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02-16-16-WS
AGENDA ITEMS Red Fox Road - Lexington Avenue Intersection Ramsey County MEMO.PDF Interstate I -35W North Corridor John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF Public Works Presentation John Anderson, Acting Public Works Director MEMO.PDF Public Works Retirement Sue Iverson, Interim City Administrator/Director of Finance and Admin Services MEMO.PDF, ATTACHMENT A.PDF Discussion Of Mounds View High School Athletic Field Improvements Ryan Streff, City Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF Personnel Policy Sue Iverson, Interim City Administrator/Director of Finance and Admin Services MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Jonathan Wicklund City Council Work Session Agenda February 16, 2016 5:00 p.m. Public Works Facility Marsden Room Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 1.A. Documents: 1.B. Documents: 1.C. Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: AGENDA ITEMSRed Fox Road - Lexington Avenue IntersectionRamsey County MEMO.PDFInterstate I -35W North CorridorJohn Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDFPublic Works PresentationJohn Anderson, Acting Public Works Director MEMO.PDFPublic Works RetirementSue Iverson, Interim City Administrator/Director of Finance and Admin Services MEMO.PDF, ATTACHMENT A.PDFDiscussion Of Mounds View High School Athletic Field ImprovementsRyan Streff, City Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF Personnel Policy Sue Iverson, Interim City Administrator/Director of Finance and Admin Services MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund City Council Work SessionAgenda February 16, 20165:00 p.m. Public Works Facility Marsden Room Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.Documents:1.E.Documents: 1.F. Documents: Page 1 of 1 DATE: February 16, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Red Fox Road / Lexington Avenue Intersection Background Joe Lux, Transportation Planner with Ramsey County, was at the December 21, 2015 City Council Workshop to discuss Lexington Avenue and Red Fox intersection operations and possible improvements to deal with congestion. A representative of Ramsey County Public Works will be in attendance at this evening’s meeting to provide an update on that topic. AGENDA ITEM – 1A MEMORANDUM Page 1 of 1 DATE: February 16, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Interstate 35W North Corridor Background The Minnesota Department of Transportation is in the process of completing preliminary design and environmental documentation for a third lane in each direction along Interstate 35W from County Road C in Roseville to Sunset Avenue just North of Lexington Avenue in Lino Lakes. Jerome Adams, Project Engineer with MnDOT, will be in attendance at this evening’s meeting and be presenting a project overview for the City Council. Attachments Attachment A – I35W Power Point Presentation AGENDA ITEM – 2B MEMORANDUM Hwy 36 to Lexington Ave. Add a lane in each direction Recommend a MNPASS Lane Several spot improvements to roadway included Concrete pavement Noise walls will be evaluated 2 Approximate $200 million construction cost Currently have $100 million in State Mobility dollars, which is at this time $80 million in federal funds and $20 million in State funds, and $23 million in State Road Construction Program funds, which may be both State and Federal funds. Start construction Spring 2019 with opportunity to start Spring 2018 1 (Terminal Road) County Road B2 (City Centre Drive) County Road C (Cleveland Avenue) County Road 46 Long Lake Road County Road D Street)th (5 County Road E2 County Road 88 County Road 10 County Road H R a i l r o a d R o s e g a t e (Lake Valentine Road) County Road F Bridge Railroad County Road 96 Creek Rice Avenueth 5 Old Highway 8 10 35W 35W 10 694 35W 10 County Road H County Road I Avenue)th (85 County Road J Service Road (Lake Drive) County Road 23 Avenue)th (95 County Road 52 County Road 53 (Sunset Avenue) Creek Rice From Park & Ride County Ditch 53-62 35W (Lexington Avenue) County Road 17 1 2 3 7 12 4 AUX 11*9A H : \ P r o j e c t s \ 7 5 7 4 \ H I - M U \ B a s e \ 8 5 9 8 _ e n h a n c e m e n t s _ s c h e m a t i c _ g r a p h i c _ p r e f e r r e d _ r e v . d g n I-35W NORTH PROJECT SCOPE - *MnDOT STILL INVESTIGATING FLYOVER ALTERNATIVE AT TH 694 - ADD LANES ON OUTSIDE AS SHOWN IN BLUE. START IN SPRING 2019. - APPROXIMATE COST $208 MILLION - ESTIMATE CONSTRUCTION - ALL LANES PAVED WITH CONCRETE FROM CR C TO SUNSET AVE. CR C AND ONE AT CR I) ALL OTHER BRIDGES WILL BE LEFT AS-IS. - ORANGE INDICATES BRIDGES THAT WILL BE REPLACED (FOUR AT WHICH WILL BE A MNPASS LANE, FROM CR C TO LEXINGTON AVE. - ADD ONE LANE IN EACH DIRECTION IN THE MIDDLE, NOTES: I-35W southbound #1 Lane drop at County Road C ◦Extend four lanes across bridges; tie into existing left add-lane to Cleveland #2 Entrance from eastbound I-694 ◦Auxiliary lane from EB I-694 entrance to CR E2 exit #3 Exit to westbound I-694 ◦Auxiliary lane from Hwy 96 to westbound I-694 exit #4 Exit to eastbound Hwy 10 ◦Expand to two lane exit with option lane and two lane connection to EB Hwy10 ◦Expand to two lane exit with option lane and two lane connection to eastbound Hwy 10 and southbound I-35W auxiliary lane from CR I ramp to Hwy 10 I-35W Northbound #7 Exit to westbound Hwy 10 ◦Auxiliary lane on westbound Hwy 10 from I-35W southbound entrance to add-lane near 93rd Lane #9 Loop-to-loop weave from eastbound I- 694 to westbound I-694 ◦#9a Buffer lane through loop-to-loop weave and decelerations lane extending back to entrance from County Road E2 ◦#9b Flyover/turbine to replace northeast loop with westbound auxiliary lane to Long Lake Road Hwy 10 westbound (east) #11 Connection to I-35W northbound ◦Provide two-lane entrance to I-35W northbound and carry lane to Hwy 10 north interchange I-694 eastbound #12 Exit to I-35W northbound ◦Auxiliary lane along I-35W northbound from I-694 westbound entrance to Hwy 96 exit. Note that missing #’s were alternatives that were rejected. 4 I-35W North Managed Lanes Project AREASB AREA NB AREA NA AREA SA AREA SB §¨¦35W CL E V E L A N D A V E N TERMIN A L RD COUNTY ROAD C W COUNTY ROAD B2 W Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 1 of 13 I-35W North Managed Lanes Project AREA NB AREA SC AREA SB AREA NC §¨¦35W COUNTY ROAD D W N E W B R I G H T O N R D OL D H I G H W A Y 8 S W CL E V E L A N D A V E N CL E V E L A N D A V E S W NEW B R I G H T O N B L V D Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 2 of 13 I-35W North Managed Lanes Project AREA SC AREA NC AREA ND AREA SD AREA SE §¨¦35W NE W B R I G H T O N R D 5T H A V E N W 8T H A V E N W COUNTY ROAD E25TH ST NW OLD HIGHWAY 8 NW O L D H I G H W A Y 8 S W COUNTY ROAD E CL E V E L A N D A V E N CL E V E L A N D A V E S W Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 3 of 13 I-35W North Managed Lanes Project AREA SE AREA SE AREA SF AREA NF §¨¦694§¨¦35W 5T H A V E N W 10TH ST NW OL D H I G H W A Y 8 N W Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 4 of 13 I-35W North Managed Lanes Project AREA NFAREA SF AREA SG AREA NG AREA SG §¨¦35W £¤10COUNTY ROAD 96 W HI G H W A Y 1 0 N E O L D H I G H W A Y 8 OLDHIG H W A Y 1 0 OL D H I G H W A Y 8 N W Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 5 of 13 I-35W North Managed Lanes Project AREA SG AREA NHAREA SH §¨¦35W £¤10 COUNTY ROAD H W C O U N T Y R O A D 1 0 O L D H I G H W A Y 8 H I G H W A Y 1 0 N E Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 6 of 13 I-35W North Managed Lanes Project AREA SH AREA NH AREA NIAREA SI §¨¦35W £¤10 COUNTY ROAD I W HIGHWAY 10 Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 7 of 13 I-35W North Managed Lanes Project AREA NI AREA NK AREA SK §¨¦35W £¤10 COUNTYROAD J W NA P L E S S T N E LAKE D R 85TH AVE NE HIGHWAY 10 Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 8 of 13 I-35W North Managed Lanes Project AREA SK AREA NK §¨¦35W LAKE D R NA P L E S S T N E 95TH AVE NE C O U N T Y R O A D 5 2 Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 9 of 13 I-35W North Managed Lanes Project AREA SL AREA NL AREA N §¨¦35W Noise Walls Status Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 10 of 13 I-35W North Managed Lanes Project AREA NL AREA SL AREA SM AREA NM§¨¦35W NORTH RD LE X I N G T O N A V E N E 109TH AVE NE Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 11 of 13 I-35W North Managed Lanes Project AREA NM AREA NN AREA SN §¨¦35W SU N S E T A V E APOLLO DR 109TH AVE NE Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 12 of 13 I-35W North Managed Lanes Project AREA NJ AREA SJ £¤10 COUNTY ROAD J W LO N G L A K E R D 85TH AVE NE HI G H W A Y 1 0 Noise WallsStatus Existing Wall - Reconstructed Existing Wall - Remain Unchanged Not Proposed Wall Proposed Wall ¬«36 £¤10 £¤10 §¨¦35W §¨¦694 0 600 1,200Feet January 2016 [ Noise Receptor and Wall Locations: Page 13 of 13 Noise Wall Design Precedents I-35W North Corridor Preliminary Design Project Noise Walls at County Rd 96 Interchange Concrete Columns (Tan) Wood Planking (Brown, “Tree” Motif) Noise Wall Design Precedents I-35W North Corridor Preliminary Design Project Noise Walls at County Rd 96 Interchange Concrete Columns (Brown) Wood Planking (Brown, “Tree” Motif) mndot.gov/metro/projects/i35wroseville/ www.mnpass.org Jerome Adams Bobbie Dahlke MnDOT Project Manager MnPASS Jerome.Adams@state.mn.us Bobbie.Dahlke@state.mn.us (651) 234-7611 (651) 234-7088 5 Page 1 of 1 DATE: February 16, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Public Works Presentation Background Public Works Staff will be in attendance to host a tour of some of the recent additions to the Public Works Equipment fleet as well as give a presentation on work the Public Works Department is involved in. AGENDA ITEM – 1C MEMORANDUM AGENDA ITEM – 1D MEMORANDUM DATE: February 16, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: Accept Dave Winkel’s Retirement Background The City Council has received a letter from Dave Winkel, Public Works Maintenance Worker, announcing his intent to retire from the City on February 29, 2016. Discussion The attached letter was received while I was out on vacation, thus it was not put on a p revious City Council meeting. Staff would like to discuss with the City Council the timeline for advertising and filling this position. Attachments Attachment A: Memo from Dave Winkel to the City Council, January 18, 2015 January 18,2016 Dear Arden Hills City Council, I have worked for the city for over 37 years,and it's been a good run. I'm now ready for the second part of my life which is retirement.This is my formal notice of retirement effective on February 29, 2016. Sincerely, 1 City of Arden Hills City Council Work Session for February 16, 2016 P:\Planning\Planning Cases\2016\PC 16-002 - Mounds View High School Concept Review\Memos_Reports_16-002 Page 1 of 2 DATE: February 16, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: Ryan Streff, City Planner SUBJECT: Planning Case 16-002 – Mounds View High School Athletic Field Improvements Concept Review Requested Action Mounds View High School has requested that the City Council review and provide feedback on the proposed scoreboard and press box replacement at the football stadium and the proposed construction of a storage shed at the baseball field. Background/Overview of Request The property is located in the R-1 - Single Family Residential District where general educational uses and their facilities are permitted by Conditional Use Permit (CUP). The Mounds View High School operates under a CUP, which was granted for the site in 1978. The original CUP has been amended from time-to-time as the school and campus have expanded over the years. The property is located at 1900 Lake Valentine Road which is generally positioned north of County Road E2 West, south of Lake Valentine Road, east of Interstate 35W, and west of Snelling Avenue North. The High School is proposing to replace the existing scoreboard located at the football stadium with a new scoreboard that utilizes modern technology for its sound, display, and messaging functions. The new scoreboard as proposed would be constructed in the same general location at the south end of the stadium and would be approximately 12’-8” in width by 32’ in length. Included in the upgrade proposal for the football stadium is the replacement of the existing press box which is located along the top edge of the west bleachers. The new press box would be 54’ AGENDA ITEM 1E MEMORANDUM City of Arden Hills City Council Work Session for February 16, 2016 P:\Planning\Planning Cases\2016\PC 16-002 - Mounds View High School Concept Review\Memos_Reports_16-002 Page 2 of 2 in length and 9’ wide. The existing press box is 30’ long and 8’ wide. The applicant is also requesting to construct a 20’ by 20’ storage shed next to the baseball field between the batting cage and the bleachers. The site plan for these projects can be reviewed in further detail in Attachment B. Next Steps If the applicant decides to move forward with the proposed changes to the athletic field complex a CUP amendment would be required along with a variance for the height of the new scoreboard. Attachments A. Project Narrative B. Site Plan & Site Photos C. Press Box Detail D. Scoreboard Detail E. Aerial Photos Site Plan Scoreboard Press Box Storage Shed Football/Track & Field Stadium Scoreboad Press Box Baseball Field Storage Shed This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS Division 1,333.2 THIS MAP IS NOT TO BE USED FOR NAVIGATION NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet1,333.20666.58 Notes Enter Map Description Legend City Halls Schools Hospitals Fire Stations Police Stations Recreational Centers Parcel Points Parcel Boundaries Airports This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS Division 399.8 THIS MAP IS NOT TO BE USED FOR NAVIGATION NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet399.80199.92 Notes Enter Map Description Legend City Halls Schools Hospitals Fire Stations Police Stations Recreational Centers Parcel Points Parcel Boundaries Airports AGENDA ITEM – 1F MEMORANDUM DATE: February 16, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: Personnel Policy Background The Personnel Committee has been working on updating the Personnel Policy over the last year. The current Policy was last updated in 2004 with minor updates occurring over time. The committee has gone over the entire policy and has used the LMC’s new updated sample policy language on most sections to bring the policy in compliance with current Federal and State laws. The City Attorney has also provided feedback and made revisions. Some sections were changed and approved earlier this summer by the Council; such as, PTO and the maximum deposit into HSA accounts. These changes have been incorporated into the new document. Discussion I have attached a clean copy and two versions showing the changes with comments and notes from the City Attorney and a copy showing the changes with notes from the Personnel Committee. I realize that the formatting is not all correct and there are some spelling and edits to be made, but we would like to get feedback on the basic policy and then proceed to clean the document up and present it for approval to the City Council at the next meeting on February 29, 2016. I have also included sample forms and new technology policies that will be referred to in the new policy. Some items that City Attorney wanted us to decide are: Page 21 of the document in the edit version – how do you want the temporary and seasonal employees taken care of on this item highlighted in yellow. Page 22 of the document in the edit version highlighted in yellow - Treatment Program Testing Page 22 of the document in the edit version highlighted in yellow - Routine Physical Exam Testing Page 22 of the document in the edit version highlighted in yellow - Random Testing We will be working on the technology sections to clean them up. New policies need to be approved and will be incorporated into the Personnel Policy book to clean that section up or it will reference to them and be included in an appendix in the final version. I have talked to the City Attorney and they are fine with the final version that you see and un derstand the technology section will be cleaned up, although they are fine with the policies there – just that there is overlapping information to be cleaned up for the final version. Attachments Attachment A: Proposed Updated Personnel Policy Attachment B: Proposed Updated Personnel Policy showing all the edits and comments (Attorney) Attachment C: Proposed Updated Personnel Policy showing all the edits and comments (Personnel Committee before Attorney edits) Attachment D: Forms and New Technology Policies. Attachment A RAFT HILLSCL)(,5 I to T I n c CITY OF ARDEN HILLS PERSONNEL POLICY D?,NfI Amended by the Arden Hills City Council: 2016 k City of Arden Hills Personnel Policy Effective February 29,2016 STATEMENT OF POLICY The policies contained in this handbook should not be construed as contract terms for City Employees. Nothing in this handbook, or in other City policies which may be communicated to the employee, constitutes a contract of employment for any city employee. Any term and condition of employment shall remain solely within the discretion of the City to modify, establish, or eliminate. The City of Arden Hills retains the full and unrestricted right to operate and manage all personnel, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by current collective bargaining agreements, these regulations, and City Council resolutions. These policies supersede all previous personnel policies. Nothing in these policies is intended to modify or supersede any applicable provision of State of Federal law. 1 City of Arden Hills Personnel Policy Effective February 29,2016 DEFINITIONS Anniversary Date- Benefits Shall mean the month and day of initial hiring of a Full-time or Temporary employee. Anniversary Date — Promotions Shall mean the month and day of a promotion of a Full-time or Temporary employee. Benefits Benefits shall mean indirect compensation granted to employees. Benefit Earning Employees Employees who are eligible for at least a pro-rated portion of city-provided benefits. Such employees must be year-round employees who work at least 20 hours per week on a regular basis. Except as otherwise required by law, temporary and seasonal employees are not benefit earning employees. Benefit Year for PTO March 1 —February 28. Certified Bargaining Unit Group of employees who have been determined by the State to have a common interest in the collective bargaining process and whose interest has been determined as appropriate by the State. Class A position or group of positions similar in respect to their duties and responsibilities so that the same title can reasonably be used and the same salary schedule may be applied to the position. Compensatory Time Time off from work for employees not exempt from the provisions of the Fair Labor Standards Act. Compensatory time shall be computed at one and one-half times the number of overtime hours worked. Demotion The placement of an employee in a position having a lower pay and/or less responsibility than the position previously held. This could involve a reduction in salary due to incompetency, inefficiency, or misconduct. Exempt Employee An employee who is exempt from the overtime 2 City of Arden Hills Personnel Policy Effective February 29,2016 provisions of the Fair Labor Standards Act. Flex-Time Time off from work for exempt employees. May only be used in increments of 9-hours or less, no consecutive days, maximum accrual of 80 hours. Grievance A dispute or disagreement regarding the interpretation or application of the specific terms and conditions of a labor agreement or City policy. Immediate Family The employee's spouse, legal guardian, as well as children, siblings, parents, in-laws, grandparents, aunt, uncle, niece, and nephew by blood, marriage or adoption. Lay-Off The temporary dismissal from employment of an employee for an unspecified length of time. During a period of lay-off, employees do not accrue benefits and are not credited with service. Municipal Service Employed by the City. Non-Exempt Employee An employee who is not exempt from the overtime provisions of the Fair Labor Standards Act. Overtime Duties performed at the express authorization of the Employer in excess of the 40 hours per work week. Personal Time Off Personal Time Off (PTO) is authorized paid absence from duty. Position Employment calling for the performance of specified tasks which constitute the total work assignment of a single employee. Promotion The placement of an employee in a position having a higher pay range and/or more responsibility than the position previously held. 3 City of Arden Hills Personnel Policy Effective February 29,2016 Full-time Employee Means an employee rwho has successfully completed the required training period and is scheduled for thatnumber of hours which make up the regularly scheduled weekly or monthly period of service in the class. Part-time Employee Any employee that works less than 40 hours per week. Seasonal Employee Employees who work only part of the year (100 days or less) to conduct seasonal work. Seasonal employee may be assigned to work a full-time or part-time schedule. Seasonal employees do not earn benefits or credit for seniority. In order to comply with health care reform law while avoiding penalties, part-time employees will be scheduled with business needs and in a manner that ensures positions retain part-time status as intended or, in some rare instances, may be offered health insurance to comply with federal health care reform laws and regulations while avoiding associated penalties. Service Credit The specified period of time required for an employee to be eligible for benefits. Temporary Employee Employees who work in temporary positions. Temporary jobs might have a defined start and end date or may be for the duration of a specific project. Temporary employees may be assigned to work a full-time or part-time schedule. Temporary employees do not earn benefits or credit for seniority. In order to comply with health care reform law while avoiding penalties, part-time employees will be scheduled with business needs and in a manner that ensures positions retain part- time status as intended or, in some rare instances, may be offered health insurance. Termination The separation of an employee from the municipal service as a result of discharge, resignation, 4 City of Arden Hills Personnel Policy Effective February 29,2016 retirement, or death. Training Period A six-month period at the start of employment with the city (or at the beginning of a promotion, reassignment, or transfer) that is designated as a period within which to learn the job. The training period is the last part of the selection process. Transfer The position within the same class as the position previously held. A transfer does not result in a change in pay range. Weapons Weapons are defined to include all legal or illegal firearms, switchblade knives, or any other object that has been modified to serve as a weapon or that has the primary purpose of serving as a weapon. 5 City of Arden Hills Personnel Policy Effective February 29,2016 PURPOSE AND APPLICATION The purpose of this policy is to establish a uniform and equitable system of municipal personnel administration for employees of the City. The provisions of this policy shall apply to employees of the City. Except where specifically authorized, the policies shall not apply to: All elected officials. Temporary employees other than benefit earning employees, and interns. Consultants and other rendering professional services on a fee basis. Volunteer personnel and personnel appointed to serve without pay, including members of boards, commissions and committees. Emergency appointees serving with or without pay. Seasonal employees. Specialized instructors. Referees and coaches. If any specific provisions of the personnel policies conflict with any current union agreement or civil service rules, the union agreement or civil service rules will prevail. Union employees are encouraged to consult their collective bargaining agreement first for information about their employment conditions. Nothing in these policies is intended to modify or supersede any applicable provision of state or federal law. 6 City of Arden Hills Personnel Policy Effective February 29,2016 EQUAL EMPLOYMENT OPPORTUNITY It is the policy and intent of the City of Arden Hills to provide equality of opportunity in employment to all persons. The policy prohibits discrimination because of race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, ancestry, genetic information, veteran status, familial status, membership in a local human rights commission, or status with regard to public assistance or any other characteristic protected by law. The EEO policy applies to all phases of full, part-time, temporary and seasonal employment, unless otherwise stated, but not limited to, recruitment, hiring, rates of pay, or other forms of compensation and selection for training. This policy also applies to the use of all facilities and participation in all City-sponsored employee activities. 7 City of Arden Hills Personnel Policy Effective February 29,2016 EMPLOYEE RECORDS Employee records are maintained in the Director of Administrative Services' Office. Laws regarding data privacy, as adopted in the Data Practices Policy found in the Addendum, are strictly followed. It is important that your permanent personnel records are kept accurate and up-to-date. You must immediately notify the City Clerk or the Director of Administrative Services when there is a change in any of the following: Name (through marriage or otherwise) Address Marital status Beneficiaries for life insurance and retirement Telephone number Person to contact in case of an emergency This data is private and is not revealed without your permission. NEWS RELEASES Formal news releases concerning municipal affairs are the responsibility of the CityP Administrator. All media interviews must be approved by the City Administrator before the interview. All contacts with the media should be reported to the City Administrator as soon as practicable. No City employee is authorized to speak on behalf of the City without prior authorization from the City Administrator or his/her designee. All news releases concerning City personnel will be the responsibility of the City Administrator. For more information, see General Guidelines for all Communications (Official and Person). 8 City of Arden Hills Personnel Policy Effective February 29,2016 PERSONNEL RECORDS AND FORMS In order that proper reports may be made and records maintained concerning the various personnel activities, the Director of Administrative Services shall develop, or cause to have developed and installed, appropriate forms and records for this purpose. The City Clerk or the Director of Administrative Services shall have responsibility for maintaining and coordinating all necessary personnel records.Annually employees will be required to review the Personnel Police and sign an acknowledgement form and update the Employee Information/Emergency Information form. The Director of Administrative Services or his/her designee shall advise all employees on all personnel transactions, records systems and procedures. Any employee or the employee's designated representative, when authorized in writing by the employee, may review such employee's Official Personnel File maintained in the Director of Administrative Services' office upon request to the Director of Administrative Services. Such review may be made during regular office hours consistent with the conditions established by the Director of Administrative Services. BACKGROUND CHECKS All finalists for employment with the City will be subject to a background check to confirm information submitted as part of application materials and to assist in determining the candidate's suitability for the position. Except where already defined by state law, the Director of Administrative Services and/or City Administrator will determine the level of background check to be conducted based on the position being filled. A final applicant for a City position will be subject to a criminal history investigation. Before the investigation is undertaken, the finalist must authorize, in writing, the City to undertake such an investigation on a form approved by the City Attorney, and provided by the City Clerk. 9 City of Arden Hills Personnel Policy Effective February 29,2016 RECRUITMENT AND SELECTION All appointments in the municipal service shall be made according to job-relevant qualifications, merits and fitness as determined by the City Council or City Administrator. Appointments to municipal service shall be made by the Appointing Authority. The basic recruitment and selection policies of the City are to take whatever measures necessary to seek out and to encourage properly qualified individuals to apply for positions at all levels of City service and to provide assurance that the best qualified applicants are taken into municipal service. No person shall in any way be favored or discriminated against because of race, color, creed, age, marital status, sex, political opinion or affiliation, disability, sexual orientation, or welfare assistance status. In making a selection from among candidates to fill vacancies, the City may use written, oral or performance tests, an evaluation of training and experience, or any combination of these. Investigations of background, character, education, experience or physical fitness may also be required. Any applicant or employee giving false or misleading information on an application form, cheating on an examination, or falsifying a statement, certificate or evaluation shall not be considered for employment or shall be subject to immediate dismissal. Fraud or attempts to commit fraud which would preclude the City from impartially executing these provisions shall be cause for the City to refuse to appoint an applicant or to dismiss an employee. No person seeking employment or promotion shall, either directly or indirectly, attempt to influence the City Administrator or City Council in any way with money, services, or other remuneration. It is the City's policy that relatives of persons currently employed by the City may be hired only if they will not be working under or over a relative within a reporting chain and are not likely to be in such a position in the future. Current employees of the City will not be transferred or promoted into such a reporting chain relationship. If the employees become relatives after employment, management will implement any appropriate transfer or separation decision that may be necessary after consulting with the affected employees. For purposes of this Section a relative includes the employee's spouse, legal guardian, as well as children, siblings, parents, in-laws, grandparents, aunt, uncle, niece, and nephew by blood, marriage or adoption. Appointment to a position of municipal service shall not be construed to be a property right of the employee. All employees are appointed by and serve at the sole discretion of the City Council. 10 City of Arden Hills Personnel Policy Effective February 29,2016 11 City of Arden Hills Personnel Policy Effective February 29,2016 12 City of Arden Hills Personnel Policy Effective February 29,2016 EMPLOYMENT GUIDELINES Job Posting The City of Arden Hills will post all job openings internally, and may also be publicized in a local newspaper or through other news media deemed necessary, in order to encourage qualified persons to apply. Qualified applicants will be interviewed by the Director of Administrative Services, appropriate Supervisor, the respective Council Committee, and appointed by the City Council. Such notice shall include the job titles, duties, and the date the position is intended to be filled. Transfers The City Council in their discretion may transfer employees from one department to another or transfer work between departments of the City or to independent contractors. Conduct as a City Employee In accepting City employment, employees become representatives of the City and are responsible for assisting and serving the citizens for whom they work. An employee's primary responsibility is to serve the residents of Arden Hills. Employees should exhibit conduct that is ethical, professional, responsive, and of standards becoming of a City employee. To achieve this goal, employees must adhere to established policies, rules, and procedures and follow the instructions of their supervisors. Staff Guidelines Since all employees share the responsibility for keeping their department operating in an orderly, safe and efficient manner, they are entitled to know the types of conduct, which will contribute to fulfilling their department's functions. At a minimum all employees are required to: BE ON TIME Supervisors depend on each employee for help in maintaining important work schedules. Being at the job location and ready to begin work at the specified time will get things off to the right start. An employee who wishes to flex their hours must submit a form to their supervisor for approval. The form will indicate the regular schedule of the employee as well as the requested flex hours. If approved and signed by the supervisor, the form will be filed in the employee's Personnel File and is updated annually. BE REGULAR Excessive absenteeism or tardiness jeopardizes an employee's job and creates problems for supervisors and fellow workers. An employee is required to furnish satisfactory evidence that their absence is justified if their supervisor requests it. GIVE ADVANCE NOTICE WHEN USING UNSCHEDULED PERSONAL TIME OFF An employee must notify their supervisor as early as possible if using 13 City of Arden Hills Personnel Policy Effective February 29,2016 unscheduled Personal Time Off Except in unusual cases, he/she should talk directly with their supervisor to be sure that their supervisor receives the message. HELP KEEP THE WORK AREA AND EQUIPMENT IN GOOD ORDER It is necessary to maintain sanitary and healthful conditions throughout the buildings and offices. Good housekeeping promotes good workmanship and safety. Equipment must be kept in order, the floor free of litter and the general rules of housekeeping observed. Be neat in your personal appearance. PERFORM THE JOB PROPERLY Supervisors are responsible for directing the work. They will answer any questions or clarify any assigned duties, which an employee does not understand. Every employee should take pride in their work and perform their job carefully and according to instructions. All necessary information should be passed on to relief operators in order that they may continue the operation without interruption or confusion. BE AN EXAMPLE The conduct of each individual shall be beyond criticism as a public employee. Good conduct not only allows the employee to protect himself/herself from censure, but also helps to make the whole organization to be one of pride to the community. BE POLITE No employee should let the weight of their job affect their personality. A cheerful, polite attitude not only makes work easier, but also makes it easier for fellow workers to work with the employee. DRESS CODE Because all City staff interact with the public on a regular basis, it is important for all employees to represent the City by dressing in a professional manner. Each City employee should dress in a department issued uniform or in a `Business Casual" fashion. Personal appearance should be appropriate to the nature of the work and contacts with other people and should present a positive image to the public. Clothing, jewelry or other items that could present a safety hazard are not acceptable in the workplace. The City recognizes special job assignments or special duties of a particular job may require an employee to wear non-business casual clothing. Approval must be received from your supervisor for non-business casual clothing. The City has adopted a casual Friday policy which allows an employee to wear jeans. In the event an employee arrives at work inappropriately dressed or groomed,the employee will be sent home to change into appropriate clothing, and will be expected to use PTO for the lost time during the work day. CONFLICT OF INTEREST. City employees are to remove themselves from situations in which they would have to take action or make a decision where that action or decision could be perceived or actual conflict of interest. If an employee has any question about 14 City of Arden Hills Personnel Policy Effective February 29,2016 whether such a conflict exists he/she should consult with the Director of Administrative Services or the City Administrator. FALSIFICATION OF RECORDS. Any employee who makes false statements or commits, or attempts to commit, fraud in an effort to prevent the impartial application of these policies will be subject to immediate disciplinary action up to and including termination and potential criminal prosecution. PERSONAL PHONE CALLS Personal telephone calls are to be made or received only when truly necessary. They are not to interfere with City work and are to be completed as quickly as possible. Any personal long distance call costs will be paid by the employee. Please refer to the Cell Phone policy for information on use of cellular phones. POLITICAL ACTIVITY. City employees have the right to express their views and to pursue legitimate involvement in the political system. However, no City employee will directly or indirectly, during hours of employment, solicit or receive funds for political purposes. Further, any political activity in the workplace must be pre-approved by the City to avoid any conflict of interest or perception of bias such as using authority or political influence to compel another employee to apply for or become a member of a political organization. KNOW THESE REGULATIONS. Employees are expected and required to know and observe rules and regulations contained in this manual as a condition of original and continued employment. 15 City of Arden Hills Personnel Policy Effective February 29,2016 EMPLOYEE'S RESPONSIBILITIES General Policy For the effective administration and implementation of City policy, and to serve the citizens, each individual employee must cooperate to the fullest with all fellow employees and the public. City employees have a high degree of visibility to the general public and, therefore, must exercise particular care and caution to ensure that all work undertaken is accomplished expediently and with efficiency. To achieve this goal,employees must adhere to established rules and procedures and follow the instructions of their supervisors. Employees Are Required To: 1. Render prompt and courteous service to the public at all times conducting themselves with decorum, patience, and every possible courtesy. 2. Perform their assigned duties to the best of their ability at all times and to continually strive to improve their performance. 3. Read, understand and comply with the rules and regulations as set forth in this Personnel Policy as well as those of their department. 4. Report all unsafe conditions to their immediate supervisor. 16 City of Arden Hills Personnel Policy Effective February 29,2016 PUBLIC EMPLOYEE'S RETIREMENT ASSOCIATION (PERA) The City of Arden Hills is a member of the Public Employee's Retirement Association PERA) to provide benefits for its eligible employees. Participation is mandatory for most employees, and contribution to PERA begin immediately. The City and the employee contribute to PERA each pay period as determined by state law. It is important for retiring employees to contact the PERA office for a suitable annuity plan at least four months prior to retirement. Any person terminating employment with the City is entitled to a refund in the amount deducted from the employee's paycheck. This amount may also be left in the retirement fund, if vested. All terminating employees should check with PERA concerning ttheir PERA contributions. 17 City of Arden Hills Personnel Policy Effective February 29,2016 RIGHT TO KNOW Any employee routinely exposed to hazardous substances or harmful physical agents as defined in the Minnesota Employee Right to Know Act of 1983 (Laws 1983, Ch. 316, Minn. Stat. 182.65-182.675) shall be trained before being assigned or reassigned work exposing the employee to such substances or agents and shall be given training annually thereafter. Training shall include an explanation of how and where information about hazards are stored in the workplace, how the hazards are labeled, and where to obtain specific information. The Director of Administrative Services shall provide for such training and for compliance with the "Minnesota Employee Right to Know Act of 1983", including the establishment of specific policies to insure compliance with the State law and regulations. An employee acting in good faith has the right to refuse to work under conditions which the employee reasonably believes present an imminent danger of death or serious physical harm to the employee. 18 City of Arden Hills Personnel Policy Effective February 29,2016 DRUG-FREE WORKPLACE POLICY PURPOSE AND OBJECTIVES The City of Arden Hills ("City") has a vital interest in maintaining safe, healthful, and efficient working conditions for employees, and recognizes that individuals who are impaired because of drugs and/or alcohol jeopardize the safety and health of other workers as well as themselves. The City of Arden Hills does not intend to intrude into the private lives of its employees,but strongly believes that a drug- and alcohol-free workplace is in the best interest of employees and the public alike. Alcohol and drug abuse can cause unsatisfactory job performance, increased tardiness and absenteeism, increased accidents and workers' compensation claims,higher insurance rates,and an increase in theft of city property. The City of Arden Hill's Drug and Alcohol Testing Non-DOT policy has been established for the purpose of providing a safe workplace for all. City employees and applicants required to hold a commercial driver's license by the United States Department of Transportation ("DOT") for their job will be tested under the City's Policy on Controlled Substance and Alcohol Testing for Commercial Drivers (the "DOT Policy"). All other employees and job applicants offered employment with the city must undergo testing as described by this policy. To ensure the policy is clearly communicated to all employees and applicants to whom offers of employment have been made, and to comply with state law, employees and applicants are required to review this policy and sign the "policy acknowledgement." A job applicant will also acknowledge in this form that he/she understands that passing the drug test is a requirement of the job. DEFINITIONS Alcohol" means the intoxicating agent in beverage alcohol or any low molecular weight alcohols such as ethyl, methyl, or isopropyl alcohol. The term includes but is not limited to beer, wine, spirits, and medications such as cough syrup that contain alcohol. Alcohol use or usage" means the consumption of any beverage, mixture, or preparation, including any medication, containing alcohol. Applicant" means a person applying for a job with the City. City" means the City of Arden Hills City premises" means, but is not limited to, all City job sites and work areas. For the purposes of this policy, city premises also includes any other locations or modes of transportation to and from those locations while in the course and scope of employment of the City. City vehicle" means any vehicle which employees are authorized to use solely for City business when used at any time; or any vehicle owned or leased by the City when used for City business. Collection site" means a place designated by the City where job applicants and employees present themselves for the purpose of providing a specimen of their breath,urine, and/or blood to be analyzed for the presence of controlled substances and alcohol. 19 City of Arden Hills Personnel Policy Effective February 29,2016 Confirmatory test" means a controlled substance or alcohol test on a sample to substantiate the results of a prior controlled substance or alcohol test on the same sample, and that uses a method of analysis allowed under one of the programs listed in Minn. Stat. § 181.953, subd. 1. Drug"has the same meaning as "controlled substance" defined in Minn. Stat. § 152.01, subd. 4. Drug and alcohol testing,""drug or alcohol testing," and"drug or alcohol test"mean analysis of a body component sample according to the standards established under one of the programs listed in Minn. Stat. § 181.953,subd.1,for the purpose of measuring their presence or absence of drugs,alcohol, or their metabolites in the sample tested. Drug paraphernalia" has the meaning set forth in Minn. Stat. § 152.01, subd. 18. Employee" means a person who performs services for compensation for the City and includes independent contractors except where specifically noted in this policy. Initial screening test" means a drug or alcohol test that uses a method of analysis under one of the programs listed in Minn. Stat. § 181.953, subd. 1. Job applicant" means a person who applies to become an employee of the City, and includes a person who has received a job offer made contingent on the person passing drug testing. Positive test result"means a finding of the presence[Note:the City should partner with the testing laboratory before establishing cutoff levels]of alcohol,illegal drugs,or their metabolites that exceeds the cutoff levels established by the City. Minimum threshold detection levels are subject to change as determined in the City's sole discretion. Random selection basis"means a mechanism for selection of employees that(1) results in an equal probability that any employee from a group of employees subject to the selection mechanism will be selected, and(2)does not give an employer discretion to waive the selection of any employee selected under the mechanism. Reasonable suspicion" means a basis for forming a belief based on specific facts and rational inferences drawn from those facts. Safety-sensitive position"means a job,including any supervisory or management position,in which an impairment caused by drug or alcohol usage would threaten the health or safety of any person. Under the influence" means (1) the employee tests positive for alcohol or drugs, or (2) the employee's actions, appearance, speech, and/or bodily odors reasonably cause the City to conclude that the employee is impaired because of illegal drug use or alcohol use. PERSONS SUBJECT TO TESTING & CIRCUMSTANCES UNDER WHICH TESTING MAY BE REQUIRED Under this policy, the City may test any applicant to whom an offer of employment has been made, and may test any employee for alcohol and/or controlled substance under any of the following 20 City of Arden Hills Personnel Policy Effective February 29,2016 circumstances with a properly accredited or licensed testing laboratory,in accordance with Minn. Stat. 181.953, subd. 1: Pre-Employment Testing. Every job applicant offered employment with the city receives the offer conditioned upon successful completion of a drug test, among other conditions. If the job offer is withdrawn based on drug test results, the city will inform the applicant of the reasons for the withdrawal. A failure of the drug test, a refusal to take the test, or failure to meet other conditions of the offer will result in a withdrawal of the offer of employment even if the applicant's provisional employment has begun. A negative or positive dilute test result (following a second collection), which has been confirmed, will also result in immediate withdrawal of an offer of employment to an applicant. City may want to address temporary and seasonal employees as well. Temporary and seasonal employees are not subject to this policy with the exception of those designated by the hiring department as safety-sensitive positions. OR Temporary and seasonal employees are also subject to this policy. May want to address when testing will be conducted for temporary and seasonal rehires perhaps require a new drug test if it's been at least one yearfrom the date of their last drug screen).] Reasonable Suspicion Testing. Consistent with Minn. Stat. § 181.951, subd. 3, employees will be subject to alcohol and controlled substance testing when reasonable suspicion exists to believe that the employee: Is under the influence of alcohol or a controlled substance; or Has violated written work rules prohibiting the use,possession,sale or transfer of drugs or alcohol while working, while on city property, or while operating city vehicles, machinery or any other type of equipment; or Has sustained a personal injury as defined in Minn. Stat. § 176.011, subd. 16 or has caused another employee to sustain an injury or; Has caused a work-related accident or was operating or helping to operate machinery, equipment, or vehicles involved in a work-related accident. Reasonable suspicion may be based upon, but is not limited to, facts regarding appearance, behavior, speech,breath, odor,possession,proximity to or use of alcohol or a controlled substance or containers or paraphernalia, poor safety record, excessive absenteeism, impairment of job performance, or any other circumstances that would cause a reasonable employer to believe that a violation of the city's policies concerning alcohol or drugs may have occurred. These observations will be reflected in writing on a Reasonable Suspicion Record Form. For off-site collection, employees ill be driven to the employer-approved medical facility by their supervisor or a designee. For an on-site collection service, the employee will remain on site and be observed by the supervisor or designee. The medical facility or on-site collection service will take the urine or blood sample, and will fom and the sample to an approved laboratory for testing. Pursuant to the requirements of th Drug-Free Workplace Act of 1988, all City employees, as a condition of continued employment, will agree to abide by the terms of this policy and must notify Director of Administrative Services r the Director's designee of any criminal drug statute conviction for a violation occurring in the work lace not later than five days after such conviction. If required by law or government contract, the Ci y will notify the appropriate federal agency of such conviction within 10 days of receiving notice from the employee. 21 City of Arden Hills Personnel Policy Effective February 29,2016 Treatment Program Testing. In accordance with Minn. Stat. § 181.951, subd. 6., the City may request or require an employee to undergo drug and alcohol testing if the employee has been referred by the City for chemical dependency treatment or evaluation, or is participating in a chemical dependency treatment program under an employee benefit plan. In such a case,the employee may be requested or required to undergo drug or alcohol testing without prior notice during the evaluation or treatment period and for a period of up to two years following completion of any prescribed chemical dependency treatment program.] Routine Physical Examination Testing. The City may request or require an employee to undergo drug testing as part of a routine physical examination. The City, in accordance with Minn. Stat. § 181.951, subd. 3, will request or require this type of testing no more than once annually,and the employee will be provided with at least two weeks' written notice that the test will be required as part of the physical examination.] Random Testing. In accordance with Minn. Stat. § 181.951, subd. 4, the City may require an employee to submit to random testing if the employee is in a safety-sensitive position.] Right of Refusal. Employees and job applicants have the right to refuse to submit to an alcohol or drug test under this policy. However, such a refusal will subject an employee to immediate termination. If an applicant refuses to submit to applicant testing, any conditional offer of employment will be withdrawn. Any intentional act or omission by the employee or applicant that prevents the completion of the testing process constitutes a refusal to test. An applicant or employee who substitutes, or attempts to substitute, or alters, or attempts to alter a testing sample is considered to have refused to take a drug and/or alcohol test. In such a case, theemployeeissubjecttoimmediateterminationofemployment, and in the case of an applicant, the job offer will be immediately withdrawn. Refusal on Religious Grounds An employee or job applicant who, on religious grounds,refuses to undergo drug or alcohol testing of a blood sample will not be considered to have refused testing, unless the employee or job applicant also refuses to undergo drug or alcohol testing of a urine sample. Cost of Required Testing. The City will pay for the cost of all drug and alcohol testing requested or required of all job applicants and employees, with the exception of confirmatory retests. Job applicants and employees are responsible for paying for all costs associated with any requested confirmatory retests. PROHIBITION AGAINST CONTROLLED SUBSTANCE AND ALCOHOL Use and Possession of Alcohol or Dru0s). Employees are prohibited from the use,possession,transfer,transportation, manufacture,distribution, sale,purchase, solicitation to sell or purchase, or dispensation of alcohol, drugs, or drug paraphernalia while on duty; is on City premises; while operating any City vehicle, machinery, or equipment; or 22 City of Arden Hills Personnel Policy Effective February 29,2016 when performing any city business,except(1)pursuant to a valid medical prescription used as properly instructed; (2) the use of over-the-counter controlled substance used as intended by the manufacturer; or(3) when necessary for approved law enforcement activity. Besides having a zero-tolerance policy for the use or possession of alcohol, illegal drugs, or misused prescription drugs on the worksite,we also prohibit the use,possession of,impairment by any cannabis or medical cannabis products (e.g., hash oils or pills) on the worksite by a person working as an employee at the City or while "on call" and subject to return to work. Having a medical marijuana card, patient registry number, and/or cannabis prescription from a physician does not allow anyone to use, possess, or be impaired by that drug here. The federal government still classifies cannabis as an illegal drug, even though some states have decriminalized its possession and use. There is no acceptable concentration of marijuana metabolites in the blood or urine of an employee who operates our equipment or vehicles or who is on one of our worksites. Applicants and employees are still subject to being tested under our drug and alcohol testing policy. And employees are subject to being disciplined, suspended, or terminated after testing positive for cannabis if the employee used, possessed, or was impaired by cannabis, including medical cannabis, while on the premises of the place of employment or during the hours of employment. While Impaired of Alcohol or Drums Employees are prohibited from being under the influence of alcohol or drugs or having a detectable amount of an illegal drug in the blood or urine [Note: the City should partner with its testing laboratory before establishing percentage levels] when reporting for work; while on duty; is on the City's premises; while operating any city vehicle, machinery, or equipment; or when performing any City business, except (1) pursuant to a valid medical prescription used as properly instructed; or (2) the use of over-the-counter controlled substance used as intended by the manufacturer. Driving While Impaired. A conviction of driving while impaired in a City-owned vehicle at any time during business or non- business hours, or in an employee-owned vehicle while conducting city business, may result in discipline, up to and including discharge. Criminal Controlled Substance Convictions. Any employee convicted of any criminal drug statute must notify his or her supervisor and the Director of Administrative Services in writing of such conviction no later than five days after such conviction. Within 30 days after receiving notice from an employee of a controlled substance-related conviction, the City will take appropriate personnel action against the employee up to and including discharge, or require the employee to satisfactorily participate in a controlled substance abuse assistance or rehabilitation program as an alternative to termination. In the event notice is not provided to the supervisor and the employee is deemed to be incapable of working safely, the employee will not be permitted to work and will be subject to disciplinary action, including dismissal from employment. In accordance with the Federal Drug-Free Workplace Act of 1988, if the City is receiving federal grants or contracts of over $25,000, the City will notify the appropriate federal agency of such conviction within 10 days of receiving notice from the employee if required by federal law. Failure to Disclose Lawful Controlled Substance. Employees taking a lawful controlled substance, including prescription and over-the-counter controlled substances, which may impair their ability to perform their job responsibilities or pose a safety risk to themselves or others, must advise their supervisor of this before beginning work. It is 23 City of Arden Hills Personnel Policy Effective February 29,2016 the employee's responsibility to seek out written information from his/her physician or pharmacist regarding medication and any job performance impairment and relay that information to his/her supervisor. In the event of such a disclosure, the employee will not be authorized to perform safety- sensitive functions. REVIEW AND NOTIFICATION OF TEST RESULTS Notification of Negative Test Results. In the case of job applicants and in accord nce with Minn. Stat. § 181.953, The Director of Administrative Services will notify a job applic nt of a negative drug result within three days of receipt of result by the City, and the hiring process will resume. In accordance with Minn. Stat. § 181.953, subd. 3, a laboratory must report results to the city within three working days of the confirmatory test result. A "Negative Test Results Notification' form will be sent to the job applicant, and the job applicant may request a copy of the test result r port from the Director of Administrative Services. In the case of current employees and in accordance with Minn. Stat. § 181.953, the Director of Administrative Services will notify the employe of a negative drug and/or alcohol result within three days of receipt of result by the city. A "Negative Test Results Notification" form will be sent to the employee,and he or she may request a copy oft e test result report from the Director of Administrative Services. Notification of Positive Test Results. In the event of a confirmed positive blood or u ine alcohol and/or drug test result, the city will notify the employee of a negative drug and/or alcohol result within three days of receipt of the result. the Director of Administrative Services will send to the employee or job applicant a"Positive Test Results Notification" letter containing further instructions. The employee or job applicant may contact the Director of Administrative Services to request z copy of the test result report if desired. In accordance with Minn. Stat. § 181.953, subd. 3, a laboratoi y must report results to the City within three working days of the confirmatory test result. Right to Provide Information After Receiving Test Results. Within three working days after notice of a positive controlled substance or alcohol test result on a confirmatory test, the employee or job applicant may submit information to the City to explain the positive result. In accordance with Minn. Stat. § 181.953 subd. 10, if an employee submits information either before a test or within three working days after a positive test result that explains the positive test result, (such as medications the employee is taking), the City will not take an adverse employment action based on that information unless the employee has already been under an affirmative duty to provide the informal ion before, upon, or after hire. Right to Confirmatory Retest. A job applicant or employee may request a confirmatory retest of the original sample at the job a plicant's or employee's own expense after notice of a positive test result on a confirmatory test. Within five working days after notice of the confirmatory test result, the job applicant or employee must notify the City in writing of the job applicant's or employee's intention to obtain a confirmatory retest. Within three working days after receipt of the notice, the Cit will notify the original testing laboratory that the job applicant or employee has requested the laboratory to conduct the confirmatory retest or 24 City of Arden Hills Personnel Policy Effective February 29,2016 transfer the sample to another qualified laboratory licensed to conduct the confirmatory retest. The original testing laboratory will ensure the control and custody procedures are followed during transfer of the sample to the other laboratory. In accordance with Minn. Stat. § 181.953, subd. 3, the laboratory is required to maintain all samples testing positive for a period of six months. The confirmatory retest will use the same controlled substance and/or alcohol threshold detection levels as used in the original confirmatory test. In the case of job applicants, if the confirmatory retest does not confirm the original positive test result, the City's job offer will be reinstated and the City will reimburse the job applicant for the actual cost of the confirmatory retest. In the case of employees, if the confirmatory retest does not confirm the original positive test result, no adverse personnel action based on the original confirmatory test will be taken against the employee, the employee will be reinstated with any lost wages or salary for time lost pending the outcome of the confirmatory retest result, and the City will reimburse the employee for the actual cost of the confirmatory retest. Access to Reports. In accordance with Minn. Stat. § 181.953, subd. 10, an employee will have access to information contained in his or her personnel file relating to positive test results and to the testing process, including all information gathered as part of that process. Dilute Specimens. A negative or positive dilute test result(following a second collection) which has been confirmed will subject an employee to immediate termination. CONSEQUENCES FOR EMPLOYEES ENGAGING IN PROHIBITED CONDUCT Job Applicants. The City's conditional offer of employment will be withdrawn from any job applicant who refuses to be tested or tests positive for illegal drugs as verified by a confirmatory test. Employees. No Adverse Action Without Confirmatory Test. The City will not discharge, discipline, discriminate against, or request or require rehabilitation of an employee based on a positive test result from an initial screening test that has not been verified by a confirmatory test. Suspension Pending Test Result. The City may temporarily suspend a tested employee with or without pay, or transfer that employee to another position at the same rate of pay pending the outcome of the requested confirmatory retest, provided the City believes that it is reasonably necessary to protect the health or safety of the employee, co-employees, or the public. The employee will be asked to return home, and will be provided appropriate arrangements for return transportation to his or her residence. In accordance with Minn. Stat. 181.953, subd. 10, an employee who has been suspended without pay will be reinstated with back pay if the outcome of the requested confirmatory retest is negative. Discipline and Discharge. Confirmatory Positive Test Result. The City will not discharge an employee for a first confirmatory positive test unless the following conditions have been met: 25 City of Arden Hills Personnel Policy Effective February 29,2016 1) The City has first given the employee an opportunity to participate in either a drug or alcohol counseling or rehabilitation program, whichever is more appropriate, as determined by the City after consultation with a certified chemical use counselor or physician trained in the diagnosis and treatment of chemical dependency. Participation by the employee in any recommended substance abuse treatment program will be at the employee's own expense or pursuant to the coverage under an employee benefit plan.The certified chemical use counselor or physician trained in the diagnoses and treatment of chemical dependency will determine if the employee has followed the rehabilitation program as prescribed; and 2)The employee has either refused to participate in the counseling or rehabilitation program or has failed to successfully complete the program, as evidenced by withdrawal from the program before its completion or by a refusal to test or positive test result on a confirmatory test after completion of the program. Other Misconduct. Nothing in this policy limits the right of the City to discipline or dismiss an employee on grounds other than a positive confirmatory test result, including conviction of any criminal drug statute for a violation occurring in the workplace or violation of other city personnel policies. Emergency Call Back to Work Provisions. If an employee is called out for a City emergency and he or she reports to work and is suspected of being under the influence of drugs or alcohol, he or she will not be subject to the testing procedures of this policy, but may be subject to discipline and will not be allowed to work. Appropriate arrangements for return transportation to the employee's residence will be made. It is the sole responsibility of the employee who is under the influence of alcohol and/or drugs and who is called out for a City emergency, to notify his or her supervisor of this information and advise if he or she is unable to respond to the emergency call back. NON-DISCRIMINATION The City of Arden Hills' policy on work-related substance abuse is non-discriminatory in intent and application; however, in accordance with Minn. Stat., ch. 363, disability does not include conditions resulting from alcohol or other drug abuse which prevents an employee from performing the essential functions of the job in question or constitutes a direct threat to property of the safety of individuals. Furthermore, the City will not retaliate against any employee for asserting his or her rights under this policy. CITY'S EMPLOYEE ASSISTANCE PROGRAM The City has in place a formal employee assistance program(EAP) to assist employees in addressing serious personal or work-related problems at any time. The City's EAP provides confidential, cost- free, short-term counseling to employees and their families. Employees who may have an alcohol or other drug abuse problem are encouraged to seek assistance before a problem affects their employment status. Employee assistance program services are available by contacting 26 City of Arden Hills Personnel Policy Effective February 29,2016 POLICY CONTACT FOR ADDITIONAL INFORMATION If you have any questions about this policy or the City's drug and alcohol testing procedures,you may contact your immediate supervisor, the Director of Administrative Services or the City Administrator to obtain additional information. By this policy, the City of Arden Hills has established a drug-free awareness program to inform employees about the dangers of drug abuse in the workplace and its policy of maintaining a drug-free workplace. Each City employee will receive a copy of this policy and will be required to read it. 27 City of Arden Hills Personnel Policy Effective February 29,2016 CITY PROPERTY The City will furnish all applicable tools, equipment, vehicles and similar instruments of production necessary for an employee to perform their job. Such items are the responsibility of the employee to maintain. No City equipment of any kind is to be used or operated by anyone other than a City employee. The willful damage, destruction, or the unauthorized removal of city-owned property shall be grounds for immediate dismissal. Any employee who has authorized possession of keys, tools, cell phones, pagers, or other city-owned equipment must register his/her name and the serial number (if applicable) or identifying information about the equipment with his/her supervisor. All such equipment must be turned in and accounted for by any employee leaving employment with the city in order to resign in good standing. Employees are responsible for the safekeeping and care of all such equipment. The duplication of keys owned by the city is prohibited unless authorized by the City Administrator. Any employee found having an unauthorized duplicate key will be subject to disciplinary action. CITY VEHICLES AND EQUIPMENT City vehicles and equipment shall be used only in conjunction with performance of City operations and duties. City vehicles shall not be used for transportation from a specific job site or location for the purpose of taking a rest period or lunch period, unless authorized by the supervisor. Persons operating City vehicles are prohibited from providing rides to non-authorized passengers. Employees are prohibited from using City vehicles or other City equipment for personal purposes without prior approval from the City Administrator. CITY DRIVING POLICY This policy applies to all employees who drive a vehicle on City business at least once per month whether driving a City-owned vehicle or their own personal vehicle. The City expects all employees who are required to drive as part of their job to drive safely and legally when on City business and to maintain a good driving record. The City will examine driving records once per year for all employees who are covered by this policy to determine compliance with this policy. Employees who lose their driver's license or receive restrictions on their license are required to notify their immediate supervisor on the first day of work after any temporary, pending or permanent action is taken on their license and to keep their supervisor informed of any changes thereafter. The City will determine appropriate action on a case-by-case basis, up to and including 28 City of Arden Hills Personnel Policy Effective February 29,2016 termination. BUILDING SECURITY Security of City offices and buildings is of such extreme importance that special efforts must be made to protect this property from unauthorized use or theft. City employees are responsible to secure and safeguard City property under their control. When leaving the building at the end of the day, employees must be sure that doors are locked and the alarm system is activated. 29 City of Arden Hills Personnel Policy Effective February 29,2016 OUTSIDE EMPLOYMENT The potential for conflict of interest is lessened when individuals employed by the City regard the City as their primary employment responsibility. All outside employment is to be reported to the employee's immediate supervisor. If a potential conflict exists based on this policy or any other consideration, the supervisor will consult with the City Administrator. Any City employee accepting employment in an outside position that is determined by the City Administrator to be in conflict with the employee's City job will be required to resign from the outside employment or may be subject to discipline up to and including termination. For the purpose of this policy, outside employment refers to any non-City employment or consulting work for which an employee receives compensation, except for compensation received in conjunction with military service or holding a political office or an appointment to a government board or commission that is compatible with City employment. The following is to be considered when determining if outside employment is acceptable: Outside employment must not interfere with a full-time employee's availability during the City's regular hours of operation or with a part-time employee's regular work schedule. Outside employment must not interfere with the employee's ability to fulfill the essential requirements of his/her position. Outside employment must not use City equipment, resources or staff in the course of the outside employment. The employee must not violate any City personnel policies as a result of outside employment. The employee must not receive compensation from another individual or employer for services performed during hours for which he/she is also being compensated by the City. Work performed for others while on approved PTO or compensatory time is not a violation unless that work creates the appearance of a conflict of interest. Departments may establish more specific policies as appropriate, subject to the approval of the City Administrator. City employees are not permitted to accept outside employment that creates the appearance of or the potential for a conflict with the development, administration or implementation of policies, programs, services or any other operational aspect of the City. SMOKING The City observes and supports the Minnesota Clean Indoor Air Act. All City buildings, facilities, property and vehicles, in their entirety, shall be designated as tobacco free, meaning that smoking in any form (through the use of tobacco products such as pipes, 30 City of Arden Hills Personnel Policy Effective February 29,2016 cigars, and cigarettes) or "vaping" with e-cigarettes is prohibited while in a City facility, building, vehicle or on City property. Smoking of any kind, including pipes, cigars, and cigarettes, vaping with e-cigarettes, and the use of chewing tobacco is prohibited for employees while on duty. Employees 18 and over are allowed to smoke only during their breaks and lunch and only in areas designated for that purpose. PERSONAL COMMUNICATIONS AND USE OF SOCIAL MEDIA It is important for City employees to remember that the personal communications of employees may reflect on the City, especially if employees are commenting on City business. The following guidelines apply to personal communications, including various forms such as social media (Facebook, Twitter, blogs,YouTube, etc.), letters to the editor of newspapers, and personal endorsements: Remember that what you write or post is public, and will be so for a long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information or photos that you would not want your boss or other employees to read, or that you would be embarrassed to see in the newspaper. Keep in mind harassment,bullying, threats of violence, discrimination, or retaliation that would not be permissible in the workplace is not permissible between co-workers online, even if it is done after hours, from home and on home computers. The City of Arden Hills expects its employees to be fair, courteous, and respectful to supervisors, co-workers, citizens, customers, and other persons associated with the city. Avoid using statements, photographs, video or audio that may reasonably be viewed as malicious, obscene, threatening or intimidating, disparaging, or might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone's reputation or posts that could contribute to a hostile work environment on the basis of sex, race, national origin, age, color, creed, religion, disability, marital status, familial status, veteran status, sexual orientation, status with regard to public assistance or membership or activity in a local commission. If you publish something related to City business, identify yourself and use a disclaimer such as, "I am an employee of the City of Arden Hills. However, these are my own opinions and do not represent those of the City of Arden Hills." City resources, working time, or official City positions cannot be used for personal profit or business interests, or to participate in personal political activity. Some examples: a building inspector could not use the City's logo, email, or working time to promote his/her side business as a plumber; a parks employee should not access a park after hours even though he or she may have a key; a clerk, while working at City Hall, should not campaign for a friend who is running for City Council. 31 City of Arden Hills Personnel Policy Effective February 29,2016 Personal social media account name or email names should not be tied to the City e.g., City nameCop). 32 City of Arden Hills Personnel Policy Effective February 29,2016 COMPENSATION Form of Payment As provided for in Minnesota law, all employees are required to participate in direct deposit. Employees are responsible for notifying the Director of Administrative Services or City Clerk of any change in status including changes in address, phone number, names of beneficiaries, marital status, etc. Paystubs will not be given to anyone other than the person for whom they were prepared, unless the person has a note signed by the employee authorizing the City to give the other person the check. Paystubs will be given to the spouse, or another appropriate immediate family member, in the case of a deceased employee. Setting of Salaries Salaries for all City employees are set by City Council, based on the recommendation of the City Administrator and/or the Director of Administrative Services. Under the Minnesota Wage Disclosure Protection Law, employees have the right to tell any person the amount of their own wages. While the Minnesota Government Data Practices Act (Minn. Statute 13.43). specifically lists an employee's actual gross salary and salary range as public personnel data, Minnesota law also requires wage disclosure protection rights and remedies to be included in employer personnel handbooks. To that end, and in accordance with Minn. Statute 181.172, the City shall not: Require nondisclosure by an employee of his or her wages as a condition of employment. Require an employee to sign a waiver or other document which purports to deny an employee the right to disclose the employee's wages. Take any adverse employment action against an employee for disclosing the employee's own wages or discussing another employee's wages which have been disclosed voluntarily. Retaliate against an employee for asserting rights or remedies under Minn. Statute 181.172, subd. 3. The City shall not retaliate against an employee for disclosing his/her own wages. An employee's remedies under the Wage Disclosure Protection Law are to bring a civil action against the city and/or file a complaint with the Minnesota Department of Labor and Industry at (651) 284-5070 or (800) 342-5354. Pay Date It is the policy of the City of Arden Hills to compensate employees for service on a bi- weekly basis. Pay period shall extend for a 14-day work period beginning on Saturday and ending on Friday. Direct deposit shall be issued no later than the following Friday. 33 City of Arden Hills Personnel Policy Effective February 29,2016 Employees shall not receive payment before the scheduled pay date without the prior consent of the City Administrator. When a pay date falls on an official holiday, employees will receive their direct deposit on the last working day before the holiday. Time Reporting Full-time, non-exempt employees are expected to work the number of hours per week as established for their position. In most cases, this will be 40 hours per workweek. They will be paid according to the time reported on their time sheets. To comply with the provisions of the federal and state Fair Labor Standards Acts, hours worked and any leave time used by non-exempt employees are to be recorded daily and submitted to payroll on a bi-weekly basis. Each time reporting form must include the signature of the employee and immediate supervisor. Reporting false information on a time sheet may be cause for immediate termination. Overtime/Compensatory Time The City has established this overtime policy to comply with applicable state and federal laws governing accrual and use of overtime. The Director of Administrative Services will determine whether each employee is designated as "exempt" or "non-exempt" from earning overtime. In general, employees in executive, administrative, and professional job classes are exempt; all other are non-exempt. Non-Exempt (Overtime-Eligible) Employees All overtime-eligible employees will be compensated at the rate of time-and-one-half for all hours worked over 40 in one workweek. Vacation, sick leave, and paid holidays do not count toward "hours worked." Compensation will take the form of either time-and-one- half pay or compensatory time. Compensatory time is paid time off at the rate of one- and-one-half hours off for each hour of overtime worked. For most employees the workweek begins at midnight on Sunday and runs until the following Saturday night at 11:59 p.m. Supervisors may establish a different workweek based on the needs of the department, subject to the approval of the City Administrator. The employee's supervisor must approve overtime hours in advance. An employee who works overtime without prior approval may be subject to disciplinary action. Overtime earned will be paid at the rate of time-and-one-half on the next regularly scheduled payroll date, unless the employee indicates on his/her timesheet that the overtime earned is to be recorded as compensatory time in lieu of payment. The maximum compensatory time accumulation for any employee is 40 hours per year. Once an employee has earned 40 hours of compensatory time in a calendar year, no further compensatory time may accrue in that calendar year. All further overtime will be 34 City of Arden Hills Personnel Policy Effective February 29,2016 paid. Employees may request and use compensatory time off in the same manner as other leave requests. All compensatory time will be marked as such on official time sheets, both when it is earned and when it is used. The Finance Department will maintain compensatory time records. All compensatory time accrued will be paid when the employee leaves City employment at the hourly pay rate the employee is earning at that time. Exempt (Non-Overtime-Eligible) Employees Exempt employees are expected to work the hours necessary to meet the performance expectations outlined by their supervisors. Generally, to meet these expectations, and for reasons of public accountancy, an exempt employee will need to work 40 or more hours per week. Exempt employees do not receive extra pay for the hours worked over 40 in one workweek. Exempt employees are paid on a salary basis. This means they receive a predetermined amount of pay each pay period and are not paid by the hour. Their pay does not vary based on the quality or quantity of work performed, and they receive their full weekly salary for any week in which any work is performed. The City will only make deductions from the weekly salary of an exempt employee in the following situations: The employee is in a position that does not earn Personal Time Off(PTO) and is absent for a day or more for personal reasons other than sickness or accident. The employee is in a position that earns PTO, receives a short-term disability benefit or workers' compensation wage loss benefits, and is absent for a full day due to sickness or disability, but he/she is either not yet qualified to use the paid leave or he/she has exhausted all of his/her paid leave. The employee is absent for a full workweek and, for whatever reason, the absence is not charged to paid leave (for example, a situation where the employee has exhausted all of his/her paid leave or a situation where the employee does not earn paid leave). The very first workweek or the very last workweek of employment with the City in which the employee does not work a full week. In this case, the City will prorate the employee's salary based on the time actually worked. The employee is in a position that earns paid leave and is absent for a partial day due to personal reasons, illness, or injury, but: Paid leave has not been requested or has been denied. Paid leave is exhausted. The employee has specifically requested unpaid leave. 35 City of Arden Hills Personnel Policy Effective February 29,2016 The employee is suspended without pay for a full day or more for disciplinary reasons for violations of any written policy that is applied to all employees. The employee takes unpaid leave under the FMLA. The City may for budgetary reasons implement a voluntary or involuntary unpaid leave program and, under this program, make deductions from the weekly salary of an exempt employee. In this case, the employee will be treated as non-exempt for any workweek in which the budget-related deductions are made. The City will not make deductions from pay due to exempt employees being absent for jury duty or attendance as a witness but will require the employee to pay back to the City any amounts received by the employee as jury fees or witness fees. If the City inadvertently makes an improper deduction to the weekly salary of an exempt employee, the City will reimburse the employee and make appropriate changes to comply in the future. All employees, in all departments, are required to work overtime as requested by their supervisors as a condition of continued employment. Refusal to work overtime may result in disciplinary action. Supervisors will make reasonable efforts to balance the personal needs of their employees when assigning overtime work. Leave Policy for Exempt Employees Exempt employees are required to work the number of hours necessary to fulfill their responsibilities including evening meetings and/or on-call hours. The normal hours of business for exempt staff are Monday through Friday, 8 a.m. to 4:30 p.m., plus evening meetings as necessary. (Unless summer hours are in effect, then the hours are Monday— Thursday from 7:30 a.m. to 5:00 p.m. and Friday 7:30 a.m. to 11:30 a.m.) Because of the nature of the duties performed by these employees, it is impracticticable to apply provisions which prescribe normal work hours. However, it is normally expected that eighty (80) hours of work shall constitute a normal payroll period. It is recognized that these employees are responsible for managing and accounting for their own hours of work and that they may work hours in excess of the normal work day and/or payroll period and may make adjustments in hours of work in subsequent work days and/or payroll periods, provided such time management system does not result in overtime payment or guarantee hour-for-hour time off for extra hours worked (Flex time). These employee should maintain their schedules on their Outlook calendar. Exempt employees must communicate their absence to their supervisor or in their absence the City Administrator or his/her designee. If one of the above employees is regularly absent from work under this policy and it is 36 City of Arden Hills Personnel Policy Effective February 29,2016 found that there is excessive time away from work, the situation will be handled as a performance issue. Additional notification and approval requirements may be adopted by the City Administrator or his/her designee for specific situations as determined necessary. BENEFITS Insurance All full time and benefit earning employees shall be required to participate in the Employer's group health, dental, life, and other applicable insurance programs. The Employer shall contribute a monthly sum established annually by the Council. Detailed analysis of the current insurance program shall be included in the annual benefit summary. POST EMPLOYMENT HEALTH CARE SAVINGS PLAN All full-time and benefit earning employees are eligible to participate in the Minnesota Post Employment Health Savings Plan (HCSP) established under Minnesota Statutes, section 352.98 (Minn. Supp. 2001) and as outlined in Minnesota State Retirement System's Trust and Plan Documents. All funds collected by the City on behalf of the employee will be deposited into the employee's Post Employment Health Care Savings Plan Account through Minnesota State Retirement System. The City has agreed to contribute payroll deductions to the Post Employment Health Care Savings Plan (HCSP) with Minnesota State Retirement Systems as described below: A. All upper management employees (Director Level and above) shall contribute an ongoing percent of pay of 2% to HCSP. B.All City employees who are eligible for the unused sick leave severance payout Bank), will contribute to the Post Employment Health Care Savings Plan as described below: All employees who have an eligible sick leave (Bank) balance upon separation shall have 100% of those funds converted into cash, and the dollars shall be deposited into their Post-Employment Health Care Savings Account (HCSP) on their final check. 37 City of Arden Hills Personnel Policy Effective February 29,2016 C.All City employees who are eligible for the unused Personal Time Off(PTO), Flex Time, or Compensatory Time severance payout, outlined in the Personal Time Off, Exempt Employee Guidelines, and Compensation sections of this policy,will contribute to the Post Employment Health Care Savings Plan as described below: All employees who have an eligible Personal Time OFF (PTO) leave balance upon leaving the City shall have 100% of those hours converted into cash and deposited into their Post-Employment Health Savings Account (HCSP) on their final check. All employees who have an eligible Flex Time or Comp Time leave balance upon leaving the City shall have 100% of those hours converted into cash and deposited into their Post-Employment Health Savings Account (HCSP) on their final check. D. In the event of the employees death, any payments owed to this employee by the City, may not be contributed into the Post-Employment Health Care Savings Account (HCSP). Upon death of the employee, all payments owed to this employee will be paid to the employees beneficiaries. 38 City of Arden Hills Personnel Policy Effective February 29,2016 HOURS OF WORK Work Schedules Because of the necessity of providing municipal services twenty-four hours per day, seven days per week, employees are required to work a regular schedule of hours as established by the City. A regular schedule of hours should not be construed as excluding shift rotations and emergency work schedules based on public necessity as determined by the City. Those employees with approved Flex hour schedules shall have the proper documentation in their Personnel File and maintain those hours. Part-time, seasonal, and temporary positions: In order to comply with law while avoiding penalties, part-time employees will be scheduled with business needs and in a manner that ensures positions retain part-time status as intended. Effective 2016, employees in part-time and temporary positions will not be permitted to work more than 28 hours/week,including hours worked and paid leave (such as annual leave or holiday leave). All shifts, including schedule trades or picked-up shifts, must be pre-approved by supervisor. Unpaid furloughs may be imposed on employees who exceed 28 hours/week. Working a shift without prior approval may result in discipline,up to and including termination of employment. In some rare instances, a part-time, seasonal, or temporary employee may be offered health insurance in order to comply with federal health care reform laws and regulations. Work Assignments The department managers and the City Administrator will arrange work assignments for the best operation of the department for all employees in all departments. All meal breaks are unpaid. Breaks A fifteen (15) minute rest period/break will be allowed within each four (4) consecutive hours of work during an employee's shift. Departments are responsible for scheduling rest periods/breaks that do not interfere with work requirements. A thirty (30) minute unpaid lunch break will be provided during a shift, and will normally occur midway in a shift. Employees are expected to use these breaks as intended and will not be permitted to adjust work start/end time by saving these breaks. Employees working in City buildings will normally take their breaks at the place provided for that purpose in each building. Employees working out-of-doors will normally take their break at the location of their work. Employees whose duties involve traveling throughout the City may stop along the assigned route at a restaurant or other public accommodation for their fifteen (15) minute break. Exceptions must be approved by the supervisor or department director. 39 City of Arden Hills Personnel Policy Effective February 29,2016 Departments with unique job or coverage requirements may have additional rules, issued by the supervisor and subject to approval of the City Administrator, on the use of meal breaks and rest periods. Employees will not work through a lunch break without prior approval from the City Administrator, Director of Administrative Services, or supervisor. Up to a one (1) hour unpaid lunch period may be provided in each eight (8) hour workday with the approval of the employee's supervisor if breaks are combined with the thirty (30) minute lunch. Exempt employees shall receive lunch periods at times determined by the needs of their work. Any employee who performs a regular eight (8) hour shift between the hours of 9:00 p.m. and 9:00 a.m., or any employee who works more than five (5) consecutive hours of overtime, shall be given a thirty (30) minute lunch break with pay. Summer Hours The City Council may annually approve summer hours of operation, which will typically begin on the Tuesday after Memorial Day each year and end on the Friday before Labor Day of each year. HOLIDAYS All full-time employees are eligible for the following holidays: New Year's Day January 1st Martin Luther King,Jr. Day Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Veterans Day November 11 th Thanksgiving Fourth Thursday in November Day after Thanksgiving Fourth Friday in November Christmas Eve Morning December 24th (this turns into a floater in years that Christmas Eve lands on a Saturday or a Sunday) Christmas December 25" New Year's Eve Morning December 31"" (this turns into a floater in years that New Year's Eve lands on a Saturday or a Sunday) 1 Floating Holiday Determined by the employee with supervisor approval 40 City of Arden Hills Personnel Policy Effective February 29,2016 Official holidays commence at the beginning of the first shift of the day on which the holiday is observed and continue for twenty-four (24) hours thereafter. Whenever a holiday falls on a Sunday,the following Monday will be considered the holiday. Whenever a holiday falls on a Saturday, the preceding Friday will be considered the holiday. Employees will receive full pay at their normal straight time rates for eight (8) hours for each holiday listed provided the employee is on compensated payroll status the last assigned work day preceding the holiday, and the first assigned work day following the holiday. Any employee on a leave of absence without pay from the City is not eligible for holiday pay. Employees required to work on a designated holiday shall be compensated two (2) times their base hourly pay rate for each hour worked. Full-time or part-time employees who work an average of 20 hours a week or more will be eligible for pro-rated holiday pay. This pay will be based on their average daily hours worked. 41 City of Arden Hills Personnel Policy Effective February 29,2016 PERSONAL TIME OFF All employees hired before June 29, 2002, will convert their current sick leave accrued hours to Personal Time Off (PTO). The conversion will be calculated by adding current accrued sick leave and current accrued vacation and subtracting two hundred forty hours 240) as PTO. The remainder of the sick leave will be added to the "Bank". "Bank" is defined as accrued hours which may be used only when the employee qualifies under Short- Term Disability, Long-Term Disability or when accrued PTO is exhausted. Full-time employees who have completed ten (10) or more years of continuous service with the City and who leave in good standing will receive 33-1/3% of unused, accumulated sick leave or Bank Hours" upon their separation. Full-time employees who have completed twenty 20) or more years of continuous service with the City and who leave in good standing will receive 50% of unused, accumulated sick leave or "Bank Hours" upon their separation. To qualify for this benefit an employee must have an established sick leave bank resulting from the conversion of the PTO program. Any benefit paid shall be paid into the employee's Post-Employment Health Care Savings Plan. Personal Time Off(PTO) is authorized absence from duty. It can be used for any reason, subject to existing request and approval procedures. As with all paid time off programs, the City needs to ensure that service to the public and work requirements are not adversely impacted. Qualified full-time employees and part-time employees are eligible for Personal Time Off PTO). Employees may not use Personal Time Off until successful completion of their training period, although Personal Time Off accumulates during this time. Personal Time Off for benefit employees shall be pro-rated. The following chart provides information regarding Personal Time Off. Years of service are calculated from the anniversary date of employment. PERSONAL TIME OFF SCHEDULE (Hired Previous to June 29, 2015) Completed Years of Service Personal Time 0-5 7 hours bi-weekly 6-10 9 hours bi-weekly after 10 10 hours bi-weekly PERSONAL TIME OFF SCHEDULE (Hired June 29, 2015, or after) Completed Years of Service Personal Time 0-3 6 hours bi-weekly 4-9 7 hours bi-weekly 10-14 7.5 hours bi-weekly 42 City of Arden Hills Personnel Policy Effective February 29,2016 15-19 8.5 hours bi-weekly 20 or more 9 hours bi-weekly Benefit year for Personal Time Off is March 1St through February 28th. A maximum of 240 hours of Personal Time Off may be carried over from benefit year to benefit year. Carry- over beyond 240 hours of Personal Time Off will only be made under special circumstances with approval from the City Administrator. All employees must receive permission from the department supervisor or City Administrator at least ten (10) working days prior to taking Personal Time Off when Personal Time Off is to extend for a period of more than three (3) consecutive days. If three (3) consecutive days of unscheduled Personal Time Off are used, the supervisor shall make an inquiry into the employee's absence, and the employee shall cooperate in authorizing the supervisor to obtain any necessary medical, hospital or other records that validate the unscheduled absence. If the Personal Time Off is to be for eight (8) hours or less, permission will be granted without notice if their supervisor feels that City service will not be adversely affected. Priority will be given to Personal Time Off scheduling based on the earliest date of request. Personal Time Off scheduling for departmental employees is the responsibility of the department managers. No employee will be permitted to use Personal Time off for the purpose of receiving double pay. Any employee leaving the service of the City in good standing will be compensated 100% for Personal Time Off accrued, not to exceed 240 hours, to the day of separation provided said employee has served at least twelve (12) consecutive months prior to separation and has given the City at least two weeks notice prior to the effective date of such separation. Such pay for accumulated Personal Time Off will be at the same rate as the hourly rate of the employee's base salary. Personal Time Off may not be used to extend an employee's actual termination date. This benefit shall be paid into the employee's Post-Retirement Health Care Savings Plan. When a paid holiday falls on a working day during an employee's Personal Time Off, the day of the holiday will not be counted as a day of Personal Time Off. One (1) day of Personal Time Off shall equal eight (8) hours for full time employees. In the case of disability from a work related disease or injury for which Worker's Compensation benefits are available, an employee may elect to use Personal Time Off benefits rather than Worker's Compensation benefits by notifying the Director of Administrative Services of their election. Under no circumstances can an employee receive both Personal Time Off and Worker's Compensation benefits for the same period of disability, except if the employee elects to receive Worker's Compensation benefits he/she may also use Personal Time Off to the extent necessary to increase their income to their 43 City of Arden Hills Personnel Policy Effective February 29,2016 net wage prior to the injury or onset of the disease. EXEMPT EMPLOYEE FLEX-TIME GUIDELINES Exempt employees may accrue flex-time on a 1:1 ratio for attending various meetings outside of their normal work day. Exempt employees may use accrued flex-time as approved by their supervisor, but no more than 9 consecutive hours of flex time may be used. Exempt employees shall be compensated for no more than eighty (80) hours of accrued flex-time upon termination. This benefit shall be paid into the employee's Post- Retirement Health Care Savings Plan. 44 City of Arden Hills Personnel Policy Effective February 29,2016 Medical Certification Good attendance is an essential job function for all City employees. If unplanned absences are excessive, a doctor's certification may be required. The physician's certification is to state the nature and duration of the illness or injury and verify that the employee is unable to perform the duties and responsibilities of his/her position. A statement attesting to the employee's ability to return to work and perform the essential functions of the job and a description of any work restrictions may also be required before the employee returns to work. Annual leave will not accrue during unpaid leaves. Benefit earning employees will accrue annual leave on a prorated basis based on regular hours worked. Annual leave will accrue on a pay-period basis. Employees can carry over any annual leave that does not exceed the stated cap. MILITARY LEAVE State and federal laws provide protections and benefits to City employees who are called to military service, whether in the reserves or on active duty. Such employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefits for the time the employee is engaged in training or active service not exceeding a total of 15 days in any calendar year. The leave of absence is only in the event the employee returns to employment with the City as required upon being relieved from service, or is prevented from returning by physical or mental disability or other cause not the fault of the employee, or is required by the proper authority to continue in military or naval service beyond the fifteen (15) day paid leave of absence. Employees on extended unpaid military leave will receive fifteen (15) days paid leave of absence in each calendar year, not to exceed five years. Where possible, notice is to be provided to the City at least ten (10) working days in advance of the requested leave. If an employee has not yet used his/her fifteen (15) days of paid leave when called to active duty, any unused paid time will be allowed for the active duty time, prior to the unpaid leave of absence. Employees returning from military service will be reemployed in the job that they would have attained had they not been absent for military service and with the same seniority, status and pay, as well as other rights and benefits determined by seniority. Unpaid military leave will be considered hours worked for the purpose of vacation leave and sick leave accruals. Eligibility for continuation of insurance coverage for employees on military leave beyond fifteen (15) days will follow the same procedures as for any employee on an unpaid leave 45 City of Arden Hills Personnel Policy Effective February 29,2016 of absence. 46 City of Arden Hills Personnel Policy Effective February 29,2016 FUNERAL LEAVE Employees will be permitted to use up to three (3) consecutive working days, with pay, as funeral leave upon the death of an immediate family member. This paid leave will not be deducted from the employee's PTO balance. The actual amount of time off, and funeral leave approved, will be determined by the supervisor or City Administrator depending on individual circumstances (such as the closeness of the relative, arrangements to be made, distance to the funeral, etc.). ELECTIONS/TIME OFF TO VOTE An employee selected to serve as an election judge pursuant to Minnesota law, will be allowed time off without pay for purposes of serving as an election judge, provided that the employee gives the City at least ten (10) days written notice. All employees eligible to vote at a State general election, at an election to fill a vacancy in the office of United States Senator or Representative, or in a Presidential primary, will be allowed time off with pay to vote on the election day. Employees wanting to take advantage of such leave are required to work with their supervisors to avoid coverage issues. JURY DUTY Full-time and benefit earning employees will be granted paid leaves of absence for required jury duty. Time spent on jury duty will not be counted as time worked for computing overtime. Employees excused or released from jury duty during their regular working hours will report to their regular work duties as soon as reasonably possible or will take accrued Personal Time Off(PTO) to make up the difference. Employees are to notify their supervisor as soon as possible after receiving notice to report for jury duty. The employee will be responsible for ensuring that a report of time spent on jury duty and pay for is completed by the Clerk of Court so the City will be able to determine the amount of compensation due for the period involved. Temporary and seasonal employees are generally not eligible for compensation for absences due to jury duty, but can take leave without pay subject to department head approval. However, if a temporary or seasonal employee is classified as exempt, he/she will receive compensation for the jury duty time. COURT APPEARANCES 47 City of Arden Hills Personnel Policy Effective February 29,2016 Employees will be paid their regular wage to testify in court for City-related business. Any compensation received for court appearances (e.g. subpoena fees) arising out of or in connection with city employment, minus mileage reimbursement, must be turned over to the City. VICTIM OR WITNESS LEAVE An employer must allow a victim or witness, who is subpoenaed or requested by the prosecutor to attend court for the purpose of giving testimony, or is the spouse or immediate family member (immediate family member includes parent, spouse, child or sibling of the employee) of such victim, reasonable time off from work to attend criminal proceedings related to the victim's case. Job Related Iniur_y or Illness All employees are required to report any job-related illnesses or injuries to their supervisor immediately (no matter how minor). If your supervisor is not available, then you must report this to the department director or the Director of Administrative Services or his/her designee. If a supervisor is not available and the nature of injury or illness requires immediate treatment, the employee is to go to the nearest available medical facility for treatment and, as soon as possible, notify his/her supervisor of the action taken or the department director or the Director of Administrative Services or his/her designee. In the case of an emergency, 911 should be called. If the injury is not of an emergency nature, but requires medical attention, the employee will report it to the supervisor and make arrangements for a medical appointment. Workers' compensation benefits and procedures to return to work will be applied according to applicable state and federal laws. Pregnancy and Parenting Leave Employees who work twenty (20) hours or more per week and have been employed more than one year are entitled to take an unpaid leave of absence under the Pregnancy and Parenting Leave Act of Minnesota. Female employees for prenatal care, or incapacity due to pregnancy, childbirth, or related health conditions as well as a biological or adoptive parent in conjunction with after the birth or adoption of a child as eligible for up to 12 weeks of unpaid leave and must begin within twelve (12) months of the birth or adoption of the child. In the case where the child must remain in the hospital longer than the mother, the leave must begin within 12 months after the child leaves the hospital. Employee should provide reasonable notice, which is at least XX days. If the leave must be taken in less than three days, the employee should give as much notice as practicable. Employees are required to use accrued leave (i.e., PTO) during Parenting Leave If the 48 City of Arden Hills Personnel Policy Effective February 29,2016 employee has any FMLA eligibility remaining at the time this leave commences, this leave will also count as FMLA leave. The two leaves will run concurrently. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave. Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA qualifying). For employees on an FMLA absence as well, the employer contributions toward insurance benefits will continue during the FMLA leave absence. Administrative Leave Under special circumstances, an employee may be placed on an administrative leave pending the outcome of an internal or external investigation. The leave may be paid or unpaid, depending on the circumstances, as determined by the city administrator or his/her designee with the approval of the City Council. Adoptive Parents Adoptive parents will be given the same opportunities for leave as biological parents (see provisions for Parenting Leave). The leave must be for the purpose of arranging the child's placement or caring for the child after placement. Such leave must begin before or at the time of the child's placement in the adoptive home. School Conference Leave Any employee who has worked half-time or more for more than twelve (12) consecutive months, may take unpaid leave for up to a total of sixteen (16) hours during any 12- month period to attend school conferences or classroom activities related to the employee's child (under 18 or under 20 and still attending secondary school), provided the conference or classroom activities cannot be scheduled during non-work hours. When the leave cannot be scheduled during non-work hours and the need for the leave is foreseeable, the employee must provide reasonable prior notice of the leave and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the City. Employees may choose to use PTO hours for this absence, but are not required to do so. Bone Marrow Donation Leave Employees working an average of 20 or more hours per week may take paid leave, not to exceed 40 hours unless agreed to by the City, to undergo medical procedures to donate bone marrow. The City may require a physician's verification of the purpose and length of the leave requested to donate bone marrow. If there is a medical determination that the employee does not qualify as a bone marrow donor, the paid leave of absence granted to the employee prior to that medical determination is not forfeited. 49 City of Arden Hills Personnel Policy Effective February 29,2016 Regular Leave without Pav Upon consideration of a formal written request by an employee, The City Administrator may authorize leave without pay for up to thirty (30) days. An additional thirty (30) days extension beyond that period may be granted at the discretion of the City Administrator. Leave without pay for greater periods may be granted by the City Council to a maximum of one (1) year. Normally employee benefits will not be earned by an employee while on leave without pay. However, the City's contribution toward health, dental and life insurance may be continued, if approved by the City Council, for leaves of up to ninety (90) days when the leave is for medical reasons and FMLA has been exhausted. If an employee is on a regular leave without pay and is not working any hours, the employee will not accrue (or be paid for) holidays, or PTO (annual leave). Employees who are working reduced hours while on this type of leave will receive holiday pay on a prorated basis and will accrue PTO (annual leave) based on actual hours worked. Leave without pay hours will not count toward seniority and all accrued PTO and compensatory time must normally be used before an unpaid leave of absence will be approved. To qualify for leave without pay, an employee need not have used all PTO (annual leave) unless the leave is for medical reasons. (An employee absent for Parenting Leave is not required to use PTO). Leave without pay for purposes other than medical leave or work- related injuries will be at the convenience of the City. Employees returning from a leave without pay for a reason other than a qualified Parenting Leave or FMLA, will be guaranteed return to the original position only for absences of thirty (30) calendar days or less. Employees receiving leave without pay in excess of thirty (30) calendar days, for reasons other than qualified Parenting Leave or FMLA, are not guaranteed return to their original position. If their original position or a position of similar or lesser status is available, it may be offered at the discretion of the City Administrator subject to approval of the City Council. 50 City of Arden Hills Personnel Policy Effective February 29,2016 FAMILY AND MEDICAL LEAVE Eligibility To qualify to take FMLA leave under this policy, an employee must meet all of the following conditions: Have worked for the City for 12 months (or 52 weeks) prior to the date the leave is to commence. The 12 months or 52 weeks need not have been consecutive; however, the City will not consider any service 7 years prior to the employee's most recent hire date. Have worked at least 1, 250 hours during the 12-month period prior to the date when the leave is requested to commence. The principles established under the Fair Labor Standards Act ("FLSA") determine the number of hours worked by an employee. The FLSA does not include time spent on paid or unpaid leave as hours worked. Consequently, these hours of leave should not be counted in determining the 1,250 hours eligibility test for an employee under FMLA. Types of Leave Covered Leave will be granted to all eligible employees (male and female) for any of the following reasons: The birth of a child, including prenatal care, or placement of a child with the employee for adoption or foster care; To care for a spouse, child or parent who has a serious health condition; Due to a serious health condition that makes the employee unable to perform the essential functions of the position; and A covered military member's active duty or call to duty or to care for a covered military member (Military Caregiver and Qualified Exigency Leave) (described below). Definitions Caring" for a covered family member includes psychological as well as physical care. It also includes acquiring care and sharing care duties. 51 City of Arden Hills Personnel Policy Effective February 29,2016 An eligible "child" is defined as a person under 18 years of age (or a person incapable of self-care because of a physical or mental disability) who is a biological, adopted, foster, or step child, a ward of the employee, or a person with whom the employee is charged with a parent's rights, duties and responsibilities. Spouse" does not include domestic partners or common-law spouses. An eligible "parent" includes a biological parent or a person who was charged with parental rights, duties and responsibilities over the employee when the employee was under the age of 18; "parent" doesn't include in-laws. Serious Health Condition" as defined under the FMLA means an illness, injury, impairment, or physical or mental condition that involves one of the following: Hospital Care: Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility; Pregnancy: Any period of incapacity due to pregnancy, prenatal medical care or child birth; Absence Plus Treatment: A period of incapacity of more than three consecutive calendar days that also involves continuing treatment by or under the supervision of a health care provider. Chronic Conditions Requiring Treatments. An incapacity from a chronic condition which requires periodic visits for treatment by a health care provider, continues over an extended period of time and may cause episodic rather than a continuing period of incapacity; Permanent/Long-term Conditions Requiring Supervision; Multiple Treatments: Any period of absence to receive multiple treatments including any period of recovery therefrom) by a health care provider or by a provider of health care services under orders of, or on referral by, a health care provider. Incapacity" means inability to work, attend school or perform other regular daily activities. 52 City of Arden Hills Personnel Policy Effective February 29,2016 Length and Amount of Leave The length of FMLA leave is not to exceed twelve (12) weeks in any twelve (12) month period. The leave year is calculated based on looking forward from the first day the employee is absent from work. The entitlement to FMLA leave for the birth or placement of a child for adoption expires twelve (12) months after the birth or placement of that child. How Leave May be Taken FMLA leave may be taken in 12 (or less) consecutive weeks, may be used intermittently (a day periodically when needed) or may be used to reduce the workweek or workday, resulting in a reduced hour schedule. In all cases, the leave may not exceed a total of 12 workweeks. Intermittent Leave may be taken when medically necessary for the employee's serious health condition or to care for a seriously ill family member. Intermittent leave must be documented in the medical certification form as medically necessary. If an employee is taking leave intermittently or leave on a reduced schedule for planned medical treatment, the employee must make a reasonable effort to schedule the treatment so as to not disrupt the City's business. In instances when intermittent or reduced schedule leave for the employee or employee's family member is foreseeable or is for planned medical treatment,including recovery from a serious health condition, the City may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule. Intermittent/reduced scheduled leave may be taken to care for a newborn or newly placed adopted or foster care child only with the City's approval. Notice All employees requesting FMLA leave must provide written or verbal notice of the need for the leave to The Director of Administrative Services. When the need for the leave is foreseeable,the employee must give verbal or written notice to his/her supervisor at least thirty (30) days prior to the date on which leave is to begin. If thirty (30) days' notice cannot be given, the employee is required to give as much notice as practicable, including following required call-in procedures. 53 City of Arden Hills Personnel Policy Effective February 29,2016 If an employee fails to give thirty (30) days' notice for a foreseeable leave with no reasonable explanation for the delay, the leave may be denied until thirty (30) days after the employee provides notice. Certification and Documentation Requirements For leave due to an employee's serious health condition or a family member's, the City will require the completion of a Medical Certification form by the attending physician or practitioner. The form must be submitted to the Director of Administrative Services within fifteen (15) calendar days after requested. If the form is not submitted in a timely fashion, the employee must provide a reasonable explanation for the delay. Failure to provide medical certification may result in a denial or delay of the leave. The City may require an employee to obtain a second opinion from a provider selected by the City. If necessary to resolve a conflict between the original certification and the second opinion, the City may require the opinion of a third doctor. This third opinion will be considered final. An employee will be provisionally entitled to leave and benefits under the FMLA pending the second and/or third opinion. When Leave is due to an employee's own serious health condition, a fitness for duty certification (FFD) may be required before an employee can return to work. Failure to timely provide such certification may eliminate or delay an employee's right to reinstatement under the FMLA. If an employee is using intermittent leave, and reasonable safety concerns exist regarding the employee's ability to perform his or her duties, a FFD certificate may be required as frequently as every 30 days during periods when the employee has used intermittent leave. Recertification Recertification of the need for leave may be required if the employee requests an extension of the original length of leave approved by the City or if the circumstances regarding the leave have changed. Recertification may also be required if there is a question as to the validity of the certification or if the employee is unable to return to work due to a serious health condition. Reinstatement Employees returning from Family and Medical Leave will be reinstated in the same position or a position equivalent in pay, benefits and other terms and conditions of employment. An employee's reinstatement rights are the same as they would have been had the employee not been on leave. Thus, if an employee's position would have been eliminated or an employee would have been terminated but for the leave, the employee would not have the 54 City of Arden Hills Personnel Policy Effective February 29,2016 right to be reinstated upon return from leave. Notice of Intent to Return from FMLA Leave The City requires an employee on FMLA leave to report periodically on the employee's status and intent to return to work. Effect on Benefits An employee granted leave under this policy will continue to be covered under the City's group health and dental insurance plan under the same conditions and at the same level of City contribution as would have been provided had they been continuously employed during the leave period. All paid benefits run concurrently with unpaid FMLA benefits. For example, STD benefits, if available, will run concurrently with unpaid FMLA leave so that an employee will receive STD benefits while taking up to 12 weeks of FMLA leave. If there are changes in the City's contribution levels while the employee is on leave, those changes will take place as if the employee were still on the job. The employee will be required to continue payment of the employee portion of group insurance coverage while on leave. Arrangements for payment of the employee's portion of premiums must be made by the employee with the City. Failure to Return to Work after FMLA Under certain circumstances, if the employee does not return to work at the end of the FMLA leave for at least 30 calendar days, the City may require the employee to repay the portion of the monthly cost paid by the City for group health plan benefits. The City may also require the employee to repay any amounts the City paid on the employee's behalf to maintain benefits other than group health plan benefits. If an employee does not return to work following 12 weeks of FMLA leave, the employee may be subject to COBRA continuation. If the employee fails to pay the City a portion of the premiums for which he or she is responsible during the FMLA leave and the employee fails to return to work, coverage may end. Loss of coverage for failure to pay premiums is not a qualifying event for purposes of continuation coverage under COBRA. If the employee does not return from the FMLA leave and coverage ended sometime during the FMLA leave due to lack of payment, there is no COBRA election available. For COBRA to apply, the employee must have been covered on the day before the qualifying event. In this situation, the qualifying event would occur at the time the employee did not 55 City of Arden Hills Personnel Policy Effective February 29,2016 return from the leave. Activities Prohibited During FMLA While on leave, an employee may not engage in activities (including employment) which have the same or similar requirements and essential functions of an employee's current position. While on leave, an employee may not engage in any activity that conflicts with the best interests of the City. Such conduct will result in disciplinary action up to and including termination of employment. Seniority Seniority does not accrue during any period of unpaid FMLA except as allowed when the leave is covered by Worker's Compensation. However, seniority accrued prior to commencement of FMLA leave will not be lost. Use of Accrued Paid Leave or Compensatory Time During Family and Medical Leave Prior to taking unpaid FMLA leave employees must use all accrued PTO (annual leave) and compensatory time prior to taking an unpaid leave unless their medical condition/injury is covered by worker's compensation or the absence qualifies under the state Parental Leave law (see Parental Leave Policy). Any paid disability leave benefits or sick leave available to employees for covered reason an employee's serious health condition or a covered family member's serious health condition, including Workers' Compensation leave [to the extent that it qualifies]) will run concurrently with FMLA. Additional Leave Employees who cannot return from an approved FMLA leave at the end of the approved leave period may request an extension (up to the maximum of twelve (12) weeks allowed under FMLA). If the twelve (12) FMLA weeks have already been used, the employee can request to go on a regular unpaid leave of absence. If approved,before unpaid leave begins the employee must use any accrued compensatory time, or PTO (annual leave) that remains. If the leave is approved and unpaid, the employee will be required to pay the full cost of all group insurance, as provided under COBRA, in order to continue coverage. If the unpaid leave of absence is not approved or the employee fails to request additional leave, the employee will be considered to have voluntarily resigned. If circumstances beyond the employee's control prevented the employee from requesting additional leave, a 56 City of Arden Hills Personnel Policy Effective February 29,2016 retroactive leave request may be allowed, subject to the City Council's approval. 57 City of Arden Hills Personnel Policy Effective February 29,2016 FMLA -- QUALIFIED EXIGENCY AND MILITARY CAREGIVER LEAVE Qualified Exigency: Eligible employees (described previously under FMLA) whose spouse, son, daughter or parent either has been notified of an impending call or order to covered active military duty or who is already on covered active duty may take up to 12 weeks of leave for reasons related to or affected by the family member's call-up or service. The qualifying exigency must be one of the following: (1) short-notice deployment. (2) Military events and activities, 3) child care and school activities, (3) financial and legal arrangements, 5) counseling, 6) rest and recuperation, (7) post-deployment activities and 8) additional activities that arise out of active duty, provided that the employer and employee agree, including agreement on timing and duration of the leave. Military Caregiver Leave: An employee eligible for FMLA leave (described previously under FMLA) who is the spouse, son, daughter, or parent, or next of kin of a covered servicemember may take up to 26 weeks in a single 12-month period to take care of leave to care for that servicemember. The family member must be a current member of the Armed Forces, including a member of the National Guard or Reserves, or a member of the Armed Forces, the National Guard or Reserves who is on the temporary disability retired list,who has a serious injury or illness incurred in the line of duty on active duty for which he or she is undergoing medical treatment, recuperation, or therapy; or otherwise in outpatient status; or otherwise on the temporary disability retired list. Eligible employees may not take leave under this provision to care for former members of the Armed Forces, former members of the National Guard and Reserves, and members on the permanent disability retired list. Definitions: A "son or daughter of a covered servicemember" means the covered servicemember's biological, adopted, or foster child, stepchild, legal ward, or a child for whom the covered servicemember stood in loco parentis, and who is of any age. A "parent of a covered servicemember" means a covered servicemember' s biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the covered servicemember. This term does not include parents "in law." The "next of kin of a covered servicemember" is the nearest blood relative, other than the covered servicemember' s spouse,parent, son, or daughter,in the following order of priority: blood relatives who have been granted legal custody of the servicemember by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles,and first cousins,unless the covered servicemember 58 City of Arden Hills Personnel Policy Effective February 29,2016 has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FMLA. When no such designation is made, and there are multiple family members with the same level of relationship to the covered servicemember, all such family members shall be considered the covered servicemember' s next of kin and may take FMLA leave to provide care to the covered servicemember, either consecutively or simultaneously. When such designation has been made, the designated individual shall be deemed to be the covered servicemember's only next of kin. For example, if a covered servicemember has three siblings and has not designated a blood relative to provide care, all three siblings would be considered the covered servicemember' s next of kin. Alternatively, where a covered servicemember has a sibling(s) and designates a cousin as his or her next of kin for FMLA purposes, then only the designated cousin is eligible as the covered servicemember' s next of kin. An employer is permitted to require an employee to provide confirmation of covered family relationship to the covered servicemember pursuant to § 825.122(1). Covered active duty" means: Covered active duty" for members of a regular component of the Armed Forces means duty during deployment of the member with the Armed Forces to a foreign country. Covered active duty" for members of the reserve components of the Armed Forces (members of the U.S. National Guard and Reserves) means duty during deployment of the member with the Armed Forces to a foreign country under a call or order to active duty in a contingency operation as defined in section 101(a)(13)(B) of title 10, United States Code. (a) In the case of a member of a regular component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country. Covered servicemember" means: A member of the Armed Forces (including a member of the National Guard or Reserves) who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or A veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy. 59 City of Arden Hills Personnel Policy Effective February 29,2016 Serious injury or illness means: In the case of a member of the Armed Forces (including a member of the National Guard or Reserves), means an injury or illness that was incurred by the member in line of duty on active duty in the Armed Forces (or existed before the beginning of the member's active duty and was aggravated by service in line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member's office, grade, rank, or rating; and In the case of a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during a period when the person was a covered servicemember, means a qualifying (as defined by the Secretary of Labor) injury or illness incurred by a covered servicemember in the line of duty on active duty that may render the servicemember medically unfit to perform the duties of his or her office, grade, rank or rating. Outpatient status, with respect to a covered servicemember, means the status of a member of the Armed Forces assigned to either a military medical treatment facility as an outpatient; or a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients. Amount of Leave — Qualified Exigency An eligible employee can take up to 12 weeks of leave for a qualified exigency. Amount of Leave — Military Caregiver An eligible employee taking military caregiver leave is entitled to 26 workweeks of leave during a "single 12-month period." The "single 12-month period" begins on the first day the eligible employee takes FMLA leave to care for a covered servicemember and ends 12 months after that date. Leave taken for any FMLA reason counts towards the 26 week entitlement. If an employee does not take all of 26 workweeks of leave entitlement to care for a covered servicemember during this "single 12-month period," the remaining part of the 26 workweeks of leave entitlement to care for the covered servicemember is forfeited. Certification of Qualifying Exigency for Military Family Leave 60 City of Arden Hills Personnel Policy Effective February 29,2016 The City will require certification of the qualifying exigency for military family leave. The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification of Qualifying Exigency for Military Family Leave Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave The City will require certification for the serious injury or illness of the covered servicemember.The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay. Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification for Serious Injury or Illness of Covered Servicemember. All other provisions of the FMLA policy, including Use of Paid Leave, employee status and benefits during leave, the Procedure for Requesting Leave, Benefits during Leave and Reinstatement, are outlined above in the FMLA policy. Reasonable Unpaid Work Time for Nursing Mothers Nursing mothers will be provided reasonable unpaid break time for nursing mothers to express milk for nursing her child for one year after the child's birth. The City will provide a room (other than a bathroom) as close as possible to the employee's work area, that is shielded from view and free from intrusion from coworkers and the public and includes access to an electrical outlet, where the nursing mother can express milk in private. Light Duty/Modified Duty Assignment This policy is to establish guidelines for temporary assignment of work to temporarily disabled employees who are medically unable to perform their regular work duties. Light duty is evaluated by the City Administrator or his/her designee on a case-by-case basis. This policy does not guarantee assignment to light duty. Such assignments are for short-term, temporary disability-type purposes; assignment of light duty is at the discretion of the City Administrator or his/her designee. The City Administrator or his/her designee reserves the right to determine when and if light duty work will be assigned. When an employee is unable to perform the essential requirements of his/her job due to a temporary disability, he/she will notify the supervisor in writing as to the nature and 61 City of Arden Hills Personnel Policy Effective February 29,2016 extent of the disability and the reason why he/she is unable to perform the essential functions, duties, and requirements of the position. This notice must be accompanied by a physician's report containing a diagnosis, current treatment, and any work restrictions related to the temporary disability. The notice must include the expected time frame regarding return to work with no restrictions, meeting all essential requirements and functions of the City's job description along with a written request for light duty. Upon receipt of the written request, the supervisor is to forward a copy of the report to the Director of Administrative Services. The City may require a medical exam conducted by a physician selected by the City to verify the diagnosis, current treatment, expected length of temporary disability, and work restrictions. It is at the discretion of the City Administrator or his/her designee whether or not to assign light duty work to the employee. Although this policy is handled on a case-by-case basis, light duty will not generally be approved beyond six months. If the City offers a light duty assignment to an employee who is out on Workers' Compensation leave, the employee may be subject to penalties if he/she refuses such work. The City will not, however, require an employee who is otherwise qualified for protection under the Family and Medical Leave Act to accept a light duty assignment. The circumstances of each disabled employee performing light duty work will be reviewed regularly. Any light duty/modified work assignment may be discontinued at any time. Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy The City will attempt to provide a female employee who requests reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth: More frequent restroom, food, and water breaks; Seating; Limits on lifting over 20 pounds; and/or Temporary transfer to a less strenuous or hazardous position, should one be available. Unless such accommodations impose an undue hardship on the City, the City will engage in an interactive process with respect to an employee's request for a reasonable accommodation. 62 City of Arden Hills Personnel Policy Effective February 29,2016 RESIGNATIONS Employee resignations must be submitted in writing to the City Administrator. Any employee wishing to resign from City service,in good standing, shall file with the Director of Administrative Services and/or department head, at least fourteen (14) calendar days prior to separation, a written or email resignation stating the effective date thereof. The employee's termination date must be a day worked, not a paid leave day. Failure to give proper notice may result in the forfeiture of accumulated Personal Time Off and other benefits and may impact future employment by the Employer. Unauthorized absence from work for a period of three (3) working days will be deemed a resignation without benefits. LAYOFFS In the even it becomes necessary to reduce personnel, temporary employees and those serving a probationary period in affected job classes will be terminated from employment with the city before other employees in those job classes. Within these group, the selection of employees to be retained will be based on merit and ability as determined by the City Administrator, subject to approval of the City Council. When all other considerations are equal, the principle of seniority will apply in layoffs and recall from layoffs. 63 City of Arden Hills Personnel Policy Effective February 29,2016 TRAVEL Reimbursement for travel on official City business shall be made as follows: Personal Automobile Employees shall use a personal vehicle for all City related travel, except when authorized or instructed to use a City vehicle or other means of transportation. An employee will be reimbursed at the authorized reimbursement rate, determined by the City Council, for each mile driven on City business while using a personal vehicle. Mileage reimbursement for all city staff must be submitted on the standard travel reimbursement form. In addition to using the proper form, you must complete it in the following manner: 1. Date of travel must be listed. 2. Destination and purpose of travel must be listed. No reimbursement will be made unless these procedures are followed. Meals The maximum for reimbursement for an employee is forty-four dollars ($44) per day. The per day maximum shall be adjusted annually if necessary. Lodging Hotel/Motel reimbursement shall be the actual cost of lodging. When reimbursement for lodging expenses are claimed, itemized receipts are required. NO personal expenses, such as personal telephone calls, movie rental charges, etc, are reimbursable. Request For Expense Reimbursement All travel expense requests must be promptly submitted on the appropriate forms upon returning to work. Receipts must accompany such requests. Mileage will be reimbursed per the IRS mileage rate. 64 City of Arden Hills Personnel Policy Effective February 29,2016 EDUCATIONAL REIMBURSEMENT POLICY The City of Arden Hills believes in, and encourages employees to pursue higher levels of education and training. While it is the policy of the City it is not obligated to reimburse employees for courses or instruction which will enable the employee to prepare for advancement in a municipal capacity,increased responsibility within the employee's current position, or for personal development which are city employment related; but may not be necessarily related to the employee's current position. The City may not pay for all courses within a degree program depending on the approval of the Personnel Committee. All requests must be approved by the Personnel Committee annually. Eligibility Reimbursement is limited to full-time employees who attend approved courses or instruction on a voluntary basis outside normal working hours. Reimbursement under this section precludes submission of those courses for other financial remuneration. Financial Remuneration Reimbursement will be made pursuant to the following guidelines: 1. Attendance at any class or course intended to be reimbursed by the municipality must have the PRIOR approval of the employee's supervisor, Personnel Committee, and have the Tuition Reimbursement form filed with the Director of Administrative Services. Reimbursement can not be assured for any class work started prior to receiving the appropriate approvals; 2. Course work must be related fifty percent (50%) to the employee's area of municipal responsibility. In the case of liberal education undergraduate or graduate college credits where a degree is being sought, employees will be expected to discuss elective course work with their department head to develop an overall course work plan that is consistent with the intent of this policy. Reimbursement may be denied for elective course work that is not consistent with the intent of this policy. For technical or program based college career programs, reimbursement will be made available for all course work, provided specific program credits are pre-approved. Reimbursement may be denied for courses taken that differ from the originally approved program schedule. Reimbursement for seminars or individual training programs shall be determined at the time of making the request for training. 65 City of Arden Hills Personnel Policy Effective February 29,2016 3. In the interest of considering the budgetary impact of providing reimbursement for educational advancement, consideration must be given to whether or not comparable course work or advanced degrees might be achieved at a less expensive institution than that being requested by the employee. At the time of pre-approving reimbursable course work, the supervisor will consider this issue. If, in the supervisor's determination, a comparable education could be achieved at a less expensive institution (cost per credit hour or program class), the reimbursement rate shall be established at the lower rate. An employee shall always have the option of attending the more expensive training program, but will be responsible for the marginal cost involved above the lower reimbursement rate. 4. Employees interested in pursuing advanced education should notify their supervisor as much in advance as practical so that appropriate budgeting considerations may be made. Reimbursement are not guaranteed if budget dollars are not available. 5. Reimbursement will be made for tuition, lab fees, direct costs of participating in the course. Specifically not included, however, are books, student union or association fees,qualifying tests (e.g.,GRE) or other preparatory fees,mileage and parking fees. Reimbursement will not be made for CLEP fees or similar test out" fees. 6. Approved course work shall be taken outside normal working hours. Except where attendance is requested by the city, employees shall not receive any salary compensation while attending classes. 7. In undergraduate and graduate level college courses, a grade of "B" or 1180" or an equivalent, if grades or a 100 percent scale are not applicable) or better is required. In courses or instruction not issuing a grade, certification from the vendor/sponsor or the instructor of satisfactory completion is required. Failure to achieve the grade levels stated above will result in the City denying reimbursement. Employees shall be expected to submit documentation of the grade received. 8. Reimbursement will be made upon proof of satisfactory completion as detailed above. 66 City of Arden Hills Personnel Policy Effective February 29,2016 PROFESSIONAL DEVELOPMENT POLICY Purpose:The purpose of this policy is to establish guidelines for professional development activities by City staff Policy: City staff is encouraged to participate in professional development and training activities and programs sponsored by their respective professional organizations and other groups that sponsor programs relevant to local government. These programs not only improve knowledge of local government and provide important networking opportunities, but offer staff the opportunity to obtain innovative and new ideas for their functional area. Exempt City staff shall have the opportunity to attend state conferences and other applicable state events of their respective professional organizations on an annual basis. Staff may participate in other locally provided training and activities as time and resources allow. The Personnel Committee may limit the amount of attendees to conferences per their discretion. Exempt City staff shall have the opportunity to attend the national conference of their respective professional organization every other year as approved by the City Administrator. City staff shall adhere to applicable provisions of the personnel policy with regard to reimbursable expenses. 67 City of Arden Hills Personnel Policy Effective February 29,2016 SAFETY The health and safety of each employee of the City and the prevention of occupational injuries and illnesses are of primary importance to the City. To the greatest degree possible, management will maintain an environment free from unnecessary hazards and will establish safety policies and procedures for each department. Adherence to these policies is the responsibility of each employee. Overall administration of this policy is the responsibility of each supervisor. Employees are expected to adhere to all safety requirements. The City of Arden Hills recognizes the need and importance of safety for each of its employees. The purpose of the safety policy is to institute a basic plan for accident prevention. Every employee must annually attend and sign attendance at mandatory trainings. The success of a safety program demands more than basic rules and plans. It must be a living workable program through cooperation and support of all levels of management and employees. The responsibilities of the City Administrator, Supervisors, and staff are defined so that each will know what is expected of them. The importance of safety consciousness must be emphasized in every task performed. Supervisors must instill awareness of safety and have an obligation to effectively place it in operation through their personnel. The City of Arden Hills has established a Safety Committee. Reporting Accidents and Illnesses Both Minnesota workers' compensation laws and the state and federal Occupational Safety and Health Acts require that all on the job injuries and illnesses be reported as soon as possible by the employee, or on behalf of the injured or ill employee, to his/her supervisor. The employee's immediate supervisor is required to complete a Incident Report promptly and send to the Director of Administrative Services giving full details of the incident along with any other forms that may be necessary related to an injury or illness on the job such as the Supervisor's Report. The Director of Administrative Services will then fill out a First Report of Injury and have the incident investigated by a member of the Safety Committee. If you are involved in an accident, remember: 1. All accidents involving city vehicles should be reported to the Director of Administrative Services' office as soon as possible. 2. Insist that all parties and property concerned remain at the scene of the 68 City of Arden Hills Personnel Policy Effective February 29,2016 accident. 3. Obtain identifying data from the driver of the other vehicle (name, address, and insurance company). 4. Secure names and addresses of injured persons and any witnesses to the accident. 5. All accidents and/or injuries must be reported on a form supplied by the City and should be returned as soon as possible from the time of the accident. 6. Take a picture of all vehicles involved with cell phone if possible. Safety Equipment/Gear Where safety equipment is required by federal, state, or local rules and regulations, it is a condition of employment that such equipment be worn by the employee. Unsafe Behavior Supervisors are authorized to send an employee home immediately when the employee's behavior violates the City's Personnel Policies, department policies, or creates a potential health or safety issue for the employee or others. WORKERS COMPENSATION REPORTING Workers Compensation benefits and OSHA (job safety laws) require that all on the job accidents, sickness, or loss of consciousness be reported as soon as possible by the employee, or on behalf of a sick or injured employee, to his or her Supervisor. EMPLOYEES MUST REPORT TO THEIR SUPERVISOR ALL JOB ACCIDENTS, SICKNESS, OR LOSS OF CONSCIOUSNESS AS SOON AS POSSIBLE. 69 City of Arden Hills Personnel Policy Effective February 29,2016 SAFETY POLICY 70 City of Arden Hills Personnel Policy Effective February 29,2016 RESPECTFUL WORKPLACE POLICY The intent of this policy is to provide general guidelines about the conduct that is and is not appropriate in the workplace. The City acknowledges that this policy cannot possibly predict all situations that might arise, and also recognizes that some employees are exposed to disrespectful behavior, and even violence, by the very nature of their jobs. Applicability Maintaining a respectful work environment is a shared responsibility. This policy is applicable to all City personnel including temporary and seasonalemployees, volunteers, and City Councilmembers. Abusive Customer Behavior While the City has a strong commitment to customer service, the City does not expect that employees accept verbal abuse from any customer. An employee may request that a supervisor intervene when a customer is abusive, or they may defuse the situation themselves, including ending the contact. If there is a concern over the possibility of physical violence, a supervisor should be contacted immediately. When extreme conditions dictate, 911 may be called. Employees should leave the area immediately when violence is imminent unless their duties require them to remain. Employees must notify their supervisor about the incident as soon as possible. Types of Disrespectful Behavior The following types of behaviors cause a disruption in the workplace and are, in many instances, unlawful: Violent behavior: includes the use of physical force, harassment, bullying or intimidation. Discriminatory behavior: includes inappropriate remarks about or conduct related to a person's race, color, creed, religion, national origin, disability, sex, marital status, age, sexual orientation, familial status, or status with regard to public assistance. Offensive behavior: may include such actions as: rudeness, angry outbursts, inappropriate humor, vulgar obscenities, name calling, disparaging language, or any other behavior regarded as offensive to a reasonable person based upon violent or discriminatory behavior as listed above. It is not possible to anticipate in this policy every example of offensive behavior. Accordingly, employees are encouraged to discuss with their fellow employees and 71 City of Arden Hills Personnel Policy Effective February 29,2016 supervisor what is regarded as offensive, taking into account the sensibilities of employees and the possibility of public reaction. Although the standard for how employees treat each other and the general public will be the same throughout the City, there may be differences between work groups about what is appropriate in other circumstances unique to a work group. If an employee is unsure whether a particular behavior is appropriate, the employee should request clarification from their supervisor or the Director of Administrative Services. Sexual harassment: can consist of a wide range of unwanted and unwelcome sexually directed behavior such as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: Submitting to the conduct is made either explicitly or implicitly a term or condition of an individual's employment; or Submitting to or rejecting the conduct is used as the basis for an employment decision affecting an individual's employment; or Such conduct has the purpose or result of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive work environment. Sexual harassment includes, but is not limited to, the following: Unwelcome or unwanted sexual advances. This means stalking, patting, pinching, brushing up against, hugging, cornering, kissing, fondling or any other similar physical contact considered unacceptable by another individual. Verbal or written abuse kidding, or comments that are sexually-oriented and considered unacceptable by another individual. This includes comments about an individual's body or appearance where such comments go beyond mere courtesy, telling "dirty jokes" or any other tasteless, sexually oriented comments, innuendos or actions that offend others. Requests or demands for sexual favors. This includes subtle or obvious expectations, pressures, or requests for any type of sexual favor, along with an implied or specific promise of favorable treatment (or negative consequence) concerning one's current or future job. Possession and Use of Dangerous Weapons Possession or use of a dangerous weapon (see definitions) is prohibited on City property, in city vehicles, or in any personal vehicle, which is being used for City business. This includes employees with valid permits to carry firearms. The following exceptions to the dangerous weapons prohibition are as follows: 72 City of Arden Hills Personnel Policy Effective February 29,2016 Employees legally in possession of a firearm for which the employee holds a valid permit, if required, and said firearm is secured within an attended personal vehicle or concealed from view within a locked unattended personal vehicle while that person is working on City property. A person who is showing or transferring the weapon or firearm to a police officer as part of an investigation. Police officers and employees who are in possession of a weapon or firearm in the scope of their official duties. Employee Response to Disrespectful Workplace Behavior Employees who believe that disrespectful behavior is occurring are encouraged to deal with the situation in one of the ways listed below. However, if the allegations involve violent behavior, sexual harassment, or discriminatory behavior, then the employee is responsible for taking one of the actions below. If employees see or overhear a violation of this policy, they are encouraged to follow the steps below. Ste 1(a). Politely, but firmly, tell whoever is engaging in the disrespectful behavior how you feel about their actions. Politely request the person to stop the behavior because you feel intimidated, offended, or uncomfortable. If practical, bring a witness with you for this discussion. Ste 1 b . If you fear adverse consequences could result from telling the offender or if the matter is not resolved by direct contact, go to your supervisor or City Administrator. The person to whom you speak is responsible for documenting the issues and for giving you a status report on the matter no later than ten business days after your report. Ste 1(c). In the case of violent behavior, all employees are required to report the incident immediately to their supervisor, Director of Administrative Services, or the City Administrator. Any employee who observes sexual harassment or discriminatory behavior, or receives any reliable information about such conduct, must report it within two business days to a supervisor or the Director of Administrative Services. Step 2. If, after what is considered to be a reasonable length of time (for example, 30 days), you believe inadequate action is being taken to resolve your complaint/concern, the next step is to report the incident to the City Administrator or the Mayor. Supervisor's Response to Allegations of Disrespectful Workplace Behavior Employees who have a complaint of disrespectful workplace behavior will be taken seriously. In the case of sexual harassment or discriminatory behavior, a supervisor must report the allegations within two business days to the Director of Administrative Services, who will determine whether an investigation is warranted. A supervisor must act upon such a report even if requested otherwise by the victim. In situations other than sexual harassment and discriminatory behavior, supervisors will use the following guidelines when an allegation is reported: Step 1. If the nature of the allegations and the wishes of the victim warrant a simple intervention, the supervisor may choose to handle the matter informally. The supervisor 73 City of Arden Hills Personnel Policy Effective February 29,2016 may conduct a coaching session with the offender, explaining the impact of his/her actions and requiring that the conduct not reoccur. This approach is particularly appropriate when there is some ambiguity about whether the conduct was disrespectful. Step 2. If a formal investigation is warranted, the individual alleging a violation of this policy will be interviewed to discuss the nature of the allegations. The person being interviewed may have someone of his/her own choosing present during the interview. The investigator will obtain the following description of the incident, including date, time and place: Corroborating evidence. A list of witnesses. Identification of the offender. Step 3. The supervisor must notify the Director of Administrative Services about the allegations. Step 4. As soon as practical after receiving the written or verbal complaint, the alleged policy violator will be informed of the allegations. The alleged violator will have the opportunity to answer questions and respond to the allegations. Std. After adequate investigation and consultation with the appropriate personnel, a decision will be made regarding whether or not disciplinary action will be taken. Step 6. The alleged violator and complainant will be advised of the findings and conclusions as soon as practicable. Special Reporting Requirements When the supervisor is perceived to be the cause of a disrespectful workplace behavior incident, a report will be made to the Director of Administrative Services who will assume the responsibility for investigation and discipline. If the Director of Administrative Services is perceived to be the cause of a disrespectful workplace behavior incident, a report will be made to the City Administrator who will then assume the responsibility for investigation and discipline. If the City Administrator is perceived to be the cause of a disrespectful workplace behavior incident a report will be made to the City Attorney who will confer with the Mayor and City Council regarding appropriate investigation and action. If a councilmember is perceived to be the cause of a disrespectful workplace behavior incident involving City personnel, the report will be made to the Director of Administrative Services and referred to the City Attorney who will undertake the necessary investigation. The City Attorney will report his/her findings to the City Council, which will take the action it deems appropriate. Pending completion of the investigation, the City Administrator may at his/her discretion take appropriate action to protect the alleged victim, other employees, or citizens. 74 City of Arden Hills Personnel Policy Effective February 29,2016 Confidentiality A person reporting or witnessing a violation of this policy cannot be guaranteed anonymity. The person's name and statements may have to be provided to the alleged offender. All complaints and investigative materials will be contained in a file separate from the involved employees' personnel files. If disciplinary action does result from the investigation, the results of the disciplinary action will then become a part of the employee(s) personnel file(s). Retaliation Consistent with the terms of applicable statutes and City personnel policies, the City may discipline any individual who retaliates against any person who reports alleged violations of this policy. The City may also discipline any individual who retaliates against any participant in an investigation, proceeding or hearing relating to the report of alleged violations. Retaliation includes, but is not limited to, any form of intimidation, reprisal, or harassment. 75 City of Arden Hills Personnel Policy Effective February 29,2016 DISCIPLINARY ACTION The City of Arden Hills employees are expected to maintain a high level of performance. In the event job performance or behavior causes problems that interfere with work, provision of City services or the management of the City, disciplinary measures which could lead to termination may be necessary. Supervisors are responsible for maintaining compliance with City standards of employee conduct. The objective of this policy is to establish a standard process for employees of the City. City employees will be subject to disciplinary action for failure to fulfill their duties and responsibilities at the level required, including observance of work rules and standards of conduct and applicable City policies. Discipline will be administered in a non-discriminatory manner. An employee who believes that discipline applied was either unjust or disproportionate to the offense committed may pursue a remedy through the grievance procedures established in the City's personnel policies. The supervisor and/or the Director of Administrative Services will investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. NO CONTRACT LANGUAGE ESTABLISHED This policy is not to be construed as contractual terms and is intended to serve only as a guide for employment discipline. Process The City may elect to use progressive discipline, a system of escalating responses intended to correct the negative behavior rather than to punish the employee. There may be circumstances that warrant deviation from the suggested order or where progressive discipline is not appropriate. Nothing in these personnel policies implies that any City employee has a contractual right or guarantee (also known as a property right) to the job he/she performs. Documentation of disciplinary action taken will be placed in the employee's personnel file with a copy provided to the employee. The following are descriptions of the types of disciplinary actions: Oral Reprimand This measure will be used where informal discussions with the employee's supervisor have not resolved the matter. All supervisors have the ability to issue oral reprimands without prior approval. 76 City of Arden Hills Personnel Policy Effective February 29,2016 Oral reprimands are normally given for first infractions on minor offenses to clarify expectations and put the employee on notice that the performance or behavior needs to change, and what the change must be. The supervisor will document the oral reprimand including date(s) and a summary of discussion and corrective action needed. This report will be filed with Human Resources. Written Reprimand A written reprimand is more serious and may follow an oral reprimand when the problem is not corrected or the behavior has not consistently improved in a reasonable period of time. Serious infractions may require skipping either the oral or written reprimand, or both. Written reprimands are issued by the supervisor with prior approval from the City Administrator. A written reprimand will: (1) state what did happen; (2) state what should have happened; 3) identify the policy, directive or performance expectation that was not followed; (4) provide history, if any, on the issue; (5) state goals, including timetables, and expectations for the future; and (6) indicate consequences of recurrence. Employees will be given a copy of the reprimand to sign acknowledging its receipt. Employees' signatures do not mean the employee agrees with the reprimand. Written reprimands will be placed in the employee's personnel file. Suspension With or Without Pay The City Administrator may suspend an employee without pay for disciplinary reasons. Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City Council, except in the case of veterans. Qualified veterans will not be suspended without pay in conjunction with a termination. The employee will be notified in writing of the reason for the suspension either prior to the suspension or shortly thereafter. A copy of the letter of suspension will be placed in the employee's personnel file. An employee may be suspended or placed on involuntary leave of absence pending an investigation of an allegation involving that employee. The leave may be with or without pay depending on a number of factors including the nature of the allegations. If the allegation is proven false after the investigation, the relevant written documents will be removed from the employee's personnel file and the employee will receive any compensation and benefits due had the suspension not taken place. Demotion and/or Transfer An employee may be demoted or transferred if attempts at resolving an issue have failed 77 City of Arden Hills Personnel Policy Effective February 29,2016 and the City Administrator determines a demotion or transfer to be the best solution to the problem. The employee must be qualified for the position to which they are being demoted or transferred. The City Council must approve this action. Salary An employee's salary increase may be withheld or the salary may be decreased due to performance deficiencies. Dismissal The City Administrator, with the approval of the City Council, may dismiss an employee for substandard work performance, serious misconduct, or behavior not in keeping with City standards. If the disciplinary action involves the removal of a qualified veteran, the appropriate hearing notice will be provided and all rights will be afforded the veteran in accordance with Minnesota law. GRIEVANCE PROCEDURE Any dispute between an employee and the City relative to the application, meaning or interpretation of these personnel policies will be settled in the following manner: Step 1. The employee must present the grievance in writing, stating the nature of the grievance, the facts on which it is based, the provision or provisions of the personnel policies allegedly violated and the remedy requested, to the proper supervisor within ten 10) days after the alleged violation or dispute has occurred. The supervisor will respond to the employee in writing within seven (7) calendar days. Step 2. If the grievance has not been settled in accordance with Step 1,it must be presented in writing, stating the nature of the grievance, the facts on which it is based, the provision or provisions of the Personnel Policies allegedly violated, and the remedy requested,by the employee to the Director of Administrative Services within seven (7) days after the supervisor's response is due. The Director of Administrative Services or his/her designee will respond to the employee in writing within seven (7) calendar days. Should the complaint involve the Director of Administrative Services, then the employee should proceed directly to Step 3. Step 3. If the grievance has not been settled in accordance with Step 2, it it must be presented in writing, stating the nature of the grievance, the facts on which it is based, the provision or provisions of the Personnel Policies allegedly violated, and the remedy requested, by the employee to the City Administrator within seven (7) calendar days after receipt of the reply from the Director of Administrative Services. The City Administrator 78 City of Arden Hills Personnel Policy Effective February 29,2016 will respond to the employee in writing within seven (7) calendar days. The decision of the City Administrator is final for all disputes with exception of those specific components in a performance evaluation subject to a challenge through the Minnesota Department of Administration. Waiver If a grievance is not presented within the time limits set forth above, it will be considered waived." If a grievance is not appealed to the next step in the specified time limit or any agreed extension thereof, it will be considered settled on the basis of the City's last answer. If the City does not answer a grievance or an appeal within the specified time limits, the employee may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual agreement of the City and the employee without prejudice to either party. The following actions are not grievable: L While certain components of a performance evaluation, such as disputed facts reported to be incomplete or inaccurate are challengeable, other performance evaluation data, including subjective assessments, are not. 2. Pay increases or lack thereof, and 3. Merit pay awards. The above list is not meant to be all inclusive or exhaustive. 79 City of Arden Hills Personnel Policy Effective February 29,2016 SEVERABILITY Each provision of the Personnel Policy is deemed severable from every other provision. Any provision of the Personnel Policy found to be invalid or void shall not affect the validity of the remaining provisions, unless the Court finds any remaining provisions, standing alone, incomplete and incapable of being executed in accordance with the Council's intent. 80 City of Arden Hills Personnel Policy Effective February 29,2016 EMPLOYEE ASSISTANCE PROGRAM The City of Arden Hills offers its employees and their dependents a CONFIDENTIAL Employee Assistance Programs (EAP) are available to help employees and their dependents with: Relationship issues Separation and divorce concerns Alcohol or chemical abuse problems Work concerns Loss and grief Financial crisis, problems with creditors Depression and anxiety Parent/child difficulties Many other life concerns Arden Hills employees are urged to refer to the EAP brochures for location,program and service information. 81 City of Arden Hills Personnel Policy Effective February 29,2016 TECHNOLOGY POLICY Purposes The purposes of the City of Arden Hill's computer and other electronic systems,including but not limited to, electronic mail (e-mail), cell phones, and the internet, are to provide an efficient and effective means of internal and external communications and to improve work product. This policy addresses access to and disclosure of information from such electronic systems. Among other things, this policy is intended to guide City employees, volunteers, and contractors in the performance of their duties. This policy serves as notice to the employees, volunteers, and contractors of the City that all data,including any that is stored or printed as a document,is subject to audit and review. There is no expectation of personal privacy in the use of the internet, cell phones, and e- mail systems when using the computers, cell phones, or services provided by the City. Finally, this policy serves to delineate acceptable use of the internet, cell phones, and e- mail systems by City employees, volunteers, and contractors (collectively also referred to as "users" or "employees") while using government owned/leased equipment, facilities, internet addresses, domain names, and/or e-mail services registered to or provided by the City of Arden Hills. It seeks to ensure that the use of the internet and e-mail systems by City employees, volunteers, and contractors while conducting work for the City and/or while using City provided systems is consistent with the City's policies, all applicable laws, and the individual user's job responsibilities. Statement of Policy The City promotes internet, cell phone, and e-mail use that enables employees,volunteers, and contractors to perform City missions and encourages its employees, volunteers, and contractors to develop skill in the usage of internet and e-mail. It is expected that employees will use the internet, cell phones, and e-mail to improve their job knowledge; to access scientific, technical, and other information on topics which have relevance to the City; and to communicate with their peers in other government agencies, academia, and industry on matters of relevance to their work for the City. Responsible Use Users are advised not to the use the internet or e-mail systems for any purpose which would reflect negatively on the City or its employees. Property of the City of Arden Hills The City's e-mail and internet systems are business tools. These systems shall be used in a professional manner for legitimate business purposes only and, at all times, remain the property of the City. 82 City of Arden Hills Personnel Policy Effective February 29,2016 Scope This policy applies to: 1. All technical resources that are owned or leased by the City, 2. That are used on or accessed from City premises, or that are used for City business. This policy also applies to all activities using any City paid accounts, subscriptions, or other technical services, such as internet access and e-mail, whether or not the activities are conducted from City premises; and all full or part-time employees of the City, volunteers, and contractors who are authorized to use City resources to access the internet or e-mail systems. Information is not Private The City computers, cell phones, and data stored on them are, and remain at all times, the property of the City. As such, all messages created, sent, or retrieved over the internet, cell phones, or the City's e-mail system are the property of the City, and should not be considered private. Employees have no right to privacy as to any information or file transmitted through or stored in the city's computer systems, cell phones, e-mail, or other technical resources. Use of Respect for Others Access to the internet via City resources and the use of City provided e-mail must only be used for City purposes. To that end, the use shall not disrupt or interfere with the work of other network users,adversely affect the operation of the internet or the City's own internal network, or misrepresent the interests of the City. Monitoring and Disclosure The City reserves the right to access, retrieve,read, and disclose any data,messages, or files stored on City funded systems for any purpose. Employees should be aware that, even when a message is erased or a visit to a web site is closed, it is still possible to re create the message or locate the web site. The City reserves the right to monitor the use of the systems to prevent abuse, enforce other policies, and access information. Access may occur in, but is not limited to, situations indicating: (1) impropriety, (2) violation of a City policy, (3) legal requirements, (4) suspected criminal activities, (5) breach of system security, (6) to locate substantive information or to monitor employee performance and conduct. The contents of these systems may be disclosed by City management within or outside the City without employee permission. Furthermore, all communications including text and images may be disclosed to law enforcement or other third parties without prior consent of the sender or receiver. The City has unlimited access to protect the security of these systems and the City's property rights. Consent All of the City employees,volunteers, and contractors who are provided access to the City's 83 City of Arden Hills Personnel Policy Effective February 29,2016 internet and e-mail systems are required to abide by the City's policy contained here and in other relevant documents. Use of the Internet The City provides internet access to some employees for their use in performing their duties for the City. All City employees are responsible for using internet resources in an effective, ethical, and lawful manner. It is the City policy that internet resources, like other City assets, be used for the benefit of the City. All internet use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications, and therefore, users should have no expectations of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. Uses that are acceptable and encouraged: 1. Communications and information exchanges directly relating to the mission and work tasks of the City; 2. Announcements of City procedures, meetings,policies, services, or activities; 3. Use for advisory, standards, research, analysis, professional development or development activities directly related to the user's City job-related duties; 4. Use in applying for or administering grants or contracts for City programs and activities. Uses that are unacceptable: It is unacceptable for a user to access, use, submit, publish, display, download, save, or transmit on the network, or on any computer system, any information which: 1. Violates or infringes on the rights of any other person, including the right to privacy; 2. Contains defamatory, false, inaccurate, abusive, obscene, pornographic, profane, sexually oriented, threatening, racially offensive, or other biased, discriminatory, or illegal material; 3. Violates City regulations prohibiting sexual harassment; 4. Restricts or inhibits other users from using the system or efficiency of the computer systems 5. Encourages the use of controlled substances or uses the system for the purpose of criminal intent; or 84 City of Arden Hills Personnel Policy Effective February 29,2016 85 City of Arden Hills Personnel Policy Effective February 29,2016 Uses the system for any other illegal purpose. It is also unacceptable for a user to use the facilities and capabilities of the system to: 1. Conduct any non-approved business; 2. Solicit the performance of any activity that is prohibited by law; 3. Transmit material, information or software in violation of any state, local, or federal law; 4. Conduct any political activity; 5. Conduct any non-City fund raising or public relations activities; 6. Download software without prior authorization of the network administrator; 7. Download music, video, and related media files that have no business purpose; 8. Engage in any activity for personal gain or personal business transactions; or 9. Make any unauthorized purchases. Copyrighted Material Users may download copyrighted material,but its use must be strictly within the agreement as posted by the author or current copyright law. The federal Copyright Act at 17 U.S.C. 101 et seq. (1988), protects and prohibits use of all original works of authorship in any tangible medium of expression. This includes a prohibition on plagiarism (using someone else's ideas or writing and passing it on as one's own). E-mail Internet e-mail is considered network activity; thus, it is subject to all policies regarding acceptable/unacceptable uses of the internet as well as the City's e-mail policy. Users should not consider internet e-mail to be private or secure. Passwords Access to the internet may require a password, and authorized employees are prohibited from giving their password to any other person, except as provided for inthe City's password policy. The password remains the property of the City, and all passwords must be disclosed to the Director of Administration. Uses of E-mail System The City provides an e-mail system to employees for their use in performing their duties 86 City of Arden Hills Personnel Policy Effective February 29,2016 for the City. All employees of the City are responsible for using the e-mail system in an effective, ethical, and lawful manner. It is the City policy that the e-mail system, like other City assets,be used for the benefit of the City. All e-mail use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications; and, therefore, users should have no expectation of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. The City's e-mail system shall not be used for unacceptable or unrelated purposes, including but not limited to the following: 1. To send or receive "chain" or similar type "letters." 2. To send and receive music, video, and related media files that have no business purpose. 3. To send and receive software without prior authorization of the network administrator. 4. To send or receive documents in violation of copyright or other laws. 5. To knowingly open mail not directed to you. Except to the extent that the City reserves the right to access and review all electronic uses and records, e- mail messages are confidential. 6. To send messages in violation of City security policies. 7. To forward electronic messages without a legitimate business purpose, under circumstances likely to lead to embarrassment of the sender or to violate the clearly expressed desire of the sender to restrict additional dissemination. 8. To send messages that are false or misleading, inaccurate, abusive, obscene, pornographic, profane, sexually-oriented, threatening, offensive, discriminatory, or illegal,including but not limited to sending messages under an assumed name or with intent to obscure the origin of the message. 9. To solicit or proselytize for commercial ventures,religious or political causes, outside organizations other non-job related solicitations. Avoid "carbon copying" individuals who have no direct involvement or "need to know." Likewise, e-mail to all users should only be used on very rare occasions when every person on the system has a direct need to know. 87 City of Arden Hills Personnel Policy Effective February 29,2016 Avoid "forwarding" e-mail to a third party unless necessary (see "carbon copying). When forwarding, explain the reason for the forwarding action and edit out any potentially inappropriate contents. If in doubt about the appropriateness of forwarding a given piece of mail, check with the originator for guidance. When sending an e-mail requiring "action," be sure to indicate which mail recipient(s) is/are to take action. Do not "say" anything in an e-mail message that could prove embarrassing or compromising to you, the City, or others. Each employee is responsible for the content of all text, audio, or images they transmit. Avoid potentially contentious exchanges through e-mail. Confidential and sensitive information such as performance reviews, disciplinary and/or corrective actions, attorney-client privileged information, personnel information, private data as outlined in the Minnesota Government Data Practices Act, and health or medical information should not be communicated via e-mail. Communications which would be inappropriate under other City policies are equally unacceptable if delivered via electronic communication. These communications may include, but are not limited to, harassing or discriminatory comments, breaches of confidentiality, and insubordinate statements. Use your common sense in determining when to use e-mail, in what is said, and to whom. Remember that electronic communication is not private and the City reserves the right to monitor and review all communications originating from or entering its computer systems. Computer Use Most City business is conducted with the use of desktop, notebook computers, or cell phones dedicated to a single user's activity. It is essential to protect City information assets createdgam, shared or stored with desktop, notebook computers, cell phones related computer media (e g flash drives) and peripherial equipment such as fax machines, printers and copiers This is subject to the City's Computer Use Policy. Employees are required to annually signoff on this policy. Security and Virus Protection E-mail and/or internet access may utilize passwords for security; however employees should be aware that the reliability of such tools for maintaining confidentiality cannot be guaranteed. Additionally, all passwords must be made known to the City through the Director of Administration, and passwords not known to the City shall not be used. 88 City of Arden Hills Personnel Policy Effective February 29,2016 To prevent computer viruses from being transmitted through the system, employees are not permitted to download or install any software onto their computers or any drives in those computers. When downloading a file or opening an e-mail attachment, users must scan all materials with City provided virus protection software. Additional consideration of policies and communications from the City's network administrator should also be used in determining how to handle potentially damaging e-mail or files. Other Technology Issues Beyond the use of internet and e-mail, there are several other issues to consider when utilizing City-owned technology, including personal computer and network usage. Copying Software and Programs Most computer software and programs are copyrighted, and it is illegal to make multiple copies. Employees may only copy and use software in accordance with the software license agreement. If there is any question about the appropriate use of the software, employees should contact the Director of Administration. Only Authorized Software Allowed No external,personal, or downloaded software and/or hardware shall be installed without prior approval by the network administrator. Backing Up/Deleting Files All files stored on the network will be backed up on a regular basis. Files that are stored on a users hard drive will not be backed up. Management of Files Because the storage capacity of the network is limited, all users are responsible for deleting outdated files. Users are also responsible minimizing the amount of large files such as graphics contained on the network. Work Product Ownership All information developed on a City computer system or introduced to a City computer system is the property of the City, regardless of where it was created. Likewise, all information developed by a City employee on computers outside of the City, if in conjunction with his or her employment with the City, is the property of the City, regardless of where it was created. Network Virus Protection Users shall not change their system configuration or take other steps to defeat virus protection devices or systems. Individual employees are responsible for verifying that disks and other storage media used 89 City of Arden Hills Personnel Policy Effective February 29,2016 or received from outside computers are scanned for viruses prior to their use on City computers. Please request assistance if you are unsure of how to scan files, disks, or related storage media for viruses. Access to Data A user's ability to view, add, or modify the configuration of their PC's and network files is based on access rights configured by the network administrator. These can be changed if needed. Contact the network administrator to request changes to user access rights. 90 City of Arden Hills Personnel Policy Effective February 29,2016 Cellular Phone Use This policy is intended to define acceptable and unacceptable uses of City issued cellular telephones. Its application is to insure cellular phone usage is consistent with the best interests of the City without unnecessary restriction of employees in the conduct of their duties. This policy will be implemented to prevent the improper use or abuse of cellular phones and to ensure that City employees exercise the highest standards of propriety in their use. General Policy Cellular telephones are intended for the use of City employees in the conduct of their work for the City. Supervisors are responsible for the cellular telephones assigned to their employees and will exercise discretion in their use. Nothing in this policy will limit supervisor discretion to allow reasonable and prudent personal use of such telephones or equipment provided that: Its use in no way limits the conduct of work of the employee or other employees. No personal profit is gained or outside employment is served. An employee will not be reimbursed for business-related calls without prior authorization from his/her supervisor. Supervisors may also prohibit employees from carrying their own personal cell phones during working hours if it interferes with the performance of their job duties. Use of public resources by City employees for personal gain and/or private use including, but not limited to, outside employment or political campaign purposes, is prohibited and subject to disciplinary action which may include termination and/or criminal prosecution, depending on the circumstances. Incidental and occasional personal use may be permitted with the consent of the supervisor. Personal calls will be made or received only when absolutely necessary. Such calls must not interfere with working operations and are to be completed as quickly as possible. In cases where the City does not regard accounting for personal calls to be unreasonable or administratively impractical due to the minimal cost involved, personal calls made by employees on a City-provided cellular phone must be paid for by the employee through reimbursement to the City based on actual cost listed on the City's phone bill. Procedures It is the objective of the City to prevent and correct any abuse or misuse of cellular telephones through the application of this policy. Employees who abuse or misuse such telephones may be subject to disciplinary action. 91 City of Arden Hills Personnel Policy Effective February 29,2016 Responses The Director of Administrative Services, or designee, will have primary responsibility for implementation and coordination of this policy. All supervisors will be responsible for enforcement within their departments. SOCIAL MEDIA USE POLICY Introduction The City of Arden Hills will determine, at its discretion, how its web-based social media and online community presence will be designed,implemented, and managed as part of its overall communications and information technology strategies and functions. City government social media and other web-based resources may be modified or removed by the City at any time and without notice, as necessary to maintain the integrity of both communications and information technology functions. Purpose It is the intent of the City of Arden Hills to represent itself appropriately, consistently, and positively on the internet. Collaborative technologies are fundamentally changing how information is provided, received, and how the City can engage its citizens. To aid in meeting the goals of the City, the purpose of this policy is to establish procedures for creating and maintaining a social media and online community presence which is in accord with policies and directives established by City management. It also provides guidelines and standards for individual employees regarding the use of social media for communication with citizens, colleagues, and the world at large. Scope This policy applies to any existing or proposed social media websites and online community accounts created by City employees during the course and scope of their employment, and includes all sites and accounts described in this policy. This policy does not govern personal use of social media websites during work hours. The Computer Use and Security Policy governs personal use of social media. Definitions City Social Media" — Typically a mobile-based tool for sharing and discussing information. Focus on creating and fostering online social communities for a specific purpose and connecting users from varying locations and interest areas. Social Media Websites" — Typically a mobile-based tool for sharing and discussing information. Focus on creating and fostering online social communities for a specific purpose and connecting users from varying locations and interest areas. 92 City of Arden Hills Personnel Policy Effective February 29,2016 Social Networking" — Offers a way for registered users to communicate with each other on the internet, usually offering many ways to connect to other registered users. These websites fall under four categories: Conversation—blogs, message boards, Twitter Social Networking— Facebook, Myspace, LinkedIn Content Sharing—YouTube, Flickr, Digg, Delicious Collaboration—Wikipedia, Micropublishing These websites can offer many different ways for users to interface such as instant messaging, blogging and commenting, microblogging, status updates, online forums, website link sharing, video conferencing, sharing photos, videos, etc. Microblogging (Twitter)" —This is a form of blogging that allows registered users to post short updates (140 characters or less) about themselves and their activities. General Standards The City of Arden Hills' social media websites and online community accounts and their associated content should focus on significant City interest areas and be organized in a manner that avoids duplication, ambiguities, and/or conflicting information. Social Media Web Site Responsibility It is the responsibility of the Director of Finance and Administrative Services or his/her designee to ensure all City policies are followed when employees are establishing a City of Arden Hills social media site or the applicable Department Director when interacting with social media sites in the course of the employee's scheduled work. 1. All postings to City of Arden Hills social media sites may be subject to review by the City Clerk, Department Director (as applicable) and/or the City Administrator and may be deleted without notice. 2. Additional or significantly amended social media websites, intended to be established for the benefit of the City of Arden Hills via individual employees or departments, must be approved by the Director of Administrative Services or his/her designee and the City Administrator. The employee is responsible for providing documentation on the benefits of using social media networks for their specific job functions as justification for approval of the additional or significantly amended social media sites. It is the responsibility of the employee's supervisor to review work impacts to assure that using social media does not negatively affect the employee's day-to-day job performance. 3. Administration of all social media websites and online community accounts must comply with applicable laws, regulations and policies as well as proper business 93 City of Arden Hills Personnel Policy Effective February 29,2016 etiquette. 4. City social media accounts accessed and utilized during the course and scope of an employee's performance of his/her job duties may not be used for private or personal purposes or for the purpose of expressing private or personal views on personal, political or policy issues or to express personal views or concerns pertaining to City employment relations matters. 5. City of Arden Hills social media and online community website accounts are considered a City asset and logins to these accounts must be securely administered in accordance with City computer security policies. The City Clerk must be an administrator on all City website accounts. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. 6. A social media website and online community accounts shall not be used by the City or any City employee or representative to disclose sensitive and/or confidential information without the prior approval of the City Administrator. 7. All social media websites and online community accounts created and utilized during the course and scope of an employee's performance of his/her job duties will be identified as belonging to the City of Arden Hills, including the City logo, as well as a link to the City's official website. 8. Only City employees can administer City social media sites. Social Media Guidelines 1. Adhere to your area of business expertise and provide information on your current activities and those of your industry. 2. Post meaningful, respectful comments that promote collaboration and sharing. Do not spam, inflame, or make comments that are offensive. Posting may include: a. City events b. City partner events c. Special events will be considered on a case-by-case basis Posting not allowed: a. Sales at retail stores b. Political Commentary 3. Always think before posting; if it causes you to pause or question if it is appropriate, it most likely should not be posted. 94 City of Arden Hills Personnel Policy Effective February 29,2016 4. Respect proprietary information, content and confidentiality. Give credit to appropriate persons when required or appropriate. 5. Reply to comments in a timely manner, when a response is appropriate. Understand that quality communication is important, so engage appropriately. 6. Be transparent as to who you are and who you represent. Be clear about your role for the City of Arden Hills so as to identify your vested interest in the information you share. 7. Be aware that just by identifying yourself as a City of Arden Hills' employee, you are creating perceptions about yourself and about the City. Be sure all content associated with you is consistent with your work and the City's professional standards. 8. Know and follow the City's rules for conduct, Computer Use & Security Policy and the Social Media Use Policy. 9. Be aware that some information is confidential and/or sensitive until deemed available for public release. Employees are expected to maintain this confidentiality. 10. Add value and excitement to the online community. Your statements and posts should provide the community with information to improve their knowledge, skills, solve problems, or to understand City government and community activities better. 11. Social media is a conversation, so talk to the community as you would a real person in a professional situation. Be a leader while communicating and do not create incendiary statements to inflame others. Be careful and considerate of other points of view. Posting guidelines: a. No more than for 2 posts per day on the site. b. Please keep sites updated. c. Posts should include a colorful picture or link if possible to another site to promote interest. d. Post events as close to the date of the event as possible. At the very least, post a reminder close to the event. Guidelines for responses to posts: a. The City will delete any responses containing profanity, vulgarity, or which are demeaning or inflammatory to other people. b. Document deleted posts (save thread to a file), along with specific reason for deleting. Use Facebook as a photo repository for City events —gives fans a reason 95 City of Arden Hills Personnel Policy Effective February 29,2016 to join and something to look at. Policy Violations Violations of this Policy will subject the employee to disciplinary action up to and including discharge from employment. Exceptions/Changes This policy replaces all previous policies covering the same or similar topics except as provided for in Arden Hills' Personnel Policies. Exceptions to this policy may be granted only by the City Administrator. This policy may be reviewed and changed at any time. COMPUTER USE AND SECURITY POLICY Introduction It is the purpose of this policy to define standards for use of the City's computer system and requirements for maintaining system security. Ownership The City of Arden Hills' computers and information produced and stored on City computers are the sole property of the City. The City has exclusive rights to review, retain, maintain, modify or delete these files, messages and documents. This includes personal messages and files that reside on City equipment and storage media. Employees may not distribute or copy City data without proper authorization. Privacy Employees who use the City's computer system are not guaranteed privacy or confidentiality. All files and documents stored on City-owned equipment and media, including personal messages and internet usage logs, are subject to monitoring by City management and may also be viewed by City I.T. staff as a consequence of performing their duties. Employees must respect the confidentiality of other people's electronic communications and may not attempt to read, "hack" into other systems or other people's accounts, or "crack" passwords, or breach computer or network security measures, or monitor electronic files or communications of other employees or third parties except by explicit direction of City management. Public Records & Accessibility Electronic files, documents and messages are a public record and subject to public record regulations with respect to inspection and disclosure, and scheduled retention and disposition. 96 City of Arden Hills Personnel Policy Effective February 29,2016 Electronic files that store e-mail messages and other documents are the City's property. Employees should be aware that the City has the same right to access electronic files stored on City computers as it does files stored in an employee's desk or workstation. Employees should be aware that any data stored is subject to government data practices statutes which can make the text accessible to the public. Therefore, sensitive or personal documents or messages should not be sent or stored on the computer system. The City, as well as individuals outside the Arden Hills organization, have the ability to track the Internet sites accessed with the City of Arden Hills account. When sending e-mail messages, users should exercise caution in determining what information to include, because the receiving party has the ability to forward the message anywhere in the world. Manner of Communication Employees are expected to communicate in a professional manner that will reflect positively on them and the City of Arden Hills. Employees should use the same care when creating electronic communications as they would use with oral or other written communication. Existing policies governing employee behavior, both within the workplace and when interacting with the general public, apply to electronic communications. Employees are not permitted to represent themselves as any other person on the Internet or to use another employee's e-mail account to send messages. The Communications Policy for employees governs the manner of communication. Internet Access Internet access is available on most City-owned computers and is provided to employees as a resource to assist with the performance of work-related duties. Visiting Internet sites that contain "adult material" (such as pornography) or promote hate, racism, violence, or illegal activities are prohibited. Proxy sites are also prohibited. The City uses a filtering system to block access to these sites. However, these systems are not able to always block access to all prohibited sites. Therefore, the ability to visit a prohibited site despite the presence of this filtering software does not constitute permission to do so. SharePoint Purpose and Use The purpose of the City of Arden Hill's SharePoint is to communicate work and employee information. SharePoint is an internal website designed exclusively for City of Arden Hills employees. SharePoint Content The City's Information Technologies, HR and Communications staff oversee all aspects of SharePoint, including content and design. Selected staff are expected to update SharePoint pages and will receive necessary training to do so. 97 City of Arden Hills Personnel Policy Effective February 29,2016 All employees may post announcements on the employee message board. This may include (but is not limited to) the advertisement of personal items for sale, family announcements, and general inquiries to staff, which can be done intermittently and not a part of a business. Use of the message board is not to be used in any way as a forum to communicate opinions or promote personal agendas of any kind. Personal announcements about other employees may not be posted without their consent. All entries are subject to removal if considered inappropriate for content, language, or any other reason. Use of Equipment Allowable uses of electronic systems and information include the following, to the extent that these uses are for the purpose of conducting City of Arden Hills business: to facilitate performance of job functions; to facilitate the communication of information in a timely manner; to coordinate meetings of individuals, locations and City resources; to communicate with other departments throughout the City; to communicate with outside organizations as required in order to perform an employee's job functions. Personal Use of Equipment and Systems Limited personal use of the City's computer system, including e-mail, social media sites, and the Internet is permitted. Personal use of the computer system shall follow the same guidelines as apply to personal use of the telephone and other personal activities while on duty. Such personal use must not consume large amounts of City resources. Employees using electronic media and services for personal use waive any claims to privacy regarding that usage. Excessive personal use is prohibited and will be subject to discipline. Personal use of a City e-mail account must conform to the same professional standards as work- related communications and may not be used for business ventures or illegal activities. Employees need to be particularly sensitive to the content and interpretation of e-mail messages sent from City accounts as the e-mail address is clearly identified with the City. Excessive Usage Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system. Continued impedance of other users through mass consumption of system resources, after receipt of a request to cease such activity, is prohibited. The willful or careless introduction of malicious programs such as computer viruses, Trojan Horses and worms into the City's network or into any external networks or computers can cause such excessive computer usage or even damage a system and so would be a violation of this policy. E-mail Distribution Lists 98 City of Arden Hills Personnel Policy Effective February 29,2016 The City's e-mail distribution lists generally are to be used for official City business only. Distribution lists that include persons who are not City employees may not be used for other purpose without the prior authorization of the City Administrator/Department Director. Messages that are of general interest to City employees but not official business should be posted to the message board on the SharePoint Extranet rather than mailed to employee distribution lists such as "ArdenHills —All". Use of employee distribution lists for non-official business should be infrequent and not be political or controversial in nature. If they contain requests for donations of any sort, the sender must obtain the prior approval of the City Administrator/Department Director. Inappropriate Material Electronic media may not be used for knowingly transmitting, retrieving or storage of any communications of a discriminatory or harassing nature, or which are derogatory to any individual or group, or which are obscene or sexually explicit, or are of a defamatory or threatening nature, or for "chain letters," or for any other purpose which is illegal or against City policy or detrimental to the City's reputation. Electronic media may not be used for personal use relating to political, religious, or personal financial profit. System Security City employees shall adhere to the following practices to protect the integrity and security of the City's computer system: Employees may not install any modem, wireless access device, other external connection or remote access hardware or software onto their City-provided computer or any part of the City's network without the prior authorization of IT staff and with approval of the Department Director. Employees may not disable any anti-virus, firewall, or other software or hardware designed to prevent unauthorized access to the City's network and computers without the prior authorization of IT staff and the City Administrator. Employees are responsible for maintaining the confidentiality of passwords. Employees shall immediately inform their Supervisor and the I.T. Help Desk if they know or have reason to suspect that any passwords have become known to a person unauthorized to access the systems they protect. Employees shall immediately inform their Supervisor and the I.T. Help Desk should they become aware of a possible security breech. This includes knowledge of a password by someone not authorized to have it, inappropriate demand to reveal a password, unauthorized access to a system, and loss or theft of equipment or storage media (CDs, disks). Software Computer software is protected by U.S. copyright law. It is illegal to make or distribute copies of copyrighted material without authorization. Software installed on City-owned 99 City of Arden Hills Personnel Policy Effective February 29,2016 equipment must be properly licensed and its use must comply with the terms of the licensing agreement. Copyright Employees should make a practice of contacting the owner of a copyright in the use of material found on the Internet and request permission for the proposed use. Policy Violations Violations of this policy will subject the employee to disciplinary action up to and including discharge from employment. COMMUNICATIONS Introduction The City of Arden Hills strives to provide the public accurate and timely information, communicated in a professional manner, and in accordance with the laws regarding public information and data practices. This policy provides guidelines for all external communications from the City using various mediums including, but not limited to: Printed materials such as newsletters, articles, and brochures. Electronic materials such as email, postings to web sites or social media sites. Media relations such as requests for interviews, news releases, and media requests. The City also recognizes that employees may sometimes comment on City matters outside of their official role as an employee for the City of Arden Hills. Therefore, this policy also provides guidelines for employees when communicating as a private citizen on matters pertaining to City business. Policy General Guidelines for all Communications (Official and Personal) All City employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Any employee who identifies a mistake in reporting should bring the error to the Department Director, City Administrator, or other appropriate staff. Regardless of whether the communication is in the employee's official City role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use etc. Employees must also follow all City policies that may apply. Examples of relevant policies include: Computer Use & Security Policy 100 City of Arden Hills Personnel Policy Effective February 29,2016 Data Practices Policy Political Activity Policy Social Media Use Policy Additional Guidelines for Offcial City Communications Handling General Requests: All staff is responsible for communicating basic and routine information to the public in relation to their specific job duties. Requests for private data or information outside of the scope of an individual's job duties should be routed to the appropriate department or to the data practices authority. Handling Media Requests: With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media are to be routed through the Department Director or City Administrator. Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, and websites. When responding to media requests, employees should follow these steps: If the request is for routine or public information (such as a meeting time or agenda) provide the information and notify the Department Director of the request. If the request is regarding information about City personnel, potential litigation, controversial issues, an opinion on a City matter, or if you are unsure if it is a routine" question, forward the request to the Department Director or City Administrator. An appropriate response would be, "I'm sorry, I don't have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as he/she can." Ask the media representative's name, questions, deadline, and contact information. Communicating on behalf of the City: The City Administrator, Department Directors, and communications staff are authorized to communicate on behalf of the City in interviews, publications, news releases, on social media sites, and related communications. Other employees may represent the City if approved by one of these individuals to communicate on a specific topic. When speaking on behalf of the City: Employees must identify themselves as representing the City. Account names on social media sites must clearly be connected to the City and approved by the Department Director or City Administrator. On social media sites only an administrator of the site may respond to requests and post comments. 101 City of Arden Hills Personnel Policy Effective February 29,2016 No employee is allowed to start a social media site for the City without prior authorization from the Department Director and City Administrator. No employee is allowed to create a website and/or register a web address (URL) for the City without prior authorization from the Department Director and City Administrator. Approved URLs must be registered by the I.T. Division and approved websites must be established by the Deputy Clerk. All information must be respectful, professional and truthful. Corrections must be issued when needed. Personal opinions generally do not belong in official City statements. One exception is communications related to promoting a City service. For example, if an employee posted on the City's Facebook page, "My family volunteered at the Urban Wildlife half marathon and had a great time". Employees who have been approved to use social media sites on behalf of the City should seek assistance from the Department Director or City Administrator on this topic. Employees using their personal technology (cell phones, home computer, cameras, etc) for City business should be aware that the data transmitted or stored may be subject to the data practices act and legal proceedings. Additional Guidelines for Personal Communications It is important for employees to remember that the personal communications of employees may reflect on the City, especially if employees are commenting on City business. The following guidelines apply to personal communications including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc), letters to the editor of newspapers, and personal endorsements. Remember that what you write is public, and will be for a long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information that you would not want your boss or other employees to read, or that you would be embarrassed to see in the newspaper. The City of Arden Hills expects its employees to be truthful, courteous and respectful towards supervisors, coworkers, citizens, customers and other persons associated with the City. Do not engage in name-calling or personal attacks. If you publish something related to City business, identify yourself and use a disclaimer such as, "I am an employee of the City of Arden Hills. However, these are my own opinions and do not represent those of the City of Arden Hills." City resources,working time, or official City positions cannot be used for personal profit or business interests, or to participate in personal political activity. For example, a building inspector could not use the City's logo, email, or working time to promote his/her side business as a plumber. Personal social media account names or email names should not be tied to the 102 City of Arden Hills Personnel Policy Effective February 29,2016 City. Policy Violations Violations of this policy will subject the employee to disciplinary action up to and including discharge from employment. 103 Attachment C lit No M ILLS CITY OF ARDEN HILLS PERSONNEL POLICY Amended by the Arden Hills City Council: 2016 City of Arden Hills Personnel Policy Effectiv e Februar29,201-5G STATEMENT OF POLICY Any term and condition of employment shall remain solely within the discretion of the City to modify,establish,or eliminate.The City of Arden Hills retains the full and unrestricted right to operate and manage all personnel,facilities,and equipment;to establish functions and programs;to set and amend budgets;to determine the utilization of technology;to establish and modify the organizational structure; to select, direct, and determine the number of personnel;to establish work schedules,and to perform any inherent managerial function not specifically limited by current collective bargaining agreements,these regulations,and City Council resolutions. These policies supersede all previous personnel policies. Nothing in these policies is intended to modif or supersede any applicable 12xo-6sion of State of Federal law. 1 City of Arden Hills Personnel Policy Effective I,ebmar 29.201-5G DEFINITIONS Anniversary Date-Benefits Shall mean the month and day of initial hiring of a Regular Permanent Full-time or Temporary employee. Anniversary_Date—Promotions Shall mean the month and day of a—er promotion of a Regular Permanent Full-time or Temporary-arremployee. Benefits Benefits shall mean indirect compensation granted to employees. Benefit Year for PTO March 1 —February 28. Certified Bargaining Unit Group of employees who have been determined by the State to have a common interest in the collective bargaining process and whose interest has been determined as appropriate by the State. Class A position or group of positions similar in respect to their duties and responsibilities so that the same title can reasonably be used and the same salary schedule may be applied to the position. Compensatory Time Time off from work for employees not exempt from the provisions of the Fair Labor Standards Act.Compensatory time shall be computed at one and one-half times the number of overtime hours worked. Demotion The placement of an employee in a position having a lower pay and/or less responsibility than the position previously held. This could involve a reduction in salary due to incompetency, inefficiency,or misconduct. Exempt Employee An employee who is exempt from the overtime provisions of the Fair Labor Standards Act. Flex-Time Time off from work for exempt employees. May only be used in increments of 9-hours or less, no consecutive days,maximum accrual of 80 hours. 2 City of Arden Hills Personnel Policy EffectiveI ebruary 29.201-5G Grievance A dispute or disagreement regarding the interpretation or application of the specific terms and conditions of a labor agreement or City policy. Immediate Family The-spe>is e, leggl-grrRrdi ' '' a" ' ' Come[SI1]:Do w add domestic partner in here% Commented[SI2R1]:Changed per June 30,2015 meeting to this text. Formatted:Not Highlight laws of grandeWdreii of an The employee's spouse....legal guardian as well as children, siblings, parents. in-laws, grandparents, aunt uncle,niece and nephew by blood,marriage or adoption. Lay-Off The temporary dismissal from employment of an employee for an unspecified length of time.During a period of lay-off, employees do not accrue benefits and are not credited with service. Municipal Service Employed by the City. Non-Exempt Employee An employee who is not exempt from the overtime provisions of the Fair Labor Standards Act. Overtime Duties performed at the express authorization of the Employer in excess of the 40 hours per work week. Personal Time Off Personal Time Off (PTO) is authorized paid absence from duty. Position Employment calling for the performance of specified tasks which constitute the total work assignment of a single employee. Probationary Employee One who has been assigned to a regular full-time or regular part-time position but who has not completed the probationary period. Probationary Period A designated period of time after the original appointment of any regular full-time or regular part-time employee. This period is a trial period considered as an integral part of the examination 3 City of Arden Hills Personnel Policy Effective IFcbru,, 29,207-5G process during which an employee is required to demonstrate fitness for the position and ability to meet required performance standards of a position. Promotion The placement of an employee in a position having a higher pay range and/or more responsibility than the position previously held. Regular Full-time Employee Regular full-time employee means a regular employee who has successfully completed the required probationary period and is scheduled for that number of hours which make up the regularly scheduled weekly or monthly period of service in the class. Regular Part-time Employee Regular part-time employee means a regular employee who has successfully completed the designated probationary period and is employed on a schedule of 20 or less hours per week. Service Credit The specified period of time required for an employee to be eligible for benefits. Temporary Employee Temporary employee shall mean any person who is engaged in part-time, seasonal, or casual employment.Temporary employees shall not accrue benefits or Personal Time Off Termination The separation of an employee from the municipal service as a result of discharge, resignation, retirement,or death. Transfer The position within the same class as the position previously held. A transfer does not result in a change in pay range. Weapons Veapons are defined to include all legal or illegal commented[sisl:Added for Respecrfid Workplace section definition. firearins suntchblade knives. or ani' other object that has been modified to serve as a weapon or that has the primarypurpose of serving as a weapon. 4 City of Arden Hills Personnel Policy Effective February 29,201-5G PURPOSE AND APPLICATION The purpose of this policy is to establish a uniform and equitable system of municipal personnel administration for employees of the City. The provisions of this policy shall apply to employees of the City except the following: All elected officials. Temporary employees and pftrt tifne employees, other than regular part-time employees,and interns. Consultants and other rendering professional services on a fee basis. Volunteer personnel and personnel appointed to serve without pay, including members of boards,commissions and committees. Emergency appointees serving with or without pay. Seasonal employees. Specialized instructors. Referees and coaches. Election judges,. 5 City of Arden Hills Personnel Policy Effective Februarl°29.20136 EQUAL EMPLOYMENT OPPORTUNITY It is the policy and intent of the City of Arden Hills to provide equality of opportunity in employment to all persons.The policy prohibits discrimination because of race,color,creed, religion,national origin,sex,sexual orientation,disability,age,marital status,or status with regard to public assistance or any other characteristic protected by law. The EEO policy applies to all phases of full,part-time,probationary,temporary and seasonal employment,unless otherwise stated,but not limited to,recruitment,hiring,rates of pay,or other forms of compensation and selection for training.This policy also applies to the use of all facilities and participation in all City-sponsored employee activities. Employees shall share equally with the City the responsibility for applying the provisions of this policy. 6 City of Arden Hills Personnel Policy Effective Fcbruar,)•29.20156 RESIDENCY REQUIREMENTS Employees of the City are not required to establish and maintain their residence within the corporate limits of the City. EMPLOYEE RECORDS Employee records are maintained in the OfficeDirector of Administrative Services'Office.Laws regarding data privacy,as adopted in the Data Practices Policy found in the Addendum,are strictly followed. It is important that your permanent personnel records are kept accurate and up-to-date.You must immediately notify the l-et Cjty Clcrk,1Hwnan Resettrees,'moire:t r or the Director of Administrative Services when there is a change in any of the following: Name (through marriage or otherwise) Address Marital status Beneficiaries for life insurance and retirement Telephone number Person to contact in case of an emergency This data is private and is not revealed without your permission. NEWS RELEASES Formal news releases concerning municipal affairs are the responsibility of the Citv Administrator. All media interviews must be approved by the City Administrator before the interview. All contacts with the media should be reported to the City Administrator as soon as practicable. No City employee is authorized to speak on behalf of the City without prior authorization from the City Administrator or his/her designee. All news releases concerning City personnel will be the responsibility of the City Administrator. Comm ter junnted[ 0,201 From the LMC Model—do we want this in keret Atter une 30,_015. For more information see General Guidelines for all Communications(Official and Person). 7 City of Arden Hills Personnel Policy Effective IM)ruary 29.20156 PERSONNEL RECORDS AND FORMS In order that proper reports may be made and records maintained concerning the various personnel activities,the City Adffiiiistrato Director of Administrative Services shall develop, or cause to have developed and installed,appropriate forms and records for this purpose.The Deputy r-ere 114u..an n e^,.0 fees P4eet^,-City Clerk or the Director of Administrative Services shall have responsibility for maintaining and coordinating all necessary personnel records. Annually employees will be required to review the Personnel Police and sign an acknowledgement form and update the Employee Information/Emergency Information form. The Director of administrative Services or his/her designee shall advise all employees on all personnel transactions,records systems and procedures. Any employee or the employee's designated representative,when authorized in writing by the CommeOted[$15]:Devise a form for this and put in they need to schedule a time. employee, may review such employee's Official Personnel File maintained in the_ clerk iuu ffi n Reseitif-ees T,ireeto Director of Administrative Services'office upon request to the City_'dmil st± toiDirector of Administrative Services.Such review may be made during regular office hours consistent with the conditions established by the City Director of Administrative Services. BACKGROUND CHECKS All finalists for employment with the Cite will be subject to a background check to confirm information submitted as part of application materials and to assist in determining the candidate's suitability for the position Except where already defined by state law, the Director of Administrative Services and/or City administrator will determine the level of background check to be conducted based on the position being filled. A final applicant for a City position will be subject to a criminal history investigation.Before the investigation is undertaken,the finalist must authorize,in writing,the City to undertake such an investigation on a form approved by the City attorney,and provided by the Deptt Glee_iu..._..n n,.....,._ees Dir-eeto.-.Citi'Clerk. 8 City of Arden Hills Personnel Policy Effective Fcbruary29.201-5G RECRUITMENT AND SELECTION All appointments in the municipal service shall be made according to job-relevant qualifications,merits and fitness as determined by the City Council or City Administrator. Appointments to municipal service shall be made by the Appointing Authority. The basic recruitment and selection policies of the City are to take whatever measures necessary to seek out and to encourage properly qualified individuals to apply for positions at all levels of City service and to provide assurance that the best qualified applicants are taken into municipal service. No person shall in any way be favored or discriminated against because of race,color,creed,age,marital status,sex,political opinion or affiliation,disability, sexual orientation,or welfare assistance status. In making a selection from among candidates to fill vacancies,the City may use written,oral or performance tests,an evaluation of training and experience,or any combination of these. Investigations of background,character,education,experience or physical fitness may also be required. Any applicant or employee giving false or misleading information on an application form, cheating on an examination,or falsifying a statement,certificate or evaluation shall not be considered for employment or shall be subject to immediate dismissal.Fraud or attempts to commit fraud which would preclude the City from impartially executing these provisions shall be cause for the City to refuse to appoint an applicant or to dismiss an employee. No person seeking employment or promotion shall,either directly or indirectly,attempt to influence the City Administrator or City Council in any way with money,services,or other remuneration. It is the City's policy that relatives of persons currently employed by the City may be hired Formatted:Font:14 pt only if they will not be working under or over a relative within a reporting chain and are not likely to be in such a position in the future Current employees of the Croy will not be transferred or.12romoted into such a reporting chain relationship. If the employees become relatives after employment management will implement any appropriate transfer or separation decision that may be necessary after consulting with the affected employees. For purposes of this Section a relative includes the employee's spouse,legal guardian,as well as children.siblings parents in-laws,grandparents aunt uncle niece and nephew by blood,marriage or adoption. Formatted:Highlight related by bleed or-ffiffriftge.However-,to a-v_ eonf et af ifftefest,tie City e Ple 1 i e 1 of t i fie Gity etnployee is to be assigned tespaftsibilit-for- and d4eeting lwor- addition, i fY 1 1 l il_h N 9 City of Arden Hills Personnel Policy Effective Iiebruary 29.201-5G Commented[$I6]:Optional language: It is the City's policy that relatives of persons currently employed by the right City may behiredonlytheywillnotbeiworkingunderoroveraAppointmenttoapositionofmunicipalserviceshallnotbeconstruedtobeapropertygrelativewithinareportingchainandarenotlikelytobeinsucha of the employee.All employees are appointed by and serve at the sole discretion of the City position in the future,current employees of the city will not be transferred or promoted into such a reporting chain relationship. If the Council. employees become relatives after employment,management will implement any appropriate transfer or separation decision that may be necessary after consulting with the affected employees. For purposes of this Section a relative includes the employee's spouse, legal guardian,as well as children,siblings,parents,in-laws, grandparents,aunt,uncle,niece,and nephew by blood,marriage or adoption. Commented[SI7R6]:Updated language per direction from the June 30,2015 meeting. Formatted:Highlight 10 City of Arden Hills Personnel Policy Effective Fcbruarl 29.201-56 PROBATIONARY PERIOD The City of Arden Hills regards the probationary period as an integral part of the examination process.During this period new employees are closely evaluated to determine whether or not they meet acceptable standards of performance. The first six (6) months of employment shall be designated as the probationary period. During this period employees are encouraged to discuss their progress with their supervisor and become fully acquainted with job responsibilities. If the employee's work meets established standards,they will become a regular employee at the end of the probationary period.New employees judged incapable of learning and properly performing the job during this period may be terminated without stating a reason or cause,or in accordance with law or the applicable provisions of labor agreements. Review. Near three (3) months prior to completion of the probationary period, the City Administrator and/or Supervisor shall meet with the employee and informally discuss goals and performance. BT- e weeks before six (6) months of employment, the City Administrator and/or Supervisor shall meet with the employee to review their performance: The City has the option to extend the probationary period at this time. If the employee is not to be continued beyond the end of the probationary period,the employee shall be so notified before the end of such period. commented[s181:Added language from the June so,2015 meeting. Credit for Benefits during Probationary Period. During the probationary period an employee will receive paid holidays.After six(6)months of continuous service,a newly hired probationary employee will be entitled to use Personal Time Off accrued from the date of employment. This provision does not apply to employees serving a probationary period following promotion. 11 City of Arden Hills Personnel Policy Effective Februaq 29.201-5G EMPLOYMENT GUIDELINES Job Posting The City of Arden Hills will post all job openings internally,and may also be publicized in a local newspaper or through other news media deemed necessary, in order to encourage qualified persons to apply. Qualified applicants will be interviewed by the Cay Director of Administrative Services, appropriate Supervisor, the respective Council Committee,and appointed by the City Council. Such notice shall include the job titles, duties,and the date the position is intended to be filled. Transfers The City Council in their discretion may transfer employees from one department to another or transfer work between departments of the City or to independent contractors.Employees transferred at the City's option will not be required to work at a lower rate of pay than that which they were earning prior to the time of transfer.Nothing herein prevents an employee from accepting a transfer to a position with a lower rate of pay. Conduct as a City Employee In accepting City employment employees become representatives of the City and are responsible for assisting and serving the citizens for whom they work. An employee's primary responsibihty is to serve the residents of Arden Hills Employees should exhibit conduct that is ethical, professional. responsive and of standards becoming of a Cit< employee To achieve this goal emplotees must adhere to established policies rules, and procedures and follow the instructions of their supervisors. Formatted:Font:Not sold Staff Guidelines Since all employees share the responsibility for keeping their department operating in an orderly,safe and efficient manner,they are entitled to know the types of conduct,which will contribute to fulfilling their department's functions.At a minimum all employees are required to: BE ON TIME Supervisors depend on each employee for help in maintaining important work schedules.Being at the job location and ready to begin work at the specified time will get things off to the right start. T'i Commented[SI9]:Devise a Eorm for this process. h a f 1 t 7i,...„......01 S.;'t 11 An--1--yee-110 wishes to flex their hours Commented[SI10R9]:Added additional language from June 30, v r 2015 meeting. must submit-a form to their supervisor for approval The form will indicate the regular schedule of the employee as well as the rNnested flex hours If approved and signed by the supervisor,the form will be filed in the employee's Personnel File and is updated annually. BE REGULAR Excessive absenteeism or tardiness jeopardizes an employee's job and 12 City of Arden Hills Personnel Policy Effecti-e I,ebmary 29.201-5G creates problems for supervisors and fellow workers. An employee is required to furnish satisfactory evidence that their absence is justified if their supervisor requests it. GIVE ADVANCE NOTICE WHEN USING UNSCHEDULED PERSONALTIME OFF An employee must notify their supervisor as early as possible if using unscheduled Personal Time Off.Except in unusual cases,he/she should talk directly with their supervisor to be sure that their supervisor receives the message. HELP KEEP THE WORK AREA AND EQUIPMENT IN GOOD ORDER It is necessary to maintain sanitary and healthful conditions throughout the buildings and offices. Good housekeeping promotes good workmanship and safety.Equipment must be kept in order,the floor free of litter and the general rules of housekeeping observed.Be neat in your personal appearance. PERFORM THE JOB PROPERLY Supervisors are responsible for directing the work. They will answer any questions or clarify any assigned duties,which an employee does not understand.Every employee should take pride in their work and perform their job carefully and according to instructions. All necessary information should be passed on to relief operators in order that they may continue the operation without interruption or confusion. BE AN EXAMPLE The conduct of each individual shall be beyond criticism as a public employee. Good conduct not only allows the employee to protect himself/herself from censure,but also helps to make the whole organization to be one of pride to the community. BE POLITE No employee should let the weight of their job affect their personality. A cheerful, polite attitude not only makes work easier, but also makes it easier for fellow workers to work with the employee. DRESS CODE Because all City staff interact with the public on a regular basis, it is important for all employees to represent the City by dressing in a professional manner.Each City employee should dress in a department issued uniform or in a`Business Casual'fashion. The f 11 a r 1 1' f items ..1.'..L, afe not _is a F'1 t E1•r£'S more t _ /»above 1. lutee,any el if 1ayees question whether an item is eensidered1 1 t 11 eeftsult l h sttpervisarPersonal appearance should be appropriate to the nature of the work and contacts Formatted:Not Highlight with other people and should present a positive image to the public Clothing jewelry or other items that could present a safety hazard are not acceptable in the workplace. The City recognizes special job assignments or special duties of a particular job may require an employee to wear non-business casual clothing. Approval must be received from your 13 City of Arden Hills Personnel Policy EffectiveFcbru,, 29.20136 supervisor for non-business casual clothing. The City has adopted a casual Friday policy which allows an employee to wear jeans. In the event an employee arrives at work inappropriately dressed2015 meeting. or groomed,the employee CoMmented[SI11]:Additional language added from June 30, will be sent home to change into appropriate clothing,and will be expected fe r tl-P 44P 4qFi to use PTO for the lost time during the work day. CONFLICT OF INTEREST City employees are to remove themselves from situations in which they would have to take action or make a decision where that action or decision could be perceived or actual conflict of interest If an employee has any question about whether such a conflict exists he/she should consult with the Director of Administrative Services or the City_administrator. FALSIFICATION OF RECORDS Any mployee who makes false statements or commits or attempts to commitfraud in an effort to prevent the impartial application of these policies will be subject to immediate disciplinary action up to and including termination and potential criminal prosecution. PERSONAL PHONE CALLS a pr-efe f-a l a....ng effipleyee rest of 1 =eh b-eak Personal telephone calls axe to be made or received only when truly necessary.. They re not to interfere with Ci!)-work and are to be completed as quickly as possible ALiy personal long distance call costs will be paid for-by the employee Please refer to the Cell Phone policy for information on use of cellular phones. POLITICAL ACTIVITY...Citp employees have the right to express their views and to pursue legitimate involvement in the political system.. However. no Citt' employee will directly or indirectly, during hours of employment, solicit or receive funds for political purposes Further,any political activity in the workplace must bepre-approvedby the City to avoid any conflict of interest or perception of bias such as using authority or political influence to compel another employee to apply for or become a member inof a political organization. KNOW THESE REGULATIONS. Employees are expected and required to know and observe rules and regulations contained in this manual as a condition of original and continued employment. 14 City of Arden Hills Personnel Policy Effective February 29.201-5( EMPLOYEE'S RESPONSIBILITIES General Policy For the effective administration and implementation of City policy,and to serve the citizens, each individual employee must cooperate to the fullest with all fellow employees and the public. City employees have a high degree of visibility to the general public and,therefore, must exercise particular care and caution to ensure that all work undertaken is accomplished expediently and with efficiency.To achieve this goal,employees must adhere to established rules and procedures and follow the instructions of their supervisors. Employees Are Required To: 1. Render prompt and courteous service to the public at all times conducting themselves with decorum,patience,and every possible courtesy. 2. Perform their assigned duties to the best of their ability at all times and to continually strive to improve their performance. 3. Read,understand and comply with the rules and regulations as set forth in this Personnel Policy as well as those of their department. 4. Report all unsafe conditions to their immediate supervisor. 15 City of Arden Hills Personnel Policy Effective1+ebruary 29,201-56 PUBLIC EMPLOYEE'S RETIREMENT ASSOCIATION(PERA) The City of Arden Hills is a member of the Public Employee's Retirement Association PERA)to provide benefits for its eligible employees.The City nd the employee contribute to PERA each pay period as determined by state law. It is important for retiring employees to contact the PERA office for a suitable annuity plan at least four months prior to retirement. 60 Rfnpire Drive Suite 20 Saint n t )t' _ 55103 18-55 Any person terminating employment with the City is entitled to a refund in the amount deducted from the employee's paycheck.This amount may also be left in the retirement fund, if vested.All terminating employees should check with PERA concerning application for reftind fffttheir PERA contributions. 16 City of Arden Hills Personnel Policy Effective li bru,, 29,201-56 RIGHT TO KNOW Any employee routinely exposed to hazardous substances or harmful physical agents as defined in the Minnesota Employee Right to Know Act of 1983(Laws 1983,Ch.316,Minn. Stat.182.65-182.675)shall be trained before being assigned or reassigned work exposing the employee to such substances or agents and shall be given training annually thereafter. Training shall include an explanation of how and where information about hazards are stored in the workplace,how the hazards are labeled,and where to obtain specific information.The City Administfate Director of Administrative Services shall provide for such training and for compliance with the "Minnesota Employee Right to Know Act of 1983", including the establishment of specific policies to insure compliance with the State law and regulations.An employee acting in good faith has the right to refuse to work under conditions which the employee reasonably believes present an imminent danger of death or serious physical harm to the employee. 17 City of Arden Hills Personnel Policy Effective February 29,201-51 DRUG-FREE WORK POLICY In accordance with federal law,the City of Arden Hills has adopted the following policy on drugs in the workplace: Employees are expected and required to report to work on time and in appropriate mental and physical condition for work.It is our intent and obligation to provide a drug-free,safe, and secure work environment. The unlawful production, distribution, possession, or use of alcohol, illegal drugs or controlled substances on City property, or while conducting City business is absolutely prohibited. Violations of this policy will result in disciplinary action,up to and including termination of employment,and may have other legal consequences. The City recognizes drug dependency as an illness and a major health problem.The City also recognizes drug abuse as a potential health,safety,and security problem.Employees needing help in dealing with such problems are encouraged to seekd stteeess`t treftt, +Lo use their health insurance plans as appropriate.Employees are encouraged to take advantage of the Employee Assistance Program benefit. Employees must,as a condition of employment,abide by the terms of the above policy and must report any conviction under a criminal drug statute for violations occurring on or off work premises while conducting City business. A report of the conviction must be made within five(5)days after the conviction as required by the Drug-Free Workplace Act of 1988. The use,possession,distribution,production or sale of alcohol or illegal drugs anywhere at work on City time,on City property,or in City vehicles is prohibited and considered a willful violation of City policy which can result in suspension or discharge.Drug and alcohol testing of both blood and urine may be conducted under the circumstances set forth below.The City will use Minnesota Rule 4740.1075 through 4740.1090 for minimum standard of alcohol and drug detection limits,to wit: 1. Applicants.All acceptable candidates who have been offered employment or full-or part-time positions in areas where physicals are required will be required to undergo a drug test as part of the placement procedure.This test will only be used to detect alcohol,illegal drugs, or their metabolites.We will notify any applicant of test results and,subject to the provisions of number 7 below,will withdraw an employment offer for anyone who tests positive. 2. Employees may be required to undergo drug and alcohol testing if there is reasonable cause or suspicion to believe that the employee: a. Is under the influence of drugs or alcohol;or, 18 City of Arden Hills Personnel Policy Effective Fcbruar),29.20156 b. Has violated written rules prohibiting the use,possession,sale or transfer of drugs or alcohol while working, while on City premises, or while operating City vehicles,machinery or equipment;or, C. Has sustained a personal injury requiring medical care, or has caused another employee to sustain an injury requiring medical care;or, d. Has caused a work-related accident or was operating or helping to operate equipment,machinery or a vehicle involved in a work-related accident. Employees will be driven to the clinic by their supervisor or the City Administrator.A urine or blood sample will be taken and the sample will be forwarded to a certified laboratory for testing. 3. An employee must notify his or her supervisor within five(5)days of any arrest or conviction under a criminal drug statute.If an employee has been convicted under any drug statute,he or she will be requested to pursue the requirements in number 4 below. 4. Any employee may be required to undergo drug or alcohol testing if that employee has been referred by the City for chemical dependency treatment or evaluation or is participating in a chemical dependency treatment program under an employee benefit plan and has been found to be chemically dependent.The employee may be required to undergo testing,without prior notice,during the period of evaluation or treatment and for up to two years following completion of any chemical dependency treatment program. 5. Applicants and employees may refuse to submit to drug or alcohol testing; however,a refusal to submit to required testing will be grounds for immediate suspension without pay with intent to terminate.Offers of employment will be withdrawn from applicants and employees who refuse testing. 6. Before testing is conducted,employees or applicants must state on a written form if they have seen the City policy and note any over-the-counter and prescription medications they are taking or have recently taken plus any other relevant information. This form will be given to the hospital at the time of testing. 7. The 4efDirector of Administrative Services or his/her designee will receive the results of the drug and alcohol tests.The City will report results of testing in writing to the employee or applicant within three(3)working days of receipt. If the test result is positive,the City will inform the employee or 19 City of Arden Hills Personnel Policy Effective Fcbruar32 201-56 applicant in writing of his or her right to: a. Provide any information to the City within three (3)working days upon receiving results of the tests that could explain the positive test result. b. Receive a copy of the test result report. C. Retest the original sample at their own expense provided they inform the City Director of Administrative Services within five (5) working days after receiving notice of the positive test result. 8. A positive test result,which has been confirmed indicating the presence of illegal drugs, alcohol, or non-prescription drugs, may result in termination, subject to the following: a. An employee who tests positive for the first time will be given the opportunity to participate in,at the employee's own expense,or pursuant to coverage under the employee's benefit plan, a counseling or rehabilitation program. b. The employee may be discharged for any of the following reasons: 1) The employee tested positive on a previous occasion in a work- related incident. 2) The employee refuses to participate in a chemical dependency or rehabilitation program. 3) The employee fails to successfully complete chemical dependency counseling or a rehabilitation program. 9. If an employee is called out for a City emergency and is suspected of being under the influence of drugs or alcohol,he or she will not be subject to the testing procedures of this policy. However, he or she will not be allowed to work,and will be sent home. 10. Results of tests and other information acquired in the drug and alcohol-testing process will be treated as private data on individuals as defined by MSA 13.02, Subd. 12. The employee tested and the Director of Administrative Services will be told the results of the testing.If a positive result is confirmed,the City Council and the employee's supervisor will be notified. Results will be disclosed to no one outside of the City unless required by law or Commented[SI12]:Have CityAttorney verify the references are unless the employee requests release of information in writing.correctoArn current s a u ea,the Policy itself is a«ora ng to the LMC 20 City of Arden Hills Personnel Policy Effective Fcbruaaj 29,201-56 21 City of Arden Hills Personnel Policy Effective Februar'29.201-5G CITY PROPERTY The City will furnish all applicable tools, equipment,vehicles and similar instruments of production necessary for an employee to perform their job.Such items are the responsibility of the employee to maintain.City vehicles shall not be used for transportation from a specific job site or location for the purpose of taking a rest period or lunch period,unless authorized b the supervisor.No Ci equipment of an kind is to be used or operated by anyone other commented(spa]:This is consistent with the LMC policy. y p ryY Talked about further in the`Break"section, than a City employee.The willful damage,destruction,or the unauthorized removal of city- owned property shall be grounds for immediate dismissal. Any employee who has authorized possession of keys tools cell phones,pagers,or other city owned equipmentmust register his/her name and the serial number(if applicable) ox identifying information about the equipment with his/her supervisor.All such equipment must be turned in and accounted for by any employee leaving employment with the city in order to resign in good standing. Employees are responsible for the safekeeping and care of all such equipment.The duplication of keys owned by the city is prohibited unless authorized by the eCity Administrator. Any employee found having an unauthorized duplicate key will be subject to disciplinary action. CITY VEHICLES AND EQUIPMENT City vehicles and equipment shall be used only in conjunction with performance of City operations and duties. Persons operating City vehicles shag net prohibited from provider rides to non-authorized passengers. Employees are prohibited from using City vehicles or other City equipment for personal purposes without prior approval from the City Administrator. CITY DRIVING POLICY This policy applies to all employees who drive a vehicle on eCity business whether driving a Formatted:Font:Not Bold eCityowned vehicle or their own personal vehicle The Citi expects all employees who are Formatted:Font:Not Bold required to drive as dart of their job to drive safely and legally when on Cita business and to Formatted:Font:Not Bold maintain a good driving record. The Cita will examine driving records once per dear for all employees who are covered by this polite to determine compliance with this policy. Employees who lose their driver's license ox receive restrictions on their license are required to notify their immediate supervisor on the first day of work after aU temporary,pending or permanent action is taken on their license and to keep their supervisor informed of any changes thereafter. 22 City of Arden Hills Personnel Policy Effective February 29,20156 The City will determine appropriate action on a case-by-case basis up to and including ternunatlon. nat1:Updated per June 30,2015 mectne. Bold BUILDING SECURITY Security of City offices and buildings is of such extreme importance that special efforts must be made to protect this property from unauthorized use or theft. City employees are responsible to secure and safeguard City property under their control. When leaving the building at the end of the day, employees must be sure that doors are locked and the alarm system is activated. 23 City of Arden Hills Personnel Policy Effective Februar'29.201-5G OUTSIDE EMPLOYMENT Cornmlemted[SI15]:Do we ask attorney for a form or the LD10 theirF C their1,1: -7 L. (" Commented[SIMR15]:I have some sample forms from other impair 1 cities we can use per our discussion on June 30,2015. ineempatible 1 theirCity 1 nfl J ititef-F 1 l employee's '1 bil F.. I with the City dttf-ifig the period of eaftstfuefien werk f0f the .The potential for conflict of interest is lessened when individuals employed by the Cite regard the City as their primary employment responsibility. All outside emlloyment is to be reported to the employee's immediate supervisor. If a potential conflict exists based on this police or any other consideration the supervisor will consult with the City Administrator. any City employee accepting employment in an outside position that is determined by the City administrator to be in conflict xvith the employee's City job will be required to resign from the outside employment or may be subject to discipline up to and including termination. For the pumosT e of this polio,outside employment refers to any non-City employment or consulting work for which an employee receives compensation except for compensation received in conjunction with military service or holding a political office or an appointment to agovernment board or commission that is compatible with City employment. The follow n is to be considered when determining if outside employment is acceptable: Outside employment must not interfere with a full-time employee'sgee's availabjhjy duriFormatted:Bulleted+Level:1+Aligned at: 0.3"+indent at: 0.55" the City's regular hours of operation or with a part-time employee's regular work schedule. Outside employment must not interfere with the employee's ability to fulfill the essential requirements of his/her position. Outside employment must not use City equipment resources or staff in the course of the outside employment- The employee must not violate any Cite personnel policies as a result of outside employment. The employee must not receive compensation from another individual or employer for services performed during hours for which he/she is also being compensated by the Citi Work performed for others while on approved PTO or compensatory time is not a violation unless that work creates the appearance of a conflict of interest. Departments may establish more specific policies as appropriate, subject to the 24 City of Arden Hills Personnel Policy Effective February 29.201-5¢ approval of the City Administrator. City employees are not permitted to accept outside employment that creates the appearance of or the potential for a conflict with the development.administration or implementation of policies,programs, ervices or any other operational aspect of the Cita. POLITICAL ACTIVITY No employee shall,directly,or indirectly,during their hours of employment solicit or receive funds,or at any time use their authority or official influence to compel any other employee to apply for membership in or become a member of any organization,or to pay or promise to pay any assessment,subscription,or contribution,or to take part in any political activity.An employee of the City shall take an unpaid leave of absence upon becoming a candidate for any public office if the City Administrator determines that the candidacy conflicts with the employee's City employment.Such leave of absence shall terminate on the day following the date of election for which the employee was a candidate. SMOKING City efArden!fiHs has established a smoke free pe T-1-4s_ sffieki g area atitside fqr-City employees and visiters. The designated smaldflg area ftf licetised vehielesand equipment The City observes and supports the Minnesota Clean Indoor Air Act. All City buildings facilities property and vehicles,in their entirety,shall be designated as tobacco free meaning that tebaeeesmoking in any form(through the use of tobacco products such as pipes,cigars,and cigarettes)or"vaping"with g cigarettes is.13rohibited while in a City facility,building,vehicle or on Cityproperty. Smoking of any kind including pipes.cigars,and cigarettes vapingwith e-cigarettes,and the use of chewing tobacco is prohibited for employees while on duty. Employees 18 and over are allowed to smoke only during their breaks and lunch and only in areas designated for that Cpn1111811Md[$I37]:Updated to the cu""t language with e- purpose. cigarettes and city property as per the meet ng on June 30,2015.Th s is current LMC Policy language. PERSONAL COMMUNICATIONS AND USE OF SOCIAL MEDIA It is important for eCity employees to remember that the personal communications of employees may reflect on the eCity,especially if employees are commenting on eCit. business The followingguidelines apply to personal communications including various forms such as social media(Facebook Twitter.blogs.YouTube etc) letters to the editor 25 City of Arden Hills Personnel Policy Effective February 29.201-56 of newspapers and personal endorsements: Remember that what you write or Post is Public and will be so for a long time. It Formatted:Font:Garamond,14 pt may also be spread to large audiences Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information or photos that you wed not want your boss or other employees to read or that you would be embarrassed to see in the newspaper.Keep in mind harassment buljy threats of violence discrimination or retaliation that would not be permissible in the workplace is not pernussible between co-workers online even if it is done after hours from home and on home computers. The City of Arden Hills expects its employees to be fair,courteous and respectful Formatted:Font:Garamond,14 pt to supervisors co-workers citizens customers and other persons_associated with the city Avoid using statements,xhotographs video or audio that may reasonably be Formatted:Font:Garamond,14 pt hewed as malicious obscene threatening or intimidating disparaging,or might Formatted:Font:Garamond,14 pt constitute harassment or buU3ing. Examples of such conduct might include offensive Formatted:Font:Garamond,14 pt posts meant to intentionally_harm someone's reputation or posts that could contribute to a hostile work en-6ronment on the basis of sex race national origin.age,color creed religion disabiliitt marital status, familial status,veteran status,sexual orientation,status with regard to public assistance or membership or activity in a local commission. If you publish something related to c-Qt-y business identify yourself and use a Formatted:Font:Garamond,14 pt 3 disclaimer such as "I am an employee of the City of Arden Hills. However these are Formatted:Font:Garamond,14 pt my own opinions and do not represent those of the Cite of Arden Hills." Formatted:Font:Garamond,14 pt City resources working time or official eCity positions cannot be used for personal Formatted:Font:Garamond,14 pt profit or business interests or to participate in personal political activity.Some examples:a building inspector cod not use the eCi rtes logo email or working time to Formatted:Font:Garamond,14 pt promote his/her side business as a plumber;a parks employee should not access a park after hours even though he or she may have a key a clerk,while working at C ity Hallshould not campaign for a friend who is running for City Council. Personal social media account name or email names should not be tied to the eCit<' Formatted:Font:Garemond,i4 pt e.g. ECiitt nameCop). Formatted:Font:Garamond,14 pt 26 City of Arden I lills Personnel Policy Effective Fcbruag 29,201-5G COMPENSATION(Amended 10/28,113) Form of Payment will be in the fofm of 1s provided for in -Minnesota law, all employees are required to participate in direct deposit Employees are responsible for notifying the Director of Administrative Services or City Clerk of any change in status including changes in address hone number,names of beneficiaries marital status etc. Paystubs will not be given to anyone other than the person for whom they were prepared. unless the person has a note signed by the employee authorizing the City to give the other person the check Paystubs will be given to the spouse or another appropriate immediate f" member,in the case of a deceased employee; Commented[SITS]:Added from LAIC sample policy aper June 30, 15. Formatted:Font:Not Bold Setting of Salaries Salaries for all City employees are set by City Council,based on the recommendation of the City Administrator-and/or the Director of Administrative CityCommitteeand CAServices. commented City Administrator Addeo aper June 30,2015 as the personnel ministrator memo comes from the Director of Admin Sem to Council. Pay Date It is the policy of the City of Arden Hills to compensate employees for service on a bi-weekly basis.Pay period shall extend for a 14-day work period beginning on Saturday and ending on Friday. P tyehee Direct deposit shall be issued no later than the following Friday. Employees shall not receive pw!eheek-payment before the scheduled pay date without the prior consent of the City Administrator. When a pay date falls on an official holiday, employees will receive their eheeks-direct deposit on the last working day before the holiday. Time Reporting Full-time,non-exempt employees are expected to work the number of hours per week as established for their position In most cases,this will be 40 hours per workweek. They will be paid according to the time reported on their time sheets To comply with the provisions of the federal and state Fair Labor Standards Acts hours worked and any leave time used non-exempt employees are to be recorded daily and submitted to payroll on a bi-weekly basis. Each time reporting form must include the signature of the employee and immediate supervisor. Reporting false information on a time sheet may be cause for immediate termination. 30,2015 SI20]:Inserted from new LMC sample aper June, 30,2015 eneenng. Overtime/Compensatory Time The City has established this overtime policy to comply with applicable state and federal laws Formatted:Font:Not Bold governing accrual and use of overtime. The Director of Administrative Services will determine whether each employee is designated as"exempt"or"non-exempt"from earning overtime. In general employees in executive,administrative and professional job classes axe exempt;allother are non-exempt. 27 City of Arden Hills Personnel Policy Effective February 29,201-5G Non-Exempt(Overtime-Eligible)Employees Formatted:Font:Not Bold It is recognized that in order to maintain basic services under unusual circumstances, emergencies, and peak workloads, employees may be required to work overtime,—ern emnlevee will be allowed to ea e)f fof-tv(40)hei UTC) Commemted ESI211:Moved below for better Flow-in rhe section— after June 30,2015. Overtime will 4 be paid for all eved time worked over forty(40)hours per week at the rate of V/2 times the employee's regular hourly rate. Personal Time Off and holidays do not count toward "hours worked". When computing hours worked-if an employee takes Personal Time Off or if a holiday/holidays occur during the week that he/she works more than 8 hours a day,he/she is not eligible for overtime compensation during that week. This will be paid on the next regularly scheduled payroll date unless the employee indicates on his/her timesheet that the overtime earned is to be recorded as compensatory time in lieu of pay ny employee leaving the service of Commented[SI22]:Change after June 30,2015-from LMC language model policy. the City will be compensated for accrued Compensatory Time at the same rate as the hourly Formatted:Font:Not Bold rate of the employee's regular hourly rate. This benefit shall be paid into the employee's Post-Retirement Health Savings Account. The maximum compensatory time accumulation for any employee will be(40)hours per year. Once an employee has earned forty(40) hours of compensatory time in a calendars no further compensatory time may accrue in that calendar year. All further overtime will be paid. Employees may request and use compensatory time off in the same manner as PTO. Commented tslza]:l 1 vr., ..r language h _:atter June 30,201 Formatted:Font:Not Bold The supervisor must pre-approve overtime unless an emergency arises. An employee who works overtime without prior approval may be subject to disciplinary action. Commented[SI24]:Change afterJune 30,2015-LMC model policy-language. Non-Exempt(Overtime-Eligible)Employees All overtime-eligible employees will be compensated at the rate of time-and-one-half for all hours worked over 40 in one workweek. Vacation,sick leave,and paid holidays do not count toward"hours worked."Compensation will take the form of either time-and-one- half pay or compensatory time. Compensatory time is paid time off at the rate of one-and- one-half hours off for each hour of overtime worked. For most employees the workweek begins at midnight on Sunday and runs until the following Saturday night at 11:59 p.m. Supervisors may establish a different workweek based on the needs of the department,subject to the approval of the eCity Administrator. The employee's supervisor must approve overtime hours in advance.An employee who works overtime without prior approval may be subject to disciplinary action. 28 City of Arden Hills Personnel Policy Effective Februag 29,20156 Overtime earned will be paid at the rate of time-and-one-half on the next regularly scheduled payroll date,unless the employee indicates on his/her timesheet that the overtime earned is to be recorded as compensatory time in lieu of payment The maximum compensatory time accumulation for any employee is 40 hours per year. Once an employee has earned 40 hours of compensatory time in a calendar year,no further compensatory time may accrue in that calendar year.AH further overtime will be paid.Employees may request and use compensatory time off in the same manner as other leave requests. All compensatory time will be marked as such on official time sheets both when it is earned and when it is used.The Finance Department will maintain compensatory time records.All compensatory time accrued will be paid when the employee leaves eCity employment at the hourly pay rate the employee is earning at that time Exempt(Non-Overtime-Eligible)Employees Exempt employees are expected to work the hours necessary to meet the performance expectations outlined by their supervisors Generally,to meet these expectations and for reasons of public accountancy,an exempt employee will need to work 40 or more hours per week. Exempt employees do not receive extra pay for the hours worked over 40 in one workweek. Exempt employees are paid on a salary basis This means they receive a predetermined amount of pay each pay period and are not paid by the hour.Their pay does not L ary based on the quality or quantity of work performed and they receive their full weekly salary for any week in which any work is performed The City will only make deductions from the weekly salary of an exempt employee in the following situations: The employee is in a position that does not earn Personal Time Off(PTO)and is absent for a day or more for personal reasons other than sickness or accident The employee is in a position that earns PTO,receives a short-term disability benefit or workers'compensation wage loss benefits and is absent for a full dar due to sickness or disability,but he/she is either not yet qualified to use the 12aid leave or he/she has exhausted all of his/her paid leave The employee is absent for a full workweek and for whatever reason,the absence is not charged to paid leave(for example a situation where the employee has exhausted all of his/her paid leave or a situation where the employee does not earn paid leavel. The very first workweek or the very last workweek of employment with the eCity in which the employee does not work a full week In this case,the eCity will prorate the employee's salary based on the time actually worked 29 City of Arden Hills Personnel Policy Fffective Fcbru,, 29.20136 The employee is in a position that earns12aid leave and is absent for a partial day due to personal reasons illness,or injury.but: Paid leave has not been requested or has been denied. Formatted Paid leave is exhausted. The employee has specifically requested unpaid leave. The employee is suspended without pay for a full day or more for disciplinary reasons for violations of any written policy that is applied to all employees. The employee takes unpaid leave under the FtiIL;3. The City may for budgetary reasons implement a voluntary or involuntary unpaid leave program and,under this program make deductions from the weekly salary of an exempt employee In this case the employee will be treated as non exempt for any workweek in which the budget-related deductions are made. The City will not make deductions from pay due to exempt employees being absent for jury duty or attendance as a witness but will require the emplo e e to pay back to the eCity any amounts received by the employee as jure fees or witness fees. If the eCity inadvertendy makes an improper deduction to the weekly salary of an exempt employee,the eCity will reimburse the employee and make appropriate changes to comply in the future. All employees in all departments are required to work overtime as requested by their ssWervisors as a condition of continued employment Refusal to work overtime may result in disciplinary action Supervisors will make reasonable efforts to balance the personal needs of their employees when assigning overtime work. Leave Policy for Exempt Employees Exempt employees are required to work the number of hours necessary to fulfill their responsibilities including_evening meetings and/or on-call hours.The normal hours of business for exempt staff are Monday through Friday.8 a.m.to 4:3012 m.,plus evening meetings as necessary. (Unless summer hours are in effective then the hours are Monday Thursday from 7.30 a.m.to 5.00p m and Friday 7:30 a.m.to 11:30 a.m.) Because of the nature of the duties performed by these employees it is impracticticable to apply provisions which prescribe normal work hours However it is normally expected that eighty(80) hours of work shall constitute a normal payroll period. It is recognized that these employees are responsible for managing and accounting for their own hours of work and that they may work hours in excess of the normal work day and/or payroll period and may make adjustments in hours of work in subsequent work days and/or payroll periods.provided such time management system does not result in over 12Ument or guarantee hour-for-hour time off for extra hours worked(Flex timel. These 30 City of Arden Hills Personnel Policy i?ffective Fcbruaa 29.201-5¢ employee should maintain their schedules on their Outlook calendar. Exempt employees must communicate their absence to their snervisor or in their absence the eCity ftAdministrator or his/her designee. If one of the above employees is reeularly,absent from work under this policy and it is found that there is excessive time away from world the situation willbe handled as a performance issue Additional notification and approval requirements may be adopted by the eCity*.Administrator or his/her designee for specific situations as determined Cp1I1MC11[$I25]:Recommended language from the LMC new necessary. model policy ake June 3Q 2015 meering. BENEFITS(Afftended 10,128/13) Insurance All-regular full time and regular part time employees shall be required to participate in the Employer's group health, dental, life, and other applicable insurance programs. The Employer shall contribute a monthly sum established annually by the Council. Detailed analysis of the current insurance program shall be included in the annual benefit summary. 31 City of Arden Hills Personnel Policy Effective February 29.20136 POST EMPLOYMENT HEALTH CARE SAVINGS PLAN Formatted:Font:Not Bold All regular fully time and regular part--time employees are eligible to participate in the Formatted:Font:Not Bold Minnesota Post Employment Health Savings Plan (HCSP) established under Minnesota Formatted:Font:Not Bold Statutes,section 352.98(Minn. Supp.2001) and as outlined in Minnesota State Retirement System's Trust and Plan Documents. All funds collected by the City on behalf of the employee will be deposited into the employee's Post Employment Health Care Savings Plan Account through Minnesota State Retirement System. Formatted:Font:Not Bold The City has agreed to contribute payroll deductions to the Post Employment Health Care Savings Plan(HCSP)with Minnesota State Retirement Systems as described below: A All upper management employees(Director Level and above)have agreed to contribute an ongoing percent of pay of 2%to HCSP. Formatted:Indent:Left: 1.08", No bullets or numbering A-.B. All City employees who are eligible for the unused sick leave severance Formatted:Font:Not Bold payout(Bank),will contribute to the Post Employment Health Care Savings Plan as described below: All employees who have an eligible sick leaveank balance upon Forma:Forit:Not Bold separation shall have 100%of those funds converted into cash,and the dollars shall be deposited into their Post-Employment Health Care Savings account(HCSP) on their final check. B-.C. All City employees who are eligible for the unused Personal Time Off PTO),Flex Time,or Compensatory Time severance payout,outlined in the Personal Time Off, Exempt Employee Guidelines, and Compensation sections of this policy,will contribute to the Post Employment Health Care Savings Plan as described below: All employees who have an eligible PT Personal Time OFF TO leave balance upon leaving the City shall have 100% of those Formatted:Font:Not Bold hours converted into cash and deposited into their Post-Employment Health Savings Account(HCSP)on their final check. All employees who have an eligible Flex Time or Comp Time leave balance upon leaving the City shallhave 100%of those hours converted into cash and deposited into their Post-Employment Health Savings Account(HCSP) on their final check. 32 City of Arden Hills Personnel Policy Effective February 29,201-56 G.D. In the event of the employees death,any payments owed to this employee by the City,may not be contributed into the Post-Employment Health Care Savings Account(HCSP). Upon death of the employee,all payments owed to this employee will be paid to the employees beneficiaries. 33 City of Arden Hills Personnel Policy Effective I ebruary 29.201-5G HOURS OF WORK Work Schedules Because of the necessity of providing municipal services twenty-four hours per day,seven days per week,employees are required to work a regular schedule of hours as established by the City.A regular schedule of hours should not be construed as excluding shift rotations and emergency work schedules based on public necessity as determined by the City. Thoseemto-ees with approved Flex hour schedules shall have the proper documentation in their Personnel File and maintain those hours. Employee Definitions Full-time employees are regular full-time and"probationary" full-time employees hired to work forty(40) hours per week and who have been designated by the City Council as full- time employees,receiving the benefits of full-time status.Full-time employees are designated by the City Council. Part-time employees are hired to work less than forty(40)hours per week and who have been designated regular part-time by the City Council.Regular part-time employees who normally work 20 hours a week on a regular basis will receive Personal Time Off,benefits and holiday pay on a pro-rated basis Work Assignments The department managers and the City Administrator will arrange work assignments for the best operation of the department for all employees in all departments.All meal breaks are unpaid. Breaks driving to breaks A fifteen (15) minute rest period/eaffee-break will be allowed half F..71 Commented[S126]:Look for—ding on timewithin each four 4)consecutive hours of work during an employee's shift.Departments are responsible for scheduling rest periods/eoffeebreaks that do not interfere with work requirements.A o==e4 Af j-/_)' trthirty(30)minute unpaid lunch break will be provided during a shift, and will normally occur midway in a shift. Employees are expected to usethesebreaksasintendedandwillnotbepermittedtoadjustworkstart/end time by saving these breaks. Employees working in City buildings will normally-take their breaks at the place provided for that purpose in each building... Employees working out-of-doors will normally take their break at the location of their work Employees whose duties involve traveling throughout the Commented[stz]:Do you w t a s wora n This is from the Ci may stop along the assig1jed route at a restaurant or other pub is accommodation fox LMC saznple policy. their fifteen (15) minute break Exceptions must be approved by the supervisor or department director. 34 City of Arden Hills Personnel Policy Effective IlcbruaQ,29,20136 Employees will not work through a lunch break without prior approval from the City Administrator,Director of Administrative Services or supervisor. 4 fflaximum efU12 to a one (1)hour unpaid lunch period may be provided in each eight(8) hour workday with the approval of the employee's supervisor if breaks are combined with the thirty(30)minute lunch.Exempt employees shall receive lunch periods at times determined by the needs of their work. Any employee who performs a regular eight(8)hour shift between the hours of 9:00 p.m.and 9:00 a.m.,or any employee who works more than five(5)consecutive hours of overtime,shall be given a thirty(30)minute lunch break with pay. Summer Hours The City Council may annually approve summer hours of operation,which will typically begin on the Tuesday after Memorial Day each year and end on the Friday before Labor Day of, each year. HOLIDAYS All full-time employees are eligible for the following holidays: New Yeats Day January 1st Martin Luther King,Jr.Day Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Veterans Day November 11th Thanksgiving Fourth Thursday in November Day after Thanksgiving Fourth Friday in November Christmas Eve Morning December 24`h(this turns into a floater in years that Formatted:superscript Christmas Eve lands on a Saturday or a Sunday) Christmas December 25``1 New Year's Eve Morning December 31`(this turns into a floater in years that Formatted:superscript New Year's Eve lands on a Saturday or aSunday) 1 Floating Holiday Determined by the employee with supervisor approval Whenever.a holiday falls on a Sunday,the following Monday will be considered the holiday. Whenever a holiday falls on a Saturday,the preceding Friday will be considered the holiday. Employees will receive full pay at their normal straight time rates for eight(8)hours for each holiday listed provided the employee is on compensated payroll status the last assigned work 35 City of Arden Hills Personnel Policy Effective I cbruarc 29.201-56 day preceding--the holiday, and the first assigned work day following the holiday. Any employee on a leave of absence without pay from the City is not eligible for holiday pay. Employees required to work on a designated holiday shall be compensated two(2)times their base hourly pay rate for each hour worked. Regular or part-time employees who work anaverageof20hoursaweekormorewillbeeligibleforpro-rated holiday pay.This pay will be based on their average daily hours worked. As en a O.A.Heading 1,Left,Tab stops:Not at 0.58"+ 1" 1.42"+ 1.83"+ 3.88" 36 City of Arden Hills Personnel Policy Effective I cbrunn 29.201-56 PERSONAL TIME OFF (Amended 10,128,113) t sick leave accrued hoursIlellemployeeshiredbeforeJune29,2002,will convert their curren Formatted:Font:Not Bold to Personal Time Off(PTO). The conversion will be calculated by adding current accrued sick leave and current accrued vacation and subtracting two hundred forty hours (240) as PTO. The remainder of the sick leave will be added to the `Bank". "Bank"is defined as accrued hours which may be used only when the employee qualifies under Short-Term Disability, Long-Term Disability or when accrued PTO is exhausted. Regular full-timeemployeeswhohavecompletedten(10) or more years of continuous service with the City and who leave in good standing will receive 33-1/3%of unused,accumulated sick leave or Bank Hours" upon their separation. Regular full-time employees who have completed twenty(20)or more years of continuous service with the City and who leave in good standing will receive 50%of unused,accumulated sick leave or"Bank Hours"upon their separation. To qualify for this benefit an employee must have an established sick leave bank resulting from the conversion of the PTO program. Any benefit paid shall be paid into the employee's Post-Employment Health Care Savings Plan. Personal Time Off(PTO)is authorized absence from duty.It can be used for any, reason, subject to existing request and approval procedures As with all paid time off programs, the eCity needs to ensure that service to the public and work requirements are not adversely impacted. Regular full--time employees and regular part--time employees are eligible for Personal Time Off(PTO).Employees may not use Personal Time Off until successful completion of their probationary period, although Personal Time Off accumulates during this time. Personal Time Off for regular part=-time employees shall be pro-rated. The following chart provides information regarding Personal Time Off.Years of service are calculated from the anniversary date of employment. PERSONAL TIME OFF SCHEDULE (Hired Previous to June 29,20151 Completed Years of Service Personal Time 0-5 7 hours bi-weekly 6 10 9 hours bi-week after 10 10 hours bi-weekly PERSONAL TIME OFF SCHEDULE(Hired June 29 2015 or after) Completed Years of Service Personal Time 37 City of Arden Hills Personnel Policy Effective Fcbwan_29.201-56 0453 76 hours bi-weekly X44-89 97 hours bi-weekly 10-14 7.5 hours bi-weekly 15-19 8.5 hours bi-weekly X520 or more — !09 hours bi-weekly Benefit year for Personal Time Off is March 1"through February 28`i'.A maximum of 240 hours of Personal Time Off may be carried over from benefit year to benefit year.Carry-over beyond 240 hours of Personal Time Off will only be made under special circumstances with approval from the City Administrator. All employees must receive permission from the department supervisor or City Administrator at least ten(10)working days prior to taking Personal Time Off when Personal Time Off is to extend for a period of more than three(3)consecutive days.If three(3)consecutive days of unscheduled Personal Time Off are used,the supervisor shall make an inquiry into the employee's absence,and the employee shall cooperate in authorizing the supervisor to obtain any necessary medical,hospital or other records that validate the unscheduled absence.If the Personal Time Off is to be for eight (8) hours or less,permission will be granted without notice if their supervisor feels that City service will not be adversely affected.Priority will be given to Personal Time Off scheduling based on the earliest date of request.Personal Time Off scheduling for departmental employees is the responsibility of the department managers. No employee will be permitted to use Personal Time off for the purpose of receiving double pay. Any employee leaving the service of the City in good standing will be compensated 100%for Personal Time Off accrued,not to exceed 240 hours,to the day of separation provided said employee has served at least twelve(12)consecutive months prior to separation and has given the City at least two weeks notice prior to the effective date of such separation.Such pay for accumulated Personal Time Off will be at the same rate as the hourly rate of the employee's base salary.Personal Time Off may not be used to extend an employee's actual termination date. This benefit shall be paid into the employee's Post-Retirement Health Care Savings Formatted:Font:Na Bold Plan. When a paid holiday falls on a working day during an employee's Personal Time Off,the day of the holiday will not be counted as a day of Personal Time Off. One (1) day of Personal Time Off shall equal eight(8) hours for full time employees. In the case of disability from a work related disease or injury for which Workers Formatted:Highlight Compensation benefits are available, an employee may elect to use Personal Time Off benefits rather than Workers Compensation benefits by notifying the Qty Director of Administrative Services of their election.Under no circumstances 38 City of Arden l lills Personnel Policy Effective I^cbru ry 29.201-56 can an employee receive both Personal Time Off and Worker's Compensation benefits for the same period of disability,except if the employee elects to receive Workers Compensation benefits he/she may also use Personal Time Off to the extent necessary to increase their Commented[SI28]:Standard language for most sties—cannot income to their net wage prior to the injury or onset of the disease. end anything EXEMPT EMPLOYEE FLEX-TIME GUIDELINES 8/13) Exempt employees may accrue flex-time on a 1:1 ratio for attending various meetings outside of their normal work day.Exempt employees may use accrued flex-time as approved by their supervisor, but no more than 9 consecutive hours of flex time may be used. Exempt employees shall be compensated for no more than eighty (80) hours of accrued flex-time upon termination. This benefit shall be paid into the employee's Post-Retirement Health Formatted:Font:Not sold Care Savings Plan. Formatted:Heading 1 39 City of Arden I Us Personnel Policy Effective I ebruaQ 29.201-5G Medical Certification Good attendance is an essential job function for all eCity employees If unplanned absences are excessive a doctor's certification may be required The physician's certification is to state the nature and duration of the illness or injury and veri that the employee is unable to perform the duties and responsibilities of his/hex position 1 statement attesting to the employee's ability to return to work and perform the essential functions of the job and a description of any,,vork restrictions may also be required before the employee returns to work. Annual leave will not accrue during unpaid leaves Regular part-time employees will accrue annual leave on a prorated basis based on regular hours worked Annual leave will accrue on a pay-period basis Employees can carry over any annual leave that does not exceed the stated can. MILITARY LEAVE State and federal laws provide protections and benefits to eCity employees who are called to military service,whether in the reserves or on active duty.Such employees are entitled to a leave of absence without loss of pay,seniority status efficiency rating,or benefits for the time the employee is engaged in training or active service not exceeding a total of 15 days in any calendar The leave of absence is only in the event the employee returns to employment with the eCity as required upon being relieved from service,or is prevented from returning by physical or mental disability or other cause not the fault of the employee or is required by the proper authority to continue in military or naval service beyond the fifteen(15) day paid leave of absence.Employees on extended unpaid military leave will receive fifteen 15) days paid leave of absence in each calendar year,not to exceed five years Where possible,notice is to be provided to the eCity at least ten (10)working days in advance of the requested leave.If an employee has not vet used his/her fifteen(15) days of paid leave when called to active duty,any unused paid time will be allowed for the active duty time,prior to the unpaid leave of absence. Employees returning from military service will be reemployed in the job that they would have attained had they not been absent for military service and with the same seniority, status and pay,as well as other rights and benefits determined by seniority.Unpaid military leave will be considered hours worked for the purpose of vacation leave and sick leave accruals. Eligibility for continuation of insurance coverage for employees on mihtary leave beyond 40 City of Arden Hills Personnel Policy Effective tcbruary 29.2O1-5G fifteen(151 days will follow the same procedures as for any employee on an unpaid leave COMMlMCd[SI29]:New section from LMC Model after June 30, of absence.2015. COM anent of the n-jhfja of the state,of vhe is a fnefnbel of the passible. 41 City of Arden Hills Personnel Policy Effective February 29,20156 FUNERAL LEAVE Employees will be pemiitted to use p42 to three(3)consecutive working days with pay,as funeral leave upon the death of an immediate family member.This paid leave will not be deducted from the employee's PTO balance. The actual amount of time off,and funeral leave approved xvill be determined by the supervisor ox eCity a Administrator depending on individual circumstances(such as the Commented[SI30]:Taken from the LMC Model policy and give closeness of the relative arrangements to be made,distance to the funeral,etc.). the flexibility the committee was looking for on 2 or 3 days off, di tance etc Put in aper June 30,2015 meeting. Up to three(3)days with not ehftrged fe Per-sana!Time Off wiA be gra ited for the death L a'afe C,...,.,:1. 1,,. ELECTIONS/TIME OFF TO VOTE An em to ee selected to serve as an election judge.12ursuant to Minnesota law,will be allowed time off without m for purposes of serving as an election judge12 vided that the employee gives the eCity_at least ten(10) days written notice. All employees eligible to vote at a State general election at an election to fill a vacancy in the office of United States Senator or Representative or in a Presidential primary,will be allowed time off with12ay to vote on the election day.Employees wanting to take advantage of such leave are regi&ed to work with their supernnsors to avoid coverage commented[sIa><]:Replaced with LMC Model language after issues: Jun 30 2015 JURY DUTY any Par. if the to l-ea le Regular full-time and regular part-time employees will be granted paid 42 City of Arden IIllls Personnel Policy Effective Februarl-29,201-56 leaves of absence for required jury duty..Time spent on jury duty will not be counted as time worked for computing overtime. Employees excused or released from jury duty during their regular working hours_will report to their re alar work duties as soon as reasonabl ossible or will take accrued Personal Time Off(PTO) to make up the difference. Employees are to notify their supervisor as soon as possible after receiving notice to report for jury_duty. The employee will be responsible for ensuring that a report of time spent on jury duty and pay for is completed b:the Clerk of Court so the City wjH be able to determine the amount of compensation due for the period involved. Temporary and seasonal employees are generaRy not eligible for compensation for absences due to jury duty, but can take leave without pay subject to department head approval. However,if a temporary or seasonal employee is classified as exempt he/she will receive compensation for the jury duty time. COURT APPEARANCES Employ eer s will be paid their regular wage to testify in court for City-related business VICTIM OR WITNESS LEAVE An employer must allow a victim or witness,who is subpoenaed or requested by the prosecutor to attend court for the purpose of giving testimony or is the spouse or immediate family member(immediate fan*member includes parent spouse chil d or sibling of the employee) of such victim reasonable time off from work to attend criminal proceedings related to the victim's case. Job Related Injury or Illness All employees are rewired to report any job-related illnesses or injuries to the supervisor immediately no matter how ininor),If your supervisor is not available,then you must report this to the department director or the Director of Adinimstrative Services or his/her designee If a supervisor is not available and the nature of injury or illness requires immediate treatment the employee is to go to the nearest available medical facility for treatment and as soon as possible,notify his/her supervisor of the actiontakenorthedepartmentdirectorortheDirectorofAdministrativeServicesorhis/hex designee In the case of an emergency,911 should be called. If the injury is not of an emergency nature,but requires medical attention the employee wjll report it to the supervisor and make arrangements for a medical appointment. Workers'comlensation benefits and procedures to return to work will be applied according to applicable state and federal laws. 43 City of Arden Hills Personnel Policy Effective I ebruar 21) 201S6 Pregnancy and Parenting Leave Employees who work twenty(20) hours or more per week and have been employed more than one year are entitled to take an unpaid leave of absence under the Pregnancy and Parenting Leave Act of Minnesota Female employees for prenatal care or incapacij due to pregnancy,childbirth or related health conditions as well as a biological or adoptive parent in conjunction with after the birth or adoption of a child as eligible for Q to 12 weeks of unpaid leave and must bin within twelve(122) months of the birth or adoption of the child In the case where the child must remain in the hospital longer than the mother,the leave must begin within 12 months after the child leaves the hospital. Employee should provide reasonable notice which is at least Z days If the leave must commented[5132]:what do you want this to be? be taken in less than three day,the employee give as much notice as practicable. Employees are required to use accrued leave Ci e PTO) during Parenting Leave If the employee has any FtiILA ehgibilityeligibilityremainingat the time this leave commences this leave will also count as FNILA leave The two leaves will run concurrently.The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act,but the employee will be responsible for the entire premium unless otherwise provided in this policy(1.e..where leave is also FNIL_1 quallfyin .For employees on an FILA absence as wellthe employer contributions toward insurance benefits will continue during the EMLN leave absence. Administrative Leave Under special circumstances an employee may be placed on an administrative leave pending the outcome of an internal or external investigation.The leave may be paid or unpaid depending on the circumstances as determined by the city administrator or his/her designee with the approval of the City Council. Adoptive Parents Adoptive parents will be given the same opportunities for leave as biological parents (see provisions for Parenting Leave The leave must be for the purpose of arranging the child's placement or caring for the child after placement Such leave must begin before or at the time of the child's placement in the adoptive home. School Conference Leave 3n1 employee who has worked half-time or more for more than twelve (12) consecutive months may take unpaid leave fox up to a total of sixteen(16) hours during any 12-month period to attend school conferences or classroom activities related to the employees child under 18 ox under 20 and still attending Secondary school) provided the conference or classroom activities cannot be scheduled during non-work hours.When the leave cannot be scheduled during non-work hours and the need for the leave is foreseeable the 44 City of Arden Hills Personnel Policy Effective February 29,201-56 employee must provide reasonable prior notice of the leave and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the eCity. Employees may choose to use PTO hours for this absence but are not required to do so. Bone Marrow Donation Leave Employees working an average of 20 or more hours per week may take paid leave not to exceed 40 hours unless agreed to by the eCity.,to undergo medical procedures to donate bone marrow. The eCity ma:require a physician's verification of the purpose and length of the leave requested to donate bone marrow. If there is a medical determination that the employee does not qualify as a bone marrow donor,the paid leave of absence granted to the employee prior to that medical determination is not forfeited. Regular Leave without Pap Upon consideration of a formal written request by an employee,The City.administrator may authorize leave without pay for up to thirty(30) days.An additional thirty(30) days extension beyond that period ma be granted at the discretion of the City Administrator. Leave without pay for greater periods may be granted by the City Council to a maximum of one (1)year. Commented[SI33]:This is I.MC language—did you want it to a maximum of 60 days only? Normally employee benefits will not be earned by an employee while on leave without pay.However,the eCity's contribution toward health,dental and life insurance may be continued,if approved by the City Council for leaves of up to ninety(90) days when the leave is for medical reasons and FML.,-has been exhausted. If an employee is on a regular leave without pay and is not working any hours,the employee will not accrue (or be paid for) holidays or PTO (annual leave). E>ployees who are working reduced hours while on this type of leave will receive holiday pay on a prorated basis and will accrue PTO (annual leave)based on actual hours worked. Leave without pay hours will not count toward seniority and all accrued PTO and Compensatory time must normally be used before an unpaid leave of absence will be approved. To qualify for leave without pay,an employee need not have used all PTO (annual leave) Formatted:Fant:Italic unless the leave is for medical reasons. (.fin employee absent for Parenting I eave is not required to use PTO).Leave without pay for purposes other than medical leave or work- related injuries will be at the convenience of the eCity. Employees returning from a leave without pay for a reason other than a qualified Parenting Leave or EML._kwill be guaranteed return to the original position only for absences of thirty(30) calendar days or less. Employees receiving leave without pati'in excess of thirty(30) calendar days, for reasons 45 City of Arden Hills Personnel Policy Effective February 29.201-56 other than qualified Parenting Leave or FNII N are not guaranteed return to their original position If their original position or a position of similar or lesser status is available,it may be offered at the discretion of the Cite administrator subject to approval of the Citv Council. 46 City of Arden Hills Personnel Policy Effective I cbruag 29.201-5G FAMILY AND MEDICAL LEAVE commented(SI341:Copied the new policy language from theLMCModelandreplacedalloftheoldpolicy. Eligibility To qualify to take FN1L A leave under this policy,an employee must meet all of the following conditions: Have worked for the Cita for 12 months(or 52 weeks)prior to the date the leave is to (Formatted:Font:Garamond,14 pt commence The 12 months or 52 weeks need not have been consecutive;however,the City will not consider any service 7 years 1rior to the employee's most recent hire date. Have worked at least 1 250 hours during the 12-month period prior to the date when Formatted:Font:Garamond,14 pt the leave is requested to Commence The principles established under the Fair Labor Standards Act(,"FLS A")determine the number of hours worked by an employee.The FLS does not include time went on paid or unpaid leave as hours worked. Consequently,these hours of leave should not be counted in determining the 1,250 hours eligibility test for an employee under FMLA. Types of Leave Covered Leave will be granted to all eligible employees male and female) for any of the following reasons: The birth of a child including prenatal care or placement of a child with the employee Formatted:Font:Garamond,14 pt for adoption or foster care; To care for a spouse child or parent who has a serious health condition; Due to a serious health condition that makes the employee unable to perform the essential functions of the position;and A covered military member's active duty or call to duty or to care for a covered military member(Military Caregiver and Qualified Exigency Leave)(described below). Definitions Caring"for a covered family member includes psychological as well as physical care. Formatted Font:Garamond,14 pt It also includes acquiring care and sharing care duties. An eligible"child"is defined as a person under 18 years of age(or a person incapable Formatted:Font:Garamond,14 pt of self-care because of a physical or mental disability} who is a biological,adopted, 47 City of Arden Hills Personnel Policy Effective I,cbruarc 29 201-5( foster,or step child a ward of the employee,or a person with whom the employee is charged with a parent's rights,duties and ressponsibilides. is "Spouse"does not include domestic partners or common-law spouses. i eligible "parent"includes a biological parent or a person who was charged with Formatted:Font.Garamond,14 pt parental rights duties and responsibilities over the employee when the employee was under the age of 18•"parent"doesn't include in-laws. Serious Health Condition" as defined under the FMLA means an illness, injuQirFormatted:Font:Garamond,14 pt impairment, or physical or mental condition that involves one of the following: Formatted:Font:Garamond,14 pt Hospital Care:Any period of incapacity or treatment connected with inpatient care Formatted:Indent:Left: 0.5, No bullets or numbering i.e.,an overnight stay) in a hospital,hospiceor residential medical care facility; Pregnancy any period of incapacity due to pregnancy,prenatal medical care or child birth; Absence Plus Treatment: A period of incapacity of more than three consecutive Formatted:Font:Garamond,14 pt calendar days that also involves continuing treatment by or under the supervision of a health care provider. Chronic Conditions Requiring Treatments An incapacity from a chronic condition which requires periodic visits for treatment by a health care provider,continues over an extended period of time and may cause episodic rather than a continuing period of incapacity; Permanent/Long-term Conditions Requiring Supervision; lulriple Treatments: any period of absence to receive multiple treatments Formatted:Font:Garamond,14 pt including any period of recovery therefrom) by a health care provider or by provider of health care services under orders of or on referral by, a health care provider. Incapacity"means inability_to work attend school or perform other regular daily activities. Length and Amount of Leave The length of FNILA leave is not to exceed twelve (12) weeks in any twelve 12) month period The leave year is calculated based on looking forward from the first day the employee is absent from work. 48 City of Arden Hills Personnel Policy Effective I cbruarj 29.201-5G The entitlement to FNII k leave for the birth or placement of a child for adoption expires twelve (12)months after the birth or placement of that child. How Leave May be Taken FNILA leave may be taken in 12(or less)consecutive weeks,may be used intermittently(a day periodically=when needed)or may be used to reduce the workweek or workday,resulting in a reduced hour schedule. In all cases,the leave may not exceed a total of 12 workweeks. Intermittent Leave may be taken when medically necessary for the employee's serious health condition or to care for a seriously ill family member.Intermittent leave must be documented in the medical certification form as medically-necessary. If an employee is taking leave intermittently or leave on a reduced schedule for planned medical treatment,the employee must make a reasonable effort to schedule the treatment so as to not disrupt the City's business. In instances when intermittent or reduced schedule leave for the employee or employee's family_member is foreseeable or is for planned medical treatment,including recovery from a serious health condition, the City may temporarily- transfer an employ=ee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule. Intermittent/reduced scheduled leave may be taken to care for a newborn or newly placed Formatted:Font:Garamond,14 pt,Not Bold adopted or foster care child only with the City's approval. Formatted:Font:Garamond,14 pt,Not Bold Notice All employees requesting FNIL-1 leave must provide written or verbal notice of the need for the leave to The Director of Administrative Services. When the need for the leave is foreseeable,the employee must give verbal or written notice to his/her supervisor at least thirty (30) days prior to the date on which leave is to begin. If thirty(30)days'notice cannot be given,the employee is required to give as much notice as practicable,including following required call-in procedures. If an employee fails to give thigy(30)days'notice for a foreseeable leave with no reasonable explanation for the delay,the leave may be denied until thirZy(30) days after the employee provides notice. Certification and Documentation Requirements For leave due to an employee's serious health condition or a family member's,the City will require the completion of a Medical Certification form by the ,ittcnding physician or practitioner.The form must be submitted to the Director of Administrative Services within 49 City of Arden Hills Personnel Policy Effective February 29,20156 fifteen 15)calendar days after requested.If the form is not submitted in a timely fashion the employee must provide a reasonable explanation for the delay. Failure to provide medical certification may result in a denial or delay of the leave. The Ci may require an employee to obtain a second opinion from a provider..aselected by the City-selee- .If necessary to resolve a conflict between the original certification and the second opinion,the City may require the opinion of a third doctor.This third opinion will be considered final.An employee will be provisionally entitled to leave and benefits under the FML--pending the second and/or third opinion. When Leave is due to an employee's own serious health condition a fitness for duty certification(FFD)may be required before an employee can return to work.Failure to timely pro-ride such certification may eliminate or delay an employee's right to reinstatement under the FMLA. If an employee is using intermittent leave,and reasonable safety concerns exist regarding the employee's ability to perform his or her duties, a FFD certificate may be required as frequently as every 30 days during periods when the employee has used intermittent leave. Recertification Recertification of the need for leave may be required if the employee requests an extension of the original length of leave approved by the City or if the circumstances regarding the leave have changed.Recertification may also be required if there is a question as to the vandi of the certification or if the employee is unable to return to work due to+1-,ea serious health condition. Reinstatement Employees returning from Family and Medical Leave,,vill be reinstated in the same position or a position equivalent in pay,benefits and other terms and conditions of employment. An employee's reinstatement rights arc the same as they would have been had the employee not been on leave. Thus if an employe'sposition would have been eliminated or an employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave. Notice of Intent to Return from FMLA Leave The City requires an employee on FNILA leave to report periodically on the employee's status and intent to return to work. 50 City of Arden Hills Personnel Policy Effective February 29,20136 Effect on Benefits An employee granted leave under this policy will continue to be covered under the City's group health and dental insurance Flan under the same conditions and at the same level of City contribution as would have been provided had they been continuously employed during the leave period.All paid benefits run concurrently with unpaid FJMI..-1 benefits.For example, STD benefits,if available,will run concurrently with unpaid F\IL A,leave so that an employee will receive STD benefits while taking un to 12 weeks of FMI. leave.If there are changes in the City's contribution levels while the employee is on leave,those changes will take place as if the employee were still on the jab. The employee will be required to continue payment of the employee 1or6on of group insurance coverage while on leave. Arrangements for payment of the employee's portion of premiums must be made by the employee with the City. Failure to Return to Work after FMLA Under certain circumstances, if the employee does not return to work at the end of the FAIL-k leave for at least 30 calendar days,the City may require the employee to repay the portion of the monthly cost paid by the City for group health plan benefits.The City may also require the employee to repay any amounts the City paid on the employee's behalf to maintain benefits other than group health plan benefits. If an employee does not return to work following 12 weeks of FN1LA leave,the employee may be subject to COBR\ continuation. If the employee fails to pay the City a portion of the premiums for which he or she is responsible during the FNIL-A leave and the employee fails to return to work,coverage may end.Loss of coverage for failure to Fay premiums is not a quahf37ng event for 1urposes of continuation coverage under COBRA. If the employee does not return from the F-,\11--k leave and coverage ended sometime during the F\IL:A leave due to lack of payment there is no COBRA election available.For COBRA to apply,the employee must have been covered on the day before the qualifying event.In this situation,the qualify=ing event would occur at the time the employee did not return from the leave. Activities Prohibited During FMI A While on leave an employee may not engage in activities(including employment)which have the same or similar requirements and essential functions of an employee's current position. 51 City of Arden I lills Personnel Policy Effective l cbrua r 29.201`56 While on leave an employee may not engage in any activity that conflicts with the best interests of the City. Such conduct will result in disciplinary action up to and including termination of employment. Seniori Seniority does not accrue during any period of unpaid FMIA except as allowed when the leave is covered by 'k%worker's eCompensation However, seniorijy accrued prior to commencement of FILA leave will not be lost Use of Accrued Paid Leave or Compensatory Time During Family and Medical Leave Prior to taking unpaid HNILA leave employees must use all accrued PTO (annual leave) and compensatory time prior to taking an unpaid leave unless their medical condition/injury is covered by worker's compensation or the absence qualifies under the state Parental Leave law see Parental Leave Policy Any-paid disability leave benefits or sick leave available to employees for covered reason(an employee's serious health condition or a covered family member's serious health condition including wWorkers' eCompensation leave ([to the extent that it qualifies]) will run concurrently with FML- . Additional Leave Employees who cannot return from an approved FIILA leave at the end of the approved leave period may request an extension (up to the maximum of twelve (12) weeks allowed under FMI.A). If the twelve (12) FT1L-1 weeks have already been used the employee can request to go on a regular unpaid leave of absence If approved,before unpaid leave begins the employee must use any accrued compensatory time or PTO(annualleave)that remains If the leave is approved and unpaid the employee will be required to pay the full cost of all group insurance,as provided under COBRA in order to continue coverage If the unpaid leave of absence is not approved or the employee fails to request additional leave,the employee will be considered to have voluntarily resigned If circumstances be3:ond the employee's control prevented the employee from requesting additional leave,a retroactive leave request may be allowed,subject to the City Council's approval 52 City of Arden Hills Personnel Policy Effective Fcbruary 29,201-56 FMLA--QUALIFIED EXIGENCY AND MILITARY CAREGIVER LEAVE Qualified Exigency Eligible employees described*be"12reviously under FML_ , whose spouse, son, daughter or parent either has been notified of an impending call or order to covered active mihtar3duty or who is already on covered active duty may take up to 12 weeks of leave for reasons related to or affected by the family member's call-up or service The qualifying exigency must be one of the following: (1) short-notice deployment Military events and activities 3) child care and school activities (3) financial and legal arrangements,5)counseling 6)rest and recuperation,(7)nest-deployment activities and 8) additional activities that arise out of active duty,provided that the employer and employee agree,including agreement on timing and duration of the leave Milita Caregiver Leave: An employee eligible for FMI.t1 leave (described ale,tepreviously under F\MLA)who is the spouse son daughter,or parent or next of kin of a covered servicemember may take up to 26 weeks in a single 12-month period to take care of leave to care for that servicemember. The family member must be a current member of the Armed Forces including a member of the National Guard or Reserves or a member of the.Armed Forces the National Guard or Reserves who is on the temporary disability retired list who has a serious injury or illness incurred in the line of du6I on active duty for which he or she is undergoing medical treatment,recuperation or therapy' or otherwise in outpatient status; or otherwise on the temporary disability retired list Eligible employees may not take leave under this provision to care for former members of the:armed Forces former members of the National Guard and Reserves,and members on the permanent disability-retired list Definitions: 1"son or daughter of a covered senicemember"means the covered servicemember's biological, adopted, or foster child, stepchild, legal ward or a child for whom the covered servicemember stood in loco parentis,and who is of any age. A"parent of a covered servicemember"means a covered servicemember's biological adoptive, step or foster father or mother,or any other individual who stood in loco parentis to the covered senicemember.This term does not include parents"in law." The"next of kin of a covered servicemember"is the nearest blood relative other than the covered sen-icemember's spouse,parent son,or daughter,in the following order of priority:blood relatives who have been granted legal custody of the servicemember by court decree or statutory provisions brothers and sisters,grandparents,aunts and uncles,and first cousins,unless the covered servicemember has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of military caregiver leave under the FML. . When no such designation is made and 53 City of Arden Hills Personnel Policy Effective Fcbruan 29,201-5G there are multiple family members with the same level of relationship to the covered senricemembex all such family members shall be considered the covered servicemember's next of kin and may take FML-leave to provide care to the covered servicemember either consecutively or simultaneously. When such designation has been made. the designated individual shall be deemed to be the covered servicemember's only next of kin For example if a covered servicemember has three siblings and has not designated a blood relative to provide care all three siblings would be considered the covered setvicemember's next of kin alternatively where a covered sen*icemember has a sibling(s and designates a cousin as his or her next of kin for EMIR purposes then only the designated cousin is eligible as the covered servicemember' s next of kin. An employer is permitted to require an emplo ee to provide confirmation of covered family relationship to the covered servicemember pursuant to 6 825.122(j). Covered active duty"means: Covered active duty" for members of a regular component of the Armed Forces means duty during deployment of the member vith the Armed Forces to a foreign counts,.. Covered active duty"for members of the reserve components of the Armed Forces (members of the U.S. National Guard and Resen es) means duty during deployment of the member with the Armed Forces to a foreign country, under a call or order to active duty in a contingency operation as defined in section 101(a)(13)(B) of title 10 United States Code (a) In the case of a member of a regular component of the :firmed Forces duty: during the deployment of the member with the armed Forces to a foreign country Covered servicemember"means: A member of the Armed Forces(including a member of the?National Guard or Reserves) who is undergoing medical treatment recuperation or therapy, is otherwise in outpatient status,or is otherwise on the temporary disability retired list,for a serious injury or illness;or A veteran who is undergoing medical treatment,recuperation,or therapy,for a serious injury or illness and who was a member of the Armed Forces(including a member of the National Guard or Reserves)at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment recuperation,or therapy- Serious injury or illness means: 54 City of Arden Hills Personnel Policy Effective February 29.20136 In the case of a member of the Armed Forces (including a member of the National Guard or Reserves) means an injury or illness that was incurred by the member in line of duty on active duty in the Armed Forces(or existed before the beginning of the member's active duty,and was aggravated by service in line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member's office rade,rank,or rating;and In the case of a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves)at any time during a period when the person was a covered servicemember, means a qualifying (as defined by the Secretary of Labor)injury or illness incurred by a covered servicemember in the line of duty on active duty that may_render the servicemember medically unfit to perform the duties of his or her office rade rank or rating. Outpatient status with respect to a covered servicemember,means the status of a member of the firmed Forces assigned to either a military medical treatment facility as an outpatient; or a unit established for the purpose of providing command and control of members of the firmed Forces receiving medical care as outpatients. Amount of Leave—Qualified Exigency_ An eligible employee can take up to 12 weeks of leave for a qualified exigency. Amount of Leave—Military Caregiver` An eligible employee taking military caregiver leave is entitled to 26 workweeks of leave during a"single 12-month period."The"single 12-month period"begins on the first day the eligible employee takes FMLA leave to care for a covered servicemember and ends 12 months after that date Leave taken for any FMLA reason counts towards the 26 week entitlement If an employee does not take all of-.26 workweeks of leave entitlement to care for a covered servicemember during this "single 12-month period," the remaining part of the 26 workweeks of leave entitlement to care for the covered servicemember is forfeited Certification of Qualifying Exigency for Military Family Leave The Cite will require certification of the qualifying exigency for military family leave The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay.Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification of Qualifying Exigency for:Military Family Leave 55 City of Arden Hills Personnel Policy Effective Icbru n 29.20156 Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave The City will require certification for the serious injury or illness of the covered servicemember.The employee must respond to such a request within 15 days of the request or provide a reasonable explanation for the delay.Failure to provide certification may result in a denial of continuation of leave. This certification will be provided using the DOL Certification for Serious Injury or Illness of Covered Servicemember. All other provisions of the FMLA police including Use of Paid Leave £employee status and benefits during leave the Procedure for Requesting Leave Benefits during Leave and Reinstatement,are outlined above in the FLAILA polio leave will be brftnted to all b employee-, per twelve(12)ffionth f;-gf-any of the fellowing reasefl-s'.l Commented[SI35]:Check on the start of the year—can it be calendar%This is what the LMC Policy says. Birth,B' adoption Stci cz[ic-13iztccrrrcraivf-zr-c-iiuv 7 To ea f ehil.1 o parent 1- 1- a Serioushealth funetiens of the BKObility An eligible efnpleyee is one"6 has wof-ked fef the City tor at least! 1. 12 ffieliths, 250 Commented[SI36]:See what law says,check if it is 720 hours. The LMC Policy says 1.50. Length of Leave The length of FN1 1 1 exeeed «. .,,1.e (1 2) 1_ in ffily twelve (12) ,b fnefit nfv.ad.The entidemew to t=N rr , leave y > fth plaeefnent C a 1 '1a eNpires twelvet 1 71 .,..1....after-e L b h lace.,.. F t- hiliznoi—Fraccuxcxrrvr c>acc aT VLeave—r' cuTheleaveyeaf-will eafmnenee the r fitst day the efnplelyee absefit C - wedi Commented[SI37]:Change to calendar year.The LMC Policy has the same language as we do. 56 City of Arden Hills Personnel Policy Effective A-,bruarp 29-201-56 Substitution of Paid Leave Time Personal Time Off f 11eart of. F Notiee i. The effipleyee is t at least thtirty (30) days prior to the date ofl aeffiployeefailstosif-t /30) a c foreseeable leave yaftef the effiployee a 3. Notifieation for-fequest for ftfily/'medieal leave tnust be submitted in writing, se of-paf-et3t:of the n' f _ of,,, Commented[SI38]:Create form unless one is found on syst City -tl,l'iinistrater-D rect f kC,..-.4tt2__.6a1_:n fifteen(1 c)days aftef- or as seen as is reasonably w ls-e T„termittent Leave requestedLeave effiplovee-fftay be taken 1..,.,.l1' as The r ef qr to with equi-ealeiit pay and benefit-, t4stt--eef fiterwtittent lea,-than the tegtilar All requests for inter-mittent leave vAll be evaluated on a ease by ease basis. Return T Werk The effipleyee will be to subfp t ft fitness for-duty r 9 fetttrflf to wo-r-k- 57 City of Arden Hills Personnel Policy Effective Fcbrua 29.20156 if the leave wfts fiir-the Y1 health SvzPrroteetien i An empinuan-r t-ib from r '1 ! ,l' 1 leave will i_his//heemployee fe,rmar nct itis 1ew l C afid t r position 2. The r Ieifistateffleatrights the 1- ey .71lave leett 1 ad the employee net been eft leave 'Phu if the empleyee the employee wettld not 1 h. fight t. reinstated - rettifn crom leave. 3. if the k4s to fet-dr-n from a fftfnily,ffiedieal leave fft the end of the twelve ( ) week period, Sitnilaf positiesameofsimilar I position employee 1 a Effeet On Benefits undo-the City'sa t Y 1-t > tffn tinder 1 been the same level of Gity eentribution as would hw en provided if thev had J Y City'-,eomributiaa levels vvl,le the emplayee is an leave,those ehanges will take III—,its if the-Rmr, rl tl 1. 1 I l . ben.efits.The employee will be advisedd in'w-idnIg-St the beginning o4he leave 1 as to the amount and method-oflpfty. 4. if the City pays the employee eontr4butien(missed by the emplayee While a retuniftemlewe.Thee 1 71 beY ) y statement a rpayt ems. period de t 1if the employee r '1 crom o f '1 /-- a 1 leave cor reasons 1=}tPx-xhstrt-(r rti a t;rti ; 1 1.' t' izrn a r r •1 58 City of Arden Hills Personnel Policy Effective IFebruarl 29 20136 Cet either- employee or a covered member-;O-r the Gity may seek r-eiffibttr-semew [.... the employee f_ - d _poftioil of the premiums paid4w-the-Gity an behalf of+hat employee duTiffg-+he4e*v,— family/medical lea-,-e;however,any benefits aecrued pfior to co efteemefif of b. 1..ave '11 not 1 lost. 59 City of Arden Hills Personnel Policy Effective I'ebruan 29,201-5(1 i a-zisxraaz:r a OF zxav x•o may be e City Adfflliftisttator based on eonsidef-fttion of the ff 1— Muftieippd serviee needs-Formatted:Indent:Left: 0",First line: 0",Tab stops: 2'. The efnplayee's f ser-v4ee- 2.04",Left+Not at i" 1. The reftsoa(s) for the f-equest 4.Afty other-relevant infatmation. Formatted:Tab stops: 2.04",Left disabled while per-for aing job duties in the 1tped service.-Benefits shall not aeefue du a period of unpaid leave of Asence. oyees shaR not be eredifed with Serviee aceril whieh aftrpaid leavee f,ab the -- rt 2 eefitifitte to b a pereefi eptfons to based f t 1 cuponthe Commented[$I39]:Deleted,input the new language from the LMC policy in section before FMLA. Reasonable Unpaid Work Time for Nursing Mothers Nursing mothers will be provided reasonable unpaid break time for nursing mothers to express milk for nursing her child for one year after the child's birth The c-Gjy will provide a room (other than a bathroom) as close as possible to the employee's work area that is shielded from view and free from intrusion from coworkers and the pubhc and includes access to an electrical outlet where the nursing mother can express milk in private, Light Duty/Modified Duty Assignment This policy is to establish guidelines for temporary assignment of work to temporarily disabled employees who are medically,unable to perform their regular work duties Light duty is evaluated by the Cite Administrator or his/her designee on a case-by-case basis This policy does not guarantee assignment to light duty. 60 City of Arden Hills Personnel Policy Effective February 29.20136 Such assignments are for short-term temporary disability-type purposes,•assignment of light duty is at the discretion of the City_administrator or his/her designee The City Administrator or his/her designee reserves the right to determine when and if light duty work will be assigned. When an employee is unable to perform the essential requirements of his/her job due to a temporary disability,he/she will notify the supervisor in writing as to the nature and extent of the disability and the reason why he/she is unable to perform the essential functions,duties,and requirements of the position This notice must be accompanied by a physician's report containing a diagnosis current treatment,and any work restrictions related to the temporary disability.The notice must include the expected time frame regarding return to work with no restrictions,meeting all essential requirements and functions of the c-City's job description along with a written request for light duty. Upon receipt of the written request the supervisor is to forward a copy of the report to the Director of Administrative Services. The Cijy may require a medical exam conducted by a physician selected by the c-Lity to verify the diagnosis current treatment expected length of temporary disabilitE and work restrictions. It is at the discretion of the City administrator or his/her designee whether or not to assign light duty work to the employee Although this policy-is handled on a case-by-case basis light duty will not generally be approved beyond six months If the City offers a light duty assignment to an employee who is out on w`N%orkers' c-Compensation leave,the employee may be subject to penalties if he/she refuses such work.The City will not however,require an employee who is otherwise qualified for protection under the Family and Medical Leave_-Act to accept a light duty assignment The circumstances of each disabled employee performing light duty,work will be reviewed regularly Any light duty/modified work assignment may be discontinued at any time Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy Formatted:Normal The eCity will attempt to provide a female employee who requests reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth: More frequent restroom,food and water breaks Formatted:Font:caramond,14 pt Seating; Limits on lifting over 20 pounds-and/or Temporary transfer to a less strenuous or hazardous position should one be 61 City of Arden Hills Personnel Policy Effective Februag 22 20156 available. Unless such accommodations impose an undue hardship on the City,the City will engage Formatted:Font:Garamond,14 pt in an interactive process with respect to an employee's request for a reasonable Formatted:Font:Garamond,14 pt accommodation. 62 City of Arden Mills Personnel Policy Effective llebruar29,20136 RESIGNATIONS (Revised on 1/28/07) Employee resignations must be submitted in writing to the City Administrator. Any employee wishing to resign from City service,in good standing,shall file with the Assistant Gi Adffiinistfato Director of Administrative Services and/or department head,at least fourteen 14)calendar days prior to separation,a written or email resignation stating the effective date thereof.The employee's termination date must be a day worked,not a paid leave day. Failure to give proper notice may result in the forfeiture of accumulated Personal Time Off and other benefits and may impact future employment by the Employer.Unauthorized absence from work for a period of three (3) working days will be deemed a resignation without benefits. LAYOFFS Commented[sI401:Ask Bill Joynes for Furlough language.our language is ok—Bill checked this before. The City Council may layoff employees whenever such action is made necessary by reason of shortage of funds, the elimination of a position, a change in organization, or to provide further efficiencies to'the operation of the City. However, no full-time employee will be subject to layoff, except for disciplinary reasons, while there are part-time, probationary, seasonal,or temporary employees serving in the same class of position for which the regular employee is qualified,eligible,and available. 63 City of Arden Hills Personnel Policy Effective Fob ruin 29.20136 TRAVEL Reimbursement for travel on official City business shall be made as follows: Personal Automobile Employees shall use a personal vehicle for all City related travel,except when authorized or instructed to use a City vehicle or other means of transportation. An employee will be reimbursed at the authorized reimbursement rate,determined by the City Council,for each mile driven on City business while using a personal vehicle. Mileage reimbursement for all city staff must be submitted on the standard travel reimbursement form. In addition to using the proper form, you must complete it in the following manner: 1. Date of travel must be listed. 2. Destination and purpose of travel must be listed. Ngo reimbursement will be made unless these procedures are followed. Meals The maximum for reimbursement for an employee is forty-four dollars ($44)per day. The per day maximum shall be adjusted annually if necessary. Lodging Hotel/Motel reimbursement shall be the actual cost of lodging.When reimbursement for lodging expenses are claimed,itemized receipts are required.NO personal expenses,such as personal telephone calls,movie rental charges,etc,are reimbursable. PaymentReduest For Expense Reimbursement Commented[5141]:Figure out payment-within 2weeks% All travel expense requests must be promptly submitted on the appropriate forms upon Commented[5142R41]:IRS Hiles say 6 minths. i would leave returning to work.Receipts must accompany such requests. Mileage will be reimbursed per this silent for now. If after 6 months—it is taxable to them. the IRS mileage rate. 64 City of Arden Hills Personnel Policy Effective::,Fcbruary 20156 EDUCATIONAL REIMBURSEMENT POLICY The City of Arden Hills believes in, and encourages employees to pursue higher levels of education and training. While lit is the policy of the Ceity it is not obligated to reimburse employees for courses or instruction which will enable the employee to prepare for advancement in a municipal capacity,increased responsibility within the employee's current position,or for personal development which are city employment related;but may not be necessarily related to the employee's current position. The City may not pay for all courses within a decree program depending on the approval of the Personnel Committee. All requests must be approved by the Personnel Committee annually. Eligibility Reimbursement is limited to regular full-time x> employees who attend approved courses or instruction on a voluntary basis outside normal working hours.Reimbursement under this section precludes submission of those courses for other financial remuneration. Financial Remuneration Commented[SI43]:Do a survey on amount and hen 50°o up to the cap per year.Most cities pay what the least expensive college would pay.It is also up to council on amount and subject to approval as wreReimbursementwillbemadepursuanttothefollowingguidelines: nave. 1. Attendance at any class or course intended to be reimbursed by the municipality must have the PRIOR approval of the employee's supervisor, Personnel Committee and have the Tuition Reimbursement form filed with the Director of Administrative Services.Reimbursement can not be assured for any class work started prior to receiving the appropriate approvals; 2. Course work must be related fifty percent (50%)_to the employee's area of municipal responsibility. In the case of liberal education undergraduate or graduate college credits where a degree is being sought, employees will be expected to discuss elective course work with their department head to develop an overall course work plan that is consistent with the intent of this policy. Reimbursement may be denied for elective course work that is not consistent with the intent of this policy. For technical or program based college career programs,reimbursement will be made available for all course work,provided specific program credits are pre-approved.Reimbursement may be denied for courses taken that differ from the originally approved program schedule. Reimbursement for seminars or individual training programs shall be determined at the time of making the request for training. 65 City of Arden Hills Personnel Policy Effective Pcbruary 29.201-56 3. In the interest of considering the budgetary impact of providing reimbursement for educational advancement,consideration must be given to whether or not comparable course work or advanced degrees might be achieved at a less expensive institution than that being requested by the employee.At the time of pre-approving reimbursable course work,the supervisor will consider this issue. If,in the supervisor's determination,a comparable education could be achieved at a less expensive institution (cost per credit hour or program class), the reimbursement rate shall be established at the lower rate.An employee shall always have the option of attending the more expensive training program,but will be responsible for the marginal cost involved above the lower reimbursement rate. 4. Employees interested in pursuing advanced education should notify their supervisor as much in advance as practical so that appropriate budgeting considerations may be made. Reimbursement are not guaranteed if budget dollars are not available. 5. Reimbursement will be made for tuition,lab fees,direct costs of participating in the course. Specifically not included, however, are books, student union or association fees,qualifying tests(e.g.,GRE)or other preparatory fees,mileage and parking fees. Reimbursement will not be made for CLEP fees or similar test out"fees. 6. Approved course work shall be taken outside normal working hours.Except where attendance is requested by the city,employees shall not receive any salary compensation while attending classes. 7. In undergraduate and graduate level college courses,a grade of"C-B"or"780" or above is required. In courses or instruction not issuing a grade,certification from the vendor/sponsor or the instructor of satisfactory completion is required.Failure to achieve the grade levels stated above will result in the City denying reimbursement.Employees shall be expected to submit documentation of the grade received. 8. Reimbursement will be made upon proof of satisfactory completion as detailed above. 66 City of Arden Hills Personnel Policy Effective February 29,201-56 PROFESSIONAL DEVELOPMENT POLICY Purpose:The purpose of this policy is to establish guidelines for professional development activities by City staff. Policy: City staff is encouraged to participate in professional development and training activities and programs sponsored by their respective professional organizations and other groups that sponsor programs relevant to local government. These programs not only improve knowledge of local government and provide important networking opportunities, but offer staff the opportunity to obtain innovative and new ideas for their functional area. Exempt City staff shall have the opportunity to attend state conferences and other applicable state events of their respective professional organizations on an annual basis. Staff may participate in other locally provided training and activities as time and resources allow. The Personnel Committee may limit the amount of attendees to conferences per their discretion. Exempt City staff shall have the opportunity to attend the national conference of their respective professional organization every other year as approved by the City Administrator. commented[staa]:Develop Form for this app -al. City staff shall adhere to applicable provisions of the personnel policy with regard to reimbursable expenses. 67 City of Arden Hills Personnel Policy Effective February 29,201-56 SAFETY The health and safety of each employee of the eCity and the prevention of occupational injuries and illnesses are of primary importance to the eCity To the greatest degree possible,management will maintain an environment free from unnecessary hazards and will establish safety policies and procedures for each department Adherence to these policies is the responsibility of each employee Overall administration of this policy is the responsibility of each supervisor. Employees are expected to adhere to all safety, requirements. Reporting Accidents and Illnesses Both Minnesota workers'compensation laws and the state and federal Occupational Safety and Health Acts require that all on the job injuries and illnesses be reported as soon as possible by the employee or on behalf of the injured or ill employee to his/her supervisor.The employee's immediate supervisor is required to complete a Incident Report promptly-and send to the Director of Administrative Services gbng full details of the incident along with any other forms that may be necessary related to an injury or illness on the job such as the Supervisor's Report The Director of Administrative Services will then fille out a First Report of Injury and have the incident investigated by a member of the Safety Committee Safety Equipment/Gear Where safety equipment is required by federal state or local rules and regulations,it is a condition of employment that such equipment be worn by the employee Unsafe Behavior Supervisors are authorized to send an employee home immediately when the employee's behavior violates the eCity's pPersonnel 12Policies department policies or creates a potential health or safety issue for the employee or others REPORTING ACCIDENTS Err1rlleye-s are—ruptee '1 all safety Whenever-i 1" J fte 1 WORKERS COMPENSATION REPORTING Workers Compensation benefits and OSHA (job safety laws) require that all on the job accidents,sickness,or loss of consciousness be reported as soon as possible by the employee, or on behalf of a sick or injured employee,to his or her Supervisor. EMPLOYEES MUST REPORT TO THEIR SUPERVISOR ALL JOB ACCIDENTS, SICKNESS,OR LOSS OF CONSCIOUSNESS AS SOON AS POSSIBLE. 68 City of Arden Hills Personnel Policy Effecfive Februag 29,201-56 Where items of safety equipment are required by federal,state,or local rules and regulations, it shall be a condition of employment that the employee wears such equipment. If you are involved in an accident,remember: 1. All accidents involving city vehicles should be reported to the Givy Adwd i4faterDirector of Administrative Services's office as soon as possible. 2. Insist that all parties and property concerned remain at the scene of the accident. 3. Obtain identifying data from the driver of the other vehicle(name,address,and insurance company). Commented[szas]:Ceeate a faun foe the dove cotnpaetrnent and also procedures to take a picture with cell phone dpossible. 4. Secure names and addresses of injured persons and any witnesses to the accident. 5. All accidents and/or injuries must be reported on a form supplied by the City and should be returned as soon as possible from the time of the accident. 6. Take a picture of all vehicles involved with cell phone if possible 69 City of Arden Hills Personnel Policy Effective Fcbruaq 29,201-5G SAFETY POLICY The City of Arden Hills recognizes the need and importance of safety for each of its employees. The purpose of the safety policy is to institute a basic plan for accident prevention. Every employee must annually attend and sign attendance at mandatorytrainins. The success of a safety program demands more than basic rules and plans.It must be a living workable program through cooperation and support of all levels of management and employees.The responsibilities of the City Administrator,Supervisors,and staff are defined so that each will know what is expected of them. The importance of safety consciousness must be emphasized in every task performed. Supervisors must instill awareness of safety and have an obligation to effectively place it in operation through their personnel. The City of Arden Hills has established a Safety Committee. 70 City of Arden Hills Personnel Policy Effective Pcbruarl 29,20156 Commented[SI"3:Please see the attached LMC sample policy for the language.Page 37-40 Formatted:Highlight Formatted:Highlight that ptametes—equal– employffient oppeftunities, and ,.l ibits inappropfiate and relationships a -. ii the office wiJ4 be business hke and free of bias,pfejudiee, disability, age, ffiatital status, of status with–T-egftrd .1.1' L.,. u.a.t,.t.,,u; Yreteet.0 .,y .nw. The city prohibits any sueh disefiffliflation, DEFINITIONS OF DISRESPECTFUL OR 1NAPPROPRIATE BEH"10 inappropfiate behavierf,the follow*pidelines have been provided.This is tiot intended fee i. ri posin niegaRy allows these behaviors,sueh as pe)liee offieef in the hiie of duty disabAity, sex, fnatital status, , 3. Offensive Behavior may inelude stten cvotk,related actions as: rudeness, 71 City of Arden Hills Personnel Policy Effective I ebru'_9.201-5G DEFINITIONS OF WAUSSACENT in the t Avfl F t C ...7 ether-verbal r, l nt oxtCac eh eandttet is madefar- att. t t, t F _d. .d 11 ffi 1 ,.f eitt ei1 eft . abuse F a sextt8l tiatute,-c ntftry about ati -. 7' ..7.,,.11,. 1, -] y_adzes 0 0 nature. 3. 14ftrassment on the basis ristic is Rise Striedy ler-raee, t > 1 b t F b marita!status,eitizenskip of afiy-ofher-ed by law or that of 1-s/hef felatives,friendsnd.1.,. • (a.! Y tpose of effeet of hastAe at offensive wark 1, werk1 matetia7tthat-.] shows7 '1' 7 72 City of Arden Hills Personnel Policy Effective I cbruary 29,20156 RESPONSIBILITIES Tir-it and intent of this policy. The Non Discri natiaft, Harassment and inappfopriate related seffiiigs autside the workplace,sueh as duritig business trips,busiiiess meetings a business related soeial e-fents. insuring that A effiployees under their&rection ffre fiammihftr with this policy, and inteet of this pohey.They shall establish and maintain a d4nate iti the work tuait Which officers in the eve t of inappfepiiate or disrespectful behavior, of hafassmew 73 City of Arden Hills Personnel Policy Effective Februan '_).20156 REMEDIAL ACTION Commented[SI47]:Please see attached language from the LMC sample policy page 37-40 Advlaitiistratof.if the accused persaft is the City Adnaip istfatE)f,an etnpioyee may also contaet the Mayor-.yor- The employee i eiieeur-aged t ,.1...:tl. ,. ..f the pee.-.le listed,.Leve..:th whem they feel the fest e ffiia I 'de the following infefffiati(3n. kfiev"fi: inappropriate behavior, how long it has getie ori, and affy employmew L.,.l.,._iefocnzrcxvr. to...hem or with...L........ pr-eeediiig seetiee and submit it tE) the City Adniiiiisfr-afof. ki the event the etnpleyee who is aeettsed of diserinnittation,harassment and/' eempleted b tl... 74 City of Arden Hills Personnel Policy Effective Ilcbruary 29,20136 2• cBr-reeti-Fe-:icetieft T hall be made wh th the of thepef son against whom 1 r inappropfiate behavior has been ffiade diserifflifift6en, ' t and,'et• inappropfiat e behavior in eir-eidtnsfanees,in 1 d' i e........1..etif question, __b of the t m+iieh the eonduct,if ocetiffed,and the conduct of hejwrsen-aeeused-ef dt efi ifi9t,n ,havas sment .7 ..inappropriate 1 t 1 it 1 behftvior-oeeurred shftll be dealt-*4th on a ease by case basis. af>lflY r t r1 3L the eity ordinances,t rt tes or regulations pertaining to employee diseiphne— 1_ t1_e nffure ftnd severity of the of"se,the r- nl of theother-C ea d Y1 I td inFlnrl b I t 1' t of the cctea... .........-.. u.. iu morale, determiamion ef the level of disciplinary action shA also be made oft a ease by S A Written r-eeor-d of taken ,1,,.1 t L. kept,, - 1 d -- 1 r!volvinezxxc-circ Administrator: Y C t c t t,eh t- ' rr r« layor shall pre sent the _tl.(" .Ge ei f L. C yf_ 't , that the j eoffiplaiftt a f disentnination,harassfnent and,lof inappf opt4ate r I involving Non t!I]PI Wf in ease., of a barassffient and-et inapprer behz« employee against ) steps the law 75 City of Arden Hills Personnel Policy Effective Fcbruary 29,20136 OBLIGATION OF EMPLOYEES Commented[SI48]: the City to liability atid it is part of eaeb efnplayee's job te) redttee the City's empesttre tE Effipleyees afe alse obligated to refiftin ftofn filing bad faith complaints of diseritniflation inappropriate beha-vief, or whe files a eomplaint of diser-itninatioti, harassment and/or inappropriate behavior-in bad faith. RETALLkTIGN The City pfohibits retaliation against the person making the COMplailit Of diserimiflatiOPh, hafassment atid//of-inappropriftte behaviof, fimy other persons connected with ttp to and including terminatiol-t. 76 City of Arden Hills Personnel Policy Effective ItebruaQ,29,201-5G PROCEDURAL GUIDELINES FOR UNWELCOME BE14AATIOR!NCIDENTS Commented ISI49]:Check—off-site imdenn p Aff investigation wffl begin immediately and be conducted as confidentially a possible dittfinglit, aero difigly: Seizv4ees oil the Gity AdtrAtiistffttor,and the A11.4 infer-med. of Mftyiqr-. and take appfopr-iate diseipliff e RESPECTFUL WORKPLACE POLICY The intent of this police is to provide general guidelines about the conduct that is and is not appropriate in the workplace.The eCity acknowledges that this policy cannot possibly predict all situations that might arise,and also recognizes that some employees are exposed to disrespectful behavior,and even violence,by the very nature of their jobs. Applicability Maintaining a respectful work environment is a shared responsibility.This policy is applicable to all eCity personnel including regular and temporaQ:employees,volunteers. and City Council members. Abusive Customer Behavior While the eCity has a strong commitment to customer service the eCity does not expect that employees accept verbal abuse from any customer.lin employee mare,quest that a supervisor intervene when a customer is abusive,or the, may defuse the situation themselves,including ending the contact. If there is a concern over the possibility of physical violence,a supervisor should be contacted immediately.When extreme conditions dictate,911 may be called.Employees should leave the area immediately when violence is imminent unless their duties require them to remain.Employees must notify their supervisor about the incident as soon as possible. 77 City of Arden Hills Personnel Policy Effective 20156 Types of Disrespectful Behavior The following types of behaviors cause a disruption in the workplace and are in many instances.unlawful: Violent behavior: includes the use of physical force,harassment bullying or intimidation. Discriminatory behavior: includes inal2prol2riate remarks about or conduct related to.aperson's race color creed religion.national origin.disability.sex marital status a e sexual orientation familial status.or status with regard to public assistance. Offensive behavior: may include such actions as rudeness angry outbursts inappropriate humor,vulgar obscenities name calling dispTraeM language or any other behavior regarded as offensive to a reasonable erson based upon violent or discriminatory behavior as listed above.It is not possible to anticipate in this policy eveLy exam le of offensive behavior. Accordingly, employees are encouraged to discuss with their fellow employees and su eryisor what is regarded as offensive taking into account the sensibilities of employees and the possibility of public reaction.Although the standard for how employees treat each other and the general public will be the same throughout the eCity,there may be differences between workgroups about what is appropriate. other circumstances unique to a work groin If an employee is unsure whether a particular behavior is appropriate the employee should request clarification from their sul2enisor or the Director of Administrative Sen*ices. Sexual harassment: can consist of a wide range of unwanted and unwelcome sexually directed behavior such as unwelcome sexual advances requests for sexual favors and other verbal or physical conduct of a sexual nature when: Submitting to the conduct is made either explicitly or im licid 7 a term or condition of an individual's employment:or Submitting to or re'ectin the conduct is used as the basis for an employment decision affecting_an individual's employment:or Such conduct has the purpose or result of unreasonabl•interferin with an individual's work performance or creating an indmidating,hostile or offensive work environment. Sexual harassment includes but is not limited to the following: Unwelcome or unwanted sexual advances This means stalking,patting pinching, brushingup against,hugging,cornering,kissing,fondling or any other similar physical contact considered unacceptable by another individual. 78 City of Arden Hills Personnel Policy Effective February 29,201-5G Verbal or written abuse kidding or comments that are sexually-oriented and considered unacceptable by another individual.This includes comments about an individual's body or appearance where such comments go beyond mere courtesy, telling"dirty jokes"or any other tasteless sexually oriented comments,innuendos or actions that offend others. Requests or demands for sexual favors This includes subtle or obvious expectations, pressures or requests for any type of sexual favor,along with an implied or specific promise of favorable treatment(or negative consequence) concerning one's current or future job. Possession and Use of Dangerous Weapons Possession or use of a dangerous weapon see att*ehed-definitions)is prohibited on eCity property,in city vehicles or in any personal vehicle which is being used for eCity business This includes employees with valid permits to carry firearms. The following exceptions to the dangerous weapons prohibition are as follows: Employees legally in possession of a firearm for which the employee holds a valid permit if required and said firearm is secured within an attended personal vehicle or concealed from view within a locked unattended personal vehicle while that person is working on eCity property. A person who is showing or transferring the weapon or firearm to a police officer as part of an investigation. Police officers and employees who are in possession of a weapon or firearm in the scope of their official duties. Employee Response to Disrespectful Workplace Behavior Employees who believe that disrespectful behavior is occurring are encouraged to deal with the situation in one of the ways listed below.However,if the allegations involve violent behavior,sexual harassment or discriminatory behavior,then the employee is responsible for taking one of the actions below. If employees see or overhear a violation of this policy,they are encouraged to follow the steps below. Step 1(a) Politely,but firmly,tell whoever is engaging in the disrespectful behavior how you feel about their actions Politely request the person to stop the behavior because Yo feel intimidated offended or uncomfortable If practical bring a witness with you for this discussion. Step 1(b) If you fear adverse consequences could result from telling the offender or if the matter is not resolved by direct contact,go to your supervisor or eCity Administrator.The person to whom you speak is responsible for documenting the issues and for givingyyou a status report on the matter no later than ten business days after your report. Step 1(c) In the case of violent behavior,all employees are required to report the incident 79 City of Arden Hills Personnel Policy Effective fcbruary 29.201-56 immediately to their supervisor,Director of Admirtistrative Services,or the City Administrator.Any employee who observes sexual harassment or discriminatory behavior,or receives any reliable information about such conduct,must report it xvithin two business days to a supervisor or the Director of Administrative Services Sten 2.If after what is considered to be a reasonable length of time (for example 30 days),you believe inadequate action is being taken to resolve your complaint/concern,the next step is to report the incident to the City*Administrator or the Mayor. Supervisor's Response to Allegations of Disrespectful Workplace Behavior Employees who have a complaint of disrespectful workplace behavior will be taken seriously. In the case of sexual harassment or discriminatory behavior,a supervisor must report the allegations within two business days to the Director of Administrative Services who will determine whether an investigation is warranted supervisor must act upon such a report even if requested otherwise by the victim In situations other than sexual harassment and discriminatory behavior,supervisors will use the following guidelines when an allegation is reported: Sten 1. If the nature of the allegations and the wishes of the victim warrant a simple intervention,the supervisor may choose to handle the matter informally The supervisor may conduct a coaching session with the offender,explaining the impact of his/her actions and requiring that the conduct not reoccur.This approach is particularly appropriate when there is some ambigWjy about whether the conduct was disrespectful Sten 2.If a formal investigation is warranted the individual alleging a violation of this policy will be interviewed to discuss the nature of the allegations The person being interviewed may have someone of his/her own choosing present during the interview. The investigator will obtain the following description of the incident including date,time and place: CorroboratinQ evidence. A list of witnesses. Identification of the offender. Sten 3.The supervisor must notify the Director of Administrative Services about the allegations. Sten 4.As soon as practical after receiving the written or verbal complaint the alleged policy violator will be informed of the allegations The alleged violator xvill have the opportunity to answer questions and respond to the allegations Sten 5.After adequate investigation and consultation xvith the appropriate personnel,a decision will be made regarding whether or not disciplinary action will be taken Step 6.The alleged violator and complainant will be advised of the findings and conclusions as soon as practicable Special Reporting Requirements When the supervisor is perceived to be the cause of a disrespectful workplace behavior incident,a report will be made to the Director of-administrative Services who will assume the responsibilir for investigation and discipline 80 City of Arden Hills Personnel Policy Effective February 29,20156 If the Director of Administrative Services is Perceived to be the cause of a disrespectful workplace behavior incident a report will be made to the City Administrator who will then assume the responsibility for investigation and discipline. If the City Administrator is perceived to be the cause of a disrespectful workplace behavior incident a report will be made to the eCity*Attorney who will confer with the Mayor and City Council regarding appropriate investigation and action. If a councilmember is perceived to be the cause of a disrespectful workplace behavior incident involving eCityzpersonnel the report will be made to the Director of Administrative Services and referred to the c-Gjy*Attorney who will undertake the necessaU investigation The eCity aAttorney will report his/her findings to the City Council which will take the action it deems appropriate. Pending completion of the investigation the City administrator may at his/hex discretion take appropriate action to protect the alleged victim other employees,or citizens. Confidentiality A person reporting or witnessing a violation of this police cannot be guaranteed anonymity.The person's name and statements may have to be provided to the alleged offender. Ill complaints and investigative materials will be contained in a file separate from the involved employees'personnel files.If disciplinary:action does result from the investigation the results of the disciplinary action will then become a part of the employee(s) personnel file(s).. Retaliation Consistent with the terms of aPplicable statutes and eCity personnel policies,the City may discipline any individual who retaliates against any person who reports alleged violations of this policy.The Ci may also discipline any individual who retaliates against any participant in an investigation Proceeding or hearing relating to the report of alleged violations Retaliation includes but is not limited to any form of intimidation,reprisal,or harassment. 81 City of Arden Hills Personnel Policy Effective Februao,29,201-56 DISCIPLINARY ACTION C[SI501:Pllease see LMC sample page 42-44 The City of Arden Hills employees are expected to maintain a high level of performance.In the event job performance or behavior causes problems that interfere with work,provision of City services or the management of the City, disciplinary measures which could lead to termination may be necessary. Supervisors are responsible for maintaining compliance with City standards of employee conduct. The objective of this policy is to establish a standard process for employees of the Cite. City employees will be subject to disciplinary action for failure to fulfill their duties and responsibilities at the level required, including observance of work rules and standards of conduct and applicable City policies. Discipline will be administered in a non-discriminatory manner. An employee who believes that discipline applied was either unjust or disproportionate to the offense committed may pursue a remedy through the grievance procedures established in the City's personnel policies. The supervisor and/or the Director of Administrative Services will investigate any allegation on which disciplinary action might be based before any disciplinary action is taken. The City will administer disciplinary procedures which incorporate the principles of just cause. Evidence of just cause will provide the basis for all disciplinary action. Cause for discipline and discharge includes,but is not limited to: 1. Incompetence or inefficiency in performance of duties. 2. Conviction of a criminal offense. 3. Violation of any lawful or official work rule,regulation or City ordinance. 4. Reporting for work and/or working while under the influence of alcohol,drugs or other controlled substances. 5. Offensive conduct or language toward the public, municipal officers or employees. 6. Carelessness and/or negligence in the handling or control of municipal property or property entrusted to the employee by the City. 7. Inducing or attempting to induce a person,officer or employee of the City to commit an unlawful act or to act in violation of any lawful and reasonable official regulation or order. 8. Dishonesty in the performance of duties. 82 City of Arden Hills Personnel Policy Effective Fcbruart 29,20136 9. Violation of or fraud regarding the provisions of this policy. 10. Failure to report to work, refusal to work as assigned and directed,or other insubordination. This includes failure to return to work after one-half(!L2) seminars if feasible. 11. Acceptance of a gift under circumstances from which it could be inferred that the giver expected or hoped for preferred or favorable treatment in conduct of City business. 12. Unapproved use of paid work time and/or equipment in outside employment or for personal benefit. NO CONTRACT LANGUAGE ESTABLISHED This policy is not to be construed as contractual terms and is intended to serve only as a guide for employment discipline.- Formatted:Font:Not sold Process The eCity may elect to use progressive discipline,a system of escalating resl2onses intended to correct the negative behavior rather than to punish the employee.There may be circumstances that warrant deviation from the suggested order or where progressive discipline is not appropriate.Nothing in these personnel policies implies that any C-Citi employee has a contractual right or guarantee (also known as a propertl-right) to the job he/she performs. Documentation of disciplinary action taken will be placed in the employee'spersonnel file v7th a copy provided to the employee. The following are descriptions of the types of disciplinary actions: Oral Reprimand This measure will be used where informal discussions with the employee's supervisor have not resolved the matter.All supervisors have the ability to issue oral reprimands without prior approval. Oral reprimands are normally given for first infractions on minor offenses to clarify expectations and put the employee on notice that the performance or behavior needs to change,and what the change must be.The supervisor-v Ill document the oral reprimand including date(s) and a summary of discussion and correcti\-c action needed. This report will be filed with Human Resources. 83 City of Arden Hills Personnel Policy Effective February 29,20156 Written Reprimand written reprimand is more serious and may follow an oral reprimand when the problem is not corrected or the behavior has not consistendy improved in a reasonable period of time Serious infractions may require skipping either the oral or written reprimand.o both Written reprimands are issued by the supervisor with prior approval from the eCity aAdministrator. A written reprimand will (1) state what did happen; (2) state what should have happened; 3)identify the policy,directive or performance expectation that was not followed;(4) provide history,if any,on the issue,• (5) state goals including timetables and expectations for the future,• and (6)indicate consequences of recurrence. Employees will be given a copy of the reprimand to sign acknowledging its receipt. Employees'signatures do not mean the employee agrees xvith the reprimand.Written reprimands will be placed in the employee's personnel file. Suspension With or Without Pay The City administrator may suspend an employee without pay for disciplinary reasons. Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City Council except in the case of veterans Qualified veterans will not be suspended without pay in conjunction with a termination. The employee will be notified in writing of the reason for the suspension either prior to the suspension or shortly thereafter copy of the letter of suspension will be placed to the employee's personnel file. An employee may be suspended or placed on involuntary leave of absence pending an investigation of an allegation involving that employee.The leave may be with or without May depending on a number of factors including the nature of the allegations. If the allegation is proven false after the investigation. the relevant written documents will be removed from the employee's personnel file and the employee will receive any compensation and benefits due had the suspension not taken place. Demotion and/or Transfer fin employee maybe demoted or transferred if attempts at resolving an issue have failed and the City administrator determines a demotion or transfer to be the best solution to the problem The employee must be quahfied for the position to which they.are being demoted or transferred The City Council must approve this action. Salary An employee's salaryincrease may be withheld or the salary may be decreased due to performance deficiencies. 84 City of Arden Hills Personnel Policy Effective February 29,201-5G Dismissal The City administrator,with the approval of the City Council may dismiss an employee for substandard work performance serious misconduct or behavior not in keeping with eCity standards. If the disciplinary action involves the removal of a qualified veteran,the appropriate hearing notice will be provided and all rights will be afforded the veteran in accordance with Minnesota law. GRIEVANCE PROCEDURE Commented[5151]:This was revised to the LMC Model language. if91fi}amployuhas 1 abotif to L.:_LL, /.i__: _d as t h,-..ffip1,int shall L addressed by l- City F A deft- T 11sas- fe&wsAny dispute between an employee and the Cit relative to the application,meaning or interpretation of these personnel policies will be settled in the following manner: Step 1. The 1 1 1 7emplayeeshall7YmYepaftment rn iagerye thinseven(7 )calendar-'1 1,.._C I event.The „..t_ ...._ atift__._,. L_11 a:___-_- the b eaffirlaint ith t ealefidftf days la ..1_ L .l t_feeeipt of r the emplayee should preeeed dir-eedy to Step .The employee must present the grievance in writing,stating the nature of the grievance the facts on which it is based,the provision or provisions of the personnel policies allegedly violated and the remedy requested to the proper supervisor within twenty-one 21) days after the alleged violation or dispute has occurred. The supervisor will respond to the employee in writing within seven(7)calendar da,s• Step 2.If the eofnplai--t is not fes.l a grievance has not been settled in accordance with Step 1, it may be appealedto the Cit Admil3istrater— eeterof-7a23 f}k rnctiFe bicca 7 lin seven(9 e lenrlar days fffter- ipt Ftp reply from the department fffflager.A" this period haU---bewaived. J - x is eeiAplaiw t33ttst be sttbtnitted to the City Adffiiiiistrafor-Pireetor of ftistrafiye S g, setting C 1- 1- Caets F 1 sha]4 aet oft the ee virar provide l «le)ewith F 1- G fifift! Position *ithin seven (7) ealendar days ffftef reeeipt of the coffiplaint by the City 1_. t" to fD F A a_ must be presented'' e ted in writing,stating the nature of the grievance the facts on which it is based the provision or provisions of the Personnel Policies allegedly violated, and the remedy requested by the employee to the Director of administrative Services within seven (7) days after the supervisor's response is due. The Director of Administrative Services or his/her designee will respond to the employee in writing within seven (7) calendar days Should the complaint involve the 85 City of Arden Hills Personnel Policy Effective Februarc 29,201-56 Director of ldministrative Services then the employee should proceed directly to Step 3. Step 3 If the eeftiplaint is not feselved i grievance has not been settled in accordance with Step 2 it fnay be apVtftkdjt must be presented in writing s, tating the nature of the grievance, the facts on which it is based the provision or provisions of the Personnel Policies allegedly violated,and the remedy reduested,by the employee-to the Cite Administrator within seven calendar days after receipt of the reply from the Director of Admir istrative Services. eaffin1 natappe?1 d to th- City \.1..,., fhift l l 11 1.7 Tl- eomt3laint ffittst be submitted to the Cit. A dow+mng, F l- 1- F F t i'laiw andt ealendar days after reeeipt of the by _ The City Administrator will respond to the employee in writing within seven(7) calendar days. The decision of the City Administrator is final for all disputes with exception of those specific components in a performance evaluation subject to a challenge through the Minnesota Department of Administration. C y2 if h 1 7_-ed Step 2 may b appealedthe City Goowitl,' seven 7 ealendar dit after- F the 1. F 1 C" i.cir-oter -- I 0 1'y eE mt L Leftled to the y b r 1 L. agendad fe the iiext n - tlat4, eh l of thei__ C" C`a - :1 Theoii I before the-employee and I I..- --11.--- shaH have the right to appear Gattneil at this meetirl City Gotmeil members &ithitt dtirty(30) ealendaf day-,after feceipt of the eeffiplaint. Waiver If a grievance is not presented within the time limits set forth above,it will be considered waived"If a grievance is not appealed to the next step in the specified time limit or any agreed extension thereof,it will be considered settled on the basis of the Ci >'s last answer.If the eCijy does not answer a grievance or an appeal within the specified time limits,the employee may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step_The time limit in each step may be extended by mutual agreement of the City and the employee without prejudice to either ar The following actions are not grievable: 1 \Nliile certain components of a performance evaluation such as disputed facts reported to be incomplete or inaccurate are challengeable,other performance evaluation data including subjective assessments,are not. 2. Pay increases or lack thereof;and 3. Merit pay awards. 86 City of Arden Hills Personnel Policy Effective Fcbmar}_21) 201-5G The above list is not meant to be all inclusive or exhaustive. Formatted:Font:Not Bold 87 City of Arden I-Iills Personnel Policy Effective I cbruary 29,20146 SEVERABILITY Each provision of the Personnel Policy is deemed severable from every other provision.Any provision of the Personnel Policy found to be invalid or void shall not affect the validity of the remaining provisions,unless the Court finds any remaining provisions,standing alone, incomplete and incapable of being executed in accordance with the Council's intent. 88 City of Arden Hills Personnel Policy Effective February 29,20736 EMPLOYEE ASSISTANCE PROGRAM The City of Arden Hills offers its employees and their dependents a CONFIDENTIAL Employee Assistance Programs ( _through Sand Creek Gretip, 14d. Prefessiong are available to help employees and their dependents with: Relationship issues Separation and divorce concerns Alcohol or chemical abuse problems Work concerns Loss and grief Financial crisis,problems with creditors Depression and anxiety Parent/child difficulties Zany other life concerns Arden Hills employees are urged to refer to the attaeked EAP brochures fam c,.na Gr-eek Grottp,Ltd. for location,program and service information. 89 City of Arden Hills Personnel Policy Effective Fcbrw 29.20756 TECHNOLOGY POLICY:depted P..,.,....be f 10,2009 Commeobad[SI52]:Insert the INet policies here and other tech policies or refer to the Technology policies Purposes Formatted:Highlight The purposes of the City of Arden Hill's computer and other electronic systems,including Formatted:Highlight but not limited to,electronic mail (e-mail) cell phones -and the internet,are to provide an efficient and effective means of internal and external communications and to improve work product.This policy addresses access to and disclosure of information from such electronic systems. Among other things, this policy is intended to guide City employees, volunteers, and contractors in the performance of their duties. This policy serves as notice to the employees,volunteers,and contractors of the City that all data,including any that is stored or printed as a document,is subject to audit and review. There is no expectation of personal privacy in the use of the internet,cell phones and e-mail systems when using the computers,cell phones. or services provided by the City. Finally,this policy serves to delineate acceptable use of the internet.cell 12hones, and e-mail systems by City employees, volunteers, and contractors (collectively also referred to as users"or"employees")while using government owned/leased equipment,facilities,internet addresses, domain names, and/or e-mail services registered to or provided by the City of Arden Hills. It seeks to ensure that the use of the internet and e-mail systems by City employees, volunteers, and contractors while conducting work for the City and/or while using City provided systems is consistent with the City's policies,all applicable laws,and the individual user's job responsibilities. Statement of Policy The City promotes internet,cell phone and e-mail use that enables employees,volunteers, and contractors to perform City missions and encourages its employees, volunteers, and contractors to develop skill in the usage of internet and e-mail.It is expected that employees will use the internet, cell phones and e-mail to improve their job knowledge; to access scientific,technical,and other information on topics which have relevance to the City;and to communicate with their peers in other government agencies, academia, and industry on matters of relevance to their work for the City. Responsible Use Users are advised not to the use the internet or e-mail systems for any purpose which would reflect negatively on the City or its employees. Property of the City of Arden Hills The City's e-mail and internet systems are business tools.These systems shall be used in a professional manner for legitimate business purposes only and, at all times, remain the property of the City. 90 City of Arden Hills Personnel Policy Effective Pcbruafy 29.201-56 Scope This policy applies to: 1. All technical resources that are owned or leased by the City, 2. That are used on or accessed from City premises, or that are used for City business.This policy also applies to all activities using any City paid accounts, subscriptions,or other technical services, such as internet access and e-mail, whether or not the activities are conducted from City premises;and all full or part-time employees of the City, volunteers, and contractors who are authorized to use City resources to access the internet or e-mail systems. Information is not Private The City computers,cell phones, and data stored on them are,and remain at all times,the property of the City.As such,all messages created,sent,or retrieved over the internet_ phones,or the City's e-mail system are the property of the City,and should not be considered private.Employees have no right to privacy as to any information or file transmitted through or stored in the city's computer systems,cell phones,c-mail,or other technical resources. Use of Respect for Others Access to the internet via City resources and the use of City provided e-mail must only be used for City purposes.To that end,the use shall not disrupt or interfere with the work of other network users,adversely affect the operation of the internet or the City's own internal network,or misrepresent the interests of the City. Monitoring and Disclosure The City reserves the right to access,retrieve,read,and disclose any data,messages,or files stored on City funded systems for any purpose.Employees should be aware that,even when a message is erased or a visit to a web site is closed,it is still possible to re create the message or locate the web site. The City reserves the right to monitor the use of the systems to prevent abuse,enforce other policies,and access information.Access may occur in,but is not limited to, situations indicating: (1) impropriety, (2) violation of a City policy, (3) legal requirements, (4) suspected criminal activities, (5) breach of system security, (6) to locate substantive information or to monitor employee performance and conduct.The contents of these systems may be disclosed by City management within or outside the City without employee permission. Furthermore,all communications including text and images may be disclosed to law enforcement or other third parties without prior consent of the sender or receiver.The City has unlimited access to protect the security of these systems and the City's property rights. Consent All of the City employees,volunteers,and contractors who are provided access to the City's internet and e-mail systems are required to abide by the City's policy contained here and in 91 City of Arden Ilills Personnel Policy Effective February'29.201-5G other relevant documents. Use of the Internet The City provides internet access to some employees for their use in performing their duties for the City.All City employees are responsible for using internet resources in an effective, ethical,and lawful manner.It is the City policy that internet resources,like other City assets, be used for the benefit of the City. All internet use should be congruent with the City's overall government policies.The City reserves the right to monitor and/or log all network activity with or without notice,including all web site communications,and therefore,users should have no expectations of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action,up to and including termination. Uses that are acceptable and encouraged: 1. Communications and information exchanges directly relating to the mission and work tasks of the City; 2. Announcements of City procedures,meetings,policies,services,or activities; 3. Use for advisory, standards, research, analysis, professional development or development activities directly related to the user's City job-related duties; 4. Use in applying for or administering grants or contracts for City programs and activities. Uses that are unacceptable: It is unacceptable for a user to access, use, submit, publish, display, download, save, or transmit on the network, or on any computer system, any information which: 1. Violates or infringes on the rights of any other person,including the right to privacy; 2. Contains defamatory, false, inaccurate, abusive, obscene, pornographic, profane, sexually oriented, threatening, racially offensive, or other biased, discriminatory,or illegal material; 3. Violates City regulations prohibiting sexual harassment; 4. Restricts or inhibits other users from using the system or efficiency of the computer systems 5. Encourages the use of controlled substances or uses the system for the purpose of criminal intent;or 92 City of Arden Hills Personnel Policy Effective Fcbruan 29,201-56 Uses the system for any other illegal purpose. It is also unacceptable for a user to use the facilities and capabilities of the system to: 1. Conduct any non-approved business; 2. Solicit the performance of any activity that is prohibited by law; 3. Transmit material,information or software in violation of any state,local,or federal law; 4. Conduct any political activity; 5. Conduct any non-City fund raising or public relations activities; 6. Download software without prior authorization of the network administrator; 7. Download music,video,and related media files that have no business purpose; 8. Engage in any activity for personal gain or personal business transactions;or 9. Make any unauthorized purchases. Copyrighted Material Users may download copyrighted material,but its use must be strictly within the agreement as posted by the author or current copyright law.The federal Copyright Act at 17 U.S.C. 101 et seq. (1988), protects and prohibits use of all original works of authorship in any tangible medium of expression.This includes a prohibition on plagiarism(using someone else's ideas or writing and passing it on as one's own). E-mail Internet e-mail is considered network activity; thus, it is subject to all policies regarding acceptable/unacceptable uses of the internet as well as the City's e-mail policy.Users should Commented[SI53]:Draft separate polio on Email Acceptable not consider Internet e-mail to be private or secure. use using Roseville's as a guide. Passwords Access to the internet may require a password,and authorized employees are prohibited from giving their password to any other person, except as provided for in the City's password policy.The password remains the property of the City,and all passwords must be Commented[SI54]:Draft separate policy on Password using disclosed to the Director of Administration. Roseville's as a guide. Uses of E-mail System The City provides an e-mail system to employees for their use in performing their duties for the City.All employees of the City are responsible for using the e-mail system in an effective, ethical,and lawful manner.It is the City policy that the e-mail system,like other City assets, 93 City of Arden Hills Personnel Policy Effective fcbruary 29.201501 be used for the benefit of the City.All e-mail use should be congruent with the City's overall government policies.The City reserves the right to monitor and/or log all network activity with or without notice,including all web site communications;and,therefore,users should have no expectation of privacy in the use of these resources.Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. The City's e-mail system shall not be used for unacceptable or unrelated purposes,including but not limited to the following: 1. To send or receive"chain"or similar type"letters." 2. To send and receive music,video,and related media files that have no business purpose. 3. To send and receive software without prior authorization of the network administrator. 4. To send or receive documents in violation of copyright or other laws. 5. To knowingly open mail not directed to you.Except to the extent that the City reserves the right to access and review all electronic uses and records,e-mail messages are confidential. 6. To send messages in violation of City security policies. 7. To forward electronic messages without a legitimate business purpose,under circumstances likely to lead to embarrassment of the sender or to violate the clearly expressed desire of the sender to restrict additional dissemination. 8. To send messages that are false or misleading, inaccurate, abusive, obscene, pornographic,profane,sexually-oriented,threatening,offensive,discriminatory, or illegal, including but not limited to sending messages under an assumed name or with intent to obscure the origin of the message. 9. To solicit or proselytize for commercial ventures,religious or political causes, outside organizations other non-job related solicitations. Avoid "carbon copying"individuals who have no direct involvement or "need to know." Likewise,e-mail to all users should only be used on very rare occasions when every person on the system has a direct need to know. Avoid"forwarding" e-mail to a third party unless necessary (see "carbon copying).When forwarding, explain the reason for the forwarding action and edit out any potentially 94 City of Arden Hills Personnel Policy Effective Fcbrnary 29 201-5¢ inappropriate contents.If in doubt about the appropriateness of forwarding a given piece of mail,check with the originator for guidance. When sending an e-mail requiring"action,"be sure to indicate which mail recipient(s)is/are to take action. Do not"say"anything in an e-mail message that could prove embarrassing or compromising to you,the City,or others.Each employee is responsible for the content of all text,audio,or images they transmit. Avoid potentially contentious exchanges through e-mail. Confidential and sensitive information such as performance reviews, disciplinary and/or corrective actions,attorney-client privileged information,personnel information,private data as outlined in the Minnesota Government Data Practices Act, and health or medical information should not be communicated via e-mail. Communications which would be inappropriate under other City policies are equally unacceptable if delivered via electronic communication.These communications may include, but are not limited to,harassing or discriminatory comments,breaches of confidentiality,and insubordinate statements. Use your common sense in determining when to use e-mail,in what is said,and to whom. Remember that electronic communication is not private and the City reserves the right to monitor and review all communications originating from or entering its computer systems. Computer Use Formatted:Underline Most City business is conducted with the use of desktop notebook computers or cell Formatted:Normal,Left phones dedicated to a single user's activity. It is essential to protect City information assets_created_gathered shared or stored with desktop notebook computers cell phones related computer media (e.g.flash drives) and peripherial equipment such as fax machines printers and copiers. This is subject to the City's Computer Use Policy. Employees are Commented[SI55]:Create a Computer use Posey„sing required to annually signoff on this polio Ro—ille's as an example. Commented[SI56]:Create a form. Security and Virus Protection Formatted:Underline E-mail and/or internet access may utilize passwords for security;however employees should be aware that the reliability of such tools for maintaining confidentiality cannot be guaranteed. Additionally, all passwords must be made known to the City through the Director of Administration,and passwords not known to the City shall not be used. To prevent computer viruses from being transmitted through the system,employees are not permitted to download or install any software onto their computers or any drives in those computers.When downloading a file or opening an e-mail attachment,users must scan all 95 i City of Arden Hills Personnel Policy Effective Pebruar}29,201-50 materials with City provided virus protection software.Additional consideration of policies and communications from the City's network administrator should also be used in determining how to handle potentially damaging e-mail or files. Other Technology Issues Beyond the use of internet and e-mail, there are several other issues to consider when utilizing City-owned technology,including personal computer and network usage. Copying Software and Programs Most computer software and programs are copyrighted, and it is illegal to make multiple copies.Employees may only copy and use software in accordance with the software license agreement. If there is any question about the appropriate use of the software, employees should contact the Director of Administration. Only Authorized Software Allowed No external,personal,or downloaded software and/or hardware shall be installed without prior approval by the network administrator. Backing Up/Deleting Files All files stored on the network will be backed up on a regular basis.Files that are stored on a users hard drive will not be backed up. Management of Files Because the storage capacity of the network is limited,all users are responsible for deleting outdated files. Users are also responsible minimizing the amount of large files such as graphics contained on the network. Work Product Ownership All information developed on a City computer system or introduced to a City computer system is the property of the City,regardless of where it was created. Likewise,all information developed by a City employee on computers outside of the City,if in conjunction with his or her employment with the City, is the property of the City, regardless of where it was created. Network Virus Protection Users shall not change their system configuration or take other steps to defeat virus protection devices or systems. Individual employees are responsible for verifying that disks and other storage media used or received from outside computers are scanned for viruses prior to their use on City computers.Please request assistance if you are unsure of how to scan files,disks,or related storage media for viruses. 96 City of Arden Hills Personnel Policy Effective I ebruar)29,20151 Access to Data A user's ability to view,add,or modify the configuration of their PC's and network files is based on access rights configured by the network administrator.These can be changed if needed.Contact the network administrator to request changes to user access rights. 97 City of Arden Hills Personnel Policy Effective February 29,20156 Cellular Phone Use Commented[SI57]:Insert Cellular Phone use language from LMC page 51 Formatted:Normal,Left This policy is intended to define acceptable and unacceptable uses of eCity issued cellular telephones Its application is to insure cellular phone usage is consistent with the best interests of the eCity without unnecessary restriction of employees in the conduct of their duties This policy will be implemented to prevent the improper use or abuse of cellular phones and to ensure that c-City employees exercise the highest standards of propriety in their use. General Policy Cellular telephones are intended for the use of eCityemployees in the conduct of their work for the c-City.Supervisors are responsible for the cellular telephones assigned to their employees and will exercise discretion in their use Nothing in this policy will limit supervisor discretion to allow reasonable and prudent personal use of such telephones or equipment provided that: Its use in no way limits the conduct of work of the employee or other employs_ No personal profit is gained or outside employment is served. An employee Nvill not be reimbursed for business-related calls without prior authorization from his/her supervisor. Supervisors may also rohibit employees from carrying their own personal cell phones during working hours if it interferes with the performance of their job duties. Use of public resources by eCityemployees for personal gain and/or private use including,but not limited to,outside employment or political campaign purposes,is prohibited and subject to disciplinary action which may include termination and/ criminal prosecution depending on the circumstances Incidental and occasional personal use may be permitted with the consent of the supervisor. Comnwnted(sisal:we may want to revise this as many staff only have a City issued cell phone and the IRS Wiling has changed. Personal calls will be made or received only Nvhen absolutely necessary.Such calls must not interfere with working operations and are to be completed as quickly as possible. In cases where the eCity does not regard accounting for personal calls to be unreasonable or administratively impractical due to the minimal cost involved personal calls made by employees on a c-GM-provided cellular12hone must be paid for by the employee through reimbursement to the eCity based on actual cost listed on the eCity's phone bill. Commented IS1591:same as above_ Procedures It is the objective of the City to prevent and correct any abuse or misuse of cellular telephones through the application of this policy.Ernplo):ees who abuse or misuse such telephones may be subject to disciplinary action. 98 City of Arden Hills Personnel Policy Effective February 29,201-5G Responsibility Formatted:Font:Garamond The Director of Administrative Services or designee will have prima responsibility for implementation and coordination of this policy.All supervisors will be responsible for enforcement within their departments Formatted:Font:Not Bold Formatted:Normal,Left Calendar/Scheduler Use Policy All employees who have Microsoft Outlook should use the calendar/scheduler feature to schedule all appointments and meetings.All meetings,vacations,and appointments should be updated on calendars on a daily basis. Computer Training Employees are encouraged to seek additional training and education in the use of software applications and related technology. Training should be pertinent to the employee's job responsibilities and,to the extent possible should take place outside the normal work day. On a case-by-case basis,the cost of training will be incurred by the City depending on the availability of funds and City needs.An employee must have prior authorization from their supervisor to enroll in any training paid for by the City. Enforcement This policy is intended to be illustrative of the range of acceptable and unacceptable uses of the internet and e-mail systems provided by the City and is not necessarily exhaustive. Questions about specific uses should be directed to the user's supervisor. Prior to accessing the internet and e-mail systems,employees shall review this policy and sign the consent form. The Director of administration and/or the employees supervisor will review alleged or suspected violations of this policy,and clear violations may result in disciplinary actions.Any user violating these provisions or applicable local, state, or federal laws is subject to immediate loss of or restrictions on internet/e-mail privileges,additional disciplinary actions, up to and including termination of employment,and/or criminal prosecution. Consent Agreement As a condition of employment,all City employees must acknowledge that all computer and electronic systems,including but not limited to,e-mail and internet network activity,are the property of the City and,therefore,they should not consider any activity to be private.Prior to obtaining access to the internet or e-mail systems,employees must sign the consent form provided.By signing the consent form,users acknowledge that they have received a copy of this policy, read it, and understand the City's policy and the potential penalties for non- compliance. 99 City of Arden Hills Personnel Policy Effective I+cb,.,, 29.20736 PF 6rtr:,.4 Media,BVI t. -.7 T n l• SOCIAL MEDIA USE POLICY Commented[SI60]:Will insert the policies here that we handed out before. Introduction Formatted:Font:Not Bold The Cite of Arden Hills will determine at its discretion Formatted:Font:Bold how its web-based social media and online community:presence will be designed implemented,and managed as Part of its overall communications and information technology strategies and functions City government social media and other web-based resources may be modified or removed by the City at any time and without notice as necessary to maintain the integrity of both communications and information technology functions Purpose It is the intent of the City of Virden Hills to represent itself appropriately,consistently,and positively on the internet. Collaborative technologies are fundamentally changing how information is provided received and how the City can engage its citizens To aid in meeting the goals of the C4 the purpose of this policy is to establish procedures for creating and maintaining a social media and online community presence which is in accord with policies and directives established by Ci T management It also provides guidelines and standards for individual emplo-eEesregardingtheuseofsocialmediaforcommunicationwithcitizens, colleagues,and the world at large Scope This policy applies to any existing or proposed social media websites and online community accounts created by City ployees during the course and scope of their employment and includes all sites and accounts described in this policy. This policy does not govern personal use of social media websites during work hours The Computer Use and Security Policy governs personal use of social media Definitions City Social Media"—Typically a mobile-based tool for sharing and discussing information Focus on creating and fostering online social communities for a specific purpose and connecting users from var Ling locations and interest areas Social Media Websites" — Typically a mobile-based tool for sharing and discussing information. Focus on creating and fostering online social communities for a specific purpose and connecting users from varying locations and interest areas Social Networking"—Offers away for registered users to communicate with each - Formatted:pert other on the internet,usually offedg many ways to connect to other registered users These websites fall under four categories: Conversation—blogs message boards Twitter Social Networking—Facebook -Iy space LinkedIn 100 City of Arden Hills Personnel Policy Effective-February 29 201-5G Content Sharing—YouTube Fhckr,Digg,Delicious Collaboration—Wikipedia,Micropublishing These websites can offer many different wa3s for users to interface such as instant messaging,blogging and commenting microblogging,status updates online forums, website link sharing,video conferencing sharing photos,videos, etc. Microblogging(Twitter)"—This is a form of blogging that allows registered users to post short updates (140 characters or less) about themselves and their activities. General Standards The Cite of Arden Hills'social media websites and online community, accounts and their associated content should focus on significant City interest areas and be organized in a manner that avoids duplication ambiguities,and/or conflicting information. Social Media Web Site Responsibility It is the responsibility of the Director of Finance and Administrative Services or his/her designee to ensure all City policies are followed when employees are establishing a City of Arden Hills social media site or the applicable Department Director when interacting with social media sites in the course of the employee's scheduled work. 1. All postings to City of Arden Hills social media sites may be subject to review by the City Clerk,Department Director(as applicable) and/or the City Administrator and may be deleted without notice. 2 Additional or significantly amended Ssocial Mmedia-'websites intended to be established for the benefit of the Cit1,of Arden Hills via individual employees ox departments,must be approved by the Director ofAdministxative Services or his/her designee and the City Administrator.The employee is responsible for providing docmnentation on the benefits of using social media networks for their specific job functions as justification for approval of the additional or significantly amended social media sites. It is the responsibility of the employee's supervisor to review work impacts to assure that using social media does not negatively affect the employee's day-to-day job performance. 3. Administration of all social media websites and online community accounts must comply with a1212licable laws regulations and policies as',veli as proper business etiquette. 4. City social media accounts accessed and utilized during the course and scope of an employe performance of his/her job duties may not be used for private or personal purposes or for the purpose of expressing private or personal views on personal,political or policy issues or to express personal views or concerns pertaining to City employment relations matters. 101 City of Arden Hills Personnel Policy Effective FcbruaQ29.20136 5 City of Arden Hills social media and online community website accounts are considered a City asset and logins to these accounts must be securely administered in accordance with City computer securitXpohcies The City Clerk must be an Aadininistrator on all City website accounts. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. 6 social media website and online community accounts shall not be used by the City or any Cit, emplo`-ee or representative to disclose sensitive and/or confidential information without the prior approval of the CityAdministrator. 7 All social media websites and online community accounts created and utilized during the course and scope of an employs performance of his/her job duties will be identified as belonging to the City of Arden Hills including the City logo,as well as a link to the City's official website. Only City employees can administer City social media sites. Social Media Guidelines 1 Adhere to your area of business expertise and provide information on your current activities and those of your industry.. 2 Post meaningful respectful comments that promote collaboration and sharing.Do not spam inflame or make comments that are offensive. Posting may include: a.City events b. City partner events c Special events will be considered on a case-by-case basis Posting not allowed: a.Sales at retail stores b. Political Commentary 3 always think before posting;if it causes you to pause or question if it is appropriate it most likely should not be posted. 4 Respect proprietary information,content and confidentiality. Give credit to appropriate persons when required or appropriate. 5 Reply to comments in a timely manner,when a response is appropriate. Understand that quahjt,communication is important,so engage appropriately. 6 Be transparent as to who you are and who you represent.Be clear about your role for the City of Arden Hills so as to identif:your vested interest in the information you share. 102 City of Arden Hills Personnel Policy Effective February 29.2016 7 Be aware that just by identif Ling yourself as a City of Arden Hills'employee,you are creating perceptions about yourself and about the City.Be sure all content associated with you is consistent with your work and the City's professional standards. 8 Know and follow the City's rules for conduct Computer Use&Security Policy and the Social Media Use Policy. 9 Be aware that some information is confidential and/or sensitive until deemed available for public release Employees are expected to maintain this confidentiality. 10 add value and excitement to the online community.Your statements and posts should provide the community with information to improve their knowledge skills, solve problems,or to understand City_government and community activities better. 11 Social media is a conversation so talk to the community as you would a real person in a professional situation Be a leader while communicating and do not create incendiary statements to inflame others Be careful and considerate of other points of view. Postingguidelines: a No more than for 2 posts per day on the site. b Please keep sites updated. c Posts should include a colorful picture or link if possible to another site to promote interest. d Post events as close to the date of the event as possible.At the very least,post a reminder close to the event. Guidelines for responses to posts: a The City will delete any responses containing profanity vulgarity,or which are demeaning or inflammatory to other people. b Document deleted posts (save thread to a file) along with specific reason for deleting. Use Facebook as a photo repositor for City events—gives fans a reason to join and something to look at. Polio Violations Violations of this Poky will subject the employee to disciplinary action up to and including discharge from employment. Exceptions/Changes This policy replaces all previous policies covering the same or similar topics except as provided for in Arden Hills'Personnel Policies Exceptions to this 12ohcy may be granted onlyby the City Administrator.This policy may be reviewed and changed at any time. 103 City of Arden Hills Personnel Policy Effective February 29.201-5¢ COMPUTER USE AND SECURITY POLICY Introduction It is the purpose of this policy to define standards for use of the City's computer system and requirements for maintaining system sec. Ownership The Cite of Arden Hills'computers and information produced and stored on Cit` computers are the sole property of the Cite The City has exclusive rights to review,retain, maintain modify or delete these files messages and documents.This includes personal messages and files that reside on Cityquipment and storage media Employees may not distribute or copy City data without proper authorization. Privacy Employees who use the City's computer system are not guaranteed privacy or confidentiality. All files and documents stored on City-owned equipment and media, including personal messages and internet usage logs,are subject to monitoring by Gj_y management and may also be viewed by Cin:I.T. staff as a consequence of performing their duties. Employees must respect the confidentiality of other people's electronic communications and may not attempt to read "hack"into other systems or other people's accounts or"crack"passwords,or breach computer or network security measures or monitor electronic files or communications of other employees or third parties except by explicit direction of City management. Public Records&Accessibility Electronic files documents and messages are a public record and subject to public record regulations with respect to inspection and disclosure and scheduled retention and disposition. Electronic files that store e-mail messages and other documents are the City's proper!-. Employees should be aware that the City has the same right to access electronic files stored on City computers as it does files stored in an employee's desk or workstation. Employees should be aware that any data stored is subject to government data practices statutes which can make the text accessible to the public.Therefore, sensitive or personal documents or messages should not be sent or stored on the computer system. The City,as well as individuals outside the.-Arden Hills organization,have the ability to track the Internet sites accessed with the City of Arden Hills account. When sending e-mail messages users should exercise caution in determining what information to include,because the receiving party has the ability to forward the 104 City of Arden Hills Personnel Policy Effective FcbruaQ 29,201-56 message anywhere in the world. Manner of Communication Employees are expected to communicate in a Professional manner that will reflect positively on them and the City of Arden Hills.Employees should use the same care when creating electronic communications as they would use with oral or other written communication. Existing policies governing employee behavior,both within the workplace and when interacting with the general public,appl to electronic communications. Employees are not permitted to represent themselves as any other person on the Internet or to use another employee's e-mail account to send messages.The Communications Policy for employees governs the manner of communication. Internet Access F,...ttd-Left Internet access is available on most City-owned computers and is provided to employ as a resource to assist with the Performance of work-related duties. Visiting Internet sites that contain"adult material" (such as pornograph)) or promote hate,racism,violence,ox illegal acti-6ties are prohibited. Proxy sites are also prohibited. The City uses a filtering system to block access to these sites. However,these systems are not able to always block access to all prohibited sites. Therefore,the ability to visit a prohibited site despite the presence of this filtering software does not constitute permission to do so. SharePoint Purpose and Use Formatted:Left The purpose of the City of Arden Hill's SharePoint is to communicate work and employee information. SharePoint is an internal website designed exclusively for City of Arden Hills employees. SharePoint Content The Ci1y's Information Technologies,HR and Communications staff oversee all aspects of SharePoint including content and design. Selected staff are expected to update SharePoint pages and will receive necessary training to do so. All employees may post announcements on the eml2lo3:ee message board.This may include(but is not limited to) the advertisement of personal items for sale,family announcements and general inquiries to staff,which can be done intermittently and not a part of a business.Use of the message board is not to be used in any way as a forum to communicate opinions or promote Personal agendas of any kind.Personal announcements about other employees may not be posted without their consent.all entries are subject to removal if considered inappropriate for content,language,or any other reason. Use of Equipment allowable uses of electronic systems and information include the following to the extent that these uses are for the purpose of conducting Citi:of Arden Hills business: 105 City of Arden Hills Personnel Policy Effective I,cbruar)29.201-56 to facilitate performance of job functions; to facilitate the communication of information in a dmeb manner; to coordinate meetings of individuals locations and Cit;,resources; to communicate with other departments throughout the Cite; to communicate with outside organizations as required in order to perform an emplo,ee's job functions. Personal Use of Equipment and Systems Limited personal use of the City's computer system,including e-mail social media sites, and the Internet is permitted.Personal use of the computer system shall follow the same guidelines as apply to personal use of the telephone and other personal activities while on duty. Such personal use must not consume large amounts of City resources. Employees using electronic media and services for personal use waive any claims to privacy regarding that usage. Excessive personal use is prohibited and will be subject to discipline.Personal use of a City e-mail account must conform to the same professional standards as work- related communications and may not be used for business ventures or illegal activities. Employees need to be particularly sensitive to the content and interpretation of e-mail messages sent from City accounts as the e-mail address is clearly identified with the City. Excessive Usage Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system. Continued impedance of other users through mass consumption of syste resources,after receipt of a request to cease such activity,is prohibited.The willful or careless introduction of malicious programs such as computer viruses,Trojan Horses and worms into the City's network or into any external networks or computers can cause such excessive computer usage or even damage a system and so would be a violation of this ohc E-mail Distribution Lists Formatted:Left The City's e-mail distribution lists gener&,are to be used for official City business only. Distribution lists that include persons who are not Cite employees may not be used for other purpose without the prior authorization of the City Administrator/Department Director. Messages that are of general interest to City employees but not official business should be posted to the message board on the SharePoint Extranet rather than mailed to employee distribution lists such as"_ArdenHiUs—All". Use of employee distribution lists for non-official business should be infrequent and not be political or controversial in nature. If they contain requests for donations of any sort,the sender must obtain the prior approval of the City Administrator/Department Director. Inappropriate Material Electronic media may not be used for knowingly transmitting,retrieving or storage of any 106 City of Arden Hills Personnel Policy Effective Fcbruar 29,201-5G communications of a discriminatory or harassing nature or which are derogatory to any individual or group or which are obscene or sexually explicit or are of a defamatory or threatening nature or for"chain letters,"or for any other purpose which is illegal or against City policy or detrimental to the City's reputation.Electronic media may not be used for personal use relating to political,religious,or personal financial profit. System Security City employees shall adhere to the following practices to protect the integrity and security of the City's computer system: Employees may not install any modem wireless access device other external connection or remote access hardware or software onto their City-provided computer or anypart of the City's network without the prior authorization of IT staff and with approval of the Department Director. Employees may not disable any anti-virus,firewallor other software or hardware designed to prevent unauthorized access to the City's network and computers without the prior authorization of IT staff and the City administrator. Employees are responsible for maintaining the confidentiality of passwords. Employees shall immediately inform their Supervisor and the I.T. Help Desk if they know or have reason to suspect that any passwords have become known to a person unauthorized to access the systems they protect. Employees shall immediately inform their Supervisor and the I.T. Help Desk should they become aware of a possible security breech.This includes knowledge of a password b3-someone not authorized to have it,inappropriate demand to reveal a password,unauthorized access to a system,and loss or theft of equipment or storage media CDs disks). Software Computer software is protected by U.S. copyright law. It is illegal to make or distribute copies of copyrighted material without authorization. Software installed on City-owned equipment must be properly licensed and its use must comply with the terms of the licensing agreement. Copyright Employees should make a practice of contacting the owner of a copyright in the use of material found on the Internet and request permission for the proposed use. Policy Violations Violations of this policy will subject the employee to disciplinary action up to and including discharge from employment. Formatted:Default,Left,Space After: 0 pt,Line spacing: l single 107 City of Arden Hills Personnel Policy Effective February 29,20136 COMMUNICATIONS Introduction Formatted:Left The City of Arden Hills strives to pro-nde the Public accurate and timely information communicated in a professional manner,and in accordance with the laws regarding12ublic information and data practices. This policy provides guidelines for all external communications from the Ci1y using various mediums including,but not limited to: Printed materials such as newsletters,articles,and brochures. Electronic materials such as email,postings to web sites or social media sites. Media relations such as requests for interviews,news releases,and media requests. The City also recognizes that employees may sometimes comment on Cite matters outside of their official role as an employee for the City of Arden Hills.Therefore,this policy a provides guidelines for employees when communicating as a private citizen on matters pertaining to City business. Policy General Guidelines for all Communications(Official and Personal) All Ci emplovees have a responsibility to help communicate accurate and dmely information to the public in a professional manner.Any employee who identifies a mistake in reporting should bring the error to the Department Director,Cite Administrator,or other appropriate staff. Regardless of whether the communication is in the employee's official City role or in a personal eapacitY- employees must comply with all laws related to trademark,copyright_software use etc. Employees must also follow all City policies that may appl Examples of relevant Policies include: Computer Use&Security Policy Data Practices Policy Political Activij Policy Social Media Use Policy Additional Guidelines for Official City Communications Handling General Requests: All staff is responsible for communicating,;basic and routine information to the Public in relation to their specific job duties.Requests for private data or information outside of the scope of an individual's job duties should be routed to the appropriate department or to the data practices authority. Handling Media Requests: 108 i City of Arden Hills Personnel Policy Effecfve February 29,201-5¢ With the exception of routine events and basic information that is readily available to the public,all requests for interviews or information from the media are to be routed through the Department Director or City administrator.Nledia requests include am-thing intended to be published or viewable to others in some form such as television radio,newspapers, newsletters and websites.When responding to media requests,employees should follow these steps: If the request is for routine or public information (such as a meeting time or agenda) provide the information and notify the Department Director of the request. If the request is regarding information about Citypersonnel,potential litigation, controversial issues,an opinion on a City matter,or if you are unsure if it is a routine"question, forward the request to the Department Director or City Administrator.An appropriate response would be,"I'm sorry,I don't have the frill information regarding that issue.Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as he/she can." ask the media representative's name,questions,deadline,and contact information. Communicating on behalf of the City: The City administrator,Department Directors,and communications staff are authorized to communicate on behalf of the City in interviews,publications news releases,on social media sites,and related communications. Other employees may represent the City if approved by one of these individuals to communicate on a specific topic.When speaking on behalf of the City: Employees must identify themselves as representingthehe City.Account names on social media sites must clearly be connected to the City and approved by the Department Director or Cite administrator. On social media sites only an administrator of the site may respond to requests and Post comments. No employee is allowed to start a social media site for the City without prior authorization from the Department Director and City Administrator. No employee is allowed to create a website and/or register a web address (URL) for the City without prior authorization from the Department Director and City Administrator.approved URLs must be registered by the I.T.Division and approved websites must be established by the Deputy Clerk. all information must be respectful,professional and truthful. Corrections must be issued when needed. Personal opinions generally do not belong in official City statements. One exception is communications related to promoting a City service. For example,if an employee posted on the City's Facebook page,"My family volunteered at the 109 City of Arden Hills Personnel Policy Effective I cbruarl 29 20136 Urban Wildlife half marathon and had a great time".Employees who have been approved to use social media sites on behalf of the City should seek assistance from the Department Director or City Administrator on this topic. Employees using their personal technology(cell phones,home computer,cameras, etc) for City business should be aware that the data transmitted or stored may be subject to the data practices act and legal proceedings. Additional Guidelines for Personal Communications It is important for employees to remember that the personal communications of employees may reflect on the City,esp_ecially, if employees are commenting on City business.The followingguidelines apply to personal communications including various forms such as social media(Facebook,Twitter,blogs.YouTube,etc),letters to the editor of newspapers,and personal endorsements. Remember that what you write is public,and will be for a long time. It may also be spread to large audiences.Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information that you would not want your boss or other employees to read,or that you would be embarrassed to see in the newspaper. The City of Arden Hills expects its employees to be truthful,courteous and respectful towards supervisors,coworkers,citizens,customers and other persons associated with the City.Do not engage in name-calling or personal attacks. If you publish something related to City business identify,yourself and use a disclaimer such as "I am an employee of the City of Arden Hills.However,these are my own opinions and do not represent those of the City of Arden Hills." City resources,working time,or official City positions cannot be used for personal profit or business interests,or to participate in personal political activity. For example a building inspector could not use the City's logo,email,or working time to promote his/her side business as a plumber. Personal social media account names or email names should not be tied to the City. Policy Violations Violations of this policy will subject the employee to disciplinary action up to and including discharge from employment. Formatted:Font:Arial,12 pt Formatted:Default,Left,Space After: 0 pt,Line spacing: single Formatted:Font color:Red Formatted:Left 110 Attachment D Acknowledgement I, have received or been advised where I can access the City of Arden Hills Employee Personnel Policy and recognize that it is my responsibility to read and understand the information contained within. I understand that this Personnel Policy is not intended to be a comprehensive guide to all policies and programs of the City of Arden Hills and that these policies, procedures and programs may change at any time with or without notice. I further understand that this Employee Personnel Policy is not, and should not be considered, an employment contract. RECEIVED BY:Signature: Name Printed: Date: 65 It'Employee Information/ A EN HILLS Emergency Information General Employee Information Full Name (first, MI, Last) Home Address City, State, ZIP Social Security Number Driver's License Number Primary Emergency Information Contract Name Relationship to Employee Daytime Phone Number Address City, State, ZIP Secondary Emergency Information Contract Name Relationship to Employee Daytime Phone Number Address City, State, ZIP Please complete a new information sheet each time your personal information changes. EDUCATION REIMBURSEMENT REQUEST Prior to registering for course/degree program—Required for each course) Name: Department: Full-time Employee Regular Part-time employee Course or Degree Program: College/University: Estimated Cost(tuition, lab fees, direct costs) Supervisor Approval: Date: Personnel Committee Approval: Date: Complete for reimbursement upon completion of course) Course (if in a degree program): Date: Budgeted: Reimbursement Requested: tuition,lab fees and direct costs—books,student union or association fees,qualifying tests,mileage and parking fees not reimbursed) Grade: Undergraduate "B"or "70"or above required, Graduate `B" or"80" or above is required.) In courses which do not issue grades,certification of satisfactory completion is required.) Supervisor Approval: Date: Finance Department and Human Resource Use Only) Account Code: Amount: Accounts Payable Employee File Employee Department Copy ARQEEN HILLS Computer Use Polity February 29,2016 PURPOSE: To set provisions for securing desktop and notebook computers,related computer media and peripheral equipment. BACKROUND: Most of the City business is conducted with the use of desktop or notebook computers dedicated to a single user's activity. It is essential to protect City information assets created, gathered, shared or stored with destop and notebook computers, related computer media (flash drives, cell phones, etc.) and peripheral equipment such as fax machines,printers and copiers. SCOPE OF THE POLICY This policy applies to all individuals granted access to the City network and information systems including but not limited to full and part-time employees, temporary workers, volunteers, contractors, and those employed by other to perform City work. This policy includes all computers (e.g., desktops, notebooks, cell phones), stand alones as well as those connected to the City network. The same physical and technical security measures shall be implemental for mobile and remote computers. POLICY 1. General a. The City will ensure reasonable physical safeguards to maintain desktop and notebook computers and peripheral equipment in such a way to avoid inadvertent disclosure of City information. b. The City IT Department shall be responsible for secure installations, configurations, distribution, management and removal from service,of City desktop and notebook computers. c. The City may withdraw permission of any or all business or personal uses of its network or information systems at any time. 2. Securing Desktop and Notebook Computers a. When leaving a desktop or notebook computer unattended, users shall apply the "Lock Workstation"feature(ctrUalt/delete,enter)where systems allow. b. Unattended desktop and notebook computers shall be secured from viewing by password protected screen savers which should be set to automatically activate after a period of non-use. The period of non-use shall be for no more than sixty(60)minutes. c. Desktop computer users shall store confidential and sensitive information on a networked drive shared directory on the City network)and not the user's hard drive. d. Desktop and notebook computers and monitors shall be turned off at the end of each workday unless instructed otherwise by the IT Department to perform routine maintenance. e. Desktop and notebook computer users shall not disable or alter security safeguards, such as virus detection software,installed on City desktop or notebook computers. f. Additional security requirements may be required for computers containing data governed by other applicable State and Federal laws including law enforcement data and data associated with the Health Insurance Portability and Accountability Act(HIPPA). 3. Physical Security Measures Physical security measures shall be used to secure notebooks, computer media, and other forms of information storage media containing confidential or sensitive information. a. Mobile notebook computers actively connected to the network or information systems must not be left unattended. b. Notebook computers left in a vehicle except in public works department vehicles where the device is mounted to the vehicle console. If possible, the notebook should be stored in a locked trunk. Weather conditions should be considered when leaving electronic equipment in a vehicle for long periods of time.) Unattended vehicles shall be locked at all times. c. Mobile notebook computers, computer media and any other forms of removable storage (e.g. zip drives, flash drives, etc.) should be stored in a secure location, attached to the workstation by locking cable or stored in a locked cabinet when not in use. d. Other information storage media containing confidential data such as paper, files, tapes, etc. shall be stored in a secure location or locked cabinet when not in use. 4. Peripheral Equipment Peripheral equipment (e.g. printers, faxes, copiers) that store, produce and/or transfer confidential or sensitive information shall be protected from inadvertent or unauthorized access. a. Fax machines that store or transmit confidential or sensitive information shall be placed in secure locations and monitored. b. All documents containing confidential or sensitive information shall be cleared from printers and copiers immediately. 5. Unauthorized Software a. Individual users shall not install or download software applications and/or executable files to any City desktop or notebook computer without prior authorization from the IT department. b. The IT shall make available to users, a list of authorized and accepted software and applications approved by the City. 6. Viruses a. Desktop and notebook computer users shall not write, compile, copy, knowingly propagate, execute, or attempt to introduce any computer code designed to self-replicate, damage, or otherwise hinder the performance of any computer system (e.g. virus, bacteria, worm, Trojan horse,or the like). b. Suspected viruses should be reported immediately to the IT Department. c. Viruses shall not be deleted without expert assistance unless instructed by the IT Department. 7. Monitoring of desktop and notebook computers a. The City reserves the right to monitor individual user desktop and notebook computers at random or for cause. 8. Technical Security Desktop and notebook computers shall be configured to reduce the risk of inadvertent or unauthorized access to City information and systems. a. All City desktop and notebook computers shall be configured according to City desktop and notebook configuration standards. b. Without exception, a user's standard login account cannot be a member of the local machine administrator's group on the user's assigned desktop or notebook computer. c. User identification(name) and authentication (password) shall be required to access the operating system of all desktop and notebook computers whenever turned on or booted. d. Local hard drives shall not be accessible when a desktop or notebook computer is booted from mobile media,e.g.,a diskette or compact disk. e. City standard virus detection software shall be installed on all desktop and notebook computers, mobile, and remote devices and shall be configured to check files when read and routinely scan the system for viruses. f. Desktop and notebook computers shall be configured to log all significant computer security relevant events. (e.g. password guessing, unauthorized access attempts or modifications to applications or systems software.) 9. Policy exceptions a. The IT Department Network Manager shall be authorized to approve or deny policy exceptions regarding elements of any security policy. Policy exception requiest shall be submitted electronically or in hard copy form to the Network Manager. FAILURE TO COMPLY Violations of this policy will be treated like other allegations of wrongdoing at the City. Allegations of misconduct will be adjudicated according to the established procedures. Sanctions for inappropriate use of any City desktop computer, notebook computer or related computing device, software, or services may include,but are not limited to, one or more of the following: 1. Temporary or permanent revocation of email access; 2. Disciplinary action according to applicable City policies; 3. Termination of employment or suspension;and/or 4. Legal action according to applicable laws and contractual agreements. ACCEPTANCE: COMPUTER USE POLICY I hereby acknowledge that I have read and understand the Computer Use Policy of the City. I agree to abide by these policies and ensure that persons working under my supervision abide by these policies. I understand that if I violate such rules,I may face legal or disciplinary action according to the applicable law or departmental policy. I hereby agree to indemnify and hold the City and its officers,trustees,employees,and agents harmless for any loss, damage,expense or liability resulting from any claim, action or demand arising out of or related to the user's use of the City owned computer resources and the network, including reasonable attorney fees. Such claims shall include without limitation those based on trademark or service mark infringements, trade name infringements, copyright infringement,unfair competition,defamation,unlawful discrimination or harassment,and invasion of privacy. Name Signature Date It ADEN HILLS Email Acceptable Use Policy (EAUP) February 29,2016 PURPOSE: To establish an outline of appropriate and inappropriate use of the City's email system and services in order to minimize disruptions to services and activities,as well as comply with applicable policies and laws. BACKROUND: Email is a critical mechanism for business communications. However, the improper use of electronic mail systems and services can compromise the security of the network or result in unnecessary legal liability. As a result, the provision of email to an employee is a privilege, not a right, and therefore must be used with respect and in accordance with the goals and policies of the City. SCOPE OF THE POLICY The City provides some, if not all, employees with electronic access, consisting of an email system, a network connection, and Internet/Intranet access. This policy governs the use of the City's network and email system at all City locations and offices. The following are covered by this policy: 1. Full or part-time employees of the City who have been provided a city email address. 2. Volunteers who are authorized to use the City email system and have been provided a city email address. POLICY Email access is controlled through individual accounts and passwords. Each user of the City's email system is required to read and sign a copy of this Email Acceptable Use Policy prior to receiving an email access account and password. It is the responsibility of the employee to protect the confidentiality of their account and password information. All full-time employees of the City of Arden Hills are entitled to an email account. Temporary email accounts will be granted to third party non-employees on a case-by-case basis. Applications for these temporary accounts must be submitted in writing to the Network Manager. All terms and conditions, and restrictions governing email use must be in a written and signed agreement. Email access will be terminated when the employee or third party terminates their association with the City, unless other arrangements are made. The City is under no obligation to store or forward the contents of an individual's email inbox/outbox after the term of their employment has ceased. General Expectations of End Users Important official communication are often delivered via email. As a result, employees of the City with email accounts are expected to check their email in a consistent and timely manner so that they are aware of important City announcements and updates,as well as for fulfilling business and assigned tasks. Email users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to remove their email address from the list, and is responsible for doing so in the event that their current email address changes. Email users are also expected to comply with normal standards of professional and personal courtesy and conduct. Appropriate Use Individuals at the City are encouraged to use email to further the goals and objectives of the City. The types of activities that are encouraged include: 1. Communicating with fellow employees,business partners of the City, and clients within the context of an individual's assigned responsibilities. 2. Participating in educational or professional development activities. Inappropriate Use The City's email systems and services are not to be used for purposed that could be reasonably expected to cause excessive strain on systems. Individual email use will not interfere with others' use of the City's email system and services. Email use at the City will comply with all applicable laws,all City policies,and all City contracts. The following activities are deemed inappropriate uses of the City systems and services are prohibited: 1. Use of email in any way that violates the City's policies,rules,or administrative orders. 2. Viewing, copying, altering, or deletion of email accounts or files belonging to the City or another individual without authorized permission. 3. Sending of unreasonably large email attachments. The total size of an individual email message sent or received(including attachment)must be 50 Mb or less(unless authorized by the Director of Administrative Services or IT). 4. Opening email attachments from unknown or unsigned sources. Attachments are the primary source of computer viruses and should be treated with utmost caution. 5. Sharing email account passwords with another person, or attempting to obtain another person's email account password. Email accounts are only to be used by the registered user. 6. Excessive personal use of the City email resources. The City allows limited personal use ofor communication with family and friends, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources. The City prohibits personal use of its email systems and services for unsolicited mass mailings, non-City commercial activity, political campaigning, dissemination of chain letters, and use by non- employees. Email Retention Please refer to the City's data Practices Retention Policy. FAILURE TO COMPLY Violations of this policy will be treated like other allegations of wrongdoing at the City. Allegations of misconduct will be adjudicated according to the established procedures. Sanctions for inappropriate use on the City's email systems and services may include,but are not limited to,one or more of the following: 1. Temporary or permanent revocation of email access; 2. Disciplinary action according to applicable City policies; 3. Termination of employment or suspension;and/or 4. Legal action according to applicable laws and contractual agreements. Monitoring and Confidentiality The email systems and services used at the City are the property of the City. As such, the City has the right to monitor any and all email traffic passing through its email system. While the City does not actively read end-user email,email messages may be read by IT staff during the normal course of managing the email system. In addition, backup copies of email messages may exist, despite end-user deletion, in compliance with the City's records retention policy. The goals of these backup and archiving procedures are to ensure system reliability and prevent business data loss. If the City discovers or has good reason to suspect activities that do not comply with applicable laws or this policy, email records may be retried and used to document the activity in accordance with due process. All reasonable efforts will be made to notify an employee if his or her email records are to be reviewed. Notification may not be possible,however,if the employee cannot be contacted,as in the case of employee absence due to vacation. Use extreme caution when communicating confidential or sensitive information via email. Keep in mind that all email messages sent outside of the City become the property of the receiver. A good rule is to not communicate anything that you wouldn't feel comfortable being made public. Demonstrate particular care when using the Reply"command during email correspondence. DISCLAIMER The City assumes no liability for direct and/or indirect damages arising from the user's sue of the City's email system and services. Users are solely responsible for the content they disseminate. The City is not responsible for any third-part claim,demand,or damage arising out of use of the city's email systems or services. ACCEPTANCE: EMAIL ACCAPTABLE USE POLICY(EUAP) I hereby acknowledge that I have read and understand the Email Acceptable Use Policy of the City. I agree to abide by these policies and ensure that persons working under my supervision abide by these policies. I understand that if I violate such rules,I may face legal or disciplinary action according to the applicable law or departmental policy. I hereby agree to indemnify and hold the City and its officers,trustees,employees,and agents harmless for any loss, damage,expense or liability resulting from any claim, action or demand arising out of or related to the user's use of the City owned computer resources and the network, including reasonable attorney fees. Such claims shall include without limitation those based on trademark or service mark infringements, trade name infringements, copyright infringement,unfair competition,defamation,unlawful discrimination or harassment,and invasion of privacy. Name Signature Date Alk)EN HILLS Password Policy February 29,2016 PURPOSE: To set a standard for creating,protecting,and changing passwords such that they are strong,secure,and protected. BACKROUND: Passwords are a critical part of information and network security. Passwords serve to protect user accounts, but a password, if compromised, could put the entire network at risk of unauthorized access and loss of electronic data. As a result, all employees are required to take appropriate steps to ensure that they create strong, secure passwords and keep them safeguarded at all times. SCOPE OF THE POLICY This policy applies to all employees, volunteers or contractors of the City who have or are responsible for a computer account, or any form of access that supports or requires a password on any system that resides at any City facility,has access to the City network,or stores any non-public City information. POLICY General 1. Passwords must be changed every 90 days. 2. Passwords must be unique from the past 10 passwords(you cannot use the same password as before). 3. Users will be notified by system prompts two weeks in advance of password expiration date. At this time, users will be prompted to select a new password. Password Construction Guidelines Passwords are used to access any number of City information systems,including the network,database applications, email,and the Internet. Poorly designed passwords are easily cracked, and put the entire system at risk. Therefore, strong passwords are necessary to protect the integrity of the network data. Try to create a password that is also easy to remember. 1. Passwords should not be based on well-known or easily accessible personal information. 2. Passwords must contain at least 8 characters. A strong password would contain the following: Contain characters from three of the following four categories: English uppercase characters(A through Z) English lowercase characters(a through z) Base 10 digits(0 through 9) Non-alphabetic characters(for example, !,$,#, %) Complexity requirements are enforced when passwords are changed or created. 3. Passwords must not be based on an users' personal information or that of his or her friends, family members, or pets. Personal information includes logon I.D.,name,birthday,address,phone number,social security number,or any permutations thereof. 4. Passwords must not be words that can be found in a standard dictionary (English or foreign) or are publicly known slang or jargon. 5. Passwords must not be based on publicly known fictional characters from books,films,and so on. 6. Passwords must not be based on the company's name or geographical location. Password Protection Guidelines 1. Passwords should be treated as confidential information. No employee is to give, tell, or hint at their password to another person, including IT staff, administrators, superiors, other co-workers, friends, and family members,under any circumstances. 2. If someone demands your password,refer them to this policy or have them contact the IT Department. 3. Passwords are not to be transmitted electronically over the unprotected Internet, such as via e-mail. However,passwords may be used to gain remote access to company resources via the City's IPsec-secured Virtual Private Network or SSL-protected Web site. 4. No employee is to keep an unsecured written record of his or her passwords, either on paper or in an electronic file. If it proves necessarily to keep a record of a password, then it must be kept in a controlled access safe if in hardcopy form or in an encrypted file if in electronic form. 5. Do not use the"Remember Password"feature of.applications. 6. Passwords used to gain access to City systems should not be used as passwords to access non-City accounts or information. 7. If possible,don't use the same password to access multiple database or network systems. 8. If an employee either knows or suspects that their password has been compromised, it must be reported to the IT Department and the password changed immediately. 9. The IT Department may attempt to crack or guess users' passwords as part of it ongoing security vulnerability auditing process. If a password is cracked or guessed during one of these audits,the user will be required to change his or her password immediately. FAILURE TO COMPLY Violations of this policy will be treated like other allegations of wrongdoing at the City. Allegations of misconduct will be adjudicated according to the established procedures. Sanctions for inappropriate use on the City's email systems and services may include,but are not limited to,one or more of the following: 1. Temporary or permanent revocation of network access; 2. Termination of employment or suspension;and/or 3. Legal action according to applicable laws and contractual agreements. ACCEPTANCE: PASSWORD POLICY I hereby acknowledge that I have read and understand the Password Policy of the City. I agree to abide by these policies and ensure that persons working under my supervision abide by these policies. I understand that if I violate such rules,I may face legal or disciplinary action according to the applicable law or departmental policy. I hereby agree to indemnify and hold the City and its officers,trustees,employees, and agents harmless for any loss, damage,expense or liability resulting from any claim, action or demand arising out of or related to the user's use of the City owned computer resources and the network, including reasonable attorney fees. Such claims shall include without limitation those based on trademark or service mark infringements, trade name infringements, copyright infringement,unfair competition,defamation,unlawful discrimination or harassment,and invasion of privacy. Name Signature Date