Introduction
This handbook is designed to acquaint you with the City and provide you
with information about work expectations, employee benefits, and some of
the policies affecting your employment. You should read, understand, and
refer to the handbook. If you have questions that you can’t answer by using
this handbook, please feel free to contact your Department Supervisor.
The handbook describes many of your responsibilities as an employee and
outlines the programs developed by the City to benefit employees. One of
our objectives is to provide a work environment that is conducive to both
personal and professional growth.
No employee handbook can anticipate every circumstance or question about
policy. As the City continues to grow and State and Federal laws change,
the need may arise to revise, supplement, or rescind policies or portions of
the handbook from time to time. Any changes will be approved by the City
Manager before you are notified of such changes to the handbook.
Administration of the personnel program and these policies and procedures
is the responsibility of the City Manager. These polices and procedures do
not, and are not intended to confer any right to continued employment, to
constitute an expressed or implied contract, or to produce a binding past
practice. The employee Handbook is provided only as a guide and is not to
be considered a contract. Either the employer or employee can terminate
the employment relationship at any time and for any reason. The City is not
bound by any oral promises concerning the length or terms of your
employment.
The labor union contracts and applicable state and federal laws will
supercede the information given in this document.
3/7/2016
1
The City of Prineville’s Mission Statement
The mission of the city government is to consistently
contribute to Prineville’s reputation as a safe, welcoming
and friendly place to live, work, play, learn and visit.
1. We will invest resources to provide for selected community
based services determined to be necessary or beneficial for
our community, or as required by statute.
2. We will consistently involve residents in planning and
budgeting.
3. We will maintain facilities and equipment in a manner that
protects the investment of precious tax dollars; and,
4. We will inspire community members to work together
effectively to consistently build a strong, viable local
economy that improves the standard of living for residents
and businesses.
3/7/2016
2
Table of Contents
I.
II.
III.
3/7/2016
Employee Relations
Classification of Employees
Equal Employment Opportunity
Ethics & Conduct
Gifts, Prizes and Promotional Items
Personal Relationships in the Workplace
Conflicts of Interest
Outside Employment
Disability Accommodation
Department Bulletin Boards
Employee-Incurred Expenses & Reimbursement
Employee Responsibilities
Change in Personal Data
Attendance & Punctuality
Personal Appearance
Smoking
Electronic Communication Systems
Electronic Mail System
Personal Computers
Telephone Usage
Voice Mail Systems
Benefits
Group Insurance
Deferred Compensation
Retirement Planning
Paid Holidays
Sick Leave
Vacation Leave
FICA
State Unemployment Insurance
Worker’s Compensation
Safety
Overtime
Page 5
Page 6
Page 6
Page 7
Page 8
Page 8
Page 9
Page 9
Page 9
Page 10
Page 10
Page 11
Page 12
Page 12
Page 13
Page 13
Page 15
Page 15
Page 15
Page 16
Page 16
Page 17
Page 17
Page 18
Page 18
Page 18
Page 19
Page 19
Page 19
Page 20
Page 21
3
IV.
Leaves of Absence
Military Leave
Page 21
Medical Leave
Page 21
Family Leave
Page 23
Compassion/Bereavement Leave
Page 23
Jury Duty
Page 24
Domestic Violence Leave Policy
Page 24
V.
Employee Conduct
Substance Abuse
Page 24
Unlawful Harassment
Page 27
Workplace Violence Prevention & Hostile Work Environment
Page 28
Examples of Offenses for Which Disciplinary Action May be
Immediately Taken
Page 29
Examples of Offenses That May Result in Immediate Termination
of Employment
Page 30
VI.
Pay Practices
Paydays
Page 31
Payroll Deductions
Page 31
Pay Rate
Page 31
Delivery of Paychecks
Page 32
Method of Payment
Page 32
Employee Withholding Allowance Certificates
Page 32
Employment Eligibility Verification (I-9)
Page 32
Time Records
Page 32
Final Paychecks
Page 33
Hours of Work
Page 33
VII. Employment Record Keeping
Access to Personnel Files
Page 34
Performance Management & Review
Page 34
VIII. Vehicle Driving Policy
Page 35
3/7/2016
4
I Employee Relations
The City of Prineville is striving to achieve work conditions, wages and
benefits that are competitive with those offered by other employers in this
area. If employees have concerns about work conditions or compensation,
they are strongly encouraged to voice these concerns openly and directly to
their supervisors.
Experience has shown that when employees deal openly and directly with
supervisors, the work environment can be excellent, communications can be
clear, and attitudes can be positive. We believe that the City is a great place
to work together as a team.
We are committed to the fair treatment of our valued employees. The City
management believes in job-related training and career development
planning. We will promote from within when and where possible, as long as
you meet the position’s requirements and are the best applicant for the
position. We also hope that you will support the community and become
actively involved in civic organizations and activities.
Employees and the City of Prineville (COP) reserve the right to end the
employment relationship, with or without cause, at any time. No one in the
City has the authority to enter into any agreement contrary to this at-will
relationship and it cannot be altered except when in writing and signed by
the City Manager and you. The City is not bound by any oral promises
concerning the length or terms of your employment.
Employees are expected to bring any questions, issues, or complaints to
management’s attention. If you believe you have been harassed, or if you
witness or suspect any violation of this policy, you should report the matter
immediately to your Department Supervisor or the Human Resources
Manager. We will not retaliate against you for filing a complaint or
cooperating in an investigation, and we will not tolerate or permit retaliation
by management or co-workers.
3/7/2016
5
Classification of Employees
Your wages, benefits, and job duties are affected in part, by your employee
classification and job title. The following are the employee classifications
the City of Prineville uses.
1. Full-time Employee: an employee who is hired to work at least 40
hours per week in a consistent manner.
2. Part-time Employee: an employee who is hired to work less than 40
hours per week.
3. Seasonal Employee: an employee who is hired with the expectation
that he or she will be needed for a specified period of time of not more
than eight (8) months.
4. Nonexempt Employee: an employee who is included in the minimum
wage, overtime, and time card provisions of the wage and hour laws.
Nonexempt employees are eligible for overtime pay or Comp time off
(if mutually agreed to) for overtime hours actually worked in
accordance with applicable state law.
5. Exempt Employee: an employee who is paid a fixed salary on a
weekly, monthly, or annual basis, rather than an hourly wage and who
meets the criteria for exclusion by wage and hour laws. An exempt
employee does not receive overtime pay or Comp time. (For further
clarification see: www.dol.gov)
Employee status is not to be confused with that of Independent Contractor.
The City reserves the right to hire someone to help with various tasks as an
Independent Contractor. An Independent Contractor is not entitled to any
City employee benefits, which would include Social Security, retirement
plan contributions, taxes, etc.
Equal Employment Opportunity
The City’s policy is to not discriminate in employment opportunities or
practices on the basis of race, color, religion, sex, national origin, age,
disability, sexual orientation, or any other characteristic protected by law.
The policy of nondiscrimination will prevail throughout every aspect of the
employment relationship, including recruitment, selection, compensation,
promotion, transfer, layoff, recall, termination, and dispute resolution.
3/7/2016
6
The City will attempt to make reasonable accommodations for qualified
individuals with known disabilities unless doing so would result in an undue
hardship.
If you believe you have been discriminated against, or if you witness or
suspect any violation of this policy, you must report the matter immediately
to your Department Supervisor or the Human Resources Manager. We will
not retaliate against you for filing a complaint or cooperating in an
investigation, and we will not tolerate or permit retaliation by management
or co-workers.
Anyone found to be engaging in any type of unlawful discrimination will be
subject to disciplinary action, up to and including termination of
employment.
Discrimination is prohibited by Federal law. Complaints of discrimination
may be filed with the Secretary of Agriculture, Washington, D.C. 20250.
Ethics and Conduct
The successful operation and reputation of the City of Prineville is built
upon the principles of fair dealing and ethical conduct of our employees.
Our reputation for integrity and excellence requires careful observance of
laws and regulations, as well as a scrupulous regard for the highest standards
of personal conduct and integrity.
Our success is dependent upon our residents’ trust and we are dedicated to
preserving that trust. You, as a City ambassador, are expected to maintain a
cooperative working relationship with staff, other organizations and citizens.
You are required to follow the City’s Safety Manual as well as your
department’s safety work rules and policies. You should handle yourself in a
professional manner and consider how you communicate with the public and
other employees.
If a situation arises where it is difficult to determine the proper course of
action, the matter should be discussed openly with your immediate
supervisor.
Compliance with this policy of ethics and conduct is the responsibility of
each City employee. Disregarding or failing to comply with this standard of
3/7/2016
7
business ethics and conduct could lead to disciplinary actions, up to and
including possible termination of employment.
Gifts, Prizes and Promotional Items
No City employee shall accept any gift, service or favor, which would lead
toward favoritism or the appearance of favoritism in any way.
Employees may keep prizes and awards offered to attendees of conferences,
seminars, or professional gatherings as a result of attendance or for winning
a contest or game. Promotional items, such as pens, pencils, coffee mugs,
etc, that are offered to all attendees, or that are meant to be used during the
course of the event are property of the employees. Employees may keep
these items for their personal use.
Personal Relationships in the Workplace (Nepotism)
The employment of immediate family members or individuals involved in a
dating relationship in the same area of the City operations may cause serious
conflicts and problems with favoritism and employee morale. In addition to
claims of partiality in treatment at work, personal conflicts from outside the
work environment can be carried over into day-to-day working relationships.
(Immediate family member is defined as: spouse, parent, sister, brother,
children, stepchildren, mother-in-law, father-in-law and grandparents.)
This policy applies to all employees without regard to the gender or sexual
orientation of the individuals involved.
Immediate family members of current employees may not occupy a position
that will be working directly for or supervising their relative.
If a relative relationship or dating relationship is established after
employment between employees who are in a reporting situation, it is the
responsibility and obligation of the parties involved to disclose the existence
of the relationship to management. The individuals concerned will be given
the opportunity to decide who is to be transferred to another available
position. If that decision is not made within 30 calendar days, management
will decide who is to be transferred or, if necessary, terminated from
employment.
3/7/2016
8
Conflicts of Interest
An actual or potential conflict of interest occurs when an employee is in a
position to influence a decision that may result in a personal gain for that
employee or for a relative as a result of the City’s business dealings.
Personal gain may result not only in cases where an employee or relative has
a significant ownership in a firm with which the City does business, but also
when an employee or relative receives any financial gain, kickback, bribe,
substantial gift, or special consideration as a result of any transaction or
business dealings involving the City.
It is forbidden for a City employee to make a decision for the City, when
that employee has a direct conflict of interest. It is also required, that an
employee reveal any POTENTIAL conflict of interest or APPEARANCE of
a conflict of interest to his or her immediate supervisor BEFORE any such
decision is made. The supervisor will make the decision as to whether or not
the employee is sufficiently free from any conflict of interest to be making
the decision or whether someone else should be making the decision.
Outside Employment
An employee may be allowed to hold a job with another organization as long
as he or she gets their Dept Supervisor’s approval first then the City
Manager’s approval also. The employee must satisfactorily perform his or
her job responsibilities with the City. All employees will be judged by the
same departmental performance standards and will be subject to the City’s
scheduling demands, regardless of any existing outside work requirements.
Disability Accommodation
The City is committed to complying with the Americans with Disabilities
Act (ADA) and ensuring equal opportunity in employment for qualified
persons with disabilities. All employment practices and activities are
conducted on a non-discriminatory basis.
The City of Prineville offers equal employment opportunities for qualified
individuals who may have a physical or mental disability, but are still able to
3/7/2016
9
perform essential job functions. Essential job functions are defined in the
position descriptions.
Reasonable accommodation may be provided to employees and applicants as
available, as long as the accommodation does not cause undue hardship on
the City. Individuals protected by the ADA should discuss their needs for
possible accommodation with their Supervisor or the City Manager.
Department Bulletin Boards
We use the bulletin boards to post up-to-date information. Legal notices
(required by law), safety committee minutes and information, job vacancies
or opportunities, etc are posted there. We ask that you check the bulletin
board regularly to obtain information that may be important to you.
Employee-Incurred Expenses & Reimbursement
The City of Prineville, meaning all departments, will begin reimbursing
team members for any travel and subsistence for city business or training
purposes at the following City allowed rate. The IRS Publication 1542 has
the current rates of allowances for meals. (You may view this publication at
www.irs.gov/formspubs/index.html, then select Publication number and
scroll to Pub 1542.) These rates are the maximum per diem rates we can use
without treating part of the per diem allowance as wages for tax purposes.
The full amount of the hotel reservation will be paid as long as your
Supervisor has approved your accommodations there.
Once you have located the allowable per diem rate in Publication 1542, you
may complete a travel expense form and the City will cut you a check for
your meals. You will bring back a receipt to confirm your hotel reservation
cost. The meals need not be reported back.
The employee also has the option of paying for the trip themselves, and
being reimbursed at the rate allowed in this policy.
If your City credit card is used, then there’s a separate form to be completed
upon your return. If you overspend the per diem allowance, you will
reimburse the City for this amount.
3/7/2016
10
The City management is offering city owned vehicles for your use in
attending training sessions, conferences, or other related City business. If
you choose not to use the City provided vehicle and use your own personal
vehicle, you assume all liability for your vehicle.
If you are required to use your own personal vehicle, you will be reimbursed
at the current rate determined by the IRS and listed in Circular E.
The City will reimburse you for parking fees with a receipt.
Each Department Supervisor is responsible to insure that the expense
information is collected, balanced, and submitted to the Finance Department.
II.
Employee Responsibilities
Change in Personal Data
Keeping your personnel records current can be important to you with regard
to pay, payroll deductions, benefits and other matters. If you have changes
in any of the following items, it is your responsibility to notify the Human
Resources Manager:

Name

Martial status

Address

Telephone number

Dependents

Person to be notified in case of emergency

Job related physical or other limitations that impact employment

Changes in status of driver’s license or CDL if required to drive for
the City

Changes in job related professional licenses

Other information having a bearing on your employment
There is an employee change form available to all team members.
3/7/2016
11
Attendance & Punctuality
To maintain a safe and productive work environment, the City expects
employees to be reliable and to be punctual in reporting for scheduled work.
Absenteeism and tardiness place a burden on other employees, on the City
and the citizens of Prineville. If an employee sees that they will be late or
unable to work as scheduled, they should notify their supervisor at least one
hour in advance of the absence.
Poor attendance or excessive tardiness may lead to disciplinary action, up to
and including termination of employment. If you fail to report for work or
call in for three (3) days in a row, you will be deemed to have abandoned or
resigned from your job.
Personal Appearance
Employees with a neat, clean, and tasteful appearance are important to our
success, especially in the case of employees greeting our customers. You
must dress appropriately for your job. If uniforms are required, they will be
provided or paid for by the City. You are responsible for keeping them
clean and in good repair. If you have questions concerning what is and is
not appropriate dress, please ask your supervisor.
We also ask employees who greet customers or members of the public on
the phone or in person to be aware of the importance of a cordial, positive
attitude. Treating other people with respect and a commitment to prompt
courteous service is another critical factor in our success.
Without unduly restricting individual tastes, the following personal
appearance guidelines should be followed:
 Tube or halter-tops may not be worn under any circumstances.
 Unnaturally colored hair and extreme hairstyles, such as spiked
hair and sculptured head styles, do not present an appropriate
professional appearance.
 Offensive body odor and poor personal hygiene is not acceptable.
 Perfume, cologne and aftershave lotion should be used moderately,
as some individuals may be sensitive to strong fragrances.
3/7/2016
12
 Facial jewelry, such as eyebrow rings, nose rings, lip rings and
tongue studs are not professionally appropriate and shall not be
worn during business hours.
 Torso body piercing with visible jewelry shall not be worn during
business hours.
 Visible excessive tattoos and similar body art shall be covered
during business hours.
The majority of City Departments have a policy of allowing jeans on Fridays.
Discretion should be used regarding the appearance of the jeans – no holes
and they should be in good condition.
Smoking
In keeping with the City’s intent to provide a safe and healthful work
environment, smoking in the workplace is forbidden. In accordance with
State Statues, all public buildings are to be “smoke free”. (ORS 433.835433.990) Also City Ordinances 1083 and 1122 address this issue.
Smoking or any tobacco product use by employees is permitted only during
rest or meal periods and only outside the buildings. However, individual
departments may have more restrictive standards depending on their
operational needs.
Electronic Communications Systems
All City computers, e-mail and voice mail facilities, and Internet access
accounts are City of Prineville’s property to be used to facilitate our business.
In addition, software that has been installed on City computers, and any data
collected, downloaded, and/or created on City computers is the exclusive
property of the City of Prineville and may not be copied or transmitted to
any outside party or used for any purpose not directly related to our business.
Upon termination of employment, no employee shall remove any software
or data from City-owned computers.
The City provides electronic communication systems to maintain
communications both within the City and with outside parties. Our
electronic communication systems include computers, software, electronic
3/7/2016
13
mail (e-mail), copiers, fax machines, telephones, voice mail, cell phones and
various on-line services.
Exploring the Internet for personal use should only be done before or after
work hours or during the breaks. The City has provided access to the World
Wide Web to allow our employees to perform business-related research.
Our Information Technology Manager is responsible for the software and
hardware of our systems. No downloading of different software should be
done without the IT Manager’s approval or consent.
Use caution with open Web sites, especially with visitors in your work area.
The use of these systems is not private or confidential. All communications
are considered to be public record and subject to disclosure. The City,
within the bounds of current laws, reserves and intends to exercise the right
to review, audit, intercept, access and search these systems at will, monitor
data and messages within them at any time for any reason, and disclose
selected contents without notice or other restrictions. Messages sent through
these systems remain the property of the City.
Any messages or communications used through these systems are subject to
our anti-harassment, anti-discrimination, and non-solicitation policies. You
are expected to carefully compose and review the wording, tone and content
of your communications before transmission.
The display or transmission of sexually-explicit images, messages, or
cartoons, or any transmission that contains ethnic slurs, racial epithets, or
anything that may be construed as harassment or derogation of others based
on their race, national origin, sex, sexual orientation, age, disability,
religious or political beliefs is not permitted before, during or after business
hours.
All system users who discover violations of this policy are expected to
notify their supervisors immediately. Improper use or violation of this
policy can result in disciplinary action, up to and including termination.
3/7/2016
14
Electronic Mail System
You should write e-mail communications with no less care, judgment, and
responsibility that you would use for letters or internal memoranda written
on City letterhead. As with all other communications, email messages are
part of the public record and subject to disclosure. While personal e-mail is
permitted, it is to be kept to a minimum. You should know that even when a
message is erased through e-mail it is still possible to retrieve and read that
message. We expect employees to respect others’ privacy and not retrieve
and read electronic messages unintended for them unless authorized to do so.
The use of passwords for security does not guarantee confidentiality.
Posting of defamatory or other derogatory information subjects an employee
to discipline.
Computers Systems
To protect the integrity of our systems, all software used on City computers
must be registered with the IT Manager. An approved listing of software
that is permitted for download on your workstation is provided at your
request. A virus check of all such software must be made immediately
before it is installed on any City computer. All licensing and versioning will
be handled by the IT Department. If you have any questions or concerns,
please contact the IT Manager.
Telephone Usage
The City of Prineville realizes that employees must occasionally make and
receive personal telephone calls at work. Such calls must be held to a
minimum, and should impact your work as little as possible. Unauthorized
or improper use of the telephone, including cell-phones, and charging long
distance calls to the City, will result in corrective action, up to and including
termination.
Voice Mail Systems
The voice mail system belongs to the City and is provided for use in
conducting business. All communications and information transmitted by,
received from, or stored in this system are City records. You have no right
3/7/2016
15
of personal privacy in any matter stored in, created, received, or sent over
the voice mail system. Please remember that messages on the voicemail
system are subject to public record and disclosure laws.
III.
Benefits
COP recognizes the influence employment benefits have on employees’
economic and personal welfare. The total cost of providing the benefit
program described here is a significant supplement to your pay and should
be viewed as additional compensation.
Policies, provisions, and procedures that govern the City’s benefit program
apply to all regular full-time employees, whether exempt or non-exempt.
Benefits do not apply to temporary or on-call employees. Part-time
employees may qualify for PERS; however, other benefits may not apply to
them.
Group Insurance
The City currently provides medical, dental, vision and life insurance to all
regular full-time employees and their dependents. Coverage cannot be
waived; it is not optional. The policy period begins August of each year.
The City will provide the information on the various coverages. You are
encouraged to ask questions as they arise about your coverage. Any further
information you need should be referred to the Human Resources Manager.
To be eligible you must be a regular full-time employee. Once you have
completed a full 30-day period of continuous employment, you are eligible
for the insurances to begin. Insurance plan coverage begins on the first day
of the month following completion of the 30-day waiting period.
If you wish to add a dependent or dependents, you must notify the Human
Resources Manager as soon as possible. To add a dependent, you must
complete forms within a 30-day window. If you are adding a new spouse,
they will be covered effective the date of the marriage. If you have a new
baby to add, they will be covered effective their date of birth.
3/7/2016
16
If the forms are not received within the first 30 days, you will not be able to
add the dependent(s) until open enrollment. Open enrollment occurs every
July. (This is because of the policy period beginning 8-1.)
By the same token, if you wish to delete any dependents, due to death or
divorce, you must also notify Human Resources as soon a possible. Please
use the Employee Change form to provide the change in written format.
The City currently pays the full insurance premium as part of your
compensation package. The City may, at its option, require an employee
contribution toward the cost of the employees insurance.
The City annually compares insurance programs for improved services and
better pricing. The City reserves the right to change insurance programs,
when it is determined to do so would be in the best interest of the City. Any
changes may be subject to labor negotiation on existing contracts.
If you leave the City’s employ, you have the right to continuation of your
insurance coverage. However, you are expected to pay the City the
premium for the coverage in a timely manner and complete the necessary
forms. Depending on the circumstances, you may only be able to continue
coverage for 18 months after you leave the City’s employ.
Deferred Compensation
Deferred Compensation is a voluntary payroll deduction, intended for
additional retirement funding, that is pre-taxed. At the present time, the City
has four different companies that you may use for deferred compensation;
Hartford, Nationwide Retirement Solutions (formerly PEBSCO), American
General (Valic), and First Investors.
Retirement Planning
The City submits funds to Oregon Public Employees Retirement System for
each eligible employee on the gross amount of your pay each pay period as
mandated by state law
3/7/2016
17
The City of Prineville Railway employees are members of the Railroad
Retirement Program; therefore they do not participate in the Oregon Public
Employees Retirement System.
If you have questions regarding our retirement plan, please contact Human
Resources.
Paid Holidays
The City’s policy on Paid Holidays may differ by department. Please check
with your Dept Supervisor regarding this matter.
Sick Leave
The City provides paid sick leave to all eligible employees for periods
of temporary absence due to illnesses or injuries. It is in your best interest,
and of course in your co-workers’ best interest to not be at work when you
are ill or injured. It is your Dept Supervisor’s responsibility to send you
home if you are incapacitated, and you are expected to cooperate with the
decision.
You are expected to notify your Department Supervisor at the beginning of
each workday that you will not be in during illness or injury. The Dept
Supervisors would appreciate notification of your absence at least an hour
before your shift is to begin. Exceptions to this include a serious accidental
injury, hospitalization, or when you know in advance that you will be absent
for a certain period and have informed management ahead of time (such as
scheduled surgeries, etc).
Your Dept Supervisor may request a doctor’s note if you are off work for
three days or more.
The City’s policy on sick leave accrual may differ by department. Please
check with your Dept Supervisor regarding this matter.
Vacation Leave
3/7/2016
18
Vacation time with pay is available to eligible employees to provide
opportunities for rest, relaxation, and personal pursuits.
Vacation normally accrues monthly and increases with your longevity.
Scheduling of vacation leave requests need to be approved by
yoursupervisor.
The City’s policy on vacation leave may differ by department. Please check
with your Dept Supervisor regarding this matter.
Upon termination of employment, employees will be paid for unused
vacation time that has been earned through the last day of work.
All employees are required to use his/her earned vacation time within twelve
months of earning it, unless authorized by their Dept Manager and approved
by the City Manager to carry over balances.
Other Benefits
FICA.
The City pays Social Security and Medicare on each employee monthly.
(The exception to this process is the City of Prineville Railway employees the Railroad Retirement Board covers them instead.)
State Unemployment Insurance.
The City also pays for State Unemployment Insurance coverage for each
employee in accordance with state regulation. (We are not subject to the
Federal Unemployment Tax Act.)
Workers’ Compensation.
The City carries workers’ compensation benefits through State Accident
Insurance Fund (SAIF) at no cost to the employees. This program covers
any injury or illness sustained in the course of employment that requires
medical, surgical or hospital treatment. Employees who sustain workrelated injuries or illnesses should inform their supervisor within one hour.
No matter how minor an on-the-job injury may appear, it is important that it
be reported immediately. The supervisor should complete the
Accident/Incident report with the employee. If medical attention is obtained
3/7/2016
19
or there is time loss, the employee should complete an 801 Form. Both of
these forms should be turned in to the Human Resources Manager for
submission to SAIF. Any questions or follow up on the claim should also be
directed through the Human Resources Manager.
The City also has a Return-to-Work program with SAIF. It is our desire to
use light or modified duty jobs, if available to get you back to work. For
further information on this, please contact Human Resources Manager.
The City of Prineville Railway employees are not covered under the
workers’ compensation plan. They are covered by FELA, Federal
Employees Liability Act, instead.
Safety.
The City has a Safety Committee and each department of the City is
expected to have representation on this committee. This committee is
formed, in accordance with Oregon law, and more importantly because of
the City’s concern for our employees’ safety. Please review the City’s
Safety Manual for further information.
If an employee recognizes an unsafe practice or situation, he/she should go
to their supervisor immediately with the matter and request a Report of
Unsafe Conditions/Practices form. Each employee has the right to halt work
on any project/process that they perceive or observe as an unsafe act,
condition or process. The supervisor will do everything in their power to
correct the matter as quickly and efficiently as possible. The supervisor will
then submit the form to the Safety Committee for review and possible
recommendation of further solution. The Safety Committee will respond to
the employee in writing, noting what action is taken.
All job-related injuries or illnesses must be reported to your supervisor
within one hour, regardless of severity. Failure to report an on-the-job
injury or illness may preclude or delay the payment of any benefits you may
be eligible for and could subject the City to fines and penalties.
Should there be an accident that involves a fatality, first notify your Dept
Supervisor, who will in turn notify the City Manager and also the SAIF
Immediate Response Team. The SAIF Immediate Response Team number
is #1-800-346-4544, Extension 53. This number is available 24/7.
3/7/2016
20
Please review the City Safety Manual for specific safety policy and
procedures.
Overtime
The City acknowledges that exempt employees are not entitled to overtime
or compensation time as set by the Dept of Labor. Non-exempt employees
may accrue compensation (comp) time only when both the City and the
employee mutually agree to it. This means that your Dept Supervisor must
approve of you working overtime before you work it. There will be a cap of
60 hours maximum that a non-exempt employee may accrue for “comp”
time.
The City Manager reserves the right to allow overtime compensation in the
case of a disaster situation where there is potential reimbursement.
Exempt employees may keep track of “flex” time, which is using hour for
hour of time beyond the regular 40 hour workweek. This may be reflected
on your time sheet.
For determination of whether or not you are an exempt or non-exempt
employee please check with your Dept Supervisor and check your position
description. (See US Dept of Labor’s website at http:www.dol.gov)
IV. Leaves of Absence
Military Leave
According to Oregon law, an employee can be on military leave up to 15
days each calendar year with no loss in pay.
A military leave of absence will be granted to employees who are absent
from work in accordance with the Uniformed Services Employment and
Reemployment Rights Act (USERRA). Advance notice of military service
is required, unless military necessity prevents such notice.
3/7/2016
21
Medical Leave
The City provides medical leaves of absence without pay to regular fulltime
employees who are temporarily unable to work due to a serious health
condition or disability.
Eligible employees should make requests for medical leave to their
supervisors at least 30 days in advance of foreseeable events and as soon as
possible for unforeseeable events.
A qualified health care provider’s statement must be submitted verifying the
need for medical leave and its beginning and expected ending dates. Any
changes in this information should be promptly reported to your immediate
supervisor. Employees returning from medical leave must submit a
qualified health care provider’s verification of their fitness to return to work.
Eligible employees are normally granted leave for the period of the disability,
up to a maximum of 12 weeks within any 12-month period. If the initial
period of approved absence proves insufficient, consideration will be given
to a request for an extension. Employees will be required to first use any
accrued paid leave time before taking unpaid medical leave.
Employees who sustain work-related injuries are eligible for a medical leave
of absence for the period of disability in accordance with all applicable laws
covering occupational disabilities.
Subject to the terms, conditions, and limitations of our insurance plans, the
City will continue to provide health insurance benefits for the full period of
the approved medical leave.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be
suspended during the leave and will resume upon return to active
employment.
So that an employee’s return to work can be properly scheduled, an
employee on medical leave is requested to provide the City with at least two
weeks advance notice of the date the employee intends to return to work.
When a medical leave ends, the employee will be reinstated to the same
position, if it is available, or to an equivalent position for which the
employee is qualified.
3/7/2016
22
If an employee fails to return to work on the agreed upon return date, the
City will assume that the employee has resigned.
Family Leave
The City also provides family leaves of absence without pay to full time
employees who wish to take time off from work duties to fulfill family
obligations relating directly to childbirth, adoption, or placement of a foster
child; or to care for a child, spouse, or parent with a serious health condition.
A serious health condition means an illness, injury, impairment or physical
or mental condition that involves inpatient care in a hospital, hospice, or
residential medical care facility; or continuing treatment by a health care
provider.
The provisions for family leave are normally the same as the medical leave
provisions stated above with the following exceptions:
1.
Married employee couples may be restricted to a combined total of
12 weeks leave within any 12-month period for childbirth, adoption, or
placement of a foster child, or to care for a parent with a serious health
condition.
2.
If the initial period of absence proves insufficient, consideration
will be given to a written request for a single extension of no more than 30
calendar days.
Compassion/Bereavement Leave
From time to time, we lose our loved ones. The full-time City employees
are allowed 4 days off (with pay) for the loss of a family member. The term
immediate family member includes spouse, parent, sister, brother, child,
grandchild and grandparent of the employee or the employee’s spouse.
If there is an occasion where you wish to attend a funeral of someone not
listed in the immediate family member description above, you should
discuss the matter with your Dept Supervisor.
3/7/2016
23
Jury Duty
If you are called to jury duty, the City will release you to do your civic duty
with full pay and benefits. Please notate your absence from work for jury
duty on your time sheet. Once you receive your check from the State or
Federal government, please submit it to the City to partially reimburse the
City for your absence.
Domestic Violence Leave Policy
The City of Prineville will allow unpaid leave to an employee who has
worked 25 or more hours for 180 days before a domestic violence leave is
requested. This unpaid leave must be used to obtain services or treatment
related to domestic violence, sexual assault, or stalking. This would include
but not be limited to medical care, counseling or legal assistance. (Court
appearance, attorney appointments, police report filing, health care
professional visits, relocation of employee and minor children, etc.)
The employee may use accrued leave time to be paid while on a domestic
violence leave.
Resources for victims of domestic violence:
Saving Grace (formerly COBRA)
1-800-356-2369
National Domestic Violence Hotline 1-800-799-7233
National Sexual Assault Hotline
1-800-656-HOPE
V. Employee Conduct
Substance Abuse
It is the City’s intent to provide a drug-free, healthful, and safe workplace.
To promote this policy, employees are required to report to work in
appropriate mental and physical condition to perform their jobs.
No employee may use, manufacture, possess, distribute, sell or be under the
influence of alcohol or illegal drugs. The legal use of drugs prescribed by a
qualified health care professional may be permitted on the job only if it does
not impair an employee’s ability to perform the essential functions of his/her
3/7/2016
24
job effectively and in a safe manner that does not endanger other individuals
in the workplace.
If alcohol is served at a City function, the City will provide transportation
home for anyone who requests and/or appears to need it. Otherwise,
employees who elect to go out after work for a drink with co-workers accept
full responsibility for their own actions. Socializing with the use of alcohol
is neither expected nor encouraged by the City in connection with
conducting City business.
If you have a problem with drugs and/or alcohol and wish to undertake
rehabilitation, you may use your accrued sick and vacation leave first then
you may be granted an unpaid leave of absence for this purpose. It is your
responsibility to seek help before the problem adversely affects your work
performance or results in a violation of this policy. If you need assistance in
seeking this help, you may talk to the Human Resources Manager. No one
will be discriminated against for undertaking rehabilitation.
For purposes of this policy, having any detectable level of an illegal or
controlled drug in one’s system while covered by this policy will be
considered to be a violation. Where we have a reasonable suspicion that a
team member is in violation of this policy, the team member will be required
to submit to testing to determine presence of, use of, or involvement with
alcohol or drugs. We reserve the right to determine whether reasonable
suspicion exists.
The following definitions apply:
Reasonable suspicion is defined as specific describable observations
concerning such circumstances as the work performance, appearance
(including, for example, noticeable odor of an alcoholic beverage), behavior,
or speech of the team member, or as being involved in an accident on City
premises that results in physical injury or property damage.
Under the influence is defined as any detectable level of alcohol or drugs in
an employee’s blood or urine, or any noticeable or perceptible impairment of
the team member’s mental or physical faculties due to illegal or controlled
substances.
3/7/2016
25
Controlled Substances are defined as all forms of narcotics, depressants,
stimulants, hallucinogens, and cannabis whose sale; purchase, transfer, use
or possession is prohibited or restricted by law.
Over-the-counter drugs are defined as those that are generally available
without a prescription from a medical doctor.
Prescription drugs are defined as those drugs that are used in the course of
medical treatment and have been prescribed and authorized for use by a
licensed practitioner/physician or dentist.
Any employee who is found to be in violation of this policy, who refuses to
submit to testing, or who refuses to cooperate, or attempts to subvert the
testing process may be immediately terminated. We also reserve the right to
involve law enforcement officials for any conduct that we believe might be
in violation of state or federal law.
If a professional assessment is made that you have a problem with alcohol or
drugs, your continued employment may be conditioned upon your entering
into and completing a treatment program (including follow-up
recommendations) approved by the City. You may also be required to sign
and live up to the terms of a performance agreement in order to demonstrate
your commitment to rehabilitation of staying alcohol/drug-free. This course
of action is likely if you come forward on your own and ask for help in
overcoming your problem. If you are caught selling, using or being under
the influence of drugs or alcohol while at work, we may terminate your
employment without offering you the opportunity to participate in a
treatment program.
Testing
If you voluntarily request assistance in dealing with a personal drug and/or
alcohol problem, you may do so through your Dept Supervisor. The Human
Resources Manager will be available to assist with this issue upon request.
The request for assistance will not jeopardize your employment as long as
this assistance is sought before work performance has deteriorated or
disciplinary problems have begun. Treatment programs for drug and alcohol
problems may be available through our health insurance coverage.
Post-treatment monitoring.
3/7/2016
26
As a result of corrective action arising from a drug or alcohol problem, you
may be required to participate in a drug or alcohol treatment program. If so
required, you may regularly be evaluated for drug and alcohol use by a
medical professional. When such a test is scheduled, we will pay the cost.
You may also be required to participate in follow-up care as part of a
comprehensive alcohol and drug treatment program. Depending upon the
nature of the conduct that led to your mandated participation in an alcohol
and drug treatment program, you may be required to submit to random or
unannounced screening for alcohol and/or drugs for a specified period of
time. You may also be required to meet various performance standards that
are imposed as a condition of continuing employment.
Post-accident/incident testing.
If you are involved in a job-related accident or incident resulting in property
damage, or physical injury requiring off-site medical attention, you may be
required to submit to testing to determine the presence of any involvement
with alcohol or drugs. Some city department may have additional testing
requirements.
Random testing.
You may be required to submit to testing on a random or unannounced basis
to determine the presence of, use of, or involvement with drugs or alcohol.
This may include testing by random selection, testing of an entire
department or work unit, or testing of specific identified categories of
employees as a group.
Employees required to have a Commercial Drivers’ License (CDL) are
subject to random drug testing under federal law.
Employees with questions on this policy or issues related to drug or alcohol
use in the workplace should raise their concerns with their supervisor or
Human Resources Manager without fear of reprisal.
3/7/2016
27
Unlawful Harassment
The City is committed to providing a work environment that is free from all
forms of discrimination and conduct that can be considered harassing,
coercive, or disruptive, including sexual harassment. Actions, words, jokes
or comments based on an individual’s sex, race, color, national origin, age,
religion, disability, sexual orientation, or other legally protected
characteristic will not be tolerated. Behavior such as telling ethnic jokes;
making religious slurs; using offensive slang or other derogatory terms
regarding a person’s race, age, sexual orientation, national origin or
disability; or mimicking one’s speech, accent, or disability are examples of
prohibited conduct and will not be tolerated. Retaliating against or harassing
individuals by making derogatory comments regarding protected status or
characteristics, and any other words or conduct that might create a hostile or
offensive working atmosphere are prohibited.
Sexual harassment is defined as unwanted sexual advances, or visual, verbal,
or physical conduct of a sexual nature.
Each Department Supervisor is responsible for maintaining a workplace free
of any form of sexual harassment. No Dept Supervisor shall threaten or
insinuate, either explicitly or implicitly, that an employee’s refusal to submit
to sexual advances will adversely affect the employee’s employment,
evaluation, wages, advancement, assigned duties, shifts, or any other
condition or employment or career development. Sexual harassment in the
workplace, whether by Dept Supervisors, non-managerial employees, or
outside individuals (vendors, citizens, etc) is also prohibited.
Immediately report any sexual or other unlawful harassment you experience
or witness to your Department Supervisor. If the Department Supervisor is
unavailable or you believe it would be inappropriate to contact that person,
you should immediately contact the City Manager, or Human Resources
Manager in his/her absence. You may raise concerns and make reports
without fear of reprisal or retaliation.
All allegations of harassment will be quickly and discreetly investigated. To
the extent possible, your confidentiality and that of any witnesses and the
alleged harasser will be protected against unnecessary disclosure. When the
investigation is completed, you will be informed of the outcome of the
investigation. You may not necessarily be informed about any disciplinary
3/7/2016
28
actions. We feel that discipline is between the City and the employee and is
considered confidential.
This policy covers conduct in the workplace, at social functions sponsored
by the City (holiday dinners or picnics), and at business functions
(conferences, meetings and/or other related activities).
Anyone found to be engaging in sexual and other unlawful harassment will
be subject to disciplinary action, up to and including termination of
employment.
Workplace Violence Prevention & Hostile Work Environment
The City is committed to preventing workplace violence and to maintaining
a safe work environment. Given the increasing violence in society in
general, the City has adopted the following guidelines to deal with
intimidation, offensive behavior, a hostile work environment, harassment, or
other threats of (or actual) violence that may occur during business hours or
on its premises.
All employees should 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. Firearms, weapons, and other
dangerous or hazardous devices or substances are prohibited from the
premises of the City.
Work-related conduct that threatens, intimidates, or coerces another
employee, a customer, or a member of the public at any time, including offduty periods, will not be tolerated.
All threats of (or actual) violence, both direct and indirect, should be
reported as soon as possible to your immediate supervisor. All suspicious
individuals or activities should also be reported as soon as possible to a
supervisor. Do not place yourself in peril. If you see or hear a commotion
or disturbance, do not try to intercede.
In order to maintain workplace safety and the integrity of its investigation,
the City may suspend employees, either with or without pay, pending
investigation.
3/7/2016
29
Anyone determined to be responsible for threats of (or actual) violence will
be subject to prompt disciplinary action up to and including termination of
employment.
Examples of Offenses for Which Disciplinary Action may be
Immediately Taken:
1.
Failing to properly document time on your own time records.
2.
Interfering with the work of others, their ability to complete work
assignments, or in the performance of their assigned duties.
3.
Smoking in areas where smoking is not permitted.
4.
Littering on premises.
5.
Engaging in unsafe or unwanted “horseplay” on City premises or
during work time.
6.
Being late or absent without authorization. Any employee absent for
three consecutive workdays without notifying their Dept Supervisor or
failing to return from an authorized leave of absence shall be considered to
have voluntarily resigned.
7.
Engaging in immoral conduct while on the job.
8.
Abusing time allowed for rest breaks and meal periods.
9.
Abusing the phones/computers or other equipment for personal use, or
conducting personal business during working hours.
10. Soliciting for any purpose during working time, or distributing
literature for any purpose during working time or in working areas.
11. Loitering while on duty or loitering on the premises while off duty.
12. Using abusive language while on premises.
13. Performing job duties in an unsafe or careless manner.
Examples of Offenses That May Result in Immediate Termination of
Employment:
1.
Bringing firearms or weapons of any kind, intoxicating beverages,
drugs or chemicals not medically required into the city facilities or
designated premises.
2.
Use of alcohol or drugs or being under the influence of alcohol or
drugs, or intoxicants of any type, or any criminal activity involving alcohol
3/7/2016
30
or drugs while at work. (Any employees on prescription or over-the-counter
medication, which may affect performance, are required to notify their Dept
Supervisor prior to beginning the work shift.
3.
Falsifying forms, reports, or records, including timecards.
4.
Falsely stating or making claims of injury or illness.
5.
Leaving work before the end of the shift without authorization of the
Dept Supervisor.
6.
Unauthorized removal of any City property, equipment, products,
records or other materials, or property belonging to another employee or the
City.
7.
Striking out or hitting another employee, regardless of the reason. OR
provoking another employee into striking or threatening another employee.
8.
Destroying City property, tools, or equipment.
9.
Willfully recording time on another employee’s time records.
10. Insubordination and/or refusing to follow your Dept Supervisor’s or
other authorized employee’s directions or instructions.
11. Violating safety or health rules or practices, or engaging in conduct
that creates a safety or health hazard.
12. Physical or verbal abuse of a citizen, vendor, other employee, or any
other individual.
13. Engaging in any form of harassment, including sexual harassment,
with another employee or visitor.
14. Sleeping while on duty, except during breaks.
VI Pay Practices
Paydays
You will be paid monthly. Paydays are on the last working day of each
month. If the last day of the month falls on a Saturday or Sunday, paychecks
will be distributed on the Friday prior to the established payday. If a City
holiday falls on a payday, you will receive your check on the last workday
prior to the holiday.
Payroll Deductions
Certain mandatory and elective deductions are made from employee pay,
and are noted on the paycheck stub. The only deductions made are those
3/7/2016
31
mandated by law or authorized by you in writing, provided such deductions
are not otherwise prohibited by state regulations.
Advance payments of salary are not permitted. You are expected to conduct
your personal financial affairs in a responsible manner.
Pay Rate
Information about your individual rate of pay and increases in pay, is
confidential and we ask that you exercise great discretion and care regarding
any discussion of these matters. Each non-union position will be assigned a
salary range (scale). This salary range will be reviewed annually and
possibly changed at that time by the City Manager. An annual increase is
not guaranteed. All union employees will be paid according to their agreed
rate of pay according to their contracts.
Delivery of Paychecks
Your paycheck or direct deposit notice will be delivered to you each payday.
The paycheck/notice will not be delivered to anyone else without your
written request.
Method of Payment
Your check stub shows gross earnings, deductions and net salary. We
encourage you to use the direct deposit availability. It’s an easier, faster way
to receive your paycheck.
Employee Withholding Allowance Certificates (Form W-4)
You are required under federal law to furnish the City with an Employee
Withholding Exemption Certificate (W-4) at the date of hire. You may
increase your withholding if you find that you have insufficient taxes
withheld to meet your year-end tax liability. Simply complete another W-4
indicating the “extra” withholding you desire each month.
Employment Eligibility Verification (Form I-9)
3/7/2016
32
Also required by the Dept of Homeland Security is the form commonly
called I-9. Basically it requires you to claim that you are a citizen of the
United States or you are not. You are also required to display identification
to verify that you are indeed who you say you are. Anyone that presents
fraudulent identification is subject to termination upon discovery that the id
is not valid.
Time Records
The time card/time sheet is a record of time worked and must be filled our
by each employee. It provides a permanent record of the time spent on the
job, indicating the time worked. The hours worked need to be carefully
entered as the City pays its worker’s compensation coverage using the hours
you declare.
The Dept Supervisors should review the time cards for completeness and
accuracy and then they are required to initial the time cards. All corrections
must be made, reviewed, and initialed by the Supervisor. Your signature on
the time sheet each pay period verifies that the times and dates are true and
accurate to the best of your knowledge. You should never allow someone
else to make entries on your time card. Willfully falsifying a time card will
be grounds to corrective action, up to and including termination.
Final Paycheck
While we request that you give us at least ten days advance notice prior to
departure when resigning or retiring from the City, if you provide us with at
least 48 hours notice (excluding holidays and weekends) you will receive
your final paycheck on the last day worked. If less notice is given, the final
paycheck will be provided within five business days or on our next regularly
scheduled payday, whichever comes first. Final paychecks will include all
wages earned through the last workday plus payment of any accrued and
vested benefits that are due and payable at separation.
Hours of Work
The general office hours are from 8:00 AM to 5:00 PM, Monday through
Friday. Of course, with various departments this schedule would not work
3/7/2016
33
well. Be sure to clarify with your Dept Supervisor what your normal work
hours are and also what your regular workweek is.
If you are a non-exempt employee, you should not begin work before your
normal starting time nor continue working beyond the normal quitting time
without advance approval from your Dept Supervisor.
Working through a lunch period is also not permitted unless approved by
your Dept Supervisor.
You are authorized by Oregon law to take two fifteen (15) minute break
periods each full day worked.
VII.
Employment Record Keeping
Access to Personnel Files
The City maintains a personnel file for each employee, and access to those
records is restricted to authorized persons only. The records contain benefit
applications, performance evaluations, correspondence and other pertinent
information. Authorized persons are your Department Supervisor, City
Manager, and of course Human Resources Manager.
Your personnel file is available for review by making advance arrangements
with the Human Resources Manager. You may obtain a copy of your file
when you request it in writing.
Employees also may review their medical records, which are kept in a
separate locked file. Although medical information is confidential, the City
attempts to comply with the Health Insurance Portability Administration Act
(HIPPA) when allowing access to employee medical records. All requests
must be made in writing and signed and dated by the employee wishing to
review their own medical file.
The City is in compliance with the Oregon Consumer Identity Theft
Protection Act of 2007.
3/7/2016
34
Performance Management & Review
To establish a meaningful performance evaluation system upon which the
City of Prineville can continuously monitor the effectiveness of the City and
its operations, all employees will receive annual performance evaluations.
The objectives of our performance management and formal appraisal
process are:

To ensure that each employees know how he/she is performing
against established performance standards;

To determine how well the City is doing in assisting with work
performance and objectives;

To ensure communication and two-way feedback;

To provide a tool for career planning; and,

To provide a permanent record of employee performance and City
contributions.
The City Manager and Dept Supervisors are accountable for providing
employee development actions designed to improve and enhance employee
performance such as:

Reasonable employee training;

Assigning, directing, controlling, and reviewing employee work;

Assisting employees in correcting deficiencies; and

Objectively evaluating employee performance during the evaluation
period.
Our performance appraisal program is intended to be participatory and
equally involves both your input and your supervisor’s input. This allows
you to contribute to the growth and improvement of the City. You are
encouraged to:

Report your objectives completion at least quarterly to your Dept
Supervisor;

Accept additional responsibilities and show initiative;

Review opportunities for advancement within the City;

Ask for assistance in developing a goal-oriented path for advancement
within the department or City; and

Learn about training available to assist you in improving your skills or
qualifying for a promotion or lateral transfer.
3/7/2016
35
VIII. Vehicle Driving Policy
Driving is among the most hazardous tasks performed by employees and
volunteers of the City of Prineville. Therefore, it is the policy of the City
that employees and volunteers will follow safe driving practices. Safe
driving practices include steps to ensure the driver’s total concentration
and safe operation of vehicles, such as determining clear directions
before departing, minimizing operating equipment such as cell phones
and two-way radios while the vehicle is moving, and not operating a
vehicle when the driver’s ability to react is impaired. Drivers are
expected to follow defensive driving principles, Oregon laws and
regulations to prevent accidents in spite of unsafe driving by others
and/or adverse driving conditions.
Department Supervisors are responsible for enforcing this policy, and
shall ensure all employees and volunteers who drive are notified of this
policy and the potential consequences of policy violations.
During times of emergency response by a city employee, it is expected
that they use cell phones and/or radios with caution while operating a
vehicle.
The City of Prineville shall allow only drivers that meet the following
eligibility criteria to drive on their behalf.
1. Job Applicants
When any position is being filled for which driving is an essential
function, the driving record for the previous five (5) years shall be
evaluated according to the following procedure:
a. Any certification of eligible applicants sent to department
supervisors for selection processes shall contain a reminder to
conduct a driving record check through DMV prior to finalizing
an employment offer.
b. Hiring personnel may offer employment contingent upon
receiving a successful driving record check. However, it is
suggested that the applicant’s driving record is checked prior to
a contingent hiring offer whenever possible.
3/7/2016
36
c. If the applicant being considered for hire is from outside the
State of Oregon, the hiring manager must request a copy of the
applicant’s driving record to be sent by fax or mail.
d. Human Resources or the Police Administrative Assistant will
complete the driving record check and send an email to the
appropriate department manager with the results. If the driving
record does not meet City standards, the recommendation not to
hire the applicant will be made.
e. If the supervisor requesting the hire wishes to contest this
recommendation, an appeal may be made to the City Manager.
A record of DUII, moving violations and/or accidents shall be
considered in determining whether an applicant is acceptable
(see Appendix A).
2. City Employees/Volunteers
Any City employee/volunteer must meet the following criteria in
order to be allowed to drive on City business:
a. Must possess a valid Oregon driver’s license or provide an
alternate means of transportation that is approved by the City
Manager.
b. Be at least 18 years old.
c. Possess a valid Commercial Driver’s License if driving a
vehicle requiring such.
d. If involved in an at-fault accident on City business, an
employee/volunteer is required to complete a defensive driving
course within six (6) months of the accident.
e. If in possession of an Oregon driver’s license, sign a release
form allowing the City access to his/her motor vehicle records.
f. If driving their personally owned vehicle, must be willing to
provide proof of insurance to the city evidencing liability limits
no less than the State required minimum of $25,000 single
occurrence/$50,000 annual aggregate.
g. Upon assigning driving privileges or responsibilities to an
employee/volunteer, the department shall provide pertinent
information by e-mail (e.g. name, date of birth, driver’s license
number) to Human Resources Manager for “flagging” purposes.
The City shall establish an account with DMV and monitor the
employee/volunteer’s driving record by reviewing any “flagged
records”. If a violation that occurs on work time falls into the
categories noted in Appendix A, Human Resources will inform
3/7/2016
37
the Department Supervisor. Violations falling into the
categories noted in Appendix A, as well as a pattern of
violations, along with other factors, if relevant, will be used to
determine if the employee/volunteer has an acceptable driving
record.
3. Discipline
Employee/volunteers who are found to have violated this policy or
find any indications of misconduct involving vehicles may be grounds
for disciplinary action up to and including termination. It is the intent
of this policy that unsafe behavior be identified and corrected. Should
discipline become necessary, it shall follow the City Employee
Handbook and union contracts, as applicable.
4. Other Drivers
In addition to City employee/volunteers, the following people can be
allowed to drive vehicles on City business:
a. An officer or agent representing the City.
b. Another person designated to act on behalf of the City.
Drivers who are not City employees/volunteers must meet the
following criteria in order to be allowed to drive on City business:
a. Possess a driver’s license valid in the State of Oregon; and
b. Be at least 18 years old; and
c. Possess a commercial driver’s license if driving a vehicle
requiring such; and
d. If driving their personally owned vehicle, provide proof of
insurance to the department manager of the department within
which they work evidencing liability limits no less than the
State required minimum of $25,000 single occurrence/$50,000
annual aggregate.
e. Obtain permission from the Department Supervisor of the area
to which they are assigned.
Driver Responsibilities
The following responsibilities apply to anyone who drives any vehicle on
City business:
1. Drivers and passengers are required to wear seatbelts at all times
when the vehicle is in motion.
2. Drivers shall have the vehicle’s lights on when driving.
3/7/2016
38
3. Drivers shall inspect vehicles at the beginning of each shift or prior
to each trip to ensure that the vehicles are in safe operating
condition prior to their use. This should include tires properly
inflated (i.e., not visibly deflated), clean windows, mirrors properly
positioned and all lights in working order.
4. Drivers shall comply with all applicable state and local driving
laws, parking regulations and all City and departmental safety
policies and rules. All drivers and passengers shall wear a safety
belt and the automobile’s headlights must be on when the vehicle
is in motion.
5. Drivers will drive according to the road conditions during
inclement weather. Drivers will be prepared in advance of bad
weather/adverse weather and road conditions.
6. Drivers shall be held personally responsible and liable for any
tickets received while driving a vehicle on City business. All
tickets for moving violations and/or parking fines received while
driving City vehicles shall be paid or otherwise resolved promptly
by the driver. Drivers shall notify their supervisor within 48 hours
of receiving any citation while in a City vehicle.
7. For photo radar or other citations issued against the vehicle’s
registration, the employee/volunteer’s department will complete
the “Affidavit of Non-Liability” or similar document issued with
the citation to identify the driver. The driver shall be personally
responsible and liable for promptly paying the fine or otherwise
resolving the citation.
8. In the event of an accident on City business, drivers shall
immediately contact their supervisor, and, if driving a City vehicle,
follow all City instructions/procedures for reporting accidents.
9. A driver whose license has been suspended or revoked shall
immediately notify his/her supervisor.
10. For employees who are required to drive or maintain a valid
driver’s license as part of their official duties, driving record
convictions may be considered as grounds for disciplinary action
up to and including dismissal, whether the offenses and infractions
occurred during or outside work hours. Volunteers with driving
record convictions on or off the job may be subject to reassignment
or removal from volunteer placement.
11. Drivers shall ensure that any passengers, who ride with them in a
City vehicle or in any vehicle while on City business, other than
those defined in the “Passenger” section on page 44, are authorized
3/7/2016
39
by their supervisor. Drivers shall not transport passengers unless
the passengers are wearing safety belts or other restraint devices in
accordance with Oregon Revised Statutes.
12. In the event of a citizen emergency that requires the use of a City
vehicle, department supervisors can grant prior authorization under
specific circumstances they establish. If an employee/volunteer on
City business encounters a stranded motorist, please be aware: a.)
there is no obligation to stop and render assistance, b.) you should
consider all objective circumstances regarding you own personal
safety before choosing to stop, c.) the only authorized action is to
help connect the motorist with appropriate roadside assistance.
13. Drivers shall not drive City vehicles or private vehicles for City
business when they are required to take medication that may
impair their ability to safely operate a moving vehicle. If in doubt,
the employee/volunteer should first obtain approval from his/her
physician that it is safe to drive while taking the medication. If the
employee/volunteer comes to work but due to the medication
cannot drive, the employee/volunteer shall immediately inform
their supervisor and ask for an alternate work assignment. If there
is no work available, the employee/volunteer may be assigned to
another department or sent home.
14. Employees/volunteers are expected to use good judgment at all
times while driving on behalf of the City. In circumstances where
the employee/volunteer is uncertain if he/she should be operating
or continue to operate a vehicle (such as prescription or over-thecounter medication, extended or continuous shifts, end-of-day long
distance travel, fatigue, poor weather or road conditions) the
employee/volunteer is expected to contact their supervisor to assist
in making the safest determination, or whether to continue to drive
or not.
15. Employee/volunteers will refrain from smoking while in a cityowned vehicle. If a personal vehicle is used for city business,
smoking shall be allowed in the vehicle only with the approval of
all passengers that may be affected by the smoke.
Using Cell Phones While Driving
The City encourages the safe use of cellular telephones by
employee/volunteers who use these tools to conduct business for the
City. However, when employee/volunteers are operating a vehicle,
3/7/2016
40
driving is the first responsibility. Employee/volunteers who use cell
phones while on City business should refrain from making or
receiving business calls while driving. If an employee/volunteer
needs to make or receive a business phone call while driving, the
employee/volunteer should make sure the vehicle is stopped and that
he/she is parked properly and off the roadway to make or receive the
call.
Employee/volunteers must use common sense when using a cell
phone and operating a vehicle. Concentration on driving should be
the highest priority. Talking on a cell phone while driving, like
adjusting the radio, eating or writing a note, makes it difficult to
concentrate on driving. Therefore, if the content of a call impairs
concentration, postpone the call until you can stop.
Employee/volunteers who use cell phones must keep business
conversations brief while driving. However, the vehicle should be
stopped and parked in a safe and proper parking area if the
conversation becomes involved, notes are to be taken, the traffic is
heavy, or road conditions are poor.
Employee/volunteers who are faced with an emergency, such as a
traffic accident or car trouble, may find it necessary to make a phone
call while driving.
Vehicle Use
1. City-owned/supplied vehicles.
The City provides vehicles for use by qualified drivers to conduct
official City business in the course and scope of their job and/or to
maintain the ability to respond to City business outside the
employee/volunteer’s normal work hours when special equipment or
tools are available in or on the vehicle. City vehicles shall not be used
for personal business. Use of City vehicles to commute to and from
work, except as stated above, is prohibited, unless approved in
advance by the City Manager.
2. Privately owned motor vehicles.
The City allows use of privately owned motor vehicles to conduct
official City business. A privately owned motor vehicle used for City
3/7/2016
41
business must be a conventional, at least four-wheel vehicle, and be in
safe mechanical condition that is adequate to provide safe transport
for the road and weather conditions. Vehicle equipment must
conform to State of Oregon requirements. A city owned vehicle or
rental shall be used when a personally owned vehicle does not meet
these standards. Vehicle registration and insurance must be current.
3. Insurance requirements.
a. The driver of a privately owned motor vehicle used to
conduct official City business must be insured against
liability (person and property) in an amount not less than the
minimum requirements of the State of Oregon.
Mileage reimbursement for the use of a privately owned
motor vehicle is considered full payment (including
deductibles, depreciation, insurance, maintenance, fuel and
operating costs) for its use.
b. The vehicle owner is responsible for any comprehensive and
collision coverage the owner may elect to carry.
c.
4. Out-of-State rental vehicles.
The City provides excess liability coverage to supplement the
coverage automatically provided by car rental companies.
However, the Oregon Tort Claims Act does not apply outside of
Oregon. For that reason, drivers shall purchase the offered
insurance through the rental company. Excess liability coverage,
collision coverage deductibles, and other charges not covered by
the car rental company insurance will not be paid by the City if an
accident occurs when the vehicle is used outside the scope of City
business, (e.g., on an out-of-state trip where a rental vehicle is used
for a non job-related side trip). Travelers are required to know the
driving laws for any state they drive in, apply the criteria of
common sense, propriety, and consider the relationship to business
purpose to the use of the rental vehicles and transporting
passengers while on City business.
3/7/2016
42
Passengers.
Only authorized passengers are allowed to ride in City vehicles and
other vehicles while in use for City business. Authorized
passengers are:
1. City employees conducting City business;
2. Officers and agents representing the City;
3. Volunteers acting on behalf of the City;
4. Vendors and contractors working on behalf of the City;
5. Participants in official City business, tours and programs;
6. Representatives of other governmental agencies with the City;
7. Anyone with prior authorization by the department supervisor
or with specific authorization by the City Manager, Elected
Officials or other manager with authority to grant such approval.
Appendix A
Requirements of an Acceptable Driving Record
These requirements became effective on July 1, 2006.
1. No class “A” infraction convictions during the past thirty-six (36)
months and no more than one (1) class “A” infraction conviction
between the past thirty-six (36) and sixty (60) months.
2. No more than one (1) class “B” infraction conviction during the past
twelve (12) months and no more than two (2) class “B” infraction
convictions during the past thirty-six (36) months.
3. No more than two (2) class “C” infraction convictions during the past
twelve (12) months and no more than three (3) class “C” infraction
convictions during the past thirty-six (36) months.
4. Demonstrated ability to maintain a drivers license without suspensions
for the past sixty (60) months.
5. No felony or misdemeanor driving convictions within the past sixty
(60) months.
Examples of Violations listed by Classification:
Class “A” Infraction
 Failure to obey a traffic flagger
 Driving while suspended (infraction)
3/7/2016
43




Careless driving (accident involved)
Speed racing
Speeding (30+ MPH over posted limit)
Failure to stop for school bus
Class “B” Infraction
 Passing in a no pass zone
 Failure to drive on right side of the road
 No operator’s license
 Careless driving (no accident involved)
 Failure to obey a traffic control device
 Driving uninsured
Class “C” Infraction
 Failure to use traction devices
 Defective headlights
 Illegal U-turn
 Failure to yield to pedestrian in crosswalk
 Speeding (11-20 MPH over the limit)
Class “D” Infraction
 Impeding the flow of traffic
 Failure to signal lane change
 Failure to display license plates
 Speeding (1-10 MPH over the limit)
 Failure to use safety belts
 Failure to change information on driver’s license
Class “A” Misdemeanor
o Reckless endangerment of a highway worker
o DUII
o Providing false information to a police officer
o Hit and run (property damage)
o Reckless driving
o Driving while suspended
Class “B” Misdemeanor
o Providing false information regarding liability insurance
o Providing false information on accident report
3/7/2016
44
Class “C” Misdemeanor
o Failure to display a driver’s license
o Failure to return suspended license
Class “C” Felony
 Hit and run (injury)
 Attempting to elude a peace officer
 Driving while suspended/revoked
3/7/2016
45