Chapter 2.56
PERSONNEL POLICIES

Sections:

2.56.010    Sick leave and vacation time--Definitions.

2.56.020    Sick leave--Accrual limitation.

2.56.030    Sick leave--Payment--Determination of illness.

2.56.040    Vacation time--Computation and payment.

2.56.050    Sick leave and vacation time--Recordkeeping.

2.56.060    Retirement--Definitions.

2.56.090    Retirement--Proof of birth date required.

2.56.100    Retirement--Payment for sick leave--Restrictions.

2.56.110    Employee recognition policy.

2.56.010 Sick leave and vacation time--Definitions.

For the purpose of Sections 2.56.020 through 2.56.050, the following definitions shall apply:

A.    "Permanent employee" means a person employed full-time by the city for a period of six consecutive months, and certified by the mayor as being a regular employee.

B.    "Month" means a month within which an employee has worked fourteen full working days. (Ord. 357 §1, 1950).

2.56.020 Sick leave--Accrual limitation.

The permanent employees of the city shall receive, as a part of their compensation, a credit for sick leave of one day per month; such credits shall build up to a maximum of one hundred twenty days, and when the maximum of one hundred twenty days is obtained, the employee shall be deemed to waive any additional credits accumulated. (Ord. 706 §1, 1980: Ord. 530 §1, 1973: Ord. 357 §2, 1950).

2.56.030 Sick leave--Payment--Determination of illness.

When it is determined by the mayor that an employee is sick, said employee shall receive pay at the regular wage during the credited period that he has accumulated. In making the determination, the mayor may require a doctor’s certificate. (Ord. 357 §3, 1950).

2.56.040 Vacation time--Computation and payment.

A.    Computation.

1.    Each full-time employee shall receive as part of his or her compensation a vacation period of one week with pay at regular wages after working one full year for the city.

2.    Employees who have worked more than one year and less than five years shall be entitled to a vacation period of two weeks with pay upon each succeeding anniversary date.

3.    Employees who have worked for the city for more than five years and less than ten years shall receive as part of their compensation a vacation period of three weeks with pay at regular wages upon each succeeding anniversary date.

4.    Employees who have worked for the city of Elma for a period of ten years or more shall receive as part of their compensation a vacation period of four weeks with pay at regular wages upon each succeeding anniversary date.

B.    Each employee’s vacation period shall be taken at a time approved by the mayor.

C.    In the event an employee ceases to work for the city, he or she shall be paid for his or her accrued vacation time at his or her regular wages. (Ord. 619 §1, 1976: Ord. 530 §2, 1973: Ord. 462 §1, 1965: Ord. 357 §4, 1950).

2.56.050 Sick leave and vacation time--Recordkeeping.

The city clerk-treasurer shall keep a record of the time worked by the permanent city employees and keep an account of their sick leave and vacation credits. (Ord. 357 §5, 1950).

2.56.060 Retirement--Definitions.

For the purpose of Sections 2.56.070 through 2.56.090, a "full-time regular employee or appointed officer" is one who meets the requirements as a full-time employee for the purpose of vacation or sick leave under any ordinance of the city. (Ord. 501 §3, 1970).

2.56.090 Retirement--Proof of birth date required.

Every full-time regular employee or appointed officer shall furnish proof sufficient to satisfy the mayor of the accuracy of the employee’s birth date; an official certified copy of the birth certificate shall be deemed sufficient proof. In the event that any such employee or officer cannot or does not furnish sufficient proof after a specified request from the mayor or within ninety days after the date of the ordinance codified in this section, the employment of such employee or officer shall be forthwith terminated. (Ord. 501 §4, 1970).

2.56.100 Retirement--Payment for sick leave--Restrictions.

Any regular full-time employee or appointed officer who retires pursuant to Section 2.56.070 or 2.56.080, and who has maintained continuous full-time work for the ten years immediately preceding such retirement, shall be entitled to be paid, at the rate of pay in effect during the month preceding retirement, for one-third of such employee’s or officer’s accumulated sick leave. (Ord. 501 §5, 1970).

2.56.110 Employee recognition policy.

A.    Objective. To establish procedures and guidelines under which the city of Elma (the city) funds can be utilized for the purpose of employee recognition.

B.    Definition of Employee Recognition. “Employee recognition” means any award, token of appreciation, prize, meal, entertainment, event or similar recognition that is specifically to promote good will among city employees; foster a sense of pride in affiliation with the city; promote safety, productivity, reliability, efficiency, dedication, or commitment to the community that the city serves; or generate cost savings for the city. It is the intent that the city benefits from this policy by encouraging and supporting conduct on the part of employees that benefits the city and its citizens.

C.    Expenditure of Funds. The mayor may, subject to budgetary authority, expend funds for the purpose of employee recognition. Expenditure of funds for a token of appreciation, plaque, award or similar items is limited to no more than fifty dollars per employee per year, except funds spent for meals provided at a recognition event shall not count toward the fifty dollars per employee limit.

The expenditure of funds for meals related to an employee recognition event must be authorized by the mayor in writing, in advance of the event, and may not exceed applicable GSA per diem meal rates in the aggregate. A list of city employees in attendance at an event, and authorized guests who have a direct relationship to the event, along with receipts for all expenditures, will be submitted to the clerk-treasurer within five business days after the event. The list of authorized guests must be approved by the mayor in advance and is limited to no more than one additional person per employee in attendance at an event.

The employee will be responsible for any applicable taxes. The clerk-treasurer will determine the appropriate amount of taxes and is authorized to consult with the city’s tax advisor to assist in this determination.

Recognition events include, but are not limited to:

1.    Veteran’s Day recognition of District employee’s service.

2.    Annual employee recognition day.

3.    Cards and flowers for life events such as marriage, surgery, death, and birth. (Ord. 1199 §1 (Exh. A), 2022).