HomeMy WebLinkAbout2020-01-04 ORDINANCE NO.,
AN ORDINANCE AMENDING EMPLOYEE HANDBOOK FOR THE CITY OF
BATESVILLE AND BATESVILLE MUNICIPAL AIRPORT
WHEREAS, from time to time it is necessary to review and amend the City's
Employee Handbook; and
WHEREAS, the Batesville Airport Commission has requested certain changes in
an effort for the airport to be in compliance with city policy and also meet the
needs of airport patrons; and
WHEREAS, it is in the City's best interest to keep our policies current with the
changing state and federal laws.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF BATESVILLE, ARKANSAS,
SECTION 1: The amendments to the Employee Handbook for the City of
Batesville and Batesville Municipal Airport are attached hereto and incorporated
herein by reference is hereby adopted.
PASSED AND APPROVED this 28th day of January, 2)20.
Rick Elu rnbaugh, Mayor
ATTEST:
m
Denise M. Johnston, ity Clerk
HISTORIC 1
�'-waled"ll Jae
TREASURE 1
1126 Batesville Blvd.
AR�NS'S'SECS�1'(' , Batesville,Arkansas 72501
870-251-1244 - 870-251-3379 Fax
December 2019
To: BATESVILLE MAYOR AND CITY COUNCIL
From: BATESVILLE AIRPORT COMMISSION
Subject: BATESVILLE REGIONAL AIRPORT SUPPLEMENT'TO CITY OF BATESVILLE
EMPLOYEE HANDBOOK
1. The Batesville Airport Commission has conducted a review of the Batesville Employee
Handbook and recommends its guidance be supplemented in an effort for the airport to be in
compliance with city policy and also meet the needs of airport patrons.
2. The areas of general concern lie with the Airport Commissions governing authority over its
administrative functions which would normally be exclusively managed by the City Council, in
other city departments. The proposed amended areas include employee benefits, budget/payroll
authority, work hour standards, authority to approve overtime and (worked)holiday pay,
vacation policy and sick leave accrual.
4. The attached proposed supplement to the Batesville Employee. Handbook has the airport
amendments written in red within the document. If approved this memorandum will serve as the
official coordination document between the Batesville City Cowicil and The Airport
Commission and will be kept on file until the parent handbook is amended.
5. Any concerns may be sent to the Airport Commission Chairman; Charles Barnett, at(870)
612-2835 or the Airport Intern; Justin Thompson, at(870) 251-1244, bvxairportggmail.com.
Approval Signatures:
Batesville Regional Airport Commission Chairman
Batesville City Council Rep
Batesville Mayor
I Attachment: Batesville Employee Handbook/Airport Supplemom
A
HISTORIC
TREASURE
t4/!
:!�) AS9 OLDS ( ,,
CITY OF BATES VILLE
EMPLOYEE HANDBOOK
Airport Supplement
Amended-1 January 2020
Adopted by the Batesville City Council
April 24, 2001
Amended — October 23, 2001
Amended — November 13, 2001
Amended — June 26, 2007
Amended- April 24, 2012
Amended — March 12, 2016
Amended — May 24, 2016
are expected to understand and comply with in their career with the City of
Batesville. The necessary time will be spent with the employees to review the
policies. The employee will be given an opportunity to ask for clarification on any
poiicies re/she does not understand. The employee will be asked to sign an
"Acknowledgment Statement"that he/she has received the policies. The City
Clerk's Office will retain the"Acknowledgment Statement"in the employee's
personnel file. The Batesville Police Department's personal policy is a separate
document and is kept and distributed by the Batesville PD.
Airport Add: rhe Batesville Regional Airport is governed by a Commission
appointed by the M r. The Airport Commission through their delegated
authority has amend this document,The City of Batesville Employee
Handbook,to better meet the unique mission of airport operations and to be
more efficient stewards of the airports budget. Therefore, the airport manager will
retain a separate"Acknowledgment Statement"of its employees understanding (cownWad[all:Pemvvreviewofww
of the amendments to the city's parent handbook. — ---_ - -- —---
Job Responsibilities-The hiring Supervisor will meet with new employees to
discuss the functions and operations of the department,their job responsibilities„
work hours(including call-out and stand-by), and provide any other information
he/she feels is pertinent to the employee. The Supervisor will assign the new
employee to the person who will be responsible for their on-the-job training.
E. EMPLOYEE CLASSIFICATIONS
When an employee is hired by the City of Batesville, lie/she will be assigned a
classification for the purpose of designating eligibility of benefits and pay ranges.
The benefits and pay ranges will be set by the City Council and adopted at the
time the annual budget is adopted. The Classification Plan is not intended to
describe or limit an employee's duties. It is a wage scale that sets the limits on
benefits and pay for each classification. The classifications are as follows:
Class A-Employees who are not eligible for City benefits. These
employees include but are not limited to part-time and temporary part-time
employees whose normal work week is less than 40 hours,or temporary
employees who are hired for a,sre:ific reason cr a specific!ength c,time
volunteer firefighters and firefighter relief drivers.
Class B-Employees who are eligible for City benefits. These employees
include all full-time employees whose normal work schedule is a minimum
of 40 hours per week.
All classifications will be understood to include general service, as well as any
special skills described by the classification.
31
When an employee is hired, or when the classification is changed, the employee
will sign a classification assignment slip acknowledging the classification.
Regardless of their previous classification,employees are only eligible for the
benefits of their current classification.
Airport Add: Exception, See the airport add in section J. Promotiuns Uriu
Transfers of this Chapter(Employment Policies).
F. PERSONNEL RECORDS
The City of Batesville maintains personnel record for each employee. The
personnel records are subdivided as follows:
Confidential Medical Records-State and Federal regulations require that
certain medical records be retained for all personnel who might come in contact
with hazardous materials. This file includes immunization records, records of
body substance contact,exposures and actions taken and any pertinent medical
information retained for the employee. These records must be maintained
separate from all other employee records, and retained for the duration of
employment plus thirty years. These files are kept in the Safety Director's office,
and only the Safety Director and City Clerk's office have access to or may make
additions to this file.
Personnel Files-are maintained by the City Clerk's office and consist of the
employment application, certification documents,W-4 forms, 1-9 forms, pay rate
and status change documents. Only the City Clerk's office may make additions
to this file.
Progress Records-are maintained by the City Clerk's office and consist of:
orientation documents, records of work accomplishments,job results,
documentation related to employee performance, attendance records, call-ins,
attendance at required meetings/training,and disciplinary actions. The
employee's Supervisor will be the primary contributor to this file; however, the
Clerk, Mayor,other Supervisors, and the public may also contribute
documentation pertaining to any employee's performance record.
Continuing Education Records-the City Clerk's office keeps the employees
official continuing education records and a copy of all certificates. The
employee's Supervisor may keep additional copies. It is the responsibility of the
employee to furnish a copy of these records to their Supervisor and to the City
Clerk's office who maintains the official file.
Personnel records are the property of the City of Batesville,and access to the
information they contain is restricted. Only management personnel who have a
legitimate reason to review information in a file are allowed to do so. Personne.
41
outside applicants. Filling openings from outside applicants is always at the
discretion of the Mayor if a more qualified person is available.
Airport Add: At the Airport Commissions discretion; newly hired class B Commenbdl[a4:Randy transferred from water department
employees who are transferring to the airport from any other City of Batesville but was a temp hire so not Class B employee
department and are with in good standing may retain their prior years of service.
Their benefits will be based on their original hire date prior to transfer.
K. CERTIFICATES ARID LICENSES
Each licensed employee is responsible for meeting the requirements of the
respective licensing organization in order to obtain or to maintain their license.
All City employees who drive a City vehicle must have a valid driver's license End
provide the City Clerk with a current copy. Each time the employee's license is
renewed, a current copy of the license must be filed in the Clerk's office.
Some departments and employee positions require Class A Commercial Driver's
Licenses(CDL's). Positions requiring CDL's must obtain such license within 90
days of employment.
Any employee who fails to report any driver's license status change to the City
Clerk's office before operating a City vehicle is subject to disciplinary action.
L. EXIT INTERVIEWS
When an employee is separated from the City of Batesville,the immediate
Supervisor/City Clerk will conduct an exit interview.
Using the"Employee Exit Checklist"during the exit interview, the departing
employee will be given information about such things as benefit conversions,
accrued vacation,etc. At this time,the employee is expected to return any City
property he/she has been issued, including City vehicles, uniforms, keys, photo
ID's, health insurance cards, vehicle fuel keys,employee handbook,and any
other items issued by the City. Any items not returned are subject to charges
that may be deducted from tyle employee's 8ilal check.
71
E
Y ®F BAT'ESVILLE Attendance anoyee Handbook
A. PAY PERIODS/PAY CHECKS
City of Batesville employees are paid weekly, semi-weekly,or bi-monthly
depending on your particular department.
Time sheets shall include all hours worked and any deviation from a straight 4D-
hour workweek, such as vacation, sick leave or other time off,overtime workel,
etc. Request for leave forms must be`umod;r;w3h time sheeis to ducuinent aoy
leave taken.
Airport Add: The Batesville Regional Airport stewards a separate budget and
administers its own payroll.
B.PAYROLL DEDUCTIONS
Deductions from each employee's gross pay period earnings are of two types:
mandatory and voluntary.
Mandatory deductions are those that the City of Batesville is required to make ay
law, court order, or other legally compelling influence on payroll. Such
deductions include state and federal income tax withholding, social security, and
wage garnishments.
Mandatory deductions, in accordance with applicable legal requirements,will be
made automatically by the City of Batesville. However, such mandatory
deductions as state and/or federal income tax where the City must rely on
information provided by an employee,will be the sole responsibility of the
employee to provide accurate information within legal limitations.
Voluntary deductions are those requested by employees to be made on their
behalf and may include such items as supplemental insurance, deterred
compensation, etc. With the approval of the City Clerk's office, additional
withholdings may be added to the list if at least 10 employees request it.
Voluntary deductions will not be made without the employee's signed request or
authorization, and advance approval of the City Clerk's office.
C.GARNISHMENTS
The City of Batesville expects its employees to take care of their financial
obligations on time to maintain a good reputation in the community. However,
81
when an employee does not meet his/her obligations,wages may be garnishes
by a creditor for non-payment when the creditor wins a court judgment.
Attachments made to an employee's paycheck by legal authority or wage
garnishment, regardless of cause,will be regarded as a mandatory deduction :)r
the amount, and for the time specified in the order. Additional costs may be
charged by the City of Batesville for processing fees.
Each garnishment or levy will result in counseling with the employee. If an
employee has three garnishment incidents, excluding Chapter 13 bankruptcy, i�
will be cause for review by management and possible disciplinary action up to
and including termination.
D.STANDARD WORK HOURS
Except for firefighters, police officers and dispatchers,work hours for all full-time
employees shall be 40-hours per week which begins each Monday or
Wednesday depending on the department. Work hours for the fire and police
department employees shall be in accordance with state statutes and
departmental regulations. All part-time employees will have specific work days
and hours set by their supervisor.
Airport Add: Airport full-time employees standard work week will begin
according to the schedule set by the Airport Manager and will normally consist of
four 10-hour shifts to provide extended customer service hours,seven days a
week._The City reserves the right to adjust and change hours of work, days of
work,and schedules in order to fulfill its responsibility to the citizens of Batesville.
In the event of an emergency, previously scheduled hours of work, days of work,
and work arrangements may be altered at the discretion of the Supervisor.
Changes in work schedules will be announced as far in advance as possible
Salaried personnel are expected to devote at least 40-hours per week to their
job,but in many instances, the performance of their job will require more than 8-
hour days or 40-hour weeks. This extra work time is a normal part of their job
and they should expect no additional compensation.
E. OVERTIME/COMPENSATORY TIME
For hourly workers, overtime(one and one-half times their regular pay rate)will
be paid for hours worked in excess of 40-hours per week. Hours paid for sick,
vacation, or holiday time will not be considered as worked hours and therefore
overtime is not received unless the employee is called out by their supervisor
because of an emergency situation. The supervisor shall complete the"Request
for Overtime Pay"form for any overtime request because of an emergency
situation and/or for any overtime in excess of 4 hours per work week. If the
Request for Overtime Pay is not attached to the employee's time card, overtime
91
pay WILL NOT be given to the employee. A report for all overtime pay and tie
Request for Overtime Pay forms will be reviewed by the City Council on a
monthly basis.
Airport Add: The all pu+i is axampt from i:he above overtime pay request criteria
due to its independent financial culpability. The airport manager will report tothe
Airport Commission monthly the total overtime hours required for emergencies,
after hour call ins or work performed due to employee availability. The City of
Batesville does not authorize the granting of"compensation time"to hourly
employees other than firefighters. Salaried employees do not receive
"compensation time,"but they may adjust their schedules in extreme situations
as determined by th-Mayor.
F. STAND-BY ARID ON-CALL(Utility Construction Department Only)
To provide round-the-clock coverage,the Construction Department will have tivo
employees on stand-by during off-hours. "Off-hours"are defined as any time'hat
the employee is not scheduled to work, including nights,weekends and holidays.
Employees are rotated on a weekly basis(from 5:00 p.m.Wednesday until 4:59
p.m.the following Wednesday).
Construction employees on stand-by are paid for a minimum of four hours
overtime for the week,whether or not they are called out. Each call-out is for a
minimum of two hours. The first four hours the employee actually works, or tao
2-hour minimums are applied to the four hours stand-by per the following
exarnples:
Exam le 1 -em to ee is called out three times d ring his stand-by week:
Call-out# Actual Time Applied to 4-Hr Additional Total WeeklyWorked Minimum Overtime Hours Paid Overtime
1 30 minutes 2 hours 0 4 hours
2 1 hour 2 hours 0 4 hours
3 45 minutes 0 2 hours 6 hours
Example 2-F ployee is cal!ed out three times during his stand-b week:
Call-out# Actual Time Applied to 4-Hr Additional Total V�eekly
Worked Minimum Overtime Hours Paid( vertime
1 3 hours 3 hours 0 4 hours
2 1 hour 1 hour �1 hour 5 hours
3 3 hours 0 3 hours 8 hours _
*This hour is the second hour of the minimum call out time allowed.
Scheduled overtime does not count against the 4-hour minimum stand-by pay. If
an employee continues to work after completion of the regular scheduled work
day, the overtime is not counted against the stand-by pay. The employee is pa d
101
CITY OF BATE,SVILLE Employee Benefits
Employee Handbook
Full-time Class B employees with the City of Batesville are provided a variety Cf
benefits, including medical, life, dental, and pharmaceutical insurance; paid
vacations, holidays and sick leave;and education assistance program;a
retirement plan, and a number of other benefits to enhance the employee's job
satisfaction. The information below is an overview of each benefit. If an
employee needs additional information, he/she may discuss the questions with
Ns/her Supervisor or the City Clerk's oftica.
A. PAID TIME OFF
Paid vacations and paid sick leave are not requirements of the law except for
firefighters. However,the City of Batesville like most other corporations has
made provisions to allow each individual to accrue paid vacation and paid sick
leave as outlined in this handbook.
1. VACATION FOR CLASS B EMPLOYEES EXCEPT FIRE AND POLICE
DEPARTMENTS Airport Add: Airport Employees are also exempt.
Once an employee enters an eligible classification (Class B),they begin to
accrue vacation time according to the schedule on the following page. Before an
employee can take any vacation,he must first accumulate 21 hours(6 months of
accrual). Eligible employees must be in pay status at least 15 calendar days in a
month to accrue vacation leave for that month.
Employees should schedule their vacation with their supervisor as many days it
advance as possible. If the workload in a department is such that it would be
disruptive for an employee to be away from work, or if other employees have
previously scheduled time off,the Supervisor may refuse a vacation request for a
particular period of time.Vacation may be scheduled in one-hour increments and
may be scheduled to coincide with holidays.
Unused vacation days may not be carried over to the next leave year without a
written request from the employee and approved by the Mayor. If employment is
terminated, either by the employee or the City of Batesville,the employee will be
reimbursed for all accrued vacation time.
The amount of time available for accrual depends upon the length of employment
with the City of Batesville. Vacation hours are accrued monthly according to the
chart below.
151
Years Hours Per Mo. Hours Per Yr. Days Per Yr.
Up to 1 Year 3.5 hours_ 42 hours_ 5?5 dv
1 thru 2 Years 4 hours _ 48 hours _ _ 6 days
3 thru 6 Years 7 hours 84 hours 10.5 days
7 thru 14 Years 10 hours 120 hours 15 days
15 thru 20 Years 14 hours 168 hours 21 days
2 +Years 17 hours 204 hours 25.5 days
2.VACATION FOR FIREFIGHTERS
All fire department shift personnel shall accrue vacation hours monthly accorcIng
to the chart below.
Years Hours Per Month Hours Per Year
0 thru 5 Years 12 hours 144 hours
6 thru 10 Years 15 hours 180 hours
11 thru 20 Years 17 hours 204 hours
21+Years 20 hours 240 hours
All fire department salaried personnel will accrue vacation hours monthly
according to the chart below.
Years Hours Per Month Hours Per Year
1 thru 10 Years 10 hours 120 Hours
11 thru 20 Years 13.33 hours 160 hours
21+Years 16.67 hours 200 hours
3. VACATION FOR POLICE
Police offices start accumulating vacation days upon employment and will have
15 worning;lays available or,their one year anniversary. No more than one year
of vacation(15 working days)may be carried over upon your anniversary date
Airport Add: 3.1 VACATION FOR AIRPORT EMPLOYEES
Paid vacation for hourly class B airport employees is earned(accrued)monthly
throughout the year as they work but is allotted on January 1 st of each year. The
amount of vacation time for which you are eligible is based on your length of
service as of December 31 of the previous year. New employees will not be
eligible for paid vacation until they have completed 6 months employment. canme„eea la3t;Moved this here from last paragraph
16�
Vacation hours are accrued monthly according to the chart below:
— — — - Formatted:Font color:Red
• ----- --- - --HbursPar�fr:-- ------
Years Hours Per Mo.
0 thru < 1 Year 3.5 Hrs 42 Hrs ,- Formatted:Font color:Red
1 thru < 3 Years 4 Hrs 48 Hrs ,- Formatted:Font color:Red
3 thru< 7 Years 7 Hrs 84 Hrs Formatted:Font color:Red
7 and above Years max 10 Hrs 120 Hrs -- ,. (Formatted:Font color:Red
Employees must use their allotted vacation time during the year or forfeit it after
December 31.At the discretion of the Airport Commission up 40 hours of
vacation may be paid out per year. If an employee leaves the company with a
negative vacation accrual balance,they may be required to reimburse the
company for the unearned vacation. For example-, an employee starts their 3rd
year on January 1 st and is allotted 84 hours. If that employee uses all 84 hours
and leaves the company on July 1 st, the employee would owe the company back
42 hours of vacation which may be garnished from their final paycheck.
4. SICK LEAVE FOR CLASS B EMPLOYEES EXCEPT FIREFIGHTERS AND
POLICE Airport Add:Airport changes incorporated throughout this chapter ,,- Formatted:Font color:Red
The City of 3atesville recognizes that inability to work because of illness or injury
may cause economic hardships. For this reason, the City of Batesville provides
paid sick leave for all Class B employees. Eligible employees accrue eight hours
sick leave for each calendar month of service in which they were in pay status for
at least 15 calendar days. Sick leave must be earned prior to the time it is taken.
Employees may accrue up to 90 days sick leave.
Airport Add: Exception,Airport Class B employees accrue six hours sick ,- lFormatted:Font color:Red
----------------
leave per month if at least 15 days were worked in the month.
An employee may be eligible for sick leave days for the following reasons:
a. Personal illness or physical incapacity.
b. Quarantine of an employee by a physician or health officer.
C. Illness in the family that would require the employee to take care of
the family member(s).
d Medical, dental and optical visits.
An employee who is unable to report for work due to one of the previously listed
sick leave reasons shall report the reason for the absence to the employee's
Supervisor before or within 1 hour from the time the employee is expected to
171
report for work. If the employee's Supervisor could not be reached,the
employee may report to the City Clerk's office. Sick leave with pay may not be
allowed unless such report has been made. A leave request must be completed
as soon as the employee returns to work and forwarded to the City Cierk's oflice.
Employees will be allowed to use 24 hours undocumented sick time within a
leave year. After the use of 24 hours undocumented sick time, employees must
provide a note from a licensed physician or other person legally authorized tc
treat an illness, disease, or disability in order to receive paid sick leave.
Absence for part of a day shall be deducted from the accrued sick leave in
amounts of no less than one (1) hour incremeets. Employees who use all of:heir
accrued sick leave can thereafter be placed on leave of absence without pay
unless extenuating circumstances justify exceptional action by the Mayor anc
reported to the city council.
If an employee separates from the City in good starNding after completing at least
20 years of continuous service(without a break in employment),they will be paid
for all unused sick leave at his/her rate of pray up to 3 rnorrtlhs'salary. If an
employee separates from the City with IeS&&WL20 years,or not in good
standing, no accumulated sick days willb4W -__-_ _ -_ ..
- � C0111111PlI�d[84]:Help Irw City fi±r Payout?
Sick leave is considered a privilege that is not to be abused. If the supervisor
feels that the privilege is being abused, he or she may require the employee to
furnish a doctor's certificate for each period of absence. If an employee falsely
repots a sickness as an excuse for absence,the absence will be considered an
unauthorized absence and will be documented and filed in his/her personnel file.
In an event of illness, the employee is expected to keep the department head
informed of the progress, and should the sick leave be in excess of 24 hours,the
employee must present the supervisor with a written statement from a physician
certifying that the illness prevented the employee from performing his/her duties.
Failure to do any of the previous will result in the employee being charged with
leave without pay.
Sick leave shall not be granted when an injury is incurred while the employee s
performing work for compensation for an employer other than the City of
Batesville. In such cases, a leave of absence without pay may be given.
5. SICK LEAVE FOR FIREFIGHTERS
Firefighters shall accumulate sick leave at the rate of 20 working days (480
hours) per year beginning 1 year after the date of employment. If unused, sick
leave shall accumulate to a maximum of 90 days(2160 hours). (14-53-108).
181 Page
cityclerk@cityofbatesville.com
From: Chris Cash <safety@cityofbatesville.com>
Sent: Wednesday, January 22, 2020 2:57 PM
To: cityclerk@cityofbatesville.com
Subject: FW: handbook updates
Denise,
Here are the changes below.
Chris Cash
Safety& HR Director
City of Batesville
From: Chris Cash<safety@cityofbatesville.com>
Sent:Tuesday,January 21, 2020 4:46 PM
To: 'cityclerk@cityofbatesville.com' <cityclerk@cityofbatesville.com>
Subject: handbook updates
Denise,
Here are the handbook changes needed I know of at this time.
1. Page 2 bottom of the page under benefits section and under Personnel Policies section change City clerks office
will to HR director will meet with...
2. Page 4 under Personnel Files change only the City Clerk's office may to only City Clerk's office or HR Director
may add to this file.
3. Page 5 section G Employment reference section 4th line down change only city clerk's office to only city clerk's
office or HR director will provide information
4. Page 20 holiday pay the term dispatchers is in this section 3 times remove all 3 and the 4th line is about
dispatchers remove that whole sentence.
5. Page 22 top of the page 2nd paragraph says the Mayor will be notified immediately by telephone then follow-up
written report drop the part about the written report and the next sentence about written report also.
6. Page 23 section 3 benefits while on workers' compensation, add at the end of the 15t paragraph "under special
circumstances this period maybe extended by the Mayor or City Council."
7. Page 23 section 3 2nd paragraph delete the sentence that starts with this prohibits the employee from taking
sick ...
8. Page 23 section 3 2nd paragraph have the last sentence of this paragraph to read "After the 24 hours, the
employee may; at their option, use any available paid time to cover ary loss of normal wages if compliant with
Workers' Compensation laws.
9. Page 52 section 2 2nd paragraph change Sheriff's Dept to Batesville Police Department
1
If an employee has had an on-the-job injury which results in a permanent
disability, as defined by the treating physician, and is unable to return to work in
his/her previous position, but may perform the essential tasks of his/her position
with reasonable accommodation, ADA guidelines will be followed to allow the
employee to return to work.
The City of Batesville will comply with the Rehabilitatior Act of 1973, while
preserving the health and safety of others.
C. AT-WILL EMPLOYMENT
Arkansas is an "at-will" employment state; therefore all employees of the City of
Batesville are "at-will" employees. This means that these employees may resign
at any time, or the City of Batesville may terminate their employment at any time,
with or without notice, for any or no reason. Nothing in these policies and
procedures alters an employee's at-will status. This handbook does not
constitute a contract or obligation on the part of the City of Batesville, and does
not guarantee employment for any specific duration.
D. ORIENTATION AND TRAINING
All new employees must complete an orientation period This will include safety
training with the Safety Director, a review of benefits, payroll, and review of the
Personnel Policies Manual and/or handbook with the City Clerk's Office, and an
explanation of job duties by the Supervisor for whom helshe will be working.
Safety - All new employees (full-time, part-time, or temporary) will meet with the
Safety Director, at the earliest convenience, for a safety orientation session.
Employees will receive the level of safety and health training necessary to
perform their jobs in a safe manner. Topics may include chemical safety,
recognizing and reporting unsafe conditions or acts, housekeeping, operating
vehicles and other equipment safely, electrical safety, seat belt usage, drug and
alcohol use and testing requirements, accident reportinc, and other stih;ects
deemed necessary by the Safety Director. Employees will also be issued written
safety instructions and personal protective equipment such as a hardhat, and
protection for eyes, ears, and hands.
Benefits - The City Clerk's Office will meet with all new full-time employees to
outline the benefits available to them, cost (if applicable) explain how they enroll
for each and provide copies of all health benefits booklets. He/she will explain
pay periods, time sheets, withholdings, holidays, vacation and sick leave periods,
etc.
Personnel Policies and Procedures Handbook - The City Cm's -�q Office
will give each new full-time and non-seasonal part-time employee a copy of the
Employee Handbook, which outlines the rules, and regulations the employees
21
Confidential Medical Records - State and Federal regulations require that
certain medical records be retained for all personnel who might come in contact
with hazardous materials. This file includes immunization records, records of
body substance contact, exposures and actions taken and any pertinent medical
information retained for the employee. These records must be maintained
separate from all other employee records, and retained for the duration of
employment plus thirty years. These files are kept in the Safety Director's office,
and only the Safety Director and City Clerk's office have access to or may make
additions to this file.
Personnel Files - are maintained by the City Clerk's office and consist of the
employment application, certification documents, W-4 forms, 1-9 forms, pay rate
and status change documents. Only the City Clerk's of"ice or HR office may
make additions to this file.
Progress Records - are maintained by the City Clerk's office and consist of:
orientation documents, records of work accomplishments, job results,
documentation related to employee performance, attendance records, call-ins,
attendance at required meetings/training, and disciplinary actions. The
employee's Supervisor will be the primary contributor to this file; however, the
Clerk, Mayor, other Supervisors, and the public may also contribute
documentation pertaining to any employee's performance record.
Continuing Education Records - the City Clerk's office keeps the employees'
official continuing education records and a copy of all certificates. The
employee's Supervisor may keep additional copies. It is the responsibility of the
employee to furnish a copy of these records to their Supervisor and to the City
Clerk's office who maintains the official file.
Personnel records are the property of the City of Batesville, and access to the
information they contain is restricted. Only management personnel who have a
legitimate reason to review information in a file are alloxived to do so. personnel
records are secured in the City Clerk's office and may not be removed from this
office.
If a Supervisor has documentation pertaining to an employee, he/she should
forward it to the City Clerk's office to be secured in the erployee's personnel file.
When an employee is terminated or resigns, the Supervisor must forward all
documentation concerning the termination to the City Clerk's office to be secured
in the employee's personnel file.
An employee may review his/her own personnel records by making an
appointment with the City Clerk's office. Records must be reviewed in the
presence of a member of management during regular business hours.
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The personnel records in the City Clerk's office are the official City of Batesville
personnel files. Documentation cannot be put in the official personnel record
without the knowledge of the employee to whom it pertains. If individual
departments maintain files, they can only be copies of the official personnel files.
This policy does not prohibit supervisors from maintaining an incident log
pertaining to events in which he/she has responsibility.
G. EMPLOYMENT REFERENCE/CREDIT REFERENCE REOLIESTS
When inquiries are received for the purpose of an employment reference on
former employees, The City of Batesville will provide only factual and pertinent
information such as dates and duration of employment, position held and job
responsibilities, and confirm wages. Only the City Clerk's office or HR office may
provide this information. All requests for information should be directed to the
Clerk's office.
When an employee has filled out an application for a credit purchase, the City
Clerk's office will furnish the information regarding a credit check. He/she may
only confirm employment, (including beginning date), job title, and confirm or
deny the information the employee has listed for salary.
H. EMPLOYMENT OF RELATIVES
An employee is not permitted to work under the direct supervision of a relative or
under a relative who is positioned anywhere in the same direct management line.
No person should be hired for a position that would violate this policy.
In this instance, a relative is defined as a spouse, parent, step-parent, sibling,
half brother, half sister, child, grandchild, or in-laws. It can also include other
relationships established by blood, marriage or other legal actions.
If two employees who are relatives were working in a prohibited situation, as
identified above, prior to the effective date of this policy, no action needs to be
taken. The City Council must approve any other deviations to this policy.
B. OUTSIDE EMPLOYMENT
City of Batesville prefers that its full-time employees do not accept
supplementary employment with another company. However, it is not the
intention of the City to control or regulate the use of its employees' personal
activities outside working hours. The primary concern is to avoid a conflict of
interest and the possible negative effect simultaneous employment or way k
activities may create.
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8. CRISIS LEAVE
An employee may use limited amounts of sick leave as defined in the policy per
calendar year to attend to crisis situations affecting themselves or an immediate
family member. A crisis is defined as imminent death, serious illness, natural
disaster, residence fire or other occurrences of equal severity or emotional
trauma which require the employee's presence. Family members covered by
crisis leave include spouse, child, mother, father, sister brother, guardian,
grandparent, grandchild, plus the various combinations of half, sten, in-law and
adopted relationships that can be derived from those named. Crises leave is to
be granted at the discretion of the employee's Supervisor may not exceed a total
of 40 (forty) hours annually for employees working a standard forty hour week 48
(forty-eight) hours annually for firefighters working twenty-four hour shifts.
9. HOLIDAYS AND HOLIDAY RAY FOR CLASS B EMPLOYEES
The appropriation made by the City Council for salaries shall include pay for
holidays for all Class B employees. Class B employees will be paid for 8 hours
holiday pay except for Firefighters and DispatGheFs.
Holiday pay for firefighters shall be prorated and paid during regular payroll
periods. (14-53-106).
Holiday pay for police officers will be determined by the Police Chief in
accordance with 14-52-105.
When a designated holiday falls on a Saturday, the Friday immediately preceding
the holiday shall be observed. When a holiday falls on a Sunday, the Monday
following it shall be observed as the holiday. When Christmas Eve and New
Year's Eve fall on Sunday, the holidays shall be observe± on the preceding
Friday. The supervisor has the authority to change the day observed as the work
load demands.
When Class B employees of the City, except DputGherJ, Firefighters and
Police, are required to work on a paid holiday, they will be paid at their regular
rate of pay for the holiday and for the hours worked.
Employees who are absent without authorization on their last working day before,
or their first working day following a designated holiday, vrill not be paid for the
holiday, un ess they have prior approval by their department head. Under no
circumstances will a holiday be paid if an undocumented sick day is taken on an
employee's last working day before or their first working day following a
designated holiday.
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proper procedure is followed. If an employee has an irjury requiring medical
treatment, he/she must be sent to the appropriate City of Batesville doctor. If the
designated doctor is not available, other medical services may be used. If an
injury is potentially life threatening, the employee should be taken to the hospital
emergency room.
The Safety Director should be notified concerning all inJuries. If the injury or
illness is serious, the Mayor must be notified immediately by telephone, with s
. If the illness/injury is not serious, the Mayor should he
notified
2. REQUIRED FORMS
Once medical treatment has been provided, if needed, :he Supervisor shall
compete and "Accident or Illness Report" and forward it to the Personnel
Manager within 24 hours of the occurrence. The Safety Director also has
accident report forms that must be completed by the Supervisor or crew leader,
and the employee. These are in addition to the Workers' Compensation report
forms. The Safety Director will retain these forms in his/her office files.
a. Employee's Notice of Injury
All employees working in Arkansas are required to report their on-the-job
injuries, using a form prescribed or approved by the Workers'
Compensation Commission, immediately after is occurs unless the
employee is physically or mentally unable to do so The employer shall
not be responsible for disability, medical, or other benefits prior to receipt
of the employee's report of injury. If the employee is unable to complete
the notice of injury form, the Supervisor will initiate the process.
b. Employer's First Report of Injury or illness/Empovers' Supplemental
Report
The Personnel Manager and/or Safety Director must interview the injured
employee to complete the "Employer's First Report of Injury or Illness"
form. The Employee and Employer's notice must be sent to the insurance
company within 10 working days of the accident/irj u ry.
The employee is responsible for getting all medical bills related to the
Workers' Compensation injury, and the physician's orders and progress
reports to the Personnel Manager and/or Safety Director, who will send
these items, along with an Employer's Supplemental Report, to the
insurance company.
c. physician's Release For Work Form
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The employee must submit a "Physician's Release for Work" form
restricting him/her from regular duty if he/she is to miss additional
scheduled work time after the day of injury. Any time the employee visits
the physician after the first visit, he/she must submit all physician's orders
and progress reports, in writing, to his/her Supervisor, who will make
distribution to the Personnel Manager and Safety Director.
3. BENEFITS WH11LE ON WORKERS' COMPENSATION
The City of Batesville will continue to pay the employee's health insurance
premiums for up to six months while he/she is off work with a Workers'
Compensation disability. Under special circumstances, this period may be
extended by the Mayor or City Council.
An employee will accrue vacation and sick leave the month their Workers'
Compensation leave starts. The City cannot pay an, employee for any hours paid
by Workers' Compensation. This alse prehibits the employee from taking &ic*
if there is a period of time not compensated by Workers' Compensation benefits,
the City may pay the employee for up to 24 hours wages, After the 24 hours, the
employee may, at their option, use any available SiGk leave andler vaGati paid
time to cover that peried any loss of normal wages if compliant with the Workers'
Compensation laws.
If an employee elects to use vacation or sick leave and is later compensated by
workers' compensation, the employee's salary will be reduced during the next
pay period equal to the amount of the vacation or sick leave used, and that time
will be reinstated to the employee.
4. RETURN TO WORD
Before the employee can return to work at either his/her normal position or
restricted duty, the treating (or referred) physician, must comple±P a "Physician'-
Release for Work" form, indicating the date the employee may return to work,
and specify the duties that the employee may not perform. If an employee is off
work 6 weeks or longer, a drug test will be required before returning to work.
If the physician allows the employee to return to work on light duty before fully
recovered, he/she may be assigned light duty work if it is available. Pay for light
duty will be at the employee's regular hourly rate for the actual hours worked.
C. INSURANCE
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Employees are responsible for reporting all threats or acts of violence to their
supervisor as soon as possible. They should provide the flowing information: by
whom and to whom the threat was made or act was committed, when and where
it was made, what was said or action taken, and others who might have
witnessed it. Any verbal threat or actual act of violence should also be
documented by the employee and given to the Supervisor
The most important thing for an employee to remember is, if faced with a citizen
or employee with a weapon, don't resist. If he/she wants your money, give to
him/her.
If you are threatened by a person without a weapon, try to talk the person into
calming down and ask what you can do to help. Make sure he/she knows you
understand the problem by re-stating it. Focus on behavior and not the person.
Don't hesitate to call for help when you feel it is necessary.
If you have been the victim of an attack or have witnessed an attack, report it at
once to your Supervisor. If the Supervisor is not immeaiately available, you
should:
Call 911 immediately
Carefully and accurately describe the act and the attacker.
Do not change anything at the scene where the violence occurred.
Do not clean up, reset furniture, or touch any object handled by the
attacker
In the event of rape, do not wash yourself or change clothes until a doctor
has competed an exam
2. SUPERVISOR'S RESPONSIBUI o SES
If a threat or act of violence is reported to the Supervisor, he/she is responsible
for evaluating the situation and taking appropriate action to protect the
employees and/or citizens from further violence.
If an incident involved emergency and/or criminal activity, the Supervisor shall
refer it to the Sheraff's Batesville Police Department for investigation. If the
incident is not considered an emergency and no criminal activity is involved, an
investigation, if needed, will be handled by the Mayor and/or the employee's
Supervisor.
If an employee is the perpetrator of the violence, the Supervisor may suspend
the employee immediately, pending an investigation, depending on the
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