers may be considered in regards to an employee merit increase. but do not prohibit the employee from receiving one. VII. F. The performance increase amounts may be adjusted on an annual basis. Contact Human Resources for the most current schedule. "\, . . COST OF LIVING ADJUSTMENT A separate cost of living (COL.'\.) increase will be given to non union employees, on Oetobør 1 '* of each year. The amount vlill be based on the Vi estern United Region Conslffi1Øf Price Index (CPI). This incfease is separate from the perfonnance pay and step pre grams. All pay ranges will be adjusted by the COL.'\. per6Øßtage. Individual pay will also increase by the eost of living adjustmØflt. VI. BARGAINING UNIT EMPLOYEES (FIRE) Provisions of the bargaining agreement shall govern the pay program for Fire employees who are represented by the bargaining unit. Refer to the union contact for pay structure. VII. POLICE OFFICERS A. Sworn police officers, excluding the Chief of Police and Captain(s), are on a separate salary step program that is independent of the non-Police salary program. (Contact Human Resources for the most current schedule.) B. Movement on the Salary Schedule shall be determined by reference to the police officer's original date of employment. At the designated anniversary date of employment (e.g. 1 yr, 2 yes, etc), if the police officer has received an evaluation rating of at least "ACCEPTABLE" for the current year, he/she is eligible for an upward movement in step within his/her assigned range. C. If an officer receives less than an "ACCEPTABLE" performance rating, he/she shall remain on the same compensation step regardless of continuous time in service, unless and until that officer receives an evaluation of "acceptable" or better. In addition, he/she shall also be placed on a performance improvement plan requiring immediate improvement in performance. EMPLOYEES WHO EXCEED THE MAXIMUM OF THEIR ASSIGNED RANGE A. Employees who exceed the maximum of their assigned range shall continue to receive increases as if they were within the range for one (1) year. If after one (1) year the employee is above the range maximum, he/she will be frozen only eligible for a merit amount that will not be added to the employee's base wage until recaptured in the range. B. Sworn officers above the maximum of the range will be ITozon only eligible for a merit amount that will not be added to the employee's base wage until recaptured in the range. III. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 4.5 SUBJECT: BEREAVEMENT LEAVE PURPOSE: To provide paid time off for eligible employees to attend funerals address the needs of the employee uPon the death of a member of the employee's immediate family. POLICY: In the event of a death in the immediate family of an employee, the City allows an eligible employee an absence from work with pay of UP to three (3) consecutive workdays. Additional time off without pay may be granted at the discretion of the department head Director consistent with the policies of the City. The employee shall notify his/her supervisor as soon as possible prior to the use of this leave. AUTHORITY & RESPONSIBILITY: Immediate supervisor and department head Director shall be responsible for administration of this policy. PROCEDURES AND RELATED INFORMATION I. In the event of a death in the immediate family of an employee, the City allows an employee an absence from work with pay of UP to three (3) consecutive workdays. Additional time off'lIitheut pay may be granted at the discretion of the department heaà Director consistent with the policies of the City. The employee shall notify his/her supervisor as soon as possible prior to the use of this leave. II. For purposes ofthis policy, immediate family shall be defined as current spouse, children, parents, in-laws, brother, sister, grandparents, or grandchild of the employee. In-laws are defined as a father, mother, or grandparents of current spouse. or sister and brother in-law of the employee. Adopted or "step" relationships will be considered same as any other family relationship. Bereavement Leave provisions for bargaining unit employees in the Fire Department shall be governed by the provisions of the bargaining agreement. Refer to the union contract for additional details. III. IV. v. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 4.7 SUBJECT: MILITARY LEAVE PURPOSE: To outline the City's policy on providing employees the opportunity to serve in the Reserve Forces or the National Guard. POLICY: Employees who are active in the National Guard or branch of the Armed Forces Reserves for the purpose of filling their annual field training and obligations will be granted unpaid military leave of absence in accordance with applicable requirements of state and federal laws. AUTHORITY & RESPONSIBILITY: Employees must submit all military orders to Human Resources for initiation of proper paperwork. A copy of orders shall be placed in the employee's personnel file, and related paperwork will be forwarded to Accounting for proper time off considerations. PROCEDURES AND RELATED INFORMATION 1. Employees who enter the military service by draft or enlistment shall be granted an unpaid leave of absence for that purpose and at the conclusion of such leave of absence shall be reinstated in accordance with all applicable state and federal laws. II. Application for fulfilling annual field training, draft or enlistment must be made as soon as possible after the employee's receipt of orders. During military leave of absence, an employee's benefit coverage will be the same as for any other employee on an unpaid leave of absence. Medical coverage may be continued based on the provisions of the Uniformed Services Employment Rights Act of 1994 (USERRA). Employees may apply any earned, accrued vacation time before the beginning of their unpaid military service leave if they wish; however, they are not obliged to do so. Questions about this policy should be directed to the Human Resources Director who shall have the responsibility for interpretation to assure similar treatment of employees on a citywide basis. Employees on involuntary active military duty that are receiving: military pav in an amount less than their pav with the City of Meridian are elÙÚble for "make-up pav." The City will pay the employee the difference between tþeir military pay and their Citv pay (not including overtime. swing-up. or Kelly days) for UP to twelve (12) months. Extensions bevond twelve months must be approved by the Mayor and Citv Council. VI. Employee's dependents may remain on the City medical benefits 'Program, when the employee is on involuntary active military duty, but they must pay the same premium amounts as if the employee were currently workim!: for the City. This option may continue for UP to twelve (12) months. Extensions beyond twelve months must be approved by the Mayor and City Council. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 5.4 SUBJECT: EDUCATION REIMBURSEMENT ~-P1J-RP-Q§E_: To establish guidelines regarding educational reimbursement provided by - --the_-City. POLICY: The City will assist regular full-time employees by contributing to the cost of approved courses taken at accredited institutions as outlined within this policy. ------ AUTHORITY & RESPONSIBILITY: Application for tuition reimbursement must be submitted to the department head for approval, and thereafter forwarded to Human Resources for processing. PROCEDURES AND RELATED INFORMATION I. The City encourages employees to expand their knowledge and skills through participation in outside educational programs during non-working hours. II. The City will assist regular full-time employees by contributing to the cost of courses taken at accredited institutions. The City will reimburse $500.00 per semester up to $1,000.00 per accounting fiscal year for registration, tuition, fees and books. Travel and similar miscellaneous expenses are not reimbursable. The Department Director may consider reimbursement in excess of $1 000.00 for recistration. tuition. fees and books with approval of the Mavor and the City Council. The funding for any additional reimbursement must come from the department's current budget for training. III. All courses must be directly related to an employee's job, be considered of value to the employee's future development with the City, or be part of a degree program which relates to the employee's present position or future development within the City. To be eligible for reimbursement the courses must be approved in advance of participation bv the department head. IV. To qualify for education reimbursement, an employee must be employed with the City for six (6) months. To receive reimbursement, an employee must be on the payroll at the time the course has begun and completed. The course must be completed with a passing grade of C or better or a P on pass/fail basis. Reimbursement will be made after the successful completion of the course(s). Copies of grades. receipts for tuition. books. and fees must be submitted with the reimbursement request. V. Contact the Human Resources Department for the education reimbursement form. SUBJECT: CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 6.2.2 USE OF CITY OWNED TELEPHONES AND CELL PHONES, FAX AND COpy MACHINES, AND COMPUTERS PURPOSE: To outline specific guidelines regarding the use of City-owned equipment such as telephones, machines, computers, etc. POLICY: As per SOP 6.2, all City-owned equipment shall be used solely for the purpose of meeting the City's operational and business purposes. No unauthorized personal use of City equipment shall be allowed. AUTHORITY & RESPONSIBILITY: Supervisors and department heads are responsible to ensure that all City-owned equipment and resources within their areas of responsibility are used solely for business purposes. PROCEDURES AND RELATED INFORMATION I. A. B. C. D. II. TELEPHONES City telephones are to be used for business purposes. Outgoing local personal telephone calls of short duration may be made during breaks or lunch periods, in private offices if available. Incoming personal phone calls should be taken as brief messages only. Personal long distance calls may not be made unless the charges are reversed or charged to an employee's personal credit card or home telephone. The City may issue cellular telephones to employees if necessary for the efficient conduct of company business. Use of the cellular telephones is restricted to City business. See also Citv Policy 6.2.6. GENERAL OFFICE EQUIPMENT AND MACHINES Fax, copy and other machines are to be used solely for business purposes. Personal use of this equipment is prohibited. III. COMPUTERS A. Computers are to be used solely for business purposes. All computer equipment, including but not limited to records, software, equipment, and communications are City property. IV. B. The City shall have the right to monitor the use of such property at any time. Users shall not have any expectation of privacy as to the use of City computers including but not limited to e-mail communications and internet information that is drafted, accessed, received, sent, forwarded, copied or downloaded. C. The City, at all times, reserves the right to conduct searches and inspections and otherwise monitor all computer-related information, data, communications, all files stored in City networks owned or leased by the City, or on any other storage medium provided by the City for City business including but not limited to floppy disks, tapes, and compact disks in order to monitor compliance with this policy. D. Employees are not to place personal copies of software or data on any City computer without prior authorization. VOICE MAIL A. B. The City's voice mail systems are designed to increase productivity and efficiency, and should be used accordingly. When using voice mail, employees are required to be courteous and respectfu1. Sensitive or personal information shall not be left in voice mail. Employees have been assigned a personal password. Passwords should be kept confidential, expect department heads to have a list of all employee passwords within the department. Passwords may be changed to maintain security. Management may randomly monitor messages to determine whether any unauthorized persons are using the system, or whether any violations of City policy have occurred.