Section 1: General

1.0 General

Policies, rules and regulations in this Personnel Policy Handbook were written and reviewed by a broad-based team of employees, Department Directors and the City Manager. The City Attorney subsequently reviewed the handbook, and the City Commission has accepted it.

Employment with the City is “at will” which means that either the employee or the employer can terminate the employment relationship at any time, with or without prior notice, for any reason not prohibited by statute. The City’s Personnel Policy Handbook is not a contract. It is intended to provide data about personnel policies and regulations in effect as of the date appearing on the cover. To clarify or to check the current status of any part of this Handbook, please ask your Supervisor, Department Director, the Human Resources Director, or the City Manager.

1.1 Purpose of Personnel Policy Handbook

It is the purpose of the Personnel Policy Handbook to set forth the principles, procedures, and policies that will be followed by the City and its employees. This handbook is presented as a matter of information only. While the City believes wholeheartedly in the plans, policies and procedures described herein, they are not conditions of employment. The City reserves the right to modify, revoke, suspend, terminate or change any or all such plans, policies, or procedures, in whole or in part, at any time, with or without notice. The language used in this handbook is not intended to create, nor is it to be construed to constitute, a contract between the City and any one or all of its employees.

1.2 Departmental Rules and Regulations

This Personnel Policy Handbook shall not be construed as limiting the power and authority of any Department Director to make, or cause to be made, any rules and regulations governing the conduct and performance of department employees, subject to approval by the City Manager. Departmental rules and regulations shall not conflict with provisions of these policies and shall be approved by the City Manager. Disciplinary action may be based upon breach of any such rules and/or regulations.

1.3 Administration of the Policy Handbook

The regulations contained in this handbook apply to all City employees. The City Manager is responsible for administration of this handbook. It is the City Manager’s goal to:

A. Foster and develop programs for the improvement of employee effectiveness, including but not limited to training, risk management, safety, health, counseling and personnel utilization.

B. Assure equal opportunities and encouragement for every qualified person regardless of race, gender, age, religion, physical disability, color, national origin, sexual orientation or ancestry in securing and holding, without discrimination in employment.

C. Review the use and effectiveness of this Handbook and modify, revoke, suspend, terminate or change any or all of its administrative plans, policies, or procedures.

D. Establish and maintain records of all City employees.

1.4 Equal Employment Opportunity (EEO)

The City of Ottawa is an Equal Opportunity Employer. Employees of the City and applicants for positions are guaranteed an equal opportunity to employment. This means that the City will not discriminate against a worker or applicant on the basis of race, color, religion, gender, age, marital status, national origin, sexual orientation, veteran's status or disability. Recruitment, selection, placement, promotion, transfers and other personnel decisions will be solely based on merit and upon the job related qualifications and abilities of candidates. Discrimination is prohibited except where age, gender, or physical requirements constitute a bona fide occupational qualification. Please see the City of Ottawa’s Valuing & Managing Diversity Policy in the List of Attachments.

1.5 Americans with Disabilities Act (ADA)

The City will make reasonable accommodations for disabled persons in compliance with federal ADA regulations. Requests for reasonable accommodations should be made to the Director of Human Resources, who is also the City's designated ADA Compliance Officer.

1.6 Right to Search

The City has the right to inspect and to search any of its property at any time, including, but not limited to, electronic equipment, lockers, desks, vehicles or other City-owned property that may be assigned to a particular City employee. Employees may secure lockers and similar storage with personal padlocks if hasps or similar hardware are present. Installation of such locking hardware requires the approval of the Department Director. Use of a personal lock is at the sole risk of the employee, including damage to the lock during an authorized search. The City Manager or his designee must authorize such searches.

1.7 Definitions of Employment Status

The City has the following employment classifications:

A. Regular Full-Time: An employee hired to work at least 40 hours/week or at least 2,080 hours in one calendar year.

B. Regular Part-Time: An employee hired to work less than 2,080 hours in a one calendar year period.

C. Temporary/Seasonal: An employee that works for a short, defined period of time or for a specific program. Temporary/Seasonal employees may work full-time (40 hours or more per week), part-time (less than forty hours per week) or on an intermittent basis (i.e. as needed for certain special events).

D. Volunteer: A person who assists the City in some capacity with nominal or no compensation.

1.8 Administrative Direction

As provided by state statute, an individual City Commissioner may not direct the conduct of any City department or employee. It is only by policy direction of the City Commission through the City Manager that administrative affairs of the City shall be conducted or directed.

1.9 Administrative Declaration (FLSA)

Because of the previous city FLSA lawsuit and the requirements of a 207(K) designation, the City must have a specific writing creating a specific 207(K) work period. The City has some flexibility in changing the precise work period, and has chosen a 28-day, 212-hour period. The legal description of this declaration is as follows:

The City falls within the guidelines of 29 USC 207 (K), a provision of the Fair Labor Standards Act and 29 CFR Part 553. The work period that the City uses is a 28 day, 212 hour period (beginning 31 July 1993). Hourly employees of the Fire Department are covered by this declaration. This declaration further states that the City is an employer as defined in 29 USC 203 (d) and a public agency as defined in 29 USC 203 (x). The employees covered by this declaration are fire protection personnel as defined in 29 CFR 553.24 (c) and 29 CFR 553.210 (a) and (b).

1.10 Transfers

All transfers shall be made for the best interest of the City. The City Manager may transfer a current employee to fill a position in another department or division. Transfers are not subject to the grievance policy. Generally, transfers will not be made within the first year of an employee’s tenure with the City.

Section 2: Compensation

2.0 General

The City Manager is responsible for maintaining a uniform pay plan. The pay plan shall reflect an equitable relationship among the job classifications based upon a review of prevailing rates for comparable work in peer City organizations, local, private, and public wage rates, current cost of living, responsibilities of the position, and the policies of the City. Internal equity is also an important goal since it is the City’s intent to pay wages that are fair and competitive for work performed.

2.1 Pay Period

The City of Ottawa pays all employees on a two-week work period. Time cards are submitted after the 14 day work period is complete and pay checks are distributed the following Friday. Paychecks are distributed every other Friday (biweekly).

2.2 Salary Adjustment

An employee’s pay rate may be adjusted within the pay range established for the position the employee holds as a result of performance evaluation, disciplinary purpose, transfer or other cause. Such a salary adjustment request must be approved by the City Manager. A notice of this action shall be given to the employee.

2.3 Payroll Direct Deposit

Employees are encouraged to use direct deposit of paychecks into their specific bank account. This voluntary benefit permits an employee to have use of funds without having to personally receive and deposit the check. If participating, an employee will continue to receive a pay stub that details the personal pay information for each pay period. The Finance Department has applications and additional information necessary to initiate this program.

2.4 Overtime Pay REVISED: 01/30/04

Supervisors will try to anticipate the need for overtime work and give advance notice when situations arise. Overtime is work performed beyond your regularly scheduled hours in a given workweek. Employees determined to be in an exempt position according to the Fair Labor Standards Act are not entitled to receive overtime pay. For non-exempt employees, all overtime work and payment for overtime, must be requested and approved by the appropriate Department Director or his designee. All non-exempt employees covered by this policy will be compensated for overtime work at the rate of 1.5 times their base regular hourly rate of pay. Hours worked on a holiday in excess of eight hours shall be paid at double the regular rate of pay.

For personnel working 24-hour shifts, it is the policy of the City that overtime will be paid for all hours worked in excess of the 212 hours scheduled in the 28-day work period.

2.5 Compensatory Time

There is no provision made for compensatory time.

2.6 Cost of Living/ Market Adjustment

Cost of Living Adjustments (COLAs) will be appropriated during the City’s annual budget process, and are not implemented until after the new fiscal year has commenced. This adjustment will be based upon various economic indices and forecasts. However, the final decision to activate said adjustments will be dependent upon factors, which include but are not limited to, the City’s economic position at the time of and leading up to implementation.

2.7 Service Awards New: 06/01/05

The City of Ottawa is implementing a monetary award based on the years of service, and has decided to expand the increments so that employee service awards would be provided on 5-year increments beginning with an employee’s ten year anniversary (i.e. year 10, 15, 20, 25, 30, etc.). The monetary award for years of service will be paid in the following amounts:

10 years -- $100

15 years -- $125

20 years -- $150

25 years -- $175

30 years -- $200

35 years -- $225

40 years -- $250

Previous years of service with other Kansas municipalities will also be combined with service in Ottawa in determining the years for service awards. Years of service as of December 31 will be paid to eligible employees on the last pay period of October.

Section 3: Attendance

3.0 General

The employee is expected to be at the assigned work area on time, to provide notice if late or unable to come to work, and to remain in the work area unless conducting City authorized activities elsewhere.

3.1 Hours of Work

Departments establish working hours with approval by the City Manager or his designee.

3.2 Attendance

The employee shall be present and prepared for work during his assigned shift.

3.3 Tardiness and/or Unscheduled Absence

If late or unable to come to work because of illness or other reasons, the employee must notify the supervisor or Department Director. Unless otherwise noted by department regulation, the employee or someone on his behalf must phone the immediate supervisor or Department Director before the start of the shift or in extenuating circumstances, within two hours of the start of the shift. The employee must report to your immediate supervisor upon arrival to work.

3.4 Work Breaks

Employees are allowed two 15-minute breaks during the duration of each workday, as set forth in FLSA regulations under the following conditions:

A. Breaks shall be at a time specified by supervisory personnel, which does not adversely interfere with the work productivity of the department. There may be difference between department break schedules, especially in cases of shift employees.

B. Breaks taken by employees working out-of-doors shall be taken as determined by the immediate supervisor or Department Director.

C. Employees whose regular work activity takes place in the same location must take breaks at the premises or general location of the work activity at the discretion of their immediate supervisor.

D. Breaks may occur in restaurants or other commercial establishments only after being specifically authorized by the supervisor or Department Director.

3.5 Leave of Absence Without Pay

The City Manager may grant a leave of absence without pay for a defined period either with or without a guaranteed right of re-employment. A decision to refuse a leave of absence is not subject to the grievance policy.

3.6 Absence Without Authorized Leave

Any unauthorized absence from duty may be deemed to be an absence without pay and will be grounds for disciplinary action. An employee absent for one day without authorized leave shall be deemed to have resigned. The Department Director, Human Resources Director and City Manager may subsequently grant leave with or without pay where there are extenuating circumstances.

Section 4: Benefits

4.0 General

The City of Ottawa values its employees and believes that part of retaining valuable workers is to provide a good work environment, competitive pay and a good variety of quality benefits.

The benefits described in this section are provided to all eligible employees: vacation and sick leave, military, funeral and civil leave, holidays, personal days, educational leave and reimbursement, workers compensation, life insurance, health and dental insurance, Social Security and Medicare.

4.1 Vacation Leave REVISED: 05/22/09

A. Amount and schedule

1. Increases in the vacation leave accrual rate will be earned each month at the applicable rate listed below.

Years of Service	Hours Accrued Per Month For Full-Time Employees
0 – 5	8 hours
6 – 10	10 hours
11 – 15	12 hours
16 – 20	14 hours
21 and over	16 hours

2. Fire Department employees on a 24-hour shift shall accrue at the following rates listed below.

Years of Service	Hours Accrued Per Month For Full-Time Firefighters
0 – 5	10 hours
6 – 10	12 hours
11 – 15	14 hours
16 – 20	16 hours
21 and over	18 hours

3. Regular part-time employees will receive vacation leave accrual at the rate of ½ of the accrual rate of regular full-time employees.

4. Part-time, seasonal and temporary employees do not receive vacation leave.

B. Use

1. Vacation leave must be accrued before it can be taken.

2. Department Directors or Supervisors shall schedule vacation leave with particular regard to operational requirements and, insofar as possible, at the request of employee and when the appropriate paperwork is filed with the Human Resources Department.

C. Accrual

1. Vacation leave is credited to employees on a monthly basis in accordance with the timeline established above. Vacation leave is normally accrued in the pay period that includes the 15^th of each month.

2. An employee eligible to receive vacation benefits whose first day of work is on or before the 15th day of the month shall receive vacation leave accrual beginning the first day of his employment month. An employee whose first day of work is on or after the 16th day of the month, shall receive vacation leave credit beginning the following month.

D. Maximum Carry Over

Employees may not carry over vacation leave past a maximum of two hundred forty hours. The City Manager may extend, for a limited time, the maximum carry over when it is determined that an employee cannot be allowed to take vacation leave due to temporary heavy work schedules, extended illness, or other conditions beyond the employee’s control.

E. No Payment In-lieu of Use

Vacation leave is granted to employees as a period of personal time. No employee shall be permitted to waive vacation leave for the purpose of receiving payment in-lieu thereof.

F. Holidays During Vacation

Any official City holiday that occurs during an employee's scheduled vacation period shall be counted as a holiday and not as a day of vacation.

4.2 Sick Leave REVISED: 10/01/08

A. Amount and schedule

1. Regular full-time employees accrue Sick Leave at the rate of eight hours per month in each pay period that includes the 15^th.

EXCEPTION: Fire department 24-hour personnel will accrue twelve hours per month.

2. Regular part-time employees accrue Sick Leave at the rate of four hours per month.

3. Seasonal and Temporary employees will not receive Sick leave.

B. Use

1. Sick Leave must be accrued before it can be taken.

2. Sick Leave may be used for the following reasons:

a. Personal illness or injury of the employee.

b. To keep an appointment with medical personnel.

c. To care for a sick relative. Eligible relatives include spouse, father, mother, brother, sister, stepmother, stepfather, grandmother, grandfather, child, foster child, stepchild, and/or grandchild regardless of the sick relative’s residence. Also included is any other relative actually residing in the same household. Exceptions may be considered by the respective Department Director.

d. To care for a newborn child, or a child that has been placed with the employee for adoption or foster care.

C. When an employee finds it necessary to be absent due to illness or injury, unless otherwise noted by department regulation, he/she or someone on his/her behalf, must phone his/her immediate supervisor or Department Director before the start of the shift or in extenuating circumstances, within two hours of the start of the shift.

D. Sick Leave to keep a sick appointment shall not be granted unless the employee who is keeping the appointment has made prior notification to immediate supervisor or Department Director.

E. An employee must keep his supervisor informed if the absence is longer than three consecutive working days. In such instances or in the case of any Sick procedure, the supervisor may require documentation of such condition from a Sick professional. Documentation must state that employee was ill, in the opinion of a Sick professional. However, a doctor’s note or return to work authorization may be requested at any time.

F. Carry Over and Annual Payout

An employee may not carry over Sick Leave past a maximum of nine hundred sixty hours. After the end of each fiscal year, an employee will be paid for twenty-five percent of the total hours exceeding the maximum limit.

G. Holidays Occurring During Sick Leave

Any official City holiday that occurs during an employee's period of Sick Leave shall be counted as a holiday and not be counted as a day of Sick Leave.

4.3 Extended Leave

If you are planning to use three or more consecutive leave days (i.e. vacation), you must submit a written request on an appropriate form in advance to your Supervisor.

Employees working 24-hours shifts must submit this form when requesting to use any leave.

4.4 Military Leave

A. Reserve or National Guard Duty

An employee who is a member of the Armed Forces Reserve or National Guard will be given up to fifteen calendar days military leave with pay and benefits. "Pay" will constitute the difference between regular City salary and military base pay. The pay for persons who work 24-hour shifts will be calculated by the pay period rather than by the hour for comparison of regular City salary and military base pay (i.e. difference between regular scheduled pay employee would have received if no military leave, minus combined total of pay for hours worked for City and pay received from military).

B. Active Duty

The City of Ottawa has a policy regarding call to active duty, which is patterned after applicable State and Federal laws. Contact the Human Resources Department for further information.

4.5 Funeral Leave Revised: 05/19/09

In the event of the death of a member of the employee’s immediate family, the employee may be granted up to five calendar days following the death in order to arrange for and attend the funeral.

Immediate family, for the purpose of this policy, is defined as: spouse, father, father-in-law, mother, mother-in-law, brother, brother-in-law, sister, sister-in-law, grandparent, spouse’s grandparent, children, foster children, grandchildren, daughter-in-law, son-in-law, or other person who occupies such position in the family, or a person living in the same household of the employee.

An employee who needs additional time off for funeral related matters may request to use accrued vacation or personal leave.

4.6 Civil Leave With Pay

A. An employee will be given necessary time off with pay (the difference between regular pay and pay received for performing civil duties) when:

1. Performing jury duty.

2. Appearing in court as a subpoenaed witness.

3. Performing emergency civilian duty in connection with national defense.

B. Employees regularly scheduled to work a day shift shall be required to return to work in uniform prepared to work if the time served in civil leave is less than a regular day shift.

C. Shift employees scheduled to work the afternoon or night shifts on a day they are on civil leave shall be subject to the following rules.

1. For the time of civil leave, the shift employee shall be considered as working the day shift.

2. As with employees who regularly work a day shift, all employees are required to return to their regular work place in uniform prepared to go to work if the time served at jury duty is less than a regular day shift.

3. A shift employee who works a day shift due to jury duty, shall not work the regularly scheduled afternoon or night shift for that day.

D. An employee granted civil leave shall surrender such pay that has been awarded for civil duties, in order to receive his regular pay.

E. Required court time of an employee on matters involving the City as a result of his official capacity with the City will be considered working time, not Civil Leave.

4.7 Civil Leave Without Pay

If you are involved in court either as plaintiff or defendant in a case not resulting from your duties with the City, you may be granted leave without pay.

4.8 Holidays and Holiday Pay REVISED: 04/15/10

Employees are eligible for holidays beginning the first day of employment.

A. Employees receive the following eight holidays per year:

New Year's Day January 1^st

Martin Luther King Jr. Day Third Monday in January

Memorial Day Last Monday in May

Independence Day July 4^th

Labor Day First Monday in September

Thanksgiving Day 4^th Thursday in November

The Day after Thanksgiving Day Friday after Thanksgiving

Christmas Day December 25^th

B. Additionally, one observed City-designated 8-hour floating holiday will be determined by the City Manager in December of the preceding year. This holiday will usually coincide with one of the other established holidays so as to create a four day weekend (for example, if Christmas fell on a Thursday the floating holiday for the City may be Friday December 26^th).

C. Holidays that fall on a Saturday will be observed on the preceding Friday, and those that fall on a Sunday will be observed on the following Monday. Exceptions will be made for shift workers who will observe the holiday on the same day.

D. Full-time employees who do not work on an observed City holiday will receive 8 hours holiday pay.

E. Full-time, non-exempt employees who are required to work on an observed holiday shall be compensated at 1.5 times the employee’s regular rate of pay for the first 8 hours worked and 2 times the employee’s rate of pay for hours worked beyond 8. In addition, the employee will receive 8 hours holiday pay at the employee’s regular rate of pay. Police Department employees assigned to patrol will receive compensation at the rate of 2 times the employee’s rate of pay for hours worked beyond 8 only if they have over 80 hours in the pay period in which the holiday falls.

F. Part-time, temporary and seasonal employees will be eligible to receive holiday pay (minimum of 4 hours, maximum of 8) based on their regular work schedule. Effective January 1, 2011 temporary and seasonal employees will no longer receive holiday pay.

G. Effective January 1, 2011 regular part-time employees scheduled to work a minimum of 20 hours per week will receive holiday pay for those holidays that fall on their normal workday; holiday pay will be pro-rated based on employee’s work schedule (i.e. 20 hours per week will receive 4 hours holiday pay; 30 hours per week will receive 6 hours holiday pay).

H. To be eligible for holiday pay, an employee must be in a paid status for the entire last scheduled working day before the holiday and the entire first scheduled working day after a holiday.

4.9 Personal Leave

A total of 24 hours of personal leave will be provided during each year. Department Directors/Supervisors will approve the personal time with particular regard to operational requirements and, insofar as possible, at the request of the employee. Personal leave must be taken within the year accrued or it will be forfeited. If an employee voluntarily separates from employment with the City, he will be compensated for the unused personal days. Personal leave is made available to eligible new employees depending on their hire date:

Hire Date Personal Leave Hours

January 1 - April 30 24

May 1 - August 31 16

September 1 - December 31 8

4.10 Retirement Systems REVISED: 07/01/09

The State of Kansas maintains a defined benefit retirement program that is funded by both employers and employees. Rates of pay and years of service are part of the formula that determines the amount of each employee’s monthly retirement benefit. In addition, disability and death benefits are also included for all participants. The employer and employee contributions are dictated by the State Legislature. Eligibility for Kansas Public Employee’s Retirement System and Kansas Police and Firemen’s Retirement System (KPERS/KP&F) retirement benefits are adjusted from time to time by the retirement system. Employee's contributions are based on a percentage of gross salary. Members of the retirement system will receive an annual statement explaining the status of their contributions, interest earned and estimated retirement benefits. Questions about the retirement system should be directed to the Human Resources Director.

4.11 Social Security and Medicare

Social Security and Medicare are employee taxes required by the federal government and consist of joint contributions by the employee and the City, based upon a percentage of the employee's salary, and is deducted from the paycheck. Details regarding current Social Security deductions and requirements are available from the Human Resources Department.

4.12 Group Health, Dental, and Prescription Drug Coverage REVISED: 11/01/08

Regular full-time employees and regular part-time employees who work a minimum of twenty (20) hours per week are eligible to enroll in the City of Ottawa’s health, dental and prescription drug insurance program. Coverage is effective the first day of the month following thirty (30) days of employment.

The employer pays a significant portion of the premium, with the employee paying the remainder.

Employees who decline or who fail to enroll during their initial opportunity period may be subject to any waiting periods or other restrictions imposed by the health plan.

Employees who retire from the city’s employment may continue participation in the city’s group health care plan for themselves and their dependents. However, the retired employee pays all premiums for such coverage.

4.13 Life Insurance REVISED: 01/01/07

All regular full-time employees are enrolled in the city’s group term life insurance at no cost to the employee. This provides $15,000 death benefit payable to the employee’s designated beneficiary. The employee may elect to cover his eligible dependents for a nominal premium paid by payroll deduction. This coverage would provide $2,000 death benefit for the spouse and $1,000 for each eligible dependent child over six months of age, both payable to the employee.

By virtue of membership in KPERS, employees are provided with life insurance coverage with a benefit amount equal to a percentage of their current annual salary as determined and computed by the KPERS Board of Trustees.

4.14 Worker's Compensation

The City provides employees with Worker’s Compensation benefits by participating in the Kansas Eastern Region Insurance Trust (KERIT). Rates are dictated by law for workers based on their job descriptions. These rates are applied to the gross payroll earnings to determine the premium paid for each employee. Some positions that are considered more dangerous have a higher rate and produce greater premium.

The City pays the entire premium and agrees to abide by the loss control objectives prescribed by the KERIT Board of Trustees. In every instance, the City’s primary concern is the safety and well being of its employees. In the event of an injury, City staff’s main objective is to obtain the quickest and best possible care for the injured employee.

Employees injured on the job are covered by the Kansas State Worker's Compensation Act. This law provides specific benefits. To initiate a claim, the following procedure must be followed:

A. The employee shall report any injury immediately, regardless of extent, to his immediate supervisor. The immediate supervisor shall see that first aid treatment is provided to the injured employee as necessary. The injured employee may be taken to the City's designated health care provider or hospital.

B. The supervisor shall inform the Department Director of the accident and the response as promptly as possible.

C. The supervisor shall see that a properly completed "Official Accident Report" has been prepared, and shall forward it to the Department Director within twenty-four hours of the accident or as soon thereafter as possible.

D. The City Manager or his designee shall authorize all payments of hospital and physician invoices and administer the Kansas State Workers’ Compensation Act in accordance with provisions of the law.

E. When an employee is absent from work due to a job-related injury for seven consecutive calendar days, the employee becomes eligible for workers compensation salary benefits at the rate of 66 2/3% of base salary or the maximum allowable under state law. When injury leave has been taken and the employee remains off work due to that injury, the employee can use accumulated sick and vacation leave to a point where the combined salary paid by the City and the compensation paid for wages under workers' compensation is equal to the employees regular base salary. A worker injured on the job has a right to file a claim with the City and all claims will be settled in accordance with state law. Workers' Compensation is administered by the Director of Human Resources who can provide full information on Worker’s Compensation to any employee.

F. The City’s designated healthcare provider is Ransom Memorial Hospital.

4.15 Employee Assistance Program (EAP) REVISED: 03/01/09

The City supports employees who may need help dealing with personal problems by offering an Employee Assistance Program (EAP). Employees may need professional help coping with personal issues such as stress, financial and credit matters, alcohol and/or drug problems, parenting, relationship difficulties, marriage and family concerns, work-related problems, depression, child and/or elder care, health lifestyles, or legal consultations.

Employees are encouraged to contact the City of Ottawa’s EAP provider. There is no charge to employees for this benefit. It is also available to the employee’s spouse and dependent children. Confidentiality will be maintained in accordance with applicable state and federal laws.

Frequently, these personal problems have a direct effect on job performance. Supervisors may refer employees to the City’s EAP when job performance has been affected; participation by the employee would be mandatory as part of a Performance improvement Plan.

Additional information on this benefit may be obtained from your Human Resources Department.

4.16 Uniforms REVISED: 06/01/05

Certain IRS regulations require that jeans or pants be provided by compensating employees who receive such benefits through payroll rather than by actually issuing the clothing to those employees. In February of each year, each qualified employee will receive $150 through his/her paycheck. The intended use for this compensation is the purchase of jeans or workpants. For new employees hired during the year, a prorated amount of $12.50/full month will be provided, depending on the date of hire.

Other outerwear will require identification, such as a patch that will be sewn onto coats, jackets, coveralls and any other outerwear the City might purchase for the employee. When an employee receives any of these articles of uniform outerwear, the articles must be taken to a designated local seamstress to have identifying patches attached. This does not apply to footwear issued in accordance with department policies.

Shirts and hats with the City logo/identification sewn or screen-printed on each item will be provided in accordance with departmental policies.

The City will provide safety shoes for employees where work to be performed could be hazardous. A specified dollar amount for the shoes will be reviewed annually. Expenses above the established limit shall be the employee’s responsibility at the point of purchase. Safety shoes shall meet department requirements and shall be worn at all times on the job. The safety shoes are provided for on the job, and should not be worn for other (personal) activities.

Failure to comply with this policy may be cause for disciplinary action.

4.17 Meals REVISED: 01/30/04

Employment related trips that require an overnight stay will be reimbursed or paid for by the city. Reimbursement for meals during trips that do not require an overnight stay will be made with the following stipulations:

A. Reimbursement will only be made for the amount of the meal.

B. A valid receipt must be presented for each individual.

C. An expense report detailing the purpose of the trip, where the employee traveled, and which meal was taken during the trip.

Reimbursement for such meals will be made through payroll and will be affected by taxes, FICA, etc.

Meals will not normally be paid for when overtime is worked. Exceptions may occasionally occur.

4.18 Leave for Victims of Violence NEW: 01/01/07

An employee is eligible for leave if they are the victim of domestic violence or sexual assault. Employees shall first use accrued paid leave, which includes vacation or sick

leave or personal days. If an employee does not have accrued paid leave or uses up all accrued paid leave, the employee shall be granted unpaid leave not to exceed a total of eight days in a calendar year.

An employee who is the victim of domestic violence or sexual assault shall be provided leave for any of the following:

A. To obtain or attempt to obtain any relief, including, but not limited to, a temporary restraining order, restraining order or injunctive relief to help ensure the health, safety or welfare of the victim or the victim’s child or children.

B. To seek medical attention for injuries caused by domestic violence or sexual assault.

C. To obtain services from a domestic violence shelter, domestic violence program or rape crisis center as the result of domestic violence or sexual assault.

D. To appear in court after a domestic violence or sexual assault.

In order to qualify for leave, the employee shall give reasonable advance notice to their Supervisor or the Human Resources Director unless such notice is not feasible. Within forty-eight hours of returning from leave the employee shall provide Supervisor or the Human Resources Director documentation that supports the need for the leave, which may include, but is not limited to, any of the following:

A. A police report verifying that the employee was the victim of domestic violence or sexual assault.

B. A court order of protection or other evidence from the court or the prosecuting attorney.

C. Documentation from a medical professional, domestic violence advocate or advocate for victims of sexual assault, health care provider or counselor for the employee verifying that the employee was undergoing treatment for physical or mental injuries or abuse resulting in victimization from an act of domestic violence or sexual assault.

The request for leave and any documentation presented by the employee to the Supervisor or the Human Resources Director shall remain confidential to the extent allowed by law. Any request for, or documentation of, such leave presented to a Supervisor must immediately be forwarded to the Human Resources Director under confidential cover.

4.19 Family and Medical Leave (FMLA) REVISED: 09/01/08

The Family and Medical Leave Act (FMLA) grants eligible employees the right to take 12 workweeks of job-protected leave during a 12-month period for FMLA-covered medical and family reasons.

Eligibility: Any individual who has been employed by the City of Ottawa for a total of at least twelve (12) months and has worked for at least 1,250 hours during the 12-month period immediately preceding the start of the leave.

Qualified Leave Reasons:

Non-Military: The City will grant FMLA leave to eligible employees for the following reasons:

a) The employee’s serious health condition;

b) The birth and care of the employee’s child;

c) Placement with the employee of a child for adoption or foster care; and

d) Care of the employee’s spouse, child, or parent with a serious health condition.

Leave for the birth and care, or placement and care of a child must conclude within 12 months of the birth or placement of the child. FMLA applies equally to male and female employees.

Military: An eligible employee who is the spouse, son, daughter, parent, or nearest blood relative of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty and is actively receiving medical treatment, is entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. The City may require medical certification from the military to certify that the service member is recovering from a serious illness or injury sustained in the line of duty on active duty and is actively receiving medical treatment.

The maximum leave permitted during a 12-month period will be 26 weeks for all types of FMLA leave.

Section 5: Voluntary Supplemental Benefits

5.0 General

The City of Ottawa offers a variety of benefits that are voluntary and supplemental to the primary benefits. Employees have the option to request these benefits, some of which have additional fees or special circumstances attached to their use.

5.1 Sick Leave Bank

A. All eligible regular, full-time employees shall be given the opportunity to participate in the Sick-Leave Bank. Once an employee has elected to participate, the employee shall be a member for one year.

B. On December 31st of each year, regular full time employees who have accumulated no less than forty-eight hours sick leave may contribute sixteen hours to the Sick-Leave Bank. Such bank to be administered by the City of Ottawa Human Resources Department pursuant to the following guidelines.

C. Should the total hours in the Sick-Leave Bank be completely used, each participating employee shall contribute eight additional hours of his sick leave to the Sick-Leave Bank. Additional hours shall be assessed no more than twice in one year, for a total not to exceed sixteen additional hours.

D. To be eligible for Sick Leave Bank hours, the employee must meet all of the following tests:

1. The employee must be a participating employee in the Sick-Leave Bank.

2. The employee must exhaust all vacation and sick leave. Personal leave is exempt from this policy.

3. The employee must be sick or disabled such that the employee would otherwise be eligible for sick leave.

4. The employee’s physician or health care provider must certify in writing that the employee will be able to return to regular duty; and that the illness or disability will require at least five work days convalescence (i.e. five days will be needed from the Sick-Leave Bank in order to recover).

5. The application for Sick-Leave Bank hours must be approved by the Human Resources Department.

E. The participating employee shall apply to the Human Resources Department for hours to be used from the Sick-Leave Bank. The Director of Human Resources or designee, shall require a statement from the employee's physician certifying that he is incapable of performing his duties as a result of the accident or illness. The physician may be asked to certify in writing the number of days absence the given illness or disability requires to permit recovery and subsequent return to regular duty.

F. The maximum number of hours an employee may utilize from the Sick Leave Bank in a fiscal year shall not exceed two hundred sixty-four hours. An employee who applies for Sick Leave Bank hours in two consecutive years as a result of a continuous illness or disability (i.e. cancer) may be granted a maximum of 160 hours in the second year. Upon receiving KPERS/KPF disability the employee shall no longer be eligible for Sick Leave Bank hours beyond the KPERS eligibility date.

G. An employee who is eligible for Worker's Compensation benefits for the same accident or illness shall not be eligible to receive hours from the Sick Leave Bank.

H. The calendar year for the Sick-Leave Bank shall be from January 1st through December 31st.

I. At the end of each Sick-Leave Bank year, the unused hours in the Sick-Leave Bank shall be distributed as follows:

1. If the number of unused hours is less than eight times the number of participants, those hours shall be carried in the Sick-Leave Bank for the next fiscal year.

2. If the number of unused hours is more than eight times the number of participants, each participant shall accrue eight hours of sick leave and the remainder carried in the Sick-Leave Bank for the next fiscal year.

3. If the number of unused hours is more than sixteen times the number of participants, each participant shall accrue sixteen hours of sick leave and the remainder carried in the Sick-Leave Bank for the next fiscal year

5.2 Cancer Insurance

The City offers an opportunity for employees to cover themselves and their dependents for benefits paid in cash when an insured person is diagnosed and treated for cancer. Premiums are the responsibility of the employee and may be payroll deducted on a pre-tax basis. See the Human Resources Department for additional information and cost for this coverage.

5.3 Personal Short-Term Disability

The City offers an opportunity for employees to insure a portion of their income tailored to their family needs in case of personal short-term disability. Premiums are the responsibility of the employee and may be payroll deducted. See the Human Resources Department for additional information and cost for this coverage.

5.4 Personal Accident Plan

The City offers an opportunity for employees to cover themselves and their dependents for 24-hour coverage on and off the job. Benefits are paid in cash when an accident occurs and up to six office calls for follow-up treatment. Premiums are the responsibility of the employee and may be payroll deducted on a pre-tax basis. See the Human Resources Department for additional information and cost for this coverage.

5.5 Personal Recovery Plus

The City offers an opportunity for employees to cover themselves and their dependents to provide cash benefits for any of eight named life-threatening events. Premiums are the responsibility of the employee and may be payroll deducted on a pre-tax basis. See the Human Resources Department for additional information and cost for this coverage.

5.6 Personal Long Term Care

The City offers employees an opportunity to protect assets from being consumed by medical needs. Premiums are the responsibility of the employee and may be payroll deducted. See the Human Resources Department for additional information and cost for this coverage.

5.7 KPERS Optional Group Term Life Insurance REVISED: 01/30/04

The employee is eligible for this coverage as soon as he is eligible for KPERS/KPF enrollment. The plan maximum is $250,000. Amounts of insurance up to $50,000 will become effective the date you apply. Amounts over $50,000 will become effective the date you are approved. You may enroll for or increase your coverage by up to $25,000 (subject to the plan maximum of $250,000), without proof of good health, within 30 days of marriage, change in marital status, or the birth or adoption of a child. You may enroll at any time to increase your coverage up to the plan maximum of $250,000. You will

need to provide proof of good health for increases outside of your initial eligibility period. Questions about this life insurance program may be directed to the Human Resources Department.

5.8 Flexible Benefit Plan (Tax-Qualified 125 Plan, also known as a “cafeteria plan”) REVISED: 01/01/07

Once each year all regular, full-time employees will be given an opportunity to decline or enroll in a voluntary plan designed to save the employee taxes on group health and dental insurance premiums as well as other allowable product premiums withheld from the employee’s paycheck, unreimbursed medical expenses, and dependent care expenses. Each employee must complete a selection form prior to January 1^st each year. This selection cannot be changed during the year unless there is a qualifying reason acceptable to Internal Revenue Service guidelines.

This Tax-Qualified 125 Plan allows you to pay for employee health and dental premiums as well as other allowable products by payroll deduction on a pre-tax basis. In addition, employees may elect, on an annual basis, to contribute to a flexible spending account pre-tax dollars to cover medical and dental expenses that are not covered by insurance as well as expenses for dependent care.

Those employees who choose to participate in this program will make voluntary contributions from each paycheck into an account maintained by the City’s third party administrator, and the administrator will reimburse those expenses from the funds the employee has voluntarily directed into the flexible benefit plan. Reimbursement forms are available in the Human Resources Department.

It is important that the employee make an accurate estimate of his anticipated eligible expenses. Any amount left in the employee’s account at the end of the plan year will be forfeited in compliance with the Internal Revenue Service rules.

For more information, contact the Human Resources Department.

5.9 Deferred Compensation

A. An employee may voluntarily have an amount deducted from his pay check to be placed in the International City Management Association – Retirement Corporation 457 deferred compensation plan. The maximum amount of deferred compensation is dictated by federal law.

B. Employees who authorize a deduction no less than $10.00 per pay shall be eligible for contributions paid by the City at the following rates:

1. $39.00 per quarter for employees eligible for overtime compensation.

2. $65.00 per quarter for employees not eligible for overtime compensation.

3. Employees must authorize at least the minimum deduction for the entire quarter in order to maintain eligibility.

5.10 Educational Leave

The City of Ottawa values education and encourages an employee to seek additional, continuing and higher education for personal enrichment and possible professional advancement.

A. Educational leave with pay will be granted to an employee who attends a course of study when required by the City.

B. Upon approval of the Department Director and City Manager, an educational leave without pay may be granted to a regular full-time employee for a period not to exceed one year to pursue professional education or seek specialized training. No leave accrual shall occur during educational leave.

5.11 Educational Reimbursement

Reimbursement for tuition costs of job related education may be available with prior Department Director approval and achievement of a “B” or better. Interested employees should make their supervisor aware of their interest. Please see Education Reimbursement Policy in the List of Attachments.

5.12Additional Compensation for Achieving Higher Education

The starting salary of an employee will reflect the attainment of education prior to beginning employment with the City, whether it was a requirement of the position or not. During employment, if an employee earns a degree, compensation will be given according to the schedule below.

Associates Degree 2% increase

Bachelors Degree 4% increase

Masters Degree 3% increase

In fields of study where it is common to first earn an associates degree before attaining a bachelors degree (police), the employee would receive a two percent increase after the associates degree and an additional two percent after earning the bachelors degree. In careers where it is common to work on a bachelor’s degree without having an associates degree first, the employee would receive a four percent increase once the bachelor’s degree has been earned.

5.13 Education Savings Plan

The State of Kansas permits a comprehensive 529 Plan for education savings. An employee can set aside an amount permitted by State Law to be used for higher education expenses. State Law will dictate taxability and govern how the program is administered. For more information, contact the Human Resources Department.

Section 6: Employee Rules

6.0 General

The City has established policies and procedures related to the behavior of its employees. When an individual is selected to become a City employee, he joins a group of good, hard working, and conscientious people who have a dedicated interest in serving the community to the best of their ability. As a result, there are certain behaviors that are expected of City employees and rules that must be followed.

6.1 Residency Requirement

A full-time employee shall be within one year from date of beginning work, a resident of Franklin County. The City Manager shall be required to live within the city limits of the City of Ottawa.

6.2 Anti-Nepotism REVISED: 01/01/07

No person shall be hired, promoted, transferred, demoted or reassigned in any position in the City’s service when, as a result, the person would supervise, manage, or be supervised or managed by a family member or member of the person’s household. No employee shall advocate, participate in or cause the hiring, promotion, transfer, demotion, termination, or discipline of a family member or member of a person’s household. For the purpose of this policy, a family member and household are defined as:

A. Spouse, parent, child or sibling.

B. Uncle, aunt, cousin or any relative of a preceding generation as denoted by the prefix of grand or great.

C. Step, foster or legally adoptive parents and other relatives of step, foster, or adoptive parents as designated in paragraph (A) above.

D. Parent, child or sibling related by marriage as denoted by the suffix of in-law.

E. Cohabitating employees having a personal and private relationship.

The terms supervising and managing are defined as having the authority within the City’s organizational hierarchy to recommend or approve the appointment, transfer, promotion, demotion, salary, evaluation, suspension, termination, or other similar personnel actions of another employee.

If two employees become married to each other they may continue to work for the City, provided that they do not work in the same division. If they work in the same division, a transfer to another division or a different department may be offered or given priority if a vacancy exists and the employee is qualified to fill the vacancy. A transfer shall be made as soon as possible but in no event shall a co-working situation exceed 120 days. If a transfer of one of the employees cannot be accomplished for whatever reason, one of the employees must resign. If neither employee resigns within 120 days, the City Manager may terminate one of the employees based upon whatever criteria deemed by the City Manager to be in the best interest of the City.

6.3 Political Activity

Although City employees are afforded every civic right and responsibility, there are limitations during work hours. The following policies and limitations regarding political activities by employees of the City are intended to maintain the neutrality and effectiveness of the public service.

A. City of Ottawa Elective Office.

An employee who desires to become a candidate for an elected City office may do so after resigning or taking a leave of absence without pay. An employee who chooses to run for office and is elected to the City Commission is required to resign his position imm

Personnel Policy

Effective July 1, 2003

Honor our values and help achieve our standards of service

Form of Government in Ottawa

Section 1: General

Section 2: Compensation

Section 3: Attendance

Section 4: Benefits

Section 5: Voluntary Supplemental Benefits

Section 6: Employee Rules

Section 7: Safety and Injuries

Section 8: Performance Evaluation

Section 9: Counseling and Discipline

9.0 Counseling....................................................................................................................... 43

9.3 Disciplinary Actions........................................................................................................ 44

Section 10: Grievance Policy

Section 11: Separation

List of Attachments

Section 2: Compensation

Section 3: Attendance

Section 4: Benefits

4.12 Group Health, Dental, and Prescription Drug Coverage REVISED: 11/01/08

Section 5: Voluntary Supplemental Benefits

Section 6: Employee Rules