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PersonnelPolicyandProcedureManual

CityofStephenville

298WestWashington

Stephenville,Texas76401

Personally Responsible in Developing Excellence

Council Approved: March 6, 2018

Council Approved Revisions: March 5, 2019

TABLEOFCONTENTS

Introduction

WelcomefromourCityAdministrator

IntroductoryStatement

OrganizationDescription

OrganizationalStructure

CustomerService

Chapter1: EMPLOYMENT

EmploymentClassifications

EmployeeRelations

EqualEmploymentOpportunity

WorkEthics

Nepotism

PersonalRelationships

Compensation

IncentivesandBonuses

EmployeeMedical/PsychologicalExaminations

MandatoryReferral

OutsideEmployment

JobPosting

At‐WillEmployment

AmericanswithDisabilities(ADA)Policy

IntroductoryPeriod

Chapter2: PERSONNELACTIONS&RECORDS

PersonnelFiles

EmploymentReferenceChecks

PerformanceReviews(QuarterlyConversations)

ClassificationCompensationGuidelines

JobDescriptions

SeparationofEmployment

Retirement

Chapter3: EMPLOYEEBENEFITS

EmployeeBenefits

HealthInsurance

AirAmbulanceInsurance

LifeInsurance

Workers’CompensationInsurance

Workers’CompensationWageSupplement

ConsolidatedOmnibusBudgetReconciliationAct(COBRA)

DeferredCompensationPlan

Page 1 of 245

Chapter3: EMPLOYEEBENEFITSCONTINUED

TMRSRetirementPlan

TuitionReimbursement

EmploymentAssistanceProgram

Uniforms

OptOut

CertificationPay

BilingualPay

Chapter4: LEAVEOFABSENCE

SickLeave

VacationLeave

HolidayLeave

FamilyandMedicalLeaveAct(FMLA)

PersonalLeavewithoutPay

MilitaryLeave

Funeral/BereavementLeave

Jury&WitnessDutyLeave

VotingTimeOff

AdministrativeLeave

Chapter5: COMPENSATION

Timekeeping

PayPeriods

PayDeductions

Overtime

Alternate/CompressedSchedule

LongevityPay

OnCall/EmergencyCallBackPay

Chapter6: WORKENVIRONMENT

Safety

InternetAccess&ElectronicMail(E‐mail)

TelephoneandCityIssuedWirelessTelephoneDevices

Meal&RestPeriods

TobaccoUse

TemporaryRestrictedDuty

Take‐HomeVehicles

NotificationofClosure/Delays

Travel

Identification(ID)Badges

VisitorsinWorkplace

WorkplaceMonitoring

WorkplaceViolencePrevention

Page 2 of 245



Chapter6: WORKENVIRONMENTCONTINUED



Weapons–ConcealedandOpenCarry

 SecurityAccess

 SocialMediaPolicy

 BreastfeedingPolicy

 PersonalIdentityInformation(PII)Security,Notification,andConfidentiality



Chapter7: EMPLOYEECONDUCT



CorrectiveProcedures

 EmployeeConductandWorkRules

 EmployeeAppealProcess

Grievance

 DrugFreeWorkplace

 SubstanceAbuseandTesting

 Harassment&Discrimination

 MinimumDrivingStandards

 AttendanceandPunctuality

 DressCodeandPersonalAppearance

 PoliticalActivity



Chapter8: MISCELLANEOUS



MediaRelations

 SolicitationPolicy



APPENDICES



AppendixA: NepotismChart

 AppendixB: PositionsSubjecttoDOTRegulations

 AppendixC: SafetySensitivePositions

 AppendixD: MotorVehicleStandard

 AppendixE: Forms

RequestforOutsideEmployment

SickLeaveBuyBack

   VoluntaryResignationNotice

ChangeofStatus

Supervisor’sChecklistforSeparatedEmployee

ApplicationforDegreePlanApproval

TuitionReimbursementAgreement

CoursePre‐ApprovalRequest

ReimbursementRequest

WageDeductionAuthorizationAgreement

LeaveRequestForm

FMLA

Alternate/CompressedScheduleRequest

TemporaryRestrictedDutyAgreement

Page 3 of 245



AppendixE: Forms–Continued

TravelRequest

RequestforCheck

PerformanceCorrection

EmployeeGrievance

Supervisor’sReportofReasonableSuspicion

   Discriminationand/orHarassmentComplaint

EmployerNotificationofTrafficViolationforCDL

WaiverofGroupHealthInsurance(OptOut)

RetireeNotification

EmployeeRequestforADAAccommodation

TakeHomeVehicleRequest

SocialMediaApproval/Agreement

PerformanceImprovementPlan

CityIssuedWirelessDeviceAcknowledgement

VehicleAccidentReport

BilingualCertificationRequest

   DirectDepositAuthorization

WorkersCompensationFirstReportofAccident/Injury/Incident

WorkersCompensationPreventableActionPlan

IntroductoryNewEmployeeReview



 AppendixF: Chart

 DisciplineOptionsChart





Page 4 of 245



OnbehalfoftheCityCouncil,citizensandyournewpeers,itismypleasuretocongratulateyouon

yournewpositionandwelcomeyoutothecityfamily.Weareexcitedandhonoredthatyouhave

chosentoshareyouruniquegiftsandtalentswithourorganization.Ourpurposeforbeingissimple.

Westriveeverydaytomakepeople'slivesbetterandpartnerwithourcitizenstobuildthekindof

citytheywanttoliveinandwanttheirchildrentoinherit.



Stephenville is a distinctive, progressive community that is truly unlike any other. With its rich

heritage, diverse and engaged citizenry, unique natural beauty, and strong faith and service

communities, the town has established itself as a regional leader and one of the best places

anywheretolive,workandraiseafamily.Ourcommunityisstronglyvalues‐based,andfocuseson

people and relationships, stewardship, the highest level of ethics, integrity and behavior, and

servantleadership.



As an organization, we reflect the values and priorities of the community we serve and enjoy a

unique,familyorientedculturededicatedtoexcellence,collaboration,innovationandachievement.

Wefocusonthethingswehaveincommon,andworkeverydaytoserveourcitizensandcustomers

withexcellence,integrity,andheart.Stephenville’scitizens,oursolereasonforbeing,arespecial,and

deservetheabsolutebestcarewecanprovide.Putanotherway,wetreatourcitizensandcustomers

likefamily.It'stheStephenvilleway.



Itismyhopeandprayerthatyoufindtheprivilegeofservingthisveryspecialcommunityeverybit

asrewardingasIhave.Iamlookingforwardtoyourcontributionsandservingwithyou.



AllenBarnes



WelcometotheFamily!AmessagefromourCityManager

Page 5 of 245



IntroductoryStatement

Thecity’sPersonnelPolicymanualisdesignedtoacquainttheemployeewiththeCityof

Stephenville and provide information about working conditions, employee benefits, and

policies affecting employment. These policies apply to all employees of the city unless

specifiedotherwise.Itdescribesmanyoftheemployee’sresponsibilitiesandoutlinesthe

programsdevelopedbythecitytobenefitemployees.Itistheemployee’sresponsibilityto

reviewthemanualandcomplywiththepoliciesaswellasallotherrules,guidelinesand

regulationsimplementedinaccordancewiththesepolicies.

Itisimportanttounderstandthatnoemployeemanualcananticipateeverycircumstance

orquestion.Duetochangesinstateandfederalemploymentlaws,portionsofthesepolicies

maybesupersededbysuchnewlegislationanditistheintentofthecitytomonitorand

followanysuchlegislation.Thecityreservestherighttorevise,supplement,orrescindany

policyorportionofthePersonnelPolicyManualfromtimetotimeasitdeemsappropriate,

at its sole and absolute discretion,with the exception of the employment‐at‐will policy.

Employment‐at‐will means that the employee or the city may end the employment

relationshipatanytimeforanyreasonornoreason.Whentherearerevisions,supplements

orother changestothemanual,directors,managers,supervisors andemployeeswillbe

notifiedofsuchchangesastheyoccur.

Thelanguageusedinanystatement,policyorprocedureherein,isnotintendedtocreate,

norisittobeconstruedtocreate,acontractbetweenthecityandanyoneorallofthe

city’semployees.

Should there be any questions as to the interpretation or understanding of any policy,

procedure or practice, please visit the Human Resources Department.TheHuman

ResourcesDepartmentadministersthecity’spersonnelfunctionsandemploymentpolicies

inaccordancewith applicable federalandstatelaw. As a matter ofpolicy,allpersonnel

records and policy administration shall be the responsibility of the Human Resources

Department.All references to Stephenville Personnel Policyshallmeanthemostrecent

revision.

TheCitywishes,attheoutset,torelaysomeofitsrights,whichincludes,butarenotlimited

to,thefollowing:

• Hiring,directing,assigning,discharging,disciplining,andrecallingemployees.

• Establishingwages,hours,workingconditions,allocating,andassigningwork.

• Determiningthequantityandqualityofworktobeperformed.

• Managementandcontrolofpremisesandequipment.



Page 6 of 245



IndividualDepartmentRulesandPolicies:

Each individual department may have departmental policies and procedures which are

separatefromorareinadditiontothepolicies andprocedureslistedinthismanual.All

departmentalpoliciesandproceduresmusthavetheapprovalofthecityadministratoror

designee.Departmentalpoliciesandproceduresaretobefollowed;however,nopolicyor

procedureshallbeinconsistentwiththisPersonnelPolicyManual.Shouldsuchasituation

exist,thecity’sPersonnelPolicyManualshallsupersedetheconflictingdepartmentpolicy.



Withtheexceptionofmattersofappointmentandotherpersonnelactionsreservedforthe

citycouncilbystatute,charter,orordinance,thefinalauthorityonpersonneldecisionsis

reservedforthecityadministratorordesignee.Althoughmajorareasofpolicyaredefinedin

thismanual,theremaybesituations,whicharenotspecificallycited.Intheseinstances,the

cityadministratorretainstherighttoestablishpolicy.



Page 7 of 245



OrganizationDescription



MakingStephenvilleanunusuallygoodplacetobe



Tocreateacommunitythatisreadyforwhatthefutureholds.Itwillbeinnovative,financially

stable,safe,andattractive.StephenvillewillremainthefamilyorientedCowboyCapitalofthe

WorldandtheCityofChampions.

NiceSPIRIT

Be

Nice

–ServewithSincerity

Be

elfless–ServewithCompassion

Be

rofessional–ServewithPride

Have

I

ntegrity–ServewithCharacter

Be

espectful–ServewithHumility

Be

nnovative–ServewithCreativity

Be

ransparent–ServewithAccountability



MISSION

VISION

CORE

VALUES

Page 8 of 245



CultureStatement



TheCityofStephenvillehasateam‐orientedworkenvironmentthatisfocusedonachievingthehighest

levelofcustomersatisfaction,providingafamily‐orientedandfunworkenvironmentwhilepursuing

excellenceatalllevelsintheorganization.Stephenvilleenvisionsbeingthecitythatpeercitiesstriveto

emulatebyexudingprofessionalism,exceptionalprideandtheloveStephenvillehasforitscolleagues,

citizens and community. Stephenville has a culture that is second to none; one that can only be

understoodthroughexperience.



ServicesProvided



Theprimaryobjectiveandpurposeofmunicipalgovernmentistoprovidethemosteffective,

cost‐efficient,andcourteousservicepossibletoitscitizens.Employeesareselectedfortheir

positions because they have demonstrated the knowledge, skills,andabilitiestofulfillthe

overallcitymissionofprovidingexcellentcityservices.



CityBuilding(s)andLocations



▪

CityHall,298W.WashingtonSt.

▪

CityLandfill,669CR385

▪

CityLibrary,174N.ColumbiaStreet

▪

CityParkandRecreationCenter,378W.LongSt.

▪

Stephenville‐ClarkAirport,1050AirportRoad

▪

FireAdministrationandFireStation#2,1301PecanHillRoad

▪

FireStation#1,212W.TarletonStreet

▪

MunicipalCourt,112W.College

▪

MunicipalServiceCenter,1201GlenRoseHighway

▪

PublicSafetyBuilding,354N.BelknapStreet

▪

SeniorCitizensCenter,164E.College

▪

Splashville(AquaticCenter),850S.GrahamAvenue

▪

WasteWaterTreatmentPlant,CR454

▪

WaterDepartment,298W.WashingtonStreet



Page 9 of 245



HistoryoftheCity



StephenvilleisthecountyseatofErathCounty,isontheNorthBosqueRiveratthejunction

ofU.S.highways67,377,and281,100milessouthwestofDallas.ItisnamedforJohnM.

Stephen, who settled there in 1854 and donated the land for the town site laid out by

GeorgeB.Erathwhenthecountywasorganizedin1856.Stephendonatedanadditionalfifty

acres of timber to promote the development of the community and became the first

postmasterin1857.By1858,whenthepopulationhadgrownto766,Comancheraidswere

common.TheturmoilcausedbytheseIndianraidsandbytheCivilWaranditsaftermath

reducedthepopulationto300by1871.Thereafter,thetowngrewsteadilyasacenterfor

agriculturalandlivestockproduction.After1886theareawasalsoacenterforcoalmining,

animportant industrythereforthenext thirtyyears. TheTexasPacific,thecounty’sfirst

newspaper,beganinStephenvillein1870.Thetownwaspermanentlyincorporatedin1889,

theyeartheFortWorthandRioGrandeRailwayarrived.Mostofthestonebuildingsonthe

townsquaredatefromthe1890s,thedecadeinwhichJohnTarletonAgriculturalCollege

(nowTarletonStateUniversity)opened.Anothernewspaper,theTribune,alsobeganatthat

time;itlatermergedwiththetown’soriginalpaper,whichhadbecometheEmpire,toform

theEmpire‐Tribune.



StephenvilleandErathCountyhadanoilboomfrom1918to1920,buttheimportantfields

layoutsidethecounty,andtheexpectationsofgreatfortunesinpetroleumsoonfaded.The

towngrewslowlyinthenextdecades,fromapopulationof3,891in1920to4,768in1940.

In 1953anindustrialfoundation wasformedthere,and withtenyearsStephenville had

industries including a creamery, hatcheries, feed mills, meat‐packingplants,agarment

factory,andnurseries. Bytheearly1970sthetownhadmorethan200businesses and a

populationofmorethan9,000.In1983apopulationof11,881supported320businesses.

Industrialproductsincludedcoatedabrasives,clothing,automobileparts,mobilehomes,

andelectricalproducts.TarletonStateUniversitywasthetown’slargestemployer.In1990

thepopulationwas13,502.By2000thepopulationreached14,921.By2017thepopulation

reached20,607.



Page 10 of 245



AboutStephenville



Stephenville is located 1‐2 hours from theDallas/Fort Worth Metroplex,1.5hoursfrom

Waco, 2.5 hours from Austin, and 4 hours from Houston. Stephenville is the home of

TarletonStateUniversityandofferseachstudentatraditionalcollegeexperience.Tarleton

offersstudentsmorethan18oncampuslivingoptions,anopportunityforfieldlearningand

internshipexperiencewithmanyofthelocalbusinesses.Stephenville allowsstudentsto

earnahighqualityeducation,whilestayinginanareathatfeelsjustlikehomeandwithalot

ofhistory.Tarletoncurrentlyhas13,011enrolledstudentsand1,586forfaculty/staffasof

fall2017.

Stephenvillealsoofferstheircommunitytwo(2)publicparks:JayceeParkandStephenville

CityPark,two(2)golfcourses:LegendsCountryClubandTejasMunicipalGolfCourse,eight

(8) tennis courts: four of which are located on the Tarleton State University campus,

Cinemark Movie Theater, Splashville, Stephenville Youth Center,281Speedway,

StephenvilleDiscGolfCourse,BosqueRiverTrail,Shopping,DiningandEntertainment;at

variousestablishments.

Stephenvilleisalsoknownasthe‘CowboyCapitalofWorld’,‘CityofChampions’,‘TexasMusic

Friendly’, and home of ‘Moo‐La’,  Stephenville takes pride in having small town values,

whereastrongworkethic,family‐values,andagivingheartstillmatter.



Thisjustprovesthatifyouarelookingforasmalltowncommunity,youhavefoundoneof

thebest!



Page 11 of 245

OrganizationalStructure

Stephenvilleusesacouncil‐managerformofgovernment.Thecitycounciliscomprisedof

anelectedMayorandeightelectedcouncilmembers.Thecitymanagerisappointedbythe

citycouncilandservesaspolicyadvisortothecouncil,aswellas,ChiefExecutiveOfficerof

thecity.Thecitymanageranddeputycitymanagershareintheresponsibilityofmanaging

the city and carrying out the policies and the vision of the council. The chart below

illustratestheorganizationalstructureofthecity.

GIS

Page 12 of 245



CustomerService



AspartoftheCityofStephenville’smission,customerserviceisapriority.Everyemployee

oftheorganizationisexpectedtoassistinthecontinualefforttowardprompt,highquality

servicedelivery,andtoembracethephilosophyoffulfillingthemissionofthecity.



Inanefforttoaccomplishthemission,employeesshouldfollowcertaingeneralguidelines

when interacting with customers. City employees are to treat customers with respect,

regard,andcourtesywitheverycontact,nomatterwhereorwhenthesecontactsoccurand

withoutunnecessarydelay.



Generalcustomerserviceguidelinesshallbefollowed,suchas:



• Servicewithasmile

• Teamwork

• A“can‐do”attitude

• Responsiveness



Customerswhowishtomakespecificcommentsorcomplaintsregardingformalemployees

shouldbedirectedtotheHumanResourcesDepartment.Allothercomplaintsshouldbe

directedtotheappropriatedivisiondirector.



Page 13 of 245



Chapter1: EMPLOYMENT

1.01EmploymentClassification



PURPOSE:

TodefinetheclassificationsofemploymentintheCityofStephenville.



POLICY:

Thecitywillmaintainstandarddefinitionsofemploymentandwillclassifyemployeesinaccordance

withthefollowingdefinitions:



A. FulltimeEmployees

Afulltimeemployeeholdsanauthorizedpositionbudgetedforatleast2080hoursperfiscalyear.



B. PartTimeEmployees

Aparttimeemployeeholdsanauthorizedposition,budgetedforfewerthan1000hoursper

fiscalyear.



C. ParttimeEmployeewithRetirementBenefits

Apart time employeewithretirementbenefitsholdsan authorizedposition,budgetedfor

fewer than2080hours,but may work over1,000hours per fiscal year consistently. If this

occurstheemployeewillberequiredtocontributetotheCity’sretirement.



D. Temporary/Seasonal

Atemporary/seasonalemployeeholdsajobestablishedforaspecificperiodoftimeorforthe

durationofaproject,season,orassignment.Note:Temporaryemployeesmayworkvarious

temporaryassignmentswiththecityandstillretaintemporarystatus.



E. Exempt

Employeesinnon‐exemptjobsmustbepaidovertime,generallyforhoursworkedoverforty

(40)hoursperweek.Thismeansthatnon‐exemptemployees’timeworkedmustberecorded

tobeincompliancewithFLSA.







Page 14 of 245



Chapter1: EMPLOYMENT

1.02EmployeeRelations



PURPOSE:

To outline expected employee relations that create a working environment where services are

providedtocitizensinanefficient,effective,andeconomicalmanner.



POLICY:

High productivity and efficiency are a result of individual jobsatisfaction.Toworktogether

successfully,employeesmustrealizethatharmoniousrelationshipsarenotentirelyamatterofrules,

butaretheoutgrowthofdailydecisionsandprofessionalbehavior.

Employeesareexpectedtoestablishandmaintaineffectiveprofessionalworkingrelationshipswith

fellowemployees,supervisors,electedandappointedofficials,citizens,consultants,contractors,and

othersdoingbusinesswiththecity.

Tocreate apositivework environment,employeesandsupervisorsshall communicateopenlyand

directly.Ifemployeeshaveconcerns,theyarestronglyencouragedtovoicethemopenlyanddirectly

totheirsupervisorordepartmentdirector.







Page 15 of 245



Chapter1: EMPLOYMENT

1.03EqualEmploymentOpportunity



PURPOSE:

Toaffirmthecity’spositionregardingnon‐discriminationinmattersrelatingtoemploymentinthe

organization.



POLICY:

To help ensure that equal employment and advancement opportunities are available to all individuals,

employmentdecisionsatthecitywillbebaseduponmerit,qualification,andabilities.Thispolicygovernsall

aspects of employment, including selection, job assignment, compensation, discipline, termination, and

accesstobenefitsandtraining.Thecitydoesnotdiscriminateinemploymentopportunitiesorpracticeson

thebasisofrace,color,religion,gender,nationalorigin,ethnicaffiliation,age,disability,veteranstatus,or

anyothercharacteristicprotectedbylaw.



InaccordancewiththeAmericanswithDisabilitiesAct(ADA),thecitywillmakereasonableaccommodations

forqualifiedindividualswithknowndisabilitiesunlessdoingsowouldresultinanunduehardship.

IncompliancewithGeneticInformationNondiscriminationAct(GINA),thecityprohibitsdiscriminationand

retaliationbasedongeneticinformationinemploymentopportunitiesorpractices.

Employeeswithquestionsorconcernsaboutanytypeofdiscriminationintheworkplaceareencouragedto

bring those issues to the attention of their immediate supervisor, department director, or the Human

Resources Department. Employees can raise concerns and make reports without fear of reprisal or

retaliation.Anyonefoundtobeengagingindiscriminationorretaliationwillbesubjecttocorrectiveaction,

uptoandincludingterminationofemployment.

Thecitywillnottoleratederogatoryremarksoractionsbyemployeesregardingrace,color,religion,gender,

nationalorigin,ethnicaffiliation,age,disability,veteranstatus,oranyothercharacteristicprotectedbylaw.







Page 16 of 245



Chapter1: EMPLOYMENT

1.04WorkEthics



PURPOSE:

Todefineethicalconductforemployeesandrepresentativesofthecity.



POLICY:

TheCitywillcomplywithallapplicablelawsandregulationsandexpectsitsdirectors,officers,volunteers,and

employeestoconductbusinessinaccordancewiththeletterandspiritofrelevantlawsandrefrainfrom

dishonestorunethicalconduct.



Employeesshall,duringbothworkingandnon‐workinghours,actinamannerwhichwillinspirepublictrustin

theirintegrity,impartiality,anddevotiontothebestinterestsofthecity,itscustomers,andcitizens.



 Toensureethicalandimpartialbusiness,itisprohibitedforcityemployeesto:

1. Offer,orsolicitmoney,property,service,orotheritemsofvaluebywayofgift,favor,inducement,or

loanwiththeintentthattheofferwouldinfluenceortherecipientwouldbeinfluencedbysuchconduct

inthedischargeofpublicduties.Usetheirofficialposition,uniform,orbadgetosecurespecial

advantageinbusiness,personalgain,orotherbenefitderivedfromsuchrelationship.

2. Useanycity‐ownedfacility,building,equipment,materials,orvehiclefortheirpersonaluseofbenefits,

orforthepersonaluseorbenefitofanyotherindividual.Noemployeeshallhaveunauthorized

possessionofcityproperty.

3. Investorholdafinancialinterest,directlyorindirectly,inanybusinessentity,transaction,orbusiness

endeavorthatwouldcreateaconflictbetweenthecityemployee’sdutytoupholdthepublictrustand

theindividual’sprivateinterest.Anemployeeoremployee’simmediatefamilymaynotbeavendorof

thecity.

4. Giftsshouldneverbeofferedinexchangeforacityofficialoremployee’svoteorsimilarexerciseof

discretionbecausethatisbribery.Assumingthegiftisnotgiveninexchangeforanyparticularaction,

themostconservativepracticeistoavoidevergivingcityofficialsoremployeesgiftsthatexceed$50in

value.(Agiftbelow$50mayneverbeintheformofcash,acheck,orgiftcard.)

5. Giftsordrawingsthatareopentoeveryoneinattendanceforafunctionareacceptable.



Cityemployeesmaybeofferedhonorariums,apaymentgivenforprofessionalservicesthatarerendered

nominallywithoutcharge.Iftheemployeeisbeingpaidbythecityforthetimeforwhichthehonorariumwill

bereceived,thehonorariumwillberejected.



Ingeneral,theuseofgoodjudgment,basedonhighethicalprinciples,willbetheguidewithrespecttolinesof

acceptableconduct.Ifasituationariseswhereitisdifficulttodeterminethepropercauseofaction,thematter

mustbedisclosedtotheimmediatesupervisorand/orthedepartmentdirector.Thedepartmentdirectorshall

immediatesupervisorand/orthedepartmentdirector.Thedepartmentdirectorshallimmediatelyinformthe

cityadministratorforthepurposeofprecludinganyrealorapparentconflictofinterest.

Page 17 of 245



Chapter1: EMPLOYMENT

1.05Nepotism



PURPOSE:

Toclearlydefinethehiring,transferandpromotionstandardswhenanyrelationshipthroughblood,

marriage,adoption,cohabitationorasroommatespresentsaconflictofinterestorconflictofworkrelated

decisionsfortheCityofStephenville.



POLICY:

Theemploymentofindividualsrelatedthroughblood,marriage,adoption,cohabitationorasroommateswithin

theCitymaycauseseriousconflictsandproblemswithfavoritismandemployeemoralewithintheorganization.

Employeeswhoarerelatethroughblood,marriage,adoption,cohabitationorasroommatesmayworkinthe

samedepartment;however,notinthesameworkunit,divisionorworkinacapacitythatposesormayposea

conflictofinterest.Additionally,theyshallnotworkdirectlyfor,orbesupervisedbyanyindividualrelated

throughblood,marriage,adoption,cohabitationorasroommates.Further,norelativeoranyemployeerelated

throughblood,marriage,adoption,cohabitationorasroommatesshallbeplacedinpositionsallowingfor

financialsignatureapprovalofanypurchasingorpayrolltransactionsforoneanother.Suchemployeesshallnot

workinacapacitythatposesormayposeaconflictofinterest.



Thispolicyappliestoallemployees.Thecityreservestherighttotakepromptandappropriateactionto

eliminatetheconflictorpotentialconflictincludingterminationoremployment.



Thecityprohibitsemployeesfromtheinvolvementintheselection,placementordisciplineprocessofthose

withwhomtheyarerelatedthroughblood,marriage,adoption,andcohabitationorasroommates.



Thecityreservestherighttotakepromptactionifanactualorpotentialconflictofinterestarisesconcerning

employeesrelatedthroughblood,marriage,adoption,cohabitationorasroommateswhooccupypositionsat

anylevel(higherorlower)inthesamelineofauthoritythatmayaffectemploymentdecisions.



A. Definitions

1. Relatives:Individualsrelatedthroughblood,marriageoradoption;theseincludebutarenot

limitedtopersonsrelatedthroughthefirst,secondandthirddegreeofconsanguinity(blood

relations)andthefirstandseconddegreeofaffinity(marriagerelations).SeetheNepotism

Chart(AppendixA)

2. Cohabitants:Individualslivingtogetherinanintimateorsexualrelationshipbutarenot

married,ordeclaredtobemarried,includingrelationshipsthatmaybeconsideredcommonlaw

marriages.

3. Roommates:Individualssharingthesameresidence.



Page 18 of 245

B. Procedures

1. Allapplicantsforemploymentatthetimeofhiremustdisclosetherelationshipwithelectedcity

officialsoranyindividualworkingforthecityinanycapacity.Non‐disclosuremayresultin

correctiveactionuptoandincludingtermination.

2. Whenarelationshipiscreatedwhichisnotallowedbycitypolicy,itistheresponsibilityand

obligationoftheemployeesinvolvedtopromptlydisclosetherelationshipstothedepartment

managerordirector.Failuretonotifymanagementmayresultincorrectiveactionupto

termination.

3. Whenarelationshipiscreatedwhichisnotallowedbycitypolicy,theaffectedemployeeswill

beprovidedthirty(30)calendardaystoconsiderwhichemployeewillvacatehisorherposition.

Theaffectedemployeemayresign,applyforanotherposition,voluntarilydemoteortransferto

avacantposition.Afterthirty(30)calendardays,thedepartmentmanagerordirectormay

decidewhichemployee(s)todemote,transferorterminate.



C. GrandfatherClause

1. Thecityisawarethat,asoftheaboverevisiondateofthispolicy,anumberofcityemployees

arerelated,bybloodorbymarriage,toothercityemployees.Theseemployeeswillbe

“grandfathered”underthispolicy,meaningtheywillbepermittedtocontinuetheir

employmentwiththecityaslongastherequirementssetoutinsubsectionBofthispolicyare

met.Pleasebeinformedthattheabove“grandfathered”provisionisforfamilyrelationshipsas

theyexistasoftherevisiondateofthispolicy.



D. PeriodicReview

1. Periodically,thecitymanager(ordesignee)willreviewthejobdescriptionsand

interrelationshipsbetweentheaffectedjobsanddeterminewhethertheymeetthe

requirementssetoutinsubsectionB.Ifoneormoreoftheserequirementsarenotmet,oneor

bothoftheaffectedemployeesmustimmediatelyseekatransfertoanotherpositionwithinthe

cityforwhichheorsheisqualifiedandthatmeetstherequirementsofsubsectionBofthis

policy.Ifasuitabletransfercannotbemadewithinninety(90)days,oneorbothoftheaffected

employeeswillberequiredtoresignfromemployment.



E. ApplicationofPolicy

Thispolicyappliestoallfull‐timeandpart‐timeemployeesofthecity.

Page 19 of 245



Chapter1: EMPLOYMENT

1.06PersonalRelationships



PURPOSE:

Toprovideguidanceinareaswherepersonalrelationshipsoverlapwithworkingrelationshipsandavoid

potentialconflictsofinterestintheworkplace.



POLICY:

Personalrelationshipisdefinedasarelationshipbetweenindividualswhohaveorhavehada

continuingrelationshipofaromanticorintimatenature.Supervisorsarestrictlyprohibitedfrom

havingpersonalrelationshipswithsubordinates;datingorintimate,regardlessoffrequency.Thecity

reservestherighttotakepromptactionifanactualorpotentialconflictofinterestarisesconcerning

individualswhooccupypositionsatanylevel(higherorlower)inthesamelineofauthoritythatmay

affectemploymentdecisions.Ifithasbeendeterminedthatasupervisorisdatingorintimatewitha

subordinate,thesupervisormaybedisciplined,uptoandincludingtermination.Anyemployeewhois

inviolationofthepersonalrelationshippolicymaybesubjecttodiscipline,uptoandincluding

termination.



Employeesinvolvedinapersonalrelationshipwithanotheremployeemaynotoccupyapositioninthesame

department,workdirectlyfor,orsupervisetheemployeewithwhomtheyareinvolved.Thealternativeforany

employeedeterminedtobeinapersonalrelationshipisforoneorbothemployeestoleaveemploymentofthe

department.



Whereaconflictorthepotentialforconflictarisesbecauseofarelationshipbetweenemployees,evenifthere

isnolineofauthorityorreportinginvolved,theemployeesmaybeseparatedbyreassignmentorterminated

fromemployment.Ifsuchadatingrelationshipisestablishedafteremployment,itistheresponsibilityand

obligationoftheemployeesinvolvedtodisclosetheexistenceoftherelationshiptothedepartmentdirectorof

citymanagerimmediately.Failuretoimmediatelydisclosetherelationshipconstitutesviolationofthepersonal

relationshippolicy.Whereaconflictorpotentialconflictarisesbecauseoftherelationshipaffecting

employmenttheindividualsconcernedwillbegiventheopportunitytodecidewhoistobetransferredto

anotherpositionorterminatedifnopositionisavailable.Ifthatdecisionisnotmadewithinthirty(30)calendar

days,managementwilldecidewhoistobetransferredor,ifnecessary,terminatedfromemployment.



GRANDFATHERCLAUSE:

Thecityisawarethat,asoftheaboverevisiondateofthispolicy,anumberofcityemployeesarerelated,by

bloodorbymarriage,toothercityemployees.Theseemployeeswillbe“grandfathered”underthispolicy,

meaningtheywillbepermittedtocontinuetheiremploymentwiththecityaslongastherequirementssetout

insubsectionsBofSection1.05–Nepotismofthispolicyaremet.Pleasebeinformedthattheabove

“grandfathered”provisionisforfamilyrelationshipsastheyexistasoftherevisiondateofthispolicy.Any

futurechangestothefamilyrelationshipand/oremploymentstatusoftheaffectedemployee(s)willbe

governedbytherequirementsofthispolicy.



Page 20 of 245

PERIODICREVIEW:

Periodically,thecitymanager(ordesignee)willreviewthejobdescriptionsandinterrelationshipbetweenthe

affectedjobsanddeterminewhethertheymeettherequirementssetoutinsubsectionBofSection1.05–

Nepotism.Ifoneormoreoftheserequirementsarenotmet,oneorbothoftheaffectedemployeesmust

immediatelyseekatransfertoanotherpositionwithinthecityforwhichheorsheisqualifiedandthatmeets

therequirementsofsubsectionBofSection1.05–Nepotism.Ifasuitabletransfercannotbemadewithin

ninety(90)days,oneorbothoftheaffectedemployeeswillberequiredtoresignfromemployment.

Page 21 of 245



Chapter1: EMPLOYMENT

1.07Compensations



PURPOSE:

ToensurethecityisstayingwithintheguidelinesofourapprovedPayPlan.



POLICY:

AllemployeeshiredwiththeCityofStephenvillewillbehiredattheminimumrangeunlessjustificationis

providedtowarranthiringatahigherrateofpay.Withjustification,andproperform(AppendixE,Form4)it

mustbeapprovedbythecitymanagerpriortoanyjoboffer.



Page 22 of 245



Chapter1: EMPLOYMENT

1.08IncentivesandBonuses



PURPOSE:

ToinsurethatCityofStephenvilleemployeesareproperlycompensatedforassignmentsanddutiesthatfall

beyondtheirnormalscopeofresponsibilities.



POLICY:

Thecityrecognizesthatfromtimetotimeemployeesarerequestedtoperformdutiesbeyondthenormalscope

ofresponsibilities.Wherethisoccursthecitymayofferanincentiveorbonustoanemployeeinconjunction

withthebeginningoftheextraassignment.Theincentivemaytaketheformoffinancialbenefit,additional

timeoff,orotherthingofvalue.



NothinginthepolicyshouldbeconstruedtobecontrarytoTexascaselawandtheTexascaselawandtheTexas

Constitutionprohibitionagainstawardingsuchincentivesorbonusesaftertheworkisdone.Inallcasesof

incentivesorbonuses,theincentiveorbonuswillbeagreeduponbythecityandtheemployeepriorto

commencingthatassignment.



Page 23 of 245



Chapter1: EMPLOYMENT

1.09EmployeeMedical/PsychologicalExaminations



PURPOSE:

Tooutlinetheproceduresrequiringcertaincurrentorprospectiveemployeestoundergoacity‐paid

examinationtoensuresuccessfulperformanceofessentialjobfunctions.



POLICY:

Applicantsforspecificjobsmayberequiredtoundergoandpassapre‐employmentphysicaland/orpsychiatric

examuponaconditionalofferofemployment.Theexaminationwillbeconductedbyaphysicianofthecity’s

choiceandpaidforbythecity.Employmentwillbecontingentuponsuccessfulcompletionoftheexamination

inarelationtothestandardsoffitnessrequiredbytheessentialfunctionsoftheposition.Whereconflictsof

medical/psychologicalopinionoccur,thedecisionofthecity’sappointedphysician/psychologistorpsychiatrist

shallbefinalandbinding.



Adepartmentdirector,withagreementoftheHumanResourcesManager,mayrequirecurrentemployeesto

undergoaphysicaland/orpsychologicalexaminationinordertodeterminefitnesstoperformtheessentialjob

functionsforcontinuedemployment.Employeeswhoaretransferred,promoted,ordemotedmayberequired

toundergoanexaminationtoensurethattheyarecapableofperformingtheessentialjobfunctionsofthenew

position.



Anymedical/psychologicalinformationconcerninganemployeewillbemaintainedinseparate,confidential

medicalfiles,apartfromregularpersonnelrecords,intheHumanResourcesDepartment.Suchrecordsarenot

subjecttoopenrecords.Onlyauthorizedemployeesmayhaveaccesstosuchfiles.Anyemployeefoundto

havediscussedmedicalinformationaboutanotheremployeewithanyoneelseortohavereleasedsuch

informationwithoutauthorization,isinviolationofthispolicyandwillbesubjecttocorrectiveaction,uptoand

includingterminationfromemployment.



Page 24 of 245



Chapter1: EMPLOYMENT

1.10MandatoryReferral



PURPOSE:

TooutlinetheMandatoryReferralprocessdevelopedtoassistemployeesexperiencingproblemsorconcerns

whichadverselyaffecttheirjobperformance.



POLICY:

Ifthereiscontinuingorseriousmisconductordisruptivebehaviorsbyanemployee,thedepartmentdirector

mayrequireapsychologicalevaluationofanemployee.TheemployeemaybereferredtotheEmployee

AssistanceProgram(seePolicy3.11EmployeeAssistanceProgram),healthinsuranceprovider,oranother

professionalorganizationorindividualforevaluation.Ifpsychologicalevaluationandsuccessfultreatmentare

madeconditionsofcontinuedemployment,orifacorrectiveactionisdelayedorreducedcontingentupon

evaluationandsuccessfultreatment,thensuchreferralisconsideredmandatoryandfullparticipationinthe

recommendedcourseofactionisrequired.Referraldoesnotautomaticallyprecludecorrectiveaction.Failure

tofullyparticipatewillbecausetoreinstatetheoriginalpersonnelactionortotaketheappropriatepersonnel

action,uptoandincludingtermination.



AllcasesofmandatoryreferralshallbediscussedwiththeHumanResourcesManagerordesignated

representativepriortoreferral.Iftheemployeehassoughttreatmentonhis/herowninitiative,thenthe

HumanResourcesManagerordesigneemayrequirefulldisclosureandreleaseofpsychologicalinformation

relatedtotherecommendedcourseofactionandtreatmentorthecitymayrefertheemployeetoanother

provideronamandatorybasis.



Page 25 of 245



Chapter1: EMPLOYMENT

1.11OutsideEmployment



PURPOSE:

TooutlinetheconditionsanemployeeoftheCityofStephenvillemustmeetbeforeacceptinganotherjobor

businessopportunityoutsidetheiremploymentwiththecity.



POLICY:

ThepositionanemployeeholdswiththeCityofStephenvilleshalltakeprecedenceoveranyotheroccupational

involvementoftheemployee.Theacceptanceofanotherjoborbusinessopportunity,suchascontractingor

self‐employment,whileintheemploymentofthecityispermissibleaslongasthefollowingconsiderationsare

met:



1. EmployeemustsubmitaRequestforOutsideEmployment(AppendixE,Form1)tothedepartment

directorpriortotheacceptanceofoutsideemploymentandwheneverthenatureofsuchemployment

changes.Ifoutsideemploymentisapproved,therequestformwillbeforwardedtoHumanResources

andplacedintheemployee’spersonnelfile.



2. Outsideemploymentmaynotconflictwiththebestinterestofthecityandmustbeterminatedifit

adverselyaffectstheemployee’sattendanceorperformanceofduties.Approvalofoutside

employmentmaybewithdrawnatanytime.



3. Outsideemploymentmustbesuspendediftheemployeeisonrestrictedduty,workers’compensation

leave,sickleave,militaryleave,leavewithoutpay,orFMLA(seePolicy4.04FamilyandMedicalLeave

Act(FMLA)foradditionalFMLAinformation).



4. Anyemployeecurrentlyworkingatanoutsidejobatthedateofimplementationofthisrevisionofthe

PersonnelPolicyManualmustalsosubmita“RequestforOutsideEmploymentForm,”(AppendixE,

Form1)totheDepartmentDirector.



Page 26 of 245



Chapter1: EMPLOYMENT

1.12JobPosting



PURPOSE:

Tooutlinethejobpostingandapplicationprocessforcity‐widejobopenings.



POLICY:

A. JobPosting

JobswillbepostedontheofficialcitywebsiteandonthejobboardoutsideCityHall.Thejobsmay

alsobepostedondepartmentalbulletinboardslocatedatallcityownedbuildings.Eachjobposting

willnormallyremainopenforaminimumofone(1)weekandwillincludethejobtitle,department,

jobsummary,essentialduties,closing date,andminimumqualifications.Ingeneral,noticesofjob

openingsareposted,althoughthecityreservesitsdiscretionaryrightnottopostaparticularopening.



B. Applyingforajob

Toapplyforapostedposition,anapplicationshallsubmitacompletedapplicationonline.



C. InternalApplicants

Allemployees,includingparttimeandseasonal,mayapplyforinternaljobpostingsandwillbesubject

tothesame requirements and ortests(if applicable) asexternalapplicants.An applicant’s current

supervisormaybecontactedtoverifyperformance,skills,andattendance,andthepersonnelfilemay

alsobereviewed.Staffinglimitationsorothercircumstancesthatmightaffectaprospectivetransfer

maybediscussed.Employeeswhohavebeenoncorrectiveprobationorhavebeensuspendedinthe

previoustwelve(12)monthperiodarenoteligibletoapplyforpostedjobs.

Page 27 of 245



Chapter1: EMPLOYMENT

1.13At‐WillEmployment



EachemployeeentersintotheemploymentrelationshipwiththeCityvoluntarily,withnospecified

lengthofemployment.Accordingly,eitherthecityofanemployeecanterminatetheemployment

relationship at will, at any time, with or without cause, with orwithoutnotice.Thisat‐will

employmentrelationshipexistsregardlessofanyotherwrittenstatementsorpoliciesoranyverbal

statementtothecontrary.Anyemployee, manager, or supervisor who makes such a

representationorpromiseisnotauthorizedtodoso.

Page 28 of 245



Chapter1: EMPLOYMENT

1.14AmericanswithDisabilities(ADA)



PURPOSE:

The City of Stephenville prohibits discrimination against qualified individuals with disabilities

relatingtotheapplication,interviewing,hiring,promotion,discharge,compensation,training,or

otherterms,conditions,andprivilegesofemployment.



POLICY:

TheAmericanswithDisabilitiesAct(ADA)requiresemployerstoreasonablyaccommodatequalified

individualswithdisabilities.However,theemployerisnotrequiredtolowerqualityorquantity

standards to make an accommodation.  In addition, the employer is not required to provide

personaluseitemssuchasglasses,contactlens,wheelchairsorhearingaidsasanaccommodation.

The City of Stephenville will comply with all Federal, State, and Local laws relating to the

employmentofapplicantsandemployeeswithdisabilitiesandreasonablyaccommodatequalified

individualswithadisabilitysothatqualifiedindividualswithdisabilitiescanperformtheessential

functionsofthejobinquestion.



An individual who can be reasonably, accommodated for the job in question, without undue

hardshipwillbegiventhesameconsiderationforthatpositionasanyotherapplicantoremployee.



Applicantswhoposeadirectthreattothehealthorsafetyofotherindividualsintheworkplace,

whichthreatcannotbeeliminatedbyreasonableaccommodation,willnotbehired.Allemployees

arerequiredtocomplywithsafetystandards.Anyemployeethatposesadirectthreattothehealth

of safety of the other individuals in the workplace will be placed on appropriate leave until an

organizational decision has been made in regards to the employee’s immediate employment

situation.

A. Definitions

In implementing this policy, the City of Stephenville will be guided by the most recent

applicabledefinitionsstatedintheADAorincaselawconstruingtheADA,andapplicable

stateandlocallaw.IntheeventofanyconflictbetweenthedefinitionsintheADAandthe

definitionsinthispolicy,thelegaldefinitionswillbeprevailing.

Thefollowingdiscussionisprovidedforgeneralguidanceofapplicantsandemployeesin

understandingthepolicyoftheCityofStephenville.

 “Disability”referstoaphysicalormentalimpairmentthatsubstantiallylimitsone

ormoreofthemajorlifeactivitiesofanindividual.Anindividual who has such an

impairment,hasarecordofsuchanimpairmentisalsodeemeda“disabledindividual”.An

individual may also be deemed “disabled” if that person is regarded as having such

impairment.However,inthe“regardedas”instance,thesituationismorecomplicated.

UnderamendmentstotheADAin2008,iftheconditionistransitoryandminordefinedas:

Page 29 of 245

1. Havinganactualorexpecteddurationofsix(6)monthsorless,thenthecondition

doesnotqualifyasadisability.

2. Generally,ameliorativemeasuressuchasmedicationsandmedicaldevices,willnot

beconsideredinmakingadisabilitydetermination,althoughordinaryeyeglasses

orcontactsmaybetakenintoconsideration.So,forexample,themerefactthata

personwearsordinaryeyeglasseswillnotqualifythatpersonas“disabled”.Onthe

otherhand,thefactthatapersonhasahearingaidortakesmedicationstoaddress

theimpairmentwill not disqualifythatpersonas being“disabled”iftheperson

otherwisemeetsthedefinitionof“disabled”.

3. “Major life activity” may include things such as caring for oneself, performing

manualtasks,seeing,hearing,eating,sleeping,walking,standing,lifting,bending,

speaking,breathing,learning,reading,concentrating,thinking,communicatingor

working.A“majorlifeactivity”mayalsoincludebodilyfunctionssuchasfunctions

oftheimmunesystem,normalcellgrowth,digestive,bowel,bladder,neurological,

brain,respiratory,circulatory,endocrine,andreproductivesystems.

4. “Directthreattosafety”referstoasignificantrisktothehealthorsafetyofothers

thatcannotbeeliminatedbyreasonableaccommodation.

5. A“qualified individual witha disability”referstoanindividualwithadisability

who, with or without reasonable accommodation, can perform the essential

functionsoftheemploymentpositionthattheindividualholdsorhasappliedfor.

6. “Reasonableaccommodation”referstomakingexistingfacilitiesreadilyaccessible

to and usable by individuals with disabilities, including but not limited to; job

restructuring, part time or modified work schedules, reassignment to a vacant

position, acquisition or modification of equipment of devices, adjustment or

modification of examinations, adjustment or modification of training materials,

adjustmentormodificationofpolicies,andsimilaractivities.

7. “Unduehardship”referstoanactionrequiringsignificantdifficultyorexpenseby

the employer.  The factors to be considered in determining an undue hardship

include:(1)thenatureandcostoftheaccommodation;(2)theoverallfinancial

resourcesofthefacilityatwhichthereasonableaccommodationistobemade;(3)

thenumberofpersonsemployedat thatfacility;(4)theeffectonexpensesand

resourcesorotherimpactuponthatfacility;(5)theoverallfinancialresourcesof

theCity;(6)theoverallnumberofemployeesandfacilities;(7)theoperationsof

theparticularfacilityaswellastheentireCity;(8)therelationshipoftheparticular

facilitytotheCity.Thesearenotallofthefactorsbutmer

elyexamples.

8. “Essential

 job

functions” refers to those activities of a job that are the core to

performing the job in question and must be performed with or without an

accommodation.



B. AdministrativeProcedures–Howtorequestanaccommodation

An applicant and/or employee is fully responsible for providingtherequestfor

accommodation when needed.  Request for ADA Accommodation Form, (Appendix E,

Form24)maybefoundinthebackoftheCityPolicyManualorintheHumanResources

department.  Any request for accommodation must be reasonable, doesnotcausean

unduehardship,athreattosafetyandwillenabletheapplicantoremployeetoperform

the essential functions of the position.  Each request, will be evaluated on the

aforementionedcriteria.

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Allrequestsareconfidential.Thereviewandcoordinationofany request for

accommodationforadisabilitywillbelimitedtothosewhohavearighttoknow.



TheHumanResourcesDepartmentisresponsibleforimplementingthispolicy,including

resolutionofreasonableaccommodation,safety,andunduehardshipissues.



TheHumanResourcesManagerisdesignatedastheADACoordinatorresponsibleforthe

receipt, review and response of requests for accommodation from the applicant or

employee.Additionally,theHumanResourcesManagerdesigneeisalsoresponsiblefor

informing the department director of the request and conductingthereviewwiththe

appropriatestaff,departmentand/oragency.



Theapplicantoremployee,willbeprovidedthestatusoftherequestwithinfive(5)working

days.Extensionsmayberequiredcontingentuponthecomplexityoftherequest.Aneed

for extension will be provided in writing by the ADA Coordinatortotheapplicantor

employee.



ShouldtheapplicantoremployeedisagreewiththefindingsoftheADACoordinator,the

applicant or employee may appeal the decision of the ADA Coordinator within five (5)

workingdaysto thedeputycitymanagerordesignee. The requestforappealmustbe

providedinwriting.Thedecisionofthedeputycitymanagerordesigneewillbefinal.



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

Chapter1: EMPLOYMENT

1.15IntroductoryPeriod



PURPOSE:

Toprovideallnewemployeesadefinedperiodoftimeinwhichthey must satisfactorily

demonstratejobproficiency.

POLICY:

All new employees hired to fill regular full‐time positions must satisfactorily complete an

introductory period of six (6) months from date of hire.  Sworn public safety positions must

satisfactorilycompleteanintroductoryperiodofone(1)yearfromdateofhire.

Eachemployeeservingintheintroductoryperiodisresponsibleforknowing,understanding,and

meeting the expectations and standards for the position.  In addition, each employee is also

responsible for performing the job in a safe, productive, and effective manner within the

instructionsandestablishedstandardsfortheposition.Furthermore,employeesareexpectedto

maintainanacceptablestandardsofconductintheiremployment.Duringtheintroductoryperiod,

it is the responsibility of the employee to correct any deficiencies or inadequacies in job

performance,attitude,orconduct.

A. IntroductoryPerformanceDiscussion

Allemployeesservingintheintroductoryperiodshallhavetheopportunitytomeetwith

theirsupervisortodiscusstheirprogressintheirnewposition,anyexpectations,additional

training they feel they need, and their goals with the city.  Thisisagoodtimeforthe

employee to be able to visit with their supervisor in a one‐on‐one basis.  After the

discussion,thesupervisorwillbeaskedtodocumentthediscussion.Oncetheemployee

hasreadit,heorshewillhavetheopportunitytoreaditandalsohavetheopportunityto

makeanycommentsontheform.Bothpartieswillbeaskedtosign and date it.  The

documentwillbesubmittedtotheHumanResourcesofficeandplacedintheemployer’s

file.



B. ExtensionstoIntroductoryPeriod

Theintroductoryperiodmaybeextendedunderanyofthefollowingcircumstances:

1. Attheendoftheinitialsix(6)months,theintroductoryperiodmaybeextended

for up to an additional three (3) months when an employee’s performance has

beenmarginalduetoextenuatingcircumstances,additionaltrainingiswarranted,

oranemployee’sabsencefromworkforanextendedperiodoftimedidnotpermit

anopportunityforadequateassessmentofperformance.Thedecisiontoextend

ornottoextendanemployee’sintroductoryperiodmaynotbeappealed.Ifan

extensionisgranted,theemployeewillbeadvisedinwritingandgiventhedateon

whichtheextendedintroductoryperiodwillbecompleted.Suchextensionwillbe

solely at the discretion of the department director and the Human Resource

Manager.

Page 32 of 245

2. Anintroductoryperiodmaybeextendedfortimespentonanapprovedleaveof

absenceincludingleavesofabsencesduetoinjuryorillnessorapprovedmilitary

leave.Theapprovedextensionwillnormallyequalthelengthoftimeawayfrom

work.  Hence, each full‐day absence incurred by an employee during the

introductoryperiodwillnormallyextendthesix‐monthintroductoryperiodbyan

additionalday.



C. FailureofIntroductoryPeriod

Anemployeeisconsideredtohavefailedtheintroductoryperiodwhenitisdetermined

thattheemployee’ssuitability,qualityorquantity of work,attendance,orcombination

thereof, does not meet minimum job performance standards and expectationsforthe

position.  Failure of introductory period may occur at any time within the introductory

period.  An employee who does not successfully complete the introductory period will

normallyhavetheiremploymentterminatedfromthecity.Ifdesirableandfeasible,the

employee may be administratively transferred to a more suitablepositionatthesole

discretion of the city.  Department directors are responsible for ensuring the thorough

written documentation of all cases of failure of the introductory period, including

documentation of counseling, training, and other efforts to help employees during this

period.All suchdocumentationshouldbereviewedbythe Human ResourcesManager

beforeanemployeeservingintheintroductoryperiodhastheiremploymentterminated.



D. TerminationofEmploymentServingintheIntroductoryPeriod

All employees, including those serving in the initial introductory period, are at‐will

employeesandmayhavetheiremploymentterminatedatthetimeduringtheintroductory

period,withorwithoutnoticeorcause.Anemployeeservingintheinitialintroductory

periodwhohastheirpositionterminatedhasnotrighttoappeal.Theseemployeesarenot

entitledtoprogressive levelsof discipline.Employees servinginthe initialintroductory

periodareotherwisesubjecttoallpoliciesandproceduresofthecity.



E. SexualandOtherUnlawfulHarassment

Employees serving in the introductory period are subject in allrespectstothecity’s

HarassmentandDiscriminationPolicy,Chapter7.07.Employeesservingintheintroductory

period have no right to appeal; however, if it is believed that unlawful harassment or

discriminationhasoccurred,suchconductmustimmediatelybereportedassetoutinCity

Policy7.07–HarassmentandDiscrimination.TheCityofStephenvillehaszerotolerance

foranyformofSexualHarassment.



F. CompletionofIntroductoryPeriod

Employeeswhohave completedtheintroductorytrialperiodarenotentitledtoremain

employedbythecityforanydefiniteperiodoftime.Bothemployeeandthecityarefree,

atanytime,withor withoutnoticeand withorwithout cause,toendtheemployment

relationship.



Page 33 of 245



Chapter2: PERSONNELACTIONSANDRECORDS

2.01PersonnelFiles



PURPOSE:

Tooutlinetheinformationmaintainedinthepersonnelfile,employee’saccesstothefile,andhow

anemployeemustkeeppersonneldataandrecordscurrent.

POLICY:

The City of Stephenville maintains an official personnel file in the Human Resources on each employee

includingsuchinformationastheemployee’sjobapplication,resume,performanceevaluationform,change

ofstatusforms,andotheremploymentrecords.



A. Restrictions&ConfidentialityofFile

Personnelfilesarethepropertyofthecity,andaccesstotheinformationtheycontainisrestricted.

However,releaseofinformationcontainedinthepersonnelfileissubjecttothePublicInformation

Act.Informationcontainedinthepersonnelfile,exceptinformationdeemedconfidentialbylawor

otherinformationthatisexceptedfromdisclosureunderthePublicInformationAct,maybereleased

pursuanttosuchact.Additionally,directorhiringsupervisorsandmanagementpersonnelofthecity

whohavealegitimatereasonmayreviewinformationinafile.Medicalrecordsaremaintained

separatefromthepersonnelfileandwillnotbereleasedtothepublic,unlessrequiredbylaw.An

employeeorformeremployeemaychoosenottoallowpublicaccesstoinformationthatrelatesto

theemployee’shomeaddress,hometelephonenumber,orsocialsecuritynumber,orthatreveals

whethertheemployeehasfamilymembers,bysigningawrittennon‐disclosureformatanytimeof

employment,termination,orretirement.Anemployeeorformeremployeemayalsolaterchooseto

openorcloseaccesstosuchinformation.



B. EmployeeAccesstoFile

EmployeeswhowishtoreviewtheirownfileshallcontacttheHuman Resources Department to

schedule an appointment.  With reasonable advance notice, employees may review their own

personnelfileintheHumanResourcesDepartmentinthepresenceofaHumanResourcesemployee.

Theemployeemayreviewthefilesandtakenotesorrequestcopiesofselectpages,butshallnotadd

orremoveanythingfromtheirpersonnelfile.



C. PersonalDataChanges

ItistheresponsibilityofeachemployeetonotifytheHumanResourceDepartmentwithinone(1)

week of any changes in personal data, such as personal mailing addresses, telephone numbers,

emergencycontact,etc.Foremployeeswithdependentinsurancecoverage,thenumberandnames

ofdependentsmustalsobekeptuptodate.

Page 34 of 245



Chapter2: PERSONNELACTIONSANDRECORDS

2.02EmploymentReferenceChecks



PURPOSE:

Toestablishtheguidelinesforemployeereferencechecksandcityresponsetoreferencechecks

byotherentities.



POLICY:

ToensurethatindividualswhojointheCityofStephenvillearewellqualifiedandhaveastrongpotentialto

beproductiveandsuccessful,itisthepolicyofthecityfortheHumanResourcesDepartmenttocheckthe

employmentreferencesoftheselectedapplicantpriortoextendingajoboffer.



The Human Resources Department is designated to respond to reference check inquiries from other

employers.  All calls, contacts and written inquiries concerning current or former employees should be

referredtotheHumanResourcesDepartment.



Page 35 of 245



Chapter2: PERSONNELACTIONSANDRECORDS

2.03PerformanceReviews(QuarterlyConversations)



PURPOSE:

Tooutlinethegeneralproceduresforconductingasystematicperformanceevaluation.

POLICY:

Performance reviews are scheduled approximately every three (3)months.Theyarecalled“Quarterly

Conversations”andaretobedocumented‐inthePerformanceReviewsoftware.



SupervisorsandemployeesoftheCityofStephenvillearestronglyencouragedtodiscussjobperformance

andgoalsonanongoing,informalbasis.Supervisorsarealsoencouragedtorecordexamplesofemployee

performances throughout the year to be used as documentation to support the performance review.

Quarterlyconversationsareconductedtoprovidebothsupervisorsandemployeestheopportunitytodiscuss

job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive,

meaningfulapproachesformeetinggoals.



*Seealso7.01.D–CorrectiveActionandPerformanceEvaluation



Page 36 of 245



Chapter2: PERSONNELACTIONSANDRECORDS

2.04ClassificationCompensationGuidelines



PURPOSE:

Tooutlinedifferenttypesofmovementonthepayplan.

POLICY:

Movementbetweenclassificationscanfallintodifferentclasses.Theseclassesaredefinedbelow:



A. Reclassification

Reclassification is a title and/or grade change based on significant change or expansion of job

responsibilitiesandduties,orasaresultofmarketreview.Itisapprovedduringthebudgetprocess,

andthereisnochangeintheperformancereviewdate.



Reclassificationisnotanassessmentofthepersonalmeritorattributesoftheemployee.Neithera

greater volume of the same work nor isolated occurrences of higher duties are justification for

reclassification.Classificationdecisionsarenotbasedonan employee’s job performance or a

comparisontothevolumeofworkthatotheremployeeperform.



B. LateralTransfer

Lateraltransferisatransfertoanotherdepartmentwithinthesamegrade.Theperformancereview

datewillchangetothepromotion/transferdate.



C. Promotion

Promotionistheassumptionofexpandeddutiesintoavacantpositionandhigherpaygrade.The

wageincreasewouldbetheamountsufficienttoreachtheminimumofthewagerange,uptoa5%

wageincrease.Theperformancereviewdatewillchangetothepromotiondate.



D. Demotion

Demotionismovementintoavacantpositionatalowerpaygrade.Atdemotion,theperformance

reviewdatewillchangetothedemotiondateandwagewillbeadjustedtothenewwagerange.



Employeeswhopromotetosafety‐sensitivepositionsarerequiredtopassadrugtest,inaccordancewith

Chapter7.06SubstanceAbuseandTesting.



Page 37 of 245



Chapter2: PERSONNELACTIONSANDRECORDS

2.05JobDescriptions



PURPOSE:

Tooutlinethecontentofjobdescriptionsandproceduresforcomposing,revising,andensuring

theaccuracyofthedescriptions.

POLICY:

TheCityofStephenvillemakeseveryefforttocreateandmaintainaccuratejobdescriptionsforallpositions

withinthecity.Eachdescriptionincludesthefollowingsections:jobsummary,typicalduties,knowledge,

abilityto,minimumqualifications,andworkenvironmentsection.



Thecitymaintainsjobdescriptionstoaidinorientingnewemployeestotheirjob,identifyingtherequirements

ofeachposition,establishinghiringcriteria, settingstandardsforemployeeperformanceevaluations,and

establishingabasisformakingreasonableaccommodationsforindividualswithdisabilities.



Whennewpositionsaredeemednecessary,thedepartmentdirectorandthecitymanagermustpresentto

thecitycouncilthefeasibilityandneedfortheposition.Existingjobdescriptionsarealsoreviewedandrevised

toensurethattheyareup‐to‐dateandreflectchanges.Employeesareexpectedtohelpensurethattheirjob

descriptionsareaccurateandcurrent,reflectingtheworkbeingdone.



Employeesmustrememberthatjobdescriptionsdonotnecessarilycovereverytaskordutythatmightbe

assigned,andthat additionalresponsibilitiesmaybe assignedasnecessary.Employeesmay contacttheir

supervisorortheHumanResourcesDepartmentwithquestionsorconcernsaboutthejobdescription.



Page 38 of 245

Chapter 2: PERSONNEL ACTIONS AND RECORDS

2.06 Separation of Employment

PURPOSE:

To establish the types of separation and guidelines to be followed when an employee ends

employment with the City of Stephenville.

POLICY:

Separation of employment within an organization can occur for several different reasons. Employment may

end as a result of resignation, retirement, release (end of season or assignment), and reduction in workforce,

or termination. When an employee separates from the city, their supervisor shall complete the Supervisor’s

Checklist for Separated Employee (Appendix E, Form 5) and the employee should contact Human Resources

to schedule an exit interview, typically to take place on their last workday.

Types of Separation

Resignation

Resignation is a voluntary act initiated by the employee to end employment with the city. The

employee must submit a signed and dated letter of resignation or the Voluntary Resignation

Notice (Appendix E, Form 3) providing a minimum of two (2) weeks’ notice. If an employee

does not provide advance notice, or fails to work the remaining two (2) weeks, the employee

will not be eligible for rehire. The employee also will not be eligible to receive payout of

accrued benefits, unless at the discretion of the department director and the city manager a

decision is made to pay all or a portion of accrued benefits to the employee in lieu of the two

(2) week notice.

Vacation days and/or holidays may not be taken during the two‐week notice without prior

written approval from the department director. For employees with a holiday bank, a holiday

may not be used after the letter of resignation is submitted.

Retirement

Employees who retires under TMRS are required to notify their department director and the

Human Resources Department in writing at least one (1) month before planned retirement

date. See Policy 3.09 TMRS Retirement Plan and Policy 2.07 Retirement for more information.

Job Abandonment

Employees who fail to report to work or contact his/her supervisor for two (2) consecutive

work days shall be considered to have abandoned the job without notice effective at the end

of his/her normal shift on the second day. The supervisor or department director shall notify

the Human Resources Department at the expiration of the second work day and initiate the

paperwork to terminate the employee. Employees who are separated due to job

abandonment are ineligible to receive accrued benefits and are ineligible for rehire.

Termination

Employees of the City of Stephenville are employed on an at‐will basis, and the city retains

the right to terminate their employment at any time.

Page 39 of 245

Reduction in Work Force

An employee may be laid off because of changes in duties, organizational changes, lack of

funds, or lack of work. Employees who are laid off may not appeal the lay‐off decision through

the appeal process.

Release

Release is the end of temporary or seasonal employment.

Long Term Absence

The city has an obligation to provide services to citizens. The city reserves the right to fill a

position if an employee has been absent for work for more than 180 calendar days, for

whatever reason, except as provided below. Brief appearances at work during an overall

absence of 180 days will not prevent the city from filling the position if it is determined to be

in the city’s best interest. Likewise, any employee who reports to work (e.g., in a light duty

capacity) but is unable to perform the essential duties of his or her actual position for a period

of 180 days will be released from employment if it is unlikely, in a doctor’s opinion) that the

employee will be able to perform the essential functions of his or her position. Nothing in this

policy guarantees an employee’s ongoing employment for 180 days (or for any other period

of time) if it is determined that the employee will be unable to return to perform the essential

job functions within a 180‐day period. In other words, the city may elect to end the

employee’s employment before the expiration of 180 days if it is unlikely that the employee

will be able to perform the essential job duties of his or her actual position at the end of 180

days. An employee who has a paid leave balance remaining at the end of 180 days may, at the

city’s option, extend his/her leave using any available paid leave balance up to a maximum paid

absence of one year, or be terminated and paid for accrued leave balances according to Policy

4.01, Sick Leave and Policy 4.02, Vacation Leave.

This policy will be administered consistently with the city’s obligations under the Americans

with Disabilities Act, including considering extending leave as a reasonable accommodation.

Out‐Processing

Return of City Property

The separating employee must return all city property at the time of separation, including but

not limited to uniforms, cell phones, keys, and identification cards. Failure to return some

items may result in deductions from final paycheck. See Policy 3.12 Uniforms for additional

information. An employee will be required to sign the Change of Status Form (Appendix E,

Form 4) to deduct the costs of such items from the final paycheck.

Exit Interview

The separating employee shall contact the Human Resources Department as soon as notice

is given to schedule an exit interview. The interview will be on the employee’s last day of work

or other day as mutually agreed upon.

Final Paycheck

The separating employee’s final paycheck will not be direct deposited. Final paychecks, which

may include applicable deductions and payouts will be in the form of an actual, paper check.

The separated employee’s final paycheck will be mailed to the address on file. Unless other

arrangements have been made.

Page 40 of 245

Termination of Benefits

An employee separating from the city is eligible to receive benefits as long as the appropriate

procedures are followed as stated above. Two (2) weeks’ notice must be given and the employee must

work the full two (2) work weeks.

Vacation Leave: Accrued vacation leave will be paid in the last paycheck, according to Policy

4.02 Vacation Leave.

Sick Leave: Accrued sick leave will not be paid in the last paycheck, according to Policy 4.01

Sick Leave

Health Insurance: Health insurance terminates the last day of the month upon termination

date. See Policy 3.07 Consolidated Omnibus Budget Reconciliation (COBRA) for information

about continued health coverage.

Rehire

Former employees who leave the city in good standing and were classified as eligible for rehire may

be considered for reemployment. An application must be submitted to the Human Resources

Department and the applicant must meet all minimum qualifications and requirements of the

position, including any qualifying exam, when required.

Supervisors must consult with the Human Resources Manager or designee prior to rehiring a former

employee. Rehired employees begin benefits just as any other new employee.

Previous tenure will not be considered in calculating longevity, leave accruals, or any other city

benefit.

REAPPOINTMENT AS POLICE OFFICER AFTER RESIGNATION

A person who previously served as a City of Stephenville police officer may apply to the Chief of Police

for reappointment as patrol officer within one (1) year of the effective date of termination if the

applicant for reappointment resigned voluntarily in good standing and holds a valid, current license

as police officer from the Texas Commission on Law Enforcement. Reappointment will not be

considered if the applicant resigned pending disciplinary action or investigation.

An applicant for reappointment shall meet all requirements for entry level patrol. The applicant will

also not be required to take an entrance examination or be placed on the eligibility test.

Upon reappointment, the applicant will be reinstated with all previous longevity and seniority benefits

earned during any previous period of employment with the City of Stephenville Police Department,

including placement on the salary step for patrol officer.

It shall be the Chief of Police’s discretion to determine the applicant’s suitability for reappointment.

In the event the Chief of Police decides the applicant should not be reappointed, the applicant shall

be notified of the decision in writing and the reappointment process is terminated. The Chief of Police

shall forward a copy of this documentation to the Human Resources Manager. If, based on the overall

value of the applicant to the department, the Chief recommends reappointment as patrol officer,

notice of the reappointment shall be given in writing to the Director.

In the event there is no vacancy for patrol officer at the time of application for reappointment, the

Chief may retain the application. Reappointment can be made only within one (1) year of the date of

resignation. If there is no reappointment within two (2) years from date of resignation of the

applicant, the reappointment process is automatically terminated.

Page 41 of 245

Bar from Employment

An applicant or employee whose employment is terminated for violating a city policy or who resigned

in lieu of termination from employment, due to a policy violation, will be ineligible for rehire.

Employees who resign without giving a two (2) week notice and fulfilling their two (2) week notice will

not be eligible for rehire.

Page 42 of 245



Chapter2: PERSONNELACTIONSANDRECORDS

2.07Retirement



PURPOSE:

Toprovideinformationtoemployeesonretirementguidelinesandbenefits.

POLICY:

TheCityofStephenvilleisamemberoftheTexasMunicipalRetirementSystem(TMRS),whichisgovernedby

theStateofTexaslegislature.Participationinthesystemismandatoryforallregularfulltimeemployees

workingthenumberofhoursrequiredbyTMRS.Employeecontributionstothesystemwillbedeductedfrom

eachpaycheck.Employeeswhoretiremustnotifytheirdepartment director and the Human Resources

Departmentinwritingatleastone(1)monthbeforetheplannedretirementdate.



A. BenefitsEligibility

1. InorderforanemployeetobeconsideredretiredwiththeCityofStephenville,theemployee

mustbequalifiedforserviceretirementfromTMRSimmediatelyuponseparationfromthe

city.Generally,employeesmayretireafter240months(20years)ofTMRScredit,regardless

ofage.MilitaryServicecredittowardearlierretirement.SeePolicy3.09TMRSRetirement

PlanformoreinformationorcallTMRSat1‐800‐924‐8677.

2. Anemployeewhoretiresfromactivedutywithfive(5)yearscurrent,continuousfulltime

employmentwiththeCityofStephenvilleiseligibletopurchasehealthinsurancecoverageas

providedbythecity’sgrouphealthinsurancecarrier,unlessthepersoniseligibleforother

grouphealthbenefitscoverage.

3. Eligibilityforparticipationinthecity’sgroupinsuranceplanwillceaseiftheretireebecomes

eligibleforanotheremployer’sgroupplan.Theretireeisrequiredtonotifythecityofmedical

insurancebenefitsprovidedbyothergroupinsurance.Ifaretireefailstodiscloseevidence

of medical insurance benefits providedbyanothergroupplan,theretiree’s eligibility and

enrollmentshallbeterminatedimmediately.

4. Participation in the city’s health and dental insurance program ceases upon the date of

eligibilityforMedicarefortheRetireeanddependentsunlessotherwisestipulated.

5. Tobeeligibleforretireehealth/dentalcoveragetheemployeemustreturntheformwhich

theyreceiveviatheUnitedStatesPostalServicefromNational Benefit Services (NBS), or

currentserviceprovider,withthemedicaland/ordentalchoicesselectedbythedateonthe

form.

6. Dependents that are on the city’s medical/dental plan at the time of retirement may be

maintainedthroughCOBRA.Retireesmaynotadddependentstoinsuranceafterretiring.

7. Theretireeisresponsibleforremittingtheamountofthepremiumatthetimespecifiedto

theinsurancecarrier.Iftheretireefailstoremittherequiredamounttotheinsurancecarrier

atthetimerequired,thecoveragewillterminateandmedical/dentalinsurancecoveragewill

cease.

8. The Stephenville City Council approved a Supplemental Death BenefitOptionwithTMRS

whichprovidesadeathbenefitof$7,500forTMRSretirees.

9. ThecityreservestherighttochangetheSupplementalDeathBenefitand/oreligibilitycriteria

atanytimeatthecity’sdiscretion.Thepolicyisnotintendedtobeacontract.Benefit

changestothecity’sgroupmedical/dentalplanshallapplyto

retireesenrolledinthe(COBRA).

Notification

ofanychanges

totheplanwillcomethroughtheUnitedStatesPostalService.

Page 43 of 245

10. Oncearetiree’sparticipationintheCity’sCOBRAplanhasbeenterminatedforanyreason,it

shallnotbereinstated.



B. RetirementGifts

1. ItisthepracticeoftheCityofStephenvilletogivespecialrecognitiontoemployeesatthe

timeoftheirretirement.

2. Therecipientmusthavebeenemployedwiththecityforaminimumoftwenty(20)yearsto

beeligibleforaretirementgift.

3. Anyemployeewhohasbeenemployedwiththecityfortwenty(20)yearsormorewillreceive

agiftcertificate intheamountofonehundreddollars($100)goodtowardsitemsofyour

choiceatmanylocations.Itemsincluderestaurants,shoppingstores,whichincludegroceries,

clothing,hunting&fishing,householdandmore.Thecitymayalsoholdasmallreception

withcakeandpunchatthediscretionoftheemployee.Invitationsmaybesenttofamily

membersoftheretiredemployee,andpreviousretireesofthecity.







Page 44 of 245



Chapter3: EMPLOYEEBENEFITS

3.01EmployeeBenefits



PURPOSE:

TocommunicatethewiderangeofthebenefitsprovidedbytheCityofStephenvilletoemployees.

POLICY:

Benefit eligibility is dependent upon a variety of factors, including employee classification and length of

employment.Detailsofmanyofthesebenefitsmaybefoundelsewhereinthepolicymanual.



Thefollowingbenefitsareavailabletoeligibleemployees;



• HealthInsurance(Policy3.02)

• CareFlite&AirMedInsurance(Policy3.03)

• LifeInsurancethroughTMRS(Policy3.04)

• Workers’CompensationInsurance(Policy3.05)

• Workers’CompensationWageSupplement(Policy3.06)

• COBRA(Policy3.07)

• DeferredCompensationPlan(Policy3.08)

• TMRSRetirementPlan(Policy3.09)

• TuitionReimbursement(Policy3.10)

• EmployeeAssistanceProgram(Policy3.11)

• Uniforms(Policy3.12)

• InsuranceOpt‐Out(Policy3.14)

• CertificationPay(Policy3.15)

• BilingualPay(Policy3.15)

• SickLeave/Buy‐Back(Policy4.01)

• VacationLeave(Policy4.02)

• HolidayLeave(Policy4.03)

• FamilyandMedicalLeave(Policy4.04)

• PersonalLeaveWithoutPay(Policy4.05)

• MilitaryLeave(Policy4.06)

• Funeral/BereavementLeave(Policy4.07)

• Jury&WitnessDutyLeave(Policy4.08)

• VotingTimeOff(Policy4.09)

• LongevityPay(Policy5.06)







Page 45 of 245



Chapter3: EMPLOYEEBENEFITS

3.02HealthInsurance



PURPOSE:

TocommunicatethehealthinsuranceprogramsforCityofStephenvilleemployees,andtoidentify

eligibilityrequirements.



DEFINITIONS:

Spouse:AhusbandorawifeasdefinedorrecognizedunderFederallawforpurposesofmarriage.

CommonlawmarriageshallrequirepresentationofacertifiedcopyoftheDeclarationofInformal

Marriage.Spousesfrommarriagesareconsideredeligiblefamilymembers.



POLICY:

TheCityofStephenville’shealthinsuranceplansprovideemployeesandtheirdependent(s)access

to health insurance benefits. Only employees in the following employment classification are

eligibletoparticipateinthehealthinsuranceplan:

 Fulltimeemployees



Healthinsurancebenefitsareeffectivethefirstdayofthecalendarmonth,afterthedateofhire.

Eligibleemployeesmayparticipateinthehealthinsuranceplan subject to all terms and

conditionsoftheagreementbetweenthecityandtheinsurancecarrier.Eachnewemployeeis

requiredtocompletetheirenrollmentonlineatthetimefulltimeemploymentbegins.

Thecitycouncilmayattheirdiscretionrequireemployeestopayaportionofthecostofthe

employee’shealthinsurance.ThisparticipationwillbeconsideredbythecouncilinAprilofeach

year.

Thecity offersemployeestheoptionto purchasedependenthealthand dentalinsuranceas

describedbelow:

1. Aspousewillbecoveredwhendefinedbyaformalmarriagecertificateoracertified

copy of a Declaration of Informal Marriage. The city does not cover a common law

spousewithoutthedeclaration.

2. Biologicalorlegallyadoptedchildrenoftheemployeeorofthe employee’s lawful

spousewillbecovered.



Achangeinemploymentclassificationthatwouldresultinlossofeligibilitytoparticipateinthe

healthinsuranceplanmayqualifyanemployeeand/ordependent(s)forbenefitscontinuation

under the Consolidated Omnibus Budget Reconciliation Act (COBRA). See Policy 3.07

ConsolidatedOmnibusBudgetReconciliationAct(COBRA)formoreinformation.



ContacttheHumanResourcesDepartmentforadditionalinformationabouthealthinsurancebenefits.

Page 46 of 245



Chapter3: EMPLOYEEBENEFITS

3.03AirAmbulanceInsurance



PURPOSE:

Tocommunicatetheairambulanceinsuranceprogramfortheemployeesandtheirfamily

membersandtoidentifyeligibilityrequirements.



POLICY:

TheCityofStephenvilleprovidesinsurancewithCareFliteandAirEvacserviceforallfull‐time

employeesandanyfamilymemberslivingintheirhousehold.

Thoseeligibleincludefull‐timeemployees;anypersonlivinginthehousehold;anychildwhoisa

collegestudent,butisawayattendingcollege.Allemployees,dependentsorparticipantslisted

musthaveinsurancefromeitherthecity’sinsuranceplanoranotherinsurancecompany.



Page 47 of 245



Chapter3: EMPLOYEEBENEFITS

3.04LifeInsurance



PURPOSE:

TocommunicatethelifeinsuranceprogramforCityofStephenvilleemployees,andtoidentify

eligibilityrequirements.



POLICY:

Lifeinsuranceoffersemployeesimportantfinancialprotection.TheTexasMunicipalRetirement

System(TMRS)providesallemployeesofabasiclifeinsuranceplanofonetimestheirannual

wage. The City of Stephenville offers employees the option to purchase supplemental life

insurance for themselves and their dependents. Employees in the following employment

classificationsareeligibletoparticipate:



□

Fulltimeemployees

□

Part time employees with TMRS benefits

EligibleemployeesparticipateintheTMRSlifeinsuranceplansubject to completion of the

mandatoryTMRSenrollmentform.Eachneweligibleemployeemustcompleteenrollmentforms

atthetimeemploymentbeginsoratthetimeofstatuschangecauseseligibility.



ContacttheHumanResourcesDepartmentforadditionalinformationaboutthisorotherlife

insurancebenefits.



Page 48 of 245

Chapter 3: EMPLOYEE BENEFITS

3.05 Workers’ Compensation Insurance

PURPOSE:

To describe the City of Stephenville’s Workers’ Compensation Program and the reporting

procedures to follow when workers’ compensation insurance may apply.

POLICY:

The City of Stephenville complies with the Texas Labor Code in the provision of workers’

compensation insurance coverage for its employees. This program covers an injury or illness

sustained in the course of employment, subject to applicable legal requirements and workers’

compensation guidelines. Workers’ compensation insurance coverage begins immediately upon

employment with the city.

Employees who sustain work-related injuries or illnesses must inform their supervisor

immediately. No matter how minor an on-the-job injury may appear it must be reported. It is

imperative that the supervisor then notifies HR of the accident/injury.

Neither the city nor the workers compensation insurance carrier will be liable for the payment of

workers’ compensation benefits for injuries that occur during an employee’s participation in an

off-duty recreational, social, or athletic activity sponsored by the City or for outside employment.

Time off on workers’ compensation leave will not be counted as time worked for the

purposes of determining overtime. FMLA will run concurrent with workers compensation

absences. See Policy 4.04 Family and Medical Leave for more information

Employee contributions to TMRS may be made on a voluntary basis through a special arrangement

with the City while an employee is in a leave without pay status. It is the employee’s responsibility

to initiate such an arrangement by timely contracting Human Resources and completing the

necessary paperwork.

Employees must comply with the instructions and restrictions of the treating physician. Failure to

comply may result in corrective action up to or including termination.

A. REPORTING PROCEDURES

1. When an accident/injury occurs, whether medical treatment is necessary

or not, the employee must report the accident/injury to their supervisor.

2. The supervisor must then follow the steps below:

a. Verbally notify HR, if time permits, and obtain an authorization to treat

at a city- approved facility, if needed. If the situation is a true life-

threatening emergency, please proceed immediately for care, without

HR authorization.

b. Transport the employee for medical treatment to an approved city

medical facility or contact emergency transportation if an employee is

unable to drive.

Page 49 of 245

c. If after normal operating hours, have the employee contact the Human

Resource Manager the following morning for a prescription form; if

needed.

d. If the employee goes to the emergency room for treatment, ensure

they follow up with a City-approved physician before returning to

work.

Have the employee complete the “Employee Accident-injury” form

(Appendix E, Form 36)

Bring all forms to the Human Resources (HR) immediately upon

completion, but not later than the next business day.

Complete the “Preventative Action Plan” (Appendix E, Form 37) within fifteen

(15) days after injury/accident and return to HR.

For additional information on workers’ compensation, visit the Texas Workers’

Compensation Commission online at http://www.tdi.gov/wc//indexwc.html

contact Human Resources.

Also see Chapter 3.06 Workers’ Compensation Wage Supplement for additional information.

Page 50 of 245

Chapter 3: EMPLOYEE BENEFITS

3.06 Workers’ Compensation Wage Supplement

PURPOSE:

To describe the Workers’ Compensation wage

POLICY:

The city offers a wage supplement option for an employee who sustains an injury on the job:

Employees who use the city’s occupational health provider and receive Temporary Income

Benefits (TIB) from the city’s Worker’s Compensation insurance carrier may receive a

wage supplement from the city for up to one year. In order to receive wage supplement,

the employee must use the city’s occupational health provider, a physician referred by the

city’s occupational provider, or a physician referred by Texas Municipal League

Intergovernmental Risk Pool unless hospital emergency room treatment is necessary. If

hospital treatment is necessary, subsequent outpatient care shall be with the city’s

occupational health provider or physician referred by the Texas Municipal League

Intergovernmental Risk Pool.

A. Texas Workers’ Compensation Act

When an employee is injured within the course and scope of their employment for the

City of Stephenville, the employee is eligible for Workers’ Compensation payments

pursuant to State Law. Workers’ Compensation pays for:

• Reasonably required and necessary medical treatment

• A statutory amount, based on the employee’s average weekly wage and weekly

benefits in lieu of wage for inability to work due to an on the job injury or

occupational illness; no wage increase while out on workers’ compensation

• Additional monetary benefits for permanent disability suffered as a result of the

on the job injury or occupational illness

• Death benefits

Workers’ Compensation entitlements are subject to being denied or discontinued based

on the following grounds covered in the Texas Workers’ Compensation Act:

1. The injury occurred while the employee was in a state of intoxication or under the

influence of illegal drugs

2. The injury was caused by the employee’s willful intention to attempt to injure him

or herself or to unlawfully injure another person

3. The employee’s horseplay was the cause of the injury

4. The injury arose out of an act of a third person intending to injure the employee

because of personal reasons and not directed at the employee as an employee or

because of their employment

Page 51 of 245

5. The injury arose out of voluntary participation in an off-duty recreational, social,

or athletic activity not part of the employee’s work-related duties, except where

these activities are a reasonable expectancy of or are expressly or implicitly

required within the scope of the employee’s job duties.

As provided by law, Workers’ Compensation benefits are subject to a seven (7) calendar

day waiting period. Employees will begin earning Workers’ Compensation weekly benefits

after the seventh day of an on the job injury that requires absence from work. Covered

employees who are absent from work due to an on the job injury, for less than seven days,

will be on the payroll in workers’ compensation pay status.

**Note: An employee may select a physician of their own choice to administer treatment

in connection with the on the job injury. However, city wage supplement and Workers’

Compensation benefits will only be provided when using the city’s occupational health

care provider or a physician referred by the Texas Municipal League, unless hospital

emergency room treatment is necessary.

If an employee was not taken off work by the treating physician but doesn’t feel well

enough to come to work, he/she must return to the treating physician for evaluation. If

the physician’s release says the employee may return to work and the employee decides

not to, the employee must use his/her own accrued sick leave. If no sick leave is available,

the employee must use his/her accrued vacation leave.

B. Temporary Income Benefits

Temporary Income Benefits (TIB) will be paid weekly by the city’s Workers’ Compensation

carrier beginning on the eighth (8

) day of lost time injury leave and will continue until

the employee reaches Maximum Medical Improvement (MMI). TIB is paid at the rate of

approximately 70% of the injured employee’s average weekly wage.

This will result in the employee receiving approximately 85% of gross pay because TIB are

not subject to income and social security tax.

The city continues to supplement the injured workers’ wage so that there is no reduction

in pay. Therefore, supplemental check(s) received from the Texas Municipal League (TML)

must be endorsed by the employee and turned in to Human Resources. Please consult

Human Resources for more information.

C. Wage Supplement Rules

Wage supplement payments may be suspended or forfeited at any time for the injured

employee’s failure to comply with city policies, procedures or directions.

The following list contains examples of grounds for suspension or forfeiture of wage

supplement payments:

1. If the employee engages in work, whether paid, unpaid or as a volunteer, while

off work from the city regardless of when the position was accepted

2. If the employee is terminated or resigns for any reason

Page 52 of 245

3. If the employee fails or refuses to comply with instructions or the advice of the

treating physician

4. If the employee fails to act in a manner consistent with being off work

convalescing

5. If workers compensation indemnity payments are stopped

6. If the employee refuses to accept or perform a different or light duty job with the

city that is within the employee’s physical capacity and for which the employee is

able, qualified, and/or could be trained

7. If the employee refuses to submit to any independent medical examination or

treatment in accordance with the Texas Workers Compensation Statute

8. If the employee refuses to return to regular duty after being released by the

treating physician

9. If the employee fails to report the injury within twenty-four (24) hours without

good cause for the delay as determined by Human Resources

10. If the employee fails to keep Human Resources informed on a weekly basis as to

the status of the injury when off work receiving Workers’ Compensation payments

11. If the employee refuses to cooperate with Human Resources in ascertaining facts,

information, and requests concerning the status of the injury

Page 53 of 245



Chapter3: EMPLOYEEBENEFITS

3.07ConsolidatedOmnibusBudgetReconciliationAct(COBRA)



PURPOSE:

Tooutlinetheeligibilityandproceduresforextendedhealthinsurancethroughthefederal

ConsolidatedOmnibusBudgetReconciliationAct(COBRA).



POLICY:

COBRA gives employees and/or dependent(s) the opportunity to continue health insurance

coverageundertheCityofStephenville’shealthplanwhenaqualifyingeventwouldnormally

resultinthelossofeligibility.Somecommonqualifyingeventsareresignation,terminationof

employment, death, reduction in hours, an employee’s divorce or legal separation, or a

dependentchildnolongermeetingeligibilityrequirements.

UnderCOBRA,theemployeeorbeneficiarywillpaythefullcostofcoverageatthecity’sgroup

rateplusanadministrativefee.Whenaqualifyingeventoccurs,contacttheHumanResources

DepartmenttodetermineCOBRAeligibility.



Page 54 of 245



Chapter3: EMPLOYEEBENEFITS

3.08DeferredCompensationPlan



PURPOSE:

Tooutlineemployeeeligibility,contribution,andbenefitsofvoluntaryparticipationinthe457

DeferredCompensationPlan.



POLICY:

The457DeferredCompensationPlanhasbeenestablishedtoprovideemployeeswitha

voluntaryinvestmentoptiondesignedtosupplementtheemployee’sincomeat

retirement.



Employeesinthefollowingemploymentclassificationsareeligibleforparticipationinthe457

DeferredCompensationPlan:

 Fulltimeemployees

 Parttimeemployeeswithretirementbenefits



The457DeferredCompensationPlanpermitsanemployee,onavoluntarybasis,toauthorizea

portionoftheirwagetobewithheld,taxdeferred,andinvested.Eligibleemployeesmayenroll,

make changes, or stop deductions at any time in the 457 Deferred Compensation Plan.

Employees contribute up to a fixed amount that is set annually by IRS. Neither the deferred

amount nor earnings on the investments are subject to current federal income tax. Various

investmentoptionsareavailabletobestmeetindividualretirementobjectives.



Foradditionalinformation,pleasecontacttheHumanResourcesDepartment.



Page 55 of 245



Chapter3: EMPLOYEEBENEFITS

3.09TMRSRetirementPlan



PURPOSE:

ToidentifyeligibilityrequirementsforemployeestoparticipateintheTexasMunicipalRetirement

System(TMRS).Theretirementsystemisadministeredonastate‐widebasis.



POLICY:

ParticipationintheTexasMunicipalRetirementSystem(TMRS)systemprovidesformonthly

pensionbenefitsatretirement.



A. EligibilityforEnrollment

Atthetimeofemployment,alleligibleemployeesareenrolledintheTMRSpension

plan.EmployeesinthefollowingemploymentclassificationparticipateinTMRS:

 Fulltimeemployees

 Parttimeemployeesinpositionbudgetedtoworklessthan2080butatleast

1,000hoursayear(ParttimeemployeeswithRetirementbenefits)



B. Contributions

Contributionratesandotherpoliciesofthecity’sTMRSplanaredeterminedbythe

citycouncilandaresubjecttochange.

1. ContributionstoTMRSaremandatoryforeligibleemploymentclassifications

describedabove

2. Currently,theemployeecontributes6%oftheirearningseachpayperiod.

Thecontributionsaretaxdeferredandmadethroughpayrolldeduction.

Vestinggenerallyoccursfive(5)yearsafterthefirstcontribution.

3. Currently,thecity’scontributionsareapproximately2to1(about12%)



C. InterestEarnings

Employeedepositsearninterestonanannualbasis,creditedtotheemployee’saccount

eachyearonDecember31st.Proratedinterestoccursonlyduringtheyearinwhichthe

employeeretires.



D. BenefitsatRetirement

1. Generally,employeesmayretireafter240months(20years)ofTMRScredit,

regardlessofage.MilitaryServiceorpreviousgovernmentemploymentmay

contributeservicecredittowardearlierretirement

2. TMRSbenefitswillbebasedonyearsofservice,wage,theemployeeandcity

contributionstotheaccount,andtheretirementoptionselected

3. Employees must contact the Human Resources Department at least one (1)

month before the planned retirement date to allow for completion of

paperwork

Page 56 of 245

E. TMRSSupplementalDeathBenefits

The Stephenville City Council approved a Supplemental Death Benefit Option which

providesadeathbenefitequivalenttotheannualwageforcurrent employees and

$7,500forretireesofthecity.



For additional information, please consult the TMRS Benefits Guide available online at

http://www.tmrs.com.







Page 57 of 245



Chapter3: EMPLOYEEBENEFITS

3.10TuitionReimbursement



PURPOSE:

ToprovideemployeeswiththeprocedurestoaccessandutilizetheCityof

Stephenville’sTuitionReimbursementProgram.



POLICY:

Inrecognitionofthelong‐rangecontributionthatadditionaljobrelatededucationcanmakein

continuedqualityservicetothecommunity,educationalexpensereimbursementisofferedto

eligibleemployeesonalimitedbasisaccordingtothefollowingguidelines:

 Fulltimeemployees

 Mustbeemployedwiththecityacontinuousyearbeforesubmittinganapplication

fortuitionreimbursement



A. Eligibility

1. Educationalcoursesmustbetakenfromanaccreditedcollegeoruniversity.For

thepurposesofthispolicy,accreditedshallmeananinstitution of higher

education recognized by the U.S. Department of Education

(http://ope.ed.gov/accreditation/search.aspx)orTheCouncilforHigher

EducationAccreditation(http://www/chea.org/search/search.asp).



2. Theemployeemusthaveafieldofstudy,commonlyknownasamajor,declared

withthe employee’schosencollegeor university. Onlythose fieldsof study

that, in the judgment of the employee’s department director andtheCity

Manager’s Office, are related to the employee’s current job classification or

which will enhance the employee’s potential for advancement to a position

within the city are considered under this program.  Single courses in self‐

improvementorcontinuingeducationprogramsnotleadingtoadegreedonot

qualifyunderthisprogram.



3. Themaximumnumberofhourseligibletobereimbursedpersemesterissix(6)



4. Tobeeligibleforreimbursement,completionofthecoursewithapassinggrade

of“C”orbetterforundergraduatelevelisrequired,or“B”orbetterforgraduate

levelwork.



5. Employees receiving tuition assistance from a source that does not require

repayment(Veteran’sbenefits,grants,scholarships,etc.)arerequiredtosubmit

reimbursement requests for the balance of the tuition not covered by the

alternatesource



Page 58 of 245

B. ProceduresandResponsibilities

Anemployeeconsideringreimbursementunderthetermsofthisprogrammustmake

applicationtothecitypriortoenrollmentinqualifiedcourses.Theemployeemustnotify

theirdivisiondirectorpriortoAugust1

eachyearforbudgetingpurposes.

1. Tuition reimbursement will be paid only if the courses and degree plan in

questionhavebeenpre‐approved

2. The employee must complete and submit to their Department Director the

ApplicationforDegreePlanApprovalform(AppendixE,Form6),alongwitha

complete degree plan outlining required courses and a signed Tuition

Reimbursement Agreement (Appendix E, Form 7). The Department Director

willenterarecommendationastoapprovalofthedegreeplanandthenforward

the application to the Human ResourcesDepartment.TheHumanResources

Manager will review the application for completion and forward to the City

Administrator’sofficewithrecommendationsforapproval

3. The decision of the City Administrator or designee is final. IftheCity

Administratorapproves the field of study, all courses in the degree plan are

eligible for reimbursement subject to the availability of funds in the City’s

AnnualOperatingBudget.Reimbursementwillbepaidat100%oftheeligible

tuitionrateuptoamaximumof$1,200annually

4. Eligibletuitionrateisdefinedastheresidenttuitionrateestablishedbythestate

or county college attended for undergraduate or graduate level work. If

attendance is at an institution other than a state or county college,

reimbursementwillbebasedontheaveragetuitionrateforstateschoolswithin

theregionasdeterminedbytheHumanResourcesDepartment

5. Mandatoryfeesshallbereimbursedat50%,excludinglatefeesandinterestfor

delayed payment plans. Eligible fee rate is defined as the resident fee rate

established by the state or county college attended for undergraduate or

graduatelevelwork.Ifattendanceisataninstitutionotherthanastateorcounty

college,reimbursementwillbebasedontheaveragefeerateforstateschools

withintheregionasdeterminedbytheHumanResourcesDepartment

6. Priortothe commencement of eachsemester,theemployeemustsubmit a

CoursePre‐approvalRequest(AppendixE,Form8)totheHumanResources

DepartmentnotifyingtheCityofthecoursestobetakenthatsemester

7. Uponcompletionofthecoursetheemployeemustsubmitoriginaltuitionand

textbookreceipts,gradereports,andtheReimbursementRequest(Appendix

E,Form9)totheHumanResourcesDepartmentforreimbursementwithin30

daysofthefinalgradereporttobeeligibleforreimbursement

8. Booksandcoursematerialswillbereimbursedwithappropriatereceiptsupto,

butnotexceeding,theamountofthetuitionreimbursedforthecourse

9. Theemployeewhoreceivestuitionreimbursementmustremaininserviceto

theCity,asafulltimeemployee,foratleasttwo(2)yearsbeyondthedateof

reimbursement;otherwise,allsumsfortuitionandbookspaidbytheCityover

thepasttwo(2)yearsmustberefundedtotheCity.Asaconditionofreceiving

tuition reimbursement, the City may deduct any sums owing from the

employee’sfinalpaycheckfromthecity



Page 59 of 245

10. TheEmployeeagreestorefundtheCityofStephenvillethefullamountofthe

tuitionandbookreimbursementprovidedduringtheyearprecedingvoluntary

resignation.AnemployeeapplyingfortuitionreimbursementwillsignaTuition

Reimbursement Agreement (AppendixE,Form7)acknowledging the

requirementsandagreeingtosuch

11. UndernocircumstanceswilltheCitypayanyemployeemorethan$1,200per

year.(RefertoGuideline#3above)



Page 60 of 245



Chapter3: EMPLOYEEBENEFITS

3.11EmployeeAssistanceProgram



PURPOSE:

Tocommunicatetheavailabilityoffreecounselingandreferralassistanceforfulltime

employeesoftheCityofStephenvillethroughtheEmployeeAssistanceProgram(EAP).



POLICY:

TheCityofStephenvilleoffersanEmployeeAssistanceProgram(EAP)toemployeesthat

provideconfidentialshort‐termcounselingforemployeesand/ortheirdependent(s).

Areasforcounselinginclude,butarenotlimitedtomaritalandfamilyconflicts,drugsandalcohol

use,joboremotionalstress,depression,andgrief.Individualcounselingforimmediatefamilyis

availableforuptosix(6)sessionsperincidentperyearatnocost.Consultyourinsurancematerial

ortheHumanResourcesDepartmentforthetelephonenumberoftheEAP.



Page 61 of 245



Chapter3: EMPLOYEEBENEFITS

3.12Uniforms

PURPOSE:

Toestablishastandardregardingemployeeuniforms,theconductemployeesmustexhibit

whileinuniform,uniformmaintenance,andthereturnofuniformsuponseparationfrom

thecity.



POLICY:

A. Uniforms

Employeeswhoarerequiredtowearuniformswillbeprovideduniforms,complete

withrequiredinsignia,etc.,uponemploymentinmostdepartmentsorafterprobation

inotherdepartments.Employeeswhoarefurnisheduniformsmust wear the

regulation uniforms while performing work for the city, except when special

circumstancesorwork conditionsexist.Employeesmaynotwearcityuniformsfor

other than city work. However, uniforms may be worn to and from work, while

performing specific assigned or approved functions, running errands during lunch

periods,orwithapprovaloftheirdirector.

B. UniformConduct

Noemployee,whilewearinganycityattire,shallpurchase,possess or consume

alcoholic beverages in public. No uniformed employee shall use tobacco products

while time spent in city‐owned, rented, or leased vehicles or equipment. Police

officerswhohaveconfiscatedalcoholortobaccoproductswithin the scope of

employmentareexemptfromthispolicyforthattimeperiod.SeePolicy6.05Tobacco

Useformoreinformation.

C. UniformMaintenance

Theemployeewillberesponsibleforallcleaningandcareoftheuniforms,unlessthis

serviceisprovidedunderaleaseagreement.Cityuniformsmustbeingoodcondition.

Theemployee’simmediatesupervisorwilldeterminewhetheranemployee’suniform

iscleanandserviceable.Replacementuniformswillbefurnishedatthecity’sexpense

on an as needed basis and as funding allows. Supervisors are responsible for

determiningtheneedforuniformreplacement.Uniformsdamagedduetoemployee

carelessnessornegligencewillbereplacedattheemployee’scost.

D. UniformsatTermination

Employees who separate employment for any reason must return all uniforms and

insigniaissuedbythecity.Supervisorsareresponsiblefortheremovalandreturnofall

identifying patches and insignia. Employees must sign the Wage Deduction

AuthorizationAgreement(AppendixE,Form10)atthetimetheuniform(s)is/areissued.

Bysigningthe form,theemployee agreesto returnall city issued uniforms with city

patches and/or insignia at separation of employment. Failure todosomayresultin

deductionfromthefinalpaycheckequaltothereplacementvalueoftheitem(s)not

returned.

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

Chapter3: EMPLOYEEBENEFITS

3.13OptOut



PURPOSE:

TodefinetheOptOutprogramattheCityofStephenville.



POLICY:

Aneligibleemployeecoveredbyanotherprivateinsureroremployersponsoredgroupmedical

planmayoptoutofthecityprovidedemployeemedicalinsurancecoverageatdateofhireor

duringannualopenenrollmentperiod.Anemployeewhochoosestoopt‐outwillbe

compensatedanamounttoone‐half of the city’s per employee cost of providing medical

insurance in lieu of medicalbenefits.



EmployeeseligibleforMedicarearenolongereligibleforthecityprovidedmedicalinsurance

plan,butwillbecompensatedatanamountequaltotheamountpaidforeligibleemployees.



Ifemployee(s)choosetoOptOutofthegroupinsurancecoverageforthemselves,theymust

providetheHumanResourcesDepartmentwithproofofinsurancecoverageandtheWaiver

ofGroupHealthInsurance(OptOut)(AppendixE,Form22)



Page 63 of 245

Chapter 3: EMPLOYEE BENEFITS

3.14 Certificate Pay

PURPOSE:

The purpose of this policy is to outline the parameters of certification pay.

POLICY:

The City of Stephenville is committed to the employee’s educational growth and development.

In addition to an employee’s regular earnings, an employee who obtains certification may be

eligible for certification pay.

Eligible employees are required to provide their supervisor, department director and/or Human

Resources with proof of eligibility (certificate) before certification pay will be awarded. Human

Resources will generate a Change of Status Form (Appendix E: Form 4). Certifications must be to

improve and enhance the performance of their duties as public employees in their department.

All paperwork must be generated and returned with approvals to Human Resources within three

(3) pay periods of the employee being hired or receiving the proof of eligibility for certification

pay in order for payment to be retroactive. Certification pay is included in 26 pay periods.

If an employee is currently receiving certification pay and transfers to another department which

does not require that certification, the employee no longer receives certification pay while in

that department, unless it is a temporary assignment given by the city manager or department

director.

If the certification requires renewal and the employee fails to renew the certification and turn

in the paperwork, the certification will be dropped until proof of renewal is received in Human

Resources.

Fire Department

Intermediate Fire Certificate

$360

per year

Advanced Fire Certificate

$360

per year

Master Fire Certificate

$360

per year

Paramedic Certification

$3,000

per year

EMS Instructor Certificate

$360

per year

Fire Investigator Certificate

$360

per year

The above certification pay is cumulative, with the exception of Paramedic Certification. For

example, if the employee had an Intermediate Fire Certificate and then received the Advanced

Certification, the employee would receive $720 per year. The maximum number of certificates

an employee will receive pay for is three (3) not including Paramedic Certification.

Page 64 of 245

Police Department

Dispatch Intermediate Certificate

$360

per year

Dispatch Advanced Certificate

$360

per year

Dispatch Master Certificate

$360

per year

Peace Officer Intermediate Certificate

$360

per year

Peace Officer Advanced Certificate

$360

per year

Peace Officer Master Certificate

$360

per year

The above certification pay is cumulative. . For example, if the employee had and Intermediate

Certificate and received the Advanced Certificate, the employee would receive $720 per year.

Shift Differential $48.08/ per pay period and

$88.48/ per pay period depending on the shift

Parks & Recreation Department

Pesticide Applicator Certification

$360

per year

Aquatic Facilities

$360

per year

License Irrigator

$360

per year

The above Parks and Recreation certification pay is cumulative. For example, if the employee has

a Pesticide Applicator Certification and obtains an Aquatic Facilities certification, the employee

would receive $720 per year.

Page 65 of 245



Chapter3: EMPLOYEEBENEFITS

3.15BilingualPay



PURPOSE:

To better serve the community, it is the policy of the City of Stephenville to recognize and

compensateregularfullorparttimeemployeeswhoareabletodemonstratetheirbilingual

abilitythroughsuccessfullypassingalanguagefluencytest.



POLICY:

Theintentofthispolicyistocompensateemployeeswhoareregularlyutilizedfortheirbilingualskills.



 EmployeeswhohavebeenapprovedBilingualPaywillreceiveBilingualCertificationPayof$50per

month



DEFINITIONS:



EligibleEmployees:Regularfullorparttimeemployeeswhohavebeenidentifiedby

their department director/supervisorbasedupontheneedsofthe department.

Eligibleemployeesmusthavedirectcontactresponsibilitiesthatrequirefluentverbal,

writtenorreadingskillsotherthanEnglishonacontinuingandfrequentbasis.



ExcludedEmployees:Departmentdirectors,seasonalandtemporaryemployees,are

noteligibleforlanguagepay.



Eligiblelanguages:Atthistime,theonlylanguageidentifiedisSpanish.Other

languagesmaybeidentifiediftheneedsofthecitychange.



Note:Eligibleemployeesmustbeabletosuccessfullypassthelanguagefluencytestthatis

administeredbyHumanResources.Employeesmaybeaskedtoreaffirmtheirlanguageskills

atanytimeatthediscretionofthedepartmentdirector.



PROCEDURE:

1. Department directors are responsible for identifying employees within their

departmentwhomayqualifyforbilingualtestingbaseduponthedepartment’sneeds



2. Department directors are responsible for completing the Bilingual Certification

Request for Testing and Pay (Appendix E, Form 30)andsubmittingittoHuman

Resources



Page 66 of 245

3. Once approved, the Human Resources Department will coordinate language

proficiencytesting

4. T

hetestwillbeconductedoncity‐paidtime.Ifanemployeefailstomeetthetest

standards,theemployeemustwaitsix(6)monthsbeforesubmittingarequesttothe

departmentdirectortobereconsider

edforbilingualpay

5. Any

employee receiving bilingual certification pay is expected to assist other non‐

bilingualemployeesinanydepartmentandthepublicasneeded.Theymayalsobe

requiredtoreporttoworkduringemergenciesand/ordisasterreliefefforts

6. Eachdepartmentdirectorisresponsibleforre‐evaluatingtheneedforbilingualskill

onanannualbasisandcontactingHumanResourcesshouldthoseneedschange

7. If

anemployeereceivingbilingualpaypromotes,transfers,ordemotestoap

osition

where

thelanguageskillisnotneeded,orvoluntarilywithdrawsfromthebili

ngual

payprograms,bilingualpaywilldiscontinue

8. Bilingual certification pay may discontinue at any time at the discretion of th

departm

entdirector

Page 67 of 245

Chapter4: LEAVESOFABSENCE

4.01SickLeave/Buy‐Back

PURPOSE:

Toidentifytheguidelinesandproceduresregardingtheaccrual,use,andpaymentofsickleave.

POLICY:

The City of Stephenville provides paid sick leave benefits to eligible employees for periods of

temporaryabsenceduetoillnessorinjury.Paidtimeoffforsickleavewillnotbecountedastime

workedforthepurposesofdeterminingovertime.

EligibleemployeeclassificationforSickLeave:

 Fulltimeemployees

A. Accrual

Afulltimeemployeeiseligibletoaccrue80hoursofsickleaveperyear,accruedatarateof3.08

hours per pay period.  Full time employees will accrue a max of 960 hours.  Fire Department

employeesworking24‐hourshiftsareeligibletoaccruesickleaveattherateof4.62hoursperpay

periodtotaling120hoursperyear.FireDepartmentemployeeswillaccrueamaxof1440hours.

B. Accumulation

Sickleaveshallaccrueeffectivethefirstdayofemployment.

C. UsesofSickLeave

1. PersonalIllness:Permissibleusesofsickleavearepersonalillness,injury,routinedoctor

appointments,examinationsortreatmentsthatcannotbereasonablyscheduledduringnon‐

workinghours

2. FamilyIllness:Employeesmayusesickleavewhenitisabsolutelynecessarytocarefortheir illor

injuredchild,parent,orspouse.SeePolicy4.04FMLAforadditionalinformation

3. WhileonVacation:Employeeswhobecomeillduringvacationleavemayrequestthetime

bechargedtosickleavewithadoctor’sstatement

4. While on Unpaid Leave of Absence:  Employees on approved personal leave of absence

withoutpaywillnotbeallowedtoconvertleavetimetosickleavetime

D. SchedulingandUsingLeave

Employeeswhoareunabletoreporttoworkduetoillnessorinjurymustnotifytheirimmediate

supervisorbeforethestartoftheworkdayorasmaybeprescribedbydepartmentalpolicybycalling

the telephone number(s) preferred by the supervisor.  The immediate supervisor must also be

contactedoneachadditionaldayofabsence.Aphysician’sstatementisrequiredwhenrequested

bythedepartmentdirector,afteranysurgery,orifabsenceiscontinuousformorethanthree(3)

workingdays.Undernocircumstancesshallsickleavebegrantedinadvanceofaccrual.Employees

arerequiredtocompletethecity’sLeaveRequest(AppendixE,Form11)inordertousesickleave.

Sickleavebenefitswillbecalculatedbasedontheemployee’sbasepayrateatthetimeofabsence

andwillnotincludeanyspecialformsofcompensationsuchasshiftdifferentials.

Page 68 of 245

Atthediscretionofthesupervisor,employeeswhoaredeemedunabletosatisfactorilyperformtheir

jobduetoillnessorinjurymaybesenthomebythesupervisorwithlossofsickleave.SeePolicy

4.04FMLAforadditionalinformationonleave.



E. MisuseofSickLeave

Themisuseofthesickleavebenefitisgroundsforcorrectiveactionuptoandincluding

termination.Themisuseorabuseofsickleaveischaracterizedbyapatternofbehavior,

suchasthefollowingexamples:

1. Misrepresentingtheneedtousesickleave.

2. Falsifyinghealthcareprovidernoticesorreports.

3. Frequentpatternsofsickleaveusesuchasusingsickleavebeforeor

afterholidaysorfollowingapayday.

4. Usingsickleaveasitaccrues

F. PaymentUponSeparation

Ifanemployeeretires,resignsorforanyotherreasonleavesthecity,theemployee

willnotbepaidaccruedsickpayatthetimetheiremploymentterminateswiththe

city



G. SickTimeBuy‐Back

1. Full‐TimeEmployeesonlywillbeeligibletobuybackuptoforty(40)hoursofsicktimewitha

carry‐overbalanceofeighty(80)hoursavailableforthenextyear.Forinstance,onthefirst

payperiodinOctober,ifanemployeehasabalanceof120availablehoursofsicktime,they

canbuyback40hours,whichwouldleaveabalanceof80hoursavailablesicktimetocarryover.

Iftheyhaveonly104hoursavailable,theywouldonlybeabletobuyback24hours,whichleaves

themthe80hourstocarryover.Inorderforanyemployeetoutilizethisbenefit,employees

mustalwayshaveaminimumbalanceof80hoursaftertheybuybackanysicktime



2. Employeeswhousemorethantwenty‐four(24)hoursduringtheyeararenoteligiblefor

theBuy‐Back



3. PaperworkmustbeturnedinnolaterthanNovember1

ofeachyearinordertoqualifyfor

theBuy‐Back.The Buy‐Backpayoutwill beissuedthe pay periodpriortotheThanksgiving

holidayandonaseparatecheck;otherthanpayroll.EmployeesmustcompletetheSickTime

Buy‐BackForm(AppendixE:Form2)andturnitintotheHumanResourcesDepartmentby

thedeadline.Fundsissuedwillbesubjecttocouncilapprovalandbudgeting

Page 69 of 245

Chapter 4: LEAVES OF ABSENCE

4.02 Vacation Leave

PURPOSE:

To provide guidelines and procedures for the accrual, use, and payment of vacation leave upon separation.

POLICY:

Vacation leave with pay is available to eligible employees to provide opportunities for rest,

relaxation, and personal pursuits. Paid time off for vacation leave will not be counted as time

worked for the purposes of determining overtime.

Eligible employee(s) classification for Vacation Leave:

• Full time employees

• Full time sworn public safety employees (Police & Fire)

A. Accrual

The amount of paid vacation leave that full time employees receive each year increases

with the length of their employment as shown in the following schedule:

1. Full Time Employees

a. Upon initial eligibility, full time employees are entitled to earn eighty (80)

hours of vacation each year, accrued monthly at a rate of 3.08 hours per

pay period

• Employees: Earned vacation may not be taken until after

successful completion of introductory period

• Sworn Public Safety: Earned vacation may not be taken until

after six (6) months of service

b. At five (5) years of eligible service, an employee is entitled to ninety-six

(96) hours of vacation each year, accrued monthly at the rate of 3.69

hours per pay period

c. At ten (10) years of eligible service, an employee is entitled to 120 hours

of vacation each year, accrued monthly at the rate of 4.62 hours per pay

period.

d. At fifteen (15) years of eligible service, an employee is entitled to 160

hours of vacation each year, accrued monthly at the rate of 6.15 hours

per pay period.

Page 70 of 245

2. Shirt Firefighters

a. Upon initial eligibility, shift firefighters working 24-hours shifts are

eligible to receive 120 hours of vacation each year accrued at the rate of

4.62 hours per pay period

b. At five (5) years of eligible service shift firefighters working 24-hour shifts

are eligible to receive 144 hours of vacation each year accrued at the rate

of 5.54 hours per pay period.

c. After ten (10) years of eligible service shift firefighters working 24-hours

shifts are eligible to receive 180 hours of vacation each year accrued at

the rate of 6.92 hours per pay period.

d. After fifteen (15) years of eligible service shift firefighters working 24-

hour shifts are eligible to receive 240 hours of vacation each year accrued

at the rate of 9.23 hours per pay period.

B. Accumulation “Carry Over”

The maximum amount of unused vacation that an employee shall be allowed to have at

the beginning of any new fiscal year shall be the amount the employee would normally

accrue in twelve (12) months.

Carry over in excess of the maximum may be allowed if:

1. The employee is not able to take vacation because of the needs of the City;

2. The employee submits a request to Human Resources in writing to be

allowed vacation accrual above the maximum and documents the reason

the employee was unable to take vacation in time to reduce his or her

balance below the maximum; and

3. The City Administrator approves the request for vacation accrual in excess of

the maximum.

C. Scheduling and Using Accrued Leave

Employees must submit a Leave Request Form (Appendix E, Form 11) to their supervisor

to request vacation leave. Approval will be made based on a number of factors including

business needs, staffing requirements, and seniority of employees. Employees are eligible

to use vacation leave, once the employee has completed their introductory period of six

(6) months. Under no circumstances will vacation leave be granted in advance of accrual.

Paid holidays occurring while an employee is on approved vacation will not be charged to

vacation leave. “On-Call” or “Call Back” non-exempt employee’s vacation will be credited,

up to eight (8) hours for call out time worked.

D. Payment Upon Separation

1. If an employee retires or resigns with a two (2) week notice and completes the

two (2) weeks, the employee will be paid for accrued vacation time that has been

earned through the last day of work. At the discretion of the department director

and the city administrator, the two (2) week notice may be waived and accrued

vacation time that has been earned may be paid in lieu of the two (2) week notice.

2. If the employee quits without a two (2) week notice, or fails to work the full two

(2) weeks after notice, no payment for accrued vacation leave shall be made.

3. If an employee leaves the city for any reason during the first year of employment,

no payment will be made for vacation leave

Page 71 of 245

Chapter 4: LEAVES OF ABSENCE

4.03 Holiday Leave

PURPOSE:

To identify the city’s observed holidays and to establish the procedures used for holiday pay.

POLICY:

Holiday leave will be provided immediately upon assignment to the eligible employment

classification. Paid time off for holidays will not be counted as time worked for the purposes of

determining overtime.

Eligible employment classification for Holiday Leave:

• Full Time Employees

A. Observed Holidays

The City of Stephenville observes twelve (12) holidays during the year. The holidays and

dates observed are:

New Year’s Day January 1

Martin Luther King Day Third Monday of January

Presidents’ Day Third Monday in February

Good Friday Friday before Easter

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September*

Veterans Day November 11

Thanksgiving Fourth Thursday in November

Day after Thanksgivi4ng Fourth Friday in November

Christmas Eve December 24

Christmas Day December 25

Floating Holiday **

• In compliance with the Texas Local Government Code Section 142.0013, covered fire-

fighters shall receive a holiday designated as September 11 in lieu of Labor Day.

** Taken at employee’s discretion, with approval of his/her supervisor

B. Holiday Pay

Holiday pay will be calculated based on the employee’s pay rate as of the date of the

holiday. Full time employees of the city will receive holiday pay at eight (8) hours per

observed holiday. Shift firefighters will receive twelve (12) hours of holiday pay for each

observed holiday.

Employees must work the last scheduled day immediately preceding and the first

scheduled day immediately following the holiday unless leave has been previously

approved by the department director or designee or sick leave is used with a doctor’s

note.

Page 72 of 245

C. Holidays on a Day Off

1. On the Weekend: A recognized holiday that falls on a Saturday will be observed

on the preceding Friday or earlier if Friday is also a holiday. A recognized holiday

that falls on a Sunday will be observed on the following Monday.

2. During Vacation Leave: Holidays that occur during a scheduled paid vacation time

will be paid as holidays and will not be charged as vacation.

3. During Sick Leave: An employee who is on FMLA approved leave will receive

holiday pay.

4. Due to Suspension: If an employee is suspended without pay on the day previous,

day of, or day after the observed holiday, the employee is not eligible for a paid

holiday.

5. Due to job related absence: If an employee is off due to a workers’ compensation

injury or illness, the employee will receive their normal workers’ compensation

and will not accrue credit for a holiday.

D. Working on the Holiday

If a non-exempt employee works on a recognized holiday, the employee will receive

holiday pay plus normal wages for the hours worked on the holiday. For example: If an

employee works eight (8) hours on Christmas day, the employee will receive regular pay

for the eight (8) hours worked and holiday pay for eight (8) hours.

Full time, non-exempt essential personnel who are needed in order to provide basic

services during city observed holidays, including employees in public safety, public works

and the recreation center, may take an alternate day off 30 days before or after a holiday.

If an alternate day is not taken during the 60-day time frame, the employee will receive

pay for the holiday in the next pay period, if requested, when submitting time worked. If

the holiday is not requested during the 60-day time frame, it will be forfeited. For

information on emergency call-backs on holidays, see Policy 5.07 On Call/Emergency Call

Back Pay.

Exception: Shift Police and shift Fire personnel will have the annual holidays loaded

into a holiday bank in October and may take the holiday at any time during the year with

supervisor approval. Holidays not taken at the end of the year will be forfeited. If an

employee in this category leaves during the year and has taken, but not accrued, one or

more holidays, it will be deducted from vacation leave accrual. If the vacation leave accrual

doesn’t cover the taken holiday(s), the amount will be deducted from the employee’s final

paycheck.

E. Floating Holiday

In addition to the twelve (12) recognized holidays, employees receive one (1) floating

holiday each calendar year. The Floating Holiday must be used by September 30

of each

fiscal year. To be eligible, a new employee must complete six (6) months of service. The

floating holiday must be approved by the supervisor and may not be used in less than 4-

hour increments. Employees who leave employment with the city will not be paid for an

unused floating holiday, nor may they schedule the floating holiday after their resignation

has been submitted. Employees wishing to observe other holidays other than the city’s

observed holidays may use the Floating Holiday or request Vacation Leave.

Page 73 of 245

Chapter 4: LEAVES OF ABSENCE

4.04 Family and Medical Leave Act (FMLA)

PURPOSE:

To establish the conditions under which an employee may request temporary leave without pay

for family and/or medical reasons, with job protection in accordance with the Family and Medical

Leave Act of 1993 (FMLA).

DEFINITIONS:

Child: A biological, adopted, or foster child, stepchild, legal ward, or child of a person standing in

loco parentis (in place of parent) who is either under age 18, or age 18 or older and requires active

assistance or supervision to provide daily self-care. A biological or legal relationship is not necessary.

Eligible Family Member: Employee’s child, stepchild, foster child, adult child, parent, stepparent,

and spouse.

Health Care Provider: A doctor of medicine or osteopathy, podiatrist, dentist, clinical psychologist,

optometrist, chiropractor, nurse practitioner and nurse midwife, clinical social workers and

physician assistants, and Christian Science practitioner. The health care provider must be

certified/licensed to practice in the state in which treatment is being administered.

Parent: The biological parent of an employee or an individual who stood in loco parentis (stood in

as a parent) to an employee.

Reduced Leave Schedule: A leave schedule that reduces the usual number of hours per workweek

or per workday of an employee.

Serious Health Condition: A serious health condition is an illness, injury, impairment, or physical

or mental condition that involves either an overnight stay in a medical care facility, or continuing

treatment by a health care provider for a condition that either prevents the employee from

performing the functions of the employee’s job, or prevents the qualified family member from

participating in school or other daily activities.

Subject to certain conditions, the continuing treatment requirement may be met by a period of

incapacity of more than five (5) consecutive work days or more than two (2) fire shifts combined

with at least two (2) visits to a health care provider or one (1) visit and a regimen of continuing

treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Restorative

dental surgeries after an accident or removal of cancerous growths are serious health conditions

provided all the other conditions of this regulation are met. Mental illness or allergies may be

serious health conditions, but only if all the conditions of this section are met.

Page 74 of 245

Conditions for which cosmetic treatments are administered (such as most treatments for acne or

plastic surgery) are not serious health conditions unless inpatient hospital care is required or unless

complications develop. Ordinarily, unless complications arise, the common cold, the flu, ear aches,

upset stomach, minor ulcers, headaches other than migraine, routine dental or orthodontia

problems, periodontal disease, etc., are examples of conditions that do not meet the definition of

a serious health condition and do not qualify for FMLA leave.

Spouse: A husband or a wife as defined or recognized under Federal law for purposes of marriage.

Common law marriage shall require presentation of a certified copy of the Declaration of Informal

Marriage. Spouses from marriages are considered eligible family members.

POLICY:

A. Eligibility

1. Employees who have completed one (1) year of service and have worked at least

1,250 hours in the preceding twelve (12) months prior to the start of FMLA leave

are eligible for FMLA. All periods of absence from work due to military service is

counted in determining an employee’s eligibility for FMLA leave.

2. Employees who have completed one (1) year of service and have worked at least

1,250 hours in the preceding twelve (12) months prior to the start of FMLA leave

are eligible for FMLA. All periods of absence from work due to military service is

counted in determining an employee’s eligibility for FMLA leave.

3. Family Leave has been expanded to provide Family and Medical Leave due to a call

to active military duty. This benefit provides 12 workweeks of unpaid FMLA leave

due to a spouse, son, daughter or parent being on active military duty or having

been notified of an impending call or order to active military duty in the Armed

Forces. Leave may be used for any “qualifying exigency” arising out of the service

member’s current tour of active military duty or because the service member is

notified of an impending call to military duty in support of a contingency

operation.

4. Employees who are off work in excess of five (5) consecutive days or more than

two (2) fire shifts are eligible to be placed on family and medical leave if then meet

the below criteria. An eligible employee is entitled to twelve (12) weeks of unpaid

FMLA leave for:

a. The birth of a child and to care for the newborn child within one (1) year

of birth

b. The placement with the employee of a child for adoption or foster care

and to care for the newly placed child within one (1) year of placement;

c. To care for the employee’s spouse, child, foster care, adult child, or parent

who has a serious health condition;

d. A serious health condition that makes the employee unable to perform

the essential functions of his or her job;

e. Any qualifying exigency arising out of the fact that the employee’s spouse,

son, daughter, or parent is a covered military member on “covered active

duty”.

Exception: Twenty-six (26) worksheets of leave during a single 12-month period is

available to eligible employees to care for a covered service member with a

serious injury or illness, incurred in the line of active duty, if the eligible employee

is the service member’s spouse, son, daughter, parent, or next of kin (see military

caregiver leave).

Page 75 of 245

B. Qualifying Exigency Leave

Eligible employees who are members of the Regular Armed Forces, National Guard, or

Reserves are entitled to up to 12 weeks of leave because of “any qualifying exigency”

arising out of the fact the spouse, son, daughter, foster child, or parent of the employee is

on covered active duty (require deployment to a foreign country), or has been notified of

an impending call to active duty status, in support of a contingency operation. A qualifying

exigency is defined as:

• Short-notice deployment

• Military events and related activities

• Childcare and school activities

• Financial and legal arrangements

• Counseling

• Rest and recuperation*

• Post-deployment activities

• Parental care leave

• Additional activities not encompassed in the other categories, but agreed

to by the employer and employee

*The amount of time an eligible employee may take for Rest and Recuperation qualifying

exigency leave is a maximum of 15 calendar days.

Required information for Certification of a Qualifying Exigency

The city requires that the employee provide a copy of the covered military member’s active

duty orders and the Department of Labor (DOL) Certification of Qualifying Exigency for

Military Family Leave Form to support request for qualifying exigency leave.

If requesting leave for Rest and Recuperation, a copy of the military member’s Rest and

Recuperation leave orders, or other documentation issued by the military setting for the

dates of the military member’s leave is required.

Military Caregiver Leave

An eligible employee who is the spouse, son, daughter, foster child, parent, or next of kin

of a covered service member of the Armed Forces, including National Guard and Reserve

members, with a serious injury or illness incurred in the line of duty on active duty for

which the service member is undergoing medical treatment, recuperation, or therapy, is

otherwise in outpatient status, or is otherwise on the temporary disability retired list, is

entitled to up to 26 workweeks of leave in a single 12-month period to care for the service

member. This military caregiver leave is available during “a single 12-month period” during

which an eligible employee is entitled to a combined total of 26 weeks of all types of FMLA

leave.

The definition of covered service member includes covered veterans who are undergoing

medical treatment, recuperation, or therapy for a serious injury or illness. A covered

veteran is an individual who was discharged or released under conditions other than

dishonorable at any time during the five-year period prior to the first date the eligible

employee takes FMLA leave to care for the covered veteran.

Page 76 of 245

Serious injury or illness for a Current Service member

A serious injury or illness means an injury or illness incurred by a covered service member

in the line of duty on active duty that may render the service member medically unfit to

perform the duties of his or her office, grade, rank, or rating. This includes illnesses that

existed before the beginning of the member’s active duty and were aggravated by service

in the line of duty on active duty in the Armed Forces.

Serious Injury or Illness for a Covered Veteran

A serious injury or illness for a covered veteran means an injury or illness that was incurred

or aggravated by the member in the line of duty on active duty in the Armed Forces and

manifested itself before or after the member became a veteran, and is:

• A continuation of a serious injury or illness that was incurred or aggravated when the

covered veteran was a member of the Armed Forces and rendered the service

member unable to perform the duties of the service member’s office, grade, rank,

or rating; OR

• A physical or mental condition for which the covered veteran has received a VA

Service Related Disability Rating (VASRD) of 50 percent or greater and such VASRD

rating is based, in whole or in part, on the condition precipitating the need for

caregiver leave; OR

• A physical or mental condition that substantially impairs the veteran’s ability to

secure or follow a substantially gainful occupation by reason of a disability or

disabilities related to military service or would do so absent treatment; OR

• An injury, including a physiological injury, on the basis of which the covered veteran

has been enrolled in the Department of Veterans Affairs Program of

Comprehensive Assistance for Family Caregivers.

C. Procedures

1. In determining the amount of family medical leave available to an employee, the

twelve (12) month period will be calculated as a “rolling” 12-month period

measured backward from the date of any FMLA leave usage. Each time an

employee takes FMLA leave, the remaining leave entitlement would be any

balance of the 12 weeks (or 26 weeks provided in certain circumstances) which

has not been used during the immediately preceding 12 months.

2. When spouses are both employed by the City, and the leave is taken due to a

birth/adoption, the aggregate number of weeks is limited to twelve (12). For other

qualifying family and medical leave events, each employee is entitled to leave as

long as the total amount of leave taken during any twelve (12) month period does

not exceed twelve (12) weeks or twenty-six (26) weeks, if applicable, for one

employee.

3. Employees will first use sick leave, then vacation leave, then holiday bank leave (if

applicable). When all leave is depleted, the employee goes into unpaid leave

status. Benefit accruals, such as vacation leave, sick leave and holiday benefits

will be suspended during unpaid leave and will resume upon return to active

employment.

Page 77 of 245

4. In cases where the employee is eligible for workers’ compensation, family medical

leave shall run concurrently. However, in this event, employees will not be

required to use accrued leave.

5. The City complies with the confidentiality requirements of the Genetic

Information Non-Discrimination Act (GINA).

D. Intermittent Leaves/Reduced Leave Schedules

1. Requests for intermittent or reduced leave schedules involving the birth or

placement of a child for adoption or foster care will be granted only in extenuating

circumstances.

2. Intermittent or reduced leave schedules involving the need to care for a sick family

member or for an employee’s own serious health condition will be granted only

when medically necessary.

3. Employees who request this type of foreseeable leave based upon planned

medical treatment may be required to transfer temporarily to an available

alternative position for which the employee is qualified.

E. Notice Requirements

1. When the need for leave is foreseeable based on the birth, adoption, or placement

of a child, or on planned medical treatment, the employee requesting leave should

give written notice to the Human Resources Department not less than thirty (30)

days before the date the leave is to begin. When the leave must begin in less than

thirty (30) days, the employee should give notice for leave as soon as possible. In

cases of a medical emergency or an unforeseen event, notice must be provided to

Human Resources no later than two (2) working days after the event.

2. In cases when the employee requests leave for planned medical treatment, the

employee should make a reasonable effort to schedule the treatment so as not to

unduly disrupt the operations of the City. The City reserves the right to request a

second opinion or Certification of Medical Necessity as to the timing of the medical

treatment with regards to work schedules.

3. Each department supervisor is responsible for notifying the Human Resource

Department as soon as he/she is aware of circumstances that may cause an

employee to be entitled to FMLA, even if the employee is utilizing paid vacation,

sick or personal leave, or is out due to a work related injury. An employee using

sick leave should be reported to the Human Resources Department if it is

anticipated that the duration of the illness will be more than five (5) consecutive

full calendar days, or two (2) or more shifts for the Fire Department employees.

Supervisors must inform Human Resources when the employee returns to work.

Page 78 of 245

4. Failure to provide notice as required under this policy may result in corrective

action, up to and including termination. Nothing in this FMLA policy modifies or

alters the City’s policy regarding attendance. See Policy 7.09 Attendance&

Punctuality for additional information.

F. Certification

1. The City requires that requests for leave because of serious illness be supported by

complete and sufficient certification from the appropriate health care provider.

Sufficient certification must be submitted within fifteen (15) days of requesting

the leave. Medical Certification forms may be obtained from the Human

Resources Department.

2. Human Resources will notify the employee if the certification is not complete and

the employee will be provided seven (7) calendar days (unless circumstances

warrant more time) to remedy any deficiency in the certification.

3. The City does not seek and should not be provided genetic information. If an

employee or applicant’s genetic information is inadvertently received by the City;

the City will not use genetic information for any employment decision or action.

4. Certification to support leave requests are valid only for the time specified by the

physician. If additional time off is necessary at the end of the specified time, the

employee is responsible for providing an updated certification form, completed

by the health care provider, to Human Resources. In cases of ongoing intermittent

leave, medical certification is valid for one (1) year. Medical certification must be

resubmitted each year to support the need for continued intermittent leave.

G. Reinstatement

1. At least two (2) working days in advance, the employee is to confirm the intended

return to work date with his/her supervisor and must notify Human Resources.

2. Upon returning to work after leave for his or her own illness, the employee is

required to provide fitness for duty certification to Human Resources.

3. If the validity of a certification or reinstatement is questioned, the City may require

that a second opinion be obtained. If the first and second opinions differ, the City

may require a third opinion be obtained. The employee and the City must agree

upon a health care provider for the third opinion and this opinion shall be binding

on both parties. The City shall bear the expense of second and third opinions.

H. Benefits

1. Employee health related benefit premiums will be paid for the duration of the

FMLA at the same rate as is paid for active employees. The employee’s dependent

portion of the premium shall continue to be paid by the employee. For those

employees who are taking leave without pay, the employee’s dependent’s portion

of the premium payment(s) must be received in Finance by the 1

of each month

or health coverage will be terminated.

Page 79 of 245

2. Holidays will be paid in accordance with the Holiday policy. City holidays will be

counted as part of the twelve (12) or twenty-six (26) weeks of family and medical

leave, if the employee is on paid leave.

I. Recordkeeping

Family medical leave time will be tracked in 15 minute increments for payroll and

compliance purposes. To determine entitlement for employees who work variable hours,

the minimum hours required for eligibility is calculated on a pro rata or proportional basis

by averaging the weekly hours worked during the twelve (12) weeks prior to the start of

family and medical leave.

J. Exempt Employees

Paid leave accounts may be charged for less than one (1) full work day and the salary of

an exempt employee may be docked for absences of less than one (1) full work day (if

leave accruals have been exhausted). Salaried executive, administrative, professional and

other employees of the City who meet the Fair Labor Standards Act (FLSA) criteria for

exemption from overtime do not lose their FLSA-exempt status if pay is docked because

of unpaid FMLA leave.

K. Outside Employment

Outside employment must be suspended if the employee is on restricted duty, workers’

compensation leave, sick leave, military leave, leave without pay, or FMLA (see Policy 1.11

Outside Employment for additional information).

L. Responsibility of Human Resources

The Human Resources Department is responsible for central administration of all requests

for family and medical leave. HR reserves the right to designate an employee’s absence as

family and medical leave if it is determined that a qualifying event has occurred. HR may

retroactively designate the beginning date of FMLA to the beginning date of the

employee’s absence for the qualifying event.

Page 80 of 245



Chapter4: LEAVESOFABSENCE

4.05PersonalLeavewithoutPay



PURPOSE:

Todefineguidelinesandproceduresforpersonalleavewithoutpay.



POLICY:

TheCityofStephenvillemayallowaleaveofabsencewithoutpaytoeligibleemployeeswhowish

totaketimeofffromworkdutiestofulfillpersonalobligations,subjecttodepartmentworkloads.



Eligibleemployeeclassifications:

 Fulltimeemployees



A. Eligibility

Eligibleemployeesmayrequestpersonalleaveonlyafterhavingcompletedone(1)year

ofservice. PersonalleavemaybegrantedbytheDepartmentDirectorforuptoalimitof

twenty‐two(22)workingdays,or10shiftsforshiftfireemployees,inacalendaryear.



B. RequestingLeave

Employees requesting Personal Leave without Pay must submit a Leave Request Form

(Appendix E, Form 11) totheirDepartmentDirectorthirty(30)daysinadvanceofthe

requested starting date. This requirement may be waived when circumstances do not

permitsuchadvancenotice.



C. ApprovalProcess

Requests for personal leave will be evaluated based on a number of factors, including

anticipated workload requirements and staffing considerations during the proposed

periodofabsence.Arequestforpersonalleavewhichexceedstwenty‐two(22)working

daysinone(1)calendaryearrequirestheapprovaloftheDepartmentDirectorandCity

Administrator.



D. BenefitsWhileOnLeave

EmployeesmustmakearrangementswiththeHumanResourcesDepartmenttopaytheir

shareofinsurancepremiumsiftheywishtocontinueinsurancebenefits.Employeeswho

haveapprovedpersonalleaveformorethantwenty‐two(22)workingdayswillbeplaced

on COBRA. See Policy 3.07 COBRA for additional information. Benefit accruals, such as

vacation, sick leave, and holiday

Fill Online, Printable, Fillable, Blank PersonnelPolicyandProcedureManual CityofStephenville 298WestWashington Stephenville,Texas76401 (City of Stephenville) Form

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Fillable PersonnelPolicyandProcedureManual CityofStephenville 298WestWashington Stephenville,Texas76401 (City of Stephenville)

Fill Online, Printable, Fillable, Blank PersonnelPolicyandProcedureManual CityofStephenville 298WestWashington Stephenville,Texas76401 (City of Stephenville) Form

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