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Home My WebLink About02.22.11 Council Packet City of Farmington 430 Third Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture, FARMINGTON CITY COUNCIL Todd Larson, Mayor Jason Bartholomay Christy Fogarty Terry Donnelly Julie May AGENDA REGULAR CITY COUNCIL MEETING February 22,2011 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) 4th Quarter 2010 ALF Ambulance Report 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (This time is reservedfor citizen comments regarding non-agenda items. No official Council action can be taken on these items. Speakers are limited to frve minutes to address the Council during "Citizen Comment" time.) 7. CONSENT AGENDA a) Approve Council Minutes (2/7/11 Regular) (2/14/11 Special) (2/14/11 Workshop) b) Approve Temporary On-Sale Liquor License - Administration c) Adopt Ordinance Amending 2011 Fee Schedule - Administration d) Approve Appointment Parks and Recreation Commission - Administration e) School and Conference - Fire Department f) School and Conference - Fire Department g) School and Conference - Parks and Recreation h) School and Conference - Natural Resources i) Adopt Resolution - Approve Rebanding of Warning Siren Notification System - Police Department j) Approve Bills ApprQved ApproWd Ord 011-631 Approved ApproVed Approved Approved Approved R13-11 . Approved REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda, Jfyou wish to address the Council regarding any or all of the items on the Regular Agenda, please address the item when the item is discussed Speakers will be given at least three minutes to speak per item. Additional time may be granted to speakers representing two or more persons.) 9. A WARD OF CONTRACT 8. PUBLIC HEARINGS a) Adopt Resolution - Vacating Portion of Dunbury Avenue - Riverbend Subdivision - Planning 10. PETITIONS, REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Approve Policy Manual- Human Resources 13. COUNCIL ROUNDTABLE a) Council Retreat Date 14. ADJOURN Persons with a disability may request a reasonable accommodation by contacting the City Administrator's office at 651-280-6803, Request should be made 24 hours in advance or as early as possible to allow time to arrange accommodation. Table of Contents Agenda. . . . . . . . . . . . . . . . . . . . . .. ..,......,. 2 Approve Council Minutes (217/11 Regular)(2/14/11 Special)(2/14/11 Workshop) Regular Minutes 217/11 . . .4 Special Minutes 2/14/11. . . 12 Workshop Minutes 2/14/11 . 13 Approve Temporary On-Sale Liquor License Memo . . . . . . . . , , . . . . . . . 15 Applications, . . , . . . . . . . . . . 16 Adopt Ordinance Amending 2011 Fee Schedule Memo . . . . . . . . . . . . . . . . . . . 19 Ordinance. . . . . . . , . . . . . . . . . 20 Appointment Recommendation Parks & Recreation Commission Memo . . . . . . . 21 School and Conference State EMS Conf . . 22 School and Conference Fire Investigation Conf . 23 School and Conference Memo . . . . . . . . . . 24 MN Shade Tree Short Course MN Shade Tree Short Course. .25 Dakota County Outdoor Warning Siren Activation System Warning siren activation. . . . . . . . . . 26 NARROW BAND SIREN RESOLUTION . 28 Approve Bills List of Bills. . . . . . . . . . . . . . . . . 30 Adopt Resolution - Vacating Portion of Dunbury Avenue - Riverbend Subdivision Dunbury Avenue Vacation CC memo. . 48 ROW vacate Resolution. . . . . . . . . 49 ROW Vacation201 01145 01 ESF01 . . . 50 Approve City Administrative Policies and Procedures Manual P&P manual 2011. . . . . . . . . . . . . . , . . . . . 51 1 c;o . 5 M~M~_~l~~~ ~tmDiI\J!MB~ ~~.~omD[thojlnmR6mJ~~1mfI1\y :~ '" a~~~~~~ 'i'~.{'~!;:k.::;~. ...:'~~MmYmmmCtlm. ~= .::l!\i,-., ~ L~ ';':":"':';"~.' "'. .~. . ~~8wdlib ~'.' ..-. i~t:~~~~~;.~.;: ~ . ==ldlh~m]@.mil~~Cii1i!hm ...':'};....-~*,.'_,1JlI':' i4l.'" ", '4- ^m~}~~E'~~~:= .;..."'.-..... ~~~miIro . '.;:,.'~~.~:;Q.i:.~Q..t:QI6M mmmdfhIDI)l':lfi~ ~ l~.tiOmr , ';j ~;)"';"" ..~'iUtltl.~i.~..}~~~tItiToA~ ;",',.1./.,;,."";:,, " . ~~:';";''';;''~,!,;,~~.~,-;.. ':'. '-~"":':':.-""f"")."'--: . . . Ol1e 6 .. I Response Information: FouLtb Quarter 201 0 Allina Medical Transportation provides 64 hours of ambulance coverage every day as we work to provide and promote the highest-quality compassionate emergency care for the citizens and visitors of our communities, ALF-BASED ALLlNA AMBULANCES AMBULANCES AVERAGE RESPONSE TIME AVERAGE RESPONSE TIME 6ft} IiBiId~r.w -----. . .m1 ,.' ~I~tt~. ." j'; '~ ~ @JDfj : ag ..k/.... ~ . -"'-_"ft"~~-.., ~~"lI'~ APPLE VALLEY 8:01 7:04 8:06 7:04 LAKEVILLE 426 297 8:20 7:51 8:25 7:51 FARMINGTON 205 140 11 :16 10:10 11 :31 10:10 CASTLE ROCK 9 6 17:45 15:26 17:45 15:26 EUREKA 9 6 13:08 13:14 13:08 13:14 EMPIRE 20 16 13:05 12:31 13:05 12:31 TOTAL 1,422 995 8:46 7:51 8:51 7:55 911 CALLS: These calls come through the 911 system. In the ALF service area, Dee answers the calls and forwards the information to AMT for ambulance dispatch. EMERGENCY CALLS: These are 911 calls where the ambulance responds with lights and sirens, The distribution of calls by community remains stable and consistent with history, The following chart shows the distribution of calls among the cities and townships in the ALF Primary Service Area, CALLS IN ALF PSA BY COMMUNITY Eureka 0.6% Empire 1~'t1 Fafllling!oll 14% C<3slla RC(;!\ Q,Ij'}} ~\p:.>Iu ViJllu:t 53% lnkl.'\;lIu 30% two 7 Response Information: AlIina's ALF operation both receives and provides mutual aid to and from neighboring ambulance services, In the fourth quarter 2010, mutual aid was used to handle calls in the ALF service area 62 times. AlIina handled 36 of those responses; BUl11sville Fire Departinent handled 20, and HealtliEast handled six mutual aid requests during this three-month period. The following chart details the location of calls ALF handled in other communities, 84 CALLS OUTSIDE ALF PSA HANDLED BY ALF UNITS R.o:;.emount. 6 OltI >.:lr, 14 E&;J9Il, 8. 8IolJrrrill'J!on, 10 t-:n=:rtii Rh.of:f, :1 8uITls\flla. 43 three 8 Response Information: Fourtb Quarter 201 0 PATIENT DESTINATION Allina is committed to transporting patients to their hospital of choice barring clinical reasons to the contralY, In the fourth quarter 2010, Allina, as the operator of ALF Ambulance Service, transported 964 patients to various Minnesota hospitals. The following table and chart below provide more detailed information about the destination. ~.,~ FAIRVIEW RIDGES-BURNSVILLE 549 57% UNITED HOSPITAL-ST. PAUL 102 n% REGIONS HOSPITAL 58 6% FAIRVIEWSOUTHDAI::E 48 5% ABBOTT NORTHWESTERN HOSPITAL 44 5% NORTHFIELD HOSPITAL 34 4% FAIRVIEW RIVERSIDE 27 3% HENNEPIN COUNTY MEDICAL CENTER 19 2% METHODIST HOSPITAL-ST, LOUIS PARK 17 2% CHILDREN'S HOSPITALS AND CLINICS-ST. PAUL 13 1% ST, JOSEPH'S HOSPITAL-ST, PAUL 11 1% VETERANS AFFAIRS MEDICAL CENTER 11 1% FAIRVIEW UNIVERSITY 6 1% ST, FRANCIS REGIONAL MEDICAL CENTER 6 1% uHILDREN'S HOSPITALS AND CLINICS-MINNEAPOLIS 5 1% iST, MARY'S' MEDICAL HOSPITAL -ROCHESTER 5 1% REGINA MEDICAL CENTER'HASTlNGS 4 0% ST. JOHN'S HOSPITAL 2 0% NORTH FIELD CARE CENTER 2 0% NORTH MEMORIAL MEDICAL CENTER 0% TOTAL 964 100% . 0 e (I . " ,7.. Y~'i':':~':' ~l'lTmlill.ICI~.;00f~"~jlll':1i~~f;1t::,~*t,2;:z-, fn II r 9 "\. -=-- ~ {i v c 10 20UlRespoose 1o~ Allina Medical Transportation provides 64 hours of ambulance coverage every day as we work to provide and promote the highest-quality compassionate emergency care for the citizens and visitors of our communities, ALF-BASED ALLlNA AMBULANCES AMBULANCES AVERAGE RESPONSE TIME AVERAGE RESPONSE TIME ~J.~~'~~,llt~?~i~-'..'.O',h~::;~ ,=~~[~7 .~ &,:I~["''' "f'mU r:marca~~[~ :\,h,:, &"C; "116," je... t,I.,..wi'~" .; ; .mm . . . ~,~ @.D.R" ,~.. '-"!<~'f :t1'7- ';\'. 1._;';_'~-~~'J"'''''\c.; ,", "_ ..,<:""("":~ " ' ',' " ,. APPLE VALLEY 2,852 2,012 8:12 7:03 8:12 7:03 LAKEVILLE 1,693 1,245 8:13 7:37 8:13 7:37 FARMINGTON 700 490 11 :01 10:04 11 :01 10:04 CASTLE ROCK 46 39 13:46 12:50 13:46 12:50 EUREKA 31 20 13:00 12:24 13:51 12:24 EMPIRE 65 50 13:57 13:08 13:44 13:01 TOTAL 5,387 3,856 8:46 7:51 8:47 7:50 911 CALLS: These calls come through the 911 system, In the ALF service area, Dee answers the calls and forwards the information to AMT for ambulance dispatch. EMERGENCY CALLS: These are 911 calls where the ambulance responds with lights and sirens. The distribution of calls by community remains stable and consistent with history, The following chart shows the distribution of calls among the cities ane! townships in the ALF PrimatY Service Area. CALLS IN ALF PSA BY COMMUNITY F<JrmillrjlQII 13% CA:'lllfl Rock 0.0% gur....'ku O.ti% Em.jJlru 'I'Y~ Apple Vall":l' 53~;) L<ir.."l'.iIIe 311.}~ S I .\ 11 2010 Response Information AlIina's ALF operation both receives and provides mutual aid to and from neighboring ambulance services. In 2010, mutual aid was used to handle calls in the ALF service area 193 times. Allina handIed120 of those responses; BUl11sville Fire Department handled 53, and HealthEast handled 20 mutual aid requests during 2010, The following chart details the location of calls ALF handled in other communities. 296 CALLS OUTSIDE ALF PSA HANDLED BY ALF UNITS Minneapolis, 6 Norlhfleld, 1 Rosemount, 21 Airport, 4 Inver Grove, 2 . \ \ \. \ , . Other, 24 Eagan, 20 Credit River, 14 I Bloomington, 16 \ \ l3urnsville, 188 The distribution of patients across the healthcare systems reflects the historical pattern of ALF Ambulance Service patient destination as depicted in the following chart. PATIENT DESTINATION BY HEALTH SYSTEM Hennepin County, 60, 2% Northfield, 113,3% / , .I . HeallhEast, 42,1% Park Nicollet, 66, 2% Other, 149,4% HealthPartners, 55 6% NUna, 556, 15% Fairview, 2560, 67% SCI'l'J1 12 PATIENT DESTINATION Allina is committed to transporting patients to their hospital of choice barring clinical reasons to the contralY. In 20ID, Allina, as the operator of ALF Ambulance Service, transported 3,757 patients to various Minnesota hospitals. The following table and graphs below provide more detailed information about the destination, ~mHl;:I. .. ':, . !~.U'101 tliWIS~~ . .'. '_.'.. . " Co ',:,~: . . "t."_.,: '.' "" ".:. ,. R '" . ,~~. ~~~'i:"f r'~~:,.j)~~.l'-,~~..,..,.~,",~..: .","'.-- "-, FAIRVIEW RIDGES'BURNSVILLE 2,205 59% UNITED HOSPITAL-ST, PAUL 384 1 0% FAIRVIEW SOUTH DALE 220 6% REGIONS HOSPITAL 211 6% - ,-. -,.. ABBOTT NORTHWESTERN HOSPITAL 140 4% NORTH FIELD HOSPITAL 110 3% FAIFliil EVfRfvERSI DE 100 3% CHilDREN'S HOSPITAL-ST, PAUL 85 2% METHODIST HOSPITAL-ST. lOUIS PARK 66 2% HENNEPIN COUNTY MEDICAL CENTER 60 2% ST. JOSEPH'S HOSPITAL"ST. PAUL 38 1% FAIRVIEW UNIVERSITY-MINNEAPOLIS 34 1% VETERANS AFFAIRS MEDICAL CENTER 34 1% ST. FRANCIS REGIONAL MEDICAL CENTER 22 1% CHilDREN'S HOSPITALS AND CLINICS-MINNEAPOLIS 19 1% REGINA MEDICAL CENTER-HASTINGS 10 0,27% ST. MARY'S HOSPITAL-ROCHESTER 6 0.16% ST, JOHN'S HOSPITAL 4 0,11 % NORTHFIELD CARE CENTER 3 0,08% NORTH MEMORIAL MEDICAL CENTER 2 0,05% UNIVERSITY OF MN CHILDREN'S HOSPITAL FAIRVIEW 1 0.03% QUEEN OF PEACE HOSPITAL-NEW PRAGUE 1 0,03% FAIRVIEW RED WING MEDICAL CENTER 1 0.03% CANNON FALLS COMMUNITY HOSPITAL 1 0.03% . ~U11..{ClI.III1~d:I:{'~[f:I:['WinL'JIli:!Ii:!IB'Vi1t_V~~;..' ..... .' . - . . '.1W!lS:t11wrml:J~i-"lIfft:-'. -';j~ . C; Rh I 13 AMT was thrilled to host a visit from U.S, Senator Al Franken at the Apple Valley base, The Senator toured an ambulances and talked with paramedics Casey Haggstrom, Kerry Callahan, and Dave Bee- cham before sitting down to discuss issues impacting EMS and public safety. Bill Snoke articulated EMS industry concerns and introduced Scott Johnson and Nealon Thompson who spoke for their respective discipline, ALF Manager Jeff Czyson presented the golden stork award to Dakota Communications Center operator Stacie Adamek. Stacie provided instructions for a nervous family member who not only conducted an at-home delivery, but also handled the baby boy, who was having difficulty breathing, Stacie retained her usual calm demeanor, And, AMT is happy to report the baby is now doing just fine! Congratulations Stacie! 11 III C 14 Bide-to-ScbooL A fundraiser was held for the children of Lakeville Police Sergeant Brigham Strole on October 6,2010. The fundraiser included a silent auction to which Allina donated a Ride-to-Schoo\ with Show and Tell, The Ride-to-School and Show and Tell was a big hit with the organizers and attendees, The winning bidder was Dakota County Deputy Matt Regis on behalf of his 5-year-old son Owen, The paramedics arrived at the family home where the crew provided a tour of the ambulance and their equipment for Owen and his family, Following the time with family, Owen was driven to school where he was greeted by his teacher and classmates who all receivecl a tour, age appropriate first-aid tips and prizes, I . Ie 11 15 Community I'nvolve'ment: . CITY OF APPLE VALLEY TABLETOP EXERCISE Jeff Czyson participated in a severe weather exercise hosted by Police Chief Scott Johnson and conducted by Dakota County Emergency Management Director Dave Gisch. The exercise was well attended by city leaders including Fire Chief Nealon Thompson and City Administrator Tom Lawell. The interaction and awareness of the interdependence between departments was very rewarding ctr,y OF APPLE VALLEY EMPLOYEES WELLNESS FAIR Blood pressure checks were conducted during the wellness fair along with distribution of first aid pamphlets for fair attendees. COMMUNITY CPR CLASSES Classes were provided for Kenwood Middle School (Lakeville). Farmington Park and Recreation Staff, Dakota County Medical Volunteer Corp" Wings Financial Credit Union, Wings Property Management Group, Apple Valley Senior Center. Farmington High School. Civil Air Patrol and Tags Gymnastics, CONAGRArABLETOP EXERCISES Kyle Strege and Jeff Czyson joined with Chiefs and/or lead officers from Lakeville Police and Fire to participate in a series of all-hazard tabletop exercises at ConAgra, The company initiated these exercises following the creation of internal emergency response teams. An exercise was conducted with team members from each of the four shifts and incidents included: a tornado which damaged the building and injured workers; a hazardous materials incident; an active shooter scenario; and a large fire, DAKOTA COUNTY SAFETY DAY AMT assisted the Dakota County Heart Restart CPR program in staffing a booth at the Western Government Center in Apple Valley. Information on Sudden Cardiac Arrest and CPR and AED demonstrations were conducted for those who stopped by the booth, . DISTRICT 196 NURSES' ED'UCATION DAY In conjunction with Apple Valley Police, AMT provided insight to the nurses on what happens when they call 911 from the school. Numerous questions were answered. ~LEMENTARY KIDS DEMqNSTRATIONS First aid tips and ambulance demonstrations were presented to various elementary groups, Schools visited included Cedar Park Elementary in Apple Valley. North Trail Elementary in Lakeville and JFK Elementary in Lakeville, AMT even provided a tour for Chuck E, Cheese! -~ "'.':"", ' 4 ~ c Ie l'CIl 16 Community Involvement: treadJ Farmington High School Participates InTake Heart Minnesota Grant Study Farmington High School is participating in a study to determine the effectiveness of using the Friends and Family CPR Anytime Kit to teach high school students CPR. The study is funded through a grant from the American Heart Association and Laerdal Medical. The Friends and Family CPR Anytime Kit includes an 30-minute interactive video that teaches students how to perform CPR and their own manikin for practicing CPR techniques, The Farmington students had not previously studied CPR in school. After each group learned the skill, they were tested for proficiency by using Laerdal computerized manikins. The data will be analyzed ancl compared to a group of students from Eagan High School that learned CPR through a four-hour health care provider class. The first test was immediately after instruction.The second test will come six months later to assess retention, FAllMINGTON VARSITY FOOTBALL AMT entered into an agreement with Jon Summer, Athletics Director for Farmington School District 192, to provide a dedicated ambulance for four home football games. The agreement also included five additional tentative dates for the MSHSL if Farmington would be playing in, or hosting, playoff games, Unfortunately, we were not needed this season, Maybe next year! FIRE DEPARTMENT OPEN HOU?E? A dedicated ambulance and paramedic attended open houses in Apple Valley, Lakeville, and Farmington during Fire Prevention Week. Staff provided vehicle tours, equipment demonstrations, participated in a mock crash with patient extrication and hand-off to Air Care, ancl answerecl countless questions, We were also able to work in concert with the Farmington Heart Restart program to sign citizens up for CPR classes. INTRODUCTION TO MEDICAL C;:AREERS - PARAMEDIC Allina Education attended two different high school events in Lakeville to discuss being a paramedic as a potential career for students, At Lakeville South, AMT presented at the Lakeville North and South High Schools Career Jamboree, More than 700 students and their parents participated in this event. There were more than 60 different careers presented. In addition, AMT attended a health class at Lakeville North and presented information on the paramedic career and demonstrated some of the equipment. An ambulance tour was also conducted. Both events were very well received, As one student said, "The presentation was insightful and enjoyable! Thanks for doing what you do", flUe/ve 17 10 "'?" j, .. ...~.~ "':a. . ! :- 1'/ 11 ,. ~~. '" 1 ~j~...J! - ,: .'" I . ',~~.; "1' l~~~.. Iii' j " I ; ,. I '''' J t ..1, ,"A., I,~ AJ' t' l~' ~ ...,11 11'fT"""' .. _ .A'~ # -=- A LEGISLATIVE SESSION As with previous reports, the legislature's direction on healthcare reform continues to be of intense interest. Gov, Dayton announced early Medicaid enrollment which will help provide health care for several thousand Minnesotans and bring substantial matching federal dollars to Minnesota, The tUl110ver in legislators and the change in leadership and protocols for this session are creating a very dynamic environment, Allina is committed to ensuring that policymakers have factual information and perspectives when making decisions that will impact the healthcare we provide, Challenges and threats to EMS abound again this session, We will be monitoring EMS-specific legislation as well as any bill that might include amendments that could impact us, We are aware of several topics that may draw legislative interest including the Revenue Recapture Program, No-Fault Insurance, Ambulance Tax Exemptions, and Tort Caps, We cominue to work with the Minnesota Ambulance Association and its lobbyist on these and other issues, CONTRACT RENEWAL 2011 is the third year in our contract to operate AlF Ambulance Service, The contract is for a three-year period with two, three-year renewals allowed, Based on the conversations, interactions and feedback from the Executive Management Committee and the ALF Board of Directors, we believe you have been pleased with our peLformance. We enjoy serving the communities and look forward to continuing our relationship. I hi r 1 <! C 11 18 ~ , . CONTRACT RENEWAL CONTINUED We believe it may be time to begin discussions about the potential for renewing the contract for an additional three-year tenl1, The city councils of the three cities saw some changes that may alter the membership of the ALF Board. We would like to allow adequate time for orientation of new Board members to support informed decision-making, We are open to considering any changes to the agreement which the cities may wish to propose, We suggest a series of dialogues over the year to identify and understand any changes to that may be appropriate. We respectfully suggest that some language changes may be appropriate to reflect the realities of how the Dakota Communications Center processes emergency medical calls, NEW INITIATIVES In 2011 Allina Medical Transportation is undertaking two exciting initiatives, We are working with other areas within the Allina Health System to pilot the use of paramedics to monitor and manage patients at risk for readmission to a hospital. The pilot will not be in the ALF area, but the outcome of this pilot will influence the future role of paramedics across our entire system, The use of paramedics in expanded roles holds great potential to help improve the health of our communities, make better use of a skilled and knowledgeable resource, and secure additional revenue, The other exciting initiative is a research project AMT will conduct to evaluate what difference varying levels of first response service has on patient outcome, AMT works with a wide range of first response models across our system, We will be comparing the patient outcome for similar clinical present~.tions to determine whether more advanced firs[ responders improve [he patient's clinical outcome. The research will not provide definitive answers to the value- added by first responders I but we hope it will help advance the discussion of this emerging issue. Io 11 r t l! l! 11 19 I I I I I. 2011 EMS legislative Issues SummaD'Y 'to All.f Executive Management Committee Prepared by: William Snoke Director, Office of EMS Allina Hospitals & Clinics January 27, 2011 20 Swnmary of 2011 EMS Legislative Issues ALF Executive Management Committee Medicaid Enrollment The decision by Governor Dayton to enroll eligible Minnesotan's itl Mcdicaid brings fcderal matching dollars into the healthcare system. Prior to this action, several thousand :Minnesotans were removed from dle State's General Assistance Medical Care (GAMe) program, The result was that ambulance senrices were requited by lVIinnesota law to provide service but denied any reimbursement for those senrices, While reinlbursement for this patient population is often below the cost of providing se~vice, it is revenue dlat helps offset operating costs, Revenue Recapture Many EMS Selvices across lVIinneSOL'l participate in dus program wluch allows any licensed ambulance service to subnut claims for reimbursement - after appropriate collection attempts have failed - to dle State. Those claims are paid from refunds owed to dle patient for income taxes, rent credit, lotte~y winnings, etc. This program has been an important collections tool that generates sigtuficant revenue, Allina Medical Transportation typically receives about $600,000 annually from dus program. There is potential that the State would narrow the list eligible participants for this program. If ambulance selvlces were elhninated dus would constitute a se110us loss of revenue fot EMS in 1-Iinnesota. No-Fault Insurance Over the past several legislative sessions there have been efforts to elhlunate Ivlinnesota's No-Fault Insurance program. The dueat to ambulance services is for both a delay in paym.ent as well as the potential for reduced reimbursement. There have been discussions with key legislators to include a $20,000 medical benefit that would allow ambulance services and emergency departments to be paid for the initial emergency care provided to dle insured. Since ambulance selv.ices and emergency departments are requited to p.rovide dus care, it is being argued that payment should be assured. This assurance will also help prese~ve the State's traum.a care system. Ambulance Tax Exemptions Over the years, all ambulance selvlces in Minnesota regardless of ownerslup have received favorable tax treatment du:ough exemption from various taxes, These incluqe sales and fuel taxes. As the State Legislature wrestles Witll $6+ billion budget short fall, it is possible tllat these tax exemptions will be revoked. Loss of tllese will increase tlle operating cost between $750,000 and $1,000,000 annually at Allina, Page 2 of 3 21 SU111U1aty of 20"11 EMS Legislative Issues ALP Executive Management Committee Tort Caps The cost of liability insurance where there is no cap is a contributing factor to the overall cost of health care including emergency medical setvices, PtOviding a unifotm liability limit for all ambulance selvices - regat(Uess of ownership - would help control escabting operating costs, Another aspect of tlus issue is the risk to ambulance medical directors for municipal selyices. Those ambulance services enjoy linuted liability for the actions of their employees, Regrettably, the physician medical director is seldom afforded that saine ptOtection. Tlus increases the cost of providing medical direction for public-sector ambulance selyices. The Legislature is considering a bill that will reduce inunicipalliability limits. Contained in the bill is also a provision that prohibits cities from requiting liability limits above those caps in any contract. While this specitic provision is not a ptOblem for the ALF-Allina partnership, we understand that other cities have concerns about contracting for various services. Death Benefits The IYIinnesota Legishltl.1re is considering HF 149 which will require employers of police officers and firefighters to ptOvide health insurance to the sm-viving dependents of a an ofticer or firefighter killed in the line of duty until the employee would have been age 65, The particular chapter of Minnesota Statutes includes the staff of any licensed ambulance service in the definition of public safety ofticer used in that particulat law. It is unclear whether the bill's autho.r is intentionally lin.uting the application of this bill to police and fire or whether the intent is to include all public safety ofticers, At the time this report is being written, the bill has pulled ftOm being heard due, at least in part, to cost concerns raised by various cities, Community Paramedic As healthcare reform unfolds tllere is growing interest in utilizing paramedics in expanded roles. These initiatives are in their infancy but so far include assisting ,vith reducing readmissions, delivering pmnary care, and providing public health screenings, Legislative efforts have begun to include paramedics in the def111ition of community health workers. This inclusion may allow health care providers to bill separately for the care provided by the paramedic when working in an expanded role. Allina Medical Transportation is leading the implementation of an expanded role paramedic program tlltough two pilot projects, These pilots focus on reducing the readmission rate for congestive heart failure patients, Page 3 of 3 22 ~I ?f.. ?f.. ?f.. ~ ?f.. ?f.. ?f.. ?f.. 0 "<t '" '" r; ~ '" <t" ~ d r-: I.Ci N f'1 0\ .n '" ...... ...... ...... ...... N ~I ?f.. ?f.. ?f.. 2F- 2F- 2F- 2F- 2F- ~ 'l:? f'1 00 "<t N "<t C'l C> r-- I.Ci N c--i 0\ .n \0 ...... ...... ...... ...... N ~I ?f.. ~ ~ 2F- 2F- 2F- 2F- 2F- 0 0 t:: C> "1 ~ "1 \0 r-- ~ C> r-: r-- f'1 r') 00 ~: '" ...... ...... ....... ....... 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'$. ell ~ e e 0 e 0 e = 0 e e 0 If) II} 1I1 ~ ~ II} ~ ~ II} ~ ~ ~ ~ l"'l U l"'l l"'l l"'l ~ ~ l"'l ~ l"'l ~ N ("01 N N ..c C - Farmington Fire Department Relief Association What is a Relief Association The Farmington Fire Department Relief Association is a nonprofit corporation that exists to provide a retirement incentive, disability and or death reimbursement for the Farmington Fire Department paid on-call firefighters. Relief associations are considered governmental entities. Therefore, they have similar rights, duties and responsibilities as other governmental entities, such as a city but is, but is separate from the city. As a governmental entity, the Relief Association manages the retirement money for the firefighter, so that he/she has a good retirement benefit. The money it receives and manages goes to a IISpecial Fund" and is public money budgeted by the city specifically for pension benefits for the Department members. This money can only be spent by the Relief Association for this purpose governed by MN Law. The hope is that this will allow the city to recruit and retain good, well-trained, experienced people to provide fire suppression services and medical care to the communities they serve. (MN Statute 424A.001, 424A.002, 424A.Ol) Is the Relief Association part of the Fire Department? No, the Relief Association is a separate legal entity from the Farmington Fire Department. Its purpose is to provide benefits to the Fire Department Members. The Relief Association is governed by Bylaws and Policies voted on by its members. (MN Statues 424A.02, 424A.021, 424A.03, 424A.01S, 424A.OS, 424A.06, 424A.07) Who runs the Relief Association The Relief Association is governed by a IIBoard of Trustees." The board's activities include determining plan benefits and funding requirements/contributions, maintaining necessary administrative records, approving expenditures, and investing pension plan assets. The Board consists of 9 members: The mayor, The City Manager, The Fire Chief, and 6 Firefighters. (MN Statue 424A.04) Pension The Farmington Fire Pension is a onetime payout for vested members at the time of retirement and age 50. All increases in the pension must be approved by the City Council. The City uses public money to support the pension. This money is placed into a "Special Fund" account and managed by the Relief Association with the guidance of a Financial Planner. This money is allocated into various funds with the sole purpose to obtain the highest yield. The distribution of this money is strictly regulated by the state. This "Special Fund" account has to have enough money to payout each member of the Fire Department that is eligible to receive benefits. Every year this account is rebalanced If the money from the investments do not yield enough for that year, the City has to add to the "Special Fund" to make it balanced again. They are legally obligated in accordance with Minnesota Law to balance this fund Poor economic times causing a poor yield to the funds and/or multiple members retiring in the same year can cause a short fall to the "Special Fund" account. Each Fire Department member has to be active for a minimum of 10 years to become vested A vested member will receive a pension after they retire from the department, and are at least 50 years old. This pension is a onetime payment based on years of service. Death and disability are two other ways a member can receive a pension benefit. This is all regulated by MN state law and bylaws of the Relief Association governed by the Board of Trustees. (MN Statute 424A.02) -The Finances that the Relief Association receives are governed by separate MN State statues, as well as by the Relief Association's articles of incorporation and bylaws. Because Relief Associations are required to maintain control of their own funds, they utilize a separate account from the pension account. This account is called the General Fund. "General Fund" (MN Statue 424A.06) - This account is funded from fund-raisers and donations to the Relief Association. This account and the use of its money are regulated by the Relief Associations bylaws. No public money from the city is placed into this account in accordance to MN state laws. We have purchased many items for the Fire Department with this money. The money is raised from our 2 yearly fund raisers which are Turkey Bingo and Advertising ads in our calendar. The calendaris handed out to all elementary students in Farmington. Ways the Relief Association has helDed save the City money. 1. Fire Department members have voted to not ask for an increase in the pension for the years of 2010 and 2011 to help the City of Farmington's budget. Even though a plan was made to increase the pension level to get the pension level equal to comparable cities. 2. In the years of 2007,2008, and 2009 the pension plan was balanced due to the high return on our investments there for lifting the cities obligation to contribute to the fund. In 2008 the city did make a contribution which was very helpful in keeping the pension balanced during economic down turns. 3. Items purchased by the Farmington Fire Relief Association from Fund Raising since 2007 1. Thermal Imager (07/2007) $9,854 2. Zodiac Boat Motor (10/2007) $2,438 3. Animal Rescue Equipment (10/2007) $500 4. Rescue Equipment Bags (01/2009) $622 5. Gas Monitors (03/2009) $1,933 6. Computers in Trucks - Donation made to city (11/2009) $1,168 7. New Helmets for all Firefighters (01/2010) $8,282 8. Rescue Cribbing - Station #2 (06/2010) $1,730 9. Rescue Saws (02/2010) $2,800 Total $29,327 Statement: The past couple of years have been very trying to our economy not only here in Minnesota but across America. Our investments in the "Special Fund" have taken a substantial decrease in their yield starting in 2008. The investments have since rebounded and the yields are back on the rise again. Like any investment out there the economy plays a huge role in how good our return will be. It happened that during this same economic down turn we had multiple Members become eligible for a lump-sum payout of their pension. Since the members were eligible they are entitled to receive their pension. Between the economy and retirements our "Special Fund" had taken a substantial decrease. In 2010 and 2011 the city has had to pay into this account to make it balanced again. Under State law the city is responsible to make up the difference to balance out this account when our yields don't make up enough to balance out the account. ~ ~ = N ~ == .. ....... aJ aJ ~ ~ - = Q = ~ aJ .. as ~ - aJ ....... ~ = aJ - .. ~ == Q ....... == .. a - = ~ a ~ t--- ....... = N =It: == Q .. ....... = ....... 00. aJ - .. ~ ~ aJ - = ~ ~ == .. ....... aJ aJ ~ ~ .... ~~~ .....-....M O\O\~ ,...-I,...-I~ := ~,.Q I.. ~ = Q.=.... <~o d) ~ d) 5 \0 .~ ~"S '1""""4 .~ M 0 I~ ~@) V) '1""""4 I (1) '1""""4 (1) V)..o \0..- ca (1) .~ (1) ..0 ..- ..- <:; ~ S ~~ ~ LL LL a.. "0 c: co en I+- o (Q en "0 co 'i a.. ~ ~ r:/.J ~ o +-' c: :::::J o E <( c: o +-' :::::J ..c "i:: +-' c: o o "'0 ~ :::::J C'" Q) c:: s.... co Q) >- .......o~.......o~~~~ 0........ 0 0....... 0 0 0 0 ~~OLOt---LOO N~COOLO~~ ~~<.oCO~CON ~~~ ~ ~ I .......0 ~ ....P 0....... 0 0........ N<.oO CO~~ . " N<.ot--- ~N~ I ~~~~ o 000 mo~o ~t---mco LOLO~O ~ ~ ~........O ~ ~ o 0....... 0 0 0000 OOOLO ~~<.oN NN ~ I ~~ o 0 00 00 LO ~ ~ ....... N 0 000 o 0 LOom CO-oNONOt--- ~ {h cri {h ~- ci a.O t--- ~~<.o {h {h {h {h (1) 01) ro p.. ~ {h --- o~ ~ ~NLOmt--- ~OLO~t---~~O t---_ CO_ ~- 00 00 co ~ ~ t--- <.0 + <.0 N CO_ - - com_++t---<.oLO ~~ __{hN<.o {h{h {h{h 000 {h {h {h ~omCOt---<.oLO~ ~~OOOOOO 00000000 NNNNNNNN /CL COUNCIL MINUTES REGULAR February 7, 2011 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Larson, Bartholomay, Donnelly, Fogarty, May None Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Teresa Walters, Finance Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant Russ Zellmer, Annette Kuyper 4. APPROVE AGENDA Councilmember Bartholomay wanted to comment on 7a) Council Minutes. Councilmember May pulled item 7b) Adopt Resolution 401/409 Oak Street Recording Error Correction for separate vote. City Administrator Herlofsky added item 71) Accept Resignation Heritage Preservation Commission. MOTION by Fogarty, second by May to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) 4th Quarter 2010 ALF Ambulance Report An Allina representative will present this report at the February 22,2011, Council meeting. Councilmember Fogarty asked for information on their action plan for response times for the townships. 6. CITIZEN COMMENTS Ms. Annette Kuyper, representing Warrior to Citizen, stated the organization is starting its fourth year. There was a Veteran's Dinner at Farmington Lutheran tonight and the next dinner is March 7, at Bible Baptist Church. They are working on scheduling two more churches for monthly dinners. When that is complete, over the last two years all 18 Farmington churches have opened their doors and offered to serve Veteran Dinners. They have served up to 52 attendees and there have been veterans from every era. Every church has committed to hosting a dinner for two years. When the Veteran Dinners started, a focus group was held with older and younger veterans. The two things that would bring them together would be free food and no program.. So at the dinners the different eras are meeting each other and sharing stories. The third annual spaghetti dinner fundraiser will be March 6, at the American Legion. On May 7, the Military Mother/Grandmother Luncheon will be held. There are over 20 gold star mothers who 4 Council Minutes (Regular) February 7,2011 Page 2 will be special guests. These are mothers who have lost a child in combat. On May 21, the Military Family Picnic will be held. All the Dakota County Yellow Ribbon networks are coming together to form a committee for this event. It will be held at the Fairgrounds. The Patriotic Day Celebration is being planned. Last year 1,000 people from Farmington attended the dinner. The committee for planning this event is made up of everyone in the community. She invited a Councilmember to be a representative and they hope to also have someone from the School Board. There is also business representation and various organizations. This event will be held November 3. 7. CONSENT AGENDA MOTION by Fogarty, second by Bartholomay to approve the Consent Agenda as follows: a) Approved Council Minutes (1/18/11 Regular) Councilmember Bartholomay noted he wanted the capital expenditures for the City for the next five years, not just the Fire Department. c) Adopted RESOLUTION R8-11 Approving Agreement Firearms Training Facility - Police Department d) Adopted RESOLUTION R9-11 Accepting Donation Rambling River Center Construction Project - Parks and Recreation e) Adopted RESOLUTION RIO-ll Accepting Donation from Dakota Valley Arts Council- Parks and Recreation f) Approved Request for Proposal Process for Contracting of Cleaning City Facilities - Parks and Recreation g) Adopted RESOLUTION R12-11 Approving Gambling Premise Permit - Administration h) Approved Attendance Fire Prevention & Safety Grant Program - Fire Department i) Approved Appointment Recommendation Fire Department - Human Resources j) Approved Appointment Recommendation Parks and Recreation - Human Resources k) Approved Bills 1) Accepted Resignation Heritage Preservation Commission - Administration APIF, MOTION CARRIED. b) Adopt Resolution - 401/409 Oak Street Recording Error Correction - Planning Councilmember May clarified on two separate properties the legal description was incorrectly recorded. City Attorney Jamnik explained due to an incorrect legal description in 1994, the variance intended to be issued against the property at 409 Oak Street, was actually recorded against the property at 401 Oak Street. It is to remove the variance from the title records on 401 Oak Street and place it back on 409 Oak Street consistent with the Council actions in 1994. The application approved in 1994 was to allow a duplex multiple family dwelling at 409 Oak Street. MOTION by Fogarty, second by May to adopt RESOLUTION R8-11 directing staff to send the approved documentation to Dakota County for recording. APIF, MOTION CARRIED. 5 Council Minutes (Regular) February 7,2011 Page 3 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS a) Approve Deputy Registrar Agreement - Administration City Administrator Herlofsky presented the agreement with Quick-Serv, the license vendor who will be operating the license center. It is anticipated to open in February 2011. Staffhas the applications ready for the driver and vehicle services and has met with the Department of Natural Resources. Passports and birth and death certificates will not be handled at this office. Councilmember Fogarty asked about the hunting and fishing licenses as a business in town also sells them. She understood the people who buy them at that business will continue to buy them there for convenience when buying supplies. City Administrator Herlofsky noted we will provide a wider range of licenses. Councilmember Fogarty noted the hours of operation are 8:00 - 5:00. She asked if they are flexible, for example with summer hours. Ifwe change City Hall hours, is this business willing to change with us? City Administrator Herlofsky stated it has been set up for 8:00 - 5:00. Ifthere is a need to adjust hours, we have to advise the State agency. City Attorney Jamnik stated the agreement has a provision that generally it will be those hours, but they will not be able to do operations any time the municipal building is closed unless we have written permission to do so. There is some flexibility if Council wants to close at noon on Friday. They will have to figure their 40 hours on Monday - Thursday to accommodate that. Councilmember Fogarty did not want the City limited to certain hours based on an agreement we have made with a private party. City Attorney Jamnik stated within the regulations of a 40-hour minimum, we have flexibility. Councilmember Fogarty asked where in City Hall this will be located. City Administrator Herlofsky noted it will be on the east side of the building, inside the front door. Councilmember Bartholomay asked ifwe have considered any security access. Staff stated there is no concern with that. Councilmember Bartholomay clarified if City Administrator Herlofsky is absent, there is an Assistant Deputy Registrar. City Administrator Herlofsky stated Brenda Wendlandt has that designation in his absence. Councilmember Bartholomay asked if there is any special training required. City Administrator Herlofsky stated the training will be the responsibility of the vendor. He will be responsible for what they do and have the authority to address issues. Councilmember Donnelly asked why not passports and birth and death certificates. Human Resources Director Wendlandt explained birth and death certificates come through the County. Passports are governed by the Department 6 Council Minutes (Regular) February 7, 2011 Page 4 of Homeland Security and there has to be a separation. The same people cannot issue driver's licenses and passports. Councilmember May asked about the tenant's termination option and asked if they can terminate and do not have to pay any fee to the City regardless if they are over the $100,000. City Attorney Jamnik stated the trigger for the payment would still be there, but if their fees are less than $150,000 after year three, they could terminate, but would still be obligated to pay any splits if the amount is over that. Councilmember May noted the agreement states no monthly rent shall be due or payable to landlord in the term year in which the tenant serves a notice of intent to terminate regardless of the amount offiling fees collected by tenant in said term year. City Attorney Jamnik stated there is an error as the threshold should be at $100,000 not $150,000. They would only pay rent if they were over the threshold. Councilmember Fogarty clarified if they do not make $100,000 in the third year they have the right to terminate. Councilmember May thought the percentage for the City would be on more of a scale. She understood if they make more we get more, but would like to have seen after year five go to 30%. City Administrator Herlofsky noted they are taking all the risk at the beginning. If you want 100% of the profits you take 100% of the risk. We want them to be successful so the 25% is a beneficial number. MOTION by Fogarty, second by Bartholomay to approve the Farmington License Center Agreement with Quick-Serv with the noted change in section 8 from $150,000 to $100,000. APIF, MOTION CARRIED. b) Appoint City Administrator as Deputy Registrar - Administration MOTION by Fogarty, second by Bartholomay to appoint City Administrator Peter Herlofsky as Deputy Registrar for Office 177 to satisfy the requirements of the State of Minnesota. APIF, MOTION CARRIED. 12. NEW BUSINESS a) Farmington Fire Relief Association Contribution Budget Amendment - Finance The auditors reviewed the paperwork for the Fire Relief Association Contribution. After the budget was approved, the State noticed an error in the amount. The City owed $56,538 more to the Fire Relief Pension. The total contribution amount is $187,713. The auditors, KDV, offered $5,000 towards the additional amount. The amount will be made up through the following: Contingency KDV Contribution Fund Balance Total $45,841 5,000 5,697 $56,538 Councilmember Fogarty stated several years ago the Fire fund was doing very well and the firefighters asked us to raise the liability and the City did. There have been a lot of departments in the City that have made concessions. She 7 Council Minutes (Regular) February 7, 2011 Page 5 would like to have a conversation with the ftrefighters about helping to reduce the liability for 2012. She understood we cannot force them to do that. $187,000 is jobs. What alternatives do we have ifwe cannot get a concession from our fIreftghters? This has been a habitual debt for the City for the past three years and has become really tough on our budget. She wanted the City to have a conversation with the fIrefighters. A lot of people have lost jobs or jobs have not been filled, which means everyone in City Hall is working harder. She wanted to see what can be done for 2012 because we cannot afford this. City Administrator Herlofsky noted the new numbers will be coming out this summer and that would be a good time to approach this. Councilmember May was concerned we are finding out about this now. It is unfortunate we had that contingency and we are only in the fIrst part of February. She asked who is on the Relief Board and is there a way for Council to be informed throughout the year how it is doing. Staff explained the number is submitted in September. The issue is the State did not review the documentation until late December. Finance Director Walters stated we would have known what the number is had it been calculated correctly. In the past the Fire Relief Association has done the work themselves to calculate the number and it has been accurate. Had things been checked more through our auditing fIrm we would have known the exact number when we were doing the budget. Councilmember May wanted to know how we can stay better informed as to how the fund is doing. Finance Director Walters stated she is on the Board and receives updates, but how they are doing this year will not matter. It is what they did in the prior year as far as being able to calculate it. City Administrator Herlofsky stated the best way to tell if the cost will increase is to watch the stock market. We should see a break coming into 2012 and we will know this summer. Councilmember May felt there is something wrong when the Council has to carry the liability. City Administrator Herlofsky explained the issue is the Council approves the benefit level. The fIrefighters can invest the money based on their own choice. We went through a fmancial crisis, so that causes a problem. Councilmember May noted instead of using the fund balance, staffwas hoping to make up that amount through careful spending and a reduction to various line items. Councilmember May asked if Council can receive detail on that. Finance Director Walters explained right now our budget is very tight. It depends on whether certain things happen or not throughout the year as to whether we would spend our entire budget. We hope by the end of the year we would be able to save $5,600. We cannot pinpoint where we will save that money and will cut back where we can. City Administrator Herlofsky stated the monthly budget summaries will provide an indication of portions of the budget that are more favorable than others. Councilmember Bartholomay asked if the fIrefighters could voluntarily help to reduce this by agreeing to safer investments. Staffwill mention it. Mayor Larson noted they can invest as they want and the City has to recover any losses. 8 Council Minutes (Regular) February 7,2011 Page 6 Councilmember Fogarty noted she did not want to imply they have mismanaged their funds. When the markets were good and they had a lot of money in their fund, they asked for an increase in the benefit. What she is asking is since the market is not good anymore, would they be willing to consider a reduction in the benefit. Councilmember Donnelly asked if the local Fire Association makes the investments themselves or is it statewide. Staff stated they manage it themselves. All Cities operate the same way. MOTION by Fogarty, second by Bartholomay to approve a budget adjustment adding $56,538 to the Fire Department budget for Fire Pension Aid, accepting the $5,000 from KDV into the General Fund reimbursements, and approve the utilization of the contingency funds and fund balance as shown above. APIF, MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Donnelly: Regarding the Deputy Registrar agreement, he asked if changing the amount from $150,000 to $100,000 made it easier for the vendor to get out ofthe agreement. City Attorney Jamnik stated no matter what amount, decisions would have to be made, hopefully that will not occur. Expectations are that it will be profitable for both parties. Ifthe amount is $150,000, the question is what is the benefit to having it here? The Community Expo was a great event and had a wonderful turnout. He thanked everyone who participated. It was a great way to show off our community. Councilmember Fogarty: Agreed the Expo was a great event. After the Expo all Councilmembers attended the ribbon cutting at the new Napa Auto. It was the first time all five Councilmembers were at an event and a ribbon cutting. It says a lot to the community when they see Council involved. Thanked staff for working on the agreement for a Deputy Registrar. It will be very good for the City. One thing moving through the legislature is liquor stores being open on Sunday. She wanted information on what that means for the City, for employees, for staffing, for obligations with contracts, etc. She would like to have that information in case the legislature passes that bill we can make the decision whether we want our liquor stores open on Sundays. She was noticing policies at liquor establishments that they are carding everyone and they are looking for the e-card endorsement. She would like the City to do this at our liquor stores. The individual is no longer allowed to consume alcohol, but can purchase it. Bars and liquor stores are starting to card everyone and looking for that designation and choosing as a policy to not serve or sell that individual alcohol. She felt it would be a good policy for the City and would cover us regarding carding minors. She would like staff to consider this policy change. 9 Council Minutes (Regular) February 7, 2011 Page 7 Councilmember Bartholomay: Thanked everyone who attended the frrst Brew HaHa and Blondie's for hosting the event. The Community Expo was great and a good turnout. It was fabulous seeing all the businesses. The next GROW Farmington session will be February 9, at 5:30 p.m. at City Hall. Council received foreclosure information for Farmington. He asked if these numbers are reflected in the budget for taxes. Finance Director Walters stated we are not levying to cover for foreclosures. The banks will pay the taxes on foreclosed properties. Councilmember May noted there could be some delay as some banks will not pay until the property is sold. Some Cities set up contingency funds for that purpose. Councilmember Bartholomay noted Farmington was the highest in Dakota County. It gives us that much more push for development and looking at the catalyst for why Farmington is the highest. He suggested working with other entities to combat this. The easiest solution is to lower taxes, but that is not always the best. For the April workshop, he would like to start discussing the budget without numbers and begin planning. He would like things brought forward from Councilmembers and staff. He also suggested having a Council retreat without impacting the budget, before looking at numbers. Councilmember May: Suggested having a short discussion about a retreat at the workshop next Monday. The next workshop is Monday, February 14, at 6:30 p.m. to discuss franchise fees. Many residents have different opinions on that subject, so the workshop will take place next Monday. The Community Expo was a great event. She thanked Community Ed and the City for the event. The Knights of Columbus is hosting a spaghetti dinner on Saturday, February 26, followed by bingo at St. Michael's Church. Mayor Larson: Warrior to Citizens is hosting a Veteran's dinner on March 7, at Bible Baptist Church, on March 6 there is a spaghetti dinner fundraiser, May 21 is the Military Family picnic. Regarding the liquor stores being open on Sunday, he agreed with Councilmember Fogarty's comments to keep Council informed on any plans for that. He attended the Chamber BrewHaHa briefly and then went to the high school to speak to civics classes. He also attended the Community Expo for a short amount of time and it was a very good event. 10 Council Minutes (Regular) February 7, 2011 Page 8 He urged residents to support Farmington businesses. Ifwe want more businesses we have to support the ones we have. 14. ADJOURN MOTION by Fogarty, second by Donnelly to adjourn at 7:58 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 11 COUNCIL MINUTES SPECIAL February 14, 2011 Mayor Larson called the meeting to order at 6:00 p.m. Council interviewed 2 applicants for a seat on the Parks and Recreation Commission. They recommended appointing Adam Lares to the Parks and Recreation Commission. The meeting adjourned at 6:30 p.m. Respectfully submitted, Cynthia Muller Executive Assistant 12 Council Workshop Minutes Febmary 14, 2011 Mayor Larson called the workshop to order at 6:32 p.m. Present: Also Present: Larson, Bartholomay, Donnelly, Fogarty, May Peter Herlofsky, City Administrator; Teresa Walters, Finance Director; Kevin Schorzman, City Engineer; Brian Lindquist, Police Chief; Cynthia Muller, Executive Assistant MOTION by Fogarty, second by Bartholomay to approve the agenda. APIF, MOTION CARRIED. City Staff Comments Police Chief Lindquist stated the management team has been discussing Council's desire to do some strategic planning. Staff would like to meet with Council to provide them with as much information as possible and to discuss any concerns to move forward with a budget. Staff would like to focus on a five-year plan. Mayor Larson asked if Council wanted to meet with staff before or after Council has their own retreat. Police Chief Lindquist stated if Council meets with staff first, Council may have answers to questions that come up during Council's discussion. Meeting with staff after Council's retreat, Council may be more focused on the topics you want to discuss. Council reached a consensus to have a Council retreat before meeting with staff, but to have the dates close together. Saturday, March 19, 9:00 a.m. was set for Council and staff to meet for strategic planning. It will be held at the Maintenance Facility. Council will meet on a Thursday afternoon before March 19. There will not be a facilitator and each Councilmember should bring three items to focus on. Franchise Fees The City Engineer and Finance Director prepared information on the road and bridge fund. They obtained current balances and provided information through 2027. At the end of the system, there will be a positive fund balance. Nothing more will go into this fund. Any future projects will be their own fund. Councilmember May asked staff to provide the actual costs for the projects included in the road and bridge fund. Staffwill provide the construction cost and the fmancing cost for each project in this fund. There were several questions from audience members and discussion between Counci~ staff and the audience on project funding and road maintenance. After a discussion, Council asked staff to bring back options to pay for seal coating through a levy or through franchise fees. There was a concern in the ordinances regarding the utility companies being allowed to charge a surcharge fee. Council asked that the City Attorney review this language. In December, staff had presented several options for franchise fees. 13 Council Workshop Minutes February 14,2011 Page 2 Councilmember Fogarty preferred option C which charges a franchise fee of $2.20 per month for residential and business properties. Public Information Discussion Council and staff discussed who at City Hall should residents and the media contact for information. CounciImember Fogarty contacts department heads directly and they have shared that information with the City Administrator. City Administrator Herlofsky stated if information goes out to the public, Council looks to him to manage it or make sure it is correct. Everyone is treated fairly. As far as reporters, he encourages them to call him as he is the best one to help them fmd the right person. He wants to make sure the correct information goes out. He has asked department heads to be careful with giving out information when the correct person is not available. He has worked to make sure information flows freely. All reporters do not talk to him first. We try to manage it in a way that is correct and as timely as possible. CounciImember May wanted to make sure there is open communication and to understand how things operate. She felt people should be able to call department heads directly. CounciImember Fogarty felt the media should contact the City Administrator directly. Mayor Larson wants everyone to have equal and fair access and be sensitive to deadlines. City Administrator Herlofsky does not want department heads and staff to be gophers at the last minute because of a deadline that does not affect our operations. There is cooperation and effort to get back to reporters. Things are being done fairly and they would not be done any other way. Council agreed everyone is on the same page. CounciImember Bartholomay confIrmed anyone can call department heads. City Administrator Herlofsky noted that is being done now. He does tell department heads if there are questions which put them in an uncomfortable situation they should forward the call to him. MOTION by Fogarty, second by May to adjourn at 9:06 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 14 7b City of Farmington 430 Third Street farmington, Minnesota 651.280.6800. Fax 651.280,6899 www.ci.r.mningttm.n11l.UI; TO: Mayor, Councilmembers, City Administrator FROM: Peter J. Herlofsky, Jr., City Administrator SUBJECT: Temporary On-Sale Liquor License - Farmington VFW Club DATE: February 22, 2011 INTRODUCTIONillISCUSSION The Farmington VFW Club has submitted an application for a Temporary On-Sale Liquor License for events on April 16, 2011, May 21, 2011 and June 18,2011. As part of their Club License a Temporary Liquor License is required to hold events open to the public. BUDGET IMPACT The State of Minnesota waives all fees for Temporary Liquor Licenses for non-profit organizations. Therefore, the City has not established a fee for a Temporary On-Sale Liquor License. ACTION REOUESTED Approve the attached applications for a Temporary On-Sale Liquor License for the Farmington VFW Club on April 16, 2011, May 21,2011 and June 18,2011. Respectfully submitted, Peter 1. Herlofsky, Jr. City Administrator 15 ...J~"Of~ ~ Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101-5133 (651) 20 1-7507 fax (651) 297-5259 TIY (651) 282-6555 WWW.DPS.STATE.MN.US APPLICA TION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE -.,.. V,r:tJ., 'pp:!l:r ~ . TAX EXEMPT l'mffiER / -cJ9 r; 0 ;L:;S- STA TE ZIP CODE IVI)\.I, .......S-D... HOME PHONE ~t),.~3" j'~ '7~ . . --7,. N~ OF PERSON MAKINO APPLICATION t-'\ <> 1'1 l?" ~S'?-& l.. t:> . DA TES LIQUOR WILL BE SOLD /i- (/p "-/1 ORGANIZA TION OFFICER'S NAME ---.,-; :;q,n'kfJl.t$'uoV. f4f jJ ..>>~;;! I'<~I P " ~ ORGANIZA TIO OFFICER'S NAME ./' . 6'. ~.~tdJ Location license wlll be used. Iran outdoor area, describe N-~~ ADDRESS ~J.s5 51:(.& ~'2J 'Ad....~... P' ,- ... /~..... ~7" r-'v..!"-<<" )-('.~;s.' l:VJ.~ . 55"'c~=i'_~ :6~ :rr: t.? IJ ~r; .. ~lf.Jj. /fr Pp1T /-IP~JE . . '-" -- -.J~ - ~pJ1(:- .:5 / po r'~ rR, .... Will the app{icant contract for Intoxicating liquor service? Ifso, give the name and address of the liquor licensee providing the service. Willlhe applicant ClUT)' liquor liability Insurance? Irso, please provide the carrier's name and amount of coverage. Z:;";:h...~...."....C.;;; /in~/:$&>~~ /,f)l~~~"P'''' ~p ~/L..;!? I't-r<.~;-~ H.?o4>- r ... APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITIING TO ALCOHOL & GAMBLIl'iG ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES .< . DA TE FEE PAID SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL Al'I'D GA~mL~G El'iFORCE~(E~T :'\OTE: Submit this form to tho city or county 30 days prior to event. Forward applicatIon .Igned by city and/or county to tbe address abo\'o. Iflhe appllcatloo Is approved the Alcobol aDd GambllDg EDforcement Division will return Ibl. appllcallon to be used as lhe L1ceose for the "'cot PS.o9079 (05106) 16 Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101-5133 (651) 20 1-7507 Fax (651) 297-5259 TTY (65 1) 282-6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION :\A~lE OF OROANIZA TION S ?rit:' ~ #iV. -.,... J,J,fiw., J7~r ~ STREET ADDRESS ....?!I T" Nt\Mf OF PERSON MAKINO APPLICA lION r'\ 0 p.l ~ ~S"?-& vc:> DArES LIQUOR WILL BE SOLD S:' .--JJ- t i OROANIZA TION OFFICER'S NAME . ,. 77 - rn'''*'~'-;;:q'. r?~'>~;;? N-~~ ADDRESS ~J.s.s' . 5.i:t ~ :1.z., 'AU... ~ P' .- ... /~..... ~1" r- H/...t'<<' )-,<.u.;s.' uvJ.~ %C~:j'~ :6'1! ?r: t? Il ~r; frSJZJ~ /fr P"'1 r ,t./Pnt J! . . ". --~J- ;--;p;<. .:; / ~ r>~ rt<', .... Will the appl'lcant contrllct for Intoxlclltlng liquor service? Ifso, glye the nlllTle lIIld llddress of the liquor licensee providing the service. Will the appllclIIlt can')' liquor IIablllty Insurance? Ifso, pleaso provide tho carrier's nlllTlo and amount of coverage. .1:"';:h~'~~~c.;s, NnJJ/$e>,;e, ~()l~4EI"I>>"" ~~ t:/.e:.~ ",.r,-.,,;,-y #A4>- ... ." APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLI~G ENFORCEMENT CITY/COUNTY CITY FEE AMOUNT " DATE FEE ~AIb . DA TB APPROVED LICENSE DATES " SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GA~mL~G ElIiFORCE~lE:\'T ~OTE: S"bmlt tbls form to lb, city or county 30 days prior lo event. Forward application sllned by city aad/or county to tbe address abol'C. If t~e appllcatlo~ Is ~pproved tbe A1coholaud Gambllul Ealorcemeut Dlvl.lolI will reCurn thlt .ppllealloa 10 be uled as tbe Llcease for tbe enDI ", .., PS.09079 (05106) 17 / Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101-5133 (651) 201-7507 Fax (651) 297-5259 ITY (651) 282-6555 WWW.DPS.STATB.MN.US APPLICATION AND PERMIT FOR A I TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE .,.. ]) ;::p)., 'pr::aT~ ~ ). . --1r~ NJ\Mf OF PERSON MAKINO APPLICATION t""\ (; p.I. }?' t=51?-& l.. 'D DATES LIQUOR WILL BE SOLD c; -1.f'~1) ORGANIZATION OFFICER'S NAME TAX EXEMPT !\U~mER / -CJ uO:L,?~ STATE ZIP CODE IV?]J, ......S-6... HOME PHONE ~1.) ~3 " j'6 ill. .' . N-~~ ADDRESS ~5.s .s' .".- . .......-. , Ot .---.- ~r.~k:'Jl.6 (e..-r, ~)oI",>':>..::J:2 51;(.& :l.-z., ,'.A.uo;S(.. P' .- ~ ,/ &JT ' oJ' T.... ,.. z v..c'f{" )~ ~~ . c.:v J.- .:.2IC:...:;'.~ Q~ ?r: ~ ;j ~r; ~JXJ" ,lfr //,1?1 r /JPX1 E . . ~ ---.J~- ~Prc .;j 7 P' r'~ 1""'R1 ..... , Will the applicant contract for Intoxicating liquor service? Ifso, give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability InsW'8JlOc? ICso, please provide the oarrler's name and amount oCcoverage. ;::""';$u..r:r~...,c.p' /in~/:Sp;e:.~ /,,1)1<J1ISC1"P~Y ,p ~/"'.;? Itr ,';>-;'-y ;i-Ac.>- . APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLI:'\G ENFORCEMENT CITY/COUNTY CITY FEE AMOUNT .( 44. ,,' DATE FEE PAID DATE APPROVED LICENSE DATES SIGNATURE CITY CLERK OR COUNTY OFFlClAL APPROVED DmECTOR ALCOHOL AND GA~mLIXG E~FORCnlE~" ~OTE: Submit this form to tbe city or county 30 days prior to event. Forward application slKned by city andlor county to tbe address abon. If the. appllcatloD I~ ~pproved the Alcohol aDd GambllDIl EnforcemeDt Dlvlsloll will returD tbls appllcalloD 10 be used as Ibe License for Ibe eveDI PS.09079 (05i06) 18 I lG City of Farmington 430 Third Street l:armington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.fiLrmington.1ll11.LL..i TO: Mayor and CounciImembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Adopt Ordinance Amending the 2011 Fee Schedule DATE: February 22, 2011 INTRODUCTION / DISCUSSION On December 20, 2010, the City Council approved an ordinance establishing the City fees for the 2011 calendar year. At that time, the investigation fee for a Gambling Premise Permit was removed. That fee of $50 is still required and needs to be included in the fee schedule. BUDGET IMPACT Any fees received will be added to the 2011 revenue. ACTION REOUESTED Adopt the attached ordinance amending the 2011 Fee Schedule to include an investigation fee for a Gambling Premise Permit. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator 19 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 011-631 AN ORDINANCE AMENDING THE 2011 FEE SCHEDULE TO ESTABLISH AN INVESTIGATION FEE FOR GAMBLING PREMISE PERMITS THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. The 2011 Fee Schedule is hereby amended by adding the following text in its entirety under the section "LICENSE, GENERAL" Gambling License Gambling Premise Investigation Fee $50 SECTION 2. Effective Date and Codification. This ordinance shall be effective upon its passage and publication according to law. This ordinance need not be codified but may be attached to the City Code as an Appendix. ADOPTED this 22nd day of February. 2011, by the City Council of the City of Farmington. CITY OF FARMINGTON BY:~ ~~ Todd Larson, Mayor SEAL: Approved as to form thedlf/~daY ofFebruary 2:E;2~ Cl ttomey ATTEST: Published in the Farmington Independent the 3 .Jday of /-v?~ .2011. 7j City of Farmington 430 Third Street .;armington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.filnningtl!l1.TIm.U..i TO: Mayor, CounciImembers and City Administrator FROM: Cynthia Muller, Executive Assistant SUBJECT: Appointment Recommendation Parks & Recreation Commission DATE: February 22,2011 INTRODUCTION I DISCUSSION On February 14, 2011, Council interviewed candidates for a vacant seat on the Parks and Recreation Commission. After a thorough review, Council recommended appointing Adam Lares. The term of this seat is through January 31,2014. ACTION REOUESTED Approved the appointment of Adam Lares to the Parks and Recreation Commission through January 31,2014. Respectfully submitted, Cynthia Muller Executive Assistant 21 k: City of Farmington 430 Third Street hlrmington, I\.1inncsota 651.280_6800. Fax 651.280.6899 w \....w.ci.mrmingt4m_TIlll.L1,'; TO: Mayor, Council and City Administrator FROM: Tim Pietsch, Fire Chief SUBJECT: Schools and Conference DATE: February 22,2011 INTRODUCTION: Minnesota State Fire / EMS / School at Mankato MN on March 5th. DISCUSSION: Four members have signed up to attend classes for this regional conference. Jeff Allbee, Mark Arens, Matt Homerin and Matt Donnelly have signed up for "The Art of Reading Smoke ". BUDGET IMPACT: The 2011 budget provides adequate funding for this request. Funding would come from budget category 1060 - 6470, training. The cost is $ 110.00 per attendee ($440.00). The attendees will be driving Fire Department vehicles and returning that evening. ACTION REQUESTED: Approve Fire Chiefs request to send these members to regional training. Respectfully Submitted, Tim Pietsch Fire Chief 22 7+ City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280,6899 www.ci.t.anniTlgtlln.nm.LL.i TO: Mayor, Council and City Administrator FROM: Tim Pietsch, Fire Chief SUBJECT: Schools and Conference DATE: February 22,2011 INTRODUCTION: Minnesota Chapter IAAI 2011 Fire Investigation Conference in St. Cloud on March 23-25,2011. DISCUSSION: John Powers has signed up to attend classes at this regional conference. This is part of his requirements to maintain certification in his duties. BUDGET IMPACT: The 2011 budget provides adequate funding for this request. Funding would come from budget category 1060 - 6470, training. The cost is $ 250.00 for the conference. Lodging, meals and mileage for 3 nights and four days should run around $300 - 350. ACTION REQUESTED: Approve Fire Chiefs request to send John to regional training. Respectfully Submitted, Tim Pietsch Fire Chief 23 -J 15 City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 w\...w.ci.t~lnninl:,>t()n_n11l_LL'i TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: School and Conference DATE: February 22,2011 INTRODUCTION The Minnesota Recreation and Park Association (MRP A) is offering a National Playground Safety Institute (NPSI) Playground Inspector Course (the Course). The Course will be held April 13 and 14, 2011 in St Louis Park, MN. DISCUSSION The NPSI is a national organization whose focus is to educate and train people on playground equipment safety. Information about how to properly inspect playground equipment is presented during the two days of the Course. All meals during the two days of the Course are included with the registration fee. A request is being made to send Dan Thielbar, a park maintenance staff member, and Jeremy Pire the Facilities and Parks Maintenance Supervisor to the Course. The request for two staff members is being made because Mr. Thielbar would be the primary playground equipment inspector for the City and Mr. Pire would serve as the backup inspector. Mr Pire is also fairly new to the supervision of parks maintenance and it would be especially beneficial for him and the City to attend so he has a good understanding of playground equipment inspections and safety. Both staff members will share with other Parks Maintenance staff the information they learn while participating in the Course. The goal of having both staff members attend the Course is so that they are able to thoroughly understand and inspect playground equipment for hazards and to ensure that the City's playground equipment complies with federal and state safety and accessibility standards and guidelines. The Course provides both of them with an excellent opportunity to receive the training needed on playground safety inspection requirements and practices. Components of the Course include: identifying hazards, looking for specific safety concerns, reviewing and learning about safety standards and guidelines, ensuring that playground equipment complies with accessibility laws, providing proper safety surfacing under playground equipment, developing proper risk management tools and making sure the playground equipment is designed in a safe manner. BUDGET IMPACT The registration fee if paid before March 9th is $415 per person which includes two days of classes all course materials and all meals. After March 9th the registration fee increases to $465 per person. Funding is available in the 2011 budget to send both staff member to the Course. Additionally there will be an estimated fuel cost of $30 to use a City vehicle to travel the two days to the Course. ACTION REOUESTED By motion, approve this request. Respectfully Submitted, Randy Distad, Parks and Recreation Director 24 7/~ City of Farmington 430 Third Street .;armington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.mrm;ngton.mn.LL.i TO: Mayor, Councilmembers, City Administrator FROM: Randy Distad, Parks & Recreation Director Jennifer Dullum, Natural Resource Specialist SUBJECT: MN Shade Tree Short Course DATE: February 22,2011 INTRODUCTIONIDISCUSSION The Annual Shade Tree Short Course is a two-day conference attended by professionals in the tree care industry. Jennifer Dullum (Natural Resources) must attend both days of this conference to maintain her tree inspector certification. New employee, Mitch Faber (parks Maintenance), will also be attending the conference to gain an understanding and insight into urban forestry. The conference will take place on March 15 & 16, 2011 in Arden Hills, Minnesota. BUDGET IMPACT Money was budgeted for this conference in 2011. Funding would come from the Natural Resources budget and the Parks Maintenance budget. The registration fee is $165.00 per attendee. The total cost of the conference for all employees will be $330.00. Mileage will not be incurred for this conference. ACTION REOUESTED Approve the two-day conference for both employees. Respectfully Submitted, Randy Distad Parks & Recreation Director Jennifer Dullum Natural Resource Specialist 25 7' City of Farmington 430 Third Street !'"armington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.timningum.nl1l.LL.i TO: Mayor and Councilmembers City Administrator FROM: Brian Lindquist Police Chief SUBJECT: Approve Resolution Dakota County Outdoor Warning Siren Activation System DATE: February 22,2011 INTRODUCTION / DISCUSSION Public out door warning sirens within Dakota County are activated via radio from the DCC. The current warning sirens use ''wide band" radio technology that must be retired prior to January 1, 2013. The radio conversion from wide band to narrow band operation is required by published FCC Rules. A staff work group from the County and the Cities has examined the issue and recommended upgrades to the siren warning activation method. The group has further considered and recommends standards for: 1. Improved operational performance; and, 2. Two-way configuration of the system that would permit individual communities or siren owner/operators to monitor and know if a siren(s) was activated or was otherwise ready for activation; and, 3. Faster and more secure activation technologies that could be implemented as part of FCC narrowband compliance; and, 4. A structure to permit fmancial assistance from Dakota County grants for siren owners that elect to utilize the strategies recommended by the Siren Work Group. At their October 16,2008 meeting, the DCC Board adopted an Agreement with Dakota County which establishes responsibilities for outdoor warning siren activation and central transmission equipment maintenance. This Agreement continued the past practice of making individual communities responsible for their local siren equipment. The siren Work Group reviewed various technologies and operational concepts relating to siren activation and monitoring. The Work Group also explored opportunities to expedite and simplify siren activation for DCC staff based upon migration to a common activation technology for more than 115 outdoor warning sirens within Dakota County. 26 In order to achieve the recommendations of the Outdoor Warning Siren work group it will be necessary for all siren owner/operators to adopt a common signaling method. The common signaling method must be compatible with narrow band FCC regulatory requirements and suitable equipment purchases and programming modifications to the activation equipment used by the DCC will be necessary. BUDGET IMPACT The City of Farmington currently operates seven (7) outdoor warning sirens. The estimated average upgrade cost per siren is $1,450.00 for a total of$10,150.00 to upgrade all seven sirens. The board has recommended a 50/50 cost sharing solution using VASI grant dollars through Dakota County. This would ultimately reduce the Cities cost to approximately $5,075.00. A contingency of $2,500.00 is also recommended. A total of $7,075.00 will be added to the 2012 Emergency Warning Siren Budget. ACTION REOUESTED Approve the attached resolution authorizing the re-banding of all warning sirens within the City. Respectfully submitted, _4' ../ o//-~ ~~.~. ,. "'fL..f . t d;~dL'" .. -' 4~..r...t:,,:;7 / Brian Lindquist Chief of Police 27 RESOLUTION No. R13-11 Outdoor Warning Siren System Narrow Banding Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 22nd day of February 2011 at 7:00 p.m. Members Present: Members Absent: Larson, Bartholomay, Donnelly, Fogarty, May None Member Fogarty introduced and Member Bartholomay seconded the following: WHEREAS, in 2007 the Dakota Communications Center (DCC) began to provide 9-1-1 call answering, public safety radio dispatching, and related Public Safety Answering Point (pSAP) services to the citizens and visitors of Dakota County; and, WHEREAS, in 2008 the DCC and Dakota County (County) entered into an Agreement relating to the maintenance, operation, and support for certain fixed radio communications and signaling equipment used to activate individual outdoor warning sirens located in various communities and townships within or near Dakota County; and, WHEREAS, individual outdoor warning sirens are owned and maintained by various entities including cities, townships, and private enterprises (e.g. Xce1 Energy); and, WHEREAS, the Federal Communications Commission (FCC) has established Rules and Regulations which require the reconfiguration of radio transmitters and receivers used in conjunction with the outdoor warning siren system by January 1,2013; and, WHEREAS, the aforementioned transmitter/receiver reconfiguration is commonly known as the First Phase Narrow Banding requirement; and, WHEREAS, failure to comply with FCC Rules and Regulations may subject the County and/or the Cities to possible sanctions including loss of FCC license authority and/or fines; and, WHEREAS, representatives of the Cities and Dakota County staff (Work Group) have been planning a method to narrow band equipment used by the DCC to activate outdoor warning sirens as well as individually owned/operated sirens across the County; and, WHEREAS, the DCC Joint Operations Committee has reviewed and recommended the Work Group recommendations to the DCC joint power's board. WHEREAS, the Work Group has recommended a migration strategy including funding assistance to local communities to narrow band individual siren radio transmitter/receivers using technology that will provide additional redundancy, faster signaling methods, and capability for future siren status monitoring. NOW THEREFORE BE IT RESOLVED: That The City of Farmington hereby endorses and recommends the adoption of the Work Group's outdoor warning siren narrow banding plan. This resolution adopted by recorded vote of the Farmington City Council in open session on the 22nd day of February 2011. /f~ ~/""- Mayor ~ Attested to the d3 day of February 2011. SEAL ~ ... iR 0; ... ... (:) I ~ ~ ~ 0:. z ~ ~ ~ lis ~ o N .... I I 11 B .... '8 0 ~ ~ .. N N ~ ~ ~ Ii::t """ t!] Z H E-l Ii::t ~ ~ '0 f fij t .9 .. ::J ." ~ ! 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Fax 651.280.6899 www:ci.tarmington.nm.LL'l TO: Mayor, Council Members and City Administrator FROM: Tony Wippler, Assistant City Planner SUBJECT: Adopt Resolution - Vacating a Portion of Dunbury Avenue - Riverbend Subdivision DATE: February 22, 2011 INTRODUCTION Mattamy Homes has petitioned the City for the vacation of a portion of Dunbury Avenue within the Riverbend Subdivision. Per Section 8-6-12 of the City Code, a public hearing must be held at the City Council in order to vacate any public rights-of-way. DISCUSSION Attached, for the Council's consideration, is a resolution authorizing the vacation of the portion of Dunbury Avenue depicted and legally described in Exhibit A. Mattamy Homes is in the process of replatting the northern 11 acres of the Riverbend Subdivision and are requesting the portion of Dunbury Avenue shown in Exhibit A be vacated The Riverbend 4th Addition replat incorporates residential lots into that existing right-of-way petitioned to be vacated. The portion of right-of-way (stub road) to be vacated was platted with the original Riverbend Subdivision in 2005. At that time, it was anticipated that an east/west county road would be constructed on the northern side of this development that Dunbury Avenue would eventually connect to. Since that time, the alignment of that county road has shifted further north into the City ofLakeville. Additionally, the location of a county wetland bank directly north of the Riverbend Subdivision makes for the extension of the Dunbury Avenue north beyond the development extremely difficult and expensive. Due to the aforementioned conditions, the portion of right-of-way identified in Exhibit A is no longer warranted and should be vacated. On January 18, 2011, the City Council approved the Riverbend 4th Addition preliminary plat with the contingency that the portion of Dunbury Avenue depicted in Exhibit A be vacated. ACTION REOUESTED Adopt the attached resolution vacating the portion of Dunbury Avenue right-of-way as depicted and legally described in Exhibit A. Respectfully submitted, Tony Wippler, Assistant City Planner Cc: Tom Wolter, Mattamy Homes 48 RESOLUTION NO. Rl4-11 VACATING A PORTION OF DUNBURY AVENUE RIGHT-OF-WAY LOCATED IN THE RIVERBEND SUBDIVISION Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 22nd day of February 2011 at 7:00 p.m. Members Present: Larson, Bartholomay, Donnelly, Fogarty, May Members Absent: None Member Fogarty introduced and Member Donnelly seconded the following: WHEREAS, the City of Farmington has received a request from Mattamy Homes to vacate a portion of the existing street right-of-way of Dunbury A venue as described on the attached Exhibit "A": See attached Sketch and Legal Description labeled Exhibit "A"; and WHEREAS, the portion of right-of-way identified in the attached sketch and legal description will be incorporated into residential lots of the Riverbend 4th Addition. WHEREAS, the preliminary plat for Riverbend 4th Addition was approved by the City Council on January 18,2011, with the contingency that this right-of-way be vacated. WHEREAS, a public hearing was held on February 22.2011 to consider the vacation of the street right- of-way after proper publication and notification in accordance with Minn. Stat. ~412.851, at which time public comment was heard thereon; and WHEREAS, it is determined that said portion of street right-of-way is no longer necessary. NOW, THEREFORE, BE IT RESOLVED by the City Council of Farmington: 1. The roadway right-of-way depicted, legally described and attached hereto as Exhibit A is hereby vacated. 2. The City Clerk is directed to file a certified copy of this Resolution with the County Auditor and County Recorder in and for Dakota County, Minnesota. This resolution adopted by recorded vote of the Farmington City Council in open session on the 22nd day of February 2011. SEAL ~- - I / ~ Attested to the d'3 day of February 2011. iJ ;; o"vLD ~' L D\)L") r )2.0(;' City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.cl.lhrming\on.ll1D.\JS m~ ~~-;:lIill ~ r-~l t) Y ~=~_"'.... PETITION TO VACATE APPLICATION ~ II Applicant: IY'rA \m-1111 J~"'Y\ f ) Address: ;l) I:) D \.J e..s-T- Co."" ~ . Street I Owner: ~ ,yL..;> ,,( ~ ". ~ ~ Telephone: (hl) ~~!s' VOl) Fax: (~.Q) S9 S-- .ll~n (2...) 4l. 1S,,""sv'lle IVIl(j 5S 337 City State Zip Code Telephone: U Fax:U Mailing Address: Street City State Premises Involved: 5~ t' 11 t+z:, ,(1, ""..e-" *' - E! k. A Address! Legal Description (lot. block, plat name, section, township, range) ReasonforVacatlon: I!.;vt.f~.,J I'l.~ ~;"..: I FIe... r Zip Code ~ :1 -;a, --~! Date Request Submitted to Pl~' g staff on 1/ J-o III Public Hearing Set for: L~I ;)0 II , City Councll Action: LAPproved Comments: Application Fee: $200.00 Advertised in Local Newspaper: For office use only (}../~ / :HJ /I . . ~enied Cql_ns Set: Cu-k ('.....0 ~;'4.,. IIAM<+ lu -Il1.., l.u'';{ tI--' l~~ ~~__~L' I PlamrlngdivisWn:::J II"-' l~ Dale: J-/;3 rll '" 1_-.... /' " " NE COR OF OU1LOT e.__"," RlVER8ENO JRD ADDITION _",0 _ ~) '::{ c. ~ 1.-1 ~)" I C. h [J L-' hi V L- ...- EAS7FRL Y UNE _"," OF OUTLOT 8,-- RlVERBEND JRO ADDITION O{.JTLOT a - - --r N. UNE OF DUNCAN I COURT. RlVER8END -- n I 'A 1/' A ^ I ULJI V,-,rll V ~'O~'I~~T 1 I I I I -------j -(X. A 1----70.0 ----- ~----- '\. ~ r1' 1,/ n. ,.., VUIL.VI ....., l!l ~ ).. ~~ ~~ 8~ __)0 ~) h 1.-1 '-... '-... \ YES1ERl. Y UNE ~- OF OU1LOT D. RIVERBEND 3RD ADDITION 1-r"1f'''J ^00, I 'Vl j41.-11.-1 '-... ~ .... ~ ~ nJ ITI t'yr n VUIL_VI V 89.39 SSflOSO'4/j"E - --- II II ," )) t'/,. ... 0.0 &'OJ-O fl' It-"'Z ''}.D''E ..o.&~.&4' ~9." -------.. ~ D0~1J1 'lfe'.., "'> ,~, C', ~ " ,<.") Ie)" <, ,('"' ~ l L'j I :) '> C'J -'" "C ~ ----....... ~ , cc :) CQ '> <, :) C:) \ ) / r-I Roadwav to be Vacated: L---.1 That part of Dunbury Avenue as dedicated on RiVERBEND, according to the recorded plat thereof. Dakota County. Minnesota, lying northerly of the foJ/owing described line: Commencing at the northeast comer of Outlot B, sold RlVERBEND JRD ADDITION; thence South 00 degrees 09 minutes 15 seconds West, assumed bearing along an easterly line of sold Outlot B, a distance of 150.00 feet to the north line of Duncan Court as dedicated on the plat of said RIVERBEND and the point of beginning of the line to be described; thence South 89 degrees 50 minutes 45 seconds East, a distance of 69.39 feet; thence southeasterly along a tangentIal curve concave to the southwest having a central angle of 0 degrees 07 minutes 21 seconds, a radius of 286.20 feet for an arc length of 0.61 feet to the west line to a westerly line of Outlot D, said RlVERBEND JRD ADDITION, the chord of said curve bears South 89 degrees 54 minutes 25 seconds East and said line there terminating. I '" w_-.m_tm:. _ AMgram DrIva Eden I'raIrleo W15Sl144 PlIOIm _937-5150 FAX !l5:t-ll37-5llU T01UllEll t-88&-957-5l511 ~ ~ Jl ~ , .' I ...' .,,' Sheet 1 OP 1 Date: 12/21/2010 Riverbend Roadway Vacation Sketch I City, Mhmesota 20101145.01ESF01.dwg City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 65"1.280.6899 www.ci.famlingtnn.mn.LLs / deL TO: Mayor, CounciImembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: City Administrative Policies and Procedures Manual DATE: February 22,2011 INTRODUCTION The purpose of this memorandum is to provide information regarding the changes made to the City's Administrative Policies and Procedures Manual. The complete manual, in draft form, is attached. DISCUSSION Over the past year, City staff has reviewed and revised the City's administrative policies and procedures. Many ofthe changes being made were required to ensure compliance with state and federal statutes, rules and regulations. Though a number of the policies or procedures either did not change or did not substantially change, staff wanted to provide the manual in its entirety. Additionally, based on previous direction from Council, work continues regarding the revision of other items in this manual; however, until that work is completed, the current policy remains in effect and is what is reflected in this document (i.e. group insurance). The following policies and procedures reflect those with the most significant changes: Policy or Procedure Minnesota Personnel Record Review and Access Act Harassment/Sexual Harassment Global Positioning Systems: Location and Monitoring Policy Implementing the Federal Omnibus Transportation Employee Testing Act and Related Regulations Discipline Nepotism Jury and Witness Duty Voting Leave Family Medical Leave Act (FMLA) Military Leave Paid Time Off (PTO) Job-related Injury or Illness Administrative Leave 51 Pal!e # 8 23 35 41 73 77 85 85 87 97 101 111 111 Step Adjustments 115 Other Benefits (Specifically re: the Employee Assistance Program) 123 Worker's Compensation Procedures 125 Healthcare Continuation Coverage (COBRA) 125 Even though all employees are subject to this manua~ it is important to note that where ever the City administrative po licies and procedures conflicts with a co llective bargaining agreement, the collective bargaining agreement takes precedence. ACTION REOUESTED Approve the changes to the attached Administrative Policies and Procedures manual. Respectfully submitted, Brenda Wendlandt, SPHR. Human Resources Director 52 CITVOF F IN'GTON' A ~1VIINISTRATIV~ POLICI~S.ANI:>> PR.OCE:DU"R.ES <#%lttr:$."t.; .', Ijdii' <;:>'>>'<<X'ii~.~%t.lt.:::"" 1~.#q:%"':::'<~~::":"':::W4a:~" :II}' "'''~{@::... tR \t4&h., .-<th:.. ;.;. , <, " . ':::--:ww~:... ~. X'Wi.:: ,..mm. "<::f_,~f."%."~P ..:~t~;:=:f?>>..::::-(:t* "'?<:~.::.' "~~~gf A ~:X"'wx W4W~ '+ilt~\. tit.t ...4::rlff /,igf;,w):>. 4)WMt, AWtt.J.M~., ~::., .::t.~ _v <,~. 'Tht'x W(1:h ~;.{{4t;.: "<"k~.,. '''~~~~;:m--:-... %&~ "I;=r. '%1lli ~- "w;. ........<t:::::}.:::. w~" .~~ 2 54 Table of Contents Section 1 - Purpose, Adoption, Amendment and Scope..................................................................7 Section 1.1 - Purpose ....................................... ......................... ......................................................................... 7 Section 1.2 - Scope............................................................................................................................................ 7 Section 1.3 - Not an Employment Contract ............................................~:.............................................. .............. 7 Sect~on 1.4 - Policy ~en~ ..........................................;il........................................................ 7 SectIon 1.5 - Data PractIces AdVISOry ...................................t~i:;~:;W....."i'~~~w..........................................................7 ..::?t~:::...-:~~.:lt:::-. ..:::-~lt~jf\::::. Section 1.6 - Minnesota Personnel Record Review anddif~s Act ..........~.:::~~:~ki>;;................................................ 8 . {jf_J.I[f~':' ":+i-1fft':::.. SectIon 1.7 - Smoke Free Workplace ............. ...........;~;,~;;.;........................................;;..;<........................................ 9 s~:~: _I:-;:~~~:.~:=::~:::k~:::.::::.:::~~.::::.:::~:::.::::.::::~~. 9 Section 3 - Employee Conduct ~'ll:l!~sponsibiliti'lt~....... ..."~:.~lftl~:~;.~... ... ..~.:~l~;~J~l~........ ......... ......... ...... ...15 Sect~on 3.1- Employee ~.......~:!................................................. 15 SectIon 3.2 - Employee Coifdj~t;.,......... &U4................ .'#t.#l............................................................. ................... 17 . -';;:;:f1Btm;%:::~r.;... . .<:%~~li:ri',M-JJ,&:;;:.. "\i~:i:~I;i::~:\. SectIon 3 .~.;...e.lWfome.rJs..~ce .... ../.t.."............. ~f;;..,............. ................................................................................ 19 . t.V' :"'."~;%tlll;t~~::::.. ..::;q:]ij:~!l::b:::.. ...:.::;:;::~tt~lf:i:t~~.:;:,:::. SectIOn 3)f.,=~~~blic Communrc~gns... ;'W~Nfu""""'"'' ~.~.......................................................... .21 Sect~on 3.5 ~s~'r'"'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''' ..23 SectIon 3.6 - W orkpla~mVIolence ... .ww(,.......................................................................................................... 26 . . '1'ffh, . ,::(~liiil' SectIon 3.7 - InformatIon T~bhol()gy:{IT)....................................................................................................... 28 .::::::"::":".:-~::::::::::::~:.:.:.... ":~~??:~~~~::::::.. '.0:.::::;::" Section 3.8 - Electronic Mail (Bmail)................................................................................... ..31 Section 3.9 - Cellular Phones and Personal Digital Assistant (pDA's) .............................................................. 34 Section 3.10 - Global Positioning Systems: Locators and Monitoring.............................................................. 36 Section 3.11 - Outside Employment...................................................................................... .37 Section 3.12 - Political Activity......................................................................................... ...39 3 55 Section 3.13 - Driver's License Status Checks..................................................................................................40 Section 3.14 - Policy Implementing the Federal Omnibus Transportation Employee Testing Act and Related Regulations................................................................................................................ ....41 Section 3.15 - Drug and Alcohol Testing Policy ............................................................................................... 58 Section 4 - Employment.......................................................................................... ...................................... 66 Section 4.1- Job Posting and Recruitment ............................................41';".......................................................66 . . ..{tJ(IJP" SectIOn 4.2 - Employment SelectIOn and Background Checks. ...!AWM+........................................................... 68 ./.::W,qirfth Section 4.3 - New Employee Orientation ..............................XiW.t~......3kt@..................................................... 70 . .. 4Jf."~ ..'\{'Ii~:::;::~::>" SectIOn 4.4 - ProbatIOnary Penod...................... '1IJf:k~""""""""'''''' i::~fH:i-:!'"'''''''''''''''''''''' ....71 . . . .\f";.. ':::::t[r&f:tfh SectIon 4.5 - DIsclphne..................................... ...:1%............. .,,:.............. ;;::~:rt~.,...................... ..73 "\flkx Afi1%.<&.,,%.~;g~'~"Wili~h}, ..............-;.-;.;. :a....::::.... .:$.:~......... -..... " ........... ...... .-..-.... ~;;.:......... . "".,... x/..,.......'/.tt yx ~*..,.. 78 :~:::::_-C:i::~~~....::..U::...::.....::~~.....::...:::...::..'::::'.':::':::'.':::'.':::''':'';~' Section 5 - Attendance and ~~lJ~IM~.f.~bsence ..~:,t~j\...........'~~~:,~t~~~~.,~........~~~i~t.!-,............................................ 82 . .:i~.'fNllriffb~" ..'p,../.{li.i;t::f#y<Qt~iliif1:k::::" ':~f/ SectIon 5.1 - Working Hfulft Attend81tc~:and Brea1ti.tL~ ...........;.,:,,@w,........................................................ 82 . ":W_tth .::l:ill~"f'" . w' SectIOn 5.2 - Exempt Emp1oY~$:gaId ~YlcUm.d F1exd'>Xm:achedu1mg.............................................................. 84 Section 5.6 - Family M€aiea.l Leave -<<tffi:(FMLA)...... ...... ......... ...... ......... ......... ......... ......... .......87 Section 5.7 - Parenting L:!f~r~1.~~"~~~.............................................................................. ...93 ....::-;:".(.:::~.. ":~;'X. Section 5.8 - Schools and Conferences Activities Leave................................................................................... 95 Section 5.9 - Bereavement Leave......................................................................................... .95 Section 5.10 - Military Leave... ............ ... ... ............... ...... ... ............... ......... ......... ... ...... ...... ..97 Section 5.11 - Holiday Leave ......................................................................................................................... 101 4 56 Section 5.12 - Paid Time Off (PTO).................................................................................. ...101 Section 5.13 - Sick Leave ................................................................ ................................................... ........... 105 Section 5.14 - Unpaid Leaves of Absence ...................................................................................................... 107 Section 5.15 - Vacation.................................................................................................................................. 109 Section 5.16 - Donated Leave ........................................................................................................................ 111 Section 5.17 - Job Related Injury or Illness... ......... ... ......... ......*:6@@Jt:.....................................lll ..::,d:jIJ!,~!!;:::.. Section 6- C011l]Jensation and Benefits............................ ...1IIl~~":~':i". 4i-~:~:~j:*.......... ....................... ...113 '::'::::" {~lfl'~c":qll>~, Section 6.1 - Compensation - Job Classification and Evaltiiilon .............sff&~.............................................. 115 . . .dfil:iii:r:F..'~:qi:i:i:i:;tL SectIon 6.2 - Tnnekeepmg and Payroll............ ........n~w~~........... .............. .......... "~W~),t;~................. .......... ........ 115 . _ . ..::,:~'%jit~th.::(;I@.i)"::{lft::::::rl:~~:,:: SectIon 6.3 Performance ReViews........................... ..:~"'n~.. 'c'::~:~:Mf/'''''''''''''''''' "M:~:M.."""'"'''''' ..115 . . ~jilifi:lliftibc. "q'~r1'!!f.!J?:\rW SectIon 6.4 - Step Adjustments .................,....,..,.""..,..,.....................,..,:..:.............................................................. 117 .. '{~j!llt;;::~4,-.>:,c'. ..::\~:t:ll!h:.. SectIon 6.5 - Overtnne .................................. .;'r;~:;:,....... ....dll~,;'f:;:"............ '~:;W~'...................................................... 119 . _<:(:i~:ffitrmlt>;. ~'i'}.. ..':::;~~lf~Jl::li~;:rtb::::... ..::::~"::::~::::ii:::) SectIon 6.6 CompensatQr'h(Womp)$.nue ........... 'i'"'~",,, ....~+;...':..... ....'..':R'.".......................................................... 119 Sec1mn 6.7 - s~~-:-e ,..~~..~......~......................................119 S t. 6 8@i.,.,..............rm...... :;:-c'/'::::::':', A;:::::...c'......P?.#kx~,<. ............... 121 _ .' _ -: :-', . _ .:-.:::--..:=:::x..-::%::r:::-:.:.:.:.-:...-..:-:W"::?":$//....::-;..-.. "':':':':':':':'. ec Ion. c'... .pya: . ..ce... .c'.~:...~.M"':'''' ... .,.,.ji;:.:."... ...... ",.,;:';:........ ..................... ... .................. ........ :::::e~~=:::::::::::::::::::::::::::::::::::::::::::::::::::::;~: ":;:";::-:;:.::::" .;.::::::::::::. Section 6.11 - Heal&~~J::ontinuati~~;~overage (COBRA)... ... ......... ... ...... ...... .................. ...... .125 .::::::~~~t::-.. ,~~f~~ Section 6.12 - Health Ins:it,i9J~p4'ffity and Accountability Act (HIP AA)................................ ...125 "::::~~@lfttf.?;' Section 6.13 - Use of Exercise F~giiity................................................................................ .127 Section 7 - Safety' .......................................................................................... ......................... .......................... 1 Section 7.1 - Safety Policy............................................................................................... .129 5 57 4. ..::::$W <'f .:::~::-: /_,,\Wt Jill'We :"::=-4':::'''''- fk.m:::: ~"~"/.W4.' ~1:::;;{*~:::- d'P:>'<{{iMikt. <WW' <:::(tffu /ill<" . W '~.w:if:::: . 4.1t~~ v~.., ,.1iWkv ~'" Aiqfdf '1'$k 4F "- .<>~, . 'd ~.:;" "%$:: "<iF ~. :::'Wiftt;~,> 111 '\,&~::> . JtW ''W''::''::>" Air",#, ' %.fhthfl+ '::::::W'~'l' 6 58 Section 1: Purpose} Adoption} Amendmen~ and Scope Section 1.1 - Purpose This administrative manual provides a general resource of the City of Farmington's policies and procedures regarding the conditions of employment with the City in accordance with Federa~ State and Local statutes, ordinances, and administrative orders. ..:.:.:.",.". ~4l~~lf#ll~' Employees subject to these policies and procedures are respg:l{11@ for complying with and carrying out provisions of these policies. Any employee who fails t9i:~~fffptyt}y}th any of the provisions of these policies and procedures will be subject to disciplinary actioiF'in the ''tdfin that the City deems appropriate, ~rill_~~fi applies to union employees to the exterlW.!l.i'(~)it.. does not &~t with the subject collective bargaining agreement. Union employees are encoU:~~::::_.!B~ult the"itt'p'~ctive bargaining agreement frrst for =:i:~;:::e:ne^~ This administrative policy~;iijttmrocedl-6hnanual daii::not attempt to address all possible work situations or to identify eveIY.'p~ssible"::g.Jog#rll~ents ""hitx also maintain separate department policies and <............E.:..,.... .......,,~.....,.. "':>"it":iW:':~"'::""::::~:'c' . ,.~"./>>.:: procedures. T.millJ.i.t_Y~$..ion Or:tb.~Hltl1nutf.diti.ye pd\ic.y and procedure manual will be maintained on the City' s ,tf,f8hrc..nefWl..~er:::~'~id~:ll:l:,~:::::~::.'4l The Dolici~fitd Drocedur;;::tlie f~'~lh-ormational Durooses and are not intended to create a '..:.....:.;.:.:::.. -::::::x:-::::-;:. ..;-;......;.;0;.;.;. . contract of emplo~.ent. They m(flke ameh~e:d, repealed, or modified at any time by the City. Except as mod~ed by a coll~ef;b:~}...b~gaining,lweem~;t ~our em~loyment with the City is "at will" and may be termmated at any tune..:ij'~:rJl~er YOU1.8f:~he CIty WIth or without cause. "::::;@*f~t::::.. ..::i!.tJtr Section 1.4 - Policy A,r;~ii(/lJfin.ts ..::tm~$:~~;,' The City may from time to time add, delete or amend information in this manual. When such a change is made, Human Resources will document the amendment and provide the updated information to employees either electronically or in paper format. Section 1. 5 - Data Practices Advisory During the course of City employment, an employee will likely be asked to provide information that is classified by state law as either private or confidential. Private data is information that generally cannot be 7 59 given to the public but can be given to the subject of the data. Confidential data is information that generally cannot be given either to the public or to the subject of the data. All employee data will be reviewed, retained and disseminated in accordance with the Minnesota Government Data Practices Act. The requested information will be used to evaluate the employee's job performance, eligibility and abilities. The information provided by the employee may be used in performance evaluations, determinations regarding placement in the salary schedule, applications for employment, and other matters that involve a review of the employee's personnel file and past performance. If the employee provides false, misleading or incomplete information, the employe~ may be subject to discipline. Unless the employee is otherwise told, he or she is required to provide tm~:::.mrormation or may face disciplinary action. ,::::t::::m::?,'::" /VdijJj{: Those authorized by law to receive information in the emp'~;r~irlt$.pnnel file may include, but are not . . fc 11 . . . :$. ..:~:::::::., .o::::::::?-:~::~::" Illmted to, the 0 owmg persons or entities: .fA::):,. . '\:?:t:,:> /i.W::::tffk,:::: · Employees, agents, and officials of the ~mliho have a need tcit'~n;Y about the information in h f h . d . 'b'l' . .......~.m..4.fh t e course 0 t err utIes or responsI I ItIes"Wt::::... ::..'~<0L Th h . h b' f h . ::J'M"it. 4V::.:i6 · e person w 0 IS t e su ~ect 0 t e pnvate Ul:l'i1:~?:~... ..::(:t;lYJ '~~W9h · People who have permission frq~fu!b~ subject oft~~A~~J.;?;" ':\~f} · The Internal Revenue Service, ~.~R1! Departme~J::Q[Revenue, Public Employees Retirement Association, or other applicabIij,::':::pttf~(9:P:::::.~ystem, ":~qg:::,.the Immigration and Naturalization Service;'\:::::ib.. ':':::::{?~:il/:,:,::::".. "::'<:::;:;:/:,,::.. · The Minnesota De.e,mJBf:9.l:pfEcondflR Secur~::~8RY cliii~lfpr re-employment benefits; · The Workers' C9Jm~fiSatiqWi:~ourt in aV:$.;,claJ1#J~9i":'<<f9.r1i.~w~' compensation benefits; · Various insurari6&C6m.panie~m,any cla~f<i1fm~urancg'bifiefits; -':::::::::':(.-::;" '.:::::::";:;-;.:: ::::::-:::::::::-;:;~::;-;,., ,........... · Individuals who Bave,:obtainedHfcourt ordeilii6r the information; "':':':':':':':-:';'. 1:':-:-:':'"': ',:.:.:.:.:.:.:. · Participants in any':::::u.UgjltiQ.mMm~Jation,"t:~t~rans' preference hearing, arbitration, or other .~~~;;i:; If litigation iti~f:~.~the followmg:::m.rorniliii94:}nay be provided in documents filed with the court and are available to anyrm~p1ber of the-:;:::py"plic. nt'rmsonably necessary to discuss the information at a City Council meeting, IP'iiltbe availabf~l:t9 memb~fs of the public. To the extent that some of the information is part of the basis foFit6nal decisidllm disciplinary action, that information is available to any member of the public. "::::t:~\rki!t~!ij'rl' , ~;t~.wtf~:.. Section 1. 6 - Minnesota Personnel Record Review and Access Act Effective January 1, 2008, the Minnesota Personnel Record Review and Access Act provides the following rights and remedies to employees regarding their personnel files: · After termination, employees may review their records once annually for as long as the City maintains the record. 8 60 · The City must comply with an employee's written request to review his or her file within seven work days from date of request. · After the review, the employee may request in writing a copy of the record at no charge to the employee. · If the employee disputes information contained in the record and the City does not agree to remove or revise the disputed information, the employee may submit a written statement of up to five pages explaining the employee's position. This statement will be included in the personnel file for as long as the City maintains it. · If the City violates the statute, employees may bring a civil action to compel compliance and for A" actual damages and costs. ..Afi~} · The City may not retaliate against employees for asseI1mgJpights or remedies under the statute. If ..;............. the City unlawfully retaliates against an employe~Im:ij::::~mployee may bring a civil action to . ..i:~~:"'~:~::::::::"":::,::::(::~::::::" . .. compel complIance and for actual damages, Qi9:W:::paYfr~~mstatement, equitable relIef: and .........-:.... .................. . mromey ws. < ~ ~.f~l.~::.. SectIOn 1.7- Smoke Free Workplace o/&.ffb. ...:4rg::~::> 'tiltb:, tdiilt,I:x:.. ...;;~~ftti~::~~fy::.. ''\w All City buildings, facilities and vehicles"I<<~a~ijgnated as no.t~moking. There will be no smoking within City facilities or vehicles at any time. Cig'ilUe-::b~}!p.d matc~~*wust be extinguished and disposed of in appropriate containers. Empl~.yees who vrS:~F thf~~~2~,..will 6W:tH,kject to disciplinary action. y N...........~ ..:.,.......................,.,:'w. P.li.t...........~ q pp Y P ym , including l(~;:lt6t limited 'i&l.R~' cl~~qti~n, traiiS~jftecruitment, selection, lay-off, disciplinary action, terminatio~'::&~if~nsatio~ an(F$i:l;rtiOJ:f'(t#.f~ining. The City ofF~~gton ,,:ill not d.is~riminate against any employee or:m:RP applIcant otiJ'~ basrs:tg'&Iace, color, creed, religIOn, national OrIgm, ancestry, sex, sexual ori~ntati01i;:::'4:~~Rility, a~e, t(tfal s~~s~ status with regard to public assistance, veteran status, or membershIp on a locat:::p.mnan rIghtsi~.mnnsslon. V 9 61 fJMW.mA~~::::::.,., r..rfJ{4-:d _jf%~1&4.. r==-~~. "'0.'@", ":"::Ww- "'W"'* ,ifiB' ....~~W~h, :::W:,,:@:-.. .titli:: .:.:;.;::J$:...... ':~."" 10::.:... . '~lfhi:.. ., ..::::::;.f.:.:...., _ ~+t..h. '@:::::~ ..:.:~'Wt:,... :t@H -$.:... tJw,: 4!ilDb.,... JJI' ..<t.ff'A~" ..~?if-P ..{$.::>., ~...*.@'< ~?&j:' .IF .Af?:'" .:1:t...w*"y.<<..-J ytt&f@001'~'<' "~~ .....v-::'"A ~ <:....' ...,. ikit;t %tt.;.., mt.,... WJ.h.. ~ AWMY 1W.:,. "-iitt:;:., . ~~"~:::=k~ "'~'f$*, <~t10k W$% ";;:1::::- 10 62 Section 2 - Definitions As used in this manual, the following words and terms, unless the context clearly indicates otherwise, shall have the meaning as defmed herein: Anniversary Date: An employee's anniversary date shall be based on the first date of consecutive employment in their current position either as a regular full or part-time employee. Appointment: An acceptance of an offer of employment by tb!:' City, recommended by the City Administrator or designee, and ratified by the City Council. .dl::11:::;;~) ..:~:~gilif*Jfl Benefits: Privileges granted to employees as part of th~dtdtijtltpmpensation package to employees ~cluding vacation, si~k, PTO, holiday, perso.na~ and ~1~::1eaV(~!::::m:edical, dental, life and disability msurance; and professIonal development/contmumg j.~tIon.::'::t::i::tt::::: 4~......f' '.:.:.:.;.;.:.;.:.:. AM%:1d:::>" "::',:,::::::::h, City: The term City shall refer to the City ofFarrriIijien as the employer, tK~;tJ1Y Council and its agents. ":::~;~@Wt:::. '~:::::::" ~::~{~rJ~~~~:~:. Classification, Class, or Class of Positl?ns, Job: A{I9.>>Pxlif':~itions sutflei'lt!y similar in duties, aut~~rity ~nd responsibility to warrant ~I]\f:ri::. class titl€i.tfcations, and the s811edule of pay for all positions m the group. \tW'.::#tt0.t ":~qW~ ":q&t<"W{W~fft~i~", <:tt@ilit.h Compensatory Time: Time ,~.[..from worltllt. t1:ie':i.::iWpJgy'~e's"':hf{~1 straight time rate of pay. For employees not exempt fro.~:!IW:l_R)j~ions o:t'~lairltl't:~JJl~daf?*Act (FLSA), compensatory time shall be computed at on~tig.!J:ohe-Hafli,.~) tnne${~!l~:!Th~ber"'o~~~!gnne hours worked. ~q... ' l11 ~~fff:~1~~'~:.'~.. ..:.::::~:., Continuous Service: An elftaJ>>~ee's .f.l!gth of serVUf~t. from the most recent data of hire, re-hire, or re- instatement. AIl:d?:WJ?19yee's 'QpBY.g_I'!Mi9.~ wil~ill~ termed broken if that employee voluntarily resigns is tel'1l1ifilt.&f/Bi!retires. W.r' ':<:~~\fHit~:,:... \fih , 4f.PJg::~:::JP' .......;;:::::~::}:::::~:>,. W'.ib ":':i:f:::::::::::::::.. ',:::;::., ,lfJ.$V '<:::::;::::t@~:::.. "'Y&h:::.. ...:::=tt:Mb Date of Hf~g:fAn employee'~W:-d~t.~ ofl{.:J~ the frrs{'aay of employment either as a regular full or part- time emPIOye~h ~q~I!~]b. "::W'ji,ilp Days: Calendar da:~119!uding Sa~'y, Sun~y and holidays unless otherwise specified in this manual. '\,qi;::;b::> lJi ~emotion or Demot.i~nt?t11l~:~i.pJipary Reasons: ~he change of a~ e~ployee's status fl:om a position m one class to a pOSItIon matmlYw'Class that could mclude a reductIOn m salary, due to mcompetence, inefficiency, or misconduct. "<:ff}V Eligible: A person who is qualified for some type of appointment. Full-time Employee: An individual in a position that is regularly scheduled to work a forty (40) hour work week for 52 weeks in a calendar year. 11 63 FLSA Exempt Employee: Any employee who is exempt from the Fair Labor Standards Act (FLSA). These employees are paid on an annualized salary basis. Regular full-time FLSA exempt employees shall not be subject to overtime pay. FLSA Non-Exempt Employee: Any employee whose work is covered by the Fair Labor Standards Act (FLSA). They are not exempt from the law's requirements concerning minimum wage and overtime. Immediate Family Member: A spouse, children, step-children, siblings, parents, grandparents, in-laws, or grandchildren. /..:". ..:;:~tfl~~::~ Interested Person: Any person who has a direct fmancial or}asggortnc interest in a decision that a City employee is authorized to make. {:(.~:~::::I:::t~t:::.. '-:::;::f.{~:;:;., ":::::?~:::::::"" Layoff: Separation of employment due to the elimm.-61~~i~:or a regu~i~Gtime or part-time position. ..::;:i+'iiti" ":qy+. Longevity: The total length of service with th~;@W.1tY as a regular, fulti{ttn~ employee including the employee's initial probationary period. "::~~l.lliw'::: ":9rtll::::.. ";Mb. ...;f.:::. "::':::::@~i, .... .x.'"0.~.,. .......,....,.. > ..::-@~:1::::.. .4!.}J:ff.?? "::::~f:f:f$:::.. Overtime: Ti~e ~o.rked in excess of \9~~8:~~0) hours ~ijW~,f~ffor non-exempt":::ei$ployees. For police officers, overtune IS m access of 160 h01.1t!~:pe.:tillWgnth (28 day:i'lih:.. Position: Any office oremp~ th~~ " Posting: The actual dispJ.~~~;bFrjtggAFment o'ij:;::yar!g.\lleit}fi:g9.Uetiif~'boards that are conspicuous to Promotion:'A1T9.bange of eniplQ~:~e's st~ful).. from a position in one class to a position in a higher classification haV~~l;~::~gher ma;t;,~ sai~J:f~te. Reclassification: A c1f@:g~ in a cla~w.:.~f an individual position by raising it to a higher class, reducing it to a lower class, or moVmS:~:it tod,U8iher class at the same level on the basis of changes in the kind, difficulty, or responsibility:'8Hthe.:~:titk performed. '::q;~:::fff:r Reduction in Grade: A change in an employee's status from a position in one class to a position in another class, including a reduction in salary or wages, that is unrelated to the employee's work performance. Regular Employee: An employee appointed to an authorized, budgeted position in accordance with the rules of this manual, and has successfully completed the probationary period. Regular Full-time Employee: A full-time position that has been expressly authorized by the City Council and reflected in the adopted City budget. 12 64 Regular Part-time Employee: A part-time position that is expected to be longer than six (6) months and regularly scheduled to work not less than 15 hours per week throughout the calendar year. Seasonal Employee: Employees who work only part of the year (100 days or less) to conduct seasonal work. Seasonal employees may be assigned to work a full-time or part-time schedule. Seasonal employees do not earn benefits or credit for seniority. Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or medical care facility; or continuing treatment by a health care provider. As a result of this condition, the employee is deemed l.!n!gl~ to perform the essential functions of his /her position. ..,::::(::::11_'::>:" Temporary Position: A position with the City in other,:,:tmM}-a,'ifigylar position or a regular part-time position that is typically limited in duration or to a speG.mg:::fi~k or p;Sj~Q.t~ /.AtffFv:::q::lt:~:: Termination: A complete separation from employ,lififwith the City as ~:':t~iuJt of discharge, resignation, retirement, or death. '::q@~!:!:!i:;;t::::,. .,:,~~;;:;:::::.':':::i'V4rnm:~~. Transfer: A change in the employee's ~t~ from one "Cit~:'pg~Bi6~ to another, ~~_cessarily involving an increase or a decrease in pay. \~_At::..:. "::"':::::r:'rr '~.fjj w&'i.fu.. '.::"ttt::.. <=={]- <:,:,%i4.t-~.... "::':':':::'::':'" Veteran: A person entitled to veteran's pre.llc~7.f?abant to th~:litteran's Preference Act and any other appll'cable veteran's regul tl'onM:<::<<'" "fib, "<:::~:itllh,::,... "::'(!!l2:b:.. a :::::::1(.....;:...;.:-:.;.:.._... . ....:-:.:.:... ...~':.:.:.:...:-:.:.....:-:.. ....;::...:..x:::: 1\t;.: tf.$ ":':':':':':".', '+:ffu: 'Wf.& "<t:lV ~ 'x::.:"../."(<<~. '<::::@" 13 65 d t % &~" Atr~~, .<4t~i*. .~ .. :;:#/.:k:-7'. 'ffJ'f~t:}x, ....:::~-...:;:::::::: . :::\~ai.t:, .-:"i:"W,;,_,,::. \?{f;.;"" "'-$::?ffi.t.t::fu .::;::/ ..<.:::-~ ..(;$.:-. ..... ,4#%:. ..::=$#~> S'.$illk:.: AF , .., ""4$:> fin) 9(~ '''it? /.<~;Mli":;%:h:<< AfMMwWmttWiktt AftiV':' ""~~h}ffr ., , , " " , ~t.h Fttj ::~,i:qA fiN#' 'l.~~> A@l@ J{:~~~~~~ fJjJ:fftt ":::~f~~:*..-:=t::::~W ""Y$Jlif" 14 66 Section 3: Employee Conduct and Responsibilities Section 3.1 - Employee Code of Ethics The City expects all employees to exhibit ethical and professional conduct in the performance of their job duties. They are expected to work in cooperation with other public officials and employees. The provisions of this Code of Ethics are applicable to all City employees. City employees, while acting as such, will not participate in, att~mPt to unduly influence, take official action, or vote on any issue in which he or she has any direct fin~i!ifhr personal interest. /JtIIili~~~" Disclosure. Employees are to disclose any fmancial or ~Ipffii'~i:;m!erest that he/she may have in any public matters which he/she may have influence on d4s.J6?ttleir j8'tilr,~ponsibilities to their supervisor. Where a conflict of interest may exist, as determined..J:?ilRe City, the .t$itAttomey shall review the issue .. .:::::-::'~:::::.:::::::r. "'::';::::::::::':" and recommend appropnate actIon(s). ..::::}ftwr:': ..::y:tk- ~~l~][fu~:. .;:~t*~~~l;7." .................. ...............;... Confidentiality. Employees will not disclose or use 2&i.#i4.ential.mt.:q.rmation w'if<<~Nt proper, written legal authorization, concerning the property,<::::~~vernment '"8~J:~[%~m9f the City td%i'-xance the persona~ fi . I .. f hI>>........... h .................m... .....'iii' manCIa or pnvate mterests 0 t emse vest6i::Qt ers. ..;;:;@:tiiW~' "'I :::;~l~~lr.:=~t~f:1l~~:::~:.~. ."::~~f~Jffff:~:::.. Gratuities. Employees are not allowed to:~~Jn~:t~t;;mdirecti~~~~l.t~it any gift or accept or receive any gift of substance, including but upt limited t(f{ffiQney:~:ii~~~s, Ciiyt[~tyices, loans, trave~ entertainment, h . I' . d ..-~:m;:::~:::::.~. ~*~::. ...'::::::f.::":"xt.=::.... ";:;:::::;:::::;::", OSpIta Ity, or promIse, uneJt::::anM;cJ.tjgmstances::w~ ..:::::::1:::;'W~t?t~.. ":::::;:::f . <f@'PW; x....:::q.\ . \1ihltfl";~W:~.....~t(t;rjilib: ..... . . RepresentatIon. No empI61{~}l:::~hall apm,r m behalif)Fanother's phvate mterest before the council, any committee, commission or":fag~ncy ofllihe City wf@.r~, that City employee sits in a decision-making :. o~~erests in any action or proceeding against the Sales, Lease~;;::~g~ Con~racts:';{lli.IEept :~b.i::c~cally ~uthorized by Statut~, Sect~on 471.88, no City Employee covellf:py thIS Code 'q:f~thICS W~9::}'s authonzed to take any part m makmg any sale, lease or contract in his/heHQi-pial capacit~~8:~1l hav&H direct fmancial interest in that sale, lease or contract or personally benefit fmd#'~j!llly there~gm. :;::(i.~ til::~:iH Official Duties. No emplo;y~~~pa.u;::ijr~hn expenses for travel, meals, accommodations, conferences or any other such type of travel e:pi.;'IfJWnless such expenses are directly attributable to his or her personal travel expenditures while on official City business. Expenses charged to the City for payment shall not include any expenses associated with family members traveling with the City employee and/or official. Private Use of Public Property. An employee shall not use City property for his or her own private use, unless such use is expressly permitted. Solicitations made by public officials of City employees for special favors, or for private use when such requests will knowingly require the use of public property for personal reasons is strictly prohibited without the express written permission of the City Administrator, and such requests shall be made part of the public record. It is required that any such solicitations be 15 67 reported to the City Administrator, who, along with the City Attorney, will investigate, and report the fmdings to the City Council. Involvement in Governmental Review Processes. A City employee shall not involve him/herself in a governmental review process with respect to a matter in which he or she has a fmancial interest or personal interest. Conflict of Interest City employees must avoid any activity which suggests a coI.Y.llp.l of interest between their private interests and City responsibilities. When an employee believe.$fdi€' potential for a conflict of interest exists, it is the employee's responsibility to avoid the situatio.n:lii;:~:;@;:::::', {imfri:f:::r<:i:t:::lit~h Examples of activities which are not in accordance witnJ1Hs polic}t!mGJude, but are not limited to, the following:. /~;ifP;::'-' <~{lgth :.6#1$7 'Vdtt. ':':':':''''''<':' 'Wilt 1. Use or attempted use of official position to seriut;~lj9fnefIts, p~iyileges, el(iiRlions, or advantages for themselves, their relatives, or others with whom aif:'(mn..!oY1-ri4~)ssociated, f~~m"different from those available to the general public. ;.:fill.. '<:<:::;$":::::;10 <V~'f.ft:,:.. . ":~~fift?' .. 2. Acceptance of other employment:,"k~at.~Gt~1 rel~if~fi~.bip that will affect the employee's independence of judgment in the exerciS'&,;'~ftfi~f~~lQyee's dft1~i~1 duties. . X~/.<<::::;:':'.'" ..:t~~l~~~\ ~~~~~~f~~r~~mt?-"~;:... ":~~{{~~f~~?* 3. Activities that require .J~[.~l.9.M~e to int~tktet cq4Il1::Qf.4.m~nc~~Wfor regulations when the activity involves matters witll.:;!~bh the:::~',sjal or etK"i!gx~::liKs btii'ijt~~~:or family ties. ..:::~~t~Ift~~~.. {ffit~; '~41fffi;:~~" .~.:::::". 4. The use of City time, fuE'iUtj~s, eqvfPfuent, or sJp~U~s for the purpose of private or personal fmancial gam. ~ ~, 5. Conductllig::personal bU$liiess wHU~Jworking f~gyfu.xly scheduled hours. ~J~~~t:~.. -"':~:{~jjjI~t~::~. "~::jjjj~~~j~~h~... ....:.~::~::.~. 6. Receipt oif~~:f:Ptance of aiiy::lU.9.ney'<B~;~tp.er thing of value from anyone other than the City for the performance":H~J)f?rk that the'\~wploye~({ilrequired or expected to perform as part of their regular duties for the Cnyl,:::::;ib.. \::::::::::\ ":::::7J> ::::::::::::::~ 7. Any fmancial inter~~~fJp'.ersQujU# benefIcial interest, directly or indirectly, in contracts or purchase '/'.''/.0'.--. g'" '.' .......... orders for goods or servic~m:HK.~}15y, purchased by, or furnished to the City. ..:::%;~}~:::.... "::~r{(. 8. Acceptance of a rebate, gift, money, or anything of value from a person, frrm, or corporation to which a contract or purchase order has been or may be awarded. 9. Whether or not a conflict of interest exists will be the determination ofthe City and not the individual employee. Disciplinary Action 16 68 City employees, whom, after investigation, knowingly violate sections of the Code are subject to disciplinary action up to and including termination action, and any other penalties pursuant to civil and criminal law. This section shall not be construed to limit the rights of persons charged with violations of this Code under Federal and State Civil Rights Laws. Section 3.2 - Employee Conduct It is important for all employees to work together and behave in a manner that promotes the efficient operation of the City and ensures a safe, harassment free and pleas~~~:::~ork environment. ..::::.:::::::.:::::::::~ Behavior that does not promote an efficient, pleasant, haras~m~,'~free work environment is prohibited and may result in disciplinary action up to and including ..gifmit~Lfrom City employment and may be prosecuted to the full extent allowed by law. The fo~J(j'Wg eXitmRles of inappropriate behavior are intended to provide employees with some generatt~.ights int6\:t@Jw.,viors that the City considers . ..::::x~:{{:.:.:~;~. .~::::.;:::::::::::. unacceptable m the workplace: l@i.tfl':.:::1:~t1}',> 41r~[i;~: ?<:~:;::I~!b} . Theft or unauthorized removal of possessions ofll1t}tproperty~:::::..:;:%jffit::" : ~~=::~:::::O:fO::~:~ , . Possession, distribution, sale, transfef.~::::~f{ij~~:d?:.f alcohoNf.!ilHegal drugs in the workplace, while on duty, while on City premises or while ailt~irlg::fJ.RP:!oyer-0*itq4:yehicles or equipment. · Fighting or threatening vi~..!~n~~in the w8~lg~ace'~':(\t;Jib:h::". ..:::t11~~lrilif:h,:, . Any type of physical o.r.,.1.<<f:JjI~~byse includ4i.&..sabol~gmg::~PQtheilsa\rork. · Making malicious, ~mf'cVo.r.;'fiitiful stat~A1e~~:iJWii ~tHifi~l:::' . Publically disclosing an:.Q.1h~r's pri-V4t~ or confid~nf.ial informatidh .......x.... .....:::::~ ..-:.......:.:.. · Negligence or ~propei~i.~~~ct.ll~1n~,,:.!O ~i~~, or loss of employer~owned or customer-owned : ~!~~, . Sexual of'::qUWr unlawful O'r+~ppropilm~. behaviors including comments or remarks that contributes to a hostileW~flhenvironmenit~~i;it:::: ..:::q~it}~ . Possession of d~y!oUS or unaiijlgrized w~apons in the workplace. ...;..:::::::-.... ........ . Unauthorized use'$.t~w.ployer-o:Bed facilities and/or equipment including phones, mail, internet and email.:::::::::::::;::b:::: . .:/:!:iM1 . Conduct in private life tn(t:::2.~?discredit upon the municipal service. . Inefficiency or incompete:ri~:Jir'the performance of job duties. 17 69 &.~d.$:':::::"'" ht".$(::::~~~f*:::::::.. <f&'.h:::{:~:<$J.4b 1W,,/ "''''W4.b. 4lHi? ~,t.:~ ~WK "~~h ,:~~%~>>. 'v~fk~ '~v, 'Win "'wt8 "'44 "": '[;f~ '''' )Mf:@t,W~d::A%:::9 'W::w.::/.'::::~~"~:::" 'y,. ?'M#.<<:"i}".. ':~~Wff#, .....;-;;-# A_ --fdtP AM~:::::;:: A""'::ff4.~::;.. .....w;::;..:--....: .;~:{4fk~.. .::.JJ::" ...,;.:::,::,. (.....'. .<:::W#<. .::i#:;::. .t:;:R:',<" /..;:~::;;~W ""'Utb, W.';:::.l& -:::-.L ''tr#,~ =ft.ffJl~-:.. ....4f~P/.::.. ~q::i='4k, ">.::~~ 18 70 Section 3.3 - Customer Service In an effort to provide the best customer service, the City has a Customer Service Response Team comprised of at least one member from each City Department. The mission of this team is to promote excellence in customer service by evaluating our processes and procedures in an effort to provide and maintain the highest standard of excellence in customer service. It is our goal to ensure ease of access to services that minimize technological, administrative, and physical barriers and meet customer needs; and also to ensure that custome~.service concerns and complaints are appropriately responded to in a timely manner. ..:;({i:I~:~~:: ..::::~tW~~~~~~j~~:~:~~' The fo llowing guidelines are to assist each staff member in Ptd.fji.~g the very best service. '~@I~ff:f::~ '.\~~~~~~II~~~~:;;. ....y ~X""" 1. City customers always come fIrst. Perso'!@f.1~:phone ca1ii~ili:~Q;fial conversations, and private business should never be continued w~Ut,::i:rPUstomer has ent~f~:your work environment and needs service. . 'it::jjijijiiif:':". .. .~tt~lt&h . 2. Be courteous, patIent, and respectful ~:.. the mdWldual. Patiently. explam the process, courteously answer questions and, if ne2&%\WY,.Sg9.~t your sup:eqj~p'r to assist you in appropriately dealing with th,~::B,;t2mer. ":::qM~::~f::::::::::W:);;'::;;q& 3. Customer telephone calls shoti1.Q.~J:~~. transferrea,:m.re than once whenever possible. 4. Follow through with the custorll:~t\~H[~l!gt!on is cO'lp~~!ed. Let the customer know what you have done and ask ifthere is anyiIUPs eisgYQll:9.;m do .t6t::lmn/her. 5. Take the initiati~!M.~H..You are':'i:.4~,ble o:~;:I~9liP.g rdf41nr situations, do it. This does not mean doin so18.nferge~s.::'ob but lfill.be.uf:::::':fi~t!ml to IDake the entire team look ood. 6. Do not e':etfliPeone '~t~I:!~ take 8Ij~1=:::it.g Co~Hlcate when there is a proble~; take personal resporili'("~Mfl for l.t)rov~g tli~::lf~cess or ~ity response. Let your supervisor know what !9.~tJ?r~blem I~:@:qq::~9;11f.~~8!nk YOU1::;!p solve it. 7. Be..anH~m:::.:~:.thetic listene":'1t"'''laititoo1fXsituatkr:':;,\:. While ou ma have dealt with the situation a ..J=;.;.".=t:.:.;.:.;.:.:,pg,:.:.:.:.;.:.:.:.:.:.:.... .,.:.J.LMP "">>"'"';':':':':''' ~:.:.: y y SQiaf6d tinies~)u.u~:::.1Day:::.tbe first'illiiW!3;::9..ustomer has complained. Remember, we are here ':"fQ'f:[fJ;1e customert~i~~p,yeniJH~~kJlot our owK 8. Qi&f&xservice, a pt&'l~iornifi'ijl!tJlde, good customer relations and a professional appearance ........-.-....... ..:;::::--....:--::: .................;. help cf~t.e and maintaiffi&Javorabli.::City image. Take pride in your appearance. 9. Finally>Kt::&t.Je bit of "I~l~j}~ goes afbng way. Though the answer may not always be what the customer Witts to hearmji~ customer can still be satisfied with the courteous and helpful response orv "':/:.:-;'j::. 19 71 4 4& ".< :.:; ~4JIJ~ 1JiV~ 1&.. i~h. 4f':h. %~ +th., , , "$::=::" " '~:ftr~ ,d':""*,*- 4f.4W~~i''' .4lfdf'F::ff@.tj@:~ .P'7 ~/"4. '.; "'.t$t, ':--.t~~......~';%ili?~ 't%.},:",. '0/.0 "::":$.:r~:;. '...$~ '<:,.', '-$.< . '1tJfth <:tr::}... <::::44'" -.' ",:,W}: @:,., '{f$.t, db :'fit'.., .w.@J *tiJtr,ilil %<'It.~ ~Wi~l~r 20 72 Section 3.4 - Public Communications The City of Farmington is committed to fostering professional, credible and timely public communications on City programs, services and activities to City residents. The City recognizes that City Council decisions, policy issues, development proposals, and various other actions related to City business have the potential to become controversial and cause debate or disagreement in the community. Effective communication strategies will help prevent such issues from becoming a crisis, and will promote constructive dialogue in the c~:Eunity. ..:::::::::~:::::::::::::::., Guidelines /,:@:::::::::::::::.' ..;::t:flJif}::.. .';'::::::::::::::::::::::'::::::::::::::::.. 1) Responses to public inquiries should always b~.. p~~#ide'(Fi::mt:::,a very objective, courteous and professional manner. Response to media inquirie~:::~hQ:u1Q be proW4!9.. in a concise and direct manner balancing the public's need and right to knowlfJ1fle minimizing:\irly,. unnecessary comments that could generate liability for the City or potent4J~l.::::damage the reputati6w'19f.the City, the department, andI~rrespective ~ ~,~ '- . 2) A City employee wIll not use of.JHW:y:,:..profanity, P\W~BP'jilt comments or language which could reasonably be perceived as either 6tr6risiv.e..:. .or demeaI1.~:..to any person or group's gender, racial . .. "~::::::;::::~ ":':~~;::::::~~:~:::';'. .. ...;;;::::-?::~:?.. compositIon, ethnIC background, se'W!:Iity.ifMr~J:".~IOUS pr'~"f~nce or any other protected class 3) ;;;;~~il~~au~~roMOfale~lnmure 4) All employe~~J.~~ye the":fjlwlsiljf.tL4RJdentJl~Qtential issues affecting the performance of their duties an~k~fP.:~B.~1~i2'prdhlgly.~~i1FE8fi~fl!~h:!p.at"Hi~y generate a high level of public visibility must be broygfitlfB'ihe"mMi~W~te atil:t.ipp. ofthei5(p.~Pfgnt Director and/or City Administrator. 'li:~:~:::i~~,: "'t'fftJrb:.. ..:::tWjt~::::.. .~tej 5) An emplOy~~::::~hould not resoopd to liij&mublic inquiry without establishing all the facts. If the issue requires additional research, ;~{~ft' shoulalmrorm the person making the inquiry that additional time will be needed:::tq::ti:~pond and it.:~yide a tliheframe in which a response will be given. :::t~:tit~,: Wrg 6) Access to personn~:P:::ibf:t goy,dff.lhent data is governed by the Minnesota Data Practices Act and questions regarding tliM:l~!.~i.~~P6f such data should be referred to the Human Resources Office. Release of non-public or15jJyKie information could be harmful to employees, and generate liability issues for both the party releasing the data and the City. Job references, personnel data, and other private data should never be released over the phone. The City Administrator is the City's designated Responsible Authority for Data Practices; the Police Chief is the City's designated Responsible Authority for Data Practices for Law Enforcement, and Human Resources Director is the City's designated Data Practices Compliance Officer. 21 73 Ji :& dn ~fl '''-:;.w ~. ~ 4t_ffu~" {llifJP" "wA /,;s.':.. "::::$~,' ~<::.;"=* A::'W~, g,.i(~=x.fI'< 'f::&.t.$ 1#.tiV ..'~t.6b. .. .. - - -, - ":::~i:~t.:f.lt , ....<<s~,~/.. fl!t~JF#Jj"'~i:'" f{tit~W wW4f@JI::. "":':'*"':" 1;:. ":f#0.::. ''''N,:,. '.{$.b . i:" '..t.*:.. ''''1gh .:r::::::".,.:.. .' '-I 'i%?t.:.. AI/.. ":'VJih' , '\:t"r 22 74 Section 3.5 - HarassmenVSexual Harassment The City of Farmington is committed to creating and maintaining a work environment free from all forms of harassment and discrimination. Harassment is a violation of Title VII of the Civil Rights Act of 1964 and Minnesota Human Rights Act. Harassment of any person because of race, creed, color, religion, national origina~ sex, age, marital status, disability, sexual orientation, receipt of public assistance, political opinions, or affiliations is unlawful. The City prohibits harassment of any form and will take action to re,~pond to any reported harassment in a professional manner. ..:l@lt:: Confidentiality . ~ A person reporting or witnessing a violation of this PQUbY:J::annot be'~~aranteed anonymity. The person's name .and s~tements ~ay ~ave to be provided t~.::~~~fJJJiI~ged offende;:ii'!=.t.~omplaints and in~es~ig~tive materIals wIll be contamed m a file separate frorri4lj~tlnvolved employees""p"~t~~nnel files. If dlSclplmary action does result from the investigation, the result~:::qf.;tp.e disciptWary actiortt~u then become a part of the em. PI.Oyee( s) personnel file( s). .w....... ";"it:j~j!ll:l!!!i.::;.:::'i::::.::.:.:.::::::.',:,:,::::..:.:.:..::::::.::!:.i:l:.::i::.i.I.IJ[> ..<tlt~:) :tftr~~~*}~t~:~:... r .. RetaliatIon '~:::!~ii(:;;~:{Ift&ih~~:. ..::;;t:i::jili::::!i~\.. Consistent with the terms of applicable starii.~~ ari~f1~if:M::p'erso~ffP.9licies the City may discipline any individual who retaliates ag~W$.JlN}X person WPP.. repoi+~IilI~~~d viol4.t.iqns of this policy. The City may also discipline any indiviidilr;;ff&tetaliates a~N6t .afiyrpDtf~ip}lnt "iif an investigation, proceeding or hearing relating to the ref{ff~f alle;~Iy,.iolatio.Jili:::kiilll'tion iriMij.aes, but is not limited to, any form of intimidation, reprisal, or h~$went. '1~'::~{ifJ.~:( sexnallh~~ , It is the citlf~~oal to pr~~iat~mpl~f~s;::with a ~gf'lace free from sexual harassment and the conduct that leads t6t:~!f.Jp1s of sexWf"~.?tgassrtii~tb:.~exual harassment is defined by the Equal Employment o ortunity' Coriili!iission (EEOC"::as~.. '~::@h" PP:::::::;tth. f":;::::r::::::., "4f ~:::~:;:?$'::.:.. ':*~:~~~:;::, Sexual harassment ili8iUdes unwelc&l~ sexual advances, requests for sexual favors, sexually motivated physical contact, or oth~P:~fk!.?al or.J!B'ical conduct or communication of a sexual nature when: .J'ib:;::::filp" 1. It is a condition of hiring oR~~ffi.otion; 2. It becomes a factor in an employee's job duties or assignment; 3. It creates an intimidating, hostile, or offensive environment in which to work. The City of Farmington recognizes the need to educate its employees on the subject of sexual harassment and stands committed to provide information and training. All employees are expected to treat each other and the general public with respect and to assist in fostering an environment free from unwanted harassment. Violations of this policy may result in discipline, up to and including discharge. 23 75 Procedures for Reporting Harassment Employees have the right to raise the issue of harassment and to file complaints with respect to such harassment without reprisal. If an employee brings said matter to the attention of management and/or HR in "good faith", the employee cannot and will not be retaliated against by the City or its representatives. Employees who feel they have been victims of harassment or employees who are aware of such harassment must immediately report their concerns to any of the following: (1) supervisor; (2) department head; (3) Human Resources Director; or (4) City Admml~ator. ..;;:d$IIlf~Y~ In addition to notifying one of these persons, the employee i~d!!~9.;#p'couraged to take the following steps: ::4~fIili~~~f~"~~~rrtjt?~7. 1. Make it clear to the harasser that the conduct is un.~~f~~niie and d8~>>lent the conversation. 2. Docwnent the occurrences of harassment. ~ ., 3. Report complaints to Human Resources. "~ih. ..:dllf:: ..::::.l.. 4. Document any further harassment o~ that o~e complaint is~. If the facts support the allegations, the:~tP.:~H~ll~fM?f the h3'~~went will be subject to appropriate disciplinary action, up to and in.cluding disclflge. AIiy.*:~ff.icial or::::&P.loyee found to have made a false complaint, or found to knomr~J~JY~ false m(q.gpatioq:;;41~&J!n inVi$)igation of such a complaint, will ;;:I:::~;;q Y" When the sup#tyJ~6i%'{Y1~~ts~ived::'t9J~'theal1it~;B{:.~ dlitespectful workplace behavior incident, a report will be ma4~\t9:lhe City.Adn.Wli~trafd~;wpo will :~sijm~:ifie responsibility for investigation and discipline. If the City.'l\:4wJnistrator is .p:~t~~Jved.?:tqI~ the cause-- of a disrespectful workplace behavior incident, a report will lx;===::iUkq:~ to the City(:aUorney'tiJ19. will confer with the Mayor and City Council regarding appropriate invesH~Rl~p'n and actid:~!ji:;:::\ ..:qt}~: ":~~ilith:.. t~tf, Ifa Council Member i~::p.~tp'eived tQllhhe cause ofa disrespectful workplace behavior incident involving City personnel, the reportt'.R.b~A~rge to the City Administrator and referred to the City Attorney who will undertake the necessaryt!(wx:~~ngation. The City Attorney will report his/her fmdings to the City Council, which will take the acfi6H it deems appropriate. Pending completion of the investigation, the City Administrator may at his/her discretion take appropriate action to protect the alleged victim, other employees, or citizens. Respectful Workplace Behavior All employees are expected to express the shared values of respect, courtesy, civility, politeness, consideration, and tolerance toward their fellow employees in the workplace. 24 76 ,. ~.. ~:., . <@j f.IJ , 1& :ry ...r/W& ...r"p.r.fj; hilt. ,., , ' , d. ~.fj1:~V/ .W r~~ , VA. ",. ~^ Wft." &f=*', '~ ~ '1< _" ":fjftk '~1.~ ~,.,,~ '~'t. %i~ Wlf *~ 1& A& ~.m - ~~ 9 f:'& <1# .., w/.p.~ ~ m .~ - , ,"~IA , . ,,'-- .'~ , - ;fIb, ,.., ~ , I. J9 J 77 2S Section 3.6- Workplace Violence The City will make every reasonable effort to keep its employees safe and will not tolerate acts of violence. Acts of violence include, but are not limited to, the following: 1) Causing physical injury to another person; 2) Making threatening remarks, swearing and gestures; 3) Aggressive, hostile behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress; N. 4) Intentionally damaging or threatening to damage empIP:ys!:property or the property of another employee; or member of the public; .:(;JUlY::>' 5) Possession of a weapon while on City property qr:M:m~iR.~ City business; 6) Sexual harassment, domestic violence, bullyingf6B8theFhffensive behavior; .':~.... ..::::::~::., .-:;:;.:::::-~;::.:~.:: 7) Deliberate or careless conduct endangering:lti:e.:::~aIety of ot1i!"~mployees. AlET? ififtit::::.. Any unlawful act of violence committed by emplQ;f~r or members ofth~:::~t,9P.C while on City property, or while using City facilities, will be prosecuted a~~I}.~opriate. ..I!te City iriteu'AA.. to use any reasonable procedures to secure the workplace from "y'iolence and ~'Jf:t~ i1:~i:~lployees and iH~mg~rs of the public. Poos..sion and Use or Dangerous Wea~loy~ '1IW Possession or use of dangerous weapons, ei:~p~ ~lf~~lW:h pos;~Qi9.P. or use is specifically required by the City as part of the emP1.Rf::~~::j~~!l.~uties, is\mictly p~gl~~,~ on':!@[J."property, in City vehicles, or in I h. I h' u..........................::;r::i*"',C'. b ............... ::::::::..<........,..................>.~> Wi any persona ve IC e w Iq~::~$.)Jseuxtt>lJ~lty us11i~$&. .41.1#P:" ..::::::tit$~:::.c. . {@.~j::~~::::::. ~{It: '::\:;@@~;~l~Y' "':~<:;ri::}~' Additionally, City staff utilii'e.s... certairlJ~~uipment lhit. would be considered dangerous weapons if used improperly. Every.x~.~.~onabl~::::~gqp; .w:tftr~dl.1!!.de to ''film employees on the proper use of equipment and any employeeJ~$1hg:::~1.t)feguipni@atlfQJ:inYtRmg;Qther."itmn its intended use will be subject to disciplinary :::[oyf;~ "~ . RefrainihIDftom acts of\}1.Ql~nce; .. ::..;:::::::::::::;. ~.:r;X".;:; . Reporting lqw.!;~l:1:nagem~~flor Human Resources any dangerous, harassing, threatening or violent situatiorl$::~at q9.:?!:Win the workplace; . Documenting IJeffiiM!9ttl~luding direct quotes, patterns of abuse, and names of witnesses. Save any letters, memHranda, emails or notes and keep them and all other documentation in a safe place; . Refraining from any type of retaliation. Employees are encouraged to report to their Department Directors and supervisor and/or Human Resources, any situation that occurs outside of the workplace which may affect workplace safety, i.e., instances where protection orders have been issued, etc. 26 78 Department Directors/Supervisors Department Directors and Supervisors, in conjunction with Human Resources, are responsible for evaluating any report of violence immediately and confidentially, and take appropriate action in order to protect the employee from further violence. Report any issue to the Human Resources Director for investigation, whether or not there has been a complaint. Guidelines for Handling Acts of Violence When an act of violence occurs: ..;.::::::::::;:;:::;::::::., ..;:::::::::::::::::::;~::., 1) If the act or altercation constitutes an emergency, c~I:::~b. In instances that are not emergency 2) ~~~~~:h:~~:~i:a~ ~~;:::n~~::r~~::I~~'6r:t;!::~iiiitij~:r#k.. 3) The Department Director will contact the HJ!mlWResources Dit~9I~ who will take responsibility for coordinating the response to the incide~~lrf' ":Wti;;fb:.. 4) The Police Department will handle all mstanQes involving emergenc.Yi', situations, or criminal activity. . ":>'~f:~Ffh ..::::tlj:j:~jjili) ":~::(~11j:::t::::.. 5) In instances :when it i~ not appr~"RI!; to ~efer affi!{@Bt~,rto the Polic~ Ij=~~ftrtm~nt, the Human Resources DIrector w1l1 evaluate "~~i~~l~on and rriK({!'f~l recommendatIon regardmg the need for an investigation. If any internal inv~&ftil:ti~n;:it.recomtrle4~f:p, the Human Resources Director will condU::::~:~~.~ There are liabilities and IJ~ik4nplicatt~js associafCwith acts of violence in the workplace. Therefore, incidents involving emergen~::~~~nd/odlWfiminal acdv.1x will be referred to the Police Department for investigation. ..Jn~t.~[lff~tb~t cid{:'tJ[,~gW'j~::::::~m~~lq&cy situation and/or criminal activity will be hand1edbyr~~ ,,,,, The City ackfto.'\\r.ledges that iri':saine cas!:Mthere may be both criminal and disciplinary investigations. In t~e ~v~nt of.a ~~~~ investigat'iWlh~1l ~I~:lgf criminal procedure will apply and will precede any civil dlScIPlm~ mvestIg~tl~fl$h::. . "ir~:: ConclUSIOn of an Investigation A%W :::::::::::rBiktlli,W If the incident is substantiatedHfH'e alleged offender shall be subject to disciplinary action up to and including dismissal. If the results of the investigation are inconclusive, the City will continue to monitor the situation on an on- going basis. Once fmal action is taken, the alleged victim will be notified as to the outcome of the investigation as soon as it is legally possible to do so. 27 79 Section 3. 7 - Information Technology (IT) This policy is to ensure that employees use City computer systems in the most effective, consistent and appropriate manner possible in order to achieve the maximum benefrt in terms of work productivity. This policy applies to all computer users and covers all technology used to conduct City business. Software Use and Applications A. Copyright infringement C. ..:::tf$~~ ..:~:~:::~~Xi.I:?" Employees are prohibited from making any unaut~9t~d' copies of copyrighted software that is owned or leased by the City. IT must aP.er9l~jlm~% copying of any software from one computer to another. Failure to abide by the/.leq!fifi caJftJ~ht laws will expose the City, and the employee involved, to potential crimin~X@:si Civilliahil.~:::: ~:::(:~!:::::~~::::::f:f? ..~q:::',h?' The above paragraph applies equally t&1:;t~~~'act of bringing softW~~hfrom a home computer to be used on City c~mputers. ~ll sO~'::::Jeat is ~9~ged onto <t~t&:omputers must llil;ve approval from IT pnor to loadmg. This appl~~to Mtfkthe network lfi~~:s ami the local dIsk drives (C:). IT will periodi~!1!ItR~eck for ~g~4~::!~hat may be in '~fStation of the above :::::~~:liC~ ~"' All software P:t~"jftlf:li:ppJ.iGations dey~lop.~Jm:fdt:u~~\Q.y' th(f City of Farmington become the sole property{:gp;fhe City::tmhese so~4tf~fograms:::;;:Miy not be sold or distributed in any manner withoueU!'J.}yl'ittenr4~horizatio]frpEproper City authorities. Employees must direct all third partY requesiN{.t&::use.:::Glty?de.Yelopet~'p'plications to IT. This includes, but is not limited ~~~ss using either macros ortemplates. IT mii~::)pprove all sO~f:~e purc~Wies. IT will authorize the use of software that is consistent with the:\q~ign and arctm.~cture of the City's data processing platform. It is important to a~ere to i~~~d list ,2i!loftware because documents and data are shared much more easily usmg a commo.1f:mter~~~fij ..:tf:~;~l~'/JJj:J:::::' Configuration ..","' B. D. IT employees will make any configuration changes to a computer. This includes any files that relate to how the computer and software is configured. Network Protocols The purpose of the City's local area network is to share software, data, and hardware resources among individuals, workgroups and departments. The following items pertain to that network environment. 28 80 Security: 1) Login Names. Login names will consist of the first letter of the user's frrst name and the user's last name. 2) Passwords. All network login passwords must be kept confidential. Designated staff (IT and Department Director) may need to know a user's password to allow for testing of software and network maintenance. Only IT or designated LOGIS staff will have the appropriate security to change passwords. 3) Supervisor. The Administrator login name shall hllve full network supervisory rights. Per~~nnel with full access rights will use thoseJ~i:!f~ for purposes of maintaining and auditmg the network.::df.J:t~f:::" 4) File Storage. Each network user is assigne4.:l~:':::MiQnal directory, a common workgroup directory, a shared citywide directory, and qtlt':::'sp~!'J~ed directories which can be used for storing City business files as may b~(::'i~911fred. Usefj!:im;e responsible for removing files from these directories when they *!::!::n~r longer usefUf!:::M::::.network hard disk space is limited./IIWr:" "::qllh:.. 5) Network Back-up. Information on tffa~A~~ork is b~~ked-up tgl~r:.. every evening. If a file is accidentally deleted, please contact f1H~t.reql1;~t.!::tJ;lat the file OO1lr~~.tored. IT will let the user know as to whether 1P.~pJe can be restqi~!~ggththe last networft:!1ack-up. 6) File Sharing. The :\citywi4il~m~t.pry is the de~:!gpated citywide directory for sharing files. Information contained on tH~t~Jt~l1JMlirectorY:l~~Jile copy only. Any changes made to a shared file shall only be ma(l~j::!Mhe'fi:<<!rttlf~::~ith peti&~~ion from the original author of the file. IT and 4~~ig:r;mted LOGISW$.!aff willfilSQ...have"j,itroission to access files and assist 7) ~~:V:~~III~l:Jtri:~~:~'I~;'tf!;~!'l::[iff.tt~::t~ve approval from IT prior to purchasing"Btili!P.~talling'.y applicatIq.q:ppgrades or downloading of files in order to ensure ne~~Ek-wide";;:8ijmR.atj,,*~Jy~rlT. suppd~:::8apabilities and appropriate virus protection and ~~~Ii~'S authorized network support provider. PERSONAL ug'jji;OF COMPUFER SYS.MS ..::::::titt.: :.:.:.:.:.:.:'... Employee use of'2'~:::R:!!dware ~r, software is restricted to purposes relative to conducting City bUSiness.:"i:*~_:~b:~::::A:i:::ii' Use of the internet should be:~~f<f'~:~ti;iness purposes only. Accessing inappropriate websites at any time is strictly prohibited. The accessing of sites by employees considered generally profane, anti-social, degrading of any culture, demographic group and/or raciaV sexuaVreligious/physical characteristics and/or of a pornographic nature is strictly prohibited. The City has placed various internet controls in place that restricts access to a variety of web sites and monitors internet use on a regular basis. Violations related to computer and internet use are subject to disciplinary action, up to and including dismissal. For information regarding use of City emai~ please refer to the administrative policy on Email. 29 81 The use of the Internet after hours for personal reasons must be requested by the employee and submitted to the Department Director for approval. IT must be informed of all employees granted permission to use the internet for personal reasons. Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee's computer or files without the latter's permission or authorization from a supervisor. Hardware A. ..:f.?';~; /{tI&.. It is important to adhere to a standard list of:.~war~~.cause data and peripherals can be shared much more easily. All computer .i..va~'e.s wilf{~j::i.i~e and/o~ approved by I! to ensure that the use of the hardware IS c9p.~!~~nt with the dest~~!!nd architecture of the City's :::::::funno.. V " Only authorized IT. persoriftltf!~Wj-::k~e allQ'\,re~]i;lg access, relocate, repair, or remove components for repaIr on the q~~yf'M"c.pmP~ter syste1;W:::pmployees should contact IT for any ....;....;:::: ......................"... .,~.....:-;.......... hardware related problems. Manyth~dwat.~::~pplponeiit~t~wr under warranty, and should only be serviced by authgm.e.d vendor t~lmiciang:9ffA::<.. ...;;;::::tlk ~.~~ '~7/h ",:6m-::: 4ill'**"~. .::::q,t. ./.h.&.d.\.)n.w..fd..$.;:x.:.~,..:....... "'\WA_~hlr';::.'wtf.:':i~;%N...:l-::-;x... \IDh ...:::ii:;::>.,:::.....:.x"..:r{~:,.................. <:1."__' -::::-4#'/.w.,.. ;...:::-.@., ", .........:-"-1-.................-:.................. .......:-; :::::-...&=.& ~7.x::.-:............ ......700 ~.",~.;.~.M.~.~.:.:m.".[,' "W ..::::~~~fl$}~... . .-' V ":w./ Hardware Standardization B. 30 82 d /@ 1M ":@ill .~<<~ 1k .:f~t ,~';W 4if[t~:~~r. A-dfi~Altt.}i?::? <ttW'<:%a ,'?h .,f'"' ""{f@b, ..-t2j[fP::{&;:'%::::'~k. ,:.:;>..W#..::: ':?/.;'<<:::'?" AI' '2'" i"h:'j;'w..p "':7":-<':>:="::', /~f;U";:,:.', . . . "::>Z'ill:.. oW ?~@r.>. .j;;;, 'Wt;fu: '<:::.@ /. ;*.tW*j::~0>>'<< Af~..$lli.tfmifkftt~;,: ,::::- :::W#..;:?, JAW "':;1M4>. @t~: '\+h., " , "'+'S:-'::;k ~W..M '9.lh. '_~. .,.q.~,:... . "'{fffth.. /!J& ....;qWh.:. /$51 ''\~Mf.tJ:. t1:?w# <ff%iltkr ''''=::l1[1w' 31 83 Section 3.8 - Electronic Mail (Emai/) The City of Farmington provides and maintains an internal and external electronic mail (e-mail) system. All City communications systems, messages, and files created, sent, received or stored within the system should be related to City business and are the property of the City. Any and all opinions stated using the City's e-mail system, whether expressed or implied, shall be those of the individual and not necessarily the opinions of the City or its management. POLICY ....:-:-. .::6ft- 1) The City maintains an electronic mail. system to assist in 5lMli,g-g City business. . 2) All messages composed, sent, or receIved on the electrom~t;rti~l!::~ystem are and remam the property of the City. They are not the private property of any empI6x~::" ":~(i,l::~:~~t:::.. 3) The use oft~e ele~tronic mail system is reserved .{~~~p..diliIcting ~it'i~.siness. . . . 4) The electrOnIC mall system may not be used to /.~:2J!lit>or proselytIZe foWS9.mmercIal ventures, religIOUS or political causes, outside organizations, or otttft~n-job related solicftlf:j~ns' 5) T~e el~ctronic mail system !s not to be used ~6(~~s:.te, s~n~ti.~p'r?tt ~r d~'..9&inate an! offensive. or dISruptive messages. OffensIve or sexually onente<t:;~plaIl$fW m VlOlatIo@:~iiJhe City's OffenSIve Behavior/Sexual Harassment policY4.0t\:,.. ":qrl;~;::;:V ':::qjfJ:: 6) The electronic mail system shall n6~~(:Jii;~.s.g to senl~tlIfqad) or receive (download) copyrighted materials, trade secrets, proprietary inf6~iI8.w9f.:::.~imilar &~ials without prior authorization. 7) The electronic mail system shall not be U(,~g..fo~'~&~wg in ali'q~tivity in violation of local, state, or federal law. ..:ft'MiW;fff::...:::::Mh. "':~J{:ttb:,.... ~~t~ 8) The City has. and wqk~ff.i€lfGi'f1f.ight t~ .''fftj~~i;i!H,aif;qt\~~fg~pC'access and disclose all messages create~, receIved or .s~~t:i:gver the;::~t;ftronIc ~~~I,::iif:st~m for':lin}tp~ose. Th~ City Administrator ~r HR DIrector. or theIr de~~g~ees a~~~g at theIr.~~~~ctIon. may reVIew or audit use of the electrOnIC system at any.t.iJ:J:Ie in theat~91e .#I"f.~~i()p.to det~~e compliance with this or other City policies. The cont~I::k~~t=m~i~$1~ctr6d1R};;lliif"'::pf8p~!~:::...obt~)rd for legitimate business purposes, may be disclosOO:i;i,ttfiin th(r::€i~:::::}Vith641::::~p'e perriii.s~!2R~~J?f''the employee. An employee should have no expectit!~,tor privacy In::::m~sages:!:!ilt~les they'l+eate, send, read or listen to on City computers. 9) The confia~ntw:lity of any irl~M~ge shqYJS.. not be assumed. Even when a message is erased, it is still possible to'femfye and readq~~t mes~~~. Further, the use of passwords for security does not guarantee confid~ntjality. All '~M~words "must be disclosed to the City Administrator and/or IT Director. E-mailmij~}.:~ges sho~l.g:::: be drafted in the same manner and with the same care as any communication in prlli,i4:lollI}.;:PU:;City letterhead 10) Notwithstanding the cRYl~trigb.JHo retrieve and read any electronic mail messages, such messages should be treated as confia~!iHal by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any e-mail messages that are not sent to them. Any exception to this policy must receive prior approval by the IT Director. 11) Employees shall not use a code, access a file, or retrieve any stored information, unless authorized to do so. Employees should not attempt to gain access to another employee's messages without the latter's permission. 12) Employees are prohibited from deactivating software designed to detect and destroy computer viruses. 13) Employees are prohibited from activities which may degrade the performance of the City's computer or communication equipment (e.g. downloading additional software for personal use). 32 84 14)Any employee who receives an e-mail in violation of this policy should delete the e-mail and inform the sender, ifpossible, to discontinue e-mail communication. 15) Non-exempt employees should not access email outside of working hours unless the employee has received approval from his/her supervisor in advance. 16)Ifit is perceived that this policy has been violated, such violations should immediately be reported to the Human Resources Office. Disciplinary action for violation of this policy will correspond to the gravity of the offense as weighed by its potential effect on the City and/or its employees and may incl~.~e, but is not limited to, suspension ~-, "'40"t- "'W0",. A',::.. .~.:t.t).. "4f.'W-<<.'" ..::-..... .;........ /..:::' .:"::.:::::-1.~"'" 4tillqMfit~:... .@: /....,..... '.'>'h.,..... ~~ .~d~l_i:1ifIif_it:,~~:: 11ft/V ",y. ,,' ';&i& .::@"& ""':':'-:" '+$h~,. S. ":{~W'b~. . ":'11&,. AJjS{ '$.:;";;':" ':'''Wf'.? <fflf' '."&." 33 85 Section 3.9 - Cellular Phones and Personal Digital Assistant (PDA's) The City provides cellular phones to employees who have a business necessity to telephone others or receive calls while outside of City buildings. Cellular phones are provided to employees for the sole purpose of enhancing the quality, timeliness and overall service level of local government activities. Guidelines 9) 1) All cellular services and billing plans will be established ~y City Administration, and audited periodically. Ail, 2) Calls should be limited to those necessary to perform assig!!9Y::gtities. 3) For the safety of City employees and the general pub~ig"i:lr~pj"plgrees are discouraged from using the telephone while operating a vehicle. This includes direetlr.BfmeOfH::\: _-:~. ,.~.;.;.;J' ,.:.::::;.:.:.~:.... 4) Per~onal phone calls w~ll be acceptable in. th~~7f~f.uinstances~:;;~lSfe it is necessary to contact a famIly member concernmg matters of relatIve~,;WPf.jftance. PersonahP':~q.ne calls should be kept to a minimum and be as brief as possible. (::!::Mi:::::" ":::qlih 5) In genera~ long distance calls should not be nuid~!:SH a cellul~Lphone. I(1iI'!!~:onallong distance call is made from the cellular phone, the ~mployee is i~.PHpsi!?lf.lwr reimbursmg{~~~LCity for the cost of these calls, as applicable. AM}::::::::.. . "::qrilm:1Wf)P/ "::::::iY 6) Text messaging is only allowed for da~~~Rlt:~..businesslP,Ii?:;?ses. If an ~mployee receives a perso~al text message, th~.employee should notifi!He:::&:~~~t{.t~ refratq,i::B~m se~dmg text. messages to the CIty cell phone. AddItionally, the employee wii,pe resp;911,:*~gle for r'~1mkursmg the City for the cost of text messages. An employ~~;:~U:<<qJ4.:.:bave no 'w.~ectati9Jf;9fi;privaCY:;::m messages or files they create, send, read or listen !.ffi,,[~r@::I~'~qp.es. ::iw'@L .. .~"'t:::::;:~:q'4l%-. "::;:::::: 7) Text messaging is pro~l!t!ed whir~~Rerating a:i*~I'le.....ttf 8) Non-exempt employees;;::ijf~,:.not exgij&ted to util~q:;,pell phones, Blackberry's or other PDA's for City business outsi4x...9.fworklii~:[~:!p~g:l1~~~;Jp.e em~tgyye has received approval from his/her supervisor "':\::::~itt&A JJJi "~'4ttdfw .:::::::::::::::::;.:::-::..' ..;:;..:::::::::::::~~- 34 86 /.$/11'&;:::-:::::,;7., ~?4fM'&tgi:'lth.. ",.1/ . ""-'<91$'&i". 1#P', ...."V4@ ,.... " , " . , jr_ *'AffJtY <'tWP. . \tkJP '~~iY /t~:;:,. ",r . *,"" ""':llh 'Wfh.. ,::f.i#.:W .\t.tt. '-i:: 9(&.b...... ..~gt).;::. '*.~h .~. -.y. 35 87 Section 3.10- Global Positioning Systems: Locators and Monitoring The primary purposes of GPS location and monitoring are for safety~ security, productivity~ increased efficiency and to better serve our residents. It will also be used to better document activity for the enforcement of City ordinances. Policy The City maintains a GPS system on City owned equipment. This ~ystem is in place to assist the City in conducting City business. ..,;::::tm:;b ..:::4Ilil:'W 1. The GPS system will not be used for engaging in anXtl~J!'fi~h~ violation oflocal~ state~ or federal law. ,It?~::::{;i:Wf''''''''%:ffjilk.. 2. City employees will not be monitored during/.tl1i.IJ~~sonal time.:iltadjpg rest and lunch breaks. The City will take whatever measures possiaf~l::i~;"ensure tracking ofp~~?':pa1 time does not occur. 3. City management will exercise the right ~:W~~~ie:w alf"f~t'ormatio~::::'irl:y time to determine I. . h h' h C' ."::"'..1" ..~$i:::~iff.r ..:::iirJ.) comp lance wit t IS or ot er ityd!:lJ8:!.~s. .....~tm.y ....:....'Y' ':(lii::::i~W*-Ittrn:... ..:~.4~:,~ 4. Employees are prohibited from deactiYm,iif~I;~mPpering"~~::~ity GPS location and monitoring hardware and software except as provide"df.{Q,r iril~ri:wJ~cy. ..:;:i:@@& ...::.:::::::::::i::~" .V1\. ....:::?Jf:t."'...... ."'l@*" h:~::::':::::::::::~:::%:.:-; ~r::,::;:::.. ..:::::::*@:~:::~::... ":-'::~~::~~ While it is not the pr~tptWif&_9.J this pd.ij~y~ ..Wt:.tf(j:~~!~l~i..J.ruit.this technology will be used in employee investigations \~I<9.~ may i~~vlt in eitli8~I~fflcting uitif~~ptable behaviors or discipline up to and including termination of.:.loym~9.l; .f@=k".. ...:.::::::::::::::::~":'.,. "~ii~h"..:~'lIIEh>::x \i~m:h. ...........,........~,...... .w............~.::::-::='p;;..w...x:... .~,..w... " '\.,. .<~tr;H V 36 88 ~#}: 4t.gW ""'<till oi.w'tP:" '''''-:OM: . '^ "- *<<-.::@.,. .W'4.- "'::W4,@:, 'Wi\ . r9{Wlt.. V@.t 'Ttfb./o 4@ '\.Y1=h. :*:::::::::..,; .;.:....-::::,..;.&::::-:...x.. '<~[fEk,... P..&y ...::;:W.~.W' ,:::w," ~8~..' -&> 4. ....-;....-7.""::;:.* AMy .1 4:4fffik~.. A~t..%.. '*'''9'i.fu%.~?... .:.:::::@.::..;o: %.:::*.~. fW:t;:,.. ~::.?#... ../.... ::::6 . ....Vt%='-& 4Wf.h "4;:::tk. ,4fibs" "tt itiill't--.. . .'0.'.:fk..... .....~~.. ..... 37 89 Section 3.11 - Outside Employment The City of Farmington expects regular employees to consider City work their primary employment. Any other job must be compatible, without conflict of interest or schedule. The primary concern is that there is no conflict of interest between the outside work and the City position. Conflicts of Interest It is expected that every employee exercise good judgment to avoj~ becoming involved in a conflict of interest. Examples of conflict of interest situations include: /..&!Wb /JWJ.J:~ 13fiifff./ 1) Those in which an emplo~ee's official capa.citYA'Yft;ttlttEity, or with the outside organization, may enable him or her to influence the plac~~ o.i!Plf)r l)~mtSs. 2) Those in which an employee accepts a pa~.9{qt;:.:unpaid posiljQ;Q.. elsewhere, where such activity interferes with their duties and job perf9di~€b at the City. ";;:V{;;;t::;;.. 3) Those in which an employee may gai\il@cess to information;:ligkgenerally available to the public which may allow him or her to dit~jlxor indir~9.tly gain anYttlmg of value. " " . h.", :'+J4f,}A. A:::::;::::111;;ii:) <;;q;~;~:l& Prohibitions /.f.;e '.;.;.."w,;.;.'.;.;.".:.:.,<, ..Wp ::ll;i'tth:.;, "~:;1'J.l~:'::' < 1) Employees shall not accept pay or coJln:~ii&itrfI.pm oth~f~:::W:hi~e performing work for the City. 2) Employees shall not work for any contdf~t9f or;;~ebQm:ijP.y thaf:lfll~ contract with the City during the time the contractor or ~WP~I;;;';h;;.)'hJ~ actuallY::::~prkin~::::~~~i1y. prcf~~t~! or business, unless specifically th . db th COt ..A:f.1ilitJ.".;>:strat. ";"';';'~" 'J.?:1;t?";.,,.:.:.:.,.::;.:,. .;., au onze y e 1 Y:::P:)'~i1 1 ':;,,;.1H'. VtA. .4~{jtv .,.;;::(#@;;:;;,;.. 3) Employees shall not:l{qi~t outsid'!~}1lploymeatfJJifrequire's=:;tff~ use of City equipment, facilities or ::;dfjjj:'I~';i:i"iijJ~lt;;;, ::q:lj::i::!::;::.. . ":{:ii;l;::::\;. "::::~rr.M}h 't~?::: V 38 90 .ifili~"'~., 4i@J$< O/#~" . ~ "', ,,~...,.. 'h. . " . 'A ',:.af ..t".. tfr Aj"". .,4.W~~... :w "Wi@< #. /":::::::\r dBW4t::,. ..::f.v.rJ'?1;;WWh, 1{f'~~ +~1t:.~::. .i::%" . .dQ'lh. . ':::<iffiA ":'(r~~&k' '<&==%.t. ,.::. ~~ 39 91 Section 3.12 - Political Activity City employees are neither appointed to nor retained in municipal employment on the basis of their political activity, but rather on the basis of their qualifications, work performance and fItness. The purpose of this policy is to ensure that the City organization and its employees remain politically neutral in all local political activities. Pursuant to state law (Minn. Stat. 211B.09), City employees may not, at any time, use their official authority or influence to: ..:::fi4*&)~: . Compel a person to apply for membership in or become a Q}f:I~g. of any political organization, or . Payor promise to pay a political contribution, or ..dIllWmriilik: . Take part in political activity .:::~:'.'t(frfu., . 4~!i:;:&.w":<thi If employees have specific questions regarding app.'9P',~le involvement:::~9.fal political activities, please refer all questions to the Human Resources Office%~:~ii~i~&:..:{:t:::.. ..::~::~~;~'~;i~.b-" City employees are defined, for this poU~y, as any irla;iYi9~HIDJa compensaig~P9sition whether that pos~t~on is regular, seasonal, tempo~ary+_#g~~teer.. ~o'::[i.ple, use. 0: any citY~ equipment, title or pOSItIOn reference for purposes relatmg t~pg'ltlqQ;lJ~.ct1Vlty Is'stt!Rlly prohIbited. ~:~lt~I\., ~:~~lt~t@;~~~t~::;:.. "::~lm~?i:~ Violation of this statute is cons.~dered a mis4~weari6KIlf:~:!p empf~x.~~ is found guilty of violating this policy in a court of compet~t.i,tUi&.i$diction, th&ffm.ploye.i~nhb.~ suBJ~~ to disciplinary action up to and :Cl:mg:::~~r - ec on :;:~:fill~::':t .re~~~:::m;~:~.en~~Ji},:i/~ US.::::...'.'Y4W&::;:QtP Any empl~:Y~~:~\y'hose job d~~itJp!io~:::::f~~~:kes a dri;~r's license shall maintain that license in a valid status. If, for aay::::t~ason, an enipI9y'ee'sdtiy~I's license is suspended, revoked, withdrawn or canceled, the employee mu:st~:IQlify his or ligt:;~.\lpervisgj:'as soon as possible and before operating any City owned vehicle. Loss of drHfiUk::privileges :':1; any reason may result in the immediate reassignment to a non- driving position, if avanabl~, or in t~.ation of employment. :::tlra::fik",'ftifltf The Human Resources Office~i.flUJ)btain motor vehicle records annually on all employees authorized to operate City owned vehicles. Tlitr City retains the right to revoke any employee's privilege to operate a City vehicle at any time. Any employee convicted of a traffic violation while traveling in a City owned vehicle is responsible for the fmes associated with that violation and may be subject to discipline. Disciplinary action will correspond to the gravity of the offense as weighed by its potential effect on the City and/or its employees and may include, but is not limited to, suspension and/or termination. 40 92 d'''*;::4~.,." {#:f&4W~t.t. A1JtttM~' ~".:,*%.~~ dfj'liF ""'1'4 4J.ttr .,~~ WZii"" ~ <"{~i"t':$, ":fk <4;f~::::.. "''':::'''' ;:OW$; .~W:~~:, :"trim:::,:, \t.i$.:, '. <':::w." ';'0)\ 'W;:~::i'. ffi1:,; "'*ltt, :J1m! '<$;:""'fi:L t.w.(.::::, ':"1aWl, '4{.#.tJ ........... ..::::=..:..:.....;.' 'ifllt, j)~~M$ '(.i'~::i::4;f "';;:'~;'%*-F/ '~~~t~ffif::=- ..4~A:~ ixN.::?::.:, 4~fW'r0!F' ";X';~x':::::/ trVfr /.t[@i:+.r::::,.. .1p:'Ah.. &i:::::::.::" "::ix'";$''' "0:1:V "::tffit.i'. ...- .!-~. ...(.((.:;:;....:?:: './If:I'- "' ..:W&.V <.$ft:., ,'%:.:<'0"". ."%t.:,:, /";'lNV. .,'. "':::::mh. "'4Jillt. .:::{-~" +.ffit -:~~. 41 93 Section 3.14 - Policy Implementing the Federal Omnibus Transportation Employee Testing Act and Related Regulations The purpose of this policy is to establish programs designed to help prevent accidents and injuries resulting from the misuse of alcohol or use of controlled substances by drivers of commercial motor vehicles. This policy implements the requirements of the Federal Omnibus Transportation Employee Testing Act and the U.S. Department of Transportation Regulations, 49 C.F.R. Part 382. This policy is in addition and separate from the City's Drug and Alcohol Testing Policy, which implements the requirements of state law and the Federal Drug Free Workplace Act.Jlf 1988. DEFINITIONS: ..:4jJ.~f_r) AliIWW:::,,::.. Accidents. (i:p:::"::":;::::::rth. . arJh"::::::" ':\(!::::I!i!h.. (a) Except as provided ~ paragraph ~2) o:t,:tP!ag'fmition,.an ociB~ce involving a commercial motor vehIcle operatmg on a publIc roaq::I:~Ich results m: '4't:h. 1) a fatality; ":::,:;:m:::t,::.. /Ah.:t;Wth:: 2) Bodily injury to a person who, as a i&idilt:o:C,ttfa.13hjury, immeai~lY receives medical A~~' . '.::::i;:~:::::,:: ..i:,.:~tf/":i::iWff treatment away from the $~l~l1~tQfthe accIden:rn:}Wyc::::'~7 Cw....,....w....y;j{.. . ............:..w. 3) One or more motor vehi~!~~{{mGHf1'ing disab.J,m~ damage as a result of the accident, requiring the vehicle to be tHl~p'd'ff~mlway fr01'rHli~::~cene by a tow truck or other vehicle. (b) The term accident does not includ~~;\:: "::::":W;:@;b~::::.:.. ':::;'$:1,:,... 1) An occurreng.t,MmM.~lyjpg only b6.,it4ing aii.UghtJng ~W~ta stationary motor vehicle; or 2) An occun,;~~iiJiliv61vl~pnly thtf!(~l:P.9:'tutl&iHm& of cargo; or 3) An oCCuIT~pi:~ in the'f!qprse of .'t!l9::~pperation Bika passenger car or a multipurpose passenger v6li~81~, (as ,:~irmed in Sf~? of this title) by a motor carrier and is not t!.WWRJH1.!,ng pass:~p~p.f~::::rt2IIbk~::pr hJ1t~9.uS materials of a type and quantity that require ,.::tJi&r:':'::8.toRvehicle loUmlfffiirkl{ff(fT.1acaidatin accordance with 77.823 of this title. :(.:f'~:}U ....,....:.::::,,:,::::::::::::;i;2.;\.. ":::~ilf',,:.. Ut~:!::::::[!:(ft) ..;;;y ~coh?l: tR~;:~}g~icat!ng ageh~~}~ev~f~fu::lcoho~ ethyl alcoho~ or other low molecular weight alcohols mcludmg methyt!l-'p'd Isopropyl amo.hol.'<~:{:}:~. ,.t't:~tik "V$jb~. "':4tJ- . Alcohol ConcentratiRp'::,Jor conte4f)j;. the alcohol m volume of breath expressed in terms of grams of alcohol per 210 liters"::8~:::pr.~ath asj:l!qicated by an evidential breath test under this policy and federal regulations. "::<::::iiillii::ih:::d;J.l~i~;liJr ..::::::::::::::::::::~::~:::~:. Alcohol Use: the consumptio'HkH:i: any beverage, mixture, or preparation, including any medication, containing alcohol. BAT (Breath Alcohol Technician): an individual who instructs and assists individuals in the alcohol testing process and operates an EBT. Chain-of -Custody: procedures to account for the integrity of each urine specimen by tracking its handling and storage from point of specimen collection to fmal disposition of the specimen. With respect to drug testing, these procedures shall require that an appropriate drug testing custody form be used from 42 94 time of collection to receipt by the laboratory and that upon receipt by the laboratory an appropriate laboratory chain-of-custody formes) account(s) for the sample or sample aliquots within the laboratory. City or City of Farmington: the City of Farmington, Minnesota, acting through its City Administrator or a designee of the City Administrator. City of Farmington Drug and Alcohol Testing Policy: a separate Drug and Alcohol policy that is part of the City of Farmington Personnel Policies. Commerce: both of the following: ..::::t;f~ii~li[;I~::' (a) any trade, traffic or transportation within the jW:.~!WJ!R-q"ofthe United States ~tween a place and a state and a place outside of such state, inc!qgmgiifP.32e outside of the United States, and (b) any trade, traffic, and transportation in th~.J$.Me'd States::::Wbich affects any trade, traffic, and transportation described in paragraph (a14~:t~f defmition. '~:t:\:\:::f:~1t f'~:~V"\~th,:. Commercial Motor Vehicle: a motor vehicle or':'Edmbination of motor vemales used in commerce to transport passengers or property if the ~ehicle: '" " (a) has a gross combination ratmg[9~~~~Q,Q0 or more''iippds inclusive ofa towed unit with a gross vehicle weight rating of more ihi9J:O~Qn~hp'ounds; O'flfb:::.. (b) has a gross vehicle weight rating";ij!:?6,O:llfI9.:t.;:ffi?re Pollil~~,i...or (c) is designated to tr.:~9rt 16 or mof~Hil~ssengq~~:::m9Judmg:!Q;!!;:, driver; or (d) is of any size..::aiidri~t'tii~.&in the iF.DO. mtti8iFi8itmaterlit found to be hazardous for the ..::::;:::::::-;::x:::" .0:-8:-: 'y..::::;:::t- ..;j::(.;::.::::::;:::::~~.' ..:-.;::::~$::-:. . purposes ofth~:iezardou*ilrterials 'r:f:.BPftation'~et:iand which require the motor vehicle to be placarded":qn9.~r the H!J~rdous mat~ls regulatIons set forth under 49 C.F.R. part 172, (e)~~~mrt. Confirmafttllt,:!est: for aldfqg!:J~stirlg~::::it:Jneans a second test, following a screening test with a result of 0.02 or greater~almt provides qilltutitative{...ofalcohol concentration. For controlled substances testing, it means a secorldJ~nlllytical pr02~lJre to mtiitify the presence of a specific drug or metabolite which is independent of the:~'~t~~p. test and ~mFh uses":W different technique in chemical principal from that of the screen test in order td::'iij~e reliabi(j::and accuracy. (Gas chromatography/mass spectrometry (GC/MS) is the only authorized::t:(98f~tm:' method for cocaine, marijuana, opiates, amphetamines, and phencyclidine ).:+J.JbA@fj:iV ~={~*~~~~*fj7;:Y Confirmatory Retest: For cont;~lled substances, it means a third analytical procedure to reconfirm the presence ofa specific drug or metabolite. Ifthe test result of the primary specimen is positive, the driver may request that the MRO direct the split specimen be tested in any different DIlliS-certified laboratory for presence of the drug(s). Consortium: an entity, including a group or association of employers or contractors, that provides alcohol or controlled substance testing as required by federal regulations, or other U.S. Department of Transportation alcohol or controlled substances testing rules, and that acts on behalf of the employers. 43 95 Controlled Substance: has the meaning assigned by 21 V.S.C. 802 and includes all substances listed on Schedules 1-5 as they may be revised from time to time (21 C.F.R. Part 1308). DHHS: The Department of Health and Human Services or any designee of the Secretary of the Department of Health and Human Services. DOT Agency: an agency (operating administration) of the United States Department of Transportation administering regulations requiring alcohol and/or drug testing in accordance with 49 C.F.R. part 40. Driver: any person who operates or maintains a commercial m,qi&.r:, vehicle. This includes, but is not limited to: full-time, regularly employed drivers; part-time aridl::iifnporary drivers; leased drivers and ",.;.;.:.:.:.:.:.:.:.:.,. independent owner/operator contractors who are either qWl~JYf:;:~mployed by or under lease to the employer or who operate a commercial motor vehicle a,j:*~;" dk~t.ion of or with the consent of the employer. For the purposes of pre-employment/pre-q.~ti~Sting oiilYf,:;iR~ term driver includes a person applying to the City for employment to drive a commj'{wa1 motor vehicle:&-$.- qJ.jl::r'~f . ~qt#}A. Drug: means any substance (other than alcohol) thae~~l:t.l..controlled substancdil'iq~fmed in 49 C.F.R. Part 3 82 d 49 C F R Part 40 '<~~~grt.".. 6 "<:;M&\. an . . . . ..:;:tM> ..,dfllf "4Wl:;:.. it.f~~>>.',. '~:k::rw.,:" ;<Wy EBT (Evidential Breath Testing Devii!LN,i~r;&!.3T approv~!J?Y the National Highway Traffic Safety Administr~tion <N,HTS~) for the evideri:t~ll:~tes!~i~:?~.f breatlfJ'g... placed on NHTSA's "Conforming Products lIst of EVIdentIal Breath Measuremea~pevls~ffk;~:::::". ";;:::~Wf'k ,:~:::~dm'ftl~:,:.. "'Wit:.. '>>'~;~:::@ifJ.\'<:',,,, ":::"b Em 10 er: the Cit of E '''/;::::::.:;'';gf6.ifia,ctin thfQ'u h i~feit\tt\dminfStfator or a desi nee of the City ::::r~q ~ Y, g MRO: Medi!ltVR~~i~\\t:::;(j)fficer:';;~~~~!ft.thlicensed<::::lftt'ysiciIAi" (Medical Doctor or Doctor of Osteopathy) .:::::::,,~::::::::::::~;., "~'::::::::::::X:~';.; "::::~;::a=.lli . ".:. .,::::::;::::::::::::. responsiblelt,~\~eceiving laBQ~W:g?, re$.g!l~; generated~::;b~ an em~loyer's. ~g te~ing program who has knowledge or;:$9hl)tance abusedj~91dersau(;tpas approprIate medIcal trammg to mterpret and evaluate a driver's confmli~~~:p.9sitive test ;~!~lt togJR:~b:with the driver's medical history and any other relevant biomedical inform~tiBh, 'W\ ,<"~:,. ..:::t:::~;!bh, II Performing a Safety-S'tttltlY'e F,;,<<<<ftion: a driver is considered to be performing a safety sensitive function during any period;;iij~::}ym:iJJJthe driver is actually performing, ready to perfo~ or immediately available to perfo~ or in a stllt~t9:treadiness to perform any safety sensitive function while on duty. Reasonable Suspicion: means that the City believes the appearance, behavior, speech or body odors of a driver are indicative of the use of a controlled substance or alcohol based on the observation of at least one (1) supervisor or official who has received training in the identification of behaviors indicative of drug and alcohol use. Refusal to Submit (to an alcohol or controlled substances test): a driver: 44 96 (a) fails to provide adequate breath for testing without a valid medical explanation after the driver has received notice of the requirement for breath testing in accordance with the provisions of this part, (b) fails to provide adequate urine for controlled substances testing without a valid medical explanation after the driver has received notice of the requirement for urine testing in accordance with the provisions of this policy and federal regulation, or (c) engages in conduct that clearly obstructs the testing process. Safety-Sensitive Function: any of the following: ..:~~~j*jj~~~). (a) All time at a carrier or shipper plant, terminal, fa~iJ.ii;::::br other property, or on any public property, waiting to be dispatched or in a ~lfli~~ltr~adiness to drive and/or maintain a commercial motor vehicle, unless a driver has l4.IWFdr(i~~tfrom duty by the City; (b) All time inspecting equipment as require9:;:::by"":;'federal'f~gylations or otherwise inspecting, servicing, or conditioning any commerc!~{16t6r vehicle at Itflt4.ne; (c) All driving time which shall mean all t!Ml)!%pent at the driving<:t~,R\;p1s ofa commercial motor vehicle in operation' """@&:::.. . <':t::ifh: (d) All time, other than'driving time, in or up8'~y cOJmtifrcial moto;:':~'ig~e except time spent resting in a sleeper berth, WIH!R,,~<!mll mean at.i!9fiforming to the requirements of federal regulation; ":ifIIliWf:>;..,. ",<nF: (e) All time loading or unloadingql;~6_~!;2ial mota'M~J1icle, supervising, or assisting in the loading or unloading, attendirt~~o_iQ.i~l mota~ttt~.picle being loaded or unloaded, remaining in reaqm9::M\:tp.operate iHm~onmi~t~lt:m9tor ~8m~!~, or giving or receiving receipts fc hi 1 h:::::~"'~.:::m'i~'::";i"Wilii':':" d d <;:;:-,;:::::. .:;;.;.;.:.:.:.:.:.:.:.i:.:.i:.~<.... '.;.:.:.:.:.:i or s pments CI~' '~d'or" ....oa e' .....w................................................ ........: . ,,:,&Zit"'" :t.;;:::::::::::::~, . ' ";<~Bk.. .4@f;:ir::::.>::'qwrl~h::. ..... . (f) All tune spen(:P.iRormmg;tq9~,:~ver reqmr.~nts oftfi~l:federal statutes related to aCCIdents; (g) All time repa~ obtailimg assistahrtf or remaining in attendance upon a disabled Screening ~~~ testing, it means an analytical procedure to determine (w~~Iher a drivef(.y,ha:v~@JRrohibitedt:a5ncentration of alcohol in his or her system. In controlled sut~~e testing, iFlH~!ns iWtiRp.lUnoassay screen to eliminate "negative" urine specimens from further cons<~":4I'A"atI'on "'::;::~::::::::. '<:i,*}'k, l&~.,., . .::::::~:.:::::; -"-:=-:;:"::":7:$ >lffilt=.. \it::i!:t <4Y State ofReadiness:"~1:~er who i~ltta. call, ready to be dispatched, to perform safety-sensitive functions . ":::{;::::::::-::::: ,::::;::::::::::; whIle on duty. ";::rV&i@.4;:::1/ ':'::---W::::' ....::m.t/::: '. .:(f,ih. ..f&t.t! ..:::::::~:::=.::~~~.::::::::::;:::%" Substance Abuse Profession'alt(gAP): a licensed physician (Medical Doctor or Doctor of Osteopathy), or a licensed or certified psychologist, social worker, employee assistance professional, or addiction counselor (certified by the national Association of Alcoholism and Drug Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and controlled substances-related disorders. Supervisor: the person designated by the City to perform supervisory functions over the City's drivers. Violation Rate: the number of drivers found during random tests given pursuant to this policy and federal regulations to have an alcohol concentration of 0.04 or greater, plus the number of drivers who refuse a 45 97 random test required by this policy and federal regulations, divided by the total reported number of drivers in the industry given random alcohol tests pursuant to this policy and federal regulations, plus the total reported number of drivers in the industry who refuse a random test required by this policy and federal regulations. PROHIBITED CONDUCT Conduct Related to Alcohol: (a) A driver tested under this policy and federal law who ~(t.qgpd to have an alcohol concentration of 0.02 or greater but less than 0.04 shall not pe1.f.4.iIFsafety-sensitive functions, including driving a commercial motor vehicle. The driver",:$.UJ.lnot perform safety-sensitive functions until t~e start ~f~he ~iver's next regularly sc,.~ef'l~"a<<{r#;g~t not less than m:enty-fo~ hours followmg adImmstratIon of the test and theA~f~x.er WIll noN~:J~ompensated durmg the tune off. The driver may use benefit hours duril)g;;tij~f:absence if ac'etjied and available. A detectable alcohol concentration level is in violati~ij;;~fthe City ofFarmiIffau,Drug and Alcohol Testing Policy and actions also may be takeri:::ti#.g~r that poli~y, which1~.>t be in addition to this policy. '':::':':It::::::.. 4ilit,:::"ttk:::, (b) No driver shall report for dnhttu:,remain on 'dfitt1T~WiFfug the perfo~iH@ of safety-sensitive .,...tl~~::":::::::?:-:::..;.. '.e:::"::?;:~~::::Y' ....... functions while having an aIC6.lg!i~~Hl2.~ntration 6\g~:Q~ or greater. (c) The City, having actual knowljt@tttllat.. a drivei{h~s,.. an alcohol concentration of 0.04 or greater, shall not permit the .df,~\yr~.>><f8fl::~'9rm ~:f~j::~p'~inue to perform safety-sensitive functions. .",#fti.f.ti.::,:".. ::=:::j:!:i;h. "::~{::mi.kk', ..:\t@hz~ (d) No driver sha~k6ImP'dij!!:,~ comm~(4.w..l rn91gW~I.fi~!~.. wiifl~ the driver possesses alcohol in any quantity.:t:lIfE::::" "::qlffu vf:~1fb;;]~'F::" V%::t:ijjlj!t. (e) No driver shalrUi~Jllcohol wIle perforifWI safety sensitive functions. (f) The City, havingrRi~1 ~~I~.4ge that\~t4river is using alcohol while performing safety- sens!ti"&.#~ctions, ":sHjH!:!:H6P~iHlit:~..the di&er to perform or continue to perform safety- sei~lfiV~>'::ffiri6tidft8 '.:qWWf ""::':::":f:Hn::~:...Vg: (g) :~~::1kiver shall"~I~gn ~':I'~~.~nsiti~:::INai~ns within four hours after using alcohol. "~"':':-:'::::?" . . '-;':"';':':':-;"-:" ~::"....:::::..... . . (h) Tff~rRn:y, havmg actijjl)mowl~g~ that a drIver has used alcohol within four (4) hours, shall not p~_ a driver to ~q9.rm oi~PJinue to perform safety-sensitive functions. (i) Any dri~j,r~quired to t~~: a post.::"'accident alcohol test because of loss of human life or who receives ~tii1ta.tion unded@tate or local law for a moving traffic violation arising from an accident sh~m:!h6t.. use ai@ffhol for eight (8) hours following the accident, or until the driver undergoes a po;tillic.cid'J.:iicohol test, whichever occurs fIrst. (j) No driver shall ~~:ftI~{o submit to a post-accident alcohol test, a random alcohol test, a reasonable suspicion alcohol test, or a follow-up alcohol test mandated by this policy and federal law . (k) The City shall not permit a driver who refuses to submit to the mandated alcohol tests under this policy and federal law to perform or continue to perform safety-sensitive functions. Conduct Related to Controlled Substances (a) No driver shall report for duty or remain on duty requiring the performance of safety-sensitive functions when the driver uses any controlled substance, except when the use is pursuant to the 46 98 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. (b) The City, having actual knowledge that a driver has used a controlled substance, shall not permit the driver to perform or continue to perform a safety-sensitive function unless use is permitted pursuant to the written instruction of a physician. (c) A driver shall inform the driver's supervisor of any therapeutic drug use. (d) No driver shall report for duty, remain on duty, or perform a safety-sensitive function, if the driver tests positive for controlled substances. (e) The City, having actual knowledge that a driver has tested positive for controlled substances, shall not permit the driver to perform or continue to per{qflp safety-sensitive functions. (t) No driver shall refuse to submit to a post-accigdt~ontrolled substance test, a random controlled substance test, a reasonable suspici9d9<<1r~lled substance test, or a follow-up controlled substance test mandated by this polio.WJid t&tit,!llaw. (g) The City shall not permit a driver who refQ.~l:t(f~ubmiffQ:::Uw mandated controlled substance tests to perform or continue to perform ~f.!Il~nsitive funcnq&~.. =::;~;::::::~IRED ~. V " Prior to the fIrst time a driver performs Jt~tyj_~il!ve fun;ii~',:::for the City, the driver shall undergo testing for controlled substances. For purPttl~ ofi{ijrf.t~y'bsecti6hfhR pre-employment testing, the term driver includes but is not limit~d4Q..a person "~mlying"t(f!tli~:City t6:::aaV~ a commercial motor vehicle, a person who has recently ob.ti.tlnfi::~mmerciJtfdrived~i!]i~llt()f a ~~son who has been reassigned or "::';'::::':'7 ..;.,:.::.:::V:,---- <:':::,:.::::. 4?W.f.?" "'::::::::::::::::::::::'" promoted into a positidij][Jff.at requm:4~\the perfQW'~ of sam~;:;sensitive functions. Any job offer, reassignment, or promoti8ltfl&, drive *~Qpmmerciiittlotor vehicle shall be contingent upon a negative controlled substance test rePbt;:Q.nd J6.it{IP.p'~icants ";.en agreement authorizing former employers to ~",:,~~~tA:~t~:~~='::~:::~~~ The City am9tFetains the flgp'!:,}lot fd.Kmre a driv!Wwho has a positive test result and who has not participatedJj.i[~3.9 completed if'(9JW1seliIfg![@,J;,.rehabilitationprogram as directed by the driver's substance abuse p~reSSiO' '" Post ACCIdent Testingrth:, w;:fP "~i~::lfilh,:/fll (a) Drivers Tested.'::~l~:q9i;<<s practicable following an accident involving a commercial motor vehicle, the City sJiall~fe~i for alcohol and controlled substances of each surviving driver; 1) Who was performing safety-sensitive functions with respect to the vehicle, if the accident involved the loss of human life; or 2) Who received a citation and there was either serious bodily injury needing immediate medical treatment; or 3) Who received a citation and one or more vehicles is towed as a result of the accident; or 4) The City may also test under the City of Farmington Drug and Alcohol Testing Policy. (b) Alcohol Tests. Ifa test required by this section is not administered within two hours following the accident, the City shall prepare and maintain on fIle a record stating the reasons the test 47 99 was not promptly administered. If a test required by this section is not administered within eight hours following the accident, the City shall cease attempts to administer an alcohol test and shall prepare and maintain the same record. Records shall be submitted to the FHW A upon their request. ( c) Controlled Substance Tests. If a test required by this section is not administered within 32 hours following an accident, the City shall cease attempts to administer a controlled substances test and prepare and maintain, on file, a record stating the reason the test was not promptly administered. Records shall be submitted to the FHW A upon their request. (d) Readily Available. A driver who is subject to post-accident testing shall remain readily available for such testing or may be deemed by the CitrJt9 have refused to submit to testing. Not?~g in this section s~all be co~rued to requ~$;l~'fael~y of neces~ medical attention for mJured people followmg an aCCident or to PEp.:I.i!~}! driver from leavmg the scene of an accident for the period necessary to obtain assis<<t€'ia:~~i~ponding to the accident, or to obtain necessary emergency medical care. A%::~;."<::~:::'<:qi:::;:bl:: (e) Post Accident Information. The City .i~Jm!JPprovide drivg.With necessary post-accident information, procedures, and instructi@J,I:prior to the driver'::l)B~fflting a commercial motor vehicle, so that drivers will be able to cdrtfg!~..with the ~tquiremenfW~1.J:his sectio.n. (t) Results of Test. The results ofa breath or B1(i,:ge~l,es~hli~e use ofalcO'ijg~!:gr a~: test for the use of ~ontrolled substances'::SiR~2.:,c!ed by Fed~!~~:i~Jfe, or !ocal officraIID?avmg. mdepen?ent authority for the test, sha~l ~*JQ$!g;red to m~lt.l&~ requ~ements of this sectIOn prOVided such tests conform to apphcabf~W:~aetj!t~tate, or I~Yihrequrrements, and that the result of the t st b,j.n' d b th Cit' "'in:::::. "":~tHtl<.:.. ..:::t/th. e s are 0 'l.ame y e y. ;,:;:::;::::: ....::ii::<::::::,::::, "::::::;:;V:" Random Testing" .4f;;i_~;~th '\f'}~:.. '<<:'~:.&f:~lfAi:X' V~;~~, " .iW.t.:r":"v ....:.:...:<..w, .:.:.:.:.:.:<. A.,wmpw '.: V":':"W"'~'" ~_V' "::::Wrih "\;]fidr' ""~*-:Ml~;:1~~i (a) Minimum Amlfui~;l?~rcenul~~lRate. Ex~pr'as provided'in paragraphs (b) through (t) of this section regarding'::::iiiyqp~.:::tiit,Mm~. the mH!fmum annual percentage rate for random alcohol testin6:Mmtll?~ twen#f.4n.ve.}p:::::~f'fctgiiMf:25%) '6~the average number of driver positions the City .,/:::-;;:.l;;l:,:;,w#.':"';':':~:iii:0. '~J::l:.:.:;.::.:;.:.:.:;. ...:<.:.::\:.:.:;.,~.. ex<: lutiP=:Hfesi{'6"illiif:':'e..4 b ..:::thtf:?FHW K<:A:%*""'ist&itor. The minimum annual ercenta e rate for ..:.:.:.:.:::.:.:.:.:9 ...:.SL<<>:. y '<<;;::"':':':" ~MM.:.:.. p g ::filJ.om control100:IiY:pstaif6~:~::1~sting shalUBe fifty percent (50%) of the average number of dtfVJ.t::positions the""eltlkhas iihl~~~, changed by the FHW A Administrator. ":::::7:','N. *";::';:':':':" .:-x:'*>... (b) Sel~ct!g,5::::of Drivers."_ sel~ctiBA~:.of driv~rs for random alcohol and controlled substance testmg s~,y:.,.be made bI:4:: SCientifically vahd method, such as a random number table of a computer~tf@~4. randonitDpmber generator that is matched with driver's social security number, payrH'i9~nt~911bn number, and other comparable identifying numbers. Under the selection procelsW~~X~ach driver shall have an equal chance of being tested each time selections are mad~W%1irP' (c) Number of Drivers S'eiected. The City shall randomly select a sufficient number of drivers for alcohol testing during each calendar year to equal an annual rate not less than the minimum annual percentage rate of twenty-five percent (25%) of drivers. For controlled substance testing, the City shall randomly select a sufficient number of drivers for controlled substances testing during each calendar year to equal an annual rate not less than the minimum annual percentage rate of fifty percent (50%) of drivers. The rates are subject to change by the FHW A Administrator. If the City conducts random testing for alcohol and/or controlled substances through a consortium, the number of drivers to be tested may be calculated for each individual employer or may be based on the total number of drivers covered by the consortium who are 48 100 subject to random alcohol and/or controlled substance testing at the same minimum annual percentage rate under this part or any DOT alcohol or controlled substance testing rule. (d) Notice Regarding Tests. The City shall ensure that random alcohol and controlled substance testing conducted pursuant to federal law are unannounced and that the dates for administering random alcohol and controlled substance tests are throughout the calendar year. Drivers may be selected for more than one test per year. (e) Test Immediacy. The City shall require that each driver who is notified of selection for random alcohol and/or controlled substance testing proceeds to the test site immediately; provided however, that if the driver is performing a safety-sensitive function at the time of notification, the City shall instead ensure that the driver ceases to p~pn the safety-sensitive function and proceeds to the testing sight as soon as possible. ..(./JI'/,:::< (t) Timing of Test. A driver shall only be tested for..:~J,QBl'lwhile the driver is performing safety- sensitive functions, just before a driver is to ~Hh'''i!f...D'-sensitive functions, just after the driver has ceased performing safety-sensi1!y'~*:;fdri.ctionS:::l{m::while the driver is in a state of readiness to perform safety-sensitive func.t.t~~t'::":::Wf+:::: . .. '{ill~::~V ':~~r:tfl:lbA" Reasonable SUspICIon TestIng: <:"\0'),::.. ,.::i0&::.. --'tillh:.. ,4ili~fl~~:=qW&t~ (a) City's Determination ofReasdbable Suspici;if~B;KAjl~<<61 Violations.1iIl:City shall require a driver to submit to an alcJlItzf'Jt:..when the'i~t.ty.i.Pan Resources Dir~~tor has reasonable suspicion to believe that the<:aiiyt&l.Il~:::,.yiolated..::t1t~tprovisions of federal law concerning alcohol. The City's determinat161:\thRFt~i~9n~ble si1sat9.:i~n exists to require the driver to undergo an alcO~9k~~:1~lust be bi~J~Q on spg~w~,:.:..conteq~u:aneous, articulable observations concerning th~:::(gifift'kpehavioiK~~rec.Pt::~ji.b84ya~9.?rs:hfthe driver. (b) City's De~e1!~on ofit'sio~ble g~H!!}&h of Cd~ned Substance Violations. The City s~all reqUIre a<:~ffig to s~l~t to a cq;~I?lled substan~e test w~en the Human ~~~ources ~~;~~rlili;:'~~:~~b.J.lfi.g~~~!f~t~~ ~~~s~:ce:s~~;l~:~ t;:t:=~:~~~~~~ Jdl~ble:~fd~(lkf:gp exi.f,R requjiiMi~t:19rty~f:to undergo a controlled substance test must be :ll~~d on speci11cW:::RpntemppffIleous, aRicblable observations concerning the appearance, beH!t~1g~,. speech, .ah~fJ:re:dy dH:\~~i,,?fthe driver. The observations may include indications of the ~~~WF, and ,:"ithdi~i\! :ffect~ti?pcontro!led substance.s. (c) Tramed::::::SuRervlsor of"'?:Dhver. The reqUIred observations for alcohol and/or controlled substance::'f$.i.$9.pable su~mion testing shall be made by a supervisor or an employee of the City who is thimfx~ in ~:f;l9.jdance with federal law. The person who makes the determination or who observe~n~E::MI-liwith making the determination that reasonable suspicion exists to conduct an alcohort{l:shall not conduct the alcohol test of the driver. (d) Timing of Reasonable Suspicion Observations. Alcohol testing is authorized by federal law and this policy only if the observations required in paragraph (a) above are made during, just preceding, or just after the period of the work day that the driver is required to be in compliance with federal law and these rules. The driver may be directed by the City to only undergo reasonable suspicion testing while the driver is performing safety-sensitive functions, just before the driver is to perform safety-sensitive functions, just after the driver the driver has ceased performing safety-sensitive functions or while the driver is in a state of readiness to perform safety-sensitive functions. 49 101 (e) City Drug and Alcohol Testing Policy. If the driver is not performing safety-sensitive functions and reasonable suspicion exists, drivers may be tested for drugs and alcohol under the City of Farmington Drug and Alcohol Testing Policy. (t) Prompt Administration of Test. If an alcohol test is required by federal law and this policy is not administered within two hours following the determination of reasonable suspicion, the City shall prepare and maintain on file a record stating the reasons the alcohol test was not promptly administered. If an alcohol test required by federal law and this policy is not administered within eight (8) hours following the determination of reasonable suspicion, the City shall cease attempts to administer an alcohol test and shall state in the record the reasons for not administering the test. A.!';}::. (g) Under the Influence Prohibitions. Notwithstandingfti:<<.gPibsence of a reasonable suspicion alcohol test under this policy and federal law, n049ftyl~~~all report for duty or remain on duty requiring the performance of safety-sensitive :fi.(WfiBmt:llWe the driver is under the influence of or imp~ired by alcohol, as s~own by .th~:::_~Vloral, sP~:~~k and pe~formance indicators of alcohol mIsuse, nor shall the CIty perm!kt>>JidrIver to perforqn:q.f contmue to perform safety- sensitive functions until: {)jfi:f' '::;-lff%::.. (1) An alcohol test is administeredrltc1,Jhe driver:s alcohoifgi.~.entration measures less than 0.02; or ";:;W::::;':::th:.. .::):dili:> '<;(~k::~~:;::. (2) Twenty-four (24) hOWfit~ve elapsed":r6.JJir~'IDg:;:ihe determinadSttmder paragraph (t) of this section that thetii{~:::t.~~onable sil'~~J.~).im to believe that the driver has violated . the proh!bitions ofthisP~~fYf4,~$;t~~eralla~'>>~eming ~he u~e of alcohol. . . (h) DrIver's BehaVIOr and Appearanci::AbsentlI'est. Excep.~~~. prOVIded m (g)(2) of thIS section, the City shall notl~y:JIDY action ufia.~r this::Pltfj~iilinstlfi.J.9Iiver based solely on the driver's behavior ~d.'ld~ii~~~~.~ resp~:@')g a.:~8gIVif~t~!i~~Lab'~lhce of an alcohol. test. This d~es not prohIbit:W~fCIty w1t.mJJ.:11depenc1{ijltll.UthorIty otlifederal law from takmg any action otherwise cOnSist.~ll:.:with thi:::!~w. '~W!mr~::::;" ". (i) Written Records dit€lbsery4~r.~~:... A wrifti&record shall be made of the observations leading to JdmifmUt1:;::.~ubsI?dQ:~tfl[~8I:ql~t~p.spici,9:fi; test, and signed by the supervisor or another cit)fJl:lffi.ploy~tM;:Who madt1b.e obsetVlttions ''Within twenty-four (24) hours of the observed -:;;.::::~:::;.::::~~:? . .~::;;::::;::~::~::..' '.;:::::::;:::;::.. ""::*::::::~::::::::~:>. . . '6e.IDivIOr or befotei:tbe test l'~$Ults are relelt~ed, whIchever 18 earlIer. \:l::::;,t1!:~~:}. . . ":;:::~~:!llh ":::;::::~::::::!!itb.t;:.. Return-to-Duty.W~tlng. '/':';';';';'. ":':':';':';';':', <1~:t::h::\!illi::!1 ..,t:}' (a) Return-to:Da.~ Alcohofmf~st. The City shall ensure that before a driver returns to duty requiring the':':p~rt:()rmaqlf9f a safety-sensitive function after engaging in conduct prohibited by federallaw:"8~bh,j'P911cy concerning alcohol, the driver shall undergo a return-to-duty alcohol test with a'f~i.I1Findicating an alcohol concentration of less than 0.02. (b) Return-to-Duty Controlled Substance Test. The City shall ensure that before a driver returns to duty the performance of a safety-sensitive function after engaging in conduct prohibited by federal law or this policy concerning controlled substances, the driver shall undergo a return- to-duty controlled substance test with a result indicating a verified negative result for controlled substance use. Follow-up Testing: so 102 (a) Follow-up Alcohol and/or Controlled Substance Test. Following a determination that a driver is in need of assistance in resolving problems associated with alcohol misuse and/or use of controlled substances, the City shall ensure that the driver is subject to unannounced follow-up alcohol and/or controlled substance testing as directed by a substance abuse professional in accordance with the federal law . (b) Timing of Follow-up to Alcohol Test. Follow-up alcohol testing shall be conducted only while the driver is performing safety-sensitive functions, just before the driver is to perform safety- sensitive functions, just after the driver has ceased performing safety-sensitive functions or while the driver is in a state of readiness to perform safe~;:.sensitive functions. ..:.:::.:.:.:.:.:.~. SPECIMEN COLLECTION PROCEDURES ,.::di:;iff[ifrJ::::: (a) The collection site person shall instruct the driv:l.~i:ltrpfqYiqe at least 60 ml of urine under the split sample method of collection. ,,::dt~::...:::::::,.:::t:::mih.::. (b) The City is required to use the "split samp(iflifKethod of co IIietibp. for drivers. {::~tfJ.P?:~::ttit.~h Split Specimen Procedure for Controlled subst~ii~~Testing: k..:Qt:i1b::~ ..~;~tr@*~.. _.::&lt~} ':::~~~~tIi1~:~. (a) The driver shall urinate into ll%f~:fimen bottl;t"It.::~::[~~~ble ofholding:::it;:[east 60 ml. (b) The collection site person sli:i:ttfiij~:Jhe urine iRi~Jtwo specimen bottles. Thirty (30) ml shall be poured into one bottle, to hftqi~~:;<<'::t!U~ prima;Y~ip~:~imen. At least 15 ml shall be poured into the other bottle, to be used a:s%tb~ sptit::~~Jmen. ..:::tiirtih:. (c) If the driver ~ U~?trillt.gtRr~vide td::~tB.:vide l~!ji:I~f,gpruifii~rtity of urine, the collect~on site person sha.ll ~w.I;9t':me.I~IJ,rer to .~"n2:~:::m~~t,.~~enty-f~ur (24) ounces of flUId and, a~er a 'pen?&::'I~o more":t,. two hO'ft:l::~~l1n attemfilo ~rovIde a complete ~ample. If the drIver IS stIll uffijt.tl~ to pro\ttqe a compl~t~: sample, the testmg shall be dlscontmued and the . . ":::::::::::';:~~' ':::::::::.:::. ~:"?:?::::::}, . . . . CIty notified. The<:::MRO snalL:r:e.fer the Bt!ver for a medIcal evaluatIon to determme If the dr~Yitfli~iRiU1y. to'<~'{{htijJ~r~~:'~~.!1 i~YI~p.uine or constitutes a refusal to test. For pre- ~pIUpyfueiif'::t(.g, tffif:Jf8#y ma'i~1~Sh:..t8f:not have the referral made and revoke the "!iloyment offeKI'J.~. ":,::::::mm!:}:::: ":'::::,:f?( (d) Tfi~::~QJlection site" Ift~9.p wIi~i:~~m.Ply with the split specimen procedure as required under 49 C.F :ttbmt 40.:::%J&1\. "::%Jf, (e) Action"::~q4#,ed by the<::r.~kulationr~"as the result of a positive drug test (e.g., removal from performingt&.tf~ty-sensitw~~jfunction) is not stayed pending the result of the test of the split . <:>0.m.~.. ,:,,:.;:;:.:;:;: speCImen. 'V4.k:::,. Afiff (f) If the result oftH~;~tilijlf specimen is positive, the laboratory shall retain the split specimen in frozen storage f6t,;~,ovdays from the date on which the laboratory acquires it. Following the end of the 60-day period, ifnot informed by the MRO that the driver has requested a test of the split specimen, the laboratory may discard the split specimen. (g) When directed in writing by the MRO to forward the split specimen to another DHHS- certified laboratory for analysis, the second laboratory shall analyze the split specimen by Gas Chromatography/Mass Spectrometry to reconfirm the presence of the drug(s) or drug metabolites(s) found in the primary specimen. The split specimen shall be retained in long- term storage for one year by the laboratory conducting the analysis of the split specimen. Reporting and Review of Results for Controlled Substance Testing: 51 103 (a) Confirmation Retest. The MRO shall notify each driver who has a confIrmed positive test that the driver has 72 hours in which to request a test for the split specimen if the test is verified as positive. The driver is responsible for all costs associated with the confIrmatory retest unless the results are negative. If the driver requests an analysis ofthe split specimen within 72 hours of having been informed of a verified positive test, the MRO shall direct, in writing the laboratory to provide the split specimen to another DHHS-certified laboratory for analysis. If the analysis of the split specimen fails to reconfIrm the presence of the drug(s) or drug metabolite(s) found in the primary specimen, or if the split specimen is unavailable, inadequate for testing, or untestable, the MRO shall cancel the test and report cancellation and the reasons for it to the DOT, the City, and the driver'j:::@Wb (b) MRO shall direct analysis of split specimen. If the driVer/His not contacted the MRO within 72 ,(.:;:-;;:::;:;:;:;:::;:;:., hours, the driver may present to the MRO info~~W!t::Q9cumenting that serious illness, injury, inability to contact the MRO, lack of actuaMu'{{tfce':::;qfdpe verified positive test, or other circumstances unavoidably prevented the qrift.i':'ifom thiigi~;\9ntacting the MRO. Ifthe MRO concludes that there is a legitimate exp!g'4.~8n for the drl({t.l~.. failure to contact the MRO within 72 hours, the MRO shall direldIf.6t analysis of the splttt:~pecimen, if applicable, be pe~ormed ..'{'f@;;:,....::;;iMb:. l~. . ........... x......... (c) MRO Unable to ~ontact Driver. If, aftei~~g ~g,~~ble efforlii:l'~g:.. documentin? these efforts, the MRO IS unable t9~1:!~h the drIveF{~tdt.fthe MRO must "~9.,ntact the deSIgnated City contact person, who shar1fllF~hlpe driver tcr'9>>~ct the MRO. If the City contact person is unable to contact the driver, tlf!;,:PH_tw~ll be pla8(qigp. suspension. (d) MRO May Verify Positive Te~t:~:;:..Th@fi~Q. may"';;:v~F.:gy a positive test without having '.........:-..~ ................;:-"x.... . ,...~...:-...... . communicated dir.~:Gt!MiWith the driy~t~abouftij~t~l result~i9.w:ler the following conditions: (1) The dr~y~i~xpfi~~lX declineS;itti '. OP.P2lffiitY.;;t~hQiscUSS the test results. (2) The dti.WF~has nofiilt.tltacted tfaMRt).:~tvithiri;;11M&{5) days of being instructed to do so ":::;':;:;=i",. <.;ff<<~. "'~r:i,f>" 'W by the Cl~;::.. ',ii':::::=: 'hi,:; ALCOHO~~~' The"~1.1W A alcohort~itx~les."'f(qqire breatfi=l~ing administered by a Breath Alcohol Technician (BA~:~~~w.g an Evid~~!m!: Br~t_hIesting Devise (EB~). Two breath tests are required to detenrune~df::a person has\W;I?rohIbIlia;;:alcohol concentratlon. Any result less than 0.02 alcohol ":~~~:~:1:~:~*~',. . ';::-f.:~::?:- ;.:~.::~::::. . . concentratlo~fJ&:~onsIderedi;!f\:'negatlve" test. If th~ alcohol concentra~lOn IS 0.0.2 or greater, a second confll'rrfittlQn test mul'6.e conducted. If the drIver attempts and fads to proVIde an adequate amount of bre~tmi::;tb.~ CitY11lih direct the driver to obtain written evaluation from a licensed physician to deterrIillllti::"driver's inability ~o provide a spe~imen is ~enuine or constitutes a refusal to test. Alcoholt~~?results are reported dll'ectly to the deSIgnated CIty contact person. CONFIDENTIALITY All alcohol/controlled substances test results and required records are considered confidential information. Any information concerning an individual's test results and records shall not be released without written permission of the individual except as provided for by regulation or law. CONSEOUENCES FOR DRIVERS ENGAGING IN PROHIBITED CONDUCT 52 104 (a) Removal From Safety-Sensitive Function. Except as provided in federal law, no driver shall perform safety-sensitive functions, including driving a commercial motor vehicle, if the driver has engaged in conduct prohibited by federal law or this policy or an alcohol or controlled substance rule of another Department of Transportation agency. (b) Prohibition of Safety-Sensitive Functions. The City shall not permit any driver to perform safety-sensitive functions, including driving a commercial motor vehicle, if the City has determined that the driver has violated federal law. ( c) Refusal to Submit. If the driver refuses to undergo required testing under federal regulations, no test shall be given, and the Human Resources Director shall recommend to the City Administrator that the driver be discharged from emp!9ment on grounds of insubordination. In the case of a job applicant applying to drive fo~,;~~!!~~ity, if the applicant refuses, no such test shall be given, and the job applicant shall beA~j~"ml~:;!O have withdrawn the application for employment. .';c. ~jJ?:' '~~q;::l;::::=::,::.. (d) Pre-employment Tests. ..;;,{{,::;::. . 'v~m!;.. ..;;i"Y:' <~q~~jt~::.. Job Applicants (including those fOiWif8inotion). The HwriaijtR~sources Director will not withdraw an offer of employment olfft~wotion to ~...driver po'sit}~'n}:n.ade contingent on the job applicant passing drug and alcohoff&.g b~~~t.m a positive1f:(t$t.result from an initial .......... ....::;::..".. ....,.x. screening test that has notfbeen verified ljjra;;;clilirmnatory test. WOOte there has been a . . . ?$.":::::::::~~~~~:~.....:;;::::::::~~}.:::::::::., . '.~.'. positIve test result m a'\!eAtWm!ltory tesf'{agq;i;..m any confIrmatory retest (controlled substances only), the HutrlIDl.lt.@soUrces DirecfOf}will withdraw the contingent offer of employment or promotion t~?,it.i:P.r.i;gfPq~n.!:2n ifth~;'ity determines in accordance with the Minnesota Hmm~k.Rights Aci)Iijlat a128RQ.b:,Qr dnlg::th$.lge or abuse prevents the job ..f&. 'f.;~;';';i';';';:;:;"'" ";<:::-'4 "";':':':':':':';':'X"X'" ',"':';';':':'. applicant 1f9~~ff6_g the sar,'y:~se$l1iy6:::f!:qp:f:ip.ns..'Ofthe job in question. W!1.&t <tilt '\;rt6it;:W?"":~;;::qiW (e) Other Tests. 1.1tfltHuman "tRisources EiWi~tor will not discharge, discipline, discriminate against, or requeseitHeqy<<~,~;W!bilitatia~f9,f a driver solely on the basis of a positive test resultd-i4ihmw;screenlligit4J1.tmff:'Hli:not beefhverifIed by a confIrmatory test. Where there has M".ifJt&;Rlt~;s.t re'~mftk a c;~nNl~st and in any confIrmatory retest (controlled "_~ances on1y);ttl1t:J;ity";~~!g~ the fo;nglhtg: ::{;~J)~lirst Positiv(%~~.~~ Resu!~~,,;pive the driver an opportunity to participate in either a drug .:;::.:t)><. I h I ..,........w I' :::-/.!$~~b'l" h' h' . Th <;;~,{:\~ co 0 CO~~i)~g ot'{:~W? .1 itatIon program, w IC eve~ IS m~re appropna~e. e e'W.M~ough Its ~mPloyee ASSIstance Program may determme whIch program IS more apptgpJ]ate after qqtl.sultation with a Substance Abuse Professional or physician trained in the:::;d!it,gposis /~q;treatment of chemical dependency. Participation in a counseling or rehabili1:i~~;:gtr'am will be at the driver's .own ~xpense or pursuan~ ~o co~erage under the d1ilg~r's own benefIt plan. If the drIver eIther refuses to partICIpate m the counseling or'rehabilitation program or fails to successfully complete the program, as evidenced by withdrawal from the program before its completion or by a positive test result on a confIrmatory test after completion of the program, and alcohol and drug abuse prevents the driver from performing the safety-sensitive functions of the job in question, the Human Resources Director will recommend to the City Administrator that the driver be discharged from employment. (2) Second Positive Test Result. Where alcohol or drug abuse prevents the driver from performing the safety-sensitive functions of the job in question, the Human Resources Director will recommend to the City Administrator that the driver be disciplined; 53 105 including, but not limited to, discharge from employment. The driver, whether discharged or not, will have access to the City's Employee Assistance Program. for evaluation and referral in resolving problems with alcohol misuse and controlled substance use. (3) Suspensions and Transfers. Notwithstanding any other provisions herein, the City may temporarily suspend the tested driver with pay for up to 90 days or transfer that driver to another position at the same rate of pay pending the outcome of the confnmatory test and, if requested, the confnmatory retest (controlled substances only), provided the City believes that it is reasonably necessary to pr?tect the health or safety of the driver, I th bl. /&,. co-emp oyees, or e pu IC. ..4ftb (4) Other Misconduct. Nothing in this policy linji!.~fthe right of the City to discipline or discharge a driver on grounds other thatA!f.I:~!tive test result in a confnmatory test arisin~ ~om the same or other .inci~~.n~::1:iiP81~tf~~h~ut not limited to a conviction of any crImmal drug statute for a vlol~1f:g~l:pccurnngtq:!Bt, workplace. PENALTIES C ,,'^ Criminal penalties shall be as p.rescribed bY":4~:::::fhS,S&S.:::~ 521 (b)(i1f4'N,ch provides that an employ~e who ~owingly and Jj~:lW!~y viol~tes.::"tq$;mPi~us Transportanq:it Employee Testing Act whIle operatmg a commercla1tw.~t~r::yehlcle bY:::l;!:9.tlY1tIes that have led or could have led to death or serious injury is subject to:::Qti~~t_!Y crimitiif(~4.qctions. ~ '~;_~.'r.~~ ......l1~'.d. .....,.... :MENm....... ,.::--::::::::::;:"::>"9' >.::::::::...X... REFERRAL EVALU ~:m .O.,'N A.llt.rn;::mREAT . ..' '~ ""<::,:j:'?i::;::, . ~. _ x'. . ft.L ~ ,U;~~:~ . - _ _ - ~' _ . :::~~.- ..:::;::=;:::., v~t~)j~~[1~fu\" .1ijt[~ .(f(~tfi::' (a) Resou~e~..x~dvisory1i:l~~~~::::mif:&::}y.,~0 eng',~ in conduct prohibited by federal law and this P~:!~9~1:~!lli~,~~viseq:::3IitHe:::e~t~:\:l~e .t~l:prces available to the driver in evaluating and p~~qJvmg probI!PYL assO(:~mts;d withtfi~tp>>.~use of alcohol and use of controlled substances, ;:1h6t~ding the nam~~t::addiS~~$., and telepRbne numbers of substance use professionals and ..:=::':"*.....x.. ..:::-:-:.:....:....'. ":':':':':';':':'~'. cO'tifISe.lin and treatment ro .....':aths. ":::::::::::::;:'. g ::::<~<::,:::. P gr..::,,:;;:.;::-.::-:. (b) Evaluation by a Substance. Abus@,:Et()fessional. Each driver who engages in conduct prohibited . .-. . ~::??.. '.'. . . . . ?' .'~ ...-, " by fedef!f::m~ and this 'pSijcy shalf'be evaluated by a substance abuse professional who shall determine"::=(lml. assistanl~~ if any, the driver needs in resolving problems associated with alcohol misus!:iih.d contf6.l,l~d substance use. '';:-'':::'.:-:.:.:' ..;':'.':':':':'.':'" (c) Return-to- Duty 1e,!!#.I8Y~Ha Assistance. (1) Before a diiV,=~:::&turns to duty requiring the performance of a safety-sensitive function after engaging in conduct prohibited by a federal law or this policy, the driver shall undergo a return-to-duty alcohol test with the result indicating an alcohol concentration of less than 0.02 if the conduct involved alcohol, or a controlled substance test with a verified negative result if the conduct involved a controlled substance. (2) In addition, each driver identified as needing assistance in resolving problems associated with alcohol misuse or controlled substance use: (A) Shall be evaluated by a substance abuse professional to determine that the driver has properly followed any rehabilitation program. prescribed under federal law and these rules; and 54 106 (B) Shall be subject to unannounced follow-up alcohol and controlled substance testing administered by the City following the drivers return to duty. The number and frequency of such follow-up testing shall be as directed by the substance abuse professiona~ and consist of at least six (6) tests in the fIrst twelve (12) months following the driver's return to duty. The City may direct the driver to undergo return-to-duty and follow-up testing for both alcohol and controlled substances, if the substance abuse professional determines that return-to-duty and follow-up testing for both alcohol and controlled substances is necessary for that particular driver. Any such testing shall be performed in accordance with the requirements of 49.:J$.;E~R Part 40. Follow-up testing shall not exceed sixty (60) months from !n~i[lte' of the driver's return-to-duty. The substance abuse professional m9yt:f~nwnate the requirement for follow-up testing at any time after the f~l(inr'(if~l;:wsts have been administered if the substance abuse professi~.~rf.t:d~termintSi;:;::t~~t such testing is no longer necessary. ..lWWt?'" ..::::tf>:.. (d) Evaluation and Rehabilitation. Evaluat!~I'iiI be provided by:'d'::~Jty's Employee Assistance Program and paid for by the City. oAiiYkrecommen,ded partidlpili9n in a counseling or rehabilitation program will be at the dri~~f~~to.wn e.Mfiuse or pur~amft40 coverage under an empl~yee's benefIt plan. "k~~:". o":;::~~~:j:j;i:i.;:tdlISW'. ":::;::{[tfi:: (e) COnflIct of Interest of Substartce.tAbuse Professidtm[ The CIty shall ensure that a substance abuse professional who deternii4.~~::::.t[!\J~river reqUw~.. assistance in resolving problems with alcohol misuse or controlled su6~'tanc~::::u~:ijtdoes not"iSfer the driver to the substance abuse . . . ~::::::::~:~~ '.-:::::~:~::::-::::::::;;:-. . '~*':::~::~:::::" . profess~onal' s prik!-~jff~tlce ?r t,~~..pers?~lrg{e,~tiqR:\ti'om which ~he substance ab~se professIOnal r~~t1~f~~ratlon (jt:JA..wh.19J.t)lie~$,qp~ce::abuse profeSSIonal has a finanCIal interest. Th~;_graph 'oa~~~. not prolYhit[::iji}from r~r~ling a driver for assistance provided through a pubii&it$.:t(ncy, tIii:i~ity, or a 'iiif~6n under contract to provide treatment for alcohol or controlled sub:.~ Pf4.WI~~. under'<'it.t~:, driver's health insurance program; or the sole sOi~il,l'~f:~R~uti~i:q~:jff~~ii.';!{r.~tnii8lJeasonably accessible to the driver. (f) InapffiicaoIlitjfb'flSectidffWfbe requIi~:m~nt$. (j"f'this section with respect to referral, evaluation, :ff.il:lbilitation do~::ft9tWppl)rfijilim?plicant;:::WnB refuse to submit to a pre-employment alcohol or cdijtmlled substand@;t!$.t. or WHgln~ve a pre-employment alcohol test with a result indicating an .............d. ....w..:".:... '.....m... alcolibilB9ncentration'"'(ijJl,.04 orr.ter or a controlled substance test with a verified positive APPEALst::~ ~ (a) Concerning discipt!ttY' actions taken pursuant to this City of Farmington Policy implementing the Federal Omnibus Transportation Employee Testing Act and related regulations, available appeal procedures are as follows: (1) Temporary Employees. Temporary employees as defined in the City of Farmington Personnel Policy Manual shall have no right to appeal. (2) Non-Veterans on Probation. An employee who has not completed the probationary period and who is not a veteran has no right of appeal. (3) Non-Veterans After Probation. A regular employee who has completed the probationary period and who is not a veteran has a right to appeal through the 55 107 grievance procedure either through the appropriate collective bargaining agreement or through the grievance procedure in the personnel policy manual. (4) Veterans. An employee who is a veteran has a right to appeal to the City Administrator a permanent demotion (including salary decreases), or a discharge, if the employee submits a notice of appeal within sixty (60) calendar days of the action, regardless of status with respect to the probationary period. An employee who is a veteran may have additional rights under the Veterans Preference Act, Minn. Stat. 197.46. (b) All notices of appeal not covered under a collective bargaining agreement must be submitted in writing to the Human Resources Director, City, Hall, 430 Third Street, Farmington, MN, which shall provide an appropriate hearing. ,:d&t~: (c) An employee who is covered by a collective bar~_g'agreement may elect to seek relief under the terms of that agreement by contact.mmq9=:~ appropriate union and initiating the grievance procedure. ":':1" :{::![~'JY ..:q[iri:!J.h/. GOOD FAITH EFFORT ..4:.;:: ":~.l}::, :;t1fM~fti~'. .~;;;~~~tl~~~~~:.. The City of Farmington will make a dJh!gU~ing go04.:.. faith effJftl[t,W maintain a drug-free workplace through the implementation ofthe Cl\y::p,fFarnf;pgton Policy"IttlpJl?menting the Federal Omnibus Transportation EmploY:~:!::h~sting Act arl.=at.~mf(rRegulations. ..::::{]!> ':\WZ.%;::::,. "W~r;;;:,. This policy implementing the Federal Omfi.{birs~q!ill;rMPortatioiiq$..itJ.'p'loyee Testing Act is based upon final federal regulations at the time of the adopir~i;pftlifIQ.lll{f}'. A,(y:WtH:.ions in the federal rules shall take precedence over this policy tQ41Jl#ll~t.ent that 1h.=g,:policy..tiil$fp.pt..!nco~bJ.ted the revised rules. .42}'d&Mm;;;:;:~~,.. :::h}.. ..:{f~:Wt(::;~:;:;;::k. ">'W:::' "~::$~f:=.-=""""""":::'-:'X"'. .;....,g..-;.; ..........~.. ....-:......;...fu.~ ",- ~~" y' ......... 4k-..f.;:'w.... ...,.'x ":::::l=WjWMN:;mrk:::::..'\i:l: "-'v.:f.fgt' "":;:~n]~ik:::::." .~,!: -:-:~t~it:::.. . .~~ttIl~t:. "'::::::::::::=;::'. '.".:::::;:.' "::ViVia::::.. .:%.... ''it: V 56 108 CITY OF FARMINGTON NOTIFICATION FORM AND CONSENT FOR CONTROLLED SUBSTANCE AND ALCOHOL TESTING I acknowledge that I have seen and read the City of Farmington Policy Implementing the Federal Omnibus Transportation Employee Testing Act and Related Regulations. I hereby consent to undergo controlled substance and/or alcohqk~~ling pursuant to said policy, and I .........1'..... authorize a collection of a urine and/or breath sample from me fqr:!!p6se purposes. ..d~~'1.@;!i:i?;.>. I understand that the procedure employed in this process=tIJll'" erls~lt,~he integrity of the sample and is desl' d t co I 'th d' 1 I . t ~",. "", ",i~;"~~~:'>. gne 0 mp y WI me lCO- ega requrremen s.(itih:.:::,:i/~~}.. Af~if}F'::qifj}.:~:, I understand that the results of this controlled s4.&~t~hce and/or alcohoCfltmg may be discussed with and/or made available to my employer, the City o=j:F.Wnington. .l further Jrlfe:~s.tand that the results of . . ";''::~::-:";~::''. ..{:~;:::::. . "(:"r::::::~::::~;.. thIS testmg may affect my employment status, as descrl~m:tJn tqg~,Jicy.::qfHh 4tJ~t "::::{iti::rAiliffJW~7'::\:rP Other information relevant to the relia6.(qh,:J~r explaniHfl;[or, a positive test result (if none, write "none")' <::::::::::::, ',..;:;::::::::t:::'l::; "::~@:::::" '-'" '~r:filh; ..::~~~jiII~~~~f~rf~~~Jl~::::::.. .. \:nit::j:::::I:j:W' "::':WfJ.~lr: :.:....;.:.:.:.;.:.:~~ .~::::"::::::~:~. ':~:::~~:::~.. '':::~*~Jh :::llm~~::: Date Date Signature "::::~:i:~:' I hereb rell~gj to submit to If. or ald6.ho 1 test. ..:~w{..., y "~~f~h~,. ..:::::::~:::~:W~ ,:.:~t:~::tt::::.. I have seen a C?~'Bl.the City oW:IiJ9ningtd':~olicy Implementing the Federal Omnib~s Trans~ortation Employee Testmg ~St.t~d Relatedf;:iPgulattons and understand that a refusal to submit to testmg may subject me to disciplirl&Jbcluding, bg}lOt limited to, discharge. Signature ."-t(tt:r&::~:::::::t:lliil'I' Witness "::qptiv Date Date DATA PRIVACY NOTICE The information collected pursuant to this policy is to be used to determine your eligibility for employment and the performance of certain safety-sensitive functions. You are not required to provide the information and submit to the tests, but your failure to do so will result in the City withdrawing a conditional job offer or that you may be discharged from employment, whichever may apply. The results of the tests performed will be private data and will not be released to other employers, governmental agencies, or persons without written consent of the employee tested, except as provided by regulation and law or pursuant to a court order. Only those individuals with a necessity to perform their functions under this policy will have access to the test results. 57 109 Section 3.15 - Drug and Alcohol Testing Policy The City of Farmington recognizes that safety problems are created when employees use or abuse illegal drugs and/or alcohol. The City is concerned about providing a safe workplace for its employees with the goal of attaining and maintaining a drug and alcohol free workplace. Therefore, the City has established the following policy on drugs and alcohol that will conform to the requirements of State Law set forth in Minnesota Statutes Chapter 181 and the Federal Drug-Free Workplace Act of 1988. In the event that the provisions in this section conflict with the Feder:~l Omnibus Transportation Employee Testing Act, the Federal Act shall prevail. /.:::::&'[:::::[:[1) lIP" DEFINITIONS: ",::~.{t#..& Alcohol: means ethyl alcohoL i ~ Confi~atory Test and Confirmatory R~test:~'!~ns a drug or alcolioW4;~~ that uses a method of analYSIS allowed under one of the programs lIsted m'~. Stat. 1~1.953 Sulxb::"tih. '.' . "::\{[~ith.. ..di.!irJ} ,.:~~..&>:.. Drug: means a controlled substance as defined in Minn. Statht5ai'Oi, Subd. 4. ...-tv :t:"lJmtt:::::~:,. "::::::t~I~~<.. Drug and Alcohol Testing: "drug or ald.1p.9..r'le~f.mg:',' and "dtijg~:Jmd alcohol test" mean analysis of a body component sample according to the st~fmrds\~iiQM~p.ed una~~h?:p.e of the programs listed in Minn. Stat. 181.953, Subd. 1 for JBr;::[l?llmg:~e of mdi~ffi}ng t~J.f4?f~~:i~~e ti'Fj~~ence of drugs, alcohol, or their metabolites in the samPI~lf~lt""w#..wt;;llij::;h. '\(i[lf!1ili:i~!i:l,v':'::::q:;[::~J.;,i:J> ..... Drug Paraphernalia: haslH~}meaningf~it forth in'Miitit. Stat. 152.01, Subd 18. Employee: Iq~.ll~il-!!,"~.~on working fur an independent contractor who performs s~@i~~~' for the-ei.f!~:Q,fF~on fotoowp~p.sation, in whatever form. :;::~~!~ti~E;::, ..~~~(Wk~ "::::~~~~~~~I~t~*.. ",...::::tr=:. Employer: irl~inl.tthe City ofli~.gtom:~~!.i.ng through its City Administrator or a designee of the City Ad . . "'::::::::::::,::,:::. At? ":::;=f.@, mmIstrator:::::}/::: ~Wt? ..:::.::....::,~, ':'<lli$.i;::\:\ ., ":~:W' Initial Screening T~H:an~ans a 4and/or alcohol test which uses a method of analysis under one of the programs listed in Mffi#.;:i:~tat. J:ftI[;[953, Subd. 1. "\;::[1'&[::117 Job Applicant: means a pers8iijlwho applies to become an employee of the City of Farmington, and includes a person who has received a job offer made contingent on the person passing drug and alcohol testing. Positive Test Result: means a rmding of the presence of drugs, alcohol, or their metabolites in the sample tested in the levels contained in the standards of one of the programs listed in Minn. Stat. 181.953, Subd. 1. 58 110 Reasonable Suspicion: means a basis for forming a belief based on specific facts and rational inferences drawn from those facts. Safety-Sensitive Position: means a job~ including any supervisory or management position, in which an impairment caused by drug or alcohol usage would threaten the health or safety of any person; all sworn and non-sworn personnel~ excluding clerical employees~ in the Farmington Police Department are safety- sensitive positions. Under the Influence: means having the presence of a drug or alc~~~l at or above the level of a positive test result. NN.'.W;;'., ::::4~lrjV" Valid Medical Reason: means (1) written prescription, or .oo;~~:9f:~~::p'rescription reduces to writing~ which satisfies the requisites of Minn. Stat. 152.12~ and names tg~;~fuplqY~:f as the person for whose use it is intended; and (2) the drug was prescribed~ administ~t~ ":iD.d disp~ij~~4 in the course of professional practice by or under the direction and supervision ~.f:1fll!~rised doctor~ "is.::~~,~cribed in Minn. Stat. 152.12; and (3) the drug was used in accordance with t(lw.;ifeIms of the prescrfPlig!};. and (4) over-the-counter . .. ....:.:...,.:... .:;:r:,:f.;:::. medIcatIon was used m accordance with the terms ot1~h.~.products 4irections. 'VAk::.. CITY RULES: ~.. V " 1) No employee shall be under the influ~~~f'B~!~i}L..drug oi':liti2R.ol while the employee is working or while the employee is on City premises (fij:Bpeiatllta::&:!!y vehf61"JJnachinery~ or equipment~ except to the extent authorized by lhvpnq..medical pies.~riptioit'\idit8:::.... ":Vdb:.. 2) No employee sh~ll ~~f.C'irlit'wnu~ac~~~:::~~~~t"i~?::~~~Rr:~~~;:I~ell o~ transfer ~gs~ alco~ol or drug paraphernalIa wmt!t~the emplq:i~e IS worl{,f.~U$}~r:"Whde thS;:Jrtlployee IS on the City's premIses or operating City vehicleit:i:machine~!Mt equipmd.t~xcept pursWmt to a valid medical prescription or when engaged in approvell~enf.qt~~!lt activltih. 3) An e~pl~cft!.IIJ!~i~ tl~;'lt:ffi~.~i~:::g~ afi't.~~riminal drug .s~tute convic~ion for a vi?lation occ~fE!P/tlie wor1{\5.:: ncrtllfiL t~a~ 5':::::~*~:::::~lfer such cOnV~C!lOn. T~e City shall notify the appropW"gJederal agency;qf::~ucli':cpnYlctIon wttnm 10 days ofrecelvmg notIce from the employee. CITYDRU~NESS"~ The City does provide1~'pmployee::;I;8istance Program to aid and assist City employees who are in need or have been referred foF~QY.f1Selimi.:liid rehabilitation. Employees are encouraged to utilize the services of the Employee AssistancJf"t"~6y contacting: HealthPartners Resources for Living (800) 561-2259. ..::~~i~M@~~j~~W.' ..:::::::::::~.~. .-:.:::~. PERSONS SUBJECT TO TESTING: No person will be tested for drugs or alcohol under this policy without the person's consent. The City will request or require an individual to undergo drug or alcohol testing only under the circumstances described in this po licy. CIRCUMSTANCES FOR DRUG OR ALCOHOL TESTING: 59 111 1) Job applicants: Job applicants for regular full-time, part-time and seasonal/temporary positions will be required to undergo drug testing after a job offer has been conditionally made and before commencing employment in the position. 2) Reasonable suspicion testing: The City may request or require an employee to undergo drug and alcohol testing ifthere is a reasonable suspicion that the employee: a) is under the influence of drugs or alcohol while the. employee is working or while the employee is on the City's premises or operating City vxmql~s, machinery, or equipment: or b) used, possessed, sold or transferred drugs, alcohol or4iiiWg:paraphernalia while the employee is working or while the employee is on City prem!~~ih':::Qperating City vehicles, machinery, or equipment; or .NitS:::>" .:"::~tth:: c) has sustained a personal injury as that term.:i$.:::4;rthed in:'f<<ffip,~sota Stat. 176.011, Subd. 16, or has caused another person to die or sustll~~::~fsonal injurY;::iqijh d) has caused a work-related accident (qiMwas operating or Immg to operate machinery, equipment, or vehicles involved in a wdf.Efr.~lated accig.ent resuliHfi.!:w total property damage exceeding $1,000; or "::::q~~::::.. Afgi::b':\fii.ih" e) has discharged a fIrearm otq~~:::t~ (a) on a:'::m~nf:::lhge, or (b) while;~hducting authorized ballistics tests, or (c) as authotmm:Rxthe Farmmmgn Police Department. 3) Other Testing: The City may permie=il.i:";iiijRl9:x~e who":::'lil~M'equested a drug and alcohol test to undergo testing in accordance with the"~~tB~eaUf~"lrJF.tblis1i&t:::~X:,this policy or by State or Federal Law. ,A<:.N::::::....:\]t\..~W$Mit~:::~:... "'~~it:;):~, 4) Treatment Program TeSflgfWFn.<h.City maY::::requ~iit.dfi:~~f~Uire aiP::employee to undergo drug and "';~:::::::::::-::-$:;:;;" -..:;::::::::.:::::*:: -.::::::::::=:-.. --;;:.:::::::.::-;::::~., ~~r.:J!:"::?m--? alcohol testing if the:i@wployee H,(~tJ?een refeifedili[py::'the CitYti9t chemical dependency treatment or evaluation or is participij,jW~ in a cqf!nical dep~(4~ncy treatment program under an employee benefit plan, in which.~.~se the e~nJ9.ye9:J:m!)b~. requeslR or required to undergo drug or alcohol testing without P!:iQ~::!!91f~;~t:g!ll'ing::~W::~:::::~yaltlitlgp.tPI tre~~nt period of up to two (2) years following completj9:h.iQr:iify~f~ffii,~d cli~mlcal depe=t1ain~x.tfiatment program. ~~:::::::~:; "WttJ,!t;::::::.. ":V'fi%::::, "':::~qW) REFUSAL T()KUNDERGO mSTING:%~::%: "V1::i#:ta :::\fij_?:.. .,:(:::::~:::~:>, 1) Job applicants:':~'~;:J.ob applicati:mf,~fuses iff undergo drug or alcohol testing requested or required by the City, no sucn1t~~~::~hall be e~n, and the job applicant shall be deemed to have withdrawn the application for empldYi!}:pt. ..::6.1 2) Employees: If any emplQi~:s:::"es to undergo drug or alcohol testing requested or required by the City, no such test shalllxW&J.Yen, and the Human Resources Director shall recommend to the City Administrator that the employee be discharged from employment on the grounds of insubordination. 3) Refusal on religious grounds: No employee or job applicant who refuses to undergo drug or alcohol testing of a blood sample upon religious grounds shall be deemed to have refused unless the employee or job applicant also refuses to undergo drug or alcohol testing of a urine sample. PROCEDURE FOR TESTING: 1) Notification form: Before requesting an employee or job applicant to undergo drug or alcohol testing, the City shall provide the individual with a form on which to (1) acknowledge that the individual has 60 112 seen a copy of the City of Farmington drug and alcohol testing policy, and (2) indicate consent to undergo the drug and alcohol testing. 2) Test sample: The test sample shall be obtained in a private setting, and the procedures for taking the sample shall ensure privacy to employees and job applicants to the extent practicable, consistent with preventing tampering with the sample, and may include a witness. No test sample shall be taken on the City's premises and the test sample shall not be taken by the City of Farmington employees. 3) Identification of samples: Each sample shall be sealed into a suitable container free of any contamination that could affect test results. The sample shall be identified for processing by the licensed testing laboratory. 4) Chain-of-custody: The City shall use a testing laboratory \Vb-ti.n has established reliable chain-of- custody procedures to ensure proper recordkeeping, haqgJlgp"labeling, and identification of the . /,:::::::::~:~:::::::::. samples to be tested. The procedures must reqUIre the fo1!9E~i. a) possession of a sample must be traceable to th~:j~mPIO'yett:from whom the sample is collected, . . .... "::":::::~::;:-' ":~::::::::::::::" .. from the tIm.e the sample IS collected ~b.tsty:gn the tnn:~)4p.e sample IS delIvered to the laboratory; ..::::d'~!~:v "\\:::;J,)::::.. b) the sample must always be in the poss~llp'h of, must always BMim!xiew of, or must be placed in a secured area by a person authorizecf'f~OOPdle the s~~l.mple. "::\lmt~... c) a sample must be accompanied by a writteIF.in-o:f,~d$.tpdy record;:~im.l::.. d) individuals relinquishing orAIQ.~.~pting poss6~i~lJilqjHhe sample mti'mfflfecord the time the possession of the sample wa~:::~f..~g~d and mJ~~ip and date the cham::of-custody record at the time of transfer. :::\:~:;~:::i;~'~:q{:ilil;tt~::~:x. "'::::~!ifjt:l:::... . 5) Laboratory: All drug and alcohol testmg:!:~b.~ll tYs(fjJh~1:..servlCes.::9K::~ testmg laboratory lIcensed by the Commissioner of Minne~J~tQ1~~:pepartmeiit.:::9:f Heattft::~:t!::g~lifYlilg\p'nder the transitional laboratory 4'/..'.iw...'<,.........., ............, .........,....'w.w....... ..............: requirements set fortq(g;J.4il1ij~t~Jat., how~Y~r, rwgf.~sf{~MJl:.J'e 'conducted by a testing laboratory owned and operated &Y]:il% City .d~:I~gton~::::}d!{tWF..::{q::;fi:}. 6) Retention and storage':"l.t.sample~jjlHat produ~&Jnr'positive test result shall be retained and properly d :fi I . (6)""~'if~:~ l,,, ;$:m1 ':~::::::::::::" store or at east SIX ill&!lt~p. jj.;i1.b$x, :"'iHk:. 7) Test rep?~w*'1~:fl~!BRg.laMfClRlllff{Mf.fI'IOC~ a \'lien report. indicating ~~e drugs, alcoho~ or t~eir metaboJ.i.t;~9te.sted...:.:tofi:Jm~ wli~tn~:r the teSt,dmr.Rdtfced negative or positIve results. The testmg laboratql~~~ll disclos~!{ttjj~lepoR;:~9iJ~e City\ViiHin three (3) working days after obtaining the fmal test resulf~~Wf:;:,. "%;ffi\ "::::!Wb. 8) Notice of i~tt;~ults: Withirlfzt)fe (3}t"~pcing days after receipt of the test result report from the testing laboratoi(ftt~e City shltmJw.form an employee or job applicant who has undergone drug or alcohol testing m't.iJ.ng of a I~~ative test result on an initial screening test or of a negative or positive test result oit'tSRnfrrrnf,!~ty test. The City shall also inform an employee or job applicant of the following rights puiS~tAfj1innesota Stat. 181.953: a) The right to requesti'lU!:feceive from the City a copy of the test result report. b) The right to request':."within five (5) working days after notice of a positive test result a confIrmatory retest of the original sample at the employee's or job applicant's own expense. If a confirmatory retest is conducted in accordance with Minn. Stat. 181.953, Subd. 1 by a licensed laboratory at the same threshold detection levels as used in the confIrmatory test, and the confIrmatory retest does not result in a positive test result, the City shall reimburse the employee or job applicant the actual cost of the confIrmatory retest in an amount not to exceed $100.00. 61 113 c) The right to submit information to the City within three (3) working days after a notice of a positive test result to explain that result including disclosure of prescription and/or over-the- counter medications the individual is currently taken or has recently taken. d) The right of an employee for whom a positive test result on a confIrmatory test was the first such result on a drug or alcohol test requested by the City not to be discharged unless the City has first given the employee an opportunity to participate in either a drug or alcohol counseling or rehabilitation program. Participation in a counseling or rehabilitation program will be at the employee's own expense or pursuant to coverage under an employee's benefit plan. The City may determine which type of program is more appropriate for the employee after consultation with a certified chemical use counselor or a physician lr.<<!U~d in the diagnosis and treatment of chemical dependency. The employee may be d~<fiied if he/she has either refused to participate in the counseling or rehabilitation prp8f.K2r has failed to successfully complete the program. Withdrawal from the program be(~Il:iiS":~iR~etion or a positive test result on a confIrmatory test after completion of thY."dpf,~grnm wi1li:~. considered evidence that the employee failed to successfully complet~f.#ii"ogram. ":Yl::f[h, e) The right to be reinstated with back p4r~he outcome of the=~P.fIrmatory test or requested confIrmatory retest is negative. ..:..~~::.. "'{il)... t) The right not to be discharged, disci~fil~9~ d~:R.inated ag"~h. or required to be rehabilitated on the basis ofJu:mical historyhif:q:d}i6n revealed to tmt1€ity concerning the reliability of, or e~planation tqt~:!:~:J.I:~j~i;e test i~~ll~less the employee o~ job applicant was under.an affIrmative du~ to pro1ti~..t~~fi~~tIOif(q~t?Ee, upon, or after h~e. . . g) The rIght to access the mformatfi.!l m tr-q[~mployee'Stp~rsonnel file relatmg to positIve test result reports an4:::2~b.f:&~ormatiolijAAquired:::'.~JI1~:.drug':::M.!\t.:alcohol testing process including I. dr ....w...~.......:::.:::.::::.., d . "~:;:;f.. b .....~}lW.::::."" "':%] h . d' . conc USIOns ~.;ii?o-rit:M~:::::.actlons '~tr..n%:f,lv{Ulf!-#'J~portS or ot er acquire informatIOn. h) The right of~"wPloyee.t)~~8.b applic~lIi'JO'has re~i~d ajob offer made contingent on the applicant passmg;:mwg and *,tq,hol testin~~i,b not have the offer withdrawn based on a positive test result from aii{:iijJU~l s9r~wp'g..test tllli~;ll;@:s not been verified by the confirmatory test. ACTION~~' 1) Job app1iE~P:t~.: The HumifrlfiiB:tsourE'(f,;::pirector will not withdraw an offer of employment made contingent oir:~p..@,job applicarlt:!l1~.ssing "ffii#s?and alcohol testing based on a positive test result from an initial screenirlg:!:t!m:!. has not be~my'erified":by a confIrmatory test. Where there has been a positive test result in a confJ.i1ftilR!.Y test a41jn any confIrmatory retest, the Human Resources Director will withdraw t.he contingei'~,[fer .~:Milployment if the City determines in accordance .with the .Minnesota Human Rights Acts tHl\~flM$Qi81 or drug abuse or usage: (1) prevents the Job applicant from performing the essential fi1fitpBhs of the job in questions; or (2) constitutes a direct threat to property or the safety of others; or (3) 'otherwise constitutes a bona fide occupational qualification. 2) Employees: The City will not discharge, discipline, discriminate against, or request or require rehabilitation of an employee solely on the basis of a positive test result from an initial screening test that has not been verified by a confirmatory test. Where there has been a positive test result in a confIrmatory test and in any confIrmatory retest, the City may do the following: a) First Positive Test Result: Give the employee an opportunity to participate in either a drug or alcohol counseling or rehabilitation program, whichever is more appropriate. The city through its Employee Assistance Program may determine which program is more appropriate after consultation with a certified chemical use counselor or physician trained in the diagnosis and 62 114 treatment of chemical dependency. Participation in a counseling or rehabilitation program will be at the employee's own expense or pursuant to coverage under the employee's own benefIt plan. If the employee refuses to participate in the counseling or rehabilitation program or fails to successfully complete the program, as evidenced by withdrawal from the program before its completion or by a positive test result on a confIrmatory test after completion of the program and alcohol or drug abuse prevents the employee from performing the essential functions of the job in question or constitutes a direct threat to property or the safety of others or otherwise constitutes a bona fIde occupational qualifIcation, the Human Resources Director will recommend to the City Administrator that the employee be discharged from employment. b) Second Positive Test Result: Where alcohol or cirqgM~A)Use prevents the employee from performing the essential functions of the job in .Jl_i1bn or constitutes a direct threat to property or the safety of others or otherwise con~tltm~a bona fIde occupational qualifIcation, .. ",::::::{{::':::::f"'::::;:::..;:-":f.:::... . the Human Resources DIrector w1l1 recommend.:lo.:JHe G:wy::Admmlstrator that the employee be . N. "-:-("x-.:.::::-' V{::=::='?~:t:::;. dIScharged from employment. ",::::lh:..'/ ~:ttth c) Suspensions and transfers: NotwithsU9lqM~r::any otherp'~~ions herein, the City may temporarily suspend the tested emploXI{~rth pay for up to iHI\i~y (90) clays or transfer that employee to another position (if availablijJ):I:t the same rate ofpay~lIf.1ding the outcome of the confIrmatory test and, if reque~ted, the corif4~l'i.oq:lf.it~, provided':t(t'~y believes that it is reasonably necessary to prols~::::!~e health 01\:~!f.f~:;pr the employee;:::~'-employees, or the public. \tmii!::j~j;:::t:::h9.", "::::~qf:i:t,. d) Other misconduct: Nothing in t1Y~]m~syt!!mits the::f:!~R.t of the City to discipline or discharge an employee on grounds other "{&p a':::PQ~HiX~ test "?(~9.:lt in a confIrmatory test, including DATAP;~::onOf~~~milieWOrkpmce. The City will not disclose tH~t.~g r<i.$.u.I~::J:~wrts ooW::~ther information acquired in the drug or alcohol =:~~,~~v=~;~rn;:;e:la~:c~~:=ate An employee has ifflb.! to offer tH~iity a written explanation of a positive test result on a confIrmatory test within three (3) i1&:~.g clays alf:i notice of the positive test result, and has a right to request within fIve (5) working clays aft~fJ:n9tice )l~W positive test result a confIrmatory retest of the original sample at another licensed testing lab"8~iHrMl'fhe employee's or job applicant's own expense. '-::::::::::::::::::::~:::r~" ":::~~:::::~:::.:.'~' APPEALS PROCEDURE 1) Concerning disciplinary actions taken pursuant to this drug and alcohol testing policy, available appeal procedures are as follows: a) Temporary employees, as defmed by the City of Farmington, shall have no rights of appeal. b) Non-veterans on probation: An employee who has not completed the probationary period and who is not a veteran has no right of appeal. c) Non-veterans after probation: A regular employee who has completed the probationary period and who is not a veteran has a right to appeal to the City Administrator no later than fIfteen 63 115 (15) calendar days of the action, or the employee may utilize the grievance procedure included in the applicable collective bargaining agreement. d) Veterans: An employee who is a veteran has a right to appeal to the City Administrator a permanent demotion (including salary decreases), or a discharge, if the employee submits a notice of appeal within sixty (60) calendar days of the action, regardless of status with respect to the probationary period. An employee who is a veteran may have additional rights under the Veterans Preference Act, Minnesota Stat. 197.46. 2) All notices of appeal not covered under a collective bargaining agreement must be submitted in writing to the Human Resources Director, City, Hall, 430 ThirdStreet, Farmington, MN, which shall provide an appropriate hearing. .,:;;;{:M:rt 3) An employee who is covered by a collective bargaining a&~~~ht may elect to seek relief under the terms of that agreement by contacting the appropriate uniQ.:#::I!4:..initiating grievance procedures in lieu ..{-;........................... of taking an appeal to the City Administrator ,;.;.:::::~:;:::::::;::;v '<:;:rfh GOOD FAITH EFFORT . ~ ., The City of Farmington will make a continuing<;~g9~9:q. faith e~?.~ to maffi.:;::.a drug-free workplace through the implementation of its Drug and Alcohol Te'$ip.g Polic$fk ..:=tt.W> "::;:4}F:.. ..dW4/ "Y{jk ,xx '%..t;~;Mr=~ ':y# ~, ~ ,~, ...:..:...:.:.:..~.,.""........~.1.:.:.:.!::.:::.t.:.;.,:.),~.;.r.~.:.r..::.;~.:.::.:.::.:..::.:.:,:..;.~.:::.:::.::::....:....... y ~ 4~i?..~::?tw.w....... '.' .;}:':'<.;'t.W4.".:::"................::::m-~ ::\:;::lt1:. '.@t': ~*.. :::WW'.;::)V '-:~$.~~17 64 116 CITY OF FARMINGTON NOTIFICATION FORM AND CONSENT FOR DRUG AND ALCOHOL TESTING I acknowledge that I have seen and read the City of Farmington Drug and Alcohol Testing Policy. Signature Witness I hereby consent to undergo drug and/or alcohol testing pursuant to said policy, and I authorize a collection of a urine, blood and/or breath sample from me for tho~E:::fiHfposes. .-:.:.:.:.:.:.:.:.:.:.:.:." ..;:::::;:-;::::::;:::;:::." I understand that the procedure employed in this process wmI~IW"e the integrity of the sample and is designed to comply with medico legal requirements 4Mbi?" "::(@i.t:::.. . A&::;::::WP' "'<1ift~~k:.. I understand that the r~sults of thi.s drug and alcoh?'if~(Pg may be disSa.:e. wit~ and/.or made available to my employer, the CIty of Farmmgton. I furthet;Cfw;4~rstand that the resul~::pf..thlS testmg may affect my employment status, as described in the policy. ":::::W~i>~:.. '<:~Wfb.. "'<~~tf::::.. .:dWJti:b ..::t~f{~Jh:, Other information relevant to the reliag,.Uitl'L.ot: or expfifil!9.Thrf.df, a positive tesf~sult (if none, write "nanel: ~ " ";':':';';':'. "-::"x:::-::::::' ":'::::::::::::::'. ::{lfl~:h. ':{"!;~::::i:i;DD:::;...::.::.p..at::~",.!,.~:..:~.~e.:......:..:.:tt:~!~~ ":~:::::::~:::.. .;~~}:~:~::~:::::::~: . ":::::::::::~::::::::::::::~~~~~. ..::::t:fl__ill:;ii:>~::. :~W;;::t'7 "::Qj11:,. ';o?:::::~:::::::~:~:-. x....... ::::~:::::::::~~< ....x. x...... '~~...:.L.,.~::.j::~.j:'i...~, :.:-;.:.:.:.;.:- '. u. . ":f:jtrt:~~ IherebYre~~' I have seen a:"~<~py of the DrugtM1Q. AlcBJi&l,J'esting Policy of the City and understand that a refusal to submit to testing"ex subject mefdf:di.sciplffiit:~cluding, but not limited to, discharge. Signature "<9:~;!~~ttfh~<.. "Ii .:w.' Date Witness .':.:::;~i~;i~k~~.. .il~J~~f Date ":::qm!::~::::41:@fl::; ..:~~t:@W DATA PRIVACY NOTICE The information collected pursuant to this Policy is to be used to determine your eligibility for employment and the performance of certain safety sensitive functions. You are not required to provide the information and submit to the tests, but your failure to do so will result in the City not considering your application for employment, withdrawing a conditional job offer made, or recommending that you be discharged from employment, whichever may apply. The results of the tests performed will be private data and will not be released to other employers, governmental agencies, or persons without written consent of the employee tested, except as provided by regulation and law or pursuant to a court order. Only those individuals with a necessity to perform their functions under this policy will have access to the test results. 65 117 Section 4 - Employment Section 4.1 - Job Posting and Recruitment Recruitment: The Human Resources Department manages the recruitment process for all regular full-time and part-time positions and seasonal positions to ensure compliance with state and federal laws and City personnel practices. This includes approving all job po stings, advertise11l~p.!s, placing of job advertisements; addendum's to the application and other recruitment mater~m::Whe Human Resources Director or designee will meet with the appropriate supervisor(s) and/o.L1R!I!hment Director to determine the best methods ~or recrul'tm' g ..::w;.:::.?:i~},::::;i:::~:;~,.. 1\. ":'''':"$.%,. ,.,.;.:,.:.,.:.:;:: '?$ffi::o:'" ....~*;~:~*..... All advertisements will include job title, the nature)i?,ti;lb;t to be~t<tt.med, how to apply, the closing date for receiving applications, and any other pertm:~lflliformation inchiHliWl!he statement "EOE" which conveys the City's commitment to equal employmt~[qpportunity '~rf:Erih,. . . . . "':::~;::![[:lJt~ ,./{ff::::~)::\:::::lj;L\:,. Promoting or Transfers from WIthin. .:Eo:',. ":':qtB04':::::::~:;:::~::::Y "\::::::::~::::" :;~&{tm:t:,:", '~".Jf;m~y"':HV The City encourages promotion from w'ft_r~lW.g empl6ylfmmks whenever possible. However, the Human Resources Department will deteI'1'Iiiq~,. if'i::::*'@;9.qncy wilF'6!tt111ed through an open recruitment or by promotion, transfer or sOII!~t.QJher methoUI}.his a~tW_~tion:':'.~;J?e made on a case-by-case basis. Promotional opportunities'.,;jAtg:~lif:td to ex(stm~ emgl~i~~~::ty~!.ll b#.$!n a competitive basis. ~M::r::t>:,. .'<:t1i@\, ..,~@t::,:::=:::~;:;I;jF:Y ....:::(%Sll:} Occasionally an employe<HSwj11 applytt.9 transfer\fQ)fif'vacant position. Transfers, like promotions are "::"::?;:::::.;:::-.~~ :::::~::::~ . . '.~:::;:::;:::~.. offered to regular employeeS"''Qltt.l coml1.%l)t!ve baSIS. '~J& .,.~~::::}f:trp:::.:.... ":::q::;::::h,;4~_F.f.:;:'" "~14 This does n9d:Bi.~ttidij::::J~tCitY:(frQ! re~riffimit}~,mfJt~r selection of applicants outside the City of FarmingtoJ:lWIi1; policy rft~!;~t.waiV'2Ijob reigfi~~qualifications for the position, nor is it a guarantee of transfer 16H~xisting emplo'Y~es., ThiNWJ,t.y has the' right to make all final hiring decisions based on qualifications~':~!ijitit.ies, experie~~~4.nd cff~th~~ds. Application FO~ \ '9 -'::::::::::::::::.. ,(.:.:::::::::::::: Applicants must compleie{:~~. .QfJy.JWApplication for Employment form and return it to the Human Resources Office (reasonabjM~::ifi.Pfumodation will be made). Applicants may be required to submit certificates from educational antI' training institutions, military discharge information, physical ability information, and reasonable proof of any statements made on the application. Other materials in lieu of a formal application may be accepted in certain recruitment situations as determined by the Human Resources Department. Supplemental questionnaires may be required in certain situations. All candidates must complete and submit the required application materials by the posted deadline, in order to be considered for the position. The deadline for application may be extended by the City. Unsolicited applications will be kept on file for a period of six (6) months. 66 118 Pre-Employment Medical Exams: The Human Resources department may determine that a pre-employment medical examination, which may include a psychological evaluation, is necessary to determine fitness to perform the essential functions of any City position. Where a medical examination is required~ an offer of employment is contingent upon successful completion ofthe medical exam. When a pre-employment medical exam is required~ it will be required of all candidates who are finalists and/or who are offered employment for a given job class. Informa~ion obtained from the medical exam will be treated as confidential medical records. diNk:::, _:;:::t"tt::-' When required~ the medical exam will be conducted by a ~i9.lphysician designated by the City with the cost of the exam paid by the City. (psychologicaVpsYQ,mJfriC':~,&~ will be conducted by a licensed psychologist or psychiatrist.) The physician will notify:&fi~lHuman R:'($.}:w-ces department that a candidate either is or isn't medically able to perform the.d'i!i6"ntial functioIi~::::tof the jo b~ with or without accommodations and whether the candidate passea:::lip:drug test~ if appligihl~. If the candidate requires . ":::;~*~%::" . . ..:t~:~:i:~::' accommodatIon to perform one or more of the ess:~ntJ.a1 functIQns of the ]9:b.-:;::.. the Human Resources department will confer with the physician and"'::~iihqidateAil$garding rea~6ha.ble and acceptable accommodations. ~ .'V ... If a candidate is rejected for employment g'~?:'H~J.~PRFesults afit:~~t.medical exam, he/she will be notified of this determination. <~t:t:::,:,. %iWWlWht,::.,. "::::\l:l:iiik:::.. m.~. '.:l::~:.~.:;:~..~:~:l....~.r.:r::~.:..:./~:r:~:~.""'" -"~" '~ ,w..dV."" .....h...........,...........x........<...4!w. ""\i,ltt9 ..:..... 67 119 Section 4.2 - Employment Selection and Background Checks. The City of Farmington selects the best qualified person for each available position from among applicants who have proper qualifications. Evaluation of qualifications is based solely on job-related criteria. In no case is selection based on race, color, sexual orientation, gender, marital status, political affiliation or any other factor not related to the duties and responsibilities of the position. Selection: The Human Resources Department manages the selection proc~~If9 assure compliance with state and federal laws as well as City of Farmington personnel practi.~$m11iis includes reviewing applications, approving training and experience rating forms, reviewing jatiJ!l'w: questions, written exercises and any other selection process prior to its being used. The HumarttR:rgoui~tDirector or designee will meet with the appropriate supervisor(s) and/or Department Dir~~t9.:r.(s5 to det~.~ the best selection process for :=:;:::~n of AppHcatlons: < A " The Human Resources Director, Superym9.t~}md/or D~;."iJfjkector may di;~llify any application which indicates on its face that the appli~i~R9%..~ot posse~:~:tfti:}llinimum qualifications required for the position. Additionally, applications will b~lY~qf11tliPt:~ at any':'tIir:::}f the applicant fails to appear at the place and time for an interview or examinat~~n oi"'ifltbJ~;~,:~pplicaHqplP.as been on file for longer than 6 months. ~ '.I.::.:.::.l:~:i.~:.;:~:"..A.:..::.r:.::::.::::.::::.t:i:.r...i.,.....::.;" False Information: :::ffC~::~: '~~~fj~i: . ~:. . .................. ~:~::::::: '.:{*t~::.. Any applicant w1W .styes false~::l.yd.lll~ntr.p.rtmisleadm:g:::ipformation on an application form, cheats on an =:~~~.n will not be considered for empmyment. The City condu8t~It~.ference cheiltprior lOflJn.aking a job offer for all regular employees. This may include inquiries irl.tqt~ll statemen~::ili~.ontainea on the application for employment or made during the I . tN;';-~;,. :::::tt.'. se ectlOn process. ';;;<1::\::::,. i51 .......... ma(!7.J Background Checks: "::::::::::::::::::it:::::::::::::::lliil" '.:::::::::::::::~~, The City conducts background checks at the fmalist stage or after a conditional job offer has been made for all positions. This may involve a computerized history check through the State of Minnesota or Dakota County to insure there are no relevant felony, gross misdemeanor, or misdemeanor convictions, a warrant check to insure there are no warrants for arrest, and a driver's license check to insure that the applicant has a valid driver's license and the status of their driving record (if applicable). Except where already defmed by state law, the Human Resources Department will determine the level of background check to be conducted based on the position being filled. If something in the applicant's background 68 120 makes them ineligible for employment, the City will withdraw the job offer at that time. Background checks are typically conducted by the Police Department per City Ordinance. Selection Decision: The City shall make hiring decisions based on qualifications, job knowledge, abilities, experience, and City needs. Offers of conditional employment shall be made by the Human Resources Department, with the terms of employment made in writing to the candidate including rate of compensation, effective date of hire, job title, probationary requirement, notice of drug and alcohol testing, etc. The Human Resources Director shall make an administrative recommendation that wilJ::J?~!;:forwarded to the City Council for ratification of the appointment. ..rAff);:::" Veteran's Preference:"" ^ The City complies with veteran's preference requh;~jll: in its sele~if';procedures in accordance with State and Federal Statutes. To evaluate the mer;w'liiPcf qualifications of':=t~il::y,pplicants, criteria will be established for each such position. The criteria est~ly'~~ed must,,:pe capable'l'ili?geing reduced to a 100- point rat~~ system. . A 100-point system.~ust be applli$tf~~ a/.~MIJjtions o~ citY4n?Rloyment except. for those POSitIOns specifically exempted frgi9:JH:: Veteranst'll;;tlfJpce Act, Mmn. Statn~ 43A.11, by Mmn. Stat. ~ 197 .46.:tt:::ttW.\m "Wtt< .t{i~&::~&lf4h:::.:.., "::::{:::~!i:ili[t::::.. In accordance with Minn. Stat. ~ 43A.11 artqlM:itiif~t~~~:.:~ 197.45:~~t~. credit offive points will be added to a veteran's rating at the el;g'N~I;':-ji~1~he vetet~m:!? long:::lij8r.::::~ity'p~l,ffif:on being sought is not exempted from veterans' preference.,Jm:!l'ix~;';liliSt;;lJ. ~ 197 Afit TQ,~it~wltptIQfJhe credit is conditional on the veteran . . . ..:::;:::":::::::.:::~::~.:Y' ::-:":::~:;::::6:~:::~. :':::~:'~;~:" _..;;::::;:;::i:x::;;.:~~_. "'>:::::::::::;:;:;:;::::--.- . . . . obtammg a passmg ratmg::[~l!~er the c~~~"pa and l\~jt~l:(tit systejj:f~Jabhshed for the positIon WIthout the addition of the credit poinf~~~ij:!1:;::t:::: JJI~M:::.:..\~lri~L In accordance witK:Mm*,$tat. ..~tij"~AJ!I:'ifim:Mmn. st1ijJ~..197.455, a credit often points will be added to .l/.......:"..:x-;:::::::....~:::y;-<<.f}.M}~-:........ ':J ..:.;./.....=t.;t..:->>~.. ,..:~:.:.z.:-:::.:~;:;:.... ~-:-:.:~~~ ~ disabled2f*'Jt.Ht'siari1f~,,:&~ ele~~~Bg,ofthe':'di~'p~t~rVeteran so long as the City P?sition being so~~t IS n~t exefilR~d from veterUL, pref~tPfe by MIrth. Stat. ~ 197.46. The receIpt of the credit IS conditional oI:Jh~..veteran obtafi1.mg a pMSms rating under the criteria and 100-point system established for the position'wif,~Rut the addit16tt;g.fthe cf~ail points. . "::\:[[!:::iillk. .t_ ',::,::::" Personal Action Formlb %11. ...:tt1mh ..AllMi? An approved employmendfet~J9a;l~}submitted to the Human Resources Director on a Personnel Action Form (pAF), signed by the appr~priate Department Director. The PAF provides the Human Resources Director with authority to enroll the new employee in benefit programs and issue pay checks. Contacting Unsuccessful applicants: The City will attempt to notify every applicant of the employment decision. This will be done through the Human Resources Office. 69 121 Section 4.3 - New Employee Orientation New employees are provided orientation and training covering job duties, pay, benefIts, safety, personnel policies, and department work procedures. Orientation is essential for assuring that new employees fully understand what is required of them and what they can expect as a City employee. Orientation: On the first day of employment, new employees will meet with Human Resources to: .. Ai'''> 1. FIll out all new hire forms A.f}:iltf" 2 L bo d 11' be fi :$.:......,..:::-... . earn a ut an enro m ne it programs ..,@@u;rw:::):.. 3. Review administrative policies . :{i~'::" "\tiilib. 4. Be provided with other information pertin~g~f$employm~n~dYi~h the City. ..:::/%3" "::Wlb:::. The immediate supervisor will be responsible f6~::::W~oducing all new ri~~Bxees to their department. Th. . I d . "::;:~::;:~}.::" ":::Wf..:: IS mc u es. "::;::::i:}'::', 4;=>" "w..;:::-&<.. ":1:fiif;:ib,:.. ./d@W "+{@t.}~::.. 1 Tour of department and introdfietions ..:::::tfii.J%B1P' .,~tw . '~-:,','-:.::x;;.-.::::::-:.:-. '..;;.f~:".:--::?' 2. Discussing job duties, expectlt!.gp:~::;Mq:..work rulesWr4... i: ~2~i.ii;.s~.~ 7. Discussing pt&cidures for te.iuesting trlfi(tt6~::" .'''tiNY 8. .:-:::t:fP" 70 122 ....:?=t~sfW.:f<<::;:::.:. \\ ~A~lfl3&r4ltift,h \ :imttF' "'<<::-lli . ...."'" ::: "~{fJ.J@:,,<- dill.}:*' "~i.t.9'" ""i..,:. '''Wit "W.f..:?:... ~ ..'t4fW~'b ." 'if~4.h" lMl> "'{*'. I) ,~.W" ":::.A{~f.' "'.7 "::$" :1)) ,f.~{::%- ../":/ A~t.fll' tl4ZW>>. '{tit, .&. ill"V ""i."":::---:i..", ~:: ..~+W.' ,,:fA, . . '<lA:, "f.VM# "~~;mh" "'~"'"".v "'lli.::::%.:: '::;-;""""--.. '-$::::i.m", .. "~:'W<-%" '.ftr.f4r?:~ .w" ."- 71 123 Section 4.4 - Probationary Period The probationary period is regarded as an integral part of the hiring process and is used for evaluating an employee's work performance, allowing the employee to adjust to a new position, and for dismissing any employee who is not capable of meeting minimum performance standards. Employees remain "at will" both during and following the probationary period. The City requires all regular employees to serve a probationary period of employment whether it is for a new position, a promotion, a transfer, or a demotion. During this time, employees have the opportunity to show their ability to meet the standards of work performance wb.U~, they get to know the job and co- :::~fProbatiOn: #( 4fl:::::::: "x;Y\~;@f.h All newly hired or promoted regular, full-time empJ2.fg~::'"will serve a~~~2. month probationary period, with the exception ofpoli~e officers who shall se~l}l! one (1). year prob~fi(E period. All newly hired or promoted regular part-tIme employees shall servet'm~~batI,_ perIod eq~~:riZ. one thousand, forty (1040) hours. ":::::::::{-":-. .<<i%@j&JPyg..,:::::::,..{;:. ....@:::: ':l:.~*:::>&. x ....""., ./fi?},:.:. . "'::.4$M::::lHJ W{{:f-:...y.... ::::::::-::=;x.....w-..-/ -:.-.... Probation for an individual employee nf~t;!'K~~ended up(l"ow. additional six (6) months by the City Administrator upon recommendation by tIf4J,:i~'ilm~.!lt Direct\{~[~d the Human Resources Director. In addition, probationary periods may be ext!l~d "1)y:\::~~p.ces :&aWt:).York such as an unpaid leave of absence:..:;::;:tt.:i.t:.;:".. \:%a ....:ib, ..::t:ff::::. . ,l:ii:t%};:.:::::::k~::::::.. "'iJ\>>0..0:Wff::::~:::W;:>h' ":{:::@ /.'::?":::::.=:::.-.x::::--:.:.::::::...:--....:r.<<=: ::---:X.-:..:::1'~..:-:..-:".:.:.:-.....;.-<<..x. '.:...~. .4#.Jri.f'....,.....::+f%~. "@f:::.::::i::::rlt.v'.'q::tt@:::.:. . . ,,::iWJfP "-0'&.& \K\.:::iwtt,..::::tin::~:;;: CompletIOn ofProbatlott;.w", \t.A :?ti:lf:iWW:? ..,,;;:tV "=Wt::~:t\ .I;l"iq!@w[.. Employee perfommf1e.~ is eYitH~Jtq::::iii9.Pm19ut th&:1p.!pbationary period. Informal discussions and a formal perfo1lP4hc.a.H~yiil\mtion jfre:::~~lj~aii1&&tat.fejnfof~~:good performance and discuss areas that need improvem~('!l}:::""'.'.".'."":'::<4.!;:jj:_jij:::;t::::....:::q4ft:~:tlh. ,:,;t:::::::::::!~ ~4: Prior to comp1~~i9P of the pr06i1t9l1ary "~f9...~' the supervisor and/or Department Director must review the performancc:N9:fli:-!he probatid~ empf4yce and notify the Human Resources Director of their recommen~tion tcF'{&ip- or. dismf~!i:i:F emplo!ee. T~e employee will automatically become a regular employee if no recomift~u4.atlOn to ~lm:;pontrary IS submitted. ;::::\i;mrb:::4i)!:::::::W A performance evaluation i;;:~2!1g:~16n completion of an employee's probationary period and a Personnel Action Form submitted to Huili1UfResources, cOnIrrming the successful completion of the probationary period and change in status which is retained in the employee's personnel file. Termination during Probation: If it becomes apparent that an employee is not capable of meeting minimum performance standards, employment may be terminated prior to the end of the probationary period at the discretion ofthe City. If an employee is unable to meet the minimum performance standards, the supervisors should consult the Human Resources Director as soon as possible regarding termination procedures. 72 124 ~1 ~.::=f.* .....x::::~ r. Will ..~ 4fit? h:~~dW dM~/ 4211'%..:.. 4Mi'" '<::~~Mtf::,. 1'%7 " ,z::ttllif' ..;tm'h. ;i,~,:'~<. . "'-:'$.;&;;'. .. ""14th,. <'~:ffz:, ....:W& '~$1 "Y4f.'i?i*-::::::.: '" 4h::;';:;:::='"i.::bW& i::=':?::":f.:%::::::::.:-:.:-<<::?tf::e.-0.:.::-. AQ.@t9' ~+fur#9. 6#:1$f" "<:%.:f6 @:tt .{'@~ 't%t?: tw;;... " " ~~. %ill ;" If) ~$J.kL f.II "i~~,..4i;~V ~;..;t.w,,:' Vir 73 125 Section 4.5 - Discipline The City of Farmington requires standards of conduct and behaviors which best ensure quality, cost effective, and responsive local government services. Whenever the work habits, productivity, or personal conduct of an employee falls below a desirable standard, the supervisor should speak to the employee at the time the offending behavior is observed and communicate the types of actions necessary to correct any deficiencies. The objective of this policy is to establish a standard disciplinary prpcess for all employees of the City of Farmington. City employees will be subject to disciplinary act!glior failure to fulfill their duties and responsibilities at the level required, including observance ..Q:t:fit"8fk rules, standards of conduct and applicable City policies. ..::4'lmWk Human Resou..... Director: i 1f' " The Human Resources Director should be used a:~;;~~:fesource and should":'6ij:1'H~tacted by the supervisor and/or Department Director prior to implementing ahWdiscipline. h..,:::qmh.:. 'J;~........,..... ':::;:i: '.'m,.,',w. Equal Opportunity Employment: DisciP!m~~:Jf.lay not ;:~t_~I~ation b~:::t~ race, color, creed, religion, national origin, sex, marital st(tU'SWls.eff.lU11 orientat~n... or identity, disability, age, status with Prergoarcedsts~ public as,manee or =~, 'V, . ##f;f.f%1:f.f:$:=:-::: '~':;:::::~$. ..--;wm:~t~~:::.... ..::t::;;.:l; Disciplinary action for vC;?:::i,r1trs of c]~~~"I:f';:::;lf~ge~:es or practices, or unsatisfactory jo b performance, may resut~"x.erbal rjRtimand, wfijt.~p. reprimand, paid or unpaid suspension, demotion, or immediate teI'S!mi!:l!:?n of ti(i2Y.S~i~~;i1f.8i:~~ disdiij~ffiary measures do not constitute an exclusive list of Possible:::~itlj'ljnq,i,I~}_i;ay::~tll~~~n'ifi1fg,~~:~i~:;ltI:!;::: Examples 6{;i~m.duct warrantftf~4jsciptiji~~:jncludes, but is not limited to, the following: .<'tJ:H::t::::.. "':q]::::I::~~::.. ~1{~~b\ 1. Incompetenc~t:::::mtfficiency, d~~oss rlg~:!~ct in the performance of duties including sleeping or inattention on th$;j}.b. and chroni9.ii.bsenteeism including failure to comply with work rules. 2. Dishonesty in the ''ii{q,rmance;9Iduties including falsifying personnel records, timesheets or other City records. ":::(::::::::i:::~:.. ..::/gg# 3. Carelessness and/or negn~~n~:ii,prthe handling or control of municipal property or property entrusted to the employee of the city>t:iP:.. 4. Theft or intentional destruction of City property or another employee's property. 5. Making threats or violence against a co-worker (including the provoking of or instigating a fight during working time or on the City premises). 6. Possession of firearms or other weapons in a City vehicle or while on the employer's premises, except for sworn police officers or other City employees acting within the scope oftheir employment. 7. Sexual harassment or other offensive behavior. 8. Soliciting political contributions from municipal employees, and engaging in political activities on or with City property and/or on City time. 74 126 9. Conviction ofa criminal offense. 10. Immoral or indecent conduct while on duty. 11. Actions, conduct or behaviors in personal life which negatively impact the employee's ability to perform the essential functions of his /her job responsibility, i.e. loss of vehicle license which prevents the employee from performing essential duty functions. 12. Reporting for work and/or working while under the influence of a1coho~ drugs, or other controlled substance; and/or any violations of the Drug & Alcohol Testing Policy. 13. The use of offensive conduct or language toward the public, municipal officers, or employees. 14. Inducing or attempting to induce a person, officer or employee of the City to commit an unlawful act or to act in violation of any lawful and reasonable official re~Jp..}l or order. 15. Failure to report to work, refusal to work as assigned an4:::s'Ped, or other insubordination, unless such instructions are injurious to the employee's safety 0.:!:di~lt4. ..;.:.;.;.;.:.;.;.:>>:'"....:....:.;.;.:=:::.. 16. Acceptance of a gift under circumstances from whichdt:::~huldJlll~ljnferred that the giver expected or hoped for preferred or favorable treatment in the c<n:@J!cf:'of City:bq~mess. 17. Unapproved use of paid work time, facilities, e9..H:1i~nt, and/or ciiiItfpicles in outside employment or for personal benefit or gain. (1mtO:::" ..::tMlb:::: 18. Other incidents which violate any work rules, ;~~d of con~p..ct, City p~~~~tpr loca~ state or federal law. 4~~@h.. ..::<::::;::;;!;:ilith::~t::::8r'~:::~}:::l'I::::::::i~: The following are descriptions of th~{I~iit9f discipli~:I':::lction which the City may take in any order: ..'yiift:~:::::{.f{$*:::::~:::::::)t::.,. .:q~t:lr~:::~):::~.. VerbalWaming: .~ ,~~"' This measure will be ~s.l~ere intd.l ~iscu~~!~m:::}V1th the..'att.jIoyee's supervisor hav~ not resolved the matter. All supervlsors\ljj.:y'~ the awtUonty to mrn2:se verbal warnmgs. A verbal wammg should be d d. h "R .4#.:':::t" V l1>:"l'~u . IT':':':':':" ocumente usmg t e ecorct:O-:l:i::.. er.lia (Warnmg" rOm. Written~ ~, A written r~PtYn~nd is more'::::~iri.Qus an~t:!pay follow a verbal reprimand when the problem is not corrected or th~;::'ft'AAvior has not::::lpsisteili1if;:jmproved in a reasonable period of time. Supervisors, in consultation with thij:::~~partment Iiator, have the authority to impose written reprimands. su.pe~'ion: ...'V .. . . . The City Admmlstrator, or the\m~partment DIrector WIth the concurrence of the City Admmlstrator and Human Resource Director, may suspend an employee with or without pay. Suspension without pay may be followed with immediate dismissal as deemed appropriate by the City Council, except in the case of veterans. Qualified veterans will not be suspended without pay in conjunction with termination. Termination: The City Administrator, upon review of past disciplinary action taken, if any, and in consultation with the Department Director and the Human Resources Director, may recommend termination of an employee subject to ratification by the City Council. 75 127 If the disciplinary action involves the removal of a qualified veteran, the appropriate hearing notice will be provided and all rights will be afforded the veteran in accordance with Minnesota Law. Other Disciplinary Action: The City Administrator, or the Department Director with the concurrence of the City Administrator and the Human Resources Director, may use some other form of discipline action such as involuntary demotion, forced transfer to a comparable position, or withholding a salary increase in lieu of a suspension or termination. . . . . . .~::$Wrjl~ DISCiplinary ActIOn NotiCes: .1t.ig/l" tl,Jtr /WiMH&'A.. Disciplinary action notices should be written and include tltWt9lloWlijg; ,Afj}::.":::""~" ,,:::+::,~,. 1. A written memo explaining: .7.<::::" "<:':;:;:::;::'::" tfIlV ..:~~t~ii~~f&:t".. · The nature of the violation. ,:.. ":::::::" "::'{1[&)... . The summary of all the previous steps of discipllil~Klf alJ.y.~M::> "::q;fdt ... ..........% 4.'w""V ~. · The effective date ofthe action. ;if:ili:ii::::;:bh ":~:Yf.t'tF/ ..~W' . The consequences of a repeat viofu.~1(~f:8R!ltinuing M(ooropriate behavior. .........;.'. .,o:......;....-..:-x. -.;.:';"((.' · In cases of termination, procedures fQr.M~tiiUU.4:tiQn. ':::;:Ml:::::.. 2. ~e. employee sh~Uld~tocoP~~~ ~~ ti;'ey have. received the ongmal copy. . ThIS (g~ff:~'~ot me.l!!1lhat the.:':~'11eld~~9:~.agre~~:::~Wf:th the dIscIplznary actlOn, only that they have receIved thtHnotlce.\t~n.':1..tf&+.. "':::::::::< . ":;;:::::::::::::;'. :::::M~.. . ";!:~:~:::--;.::" . . 3. The employee's wrltten..t~~p'pnse t<tme dlSClplIIiatY::.~CtIon (ifany). 4. Forward the...,~!an~~tphoto'2B'.9lt.:PM:~~;;:g!~JP'~inarY~~1~on notice to Human Resources to be placed in 5. ~~~~~Ion. complete a Personnel Action Fonn Demotions and tf~J~rs are requif,~~;t.to comitlete a probationary period. For additional information on probationary periods~r~e the ProbaH6.1i~ry Policy. V&J:;:::~::t:.i;~:;:* Veterans' Preference Act:f!J5feptmiJif Notwithstanding the possible disciplinary actions listed in this '.,.....,. .K-.......... handbook, no City employee:::W89fl~fa veteran as defmed by Minn. Stat. ~ 197.447 may be removed from City employment, except in accBi&.nce with and as provided by Minn. Stat. ~ 197.46. Grievances: The employee has the right to file a grievance in accordance with a Collective Bargaining Agreement. 76 128 Responsibility for Documentation: Documenting the disciplinary process is the supervisor's responsibility. Files should be accurate and up- to-date. The Human Resources Director shall oversee the administration of the disciplinary process and shall be consulted to ensure compliance with the disciplinary process. ...:{~':~:~:::: JaW>> 'iI.tip'WFW... .... "#?1iJ. ....:::::.::::::-f.:r& --I#A;....% A1f~:;t::::.. .'{jPP" 'tKit:: "," ~@,f7' ~if.f.~~ A!:"f*:~;. .-:.. ..:::t.::::.:::jt AirMW? ':\~k rII'~:"{fi\h~. ':::-{-:;::::~::-..,.; ..::::~~. '~~~Wh.. ,db.. ., 4fitt\ ":4Ih.: <-:1Ir? ~ '. 'ffl;4Nif~ <49 '*fII:J "i%Wt' '~\~flk*::... ":~~\\f:h. dJfTx'" ,~ "'=%W~I~bfuh. ',=rt_J.~h. 't~4' " ,4@~J,*t.'P.hffi ..:j' ~x, "'ffA. 'J.i~'jW "':~q*, "qa,,< II '~ifffi.b.. ..,....",,'" tI!i%::::t 'Wf:'" '%~r.~:,4h,,-:::>/... w~:~::: ~..'J'....' .-:::::::~-:;:::-~.. a..:: :&:;;~.::::;.:~... ';';~:::::X::" ..::::1IJff.ik,. '~{"L%tt.*f'.::,\::". .::tt) all' ~"~~t~~ff.&lh' fI> <~:t#illm~k >;} "'6 "'4. \W!h~., ..:,:~,. . <>/~ .~~~{x::?::;._ 'h "h. ..:q, q@fb~ 11t. .~., ..~~..~ .. +i.a 'ftt '#(#7 q.AP' ".ill} :f:;f::r' 77 129 Section 4.6 -Nepotism The purpose of this policy is to set forth the definition and conditions of the employment of relatives of City employees. It is intended that this policy shall protect both the employees and the City from unfounded accusations of favoritism. Policy An applicant related to any elected or appointed official or elpployee will not be considered for employment or volunteer work in a department or work sitU%~~p.;twhere the relative would also be employed if it would result in a conflict of interest. The wor.9tI(.ifiited" or "relative" for the purpose of !his policy will ~ean: p.arent; step-parent, child, step-chil~IJP.~~~~lstep-siblings, mother-in-law, father- m-law, brother-m-law, slster-m-law, grandparents or grand~p'P.a.::qtt}., ,{:$':, ....:::. .'::::.-fifu". .(:}iMt 4f~, Conflict of interest means: ~:.:d~f@.iP <';.~:::: :~~~t~[Jtl~ ~*l~~I~lb;~. 1) Where one employee will supervise, evil~!trJ. or p~jsjpate in dif~~p!iPary action affecting a relative. ..... . "::qii&:~~}, ..(fl)@::'):::{j1:~;b\ 2) Where one employee will be;;rl$pg.psible for au&.iitm/the work of anotheFrelative. . 3) Where confidentiality of the C!l::{f~l9: be compH{l'fled. 4) Where circumstances exist whlcb.hy6ula;O:plglce a relitt!~~,in a situation of actual or foreseeable ,.:.;.:.:.:.:.;. v.;.;....:.:.:.:.:.:.... :::-:::::::-;'.::::'~' conflict between the City's interests:::and th(jfr~lative's iriferest. 5) Where the emplcPf!!'.'.:;i~nmt..9.f a relati~i::~P..:.J a. p~li~~Jl~Y~J e~~ii~~,e of an organization with whom p~t::;}::::.../...:*"......:::-:....,.. ...........;;.~ ......~~::-:...::::........ :-:....... .;;?~:..~. the City deals woWiP''''1V'eKthe a earance of/'>:.:.:.:.:.ifo~:.;~::..)Jnflueiice or favor. :{::::::::Mt. g ...:::::::::t::h pp ":::rtfMf' pef~:~W::ili:::} Promotions or transfers ofj:i!~{~!~tive ~Ich would:~F:I~vlt in a conflict of interest will not be acted upon '1 h nfl" . fi "t':':':':':':" 1 ;':'";'.1''' ..~,:.:.% untl t e co lct lS.s.atls actOrl :y~teso Y~~~m~;;;::':~'" . '\/lA &'iiJi:::ttj]::::::::lnt::::,.:.. ":::;j{i:::MIf:W:~x<::tf.f.lk:>:..':"flk This policy:;:sHilf'hoiapJnyftb:::JP.ari1JlI~Sffitus, as'"ijf6t~ed'tinder the Minnesota Human Rights Act, except where the C'(getermines ih1tti!P.1?lic;f~:ft9rthe p~ii~::~onstitutes a bona fide occupational qualification. ":;(W{t~!:i;;:%~", ':q@lt'lilii1: "~(f:ttl:ib 'J . '.::frffY.. 78 130 ~'IJllii:#.i~')-!i.h~. 41.& ~/. >::::::,~.,,~., ::m *7 "'>'>/:$'::",,<<,, stapl '>.>i_~ rd.~ ''ffh :';Vlb);.h==t$JJ.h, ~qy1t.;;::, "lITh ~:q;\h, \#& +:~4h '1&8 :,..~., . q~~" .. . ~(;f1i.h'$jf.W ";<fu~ J@&~,; <':::::W.J.:::::-..-:- i..:.,z/-::;.xo;. ":::;::$:~::r~Mw.rp' '''~1$f.~*q- ..-::;:w:?::=' /4J:tx. ..tAh? .(.m$"-::~W ~#f&/ $/$1/;( J.f:Mf,t;::::;:::.. &~F{f~q~/. .~. <r4illh:,. k~@l .'. ..:::tttillth ifp.p_.W.8} "':_h 4,"P ":::::0 .4'kfL/ '\$t:b U "'%J{.$.:.". ">;&1$::::;::;:. ~:~.-t 79 131 Section 4.7- Credit Card Use The purpose of this policy is to establish the procedure for the purchasing goods and services using a credit card issued in the City's name. The contents of this policy are consistent with the authority and restrictions specified in state law (M.S. 471.382). Guidelines The City credit card is intended for purchases needed for City oper~ions. Efficiencies gained through the use of credit cards are: ..&Hh .~' .(......... .......;;..~ · Less time required at the point of.sale with ~S._M'f'};~ · Purchases may be made over the mtemet;.les.p.lbng M(1,9;!yer costs. · Reservations can be made and held witb::[wvel and hospltiUty vendors. · The total number of checks writtentd. " The Finance Director will determine which personri'eUwill be assigned credif:{afds. Credit cards will be ~ssued o~ly when it is clear that th~y wilLrtea~e effici~H~I'::::~l('iiormal purchil'~~process. Each card Issued wIll bear the name of the City o~ll1BWgton and tH~::::m'lVIdual cardholder. The employee whose name is on the card is responsible to enstif,::~rS~ff:$M~e and ace~MBt~g for the credit card. -::~~~~lb.. "'::::::rt~Jm~:::~:;:.. .-::::tr~l::~:.. The City credit card (not a p~~.sp'nal card)~ijg:gldb8(~~qf-.for ~~;::~4Y business requiring the use of a credit card. ..:di.tll~~i:;Jij_$~i:.~%i~;~~::, .i:&J.ilr!~$.tt*". ..:::::{~::!) ............. .........::: W;:::::::.. ..::=--::::...... ~;::::..:::;o:, . . . .t':{{{f' .. "::::fh~: "::{:::;~::}~:~::}{V . ~=%.'.tp It IS the responsIbIlity oftll~)pdlvIduat;inrdholder'tgfdr{: ':.." 1. ~ ~ard~t their ~xpre". knowledge ~r "PP'?vaL 2dlE,$t1t~K~l.mti!he caia:H~Jlsed ortlY,tf.9f.:::}egtfp.nate CIty busmess expenditures m accordance f:;::::::i~rt!*itf ~h~ Clfr:~\Is.,~r'~:::J~"~:g~~i~S't~gf~\~I'Charges incurred as a part of travel costs can be "::::%;;J8g u e an .a ~~&X~ ~~!Th:::.? ~ y.. .. 3..B:b)qre that CIty p~4asmg.fgy!delmes with respect to quotatIons and bIds are followed. .................. ............... .......x%-.. 4. Ma'iUw..!n all suppdf:tfug docilihahtation associated with credit card purchases (receipts, conf~*-t!pns, purclil~}orders etc.) with expenditures properly coded and approved by the departrrigj$hPeliver ~ye.h documentation to the Finance Department - Accounts Payable as soon as fe:~tijl~,- ~Y!~ip'g~::later than the 15th of the month. Documentation must be available to match to theti't.f4.,iKbard statement for the appropriate month. 5. Contact the Fifilifice Department (or the Credit card company during off hours) immediately, if the card is lost or stolen. 6. Any personal charges on the card either made inadvertently or as part of travel expenses must be reimbursed to the City at the time the documentation is submitted to the Finance Department. Credit limits will be established by the Finance Director for each cardholder on an individual basis and will be programmed into the card. Cash withdrawals WILL NOT be allowed with the cards. The 80 132 employee shall be personally and financially responsible for any improper or unauthorized use of the credit card, as specified in Minnesota Statutes 471.382. Administration The Finance department will administer the issuance of cards and compliance with the above policies and procedures. Policy violations will result in the cancellation of an individual card. Intentional or negligent misuse of a City credit card will be subject to disciplinary action, up to and including dismissal and/or garnishment of wages if necessary to recover City funds. Cards m~st be returned to the City at time of separation. ",Nth ....:0;0;'::;:::....-. ..:f~Jili...;.~~~f. ../lJ' .dWtW: 4##01$h ..::-;;m~;::~::;" :::-if:~.:::tY.:.. ':{',-'8(:k,. '" " "~i). h. "V.'i;' ",{@. .4%:':" ",'::'"j[' . %~h:.. /4#Ipi1$Jt&?i S,<::.. ...::;;:$ft;JW}:-x'%9 ,~~, " Afit.miWi::r.;8Wk. ":~tI .4f:iM::::x4kP:fu "::.i eft. '~~4'~ "'f.dl[~~~'V '::4;01;;)- ":if~r:k.'fk." ':,~,':::f:p.:7.:~.: ',,,,.x "Will:" . :.V,1 <::~~~r,;.~.;~.~;:..,. ':t.f~'i:', ....W'i:::..... "...... ...ql?~4.ftf.fAf.b" v~. .:...:~tJWt.:~ ~/~:::~lfjlJJ%:x ~iijjj~~ ..::t11t::::. "':iiW.1Jt:>> . ':\lW!t:::~.. '<:::'tY "::<Ib.. ..({:@t dd:ifilW.h:i'.... /.<iWWjW:::~:~th1Wff);.: ftlli?? ' """'<;qm~ik:.. ::%l:f& Z1{r~. ""''- ";%{f.:x:, ',.;:. ;f::~f.':::-", :\@J,ff.~&k, "J'~; -\., 1M "Glh, . '<:0,#'h::._;'~ '~~w;~~F ",t,ffffj/ -".,"<<>' 81 133 Section 5 - Attendance and Leaves of Absence Section 5.1 - Working Hours, Attendance and Break Periods The City of Farmington establishes working hours as required for the efficient management of personnel services. Typical office hours are 8:00 a.In. to 4:30 p.m., Monday through Friday. For employees in the Public Works area typical work hours are 7:00 a.m. to 3:30 p.m., Monday through Friday. Work hours may vary and include evenings and weekends depending on the position, season and department. /.~" Lunch breaks must be scheduled in such a manner as to ens,y((lfbntinuity of service and should be scheduled so that a department is not left unattended dHtllrnormal business hours. Prompt and convenient customer service shall be the main consideration:::iiif61J4nnes. '@i'- qtti':'" ":==Vff,fh.. The regular work week ~ons!st~ of forty (40) hours,.,.pA.: Y2 ho~ eadmj~K,.of non-compensable time for lunch. Each employee's Job IS nnportant and regu..ttendance IS mandatqrY~:.,Employees are expected to work the normal hours and minimum number of Bl~I~::'per week as establisli':::!?r their position by their respective department heads. . .::i.::ih. .'t:::::::::llllilih:..,4i:::::;if'!i:> "::<mtftp Service to the public may require the estj~JmmPent ofworkJJ.~9.P.~aules other than the'hormaI8:00 a.In. to 4:30 p.m. work day or the normal MondiiY'alffd-ygg. Friday .JStktweek. Whenever practical, the City will give seven (7) days' notice to employees"'\I,~nWJi.tm!!ge in sffiiJ.t~~:., to occur. In the event that work is required because of unusual or emergency ctt&umstaiiE~i:nq.advari8~;hQtice need be given. LunehandR..tBrea~ ~ ~ The City of Farmington pr~:~iu.~s...two si~ate rest gfi.~s during each work day, plus a Y2 hour per day of non-compensa~.1\j'k4iw.};t:::for. luH~B?7.b~J~tt\!~IIQfk...,. da. y"=::~t~:eeds eight (8) hours, rest breaks are usually .}1-:':::.:.:.;:.,;,:.:.:.:.:.:.:.....:.:.:;;.:." ':;::7-":,:,:,:,;,;;:/7' ::t.:t.:;t!""': . '?$.:*-, scheduled a!:::m!i==tAttHjKq!t~::J?reakTqI::~ch four:(Wl:8.g.~~f"orked over the normal work day. Regular part- time emplQ~~~g::'Rre provid!at\\"n.~ oritift!~. break fdrfflh four (4) hours of work time per day. Rest breaks are limited t(t::~;?i~::~utes eacW',~re t&l~taken at the job si~e when circu~ances permit. Department heads are respOIt~~~t;: for adoPtm~r. dep~'.intal rules speCIfically addressmg such breaks ..~<<::::.:"-:".;:;.. ~$.:"(::::.;.: -.=$. There are operatio~il~f~.9pirements'lahin the City that do not afford an employee time away from their respective work areas (t~~::&iquor ~f9ies and Arena). Consequently, staff is typically required to perform their job duties during the;~~Br~';:::2i'i-est break as circumstances warrant. Therefore, these lunch breaks shall be compensated as part O;iylligular eight (8) hour shift. '....~rf~::.. Procedure Employees are required to notify their supervisor as determined by department policy, or no less than thirty (30) minutes from their normal starting time, if they are unable to come to work or if they will be late for work. Failure to use established reporting process will be grounds for disciplinary action. Employees who are absent for 3 days or more and who do not report the absence in accordance with the terms of this policy will be considered to have voluntarily resigned not in good standing. 82 134 In genera~ the length of the workday cannot be shortened by eliminating rest breaks or lunch periods. In special circumstances, Department Directors have the authority to authorize this on an occasional basis as long as regular department operations remain unaffected. Limited Flex Time Department Directors are authorized, but not required, to approve flex-time scheduling for employees under the following conditions: 1) Office Hours must be maintained for the general pu~Ji.$.Jpetween the hours of 8:00 a.m. and 4:30 p.m. ..::::tIilit'::" 2) There is no significant effect on the efficiency o(Jbiillp~ment. 3) Departments continue to provide high quali~.c.HkF~Ii,ce ~o citizens. 4) The regular work schedule for office em~9i;ff does not~~ffl~ before 7:00 a.m. nor extend NursingM:~6:00P.m <..~ " To ease the transition of mothers ~du.ming to wO'fWhfdll8.wfug the birth::::ali~: a child, lactation .. . ':':::;>'::::wJ.t-&, "l:J.f;.::::::::::Y ... accommodation Will be prOVIded for nurs'I~>>~'~:~s, ";<1(:1~h" B:%- -:::::::::::::::::::~:::'.' ":::::::::;::::::'. Accommodations Provided. For up to a ;iIl:f~'rlg_~:t,he b~~:::t~f:Jl child, nursing employees will be provided break time to exPt~~tmil.k during"::!~:.. work_%kb~ erri~ls.=y~e will be allowed a reasonable break time whenever she. ~~mtWlFrl~~A to expr~&.In1.'..1k;:;:ft.':.:r,:..::;61iitt~ut th~i:ltay. Employees must bring their /.,,;<-:;.:'...,'.;:::' '''1n', ......,..,...~W.J.f' ....~..i:".{tt own container, but may st~r~:::their nU~:fip a refriger~tQijtdcated"ilii::qjty Facilities. "{<ii:t%t:: \w*- vi;jIr.1 Pay Issues. Break.~:,.!?" expr~ss:.!.!t~1!Ii2lt~.:paid. '~iR:loyees may use normal bre~ and lunc~ periods to accommo<h}t..W:t~"mw.~)pg nel[~dI9wevef.tit~tbe br~ needed exceed standard dally break tune, then the emPlo~lrf~s~?~~(,,~:iilIrtf,;;:::t::':::.. "'::qtljt.f~:::i~>:\@) Speak with Y6'1~pervisor w:'Imq;tl~m~::tf::~m m~temity leave. Your supe~isor will work with yo~ to accommodate yoti!.fl'pfeak scheduI<<;!~::peedeQ:d$~owmg that your breaks may differ on a day to day baSIS. 'J ~ 83 135 Section 5.2 - Exempt Employees Paid Leave and Flexible Scheduling The City of Farmington has classified each position as either exempt or non-exempt in accordance with State and Federal employment law. An exempt employee is exempt from overtime and paid for the position responsibilities not for hours worked. The following paragraphs outline the policy and procedure for using accrued leave if you are an exempt non-bargaining employee. Exempt employees within a collective bargaining unit should refer to the appropriate contract language within the collective bargaining agreement. Because exempt employees are paid for the duties they perfo~::::~i~)have more flexibility in their work schedules which affects how paid leave is used. This infOl'l!ml!9p::::is in addition to the procedures that may be outlined in the Vacation and Sick Leave policies.;:(J@lfm%" M' 4~~;iW~f' "~Vft@.b" 1) An exempt employee must inform his/her sUP.7:89rY of ~y aa~~~.e. . 2) An exempt employee does not have to use ~!:2g.rY?a leave m the ca(~9J partIal day absences. 3) An exempt employee must use accrued le'%!I:;::If they will be out '>g~i'r.. office for a full day for personal reasons (sick, vacation, PTO). ':~itW:~::, ,.... ,.:~:t@h #A V , '~I"f:lrl.::.\.~;.:x.:.,::-,... <~;1.f.m;... . . ';:;:::;::::~" .....::;::::;:-.::*=:"-:.. ...-::~*~t:~:.. Section 5.3 - Bone Marrow Donatio1't::Leil'ft.j!/::...". ":\?/':::::" ..:.......... ..;."..:.....:.;.:.. "':':':':':':':':'. Pursuanllo the Minneso~w ~tiO~~ Stat. 181.945, employees are eligible for a maximum gif:[gny''C40)t.llQprs of p1t!g:J.~:~y~tf6 ili1dl~H~a medical procedure to donate bone marrow. This leave is av'all~bJe to all\~mployees W:ljg6v'Ork an av~fage of twenty (20) hours or more per ::~Yees~~ 1) Nqlii their superVi~~tJ~nd t~WiH.man Res~~ces Director about the leave; and 2) Pro\qg'i}.,a medical cetl!ficatIon{!t~\..a physIcIan as to the purpose and length of each leave roque" ~ If it is determined thattIt~~p1ployeqji.gges not qualify as a bone marrow donor, paid leave granted prior to .......... "'.......,........ the medical determinatioi{i~r.~Qt fgtf.e.tted. ,.~~~i~#1~~1~~~jj~jj~~~/:;? -."-;-;-;-;-;-;-;;:;:." "z.;.:.:.;.. 84 136 /.4 /(&=31 ~fI % 4) 4%'" '<1*'4J:., /[@~?ki.?$kk,. "::~*i');~' ":::~:::"?:'~" ,.....:::::/"m::- ..;..:::;:.....::::.;.. .:::..\119 ..'.'At$4h A+t;; "::~W$::m'N~ ......;.:. ..:-7::::::-...>> ,,6:::::: <::.':':::t~):." /4~~#P "':(1'*b. ':f-::= ,>>,:::,. "/:::::M:::: diX$' ''==".({1',*::::, ''''Wi@:, ":'l$Jh..:: .::om!?:? ..-:::~. m:':'*,/.F.:~'i::: 44ttIDfft0:~}~. \ 4if.::'Wi:%fy'':;':~h&::iS. Ar:-1I~*,v'<0'JWi& ?';{tMx;r;wp" '~Vft. :f.:W~'::?:: '/~% '%::::::,~:~<. '<'@-,. <'%J.tk" .(tpb <W-4t~ .>" <:{4tf&" .~ ,:.~<: ~l?f. ;.:m~""'" fa ' '<@fi:'\: %.dW 4If+~':4illW ::4ith d{tW :~.::tw}.t? " 4\'.;::f.:ft.F '::~~q? 85 137 Section 5.4 - Jury or Witness Duty An employee required to serve as a juror in court will continue to receive their regular pay. For paid on- call fIre fighters, jury duty will not be counted in their call attendance percentage. Procedures Such employees will be required to turn over any compensation they receive for jury duty, minus mileage reimbursement, to the City in order to receive their regular wages fqr the period. Time spent on jury duty will not be counted as time worked in computing overtime. EmpJi:l:es summoned to serve on a jury are to notify their supervisor immediately in order to provide tim,.~~~:l'jiilike work assignments to cover their d t. .4.:fII:i~h u les. ":~@W:::':N~i::::'::. ,. '::~'fP~::f41.;:t::"" Employees excused or released from jury duty dur~i.l:tpeir regula'ftIRf!dng hours will report to their regular work ~uties as soon as reasonably possibl~:::gffJilf take accrued':Vijs.~:~on or compensatory time to make up the difference.:8fj/"/ "<<4tb::: ':ql~:::;r}:::.. A:'~i.."~q,@&x. Temporary and seasonal em~loyees are ~~?erally nof~a~g:~e.4$~!*'mpensation'~!:?s~nces due to jury duty, but can take a leave without pay .~:9:!. to departrt'i~8t;I!~a approval. However, if a temporary or seasonal employee is classified as exemp~1f.cetsh(}.:,will receiv&:cbmpensation for the jury duty time. Court Appearauces ~ ~" Employees will be paid t4.<<.mte~lq:\y~ge to teS'tgy in:::p.aUff::m=t:f:'ity-rellited business. Any compensation ;.:::..<<:.;.:.:.:.:~? .....::;.::..;.:.:.. '.*..,:?~ d~:.i':::'::~.'~.' ..~...=.:.:.:.:.:;.:::::-.;. received for court appeafati~~s (e.g. sapppena feesjr~Pig out of'6'Mh connection with City employment, minus mileage reimbursemlr(W:must bt%{w-ned over:l@:lbe City. Victimor~~ ~:t~;Y~ilfri:n:~b~~::ftt~,.~:~.t~ b~ t::~~~~:~~~~~ ~:~~::;~r ~~h~~;:; ~: ~~=~ criminal proceedlliks::xelated to th&!vlstim' s '"E'i&.e.. The City will also allow a victim of a heinous crime, as well as a victim' s sPQg~~. or next or& reaso~~ble time off from work to attend the criminal proceedings, ....^... ~Y'" whether or not the vicfm;v~pouse/netl=9.fkin is required to testify. ":::Wi~bL...:::~Ji~Wi Witness duty will be paid as':f~~by law. .....;:.:"t;~~~~;:?~ '''-:"(.{{(" Section 5.5 - Voting Leave Every employee who is eligible to vote in an election has the right to be absent from work for a reasonable time for the purpose of voting on the day of the election. Elections covered by this section include a regularly scheduled state primary or general election, an election to fill a vacancy for a U.S. senator or representative, or an election to fill a vacancy for a state senator or representative. 86 138 ...."' #.~ -:::~ f ( .~t(!$;~:: A<<yrWfl:%:w.'.;:::" A~::::::::rW@ /::Wyft 14$;:-1:.:: qflff.f#th, ..:'.l~~'@?' ..:{$:::::,. jAP'illbpv.*. ":$#:.. AW"iiif ":~iJ.:,.. #'./l "';W:'?:' ., .:fpt o.::t::& ":~~J;';/.... -:;$fu. '4lt~, yp ~. aW.!f;f' '/<::::7$ AB' ':;;;$. '" v, " "'fW: .,.. "t,:. ;t"@~~.... 1t:::::? <tt{th~ J&ir ..., ''0;.& . A14 ei?iS3 4$#, If/fyfff/ q,p';fJ.1;iY u;"';@;j",x,.' ';qr 87 139 Section 5.6 - Family Medical Leave Act (FMLA) Pursuant to the Family and Medical Leave Act (FMLA) of 1993, as revised effective January 2009, the City provides up to 12 weeks of unpaid leave in a 12-month period to eligible employees for specified family and medical reasons. DEFINITIONS: Eligible Employee: To be eligible for FMLA benefIts, an employ~e must have been employed by the City for at least one (1) year and have worked a minimum of 1~e.SQt~ours within the previous 12 month period,,/:~tdill!:::::::' /.......w#..;::::..... Qualifying Event: FMLA leave will be granted to an elJglU1~::~~~1~y~:~ for any ofthe following reasons: .4rilijl) '.:.,' .,:~it:::ii:h~ 1) Birth of ~ child or placement of a. de~~ig"ipFchild with th(fi~gW.~oyee for adoption or foster care and m order to care for that chIld;Q,titt. ,-V,&- 2) A serious health condition of the employg~;:~i~ ~efm~J&p. below); %r.~:, . . 3) To care for .c?Ie for an emplo~:~.e's dependen'J!~,I~Y.9JJ$Jlse, or parent:$Jll~rmg from a serIOUS health conditIOn. :;fW&i<:~:., %:0J.::::0;1;>' \:v 4) Qualifying exigency leave fof:f.fre&..ofmilita~!I~D.1ber of the National Guard and Reserves when the covered military m~hl~7i:f~::~n:J~:~tive Ja~::;gr. called to active duty in support of contingency operation. '\Wh ...:':::t:ml~>:.. ":::%fffih. 5) Military caregiv~.ul~Y~h.(also kn~~..as ~~.ijats.~rvic~~mber leave) to care for an ill or injuredserviC~ 'V' w "':':':':':':':':'. -:.:.:.;.:.:.~ 'c:':':':'::::::. Caring: Caring for someone':::Uiallidest(~ebQJogicaFJfi~}well as physical are. It also includes acquiring care and Sh~li,Jt~::[qMf_:f:::::b...::tf~d;;::~MtWWtdi!;::~lti::::'~~~~i:' Dependenf:t~'jld: An inditi4~J u~;rcitili:l!le age of"lfg, or 18 years or older but incapable of self-care because of n:ig~'t~:,?r physi~a.l.!tql.B~litY~':::~'l~~er 20 years old, and still in secondary school that ~ the legally recognlZeq:{t~~ponslbIhtY:~:~::Jhe empwyee as natural parent, foster parent, or court-appomted dia "::::":~:;':~" '::::::::::,:,~" guar n. "::::~~::!~mb~" ';:t;~;;::: Serious Health Condi;r/fiMin ilJtl~lj:! injury, impairment, or physical or mental condition that involves inpatient care in a hospita~::::1i9~Ri'f or medical care facility; or continuing treatment by a health care provider. As a result ofthis c6aaifion, the employee is deemed unable to perform the essential functions of his/her position 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 3 consecutive calendar days combined with: 88 140 · at least two visits to a health care provider, within 30 days of the fIrst day of incapacity, unless extenuating circumstances exist, whether the fIrst in person treatment takes place within seven days of the first day of incapacity, or · one visit and a regimen of continuing treatment where the in person treatment takes place within seven days of the fIrst day of incapacity. QualifYing exigency leave for families of military member of the National Guard and Reserves: An employee whose spouse, son, daughter or parent either has been notified of an impending call or order to active military duty or who is already on active duty may take up to 12 weeks of leave for a qualifying exigency related to or affected by the family member's call-up ~~(~~~"ice. The qualifying exigency must be one of the following: I) short-notice deployment, 2) militmN~:vents and activities, 3) child care and school activities, 4) financial and legal arrangements,S) 9pKijpg, 6) rest and recuperation, 7) post deployment activities and 8) additional activities that arisej:pijFht'~tiy.~ duty, provided that the employer and the employee agree, including agreement on timi11g;'in~:::duration"8Ith~ leave. /'::~f~~~~~~~[~~~~~~" "~~~~~~f:It:::~. Military Caregiver Leave: An eligible employ~:::~i.:;fntitled to up to tW~ij~t$ix (26) weeks in a single twelve (12) month period to care for a spouse, sbti:tWiughter,p'~ent, or:fi~itd?f kin covered service member with a serious illness or injury incurred in i1ftliline of~Uty on active:UiitYi= that may render the service member medically unfit to perfqmt.:b.Js or her d.Jn~~;':fQ.ii'hich the servic~:::Wi~inber is undergoing medical treatment, recuperation, or theiipiftiEiA~, in outpaH~I;'::~tatus; or is on the temporary disability retired list. Next of kin is defmed as the,:t~Ia:g.d~.1..ood reIanY~::::"of the injured or recovering service member. A covered service member is a cud~i\! ni.~q:t~Q.fthe AHij,~4.Forces, including a member of the National Guard orReserv~ , ~, Key Employ~e: An emplgJ.:f,e who i~t~!~l~ied, alt91jt.~::;'fuong tfi&41ighest paid I? percent of all salaried and non-salarIed employees:ht4."determm:~tlOn of tht~r$atus, the year-to-date eammgs as of the date leave iSreqUe~ed~,~' ... Health CarC!iRfovlder:"::::"A.f.Doctofklfl:Medlcme:q)ffDoctor of Osteopathy who IS authorIZed to practice medicine di;:~;rgery by th~'~f'~tjn ~iW'fuJhe doct~f;~factices, including a physician assistant authorized to practice undlf,4he state law::"iji4.::perf8f1mg within the scope of their practice as defmed under state law. "::::;~:~!;~j~i;t::::.. ~\~:iJjl::l:!k '"\lfiw Leave Certification..\itmp.est: TIt~Jl:;ity requires certification for a serious health condition. The employee must respond'tcl{lyph a..:!1i.<<'ii-est within fifteen (15) days of the request or provide a reasonable explanation for the delay. 'P'tflW::~:t.U';Provide certifIcation may result in a denial of continuation leave. .....::::::--:::-:.:.;.;.;.:-;.;.... Medical certification will be pfQy.Ided using the Department of Labor (DOL) certification forms. If the City fmds a certification to be incomplete or insufficient, the City shall state in writing what additional information is necessary to make the certification complete and sufficient and provide the employee with 7 calendar days to cure any defIciency. If the defIciencies are not cured, the City may deny the taking of FMLA leave. If the employee submits a certification from a foreign health care provider that is in a language other than English, the employee must provide a written translation of the certification upon request of the City at the employee's expense. The City may directly contact the employee's health care provider for verification or clarification purposes using a health care professiona~ an HR professional, leave administrator or management 89 141 official. The City will not use the employee's direct supervisor for this contact. Before the City makes this direct contact with the health care provider, the employee will be given an opportunity to resolve any deficiencies in the medical certification. In compliance with HIP AA Medical Privacy Rules, the City will obtain the employee's permission for clarification of individually identifiable health information. If the employee does not authorize the City to contact the employee's health care provider to clarify information, an employer may deny FMLA leave. Recertification: The City may request recertification for a serious health condition no more frequently than every thirty (30) days and only in connection with the absence by the employee, unless the minimum duration of the condition is more than 30 days. Recertification maYt6e.::requested in less than 30 days if the following circumstances exist: the employee requested an ext~J:1f:i9#:lffhis/her leave, circumstances stated in previous certifications have changed significantly, or the SiitYitl:tives information casting doubt on the continuing validity of the employee's certification. OthenXttiY'thel:~kwpany may request certification for the serious health condition every six (6) months iB{€9.:ifAection \\i:!!p:..:::..an employee's absence for an employee requesting intermittent or reduced sched9J~U!iive. The City iffit$.:,,provide the employee's health care provider with the employee's attendance rec.~r~:::'imd ask whether n~~~1f.9r leave is consistent with the employee's ~~iOUS heahh condition. . ,. ~ '. . Leave Year: Ehglble employees are e:qt~l~g. up to 12 unP:@i9twprk weeks of leav&.:IDrrmg any 12 month period. The twelve month period will(~!m~M.ured bac~~tg:-~ on a rolling basis from the time the employee uses the leave. For the militarY{,~gtx.i~tlt.ave, th~:;;:~!tt.wi1l measure the 12 month period as ro.lling 12-month period measured forwardJ::f~A?l~i~r.,~,,~lreadY~\i:~ for other FMLA circumstances w1l1 be deducted from the tot~kQf~:@'~, weeks aV4.l~pble.'.:~m=w:::::~.;.. ..::W@?< Length of Leave: Conl~entd~ "'" 1) Continuous 12 Week ill-4.::redl.::::.~jNt.A...!:' em~i~l~ may take up to 12 weeks of continuous unpaid ....-.;.;:...........- .r..:............ .........~~$f:ff..lf.~/... ':-::.;.~..~....;, leave, starting,~JJ.Qjfiftb.~:Jl~te oltim~:!i!t. .~1ayi.ijgM~Yent/:If:he employee shall fIrst substitute any accrued vacation, B.:~~~J~8it"IeKV~f~~f.~ona=H;~y'e andf&fi'@,.~::,p&tfipensatory time with the exception that the employee 'lijrl retain a tofalt~f. nof':ii~~ than (dRY (40) hours of accrued leave before any unpaid .*::-.;:::...... ..y/............ ....~............. leave ofabsen9~~:~~~::::~anted. Thi~:~w;e wilt::ittounted as part of the 12 weeks allowed by FMLA. ":~;~;:;:~:~:~:~:~::;:, *-:@::1:::. ":":"f:~*?~ 2) Intermittent i:2:l~~k Leave P,=inod: up6h recommendation by the Human Resources Director and prior approval fromla~:tCity Admu.u.~trator, intermittent unpaid leave may be granted to an eligible employee during the i2qm2nth"t.?:i,9hd immediately following a qualifying event when medically necessary. Leave may be taRinkin.::irlifements as small as one hour. The employee must make a reasonable effort to schedule treatment~tl::::~:r~ not to disrupt the employer's operation. Further, subject to any continuous leave hours being granted. the employee must first use any accrued vacation, compensatory time, personal or sick leave fIrst, before a request for unpaid intermittent leave is considered. If the intermittent leave involved is greater than 20% of the working days during the period over which the leave extends, the City Administrator, upon consultation with the Department Director, may direct that the employee be transferred temporarily to an alternate equivalent position so as to minimize the effects that the leave would cause on the operations of the respective City department. Any such alternate position shall be one for which the employee is qualified and shall include the same pay and benefIts, and the same terms and conditions of employment as the employee's full-time position. 90 142 Notice Requirement: In either case of continuous or intermittent unpaid leave, an employee must provide a 30 day notice of the qualifying event to the Human Resources Director or designee. In cases where the qualifying event will occur within 30 days, the employee must provide notice either that same day or the next business day. Notice of need for unforeseeable leave must be given as soon as practicable under the facts and circumstances of the employee's need for the leave, in accordance with the City's requirements for notice ofleave. Employees must provide sufficient information for the City to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions, the famjlylmember is unable to perform daily activities, the need for hospitalization or continuing treatment Q}f:iili~~alth care provider, or circumstances supporting the need for military family leave. Employees alsd:iffi1~i.. inform the City if the requested leave ""::":::';':';';';';':';';'-':-:';';':-::;':-. . is for a reason for which FMLA leave was previously takeif;gt:;cerlif!~g. Employee s also may be requIred to provide certification and periodic recertification su~pgnJiiE the ne&ijl:t9E.}eave. ..::::~tf~tl*:;:~~~" .:::~tI;~;;~::::.. Secondary Medical Opinions: The City Admini$,:Jifor/designee may, aCOWK.expense, request a second medical opinion concerning the qualifying eveni'\If:QW an empl~yer desigf{il~J! health care provider. Should the first and second opinion differ, the City Aa.str~19"flgesignee may;.((ttkity expense, request a third opinion from a health care prori8~f~)oint1y cho's(~i:R,yi::!li{ City Adminisff~tor/designee and the requesting employee. The third opinion~'illl>>t:::::Ronsidere(rl1ij~J~ The City may deny FMLA leave to an ....-:.....;.-. ....x................. .......X:"x..... employee who refuses to release relevaiit:lpiea!p~J~:.records t&;Ub.~ health care provider designated to ;~;:P:~:=^~~~onOfa.keYempIDyee.~O~Ma determmatton be made thl:lrstorattort,::lYpuld cauS~~lt~1ty a "stib.~ntlal and grIevous econoIDlc mJury" to its operations. Factors"*4.WMhis coImiperation ~nK consist of whether the City has the ability to temporarily replace the key~:;~ploy~if~~~:::J2Ppose(f'\;t~~::,hiring a permanent replacement, and then, in addition havind~f6.tfe.ibst te tli~::::Iti:jf:::::wr:::'1(f:::~HO an:::::::::{Wvalent osition within the or anization. U on , ..::::R'::::::::::"$.::w:&.:::::.:.:~t., ..:::::;::f%.:::~i:.. p Y":::'~:f:<<~:::::,:... eq;:::::.:,. P g P receiving a.r4:qqij:srfronfa;;I~y,.empl<;1~.~ for leaVi~::1.IYP.1at{Resources shall notify the employee of his /her status as a i(f;i::10yee. "+;:::rf~:~:,"(l'lti~b~k"::+WW' Married Empi6g~~: Unpaid l~&.y,\of a6i~n.~ for child birth, placement, or for parent care shall be limited to a combffi~t19tal of 12 wi~ks, contmuous and/or intermittent, for married employees who both work for the city. Foi:::f~kyr.. to care ~fl.~ covered injured or ill service member, the husband and wife may only take a combined tofalbf.26 weeKS~ofleave. ":::{::::::~lki'ilW Insurance Continuation: The't@fty will continue to pay the employer's share of the employee's health premium and employee must make arrangements to pay his/her normal portion of the insurance premiums while on unpaid leave, either through payroll deduction or by direct payment to the City. Ifan employee's contribution is more than thirty (30) days late, the City may terminate the employee's insurance coverage. In addition, the City may recover the City paid premiums if the employee fails to return to work for a reason other than "serious health condition" or circumstances beyond the employee's control. Status of Benefits: An employee on unpaid leave will not accrue vacation or sick time or be eligible for salary increases. Employee's using a combination of paid and unpaid leave, or intermittent unpaid leave, 91 143 will accrue benefits on a pro-rated basis. Employees using paid leave will continue to accrue benefIts. FMLA leave counts as continued service for purposes of retirement and/or pension plans. Return to Work: For personal medical leave, employees may return to work during or after this leave after providing a fItness for duty certification, if this requirement is provided in the City's designation of leave notice. Employees will be returned to the same position he/she had prior to the leave or to a position equivalent in pay, benefits, and other terms or employment (if you are a "key employee" restoration to employment may be denied following FMLA leave on the grounds that such restoration will cause substantial and grievous injury to the City). The City may require a medical certificate attesting to the employee's fItness for duty prior to return to work. The frtnes~('g!:,duty report must be based on the particular health conditions(s) for which the leave was approv.~:q::;la::'must address whether the employee can perform the essential functions of his /her regular job. TR~::mW)lvnay consult with a physician or other expert to determine reasonable accommodations for any enmlgyet:f"~=b~tis a "qualified disabled" employee under the Americans with Disabilities Act (ADA). If,rof.itpe:ss for dtitY.iM~~rtification is required, the City may deny reinstatement until it is provided.4%tll:r:"Qt@h, dWMiW:" 'ii:li::::}.:: General Summary: This policy is intended to b~(lg~neral summary ofth~'ilw. Each situation will be evaluated on a case by case basis. ....~f$.J.i::::" ..4;,:i%i.~1:'qW.: 4;:f.fk::".,. ..ql~JjW.[V~' '*$if) Leave of Absence Request Procedure:::tt.J1~:~:r9M9.wing proct'{tW~ shall be used in the administration ofan FMLA leave request:::\::~'l;:~ift:[:::::l:::ri[f&::;:::". "::(~:~~:~tlb:., 1) The Employee mustJl9BfM:.lpe immeJlI!r:: suP~iV-rtr:::~i!he~':V~t~f.lly or in writing of the need for leave and forwar~~:M}~::req~*,~tl~ the IiU.~ .~'~f:jfr&~mJRg~ctbf or designee. When the leave is foreseeable, the e:'112ye~ mli~_R.rovide ii~J.;r.}af least 3Ulgays pri~r to t~e e~ective date of the request. When the le.av~ IS not tq(eseeable, Ul~t~mployee must prOVIde notice eIther the same day or the next busines~'::~di~b,A4.41tt9PAny, wh~'tpe leave is not foreseeable, the employee must complx:::~itmli.h~~~,City's"i~fut1lf'Hd:!:eum!1mJ1'Y .tf6.iice and procedural requirements for requesting lea~~"' "" 2) Withifkt~t:.(5) busine~'g::,~~. afteR'ftJZmplo~ee has provided notice ~fthe need for this le~ve, the Human R~~9.urces DIrectqrhpr destgA~e WIll complete and prOVIde the employee with the DepartmeriFoftLabor Notice::](ftEligibiUty and Rights. ""Wj:::l:ilib,.. ]fa 3) Within five (5) bU~Jp.:~.~s da.:XIDjfter the employee has submitted the appropriate certification form, the Human Resourd8~:'.!9f or designee will complet~ and provide the employee with ~ wri1!en response to the emploY~:fus;request for FMLA leave usmg the Department of Labor DeSIgnation Notice. If the employee is not eligible for FMLA leave, the notice must state at least one reason why the employee is not eligible. 4) The City may require an employee on FMLA leave to report periodically on the employee's status and intent to return to work. 5) All information regarding the employees leave will be maintained by Human Resources. 92 144 . 1# AWW= iliI!Wi1lh. ,-~ '~h& '.:., <:@."@" W..i< . ?,;ID::::,. W..i<' '::':@}%; . "'?4.lk ~ ~' ~Mf?1~* .,' " "-'" '-A t&" ,& . 'f. '. '?q,- 'Y~.p" ,/~~~. :-;~ y-"" i. '. a(@>>.f:=?..: '. 145 '@ .."- " .~ 93 4f :::\~ Ai:J.h W:::::::::: ~t~ -.::\ Aifb /t4:$ A!WiJ' rflfifJv 4.%~AL .;:::illrRhtA~" 4ft:i@' "''*.#& Y ''%rfilk. :fu %!.@h ,'Wfr~, Wi&:' Abtr "'.~, "~uuw... '$ff.,~.:<< itf@~ '::::~:.;::... "~k",,*%?~. :>',w.,,-w. "/.<y.,;:::::. "::~"1.f/. "':?A, <"?V""'.. W..fu. - ~ "" ,:4_@1&". "pt~-&t.lh~. .:'1tw:::::::w. <::~:,::::*:.;, .(1f?:&, "'':::Wlli t.tMt. ~~ ',,,,,'t'.&, '.m ..?-1t.rh. '~% "{{lfft.& \r.A "'~:~h :1% -q~.4. %fl~ l@f.w:. . ;~W4 =$;;:4}.,,-. -f(hlfw:::y,/.. ' .,~*'<"',. ,aM .{#;""'.,,SW ~q4f./' %trv 94 146 Section 5.7 - Parenting Leave Pursuant to the Minnesota Parental Leave Act, employees who have worked for the City for at least 12 months and an average of twenty (20) or more hours per week may take six (6) weeks unpaid leave upon the birth or adoption of a child. This leave may not begin more than six weeks after the said birth or adoption. Eligible employees must provide at least thirty (30) days written notice to the City ofhis/her intent to use parental leave and shall determine the length of the leave but said leave may not exceed six (6) weeks. Employees are not required to use paid leave during Parent~l~ave but may use paid leave at their option for any period of this leave for which they are unable.J9*-lsi'k. due to medical reasons. ,;:tI~~j)~~~~rl~~ -,::~tf~~f:[rf~~::;.. The employee is entitled to return to work in the sam~d~g~ifi~n and:'ii';ltP.~ same rate of pay the employee was receiving prior to commencement of the leave. t.~}.ijfinsurance coV~.f!~~ will remain in effect during h . (6) k P . L ..{;...................... '...,.'''..,'.,.. t e SIX wee arentmg eave. dff.:WY "'qH~\ ,.::t~..t}.. ..::~rl~~~~::::.. This leave shall run concurrent with any parentalle;;f;~r~yide4Ji~::law under:'1..A:! . ~~..~ Section 5.8 - Schools and Conferencl!(k1ctwtti..f."t'.eave.'::::~(ttt,. .(~{~l~fj~[tfll~::~~. ':::;~~~ffi~. '~~;i~ff~~lfft~::::::.. "::{f~~~1ff~' Any ~mployee who has 1~~,;a':2tr:lli~f:~ or mo{~Jt~;;J'~r~::Hi!nI'r~Je "consecutive months is eligible for un~a~~ leave up to a tota'IF~,16 hout~[.:ger 12 mq'!~tigrIod to gnd s~hool co~erences or classroom actIvItIes related to the emp:[~y:@e's clijlq (under l&l9.X under 20 and still attendmg secondary school), provided that ~ ~ ~ be scheduled during non-work hours. When the e.for leave;~ISffi49f.rsediQ,t'~h~e emplaM:~}Jllu~t provide reasonable prio~ notice and make a reasonable ellrt to schedule .leave 'so.,,:~.not to unduly dISrupt departmental operatIons. ..::::t~l~~t:::.. ...::t~mt(~~.. ..::::~~tj~)j~~~j~~:::.~ Employees ma;7:~'9~!.~tute vacati31rw co~'-~psatory time or PTO for any part of the unpaid School Confurence or ActiV 95 147 A dID 'W?q r# /r?' .f't~~~.. -- '{:Wfth. ,.. @" ":;';-$+' .4Mh, %i.th:". AI" " ""h 'o/~ ,,,,,gf.$fl.Vf0.t,,,,,. ~::::':'!*kr;;J.~::~;::~;x,. A#%lJ.f-' "V1:;:f{f.lftfu .fiv '~\lIk::: 4' 0/' +tw(v" ~h=0 'wt'.&^, :. :1%4;:;.; _ . "q~lb::: ;frx! .'t4it; . 4ife ~$*,.::,..... :".:::t.ffi({:;~W$ ~4i4~;{fr 96 148 Section 5.9 - Bereavement Leave The purpose of funeral leave is to allow employees time off to deal with the emotional impact that occurs when a family member dies, or to be able to support a spouse when a death occurs in the spouse's family. Policy Employees are provided up to a maximum of twenty-four (24) work hours with pay per calendar year for the death of the following employee or spouse family members: ~'h~;; i;:rlFatber .~ Grandparents Sister/Brother . 11.tP" 'Vft.f..:-,. Grandchildren Step Parent(s)/Step childd!ifh: '.:.:.' "~%b?::::... h(tf~~f$~::::" ..::::t~~lt:~.. Additional time off may be taken by the em~f'I'~ with the appr~~itrw12f. their supervisor and/or Department Director and charged to sick, vacation ~~U1pensato!Y.;. time. ":q1A~:., , '.:~:j.':,:~:::::":.':":~.,,:':.,,.>:;.:,~.:::..,:.f.:::"::.l,:::\.:::,~:.::,'~.:::,':::::Y:.:::.::.'::::::.:::::.:::::.::::.::.':.::.'~::'::..,.:::.,.." "<$4f~J'ft ~. "'{;; .. ~'h "'::<1J:i'~l:b.:b.. "::q~;~>~.. ~1{4#fJi;~~Wlt.~~::::::.:~ .;!)it::<::\fiffi.t:t.,.. ':~::~.;f.W '=<:?if7.'@'." ..:~t;;::(:<:.. ..~,., .~::t~~llir ..:::::::...... .-::::~~t~~~t::~, ..::::q;~!r!rJk 97 149 ..::,1f~~:?::'" ..:i4N.;lmtwt,Wifu dffft,7 ...,a. '.~:f.ft.:, .:r#~W?-: ":wJ):-":#i\ "\fJ1:::~" '\(ff:" #w;.. W;=::::, '<<P..p.-. ':"~":$ ..w<<-,. '~;::::;x:, Wfl.>,';ffft .+~~ \It~ ... ,)$\ .J%"", {:;:::@ .mf.~~;.. ?f.;% '<V~.::.Mf1 .:,.l\ih /Wiff "~fJ:::::%m~.4i4.~:W.;::::." .W',,""""'"'''' ;.(.{-.?i!fJr .,<W: 40 /- /z:~W4? /.~~0.qPf 4.';1"4*," sli"- . ,$k -t. ~# " JY.4.&P ~h, ::::{pf:::;.: .1 ,:~W} .:eft ., 0/.., .4.I<<:' @~~. '%W 98 150 Section 5.10 - Military Leave Military leaves of absence and reemployment rights of employees returning from active service with the armed forces shall be subject to applicable federal and state laws. National Guard & Reserves Employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefrts when engaged in training activities ordered or authorized by-. the proper authority pursuant to law, whether for state or federal purposes, but not exceeding a total offitl&in (15) days in any calendar year. /.if:f~~~iliff:~r~::~" The leave of absence is only in the event the employee re.j{q::::~p1ployment with the City as required upon being relieved from service, or is prevented from ~~tiiliHg bY:::QRysical or mental disability or other cause not the fault of the employee, or is required byJA,i:proper auth6'dtyJo continue in military or naval service beyond the fifteen (15) day paid leave of abfiiil'K Employees aiillextended unpaid military leave . . . A::~~::::::(:~::~" '-:::::?~:~:::::'" will receIve fifteen (15) days paId leave ofabsence.:::mm~ach calendar year, not,Jf.h:~xceed five years. ..;;::tWt%-~~. .';::'. ..::~1:~it:::.. Where possible, notice is to be provided to the CitY~Il~:~st.:Jgl::[~l 0) wor~g.{:~y:~ in advance of the requested leave. If an employee has notl:y.~t.!lsed his/her{f.Ut~!if(15) days of paidq~llVe when called to active duty, any unused paid time will Bi:::i~lj:W~:p for the ait~y~,. duty time, prior to the unpaid leave of absence. '::{!lill!;::.~;::~&{r4t~:r!ft~h:::.,_ ":::({::jii;ilil~::t::::., Eligibility for continuation..:Rf.r.i~9.t~!1ce covd~is;~ for"::~1I19;Y:~~s ~iitlyitary leave beyond fifteen (15) day~ will follow the samf.f~dfifi~.!t~~r anY"~'~i;j'lr;9fi~~:_i)}d'leave of absence. Active Duty .,...."... ............. -..,...,'.,.. ".'<<':~:::::::::",:...., ';:;{~:!Ii!&t::.. ..:dli!~!~'m;kh,,,., '\;r,t;,ii:)~::" The City do~~di6.jEpf.QYip~2.comp~i1~li8trl(f'too~:.:.~mptQyees on active duty in the armed forces unless authoriz~d:r~r'Bper autH6Q'tg~~if<<'::!e.law.'F6f:~~~~e:lhn~loyees on active duty, the .City wil~ co~tinue to contf1but~49.:Jhe cost of grqgR msurl!l~. (health, dental, life) at the same level of City contrIbutIOn as before the enipl~y~e goes on le:l~f.~Jfthlf<<(3.:};.~ changes to the City's contribution levels and/or premium rates while the~hffU9yee is on l~i.i~~. thos~:~i>>fnges will take place as if the employee were still on the .,......,,;i:.-. '.w.'.d..... job. The employee'\"l;ke required:::tgipontinue payment of the employee portion ofthe group insurances th h t t. ''::::;:::::';j.: :.:.:.:~;.:., ey c oose 0 con muee#h, lift ,,::~~~~tf~t~~~ ..,;::lilififi The employee will accrue:::~'E*,!9,r'nd sick leave with pay as provided in any applicable policy or collective bargaining agreemeiitUrom the time he or she enters active military service until the date of reinstatement (unless otherwise determined by the City Administrator). The City will distribute accrued vacation in one of the following options, whichever results in more hours paid to the employee in cash: (1) 50% of the hours accrued during the leave, or (2) any hours over the cap as specified in the Employee Handbook or collective bargaining agreement. The accrued leave will be paid to the employee minus required payroll deductions. For employee's eligible for sick leave, sick leave accrued will be placed in the sick leave balance and must be used in accordance with City policy. 99 151 Reinstatement after Leave Upon return from a military leave of absence, a regular employee shall be reinstated to the employee's former position or to a position of like status and pay, provided that the employee is competent to perform all duties of the position to which he/she is assigned. If the position which the employee formerly held no longer exists, the employee shall be reinstated to a position of like status and pay, provided that it is practical to do so and the employee is competent to perform all the duties of the position to which he/she is assigned. ,':::::::::-. .<.. ,.:::#h ,;:::., 'r%ff-k", , '* ":::."". <::::tm\:,~, ...". ):;:::, <~@t},. "\ilif:f.~,. 4fruu.::::iWb>. ..:.::::..::,...,. :-dim:.....,.::' '.:::wmr :f;r@:{Jt.t?", ..::<ti'_"~~;V "?1~ ">if1~~'r::::,:, .....,,:-., 'Y1ftt~:~ ~;*JtiliffIr1:~:~~~~ ,~"' ^ 'I'", .::~.:;. It ':%illlli! '''4t.~~., ..::IJlww~~ '\~tt\ ," ,.., .W't).::: ,{~?-~:~:tA?:::::;;:::~:j:;~.,~r:)"*,.., ,4i;@!ifttii~jjlffi)fffi' .,. .,?(tW %1,;;.,.,., '1@' ~. ",.fr..:.....,t.:.~:.:,:;..:,..",.,..::..:.:.:...:..:.,.:'::~.~:..::::,:.::.,x:.;..:.',...:i~~~;r?;.:::.d* ..:<t'fBk "'\'~::., ";';:':> ., J ..:~:~tlt-~~,.. ..::df",,~ :::;~;.::::::'%,:::"'W'* ":{Vlii! '.:.x.~. 100 152 Section 5.II-Holiday Leave The City of Farmington recognizes eleven days as paid holidays for regular full-time employees and eleven pro-rated holidays for regular part-time employees working not less than twenty (20) per week. Scheduled holidays are: Holidav Date New Year's Day January 1 st Martin Luther King Day January - 3rd Monday ..:(~:i~f&~' President's Day February - 3rd Monday ..:::~::::::::~::::::::., ~~:~~~~~a: Day :: 4thlast Monday .. 4f,p:~r::;*:I:lrililb~:::: L bo D S t be 1st M :::1:;".. -':';;:::;:;:-;:':1;::-, a r ay ep em r - /9n~Y""'?fKL. =~~i Day ~~:= ~ ~~Y^- Day after Thanksgiving November - 4 ~ ~ '.~::t::.:::~:,:.:..~:::..;...:,:.:~ g:=~:;Day ~::_^;~: ~'^' Floating Holiday* EmplO:y!e.tQhgice "::Wlh., ":t;~I;~;i;::::::'tt~~~t:::::" "\Wf,lf;)::::.. In order to be eligible for paid holidays,e.loyee~iil'BH~~ be oQ1::::ID?mpensated payroll status the last scheduled work day preced2m~'~:::pg!iday an&tl;fIrst ss.,ls~ wor~::$y following the holiday. A@;:@&>~::~:W::;:at::.\~f~L. ."i:::~:::m:1;>..::+):t.iflt:::i:.,.. '.:,:.: When a holiday falls on':~[;"&urday, ih;~w.revious":~i"!yns desigffiited as the holiday; when on a Sunday, the following Monday is desi~ted as tli~ holiday. ":WEt ,/.x:r.,:':""". ...:qf,~rb~ .xd!::~:f~mnk;~.".\::::~~h::, *The floatin h6fiattjf:::::':ilst..be us:ednf~WHrdfllast.:. a BnHn December be ins. EmpIDy~~'~. g The City reservestt.b~., right to scheailie emplQy~es to work on an observed holiday as deemed necessary. Except as otherwis~i~t9,vided und~tili:tp.is secii~n, if an employee is required by the City to work on a designated holiday, no#ti:~~mpt emIit~y'ees shall receive one and one half (1~) times the employee's base '.;"::-'::-..?.c:::. ".:-:.:.:::.;... pay rate for hours worke(l(@qdditi~!t:Jb the paid holiday provided that the employee has worked or been on paid leave during the errt~IQy.jjHlOrmal work week. Part-time liquor store employees will be paid at one and one half (1~) times foPI.~Hday hours worked in lieu of holiday pay. Exempt employees required to work on the designated holiday will be allowed to switch their holiday to another day within the pay period if approved by their Department Director. If an employee is on an unpaid leave of absence during the normal work week and then works a designated holiday during that week, the non-exempt employee shall receive one (1) times the employee's base rate of pay for the designated holiday. 101 153 ,..; 44 .4?::-~ Ai. e@fl' At? ";.1& ..ibJ.tf/.::'4t:::. 4i.-"':::::i~>:>_ ''%'9 "'::<:::::'*._. =":>', "'4/ "~t.@t'h. ..4'#f.='l ;B+;:.. ../Jfjj!' '~{tth, 'Q1ft.. .we"" =-i.:-- 'f~~ft.:, "<rp ':::":::::::::::_W;~X::::"" .~:~:~::'-%"$~t~r:f(.::::?:<<...... ....Wf;::-:K:~~:.+"'$ 4$#f'" . .<:::+tHt.::: 4P4iP' "V:~lhk '1.t;.-h >.::"$.;.& . ::::ti,,,:~::. '.:;.{::@ . <:tttWh "'. .:\rttph {fq;h ::With "W:.& ~:~r~b II \1&0., %Wit . 4k+f:?:>,aWi&.':.f -"''''x'>> .'-"":'':-7''< "-:>1i:fP-:>f%M# Vf*'t%[Jf '~~~~t~~f# 102 154 Section 5.12 - Paid Time Off (PTO) Effective January 1~ 2011, newly hired employees will receive Paid Time Off (PTO) in lieu of vacation leave and sick leave. Paid time off (PTO) is an all-inclusive paid time off program that will provide income protection for "no fault" time away from work including illness related absences. PTO is intended to be used for a variety of traditional types of time away from work including but not limited to vacation, illness, personal business, medical appointments, family time, and personal holidays. ..::{~~tm~t:. PTO shall be accrued on a bi-weekly basis. PTO increases witJ:fi:~jfu.s of service in accordance with the following schedule(s) and is allocated accordingly on a l?jf.Qi~my basis. Regular part-time employees scheduled to work 24 hours or more per week will accrueij:Wtrlea~::~U1 a prorated basis based on regular :::SehOOU~: (" A" a. 0-5 years 5.846 hours per pay perlQd:{{t19 days)::(:}})::: ~: ~:::~~~~l;:ar ~:;~~~::;!C~:~:~ .~ d. Start of 15th year 9 .231 hour$'p.~r p'aYl:~pod ":::(~:p:::.days) ,... ,~, The maximum PTO accrii!!1l.rnount f6tt!J1 full-tiirl~~x.'jloyees is:::fife hundred and twenty (520) hours. "::'f:ilif$:~:.. Iw!@ "~:f*HI~ ~~=g ~~~:~~~rr.1;r:~;:::.~~~SI~i~t8i~~:;.I~~;:i s:~~oa~crue PTO but shall not be eligible y &!r',)B~m1:::f~r&.I}}" "::::(:~f'i~h::PO. ":'::~::rti:i:tffitt~::::wB g An employee?Qn unpaid leavtWsfatus willfiiQt accrue P''FO. . ":::::~~!:rllf&~~. "'~WtJ1;:~L "'+~_:h Medical Certdica.yon '::::$:l? "':~!.:nh O:=?4rt:~:.. '\f1fh ..:::{::::." Good attendan.ce is .~i{r_'5.P;tial jObl~~~::ction for a~l ~ity emp.loye~s. I~unplanned absences are exce.ssive, a doctor's certification mliiliw. req\L.=~. The physICIan~S certificatIOn IS to state the nature and duratIon of the illness or injury and vetai!aliliihe employee is unable to perform the duties and responsibilities of his/her position. A statement\~ifgsting to the employee's ability to return to work and perform the essential functions of the job and a description of any work restrictions may also be required before the employee returns to work. Returning to Work After a Medical Absence After a medical absence, a physician's statement may be required on the employee's fIrst day back to work, indicating the nature of the illness or medical condition and attesting to the employee's ability to 103 155 return to work and safely perform the essential functions of the job with or without reasonable accommodation. Any work restrictions must be stated clearly on the return-to-work form. Employees who have been asked to provide such a statement may not be allowed to return to work until they comply with this provision. Paid leave may be denied for any employee required to provide a doctor's statement until such a statement is provided. The City has the right to obtain a second medical opinion to determine the validity of an employee's worker's compensation or sick leave claim, or to obtain in~9_tion related to restrictions or an employee's a~ility to work.- The City will arrange and pay for,,~:'propriate medical evaluation when it has been reqUIred by the City. ,4cl1rtb:::. ,(::f:,:;.. ,,':'1:*fW:::~:x', . ,,0N:tH::ilWJ.,::,. "*gp'~''''''~%. .,,,..:'~ .:i'i.t.:.:.:.:;:r.;::-ff.:::'-:.:::~" '.ii: t}.:::::.:.!;.:.::.t::i:fr,~,~:~j:' ;:':':'i+w'I.~.,~.. '~8h...{t_):' "::;;(;1,1&:::; . : ~'. ". ~tF; '~11~ti.tW' "~:~j" '':::{?%::". . "::::@:~ ":+~;k}." Wi; '\;m\ ":?::)$;:=, .if:l',-t:' ":::;::'fl ;/:::#l::H:fh" ":'\I;.t.t%1&4..${&&tk.. ':\It. '<<fk!ti;ijnt~.~,. ':=qriiKi;::: ..::<tMtl:::!::". ":qr 1:-:....::::&.. >>:y ,.... '"~:l~lr::::;;. .,.:::~:~tltk ,..:.~ .~.~,:f~.}~... .........~ .. .. -,"" .'J ":-:,:"{;:V 104 156 Section 5.13 - Sick Leave For those employees hired before January 1, 2011 that chose not to change over to Paid time off (PTO), the City of Farmington provides paid sick leave benefits for periods of temporary absence due to illness or injuries. Eligible employees include regular full-time employees and regular part-time employees who are regularly scheduled and approved to work a minimum oftwenty-four (24) hours. 1. Eligible full-time employees will accrue sick leave benefits at the rate of eight (8) hours per month to a maximum of one thousand and eighty hours (1080). Eligible p~-time employees shall receive pro- rated sick leave based on actual hours worked. /~f.i&b 2. Sick leave shall be accrued on a biweekly basis. ,,:d~m:igr;v 3. Eligible employees may use sick leave benefits for an.-::Al?iill::::pue to their own illness: exposure to contagious disease or legal quarantine; medical and d~rlmrexihUnations; or an illness or medical or dental appointment of an immediate family meIDPlri ~ho resfa':::::m the employee's household or meets the following defmition of immediate famnlf#finmediate FaiHilkr..shall include the employee's parents, siblings, spouse, children, step-childre'.I~dparents or grandB~1gr~n of the employee or the employee's spouse. 'i.;W:nl;:. ':::~" "\dh.. 4. Sick leave shall only accrue when an employee iM:9~A?OD}p<,-l'ated reguIai:::n99.r.~ or is on approved military leave in accordance with fed@AL~nd state la,~W@tiIHrr::" "::(tt 5. Sick leave usage shall be subject ':fdWIJto.sal and ~g.'ation by the supervisor or Department Procedure 1) 2) :lwJj,ter tha:ii't~X:J30tfii.'H!eS folloWi!.m\$p€:':starting time of the employee's scheduled shift. ":(:Ii~ notice maY-<'B.iili;w~ivd<*=:lilp.e employee can establish that he/she could not comply with thm:f#9.pirement dU(ft?:t.~jrcums..es beyond the employee's control.) 3) An iffii!9lee must inf4IR hislll~::f.~pervisor and/or department head as to the approximate date ofthti!,w.ployee's r~ to work. 4) If any empl9Yf@ is abs,>>~i for three or more consecutive days due to illness or injury, a physician's siliiiinent wilKbe requested to verify the disability and its beginning and expected ending dates. s~d'h{~tll~tion may be requested for other sick leave absences as wel~ and may be required as:iK~hdition to receiving sick leave benefIts or to returning to work. 5) Sick leave benefits may be used to supplement any payments that an employee is eligible to receive from long-term disability insurance or worker's compensation. The combination of any such disability payments and sick leave benefIts cannot exceed the employee's normal weekly earnings. 105 157 Ai $~ t~"' ~tI$} /.~ /&EMf. ,'Iwit.tx ..~ "i~f&t /.... .... ';:%&,. /'.::::i::., V;{i" /.f~r') ~{. Ait.h;~p. e{;;" ~ -:xi:::x:.. ":Ytffij ..~:. " ;%Jt' '~S':W'X'-:::;::'* At0'.f.'jWg;f%~;:;:,. ..4~f\f.l>;"":'0.t.&.t:.B.i ~', .,~J.tfh. !itA '::qqfah . ,if it .,...' dit;::::::::, w.@:);~_, . .:~:;~w;W' .-:::'::9' 106 158 Section 5.14 - Unpaid Leaves of Absence The City of Farmington may grant an unpaid leave of absence to an employee upon written request. In order to be considered for an unpaid leave of absence, an employee must have completed a minimum of six (6) months of service with the City. A request for such leave must be submitted in writing by the employee to the Department Director or designee as soon as practical. The City Administrator or his/her designee will notify the employee in writing granting or denying the leave. If approved, the written notic~.will include the terms and conditions of the leave. ..::::/ili:ri'fI"W' Benefits and seniority shall not accrue during an unpaid leI:l.X~;9~14b~ence. An employee may continue to partic~pate in group insurance pr~vided ~hat the emp~~t~;lf~'ysW~&'t~ll co~ of the premiums. Upon returning to work, the employee WIll be paId at the s~~t$.4.1ary step liel{tY.! the time the leave began. ..::::;J:lj~lff:i?-;;-* .{.f.MW$ttWh.:: 4fF$.dw' :::::-&i:V,:" +01f' ~.':^ ..~qf'lb.. 'II ~ ":;.q~:ll'ti;t~., "::qw~jJ . '~Xr-:fi4~~ '~.::..;., ":?N,::::;".:dN'& <q""p 107 159 h & ~j ";::;;~ft; JP:"x .1f.~' /ti#Y? (tW..& "~\&..a.?;-, d'#h~f+,,,. ;::11$>>' ".k, " '''''W '%@\" .r.,::,;~" . .*~:~, At'%' ~0.'l?:>,::. 8!t.J.W '::~*',h~ A:t.$iW "". A$2.::;::. f.@b.". .;o';.:r:~:::w... ""V.. '* d':::::::fill' ~., W""'" '/."':#.@.If.."'(.{'{~:r1.:: . ...::...:....w ::::~::.....:::x ::: .,.ttfit it~:q_i&$, #::"'%". """':':',@, ..::~. "'~t~tx::: :$'4; "'""hY;::, W'4:~,:::. ....';.~~~;:::$:::' <:':""/,:":::::. ""'Wi"'> ::<e:::. wn~. \t4t~$*-<: .:tl_, '<;..,..,..'.:.,;: A;m;\ '~':-#%h. 4fti ."tMb1:.ffi) "<\:ih. . J.Whr <.@B:;.~~wr' "'~"%;'&f " 4M$i- '''~::;$:::/" 108 160 Section 5.15 - Vacation For those employees hired before January 1, 2011 that chose not to change over to Paid time off (PTO), the City of Farmington provides paid vacation time to provide opportunities for rest, relaxation and personal pursuits. Eligible employees include regular full-time employees, and regular part-time employees regularly scheduled and approved to work a minimum of twenty-four hours per week. 1) Employees may take vacation only with the prior approval of the employee's supervisor or department head. Scheduled vacations are subject to postponement in the cal?e of emergency. ,':::::::;;', ~/~~l&fJ:' 2) New hires on probationary status shall earn but shall no.iI:U~e vacation until the employee has successfully completed the probationary period. .,:::{:ri.::::':;:::::::::~:::b .,::~:::~:::~::::::::::~' . ':::~:::::::::k.. ~.:.:.:.:.:.;.:.:-:.' ':':':':':':':':';', '.:::::::::::::." -':::::::::::::':::;" 3) Employees who have completed the probationary P~t.~9.d'::shall be:::8ij~pensated for vacation earned but not used at the time of resignation. Accrued, HB:qlif'vacation sharN~tfalculated to the nearest day worked and shall be paid at the employeer~!l~se pay rate which'::::~i}::::::in effect at the time of resignation. ":~~WJf{ffj:;h:::.,.. .::{::::::::~i:::> "\lii[II:I!;iflt., 4) Employees ,;ho are on unpaid le~~tgt..absenc~ .t&~,~~~,~ Milit~ LeaveJf:for who have be~n suspended WIthout pay shall not earntW!catton durmg tlilit::~f1od. AdditIonally, the accrual dates wIll be adjusted accordingly. '{~~~iiii;;;;:W:::I::lill:i:::!:::i:::lfb:~::,. ":::::::;:_ijtlib:::::.. 5) Eligible full-time emploYr.$~l~lwJ~ earn palaJ,t;~catiorl'::lj;~S2rdail@ij::wjth the following schedule based on years of continuo~::~~ff8gt'ligible partt\Jme y.nlp:I6yg~$.:::~Mll elfrn vacation hours calculated on a pro-rata basis. VacatiQH:::~Vne off'I~I~.id at the:::~~!9yee's bi;@::p'~y rate at the time of vacation. It does not include overtime 6ft~py speci~~ forms oNlpPtpensation such as incentives, bonuses, or shift diffi r ntl.al ":~(}j.b, AWlw:.:::.:.., =::T:m~h: e e s. ::::t-&: ............,".....w......,....,...........w. A:tiIIffu;::~:~ljth" . ..~:({rlf.ta1~~p::~:+H;~::;i:i;tb:::.:.. '. \*=!!Ib 6) Employ~~lUsing e'lffff~a.:::;.:vacatidihleave 'vvI1ntb~t c6nsidered to be working for the purpose of accumJf@if. vacation 'Jf.:I~I~~ le~V~ft.;,:editio~ffy;:;ho employee will be permitted to waive vacation leave for tn~ip:v.rpose of recety#!g doub.l~lRay. " "TIO~CCRUAL SCHEDULE Years of Eligible SerVi~:\::,.. A.~~l Per Pay Period Annual Accruals ..::::\It\:::~t:lf;~::::~ "::::llij:!;::r::~: 3.07 4.62 4.92 5.23 5.54 5.84 6.15 7.69 1 through 4 years 5 through 10 years After 10 years After 11 years After 12 years After 13 years After 14 years through 25 After 25 years 10 days 15 days 16 days 17 days 18 days 19 days 20 days 25 days 109 161 7) In the event that available vacation is not used by the end of the benefit year, employees may carry over up to the maximum amount established in the following table. Any hours above this maximum will revert back to the City, unless approved in writing by the City Administrator. Vacation time accruals begin again in the next benefIt year. Vacation Accrual Maximums: 1 through 10 years 10 through 20 years 20 plus years .&It d:tf,IfY #.4"i.:i*t~i.::, di:'#M': 'Wfit:. ::{f:%" '9::>>),'< .40 ',.:,:.. ?'$4t. "' , ~\fWg V&0.ift'//. ::=::::-......::: "?::::flW;::-~;'::~ ,.~::qr::,.. '~~'. "~:..i:':i:% A' '.:;;, ..:'t'~t~ At" ~tft!h .,~::~.:;::~... ..;&":::AA~:::::::::~:::::::*.. ::::::::":1::=' 0f.pJtt.:::,... ~4jJjWp:' .@ V0W~::~:~:"~,,. :::::S ,:i..,:~::;)'M:t~". ....::, ifb-. "'::i::Wflt::.., %th, ":,=:::: . 'i"/.m'""" ~".,..,,<<. \tf& ':'<r&h..., .:~{tk, "illf "'/@"7.{. ""ill'" {..~<':i~:..." '\ll&:, '.<%:1_&. "::W&@h /&lHffl@k", ... ../i4_$.;,. '%9 ..dm:~:lYi......._....~\ttBk, .,':t, jg.t.f"~_ht.' '..:f %:A.:m.iK "'Va ':f{$.#%:W' ~->.itff ..or. ~ ./...:-.:-:.............;::.- .~. ':>'i~~J.!J.t, i~ilmtnb <'i~\.. ...<<....W?w.. ......p-",:............::;::.:.:.:Aill::;:. w,:,i.':< Ad.<:,jf&i;j&jb::::., %"ri:Wrft .."..'..wJt x",".. ~ ",. "it(~,.:: . %,~~: . !::::::::m: -".::;--1:&, f.W::::::? "~p}.t::. ,(~);}*-~::;; ~{fl,,'l 20 days 30 days 40 days 110 162 Section 5.16 - Donated Leave The City of Farmington recognizes that a catastrophic illness of an employee or immediate family member may deplete an employee's available paid leave (sick/vacation/compensatory time). This policy is meant to provide employees with the option of assisting employees at such a time. City employees having accrued sick, vacation or compensatory time will be allowed to donate a portion of such accrued leave to fellow employees experiencing a major life threatening disease or condition suffered by the employee, the employee's spouse, or the employe.~'s legal dependents as defined by a physic~an's diagnosis. TJ;t~ donation of leave from one empl~x~~i::::to another shall be subject to the followmg terms and COndItlons:,,::<f:ji,lillll~I~::::::':' 1) An employee is only eligible to receive donated leave fdHthhe"'lostJrom normal work hours. ":::::::" '..;:::;:;.' ":::::::::::::::~:" ..(.~fti~t.~j~~.~ji~ '~:(m~tl::::.. 2) An employee will be eligible to receive dOnAwdPfeave only aft~~Jtbe employee's accrued sick, vacation, PTO and compensatory time have d::I~austed by the emPiff~e.e. .::::\tiffib::::. .':::::'. ':Vf1,1ili\:.. 3) No employee will be allowed to receive more thMlt,4J):!otl!lJ~~t1040 hours ''Sl#Jf4wlated leave for any single major life threatening disease::~~6b:condition. TI100MalUiufr the donated siaW6r vacation leave is . ~:::~::::~:::~::::::::::::~.... ::.;~:~~:~:::::::::::.. cdomputDed accodrdl mg t~ the sball~ ot::fI~~~IRJ"t~e. recIpl~et~~legardless of the salary or wage of the onor. onate eave IS taxa e mcomtf$~t!rle;t~P:1R~~nt. ..:::\tillb~::.. '~::]~m\. ":'::::~{fIt~~::::::.~. ":;;~tmt~::::.. 4) An employee is not eljaib:t~hfor the si~k:tleave ":d~:ltiQn pro:~im if also eligible for Worker's Compensation or recei~rlflf_term Disabllhy paYl~ff{~ititQ.ugh.'tii~ City's program. {:::::jJ:~:.. . '~:\~;Ji~:i "::@,::]:~:l~[iri.i:i::::::fv . ',<q:!::}:: . 5) An emplo~ee may donatfi;~!imiteg1Imounts ofl~l;f.ation or compensatory tIme but no more than 80 hours of sIckcJr:~X.e. or PTq:!llf.rJ1ttt.IJl.:::xear t(j(:~ppther employee. ThIS shall not be construed to rohibit d ..,.'tliflave",to addfti~Viitem;':':I(r:':':':. witffirl=:the same calendar ear. p ,;.{:dfjj~:~.:,;u "'~'/Aqm:b~::::.. '01'illt~::.. p '.f:~iifh::~:::.. ":tf::' "j 6) An empll:i~e who is d~.g,.paiJ:li:~ye must dg:ig from the employee's accrued sick, vacation, PTO orCOmp~hnebal' , 7) A written request1tQ. donate lea\tf,hnust be' made to the Human Resources Director or designee. The .........:--.......:.. .;..;.";.::-... Human Resources:::;l()J.t&,ptor shallil~ybmit all requests to the City Administrator for final approval. All donations made will OOIk~gt confidential. "::::ii~~~111Wh:-.~::~~j~~11~~~lW . .:::::~:::::~~:;:::(.:::::::~:~::., 8) The City Administrator s1l'UWhave the right to deny use of donated leave or limit its use if it is determined to be in the best interests of the City of Farmington. Any employee requesting donated leave must be willing to share pertinent medical information to Human Resources and the City Administrator. 9) The Human Resources Department will subtract donated leave from the donor's accumulated balance and credit the donated hours to the requested employee. 111 163 Aid trJ \f:?'i ..:~ .~:~tjr.t~. df.#i.:If!Ml.':tV tIj.,,@::... .. ~it~;.;:f/... .{.::r.WMi.~ ..~>>%ff<"UX/.'W ..~~...$::fP4j!h', tW,.p :~::W'&. $f;. ..,S '(hit: AB"'4?t. Afi"':~.~. -::-=--=::;".=:;':'.. ~~ttr=*:;. q-~ .~- .,~ Wb .".......... ~~A.Pk0....' ~.4.ff&}.~t.btWjkt::::,> @f..$r .';W:"x,::;,:=::';,; :~r!itfF' .'~qM&~" ....-:......'!.-7...... ...~~>>:'"....:x.... 'Vlh:.. ,.it0'!.b.1 ~~~;::::.:" ':'~t$.; "+;ifft/., "Y~.. '.;Wh,.It., "%!fqllh ~:, "4@:" 61 ""4ailik~:.. .,~.~..~.W..'.' J ";;:@$@!.w .@;;,E/ '::::~~.:.'~~. 112 164 Section 5.17 - Job Related Injury or Rlness All employees are required to report any job-related illnesses or injuries to their supervisor immediately (no matter how minor). If a supervisor is not available and the nature of injury or illness requires immediate treatment, the employee is to go to the nearest available medical facility for treatment and, as soon as possible, notify his/her supervisor of the action taken. In the case of a serious emergency, 911 should be called. " ..:;~-W~: 113 165 ~f'J .~ 4. xli' ./~",.)f:.W;P ;o-/.~}.?~;;...:::. 4i1if.K$b. 4'" fif' -<f$: A.,'J Vir. I' " ~rth::. '.ilf::>. '.:~.:;::%':::: ~;1& '-<111 fib 'qj'j.: VJP /;.#1./<<<- /.:::::::.:;::::-::P{,(f::::;-':X-:-: A1AWrtW&tiWkW0: ,.WP" .'<tr'f!:~, " . UtA- k.fu Wf~' .,:. W& ,~ '~;-:4&"'.F+~ .,&..t.i.#? ~~tti#/ 114 166 Section 6 - Compensation and Benefits Section 6.1 - Compensation - Job Classification and Evaluation City employees are compensated according to a uniform pay plan approved by the City Council. This plan establishes the pay grade and pay range for each position within the City. Factors used in establishing pay ranges include but are not limited to prevailing rates of pay for comparable positions within the City and other public and private employment within the area, ability to attract qualified personne~ cost of living factors, benefIts received by employees, the fmancial policy of the 94yand other economic factors. 4JtW:: As part to the uniform pay plan, the City of Farmington nmfAitm; a job classification and evaluation system for all positions within the organization. Any adju.~.,trfs1#tJhe job classification system will be based on changes in the responsibilities or duties of th~d(la$sHicaii8h~lfederal or state law, and the City's fmancial and organizational status. A7fI8fi:ii>::q~-1'lt. Assignment of job titles, establishment of J.::' qualifications'::<'_:b}~e maintenance of job descriptions and related r.ecords is the responsibility dtti.he HumaPfResources ntiiktment Section 6.2 -1imekeepin:::.nd p~~ " Pay Periods. All employe~f';(lIt$;!9iweekl;~&be CitJ.'.in~d":~'iaw to make deductions from an employee's payroll chec1&~H*ludn{gf~ac.ial secuRI~JlB.t{A., fe<fdFilttncome tax and state income tax. ":q~~*W~~~:, ~::tilif:fu: \~~ili~~jrfJ;?~-' ....:::::~ Time Cards. All employee;:(~~s,_ co~ll~Mt:~d sig~[~eir own time cards on the City approved form. Accurately re9:9r.4.m~iYm!? woi'k.;Wiplie't:iqib.2.l).sibil$'Ykpf every City employee. The supervisor will review and/.::::d-iif6o/g~;lfii~.eshrili.;::lkfore sfftWlttwi'~i!:tf for payroll processing. Altering, falsifying, tampering ~i.rtime recordS'f~f.i~rdirlg;f.ime on ano~RiF'employee's time sheet or signing another person's timesheet wrntfplt in disciplrrr::.:::~ctiolij:;~p~:!O and including termination of employment. ~ff4t~::. "::~~lt~. "::ltIr?f?:~. Direct Deposit. .A1t1I!JPployees al\lrfequire(r:~::to participate in direct deposit. Direct deposit allows employees to have '''tij,jif:::.. payroll:9.A~ck electronically deposited into a check or savings account. Employees will receive '~Hn!}1oll st.lt~went each pay day. ':::f*lft~~~.di.~ll@.tl' Pay Corrections. The City uikai:aiit::reasonable steps to assure that employees receive the correct pay in each paycheck and that employees are promptly paid on the scheduled pay date. The payroll processor will review each timesheet and, in the unlikely event there is an error, the appropriate correction will be made and the employee will be notified of the adjustment. Personnel Data Changes. It is the responsibility of each employee to promptly notify the Human ResoUrces Office of any changes in personal data. Mailing addresses, telephone numbers, individuals to be contacted in the event of an emergency, etc. should be accurate and current at all times. 115 167 k~trt . ~ <It ,.@ .~ AII'f '%Y,+};. ~W.iM~'" .4'41=;;..0,;,. .N~'?:$"/.-::x::.. (fslP ~l+~,. "':~:0ff "~~{.~{w:::-" .,,~, "'::f.fu ~. " #"P1' .;tllii'X ..dlf;t/ '...:.. - " "'t~Wi:.:.:.. %.#% ":o/@.-,,' -.W' r.::;::::~f~~~lrl*J~J.::-#.::::..~ qI:@JW@:t'-Jh} /@f'J$ ':@4tf.$., .fA/f./ "::::1ffi~ "'~<<"i';" tfu; "0.:"":"::?~ %, ''''Wtfu . "% :::e;;: '% 45Th %:~ " , ~ 'Vtfi,y 116 168 Section 6.3 - Performance Reviews An objective performance review system will be established by the City Administrator or designee for the purpose of periodically evaluating the performance of City employees. The quality of an employee's past performance will be considered in personnel decisions such as promotions, transfers, demotions, terminations and, where applicable, salary adjustments. Performance reviews will be discussed with the employee. Employees do not have the right to change or grieve their performance review, but may submit a written resp9nse which will be attached to the performance review. .;;~(i:[lrJi;): ..::,:::,::::::::::::::::::" Performance reviews are to be scheduled on a regular basi~(:jl:::J,~i$:::~nnually. The form, with all required signatures, will be retained as part of the employee's perso6hi)/tiIe:A;t:t:::. ~;:;ffi~~:OO ~~:~. informal Perfo~~S :h~quentlY between tl1e Signing of the performance review document by the':::~fu.p'loye.etiitmowledges..'tffii't;::the review has been discussed with the supervisor and does l:'!9.t;n~~essarily c6~.:f~eement. Fail~~i:i8 sign the document by the employee will not delay processirt~t:@@iliihk '::;::Ut~~:,. Section6.4-StePAA. ~, Movement to a higher stJifcl.ithin dji:~ salary raiii.~:::..established for the position through the City's compensation p.lqg:;~&qp.tingell~PRq!~~tjmp.1Q,yee's:::lii.i~factory job performance. Based on satisfactory performanc~d~jfiip:I&..}way Hlfli!!~iblt;"':lgtt~~~i!ye'\~~'Step increase to the mid-point (Step 5) of the salary sch~dyl,;:'on their jo6i::~}A$,sific~iQ.p" anniver~~#ate. A Department Director may deny or delay a step increase:::W:JJle employee~~::::~!foriffifBf.w. is not atthe required level. Except as otherwise approved, length of servmq::tY.~!~ not autot.iliit~m~ly be:::t,t!!;!~d to a level of compensation within the approved salary = Pay: , ) %# After the mid-point, there\~:l:~[~rtrtunity for employees to receive a merit pay step increase. The purpose of the merit pay systenPis' to compensate employees for attaining goals that result in an increase injob responsibilities that is an on-going part of the employee's required duties. To be eligible for merit pay, an employee must: 1) Meet performance expectations. 117 169 2) Set and achieve merit goals as established by the employee and supervisor; and approved by the Department Director, Human Resources Director and the City Administrator. (For additional information, please review the Performance Management System Instructions). 3) Continue to perform the increased job responsibilities, for which merit pay is received, on a regular~ on-going basis. While encouraged, it is not required that employees strive for or participate in the merit pay program. Merit pay will not be given for one time projects or for doing mo,t';:9:tthe same or similar duty(s) already . d h' .. ,':;':'.':':':':'.W asslgne to t eIr pOSItIOn. ,~AWgw::: ~~ 4tftt . '<_h ~1%/j7\,W!{>. ~]'I::':::, /,.,"<~'ftJ.h "'\iWili'b:. AI}} ~;& ,.:,,@:,. /{.f.ff:.r;:.:;. ,.,,,.:0' ,A-t.' . "'~:ri..[.:..~,.r.'..m.Z.~.tf$7:~:4J} \::Jr~j;~Jtrl::::.~. ~. ~~;jf7" "+''''''''ii;'' ":qib, ';'~;;;;f;tlfiJM;}t::~" "Vt&.::::.. ,~, .;:.:t;~JIJj,~f.h (f%,,$IJ.%:4t~% ~w 'LY~' ..w"...'t$. "'~?I@Mri*it#4t=+::':.:., :\lh ~, *'. ..:~~~t:B:> ml V ..::::~~~~w~v 118 170 Section 6.5 - Overtime FLSA non-exempt employees, who work in excess of the regular forty (40) hour work week, will be compensated at one and one-half (1~) times their regular hourly rate of pay. Total hours worked must exceed 40 hours per work week in order to qualify for pay at time and one-half. Overtime work must be approved in advance by the employee's supervisor, department head or City Administrator. An employee who works overtime without prior approval may be subject to disciplinary action. Vacation, sick leav~ and paid holidays do not count toward "hours worked" for overtime purposes. For the purpose of computing overtime compensation, overtim~{n9.Ws worked shall not be pyramided, compounded or paid twice for the same hours worked. Ovsnl'fWill be calculated to the nearest 15 minutes. :{ili'I~::::::::{:::;::::!!!r;::;:t:::::.. All employees are required to work overtime as reque~t!~:~y::'their srip~b4:~ors as a condition of continued employment. Refusal to work overtime may result milfli'81plinary actiori:?ijp:W and including dismissal. t&:Wil:;;'~.. "::::I~~~~~~~t?:::.. FLSA exempt employees do not receive overtime pa}jlw genera~:J~mployees:::iij,:::!I~cutive, administrative and professional job classes are exempt; all others are nQfi\i~;xe~JI:f:' "::WJlt~::.. (f=[tt~".. "'::::!~afjJmrl:r:::::' <liP Due to the seasonal operations of the Out~9.Y.i.:BQQ.J, overtimeq~ii.9t paid for pool staff. FLSA non-exemPk!!.mployeci~::;;b..9:lfl!4.abtJ~.1.{ces~'::i~&I;the regular forty (40) hour work week may be granted com~p8~:11~tW liear::ijFrtiffiij:j~i,!~~~lpdffi1.'i.1st be approved by the employee's supervisor, department;UP' or City AUmjp}stralQ!RfompenSat&!&::Jime shall be at the rate of one and one-half (1~) times the hB.~orked in ei81~~:,of tRi~t~gular work week. The maximum total accrued compensatory time shall notK(a::.. d forty (40) Hij'(ks er'%~::?:::'19. ee. :::-1$.,.............., p etUlti;::" y . ,~itt~t~~:~.. ..::~~~~flJh "~~r@t FLSA exempt empt6}f~j~ are not eiiii~le for compensatory time. ::Wiffi.h, i:rli Accrued compensatory tiHi~t:)vi!.l.r.;~~rtaken as paid leave with prior approval from the employee's supervisor.::4fJ'frrf=~F Compensatory time will be based on hours worked. Paid vacation, sick leave or compensatory time will not be considered in computing compensatory time. The maximum compensatory time accumulation or any employee is 40_hours per year. Once an employee has earned 40 hours of compensatory time in a calendar year, no further compensatory time may accrue in that calendar year. All further overtime will be paid. All compensatory time accrued will be paid when the employee leaves city employment at the hourly pay rate the employee is earning at that time. 119 171 .4 ~. ~ ij ~ ..iph. I' ,#..... 44'-$, eft! ':i."#h, ,";'::x qw;' ';.:@t.?:::., ..lgA ":;.r:$'* ..Pi;JY':*.*.#'~ ""'-Wit ':~:7.ft! '~. Jf)Jfffii .,\ ~q~>. %)@:t "<, /.;:6:Ml.t@fi.-~? /~~ff~Y*-4m. ,'~""" .....,w. "..:,...it::; it{tif~~~ "~:~Wt:::~ ",.~:..,.., aM.': ., ~ '+,:. I W~tfu AIJlf.l '~-lik$l@.F ':;4f'? 120 172 ISection 6. 7 - Severance Benefits Regular, full-time employees who retire or terminate their employment in good standing with a minimum of fourteen (14) calendar days of advance written notice shall receive severance pay in accordance with the following schedule: For Employees with accrued Sick leave: Upon completion of five (5) years of continuous service twepty-five percent (25%) of the accrued sick leave in the employee's general sick leave account u!?:;;tfj940 hours. .-::ff~~~~~;f(. Upon completion of ten (10) years of continuous s~dilrfi:ft:y percent (50%) of the accrued sick leave in the employee's general sick leave accountv'i[fif 101{P::b.9urS. For Employees with PTO: ,.~", Employees leaving the City in good standing\~Uf.;r~ceive lq,Q,~ ofthek'::itt.q~lleave balance as compensation (applicable taxes will be withheld'WlmPloy&~~!.1.iave the optfcrtsf..directing those ........ . .. . ;.: ...;. . . . . . .... ~ . . .... . . . . .. . . ... dollars into a 457 deferred compeI(sj}i9P plan (subje&J.l:t9::J.~' maximum defeITil"regulations and Minnesota law). ~ '" An employee who is disc~g,~ill9f~~ho resig1ttJ~vith~tit:!.lWlad~ih~~tPotice of fourteen (14) calendar days shall not be eligible;::ff,,~qgfitij~I:'Y' '~ii:m::~!:;:~:::f.rIJJfP~{lFt:::::]f!ti{~~::':::::::" In the event that the emp16!~. is dec~led, the st5v'iiance pay benefit shall be paid to the employee's beneficiary. . 'h.XW/~f.~>>'/,::,:" "+tifib:,::..::~i;~::~ii::!mttb~.'Tt:ir!h ,<%.':::':::'.:fW;:=, ,,,,. ..,..............,..~...."',,..'::::::::-!',. ....",. ,f.tib.ittg~ttllit:$, ...:Wht}~:~j7 ,...'~~:::0n::::,... 'ttt:::,. This benefitjg,.fgulaiedflft~ em':::::t&:::: 's curi&hFta=te,.olwa . Termlnal~4 "X,.~ p y An employee who":H~~Jgps in good":If~ding and gives 30 days written notice may elect to forego a lump su~ pa~ment for ac~li~~w:~ed ~ai<lttcation leave and sick leave conversion (in accordance with this polIcy) m favor of gomg on.it.~nmn,~leave. ":::1~:::i:tJMWIW' If an employee opts for ter:mirlltlf:leave, paid leave accruals will end on the fIrst day of terminal leave. Employees may also elect to have their COBRA premiums deducted from their bi-weekly terminal leave. Terminal leave is subject to all applicable payroll taxes. 121 173 ,,:@,=W$m /.A$~;::';~;.:t.f...""f:~;" .<<:~,-,,''''7.<<'''-''''-;'''-' -......... ijMit.~h:::~;::d@i:.::;:,. t1~'P:Y %1ltil ':~h: ,..<]~ :;i*W::::::jt~ ,.~ '.:::W}'& ~:w;:: "Wffu. . V .-qj:fo/7 .~*:-. At-:< /~r.' 4. 11'~'}~' .it: %}. +J3~::.. ..?if:? "~@@?;. ~J'Y~ ..=v,:* VP..:: "~4ill~:- '-:i~::-... .'t. .1It' <illt :::-~. 'fff 122 174 Section 6.8 - Group Insurance The City of Farmington Flexible BenefIts Plan allows regular full-time employees to use the City's monthly contribution in a way that benefIts them most. The City's contribution may be used to purchase benefIts from a menu, with some benefits being considered "core." Core benefIts are those required for all plan participants. Any money left over after purchasing core and optional benefIts may be taken as additional taxable compensation. A more detailed explanation of the benefIt options available, enro Ihnent periods, and current level of City contributions are available through Human Resources. Benefits up.41::~ity-authorized insurance programs are governed by the terms and conditions of the respective insm9:~;policies. Health Insuraace., ~,. Health Insurance is a basic benefit available to .A!IJmie regular erri~i9:~F:,es. Employees may choose single, employee plus spouse, employee plus child.tii{or family coverage;:::i@4~r the health plans offered by the City. If an eligible employee already has healtfi{~9Verage a:p'.~ can showlptgpf of insurance for that coverage, the eligible employee may opt out ofhealthln~H;W1C%$9lerage provid~~iJby..the City. AMb::.,... ..::::tWt@ili:~mr:::" ..::::~t!p Under the opt-out provisions establish~;;:~~:[!h~. LOGIS"::~i.t!P Care Consortium, an employee may choose to waive health insurance coveiig~'-":wtm\:P!oof o(lhlf~nce. Any City contribution dollars remaining after an employee has purchaseat~~quiiea.:::::~4. optiorti;ttm:nefits, will be either paid to the employee as taxable cash qff!:~mf.i~uted to .\:ta~::., empid:y.Il~~t:fl..eferr&!::;p.pmpensation account or Health Savings Account. If an~.iJ~."iyg~t.t~iyes the h~~.Jh. .~maHE~:::S9Y.J~ra~, the value of the lowest single premium offered by the i~tI; along 'W~th., dental _Se, life IRs.nce and any supplemental coverage shall be used to calculate':{tl1.fitremainUjgi~dollars d~jtSable cash or as a contribution to the employee's .................:0;.. ,.......... .,..........:;:: deferred compensatjgp- accourlttij~tb.e~ltl;~a.ymgs accdiWit,(HSA). DentaIInS~~ "' Dental insuraK4.)J~ a core bene~:m~d alrSUkil?le regular full-time employees must choose either single or family coverage~:f~i::9~ntal insuraifl):!S pare6~1.'p.eir benefIt package. .. ":~::~::~::::rhb:.. \;:::::;1\ '. BaSIC Life Insurance ":::::~~::::::::" V'!:i::: ":<ill::;;;> .il" Basic .life insurance is also "WiBf$l;,liiefIt ~hich all eligible regulm: fu~l-time employees ~ust take as part of theIr benefit package. BasiG:tllfe conSIsts of $50,000 of term life msurance and aCCIdental death and dismemberment insurance (AD&D). Supplemental Life Insurance BenefIt eligible employees may purchase additional life insurance at group rates through the City's group insurance contract. Evidence of insurability may be required and the premium is determined by the amount of coverage an employee chooses and by the age of that employee. Premiums for supplemental insurance purchased through an organization other than the City group insurance carrier is the responsibility of the employee although it may be paid through payroll deduction. 123 175 Spouse and Dependent Life Insurance Benefit eligible employees may also purchase dependent life insurance for their spouse and children through the City's group life insurance carrier. Evidence of insurability may be required and premiums depend on the coverage selected. Short-Term Disability .' ..:dEL Benefit eligible employees may purchase short-term disability .Ymlirtce. Premiums are determined by the coverage selected by employees. ..::::~~.#,,~: . . . "':::::" {fJI~w/.:~~W4;:Ith Long-Term DISability ./::;::;H:~,\::::Wit., A({tt?l~~ ~::::~~*rI~t~::.. Benefit eligible employees receive employer paidjli~g:term disability iti:Sbtm~e. The elimination period is six (6) months and the maximum amount of c(fyi~ge cannot ,,~xceed s4>>~rcent of an employee's income. .' '" , The City contribution for group insuralf~~::;.K be not apPUIt.:~'to any other types' of insurance that an . 'ok;"':':':" '.-,:X::-:::::}$."... ..:.;...:.;.:....... employee has establIshed through payroll a~gliet{gm!l~e., PERM:m[~ Insurance, AFLAC Accident, etc.). . .., ." .'::\j::ill;:ih '''::::'W(;:t;jWJ.h':=i:::... '::\::;:~~~:il> Changes In Coverage/.:::;:;:WJlli::;:;<:..'::::?:$, -'!~::?:::::::W:"" "::lilli. /;.::~rillff.ti~~jfiJ};/... ,.:~tf4 _ _.#Jlt~rWJ}*~3: "':0)~' The employee is responsi"~!~'r nJ"ffI~~ the H.;14:*=nffil6~~;W'lice of any changes that the employee wishes to make in the emplo.M~'s insuilfe coverag~119r retirement plan, such as: ._:':':':"'.". ":(~!:~:iftb ..JlIttf&k~,..':~i:::~t a. Change Q.f::~U.Qt.~$~9.r phontrflif'w..I'>...,\Wt.. b.C~' ,. c. Change or~~l~r:~clary..:::_~?:., <ftp '-:~qmm}t...... \~:f~l ". d. Change in type'"'()'ll~Qverage. wm . "::(~f$b:::::~ Alli::~[ri' e. Change of marItal sta~UiM{:- '-:0l;'::~:"" ..x.:-:..... f. Change in number of dependents. 124 176 Section 6.9 - Other Benefits Post-Employment Health Care Savings Plan The City established a Health Care Savings Plan through the Minnesota State Retirement System (MSRS) for certain employee groups to contribute pre-tax dollars to cover post-employment health care expenses. Contribution rates and plan details are available through Human Re~qurces. "::::~:::::::::::" ..:.:.;.:.;.:-:.:.:.:.:.: ,.:.:.:.:.:.:.:.:.:....:.:.. Deferred compens~tio~ ~.. Deferred compensatIOn IS a voluntary program that anoW.s::'1\ff:emplo~~tto save and mvest for retIrement. Federal and state income taxes are deferred until fun4~~:.::'withdrawn:::::\::::::::\~::::.. ..::::~f:~:~:j:~:~t;~~~... ..:::tt~~~~?:::.. Under Section 457 of the Internal Revenue Code, ~_(~ployee may gener=rf~:~n;.fer each year a maximum of 25 percent of pre-deferral taxable income or an 'iffib;Mnt determined by th<Fniternal Revenue Service, whichever is less. Participation is handle4. through pay;8l~q~~lJgf4~)'so taxes ar~::filiw.ed each pay period. .. .,:~ ...;-:.;.:.:.:.;.:....:.:::.:.:.:.:-:.:-:;:-.. ":';"-:-:'::::~" Plan details are avaIlable through Humanin.e.SQurces. ":::wwrrw~:' "::::::" Benefits for City Retirees~ '" Minnesota law provides ~9:d~!~i9..n of he;Il:, and 'q_kwsuraH~~:~: to former employees who are recei~ing disability be~~1tg~p>rtdi~'Jpe an anH'l4\Rf!Wrve'::Wi'~:J11~ age a~d service .requiremen~s from Pubhc Employees RetIreijjfe.nt AssocUltwn (pERAfitWe former 'employee IS responSible for paymg the entire premium. Effective st4.twp.ber 1'filp08, and 2alistent with Minnesota Statutes, a former employee may continue dep.@n4.~!1t covef~~d?w~*m~b~h~p1plo~:::f.:~ceived dependent coverage immediately before leaving emp1gYl~j1t.ttitJ;hJhe Ci!I~J'Mlffii~l;tqbP~Y t4~:)premium in a timely manner will result in termination(ot1~6Verage'::::S~;Humaiflte.s.ources 'iditplan details. Retiremen' "" · The City participate:;~!h4p.e Public Gloyees Retirement Fund (PERA) to provide pension benefIts for its eligible employees. tH'iJ!Y and t.i:i;:~mployee contribute to PERA each pay period as determined by state law. Most employees::~m:~:alsR@jq'uired to contribute a portion of each pay check for Social Security and Medicare (the City matchW$.:::m~::~fuployee's social security and Medicare withholding). ,.~~~ttl~t;.' For information about PERA eligibility and contribution requirements contact the Human Resources Office. Employee Assistance Program The City recognizes that a wide range of personal problems may affect City employees. Employee Assistance Programs (EAP) are designed to provide employees and dependents with confidentia~ professional counseling and referrals on personal matters affecting their physical, emotiona~ and 125 177 professional well-being. The City offers an Employee Assistance Program in conjunction with our health benefits through HealthPartners Employee Assistance Program. See Human Resources or contact HealthPartners at www.hpeap.com for more information. 4 h.:-=::- II "W.j ...~ ",SA AMI? ~:.~::;:..:....::::.x:r "....~:w. ;Wifp./'" 4~k::::~'" AilljP'Jlil:.. -:::::::x:-:W"'- '=::--;::;:::::::":" ':::::?'" "'4.Y {~.;" ..4_J~ "'?fIAx /tP~ ~W~k~:., ~~:;:::~::-..y;... ":::%rftt:::. ":Q1&JWb '.:.;:x.:.m "?J@ ..~~ ~ "'r):~.. .-r,. . .~:tii'tb:::.. I: .......,/.. Willi "\~j~:filt. pJij ":+'1' ..:~:s:~~::. 126 178 Section 6.10 - Workers' Compensation Procedures When an employee is injured on duty, a First Report oflnjury and Supervisor's Report oflnjury must be filed with Human Resources. The insurance carrier will notify Human Resources of any claims approved for workers' compensation payments. Under Minnesota law, workers' compensation payments are not considered salary for PERA purposes when issued by a third-party payer. When an employee is placed on extended workers' compensation leave, the employee generally receives a payment equal to two-thirds of his or her nonnal wage. PERA is not deducted from workers' cQmnsation payments. If any employee chooses to use accrued sick leave or vacation to make up the 9.l~tiriffie-third of his or her wage, PERA is d d t d fr thi t ..::~::::~~r0}.;::;' e uc e om s amoun . ./t.nW1(h ~~ffirf~f;:::' ~~~~rt~j~~ili~~::.. No matter how minor an on-the-job injury may appelW~[:tt.1timportillit:t.lli1t it be reported immediately to your supervisor and or the Human Resources O:ffJ~::i[!f[is enables th@~::~Ugible employee to qualify for coverage as quickly as possible. ~ " " Section 6.11 - Healthcare ContiniifJ1'iJJ(;l!Verage~;;rqQl!RA) "~\@fu .~ '~%f:~il~;wJ~~:::..;.. ":::=\lJ*::::., When a covered employee ceases emplo~_lJvitiflh,;~gy, ~~ln~. coverage will be discontinued on the las~ .d~y of the mon!~Jf~'lJtiY~Wg the ~:: of t~lI~igp: T'f\~lfedera.l ~onsolidated O~bus ReconclhatlOn Act (cq!t:,,::::.:,~,Y:glv~Wi.;smployee~~g{aljj;fft' ":ql,1JniU~d benefiCIarIes the opportunity to continue health insuranfq:Itpverage"::::l:yer the ~1.!w:~f:health p=ffI::' when a "qualifying event" would nonnally result in the 10ss"Tft~llgibility@$ome conii11QP" qualifying events are resignation, termination of employment, de!t4:J?:f::.:~ empt{f~~@,..:::OO::;i.fptMg.:y~e's d~&r.ce or legal separation, a leave of absence, or a dependent chjtJ~nij(_ti~etiIf~;,~~Jt1?illf)t~<t~:i:r~~e~~. Under COBRA, the e~p~oyee. or beneficiary pays. the ?illi"S1; of cove~irh:~t ~ti(;t~&ts group~I;1I=Jll'ance rate plus a 2% admmIstratlv: charge. To contmue msqr~ce coverage;':m~ijllumsq:g,y'st be paId-'ll full by the separated employee or his/her spouse d d "::Ail;::. . "::f':::>'~" "::::::';~:::::::" or epen ents;'::=q.tt~9verage WIl114P.~' '~4;m:h,., ";;:;-J.fh.. ~i~r%[ii:: "::(r,> ~uman Reso~ce~ wqxl~k/.lovide eaclliligible empl?yee with a written notice describing an employee's rIghts and obhgatlOns ~~r COBRjlW,lch year durmg open enrollment and when the employee becomes eligible for coverage undl)!'lt~;;'oup health insurance plan. See Human Resources for plan details. For more infonnation about Y&lW::rights under COBRA, and other laws affecting group health plans, contact the U.S. Department of Labor's Employee Benefits Security Administration (EBSA) in your area or visit the EBSA web site at www.dol.gov/ebsa. (Addresses and phone numbers of Regional and District EBSA Offices are available through EBSA's website.) 127 179 Section 6.12 - Health Insurance Portability and Accountability Act (HIP AA) Policies and procedures have been established pursuant to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy regulations as amended. Employees should contact Human Resources for more detailed information regarding HIP AA policies and procedures. /I&@~:: 4(0}/ 4mr::::...:-:... AtMP&:.' AJj;'gf4irh... \Jf"fyi" '~~*::ik" 4.&... .w ":~Wf.k. lit"f "'t.. %Ii;'::.. 'qWw.>. ..::~tf.fu.:-,. ..&~ .,..:, ..:~~,i.}::... ..::if. ~ih" "W <:;-::i@\./.$~)kY' '9%, ..ii"@'''':'Wi.l%illW'''::0' ~, ""\ ""-w1JJiit:::"... .... .,~ .. "'". >". .. ':;""*"::~"'::!'::':":":":"::""'" "~iltA, '~:;:~Wi~~~1t~::". ~K<:>. ~.0.....P...:;....::.;:.~::.f:.(:.'...;:.~'::::[:!..:,..:::::r.::~::.r:::.r::.;,.;,.,~,.:t,..;."',p,x,~,':.r..u.~.:.~:t-...\:...'::,.:::::':.::::':..:.':..,.", 'tjff:~~~:. 4J'11ti~!t?w., '9t,fp ''':.L.:,~/. ;f.;~): \{~:r;tiJf"'" ..:~<ti@ :;::":?~" .1+ ...".., 'YP!A. .tAiL .'. .'~/.{~.:.~.1.~h'~':h:.~.:.~.~~.~.:.y...~..~,::~,.~.:,;:f.~,L.:"ifl.;..~.~.:.1.t..~..::,::~..,...,...... -~ .~ .~ ::W~J.ktlJY .'<:tlW..f ..::::~!:;::::.. /' 128 180 Ai 4' *~if:f1 '~{G "'q Aj.h~, -i.t ., .:6%'k. A,Jfclif:'(.fih,. ..", d&iJ '~:h:.. !fj{4NY. "'%1+ ." '?ftri'1. ~~\ 1'::@k. ~?:~p :?x.:x'O;f@......-;. ..:<$i=',.,~~;NM$~ . ..:y......... ..........:::&":=?:::$. :- '\ lJijP@.;@~~ \.. @';:w '~/.~~i:'.:iillt.~ gmt.:, .'....Mw,. eke ""tmt?i '\t..J.i&, . "".r- 4f#iJ;.,.. 'Wfb '~%w.:::~, ':v.w.r +f1f;:.. "'l %.~, '8 ::::::::;::$"::;;. "'h.~:::: "?::l~*& #N~ ,.::;::-f1th /. ~:';;,$'_&f~.l *t..&f:h ..~=%w~. 129 181 Section 6.13 - Use of Exercise Facility The City of Farmington encourages employee participation in health and wellness activities. As a benefit of the City's wellness program, employees, spouses and significant others of employees, over 18 years of age, will be allowed to use the exercise facility at the Police Department. However, children of employees are not allowed to use or be in the facility regardless of age. Procedures employees must satisfy to use the facility: 1. ~ually, ~ubmit a si~~d form from their physician giv. slPployee clearance to use the facility (WIth or WIthout restrictIons) to the Human Resources Qflllfihent. 2. Read, sign and return a Waiver of Liability and Rel~:r.6._ 3. Receive equipment instruction from a City desig~tegfup16~S~'k 4. Once this is complete, the Human Resources .?J.I:~i,will provid~:l~1Z~ss to the facility. ,.,4....{.if "..%.::::~. .dMP~l":~~.." Procedures spouses and significant others must satmfY:'to use the facility: "':.:!@rb:: 1. Obtain approval from Human Resources D~:~~t~l;)~:,. 4;:r~::;b:V;:~~rtlfub 2. Annually, submit a signed form:{tmm..their physI6tiM~~g clearance to tillthe facility (with or ...........:...............'.., .....,::::',;!f.::::- without restrictions) to the Humait,)R'~9.!~~s DepartmtA\~.. 3. Read, sign and return Waiver ofLii~f.MtY'.~l&:~Iease fdffBb", 4. Receive equipment instruction from M;Qity desim~&@d emPtQY~, :,:::&ttW&~..k.~{mh..<fi.l&)A.,:" 'lWibJ.:, Employees must accomp/.~~yt!lteif!i~l~e or si~~~aqt:::9'€Fti:1!UJini&S while using the facility. Failure to abide by this policy dqg:::!ts procea;.s will rftJ:':::'susperiStd:nWhfuser rights of the facility for the employee and/or spouse/si_eant ot~t. The suspq~Jon length will be at the discretion of the Human "X:::::~%.: ','w..% .....:::.,.~ Resources Direc:~.fi:Jl.p"?n te~~i?g;li;fm:Rl,RpnenW:if.~ility access keys must be turned into the Human R D a:iihW'tiit.......:.'. ./0.,":.......,w,""..~...._.,:...."...,...,,;,...., ..)~ ......... ......... ......... ,........ ......... ........ "':':':':':':':':'. ...:-:.:.:-:.:.:.:.: ":::::~:::i:~!~:rti::::~:::';: ..::~t~i.JJ~t?- 130 182 >P.tP:MW@t.:; . . A4..'$@%z4f&~'<" e4j::::' '%A?;;.::% ::::W;%;: ''''.zth @ilkw .e., '4';W*-lli' \'it; ''''''<'*'''1% ""~.,,,~, <i: W;$: '';;::''/U< '~~.h" t.ll ':W.J.b.. :::::~ij:l . 'QJ:~ tl::~~ .WJkb . alM!1W Wb.~:r., ..::m"w ':&~'3?:',:, ":::::::::::~,;, ..:--...:.." ...:::::-~~:-..~ ":;.::eAw::JiW "~m=::::::::-'::::::::::::r %Mtv "~';;$" ..~::fh. till?? '&&4;:' A:;:Nt.. 4lmWL Ai':'~~';'~;)@':::f':::-i:' "::::::-:":$:;:::: '-:::::::-::::::::::~:" ,'+J.if.+ .+:~:I:' :::~:::~~+iV' "::::j:'q;~tJb;:,. .,,"::,/.::< ':<b:",.. /l Arm" "':::r:w:.'$:., . " ,l:ff}jffi}. '. ";-%$.;-:::. ,.... "'~.g:.::ffi:. . "-::::=rZl1?..:. '*'f_ 131 183 I Section 7 ~ Safety Section 7.1 - Safety Policy The City values the health and well-being of all employees and has a responsibility to provide a safe and hazard-free work place. The City emphasizes the need for safe work methods and practices at all times, and considers safe practices an integral part of every job, performed by authorized City staff. The City is committed to providing properly functioning equipm~Bt~ protective equipment and devices, and in the event of an injury, provide employees with an accura!~~_eklist for getting assistance. .d.#{#~:t The strength of the safety program is built on the active p.djf~i~i9!land dedication to safety on the part of each City employee and by the Safety Committee cOWP'fi~Ea of i8p.t.~~/.entatives from all departments. 4Wilil:<flb, . /.:@:?:~::~::~::::... --\#47:::. Each department head has designated a Safety ~rRt!jentative for his of(q~}respective department. The representative's responsibility is to be the departme.n!fp representative to the~~M'~ty Committee, assist the Department head in implementing safety programs"V~"J1 pote~tml..concerns;:::iiji4,~,::~ncourage supervisors . . ":}~:?::}." ..:::6:,:,'i:::::~::' '&:':'::~::::, to strive toward a safety-conscIous workp@.ce. ..>{tlh4ffMW';'{~kk;', @1;1>:::,:... ":::q*Ei'ifv ":~(~ Workplace safety and the protection of'~I::~tgp'xrtY are ti{~{f4~1?onsibility of all City employees. Each employee shall be responsible for complyirt~:wii1f:fipp.li2able depl!went safety rules and regulations and '$.:":"'~" ''*'''~'':':':'''''''''''' - '-:;"'~~"'::::'" for exercising reasonable judgm~nt in followmg safetY:}P'!q9.tices.'~q'partment directors and supervisors . . - ....:.:.:.:.:.:.;.:.:.~........ . ~:::::~. '-:.:.;.:.:.:.:.::::~... ..:x-:;&"::::-~ ,. . . . are responsIble for taking,dt~j!:!i:lte actIonsM9Vce ~1;~mm:&~1lwar~fPr as notified, that mmIm1ZeS or . . . _<i~.:.:.;.:-:.:.;............If:W::;::.:: i.::::-:;:... ::;l~Jfr" '-::':':';':':':=:'fu elImmates any potentIal ~1.~Wconc~~. 'tEli?, .""iVPt _..:~t.Jr '\. 1~. T- Safety CoordinatOl!::and ReDresentativesmWh~,.,., 181>> ,,:::&f'~~MMfiiftffb,. "::::Wff.~::" "..,:~4?4if,~th?:::~~,.. "'iff? The Humag:;m~sources D*~t3*;',~ th&"!-~{~ty CoofdiQly)r for the City. The Safety Coordinator will serve as Safety Cowmittee Chairpe~Q.nls) arldlwJJl implement the Safety Program Citywide. Each Department Head will desigq~]~t a ~afety Re~Jt~tatf~~E:their depart~ent. The S~fety R.e~rese~tative will serve as the department's ofliwal represen~tly.~ to th&iSafety Committee, and will partICIpate m the development and implementati01i'h:g~!f.itywide sdfiJy program. . "::q:::::::;;!:::i:hi:::.. .Ar, Safety Committee ":::(~{i8if"fi' 1) Responsibilities, Meetings":~iHd Membership. In recognition of the City's responsibility toward employee safety, and in response to Minnesota Department of Labor and Industry recommendations under the Occupational Safety and Health Act, the City of Farmington sets forth the following: The Safety Committee has been established as an advisory internal group to promote an orderly and representative approach in dealing with employee safety programs. The Committee shall have authority to oversee the fo 1I0wing general areas of responsibility: 132 184 a. The Committee shall review matters of immediate importance such as safe working conditions, emergency activities, personal injury or damage incidents in order to prevent recurrence. b. The Committee will promote safety education. The members will educate themselves in order to better equip themselves in dealing with safety issues. Such educational activities may be in the form of research, inspections, lectures, demonstrations or any other forms. c. The Committee will advise and assist the Department H~Ags in the implementation of a viable safety program. It may undertake inspections as dir~~qrKnd assist in maintaining compliance with Minnesota Occupational Safety and Heal~.ijt$._4ards promote good employee safety attitudes and assist in the development and enfotliherit::~~~~fety regulations and procedures. .:::(t~:::.. .,:.;::~~." "{~~?:iit:;:;. d. The Committee shall hold meetings on ~::(~lilk basis and':dtt~nYise as needed as determined by the Chairperson for the purpose of ctfMif6ting committee bli~m~ss. '~Wi{:~}:::::.:..::~W;i;tth, e. The Committee shall issue periodic reports:::a~tailingJi~cjfic safety isijt.l~:addressed within the work place. Said report(s)s~l be distrib~lmb:tij::!i:tii~' Management;:iif.6hm for review and discussion. \i~ll!l:~:~l:*lb:::... ":::qj:l::~I'lr;::..,r, The City safety program p;;;:" .,"' ,. a. Safety inspecli~.dfttij'-fJY.~rk plac~i'RvirR.enfmW~9.~iri:ef; and equipment, procedures and work habits/~E~l as a:~'ll to fIrst~~~1ff~i€inerg6rl[fljnedical support access. b. Incident or compi'mhre~li.li9:t.::~pecifid:jj:l9.rk locations, accidents or injuries, machines, or eqYJR.~~~tkf@'Ronnii!ij~~IW6f1{{t1b~. or ljl:~edures to be carried out in the event of a lost- .,dfJK6cidenWlm:~, reP6t.tt4,: or sri~~~t~4., lfe=itlth hazard, an employee complaint, or a ~sor'sre' , ~ .. c. Safetitif}nd protectlontDrp'cedut~ttbat make known to employees the eXistence of potential health::~.ds, proper ftltective pfocedures~ and safety and health rules and requirements, as well as eiH'g~.ncy proc~wes. ":::::::::~:::::::" [::::~~===::~:: ..=:tf:li~::::.. .If:f:~~f:~~~~f:J d. Safety educatloijRpf9Bhs which provide safety information and training to employees through demonstr'iitJ,~ training sessions, and verbal and written communications. e. Program enforcement through managers and supervisors who are knowledgeable in safety procedures~ who promulgate safe safety attitudes, and who publish and enforce compliance with employee safety and health rules and regulations within the sphere of their work authority. f. Department Heads and Supervisors. Department heads and supervisors will be responsible for instructing employees within their departments on safe practices to be observed in the work place and enforcing safety standards and requirements to the best of their ability and authority. 133 185 Employees. Each employee is expected to place safe work practices and identification of unsafe conditions as the highest priority while performing their work duties. Each employee's safety and health commitment includes, but is not limited to, the following: . Using appropriate safety equipment. . Wearing required dress/uniform and footwear. · Warning co-workers of unsafe conditions or practices that could lead to or cause an accident. · Operate equipment only after receiving pr9Btt!:f.faining. . Reporting defective or damaged equipmentlJf:::" . Reporting dangerous, unsafe or unh~.I:tItij::~~4g.itions that exist in the work place as 11 hr h h. '-:':':-':::::-M::;.'" "':';':':';'.;:-;;. we as t oug out t e CIty ,:::;~::::V"::'" "::::::~:f.{~. . 1.:;::" ":::"1." ..:::*"*t~.... . Reporting of all injuries and a~:R!g;ipts within tW~9tfour (24) hours. . Taking proper protective .m~uures to minimiZ!jt::qg~afe conditions that could present a hazard to the pubif6jj~~~lting from City worli1:!::::b:" · Maintaining tools and equipmeilttm. a prop:~t::!nanner, to'::'e.A~we that they are in the best possible condition during usal~t~::., ....AMP}:. "::::\n~,. . ........... ....w""',', ,.::?.%W ,....w::''''' :::::~:::::::::::::th:~:.:. "::;iWBf'/ "::W Individual departments may adopt safety1ij,lmt!):~:~p..~cific to lii~tqtPartment. . . ~{:::!:ib :+~if:ii~~1$:;:::"" "::;;:(:r!&@t. General Safety PoliCies and Rules '{ii\ =:::;:;:::::ii:t".. '\@i;-. "if':::;;.!!:};::" . ..~It::.. ,:-it*@rftt~::::.:.,. ~-t~$} 1) All personnel will t4.gr~~ghiy":rdiii9i~ize th~~r:!i~'JW'itt{i.:iiU~m~cautions set forth in this policy and other safety precautkH1~i:Hf:,emed ri~~sary by tij~:"~fety Corriiriittee and applicable State and Federal 2) ~~;~~ ~~es and regulations regarding personal safety, operatiofilOF7equipmerif!an<bothef.'fiiles set forlffBylthe Safety Committee. '=":l~:ji:r;~:\~:,: "'~W~ilih:::: "~\l~ili;:::t~:.. .. .::::Y 3) Accident reP9A~ shall be coifln!~ted bjltlftpjured employee's immediate supervisor and forwarded to Human Resoifr~~)Vithin twent}.t1:f9ur (24)1hburs of the time of the accident. ,.:::t@t~:~~;... tt~rf:~. 4) All personnel willa~~rYe all s~t~fy precautions and will submit a written and dated report regarding any unsafe equipmenf~::::~f::::cq4.mtibns to their department supervisor. Department supervisors, in cooperation with their eihpJQ:f.g: shall be responsible for the safety of all vehicles and equipment in . . ".:.:.:.:.:-:.;.;::7 theIr deSIgnated area.:::::::Y 5) Safety rules or amendments shall be available in a prominent place of every job site. 6) Employees operating City vehicles that have seatbelts are required to wear them at all times. 7) Employees must be properly attired at all time in accordance with their respective responsibilities. 134 186 8) No employee shall consume, bring or have brought, into any City facility, departmental premise, liquors or unlawful drugs, except in the performance of their duties, and as approved by the employee's Department Director. 9) No employee shall be under the influence of liquors or unlawful drugs of any kind while on duty. (See Drug and Alcohol policy) 10) Any employee who works more than two (2) consecutive eight (8) hour shifts shall not be allowed to work until s/he has had at least eight (8) hours off duty. Furthermore, any employee whose presence could become a health or safety hazard because s/he is ove~Jx:;:t:~dgued shall be sent home by their supervisor until their next scheduled shift. ..{iInmt'" Report Injuries . ~ It is the injured employee's responsibility to immegJilBtteport any w=gflfi!~lated injury or disease to the employee's supervisor as soon as possible aftetl):~r.(r'injury occurs or.:'tIi~f.4isease is diagnosed. The imm~d~ate supervisor is. re.sponsible to see tluiF{t';~~::::.~irst Rel1;?',rt of hiJ.ti~ fi.led with the City AdmmIstrator's office wlthm twenty-four hours follo:wmg th~rW:J,ury. ThIS repgn IS prepared by the supervisor during an interview (ifpossibJ~)i.iith the injut!UmWR(tityee. '<=\tlb ~~:rfJf.t.kh:" ..::::+ti:(...... Any additional department specific safety:~D9JI~li~t!P.d proceal;~, will be distributed to the employees with other department specific policies and Pike<iurei.fih", ":qti!it::.. ",m~ ,.;,~:'...~:..t.~::.::......::..::,...::,.::::.t.:":.:..::.:~:::;::.'x.:.:...::...:::.~',::'::::::l:..'~:.;..:w;.1.~..if,r:~:F:.~.":,..,:":..~.'~. ~, "'.:E'"' ..... ~;..;:..'.',~ ..::tf:~ii!f;!r,t:::. . '":-:.:.;.:.:.:.:.~, ";:<i:~rl~:, 135 187