Chapter 2.70
PERSONNEL ADMINISTRATION

Sections:

Article I. General Provisions

2.70.005    Purpose.

2.70.010    Applicability.

2.70.015    Review and amendment.

2.70.020    Records maintenance.

Article II. Employee Conduct

2.70.025    Repealed.

2.70.030    Confidentiality.

2.70.035    Public contact.

2.70.036    Pets in and around the workplace.

2.70.040    Public statements.

2.70.045    Dress code.

2.70.046    Firearms prohibited.

2.70.048    Duty of employee to report accidents.

Article III. Grievance Committee

2.70.050    Establishment.

2.70.055    Membership.

2.70.060    Duties.

2.70.070    Vacancies.

Article IV. Organization and Delegation of Authority

2.70.075    Purpose of article.

2.70.080    City Council – Responsibility and authority.

2.70.085    City Manager – Responsibility and authority.

2.70.090    Department directors – Responsibility and authority.

2.70.095    Responsibility of all employees.

Article V. Classification of Positions

2.70.100    Plan – Purpose and effect.

2.70.105    Plan – Adoption and amendment.

2.70.110    Plan – Development and administration.

2.70.115    Allocation of positions.

2.70.125    Position descriptions.

2.70.130    New positions.

2.70.145    Effective date of change.

2.70.150    Reclassified positions – Status of incumbents.

2.70.151    Exempt positions.

Article VI. Salary Administration

2.70.155    Pay plan – Contents and objectives.

2.70.160    Pay plan – Standards for development.

2.70.170    Pay plan – Administration.

2.70.175    Entrance pay rate.

2.70.180    Salary increases.

2.70.185    Permanent part-time employee compensation.

2.70.190    Pay rate adjustments – Transfer.

2.70.195    Pay rate adjustments – Promotions.

2.70.200    Pay rate adjustments – Reassignments.

2.70.205    Pay rate adjustments – Reinstatement of employees who have resigned.

2.70.210    Pay rate adjustments – Layoffs.

2.70.215    Compensation during temporary assignment.

2.70.220    Hours of work.

2.70.225    Overtime.

2.70.230    Time and one-half overtime.

2.70.235    Overtime pay.

2.70.240    Call-out time.

2.70.245    Public Safety Department uniform allowance.

2.70.250    Higher pay range class reassignment.

2.70.255    Lower pay range class reassignment.

2.70.260    Position classification and reclassification effective date.

2.70.265    Merit and probationary increases.

2.70.270    Reassignments and reinstatements – Effective date.

Article VII. Retirement

2.70.280    State retirement system participation.

2.70.285    Age 65 – Continued employment.

Article VIII. Disability and Health Insurance

2.70.290    Group health insurance.

Article IX. Recruitment

2.70.300    Policy.

2.70.305    Method.

2.70.310    Job announcements and publicity.

2.70.315    Application forms.

2.70.320    Rejection of applications.

Article X. Selection

2.70.325    Responsibility for selection devices.

2.70.330    Confidentiality.

2.70.350    Probationary period.

2.70.355    Probation – Reassigned employee.

2.70.360    Probation – Promoted employee.

2.70.365    Probation – Reinstated employee.

2.70.370    Temporary appointments.

2.70.375    Emergency appointments.

Article XI. Performance Evaluation

2.70.380    Purpose.

2.70.385    Evaluation – Probationary period end.

2.70.390    Evaluation – Annual.

2.70.395    Evaluation – Special.

2.70.400    Evaluation – Completion – Department director responsibility.

2.70.405    Evaluation – Review – City Manager responsibility.

2.70.410    Evaluation – Form.

2.70.415    Performance report review.

2.70.425    Appeal procedure.

2.70.430    Disciplinary action – Employee education.

2.70.435    Disciplinary action – Procedures.

2.70.440    Suspension without pay.

2.70.445    Reassignment for disciplinary reasons.

2.70.450    Reassignment without prejudice.

2.70.455    Administration.

Article XII. Employee Development

2.70.460    Purpose.

2.70.465    Program development and administration.

2.70.470    Program development – Role of department directors.

2.70.475    Reimbursement of training costs upon separation.

Article XIII. Grievance Procedure

2.70.480    Policy.

2.70.485    Grievance – Defined.

2.70.490    Discussion of a problem with supervisor.

2.70.495    Steps.

2.70.500    Employee representation.

2.70.505    Disciplinary action – Appeals.

2.70.510    Violation of grievance procedure.

2.70.515    Time limits – Generally.

2.70.520    Time limits – Extension.

2.70.525    No discrimination.

Article XIV. Leave

2.70.535    Entitlement.

2.70.540    Accrual rate.

2.70.545    Approval – Administrative procedures.

2.70.550    Accrual while on paid leave.

2.70.555    Accrual computation for permanent part-time employees.

2.70.560    Accrual – Temporary appointment.

2.70.565    Accrual – Maximum accumulation.

2.70.566    Reserved.

2.70.570    Accrual – Credit upon completion of probationary period.

2.70.575    Regular use.

2.70.580    Amount to be taken yearly.

2.70.585    Regular holidays not counted.

2.70.590    Exemptions.

2.70.595    Annual – Cash in lieu.

2.70.600    Terminal leave.

2.70.605    Reinstated employees’ leave.

2.70.610    Military leave.

2.70.615    Jury leave.

2.70.620    Leave without pay.

2.70.625    Unauthorized leave.

2.70.627    Emergency leave and donating leave.

2.70.633    Extended absence due to illness.

Article XV. Holidays with Pay

2.70.635    Recognized City holidays.

2.70.640    Holiday falling on Saturday or Sunday.

2.70.645    Holiday during annual leave.

2.70.650    Holiday falling between two days of leave without pay.

2.70.655    Computation of holiday pay for permanent part-time employees.

Article XVI. Separations

2.70.660    Resignations.

2.70.665    Withdrawal of resignations.

2.70.670    Failure to give adequate notice.

2.70.675    Layoffs.

2.70.680    Dismissal for disciplinary reasons.

2.70.690    Dismissal notice or severance pay.

Article XVII. Special Provisions

2.70.695    Gifts and gratuities.

2.70.700    Outside employment.

Article XVIII. Travel Expenses

2.70.710    Per diem allowance.

2.70.715    Mileage allowance.

Article XIX. Prevention of Substance Abuse in the Workplace

2.70.720    Substance abuse policy.

2.70.723    Substance abuse program.

2.70.725    Definitions.

Article I. General Provisions

2.70.005 Purpose.

It is the purpose of this chapter to establish a system of uniform personnel policies and procedures which will improve the quality of personnel administration, and which will assist in the accomplishment of the following specific objectives:

A. Uniformity in procedure and an effective regulatory policy respecting personnel matters;

B. Recruitment, selection, and advancement of employees on the basis of their relative ability, knowledge, and skills;

C. Equitable and adequate compensation for City employees;

D. Security of tenure for City employees, subject to the requirements of the City, availability of funds, and continued acceptable work performance and personal conduct;

E. Definite assignments of duty;

F. Sound training, supervision, and administrative direction;

G. Recognition for continued good service; and

H. Fair treatment of applicants and employees in selection, promotion, training and all other aspects of personnel administration, without regard to political affiliation, race, national origin, sex, age, or religious creed, and with proper regard for their privacy. [Ord. 537-08 § 2, 2008].

2.70.010 Applicability.

All offices and positions of the City shall be allocated to either the classified service or the exempt service.

A. The exempt service shall include all elected officials, the City Manager, the Director of Administration, the City Clerk, the Finance Officer, the City Attorney, the Director of Public Safety, the Public Works Director, the Harbormaster, members of citizens boards and commissions, other employees who enter into employment contracts, individuals and firms covered by contracts and other employees classified as exempt under the Fair Labor Standards Act.

B. The classified service shall include all permanent full time and permanent part time positions which are not placed in the exempt category. Unless specifically designated otherwise, personnel policies apply only to employees of the classified service.

C. The City Council may authorize the hiring of an independent contractor to perform the functions of any position in the exempt service. [Ord. 542-08 § 3, 2008; Ord. 537-08 § 2, 2008].

2.70.015 Review and amendment.

These personnel policies shall be reviewed annually by the City Manager, who shall submit any recommendations for changes to the City Council. [Ord. 537-08 § 2, 2008].

2.70.020 Records maintenance.

Records of the work history of each employee shall be maintained. These records shall include the employee’s original application, report of medical examination, reports of the results of investigations and tests, annual reports of performance, reports of the employee’s progress and disciplinary actions affecting him or her, and any such other records as may be significant in the employee’s service to the City. The City Manager shall prescribe such forms and records for departmental use as may be necessary. [Ord. 537-08 § 2, 2008].

Article II. Employee Conduct

2.70.025 Behavior generally.

Repealed by Ord. 05-2017(S). [Ord. 537-08 § 2, 2008].

2.70.030 Confidentiality.

Each employee shall exercise the utmost discretion in regard to all matters of official business and records, and shall assure that any information received by him or her on a confidential basis is maintained in confidence to the fullest extent allowed by law. [Ord. 537-08 § 2, 2008].

2.70.035 Public contact.

Each employee shall at all times be courteous and respectful when dealing with the public, all City employees and public officials. [Ord. 537-08 § 2, 2008].

2.70.036 Pets in and around the workplace.

Unless otherwise required by law, no employee may bring his or her pet to work and keep it in or around the workplace. No employee may keep an animal tied up to or in a City vehicle or on City property while at work. [Ord. 537-08 § 2, 2008].

2.70.040 Public statements.

No employee shall present himself or herself as representing the City on matters of policy without the express permission of the City Manager. Further, no employees shall obligate the City to perform services of any kind without first consulting the City Manager. [Ord. 537-08 § 2, 2008].

2.70.045 Dress code.

All employees will dress in clothing appropriate to the job they perform. Department directors will determine the appropriateness of dress for employees under their direct supervision. Failure to dress appropriately or continued laxness in dress or appearance will be cause for disciplinary action. [Ord. 537-08 § 2, 2008].

2.70.046 Firearms prohibited.

With the exception of public safety officers of the Whittier Department of Public Safety, no employee of the City shall, while performing his/her duties as a City employee, bear or be armed with a loaded or unloaded firearm nor shall any employee(s) have in his/her possession, within City-owned offices/buildings, any loaded or unloaded firearm unless such weapon(s) are locked and secured in an authorized weapons safe/cabinet. Any employee violation of this provision will be subject to disciplinary action by the City pursuant to the City’s personnel ordinances as well as other penalties as set forth in this article. [Ord. 537-08 § 2, 2008].

2.70.048 Duty of employee to report accidents.

It shall be the duty of each classified service or exempt service employee to immediately verbally report to his or her department director any and all accidents which he or she witnesses while on duty, or to which he or she is a party. If the employee is a department director the verbal report shall be made to the City Manager. If the employee is the City Manager the verbal report shall be made to the Mayor or, in the absence of the Mayor, to any member of the City Council. If the classified service or exempt service employee was a party to the accident the verbal report shall be followed by a written report. The written report shall be submitted no later than 24 hours after the accident or as soon thereafter as practical given the employee’s condition. The written report shall be submitted to the same person to whom the verbal report was made and shall describe the circumstances of the accident. [Ord. 02-2013 § 2, 2013; Ord. 537-08 § 2, 2008].

Article III. Grievance Committee

2.70.050 Establishment.

A seven-member board is established. [Ord. 537-08 § 2, 2008].

2.70.055 Membership.

The grievance committee shall be composed of the City Council. [Ord. 537-08 § 2, 2008].

2.70.060 Duties.

The duties of the grievance committee shall be:

A. To submit proposed personnel regulations to the City Council; and

B. To consider and decide any Step 4 grievances.

All members of the committee shall declare any conflict of interest and refrain from participating in board actions when a conflict exists. [Ord. 537-08 § 2, 2008].

2.70.070 Vacancies.

A vacancy occurring on the grievance committee shall be filled by temporary appointment by the Mayor. [Ord. 537-08 § 2, 2008].

Article IV. Organization and Delegation of Authority

2.70.075 Purpose of article.

Proper organization and delegation of authority are essential to effective City government administration and management. The responsibilities and authorities delineated in this article are intended to establish a clear understanding of the role that each segment of the City government should play. [Ord. 537-08 § 2, 2008].

2.70.080 City Council – Responsibility and authority.

The City Council shall be responsible for performing the following functions of the personnel administration process:

A. Approval of the City’s budget, including requests for personnel management funds;

B. Approval of personnel policies and procedures developed by the City Manager;

C. Appointment of the City Manager; and

D. Confirmation of mayoral appointments to the grievance committee. [Ord. 537-08 § 2, 2008].

2.70.085 City Manager – Responsibility and authority.

The City Manager shall have the responsibility and authority to:

A. Administer the personnel policies and procedures of the City;

B. Provide for the establishment and maintenance of records of all employees in the City service, including class title, pay and other pertinent data;

C. Foster and develop, in coordination with appointing authorities and others, programs for the improvement of employee effectiveness and productivity, including training, and safety;

D. Administer the City’s recruitment and selection program;

E. Insure uniformity in the application of discipline and processing of employee grievances;

F. Prepare and adopt such forms, reports and procedures as may be necessary to administer the City’s personnel program;

G. Appoint and dismiss all City exempt employees unless otherwise provided by contract or ordinance; and

H. Oversee the handling of all employee grievances to insure that they are processed in accordance with the procedures stated in this chapter. [Ord. 537-08 § 2, 2008].

2.70.090 Department directors – Responsibility and authority.

Department directors shall have the responsibility and authority to:

A. Provide for the implementation of, enforce, and keep the employees in their departments informed of personnel policies and rules;

B. Evaluate employee performance;

C. Participate in the grievance procedures as specified in Article XIII and keep the City Manager informed of all grievances in progress;

D. Appoint employees to vacant positions within their respective departments in accordance with established personnel rules and procedures;

E. Develop training programs for employees in their respective departments;

F. Take corrective action within their respective departments as deemed appropriate;

G. Conduct orientation for all new employees, including introduction to fellow workers, work standards, safety regulations, break periods, supplies, etc.; and

H. Appoint and dismiss all employees under their jurisdiction, subject to the approval of the City Manager. [Ord. 537-08 § 2, 2008].

2.70.095 Responsibility of all employees.

Employees of the City shall be presented with a copy of the personnel rules adopted hereunder on their hiring date, and shall be responsible for:

A. Reading these rules and asking their department director to explain them if questions arise;

B. Understanding the function of the department to which they are assigned and how that function relates to the total mission of the City and all of its departments;

C. Discussing with their department director any questions relating to the interpretation or application of these rules, either informally or formally through the grievance procedure;

D. Every employee shall read and sign the Drug Free Workplace Policy. [Ord. 537-08 § 2, 2008].

Article V. Classification of Positions

2.70.100 Plan – Purpose and effect.

The classification plan shall group together those positions that are sufficiently similar in kind, responsibility, and difficulty of work to warrant application of the same pay rate or range of rates and the same general selection standards. Such groupings shall be based upon the current duties and responsibilities of positions in the City. The classification plan shall consist of a list of titles and description of the nature and requirements of work in each classification. [Ord. 537-08 § 2, 2008].

2.70.105 Plan – Adoption and amendment.

The classification plan, and revisions therein which create new or abolish existing classifications, shall be proposed by the City Manager and become effective upon approval by resolution of the City Council. Other modifications to the classification plan shall become effective upon approval by the City Manager. [Ord. 537-08 § 2, 2008].

2.70.110 Plan – Development and administration.

The City Manager shall have the responsibility for the overall administration of the classification plan. In developing the classification plan, he or she shall consult department directors, key staff members, employees and other technical resources as appropriate. [Ord. 537-08 § 2, 2008].

2.70.115 Allocation of positions.

The City Manager shall assign positions to the appropriate classes in the classification plan, and reassign positions when changes in responsibilities justify reassignment. [Ord. 537-08 § 2, 2008].

2.70.125 Position descriptions.

Position descriptions shall be supplied and kept current by each City department for each position under the department’s jurisdiction, subject to the approval of the City Manager. [Ord. 537-08 § 2, 2008].

2.70.130 New positions.

When a new position is proposed or established, the department in which it is created shall provide a written job description to the City Manager, who shall determine the proper classification or prepare a new classification description if an appropriate classification does not exist. [Ord. 537-08 § 2, 2008].

2.70.145 Effective date of change.

Classification actions shall become effective on the first day of the pay period following determination by the City Manager. [Ord. 537-08 § 2, 2008].

2.70.150 Reclassified positions – Status of incumbents.

In all cases of reclassification, the employee in the position under consideration shall be entitled to examine and compete for the reclassified position. If ineligible for appointment to the reclassified position, the employee shall be transferred or reassigned by appropriate action in accordance with the provisions of these rules. [Ord. 537-08 § 2, 2008].

2.70.151 Exempt positions.

As authorized by Alaska Statute, Title 29, Chapter 20, Section 410, Personnel System, subsection (b), there is created a classification for managerial positions, which are wholly or partially exempt from the classified service. A wholly or partially exempt position is filled by a person who serves at the pleasure of the appointing authority and whose terms and conditions of employment are determined by the appointing authority. Unless otherwise provided by contract or City ordinance, the appointing authority shall be the City Manager. [Ord. 537-08 § 2, 2008].

Article VI. Salary Administration

2.70.155 Pay plan – Contents and objectives.

The pay plan shall include a schedule of pay ranges, consisting of minimum, intermediate and maximum rates of pay for all classes of positions in the classified service. The objective of the pay plan shall be:

A. To provide a salary structure appropriate to the recruitment and retention of competent employees; and

B. To provide appropriate pay incentive for high employee productivity. [Ord. 537-08 § 2, 2008].

2.70.160 Pay plan – Standards for development.

The development of the pay plan shall be directly linked to the classification plan, and shall be based on the principle of equal pay for equal work. Pay ranges within the pay plan shall be determined with due regard to such factors as:

A. Relationship between classes;

B. Relative difficulty and responsibility of work;

C. Availability of applicants;

D. Prevailing rates of pay in both public service and private industry in the appropriate recruiting market; and

E. Cost-of-living factors. [Ord. 537-08 § 2, 2008].

2.70.170 Pay plan – Administration.

The City Manager shall be responsible for administering the pay plan and keeping it current through periodic reviews and comparative studies of pertinent factors affecting levels of pay in accordance with the standards described in WMC 2.70.160, and in consultation with the City Council. [Ord. 537-08 § 2, 2008].

2.70.175 Entrance pay rate.

The entrance pay rate shall normally be the minimum rate in the pay range prescribed for the class. A department director, subject to the approval of the City Manager, may make an appointment above the entrance pay rate only when there are no available candidates at the entrance rate, or in recognition of exceptional qualifications. In no instance shall an appointment be made above the minimum step when qualified applicants are available at the minimum entrance rate. Appointments may be made at a rate below the minimum for the class on a trainee basis. [Ord. 537-08 § 2, 2008].

2.70.180 Salary increases.

Except as otherwise provided by this chapter:

A. Merit salary increases may be granted by the City Manager, upon recommendation of the department director.

B. Cost-of-living salary increases may be granted by the City Council upon the recommendation of the City Manager. In the event a cost-of-living salary increase is granted, it shall be at the same percentage rate and shall be effective on the same date for all City employees without regard to department. [Ord. 537-08 § 2, 2008].

2.70.185 Permanent part-time employee compensation.

Permanent part-time employees shall be compensated on an hourly basis at a rate equivalent to the hourly wage rate exclusive of benefits established for regular full-time employment in the appropriate classification. [Ord. 537-08 § 2, 2008].

2.70.190 Pay rate adjustments – Transfer.

When an employee is transferred from one class to another with a common pay range, he shall continue to receive the same rate of pay. [Ord. 537-08 § 2, 2008].

2.70.195 Pay rate adjustments – Promotions.

When an employee is promoted from one class to another having a higher pay range, the employee shall receive an increase of not less than one pay step. If the employee’s current rate of pay is below the minimum rate of the higher class, the pay shall be increased to the minimum rate of the higher class. If the employee’s current rate of pay falls within the range of the higher class, the pay shall be adjusted to the next higher pay step in the range for the higher class which is at least equal to one step increase above his current pay rate. [Ord. 537-08 § 2, 2008].

2.70.200 Pay rate adjustments – Reassignments.

When an employee is reassigned for cause, or for administrative purposes, his/her pay rate shall be adjusted to fit the job according to the principles of classification and equal pay for equal work. [Ord. 537-08 § 2, 2008].

2.70.205 Pay rate adjustments – Reinstatement of employees who have resigned.

No preferential pay treatment shall be given to reinstated employees. The principles of job classification and equal pay for equal work, which include work experience, shall apply as if to a new employee.

An employee who has resigned due to special reasons such as, but not limited to, family illness or educational leave shall have reinstatement rights according to applicable law. [Ord. 537-08 § 2, 2008].

2.70.210 Pay rate adjustments – Layoffs.

When an employee, following layoff, is re-employed in the same class from which he or she was laid off, he or she shall be placed in the same step occupied at the time of layoff. When the employee is re-employed in a class having a lower pay range, his/her rate of pay shall be assigned according to standard principles of job classification and equal pay for equal work. [Ord. 537-08 § 2, 2008].

2.70.215 Compensation during temporary assignment.

When an employee is temporarily assigned to a position in a higher pay range for a period of 30 calendar days or more, he or she shall be paid at the first step of the higher pay range or he shall be granted a one step pay increase, whichever is higher, for the full period worked in the temporary assignment. An employee who is temporarily assigned to a position with a lower pay range for any period shall not receive a reduction in pay. No temporary assignment shall exceed six months. [Ord. 537-08 § 2, 2008].

2.70.220 Hours of work.

Regular working hours of City employees shall consist of a five-day week, eight hours a day, 40 hours per week. The standard work week shall consist of the period from midnight Sunday to the following midnight Sunday. The standard workday shall consist of the period from midnight to midnight. Unless otherwise provided, the hours of regular employment for City employees shall be from 8:00 a.m. to 5:00 p.m. with an hour for lunch.

Different schedules to meet department operating needs shall be established and altered by department directors, with approval of the City Manager. Employees may volunteer for flexible work hour plans that deviate from the standard workday and do not exceed 40 hours per week. Before a voluntary flexible work hour plan may take effect, the City must submit a written request for, and obtain approval from, the State Department of Labor. Department directors may temporarily shift the working hours of the employees in their respective departments in order to meet routine needs. [Ord. 553-09 § 2, 2009; Ord. 537-08 § 2, 2008].

2.70.225 Overtime.

Overtime payment will be received by all employees except for department directors, who are not eligible for overtime payment in any circumstances. Overtime must be approved in writing by the department director concerned prior to its performance, except in cases of emergency which preclude such prior arrangements, and shall be paid to employees who are eligible for overtime payment under this section in accordance with methods established by State laws. The person in charge of providing emergency service shall see that overtime hours related to the service are properly recorded. The department director shall review the record and certify to the Finance Officer any overtime approved for payment as soon as possible after the performance of the emergency service necessitating the overtime. [Ord. 537-08 § 2, 2008].

2.70.230 Time and one-half overtime.

Overtime hours paid at the rate of one and one-half the regular rate shall be calculated and paid to employees who are eligible for overtime payment under WMC 2.70.225 under methods established by the Alaska Wage and Hour Act.

Employees who are eligible for overtime payment under WMC 2.70.225 who are requested to work on a Saturday or on an evening which does not fall within their standard work week shall be paid at time and one-half for those hours, regardless of whether they have worked less than 40 hours in the week. [Ord. 537-08 § 2, 2008].

2.70.235 Overtime pay.

An employee legally entitled to overtime pay under applicable Federal or State law shall be paid at the rate of time and one-half of his/her rate of pay for all hours worked over 40 per week and/or eight hours per day, as required by applicable State law or regulation, or on a recognized City holiday in addition to holiday pay. [Ord. 553-09 § 2, 2009; Ord. 537-08 § 2, 2008].

2.70.240 Call-out time.

If an employee is eligible to receive overtime payment under WMC 2.70.225 and is called to work outside his or her regular work shift, he or she shall receive a minimum payment of two hours of the applicable overtime rate. [Ord. 537-08 § 2, 2008].

2.70.245 Public Safety Department uniform allowance.

The City shall provide employees in the department of public safety who are required to be in uniform in the course of their duties for the City an amount up to or not to exceed $300.00 for initial hire.

Commencing the first full month after completion of the probationary period provided by WMC 2.70.350, such employees shall receive a monthly clothing allowance of $40.00 in addition to the employee’s regular pay. In the event of separation before the probationary period is completed, the employee would owe the balance remaining on the expense of all initial issue items, and upon satisfaction of the balance due, the City would have no further property interest therein. All issue of department equipment, department insignia, and any other department property not forming a part of the initial issue herein provided, shall be returned to the City upon the termination of employment. [Ord. 537-08 § 2, 2008].

2.70.250 Higher pay range class reassignment.

If a class is reassigned to a higher pay range, the base rate of all employees in affected positions shall be increased by five percent for each pay range advanced, not to exceed the maximum of the new range. [Ord. 537-08 § 2, 2008].

2.70.255 Lower pay range class reassignment.

If a class is reassigned to a lower pay range, the base salaries of employees in affected positions shall not be reduced. Employees whose base rates exceed the maximum rate of the new pay range will remain unchanged until the base rates are encompassed within the pay range. [Ord. 537-08 § 2, 2008].

2.70.260 Position classification and reclassification effective date.

The effective date of personnel transactions implementing classification and reclassification of positions shall be the beginning date of the pay period following the date of the change. [Ord. 537-08 § 2, 2008].

2.70.265 Merit and probationary increases.

A. Merit salary increases shall be effective the day following approval by the City Manager.

B. Probationary salary increases shall be effective the earlier of the day following completion of three months service as a new-hire probationary employee or promotional probationary employee or the day following satisfactory completion of probation. A probationary salary increase shall be one step in the same grade. [Ord. 537-08 § 2, 2008].

2.70.270 Reassignments and reinstatements – Effective date.

The effective date of personnel actions implementing approved promotions, reassignments and reinstatements shall be the first day of the new approved status. [Ord. 537-08 § 2, 2008].

Article VII. Retirement

2.70.280 State retirement system participation.

The City became a participant of the State of Alaska Public Employees Retirement System effective July 1, 1984. Coverage is mandatory for all full-time permanent employees and probationary employees in full-time positions as well as permanent part-time employees. [Ord. 537-08 § 2, 2008].

2.70.285 Age 65 – Continued employment.

An employee who attains the age of 65 may be retained in the City service upon written certification of his department director or the personnel officer that such action is in the best interest of the City and deferral of the retirement is authorized by the City Council. The City Manager may require the employee to submit a satisfactory report of medical examination by a physician approved or designated by the City Manager, which shows the employee to be physically and mentally able to perform the duties of his position. An initial deferral of retirement shall be for a period of one year, and subject to renewal in the above manner. [Ord. 537-08 § 2, 2008].

Article VIII. Disability and Health Insurance

2.70.290 Group health insurance.

The City provides health and life insurance to each of its permanent full-time and part-time employees under the State of Alaska Group Health Care and Life Insurance Plan. The employee may insure their immediate family under the plan for an additional premium payable by the employee. [Ord. 537-08 § 2, 2008].

Article IX. Recruitment

2.70.300 Policy.

It shall be the policy of the City to recruit and select the most qualified persons for positions in the City service, and to fill vacancies by promotion from within the City when well-qualified employees are available. To ensure that this policy is carried out, it shall be the responsibility of the City Manager to:

A. Conduct recruitment and selection in an affirmative manner to insure open competition;

B. Provide equal employment opportunity. [Ord. 537-08 § 2, 2008].

2.70.305 Method.

The City Manager shall develop and conduct an active recruitment program designed to meet current and projected manpower needs. Recruitment will be tailored to the various classes of positions to be filled and will be directed to all sources likely to yield qualified candidates. [Ord. 537-08 § 2, 2008].

2.70.310 Job announcements and publicity.

A. In order to attract an adequate number of candidates for present or anticipated vacancies and to permit successful competition with other employers, the City Manager shall issue job announcements and otherwise publicize vacancies through such media which shall include, but not be limited to, newspapers within the State. Job announcements shall be clear and readable. They shall include the job title, salary range, and job qualification requirements.

B. Publicity for job vacancies shall be conducted for a sufficient period of time to insure reasonable opportunity for persons to apply and be considered for employment. All job vacancies shall be publicized first to all City employees at least five working days prior to public advertisement. If any City employee applies for an advertised position whether it is a contract or noncontract position, Council or the department director shall consider the applicant and if the person qualifies for the position, the position shall be filled in-house and not advertised publicly. The City Manager may also initiate continuous recruitment programs for any class of positions as appropriate. [Ord. 537-08 § 2, 2008].

2.70.315 Application forms.

All applications for employment shall be made on forms prescribed by the City Manager. Such forms shall require background information including training, experience and other pertinent data. All applications must be signed. Application forms shall not elicit any information concerning race, politics, religion or national origin.

A resume may be accepted in place of an application when requested in recruitment advertising or if, in the opinion of the City Manager, the information provided on the resume is sufficient. [Ord. 537-08 § 2, 2008].

2.70.320 Rejection of applications.

The City Manager may reject any application which indicates that the applicant does not possess the minimum qualifications established for the position. An application may also be rejected if the applicant:

A. Has deliberately falsified any information on the application form;

B. Is unable to meet the physical and other requirements, which have been demonstrated as necessary to perform the work of the position;

C. Is unable to meet the mental requirements necessary to perform the work;

D. Does not meet the legal age limits or other requirements established by State law;

E. Has established an unsatisfactory employment record of such nature as to demonstrate unsuitability for the position.

Whenever an application is rejected, notice of such rejection shall be promptly made to the applicant. [Ord. 537-08 § 2, 2008].

Article X. Selection

2.70.325 Responsibility for selection devices.

The City Manager, in conjunction with the department directors, shall be responsible for determining the selection device or devices to be used to obtain the best qualified candidates for each class of positions. Selection devices shall be utilized separately or in various combinations as appropriate to the class and available manpower resources. Such selection devices may include work samples, performance tests, practical written tests, individual physical examinations, background and reference inquiries, and evaluation of training and experience. [Ord. 537-08 § 2, 2008].

2.70.330 Confidentiality.

Only the City Manager and department director shall know selection material. All persons participating in the development and maintenance of selection materials shall exercise every precaution to maintain the highest level of integrity and confidentiality. [Ord. 537-08 § 2, 2008].

2.70.350 Probationary period.

All appointments are subject to a probationary period of three months with the exception of appointments to the Department of Public Safety to which a 12-month probationary period shall apply. A probationary period shall apply to all positions prior to the acquisition of permanent status.

Probationary employees must obtain at least a satisfactory performance rating at the completion of their probationary period in order to obtain permanent status. Employees in probationary status may be terminated at any time during their probationary period for any reason or for no reason with no recourse to the grievance procedure. [Ord. 537-08 § 2, 2008].

2.70.355 Probation – Reassigned employee.

When an employee is reassigned to a position in a class where he previously held permanent status, no probationary period shall be served. When an employee is reassigned to a position where he did not hold permanent status, the department director shall decide whether a probationary period shall be served, subject to the approval of the City Manager. The employee concerned shall be notified in writing of the decision before reassignment is accomplished and, in either case, the employee’s anniversary date shall remain unaffected. [Ord. 537-08 § 2, 2008].

2.70.360 Probation – Promoted employee.

When it becomes clear that an employee serving a promotional probationary period is not performing adequately, he shall be so informed in writing with a copy to the City Manager.

If reassignment is found to be necessary, the employee shall be reassigned to a position in his previous class and his anniversary date shall remain unaffected. [Ord. 537-08 § 2, 2008].

2.70.365 Probation – Reinstated employee.

An employee reinstated within two years of termination shall not be required to serve a probationary period unless rehired into a different class than previously served or if a previous probationary period was not completed. [Ord. 537-08 § 2, 2008].

2.70.370 Temporary appointments.

Temporary appointments are for a short-term period not to exceed 30 days; however, extensions in 30-day increments may be allowed with the approval of the City Manager, up to a maximum of six months. Probationary periods shall not be served for temporary appointments, and no probationary increases shall be awarded. A person hired for a temporary appointment or hired temporarily to replace an absent employee shall not be entitled to any fringe benefits. [Ord. 537-08 § 2, 2008].

2.70.375 Emergency appointments.

Emergency appointments not to exceed 30 calendar days may be authorized by the City Manager without recourse to usual certification procedures. Such appointments shall be made only in cases of unforeseen emergencies and when necessary to prevent impairment to City services. Emergency appointments are not entitled to any fringe benefits. [Ord. 537-08 § 2, 2008].

Article XI. Performance Evaluation

2.70.380 Purpose.

The primary purpose of the employee performance evaluation program is to inform employees of how well they are performing and to offer constructive criticism on how they can improve their work performance. Performance evaluation shall also be considered in decisions affecting salary advancement, promotions, reassignments, dismissals, order of layoff, and order of re-employment, placement and training needs. [Ord. 537-08 § 2, 2008].

2.70.385 Evaluation – Probationary period end.

Each employee shall be evaluated 10 days prior to the completion of his or her probationary period. The employee must have an overall evaluation of at least “satisfactory” in order to become permanent. [Ord. 537-08 § 2, 2008].

2.70.390 Evaluation – Annual.

Each employee who has been employed with the City for at least six consecutive months shall receive an annual performance evaluation no later than October 31st of each calendar year. [Ord. 05-2013 § 2, 2013; Ord. 537-08 § 2, 2008].

2.70.395 Evaluation – Special.

A special performance evaluation shall be completed whenever:

A. There is a significant change either upward or downward in an employee’s performance;

B. A department director permanently leaves his or her position. The department head shall complete a performance report on each employee under his supervision who has not been evaluated within six months prior to the date the department director is to leave his or her position. [Ord. 537-08 § 2, 2008].

2.70.400 Evaluation – Completion – Department director responsibility.

The department director shall be responsible for completing a performance evaluation at the time prescribed for each employee under his supervision. [Ord. 537-08 § 2, 2008].

2.70.405 Evaluation – Review – City Manager responsibility.

The City Manager shall review each performance evaluation report completed by a department director before the report is discussed with the employee. The City Manager shall consider the performance evaluations completed by the department director when evaluating the department director’s performance. [Ord. 537-08 § 2, 2008].

2.70.410 Evaluation – Form.

The performance evaluation form shall be a letter from the department director which states that the employee’s performance has been discussed with the employee. This letter will be signed by the department director and the employee, and be accepted as evidence of satisfactory performance.

The only deviation from this procedure will be in the case of outstanding or unsatisfactory performance. Performance of this nature will be explained in full. In the case of unsatisfactory performance, the rating officer will also make written comment as to remedial action and the employee will be allowed to add comments. [Ord. 537-08 § 2, 2008].

2.70.415 Performance report review.

The department director shall discuss the performance evaluation report with the employee before the report is made part of the employee’s permanent record. Performance evaluation reports are not subject to the grievance procedure. [Ord. 537-08 § 2, 2008].

2.70.425 Appeal procedure.

See WMC 2.70.495, Steps, of Article XIII, Grievance Procedure. [Ord. 537-08 § 2, 2008].

2.70.430 Disciplinary action – Employee education.

All department directors shall inform the employees under their jurisdiction of standards of performance and personal conduct of City employees in various positions. Employees shall be acquainted with the various provisions of disciplinary action regulations. All City employees shall have in their possession a copy of an up-to-date personnel regulations manual. Copies of the manual shall always be available in the City Manager’s office. [Ord. 537-08 § 2, 2008].

2.70.435 Disciplinary action – Procedures.

All disciplinary actions, except oral admonitions, shall be documented in writing, presented to the affected employee, and placed in the employee’s personnel file. The written document shall be reviewed with the employee, and sincere efforts shall be made to obtain agreement with the employee that facts are stated correctly, that the inappropriate or incorrect behavior did occur, that it did represent behavior that should be disciplined, that the discipline is appropriate and that the behavior will not be repeated.

If errors are found, the written document shall be revised and reviewed again. Comments by the employee shall be entered under the heading “Employee Comments.” The employee shall be requested to sign the written document, and informed that his or her signature indicates only his or her agreement that the document accurately records the discussion. If the employee refuses to sign the memo, the statement shall be entered:

(Employee’s Name) read the contents of this disciplinary action on (date) and refused to sign.

One copy of each completed report shall be forwarded immediately to the City Manager’s office for review and inclusion in the employee’s personnel file. A copy shall be given to the employee. The department director may, if necessary, complete reviews to the employee’s progress in correcting the cause of the original action at scheduled intervals throughout the following 12 months. These reports shall be made in writing. Twelve months from the date of the action concerned, the City Manager shall review the disciplinary action, and, if no subsequent report of similar violations has been made, the department director shall be instructed to return department and division copies to the affected employee. The original shall be sealed in a confidential envelope and replaced in the employee’s personnel file. The envelope shall not be referred to again unless there is a later occurrence requiring further discipline. [Ord. 537-08 § 2, 2008].

2.70.440 Suspension without pay.

A department director may at any time suspend an employee for cause without pay for a period not to exceed 30 calendar days in any calendar year. Employees against whom charges are professed may, at the discretion of the department director, be suspended from duty pending final disposition of charges. A suspension shall be recorded in writing, and a personnel evaluation report completed for any suspended employee. Both documents shall be reviewed with the employee immediately after preparation if possible. Following this action, a copy shall be given to the employee and a copy forwarded immediately to the City Manager. [Ord. 537-08 § 2, 2008].

2.70.445 Reassignment for disciplinary reasons.

An appointing authority may reassign an employee for disciplinary reasons in accordance with other provisions of these regulations. Reassignment is considered a more moderate penalty than dismissal and may be offered in lieu thereof, as approved by the City Manager, when mitigating circumstances warrant such leniency. [Ord. 537-08 § 2, 2008].

2.70.450 Reassignment without prejudice.

Reassignment without prejudice shall not be considered a punitive action. An appointing authority may reassign an employee in accordance with other provisions of these regulations for any of the following reasons:

A. Inability to perform duties adequately;

B. Layoff because of lack of work or funds or abolition of positions. When employees are laid off, the appointing authority shall consider the advisability of reassigning them to vacant positions in lower classifications for which they are qualified;

C. Personal Reasons. There are a variety of reasons why an employee might wish to work in a position on a lower level class, such as personality conflicts and being placed in a new class series where new experience and greater likelihood of advancement are available. [Ord. 537-08 § 2, 2008].

2.70.455 Administration.

The City Manager shall be responsible for overall administration of the employee performance evaluation program. He or she shall advise and assist employees to assure that performance evaluation procedures are handled in accordance with the provisions stated in this article. [Ord. 537-08 § 2, 2008].

Article XII. Employee Development

2.70.460 Purpose.

The purpose of the employee development program is to foster and promote the training and development of employees in order to:

A. Improve the quality of services to the City;

B. Equip employees for career advancement within the City service; and

C. Provide a reservoir of occupational skills necessary to meet current and future employment needs. [Ord. 537-08 § 2, 2008].

2.70.465 Program development and administration.

The City Manager shall have the overall responsibility for the development, administration and coordination of the employee development program and shall:

A. Assist the department directors in developing and implementing employee development programs to meet the current and future needs of their departments and to increase employee efficiency;

B. Conduct or coordinate employee development programs to meet the common needs of all departments;

C. Maintain a file of current information and materials on job requirements, training opportunities, employee development manuals and other employee development literature;

D. Maintain a record of all training conducted and insure that authorized employee development programs are properly administered;

E. Periodically analyze and evaluate the overall development needs of employees within the City service;

F. Assure that all employees receive equal consideration for appropriate training opportunities; and

G. Assure that employee personnel files are updated upon successful completion of any employee development activities to insure maximum consideration for placements, transfers and promotions. [Ord. 537-08 § 2, 2008].

2.70.470 Program development – Role of department directors.

Department directors shall provide active leadership in developing the employees under their supervision. In this capacity, they shall:

A. Cooperate closely with the City Manager in determining the current and future employee development needs in their departments;

B. Participate with the City Manager in developing and implementing employee development programs;

C. Budget sufficient funds to secure needed career development programs;

D. Evaluate the effectiveness of completed career development programs and make recommendations for improvement where appropriate;

E. Assure that employees are provided with sufficient time to participate in career development programs. [Ord. 537-08 § 2, 2008].

2.70.475 Reimbursement of training costs upon separation.

A. When an employee attends a school, training session or other similar program of mutual benefit to the employee and the City, the employee shall agree to:

1. Remain in City service one month for every day (including Saturdays and Sundays) that he is attending the school and for which the City is paying his salary, travel costs and per diem; and

2. Remain in City service two weeks for every day (including Saturdays and Sundays) that he is attending the school and for which the City is paying either his salary, or travel costs and per diem costs.

B. There shall be a two-year maximum to the length of time that an employee must remain in service.

C. Should the employee leave the service of the municipality prior to the completion of computed service time, he or she shall reimburse the City for costs incurred in proportion to length of time remaining to be served.

D. If an employee is involuntarily separated from the service of the City before completion of computed service time, the remaining time to be served will be canceled. [Ord. 537-08 § 2, 2008].

Article XIII. Grievance Procedure

2.70.480 Policy.

It is the policy of the City to treat all employees equitably and fairly in matters affecting their employment. Each employee of the City will be provided ample opportunity to understand and resolve matters affecting employment, which the employee documents as being a violation of rules and regulations. The presentation of any grievance shall be the right of each employee without fear of reprisal. [Ord. 537-08 § 2, 2008].

2.70.485 Grievance – Defined.

A “grievance” is a written complaint by an employee or group of employees alleging a violation of a section or sections of the City code, personnel rules and regulations, or departmental rules and regulations, which pertain to the terms or conditions of employment by the City and which are within the scope of the grievance procedure established by this chapter. Employee performance evaluations are not grievable. [Ord. 537-08 § 2, 2008].

2.70.490 Discussion of a problem with supervisor.

Any employee having a problem regarding employment shall first discuss the problem with his or her immediate supervisor. If the problem is not settled and the problem is defined as a grievance, the employee has the right to present the grievance in accordance with the procedure outlined in WMC 2.70.495. [Ord. 537-08 § 2, 2008].

2.70.495 Steps.

A grievance shall be handled in the following manner:

A. Step 1. The aggrieved employee or group of employees shall present the grievance orally to the immediate supervisor within five working days of the occurrence of the event leading to the grievance, not including the day of the occurrence. The supervisor shall give an oral reply within three working days of the date of presentation of the grievance, not including the date of presentation.

B. Step 2. If the grievance is not settled in Step 1, it shall be reduced to writing, dated, and signed by the aggrieved employee and presented to the department director within five working days after the supervisor’s oral reply is given. The department director shall reply in writing to the grievance within five working days of the date of presentation of the written grievance, not including the day of the presentation.

C. Step 3. If the grievance is not settled in Step 2, the written grievance shall be presented, along with all pertinent correspondence, records and information accumulated to date, to the City Manager. This presentation must be made within five working days after the department director’s response is made, not including the day of the response. The department director shall receive a copy of the grievance. The City Manager may meet with the aggrieved employee, the immediate supervisor and the department director. The City Manager shall reply to the grievance in writing within five working days of the date of presentation of the written grievance to him or her, not including the day of presentation.

D. Step 4. If not satisfied with the City Manager’s decision, an employee may request a hearing before the grievance committee.

1. The grievance committee shall conduct the hearing expeditiously and in a manner conducive to obtaining a clear understanding of the facts. The procedure shall be informal. Technical rules regarding evidence and witnesses shall not apply.

2. The grievance committee shall submit a written report of its findings and determinations to all interested parties within 10 working days after hearing testimony.

3. The decision of the grievance committee is the final step within the administrative process of the City.

E. Grievances related to an act or failure to act of a department director shall be initiated at Step 2.

F. Grievances related to an act or failure to act of the City Manager shall be initiated at Step 3. [Ord. 537-08 § 2, 2008].

2.70.500 Employee representation.

Each employee shall be afforded an opportunity to be represented at each of the above steps. At Steps 1 and/or 2 of the grievance procedure, a representative of his choice who shall be any other full-time employee of the City may accompany the employee. At Steps 3 and/or 4 of the grievance procedure, a representative of his or her choice may accompany the employee. Employees shall contact and discuss their problems with their representative only during break periods, lunch hour, before or after work or at any other time when they are not on duty. Grievance hearings may be held during work hours. [Ord. 537-08 § 2, 2008].

2.70.505 Disciplinary action – Appeals.

All appeals of disciplinary action shall be initiated at Step 3 of the grievance procedure. [Ord. 537-08 § 2, 2008].

2.70.510 Violation of grievance procedure.

An employee who takes an employment problem outside the administrative structure of the City without first attempting to resolve the problem in accordance with the provisions of this article shall be subject to disciplinary action. [Ord. 537-08 § 2, 2008].

2.70.515 Time limits – Generally.

A. If grievance procedures are not initiated within the time limits established by this section, the employee shall be considered as having waived his or her right to grieve the particular violation and initiation of a grievance for the same act or omission is thereafter barred.

B. Any grievance not taken to the next step of the grievance procedure by the grievant within the time limits established by this section shall be considered settled on the basis of the last reply made and received in accordance with the provisions of this section.

C. If the City fails to meet or answer any grievance within the time limits prescribed for such action by this section, such grievance shall automatically advance to the next step. If the City fails to meet or answer any grievance on Step 4 of the grievance procedure within the time limits prescribed for such action by this section, the grievant may consider the City’s last action on the grievance the City’s final step within the administrative process of the City. [Ord. 537-08 § 2, 2008].

2.70.520 Time limits – Extension.

The time limits prescribed in this section for the initiation and completion of the steps of the grievance procedure may be extended by mutual consent of the parties so involved. Likewise, any step in the grievance procedure may be eliminated by mutual content. Mutual consent shall be indicated in writing and shall be signed by all parties. [Ord. 537-08 § 2, 2008].

2.70.525 No discrimination.

No employee shall be disciplined or discriminated against in any way because of the employee’s proper use of grievance procedures. [Ord. 537-08 § 2, 2008].

Article XIV. Leave

2.70.535 Entitlement.

All classified employees shall be entitled to leave accrual benefits. [Ord. 537-08 § 2, 2008].

2.70.540 Accrual rate.

Leave shall accrue at the rate of:

0 – 2 years

12 hours per month

2 – 5 years

14 hours per month

5 – 10 years

16 hours per month

10 or more years

18 hours per month

Sick leave shall be included in the benefit package at the rate of four hours per month. [Ord. 537-08 § 2, 2008].

2.70.545 Approval – Administrative procedures.

Department directors shall submit all leave requests to the Administration Department prior to granting leave to employees in their departments so that a determination can be made that the requested amount of leave has in fact been accrued. The Administration Department shall complete the leave balance portion of the leave slip, initial the leave slip and return it to the department director. If the employee does not have sufficient leave accrued, the City Manager and the department director will be so advised. The City Manager is the only person with authority to grant leave without pay. [Ord. 537-08 § 2, 2008].

2.70.550 Accrual while on paid leave.

Leave shall continue to accrue during the period of time that an employee is on paid leave. Leave does not accrue during periods of leave without pay nor during a period of terminal leave. [Ord. 537-08 § 2, 2008].

2.70.555 Accrual computation for permanent part-time employees.

Permanent part-time employees shall accrue leave at the same rate as regular full-time employees, except that leave shall be accrued based on the proportion of actual hours worked to the number of normal duty hours in a month for a full-time employee. [Ord. 537-08 § 2, 2008].

2.70.560 Accrual – Temporary appointment.

Temporary employees shall not accrue leave. [Ord. 537-08 § 2, 2008].

2.70.565 Accrual – Maximum accumulation.

The maximum number of hours of annual leave that may be carried over after December 31st of each year is 240 hours. [Ord. 537-08 § 2, 2008].

2.70.566 Reserved.

[Ord. 537-08 § 2, 2008].

2.70.570 Accrual – Credit upon completion of probationary period.

Employees who are entitled to accrue leave upon satisfactory completion of a probationary period shall receive credit for leave accrued since the date of appointment. Leave shall be due and usable upon completion of probationary period with the exception of police officer’s leave, which shall be due and usable following 90 days of employment. [Ord. 537-08 § 2, 2008].

2.70.575 Regular use.

The employee shall be allowed to use any amount of accrued leave at the time he or she desires; provided, that the department director determines that the employee’s absence will not be detrimental to departmental operations. The employee shall give the department director adequate notice of his or her intent to take leave. [Ord. 537-08 § 2, 2008].

2.70.580 Amount to be taken yearly.

The minimum number of hours of annual leave that must be taken by all employees annually is 80 hours. This limitation shall not apply to new employees until January 1st of the calendar year following this date of hire. It shall be the responsibility of each department director to insure that work is conducted and vacation planning scheduled so that each employee in the department has the opportunity to use his or her hours of leave at a time that most nearly meets his or her desires, while still allowing the maintenance of City services at an adequate level. It shall be the responsibility of each department director to see that each employee under his or her supervision takes the minimum annual leave required by this section. The department director shall provide written justification to the City Manager if an employee in his or her department fails to take the minimum number of annual leave hours required. Such written justification shall be made a part of the personnel file of the employee in question. [Ord. 537-08 § 2, 2008].

2.70.585 Regular holidays not counted.

A recognized holiday which occurs during an employee’s leave shall not be counted as a day of leave. [Ord. 537-08 § 2, 2008].

2.70.590 Exemptions.

When it is not feasible nor in the best interest of the City service to grant requested leave to an employee, such employee shall not be penalized by loss of bona fide earned leave, and the limitations of accrued leave accumulation shall be temporarily suspended. The decision of the City Manager shall govern as to the further use of such leave. [Ord. 537-08 § 2, 2008].

2.70.595 Annual – Cash in lieu.

An employee who has a balance of more than 240 hours of annual leave may submit a request to cash in any number of annual leave hours at the employee’s regular rate of pay so that the balance of remaining leave does not reduce the leave balance below 80 hours. An employee must submit their leave cash-in requests by November 15th to be paid with the first regular payroll in December. The leave use requirements as stated above are not diminished or alleviated by cash-in of annual leave.

In documented cases of unforeseen financial emergencies, consistent with City policies of deferred compensation cash-in, the City Manager may authorize the City to purchase an employee’s annual leave at his/her regular rate of pay. [Ord. 537-08 § 2, 2008].

2.70.600 Terminal leave.

Employees terminated shall be paid for their accrued earned annual leave. Accrued annual leave shall not be granted nor paid to an employee upon separation during initial probation. Accrued leave shall be paid in a lump sum. The salary or hourly rate used in computing a cash payment shall be that rate being received by the employee on the date of application for cash payment or the date that a resignation/separation notice is signed by the employee. [Ord. 537-08 § 2, 2008].

2.70.605 Reinstated employees’ leave.

Reinstated employees must wait 90 days from their latest date of rehire before they will be permitted to use their accrued leave. Employees laid off due to a reduction of workforce are exempt from this section. [Ord. 537-08 § 2, 2008].

2.70.610 Military leave.

Absence from City duty for the purpose of participating as a member of a United States reserve component, either in active military service of the State or in military training, shall be authorized as required by law. [Ord. 537-08 § 2, 2008].

2.70.615 Jury leave.

Jury duty shall be treated as administrative leave from City duty without loss of longevity, leave or pay. Services in court performed by an employee when subpoenaed as a witness on behalf of the City, or when called as an expert on a matter of City concern, or relating to a municipal function, will be treated in the same manner as jury duty. In order to be entitled to jury leave, the employee shall provide his or her department director with written proof of the requirement of his or her presence for the hours claimed. Fees paid by the court (other than travel and subsistence allowance) shall be turned in for deposit to the City’s general fund, except that fees paid for court duty occurring on the employee’s normal nonworking days may be retained by the employee. Witness service for purposes other than those provided in this section will require use of annual leave or be considered leave without pay. The individual may retain any fees in this connection. [Ord. 537-08 § 2, 2008].

2.70.620 Leave without pay.

Leave without pay may be granted to an employee as required by law. No benefits will accrue while on leave without pay, except insurance, which will continue to be paid for 30 days or as required by law whichever is greater. [Ord. 537-08 § 2, 2008].

2.70.625 Unauthorized leave.

Any absence not authorized and approved in accordance with provisions of these regulations shall be without pay for the period of absence and shall be grounds for disciplinary action. [Ord. 537-08 § 2, 2008].

2.70.627 Emergency leave and donating leave.

An employee shall be given three paid working days off in a case of immediate family death. “Immediate family” consists of mother, father, brother, sister, wife, husband, grandmother, grandfather, children, grandchildren or stepchildren. Employees may donate their hours of leave to another employee only in cases where that employee is recovering from an accident or illness only after the employee receiving the donated leave has exhausted their accrued annual and sick leave. [Ord. 537-08 § 2, 2008].

2.70.633 Extended absence due to illness.

Any absence for health reasons in excess of three working days or requiring hospitalization must have a signed release by a physician or physician assistant. [Ord. 537-08 § 2, 2008].

Article XV. Holidays with Pay

2.70.635 Recognized City holidays.

The following days shall be recognized as holidays with pay for all employees in regular full-time, permanent part-time and temporary full-time positions (excluding all temporary positions of less than 15 working days’ duration or not exceeding 39 hours of work per week) who are in the pay status the day before and the day after the recognized holidays:

A. The first of January, known as New Year’s Day;

B. The third Monday in February, known as Presidents’ Day;

C. The last Monday in May, known as Memorial Day;

D. The Fourth of July, known as Independence Day;

E. The first Monday in September, known as Labor Day;

F. The third Friday in October, known as Alaska Day;

G. The eleventh of November, known as Veterans’ Day;

H. The fourth Thursday in November, known as Thanksgiving Day, and the Friday immediately following Thanksgiving Day.

I. The twenty-fifth day of December, known as Christmas Day, and one half working day immediately preceding Christmas Day; and

J. One personal day. [Ord. 537-08 § 2, 2008].

2.70.640 Holiday falling on Saturday or Sunday.

When a recognized holiday falls on a Saturday, the preceding Friday shall be recognized in lieu thereof and treated as a holiday with respect to overtime compensation. When a recognized holiday falls on a Sunday, the Monday following shall be recognized in lieu thereof and treated as a holiday with respect to overtime compensation. [Ord. 537-08 § 2, 2008].

2.70.645 Holiday during annual leave.

A recognized City holiday, which occurs during an employee’s annual leave, shall be counted as a holiday. [Ord. 537-08 § 2, 2008].

2.70.650 Holiday falling between two days of leave without pay.

A holiday occurring between two days of leave without pay shall not be paid. [Ord. 537-08 § 2, 2008].

2.70.655 Computation of holiday pay for permanent part-time employees.

Part-time employees shall be paid holiday pay equivalent to the actual hours they would normally have worked on a day on which a holiday falls. [Ord. 537-08 § 2, 2008].

Article XVI. Separations

2.70.660 Resignations.

To resign in good standing, an employee must present a written resignation to his appointing authority at least 14 calendar days in advance of the day of termination. This requirement may be waived in writing by the department director where adequate provision can be made for a successor in that period of time, as well as under extenuating circumstances. A copy of the employee’s resignation, as well as any waiver by the department director, shall be supplied by the appointing authority to the City Manager. The City Manager may conduct an investigation in order to verify the facts relating to a resignation. [Ord. 537-08 § 2, 2008].

2.70.665 Withdrawal of resignations.

Once a written resignation has been submitted, an employee may not withdraw a resignation without the express written approval of the City Manager. [Ord. 537-08 § 2, 2008].

2.70.670 Failure to give adequate notice.

Failure to give adequate notice shall be noted on personnel separation transaction form if the requirement for such notice is not waived. This shall prevent the employee from preferential rehire. It may also be cause for denial of any future employment with the City. [Ord. 537-08 § 2, 2008].

2.70.675 Layoffs.

Examples of reasons for layoffs are:

A. Abolishment of a position resulting from a shortage of work funds;

B. Completion of seasonal work for a seasonal employee;

C. End of temporary appointment because of reinstatement of regular employee returned from military or other approved leave and transfer to another position in the same class has not been achieved.

When it is necessary to reduce the number of employees because of lack of work or funds or abolition of positions, the department director concerned shall make recommendations to the City Manager, who shall decide which employees shall be laid off. Employee efficiency shall be the major factor in determining the order in which employees shall be released, and consideration shall then be given to employees’ length of service with the City. The advisability of reassigning employees in higher classes to lower classes for which they are qualified and laying off those in lower classes shall also be considered. [Ord. 537-08 § 2, 2008].

2.70.680 Dismissal for disciplinary reasons.

A department director may dismiss an employee for any just cause, including but not limited to theft of property, inefficiency, insubordination, habitual tardiness, unexcused absences and use of or influence from intoxicating beverages or drugs while on duty. Dismissal action shall be reported immediately to the City Manager by personal consultation. A personnel evaluation report shall be submitted as soon as possible, setting forth the circumstances of the case. Any nonexempt employee shall be given the opportunity to participate in a pre-termination hearing. Any exempt employee shall be given the opportunity to participate in a post-termination “name clearing” hearing before the grievance committee or in public at the choice of the terminated exempt employee. [Ord. 537-08 § 2, 2008].

2.70.690 Dismissal notice or severance pay.

In a case where a permanent employee is laid off the City shall give the employee two weeks’ notice or severance pay not to exceed two weeks. [Ord. 537-08 § 2, 2008].

Article XVII. Special Provisions

2.70.695 Gifts and gratuities.

It shall be the responsibility of each City employee to remain free from indebtedness or favors which would tend to create a conflict of interest between personal and official interests or might reasonably be interpreted as affecting the impartiality of the individual employee. If an employee is tendered or offered a gift or gratuity that would, in the eyes of the public or public officials, be construed as an attempt to bribe, influence or encourage special consideration with respect to municipal operations, such offer shall be reported without delay to the employee’s immediate supervisor who in turn will inform the department director. If there is any doubt about whether a gift or gratuity is of such significance as to create undue influence upon an employee, the matter shall be reported to the department director concerned. If any employee knowingly accepts any gift or gratuity, which creates undue influence or results in special consideration, which benefits the giver, then, with the approval of the City Manager, that employee shall be dismissed from the City service. [Ord. 537-08 § 2, 2008].

2.70.700 Outside employment.

A. No employee shall engage in any other employment, whether public, private or self-employment, during scheduled work hours nor outside scheduled work hours if such employment conflicts with the City’s interests or adversely affects the employee’s availability and usefulness. Supervisors are responsible for enforcing this regulation, and informing all employees under their supervision of its provisions.

B. The following types of other employment are considered contrary to the City’s interests and to adversely affect the availability and usefulness of employees:

1. Preparation of financial reports subject to City audit or review;

2. For department or division directors, or supervisory personnel, service as an officer of any union or association of City employees other than one representing such supervisory position;

3. Active participation in the management of any business organization that obtains, or is attempting to obtain, funds or business from the City; and

4. Other employment wherein data or information to which access is provided by City employment could be used.

C. In administering this regulation, all management personnel shall encourage their employees to obtain written permission from the City Manager through their supervisor before accepting other employment. [Ord. 537-08 § 2, 2008].

Article XVIII. Travel Expenses

2.70.710 Per diem allowance.

Officers and employees of the City, while traveling on official business away from the City, shall be allowed a per diem allowance, which shall be established by resolution of the City Council. [Ord. 537-08 § 2, 2008].

2.70.715 Mileage allowance.

Officials and employees of the City, while on official business away from the City, when using their own privately owned vehicle, shall be allowed a mileage allowance, which shall be established by resolution of the City Council. In addition to this mileage allowance, reimbursement shall be allowed for the actual cost of parking and other charges. [Ord. 537-08 § 2, 2008].

Article XIX. Prevention of Substance Abuse in the Workplace

2.70.720 Substance abuse policy.

A. It is the policy of the City of Whittier to achieve and maintain a safe work environment free from alcohol and drug abuse through education, intervention and, where appropriate, drug and alcohol testing and disciplinary measures in order to assure the safety and protection of City employees, residents, visitors and facilities. The City prohibits the possession, use, distribution, or sale of alcohol and drugs in the workplace or when conducting City business and requires employees, contractors, and volunteers to be free from the influence of drugs and alcohol when entering the workplace, while on duty and when conducting City business. The City will not tolerate impairment of employee performance from the use of alcohol, drugs or other unlawful substances, including abuse of prescription drugs.

B. The City Manager shall implement a policy meeting the requirements of the Drug Free Workplace Act of 1988. [Ord. 25-2015 § 2, 2015; Ord. 537-08 § 2, 2008].

2.70.723 Substance abuse program.

A. The City Manager shall promulgate and enforce policies implementing WMC 2.70.720 consistent with the personnel administration standards and procedures contained in WMC 2.70.010 et seq., including, where appropriate:

1. Pre-employment drug testing for all safety-sensitive and public safety positions and positions required by Federal or State law or regulations to be subject to pre-employment drug testing;

2. Random drug and alcohol testing of all employees, contractors and volunteers involved in transportation or other activities who are required by State or Federal laws or regulations to submit to such random tests, at the frequency required under the State or Federal laws or regulations;

3. Post-accident drug and alcohol testing of an employee, contractor or volunteer involved in a work related accident:

a. Where the person to be tested is reasonably believed to have contributed to the accident and the accident results in a fatality, bodily injury to any person who, as a result of the injury, immediately receives medical attention away from the scene of the accident, damage to property reasonably believed to exceed $1,500, damage to a vehicle that disables it, or the issuance of traffic citation or criminal charge arising from the accident; or

b. Where State or Federal laws or regulations require the employees associated with the accident to submit to post accident drug and alcohol tests;

4. Follow-up and return-to-duty drug and alcohol testing of an employee who has either tested positive on an earlier test or has agreed, as a condition of continued employment, to enter a rehabilitation program or counseling because of drug or alcohol induced problems; and

5. Reasonable-suspicion drug and alcohol testing where any supervisor or other designated person who has received the minimum training required to recognize the symptoms of substance abuse has determined pursuant to policies established by the City Manager that reasonable and specific grounds exist to believe that poor performance, unsafe or other acts of an employee, contractor or volunteer in the workplace are due to observed symptoms of being under the influence of drugs or alcohol.

B. The City Manager shall maintain a list of all City positions:

1. Subject to pre-employment testing under subsection (A)(1) of this section; and

2. Subject to random testing under subsection (A)(2) of this section.

C. Where a State or Federal law or regulation requires drug or alcohol testing of employees, contractors, volunteers or applicants, the City shall implement the applicable requirements. A testing program meeting applicable State and Federal requirements is deemed to meet the requirements of subsection (A) of this section. This existence of State or Federal testing requirements does not preclude the City Manager from implementing a broader drug or alcohol testing program. [Ord. 25-2015 § 3, 2015; Ord. 537-08 § 2, 2008].

2.70.725 Definitions.

In this chapter, unless the context otherwise requires:

“Drug(s)” means a substance considered unlawful under AS 11.71 or Federal law (which includes marijuana), or the metabolite of such a substance; it does not mean any controlled substance prescribed by a medical practitioner licensed to prescribe such substances when lawfully used or possessed and do not substantially interfere with job performance or safety. [Ord. 25-2015 § 4, 2015].