HomeMy WebLinkAbout2007-06-01 AA
AMENDED ORDINANCE NO.-A60
AN ORDINANCE AMENDING ORDINANCE NUMBER 2001-11-1, THE
CITY OF BATESVILLE EMPLOYEE HANDBOOK ORDINANCE
WHEREAS, the Batesville City Council abolished the Batesville Water Utilities Commission on
March 27, 2007; and
WHEREAS,the City Council finds and determines that a uniform handbook is in the best interest
of the employees of the City of Batesville and the Water Utilities Department and its citizens.
NOW,THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
BATESVILLE, ARKANSAS, that;
Section 1.The City of Batesville Employee Handbook which was first presented before the
City Council on April 24, 2001 and then amended on October 23, 2001 is hereby adopted.
EMERGENCY CLAUSE: The City of Batesville Employee Handbook affects the
employees of the city departments, who turn contribute to the safety and welfare of the residents of
• Batesville, Arkansas; therefore an emergency is hereby declared to exist and this Amended
Ordinance shall be in full force and effect from and after its passage.
PASSED AND ADOPTED this day of OQnLA, ,2007.
APPROVED:
RICK AUGH, MAYOR
ATTEST:
Zj-1� ' '1
DENISE M. JOHNSTON, CITY CLERK
•
CITY OF BATESVILLE Employment Policies
Employee Handbook
A. EEO POLICY STATEMENT
Equal Employment Opportunity is a high priority with the City of Batesville.
Employment decision including recruiting, hiring, transfer, promotion, training,
compensation, benefits, discipline, and termination of employment with the City
will be made on the basis of an individual's skills, knowledge, abilities, job
performance, and other legitimate qualifications in accordance with state and
federal laws.
It is prohibited for any employee of the City of Batesville to refuse to hire, train,
promote, or provide equitable employment conditions to any employee or
applicant, or to discipline or dismiss an employee solely on the basis of such
person's race, national origin, age, sex, marital status, military status, religious
beliefs, or physical handicap, except where the doctrine of business necessity or
a bona fide occupational qualification can reasonably be demonstrated.
In establishing this policy, the City of Batesville recognizes the need to initiate
and maintain personnel measures to ensure the achievement of equal
employment opportunities in all aspects of our workplace settings, conditions,
and decisions. It shall be the responsibility of all employees to abide by and
carry out the letter, spirit, and intent of the City's equal employment commitment.
Employees should report any violations of this policy to their Supervisor. If the
violation involves their Supervisor, they should go to the next level of
management without fear of retaliation.
B. AMERICANS WITH DISABILITIES ACT (ADA)
The City of Batesville will not discriminate against hiring qualified individuals with
disabilities who can perform, with reasonable accommodation, the essential
functions of a job for which they apply. This includes recruitment, job application
procedures, hiring, promotion, termination, rate of pay or other forms of
compensation, job assignments, leaves of absence, sick leave, fringe benefits
available by virtue of employment, training, social and recreational programs, and
other terms, conditions, or privileges of employment. The City of Batesville will
make a reasonable accommodation to the known physical or mental limitations of
an otherwise qualified individual with a disability.
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
1
Chis/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 Rehabilitation 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 he/she will be working.
Safe - 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 reporting, and other subjects
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 Clerk's 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
( are expected to understand and comply with in their career with the City of
�r Batesville. The necessary time will be spent with the employees to review the
2
policies. The employee will be given an opportunity to ask for clarification on any
policies he/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.
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, he/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 specific reason or a specific length of 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.
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.
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
3
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. 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 employee'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.
C 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
4
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 REQUESTS
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 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.
I. 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 work
activities may create.
All regular full-time employees who feel they must accept outside employment to
augment their income may do so if this work does not interfere with the demands
of their regular job. Any outside employment that could give rise to a conflict of
interest, adversely affect job performance or compromise loyalty to the City of
Batesville or to fellow employees is not permitted. An employee's outside
5
Lemployment must not be of a nature that negatively affects the image of the City,
resulting in embarrassment, legitimate and reasonable criticism, or of a type that
may be construed by the public to be an official act of the City or in any way
violate these policies. City uniforms shall not be worn during outside
employment unless approved in advance by the employee's supervisor.
All outside employment must have approval from the employee's Supervisor in
writing and placed in the employee's personnel file, prior to accepting other
employment.
J. PROMOTIONS AND TRANSFERS
When an opening occurs in a department, the Mayor/Supervisor will have the job
posted on bulletin boards and all employees are eligible to apply by completing
the "Internal Job Application" form and submitting it to the Supervisor/City Clerk's
office. If employees feel it would be to their advantage, they may fill out a new
employment application to add any training or experience they may have gained
since filling out the original form.
The Supervisor/Mayor/City Clerk will first screen the applicants, based on
knowledge, skills, and abilities, narrowing the candidates to the best qualified.
The Supervisor/Mayor/City Clerk will then interview the top candidates and
together will select the person to fill the position. At the discretion of the Mayor
�r this process may be delegated to his designee.
If no employees post for the job, or if the Supervisor/Mayor/City Clerk find no
employees qualified to fill the position, the job may be left vacant or filled from
outside applicants. Filling openings from outside applicants is always at the
discretion of the Mayor if a more qualified person is available.
K. CERTIFICATES AND 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 and
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.
6
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.
7
L„ CITY OF BATESVILLE Attendance and Pay
Employee 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 40-
hour workweek, such as vacation, sick leave or other time off, overtime worked,
etc. Request for leave forms must be turned in with time sheets to document any
leave taken.
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 by
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, deferred
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,
when an employee does not meet his/her obligations, wages may be garnished
by a creditor for non-payment when the creditor wins a court judgment.
8
Attachments made to an employee's paycheck by legal authority or wage
garnishment, regardless of cause, will be regarded as a mandatory deduction for
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, it
will be cause for review by management and possible disciplinary action up to
and including termination.
D. STANDARD WORK HOURS
Except for firefighters, work hours for all full-time employees shall be 40-hours
per week which begins each Monday. Work hours for the fire 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.
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
pay WILL NOT be given to the employee. A report for all overtime pay and the
Request for Overtime Pay forms will be reviewed by the City Council on a
monthly basis.
The City of Batesville does not authorize the granting of"compensation time" to
hourly employees other than firefighters. Salaried employees do not receive
9
"compensation time," but they may adjust their schedules in extreme situations
as determined by the Mayor.
F. STAND-BY AND ON-CALL (Utility Construction Department Only)
To provide round-the-clock coverage, the Construction Department will have two
employees on stand-by during off-hours. "Off-hours" are defined as any time that
the employee is not scheduled to work, including nights, weekends and holidays.
Employees are rotated on a weekly basis (from 5:00 p.m. Thursday until 4:59
p.m. the following Thursday).
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 two
2-hour minimums are applied to the four hours stand-by per the following
examples:
Example 1 — em to ee is called out three times d ring his stand-byweek:
Call-out# Actual Time Applied to 4-Hr Additional Total Weekly
Worked Minimum Overtime Hours Paid Overtime
1 30 minutes 2 hours 0 4 hours
0 2 1 hour 2 hours 0 4 hours
3 45 minutes 0 2 hours 6 hours
Example 2 — Em to ee is called out three times during his stand-byweek:
Call-out# Actual Time Applied to 4-Hr Additional Total Weekly
Worked Minimum Overtime Hours Paid Overtime
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 paid
only for the time actually worked. Construction employees called out (8:00 a.m.
to 5:00 p.m.) on a recognized holiday will be paid, in addition to their holiday pay,
1 Y times their regular pay for the time they work during the recognized holiday.
Employees who are scheduled for stand-by may get another employee to
substitute for them, with the approval of the Supervisor. However, only the
employee who actually worked a call-out will be paid. As an example, Employee
A is scheduled for stand-by, but gets Employee B to substitute for him. If
Employee B is called out during the time he is acting as substitute, Employee A
forfeits the amount of stand-by time equal to the time worked by Employee B or
10
the 2-hour minimum, whichever is greater. Employees may not take vacation
when on stand-by or on-call duty.
G. ABSENTEEISM AND TARDINESS
The City of Batesville is committed to providing value-added service to its citizens
and believes that the regular attendance and punctuality of all employees is
necessary to fulfill that commitment and maintain the efficient operations of
services. Excessive absenteeism or repeated tardiness will not be permitted and
shall be cause for disciplinary action, up to and including termination.
1. REPORTING ABSENCES
If an employee is absent from work for any reason, it is his/her responsibility to
notify his/her immediate supervisor at the time specified by the Supervisor for
such calls. If the Supervisor is unavailable, the information should be left with the
person designated by the Supervisor. The employee should also leave a phone
number where he/she may be contacted.
If an absence exceeds one day, employees must notify their Supervisor each
day. Failure to notify the Supervisor may result in disciplinary action. The
exception to the notification requirement would be if, in the case of illness, the
employee has been advised by his/her doctor to not return to work until a certain
date. The employee should advise his/her Supervisor of the doctor's instructions
and bring in the doctor's statement when he/she returns to work.
An employee who fails to contact his/her Supervisor to explain an absence for
three consecutive scheduled workdays will be considered to have voluntarily
resigned his/her job. This type of resignation is defined as a "failure to report to
work." On the fourth day of such an absence, a "Notice of Voluntary
Termination" form shall be sent to the employee. This letter will notify the
employee that he/she has been taken off the payroll as a voluntary resignation.
A copy of the letter will be filed in the employee's personnel records.
The letter will request that the employee come to the City Clerk's office and
complete all necessary forms, including signing a Voluntary Termination letter. If
the employee refuses to sign the Notice of Voluntary Termination, this
information will be documented and included in the employee's records. It is
important that the events surrounding such a termination be thoroughly
documented.
2. EXCESSIVE ABSENTEEISM
"Excessive Absenteeism" is defined as unscheduled time off in excess of five
occurrences in any 60-day period of time. Excessive absenteeism may result in
disciplinary action up to and including termination. Examples: if an employee
11
calls in to take time off or calls in sick but does not have vacation or sick leave
accrued it will be considered unscheduled absenteeism.
3. TARDINESS
Tardiness is defined as the failure of an employee to report to his/her work area
ready to start to work at the scheduled work time.
If an employee is going to be late reporting to work, he/she must use the same
reporting procedure detailed in "Reporting Absences" above, and advise the
Supervisor what time he/she expects to be at work.
"Excessive tardiness" is defined as being late on more than five occasions in any
90-day period. Employees with excessive tardiness will be subject to
progressive disciplinary procedures.
The City of Batesville recognized that occasionally tardiness cannot be avoided.
Each tardiness will be handled on a case-by-case basis, depending on the
circumstances.
H. PREGNANCY LEAVE
It is the City of Batesville's policy to treat pregnancy, childbirth, and related
medical conditions according to the leave requirements outlined in the Family
and Medical Leave Act of 1993. Information of FMLA leave is outlined in
Employee Benefits.
The employee must file a "Leave Request" form with the City Clerk's office. The
employee must use all vacation and sick leave before taking time off without pay.
If additional time off is requested, it will be time off without pay.
Pregnant employees are expected to continue working as close to the anticipated
delivery date as deemed medically appropriate by their physician.
Before returning to work, the employee must furnish a "Physician's Release for
Work" form from her physician stating that she is able to return to work. The
"Leave Request" and the "Physician's Release for Work" forms may be obtained
from the City Clerk's office.
I. MILITARY LEAVE
The City of Batesville will comply with the Uniformed Services Employment and
Reemployment Rights Act of 1994 (USERRA). Employees requesting a military
leave of absence may obtain a copy of the Act or information concerning the Act
from the City Clerk's office.
12
J. LEAVE OF ABSENCE FOR CLASS B EMPLOYEES
The Mayor may grant an employee a leave of absence without pay and without
benefits including paid medical insurance for a period not to exceed one (1) year
when it is in the interest of the City to do so. At the expiration of the leave of
absence without pay, the employee may be reinstated to any position of the
same classification. An approved leave of absence shall not constitute a break
of service with respect to tenure, retirement, and seniority. The employee may
continue on the City's health insurance by going on Cobra at the employee's
expense.
K. FUNERAL LEAVE
The City of Batesville will allow an employee to take up to 24 hours, with pay,
when a death occurs in their immediate family with their supervisors approval. In
this instance, "Immediate family" is defined as spouse, parent, child, brother,
sister, stepchild, stepparent and grandchild. The Mayor may allow the employee
to take additional time off if the employee must travel out of state or for other
special circumstances.
For the death of other family members (father-in-law, mother-in-law, brother-in-
law, sister-in-law, grandparents and step-grandparents), employees will be
allowed 8 hours off with pay with the supervisors approval. With the Mayor's
approval, up to sixteen additional hours may be allowed. Employees will be
allowed to take off the day of the funeral (8 hours pay) for other relatives such as
aunt, uncle, etc.
Up to four hours with pay will be allowed for an employee to serve as pallbearer if
the funeral is local. The Mayor may allow additional time off with pay if the
funeral is out of town.
L. JURY AND WITNESS DUTY
Employees will be granted leave with pay for jury duty and are permitted to retain
the allowance for services from the court for such service. If an employee
appears as a witness in court at the request of the City of Batesville or if an
employee is subpoenaed as a witness in his capacity as an employee of the City
of Batesville to testify in a matter in which the acts or omissions to act of the City
are in issue shall likewise be paid for such service. Employees are also
permitted to retain the allowance for services from the court for such service.
If an employee is on leave with pay for jury or witness duty outside their regular
work schedule, they will be paid at their hourly rate, not at overtime rate. Jury
and witness duty will not be considered worked hours, and no more than 8 hours
( per day or 40 hours per week will be paid for the jury or witness duty, all at the
�r employee's regular hourly rate. To qualify for jury or witness duty leave,
13
employees must submit to the City Clerk's office a copy of the summons or other
relevant court related paperwork as early as possible upon receipt thereof. In
addition, proof of service must be submitted to the employee's Supervisor when
the employee's period of jury or witness duty is competed. The Supervisor will
then forward the proof of service to the City Clerk's office.
An employee who appears as a witness in a matter not related to his/her capacity
as a City employee shall not be paid as an employee of the City for the time
spent in court. However, an employee may choose to take the time off as
vacation time, if the employee has accrued vacation time, if approved by the
Supervisor and if scheduled in advance.
M. INCLEMENT WEATHER
Because of the crucial nature of the work performed by the City of Batesville's
employees, they are expected to attempt to get to work during periods of
inclement weather. When hazardous conditions exist, the employee must
contact their Supervisor for instructions regarding when and where to report to
work.
If employees make an effort to get to work but road conditions are dangerous
and they are late reporting to work, they will be paid for the full eight hours. If the
employees cannot get to work at all, they may take the time off as vacation if they
have accrued vacation time.
Any employee who is late reporting to work or cannot get to work must use the
same reporting procedure to inform his/her Supervisor detailed in "Reporting
Absences".
14
L CITY OF BATESVILLE Employee Benef its
Employee Handbook
Full-time Class B employees with the City of Batesville are provided a variety of
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
his/her Supervisor or the City Clerk's office.
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 DEPARTMENT
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 in
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. In certain situations, an employee may give another
employee, (of the same pay level or below) part of their vacation time with the
approval of the Supervisor and Mayor.
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.
15
Employees may not take time off without pay if they have vacation or
compensatory time available.
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.
Years Hours Per Mo. Hours Per Yr. Days Per Yr.
Up to 1 Year 3.5 hours 42 hours 5.25 days
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
21 + Years 17 hours 204 hours 25.5 days
2. VACATION FOR FIREFIGHTERS
All fire department shift personnel shall accrue vacation hours monthly according
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. SICK LEAVE FOR CLASS B EMPLOYEES EXCEPT FIREFIGHTERS
The City of Batesville 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.
16
[ 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
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 Clerk's office.
Employees will be allowed to use 6 undocumented sick days within a leave year.
After the use of 6 undocumented days, employees must provide a note from a
licensed physician or other person legally authorized to 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 increments. Employees who use all of their
accrued sick leave can thereafter be placed on leave of absence without pay
unless extenuating circumstances justify exceptional action by the Mayor and
reported to the city council.
Unused sick leave shall not be paid to employees who separate or are separated
from the City except at retirement with 20 years of continues service. If an
employee retires after completing at least 20 years of continues service (without
a break in employment), they will be paid for all unused sick leave at his/her rate
of pay up to 3 months salary.
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 three days,
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.
17
( Sick leave shall not be granted when an injury is incurred while the employee is
` 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.
4. 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).
Time off may be charged against accumulated sick leave only for such days that
a firefighter is scheduled to work. No such sick leave as provided in this section,
shall be charged against any firefighter during any period of sickness, illness, or
injury for any days which he/she is not scheduled to work. A leave request form
must be completed as soon as the employee returns to work and forwarded to
the City Clerk's office.
If, at the end of a term of service, upon retirement or death, whichever occurs
first, any firefighter who has any unused accumulated sick leave, he/she shall be
paid for this sick leave at the regular rate of pay in effect at the time of retirement
or death. Payment for unused sick leave in the case of a firefighter, upon
retirement or death, shall not exceed 3 months salary.
5. HOLIDAYS AND HOLIDAY PAY 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 Dispatchers.
Holiday pay for firefighters shall be prorated and paid during regular payroll
periods. (14-53-106).
Holiday pay for dispatchers has be prorated and added to their hourly rate of pay.
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 observed 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 Dispatchers and Firefighters, 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.
18
Employees who are absent without authorization on their last working day before,
` or their first working day following a designated holiday, will not be paid for the
holiday, unless they have prior approval by their department head.
Other information regarding the City's holiday policy will be distributed in the form
of a memo as the situation arises.
Holidays
New Year's Day Veteran's Day
Martin Luther King's Birthday Thanksgiving Day
President's Day Day After Thanksgiving
Memorial Day Christmas Eve
Independence Day Christmas Day
Labor Day New Years Eve
**Personal / Floating Day
**The Personal / Floating Day may be taken anytime with the Supervisors
approval. The Personal / Floating Day is not included in the holiday hours for
firefighters or in the holiday pay for dispatchers. All Class B employees will
be paid for the Personal / Floating Day when taken. All holidays must be
taken within the calendar year.
B. WORKERS' COMPENSATION
All active employees at the City of Batesville on the City's payroll are covered by
Workers' Compensation, as required by Arkansas State law. The reporting
requirements and benefit levels are regulated by the State's Workers'
Compensation Board. All Workers' Compensation claims will be handled in
accordance with Workers' Compensation regulations. Workers' Compensation
coverage for employees working through a temporary agency will be provided by
the agency for which they work.
Workers' Compensation Insurance is paid for entirely by the City of Batesville,
and provides benefits for employees who suffer illness or personal injury arising
out of their employment with the City of Batesville. Coverage begins the first day
of employment; there is no waiting period. Covered injuries and illnesses may be
physical or mental, and specific or cumulative. To assure that the employee
does not lose income for the day of the accident/illness, the City will pay the
employee for the remaining part of the day or shift in which the accident/illness
occurred if not covered by Workers' Compensation.
19
1. REPORTING REQUIREMENTS
All accidents resulting in personal injury, no matter how minor, must be reported
to the employee's Supervisor or crew leader without delay. The Supervisor or
crew leader shall report the accident to the next higher level of management and
the Safety Director, and it is the Safety Director's responsibility to see that the
proper procedure is followed. If an employee has an injury 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 a
follow up written report. If the illness/injury is not serious, the Mayor should be
notified with a written report.
2. REQUIRED FORMS
Once medical treatment has been provided, if needed, the 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/Employers' 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/injury.
The employee is responsible for getting all medical bills related to the
Workers' Compensation injury, and the physician's orders and progress
20
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
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 WHILE 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.
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 also prohibits the employee from taking sick
leave or vacation while off because of a work-related injury or illness. However,
if there is a period of time not compensated by Workers' Compensation benefits,
the City may pay the employee for up to 3 days wages. After the 3 days, the
employee may, at their option, use any available sick leave and/or vacation time
to cover that period of 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 WORK
Before the employee can return to work at either his/her normal position or
restricted duty, the treating (or referred) physician must complete a "Physician's
Release for Work" form, indicating the date the employee may return to work,
and specify the duties that the employee may not perform.
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.
21
C. INSURANCE
City of Batesville provides medical insurance for all its full-time Class B
employees.
When a Class A employee becomes a Class B employee, the Personnel
Manager will review the benefit plans and have the employee sign the necessary
paperwork. He/she then becomes eligible for insurance coverage.
D. FAMILY & MEDICAL LEAVE ACT OF 1993 (FMLA)
1. Summary of the Family and Medical Leave Act (FMLA) of 1993
Separate and in addition to sick leave, FMLA makes available to eligible
employees up to 12 weeks of unpaid leave in a 12-month period. Leave may be
taken for the following reasons:
• to care for the employee's child after birth, or placement for adoption or
foster care;
• to care for the employee's spouse, child, or parent who has a serious
health condition;
• • for a serious health condition that makes the employee unable to perform
the employee's job.
Spouses employed by the same employer are jointly entitled to a combined total
of 12 workweeks of family leave for the birth and care of a newborn child, for
placement of a child for adoption or foster care, and to care for a parent who has
a serious health condition.
When an employee takes an FMLA leave, he/she must use his/her available
vacation and sick leave (with pay) before starting the time off without pay. As an
example, if an employee who has accumulated two weeks sick leave and two
weeks vacation need to be off for eight weeks, he/she must use the combined
four weeks of vacation and sick leave, then take four weeks FMLA leave without
pay. The employee will then have four weeks FMLA leave he/she may take at
another time during the year if needed.
2. EMPLOYEE ELIGIBILITY
To be eligible for the FMLA benefits, an employee must have:
• worked at the City of Batesville for a total of at least 12 months and;
• worked at least 1,250 hours over the previous 12 months
22
3. CALCULATION OF 12-MONTH PERIOD
The 12-month period is defined as the 12 months beginning with the first day of
FMLA leave taken by the employee. As of that date, the employee is entitled to a
total of twelve workweeks of FMLA leave for qualifying reasons, until the same
date the following year.
4. LIMITATIONS ON LEAVE
The entitlement to leave because of birth, adoption or foster care expires at the
end of the 12-month period beginning on the date of the birth or placement of the
child. Any leave must be concluded within this one-year period.
If FMLA leave is for birth and care, or placement for adoption or foster care, use
of intermittent or reduced leave is subject to management approval.
5. INTERMITTENT OR REDUCED LEAVE
An employee needing leave because of his or her own serious health condition
or the serious health condition of a child or parent may, if medically necessary,
take leave intermittently or on a reduced leave schedule that reduces the
employee's usual number of hours per workweek or per workday.
Intermittent leave may include a leave of periods from an hour to several weeks.
i As an example, intermittent leave might be taken on an occasional basis for
medical appointments, or taken several days at a time spread over a period of
several months, for treatment such as for chemotherapy.
A reduced leave schedule is a leave that reduces an employee's usual number of
working hours per workweek or hours per workday.
An employee who requests an intermittent or reduces schedule leave may be
transferred temporarily to an alternative position which better accommodates
recurring periods of leave than the employee's regular position.
6. SERIOUS HEALTH CONDITION
"Serious health condition" means an illness, injury, impairment, physical or
mental condition that involves:
• in-patient care;
• incapacity of more than three calendar days that involves continuing
treatment;
23
• continuing treatment for chronic or long-term health condition that, if not
treated, would likely result in a three day plus incapacity; or
• prenatal care.
7. BENEFITS WHILE ON FMLA
a. Health Coverage
The City of Batesville will continue to pay the full amount for insurance
coverage for the employee and eligible dependents while the employee is
on FMLA leave. Any supplemental insurance being withheld through
payroll deduction will be the responsibility of the employee.
b. Holiday Pay
An employee will not be entitled to holiday pay during an unpaid FMLA
leave of absence nor will the employee accrue vacation or sick leave for
any month in which they are not in pay status at least 15 days.
8. JOB RESTORATION
Upon return from FMLA leave, most employees must be restored to their original
job, or to an equivalent job with equivalent pay, benefits and other terms and
conditions of employment.
a. Re-employment Restrictions
Under specified and limited circumstances where restoration of
employment will cause substantial and grievous economic injury to its
operations, an employer may refuse to reinstate certain highly-paid "key"
employees after using FMLA leave, during which health coverage was
maintained. In order to do so, the employer must:
• notify the employee of his/her status as a "key" employee in response to
the employee's notice of intent to take FMLA leave;
• notify the employee as soon as the employer decides it will deny
restoration, and explain the reasons for the decision;
• offer the employee a reasonable opportunity to return to work from FMLA
leave after giving this notice; and
• make a final determination as to whether reinstatement will be denied at
the end of the leave period, if the employee requests restoration.
24
A "key" employee is a salaried "eligible" employee who is among the highest paid
10 percent of employees within 75 miles of the work site.
b. Not Returning to Work
If an employee does not return to work upon completion of an FMLA leave
of absence, the City of Batesville may recover the cost of its payments to
maintain the employee's health care coverage unless failure to return to
work was beyond the employee's control. Once the employee notifies the
City that he/she does not intend to return to work from FMLA leave, the
FMLA leave benefits cease and the regular exit interview procedure shall
be conducted with the departing employee.
9. FALSIFICATION
If an employee utilizes FMLA leave in any fraudulent or false way, he/she will be
subject to discipline up to and including termination. If terminated, any benefit
entitlements based on length of service will be calculated as of the last day
worked prior to the FMLA leave.
10. NOTICE REQUIREMENT
The employee must provide reasonable prior notice when requesting an FMLA
leave of absence and make efforts to schedule leave so as not to disrupt the
City's operations. When the necessity for leave is foreseeable, the employee
must provide a 30-day notice of the leave. If the leave is foreseeable and the
employee does not provide a 30-day notice, the leave may be delayed until 30
days after the notice is provided. For unforeseen circumstances, the employee
should provide a one to two business day notification when possible. Taking
leave may be denied if notification and medical certification requirements are not
met.
11. REPORTING
When the FMLA leave is granted for cases of serious illness (employee or family
member), the employee may be required to advise his/her supervisor at two-
week intervals of his/her leave status and intention to return to work.
12. MEDICAL CERTIFICATION
a. Care of a Family Member
For the care of a child, spouse, or parent with a serous health condition,
the employee is required to provide medical certification within fifteen days
of the leave notification to support the claim for leave. The certification
must include an estimate of the amount of time the employee needs to be
25
off to provide care. If the certification is not provided within fifteen days
the leave may be suspended or delayed until a completed certification
form is provided.
b. Employee Illness
For the employee's own serious health condition, the employee is required
to provide medical certification to support the claim for leave within fifteen
days of the Leave Notification. The certification must include a statement
that the employee is unable to perform the functions of his/her position
and other information noted on the "FMLA Certification Form". If the
certification is not provided within fifteen days the leave may be
suspended or delayed until a completed certification from is provided. A
second medical opinion may be requested at the City's expense. If the
first and second medical opinions differ, the City may pay for a third and
final certification, which will be binding on all parties.
13. MEDICAL RE-CERTIFICATION
When the FMLA leave is granted for cases or serious illness (for employee or
family member), the employee may be required to obtain subsequent re-
certifications of the serious health condition at 30-day intervals. Re-certification
can be required more frequently if warranted by the situation.
14. RETURN TO WORK CERTIFICATION
An employee who returns from FMLA leave which was taken for his/her own
serious illness, must provide a "Physician's Release for Work" form from his/her
health care provider certifying that he/she is able to perform his/her job duties.
The employee will not be allowed to return to work until the certification is
provided. The benefits provided by FMLA leave will be suspended until the
certification is provided.
15. PROCEDURE
a. FMLA Notification & Certification
An eligible employee who requests FMLA leave must complete the (1)
FMLA Notification Form and the (2) FMLA Certification Form, if applicable,
and provide these to his/her supervisor per the applicable time frames.
The supervisor should provide the employee a copy of this policy for
guidance. If the supervisor has a question concerning the eligibility,
validity or applicability of the FMLA request, he/she should immediately
contact the Personnel Manager for assistance.
26
b. Tracking/Recording FMLA Leave
The City Clerk's office, with assistance from the Supervisor, is responsible
for keeping track of all FMLA leave taken by employees to ensure that
time taken does not exceed the twelve workweeks allowable.
E. CONTINUATION OF COVERAGE (COBRA)
Eligible employees may have their health and dental plans extended or made
available to a separated, divorced, or widowed spouse and dependents in
accordance with the following conditions, both of which require advance written
notice to the City of Batesville.
• Any eligible employee who is terminated, (except for gross misconduct), or
whose work hours have been reduced which eliminates their eligibility for
health plan benefits, may apply for up to an 18-month extension of their
health plan enrollment; or
• Upon the death or divorce of an eligible employee, the employee's current
spouse may apply for up to a three-year extension of coverage under the
City's plan. In the case of divorce, eligible employees are required to
notify the City 60 days in advance so that the eligible spouse can be
notified.
Where these allowances are made available to an employee or to a divorced or
widowed spouse and/or dependents, the policy holder will be required to pay the
entire premium amount, by the date established by the insurance company. The
premium is normally due each month prior to the month of coverage. If the
premium is not received by the due date, insurance will be canceled.
F. EDUCATION ASSISTANCE PROGRAM
The City of Batesville is committed to continuing and on-going training for all
employees. However, in addition to formal training provided by the City for
various positions, employees are responsible for ensuing that they posses
sufficient training to perform their job.
The City of Batesville will pay the actual cost of training necessary including
application and license fees necessary of its employees to receive a license, or
upgrade a license that is required by law, regulation, or City policy for the
performance of that employee's job. This training must be completed in
accordance with the standards of the authority issuing the license.
In the event that employees believe additional training is needed, they should
notify their supervisor. Expenses incurred from on-the-job training may be
27
assumed by the City in accordance to the travel and training reimbursement
policy if approved by the supervisor and the Mayor.
G. TRAVEL AND TRAINING REIMBURSEMENT
All out of town training for the City of Batesville must be approved in advance by
the Department, Mayor or City Council. All out of state travel must be approved
in advance by the City Council. Allowable reimbursements shall be computed
according to the following guidelines:
1. Transportation
a. Airlines, Bus, Etc.
The City will provide for coach class, unless coach class is not available.
Under normal circumstances, the vender (airline travel agent, etc.) will be
paid directly.
b. Private Vehicle
Reimbursement for use of a private vehicle is allowable on a per mile
basis at the current rate allowed by IRS guidelines. Trip distance shall be
computed on map mileage (allowances will be considered, if
documentation proves valid). When two or more employees travel in the
same vehicle, only one will be reimbursed.
Employees will not be reimbursed mileage if gasoline is charged to the
City.
Employees will not be reimbursed for any fines for traffic violations,
parking tickets, or the cost of repairs, breakdowns or accidents.
The employee is responsible for providing his/her own liability insurance
coverage as well as any other costs associated with operating his/her own
vehicle.
c. By City Vehicle
When a City vehicle is used, the employee will be reimbursed for the
actual cost of gas, oil, etc. Original receipts must be provided, and
submitted with appropriate forms.
Employees will not be reimbursed for any fines or traffic violations, parking
tickets, etc.
28
The City has liability insurance coverage on city vehicles being driven on
official business. However, this does not cover accidents which occur
while not on official business. The employee is responsible for his/her
own liability insurance coverage in this situation.
d. Taxicabs
Taxi fare is reimbursable, with original receipts at actual costs, only to and
from the airport traveled to and your destination traveled to, unless no
mode of transportation is provided to specific official functions. All taxicab
receipts must be submitted with appropriate form.
e. Rental Vehicles
Employees who intend to rent vehicles for official City travel must secure
prior written approval from their department head. Written justification for
renting vehicles, as well as cost estimates for doing so, must accompany
all pre-trip requests. Actual costs of mid-sized vehicles rented from
recognized car rental agencies (Avis, hertz, National, Budget, Dollar, etc.)
are reimbursable, with original receipts.
2. Food
A $40.00 per diem maximum allowance for food (breakfast, $7.00; lunch, $10.00;
dinner, $23.00) or combination thereof shall be reimbursed for overnight trips. If
one-day out-of-town travel begins before 8:00 a.m. and/or ends after 5:00 p.m.,
employees will be reimbursed for the per diem maximum allowance. Original
receipts must be submitted with appropriate form for all meal reimbursements.
The City shall not reimburse the cost of alcoholic beverages or tips.
3. Lodging
Actual costs for lodging expenses are reimbursable with original receipts, or
billed directly. The City will not reimburse for movies or other forms of
entertainment.
4. Parking
Expenses incurred for parking are reimbursable, with original receipts. Any
airport parking shall be reimbursed at the long-term parking rate.
5. Telephone Calls
Personal long distance telephone calls are not reimbursable. Itemized room
phone calls for official city business will be reimbursed or paid directly.
29
6. Miscellaneous
Where not otherwise paid from line-item accounts where designated for
employee training or education, items such as tuition, conference registration
fees and parking are reimbursable at actual costs. Original receipts for all
miscellaneous expenses (manuals, tapes, publications, etc.) must be submitted
with the actual cost travel form.
7. Abuse
THE TRAVELER WILL BE HELD DIRECTLY RESPONSIBLE FOR ANY
CHARGES IN CONFLICT WITH THE PROVISIONS SET OUT ABOVE.
Copies of all travel reimbursements made to employees will be submitted to the
city council for review.
H. CITY OWNED VEHICLE USE
The use of City-owned vehicles for private use or gain is prohibited. Passengers
should not be riding in a city vehicle unless they are in the scope of
employment for the City. The only exception to this rule would be they are
in the care control and custody of the City. The employees of Batesville must
clearly understand that abuse of City-owned vehicles could be grounds for
serious disciplinary action, including and up to termination.
If you are assigned or use a City-owned vehicle you must observe the following:
• No travel is authorized outside the city limits of Batesville other than
official city business.
• Smoking is prohibited in any City-owned vehicle. Arkansas Act 8 of 2006,
The Clean Indoor Air Act, prohibits smoking at any time in any public
vehicle.
• No city-owned vehicle shall be used for personal use of any sort.
• All city-owned vehicles, except the Mayor's vehicle, are to have
permanent signs or decals affixed to doors or suitable locations.
• During vacations, illnesses, or any other prolonged absence from work or
office, all city-owned vehicles are to be placed under control of the
appropriate City office.
• A City vehicle assigned to supervisors or employees, who are subject to
calls during off-duty hours, may drive them to and from work after
receiving written approval from the City Council.
30
• Any employee driving a City-owned vehicle must have a valid Arkansas
driver's license on file in the City Clerk's office.
• Any employee driving a City-owned vehicle must wear their seat belt as
required by Arkansas State Law.
• Exceptions to any of the above may be made by the City Council upon
their discretion.
I. PENSION PLAN
The City of Batesville provides a pension plan for its employees with the
Arkansas Public Employees Retirement System, which is equal to a variable
percentage as determined by the State of Arkansas of the employee's before-
taxes salary. As of July 1, 2005, all eligible employees are required to contribute
5%, tax deferred, into the pension plan. Batesville Firefighters are enrolled in the
Firemen's Pension and Relief Fund, a single-employer defined benefit pension
plan administered by the City or the Local Police and Fire Retirement System
(LOPFI), a statewide agent multiplier-employer retirement program, which ever is
applicable. The City Clerk will provide a booklet to eligible employees.
31
(r.
CITY OF BATESVILLE Work Rules
Employee Handbook
A. CODE OF CONDUCT
Employees of the City of Batesville are expected to conduct themselves
according to the highest standards of business ethics and with the best interests
of the City in mind. Listed below are specific policies to which everyone at the
City is expected to strictly adhere. This list is not intended to be all-inclusive. If
an employee has doubt about what is considered unethical or inappropriate
behavior, he/she should discuss the issue with his/her Supervisor.
1. OUTSIDE ACTIVITIES
• The City of Batesville recognizes that an employee's personal activities
outside working hours are a private matter. Our primary concern is to
avoid a conflict of interest and the possible negative affect outside
activities may have on your job performance.
• Your job with the City is your primary occupation. Any other job is
secondary to the requirements of your job with the City. Mandatory and
emergency overtime are requirements of your job with the City of
Batesville.
2. FINANCIAL INTEREST
• No employee of the City of Batesville shall be interested directly or
indirectly in the profits of any contract for the furnishing of supplies or
services to the City unless the City Council shall have enacted a resolution
specifically permitting an employee to conduct business with the City and
prescribing the extent of this authority.
• The prohibition prescribed above shall not apply to contracts for the
furnishing of supplies, equipment, or services to be performed for the City
by a corporation in which no employee holds any executive or managerial
position or by any corporation in which a controlling interest is held by
persons not employees of the City.
• No employee who has enforcement authority over any user of the City of
Batesville shall contract to supply goods or services to any user over
whom that employee has enforcement authority.
32
• Providing services or receiving any compensation as a director, manager
or consultant to any outside concern that does business with the City of
Batesville requires the City Council's consent.
• No employee shall solicit, directly or indirectly, business from any
business entity with which the City does or may do business on behalf of
himself/herself or a family member.
3. GIFTS AND GRATUITIES
• Gifts or cash, samples or anything of value (vacations, service, loans,
fees, gratuities, etc.) shall never be accepted from anyone doing or
seeking to do business with the City of Batesville.
• All unsolicited gifts should be returned or not accepted. The only
exception to this policy is that gifts of nominal value ($50.00 or less) that
are widely distributed to many people within the City may be accepted.
• Invitations from vendors for lunch or dinner may be accepted, provided the
entertaining remains nominal and casual, and that the meal is connected
to a business purpose.
• Invitations from vendors for purely social events shall be declined because
of the potential for lessening one's objectivity. An occasional acceptance,
when in a group atmosphere where the vendor is present, may be
appropriate.
• Employees should consult with their Supervisor when uncertain about the
acceptability of any gifts or gratuities.
4. BIAS AND DISCRIMINATION
• Employees may not exclude or deny services or benefits to any person or
other City of Batesville employee on the grounds of race, color, creed or
national origin, nor grant any discriminatory consideration or advantage.
• Employees shall conduct their professional business in such a way that
does not expose the customer to unnecessary embarrassment or
disparagement.
• Employees may not discriminate unfairly by dispensing special favors or
privileges to anyone, or accepting favors or benefits under any
circumstances that might be construed as an influence on the
performance of their duties.
33
The City of Batesville believes in these fundamental elements of professional
conduct. We fully expect all employees to give complete commitment and
support to these standards. While this document does contain many specific
policies, every possibility and eventuality can never be anticipated. We expect
each employee's good judgment, integrity, candor and good example will be
used to implement these basic principles. Violations of this Code of Conduct will
result in corrective or disciplinary actions appropriate to the offense.
B. DISCIPLINARY POLICY
When an employee of the City of Batesville violates a City of Batesville policy or
procedure an investigation will be conducted and action appropriate to the
violation will be taken. The supervisor has discretion to counsel the employee for
an infraction without initiating formal disciplinary action. A verbal warning,
documented by the Supervisor is the least degree of the formal disciplinary
action. A written warning, suspension, demotion and termination are the
progressively more severe actions which may be taken.
Depending upon the nature and circumstance of an incident, discipline may be of
a progressive order of severity and will bear a reasonable relationship to the
violation. Careful consideration will be given to the seriousness of the violation,
the circumstances surrounding the case, and the employee's performance and
discipline record. However, this does not preclude suspending or terminating an
employee immediately.
The types of disciplinary action that may occur, in order of increasing formality
and seriousness, are:
Step 1 -Verbal Warning -An informal discussion between the Supervisor and
employee to discuss the employee's unacceptable behavior. All verbal warning
will be documented in the employee's personnel file.
Step 2 -Written Warning -A written warning is used to convey to the employee
the seriousness of the offense or performance issue, and to clearly point out that
repetition of the problem may result in further disciplinary action.
Step 3 - Three-day Suspension Without Pay - A disciplinary suspension of up
to three work days in the third step, and is used as a consequence of a repeated
offense.
Step 4 - Discharge - When an employee's conduct is so serious, or when he/she
has had an opportunity to correct inappropriate behavior and has not done so,
he/she will be separated from the City of Batesville. Discharge may also be used
as the first disciplinary step when the employee's conduce violates one of the
34
most serious policies, jeopardizes the health or safety of others, or deliberately
damages property.
When formal disciplinary action is taken, the employee will receive, in writing, a
record detailing the unacceptable behavior and the action taken. The Supervisor
and employee will both sign the report. If the employee refuses to sign, the
Supervisor will make a notation on the form. All documentation concerning the
circumstances of any disciplinary action will go in the employee's official
personnel file maintained by the City Clerk.
If an employee is terminated, management personnel should not discuss the
reason(s) for the dismissal with other management or employees except on a
"need to know" basis.
An employee may appeal an adverse disciplinary decision by the procedure set
forth in Dispute Resolution Process.
C. DISPUTE RESOLUTION PROCESS
1. APPEAL FROM DISCIPLINARY ACTION
If an employee believes a disciplinary action is unjust, he/she may ask to initiate
the dispute resolution procedure. The City of Batesville wants to resolve these
disputes as promptly and justly as possible, in an objective and confidential
manner, free from any concern over reprisal or recrimination. The City has
established the following dispute resolution procedure.
Step 1 - Employees should follow the chain of command to the next level to use
the dispute resolution procedure by providing a written description of the issue,
the nature of their concern, and what they feel is an appropriate remedy. Most
problems can be resolved by an open and cooperative discussion between
employees and their immediate supervisor. If a satisfactory solution cannot be
reached, or if the nature of the problem is not within the supervisor's authority,
the employee should proceed to Step 2.
Step 2 - The employee shall notify the Mayor that he/she wants to take the issue
to the Batesville City Council at the next scheduled meeting. After carefully
reviewing the facts, the Council will render a decision and rationale within 20
working days or as soon as reasonably possible. The decision of the Council is
final.
2. DISPUTE RESOLUTION BETWEEN EMPLOYEES
If friction or problems arise between employees, they shall first attempt to settle
the matter among themselves. If they can't reach a satisfactory resolution, either
or both employees may lodge a written complaint with the Supervisor. The
Supervisor will interview the involved employees, conduct an investigation, and
35
take appropriate action to help the employees resolve their problem. Unresolved
employee disputes will be referred to the Mayor for resolution. If it becomes
necessary to transfer an employee because of a conflict or dispute, the Mayor
reserves the right to transfer either or both employees.
D. SUMMARY OF UNACCEPTABLE BEHAVIOR
To ensure that the City of Batesville continues to maintain a safe and pleasant
working environment, a specific standard of conduct is expected and required of
all employees. The proceeding work rules covers a broad range of activities
which violate the City's policies of behavior and for which it will take disciplinary
action, up to and including immediate discharge.
Because conditions of human conduct are unpredictable, this list is not intended
to be all-inclusive. The City management retains the prerogative to initiate
disciplinary measures should instances of unacceptable or inappropriate conduct
occur which are not listed below. This disciplinary action will range from verbal
correction to termination, depending on the nature and seriousness of the
offense.
1. PROHIBITED PRACTICES
Employees who engage in any of the following activities, which are prohibited
practices, may be subject to immediate discharge.
• Consuming intoxicants on the premises, or reporting to work under the
influence of alcohol is prohibited. If an employee has alcohol in their
vehicle upon arrival at the City of Batesville property, it must not be
removed from the employee's vehicle.
• Reporting to work under the influence of a controlled substance, bringing a
controlled substance to the workplace, or consuming a controlled
substance (other than those prescribed by a physician) on the premises is
prohibited.
• Employees are strictly prohibited from possessing firearms, explosives or
weapons on City property, in City vehicles, or personal vehicles on City
property unless required in the employee's job description.
• Employees are strictly prohibited from disclosing customer list and
personnel information.
• Employees are strictly prohibited from removing any City property/records
from the premises without proper authorization.
36
[ • There cannot be any willful destruction or damage to any property of the
` City of Batesville or of any other employee.
• Employees are strictly forbidden to falsify, alter, destroy or remove City of
Batesville reports or records, or to assist others in doing so.
• Employees are strictly forbidden to falsify records to obtain employment,
disability benefits or other insurance.
• Employees are strictly prohibited from altering their time cards or the time
cards of another employee, or having their time card altered by another
employee.
2. BREACH OF CONFIDENTIALITY
The City of Batesville will comply with all State and Federal regulations regarding
Freedom of Information. All Freedom of Information request will be referred to
the City Clerk. No employee will disclose information from official records without
the authorization of the City Clerk.
3. MISUSE OF CITY OF BATESVILLE PROPERTY OR RESOURCES
Employees are expected to respect City property and resources. Misuse, such
as the following behaviors, may be subject to disciplinary action:
• Using, duplication, or possessing keys without authorization
• Theft, pilferage, unauthorized removal or its conversion to personal use of
City property and/or merchandise
• Theft, pilferage, unauthorized removal of another employee's property
from the premises
• Transacting personal business for monetary gain during working hours
including, but not limited to, excessive use of City telephone, photocopying
machine, postage meter or City stationery
• Carrying on excessive outside activities during working time or during any
time that would interfere with the work of other employees
4. DISORDERLY CONDUCT
The following is a partial listing of behavior the City of Batesville considers
disorderly and subject to the appropriate disciplinary action:
37
• Conviction of a crime, including convictions based on plea of nolo
contendere, the nature of which reflects the possibility of serious
consequences related to the assignment of the employee
• Fighting or roughhousing on City property, including any and all activities
that are perceived as dangerous to life or property
• Rude or insolent conduct toward a customer, supervisor or other
employee
• Engaging in any actions that are deemed detrimental to the orderly
conduct of business
• Horseplay
• Threatening, intimidating, coercing, harassing or assaulting any person
5. DISCRIMINATION OR HARASSMENT
The City of Batesville will not tolerate any form of discrimination or harassment
including, but not limited to:
`, Deliberately or willfully violating the City of Batesville Equal Employment
Opportunity Program
• Failing to comply with the City of Batesville Sexual Harassment Policy
• Any act or conduct that is discriminatory in nature toward another person's
race, creed, color, national origin, sex, age, religious beliefs, disability or
political affiliations
6. UNSAFE BEHAVIOR
Engaging in actions that may potentially result in injury to individuals or damage
to City and/or employee property is forbidden and subject to disciplinary action.
This includes, but is not limited to, the following activities:
• Careless, negligent or improper use of City property, equipment or funds,
including unauthorized removal for use of private purposes, or use
involving damage or unreasonable risk of damage to property
• Failure to report any driver's license status change to the Supervisor
before being allowed to operate a City vehicle
• Disregard or violation of safety, fire, or security regulations; or failure to
report accidents or unsafe conditions to the Supervisor in charge
38
• Failing to maintain a clean and safe workplace including littering, or
contributing to unsafe working conditions on City premises
7. IMPROPER BEHAVIOR
The following is a list of work rules which the employee is expected to comply.
Failure to do so will be cause for disciplinary action:
• Performing overtime work without authorization
• Failing to properly record customer transactions and/or mishandling of
cash
• Falsifying City records, furnishing false information, withholding any
information on City records pursuant to any investigation by the City of
Batesville or any government agency
• Failure to carry out a direct order from a Supervisor except when the
safety of the employee or others may be jeopardized by the order
• Stopping work before the shift is competed
Sleeping on duty or giving the appearance of sleeping
• Making an oral or written statement that defames, ridicules or otherwise
discredits the City of Batesville, its image, its practices or its people
8. UNETHICAL CONDUCT
The following activates are considered unethical behavior and subjects the
employee to disciplinary action:
• Providing false or misleading information on employment applications,
time records, customer receipts and any other City records or reports
• Exhibiting any behavior that is unethical or dishonest in relation to your
employment at the City of Batesville
E. HARASSMENT/SEXUAL HARASSMENT
This policy is to provide guidelines to help employees and management identify
harassment situations, enable employees and management to implement the
proper actions to discourage harassment situations, and state the procedures to
follow when harassment is alleged.
39
( Harassment is defined as any annoying act or persistent actions that single out
an employee, to that employee's objection or detriment, because of, but not
limited to race, sex, religion, national origin, age, disability, or other personal
characteristics. Harassment is generally a patter of behavior that interferes with
an individual's work performance, or creates a hostile, offensive, or intimidating
work environment. This also includes sexual harassment.
Management is responsible for setting the example and providing the direction to
discourage harassment. Each employee is responsible for conducting
himself/herself in a business-like and professional manner to discourage any
harassing activity and to report any suspected harassment.
Management is responsible for assisting supervisory personnel in maintaining
the guidelines stated in this policy and in managing investigations resulting from
any alleged violations of these guidelines. This includes maintenance and
interpretation of this policy.
Harassment - encompasses a broad range of physical or verbal behavior which
can include, but is not limited to, the following:
• Physical or verbal
( • Racial insults and/or slurs
` • Ethnic jokes
• Taunting that is intended to provoke an employee
• Negative stereotypes
• Intimidation
• Hostile acts
• Denigrating or hostile written or graphic material that is posted or
circulated in the workplace
Sexual Harassment - is a form of sex discrimination that violates Title VII of the
Civil Rights Act of 1964. Sexual harassment in any form is unacceptable
behavior and, if proven, may result in immediate dismissal. This form of
harassment encompasses a broad range of physical or verbal behavior which
can include, but is not limited to, the following:
• Unwelcome and unsolicited sexual advances
• Sexual insults, jokes and slurs
40
• Requests for sexual favors used as an explicit or implicit condition of
employment or affecting any personnel decision; e.g., hiring, promotion,
and/or compensation.
Prohibitions - The City of Batesville prohibits any form of harassment by
employees, co-workers, and supervision/management, and views such actions in
the most serious manner. It also prohibits acts of harassment by non-employees
which can include, but is not limited to, customers, vendors, contractors, agents,
etc. that have the effect of harassing City employees in the workplace, especially
when the City is either implicitly or explicitly aware of abuse circumstances or
situations. Harassment activities used to persuade or manipulate an individual
with respect to employment or any condition of employment career development,
or that interferes with an employee's work performance are specifically
prohibited.
The City of Batesville and Personal Liability - An employee can be held
individually liable as a harasser, and is subject to the same penalties provided in
the Title VII of the Civil Rights Act as the City of Batesville. In all such cases, it is
both the City of Batesville's and the individual's responsibility to take immediate
and appropriate action to correct the situation.
No Retaliation - The City of Batesville will not tolerate either harassment of, or
any form of retaliation against, an employee who has instigated or cooperated in
an investigation of alleged harassment.
Reporting and Investigation of Harassment of Suspected Harassment - It is
each employee's responsibility to ensure that his/her conduct does not include or
imply harassment in any form. If, however, harassment or suspected
harassment has or is taking place, the following procedures should be followed:
• Any employee should immediately report harassment or suspected
harassment to his/her Supervisor, or to the Mayor. If the harassment
involves a Supervisor, the employee should report it to the next higher
level of management or to the Mayor. If the harassment involves the
person to whom the employee is to report, the employee should report it to
any member of the City Council.
• If harassment is reported or suspected, the employees may be separated
temporarily until an investigation determines the validity of the concern.
• Any Supervisor who receives a report of or has knowledge of harassment
should immediately inform the Mayor and a determination of the facts will
be made on a case-by-case basis. The City Clerk will maintain
documentation.
(
41
• If the investigation of the harassment allegation finds acts of harassment,
immediate corrective action will be taken.
• If the investigation of the harassment allegation does not find acts of
harassment, the involved parties will be notified.
Disciplinary Action - Disciplinary action will be taken accordingly, up to and
including discharge, when an investigation warrants.
F. ALCOHOL AND DRUGS
The City of Batesville is committed to providing a drug-free work place, which
emphasizes our belief that safety and health is essential to the well-being of our
employees. Drug or alcohol abuse poses a serious risk, not only to the individual
but to other employees and our citizens as well. It is the policy of the City that
the unlawful manufacture, distribution, dispensing, possession, or use of a
controlled substance while on duty or on City property by its employees is
prohibited. Employees will not keep non-prescription controlled substances on
City property at any time.
Substance abuse by an employee, identified as a result of random or requested
testing, is grounds for immediate termination. Refusal to take a drug test may
also be cause for termination.
All City employees are required to take and pass a pre-employment drug test,
and will be subject to random drug and alcohol testing thereafter. Other times
they will be tested for drugs or alcohol include: post-accident, reasonable
suspicion, return to duty, and follow-up under DOT guidelines.
If an employee is involved in a vehicular accident in which post-accident testing
is required, all DOT guidelines will be followed.
Employees with alcohol and/or drug problems are encouraged to seek
professional assistance.
G. SMOKING
The City of Batesville is committed to providing a healthy, comfortable and
productive work environment for its employees. Growing scientific evidence
suggests that not only is cigarette smoking harmful to the health of smokers, but
is also detrimental to the health of non-smokers.
The City does not attempt to ban smoking entirely. Rather, we hope to promote
an awareness of the concerns of non-smokers, asking smokers to be responsible
Cto the needs of those who find close proximity to smoke objectionable. If
42
disputes arise and cannot be resolved, the rights of the non-smoker shall be
given precedence.
This smoking policy is for the Municipal Building and all its other sites. It covers
City employees only.
1. NO-SMOKING AREAS
Pursuant to Act 8 of 2006, The Clean Indoor Air Act, smoking is strictly prohibited
inside any City-owned building or City-owned vehicle.
2. SMOKING AREAS
Smoking outside the building is permitted if the smokers are not in the immediate
doorway that others have to pass through to enter the building.
H. VISITORS IN RESTRICTED AREAS
Because of the potentially dangerous work performed in many of our work areas,
non-employees in these areas may be at risk for injury. It is, therefore, each
employee's responsibility to ensure the safety of any authorized visitors (family,
friends, and business contacts) by keeping them out of our hazardous work
areas. The City will not be responsibility for injuries to visitors.
I. PERSONAL APPEARANCE
The City of Batesville believes it is important to establish and maintain a proper
business atmosphere in its offices. This is partially accomplished by the image
its employees project, as well as their business conduct. The employees should
dress in a manner consistent with the nature of the work being done. In addition,
all employees are expected to practice good grooming and personal hygiene
habits.
Any employee who violates this policy may be sent home to take care of the
situation and the time away from work will be without pay.
If there are questions about what is acceptable and/or unacceptable, the
employee should consult with their Supervisor. Uniforms shall be kept as neat
and presentable as working conditions permit.
Employees who are issued uniforms are expected to wear them while at work.
This helps the public identify them as City of Batesville employees when working
near their homes or businesses.
C
43
J. CONDUCT TOWARDS THE PUBLIC
Employees of the City of Batesville shall at all times be civil, orderly, and
courteous in their conduct and demeanor. In each contact with the public,
employees must be aware that their appearance, actions, and statements are in
essence those of the City.
In dealing with the public, employees must attempt to make their conduct one
which inspires respect for both themselves and the City, and further, one which
generates the cooperation and approval of the public.
Not everyone an employee may meet in the course of his or her duties will be
courteous. However, an employee should treat the public as he or she would like
to be treated...with courtesy, patience, respect and understanding. This attitude
or approach to public service cannot be overemphasized.
When an employee is not certain of the correct response to an inquiry from the
public, he or she should refer the inquiry to the individual or the department
which can provide the most satisfactory response to the inquiry. It is better to
admit lack of knowledge than to provide erroneous information.
K. CUSTOMER RELATIONS
City of Batesville employees must always remember that all the residents of our
service area are our customers, and must be treated in a courteous, helpful
manner.
• When a customer comes into the office to pay a bill or request service, the
customer must be waited on immediately and a welcoming smile and
greeting should always be extended. Greet each customer by name when
known. Casual conversation while waiting on the customer promotes a
feeling of caring and friendliness, and is encouraged. Thank the customer
at the end of every transaction.
• Help customers complete their business as quickly as possible, but do not
give the appearance of rushing them.
• Never ignore a customer while carrying on a conversation with another
City employee. If the topic under discussion is urgent, acknowledge the
customer and tell him/her that you will be with them shortly.
• Do not neglect a customer to carry on a personal telephone conversation.
If the call is a non-emergency personal call, take a number and call back.
If it is an emergency or business call that you need to complete, advise
the customer that you are on a business call and will be right with them.
Then complete the call as quickly as possible.
44
• Be knowledgeable about the services the City has to offer customers.
Answer customers' questions as completely as you can, or direct them to
the person who can assist them.
• If dealing with an unhappy customer's complaint, remain calm and deal
with the problem if you can. Do not get defensive. If the customer
becomes disruptive, call a Supervisor.
L. TELEPHONE USE
The telephone system is for the use of our citizens and other business needs.
The City recognizes that its employees must occasionally make or receive
personal calls; however, use of telephones for personal calls should be limited.
There are no "free" long distance calls. Personal long distance calls should not
be made at the City's expense. If an employee must make an emergency long-
distance call, it should be charged to his/her home number or calling card. An
employee making an unauthorized call may be subject to disciplinary action and
shall pay for the call.
All Supervisors must have a published telephone in their homes so they can be
contacted in cased on an emergency. The City furnishes pagers to on-call
employees which allows them to leave their homes but still be reached quickly if
needed.
M. LOCKERS
The City of Batesville Water Utilities provides lockers for all full-time employees
who do not work in the Main Office. The employees may furnish a lock if desired.
If an employee is terminated by the City or leaves at his/her own discretion,
he/she shall remove all his/her personal belongings from the locker and take the
lock. If the locker is left locked, the City may unlock it and remove the contents
after one week.
N. BULLETIN BOARDS
Bulletin boards are located at each site, including the Municipal Building, Fire
Departments, Golf Pro Shop, Animal Control, Cemetery, Street and Sanitation
departments. They will be used to display current copies of all required legal
notices, job postings and any other information the City may want to share with
employees in this manner. Employees should never remove or cover up any
legal notices
Employees may also post personal notices on the bulletin boards if they are in
good taste. The person who posted the notice is responsible for removing it.
45
Notices announcing special events must be removed after the event. Other
personal notices should be removed after 30 days.
O. CELL PHONE POLICY
Cell phones issued to City employees are for the use of City business needs.
The City recognizes that its employees must occasionally make or receive
personal calls; however, the use of cell phones for personal calls should be
limited.
If the personal use of a cell phone by a City employee causes the City's cell
phone plan to go over in minute usage or has any roaming or long distance
charges from personal usage, the employee shall reimburse the City for any
charges associated with such usage.
A violation of the provisions of this policy may result in disciplinary action up to
and including termination.
P. ELECTRONIC TECHNOLOGY POLICY
Producing, exchanging and retrieving information electronically by taking
advantage of computer technology present valuable opportunities for the City of
Batesville. While employees are encouraged to use this technology, its use
carries important responsibilities.
Computers, computer systems and electronic media equipment (including
computer accounts, voice mail, laptop computers, printers, fax, networks,
software, electronic mail (E-mail), Internet and World Wide Web access
connections) at the City of Batesville are provided for business related use by the
City employees. It is the responsibility of the employees to see that these
information systems are used in an efficient, ethical and lawful manner.
The use of information systems is a privilege extended by the City of Batesville
and may be withdrawn at any time. An employee's use of computer systems may
be suspended immediately upon the discovery of a possible violation of these
policies. A violation of the provisions of this policy may result in disciplinary action
up to and including termination.
The following policies relate to the responsible use of computers, computer
services and electronic media resources at the City of Batesville.
1. These resources are the property of the City of Batesville, are to be
used solely for business purposes; and may be searched /reviewed by
management at any time.
2. Fraudulent, harassing, threatening, discriminatory, sexually explicit or
46
obscene messages and/or materials are not to be transmitted, printed,
�r requested or stored. "Chain" letters, solicitations and other forms of
mass mailing are not permitted.
3. The City of Batesville provides an electronic mail (e-mail) system and
network connections for internal and external business communication
and data exchange purposes. Although employee passwords are
required for access, these systems cannot guarantee confidentiality. In
fact, use and access may be monitored and tracked by management at
any time. Even though files, data, or messages may appear to be
"deleted" procedures by the company to guard against data loss may
preserve material for extended periods of time.
4. Employees are responsible for protecting their own passwords.
Sharing user ID's, passwords and account access codes or numbers is
prohibited. Employees may be held responsible for misuse that occurs
through such unauthorized access.
5. Introducing or using software designed to destroy or corrupt the
company's computer system with viruses or cause other harmful
effects is prohibited. All software must be purchased by the City of
Batesville.
`aw
47
CITY OF BATESVILLE Workplace Violence
Employee Handbook
A. INTRODUCTION
Recent studies suggest that one out of every four employees have been
attacked, threatened, or harassed at work in the last year. Most workplace
violence is directed toward a person, usually a fellow employee, supervisor, or
customer. However, violence may also be directed toward the facility itself in the
form of vandalism or arson.
With the incidents of violence in the workplace steadily rising, the City has
adopted a policy of zero tolerance to make the workplace as safe as possible for
our employees and for the public we serve. This means that all threats will be
taken seriously, and will be dealt with according to our disciplinary policy.
B. WORKPLACE VIOLENCE DEFINED
"Workplace violence," as used in this policy, is defined as an act or behavior that
has one or more of the following attributes:
• Is physically assaulting
• Would be perceived as obsessively directed; e.g., intensely focused on a
grudge, grievance, or romantic interest in another person and likely to
result in harm or threats to persons or property
• Consists of a threat to harm or in any way endanger the safety of another
individual
• Is a behavior or action that a reasonable person would perceive as
menacing
• May involve carrying or displaying weapons, destroying property, or
throwing objects in a threatening manner
• Communicates a perceived threat to destroy property
1. TYPES OF VIOLENCE
Workplace violence is generally thought to involve a weapon. However, there
are a number of types of violence. Examples including: fistfights, striking a
supervisor, sexual harassment, and customers attacking employees. Workplace
48
violence may be brought on by personality conflicts with fellow employees,
problems caused by an employee's home situation, mental disorders,
depression, and a number of other circumstances.
2. TRIGGERS OF WORKPLACE VIOLENCE
There are a number of factors that can trigger a person to commit an act of
violence. Some of the most common ones are:
• Denial of a promotion of pay raise
• Financial problems
• Martial conflict
• Jilted co-worker relationship
• An unstable economy
• Widespread job layoffs
• A rigid, authoritarian style of management
• Insensitive terminations
• Pressure for increased productivity
• Psychological instability
• Lack of individual responsibility
C. HANDLING A CRISIS
1. EMPLOYEE'S RESPONSIBILITIES
An employee's first responsibility is to refrain from committing acts of violence.
The employee is also responsible for seeking assistance to resolve work-related
or personal problems that might lead to acts of violence in the workplace.
Employees should take seriously any threats made directly to them or that they
might overhear. Don't ever assume that, just because you know the person
making the threat, you can ignore it. Experts say that violence is the result of
unbearable stress, and everyone is capable of violence under the right
conditions.
49
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 immediately 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 RESPONSIBILITIES
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 Sheriffs 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
seriousness of the incident. Because of the potential liability and legal
50
implications, the Mayor may choose to consult with legal council, either before or
after conducting an investigation.
The Supervisor shall take the appropriate action, based on the disciplinary policy,
after the investigation is concluded. The Supervisor must document all threats
and violent acts and make sure they follow the disciplinary policy.
D. MANAGING EMPLOYMENT TERMINATIONS
Terminating employment has the potential to lead to violence. Employers should
handle employee dismissal situations in a manner that does not create undue
animosity or damage to the employee's self-esteem that my provoke violence.
Also consider precautions such as scheduling the termination on a Friday
afternoon in an office near an exit. Discourage the discharged employee from
returning to his or her desk or work place after the termination meeting (or
provide an escort). The decision on whether to have security personnel escort a
discharged employee from the premises depends on the circumstances.
However, if there is any concern that the employee may become violent, security
should be notified and available. If security is used, they should treat the
employee with as much dignity and concern as the situation warrants.
E. SAFETY TIPS
Employees may be at increased risk of violence from a person outside the City if:
• They work alone or in small numbers
• Their work involves exchanging money with the public
• They work late at night or early in the morning
• They work in a high crime area
• They work with the public
The following tips can help protect an employee from external violence:
• Don't open the door to a stranger before or after regular business hours
• When you work early or late, let someone know so they can check on you
• When practical, walk to and from your car with another person, especially
if working after hours
• Keep purses and other valuables out of site in your office or car
51
• • Always keep your car doors locked
• Be aware of any 'strange' citizens in case a crises occurs later
Citizens may become violent if:
• They aren't satisfied with their service
• They have to wait longer than they think they should
• Mistakes are made
• Promises aren't kept
To deal with these citizens you should:
• Try to control your emotions
• Apologize for inconveniences to the citizens
• Empathize and sympathize with the citizens
`, Ignore sarcastic remarks and personal attacks
• Don't argue with the customer
• Explain the things you can do to help
• Don't accuse the citizens
• Call for help when necessary
52
•
CITY OF BATESVILLE Index
Employee Handbook
I. EMPLOYMENT POLICIES
A. EEO Policy Statement 1
B. Americans with Disabilities Act 1
C. At-Will Employment Policy 2
D. Orientation and Training 2
E. Employee Classifications 3
F. Personnel Records 3
G. Employment Reference/Credit Reference 5
H. Employment of Relatives 5
I. Outside Employment 5
J. Promotions and Transfers 6
K. Certificates and Licenses 6
L. Exit Interviews 7
II. ATTENDANCE AND PAY
A. Pay Periods / Pay Checks 8
B. Payroll Deductions 8
C. Garnishments 8
D. Standard Work Hours 9
E. Overtime / Compensatory Time 9
F. Stand-by and on-call 10
G. Absenteeism and Tardiness 11
H. Pregnancy Leave 12
I. Military Leave 12
J. Leave of Absence 13
K. Funeral Leave 13
L. Jury and Witness Duty 13
M. Inclement Weather 14
III. EMPLOYEE BENEFITS
A. Paid Time Off 15
1. Vacation 15
2. Vacation Firefighters 16
3. Sick Leave 16
4. Sick Leave Firefighters 18
53
® 5. Holidays 18
B. Worker's compensation 19
C. Insurance 22
D. FMLA 22
E. Continuation of Coverage (Cobra) 27
F. Education Assistance Program 27
G. Travel and Training Reimbursement 28
H. City Owned Vehicle Use 30
I. Pension Plan 31
IV. WORK RULES
A. Code of Conduct 32
B. Disciplinary Policy 34
C. Dispute Resolution Process 35
D. Summary of Unacceptable Behavior 36
E. Harassment / Sexual Harassment 39
F. Alcohol and Drugs 42
G. Smoking 42
H. Visitors in Restricted Areas 43
I. Personal Appearance 43
J. Conduct Towards the Public 44
K. Customer Relations 44
L. Telephone Use 45
M. Lockers 45
N. Bulletin Boards 45
O. Cell Phone Policy 46
P. Electronic Technology Policy 46
V. WORKPLACE VIOLENCE
A. Introduction 48
B. Workplace Violence Defined 48
C. Handling A Crisis 49
D. Managing Employment Terminations 51
E. Safety Tips 51
54
CITY OF BATESVILLE
EMPLOYEE HANDBOOK
Adopted by the Batesville City Council
April 24 , 2001
Amended — October 23, 2001
Amended — June 26 , 2007
55
THE INFORMATION CONTAINED IN THIS
HANDBOOK APPLIES TO ALL EMPLOYEES
OF THE CITY OF BATESVILLE. IT IS
PRESENTED AS A MATTER OF
INFORMATION ONLY AND ITS CONTENTS
SHOULD NOT BE INTERPRETED AS A
CONTRACT BETWEEN THE CITY AND ANY
OF ITS EMPLOYEES.
SINCE OUR CITY BUSINESS IS
CONSTANTLY CHANGING, WE EXPRESSLY
RESERVE THE RIGHT TO CHANGE ANY OF
OUR POLICIES AT ANY TIME AND YOU WILL
t BE SO NOTIFIED. THE PROVISIONS OF THIS
HANDBOOK DO NOT CONSTITUTE A
CONTRACT OF EMPLOYMENT NOR ARE
THEY COVENANTS. THEY MAY BE
CHANGED WHEN , IN THE OPINION OF THE
CITY ADMINISTRATION , CIRCUMSTANCES
SO REQUIRE. ALL CHANGES MUST BE
APPROVED BY THE CITY COUNCIL.
56
6. LONGEVITY PAY
The City of Batesville wishes to recognize and compensate dedicated employees
for their years of service. As of January 1 , 2007, the City has implemented a
longevity pay schedule. The date used to compute longevity pay will be based
on the employee's hire date and will not change unless there is a break in service
regardless of the number of transfers between City departments including
movement from uniform to non-uniform positions and vice versa. If there is a
break in service, the date used to compute longevity pay will be the date of
rehire; service prior to the break regardless of the reason will not be considered
nor reinstated. In order to be eligible, an employee must have worked for the
City 3 years and worked a minimum of 1000 hours within the past year to receive
compensation. Eligible employees will be compensated at a rate of $3.00 per
month of each month of service. Longevity Pay will be paid annually on the
payroll following the emloyees Longevity Date. Class A Employees will be
compensated at a rate of $1.50 per month of service. Longevity pay will top out
at 400 months.
57
CITY OF BATESVILLE
REQUEST FOR OVERTIME PAY
Employee Name:
Date Overtime Occurred:
Hours of Overtime Requested:
Reason for overtime:
For Payroll Week-ending:
Supervisor Signature Date
Employee Signature Date
L
58