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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 benefits, will be suspended during the leave and will

resumeuponreturntoactiveemployment.



Page 81 of 245

E. ReturnfromLeave

Whenpersonalleaveends,everyreasonableeffortwillbemadetoreturntheemployee

tothesameposition,ifavailable,ortoasimilarpositionfor which the employee is

qualified.Intheeventthatcircumstancesdonotpermittheemployee’sreturnonthedate

established,awrittenrequestforextensionmustbesubmittedtwo(2)weekspriortosuch

date.Ifanemployeefailstoreporttoworkpromptlyattheexpirationoftheapproved

leaveperiod,theemployeewillbeterminated.



Page 82 of 245



Chapter4: LEAVESOFABSENCE

4.06MilitaryLeave



PURPOSE:

Todefinethebenefitsrelatedtomilitaryleaveforbothactivedutyandtemporarymilitarytrainingduty.



POLICY:

TheCityofStephenvillecomplieswithSection431.005oftheTexasGovernmentCode,wherean

employeewhoisamemberofareserveunitofthearmedforcesoftheUnitedStates,engagedin

authorizedmilitary trainingordutiesauthorizedby properauthority,willreceivepay forup to

fifteen(15)workingdaysinafederalfiscalyear(October1–September30).Militarytimewillnot

countastimeworkedforthepurposesofdeterminingovertime.



EligibleemployeeclassificationforMilitaryLeave:

 FullTimeEmployees

 PartTimeEmployeeswithRetirementBenefits



A. RequestingLeave

Employeesmustprovideacopyofordersand/ortheannualdrillscheduleassoonasavailable.

EmployeesmustsubmitaLeaveRequestForm(AppendixE,Form11)totheirDepartment

Director and the Human Resources Department as soon as possibleanditshouldbe

accompaniedbyacopyoftheorder,directive,noticeorotherdocumentrequiringabsence

fromscheduledwork.Travel timeincluded inthe orders maybe counted asmilitary leave.

Militaryleavewillbegrantedwithoutlossofseniority.



B. UsingMilitaryLeave

Ifthetrainingexceedsfifteen(15)regularlyscheduledworkingdays(120hours)inafiscalyear

(October1throughSept30)theemployeemayelecttouseaccruedvacation,comptime,or

holidayleavebeforebeingplacedonleavewithoutpay.



C. ActiveDutyOrder

Anemployeewhoisamemberofareservecomponentofthearmedforcesandisorderedto

full time extended, active duty shall receive extended military leave of absence. If the

employee’smilitarypayislessthantheirCitywage,theywillreceivethedifferencebetweenthe

totalofemployeemilitarypay(excludingmealpayment)andtheirregularCitywageforupto

one(1)year.



Page 83 of 245

D. BenefitsWhileOnLeave

Employeesonextendedmilitaryleavewillnotaccruesickleave,vacationleave,holidayleave,

orbenefits,norshalltheybeeligibleforperformance‐basedmeritincreases.

1. COBRA

TheCity’smedicalanddentalinsurancecarriersexcludeactivemilitaryfrominsurance

coverage, therefore employee group insurance ceases for the military member.

Dependents may remain covered with the City’s group insurance plans under the

ConsolidatedOmnibusBudgetReconciliationAct(COBRA),foraperioduptoeighteen

(18) Months. For up to one (1) year, the City will continue to pay the amount of

monthlypremiumashadbeenpaid,ifapplicable,uptothedateofextendedleave.

After one (1) year, the employee will be responsible for payingthefullCOBRA

premium.



Itwillbe the employee’s responsibility toensure that theemployee portionofthe

premiumsduearepaidtotheCityand/ortheinsurancecarrier(s)onamonthlybasis.

Alternatively,the employeemay discontinuehealth benefitscoverageduringhisor

her absence. An employee who discontinues existing medical or dental insurance

coveragewhileonmilitarystatusmayreinstatethiscoverageuponreturntofulltime

Cityemployment.Reinstatementofthiscoveragemustbemadewithin 31daysof

return to full time employment by completing the appropriate enrollment forms

available from the Human Resources Department. See Policy3.06 COBRAformore

information.



2. TMRS

AccordingtotheTexasMunicipalRetirementSystem(TMRS)guidelines,anemployee

entering active service becomes an inactive participant. Upon return to full time

employmentwiththeCity,the employeemay applytoTMRSforcreditformilitary

time served. The TMRS Supplemental Death Benefit does not coveremployeeson

activeduty.SeePolicy3.08TMRSforadditionalinformation.



E. ReturnfromLeave

Attheendofmilitaryduty,theemployeeshallreporttoworkonthenextscheduledworkday,

unlessawrittenrequestforanextensionalongwiththenumberofdaysneededandextension

isapprovedbytheDepartmentDirectorandtheCityAdministrator.Anymissedincreaseswill

begranteduponreturn.

Page 84 of 245



Chapter4: LEAVESOFABSENCE

4.07Funeral/BereavementLeave



PURPOSE:

Toprovideguidelinesgoverningpaidbereavementleaveforthedeathofanimmediatefamilymember.



POLICY:

TheCityofStephenvilleprovides24hours (36hoursfor24‐hourShiftFirefighters)ofpaidleaveto

eligibleemployeeswhomissworkduetothedeathofanimmediatefamilymember.

EligibleemployeeclassificationforFuneral/BereavementLeave:

 FullTimeEmployee

ImmediateFamilyisdefinedasanyoneofthefollowing:

 The employee’s spouse, parent, child, foster child, stepchild, sibling, grandparent, or

grandchild

 The employee’s spouses’ parent, child, foster child, stepchild, sibling, grandparent, or

grandchild



Anemployeemayberequiredtoprovideinformationtodocumenttheabsence.



A. RequestingLeaveandApprovalProcess

The employee should notify their department supervisor of the need to use

funeral/bereavementleaveassoonaspossible.Leaveshallbegrantedunlessthereare

unusualbusinessneedsorstaffingrequirements.



B. PayWhileonLeave

Funeral/Bereavementpayiscalculatedbasedonthebasepayrateatthetimeofabsence

andwillnotincludeshiftdifferentialpay.Paidtimeoffforfuneral/bereavementleavewill

notbecountedashoursworkedforthepurposesofdeterminingovertime.



C. AdditionalorOtherBereavementLeave

Employeesmay,withDepartmentDirectorwrittenapproval,useavailablevacationleave

foradditionaltimeoffasnecessary.Ifvacationleaveisexhausted,sickleaveofuptoaweek

maybeusedifmoretimeisneededforthedeathofaspouseorchild,withapprovalfrom

theDepartmentDirector. Employees wishing to attend a funeral other thanthatof an

immediate family membermayuse vacation leave or personal leavewithoutpay.Sick

leavemaynotbeusedforattendanceatfuneralswithoutthewrittenapprovalfromthe

DepartmentDirector.



Page 85 of 245



Chapter4: LEAVESOFABSENCE

4.08JuryandWitnessDutyLeave



PURPOSE:

Toestablishaprocedureforreceivingtimeoffforjurydutyandforrespondingtoacourt

subpoenaforwitnessduty.

POLICY:

TheCityofStephenvilleencouragesemployeestofulfilltheircivicresponsibilitiesbyservingona

juryandfulfillingwitnessduty,whenrequired.PaidtimeoffforJuryorWitnessDutyLeavewill

not be counted as time worked for the purposes of determining overtime, nor shall shift

differentialapply.Timespentincourtbyemployeeswhoarerequiredtoattendcourtinthecourse

andscopeoftheirjobshallbecountedastimeworkedforthepurposesofdeterminingovertime.



EligibleemployeeclassificationforJuryandWitnessDutyLeave:

 FullTimeEmployees



A. JuryDuty

Fulltimeemployeesqualifyforpaidjurydutyleave.Employeesmustshowthejuryduty

summons to their supervisor as soon as possible so that the supervisor may make

arrangements to accommodate their absence. Jury duty pay is a benefit that will be

calculated on the employee’s base rate of pay for the number ofhourstheemployee

otherwisewouldhaveworkedontheday(s)ofabsence,withamaximumpaymentofeight

(8)hoursaday,ortwelve(12)hoursadayforshiftworkers.Employeesareexpectedto

returntoworkwheneverthecourtschedulepermitsorifreleasedfromcourtwithtwo(2)

ormoreworkhoursstillremainingleftintheday.



B. WitnessDuty

1. JobRelated

Parttimeorfulltimeemployeesservingasawitnessforajob‐relatedeventwill

receivepaidtimeofffortheperiodofwitnessduty.Thesubpoenamustbeshown

to the employee’s supervisor immediately upon receipt so that operating and

scheduleadjustmentscanbemadetoaccommodatetheabsence.Absencedueto

job‐relatedwitnessdutyiscountedastimeworked.Acopyofthesubpoenawill

be placed in the employee file; except for police department work case load

relatedsubpoenas.

2. Personal

Fulltimeemployeeswhomakeacourtappearanceforpersonalreasonswillbe

expected to schedule the time off in advance and take vacation, holiday or

compensatoryleaveorleavewithoutpay.Parttimeemployeeswhomakeacourt

appearance for personal reasons will beexpectedtoschedule the timeoffin

advanceifonthescheduledworkday.

Page 86 of 245



Chapter4: LEAVESOFABSENCE

4.09VotingTimeOff



PURPOSE:

Toestablishaprocedureforanemployeetoreceivetimeofftovoteinanelectionifunable

todosooutsideoftheirusualworkinghours.



POLICY:

The City of Stephenville encourages employees to fulfill their civic responsibilities by

votinginelections.



Generally,employeesareabletofindtimetovoteeitherbeforeorafterregularworkhours.

DepartmentDirectorsanddirectsupervisorsshouldencourageemployeestouseearlyvoting

inlieuofrequestingspecialleave.Ifemployeesareunabletovoteinanelectionduringtheir

non‐workinghours,theCitywillgrantuptotwo(2)hoursofpaidtimeofftovote.



Employeesshouldrequesttimeofftovotefromtheirsupervisoratleasttwo(2)workingdaysprior

totheElectionDay.Advancenoticeisrequiredsothatthenecessarytimeoffcanbescheduledat

thebeginningorendoftheworkshift,orwhentheabsenceprovidestheleastdisruption.Voting

timeoffwillnotbecountedastimeworkedforthepurposeofdeterminingovertime.

Page 87 of 245



Chapter4: LEAVESOFABSENCE

4.10AdministrativeLeave



PURPOSE:

Administrativeleavecanbeusedforcorrectivepurposes,decisionmakingleave,acooling

offand/ortransitionperiod.



POLICY:

Anemployeewhoissuspectedofaviolationofstate,federal,orlocallaw;Cityordinance;aCity

ordepartmentalruleorregulation;ortheCityPolicyManualmaybesubjecttocorrectiveaction

up to and includingtermination,ormaybeplacedonadministrativeleavewithorwithoutpay

pendingtheoutcomeofanyrelatedadministrativereview,investigationand/ortheimpositionof

managementaction.

Employeesplacedonpaidadministrativeleavemustcomplywiththefollowingguidelines:



• Beavailablebyphoneduringregularbusinesshours(Monday–Friday8am–5pm).



• Refrainfromanyconversationorcontactwithcityemployeesregardingthe

administrativeleaveanditsguidelines.



•

Unlessonbusinesswiththecity,theemployeemaybeaskedtorefrainfrom

beingoncitypremisesorenteringcityfacilitiescontingentuponthe

circumstances.



Failuretocomplywiththeaforementionedguidelinesmayresultinimmediatecorrective

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



Page 88 of 245



Chapter5: COMPENSATION

5.01Timekeeping



PURPOSE:

Todefinetimeworkedandnotworked,andtooutlinetheCity’stimekeepingprocedures.



POLICY:

Accuratelyreportingtimeworkedistheresponsibilityofeverynon‐exemptemployee.TheCity

 mustkeepanaccuraterecordoftimeworkedinordertocalculateemployeepayandbenefits.



A. TimeWorked

Timeworkedincludesalltimethatanemployeeisrequiredtobephysicallyatworkforthe

City.Timeworkedisusedtodetermineovertimepayfornonexemptemployees.TheCity

doesincludethefollowingprovisionsastimeworked:

1. WorkAwayfromPremisesoratHome:Anon‐exemptemployeeshallnotbe

permitted to perform work away from the premises, job site, or at home,

unless approved in advance in writing by the Department Director. If

approved,workperformedoffthepremises,jobsite,orathomebyanon‐

exempt employee must be counted as time worked. See Policy 5.05

Alternate/CompressedScheduleforadditionalinformation.

2. BreakTime:Restperiodsoffifteen(15)minutesorlessarecountedastime

worked.SeePolicy6.04Meal&RestPeriodsforadditionalinformation.



B. TimeNotWorked

PertheFairLaborStandardsAct(FLSA),theCitydoesnotcountthefollowingprovisionsas

timeworked:

1. PaidLeave:Approvedpaidabsences,includingbutnotlimitedtosickleave,

vacationleave,holidayleave,FMLA,militaryleave,juryduty,non‐jobrelated

witnessduty,funeral/bereavementleave,andvotingtimeoffarenotcounted

astimeworked.

2. LunchorDinnerPeriods:Uninterruptedtimeoffforlunchordinnerisnot

countedastimeworked.



Page 89 of 245

C. Timekeeping

Non‐exemptemployeesmustaccuratelyrecordthetimetheybeginandendtheirwork,

aswellasthebeginningandendingtimeofeachmealperiod.Theymustalsorecordthe

beginningandendingtimeofanysplitshiftordeparturefromworkforpersonalreasons.



Itistheemployee’sresponsibilitytosigntheirtimerecordstocertifytheaccuracyofall

timerecorded.Thetimekeeperforthedepartmentwillreviewandtheninitialthetime

recordbeforesubmittingitforpayroll processing.Intheeventofanerrorinreporting

time,immediatelyreporttheproblemtothedepartmenttimekeeper.



Altering,falsifying,tamperingwithtimerecords,orrecordingtimeonanotheremployee’s

time record may result in corrective action, up to and including termination of

employment.





Page 90 of 245



Chapter5: COMPENSATION

5.02PayPeriods



PURPOSE:

Thepurposeofthispolicyistooutlinetheschedulefordistributionofpaychecksordirectdeposit.



POLICY:

AsaconditionofemploymentattheCityofStephenville,appointedemployeesandtraineesare

requiredtoparticipateinpayrolldirectdeposit.Thismeansthatyourpaywillbedepositeddirectly

intoyouraccountataparticipatingbankinginstitutioneachpayday.Payperiodsarebi‐weekly,

everyotherFriday.Intheeventtheregularlyscheduledpaydayfallsonaholiday,employeeswillbe

paidthedaybefore.Ifyoudonotprovideinformationaboutanestablishedbankaccount,Cityof

Stephenvillewillestablishadebitaccountatanapprovedbankinginstitutionforthepurposeof

directdeposit.



Witheachpaycheckordirectdeposit,youwillreceiveastatementshowinggrosspay,itemized

deductionsandnetpay.Ifyouarenonexempt,thestatementwillalsoshowthenumberofhoursfor

whichyouarebeingpaid,includingsicktime,vacation,andholidayhours.Vacation,sicktime,and

personalholidayto‐dateaccrualsalsoappearoneachpaystatementfornonexemptemployees.All

directdepositstatementswillbeavailableinthePayrollDepartmentlocatedatCityHall.Enrollment

formsareavailablefromtheDepartmentDirector,HumanResources,orviacitywebsite.



Paymentsthatcannotbedeposited.Lostorstolenchecksshouldbereportedimmediatelyto

thePayrollDepartment.

TheCity’sworkweekbeginsat12:00a.m.onSaturdayandendsat11:59p.m.thefollowingFriday.



Formostemployees,thepayperiodismadeupoftwo,40‐hourworkweeksorworkcycles.Some

PoliceandFireDepartmentpersonnelmayhavealternateworkcyclesthatmakeupthepayperiod.

Thealternate work cycles must be in accordance with law and approved by the Department

DirectorandHumanResources.





Page 91 of 245



Chapter5: COMPENSATION

5.03PayDeduction



PURPOSE:

Thepurposeofthispolicyistooutlinetheschedulefordistributionofpaychecksordirectdeposit.



POLICY:

TheCityofStephenvilleoffersprogramsandbenefitsbeyondwhatisrequiredbylaw.

A. MandatoryDeduction

TheCityofStephenvilleisrequiredbylawtomakecertaindeductionsfromemployee’s

compensation.



Thefollowingdeductionsarerequiredforpayrolldeductions:

1. WithholdingsofFederalincometaxes

Federal InsuranceContributions Act (FICA) tax,whichis comprised of Social

SecurityandMedicare

ContributionstotheTMRSRetirementPlan

ChildsupportfromtheAttorneyGeneral’sofficeorasignedCourtdocument

Legaldocumentforgarnishmentsofwages



B. VoluntaryDeductions

TheCityallowslimitedvoluntarydeductionprogramstoemployeesforCity‐sponsored

benefits.



Thefollowingarevoluntarydeductionsthatmustbechosenbytheemployeeduringtheir

initialenrollment,duringopenenrollmentoratalife‐changingevent:

1. 457DeferredCompensationPlan

2. Flexiblespendingaccount(FSA)

3. Supplementalinsuranceplans

4. Otherindividualretirementannuityordeferredcompensationplan

5. UnitedWaycontributions

6. AdditionalwithholdingsforFederalIncometaxes

7. Weaponsandequipmentpurchaseprogram



ContacttheHumanResourcesDepartmentforcontributionlevelsandenrollmentinformation.



Page 92 of 245

C. RecordofDeductions

Thecheckstubservesasastatementofemployee’searningsanddeductions.



EmployeeswhoreceivedincomeinthepreviousyearwillreceiveaWageandTaxStatement(W‐2)by

January31fromthecity.IfanemployeedoesnotreceivetheirW‐2byFebruary28th,theycancontact

thePayrollDepartment.



D. ChangesinDeductions

An employee may begin, change, or cancel most deductions during open enrollment or if a life‐

changingeventoccurs,theymaychangecertaindeductionsduringtheyear.Anemployeemaychange

the number ofdependents for tax purposes at any time during the year. For information on any

changesemployeesmustcontacttheHumanResourcesDepartmentfortheappropriateform.

Page 93 of 245

Chapter 5: COMPENSATION

5.04 Overtime

PURPOSE:

To provide a consistent policy governing overtime work in accordance with the Fair Labor

Standards Act and Chapter 142 of the Local Government Code

POLICY:

Overtime compensations paid to all non-exempt employees in accordance with federal and state

wage and hour requirements. Exempt employees are not paid overtime compensation.

A. Eligibility for Overtime

1. The city’s work week begins at 12:00 a.m. on Saturday and ends at 11:59 p.m. the

following Friday.

2. Generally, except for Fire and Police Department shift employees, overtime pay

for non-exempt employees is at the rate of 1-1/2 times the employee’s regular

hourly rate of pay for hours actually worked in excess of 40 hours in the city’s work

week.

3. For information on emergency call-backs on holidays, see Policy 5.07 On-

Call/Emergency Call Back Pay

4. Police officers and shift firefighter personnel have a different workweek schedule

than the regular forty (40) hour work cycle. Fire and Police personnel are paid

overtime based on the work cycle adopted by their Department under Section

207(k) of the Fair Labor Standards Act and Section 142.0015 of the Local

Government Code.

5. An employee’s regular rate of pay includes all pay incentives, such as certification

pay, longevity, and shift differential pay.

B. Scheduling and Working Overtime

Overtime assignments will be distributed as equitably and practical to all non-exempt

employees qualified to perform the required work. Refusal to accept an overtime

assignment when reasonable notice has been given or an emergency exists, may be cause

for discipline, up to and including termination.

All non-exempt employees must receive their supervisor’s or Department Director’s prior

authorization before performing any unplanned overtime work. This means employees

may not begin work prior to their scheduled work day, and may not continue working

beyond the end of their scheduled workday, without prior authorization from the

appropriate supervisor. Similarly, non-exempt employees may not work through their

lunch break without prior authorization from the appropriate supervisor. The supervisor

must approve any overtime before time worked is submitted for processing and payment.

Non-exempt employees who work overtime without receiving proper authorization will be

Page 94 of 245

subject to corrective action, up to and including possible termination of employment.

C. Flex-time Work Schedule

In situations where overtime payment is not feasible due to budgetary constraints, the

Department Director or supervisor must consider flexing the employee’s work schedule in

an effort to minimize the need for overtime compensation. Flexing must be completed

within the same workweek (for general employees) or work cycle (for Police and Fire under

the 207(k) exemption of FLSA) that the overtime was worked and must be accurately

reflected on the affected employee's time record.

D. Time Worked

Approved paid absences, including but not limited to sick leave, vacation leave, holiday or

holiday bank leave, FMLA, military leave, jury and witness duty, funeral/bereavement leave,

and voting time off are not counted as time worked for the purposes of computing

overtime. See Policy5.01 Timekeeping for additional information.

E. Compensatory Time

The maximum compensatory time accrual for any employee shall be the maximum allowed

under the provisions of the FLSA.

a. Fire and Police sworn employee – 320 regular hours / 480 comp hours

maximum

b. All other employees – 160 regular hours / 240 comp hours maximum

F. Use of Compensatory Time

Nonexempt employees may accrue compensatory time in lieu of being paid overtime

compensation. Scheduling of compensatory time shall be subject to approval by the

employee’s supervisor. An employee who has accrued compensatory time and requests use

of such time must be permitted to use the time off within a "reasonable period" after making

the request, if it does not "unduly disrupt" the work of the department. If use of requested

comp time would be disruptive, the department may elect to pay the employee in lieu of

approving the requested time off. The City may, at any time, elect to pay a nonexempt

employee for any or all of the employee’s accrued comp time. The City may also require

employees to take time off in order to reduce their accrued comp time. Otherwise,

compensatory time off may be used the same as leave time.

If an individual’s employment terminates before all of his/her earned compensatory

time is used, he/she will be paid for all unused time at his/her regular hourly rate on

his/her final paycheck.

G. Exempt Employees

Exempt employees are those who are not covered by the overtime requirements of the

FLSA. Exempt employees are paid a base rate of pay, regardless of the number of hours

worked. Accordingly, exempt employees are not entitled to overtime compensation for

work performed beyond 40 hours in a workweek. Exempt employees are expected to

put in the hours necessary to complete their assignments with an acceptable level of

quality in a timely manner.

Page 95 of 245

H. Exempt Employees – Exception for Overtime Pay

In the event of an emergency or disaster declared by the Mayor of the City of

Stephenville, salaried employees shall receive overtime salary in the amount of one and

one-half times their hourly salary for each overtime hour worked.

In accordance with federal law, the City shall not make improper deductions from

exempt employee’s pay. Any exempt employee, who believes an improper pay

deduction has been made, must immediately notify the Director of Human Resources.

The City will promptly reimburse an exempt employee for any improper deduction(s)

and will make a good faith commitment to comply in the future.

In the event city employees, whether exempt or non-exempt, are activated as part of

a state or federal request for assistance they will be paid over time at a rate and in a

manner consistent with the most current state policy governing reimbursement for the

position or capacity in which they have been activated. Time will begin when the

leaving the station and will end when returning to the station. (So long as, we are

reimbursed by the State or Federal Government)

Page 96 of 245



Chapter5: COMPENSATION

5.05Alternate/CompressedSchedule



PURPOSE:

Toallowcityemployeeswhoarenormallyscheduledtowork8:00a.m.to5:00p.m.anopportunity

toworkanalternateworkschedule.



POLICY:

Flexibleworkschedulesareofferedwhenitisfeasibleandwillinnowayinterferewithproviding

efficientandeffectivecityservices.



A. Eligibility

Eligibilityforparticipationinthecity’salternateworkweekschedulewilldependonan

assessmentbythedepartmentdirectorthattheemployee’sproposedworkschedulewill

enable the employee to fully meet job responsibilities and performance expectations.

Employeeswhohavebeensubjecttocorrectiveactionduringtheprevious90daysmay

notbeeligibletoparticipateinthealternateworkscheduleprogram.



B. AlternateSchedule:WorkTimesandCoreHours

Uponpriorwrittenapprovalfromthedepartmentdirector,employeesmayparticipate

inthecity’salternateworkscheduleprogrambyworkingthesamenumberofnormally

scheduledhoursperweekduringadifferent,pre‐approvedschedule.

1. Employeesarerequiredtoworkthecorehoursof10:00a.m.to3:00p.m.oras

definedbythedepartmentdirector.



2. Employees must schedule an unpaid lunch time for aminimum of thirty (30)

minutesandmaximumoftwo(2)hoursduringeachdayworked.Takinglunch

timeatthebeginningorendoftheworkdayisnotpermitted,exceptinspecial

circumstanceswhenapprovedbythedepartmentdirector.



C. CompressedWorkWeek

Thecompressedworkweekis anotheroptionfora flexibleworkschedule consistingof

four(4),10‐hourworkdays.



D. AlternateWorkScheduleRequests

Eligibleemployeesmayrequestparticipationinthealternateworkscheduleprogramby

submittinganAlternate/CompressedScheduleRequest(AppendixE,Form13)totheir

departmentdirector.Employeesshouldbepreparedtodiscusshowtheyintendtoresolve

anyconflictsthatmayarisebetweenworkresponsibilitiesandthenewworkschedule.



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E. EvaluationofRequests

Inevaluating anAlternate/CompressedScheduleRequest,thedepartmentdirectorwill

weighsuchfactorsastherequestingemployee’sjobresponsibilitiesandhisorherextent

ofinteractionwithmembersofthepublicandothers,theschedulesrequestedbyother

employees in the department, and the extent to which the requesting employee has

demonstratedresponsibilityanddependability.



F. Schedule

Departmentdirectorswillforwardtherequestto HumanResources.Onceascheduleis

approved,theemployeewillbeexpectedtoworkthatscheduleforaminimumoftwo(2)

months.

Thecityreservestherightatanytimetoreturnaparticipatingalternate/compressedwork

schedule employee to his or her standard schedule if the employee’s schedule is not

permittingthedepartmenttooperateeffectivelyorchangesincircumstancesnecessitate

achange.

G. HolidayLeaveWhileonAlternate/CompressedSchedule

Fulltimeemployeesofthecitywillreceiveholidaypayateight(8)hoursperobserved

holiday.Ifworkinganalternate/compressedschedule,employeesmustusevacationleave

tomakeupthedifferenceoftimeoffduetoaholiday.



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

Chapter5: COMPENSATION

5.06LongevityPay



PURPOSE:

Tooutlineproceduresregardinglongevitypaywhichisprovidedtorecognizethevalueof

long‐termservicewiththeCityofStephenville.



POLICY:

A. Eligibility

All full‐time employees are eligible to begin receiving longevitypaywhentheyhave

completedone(1)fullyearofemploymentfromtheirdateofhire.Paymentwillbebasedon

monthofserviceatthetimepaymentsbegin.



B. Accrual

Accrualisattherateof$4.00permonthforeachfullyearofservice.After11yearsoffull‐time

employment,employeeswillreceive$6.00permonth.



C. Payment

Longevity payments will be based on the employee’s anniversary date (one full year).

Paymentswillbepaidbeginningaftertheirfirstyeariscomplete.Employeeswillhavethe

optiontoreceivelongevitypayonceperyearonthelastpayperiodinNovemberorequally

dividedandpayable during eachpay cycle.Allemployees hired afterApril1,2018will be

requiredtoreceivetheirlongevitypaymentonceperyearonthelastpayperiodofNovember.

**ApprovedonApril3,2018‐OrdinanceNo.2018‐O‐13**



D. UponChangeinEmploymentStatusorSeparation

Ifemployeechangesfromfull‐timetopart‐timestatus,longevitypaywillcease.Ifemployee

isrehiredbythecity,longevitywillstartfromthecurrentnewhirestartdate.



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Chapter 5: COMPENSATION

5.07 On Call/Emergency Call Back Pay

PURPOSE:

To standardize On Call/Emergency Call Back Pay across the city and provide guidelines for

employees who are subject to on call or emergency call back pay.

POLICY:

The below applies to both On Call and Emergency Call Back

A. An employee who is called back to work outside his or her normal work schedule shall

be paid for the time worked or a minimum of two (2) hours, whichever is greater.

B. Department directors shall establish reasonable, maximum response times (between

15 and 60 minutes) for their departments.

C. An employee who is called back to work will be paid for travel time to and from work.

D. An employee who is called back a second time within two (2) hours of the last call back

will be considered still “on the clock,” and will be entitled to additional time if the second

call back keeps the employee working beyond the initial two (2) hours.

Emergency Call Backs

An emergency call back is defined as an unscheduled request made by an appropriate management

official for an employee to return or report to work due to unforeseen or emergency circumstances

after leaving the building or work location at the end of their regular shift and before the beginning

of the next regularly scheduled shift.

Emergency call backs will be considered overtime. Justification must be provided to the

department director to validate that the call back is an emergency.

On-call Call Back

An on-call employee is the employee designated to be contacted if a situation arises after normal

work hours. Compensation for on-call employees will be paid a prearranged sum per day while on

call. Time worked while on call will be calculated at the employee’s regular rate of pay.

Overtime compensation is applicable only when total hours worked exceeds the regular full time

work cycle, including Holiday. For example, if an on-call employee is called back to work on a

holiday week, even though an employee has not exceeded 40 hours at work, the time will be

considered time and a half for the overtime hours worked. (See Policy 5.04 Overtime and 5.01

Timekeeping for additional information).

Employees who are on-call must adhere to all city policies, including Policy 7.06 Substance Abuse

and Testing. Any variance from such policies may result in corrective action, up to and including

termination.

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

Chapter6: WORKENVIRONMENT

6.01Safety

PURPOSE:

Todefinehealthandsafetypracticesutilizedbythecitytoassistinprovidingasafeand

healthyworkenvironmentforemployees,citizens,customers,andvisitors.



POLICY:

ThecityhasestablishedaWorkplaceSafetyManualwhichisavailableineachdepartment.Human

Resourcesisresponsibleforimplementing,administering,monitoring,andevaluatingthesafety

program. However, its success depends on the alertness and personal commitment of all

employees.

A. ReportofAccident

The city will take all practical steps to eliminateor reduce an employee’s exposure to

accidentalinjuryortoconditionsthatwouldbeinjurioustohisorherhealth.Inthecase

ofaccidentsresultingininjury,employeesmustimmediatelycomplete a Report of

Employee Injury/Accident/Incident form,locatedonthecitywebsiteunderFormsand

submittheformtotheirimmediatesupervisor.Thesupervisormustthensubmittheform

toHumanResources.



B. SafetyTraining

Employees and supervisors receive periodic workplace safety training through city‐

initiatedrisk/safetyprocedures.Thetrainingcoverspotentialsafetyandhealthhazards

and safe work practices and procedures to eliminate or minimizehazards.Asafety

advisorygrouphasbeenestablishedtoassistintheseactivitiesandtofacilitateeffective

communicationbetweenemployeesandmanagementaboutworkplacesafetyandhealth

issues.



C. ReportingUnsafeActs

Employeesshallcooperatewiththecitybyobservingreasonablesafetyregulationsand

workinginasafemanner.Eachemployeeisexpectedtoobeysafetyrulesandtoexercise

cautioninallworkactivities.Employeesmustimmediatelyreportanyunsafeconditionto

theappropriatesupervisor.Employeeswhoviolatesafetystandards,causehazardousor

dangeroussituations,failtoreport,or,whereappropriate,correctsuchsituations,maybe

subjecttocorrectiveaction,uptoandincludingterminationofemployment.



D. SafetySuggestions

Some of the best safety improvement ideas come from employees. Those with ideas,

concerns,or suggestions for improved safety in the workplace are encouraged to raise

themwiththeirsupervisor,anothersupervisorormanager,orbringthemtotheattention

ofHumanResources.Reportsandconcernsaboutworkplacesafetyissuesmaybemade

anonymously,iftheemployeewishes.Allreportscanbemadewithoutfearofreprisal.

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

Chapter6: WORKENVIRONMENT

6.02Internet

PURPOSE:

Todefinetheappropriateuseofcomputerresources,maximizesecurity,andensureproperjobperformance.



DEFINITIONS:

Usersareallemployees,volunteers,citycouncilmembers,andotherpersonsthatareauthorizedtouse

theCity’scomputerresources,withtheexclusionofpubliccomputers.



Computerresourcesrefertothecity’sentirecomputernetwork.Computerresourcesinclude,butarenot

limitedto,hostcomputers,fileservers,faxservers,webservers,workstations,stand‐alone computers,

laptops, smartphones, tablets, software, data files, and all internal and external computer and

communications networks (i.e. Internet, computer online services, value‐added networks and e‐mail

systems)thatmaybeaccesseddirectlyorindirectlyfromorthroughthecity’scomputernetwork.



TheTexasPublicInformationActprovidesthatallinformationthatthecityisrequiredtoassemble,collect

andmaintainunderalaworordinanceorinconnectionwiththetransactionofofficialbusinessispublic

informationsubjecttodisclosuretothepublicunlessotherwiseexemptedfromdisclosurebytheActor

otherlaw.



InstantMessagingandChatRoomsreferstoInternet‐basedreal‐timeinteractivecommunicationusingany

InstantMessagingorChatRoomsoftwareinstalledonthecomputerordownloadedfromtheInternet.



ElectronicMail(E‐mail)isthenetworkofcomputerhardwareandsoftwarethatpermitsthesendingand

receivingofelectronicmessagesfromonepersonalcomputerusertoanother.Inthecontextofthispolicy,

e‐mailtransmissionsincludetransmissionsthattravelviatheInternet,aswellastransmissionsthattravel

viathecity’swideareanetworkonly.



Internetaccessisdefinedastheabilityforanypersonalcomputertoconnecttotheworld‐widenetworkof

computersknownastheInternet,andtoaccessInternet‐basedapplicationssuchastheWorldWideWeb,

FileTransferProtocol,Newsgroups,Gopher,Telnet,andWideAreaInformationServices.



POLICY:

TheCityofStephenvillereliesonitscomputerresourcestoconductbusinessefficiently throughaccessto

informationandcommunicationviaInternetandelectronicmail(email).



A. NoExpectationofPrivacy

a. THEREISNOEXPECTATIONOFPRIVACYINTHEUSEOFTHECITY’SCOMPUTERSYSTEMOR

ANYTHINGCREATED,STORED,SENT,ORRECEIVEDBYTHEUSER.

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b. AllInternetande‐mailcommunicationssentthrough,received,orstoredinthecity‐owned

systemarethepropertyofthecity.Additionally,thecityhastheunilateralrighttoaccessall

storedelectroniccommunications.AccesstotheInternetwiththe assistanceof city owned

equipmentisacityprivilege.AllInternetande‐mailactivitymustbeincompliancewiththis

policyandotherapplicablepolicies,procedures,andrules.

c. Inordertoprotectitsinterests, the city retains the right to monitor all of its electronic

communications systems at its discretion and as allowed by law. By using these systems,

employeesconsenttomonitoringbythecity.Anyinformationtransmitted,receivedorstored

onthecity’sequipmentispublicpropertyandsubjecttodisclosureandpublicaccessasprovided

bylaw.

d. Thecity’srighttoaccesse‐mailmessages,includingsites reviewedonInternet,mayoccur

underthefollowingcircumstances:

a. Upon an employee’s departure or absence from the city, the user’s mail may be

accessed to save or review those messages that pertain to city business and as

necessarytolocateinformation;

b. Ifrequiredbylaw;

c. WheninformationispresentwhichindicatesimproperuseoftheInternetore‐mail;

d. Whennecessarytoinvestigateapossibleviolationofacitypolicyorabreachofthe

securityoftheelectronicmailsystem;

e. Monitoring may bedoneformechanicalandservice quality controlas wellas for

compliancewiththispolicy;

f. Forallstoredcommunications.

e. Thecontentsofelectronicmail/Internetaccessfilesordatamay be disclosedwithoutthe

permissionoftheuser.Anyindividualusingthecity’se‐mailsystem hasnoexpectationof

privacyinanye‐mailmessagethattheindividualmaygenerateorreceive,includingpersonal

messages(ifany).Atanytimeanemployee’sdepartmentdirectorormanager,Directorof

InformationTechnologyoranyotherappropriatepersonselectedbythecityadministrator

or their designee, in consultation with Human Resources, may review an individual’s

messagesorsites.

f. The city reserves the right to monitor all traffic on the network, including sites accessed,

contentexaminedandtimespent.Individualsmustnotusecomputersornetworksinsucha

waythatwoulddisruptorimpairtheusebyothersorbecontrarytoanycitypolicy.No

employeeshallusetheInternetore‐mailtopresenthisorherviews,ideas,questions,or

actionsasrepresentingthecityunlessdoingsoinanofficialcapacityandauthorizedbythecity

administratororhis/herdesignee.



B. InappropriateUse

a. Usersmaynotusethecity’scomputerresourcesforpersonalusewhichinterfereswithjob

performance.

b. Usersareprohibitedfromthecreation,transmission,review,orstorageofinappropriatee‐

mailorin

tern

etcontent,including,butnotlimitedto;

a. Materialthatisofasexualoroffensivenature.

b. Materialthatpromoteshatred,harassment,illegalactivity,ordiscriminationthatmay

be related, but not limited to gender, sexual orientation, race, religion, national

origin,age,politicalbelief,physicalattributes,disability,orinformationregardingan

employee’shealthstatuswithouttheirpermission.

c. Material that is fraudulent, embarrassing, profane, obscene, intimidating,

defamatory,orotherwiseinappropriate.

d. Materialthatcausesinterferencetothenetworksuchasvirusesorhacking

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Note:Theabovesection,a‐d,doesnotapplytostorageforspamcontrol.



c. Usersmaynotusethecity’scomputerresourcesforactivitiesincluding,butnotlimitedto:

a. Downloadingsoftwareand/orotherelectronicfilesfromInternet

sourcesunlessnecessaryforcitybusiness

b. Downloadingsoftwareinviolationofcopyrightlaw

c. Downloadingand/orsharingmusicormovies

d. Downloadinggames,playingcomputergames,playing

interactiveinternetgames,orintroducingorplayingsoftware

viaCDordiskette

e. Downloading,loggingon,and/orutilizinganyInstantMessagingor

ChatRoomprogramsforpersonaluse

f. Disseminationofconfidentialorlegallyprotectedinformation

g. Communicationsthatcompromisetheintegrityofthecityandits

businessinanyway

h. Non‐city,commercial,orpersonaladvertisements.

i. Onlinegambling

j. Re‐postingpersonalcommunications,includingthesender’se‐

mailaddress,withouttheauthor’spriorconsent

k. Lookingorapplyingforworkorbusinessopportunitiesotherthan

internalcitypostings

l. Jokes,chainletters,personalbusinessoperations,orpoliticalmaterial

m. Frivolousmessages

n. Communicationsthatusesomeoneelse’sname

o. Communicationssentcity‐widethatdonotdirectlyrelatetothe

administrativeprocessesofthecity

p. Accessingpersonalusee‐mailaccounts



d. Usersencounteringorreceivinganymaterialinformationinviolationofthispolicyshallreport

theincidenttotheirimmediatesupervisor.Anyquestionsregardingtheuseofinternetaccess

orthee‐mailsystemshallbediscussedwithasupervisor,whomayobtainfurtherinformation

fromtheinformationTechnologyDepartment.



C. InternetUse

a. Security

TheInternetisnotasecurenetwork;thus,employeesshallassumethatallInternet

activitiesarepublic.Thecityisnotresponsibleformaterialviewedbyusers.



b. AccessingtheInternetviaModem

Toensuresecurityandavoidthespreadofviruses,accessingtheInternetdirectlybymodem

is strictly prohibited unless the computer in use is not connected to the city’s network.

Internetaccessthroughacomputerattachedtothecity’snetworkisthroughan approved

Internetfirewallandtherebyauthorized.



D. ElectronicMailUse

a. CommunicatingInformation

Thecontentofalle‐mailsshallbepreparedwiththesamelevel of accuracy and

professionalism as other official city communications. Users mustusethesamecarein

draftinge‐mailsandotherelectronicdocumentsastheywouldforanyotherwritten

communication.

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

b. PublicRecordsandE‐mailRetention

Employeesareresponsiblefor deletingunnecessarymail itemsfromthe emailsystem.

Employeesarealsoresponsibleforretaininge‐mailsofenduringvalueinaccordancewith

thecity’sretentionschedule.Anyemailitemsthatneedtoberetainedshouldbesavedas

afileorprintedifnecessary.Analternativetotheaboveistoarchivee‐mailsofenduring

value on the employee’s hard disk. If this approach is taken, employees become

responsibleforensuringthatbackupcopiesaremadeonaregularbasis.



Employeeswhohavesubscribedtolist‐servicesshouldrequesttoberemovedfromsuch

listsbeforeterminatingemploymentwiththecity.Messagessenttoalle‐mailusersshould

be restricted to information that will have a direct impact on employees and/or the

employeeworkarea(i.e.,poweroutages,interruptionofservices,etc.).



c. Non‐CityProperty

Thecontentsofcityrelatedelectronicmail,files,ordatamaybeviewed,copiedordisclosed

by the city without the permission of the user. Any individual, using a non‐city owned

computerorelectronicdeviceforcitybusinesshasnoexpectationofprivacyinanye‐mail

message or other document that the individual may generate or receive if the e‐mail

messageordocumentrelatestocitybusiness.



E. PasswordProtection

Thecity’sautomatedinformationsystemsareavaluableassetand must be protected from

unauthorizedaccess.Accordingly,usersarerequiredtoobservethefollowingguidelineswhenusing

citycomputers,whetherataworklocationorwhenassignedequipmentisusedathome:



a. Passwordsmustbeusedtoaccessthecity’snetwork.

b. Passwordsmustbeusedtoaccesscomputersthatareusedby

multipleusersorcomputersthatareusedathomeorfortravel.

c. Passwordsshouldnotbefrivolous:i.e.,names,birth‐dates,addresses,

oreasilyrememberedsequences(111111,1123456,etc.).

d. Passwordsshouldconsistofatleast8characters,withamixtureofletters,

numbers,andspecialcharacters.

e. Passwordsshouldbechangedataminimumevery90days.

f. Passwordsmustnotbewrittendown,storedaroundthecomputer,or

stucktothemonitorordesktop.

g. Passwordsmustneverbedisclosedtoanunauthorizedperson.The

departmentdirectormaydesignateapersontomaintainalistofpasswordsfor

occasionswhenaccesstoadepartmentalcomputerisrequired,suchaswhen

thepersontowhomthecomputerisassignedisunavailable.Ifforsomereason

theusermustdiscloseapasswordtoanunauthorizedperson,itmustbe

changedimmediately.

h. Computerequipmentassignedforhomeuseisnottobeusedbynon‐citypersonnel.

Computersthatareloggedonshouldbeputinpasswordprotectmodewhenleft

unattended, especiallyifina publicplace.Ifaccessing theCity’s emailsystem

from a remote location, precaution must be taken that such access is not

availablefornon‐authorizedusers(e.g.,usingpasswordmemoryfacilities,short‐

cuts,auto‐fillcapabilities)

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

F. PoliceDepartmentInvestigation(s):

a. Thispolicydoesnotapplytopolicedepartmentlegitimatecaseloadinvestigations



G. CorrectiveAction

Computeraccessisaprivilegethatmayberevokedatanytime.Employeesviolatingthispolicywill

besubjecttocorrectiveaction,uptoandincludingtermination.Itiseveryuser’sdutytoutilizethe

city’scomputerresourcesresponsibly,professionally,andethically.



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

Chapter6: WORKENVIRONMENT

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

PURPOSE:

Thispolicydefinestheguidelinesforthestandardsofuseofthetelephoneandwirelessdevicestothoseemployees

requiringsuchtechnologyinthecourseofdailybusiness,aswellasdefiningresponsibilitiesofbothmanagement

andemployeesintheappropriateuseandoversightofwirelesstechnology.

POLICY:

Telephonesincityofficesareintendedtobeusedforofficialcitybusiness.Anypersonalcallsshallbekepttoa

minimumandshallnotinterfere withtheoperations ofthe employee’sworkordepartment.Ifan employee’s

supervisor determines that this privilege of telephone use is being abused or is interfering with department

operations,thisprivilegemayberestrictedorremoved.



WIRELESSDEVICES:

A. Assignment

1. Itisthepolicyofthecitytoprovidewirelesstelephonestodesignatedemployeesinorderto

improveproductivity,enhancecustomerservicetocitizensand/ortoenhancepublicsafety

services.



2. Itisalsothepolicyofthecitytomaintaintherighttoaccessanddiscloseanyandallmessages

communicatedthroughelectronicmeanswhencity‐ownedequipmentisused.Regardlessof

the intent of the message (business or personal), any employee involvedhasnorightto

privacy,ortotheexpectationofprivacy,concerningthecontent of any message or the

intendeddestinationofanymessage.



B. AuthorizedUsage

1. City‐ownedwirelesstelephonesareintendedforandexpectedtobeusedforcitybusiness.

Minimalpersonalusageispermitted,aslongasthepersonaluseisreasonableandprudent.



2. Employees should not use wireless telephones to discuss confidential or sensitive

informationbecausewirelesstelephoneconversationsarenotsecured.



C. EligibilityCriteria

Employeeseligibleforassignmentofcity‐ownedwirelesstelephonesarethosedesignatedbythe

cityadministratorand/ordepartmentdirectors,including(butnotlimitedto):



1. Employeeswhoarefrequentlyinavehiclewhomustconductcitybusinessbytelephone

whileinthefieldanditcanbeshownthatcostsavingsandcustomerserviceefficiencywill

berealizedthroughuseofsuchdevices;

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

2. Employees who have a critical need to maintain accessibility with other departments,

managers,citymanagementstaffand/orpublicofficials,inordertoensureuninterrupted

customerserviceand/ortheintegrityoftheorganization;publicsafetypositionsandvehicles

inordertoprovideimmediateanddirecttelephonecommunicationswithcitizens,outside

agenciescooperatinginoperations,orotherresourceentitiesoutsideofcitygovernmentand

toprovideforcommunicationswhichmaybeinappropriateformobileradios;



3. Employeesinvolvedinthecity’semergencyresponseplan;and



4. Departmentdirectorsandemployeeswhohavearesponsibilityforrespondingtopublic

safetyincidentsinthefield.



D. Responsibilities

1. CityAdministrator

The city administrator is responsible for finalapprovalonallrequestsfor wireless

telephone devices once the request has been approved by the appropriate

departmentdirector.



2. DepartmentDirectors

Departmentdirectorswillberesponsiblefor:

a. Approvingrequestsforwirelesstelephonesfromtheirrespectivesubordinates;

b. Ensuringthatrequestsareinconformancewiththeproceduresoutlinedherein,or

thatexceptionsarejustified;

c. Ensuringthatallpersonsassignedacity‐ownedwirelesstelephoneareprovided

access to a copy of this policy and procedure and that the employee is in

compliancewithit;

d. Conducting periodic inventories of wireless telephones with their respective

departmentstoensureaccountability;

e. Conductingannualreviewsofassigneddevicestodetermineifsuchassignments

continuetobejustified;

f. Informing appropriate employees responsible for city communications of all

reassignmentsofwirelesstelephones;

g. Reviewing the monthly bill, collecting funds from department employees, and

forwardingthosefundstotheFinanceDepartmenttoreimbursethecityforany

chargeablepersonalcallsortextmessagesappearingonthebill.



3. Employees

Employees who are assigned the use of city‐owned wireless

telephonesareresponsiblefor:

a. Ensuringthephysicalsecurityofsuchdevices.Incaseofnegligence,theemployeewill

beresponsibleforreimbursingthecityanycostincurredinreplacementorrepairof

thephone;

Page 108 of 245



b. Ensuringthatallcommunicationsonsuchdevicesarekepttothebriefest

durationpossible;

c. Keepingpersonalcommunicationstoaminimum;

d. Ensuringthatanypersonalusedoesnotdetractfromtheemployee’s

availabilityforcompletionofassignedduties;

e. Beingavailabletoreceivecallsormobiledatamessageswhileworkingoron‐call;

f. Usinggoodjudgmentwhilespeakingorsendingmobiledata

messages,asallphonerecordsaresubjecttoOpenRecords

Request;

g. Notusingthetelephonebysendingorreadingmobiledatamessageswhile

driving a City vehicle. Employees who are charged with traffic violations

resultingfromtheuseoftheirphonewhiledrivingwillbesolelyresponsible

forallliabilitiesthatresultfromsuchactions.

h. Providingtheappropriateemployees/supervisornotificationofany

repair,lost,stolenordamagedequipment.

i. Surrenderingacity‐ownedphoneuponrequestofadepartment

director,regardlessofthereason;

j. Non‐exemptemployees:Ensuringcompliancewithworkawayfrom

premisesorathomeinvolvingtheuseofawirelessdevice(seeChapter5,

page1).



4. Reimbursements

a. Users must review their monthly billing statement for accuracy,

annotatethebillofanypersonalcallortextchargesthatincuradditional

cost to the city, and submit payment to the designated department

cashier.Ifthereisnodepartmentcashier,paymentshallbesubmittedto

theFinanceDepartment.

E. Procedure

Torequestwirelesstelephoneusage,theemployeemustmakearequestinwritingto

thedepartmentdirector.Adeterminationwillbemadecertifying whether or not

cellulartechnologyisanappropriatecommunicationdeviceforthesituationandmust

beapprovedbythedepartmentdirectorandtheCityAdministrator.Everyemployee

utilizingwirelesstelephonesshallberequiredtosigntheCityIssuedWirelessDevice

AcknowledgementForm(AppendixE,Form28)regardingthispolicy,whichverifiesthat

theemployeehasreadandunderstandstheobligations.



Inappropriateuseofcellularphonesshallbereportedtotherespectivedepartmentdirectorand/orimmediate

Supervisor.Anyemployeeviolatingthispolicyissubjecttocorrectiveaction,uptoandincludingtermination.



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

Chapter6: WORKENVIRONMENT

6.04MealandRestPeriod

PURPOSE:

ToestablishconsistentstandardsformealandbreakperiodsthroughouttheCityofStephenville.



POLICY:

A. MealPeriod

Meal periods shall be determined by supervisors with the approval of the department

directortoaccommodateoperatingrequirements.Mealperiodswillnotbecountedastime

workedforthepurposesofdeterminingovertime,withtheexceptionofessentialpersonnel

approvedbythedepartmentdirector.



B. RestPeriod

Ifauthorizedbyanemployee’ssupervisor,employeesmaybeallowedtwo15‐minuterest

periodsduringtheday.Suchrestperiodsshallbeconsideredaprivilege,notaright,and

shall never interfere with proper performance of the work responsibilities and work

schedulesofeachdepartment.Ifpossiblerestperiodswillbeprovidedinthemiddleofwork

periods.Restperiodsmaynotbecombinedortakenatthestartortheendofanemployee’s

workday,orbeusedtoextendmealperiods.Sincethistimeiscountedandpaidastime

workedemployeesmust notbe absentfrom theirworkstationsbeyond the allottedrest

periodtime.



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Chapter6: WORKENVIRONMENT

6.05TobaccoUse

PURPOSE:

Toprovideasafeandhealthyworkenvironmentforcitizens,customers,andemployees.

POLICY:

Inkeepingwiththecity’sintenttoprovideasafeandhealthfulworkenvironment,smokingandtheuse

ofsmokelesstobaccoproducts(e.g.chewingtobacco,snuff,vapore‐cigarettes,etc.)areprohibitedincity

buildingsandotherfacilities,incityownedbuildingsormunicipalbuildingsorincity‐owned,rented,or

leasedvehiclesorwhileusingcityequipment.

Employeesmayusetobaccoproductsoutdoorsontheirrestbreaksoutsideofthe

buildingsindesignated

smokingareasorduringtheirmealperiods.Smokebreakswhichareexcessiveinfrequencyorlengthwill

betreatedasanattendanceissue.Noemployeeshallusetobaccoproductswhilemakingpubliccontact.

Employeesmaybeallowedtosmokeduringtheirbreakormealperiod,onlyindesignatedareasby

theirdepartmentdirector.Designatedareasarerestrictedtoout‐sideonly.

Willfulorrepeatedviolationsofthispolicywillresultinappropriatecorrectiveactions.

Page 111 of 245

PURPOSE:

Tooutlinetheguidelinesandproceduresforassignmentanduseofrestrictedduty.

POLICY:

Itisthegoalofthecity,with

thecooperationofalldepartments,tolocateandassignrestrictedduty,when

necessaryandfeasible,toemployeeswhoaretemporarilyrestrictedfromperformingtheirregularjobas

aresultofworkrelatedornon‐workrelatedinjuryorillness.Temporaryrestricteddutyopportunitieswill

returnemployeestoameaningfulassignmentassoonaspossiblewhentheyareunabletoperformthefull

essentialfunctionsoftheirpositions(withorwithoutreasonableaccommodation)duetotheinjuryor

illness.

A. RestrictedDutyWorkAssi

gnment

1. Anemployeewillbeconsideredforarestricteddutyassignment when he or she can

performworkofarestrictednature,asopposedtotheirnormalrangeofduties

2. The city reserves the right to require an employee to be medically released with no

restrictions before returning

 to full duty. Restricted duty assignments must be

coordinatedwiththeHumanResourcesDepartment.

3. Restricteddutyassignmentsmustbeexisting

dutiesconsistentwithnormaloperationsof

thedivision

ordepartment.Anemployeeassignedrestricteddutyassignmentsmaybe

assigneddutiesinseveraldepartments.Theserestricteddutiesassignmentsmustnotbe

createdspecificallyforanindividualemployee.Ifnoassignmentisavailable,theemployee

muststayhomeuntilreleasedtofullduty.

B. Procedures

Thefollowingprocedures

applywhenanemployeeisreleasedforrestricteddutyandprovidesa

Physician’s Restricted Duty Recommendation to his/her supervisor and the Human Resources

Department.

1. W

ithinone(1)workingdayofreceivingaPhysician’sRestrictedDutyRecommenda

tion,

the employee forwards it to the Human Resources Department. If a restricted duty

assignment is made, a Temporary Restricted Duty Agreement (Appendix E, Form 14)

mustbecompletedbytheemployeeandtheHumanResourcesDepartment.

2. Foraworkrelatedinjuryonly,ifarestricteddutyassignment is not available in the

department of origin, the Human Resources Manager or designee will review the

limitations/restrictions provided by the physician and determine an appropriate

assignmentbasedontherestrictionsnotedbythephysicianandtheemployee’sabilities

toperformthework.

Chapter6: WORKENVIRONMENT

6.06 Temporary Restricted Duty

Page 112 of 245

3. If an employee with a work related injury is assigned to restricteddutyinanother

department, the department of origin continues to pay the employee’s wage at the

employee’sregularpayrateregardlessofthenatureoftherestricteddutyassignment.

4. Anemployeeunabletoreturntoregulardutyontheoriginaldateindicatedbythetreating

physicianmustprovideanupdatedPhysician’sRestrictedDutyRecommendationpriorto

theoriginallyestimateddateofreturntoregularduty.

C. Additi

onal

Provisions

1. Therestricteddutyassignmentshallnotexceedninety(90)workingdaysinaone(1)year

period.

2. Extensions beyond ninety (90) working days must be authorized by the City

Administrator'sOfficeandtheHumanResourcesManageruponrecommendationofthe

department director and receipt of proper documentation to indicatetheneedfor

extension.

3. Anemployee’srefusaltoperformataskconsistentwiththemedicalrestrictionswillbe

interpretedasaviolationofcitypolicies.Theemployeewillleavetheworksite,willbe

placedonleavewithoutpay,andmaybesubjecttocorrectiveaction.Theemplo

yeemay

be orderedtobere‐evaluated in order to determine their ability toperform available

restricteddutytasks.

4. Anemployeeonrestricteddutymaybeassignedseveraltypesofworkatvariouslocations

andtimes, necessitated bychangingmedicalrestrictions orbycompletion ofavailable

workofaparticulartype.

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Chapter6: WORKENVIRONMENT

6.07Take‐HomeVehicle

PURPOSE:

Toestablishstandardrequirementsandprocedures,inaccordancewithapplicableprovisionsoftheInternal

RevenueCode,fortheCityofStephenvilleemployeeswhoareassignedcity‐ownedorleasedvehiclesinthe

courseofprovidingservicesandconductingbusiness.

DEFINITIONS:

CityVehicleisanyvehicleowned,rented,orleasedbythecity.

De Minimis means a minimal amount of personal use of city‐owned vehicles, as defined by the Internal

RevenueServiceregulations.

Markedvehicleisacity‐ownedvehiclewhichisclearlyidentifiedforuseincityoperationsandbusiness.

Take home Vehicle is a city‐owned vehicle which is assigned to a specific position with take‐home

responsibilities.

UnmarkedVehicleisacity‐ownedvehiclewhichisnoteasilyidentifiedasusedbyacityemployee.Examples

ofsuchvehicleswouldbethoseusedinfireand/orpolicecriminalinvestigationandbydetectivepersonnel.

Vehicle is any self‐propelled equipment, trailer, or trailer mounted equipment, which is towed by a self‐

propelledpieceofequipment,whichmaybemarkedorunmarkedwithcityidentification,and/orlicensedfor

useonpublicroadways.

POLICY:

Thispolicyisintendedtoensurethesafetyandwell‐beingofcityemployees;tofacilitatetheefficientand

effectiveuseofcityresources;tominimizethecity’sexposuretoliability;tomonitortheuseofcity‐owned

vehicles;andtocomplywithInternalRevenueServiceregulationsrelatingtocityvehicleusage.

A. AssignmentofTake‐HomeVehicle

Atakehomevehiclemaybeassignedtoanemployeeforanyofthefollowingreasons:

1. Whentakinghomeacity‐ownedvehicleservesavalidpublicpurpose

2. Whentheemployeerespondstofrequentemergencycallsfromhomeorisoncall‐backor

standbystatus

3. When the responsibilities of the position require the person be available to

respondtosituationswiththenecessaryspecializedequipmentand/orskillthat

requiresthecityvehiclefortransportation

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B. Take‐HomeVehicleAuthorizationProcedure

Theassignmentofcitytake‐homevehiclestoemployeesshallrequiretheapprovalofcouncil,based

ontherecommendationsfromtheemployee’sdepartmentdirectorandthecityAdministrator,Take

HomeVehicleRequestForm(AppendixE,Form25).Ifavehicleisassignedpursuanttothispolicy,

onlytheemployeewhowasgrantedapprovalisauthorizedtooperatethevehiclewithoutwritten

approval.Thefollowingcriteriawillmeasureanemployee’sneedfortake‐homevehicle

authorization:

1. Allemployeesthattakecityvehicleshomemustlivewithintwenty(20)minutesor

lessofthejobsitewheretheemployeeisstationedforthepurposesofresponding

toemergencies.Exceptionstothisrulewillbegrantedatthediscretionofthecity

administrator.Continuedtake‐homevehicleauthorizationwillbe based on the

numberofactualbacktoworktripsmade.Ifthenumberofafterhours,backto

worktripsislow,take‐homeauthorizationmaybediscontinued.

2. Positionsthatutilizeatake‐homevehiclewillbereviewedonanannualbasisand

will require authorization by the department director and/or the city

administrator.

3. Thecityreservestherighttoreviewthecontinuingneedforanyvehicleassignment

andwithdraworreassignsuchvehicleatanytime.

4. Cityvehicleusagewillnotbenegotiatedaspartofanemploymentpackagewithout

priorapprovalfromthecitymanager

C. UseofTake‐HomeVehicles

Authorizedpersonnelwhoutilizetake‐homecityvehicleswilladheretogoodstewardshippractices

and common sense pertaining to responsible useofthe vehicles. Employees who use take‐home

vehiclesmustadheretothefollowinggeneralinstructions:

1. Employeesareprohibitedfromtransportingnon‐citybusinessrelatedpersonsinany

citytake‐homevehicle

2. Innocaseshallacityvehiclebeusedwhilepurchasing,transporting,orconsuming

alcohol,unlessinthecourseofaninvestigationthatinvolvesalcohol,

3. Asidefromprovidingservicesandconductingbusiness,take‐homevehiclesmaybe

usedforcommutinganddeminimispersonalerrandsduringworkdays,pursuantto

InternalRevenueService(IRS)regulations.AnEmployeemayutilizetheirvehiclefor

lunchand/orbreaktimepurposesduringworkdaysaslongasitiswithinreasonable

distance from the employee’s place of work that day and approved by their

supervisor.TheseregulationsmaybeamendedbytheIRSfromtimetotime.

D. CityVehicleRequirements

Thefollowingrequirementsareapplicabletobothtake‐homeandnon‐take‐homeCityvehicles:

1. Onlycityemployeesareauthorize

dtooperatecityve

hicles.

2. AlloperatorsofcityvehiclesshallpossessavalidTexasdriver’slicense.

3. Alldriversandbusinesstravelersmustwearseatbeltsandobeyalltrafficlaws.

4. AllcityvehiclesmustbeoperatedinthemannerprescribedinapplicableStatelaws

andcityordinances.

5. Employeesarestrictlyprohibitedfromoperatingacityvehiclewhileunderthe

influenceofalcoholorillegaldrugs,andarelikewiseprohibitedfromoperatingacity

vehiclewhileusingaprescription,over‐the‐counterornon‐prescribedmedicine

whichmayimpairtheirabilitytosafelyoperateamotorvehicle.

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

6. Employeesmaynotusethetelephone,sendorreadmobiledatamessageswhile

drivingacityvehicle.Employeeswhoarechargedwithtrafficviolationsresulting

fromtheuseoftheirphonewhiledrivingwillbesolelyresponsibleforallliabilities

thatresultfromsuchactions.Theonlyexceptionispublicsafetyemployees

conductingofficialbusiness;water,streets,codeenforcement,andparksand

recreationemployeesonlywhenconductingofficialcitybusiness.

7. Employeesareresponsiblefornotifyingthecitywithintwenty‐four(24)hoursif

theirlicenseissuspended,accordingtoPolicy7.08MinimumDrivingStandards.It

istheresponsibilityoftheemployeetoensurethatallcityissuedvehicleinsurance

documentationandregistrationbeinthevehicleatalltimes.Inthecaseofan

accident,theemployeedrivingacity‐ownedvehicleshallimmediatelynotifythe

nearestpolicedepartmenttoreporttheaccident.Copiesofthecompletedaccident

reportshallbeforwardedtotheemployee’sdepartmentdirectorandtheHuman

ResourcesDepartment.DepartmentdirectorsarerequiredtonotifytheHuman

ResourcesManagerofanyvehicularaccidentsintheirdepartmentinordertofile

anddistributeinsuranceclaims.

8. Employeesmustcomplywithallpreventativemaintenanceprogramsrequiredby

thecity.Further,allemployeesdrivingcityvehiclesarerequiredtoreportand

explainanyandallabnormalitiesnoticedbythedrivertotheirsupervisor

immediately.Byagreeingtouseacity‐ownedvehicle,theemployeeagreestokeep

cityvehiclescurrentonallmaintenanceandnecessarywork.

9. Vehiclesshallbekeptfreeoflitteranddebris.Thephysicalappearanceofthe

vehiclemustcreateagoodimpressionofthecity.

10. CityvehiclesandheavyequipmentshallbeinscribedinaccordancewithChapter

721,TexasTransportationCode.Anytamperingorremovaloftheinscriptionwill

resultincorrectiveaction.

11. EmployeesassignedtoacityvehiclewillberequiredtosignForm25(AppendixE)

indicatingthattheyhavereadandwillcomplywiththerulesandprovisionsinthis

policy,aswellasPolicy7.08MinimumDrivingStandards.

12. EmployeeswhohavedrivingresponsibilitiesaresubjecttotheMotorVehicle

RegulationsasstatedinPolicy7.08MinimumDrivingStandards.



Employeeswhodonotcomplywiththeprovisionsofthispolicyshallbesubjecttocorrectiveaction

upto,andincludingtermination

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

Chapter6: WORKENVIRONMENT

6.08NotificationofClosures/Delays



PURPOSE:

Tocommunicate the requirements of attendance and pay during periodsofinclementweatherorother

declareddisasters.



POLICY:

A. NotificationofCityClosures/Delays

Intheeventthecityadministratorordesigneedeterminesthatcityofficesmustbecloseddueto

inclementweatherorotherdisaster,thecityadministrator,ordesigneewillnotifyalldepartment

directors.Departmentdirectorswillinturnnotifytheirrespectivestaff.



B. Non‐EmergencyPersonnel

When conditions are such that the city administrator,or designee, declares city offices officially

closed,allregularlyscheduledfull‐timeandpart‐time,non‐emergencypersonnelscheduledtowork

willbeexcusedforthedaywithoutpenaltyorlossofpay.TheClosureDaywillnotcountastime

workedforthepurposeofdeterminingovertime.Ifthecityadministrator,ordesignee,declaresa

delayedopeningorearlyclosing,non‐exemptemployeeswillbepaidforactualtimeworked.



C. EmergencyServicePersonnel

Certainemergencyservicepersonnelwillberequiredtoworkevenwhencityofficesaredeclared

closed.Emergencypersonnelarenon‐exemptpersonnelwhoareneededinordertoprovidebasic

servicesduringcityobservedholidays,inclementweatherorotherdeclareddisasters.

The responsibility for designating thoseemergency service personnel rests with the department

directorandwillincludecertainutility,street,parksandrecreationemployees.Suchemployeesshall

beprovidedwithareplacementday‐offwithin90daysfromthedeclaredClosureDay.Itwillbethe

responsibilityofthedepartmentdirectortocoordinatesuchreplacementdaysoff.

  PublicSafetyPersonnel:

DuetothenatureofpositionswiththePoliceandFireDepartments,employeeswhosupport24/7

operations within both departments are expected to report to work as scheduled, regardless of

inclementweatherorotherdisasterandarenoteligibleforthereplacementdayoff.Ifextenuating

circumstancesarepresent,employeesmustcontacttheirsupervisorpriortothestartoftheirshift

todiscussfurther.Theemployee’ssupervisorwillberesponsiblefordeterminingtheappropriate

action.



Employees not scheduled to work, but are called in to assist will receive overtime as per the

EmergencyCallBackPolicy(section5.07).



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

D. UseofOfficialClosureDay

1. PersonalIllness:Employeeswhowouldhaveusedasickdayduetoillnessmayuse

theClosureDayinlieuoftakingasickday

2. OutonFamilyMedicalLeave:IfanemployeeisoutonFamilyMedicalLeave(FMLA),

theClosureDaywillnotbecountedasaFamilyMedicalLeaveday

3. WhileonVacation:EmployeeswhoscheduledvacationthatfellontheClosureDaym a y 

usetheClosureDayinlieuoftakingavacationday

4. While on Unpaid Leave of Absence: Employees on approved personal leave of

absencewithoutpaywillnotbegrantedtheClosureDay



E. InclementWeatherConditionswithoutOfficialNotification

Ifcityofficesarenotofficiallydeclaredtobeclosedduetoinclementweatherorotherdisaster,all

employeesareexpectedtomakeeveryeffort toarriveatwork,regardlessofweatherconditions.

However,ifanemployeefeelsthatdrivingconditionswouldconstituteadangertotheirlifeand/or

property,theymayelecttocomeinlaterthannormal.Ifconditionsdonotimprove,theymayelect

touseadayoftheirvacation.Ifvacationtimeisnotavailable,thefloatingholidaymaybeused,or

theemployeemayrequestthedayoffwithoutpay.Employeesmustcontacttheirsupervisorbefore

theworkdaybeginsinanyoftheabovesituations.



F. EmergencyResponseand/orDisasterPreparedness/Recovery

Intheeventofadisaster,employeeswhoperformemergencyworkduetoanyformofmajordisasters

suchasflooding,tornado,hurricanes,orotherformofforcemajeure,firemanagement assistance

declarations,preparationand/orrecoveryefforts,whetherlocalorinresponsetoaStateorFederal

deployment,employeeseitherExemptorNon‐Exemptwillbepaidfortheirtimeworkedregularand

onovertime.



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

Chapter6: WORKENVIRONMENT

6.09Travel



PURPOSE:

Tooutlinetheproceduresforcity‐approvedtravelandreimbursementfortravelexpensesandsetguidelines

forreasonableuseofpublicfunds.



TheCityofStephenvillehasanaccountableplanthatrequires adequateaccountingforalltravelexpenses

withinaspecifiedperiodoftime.Undertheaccountableplanexception–notaxreportingisnecessaryunder

IRSguidelines.



POLICY:

ItisthepolicyoftheCityofStephenvillethatemployeesactingonthecity’sbehalfwillbeallowedtotravel

toconferences,seminars,andforotherpurposesifsuchtravelisdeterminedtobeinthebestinterestofthe

cityorforjob‐relatedpurposes,withanapprovedTravelRequestForm(AppendixE,Form15).Traveltimefor

the purpose of this section is defined as the actual time spent in traveling from the citytothealternate

location.Anyothermileageisconsideredaspartofthenormalcommutetowork.



A. Responsibilities

The department directors are responsible forcommunicating and administering the provisionsofthis

policytoemployeesandapprovingexpensesaslegitimatebusinessitems.



Thefinancedirectorisresponsiblefortheoveralladministrationandcomplianceoftheprovisionsstated

inthispolicy.



Allemployeesshallhavetheresponsibilitytoreportanyabuseandormisuseoftravelfundstoappropriate

management.Employeestravelingoncitybusinessarerepresentativesofthecityandareexpectedto

maintainahighlevelofprofessionalismandtofollowallcitypolicies.



B. AllowableExpenses

Reasonabletravelexpensesincurredbyemployeesandelectedofficialswillbereimbursedbythecityor

paiddirect,subjecttothefollowingguidelines:



1. Meals

1. PerDiem

Aper‐diemisadailyallowanceformealsandincidentalswhiletravelingovernight

onbehalfofthecity.Mealexpensesforemployeeswillbepaidupto$50.00a

day.Forpartialdaysthefollowingamountswillbepaid:Breakfast$10.00,Lunch

$15.00,andDinner$25.00.Thedailyallowanceforeachmealincludesthetip.

Mealsthatareprovidedasapartofaconference,training,etc.donotqualifyfor

per‐diemandmustbesubtractedfromanyper‐diemcashadvancerequest.All

travel and cash advances must be approved in advance by the employee’s

department director (or designee), unless otherwise stated in this policy. The

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employee must be away before 7:00 a.m. or after 6:00 p.m. to receive the

respectivebreakfastordinnerportionoftheperdiem.



Per‐diem may be requested in advance by completing an Request For Check

(AppendixE,Form16)nomorethan2weekspriortotravel.Noreceiptisrequired

forper‐diem.



b. OtherMeals

Mealreimbursementinconnectionwith‘daytravel’maybesubjecttoIRSincome

tax withholding regulations and therefore receipts must be maintained by the

employee.Thereimbursementrequestandreceiptformealsassociatedwith‘day

travel’ must be submitted to payroll, along with the Travel Request Form

(AppendixE,Form15).



Inorderformealreimbursementstobeexcludedfromtaxes,travelmustbeaway

fromhomeandinvolveanovernightstay;orbeforabusinessrelatedpurpose.



Ifamealreimbursementincludestheemployeeandother(s),thereasonforthe

mealandthenamesoftheattendeesmustbeprovidedonthebackofthereceipt.



Asanalternative,departmentdirectorlevelandabovemayelecttobereimbursed

onactualexpensesinsteadofper‐diem,ifsubstantiatedbyreceiptsalongwith

anRequestforCheck(AppendixE,Form16).



2. Transportation

1. Thecityexpectsthatthemosteconomicalmethodoftravelwillbeutilized.The

citywillpayformileage,roundtripairfare,trainfare,taxifare,tips,tolls,andcar

rental,whenrequired.AllapprovedtransportationmustbeprocuredviaCCHAP

check,ACH,EFTorProcurementCard.Likewiseallrefundsfortransportationmust

beissueddirectlytothecity.Employeesarestronglyencouraged not to use

personal funds to secure transportation. However, department directors have

discretion to permit the use of personal funds to secure transportation, if

necessary.Roundtripairfareforcoachclasswillbepaidwitharrangementsmade

inadvance.FirstClassorBusinessClasswillonlybeacceptablewhencoachclass

isnotavailable.



2. Mileagereimbursementwillonlybepaidwhenanemployeeuseshis/herpersonal

vehicle and it is pre‐approved by the department director. The rate of

reimbursement shall be the standard IRS mileage rate for the current year of

travel;whichisupdatedannually.Mileswillbecalculatedbasedonactualmiles

driventoandfromtheapproveddestination.Allmileagereimbursementrequests

mustbeaccompaniedbyeitherapersonalmileagealogoraninternetmileage

calculatorshowingtheroundtripmileageactualsorestimates.Thecitywillaccept

a print out from an online mileage calculator to substantiate miles traveled.

Mileage reimbursement will only be issued, prior to travel, upon receipt of

approvalandapprovedmileagelog.



3. The City of Stephenville provides for car allowance to reimburse employees

required to use personal vehicles extensively for city‐related business. A car

allowancemaybesetabovethereimbursementlevelasapartoftheemployee’s

total compensation package. Car allowance recipients are responsible for any

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record keeping requirements of the Internal Revenue Service andanytax

implications.Alloranyportionofarecipient’scarallowancemaybesubjectto

federalincome tax.Acarallowance willcover anyandallcar‐relatedexpenses

incurredbytravelwithinErath,Hood,Comanche,Hamilton,PaloPinto,Eastland,

Somervell, and Bosque Counties. Any travel beyond the listed counties will be

eligibleformileagereimbursementforactualmileagefromthebeginningofthe

trip.Employeesreceivingacarallowancemayberequiredtofurnishvalidproof

ofstaterequiredliabilityinsurancecoverage.Thecitymanagermayeliminatecar

allowancesatanytime.



3. Lodging

Lodgingexpensesshallbearrangedinadvance,usingthesinglerate.Lodgingexpenseswill

bepaidfortheactualnumberofmeetingdayswithallowancefortraveltime.Thecitywill

reimburselodgingonly fortraveloutside the Stephenville area.Thecitywillreimburse

lodgingexpensesonlyiftravelgoesbeyondthecountiesofErath,Hood,Somervell,Palo

Pinto, Hamilton, Comanche, or Eastland counties, unless there is a bona‐fide business

activitythatisexpectedtoextendbeyond7:00p.m.(i.e.conferencenetworkingevent,or

similaractivity).Employeesareexpectedtocommutetolocations within the counties

listedabove.Extrachargesforroomservicearenotreimbursableorpaidbythecity.An

itemizedlodgingreceiptmustbeprovided,includinganitemizationforanyroomcharges

tobepaidorreimbursedbythecity.Departmentdirectorshavediscretiontowaivethe

milerestrictionforlodgingreimbursementunderspecialcircumstances.Directorsshould

noteontheexpensereportthattherestrictioniswaived.



4. RegistrationFees:

Registration fees willbe paid directly by the city viacheck, ACHor Procurement Card.

Likewiseallrefundsforregistrationfeesmustbeissueddirectlytothecity.



5. Tips:

Tipsforbaggagecarriers,taxifare,andparkingfeesareallowableexpensesandmustbe

substantiatedontheexpensereport(approximately15%).Note:perdiemthresholdsmust

includethetip,reimbursementsfortipsthatareoutsideofperdiemsmustbeshownona

receipt/invoice.



6. UnplannedExpenses:

Reasonable,unplanned,outofpocketexpenseswillbereimbursedprovidedreceiptsare

presentedandsubstantiated.



7. ProhibitedExpenses:

Expensesforentertainment,alcoholicbeverages,fitnesscenterfees,andin‐roommovies

arenotauthorizedandwillnotbereimbursed.



8. Spouses:

Thecitywillnotpayorreimburseregistrationfees,meals,andtravelexpensesofspouses

whoaccompanyemployeestoconferencesorotherbusinessrelatedevents.



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C. ExpenseReports

ForallemployeeswhoarenotCreditCardholdersordonotelecttouseper‐diem,aRequestforCheck

(AppendixE,Form16)mustbecompletedwithinseven(7)workingdaysafterreturningfromatrip.This

reportwillitemizeallexpensesincurredduringtrip.Receiptsarerequiredforhotel,airfare,trainfare,

meals,registrationfees,andanyotherexpensesover$5.00,withtheexceptionoftolls.Includeacopyof

theconferencebrochuredetailingmeals,beginningandendingdates,locationandtopics.



Foremployeeswhousetheirpersonalvehicleforapprovedtravel,aRequestforCheck(AppendixE,Form

16)mustbefilledoutforreimbursement.ActualmileagewillbecomputedandlistedatthestandardIRS

mileagerate.Allmileagereimbursementrequestsmustbeaccompaniedbyeitherapersonalmileagelog

oraninternetmileagecalculatorshowingtheroundtripmileage.



Foremployeeswhohavedailyexpensesandturninareportmonthly,aRequestforCheck(AppendixE,

Form16)mustbeturnedinwithinseven(7)workingdaysfollowingtheendofthemonth.



Anyquestionsregardingexpensereportsshallbeaddressedtothefinancedepartment.



D. MiscellaneousExpenseReimbursement



Miscellaneousexpenses less than$50.00 may be reimbursed through the petty cash system without

completinganexpenseorestimatedexpensereport.Allothertravelandmealexpenses/advancesmust

bereportedthroughtheexpensereportprocedure.



E. Compliance

Out‐of‐towntravelbynon‐exemptemployeesiscoveredunderthefollowingFLSArules:

 TravelTime:Theprincipleswhichapplyindeterminingwhethertimespentintravel

iscompensabletimedependsuponthekindoftravelinvolved.

 HometoWorkTravel:Anemployeewhotravelsfromhomebeforethe regular

workday and returns to his/her home at the end of the workday is engaged in

ordinaryhometoworktravel,whichisnotworktime.

 HometoWorkonaSpecialOneDayAssignmentinAnotherCity:Anemployeewho

regularlyworksatafixedlocationinonecityisgivenaspecialonedayassignmentin

another city and returns home the same day. The time spent in traveling to and

returningfromtheothercityisworktime,exceptthattheemployermaydeduct/not

countthattimetheemployeewouldnormallyspendcommutingtotheregularwork

site.

 TravelthatisallinaDay'sWork:Timespentbyanemployeeintravelaspartoftheirprincipal

activity,suchastravelfromjobsitetojobsiteduringtheworkday,isworktimeandmustbe

countedashoursworked.

 Travel Away from Home Community: Travel that keeps an employee away from home

overnightistravelawayfromhome.Travelawayfromhomeisclearlyworktimewhenitcuts

acrosstheemployee'sworkday.Thetimeisnotonlyhoursworkedonregularworkingdays

duringnormalworkinghoursbutalsoduringcorrespondinghoursonnonworkingdays.As

anenforcementpolicytheDivisionwillnotconsiderasworktimethattimespentintravel

awayfromhomeoutsideofregularworkinghoursasapassengeronanairplane,train,boat,

bus,orautomobile



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F. TravelandCityIssuedCreditCards

Creditcardsareaavailabletomakepurchasesofgoodsandservicesinthemostcosteffectivemanner.

1. All charges associated with approved travel should be purchasedviathecity’stwo

purchasingmeansasmuchaspossible(CityIssuedCreditCardorAPCheck)thisensures

thatthecity gets thebestratesandhasaccess tomerchantinformationforfinancial

reportingpurposes.

2. AllCityIssuedCreditCardholdersareexpectedtousetheircreditcardsforapprovedtravel.

3. TravelapprovalformsmustaccompanytheCityIssuedCreditCardexpensestatement

foranexpensecycleinwhichtravelrelatedexpensesareposted.



Abuseofthispolicy,includingfalsifyingexpensereportsorsubmittingfalseclaims,willresultsin

correctiveaction,uptoandincludingterminationofemploymentandmayalsoresultincriminal

charges.



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

Chapter6: WORKENVIRONMENT

6.10Identification(ID)Card



PURPOSE:

ThepurposeofthispolicyistooutlinethereasonsforuseandregulationofCityofStephenville

employeeidentification(ID)cards.



POLICY:

AspartoftheUnitedStatesHomelandSecurityInitiative,aswellassatisfyingthecity’sgoaltoprovide

asafeandsecureenvironmenttoliveandwork,cityemployeesarerequiredtocarrycity‐issuedID

cards.BycarryingIDcards,employeeswillbeapartofthisnationwideinitiativeaswellashelpingthe

cityattainthisgoal.

Thispolicyappliestoallfulltimeemployees,exceptthoseinthePoliceandFireDepartment.The

FireandPoliceDepartmentshaveindividualpoliciesconsistentwiththeirdepartmentalsecurity

regulations.



A. ReasonsforCarrying/WearingandIDBadge

1. Providesbettersecuritybymoreeasilyidentifyingpeopleinauthorizedandunauthorizedareas

2. Makesiteasierforcustomerstoidentifythecityemployeewithwhomtheyarecommunicating

3. Offersinstantvisualrecognitionthatanindividualisalegitimateemployeeofthecity

4. Gives employees in city facilities an opportunity to reasonably question anyone not

carrying/wearinganIDbadge

5. Maydeterpotentialwrongdoerswhoprefertooperateinanenvironmentwheretheirpresence

willgounchallenged

6. Servesasproofofanindividual’sstatusasanemployeeofthecity



B. IDBadgeResponsibilities

1. EmployeesmustcarryorweartheIDbadgeatalltimeswhenworkingforthecity,bothincity

buildingsorinthefield

2. TheIDbadgewillbedisplayedinplainviewinaprofessional,business‐likemanner.Fieldworkers

have the option of a wallet ID badge that shall be kept with themwhileworkinginorderto

produceitifrequested

3. Thebadgesarethepropertyofthecity,andanyemployeewhoaltersorintentionallymutilates

thebadge,usesthebadgeofanotheremployee,orallowshis/herbadgetobeusedbyanother

employeeissubjecttocorrectiveaction

4. Anytransfer,falsification,orforgeryofacityIDbadgeisaviolationofcitypolicyandmayresultin

correctiveaction.Inaddition,fraudulentorillegaluseofthecityIDbadgemayresultincriminal

and/orcivilcharges

5. TheuseofstickersorotheritemsaffixedtocityIDbadgesisprohibited

6. Eachemployeeisresponsibleforthecare,safekeeping,anduseofhis/herIDbadge

7. Thecityreservestherighttomodifyorrevokethebadgeatanytime

8. The badges will be returned to the Human Resources Department upon separation of

employme

nt



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

C. IDBadgeReplacement

1. Nopersonshallpossessmorethanone(1)cityIDBadge.Ifabadgeislostandareplacement

badge issued, then the original is found, one (1) shall be returned to the Human Resources

Department

2. Onereplacementbadgewillbeprovided;however,theemployeewillberequiredtopayacharge

foreachadditionalbadgerequireddueto loss,misplacement,breakage,etc.Exception: Ifthe

badgeneedstobereplacedduetonormalwearandtearonthejob,nochargewillbeassessed



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

Chapter6: WORKENVIRONMENT

6.11VisitorsintheWorkplace



PURPOSE:

Toprovideforthesafetyandsecurityofemployeesandcityfacilities.



POLICY:

Restrictingunauthorizedvisitorshelpsmaintainsafetystandards,protectagainsttheft,ensuresecurity

of equipment, protect confidential information, safeguard employee welfare, and avoid potential

distractionsanddisturbances.

Allvisitorsmustentercitybuildingsatthemainentrance(s).Authorizedvisitorswillreceivedirections

to their destination. Employees are responsible for the conduct and safety of their visitors. If an

unauthorizedindividualisobservedinrestrictedemployeeonlyareas,employeesmustimmediately

notifytheirsupervisoror,ifnecessary,directtheindividualtothepublicarea.



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

Chapter6: WORKENVIRONMENT

6.12WorkplaceMonitoring



PURPOSE:

TodescribetheneedandverifythemeanstheCityofStephenvillemusttaketoensure

safetybymonitoringtheworkplace.



POLICY:

Workplacemonitoringmaybeconductedtoensurequalitycontrol,employeesafety,security,and

customer satisfaction. There can be no expectation ofprivacy in the use of the city’s resources,

includingbutnotlimitedto,telephones,computers,desks,vehicles,orequipment.Monitoringwill

occurwithoutpriornotificationandwillbeconductedattimesandlocationsdeemedappropriateby

thecity.Workplacemonitoringwillbedoneinanethicalandrespectfulmanner.



A. Telephone

Employees who regularly communicate with citizens and customersmayhavetheir

telephonecallsandconversationsmonitoredand/orrecorded.Telephonemonitoringisused

toidentifyandcorrectperformanceproblemsthroughtargetedtraining,ifneeded.Improved

job performanceenhances our citizens’andcustomers' image of the city as wellas their

satisfactionwithourservice.



B. VideoSurveillance

Thecitymayconductvideosurveillanceofnon‐privateworkplaceareas.Videomonitoringis

usedtoidentifysafetyconcerns,maintainqualitycontrol,detecttheftandmisconduct,and

discourageorpreventactsofharassmentandworkplaceviolence.



C. ComputerResources

Thecityownsthecontentsofallfilesstoredonitssystems,allinformationwithin

applicationfiles,andallmessagestransmittedoveritssystems.Thecityreservestheright

tomonitoranyandallaspectsofitscomputersystembyhumanand/orautomated

meanswithoutpriornotificationtoemployees.



D. Inspections

Lockers,vehicles,offices,desks,filecabinets,andothercitypropertyusedbyemployees

aresubjecttoinspectionbyadepartmentdirectorordesigneeatanytime.



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

Chapter6: WORKENVIRONMENT

6.13WorkplaceViolencePrevention



PURPOSE:

Tooutlinetheguidelinestodealwithintimidation,harassment,orotherthreatsof(oractual)violence.



POLICY:

The City of Stephenvilleis committed to maintainingasafework environment free ofworkplace

violence,andthereforehasazerotolerancepolicyregardingviolence.



A. ZeroTolerance

Ifanemployeeengagesinanyviolenceintheworkplace,orthreatensviolence,employment

maybeterminatedimmediately.Notalkofviolenceorjokingaboutviolencewillbetolerated.



Violence includes physically harming another,shoving, pushing, harassing, intimidating,

coercing,brandishingweapons,andthreateningortalkingofengaginginthoseactivitiesat

any time, including off‐duty periods. It is the intent of this policy to ensure that everyone

associatedwiththecity,includingemployees,customers,andcitizens,neverfeelthreatened

byanemployee’sactionsorconduct.



B. ViolentConduct

Allemployees,includingsupervisorsandtemporaryemployees,shallbetreatedwithcourtesy

andrespectatalltimes.Employeesareexpectedtorefrainfromfighting,“horseplay,”orother

conductthatmaybedangeroustoothers.



C. ReportingViolence

Threatsof(oractual)violence,bothdirectandindirect,mustbereportedassoonaspossible

to the immediate supervisor or any other member of management and the local Police

Department.Thisincludesthreatsbyemployees,aswellasthreatsbycustomers,vendors,

solicitors,orothermembersofthepublic.Whenreportingathreatofviolence,theemployee

mustbespecificanddetailedaspossible.



Suspiciousindividualsoractivitiesmustalsobereportedassoonaspossibletoasupervisor.

Anemployeemustnotbeplacedinperil;ifanemployeeseesorhearscommotionora

disturbance,theymustnottrytointercedeorinvestigatewhatishappening.



Thecityencouragesemployeestobringtheirdisputesordifferenceswithotheremployeesto

theattentionoftheirsupervisorsortheHumanResourcesDepartmentbeforethesituation

escalatesintopotentialviolence.



D. ZeroTolerance

Thecitywillpromptlyandthoroughlyinvestigateallreportsofthethreatof(oractual)violence

andofsuspiciousindividualsoractivities.Theidentityoftheindividualmakingareportwillbe

protectedasmuchaspractical.Inordertomaintainworkplacesafetyandtheintegrityofits

investigation,thecitymaysuspendemployees,withorwithoutpay,pendinginvestigation.

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

Chapter6: WORKENVIRONMENT

6.14Weapons–ConcealedandOpenCarry



PURPOSE:

ThispolicyoutlinesbusinessproceduresforemployeestomanageandcomplywithStatelaws

relatingtoopencarryoffirearms.



Firearm:

Anydevicedesigned,made,oradaptedtoexpelaprojectilethroughabarrelbyusingtheenergy

generatedbyanexplosionorburningsubstanceoranydevicereadilyconvertibletothatuse[Texas

PenalCode§46.01(a)(3)].Thetermfirearmshallalsoincludeairguns,airpistols,airriflesandall

otherfirearmsusingairorgaspressuretopropelaprojectile.



Handgun:

Meansanyfirearmthatisdesigned,made,oradaptedtobefiredwithonehand.



Location‐RestrictedKnife:

Meansaknifewithabladeoverfiveandone‐halfinches.



ProhibitedWeapons:

Includesfirearms(excepthandguns),clubs,Location‐restrictedknifeandotherweaponsas

definedbyTexasPenalCode46.01;andotheritemswiththepotentialtoinflictharm.



POLICY:

The city specifically prohibits the carrying of prohibited weapons by any employee while on city

premisesorcitybusinessexceptforlicensedpeaceofficersoranimalserviceofficers.Licensedpeace

officersandanimalserviceofficersmaycarryorpossessthose weapons that the department

approved.



Thecityspecificallyprohibitsopencarryingofhandgunsbyanyemployeewhileondutyoncity

premisesorcitybusinessexceptforlicensedpeaceofficer.



Thecitymanageranddivisiondirectorsmayprohibitthecarryingofhandgunsorprohibitedweapons

thatmaynotbeprohibitedbythispolicyforcertaincriticaljobtasksorlocationsasdeterminedbythe

departmentdirectorandcitymanager.



Appropriatecorrectiveaction,uptoandincludingterminationofemployment,willbetakenagainst

anyemployeewhoviolatesthispolicy.



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

Chapter6: WORKENVIRONMENT

6.15SecurityAccess



PURPOSE:

Thepurposeofthispolicyistohelpensurethesafetyofindividualsusingcityfacilitiesandtoimprove

thesecurityofcityproperty.

POLICY:

Inapublicbuildingthereisaneedtobalancetheaccessibilityanduseoffacilitieswiththeneedto

provideasafeandsecureenvironment.Conveniencemustsometimesbecompromisedinorderto

maintainsecurity.Eachcityemployeemustshareintheresponsibilitytoassuresecurityforemployees

andproperty.



A. Thecitymaintainsalockingsystemfortheprotectionofitsemployees,facilities,property,

and information. All locks, keys, and access codes are the sole property of the City of

Stephenvilleandwillbeissuedtoemployeesbasedontheirneedforaccess.Thecityreserves

therighttochangelocks,keys,andaccesscodesasneeded.Allkeysmustbereturnedtothe

cityuponterminationof employment. Employees exitingcitybuildings at theendofthe

businessdayshallensurethatallexteriordoorsarelocked,usingthekey(s)assigned.



B. Securitycodesshallbechangedatthediscretionofthecitymanagerordesignee.Visitorsand

non‐employeesincitybuildingsmustremaininpublicaccessareasunlessaccompaniedinto

anemployeeonlyareabyacityemployee.Cityemployeesshallnotrevealsecuritycodesto

anyoneother thananotheremployee.Revealing asecuritycodetoanon‐employeemay

resultincorrectiveaction.



C. Nounauthorizedpersonshallmake,duplicate,possessorusekeystocitypremiseswithout

authorization.No personmaytransferanycity keyfrom anindividual entrusted withits

possessiontoanunauthorizedperson,orbeinunauthorizedpossessionofacitykey.No

personshallreplacewithoutpermission,damage,tamperwithorvandalizeanycitylockor

securitydevice.



D. Alllossesandtheftofcitykeysaretobereportedtothecitymanager’soffice.Therequest

toreplacelostorstolenkeysshallbeaccompaniedbyawrittenexplanationdescribingthe

factssurroundingtheloss,particularlythelocationofthelossandwhatdoorsthekeysopen.

Basedonthefactorsinvolved,adecisionwillbemadetoreplacethekeysorhavethelocks

re‐keyed.Theindividualwhosekeyswerelostshallassumethecostofreplacementkeys.

The department shall assume the cost of re‐keying. The fees forkeyreplacementwill

increasewithsubsequentlossesbythesameindividual.



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

Chapter6: WORKENVIRONMENT

6.16SocialMediaPolicy



PURPOSE:

The purpose of this policy is to address the fast‐changing landscapeoftheinternetandtheway

residentscommunicateandobtaininformationonline.TheCityofStephenville(“City”)anditsvarious

departmentsmayconsiderparticipatinginsocialmediaformatstoreachabroaderaudience.TheCity

encouragestheuseofsocialmediatofurthertheCity’smissiontodeliverthehighestqualitymunicipal

servicesandtofurtheritsvisionofapremiercitythatretainsitsdistinctivecharacter.



DEFINITIONS:

A. “Article”meansanoriginalpostingofcontenttoaCitysocialmediasitebyaCityemployee.



B. “Blog”(anabridgmentofthetermweblog)meansawebsitewithentriesof

commentary,descriptionsofevents,orothermaterialsuchasgraphicsorvideo.



C. “Businessnetwork”suchasLinkedIn®orusergroupsofabusinessnature,areanetworkor

process that is established to build mutually beneficial relationships with other business

peopleandpotentialclients.Abusinessnetworkcanalsoserveasanallianceoflike‐minded

individualswithacommonproblemorinterest.Forthepurposesofthispolicy,anapproved

businessnetworkisnotconsideredasocialnetwork.



D. “Comment”meansaresponsetoaCityarticleorsocialmediacontentsubmittedbyany

personorentity.



E. “Content”includes,butisnotlimitedto,articles,comments,photograph(s),video(s),

otherimage(s)orhyperlinks(s)toanothersite.



F. “Link”meansreferraltootherinformationatadifferentlocationontheInternetviahyperlink.



G. "Socialmedia"isacategoryofinternet‐basedresourcesthatintegrateusergenerated

contentanduserparticipation.Theseinclude,butarenotlimitedto:



a. Socialnetworkingsites(i.e.,Facebook®,Google®)

b. Microbloggingsites(i.e.,Twitter®)

c. Photoandvideosharingsites(i.e.,Flickr®,YouTube®).

d. Blogs;and

e. Newssites(i.e.,Reddit®,Digg®).



H. "Social networking" is the practice of expanding one's businessand/orsocialcontactsby

makingconnectionsthroughclubs,organizations,phonecontacts,writtencorrespondenceor

throughweb‐basedapplications.ThispolicyfocusesonSocialNetworkingasitrelatestothe

Internet to promote such connections through Web‐based groups established for that

purpose.



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

POLICY–UseofSocialMediaonbehalfoftheCity

Thecitycouncilandthecitymanagerhaveanoverridinginterestandexpectationindecidingwhomay

"speak" and what is "spoken" on behalf of the City on social media sites. This policy establishes

guidelinesforthe use ofsocialmedia. The citymanageror hisdesigneeshall approvewhatsocial

mediaoutletsmaybesuitableforusebytheCityanditsdepartments.



A. AllofficialCitypresencesonsocialmediasitesorservicesareconsideredanextensionofthe

City’scomputerinformationnetworkandaregovernedbyandsubjecttotheCity’spolicyon

“InternetAccessandElectronicMailPolicy”containedinthePersonnelPolicyManual.

B. Thecitymanager,ortheirdesignee,willreviewalldepartmentrequeststousesocialmedia

sites.

C. Departmentsthatusesocialmediaareresponsibleforcomplyingwithapplicablefederallaws

andCitypolicies.Thisincludesadherencetoestablishedlawsandpoliciesregardingcopyright,

records retention, the Texas Public Information Act, the First Amendment of the U.S.

Constitution,privacylawsandinformationsecuritypoliciesestablishedbytheCity.

D. Employees must abide by all federal and state law and policies oftheCitywithregardto

informationsentthroughtheinternet.CitysocialnetworkingsitesaresubjecttotheTexas

PublicInformationAct,Federale‐discoveryrules,andtheCity’srecordsretentionschedules

that apply to social networking content. Records required to be maintained pursuanttoa

relevantrecordsretentionscheduleshallbemaintainedfortherequiredretentionperiodina

formatthatpreservestheintegrityoftheoriginalrecordandiseasilyaccessibleusingtheusual

orapprovedCityplatformsandtools.

E. Allsocialnetworksitesandentriesshallclearlyindicatethatanycontentpostedorsubmitted

forpostingaresubjecttopublicdisclosure.

F. TheCityreservestherighttorestrictorremoveanycontentthatisdeemedinviolationofthis

policyoranyapplicablelawaswellasmaterialthatiscontrarytopromotingtheCity’smission

orreflectsnegativelyontheCity.

G. EachCitysocialnetworkingsiteshallincludeanintroductorystatementwhichclearlyspecifies

thepurposeandtopicoftheblogandsocialnetworksite.Wherepossible,socialnetworking

sites should link back to the official City internet site for forms, documents andother

information.

H. Citysocialnetworkingcontentcontaininganyofthefollowingformsofcontentshallnotbe

allowedforposting.Examplesinclude,butarenotlimitedto:

1. Commentsnottopicallyrelatedtotheparticularsiteorblogarticlebeing

commentedupon;

2. Profanelanguageorcontent;

3. Contentthatpromotes,fosters,orperpetuatesdiscriminationonthebasisofrace,

creed, color, age, religion, gender, marital status, status with regard to public

assistance,nationalorigin,physicalormentaldisabilityorsexualorientation;

4. Sexualconte

ntorlinkstosexual

content;

5. Solicitationsofcommerce;

6. Conductorencouragementofillegalactivity;

7. Informationthatmaytendtocompromisethesafetyorsecurityofthe

publicorpublicsystems;

8. Contentthatviolatesalegalownershipinterestofanyotherparty;

9. Informationorreferencestothepersonaladdresses,personaltelephone

numbers,personale‐mailaddresses,familymembersorotherpersonal

informationofCityofficialsorCityemployees;

10. Commercialpromotionsorspam;or

11. Organizedpoliticalactivity.

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

I. AllsocialnetworkingsitesshallclearlyindicatetheyaremaintainedbytheCityandshallhave

Citycontactinformationprominentlydisplayed.

J. Whereapplicable,Citysecuritypolicies,includingbutnotlimitedtoinformationtechnology

securitypolicies,shallapplytoallsocialnetworkingsitesandtheircontents.

K. Employees representing the City government via social media outlets must conduct

themselves at all times as a representative of the City and in accordance with the City’s

PersonnelPolicyManual.Employeesusingsocialmediasites,whetherasanmanagerorasa

respondertoaposting,willfollowtheseguidingprinciples:

1. Employeeshouldmaintaintransparencybyusinghis/herrealnameandjobtitle,

andbybeingclearabouthis/herroleinregardstothesubject.

2. Employeewillmakeitcleartoreaderswhenhe/sheiswritingaboutatopicfor

whichhe/sheisnottheCity'sexpert.

3. Keeppostingsfactualandaccurate.Ifamistakeismade,admittoitandposta

correctionassoonaspossible.

4. Replytocommentsinatimelymanner,whenaresponseisappropriate.When

disagreeingwithothers'opinions,keepresponsesappropriateandpolite.

5. Postmeaningful,respectfulcommentsthatareontopic.

6. Understandthatpostingsarewidelyaccessible,notretractable,andwillbe

aroundforalongtime,soconsidercontentcarefully.

7. EnsureyourcommentsdonotviolatetheCity'sprivacy,confidentiality and

applicable legal guidelines for external communication. Never comment on

anythingrelatedtolegalmatters,litigationoranypartieswithwhomtheCitymay

beinlitigationwithouttheappropriateapproval.

8. Thelegalrighttopublishothers'material,includingphotosandarticlespulledfrom

othersites mustalwaysbe obtainedprior toposting.Do notpublish photostaken

whileonthesceneofanyincident.Respectbrand,trademark,copyright, fair use,

disclosureofprocesses and methodologies,confidentiality,and financialdisclosure

laws. Even when using material from copyright‐free sources, include appropriate

attributions.



POLICY–EmployeepersonaluseofSocialMedia



Anemployee’suseofsocialmedia,bothonandoffdutymustnotinterferewithorconflictwiththe

employee’sdutiesorjobperformance,reflectnegativelyontheCityorviolateanyCitypolicy.The

intentofthesestandardsistoregulatethecreationanddistributionofinformationconcerningthe

City,itsemployeesandcitizensthroughtheuseofsocialmediaandsocialnetworking.Protecting

theCity’sreputationandensuringthatanemployee’scommunicationwithpeopleoutsidetheCity

ispositivenotonlyreflectspositivelyontheemployeeasanindividual,butalsoontheCity.

PersonaluseoftheCity’sinternetisaprivilegeandcarriesresponsibilitiesrequiringresponsibleand

ethical use. The City may monitoranemployee’s access,use,and postings to the internet, with

cause, to ensure compliance with internal policies, support the performance of internal

investigations,assistmanagementofinformationsystems,andforallotherlawfulpurposes.The

Cityexpectsallemployeestofollowtheguidelinesbelowwhenpostinginformationontheinternet,

regardlessofuseonoroffduty.Thispolicyencompassessocialmediaandsocialnetworking.

ThispolicyshouldbereadandinterpretedinconjunctionwithotherCitypolicies,includingbutnot

limited to, policies prohibiting harassment, discrimination, offensive conduct or inappropriate

behaviorandtheCity’sElectronicCommunicationspolicy.



Thispolicyisnotintendedtoinfringeonemployeerights.Itisnotintendedtoprecludeordissuade

employeesfromengaginginanyactivitiesthatareprotectedbystateorfederallaw(includingthe

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

National Labor Relations Act), such as discussing wages, benefits or terms and conditions of

employment,orraisingcomplaintsaboutworkingconditionsfortheirownbenefitorforthebenefit

oftheircoworkers.



EmployeeGuidelines



A. Anybloggingorpostinginformationontheinternet,mustcomplywiththeCity’sguidelines

(aslistedbelow),regardlessofwherethebloggingorpostingisdone.



B. Blogging,orpostinginformationofapersonalnatureontheinternet,isprohibitedduring

workhours,exceptduringabreak.Employeesmaynotengageinsocialnetworkingwhile

usinganyoftheCity’selectronicresources,withtheexceptionoftheCity’sWIFIsystem.

NeverdiscloseanyconfidentialinformationconcerninganotheremployeeoftheCityina

blogorotherpostingtotheinternet.Postingofconfidentialinformationmayviolatestatelaw

andsubjecttheusertocriminalpenalty.AllrequestsforCitydocumentsmustbeprocessed

throughthePublicInformationAct.



C. Employeesareencouragedtoactresponsiblyonandoffduty,and to exercise good

judgmentwhenusingsocialmedia.



D. Do not post information onthe internet that could adversely impact the City and/or an

employeeoftheCity.RespectcoworkersandtheCity.Donotputanythingonyourblogor

postanyinformationand/orpicturesontheInternetthatmaydefame,embarrass,insult,

demeanordamagethereputationoftheCityoranyofitsemployees.



E. Donotputanythinginyourblogorpostanyinformationand/orpicturesthatmay

constituteviolationoftheCity’sHarassmentpolicy.



F. Donotpostanypornographicpicturesofanytypethatcouldidentifyyouasanemployee

oftheCity.



G. DonotpostpicturesofyourselforotherscontainingimagesofCityuniformsorinsignia,City

logos,CityequipmentorCityworksitesthatwillreflectnegativelyontheCity.



H. Donotpermitorfailtoremovepostingsviolatingthispolicy,evenwhenplacedbyothers

ontheemployee’sblog.Recognizethatpostings,evenifdoneoffpremisesandwhileoffduty

couldhaveanadverseeffectontheCity’slegitimatebusinessinterests.



I. Individualsupervisorsdonothavetheauthoritytomakeexceptionstotheseguidelines.



No form of social media is considered private or confidential even if password protected or

otherwise restricted. The City reserves the right to access, intercept,monitorandreviewall

informationaccessed,posted,sent,stored,printedorreceivedthroughitscommunicationssystems

orequipmentatanytimewithcause.



DISCIPLINE:



A. Employeesfoundinviolationofanyprovisionofthispolicymaybesubjecttocorrective

action,uptoandincludingterminationofemployment.Wherelawsareviolated,theCity

maypursuecriminaland/orcivilactionagainsttheemployee.



B. All Department Directors are responsible for their subordinates’ compliance with the

provisionsofthispolicyandforinvestigatingnon‐compliance.



C. Internet user account and password access may be withdrawn without notice if an

employeeviolatesthispolicy.



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

Chapter6: WORKENVIRONMENT

6.17BreastfeedingPolicy



PURPOSE:

Tooutlinetheguidelinesandproceduresforaccommodatingbreastfeedingmothersinaccordance

withFairLaborStandardsAct29U.S.C.207(r)(1)(FLSA).



POLICY:

Stephenvillesupportsbreastfeedingmothersbyaccommodatingthemotherwhowishesto

expressbreastmilkduringherworkdaywhenseparatedfromhernewbornchild.



A. Eligibility

Employeewhoisbreastfeeding



B. Benefit

1. AnemployeelactationroomwillbeprovidedintheCityHallbuildingasaprivateplace

foremployeeswhoarebreastfeedingtoexpressmilkduringworkhours.



2. Each City‐owned facility has space available for expressing breastmilk.The

departmentdirectorandaHumanResourceRepresentativewilldesignateaprivate

room,otherthanarestroom,whichisfreefromintrusion,inotherCitybuildingsfor

employeeuse,astheneedarises.



3. Accesstoanearby,clean,safewatersourceandasinkisavailableforwashinghands

andrinsingoutanyneededbreastfeedingequipment.Sinksandwatersuppliesare

availableinanyCityrestroomorbreakroom,locatedwithineachCityfacility.



4. Access to hygienic storage in the workplace for the mother’s breast milk will be

provided.SharedrefrigeratorsareavailableineachCity‐ownedfacility.Employees

usingtherefrigeratorshallclearlymarktheirstoredbelongingswiththeirname.



5. Reasonableunpaidbreaktimeforanemployeetoexpressbreastmilkforhernursing

child.



C. RequestingBreaks

The Employeeisresponsible forcoordinatingwith hermanagerreasonablebreak times to

expressmilk.



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

Chapter6: WORKENVIRONMENT

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

Confidentiality



PURPOSE:

The City of Stephenville recognizes the importance of maintaining the confidentiality of Personal

Identity Information (PII) and understands that such information is unique and sensitive to each

individual.ThePIIcoveredbythispolicymaybeobtainedfromvariousindividualsperformingtaskson

behalf of the City including: employees, applicants, vendors, independentcontractorsandanyPII

maintainedonitsdatabase.



POLICY:

All City departments which encounter PII have the delegated authority for developing and

implementing procedural guidance for ensuring that their departmental responsibilities under this

policyarecommunicatedandenforcedappropriately.



DEFINITIONS:

PersonalIdentityInformation(PII):Uniquepersonalidentificationnumbersordata,including:



•

SocialSecurityNumbers

•

EmployerIdentificationNumbers

•

Driver’slicensenumber

•

Dateofbirth

•

Corporateorindividuallyheldcreditordebittransactioncardnumbers(includingPINor

accessnumbers)maintainedinorganizationalorapprovedvendorrecords



PIImayresideinhardcopyorelectronicrecords;bothformsofPIIfallwithinthescopeofthispolicy.



Vendors: Individual(s) or companies that have been approved by the Finance Department as a

recipientoforganizationalPIIandfromwhichthefinancedepartmenthasreceivedcertificationof

theirdataprotectionpracticesconformancewiththerequirementsofthispolicy.Vendorsinclude

allexternalprovidersofservicestotheCityandincludeproposedvendors.NoPIIinformationmay

betransmittedtoanyvendorinanymethodunlessthevendorhasbeenpre‐certifiedforthereceipt

ofsuchinformation.



A. PIIRetention

TheCityunderstandstheimportanceofminimizingtheamountofPIIdataitmaintainsand

retains such PII only as long as necessary. The city secretary’s office is responsible for

maintainingorganizationalrecordretentionprocedures,whichdictatethelengthofdata

retentionanddatadestructionmethodsforbothhardcopyandelectronicrecords.



Page 136 of 245



B. PIITraining

AllnewhireswhomayhaveaccesstoPIIareprovidedwithintroductorytrainingregarding

the provisions of this policy, a copy of this policy, and implementing procedures for the

departmenttowhichtheyareassigned.Employeesinpositionswithregularongoingaccessto

PIIorthosetransferredintosuchpositionsareprovidedwithtrainingreinforcingthispolicy

aswellasproceduresforthemaintenanceofPIIdataandshallreceiveannualtraining

regardingthesecurityandprotectionofPIIdataandCityproprietarydata.



C. PIIAudit(s)

TheCityconductsannualauditsofPIIinformationmaintainedbytheCityinconjunctionwith

fiscalyearclosingactivitiestoensurethatthispolicyremainsstrictlyenforcedandtoascertain

thenecessityforthecontinuedretentionofPIIinformation.Wheretheneednolongerexists,

PIIinformationwillbedestroyedinaccordancewithprotocolsfordestructionofsuchrecords

andlogsmaintainedforthedatesofdestruction.TheauditsareconductedbyFinance,IT,

HumanResources,aswellasotherdepartmentswhich mayhaveaccesstoPII,underthe

auspicesoftheCityAttorney.



D. DataBreaches/Notification

DatabasesordatasetsthatincludePIImaybebreachedinadvertentlyorthroughwrongful

intrusion.Uponbecomingawareofadatabreach,theFinanceDirectororhis/herdesignee

willnotifyallaffectedindividualswhosePIIdatamayhavebeencompromised.Thenotice

will be accompanied by a description of action being taken by theCitytoreconcileany

damageasaresultofthedatabreach.Noticeswillbeprovidedasexpeditiouslyaspossible

andinnoeventbelaterthanthecommencementofthepayrollperiodafterwhichthebreach

wasdiscovered.



Thecityattorneywillhandlebreachnotifications(s)toallgovernmentalagenciestowhom

suchnoticemustbeprovidedinaccordancewithtimeframesspecifiedundertheselaws.

NoticestoaffectedindividualswillbecommunicatedbyHumanResourcesafterconsultation

withthecityattorneyandwithinthetimeframespecifiedundertheappropriatelaw(s).



E. DataAccess

TheCitymaintainsmultipleITsystemswherePIIdatamayreside;thus,useraccesstosuch

ITsystemsistheresponsibilityoftheITdepartment.TheITdepartmenthascreatedinternal

controlsforsuchsystemstoestablishlegitimateaccessforusersofdata,andaccessshallbe

limited to those approved by IT. Any change in vendor status or the termination of an

employeeorindependentcontractorwithaccesswillimmediatelyresultinthetermination

oftheuser’saccesstoallsystemswherethePIImayreside.



F. DataTransmissionandTransportation



1. City Premises Access to PII: The Finance, Human Resources, IT, and other

departments withaccess toPIIhave definedresponsibilitiesforon‐siteaccessof

data that may include access to PII; IT has the oversight responsibility for all

electronicrecordsanddataaccesscapabilities.FinanceandHumanResourceshave

the operational responsibility for designating initial access andterminationof

accessforindividualuserswithintheirorganizationsandprovidingtimelynoticeto

IT.

Page 137 of 245



2. Vendors:TheCitymaysharedatawithvendorswhohaveabusinessneedtohavePII

data.Wheresuchinter‐companysharingofdataisrequired,theITdepartmentis

responsibleforcreatingandmaintainingdataencryptionandprotectionstandards

tosafeguardallPIIdatathatresidesinthedatabasesprovidedtovendors.Approved

vendor lists will be maintained by the Finance department, and Finance has

responsibilitytonotifyITofanychangestovendorstatuswiththeCity.



3. PortableStorageDevices:TheCityreservestherighttorestrictPIIdataitmaintains

intheworkplace.Inthecourseofdoingbusiness,PIIdatamayalsobedownloaded

tolaptopsorothercomputingstoragedevicestofacilitateCitybusiness.Toprotect

such data, the City will also require that any such devices use IT department‐

approvedencryptionandsecurityprotectionsoftwarewhilesuchdevicesareinuse

onoroffCitypremises.TheITdepartmenthasresponsibilityformaintainingdata

encryptionanddataprotectionstandardstosafeguardPIIdatathatresidesonthese

portablestoragedevices.Employeesutilizingportablestoragedevicesmust:



a. Sharetheresponsibilityforprotectingthesecurityoftheequipment

fromunauthorizedusers.

b. Be aware of and follow appropriate security provisions concerning

loggingonoroffCitycomputersystemsandnetworks.

c. Maintain the confidentiality of their password and ofalldata thatis

placedonordeletedfromaCitycomputer.Itisparticularlycriticalthat

employeesnotdivulgetheirpasswordstoanyone.

d. Report all security breaches, including compromised passwords, to

theirsupervisor.

e. Securesuchdeviceswhennotinusetopreventunauthorizedaccessor

theft.

4. Off‐SiteAccesstoPII:TheCityunderstandsthatemployeesmayneedtoaccessPII

whileoffsiteoronbusinesstravel,andaccesstosuchdatashallnotbeprohibited,

subjectto theprovision thatthedatatobeaccessedis minimizedtothedegree

possible to meetbusiness needsandthatsuchdatashallresideonlyonassigned

laptops/approvedstorage devices that have been secured in advance by the IT

department.



G. RegulatoryRequirements

ItisthepolicyoftheCitytocomplywithanyinternational,federal or state statute and

reportingregulations.TheCityhasdelegatedtheresponsibilityformaintainingPIIsecurity

provisionstothedepartmentsnotedinthispolicy.Thecityattorneyshallbethesoleentity

namedtooverseeallregulatoryreportingcomplianceissues.Ifanyprovisionofthispolicy

conflictswithastatutoryrequirementofinternational,federalorstatelawgoverningPII,the

policyprovision(s)thatconflictshallbesuperseded.



H. EmployeeRecourse

IfanemployeehasreasontobelievethathisorherPII(pleaserefertowhatconstitutesPII)

data security has been breached or that City representative(s) are not adhering to the

provisionsofthispolicy,anemployeeshouldcontactanHRrepresentative.



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

I. ConfirmationofConfidentiality

AllCityemployeesmustmaintaintheconfidentialityofPIIaswellasCityproprietarydatato

whichtheymayhaveaccessandunderstandthatsuchPIIistoberestrictedtoonlythosewith

abusinessneedtoknow.



J. ViolationsofPIIPoliciesandProcedures

TheCityviewstheprotectionofPIIdatatobeoftheutmostimportance.Infractionsofthis

policyoritsprocedureswillresultincorrectiveactionsundertheCity’sdisciplinepolicyand

may include suspension or termination in the case of severe or repeatviolations.PII

violationsandcorrectiveactionsareincorporatedintheCity’sPIIonboardingandrefresher

training to reinforce the City’s continuing commitment to ensuring that this data is

protectedbythehigheststandards.



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

Chapter7: EMPLOYEECONDUCT

7.01CorrectiveAction



PURPOSE:

Toprovideastructured,correctiveactionprocesstobringattentiontoexistingperformance,

conductorattendanceissue(s).



POLICY:

ItisthepolicyoftheCityofStephenvillethatemployeescomplywithcertainstandardsofbehavior

and performance and where noncompliance is corrected in a manner that protects the dignity of

employees. Corrective action is considered a dimension of performanceevaluationandemployee

development.Itisacorrectiveprocesstohelpemployeesovercome work related shortcomings,

strengthen work performance, and achieve success. The following Corrective Actions are merely

suggestions.EachCorrectiveactionwillbetailoredtofitthespecificoffenseorviolationandmaytake

intoconsiderationthespecificsituationandpreviousperformancerecordoftheindividualinvolved.



A. ReasonsforAction

Correctiveactionmaybetakenforanemployee’sfailuretomaintainminimumperformance

standards,asCorrectiveactionformisconduct,orforanemployeewhoisexperiencinga

seriesofunrelatedproblemsinvolvingjobperformanceorbehavior.Unrelatedperformance

problemsmaybeconsideredseparatelyunlesstheeffectoftheperformancedeficiencieshas

acumulativeeffectontheemployee’soverallperformance.



B. Documentation

SupervisorsareexpectedtodocumentCorrectiveactionusingthePerformanceCorrection

Notice (Appendix E, Form 17). The documentation should contain a description of the

behaviorthatpromptedthediscipline,theactiontaken,andhowtheemployee’sconduct

mustchange, includingtime frames,asnecessary.EveryCorrective actiontaken shallbe

recorded so as to provide documentation that rules are enforced equitably and in

accordancewithstatedpolicy,withoutregardtorace,gender,nationalorigin,disability,age,

religion,oranyothercharacteristicprovidedbylaw.AllCorrectivedocumentationshallbe

senttoHumanResourcestobekeptintheemployee’spersonnelfile.



C. Procedure

TheCityreservestherighttoexerciseanyoftheCorrective options,uptoandincluding

terminationofanemployee.Repeatingorjumpingastep,ormovingtoimmediatedischarge

maybeappropriatedependingonthecircumstancesandmanagement’sjudgment.



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

Belowareexamplesofthelevelsofdiscipline:



VerbalWarning

Averbalwarningisbestsuitedforaminorruleinfractionorincidentofsubstandard

performance.ItisusuallythefirststepintheCorrectiveactionprocesstobringattention

totheexistingperformance,conductorattendanceissue.Thesupervisorshoulddiscuss

withtheemployeethenatureoftheproblemorviolationofcitypolicies.Thesupervisor

isexpectedtoclearlyoutlineexpectationsandstepstheemployeemusttaketoimprove

performanceor resolvetheproblem.A PerformanceCorrection Notice(AppendixE,

Form17)detailingtheeventshallbesignedbytheemployeeandthesupervisorand

submittedtoHumanResourceswithinfive(5)businessdays.Amemomaybeprepared

bythesupervisorifneeded,andattachedtothePerformanceCorrectionNotice.Acopy

mustbekeptintheemployee’spersonnelfileinHumanResources.



WrittenReprimand

Awrittenreprimandisahigherformofdisciplinethatisamoreformaldocumentation

oftheperformance,conductorattendanceissuesandconsequences.APerformance

Correction Notice (Appendix E, Form 17) detailing the event and clearly outlining

expectationsandstepstheemployeemusttaketoimproveperformanceorresolvethe

problemshallbesignedbytheemployeeandthesupervisorandsubmittedtoHuman

Resourceswithinfive(5)businessdays.Amemomaybepreparedbythesupervisorif

needed, and attached to the Performance Correction Notice.Acopy of the written

reprimandmustbekeptintheemployee'spersonnelfileinHumanResources.



The immediate supervisor will meet with the employee and reviewanyadditional

incidentsorinformationabouttheperformance,conductorattendanceissuesaswell

asanypriorrelevantPerformanceImprovementPlans.Managementwilloutlineforthe

employeetheconsequencesifhe/shecontinuestofailtomeetperformance,conduct

orattendanceexpectations.Anotificationoutliningthattheemployeemaybesubject

toadditionaldisciplineuptoandincludingterminationifimmediate and sustained

correctiveactionisnottakenmayalsobeincludedinthereprimand.



DelayofStepIncrease

AdepartmentdirectormayauthorizeadelayofascheduledstepincreaseasaCorrective

measureorforunsatisfactoryperformance.Thesupervisorandemployeewillcreatea

PerformanceImprovementPlan(AppendixE,Form27).Acopyofthewrittennoticeof

delay of step increase, which indicates the date when the step increase will be re‐

evaluated, and the Performance Improvement Plan must be submitted to Human

Resources within five (5) business days and kept in the employee's personnel file in

Human Resources. If the employeemeets the required performance standards upon

reevaluation,theemployeemaybeeligibletoreceiveanincreaseconsistentwiththeir

performance level if annual increases are budgeted. The increase shall not be

retroactive.



CorrectiveProbation

ThepurposeofCorrectiveprobationistoallowtheemployeeastatedperiodoftimeto

demonstrateimprovementonaspecificproblemorproblemsspecifiedatthetimethe

employee is placed on Corrective probation. A Performance Improvement Plan that

includesastatementoftheproblem,actionstepstoachievenecessaryimprovement,

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

lengthof probationperiod,andinformationconcerningfurtherCorrectiveactionthat

could result from failure to show improvement shall be signed by the employee.

Corrective probation shall not exceed one year in duration and may be used in

conjunctionwithasuspensionafteraseriousorrepeatedviolation.Nomeritincreases

orpromotionswillbeauthorizedduringCorrectiveprobation.AcopyoftheCorrective

probationmemomustbesubmittedtoHumanResourceswithinfive(5)businessdays

andkeptintheemployee'spersonnelfileinHumanResources.



Suspension

Adepartmentdirectormayauthorizesuspensionwithoutpayforupto120hoursina

single calendar year, with the approval of Human Resources. Suspensions over 120

hours shall require the written authorization of the City Manager. Employees, in all

suspensions,shallbegivenwrittennoticeofthereasonsforthesuspension.Thenotice

shall document the offense and the alternatives upon return to work are either

immediateimprovementortermination.Suspensionsshallbesignedbytheemployee,

the supervisor, department director, and Human Resources Manager and must be

submittedtoHumanResourceswithinfive(5)businessdaysandkeptintheemployee’s

personnelfileinHumanResources.



SuspensionduringCriminalorCivilProceedings

Duringinvestigation,hearing,ortrialofanemployeeonanycivilorcriminalcharge,the

employeemaybeplacedonAdministrativeLeavewithorwithoutpay,fortheduration

oftheproceedings,(wheneversuchsuspensionwouldbeinthebestinterestoftheCity).

ThedepartmentdirectorwillissueanAdministrativeLeavememo,havetheemployee

sign and forward to the Human Resource Department where the Human Resource

Manager will sign. A copy must be kept in the employee’s personnel file in Human

Resources.ThisisnotaCorrectiveaction,butmerelyastatusuntiltheresultsofthe

investigation,hearingortrialisobtained.



Demotion

ADepartmentDirectormaydemoteanemployeeforreasonswhichinclude,butarenot

limited to, a violation of rules or policies or repeated refusal or inability to improve

performance.Demotionsmaybepermanentorforapredeterminedperiodoftimeand

maybeusedinconjunctionwithaCorrectiveprobation.Correctivedemotionsmaybe

accompaniedbyareductioninwage,ifappropriate.Employeesshallbegivenwritten

noticeofthereason(s)anddurationofthedemotion,andinthecaseofatemporary

demotion, the Performance Improvement Plan required for the employee to be

reinstatedtotheformerposition.Acopyofthewrittennoticeofdemotionmustbe

submittedtoHumanResourceswithinfive(5)businessdaysandkeptintheemployee’s

personnelfileinHumanResources.



AdministrativeLeave

Administrative leave can be used for Corrective purposes, decision making leave, a

coolingoffand/ortransitionperiod.SeeChapter4Page68forguidelines



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

Termination

Employeesmaybeterminatedatanytime.Terminationisnormallytakenwhenother

Corrective actions have been utilized, but performancehasnotchanged or whenan

employeehascommittedamajorviolationorexhibitedbehaviorthatisunacceptable

totheCity.TerminationshallbeapprovedbytheHumanResourcesDepartmentandthe

City Manager. Employees who are terminated are not eligible to receive unused

benefits,exceptforunusedcompensatorytimeandaccruedvacationleave.Acopyof

the termination letter must be reviewed and approved by Human resources before

proceedingwiththetermination.Acopyofthisletterwillbekeptinthe employee’s

personnelfileinHumanResources.



D. CorrectiveActionandPerformanceEvaluation

Employee(s)onprobationorsuspensionarenoteligibleforameritincrease.Aftertheemployee

is removed from Corrective status, the employee may be eligibletoreceiveanincrease

consistentwiththeirperformancelevelifannualincreasesarebudgeted.Theincreaseshallnot

beretroactive.



Nothing in this policy provides any contractual rights regarding employee discipline or

counselingnorshouldanythinginthispolicybereadorconstruedasmodifyingoralteringthe

employment‐at‐willrelationshipbetweentheCityofStephenvilleanditsemployees.



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

Chapter7: EMPLOYEECONDUCT

7.02EmployeeConductandWorkRules



PURPOSE:

To promote and ensure appropriate conduct by providing standards governing specific problems

regardingemployeeconduct.



POLICY:

Allemployeesareexpectedtoconductthemselvesbothonandoffthejobinaccordancewiththe

standardssetforthinthispolicyandareexpectedtoexemplifyconductthatislawfuland

professional.Employeesconduct,onoroffthejob,shouldinstillpublicconfidenceandtrust,and

shouldnotbringtheCityintodisrepute.Anemployee’soffdutybehaviormustmaintainthe

expectedethicalandconductstandards,andnotdiscreditoradverselyimpacttheCity’simageor

publictrust.Compliancewiththesestandardsofconductisaconditionofemployment.

Thefollowingworkrulesrelatingtopersonalconductareintendedtoprovideminimumguidelinesfor

employeeconductandworkperformance,andtoinformemployeesofprohibitedconduct.Engaging

inoneormoreofthefollowingformsofprohibitedconductmayresultinCorrectiveactionuptoand

includingtermination.

Eachemployeehasadutytoreporttoasupervisor,departmentdirector,ortotheHumanResources

departmentanyemployeeconductthatsuchpersonbelievesisaviolationofthelaw,constitutesa

misuseofCityfundsorassets,orrepresentsadangertopublichealthandsafety.Anemployeewillnot

besubjecttoCorrectiveactionorreprisalforbringingforward,ingoodfaith,allegationsofwrongdoing

inaccordancewiththispolicy.

Thefollowingisanon‐exclusivelistofexamplesofemployeeconductforwhichanemployeemaybe

disciplined.TheCityhastherighttoexerciseanyCorrectiveoptionsasthesituationmaywarrant.



A. Unsatisfactoryattendanceisexemplifiedby,butisnotlimitedto,thefollowingviolations:



1. Unexcusedabsenceortardiness;

2. Failuretogivenoticeofanabsenceortardinesstothesupervisorbeforethestart

oftheirworkday,orasmaybeprescribedbydepartmentalpolicy;

3. Separateabsencesordaysoftardinesswhichexceedtheaverageabsencesordays

oftardinessoftheemployee'sworkgroupandwhichlacksufficientjustification;

4. Absenceortardinessthatcausessignificantcurtailment ordisruptionofservices

withoutsufficientjustification;or

5. Abuseofleave,suchthattheemployee’sabsencefromtheworkplacerendersthe

employeeunabletoperformtheessentialfunctionsofthejobatasatisfactory

level,exceptascoveredbytheFamilyandMedicalLeaveAct.

B. Excessiveuseofsickleavemayconstitutegroundsfortheassumptionofthedepartment

directorthatthephysicalconditionofanemployeeisbelowthestandardrequiredforthe

employeetoperformtheessentialfunctionsofthejob.Failure to provide a physician’s

certificationwillbedeemedaviolationofCityPolicyandsubjecttodisciplineaction.Refer

toChapter4.01–SickLeaveformoreinformation.

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C. Abandonment occurswhenanemployeedeliberatelyandwithoutauthorizationisabsent

fromthejob,orrefusesalegitimateordertoreporttowork,fortwo(2)consecutivework

days.Theemployeeisdeemedtohaveabandonedhis/herjobandshallbeterminated.



D. Inabilitytocometoworkoccurswhenanemployeeisabsentduetoanextendedillnessor

injuryafteralleligibleleavehasbeenexhausted,exceptwhentheemployee’sabsenceis

coveredbytheFamilyandMedicalLeaveAct.



E. Inabilityorunwillingnesstoperformassignedworksatisfactorilyisexemplifiedby,butis

notlimitedto,thefollowingviolations:



1. Failuretofollowroutinewrittenorverbalinstructions;

2. Arguingoverassignmentsorinstructions;or

3. Anaccumulationofotherdeficienciesindicatingtheemployee’scontinuing

failuretoadequatelyperforminaproductive,efficient,andcompetent

manner.



F. Indifferencetowardworkisexemplifiedby,butisnotlimitedto,thefollowing

violations:



1. Inattention,inefficiency,loafing,sleeping,carelessness,ornegligence;

2. Readingunauthorizedmaterial,playinggames,watchingtelevision,moviesor

accessingunauthorizedinternetsites,unauthorizede‐mailusage,orotherwise

engaginginentertainmentwhileonthejoband/orinviewofthepublic;

3. Excessivefailuretoremainatone’sworkstationwithoutnotifying his/her

supervisor,leavingworkwithoutpermission,ortakingexcessivetimeormore

timeallowedforeatingorbreakperiods;

4. Smokingorusingtobaccoproductsinotherthandesignatedareas;

5. Performanceofpersonalbusinessduringworkinghours;

6. Interferencewiththeworkofothers;or

7. Discourteousorirresponsibletreatmentofthepublicorotheremployees.



G. Sabotageisexemplifiedby,butisnotlimitedto,thefollowingviolations:

1. DeliberatedamagetoordestructionofCityequipmentorproperty;

2. DefacingofCityproperty;

3. Unauthorized

alteration,

removal,destruction,ordisclosureofCityrecords;

4. AdvocacyoforparticipationinunlawfultrespassorseizureofCity

property;

5. Encouragingorengaginginslowdowns,sit‐ins,strikes,orotherconcerted

actionsoreffortstolimitorrestrictemployeesfromworking;

6. EncouragingCityemployeestodisobeyprovisionsoftheserulesand

regulations,theCityCharter,CityOrdinances,orotherlaws;

7. InterferencewiththepublicuseoforaccesstoCityservices,properties,or

buildings;or

8. Threatstocommitanyactofsabotageasdefinedinthissubparagraph.



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

H. Safetyandworkplaceviolationsareexemplifiedby,butarenotlimitedto,the

followingviolations:

1. FailuretofollowCityordepartmentalsafetyrulesandregulations;

2. Failuretouserequiredsafetyappareland/or(PPE)PersonalProtectiveEquipment;

3. Removalorcircumventionofasafetydevice;

4. Liftinginamannerwhichmaycauseinjury;

5. Operationsofavehicleorotherequipmentinanunsafe,negligent,or

carelessmanner;

6. Smokinginaprohibitedarea;

7. Endangeringofone'sownsafetyorthatofothersby

carelessorirresponsibleactionsornegligence;

8. Failuretoreportanon‐the‐jobinjury,vehicleaccident,orunsafeworkingcondition;

9. Failure of a supervisor to remove from the workplace or to assist to a safe

location an employee whose mental capabilities are impaired duetoinjury,

illness,alcoholordruguse,oremotionaldistress;

10. SharingaCitykey,identificationcard,buildingentrycode,orsecurity

badgewithanotheremployeeorthird‐party;

11. Useofanother’scomputersign‐onorcomputeraccesscode(s),orprovidingan

individual’s sign on or computer access code to a third party without proper

authorizationtogainaccesstotheCity’scomputernetworkoraccess to

confidentialorprivilegedinformation;

12. Readinganotheremployee’smail,correspondence,oremailwithout

expresspermission,exceptasotherwiseauthorizedbypersonnel

policy;

13. Listeningtoanotheremployee’svoicemailwithoutexpresspermission,

exceptasauthorizedbythepersonnelpolicy;or

14. FailuretomaintainadrivingrecordacceptabletotheCity.



I. Dishonestyisexemplifiedby,butisnotlimitedto,thefollowingviolations:



1. Acceptanceofmoneyoranythingofvaluefromapersonsubjecttothe

regulatorydecisionorsupervisionoftheemployees;

2. Cheating,forging,orfalsificationofofficialCityreportsorrecords;

3. Falsereportingofthereasonforapaidleaveofabsence;

4. Failuretoaccuratelyrecordtimerecords,orrecordingthetimeofanother

employee;or

5. AnyotherfalsifyingactiondetrimentaltotheCity,Cityemployees,orothers.



J. Theft,regardlessofitemvalue,isexemplifiedby,butisnotlimitedto,thefollowing

violations:



1. UnauthorizedtakingofCityproperty,Citysupplies,orthepropertyof

othersforpersonaluse;

2. UnauthorizeduseofCityoremployeefunds;

3. UsingorauthorizingtheuseofCityequipment,supplies,oremployeeservices

for other than official City business, including the unauthorized use of long

distanceorpaytelephoneservices(including"900"tollcalls);or

4. UsingorauthorizingtheuseofCityequipmentoremployeeserviceswithout

properauthority.



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K. Insubordinationisexemplifiedby,butislimitedto,thefollowingviolations:

1. Willfulfailureorrefusaltofollowthespecificordersorinstructionsofa

supervisororhigherauthority;or

2. Pursuitofadeniedrequesttoahigherauthoritywithoutrevealingthe

 lowerleveldisposition;providedthat:

a. Iftheemployeebelievesaninstructionororderisimproper,heshould

requestaninterpretationofthenexthigherlevelofauthority;or

b. Iftheemployeebelievestheinstructionororder,iffollowed,would

resultinphysicalinjurytotheemployeeorothers,ordamagetoCity

equipment,theemployeeshouldrequestapprovalbythenexthigher

levelof supervisionbeforeperforming thework, unlessthe danger

complainedaboutisinherenttothejob.



L. Abuseofdrugsoralcoholisexemplifiedby,butisnotlimitedto,thefollowing

violations:

1. Anemployeeisjudgedunabletoperformdutiesinaneffectiveandsafe

mannerdueto:

a. ingestion,inhalation,orinjectionorapplicationofa

substancehonorintothehumanbody;or

b. ingestionofanalcoholicbeverage;

c. Anemployeepossessesoringests,inhales,orinjectsintohis/herbodydrug:

1. duringworkinghoursandlunchperiods;

2. inaCityvehicle;

3. onCityproperty;or

4. Anemployeepossessesoringestsanalcoholicbeverage:

5. duringworkinghoursandlunchperiods;

6. inaCityvehicle;or

7. onCityproperty;exceptatanauthorizedCityevent



M. Disturbanceisexemplifiedby,butisnotlimitedto,thefollowingviolations:

1. Fightingorboisterousconduct;

2. Deliberatecausingofphysicalinjurytoanotheremployeeorcitizen;

3. Harassmentorintimidation;

4. Unnecessarydisruptionoftheworkarea;

5. Useofprofane,abusive,threatening,orloudandboisterouslanguage;

6. Sexualharassment;

7. Spreadingoffalsereports;or

Otherdisruptionoftheharmoniousrelationsamongemployee’sorbetween

employeesandthepublic.



N. UnauthorizeduseofCitypropertyisexemplifiedby,butisnotlimitedto,thefollowing

violations:

1. Intentional,careless,ornegligentdamageordestructionofCityequipment

orproperty;

2. Wasteofmaterialsornegligentlossoftoolsormaterials;

3. Impropermaintenanceofequipment;

4. Damagecausedbyuseoftoolsorequipmentforpurposesotherthanthatfor

whichthetoolorequipmentwasintended;or

5. Unauthorizedinternetore‐mailusage.



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O. Misconduct is any criminal offense or immoral conduct, during or off working hours,

which,onbecomingpublicknowledge,couldhaveanadverseeffectontheCityorthe

confidence of the public in City government. “Criminal offense”meansanyact

constitutingaviolationoflawand/orresultinginchargesbeingfiled,indictment,arrest,

convictionorconfinement.



Employees must notify their immediate supervisor and the supervisor will notify the

HumanResourcesManagerwithin24hoursofanyarrest,charge,indictmentordriver’s

licensesuspension/revocation,whetherrelatedtoon‐dutyoroff‐dutyevents.Employees

maybetransferred,demotedorterminatedifitisdeterminedby the City in an

AdministrativeReviewthatthecriminaloffenseisinappropriateforthepositionormight

otherwisecompromisethepublictrustorconfidenceintheCitygovernment.



Indeterminingwhetherthecriminaloffenseisinappropriateforthepositionin

question,theCitywillconsider,butisnotlimitedto,thefollowingfactors:

1. Natureoftheposition;

2. Natureoftheoffense;

3. Severityoftheoffense;

4. Securityofotheremployeesand/orcitizens;

5. Disruptionoftheworkplace;or

6. Violationofpublictrust



P. Disregardofpublictrustisanyconduct,duringoroffworkinghours,which,onbecoming

publicknowledge,couldimpairthepublic’sconfidenceortrust intheoperationofCity

government.



Q. Failuretoreportaviolationisexemplifiedby,butnotlimitedto,failuretoreporttothe

properauthorityanyknownviolationdescribedinthesubsections.



R. Failure to maintain competency: An employee shall maintain sufficient competence to properly

performhis/herdutiesandtoassumetheresponsibilitiesofhis/herposition.He/sheshalldirectand

coordinatehis/hereffortsinamannerthatwilltendtoestablishandmaintainthehigheststandards

ofefficiencyincarryingoutthefunctionsandobjectivesoftheCity.Thefactthattheemployeewas

deemedcompetentatthetimeofemploymentshallnotprecludeajudgmentofincompetenceasthe

result of job performance deficiencies. Apart from, or in addition to, other methods of proof of

incompetence,suchasfailuretoachieveandmaintainacceptablejobproficiencyandtoacceptand

executeduties,responsibilities,instructions,andorderswithminimumsupervision,awrittenrecord

ofrepeatedCorrectiveactionsforinfractionsofpolicies,rules,regulations,manuals,ordirectives,or

repeated adverse counseling reports and/or evaluations reflectingneedforimprovementor

indicatingperformanceinadequacies,willbeconsideredprimafacieevidenceofincompetence.



S. Discrimination:Noemployeeshalldiscriminateagainstanyindividualonthebasisofrace,

color,creed,religion,gender,nationalorigin,age,disability,orphysicalhandicap.



T. Professionalappearance:Anemployeeshallmaintainaneat,well‐groomedappearance

andstyleofhis/herhairandwearhis/heruniformorotherapparel

ina

ccordancewith

individuallyestablisheddepartmentalstandards.



U. Labor organizations: No employee shall engage in any form of unauthorized labor

organization or political association activities while on duty oronCityproperty.An

employeeshallhavetherighttojoinlabororganizations,butnothingshallcompeltheCity

torecognizeortoengageincollectivebargainingwithanysuchlabororganizations.

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

V. Membershipinunlawfulgroups:Noemployeeshallbeorbecomeamemberwithintent

tofurtheritsaimsofanyorganization,association,movement,orgroupwhichadvocates

orapprovesthecommissionofactsofforceorviolencetodenyotherstheirrightsunder

theConstitutionoftheUnitedStatesorwhichseekstoaltertheformofgovernmentof

theUnitedStatesbyunlawfulmeans.



W. Criminal or Traffic Violations: Employees shall notify their immediate supervisor of

criminalviolations,anyarrest,indictmentorconvictionswithinfive(5)calendardaysof

such criminal violation, arrest, indictment or conviction. EmployeeswhooperateCity

vehicles orequipment arerequiredtonotifytheir supervisor immediately of alltraffic

violations,excludingparkingviolationsofanyconvictiontherefore.



X. CivilLawsuit:Employeesshallnotifytheirimmediatesupervisorofanycivillawsuitthatis

 broughtagainstthem.



Y. Confidentialityanduseofinformation:Noemployeeshallmakeknownanyinformation

concerningtheprogressofaninvestigation,aknownorreportedlawviolation,acondition

againstwhichaction is to betakenatafuture time or any proposedlawenforcement

action to any person not authorized to receive it. An employee shall treat the official

business of theCityas confidential and shall disseminate information regarding official

businessonlytothoseforwhomitisintendedinaccordancewith established City

proceduresandconsistentwithPublicInformationAct.Anemployeemayremoveorcopy

officialrecordsorreportsfromaCityofficeonlyinaccordancewithestablishedprocedures

and with the approval of the applicable department director. An employee shall not

promiseconfidentialityordivulgetheidentityofapersongivingconfidentialinformation

exceptwhenauthorizedbyproperauthorityandnecessaryintheperformanceoftheir

work.Further,anemployeeshallnotuseinformationgainedfromanyCityinformation

systemforanythingotherthanofficialCitybusiness.



Z. AdministrativeRevieworInternalinvestigation:Anemployeeshallfullycooperateandis

requiredtoanswerallquestionstruthfullyandwithfulldisclosure.Anyemployeefailing

orrefusingtocooperateinaninvestigationwillbesubjecttoCorrectiveactionuptoand

includingtermination.

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

Chapter7: EMPLOYEECONDUCT

7.03EmployeeAppealProcess



PURPOSE:

TooutlinetheproceduresforfulltimeemployeeappealtoaCorrectiveaction.Thispolicydoesnot

applytoparttime,temporary,orseasonalemployees,ortoemployeesintheintroductoryperiodof

employment.



POLICY:

AnemployeewhowishestoappealaCorrectiveactionmaydosobythefollowingprocedure.Written

notificationoftheappealofaCorrectiveactionmustbepresentedtothefollowingsupervisoryand

managementpersonnelintheorderindicated.



A. StepOne–AppealtoDepartmentDirector

Awrittenappealshallbepresentedtothedepartmentdirectorwithinseven(7)Citybusiness

days of the Corrective action taken. The department director will notify the Human

ResourcesDirectorthatanappealhasbeenreceived.Thedepartmentdirectorwillreview

the facts and will render a written decisionwithin five (5) City business days,or if the

departmentdirectorisabsentoristobeabsent,withinfive(5)Citybusinessdaysofreturning

towork.Thedepartmentdirectorwillforwardcopiesofthedecisiontotheemployeeandthe

HumanResourcesDepartment.



B. StepTwo–AppealtoCityManager

Intheeventthedecisionofthedepartmentdirectoriseligible to be appealed, and is

requested,thecitymanagershallheartheappealwithinfive(5)Citybusinessdaysofthe

request,unlessthedateisextendedbymutualagreementbetweentheemployeeandthe

citymanager.Thecitymanagerreservestherighttoappointoneormoredesigneestohear

anappealinhis/hersteadatanytimeduringtheappealprocedure.Representationbyan

attorneyshallbepermitted.Theemployee,theemployee’sownattorney(ifapplicable),the

department director, the city attorney, and witnesses shall have the opportunity to be

presentatthehearingbeforethecitymanagerandanswerquestionsaddressedbytheCity

Manager,andtopresenttheirsideoftheissue.



Thecitymanagershallhavetheabsoluterighttodeterminethecaseonthemerits.Thecity

managershallrenderawrittendecisiontotheemployeeanddepartmentdirectorwithinfive

(5) City business days of the conclusion of the appeal hearing. The decision of the city

managerisfinal.



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

Chapter7: EMPLOYEECONDUCT

7.04Grievance



PURPOSE:

Thepurposeofthispolicyistoprovideactive"current"employeesguidelinesfordiscussingandresolving

grievancemattersandprocedurestofollowwhenthosemattersarenotresolvedtotheemployee’s

satisfaction.Thispolicydoesnotapplytonon‐active"former"employees.



Grievancepoliciesandproceduresempoweremployeesbyensuringthattheirvoicesareheard.Aformal

process improves employee morale, relieves immediate supervisors of ongoing disputes, and helps to

ensurethatdisagreementsorotherproblemsareaddressedinapromptandorderlyfashion.



POLICY:

 Thescopeofagrievanceislimitedtotheinappropriateorinconsistentapplicationofawrittenpolicy.



 Noemployeewillretaliateagainstagrievingemployee.



DEFINITIONS:



“Businessday”meansanydaytheCityisopentoconductnormalbusiness.Forthepurposesofthispolicy,it

doesnotincludethedaythegrievanceisfiledandthedaythewrittenresponseisgiven.

“GrievableAct”meansconductthatconstitutesanunequaland/orunlawfultreatment,interpretation

and/orapplicationofCityordepartmentalpolicies,procedures,orpractices;andretaliation.



“Grievance”meansaformal,writtenclaimforagrievableact.



“Non‐GrievableAct”issomethingthatanemployeemaynotsubmitagrievance.Examplesincludebut

arenotlimitedto:

1. Jobordutyassignments;

2. Workschedulesandshiftassignments;

3. Staffinglevels;

4. Correctivematters;

5. Performancereviews/quarterlyconversations



“GrievingEmployee”isanemployeewhofilesagrievance.



PROCEDURE:



FilingtheGrievance

Anemployeewhobelievesto bethesubjectofagrievableactisstronglyencouragedtodiscussthe

matterwithanimmediatesupervisor–minimally,inaninformalmanner.Iftheimmediatesupervisor

cannot resolve the employee’s concerns, the employee may pursue filing a formal grievance in

accordancewiththispolicy.Nothingshallprecludetheemployeefromfilingaformalgrievanceinitially.



Page 151 of 245



AnemployeedesiringtofileagrievancemusteitherusetheEmployeeGrievanceForm(AppendixE,

Form 18) or complete a memorandum similar in structure to the grievance from. The grieving

employeemayattachdocumentstheemployeefeelsispertinenttothegrievance.



InvestigatingtheGrievance

Any person who is responsible for receiving and responding to a grievance should interview the

grieving employee and other applicable employees, and review as many relevant documents as

necessaryinordertothoroughlyrespond.



ThreeStepsoftheGrievanceProcess



A. StepOne–ImmediateorDesignatedSupervisor

Thegrievingemployeemustpresentthewrittengrievancetotheimmediateordesignated

supervisorwithinten(10)Citybusinessdaysof:



1. Thegrievableact;or

2. Theapplicationofpolicy;or

3. Whentheemployeelearnedofthegrievableact.



EachdepartmentisresponsiblefordesignatingtheapplicablesupervisorforStepOne.



Oncereceived,thesupervisorshallprovideawrittenresponsetothegrievingemployee

withinten(10)Citybusinessdaysofreceivingthegrievance.Employeeswhoattemptto

grieveanon‐grievableactwillreceivenoticethatthegrievance is dismissed and will

receiveacopyofthisgrievancepolicyforguidance.



Grievingemployees who are dissatisfiedwiththeimmediateordesignatedsupervisor’s

decisionmayappealthedecisioninwritingtothedepartmentdirectorwithinfive(5)City

businessdaysafterreceivingthesupervisor’sdecision.



B. StepTwo–DepartmentDirector

Thedepartmentdirectorwillscheduleameetingwiththegrievingemployeeandprovidea

written response to the grievance within ten (10) City businessdaysofreceivingthe

grievancerequest.



Grievingemployeeswhoaredissatisfiedwiththedepartmentdirector’sdecisionregarding

thegrievancemayappealthedecisioninwritingtothecitymanager within five (5) City

businessdaysofreceivingtheDepartmentdecision.



C. StepThree–CityManager

Thecitymanagerwillscheduleameetingwiththegrievingemployeewithinten(10)daysof

therequest.Awrittenresponsetothegrievancewillbeprovidedtotheemployeewithin

ten(10)Citybusinessdaysofmeetingwiththeemployee.Thedecisionofthecitymanager

isfinal.



D. StepFour–GrievanceAgainstCityManager

Anemployeewhobelievestobethesubjectofagrievableactbythecitymanagermustfile

saidgrievancewiththeMayororcityattorney.



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

Chapter7: EMPLOYEECONDUCT

7.05DrugFreeWorkplace



PURPOSE:

ToensuretheCityofStephenvilleisaworkenvironmentfreeofsubstanceandalcoholabuse.



POLICY:

IncompliancewiththeOmnibusDrugFreeWorkPlacePolicyActof1988,theCityofStephenvilleshall

makeagoodfaithefforttotakethosestepsrequiredbytheActtoensurethesafetyofitsemployees,

volunteers,citizens,andthegeneralpublicbyprovidingaworkplacethatisdrugfree.

TheCitystrictlyprohibitstheunauthorizeduse,sale,purchase,possession,distribution,dispensation,

manufacture or transfer of controlled substances, as that term is defined by applicable state and

federallaws,whileonorinCitypropertyorotherworksiteswhereemployeesmaybeassigned,in

Cityownedvehicles,inoronCityequipmentandmachinery,orinpersonalvehicleswhileconducting

Citybusiness.

Employees,volunteers,orcontractorconvictedorviolationsrelatedtocontrolledsubstancesunder

state and federal law or who plead guilty or no contest to suchchargesmustinformtheCity

Administrator’sOfficeandthedepartmentdirectorwithinfive(5)Citybusinessdaysofsuchconviction

orplea.EmployeeswhooperateCityvehiclesorequipmentandreceiveaDWIorDUIwillbeplacedon

unpaidadministrativeleavependingtheoutcomeofthecharge(s);uponconvictionforaDWIorDUI,

employeewillbeterminated.

Anyemployeefoundinviolationofthispolicywillbeterminatedandanyvolunteerfoundinviolation

ofthispolicywillbereleasedfromvolunteerservicewiththeCity.



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

Chapter7: EMPLOYEECONDUCT

7.06SubstanceAbuseandTesting



PURPOSE:

ToprovideguidelinesforsubstanceabusetestingattheCityofStephenvilleinordertomaintaina

safeandproductiveworkenvironmentforemployeesandtoensureefficientdeliveryofservicesto

citizens.



POLICY:

TheCitymaintainsafirmcommitmenttoprovideasafeworkenvironmentfreefromtheeffectsof

illegaldrugsandalcoholaswellastheabuseoflegal/prescriptiondrugs.Itisaviolationofthispolicy

torefusetoconsenttotestingortotestpositiveforalcoholorillegaldrugs.Violationsofthispolicy

will result in severeCorrectiveaction, up toandincluding termination of employment.Thispolicy

appliestoallemployeesincludingDepartmentDirectorsandExecutivestaff.



A. GeneralProvisions

1. ProhibitedofPersonalUse

Employeesshallnotuse,havepresentintheirbodyorontheirpersonalcohol,illegal

drugs,intoxicantsoranyotherprohibitedsubstanceswhenreportingtoworkorwhile

onduty.Employeesshallnotbeundertheinfluenceoforhavethe odor on their

breath or clothes of alcohol, illegal drugs, intoxicants or anyotherprohibited

substancesinCityvehiclesorequipmentoronCitypremises.Employees are

prohibitedfromusingorbeingundertheinfluenceofmarijuanaintheworkplace.

2. PrescriptionsandOver‐the‐CounterMedications

Employeesshallnotpossessprescriptiondrugsexceptasprescribedbytheirphysician.

Employeesshallnotuseprescriptiondrugsoroverthecounter(OTC)medicationsina

manner inconsistent with recommended dosages and/or warning statements.

Employees shall not possess marijuana except as prescribed by their physician for

medicinal purposes. Employees must report their use of over‐the‐counter or

prescribed medication to their supervisoriftheusemightimpair their ability to

performtheirjobsafelyandeffectively.Adeterminationwillbemadeastowhether

theemployeeisabletoperformtheessentialfunctionsofthejobsafelyandproperly.

TheCityreservestherighttohaveadesignatedcityphysiciandetermineifadrugor

medicationmayimpairanemployee’sabilitytosafelyperformhis/herjobdutiesand

mayrestrictthejobdutiesperformedwhileusingadrugormedicationaccordingly.

3. ProhibitionofDistribution

Employeesshallnotsell,possess,provide,dispense,distribute tootherpersons,or

unlawfully manufacture any alcohol, unauthorized prescription or illegal drugs,

intoxicants,orotherprohibitedsubstanceswhileonduty,stand‐by,onmealorbreak

periods,onCitypremisesorworksite,operationaCityvehicle,orinaCityuniform.In

addition, the City prohibits the off‐ premises abuse of alcohol and controlled

substanceswhenthoseactivitiesadverselyaffectjobperformance,jobsafety,orthe

City’sreputation.



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

4.  Drugsand/orAlcoholTest

Ondutyemployeesshallnotrefusetosubmittoadrugand/oralcoholtest when

requested,requiredororderedtosubmitbyapersonhavingtheauthoritytodoso.



5. ReportforDuty

AnemployeemaynotreportfordutyoroperateaCityvehiclewithanyalcoholorillegal

drugspresentinthebody.



6. TrainingandConferences

Employees attending training and conferences may participate in social functions

associatedwiththeconference,includingresponsibleconsumptionofalcohol,aslong

astheemployee’sconductdoesnotreflectadverselyupontheCity.Employeeswho

consume alcohol at these functions shall follow the law and shall not operate City

owned vehicles, and are discouraged from driving personal vehicles after the

consumption of any level of alcohol. Employees will be responsible for theirown

actions and consequences of their actions. If the employee needs assistance with

transportation,theymustcontactanyavailableCityrepresentativewhomayarrange

alternativetransportation.



7. MandatoryReportingofArrestsandConvictions

Employeesmust notify theirimmediate supervisor andthe departmentdirector,in

writing,ofanyalcoholordrug‐relatedarrestand/orconvictions(includingapleaof

nolocontendere)ordeferredadjudication,foraviolationoccurringoffdutyand/orin

theworkplacenolaterthantwenty‐four(24)hoursafterthearrestand/orconviction.

An employee who is convicted for a drug or alcohol related offense is subject to

Correctiveactionuptoandincludingtermination,evenforafirstoffense.



8. SupervisorandDirectorResponsibility

Supervisorsanddirectorsareresponsibleforconsistentenforcementofthispolicy.A

supervisor/manager/directorwhoknowinglypermitsaviolationofthispolicy,whois

found to have misused this policy in regard to subordinates, who violates the

confidentialitystandardsofthepolicy,orwhohasactualknowledgethatanemployee

hasviolatedanyoftheprohibitionsofthissectionandallowshim/hertoreportforor

continue on duty, shall be subject to severe Correctiveaction,upto andincluding

termination.



9. OnCall/EmergencyCallBack

Employees who are in an on call status are prohibited from consuming alcoholic

beveragesorusingdrugsthatmayimpairperformanceifcalledbacktowork.



TheCityrecognizesthatemployeeswhoarenotdesignatedas“on‐call”maybeasked

toreportforemergency or unexpectedduty. Before reportingforduty,employees

shalldisclosetotheirsupervisorwhethertheyhaveusedalcoholorothersubstances,

includingprescribedoroverthecountermedicinethatmightaffecttheirabilitytowork

and/orperform.Employeessubjecttocontinuousemergencycallbackarerequiredto

declare to their supervisors that use of alcohol or controlled substances including

prescribedmedicationthatmightaffecttheirabilitytoperformundertheemergency.

Thesupervisorwilladvisethoseemployeesnottoreporttowork.Employeesshall

declinesuchcallsforemergencydutywithoutbeingsubjecttoCorrectiveaction.In

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

no event shall employees reporting for emergency duty by under the influence of

alcoholorothersubstancesthatcauseimpairment.



10. Rehabilitation/Treatment

a. ItistheCity’sdesiretoassistemployeeswhovoluntarilyrequest

assistancewiththeiralcoholordrugdependency.ForCitysupportand

assistance,however,anemployeemustacknowledgehis/herproblem

andseekandacceptcounselingand/orrehabilitationbeforeit

jeopardizeshis/heremployment.



b. Employeeswithdrugoralcoholproblemsthathavenotresultedin,and

arenottheimmediatesubjectofterminationmayrequestapprovalto

takealeaveofabsencetoparticipateinarehabilitationortreatment

program.(Anemployeemaynotenrollinarehabilitationortreatment

programinlieuoftermination.)



ItistheCity’ssolediscretiontodetermineifaleaveofabsencemaybe

granted.FactorsconsideredbytheCityindecidingwhethertograntleave

include:theemployee’spriorworkandCorrectivehistory;theemployee’s

agreementtoabstainfromtheuseoftheproblemsubstanceandfollowall

other requirements of the rehabilitation/treatment program; the

employee’scompliancewithCitypolicies,rules,andprohibitionsrelatingto

conductintheworkplace;andtheresultinghardshipontheCityduetothe

employee’sabsence.



Unlessotherwiserequiredbylaw,itistheCity’spolicytograntsuchaleave

ofabsenceonlyonceduringthecourseofanemployee’semploymentwith

theCity. Note: Under certain conditions, treatment for substance abuse

maybecoveredundertheCity’sFamilyMedicalLeaveActPolicy.



c. ThecostofanyrehabilitationortreatmentmaybecoveredundertheCity’s

grouphealthinsurancepolicy.Inanycase,theemployeeisresponsiblefor

allcostsassociatedwithanyrehabilitationortreatmentprogram.



d. DuringtimeoffforaCity‐approvedrehabilitationortreatmentprogram,

the employeemustuseanyavailablevacationleave,sickleave,orother

accruedpaidleavetime.Iftheemployeehasnopaidtimeoffavailable,the

timeawayfromworkwillbeunpaid.Theemployeeissubjecttothe

provisionsrelatingtoLeaveWithoutPay–Section4.06.



e. Iftheemployeesuccessfullycompleteshis/herprescribedrehabilitationor

treatment,theCitywillmakereasonableeffortstoreturntheemployeeto

his/herpriorpositionoroneofsimilarpayandstatus.However,employment

withtheCityfollowingaCity‐approvedleaveforrehabilitationortreatment

isconditionedonthefollowing:



1. Initialnegativetestfordrugsand/oralcoholbeforereturningtowork;



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2. AwrittenreleasetoreturntoworkfromtheCity‐approvedrehabilitationor

treatmentfacility/program;

3. Periodicandtimelyconfirmationoftheemployee’son‐goingcooperation

andsuccessfulparticipationinanyfollow‐uporongoingcounseling,t

esting,

or other treatment required in connection with the City‐approved

rehabilitationortreatmentprogram,ifapplicable;

4. Inadditiontoanytestingrequiredinconnectionwiththeemployee’s

ongoing treatment or follow‐up to treatment, all employees who

participate in rehabilitation or treatment under this section will also be

requiredtosubmittoperiodicand/orrandomtestingbytheCityduringthe

two(2)yearsfollowingtheemployee’sreturntoworkfollowingtreatment;

5. Theemployeemustsignaformalwrittenagreementtoabidebytheabove

conditions, as well as any other conditions deemed appropriate by the

DirectorofHumanResources.TheemployeemustmeetwiththeDirector

ofHumanResourcestodiscussthetermsofhis/hercontinuedemployment

andsignaformalagreementbeforereturningtowork.

6. ThispolicywillbeadministeredinaccordancewiththeCity’sFamilyMedical

LeaveActpolicywhenapplicableandwillbeenforcedconsistentwiththe

City’sobligationsundertheADA/ADAAA.

f. Employees

with

questions or concerns about substance dependencyor

abuseareencouragedtodiscussthesematterswiththeirsupervisororthe

Director of Human Resources to receive assistance or referrals to

appropriateresourcesinthecommunity.

B. Testing

TypesofTests

Testingmayincludeoneormoreofthefollowing:urinalysis,hairtesting,breathalyzer,

Intoxilyzer,blood,orothergenerally‐acceptedtestingprocedure.

1. Pre‐EmploymentTestingofApplicants

TheCitywillnotknowinglyhireapplicantsundertheinfluenceofdrugsand/oralcohol.

All applicants to whom a conditional offer of employment has been made will be

requirestosubmittotestingforalcoholandillegalandunauthorizeddrugs.Apositive

testresult,refusaltotest,orattemptstoalterortamperwithasampleoranyotherpart

ofthetest,willrendertheapplicantineligibleforconsiderationofemploymentor

future

employmentwiththeCity.Departmentdirectorsshallnotallowanapplicanttobegin

workuntiltheyhavereceivedconfirmationfromtheHumanResourcesDepartmentthat

theprospectiveemployeehastestednegativefordrugs.

Currentemployeeswhopromotetoasafety‐sensitivepositionarerequiredtopassa

drugtest.SeeAppendixCforalistofsafety‐sensitivepositions

2. Post‐AccidentandPostInjuryTesting

Employeesincludingfulltime,parttime,seasonal,andtemporaryaresubjecttopost

accident and post injury testing. Immediately followinganaccident theemployee is

requiredtosubmittoalcoholanddrugtesting as directed by department director.Any

accident in a City vehicle will require substance abuse testing of the driver.

Adherence to post accident guidelines are a conditionofcontinuedemployment.

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Forthepurposeofthispolicyanaccidentrefersto:

a. Anonthejobaccidentorincidentwhereanypersonwhosufferedinjurywhich

isreasonablyexpectedtorequiremedicalattention,orwhocontributestothe

injuryofanotherperson;

b. Employeeswhodischargeafirearminviolationofanydepartment, federal,

state,municipalorlocalruleorregulation,and/orthatresultinbodilyinjuryor

propertydamagewillbetestedfordrugsandalcoholwithinthetimeframesset

forthinthispolicy.

c. Any damage to City or privately owned vehicle, equipment, property, or

premises,whileinoperationofaCityvehicleorCityequipment.

IftheemployeeisnotsubjecttoDepartmentofTransportation(DOT)regulations,

the supervisor will administer drug/alcohol test, or send the employee to Human

Resourcesfordrug/alcoholtest.Ifdrug/alcoholtestisnon‐negative,theemployeewill

besenttoaCityapprovedmedicalfacilityforafollowuptest.

IftheemployeeissubjecttoDOTregulations,thesupervisor,director,ordesigneeshall

drive the employee to a City‐approved medical facility and waitfortesting to be

completed.Ifatrainedsupervisorsuspectspossibleimpairment,thesupervisorshall

ensurethattheemployeeistakenhome.Iftheemployeerefusestransportationand

insistsondriving,lawenforcementmaybenotified.

The employee, regardless of DOT status, shall be placed on restricted, non‐

driving/operatingequipmentdutyuntilthedrugtestresultshavebeenreturned.HRwill 

notifytheemployee’ssupervisorwhentheemployeeisabletoreturntohis/hernormal

workduties.

Nothinginthispolicyshouldbeconstruedtorequirethedelayofnecessarymedical

attentionforaninjuredemployeefollowinganaccident/injury.Anemployeemayleave

thesceneofanaccidentfortheperiodnecessarytoobtainmedicalassistanceorobtain

necessaryemergencycare.Ifimmediatemedicalattentionorhospitalizationisneeded,

the supervisor responsible will request that drug/alcohol tests are done along with

necessarytreatments.

3. ReasonableSuspicion

Areferralforreasonablesuspiciontestingwillbebasedonspecific,contemporaneous

observationsconcerningtheappearance,behavior,speech,orbodyodorsofthe

employees.

ReasonableSuspicionTestingProcess:

ervisorsmusttakeactioniftheyhavereasontobelievethatoneor m

oreof the

Reasonable Suspicion Indicators are present and may be affecting an employee’s

performanceorbehavior.Supervisorsfailingtotakeappropriateactionwillbesubject

toCorrective action uptoandincludingtermination.Anemployeewhohasreasonto

believethattheperformanceofanotheremployeeisimpairedbyalcohol,illegaldrugs,

ormedicationmustimmediatelynotifytheirsupervisor,departmentdirector,orHuman

ResourcesDepartment.

Page 158 of 245



ReasonableSuspicionIndicators(includingbutnotlimitedto):

a. Observablebehaviorsuchasdirectobservationofdrugoralcoholuse,

possessionorphysicalsymptomsofbeingundertheinfluenceofdrugsor

alcohol;

b. Possessionofdrugparaphernalia;

c. Noticeablechangeinbehaviororapatternofabnormalorerraticbehavior;

d. Smellofalcoholormarijuanaonpersonorbreath;

e. Appearingtobeintoxicated,confused,disoriented,ordifficultyinconcentrating;

f. Identificationofanemployeeasthefocusofcriminalinvestigationinto

illegaldrugpossession,use,ortrafficking;

g. Abnormallydilatedorconstrictedpupils,glazedstare;

h. Bloodshotorwateryeyes;

i. Flushedface;

j. Changeofnormalspeechpattern,i.e.fasterorslower;

k. Constantsniffingorrednessundernose;

l. Suddenweightloss;

m. Needlemarks;

n. Exhibitingchangeinpersonality,i.e.paranoia,anger,etc.;

o. Forgetfulness;

p. Changeinperformancelevel;

q. Borrowingmoneyfromco‐workersorotherunusualdisplayofneedformoney;

r. Constantfatigueorhyperactivity;

s. Excessive,unexplainedabsences;

t. Dulledmentalprocesses,sleepy,orstuporouscondition;

u. Slowedreactionrate;

v. Slurredspeech;

w. Physicalorverbalaltercation;

x. Lackofcoordination,difficultywalking,inabilitytowalkstraight.



Ifreasonablesuspiciontestingisrequested,thefollowingstepsshallbefollowed:



STEP1

Whenreasonablesuspicionisidentifiedbyasupervisor,theemployeewillbe

questionedandobservedbyaDepartmentDirectororHumanResourcesemployee.

Thesupervisoranddepartmentdirectorshalldocumentinwritingobservedbehavior

on a Supervisor’s Report of Reasonable Suspicion (Appendix E, Form 19). The

department director shall contact Human Resources for reasonable suspicion

authorization.IntheeventthattheHumanResourcesDepartmentisunavailable,the

departmentdirectorshallcontacttheCityManager’sOffice.

RighttoSearchProperty:Uponreasonablesuspicion,theCitymaysearchcityowned

property,vehicles,desks,closets,orlockersforalcoholordrugs.Iftheemployeehasa

personallockonthelocker,theemployeeshallbegiventheopportunitytoremoveit,

whenpossible.Ifthelockisn’tremoved,theCityshallcutthelockoff.

STEP2

Iftheevidenceindicatesthattheemployeemaybeundertheinfluence and the

department director has received authorization from Human Resources or the City

Page 159 of 245



Manager’sOffice,thesupervisor,director,ordesigneeshalldrivetheemployeetothe

medicalfacilityandwaitfortestingtobecompleted.Iftheemployeeisnotsubjectto

DepartmentofTransportation(DOT)regulations,anoraldrug/alcoholscreentestmay

beadministeredbythesupervisororHumanResourcesManager.Iftheresultsarenon‐

negative,theemployeewillbetakenbythe supervisor or designeetoacitymedical

facilityforafollowuptest.



Refusalbyanemployeetosubmitimmediatelytoanalcoholand/ordruganalysiswhen

requestedbymanagementwillresultintermination.



STEP3

The employee will be provided transportation home to await the test results. If the

employee refuses and demands to drive their vehicle, the employer shall notify law

enforcement.Ifthetestresultsarenegative,theemployeemayreturntowork.



Informationobtainedthroughthistestingwillbetreatedwithstrictconfidentiality.



FireandPoliceDepartmentReasonableSuspicion

TheFireorPoliceChiefmaydirectanyemployeesoftheirrespectivedepartmentsto

submittoadrugand/oralcoholtestimmediately.TheHumanResourcesManagershall

be notified as soon as possible, but no later than 24 hours after the employee was

tested.



4. RandomTestingSelection

Random, unannounced alcohol and drug testing is a proven deterrent to the use or

presence of illegal drugs or unauthorized controlled substances. Employees will be

selectedsolelyonarandombasisbyacomputerizedrandomselection program.

Randommeansthatallcoveredemployeeshaveanequalchanceofbeingselectedeach

timeandcouldmeanthatthesameemployeeisselectedmorethanonceornotatoll.



Thefrequencyofrandomdrugtestandpercentoftheworkforcetestedduringtheyear

will be determined by management. The City shall maintain two random pools as

indicatedbelow,whichshallbemaintainedandreportedindependently:

 EmployeesinPositionsSubjecttoDOTRegulations,includingthoserequiring

operation of commercial motor vehicles and possession of a commercial

driver’slicense(AppendixB).

 EmployeeinCitydesignatedSafetySensitivePositions.(AppendixC)



Drugandalcoholtestswillbeunannouncedandspreadthroughouttheyear.TheHuman

ResourcesManagerordesigneeistheauthorizedindividualtogeneratethelistofnames

throughthecomputerprogramforrandomtesting.TheHumanResourcesManageror

designeeshallnotifythedepartmentdirectororsupervisorofeachselectedemployee.

Thedirectorofsupervisorwillretainthenameinaconfidentialmannerandensurethat

the employee is notified immediately upon reporting for duty and ensure that the

employee reports to the Human Resources Department. If a department director or

supervisorisfoundtobreakthisconfidentialityoranyotherpartofthispolicy,theyshall

besubjecttoCorrectiveactionuptoandincludingtermination.



Iftheemployeeisnotonduty,heorsheisexemptfromthecurrentrandomtesting.

Page 160 of 245



C. Consequences

An employee, who tests positive for drugs/alcohol, fails to submit to testing when

requested,required,ororderedtotakeanyofthetestslistedinthispolicy,orinany

wayviolatesanyoftheprohibitionslistedinthispolicyshallbeterminatedimmediately,

evenforafirstoffense.Failuretoreporttothecollectionsiteinthetimeallotted(travel

timeplus30minutes)willbeconsideredarefusaltotaketherequiredtest.



The Stephenville Police Department and other applicable law enforcement agencies

shall be notified, as appropriate, where criminal activity is suspected. Suspension

withoutpayforthedurationoftheinvestigationmaybeappliedtoanyemployeewho

is the subject of an alcohol or drug‐related inquiry by the Cityoranyotherlaw

enforcementagency.

Positivetestswillbereviewedby thecitymanagerordesignee.Thecity manageror

designee willexaminethelaboratory results anddiscuss the resultswith the person

testingpositivetodeterminewhetheranalternatemedicalexplanationcanaccountfor

apositivetest.

Ifanemployeefailstoprovideanunaltered,unadulteratedurinespecimen,refusestosubmit

toarequested,requiredororderedalcohol/drugtest,submitsaurinespecimenotherthantheir

own,submitsadilutedurinespecimenbasedonspecificgravityandcreatinelevelsconfirmed

bytheMedicalReviewOfficer,orinanywaytampersorattemptstocontaminateortamper

withtheirspecimenorthetestingofsaidspecimen,theyshallbedeemedtohaverefusedto

submit.



Anemployeewhofailstoprovideanadequatevolumeofabreathorurinefortesting,withouta

validmedicalexplanation,shallbedeemedtohaverefusedtosubmit.Anemployeeterminated

forviolationofthispolicymaynotappealtheterminationtotheEmployeeReviewBoard.

Anemployeewhoreceivesa“negativedilute”testresultwillbeimmediatelysentbacktothe

testing facility for a retest. For low level negative dilutes, the DOT requires immediate

recollectionunderdirectobservation.Thecitymanagerordesigneedetermineswhichtestis

necessary.



D. OperatorsofCommercialMotorVehicles

TheCitywillcomplywiththeDepartmentofTransportation(DOT)rulesrequiringdrivers

whosepositionrequiresacommercialdriver’slicensetosubmittodrugandalcoholtesting.

TheconsequencesinstepCabovealsoapplytoDOTemployees.

1. RulesConcerningDOTRegulatedEmployees



DOTrulesestablishcertainconductthatisprohibitedbyregulated

drivers.Thoseprohibitionsareasfollows:

a. Noregulatedemployeeshallreportfordutyorremainondutywhilehavingany

alcoholordrugsinthebody,oronthebody.Employeeswhoarerequiredto

holdaCommercialDriver’sLicense(CDL)shallnotusealcoholwithinfour(4)

hoursofreportingfordutyorwithineight(8)hoursbeforebeinginvolvedina

vehicleaccidentwhileoperatingacommercialmotorvehicle.

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

b. Noregulatedemployeeshallbeondutyoroperateacommercialmotorvehicle

inpossessionofanyformofdrugsoralcohol,unlessthealcoholismanifested

andtransportedaspartofashipment.

c. Noregulatedemployeeshallrefusetosubmittoarequiredtest.

d. Noregulatedemployeeshallreporttodutyorremainondutywhichrequires

drivingwhenthedriverusesanycontrolledsubstance,exceptwhentheuse

ispursuanttotheinstructionsofaphysicianwhohasadvisedthedriverthat

thesubstancedoesnotadverselyaffectthedriver’sabilitytosafelyoperatea

commercialmotorvehicle.

e. Noregulatedemployeeshallreportforduty,remainondutyorperforma

safety‐sensitivefunctionwhileimpaired.

f. Ifthedrivertestspositivefordrugsoralcohol,he/sheisterminated.



2. ConditionsRequiringTestingofDOTRegulatedEmployees

AllemployeesoftheCityregulatedbyDOTwillberequiredtoundergobreathtestingfor

alcoholand/orurinedrugtestingunderthefollowingconditions:



a. Pre‐employmentTesting

AllfinalapplicantsforemploymentinapositionthatrequiresaCDLwillbesubjectto

drug/alcoholtesting.Theemploymentprocesswillbesuspendedifevidenceofillegal

druguseisdiscoveredthroughdrugtestingorothermeans,ifanapplicantrefusesto

takethedrugtest,oriftheapplicantattemptstosubstituteorcontaminatethedrug

screen specimen. Employees that transfer to a position that requires a CDL will be

subjecttopre‐employmenttestingpriortoofficialtransfer.



b. Post‐AccidentTesting

Assoonaspossibleafteranaccidentinvolvingacommercialmotorvehicle,thedriver

isrequiredtosubmittodrugandalcoholtesting.Ifthealcoholtestisnotadministered

withintwo(2)hoursfollowingtheaccident,theCityshallprepareandmaintainarecord

statingthereasonsthetestwasnotpromptlyadministered.Ifthealcoholtestcannot

becompletedwithineight(8)hoursfollowingtheaccident,theCitywillceaseattempts

toadministerthealcoholtestandwillprepareandmaintainthesamerecord.Ifthe

drugtestisnotadministeredwithinthirty‐two(32)hoursfollowingtheaccident,the

Citywillceasetoattempttoadministerthedrugtestandprepareandmaintainonfile

arecordstatingthereasonsthetestwasnotpromptlyadministered.



c. RandomTesting

The City will comply with DOT’s random testing requirement. Thesetestswillbe

unannouncedandwillbespreadreasonablythroughouttheyear.Theminimumannual

percentagerateforrandomalcoholanddrugtestingwillfollowthetestingguidelines

listedonhttps://www.transportation.gov/odapc/random‐testing‐rates



The selection of drivers for random drug and alcohol testing will be made by a

scientificallyvalidmethod.Undertheselectionprocess,eachdriverwillhaveanequal

chanceofbeingtestedeachtimeselectionsaremade.



Each employee who is selected for testing will proceed to the collection site

immediately.Iftheemployeeisperformingasafetysensitivefunctionatthetimethey

arenotified, theCity will ensure that the driver ceases to perform the function and

proceedstothetestingsiteassoonaspossible.Drugtestingmaybeconductedatany

timewhiletheemployeeisworkingfortheCity.

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

d. ReasonableSuspicionTesting

TheCitywillrequireaDOTregulatedemployeetosubmittoadrugandalcoholtest

whenthereisreasonablesuspicionthattheregulatedemployeeisundertheinfluence

of drugs and/or alcohol. Reasonable suspicion testing will be based on specific,

contemporaneous observations concerning the regulated employee’s speech,

appearance,behavior,orbodyodorsandfollowtheguidelinesinChapter7.06B(3).



The required observations will be documented (Appendix E, Form 19) by one

supervisorand one Department Director who is trained in detecting the signs and

symptomsofdrugandalcoholuseandmisuse.Thedocumentationoftheemployee’s

conductunderreasonablesuspicionwillbepreparedandsignedbythewitness(es)

within 24 hours of the observed behavior or before the results ofthetestsare

released,whicheverisearlier.



The provisions of this section of the policy are in addition to, not in lieu of, the

provisionsthatapplytoallemployees.NothinginthissectionwillprohibittheCity

fromtestingDOTregulatedemployeesforalcoholordrugsunderotherprovisionsof

thispolicy.



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

Chapter7: EMPLOYEECONDUCT

7.07Harassment&Discrimination



PURPOSE:

Toprovideguidelinesandproceduresfordefiningandpreventinginappropriateworkplaceconduct,

includingemployeeharassment,discriminationandretaliation.



POLICY:

It is the policy of the City of Stephenville to prohibit any form of harassment, discrimination or

retaliationofemployees,applicantsormembersofthepublic.TheCitymaintainsastrictpolicythat

harassmentwhethersexual,racial,ethnicorreligiousinnatureordirectedtowardtowardsone’sage,

gender, genetic information,ordisabilitystatus is not acceptableintheworkplaceandwillnot be

tolerated.Allemployees,includingmanagers,supervisorsandrepresentativesoftheCityareexpected

torefrainfromexhibitinganyunwelcomebehaviorordisplayingconducttowardanyotheremployee,

applicantormembersofthepublicwhichcouldbeinterpretedasharassment.

Equalemploymentopportunityhasbeen,andwillcontinuetobe,afundamentalprincipleattheCity

of Stephenville, where employment is based upon personal capabilities and qualifications without

regardtorace,color,gender(sex),age,nationalorigin,disability,geneticinformation,oranyother

protectedcharacteristicestablishedbylaw.Thispolicyofequalemploymentopportunityappliestoall

policiesandproceduresrelatingtorecruitmentandhiring,compensation,benefits,termination,and

all other terms and conditions of employment. The City prohibits and will not tolerate any such

discrimination,harassmentand/orretaliation.

TheCity iscommitted toa workenvironment inwhich allindividualsare treatedwithrespectand

dignity. Each individual has the right to work in a professional atmosphere that promotes equal

employmentopportunitiesand prohibitsdiscriminatorypractices,includingharassment.Therefore,

theCityexpectsthatrelationshipsamongpersonsintheworkplacewillbebusiness‐likeandfreeof

bias,prejudice,andharassment.ThispolicyisnottobeconstruedtoprohibittheCityfromestablishing

bonafideoccupationalqualificationsthatrelatetophysicalormentalcapabilitiesrequiredtoperform

ajob.

Allegationsofinappropriatebehavior,harassment,discriminationand/orretaliationwillbepromptly

investigatedbytheHumanResourcesDirectorordesignee.



A. DefinitionsofHarassment

1. Sexualharassment

Forthepurposeofthispolicy,sexualharassmentisdefinedasunwelcomesexual

advances, requests for sexual favorsandotherverbal,non‐verbal or physical

conduct of a sexual nature when: submission to such conduct is made either

explicitlyorimplicitlyatermorconditionofanindividual’semployment;submission

toorrejectionofsuchconductbyanindividualisusedasthebasisforemployment

decisionsaffectingsuchindividual; or suchconducthasthepurposeor effectof

unreasonable interference with anindividual’s work performanceor creatingan

intimidating,hostile,oroffensiveworkingenvironment.



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

Sexualharassmentmayincludearangeofsubtle,notsosubtle,orovert

behaviorsandmayinvolveindividualsofthesameordifferentgender.

Thesebehaviorsmayinclude,butarenotlimitedto:

a. Unwantedsexualadvancesorrequestsforsexualfavors;

b. Unwelcome,sex‐orientedkidding,jokesorinnuendo;

c. Useofsexualprofanityorotherverbalabuseofasexualnature;

d. Subtlepressureorovertdemandforsexualactivity;

e. Commentaryaboutanindividual’sbody,sexualprowess,orsexualdeficiencies;

f. Insultingorobsceneteasing,comments,orgestures;

g. Leering,catcalls,staringataperson’sbody;

h. Physicalcontactsuchaspatting,pinchingorrepeatedlybrushing

againstanother’sbody;

i. Display or circulation in the workplace of sexually suggestive objects,

pictures,orcalendarsfeaturingpersonsinsexuallysuggestiveorsubmissive

poses(including transmission and/or receipt of information through

email);or

j. Dancers/strippersonCityproperty,andanyotherphysical,verbal,orvisual

conductofasexualnature



2. HarassmentofDiscriminationontheBasisofaProtectedCharacteristic

Under this policy, harassment is verbal, non‐verbal or physical conduct that

denigratesorshowshostilityoraversiontowardanindividualbasedonrace,gender,

color,religion,nationalorigin,age,disability,oranyothercharacteristicprotected

bylaw,andthat:

a. Hasthepurposeoreffectofcreatinganintimidating,hostile,or

offensiveworkenvironment;

b. Hasthepurposeoreffectofunreasonablyinterferingwithan

individual’sworkperformance;or

c. Otherwiseadverselyaffectsanindividual’semploymentopportunities.

d. Harassingordiscriminatoryconductincludes,butisnotlimitedto:

i. Epithets,slurs,ornegativestereotyping;

ii. Threatening,intimidating,orhostileacts;

iii. Denigratingjokes,anddisplayorcirculationintheworkplaceof

writtenorgraphicmaterialthatbelittlesorshowshostilityor

aversiontowardanindividualorgroup(includingtransmissionor

receiptofinformationthroughemail);or

iv. Individualorgroupbehaviorthatexcludesand/ordisrespectsother

employees;orbehaviorthatunderminesanemployee’sintegrity,

credibility,workperformanceorpotentialforpromotion



B. GeneralProvision

Scope

This policy applies to all applicants, employees, elected officials and

representatives of the City and prohibits harassment, discrimination, and/or

retaliation by fellow employees, supervisor, manager, director and/or

representativeoftheCityorbyindividual(s)notdirectlyconnectedtotheCitysuch

asanoutsidevendor,consultant,orcustomer.



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ProhibitedConduct

Conduct and behavior described above in the definitions of sexual harassment,

genderbasedharassment,andharassmentordiscriminationbasedonaprotected

characteristicareprohibitedintheworkplaceorinanywork‐relatedsettingoutside

theworkplace,suchasbusinesstrips,businessmeetings,andbusiness‐relatedsocial

events.

ProhibitionofRetaliation

Retaliationisprohibitedagainstanyindividualwhoreportsinappropriatebehavior,

discrimination or harassment, or who participates in an investigation of such

reportsbyfiling,testifying,assistingorparticipatinginaninvestigation.Retaliation

againstanindividualisaviolationofpolicyandwillbesubjecttoCorrectiveaction

uptoandincludingtermination.

Prevention

It will be the ongoing responsibility of the department director and/or his/her

representative(s) to maintain a professional, positive and productive work

environmentforallemployeesthatisfreeofinappropriatebehavior,harassment,

discriminationandretaliation.Directors,managersandsupervisorsmustmonitor

theworkplace foranyinappropriatesexual displays,commentsorbehavior and

takeimmediateaction.This responsibility includes discussing andenforcingthis

policyandadministrativeprocedureswithallemployees,andassuringthemthat

theyarenotrequiredtoendureinsulting,degradingorexploitativetreatment.



C. ComplaintProcedure

Reporting:Inappropriatebehavior,harassmentordiscrimination:Cityemployees

aretoreportallincidentsofinappropriatebehavior,harassment,discrimination,

and/orretaliationpromptly,regardlessoftheoffender’sidentityorposition.The

City has developed a Discrimination and/or Harassment Complaint Form

(AppendixE,Form20)thatmaybeusedtofileacomplaintortheallegationsmay

be provided verbally to the immediate supervisor, department director or the

DirectorofHumanResourcesordesignee.Individualswhobelievetheyhavebeen

arecipientofharassment,discriminationorretaliationshouldimmediatelyreport

the behavior or incident to their immediatesupervisor,departmentdirector,or

DirectorofHumanResourcesordesignee.Individualsarenotobligatedtofollow

the chain of command and may report allegations or incidents directly to the

DirectorofHumanResourcesordesignee.TheDirectorofHumanResourcesand

themanagerorsupervisoroftheemployeearebothresponsiblefornotifyingeach

other when an allegation or incident has been reported or a complaint filed.

Informationdisclosurewillbelimitedto thosewho have arighttoknowand/or

thosewhoarenecessarytofacilitatereview,investigationand/orresolutionofthe

matter.Asupervisor’sfailuretoimmediatelynotifyHumanResourcesand/orthe

Directorofthedepartmentregardingaharassment,discriminationorretaliation

compliantmayresultinCorrectiveaction.



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a. AccusationDisclosure:Ifallegationsaremadetoanyoneotherthanthe

HumanResourcesDirectorordesignee,themattermustbeimmediately

referredtoHumanResourcesortheappropriatedepartmentdirector.If

the Director of Human Resources is initially notified of allegations of

inappropriatebehavior,harassment,discriminationorretaliation,Human

ResourceswillimmediatelynotifytheappropriateDepartmentDirector.

All reports of inappropriate behavior, harassment, discrimination or

retaliation shall be immediately reviewed on an individual basis

consideringthe recordasa wholeon thetotality ofthe circumstances,

suchasthenatureofthebehaviorandthecontextinwhichthealleged

incidents occurred. If harassment, discrimination and/or retaliation is

determined,promptcorrectiveactionwillbetaken.



b. Employee Responsibility: Any Employee who experiences unwelcome,

inappropriateoroffensivebehaviorshallmakeitclearwherepossiblethat

such behavior is offensive to them. Avoid letting such behavior pass

withoutcomment.Any employee who feels thattheyarearecipientof

inappropriatebehavior,harassment,discriminationand/orretaliationhas

the responsibility to immediately report the facts of the incident (s) to

theirimmediatesupervisor,departmentdirectorortheDirectorofHuman

Resourcesordesignee.Thisincludesemployeeswhothinkthattheyare

directrecipientsoftheallegedbehaviorandalsothosewhobelievethat

they have witnessed harassment, discrimination and/or retaliation of

anotheremployeeorapplicant.Employeesarenotobligatedtofollowthe

chainofcommandandhavetheoptiontoreporttheincident(s)directly

totheDirectorofHumanResourcesordesignee.Allincidentsof

harassment, discrimination and/or retaliation are to be promptly

reported.Failuretofulfillthisobligationcouldaffectthetimelyinternal

resolutionofanemployee’sallegations.



c. EarlyReportingandInterventionhaveproventobethemosteffective

method of resolving actual or perceived incidents of harassment,

discrimination and/or retaliation. Therefore, while no fixed reporting

periodhasbeenestablished,theCitystronglyurgesthepromptreporting

ofconcernsorcomplaintsinorderthatrapidandcorrectiveactioncanbe

taken.TheCitywillmakeeveryefforttostopinappropriate,harassing,and

discriminatory and/or retaliatory behavior before it becomes severe or

pervasive however, can only do so with the cooperation of Directors,

managers, supervisors andemployees.Theavailability of this reporting

proceduredoesnotprecludeemployeeswhobelievetheyaresubjectto

inappropriate,harassing,discriminatoryand/orretaliatorybehaviorfrom

promptly advising the offender that his/her or her behavior is

offensive/unwelcome and requesting that the offensive behavior be

discontinued.

AdministrativeReviewandInvestigation

a. All allegations of inappropriate, harassing, discriminatory and/or

retaliatory behavior observed or reported by an employee shall be

reviewedimmediatelybytheDirectorofHumanResourcesordesigneeto

determinethelevelofadministrativereviewand/orinvestigationbased

on the nature of the behavior and the context in which the alleged

incident(s)occurred.TheDirectorofHumanResourcesordesigneeshall

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informtheemployeeofhisorherfindingsand/orrecommendations.

b. Processing: Should the Human Resources Director determine from the

administrativereviewthatafullinvestigationoftheallegedincident(s)is

warranted,theDirectorofHumanResourcesordesigneeshallnotifythe

departmentdirectorofhis/herintent tocommence afullinvestigation.

Within five (5) work days after the notification to the department, the

recipientandrespondent(accused)andanywitnessesshallbenotifiedof

thependinginvestigationanditsadministrativeguidelines.Therecipient

and respondent shall receive a written copy of the allegations or

administrativereviewcontainingtheallegations.Iftherespondentcannot

bereached,thewrittenallegationswillbeforwardedbycertifiedmailto

themostrecentpersonneladdress.

c. AllegationResponse:Therespondentmayrespondtotheallegationsin

writingwithinfive(5)workdaysuponreceiptofthewrittenallegations.

Therespondentmayalsoelect torespond toanyother significantnew

informationorallegationsthatariseduringtheinvestigationprocess.

d. Administrative Leave: When warranted, the department director may

recommend that the respondent and/or recipient be placed on

administrative leave during the investigation process. The department

directorandDirectorofHumanResourcesshallmutuallyagreeonsuch

action.

e. Allegation Discussion: If appropriate, investigators will meet with the

respondent’sdepartmentdirectortodiscusstheallegation.

f. Determination Filing: Withinten(10)workdaysoftheinvestigation

conclusion,thecityattorney and therespondent'sdepartmentdirector

will be provided with a determination as to the validity of the

complainant'sallegationsandwhetherCorrectiveactioniswarranted.

g. ComplaintWithdrawal:Thecomplainantmaywithdrawcomplaintsatany

time.TheCitymaystillpursueaninvestigation,however,anddetermine

whetherCorrectiveactioniswarranted.



Any reported allegations of harassment, discrimination, or retaliation will be

reviewedand/orinvestigatedpromptly,thoroughly,andimpartially,regardlessof

whenitwasreported.Theadministrativereviewand/orinvestigationmayinclude

individual interviews with the parties involved and, where necessary, with

individuals who may have observed the alleged conduct or may have other

relevant knowledge. Confidentiality will be maintained throughout the

administrativereviewand/orinvestigatoryprocesstotheextentconsistentwith

adequateinvestigationandappropriatecorrectiveaction.Employeesarerequired

toassistfullyinanyadministrativerevieworinvestigationprocess.



Anemployee’sintentionsarenotafactorinconsideringalleged harassment

behavior.Iftheeffectofanemployee’sbehavioruponanotheremployeehasa

hostile,offensive,orintimidatingeffectuponthatemployee,thereisapossibility

thatharassmentordiscriminationmaybepresent.



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

CorrectionAction

a. CorrectiveActionDecisions:Withinten(10)workdaysofadetermination

of violation of City policy relative to harassment, discrimination or

retaliation,aCorrectiveactiondecisionwillbemadebythedepartment

director in consultation with Human Resources and the city attorney.

Extensions may be approved by the Director of Human Resources or

designee.Correctiveactionsandapplicableappealsmustbeinaccordance

withestablishedCityCorrectiveActions.(Note:Atransferoftherecipient

maybeconsideredonlyuponthecomplainant’srequestand/orapproval.)

b. WrittenNotifications:Therecipientandtherespondentwillbeprovided

written notification of the department director’s decision. TheCity

Manager and those deemed as appropriate will receive copies of the

decisioncorrespondence.

c. Department Director Respondents: If the Department Director is the

respondent,theappropriateactionswillbetakenbytheCityManager.



Misconductconstitutingharassment,discrimination,orretaliationwillbedealtwith

promptlyandappropriately.Responsiveactionmayinclude,forexample,training,

referralto coaching,monitoringof theoffender and/orcorrectiveactionsuchas

warning, reprimand, withholding of a promotion or pay increase,reductionof

wages, demotion, reassignment, temporary suspension without pay, or

termination,astheCitydeemsappropriateunderthecircumstances.



Ifanemployeemakingacomplaintdoesnotagreewithitsresolution,theemployee

may appeal to the Deputy City Manager or designee. Individuals who have

questions or concerns about these policies shall confer directly with their

supervisor, department director, or a member of the Human Resources

Department.



Finally,thispolicyanditsadministrativeguidelinesshallnot,andmaynot,beused

asabasisofexcludingorseparatingindividualsofaparticulargender,oranyother

protected characteristic, from participating in business or work‐related social

activitiesordiscussioninordertoavoidallegationsofharassment.Thepoliciesof

theCityprohibitdisparatetreatmentonthebasisofgenderoranyotherprotected

characteristic, with regardto terms, conditions, privileges, and perquisites of

employment.Theprohibitionsagainstharassment,discrimination,andretaliation

are intended to complement and further this policy and its administrative

guidelines,notformthebasisofanexceptiontothese.



Records

All records concerning harassment, discrimination or retaliation complaints,

administrative review and/or investigations are to be kept in a separate,

confidential locked file in Human Resources. Access shall be approved by the

Human Resources Manager or designee. Records concerning subsequent

correctiveorcorrectiveactionsshallbekeptintheregularpersonnelfiles.



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

Chapter7: EMPLOYEECONDUCT

7.08MinimumDrivingStandards



PURPOSE:

TominimizetheCityofStephenville’sliability,limittheCity’sfinancialrisk,andmaximizethesafetyof

drivers,passengers,andthepublicbydefiningminimummotorvehiclestandardsforemployeeswho

operateCityvehiclesormotorizedequipment.



DEFINITIONS:

CityVehiclemeansanypassengercar,van,truck,motorizedequipment,orsimilartypevehiclewhich

isowned,leased,borrowed,rented,orotherwiseunderthecare,custody,orcontroloftheCityof

Stephenville.

DrivingRecordsincludethecompletedrivinghistoryofanemployeeforthepreviousthree(3)years,

ascanbediscernedfromanyofficialrecordsorbyself‐disclosureduringthehiringprocess.

MotorizedEquipmentincludes,butisnotlimitedto,backhoes,bulldozers,mowertractors,loaders,

graders,andsimilarequipment.



Moving Violation isaviolationofany law relatingtothe operationofamotorvehicle,otherthan

parking.(Example:speeding,runningastopsignorsignal,failuretoyield.).



OccupationalLicenseisatemporarydriver’slicenseissuedbytheTexasDepartmentofPublicSafety

aftertheappropriatejudgeofacourthassignedapetition/courtorderdeterminingessentialneedof

apersontooperateamotorvehicleinperformanceoftheiroccupationorfortransportationtoand

fromtheplaceatwhichapersonpracticestheiroccupation.



POLICY:

Thispolicyshallapplyto:CityemployeeswhosepositionrequirestheoperationofaCityvehicleormotorized

equipment;



• CityemployeeswhomustmaintainacurrentandvalidTexasCommercialDriver’s

License(CDL)asaconditionofemployment;or

• Applicants,includingcurrentemployees,forpositionswhichrequirethe

operationofCityvehiclesormotorizedequipment.



TheHumanResourcesDepartmentshallconductperiodicMotorVehicleRecord(MVR)checksonall

employeessubjecttothispolicy.UndernocircumstancesshallanOccupationalDriver’sLicenseor

similarlicensebedeemedappropriateforoperatingCityvehiclesormotorizedequipment.



Applicantsforapositionrequiringavaliddriver’slicensemustpossessavaliddriver’slicenseatthe

timeofapplication.AnapplicantwithaMotorVehicleRecordthatindicatesapatternofviolations

maynotbeconsideredforemployment.Aftertheeffectivedateofthispolicy,anemployeewhono

longerhasacurrent,valid,andappropriatelicense,andwhosepositionrequirestheoperationofa

Cityvehicleormotorizedequipment,shallberemovedfromdrivingstatusandwillbeterminated.



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

A. Consequences

Employeessubjectto thispolicywhoareconvictedofaDrivingWhileIntoxicated(DWI)or

Driving Under theInfluenceof(DUI)willbeterminated, although theCitymay alsotake

correctiveactionpriortoconviction.Correctiveactionforallotherviolationsthataddupto

10pointsbytheMotorVehicleStandard(AppendixD)willbebasedonevidenceofarrest

orbasisofcitationandmaydisqualifytheemployeefromalldriving and/or operation

privilegesandsubjectthemtocorrectiveactionuptoandincludingtermination.Removal

ofdrivingprivilegesorcorrectiveactionmayoccurwhileanemployee is waiting for

adjudication.Determinationforremovalofdrivingprivilegesand/orcorrectiveactionwhile

waitingforadjudicationshallbemadebythedepartmentdirectorinconcurrencewiththe

HumanResourcesDirectoronacase‐by‐casebasis.

An employee subject to this policy who is involved in anaccident in a City vehicle may

immediatelybesubjecttodrugandalcoholtestingaswellasaMotorVehicleRecordcheck.

Inaddition,theCitymayreviewandconsideranemployee’sentiredrivinghistoryatany

time, to determine if further corrective action is appropriate basedonapatternof

violations/accidents.TheCitymayimposedisciplineand/ordisqualifyanemployeefromall

drivingand/oroperationprivilegesinsituationswhereanemployeehasaccumulatedfewer

than10pointsin3years.Suchdecisionswillbemadejointlybythedepartmentdirector,

HumanResourcesDirector,andcitymanagerordesignee.Nothinghereinshallbeconstrued

tolimitadepartmentfromsettinghigherstandardsasneededtomeettheparticularneeds

ofthatdepartment.



Employeeshiredpriortotheeffectivedateofthispolicyandwhowouldbecomeineligible

tooperateCityvehiclesupontheadoptionofthispolicymaybedisqualifiedfromdriving

privileges.Thisdecisionwillbemadeonacase‐by‐casebasisupontherecommendationof

thedepartmentdirector,HumanResourcesDirector,andCityManager.



B. Notifications

Employeessubjecttothispolicyshallnotifytheirdepartmentdirectorbytheendofthe

department’snextworkingdaywhen:

1. TheyarearrestedandchargedwithDWI,DUI,oranyotherseriousmoving

violationthatwouldresultina10pointviolationbytheMotorVehicle

Standard(AppendixD);

2. Theyhavetheirdriver’slicensesuspended,canceled,orrevoked;

3. Whentheirlicenseexpireswithoutimmediaterenewal;or

4. WhenanOccupationalDriver’sLicenseorsimilarlicensehasbeenissuedtothem.



Failure to report such information by the end of the next workingdayshallresultin

corrective action up to and including termination, unless thereareextenuating

circumstances.

AsrequiredbytheU.S.DepartmentofTransportation,employeeswhoarerequiredbythe

CitytoholdaCommercialDriver’sLicense(CDL)asaconditionofemploymentmustnotify

the City within thirty (30) days of a conviction for any traffic violation (except parking

violations),eveniftheviolationdidnotoccurwhileoperatingacommercialvehicle.The

formtitledEmployerNotificationofTrafficViolation(CDL)(AppendixE,Form21)mustbe

usedforsuchnotificationtotheCityandmustbesubmittedtothedepartmentdirector.



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

C. RedLightCameraViolation:

IfanemployeerunsaredlightwhileinaCityvehicleandreceivesaredlightcameraviolation,

theemployeeisresponsibleforpayingthefine.Exception:Accordingtostatelaw,fireand

policevehiclesareconsideredauthorizedemergencyvehiclesandpersonneloperatingthese

vehiclesarenotrequiredtopaythefine,butmaybesubjecttocorrectiveaction.



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

Chapter7: EMPLOYEECONDUCT

7.09AttendanceandPunctuality



PURPOSE:

ToensurepunctualandconsistentworkattendanceofCityofStephenvilleemployees.



POLICY:

Dependability,attendance,punctuality,andacommitmenttodothejobrightareessentialatalltimes.

Employeesareexpectedtoreportforworkpromptlyandtoworkallscheduledhoursandanyrequired

overtime.Excessivetardinessandpoorattendancedisruptworkflowandcustomerserviceandwillnot

betolerated.

Anemployeemustnotifytheirsupervisorasfarinadvanceaspossibleorno laterthanone(1)hour

beforethescheduledstarttimeiflateorabsentorasdirectedbydepartmentalrules.Thispolicyapplies

foreach day of absence. A record of absenteeism and tardiness shall be kept by the supervisor.

Unauthorizedorexcessiveabsencesortardinessmayresultincorrectiveaction,uptoandincluding

termination. An absenceisconsideredto beunauthorizediftheemployee hasnotfollowedproper

notificationproceduresortheabsencehasnotbeenproperlyapproved.

Employeeswhoareabsentfromworkfortwo(2)consecutivedays,withoutgivingpropernotice,will

be considered to have abandoned their job. For more information, see Policy 2.06, A3, Job

Abandonment.



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

Chapter7: EMPLOYEECONDUCT

7.10DressCodeandPersonalAppearance



PURPOSE:

Thepurposeofthispolicyistoestablishadresscodethatprojectsapositiveandprofessionalimage

oftheCityofStephenvilleanditsemployees.



POLICY:

Grooming,appearance,andpersonalcleanlinessstandardscontributetothemoraleofallemployees

andaffecttheprofessionalimagetheCitypresentstocitizensandvisitors.Aprofessional,businesslike

atmosphereshallbereflectedinbothconductanddress.Duringbusinesshoursorwhenrepresenting

theCity,theemployeeisexpectedtopresentaclean,neat,andtastefulappearance.



CityuniformsorapparelwithCityand/ordepartmentlogowillnotbewornwhileengaginginother

employmentorduringoff‐dutyhours, unlessattending aCity sponsoredevent.Exceptionsmay be

madeonacasebycasebasisbydepartmentdirectors.Employeeswearinguniformsshallnotpurchase,

possessorconsumealcoholicbeveragesorengageinanyactsthatwouldnotreflectfavorablyupon

the City (gambling, etc.). Employees wearing City uniforms shallnot campaign for or against any

individualorballotmeasure.



No City uniform or apparelwith City and/or department logo shall be donated to charity. Before

discarding an old uniform, the City logo should be cut off the clothing and shredded to prevent

unauthorizeduse.



A. DressCode

1. AppropriateBusinessAttire

Allclothingmustbeneat,clean,ingoodcondition,fitproperlyandbeappropriatefor

thedutiesoftheposition.Ashirt,sweater,blouse, withtheCitylogoisacceptable

wheredesignatedbytheDepartmentDirector.



2. InappropriateBusinessAttire

Inappropriatebusinessattireincludes,butisnotlimitedto:

a. Athletic shoes, tee shirts and jeans are not acceptable unless inafield

environmentorapprovedbytheDepartmentDirectorasappropriateforthe

workassignment;

b. Suggestiveattire(forexample;sheer,lowcut,revealingtops;miniskirts(skirt

that is more than two inches above the knee). Strapless/backless attire,

including:muscleshirts,haltertops,tanktops,sundresseswithoutacover

orjacket;

c. Overalls,sweat/windsuits(shirts,jacketsorpants);

d. Flip‐flops,houseshoes,footies;

e. Tightpants,leggings,orwearingtightsinplaceofpants;

f. Shorts,unlesstheyarepartofanapproveduniformandwornwithashirt

that identifies the employee as a city employee or as approved by the

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

departmentdirectorasspecialcircumstanceswarrant;or

g. Clothingnotproperlylaunderedornotingoodcondition(e.g.faded,

frayed,havingtearsorholes).



3. DressCodeExceptions

TheDressCodeappliesonlytothoseemployeeswhoarenotrequiredtowearaCity

uniform.Somedepartmentsmayhaveanalternatedresscode.Unusualcircumstances

asapprovedbythesupervisor,suchasweatherconditions,specialworkassignments,

medicalreasons,worksiteconditionsand/orunusualworkinghoursorsituations,may

besufficientreasonstograntanexceptiontothedresscode.



4. AdditionalProvisions

More traditional business attire may be appropriate for certain meetings and/or

presentationseitherinsideoroutsideCityoffices.Departmentdirectorsandsupervisors

havetheresponsibilitytoinformtheiremployeesofappropriateattirewhenmeeting

thegeneralpublicoranyothertimethedirectormaydeemitisnecessary.



B. PersonalAppearance

Withoutundulyrestrictingindividualtastes,thefollowingpersonalappearanceexamplesare

notpermitted:

1. Hairstylesareexpectedtobeprofessional,neat,properlygroomed and in good

taste.Long hair,jewelryandclothing shouldbewornina mannerthatdoes not

poseasafetyhazardwhileworking.Unnaturallycoloredhairorextremehairstyles

arenotpermitted;



Offensivebodyodorandpoorpersonalhygiene;

Torso body piercing with visible jewelry or jewelry that can be seen through or

underclothingmustnotbewornduringworkhours;



Offensiveand/ordistractingtattoos/bodyartorbrandsmaynotbevisiblethrough

clothing;



Intentional body mutilation or piercing that is excessive or eccentric is not

permitted.Someexamplesareasplitorforkedtongueorforeignobjectsinserted

undertheskintocreateadesignorpattern;or



Jewelrythatpiercesorisclippedtotheeyebrow,tongue,nose,scalp,forehead,or

otherexposedpartsofthebody,excepttheear,maynotbewornduringworkhours.



C. Enforcement

Eachdepartmentdirectorisresponsibleforimplementingthedresscodeandcommunicatingit

todepartmentemployees.Departmentdirectorsmayimplementmorestringentdresscodes.

Employeeswhodonotmeetdresscodeorpersonalappearancestandardswillbesenthome.

Undersuchcircumstances,nonexemptemployeeswillnotbepaidforworktimemissed,and

exempt employees will be required to make up the work time missed. Employees whose

groomingorpersonalappearanceviolatesthispolicymaybedisciplined.



Questions/complaintsaboutproperattireshouldbedirectedtothedepartmentdirectorofthe

employee in question. The department director has the final authority to determine the

appropriateness of the employee’s attire. Questions or concerns relating to reasonable

accommodation issues or management interpretation questions may be directed to Human

Resources.



Page 175 of 245



Chapter7: EMPLOYEECONDUCT

7.11PoliticalActivity



PURPOSE:

Toestablishguidelinesforemployeesregardinginvolvementinpoliticalactivities.



POLICY:

It is the policy of the City of Stephenville to encourage its employees to fully exercise their

constitutionalrightsascitizenstovoteandparticipateinpoliticalactivities;however,employeesare

subjecttotherestrictionscontainedhereinonpoliticalactivity,exceptasmaybeotherwiseprovided

bylaw.

Noemployeewhileinuniformorduringworkhours,orwhileonCitypropertyshalltakeanactivepart

inapoliticalcampaignforanelectivepositionoftheCityorotherpubliclyelectedoffice.Forpurposes

ofthispolicy,anemployeetakesanactivepartinapoliticalcampaigniftheemployee:



1. Makesapoliticalspeech;

2. Distributesacardorotherpoliticalliterature;

3. Writesaletter;

4. Signsapetition;

5. Activelyandopenlysolicitsvotes;

6. MakespublicderogatoryremarksaboutacandidateforanelectivepositionoftheCityor

otherpubliclyelectedoffice;or

7. Solicitsoracceptscampaigncontributionsforacandidateorapoliticalactioncommittee.



Noemployeeshallholdanypubliclyappointedpositionorofficethatwouldconflictwithhisor

herpositionwiththeCity.



NoemployeeshallusetheirofficialCitytitleorpositiontoengag

einpoliticalactivities.



Page 176 of 245



Chapter8: MISCELLANEOUS

8.01MediaRelations



PURPOSE:

TostandardizetheCity’scommunicationwiththemediaandassurethatinformationabouttheCity

anditspolicies,practices,andprogramsarecommunicatedproperlyandreportedaccuratelytothe

media.



POLICY:

TheCityofStephenvilleseekstoinformitsresidents,businesses,andvisitorsbyengaginginpro‐active

communications.ThenewsmediaandtheCitybothplayimportantrolesinkeepingthecommunities

theyserveinformed.TheCityiscommittedtomaintaininganongoingpositiveanddynamicworking

relationshipwiththemedia.TheCityrecognizesthetimeconstraintsfacingthemediaandwillstrive

torespondtoinformationrequestsinanopen,helpful,andpromptmanner.

A. TypesofMediaCommunication

Thispolicy coversall communicationtothenewsmediaincluding:newsreleases,media

advisories,formalstatements, interviews,pressconferences andbriefings,letters to the

editor,,technicalannouncements,andotherinformationormaterialgiventoanewsmedia

representative,acollectivetermthatincludes,butisnotlimitedtoreporters,editors,and

writersfornewspapers,magazines,scientificjournals,tradepublications,radioortelevision

stationsornetworks,onlinenewsservices,andanyotherelectronicorprintmediarelated

tonewsdistributionthatcouldserveasaninformationoutlet.

B. MediaRelations

1. TheCityManager’sOfficewillcoordinatemediarelationsactivitiesfortheCityand

actastheofficialnewssourceandprincipalcontactforallcommunicationbetween

theCityandmediarepresentative.

2. Unlessotherwiseauthorized,theCity’sspokespersonsare:

• Mayor

• CityManagerandDeputyCityManager

• PublicRelationsManager;asdesignatedbythecitymanager

3. MediarepresentativesareaskedtoplacetheirrequeststhroughtheCityManager’s

Officeinordertoexpediteapromptandcoordinatedresponse.

4. Departmentdirectorsortheirdesigneehavetheauthoritytocommunicatewiththe

mediawithinareasoftheirresponsibilityandexpertise.Otherstaffshouldrefer

media requests to their department director or City Manager’s Officewithout

comment.

5. TheCityManager’sOfficemustbenotifiedofallpotentiallysensitive,contentious,

orcontroversialmediainquirieswithrespecttoCityactivities.

TheCityManager’sOfficewillpromptlyidentifytheappropriatespokesperson

andarrangeforanintervieworstatement.

6. TheCitywillendeavortoprovideopenandequalaccesstoallnewsmediaandwill

respecttheexclusivityofastoryinitiatedbyindividualmediarepresentatives.



Page 177 of 245



C. RespondingtoMediaInquiries

TheCityManager’sOfficeistheCity’sprimarymediacontact.Ifemployeesreceiveaninquiry

from the media, such as reporters, editors, or researchers, for an interview, to provide

statistics,orwriteanarticleonbehalfoftheCity,employeesshouldgetthereporter’sname,

phonenumber(s),deadline,andanideaofhis/herareaofinterest.Beforeresponding,the

employee should refer the inquiry to the City Manager’s Office. This enables the city

managertodeterminewhichindividualintheCityshouldrespondtotheinquiry,tomake

certainthatconsistentinformationisbeingdisseminated,tostayabreastofareasofmedia

interest,andtoprepareforfutureinquiries.



D. CityInitiatedInformation

MostproactivemediacontactisinitiatedthroughtheCityManager’sOffice.Thisincludes

issuingpressreleases,mediaadvisories,andpersonalcontactswithreportersandeditors

for coverage. Departments seeking publicity for events or activities should submit the

information tothe City Manager’s Office noless than24 hours before distribution oras

much in advance as possible to ensure the best media coverage of their activities.

DepartmentsshouldnotinitiatenewsmediacontactbeforenotifyingtheCityManager’s

Office.



E. OpinionPiecesandLetterstotheEditor

Itisrecognizedthatallemployeeshavetherighttotheirpersonalpointsofviewregarding

any issue. However, personal points of view may conflict with the City’s official policy.

Therefore,Cityemployeeswhowriteletterstotheeditorofanynewspapermaynotuse

official City stationary. If an employee chooses to identify himself or herself as a City

employeeinanypersonalcommunicationtotheeditor,heorshemustincludelanguage

whichstatestheviewssetforthintheletterdonotrepresenttheviewsoftheCity,but

rather,arethe employee’s personallyheld opinions. Similardisclaimers mustbe present

even if an employee addresses a public meeting, participates inaradiotalkshow,oris

interviewedforaradioortelevisionprogram,unlesstheemployeeisofficiallyrepresenting

theCity.EmployeeswhoarerepresentingtheCityinanyoftheaboveformatsmustidentify

themselvesasanofficialspokespersonfortheCity.



F. Litigation,Personnel,andElectionIssues

Inquiries regarding election and campaign issues, pending litigation, matters involving a

significant exposure to litigation, and certain personnel‐related information should be

referredtotheCityManager’sOffice.



G. PublicSafetyIssues

ThePoliceandFireDepartmentscan generateahighvolumeof mediacalls, andshould

have a designated media spokesperson that follows specific guidelines when releasing

information.AllinformationreleasedtothemediabythePoliceandFireDepartmentsmust

beprovidedimmediatelytotheCityManager’sOffice,whoshouldbecontactedatthetime

ofmajorincidents.Mediacalls tootherCity staffregardingaPoliceor Fireissueshould

immediatelybereferredtothePoliceorFireDepartmentandPublicRelationsManager.



Page 178 of 245



H. CrisisorEmergencyIssues

Timelyreleaseofbreakingnewsandinformationduringcrises,suchasnaturaldisastersor

personneltragedies,oftenrequiresswiftpublicationand/ordisseminationofinformationin

supportofpublicconfidence.Thedepartmentdirectormayissueabriefstatementormedia

advisorytothenewsmediainplaceofanewsrelease.Insuchcases, the department

directors must provide the City Manager’s Office with copies of any such release of

informationconcurrentwithitsreleasetothenewsmedia.



Page 179 of 245



Chapter8: MISCELLANEOUS

8.02SolicitationPolicy



PURPOSE:

Toprovideguidelinesconcerningsolicitation.



POLICY:

Solicitationisdefinedasany actorattempttoadvertise,market,takeorders,offerto sell,sellany

productorservice,toseekemployeemembershipinanyorganization,ortoseekcontributionsfor

organizations,campaigns,orcharitablepurposes.



A. SolicitationshallnotbepermittedoforbyCityemployeesduringworkorbusiness

hours,otherthanforthefollowingexceptions:



1. Solicitationoffundsforthepurposeofparties,gifts,flowers,cardsoreventsfora

CityemployeeshallbepermittedoforbyCityemployeesduringworkorbusiness

hours.Allrequestsfordonationstoassistanemployeemustbeapprovedbythe

department director,andbeinitiatedbytheDepartmentandnottheemployeein

needofassistance.



2. SolicitationoffundsforCitysponsoredfunctionsandeventsshallbepermittedof

orbyCityemployeesduringworkorbusinesshours,inaccordancewithapplicable

laws.Cityfunctionsandfundraisereventsmayinclude,butarenotlimitedtoUnited

Way,Muscular Dystrophy, Library, Big Brothers and Big Sisters, Food Pantry and

othercharitablepurposesthathavebeenapprovedbythecitymanagerordesignee.



3. Solicitation of funds shall be permitted for local, not‐for‐profit youth sponsored

events (i.e., school, band boosters, and scouting). Solicitationof funds for these

purposesshallbe limited to placing order forms or products inthebreakroom,

bulletinboardsorcommonareasaccessibletoemployeestoviewattheirleisure.

Exceptions may be made by the department director. Distribution of purchased

goodsshallnotdisrupttheworkenvironment.



B. Noemployeeisrequiredtomakeanycontribution,norwillanemployeebepenalizedinany

way in connection with his or her employment according to his or her response to a

solicitationoffundsforCity‐sponsoredfunctionsorevents.



C. Employeesengagedinnon‐authorizedsolicitationeffortsshallbeinstructedtoceasesuch

activityandfurtherengagementinsuchactivitiesmayresultincorrectiveaction.



Page 180 of 245



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

Form1–RequestforOutsideEmployment

Form2–SickLeaveBuyBack

Form3–VoluntaryResignation/RetirementNotice

Form4–ChangeofStatus

Form5–Supervisor’sChecklistSeparatedEmployee

Form6–ApplicationforDegreePlanApproval

Form7–TuitionReimbursementAgreementCourse

Form8–Pre‐ApprovalRequestReimbursement

Form9–Request

Form10–WageDeductionAuthorizationAgreement

Form11–LeaveRequestForm

Form12–FMLA

Form13–Alternate/CompressedScheduledRequest

Form14–TemporaryRestrictedDutyAgreement

Form15–TravelRequest

Form16–RequestforCheck

Form17–PerformanceCorrection

Form18–EmployeeGrievance

Form19–Supervisor’sReportofReasonableSuspicion

Form20–Discriminationand/orHarassmentComplaint

Form21–EmployerNotificationofTrafficViolationsforCDL

Form22–WaiverofGroupHealthInsurance(OptOut)

Form23–RetireeNotification

Form24–EmployeeRequestforADAAccommodation

Form25–TakeHomeVehicleRequest

Form26–SocialMediaApproval/Agreement

Form27–PerformanceImprovementPlan

Form28‐CityIssuedWirelessDeviceAcknowledgment

Form29

–VehicleAccidentReport

Form30–Bil

ingualCert

ificationRequest

Form31–DirectDepositAuthorization

Form32–WorkersCompensationFirstReportofAccident/Injury

Form33–IncidentWorkersCompensationPreventableActionPlan

Form34–IntroductoryNewEmployeeReview



 AppendixF:Chart

Form1–DisciplineOptionsChart



Page 181 of 245



AppendixA:NepotismChart



Page 182 of 245



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



• CustomerServiceSupervisor



• ParksSuperintendent



• StreetSuperintendent



• StreetCrewLeader



• StreetHeavyEquipmentOperator



• StreetLightEquipmentOperator



• UtilitySuperintendent



• UtilityCrewLeader



• UtilityHeavyEquipmentOperator



• UtilityLightEquipmentOperator



Page 183 of 245



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



AnimalServiceOfficer StreetSuperintendent

CustomerServiceSupervisor StreetCrewLeader

FireAssistantChief StreetHeavyEquipmentOperator

FireBattalionChief StreetLightEquipmentOperator

FireChief UtilitySuperintendent

FireInspector UtilityCrewLeader

FireMarshal UtilityHeavyEquipmentOperator

Firefighter/Paramedic UtilityLightEquipmentOperator

ParkFieldMaintenanceWorker

ParkSuperintendent

PoliceChief

PoliceAssistantChief

PoliceAdministrativeAssistant

PoliceAdministrativeLieutenant

PoliceAdministrativeSergeant

PoliceCriminalInvestigationLieutenant

PoliceDetective/Investigator

PoliceDispatch

PolicePatrolLieutenant

PolicePatrolSergeant

PoliceProfessionalStandardsLieutenant

PolicePropertyCrimeSceneTechnician

PolicePublicInformationOfficer

PolicePublicRecordsAssistantClerk

PolicePublicRecordsClerk

PoliceSchoolResourceOfficer

PoliceSergeant

PoliceSpecialCrimesLieutenant

PoliceTelecommunicationSupervisor



Page 184 of 245

REQUEST FOR OUTSIDE EMPLOYMENT

Name: Date:

Department: Title:

As directed by Policy 1.10 Outside Employment, I hereby request approval to engage in outside employment as

described below:

Nature of Employment:

Time required for Employment:

I understand that City policy forbids me from engaging in any form of outside employment or business opportunity, for

myself or another employer, which would conflict or interfere with my job at the City of Stephenville, while on City time,

or using City equipment or materials. I understand that in order to engage in outside employment, I must receive

approval from my supervisor and Department Director in advance of performing such outside employment, and that the

approval may be withdrawn at any time. I also understand and agree that my outside employment must be suspended

if my work status is FMLA leave, sick leave, workers’ compensation leave, or restricted duty.

Employee Signature Date

Supervisor Signature Date

__Request Denied

DEPARTMENT DIRECTOR ACTION

__Request Approved

Comments or Special Conditions:

Department Director Signature Date

Forward completed form to the Human Resources Department

Appendix E

Form 1

Page 185 of 245

Payment for Unused Sick Time

The City Council has approved for the city employee to buy back up to forty (40) hours of unused

sick time leave one (1) time per year. The buy-back payout will be issued on the first pay period

prior to the Thanksgiving holiday.

In order to request payment for unused sick leave, the employee must maintain a minimum

balance of eighty (80) hours of sick after the buy-back request. If the employee used more than

twenty-four (24) hours of sick time during the year they are not eligible. The employee must

make a written request on the appropriate form and submit the form to the Humane Resource

Department before the required due date (November 1

of each year).

Sick leave buy back will be paid at the employee’s current hourly rate of pay.

Payment of sick leave buy back will be processed on the first pay period prior to the Thanksgiving

holiday and will be issued in a separate paycheck. The payment for unused leave will be

processed through payroll; therefore, all applicable state and federal taxes, and TMRS will apply.

This payment will be included in taxable wages and reported on your W-2 form.

Appendix E

Form 2

Page 186 of 245

Employee Name: _________________________________________________________

Current Balance of Sick Leave Available to Sell: ___________ hours

Statement of Declaration

I, ______________________________________ wish to receive payment for ___________

hours of unused sick leave.

_______________________________________ ______________________________

Employee Signature Date

Payment of sick leave buy back will be processed on the first paycheck in November prior to the

Thanksgiving holiday. Payments will be issued in a separate paycheck. The payment for unused

leave will be processed through payroll; therefore, all applicable state and federal taxes, and

TMRS will apply. This payment will be included in taxable wages and reported on your W-2

forms.

-------------------------------------------------------------------------------------------------------------------------------

Approval by Payroll Department

Request Approved By: ________________________________________________________

Request Denied By: __________________________________________________________

Reason for Denial:

______________________________________________________________________________

Fund/Dept: _______________ Hourly Rate: ___________________

Sick Leave Buy Back Form

PAYMENT WILL BE ISSUED IN THE FORM OF A SEPARATE PAYCHECK

Appendix E

Form 2

Page 187 of 245

VOLUNTARYRESIGNATION/RETIREMENTNOTICE



Name:



 

Date:



Title:



 

Dept:



Iherebygivenoticeofmy:



VoluntaryResignation

OR



Retirement



MylastdayofemploymentwiththeCityofStephenville willbeon dayof ,20 .

Reasonforleaving:



Ifchangingresidence,pleasewriteforwardingaddressbelowforpayroll

purposes:



Employee Signature Date

Department Director: Please forward original form to Human Resources

Appendix E

Form 3

Page 188 of 245

CHANGEOFSTATUSFORM

CityofStephenville

Name(Last,First,MiddleInitial) Employee# DateSubmitted

EffectiveDate EmployeeStatus(checkone) Dept# DeptName

FullTime PartTime Seasonal

Temporary

NewHire  Re‐Hire  StepIncrease  MeritIncrease EmployeeInfoChange

Leave RemovefromPayroll Other(specify)

CurrentTitle NewTitle(ifchanged)

CurrentWage Certification/EducationPay TotalCurrentWage

NewWage(ifchanged) NewCert/EducationPay TotalNewWage

EmployeeSeparation

VoluntaryResignation  Termination

2WeekNotice

Given?

WorkedLast2

Weeks?

LastDayofWork

EligibleforRehire?

Ifno,explainincomments.

Yes

No Yes

ReasonforL

eave

 FMLA LTD STD Suspensionw/pay w/opay Other‐seecomments

LeaveStatus DateBeginning

EstimatedReturn

Date ActualReturnDate

Begin

Return

Comments

DepartmentSupervisor DepartmentDirector

HumanResourceManager DeputyCityManager

CityManager PayrollDepartment

FinanceDirector

AppendixE



Form4

PersonnelAction

Page 189 of 245

SUPERVISOR'S CHECKLIST FOR SEPARATED EMPLOYEE

(To be completed by the employee's direct Supervisor and submitted to HR for out

processing, along with the Personnel Action Form (PAF})

Employee:

Department: Title: _

If resigning or retiring, have employee complete Voluntary

Resignation Notice

(Appendix E, Form 3).

A resignation letter may

be substituted for the Voluntary Resignation Notice.

Complete Personnel Action Form to remove from payroll and

obtain appropriate management signatures.

Send the completed Voluntary Resignation Notice (or resignation

letter) and Personnel Action Form) to Human Resources.

Collect all City equipment from employee by the last day of

work. Examples Include:

Procurement/Credit Card(s) 

Cell Phone



Vehicle



Tablet



Laptop Computer



Pager



Radio(s)



Key(s)



Other



Employee ID Card



Uniform



Tools



Weapons

(Return to HR)

If employee had a Procurement Card, notify the Finance

Department of employee's separation. Return all purchase

cards/credit cards. Turn in final Purchase card and Expense

statement with all receipts.

If the employee used a City vehicle, notify Fleet to disable

fuel PIN

Notify IT of the termination date and if they need to

□

Disable computer access

Class

ii. Laserfiche

iii.

iv.

Other:

□

Completed

□

N/A

□

Completed

□

N/A

□

Completed

□

N/A

□

Completed

□

N/A

□

Completed

□

N/A

□

Completed

□

N/A

□

Completed

□

N/A



If disabled/deleted email account, do emails need to be routed

to someone else

□

Do you need access to their H drive

□

Disable or delete voicemail



AppendixE

Form 5

Page 190 of 245

Cancel attendance in future training classes, seminars, or meetings

as appropriate.

Remove employee's name from Department routing lists.

10.

Other:

□

Completed

□

N/A

□

Completed

□

N/A

□

Completed

□

N/A

Completed by:

Date:

Supervisor Signature

Appendix E

Form 5

Page 191 of 245

PROCEDURE:

1. EMPLOYEE: completes form, attaches required documents, and submits form to the Department Director.

2. DEPARTMENT DIRECTOR: reviews, makes a recommendation, and submits form to the HR Department.

3. HR DEPARTMENT: reviews for completion, fund availability, and forwards form to City Manager’s Office.

4. CITY MANAGER: reviews, makes a decision, sends original to HR Department, and copy to the employee.

Name:_______________________________________________ Date Employed:________________________

Position:_____________________________________________ Department:___________________________

Name of College or University:________________________________________________________________________

Degree Plan Sought: ________________________________________________________________________________

Semester/Year Course(s) to Commence: ________________________________________________________________

Please state how the degree sough meets the objectives of the Tuition Reimbursement Program:

__________________________________________________________________________________________________

A copy of degree plan must be attached to this request

Are you eligible for or will you be receiving any other financial assistance for your education? Yes / No

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 covered by the

alternate source.

The City of Stephenville has the right to audit the employee’s educational and financial records that may be contained in

the employee’s records at the institution attended. Any right that the employee may have pursuant to the Family

Education Rights and Privacy Act of 1974, or any similar act, are waived by acceptance of tuition reimbursement. By

signing this application, I acknowledge that I am familiar with the requirements for tuition reimbursement pursuant to

the City’s Personnel Policy and agree to abide by those requirements.

Employee Signature:___________________________________ Date:__________________________________

**************************************************************************************************

DEPARTMENT DIRECTOR ACTION

Recommend reimbursement Do not recommend this application for tuition

Department Director Signature: _________________________________ Date: ___________________________

**************************************************************************************************

CITY MANAGEMENT ACTION

Approved Disapproved

City Manager Signature:____________________________________________

APPLICATION FOR DEGREE PLAN APPROVAL

Step 1: Tuition Reimbursement

Appendix E

Form 6

Page 192 of 245

I hereby agree that should I be reimbursed for the tuition and/or textbooks under the

tuition reimbursement program and I leave the full time employment of the City of

Stephenville within a period of two years following reimbursement, I will refund the City of

Stephenville the full amount of the tuition and book reimbursement paid to me over the

two years preceding voluntary resignation. I agree, consent and hereby authorize the

City of Stephenville to withhold from my final paycheck or leave payment of any kind,

such amount as may be necessary to satisfy any balance due pursuant to this

agreement. If my final paycheck or other leave payments do not fully cover the amount

I owe to the City of Stephenville, the City hereby reserves the right to pursue all legal and

equitable means at its disposal to collect such balance due.

AppendixE

Form7

Page 193 of 245

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. The City of Stephenville has the right to audit the

employee's educational and financial records that may be contained in the employee's records at

the institution attended. I agree that any right I may have pursuant to the Family Education Rights

and Privacy Act of 1974, or any similar act, is waived by acceptance of tuition reimbursement. I

understand that the penalty for fraudulently seeking a tuition reimbursement benefit may include

disciplinary action. By signing this application, I acknowledge that I am familiar with the requirements

for tuition reimbursement pursuant to the city's personnel policy and agree to abide by those

requirements.

AppendixE

Form8

Page 194 of 245

REIMBURSEMENT REQUEST

Step 4: TUITION REIMBURSEM ENT

To be completed at

END

of semester.

Name:

Department: Title: _

Name of College or University:

Semester course(s) taken:

Course Title(s)

Tuition Cost

Textbook Cost

Approximate Cost:

Tuition$

Books$

Did you receive funds from any other source for payment of tuition/textbooks?



YES



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.

By signing this request form, I certify that this tuition reimbursement request is a true and

accurate statement of my enrollment, course completion, grade, and tuition/ textbook

expense. I am hereby requesting reimbursement pursuant the city's personnel policy.

Employee Signature

Date

HUMAN RESOURCES DEPARTM ENT: Reimbursement

Human Resources Director Date

Appendix E

Form 9

NOTE: To receive tuition and book reimbursement, the employee must attach a grade report

for a II course(s) indicated, as well as a fee receipt for tuition and textbook payment.

Page 195 of 245

I understand and agree that my employer, the City of Stephenville, may deduct

money from my pay from time to time for reasons that fall into the following

categories:

Appendix E

Form 9

Page 196 of 245

LEAVE REQUEST FORM

Name: _

Date:

Department:

_ Title: _

VACATION LEAVE

Date(s) Requested: From: through Hours

SICK

LEAVE

Date(s) Requested: From:

through Hours

OTHE

R LEAVE

Date(s) Requested: From

through Hours

Type of Leave: With Pay



Without Pay

Family and Medical Leave Act:



Yes



_________________________ ________________

Employee Signature

Date

SUPERVISOR ACTION



Approved



Denied

_________________________

Supervisor’s Signature

_________________________

Date

Appe

ndix E

Form 11

Page 197 of 245

Page 198 of 245

Page 199 of 245

Page 200 of 245

Page 201 of 245

Page 202 of 245

Page 203 of 245

Page 204 of 245

ALTERNATE/COMPRESSED SCHEDULED REQUEST

Name: Date:

Department: Title:

Proposed Schedule

DayoftheWeek Date StartHour MealPeriod EndHour

Sunday

‐

Monday

‐

Tuesday

‐

Wednesday

‐

Thursday

‐

Friday

‐

Saturday

‐

Total number of work hours per work week: ____________________________

ALTERNATE/COMPRESSED SCHEDULE AGREEMENT

I have read and acknowledge all provisions in

Policy 5.05 Flextime

Compressed

Work

Week Schedule

and agree to work the approved alternate work schedule from

, 20 to , 20 .

Employee Signature Date

Please Note:

• The Fair Labor Standards Act (FLSA) requires that overtime compensation be paid

at one and one-half time the regular hourly rate for each hour worked over 40hours

during the non-exempt employee's designated workweek.

• Averaging work hours over different workweeks is not permitted.

DEPARTMENT DIRECTOR ACTION

□

Request

Recommended:

From

□

Request Denied- Comments: _

Department Director Date

Appendix E

Form 13

Page 205 of 245

I, (print name), am employed with the

City of Stephenville with the following job title:

AppendixE

Form14

Page 206 of 245

From: To:

City Vehicle

Date

Private Auto 10) Advance Pay Requested

Finance- Funds Approval

Date

Air Yes No

City Administrator

Date

Other If yes, complete below

Pre Event Post Event

Total

$ $ $ $ $ $

* (Tips cannot exceed 15% of total meal costs)

$ $ $ $ $ $

# miles Per mile

$ $ $ $ $ $

** Date Needed

23) Amount Prepaid (including Credit Card) $ Date

24) Reimburse expense to employee $

Date

21) Total

Department Head

25) I certify that the foregoing expenses were incurred in the conduct

of business and for payment of such are available in the current

budget.

Employee

17) Registration Fee

18) Meals (see per diem schedule)

20) Mileage(private auto)

19) Misc (Specify)

(Prior to trip, list actual expenses each day- Attach receipts/prepaid expenses from above- list on first day)

(If any expense below is paid for by City credit card- show on this report and add amount(s) to Amount Prepaid total on bottom of page)

12) Dates

13) Lodging

14) Garage/Parking

15) Taxis/Car Rental

16) Transportation

8) Method of Travel

9) Total Estimated Cost of Trip

11) Approval

Department Head

6) Destination

7) Dates

Travel Request Form

PART I - TRAVEL REQUEST

1) Name

2) Department/Division

3) Date

4) Purpose of Trip (name of meeting, reason for travel, job relation)

5) Account Number(s)

22) Amount to be prepaid to employee

PART II - EXPENSE REPORT

Page 207 of 245

0.00

.58

0.00

Please see the City of Stephenville Personnel Manual for full details of the travel and reimbursement policy

THINGS TO REMEMBER:

Travel Per Diem Rates: $50 per day

Travel Per Diem Rate for Partial Days:

Breakfast

$10.00

Lunch

$15.00

Dinner

$25.00

Meals that are provided as part of a conference, training, etc. are not covered by per diem and should be

subtracted from a per diem request according to the schedule above

***All receipts for purchases over $5.00 is required with the exception of tips which must be 15% and

under***

Online map calculations that show distances may be used for mileage logs.

Appendix E

Form 15

The employee must be away before 7:00 a.m. or after 6:00 p.m. to receive

the respective breakfast or dinner portion of the per diem.

Page 208 of 245

REQUEST FOR CHECK

Date of Request: Amount Requested: $

Date needed:

Make Check Payable to:

Name:

Address:

_____________________________________________________________________________

Reason for Issue:

Explanation & Instructions for Check Dispersal:

Requested by Approved By ________________________

Charge-Account Name/No. Amount

Check No. _______ Dated _________________ Approved By ________________________

Page 209 of 245

Employee Name: Date:

Department: Supervisor:

Corrective Level:

□

Verbal Correction

□

Written Reprimand

□

Delay of Step Increase

□

Corrective Probation (End date: )

□

Suspension (Date: )

□

Demotion

□

Termination

Occurrence: (one sentence summary of incident)

□

Performance

□

Conduct

□

Attendance

Prior Notifications:

Level of Discipline Subject

□

Verbal

□

Written

Incident Description and Supporting Details: Include the following information:

Description of Incident, Date of Occurrence, Persons Present as well as Organizational Impact. Attach additional

pages. (if necessary)

Appendix E

Form 17

PERFORMANCE CORRECTION NOTICE

Page 210 of 245

Immediate and sustained improvement is expected.

1. Measurable/Tangible Correction Goals:

Targeted completion date:

2. Training or Special Direction Provided:

3. Interim Performance Evaluation Date(if necessary):

4. In addition, I recognize that you may have certain ideas to improve your performance. I encourage you to

provide your own Personal Correction Plan Input and Suggestions. (Attach additional sheets if needed.)

OUTCOMES and CONSEQUENCES

Positive: If you meet your Correction goals, no further corrective action will be taken regarding this issue.

Negative: (Describe the consequence should the incident occur again) Future policy violations or failure to

perform job duties in an acceptable manner will result in additional corrective action up to and including

termination.

Scheduled Review Date (if applicable):

Employee Signature

Appendix E

Form 17

PERFORMANCE CORRECTION PLAN

Employee Comments and/or Rebuttal (Attach Additional Sheets, if needed)

Page 211 of 245

A copy of this document will

be placed in your file.

I understand that the City of Stephenville is an “at-will” employer, meaning that my employment has no

specified term and that the employment relationship may be terminated any time at the will of either party. I

also realize that the City of Stephenville is opting to provide me with corrective action measures, and can

terminate such corrective measures at any time, solely at its own discretion, and that the use of progressive

discipline will not change my at-will employment status.

I have read the Performance Correction Notice and understand it. It has been discussed with me, and I have been

advised to take time to consider it before I sign it. Signing this, I commit to follow the city’s standards of

performance, conduct and attendance.

Employee Signature Date Supervisor’s Signature Date

Witness: (if employee refuses to sign)

Name Date

Appendix E

Form 17

Employee Acknowledgment

Page 212 of 245

EMPLOYEEGRIEVANCEFORM

GrievantName: 

Title: 

Date: 

Department: 



HISTORYANDFACTSOFGRIEVANCE:

Provideasmuchspecificinformationaspossible,includingallpertinentnames,dates,andplaces.Indicate

specificallywhichsectionofthePersonnelPoliciesyoubelievewasviolated(ifapplicable).Attachadditional

sheetsifnecessary.



REMEDYSOUGHT:

Statespecificallywhataction(s)youarerequestingtoresolvethecomplaint.



GrievantSignature DateSigned



APPENDIXE

Form18

EMPLOYEEGRIEVANCE

Page 213 of 245



IMMEDIATESUPERVISORRESPONSE

Grievanceresponsemustbereturnedtotheaggrievedemployeewithinten(10)workingdaysorreceipt.

Attachadditionalsheetsanddocumentationifnecessary.



Supervisor’sSignature DateofSignature



GRIEVANT’SANSWERTOSUPERVISORRESPONSE:

IaccepttheresolutiontoStepI: YES NO

Ifanswerisno,grievancemustbesubmittedtoStepIIwithinfive(5)workingdaysofreceiptofStepI

response.GivespecificreasonswhytheStepIresponseisunsatisfactory,andwhatfurtheraction(s)youare

requestingtoresolvethecomplaint.



GrievantSignature DateSigned



AppendixE

Form18

STEPI

Page 214 of 245



DEPARTMENTDIRECTORRESPONSE(ifRequired):

TheDepartmentDirectormayscheduleameetingwiththeemployeeorprovideawrittenresponse.The

writtenresponseshallbeprovidedtotheemployeewithinten(10)workingdaysofreceivingthegrievance

request.



DepartmentDirectorSignature Date



GRIEVANT’SANSWERTOSUPERVISORRESPONSE(ifrequired):



IaccepttheresolutiontoStepII: YES NO



Ifanswerisno,grievancemustbesubmittedtoStepIIIwithinfive(5)workingdaysofreceiptofStepII

response.GivespecificreasonswhytheStepIIresponseisunsatisfactory,andwhatfurtheraction(s)youare

requestingtoresolvethecomplaint.



GrievantSignature Date



AppendixE

Form18

STEPII

Page 215 of 245

CITYMANAGERRESPONSE(ifrequired):

Atamutuallyagreeabletime,theCityManagermayelecttohaveameetingwiththeemployeeinformally

ortoconveneahearing.Oncethemeetingorhearinghasbeenheld,theCityManagershallrespondtothe

grievancewithinten(10)days.AsperthePolicy7.03Grievance,thedecisionoftheCityManagerisfinal

andisnoteligibleforfurtherappeal.

CityManagerSignature Date

APPENDIXE

FORM18

STEPIII

Page 216 of 245

SUPERVISOR’SREPORTOFREASONABLESUSPICION

‐Confidential‐

Name: Date:

Department: Title:

Thisformistobecompletedwheneverthereisreasonablesuspicionthatanemployeeisundertheinfluence

ofalcoholand/orprohibiteddrugsubstance.AsupervisorandaDepartmentDirectorshallnoteallpertinent

behaviorandphysicalsignswhichledthemtobelievethattheemployeeisundertheinfluenceofalcohol

and/oraprohibiteddrugsubstance.TheDepartmentDirectorshallcontactHumanResourcesforreasonable

suspiciontestingauthorization.IntheeventthatHumanResourcesinunavailable,theDepartmentDirector

shallcontacttheCityManager'soffice.Uponauthorization,theemployeewillberequiredtoundergodrug

and/oralcoholtesting.

Name/Title:

DateofObservation: Time:

Location:

Circumstanceswhichexistedtowarrantthetestingforreasonablesuspicionwereas

follows:

Yes No

Evidencethatanemployeehasused,possessed,sold,solicited,ortransferreddrugswhile

working,whileontheemployer’spremises,orwhileoperatingtheemployer’svehicle,

machinery,orequipment.

Observablephenomenawhileatwork,suchasdirectobservationofdruguseofthe

physicalsymptomsormanifestationsofbeingundertheinfluenceofadrugoralcohol.

Abnormalconductorerraticbehaviorwhileatworkorasignificantdeteriorationwork

performance.

Summarizethefactsandcircumstancesoftheaccidentorincident,employeeresponse,supervisoractions,

andanyotherpertinentinformationnotpreviouslynotedonthisform.Attachadditionalsheetsasneeded.

AppendixE

Form19

PROCEDURE

PERSONSOBSERVINGBEHAVIOR(AtleastoneDepartmentDirectorrequired.)

WRITTENSUMMARY

Page 217 of 245



ABILITYTOWALK Normal Falling GraspingforSupport MovedinCircles

OnHandsandKnees Staggering Swaying

UnabletoWalk



APPEARANCE Normal Disheveled Dirty Odor



ACTIONS Crying Profanity Punching Resisting Sleepy Threatening



ABILITYTOSTAND Normal NeedSupport Rigid SaggingKnees Swaying

UnabletoStand



EYES Normal Constricted Contacts/Glasses Dilated DroopyLids

Bloodshot Watery



FACE Flushed Pale



MOVEMENTOFHANDS TremblingUncoordinated



BREATHING

Normal

Slow

Deep Gasping Laboring Rapid Shallow

SPEECH Normal Abusive

Incoherent Rambling

Slow Slurred

BoisterousConfused

Rapid Shouting

Stuttering Whispering

Crying

Silent

Hoarse

Slobbering



OROROFALCOHOL/DRUG Yes No



OTHER:



Supervisor:Basedonmyobservationsnotedonthischecklist,Irecommend/donotrecommend(circleone)

thatanalcohol/drugtestbeadministered.



SupervisorSignature: Date: 



DepartmentDirector:Basedonmyobservationsnotedonthischecklist,Irecommend/donotrecommend

(circleone)thatanalcohol/drugtestbeadministered.



DepartmentDirector: Date: 



ContacttheHumanResourcesDepartmentimmediatelyaftercompletionofthischecklisttoproceed.



AppendixE

Form19

OBSERVATIONS(BothobserversINITIALtheirobservationsbelow.)

SIGNATURES

Page 218 of 245



Employeeunderwent: alcoholtest drugtest



Date:  Time: 



Location: 



Employeerefusedtesting: Yes No

Comments:



HumanResourcesDirector(ordesignee) Date



AppendixE

Form19

HUMANRESOURCESDIRECTOR(ORDESIGNEE)ACTION

Page 219 of 245

DISCREMINATIONAND/OR

HARASSMENTCOMPLAINTFORM



NAME:  DATE: 



TITLE: 



DEPARTMENT: SUPERVISOR: 



Reason(s)forUnlawfulTreatment:

Race NationalOrigin Age Religion Sex Disability

Color Retaliation Other(PleaseList):



TheCityofStephenvillewillnottolerateemploymentdiscriminationorharassmentbaseduponanemployee’sor

applicant’srace,color,nationalorigin,sex,religion,disability,orage,accordingtoPolicy7.06Harassment&

Discrimination.



EmployeeSignature Date



AppendixE

Form20

BrieflyDescribetheNatureoftheComplaint.Pleaseexplainwhyyoubelievediscriminationand/orharassmenthas

affectedyouremploymentwiththeCityofStephenville.Wherepossible,specifythedate(s)oftheincident(s)and

name(s)involved.Ifadditionalspaceisneeded,pleaseattachadditionalpages.

Page 220 of 245

EMPLOYERNOTIFICATIONOFTRAFFICVIOLATION

FORCOMMERCIALDRIVER’SLICENSE(CDL)

(Notnecessaryforparkingviolations)



NAME:  DATE: 



DEPARTMENT: TITLE: 



DRIVER’SLICENSE#:  STATE: 



DATETICKETED:  CITATIONNO: 



TYPEOFTRAFFICVIOLATION: 



RESOLUTIONOFCITATION: 



VEHICLEOPERATED(checkone): Personal CityOther



WASVEHICLEACOMMERCIALMOTORVEHICLE? YesNo



LOCATIONOFOFFENSE(CITY/COUNTY):  STATE: 



ISSUINGAGENCY: 



DIDVIOLATIONRESULTINLOSSOFDRIVINGPRIVILEGES? YesNo



IFYES,PLEASEEXPLAIN:



EmployeeSignature Date



Supervisor:SendtotheHumanResourcesDepartmentwithin24hoursofreceipt.



APPENDIXE

FORM21

Page 221 of 245

CITYOFSTEPHENVILLE

WAIVEROFGROUPHEALTHINSURANCE



NOTE:AttachcopyofIDcardforalternateplantothisform.

WAIVEROFCOVERAGE

IdoNOTelectthemedicalcoverageofferedbytheCityofStephenvillethroughthecurrentenrollmentperioddueto

thefactthatIhaveemployersponsoredgrouphealthinsurancecoveragethrough

 .Iunderstandthatbywaivingmedical

coverage,Iamnotentitledtoprescriptioncoverage.IunderstandthatbysigningthisWaiverIamwaivingcoveragenot

onlyformyself,butformySpouseandDependents,ifapplicable.Iherebydeclinethehealthinsurancebenefits

providedbytheemployeemedicalinsuranceplanthroughtheCity.Thebenefitsoftheplanhavebeenexplainedtome

andIdonotdesiretoparticipateintheplan.



Iunderstandthatthisisabindingelectionuntilrevokedduringafutureannualenrollmentperiodorbytheoccurrence

ofaqualifiedchangeinmyfamilystatusasdefinedbytheRegulationsissuedbytheInternalRevenueService.

Notwithstandingtheforegoing,however,IunderstandthatifthealternatehealthinsurancecoverageIamcurrently

receivingshouldceaseasaresultoflossofeligibilityorterminationofemployercontributions(orifitisCOBRAcoverage

whichceasesbecausethecoverageperiodhasexhausted),ImustnotifytheCityoftheterminationofthealternate

healthinsurancecoverageandrequestenrollmentinthecitymedicalplanwithin31daysoftheterminationofcoverage

inordertobecomecoveredundertheCity’splan.IunderstandthatifIdonotrequestenrollmentwithin31daysof

terminationofcoverage,IwillnotbeeligibletoenrollforanyCityhealthcoverageuntilthefollowingannualenrollment

whichshallbeeffectivethefirstdayofthefollowingplanyear.



EmployeeSignature Date



APPENDIXE

FORM22

DateofBirthZipStateCity,

HomeMailingAddress: 

EmployeeNumberEmployee’sNames:(Last)(First)(Middle)

 MYSELF&MYDEPENDENTSor MYSELF

IherebycertifythatIhavebeengivenanopportunitytorequesthealthinsuranceunderthegroupmedicalinsurance

policyofferedbytheCityofStephenville,andaftercarefulconsideration,Ihavedecidedtowaivecoveragefor:

BirthDate

 / / 

Relationship

Dependentswhoarewaiving:



NameofDependent

Page 222 of 245

RETIREENOTIFCATIONFORM

GroupHealthCoverage



NAME: 



ADDRESS: 

(StreetNumber) (StreetName) (City) (State) (Zip)



DEPARTMENT: 

PHONE#



TITLE: 

RETIREMENTDATE:



 Yes  No AreyouretiringundertheTexasMunicipalRetirementSystem?

 Yes  No HaveyoubeencontinuallyemployedwiththeCityofStephenvilleforthelastfiveyears?

 Yes  No Doyouhaveothergrouphealthinsuranceavailabletoyou?

 Yes  No Doesyourspouseorcovereddependentshaveothergrouphealthinsuranceavailabletothem?

 Yes  No DoyouagreetoinformtheCityofStephenvilleifyouoracoveredmemberofyourfamilybecome

coveredunderanothergrouphealthplanorentitledtoMedicare?

 Yes  No Doyouunderstandthatpremiumamountswillchangefromyeartoyear?

 Yes  No

Doyouunderstandthatyouareresponsibleforremittingthefullamountofthepremiumbyaspecific

date,andifyoufailtoremittherequiredamountcoveragewillterminateforyouandyourdependents?



DECLINATION



 (initial)IunderstandthatIameligibleforgrouphealthcoveragecontinuation:however,Iherebydeclineretiree

healthcoverage.IunderstandthatthisistheonlyopportunityIwillhavetocontinuetheCity’sgrouphealthcoverage.



IunderstandthatIalsohavetherighttocontinuecoveragesubjecttoCOBRAprovisionsforupto18months,andthis

declinationwillnotjeopardizethoserightsunderCOBRA.



IcertifybysignaturebelowthatIhavereadtheretirementprovisionsdescribedintheStephenvillePolicymanual.



EmployeeSignature:  Date: 



APPENDIXE

FORM23

Page 223 of 245

EmployeeRequestforAccommodationForm

‐Confidential‐



ApplicantorEmployeeName:  Date: 



PositionorTitle: 



Department/Supervisor: 



ApplicantorEmployee–Pleasecompletethissection,andreturnthecompletedformtotheHumanResources

department.Requestisconfidentialandwillonlybesharedwiththosewhohavearighttoknow.



HumanResourcesUseOnly

DateReceived:  Date(s)reviewed: 



Accommodationapprovedordenied: 



Summaryofoutcome(attachanysupportingdocuments)

RequestforAppeal:YesNo

DateReceived:  DateReviewed: 



Summaryofoutcome(attachanysupportingdocuments)



SignatureofADACoordinatorordesignee: Date 



APPENDIXE

FORM24

Identifyyourcondition(s)andindicatehowyoubelieveeachconditionaffectsyourabilitytoperformtheessential

dutiesoftheposition:

Statetherequestedaccommodation(s)andanyalternatives.

Page 224 of 245

Prior to allowing any employee to take a City-owned or City-leased vehicle

home, an assignment form must be completed in accordance with the following

instructions.

Department Head must complete first two sections of assignment

form including signature and date. S/he must then have employee

sign and date the last section and submit the form to the City

Administrator for approval.

The City Administrator will approve or deny the requested

assignment, sign and date the form and return it to the Human

Resources Director.

The Human Resources Director will return one fully executed copy to

the employee and another to the department head.

The department head is responsible for notifying the Human

Resources Director (in writing) of any change in the vehicle assigned

to a particular employee.

Note: In cases where a vehicle is being assigned to a department head, s/he should complete

and sign both the request section (department head) and the acknowledgment section

(employee).

Appendix E

Form 25

I N S T R U C T I O N S

ASSIGNMENT OF CITY VEHICLES

FOR TAKE-HOME PURPOSES

Page 225 of 245

If you are assigned a different vehicle for any reason, you are to complete a new form and submit to Human Resources

immediately.

Approval is requested for the above-named employee to be assigned the described vehicle for take-home purposes as

follows:

☐ overnight and/or on weekends on a regular basis

☐ overnight and/or on weekends only when on call

☐ other:

(Click here to enter text.)

Justification for Request: Click here to enter text.

I understand that it is my responsibility to notify the Human Resources Director immediately if any of this information

changes, including assignment of a different vehicle to this employee.

Signature of Department Head Date

Signature of City Manager Date

I hereby acknowledge that I have been assigned the primary responsibility for the vehicle described above. I further

acknowledge that I have received a copy of the City=s policy regarding the use of City vehicles and that I understand and

will comply with the provisions of that policy.

Signature of Employee Date

If employee is subject to the On-Call Policy and receiving On-Call Pay, please complete the On-Call Form.

Appendix E

Form 25

VEHICLE DESCRIPTION:

Year: Make: Model:

VIN: City Asset Number:

City/Zip Code/County

☐

Outside City Limits/County

umber of miles driven to this address one way:

tree

THIS ADDRESS IS:

☐

Inside City Limits

MPLOYEE: DEPARTMENT:

DDRESS VEHICLE WILL BE HOUSED AT: (I

address chan

ou must noti

Department Head immediatel

and

complete new form)

ASSIGNMENT OF CITY VEHICLE

FOR TAKE-HOME PURPOSES

The above assignment is:

☐ Approved

☐ Denied

Page 226 of 245

If you are assigned the use of City automobiles, trucks or equipment, you are expected to drive them with due care

especially observing all laws and rules of the road. All assigned vehicles/equipment must be maintained in a clean

and sanitary condition at all times by the operator of such vehicles/equipment. Any vehicle operating problems must

be reported to your supervisor or department head for immediate corrective action. The City stresses preventive

maintenance, and every operator of City vehicles/equipment is expected to cooperate by adhering to the maintenance

schedule and reporting vehicle deficiencies without delay.

Only City employees with the appropriate type of valid Texas driver’s license may operate a City-owned or City-

leased vehicle. Employees may operate City vehicles during normal working hours or shift assignments based upon

authorization of their department head for City-related use only. It is the department heads duty to ascertain that an

operator assigned to drive a vehicle, even if on a temporary basis, holds a valid driver’s license and is in sound

condition to operate the vehicle. The employee is required to have his driver’s license in his possession at all times

while operating a City vehicle. Employees operating City vehicles are not to drive such vehicles outside the Erath

County area unless prior authorization is received from their department head.

If you are assigned a City-owned or City-leased vehicle on a regular basis, you have the responsibility of seeing that

it is adequately serviced (gas, oil, filters, lubrication, tire pressure and replacement, maintenance for safety, etc.).

Items of a repair and replacement nature should normally be carried out by the City’s Fleet Service Center; however,

in cases where your assigned vehicle cannot be repaired or serviced in a timely manner by Fleet Services due to

that departments priorities, you must report the need for repairs or maintenance to your department head who will

make arrangements for alternative maintenance or repair service.

If you are on call or are expected to act on behalf of the City during other than normal working hours or shift

assignments, you may be assigned the use of a City-owned or City-leased vehicle for take-home purposes. To be

eligible to use a City-owned or City-leased vehicle for take-home purposes, an employee must live within Erath

County and within ten miles of the city limits. (City vehicles may not be taken home unless an assignment form has

been completed and approved by the City Manager.) City-owned or City-leased vehicles taken home may be used

only by the employee for City-related business. Members of the employee’s family, neighbors or others are not to

either drive or be transported in the vehicle unless such actions are related to City work or result from a life-threatening

emergency or serious health problem. When an employee assigned the use of a vehicle for take-home purposes knows

in advance that s/he will be unable to work or be on call for a period of more than two (2) consecutive days (illness,

vacation, travel, etc.), the employee should arrange for the City vehicle to be returned to his/her department during

such absence.

Nothing in this policy is intended to prohibit any authorized employee from using a City vehicle as transportation for

purposes directly related to the performance of City duties during work assignments or on a call out. Employees are

not prohibited from being in a City vehicle while taking reasonable breaks for lunch, coffee, etc. during working hours

or in route to work or on a call; however, in no instance should an employee purchase alcoholic beverages or frequent

taverns, clubs or other drinking establishments while using a City-owned or City-leased vehicle.

Some supervisory-level employees may be given permission to transport members of their family, other City officials

or their families and others for out-of-town travel to functions related to the municipal service such as special hearings,

training programs, conventions, seminars, etc. This policy does not prohibit transporting non-City employees such as

vendors, consultants, inspectors, official guests, citizens, government officials, prisoners, and persons involved in

police investigations or other activities, etc. as a part of routine work assignments or public safetyactivities.

Failure to comply with the provisions of this policy will result in appropriate disciplinary action.

Appendix E

Form 25

USE OF CITY VEHICLES

Page 227 of 245

SOCIALMEDIAAPPROVAL/AGREEMENTFORM

NAME:

POSITION/TITLE:

DEPARTMENT:

NAMEOFSOCIALMEDIASITE:

APPROVALOFDEPT.MANAGER:

Signature

CityManager(ordesignee)Approval:

Signature

DATE:

Date:

IagreetouseCity‐approvedSocialMediaSitesforCitybusinessasappropriateandincompliancewiththisPolicy.I

understandthatImusthaveapprovalfrommyDepartmentManagerandtheCityManagertocreateorparticipateina

SocialMediaSiteonbehalfoftheCity.IalsounderstandthatIamresponsibleforallpostingsforallpostingsmadeby

meonCitySocialMediaSties,includingthosemadeinthecommentssections.Ifurtherunderstandthatthispolicyalso

appliestoCity‐relatedpostingsmadebymeonpersonal(non‐City)SocialMediaSites,andIagreetoadheretothe

guidelinesinthispolicywhensodoing.

IacknowledgethatallCity‐approvedSocialMediaSitesareconsideredtobeCitypropertyandmaybemonitoredby

officialsoftheCity.IunderstandthatemployeesdonothaveprivacyrightsintheuseofCitySocialMediaSitesandthe

postings,data,accesstoordistributionofsuchmaterialsissubjecttoTexasPublicInformationAct,Federale‐discovery

rules,andtheCity’srecordsretentionschedules.

IagreetoabidebyallCitysecuritypoliciesandproceduresbeforeaccessingorpostingtoanySocialMediaSite.I

acknowledgethatanyabuseofSocialMediaSites,includingviolationoftherulesandguidelinessetforthinthisPolicy

orinanycurrentorfuturemodifiedCityPersonnelPolicycanbegroundsfordisciplinaryaction,uptoandincluding

terminationofmyemployment.

PrintedName Date

EmployeeSignature

APPENDIXE

FORM26

Page 228 of 245

Performance Improvement Plan (PIP)

Confidential

Employee:

Supervisor:

Department:

Date:

The purpose of this Performance Improvement Plan (PIP) is to define serious areas of concern,

gaps in your work performance, reiterate City of Stephenville expectations, and allow you the

opportunity to demonstrate improvement and commitment.

Areas of Concern: (List specific areas where the employee failed to meet expectations)

Observations, Previous Discussions, or Additional Training Provided: (List any previous times

the issues have been addressed, the context, and the outcome of discussions or training)

Step 1 - Improvement Goals: These are the goals related to areas of concern to be improved

and addressed:

Appendix E

Form 27

Performance Improvement Plan Page 1 of 3

Page 229 of 245

Step 2 - Activity Goals: Listed below are activities that will help you reach each goal:

Goal #

Activity

How to Accomplish

Start Date

Projected

Completion

Date

Step 3 - Resources: Listed below are resources available to you to complete your

Improvement activities (may include other people’s time or expertise, management support,

training materials and activities, or time away from usual responsibilities.)

Step 4 - Expectations: The following performance standards must be accomplished to

demonstrate progress towards achievement of each Improvement goal:

Step 5 - Progress Checkpoints: The following schedule will be used to evaluate your

progress in meeting your Improvement activities.

Goal #

Activity

Checkpoint

Date

Type of Follow-up

(memo/call/meeting)

Progress

Expected

Notes

Performance Improvement Plan Page 2 of 3

Appendix E

Form 27

Page 230 of 245

Follow-up Updates: You will receive feedback on your progress according to the following schedule:

Date Scheduled

Activity

Conducted By

Completion Date

30-day Review

[Supervisor]

45-day [or 60-day] Review

[Supervisor]

60-day [or 90 – Day] Review

[Supervisor]

Timeline for Improvement, Consequences & Expectations:

Effective immediately, you are placed on a ___30 ___60 ___90 day PIP. During this time you will

be expected to make regular progress on the plan outlined above. Failure to meet or exceed these

expectations, or any display of gross misconduct will result in further corrective action, up to

and including termination. In addition, if there is no significant improvement to indicate that the

expectations and goals will be met within the time line indicated in this PIP, your employment may

be terminated prior to the end of this PIP. Furthermore, failure to maintain performance

expectations after the completion of the PIP may result in additional corrective action up to and

including termination.

The PIP does not alter the employment-at-will relationship. Additionally, the contents of this PIP are

to remain confidential. Should you have questions or concerns regarding the content, you will

be expected to follow up directly with your supervisor.

We will meet again on as noted above to discuss your Performance Improvement Plan.

Please schedule accordingly.

Signatures:

Print Employee Name:

Employee Signature:

Date:

Print Supervisor Name:

Supervisor Signature:

Date:

Performance Improvement Plan Page 3 of 3

Appendix E

Form 27

Page 231 of 245

CITYISSUEDWIRELESSDEVICE

ACKNOWLEDGEMENTFORM

Department/Division: Date:

Employee’sName: Position:

WirelessEquipmentDescription:

Reasonwirelessdeviceisnecessary(checkallthatapply):

 EmployeemustconductCitybusinesswhileinthefield

 Employeehasacriticalneedtomaintainaccessibilitywithotherdepartmentsinordertoinsure

uninterruptedcustomerservice

 Employeeisinapublicsafetypositionthatrequiresimmediateanddirectcommunication

THECITYISSUEDWIRELESSDEVICEACKNOWLEDGEMENTFORMMUSTBEREVIEWEDANN

UALLYB

YTHE

DEPARTMENTDIRECTORTODETERMINEIFTHEASSIGNMENTCONTINUESTOBEJUSTIFIED.

IhavereceivedacopyofPolicy6.03–Telephone&CityIssuedWirelessTelephoneDevices.Iunderstandandagreeitis

myresponsibilitytoreadandabidebythepolicy,andthatIshouldconsultmysupervisorortheHumanResources

DepartmentifIhavequestions.

IagreetousethecommunicationsystemsforCitybusinessasappropriateandincompliancewiththepolicy.I

understan

dthatwhileminimalpersonal

usagewillbeallowed,itmustnotinterferewithmyproductivity.Iknowthat

accessingordistributinganymaterialthatisinappropriate,offensiveand/orsexuallyexplicitwillnotbetoleratedbythe

City.Allinformationaccessed,communicatedordistributedmustbeincompliancewithallCityanddepartmental

policies.

IacknowledgethatallCitycommunicationsystemsareconsideredtobeCitypropertyandmaybeaccessedatthetime

byauthorizedofficialsoftheCity.EmployeesdonothaveprivacyrightsintheuseofCitycommunicationequipment

andthemessages,data,accesstoordistributionofsuchmaterialissubjecttoOpenRecords.

Iacknowledgethatanyviolationofthispolicycanbegroundsfordisciplinaryac

tion,uptoandincludingterminationof

myemployment.

Employee’sPrintedName Signature Date

AppendixE

Form28



Date

Requestedby:

DepartmentDirectorSignature:

Approvedby:

CityManagerSignature:

Date

Page 232 of 245

VEHICLEACCIDENTREPORT



VehicleandEquipmentAccident/Damages

Thisform,oranapprovedalternateform,mustbecompletedforallaccidentsinvolvinganyCityvehicle,equipment(any

itemattachedtoaCityVehicle)orpropertydamagecausedbyaCityvehicleorequipment.Pleasereportanyincident

immediatelyandcompleteallrelatedsectionsofthisreportandprovideacopyofFleetMaintenancewithinone(1)

businessdayforprocessing(picturesofthedamageswillberequiredatthetimeofincident)



EmployeeInjuries

SupervisorsmustbenotifiedimmediatelybytheemployeeandtheincidentshouldbereportedtoHumanResources

immediatelyorwithinone(1)businessdayoftheincident.



Note

Thisformmustbesignedbytheemployeeinvolvedandtheemployee’ssupervisorhowever,ifsignaturescannotbe

obtainedwithinone(1)businessday,theformshouldbeforwardedtoFleetMaintenanceassoonaspossible.



EmployeeName:  HomePhone#: 



HomeAddress: 

StreetNumber StreetName City State Zip Country



JobTitle: Department: 



DateofOccurrence: TimeofOccurrence: ampm Datereported: 



Address/LocationofOccurrence: 



Brieflydescribeaccidentandhoworwhyitoccurred:



Witness’Name(includeaddressifnotacityemployee):



Wasdrugtestgiven? YesNo Ifnot,statereason: 



APPENDIXE

FORM29

SECTIONA–GENERALINFORMATION

Page 233 of 245



CityVehicle#:   CityVehicleLicense#: 

WasCityVehicleDamaged? YesNo

MakeandModel:  

Year:  VIN#: 

WasthereaPoliceinvestigation? YesNo Ifyes,listinvestigatingagency: 

Ifyes,reportnumber: 

WeatherConditions: 

DescriptionofDamage:

RoadConditions: 



Listallpassengersinvehicle(attachadditionalpages,ifnecessary):

Name(FirstandLast) Age



Wasothervehicledamaged? YesNo

LicenseNumber: Year: MakeandModel: 

VehicleIdentificationNumber:  



Driver’sName:  



Address:   

StreetNumber StreetName City State Zip Country

PhoneNumber: 

InsuranceCompany: 

PolicyNumber: 

WeatherConditions: 

InsuranceAgent’sPhoneNumber:  

RoadConditions: 



DescriptionofDamage:



Listallpassengersinvehicle(attachadditionalpages,ifnecessary):

Name(FirstandLast) Age



APPENDIXE

FORM29

SECTIONB–CITYVEHICLEACCIDENTORDAMAGE

SECTIONC–OTHERVEHICLEACCIDENTORDAMAGE

Page 234 of 245



TypeofPropertyDamaged: 

Owner’sName: 

CityOwned? YesNo

PhoneNumber: 

Address: 

StreetNumber StreetName City State Zip Country

DescriptionofDamage:



NameofInjured: 

Address: 

StreetNumber StreetName City State Zip Country

PhoneNumber: 

NatureofandPartofBodyInjured:   

AmbulanceNeeded? YesNo Hospital: Doctor: 



Preventable–wastheaccidentpreventable? YesNo



PolicyViolation–wasaCityorDepartmentalPolicyviolated? YesNo



EmployeePrintedName:  Date: 



Employee’sSignature: 



Supervisor’sPrintedName:  Date: 



Supervisor’sSignature: 



AppendixE

Form29

SECTIOND–DAMAGETOPROPERTY

SECTIONE–INJURYTOMEMBEROFTHEPUBLIC

SECTIONF–PREVENTABLEAND/ORVIOLATIONOFPOLICY

COMMENTS

SIGNATURES

Page 235 of 245

BILINGUALCERTIFICATIONREQUEST

FORTESTINGANDPAY



EMPLOYEENAME:  DATE: 



DEPARTMENT: 



Howfrequentlyandinwhatcapacityisthisemployee’scontactwithcitizensandothersspeakingthislanguage?



Howdoesthisemployee’slanguageskillsassistthedepartmentintheperformanceofdutiesand/ordepartment’s

deliveryofservice?



WilltheemployeebereasonablyavailabletoassistotherdepartmentswithBilinguallanguagerelatedneeds?

YesNo



DepartmentDirectorSignature Date



DirectorofHumanResourcesSignature Date



TOBECOMPLETEDBYHUMANRESOURCES:



DateTestScheduled:  DidEmployeePass? YesNo



APPENDIXE

FORM30

Page 236 of 245

APPENDIXE

FORM31

BankName:

AccountNumber:

Routing/TransitNumber:

DepositAmount: DollarAmount$ Percentage: Balance:

Account#2 AccountType: Checking Savings

Action: Add Change DeleteAccount

BankN

ame:

AccountNumber:

Routing/TransitNumber:

DepositAmount: DollarAmount$ Percentage: Entire:

BankName:

AccountNumber:

Routing/TransitNumber:

DepositAmount: DollarAmount$ Percentage: Entire:

DIRECTDEPOSITAUTHORIZATIONAGREEMENT

Fundsmaybedepositedintooneaccountorsplitbetweenseveralaccountsasasetpercentageordollaramount.

Pleaseincludeavoidedcheck,savingsaccountinformation,orabankdirectdepositagreement–notadepositslipfor

eachnewaccountlistedforverificationofaccountandroutingnumber(s).Pleasenoteaccountadditionswillresultina

papercheckforfundsimmediatelyfollowingthesubmissionofthisdirectdepositform.Allformsmustbesubmittedto

theHuman Resource Manageratleastthree(3)dayspriortopayday.

 NewDirectDepositForm  RevisedDirectDepositForm(listthenewamountsorpercentagesforallaccounts)

Account#1 AccountType: Checking Savings

Action: Add Change DeleteAccount

ATTACHAV

OIDEDCHECKORBANKDEPOSTAGREEMENTFOREACHNEWACCOUNTTOTHISFORM

‐SEENEXTPAGE‐

Account#3 Accoun

tType: Checking Savings

Action: Add Change DeleteAccount

EmployeeName:

Employee#SocialSecurityNumber: _‐ ‐

Page 237 of 245

APPENDIXE

FORM31



IherebyauthorizetheCityofStephenvilletoinitiatecreditentriesandtoinitiate,ifnecessary,debitentriesand

adjustmentsforanycreditentriesorerrorstomycheckingand/orsavingsaccount(s)indicatedabovethedepository

namedabove,tocreditand/ordebitthesametosuchaccount.Thisauthorizationistoremaininfullforceandeffect

untiltheCityhasreceivedwrittennotificationfrommeoratterminationandinsuchmannerastoaffordtheCityand

thedepositoryareasonableopportunitytoactonit.



BelowisasamplecheckMICRline,detailingwherethebankinginformationcanbefoundfromyourcheckstock.

(forcheckingaccountsonly!)



Signature–AccountHolder Date

Page 238 of 245

Employee’s Report of Injury Form

Instructions: Employees shall use this form to report all work related injuries, illnesses, or

“near miss” events (which could have caused an injury or illness) – no matter how minor. This

helps us to identify and correct hazards before they cause serious injuries. This form shall be

completed by employees as soon as possible and given to a supervisor for further action.

I am reporting a work related:



Injury



Illness



Near miss

Your Name:

Job title:

Supervisor:

Have you told your supervisor about this injury/near miss? Yes No

Date of injury/near miss: Time of injury/near miss:

Names of witnesses (if any):

Where, exactly, did it happen?

What were you doing at the time?

Describe step by step what led up to the injury/near miss. (continue on the back if necessary):

What could have been done to prevent this injury/near miss?

What parts of your body were injured? If a near miss, how could you have been hurt?

Did you see a doctor about this injury/illness?



Yes



If yes, whom did you see? Doctor’s phone number:

Date: Time:

Has this part of your body been injured before?



Yes



If yes, when? Supervisor:

Your signature: Date:

Appendix E

Form 32

Page 239 of 245

Supervisor’s Accident Investigation Form

Name of Injured Person

Date of Birth Telephone Number

Address

City

(Circle one) Male Female

State Zip

What part of the body was injured? Describe in detail.

What was the nature of the injury? Describe in detail.

Describe fully how the accident happened? What was employee doing prior to the event? What

equipment, tools being using?

Names of all witnesses:

Date of Event Time of Event

Exact location of event:

What caused the event?

Were safety regulations in place and used? If not, what was wrong?

Employee went to doctor/hospital? Doctor’s Name

Hospital Name

Recommended preventive action to take in the future to prevent reoccurrence.

Supervisor Signature Date

Appendix E

Form 32

Page 240 of 245

Incident Investigation Report

Instructions: Complete this form as soon as possible after an incident that results in serious injury or illness.

(Optional: Use to investigate a minor injury or near miss that could have resulted in a serious injury or illness.)

This is a report of a:



Death



Lost Time



Dr. Visit Only



First Aid Only



Near Miss

Date of incident: This report is made by: Employee



Supervisor



Team



Other

Step 1: In

ured emplo

ee (complete this part for each in

ured emplo

ee)

Name:

Sex: D Male D Female

Age:

Department: Job title at time of incident:

Part of body affected: (shade all that apply)

Nature of injury: (most

serious one)



Abrasion, scrapes



Amputation



Broken bone



Bruise



Burn (heat)



Burn (chemical)



Concussion (to the head)



Crushing Injury

This employee works:



Regular full time



Regular part time



Seasonal



Temporary

Months with

this employer

Months doing

this job:



Cut, laceration, puncture



Hernia



Illness



Sprain, strain



Damage to a body system:



Other

Step 2: Describe the incident

Exact location of the incident:

Exact time:

What part of employee’s workday? Entering or leaving work Doing normal work activities



Duringmeal period



During break



Working overtime



Other

ames of witnesses (if any):

Appendix E

Form 32

Page 241 of 245

Number of

attachments

Written witness statements: Photographs: Maps / drawings:

What personal protective equipment was being used (if any)?

Describe, step-by-step the events that led up to the injury. Include names of any machines, parts, objects, tools, materials

and other important details.

Description continued on attached sheets:





Step 3: Wh

did the incident happen?

Unsafe workplace conditions: (Check all that apply)



Inadequate guard



Unguarded hazard



Safety device is defective



Tool or equipment defective



Workstation layout is hazardous



Unsafe lighting



Unsafe ventilation

Lack of needed personal protective equipment

Lack of appropriate equipment / tools



Unsafe clothing



No training or insufficient training



Other:

Unsafe acts by people: (Check all that apply)



Operating without permission



Operating at unsafe speed

Servicing equipment that has power to it



Making a safety device inoperative



Using defective equipment

Using equipment in an unapproved way



Unsafe lifting

Taking an unsafe position or posture



Distraction, teasing, horseplay

Failure to wear personal protective equipment

Failure to use the available equipment / tools



Other:

Why did the unsafe conditions exist?

Why did the unsafe acts occur?

Is there a reward (such as “the job can be done more quickly”, or “the product is less likely to be damaged”) that may

have encouraged the unsafe conditions or acts? Yes No

If yes, describe:

Were the unsafe acts or conditions reported prior to the incident?



Yes



Have there been similar incidents or near misses prior to this one?



Yes



Appendix E

Form 32

Page 242 of 245

Step 4: How can future incidents be prevented?

What changes do you suggest to prevent this incident/near miss from happening again?



Stop this activity



Guard the hazard



Train the employee(s)



Train the supervisor(s)



Redesign task steps



Redesign work station



Write a new policy/rule



Enforce existing policy



Routinely inspect for the hazard



Personal Protective Equipment

Other:

What should be (or has been) done to carry out the suggestion(s) checked above?

Description continued on attached sheets:





Step 5: Who completed and reviewed this form? (Please Print)

Written by:

Department:

Title:

Date:

Names of investigation team members:

Reviewed by: Title:

Date:

Appendix E

Form 32

Page 243 of 245

Ifnoactionisplanned,statewhy:

PREVENTATIVEACTIONPLAN

ThePreventativeActionPlusisintendedtoassistDepartmentsindeliveringandassigningspecificmeasurestoprevent

recurrenceofsimilaraccidents.OneormoreofthefollowingmaydevelopthePlan:

 Immediatesupervisorofinjuredemployee

 Othermanagementpersonnelwithinthesamedivision

 OperationsManager/SafetyCoordinator

ThecompletedPreventiveActionPlanmustbesu

bmittedtoHumanResourcesnolaterthanfifteen(15)daysfrom

injurynotification.

ReviewandmarkallrealisticareasforPreventativeAction(byManagement)aswellasAction(byWorker)toprevent

recurrence.

Basedonthepreventativeactionlistabove,theSupervisor’sinvestigationoftheaccident,andanyideas

receivedfromDepartmentorSafetypersonneldevelopaspecifictaskthatcanpreventrecurrenceofsimilaraccidentsin

thefuture.(Attachsheetifnecessary)

Task#1 Assignedto: AssignmentDate:

Task#2 Assignedto: AssignmentDate:

PreventativeActionPlansubmittedby:

Title: DateSubmitted:

AppendixE

Form33

TRAINORCOUNSELWORKERSTO:

 Followestablishedworkprocedures,Safepractices

 Followtrainingprograminstructions

 Wearrequiredpersonalprotectiveequipment

 Wearrequiredclothing

 Useguards,safetydevicesproperly

 Operatetools,equipment,machineryproperly

 Secure,shutoff,disconnectsystems

 Stopunauthorizedwork,activity

 Stoprecklessness,inattentiveness

 Stophorseplaywithothers

 Recognizeandreporthazards

 Usebetterjudgment,increaseawareness

IMPROVEORMODIFY:

 Workprocedures,Safeworkplace

 Jobhazardanalysis

 Training,orientation

 Personalprotectiveequipment

 Tools,equipment,machinery

 Guarding,safetydevices

 Facilities,lighting,ventilation

 Maintenance

 Housekeeping

 Levelofsupervision

 Workingconditions‐hours

Page 242 of 243

Introductory New Employee Review Form

Employee’s Name:

Supervisor’s Name:

Department:

Date of Hire:

Date of Evaluation:

1. Employee strengths:

2. Areas for further development:

3. Other comments/recommendations:

_ _ _ _

Supervisor: Please check one

Performance during the 45-day introductory period is acceptable.

Performance during the 45-day introductory period is unacceptable.

Performance during the 90-day introductory period is acceptable.

Performance during the 90-day introductory period is unacceptable.

Performance during the 120-day introductory period is acceptable.

I recommend that the introductory period be extended (up to 90 days) until

(Date) to allow for further evaluation for the reasons stated in item 3 above.

Performance during the 120-day introductory period is unacceptable.

Supervisor’s Signature Date

Please return this form five (5) days before each review period expiration date to the Human Resource Director

Appendix E

Form 34

Page 243 of 243

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