21-2300 City Policies and Procedures Manual Updated CITY OF MERIDIAN RESOLUTION NO. 21-2300
BY THE CITY COUNCIL: BERNT, BORTON, CAVENER
HOAGLUN, PERREAULT, STRADER
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN
TO REPEAL AND REPLACE THE CITY OF MERIDIAN STANDARD OPERATING
POLICY AND PROCEDURE MANUAL TO ESTABLISH A NEW STANDARD
OPERATING POLICY MANUAL; AND PROVIDING AN EFFECTIVE DATE
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF MERIDIAN,
IDAHO
WHEREAS, the Mayor and City Council have authority over the policies 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;
WHEREAS the City now desires to separate policy and procedures to create greater
efficiency and improve operational needs;
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 replaced by a new and revised Standard Operating Policy Manual; a copy of said policy is
attached and incorporated by reference as Exhibit"A".
SECTION 2. This Resolution shall be in full force and effect immediately upon its adoption
and approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this 15th day of February, 2022.
APPROVED by the Mayor of the City of Meridian, Idaho, this 15th day of February, 2022.
APPROVED: ATTEST:
By:
Mayor Robert E. Simison Chris Johnson, City Clerk
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO REPEAL AND REPLACE THE CITY OF
MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL TO ESTABLISH A NEW STANDARD OPERATING
POLICY MANUAL
STANDARD OPERATING POLICY AND
PROCEDURE MANUAL
TABLE OF CONTENTS
Manual Overview
Mission, Vision, Value Statement
Mayor's Welcome
SECTION 1: GENERAL INFORMATION
1.1 Introduction & Employment Overview
1.2 At-Will Employment Status
1.3 Establishment of Citywide Employment-Related Policies
1.4 Establishment of Citywide Employment-Related Procedures
SECTION 2: EMPLOYMENT POLICIES
2.1 Equal Employment Opportunity
2.2 Affirmative Action
2.3 Unlawful Workplace Discrimination Harassment and Retaliation
2.4 Americans with Disabilities Act
2.5 Immigration Control Act
2.6 Employment References
2.7 Staffing, Selection, Promotion, Transfer
2.7.1 Criminal Background Checks
2.8 Introductory Period of Employment
2.9 Trial Service Period for Promotions or Transfers
2.10 Remote Work
SECTION 3: CLASSIFICATION & COMPENSATION
3.1 Employee Classification
3.2 Hours of Work
3.3 Payroll
3.4 Compensation Program
3.4.1 Individual Pay
3.4.2 Compensation Program Updates
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3.4.3 Performance Increases to salary
3.4.4 Adjustment to Wages
3.4.5 On Call/Call Out Duties and Compensation
3.5 Travel & Expense Reimbursement
3.6 Overtime Compensation
SECTION 4: TIME OFF AND LEAVES
4.1 Holidays
4.2 Vacation
4.2.1 Donation of Vacation Leave to Another Employee for FMLA Qualifying Event
4.3 Sick Leave
4.4 Family and Medical Leave
4.5 Bereavement Leave
4.6 Civil Leave
4.7 Military Leave
4.8 Leaves of Absence
4.8.1 Administrative Leave With Pay
4.8.2 Leave Without Pay
4.9 Paid Parental Leave
SECTION S: BENEFITS
5.1 Group Health and Related Benefits
5.2 COBRA
5.3 PERSI Retirement Program
5.4 Education Reimbursement
5.5 Director Benefits Pro_rq ams
5.6 Retirement Match Program
5.7 Vacation Leave Accrual Rollover Program
SECTION 6: WORKPLACE POLICIES
6.1 Life Threatening Illness
6.2 Use of City Owned Equipment
6.2.1 Use of City Vehicles
6.2.2 Use of City Copiers, Printers Computers, Software, and Phone Systems
6.2.3 Electronic Mail
6.2.4 Use of Internet
6.2.6 Mobile Devices
6.2.7 Use of the Fitness Facility in Hall
6.3 Training and Development
6.4 Absenteeism and Tardiness
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6.5 Bulletin Boards
6.6 Drivers License Requirements
6.7 Emergency Closure
6.8 Nepotism
6.9 Safety
6.10 Political Activities
6.11 Gifts and Gratuities
6.12 Solicitation
6.13 Outside Employment
6.14 Appropriate Clothing Attire for Work Purposes and Procurement
6.15 City Hall Parking Permits
6.16 Employee Identification/Prox Cards
6.17 Request for Public Information
6.18 Conflict of Interest
6.19 Social Media
6.20 Use of Aerial Vehicles (Drone)
SECTION 7: STANDARDS OF CONDUCT
7.1 Drug and Alcohol Policy
7.2. Use of Nicotine or Tobacco Products
7.3 Workplace Violence
7.4 Criminal Charges and Misdemeanor
7.5 Standards of Conduct
7.6 Prohibited Activities in Workplace Conduct
7.7 Recycling
SECTION 8: TERMINATION AND DISIPLINARY ACTION
8.1 Disciplinary Action
8.2 Termination of Employment
8.3 Adverse Employment Action Appeal
SECTION 9: CITYWIDE FINACE POLICES
9.1 Accounts Payable
9.2 Accounts Receivable
9.3 Business Credit Account
9.4 Capital Improvement Management
9.5 Credit Card
9.6 Financial Reporting and Accounting
9.7 Fixed Assets
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9.8 Grant Management
9.9 Internal Control
9.10 Inventory
9.11 Legal Tender Handling
9.12 Purchasing
9.13 Revenue Management
9.14 User Fees and Charge Development
SECTION 10: CITYWIDE INFORMATION TECHNOLOGY POLICES
10.1 Disposal of Media
10.2 Equipment Checkout
10.3 Identity and Access Management
10.4 Incident Response
10.5 Information Security
10.6 Password Requirements
10.7 Security Awareness Training
10.8 Technology Purchases
10.9 Technology Replacement
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CITY OF MERIDIAN STANDARD OPERATING POLICYAND
PROCEDURE MANUAL OVERVIEW
The following is the City of Meridian's Standard Operating Policy/Procedures (SOP)Manual that
outlines the Human Resources policies and procedures for the City. This SOP Manual is provided as
a guideline to employees and supervisors as they perform the duties and responsibilities assigned to
their respective positions.
These policies and procedures are specific to employment and related matters. Additional policies
may exist within individual departments relating to the specific operations and responsibilities of
employees within them. Employees and supervisors should become familiar with and abide by the
guidelines of those additional policies and procedures in addition to those contained within this
Manual. Should department policies conflict with or contradict the policies or procedures contained
within this Manual(other than a recognized collective labor agreement), employees shall refer to this
Manual as the primary guidelines on such matters.
We have done our best to correctly explain the City's policies,procedures and benefits in all sections
of this manual. However, if anything in this manual disagrees with formal policies, legal documents,
collective labor agreement, or law, please contact Human Resources for guidance. The policies
contained shall not create a promise, guarantee or contract of any kind between the City and the
employee,nor does it guarantee employment for a specific period of time nor does it apply to
appointed positions under State Code section 50-204 through 206. This policy and procedure manual
is not a contract of employment and should not be interpreted by the employee as such. All
employees are considered"at-will"unless otherwise covered by a labor agreement or appointed.
Either they or the City may terminate the employment relationship at any time for any reason other
than an unlawful, discriminatory reason. These Policies and Procedures apply in general to all
personnel who are employed by the City, as well as volunteers, and elected officials. Employees
covered by a Collective Labor Agreement shall be covered by any Policy or Procedure in this
Manual that are not in conflict with the Collective Labor Agreement or that specific Department
Policy. This Policy and Procedure Manual replaces all prior employment policies, procedures, and
practices that pre-date this version. No Director or employee shall have the authority to establish
policy or allow behavior that directly conflicts with these Policies and Procedures. All Policies and
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any financial procedures,with any fiscal impact,must be approved by the City Council to be
effective. Procedures that do not have any fiscal impact may be changed by the process contained
within this Manual.
Management Rights: The City reserves the right to direct and control the operation of its business
including,but not limited to, the management, assignment, scheduling, and direction of the
workforce as well as the right to discipline or discharge employees pursuant to the provisions of this
policy/procedure manual unless otherwise mandated by a labor agreement.
The City is committed to ensuring an effective and respectful workplace. Violations of these
Policies and Procedures are subject to corrective and disciplinary action,up to and including
termination as outlined within this manual.
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E IDIA
Our Mission:
Meridian will deliver superior service through committed, equipped employees, dedicated to the
stewardship of the public's resources while being a vibrant, livable and connected community.
Our Vision:
By 2035, Meridian will be the West's premier community in which to live,work and raise a family.
Our Values
At the City of Meridian,We CARE.That means:
• Providing the best Customer Service to our community, colleagues, and partners by
listening and responding in a timely,friendly, professional,and solution-oriented manner.
• Exemplifying Accountability by understanding our role in the organization, knowing our
jobs, and accepting that each of us is responsible for our own work choices, and actions.
Acting as stewards of the community's resources,our environment, and our relationships.
• Showing Respect by being trustworthy and courteous. We honor, accept, and include people with
diverse opinions and backgrounds.
• Demonstrating continual Excellence through professionalism, going beyond the parameters of our
job while being creative, innovative, flexible, and adaptable to multiple needs.
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t
Mayor Robert E. Simison
uER,IDIAN .�_� City Council Members:
Treg Bernt Brad Hoaglun
D A H O Joe Borton Jessica Perreault
Luke Cavener Liz Strader
MAYOR'S WELCOME
Congratulations on your decision to be part of the City of Meridian family. We are excited to welcome
you to Team Meridian, where we are one team with one mission!
As a City, we are committed to be the West's premier community in which to live, work and raise a
family—and to meet that vision it all starts with you and those around you. It is how we, as public
servants, provide our outstanding services to the public. It is about being innovative in our jobs so we
can meet the needs of our customers in an ever-changing environment. It is about how we CARE about
our community, customers and one another.
Our CARE values show that our employees want to be the Customer Service leaders; we are
Accountable for our work, choices and actions; we show Respect to one another; and, we are Excellent
at what we do by going above and beyond the parameters of our jobs. In addition, we provide CARE to
our community in a timely, friendly, professional, and solution-oriented manner. Why do we do this?
Because,that is the Meridian Way.
The policies that follow will help you address the issues, policies and practices that will guide you as an
employee for the City of Meridian. Not every situation is addressed herein and laws, cultural values and
organizational needs may change. As changes occur, updates will be made to our Policy manual. With
that in mind, I encourage you to consult with your supervisor, director or the Human Resources
Department with questions or situations that arise during the course of your employment to ensure
adherence to the City Policies.
Once again, congratulations on your decision. I am confident that you will be successful in your job, and
will uphold our CARE values and help us achieve our vision. Welcome to Team Meridian!
ith appreciation,
Rober E. Si ison
Mayor
Page 304
Mayor's Office . 33 E. Broadway Avenue, Meridian, ID 83642
Phone 208-489-0529 . www.meridiancity.org Revision Date:02/15/2022
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C�WF,Nt City of Meridian
Standard Operating Policy
Number 1.1
Introduction and Employment Overview
Purpose:
To set forth the City's employment-related policies as provided within the City's Standard Operating
Policy Manual (SOP Manual).
Policy:
City policies apply in general to all personnel employed by the City, as well as volunteers and elected
officials.The SOP Manual sets forth, in one manual, employment-related information that each City
employee is expected to know regarding employment policies and related information.Any questions
regarding City policies should be directed to the Human Resources Director, or designee.
Nothing in the SOP Manual, or any other document received by an employee during employment, shall
create a promise, representation, or contract of continued employment.These policies are presented as
a matter of information only and are not binding employment conditions or an employment contract.
The City reserves the right to revise, modify, delete, or add to any and all of its policies at any time.The
City shall make all available efforts to inform employees of any changes to City policies as soon as
practical. However, all policies shall take effect on the specified date as approved by the Mayor and City
Council, and therefore become binding as to all City employees at that time. No oral statements or
representations made to employees should be understood to change or alter the provisions of any and
all approved policies.
This policy shall be implemented pursuant to the Procedures for Introduction and Employment
Overview Standard Operating Procedures.
Authority&Responsibility:
The Mayor and City Council shall retain the responsibility and authority to, approve new and or updated
City of Meridian Policies. Human Resources and Legal, in consultation with the Senior Leadership Team,
will develop, review, approve, and implement Council approved policies for the City. As such, the Mayor
retains primary authority to establish applicable terms and conditions of employment for all City
employees. No supervisor, department director or designee, or any other representative of the City has
the authority to enter into any agreement for employment for a specified period of time or make any
agreement contrary to the policies contained in the SOP Manual.
Related Information:
City policies apply to all City employees, including represented Fire employees, unless otherwise stated
in the current collective labor agreement.
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City of Meridian
1 Standard Operating Policy
Number 1.2
At-Will Employment Status
Purpose:
To set forth the City's policy regarding the at-will employment status applicable to all non-represented
City employees. All City employees are considered at-will employees unless otherwise stated in the
current collective labor agreement for represented Fire employees.
Policy:
All non-represented City employees shall be considered at-will employees. Employment may be
terminated at any time and for any or no reason. Nothing in this or any other policy, memo,verbal
agreement, etc., shall create a promise, guarantee, or contract of continued employment.
This policy shall be implemented pursuant to the At-Will Employment Status Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall be responsible for interpreting this policy.
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City of Meridian
1 Standard Operating Policy
Number 1.3
Establishment of Citywide Employment-Related Policies
Purpose:
To set forth the City's policy on how citywide employment-related policies are created for inclusion in
the Standard Operating Policy Manual (SOP Manual).
Policy:
Citywide employment-related policies may be proposed by the Mayor or any department director.
Citywide employment-related policies are a statement by the leadership of the City, and ultimately the
Mayor and City Council, as to acceptable practice and behavior within the workplace.These policies are
specific to employment-related matters.These policies apply in general to all personnel employed by
the City, as well as volunteers and elected officials. Represented employees should refer to the current
Collective Labor Agreement for complete information regarding policy applicability for Union Members.
No supervisor or employee shall have the authority to establish policy or allow behavior that directly
conflicts with these policies. Departments may adopt department operational policies with department
director approval without needing secondary approval by the Mayor and City Council.
This policy shall be implemented pursuant to the Establishment of Citywide Employment-Related
Standard Operating Policies.
Authority& Responsibility:
Human Resources shall be responsible for administering proposed policies through the review process.
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City of Meridian
1 Standard Operating Policy
Number 1.4
Establishment of Citywide Employment-Related Procedures
Purpose:
To set forth the City's policy regarding establishing citywide employment-related procedures that
support citywide employment-related policies.
Policy:
Upon approval of a citywide employment-related policy, the corresponding Standard Operating
Procedures shall be established by Human Resources, in consultation with the Senior Leadership Team,
to direct and guide employees through the administrative implementation of the policy. Subsequent
revision, or other modifications to citywide employment-related procedures shall be initiated by the
Human Resources Director or individual department directors, in consultation with the Senior
Leadership Team.
This policy shall be implemented pursuant to the Establishment of Citywide Employment-Related
Procedures Standard Operating Procedures.
Authority and Responsibility:
Human Resources shall be responsible for administering this policy.
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C�WF,Nt City of Meridian
Standard Operating Procedures
Number 1.1
Introduction and Employment Overview
Purpose:
To set forth the City's procedures relating to City employment-related policies as provided within the
City's Standard Operating Procedures Manual (SOPR Manual).
Procedures and Related Information:
I. Public Employment Overview
The City of Meridian is a political subdivision of the State of Idaho,though it is not a part of state
government.The Mayor and City Council serve as the governing body for the City, carrying out
local legislative duties and fulfilling other obligations as required.
The Mayor and City Council are ultimately responsible to the residents of the City of Meridian.
Only the Mayor and City Council have authority to establish policies, in consultation with the
Senior Leadership Team,for City employees. Each employee should recognize that although
he/she may report to an elected or appointed official, he/she remains an employee of the City
of Meridian, not of the official who supervises his/her work.
The Human Resources Director shall have authority and responsibility to oversee developing and
revising supporting procedures to City employment-related policies, in consultation with the
Mayor and City Council, Senior Leadership Team or others as deemed necessary.
II. Employee Responsibility
The SOPR Manual is published on the City Intranet and available to each employee. Human
Resources will make every effort to notify employees of changes/updates to procedures.
However, it is the ultimate responsibility of each employee to stay abreast of such changes. All
employees are expected to understand and abide by all procedures as set forth herein.
III. Effective Date
Procedures shall become effective on the date approved by the Human Resources Director in
consultation with the Senior Leadership Team. The Human Resources Director or any individual
department director may initiate developing or revising an employee-related procedure, in
consultation with the Senior Leadership Team.At any time that an individual procedure is
developed, revised, or otherwise modified, said procedure shall become effective the date
approved. The Human Resources Director may delegate approval authority for Finance and IT
procedures to the respective department directors.
IV. Applicability to Collective Labor Agreement
Represented Fire employees governed by the collective labor agreement are also expected to
follow the procedures as set forth within the City's SOPR Manual. Should a procedure of the
current collective labor agreement conflict with the procedures set forth within the SOPR
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Manual, at any time,the procedure of the collective labor agreement shall apply to represented
employees.
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City of Meridian
1 Standard Operating Procedures
Number 1.2
At-Will Employment Status
Purpose:
To set forth the City's procedures regarding the at-will employment status applicable to all non-
represented City employees.
Procedures and Related Information:
I. All City employees are at-will employees unless otherwise stated in the current collective labor
agreement for represented Fire employees.
II. Nothing in this procedure or any other City Standard Operating Procedure, individually or
collectively, alters the at-will employment relationship, which means the employee may
voluntarily terminate employment with the City for any reason at any time.
III. Similarly,the City may terminate the employee's employment anytime for any or no reason.
IV. This procedure does not apply to appointed positions under State Code section 50-204-206.
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C�WF,Nt r.� City of Meridian
Standard Operating Procedures
Number 1.3
Procedures for Establishment of Citywide Employment-Related Policies
Purpose:
To set forth the City's procedures for creating citywide employment-related policies.
Procedures and Related Information:
I. The Mayor or department directors shall provide Human Resources proposed citywide
employment-related policies for initial review, including proposals to repeal or amend
current policies.
II. Human Resources may consult with Legal on such policies if appropriate.
III. Human Resources shall present the proposed policy to the Senior Leadership Team for
discussion and review.
IV. Once finalized, Human Resources will present the proposed policy at a meeting of the City
Council for discussion and direction.
V. If directed by the City Council, Human Resources shall present the final version of the policy
at a subsequent City Council meeting for approval with a resolution for adoption.
VI. Once adopted Human Resources shall incorporate the policy into the SOPR Manual.
Citywide employment-related policies shall be applicable to all City employees, unless
otherwise set forth in the current collective labor agreement for represented Fire
employees.
VII. Human Resources will provide notice of the policy changes through the most appropriate
method to reach applicable employees.
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C�WF,Nt r.� City of Meridian
Standard Operating Procedures
Number 1.4
Establishment of Citywide Procedures
Purpose:
To set forth the City's procedures for creating citywide employment-related procedures.
Procedures and Related Information:
I. When department directors provide Human Resources proposed citywide employee-related
policies for initial review, including proposals to repeal or amend current policies,they shall
also present the corresponding proposed citywide employee-related procedures.
II. The Human Resources Director may initiate changes to existing employment-related
procedures, or individual department directors may initiate proposed changes to existing
employment-related procedures by submitting documentation to the Human Resources
Director.
III. Human Resources may consult with Legal on such proposed procedures if appropriate.
IV. Human Resources may present the proposed procedures to the Senior Leadership Team for
discussion and review.
V. Human Resources shall finalize proposed and/or modified citywide employee-related
procedures.The Human Resources Director may delegate authority to finalize department
related procedures to the respective department directors. In that situation the respective
department director will submit to Human Resources the final procedures.
VI. Human Resources shall incorporate the procedure, and any modifications thereto, into the
SOPR Manual which is available to all employees on the City Intranet.
VII. Citywide employee-related procedures shall be applicable to all City employees, unless
otherwise set forth in the current collective labor agreement for represented Fire employees.
Vill. Human Resources may provide notice of the policy changes through email and/or the SOP
Manual on the City Intranet.
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City of Meridian
1 Standard Operating Policy
Number 2.1
Equal Employment Opportunity
Purpose:
To set forth the City's policy regarding its commitment to support Equal Employment Opportunity for
all employees and applicants, and ensure an environment free from unlawful discrimination.
Policy:
It is the City's policy to encourage and support Equal Employment Opportunity for all employees
and applicants for employment without regard to the individual's protected class status which
includes race, color, religion, sex(including pregnancy, sexual orientation, or gender identity), national
origin, age (40 or older), disability and genetic information (including family medical history).veteran
or current, past or future military status, or any other applicable legally protected status.
Employment decisions will be evaluated on the basis of an individual's job-related competencies
and criteria, including (but not limited to) knowledge, skills, abilities,job performance (past or
current), job experience, and other bona fide occupational qualifications and job-related criteria.
Authority& Responsibility:
The Human Resources Director or designee is responsible for developing and monitoring equal
employment opportunity programs and activities. Supervisory personnel and employees at all levels
in the organization must share in the responsibility for promoting equal employment opportunity
to ensure that compliance is achieved and that discrimination of any kind does not occur.
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City of Meridian
1 Standard Operating Policy
Number 2.2
Affirmative Action
Purpose:
To set forth the City's policy regarding Affirmative Action requirements and the City's compliance with all
guidelines and regulations as set forth by related federal regulations.
Policy:
The City has been designated as an Affirmative Action employer. Affirmative Action requirements of the
federal government are designed to enhance employment opportunities for females and ethnic
minorities, people with disabilities, and disabled veterans and veterans of the Vietnam era. As such, the
City's Affirmative Action programs provide for fuller utilization and development of all human resources.
The City's Affirmative Action Plan will cover all employees and applicants for employment.
The City has established a written Affirmative Action Plan (AAP) prepared in conformance with Executive
Order 11246,the Rehabilitation Act of 1973, and the Vietnam Era Veteran's Readjustment Assistance Act
of 1974, and the implementation of regulations as provided by the Office of Federal Contract Compliance
Programs (OFCCP). This written program will be updated on an annual basis, identifying areas of
underutilization and establishing goals for the City to work towards.
This policy shall be implemented pursuant to the Affirmative Action Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall be charged with establishing and maintaining an up-to-date Affirmative Action
Plan, identifying areas of underutilization and employment objectives for the City. Department Directors
or designees and supervisors are expected to comply with all elements of the AAP and to support its goals
and objectives in all employment activities.
Revision Date:02/15/202 Page 315
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City of Meridian
1 Standard Operating Policy
Number 2.3
Unlawful Workplace Discrimination, Harassment,and Retaliation
Purpose:
To set forth the City's policy against unlawful workplace discrimination, harassment, and retaliation in
the workplace.
Policy:
It is the City's policy to foster and maintain a work environment that is free from unlawful workplace
discrimination, harassment, retaliation, intimidation, hostility, or other offenses,which might interfere
with work performance. All employees, regardless of their status of employment, have a right to work in
an environment free from unlawful discrimination, harassment, retaliation, intimidation, or ridicule,
based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national
origin, age (40 or older), disability and genetic information (including family medical history).veteran or
current, past or future military status, or any other applicable legally protected status.The City will
not tolerate unlawful harassment, discrimination, or retaliation of any kind in its employees' day to day
communication with co-workers or members of the public. Employees are expected to show respect for
each other and the public at all times.The City strictly prohibits unlawful discrimination, harassment or
retaliation as defined herein.
This policy shall be implemented pursuant to the Unlawful Workplace Discrimination, Harassment, and
Retaliation Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall be responsible for interpretation and administration of this policy.
Revision Date:02/15/202 Page 316
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C�WF,Nt City of Meridian
Standard Operating Policy
Number 2.4
American's with Disabilities Act
Section 504—Rehabilitation Act of 1974
Purpose:
To set forth the City's policy to comply with the American's with Disabilities Act (ADA) for general
employment and with Section 504 of the Rehabilitation Act of 1974 for Affirmative Action.
Policy:
The City shall provide fair and equitable employment opportunities and shall follow legal employment
practices compliant with the American's with Disabilities Act of 1990 and Section 504 of the Rehabilitation
Act of 1974. The City prohibits unlawful discrimination in employment based on an employee's or
applicant's physical or mental condition as outlined within the regulations. Reasonable accommodation
shall be considered upon request for all applicants and employees provided it does not create an undue
hardship for the City.
This policy shall be implemented pursuant to the American's with Disabilities Act Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall be responsible for interpretation and administration of this policy.
Revision Date:02/15/202 Page 317
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City of Meridian
1 Standard Operating Policy
Number 2.5
Immigration Control Act
Purpose:
To set forth the City's policy on pre-employment documentation(Form 1-9)as required by the Immigration
Reform and Control Act of 1986 (IRCA).
Policy:
The City is committed to ensuring compliance with federal law by hiring only citizens and aliens lawfully
authorized to be employed in the United States. Any person wishing to work for the City of Meridian,
regardless of the nature of the job or the number of hours or months employed,will be required to show
proof of identification and legal authorization to work. Identification must be provided as outlined within
Form 1-9 (Employment Eligibility Verification).
This policy shall be implemented pursuant to the Immigration Control Act Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall ensure that pre-employment documentation requirements comply with the
Immigration Reform and Control Act of 1986 (IRCA).
Revision Date:02/15/202 Page 318
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City of Meridian
1 Standard Operating Policy
Number 2.6
Employment References
Purpose:
To set forth the City's policy regarding requests for employment references for current and former
employees, as well as the City's requests for information on current or potential employees.
Policy:
Human Resources shall obtain all references required by the City for employment of applicants, with the
exception of references or background investigations conducted by the police department for law
enforcement personnel. City employees are not authorized to directly contact outside agencies,
organizations,former employers, or anyone else, unless directed by the Human Resources Director or
designee.
This policy shall be implemented pursuant to the Employment References Standard Operating
Procedures.
Authority& Responsibility:
Only the Human Resources Department is authorized to release or refer employment references on
current or former employees to the department director or designee, outside agencies, or employers.
Requests for references received directly by any City personnel should be referred to the Human
Resources Director or designee.
Employment references for law enforcement personnel requested by other law enforcement agencies
will be handled through the Police Chief or designee,with copies of all records forwarded to Human
Resources for filing.
Revision Date:02/15/202 Page 319
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 2.7
Staffing, Selection, Promotion,Transfer
Purpose:
To set forth the City's policy on staffing, selection, promotion, and transfer as it applies to City
employees and applicants.
Policy:
It shall be the policy of the City to staff and select the most qualified persons for employment,
promotion, and transfer. Staffing and selection shall be conducted in a manner intended to ensure fair
and open competition, provide equal employment opportunity, and prohibit unlawful discrimination or
favoritism based on protected class status.
This policy shall be implemented pursuant to the Staffing, Selection, Promotion, and Transfer Standard
Operating Procedures.
Authority& Responsibility:
Human Resources shall oversee the administration of this policy to ensure compliance with state and
federal law.
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City of Meridian
1 Standard Operating Policy
Number 2.7.1
Criminal Background Checks
Purpose:
To set forth the City's policy on conducting criminal background checks for positions that may come in
contact with sensitive information, City assets and equipment, contact with the public, and others as
specified within this policy.
Policy:
To evaluate the fitness of applicants for employment or continued employment, as required by state
and federal law, the City may require pre-employment or post-employment criminal background checks
be conducted for individuals in positions that:
1. Require access to secure or confidential areas or information;
2. Require access to personnel records;
3. Require supervision over children;
4. Require work on or around police vehicles, equipment, and/or firearms;
5. May require access to property, homes, and/or businesses;
6. Require handling of financial accounts or transactions;
7. Require use of City vehicles or equipment;
8. Require work on or around fire vehicles and equipment and/or providing patient care; or
9. Otherwise creates an employment situation that appears to necessitate a criminal
background check.
This policy shall be implemented pursuant to the Criminal Background Checks Standard Operating
Procedures.
Authority& Responsibility:
Human Recourses shall be responsible for interpreting this policy.
Except for law enforcement personnel supervised by the Chief of Police,the Human Resources Director
or designee, is authorized to perform, request, and receive criminal background history from City's
designated service provider for any applicant offered employment which may include transfer and
promotions with the City of Meridian for those types of positions herein specified.
Dissemination or other use of criminal history information is prohibited.
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C�WF,Nt City of Meridian
Standard Operating Policy
Number 2.8
Introductory Period of Employment
Purpose:
To set forth the City's policy regarding the employment status, responsibilities and expectations for new
employees during the Introductory Period of Employment.
Policy:
The City of Meridian is an at-will employer. Each new employee hired, whether full-time or part-time,
shall serve an introductory period of employment for six (6) months, or one (1)year for Sworn Police or
Fire personnel. Employees may be terminated at any time with or without cause during the
Introductory Period of Employment or anytime thereafter.
This policy shall be implemented pursuant to the Introductory Period of Employment Standard
Operating Procedures. This policy shall apply to represented Fire personnel unless otherwise stated in
the current collective labor agreement.
Authority& Responsibility:
Human Resources shall responsible for administering this policy.
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Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 2.9
Trial Service Period for Promotions or Transfers
Purpose: To set forth the City's policy regarding the Trial Service Period for Promotions or Transfers of
current employees.
Policy:
The City supports growth and development of its employees. Promotions and transfers provide current
employees an opportunity to learn and grow with the City. Each employee shall serve a Trial Service
period of no less than six(6) months upon transfer or promotion.
This policy shall be implemented pursuant to the Trial Service Period for Promotions or Transfer
Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall be responsible for administering this policy. 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.
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Item#13.
City of Meridian
1 Standard Operating Policy
Number 2.10
Remote Work
Purpose:
To set forth the City's policy regarding remote work as an alternative to an employee's
designated work location.
Policy:
The City considers remote work to be a viable, flexible work option when both the employee
and the job are suited to such an arrangement and it meets the needs of the City. Remote work
is the concept of working from home or another location. Remote work can be informal, such
as working from home for a short- term project or a formal set schedule of working away
from the office. Remote work is an alternative method of working that, when implemented,
does not alter the work expectations of the employee or diminish the services offered by the
City.
The City may allow remote work for designated positions to create the opportunity for
remote work location to meet City needs without compromising productivity, quality,
customer service, etc, while promoting employee workplace flexibility. Employees may
request a remote work arrangement if their position has been identified by the City as being
eligible. The City has the right to refuse to make remote work available to an employee and
to terminate a remote work arrangement at anytime.
Authority&Responsibility:
Department Directors or designee shall be responsible to ensure the appropriate administration
of this policy in consultation with Human Resources and Information Technology.
Revision Date:02/15/202 Page 324
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 2.1
Equal Employment Opportunity
Purpose:
To set forth the City's procedures for implementing the City of Meridian's Equal Employment
Opportunity Standard Operating Policy.
Procedures and Related Information:
I. Commitment to Equal Employment Opportunity
Equal employment opportunity is among the highest priorities for the City of Meridian.The
City is committed to demonstrating with continued good faith efforts and practices in support
of equal employment opportunity and affirmative action (see related information in SOPR 2.2).
II. Compliance With All State and Federal Guidelines
The City of Meridian supports the principle of equal employment opportunity. These
procedures communicate to all employees and applicants that the City complies with state and
federal guidelines and requirements. Equal employment opportunity affects all employment
practices at the City, including, but not limited to staffing, hiring, transfer, promotion, training,
compensation, benefits, termination of employment, and all other privileges and conditions
of employment.
III. Reasonable Accommodation
At the request of an employee or applicant, the City will make every effort to provide
reasonable accommodation for physical/mental disability, military activity, religious beliefs, and
related needs, provided it does not create an undue hardship upon the City. Employees and
applicants must directly notify the Human Resources Director or designee of such requests (see
related information in SOPR 2.4).
IV. Equal Employment Opportunity Objectives
All personnel policies, procedures, programs, and practices will be directed towards the goal of
promoting equal employment opportunity and a work environment free of unlawful
discrimination. It is therefore the City's objective to:
A. Staff, hire, train, and promote/transfer persons in all job titles, without regard to
race, color, religion, sex (including pregnancy, sexual orientation, or gender
identity), national origin, age (40 or older), disability and genetic information (including
family medical history), veteran, or current, past or future military status, or any other
applicable legally protected status,except where such status is a bona fide occupational
qualification.
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B. Make employment decisions in a manner which will further the principles of equal
employment opportunity and affirmative action.
C. As opportunities for transfer, advancement, or promotion occur, including promotions
into and within management, periodic performance reviews and analysis of personnel
records will be made to ensure that all employees continue to receive equal
consideration. Only valid requirements are imposed for these opportunities.
D. Human Resources will provide oversight and assistance with employment actions to
ensure compliance with equal opportunity employment practices and requirements.
E. Department directors or designees, hiring managers, and employees participating in the
selection process who have questions regarding equal treatment should consult with
Human Resources prior to making employment decisions.
V. Complaint Procedure
Any employee or applicant who believes that he or she has not been afforded treatment
conforming to the policy of equal employment opportunity may file a complaint through the
Human Resources Department, Compliance Line, or the Mayor's office. Any employee who feels
he or she has been discriminated against or who perceives another employee is being subject
to unlawful discrimination should promptly take the following steps:
A. Report the matter to his/her immediate supervisor and department director. If
circumstances prohibit this response (e.g., the supervisor is involved in the conduct),
report the behavior to the department director, Human Resource Director, Compliance
Line, Mayor, or any other member of management with whom the employee feels
comfortable.
B. Reports may be given orally or in writing, and should include specific details of the
discriminating behavior. It is helpful if details of dates, times, places,and witnesses,if any
of the discrimination can be provided.
C. Recipients of any oral or written complaint shall immediately contact the Human Resources
Director, or designee, providing all related information and documentation received from
the employee. Confidentiality is of the strictest importance and must be adhered to
throughout the reporting process.
D. If it is believed that inadequate action is being taken to resolve the complaint, employees
may report such inadequacy directly to the Mayor.
E. The Human Resources Director or designee shall investigate the complaint in a timely
manner. The Human Resources Director in consultation with the City Attorney may
choose to use a third-party investigator in certain instances, if appropriate.
F. The Human Resources Director or designee shall review the results of the investigation
and recommend in consultation with the City Attorney any appropriate disciplinary
action, if deemed necessary. The complainant will be advised when the investigation is
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complete.
VI. Confidentiality
All complaints will be investigated promptly. The identity of the employee making the complaint,
as well as the identity of the individual accused of discrimination, will be kept as confidential as
possible. The matter will be discussed only with those who have a need to know and only in as
much detail as is needed throughout the course of the investigation.
VII. Statement of Non-Retaliation
No one,including but not limited to,the department director or designee,supervisor,or any other
employee is to retaliate against an employee who makes an oral or written complaint of
discrimination, regardless of the outcome of the investigation process.All incidents of retaliatory
conduct experienced or witnessed must be reported orally or in writingto the Human Resources
Director, or designee,the Compliance Line, orthe Mayor immediately.
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City of Meridian
1 Standard Operating Procedures
Number 2.2
Affirmative Action
Purpose:
To set forth the City's procedures regarding Affirmative Action requirements and the Affirmative Action
Plan (AAP)to ensure the City's compliance with all guidelines and regulations as set forth by related
federal guidelines.
Procedures and Related Information:
I. The Human Resources Director or designee will meet periodically with department directors
or designees to discuss progress in the City's AAP goals and ways to better meet those goals.
In addition, the Human Resources Director or designee will meet with specific department
directors and other supervisors as needed to discuss critical areas of identified
underutilization or other problems identified within the AAP.
II. The AAP shall be updated bi-annually by the Human Resources Director or designee, based on
current information relating to City employees, state demographics, and other related
information. A copy of the most current AAP shall be found in the Human Resources
Department and made available upon request.
III. The AAP shall serve as documentation of the City's ongoing commitment to equal opportunity
in employment.Affirmative Action and equal employment opportunity affects all employment
practices within the City, including (but not limited to) staffing, hiring,transfers, promotions,
training, compensation, benefits, and all other privileges and conditions of employment.
Revision Date:02/15/202 Page 328
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 2.3
Unlawful Workplace Discrimination, Harassment and Retaliation
Purpose:
To set forth the City's procedures against unlawful workplace discrimination, harassment,and
retaliation.
Procedures and Related Information:
I. Definitions
The following defined terms are applicable in this section:
A. Legally protected class means a personal characteristic of an employee that is protected
by law.This includes gender or gender identity, race, color, age, religion, national origin,
physical or mental disability, or current, past, or future military status, sex, sexual
orientation, disability, or any other character protected by law.
B. Participation in the workplace includes all aspects of being an employee at the City,
including, but not limited to, staffing,job performance, training, development, promotion,
demotion,transfer, compensation, benefits, educational assistance, layoff and recall, and
termination.
II. Workplace Discrimination
Workplace Discrimination is when one or more persons in a legally protected class are treated
adversely with respect to their participation in the workplace.
III. Workplace Harassment
Workplace harassment is a type of discrimination. Harassment is unwelcome conduct that is
directed to one or more persons in a legally protected class that interferes with their
participation in the workplace.The offensive conduct must be so severe or recurring such that
it creates a work environment that a reasonable person would consider intimidating, hostile or
abusive. Petty slights, annoyance, or isolated incidents (unless extremely serious)will not rise
to the level of illegality.
IV. Workplace Sexual Harassment
Sexual harassment is a specific type of workplace harassment. Unwelcome sexual advances,
requests for sexual favors, and other verbal or physical conduct of a sexual nature
constitute sexual harassment when (1) submission to such conduct is made either
explicitly or implicitly a term or condition of an individual's employment, (2) submission
to or rejection of such conduct by an individual is used as the basis for employment
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decisions affecting such individual, or (3) such conduct has the purpose or effect of
unreasonably interfering with an individual's work performance or creating an
intimidating, hostile,or offensive working environment.
Harassment of a sexual nature can take the form of"quid pro quo" or"hostile
environment." Definitions of these forms of harassment are given in the
following sub-sections of this policy. Neither form of harassment will be
tolerated.
A. Quid Pro Quo: An exchange of something for something.
When applied to sexual harassment, it means demanding sexual favors in
return for employment benefits (e.g., compensation, benefits, special
privileges, etc.).
B. Hostile Environment:This form of harassment involves behavior
motivated by the target's gender that makes the workplace offensive,
hostile, or intimidating, or it unreasonably interferes with an individual's
work performance.
Sexual harassment includes sexually harassing others of the same and/or different gender or
gender identity.
V. Typical Categories of Sexually Harassing Behavior
Sexual harassment directed toward an employee or applicant generally falls into these
categories: (Please note that by providing these examples the City is not stating that any
single event listed is per se harassment, rather these examples are illustrative of conduct that
can be deemed, in some circumstances, harassing).
A. Unwanted sexual advances: May include, but are not limited to, unwanted touching,
advances, propositions of a sexual nature, or other conduct considered unacceptable
by another individual.
B. Requests for sexual favors during work or as a condition of employment: May include,
but are not limited to, pressures or requests for sexual favor accompanied by an implied
or stated promise of reward (e.g., preferential treatment,additional favoritism,
compensation, benefits). May also include threatening demands concerning one's
employment status for refusing to do so.
C. Verbal or physical conduct of a sexual nature, or based upon a person's gender: Sexually
oriented comments considered unacceptable such as those regarding an individual's
body, dress, or appearance;telling"dirty" or sexist jokes that are considered offensive by
others; use of sexually degrading words; or any sexually-oriented comments,
innuendoes, or actions that offend others. Unwanted physical conduct considered
unacceptable such as touching, massaging, pinching, patting, and hugging.
D. Sexually-oriented conduct that unreasonably interferes with work performance:This
includes, but is not limited to, extending unwanted sexual attention to someone that
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Item#13.
reduces personal productivity or time available to work at assigned tasks,ogling, leering,
verbal abuse, and/or sexual flirtations.
E. Creating a work environment that is intimidating, hostile,or offensive because of
unwanted advances, innuendoes, conversations, suggestions, requests, physical
contacts, impeding or blocking movement, or inappropriate materials of a pornographic
or sexual nature.
VI. Hostile Work Environment
A hostile work environment is discrimination or harassment in the workplace in which
comments or conduct based on a legally protected class, unreasonably interferes with
participation in the workplace.To a reasonable person,the comments or conduct must be so
severe or recurring such that it creates an intimidating or offensive work environment. Isolated
incidents, petty slights, occasional teasing or impolite behavior are generally not sufficient to
create a hostile work environment.
VI I. Workplace Retaliation
Workplace retaliation is when an employee is punished or negatively treated because the
employee engaged in legally protected activity, including initiating a complaint of discrimination
or harassment, providing information or assisting in an investigation,or refusing to follow orders
that would result in discrimination or harassment.
VIII. Employee Responsibility& Reporting
A. Any employee, who believes that he or she is subject to discrimination, harassment or
retaliation, or observes another employee being subject to discrimination, harassment or
retaliation must report the incident(s) immediately or as soon as possible after the
incident.
B. Employees are required to report any discrimination, harassment or retaliation,whether
directed towards themselves or another employee to his/her immediate supervisor,
department director, Human Resources Director,the City Attorney,the Mayor or any
other member of management with whom the employee feels comfortable. Employees
may also use the City of Meridian Compliance and Ethics Line. Employees should follow
the complaint process outlined in SOPR 2.1.
C. It is recommended that any employee who perceives discrimination, harassment,or
retaliation politely, but firmly, confront the offending person. Employees should state
how they feel about the other person's actions and request that the person cease from
his or her unwanted behavior. If the unwanted behavior continues or if an employee
does not feel comfortable confronting the person, he/she must report the matter
immediately or as soon as possible.
D. It is recommended that complaints be filed in writing for documentation purposes;
however, each reported case, whether verbal or in writing, will be considered seriously
and investigated thoroughly. A failure by an employee to report cases of discrimination,
harassment, or retaliation may indicate a welcome relationship or environment.
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IX. Policy Enforcement
The City will actively enforce its policy against discrimination, harassment,and retaliation.The
policy applies to all conduct on the City's premises by any supervisor, manager, coworker,
department director, elected officials, associate,or other member of the public, and to all
conduct off the City's premises that affects an employee's work environment. If a violation of
the policy has occurred, disciplinary action equal to the scope and severity of the occurrence will
be taken against the offending person(s), up to and including termination.
X. Complaint Investigation
All complaints will be investigated promptly.All investigations will be coordinated by the Human
Resources Director or designee in consultation with the City Attorney, if deemed necessary.The
Human Resources Director or designee will conduct the investigation or seek the approval of the
Mayor to hire an outside agency or person to conduct the investigation, depending on the
circumstances of the complaint. Any outside agency or person hired to conduct an investigation
must report to the Human Resources Director or designee prior to initiating any investigative
action.The Human Resources Director, or designee, shall review the results of the investigation
and recommend in consultation with the City Attorney any appropriate disciplinary action, if
deemed necessary. The complainant will be advised when the investigation is complete. Human
Resources will determine on a need-to-know basis if any other individuals are to be notified
regarding the investigation.
XI. Confidentiality
All complaints will be investigated promptly.The identity of the employee making the
complaint, as well as the identity of the individual accused of discrimination, harassment, or
retaliation will be kept as confidential as possible, consistent with a thorough and complete
investigation.
XII. Statement of Non-retaliation
Employees may be assured that they will not be penalized in any way for reporting or filing a
grievance of any nature. All complaints,which are reported to management, will be investigated
promptly.
The City prohibits any form of retaliation against any employee for filing a complaint under this
policy or for assisting in a complaint and/or investigation.
Revision Date:02/15/202 Page 332
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C�WF,Nt City of Meridian
Standard Operating Procedures
Number 2.4
American's with Disabilities Act
Section 504—Rehabilitation Act of 1974
Purpose:
To set forth the City's procedures to comply with the American's with Disabilities Act (ADA) for general
employment, and with Section 504 of the Rehabilitation Act of 1974 for Affirmative Action compliance.
Procedures and Related Information:
I. Eligibility
A. The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments
Act (ADAA) prohibit employers with 15 or more employees from discriminating against
individuals with disabilities.
II. Reasonable Accommodation
A. The City will reasonably accommodate qualified individuals with a disability so that they
can perform the essential functions of a job, unless:
1. Doing so causes a direct threat to these individuals or others in the workplace, and the
threat cannot be eliminated by reasonable accommodation; or
2.The accommodation creates an undue hardship to the City.
B. Employees should contact their supervisor or Human Resources with any questions or
requests for accommodation.
III. Processing ADA Requests
A. All ADA requests for reasonable accommodation received by a supervisor shall be
forwarded directly to Human Resources for processing.
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City of Meridian
1 Standard Operating Procedure
Number 2.5
Immigration Control Act
Purpose:
To set forth the City's procedures to comply with the Immigration Reform and Control Act of 1986
(I RCA).
Procedures and Related Information:
I. Applicants must submit a completed Form 1-9 as required by the Immigration
Reform and Control Act of 1986 (IRCA). Applicants must provide required
forms of identification as listed on the form.
11. All required documentation must be presented to Human Resources on or before the
first day of employment, but no later than 3 business days of the date of hire of the employee
(the date of hire means the first day of work for pay).
111. Any current employee found not to have completed a Form 1-9 shall be required
to do so immediately upon notification by Human Resources. Human Resources
shall conduct periodic audits to ensure that all employees have completed the
required documentation.
IV. Individuals who do not timely submit required 1-9 documentation will not be allowed to
work for the City.
V. Intentional falsification of 1-9 documentation shall be grounds for immediate termination.
VI. Any questions should be directed to Human Resources.
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Item#13.
City of Meridian
1 Standard Operating Procedures
Number 2.6
Employment References
Purpose:
To set forth the City's procedures regarding requests for employment references for current and former
employees, as well as the City's requests for information on current or potential employees.
Procedures and Related Information:
I. Obtaining Employment References
A. Prior to employment,the Human Resources Director or designee shall obtain appropriate
employment references for applicants from former employers or other references as
provided within application materials.
B. Reference information shall be limited to verification of employment dates and position,
unless the applicant has completed and signed a written release of employment information
and provided it to the Human Resources Department.
C. The City reserves the right to conduct additional reference checks during employment.
Additional checks may also take place should suspicion be raised regarding the validity of
applicant or employee information.
II. Requests for Employment References
A. Only the Human Resources Department is authorized to provide or refer employment on
current or former employees to department director or designee, outside agencies,
employers, or organizations.
B. All requests for references must be referred to the Human Resources Director, or designee.
No City employee shall provide employment reference information without the express
consent of Human Resources.
C. Reference information shall be limited to verification of employment dates and position,
unless the employee or former employee has completed and signed a written release of
employment information and provided it to the Human Resources Department for inclusion
in his/her personnel file.
D. Employment references for law enforcement personnel requested by other law
enforcement agencies will be handled by the Police Chief or designee.
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Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 2.7
Staffing, Selection, Promotion,and Transfer
Purpose:
To set forth the City's procedures on staffing, selection, promotion, and transfer as it applies to City
employees and applicants.
Procedures and Related Information:
I. Staffing and Job Posting Procedures
The following procedures shall be followed for each hiring process:
A. Departments shall follow their internal departmental procedures when preparing a Staffing
Requisition Form. Departments are encouraged to contact Human Resources with any
questions related to the staffing process.
B. Departments requesting staffing for a position shall submit to Human Resources a
completed and approved Staffing Requisition Form.
C. Human Resources may post the open position with job-related information including the
salary range. Positions may be posted internally through standard channels of
communication. External job announcements will be made through forms of
communication directed towards attracting the most diversely qualified applicant pool.
D. Positions posted at each City location and on the City Intranet will be available for a
minimum of five (5) working days for City employees to view.
E. Temporary or seasonal positions may not always be posted internally and can be filled by a
temporary agency, high school students, university students,technical schools, or other
outside agencies.
F. All external applicants for employment who are applying for a vacant position must
complete and sign a City of Meridian Employment Application or complete and on-line
application through the City's Internet site.
G. Internal employees must complete an Internal Request for Promotion/Transfer available on
the Human Resource's Intranet Page.The City may consider outside applicants
simultaneously with those internal applicants. Submitting an Internal Request for
Promotion/Transfer does not guarantee an internal employee applicant an interview.
Internal employees in the process of completing a Performance Improvement Plan shall
not be considered until successful completion of the Performance Improvement Plan.
II. Interview Process
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A. Human Resources or department designee will be responsible for setting up the interview,
including scheduling the interview, arranging facilities, coordinating interview panel
members, and compiling all Human Resources approved interview materials utilized by the
City.
B. The department for which the position is posted shall utilized Human Resources approved
interview questions, assessments,tests, or other materials or processes.Any new or
unapproved interview questions and/or materials must be submitted for review and
approval by Human Resources prior to their use to ensure compliance with state and federal
employment laws.
C. Human Resources staff or an authorized department designee (selected by the Department
Director and approved by Human Resources), shall take part in each interview to ensure
compliance with employment laws.
III. Current Employee Applicant Interviews
Current employees should meet the essential qualifications of the open position. Department
Directors may waive the minimum period of service in the employee's current position to allow
an employee applicant interview. Final selection decisions should be based on the same criteria
as used for external applicants.
IV. Veteran's Preference Points
The City shall comply with Idaho Code Title 65, Chapter 5 in regards to Veteran's Preference
Points. Questions regarding Veteran's Preference Points may be directed to Human Resources.
V. Employment Roster for Sworn Police and Fire Union Members
A. The City maintains an employment roster for certain positions in the police department.The
employment eligibility roster shall remain in effect until the position for which the roster
was determined is filled or until such time as determined by the Police Chief. After the
expiration of the eligibility roster, all applicants whose names were originally on the roster
will be required to compete through the hiring process in order to have his/her name placed
on subsequent hiring rosters. Fire Union employment rosters are kept and maintained in
accordance with the current collective labor agreement.
B. Applicants on the Police employment eligibility roster must notify the Human Resources
Department in writing of any change of address or other changes that would affect his/her
availability for future employment.The Police Chief has discretion to select from the top ten
eligible applicants on the hiring roster, regardless of the applicant's final score.
VI. Selection Process
A. The applicant who is best matched for the open position will be selected.This determination
will be made through such methods as interview, past performance, if applicable,
evaluations, etc. However, if there are two or more equally qualified final candidates and
one or more of the candidates has requested and qualifies for Veterans Preference, please
contact Human Resources.
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B. Represented employees subject to the collective labor agreement shall be selected in
accordance with the contract.
C. As an equal opportunity employer, all selections will be made in accordance with federal
and state laws and related City policies and procedures.
D. Human Resources staff or an authorized department designee (selected by the
Department Director and approved by Human Resources), shall take part in the position
selection process to ensure compliance with employment laws.
E. Selection of seasonal or temporary applicants for employment maybe made at the
discretion of the hiring departments in accordance with federal and state laws and related
City policies and procedures. Human Resources is available to assist when needed.
VII. Notification to Applicants
A. Following the selection of an applicant, except for law enforcement positions supervised by
the Police Chief, seasonal, and parks temporary employees, only Human Resources shall
contact the applicant of choice to make the initial contingent job offer.
B. Human Resources shall conduct a reference and/or criminal history check to determine the
applicant's eligibility for hire with the City. Should the background and reference checks
indicate that the applicant is eligible for employment, Human Resources shall contact the
applicant to confirm the position start date and any related information. Should a
background come back as questionable, Human Resources may consult with Legal as
needed to determine employability. If it is determined by Human Resources that the
applicant is not eligible for hire,the Human Resources Director shall notify the applicant and
advise the department that the applicant will not be hired. Human Resources will continue
to assist the department to fill the position as needed.
C. Employment references, background checks, and job offers for law enforcement applicants
will be handled through the Police Chief or his/her designee. Once the applicant is selected,
documentation is sent to Human Resources for processing.
D. After the position is filled, except for sworn law enforcement positions, all questions,
comments, or concerns regarding the hiring decision should be directed to Human
Resources.
E. Supervisors should not directly contact applicants until the offer of employment is made by
Human Resources, accepted, and eligible for hire. Human Resources will notify the
department when the pre-employment process is complete.
VIII. Promotions/Transfers
A. Promotions
1. A promotion is defined as a movement by an employee from his/her current
position to one that falls within a higher salary range.
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2. For information regarding the impact of a promotion on an employee's salary, refer
to SOP 3.4 (Compensation Policy).
B. Transfers
Employees may transfer from one job to another by means of promotion, demotion, or
lateral movement within the same job grade.Transfers may be voluntary or involuntary as
outlined below.
1. Voluntary Transfer: Regular full-time or part-time,temporary, or seasonal
employees are eligible to compete for announced City job vacancies, and if
successful,transfer to the vacant position. Refer to the Compensation Policy for
information regarding salary impact.
2. Involuntary Transfer: Employees may be involuntarily transferred for any number
of reasons which may include, but not be limited to:
a. Inability to perform the essential job functions of their position, with or
without a reasonable accommodation;
b. To accommodate a need for intermittent leave under the Family Medical
Leave Act (FMLA);
c. As a result of departmental or citywide reorganization;
d. As a temporary placement while under suspension from their primary job
duties;
e. To make use of employees' knowledge, skills, or abilities in a manner that
best meets the interests of the City. In these occasions, transfers may be
made at the City's request to satisfy operational needs;
f. Transfer of bargaining unit employees shall be governed by the provisions of
the collective labor agreement;
g. A transfer may also be offered during periods of job elimination to avoid
termination. In this event,the refusal to accept a reasonable transfer at the
City's request will be interpreted as a resignation.
C. Qualifications
Eligibility for promotion/transfer compares minimum relevant qualifications of the new
position and the employee's qualifications.
1. Factors that generally relate to the position include:
a. The duties and responsibilities of the position;
b. Education,training, or special knowledge required; and
c. Relevant, similar and related experience.
d. Length of previous job history.
2. Factors that relate to the employee include:
a. Quality of work, initiative, planning, dependability, and attitude;
b. Present and past performance levels; and
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c. Potential for successful performance in the new position.
3. Required Length of Service: A general employee must have a minimum of six(6)
months or(1)year of service for Police and Fire in his/her current position before
requesting a promotion/transfer unless receiving prior approval from their
immediate supervisor in the chain of command, starting with the immediate
supervisor up to and including the department director.
4. Employees with less than minimum qualifications of the position may be selected
as the applicant of choice with the approval of both the department director and
Human Resources.
D. Promotions for represented employees shall be governed by the provisions of the collective
labor agreement. Refer to the union contract for criteria and qualifications.
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City of Meridian
1 Standard Operating Procedures
Number 2.7.1
Criminal Background Checks
Purpose:
To set forth the City's procedure on conducting criminal background checks.
Procedures and Related Information:
I. Pre-Employment Criminal Background Checks
A. Prior to employment,the Human Resources Director or designee may require an applicant
to provide information and fingerprints necessary to obtain criminal history information
from the City's designated service provider and the Federal Bureau of Investigation,
pursuant to Idaho Code 67-3008 and congressional enactment Public Law 92-544.
B. The Human Resources Director or designee may submit a set of fingerprints obtained from
the applicant and the required fee to the designated service provider for a check of state
and national databases.The submission of fingerprints and information required by this
section shall be on forms provided by the designated service provider.
C. Initial offers of employment are typically not made until the criminal background check is
complete. However, in certain circumstances,the Human Resources Director or designee in
consultation with the hiring department director may provide an offer of employment
contingent upon the outcome of the criminal background check.
D. All offers of employment are contingent offers, subject to the outcome of the criminal
background check. If the background uncovers any misrepresentation on the application,
transfer form, or information indicating the individual is not suited for employment, the
offer will be withdrawn or the employee will be terminated upon review and the approval of
the Human Resources Director.
II. Post-Employment Criminal Background Checks
As necessitated by transfer or promotion, suspicion of false information obtained during the
hiring process,the Human Resources Director or designee may conduct a post-employment
criminal background check at any time during an individual's employment with the City.Terms
and conditions of employment may be modified or adjusted based on the outcome of such
checks.
III. Should a criminal background check provide information relating to previous convictions of one
or more felonies and/or misdemeanors,the Human Resources Director or designee shall review
all pertinent information and recommend to the hiring department director whether or not to
proceed with the hiring decision. Prior convictions do not automatically disqualify an individual
from employment. However, special review and consideration will be made to ensure the safe
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and secure working environment of the City, its employees and facilities, and the public.The
Human Resources Director may consult with Legal as part of the review process, if appropriate.
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City of Meridian
Standard Operating Procedures
Number 2.8
Introductory Period of Employment
Purpose:
To set forth the City's procedures regarding employment status and expectations of employees
during the Introductory Period of Employment.
Procedures and Related Information:
I. Every new regular full-time or part-time employee serves an Introductory Period of
Employment of six(6) months, or one(1)year for Sworn Police or represented Fire
employees.The introductory Period of Employment does not change the at-will
employment status of new employees.
II. The Introductory Period of Employment 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. If at any time during the Introductory Period of Employment it is
determined by the employee's supervisor and in consultation with the department
director or designee that the employee's performance is not meeting the expectations
of the City, the employee may be terminated.The department director or designee shall
seek guidance and direction from Human Resources prior to a final decision being made
and communicated to the employee.
III. After completion of the Introductory Period of Employment, new employees should be
given a performance evaluation. If the performance of the employee has been
unsatisfactory,the City reserves the right to sever the at-will employment relationship
or extend the introductory period one time for up to an additional ninety(90) days.The
Introductory Period of Employment may be extended by the department director with
approval of the Human Resources Director and with written notice to the employee.
IV. Following the Introductory Period of Employment, employees shall be considered
"regular employees," unless the employee is represented by the collective labor
agreement. Completion of the Introductory Period of Employment is not a
guarantee of continued employment with the City nor does it alter the at-will status
of the employee. It simply provides a benchmark for employees and supervisors to
achieve and assess the employee's long-term viability to perform the necessary
functions of the position. Completion of the Introductory Period of Employment does
not result in a wage/salary review unless otherwise authorized bythe department
director in consultation with Human Resources.
V. If an employee is terminated during the Introductory Period of Employment he/she is
not entitled to the Termination and Disciplinary Action or Adverse Employment Action
Appeal Procedures as defined in Chapter 8 of the Standard Operating Procedures
Manual.
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City of Meridian
1 1�1 Standard Operating Procedures
Number 2.9
Trial Service Period for Promotions or Transfers
Purpose:
To set forth the City's procedures relating to responsibilities and expectations during the Trial Service
Period for newly promoted or transferred employees.
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 the individual's performance.The Trial Service Period
does not change the at-will employment status of the employee. If at any time during
the Trial Service Period the employee is unable to satisfactorily perform the duties of
the new position, the City reserves the right to separate employment or the Trial
Service Period may be extended one time up to an additional ninety (90) days to
further assess the employee's suitability for the current position. This extension
requires approval by the department director and Human Resources Director, with
written notice to the employee. At the director's discretion, efforts may be made
to place the employee in another position within the City for which the employee
is better qualified, if available.
II. After completion of the Trial Service Period, the employee shall be given a performance
evaluation, which does not require a wage/salary review.
III. If the promoted or transferred employee is terminated during the Trial Service Period,
the employee is entitled to the Termination and Disciplinary Action or Adverse Action
Employment Action Appeal Procedures as defined in Chapter 8 of the City's Standard
Operating Procedures manual.
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aWER,1 r` Y City of Meridian
Standard Operating Procedure
Number 2.10
Remote Work
Purpose:
To set forth the City's procedures regarding remote work as an alternative to an employee's
designated work location.
Procedures and Related Information:
I. Eligible Positions for Remote Work
A. Department Directors or designee shall determine which positions are eligible for
remote work.
II. Hours Worked
A. Remote work arrangement shall not exceed 50%of the employee's regular
weekly work schedule.
B. Employees are expected to adhere to the agreed upon work schedule.
III. Eligible Employees for Remote Work
A. Remote Work may be available to a full-time or part-time employee working in an
eligible position once the employee has successfully completed his/her
introductory period of employment or whose last performance review had a
minimum overall rating of fully competent unless the employee is currently the
subject to an employment investigation or other disciplinary action, including but
not limited to being on a performance improvement plan.
IV. Pre-Request Remote Work Arrangement Considerations
A. Before entering into any remote work arrangement, the employee and
supervisor will evaluate the suitability of such an arrangement including but not
limited to reviewing the following areas:
1. Remote work equipment needs and availability of equipment.
Information Technology shall be consulted to determine equipment
availability and if not available, the supervisor shall inform the employee
that remote work is not currently an option.
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2. Remote work is not to be used for the purpose of accommodating
regular childcare needs of the employee. The focus of the arrangement
must remain on meeting business need and operational demands.
3. If an employee is seeking a remote work ADA Accommodation, please
contact Human Resources.
V. Request to Remote Work
A. Employee initiated request for remote work shall be submitted by email to his
or her supervisor.
B. The supervisor will issue a decision via email.
VI. Remote Work Equipment
A. The Information Technology department will be consulted regarding any
remote equipment needs.
B Existing City issued mobile computing device or personal device capable of accessing a
City issue device is required. No other city equipment will be issued unless the
equipment is planned for as part of the budget process through a computer
replacement and/or budget request associated with new position, and based on
other needs of the position, not remote work needs.
C. The City will not incur any additional costs due to a remote work arrangement,
except Virtual Private Network (VPN) software.
D. If inaccessibility to the Internet service occurs at the remote location and impacts
the employee's ability to perform the functions of the position the employee is
required to notify their supervisor and should return to their City assigned work
location in a timely manner. If the supervisor is unavailable the employee should
return to their City assigned work location to continue working until such time as
the Internet service can be restored. The supervisor must approve the employee
returning to remote work.
E. No checking out equipment from Information Technology.
F. Information Technology department will maintain an inventory list for City
equipment that is authorized to be used at a remote work location.
VII. Evaluation of Remote Employee Performance for Continued Remote Work
A. The expectation is that the supervisor and remote worker will communicate at a
level consistent with employees working at the office or in a manner and
frequency that is appropriate for the job and the individuals involved.
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B. The expectation is that a remote worker will fulfill position responsibilities as
expected at the regular work location.
C. The supervisor shall address concerns related to performance in a timely manner and
the remote work arrangement may be terminated if performance expectations are
not being met.
Vill. Security
A. Consistent with the City's expectations of information security for employees
working at their regular work location, remote employees will be expected to ensure
the protection of proprietary information and customer information. Steps include
the use of locked file cabinets and desks, regular password maintenance, locking
computers, and any other measures appropriate for the job and the environment.
B. Any City's issued assets and/or materials are expected to be secured and not
accessible to anyone other than a City employee.
IX. Safety
A. Employees are expected to maintain their remote workspace in a safe manner,free
from safety hazards. Injuries sustained by the employee in a remote location and in
conjunction with his or her regular work duties are normally covered by the City's
workers' compensation program. Remote employees are responsible for notifying
their supervisor of such injuries as soon as practicable as outlined bythe worker's
compensation policy.The employee is liable for any injuries sustained by non-work-
related family members or visitors to his or her remote workspace.
X. Compliance
A. All City policies and procedures shall be followed by employees who remote work.
B. Failure to comply with the Remote Work Policy and these procedures or any
other City policy or procedure may subject an employee to disciplinary action up
to an including termination.
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XI. Remote Work/Continuity of Operations
A. These procedures may be superseded in part or in their entirety during times of
emergency declaration by Governor, Health District, or Mayor.
B. Special consideration for temporary remote work arrangements may be afforded
to employees in essential and non-essential positions, in the event of an
emergency declaration by Governor, Health District or Mayor. In the event of
such declaration, the Mayor shall approve guidelines specific to the nature of the
declaration including but not limited to individual department plans for
continuity of operations.
C. The Mayor in consultation with the designated individual or entity
responsible for emergency management and department directors shall
coordinate immediate and necessary unplanned budget expenditures to
facilitate employee remote work arrangements to continue operations of
essential and non-essential functions without disruption.
D. The Mayor or designee may authorize additional City owned equipment to be
taken to remote work space that wouldn't normally be allowed by these
procedures. (Office supplies, desktop computers, chairs,etc.)
E. Employees shall not receive additional compensation, benefits, or reimbursement
for extra commuting or remote work space related expenses due to remote
working with the exception of possible assistance with Internet service.
Revision Date:02/15/202 Page 348
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City of Meridian
1 Standard Operating Policy
Number 3.1
Employee Classification
Purpose:
To set forth the City's policy regarding the employment classification system, including employment
classification under the Fair Labor Standards Act relating to the payment of overtime.
Policy:
To ensure employment classification policies for purposes of salary, benefits, and overtime are applied
consistently, lawfully and in the manner for which they are intended.
This policy shall be implemented pursuant to the Employee Classification Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall administer this policy which may include periodic review of positions to ensure
appropriate classification.
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City of Meridian
1 Standard Operating Policy
Number 3.2
Hours of Work
Purpose:
To set forth the City's policy regarding hours of work, compressed workweek, flextime, meal periods,
and reporting procedures for time worked.
Policy:
Every employee shall have designated work hours. It is the City's policy to establish time and duration of
working hours as required by workload, operational demands, customer service needs, staffing
requirements, and any applicable law(s).
This policy shall be administered pursuant to the Hours of Work Standard Operating Procedures.
Authority& Responsibility:
Department directors and supervisors shall be responsible for scheduling employees during appropriate
working hours and ensuring that proper records and timecards are kept and submitted to record time
worked.
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City of Meridian
1 Standard Operating Policy
Number 3.3
Payroll
Purpose:
To set forth the City's policy regarding its pay practices.
Policy:
Employees are paid on a monthly basis on the last working day of each month. Employees are required
to have their paychecks directly deposited into a designated account at a financial institution of their
choice.
This policy shall be implemented pursuant to the Payroll Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall ensure that all employee information is accurate and up-to-date regarding rates
of pay and automatic deductions. Supervisors are responsible to ensure that employees complete their
timecards and submit them to payroll by the cutoff date of each month.
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City of Meridian
1 Standard Operating Policy
Number 3.4
Compensation Program
Purpose:
To set forth the City's policy regarding consistent administration of the City's 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.The Compensation Program, it's policy and procedures, provide guidelines
related to the administration of the compensation program for department directors and supervisors.
Represented Fire employees should refer to the collective labor agreement for information regarding
their compensation structure and policies.
This policy shall be implemented to pursuant to the Compensation Program Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall oversee the administration of the compensation program and shall ensure it is
adjusted and up-to-date at all times. department directors or their designees, are responsible for
managing the implementation of the program according to performance and budgetary guidelines.The
Mayor and City Council are responsible for approving the annual compensation budget including
appropriate adjustments and performance increases within budgetary constraints and guidelines.
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City of Meridian
1 Standard Operating Policy
Number 3.4.1
Individual Pay
Purpose:
To set forth the City's policy regarding individual pay within the range assigned to the employee's
position.
Policy:
Individual pay for non-represented employees shall be based at the time of hire, rehire, promotion, etc.
upon individual competency, experience, education, and other compensable factors.
This policy shall be implemented pursuant to the Individual Pay Standard Operating Procedures.
Authority& Responsibility:
Hiring supervisors and department directors, or designees, shall have the responsibility to recommend a
starting salary for an employee based on individual competency, experience, and other qualifications.
Human Resources shall work closely with departments in establishing a starting salary.The Human
Resources Director shall approve all out-of-guideline starting salaries for employees.The Human
Resources Director and Chief Financial Officer shall ensure compliance by supervisors to the budgetary
guidelines as established annually by the Mayor and City Council.
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City of Meridian
1 Standard Operating Policy
Number 3.4.2
Compensation Program Updates
Purpose:
To set forth the City's policy regarding its compensation program and periodically review and update.
Policy:
The Human Resources Director and Chief Financial Officer shall review the compensation program on an
annual basis for effectiveness and budgetary compliance.The program shall be updated as needed to
meet internal equity and external competitiveness. A representative Compensation Committee shall be
established to ensure the maintenance of internal equity.
This policy shall be implemented pursuant to the Compensation Program Updates Standard Operating
Procedures.
Authority& Responsibility:
The Human Resources Director shall review the City's compensation program to ensure effectiveness in
meeting the City's compensation objectives.The Chief Financial Officer shall review the administration
and implementation of the compensation program to ensure that all related actions hold within
predetermined budgetary parameters.
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City of Meridian
1 Standard Operating Policy
Number 3.4.3
Performance Increases to Salary
Purpose:
To set forth the City's policy regarding employee salary increases based on performance.
Policy:
The City has established a pay-for-performance compensation program for all non-represented
positions. Each year,the Mayor and City Council may approve percentages for pay increases (if any)
available to employees based on the outcome of individual performance appraisals.
This policy shall be implemented pursuant to the Performance Increases to Salary Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall be responsible for interpreting this policy. Supervisors and department directors,
or designees, are responsible for ensuring that performance appraisals are given in a timely manner,
according to City standards, and in a manner that objectively documents performance.
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City of Meridian
1 Standard Operating Policy
Number 3.4.4
Adjustment to Wages
Purpose:
To set forth the City's policy regarding adjustment to individual wages of employees.
Policy:
The City shall make adjustments to individual wages of employees due to changes effected by leaves of
absence, layoffs, promotions, demotions, and other related changes.
This policy shall be implemented pursuant to the Adjustment to Wages Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall be responsible for interpreting this policy. The Human Resources Director shall
have the authority to approve all out-of-guideline adjustments to wages.
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C�WF,Nt City of Meridian
Standard Operating Policy
Number 3.4.5
On-Call/Call Out Duties and Compensation
Purpose:
To set forth the City's policy regarding employees being on-call and being called out to perform
emergency work beyond normal working hours.
Policy:
Certain City employees may be placed on the on-call duty schedule as directed by the department
director or designee. On-call is defined as being reasonably available to respond to City business during
hours beyond the employee's normally established workday.
This policy shall be implemented pursuant to the On-Call/Call Out Duties and Compensation Standard
Operating Procedures.
Authority& Responsibility:
Department Directors or designees shall be responsible for administering this policy.
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C�WF,Nt City of Meridian
Standard Operating Policy
Number 3.5
Travel and Expense Reimbursement
Purpose:
To set forth the City's policy regarding travel and expense reimbursement.
Policy:
This policy is meant to address employee travel away from the Treasure Valley for City business.
The ability to travel for work purposes, including training, is a privilege. Travel may also be part of the
employee's job and associated duties.The City shall pay for only official business expenses that are directly
related to conducting business for the City of Meridian. It is the responsibility of each employee to ensure
that the taxpayers of the City are only being asked to fund reasonable costs and expenses related to this
privilege. All travel must be pre-approved and via the most economical means practical. An employee's
family member may travel to or with the employee, but all the expense of that family member must be
borne by the employee.
In order to meet certain federal and state requirements, some departments may need to develop
additional internal policies relating to documentation and guidance for record keeping and approval
process. Departments may establish more restrictive guidelines to best meet their own unique needs.
Violations of this policy may be cause for disciplinary action up to and including termination.
This policy shall be implemented pursuant to the Travel and Reimbursement Standard Operating
Procedures.
Authority and Responsibility:
Directors or designees are responsible for administering this policy It shall be the responsibility of the
Directors of this City to ensure that all expenditures under this policy are appropriate and consistent with
fiscal responsibility. Directors,or designees who are authorized to approve expenditures shall also ensure
that the City policies are being followed consistently. The Finance Department has the responsibility to
track all funds for the City and assure compliance with all City, State, or Federal regulations regarding the
tracking and accounting of such expenditures.
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Page 358
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City of Meridian
1 Standard Operating Policy
Number 3.6
Overtime Compensation
Purpose:
To set forth the City's policy identifying eligibility for overtime compensation and the accumulation and
payment of overtime.
Policy:
The City shall provide overtime compensation in accordance with the Fair Labor Standards Act.
This policy shall be implemented pursuant to the Overtime Compensation Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall be responsible for interpreting this policy. Supervisors and department directors
or designees are responsible for ensuring that proper tracking of hours worked is made for all
employees for whom they are responsible.
Revision Date:02/15/2022
Page 359
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C�WF,Nt City of Meridian
Standard Operating Procedures
Number 3.1
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Employee Classification
Purpose:
To set forth the City's employment classification system, including employment classification under the
Fair Labor Standards Act relating to the payment of overtime.
Procedures and Related Information:
I. Employment Categories
Employment categories are based on the staffing requirements of the City.They are used to
provide flexibility in meeting long-term and short-term staffing requirements,for temporary or
seasonal programs,to cover peak work periods or employee absences, or other situations
determined by City management officials.
Below are identified the various employee types commonly used within City employment.
A. Regular Full-Time Employee—A regular full-time employee is one who regularly works a
minimum of forty(40) hours or more per week, or per week for represented Fire
employees, as defined by the current Collective Labor Agreement. Regular full-time
employees are eligible to participate in the City's benefit program, including health
insurance coverage, life insurance, retirement,401K, leave benefits, etc.All benefit
programs are subject to change and are not guaranteed.
B. Part-Time Employee—An employee who is regularly scheduled to work less than forty
(40), up to at least nineteen (19), hours per week. Part-time employees who consistently
work twenty(20) or more hours a week are entitled to participate in the City's
retirement program. All benefit programs are subject to change and are not guaranteed.
C. Temporary or Seasonal Employee—An employee hired to work either part-time or full-
time and who works in a position of seasonal, intermittent, sporadic, or short-term
employment that may fall into some of the following assignments:
1. Seasonal park or wastewater maintenance workers;
2. Recreational program staff;
3. Student interns and special work program participants;
4. Employees hired for on-call purposes whose work schedules are irregular and
sporadic; and
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5. Employees hired to complete a special project,to fill in during employee absences
or peak workload periods, etc.
Temporary or seasonal employees are not eligible for City benefits. As with all City
employees,temporary employees also are considered at-will, and are not guaranteed
employment through the season or task for which they have been hired.
D. Other Employment Classifications
1. Appointed Official—An employee in a position or office, which is filled through
appointment by the Mayor and City Council.
2. Department Director—An appointed official who has direct supervision and
responsibility for personnel, records, funds, maintenance, and service to be
performed by a City department.
3. Elected Official—An individual voted in by the citizens of Meridian.
4. Union Employee—An employee covered under a collective labor agreement
between the City and a recognized bargaining unit.This is limited to the labor
agreement with represented Fire employees.
E. Independent Contractors—Independent contractors are not employees of the City of
Meridian and are not eligible for any benefits offered through the City.
II. Exempt and Non-Exempt Employees
The City will adhere to all provisions and regulations of the Fair Labor Standards Act (FLSA) as it
applies to City employees. Under FLSA, certain positions are classified as either exempt (not
eligible for overtime compensation), or non-exempt (eligible for overtime compensation).
Employees with questions regarding exemption status may contact the Human Resources
Department.
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C�WF,Nt J.� City of Meridian
Standard Operating Procedures
Number 3.2
CHANGES TO THESE PROCEDURES REQUIRE COUNCIL APPROVAL
Hours of Work
Purpose:
To set forth the City's procedures regarding hours of work, compressed workweek, flextime, meal
periods, and reporting procedures for time worked.
Procedures and Related Information:
I. Work Period
A. Regular business hours are normally 8:00 a.m.to 5:00 p.m. Monday through Friday,
unless otherwise authorized by the Mayor and Council. However, some departments
within the City have different work periods and work hours.
B. A "work day" is defined as the hours of work performed within a period of(24)
consecutive hours on any assigned shift, whether such shift is continuous or split.
C. Non-exempt employees are responsible for monitoring the accuracy of his/her timecard
for the hours worked in each work period. For overtime approval, refer to SOP 3.6
(Overtime Compensation).
D. Represented fire employees are subject to the special exception as provided under 207K
of the Fair Labor Standards Act. Represented Fire employees should refer to the
collective labor agreement for information regarding assigned work periods.
II. Compressed Work Week and Flextime
A. A compressed workweek is one in which an employee works the same number of hours
as normal, but in fewer than the customary number of days per week.
B. Flextime is a work schedule with time of arrival and departure that differs from the
regular business hours. It allows employees the opportunity to work a designated
schedule within the limits established by the City.
C. Compressed workweek or flextime schedules may be granted in situations where the
job and business-related needs can continue to be met even under a compressed or
flextime schedule, as long as this does not impact the employee's productivity or
adversely affect the efficient operation of the City.
1. The compressed workweek may be one of the following:
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a. 4/10—Employees work 10 hours for 4 days per week within a 7-day period. Due
to operational demands starting and ending dates will be assigned by the
department director or designee.
b. 9/9—Employees work 9 hours for 9 days with the 10' day off.Also referred to
as a 9/80—Employees work 80 hours over nine days instead of 10 days with
alternate three—day weekends. Only exempt employees qualify for this
schedule.
c. Exempt employees will continue to receive the same salary from week to week
regardless of the schedule worked. Exempt employees must perform his/her job
functions regardless of regular business hours or any compressed or flextime
schedule.
d. Work hours for flextime may start at 7:00 AM through 9:00 AM with an ending
time of 4:00 PM through 6:00 PM.
2. The supervisor and employee are responsible for ensuring the following conditions
are met:
a. The change in hours does not adversely affect the City, departmental
assignment/projects, customer relations, or other work units.
b. There is adequate supervision and back-up staffing to maintain service to the
public and customers.
c. The position is appropriate for a compressed or flextime work schedule.
d. Clear goals and objectives are determined in advance by the supervisor and
employee.
e. The employee observes the City's policies on attendance and the employee has
maintained a good work record prior to making his/her request for a
compressed or flextime work schedule.
f. Non-Exempt employees may be asked to work overtime regardless of a
compressed or flextime work schedule.
g. The employee and his/her supervisor and department director must sign a
compressed or flextime workweek authorization form.
D. The department director or designee will approve or deny the compressed or flextime
workweek based on staffing needs,the employee's job duties,the employee's work
record, and the employee's ability to temporarily or permanently return to a standard
work schedule when needed. An employee may not change or revise any workweek
schedule without prior management approval.
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E. The supervisor and department director are responsible for evaluating workflow,
coordinating work activities, and designating the workweek.
F. The City reserves the right to suspend, cancel, or amend these procedures at any time
due to business needs, lack of production on the part of the employee, or violation of
any of the terms of these procedures.The City also reserves the right to cancel or
suspend the use of such schedule by any employee who experiences performance
problems deemed to be related to the new schedule.Such circumstances will be
evaluated on a case-by-case basis.
G. For holiday,vacation, and sick pay, refer to HR SOP 4.1 section III and V,4.2, and 4.3.
III. Meal Periods and Breaks
A. The normal workday consists of eight (8), nine (9), or ten (10) consecutive hours of work
(or twenty-four(24) hour shifts for represented Fire employees) with an unpaid meal
period for non-uniformed employees. Operational demands and/or the ability to
maintain appropriate staffing levels may require some departments to adjust their meal
periods accordingly.
B. Represented Fire employees should consult with the collective labor agreement
regarding breaks and meal periods.
IV. Make-Up Time (Non-Union Personnel)
A. Employees may be required to work after normal work hours, or the employee may
work less than eight (8), nine (9), or ten (10) hours per day depending on the regular
work schedule. When possible,the employee and his/her immediate supervisor will
arrange the employee's schedule to assure assigned hours of work fall within the forty
(40) hour workweek.Any exceptions to this procedure must have prior written approval
from the employee's supervisor and the department director or designee.
B. Circumstances may also arise where an employee needs to work fewer hours than
his/her regularly scheduled work period. Department directors or designees, at their
discretion, may allow non-exempt employees to make up lost work time during a given
work week as long as the "make-up time" is completed within the same workweek.
However, make-up time will not be granted if the lost work time is a result of conditions
the employee could control; if there is no work for the employee to perform; or if
adequate supervision is not available.
V. Reporting and Verifying Time Records
A. It is the responsibility of each employee to properly record time that he/she has worked
during a payroll period and supervisors are responsible for reviewing the completed
timecards for accuracy. Falsification of timecards and/or altering work hour records is a
serious offense subject to disciplinary action, up to and including termination.
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B. Employees shall record the total hours worked for each workday. Non-work time
(holidays, sick,vacation leave, military leave, bereavement leave, civil leave, and admin
leave without pay) shall also be recorded on the timecard.Authorized overtime shall be
recorded.
C. Each timecard shall bear the signature of the employee with a statement verifying its
accuracy and a counter signature by a supervisor indicating that the hours claimed were
actually worked.
D. Executive, administrative, and professional employees, exempt under the FLSA, are
required to complete a timecard for administrative purposes to report non-work time of
equal to or greater than one (1) work day, such as sick leave,vacation leave,
bereavement leave, etc.
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City of Meridian
1 Standard Operating Procedures
Number 3.3
Payroll
Purpose:
To set forth the City's procedures for pay practices regarding employee paychecks.
Procedures and Related Information:
I. Employees are paid monthly.The pay period ends the 201"day of each month and paychecks are
issued by payroll on the last working day of each month. Paychecks are electronically deposited
to an employee's designated account at a financial institution of their choice. Represented Fire
employees are paid in accordance with the collective labor agreement.
II. Mandatory withholding from an employee's wages is required by law and includes federal and
state withholding taxes, social security tax (FICA) and Medicare, and PERSI retirement
contributions. Other deductions may include court-mandated withholdings.
III. Automatic Deductions
In order for the employee's share of insurance premiums to be deducted, or for the automatic
deposit of an employee's paycheck to be transferred to a financial institution, the employee
must provide written authorization to the City.
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City of Meridian
1 Standard Operating Procedures
Number 3.4
Compensation Program
Purpose:
To set forth the City's procedures for consistent administration of the City's compensation program and
movement of an employee from position to position (i.e., promotion,transfer, demotion, etc.).
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/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 laws regarding the compensation of
employees for work performed.
III. 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.
IV. Definitions
The following terminology may be used in describing actions or steps taken as a normal part
of this program.
A. 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.
B. Promotion -A reassignment of an employee to a position in a higher salary range or
grade classification level than the employee's prior position.A promotion does not
automatically justify or guarantee an increase to the individual's actual pay.
C. Demotion-A reassignment to a position of lower salary or grade classification level than
the employee's prior position.This does not automatically impact the employee's actual
wages paid.
D. Transfer- A lateral move to a different job within the same grade. Such adjustments
may or may not impact actual wages paid.
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E. Written Warning-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.
F. Short-Term Reassignment(less than three (3) calendar months)- is not considered as a
promotion, transfer, or demotion.
G. Pay Review—A review that is conducted when a wage or salary adjustment is being
considered due to internal or external comparison factors.
H. Performance Review—A review that 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.
V. Pay Program
The following describes the pay program for all City employees excluding represented Fire
and sworn Police employees.
A. The City has developed a comprehensive classification and compensation program that
aligns positions within the organization based on internal 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 salary 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 salary range minimum and maximum.
C. Movement within the salary ranges is dependent upon performance of job duties.To
the extent possible acceptable performance will be rewarded by an upward movement
within the salary range, while outstanding performance is rewarded by more generous
upward movements.An overall unacceptable annual performance review will not be
rewarded. Because movement within the assigned salary 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 salary 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 Human Resources Director in consultation with the
Compensation Committee and/or department directors may make suggestions about
salary compensation and other pay system concerns, but the final decision regarding
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compensation levels rest with the Mayor and City Council.The Mayor and City Council
reserve the right to make budget adjustments, and consequently salary adjustments,
during the course of the fiscal budget year to deal with other circumstances,which
necessitate changes in entity expenditures.
E. Salary adjustments for market purposes, re-classification of a position with a
corresponding salary increase, promotions, or transfers may be considered in regards to
an employee merit increase, but do not prohibit the employee from receiving one.
F. The performance increase amounts may be adjusted on an annual basis. Contact Human
Resources for the most current Salary Plan Administrative Guidelines.
VI. Represented Fire Employees
Provisions of the collective labor agreement shall govern the pay program for Fire
employees who are represented by the bargaining unit. Refer to the collective labor
agreement for pay structure.
VI I. Police Officers
A. Sworn police officers, excluding the Chief of Police 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 Step Plan 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 yrs, etc), if the police officer has received an evaluation rating
of at least "Fully-Competent"for the current year, he/she is eligible for an upward
movement in step within his/her assigned range, unless they are at the max of their step
range.
C. If an officer receives less than a "Fully-Competent" 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"Fully-Competent" or better. In addition,
he/she shall also be placed on a performance improvement plan requiring immediate
improvement in performance.
VIII. 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 only eligible for a merit amount
that will not be added to the employee's base wage until recaptured in the range.
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City of Meridian
1 Standard Operating Procedures
Number 3.4.1
Individual Pay
Purpose:
To set forth the City's practices regarding individual pay within the range assigned to the employee's
position.
Procedures and Related Information:
I. New Hires
A. New hires will typically start at the minimum of the salary range for the position, unless
they have considerable background, knowledge, education, etc.
B. Supervisors and department directors will typically offer a starting wage at or below
mid-point based on qualifications.
C. Department Directors must obtain "out-of-guideline" approval before an offer of
employment is made by Human Resources for candidates who have considerable
background, knowledge, education, etc., which may merit entering at a higher salary.
D. Newly hired sworn certified police officers meeting certain criteria, may be placed on
the salary schedule after the completion of his/her introductory period, is said officer
has been employed as a sworn certified police officer for at least four(4)years of
continuous service in a paid, full time position in a police department.
For any new hires satisfying the above criteria, said officer may receive from one(1)to
four(4)years of credit for his/her previous service.Those applicants with four-ten (4-10)
years prior service shall be eligible to receive a maximum of no more than four(4)years'
service at the police officer level.
II. Re-hires
A. Terminated employees who are rehired will be considered "new hires."
B. Employees returning from an approved leave of absence are not considered as
"rehires."
III. Differentials
The following outlines the procedures for individuals with special responsibilities.
A. Any patrol officer, detective, or sergeant who is also a canine officer currently using,
training, and caring for a trained police canine used by the Police Department, shall
receive an additional forty-five minutes each day(seven days a week) of straight time.
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This time will not be used in calculating overtime wages, and will be paid at an agreed
upon rate prior to the start of his/her duties.
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City of Meridian
1 Standard Operating Procedures
Number 3.4.2
Compensation Program Updates
Purpose:
To outline the procedures by which the City's compensation program shall be periodically reviewed and
updated.
Procedures and Related Information:
I. The Human Resources Director and Chief Financial Officer will review the salary ranges by
grade and classification on an annual basis to determine effectiveness of program
administration, appropriateness of salaries, and compliance with budgetary parameters.
Outside vendors may be hired to perform market salary studies and analysis.
II. Compensation Committee
A. The Mayor will designate a Compensation Committee comprised of representative
members of the City's management group.
B. The committee will meet on at least an annual basis to review salary grades, and
positions re-evaluated and slotted by an independent consultant.
III. Annual updates will be presented to Mayor and Council for consideration and approval during the
annual budget process.
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City of Meridian
1 Standard Operating Procedures
Number 3.4.3
Performance Increases to Salary
Purpose:
To set forth the City's procedures regarding employee salary increases based on performance.
Procedures and Related Information:
I. Philosophy
Increases are "earned" by the employee not "given" by management. Increases are not
guaranteed, but may be available by merit, if approved by Mayor and Council. Merit
considers and measures job performance against job standards or established goals and
objectives.Attitude can also be considered if it affects the job performance of the employee
or other employee(s).
II. Performance Review Schedule
A. Unless otherwise specified, performance review schedules shall be as follows:
1. Current Employees:Annual reviews will be given near October VY of each year
unless experiencing a date altering event as prescribed by policy. Upon completion
of the review, current employees may be eligible for a merit increase based on
performance.
2. New Hires: Will be given a performance review at six (6) months, and again at
twelve (12) months effective on their employment start date and on the employee's
anniversary thereafter unless experiencing a date-altering event as prescribed by
policy.
New hires may be eligible for a merit increase on his/her one-year anniversary date
based on job performance.
3. Re-Hires: Employees who have terminated their City employment will have their
performance review date based upon when they are rehired.
4. Sworn Police Officers: With the exception of the Police Chief, sworn officers in the
police department will receive a performance review after one (1)year of service on
his/her anniversary date in accordance with the step plan.
5. Represented Fire Employees: Represented employees in the fire department will
receive a performance review after one (1)year of service; Thereafter near October
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111 of each year. Pay increases are separate and are determined by the collective
labor agreement.
6. Employees on Documented Written Warning or Performance Improvement Plan:At
the supervisor discretion, employees who have received a documented disciplinary
or performance improvement plan may not be eligible for pay increase until after
the warning has expired. If an increase is granted after the warning period has
expired,the date of the merit increase will correspond with the expiration of the
written warning or performance improvement plan, not the anniversary date. The
next performance review will be based on the employee's normal anniversary date.
B. Interim Increase Dates(Changes in Anniversary Date)
1. Each time an increase or decrease occurs,the date of this adjustment will be used
to determine the next performance review. For example, if an employee receives an
increase or promotion on March 15, his/her next performance review is due twelve
(12) months after the wage increase. However, if an employee changes positons,
but does not change his/her salary grade,the anniversary date does not change.
2. Supervisors may delay or request early increases on an exception basis. Such a
review will be approved through "out-of-guideline" approval channels.The
exception to this is a pay review that is delayed because the employee is on a
documented disciplinary warning or performance improvement plan for which
he/she has signed an acknowledgment of receipt.
III. Performance Increase Procedures
A. Performance Reviews Completed:The supervisor, manager, or department director, or
designee will complete a performance review form on each employee whose review is
due, and discuss with the employee. A Personal Action Request form is to be completed
with the current salary/wage.
B. Approvals
1. If the recommendation is "in-guidelines", the immediate supervisor forwards the
Personnel Action Request form and related Performance Evaluation(s)to the next
level of management for approval. All Personal Acton Request must be approved by
the department director or designee.
2.
After the department director or designees has approved these documents,the
Performance Evaluation and Personnel Action Request form is sent to the Human
Resources Department for review, approval and processing.
3. If the recommendation is "out-of-guidelines",the Personnel Action Request form
and related Performance Evaluation(s) are sent to all levels of management and up
to and including the Human Resources Director and Mayor for approval.
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4. Once approved and processed by the Human Resources Department the
information will be forwarded to Payroll for processing.
C. Sending of Forms back to the Supervisor:The approved Personnel Action Request
form(s)will be sent back to the supervisor.
D. Meeting with the Employee:The supervisor gives the employee a copy of the
Performance Evaluation.
No discussion of the increase should be held with the employee prior to receipt of fully
approved documents.
E. Responsibility for Review Outcome:The immediate supervisor should take responsibility
for the proper rating on the Performance Review Form. The amount of the increase will
be calculated by Human Resources. In no case shall a supervisor lead an employee to
believe they tried for a larger increase, but could not get it approved by "upper
management."
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City of Meridian
1 Standard Operating Procedures
Number 3.4.4
Adjustment to Wages
Purpose:
To set forth the City's procedures regarding adjustment to individual wages due to changes in the terms
and/or conditions of employment resulting from leave of absence, layoffs, promotions, demotions, and
other related changes.
Procedures and Related Information:
I. Employees on Leave of Absence (LOA) or Layoff(LO)
A. Review Date: If the employee has been on LOA or LO for less than one-half(1/2) of the
total days for the performance review period,the employee's review date will remain
the same as though he/she has not been on leave. Increases for employees on LOA or
LOI are prorated based upon time service.
If the employee has been on LOA or LO for more than one-half(1/2) of the total days for
the review period, the review will be forfeited.
B. Pro-ration of Increase: When increases are given,job performance is, among other
factors, a major consideration. If the employee has been on active status for less than
the annual performance review period of twelve (12) months, an increase will be
calculated from a proportion of actual months of active status worked compared to
total number of months in the review period.
Example: An employee is on active status for six(6) months during his/her review
period. He/she is reviewed on October 1.This individual would receive six-twelfths
(6/12) or 50%of his/her regularly scheduled amount.
11. Returning from LOA/LO or Transferring to a Position in a Lower Grade
A. Employees returning or transferring to a position in a lower salary/wage grade will
assume the new salary/wage range. Factors considered in determining the employee's
salary/wage in the new range include; speed, accuracy, attitude, length of service in the
job class prior to the leave of absence or layoff,the salary/wage grade range of the new
position, grade range penetration of the employee relative to experience level, etc.
B. Minimum to Mid-Point: Generally, employees will be placed between the entry and
mid-point of the range for the position in which they are being placed.
C. Under the Minimum and Over the Mid-Point of the Range: Employees rate can be
placed in these locations through "out-of-guideline" approval(s).
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III. Promotion Wage/Salary Adjustment
A. All increases, except for sworn police officers and represented Fire employees will be
based on merit. Depending on the performance of the employee and the location of the
promoted individual's current wage/salary,the following schedule will be used as it
relates to the lowest range for the grade.
Location of Current
Wage Compared to Below Entry Entry to Market Over Market Rate
New Range Rate
%based on
Movement of
performance, but
Salary in New To Minimum U%
not to exceed
Range Market Rate
1. Below the Entry of the New Range: Promoted employees will be taken to the
minimum of their new range.
2. Current Wage/Salary Between Entry and Market Rate: The percentage is based on
performance, but not to exceed Market Rate.
3. Current Wage/Salary Above the Market Rate:Typically,there are no increases for
individuals in this section of the range.The advantage for the employee is he/she
will assume a range with a greater maximum than in his/her previous grade. Any
exceptions will be processed through the "out-of-guideline" approval channels.
B. Review Schedule for Promotional Increases: When an employee receives an increase in
conjunction with a promotion, the date of the promotion becomes the anniversary date
for the purposes of establishing the next performance review date.
C. Sworn police officers, excluding the Chief of Police ain(s) are on a separate step
planes Contact Human Resources for the schedule.
D. The provisions of the collective labor agreement shall govern promotions for
represented employees in the fire department. Refer to the collective labor agreement
for promotional policy.
IV. Demotions
A. Employees being placed in positions with a grade lesser than the one from which they
originated will have wage/salary determined through "out-of-guideline" approval
channels. Employees being demoted will normally receive a decrease in wage/salary if
their rate of pay is above the mid-point of the salary range. Demoted employees with a
wage/salary below the mid-point rate of the new range will be frozen for at least one (1)
year.
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B. The provisions of the collective labor agreement shall govern demotions for represented
employees in the fire department. Refer to the collective labor agreement for policy.
V. Transfers to a Position in the Same Grade
A. Employees affected by this situation must have their wage/salary adjustment and
transfer approved before completion of the move.Typically the individual will remain at
the same rate of pay.
B. The provisions of the collective labor agreement shall govern transfers for represented
employees in the fire department. Refer to the collective labor agreement under
promotions for policy.
VI. Adjustment of Review Dates for Transferred Employees
A. If adjustment to the employee wage/salary rate occurs, the next performance review
will be twelve (12) months from the transfer date. For lateral transfers, when no
increase is given, the employee's regular scheduled review date will remain the same.
B. Sworn police officers, excluding the Chief of Police, are on a separate&tep program.
Movement on the salary schedule will be determined by the police officers original date
of employment.
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C�WF,Nt City of Meridian
Standard Operating Procedures
Number 3.4.5
On-Call/Call Out Duties and Compensation
Purpose:
To set forth the City's procedures regarding employees being on-call and being called out to perform
emergency work beyond normal working hours.
Procedures and Related Information:
I. On-Call Period
A. On-call hours are defined as those beyond the employee's normal work schedule,
including City recognized Holidays.
B. An on-call employee forfeits their on-call duty if he/she calls in sick or goes home sick.
The supervisors shall be notified and may arrange alternate coverage. An employee may
retain their on-call duty if the employee uses sick leave to attend an appointment during
work hours and will be available for on-call duty at the end of their normal workday. If
an employee simply has an appointment but is not ill they may keep their on-call duty
but are required to call the office before 5:00 PM or as designated by the employee's
supervisor to be updated on pertinent information.
C. An employee forfeits their on-call duty if he/she is scheduled for vacation. If an
employee requests vacation time when they have been scheduled for on-call, they are
responsible for finding an on-call replacement, which must be approved by their
supervisor.
D. Employee must respond to the call within the specified period of time designated by
their respective departments.
E. Failure to respond to request for assistance or to respond within the time specified may
be subject to disciplinary action up to and including termination.This applies to both on-
call assignments and call out response.
II. Departments
A. Fire
1. Represented Fire employees are subject to the collective labor agreement for these
procedures.
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B. Parks
1. Any employee on-call must respond within one (1) hour of the request for
assistance.
2. On-call duty is mandatory for Parks Maintenance personnel unless the Parks
Superintendent or Parks Director expressly approves an exclusion.
C. Police
1. Any employee on-call must respond within thirty (30) minutes of the request for
assistance.
D. Public Works—Wastewater
1. Currently only as designated by the Superintendent of the Wastewater Treatment
Plant.
2. The maximum response time for an emergency call out shall be one (1) hour.
E. Public Works—Water
1. All on-call employees must have a minimum of a current Class 1 Water Distribution
License issued by the State of Idaho.
2. The maximum response time for an emergency call out shall be one (1) hour.
3. On-call duty is mandatory for licensed operators unless the Superintendent
expressly approves an exclusion.
4. A supervisor must approve trading on-call duties before the end of the work
period.
III. Compensation
A. On-Call
"On-Call" is a mandatory job requirement for certain positions.Although it is a condition
of employment,the City of Meridian does recognize that being on-call may have some
limited restrictions upon an employee's off work time and opportunities. Because of this
the City is willing to compensate the employee accordingly at the defined rate of:
Regularly Scheduled Workday—1 Hour per Day;
Regularly Scheduled Day Off—2 Hours per Day;
Holidays—4 Hours per City-Recognized Holiday.
(Example: Standard 40 hour work week/M-F/8-5=9 hours of extra pay)
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All "on-call"time will be compensated as "extra hours" on the employee's time sheet.
The time will not count as hours worked for Fair Labor Standards Act(FLSA) purposes
and cannot be paid or counted towards pay at an overtime rate.The employee will be
paid their straight time for the specified amount. Weekends refer to the employee's
scheduled days off as long as the days fall within the same work week. Most "on-call"
schedules will be consistent with the employee's regularly scheduled work week, but
may be altered at the discretion of the supervisor of department director.
Answering calls received while receiving standby pay are considered to be part of the
employee's on-call duties. Employees are not compensated additionally for time spent
on these calls, unless such time exceeds the standby pay duration. If time spent on calls
exceeds the standby pay(example: more than 1 hour on the phone),the employee will
be compensated for the additional time spent on the calls.
B. Call Out
"Call out" is also a mandatory job requirement for certain positions. If an employee is
called to return to work it is only at the discretion of the supervisor, not the employee,
to excuse the employee from returning to work.
Although it is a condition of employment, the City of Meridian does recognize that being
called out may have some limited restrictions upon an employee's off work time and
opportunities. Because of this the City is willing to compensate the employee
accordingly at the defined rate of:
Minimum of one (1) hour straight time;
Remaining time to be added to the employee's standard work week.The on-call
employee will be compensated at their actual hourly rate until the completion of the
event giving rise to the call out.
Compensation for call outs begins when the employee leaves their location to respond
and ends when the need for the call out ends and the employee returns to their original
location or has the ability to return if the employee chooses to go elsewhere.
C. Other
Paid leave (sick or vacation) and holidays do not count toward the forty(40) hours work
week in accordance with the FLSA.
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C�WF,Nt r.� City of Meridian
Standard Operating Procedure
Number 3.5
Travel and Expense Reimbursement
Purpose:
To set forth the City's procedures regarding employee travel and expense reimbursement
Procedures and Related Information:
I. ACCOUNTABLE PLAN—IRS requires an "Accountable Plan" (IRS Pub#463)to
determine if reimbursement would be reported as taxable income or not.To be an
accountable plan,the employee's expenses must meet all three of the following rules:
A. The expenses must have a City business connection.
B. All expenses must be adequately accounted to the employer for these
expenses within a reasonable period of time.
C. All excess reimbursement or allowance must be remitted to the employer
within a reasonable period of time.
1. City requires all expenses must be accounted for on an expense report with itemized
receipts within 10 business days from the return date of the travel. If the expense
report and applicable receipts are not submitted to the Finance Department within 60
days of the return date of the travel,the expenses will be reported as income on the
employee' s W2 form and the applicable taxes will be deducted from the employee' s
next paycheck.
2. Any excess amount, personal expense, non-allowed expense, or advance that the
employee owes to the City must be remitted within a reasonable period.The City
expects payment within 30 days and, if Finance has not received payment within 120
days of the return from travel,this will be considered a violation of the travel policy.
The expense will become taxable income to the employee and the violation will be
reported to HR for disciplinary action.
II. TRIP DELAYS—Trip delays that are not of the employee' s choosing shall be
reimbursable for any necessary expenses incurred as well as additional per diem.
III. TRIP CANCELLATION—If the trip is canceled prior to departure,the employee has
three (3) business days to return the entire per diem amount to the City.The employee or
the Department Travel Coordinator shall be responsible to cancel all the arrangements
made for the travel and attempt to limit the City's costs for this change.
TRAVEL PAID BY VENDORS OR POTENTIAL VENDORS OF THE CITY Any
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Item#13.
travel that is paid by a non-governmental agency must be approved by the Legal
Department prior to making any travel arrangements.
IV. TRAVEL AUTHORIZATION FORM:
The Department Director is responsible for ensuring that the travel is the most cost-
effective travel alternative.These procedures recommend that each Department designate
a Department Travel Coordinator so someone other than the traveling employee is booking
travel arrangements.The Travel Authorization form can be found on the intranet under
Finance, Forms and Policies.This form provides an estimate of the total cost of the travel
and documents the employee had the necessary approval prior to travel.The form shall be
submitted in advance of the trip (if possible) and must be approved by the Department
Director or designee, and if necessary,the Mayor.The Travel Authorization Form shall be
completed by the Department Travel Coordinator and provided to the Finance Department
prior to overnight travel outside the Treasure Valley.
A.This authorization form must include all elements of the travel including but not
limited to;transportation, lodging, per diem and conference fee, if applicable, and
the reason or justification for traveling.
B.The traveling employee will request authorization from the Department Director
before travel arrangements and/or conference and training fees are paid.
C. Once the travel is approved the Department Travel Coordinator can make the
necessary travel arrangements, such as flight, hotel, etc.
D.After travel is booked, the approved Authorization form shall be sent to Accounts
Payable in Finance.
E.The per diem check will be calculated based on the Travel Authorization Form.
The traveling employee is responsible for contacting accounts payable to arrange
per diem check pick-up.To pick up the per diem check prior to travel, it is
recommended the form be to Finance seven (7) days in advance of actual travel.
Per Diem monies do not need to be refunded to the City unless the trip or portions
of it are canceled.
F. After the trip completion,the employee may voluntarily choose to reimburse the
City of any unused per diem. Any monies returned will be reimbursed to the
appropriate Department budget line item for per diem.
V. CITY CREDIT CARD:
A. A City credit card may be used to assure payment for a hotel or rental car, if necessary,
and specifically approved by the Department Director,when the employee is traveling.
B. A City credit card may be used for transportation such as taxis or shuttles and parking
and fuel for a rental car. If the employee is allowed to use their personal vehicle for
travel,then a City credit card cannot be used for fuel.
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C. A City credit card may be used to purchase training materials that are necessary. If
necessary, the employee may use the City credit card to mail training materials back to
the City.This must be approved by the Department Director, Manager, or designee.
D. A City credit card cannot be used for any expenses that are included as part of the per
diem.
1. If the employee has not received a per diem check then the City credit card can be
used with the approval of the Department Director which will then be reconciled
on the expense report after the travel is completed.
2. The employee can also receive their per diem after the trip to reimburse for items
covered by the per diem.
3. Expenses that exceed the per diem must be reimbursed by the employee.A City
credit card shall not be used on a mobile application that will retain the credit
information, such as Uber or Lyft.
VI. EXPENSES
A. EXPENSE REPORT-Travel expense reports are to be filled out after returning from
travel.The reports are to be received by Finance Department within ten (10)
business days of the travel return date pursuant to this policy. If reports are not
received by that time it may be the cause of further inquiry and potential discipline if
the employee refuses to comply.
B. USE OF A LANDLINE PHONE WHILE TRAVELING
The use of a landline phone in a hotel or motel for business or personal use is highly
discouraged due to the high cost associated with such use.The employee should
discuss this with the Department Director prior to departure to determine whether
the cost will be reimbursed.
C. PER DIEM
Per diem is compensation given to the employee for other expenses incurred while
traveling that are not pre-paid or are defined as reimbursable. Employees may opt not
to take a per diem or may request a reduction of the per diem. Per Diem expenses
are including but are not limited to:
1. Meals, beverages, or food, including related tips or gratuities.
2. Tips or gratuities for personal services (baggage handling, valet or maid services).
3. Non-City business fees.
4. Personal care items.
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5. Banking or ATM fees.
6. Entertainment.
The per diem will be paid to the employee according to the GSA current"Domestic Per
Diem Rates".This rate varies from city to city. It will be Department' s responsibility to
designate the city closest to the destination for the travel requested and indicate that on
the Travel Authorization Form.
Full per diem rate is allowed for each day that contains an overnight stay.
Pursuant to IRS regulations,the per diem rate for travel days,the first and last day of the
employee's trip, is 75%of the daily per diem. If the travel takes more than one day,the
employee should identify on the Travel Authorization Form and request an appropriate
per diem.
Per Diem will be issued to employee upon final approval of the Travel Authorization
Form prior to the actual travel as noted above. Based upon the timing of the request, it is
possible that the per diem check may be provided after the travel has concluded.
VI I. REIMBURSABLE EXPENSES
In addition to per diem, there are expenses related to travel that are business related
and are reimbursable by the City. All of these expenses will require an itemized receipt
for proof of payment. Only in an extraordinary circumstance can reimbursement be
provided without a receipt.The Department Director has the discretion to deny
reimbursement as well.These reimbursable expenses include but are not limited to:
A. Transportation to and from the destination of the travel.
B. Transportation to and from the airport to the hotel/motel.
C. Transit while at destination between hotel and the business-related meetings or
i. purpose for the trip.This may include taxis or shuttles.
D. A reasonable tip or gratuity for transportation, if reflected on the receipt.
E. Parking services for a hotel or lodging, if required by the hotel.
F. Telephone or internet charges that are business related, when pre-approved.
G. Tolls.
H. Transportation to and from the employee' s work site to the airport.
I. Long term parking fees for the employee' s personal vehicle.
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J. Up to One (1) baggage item for check-in on an airline More baggage can be
i. allowed if approved by the Department Director.
VIII. NON-REIMBURSABLE EXPENSES
The following expenses are NOT considered to be reimbursable business expense, but
may be paid for with the per diem.This list is not exhaustive, is subject to the discretion
of the Department Director where noted, and includes the following, but is not limited
to:
A. Alcoholic beverages.
B. Internet charges, except for those that qualify as reimbursable above.
C. Laundry services (unless for a City Fire or Police uniform).
D. Health club services fees (outside of the hotel or place of lodging).
E. Expenses paid on behalf of others.
F. Banking or ATM fees.
G. Family member travel expenses.
IX. TRANSPORTATION
All travel must be by the most economical means practical; it does not have be the least
expensive, but the employee and the Department Director must be able to justify the
expenditure. Departments may consider the time of travel in the cost as well as the
expense of fuel for a vehicle to travel to the same location instead of an airline. If there is
interruption of travel or deviation from the direct route for the traveler' s convenience,
the deviation may not exceed that cost of uninterrupted travel. Employees and
Departments are encouraged to consider various forms of travel to and from the
destination to weigh the expense of the travel.
A. AIRLINE
Employees must travel by coach or economy class. Early bird check
in fees for an airline,when there is no baggage fee. may be allowed at the
discretion of the Department Director.
B. CITY VEHICLES
The City would prefer that a fleet vehicle be used when driving to the destination is
the most practical means of travel. If the City has a fleet vehicle available and the
employee chooses to use their personal vehicle that will affect the GSA rate for
mileage reimbursement which may affect the overall costs and consideration for the
method of travel. Non-City employees may not drive a City vehicle, except in the
most extreme emergency or circumstance, or if it is pre-approved by the Mayor.Any
parking or moving violations received are the responsibility of the driver.
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C. PERSONAL VEHICLES
An employee must receive specific permission from the Department Director or the
Mayor to use their personal vehicle for travel under this policy. For reimbursement,
the employee must maintain a detailed log reflecting date, purpose, and associated
odometer readings for the trip.
1. The City's mileage reimbursement form will need to be included in the Expense
Report required after the travel is completed.
2.The employee will be required to meet any other requirements of the City or its
insurer prior to departure, including but not limited to providing a copy of a valid
driver' s license and current proof of insurance.
3.The employee' s personal vehicle insurance will be the primary insurer for the
employee and their vehicle. The City's insurance will only be responsible for any
damages that may be the responsibility of the City.
4. The City will pay the GSA privately owned vehicle mileage rate for the total
business miles if a City vehicle was available.
5. An employee will not be required to use their own vehicles without their
permission, but the expense of the trip may be a factor in granting approval.
6. Accident deductibles, parking violations, moving violations while using a
personal vehicle for City business are the responsibility of the driver.
The City will not be responsible for any physical damage or claims for the use of
employee' s vehicle.The employee' s primary vehicle coverage will be primary
for any claims.
7. Business miles is the travel an employee incurs beyond normal commute mileage
from home to the office and home again)for City business.
D. RENTAL CARS
A vehicle may be rented at the destination or to travel from the Boise/Meridian area
to the destination and back.
1.There is no need to purchase additional insurance for the vehicle.The City's policy
will cover the vehicle, as long as it is being used for City business.
2. Any personal use of the vehicle will be on the employee' s insurance for coverage.
3. A vehicle is only allowed with prior authorization and must be justified that it is
necessary and economical for the benefit of the City(Use the Travel
Authorization Form).
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a. The request must indicate the necessity of the vehicle related to City
business.The employee will be responsible for the fuel, parking
expenses, or tolls for any trips that are not related to City business.
b. If a non-employee is going to drive the rental car, any additional
charges for a second driver, including necessary coverage for injuries
suffered, may be on that employee' s personal insurance.
X. LODGING
The employee must stay within the GSA hotel rate for the appropriate city
or stay at the conference hotel (if applicable).
A. When securing reservations, employees will identify themselves as government
employees to obtain the government rate, if available.The City will pay the room
charge plus applicable room taxes.
B. Hotel charges should be broken down on a per day basis on the receipt and the
expense report.
C. If two employees share a hotel room,the employee who paid for the room should
attach the original receipt to his/her expense report noting that the room was
shared and with whom.The employee that did not pay for the room should note
that on the Expense Report after the travel is completed.
D. If a non-employee shares a room, the employee will only be reimbursed for the
single room rate or provide proof that no additional costs were incurred.
XI. EARLY DEPARTURE or LATE RETURNS
The Travel Authorization Form should also note if the employee is requesting to stay
beyond the business requirement.
A. If there is an impact on the City related travel,the employee shall be personally
responsible for all additional costs.This justification should reflect that there is no
increase in total travel cost to the City.
XII. REIMBURSEMENT BY ANOTHER GOVERNMENTAL ENTITY
When other governmental or quasi-governmental agencies or organizations directly
reimburse an employee for travel,training, and other related costs where such costs
were initially borne by the City,the employee will be required to endorse the
reimbursement check over to the City or write a personal check to reimburse the City
within 10 business days of receipt of the monies.
XIII. TIME CARD ACCOUNTING
For all hourly employees they must account for their travel and time at the activity in the
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following manner:
A. Travel (To and from the activity)—Whenever possible the employee should attempt to
travel during their regular work schedule.
1. If that cannot be accomplished then traveling outside of the employee' s regular
work schedule must be approved by the Department Director.
2. All travel is compensable, and shall be considered "Hours Worked" for the
purpose of calculating overtime for the workweek.
B. By Vehicle-The City will compensate for driving time to the activity from the
time the employee leaves their City location until they arrive at the final destination.
1. Internet mapping may be used by the City to determine reasonable travel time
from the City as verification.The return shall be handled in the same manner.
2. All travel time by vehicle shall be considered Hours Worked for all employees.This
shall also apply to driving at the location of the activity in the same vehicle.
3. The employee shall enter the time on the employee' s time card as "Hours
Worked."
C. By Airline—The City will compensate air travel based upon the published flight times of
departure and arrival at the destination of the activity including layovers.
1. If the travel time significantly exceeds the published time on the itinerary or
transit time to and from the employee must get approval from the Director for
additional compensation.
XIV. Time (While engaged in the Activity)
Time at the activity(in class, conference, event) shall be considered Hours Worked and
should be entered as such. If the time of the activity would exceed the employees normal
work schedule then proof of such must be provided.
Revision Date:02/15/202 Page 389
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City of Meridian
1 Standard Operating Procedures
Number 3.6
Overtime Compensation
Purpose:
To set forth the City's procedures regarding employee eligibility for overtime compensation, and the
accumulation and payment of overtime.
Procedures and Related Information:
I. Exempt Employees
All executive, administrative, or professional employees who qualify;as exempt employees
under the Fair Labor Standards Act (FLSA) will be paid in compliance with the requirements of
the FLSA. Exempt employees are not eligible for overtime compensation. However, in
recognition of the extra time demands required of certain exempt positions, occasionally paid
time off may be taken when approved by the department director and/or the Mayor.
II. Non-Exempt Employees
All non-exempt, non-represented employees will be paid time at one and one-half the regular
rate for hours worked in excess of forty(40) hours within the seven (7) day work week as
defined in Section V of these procedures. Overtime must be approved in advance by the
employee's supervisor and will be approved only when absolutely necessary. Questions about
overtime should be directed to your supervisor or the Payroll office.
Court time for sworn law enforcement personnel, unless the court time occurs during a regular
shift, shall be paid at the rate of one and one-half times the regular hourly rate of pay for the
actual time taken for the court appearance, or two hours, whichever is greater.
III. Represented Fire Employees
Overtime for represented Fire employees shall be governed by the provisions of the collective
labor agreement.
IV. Compensatory Time
Compensatory time is time in lieu of monetary overtime compensation, which is given at a rate
of not less than one and one-half hours for each hour of overtime worked.The City does not
recognize nor allow compensatory time in lieu of overtime payment.
V. Hours Worked and Work Period Defined
A. According to the Fair Labor Standards Act, only actual hours worked are computed for the
purpose of determining hours worked for overtime calculation. In other words,vacation,
holiday, or sick time, though typically compensated, is not counted when computing hours
worked in a workweek for purposes of calculating overtime.
Revision Date:02/15 Page 390
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B. Every employee shall have a designated work period.The work period for all regular full-
time employees not covered by a collective labor agreement who are subject to the Fair
Labor Standards Act(FLSA)shall be 8, 9, or 10 hours and the established work period shall
be 40 hours. Workweeks will be one of the following:
1. Begin at 12:00 (midnight) on Sunday of each week and conclude at 11:59 p.m. on
the succeeding Saturday; or
2. Begin 12:00 noon on Friday conclude on the succeeding Friday at 11:59 a.m.;
(available to exempt employees only) or
3. Begin 12:00 noon on Monday and conclude on the succeeding Monday at 11:59
a.m.
4. Begin at 12:00 (midnight) of Saturday of each week and conclude at 11:59 p.m.
on the succeeding Friday
C. Operational demands and staffing levels may require a work period with different starting
and ending days.The department director must approve any changes in scheduling hours
or designating a different workweek. A Flextime Work Schedule Request and
Authorization Form signed by the employee, supervisor, and the department director or
designee must be forwarded to the Human Resources Department for the employee's
personnel file.
Revision Date:02/15 Page 391
Item#13.
City of Meridian
1 Standard Operating Policy
Number 4.1
Holidays
Purpose:
To set forth the policy regarding holidays observed by the City and related leave and compensation
pertaining to holidays.
Policy:
The City shall provide paid holidays to all eligible employees who are in a paid status the day before and
the day after the holiday. Represented Fire employees holiday benefits and related leave and
compensation are covered under the collective labor agreement. Holiday pay will be equivalent to the
employee's regular work schedule. Holiday pay will not be given to employees taking any unpaid leave
time the day before or the day after a holiday. Holidays must be observed on the City's designated
holiday; no individual exceptions will be made based on work schedule or other leave considerations.
Eligible employees shall be granted up to eleven paid holidays per year. Emergency service personnel or
others required to work on holidays shall be compensated for holiday hours as outlined in the Holidays
Standard Operating Procedures.
This policy shall be implemented pursuant to the Holidays Standard Operating Procedures.
Authority&Responsibility:
Payroll shall work in conjunction with Human Resources to ensure proper tracking and payment of
holiday hours for employees, including special arrangements for emergency service personnel or others
required to work on holidays.
Revision Date:02/15/202 Page 392
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City of Meridian
aWER,IDIANf-
Standard Operating Policy
Number 4.2
Vacation Leave Benefits
Purpose:
To set forth the City's policy defining vacation leave benefits and eligibility requirements.
Policy:
Eligible City employees with the exception of directors and represented employees under the collective
labor agreement shall accrue paid time off based on tenure with the organization or prior relevant
experience. Employees may use accrued time off as per this policy at their discretion with appropriate
authorization.
This policy shall be implemented pursuant to the Vacation Leave Benefits Standard Operating
Procedures.
Authority&Responsibility:
Supervisors shall ensure appropriate coverage for the employee's absence and authorize paid vacation
as appropriate so as to meet the needs of City operations. Payroll in conjunction with Human Resources
shall ensure proper tracking and payment of vacation hours for employees.
Revision Date:02/15/2 Page 393
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C�WF,Nt City of Meridian
Standard Operating Policy
Number 4.2.1
Donation of Vacation Leave to Another Employee
Purpose:
To set forth the City's policy to allow employees to donate their accumulated vacation leave to another
employee that qualifies and has exhausted all of their available leave.
Policy:
The City shall allow an employee to donate their accumulated vacation leave to another employee to
alleviate economic hardship caused by the absence from work necessitated by the qualifying event.
This policy shall be implemented pursuant to the Donation of Vacation Leave to Another Employee
Standard Operating Procedures.
Authority& Responsibility:
Employees shall make appropriate requests for use of the donated vacation leave that can be used to
supplement their regular pay while out on a qualifying leave after all their leave has been exhausted. .
Human Resources shall be responsible for administering and interpreting this policy.
Revision Date:02/15/202 Page 394
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City of Meridian
1 Standard Operating Policy
Number 4.3
Sick Leave Benefits
Purpose:
To set forth the City's policy regarding sick leave benefits for employees.
Policy:
All eligible employees will accrue sick leave benefits. Employees are expected to use sick leave in
accordance with this policy and its related procedures. Represented Fire employees shall receive sick
leave benefits per the collective labor agreement.
Any employee who abuses sick leave benefits will be subject to disciplinary action, up to and including
termination.
This policy shall be implemented pursuant to the Sick Leave Standard Operating Procedures.
Authority& Responsibility:
Supervisors and department directors or designees shall be responsible to ensure the appropriate
administration of this policy so as to prevent abuse of sick leave. Payroll in conjunction with Human
Resources shall ensure proper tracking and payment of sick leave benefits for employees.
Revision Date:02/15/202 Page 395
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City of Meridian
1 Standard Operating Policy
Number 4.4
Family and Medical Leave
Purpose:
To set forth the City's policy regarding Family and Medical Leave (FMLA).
Policy:
In conformance with the Family and Medical Leave Act of 1993, the City shall provide leave to eligible
employees for qualified medical or family related reasons.This policy shall be implemented pursuant to
the Family and Medical Leave Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall be responsible for administering and interpreting this policy.
Revision Date:02/15/202 Page 396
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City of Meridian
1 Standard Operating Policy
Number 4.5
Bereavement Leave
Purpose:
To set forth the City's policy providing paid Bereavement Leave for regular full-time employees.
Policy:
In the event of a death in the immediate family of an employee,the City allows regular full-time
employees an absence from work with pay of up to five (5) consecutive workdays. Additional time off
may be granted, utilizing the employee's accrued vacation time, consistent with the policies of the City.
The employee shall notify his/her supervisor as soon as possible to schedule the use of this leave.
This policy shall be implemented pursuant to the Bereavement Leave Standard Operating Procedures.
Authority& Responsibility:
Immediate supervisor and department director or designee shall be responsible for administration of
this policy.
Revision Date:02/15/202 Page 397
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City of Meridian
1 Standard Operating Policy
Number 4.6
Civil Leave
Purpose:
To set forth the City's policy regarding employees with paid time to serve on juries or to testify in court.
Policy:
Leave will be granted to full-time non-exempt and exempt employees scheduled to work and are called
to serve as a juror or witness for any federal, state, or local court of law. Part-time nonexempt and
exempt employees shall qualify for paid leave if called to serve as a juror or witness for any federal,
state, or local court of law during their scheduled work hours.
This policy shall be implemented pursuant to the Civil Leave Standard Operating Procedures.
Authority& Responsibility:
Employees shall notify their supervisor as soon as possible to coordinate use of Civil Leave. The Finance
Director or designee shall oversee the processing of all requests for payment of time spent serving on a
jury or to testify in court.
Revision Date:02/15/202 Page 398
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City of Meridian
1 Standard Operating Policy
Number 4.7
Military Leave of Absence
Purpose:
To set forth the City's policy regarding Military Leave of Absence in accordance with the Uniformed
Services Employment and Reemployment Services Act of 1994 (USERRA), 38 USC 4301—4335, and
applicable federal regulations and state laws.
Policy:
The City shall grant military leave of absence in accordance with USERRA and applicable federal
regulations and state laws.Additionally the City shall provide a military differential pay benefit to make
the employee's paycheck whole during the leave period. An employee may request (1) use of accrued
annual leave during a period of military leave of absence or, in the absence of a request,the employee
will receive the City's "military differential pay" benefit, but not both; and (2) Pursuant to 38 USC 4316
(b)/20 CFR 1002.149,the employee will remain on military leave of absence status for payroll purposes
whether the employee requests use of accrued annual leave or receives the City's "military differential
pay" benefit.The employee is entitled to the non-seniority rights and benefits generally provided by the
City to other employees with similar seniority, status, and pay that are on leave of absence.
This policy shall be implemented in accordance with the Military Leave Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall be responsible for administering this policy.
Revision Date:02/15/202 Page 399
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City of Meridian
1 Standard Operating Policy
Number 4.8
Leaves of Absence
Purpose:
To set forth the City's policy regarding leaves of absence.
Policy:
The City shall authorize leaves of absence at the discretion of the department director subject to
workload and other reasonable considerations during the period of requested leave.
This policy shall be implemented pursuant to the applicable Leaves of Absence Standard Operating
Procedures
Authority& Responsibility:
The department director shall be responsible for administering and authorizing any paid or unpaid leave
of absence. Such decisions shall be communicated to Human Resources for coordinating the completion
of proper forms.
Revision Date:02/15/202 Page 400
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City of Meridian
1 Standard Operating Policy
Number 4.8.1
Administrative Leave with Pay
Purpose:
To set forth the City's policy regarding administrative leave with pay.
Policy:
The City shall authorize department directors to grant discretionary paid leave to employees for
extenuating circumstances where the employees accumulated leave is unavailable or the director wants
to provide an employee a positive reinforcement for work performed.
This leave can also be used as a non-disciplinary method to remove an employee from the workplace,
without penalty, to facilitate in the general operation of the City or to allow for an investigation of a
pending complaint.
The City recognizes that all situations deserve individual scrutiny.Therefore, this policy is intended as a
guideline to the department directors to grant Administrative Leave with Pay to employees when the
employee's own accumulated leave is inadequate or unavailable.
The City further acknowledges that the department directors should have the discretion, authority, and
ultimate responsibility for the operations of their respective departments. Exercising of this discretion
should be done fairly, equitably, and with due concern to the responsibility that the City has to the
taxpayers and the public. In the exercise of their discretion,the directors should have ability to
recognize good performance and acknowledge the same by the ability to grant leave as a positive
reinforcement tool. However,the overall efficiency of the operation of the department must be
maintained.
The City also recognizes that occasional circumstances, such as an investigation may warrant the need to
remove an employee from the work group for the benefit of the City or the employee. In these instances
the employee may be better served by not being in the workplace and a penalty or punitive measure
may not be appropriate at that time.This decision will be at the discretion of the Human Resources
Director or in their absence their designee and department director, or designee with the advice and
assistance of the City Attorney as needed.
This policy shall be implemented pursuant to the Leave with Pay Standard Operating Procedures.
Authority&Responsibility:
The department director shall be responsible for administering this policy unless required to consult
with Human Resources pursuit to this policy as referenced above.
Revision Date:02/15/202
Page 401
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City of Meridian
1 Standard Operating Policy
Number 4.8.2
Leave Without Pay(LWOP)
Purpose:
To set forth the City's policy regarding use of Leave Without Pay(LWOP).
Policy:
Leave Without Pay (LWOP) is not a right or entitlement for any City employee. Employees are expected
to use all accrued paid time,vacation leave and sick leave appropriately so that LWOP does not occur.
LWOP is not appropriate as a means to gain additional vacation leave or a substitute for excessive use of
sick leave. LWOP is intended to be used for unforeseen circumstances that the employee could not have
reasonably anticipated in advance. Employees will be required to exhaust all accrued paid time, vacation
leave or sick leave, as appropriate, prior to the use of LWOP. Sick leave cannot be used as a substitute
for vacation leave. LWOP is for a short duration, up to one work week of the employee for any given
request. Employees shall not be allowed to have LWOP exceed three (3)work weeks or the equivalent
number of days per calendar year. LWOP is allowed for Family Medical Leave Act of 1993 (FMLA)
purposes pursuant to the City's FMLA policy.
This policy shall be implemented pursuant to the Leave Without Pay Standard Operating Procedures.
Authority& Responsibility:
Human Resources and Payroll are responsible to monitor LWOP and report violations to the department
director or designee of the specific employee. Department Director or designee shall review the
information provided and take corrective action, if warranted, within the pay period in which the leave
occurred.
Revision Date:02/15/202 Page 402
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City of Meridian
1 Standard Operating Policy
Number 4.9
Paid Parental Leave (PPL)
Purpose:
To set forth the City's policy regarding paid parental leave that is offered to eligible employees.
Policy:
The City recognizes that it is in a unique position to be a model for other government organizations. As
such, in an effort to provide an opportunity for parents to bond and welcome a new child to their
family,the City offers paid parental leave. Parental leave is available to regular full-time employees,
regardless of gender.
This policy shall be implemented pursuant to the Paid Parental Leave (PPL) Standard Operating
Procedures.
Authority and Responsibility:
Human Resources is responsible for the administration of this policy.
Revision Date:02/15/202 Page 403
Item#13.
C�WF,Nt J.� City of Meridian
Standard Operating Procedures
Number 4.1
CHANGES TO THESE PROCEDURES REQUIRE COUNCIL APPROVAL
Holidays
Purpose:
To set forth the City's procedures regarding the holidays observed by the City and related leave and
compensation pertaining to holidays.
Procedures and Related Information:
I. Holidays
A holiday is a day of exemption from work, granted to eligible employees as if they had actually
worked.The City observes eleven (11) holidays with pay during the calendar year:
1. New Year's Day(January 1)
2. Martin Luther King,Jr's Birthday/Human Rights Day (3rd Monday in January)
3. President's Day(3rd Monday in February)
4. Memorial Day (Last Monday in May)
5. Juneteenth (June 19)
6. Independence Day(July 4)
7. Labor Day(1St Monday in September)
8. Veteran's Day(November 11)
9. Thanksgiving (41h Thursday in November)
10. Day after Thanksgiving
11. Christmas Day (December 25)
II. Holidays must be observed on the City's designated holiday; no individual exceptions will be
made based on work schedule or other leave considerations.
III. Holidays Occurring on Saturday or Sunday
Generally, holidays falling on a Saturday are observed on the preceding Friday;those falling on
Sunday are observed the following Monday. In celebrating the above holidays, all City offices
and departments will be closed with the exception of those departments responsible for
wastewater and emergency service.
IV. Holiday Compensation for Shift or Compressed Workers
A. For employees working shifts of nine (9),ten (10), or more hours per day, a maximum of
10 holidays per calendar year will be given at the employees scheduled work hours. Shift
or compressed workweek employees are paid holiday pay at his/her assigned work
schedule.
B. Employees may not alter their assigned work schedule during a holiday week.
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V. Compensation for Holidays
A. Non-Shift regular full-time employees are paid for eight (8) hours of holiday pay for each
holiday up to a maximum of ten (10).
C. Part-Time, temporary and seasonal employees are only paid for hours worked.
D. An employee who is assigned to work on a recognized holiday will be paid for hours
worked on the holiday at the regular rate of pay holiday pay at straight time for his/her
assigned work schedule. For example, if a non-shift employee is regularly scheduled to
work on Wednesday, December 25, and is assigned to work three hours on that day,
he/she would be paid for a total of eight (8) hours of holiday pay plus three (3) hours of
straight time pay,for a total of eleven (11) hours of pay. If a shift employee is regularly
scheduled to work on Wednesday, December 25,for their normal ten (10) hour shift,
he/she would be paid for ten (10) hours of holiday plus ten (10) hours of straight time
pay,for a total of twenty(20) hours of pay.
VI. Holiday and Leave Status
A. Employees who are on leave status(vacation, sick, personal,worker's compensation,
military duty, FMLA, etc.) are not eligible for additional holiday pay. For example, if an
employee is on vacation leave during the week of December 23 through December 27,
that employee's pay would reflect four(4) days of vacation leave and one (1) day of
holiday pay. Holidays falling within approved leave time will not be counted as part of
the leave time.
B. Holiday pay will not be given to employees taking any unpaid leave time the day before
or the day after a holiday.
C. Employees terminating their employment may not use accrued leave to extend their
separation date for the purpose of receiving holiday pay or other benefits.
VII. Represented Fire Employees
Holiday leave for represented Fire employees shall be governed by the provisions of the
collective labor agreement.
Revision Date:02/15/202 Page 405
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City of Meridian
CRERIDIAN.,�— Standard Operating Procedures
Number 4.2
CHANGES TO THESE PROCEDURES REQUIRE COUNCIL APPROVAL
Vacation Leave Benefits
Purpose:
To set forth City's vacation leave benefits and eligibility requirements.The City provides paid vacation
leave as one of the many ways in which it shows its appreciation for employee's loyalty and service.
Procedures and Related Information:
I. Accrual Rates
A. Vacation accrues from the date of hire. Vacation hours accrue on a calendar'month
accrual period basis.The monthly accrual is based on length of service unless otherwise
approved in accordance with the procedures. Monthly accrued vacation hours are
posted to the employee's vacation leave balance on payday and are available to use on
the first day of the calendar month following the accrual period.An employee cannot
use vacation hours for a particular calendar month in advance or during the period in
which they are earned.
B. New Hires and re-hires with prior relevant experience, whose essential duties,
responsibilities,knowledge,skills and abilities align with a specific job description can be
credited for previous years of service with Department Director and Human Resources
Director approval. The accrual rate shall be agreed upon prior to the conditional offer of
employment to any applicant and will be effective upon hire. Credited years of service
shall not exceed a one for one ratio.
C. The monthly accrual rate for employees, other than represented employees in the Fire
department are as follows:
Length of Service Monthly Accrual Maximum
Accrual Limit
0 -2 Years 12.00 Hours 288 Hours
3-4 Years 12.50 Hours 300 Hours
5 -6 Years 13.00 Hours 312 Hours
7—8 Years 13.50 Hours 324 Hours
9—10 Years 14.00 Hours 336 Hours
11-12 Years 14.50 Hours 348 Hours
13—14 Years 15.00 Hours 360 Hours
15—16 Years 15.50 Hours 372 Hours
17—18 Years 16.00 Hours 384 Hours
19—20 Years 16.50 Hours- 396 Hours
21—22 Years 17.00 Hours 408 Hours
Page 406
Revision Date:02/15/202
Item#13.
Length of Service Monthly Accrual Maximum
Accrual Limit
23—24 Years 17.50 Hours 420 Hours
25 Plus Years 18.00 Hours 432 Hours
II. Accrued vacation hours may be carried over from one (1) calendar yearto the next up to a
two (2)year cap from the employee's maximum annual accrual limit. Any excess over the
two (2)year cap will cease to accrue until hours have been taken.
A. Regular Full-Time Employees
Eligible employees in this group would be eligible to use vacation leave once hours have
been accrued following standard department approval processes.Director use of
vacation leave is in accordance with Director Benefits Program and related Policy and
Procedures, number5.5.
B. Law Enforcement and Represented Employees under the Collective Labor Agreement.
1. Police and represented employees have a one (1)year introductory period and may
not use vacation leave benefits during the first year of employment unless approved
by the Chief.
2. Vacation leave accruals for represented employees in the Fire Department shall be
governed by the provisions of the collective labor agreement. Refer to the union
contract for breakdown of schedule.
C. Temporary,Seasonal, and Part-Time Employees
Seasonal,temporary, and part-time employees are not eligible for vacation leave
benefits.
III. Vacation Leave Approval
Approval for vacation leave must be pre-approved (except for those provisions under FMLA)
by the employee's supervisor or department director as necessary so scheduling of work can
be accomplished.
IV. Other Leave Provisions
A. Employees who leave the City's employment are paid all vacation leave accrued up to
the time of separation. Employees separating from their employment may not use
accrued leave to extend their separation date for the purpose of receiving holiday pay
or other benefits.
Page 407
Revision Date:02/15/202
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 4.2.1
Donation of Vacation Leave to Another Employee
Purpose:
To set forth the City's procedures regarding donation of vacation leave to another employee.
Procedures and Related Information:
I. ELIGIBILITY
A. All regular full-time employees are eligible to receive benefits from the pool. Employees must
exhaust all of their eligible sick and vacation leave before being eligible to use any donated
leave. Employee must have been absent from the workplace for a minimum of thirty (30) days
continuously or sixty(60) day intermittently before they are eligible to receive any donated
time.
II.ALLOWABLE USE
A. Employees may donate some or all of their accumulated vacation leave to be used by a
designated employee with qualifying event. The donated hours will be added the requesting
employee's sick leave balance.
B. Hours may be available to employees upon written request from the employee to the Human
Resources Director.
C. The Human Resources Department shall seek donation of hours from employee's department
first and then may seek additional hours up to the maximum allowed by this policy from all
employees.
III. QUALIFYING EVENT
A. Employees experiencing a significant event that removes them from the workplace, or limits
their ability to work should contact Human Resources to determine eligibility.
B. Qualifying event will be defined by the FMLA Regulatory Guidelines other than the time period
of eligibility service requirement.
C. Human Resources may request additional information, supporting documentation supporting
documentation to determine eligibility.
Revision Date:02/15/202 Page 408
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IV. OTHER PROVISIONS
A.As allowed by law, a second medical opinion may be required.
Revision Date:02/15/202 Page 409
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 4.3
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Sick Leave Benefits
Purpose:
To set forth the City's procedures regarding sick leave benefits for employees.
Procedures and Related Information:
I. Sick Leave Accrual
A. Sick leave benefits are designed to provide income protection for employees in the
event of illness, injury, or disability. Sick leave benefits are provided to regular full-time
employees at the rate of eight (8) hours per month, hours may accumulate up to ninety
(90) days or seven hundred and twenty(720) hours, and then sick accruals will cease
until hours have been taken.
B. Sick leave accrues from the start of employment based on anniversary date. An
employee is eligible to use sick leave after one (1) month of employment.
C. Sick leave hours accrued for a particular month cannot be used in advance, or during the
month they are to be earned. Sick leave must be accrued and added to the employee's
sick leave bank prior to being used.
II. Allowable Uses of Sick Leave
A. Accrued sick leave hours may be used for
1. Personal illness (including maternity related or medical disability);
2. Personal injury;
3. Illness or quarantine of employee's immediate family necessitating the employee's
absence from work. (Immediate family is defined as anyone who resides with the
employee and who depends upon the employee for regular care);
4. Personal medical related appointments, including annual wellness exams,
counseling, dental check-up, etc.;
5. Provisions under the Family and Medical Leave Act (FMLA)that provide leave to
certain employees who qualify in regards to themselves or providing care to others.
Employees should contact the Human Resources office for further details.
Revision Date:02/15/202 Page 410
Item#13.
NOTE: Employees may qualify as a primary care provider under certain conditions in FMLA.
Please contact Human Resources to discuss eligibility and necessary documentation.
B. Abuse of Sick Leave
1. Sick leave may be used as allowed in these procedures, but for no other purpose.
2. Examples of sick leave abuse may include, but are not limited to, a pattern of sick
leave being taken on days preceding or following weekends, holidays or vacation
leave. Sick leave may not be taken as additional or as a substitute for vacation
leave.
3. Supervisors and department directors or designees shall be responsible to ensure
the appropriate administration of sick leave use.
4. Excessive use of sick leave that causes loss of individual or work group productivity
should be documented by the supervisor and may be grounds for disciplinary action,
up to and including termination.
5. Any falsification of sick leave use may result in disciplinary actions, up to and
including termination.
III. Notification Requirements
A. An employee who is unable to report to work because of a qualified use for sick leave
must notify his/her supervisor at least one half(%) hour prior to his/her work shift or(if
in the case of an accident or emergency) as soon as possible. An employee's needing
consecutive sick leave must notify his/her supervisor each day of his/her absence,
unless otherwise approved.
B. Paid sick leave of three (3) consecutive days or more will not be approved without
submission by the employee to his/her supervisor, upon return to work of a written
signed confirmation from a health care provider stating that the employee was unable
to perform his/her duties. Supervisors must forward a copy of the confirmation to
Human Resources. In some circumstances and employee may be required to provide
additional documentation that the employee is able to perform his or her duties.An
employee may be required to provide medical documentation prior to the use of three
(3) consecutive days of sick leave to ensure compliance with the provisions of this policy
and the Family Medical Leave Act.
C. Employees must accurately and timely record all sick leave used on their timecard in
the appropriate payroll period.
IV. Other Leave Provisions
Revision Date:02/15/202 Page 411
Item#13.
A. An employee who is on workers compensation will continue to accrue sick leave
benefits.
B. An employee on unpaid personal leave for more than one half of the workweek will
not accrue any sick leave benefits while on leave.
C. At the time of separation of employment with the City, all accrued sick leave shall be
forfeited and shall not be paid. Such forfeited sick leave shall not be reinstated upon an
individual who may be rehired by the City, except for layoffs.
D. Seasonal, part-time, and/or temporary employees are not eligible for sick leave benefits.
E. Sick leave provisions for represented Fire employees shall be governed by the provisions
of the collective labor agreement.
Revision Date:02/15/202 Page 412
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 4.4
Family and Medical Leave
Purpose:
To set forth the City's Family and Medical Leave (FMLA) procedures in conformance with the Family and
Medical Leave Act of 1993.
Procedures and Related Information:
I. Leave Purposes and Benefits
A. In order to comply with FMLA, eligible employees are entitled to twelve (12) weeks of
leave for the following reasons:
1. The birth and placement for adoption or foster care of a child, within twelve (12)
months of the birth or adoption.
2. The serious health condition of a spouse, child, or parent.
3. The employee's own serious health condition.
4. The military leave of a spouse, child or parent.
5. To care for a spouse, child or parent that is a military veteran with a serious health
condition.
B. For employees whose spouses are employed with the City, leave may be limited to a
combined total of up to twelve (12)weeks of unpaid leave in a twelve (12) month period
if the leave is taken for the birth of a child, placement of a child for adoption or foster
care, or to care for a parent with a serious health condition.
II. Definitions
For purposes of these FMLA procedures,the following definitions shall apply:
A. Eligible Employees-shall mean any person employed for at least twelve (12) months,
and who has worked 1,250 hours or more during the twelve (12) months prior to the
leave request.
B. Child -shall include the biological, adopted,foster, stepchild, legal ward, or a child of an
individual legally acting in the parent's stead.The child must be under the age of
eighteen (18) unless he/she is incapable of self-care because of physical or mental
disability.
Revision Date:02/15/202 Page 413
Item#13.
C. Spouse- means a husband or wife as defined and recognized under Idaho State law for
purpose of marriage.
D. Parent-means biological parent or an individual who stands or stood in place of a
biological parent.This term does not include parents-in-law.
E. Serious Health Condition -means an illness, injury, impairment, or physical or mental
condition involving either inpatient care or continuing treatment by a health care
provider.
F. Twelve (12) month period - means a "rolling" twelve (12) month period, measured
backward from the date an employee starts his/her FMLA approved leave.
G. Certification - means a statement by a health care provider which includes:
1. The date on which the serious health condition began.
2. The probable duration of the condition.
3. Appropriate medical facts regarding the condition.
4. A statement that the employee is needed to care for a spouse, child or parent, along
with the estimated length of time; or
5. That the employee is unable to perform his/her duties.
6. In the case of intermittent leave,the dates and duration of treatment to be given.
III. The certification notice must be provided within fifteen (15) days from the date it is requested
by the City.The City may, at its expense, obtain an opinion from a second health care provider
(of the City's choosing) or third health care provider(chosen jointly by the employee and the
City).
IV. Notice and Confirmation of Leave
An eligible employee must notify the City of the need to request FMLA leave under this policy no
later than thirty(30) days prior to the beginning date of such leave. In the event of an
emergency,the employee must provide as much notice as is practical. In the event of leave for a
serious medical condition or treatment which is foreseeable, employees are required to make a
reasonable effort to schedule treatment so as to not unduly disrupt work operations and to
provide the thirty(30) day notice; or such notice as is practical.
V. Duration of Leave and Methods of Taking Leave
A. An employee may be given up to a maximum of twelve (12) weeks for a leave under
FMLA. However, in situations where the reason for leave is to care for a sick family
member or for their own serious health condition,the employee may be permitted to
Revision Date:02/15/202 Page 414
Item#13.
use up to the twelve (12)total weeks on leave on an intermittent basis or on a reduced
workweek schedule, if it is medically necessary to do so.
B. Under FMLA an employee may take reduced or intermittent leave when it is medically
necessary to care for a serious health condition for his/her family member or for the
employee's own serious health condition. Employees will be required to provide
additional medical certification by a qualified health care provider that states this
accommodation is medically necessary.The certification must specify how long the
leave will be necessary. In the case of military leave, documentation of the military
orders and sufficient documentation to establish the employee's relationship to the
military service member will be required. Employees on reduced or intermittent leave
may be required to transfer temporarily to an available alternative position with
equivalent pay and benefits that can accommodate the recurring periods of leave or
reduced work schedule.
C. Intermittent or reduced leave to care for a newborn or newly placed adopted or foster
care child may be approved by the City if the department director or designee can
accommodate the work schedule.
D. While on FMLA approved leave, the City may require that the employee periodically
report his/her status and intention to return to work.The City may also require that an
employee on FMLA approved leave obtain subsequent re-certification of a serious
health condition.
VI. Benefits While on FMLA approved Leave
A. Employees will be required to coordinate any available vacation and sick leave with
workers compensation, short-term and long-term disability to make up the difference in
salary before utilizing leave without pay.The paid leave will be counted toward the
twelve (12) weeks of FM LA.
B. Employees who do not have accrued leave time are eligible to take up to twelve (12)
weeks of unpaid leave under FMLA, provided that the employee meets the definitions of
eligibility.
C. The City will continue health benefits for employees on FMLA approved leave up to
twelve (12) weeks under the same conditions as if the employee had continued to work.
Except in certain circumstances, if an employee does not return from a FMLA approved
leave, he/she may be required to reimburse the City for their share of health premiums
that were paid by the City on his/her behalf to continue his/her employee coverage(s)
while on leave.
D. For any period, an employee receives paid leave benefits,the City will deduct the
employee's premium portion through payroll deductions. For unpaid leaves, employees
will be required to make arrangements with the City to pay for his/her portion of the
health, dental, and supplemental insurance premiums while out on leave.
Revision Date:02/15/202 Page 415
Item#13.
VII. Effect on Other City Benefits
A. Employees on FMLA approved leave will not lose seniority or employment benefits.
However, an employee who takes FMLA approved leave and moves into an unpaid
status for at least one workweek will incur a reduction in their vacation and sick leave
accruals.
B. The City cannot cover all the details concerning FMLA procedures. Employees with
questions should contact the Human Resources department for additional information.
Revision Date:02/15/202 Page 416
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 4.5
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Bereavement Leave
Purpose:
To set for the City's procedures regarding paid time off for regular full-time employees to address the
needs of the employee upon the death of a member of the employee's immediate family.
Procedures and Related Information:
I. In the event of a death in the immediate family of an employee,the City allows regular full-
time employee an absence from work with pay of up to five (5) consecutive workdays.
Additional time off may be granted, utilizing the employee's accrued vacation time 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 of this 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, foster, or"step" relationships will be considered the same as any
other family relationship
III. Bereavement Leave provisions for represented employees in the Fire Department shall be
governed by the provisions of the current collective labor agreement.
Revision Date:02/15/202 Page 417
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 4.6
Civil Leave
Purpose:
To set forth the City's procedures regarding employees with paid time to serve on juries or to testify in
court.
Procedures and Related Information:
I. Leave will be granted to full-time and part-time non-exempt and exempt employees who are
scheduled to work and called to serve as a juror or witness for any federal, state, or local court
of law. Civil leave is not allowed in personal matters in which the employee is a litigant such as a
petitioner, respondent, plaintiff, or defendant.
II. Compensation for Civil Leave
A. Full pay will be given only when:
1. The employee is required to serve as a juror or appear as a witness in a matter
other than one personal to the employee.
2. The employee serves on a day that would have been a regularly scheduled
workday.
3. Non-exempt employees will be paid for only the hours they were scheduled to
work while on civil leave.
4. Exempt employees will be paid their normal salary while on civil leave.
B. Court fees paid by the court and received by an employee including mileage
reimbursement are not required to be remitted to the City.
III. Notification Requirement
A. Employees are required to provide a copy of the court notification of civil duty when
received to their supervisor.
B. Employees are required to correctly report civil duty on their timecard during the period
served.
IV. Other General Provisions
Revision Date:02/15/202 Page 418
Item#13.
A. Employees released from jury duty on a scheduled workday are required to immediately
report to work. Failure to do so may result in disciplinary action up to and including
termination.
B. An employee who is directed to appear as a witness for the Federal government, State
of Idaho, or to attend court or other official hearings or trials in connection with his/her
official duties is not to be considered absent from duty.
C. Employees requested to serve as a member of a jury are not to be considered absent
from work.
D. Represented Fire employees are provided Civil Leave in accordance with the collective
labor agreement.
Revision Date:02/15/202 Page 419
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 4.7
Military Leave of Absence
Purpose:
To set forth the City's procedures regarding Military Leave of Absence in accordance with the Uniformed
Services Employment and Reemployment Services Act of 1994 (USERRA), 38 USC 4301 -4335, and
applicable federal regulations and state laws.
Procedures and Related Information:
I. Employees who are called to active duty and enter military service or the reserves by
commission, draft, or enlistment, on a voluntary or involuntary basis, shall be granted military
leave of absence for that purpose and at the conclusion of such leave of absence shall be
reinstated in accordance with USERRA and all applicable federal regulations and state laws.
II. Pursuant to 20 CFR 1002.85, a service-member must provide advanced notice of service to
Human Resources with the exceptions outlined in 20 CFR 1002.86, but is not required to provide
orders to perform service. He/she must only provide orders for periods of service greater than
30 days upon his/her return from service as outlined in 20 CFR § 1002.121.
III. During military leave of absence, an employee's benefit coverage will be the same as for any
other employee on leave of absence. Medical coverage may be continued based on the
provisions of USERRA. Employee's dependents may remain on the City's medical benefits
program,when the employee is on active military duty, but they must pay the same premium
amounts as if the employee were currently working for the City.This option may be continued
for a period of time as set forth in 20 CFR 1002.164.
IV. Employees may request use of any earned, accrued vacation leave during the military leave of
absence if they wish; however,they are not obliged to do so.Accrued leave need not be
exhausted prior to the start of the employee's leave period. Additionally,the City shall provide
a "military differential pay' benefit to make the employee's paycheck whole during the leave
period. An employee may request (1) use of accrued annual leave during a military leave of
absence or, in the absence of a request,the employee will receive the City's "military
differential pay' benefit, but not both; and (2) during a period of military leave of absence,the
employee will remain on military leave of absence status for payroll purposes whether the
employee requests use of accrued annual leave or receives the City's "military differential pay'
benefit. Therefore,the City's military differential pay benefit does not include overtime, swing-
up, or Kelly days or any other paid leave benefits. Employees are eligible for the City's "military
differential pay" benefit up to twelve (12) months. Extensions beyond twelve months must be
approved by the Mayor and City Council.
V. To receive the "military differential pay" benefit,the employee must submit all military orders
or proof of service as outlined in 20 CFR § 1002.121 - 123 to Human Resources for initiation of
Revision Date:02/15/202 Page 420
Item#13.
proper paperwork. A copy of the military orders or proof of service shall be placed in the
employee's personnel file, and related paperwork will be forwarded to Finance for processing.
VI. Questions about these procedures and related policy should be directed to the Human
Resources Director, or designee who shall have the responsibility for interpretation to assure
similar treatment of employees on a citywide basis.
Revision Date:02/15/202 Page 421
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 4.8
Leaves of Absence
Purpose:
To set forth the City's procedures regarding leaves of absence.
Procedures and Related Information:
I. Scope and Eligibility
These procedures apply only to those requested leaves, which are for a purpose other
than, or ineligible under, FMLA. In addition,these leaves of absence and related
procedures will apply in cases where all twelve (12) weeks of FMLA have been
exhausted and an employee requests additional time off for a purpose ordinarily
qualifying under the FMLA. Only regular full-time employees are eligible for a leave of
absence under these procedures policy.
II. An employee requesting a leave of absence must make the request in writing to his/her
department director, who may approve the request subject to workload and other
reasonable considerations during the period of requested leave for a period not to
exceed thirty (30) days. Such decisions shall be communicated to Human Resources for
coordinating and completion of proper paperwork. Prior to approval of a leave of
absence request, employees must exhaust all accrued vacation leave; if the request is
for an allowed use of sick leave,then all sick leave accrual must also be exhausted. A
request for a leave of absence for a period exceeding thirty(30) days may only be
granted by the Mayor, who will establish the terms upon review of the written request.
Human Resources will coordinate the processing of a request for leave of absence
exceeding thirty(30) days with the employee,the employee's department director, and
the Mayor's Office.
III. Due to fluctuating business needs,the City cannot guarantee re-employment upon
return from a leave of absence. If an employee's position or a comparable position is
not available,the employee's name shall be placed on a hiring list for six (6) months and
will be considered for future vacancies for which the individual is qualified. After six (6)
months, he/she will be required to re-apply like any other applicant.
IV. The City will afford reasonable accommodation to qualified employees with a known
disability or for an employee's religious beliefs.
Revision Date:02/15/202 Page 422
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V. The City will also provide leave under particular circumstances as mandated by federal
or state law, including but not limited to Military Leave. For information regarding
Military Leaves of Absence refer to SOP 4.7.
VI. While an employee is on a leave of absence, City benefits and paid leave accruals will
stop. Employees may choose to pay the applicable premium to the City in order to
maintain insurance benefits during the leave of absence; the employee shall contact
the Human Resources office to make necessary arrangements for payment of insurance
premiums.
Revision Date:02/15/202 Page 423
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 4.8.1
Administrative Leave with Pay
Purpose:
To set forth the City's procedures regarding Administrative Leave with Pay.
Procedures and Related Information:
I. Administrative Leave with Pay for other than investigative purposes for one day or less of the
employee's normal work day shall be at the discretion of the department director.
II. Administrative Leave with Pay for other than investigative purposes for more than the
employee's normal work day, but not to exceed one (1) regular work week of the employee
shall be at the discretion of the department director with the approval of the Human Resources
Director.
III. Administrative Leave with Pay for more than one (1) regular work week of the employee shall
be at the discretion of the department director with the approval of the Human Resources
Director and the Mayor.
IV. Administrative Leave with pay for investigative purposes for any length of time shall be at the
discretion of the Human Resources Director and in consultation with the City Attorney, and the
Mayor, if warranted. Human Resources shall inform the department director of the
employee(s) leave of absence status as necessary.
A. In some instances for investigative purposes it maybe necessary to seek approval of the
City Council for this leave.The decision to seek approval from the City Council shall
be at the discretion of the Human Resources Director or City Attorney and the Mayor.
Revision Date:02/15/202 Page 424
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 4.8.2
Leave Without Pay(LWOP)
Purpose:
To set forth the procedures regarding use of Leave Without Pay(LWOP).
Procedures and Related Information:
I. Part-time,Temporary, Seasonal Employees
A. All part-time, temporary, or seasonal employees are eligible to request and receive this
type of leave.
B. The request must be reviewed and approved by the department director or designee.
LWOP can only be approved for one (1)work week at a time. Employees shall not be
allowed to have LWOP exceed three work weeks or the equivalent number of days per
calendar year.
C. LWOP forms are available on Human Resources Intranet Page. All department approved
leave shall be submitted on the form and returned to Human Resources.
D. Using LWOP when it is not approved is subject to discipline up to and including
termination.
E. Using LWOP for purposes of taking additional leave, other than what is protected by law,
that creates a pattern of absence in the department director's estimation which is
detrimental to job responsibilities and expected productivity or to the employee's work-
group's responsibilities and expected productivity, may be subject to disciplinary action,
up to and including termination.
II. Regular Full-time Employees
A. If an employee has exhausted all accrued vacation leave, or sick leave if applicable, and
needs additional time for unforeseen circumstances they must request LWOP from their
immediate supervisor with an explanation of the need for LWOP and the duration.
B. The request must be reviewed and approved by the department director or designee.
LWOP can only be approved for one (1)work week at a time. Employees shall not be
allowed to have LWOP exceed three work weeks or the equivalent number of days per
calendar year.
Revision Date:02/15/202 Page 425
Item#13.
C. LWOP forms are available on the Human Resources Intranet Page.All approved leave
shall be submitted on the LWOP form and the form shall be returned to Human
Resources.
D. If the LWOP is approved then the employee's pay is reduced by the amount of hours of
LWOP that is granted. LWOP will cause the employee's vacation and sick accruals to be
reduced for that pay period. Each request for LWOP that meets or exceeds 50%of the
employees' workweek will result in a loss of accrual of both vacation and sick leave of
two (2) hours of each leave.
E. If an employee is on LWOP status on the day before or after a City Holiday then they will
not receive pay for the holiday either.
F. Using LWOP for purposes of taking additional leave, other than what is protected by law,
that creates a pattern of absence detrimental to job responsibilities and expected
productivity or to the employee's work-group's responsibilities and expected
productivity, may be subject to disciplinary action, up to and including termination.
III. Unauthorized Leave Without Pay
A. Employees are responsible to know whether they have adequate sick leave or vacation
leave for any request for leave. Employees that use leave that hasn't been accrued at the
time shall be subject to discipline.
B. Using LWOP when it is not approved is subject to disciplinary action, up to and including
termination.
IV. Leave Without Pay Requests, Review, and Corrective Action
A. Human Resources and Payroll are responsible to monitor LWOP and report violations to
the department director or designee of the specific employee.
B. Department Director or designee shall review the information provided and take
corrective action, if warranted,within the pay period in which the leave occurred.
Revision Date:02/15/202 Page 426
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 4.9
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Paid Parental Leave (PPL)
Purpose:
To set forth the City's procedures regarding paid parental leave that is offered to eligible employees.
Procedures and Related Information:
I. Definition
Parental leave refers to paid time off following the birth of an employee's natural child or
the legal placement of a child with an employee for the purposes of adoption. The maximum
amount of paid parental leave, per eligible occurrence, is 480 hours(12 week equivalent).
The 480 hours of paid parental leave may be used consecutively or intermittently but will run
concurrently with the 12-week approved FMLA event.
II. Eligibility
A. Coverage and Eligibility: An employee's eligibility for Paid Parental Leave shall be made
based on the employee's months of service and hours of work as of the date of the
qualifying life event. Employees who become parents via birth,adoption are considered
Eligible Employees if:
1. Employee is classified as Regular Full Time.
2. Employee must be eligible for Family and Medical Leave (FMLA)by being in pay status
for at least 1,250 hours in the previous 12-month period.
3. Eligibility determinations are made as of the date that the child is born or placed via
adoption.
4. If both parents are Eligible Employees, each may receive Paid Parental Leave. Both
parents may take their leave simultaneously or at different times within the FMLA 12-
week eligible period.
B. Paid Parental Leave (PPL) provisions for represented employees in the Fire Department
shall be governed by the provisions of the current collective labor agreement.
III. Certification of Eligibility for Parental Leave
A. Eligible Employees shall be required to certify that they will use Paid Parental
Leave to give birth to a child or will use Paid Parental Leave to care for or bond
with a child.
B. Employees may be required to submit documentation (if applicable)to Human
Revision Date:02/15/202 Page 427
Item#13.
Resources. Official documents may include but not limited to:
Qualifying Event Acceptable Documentation
Adoption • Adoption Order
• Proof of Placement
Birth • Birth Certificate or Report of Birth
• Custody Order
• Proof of Placement
C. Documents provided must show the date of birth or date of placement, if
placement was other than the date of birth.The name of the legal parent must
appear on the birth certificate, a legal document establishing paternity or a legal
document establishing adoption.
IV. Timecard Requirements:
A. Eligible employees will account for paid parental leave hours using the"parental
leave" column of the timecard. Eligible employees will also track FMLA hours in
the "FMLA" column of the timecard,to run concurrently with the paid parental
leave hours.
Revision Date:02/15/202 Page 428
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 5.1
Group Health and Related Benefits
Purpose:
To set forth the City's policy regarding group health and related available benefits for eligible City
employees.
Policy:
For all eligible employees, the City of Meridian provides comprehensive health,vision, dental, life, and
short and long-term disability insurance, along with voluntary life insurance plans, deferred
compensation limited disability programs,401K and a cafeteria plan. Employee and/or Family coverage
is available to eligible employees provided the employee pays their premium share. Some of these
benefits are fully paid by the City and others require the employee to share the cost of the premiums.
Represented Fire employees should refer to the collective labor agreement for details regarding
benefits.
This policy shall be implemented pursuant to the Group Health and Related Benefits Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall ensure that all employees are enrolled in appropriate benefits programs
determinant upon the eligibility of the employee.
Revision Date:02/15/202 Page 429
Item#13.
City of Meridian
1 Standard Operating Policy
Number 5.2
Federal Consolidated Omnibus Budget Reconciliation Act (COBRA)
Purpose:
To outline the City's policy regarding the opportunity for employees to continue health-related benefits
at their own expense after employment, reduction of hours, or while on an unpaid leave of absence of
more than thirty(30) days.
Policy:
As per COBRA, employees and their qualified dependents are provided the opportunity to continue
health insurance coverage under the City's health plan at their own cost following a qualifying event
that would normally result in the loss of eligibility (e.g., termination, resignation, etc.).
This policy shall be implemented pursuant to the Federal Consolidated Omnibus Budget Reconciliation
Act (COBRA) Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall oversee the administration of this policy.
Revision Date:02/15/202 Page 430
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 5.3
Public Employees Retirement System (PERSI)
Purpose:
To set forth the City's policy regarding the City's retirement plan under the Idaho State Public Employees
Retirement System (PERSI) and eligibility for participation in the program.
Policy:
Consistent with State law, regular full-time and part-time employees (working twenty (20) hours or
more in a work week) and seasonal employees (working eight(8) months or longer) at a minimum of
twenty(20) hours per week is covered under the Public Employees Retirement System of Idaho (PERSI).
This policy shall be implemented pursuant to the PERSI Retirement Program Standard Operating
Procedures.
Authority& Responsibility:
Human Resources shall oversee the administration of this policy.
Revision Date:02/15/202 Page 431
Item#13.
City of Meridian
1 Standard Operating Policy
Number 5.4
Education Reimbursement
Purpose:
To set for the City's policy regarding educational reimbursement provided by the City.
Policy:
The City encourages employees to expand their knowledge and skills through participation in outside
educational programs during non-working hours. The City will assist regular full-time employees in
furthering their education by contributing to the cost of approved taken at accredited institutions.
This policy shall be implemented pursuant to the Education Reimbursement Standard Operating
Procedures.
Authority& Responsibility:
Department Director, or designee, along with the Human Resources Department are responsible for
administering this policy.
Revision Date:02/15/202 Page 432
Item#13.
City of Meridian
1 Standard Operating Policy
Number 5.5
Director Benefits Program
Purpose:
To set forth the City's policy outlining 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 City Council.This benefit
plan was developed to insure that the City of Meridian can attract and retain the most qualified
directors.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.
This policy shall be implemented pursuant to the Director Benefits Program Standard Operating
Procedures.
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 its normal measures.
Revision Date:02/15/202 Page 433
Item#13.
City of Meridian
1 Standard Operating Policy
Number 5.6
Retirement Match Program
Purpose:
To set forth the City's policy regarding the Retirement Match Program.
Policy:
In support of the City's Vision to provide competitive benefits for all employees post retirement needs,
the City has established a retirement match program for all regular full time employees and elected
officials contributing to an allowable Retirement Plan as defined in this policy.
This policy shall be implemented pursuant to the Retirement Match Program Standard Operating
Procedures.
Authority& Responsibility:
Human Resources is responsible for the administration of this policy.
Revision Date:02/15/202 Page 434
Item#13.
�WENt F City of Meridian
Standard Operating Policy
Number 5.7
Vacation Leave Accrual Rollover Program
Purpose:
To set forth the City's policy regarding the Vacation Leave Accrual Rollover Program.
Policy:
The Vacation Time Accrual Rollover Program was designed in support of the City's Vision to provide
competitive benefits for all employees' post retirement needs. City Council has the authority to approve
or deny the Vacation Leave Accrual Rollover Program at any time to maintain the financial stability of
the City.
This policy shall be implemented pursuant to the Vacation Leave Accrual Rollover Program Standard
Operating Procedures.
Authority and Responsibility:
Human Resources Department is responsible for administering this Policy.
Revision Date:02/15
Page 435
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 5.1
Group Health and Related Benefits
Purpose:
To set forth the City's procedures regarding available group health and related benefits for eligible City
employees.
Procedures and Related Information:
I. Regular full-time employees and City elected officials will receive a full packet of information
explaining all benefits provided or offered through the City during their respective New
Employee Orientation. Copies of the insurance summary plan documents are available through
the Human Resources office as well as on the City Intranet Human Resources page. Benefits are
subject to change and are not guaranteed. Questions regarding benefits should be directed to
Human Resources.
II. Insurance Coverage
Group health, dental,vision and EAP insurance coverage, life insurance, short-term disability,
and long-term disability for eligible employees begins on the first day of the month following
the first date of employment.
III. Seasonal employees may be eligible for benefits depending on the length of employment. For
additional information contact Human Resources.
Revision Date:02/15/202 Page 436
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 5.2
Federal Consolidated Omnibus Budget Reconciliation Act (COBRA)
Purpose:
To set forth the City's procedures regarding the opportunity for employees to continue health-related
benefits at their own expense after employment, reduction of hours, or while on an unpaid leave of
absence of more than thirty(30) days.
Procedures and Related Information:
I. Qualifying Events
The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and
their qualified beneficiaries the opportunity to continue health insurance coverage under the
City's health plan when a "qualifying event"would normally result in the loss of eligibility.
Some common qualifying events are resignation,termination of employment (for reasons
other than gross misconduct), or death of an employee; a reduction in an employee's hours or
leave of absence; an employee's divorce or legal separation; and a dependent child no longer
meeting the eligibility requirements.
II. Written Notification
The City provides each eligible employee with a written notice describing rights granted under
COBRA when employees become eligible for coverage under the City's health insurance plan.
The notice contains important information about employees' rights and obligations. Employees
will have sixty(60) days from the date of coverage loss or sixty(60) days from the date that
they received such information, whichever is later,to elect continued coverage.
III. Financial Responsibility
Under COBRA,the employee or beneficiary pays the full cost of coverage at the City group
rates plus an applicable administration fee. Coverage will end if any of the following events
should occur:The City no longer provides group health coverage to any of its employees;the
premium for continued coverage is not paid; the employee becomes covered as an employee
or otherwise under another group health plan; or the employee becomes eligible for Medicare.
IV. Any questions concerning COBRA rights should be directed to Human Resources.
Revision Date:02/15/202 Page 437
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 5.3
Public Employees Retirement System (PERSI)
Purpose:
To set forth the City's procedures regarding the City's retirement plan under the Idaho State Public
Employees Retirement System (PERSI) and eligibility for participation in the program.
Procedures and Related Information:
I. Employee Eligibility
Regular full-time employees, part-time employees working twenty(20) hours or more in a
work week, and seasonal employees working eight (8) months or longer at a minimum of
twenty (20) hours per week are covered under the Public Employees Retirement System of
Idaho (PERSI).
II. Subscriber costs are paid by both the City and the employee.
III. Questions regarding PERSI coverage and other benefits should be directed to Human
Resources.
Revision Date:02/15/202 Page 438
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 5.4
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Education Reimbursement
Purpose:
To set forth the City's procedures regarding educational reimbursement provided by the City.
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 approved courses
taken at accredited institutions.The City will reimburse up to $3,000.00 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$3,000.00 for
registration, tuition, fees and books with the prior approval of the Mayor.The funding for any
additional reimbursement above the standard threshold must come from the department's
current budget for training. Approval will be on an annual basis in conjunction with the City's
annual budget development process. Students must pay the institution directly. No billing
statements shall be sent to the City of Meridian finance or any other department for education
reimbursement purposes.
III. To be eligible for reimbursement the courses must be approved in advance of participation by
the department director.
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 to Human Resources for processing.
V. The Application for Education for Reimbursement Form is located on the Human Resources
Intranet page or contact Human Resources.
VI. Education Reimbursement provisions for represented employees in the Fire Department shall
be governed by the provisions of the current collective labor agreement.
Revision Date:02/15/202 Page 439
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 5.5
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Director Benefits Program
Purpose:
To set forth the City's procedures outlining additional benefits for the department directors of the City.
Procedures and Related Information:
I. The department directors shall receive the following benefits in addition to the other City
benefits provided:
A. No introductory period of employment;
B. Annual Leave accrual at 18 hours per month with a maximum accrual of 432 hours;
C. Ability to convert up to% 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);
D. Upon beginning of employment,the director will receive a bank of 40 hours of sick leave
and 16 hours of annual leave;
E. The City will pay for an additional $80,000 in life insurance coverage above and beyond
the City provided coverage;
F. 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;
G. If necessary,the City will provide "make-up" pay between STD and the director's salary
for up to 90 days or until Long Term Disability(LTD) becomes available. Director's own
available leave must be applied first;
H. If necessary,the City will provide "make-up" pay between LTD and the director's salary
for up to 90 days. Director's own available leave must be applied first.
II. In areas where director benefits exceed regular employee benefits, directors shall receive the
greater benefit.
Revision Date:02/15/202 Page 440
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 5.6
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Retirement Match Program
Purpose:
To set forth the City's procedures regarding the Retirement Match Program and eligibility requirements.
Procedures and Related Information:
I. Eligibility
a. All regular full time employees and elected officials contributing to an allowable
Retirement Plan as defined in these procedures.
b. Retirement Match provisions for represented employees in the Fire Department shall be
governed by the provisions of the current collective labor agreement.
II. Employer Match Amount
a. The City of Meridian will match up to a maximum of 2%, or as approved by City Council,
of all employee investments into an allowable Retirement Plan as defined in the
procedures per pay period.
b. The Retirement Match Program is not eligible for Vacation or Sick Time Accrual Rollover
Programs.
III. Allowable Retirement Programs
a. The City of Meridian allowable deferred compensation retirement programs:
i. PERSI Choice 401K
ii. State 457 Pre-Tax Retirement Plan
IV. Employee Match Amount
a. Employees electing to participate in the City Retirement Program are limited to whole
percentage contribution amounts.
i. Allowable contribution amounts:
1. 1%
2. 2
V. Roles and Responsibilities
a. Eligible employees are responsible for establishing an allowable retirement account.
b. Eligible employees are responsible for notifying Human Resources of their Employee
Contribution distribution to allowable retirement plans.
c. Human Resources is responsible for managing all paperwork associated with employee
contribution amounts.
Revision Date:02/15/202 Page 441
Item#13.
�WENt J— City of Meridian
Standard Operating Procedure
Number 5.7
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Vacation Leave Accrual Rollover Program
Purpose:
To set forth the City's procedures regarding the Vacation Leave Accrual Rollover Program.
Procedures and Related Information:
I. Eligible Employees
A. All regular full-time employees who have been employed with the City for at least
twenty-four(24) months.
B. Vacation Leave Accrual Rollover provisions for represented employees in the Fire
Department shall be governed by the current collective labor agreement.
II. Minimum Vacation Balance Requirements
A. All eligible employees must have an available accrued vacation leave balance of at
least 50%of their maximum possible vacation balance as of March 31.
III. Allowable Rollover Conversions
A. All eligible employees may convert any amount of available accrued vacation hours
greater than 50%of their maximum possible vacation balance as of March 31.
B. All eligible employees must maintain a minimum vacation balance of at least 50%of
the maximum allowable vacation balance to participate in the Vacation Leave Accrual
Rollover Program.
1. Example
a. Employee A currently has 200 accrued vacation hours as of March 31.
b. Employee A has a maximum possible balance of 250 per policy.
c. Employee A can convert up to 75 hours and participate in the Rollover
Program.
(1). 50%of maximum 250 balance = 125 maximum possible
conversion amount.
Revision Date:02/15
Page 442
Item#13.
i. Employee can only convert up to 50%of the maximum
accrual balance.
ii. Employee must maintain a minimum vacation balance of
at least 50%of the maximum allowable vacation balance
to participate in the Rollover Program.
(2). 200 currently available vacation hours minus 125 =75 allowable
hours to convert.
IV. Allowable Redemption Methods
A. All vacation rollover conversions will be conducted at a 1:1 ratio.
B. All vacation rollover conversions will be invested into either City offered deferred
compensation programs (employees are limited to one selection):
1. PERSI Choice 401k
2. 457 State Pre-Tax Retirement Plan
C. All vacation rollover conversions will not be eligible for the Retirement Match
Program.
V. Conversion Hourly Rate
A. All vacation rollover conversions will be conducted at a 1:1 ratio utilizing the
employee's hourly rate following March 31st rollover period.
VI. Rollover Period
A. Rollover Period will be annually after March 31.
B. Rollover conversion of investments will occur annually during the month of May.
VII. Notification Requirements
A. Employees are responsible for informing the Vacation Leave Accrual Rollover Program
administrator annually of their rollover selections.
B. Human Resources Department will be responsible for sharing available accrued
vacation hours to all eligible employees.
Revision Date:02/15
Page 443
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.1
Life-Threatening Illness
Purpose:
To set forth the City's policy regarding working with employees who have a life-threatening illness.
Policy:
The City recognizes that employees with a life-threatening illness may wish to continue their
employment.The City also recognizes that it must satisfy its legal obligation to provide a safe work
environment for all employees, customers, and other visitors to its premises.
As long as an employee with a life-threatening illness is able to perform the essential functions of
his/her job in accordance with City policy,the employee may be permitted to continue work from their
workplace or remote location as circumstances warrant.
This policy shall be implemented pursuant to the Life-Threatening Illness Standard Operating
Procedures.
Authority&Responsibility:
The interpretation and administration of this policy shall be the responsibility of the Human Resources
Director or designee in accordance with ADA and HIPPA,the City's Remote Work Policy and Procedures,
and other federal or state public health and safety regulations as may be applicable. Working locations
will be determined by the department director or designee and the Human Resources Director or
designee.
Revision Date:02/15/202 Page 444
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.2
Use of City-Owned Equipment
Purpose:
To set forth the City's policy regarding the use by employees of City-owned equipment, resources, and
assets, as individually or collectively defined in sections 6.2 through 6.2.7 of the City's Standard
Operating Policies and Procedures.
Policy:
All City-owned equipment, resources, and assets shall be used solely for the purpose of meeting the
City's operational, business goals, and objectives. All City-owned equipment, resources, and assets shall
be used only for business purposes unless otherwise authorized. No unauthorized personal use of City-
owned equipment, resources, and assets shall be allowed.
This policy shall be implemented pursuant to the Use of City-Owned Equipment Standard Operating
Procedures in conjunction with Sections 6.2.1 through 6.2.7 of the City's Standard Operating Policies and
Procedures.
Authority& Responsibility:
Supervisors and department directors or designees are responsible to ensure that all City-owned
equipment, resources, and assets within their areas of responsibility are used in accordance with
Sections 6.2 through 6.2.7 of the City's Standard Operating Policies and Procedures.
Revision Date:02/15/202 Page 445
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.2.1
Use of City Vehicles
Purpose:
To set forth the City's policy for the use of City vehicles by authorized employees as identified within this
policy.
Policy:
As needed to perform the required functions of the job, an employee may be issued a City vehicle or be
allowed to use a City vehicle.
This policy shall be implemented pursuant to the Use of City Vehicles Standard Operating Procedures.
Authority& Responsibility:
Department Directors or designees shall ensure that all drivers are properly licensed, insured, and that
they operate City vehicles in a safe and professional manner.
Revision Date:02/15/202 Page 446
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.2.2
Use of City Copiers, Printers,Computers, Software, and Phone Systems
Purpose:
To set forth the City policy regarding the use of City-owned equipment specific to copiers, printers,
computers, software, and phone systems.
Policy:
Use of City copiers, printers, computers, software, and phone systems shall be used to meet the City's
operational and business purposes. Employees are allowed minimal use of these resources for personal
use. Minimal use is defined as occasional or incidental. Employees are expected to exercise reasonable
restraint regarding the frequency and duration of their personal use. Personal use shall not interfere
with business needs and productivity, nor shall it cause the City to incur any undue costs. Although
limited personal use of these resources may be permissible in accordance with this policy,such use does
not give an employee a right or entitlement to such access and use.
This policy shall be implemented in accordance with the City copiers, printers, computers, software, and
phone systems Standard Operating Procedures.
Authority& Responsibility:
Supervisors and department directors or designees, along with the IT department, are responsible to
ensure that all City copiers, printers, computers, software, and phone systems within their areas of
responsibility are used appropriately.
Revision Date:02/15/202 Page 447
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.2.3
Electronic Mail
Purpose:
To set forth the City's policy regarding the authorized use of the City's electronic mail (email) systems.
Policy:
Employees are provided access to email for the sole purpose of facilitating City operations and
functions. Employees are allowed minimal use of email for personal use within the parameters of this
policy and related procedures. Minimal use is defined as occasional or incidental. Employees are
expected to exercise reasonable restraint regarding the frequency and duration of their personal use.
Personal use shall not interfere with business needs and productivity. Although limited personal use of
email on City computer systems may be permissible in accordance with this policy, such use does not
give an employee a right or entitlement to such access and use.
This policy shall be implemented pursuant to the Electronic Mail Standard Operating Procedures.
Authority& Responsibility:
Human Recourses in conjunction with IT shall be responsible to implement this policy. Human Resources
will assist department directors or designees and supervisors to ensure that primary employee use of
email is for business purposes. Employee email may be accessed in the performance of the duties of the
member of the IT Department in setting up accounts,troubleshooting problems, maintenance of the
system, and similar job-related duties.
Revision Date:02/15/202 Page 448
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.2.4
Use of Internet
Purpose:
To set forth the City's policy regarding the use of Internet and all web-based computer applications.
Policy:
As with all City property, employees may use the Internet to increase productivity and for business
purposes. Employees are allowed minimal use of the internet and all web-based computer applications
for personal use. Minimal use is defined as occasional or incidental. Employees are expected to exercise
reasonable restraint regarding the frequency and duration of their personal use. Personal use shall not
interfere with business needs and productivity. Although limited personal use of the internet and web-
based computer applications may be permissible in accordance with this policy, such use does not give
an employee a right or entitlement to such access and use.
Employees should not consider any use of the internet or web-based computer applications private.
This policy shall be implemented pursuant to the Use of Internet Standard Operating Procedures.
Authority& Responsibility:
The IT Department Director or designee, in conjunction with the Human Resources Director has
authority and responsibility to implement this policy. Supervisors and department directors or
designees shall be responsible to ensure that employee use of the Internet is limited to business
purposes and minimal personal use only.The IT Network Administrator may also have authorization as
directed by the Mayor or Human Resources Director or designee to randomly review records of Internet
usage to ensure compliance with this policy.
Revision Date:02/15/202 Page 449
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 6.2.6
Mobile Devices
Purpose:
To set forth the City's policy regarding the use of personal and City owned mobile devices,taxable
allowance for personal mobile devices, and email used on mobile devices.Throughout this policy the
term "mobile device" includes cellular phones, smartphones, tablets, etc.
Policy:
The purpose of this policy is to provide employees with a set of requirements governing the use of
mobile devices, taxable allowance criteria, and conditions for business use of personal mobile devices.
This policy shall be implemented pursuant to the Mobile Devices Standard Operating Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy. Department Directors or designees have the
responsibility to manage their employees regarding the need and use of mobile devices for City
business.
Revision Date:02/15/202 Page 450
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 6.2.7
Use of the Fitness Facility in City Hall
Purpose:
To set forth the City's policy regarding the use of the Fitness Facility in City Hall by any City employee
regardless of assigned work location.
Policy:
Employees are encouraged to participate in active physical activity whenever feasible, and if necessary,
with a physician's approval. In an effort to support physical fitness,the City of Meridian has provided a
Fitness Facility within City Hall to allow employees the opportunity to participate in physical activity. All
City employees have access to the City Hall Fitness Facility. The Fitness Facility is for employee use only.
The use of the Fitness Facility and participation in physical activity is voluntary and is not mandated or
required for the continuing employment of any employee unless specifically required by their job duties
and assignment. Physical exercise and activity are not work related for the purpose of worker's
compensation.
This policy shall be implemented pursuant to the Use of the Fitness Facility in City Hall Standard
Operating Procedures.
Authority& Responsibility:
Supervisors, department directors, or designees have the authority and responsibility to enforce the
proper use of the Fitness Facility in City Hall and may seek guidance from Human Resources at any time.
Revision Date:02/15/202 Page 451
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.3
Training and Development
Purpose:
To set forth the City's policy regarding the City's support for employee job-related development and
training.
Policy:
The City is committed to providing employees with the training and development resources they need
to effectively perform job duties and to continually improve their performance. Employees attending
required training programs (either at City facilities or in other locations) shall be compensated for time
spent in such training.
This policy shall be implemented pursuant to the Training and Development Standard Operating
Procedures.
Authority& Responsibility:
Department Directors or designees shall be responsible for authorizing job-related training for
employees as per budgetary guidelines and as appropriate.The Human Resources Director or designee
shall oversee the provision of internal training sponsored by the City.
Revision Date:02/15/202 Page 452
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.4
Absenteeism and Tardiness
Purpose:
To set forth the City's policy regarding attendance and tardiness expectations for City employees.
Policy:
City employees are required to adhere to department attendance and tardiness expectations, including
timely reporting of absences or tardiness so departments can work efficiently and meet customer
service standards.
This policy shall be implemented pursuant to the Absenteeism and Tardiness Standard Operating
Procedures.
Authority& Responsibility:
Supervisors are responsible for monitoring the attendance and related records of their employees.
Revision Date:02/15/202 Page 453
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.5
Bulletin Boards
Purpose:
To set forth the City's policy regarding posting announcements or activities on City provided bulletin
boards in City facilities.
Policy:
The City shall provide bulletin boards in each facility for the purpose of posting State and Federal laws,
City-related announcements and information where employees have a consistent point of reference. No
personal or outside vendor or business information or solicitation is to be placed on City bulletin boards.
This policy shall be implemented pursuant to the Bulletin Boards Standard Operating Procedures.
Authority& Responsibility:
Human Resources, supervisors, and department directors or designees shall ensure that bulletin boards
are securely hung in their facility, easily accessible to all employees, and that only approved materials
and information are posted.
Revision Date:02/15/202 Page 454
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.6
Driver's License Requirements
Purpose:
To set forth the City's policy regarding driver's license requirements for positions that require a valid
driver's license as a normal part of job qualifications.
Policy:
Employees whose position involves the driving of City or personal vehicles as a normal part of the job
shall require and maintain a current driver's license valid in the State of Idaho. Drivers will also need to
have and maintain a driving record insurable by the City.
This policy shall be implemented pursuant to the Driver's License Requirements Standard Operating
Procedures.
Authority and Responsibility:
Supervisors who oversee employees with driving responsibilities are to ensure that they have a current,
valid driver's license and that they maintain a driving record insurable by the City.
Employees are responsible for immediately reporting loss of license, loss of driving privileges, or traffic
violations that may affect insurability to their supervisor.
Revision Date:02/15/202 Page 455
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.7
Emergency Closure
Purpose:
To set forth the City's policy regarding emergency closure practices of City facilities and/or services due
to emergency conditions or unusual weather.
Policy:
The Mayor and City Council may, under extraordinary circumstances, declare an emergency closure of
non-essential City facilities and/or services due to emergency conditions and/or unusual weather
conditions that pose a risk to the safety of City facilities, employees, or the general public.
This policy shall be implemented pursuant to the Emergency Closure Standard Operating Procedures.
Authority& Responsibility:
The Mayor shall have primary responsibility for determining the closure of City facilities and/or services
due to unusual weather or emergency conditions.Where the Mayor is not available,the City Council
shall have the responsibility to determine appropriate closures.
Revision Date:02/15/202 Page 456
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.8
Nepotism
Purpose:
To set forth the City's policy regarding when family members of current City employees, elected officials,
or appointed officials may be employed.
Policy:
The City shall not unlawfully discriminate in its employment practices due to an individual's protected
class status. However,the City will not employ immediate family of current City employees, elected
officials, or appointed officials where such employment would create a conflict of interest or the
potential for unethical behavior as defined within this policy.
This policy shall be implemented pursuant to the Nepotism Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall enforce this policy once it becomes known that related individuals are employed
in situations that create or have potential for creating a conflict of interest or create the potential for
unethical behavior to occur. Department Directors or designee and supervisors are responsible for
enforcing this policy within their departments. Employees are responsible for disclosing any relationship
as identified within this policy.
Revision Date:02/15/202 Page 457
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.9
Safety
Purpose:
To set forth the City's policy for maintaining a safe work environment for the well-being of its
employees.
Policy:
The City is committed to a work environment that is safe and as free as practical from health and safety
hazards.The City and all departments and employees shall comply with all local, state, and federal
guidelines regarding employee safety. Each department shall develop safety procedures specific to its
operations in order to ensure safe operating practices.All injuries, accidents, and violations of this policy
must be reported immediately to department directors and the Human Resources Director or designee.
This policy shall be implemented pursuant to the Safety Standard Operating Procedures.
Authority& Responsibility:
All employees are responsible for working in a safe manner so as to prevent injury and accident in the
workplace. Supervisors and department directors are responsible for maintaining a safe work
environment and providing guidance and training to employees in order to maintain such an
environment. Human Resources shall be responsible for providing general employee training regarding
safety, as well as to administer the forms and procedure for work-related injuries and accidents
(including Workers' Compensation).
Revision Date:02/15/202 Page 458
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.10
Political Activities
Purpose:
To set forth the City's policy regarding when City employees and City volunteers can be involved in
political activities.
Policy:
The City encourages City employees and City volunteers to be involved in political activities while off-
duty. However, City employees and City volunteers are to remain neutral and refrain from expressed
preference regarding any election while on duty and/or when in a City uniform or other identifiable City
attire. City employees and City volunteers involved in political activities shall ensure that such activity in
no way violates this policy or hinders work performance or assigned volunteer duties. This policy does
not apply to elected officials.
This policy shall be implemented pursuant to the Political Activities Standard Operating Procedures.
Authority&Responsibility:
Human Resources shall have the authority and responsibility for administering this policy.
Revision Date:02/15/202 Page 459
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.11
Gifts&Gratuities
Purpose:
To set forth the City's policy regarding when City employees, appointed, and elected officials may accept
gifts, money, and/or gratuities offered from outside organizations or individuals.
Policy:
City employees, appointed, and elected officials are prohibited from accepting gifts, money, and/or
gratuities from organizations,vendors, contractors or their agents in value over$50 in accordance with
local, state, and federal guidelines and laws.
This policy shall be implemented pursuant to the Gifts &Gratuities Standard Operating Procedures.
Authority&Responsibility:
Each employee, appointed, and elected official is responsible for tracking and reporting gifts and
gratuities in excess of$50 from outside vendors, organizations, contractors, or others that are received
in the capacity of a City employee, appointed, and/or elected official. Human Resources in conjunction
with supervisors and department directors are responsible for enforcing this policy at the department
level.The City Attorney shall be consulted for matters involving the Mayor, City Council, and appointed
officials.
Revision Date:02/15/202 Page 460
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.12
Solicitation
Purpose:
To set forth the City's policy regarding non-work-related solicitation in the workplace.
Policy:
No organization or non-employee individual may solicit any City premise or employee for contributions,
membership, participation, etc.that is not generally open to the public. Employees are prohibited from
soliciting during work hours, but may make reasonable solicitations during breaks and mealtimes.
This policy shall be implemented pursuant to the Solicitation Standard Operating Procedures.
Authority& Responsibility:
The Mayor shall be responsible for any exception to this rule or any authorization for solicitation by an
outside organization or individual. Supervisors and department directors or designees are responsible
for ensuring that employee solicitations are conducted properly that outside solicitors are directed to
the Mayor for approval prior to allowing them to solicit on City premises.
Revision Date:02/15/202 Page 461
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.13
Outside Employment
Purpose:
To set forth the City's policy for employees regarding outside employment in addition to their duties and
responsibilities for their employment at the City.
Policy:
City employees are not prohibited from additional employment outside of the City so long as it does not
interfere with their performance of duties and responsibilities for their City position. Outside
employment that reflects negatively on the City or is illegal is prohibited. If the outside employment is
approved and at a later point in time a conflict or negative impact of the outside employment occurs,
then the approval can be rescinded.
This policy shall be implemented pursuant to the Outside Employment Standard Operating Procedures.
Authority& Responsibility:
Department Directors or designees are responsible for determining whether outside employment is in
conflict or otherwise negatively impacts the employee's performance of duties and responsibilities for
his/her City position. The Mayor is responsible for determining whether outside employment is in
conflict or negatively impacts a director's performance of duties and responsibilities.
Revision Date:02/15/202 Page 462
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.14
Appropriate Clothing Attire for Work Purposes and Procurement
Purpose:
To set forth the City's policy regarding appropriate employee attire for the workplace and the use of City
funds for the procurement of work clothing and uniforms.
Policy:
It is important that City employees acknowledge that they are the "Face of the City' and their personal
appearance is reflective of the City as a whole. All staff members are expected to present a professional,
businesslike image to clients,visitors, customers, and the public. Employees are expected to dress
appropriately in business casual attire. Employees are expected to demonstrate good judgment and
professional taste.The attire worn should be appropriate for the job performed and appropriate for the
necessary public contact that the job requires.
Furthermore, City employees may be issued clothing for work purposes. This clothing may be required
to be worn during work to identify the individual as a City employee. Each department may have
different articles of clothing purchased for this purpose. Additionally, articles of clothing may be
purchased by an employee with the approval of their supervisor as an employee incentive. Employees
are held to the same standards of conduct and behavior whether it is during their normally scheduled
work period or not when they are wearing identifiable City of Meridian attire.
This policy does not apply to the clothing or allowance supplied to represented Fire employees pursuant
to the collective labor agreement.
This policy shall be implemented pursuant to the Appropriate Clothing Attire Standard Operating
Procedures.
Authority& Responsibility:
The department director or designee shall be responsible for setting the standard of attire appropriate
for their department.The department director or designee will approve all purchases of work clothing
or uniforms either by an established policy and procedure or by individual approval of purchase order.
The department director has the final authority in regards to all purchased clothing.
Revision Date:02/15/202 Page 463
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 6.15
City Hall Employee Parking Permits
Purpose:
To set forth the City's policy regarding issuance and use of a City Hall Employee Parking Permit.
Policy
The City shall provide each full and part-time employee whose primary work location is City Hall with
one permit to park in designated City employee parking lots. Such permit provides the employee the
opportunity to park in City Hall employee designated parking lots only if a parking space is available.A
parking permit does not guarantee any employee a parking space. City Hall employees may need to find
other parking if City designated parking lots are full. Employees using marked emergency vehicles for
Police and Fire may park in the FRONT Lot without a City Hall Employee Parking Permit.
This policy shall be implemented pursuant to the City Hall Employee Parking Permits Standard Operating
Procedures.
Authority& Responsibility:
The Human Resources Department shall be responsible to administer this policy.
Revision Date:02/15/202 Page 464
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 6.16
Employee Identification/Prox Cards
Purpose:
To set forth the City's Policy regarding employee identification/prox cards (ID/Prox card)that must be
worn and visible at all times while working.
Policy:
Every employee of the City shall be issued an ID/Prox card.The ID/Prox card serves as identification and
allows for access to City Hall and/or other City work locations. Employee access via ID/Prox cards will be
set for certain times of the day and locations within City Hall and/or other City work locations. ID/Prox
cards are the property of the City of Meridian and must be returned upon separation of employment.
This policy shall be implemented pursuant to the Employee Identification/Prox Cards Standard
Operating Procedures.
Authority& Responsibility:
Human Resources shall be responsible for implementing this policy other than for Police personnel.
Police personnel shall be issued their ID/Prox cards through the Chief of Police's Office. Supervisors are
responsible for ensuring that proper employee ID/Prox cards are worn and visible at all times during
work hours.
Revision Date:02/15/202 Page 465
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 6.17
Requests for Public Records or Information
Purpose:
To set forth the City's policy regarding its commitment to comply with the Idaho Public Records Act.
Policy:
The City of Meridian and its employees shall comply with the Idaho Public Records Act and will respond
to public record requests as soon as practicable and without unreasonable delay.
This policy applies to all City employees and departments, with the exception of the Meridian Fire and
Police Departments and their employees, to the extent that these departments have a specific, pre-
existing public records disclosure policy in place.
This policy shall be implemented pursuant to the Requests for Public Records or Information Standard
Operating Procedures.
Authority& Responsibility:
The Clerks' Office is the official custodian of all City records and shall make final decisions regarding the
administration and interpretation of this policy in consultation with the City Attorney's Office.
Supervisors and department directors shall ensure compliance with this policy within their respective
departments.
Revision Date:02/15/202 Page 466
Item#13.
City of Meridian
1 Standard Operating Policy
Number 6.18
Conflict of Interest
Purpose:
To set forth the City's Policy regarding conflict of interest as it applies to employees and others acting on
behalf of the City.
Policy:
It is the City's policy that all employees and others acting on behalf of the City be free from actual or
perceived conflicts of interest to assure the public that all transactions of the City are not compromised
by a lack of independent judgment, objectivity, or fairness.
This policy shall be implemented pursuant to the Conflict of Interest Standard Operating Procedures.
Authority& Responsibility:
The City Attorney and Human Resources shall be empowered to act to assist departments in identifying
and eliminating conflicts of interest whenever possible. The Mayor and City Council may agree to jointly
waive said conflict. This policy shall not apply to the City's Youth-Work-Life Skills program.
Revision Date:02/15/202 Page 467
Item#13.
City of Meridian
1 Standard Operating Policy
6.19
Social Media Policy
Purpose:
To set forth the City's policy on the use of social media by City of Meridian employees and elected
officials.
Policy:
The City of Meridian has an overriding interest and expectation in deciding what is "spoken" on behalf of
the City on City social media sites. City social media sites may be established and operated only in full
compliance with this policy. The City may monitor employees' personal use of social media for
compliance with this policy.This policy shall apply to all employees and elected officials in their personal
and work-related use of social media sites.
This policy shall be implemented pursuant to the Social Media Standard Operating Procedures.
Authority& Responsibility:
The Communications Manager/Site Administrator shall be responsible for the correct implementation,
operation, and maintenance of City social media sites in accordance with this policy. Directors, or
designees, and supervisors shall ensure compliance with this policy within their respective departments
with possible consultation with the City Attorney or designee.
Adoption Date:02/15/2022 Page 468
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 6.20
Use of Unmanned Aerial Vehicles(Drones)
Purpose:
To set forth the City's policy regarding the use of City-owned unmanned aircraft, or Drones by City
employees.
Policy:
Unmanned aerial vehicles, also known as drones, offer cost-efficient opportunities for City staff to take
photographs, make videos, and gather data to fulfill City functions with improved efficiency and quality.
City employees may use drones for purposes that serve the community, benefit Meridian residents and
visitors, and protect the privacy and safety of the public.
This policy shall apply to all City employees and departments in using City-owned drones,with the
exception of the Meridian Police Department,to the extent that that department has a specific policy in
place for the use of drones by law enforcement officers.
This policy shall be implemented pursuant to the Use of Unmanned Aerial Vehicles (Drones) Standard
Operating Procedures.
Authority& Responsibility:
Department Directors shall ensure compliance with this policy within their respective departments.
Adoption Date:02/15/2022 Page 469
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 6.1
Life-Threatening Illness
Purpose:
To set forth the City's procedures for working with employees who have life-threatening illnesses.
Procedures and Related Information:
I. The City recognizes that employees with life-threatening illnesses including, but not limited to
cancer, HIV/AIDS, and heart diseases etc., may wish and be able to work on a modified or
flexible schedule.The City will seek to accommodate such employee by allowing him/her to
work for as long as he/she is able to perform essential job functions, with or without reasonable
accommodations, provided that medical evidence establishes that continuing to work does not
present a direct health threat to the affected employee or others.
II. Whenever possible,the City will accommodate the needs of employees with life-threatening
illnesses.The City also recognizes its obligation to provide a safe work environment for all
employees.Therefore, supervisors, and department directors or designee should seek
appropriate direction from Human Resources, if necessary,to ensure that an employee's
condition does not pose a substantial or unreasonable risk of harm to himself/herself or others.
III. The City does not discriminate against any qualified applicant or employee with a life-
threatening illness with regard to job application, hiring,job performance, training,
development, promotion, demotion,transfer, compensation, benefits, educational assistance,
layoff and recall, and termination or other terms, conditions, and privileges of employment.
IV. When the City receives notice from an employee or applicant of life-threatening illness that
prevents an otherwise qualified applicant or employee from performing a job,the City will
assess (upon request)whether any reasonable accommodation would allow the person to
perform the essential job functions. An accommodation which creates an undue hardship on the
City or which endangers health or safety is not a reasonable accommodation.
V. Individuals diagnosed with a life-threatening illness are encouraged to contact Human
Resources to discuss any special needs or conditions associated with the illness and whether a
reasonable accommodation may be required or available.
VI. References:The City's Remote Work Policy and Procedures and the City's Americans with
Disabilities Act Policy and Procedures should be consulted in conjunction with these procedures.
Revision Date:02/15/202 Page 470
Item#13.
VII. Resources
The City offers the following resources to assist employees and their supervisors in dealing with
these issues:
A. Management and employee education and information on life-threatening illnesses;
B. Confidential referrals upon request,to supportive services available to employees and
their dependents affected by life-threatening illnesses; and
C. Benefit information to assist employees in maximizing their available health and other
benefits.
Revision Date:02/15/202 Page 471
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 6.2
Use of City-Owned Equipment
Purpose:
To set for the City's procedures regarding the use by employees of City-owned equipment, assets, and
resources, as defined in these procedures.
Procedures and Related Information:
I. Definition -City-owned equipment and resources include all assets, property, materials, etc.,
that are purchased by the City for operational, business, and functional use. Such items may
include, but are not limited to,telephones, use of long-distance services, cellular telephones,
voicemail, copier machines, fax machines, (Pads, laptops, surface tablets, computers and all
related equipment and software (including email, internet, etc.), office supplies,tools, vehicles,
etc.
II. The primary purpose and use of City-owned equipment by employees is to conduct City
operations and business.
III. Personal use by employees of City-owned equipment should be limited and not impair
productivity during the work day. Prior permission may be required for use of certain equipment
as determined by the department director or designee.
IV. Employees are expected to care for equipment according to safety and preventive maintenance
standards and to operate equipment in accordance with federal, state, and local requirements.
The safety of employees and the maintenance of City equipment is paramount to the City and
its operations.
V. Any abuse or misuse of City equipment may result in disciplinary action up to and including
termination of employment.
Revision Date:02/15/202 Page 472
Item#13.
City of Meridian
Standard Operating Procedure
Number 6.2.1
Use of City Vehicles
Purpose:
To set forth the City's procedures for the use of City vehicles by authorized employees as identified
within this policy.
Procedures and Related Information:
I. An employee may be issued a City vehicle or be allowed to use a City vehicle as needed to
perform the required functions of the job.All vehicle operation and use shall follow
department guidelines in addition to these procedures.
II. A copy of the employee's valid driver's license shall be placed in his/her employee file.
Employees are responsible to provide information to Human Resources if their driver's license
is suspended or invalid for any reason. If the employee's license is suspended or invalid,that
employee cannot drive a City vehicle until he/she provides proof that his/her their license is
reinstated and valid.
III. Anyone operating or riding in City vehicles must wear their seat belts when the vehicle is in
motion.
IV. City vehicles are to be used solely for City business purposes, unless at the direction of the
department director personal use is authorized for specific and limited circumstances.
V. City vehicles that are assigned to personnel for use off duty may be used for limited personal
use.
VI. Drivers of City vehicles shall not text and drive.
VII. Drivers of City vehicles shall not talk on a phone while driving without the use of hands-free
technology. This shall not apply to emergency responders when they are responding to an
emergency.
VIII. Any abuse or misuse of City vehicles is subject to disciplinary action, up to and including
termination.
Revision Date:02/15/202 Page 473
Item#13.
C�WF,Nt r.� City of Meridian
Standard Operating Procedures
Number 6.2.2
Use of City Copiers, Printers,Computers, Software, and Phone Systems
Purpose:
To set forth the City's procedures regarding the use of City-owned equipment, specifically copiers,
printers, computers, software, and phone systems.
Procedures and Related Information:
I. Copiers, Printers, and General Office Equipment.
A. copiers, printers, and other general office equipment are to be used for business
purposes. Although these are tools primarily used to accomplish business and work-
related communication, employees may also use them for personal reasons provided
these procedures are followed. Personal use should be limited and not impair
productivity. Use not consistent with these procedures shall be prohibited.
II. Computers
A. City computers are to be used for business purposes.Although computers are a tool
primarily for work-related communication, it is recognized from time to time that they
may be used for personal reasons consistent with these procedures. Personal use
should be limited and not impair productivity. All computer equipment, including but
not limited to data, software, and accessories, is City property.
B. The City shall have the right to monitor 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 email communications and internet information that is drafted, accessed,
received, sent,forwarded, copied, or downloaded. Nothing contained on City computers
shall be deemed private or confidential to the user.
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 information systems owned or leased by the City, or on any other storage
medium provided by the City for City business, including but not limited to USB drives,
flash media, hard drives, discs, storage media in cell phones, copiers, or other devices, in
order to monitor compliance with these procedures.
D. Employees are not to place personal copies of software on any City computer.
Employees may have limited personal data on a City computer as long as such data does
not create a liability or risk to the City.
Revision Date:02/15/202 Page 474
Item#13.
E. The City may remove any unauthorized software or data on a City computer at anytime
without notice to the user.
III. Software
A. The City will adhere to all software licensing and subscription agreements and copyright
laws.
B. City licensed software shall only be used for authorized work-related activities.
C. Employees will only use software that has been approved by the IT department and
licensed appropriately.
D. Only IT will install software unless express written consent has been granted to an
employee.
IV. Phone Systems
A. The City's phone systems are designed to increase productivity and efficiency, and
should be used accordingly. City phones are to be used for business purposes. Although
the phone systems are tools primarily for work- related communication, it is recognized
from time to time that they may be used for personal reasons consistent with these
procedures. Personal use should be limited and not impair productivity, nor shall it
cause the City to incur undue costs.
B. The City may randomly monitor phone use and voicemail messages to determine
whether any unauthorized persons are using the system, or whether any violations of
City policy have occurred.
V. Damage, Loss,Theft, Misuse of City copiers, printers, computers, software, and phone systems
A. Refer to Standard Operating Policy and Procedures, 7.5., Standards of Conduct and 7.6,
Prohibited Activities in Workplace Conduct.
Revision Date:02/15/202 Page 475
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 6.2.3
Electronic Mail
Purpose:
To set forth the City's procedures regarding the authorized use of the City's electronic mail (email)
systems.
Procedures and Related Information:
I. Email is any electronic communication between two or more individuals and may contain any
form of combination of text, audio,video, drawings, or photographic representation.
II. Email is a privilege not a right. Email is a tool primarily for work-related communications.
Although it is recognized from time to time that it is used for personal correspondence, this
purpose should be limited.Any personal email is subject to the same rules and conditions in this
policy as work-related email including the ability to be viewed by others to assure compliance
with this policy.There is no privacy right of any kind for email. Users have the responsibility to
use email in an efficient, effective, ethical, and lawful manner. Email communications shall
comply with all applicable federal, state, and local laws and regulations, as well as the City's
policies and procedures adopted regarding electronic mail. Email should be courteous and
respectful to the recipient(s).
III. All email accounts maintained on City systems are the sole property of the City.The City shall
have the right to monitor any employee's electronic mail account.All employees are required to
report unauthorized or inappropriate use of any electronic mail account. Similarly, any
unauthorized or inappropriate use(s) discovered during monitoring activities shall be reported
to the appropriate supervisor for determination of appropriate action.
IV. Third party email services (gmail,yahoo, etc)shall be not used for City business.
V. Users shall not expect their electronic mail communications, documents, or other information to
be private and shall not use the electronic mail system for matters that are not intended for
public disclosure. Confidential matters, permitted by law, shall be so marked and shall include a
warning regarding accidental transmission to a third-party.
VI. Electronic mail messages shall be considered City property, constitute official records of the City,
and are subject to existing document retention and public records policies. Sending data via
electronic mail shall be considered the same as sending correspondence or official memo or
letterhead.
VII. Employees shall not pursue, obtain, exchange, attach or distribute any malicious or non-
authorized information that could cause congestion or disruption to electronic mail systems
such as screen savers, audio or video clips, or be in violation of any licensing agreement.
Revision Date:02/15/202 Page 476
Item#13.
Vill. Employees using the City's web account via Microsoft Outlook should use it only to perform
work for the City and in connection with the employee's job. However, it is recognized from
time to time that email may be used for personal correspondence;this purpose should be
limited.
IX. Any communication related to an employee's personally owned business should not be
conducted using City email, or other City resources.
X. Designated employees have been assigned a personal password. No employee shall give out this
password to anyone other than his/her department head. Passwords may be changed to
maintain security.
XI. Employees shall not access another employee's email without authorization from the employee
and employees' supervisors.
XII. Prohibited Use of Email
Use of email as described below is strictly prohibited.This list is not all-inclusive, and employees
are expected to use common sense in determining appropriate use of email.
A. Knowingly or intentionally creating, publishing,transmitting, and/or exchanging
messages that are inappropriate, offensive, harassing, obscene, or threatening;
B. Creating or distributing email containing defamatory,false, inaccurate, abusive,
threatening, racially offensive, or otherwise biased, discriminatory or illegal material;
C. Viewing or distributing obscene, pornographic, profane, or sexually oriented material;
D. Violating laws, rules, and regulations prohibiting sexual harassment;
E. Encouraging the use of controlled substances for criminal or illegal purposes;
F. Engaging in any activities for personal gain;
G. Distributing copyrighted information without permission;
H. Distributing advertisements for commercial enterprises, including but not limited to
goods, services, or property, unless such advertisements are part of requested vendor
information to be used in carrying out City business;
I. Violating or infringing upon the rights of others;
J. Conducting business unauthorized by the City;
K. Transmitting incendiary statements,which might incite violence or describe or promote
the use of weapons;
Revision Date:02/15/202 Page 477
Item#13.
L. Conducting any non-City supported fundraising or public relations activities;
M. Exchanging proprietary information,trade secrets, or any other privileged, confidential,
sensitive information that is not authorized;
N. Creating or exchanging solicitations, chain letters, and other unsolicited email;
O. Registering to list servers unrelated to City business, without proper authorization;
P. Lobbying elected officials or engaging in any other political activity prohibited by law, or
using email system for any illegal purpose;
Q. Using City email designations such as, but not limited to: @meridiancity.org,
@ci.meridian.id.us, or @cityofineridian.org mailing list aliases for the purpose of
promoting an election campaign;
R. Sending unsolicited external commercial E-mail commonly referred to as spam;
S. Subscribing someone other than yourself to a mailing list, except for approved official
city business;
T. Sending email that is designed to damage the target system when executed or opened;
for example, sending malicious programs or viruses attached to an email;
U. Sending email that is designed to cause confusion, consternation,fear, uncertainty, or
doubt, such as fake virus warnings.
XIII. Employees/users who receive information of the type described above shall not forward or
respond to the material, and shall immediately report receipt of such material to the IT
Department for proper disposition.
XIV. City-wide or Department-wide Emails
City-wide emails are electronic communication through the City's email system that is directed
to all or almost all employees of the City. Department-wide emails are similar except for the
direction of the emails to an individual department rather than to the City as a whole.
Generally, employees are prohibited from sending City-wide or Department-wide emails.This
prohibition shall also apply to replying to all recipients of an approved City-wide or Department-
wide email.
Employees may be authorized to send emails of this nature under the following conditions:
A. The email is authorized by the employee's department director or the Mayor; and
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B. The intent of the email is to inform the greatest number of employees with information
that is directly related to City business or the promotion of a City program or event; and
C. The email must be sent as a Bcc email.
Xv. Any violations of this policy and these procedures may result in disciplinary action up to and
including termination.
Revision Date:02/15/202 Page 479
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City of Meridian
1 Standard Operating Procedures
Number 6.2.4
Use of Internet
Purpose:
To set forth the City's procedures regarding the use of Internet and all web-based computer
applications.
Procedures and Related Information:
I. Access to the Internet shall be for legitimate business purposes, as determined by the City.
Employees may use the Internet to increase productivity. Although the Internet is a tool
primarily for work-related business and communication, it is recognized from time to time that
it may be used for personal reasons consistent with these procedures. Personal use should be
limited and not impair productivity.
II. Employees are expected to comply with all City policies that may be applicable to the Internet.
These include, but are not limited to, confidentiality, harassment, solicitation, outside
employment, and business ethics.
III. Employees may not download, store, transmit, or display any kind of image or document on any
City system that violates federal, state or local laws or regulations, or that violates any City
adopted policies, procedures, standards, or guidelines.
IV. If an employee accidentally connects to a site that contains sexually explicit or otherwise
offensive material, he/she shall disconnect from the site immediately and report the incident
to his/her supervisor.
V. Internet access is considered City property and the City has the right to monitor the use of such
property at any time.Therefore, users shall not have any expectations of privacy as to their
Internet usage through City computers or networks.
VI. This list is not all-inclusive; use of the Internet as described below is strictly prohibited.
A. Viewing or distributing obscene, pornographic, profane, or sexually oriented material;
B. Violating laws, rules, and regulations prohibiting harassment and discrimination;
C. Encouraging the use of controlled substances for criminal or illegal purposes;
D. Engaging in any activities for personal gain;
E. Obtaining or distributing copyrighted information without permission;
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F. Obtaining or distributing advertisements for commercial enterprises, including but not
limited to goods, services or property, unless such advertisements are part of requested
vendor information to be used in carrying out City business;
G. Violating or infringing upon the rights of others;
H. Conducting business unauthorized by the City;
I. Obtaining or distributing incendiary statements,which might incite violence or describe
or promote the use of weapons;
J. Obtaining or exchanging proprietary information,trade secrets, or any other privileged,
confidential, or sensitive information that is not authorized;
K. Engaging in any political activity prohibited by law;
L. Using the system for illegal purpose.
VII. Employees shall not knowingly or willfully create or propagate any virus, malware, worm,
Trojan horse or other destructive program code. All items downloaded from the Internet to the
City's system or website are to be scanned for viruses.
A. All internet access is subject to information security controls which includes but is not
limited to monitoring and scanning for malicious software or activity.
VIII. Violations of these procedures may result in disciplinary action up to and including termination.
Revision Date:02/15/202 Page 481
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C��W, IDIAN�-- City of Meridian
Standard Operating Procedure
Number 6.2.6
Mobile Devices
Purpose:
To set forth the City's procedures for the use of personal and City owned mobile devices,taxable
allowance for personal mobile devices, and email used on mobile devices.Throughout this procedure
the term "mobile device" includes cellular phones, smartphones,tablets, etc.
Procedures and Related Information:
I. Use at Work
A. While at work employees are to exercise the same discretion in using personal mobile
devices as they do for City-owned devices. Excessive personal calls,texting, or other
mobile device use during the workday, regardless of the device used, can interfere with
employee productivity and be distracting to others.Therefore, excessive personal use,
regardless of the device used, during an employee's workday is prohibited. Flexibility
may be provided in circumstances demanding immediate attention.
B. If the employee does not use an assigned City owned device in a 90-day period,the
device shall be returned to the Finance Department and service deactivated.
II. Management
A. Some employees may need to use mobile devices to conduct legitimate City business.
Departments shall evaluate the necessity for the levels of mobile device service each
employee's job requires, if any.
B. Departments shall be responsible for oversight of employee mobile device usage and
shall monitor and review such usage to ensure the use is appropriate.
III. Services/Devices
A. The City shall purchase up to one mobile device and if needed, one cellular plan per
employee to meet the operation needs of the City. Public Safety and Senior
Management may have exceptions if the business case deems it appropriate and if
approved by department director or designee.
IV. Mobile Device Taxable Allowance
A. Department Directors or designee may provide a mobile device taxable allowance at
their discretion to employees that are required to regularly use his or her personal
mobile device for work purposes.
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B. The City will pay a monthly taxable allowance amount of up to $30.
C. Monthly taxable allowance is applicable for only 1 (one) personal device.
D. Taxable allowance only applicable for cell and/or data service.
E. Taxable allowance only allowable if employee does NOT have a City owned mobile
device (except in the event of acceptable multiple devices) and if subject to approval by
Finance.
V. Personal Mobile Device
A. The employee is responsible for the purchase of his or her mobile device service, mobile
device, replacements, accessories, warranty, insurance, early termination fees and
activation fees. An employee receiving a taxable allowance for personal mobile device
use for City business in accordance with this regulation will be expected to maintain the
mobile device in working order and available for City business as needed and as
reasonably expected.
B. The City will not be liable for damage or loss of personal mobile devices brought into or
used in the workplace.
C. The employee is responsible for the administration and payment of all personal mobile
device bills and will in no way create financial liability for the City beyond the amount
agreed to by the Department Director or designee.
VI. City Owned Mobile Device
A. Personal Use of City Owned Mobile Devices
1. The City may issue a mobile device to an employee for work-related
communications. Minimal personal use is permitted, but employees will be
required to reimburse the City if such personal use results in overage charges.
2. Failure to reimburse the City for the cost of overage charges due to personal use
of a City owned mobile device will result in tax liability for the employee, as well
as possible disciplinary actions up to and including termination.
B. Separated Employees
1. It is the responsibility of the Department Director(or designee)to retrieve
devices from separated employees, including credentials for said device, and
return the device to Finance or IT. If the device is locked, the department may
be charged to replace the device.
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2. Upon resignation or termination of employment or at any time upon request,
the employee will be asked to present the assigned City owned mobile device to
the City.
3. Employees unable to present the City owned mobile device in good working
condition within the time period requested (for example, 24 hours) will be
expected to bear the cost of replacement at the City's current discounted cost
for replacement. Failure to reimburse the City for the cost of the mobile
device will result in a garnishment on the employee's final paycheck for the
current replacement cost of the mobile device.
C. Device Acquisition/Selection
1. Finance (cell phones) and IT(all other mobile devices) are the responsible
parties for acquiring City owned mobile devices.
D. Upgrades/ Replacements
1. The City will upgrade City mobile devices no earlier than every two years if
necessary, unless there are financial incentives to do so earlier and no other
negative financial impact to the City or if IT determines there is a technical need
to upgrade earlier. Mobile device upgrades will be executed at the lowest cost
to the City for comparable devices.
E. Device Management
1. IT does not manage backups for City owned cell phones.To ensure data is not
lost,the employee shall backup their device regularly.
2. Employees shall use a City email address for any account or service associated
with the device.
3. Employees shall upgrade cell phone software regularly. Automatic updates shall
be turned on.
4. Cell phone activations shall be handled by Finance.
F. Loss, Damage, or Theft
1. Employees in possession of City owned mobile devices are expected to protect
the mobile device from loss, damage or theft.
2. Repeat damage or loss of mobile devices shall be at the employee's expense
when the Department Director or designee deems necessary.
3. If an incident occurs,the employee is required to notify IT as soon as possible. IT
will permanently erase (remote wipe) all data on the device to protect City
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systems.This applies to City employee's personal device(s), if the personal
device has access to City systems, such as email.
4. The City will replace City mobile devices damaged beyond repair when deemed
necessary by Department Director or designee and is subject to approval by
Finance or IT.The City will replace damaged mobile devices with comparable
mobile devices at the lowest cost available at the time of replacement. Any
requests for mobile device replacements that exceed the lowest cost available
will require Department Director(or designee) and IT approval, and must have
an available line item budget for the additional costs.
G. Mobile Device Accessories
1. The City may provide 1 (one) power outlet mobile device charger, 1 (one)
automobile mobile device charger, and 1 (one) mobile device case upon original
issuance of mobile device. All other needs or changes for mobile device
accessories will be at the cost to the assigned employee and will not create any
additional costs to the City.
2. The City will replace any damaged power outlet mobile device charger or
automobile mobile device charger upon receipt of the damaged item with a
comparable item at the lowest cost to the City.
3. Repeat damage or loss of mobile device accessories shall be at the employee's
expense when the Department Director or designee deems necessary.
VI I. Overages
A. Any data use that incurs overage charges is subject to review.Any data use that incurs
overage charges that is not substantiated as business use will be reimbursed to the
City by the employee.
VIII. Monitoring and Privacy
A. The City monitors the use of City owned mobile devices to ensure that these resources
are used effectively, appropriately, legally, and in accordance with the City's policies and
regulations. The City may monitor randomly, in response to a particular problem, or, in
some cases, continuously. The City reserves the right to inspect any and all information
stored on or in mobile devices. The City also reserves the right to inspect any and
all messages and data sent and received. The City may also choose or be required to
publicize this data.
B. Employees using mobile devices expressly waive any right of privacy in anything they
create, store, send or receive on a City mobile device or through the City provided
Internet, other computer network and/or any other City resources.
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C. Employees should not consider any electronic communication, media or services to be
private.Although mobile devices can be protected by passwords, employees should not
assume that the passwords provide them with privacy or ownership of their mobile
device account or the records within it.
D. The City can use Mobile Device Management (MDM)solution on City owned mobile
devices. Removal of MDM software is prohibited.
IX. Safety
A. Employees who use mobile devices for City business, regardless of how the devices are
issued and funded, are required to read and follow the City of Meridian Policy 6.2.1 -
Use of City Vehicles.
X. Email for Mobile Devices
A. IT Support
1. The IT department will support email on mobile devices via
Exchange Activesync.
2. iTunes will NOT be installed for or as part of any email set up for mobile devices.
3. Rooted or jail-broken (or otherwise altered from the manufactured state)
devices are NOT permitted.
B. Disclaimers
1. Note that if your phone is compromised or at risk, it will be blocked from being
able to connect to City email.
2. If you choose to sync contacts on an iPhone, it will give you an option to keep on
your phone or delete them. Make sure you keep them unless they are no longer
needed.
C. Password Requirement- By connecting a mobile device to Exchange ActiveSync,you
agree that the email system will place a policy on your phone that will require you to
password protect your phone.This policy will also grant the City the ability to remote
wipe your phone in the event it is lost or stolen (meaning all data on the phone would
be lost).
D. Remote Wipe- By syncing your mobile device to the Exchange ActiveSync server,the IT
department will gain the ability to remotely wipe all data from your mobile device.
Remote Wipe shall only be used if your mobile device is lost or stolen.
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E. Password Resets- If you set up your mobile device to access your email, keep in mind
that whenever you change your City password,you will also need to change it on your
mobile device. If you do not,you may be locked out of services.
F. Police Department Requirements
1. Only Apple devices shall be used with City email.
2. Device must be encrypted (will be encrypted by turning on password
requirement).
3. City owned devices only.
Revision Date:02/15/202 Page 487
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C�WF,Nt City of Meridian
Standard Operating Procedure
Number 6.2.7
Use of the Fitness Facility in City Hall
Purpose:
To set forth the City's procedures regarding the use of the Fitness Facility in City Hall.
Procedures and Related Information:
I. All use of the Fitness Facility is at the employee's own risk.Any sustained injuries from use of
the facility or its equipment should be reported to Human Resources. However,they are not
compensable under Worker's Compensation Insurance. Sworn police officers and represented
members in the Fire Department who are required to exercise while on duty and injure
themselves may be covered by Worker's Compensation.
II. Safety in using the Fitness Facility is of the utmost importance. Employees are encouraged to
only use the Fitness Facility if they have been properly trained.Training classes may be offered
periodically.All proper methods of sanitizing the equipment and using the appropriate hygiene
methods for the use of this equipment must be followed. Sanitizing products will be provided by
the City. Directions for sanitizing and use of the equipment will be available in the Fitness
Facility. Failure to do so many be cause to suspend an employee's ability to use the Fitness
Facility.
III. Maintenance of the equipment will be performed by the City.
IV. Employees are allowed to use the facility during non-work hours, such as before work, lunch
break, or after work. Use of the facility during work hours is not prohibited, however such use
shall not impact an employee's productivity nor otherwise interfere with City business. Excessive
use during work hours in the judgment of the supervisor and department director or designee,
in conjunction with Human Resources, may result in suspension from the facility and/or
disciplinary action, up to and including termination.
V. Locker rooms are considered part of the Fitness Facility and shall be kept in orderly and sanitary
condition by all users.
VI. Employees shall report malfunctioning equipment, any unsanitary conditions, or misuse of the
facility or locker rooms, including any suspicious or inappropriate behavior to Human Resources.
Revision Date:02/15/202 Page 488
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City of Meridian
1 Standard Operating Procedures
Number 6.3
Training and Development
Purpose:
To set forth the City's procedures regarding support for employee in job-related development and
training efforts.
Procedures and Related Information:
I. Job-Related Required Training
A. The City shall pay for all training that is required to maintain qualifications for performing
assigned job duties. Department directors shall be responsible for ensuring that all
necessary funds are available for required training. Scheduling of required training is at
the discretion of the department director so as to best meet operational and staffing
needs.
City-sponsored or required training shall generally be arranged during regularly
scheduled work hours.A department director may change the standard work hours to
accommodate required attendance at such training activities. Such required training
shall be recorded as time worked within the meaning of these procedures. Non-exempt
employees required to attend training outside regularly scheduled work hours may be
eligible for overtime pay.
II. Job-Related Discretionary Training
A. The City supports job-related training and development programs that are designed to
improve the employee's performance in his/her current duties or in developing new job-
related skills and abilities. Employees may approach their supervisors regarding training
opportunities, or supervisors may require employee attendance at additional training
and development courses and activities.
B. Where employees request job-related training, it shall be the decision of the department
director to approve such training. Approval for training is at the sole discretion of the
department director and in conformance with City budgetary guidelines.
C. Employees attending training programs sponsored or required by the City during
regularly scheduled work hours will be compensated at their regular rate of pay. If
training is held outside the City limits, employees are eligible for reimbursement for
expenses consistent with the City's travel reimbursement policy.
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III. Non-Job- Related Discretionary Training
A. Employees are encouraged to seek training and development opportunities that
contribute to their personal growth and development.As such, the City may support an
employee's attendance to non-required, non-job-related training programs by allowing
vacation or in some instances, unpaid time off may be approved if no vacation time is
available to attend such training if approved by the immediate supervisor and
department director. Departments may consult with Human Resources for information
regarding discretionary training.
B. The cost of the training will not typically be paid for by the City unless pre-approved by
the department director in conjunction with Human Resources. Employees must pay for
all related training costs unless otherwise authorized.
C. Employees will not receive compensation for time spent in discretionary training
conducted outside normal work hours.
Revision Date:02/15/202 Page 490
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City of Meridian
1 Standard Operating Procedures
Number 6.4
Absenteeism and Tardiness
Purpose:
To set forth the City' procedures regarding absenteeism and tardiness expectations for City employees.
Procedures and Related Information:
I. The City of Meridian expects all employees to assume diligent responsibility for their attendance
and to report to work on time. Recognizing, however, that illnesses and injuries may occur, the
City has established paid leave policies and benefit plans to compensate regular full-time
employees for certain time lost for legitimate medical reasons, including time off to secure
necessary treatment for a disability. Please consult the appropriate policies for information
regarding these benefits.
II. Employees are expected to communicate with their supervisor at least% hour in advance of any
absence or tardiness. Supervisors have the discretion of selecting their preferred method of
communication for employees to use for this purpose and should advise their employees
accordingly. (Examples include phone call, email,text, etc.).
III. Excessive absenteeism causes problems in providing an adequate, qualified workforce to meet
the City's obligations. The City intends to make reasonable efforts to find alternative solutions to
this problem including possible eligibility for a leave of absence, but it may become necessary to
reassign,demote,or terminate and replace an employee so that dependable regular full-time and
part-time help is available. Such action will generally only be taken after alternatives have been
explored. The City will afford reasonable accommodation (unless it becomes an undue hardship)
to a qualified employee with a disability,or for an employee's religious beliefs. These procedures
are not applicable to employees on state or federal military, or family medical leave.
IV. Employees who fail to report to work for three (3) consecutive workdays without notifying the
City will be deemed to have voluntarily quit.
V. Absenteeism or tardiness that is unexcused or excessive in the judgment of the department
director is grounds for disciplinary action, up to and including termination.
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City of Meridian
1 Standard Operating Procedures
Number 6.5
Bulletin Boards
Purpose:
To set forth the City's procedures regarding posting announcements or activities on City provided
bulletin boards in City facilities.
Procedures and Related Information:
I. Human Resources in conjunction with department directors or designee shall ensure that each
facility has a bulletin board with properly posted State and Federal laws and City-related
announcements and information so that employees have a consistent point of reference.
II. Information of special interest to all employees may be posted on the City's bulletin boards.
Employees may not post any information on these bulletin boards without authorization from
the department director or designee.
III. No personal or outside vendor or business information or solicitation is to be placed on City
bulletin boards.
Revision Date:02/15/202 Page 492
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City of Meridian
1 Standard Operating Procedures
Number 6.6
Driver's License Requirements
Purpose:
To set forth the City's procedures regarding driver's license requirements for positions that require a
valid driver's license as a normal part of job qualifications.
Procedures and Related Information:
I. For certain City positions, an employee may be required to have and maintain a valid current
Idaho driver's license or valid Commercial Driver's License (CDL)with a Class A or B
endorsement.All employees shall be required to have or obtain a valid, current Idaho Driver's
License within 30 days of their hire date.
II. If an employee's license is revoked, suspended, or lost, or in any other way not current,valid, or
in the employee's possession, the employee shall promptly notify his/her supervisor and/or
department director or designee and will be immediately suspended from driving duties. The
employee may not resume driving until proof of a valid, current license and the reason for
change in licensure status is provided to his/her supervisor or department director or designee.
Depending on the duration of license suspension, revocation, or other inability to drive, an
employee may be subject to disciplinary action, up to and including termination.
Revision Date:02/15/202 Page 493
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City of Meridian
1 Standard Operating Procedures
Number 6.7
Emergency Closure
Purpose:
To set forth the City's procedures regarding emergency closure practices of City facilities and/or services
due to emergency conditions or unusual weather.
Procedures and Related Information:
I. In the case of emergency closures following the start of the workday, certain non-essential
personnel may be sent home as directed by the Mayor or City Council if the Mayor is not available.
When possible, affected employees will be given the opportunity to work remotely or perform
other tasks not usually associated with their normal duties at no loss in pay. If remote work or
other assignments are not available, employees will be sent home with pay.
II. If the decision is made to curtail City services prior to the start of normal business operations,
every effort will be made to notify affected employees before the start of their regularly
scheduled reporting time. Supervisors who become aware of the intent to close facilities shall be
responsible for contacting employees under their supervision.
III. During times of inclement weather or natural disaster, it is essential that the City continue to
provide vital public services (e.g., fire, police, water, etc.). Unless otherwise notified, employees
are expected to make every reasonable effort to report to work without endangering their
personal safety.
IV. Employees unable to report to work due to the weather, or employees who leave early because
of unusual weather conditions, may charge time missed to vacation leave provided the employee
has accrued vacation leave time. The employee must notify his/her supervisor within % hour or
as soon as possible for late arrival or early departure due to weather conditions.
Revision Date:02/15/202 Page 494
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City of Meridian
1 Standard Operating Procedures
Number 6.8
Nepotism
Purpose:
To set forth the City's procedures regarding when immediate family members, as defined below, of
current City employees, elected officials, or appointed officials may be employed.
Procedures and Related Information:
I. For purposes of these procedures, "immediate family" includes:
A. Spouse, child, step-child, parent, step-parent, brother, sister, step-sibling, "in-law"
relatives, grandparent or grandchild of the employee; or
B. Any other member of the employee's immediate household, including the employee's
domestic partner and his/her children or relatives as referenced above.
II. The immediate family of current City employees and elected or appointed officials will not be
employed by the City where:
A. One of the parties would have the authority to supervise, appoint, remove, or discipline
the other;
B. One party would handle confidential material that creates improper or inappropriate
access to the material by the other;
C. One party would be responsible for evaluating the work of the other;
D. Other circumstances exist that might lead to real or perceived potential conflict among
the parties or conflict between the interest of one or both parties and the best interests of
the City.
E. These will also be considered when assigning,transferring, or promoting an employee
related by blood, marriage, or adoption to any other employee.
F. In conformance with the Conflict of Interest Standard Operating Policy and Procedures, no
one may be employed by the City who is related within the first degree of consanguinity
to an employee of the Mayor's Office, City Attorney's Office, Finance Department,
Information Technology or Human Resources, or any directors of a City Department. This
shall include relationships created by blood, marriage, or adoption.
G. The Human Resources Director in consultation, if needed, with the City Attorney shall be
empowered to act to assist departments in identifying and eliminating nepotism including
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conflicts of interest whenever possible. The Mayor and City Council may agree to jointly
waive said conflict. This procedure shall not apply to the City's Youth-Work-Life Skills
program.
III. Employees Who Marry or Co-Habitate in a Domestic Relationship
A. Employees shall inform their immediate supervisor when employees marry, become
related in an immediate family relationship as defined above, or begin sharing living
quarters with one another with the intention of forming a domestic relationship.
B. A supervisor upon receipt of employee notification shall immediately inform the
department director and Human Resources who will determine if the potential problems
noted above exist or could exist. If so, only one of the employees will be allowed to
remain in the same department or work unit.
C. Where possible, one or both of the affected employees will be given the option to transfer
to another position in the City for which he/she is qualified. Where transfer is not an
option, one of the affected employees will have to resign or be terminated.The affected
employees may be given the opportunity to decide between themselves which employee
will transfer or resign.
D. The decision must be made within thirty(30) calendar days of the date they marry,
become related, or begin sharing living quarters with each other. If no decision is made
during this time,the Human Resources Director in consultation with the department
director, City Attorney, and Mayor,where appropriate,will make the decision based on
the best interests of the City.
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City of Meridian
1 Standard Operating Procedures
Number 6.9
Safety
Purpose:
To provide guidelines regarding the safety and well-being of employees, as well as to outline the
procedure should any unsafe practice be reported or accident/injury take place.
Procedures and Related Information:
I. Commitment to a Safe Work Environment
A. It is the policy of the City to comply with federal and state laws, rules and regulations,
and to provide a work environment as free as practicable from health and safety
hazards.
B. The City believes most accidents are preventable, and it is committed to finding new
ways to prevent injuries and accidents. Each department shall develop safety
procedures in order to minimize and avoid on-the-job injuries and accidents.
C. Supervisors and department directors, or designees shall be responsible for leadership
of safety programs, developing proper safe work procedures, and enforcing all safety
rules, including the maintenance of a safe working environment.
D. Employees are responsible for adhering to all safety procedures, using safety equipment
in the proper manner, and continuously employing safe work practices. It is the
employee's responsibility to inform their supervisor immediately of any hazardous or
unsafe working situation or condition. Any continuing or pervasive hazardous or unsafe
working conditions should be reported to the department director or designee, Human
Resources or designee, or the Compliance and Ethics Help Line.
E. Any questions concerning safety procedures should be directed to the supervisor or
department director.
II. On-the-Job Injuries/Workers' Compensation
A. All employees are covered by the State Workers Compensation program.This insurance
covers employees in case of on-the-job injuries or job-related illnesses. In the event of
an on-the job injury, certain forms and procedures are required.
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B. Reporting On-the-Job Injuries
1. Regardless of the severity of an injury, employees are required to report all job-
related accidents to their supervisor within their work shift, but in no circumstance
later than the next business day.
2. During working hours, all employees sustaining an injury should be directed to St.
Luke's Occupational Health Services for general and police or Emergency
Responders for fire for treatment, except in the case of an emergency.The
supervisor or department director is required to submit the First Report of Injury
form to the Human Resources within five (5) working days or as soon as practicable
to allow filing of worker's compensation claims in the proper manner. All on-the-job
injury reports shall be maintained in a separate medical file in Human Resources.
3. If an employee is disabled temporarily by an on-the-job accident, he/she shall use
sick and/or vacation leave until such time as the claim is approved. Once the claim
is approved,the employee will receive any used leave back and any time loss
associated with the claim will be paid 100% by the City. Return to employment will
be authorized on a case-by-case basis upon consultation with the physician,
department director, Human Resources, and the State Insurance Fund.
4. Time lost for more than three (3) working days for general and police employees or
(6)work shift for twenty-four-hour employees or(10) consecutive days for forty-
hour fire union employees shall be charged against the twelve (12) weeks of leave
provided for in the Family and Medical Leave Act whether or not the employee
requests FMLA.
5. Workers Compensation provisions for represented employees in the Fire
Department shall be governed by the provisions of the collective labor agreement.
C. Any questions concerning completion of forms, workers compensation benefits, or
processes should be directed to Human Resources.
Revision Date:02/15/202 Page 498
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City of Meridian
1 Standard Operating Procedures
Number 6.10
Political Activities
Purpose:
To set forth the City's procedures regarding when City employees and City volunteers can be involved in
political activities.
Procedures and Related Information:
I. It is in the best interest of the City, in the administration of its duties and responsibilities,that City
employees and City volunteers maintain at all times neutrality regarding any election, whether it
is federal, state, municipal, or any government subdivision of the State of Idaho during their
working hours and at all other times the City employee and City volunteer is on active duty, is
wearing a City uniform, and/or is otherwise representing the City and its interests.
ll. Prohibition of Electioneering
A. Definition of Electioneering:
The act of campaigning to influence the result of an election in favor of a particular
candidate or party.
B. No City employee nor City volunteer shall engage in any electioneering, regarding any
election whether federal, state, and municipal or any government subdivision of the State
of Idaho. These procedures apply to any City employee or City volunteer during working
hours or at any other time he/she is on active duty, is responding to a call, and/or is
wearing a City uniform (but not including on-call time where the employee is off City
premises and not in uniform). This includes, but is not limited to,telephone calls,
personal conversations,faxes, email, and/or any other communications;the circulation of
cards or handbills of any kind; the soliciting of signatures to any kind of petition for
candidacy or election question; and/or the use of City vehicles for the placement thereon
of any related bumper stickers, placards, or signs.
III. These procedures shall not be interpreted to include activity of providing information regarding
City elections to the public pertaining to bond issues or other elections which are revenue
elections submitted by the City to the voters, nor do these procedures pertain to prescribed duties
of City employees in the conduct of any City election.
IV. Violation of these procedures may result in disciplinary action, up to and including termination.
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City of Meridian
1 Standard Operating Procedures
Number 6.11
Gifts&Gratuities
Purpose:
To set forth the City's procedures regarding when City employees, appointed, and elected officials may
accept gifts, money, and/or gratuities from outside organizations or individuals.
Procedures and Related Information:
I. City employees are prohibited from soliciting or accepting gifts, money, and/or gratuities from
organizations,vendors, contractors, or their agents in value over$50 in accordance with local,
state, and federal guidelines and laws.
II. Each employee, appointed, and elected official is responsible for tracking and reporting gifts and
gratuities in excess of$50 from outside vendors, organizations, contractors or others that are
received in the capacity of a City employee, appointed, and/or elected official in accordance
with local, state, and federal guidelines and laws. Employees and appointed officials shall report
these to their supervisor and elected officials shall report them to the City Attorney.
III. Human Resources, in conjunction with supervisors and department directors, are responsible
for enforcing this policy at the department level.The City Attorney shall be consulted for
matters involving the Mayor, City Council, and appointed officials.
IV. Employees in the Police and Fire departments should refer to the department's standard of
operation procedures.
V. This section does not apply to campaign contributions.
VI. Exception:
A. For purposes of these procedures, prohibited gifts and/or gratuities do not include
prizes that are:
1. Won in a contest or event unrelated to the employee's official duties;
2. Won in a truly random drawing; or
3. Won in a contest or event open to the public.
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City of Meridian
1 Standard Operating Procedures
Number 6.12
Solicitation
Purpose:
To set forth the City's procedures regarding non-work-related solicitation in the workplace.
Procedures and Related Information:
I. Most forms of selling and soliciting are inappropriate in the workplace. They can be an intrusion
on employees and citizens, and may present a risk to employee safety or to the security of the
City or employee property. Therefore, persons not employed by the City may not at any time
solicit,survey, petition,or distribute literature on City premises that are generally not open to the
public. This includes persons soliciting for charities, salespersons, questionnaire surveyors, labor
union organizers, or any other solicitor or distributor.
ll. The Mayor may make exceptions to this rule in special circumstances where the City determines
that an exception would serve the best interests of the organization or its employees.
III. Employees may not solicit for any purpose during work time. Reasonable forms of solicitation are
permitted during non-work time, such as before or after work or during meal or break periods.
Employees who are on non-work time may not solicit other employees who are on work time.
Employees may not solicit for any purpose during work time or in work areas.
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City of Meridian
1 Standard Operating Procedures
Number 6.13
Outside Employment
Purpose:
To set forth the City's procedures for employees regarding outside employment in addition to their
duties and responsibilities for their employment at the City.
Procedures and Related Information:
I. The City of Meridian does not prohibit an employee from working a second job as long as such
employment does not interfere or conflict with the employee's regularly scheduled City job
responsibilities or the employee's ability to meet City job expectations.
II. Employees are required in advance of accepting or conducting outside employment to notify
their director and supervisor, or Mayor, if outside employment involves a director, in writing
using the City of Meridian Outside Employment Form. Notification should include, but not be
limited to, a detailed description of the outside employment responsibilities and expectations,
work hours, and any other obligations of the outside employment. Upon receipt of the
notification, the supervisor and department director will approve or deny the request. In cases
where outside employment may directly or indirectly interfere or conflict with City employment,
or the director or supervisor is concerned about potential negative effects on City employment,
the request will be denied.
III. The department director or designee, or if the employee is a director the Mayor, shall
determine whether the outside job interferes or conflicts with the employee's City job
responsibilities. Supervisors shall communicate with employees should outside employment
appear to negatively impact the performance of their City position in order to find ways to
improve performance. In cases where employees have been warned about poor performance,
additional disciplinary action may result, up to and including termination.
IV. Employees engaged in outside multi-level marketing employment do not need to provide
notification provided they do not hold a leadership role and can fulfill their responsibilities and
expectation outside of city employment work hours. Employees may only solicit in accordance
with the Solicitation Policy and Procedures 6.12.
V. All written approvals for outside employment shall be forwarded to Human Resources to be
placed in the employee personnel file.
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C�WF,Nt City of Meridian
Standard Operating Procedures
Number 6.14
Appropriate Clothing Attire for Work Purposes and Procurement
Purpose:
To set forth the City's procedures regarding appropriate employee attire for the workplace and the use
of City funds for the procurement of work clothing and uniforms.
Procedures and Related Information:
I. The department director or designee should establish dress code guidelines consistent with the
policy and appropriate for their department and ensure the guidelines are communicated to
their department employees. Upon receipt of a complaint of an employee's inappropriate
attire,the department director or designee should attempt to resolve the matter, including
sending the employee home to change into department-appropriate attire if required. Human
Resources may be consulted, if necessary,to help resolve. Repeated non-compliance may lead
to disciplinary action, up to and including termination.
II. As authorized by the department director or designee, all clothing purchased with City funds
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.
III. Employees are to take reasonable caution in the cleaning and maintenance of all supplied
clothing.
IV. If clothing or uniforms are supplied, the employee is required to wear the provided clothing or
uniform in accordance with departmental policy and procedures 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 director.
V. Upon separation from employment, the City reserves the right to request the return of all
usable issued items and may withhold the value of the items to be returned from the
employee's final paycheck until all items are returned.
VI. Department Specific Guidelines
A. Administrative Staff for all Departments
1. Employees may be issued shirts that are required to be worn. Alternatively,
office and administrative staff in all departments of the City may request to
purchase City of Meridian logo clothing at the discretion of the department
director, but it may not exceed funds budgeted for"employee incentives"
annually. The employee may have the option to apply this designated amount to
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a larger purchase, with the difference being paid by the employee.The City logo
may only be placed on articles of clothing that are appropriate for the workplace.
B. Fire Department
1. Uniform and dress requirements for all Fire Department personnel are detailed
in Meridian Fire Department Policy.
C. Parks& Recreation Department
1. Employees may be issued shirts, sweat shirts, and other outer wear,such as
coats and overalls.
2. Overalls and other outerwear are exempt from the safety color requirement.
The director may authorize other clothing type that is work related to the
position of the employee. Employees are provided with City logo hats.
D. Police Department
1. Uniform and dress requirements for all Police Department personnel are
detailed in the Meridian Police Department Policy and Procedure, Chapter II,
Section 3 Uniform and Equipment.
2. 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.
3. Non-sworn personnel are governed by the section on administrative staff.
4. All clothing allowance is paid directly to the employee and is taxed.
E. Public Works Field Inspection Personnel
1. Employees may be issued shirts, sweat shirts, and other outer wear, such as
coats and overalls.
2. Overalls and other outerwear are exempt from the safety color requirement.
The director may authorize other clothing type that is work related to the
position of the employee. Employees are provided with City logo hats.
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F. Waste Water Treatment Plant and Water Department
1. Employees may be issued shirts, sweat shirts, and other outer wear, such as
coats and overalls.
2. Overalls and other outerwear are exempt from the safety color requirement.
The director may authorize other clothing type that is work related to the
position of the employee. Employees are provided with City logo hats.
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C�WF,Nt r.� City of Meridian
Standard Operating Procedure
Number 6.15
City Hall Employee Parking Permits
Purpose:
To set forth the City's procedures regarding issuance of a City Hall Employee Parking Permit.
Procedures and Related Information:
I. City Hall Parking Lots- For purposes of these procedures, City Hall parking lots are referred to
and located as follows:
A. SOUTH Lot-The parking lot located on the south side of City Hall.
B. FRONT Lot-The parking lot located in front of City Hall (bordered by Broadway and
Main).
C. WEST Lot-The parking lot bordered by Meridian and Broadway.
D. BOWER Street Lot—The parking lot located on Meridian and E. Bower.
II. The SOUTH Lot and WEST Lot are referred to as "designated City Hall employee parking lots" in
these procedures.
III. Availability of any leased parking lot locations may be subject to change depending on lease
arrangements.
IV. Issuance of Parking Lot Permits
A. The Human Resources Department shall issue to each full—and part-time employee
whose primary work location is City Hall one (1) City Parking Permit only to be used in
designated City Hall employee parking lots.
B. Employees may purchase a second City Hall Employee Parking Permit for a fee.
V. General Rules and Guidelines for Use of Designated City Hall Employee Parking Lots
A. Parking in designated City Hall employee parking lots shall require a City Hall employee
Parking Permit between 7:00 a.m. and 6:00 p.m., Monday through Friday, excluding City
Holidays.
B. Permits must be visibly displayed on the windshield side of the vehicle's rearview
mirror.
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C. Employee-owned trailers, motor homes, recreational vehicles, or vehicles with a GVWR
greater than twelve thousand (12,000) pounds may only be parked temporarily in the
WEST Lot.
D. Any sale, barter, alteration, or duplication of a City Hall Employee Parking Permit is
prohibited.
E. No contract or seasonal employee will receive a City Hall Employee Parking Permit.
Department Directors or designees may request a permit for such employee if it is
necessary for the performance of such employee's job.
F. All City fleet vehicles should be parked in their assigned spaces or in the designated
location for fleet parking. (City Hall FRONT Lot or BOWER Street Lot). Where no
assigned space is provided,fleet parking is available, in the FRONT Lot in stalls along
Main St., if possible.
G. Marked emergency vehicles for Police and Fire may park in the FRONT Lot without a City
Hall Employee Parking Permit.
H. If an employee forgets his or her City Hall Employee Parking Permit, he or she may
request from Human Resources a temporary permit for the day.
I. If a City Hall Employee Parking Permit is lost or missing,the employee must report such
loss to Human Resources and will be issued a new permit after paying the appropriate
fee. Damaged or worn out permits may be replaced for no charge.
J. Failure to display a City Hall Employee Parking Permit may cause the vehicle to be
ticketed.The employee shall be solely responsible for any costs associated with such
ticket.
K. At times, certain employees may be required to park in the FRONT Lot and will be so
instructed by Human Resources.
L. Employees visiting City Hall from other work locations may park in the FRONT Lot, but
only with a One-Day Special Parking Permit, and only for the duration required for their,
meeting,training, etc.
M. Abuse or repeated violations of the City Hall Employee Parking Permit policy and these
procedures may be grounds to rescind the employee's City Hall Employee Parking
Permit.
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C�WF,Nt City of Meridian
Standard Operating Procedure
Number 6.16
Employee Identification/Prox Cards
Purpose:
To set forth the City's procedures regarding employee identification/prox cards (ID card) that must be
worn and visible at all times while working.
Procedures and Related Information:
I. Human Resources will issue employee ID/Prox Cards on the first day of employment.
II. The Police Chief or designee shall issue the ID and ID/Prox cards to Police personnel.
III. Employees shall visibly display their ID or ID/Prox Card at all times and when
the employee is on duty and if requested by another member of the public to see
the card shall show it to them.
IV. Exemptions from wearing the ID or ID/Prox card may be approved by the
department director for safety purposes, such as undercover police officers,
firefighters in turn-outs, maintenance personnel, etc.
V. Employees must wear their ID or ID/Prox card in City Hall at all times, unless
exempted.
VI. Employees may not put pins in or poke holes into the cards.
VII. If an employee forgets their ID/Prox card, they may request a temporary for the
day. A continuing need for a temporary may be referred to the employee's supervisor.
VIII. Employees may get a replacement for a lost ID card or ID/Prox card and pay the
appropriate charge.
IX. Damaged, stolen, or worn out cards maybe replaced for no charge.
X. The City may, at its discretion, require the employee to acquire a new card due to
changes in the employee's appearance. In this instance there would be no charge to the
employee.
XI. The employee's supervisor, department director, Human Resources Director, or the
Mayor may demand the surrender of an ID or ID/Prox card.
XII. If an ID or ID/Prox card is lost, stolen, or surrendered for any purpose as described in these
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procedures, Human Resources must be notified immediately.
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C�VF,Nt City of Meridian
Standard Operating Procedure
Number 6.17
Requests for Public Records or Information
Purpose:
To set forth the City's procedures regarding employee response to requests for public records or
information.
Procedure and Related Information:
These procedures are meant to provide a consistent, statutorily-compliant process for employees to
follow in replying to a request from a member of the public for public records maintained by the City
during the course of conducting its business.
Under the Idaho Public Records Act(Idaho Code sections 74-105 through 74-126),there is a
presumption that all public records may be examined and copied by any person. Upon receipt of a
request for a public record,whether such request is made in writing,verbally, or by email,the City must
respond to the request within three working days. The City may grant the request, deny the request, or
notify the Requestor that more time is needed to respond. (Idaho Code section 74-103).
Decisions regarding the release of public information, public records, or other information in the
custody of a public official are to be made by the City Clerk's Office,the official custodian of all City
records pursuant to State law. These procedures establish a timely, consistent, and statutorily
compliant process for handling all public records requests received by the City, whether received by the
City Clerk's Office or by any other City department. These procedures apply to all City employees and
departments, with the exception of the Meridian Fire and Police Departments and their employees, to
the extent that these departments have a specific, pre-existing public records disclosure policy in place.
I. Intake of Public Records Requests;Time Computation by Law
From the date a request for public records or information is received,the City has only
three working days to respond to the request. The three-day time limit does not include
the date of the receipt of the request, but it does include the last day. Saturdays, Sundays,
and holidays on which the City is closed are not included in the three-day time limit. (See
Idaho Rules of Civil Procedure Rule 6(a)). As to requests received after 5:00 p.m., the date
of receipt shall be the next working day.
A. Written Requests for Public Records.
Upon receiving a written request for documents or information, whether by mail,
email,fax, on-line, or personal delivery, employees shall route the request to the
City Clerk's Office as soon as possible, but no later than 5:00 p.m. on the same day
of its receipt. Though the City must respond to a request submitted to any
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department and received in any written form,for purposes of clarity and efficiency,
the public should be encouraged to submit requests in writing and directly to the
City Clerk's Office using the Public Records Request Form,which is available in the
City Clerk's Office and online at the City's website.
B. Oral Requests for Public Records.
Upon receiving an oral request for documents or information, employees may
immediately provide such documents or information only if all of these factors are
present:
1. The requested document or information is subject to disclosure under the
Idaho Public Records Act. If there is any question as to whether a record is
subject to disclosure, employees should inquire with the City Clerk's Office;
2. Such documents or information are immediately accessible to the employee;
3. No research or analysis is requested or required; and
4. No more than ten (10) paper copies are provided in response to the oral
request.
If an oral request for public records does not meet all of the above criteria, the
employee receiving the request shall encourage the Requestor to submit a written
request directly to the City Clerk's Office, preferably using the Public Records
Request On-Line Form.
II. Processing of Public Records Requests
Following receipt of a written request, any and all of the City's communication with the
Requestor should come from the City Clerk's Office. Questions, concerns, and/or follow-up
communications, whether from the employee referring the Requestor to the City Clerk, or
from the Requestor him/herself, should be routed to the City Clerk's Office in order to
ensure that there is a consistent, centralized line of communication between the City and
the Requestor.
A. City Clerk Notifies City Attorney and Department Retaining Records
Upon receipt of a request for public records or information,the City Clerk shall
promptly: (1) provide the City Attorney or designee a copy of the public records
request, and (2) request the records from the department responsible for retaining
the requested documents or information. The City Clerk will inform such
department of the date and time by which it must copy and return the responsive
materials to the City Clerk's Office.
It is essential for employees to understand that time is of the essence in providing a
response to a public records request. By law,the City has only three working days from
the date the request is received to respond to the request. (Idaho Code section74-103.)
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B. Further, unless otherwise expressly directed by the City Clerk's Office or the City
Attorney's Office, no employee shall redact, modify, edit, omit, destroy, or censor
any document or information that is responsive to the request. Employees may
discuss with the City Clerk and/or City Attorney any concerns regarding personal,
sensitive, irrelevant, or exempt information known to be contained in any
responsive record.
C. Department Attempts to Locate Records
Upon receipt of a request from the City Clerk, the department retaining the
requested record shall identify which of the following procedures is applicable, and
comply accordingly.
1. DEPARTMENT ACTION 1:
The department shall promptly reproduce and provide copies of the
responsive materials to the City Clerk's Office if:
a. The department is able to locate, reproduce, and provide copies
of the responsive materials to the City Clerk's Office within the
designated time period, and
b. Locating and retrieving the responsive records will require less
than one (1) hour of staff time, and
c. The responsive records are less than one hundred (100) or more
pages in length.
Upon receipt of the responsive materials from the department,the City Clerk's
Office shall seek City Attorney review as set forth below prior to sending the
response to the Requestor.
2. DEPARTMENT ACTION 2:
The department shall immediately provide an estimate of staff time
needed and number of pages that will comprise the response if:
a. The department is able to locate, reproduce, and provide copies
of the responsive materials to the City Clerk's Office within the
designated time period, and
b. Locating and retrieving the responsive records will require two
(2) hours or more of staff time, or the responsive records are
one hundred (100) or more pages in length.
Upon receipt of the estimate from the department,the City Clerk's Office shall
prepare a response to the Requestor that: (1) notifies the Requestor of the
estimated costs of responding to the request; (2) requires that the Requestor pay
the estimated costs prior to location and reproduction of the public records; (3)
explains to the Requestor that if actual costs are less than the estimate,the
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difference will be refunded to Requestor, and that if actual costs are more than the
estimate,they will be collected prior to provision of the records to Requestor. The
City Clerk's Office shall seek attorney review as set forth below prior to sending the
response and estimate to the Requestor.
3. DEPARTMENT ACTION 3:
The department shall immediately inform the City Clerk's Office and the
City Attorney's Office if:
a. The department is unable to locate and provide responsive
materials to the City Clerk's Office. The department shall
specify whether the requested materials: (a) do not exist, (b)
cannot be located at all, or(c) exist, but are not in the City's
custody.
Upon receipt of notice of inability to locate/provide records,the City Clerk's Office
shall prepare a response to the Requestor that 1) notifies the Requestor of the
denial of the request; (2) specifies the reason and statutory grounds for such
denial; and (3) explains to the Requestor the timeline and mechanism to appeal
the denial. The City Clerk's Office shall seek attorney review as set forth below
prior to sending the response and estimate to the Requestor.
4. DEPARTMENT ACTION4:
The department shall immediately inform the City Clerk's Office if:
a. The department needs additional time to locate, copy, and
provide responsive materials to the City Clerk's Office. The
Idaho Public Records Act allows the City to notify the
Requestor that additional time is needed to process the
request, not to exceed ten (10)working days from the date the
request was received.
Upon receipt of notice that the department needs more time to locate and
provide records,the City Clerk's Office shall, first, prepare a response to the
Requestor(a) notifying the Requestor that more time is needed, and (b)
specifying the date by which the request will be granted or denied. Next,the
Clerk's Office shall recalculate the disclosure deadline and inform the
department accordingly.
D. City Clerk Seeks City Attorney Review
Before providing the City's response to the Requestor granting the request,
requiring payment of estimated costs, denying the request in full or in part,
extending the period for response,the City Clerk shall request that the City Attorney
or designee review such response to ensure that no confidential, privileged, or
statutorily exempt document or information is included in the responsive materials.
Upon such request,the City Attorney or designee shall provide an opinion regarding
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whether the information or documents are subject to disclosure under the Idaho
Public Records Act. If any responsive record or any portion thereof is exempt from
disclosure,the City Attorney or designee shall redact, or provide an opinion
regarding redaction of,the exempt document, information, or portions thereof.
Final decisions regarding disclosure of public records shall be made by the City Clerk.
E. City Clerk Responds to Requestor
Following completion of the foregoing process, and within the three-or ten-day
response period, as applicable,the City Clerk's Office shall do one of the following:
1. Provide all records to the Requestor which are responsive to the request
and subject to public disclosure under the Idaho Public Records Act;
2. Notify the Requestor of estimated costs of responding to the request,
requiring payment prior to reproduction of the records;
3. Deny the request in full or in part (redaction shall constitute a partial
denial), specifying the statutory basis for such denial and describing the
availability,time, and manner of appeal; or
4. Inform the Requestor that additional time is needed to respond to the
request (not to exceed ten (10)working days from the date the request
was received).
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City of Meridian
1 Standard Operating Procedure
Number 6.18
Conflict of Interest
Purpose:
To set forth the City's procedures regarding Conflicts of Interest and the reporting thereof by
employees.
Procedures and Related Information:
I. Definitions
A. Actual or Perceived Conflict of Interest
Due to the nature of the information that is accessible and maintained by the City of
Meridian, no one may be employed by the City who is related within the first degree of
consanguinity to an employee of the Mayor's Office, City Attorney's Office, Finance
Department, Human Resources, Information Technology, or any directors of a City
department. This shall include relationships created by blood, marriage, or adoption.
This provision will not apply to any person who is a current employee of the City at the
time this policy is approved by the City Council.
B. Contracting with Persons or Companies
The City may contract with a person or company that meets the definition in (A) as long
as the City Council approves the contract after a competitive process or adherence to
City Policy has occurred.
II. Reporting Conflicts of Interest
A. Any employee or others acting on behalf of the City should report concerns related to
actual or perceived conflicts of interest to the City Attorney or Human Resources in
person,via email, phone call or by using the Compliance and Ethics Helpline.
B. Reported conflict of interest- related concerns will be investigated promptly.
C. The City Attorney or Human Resources will assist departments with recommendations
based on findings from the investigation to eliminate or resolve perceived or actual
conflicts of interest if warranted.
D. Findings of an existing conflict of interest may result in disciplinary action, up to and
including termination of employment or contractual relationship with the City.
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E. If circumstances warrant,the City Attorney shall advise the Mayor and City Council of
an existing conflict of interest.The Mayor and City Council may agree to jointly waive
said conflict.
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City of Meridian
1 Standard Operating Procedures
Number 6.19
Social Media Procedures
Purpose:
To set forth the City's procedures on the use of Social Media by City of Meridian employees, elected
officials, and City volunteers.
Procedures and Related Information:
I. Definitions
A. Social media site: A publicly accessible online publishing application,technology, or
website that provides information to the public via subscription, reference, network, or
drop-in. A social media site provides a forum by which individuals may post comments or
other information. Examples of social media sites include: Instagram, NextDoor, Facebook,
Linkedln,Twitter, and YouTube.
1. City social media site: Asocial media site that:
a. Is established or administered by the City, or by a City employee, or elected
official, acting in his/her official capacity.
b. Is held out to be representative of, or held out to be established or used by,
the City, or any department, employee,volunteer, elected official,
commission, or component thereof.
c. Utilizes a City name, title, logo, or other indicia of City endorsement,
establishment, or administration of such social media site.
2. Non-City social media site:A social media site established or used by a City
employee acting in his/her personal capacity.
B. Comments: Information, commentary, dialogue, links, pictures,videos, and/or other
forms of communicative content posted on a social media site.
C. Post: Content an individual shares on a social media site or the act of publishing content
on a site.
D. Site Administrator:The City employee or individual subject to these procedures
designated to establish, monitor and maintain a City social media site.
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E. User: Any person who accesses,views,follows, likes, subscribes, links to in any manner,
and/or posts comments on a social media site.
II. Objectives of City Social Media
The goals of the City's use of social media are:
A. To connect with the public, particularly current, future, and former Meridian residents,
visitors, and businesses;
B. To educate, inform, and energize the public regarding the City and its activities and
operations;
C. To establish and maintain a forum for public dialogue regarding topics relevant to the City
and the Meridian community;
D. To elicit, listen to, and implement feedback from customers and observers regarding the
City, its activities, and operations;
E. To promote and support the community served by the City;
F. To alert and communicate with citizens during emergencies;
G. To share information from other related agencies to help promote relevant programs,
events, and services; and
H. To respond to inquiries regarding municipal services and government in a timely manner.
III. Establishment and Administration of City Social Media Sites
A. All City social media sites shall be administered or overseen by a Site Administrator agreed
upon by the director of the requesting department and the Communications Manager.
Upon creation of the site,the Site Administrator shall provide to the Communications
Manager administrative rights and all login information and passwords necessary to
administer the social media site, and shall provide any updated login or password
information immediately upon any changes to the Communications Manager. Upon
separation from City employment, the Site Administrator shall provide to the
Communications Manager all login information and passwords necessary to administer
the social media site, and shall relinquish and transfer all administrator rights to the
Communications Manager.
B. Prior to establishing a City social media sight, departments, commissions, employees,
volunteers, or elected officials shall obtain approval from the Mayor, or designee, and the
City of Meridian Communications Manager.
C. Employees or other individuals subject to these procedures seeking to establish a City
social media site shall submit to the Communications Manager a written proposal,which
shall include the following information:
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1. The proposed platform to be used;
2. The mission,vision, and objectives of the proposed site;
3. The City employee(s) designated to establish, monitor and maintain the site;
4. Plan for the design, content, and features of the proposed site; and
5. Whether Users may post comments or messages on or through the site, and if so
the schedule and plan for reviewing and following up on such comments.
D. The Mayor, or designee, may order City employees to wholly remove City social media
sites that are established or administered in violation of these procedures. The failure to
remove a City social media site in accordance with such order may result in disciplinary
action up to and including termination.
E. City employees or other individuals subject to these procedures using or administering
City social media sites shall conduct themselves at all times as a representative of the City
and in accordance with all City policies. Failure by City employees to do so may result in
disciplinary action up to and including termination.
F. All social media site administrators, City employees, and other individuals subject to these
procedures shall not share on any City social media site:
1. Confidential information;
2. Information or statements reflecting for or against active legislation; or
3. Information concerning pending legal matters.
G. All City social media sites shall publicly make available the following information:
1. City of Meridian Social Media Terms of Use Statement or a link thereto
a. The City of Meridian Social Media Terms of Use Statement (see Appendix
A) shall be reviewed and adapted for each City social media site and
approved by the Communications Manager and Legal Department.
2. Related department/division's contact information; and
3. Display the following disclaimer:
Disclaimer:Please note that public comments and opinions expressed by the
public on this site do not reflect the opinion and position of the City of Meridian
government, elected officials, volunteers or employees. This site is not monitored
2417 and therefore any urgent matters should be directed to the City of Meridian
by phone or email. In the case of emergency, dial 9-1-1.
Adoption Date:02/15/2022 Page 519
Item#13.
IV. City's Use and Maintenance of City Social Media sites
A. All City social media sites shall adhere to applicable federal, state and local laws,
regulations and City policies.
B. The City of Meridian's website at http://www.meridiancity.org will remain the City's
primary and predominant internet presence.
C. The Communications Manager shall monitor content on all City social media sites to
ensure adherence to these procedures, consistency with the interests and goals of the
City of Meridian, and enterprise-wide consistency in messaging and information across
platforms and site administrators.
D. Content posted by the City and comments posted by Users on City social media sites
contain records subject to the Idaho Public Records Act. Any content posted or
maintained in a social media format that is related to City business, including a list of
subscribers, posted communication, and communication submitted for posting, may be a
public record subject to public disclosure.
E. The Site Administrator or Communications Manager may remove and/or restrict
comments with approval from the Legal department.Any comments removed or
restricted shall be documented with a screen capture/record, date and time of post,
original post the comment corresponds with, and visible personal information of user.
Comments containing or uploading any of the following inappropriate forms of content
shall be subject to removal or restriction:
1. Content that is deemed in violation of the City's Social Media Policy, these terms
of use,the terms and conditions of use of[Name of Site] or any applicable
federal, state or local law;
2. Profane, obscene, indecent, violent, or pornographic content;
3. Content that promotes,fosters or perpetuates discrimination on the basis of race,
creed, color, age, religion,gender, sexual orientation, or national origin;
4. Defamatory or personal attacks;
5. Threats to any person or organization;
6. Encouragement or incitement of illegal activity;
7. Information that may tend to compromise the safety or security of the public or
public systems;
8. Content that violates a known legal ownership interest, such as a copyright, of any
party; or
Adoption Date:02/15/2022 Page 520
Item#13.
9. Any content that contains or perpetuates a virus, corrupted file, or other defect or
program that may cause damage.
F. City employees or other individuals subject to these procedures using or administering
City social media sites shall conduct themselves at all times as a representative of the City
and in accordance with all City policies.
G. City employees or other individuals subject to these procedures who manage social
media sites/platforms on behalf of the City should be aware and adhere to said
sites/platforms'term of use. Questions may be directed to the Information Technology
Department.
V. City Employees' Personal Use of Personal or Non-City Social Media Sites
A. City employees or elected officials using non-City social media sites for personal use
should be aware that all social media sites are or may be accessible to the public, other
City employees and officials.
B. City employees or other individuals subject to these procedures shall not use non-City
social media sites for personal use for any purpose or in any manner that may adversely
affect the City, his or her City employment or City designated responsibilities, his or her
City workplace and/or that of other City employees or elected officials, including, but not
limited to, speech, conduct, photographs, videos, audio messages, or other activities,
images, or recordings that constitute or convey bullying,gossiping, sexual harassment,
abuse of City or other public resources,violation of City policies, or illegal activity. Such
use by City employees of non-City social media site may result in disciplinary action up to
and including termination.
C. Where a City employee or other individual subject to these procedures acting in his/her
personal capacity,wishes to post or comment on Non-City social media site:
1. Regarding work or subjects associated with the City, or
2. Where such employee or individual is or would reasonably be believed to be
speaking in his/her City professional,volunteer, or official capacity, the provisions
of this and other City policies shall apply, and the employee or individual shall
include the following disclaimer in his/her post/comment:
Disclaimer: This post/comment is my own and does not necessarily represent the
positions or opinions of the City of Meridian.
D. City employees shall not access or use non-City social media sites in a manner that causes
loss of productivity during working hours. Such use by City employees may result in
disciplinary action up to and including termination.
Adoption Date:02/15/2022 Page 521
Item#13.
APPENDIX A
CITY OF MERIDIAN SOCIAL MEDIA TERMS OF USE STATEMENT
I. Terms of Public's Use of [Name of Site]
A. This site is intended to provide important, relevant and engaging information to Users,
specifically regarding City of Meridian business, events, and programs [specifically related
to FOCUS AREA].Any comment or materials posted by a User of this site may be
attributed only to that User, and does not necessarily reflect the positions or opinions of
the City of Meridian, its employees or officials. The City of Meridian does not warrant
the accuracy of any statement or claim made here, is not responsible for any User-
generated content, and does not endorse any opinion expressed here. All Users must
comply in all respects with the City of Meridian's Terms of Public's Use for this site. The
following terms of use shall also apply:
1. The City seeks to serve all of its constituents by hosting an open but civil dialogue.
Reasonable arguments for opposing views are encouraged.
2. Users shall have no right of privacy on the City's social media sites, as such sites
may be or contain public records subject to disclosure pursuant to the Idaho
Public Records Act and the City's records retention schedule.
3. A comment posted by a member of the public on any City social media site is the
opinion of the commentator or poster only. Publication of a comment does not
imply endorsement of, or agreement by, the City of Meridian, nor do such
comments necessarily reflect the opinions or policies of the City of Meridian.
4. Comments should relate to the topic being discussed in the original post, should
not contain random or unintelligible information or text, and should not be wholly
an advertisement of commercial products or services.
5. Comments containing or uploading any of the following inappropriate forms of
content are subject to removal and/or restriction:
a. Content that is deemed in violation of City policy, these terms of use,the
terms and conditions of use of[Name of Site], or any applicable federal, state
or local law;
b. Profane, obscene, indecent, violent, or pornographic content;
c. Content that promotes,fosters or perpetuates discrimination on the basis of
race, creed, color, age, religion, gender,gender identity, sexual orientation, or
national origin;
d. Defamatory or personal attacks;
e. Threats to any person or organization;
Adoption Date:02/15/2022 Page 522
Item#13.
f. Encouragement or incitement of illegal activity;
g. Information that may tend to compromise the safety or security of the public
or public systems;
h. Spam, scams, or fraudulent or deceptive messages;
i. Content that provides personally identifiable medical information of someone
other than the commenter;
j. Content that violates a known legal ownership interest, such as a copyright or
trademark of any party; or
k. Any content that contains or perpetuates a virus, corrupted file, or other
defect or program that may cause damage.
6. All use of this site shall be bound by the City of Meridian terms and conditions of
use. Where appropriate, City may report any violation of such terms and
conditions to [Name of Site].
7. These terms may be revised at any time.
8. A User's submission, posting, or other publication of a comment constitutes
acceptance of these terms.
Adoption Date:02/15/2022 Page 523
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 6.20
Use of Unmanned Aerial Devices (Drones)
Purpose:
To set forth the City's procedures regarding the use of drones by employees.
Procedures and Related Information:
I. As needed to perform required job functions, an employee may be authorized by the
department director to use a City drone. All drone operations shall follow all established
policies and procedures for operating City equipment.
II. Employees must obtain remote pilot certifications from the FAA prior to operating a drone
owned by City or otherwise approved for City use.
III. Employees operating drones must comply in all respects with: all FAA regulations and
requirements; all City, State, and Federal laws and regulations; and all state and federal
Constitutional guarantees.
IV. Pursuant to Idaho Code section 21-213(2)(b), drones may not be used to photograph or
otherwise record an individual, without such individual's written consent, for the purpose of
publishing or otherwise publicly disseminating such photograph or recording.
V. Employees shall not intentionally record or transmit images of any location where a person
would have a reasonable expectation of privacy(e.g. residence,yard, enclosure) and shall take
reasonable precautions to avoid inadvertent entry into, or recording images of, areas where
there is a reasonable expectation of privacy.
VI. Employees may collect information using a drone only while using it for a specifically
authorized use and may not use it to conduct personal business of any type. Employees may
use drone-collected information only for marketing, mapping, management and assessment of
City facilities and construction projects, infrastructure monitoring, and site visits and
inspections pursuant to pending applications/permits.
VII. Employees may not use personally-owned drones for City purposes unless specifically
requested and approved by the department director.
Adoption Date:02/15/2022 Page 524
Item#13.
City of Meridian
1 Standard Operating Policy
Number 7.1
Drug and Alcohol
Purpose:
To set forth the City's policy to provide a drug and alcohol-free workplace for the protection and well-
being of the City, its employees, property, equipment, operations, and the public it serves.
Policy:
In recognition of the harmful effects that the use of illegal drugs and the misuse of alcohol can have on
employees in the workplace,the City of Meridian has a responsibility to provide and maintain a safe,
secure, productive and efficient work environment free of the use, sale or possession of alcohol and
controlled substances.The City is committed to promoting and maintaining a drug and alcohol-free
work environment for our employees and members of the general public. Furthermore,the City has an
obligation to protect the City's property, equipment, operations and reputation.
Being under the influence of alcohol or an illegal drug or improper use of a prescription drug on the job
poses serious safety and health risks to the user and to all those who work with the user.The use, sale,
purchase, transfer, or possession of an illegal drug in the workplace, and the use, possession, or being
under the influence of alcohol in the workplace also poses unacceptable risks for safe, healthful, and
efficient operations.
Employees are expected to report to work drug and alcohol free in order to enable safe and efficient job
performance. Employees are expected to engage in activities while on the job,while on City premises, or
in the scope and course of employment, which are appropriate for the work environment and do not
compromise the City's integrity or interest in maintaining a safe, secure, and drug and alcohol-free
workplace.
For the purpose of this policy, volunteers are considered employees, when in the workplace. This policy
applies to all regular full-time, part-time, introductory, temporary, seasonal, contract employees, and all
selected job applicants or prospective City employees.
The City requires compliance with this policy as a condition of employment for qualified applicants or for
continued employment for all City employees and volunteers. Anyone found to be in violation may be
subject to disciplinary action, up to and including termination.
This Drug-Free Workplace Policy is not intended to replace or supersede testing, reporting, and
procedures mandated by federal and state rules, regulations, or laws that relate to the maintenance of a
workplace free from alcohol and illegal drugs.
This policy shall be implemented pursuant to the Drug and Alcohol Standard Operating Procedures.
Represented Employees(Fire Union)
The collective labor agreement shall govern the alcohol/drug program/policy for represented employees.
Revision Date:02/15/202 Page 525
Item#13.
Authority& Responsibility:
The Human Resources Director or designee shall be charged with interpreting and administering this
policy. Supervisors and department directors are responsible to ensure compliance to this policy within
their areas of responsibility.
Revision Date:02/15/202 Page 526
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
7.2
Use of Nicotine or Tobacco Products
Purpose:
To set forth the City's policy on the use of nicotine or tobacco products, real or simulated, by employees,
on City property during work hours.
Policy:
To promote a healthy workforce and healthy working environment, employees' use of nicotine or
tobacco products, real or simulated, on City property during work hours is hereby prohibited.
This policy shall be implemented pursuant to The Use of Nicotine or Tobacco Products Standard
Operating Procedures.
Authority and Responsibility:
Human Resources shall be responsible for interpreting this policy.
Exceptions:
This policy does not restrict employee use of products prescribed or recommended by a health care
provider as part of a smoking or tobacco cessation program, so long as use of such products during work
hours occurs in public smoking areas only.This exception shall only apply for sixty(60) days after
providing notice to Human Resources at the beginning of the program or until program completion
occurs, whichever is shorter.
Revision Date:02/15/202 Page 527
Item#13.
City of Meridian
1 Standard Operating Policy
Number 7.3
Workplace Violence
Purpose:
To set forth the City's policy prohibiting violence in the workplace by employees, supervisors, elected or
appointed officials, and members of the public.
Policy:
The City prohibits the use of verbal, physical, and/or electronic means of intimidation, threats or violent
acts by or towards any City employee, on any City premise, and/or within any City vehicle. All such
actual or potential incidents must be reported promptly to the employee's supervisor, department
director, Human Resources Director or designee, or the Compliance and Ethics Helpline.
This policy shall be implemented pursuant to the Workplace Violence Standard Operating Procedures.
Authority& Responsibility:
Supervisors and department directors or designees are responsible for ensuring a violence-free
workplace within their scope of responsibility. Human Resources shall be responsible for administering
this policy.
Revision Date:02/15/202 Page 528
Item#13.
City of Meridian
1 Standard Operating Policy
Number 7.4
Criminal Charges
Purpose:
To set forth the City's policy on employees who incur criminal charges.
Policy:
Employees charged with a misdemeanor or felony of any class must report the charge immediately to
his/her department director or designee. Should the charge interfere with the employee's ability to
perform his/her duties, create a conflict of interest, or compromise the best interests of the City,the
employee may be subject to disciplinary action up to and including termination.
This policy shall be implemented pursuant to the Criminal Charges Standard Operating Procedures.
Authority& Responsibility:
Human Resources shall administer and interpret this policy. Department Directors or supervisors who
are informed by an employee of criminal charges must report such information to the Human Resources
Director or designee immediately.
Revision Date:02/15/202 Page 529
Item#13.
City of Meridian
1 Standard Operating Policy
Number 7.5
Standards of Conduct
Purpose:
To set forth the City's policy regarding standards of conduct and behavior to be followed by all City
employees, appointed officials, and elected officials ("employees").
Policy:
All employees are expected to conduct themselves in a professional manner that is representative of the
City. All employees regardless of title are expected to provide excellent customer service to the public,
treat all members of the public with due respect, be accountable for their actions, and to maintain good
community relations.
This policy shall be implemented pursuant to the Standards of Conduct Standard Operating Procedures.
Authority&Responsibility:
Human Resources shall be responsible for administering this policy.
Revision Date:02/15/202 Page 530
Item#13.
C�VF,Nt City of Meridian
Standard Operating Policy
Number 7.6
Prohibited Activities in Workplace Conduct
Purpose:
To set forth the City's policy for activities and behaviors that are inappropriate and prohibited within the
workplace.
Policy:
All employees, appointed officials, and elected officials are expected to perform and behave in a
professional and courteous manner. Inappropriate and prohibited activities and behavior within the
workplace will not be tolerated by employees or volunteers (as applicable).
This policy shall be implemented pursuant to the Prohibited Activities in Workplace Conduct Standard
Operating Procedures.
Authority& Responsibility:
Human Resources shall administer and interpret this policy. Department Directors or designees and
supervisors are responsible to ensure compliance with this policy for themselves and individuals within
their assigned scope of responsibility.
Revision Date:02/15/202 Page 531
Item#13.
City of Meridian
1 Standard Operating Policy
Number 7.7
Recycling
Purpose:
To set forth the City's policy regarding recycling efforts by City employees.
Policy:
The City of Meridian supports and actively participates in recycling efforts to protect the environment
and divert materials from the landfill. All City departments are encouraged to recycle, rather than
discard, any and all materials that are recycled by the City's waste hauler.
This policy shall be implemented pursuant to the Recycling Standard Operating Procedures.
Authority& Responsibility:
Department Directors are responsible for administering this policy in their respective departments.
Revision Date:02/15/202 Page 532
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 7.1
Drug and Alcohol
Purpose:
To set forth the City's procedures for providing a drug and alcohol-free workplace for the protection and
well-being of the City, its employees, property, equipment, operations, and the public it serves. These
procedures include the City's drug and alcohol testing program and provide guidance to supervisors and
employees concerning their responsibilities for carrying out the program.
Procedures and Related Information:
I. General
A. These procedures apply to all regular full-time, part-time, introductory, temporary,
and seasonal or contract employees,volunteers, and all job applicants.
B. Represented employees (Fire Union) are governed by the alcohol/drug
policy/program set forth in the current collective labor agreement, appendix B.
C. Safety Sensitive Positions—As used in these procedures, safety sensitive positions are
those positions that include the following functions, duties and responsibilities:
1. The job functions associated with these positions directly and immediately
relate to public health and safety, the protection of life, and law enforcement.
2. Safety sensitive positions are those that require an employee to:
a. Carry firearms;
b. Have custodial responsibility for illegal drugs;
c. Perform emergency medical, lifesaving, and/or fire suppression
activities;
d. Have supervision over children in the absence of their parents or adult
guardians;
e. Have access to homes and/or businesses in the City;
f. Handle hazardous materials that if mishandled, place City employees
and/or the general public at risk of serious injury;
g. Work in the water and wastewater systems and their operations;
h. Be required to maintain a Commercial Driver's License (CDL); or
i. Operate heavy machinery
3. Human Resources shall maintain a list of every safety sensitive position that is
covered in these procedures.
Revision Date:02/15/202 Page 533
Item#13.
II. Definitions
A. Alcohol: means any beverage that contains ethyl alcohol (ethanol), including but not
limited to beer, wine, and distilled spirits.
B. Applicant:Any individual tentatively selected for employment with the City.
C. City premises or City facilities: for the purpose of these procedures means all property
of the City of Meridian including, but not limited to,the offices, facilities, land, and
surrounding areas on the City's owned or leased property, parking lots, and storage
areas.The term also includes the City's owned or leased vehicles and equipment
wherever located.
D. Drug Paraphernalia: Drug related paraphernalia is any unauthorized material or
equipment or item used or designed for use in testing, packaging, storing, injecting,
ingesting, inhaling, or otherwise introducing into the human body an unauthorized
substance.
E. Drug testing: means a urinalysis taken for the purpose of determining whether drugs
are in the person's system or any other testing the City deems appropriate and
reliable.
F. Employee Assistance Program (EAP): A contract-based counseling program that offers
assessment,short-term counseling, and referral services to employees for a wide
range of alcohol, drug, and mental health problems and monitors the progress of
employees while in treatment.
G. Illegal drug: means any drug as defined by section 802 (6) of Title 21 of the United
States Code which is not legally obtainable under chapter 13 of that title. Examples of
illegal drugs are cannabis substances, such as marijuana and hashish, cocaine, opiates,
phencyclidine (PCP), and so-called designer drugs and look-alike drugs or use of a legal
drug not prescribed to the employee.
H. Legal drug: means any prescribed drug or over-the-counter drug that has been legally
obtained and is being used for the purpose for which prescribed or manufactured.
I. Medical Review Officer (MRO): An independent licensed medical practitioner who has
knowledge of substance abuse disorders and the appropriate medical training to
interpret and evaluate all positive test results together with an individual's medical
history and any other biomedical information.
J. Reasonable belief: means a belief based on objective facts sufficient to lead a prudent
person to conclude that a particular employee is under the influence of drugs or
Revision Date:02/15/202 Page 534
Item#13.
alcohol which may cause the employee to be unable to satisfactorily perform his or
her job duties or pose a hazard to himself/herself or others.
K. Under the Influence: means a condition in which a person is affected by a drug or
alcohol in a detectable manner.A determination of being under the influence can be
established by a scientifically valid test, such as breath test or urinalysis.
III. Prohibited Activities
A. On-Duty
1. Employees are expected to work alcohol and drug free in order to enable safe
and efficient job performance.
2. The use, sale, distribution, manufacture, purchase,transfer, storage, or
possession of alcohol or illegal drugs, paraphernalia or the unauthorized use of
prescription drugs or any combination thereof,while on City premises, in City
vehicles is strictly prohibited. While operating City equipment, at a job site
during work hours or in the scope and course of City employment is also strictly
prohibited. Any violation of these procedures are grounds for disciplinary
action, up to and including termination.
3. Employees who report to work and are suspected of being under the influence
of alcohol or drugs shall be immediately reported to Human Resources and may
be subject to reasonable cause drug or alcohol testing and will not be allowed to
drive themselves to be tested, home or elsewhere. Refusal to comply with this
rule may result in immediate termination.
4. Any on-duty conduct of any employee which results in an arrest or conviction,
regardless of the form of the judgement,for Driving under the Influence,
Possession of Alcohol by a Minor, procuring or distribution of illegal drugs may
be subject to discipline up to and including termination.
5. Any employee arrested,while on duty,for committing an offense identified in
section 4 must inform their supervisor or Human Resources immediately. Failure
to do so may be subject to disciplinary action, up to and including termination.
6. Restrictions caused by the criminal conduct, i.e. driver's license restrictions;jail
or work release; occupational license suspensions or revocations, etc., may be
subject to discipline up to and including termination.The City of Meridian is not
required by these procedures to adjust work schedules,job duties, or bonafide
job requirements due to the employee's restrictions.
B. Off-Duty
1. The off-duty conduct of any employee which results in an arrest or conviction,
regardless of the form of the judgement, for Driving under the Influence,
Possession of Alcohol by a Minor, procuring or distribution of illegal drugs may
be subject to discipline up to and including termination.
2. Any employee arrested or convicted, regardless of the form of the judgment of
violating a criminal offense identified in section 1 away from the workplace
must inform the City of such arrest of conviction, regardless of the form of the
Revision Date:02/15/202 Page 535
Item#13.
judgment, immediately, but no longer than five days of the event. Notification
must be made to the employee's supervisor or Human Resources. Failure to
inform the City subjects the employee to disciplinary action up to and including
termination.
3. Restrictions caused by the criminal conduct, i.e. driver's license restrictions;jail
or work release; occupational license suspensions or revocations; etc., may be
subject to discipline up to and including termination.The City of Meridian is not
required by these procedures to adjust work schedules,job duties, or bonafide
job requirements due to the employee's restrictions.
IV. Prescribed Medication
A. The use of drugs/medicine prescribed by a licensed medical practitioner will be
permitted provided that it will not and in fact does not affect work performance, nor
will it impair the employee's ability to safely operate equipment or machinery.The
City reserves the right to have a licensed medical practitioner who is familiar with the
employee's medical history and assigned duties determine if use of the prescription
drug will produce effects which will increase the risk of injury to the employee or
others while working. If such a finding is made,the City may limit or suspend the work
activity of the employee during the period that the licensed medical practitioner
advises that the employee's ability to perform his or her job safely may be adversely
affected by such medication. Any employee who has been informed by his/her
licensed medical practitioner that the prescription drug could cause adverse side
effects while working must inform his/her supervisor prior to using the medication on
the job.
B. Employees must not consume prescribed drugs more often than as prescribed by the
employee's licensed medical practitioner and they must not allow any other person to
consume the prescribed drug.
V. Discipline
A. Any employee who possesses, distributes, sells, attempts to sell, or transfers illegal
drugs on the City of Meridian's premises or while on City business or at any other time
that becomes known to the City will be subject to discipline up to and including
termination.
B. Any employee who is found to be in possession of or under the influence of alcohol
in the workplace or during work hours in violation of these procedures and will be
subject to disciplinary action up to and including termination.
C. Any employee who is found in possession of drug paraphernalia in violation with
these procedures and will be subject to disciplinary action up to and including
termination.
D. Any employee who is found through alcohol or drug testing to have in his or her body
system a detectable amount of alcohol or an illegal drug as defined by these
procedures will be subject to disciplinary action up to and including termination.
Revision Date:02/15/202 Page 536
Item#13.
Employees voluntarily participating in an alcohol/drug rehabilitation program
recommended by the Employee Assistance Program will not be subject to discipline
for participation in the program. If the employee is required to participate in an
alcohol and/or drug program the Employee Assistance Program will notify Human
Resources when an employee has completed to rehabilitation program. Prior to
returning back to work an employee must have a negative test result and after an
employee returns to work, he/she will be subject to unannounced drug and alcohol
testing for a period of six(6) months. A single positive test result or failure to
successfully complete the recommended rehabilitation program will be grounds for
disciplinary action up to and including termination.
E. Any employee who refuses to submit to an alcohol or drug test under the terms of
this policy will be subject to disciplinary action up to and including termination.
F. Employees who are required to participate in the City's Employee Assistance
Program (EAP) will be subject to termination for the following policy violations:
1. Failure to contact the EAP within five (5)working days after notification of a
positive result.
2. Refusal or unexcused failure to participate in counseling or the EAP program.
3. Abandonment of a treatment program prior to completion and being released.
G. If the employee is not a part of the City's random pool for testing; after completion
of the prescribed program the employee shall be placed in the City Random Pool for
testing for one (1)year.
VI. Employee Assistance Program (EAP) &Self-Referral
A. The City recognizes that alcohol and chemical dependency are highly complex
problems that can be successfully treated.Any employee needing help in dealing
with these problems is encouraged to use City's EAP program and the benefits
available through the City's medical plan. The Human Resources Department has
brochures and cards on the EAP program and on the Human Resources Intranet page
under Benefits.
B. Self-Referral
1. Rehabilitation assistance in lieu of discharge may be offered.
2. Any employee, who identifies him/herself to have an alcohol or drug problem,
provided that the request is made prior to violation of the City's alcohol and
drug policy, and who self-refer to the EAP program, will not be subject to
disciplinary action for voluntarily requesting help due to alcohol and/or drug
problems. A request for rehabilitation may not be made in order to avoid the
consequences of a positive alcohol or drug test result or to avoid taking an
alcohol or drug test when requested to do so under the terms of these
procedures.
3. An employee who is in rehabilitation or who has completed rehabilitation will
be allowed to return to work upon presentation of a written release signed by a
Revision Date:02/15/202 Page 537
Item#13.
licensed medical practitioner or recognized rehabilitation professional.An
employee returning to work after treatment may return to work after taking
and passing an alcohol and/or drug test. Employees who undergo a counseling
or rehabilitation program will be subject to unannounced testing following
completion of such a program for a period of six(6) months.
4. Employees who are referred to outpatient and/or in-patient alcohol or drug
rehabilitation will be expected to do so at their own expense, (with the
exception of those expenses covered by the City's health insurance program) on
their own time or during a leave of absence,that may be covered under the
Family Medical Leave Act(FMLA) or during a non-paid leave of absence
approved by the City.
5. Affected employees shall, whenever possible, schedule outpatient rehabilitation
treatment during times that will not conflict with the employee's work schedule,
provided however, employees will be allowed to use vacation or sick leave, or
unpaid leave, if outpatient rehabilitation treatment cannot be scheduled other
than during their regular work schedule.
6. If an employee's job is a Safety Sensitive Position as designated above or
requires driving a City vehicle, Human Resources may consult with the City
Attorney regarding authorization to continue with all job duties while in an EAP
counseling or rehabilitation program during their regular work schedule.
C. Involuntary Referral
When an employee tests positive for alcohol or drug use the first time (or is identified
as being under the influence of alcohol or drugs at work) as identified in the City's
Alcohol and Drug policy and procedures the employee may be sent to the City's EAP
program for assessment, and treatment planning. Subsequent failures may be
considered cause for termination.
VII. Education
A. Supervisors and other management personnel will be informed of:
1. Overall City policy;
2. EAP program intervention, procedures, and supervisor's role;
3. Documentation of employee performance and behavior.
B. Employees will be informed of:
1. The health and safety dangers associated with alcohol and drug use;
2. The provisions of this policy and procedures through employee meetings and
employee orientation.
All. Testing Procedures
A. Pre-Employment Testing
1. All applicants for safety sensitive positions shall be given a conditional offer of
employment and will be required to submit to testing for the presence of
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alcohol and illegal drugs.The offer of employment is contingent upon a
negative alcohol and drug test result. A conditional offer of employment will be
rescinded for any applicant who tests positive for the presence of alcohol
and/or illegal drugs. No application for employment may be accepted for the
individual for one (1)year following a positive test.
2. An applicant will be notified of the City of Meridian's alcohol and drug testing
policy prior to being tested; will be informed in writing of his or her right to
refuse to undergo such testing; and will be informed that the consequence of
refusal is termination of the pre-employment process.
B. Reasonable Belief Testing
1. An employee will be tested for alcohol and illegal drugs, or the abuse of
prescription medication, when the employee manifests "reasonable belief"
behavior that would endanger his/her well-being, as well as the safety of fellow
employees or the general public.The basis of suspicion of alcohol or drug
abuse may be a specific, contemporaneous event, or conduct-evidencing
impairment observed over a period of time.
2. An employee who is tested in a "reasonable belief" situation will be put on
administrative leave with pay pending receipt of written test results and
whatever inquiries may be required.
C. Post-Accident Testing
1. Any employee involved in a work-related accident will be tested for the use of
alcohol and illegal drugs, as soon as possible after the accident, preferably
within four(4) hours. Examples of conditions that will require an employee to
take an alcohol and drug test include, but are not limited to, accidents,that
result in:
a. A fatality, personal injury, or injury to another person requiring transport
for medical treatment away from the site of the accident;
b. Damage to equipment or property owned by the City, or by a third party,
that is estimated to exceed $1500.
c. Damage to a City vehicle that is estimated to exceed $1500.
2. An employee who is seriously injured and cannot provide a specimen for
testing will be required to authorize the release of relevant hospital reports,
or other documentation,that would indicate whether there were alcohol or
drugs in his/her system at the time of the accident. Any employee required to
be tested under this section must remain readily available for such testing and
the employee may not consume any alcohol or illegal drugs.
3. If it is determined by management that an employee's accident was caused by
the actions of another, and that there were no unsafe acts on the part of the
employee,the City reserves the right to waive post-accident testing of the
employee. Employees who are involved in a work-related accident requiring
medical treatment are to immediately inform their supervisor of the accident,
Revision Date:02/15/202 Page 539
Item#13.
so that any needed alcohol or drug testing may be promptly conducted in
conjunction with their medical treatment.
D. Random Testing
Employees in Safety Sensitive positions will be subject to random alcohol and drug
testing.
1. Random tests will be unannounced and occur throughout the calendar year.
Random selections will be made by a scientifically valid method that will result
in each employee having an equal chance of being tested each time selections
are made.The Human Resources Director, or designee will notify the
individual's supervisor and the individual selected for random testing on the
same day the test is scheduled.The supervisor will be notified within two
hours of the scheduled testing and the employee will be notified immediately
preceding the scheduled testing. Upon notification,the employee shall
proceed immediately to the testing site and at the City's discretion;
employees may be transported or escorted to the testing site.
2. The annual number of random tests will be no more than fifteen percent
(15%) of the average number of employees subject to random testing for
alcohol and illegal drugs.
3. In implementing the program of random testing, the City shall evaluate
periodically whether the numbers of employees tested and the frequency
with which those tests will be administered satisfies the City goal of achieving
a drug-free work force.
E. CDL Testing
In compliance with the Department of Transportation (DOT) ruling 49 CFR parts 40
and 382, pre-employment, random, reasonable belief, and post-accident drug and
alcohol testing shall be required for employees in positions that require a Commercial
Driver's License.
IX. Drug/Alcohol Specimen Collection/Testing Procedures
A. Specimen Collection Procedures
1. When a prospective or current employee is notified that he/she is to submit
to alcohol and drug testing he/she will be given instructions regarding where
and when to report for tests, or at the City's discretion an employee may be
transported or escorted to the place of collection. A collection specialist who
has been trained in collection procedures will conduct all specimen
collections.Testing will be done in accordance with approved collection
procedures.
2. All specimens will be tested for the presence of alcohol and illegal drugs. All
specimens tested for illegal drugs will be done by urine analysis.Alcohol
testing will be done by a Breath Alcohol Technician (BAT) employed by the
collection facility that is trained in operation of an evidential breath-testing
device (EBT). If an individual is unable to take a breath-test due to a medical
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condition then a blood test will be administered.
B. Adulteration or Submission of Concealed Specimen
1. If during the collection procedure, the collection monitor detects an effort by
the prospective employee or an employee to adulterate or substitute a
specimen, a second specimen will be requested. If a second specimen is
provided, both will be tested. If the second specimen is refused,the collection
monitor will inform the Human Resources Director, or designee that the
donor refused to submit a true specimen. Such substantiated conduct will be
considered equivalent to testing positive and the prospective employee will
not be offered employment or a present employee will be terminated from
further employment with the City.
2. In the event that a prospective or current employee submits a specimen that
the laboratory later identifies as a diluted specimen,the City will advise the
prospective or current employee of that finding and request that he/she
submit a second specimen. Such donors will be advised by the City not to
drink any fluids prior to the test.
C. Testing and Confirmation
1. The cut-off levels for all Non-DOT testing is as follows:
Drug Class Screening Confirmation
Amphetamine Family 1000 ng/ml 500 ng/ml
Cocaine 300 ng/ml 150 ng/ml
Phencyclidine (PCP) 25 ng/ml 25 ng/ml
Marijuana 50 ng/ml 15 ng/ml
Opiates 2000 ng/ml 26 ng/ml
2. The cut-off for alcohol concentrative will be on two levels. Any employee,who
tests above a level of 0.02 BAC and up to 0.039 BAC may be subject to
disciplinary action,will not be allowed to work for at least 24 hours and must
have a negative test result before returning to work. Any employee who tests
at or above 0.04 BAC is considered to have tested positive and is considered
to be under the influence of alcohol. Positive alcohol tests resulting from the
breath test will include a confirmatory breath test conducted no later the
fifteen (15) minutes after the initial test; or the use of any other confirmatory
test can be used that demonstrates a higher degree of reliability.
3. Any specimen that screens positive for the presence of illegal drugs will be
confirmed by the Gas Chromatography/Mass Spectrometry(GC/MS)
confirmation method.Any employee who tests positive for illegal drugs or
prescription medication may request to obtain an independent test using the
remaining portion of the urine specimen that yielded the positive result.The
retest is at the applicant's or employee's own expense (unless those expenses
are covered by the City insurance program).This request must be conveyed to
the MRO within 48 hours of the employee being notified of the positive test
result.
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4. During the time the second test is being conducted, the pre-employment
selection process for an applicant will be placed on hold.An employee already
working for the City will not be allowed to work. If the retest reverses the
positive result,the City shall reimburse the cost of the retest and any loss of
compensation and benefits,that is incurred as a result of the initial positive
test results.The City will have no liability to any employee for errors or
inaccurate test results.
X. Test Result Notification
A. All results received from the laboratory will be forwarded to the office of the
accredited collection agency for the purpose of their providing medical review officer
services. When a test shows a positive test result the employee or applicant will be
contacted by the Medical Review Officer(MRO) and will be given the opportunity to
provide an explanation for the positive result.The MRO may choose to conduct
employee medical interviews, review employee medical history, or review any other
relevant biomedical factors.After the employee has been provided an opportunity to
consult with the MRO and the MRO determines that the test is positive the City will be
notified.The collection agency will only report results to the Human Resource Director
or designee.
B. Any employee who is taking a prescription drug that may have been the cause of a
positive test result will be asked to provide the name of the medication and the
identity of the prescribing physician for verification. If the MRO determines that the
positive test result was due to authorized use of prescription medication, he/she will
immediately report a negative finding to the Human Resources Director or designee
and no further action will be taken. However, if an employee cannot provide a
reasonable explanation for his/her positive test result, and the MRO finds no reason
to doubt the validity of the positive test,the Human Resources Director or designee
will be notified of the positive test result and disciplinary action will be taken
consistent with the terms of these procedures.
XI. Refusal
Any employee who refuses to be tested, or fails to provide a specimen or information as
directed under the terms of this procedures,will be subject to disciplinary action up to and
including termination.
XII.Effect of Testing Positive
A. Any prospective employee who tests positive for alcohol or illegal drugs will not be
offered employment.Any introductory,temporary, or seasonal employee who tests
positive for illegal drugs or alcohol will be terminated.
B. Any other employee who tests positive for alcohol or illegal drugs,will be subject to
disciplinary action consistent with the terms of these procedures. (Refer to the
disciplinary section of this policy).
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XIII. Confidentiality
All information relating to drug or alcohol testing or the identification of persons as users of
alcohol and drugs will be protected by the City as confidential and given out on a need to know
basis, unless otherwise required by law, over-riding public health and safety concerns, or
authorized in writing by the person in question.
XIV.Conclusion
The terms of these alcohol/drug free workplace procedures are intended to achieve a work
environment where employees are free from the effects of alcohol and/or drugs. Employees
should be aware that the provisions of these procedures may be revised when necessary.The
City anticipates that by implementing an alcohol and drug free workplace policy and
procedures, its employees will enjoy benefits of working in a safer, more secure, and more
productive work environment.The City also anticipates that the provisions of these
procedures will help maintain and promote the health, welfare, and safety of the general
public.
Revision Date:02/15/202 Page 543
Item#13.
C�WF,Nt r.� City of Meridian
Standard Operating Procedure
Number 7.2
Use of Nicotine or Tobacco Products
Purpose:
To set forth the City's procedures regarding the use of nicotine or tobacco products, real or simulated,
by employees, on City property during work hours.
Procedures and Related Information:
I. Definitions
Real or simulated nicotine and tobacco products include, but are not limited to, cigarettes,
cigars, pipes, snuff, and chewing tobacco, electronic cigarettes(or e-cigarettes), personal
vaporizers (PVs), or electronic nicotine delivery systems (ENDS).
A. City property includes, but is not limited to:
1. Buildings owned or managed by the City, including within twenty (20)feet of such
buildings; provided that this prohibition shall not apply to city-owned parking
lots.
2. Vehicles owned or leased by the City; and
3. Land and parks, whether developed or undeveloped, owned by the City.
B. Work hours are defined as the employee's regular work schedule, including breaks, any
overtime and/or extra shifts, and any time the employee is acting within the course
and scope of the employee's duties. Work hours do not include an unpaid lunch break.
II. Employees are prohibited from using nicotine or tobacco products during work hours, on City
property, as defined in these procedures.
III. Exceptions
These procedures and the related policy do not restrict employee use of products prescribed or
recommended by a health care provider as part of a smoking or tobacco cessation program, so
long as use of such products during work hours occurs in public smoking areas only.This
exception shall only apply for sixty(60) days after providing notice to Human Resources at the
beginning of the program or until program completion occurs, whichever is shorter.
Revision Date:02/15/202 Page 544
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 7.3
Workplace Violence
Purpose:
To set forth the City's procedures prohibiting violence in the workplace by all employees, supervisors,
elected or appointed officials, and members of the public.
Procedures and Related Information:
I. The City of Meridian strives to maintain a work environment free from intimidation,threats, or
violent acts. Intimidating, threatening or hostile behaviors, physical abuse,vandalism, arson,
sabotage, and unauthorized possession or inappropriate use of firearms, weapons, or any other
dangerous devices on City property is prohibited.
A. Some employees of the City may be required, as a condition of their work assignment,
to possess firearms, weapons, or other dangerous devices, or are permitted to carry
them as authorized by law. It is the City's policy that employees are to use them only in
accordance with departmental operating procedures and all applicable state and federal
laws.
B. Some employees of the City may have a concealed weapon permit and desire to carry
the weapon with them into the workplace. In these instances, employees shall keep the
weapon in their possession or out of sight and in a secure location where others cannot
access it. Employees shall not display or brandish the weapon or allow others to handle
it in the workplace.
C. While open carry is legal in Idaho, employees shall keep any weapon brought to the
workplace in their possession or out of sight and in a secure location where others
cannot access it. Employees shall not brandish the weapon or allow others to handle it
in the workplace.
D. Failure to comply with these procedures may be grounds for disciplinary action, up to
and including termination.
II. Employees who feel they have been subjected to any of the behaviors listed or who observe or
have knowledge of any violation of these procedures should immediately report it to their
supervisor, department director, or the Human Resources Director or designee. All reports will
be investigated and disciplinary action taken, if appropriate.
III. The City reserves the right anytime, anywhere without notice to conduct searches and
inspections of employees' personal effects or City-provided equipment,vehicles, offices, desks,
cabinets, lockers, computer files, emails, or any other City owned property. Any illegal and
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Item#13.
unauthorized articles discovered may be taken into custody and may be turned over to law
enforcement representatives.
IV. Any employee who violates these procedures, refuses to submit to a search, or is found in
possession of prohibited articles will be subject to disciplinary action, up to and including
termination of employment.
Revision Date:02/15/202 Page 546
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City of Meridian
1 Standard Operating Procedures
Number 7.4
Criminal Charges
Purpose:
To set forth the City's procedures for employees who incur criminal charges.
Procedures and Related Information:
I. Any City employee who is charged with a misdemeanor or felony must report the charge
immediately to his/her department director or supervisor.The employee may be subject to
disciplinary action up to and including termination should the charge interfere with the
employee's ability to perform his/her duties, create a conflict of interest, or compromise the
best interest of the City, all of which will be determined solely by the department director or
designee and the Human Resources Director or designee.The employee may be suspended
from work pending outcome of the leadership decision and/or legal process.
II. Failure to inform the City subjects the employee to disciplinary action up to and including
termination.
III. If an employee is convicted of a crime, whether misdemeanor or felony,that impacts his/her
ability to meet the essential functions of his/her position or that creates a conflict of interest or
that compromises the best interests of the City, all of which will be determined solely by the
department director or designee and the Human Resources Director or designee,the employee
may be subject to disciplinary action up to and including termination.
Revision Date:02/15/202 Page 547
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 7.5
CHANGES TO THESES PROCEDURES REQUIRE COUNCIL APPROVAL
Standards of Conduct
Purpose:
To set forth the City's procedures regarding standards of conduct and behavior to be followed by all City
employees, appointed officials, and elected officials ("employees").
Procedures and Related Information:
I. Standards of Conduct
A. The ability to provide excellent service to the public and to maintain good community
relations depends on the City's employees.As an integral member of the City's
workforce, each employee is expected to:
1. Conduct themselves in a professional and courteous manner at all times;
2. Accept and carry out responsibilities in the most effective and efficient way
possible;
3. Adhere to acceptable professional principles in matters of personal conduct;
and
4. Exhibit a high degree of integrity at all times.
B. The City has outlined basic standards of conduct to assist each employee in
understanding his/her responsibility as a City employee.These standards are provided
as an example of appropriate conduct, and are not meant to be all-inclusive.
C. Violation of these procedures may result in disciplinary action, up to and including
termination.The list below are non-exclusive examples of conduct.
II. Expectations
Each employee is expected to, at minimum:
A. Abide by all departmental rules whether they be written or issued orally by the
supervisor. No employee shall be required to follow the directive of a supervisor,
which violates laws of the City,the State, or the Nation.
B. Adhere to the State of Idaho's Code of Ethics sections 18-1351 through 18-1362;The
Prohibition Against Contract with Officers Act sections 59-201-209; and the Ethics in
Government Act sections 59-701 through 59-705 and any other state statues that
govern City government.
C. Perform assigned tasks efficiently and effectively, and in accordance with expected
standards of performance.
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D. Report for work on time.
E. Provide proper advance notice whenever unable to work or report to work on time.
F. Report any illness or disability or medication that may adversely affect job
performance.
G. Keep confidential information private and avoid discussing it with anyone other than
appropriate City staff members. Confidentiality is critical to maintaining the respect
and dignity of co-workers, employees, and the public.
H. Keep work environment clean and orderly. Before departing at the end of the
workday, check to see if doors and files have been locked, and clear from desks or
tables any documents of a sensitive or confidential nature.
I. Put forth your best efforts to work in harmony with co-workers, employees, and the
public.
J. Extend courtesy, respect, and consideration to all co-workers, employees, and
members of the public. Respect and promote the unique individuality of each co-
worker, manager, and citizen, and refrain from discriminating or stereotyping on the
basis of legally protected classes including, but not limited to, gender, race, sex, age,
national origin, religion, or disability.
K. Avoid conflicts of interest or use public position for personal gain.
L. Comply with all City safety rules and regulations.
M. Exercise maximum care and good judgement at all times to prevent accidents and
injuries.
N. Report as soon as possible work-related injuries and illnesses, regardless of their
extent or nature, unsafe working conditions, and the need for maintenance or repair
of vehicles or equipment.
O. Recognize and understand that employees will be held accountable for damage to or
loss of funds or property for which you are responsible. When the loss is due to
negligence or carelessness, employees may be required to replace or pay for the items
lost or damaged.
P. Recognize and understand that the City is not normally responsible or accountable for
loss or theft of personal property of employees.
Q. Obtain specific written permission from a supervisor before removing City property
from the premises.
R. Maintain a current driver's license when necessary to meet the qualifications for the
position.
S. Do not engage in conduct away from work that, although not criminal, may reflect
adversely upon the City.
T. Recognize and understand that the City expressly prohibits any acts or threats of
violence by any City employee or former employee against any other employee in or
about City facilities or elsewhere at any time.
U. Report any arrests or misdemeanor or felony charges that occur during employment.
The City will review each situation based on its own merit, but may take appropriate
disciplinary action when necessary.
V. Do not report to work or work while under the influence of alcohol or drugs.
W. Comply with standards of dress,which are set by each department director.
Revision Date:02/15/202 Page 549
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 7.6
Prohibited Activities in Workplace Conduct
Purpose:
To set for the City's procedures regarding, activities and behavior that are inappropriate and prohibited
within the workplace by all employees, appointed officials, and elected officials ("employees").
Procedures and Related Information:
I. While not all-inclusive,the following list provides examples of unacceptable conduct or
performance that may result in disciplinary action, up to and including immediate termination.
This list includes, but is not limited to:
A. Violation of or failing to follow safety standards.
B. Showing up for work or being under the influence of, using, or possessing illegal drugs,
controlled substances or alcohol, while performing City business, on City time or
premises.
C. Bringing or possessing unauthorized firearms, weapons, explosives, or similar items on
City property.
D. Plea of or finding guilt, conviction of official misconduct in office, or conviction of a
crime that reflects negatively on the employee's ability to perform the job or on the City
as an employer.
E. Insubordination, including improper conduct toward a supervisor or refusal to do work
as assigned without proper justification.
F. Discriminate in the treatment of co-workers or members of the public on the basis of
legally protected classes, including, but not limited to, sex, race, religion, gender, age,
national origin, or disability.
G. Fighting, provoking a fight, or threatening physical violence toward another employee or
member of the public while on duty, or performing City business or representing oneself
as a City employee.
H. Engaging in malicious gossip or rumors about other employees, management, or City
leaders.
I. Engaging in abusive treatment (physical,verbal, email,text, or any other electronic
means) of others.
J. Making degrading comments about a person of his/her appearance.
K. Teasing, kidding,touching, or telling jokes that may be perceived as inappropriate or
offensive.
L. Providing false or misleading information on employment applications,job performance
reports, or any other related personnel documents or papers.
M. Misusing, abusing, destroying or damaging City property or equipment.
N. Failing to report a job injury or accident; making false claims or inaccurate statements in
the reporting of an injury or accident.
Revision Date:02/15/202 Page 550
Item#13.
O. Tardiness, absenteeism,job abandonment, unexcused or unauthorized absence or leave
from work.
P. Abusing of benefit offerings by taking unjustified or unearned sick leave,vacation leave,
or otherwise participate in a scheme or deception to create incorrect records or to claim
benefits,which are not deserved in accordance with City policy.
Q. Using work time for personal business including selling of good or services to the
general public, or preaching religious or political views to members of the public or
other employees during work hours.
R. Altering, falsifying, or destroying time-keeping records or other City records.
S. Unauthorized disclosure of confidential information from City records.
T. Using position and/or public office or position to obtain personal or financial gain or
accepting valuable gifts in exchange for influence or favors given as a City employee.
U. Inability to perform the essential functions of the position after reasonable
accommodation has been offered and/or made.
V. Unlawful discrimination and/or harassment of other employees.
W. Unsatisfactory performance, including unwillingness or inability to get along with co-
workers.
X. Failure to comply with or disregard of employment-related rules, policies, and
prohibitions.
Y. Failure to abide by department rules and City of Meridian policies concerning
dissemination of information to the public from public records or about public matters.
The decision to release information from the public records or to disclose writings or
other information in the hands of a public official belongs with the City Clerk's office
who has official custody of City records. Each employee shall maintain the confidential
nature of records,which are not open to public scrutiny in accordance with the direction
of the responsible official.
Z. Failure to maintain a current driver's license when necessary in the conduct of work for
the City. Each employee is obligated to report any state-imposed driving restrictions to
his/her immediate supervisor and to notify his/her supervisor in the event that his/her
driving abilities are impaired by other than state restrictions. (Refer to the City's drug-
free workplace policy and testing policy for more information, or contact the Human
Resources Department).
AA. Engaging in abusive conduct to fellow employees or the public, or use abusive language
in the presence of fellow employees or the public. Abusive language shall include
profanity and loud or harassing speech.
II. The City will attempt to address concerns and complaints of employees in a timely and
reasonable manner. If employees are concerned about work-related issues,they may and
should discuss these concerns with their supervisor, department director, and the Human
Resources Director or their designees. Concerns specifically related to harassment,
discrimination, and unethical behavior may also be reported through the City's Compliance and
Ethics Helpline or to the Mayor.
Revision Date:02/15/202 Page 551
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 7.7
Recycling
Purpose:
To set forth the City's procedures regarding recycling efforts by City employees.
Procedures and Related Information:
I. Employees should follow the City's waste hauler's guidelines for recycling when disposing of
potentially recyclable materials (cardboard, paper, certain plastics, and aluminum-tin cans).
II. Departments will coordinate with maintenance to place at least one recycling bin in a common
area for employees' use.
III. There will be a larger recycling bin also located by maintenance in a common area in the
basement of City Hall.
IV. Questions regarding disposal or recycling options for materials or assets owned by the City
should be addressed with Finance. Questions regarding options for disposal or recycling of
computers should be addressed with IT.
V. Employees are prohibited from removing items from the recycling bins for personal gain.
Questions should be addressed to the City Attorney or designee.
VI. Employees must obtain City Attorney or designee approval prior to removing items from the
recycling bins for non-profit use.
Revision Date:02/15/202 Page 552
Item#13.
City of Meridian
1 Standard Operating Policy
Number 8.1
Disciplinary Action
Purpose:
To set forth the City's policy regarding disciplinary action to ensure consistent and equitable application
for all employees.
Policy:
Supervisors and department directors or designees are directed to assist employees in improving
substandard or unacceptable performance and behavior by setting effective expectations, providing
feedback, coaching, counseling, and other proactive activities. However, when employees do not
respond to such efforts, or when events take place that are so grievous as to require disciplinary action,
supervisors, department directors or designees are directed to follow the City's disciplinary process.
This policy shall be implemented pursuant to the Disciplinary Action Standard Operating Procedures.
Authority& Responsibility:
The Human Resources Director or designee shall be responsible for interpreting this policy. Supervisors
and department directors or designees shall have authority and are responsible for administering this
policy within their areas of responsibility up to specified levels of disciplinary action as outlined in the
Disciplinary Action Standard Operating Procedures.The Mayor may be advised of disciplinary decisions
made which involve demotion, suspension, or termination.
Revision Date:02/15/202 Page 553
Item#13.
City of Meridian
1 Standard Operating Policy
Number 8.2
Termination of Employment
Purpose:
To set forth the City's policy regarding employment termination and the reasons for such termination
proceedings.
Policy:
Employment with the City may be terminated at any time. As per the City's at-will policy,the City
reserves the right to terminate employment at any time and for any or no reason. Employment may be
terminated voluntarily (at the employee's request) or involuntarily (at the City's request). All involuntary
terminations, except for Introductory Period employee terminations, are subject to the Adverse
Employment Action Appeal Policy and related procedures.
This policy shall be implemented pursuant to the Termination of Employment Standard Operating
Procedures.
Authority& Responsibility:
The Human Resources Director or designee shall be responsible for interpretation and administration of
this policy. Pursuant to the Adverse Employment Action Appeal Policy,the Mayor shall have the sole
authority to make final termination decisions for employees.The Mayor with approval of City Council is
authorized to make termination decisions for appointed positions.The City Council also may terminate
any appointed position as allowed by the Meridian City Code and the Idaho State Code.
Revision Date:02/15/2022
Page 554
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 8.3
Adverse Employment Action Appeal
Purpose:
To set forth the City's policy regarding the City's process for employees to appeal decisions that involve
adverse employment action, up to and including termination.
Policy:
Employees who become subject to adverse employment decisions that include suspension, demotion,
disciplinary probation, or termination may be eligible to appeal such decisions.
This policy shall be implemented pursuant to the Adverse Employment Action Appeal Standard
Operating Procedures.
Authority& Responsibility:
The Human Resources Director or designee shall be responsible for interpreting this policy and for initial
investigations that may take place as a result of the appeal process.The Mayor shall be responsible for
final decisions regarding an appeal.
Revision Date:02/15/202 Page 555
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 8.1
Disciplinary Action
Purpose:
To set forth the City's procedures regarding disciplinary action to ensure consistent and equitable
application for all employees.
Procedures and Related Information:
I. Purposes of Disciplinary Action
Disciplinary action is typically considered when an employee engages in unacceptable
performance or behavior. Below are outlined typical circumstances wherein disciplinary action
should be considered.The disciplinary actions listed are not meant to be all-inclusive. Other
circumstances may arise where disciplinary action may be warranted.
A. Violation of Policy or Procedure: Employees who violate City policy or procedures as set
forth within the City's Standard Operating Policies (SOPS) and Standard Operating
Procedures (SOPRs), instructional manuals, or other reference sources may be subject
to disciplinary action as set forth within these procedures. Disciplinary action should be
commensurate with the level of policy violation and the impact upon City operations,
employees, reputation, liability, etc. Such employees may be subject to disciplinary
action, up to and including termination.
B. Unacceptable Behavior: In cases where employees violate the City's Standards of
Conduct (see SOPS 7.5 and 7.6), or otherwise engage in behavior including, but not
limited to behavior that is unacceptable, unprofessional, or which creates a hostile or
uncomfortable work environment, such employees may be subject to disciplinary
action, up to and including termination.
C. Workflow Impact: Employees who, by their actions or inactions, create a negative
impact on the workflow or ability to perform assigned duties by other employees, may
be subject to disciplinary action, up to and including termination.
D. Substandard Performance:The City expects its employees and managers to perform
assigned duties and responsibilities in an effective manner that meets reasonable
expectations of quality, quantity, and timeliness. Supervisors are expected to help
employees improve performance in cases of unacceptable performance through
effective feedback, coaching, and counseling efforts. However, when such actions
become ineffective, employees may become subject to disciplinary action, up to and
including termination.
Revision Date:02/15/202 Page 556
Item#13.
II. Steps of Progressive Disciplinary Action
A. The following is a list of steps that supervisors may follow in administering disciplinary
action. Please note that these steps are guidelines only. Disciplinary action may be
initiated at any step in this process, at the discretion of the department director and the
Human Resources Director or their designees depending on the performance problem,
the type of conduct, or the nature of the offense involved.Termination may also result
without any other prior warning being given.
B. Disciplinary action may call for any of the following steps, depending on the issue and
the type or nature of the offense.
1. Coaching and Counseling
In cases of unacceptable performance, and prior to formal disciplinary action,
supervisors are encouraged to use methods of coaching and counseling to
resolve performance problems. Supervisors should clarify expectations and
provide specific, measurable feedback to employees in order to improve
performance. Performance counseling sessions should be documented,with
information including performance agreements, documentation of performance
improvement plans, and other related information.
2. Verbal Warning
This is defined as an informal discussion of the employee's action and/or
behavior that is stated specifically by the supervisor.The employee has the
opportunity to explain his/her side of the situation, and the supervisor will
consider that information before developing specific corrective actions.The
supervisor should elicit the employee's ideas on how to resolve the issue and
incorporate those whenever possible.The supervisor will specify performance
agreements made, including how the employee is expected to improve,the
timeframes for improvement and specific consequences for a lack of follow-
through. Documentation of this verbal warning should be made by the
supervisor and kept with the supervisor's work records.
3. Written Warning
The same procedures of the verbal warning are recommended in this step.
However, in addition, the supervisor and/or department director will prepare
written documentation of this conversation for the employee and the
employee's personnel file.The documentation, usually in memo form,will
include the date of the conversation;the rule or policy/procedure violation
specifically stated; a reference to the earlier oral warning, if given; a statement
of the specific change in the employee's performance that is expected;the time
allowed for improvements may be included;the consequences of not meeting
the performance expectations; and comments the employee made during the
conversation. An acknowledgement of receipt should be signed by the
employee and dated; it might read, "I acknowledge that a copy of this written
warning was given to me on this day."
Revision Date:02/15/202 Page 557
Item#13.
4. Demotion
An employee may be demoted to a position of lesser responsibility and salary.
Depending on the position, demotion may or may not be available. For
information about salary impact, refer to the Compensation policy or contact
the Human Resources Department.
5. Performance Improvement Plan
An employee whose performance is below expectations may have his/her
performance reviewed on a schedule determined by the supervisor and/or
department director or designee.The review(s) should include a formalized
written improvement plan, noting dates, expected results, and responsibilities.
Regardless of the outcome of the performance improvement plan, the
employee's at-will status with the City remains the same.
6. Suspension
Suspension with or without pay is usually, but not always, used after a verbal
warning, written warning, or performance improvement plan that individually
or collectively has been given to the employee and no change in performance
has resulted. It is often the final step before termination.The supervisor and/or
department director will again confer with the employee about the disciplinary
issue and will review all the actions, documentation, and expectations not
addressed;the employee will be asked for other information to be considered.
The supervisor, department director, and Human Resources Director or
designee will confer to determine appropriate action, including the duration of
the suspension, and will document the entire process and conversation in
memo form for the employee and the employee's personnel file.The employee
will be asked to acknowledge receipt of the memo. Exempt employees will not
suffer deductions from their salary for suspensions of less than one workweek.
7. Termination
Termination occurs when other remedies have failed to correct unacceptable
job performance and/or when an employee commits an offense so serious in
the judgement of the City that termination of employment is appropriate.The
supervisor, department director, Human Resources Director or their designees,
and the City Attorney or designee will confer to determine when termination is
required.The Mayor has total discretion on employee termination.
Revision Date:02/15/202 Page 558
Item#13.
City of Meridian
1 Standard Operating Procedures
Number 8.2
Termination of Employment
Purpose:
To set forth the City's procedures regarding employment termination and the reasons for such
termination proceedings.
Procedures and Related Information:
I. Termination of employment occurs when the employee or the City decides to end the
employment relationship, either voluntarily or involuntarily.
A. The City has no obligation to terminated employees other than to pay final wages in
accordance with state and federal law.
II. Voluntary Termination
Voluntary termination typically involves the voluntary resignation of an employee or an
individual's retirement. Details are provided below.
A. Employees who choose to separate from City employment are urged to submit written
notice to their supervisor fourteen (14) calendar days prior to their last day of work.
Proper notice generally allows the City sufficient time to calculate all leave benefits
and/or other monies to which the employee may be entitled.An employee's supervisor,
department director or designee, in conjunction with the Human Resources Director or
designee, or the Mayor may choose to waive this request and immediately end the
employment relationship. The Human Resources Director or designee may consult with
the City Attorney regarding waiver of notice, if necessary.
B. Employees may expect their final paycheck to be electronically deposited in their
designated account on the next regular payday and/or in compliance with state law.
C. Retirement
Employees eligible for retirement benefits under PERSI (see SOP 5.3)who decide to
leave employment should notify Human Resources as soon as possible about their
decision.This will allow for sufficient time to arrange for PERSI benefits to begin at the
time of termination. It also provides sufficient time to allow for a replacement to be
found for the position in order to continue to meet operational demands.
III. Involuntary Termination
Involuntary termination typically involves a termination of employment at the request of the
City. Involuntary termination typically consists of the actions as described below.Termination
of employment as initiated by the City requires approval from the department director and
Human Resources Director or designee.The City Attorney may be consulted by the Human
Revision Date:02/15/202 Page 559
Item#13.
Resources Director or designee regarding involuntary terminations. The Mayor may be advised
as appropriate by the Human Resources Director or the City Attorney.
A. At-Will Termination
As an at-will employer,the City reserves the right to terminate employment at any time
for any or no reason.As outlined in SOP 1.2, employment with the City is not
guaranteed, nor does this or any other policy or agreement create a binding contract or
guarantee of employment for those employees not represented by the current
collective labor agreement.At-will terminations typically take effect immediately, with
possibility for appeal in accordance with the procedures for adverse actions
employment appeals (SOPR 8.3).
B. Disciplinary Termination
As a part of its discipline policy (see SOP 8.1), the City may choose to terminate
employment at any time for violation of City policies, procedures, practices, codes and
standards of conduct, or for any other unacceptable behavior, action or practice.
Disciplinary terminations typically take effect immediately, with possibility for appeal in
accordance with the procedures for adverse actions employment appeals (SOPR 8.3).
C. Lay-Offs
Layoff is defined as severance of an employee from the work force due to lack of work
or funds. Layoff is made without prejudice and is no fault of the affected employee.
Layoff may occur due to lack of work, budgetary restrictions, reorganization, or other
factors. Layoffs may or may not provide employees with prior notification before taking
effect.
D. Job Elimination
In some cases where a position is eliminated, an employee may be provided the
opportunity to transfer to another City position for which he or she may be qualified.
Failure to accept the transfer will be regarded as a voluntary termination.
IV. Notification of Termination
Employees being terminated shall receive written notice stating reasons for the action.
Employees subject to involuntary termination shall be given an opportunity to appeal the
action according to the timeframe and provisions set forth in the procedures for adverse
employment action appeals (SOPR 8.3).The Human Resources Director or designee, in
consultation with the department director or designee, will prepare the notification.
V. Suspension or Termination of Appointed Officials
Appointed officials may be suspended with or without pay by the Mayor with notification to
City Council.The Mayor with approval of City Council is authorized to make termination
decisions for appointed positions.The Mayor shall set an administrative hearing and shall
notify the appointed official of the time and place of the hearing, which will be heard by a
majority of the City Council members and the Mayor.The Mayor shall invite the Human
Resources Director and City Attorney to attend the hearing. Appointed officials shall be
terminated by the procedures set out in Idaho Code section 50-206. Exempt employees will
not suffer deductions from their salary for suspensions less than one work week.
Revision Date:02/15/202 Page 560
Item#13.
VI. Exit Interviews
A. Whenever possible prior to an employee's separation from City employment,the
Human Resources Director or designee will schedule an exit interview with the
employee.The purpose of this interview is to:
1. Obtain information and suggestions from the employee that may help to
improve the quality of City services and the general work environment.
2. Identify areas of improvement, eliciting the employee's ideas for reasonable
implementation.
3. Advise the employee of benefits and benefit conversion privileges for which the
employee may be eligible. Exit interviews are voluntary.
B. Human Resources shall be responsible for scheduling all exit interviews.Typically,
efforts will be made to schedule exit interviews prior to the last day of employment;
however, circumstances may require setting the interview for a later time.
C. Human Resources may forward any applicable comments, recommendations, or other
information to the Mayor.
VI I. Surrender of City Property
A. Employees are required to return all City property to the department director or
designee at the time of separation.
B. If the property is not returned,the employee will be asked to sign a written
authorization to deduct the cost of the indebtedness from the final paycheck.
Revision Date:02/15/202 Page 561
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedures
Number 8.3
Adverse Employment Action Appeal
Purpose:
To set forth the City's procedures regarding the City's process for employees to appeal decisions that
involve adverse employment action, up to and including termination.
Procedures and Related Information:
I. All adverse employment actions, up to and including termination shall be taken in accordance
with the City's Disciplinary Action and Termination of Employment policy and procedures, (SOP
8.2 and SOPR 8.2.)The supervisor shall document all relevant facts and determine appropriate
adverse employment action in consideration of the severity of the offense or performance
problem, previous performance issues of a similar nature and the period of time between
occurrences, overall work records,treatment of other employees under similar circumstances,
and related herein.
II. For those cases where employees feel that the adverse employment action taken was improper
or not commensurate with the circumstances, an appeal procedure has been established to
hear and consider the employee's concerns.All City regular full-time or part-time employees,
excluding appointed officials and introductory employees,who have been demoted, suspended,
placed on disciplinary action, or terminated, shall have the right to appeal certain adverse
employment decisions as outlined herein.
III. Grievance for represented employees shall be governed by the provisions of the collective labor
agreement. Refer to the collective labor agreement for the process and appeals procedure.
IV. Appeal Procedures
The following procedures shall apply for adverse employment action appeals. It is required for
all stages of the appeals process that the supervisor involved shall utilize Human Resources for
direction and guidance.
A. When an employee disagrees with adverse employment decisions that include
demotion, suspension, disciplinary action, or termination, he/she will have three (3)
working days from the date the decision is administered to make an appeal to his/her
immediate supervisor.The employee should first attempt to informally resolve the issue
with his/her immediate supervisor. When normal communications between an
employee and the supervisor are not possible or successful,the employee may proceed
to the next step in the process.
B. The employee must submit his/her written appeal to the department director or
designee within five (5)working days of receiving the supervisory decision regarding the
appeal.The department director or designee shall meet with the aggrieved employee
Revision Date:02/15/202 Page 562
Item#13.
within five (5)working days of receipt of the written appeal to discuss the adverse
employment action.The department director, or designee, shall issue a decision to the
employee within five (5)working days following the meeting. Every effort shall be made
by the employee and the department director, or designee,to resolve the appeal at this
level. If resolution is reached at this step,the appeal is considered complete and
documentation of its resolution will be filed with the Human Resources Director, or
designee. If the appeal is unresolved,the employee may proceed to the next step in the
process.
C. After receiving the department director's decision, the employee shall present his/her
appeal in writing within five (5) working days to the Human Resources Director, or
designee,who shall make careful inquiry into the facts and circumstances of the adverse
employment action.The Human Resources Director may request an investigation or
intervention by an outside (non-City employee) third party.The Human Resources
Director, or designee, may consult with the City Attorney, or designee at any point
during an adverse action appeal.
D. The Human Resources Director, or designee, department director, or designee, and the
employee will meet within five (5) working days to attempt to resolve the problem
promptly and fairly. Once the inquiry and/or investigation is completed, a written
response will be issued to the department director, or designee, and employee within
five (5) working days, and kept on file by the Human Resources Director, or designee. If
the appeal is unresolved,the employee may proceed to the final step in the process.
E. If the adverse employment action is unresolved the employee shall send a written
appeal letter to the Mayor within five (5)working days requesting a meeting.The appeal
must specify the reasons why the employee disagrees with the adverse employment
decision.The Mayor will then schedule a meeting based on their availability with the
employee to hear the appeal. A decision by the Mayor will be issued in writing to the
employee within ten (10) working days of a decision and forwarded to the Human
Resources Director, or designee. The decision by the Mayor shall be final.
F. Time frames set forth in these procedures may be extended upon mutual consent of the
parties.
V. Confidentiality
Any employee who uses the appeal process will be expected to keep all matters private and
confidential. City representatives will keep information concerning the issues as confidential as
possible, consistent with objective investigations and fair resolution of the adverse employment
action and appeal process.
VI. Non-Retaliation
Retaliation against an employee for using this appeal process or anyone cooperating in the
appeal process is prohibited.
VII. The above procedures are not a promise or contract,expressed or implied,that will be followed
in every instance.
Revision Date:02/15/202 Page 563
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.1
Accounts Payable Policy
Purpose:
To set forth the City's policy regarding Accounts Receivable
Policy:
1. To set forth the City's policy to maintain control over the disbursement of its funds by
requiring proper approval and consistent application of procedures for all disbursements.
2. To set forth the City's policy that seeks to promote fiscal control,timely and accurate
disbursement of funds for external purchases and employee reimbursements; and
compliance with state and federal regulations.
Authority& Responsibility:
1. Finance department shall be the only department to disburse payment via check, cash/coin,
wire transfer, or automatic clearing house.
2. Finance department shall be responsible for monitoring Accounts Payable to ensure vendor
accounts are current and all outstanding payments due are regularly reviewed to prevent
violation of terms and conditions along with the prevention of late fees.
3. City Controller is responsible for developing proper internal controls and segregation of
duties relating to all processes relating to Accounts Payable functions.
4. Finance department is responsible for maintaining a list of Department Approved Signers.
5. Department Directors are responsible for the approval of all payments for their respective
departments.
Revision Date:02/15/202 Page 564
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.2
Accounts Receivable Policy
Purpose:
To set forth the City's policy regarding Accounts Receivable
Policy:
1. To set forth the City's policy to ensure that an adequate system of internal controls and
responsibilities over the management and collection of accounts receivable invoice procedures
is maintained.
Authority& Responsibility:
1. Department Directors shall be responsible to ensure that all Accounts Receivable invoices
issued by their respective departments are for legitimate business purposes and within
budgetary guidelines.
2. Department Directors are responsible for enforcing proper internal controls on the
establishment of Accounts Receivable invoices to customers.
3. Departments are responsible for contacting the Finance department with write-off requests
Revision Date:02/15/202 Page 565
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.3
Business Credit Account Policy
Purpose:
To set forth the City's policy regarding Business Credit Account
Policy:
1. To set forth the City's policy regarding the appropriate use of Business Credit Accounts
associated with City vendors.
Authority& Responsibility:
1. Purchasing Manager is responsible for creating any Business Credit Account.
2. Department Directors are responsible to ensure that employee use of Business Credit
Accounts is for authorized business purposes only.
3. City employee, City volunteer, or City commissioner found to have inappropriately used
Business Credit Accounts will be required to reimburse the City for all costs associated with
the improper use through payroll deductions or other payment means.
4. City employee, City volunteer, or City commissioner are responsible for the understanding
and knowledge of the Business Credit Account policy.
5. City employee, City volunteer, or City commissioner are responsible for submitting an
itemized receipt for all transactions.
6. Department Directors shall be responsible to ensure that all purchases on Business Credit
Accounts are for legitimate business purposes and within budgetary guidelines.
7. Department Directors shall establish Business Credit Account procedures for their respective
departments.
Revision Date:02/15/202 Page 566
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 9.4
Capital Improvement Management Policy
Purpose:
To set forth the City's policy regarding Capital Improvement Management
Policy:
1. To set forth the City's policy regarding the development and planning for capital
improvements.
2. To provide guidance on what is required by the City of its departments for the annual
development of the Capital Improvement Plan (CIP).
Authority& Responsibility:
1. Finance department will be responsible for facilitating the annual development of the CIP
and CFP.
2. Finance department will be responsible for delivering all necessary supporting documents
and communications to City departments for the development of the annual CIP and CFP.
3. Departments will be responsible for developing and submitting 10 years of capital
improvement requests to Finance for inclusion into the annual CIP/CFP.
4. Mayor will be responsible for approving the annual CIP and CFP as submitted by the Finance
department.
5. Council will be responsible for receiving the annual CIP and CFP as submitted by the Mayor.
Revision Date:02/15/202 Page 567
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.5
Credit Card Policy
Purpose:
To set forth the City's policy regarding Credit Card
Policy:
1. To set forth the City's policy regarding the appropriate use of City-issued credit cards.
Authority& Responsibility:
1. City Deputy Director/Controller(or designee) is responsible for issuing credit cards to
employees.
2. Employees issued a City credit card must acknowledge that they received and reviewed the
Credit Card Policy.
3. Department Directors are responsible for the approval of credit card assignments for their
respective departments.
4. Employees are responsible for the use of City issued credit cards as related to:
a.The safety and security of City issued credit cards.
b.The privacy of information related to City issued credit cards.
c.The management of all credit card itemized receipts associated to their City issued
credit card.
d.The understanding and knowledge of the credit card policy.
5. Employees are responsible to inform the City Deputy Director/Controller(or designee) of
lost or stolen City issued credit cards immediately.
6. Employees found to have inappropriately used City issued credit cards will be required to
reimburse the City for all costs associated with the improper use immediately.
7. Department Directors shall be responsible to ensure that all purchases with City credit cards
are for legitimate business purposes and within budgetary guidelines.
Revision Date:02/15/202 Page 568
Item#13.
C�WF,Nt City of Meridian
Standard Operating Policy
Number 9.6
Financial Reporting and Accounting Policy
Purpose:
To set forth the City's policy regarding Financial Reporting and Accounting
Policy:
1. To set forth the City's policy regarding the conformity to Local, State, and Federal
regulations as it pertains to the management of the Financial Reporting and Accounting.
2. To set forth the guidance pertaining to the financial reporting and accounting that will be
used to inform the Mayor, Council, departments, Citizens, and Community Partners of the
financial condition of the various City funds.
Authority& Responsibility:
1. Finance department, in cooperation of the IT department,will be responsible for financial
system software updates and maintenance.
a.Applies only to the official financial record system that is managed by the Finance
department.
i. All other software systems that may have financial information will be the
responsibility of the managing department.
1. Examples:TrueBill, Accela, ParksRecl
2. Finance department will be responsible for all official Financial Reporting to the Mayor,
Council, departments, Citizens, and Community Partners.
3. Finance department will conform to all GAAP, GASB,AICPA, and GFOA regulations when
developing official financial reports.
4. Finance department will conform to all GAAP, GASB,AICPA, and GFOA regulations when
managing all financial entries into the City's financial system.
5. IT department will be responsible for managing all data security controls for all software
programs managing financial data.
Revision Date:02/15/202 Page 569
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.7
Fixed Asset Policy
Purpose:
To set forth the City's policy regarding Fixed Assets
Policy:
1. To set forth the City's policy regarding uniform guidelines for the accounting of property
owned by the City of Meridian.
Authority& Responsibility:
1. City employees' have a personal responsibility to track and safeguard City owned property in
their possession.
2. Departments are responsible for tracking and locating tangible & intangible property
purchased by their department or donated to the City.
3. Departments are responsible for reporting all lost or stolen property to the department
Director and City Controller immediately.
4. Finance department is responsible for writing and maintaining procedures, designing forms,
updating the asset/inventory system, training departmental personnel, scheduling
inventories, and authorizing disposals.
5. City employees, including their spouses, dependents, or any other person acting on the
employee's behalf, are prohibited from acquiring surplus property from the City unless
acquired through an advertised competitive bid process.
Revision Date:02/15/202 Page 570
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.8
Grant Management Policy
Purpose:
To set forth the City's policy regarding Grant Management
Policy:
1. To set forth the City's policy regarding Grant Management.
2. To provide guidance to City staff that seek out federal, state, and other grants that address
the City's priorities and policy objectives while ensuring positive benefit to the City.
3. To provide guidance to City staff on the management of information required by grants.
Authority& Responsibility:
1. Finance department will be responsible for all official financial reporting of grant
information to federal,state, and other granting agencies.
2. Mayor and Council President are the only authorized individuals of the City to sign grant
agreements/contracts.
a.Department Directors are authorized to sign grant applications.
3. Finance department is responsible for developing all financial reporting procedures
associated with grant management.
4. Departments are responsible for establishing processes associated with grant administration
for their respective grants.
a.Departments are responsible for monitoring all sub-recipients for their respective
grants.
b.Departments are responsible for updating the Finance department on all grant
administration concerns.
c.Departments are responsible for all program/performance reporting associated to
grants.
5. Grant Committee is responsible for reviewing, approving, and denying all grant applications
over the value of$25,000 annually and/or will be in place three years or more.
a.Finance department is responsible for establishing and maintaining committee
members.
b.Departments are responsible for submitting all grant applications with supporting
documentation to the Grant Committee administrator before final submission of the
grant application to the granting agency.
c.Mayor has the authority to overrule a decision submitted by the Grant Committee on all
grants reviewed by the Grant Committee.
Revision Date:02/15/202 Page 571
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.9
Internal Control Policy
Purpose:
To set forth the City's policy regarding Internal Control
Policy:
1. To set forth the City's policy regarding internal controls to provide reasonable assurance and
to safeguard the City's assets.
2. To establish the requirements of each department and their responsibilities with the
safeguarding of the City's assets and the establishment of internal controls.
Authority& Responsibility:
0. Department Directors are responsible to document procedures that will include reasonable
internal controls.
1. Department Directors are responsible for implementing reasonable internal controls for all
procedures involving financial/monetary transactions.
2. Finance department shall be responsible for establishing and maintaining an internal control
environment designed to protect the City from loss of public funds due to fraud, error, or
actions inconsistent with the requirements of the laws.
3. Mayor is responsible for ensuring all Department Directors are held accountable for their
respective departments.
a.Departments are responsible for updating the Finance department on all grant
administration concerns.
b.Departments are responsible for all program/performance reporting associated to
grants.
4. Grant Committee is responsible for reviewing, approving, and denying all grant applications
over the value of$25,000 annually and/or will be in place three years or more.
a.Finance department is responsible for establishing and maintaining committee
members.
b.Departments are responsible for submitting all grant applications with supporting
documentation to the Grant Committee administrator before final submission of the
grant application to the granting agency.
c.Mayor has the authority to overrule a decision submitted by the Grant Committee on all
grants reviewed by the Grant Committee.
Revision Date:02/15/202 Page 572
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.10
Inventory Policy
Purpose:
To set forth the City's policy regarding Inventory
Policy:
1. To set forth the City's policy regarding the tracking, identification, and accountability of all
City owned furnishings and movable inventory having a minimum cost of$500 each and a
life expectancy of over two years.
a.Departments shall have the right to track, identify, and hold accountable any inventory
they deem necessary.
Authority& Responsibility:
1. City employees' have a personal responsibility to track and safeguard City owned property in
their possession.
a.IT Department will be responsible for the tracking of all computer related inventory.
2. Departments are responsible for tracking inventory purchased by their department or
donated to the City.
a.Department Directors (or designee)shall be administratively responsible for the
inventory assigned to their department.
3. Finance department is responsible for writing and maintaining procedures, designing forms,
updating the inventory system,training departmental personnel, scheduling inventories,
and authorizing disposals.
4. City Controller will establish periodic inventory counts.
5. Stolen or lost inventory must be immediately reported to the department Director and City
Controller.
6. City Controller(or designee)will be responsible for maintaining, distribution, and ordering
of asset tags.
Revision Date:02/15/202 Page 573
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.11
Legal Tender Handling Policy
Purpose:
To set forth the City's policy regarding Legal Tender Handling
Policy:
1. To set forth the City's policy regarding the collection, receipting, disbursement, and control
of legal tender received by the City to provide reasonable internal control for the
safeguarding of the City's assets.
2. This policy shall govern all transactions involving the collection, receipting, disbursement, or
acceptance of legal tender, which is defined as United States currency, coins, checks, money
orders, cashier's checks, credit and debit cards, or any other payment media declared by the
United States Federal Government to be legal tender.
Authority& Responsibility:
1. Employees who handle legal tender must acknowledge that they received and reviewed the
Legal Tender Handling Policy.
2. City Controller has the authority to audit all legal tender at any time.
3. City Controller has the authority to restrict access to department petty cash boxes at any
time.
a.City Controller must inform the department director of any restrictive actions.
4. Department Directors must establish sound internal controls for the management and
processing of legal tender.
5. Department Directors must reconcile all petty cash boxes on the last day of any employee
termination that accessed the departments petty cash box.
a.City Controller(or Finance designee) must assist the department with the audit of the
petty cash box.
6. City Controller is responsible for establishing sound internal controls for the audit,
management, and funding of department petty cash boxes.
a.City Controller must audit department petty cash boxes at least once during a fiscal year
in addition to the annual year-end audit.
7. Finance department is responsible for writing and maintaining procedures, designing forms,
training departmental personnel, and authorizing reconciliations/audits.
Revision Date:02/15/202 Page 574
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.12
Purchasing Policy
Purpose:
To set forth the City's policy regarding Legal Tender Handling
Policy:
1. To set forth the City's policy regarding a centralized procurement system for the City,the
purpose of which is to establish the rules and processes for procurements within the City,
based on State code.
a.Commodities and services purchased in the public sector represent a direct cost to the
citizens and taxpayer.
b.Every purchase that City employees make is subject to public scrutiny. Ethics,
Impartiality,Accountability, Professionalism, Service and Transparency are the values
and guiding principles of public purchasing.
c.The rules, processes and regulations contained in this policy were developed to
encourage competitive solicitations, promote transparency, guard against collusion
and comply with State Statutes.
d.This Procurement Policy outlines the requirements for purchasing all goods and services.
e.The policy addresses a variety of topics which include; Categories, Methods, Authority,
Ethics, Appeals, and Payments.
Authority& Responsibility:
1. City Procurement Manager is responsible for establishing all procurement policies
2. City department directors are responsible for establishing all procurement procedures for
their departments
3. Procurement Manager is responsible for approving the City Purchasing Policy
4. City Procurement Manager is responsible for updating the purchasing policy annually
Revision Date:02/15/202 Page 575
Item#13.
City of Meridian
1 Standard Operating Policy
Number 9.13
Revenue Management Policy
Purpose:
To set forth the City's policy regarding Revenue Management
Policy:
1. To set forth the City's policy regarding the management of revenue sources.
2. To provide guidance for the City to strive for optimum characteristics in its diversified
revenue sources.
Authority& Responsibility:
1. City Council will be responsible for approving all revenue sources submitted by the Chief
Financial Officer/City Treasurer.
2. Chief Financial Officer/City Treasurer will be responsible for reviewing and approving all
revenue sources prior to submitting to City Council.
3. Chief Financial Officer/City Treasurer will be responsible for establishing long-term revenue
forecasting for all revenue sources.
4. Department Directors are responsible for notifying the Chief Financial Officer/City Treasurer
of all revenue changes for their respective departments.
Revision Date:02/15/202 Page 576
Item#13.
C�WF,Nt r.� City of Meridian
Standard Operating Policy
Number 9.14
User Fees and Charges Development Policy
Purpose:
To set forth the City's policy regarding User Fees and Charges Development
Policy:
1. To set forth the City's policy regarding the development and management of User Fees and
Charges.
2. To provide guidance for the overall approach for the City to impose User Fees and Charges
to citizens, development community, commercial businesses, and other community
partners.
3. To determine the full cost of providing specific services so that the City Council can make
informed decisions as to the appropriate levels of fees for services that may be imposed and
to avoid providing unwanted subsidies.
Authority& Responsibility:
1. City Council is responsible for approving all User Fees and Charges.
2. No City employee may assess fees and charges that have not been previously approved by
City Council.
3. Every service supported by User Fees and/or Charges will be analyzed on a regular basis by
the Finance department to determine the net cost of providing the service.
4. Legal department will be responsible for the verifying the legality of all fees.
5. User Fees and charges will be established for the sole purpose to offset the expenses
supporting the calculation of the fee or charge.
a.No fees or charges will be collected for other purposes or comingled with other fees or
charges to offset other expenses.
6. Departments responsible for User Fees and Charges must inform the Finance department of
any changes prior to submission to City Council.
7. Finance department will be responsible for developing and maintaining all Cost Recovery
Methods.
8. Finance department will be responsible for identifying all City activities/programs annually
and to assign them to a Cost Recovery Method.
Revision Date:02/15/202 Page 577
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.1
Accounts Payable
Purpose:
To set forth the City's procedures regarding the Accounts Payable Procedure
Procedures and Related Information:
1. All amounts owed by the City to its vendors will be paid net 30 based on the receipt of all
goods or services, receipt of invoice from vendor, and receipt of tax release (if necessary).
a.Any agreements or contracts established before October 2019 are not subject to the net
30 requirement.
2. All invoices should be processed by the departments to Finance for payment within 15 days
of receipt.
3. Prior to disbursement of funds the Finance department requires all payment requests to be
approved by Mayor, Department Director, or authorized designee.
4. Vendors
a.All vendors must have an approved and signed W-9 on record prior to any payment.
i. Any vendor without an approved and signed W-9 on record will not receive
payment until proper W-9 is received.
b.Payments for goods and services are made payable only to the provider of those goods
or services (or to a contractually named agent).
5. Approvals
a.The Mayor, Department Director, or authorized designee approval assures the following
conditions have been met:
i. The payment request (invoice, check request, receipt, etc.) must be for goods or
services that are a valid business purpose.
ii. Goods or services must have been procured in accordance with the City
Purchasing Policy.
iii. Goods or services have been received to the satisfaction of the requester.
iv. The amount to pay reflects the negotiated amount per the purchase order,
contract/agreement or verbal agreement.
6. Disbursements
a.All disbursements must meet State and Federal requirements regarding Accounts
Payable.
b.Finance department will normally issue Accounts Payable disbursements once per week.
i. Some exceptions will apply.
1. City acknowledges that not all Accounts Payable disbursements will meet
State Code 50-1017 due to timing of payment, and/or use of credit card
systems.
c.Finance department will normally issue Payroll disbursement once per month.
i. Some exception will apply.
Revision Date:02/15/202 Page 578
Item#13.
1. City acknowledges that not all Payroll disbursements will meet State Code
50-1017 due to timing of payment.
d.All disbursements using a credit card must follow the City's Credit Card Policy and
Purchasing Policy.
Revision Date:02/15/202 Page 579
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.2
Accounts Receivable
Purpose:
To set forth the City's procedures regarding the Accounts Receivable Procedure
Procedures and Related Information:
1. All amounts owed to the City should be invoiced and collected in a timely manner.
2. Procedures for billing and collecting should be consistently and fairly applied across all City
departments and to all City customers.
3. Responsibilities for invoicing/billing must be separated from responsibilities for cash
collection/receipting.
a.Department Directors are responsible for verifying that no one employee can create
customer invoices and also receive payments from customers to adhere to sound
internal controls.
4. Accounts Receivable Invoices
a.All Accounts Receivable invoicing (except invoices authorized by the City Controller)
must be processed through the City Controller(or assigned designee)for proper
accounting within the City's financial accounting system.
i. Departments must submit requested information to the Finance department
before an Accounts Receivable invoice is generated:
1. Customer Name
2. Customer Address
3. Description of Goods or Services Provided
4. Date(s) of Goods or Service
5. Dollar Amount of Goods or Service
6. Approved Fee Schedule
7. Signed Contract/Agreement
5. Reconciliation
a.Finance department will be responsible for the reconciliation of all financial Accounts
Receivable transactions managed in the City's financial accounting system.
6. Collection of Delinquent Accounts Receivable Invoices
a.Finance department will be responsible for facilitating all collection efforts for any
unpaid Accounts Receivable invoices recorded in the City's financial accounting
system.
i. City will attempt to collect receivables that are less than 90 days outstanding.
b.Finance department may engage in the use of a collection agency for any unpaid
Accounts Receivable invoices greater than 90 days outstanding.
i. 90 days outstanding is determined by the original invoice date.
7. Write-Offs for Bad Debt
a.Only the City Controller can authorize the reduction of an amount outstanding on an
unpaid Accounts Receivable invoice.
Revision Date:02/15/202
Page 580
Item#13.
i. Departments must contact the Finance department for the reduction of an
outstanding Accounts Receivable invoice.
Revision Date:02/15/202
Page 581
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.3
Business Credit Account
Purpose:
To set forth the City's procedures regarding the Business Credit Account Procedure
Procedures and Related Information:
1. Purchasing Manager is responsible for creating any Business Credit Account.
2. Department Directors are responsible to ensure that employee use of Business Credit
Accounts is for authorized business purposes only.
3. City employee, City volunteer, or City commissioner found to have inappropriately used
Business Credit Accounts will be required to reimburse the City for all costs associated with
the improper use through payroll deductions or other payment means.
4. City employee, City volunteer, or City commissioner are responsible for the understanding
and knowledge of the Business Credit Account policy.
5. City employee, City volunteer, or City commissioner are responsible for submitting an
itemized receipt for all transactions.
6. Department Directors shall be responsible to ensure that all purchases on Business Credit
Accounts are for legitimate business purposes and within budgetary guidelines.
7. Department Directors shall establish Business Credit Account procedures for their respective
departments.
Revision Date:02/15/202 Page 582
Item#13.
C�WF,Nt r.� City of Meridian
Standard Operating Procedure
Number 9.4
Capital Improvement Management
Purpose:
To set forth the City's procedures regarding the Capital Improvement Management Procedure
Procedures and Related Information:
1. Annually under the direction and guidance of the Finance department, each City
department will prepare and update a 10 year CIP.
2. Finance department is responsible to collect all department CIP's to develop the official
annual City Comprehensive Financial Plan (CFP)for submission to the Mayor.
3. Mayor will only accept the annual 10 Year CIP/CFP from the Finance department for
consideration and approval.
4. Mayor will be responsible for finalizing the 10 Year CIP/CFP in collaboration with each City
department.
Revision Date:02/15/202 Page 583
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.5
Credit Card Procedure
Purpose:
To set forth the City's procedures regarding the Credit Card Procedure
Procedures and Related Information:
1. Eligibility
a.City issued credit cards will only be issued to City employees.
b.City issued credit cards are limited to the use of City employees, City volunteers, or City
Commissioners but not other individuals whom are not affiliated with the City
2. Use and Financial Responsibilities
a.As with all City-owned property, City accounts, and resources, credit cards issued by the
City to employees or departments are to be used specifically for authorized business
purposes only.
b.Unauthorized use of City credit cards may be treated as personal theft and/or
embezzlement, which may result in collection efforts(to recuperate related costs) as
well as appropriate disciplinary action, and/or criminal prosecution.
c.Personal use of City credit cards is strictly prohibited.
d.City credit cards shall never be used for cash advances.
e.Purchases or transactions made with the intent to circumvent the City Purchasing Policy,
transactional limits, or State law are prohibited and subject to Credit Card Violations
and Consequences.
3. Receipts and Expense Reports
a.All credit card receipts must be uploaded and approved no later than the 2nd work day
of each month
a. All credit card receipts will be itemized with detailed information (i.e. who,
what, when, where, why).
b. Receipt of goods should be supported by packing list, if no packing list, notate
on receipt when item(s)were received.
4. Credit Spending Limits
a.Finance department will be responsible for establishing spending limits/credit balances
for the City
5. Creation and Termination of Credit Card Accounts
a.Chief Financial Officer or Deputy Director/Controller is authorized to approve the
creation of credit card accounts.
a. Employees in violation of creating a credit card account are subject to
appropriate disciplinary action, up to and including termination.
6. Violations and Consequences
a.Violation of this policy may result in loss of credit card privileges, personal prosecution,
and/or disciplinary action up to and including termination.
Revision Date:02/15/2022
Page 584
Item#13.
b.The Chief Financial Officer or Deputy Director/Controller has the right to cancel,
suspend, or revoke credit card privileges if deemed necessary.
7. Disputed Items
a.Employees will be responsible for clearing up any disputed charges, returns, or
adjustments on their City issued credit cards in a timely manner.
8. Personal Credit Cards
a.Employees will be responsible for submitting itemized receipts for all transactions
conducted on behalf of the City charged on personal credit cards.
a. Employees will not be reimbursed any sales tax charges.
Revision Date:02/15/2022
Page 585
Item#13.
C�WF,Nt City of Meridian
Standard Operating Procedure
Number 9.6
Financial Reporting and Accounting
Purpose:
To set forth the City's procedures regarding the Financial Reporting and Accounting Procedure
Procedures and Related Information:
a. Finance department with the approval of the Chief Financial Officer/City Treasurer will
be responsible for conforming to all Local, State, and Federal reporting requirements
as noted in the following State of Idaho Statutes:
i. State Code Section : 50-708 "Examination of Accounts of Fiscal Officers"
ii. State Code Section : 50-1011 "Publication of Financial Statements"
iii. State Code Section : 57-135 "Treasurer's Monthly Report"
iv. State Code Section : 67-450E "Local Governing Entities Central Registry"
b. Finance department will be responsible for submitting all necessary reports to Local,
State, and Federal agencies monthly, quarterly, bi-annually, and annually.
i. All other financial reports issued outside of the Finance department will not be
considered official financial reports of the City.
c. Finance department will be responsible for updating and maintaining all official
financial reports available online.
d. Finance department will be responsible for informing the Mayor, Council, and
departments of any revenue or expenditure concerns in a timely and professional
manner.
2. Accounting
a.Finance department with the approval of the Chief Financial Officer/City Treasurer will
be responsible for developing, implementing, managing, and reporting all policies and
procedures relating to all entries into the City's financial system.
b.Finance department will be responsible for establishing policies and procedures that
conform to generally accepted accounting principles(GAAP) as promulgated by the
Governmental Accounting Standards Board (GASB),the American Institute of Certified
Public Accountants (AICPA), and the Government Finance Officers Association (GFOA)
for all practices relating to City Financial Management.
i. Finance department will be responsible for assisting in the training of all City
employees on the policies and procedures for the City's financial system.
Revision Date:02/15/202 Page 586
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.7
Fixed Asset
Purpose:
To set forth the City's procedures regarding the Fixed Asset Procedure
Procedures and Related Information:
1. General Policy
a.City property is only to be used for City business needs as referenced in City Policy 6.2.
b.City property is not for personal or public use unless permitted as referenced in City
Policy 6.2.
c.Violation of this policy shall result in disciplinary action up to and including termination.
2. Fixed Asset Additions
a.City acquisitions of property will be used by the City to conduct daily business activities.
i. Finance Department will determine if the acquisition of property will be
classified as a fixed asset as set within the Fixed Asset Capitalization Status
policy below.
b.Fixed Asset Capitalization Status
L Capital Outlay acquisitions of$10,000 or more and with a useful life of at least 3
years,will be capitalized, inventoried, depreciated over their useful life and
recorded on the fixed asset listing for the City.
ii. Software purchased or internally developed for internal use will be capitalized
and tracked in the fixed asset system if it totals$35,000 or more.
iii. Any acquisitions of land, either by direct purchase, property exchange, or
donation, shall be recorded into the City's fixed asset listing, regardless of cost.
iv. Intangible assets such as Water Rights and Easements with a value of$35,000 or
more will be capitalized as a fixed asset and recorded as land.
V. Infrastructure that the City acquires either by direct acquisition, donation, or gift
with a value of$75,000 or more will be capitalized as a fixed asset.
vi. Capital Leases that transfers substantially all the benefits and risks inherent in
the ownership of property to the City will be capitalized as a fixed asset if the
total cost meets the capitalization threshold.
c.Fixed Asset Capitalization Amount
i. Property purchases recorded costs can include not only the property price but
also all other related costs to make the property workable for the City, such as
outfitting vehicles, license and software for computers, RFP& related costs to
adhere to policies to purchase the property.
ii. Capital Improvements shall reflect the total cost of improving an asset such as
landscaping; including shrubs,trees, lawn, curbing, sidewalks, lighting, etc.
1. The initial expenditure for land improvements, as defined above, shall be
capitalized.
Revision Date:02/15/202 Page 587
Item#13.
2. Repairs or replacements, such as the replacement of trees, shrubs,
reseeding of lawns, resurfacing of pavement, etc. will not be capitalized
unless such expenses meet the City's capitalization thresholds.
Repairs involving the overhauling of certain assets are frequently referred to as
renewals.
1. Minor renewals, maintenance, alterations or part replacements, even if
over the minimum threshold, should be regarded as ordinary repairs and
will not be capitalized if they do not extend the life or significantly
enhance the net value of the asset.
2. Major renewals or major replacements that significantly extend the life or
significantly enhances the net value of an asset shall be capitalized
(following the capitalization policy).
Revision Date:02/15/202 Page 588
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.8
Grant Management
Purpose:
To set forth the City's procedures regarding the Grant Management Procedure
Procedures and Related Information:
1. Grant Submission/Review
a.All grant proposals and applications submitted by or on behalf of the City greater than
$25,000 annually and/or will be in place three years or more,whether submitted to
the granting entity electronically or as hardcopy, requires approval by the Grant
Committee prior to submission.
i. City grant administrators will take all steps necessary to ensure that proper
supporting documentation is obtained to support the Grant Committee's review
process.
2. Grant Compliance
a.City shall at all times be compliant with a grant's terms and conditions.
b.Departments are responsible for administering their respective grants.
i. Departments are responsible for assigning a department grant administrator for
each of their respective grants.
ii. Departments are responsible for developing internal controls for the
administration, reporting,tracking, and supporting of all grants for which they
are responsible.
iii. Departments are responsible for taking all steps necessary to ensure that proper
supporting documentation is obtained to support the allowable activities
completed under each grant program.
1. All grant documentation will be obtained and retained according to the
specific grant program guidelines and requirements.
c.Finance department will be responsible for establishing all grant management financial
reporting controls for the City.
3. Grant Termination
a.At any time during a grants life, if the City violates a grant's terms and conditions,the
Chief Financial Officer/City Treasurer may recommend to the Mayor for a
discontinuance of the grant due to risk of audit, financial, and/or administrative
concerns.
i. Only the Mayor and City Council President in joint agreement have the authority
to authorize the discontinuance of a grant.
4. Grant Funding
a.City will refrain from using grants to meet ongoing service delivery needs.
b.City will not use Federal Funds to supplant agency funds.
Revision Date:02/15/202 Page 589
Item#13.
c.If funding has not been identified for continuing an ongoing program after grant funds
have been exhausted, an automatic sunset provision will be included in the City
Council authorization for the program.
5. Grant Spending
a.Grant funds must be expended in accordance with federal law and regulation.
b.Grant funds are subject to Title 2 CFR (Code of Federal Regulations) Part 200 Uniform
Administrative Requirements, Cost Principals, and Audit Requirements of Federal
Awards (Uniform Guidance).
6. Grant Sub-Recipient
a.All grant sub-recipients must undergo a risk assessment following City requirements.
Revision Date:02/15/202 Page 590
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.9
Internal Controls
Purpose:
To set forth the City's procedures regarding the Internal Controls Procedure
Procedures and Related Information:
1. Departments are responsible to document department procedures that will include
reasonable internal controls.
a.Departments are responsible for implementing reasonable departmental internal
controls for all departmental procedures involving financial/monetary transactions.
b.Management within each department will maintain all written departmental
procedures.
i. Management within each department is responsible for reviewing all internal
controls at least every two years.
2. Department Directors are responsible for ensuring that departmental internal controls are
followed throughout his or her department(s).
a.Department Directors are responsible for ensuring that all Finance department
directives or internal controls are implemented.
b.Department Directors are responsible for ensuring that all independent auditor internal
control recommendations are addressed.
i. Finance department will be responsible for verifying all internal control
recommendations provided by the independent auditor are implemented.
3. Finance department will be responsible for establishing and maintaining all procedures and
internal controls associated with the management of cash including the collecting,
receipting, disbursement, and control of legal tender received by the City for the City.
Revision Date:02/15/202
Page 591
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.10
Inventory
Purpose:
To set forth the City's procedures regarding the Inventory Procedure
Procedures and Related Information:
1. All furnishings and movable inventory having a minimum cost of$500 each and a life
expectancy of over two years shall be identified by an asset tag affixed to each item.
2. Inventory control records shall be maintained for each item of inventory identified by an
asset tag.
3. Periodic physical inventories, at least once annually, shall be taken of all inventory placed
under an asset tag or control number.
4. No inventory should be permitted to leave the premises without an approval by the
employee's supervisor or department Director.
Revision Date:02/15/202 Page 592
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.11
Legal Tender Handling
Purpose:
To set forth the City's procedures regarding the Legal Tender Handling Procedure
Procedures and Related Information:
1. General Policy
a.All legal tender received by all City departments and employees must be processed,
deposited, and accounted for daily.
b.City will not accept any form of foreign currency or monetary instruments.
c.All legal tender must be turned in for deposit within one (1) business day of receipt to
the Finance Department.
d.Any customer disputes over legal tender handling must include the department director
and or the City Controller from the Finance department.
e.Any legal tender problems that arise during the day should be referred to the City
Controller if it or the matter cannot be handled in the individual departments.
f. All checks issued to the City must be signed by the customer on the front of the check
and endorsed by the City on the back.
g.A receipt will be issued for all customers individually.
i. All receipts should be numbered.
ii. All receipts should include date, customer name, amount received, description
of the transaction, customer account number(if applicable).
iii. A copy of the receipt will be offered to the Customer.
iv. A copy of the receipt will be provided to the Finance department.
2. Daily Cash Reporting
a.Departments receiving legal tender shall prepare a daily cash report.
i. All daily cash reports must be submitted to the Finance department daily with
proper documentation and support.
b.All manual receipts issued or voided shall be attached to the daily cash report and
forwarded to the Finance department.
3. Department Petty Cash
a.All operating petty cash boxes shall be securely and safely stored any time they are not
in use.
b.Departments shall be responsible for balancing their department operating petty cash
box at least monthly.
c.Departments receiving legal tender shall maintain strict internal controls over access to
the legal tender.
d.Department petty cash boxes will be limited to an amount determined by the City
Controller and must be issued/approved by the City Controller.
e.A valid detailed receipt must accompany all petty cash transactions.
i. All receipts should detail the what, where, when, and why for the transaction.
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Item#13.
ii. All receipts should note the proper general ledger account coding.
iii. All receipts should have proper employee approvals.
4. Daily Bank P
a.Finance department(or Finance designee) shall be responsible for preparing the daily
legal tender bank deposits.
b.Finance department shall be responsible for transporting the daily legal tender bank
deposits to the bank.
5. Police Department Drug Money Petty Cash
a.Chief of Police will be responsible for establishing sound internal controls for the
management of department drug money petty cash box.
i. The drug money petty cash box must be securely stored in a safe at all times.
6. Overages and Shortages
a.Any revenue overages or shortages in the department must be reported to the
department director immediately, and reported to the Finance department with the
daily receipts.
7. Banking Policy
a.See Banking Policy
S. Disbursements
a.Finance department shall be the only department to disburse payment via check,
cash/coin, wire transfer, or automatic clearing house.
i. All disbursements using a credit card must follow the City's Credit Card Policy
and Purchasing Policy.
Revision Date:02/15/202 Page 594
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.12
Purchasing
Purpose:
To set forth the City's procedures regarding the Purchasing Procedure
Procedures and Related Information:
1. Purchasing Categories, Methods and Authority
a.The City has assigned the following categories, methods and purchasing authority for
purchases.
i. All employees are to identify which category is right for their respective request
or purchase and follow that policy.
ii. General liability, automotive, and workman's compensation insurance are
required for all contracts, written or verbal, which require services to be
performed on City property.
1. In addition, most professional services agreements will require
professional errors and omissions insurance.
2. It is each employee's responsibility to verify that such insurance is in
place prior to the start of work. Only the City's Risk Manager may waive
any insurance requirement.
b.PURCHASING CATEGORIES
i. CATEGORYONE: Goods, Supplies& Equipment(I.C. §67-2806)
1. Purchases up to $15,000 require one quote.
2. Purchases$15,001 to $50,000 require three written quotes.
3. Purchases$50,001 to $100,000 require an informal bid process.
4. Purchases$100,001 and above require a formal bid process.
ii. CATEGORY TWO: Contracted Services (I.C. §67-2806)
1. Purchases up to $15,000 require one quote.
2. Purchases$15,001 to $50,000 require three written quotes.
3. Purchases$50,001 to $100,000 require an informal bid or RFP process.
4. Purchases$100,001 and above require a formal bid or RFP process.
iii. CATEGORY THREE: Professional Services
1. Sub-category(a) I.C. §67-2320: Engineering,Architect, Construction
Management, Land Surveyors
a. Purchases up to $25,000 require
i. A review of consultant's qualifications, and determination of
Qualification, or
ii. Selection from a current approved roster.
b. Purchases$25,001 and above require
i. A formal RFQ process, or
ii. Selection from a current approved roster created from a
formal RFQ.
Revision Date:02/15/202 Page 595
Item#13.
2. Sub-Category(b) I.C. §67-2803(4): Attorney,Accountant, Planner etc.
a. Purchases in this category are exempt from any solicitation
requirement. All other policy and procedure requirements still
apply.
iv. CATEGORY FOUR:Public Works Construction
1. Purchases in this category have special requirements that must be met
regardless of which department conducts the purchase.
a. All public works contractors performing work on projects above
$50,000(I.C. §54-1903)(i) must have a current Idaho Public Works
Contractors License in the applicable trade(s).
b. It is the responsibility of the employee making the purchase to
verify that the contractor meets this requirement.
c. Payment and performance bonds are required for all public works
construction projects above $50,000. These bonds shall be 100%of
the contract price individually.
d. Purchases up to $25,000 require one quote.
e. Purchases$25,001 to$50,000 require three written quotes.
f. Purchases$50,001 to$200,000 require an informal bid process. (I.C.
§67-2805)(2a)
g. Purchases of$200,001 and above require a formal bid process.
h. TAX COMMISSION REQUIREMENTS FOR PUBLIC WORKS
CONSTRUCTION
i. Within thirty (30) calendar days after City awards a contract
to a public works contractor, the Purchasing Department shall
notify the state tax commission that the contract has been
awarded and shall provide to the state tax commission the
name and address of the prime contractor. See I.C. §54-
1904A.
ii. If material or equipment is purchased or supplied by the City,
who is exempt from sales and use taxes,for subsequent use
or installation by a public works contractor,then the use by
the contractor is subject to use tax.
1. For example, if a contractor has a public works contract
to build a structure using materials owned and supplied
by the City,the contractor is the consumer of the
materials and is subject to a use tax on their value.
2. This tax falls directly upon the contractor and not the
owner of the property. See Idaho Administrative Rules
35.01.02.12
V. CATEGORY FIVE: Repair of Heavy Equipment
1. Purchases in this category are exempt from solicitation requirement. See
I.C. §67-2803(14)
c.PURCHASING METHODS
i. QUOTE
1. Quotes may be obtained either verbally or written and must contain the
following:
a. Description of the goods or services requested
b. All costs including delivery to the end users location
Revision Date:02/15/202 Page 596
Item#13.
c. Any vendor terms and conditions
ii. INVITATION FOR BID(Bid)
1. All Invitation for Bids shall be issued by the Procurement Division and in
one of two forms, Informal and Formal. In the event of a tie bid,the City
may award to the bidder it chooses.
2. Requirements:
a. Informal bid requirements
i. Be open for a minimum of three (3) days
ii. Must be sent to a minimum of three (3)vendors.
iii. Be awarded to the bidder submitting the lowest responsive
bid. (goods and services) or
iv. Be awarded to the qualified bidder submitting the lowest
responsive bid. (construction)
b. Formal bid requirements
i. Advertised in the local paper two times with the last at least
seven (7) days prior to the opening.
ii. Be open for a minimum of fourteen (14) days
iii. Bids must be submitted sealed.
iv. A public bid opening shall take place
V. Be awarded to the bidder submitting the lowest responsive
bid. (goods and services)
vi. Be awarded to the qualified bidder submitting the lowest
responsive bid. (construction)
iii. REQUEST FOR PROPOSAL (RFP)
1. Request for Proposal's may be used for general services i.e.janitorial and
landscape services or complex purchases i.e. software, specialized
equipment, leases etc. Requests for Proposals shall be issued and
managed by the Purchasing Division. Minimum Request for Proposal
requirements are as follows:
a. Describe what the product or service or solution is to accomplish.
b. Provide evaluation criteria of how the solicitation will be awarded.
c. City Project Manager shall select the evaluation team.
d. Shall be awarded to the highest ranked proposer as ranked by the
evaluation team.
e. Final terms and conditions of the contract, including cost, may be
negotiated.
iv. REQUEST FOR QUALIFICATIONS(RFQ)
1. Request for Qualifications must be used for the selection of Engineers,
Architects, Construction Managers and Land Surveyors (I.C. §67-2320).
2. RFQ's shall be issued and managed by the Purchasing Division.
3. RFQ's, although not required, may also be used for other types of
professionals services, i.e. accountant, attorney, auditor etc. Please
contact Purchasing for applicability.
a. Request for Qualification requirements
i. Describe the services required.
ii. Provide evaluation criteria of how the solicitation will be
awarded.
iii. City Project Manager shall select the evaluation team.
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iv. Cost may NOT be a factor in the evaluation process.
V. Shall be awarded to the highest qualified firm/individual as
ranked by the evaluation team.
vi. Final terms and conditions, scope of work and cost may be
negotiated.
V. PRE-QUALIFICATION
1. The City may require Public Works Contractors to be pre-qualified for a
particular project (I.C. §67-2805)(3)(b).
a. Pre-Qualification Requirements
i. Advertise the Pre-Qualification in the local paper two times
with the last publication at least seven (7) days prior to the
qualification due date.
ii. Describe the construction services to be performed.
iii. Provide evaluation criteria of how contractors will be
evaluated.
iv. City Project Manager shall select the evaluation team.
V. Only Contractors selected through the Pre-Qualification
process will be allowed to bid on the construction project. All
other bids received will be deemed non-responsive.
Vi. LEASES
1. All leases must be processed through the Procurement Division regardless
of dollar amount.
2. Capital leases must be appropriated and expensed for the full amount the
first year of the lease.
Vii. COOPERATIVE PURCHASING
1. With the approval of the Procurement Manager, purchases may be
completed using cooperative purchasing agreements with any State
Agency or Political Subdivision or government entities or
associations thereof. Purchases may also be completed utilizing any
purchasing cooperative that offers goods and/or services as a result
of competitive solicitation in accordance with I.C. §67-2807, and
that have been approved by the Procurement Manager.
2. PUBLIC WORKS CONSTRUCTION PROCUREMENTS ARE
EXCLUDED FROM COOPERATIVE PURCHASING.
3. The Department may use the established state, federal, city, or county
contracts to make purchases. The Division of Purchasing contract
information is located at:
a. http://Purchasing.idaho.gov/statewide-contracts
4. In accordance with I.C. §67-2803(1) and §67-2807(1),the City may also
piggyback on other city or county bids if the pricing is consistent with the
original bid and the bid process followed I.C.Title 67.
5. All contract documentation should accompany the purchase request.
viii. EMERGENCY PURCHASE
1. Emergency purchases maybe completed without the requirement of a
solicitation (I.C. §67-2808)(1). All other policy and process requirements
still apply.
a. Emergency Purchase Requirements
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i. The emergency purchase is necessary to safeguard life, health
or property.
ii. The City Council must declare that an emergency exists within
60 days of the emergency event.
ix. SOLE SOURCE PURCHASES
1. Sole Source purchases are exempt from solicitation requirements and are
broken into two categories
a. Sole Source Purchases up to $50,000.
i. Procurement Manager approval is required.
ii. Only one source is reasonably available.
iii. Sole Source purchases must meet one of the requirements
listed in Category b below:
b. Sole Source Purchases above $50,000 (I.C. §67-2808)(2).
i. Only one source is reasonably available.
ii. Procurement Manager& City Council approval is required
prior to purchase.
iii. Sole Source must be advertised in the local paper fourteen
(14) calendar days PRIOR to making purchase.
iv. Category b sole source purchases must meet one of the
following requirements:
1. Compatibility of equipment, components, accessories,
computer software, replacement parts or service is the
paramount consideration;
2. Where a sole supplier's item is needed for trial use or
testing;
3. The purchase of mass-produced movies,videos, books
or other copyrighted materials;
4. The purchase of public works construction, services or
personal property for which it is determined there is no
functional equivalent;
5. The purchase of products, merchandise or trademarked
goods for resale at a political subdivision facility;
6. Where competitive solicitation is impractical,
disadvantageous or unreasonable under the
circumstances.
X. PURCHASING WITH FEDERAL GRANT FUNDS
1. Prior to effecting a purchase using any federal grant funds, procurement
staff must verify through the System For Award Management (SAM)that
the contractor/vendor is not excluded from doing business under a
federal grant.
Xi. PURCHASING AUTHORITY
1. By adoption of this Policy, the City Council has set the following signatory
thresholds for purchases through the Procurement Division.
2. Through adoption of this Policy the Mayor has delegated signing authority
to the Procurement Manager for purchases made per this policy:
a. PURCHASES UP TO $10,000
i. Purchase Orders and Contracts in this range may be signed by
any Department Director or Authorized City Personnel.
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ii. All City Department Directors are required to insure all
employees have read the Purchasing Policy prior to delegating
signing authority for purchases in this range.
iii. The employee is responsible for verifying that there are funds
available for the purchase and for obtaining all required
documentation, i.e. insurance, licenses etc., for the applicable
purchasing category.
iv. The employee is responsible for obtaining the City Attorney's
approval of any contract the employee is signing.
b. PURCHASES ABOVE $10,000
i. Purchase Orders and Contracts in this range must be signed
by either the Procurement Manager,the Mayor or their
respective designees, prior to the purchase.
ii. The Chief Financial Officer/City Treasurer will stand as the
signatory in the absence of the Procurement Manager.
c. CONTRACTS ABOVE $200,000
i. All contracts in this range require legal review and City Council
approval.
d. CHANGE ORDERS
i. Employees may create change orders.
ii. All change orders must utilize the standard City form and be
approved by the Procurement Manager.
iii. The Procurement Manager shall determine if specific change
orders require Council approval.
iv. Employees are to contact the Procurement Manager prior to
drafting& issuing a change order.
e. CREDIT CARD USAGE
i. This policy states the minimum guidelines required by the City
Credit Card Policy, City Policy 6.2.5, and by law.
ii. Individual departments may establish more restrictive
guidelines for usage.
iii. Credit card purchases must comply with the Procurement
Policy requirements stated above.
xii. PURCHASING ETHICS AND VENDOR RELATIONSHIPS
1. Every City employee has a personal responsibility to conduct government
business in an ethical manner and assure the integrity of the City
purchasing and purchasing processes.
2. All City employees and elected officials are responsible for adherence to
City and State purchasing rules, and regulations.
a. CODE OF ETHICS
i. All City employees responsible for procuring goods or services
shall:
1. Follow the rules and regulations of the City Standards of
Conduct Policy 7.5 and the laws of the State of Idaho.
2. Avoid activities that would compromise or give the
perception of compromising the integrity of the
procurement process and the best interests of the City.
(ref. City Conflict of Interest Policy 6.18).
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3. Reduce the potential for any charges of preferential
treatment by actively promoting the concept of
competition.
4. Act as good custodians of public money by obtaining
maximum benefit for funds spent.
5. All employees are required to comply with the City's
Policy 6.11 in regards to gifts and gratuities.
1. In addition to City Policy 6.11 employees in a
position to make or recommend an award of a
City purchase shall not solicit or accept gifts,
money, prejudicial discounts or entertainment
material which might influence or appear to
influence purchasing decisions.
b. VENDOR RELATIONSHIPS
i. Developing and maintaining good relationships with our
suppliers is important. City personnel should work through
the Procurement Division for vendor communication.
ii. Maintain and practice,to the highest degree possible,
business ethics, professional courtesy, and competence in all
transactions.
iii. Adhere to and protect the supplier's business and legal rights
to confidentiality for trade secrets, and other proprietary
information.
c. LOYALTY AWARDS (GIFT CARDS) AND GIFTS
i. Employees are prohibited from personally accepting
loyalty/gift cards and/or gifts from vendors for making
purchases on behalf of or in any capacity for the City.
ii. The City, and not the employee, is being rewarded for its
faithful business.
iii. Therefore, employees are to ask for discounts on the
purchase being made in lieu of gift cards.
d. PROHIBITIONS
i. The City has adopted the following in regard to purchasing
prohibitions:
1. I.C. §67-9230—Conflict of interest regarding the holding
of contracts or selling to the City property or supplies by
City employees unless award is made after competitive
bids per City Policy 6.18.
2. I.C. §67-9230—Prohibition regarding the influencing or
conspiring to influence public purchasing decisions and
contract awards.
Attempts at influence may include kickbacks and bribes,
peddling or payment of a fee, back door selling, hard-
sell tactics,fraternization, or offering gifts to avoid
following published procedures or gain advantages.
3. I.C. §59-1026—Circumventing Purchasing Authorization
—Prohibits efforts by employees to obtain products or
Revision Date:02/15/202 Page 601
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services by avoiding the competitive process by splitting
purchases or creating false emergency situations.
4. I.C. §67-9230—No vendor or related party, or
subsidiary, or affiliate of a vendor may submit a bid to
obtain a contract to provide property to the City, if the
vendor or related party, or affiliate or subsidiary was
paid for services utilized in preparing the bid
specifications or if the services influenced the
procurement process.
xiii. APPEALS
1. The City strives for a fair, legal and transparent solicitation process.
2. Any bidder, proposer or vendor who believes they were aggrieved in
connection with a solicitation or award may appeal to the Procurement
Manager.
3. The solicitation appeals are as follows:
a. Specification Appeal
i. Informal Solicitation—A bidder/proposer must submit an
appeal to the Procurement Manager at least one (1) day prior
to the due date and time of the solicitation.
ii. Formal Solicitation—A bidder/proposer must submit an
appeal to the Procurement Manager no later than three (3)
days prior to the due date and time of the solicitation.
b. Appeal of Award
i. Formal Solicitation—A bidder/proposer must submit an
appeal to the Procurement Manager within seven (7) calendar
days of the transmittal of the Notice of Intent to Award,
stating the express reason(s) the aggrieved bidder feels that
the award decision is in error.
xiv. PAYMENT PROCESSING
1. See Accounts Payable Policy
2. Idaho Statutes Regarding Purchasing, Contracting and Purchasing
a.Public Works Contractor Licensure Requirements
L I.C. §54-1904 (i)
b.Exemptions to Public Works Contractor Licensure
i. I.C. §54-1903 (i) & (k)
c.Filing of Notices and Income Tax Returns-- Payment of Income Taxes by Contractors
i. I.C. §54-1904A
d.Public Works Construction Bidding
i. I.C. §67-2803 (2) & (3)
e.Public Purchasing of Goods and Services Bidding
i. I.C. §67-2803 (2)
ii. I.C. §67-2805 (2) & (3)
f. Purchasing By Political Subdivisions
i. I.C.Title 67, Chapter 28
g.Exemptions to Public Purchasing of Goods and Services Bidding
i. I.C. §67-2803 (1)through (7)
ii. I.C. §67-2806
iii. I.C. §67-2808 (1)
Revision Date:02/15/202 Page 602
Item#13.
h.Joint Purchasing Program
i. I.C. §67-2807 (1)
i. Penalties—Political Subdivisions/Public Officials
i. I.C. §54-1914 (2)
ii. I.C. §54-1920 (2)
iii. I.C. §59-1026
j. Penalties—Contractors
i. I.C. §54-1914 (1)
ii. I.C. §54-1920 (1) & (3)
k.Prohibitions
i. I.C. §67-9230
I. Professional Service Contracts with Design Professionals, Construction Managers and
Professional Land Surveyors
i. I.C. §67-2320
m. Disposal of Surplus
i. I.C.Title 50, Chapter 14
n.Abandoned or Unclaimed Property in Possession of Sheriff or City Police Department--
Sale at Public Auction.
i. I.C. §55-403
o.Written Plans and Specifications for Work To Be Mande by Officials—Availability
i. I.C. §67-2309
p.Leases
i. I.C. §50-1409
q.Public Works Contractors
i. I.C.Title 54, Chapter 19
r. IDAHO ADMINISTRATION RULES
i. Idaho Sales and Use Tax Administrative Rules—Contractors
1. 35.01.02.12
s.STATE OF IDAHO BOARD OF EXAMINERS
i. State Personal Surplus Property Policy and Procedures
1. Policy No. 442-40
Revision Date:02/15/202 Page 603
Item#13.
City of Meridian
1 Standard Operating Procedure
Number 9.13
Revenue Management
Purpose:
To set forth the City's procedures regarding the Revenue Management Procedure
Procedures and Related Information:
1. Revenue Characteristics
a.Simplicity
i. City, where possible and without sacrificing accuracy,will strive to keep the
revenue system simple in order to reduce compliance costs for the taxpayer or
service recipient.
1. City will avoid nuisance taxes or charges as revenue sources.
b.Certainty
i. City will understand its revenue sources and enact consistent collection policies
to provide assurances that the revenue base will materialize according to
budgets and plans.
ii. City will make all current expenditures with current revenues, avoiding
procedures that balance current budgets by postponing needed expenditures,
accruing future revenues, or rolling over short-term debt.
c.Equity
i. City shall make every effort to maintain equity in its revenue system structure
(i.e., the City shall seek to minimize or eliminate all forms of subsidization
between entities,funds, services, utilities, and customers' classes).
d.Revenue Adequacy
i. City shall require that there be a balance in the revenue system (i.e.,the
revenue base will have the characteristics of fairness and neutrality as it applies
to cost of service, willingness to pay, and ability to pay).
ii. All revenue forecasts shall be conservative.
e.Administration
i. The benefits of a revenue source shall exceed the cost of levying and collecting
that revenue.
1. The cost of collection will be reviewed annually for cost effectiveness.
f. Diversification and Stability
i. A diversified revenue system with a stable and predictable base of income shall
be maintained and managed to help avoid instabilities in revenue sources due
to factors such as short-term fluctuations in the economy.
2. Revenue/Cost Recovery
a.Revenues should not exceed the reasonable cost of providing the service.
b.Cost recovery goals should be based on the total cost of delivering the service, including
direct costs, departmental administration costs, and organization-wide support costs.
c.The method of assessing and collecting fees should be as simple as possible in order to
reduce the administrative costs of collection.
Revision Date:02/15/202 Page 604
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d.Revenue rate structures should be sensitive to the "market"for similar services.
e.City will utilize a common approach in determining cost recovery levels for various
programs.
a.Cost/Benefit of Abatement
i. City will use due caution in the analysis of any tax or fee incentives that are used
to encourage development.
1. Ideally, a cost/benefit (fiscal impact) analysis will be performed as part of
such caution.
b.Non-Recurring Revenues
i. One-time or non-recurring revenues will not be used to finance current on-
going operations.
ii. Non-recurring revenues should be used only for one-time expenditures.
iii. Non-recurring revenues will not be used for budget balancing purposes.
c.Interest Income
i. Interest earned from investment of available monies, whether pooled or not,
will be distributed to the funds in accordance with the equity balance of the
fund from which monies were provided for investment.
d.User Fees and Charges
i. For services associated with a user fee or charge, a fee will offset the direct and
indirect costs of that service where possible.
1. Fees will be reviewed at least every three (3)years to ensure that fees
provide adequate coverage of costs of services.
a. Finance department will review and recommend any changes to the
City Council.
e.Enterprise Fund Rates
i. City will review and adopt utility rates, as needed, which will generate revenues
required to fully cover current operating and maintenance expenses, meet the
legal restrictions of all applicable bond covenants, establish necessary future
replacement costs, and provide for an adequate level of working capital.
1. Enterprise Fund rates will include transfers from the General Fund as
follows:
a. General and Administrative Charges:
i. Administrative costs will be charged to all funds for services of
general overhead, such as administration, finance, legal
counsel, and other costs, as appropriate.
ii. The charges will be determined through an indirect cost
allocation following accepted practices and procedures as
developed by the Finance department.
f. Intergovernmental Revenues
i. Any potential grants will be examined for matching requirements.
1. Generally,these revenue sources should be used for capital
improvements that are consistent with the Capital Improvement Program
CIP whose operating and maintenance costs have been included in the
operating budget or for special programs associated specifically with the
grant.
g.Revenue Monitoring
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i. Actual revenues received will be regularly compared to budgeted revenues and
variances will be investigated.
Revision Date:02/15/202 Page 606
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City of Meridian
1 Standard Operating Procedure
Number 9.14
User Fees and Charges Development
Purpose:
To set forth the City's procedures regarding the User Fees and Charges Development Procedure
Procedures and Related Information:
1. User Fees and Charges - Development
a.Finance department will be responsible for analyzing all User Fees and Charges on a
routine basis to justify the User Fees and Charges.
i. Finance department will be responsible for working with departments to
determine the full cost recovery amount for all User Fees and Charges.
1. Finance department will be responsible for working with departments to
determine the subsidized percentage needed for all User Fees and
Charges.
b.Finance department will be responsible for establishing review periods for each User
Fee and Charge.
c.Finance department will be responsible for establishing fair and equitable methods
when developing City fees and charges.
i. Finance department will be responsible for developing transparent fees and
charges allowing for proper identification of factors and considerations
impacting the development of all fees and charges.
d.Finance department will be responsible for presenting all new and changes to User Fees
and Charges at least once per fiscal year to City Council for approval.
2. User Fees and Charges - Proposals and Approvals
a.Finance and Legal department must approve all User Fees and Charges prior to
submission to City Council for approval.
b.City Council is responsible for approving all User Fees and Charges.
c.City Council will only accept User Fees and Charges submitted to them by the Finance
department for consideration of approval.
d.City Council may decide against full cost recovery in cases where greater public benefit
is greater.
3. User Fees and Charges - Management
a.Finance department will be responsible for developing and maintaining a Citywide User
Fees and Charges database.
i. Departments will be responsible for verifying that all User Fees and Charges are
included in the Citywide User Fee and Charges database.
4. User Fees and Charges - Cost Recovery Methods
a.Full Cost Recovery
i. Activities/Programs will be assessed a fee to collect 100%of all costs associated
to an activity/program.
b.Majority Cost Recovery
Revision Date:02/15/202 Page 607
Item#13.
i. Activities/Programs will be assessed a fee to collect 80%-99%of all costs
associated to an activity/program.
c.Partial Cost Recovery
i. Activities/Programs will be assessed a fee to collect 50%-79%of all costs
associated to an activity/program.
d.Minimal Cost Recovery
i. Activities/Programs will be assessed a fee to collect 1%-49%of all costs
associated to an activity/program.
e.No Cost Recovery
i. Activities/Programs will be assessed a fee to collect 0% of all costs associated to
an activity/program.
1. Activities and programs assigned this Cost Recovery Method will be
subsidized by other revenue sources.
f. Interagency Cost Recovery
i. Activities/Programs provided by interagency relationships with the City will not
be required to meet any City Cost Recovery Criteria.
1. Interagency fees will be developed by the agency.
2. Interagency fees will be collected by the City for distribution to the
interagency per interagency agreements.
3. Interagency fees will not provide any cost recovery to the City unless
identified within interagency agreement(s)for administrative functions
for the collection and distribution of interagency fees.
g.Penalties/Fines Cost Recovery
i. Fees established for the purpose of a penalty or a fine will not be required to
meet any City Cost Recovery Criteria.
1. Penalties and fines will follow any applicable State, Federal, or Local laws.
5. User Fees and Charges - Cost Recovery Criteria Definitions
a. The following criteria are used to determine if a service is Full, Majority, Partial,
Minimal, or No Cost recovery.
b. The service does not have to meet every criterion.
a.Full Cost Recovery(100%)
i. Individuals or groups benefit from the service and there is little or no
community benefit.
ii. Administrative costs of imposing and collecting the fee are not excessive.
iii. The service is provided at market price by the private sector.
b.Majority Cost Recovery(80%-99%)
i. The individual or group using the service is the primary beneficiary.
ii. Administrative costs of imposing and collecting the fee are not excessive.
iii. Imposing a majority cost fee would not place the agency at a competitive
disadvantage.
iv. The service is usually provided by the private sector, but may also be provided
by the public sector.
V. User fees should recover the majority cost of services benefiting specific groups
or individuals.
c.Partial Cost Recovery(50%-79%)
i. The individual or group using the service is the substantial beneficiary.
ii. Administrative costs of imposing and collecting the fee are not excessive.
Revision Date:02/15/202 Page 608
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iii. Imposing a partial cost fee would not place the agency at a competitive
disadvantage.
iv. The service is usually provided by the private sector, but may also be provided
by the public sector.
V. User fees should recover the partial cost of services benefiting specific groups or
individuals.
d.Minimal Cost Recovery(1%-49%)
i. Services benefit those who participate but the community at large also benefits.
ii. Administrative costs of imposing and collecting the fee are not excessive.
iii. Imposing a minimal cost fee would place the agency at a competitive
disadvantage.
iv. The services may be provided by the public sector, but may also be provided by
the private sector.
e.No Cost Recovery(0%)
i. The service is equally available to everyone in the community and should
benefit everyone.
ii. Because the service is basic, it is difficult to determine benefits received by one
user.
iii. The level of service attributable to a user is not known.
iv. Administrative costs of imposing and collecting a fee exceed revenue expected
from the fee.
V. Imposing the fee would place the agency at a serious disadvantage.
vi. The service is primarily provided by the public sector.
Revision Date:02/15/202 Page 609
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.1
Disposal of Media
Purpose:
To set forth the City's policy regarding disposal of media.
Policy:
The City of Meridian recognizes proper disposal of media is necessary to protect sensitive and
confidential information, employees and City. Inappropriate disposal of media may put employees and
the City at risk. The City has developed proper disposal of media procedures which anyone subject to
this policy is required to adhere to.
This policy applies to employees, contractors,temporary staff, and other workers at the City, including
all personnel with access to sensitive and confidential data and media.This policy applies to all
equipment that processes confidential and sensitive data that is owned or leased by the City.
This policy shall be implemented pursuant to the Disposal of Media Standard Operating Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
Revision Date:02/15/2022 page 610
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.2
Equipment Checkout
Purpose:
To set forth the City's policy for Equipment Checkout.
Policy:
The IT Department is authorized by the City to maintain a pool of equipment for checkout and use by
other departments in order to allow for efficient, cost effective operations and services.
This policy shall be implemented pursuit to the Equipment Checkout Standard Operating Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
Revision Date:02/15/202 Page 611
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.3
Identity and Access Management
Purpose:
To set forth the City's policy on required access control measures to all digital identities in use for City
information systems to protect the confidentiality, integrity, and availability of City resources.
Policy:
The City follows a standard framework for Identity Management,Authentication, and Access Control.
Employees are required to use digital identities to access City information systems, use these identities
for authentication, and to do so, only as authorized.
This policy shall be implemented pursuant to the Identity and Access Management Standard Operating
Procedures.
Authority& Responsibility:
The Information Technology department is responsible for administering this policy.
Revision Date:02/15/2022 page 612
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.4
Incident Response
Purpose:
To set forth the City's policy regarding Information Technology(IT) Incident Response processes created
to protect the City of Meridian's information systems.
Policy:
To protect the City of Meridian's information systems processes are in place to identify and respond to
suspected or known incidents that may impact or threaten the integrity of the information systems.
Processes include required communication, response, mitigation, and remediation of IT related
incidents. Employees, contractors, or others shall report incidents to the IT Department.The IT
Department shall report incidents to applicable parties as needed depending on the type of incident and
impact.
This policy shall be implemented pursuant to the Incident Response Standard Operating Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
Revision Date:02/15/2022 page 613
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.5
Information Security
Purpose:
To set forth the City's policy regarding information security.
Policy:
The City shall act in due diligence to protect the integrity of the City's information systems, to mitigate
the risks and losses associated with security threats to computing resources and to ensure secure and
reliable network access and performance. This applies to all City information systems.
This policy shall be implemented pursuant to the Information Security Standard Operating Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
Revision Date:02/15/2022 page 614
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.6
Password Requirements
Purpose:
To set forth the City's policy regarding employee password requirements.
Policy:
The City has a sizeable investment in its information systems that support the City's operations and
services. Safeguarding its information systems and the information contained therein is of paramount
importance. Password requirements are part of the City's defenses against cyber-attacks. Employees
are required to keep passwords confidential, current and compliant with City requirements.
This policy shall be implemented pursuant to the Password Requirements Standard Operating
Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
Revision Date:02/15/2022 page 615
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.7
Security Awareness Training
Purpose:
To set forth the City's policy regarding the Security Awareness Training Program.
Policy:
The City has developed an employee Security Awareness Training Program as part of its ongoing efforts
to protect the City's Information Systems from security threats and breaches. Lacking adequate
information security awareness, staff is less likely to recognize or react appropriately to information
security threats and incidents and are more likely to place information assets at risk of compromise. In
order to protect information assets, all workers must be informed about relevant, current information
security matters. This policy applies to all City employees, contractors, or others, with access to City
systems.
This policy shall be implemented pursuant to the Security Awareness Training Standard Operating
Procedures.
Authority& Responsibility:
The Chief Information Officer(CIO) or designee shall be responsible for administering this policy.
The CIO is accountable for running an effective security awareness training program that informs and
motivates employees to help protect the City's Information Systems and customer information assets.
Revision Date:02/15/2022 page 616
Item#13.
C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.8
Technology Purchase
Purpose:
To set forth the City's policy regarding technology purchases.
Policy:
This policy applies to all City technology purchases including hardware and software.
Technology purchases except the accessories listed below must go through the Information Technology
(IT) department and conform to IT Standards. Certain technology such as software shall go through an
evaluation process.
The IT department manages all hardware and software purchases for the City, including
maintenance and support renewals.This service allows us to:
• Reduce department overhead
• Avoid duplicating solutions and efforts
• Adhere to standards when possible
• Renew items on time
• Track hardware and software
• Ensure support and compatibility
• Increase ease and timeliness of support
• Reduce costs
• Avoid extra fees
• Maintain compliance with licensing and subscription agreements
This policy shall be implemented pursuant to the Technology Purchase Standard Operating Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
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C��W, IDIAN�-- City of Meridian
Standard Operating Policy
Number 10.9
Technology Replacement
Purpose:
To set forth the City's policy regarding technology replacements.
Policy:
The City shall follow a standard replacement schedule for technology to ensure that computing
resources are up-to-date and continue to fulfill operational needs of the City.
This policy shall be implemented pursuant to the Technology Replacement Standard Operating
Procedures.
Authority& Responsibility:
IT shall be responsible for administering this policy.
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C��V, IDIAN�-- City of Meridian
Standard Operating Procedure
Number 10.1
Disposal of Media
Purpose:
To set forth the City's procedures regarding disposal of media.
Procedures and Related Information:
When no longer usable, storage devices such as USB drives,flash media, hard drives,
discs, storage media in cell phones, copiers or other devices, and other similar items used to process or
store confidential and/or sensitive data shall be properly disposed of in accordance with measures
established by the City. Information systems that have processed, stored, or transmitted sensitive
and/or confidential information shall not be released from control until the equipment is sanitized and
all stored information has been cleared.The following procedures will be followed.
I. City will dispose of hardware by one of the following methods
A. Overwriting- an effective method of clearing data from media. As the name implies,
overwriting uses a program to write (1s, Os, or a combination of both) onto the location of
the media where the file to be sanitized is located.A minimum of three times is required for
sensitive or confidential information.
B. Degaussing- a method to magnetically erase data from magnetic media. Two types of
degaussing exist: strong magnets and electric degausses. Note that common magnets (e.g.,
those used to hang a picture on a wall) are fairly weak and cannot effectively degauss
magnetic media.This only applies to magnetic media.
C. Destruction-a method of destroying media.As the name implies, destruction of media is to
physically dismantle by methods of crushing, disassembling, etc.
D. Factory defaults—restoring to factory defaults. (Only applicable to limited feature operating
systems such as those that run on cell phones).
II. Enforcement
A. Any employee found to have violated these procedures may be subject to disciplinary action, up
to and including termination of employment.
B. Supervisors shall report any employee found to have violated these procedures to the IT
Director.
C. The IT Director shall consult with Human Resources to discuss appropriate discipline if
warranted.
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C��W, IDIAN�-- City of Meridian
Standard Operating Procedure
Number 10.2
Equipment Checkout
Purpose:
To set forth the City's procedures for checking out equipment from the IT Department.
Procedures and Related Information:
I. City employees may check out equipment by submitting a ticket. Equipment will be loaned out
on a first-come first-served basis.
A. Types of available equipment for employee checkout are listed below
1. Laptops
2. Projectors
3. Conference Phone
4. Video Conference System
5. Webcams
6. Hotspots
7. Cables
8. Training laptops are not available for checkout
II. Return of Checked Out Equipment
A. Employees shall return equipment by the date designated by the IT Department.
B. Employees shall notify the IT Department of any issues, loss or damage related to the
checked out equipment as soon as possible, but no later than the return date.
C. Employees may be liable for loss or damage caused to checked out equipment as
determined by the IT Director. The IT Director may consult with the employee's supervisor
and Human Resources if deemed necessary.
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CE IDIAN City of Meridian
Standard Operating Procedure
Number 10.3
Identity and Access Management
Purpose:
To set forth the City's procedures regarding identity and access management.
Procedures and Related Information:
I. Identity
A. Accounts
1. User Accounts:This is a uniquely associated identity for a specific employee.These
are the most common type of accounts and are issued to all City employees,
contractors, or others. User accounts or passwords shall not be shared with others.
2. Shared Account:These are used to support multiple users sharing the same identity.
The use of shared accounts is discouraged as it lacks accountability and security.
They shall receive limited access.They are only for specific use cases where there is
a business need that cannot be met with standard user account.
3. Service Accounts:A service account is used when it is necessary for systems or
applications to authenticate to other systems or applications without any
association to a person. Users shall not log in with these accounts.
4. Privileged Accounts: Certain accounts may have extra privileges related to the
management of a device or application.This is often thought of as an account type,
but it is more accurately described as an account with privileged authorizations.
Privileged accounts are granted approval to defined Information Technology (IT)
staff. Privileged accounts may be given to employees and contractors as deemed
necessary by IT staff.
5. Accounts will expire after 90 days of inactivity unless otherwise noted.
B. New User Accounts
1. Upon notification from the Human Resources (HR) Department, a user account will
be created for all new employees. Passwords for new accounts will be provided
directly to HR and the employee's supervisor.The initial password provided will be
temporary and must be changed once the employee logs into the network.
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2. Request for employee access to applications or resources beyond those provided to
all employees must be submitted by the employee's supervisor using the ticketing
system.Access will be granted based on the resource owner's approval.
C. Removal of User Accounts
1. When an employee separates from the City, supervisors shall give IT notice to
ensure that resources are no longer available when the employee leaves.
2. Employee accounts will remain in a "disabled" state for a maximum of 30 days, at
which point the account will be deleted from the system. It is the responsibility of
the employee's supervisor to notify IT of any resources which may be required of
the terminated employee.
II. Authentication
A. The City's standard authentication method is username and password. Some resources
require additional authentication known as multifactor authentication.
B. Multifactor Authentication (MFA)
1. MFA involves combining more than one authentication type and generally provides
a stronger assurance of the person's identity. MFA is typically utilized in systems
involving sensitive, privileged, externally accessible, or cloud applications.
2. MFA shall be used when an information system being accessed contains sensitive or
confidential information or when using a privileged account remotely. MFA is
recommended in all cloud applications.
C. Directory Services
1. Whenever possible and reasonable, any application or system, whether on premise
or in the cloud, should use directory services and single sign on for authentication
over local accounts and passwords.
D. Session Lock
1. The City's default session lock value is 15 minutes for all City computers.The IT
department may make exceptions to this on a case by case basis.
E. Remote Access
1. Remote access that the city offers includes Virtual Private Network(VPN) services,
cloud services, and any other externally accessible system.
2. All remote access services shall be encrypted, authorized, and are subject to
expiration of 90 days.
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3. A User account is required. Users cannot use a shared account for remote access.
4. MFA shall be required for VPN access and is recommended for other services.
III. Authorization
A. All accounts shall only be used for authorized purposes.
B. Least Privilege
1. An authorization should only provide the privileges required for the function or task
to be performed and no more.
C. Separation of Duties
1. Whenever practical, no one person should be responsible for completing or
controlling a task, or set of tasks,from beginning to end when it involves the
potential for fraud, abuse, or security concerns.
IV. Auditing and Accounting
A. The City shall maintain an audit trail of actions performed by identities and shall be
reviewed for proper use.
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CE IDIAN City of Meridian
Standard Operating Procedure
Number 10.4
Incident Response
Purpose:
To set forth the City's procedures regarding communication, response, mitigation, and remediation
of Information Technology("IT") related incidents that impact or threaten the City of Meridian's
information systems.
Procedures and Related Information:
I. Scope
A. These procedures apply to all City of Meridian employees, contractors, or others,who
process, store,transmit or have access to City of Meridian information systems.
II. Definitions
A. Systems: A software or hardware communications and/or computer-related equipment or
interconnected system or subsystems of equipment that is used in the processing,
transmission, containment, manipulation, monitoring, management, display or reception of
data.
B. Incident: An event that threatens the security, integrity, confidentiality, or availability of a
City of Meridian IT related systems or services.
III. Incident Reporting
A. Any City employee, contractor, or others using City equipment is required to report
any security incident, suspicious activity or related concern to IT.This includes, but is not
limited to, contacting the Helpdesk or other IT employees directly, creating a ticket in the
support system,sending an email, and/or contacting the IT After Hours emergency number.
IT personnel will ensure that the incident is routed to the appropriate person.
B. Employees, contractors, or others are required to notify IT of theft or a compromised
device, even if the theft or the device is personal equipment when connected to a City
system (such as email)
IV. Prioritization
A. Incidents will be prioritized by impact (Public web server as opposed to user workstation),
and risk(data exposure or destruction).
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V. Escalation
A. For incidents of a significant nature,the Chief Information Officer(CIO) or designee is
notified and responsible for determining the impact/risk of the incident and notifying and
briefing the applicable parties on the incident.
VI. Mitigation and Containment
A. Information Technology employees that receive notification of an incident shall take
appropriate action to terminate the activity. Affected systems of the incident will be
isolated. A damage assessment will be conducted on the affected equipment or
system. Any discovered vulnerability will be repaired as soon as possible.
VII. Eradication and Restoration
A. The damage assessment determines the course of action required to provide a permanent
solution. Any repairs, upgrades, and/or data restorations will be conducted urgently,
with IT's best effort to meet Recovery Time and Point Objectives (RTOs and
RPOs) determined by the department(s) affected by the incident.
Vill.Information Dissemination
A. Any public release of information to the press and/or public regarding an IT related security
incident shall be authorized and coordinated through the CIO and the City Communications
Manager.
B. The CIO or designee shall manage the dissemination of incident information to other
agencies, departments, or personnel. Dissemination to said parties will be based on the
impact and risk associated with the incident. Incident reports, including oral discussion, will
be given within 24 hours of the incident. Agencies or departments with data of a sensitive
nature shall be notified in accordance with their Federal regulation. Any security breach
incidents involving PH (Personally Identifiable Information) or CJI (Criminal Justice
Information)shall be reported to the Meridian Police Dept Terminal Agency
Coordinator("TAC"), City of Boise,Ada County Sheriff Office, and Idaho State Police. Local
law enforcement shall be notified if applicable. See the latest revision of the CJIS Security
Policy for more information on CJI/PII.
IX. Ongoing Reporting
A. After initial report of an issue, if not already done, a ticket will be created in City support
system in regards to the effect of the incident. If it's determined to be of a significant
nature, subsequent reports will be provided to the CIO, IT designee, and others as
applicable. Minor incidents will be managed within the IT Department. Updates and
resolution notes will be attached to the ticket.
B. An Incident report will contain, but may not be limited to the following items:
1. Point of contact
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2. Affected system and physical location(s)
3. System description and application
4. Type of information contained in the system
5. Incident description
6. Incident resolution status
7. Damage assessment, including data loss or corruption
8. Agencies and/or departments contacted
9. Corrective actions taken
10. Knowledge gained/future mitigation
X. Review
A. Analysis of the impact will be ongoing, and a best effort used to implement the resolution
on all systems, affected or not, if applicable. Ongoing reports will be given at an appropriate
frequency or as requested by the CIO or designee, Mayor, or City Officials.
XI. Training
A. Initial training will be provided during the onboarding process. In addition, Users will receive
training at least annually through the security awareness training program.
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CE IDIAN City of Meridian
Standard Operating Procedure
Number 10.5
Information Security
Purpose:
To set forth the City's procedures regarding information security.
Procedures and Related Information:
I. Network Connections
A. City employees may not connect, nor contract with an outside vendor to connect, any
device or system to the City's networks without the prior review and approval of IT.
B. Unauthorized access to City network/server equipment (firewalls, routers, switches, etc.) is
prohibited.
C. Unauthorized access to City equipment/cabling rooms/datacenters is also prohibited.
II. Network Security
A. All devices connecting to the network must have adequate security installed and maintained
to prohibit unauthorized access or misuse.
B. City reserves the right to quarantine or disconnect any system or device from the City
network at any time.
C. City reserves the right to decrypt encrypted traffic.
III.Data Protection
A. Systems hosting City information must be protected in alignment with Information
Technology standards and industry best practices. Specifically, systems shall operate with:
1. Physical protection (mobile)
2. Up to date Anti-Virus software
3. A Firewall
4. Software updates applied regularly
IV.Enforcement
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A. Attempting to circumvent security or administrative access controls for information systems
is a violation of these procedures and will be subject to disciplinary actions up to and
including termination.
B. Disciplinary action will be determined by the Chief Information Officer in conjunction with
the Human Resources Director and the department director of the violating employee.
V. Monitoring and Auditing
A. City will maintain and monitor logs for all network devices and systems for security auditing
purposes.
B. City may perform security audits of any system or device attached to the City network.
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CE IDIAN City of Meridian
Standard Operating Procedure
Number 10.6
Password Requirements
Purpose:
To set forth the City's procedures regarding password requirements.
Procedures and Related Information:
I. Passwords shall meet the standards in either the basic password standards or advanced
password standards as outlined below.
A. Basic Passwords Standards:
1. Expires every 90 days
2. Minimum of 8 characters
3. Must contain 3 of 4 character sets: lowercase, uppercase, number, special character
4. Cannot be the same as username
5. Cannot contain dictionary words
6. Cannot contain proper names
7. Cannot contain compromised passwords
8. Cannot contain more than 3 repeating or sequential characters ("aaaa", 11123411
,
"gwerty")
9. Cannot be identical to the previous 10 passwords
10. Cannot be changed more than once per day
B. Advanced Passwords Standards (Pass phrases):
1. Expires every 365 days
2. Minimum of 20 characters
3. Cannot be the same as username
4. Cannot contain compromised passwords
5. Cannot contain more than 3 repeating or sequential characters ("aaaa", "1234",
"qwe rty")
6. Cannot be identical to the previous 10 passwords
7. Cannot be changed more than once per day
8. No complexity requirements such as upper/lower case, numbers, symbols. Spaces
count as characters
II. Unsuccessful Login Attempts:
A. Account lockout duration: 10 minutes
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B. Account lockout threshold: 5 invalid attempts
C. Reset account lock counter after: 10 minutes
III. Employees shall keep all passwords confidential, current and compliant with these procedures.
Failure to comply may be grounds for disciplinary action, up to and including termination.
A. Employees shall inform the IT department immediately upon learning of any problem
related to the confidentiality or integrity of their password.
B. IT shall provide the necessary support to protect the City's information systems from
cyber-attack related to an employee password compromise.
IV. Additional information
A. The City's password program is enforced by Group Policy,Active Directory and Password
Policy Enforcer systems that run on City servers and integrate with Microsoft Azure
Active Directory.
B. Refer to the following resources for more information on password standards the City
adheres to:
1. The National Institute of Science and Technology(NIST) Special Publication 600-
83B.
2. The Criminal Justice Information Services (CJIS) Security Policy.
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C E IDIAN City of Meridian
Standard Operating Procedure
Number 10.7
Security Awareness Training
Purpose:
To set forth the City's procedures regarding security awareness training.
Procedures and Related Information:
I. Security Awareness Training
A. The City Information Technology("IT") department requires that each employee upon
hire and at least annually thereafter successfully complete security awareness training.
Certain staff may be required to complete additional training depending on their specific
job requirements. Staff will be given a reasonable amount time to complete each course
to not disrupt business operations. IT will also provide security awareness information
which is to be reviewed by employees. (Emails/video monthly except when we do
online training).
II. Simulated Social Engineering Exercises
A. The IT department will conduct periodic simulated social engineering exercises including
but not limited to: phishing(e-mail),vishing (voice), smishing (SIVS), USB testing, and
physical assessments.The IT department will conduct these tests at random throughout
the year with no set schedule or frequency.The City IT department may conduct targeted
exercises against specific departments or individuals based on a risk determination.
III. Remedial Training Exercises
A. From time to time City employees may be required to complete remedial training
courses or may be required to participate in remedial training exercises with members of
the IT department as part of a risk-based assessment.
IV. Compliance & Non-Compliance
A. Compliance with these procedures is mandatory for all employees, contractors, elected
officials and others. Violation of these procedures by employees may be cause for
disciplinary actions up to and including termination. The CIO in conjunction with the
Human Resources Director and the department director of the employee will address
violations and determine the appropriate discipline as needed.
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B. All supervisors are responsible for ensuring that their staff and other workers within their
responsibility participate in the security awareness training, and educational activities
where appropriate and required.
C. The IT department will monitor compliance and non-compliance with these procedures
and report the results of training and social engineering exercises to the leadership
team.
V. Compliance Actions
A. Certain actions or non-actions by City personnel may result in a compliance event
(Pass).
B. A"Pass" includes but is not limited to:
1. Successfully identifying a simulated social engineering exercise
2. Not having a Failure during a social engineering exercise (Non-action)
3. Reporting real social engineering attacks to the IT department
VI. Non-Compliance Actions
A. Certain actions or non-actions by City employees may result in a non-compliance event
(Failure).
B. "Failure" includes but is not limited to:
1. Failure to complete required training within the time allotted
2. Failure of a social engineering exercise
3. Failure of a social engineering attack
C. Additional actions not outlined in these procedures may be required in the event of a
failure associated with an actual social engineering attack, commensurate with the risk
and/or damages to the City.
D. Failure of a social engineering exercise includes but is not limited to:
1. Clicking on a URL within a phishing test
2. Replying with any information to a phishing test
3. Opening an attachment that is part of a phishing test
4. Enabling macros that are within an attachment as part of a phishing test
5. Allowing exploit code to run as part of a phishing test
6. Entering any data within a landing page as part of a phishing test
7. Transmitting any information as part of a vishing test
8. Replying with any information to a smishing test
9. Plugging in a USB stick or removable drive as part of a social engineering
exercise
10. Failing to follow City procedures during a physical social engineering exercise
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E. The IT department may also determine, on a case by case basis,that specific failures are
a false positive and should be removed from that staff member's total failure count.
VII. Failure Penalties
A. The following outlines the penalty of non-compliance with these procedures. Steps not
listed here may be taken by the IT department to reduce the risk that an individual may
pose to the City.
B. Social Engineering
1. First Failure- Notification from IT providing feedback on incorrect action.
(Occurs on all phishing failures)
2. Second Failure—Mandatory completion of remedial training and discussion with
supervisor. (Documented)
3. Third Failure—Training with IT, which is documented.This and subsequent
failures may be subject to disciplinary action, up to and including termination.
C. Training
1. First Failure—Notification from IT and supervisor to take correction action.
2. Second Failure—Discussion with supervisor. Computer access revoked until
corrective action is take. (User account disabled)
3. This and subsequent failures may be subject to disciplinary action, up to and
including termination.
VIII.Record Keeping
A. Records of all Compliance and Non-Compliance Actions shall be kept by the IT
department for a rolling eighteen (18) month period. Any actions older than 18 months
will not be considered for failure penalties.
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C��W, IDIAN�-- City of Meridian
Standard Operating Procedure
Number 10.8
Technology Purchases
Purpose:
To set forth the City's procedures for technology purchases.
Procedures and Related Information:
Technology purchases shall meet the standards as outlined below.
I. Technology Purchases
A. The following items must be purchased through IT. Requests can be made through the IT
Ticketing System:
1. Software
2. Software as a service (SaaS) -any software that's licensed on a subscription basis
and is hosted outside the City network
3. Website/Hosting Services/Software Development
4. Computers (including Desktops, Workstations, Laptops, MDTs,Tablets, iPads)
5. Monitors
6. Printers/Copiers/Scanners
7. Phones (Mitel)—including Bluetooth Headsets
8. Conference/Video Conference Solutions
9. Network/Server Equipment
10. Mobile Apps for City Use
11. Any accessories or peripherals not listed below
12. Maintenance/support renewals, subscriptions, etc. of aforementioned items
B. Accessories listed below can be ordered by departments without having to request them
through IT:
1. Mouse
2. Keyboard
3. Flash Drive
4. Digital Camera
5. Computer Speakers
6. Bluetooth Headsets for Cell Phones
7. iPad Case
8. HDMI or USB cables
9. Headphones for computers (wired recommended)
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C. IT has the following items on hand (but the department will still be charged):
1. Mouse
2. Keyboards
3. Monitors
4. Desk Phones
5. Computer Speakers
II. Software Evaluation
A. This defines the software evaluation process required to purchase software. This policy
does not apply to upgrades of existing software. That is, software which the city currently
owns, and the vendor of said software, is merely adding additional features or functionality
in a newer version (i.e.version 6.1 to 7.0).
1. Department Directors (or designee) shall contact IT prior to beginning any software
project.
2. The software evaluation process should be commensurate to the cost of the existing
software the City owns and the cost of the new software.
3. IT will evaluate any new software system against existing software the
City owns to maintain consistency and standards.The following questions will be
used in the evaluation process.
B. Questions for Department
1. What are the requirements? (What are the business needs?)
2. What is currently being used to fill these needs?
3. Is the software budgeted for?
4. What is the cost? (one time & recurring)
5. Is the software on premise or cloud based?
6. What is the implementation timeframe?
7. Who is providing training?
8. Are there plans to integrate it with other systems?
9. Will users access the system remotely? If so, how?
10. Will it require custom reporting? Will the vendor create the custom reports? If so,
how many are included in the quote for install?
11. Will end users configure additional needed reports in the future or will IT need to
allocate resources for this function?
12. How many users will be using the system? (How many installations will be needed?)
13. What is the plan for migrating any existing data into the system?
14. Are there any security or encryption requirements?
15. What is the retention for the data storage? How will records retention be managed
for the software?
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C. Questions for Vendor
1. General for Both (SaaS&On-Prem)
a. Will users be able to run it without administrative privileges?
b. What is the minimum resolution supported? (800x600, 1024768, etc..)
c. Is there support for Single Sign On (SSO)? (SAML,AD integration, etc)
d. What are the minimum hardware requirements? (CPU, HD, RAM)
e. How is licensing set up? (Per user, device, concurrent, site wide, etc)
f. Is there recurring maintenance, support, or subscription costs?
2. On Premise
a. Can you provide a system architecture diagram?
b. What is the database type? (SQL Server, Oracle, MySQL, etc) What versions
are supported?
c. Is it compatible with Windows Server 2016 for server-side and Windows 10
for client-side?
d. Is it delivered over a web browser or client-server? If web, what browsers
are supported? If web based, does it use responsive web design?
e. What web server/container does it run on? (IIS, Apache)
f. Who does the installation and subsequent maintenance?
g. Is SSRS supported for reporting?
h. What type of runtime will it operate in? (.NET,VB 6 Runtime,Java, Windows
Runtime,Windows Universal Runtime, Win32, Silverlight, Flash, etc)
i. Will any portion of the software be accessible from the internet?
3. Hosted/Software as a Service (SaaS)
a. What platform is it hosted on? (AWS,Azure, Private datacenter, etc)
b. Can we gain access to the data for reporting or integration needs?
c. Are there any additional components that we will need to install? (ActiveX,
Java, Flash, etc.)
d. Can we get a copy of the data if we part ways with the product?What
format will it be in?Can we get a copy of the data regularly for other
needs?
e. Is it delivered over a web browser or client-server? If web based, what
browsers are supported? If web based, does it use responsive web design?
f. Do you have any API's for integration? Is there an additional cost to them?
g. What are the data protection services offered? (Backup, redundancy,
frequency)
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Item#13.
CE IDIAN City of Meridian
Standard Operating Procedure
Number 10.9
Technology Replacement
Purpose:
To set forth the City's procedures for replacing technology.
Procedures and Related Information:
i. The following schedule is used to replace hardware and software.All equipment will be
replaced on this schedule. However, if a particular lot of equipment is problematic it may be
necessary to replace equipment outside of the normal replacement cycle.
A. Infrastructure: 4 years or as needed
B. Computers: 5 years or as needed
c. Software: 6 years or as needed
D. Printers: 7 years or as needed
ii. Replaced equipment will be disposed following the City's Asset Disposal policy. Once equipment
has been funded for replacement,this equipment is not eligible to be included as a replacement
request (G200) a second time.
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