20180700 2016-09 TBL OF CONTENTS
City of Yelm
Personnel Policies
Rev. 2001.01; 2005.03; 2006.01, 2008-01, 2011-0, 2016(7.02,7.08)
i
INTRODUCTION
The City of Yelm enacts these policies in order to further the following goals:
(a) To provide a uniform system of personnel administration
(b) To ensure that the recruitment, selection, placement, promotion, retention
and separation of City employees is based upon employees’ qualifications
and fitness, and is in compliance with federal and state laws.
(c) To assist department heads in the development of sound management
practices and procedures.
(d) To enable employees to make effective and consistent use of their skills
and abilities.
(e) To promote communication between elected officials, department heads,
supervisors and other employees.
(f) To define and clarify the role of employees.
This personnel handbook is a general informational guide to current employment
practices and procedures. As such, we hope it will help you better understand
how Yelm operates and what is expected of you as an employee. These policies
also describe what Yelm provides you in terms of compensation, benefits and
other support.
City of Yelm
Personnel Policies
Rev. 2001.01; 2005.03; 2006.01, 2008-01, 2011-0, 2016(7.02,7.08)
ii
PURPOSE AND SCOPE OF POLICIES
IMPORTANT: PLEASE READ
This handbook shall not be construed to create a contract, expressed or implied,
or any type of promise or guarantee of specific treatment upon which any
employee may rely, or as a guarantee of employment for any specific duration.
Although we hope that your employment relationship with us will be long term,
we recognize that things may not always work out as hoped and either of us may
decide to terminate the employment relationship. All non-union employees of
Yelm are considered at-will employees and may be terminated from City
employment at any time, with or without cause and with or without notice. Please
understand that no supervisor, manager or representative of Yelm other than the
Mayor or City Administrator has the authority to enter into any agreement with
you for employment for any specified period or to make any written or verbal
commitments contrary to the foregoing.
Yelm reserves the right to amend, delete, supplement, or rescind any of the
provisions of this handbook as Yelm deems necessary and appropriate, without
advance notice. Yelm also reserves the right to deviate from these policies in
individual situations, particularly in an emergency, in order to achieve its primary
mission of serving its citizens in a safe and efficient manner.
These personnel policies shall apply to all City employees. In the event of conflict
between any provision of this manual and any provision of a valid and effective
collective bargaining contract or in cases where the application of these policies
would conflict with applicable Civil Service rules and regulations, the provisions
of the labor contract and/or the Civil Service rules shall take precedence. In all
other cases, these policies shall take precedence.
City of Yelm
Personnel Policies
Rev. 2001.01; 2005.03; 2006.01, 2008-01, 2011-0, 2016(7.02,7.08)
iii
TABLE OF CONTENTS
SECTION CHAPTER PAGE
GENERAL CHAPTER 1
1.01 PURPOSE AND SCOPE 1
1.02 AMENDMENTS 1
1.03 EQUAL EMPLOYMENT OPPORTUNITY 2
1.04 SEXUAL HARASSMENT/ 2
HOSTILE WORK ENVORONMENT
1.05 DEFINITIONS 3
1.06 EMPLOYEE PERSONNEL RECORDS 4
1.07 REFERENCES 5
1.08 DESTRUCTION OF PERSONNEL RECORDS 7
CHAPTER 2
HOURS AND ATTENDANCE
2.01 WORKING HOURS 7
2.02 HOURS OF WORK AND OVERTIME 7
2.03 COMPENSATORY TIME 8
2.04 ATTENDANCE 8
2.05 BREAKS AND MEAL PERIODS 9
2.06 CALL BACK 10
2.07 PAYROLL RECORDS 10
CHAPTER 3
RECRUITING AND HIRING
3.01 RECRUITING 11
3.02 HIRING 11
3.03 TEMPORARY EMPLOYEES 13
3.04 PROBATIONARY PERIOD 13
3.05 EMPLOYMENT OF RELATIVE (NEPOTISM) 14
3.06 PROMOTIONS AND TRANSFERS 15
City of Yelm
Personnel Policies
Rev. 2001.01; 2005.03; 2006.01, 2008-01, 2011-0, 2016(7.02,7.08)
iv
CHAPTER 4
COMPENSATION
4.01 SALARY CLASSIFICATION AND GRADES 17
4.02 EMPLOYEE PAY RATES 17
4.03 PAYDAYS 18
4.04 DEDUCTIONS 18
4.05 TRAVEL EXPENSE REIMBURSEMENT 18
4.06 COMPENSATION UPON TERMINATION 19
CHAPTER 5
PERFORMANCE EVALUATIONS AND TRAINING
5.01 PERFORMANCE EVALUATIONS 20
5.02 TRAINING POLICY 20
CHAPTER 6
BENEFITS
6.01 RETIREMENT BENEFITS 21
6.02 DISABILITY BENEFITS 21
6.03 INSURANCE BENEFITS 22
CHAPTER 7
LEAVES OF ABSENCE AND TIME OFF
7.01 LEAVES 25
7.02 VACATION 25
7.03 SICK LEAVE 26
7.04 BEREAVEMENT LEAVE 28
7.05 LEAVE WITHOUT PAY 28
7.06 JURY DUTY AND WITNESS LEAVE 29
7.07 ADMINISTRATIVE LEAVE 30
7.08 MILITARY LEAVE 30
7.09 HOLIDAYS 30
7.10 RELIGIOUS HOLIDAYS 31
City of Yelm
Personnel Policies
Rev. 2001.01; 2005.03; 2006.01, 2008-01, 2011-0, 2016(7.02,7.08)
v
CHAPTER 8
EMPLOYEE RESPONSIBILITIES AND CONDUCT
8.01 GENERAL POLICY 33
8.02 CODE OF CONDUCT, CONFLICTS OF INTEREST 33
AND OUTSIDE EMPLOYMENT
8.03 POLITICAL ACTIVITIES 34
8.04 SMOKING 34
8.05 USE OF CITY VEHICLES AND EQUIPMENT 35
8.06 BULLETIN BOARDS 35
8.07 CONTACT WITH NEWS MEDIA 35
8.08 SEAT BELT USE 36
8.09 DRIVER’S LICENSE REQUIREMENTS 36
8.10 SAFETY 36
8.11 DRUG FREE WORKPLACE 36
8.12 CELLULAR PHONE USE (Obsolete) 40
8.13 INTERNET POLICY 41
8.14 VIOLENCE IN THE WORKPLACE 43
CHAPTER 9
EMPLOYEE DISSATISFACTION
9.01 SUGGESTIONS 49
9.02 COMPLAINT PROCEDURES 49
9.03 DISABILITY COMPLAINTS 50
9.04 WHISTLE BLOWER POLICY 51
CHAPTER 10
DISCIPLINE AND TERMINATIONS
10.01 DISCIPLINE 59
10.02 TERMINATION 61
10.03 LAYOFF 62
10.04 RESIGNATION 63
10.05 EXIT INTERVIEW 63
10.06 DEATH 63
City of Yelm
Personnel Policies
Rev. 2001.01; 2005.03; 2006.01, 2008-01, 2011-0, 2016(7.02,7.08)
vi
TABLE OF APPENDICES
A. Violence in the Workplace Crisis Plan and Procedures
(Resolution 428, 12/02)
(Reference: Personnel Policy Chapter 8.14)
B.
C.
Association of Washington Cities Employee Benefit Trust
Underwriting Rules and Benefit Enrollment Form – available on
request
(Reference: Personnel Policy Chapter 6.03)
Severance Benefits for Exempt Employees
(Resolution 520, 01/11)
(Reference: Personnel Policy Chapter 4.06)