OR 92-540 personnel policies to govern employees of CoppellAN ORDINANCE OF THE CITY OF COPPELL, TEXAS
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, APPROVING AND
ADOPTING PERSONNEL POLICIES TO GOVERN THE EMPLOYEES OF THE CITY OF
COPPELL; ESTABLISHING A PROCEDURE FOR DEVELOPING NEW POLICIES AS
WELL AS FOR REVIEW AND AMENDMENT OF EXISTING POLICIES; APPOINTING
A COUNCIL SUBCOMMITTEE TO ASSIST WITH THE REVIEW AND AMENDMENT
PROCESS; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, the City Council and the City Manager of the City of
Coppell have determined the need and desirability of reviewing the
City of Coppell personnel policies to ensure that policies are
consistent with current City practices and statutes; and
WHEREAS, the City Council approved and commissioned a study
and comparison of the City of Coppell personnel policies with
various comparable area cities' policies by Dr. Paul Geisel and
graduate students of the University of Texas at Arlington; and
WHEREAS, the report and recommendations of Dr. Paul Geisel
indicated the need and desirability of making revisions and
amendments and developing new personnel policies; and
WHEREAS, the City Council approved a plan which provided for
comprehensive input and participation by employees, management, and
City Council in the development of these revisions, amendments, and
new policies; and
WHEREAS, such revisions, amendments, and new policies have
been compiled and have been presented to the City Council in a
document entitled, "City of Coppell Employee Policy and Procedure
Handbook" and attached hereto as Exhibit "A"; and
WHEREAS, the City Council has determined that these policies
are in the best interest of the City of Coppell and all employees
of the City;
NOW, THEREFORE, BE IT ORDAINED BY THECITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1.
That the Coppell employee policy and procedure handbook
attached hereto as Exhibit "A" is hereby adopted to govern the
matters contained therein for the City of Coppell.
~Al C £ /t/ T £ /) L /:1 L
FILEP
There is hereby
additional amendment
policies as follows:
SECTION 2.
established a process for continuing and
revision and development of new personnel
The City Manager shall appoint an employee subcommittee to
be known as the "Employee Personnel Policy Review
Committee" (EPPRC), which shall be composed of
representatives of each major division of the City
organization as the City Manager may determine is
necessary for obtaining employee suggestions and opinions
for policy development or amendment to the City of Coppell
Employee Policy and Procedure Handbook.
The City Council shall appoint two Council members and one
citizen who has knowledge and experience in personnel
matters to serve as a subcommittee to be known as the
"Personnel Policy Review Committee" (PPRC), which shall
review all proposed additions, amendments, and/or
revisions and shall submit a recommendation for adoption
or amendment to the City Council for approval. At the
request of the City Manager, this subcommittee shall also
provide interpretation and clarification of policies. The
City Council will be provided documentation and
information necessary to keep them informed of all
interpretations and recommendations of the PPRC.
Co
The City of Coppell's policies and procedures shall
initially be reviewed within approximately six months of
the effective date of the adoption of this ordinance and
thereafter on at least an annual basis. However,
additions, amendments, and revisions may be developed and
implemented at any time it is determined to be in the best
interest of the City of Coppell and the City organization.
SECTION 3.
Any amendment to the City of Coppell Employee Policy and
Procedure Handbook, whether additions, deletions, or changes, shall
be adopted by ordinance in the form of supplements or reprints of
pages. These supplements or reprinted pages shall be inserted in
their proper place in the handbook. One copy of the handbook shall
be maintained up-to-date as a part of the official records of the
office of the City Secretary, and in the event any question is
raised as to whether a policy or any part of the handbook is
complete and up-to-date, the copy on file in the office of the City
Secretary shall be final and conclusive. Any amended page of the
handbook shall, when published, carry the number of the adoptive
ordinance making the amendment.
SECTION 4.
The City Manager shall provide opportunity for orientation and
training for all employees, and they shall have access to copies of
all policies and procedures hereby adopted and approved by the City
Council. All policy and procedure handbooks provided to the
employees shall be the property of the city of Coppell and shall be
returned to the City of Coppell upon termination or upon request by
a supervisor or the management of the City of Coppell.
SECTION 5.
Ail ordinances or parts of ordinances inconsistent or in
conflict with the provisions of this ordinance, and all prior
adopted personnel policies except the policy dealing with personal
leave, Chapter IX, Section 2, of the existing personnel policy, are
hereby repealed.
SECTION 6.
This ordinance shall take effect beginning April 13, 1992.
the
DULY PASSED by the City Co,~uncil of the City of Coppell, Texas,
day of /L_~ ,~,~/ , 1992.
APPROVED:
MAYOR /
ATTEST
APPROVED AS TO FORM:
CITY SECreTARY~
ord.pp
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The City With A Beautiful Future
EMPLOYEE
POLICY
PROCEDURE
HANDBOOK
I/
CITY OF COPPELL
EMPLOYEE POLICY AND PROCEDURE HANDBOOK
INTRODUCTION ..............
Empio~n~ 6p~o~t~nit~
Equal ..............
Nepotism ........................
Sexual Harassment ...................
Americans with Disabilities Act ..... ' ......
Management Authority ..................
EMPLOYMENT ..................
PerformanCe Pro~ati~n~r~ ~e~iod ............
Recruitment/Selection/Promotion ............
Outside Employment ...................
Exit Interview .....................
Personnel Records ...................
Employment Status ...................
Transfers .......................
COMPENSATION ........................
Performance Evaluation System .............
On-Call Time ......................
Call-Back ................
Temporary A~sig~m~n~ ~a~ ................
Longevity Compensation .................
Comp Time .......................
Overtime ........................
Classification/Compensation ..............
Separations ......................
EMPLOYEE LEAVE .......................
Personal Leave .....................
Holidays ........................
Bereavement Leave ...................
Leave of Absence ....................
Military Leave .....................
Civil Leave ......................
Administrative Leave ..................
EMPLOYEE GROUP BENEFITS ...................
Tuition Reimbursement .................
Group Hospitalization, Medical & Life Insurance ....
Travel Policy .....................
Training ........................
Worker's Compensation .................
Texas Municipal Retirement System ...........
Unemployment Insurance .................
Elective Benefits ...................
EMPLOYEE CONDUCT ......................
Discipline .......................
Grievance .......................
Health/Fitness .....................
Safety .........................
City Property/Equipment Use ..............
Gifts .........................
Inclement Weather Policy ...............
Political Activity .................. -
Controlled Substance/Alcohol Abuse/Drug Testing ....
Valid Driver's License .................
General Office Procedure ................
Conflict of Interest ..................
"Notice"
All reference to Vacation and Sick Leave shall be interpreted to mean Personal
Leave until the Personal Leave policy is revised.
IN~ODU~ION
Equal Employment Opportunity ................
Nepotism ..........................
Sexual Harassment ......................
Americans with Disabilities Act ...............
Management Authority ....................
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT:
AUTHORITY:
J
PAGE: of:
PREPARED BY:
Equal Employment
REVISED DATE:
Personnel Policy Task Force
SOP NUMBER;
REPLACES:
EFFECTIVE DATE:
REVIEW DATE:
APPROVED BY CITY MANAGER:
1.0
2.0
3.0
4.0
A:L~DMII~.DIR~-~DRF1091 .SOP
POLICY
1.01
It is the policy of the City of Coppell to not discriminate against any person in
recruitment, examination, selection or appointment, salary compensation and
benefits, testing and training, promotion and transfers, awards, daily working
conditions, retention, discipline, or any other aspect of employment or personnel
administration because of religious opinions or affiliations, or because of race,
color, national origin, age, sex, or disability.
1.02
The City of Coppell prohibits any form of retaliation against any employee or
applicant for filing a bona fide complaint under this policy or for assisting in a
complaint investigation.
1.03 Any employee who violates the prohibitions or the letter or spirit of this policy
shall be subject to disciplinary action, up to and including dismissal.
KEY WORDS
2.01 Equal Employment
2.02 Discrimination
AFFECTED DEPARTMENTS
3.01 All City Departments
REFERENCES
4.01 Title VII of Civil Rights Act of 1964
:5.0
6.0
7.0
8.0
DEFINITIONS
5.01 Discrimination - Distinctive and unfair treatment, bias, or prejudice in making
employment related decisions in areas outlined in applicable State and Federal
legislation.
RESPQNSIBILITY/A~HORITY
6.01 It is the responsibility of Department Directors/Supervisors to understand the laws
prohibiting discrimination and ensure all employment decisions are in compliance
with applicable State and Federal laws.
7.01 N/A
EXHIBITS
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Nepotism
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan 1). Ratliff
1.0
A: ~ADMIN,DIR~-IDRF 1091 .SOP
POLICY
1.01
It is the policy of the City of Coppell that no person related within the second
degree by affinity (marriage) or within the third degree by consanguinity (blood)
to the Mayor, any member of the City Council, or the City Manager shall be
appointed to any office, position, or other service of the City, but this prohibition
shall not apply to officers or employees who have been employed by the City
continuously for more than two (2) years prior to the election of such member of
the Council, Mayor, or City Manager.
Ao
The City Manager shall not approve the appointment to any Supervisor's
work group, any person who is related within the second degree by affinity
or consanguinity to that Supervisor.
Specific approval of the City Manager must be obtained prior to employment
of any applicant who has a member of his/her immediate family on the City's
payroll.
Relatives of City employees will not be hired, promoted, demoted,
transferred or reinstated if any such action would place them at an
advantage or disadvantage with respect to other employees or is likely to
create conditions of direct conflict.
Provided there is no violation of the Nepotism Policy, the fact that an
applicant has a relative on the City payroll shall not be a consideration in
determining which applicant will be hired when all other qualifications are
equal.
2.0
3.0
4.0
5.0
In the event of promotion, reorganization, marriage between two City
employees, or any other action that may create the possibility of inequity or
impropriety, the following shall apply:
If the affected employees are employed in different departments or
different divisions of a department, those employees will be permitted to
remain with the City.
If the affected employees are employed in the same division of a
department, and they wish to remain City employees, one must seek a
transfer to another division of that department or to another department.
This decision shall be made and agreed upon by those employees
involved. An employee seeking a transfer will be considered for any
City position for which he is qualified but cannot remain in the existing
division for more than ninety (90) days. Qualifications being equal, the
transferring employee shall be given preferential treatment. If a suitable
position cannot be found by the end of this period, one of the two must
terminate or be subject to reassignment if another position is available.
Reassignment is subject to the discretion of the City Manager and the
individual's skills.
3. If the two affected employees cannot or will not agree, seniority will
determine which employee will be terminated.
KEY WORDS
2.01 Nepotism
2.02 Affinity
2.03 Consanguinity
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Texas Revised Civil Statue Ann. article 5996h
DEFINITIONS
5.01
Affinity Kinship - Two persons are related to each other by affinity if they are
married to each other or the spouse of one of the persons is related by
consanguinity to the other person (Relationships by marriage).
6.0
7.0
8.0
Consanguinity Kinship - Two persons are related to each other by consanguinity
if one is a descendant of the other or if they share a common ancestor. (An
adopted child is treated as the natural child of the adoptive parent for this
purpose. Relationships by blood).
RESPONSIBILITY/AUTHORITY
6.01 It shall be the responsibility of each Supervisor and/or Director to ensure that the
philosophy of this policy is administered as stated.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 Personnel Department ..... A.
Shall determine the
degree of relationship
for any applicant to
any other employee of
the City of Coppell.
EXHIBITS
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
] SUBJECT: SOP NUMBER:
Sexual Harassment
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY; Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan 1~. RatUff
1.0 POLICY
1.01
It is the policy of the City of Coppell to prohibit any form of sexual harassment
as defined under Title VII of the Civil Rights Act of 1964, of its employees in the
work place. The City of Coppell recognizes that sexual harassment is a violation
of Federal and State Laws. The City will not tolerate any infractions of this
policy by its employees or any outside parties.
1.02
The City of Coppell prohibits any form of retaliation against any employee for
filing a bona fide complaint under this policy or for assisting in a complaint
investigation.
1.03
Sexual harassment does not refer to occasional compliments of a socially
acceptable nature. It refers to behavior toward others that is not welcome, and
that has sexual connotations.
2.0 KEYWORDS
2.01 Sexual
2.02 Harassment
2.03 Offensive
2.04 Intimidation
2.05 Retaliation
2.06 Civil Rights
3.0
4.0
5.0
DEPARTMENTS AFFECTED
3.01 This policy applies to all departments of the City of Coppell.
REFERENCES
4.01 Title VII, Civil Rights Act of 1964.
4.02 State of Texas Retaliation Act of 1973.
4.03 Equal Employment Opportunity Commission Guidelines on Discrimination
Because of Sex.
DEFINITIONS
5.01
Sexual harassment is defined as any unwelcome sexual advances, requests
for sexual favors, verbal or physical conduct of a sexual nature, such as
patting, pinching, touching, leering, and obscene gestures. It also
includes any other conduct of a sexual nature including sexually explicit
language, jokes, etc. These are considered sexual harassment when:
Such conduct has the purpose or effect of interfering with an
individual's performance or creating an intimidating, hostile,
uncomfortable, or offensive working environment; or,
Submission to such conduct is made either explicitly or implicitly
a term or condition of an individual's employment; or,
Co
Submission to or rejection of such conduct by an individual is used
as the basis of employment decisions affecting such individual.
5.02 Some possible examples include but are not limited to:
Suggestive comments, gestures, threats, or insults
Flirting, touching, advances, or propositions
Sexually degrading words to describe an individual or sexually
oriented jokes
The display, in the work place, of sexually suggestive objects or
pictures, such as nude photographs
6.0
7.0
RESPONSIBILITY/AUTHORITY
6.01 Employees are expected to report incidents of sexual harassment in
violation of this policy immediately.
6.02 It is the responsibility of each Supervisor/Department Director to ensure
compliance with this standard operating procedure.
6.03
Retaliation - The City will make every possible effort to ensure that a
person who complains of sexual harassment does not later become a
victim of retaliation by the accused or by anyone else in the work place.
Such incidents should be reported at once and will be addressed by the
City in the strongest possible manner.
Confidentiality - The City will take all possible measures to assure that
confidentiality is maintained with respect to all complaints of sexual
harassment.
6.05 Disciplinary Action - Sexual harassment is considered misconduct that
could lead to disciplinary action up to and including termination.
6.06
Employee responsibilities: Any employee who believes that they have
been subjected to any form of sexual harassment should promptly take
steps as outlined in 7.0 below:
6.07
Management responsibilities: Every supervisor is responsible for
maintaining their work place free from sexual harassment. Supervisors
must use a great deal of discretion in their social relationships with other
employees, particularly their own subordinates. This must be done in
order to avoid compromising their ability to function as an impartial
supervisor who can treat all employees fairly. Supervisors should avoid
"romantic" social relationships with their subordinates, these only build
a potential liability following the conclusion of the relationship.
PROCEDURES
7.01 Any employee who believes they have been subjected to any form of
sexual harassment should promptly take steps as outlined below:
1. Report the incident immediately to your Supervisor/Director.
7.02
7.03
7.04
7.05
If the immediate supervisor is the offending party go directly to
your department director. (Even if the supervisor is not the
offending party you can go directly to your director.) If at any
time you do not feel comfortable with reporting the problem at any
of these levels, you may go directly to Personnel or the City
Manager. If you are not comfortable with reporting the problem
to someone of the opposite sex, you should notify the Director of
Personnel who will arrange for someone of your same gender to
speak with you. All complaints of sexual harassment will be
investigated.
It is recommended that if a complaint is going to be made that it
be made as soon as possible after the incident. This is to help
with the timeliness and accuracy of the investigation that will begin
as soon as the incident is reported.
If after a reasonable length of time you are not satisfied with the
action being taken at the level you have reported the problem to,
you may go to the next level of management.
Any complaint of sexual harassment will receive the immediate attention
of the supervisor or manager to whom it was made and will be reported
immediately to the Director of Personnel and the City Manager through
the chain of command. If the report is made directly to Personnel,
notification of the incident will be reported back immediately to the
appropriate person in the chain of command as well as to the City
Manager. All complaints of sexual harassment shall be investigated as
soon as possible.
When complaints of sexual harassment involve alleged acts of sexual
assault, the investigation will be coordinated with the Police Department
by the Director of Personnel.
It is the practice of the City of Coppell to listen to all complaints, identify
the problem, and take appropriate action.
Each supervisor will discuss this policy with all of their employees and
assure them that they are not required to endure insulting, degrading, or
exploitative sexual treatment.
8.0
7.06
7.08
7.10
Every supervisor will assure their employees that the City supports the
State of Texas Retaliation Act which protects a public employee who
reports an alleged violation of law. This Act provides that a state or local
government body may not suspend or terminate the employment of, or
otherwise discriminate against, a public employee who reports a violation
of law, such as sexual harassment.
Investigations will normally include talking with the individuals and
witnesses involved. All information that is gathered in an investigation
will be handled as confidential. Details of the investigation will not be
released to third parties or to anyone not directly involved with the
investigation unless the City deems it to be in its best interests or when
disclosure is compelled by law.
At anytime during an investigation an employee feels uncomfortable
reporting the details of an incident to a supervisor of the opposite sex,
they will be given the opportunity to report the details to someone of the
same sex. It is the responsibility of the supervisor to see that this
opportunity is provided. If it is not possible to find someone of the same
sex in the chain of command within a particular department the Director
of Personnel will be responsible for providing such an individual.
The facts of the investigation must be reported through the supervisory
channels to the director of the department. Once an investigation has been
completed a report of the findings will be forwarded to the City Manager
for review and consideration of proposed action.
If the investigation reveals that the complaint is valid, prompt disciplinary
action, as approved by the above mentioned individuals, will be taken.
No matter what level of disciplinary action is taken the supervisor will
ensure that the harassing conduct is immediately stopped. This may
include a general re-education of all of the supervisors and employees of
what sexual harassment actually consists of.
EXHIBITS
N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Americans With Disabilities Act
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan 1). Ratliff
A:~ADMII~I.DIRH-IDRF1091 .SOP
1.0 POLICY
1.01
It is the policy of the City of Coppell to comply with the Americans with
Disabilities Act of 1990, and to ensure that no person is discriminated against
based on any disability. The City offers equal employment opportunity to
qualified individuals and strictly prohibits the discrimination against qualified
individuals on the basis of disability. The Personnel Director will be responsible
for coordinating the City's efforts to comply with and carry out its responsibilities
under the Americans With Disabilities Act:
Vivyon Bowman, Personnel Director
255 Parkway Boulevard
P.O. Box 478
Coppell, TX 75019
(214) 462-0022 Ext. 280
1.02
The City of Coppell shall provide a reasonable accommodation to the known
physical or mental impairments of an otherwise qualified individual if such
reasonable accommodation will enable the individual to perform the essential
functions of the position at issue and shall not deny employment opportunities on
the basis of the need to provide reasonable accommodation to the individual's
physical or mental impairments.
1.03
Employees who have a complaint involving potential violations of the Americans
With Disabilities Act should utilize the grievance procedure outlined elsewhere
in this policy and procedure handbook.
2.0
3.0
4.0
KEY WORDS
2.01 Americans With Disabilities
2.02 Disability
AFFECTED DEPARTMENTS
3.01 All City Departments
REFERENCES
4.01 The Americans With Disabilities Act of 1990
5.0
6.0
7.0
DEFINITIONS
5.01
Individual with a Disability - A person who has a physical or mental impairment
that substantially limits one or more major life activities, has a record of such an
impairment, or is generally regarded as having such an impairment.
5.02 Physical Impairment - Refers to any physiological disorder, cosmetic
disfigurement, or anatomical loss affecting one or more of several body systems.
5.03 Mental Impairment - Any mental or psychological disorder.
5.04
Reasonable Accommodation - The provision of access to employee work and non
work areas; making essential equipment useable for the disabled employee.
Reasonable accommodation must be determined for the specific individual on the
nature of his/her disability and the specific job.
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of the Personnel Director as the Americans with
Disabilities coordinator to work toward gaining compliance with the ADA
legislation and to assist all affected City departments in gaining compliance.
6.02
It is the responsibility of the Department Director/Supervisor to assist the ADA
coordinator in gaining compliance with ADA and implementing needed training
tO departmental personnel
PROCEDURE
7.01 N/A
8.0
EXHIBITS
8.01 N/A
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Management Authority
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan O. RatUff
1.0 POLICY
A:~.DMIN.DIR\I-H)RF1091 .SOP
1.01
It is the policy of the City of Coppell, pursuant to the City Charter, that the
general and final authority for personnel administration rests with the City
Manager with the exception of matters reserved to City Council by State law or
the City Charter.
1.02
The City of Coppell reserves the authority to modify, revoke, suspend, interpret,
terminate, or change any or all policies and procedures published pursuant to its
authority in whole or in part, at any time. The issuance of these policies and
procedures does not constitute a contract between the City and its employees for
any duration of employment.
1.03
Policy administration rests with City management and thus City management
reserves sole authority to administer City operations. Management authority
includes but is not limited to the following:
Ao
Discipline or discharge.
Direction of the work force.
Hiring, promotion, assignment or transfer of employees.
Determination of the mission goals and objectives of City
Departments.
Determination of the method, means, and allocation/assignment of
personnel needed to carry out the City's mission.
Introduction of new or improved methods or facilities or changes
of such.
Determination of reasonable schedules of work and establishment
of methods and processes by which such work is performed.
1.05
1.06
1.07
1.08
1.09
Requiring the performance of duties as stated and intended in the
job description, with the understanding that every duty connected
with the City's operation and enumerated in a job description is
not always specifically described.
I. Determination of position availability by:
1)
2)
3)
4)
5)
Hiring and promoting.
Authorizing lateral reassignments.
Authorizing delay in position utilization due to budget,
facilities, or any other business necessity directly or
indirectly related to the delay.
Authorizing temporary assignment into a vacancy.
Reduction in work force (layoff).
Deletion of positions, reclassification of positions, reassignment of
employees to different positions with different pay as required by
business necessity.
Individual City departments may develop policies and procedures that are
consistent with City policies and procedures, subject to review and approval by
the Personnel Department, City Attorney, and the City Manager.
Policies and procedures apply to all employees of the City of Coppell, both on
and off duty where applicable, and unless otherwise indicated, restricted by
proper authority, or prohibited by State and/or Federal law.
Only the City Manager or his designee through expressed delegation has the
authority to enter into any employment agreement, promises or commitments
contrary to these policies and procedures and all such agreements, promises,
and/or commitments entered into by the City Manager or his designee shall not
be enforceable unless it is in writing.
Any statement in a policy and/or procedure found to be illegal, incorrect, and/or
inapplicable shall not affect the validity and intent of the remaining content of
said policy and procedure.
Titles utilized shall not govern, limit, modify, or affect the scope of meaning or
intent of any provision.
Use of the masculine gender or absence of gender is for convenience only and
shall include both the masculine and feminine gender.
2.0
3.0
4.0
5.0
6.0
7.0
KEY WORDS
2.01 Authority
2.02 Management Authority
2.03 City Policy
DEPARTMENTS AFFECTED
3.01 All City Departments.
REFERENCES
4.01 City of Coppell Home Rule Charter.
4.02 Applicable State and Federal Law.
DEFINITIONS
5.01
MANAGEMENT AUTHORITY - The expressed, implied, and/or written right
or power granted to specific individuals in managerial and/or supervisory
positions to command, enforce, determine, or judge, by City Charter,
administrative decision, and/or applicable State and Federal law.
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of the Personnel Department to ensure that each affected
City employee (excluding temporary, seasonal employees) receive a copy of the
policies and procedures upon implementation of said document at his/her initial
employment orientation.
6.02
It is the responsibility of each Department Director and/or immediate Supervisor
to ensure the policies and procedures are clearly explained, fairly administered,
and equitably enforced.
6.03
It is the responsibility of each affected employe to retain, read, understand, and
update his/her policies and procedures when provided applicable revisions and
additions.
PROCEDURE
RESPONSIBILITY
ACTION
7.01
Personnel Department ..........
Shall provide a copy
of policies and
procedures to each
8.0
7.02 Employee .......................
7.03 Department Director/Supervisor ...
EXHIBITS
8.01 N/A
affected City
employee and provide
a cursory review of
requirements at the
initial employment
orientation.
Shall review contents
of the policies and
procedures, ask
questions when
necessary to ensure
understanding of
enclosed policies and
procedures and
maintain document
when updated.
Return policy and
procedures in good
condition upon
separation of
employment.
Shall provide training
and/or answer
questions regarding
the City's personnel
policies and
procedures and ensure
compliance with said
policies and
procedures.
Performance Probationary Period ...............
Recruitment/Selection/Promotion ...............
Outside Employment .....................
Exit Interview .......................
Personnel Records ......................
Employment Status ......................
Transfers ..........................
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Performance Probationary Period
AUTHORITY: REPLACES;
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: A~an I~.
A:~kDMIIq. DIR~-IDRF 1091 .SOP
1.0 POLICY
1.01
It is the policy of the City of Coppell to require a newly hired regular employee
to satisfactorily complete a six (6) month performance probationary period of
active duty to assure an employee's ability to meet acceptable standards of work
performance and behavior for the employee's respective position. A probationary
employee, required to successfully complete off-site formal training for job-
related certification or licensing, shall be required to complete an additional
performance probationary period equal to the length of the required
training/licensing program. The performance probationary period, as outlined
herein, assists the City in maintaining an effective, productive, and efficient work
force to provide quality services to the citizens of Coppell.
1.02
An employee who is transferred, promoted, reinstated or demoted will be
required to satisfactorily complete a probationary period up to six (6) months.
The immediate supervisor may recommend completion of probation when the
employee has attained sufficient job knowledge and sldlls to satisfactorily perform
all responsibilities of the job.
1.03
An employee is required to complete a six (6) month probationary period before
being eligible for transfer.
2.0 KEY WORDS
2.01
2.02
2.03
2.04
2.05
2.06
Demotion - Performance Probationary Period
Disciplinary Probation
Employment (New or Rehired) Performance Probationary Period
New Employee (Newly-Hired or Rehired)
Reinstatement - Performance Probationary Period
Performance Probationary Period
3.0
4.0
5.0
6.0
2.07
2.08
2.09
2.10
Probationary Period, Performance
Promotion - Performance Probationary Period
Regular Status - Performance Probationary Period
Transfer - Performance Probationary Periods
DEPARTMENTS AFFECTED
3.0 All City Departments
REFERENCES
4.01 Disciplinary Probation. Refer to City of Coppell Standard Operating Procedure
entitled "Discipline".
4.02 Performance Evaluation Probation. Refer to City of Coppell Standard
Operating Procedure entitled "Performance Evaluation System".
DEFINITIONS
5.01 Active Duty. Active Duty is the execution of job duties, standards, and
expectations for the position employed, performed in an independent manner.
5.02
New Employee. Throughout this Standard Operating Procedure, the term "new
employee" is utilized to denote both a newly-hired or rehired employee for a
specific position.
5.03 Regular Status. That period of employment after successful completion of the
performance probationary period.
RESPONSIBILITY / AUTHORITY
6.01
Personnel Director. The Personnel Director is charged with the responsibility
of implementing and monitoring this Performance Probationary Period Standard
Operating Procedure and shall take those actions necessary to assure an orderly
administration of this Standard Operating Procedure. Exceptions to this Standard
Operating Procedure as authorized herein must be coordinated with and approved
by the Personnel Director.
6.02 Department Director. It shall be the responsibility of each Department Director
to ensure compliance with this Standard Operating Procedure.
6.03
Supervisor. Supervisors are responsible for instructing employees in job duties
and responsibilities and communicating performance standards for their respective
positions. Supervisors accomplish this through job orientation, job instruction,
7.0
coaching, informal discussions with the employee, and/or formal probationary
performance reviews.
This Standard Operating Procedure allows the employee's supervisor to: (1)
train, instruct, review, and counsel the employee in the operations of the
department, the expectations of the supervisor, and the performance level
required; and (2) to point out inadequate job performance or attitude(s) in a
manner appropriate for understanding and self-correction. Departments shall use
the probation period to closely observe and evaluate the work of the employee(s)
and to encourage his/her effective adjustment to the position.
Supervisors shall prepare a written performance review of the employee's job
performance as outlined in the Standard Operating Procedure entitled
"Performance Evaluation System". The evaluation(s) shall include a
recommendation(s) as to retention of the employee per established procedures.
Employee. Each employee is responsible for knowing and understanding the
expectations and standards for his/her respective position. In addition, each
employee is also responsible for performing the job in a safe, productive, and
effective manner and within the instructions and established standards for the
position. Furthermore, employees are expected to maintain acceptable standards
of conduct in their employment. During the probationary period, it is the
responsibility of the employee to correct any deficiencies or inadequacies in job
performance, attitude, or conduct.
PROCEDURES
7.01
New Full-Time or Regular Pal~-time Employees. All new full-time or regular
part-time employees are required to successfully complete a performance
probationary period of six (6) months active duty in the position for which they
were hired. The performance probationary period for Police Officers and
Firemen or other appropriate positions will not end until completion of all
academy and department training periods and six months active duty in the
respective position.
7.02
Transfers / Reclassifications / Demotions / Promotions / Reinstatements. All
full-time or regular part-time employees who transfer from one classification to
another shall serve a performance probationary period of up to six (6) months
from the date of each position/classification change. Likewise, employees who
are either promoted or demoted shall also serve a performance probationary
period of up to six (6) months from date of promotion/demotion. Transferred or
promoted employees who are unable to perform satisfactorily in their new
positions may, at the sole discretion of the City and if approved by the affected
Director(s), be reinstated to their former positions provided a vacancy exists. In
the case of reinstatement, the employee will not be required to complete a
performance probationary period.
7.03
7.05
7.06
7.07
7.08
Seasonal / Temporary, ParVTime Employees. Seasonal and temporary part-time
employees do not serve a probationary period but are considered at-will during
their full term of employment.
Termination of Probationary Employment. Probationary employees have no
property entitlement to their position and are not protected by the formal levels
of discipline. Probationary employees are subject to all policies and procedures
of the City. These probationary employees are considered at-will and may be
subject to termination at any time with or without cause. A probationary
employee may be terminated from the City at any time during the probationary
period without right of appeal or hearing except in cases involving discrimination,
in which case, the employee may appeal in writing to the City Manager within
five (5) working days following notice of failure of probation. The decision of
the City Manager shall be final.
Change In Assignment of Probationary Employee. No probationary employee
may request or make application for reassignment, promotion, or voluntary
transfer during the probationary period unless it is determined and approved by
the affected Department Director(s) and Personnel Director. In such case, the
employee will serve a six-month (6) performance probationary period in the new
position beginning with the date of the position change.
Absences During Performance Probationary Period. During the performance
probationary period, a new or demoted employee shall not be eligible for leave
except in the case of illness. New or demoted employees shall be eligible to
request compensatory time off, emergency leave, or recognized holidays during
the performance probationary period as approved per established
City/Departmental policy/practice. Transferred or promoted employees serving
probationary periods retain their eligibility for all types of leave established by
City policy.
Probationary Performance Evaluations. All probationary employees will receive
a performance evaluation(s) in accordance with the Standard Operating Procedure
entitled "Performance Evaluation System". These reviews are designed to
evaluate each employee's performance and to communicate that performance to
the employee.
Extensions to Probationary Period. The six-month performance probationary
period may be extended only under the following extenuating circumstances:
At the end of the six-month probationary period, performance probation
may be extended for an additional three (3) months when a probationary
employee's performance has been marginal due to extenuating
circumstances. Such extension will be at the discretion of the Department
Director and the Personnel Director.
8.0
7.10
7.11
A probationary period may be extended for time spent on an approved
Leave of Absence or approved Military Leave. The approved extension
will equal the length of time away from work.
Successful Completion of Probation / Regular Status Granted. An employee
will be granted regular status in the new position if the employee satisfactorily
completes the performance probationary period. All employees who have
successfully completed the performance probationary period and gained regular
status shall be eligible for a merit increase in accordance with current established
policies and procedures.
Failure of Probation. An employee is considered to have failed probation when,
in the judgment of the Department Director, it is determined that the employee's
fitness, job performance, quality or quantity of work, or combination thereof does
not meet minimum job performance standards and expectations for the position.
Failure of probation may occur at any time within the probationary period and
shall not be considered part of the disciplinary process. A new employee who
fails probation will be terminated from the City's employment except as provided
herein. If desirable and feasible, the employee may be administratively
transferred to a more suitable position at the sole discretion of the City. As
previously stated, a transferred or promoted employee who fails probation may,
at the sole discretion of the City, be reinstated to his/her former position provided
there is a vacancy and if approved by the affected Director(s). Department
Directors shall ensure the thorough written documentation of all cases of failure
of probation.
Appeal of Failure of Probation. An employee terminated' during the
probationary period shall have no right of appeal or heating except on the claims
of discrimination or other actions prohibited by law or violations of City policies
and procedures, in which case the employee may appeal in writing as provided
through established procedures.
EXHIBITS
8.01 N/A
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Recruitment/Selection/Promotion
AUTHORITY: REPLA C ES;
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Ratliff
A: ~ADMIlq. DIR~XiDRF1091 .SOP
1.0 POLICY:
1.01
It is the policy of the City of Coppell to select, hire, and promote employees
solely based on their knowledge, skills and abilities, experience, and other
qualifications as they may relate to the duties and responsibilities of the position
for which they are applying without regard to race, ethnic group, national origin,
religion, creed, color, sex, or political affiliation or disability. It is the desire and
intent of management to provide promotional opportunities for employees of the
City by providing assistance to interested employees in developing career plans
and applicable training/educational opportunities.
1.02
Except for the executive and professional positions listed in Exhibit 8.01, and
other new positions as may be designated, all vacant or new positions shall first
be posted internally for a period of two weeks and consideration given to current
city employees. These positions shall be conspicuously posted in all municipal
facilities. Posting shall include a list of the weighted evaluation factors as
established for the position vacancy. Evaluation factors are derived from and
based upon the essential job functions, responsibilities, knowledge, skills,
abilities, training/education, and experience contained in the approved job
description. In the event that a minimum of three (3) qualified internal applicants
cannot be certified by the Personnel Director other sources shall be utilized.
1.03
In order to recognize the value of knowledge of the City of Coppell's
organization and/or demographics, and in-house experience these factors will be
included to the list of factors, "knowledge of City" with a weighted value of five
(5) percent and past performance evaluation factors with weighted value of five
(5) percent.
1.04 Except where provided by City Charter or Council, the recruitment method for
executive vacant positions shall be determined by the City Manager.
2.0
3.0
4.0
5.0
1.05
A position vacancy shall exist upon the resignation, promotion, or transfer of an
incumbent or when a position is created and funded within the adopted budget
which did not previously exist.
KEY WORDS
2.01
Recruitment
Selection
Promotion
Evaluation Factors
Position Vacancy
Applicant
DEPARTMENTS AFFECTED:
3.01 All City Departments
REFERENCES:
4.01 A. City Charter
B. Adopted personnel policies and procedures
DEFINITIONS:
Regular Full-time Employee - An employee in a budgeted position who works a
minimum for forty (40) hours or more per week on a regular basis.
Regular Part-Time Employee - An employee in a budgeted position who works
regular hours of less than forty (40) hours per week on a regular basis.
Temporary/Seasonal Employee - An employee who is employed for only a
specific period of time (such as for the summer or fill-in while a vacancy is being
filled) or for a special task or project. Temporary/Seasonal employees may work
full-time or part-time; however, their total hours per year may not exceed one
thousand (1,000).
Exempt Position: A position that performs professional, executive or
administrative duties and is classified as exempt by the Fair Labor Standards Act
(FLSA). This classification is paid on a salaried basis and is not eligible for
overtime pay.
6.0
7.0
Ee
Nonexempt Position: A position that is required to be paid overtime at the rate
of time and one half (i.e. one and one-half times) their regular rate of pay or,
when agreed to by employee, accrue comp time at one and one-half times hours
worked for all hours worked beyond forty (40) hours in a work week, or in total
hours scheduled in a work cycle in accordance with applicable Federal wage and
hour laws.
F. Management - Supervisors
G. Career Plan - Format provided by Personnel
H. Promotion - Advancement in compensation of 5 %
Qualified applicants All applications which meet or exceed posted
qualifications as determined or confirmed by the Personnel Director
Evaluation factor - The criteria by which the Supervisor will assess the relative
worth of knowledge, skills, and abilities of the applicants for any position.
Weighted Value - The relative and comparative worth of the evaluation factors
expressed as a percentage of 100% of the total of all job ~evaluation factors.~
Ce
In Basket Exercise - Practical exercises that demonstrate the ability of an
applicant to handle particular situations he/she might typically find in one's in
basket i.e. prioritize, delegate, disseminate information, check for conflicting,
independent, dependent, or confidential items.
Me
Current eligibility list - List made up of candidates that previously passed written
examination and/or assessment center.
RESPONSIBILITY/AUTHORITY:
6.01 It is the responsibility of all Directors to ensure compliance with the policy in
accordance with these procedures.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 City Manager, A.
Deputy City Manager,
Assistant City Manager,
Director(s), and/or
Supervisor(s)
May request the creation/addition of a
new position by preparing a job description
(Personnel Requisition - Section I) and
seeking approval through the budgetary
process. One copy is forwarded to the
7.02
7.03
Personnel Dept.
Initiating Department
Be
Ce
Personnel Department and one copy is
maintained in the Department.
Shall determine if it is a new position, and
provide the Personnel Department with
Section III - Evaluation Factors for
Applicants for the new position.
Shall determine whether the position is
Executive and Professional (see Exhibit
8.01) or will need to be posted/recruited
internally (all municipal locations) for a
minimum of two (2) weeks prior to any
advertising outside the City of Coppell.
This determination should be reflected on
the Personnel Requisition - Section II form
(Exhibit 8.06) and sent to the Personnel
Department.
Shall provide the Personnel Department with
information regarding testing, interviewing,
practical exercises, essential job functions,
and assessments tests, or any other testing
that might be necessary. This will be
provided on the Personnel Requisition -
Section II form (Exhibit 8.03).
Shall begin advertising and testing
procedures providing the initiating
department with the results.
Shall attach a completed evaluation
form (Exhibit 8.04) for each
applicant informing the Personnel
Department of their choice(s).
7.05
7.06
Personnel Department
Initiating Department
Personnel Department
Ao
Shall contact applicants for final
interviewing.
Shall make the selection.
Shall formally notify the selected
candidate.
8.0
EXHIBITS
8.01
8.02
8.03
8.04
8.05
8.06
8.07
Executive and Professional Positions
Personnel Requisition - Section I - Position Description
Personnel Requisition - Section II
Personnel Requisition/Evaluation Factors for Applicants - Section III
Evaluation Form for Applicants
Personnel Requisition - Section II Advertising/Prospective Applicants
Definitions and Instructions for Completing Section I, II, HI, Evaluation Forms,
and Executive and Professional List
Executive:
Professional:
Exhibit 8.01
EXECUTIVE AND PROFESSIONAL POSITIONS
City Manager, Deputy City Manager, Assistant City Manager, and Department Directors
(Police, Fire, Personnel, Planning, Public Works, Finance, Engineering, City Secretary).
Civil Engineer
Battalion Chief/Fire Marshal
Deputy Fire Chief
Chief Building Inspector
Environmental Health Officer
Assistant Finance Director
Accountant
Purchasing Agent
Tax Assessor/Collector
Utility Billing Supervisor
Library Manager
Reference Librarian
Circulation Supervisor
Children's Librarian
Technical Services Librarian
Municipal Court Supervisor
Planning & Zoning Coordinator
Police Captain
Garage Superintendent
Streets Superintendent
Parks & Recreation Manager
Water Superintendent
PERSONNEL REQUISITION - SECTION I
Position Description
Exhibit 8.02
Position/Job Description Tire:
Department:
Supervisor:
Job factors/Weighted Values prepared by:
Requesting Authority: (Director)
Funding: (Dept. Acct., Month/Fiscal Year)
If new position/job description complete the following:
1. Job responsibility (general description):
2. Job Scope (Supervisory or budgetary responsibility):
3. Essential Functions/Marginal Functions:
4. Knowledge, Skills, and Abilities:
5. Education, Experience and Certification Requirements:
Authorization(s): (~ames and date)
Director:
Personnel Department:
Finance Department:
City Manager:
Date:
Date:
Date:
Date:
Exhibit 8.03
PERSONNEL REQUISITION - SECTION H
RECRUITMENT/SELECTION PROCESS
SELECTION PROCESS:
1. Written Test:
(a) Prepared by:
(b) Administered by:
(c) Date of test:
(d) Evaluation factors:
(e) Study/Reference Material:
(f) Location of Test:
Interviews: (a) [] Individuals (b) [] Panel
Names and basis for inclusion on interviewing panel
II.
Evaluation Factors (to be used during interview):
o
III.
Personnel Requisition - Section H
Recruitment and Selection Cont'
Exhibit 8.03
Practical Exercises/Assessment Center
Exercise No 1. prepared by:
Date and time given:
Yes
No
Location:
Evaluation factors:
Exercise No 2. prepared by:
Date and time given:
Location:
Evaluation factors:
Exercise No 3. prepared by:
Date and time given:
Ix)cation:
Evaluation factors:
Personnel Requisition - Section H
Recruitment and Selection Cont'
Exhibit 8.03
IV.
Physical Ability and Assessment Evaluation (to be determined by Director and/or Supervisor):
Evaluation factors: [] lifting, [] running, [] walking, [] strength, [] endurance, [] dexterity,
[] balance, [] heights, [] confined quarters, etc.
Prepared by:
Administered by:
Evaluated by:
Time/Date:
Location:
List of evaluation method and acceptability for each area marked with specific related requirements to
the job (to be determined by Director and/or Supervisor and included below)~
re: lifting -
pick up 50 lbs from ground and place in back of pickup 10 times - related to job
duty. i.e. placement and removal of barricades.
re: running -
one mile in 7 minutes - related to emergency response to two story structure or
area inaccessible to vehicles
re:
re:
Other testing: The Director will be responsible for describing other tests which will be required and
indicate at what stage of process the test will be administered and the relevance to the position (i.e. drug
test, polygraph, etc.)
'- EXHIBIT 8.Oq
SECTION IH
Personnel Requisition/Evaluation Factors for Applicants
Position: Fire Captain
Evaluation Factors:
(Prepared by) Clay Phillips
Date: 12/31/91
SAMPLE
Weight~
Evaluation Factors2
Indicators and Methods of Assessment~
A. Knowledge
5 1. Fire Suppression Tech -
Emergency Rescue Practices/Op.
5 2. Accepted Personnel Practices -
5 3. Knowledge of City
5 4. Emergency Medical Practices
5 5. Training Principles
Advanced Fire Certification
Advanced Fire Certification
Superv. Exp, As$o¢, Degree
Experience, Testing
EMT Certification
Intermediate Instructor Certification
B. Skills:
1. Communication
10 a. Written
10 b. Verbal
10 2. Interpersonal/People Skills
15 3. Leadership
10 4. Decision making
10 5. Planning and organization
~5 6. Adaptability/Flexibility
Testing/Assessment Project
Interview
In Basket/Interview
Test & In Basket/Interview
Test/Assessment Scenario/Interview
Test/AssessmentScenari0/Interview/Pl'o_iect
InBasket/A ssessment/Scenario/Interview
C. Abilities (pass/fail):
1. Physical
P/F a. Vision ~ Corrected Medical Exam
P/F b. Heating ~ Medical Exam
P/F c. Cardiovascular endurance __ Physical Test
P/F d. Strength ~ Physical Test
5 2. Past Performance Evaluations
Job Evaluation, Records
D. Other (pass/fail):
P/F 1. Drug Test Medical
P/F 2. Polygraph Test
P/F 3. Background Investigation Investigation
10o
Grand Total 100%
1. Weight - Value of Knowledge, Skills, Abilities as determined by Supervisor or Director.
2. Evaluation Factors - Based on job description.
3. Indicators & Method of Assessment - Proposed manner by which evaluator will determine level of
knowledge, skill, or ability.
-- EXHIBIT R.05
Evaluation Form
for Applicants
(attach to application and return to Personnel Department for each applicant)
Position
Applicant:
Department
Evaluation~ Rating2 Weight3 Total4
Factors
1. Knowledge X =
2. Skills X --
3. Abilities X =
4. Past Performance X =
5. Other X
Comments:
100%
Grand Total
Recommendation:
[] Hire [] Reject
[] Hold for future consideration
Evaluation by: Date:
Approved by: Date:
(Director's Signature)
1. Evaluation Factors listed Section III Personnel Requisition/Evaluation Factors for Applicants
2. Rating - Insufficient (0 pts.); Meet Requirement (1 pt.); Exceed Requirement (2 pts.)
3. Weight - Weighted Value of Factor Expressed as percentage.
4. Factor Total - Assigned % Value times Rating + Total.
Exhibit 8.06
PERSONNEL REQUISITION - SECTION II
RECRUITMENT/SELECTION PROCESS
Ao
RECOMMENDED RECRUITMENT: 1) Begin:
2) End:
3) To be posted (Public - Dates to & from):
On-house - Dates to & from):
4) Recommended Advertisements (~me, ~ddress, contact person):
Bo
Prospective Applicant(s) Name:
Address:
Teiephone:
Recommended By:
Contacted:
(Attach additional pages if needed)
Co
Prospective Applicant(s) Name:
Address:
Telephone:
Recommended By:
Contacted:
(Attach additional pages if needed)
Do
Prospective Applicant(s) Name:
Address:
Telephone:
Recommended By:
Contacted:
(Attach additional pages if needed)
Exhibit 8.07
Definitions and Instructions for Completing Section I, II, III, Evaluation Forms,
and Executive and Professional Lists
8.01
8.02
8.03
8.05
8.07
Executive and Professional Positions - This document is a list of executive and professional
positions that are exempt fi.om recruitment inside the City for an initial two (2) week period prior
to advertising outside the City of Coppell. Newly created positions may be added to this list as
needed.
Personnel Requisition - Section I Position Description - This document is utilized to provide a
position/job description. It is to be completed by the person who determines the job factors i.e.
job responsibility, job scope, example of duties, knowledge, skills and abilities required,
education, experience and certification requirements and the importance of each factor.
Personnel Requisition - Section II - This document is prepared by the City Manager, Deputy City
Manager, Assistant City Manager, Director and/or Supervisor who initiates the position and was
designed to allow an applicant to know in advance what will be required in order to qualify for
this position. This document establishes who is preparing/administering the written test, when
and where the test will be given, and the evaluation factors that will be used. This document
advises what study/reference materials a potential applicant should use in preparation for testing.
Also identified is whether there will be an individual or panel interview and what factors will be
considered when evaluating an applicant. An applicant will be aware if the testing will be over
practical exercises through the assessment center and what exercises will be involved if there is
a physical ability and assessment evaluation. Practical exercises might involve a situation that
a person in this position would be required to handle.
Personnel Requisition/Evaluation Factors for Applicants -Section III - This document is prepared
by the City Manager, Deputy City Manager, Assistant City Manager, Director, and/or Supervisor
and is on file in both the Department initiating the position and in the Personnel Department.
This document indicates what method of assessment (certification, exam, test, education level,
interview, physical test, etc.) will be used in evaluating an applicant and the importance (by
weighted value) of each area of evaluation (i.e. decision making, planning and organization,
physical abilities, etc).
Evaluation Form for Applicants - This document is prepared by the City Manager, Deputy City
Manager, Assistant City Manager, Director, and/or Supervisor that conducts the interviewing
process and is prepared for each applicant. This document is an applicant's individual scoring
sheet that determines the total percentage based on one hundred percent in the areas of
knowledge, skill, abilities, past performance, and other.
This form is to be completed by the Department initiating the position and is designed to inform
the Personnel Department when to begin and end advertising for a position, where to advertise
(whether in-house or publicly), where to advertise, and if there are any prospective candidates
of which the Department may be aware.
Definitions and Instructions for Completing Sections I, II, III, Evaluation Forms, and Executive
and Professional List.
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Outside Employment
I AUTI-IORITY: REPLACES:
PAGE: of: REVISED DATE; EFFECTIVE DATE; REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Ratnfr
A:~DMIN.DIItAI-IDRI~ 1091 .SOP
1.0
2.0
3.0
4.0
POLICY
1.01 It is the policy of the City of Coppell that an employee may engage in an outside
employment activity or enterprise provided that he/she receives prior written
approval from the Department Director.
Such outside employment shall neither constitute a conflict of interest, adversely
affect the employee's job performance with the City of Coppell, nor unfavorably
reflect upon the City.
1.02 The employee may not be covered by the City's worker's compensation insurance
unless the employee is required to perform official city employment activities
while engaged in such outside employment.
1.03 A Department Director must receive written approval from the City Manager
prior to engaging in an outside employment activity or enterprise.
KEY WQRDS
2.01 Outside Employment
2.02 Employment
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
N/A
5.0
6.0
7.0
DEFINITIONS
5.01
Outside Employment: A job, activity, or enterprise which constitutes a form of
employment or business outside the responsibilities of employment with the City
of Coppell.
5.02 Conflict of Interest: Any activity, enterprise, or employment which conflicts with
the City's policies, procedures, or standards of employment.
RESPONSIBILITY/AUTHORITY
City of Coppell policies, procedures, and standards of employment.
PROCEDURES
RESPONSIBILITY
.ACTION
7.01 Employees shall .... A.
Request authorization of outside employment
from the department direction prior to
entering into the requested outside
employment by completing the Authorization
for Outside Employment form (Exhibit 8.01)
Department Directors
shall ................
Authorize outside employment in accordance
with this policy. In the event a request for
outside employment is denied, provide written
comments on the Authorization for Outside
Employment form.
Bo
Furnish the requesting employee a copy of
the Authorization for Outside Employment
indicating approval/denial and forward
a copy to the Personnel Department for the
employee's personnel file.
Ce
Direct any requests for their own outside
employment to the City Manager by
completing the Authorization for Outside
Employment form prior to entering into the
requested outside employment.
7.03 The City Manager shall ... A.
Authorize or deny outside employment for
directors.
Forward a copy of the completed
Authorization for Outside Employment to the
requesting director and the Personnel
Department.
8.0 EXHIBITS
8.01 Authorization for Outside Employment
AUTHORIZATION FOR OUTSIDE EMPLOYMENT
Exhibit 8.01
City Employee Name:
City Department:
Place of Outside Employment (Name and Address):
Provide description of type of business and your responsibilities:
Does your outside employer provide any employee benefits such as Worker's Compensation,
Medical and Dental Insurance, Unemployment Compensation, etc. ~ Yes ~ No
If yes, please list benefits:
Employee Signature
Department Director's Approval
(If denied, please provide comments below)
City Manager's Approval
Denial
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Exit Interviews
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: A~m O.
A:'u~,DMIN.DIR~IDRFI 0~ 1 .SOP
1.0 POLICY
2.0
3.0
4.0
1.01
It is the policy of the City of Coppell that an employee who is separated from
employment with the City shall be provided an exit interview prior to his/her last
day of work to discuss the reason(s) for the separation except where extenuating
circumstances apply.
1.02 If an employee refuses an exit interview, he/she will forfeit eligibility for rehire.
1.03 Final payment of compensation may be withheld pending return of City property,
completion of necessary paperwork and other requirements of termination.
Information discussed during the exit interview regarding an employee's
employment history shall not be released to anyone with the exception of the City
Manager.
KEY WORDS
2.01 Employment
2.02 Exit Interview
AFFECTED DEPARTMENTS
3.01 All City Departments
REFERENCES
4.01 N/A
5.0
6.0
7.0
DEFINITIONS
5.01
5.02
5.03
Employment - Active full-time or part-time work in exchange for compensation.
Separation - Termination of active employment through resignation, retirement,
layoff, or involuntary termination.
Exit Interview - An arranged meeting with Personnel Department to finalize all
compensation due, return of City equipment, explanation of continued and review
of employment history.
RESPONSIBILITY/AUTHORITY
6.01
Department Director's responsibility to notify the Personnel Director of all
separations, arrange for exit interview appointments, and complete check lists for
separated employee's (Exhibit 8.01).
PROCEDURE
RESPONSIBILITY
ACTION
7.01 Resigning/Retiring Employee ..... shall notify Department Director in writing
of date of resignation and reason.
7.02
Department Director ......
shall notify Personnel Director of any and
all separations, arrange for exit interview
appointment and advise employee of same,
and complete Separation Check List and
forward to Personnel Department prior to
exit interview.
7.03
Personnel Director (or designee)...
shall meet with each separated employee to
finalize all compensation due, explain
benefits, and review employment history.
Personnel Department ......
shall process all pay-related forms to
Personnel Department and process all other
paperwork in accordance with department
procedures.
7.05
Department Directors .......
shall follow appropriate policy for written
notification to any employees affected by
layoffs or involuntary termination.
7.06
Separated Employees .....
shall return all City property, attend exit
interview appointment, and complete all
required paperwork.
8.0
EXHIBITS
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
~ SOP NUMBER:
-- Personnel Records
_ AUTHORITY: REPLACES:
_ PAGE: of: REVISED DATE: EFFECTIVE DATE; .REVIEW DATE;
- PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ntan o. aatufr
1.0 POLICY
A:'~ADMIN.DIR~ItDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to maintain official personnel files in the
Personnel Department for each City employee which contain information relative
only to employment with the City.
1.02
The release of information contained in personnel files is controlled by the
provisions of the Texas Open Records Act. The Personnel Director may release
impersonal statistical information as deemed appropriate.
1.03 Personnel files are open for inspection as follows, subject to procedures
established by the Personnel Department:
Ao
An employee or his duly authorized agent may examine the entire contents
of that employee's personnel file.
Upon written request complying with the provisions of the Texas Open
Records Act, any person may examine all information contained in any
employee's personnel file, except information which is deemed
confidential by law and information which would constitute a clearly
unwarranted invasion of personal privacy if disclosed.
Co
A City employee having supervisory authority over the employee or an
employee with a bona fide "need to know" may examine material in an
employee's personnel file if approved by the Personnel Director.
By order of a court of a competent jurisdiction, any person may examine
such portion of any employee's personnel file as may be ordered by the
Court.
2.0
3.01
4.0
5.0
6.0
An employee of the City who objects to material in his/her personnel file on the
grounds that it is inaccurate or misleading may file a statement relating to the
material. Unauthorized removal or alteration of any documents from a personnel
file will subject the employee responsible to appropriate discipline, including
termination.
1.05 No information shall be released on an active or inactive employee except through
authorization of the Personnel Department.
1.06 Medical records for all employees shall be maintained in separate files and treated
as confidential.
KEY WORDS
2.01 Personnel Records
2.02 Personnel Files
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Texas Open Records Act
DEFINITIONS
5.01
Official Personnel Files: The file maintained on each employee in the personnel
department which contains information relevant to employment with the City,
including employment information, performance, and salary history.
5.02 Departmental Personnel Files: The file maintained on each employee in which
the employee works.
5.02 Texas Open Records Act: State legislation which mandates the definition and
control of government records.
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of the Personnel Department to maintain personnel records
of each individual employed by the City of Coppell.
7.0
PROCEDURES
RESPONSIBILITY
7.01 Employees may .........
7.02 Department directors and
supervisors may ....
7.03 The City Secretary
shall ...........
7.04 The Personnel Department
shall .....
ACTION
Bo
Eo
Request an inspection of Ms/her personnel file
at reasonable intervals by completing the
Record Request Form (Exhibit 8.01) and
forwarding it to Personnel.
Visit the Personnel Department during the
time indicated by Personnel, subject to
supervisor's approval for time away from the
workplace.
Request copies of information from his/her
file, but Personnel may require additional time
to furnish the copies requested.
Request information be included in his/her
personnel file by forwarding it through
his/her department director. Such requests
are subject to Personnel Department review
for appropriateness.
Include written comments in Ms/her personnel
file relative to information contained therein.
Request the inclusion of information into
a Personnel File of their employees, subject
to Personnel Department approval.
Review the Personnel files of prospective
internal applicants and employees under their
departmental jurisdiction.
Forward any requests for information or other
official documents requesting information
in an employee's personnel file to the
Personnel Department.
Maintain all personnel files of City
employees.
Review all information to be included in the
personnel files for appropriateness.
8.0
Verify that all requests for information or
official documents requesting information
from an employee's personnel file have been
routed through the City Secretary's office.
Request an opinion from the City Attorney
before honoring requests for information
or other official documents requesting
information from an employee's personnel
file.
Respond to requests for employee inspections
of personnel files within a reasonable period
of time by completing the Inspection
Authorization form (Exhibit 8.01) and
returning it to the requesting employee.
The City Attorney shall ... A.
Review all requests for information from
personnel files and render an opinion as to
legal requirements for compliance.
7.06
All City personnel shall ... A.
Refer inquires regarding verification of
employment, job reference inquiries, and any
other verbal or written requests for
information regarding information of this
nature to the Personnel Department for
response.
Bo
Forward a copy of any letters of
recommendation on current or previous City
employees to the Personnel Department for
inclusion in the personnel files.
EXHIBITS
8.01 Personnel Record Inspection Request/Inspection Authorization form.
PERSONNEL RECORD INSPECTION REOUEST
Exhibit 8.01
DATE
I hereby request to inspect my personnel file.
I hereby request my designated representative,
to be allowed to inspect my personnel record.
(Signed)
NOTE: Requests for inspection of records will be granted at reasonable intervals only, and you
will be informed of the time scheduled for the time frame scheduled for the inspection by the
Personnel Department. You will need to obtain approval from your supervisor to be away from
your job for this purpose.
INSPECTION AUTHORIZATION
Your request to inspect your personnel records is granted. You (or your designated
representative) may view your record on between (m.)
and .(m.) in the Personnel Department. Please bring this authorization with
you at that time.
Your request to inspect your personnel records is denied for the following reason(s):
If you have any questions, please call
Department.
in the Personnel
__ CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Employment Status
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan O. Rafliff
1.0 POLICY
A:~ADMIN.DIRkHDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to classify City employees for the purpose
of employment status, entitlement to continued employment, benefits, and
termination procedures as follows:
A. Performance Probationary - An employee during the performance
probation period of initial employment, promotion, transfer, or
reemployment.
Bo
Regular full-time - An employee in a budgeted position with an officially
scheduled work week of forty (40) hours in one position (except for Fire
shift personnel) and has completed six (6) months of active satisfactory
full-time service with the City.
Regular part-time - An employee in a budgeted position with an officially
scheduled work week of less than forty (40) hours who has completed six
(6) months of active satisfactory scheduled service with the City.
De
Temporary/Seasonal - An employee who is employed for only a specific
time period and/or for a special assignment. Although temporary/seasonal
employees may work full time or part time during the period specified,
his/her total hours per fiscal year may not exceed one thousand (1,000)
hours or receive overtime payment unless otherwise required under
provisions of the Fair Labor Standards Act of 1938 as amended.
Eo
Exempt - An employee who performs executive administrative, or
professional functions, as allowed under the Fair Labor Standards Act
(FLSA), and is paid on a salaried basis regardless of the number of hours
worked in a pay period and is not eligible for overtime pay.
2.0
3.0
4.0
5.0
6.0
7.0
Nonexempt - An employee who is not classified as exempt as allowed
under the Fair Labor Standards Act (FLSA) and is eligible for overtime
payment.
KEY WORDS
2.01 Classification
2.02 Regular full-time
2.03 Regular part-time
2.04 Temporary/Seasonal
2.05 Exempt
2.06 Nonexempt
AFFECTED DEPARTMENTS
3.01 All City Departments.
REFERENCES
4.01 Fair Labor Standards Act of 1938 as amended.
DEFINITIONS
5.01 N/A
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of the Department Director to ensure all employees clearly
understand his/her designated classification, the benefits available to him/her, and
the requirements of said classification.
6.02
It is the responsibility of the Finance Department to ensure each employee
classification authorized within each City department is funded in accordance with
the fiscal year budget approved by City Council.
PROCEDURE
RF~PONSIBILITY
ACTION
7.01
Supervisor/Director ....
Shall ensure all employees clearly
understand his/her designated
classification, benefits, and
requirements of said classification.
8.0
7.02 Finance Department .....
EXHIBITS
8.01 N/A
Shall ensure each employee
classification,authorized within each
City department, is funded in
accordance with the fiscal year
budget approved by City Council.
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Transfers
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: APPROVED BY CITY MANAGER: Alan D. ~.atuff
Personnel Policy Task Force
1.0 POLICY -
A:L~,DMIN.DIRH-IDRF1091 .,~OP
1.01
It is the policy of the City of Coppell that transfers will be allowed within a
division of a department or from one department to another when they are in the
best interest of the City and/or employee. A lateral transfer is further defined as
a move from one position to another position within the same pay grade.
Transfers are used to allow employees to move to positions with greater career
potential, to change career fields, to move to a position for which the employee
is more suitably qualified, to vary work location or conditions, to accommodate
shifts in work loads across City departments, or for disciplinary reasons.
1.02 Employee transfers are classified as:
Voluntary (employee initiated)
Involuntary/Disciplinary (supervisor initiated)
Administrative (reassignment between departments - Supervisor
and approved by the Director)
initiated
1.03 The forms of transfer are as follows:
A. Lateral Transfer
1)
2)
3)
4)
Voluntary transfers
Involuntary transfers
Disciplinary transfers
Administrative (reassignment transfers)
2.0
3.0
4.0
B. Transfers to a lower position
1) Voluntary demotions
2) Performance demotions (see Policy
3) Disciplinary demotions (see Policy
C. Transfers to a higher position
1) Promotions (see policy
1.04 Transferred employees
Ao
An employee making a Lateral transfer will continue to receive the same
salary. This includes transfers to another position within the same pay
range.
Bo
An employee making a voluntary transfer to a lower position will begin
at Step A of that pay range unless the receiving Director recommends a
higher step. In no case may the lower position salary exceed the previous
position salary or the top of the lower position range.
An employee making a transfer tO a higher position is considered to have
received a promotion. See Policy #
1.05
All transferred employees shall be required to serve a performance probationary
period of six (6) months from the date of transfer (see Performance Probationary
Period Policy #~).
KEY WORDS
2.01
2.02
2.03
2.04
2.05
2.06
Voluntary transfer
Involuntary transfer
Administrative transfer
Lateral transfer
Disciplinary transfer
Voluntary demotion
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 N/A
5.0
6.0
7.0
DEFINITIONS
5.01
Voluntary Transfer - A transfer initiated by an employee which may involve a
transfer to a higher position (promotion to a higher pay grade), a lateral transfer
(within the same pay grade), or a transfer to a lower position (to a lower pay
grade).
5.02
Involuntary/Disciplinary Transfer - A transfer initiated by a Supervisor and
approved by a Director which involves either a lateral transfer or a transfer to a
lower position (performance or disciplinary demotion).
5.03
Administrative Transfer - A transfer initiated by a Supervisor and approved by
a Director which involves a reassignment between divisions or departments, and
which will predominantly be used when job rotation procedures are in place. A
rotation program must be approved in advance by the City Manager.
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of each Director and Supervisor to see that this policy is
carried out as outlined.
6.02 It is the responsibility of each employee to become familiar with the requirements
and procedures for an employee-initiated transfer.
PROCEDURES
7.01
In order for a transfer to take place, a vacant position shall have been posted by
the Personnel Department. Employees shall meet all job requirements, unless
waived by the City Manager, and shall complete all interviewing and testing
required in the job announcement.
7.02 An employee who wishes to transfer shall notify his/her Supervisor, in writing,
prior to making application.
7.03
After making application for a transfer through the Personnel Department, the
employee shall follow the appropriate procedures as outlined in the
Recruitment/Selection/Promotion Policy (Policy # ).
The transferring employee shall give at least two weeks' notice to the releasing
department prior to the actual transfer. The releasing Director may waive this
requirement.
7.05 To initiate an Involuntary/Disciplinary transfer, the appropriate procedures as
outlined in the Disciplinary Policy (Policy # ) shall be followed.
8.0
7.06 To initiate an administrative transfer, written notification shall be given to the
transferred employee, the Personnel Department, and the City Manager.
EXHIBITS
8.01 N/A
COMPENSATION
Performance Evaluation System ................
On-Call Time ........................
Call-Back ..........................
Temporary Assignment Pay ..................
Longevity Compensation ...................
Comp Time ..........................
Overtime ..........................
Classification/Compensation .................
Separations .........................
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Performance Evaluation System
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: A~an D. Ratliff
1.0 POLICY
2.00
A: ~ADMIN .DIR~IDRF 1091 .~OP
1.01
It is the policy of the City of Coppell to utilize a Performance Evaluation System
to assist the employee and supervisor in communicating job expectations,
measuring the employee's level of past performance, recognizing employee
achievements and exemplary performance, and strengthening the supervisor-
employee relationship. The Performance Evaluation System provides necessary
information for management decisions including career development and training,
assignments, advancements, transfers, disciplinary actions, retention,
compensation, etc. The purpose of the Performance Evaluation System as
outlined herein is to achieve optimum employee performance resulting in quality
customer service.
1.02
All performance evaluation information shall be written where applicable and
forwarded to the Personnel Department for retention in the employee's official
personnel file.
KEY WORDS
2.01
2.02
2.03
2.04
2.05
2.06
2.07
Appeals Procedure - Performance Evaluation
Appraisals - Performance
Evaluations - Performance
Non-Probationary Performance Evaluation
Performance Appraisal System
Performance Evaluation System
Probationary Performance Evaluation
4.00
5.00
6.00
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Employee's respective job description for current position.
4.02 Employee's respective "Employee Essential Job Functions, Standards of
Performance and Goals", PA-1.
4.03 Employee's respective "Job Factors" considered in the job rating.
DEFINITIONS
5.01
Audit. The calculation process performed by the Personnel Department based
on the established rated categories on the Performance Appraisal System
Evaluation Form (PA-4) to determine the overall performance level of an
employee. This audit also determines the amount of a compensation increase, if
any, based on the City's current salary administration regulations.
5.02 Business Day. Regular day of business is Monday through Friday (8:00 AM
to 5:00 PM, excluding City-designated holidays).
5.03 Performance Appraisal/Evaluation/Review. These terms shall be used
interchangeably to denote the review of an employee's performance by
supervisor(s).
RESPONSIBILITY / AUTHORITY
6.01
PERSONNEL MANAGER. It shall be the responsibility of the Office of the
Personnel Manager to ensure city-wide compliance with and consistent
interpretation of this Standard Operating Procedure.
6.02
DEPARTMENT DIRECTORS. It shall be the responsibility of each
Department Director to ensure compliance with this Standard Operating Procedure
by members of the Director's respective department concerning the performance
evaluation system as provided herein.
6.03
SUPERVISOR(S). Supervisors have the responsibility and authority to
supervise and evaluate employees under their command; to document
subordinates' job performance, conduct, and behavior; to properly conduct
evaluations of subordinates in as timely a manner as possible; and to address
performance appeals submitted to them as provided herein in a professional
manner in an attempt to resolve such issues at the lowest possible supervisory
level.
EMPLOYEE(S). All employees are expected to perform their jobs in a safe
and efficient manner and to be knowledgeable of and maintain established
performance standards and requirements as outlined in the respective Employee
Essential Job Functions, Standards and Performance, and Goals; Performance
Evaluation Job Factors; Job Description, etc.
PROCEDURES / PRACTICES
7.01
PURPOSE. As summarized in the opening Policy Statement of this Standard
Operating Procedure, performance evaluations are utilized to provide a tool which
not only assists the employee and supervisor in communicating/measuring the
employee's level of past performance but also provides a tool to assist with
management decisions regarding employment. To further expand on the Policy
Statement, the Performance Evaluation System as outlined herein is intended to
address the following needs:
Ao
To facilitate two-way communication between each employee and the
supervisor to achieve optimum employee performance. This entails
communicating and discussing established essential job functions,
standards of performance, and goals the employee is expected to perform;
past performance over a given period time, i.e., how the employee is
performing against those standards; and what action, including training,
can be taken which might result in improved individual performance or
behavior.
To monitor performance during the probationary period following initial
employment or a change in current job assignment to assure the
probationer understands what work he/she is required to perform; to
communicate established standards of adequate performance; to relate how
well the probationer is learning the essential job functions of the job and
developing the work knowledge and skills necessary for adequate
performance; to identify any other factors, besides development of
necessary knowledge and skills, which are impeding progress toward
adequate performance; and to the extent that it can be determined at any
point in time what the outlook is for successful completion of probation.
Upon completion of the probationary period, the system provides
documentation for the official City personnel records.
7.02
C. To strengthen the supervisor-employee relationship.
To evaluate the performance of regular (full-time or part-time) employees
and provide them with a clear assessment of their job performance to date
and indications of improvements to be made.
To effect change in employee performance or behavior when such is
unsatisfactory and to document actions to try to effect the change when
informal communication has not succeeded; to provide clear information
as to what improvements must be achieved; and to specify what action
will be taken if improvements are not achieved.
Fo
To provide a tool to assist management with decisions regarding
employment, including but not limited to, career development and
training, assignment, advancement, transfers, disciplinary actions,
retention, compensation, lay-offs, etc.
G. To recognize the employee's achievements and exemplary performance.
To provide a basis for monetary/compensation adjustments according to
the City's current compensation plan, i.e., merit, step, or lump sum
increases.
EXEMPLARY PERFORMANCE. As stated above, the Performance
Evaluation System is utilized to recognize the employee's achievements and
exemplary performance. Communication of incidents of exemplary performance
to the employee at the time of occurrence is extremely important as this provides
positive feedback and tends to reinforce productive performance. Such
recognition must be reserved for instances that are, in fact, recognizable as
superior to normal day-to-day good performance. Recognition which is not
genuine is quickly perceived as such by the employee and detracts from the
impact of future recognition which may be deserved. It is recommended that
such incidents of exemplary performance be documented in writing by the
supervisor. The record should also be used in the performance evaluation
discussions and may be used to support recommendations for promotion, special
assignments, or compensation increases. The Employee Performance Report
(PA-2) or the respective Department's in-house documentation suffices for this
record.
7.03
7.04
PERFORMANCE STANDARDS / EVALUATION CRITERIA.
ho
A commitment by all employees to the City of Coppell's performance
standards will make Coppell a better place in which to work and help
ensure a safe and efficient business operation. Performance standards
applying to employees of the City of Coppell are established within each
Department, consistent with overall City directives. All relevant
performance factors should be applied to every employee in a given job
classification and employees evaluated accordingly. Such standards and
factors may include the Essential Job Functions, Standards of
Performance, and Goals (PA-l); Job Description, and Job Factors.
Any supervisor who is charged with the responsibility of evaluating
subordinates shall be required to attend appropriate training to assist them
in properly evaluating their subordinates.
TYPE OF EVALUATIONS / FREQUENCY. The City of Coppell wants
employees to know how they are doing on the job. To accomplish this task,
employees receive performance evaluations based on progress and performance
since the last review date.
ho
Probationary Employee Performance Appraisal. The following
procedure shall facilitate communication between each probationary
employee and the supervisor to achieve optimum performance during the
probationary period [Also refer to Standard Operating Procedure entitled
"Initial Probationary Period"]:
Employee Orientation [Employee Essential Job Functi0n$,
Standards of Performance and Goals, PA-l]. Whenever an
employee begins a new position, the employee shall receive a
thorough explanation of the Performance Evaluation System by
his/her immediate supervisor. This includes explanation of all
documents, policies and procedures, etc. Essential job functions,
goals, performance measures, and standards of performance
relative to the employee's position will be explained to the
significant employee by the supervisor. Similarly, when essential
job functions are added or changed, these essential job functions
and corresponding performance measures and standards and
evaluation factors shall be re-established. The Employee Essential
Job Functions, Standards of Performance, And Goals (PA-l); Job
Description; and Job Factors shall be used to accomplish this task.
Probationary Progress Evaluations. During the probationary
period, periodic evaluations shall be conducted to review the
employee's progress to date in the current position and are not
compensable. These shall be conducted as follows:
ao
Directors. Progress evaluations shall be completed every
two (2) months on probationary Directors by the City
Manager. The schedule is set for the second, fourth, and
sixth month.
All Other Employees. A monthly evaluation [Employee's
Performance Report, PA-2] is completed by the employee's
immediate supervisor each month during the probationary
period after an employee is hired into a new position
(newly-hired, promoted, demoted, transferred,
reclassification). The schedule for each month of the
probationary period [in most cases, six (6) months].
3. Completion of Probationary Period.
ao
Upon completion of an employee's probationary period, the
following three (3) documents shall be completed:
(1) Performance Appraisal System, PA-4;
(2) Employee Essential Job Functions, Standards of
Performance and Goals, PA-1;
(3) Completion of Probation Report, PA-3.
If the employee does not successfully complete probation
or is terminated during the probationary period, the
preceding performance reports should be attached to the
Completion of Probation Report (PA-3) and forwarded to
the Personnel Department.
Co
Upon successful completion of the probationary period, the
employee and the immediate supervisor shall again discuss
the respective Essential Job Functions, Standards of
Performance, and Goals document (PA-l) which shall be
updated if needed and signed/dated by both the employee
and supervisor(s). The employee should fully understand
that he/she will be held accountable for the accomplishment
of these essential job functions, standards, and goals at
his/her next appraisal date. The original shall be
forwarded to the Personnel Department with one copy each
provided to the employee, employee's supervisor(s), and
department file. The Personnel Department shall process
any compensation increases warranted and file the original
evaluation for retention in the employee's official personnel
file.
Non-Probationary Evaluations. The City of Coppell provides employees
at least two (2) performance evaluations each year to employees who have
successfully completed their probationary period and have gained regular
status within the City organization [with the exception of Department
Directors who shall be receive only one evaluation per year, namely, the
Annual Performance Evaluation.]. Additional reviews may be performed
at the discretion of supervisors. Non-probationary employees shall receive
the following performance evaluations:
Annual Performance Evaluation [Performance Appraisal System,
PA-4]. When probationary status is successfully completed, an
employee's annual evaluation date is designated as the employee's
anniversary date of employment in his/her current position (new-
hire, promotion, demotion, transfer, reclassification). This annual
performance evaluation requires the completion of two (2)
documents: Employee Essential Job Functions, Standards of
Performance, and Goals, PA-l; and the Employee Performance
Report, PA-4. After auditing by the Personnel Department, this
annual performance evaluation will reflect any applicable increase
in compensation.
Semi-Annual Evaluation [Employee's Performance Report. PA-21.
The semi-annual performance evaluation is conducted six months
following the Annual Performance Evaluation; this semi-annual
evaluation represents a progress review only, and the results or
rating is not compensable.
Other Interim Evaluations. Other interim reviews are
recommended as deemed necessary by supervisors to foster
communication, assure a common understanding of purpose, and
to assist in detecting and solving problems as they develop.
Employee Self-Evaluation. Each employee is encouraged to periodically
perform an informal self-evaluation of his/her performance to assist in
maintaining established performance standards. Such self-evaluations will
help the employee have input during formal evaluation reviews.
Record of Unsatisfactory Job Performance, PA-5 / Follow-up To Record
Of Unsatisfactory ~Iol~ Performance, PA-6. This evaluation document
shall be completed if it becomes apparent at any point in the employee's
job tenure that his/her performance has dropped below acceptable levels.
The purpose of this document is to identify procedures to effect
change in employee performance or behavior when
performance/behavior is unsatisfactory and to document actions
taken to effect the change.
This procedure is intended to address inadequate or unsatisfactory
job performance/behavior for whatever reason. Single, isolated
cases of misconduct are not covered unless they are serious
(example: theft, willful destruction of City property, etc.).
However, repeated misconduct and/or severe isolated incidents can
result in unsatisfactory performance and would then come under
the scope of this procedure as well as disciplinary procedures, if
applicable [Refer to Standard Operating Procedure entitled
"Discipline"].
This procedure requires written documentation which may be used
as a basis for action against the employee. The following applies
to such written documentation:
ao
Written documentation should have a primary purpose of
modifying the employee performance or behavior and a
secondary purpose of substantiating disciplinary actions;
bo
Written documentation should begin when 'informal~
counselling has failed;
Written documentation represents the supervisor's concern
for the employee's present unsatisfactory job performance
or behavior. This concern is subject to change by
subsequent events, and such changes should also be
documented and added to the original documentation before
the case is closed.
If unsatisfactory performance/behavior entails specific rule(s)
violations, then specific details should be provided, i.e., dates,
places, etc. Previous oral counselling should be listed. The
employee should be requested to sign the copies to acknowledge
receipt of the notice.
7.05
If the employee refuses to sign, this should be noted and witnessed
by a third party. If the employee does not concur, the matter may
be appealed as provided herein [Refer to Section 7.07 of this
S.O.P.].
Copies of the document shall be forwarded to the Personnel
Department. On the date specified, performance during the
intervening period will be reviewed with the employee and the
document (Follow-up to Record of Unsatisfactory Job
Performance, PA-6) shall be completed; Entries on this form are
largely self-explanatory.
If satisfactory performance has been restored, the purpose has been
accomplished, and no further special action is needed unless
performance again deteriorates. This information should be taken
into consideration during the annual appraisal period. If
unsatisfactory performance has not been restored, disciplinary
action shall be taken.
PROCESSING OF NON-PROBATIONARY EVALUATIONS.
ho
Bo
Scheduled Evaluations. Evaluation dates for probationary employees
are maintained at the department level. The Personnel Department shall
provide the Department Directors with a list denoting upcoming non-
probationary employee evaluations one month prior to the due date.
Immediate Supervisor. After careful review of the subordinate's
performance, the supervisor shall complete the appropriate evaluation
document and other required document(s), if any, signing/dating the
form(s). The rating supervisor will then discuss the review with the next
level of supervision prior to formal review with the employee. It should
be noted that the evaluation document is completed by the supervisor with
the sole intent of communicating to the employee his/her relative job
performance.
Successive Supervisor(s). The document shall then be forwarded for
review through each supervisory level. The Department Director shall
review and approve the evaluation prior to the formal review with the
employee. Each supervisor may make appropriate comments and shall
sign/date the evaluation indicating his approval. Any disagreements
should be investigated and, if possible, resolved at the lowest possible
level prior to the document being forwarded to the Personnel Department
for auditing. The review will be returned to the immediate supervisor
through established departmental procedures.
Evaluation Interview.
In a private conference, preferably arranged at least 24 hours in
advance, the rating supervisor will conduct the formal review with
the employee. The employee will be allowed to review his/her
performance evaluation. The supervisor and employee together
will then discuss the employee's performance during the review
period, including discussing each rating factor and the rating
received. In addition, they will establish performance goals and
clarify performance expectations for the next review period. At
the close of the formal review, the employee shall date/sign the
evaluation document. If the employee feels, he/she has been
unfairly evaluated, the employee may communicate his/her
comments in the section provided on the evaluation form.
The signed, original evaluation document will be forwarded, via
established departmental procedures, to the Personnel Department
for auditing and retention in the employee's official personnel file.
The employee will be given a copy of the completed evaluation
document. A copy will be maintained by the employee's
respective department, and supervisors should maintain copies of
evaluation documents for reference during the next review period.
Audit / Retention by Personnel Department.
To ensure that merit recommendations concerning the annual
performance evaluation are completed correctly, departmental
performance evaluations shall be forwarded through established
departmental procedures to the Personnel Department after the
formal review with the evaluated employee. After auditing, the
Personnel Department will complete the appropriate section on the
first page of the annual evaluation (PA-4), noting warranted
compensation changes; a copy of this page will be returned to the
department director and the evaluated employee. The Personnel
Department will subsequently process any compensation changes,
if warranted.
Upon completion of an audit, if it is determined by the Personnel
Department that the overall evaluation reflects job performance
which is below standards, the Personnel Department shall so
indicate on the evaluation document, and forward to the
employee's respective department, thereby advising the department
that the rated employee should be placed on probation. The
7.06
7.07
department will take appropriate action regarding this
unsatisfactory job performance as provided herein. If this were
the Annual Performance Evaluation, the withholding or delaying
of an increase on the basis of performance shall be delayed at least
until adequate performance has been restored. It is appropriate to
delay increases for an additional period of time not to exceed 90
days to assure that the improvement is not temporary. If no
improvement is shown, appropriate disciplinary action shall be
taken.
The Personnel Department will file the signed, original evaluation
document for retention in the respective employee's official
personnel file.
MERIT STEP AND LUMP SUM INCREASES.
Under most City pay systems, employees are eligible for merit increases
after specified periods of time. The guidelines provide that, in general,
progressively better performance should be expected for increases and the
opportunity for increases rests solely upon the employee receiving an
acceptable performance evaluation.
Bo
All performance standards, measures, goals, and areas of improvement
needed for receiving an increase should be explicit and clearly presented
to the employee at the beginning of the review period.
Co
Any compensation increase granted, in accordance with the City's current
compensation plan, shall be made retroactive to the date of the Annual
Performance Evaluation (employee's anniversary date of employment in
current position).
PERFORMANCE EVALUATION APPEALS PROCEDURES. The purpose
of this procedure is to expeditiously address an employee's particular concern or
disagreement with the supervisor's rating of job performance.
A. Appeal to Immediate (Rating) Supervisor.
An employee seeking reconsideration of his/her performance
evaluation shall do so by submitting a written request with all
attached documentation to his/her supervisor within five (5)
business days after the completion of the performance evaluation.
The request for appeal shall consist of the following:
Areas of performance in which the employee feels he/she
has been unjustly rated;
Bo
Co
Do
bo
Documented evidence of contradictory performance
appraisals and supporting documentation during the last
evaluation period; and
c. The remedy or solution sought by the employee.
Upon receipt, the rating supervisor shall provide a written response
to the employee within five (5) days.
Appeal to Successive Levels of Authority (if any). If the employee feels
that his/her appeal has not satisfactorily resolved, the employee may
appeal in writing to successive levels of authority within five (5) days of
receipt of previous level supervisor's decision. Each supervisor shall
provide a written decision to the employee within five (5) days of the
appeal.
Appeal to Department Director. If the employee feels the issue has not
been satisfactorily resolved, the employee may appeal the evaluation to the
Department Director within five (5) business days of receipt of previous
level supervisor's decision. The Department Director shall arrange a
meeting within five (5) days with the employee and supervisor(s) to
discuss the appeal of the evaluation. Afterward, the Director shall issue
a written decision within five (5) business days to the employee.
Appeal to City Manager. If the employees feels the issue has not been
satisfactorily resolved, the employee may further appeal his/her evaluation
to the City Manager. The appeal must be in writing and submitted to the
City Manager via the Personnel Department within five (5) business days
of receipt of the Department Director's decision.
Upon receipt, the City Manager shall utilize an Evaluation Appeals
Panel to review the evaluation being appealed. The Evaluation
Appeals Panel shall be comprised of three (3) members as follows:
no
One (1) member of City staff of the City of Coppell
selected by the appellate employee;
bo
One (1) member of City staff of the City of Coppell
selected by the Department Director; and
One (1) member shall be a Department Director from a
different department selected by the Personnel Director.
8.00
Panel members shall not have a prior involvement in the evaluation
process and shall conduct a thorough and objective review of the
evaluation being appealed.
The Personnel Department shall convene a meeting of the
Evaluation Appeals Panel within five (5) business days of receipt
of the appeal. The Personnel Director shall attend the meeting and
record the proceedings. The Panel shall unanimously appoint one
of its members to act as recording secretary for the proceedings.
The Panel shall review documentation and/or testimony by the
appellate employee and/or the employee's Director. After
conducting the hearing, the Panel shall dismiss the employee and
Director so as to conduct its findings and decision-making process.
The Panel shall render its findings and recommendation in writing
to the City Manager via the Personnel Manager within five (5)
days of the hearing.
After reviewing the findings and recommendation of the Evaluation
Appeals Panel, the City Manager shall render a decision which
shall be final and bindings on all concerned. Written notification
of the City Manager's decision shall be made within five (5) days
to the appellate employee, respective Director, and Personnel
Manager. The completed evaluation appeal packet shall be
forwarded to the Personnel Department for retention in the
employee's official personnel file. If the employee's appeal is
upheld by the City Manager and a compensation increase is
warranted, the increase shall be retroactive to the effective date of
the performance evaluation.
EXHIBITS. The following are prescribed forms utilized in the Performance
Evaluation System; substitutes shall not be utilized. Any completed, signed,
original(s) shall be forwarded to the Personnel Department for retention in a
respective employee's official personnel file with one copy each provided to: the
employee, supervisor(s), and departmental file.
8.01
Employee Essential Job Functions, Standards of Performance, and Goals.
PA-1. This document, reflecting the performance standards
expectations, and goals for each position, is reviewed with the employee
upon employment, at completion of the initial probationary period, and at
each annual performance evaluations. Upon each review, the document
is signed and dated by the employee and his/her immediate supervisor.
8.02
8.03
8.05
8.06
8.07
Employee's Performance Report, PA-2. This document is utilized to
evaluate the employee's performance/behavior for each probationary
progress evaluation and at semi-annual evaluations.
Employee's Completion of Probation Report, PA-~. This document is
utilized at the employee's completion of the initial probationary period.
Performance Appraisal System Evaluation Form, PA-4. This document
is utilized to evaluate the employee's performance/behavior for the
completion of initial probationary period and the annual performance
evaluations.
Record of Unsatisfactory. Job Performance, PA-:5. This document is
utilized at any point it becomes apparent that an employee's performance
has dropped below acceptable levels.
Follow-up To Record Of Unsatisfactory Job Performance. PA-6. This
document is utilized as a follow-up record to the Record of Unsatisfactory
Job Performance (PA-5).
Job Factors. This document establishes the weighted evaluation factors
for each position within the City.
EMPLOYEE
JOB
City of Coppell
DUTIES, STANDARDS,
EXHIBIT B.01
& GOALS
EMPLOYEE NAME:
POSITION:
SUPERVISOR:
DEPARTMENT'
DATE PREPARED:.
EMP #:
PRIMARY JOB DUTIES
AND GOALS
PERFORMANCE MEASURES,
STANDARDS AND GOALS
Rating Supervisor's Signature Date I Employee's Signature
I
LEGEND for Distribution of Completed Evaluation:
Original: Personnel Department
One Copy Each:
IDate
Rated Employee; Supervisor(s); Department File
-- PA-1 / 02-01-92R Page 1 of ~
EMPLOYEE
City of Coppell
PERFORMANCE
[] Probationary OR [] Semi-Annual
EMPLOYEE NAME:.
POSITION:
RATING PERIOD: FROM:
DEPARTMENT'
THROUGH:
EXHIBIT 8.02
REPORT
EMP #:
TO BE
INSTRUCTIONS
Rating Supervisor(s) shall evaluate the employee's job performance based on established job
duties, standards, and goals for the employee's position.
The Rating Supervisor(s) is required to comment on job performance deficiencies or areas of
superior performance.
The evaluation shall be reviewed through the employee's successive supervisory levels
[through the Department Director] prior to the formal review with the employee.
The evaluation shall be returned to the Rating Supervisor who shall conduct a formal review
with the rated employee.
The completed evaluation shall be processed through established Department procedures with
copies distributed in accordance with the legend below. The original will be forwarded to the
Personnel Department for retention in the employee's official personnel file.
COMPLETED BY RATING SUPERVISOR(S):
Employee's Job Performance: [] Does Not Meet Standards [] Is Questionable [] Meets Standards
Comments: Record areas of superior performance or specify job performance/behavior deficiencies.
Specific goals or improvement to be undertaken during next evaluation period which might assist the
employee to improve performance. [Attach additional sheets if needed.]
COMPLETE FOR PROBATIONARY EMPLOYEE ONLY:
I recommend that this employee be: [] Retained For Further Training OR [] Terminated
Rating Supervisor's Signature Date Department Head's Signature Date
Department Director's Signature Date Employee's Signature Date
LEGEND
for Distribution of Completed Evaluation:
Original: Personnel Department
One Copy Each: Rated Employee; Supervisor(s);
PA-2 / 02-01-92R
Department File
EMPLOYEE
City of Coppell
COMPLETION OF PROBATION
EXHIBIT B.03
REPORT
EMPLOYEE NAME:
POSITION:
RATING PERIOD: FROM:
DEPARTMENT-
THROUGH:
EMP #:
INSTRUCTIONS
o
Rating Supervisor(s) shall make a recommendation concerning the employee's continued
employment with the City based on the employee's job performance/behavior and
probationary evaluations conducted to date.
The Rating Supervisor(s) is required to comment on job performance below and/or above
minimum required standards.
The evaluation shall be reviewed through the employee's successive supervisory levels
[through the Department Director] prior to the formal review with the employee.
The evaluation shall be returned to the Rating Supervisor who shall conduct a formal review
with the employee rated.
The finalized Completion of Probation Report shall be processed along with other required
documents [see attachment list] through established Department procedures with copies
distributed in accordance with the legend below. The original will be forwarded to the
Personnel Department for retention in the employee's official personnel file.
EMPLOYEE'S OVERALL PERFORMANCE
[] Does Not Meet Standards
[] Meets Standards
LEVEL:
RECOMMENDATION THAT EMPLOYEE BE:
[] Retained
[] Terminated
Rating Supervisor's Signature:
Department Head's Signature:
Department Director's Signature:
Employee's Signaturer
Date'
Date'
Date:
Date:
REQUIRED ATTACHMENTS:
Performance Appraisal System, PA-4; and
Employee Job Duties, Standards and Goals, PA-1.
LEGEND for Distribution of Completed Evaluation:
Original: Personnel Department
One Copy Each: Rated Employee; Supervisor(s);
Department File
-- PA-3 / 02-01-92R
EMPLOYEE
City of Coppell
ANNUAL EVALUATION
EXHIBIT B.O[t
FOR
EMPLOYEE NAME:
POSITION:.
RATING PERIOD: FROM:
DEPARTMENT'
THROUGH:
EMP #:
INSTRUCTIONS
o
Rating Supervisor(s) shall evaluate the employee on applicable factors only. After a careful
review of rating categories for each factor, the supervisor(s) shall mark the category that best
reflects the employee's performance.
The Rating Supervisor(s) shall provide comment on factors rated below and/or above minimum
required standards.
The evaluation shall be reviewed through the employee's successive supervisory levels
[through the Department Director] prior to the formal review with the employee.
The evaluation shall be returned to the Rating Supervisor who shall conduct a formal review
with the employee rated. The employee shall be afforded the opportunity to make written
comment(s) in the designated area.
The completed evaluation shall be processed through established Department procedures with
copies distributed in accordance with the legend below. The original will be forwarded to the
Personnel Department for auditing and retention in the employee's official personnel file.
Rating Supervisor's Signature:
Department Head's Signature:
Department Director's Signature:
Employee's Signature:
Date:
Date:
Date:
Date:
FOR PERSONNEL DEPARTMENT USE ONLY:
Overall Performance Rated Score.'
[] Overall Job Performance Does Not Meet
Standards; A PA-5 must be initiated by
Rating Supervisor.
Signature/Date:.
SALARY INCREASE: [] Yes [] No
From:
To:
Amount: $.
LEGEND for Distribution of Completed Evaluation:
Original: Personnel Department
One Copy Each: Rated Employee; Supervisor(s);
PA-4 / 02-01-92R
Department File
Page
I of 5
City of Coppelh Employee Annual Evaluation
Employee: Emp #:
Form
EXHIBIT 8.04
Evaluation Period: - - ! -
COMMENTS BY RATING SUPERVISOR{S):
AREA(S) OF SUPERIOR PERFORMANCE:
Required for Categories Rated Below and/or Above
Minimum Required Standard~.
AREA(S) FOR IMPROVEMENT: Record specific job performance deficiencies or job behavior
requiring improvement. Record specific goals or improvements to be undertaken during next
evaluation period which might assist the employee to improve performance.
EMPLOYEE
COMMENTS:
- PA-4/02-01-92R Page 2 of 5
EXHIBIT 8.04
Pa~3of5
EXHIBIT B.04
, --~ ' ~ ~ · o o ~
~ °o -~ ~ _ ~.-,~
..................................................................................................
_ Page ~ of 5
EXHIBIT 8.Oq
o g' .~,
_ Page 5 of 5
RECORD OF
City of Coppell
UNSATISFACTORY
JOB
EXHIBIT 8.05
PERFORMANCE
EMPLOYEE NAME:
POSITION:
SUPERVISOR:.
DEPARTMENT'
DATE PREPARED:
EMP #:
EXPLAIN IN WHAT WAY JOB PERFORMANCE IS UNSATISFACTORY.
BEEN TAKEN TO CORRECT THIS.
EXPLAIN WHAT ACTIONS PREVIOUSLY HAVE
WHAT MUST THE EMPLOYEE DO TO RESTORE SATISFACTORY JOB PERFORMANCE?
ACTIONS THE SUPERVISOR AND/OR DEPARTMENT WILL TAKE TO ASSIST THE EMPLOYEE:
BY WHAT DATE MUST THIS BE ACCOMPLISHED?
WHAT ACTIONS(S) WILL BE TAKEN IF SATISFACTORY JOB PERFORMANCE IS NOT ACCOMPLISHED?
Rating Supervisor's Signature
Date
Employee's Signature
IDate
LEGEND for Distribution of Completed Evaluation:
Original: Personnel Department
One Copy Each: Rated Employee; Supervisor(s);
Department File
-- PA-5 / 02-01-92R
FOLLOW-UP TO
RECORD
City of Coppell
OF UNSATISFACTORY
JOB
EXHIBIT 8.OB
PERFORMANCE
EMPLOYEE NAMF-
POSITION:.
SUPERVISOR:
DEPARTMENT'
DATE OF ORIGINAL
DATE PREPARED:
EMP #:
RECORD {PA-5).
UNSATISFACTORY JOB PERFORMANCE IDENTIFIED ON ORIGINAL PA-5:
HAS SATISFACTORY JOB PERFORMANCE BEEN RESTORED? [] YES [] NO
EXPLAIN:.
WHAT FURTHER ACTION, IF ANY, IS NEEDED?
Rating Supervisor's Signature I Date I Employee's Signature
LEGEND for Distribution of Completed Evaluation:
Original: Personnel Department
One Copy Each:
IDate
Rated Employee; Supervisor(s); Department File
-- PA-6 / 02-01-92R
~hibit 8.07
Position Title:
Department:
JOB FACTORS FORN
Factors Considered in Rating Job ~ Weight
2.
3.
4.
5.
6.
7.
8.
9.
10.
Job Knovledge
Quality/Quantity of york
Tea~vork/Cooperation
Dependability
Public Contact
TOTAL
Director
Immediate Supervisor
Employee
NON-SUPE~¥ISORY
Date
Date
Date
Exhibit 8.07
Position Title:
Department:
JOB FACTORS FOHN
Factors Considered in Rating Job X Weight
1. Job Knowledge
2. ~aality/~uantity of work
3. Teamwork/Cooperation
Dependability
5. Public Contact
Organizational Skills
7. Leadership Skills
8. Operational Economy
9. Evaluating Subordinates
10. Judgement
12.
13.
16.
15.
TOTAL
Director
I~aediate Supervisor
F~ployee
Supervisory
Date
Date
Date
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
~ SOP NUMBER:
On-Call Time
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~aan o.
1.0 POLICY
A:~ADMIN,DIR~HDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to provide for after-hour service needs
when required by allowing some departmental operations to designate nonexempt
employees to be on call.
1.02
Employees are expected to respond to departmental after-hour service needs when
designated to be on call as required by procedures established by each department
where on-call personnel are utilized.
1.03
During all time after regularly scheduled working hours when an employee has
been designated to be available for on call and subject to call back, the employee
is free to pursue personal activities but may be requested to respond to call back
(via paging, phone, or radio) within designated guidelines set by Department.
This on-call status is not considered time worked and is not compensable unless
he/she responds to a call back.
Each department shall establish internal procedures for handling emergency
services which could require call back of all employees necessary to provide the
needed service, regardless of on-call status. Employees requested to report to
work to provide emergency service shall be compensated in accordance with the
City's call-back policy.
1.05
An employee will be considered officially scheduled and designated as on-call
only when approved by his/her Supervisor in accordance with procedures
established by his/her department.
2.0
3.0
4.0
5.0
6.0
7.0
2.01 On call
2.02 After hours service
2.03 Non exempt employee
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Fair Labor Standards Act
DEFINITIONS
5.01
5.02
5.03
On-call Status - Time spent by an employee designated as restricted or
unrestricted and subject to call back to perform after hours on emergency
services.
After hour Service - City services deemed by the Supervisor/Department Director
needing to be performed by an employee(s) after their regularly scheduled
working hours.
Emergency Services - Unplanned circumstances which necessitate the call back
of employees.
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of each Departmental Director to maintain available
personnel on call when necessary through established departmental procedures to
ensure after-hour service needs are met.
PROCEDURE
RESPONSIBILITY
7.01 Department Director .....
ACTION
Shall establish departmental policies
and procedures necessary to maintain
on-call personnel available to ensure
after-service needs are met in an
efficient, effective manner.
8.0
7.02 Supervisor .....
7.03 Employee .....
EXHIBITS
8.01 N/A
Shall, through established
departmental policies and
procedures, notify all personnel
designated to be on call (within a
reasonable time) as to their need to
be placed on call and provide
specific written instructions, where
practical, as to the requirements of
the on-call status.
Must acknowledge availability for
on-call status when notified by
his/her supervisors and provide all
information necessary to ensure
contact can be made and call back
will be handled in an expeditious
mallner.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Call Back
AUTHORITY; REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan i). Ratllfr
1.0 POLICY
2.0
A:~ADM]H.D1R\HDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to ensure all nonexempt employees who are
designated to be on call and other employees if applicable, respond within a
reasonable time established by their department when called back to perform after
hour services or emergency services when contacted.
1.02
Nonexempt employees who are called back to the work place will be paid at the
overtime rate of one and one-half (1 1/2) times regular rate of pay for actual hours
worked and are guaranteed a minimum of two hours of such pay for each call
back within the same 24 hours after their regularly scheduled working hours or
on a regular day off. Time worked immediately after regularly scheduled
working hours at the request or approval of the Supervisor will not be considered
call back and shall be paid at their regular rate of pay until overtime requirements
are met. Continuing work on a call back that extends into a day off shall not
entitle the employee to additional premium pay for the second 24 hour period.
1.03 Travel time to and from a call back is considered compensable within this policy.
1.04 Employees exempt from overtime are not eligible for compensation under the
provisions of this policy.
1.05 Departments may establish guidelines for varying levels of response to call back
situations depending upon nature and importance of services to be completed.
KEY WORDS
2.01 Call back
2.02 Regular day off
2.03 Nonexempt employees
2.04 Emergency
3.0
4.0
5.0
6.0
7.0
AFFECTED DEPARTMENTS
3.01 All City Departments
REFERENCF_~
4.01 Fair Labor Standards Act of 1938
DEFINITIONS
5.01
Call back - an unscheduled or emergency return to work outside of officially
scheduled work hours or on a holiday or day off at the request of a Supervisor.
It does not mean overtime scheduled as required or change in work schedule.
5.02 Day off - time of that is regularly scheduled and usually coincides with normal
work schedule.
RESPONSIBILITY/AUTHORITY
6.01 Department Director is responsible for maintaining qualified personnel available
for call back when after hour services are required.
6.02
Supervisor is responsible for providing written instruction to employees (if
possible) as to requirements for accomplishing after hour services needed as well
as ensuring an acceptable response maintained to accomplish services needed.
6.03 Employee is responsible for responding within time frame required to a call back
for after hour services and be fit and able to accomplish duties required.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 Department Director ..... A.
Shall establish departmental policies
and procedures to ensure on call
personnel, as well as other personnel
which may be needed, respond to
call back in a reasonable time frame
to provide services required (usually
in cases of emergency).
8.0
7.02 Supervisor .....
7.03 Employee .....
EXHIBITS
8.01 N/A
Shall, within established
departmental procedures, notify all
on call personnel, and other
personnel where applicable, to
respond to a call back for services
and provide instructions needed to
accomplish required services.
Shall acknowledge his/her
availability and ability
(physical/mental) to accomplish
services needed within the time
frame required by their departmental
policies and procedures when
notified by their Supervisor.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
~ SOP NUMBER:
Temporary Assignment Pay
A.I,L_Tti_Q_~_TY~ REPLACES:
PAGE; of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: A~aa I). Raalff
1.0
2.0
3.0
A:L~DMIN .DIR'~HDRF1091 .SOP
POLICY
1.01
It is the policy of the City of Coppell to compensate any employee who is
temporarily assigned to serve and actually performs the additional duties and
responsibilities of a higher level position when designated by his/her Department
Director.
1.02
Employees temporarily assigned to perform duties of a higher level position for
the purposes of learning the position as on-the-job training will not be
compensated at a higher rate.
1.03
Employees temporarily assigned to perform duties of a higher level position shall
be paid at the base rate of the higher level position or five percent (5 %) above
their current salary, whichever is greater.
Employees temporarily assigned to perform in the capacity of a Department
Director, Assistant City Manager, Deputy City Manager, and City Manager shall
do so at a rate of pay negotiated with the City Manager or City Council when
applicable.
KEY WORDS
2.01
2.02
2.03
Temporary Assignment Pay
Compensation
Job Responsibility
DEPARTMENTS AFFECTED
3.01 All City Departments.
4.0
5.0
6.0
7.0
REFERENCES
4.01 Section 141.033 of Texas Local Government Code
DEFINITIONS
5.01 UActually serve" When an employee assumed\s the actual duties and
responsibilities of a higher level position upon being designated by his/her
Department Director.
RESPONSIBILITY/AUTHORITY
6.01 Department Director is responsible for ensuring all employees eligible for
temporary assignment pay actually serves in the assigned position.
PROCEDURE
RESPONSIBILITY ACTION
8.0
7.01 Department Director .....
Ao
7.02 Supervisor ...... A.
EXHIBITS
8.01 Payroll Status Change Form
Shall establish a list of all positions
for which employees are eligible to
receive temporary assignment pay
and forward to the Personnel
Department and Payroll.
Shall document all employees
performing temporary assignments to
a higher level position and provide
information to Personnel Department
along with compensation required for
the payroll status change form.
NAME: PAYROI.I. #:
STI~I~.RT SOCIAL SECURITY NO. ~
NEW FOR
CITY, STATE, ZIP NEW
:~ZtPLOYm D^T~ O~ ~mTH
ADDRESS Tm.~.PHO~ ONLY
CHANGE FROM TO
(DOES NOT APPLY TO NEW EMPLOYEE)
JOB
DEPARTMENT
GRADE/STEP
~,.PAY _.~
REASON FOR CHANGE
[] HIRED [] lVlERIT INCREASE [] I.I~.N'GTI-{ OF [] RE-EVALUATION
[] RE-HII~Rr) [] RESIGNATION SERVICE RAISE OF CURRENT
[] PROMOTION [] RETIREMENT [] COMPLETION OF JOB
[] DEMOTION [] LAYOFF PROBATION [] OTHER
[] ~.,~s~__~ [] D~Sa-L~an
COMMENTS, IF NECESSARY
~ms ADVANCE PAY AUTOHRIZED ~o
IF. AVE OF CHARGED TO VACATION ~o
ABSENCE
FROM: / /
~TO: / / J
?'~ APPROVAL
DEPARTMENT HEAD DATE
COPIES TO:
1. PERSONNEL
2. PAYROLL PERSONNEL DATE
3. DEPT. HEAD
~ CITY MANAGER DATE
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Longevity Compensation
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Ratllff
1.0
A: ~ADMIN .DIRLHDRF 1091 .SOP
POLICY
1.01 It is the policy of the City of Coppell that regular employees shall receive
longevity pay at the rate of $4.00 per month.
1.02 Part-time regular employees who work a minimum of twenty (20) hours per week
shall receive longevity pay at one-half the rate of regular full-time employees.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
~ SUBJECT: SOP NUMBER:
Comp Time
AUTHORITY: REPLACES;
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan O. Ratliff
1.0 POLICY
A:~DMIIq.DIR~IDRF 1091 ,SOP
1.01 It is the policy of the City of Coppell to provide compensatory (Comp) time (per
signed Compensatory Time Agreement) in lieu of overtime payment.
Employees whose work regularly includes public safety -- i.e., law
enforcement, fire fighting, EMS, and related activities, are subject to a
four-hundred eighty (480) hour cap on accrual of compensatory time.
Overtime hours worked beyond the 480 accrued hours must be paid.
Bo
All other nonexempt employees are limited to a maximum accrual of two-
hundred forty (240) hours of compensatory time before mandatory
overtime payment is required.
C. Exempt employees are not eligible for compensatory time.
Compensatory time shall be accrued at a rate of one and one-half (1 th)
hours for every hour of overtime worked for non-exempt employees.
An employee who has accrued compensatory time and requests use of the
time must be permitted to use the time off within a "reasonable period"
after making the request, if it does not "unduly disrupt" the work of the
department. Compensatory time off may be used the same as leave time.
It is the Director's decision whether to use leave time or comp time.
Upon leaving employment with the City, a nonexempt employee will be
paid for unused comp time. Payment will be figured by one of the
following two methods, whichever is higher;
The average regular rate received by such employee during
the last three (3) years of employment.
2. The final regular rate received by such employee.
2.0
3.0
4.0
5.0
KEY WORDS
2.01 Compensatory Time
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Fair Labor Standards Handbook
4.02 29 C.F.R. Section 553.27
4.03 29 C.F.R. Section 553.23(c)
DEFINITIONS
5.01
Compensatory Time - A flexible means of compensating an employee for
overtime hours worked by providing time off in lieu of monetary overtime
remuneration.
6.0
5.02
Compensatory Time Agreement - A record of consent to accept compensatory
time off in lieu of overtime payment. (The decision to accept comp time is an
individual decision.)
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of each Department Director to ensure compliance with this
Standard Operating Procedure.
7.0
PROCEDURES
8.0
RESPONSIBILITY
ACTION
7.01
Department Director .........
(or designee)
to be worked.
he
Give prior approval for
overtime hours
7.02
Employee .......
ho
When the decision has been
made to accept compensatory
time in lieu of overtime
payment, shall, upon
agreement with Department
Director/Supervisor, sign a
Compensatory Time
Agreement (See Exhibit 8.01
or 8.02), and forward a copy
to the Personnel Department.
Work overtime hours, but log
them as comp time accrued
on employee time sheet.
7.03
Finance Department .....
ho
Maintain record of
accrued (available)
comp time for
individual employees.
Employee ........
ho
When comp time has
been accrued, a
request to use the
time off (as the need
arises) should be
submitted to the
Supervisor.
7.05
Department Director (or designee)...
ho
Approves or denies
the request upon
receipt from the
employee.
EXHIBITS
8.01
8.02
B.03
Compensatory Time Agreement - Nonexempt Employees
Compensatory Time Agreement - Nonexempt Fire Personnel
Compensatory Time Agreement - Nonexempt Public Safety Employees
COMPENSATORY TIME AGREEMENT
NONEXEMPT EMPLOYEES
Exhibit 8.01
I, , do hereby agree that I will accept compensatory time
off in lieu of overtime for any time worked over my normal work schedule of 40 hours per
week.
I understand that compensatory time shall be accrued at a rate of one and one-half (1 ~/~) hours
for every hour worked over the designated work schedule of 40 hours per week and further
understand that the maximum accrual of compensatory time is 240 hours, at which time
mandatory overtime payment is required.
I understand when schedule adjustment time is used during the same pay period it is earned that
it will be paid hour for hour.
I further understand that compensatory time cannot be accrued at the rate of one and one-half
(1%) if any employee benefits time, such as holiday or personal leave, has been utilized and
is equal to or exceeds the overtime hours worked.
I understand that I will not be permitted to work overtime without the prior approval of my
Supervisor and/or Department Director.
Employee Signature
Supervisor Signature
Date
xc: Personnel Department
COMPENSATORY TIME AGREEMENT
NONEXEMI~ FIRE PERSONNEL
Exhibit 8.02
I, , do hereby agree that I will accept compensatory time off
in lieu of overtime for any time worked over my normal work schedule of 212 hours per 28-day
work cycle.
I understand that compensatory time shall be accrued at a rate of one and one-half (1%) hours
for every hour worked over the designated work schedule of 212 hours per 28-day work cycle
and further understand that the maximum accrual of compensatory time is 480 hours, at which
time mandatory overtime payment is required.
I understand when schedule adjustment time is used during the same work cycle it is earned that
it will be paid hour for hour.
I further understand that compensatory time cannot be accrued at the rate of one and one-half
(1 1/2) if any employee benefits time, such as holiday or personal leave, has been utilized and
is equal to or exceeds the overtime hours worked.
I understand that I will not be permitted to work overtime without the prior approval of my
Supervisor and/or Department Director.
Employee Signature
Supervisor Signature
Date
xc: Personnel Department
EXHIBIT B.03
COMPENSATORY TIME AGREEMENT
NONEXEMPT PUBLIC SAFETY EMPLOYEES
I, , do hereby agree that I will
accept compensatory time off in lieu of overtime for any time
worked over my normal work schedule of 86 hours per 14-day work
cycle.
I understand that compensatory time shall be accrued at a rate of
one and one-half (1 1/2) for every hour worked over the designated
work schedule of 86 hours per 14-day work cycle and further
understand that the maximum accrual of compensatory time is 480
hours, at which time mandatory overtime payment is required.
I understand that when schedule adjustment time is used during the
same pay period it is earned, it will be paid hour for hour.
I further understand that compensatory time cannot be accrued at
the rate of one and one-half (1 1/2) if any employee benefits time
such as holiday or personal leave has been utilized and is equal to
or exceeds the overtime hours worked.
I understand that I will not be permitted to work overtime without
the prior approval of my Supervisor and/or Department Director.
Employee Signature
Supervisor Signature
Date
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Overtime
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan I>. Ratliff
1.0 POLICY
A:~.DMJN.DIR\HDRF1091 .SOP
1.01 It is the policy of the City of Coppell to establish working hours in accordance
with State law and the provisions of the Fair Labor Standards Act (FLSA).
1.02
The normal work week for nonexempt employees (including law enforcement
employees) and/or work cycle for fire shift personnel will be designated by the
City Manager for purposes of overtime payment.
1.03
Employees shall be informed of their work week schedule or work cycle schedule
including meal periods, rest periods, and any changes deemed necessary by the
Department Director and/or immediate Supervisor.
Employees may be requested to work overtime whenever it is deemed necessary
by his/her Department Director or immediate Supervisor. Overtime shall be
assigned by the Supervisor to employees in the particular job for which overtime
is required. No employees shall be permitted to work overtime without prior
approval of his/her Supervisor and/or Department Director. In the case of Police
and Fire departments, overtime shall be worked when required by the Chief of
the Department in accordance with applicable State law.
1.05
For purposes of overtime compensation only hours physically worked in excess
of forty (40) hours for nonexempt personnel (including law enforcement
personnel) and the maximum number of hours permitted by the Fair Labor
Standards Act (FLSA) and applicable State law for the work cycle designated by
the City Manager for fire shift personnel shall be considered for overtime
payment. Overtime payment shall be calculated at one and one-half (1 1/2) times
the employee's regular rate of pay.
1.06 Department Directors shall establish guidelines for completing time records in
his/her departments.
2.0
3.0
4.0
5.0
1.07 An employee who completes another employee's time record or falsifies his/her
own time record will be subject to disciplinary action, including termination.
1.08 Personnel employed in an executive, administrative, or professional position shall
be considered exempt employees in accordance with FLSA and thus not eligible
for overtime compensation.
1.09 Department Directors and employees may establish agreements to provide for
compensatory time in lieu of overtime payment (See Comp Time Policy).
KEY WORDS
2.01 Overtime payment
2.02 Nonexempt employee
2.03 Work week
2.04 Work cycle
AFFECTED DEPARTMENTS
3.01 All City Departments.
REFERENCES
4.01 Fair Labor Standards Act of 1938 as amended
4.02 Sections(s) 142.0015 Texas Local Government Code
DEFINITIONS
5.01
Overtime payment - payment at a rate of one and one-half (1%) times a
nonexempt employee's (including law enforcement personnel) regular rate of pay
for all hours physically worked in excess of the total number of hours allowed in
a seven (7) day work week or applicable work cycle for fire shift employees as
designated by the City Manager and in accordance with FLSA.
5.02
Work week - Total of forty (40) hours scheduled in a seven (7) day period as
designated by the City Manager in accordance with FLSA for purposes of
overtime calculation.
5.03
Work cycle - Total 212 hours scheduled in a 28 day period as designated by the
City Manager in accordance with the Fair Labor Standards Act and applicable
State law for purposes of overtime calculation.
5.04 Nonexempt employee - Any employee who is not classified as exempt as allowed
under the Fair Labor Standards Act (FLSA) and is eligible for overtime payment.
6.0
7.0
5.05
Exempt employee - An employee who performs executive, administrative, or
professional functions as allowed under the Fair Labor Standards Act (FLSA) and
is paid on a salaried basis regardless of the number of hours worked in a pay
period. An exempt employee is not eligible for overtime pay.
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of the Personnel Department to determine which position
will be classified as exempt and nonexempt for purposes of overtime payment.
It is the responsibility of the Department Director/Supervisor to inform employees
of his/her work schedule and any changes therein, to authorize overtime hours
worked, and to verify the accuracy of time records of his/her employees.
6.03 It is the responsibility of the Finance Department to ensure that all time is paid
at the appropriate rates based upon actual hours worked.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 City Manager ...... A.
Shall designate work week
and work cycle for all City
employees for purposes of
overtime calculation.
7.02 Personnel Department ..... A.
Shall maintain an accurate
listing of positions classified
as exempt and nonexempt and
disseminate to each affected
department any changes or
updates made manually.
7.03 Finance Department ....... A.
Shall provide official
document for keeping time
records and set procedures
for processing documentation
for payment.
7.04 Employee ........ A.
Accurately record time
worked on time record per
departmental procedure.
8.0
7.05 Department Director/Supervisor ...
.EXHIBITS
8.01 N/A
AJ
Shall set departmental
procedures for keeping of
time records and approval of
overtime hours worked.
Shall verify time records of
employees for accuracy and
prior approval granted for
overtime hours worked and
forward to Finance
Department for payment, in
accordance with guidelines
and time schedules as
required.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Classification/Compensation
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Ratliff
1.0 POLICY
A:~ADMIN.D IR'~IDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to establish a classification/compensation
plan based upon the analysis of the duties and responsibilities of positions through
use of objective job evaluation factors and designed to compensate each job at a
rate of pay appropriate for the level and type of work performed by each job
within an established pay grade and in relation to the City's competitive labor
market.
1.02 An employee may request that his/her position be reviewed for proper
classification/compensation through procedures outlined by the City Manager.
1.03
An employee in a position which is reclassified from one pay grade to another
shall be entitled to serve therein with an unimpaired status if the job duties and
responsibilities of the position have not significantly changed and the employee
substantially meets the qualifications prescribed for the new job.
All positions shall be designated by official job rifles on the City
classification/compensation plan. These official job titles shall be used on all
official records, payrolls, and City related communications.
1.05
Within the pay grades and salary ranges established by the City
Classification/Compensation Plan, the City Manager is authorized to determine
the appropriate pay grade, to which each position is assigned and the pay step to
which an employee may be assigned based upon merit and within salary budget
approved by the City Council.
1.06 Any employee who is designated as exempt from the pay plan shall be paid within
maximums set in a budget approved by the City Council.
2.0
3.0
4.0
5.0
6.0
KEY WORDS
2.01 Classification/Compensation Plan
2.02 Merit Increase
2.03 Pay Plan
2.04 Salary
2.05 Pay Grade
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCE
4.01 N/A
DEFINITIONS
5.01 Classification/Compensation Plan - A plan that classifies positions into established
pay grades and salary ranges based upon a job factor evaluation process.
5.02
Job Evaluation - A process by which positions, job duties, and responsibilities are
reviewed based upon job related factors (i.e. knowledge, education, experience,
etc...) and assigned to pay grades with other positions of similar job duties and
responsibilities.
5.03 Merit Increase - Increase in salary based upon merit derived through the
performance evaluation process.
5.04 Anniversary Date - Date of employment or date of promotion.
RESPONSIBILITY/AUTHORITY
6.01
It is the Department Director's responsibility to ensure that each position's job
duties, responsibilities, and requirements are accurately stated in the job
description established in the City's Compensation/Classification Plan.
It is the Personnel Director's responsibility to ensure that the City's
Classification/Compensation Plan is administered fairly and equitably based upon
merit and competitively maintained within City labor markets through procedures
established by the City Manager.
6.03 It is the responsibility of the City Manager to establish procedures for the
administration of the City's Classification/Compensation Plan.
7.0
PROCEDURE
RESPONSIBIL~Y
7.01 Employee ......
7.02 Personnel Department ...
7.03 Finance Department ...
ACTION
Who successfully completes his/her
initial or promotional performance
probationary period and is eligible
for a merit increase based upon the
performance evaluation shall receive
a merit increase up to a maximum of
two (2) steps or a lump sum set by
the City Manager.
Shall be eligible for a merit increase
based upon the performance rating
on his/her anniversary date.
Co
Shall be eligible for a merit increase
every twelve (12) months thereafter.
Shall conduct a market survey
annually to determine whether the
City' s compensation plan is
competitive within the market.
Shall evaluate requests for
reclassification and make
recommendations to City Manager
when adjustments are needed.
Ce
Shall maintain City
Classification/Compensation Plan
data current with changes in salary
and approved requests for
reclassification.
Shall prepare compensation budget
annually for review and approval by
City Manager and City Council.
Bo
Shall maintain and provide current
Compensation Plan and make
adjustments based upon market
survey information approved by City
Council.
8.0
EXHIBITS
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Separations
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
jPREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan I~. RatUff
1.0 POLICY
A:~ADMIN.DIR~HDRF1091 .SOP
1.01 It is the policy of the City of Coppell that all separations of employees shall be
designated as one of the following types:
A. Resignation -
An employee who intends to resign must notify
his/her Department Director and/or Supervisor in
writing at least ten (10) days prior to the last day of
work. The Department Director and/or Supervisor
is responsible for immediately notifying the City
Manager.
B. Retirement -
An employee who intends to retire must notify
his/her Department Director and/or Supervisor in
writing as governed in conjunction with the
requirements of the Texas Municipal Retirement
System in order to expedite retirement payments.
C. Dismissal -
The indefinite severance of the employee from
employment without pay as a result of a disciplinary
complaint against the employee based on charges of
just cause.
D. Disability -
An employee shall be separated when for physical
or mental reasons he/she cannot perform the duties
of the job with or without reasonable
accommodations.
2.0
Reductions-in-Forc~ - An employee may be separated from City
(Layoff) service when it is deemed necessary by reason of
shortage of funds or work, the abolition of the
position, or other material change in the duties of
the organization, or for other related reasons which
are outside the employee's control and which do not
reflect discredit upon the service of the employee.
F. Death -
If a City employee dies, his/her designated
beneficiary or estate shall receive all earned pay and
payable benefits.
1.02 Employees who leave the service of the City of Coppell shall receive all
separation pay which may be due to them with the following qualifications:
A. Employees shall be paid for time worked upon separation from
employment.
Bo
Upon the effective date of this policy, employees resigning or retiring
must comply with notice requirements in order to receive separation pay
of all payable leave accrued after the effective date of this policy or other
payable benefits which do not require payment by law unless the employee
submits a written request to the Department Director to waive the notice
requirement and the Department Director gives approval in writing to
waive the request.
Co
Employees who die while employed by the City shall have paid to his/her
beneficiary, who is designated on the majority of his/her payable benefits,
all payable benefits allowed by the City of Coppell.
Deductions will be made from the final amount payable for any City
equipment not returned, or returned in an unusable condition, or any other
debt incurred by the employee against the City.
Employees separating due to disciplinary action shall be paid all separation
pay for which he/she is eligible upon exhaustion of all appeals available
if requested.
KEY WORDS
2.01 Separation Pay
2.02 Resignation
2.03 Retirement
2.04 Death
2.05 Dismissal
3.0
4.0
5.0
6.0
7.0
DEPARTMENTS AFFECTED
3.01 All City Departments.
REFERENCES
N/A
DEFINITIONS
5.01 Separation Pay - Payment upon separation for all benefits and accrued leave for
which an employee is eligible.
RESPONSIBILITY/AUTHORITY
6.01 The Department Director is responsible for ensuring all separating employees are
reported to the Personnel Department.
6.02 The Personnel Department is responsible for ensuring appropriate notice
requirements or approval waivers have been met and processed.
6.03 The Finance Department is responsible for determining appropriate separation pay
for each employee.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 Resigning/RetiringEmployee ... A. Shall submit required applicable
written notice to Department
Director.
Department Director/Supervisor ... A.
Shall submit notice provided by the
separating employee or required
documentation of terminating and/or
deceased employee to Personnel
Department along with other
information necessary regarding
equipment damaged or not returned
and value of such equipment.
Finance Department ...
Shall process all documents for
payment by the employee's final
payroll period with the City.
8.0
EXHIBITS
8.01 N/A
EHPLOYEE LEAVE
Personal Leave .......................
Holidays ..........................
Bereavement Leave ......................
Leave of Absence ......................
Military Leave .......................
Civil Leave .........................
Administrative Leave ....................
_ CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Personal Leave
AUTHORITY: REPLACES:
PAGE: 1 of: 3 REVISED DATE; EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Department APPROVED BY CITY MANAGER: A~m D. ~,atm'f
1.0 POLICY
A:'iADMIN.DIR',.HDRF1091 .SOP
1.01
It is the policy of the City of Coppell to establish a program of personal leave
which replaces previous policies which included vacation and sick leave. Other
types of leave such as Holidays and Military Leave are not affected by this
policy. All departments are affected by this policy and shall govern accordingly.
Personal Leave shall be accrued by employees on a pay period basis, see
Schedule 'A" for rates of accrual for regular full time employees, and Schedule
"B" for Fire Personnel.
1.02
Upon implementation of this policy all accrued vacation leave will be converted
on a one to one basis. All accrued sick leave shall be retained as sick leave and
may be used whenever the employee is ill or has been injured off the job.
1.03
Upon termination or retirement, an employee shall be paid for all accrued
Personal Leave at the rate of pay the employee was receiving just prior to leaving
the City.
Personal Leave shall begin to accrue at the end of the fu'st full pay period of
employment, but employees shall not be allowed to use any accrued Personal
Leave, except for in cases of illness, until he/she has successfully completed their
probationary period.
1.05
Personal Leave is an earned benefit and shall be viewed as such. It is made
available to eligible employees in order to provide vacation leave, leave for
illness, personal business leave and family leave away from work without loss of
compensation. Once earned, Personal Leave shall either be used or will be paid
by the City at the rate of pay of the employee who has earned that benefit except
as covered in Section 1.06 below.
1.07
1.08
1.09
Recognizing the importance of employees having timer away from work,
employees shall use at least ten (10) days of Personal Leave during the Fiscal
year. Failure to use the minimum required leave shall result in the difference
between the amount used and the minimum required usage being deducted from
accumulated Personal Leave on October 1 of the following year. All such
deductions shall be made prior to determining the required leave usage for the
following year.
Most employees that were employed prior to the effective date of this policy have
accrued Sick Leave as noted in Section 1.02 above, for use under the rules of the
prior Sick Leave Policy.
Employees will be allowed to take only those leave hours that are shown as
available on the Time and Attendance Report. For all unscheduled Personal
Leave, the employee must notify his/her supervisor as early as practical on the
first day of absence.
Whenever possible, Department head or immediate supervisor shall schedule
Personal Leave (especially Personal Leave over one (1) day in length), giving due
consideration to the ability of the remaining staff to perform the work of the
Department. Employees should be permitted to take their leave at such time, in
the judgement of the Department Head, as what will best serve the interest of the
City and the employee under the following conditions:
a) The maximum amount of Personal Leave which can be taken by an employee
in any Fiscal year shall be limited to no more than one hundred-twenty (120)
hours or fifteen consecutive working days for vacation purposes unless a written
request is submitted to the City Manager for approval in advance. This
limitation does not apply to the use of Personal Leave due to illness or injury.
b) Approval and usage of Personal Leave may be taken in one (1) hour increments;
usage of increments less than one (1) hour shall not be permitted.
c) A break in employment of more than one (1) year shall cancel previous
employment credit toward leave eligibility.
d)
Employees with adjusted employment dates due to transfer, layoff, etc..., shall
be regarded as having continuous service and shall accrue Personal Leave
accordingly. The adjusted employment date shall be considered a new date of
employment.
Permanent part-time employees, extra help or temporary employees shall not earn
Personal Leave and will not be entitled to leave pay upon separation.
1.10
1.11
1.12
Permanent full-time who terminate before the end of a pay period shall not earn
Personal Leave for that pay period.
Official holidays occurring while an employee is on approved leave are
considered as paid holidays and do not effect leave balances.
Schedule of Personal Accrual per years of Employment. (Schedule "A")
Years of Tenure
with City
0 - 4th year
5th - 9th year
10th - 14th year
15th and over
Accrued Rate Per Pay
Period (hours/days)
HOURS DAYS
6.77 22
8.31 27
8.92 29
9.85 32
Maximum Hours to be
Carried into next
Fiscal Year
HOURS DAYS
240 30
320 40
400 50
480 60
Schedule "B" (Fire Personnel)
Years of Tenure
with City
0 - 4th year
5th - 9th year
10th - 14th year
15th and over
Maximum Hours to be
Accrued Rate Per Pay Carried into next
Period (hours/shifts) Fiscal Y~ar
HOURS SHIFTS HOURS SHIFTS
10.15 11 360 15
12.46 13.5 480 20
13.385 14.5 600 25
14.77 16 720 30
1.13
The City of Coppell reserves the right to question any excessive use of Personal
Leave by an employee during the course of his/her employment with the City.
In cases where abuse of Personal Leave is justified, appropriate disciplinary
action will be taken.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Holidays
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE:
PREPARED BY: Personnel PoUcy Task Force APPROVED BY CITY MANAGER: Alan D. RatUff
1.0 POLICY
1.01
A: ~kDMIIq.DIR\HDRF 1091 .SOP
It is the policy of the City of Coppell to extend paid holidays to all regular full-
time, regular part-time, and probationary employees. Every other employee is
extended the official holiday, but without pay.
The following official holidays will be observed:
New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Holidays
Christmas Holidays
Personal Holiday
Such other holidays as the City Council may declare.
January 1
Last Monday in May
July 4
First Monday in September
Last Thursday in November and following
Friday
December 25 and either the day before
(Christmas Eve) or the day after depending
on where the holiday falls during the week.
Employee's Choice (Floating)
2.0
KEY WORDS
2.01 Official Holiday
2.02 Holiday Pay
2.03 Eligibility - Holiday
2.04 Benefits
3.0
4.0
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Fair Labor Standards Act
5.0
DEFINITIONS
5.01 HOLIDAYS:
A holiday shall be defined as a period of eight (8) hours at regular rates except
in the case of 24-hour shift employees in the uniformed fire service where the
holiday shall be the equivalent of 12 work hours. Payroll procedures will provide
guidelines addressing the administration of holidays for employees assigned to
work schedules other than 8 or 24 hours per day.
Scheduling of Holidays:
Holidays occurring on Saturday will be observed on the preceding Friday and
holidays occurring on Sunday will be observed on the following Monday.
Calculation of Holiday Hours:
All holiday pay or hours are calculated on an hour for hour basis.
5.02 ELIGIBILITY FOR HOLIDAYS - All regular employees are eligible after the
completion of one day of work.
5.03 REGULAR PART-TIME EMPLOYEES ELIGIBLE FOR HOLIDAY PAY -
Regular part-time employees shall be eligible for holiday pay only if the holiday
falls on a regularly scheduled work day(s) of the week. The employee shall be
compensated for the number of hours he/she would ordinarily have been
scheduled to work. Should a holiday fall on Saturday or Sunday and be
rescheduled to the preceding Friday or the following Monday, regular part-time
employees shall be compensated if the rescheduled holiday is a day they would
ordinarily have been scheduled to work.
5.06
5.07
5.08
5.10
TEMPORARY AND SEASONAL EMPLOYEES - Temporary and seasonal
employees will be paid their regular rates only if required to work on a holiday.
No holiday pay is authorized for seasonal or temporary employees who do not
work on a holiday.
EMPLOYEES REQUIRED TO WORK ON A HOLIDAY - All employees who
are required to work on a holiday shall be given an alternate day off or will be
reimbursed for the holiday at their regular rate of pay. Methods of
reimbursement for regular eight-hour employees, 24 hour fire shift personnel,
police officers and emergency personnel are described in Section 1.07 through
1.14.
REGULAR EMPLOYEES WHO WORK EIGHT-HOUR DAYS - All employees
who work eight-hour days will receive eight hours pay at straight time for each
of the official holidays during the year.
POLICE OFFICERS SCHEDULED TO WORK ON A HOLIDAY- When
the holiday occurs on a regularly scheduled work day, police officers may accrue
the holiday (8 hours only) or receive pay for the holiday in addition to payment
for the hours worked. The decision to accumulate a paid holiday or to receive
holiday pay must be made at the time the holiday is worked and must be
approved by the Department Director. Police officers who call in sick on a
holiday they were scheduled to work will receive holiday pay for the day. In no
event will double pay be authorized (i.e. Holiday pay plus Personal Leave) for
any day not actually worked.
POLICE OFFICERS SCHEDULED OFF DUTY ON A HOLIDAY- When
the holiday and the regularly scheduled day off occur on the same day, police
employees scheduled off duty for the holiday will accrue one day (8 hours)
holiday leave to be taken at a later date or can be paid for eight (8) hours at the
discretion of the Department Director.
NON-EXEMPT EMERGENCY PERSONNEL CALLED BACK ON A
HOLIDAY - Employees who work eight-hour days and are called in on an
emergency basis to work a holiday for which they were not scheduled, will be
paid for all hours worked on the holiday at call back rates.
FIRE DEPARTMENT HOLIDAY ACCRI, IAL POLICY- Fire Department
24-hour shift personnel will accrue a maximum of four and one-half (4 1/2) shifts
of holiday pay during each calendar year. In order to provide needed flexibility
in scheduling holiday time off, the first time sheet of the calendar year for shift
personnel will show an accrual of 108 hours of holiday time.
5.11
5.12
5.13
5.14
5.15
5.16
5.17
5.18
5.19
5.20
FIRE DEPARTMENT SHIFT PERSONNEL NEW EMPLOYEE HOLIDAY
ACCRUAL RATES - New employees hired in the middle of the year who will
be working 24-hour shifts will accrue holiday time for the number of holidays
remaining in the calendar year.
FIRE DEPARTMENT SHIFT PERSONNEL USAGE OF HOLIDAY
ACCRUED TIME - The four and one-half (4 1/2) holiday shifts assigned at the
beginning of each calendar year to fire department shift personnel will be taken
during that calendar year from January 1 through December 31 and will not be
carried over without approval of the Fire Chief.
FIRE DEPARTMENT SHIFT PERSONNEL REASSIONMENT OR
.TERMINATION - Holiday time that has been taken prior to the date of
separation must have been accrued, that is, the employee must have worked a full
quarter for each 27 hours of holiday time taken. If the employee has not yet
accrued the total number of days he/she has taken, unearned holiday hours will
be deducted from the final paycheck. Should an employee terminate before
taking earned holiday leave, reimbursement will be made on the final paycheck.
INELIGIBLE FOR HOLIDAY PAY - Any employee who is on non-paid leave,
or absent without authorized leave on the day immediately preceding or following
a scheduled holiday shall lose pay for the holiday as well as wages for the days
of non-paid leave.
HOLIDAY OCCURRING DURING VACATION LEAVE - A holiday that falls
within an employee's vacation period will not be counted as a day of vacation.
TERMINATING EMPLOYEES - Terminating employees will not be allowed to
use a holiday as their final day of employment.
UNPAID LEAVE STATUS - An employee on an unpaid leave status the day
prior to a holiday will not be paid for or accrue that holiday.
PAID LEAVE STATUS - An employee on a paid leave status will be paid
holiday pay in lieu of the leave status pay they would ordinarily receive at the
time of the holiday.
OTHER RELIGIOUS OR NATIONAL HOLIDAYS - Employees may request to
take other religious and national holidays but any such request is subject to the
approval of the supervisor. If approved, the employee must charge the time to
their vacation leave or compensatory time.
HOLIDAY PAY FOR WORKER'S COMPENSATION - An employee on
workers' compensation will receive holiday pay only when the employee would
have been normally authorized to be paid for that holiday.
6.0
7.0
8.0
RESPONSIBILITY/AUTHORITY
6.01
Department Director - It shall be the responsibility of each Department Director
to ensure compliance with this Standard Operating Procedure by members of the
Director's respective departments concerning the administration and scheduling
of holidays.
6.02 Supervisors - It is the responsibility of each Department Supervisor and/or their
designee to schedule and maintain proper records for holidays.
PROCEDURES
RESPONSIBILITY
ACTION
7.01 Employee .... A.
Shall indicate on his/her time
sheet any holiday occurring
during his/her workweek.
7.02 Supervisor ..... A.
Shall verify time sheet and
eligibility for all employees.
EXHIBITS
8.01
8.02
8.03
8.04
8.05
8.06
Example Time Sheet - Regular employees who work eight (8) hour days
Example Time Sheet - Police Officers who work the holiday
Example Time Sheet - Police Officers scheduled off for the holiday
Example Time Sheet - Emergency Personnel called in on the holiday
Example Time Sheet - Fire Personnel scheduled to work on the holiday
Example Time Sheet - Fire Personnel scheduled off on the holiday
EXH
.<
-- EXHIBIT a. O2
0 0
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r~
EXHIBIT 8,03
;.:~=.:. .:!:;:'.:!.!:i:!:!:! ......... :.:.:.:.:.:.:.:.:.:. ..-.-.-.-.-.-. - ....... ;.:.:.:;;;:;;.;;;.
.................. .................. :::::::::::::::::::::::: ........ .................. .................................................... .......... : .................
~ ~[:.~ :....:~, .:.:.- .......... ..-.-............. ~:~:~:j:~:~:~:~:~: :::::::::::::~::
................ ..,.,.,.,..,.. ....
"" 'F'"'?F .:<~-.: :.:.u-: ':':?F':'~<':' '"'""~'"'"'" ':?'"'"'""
0
EXHIBIT R.Oq
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EXHIBIT B.05
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EXHIBIT B.OD
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CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Bereavement Leave
AUTHORITY; REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~a~,,, D. Ratliff
1.0 POLICY
2.0
3.0
4.0
A:'~ADMIN.DIR',HDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to allow all probationary and regular full-
time employees time off with pay not to exceed twenty-four (24) hours, three
working days, per occurrence, or [thirty-six (36) hours for twenty-four (24) hour
shift personnel in the uniformed fire service] in the event of death(s) in his/her
family. For the purpose of authorizing bereavement leave "family" will be
defined as: spouse, child, parent, brother, sister, stepparent, stepchild,
grandparent or grandchild of an employee or an employee's spouse.
1.02 An employee may be required to provide information to document the absence.
1.03 Additional time off may be taken as vacation or, if no vacation time is available,
as authorized leave without pay upon approval of the Department Director.
KEY WORDS
2.01 Bereavement
2.02 Family
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 N/A
5.0
6.0
7.0
8.0
DEFINITIONS
5.01 Family - Includes spouse, child, stepchild, parent, stepparent, brother, sister,
grandparent, and grandchild of an employee or an employee's spouse.
5.02 Director - The person in charge of the various designated City Departments.
RESPONSIBIL~Y/A~HOR~Y
6.01
Employee - It is the responsibility of the employee to fill out a bereavement leave
request form (Exhibit 8.01), as soon as possible to coincide with the proper pay
period. This request can be completed after the occurrence if necessary.
PROCEDURES
RESPONSIBILITY
ACTION
7.01
Employee ..........
Fill out and submit a
Bereavement Leave Request
(Exhibit 8.01), to the
Supervisor at the earliest
possible time.
7.02 Supervisor .......
Shall forward the request to
the Department Director for
approval.
7.03 Department Director .......
Shall forward the request to
the Personnel Director.
7.04 Personnel Director .......
De
Shall send a copy to the
Payroll Department.
7.05
Payroll Department .......
Eo
Shall forward a copy of the
approved and processed
request form to the Personnel
Department to keep in the
employee's personnel file.
EXHIBITS
8.01 Bereavement Leave Request
Date:
Department:
BEREAVEMENT LEAVEREQUEST
Exhibit 8.01
Employee:
Job Title:
Day(s) of Qualifying Event:
Reason for Bereavement Leave:
Below is a list of the family members which will entitle the employee to be eligible for
Bereavement Leave with pay under the City of Coppell's Personnel Policies and Procedures.
Please indicate whether family member involved in the request is related to employee or
employee's spouse and the relationship as such.
Relationship: Employee Spouse
(check one)
Spouse ~ Child ~ Parent ~ Stepparent
Stepchild Brother Sister ~ Grandparent
Grandchild
Name of Deceased
(Approved by Department Director)
(Received by Personnel Department
(Received by Payroll Department)
Date
Date
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Leave of Absence
.AUTHORITY: REPLACES:
PAGE: __ of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan D. Ratliff
1.0 POLICY
2.0
3.0
AAADMIN.DIR\HDRFI091 .SOP
1.01
It is the policy of the City of Coppell that Leave of Absence will be granted in
a non-paid status only after all other paid leaves are exhausted. Department
Directors are authorized to grant leave of absence for not more than thirty (30)
days. Any leave beyond thirty (30) days must be authorized by the City
Manager. Leave of absence will not be authorized unless there is a reasonable
expectation that the employee will return to employment with the City at the end
of the approved period.
1.02
Consideration of benefits continuation during a leave without pay will be
reviewed by the Personnel Director, subject to final approval of the City
Manager. Vacation and sick leave pay cease to accrue during any leave without
pay.
1.03
City of Coppell policy requires vacation, compensatory time, personal and other
accrued holiday time, be used prior to authorizing a leave of absence (LOA) to
an employee. However, if the LOA is due to illness, all sick leave must be used
as well prior to authorizing a leave of absence.
KEY WORDS
2.01 Leave of Absence
DEPARTMENTS
3.01 All Departments of the City.
4.0
5.0
REFERENCES
4.01 N/A
DEFINITIONS
5.01 Purpose of Leave of Absence: A leave of absence is appropriate for but not
limited to the following reasons:
a)
b)
c)
d)
e)
Recovery from extended illness or temporary disability.
Child care, care for the elderly, or extended care for immediate family
members.
Educational purposes when successful completion will contribute to the
work of the City.
Public service assignment.
Personnel exchange programs which emphasize intergovernmental
relations.
5.02
Non-Paid Leave of Absence: Non-paid leave of absence shall be authorized for
not more than thirty (30) days by the Department Director. Unpaid leave of
absence can only be granted when all possibilities of paid leave have been
exhausted.
5.03
Extended Leave of Absence: For situations that could be considered non-
preventable purpose, the City Manager may grant a leave of absence exceeding
the thirty (30) day period, but in no case shall the leave period exceed six (6)
months. The City Manager shall determine whether or not the situation
constitutes a non-preventable purpose.
Authorized Leave of Absence: A leave granted with the expectation that the
employee will return to employment with the City at the end of the authorized
leave period.
5.05
Proof of Request: The Department Director and/or City Manager may require
a doctor's statement specifying when an employee is no longer able to perform
his/her duties and the expected recuperation period as leave of absence applies to
extended leave, temporary disability, or other requests for leave.
^)
The Department Director and/or City Manager may require employees on
leave to provide periodic medical statements from a physician as to
whether or not the employee is able to return to work.
B)
The Department Director and/or City Manager may require that the
employee on leave periodically contact a designated Supervisor to report
on the his/her condition.
6.0
7.0
5.06
Disciplinary Action: Failure to provide required medical status reports,
physician's statements, or to contact the office per the schedule required by the
City is grounds for revoking the leave and for taking appropriate disciplinary
action up to and including dismissal.
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of each Department Director to ensure compliance with this
Standard Operating Procedure, and the responsibility of each employee to
understand its content.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 Employee .........................
Determines need for leave of
absence.
Insures all other forms of
paid leave have been
exhausted.
Requests leave of absence
from Supervisor/Department
Director.
7.02 Supervisor/Department Director .....
Determines request does not
exceed thirty (30) days.
Receives documentation to
support request for leave of
absence.
Insures request meets purpose
guidelines.
D. Informs employee.
7.03
City Manager .......................
Determines if request for
leave exceeds thirty (30)
days.
8.0
EXHIBITS
8.01 N/A
Receives written
recommendation from
Department Director.
Insures request meets purpose
guidelines and appropriate
documentation is presented.
May authorize leave of
absence not to exceed a total
of six (6) months.
Informs Department Director.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Military Leave
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Rafllff
1.0 POLICY
A:'~ADlvIIN.DIRVHDRF 1091 .SOP
1.01
It is the policy of the City of Coppell that military leave shall be approved leave
for regular full-time employees of the City who are members of the State Military
Forces or members of the Reserve Components of the Armed Forces of the
United States. This leave shall be approved for leave of absence from an
employee's duties without loss of time, efficiency rating, vacation time, or salary
on all days during which they are engaged in authorized training or duty ordered
by proper authority for a time not to exceed fifteen (15) working days in one
fiscal year' Military training which exceeds fifteen (15) days must be approved
by the City Manager.
1.02
Regular full-time employees of the City who are called to active duty with the
State Military Forces or with the Armed Forces of the United States are entitled
to be restored to employment subject to the provisions of the law upon honorable
release from active duty. The City Manager shall determine whether
reemployment will be in the same or a comparable job position.
1.03 Military leave is not training required by the City and is a benefit provided to
assist employees in fulfilling their military obligation only.
2.0
3.0
KEY WORDS
2.01 Regular full-time Employee
2.02 Fiscal Year
2.03 Authorized Training or Duty
DEPARTMENTS AFFECTED
3.01 All City Departments.
4.0
REFERENCES
4.01 Vernon's Texas Codes of Annotated Government Code - Section 431.005
5.0
6.0
DEFINITIONS
5.01
Military Leave - Leave required of regular full-time employees of the City of
Coppell who are members of the State Military Forces or members of the Reserve
Components of the Armed Forces of the United States.
5.02 Fiscal Year - City of Coppell's fiscal year October 1 through September 30.
5.03 Authorized Training or Duty - Duty ordered by the proper authority (i.e. Armed
Forces, State Militia, etc).
5.05 Active Duty - Full time service in the Armed Forces with regulations and duties
and pay and subject to appropriate regulations.
5.06 Eligibility - The City Manager has the discretion to grant up to fifteen (15)
additional days in cases of State or Federal Emergencies.
5.07
Procedures for Use - All regular full-time employees who are members of the
State Military Forces or Armed Forces of the United States shall be eligible to
request this type of leave.
5.08 Official Document - Orders, official correspondence, or other verified notification
signed by the Commanding Officer.
RESPONSIBILITY/AUTHORITY
6.01
Department Director is responsible for ensuring compliance with this Standard
Operating Procedure. Scheduling for work of an employee should be such that
his/her work schedule does not affect weekend duty to the Armed Services.
6.02
City Manager (or his designee) shall have the authority to approve military leave
and the placement of the employee upon return if the employee is called into
active duty.
7.0
PROCEDURES
Responsibility
7.01 Employee
7.02 Department Director
7.03 Personnel Department
7.04 City Manager (or designee)
Action
A.
Bo
The employee, upon receipt of
official armed forces request for
training or call to duty documents,
must submit a written request for
approval of military leave. Copies
of the official request documents
must be attached to the written
request.
The request must be submitted to the
employee's Department Director,
thirty (30) days prior to beginning
the first day of requested leave.
It is the employee's responsibility to
request this leave time in advance
and to insure any weekend duty
training does not conflict with
his/her scheduled work time. If so,
this should be brought to the
Supervisor's attention immediately.
The Department Director shall
submit the request to the Personnel
Department along with his/her
written recommendation within five
(5) working days from receipt.
Shall review the request to insure
that military leave time is available.
After the review has been completed,
the request shall be forwarded to the
City Manager's office within five (5)
working days.
Shall review the request and make
the decision for approval or denial of
the request within fifteen (15)
working days from receipt.
After the decision has been made,
the documents should be returned to
the Department Director for
dissemination to the employee.
8.0
EXHIBITS
8.01 Military Leave Request Form
-- EXHIBIT 8.01
City of Coppell
Military Leave Request Form
Employee Name:
Department:
Division:
Date of Request:
Member of What Armed Service Division:
Requested Dates:
Type of Training or Duty Assignment:
Date(s) Employee Will Be Away From and Return to Work:
Employee Comments:
Are Official Call to Duty Documents Attached?
Yes
No
Department Director's Comments:
(Employee's Signature)
Personnel Director's Comments:
(Department Director's Review)
City Manager's Comments:
(Personnel Director's Review)
Approved Denied
City Manager's Signature (or Designee)
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Civil Leave
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; A~.. D. Ratliff
1.0 POLICY
A:~DMIN.DIR~HDRFI091 .SOP
1.01
It is the policy of the City of Coppell to provide Civil Leave without loss of
compensation to all employees required to serve on jury duty, appear in court due
to a valid subpoena in a civil, criminal, legislative, or administrative proceeding.
The employee must provide documentation of the requirement for jury duty,
subpoena compliance with his/her leave request. Acceptable documentation
includes: a subpoena, jury notice, letter of request from an attorney of record or
prosecuting attorney on request of a hearing officer.
1.02
Court appearances for testimony, investigation, and court preparation as a result
of official duties as a City of Coppell employee (police, fire, inspections, animal
control, etc.) are compensated as actual hours worked and are not classified as
paid leave.
1.03 Employees receiving payment from an outside employer for court appearance(s)
shall be required to use vacation leave or compensatory time, or personal holiday.
Civil Leave may be used by the employee with the approval of the Department
Director for the purpose of voting in a national, state, or local election provided
that the employee is scheduled to work throughout the duration of the voting
period.
1.05 An employee who is on civil leave shall report for City duty for the remainder
of the day upon completion of court or jury service or voting.
1.06 Payment for jury duty shall be retained by the employee.
2.0
3.0
4.0
5.0
6.0
7.0
KEY WORDS
2.01 Civil Leave
2.02 Voting
2.03 Jury Duty
AFFECTED DEPARTMENTS
3.01 All City Departments.
REFERENCE
4.01 Section 276.004 of Texas Election Code
DEFINITIONS
5.01
Civil Leave - Time needed to vote, serve on a jury, appear in court due to a valid
subpoena in a civil, criminal, legislative, or administrative proceeding, or certain
duty-connected testimony, investigation, or court preparation.
RESPONSIBILITY/AUTHORITY
6.01
It shall be the responsibility of the Department Director/Supervisor to ensure civil
leave is utilized in accordance with the policy.
PROCEDURE
RESPONSIBILITY
ACTION
7.01 Employee... A.
Shall notify his/her supervisor in advance if
he/she will need time away from the work
place for civil leave.
Shall provide his/her supervisor with
acceptable documentation such as subpoena,
jury notice, letter of request from an
attorney of record or prosecuting attorney
when requesting civil leave for such.
Shall report to work for partial hours prior
to or upon completion of activity requiting
civil leave.
7.02 Supervisor/Director... A.
Shall authorize/deny civil leave upon
employee's request.
8.0
EXHIBITS
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Administrative Leave
AUTHORITY: REPLACES;
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~aan i). Ratliff
1.0 POLICY
2.0
3.0
4.0
5.0
A:~DMIN.DIR\HDRFI091 .SOP
1.01 It is the policy of the City of Coppell that administrative leave with pay may be
granted to an employee as a matter of discretion by the City Manager when no
other paid leave category is available or applicable and leave without pay would
not be appropriate.
1.02 Department Directors may grant administrative leave with pay only in matters
pending a disciplinary decision.
KEY WORDS
2.01 Administrative Leave
AFFECTED DEPARTMENTS
3.01 All City Departments.
REFERENCE
4.01 N/A
DEFINITIONS
5.01 ADMINISTRATIVE LEAVE - Leave granted at the discretion of management
without loss of accrued leave benefit.
6.0
7.0
8.0
RESPONSIBILITY/AUTHORITY
6.01
It shall be the responsibility of the Department Director/City Manager to
determine when administrative leave is applicable and utilized in accordance with
the policy.
PROCEDURE
RESPONSIBILITY
7.01 Director/City Manager...
EXHIBITS
8.01 N/A
ACTION
Shall determine when administrative
leave is applicable.
BJ
Shall ensure administrative leave is
utilized in accordance with the
policy.
EMPLOYEE GROUP BENEFITS
Tuition Reimbursement ....................
GrouD Hospitalization, Medical & Life Insurance .......
Travel Policy ........................
Training ..........................
Worker's Compensation ....................
Texas Municipal Retirement System ..............
Unemployment Insurance ...................
Elective Benefits ......................
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Tuition Reimbursement
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Abm 1). Rafllfr
1.0 POLICY
A:'~ADMIN.DIRVI-IDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to offer tuition reimbursement to all regular
full-time employees who have completed their initial probationary period for new
hires with the City and who wish to enroll in college level courses for academic
credits (not continuing education courses). Tuition reimbursement is offered for
both undergraduate and graduate courses.
Tuition reimbursement is not available to employees for course work necessary
to qualify for the position presently occupied.
1.02 The following are conditions of eligibility for receipt of tuition reimbursement:
Ao
Courses taken must be job-related and must be a requirement of an official
degree plan. (If a degree plan is not yet available, it is the responsibility
of the employee to submit the relevant college catalog (which outlines the
requirements for a specific degree to be used as documentation).
Bo
Maximum amount of tuition and lab fee reimbursement will be the tuition
and fees set by the area State Supported Colleges (including all mandatory
fees, and up to $100 per semester for text books, but excluding supplies,
and parking). Reimbursement shall be paid at: 1) One-hundred percent
of tuition and fees for making a grade of "A" in graduate or
undergraduate courses; 2) Eighty percent of tuition and fees for making
a grade of "B" in graduate or undergraduate courses; and 3) Fifty percent
of tuition and fees for making a grade of "C" in an undergraduate course.
No reimbursement will be paid for a grade of "C" in a graduate level
course.
2.0
3.0
4.0
5.0
6.0
7.0
Not receiving payment for the course through any other source of public
assistance (i.e. grants, scholarships, veterans' benefits, public safety
programs, social security benefits, etc.).
De
Appropriate paperwork, (grade report and receipts), must be submitted to
the Finance Department within thirty (30) days of the grade report.
KEY WORDS
2.01 Tuition Reimbursement
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 N/A
DEFINITIONS
5.01
Tuition: The dollar amount paid for course credit as set by the area State
Supported Colleges including all mandatory fees and up to $100 per semester for
text books, but excluding parking, and supplies.
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of each Department Director to ensure compliance with this
Standard Operating Procedure.
PROCEDURES
RESPONSIBILITY
ACTION
7.01 Initiating Employee .... A.
Employee must fr. initial request with
Department Director prior to (or at the
time of registration to ensure that the
intended course of study will qualify for
reimbursement).
7.02 Initiating Department ..... A.
After approving the acceptability of a
given course of study, the Department
Director must submit to the Personnel
Department an acknowledgement of the
initial request and approval.
8.0
7.03 Employee .....
7.04 Finance Department .....
EXHIBITS
8.01 N/A
Bo
Upon completion of the course with a
qualifying grade (1.02 B), the employee
must submit the grade report and a
copy of receipts to: 1) the Department
Supervisor for bookkeeping purposes;
2) the Personnel Department for the
employee's permanent file; and 3) the
Finance Department for payment.
The Finance Department will see that
appropriate reimbursement is received
by the employee.
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Group Hospitalization, Medical & Life Ins.
AUTHORITY: REPLACES:
PAGE; of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan !~. llatliff
1.0 POLICY
2.0
A: ~ADMIN.DIR~I-IDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to offer comprehensive self-insured medical
insurance coverage as well as dental and life insurance to all eligible regular full-
time employees at no cost to the employee; however, the City of Coppell does
reserve the right to pass along all or a portion of the costs of insurance coverage
to its employees in the event that insurance costs become prohibitive.
1.02 All eligible regular full-time employees may purchase medical and dental
coverage for their spouse and eligible dependent(s) at their cost.
1.03 All eligible regular part-time employees may purchase medical and dental
coverage for themselves as well as their eligible dependent(s) at their cost.
The City of Coppell encourages all participating employees (full and part-time)
to make an extra effort to control their medical expenses in order that the City
can continue to maintain an effective level of benefits at the lowest possible cost.
KEY WORDS
2.01
2.02
2.03
2.04
2.05
Group Hospitalization
Life Insurance
Eligible Dependents
Regular Full-time Employee
Regular Part-time Employee
3.0
4.0
5.0
6.0
7.0
DEPARTMENTS AFFECTED
3.01 All Departments
REFERENCES
4.01 City of Coppell Master Benefit Plan Document
DEFINITIONS
5.01
Regular Full-Time Employees - All employees whose normal work schedule is
forty hours per week or more in the case of Fire shift personnel and excluding
temporary and seasonal employees.
5.02 Regular Part-Time Employee - All employees whose normal work schedule is
twenty hours per week or more and excluding temporary and seasonal employees.
5.03
Eligible Dependent - An employee's spouse or any unmarried natural or legally
adopted children or stepchildren whose primary residence is the employee's
household and is age 19 or under or age 23 or under and a full-time student
attending an accredited educational institution.
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of each Department Director to ensure compliance with this
Standard Operating Procedure.
PROCEDURES
RESPONSIBILITY
ACTION
7.01 Personnel Department .... A.
Personnel will conduct an orientation
for all new full-time employees,
identifying Group Insurance Benefits.
Personnel shall provide a new employee
with necessary materials to complete in
order for the employee and his/her
eligible dependents to receive Group
Insurance Coverage.
8.0
7.02 Employee ..........
7.04 Personnel Department ....
7.05 Finance Department .....
EXHIBITS
8.01 N/A
Ao
An employee shall complete necessary
material to receive or make changes to
their Group Insurance for employee and
dependent (if applicable) and return to
Personnel.
Once appropriate forms are completed,
personnel shall send documents to
Finance for the necessary deduction
from payroll to take place.
Department shall process any changes
made by an eligible employee to their
Group Insurance Coverage and return
this information to Personnel
Department.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: Travel Policy SOP NUMBER;
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~a~. I). RatMf
! .0 POLICY
A:'gkDMIN .DIR'~HDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to provide necessary funding for approved
conventions, educational meetings, business trips, meetings and other business-
related activities.
1.02 TRANSPORTATION
Ao
Air travel arrangements are to be made by each department or Agency
with budgeted funds through the City's travel agent. Air travel shall be
at the most discounted fare basis whenever possible.
In instances of approved private vehicle use, reimbursement will be for
mileage at the current IRS maximum rate plus toll and parking fees.
Receipts are required for toll and parking fees.
Co
Receipts are required for taxi cabs, limos, or other modes of
transportation.
Do
The City will pay for rental vehicles upon written approval of the City
Manager or his designee.
E. Gasoline Credit Card:
The Director may request, in writing, addressed to the Finance Director,
a requisition for the use of a gasoline credit card. Gasoline credit cards
will only be issued for travel approved in a City vehicle. Copies of the
charge tickets must reflect the City equipment number and are to be
turned into the Department of Finance along with the credit card on
retum.
1.03
1.05
1.06
Charges for other than gasoline products or emergency repair will not be
honored.
LODGING
Reservations for lodging are to be at the single room rate, unless approved for
double occupancy.
Reservations for lodging are to be arranged in advance by individual departments
or agencies.
Room service charges will not be paid by the City.
MEAL AND MISCELLANEOUS ALLOWANCE
The meal allowance for travel outside the Metroplex area, but within the State of
Texas, should not exceed $30 per day or up to that amount, with appropriate
receipts. The meal allowance for travel outside of the State of Texas, but within
the Continental United States, should not exceed $40 per day with receipts; if it
exceeds this amount, upon written approval by the City Manager, the amount
shall be reimbursed. Tips will be paid at the accepted practice rate not to exceed
twenty (20) percent.
The meal allowance for travel inside the Metroplex area shall be paid according
to the receipt provided by the employee not to exceed $10 per meal.
An allowance of $10 per day, without requirement for receipts, will be allowed
to cover vending machine purchases, bellboy tips, and other miscellaneous costs.
This allowance applies only to travel outside of the Metroplex.
LONG DISTANCE PHONE CALL~
One long distance phone call not to ex~.d five minutes to an individual's home
is allowed for each day of the trip. Long distance business phone calls will be
totally reimbursed.
NON-ALLOWABLE EXPENSES
Expenses or charges for the following shall be at the expense of the individual:
B.
C.
D.
In-hotel pay television;
Dry cleaning and laundry;
Health club and spas;
Expenses of a spouse.
1.07
1.08
1.10
1.11
AIRLINE OR OTHER PROMOTIONS
An employee of the City or its Agencies shall not participate in any airline or
other promotion offering free trips or tickets if the funds of the City or its
agencies have provided the basis for the employee to be eligible to participate in
the promotion.
If an employee has received or used such a ticket, he or she is responsible to
reimburse the City for the full face value of said ticket.
TRAVEL FOR THE COUNCIL
The Office of the City Secretary may be responsible for travel and lodging
arrangements for the City Council members while on City business.
AFFIDAVITS OF EXPENDITURES AND RETURN OF UNEXPENDED
FUNDS
Upon return to the City, a complete accounting of all expenditures of City funds
is to be filed within five (5) working days on the City's or its Agencies' Expense
Statement form. Receipts for hotel bills and registration fees should be attached
to the statement. All unexpended advance funds must be returned with the
statement. Authorized expenses in excess of advance funds received will be
reimbursed.
OBTAINING TRAVEL APPROVAL AND CASH ADVANCES
The Director is responsible for cleating all travel with the City Manager or his
designee before proceeding to make arrangements for a trip.
Members of the City's Boards and Commissions shall be responsible for clearing
all travel with the respective liaison. In the absence of a liaison, coordination is
through the City Manager or his designee.
UNBUDGETED EMPLOYEE TRAVEL
The Director or the Agencies' Directors shall submit an item for the City
Council's agenda requesting a budget adjustment if funds are not available for the
requested travel. The nature of the trip, the title of the position involved, and the
estimated cost should be shown.
Upon approval by the City Council, funds will be provided in accordance with
the travel policy.
2.0
3.0
4.0
5.0
1.12 TRAVEL OUT OF STATE
Directors or Supervisors are allowed one out of state convention or training
school trip per year as approved in the budget. Requests for more than one (1)
out of state trip shall be approved by the City Manager.
All other employees are allowed travel only within the State of Texas unless the
travel has been budgeted, and the City Manager approves the trip.
1.13 EXPENSES FOR ITEMS NOT STATED IN POLICY
The City Manager's approval must be obtained prior to any expenditure of funds
for items or charges which are not specifically addressed in the travel policy.
Examples might be charter flights, rental of equipment, hire of secretarial
services, etc.
KEY WORDS
2.01 Travel Policy
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 Resolution No. 111186.1
DEFINITIONS
6.0
7.0
N/A
RESPONSIBILITY/AUTHORITY
6.01 It shall be the responsibility of each Department Director to ensure compliance
with this policy.
PROCEDURES
7.01 Applicable City Employee ......
Complete and sign Travel
and Training Advance
Request form (Exhibit 8.01);
forward the original to
8.0
7.02
7.03
Immediate Supervisor .......
Department Director ........
Ao
7.04 City Manager ........
7.05 Finance Department ......
EXHIBITS
8.01 Travel and Training Advance Request Form
immediate Supervisor (Note:
Directors will forward form
directly to the City
Manager).
This form shall be completed
so as to provide sufficient
time for obtaining all
required signatures and
forwarding to Finance by
12:00 noon on the
Wednesday preceding the
week of travel.
Review travel request and, if
approved, sign and forward
the original to the
Department Director.
Review travel request form.
If request is for in-state travel
and, if approved, sign the
original and forward to the
Finance Department for
processing.
If request is for out-of-state
travel, and, it approved, sign
and forward the original to
City Manager.
Review travel request and, if
approved, sign and forward
the original to the Finance
Department for processing.
Upon receipt of a travel
request, process and forward
check to applicable
employee.
EXHIBIT 8.01
CITY OF COP P ELL
TRAVEL ~ TRATNXNG ADVANCE REQUEST .
Department: Division: Acct.
Name: SSN $ Date:
Destination: Date of trip:
Will spouse accompany Y__ N__ Pre-Registration: Y__ N__
AHOUNT: $
Is travel advance needed? (attach completed registration for~;
Y N AMOUNT $ please allow 10 days for processing)
Reason for Travel:
********************* TRAVEL ITINERARY WORKSHEET (TENTATIVE} ********************
PLACE: HOTEL MODE OF TOTAL TRANSP. SPOUSE HOTEL
DATE CITY & STATE TRAVEL MILES EXPENSE EXPENSE EXPENSE MEALS
TOTALS:
TOTAL AMOUNT OF ADVANCE REQUESTED
I,
DATE S I ONED
] DATE SIGNED
APPROVAL
DATE S I ONE D
DATE S I GNED
ACCOUNTING USE ONLY
DATE PAID
APPROVED FOR PAYMENT BY:
DO HEREBY CERTIFY THAT THE TIEMS EXPLAINED ABOVE ARE
DUE AND PAYABLE. PAYMENT OR CREDIT FOR THE ABOVE HAS NOT BEEN RECEIVED FROM ANY CITY
OR NON-CITY SOURCE.
(employee)
Imm Supervisor
Dept. Director
City Manager
~spplicable)
CHECK
JAN. 1992
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Training
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE; EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~ 1). Ratnrf
A:~ADMIN.DIRH. IDRF 1091 .SOP
1.0 POLICY
1.01
It is the policy of the City of Coppell to offer training to its employees to enhance
or acquire new skills for the performance of their jobs or furore advancement.
It is the Department Director's responsibility to stay abreast of any stated training
requirements and ensure their employees are offered this training. All training
will be contingent upon availability of funds.
2.0 KEY WORDS
3.0
2.01 Training
DEPARTMENTS AFFECTED
3.01 All City Departments
4.0 REFERENCES
4.01 Travel Policy
5.0 DEFINITIONS
5.01
Training: Instruction received in a variety of forms including but not limited to
attending seminar(s), institutes(s), in-house training courses, credit courses at
colleges/universities, etc., for the enhancement of or aquisition of skills for the
performance of an employee's job or for future advancement.
6.0
RESPONSIBILITY/AUTHORITY
6.01 Department Director. It is the responsibility of the Department Director or his
designee to ensure compliance with this Standard Operating Procedure.
7.0
Supervisor. Supervisors are responsible for instructing employees in job duties
and responsibilities. Supervisors accomplish this through job orientation, job
instruction, coaching, and informal discussions with the employoe.
6.03
Employee. Employees are responsible for making sure they meet
criteria/guidelines for eligibility stated in the training program description and
obtaining their supervisor's approval prior to enrolling in approved training
programs.
PROCEDURES
RESPONSIBILITY
ACTION
7.01
Each Department Director or designee ...
Determine and budget
funds to meet training
requirements set out
by law and/or the
department in order
that an employee may
enhance or acquire
new skills for the
performance of their
job or future
advancement.
Be
Circulate and/or
designate within their
department the official
posting and/or display
area(s) for various
approved training
seminars/classes.
Indicate approval in
lower left-hand comer
of communication to
be posted by initials,
date, and the word
~approved~, which
can either be stamped
or written.
8.0
7.03
Employee ..................................
EXHIBITS
8.01 N/A
ho
Bo
Assign the
responsibility for
maintenance and/or
removal of written
communications
approved for official
posting and/or
display.
All training requests
must be approved by
the Department
Director and comply
with the City's Travel
Policy.
File initial
travel/training request
with his/her
supervisor prior to
enrollment in a
training program.
Upon approval of
his/her training/travel
request, track all
receipts.
Upon return to the
City, submit the
appropriate
documents as required
by the City's Travel
Policy.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Workers' Compensation
AUTHORITY: REPLACES;
PAGE: of: REVISED DATE; EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER;
A:'~ADMIH.DIR\HDRF1091 .SOP
1.0 POLICY
1.01
It is the policy of the City of Coppell to provide worker's compensation insurance
for all personnel directly employed by the City for occupational injuries and
illness suffered during the course and scope of employment with the City in
compliance with the Texas Workers Compensation Laws.
1.02
In addition to the benefits provided by workers' compensation insurance, the City
of Coppell may also provide optional salary continuation benefits during an
employee's recovery period from a legitimate and specific occupational injury or
illness occurring during the performance of the employee's job requirements of
the City and within the guidelines of established City and departmental policies
and procedures.
Benefits will be limited to the amount allowed under the Texas Worker's
Compensation Act without consideration of salary continuation benefits when any
of the following circumstances occur:
Injury is caused by the failure of the employee to use safety devices
provided by the employer.
Injury results from the intoxication of an employee or the influence of
alcohol or a controlled substance.
The employee has failed to meet the requirements for reporting work-
related injuries as established by administrative regulation.
D. There is a violation of written City and/or departmental policies.
1,0~3
1.05
1.06
1.08
Each work-related accident or injury will be examined by the Employee Safety
and Accident Review Committee in an effort to search for preventive safety
measures and to actively involve the City's employees in working to eliminate
unnecessary injuries and accidents.
Horseplay, failure to follow established City and/or departmental safety practices
or policies, failure of timely reporting, or carelessness may result in disciplinary
action up to and including termination.
The Personnel Director may require an employee injured in the course and scope
of employment to submit to examinations at City expense by a physician or
psychologist chosen or approved by the Personnel Director and/or the City's
worker's compensation carrier to determine the employee's ability to perform
his/her job responsibilities in addition to any medical treatment secured by the
employees under Worker's Compensation laws.
In cases of legitimate on-the-job injuries or illnesses, optional salary continuation
may be authorized by the Personnel Director for up to 90 work days. At the end
of 90 work days, each situation will be reviewed by the Personnel Director, and,
if salary benefits are authorized for continuation beyond the 90 work days, the
case will be reviewed each 90 days thereafter, up to a maximum of one year. At
the end of one year, benefits will be limited to the amount allowed under the
Texas Worker's Compensation Laws. Where salary continuations are opted by
the employee and authorized by the Personnel Director, an exchange of worker's
compensation benefits payments for payroll checks will be required, as set out in
the Standard Operating Procedure. Under no circumstances can an employee
receive both worker's compensation benefits and salary continuation.
Temporary, part-time, seasonal, and employees who have not completed their
initial probationary employment period are ineligible for salary continuation
benefits.
The City reserves the right to contest any claim alleged as worker's compensation
and to require a full investigation and determination by the Employee Safety and
Accident Review Committee and/or the City's worker's compensation carrier.
Until alleged worker's compensation is verified as compensable by the worker's
compensation carrier and/or the Personnel Department, the injured employee will
be required to use his/her accrued leave until it is exhausted and then be placed
on a leave of absence without pay. Once an injury has been deemed
compensable, the Personnel Department shall authorize reinstatement of any
accrued leave utilized and/or repay any leave that has been taken as unpaid.
2.0
3.0
1.10
1.11
1.12
Salary continuation benefits are forfeited if an employee
A) Fails to keep medical appointments.
B)
Is found to be working for pay at any job (including outside employment)
not approved by the Personnel Director.
c)
Resigns or is discharged for any reason or retires or dies while receiving
salary continuation.
D)
Fails or refuses to comply with or follows or disregards or violates the
treating physician's instructions regarding treatment of the on-the-job
injury.
Refuses to perform limited, partial, or part-time duty in the same or
comparable pay classification to that which he is regularly assigned when
such has been authorized by the treating physician and offered by his
Department Director.
Every effort will be made to return injured employees to his/her prior positions
as soon as they are medically released.
In cases where an employee is released for restricted (light) duty, the Personnel
Department will coordinate the employee's return to work with that employee's
Department Director. In the event there is no suitable work available in the
employee's department, the employee may be assigned to another department in
the City. While a genuine effort will be made to locate restricted duty for injured
employees released in that capacity, the City reserves the right to require an
employee to be medically released with no restrictions before returning to active
duty should it be deemed necessary by the Personnel Director.
KEY WORDS
2.01
2.02
2.03
2.04
Worker's Compensation
Texas Worker's Compensation Act
Salary Continuation Benefits
On The Job Injury
DEPARTMENTS AFFECTED
3.01
All City Departments and Divisions
4.0
5.0
REFERENCES
4.01
4.02
Texas Worker's Compensation Act effective January 1, 1991
City of Coppell Safety Policy and Procedure
DEFINITIONS
5.01
Worker's Compensation Claim: A request for benefits by an
employee as a result of an injury on the job.
5.02
Texas Worker's Compensation Commission: The authority
responsible for the compliance and enforcement of the State
Worker's Compensation Law.
5.03
Texas Worker's Compensation Act: The state worker's
compensation laws effective January 1, 1991.
Salary_ Continuation Benefit: Benefit provided by the City which
allows employees an option to elect continuation of salary benefits
during recovery from a legitimate on-the-job injury to supplement
the difference between workers' compensation benefit and the
employee's regular wage.
5.05
Employee Safety and Accident Review Committee; An employee
committee established for the purpose of investigating injuries and
accidents in an effort to search for preventive safety measures.
5.06
Compensable Injury: An injury determined by the City's workers'
compensation carrier to be a legitimate, work-related injury
eligible for worker's compensation benefits prescribed by law.
5.07
Restricted Duty: Performance of job responsibilities with physical
limitations prescribed by treating physician.
5.08
Active Duty: Full-time and complete performance of duties and
responsibilities established in the City's job descriptions and
performance standards.
5.09
First Report of Injury_ (TWCC-1): Report required by Texas
Worker's Compensation to. officially notify the Commission and
worker's compensation carder of injury.
6.0
7.0
RESPONSIBILITY/AUTHORITY
It is the responsibility of each employee to report all injuries to their
respective supervisors immediately and to obey all City and departmental safety
policies and practices. It is the responsibility of each City director to report
all injuries to the Personnel Department. It is the responsibility of the Personnel
Department to process all worker's compensation claims within the timeframe
prescribed by law.
PROCEDURES
RESPONSIBILITY
ACTION
7.01
Any employee involved in
or witness to an on-the-job
injury or accident shall .....
Ae
Report the accident or injury to his/her
supervisor and/or department director
immediately and complete an
Employee Report of Accident form
(Exhibit 8.01).
Report medical information back to
the supervisor and/or director as soon
as treatment is received and return to
work immediately following treatment
if medical report permits.
Follow medical treatment
prescribed, including keeping medical
appointments.
Contact his/her supervisor each day
of convalescence prescribed by medical
provider and be within reach by
telephone during business hours. If
an employee is a registered patient in
the hospital due to a compensable on-
the-job injury, this procedure will not
be required.
Shall submit a written request for
salary continuation to the Personnel
Department and request an
appointment to disucss benefit
lie
options, should the recovery period
extend beyond eight days. This
meeting must be initiated on or before
the Friday following the seventh
calendar day of injury in order to
receive consideration for salary
continuation.
Report to the Personnel Department
in person each Friday following the
seventh calendar day of injury. A
medical progress report from the
employee's physician must be
provided to the Personnel
Department at that time. If an
employee is not ambulatory, he/she
must telephone Personnel on each
appointed Friday and mail in the
progress report. Failure to report to
Personnel as prescribed in this policy
shall result in the loss of salary
continuation benefits.
Endorse his/her worker's
compensation check(s) over to the
City of Coppell and deliver to
Personnel. This only applies to
injured employees who have opted
for and been approved to receive
salary continuation benefits.
Return to restricted duty as medical
progress permits, provided there is
suitable work available.
Provide any medical releases deemed
necessary by the Department and/or
the Personnel Department prior to
returning to work.
Meet with the Employee Accident
and Review Committee to discuss the
circumstances surrounding the
7.02
7.03
Supervisor and/or director
shall .......................
Personnel Department shall ....
Bo
Do
Eo
accident or injury in an effort to
determine what action might be taken
to prevent the recurrence of similar
accidents or injuries.
Arrange for medical attention as
required. While the City reserves
the fight to have an employee
evaluated by a provider of the City's
choosing at the time of injury, this
does not pre-empt the employee's
fight to see a physician of his/her
own choosing under the guidelines
set out in the Texas Worker's
Compensation Act.
Complete the First Report of Injury
Form (TWCC-1, Exhibit 8.01) and
deliver to the Personnel Department
within 24 hours of the time and date
of injury.
Thoroughly review and investigate
each accident and/or injury.
Meet with the Employee Safety and
Accident Review Committee in
connection with each accident and/or
injury.
Keep the Personnel Department
informed of any developments in
connection with all worker's
compensation claims.
Process First Report of Injuries,
Medical bills, and follow up reports
as required by law.
Coordinate worker's compensation
claims with the City's worker's
compensation carrier, the involved
department and the employee.
Maintain records on all worker's
compensation injuries.
Approve salary continuation benefits.
Monitor all lost time injuries for
policy compliance and required
legalities.
8.0
EXHIBITS
8.01 Employee Report of Accident
8.02 First Report of Injury form (TWCC-1)
EXHIBIT B.OI
EMPLOYEE'S REPORT OF ACCIDENT
DATE/TIME OF ACCIDENT OR INJURY
DEPART1VfENT
LOCATION OF ACCIDENT OR INJURY
DESCRIBEHOW ACCIDENT/INJURY OCCURRED
NAME OF INJURED PERSON(S)
DESCRIBE INJURY
WITNESSES:
YOUR COMMENTS
DATE COMPLETED
Signature of Employee
Mail top two pages of this form to:
TEXAS WORKERS' COMPENSATION COMMISSION
Central Office, 4000 South IH-35, Southfield Building
Austin, Texas 78704-7491
Send the specified copies to your Workers' Compensa-
tion Carrier and the injured employee. Please read
instruction sheet CAREFULLY, giving special attention
to items marked with an asterisk (*).
EXHIBIT B.132
TWCC CLAIM #
ICARRIER'S CLAIM tl
EMPLOYER'S FIRST REPORT OF INJURY OR ILLNESS
~ Name (Last, Fimt, M.I.) 2 Sex
F
3 Social SeoJrll)' Number 14 Home Phone 5 Date of B,rth (m-d-y)
6. Does the Employee Speak English? If No, Specify Language
YES ~ NO ~
7. Race 8 Ethmc~ty
Wmle ~ Black ~ Hispamc
Asian ~ Native American
9 Madmg Acldress
Strew! o~ P.O. Box
C~ty State ZiP Cocte County
10 Mardal Status
Mamed ~ W~dowed ___ Separated -- Single
11. Number of DepenOent Children J 12 Spouses Name
13 Doctor s Name
14 Doctor's Mading Ad,tress (Street or P.O Box)
C~t¥ State Z~p Cocle
Date of In 16 Tim ot Iniun/ 17. Date Lost Time
18. Nature of Injury* I 19. Par1 of Body Injured or Exposed"
I
20 How and Why Injury/illness Occurred'
21. Was employee 22 Works~le Locabon of Injury (sta~rs. Clock, etc )'
clomg his YES
regular iDb?
NO []
23 Aclclress Where Injury or Exposure Occurred
Name of busmess if inci0ent occurred on a business site
Street or P.O Box County
C~ty State ZIP Cocle
24 Cause ol Injury (fall too!. macmne, etc )'
25. List W~tnesses
26 Re!.~ ~0 wo,t, Uale o~ i 27 D~ emptoyee 0~e'~ 20 Superwso~ $ Name! 2.o Date
expe~e¢
-- -- ] t YES ----' NO ~ months __ years ____ I months __ years
Employee Payroll Ctas.sihcatK~'~ CoDe 35 Occupation Ot Injure~ Worker
. 37. Full Work Week is: 38. Last Paycheck was: - I 39. Is employee an Owner. Partner,
Rate of Pay at this Job 1 or Coml3orate Officer'~
I
Hourly $ Weekly I Hours Days $ for Hours or Days ~ YES ~ NO ~'
/
~440 Name an(J Tree of Parson Completing Form 41 Name of Business
43. Busmess Locahon {If d,flerent from ma~l~ng adclress)
Number and Street
42 Busmess Malhng Acldress and Telephone Number
Street m' P.O Box Te(ephone (
C,ty State ZIP Code
City State ZIP Code
~ FeOeral T~ 11t~1~13~I N~ll3er 45 P(~l&~ Sl~-~Kla'0 1~3(1~$1rk3 Cla. S..s.t,c.a~10n (SiC~ C.,4:x~' i4 ~gq) I 4~ S{3eOIK: SIC ~' 14 O~ti
48. WoOers' Combensat*on I~&urance Company 149 Pohcy Nurnt)er
47
Texas. C4~01ro~e, laxpa'fa' No
50 DlCl you request acctclent prevenhon serwces in the pas! 12 months?
YES" NO - If yes. 0,~ you recewe li3em')' YES -- NO ~
51. S,gnature and T,tie (READ INSTRUCTIONS ON INSTRUCTION SHEET BEFORE SIGNING)
X Date
Rule 12C 2
Ha~, Forms & Serwces
ReorOer NO 14-4162
TWCC-~ (2-9t)
2 13'9~
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Texas Municipal Retirement System
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Rafliff
1.0 POLICY
2.0
3.0
A:\ADMIN.DIR\HDRF1091 .SOP
1.01 It is the policy of the City of Coppell to participate in the Texas Municipal
Retirement System (TMRS).
1.02
All full-time regular employees and those part-time regular employees who
occupy positions designated as those requiting 1,000 or more hours per
calendar year must participate in the Texas Municipal Retirement System
(TMRS).
1.03
The amount of an employee's benefit at time of retirement is determined by years
of continuous service, age, final average salary, and the retirement option
selected.
Employees who leave employment with the City of Coppell prior to retirement
will, upon request, be refunded their portion of the retirement account, plus
interest earned on their contribution. However, should an employee gain
employment with a participating city without a break in service, a refund will not
be made. Instead, the employee's account balance will be transferred to the new
City.
KEY WORDS
2.01
2.02
2.03
Texas Municipal Retirement system
TMRS
Retirement
DEPARTMENTS AFFECTED
3.01 All City Departments
4.0
5.0
6.0
7.0
REFERENCES
4.01 Texas Municipal Retirement System Handbook of Information .
DEFINITIONS
5.01
Texas Municipal Retirement System - Established in 1948, the Texas Municipal
Retirement system is a retirement and disability pension system for municipal
employees in the State of Texas. TMRS is located at 1200 N. 1-35, P. O. Box
2225, Austin, Texas 78768, Telephone 512/476-7577.
RESPONSIBILITY/AUTHORITY
6.01
It is the joint responsibility of the Personnel Department and the Finance
Department to administer the City's TMRS Plan; Personnel being responsible for
orientation of employees and Finance being responsible for payroll deductions and
the City's contributions, and processing of forms and refunds.
PROCEDURES
RESPONSIBILITY
ACTION
7.01
Employee shall ......
Ao
Complete Form TMRS-16 on
employment with the City
Submit beneficiary change
form if a change in
beneficiary is desired.
Notify City of Coppell at
least 45 days in advance of
retirement from the City to
ensure that applications for
service retirement (TMRS-
15) are received in the TMRS
office at least 30 days (and
not more than 90 days) prior
to the effective date of
retirement, and the effective
date must be the last day of a
calendar month.
8.0
7.02 Personnel Department shall ....
7.03 Finance Department shall .....
EXHIBITS
8.01 Form TMRS-16
Do
Orientate all new employees
in regard to TMRS and
provide them. with a TMRS
handbook.
Assist employees with
completion of required forms
and forward forms to payroll
for processing in a timely
manner.
Deposit employee payroll
contributions and the City's
contribution with TMRS.
Process all forms to TMRS in
a timely manner on receipt
from Personnel.
Process withdrawal requests
no later than the fifteenth day
of the month following
separation. (For example, an
employee terminating his/her
employment on May 5 would
receive payroll money in
May. Therefore, a
withdrawal request could not
be processed until no later
than lune 15.)
Prepare financial reports
required by TMRS in a
timely manner.
Distribute deposit reports to
employees as received'from
TMRS.
m
EXHIBIT 8.01
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Unemployment ln~'urance
AUTHORITY; REPLACES:
PAGE: __ of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan O. Ratllff
1.0
2.0
3.0
4.0
5.0
6.0
POLICY
1.01
A: ~ADMIN .DIR~,HDRF1091 .SOP
It is the policy of the City to cover all employees under the Texas Unemployment
Compensation Insurance program for which the City pays into this program on
a claim by claim basis. This program provides payment for unemployed workers
in certain circumstances.
KEY WORDS
2.01 Unemployment Insurance
DEPARTMENTS AFFECTED
3.01 All City Departments.
REFERENCES
4.01 Texas Unemployment Commission
DEFINITIONS
N/A
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of the Personnel Department to file required information
for the proper adjudication of employee unemployment claims.
6.02
It is the responsibility of the Department Director/Supervisor, when required, to
provide all necessary employment information for the proper adjudication of
employee unemployment claims.
7.0
PROCEDURE
RESPONSIBILITY
7.01 Personnel Department
8.0
EXHIBITS
8.01 Notice of Employee Separation
ACTION
Shall file necessary employee
information with the City's
unemployment carrier for the
proper adjudication of any
employee unemployment
claims made (See Exhibit
8.01).
Shall notify affected
Department Director(s) of
additional information as
needed for proper
adjudication of an employee's
unemployment claim.
NOTICE OF EMPLOYEE SEPARATION
The following employee was separated TODAY:
(NAME)
(Date)
(SOCIAL SECURITY NUMBER)
EXHIBIT B.01
URGENT
MAILIMMEDIATE~
UPON SEPARATION OFANYEMPLOYEE
TO:
R. E. HARRINGTON, INC.
4851 Keller Springs Rd.
Suite.201
Dallas, Tx. 75248
(JOB TITLE & DESCRIPTION)
Rate of Pay: Starting
Wages Reportej:l to
State of -~ '~
REASON FOR SEPARATION
(check one and explain under remarks)
0'1 - LACK OF WORK
E] 0100 No other informaho~
F1 0101 ReduchOr~ in fOrce
[] 0102 JO~ elimmateO
[] 0103 Reorgamzet~on
[] 0106 Erx~ of temporary employment
ID 0107 Erx:l of seasona} employment
[] 0108 Prolecl complete~
[] 0109 Casual
[] 0111 Parhelly unernployed reduced Ilours
[] 0113 On cell
[] 0116 Temporary
[] 0120 Plant closed
~2 - NOT ~EPARATED
[] 0200 Not se~oarated
l-1 0~(~t Dtsciphnary lay off
r-i 0211Ct'lange tn other employment
[] 0214 Inclemenl weather
m. QUIT
r~ 0300 Reason unknown
~ 0301 At:)anOof~,ec[
r'l 0302WalkeCl off tob
[] 0303 Dicl not return from leave
F1 0304 D~i not return from tayot!
[] 0305 Personal--not job related
[] 0306 School
[] 0307 Ma.iage
n 030~ Relocate
~1 0309 Family o~ligabons
D 0310 Ur~Dle 1o obtam babysitler
[] O311 Transportat ,on
[] 0315 Accept another lob
m 0316 Go ~nto own bus, ness
~ 0321 Matermty
~-t 0326Enter md~l&ry
[] 0330 D~ssah~actio~--work hours
[] 0331 Dissahsf Kt ~on ---sela ry
[] 0332 D~ssabsfaction--workmg com:ht~ons
[] 0333 Dtssebstact~on--performance rev~.w
[] 0334 n~sebsfact io1-~ --a uper ¥~sor
[] 0335 Dlssetl$facllorI--company DOhCi~
First day worked
Last day worked
~1 - DI~:::HARGE
0400 NO other informatio~
~01 I~u~r~t~on
~ V~lali~ ~ c~ny ru~ ~ ~lic~
~ V~lat~ ~ ~fety ru~
~ ~0~ un~ infl~e of elc~ol
~ ~o~ un~r reliance ot drugs
~10 ~lruction ~ ~m~ny pro~--willful
~11 ~truCtion of ~m~ny pro~y ~m~s
~12 Fightmg on core.ny ~ro~y
~13 L~vi~ wo~
~15 Falsih~n of ~plo~t ~l~etion
~16 D~ho~s~--fals*f~ ~m~ny ~o~s
~17 Dish~ty~u~ut~r~ r~al oi ~m~ny
~Y
D~h~ty ~other
A~nt~m~unre~ded
A~nt~m~xC~l~ end/or u~uthor~
Tardi~ss--fr~nt
Fm~d to maintain ~ ~tus
Ex~ ~mish~
Q~h~ ~ wo~
~37 Q~ntity ~ work
P~r ~or~nce
Pro~tt~aW--not quelil~ tot pb
Lack of I~hmcal know~
I~bih~ to ~rk--ill~ss
Fadure to ~ phystcat
07 - LEAVE OF ABSENCE
[] 0700 NO other ~nformation
[] 0701 Illness
[] 0702 Malernity
[] 0705 Injury--work connected
[] 0713~Injury--not work connected
[] 0710 Md~tary
[] 0711 Family Ol:)hgalions
[] 0712 Pe~onal
[] 0713 School
[] 0714 Other
REMARKS
Rate of Pay: Ending
g~ - ~ACATION
[] 0500 NO Other reformat,on
[] 0~)1 Scheduled vaCation wllh Day
[] 0~02 ShutOown for vecat~on
[] 0503 Shutdown for vaCal~O~, eligible for vacation paF
[] O~ ShotOown Jor vaCal*orl: ehg,ble for Dart~al
vacation pay
[] O6OO
[] 0801
ID O8O2
[] 0803
[] O8O6
[] 0~07
[] 0811
[] 08t2
[] 0813
[] 0816
[] 0~17
Ge - RETIREMENT
NO Other informal;on
Voluntary--with pension (contributory)
Voluntary--w~th pension (non-contr~butorw
Voluntary --withou~ pension
Contractuall--w~tl~ pension (con*.nbutOry~
C~ltractual--with pension Inon-contrlbutO~)
Contractual--without pans~on
D~sebihty --job related
m - LA~OR DISPUTE
[] 0600 No other informat,on
[] 0601 Member ot stnkmg umOn
0 0602 Refused lo cross p~cket line
O 0603 Stnke--other umon
O 0604 Company lockout
[] 0605 Unsanction strike
~. MISCELLANEOUS
[] 9000 NO m~o~mation whatsoever
[] ~001 RefuSal Io work
[] 9002 Change of status
[] 9003 Transfer to new IOCal~on
0 9099 Death
REMUNERATION PAID AFTER SEPARATION:
Pension $
Vacation Pay $ r'l Financed Wholly by Employer
Allocated ~ to ~ [] In Part by Employer
Severance Pay $ /3 F ........ d ~;-~ti_/ by, En.,(,.~-~.
Allocated ~ to ~
If this separation is issued by a Branch
Office or Terminal, show address.below.
Company Name ,-!. ~,
Main Office Address . ~
Branch Office Address
Completed by: V;v/£ ,,? ~
UC-4 (REV 1-76)
UNIT NO.
Title
FOR
R.E. HARRINGTON
USE ONLY
u.c..o.I I I I I I I I I I
D vis on I I I I I I I
State COde III
Date Received Il I I I I I
Code ~..~
Notice
amt.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Elective Benefits
AUTHORITY: REPLACES;
PAGE; of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan D. Ratliff
1.0 POLICY
A:'u~DlvilN.DIR'tI-IDRFI 0~ 1 .SOP
2.0
3.0
4.0
5.0
1.01 It is the policy of the City of Coppell to provide payroll deductions for certain
elective benefits paid for by the employee, including Credit Union, Savings
Bonds, Deferred Compensation, and certain individual insurance programs.
1.02 Participation in elective benefits is strictly voluntary on the part of City
employees and are provided by the City as a service only.
1.03 Any business dealings or transactions related to elective benefits are the sole
responsibility of the employee.
KEY WORDS
2.01 Benefits
2.02 Payroll Deductions
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 N/A
DEFINITIONS
5.01 Employee-paid benefits - Services available to City employees through payroll
deductions.
6.0
7.0
5.02 Payroll deductions - An authorized deduction from an employee's payroll check.
5.03 Credit Union - City Employees Credit Union.
5.04 Savings Bonds - U. S. Savings Bonds.
5.05 Deferred Compensation - PEBSCO or ICMA tax shelter savings plans.
RESPONSIBILITY/AUTHORITY
6.01
It is the employee's sole responsibility to elect participation in employee-paid
benefits, to authorize payroll deductions, and to handle all business dealings and
transactions.
PROCEDURE
RESPONSIBILITY
AUTHORITY
7.01 Personnel Department shall ....
Provide all employees with
information on elective
benefits available through
payroll deduction during the
orientation session.
Maintain forms and assist
employees with processing of
forms relative to elective
benefits.
Assist employees with
general information on
elective benefits.
7.02
Employee shall ............
Complete necessary forms
and payroll authorization
forms for any employee-paid
benefits he/she elects.
Be responsible for all
business dealings and/or
transactions.
8.0
7.03 Finance Department shall .....
EXHIBITS
8.01 N/A
Ao
Be responsible for monitory
payroll checks to verify
correct payroll deductions.
Process payroll deductions as
authorized by employees.
E~IPLOYEE CONDUCT
Discipline .........................
Grievance ..........................
Health/Fitness .......................
Safety ...........................
City Property/Equipment Use .................
Gifts ............................
Inclement Weather Policy ..................
Political Activity .....................
Controlled Substance/Alcohol Abuse/Drug Testinq .......
Valid Driver's License ...................
General Office Procedure ..................
Conflict of Interest ....................
- ,. CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Discipline
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan I~. l~atUff
1.0 POLICY
A:~ADMIN.DIRhqDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to maintain an effective, productive, and
disciplined workforce through a progressive disciplinary program wherein each
employee is responsible for maintaining acceptable standards of job performance
and personal conduct. The purpose of the disciplinary system contained herein
is to establish a framework for a uniform and orderly procedure for the
administration of discipline. Warning and sufficient time for improvement should
ordinarily precede formal discipline; however, the City reserves the fight to take
immediate formal action, up to and including termination, if it determines, in its
discretion, that circumstances warrant it.
1.02
The City of Coppell has a strong commitment to the concept of progressive
discipline. Such a system is designed to correct the deficiencies and build
commitment; emphasize employees' responsibility for their own performance and
conduct/behavior; provide a framework for a uniform and orderly procedure for
the administration of discipline; and recognize the fights of employees.
2.0
KEY WORDS:
Appeal - Discipline
Disciplinary Appeals Advisory Board
Demotion/Reduction in Pay - Discipline
Disciplinary Conference
Disciplinary Review
Discipline
Dismissal/Termination - Discipline
Just Cause - Discipline
3.0
4.0
5.0
Oral Warning - Discipline
Reprimand - Discipline
Suspension from Duty - Discipline
Termination/Dismissal - Discipline
Warning, Oral - Discipline
Written Reprimand - Discipline
DEPARTMENTS AFFECTED:
3.01 All City Departments
REFERENCES:
4.0 Initial Probationary Period S.O.P. #
DEFINITIONS:
5.01
Administrative Leave. The severance of the employee from employment with
or without pay (as the offense/violation dictates) for a definite or indefinite
period.
5.02
Alcoholic Beverage. Means alcohol, or any beverage containing more than one-
half (1/2) of one percent (1%) of alcohol by volume, which is capable of use for
beverage purposes, either alone or when diluted.
5.03
Appeal. The complaint of an employee to the person designated in this
Standard Operating Procedure to review, conduct a hearing, make a
recommendation, or render a decision regarding the disciplinary termination,
suspension or demotion of an employee by the Director who supervises such
employee in accordance with this Standard Operating Procedure.
5.04 Authorized Leave.
Department Director.
Any absence approved by the City Manager or a
5.05 Business Day. Regular day of business is Monday through Friday (8:00 AM
to 5:00 PM, excluding City-designated holidays).
5.06
Controlled Substance. Any substance, including a drug and an immediate
precursor, listed in Schedules I through V or Penalty Groups 1 through 4, as
provided in Section 481.001, et seq, Texas Health and Safety Code, as amended.
5.07
5.08
5.09
5.10
5.11
5.12
5.13
5.14
5.15
Counselling Conference. A meeting between the employee and immediate
Supervisor or other supervisor regarding work performance, job deficiency, or
job description; and where there is a discussion of corrective job expectations,
assignments, and violations of departmental, city, state, and federal rules and
regulations.
Demotion / Reduction in Pay.
position or pay.
The reduction or downgrade of an employee's
Director. The person in charge of the various designated City Departments.
Disciplinary Appeals Advisory Board. A board consisting of three (3) members
as provided herein which conducts disciplinary appeals hearings for the purpose
of reviewing documentation and/or testimony for the purpose of formulating its
findings & recommendation for submission to the City Manager as authorized in
this Standard Operating Procedure.
Disciplinary Conference. A meeting between the Personnel Manager, Director,
and employee to review the disciplinary action of the employee. No legal counsel
shall be allowed during this conference.
Dismissal/Involuntary Termination. The indefinite severance of the employee
from employment without pay as a result of a disciplinary complaint against the
employee based on charges of just cause. Not all dismissals are disciplinary in
nature, and the appeals provisions of this Policy apply only to disciplinary
dismissals.
Employee. Regular full time or part time worker (excluding temporary or
seasonal when necessary).
Hearing. An adversarial or inquisitorial proceeding conducted by the
Disciplinary Appeals Advisory Board during which the involved parties
(Personnel Manager, Director, supervisors, and/or employee), appointed
representatives, or witnesses may be heard for the purpose of receiving evidence
and testimony concerning the appeal of discipline of an employee as authorized
in this Standard Operating Procedure.
Job Abandonment. Unauthorized leave over 24 working hours or 24.1 for shift
personnel.
6.0
5.16
Just Cause. An act or acts of an employee which constitute unsatisfactory
behavior or conduct relative to job performance and fitness for public
employment as listed in this Standard Operating Procedure. .
5.17
Probationary_ Employee. An employee who has been employed, transferred
and/or promoted for six (6) months or less, except for personnel involved in
certification training who have been employed for a year or less.
5.18 Reprimand. A written warning to the employee from a supervisor or Director
concerning the employee's job performance, behavior or conduct.
5.19
Suspension. The severance of the employee from employment without pay for
a fixed number of days as a result of a disciplinary complaint against the
employee based on charges of just cause.
5.20 Warning. A verbal or oral counseling session regarding job performance,
conduct/behavior, etc.
RESPONSIBILITY / AUTHORITY:
6.01
Departmental Authority. The Director of each department is authorized and
directed to administer guidelines and procedures contained in this Standard
Operating Procedure. Because of the variety of services performed by the City,
it may be necessary for departments to establish codes of conduct, rules, job
descriptions, policies and procedures to accomplish departmental responsibilities.
Departmental codes of conduct, rules, policies and procedures must be in writing
and may be more restrictive than City policy and/or State and Federal law. Each
Director has the responsibility and authority to instruct, correct, and discipline
any employee who does not act in accordance with established rules and
regulations or provides unsatisfactory job performance or conduct/behavior.
6.02
Supervisor Responsibility/Authority. Supervisors have the responsibility and
authority to supervise & evaluate employees under their command; administer
departmental and City policies & procedures; and document subordinates' job
performance, conduct, and behavior that either does not meet standards or
violations of policy, rules & regulations, or laws.
6.03
Employee Responsibility. Each employee is responsible for maintaining
acceptable standards of job performance and personal conduct. An employee who
violates a departmental code of conduct, rules, policy, procedure, etc., is subject
to disciplinary action in accordance with this Standard Operating Procedure.
7.0
PROCEDURES:
7.01 General Provisions Regarding Discipline.
When job performance, conduct, or behavior of an employee falls below
a desirable standard, supervisors should point out the deficiencies at the
time they are observed and document for performance appraisal purposes.
Warning and sufficient time for improvement should ordinarily precede
formal discipline; however, nothing in this section shall prevent immediate
formal action, up to and including termination, whenever the City, in its
discretion, determines that circumstances warrant it. Members are subject
to disciplinary action for any violation(s) of City or Department rules and
regulations, either written or verbal. The disciplinary measures of the
City of Coppell are based upon the philosophy of progressive discipline,
and to the greatest extent practical, the City of Coppell shall use a
progressive discipline system which may include the following degrees of
discipline action:
2.
3.
4.
5.
Oral Warning
Written Reprimand
Suspension from Duty Without Pay
Demotion
Dismissal/Termination of Employment
All forms of discipline shall be documented in writing with a copy placed
in the permanent records of the employee.
Employees are entitled to due process in a disciplinary situation including
a full and fair investigation. Employees are given the opportunity to
explain actions prior to final decisions on discipline in accordance with
this Standard Operating Procedure.
Disciplinary action shall be supported by sufficient evidence and
conducted in compliance with City of Coppell Standard Operating
Procedures and Department procedures and made in writing to the
employee involved. The notice shall describe the cause of the action and,
except in cases of dismissal, shall state the likely consequences of
unsatisfactory performance and/or conduct. Though not an admission of
guilt, members are required to acknowledge receipt of this notice or be
subject to dismissal.
Fo
Ge
The following criteria shall be considered in determining what disciplinary
action is to be taken: severity and kind of the violation/offense; the
consequences of the violation and the effect it has upon. the discipline;
impact of the offense on other employees, the City, and citizens; the
employee's past job performance, conduct, & behavior; and previous
occurrences of similar offenses.
Although disciplinary action is corrective in nature, progressive discipline
is not always negative as the discipline may also include positive,
corrective measures including but not limited to: training, counselling,
reassignments, medical examinations, etc.
Pending Investigations. When an employee is suspected of an alleged
violation of a departmental or city rule(s) & regulation(s), policies, etc.,
or city, state, or federal law which, if proven, would justify possible
disciplinary action. The employee may be placed on administrative leave
with or without pay as the circumstance dictates, pending the outcome of
the investigation and the imposition of disciplinary action.
Disciplinary action may be taken against a non-probationary employee
only for Just Cause which includes act(s) of an employee which constitute
unsatisfactory behavior or conduct relative to job performance and fitness
for public employment to include, but is not limited to, the following:
1. Falsifying City records;
2. Fighting or provoking or instigating a fight on City premises;
o
Sleeping on the job during working hours, with the exception of
Fire Shift personnel;
Neglect or carelessness resulting in injury, waste, or destruction
of City property;
5. Excessive or unauthorized absence or tardiness;
Failure to return to work after authorized leave unless valid excuse
is given or leave is extended;
Possession, influence and/or use of an alcoholic beverage and/or
controlled substance, as defined herein, while on duty;
7.02
8. Refusal to discontinue outside employment that conflicts with the
interest of the City;
9. Misrepresentation at the time of hire, false statement on
employment application;
10. Theft and other offenses involving moral turpitude;
11. Dishonesty;
12. Forgery;
13. Willful destruction of City property;
14. Other reasons may be considered if necessary for carrying out
assigned duties and responsibilities;
15. Failure to follow a direct lawful order of a superior, supervisor,
or Director;
16. Failure to return to work after disciplinary suspension;
17. Failure to observe the established rules, policies, and procedures
of the City and employing Department;
18. Failure to observe state, and federal regulations;
19. Violation of the sexual harassment policy;
20. Horseplay, safety violations, and carelessness.
Disciplinary_ Procedures for Non-Probationary Employees
A. The following procedures cover disciplinary actions being taken against
non-probationary employees for just cause. Disciplinary action is
recommended when:
1. All previous counseling conferences and/or opportunities for
employee performance improvement have failed.
2. Violations of departmental, city, state, and/or federal rules and
regulations have occurred.
BJ
Co
Eo
The employee's supervisor shall document allegations of unsatisfactory job
performance, misconduct, and violations of departmental, city, state, and
federal rules & regulations and shall provide a copy to the affected
employee. Said documentation shall be forwarded through the employee's
chain-in-command to the Department Director along with a
recommendation of disciplinary action to be taken.
The Department Director shall review all documentation and shall find
whether the recommended discipline is warranted. The Director shall
insure that the involved employee is afforded the opportunity to present
an explanation for his/her action or lack of action. If the Director finds
that discipline is warranted and the disciplinary recommendation involves
a suspension, demotion/reduction in pay or termination, the Director shall
schedule a Disciplinary Conference within three (3) working days and
notify all involved parties in writing of the scheduled conference. If the
disciplinary recommendation involves a reprimand only, then the Director
shall make his/her determination without necessity of a Disciplinary
Conference.
If during the Disciplinary Conference the Department Director finds that
additional information and/or documentation is warranted, the Director
may suspend the conference and place the employee(s) on administrative
leave pending further investigation into the matter.
No legal counsel will be included in disciplinary conferences.
The Director of each department shall be the final administrator of all
decisions regarding discipline subject to the employee's right to appeal,
if applicable, as provided in this Standard Operating Procedure.
Written notice of the Director's decision must be given to the employee,
stating the following:
The allegations of the incident(s) resulting in the disciplinary
action
The rule(s), regulation(s), policy(s), procedure(s), law(s), etc.
violated
The type of disciplinary action to be taken, i.e., reprimand,
suspension, demotion/reduction in pay, or dismissal/termination of
employment
Except in cases of dismissal, shall state the likely consequences of
unsatisfactory performance and/or conduct
7.03
e
Although not an admission of guilt, members are required to
acknowledge receipt of this notice or be subject to dismissal
Whether the employee has the right to appeal the,decision of the
Department Director; if the employee has the right to appeal, the
time frame in which such request for an appeal has to be submitted
The action taken will be final if the employee fails to appeal, if
applicable, within the specified time frame
He
The Department Director shall file his/her written decision with the
Personnel Department for review of the Director's decision along with all
supporting documentation to ascertain compliance with all departmental
or city rules & regulations and/or city, state, or federal laws within one
(1) business day after the final decision has been reached.
The Personnel Director shall recommend to the City Manager that any
disciplinary decision, which is found not to be in compliance with
departmental, city, state, or federal rules and regulations, be remanded.
The employee may appeal in writing the decision of the Department
Director regarding a termination, demotion/reduction in pay, or
suspension of more than three (3) days, within five (5) business days, in
accordance with established procedures contained herein.
Disciplinary_ Procedures for Probationary Employees.
Each employee is hired on a probationary basis for six (6) months (with
the exception of Police, Fire, or other positions requiring certification or
licensing).
Supervisors will conduct monthly performance evaluations in accordance
with the Standard Operating Procedure entitled ~Performance Evaluation
System". If at any time the employee's performance is below standard,
the supervisor has the following options:
Hold a counseling conference to apprise the employee of
performance deficiencies in writing, clearly stating specific means
for improvement without further disciplinary action or extended
probation;
Hold a counseling conference to apprise the employee of
performance deficiencies in writing, clearly stating infractions and
supporting documentation of previous meetings held to discuss
alternatives for performance improvement. The employee may be
given the opportunity to improve performance for an extended
probationary period of ninety (90) days in addition to the initial
probationary period; .
o
Recommend termination of the employee due to his/her inability
to meet performance requirements to the Department Director.
The termination must be a written notice explaining the reason(s)
for termination.
Probationary employees, as defined herein and as provided by the City of
Coppell Policies and Procedures Manual, shall be subject to all
disciplinary actions set forth in this policy, including but not limited to
reprimands, suspensions, demotions/reduction in pay and termination,
without regard to the just cause standard provided to employees who have
completed their probationary period.
Probationary employees have no right of appeal for disciplinary action,
including termination.
Appeal Procedures.
Ao
An employee has the right to appeal for a disciplinary hearing of the
director's disciplinary decision of termination, demotion/reduction in pay,
or suspension of more than three (3) working days. The request for
appeal hearing must be in writing and submitted to the City Manager
through the Personnel Department within five (5) business days.
The appeal for a disciplinary hearing must contain the following
information:
The type of disciplinary action being appealed and the effective
date of the action;
The specific reason the discipline is unjust or otherwise in error;
The remedy or solution sought; and,
The submittal date and signature of the aggrieved employee.
Upon receipt of the appeal, the Personnel Department shall forward a
copy of the hearing request to the City Manager and arrange for a hearing
within a reasonable time frame, utilizing the Disciplinary Appeals
Advisory Board to review the discipline and make its recommendation to
the City Manager.
The Disciplinary Appeals Advisory Board shall be comprised of
three (3) members as follows:
a. The employee appealing the discipline shall select one (1)
member of the City staff of the City of Coppell.
bo
One (1) citizen shall be selected by the City Manager from
a list of eligible citizens who meet the Charter requirements
for service on a board or commission and who make
application to serve on the Disciplinary Appeals Advisory
Board. The City Council shall review applications for the
Disciplinary Appeals Advisory Board and submit a list of
eligible names to the City Manager for his/her selection.
In the event that no citizen's panel is established due to
lack of applicants for this service, the City Manager shall
make the selection from the current memberships of the
various City Boards and Commissions. No citizen may
serve more than a twelve (12) month period nor serve on
more than one (1) hearing in a twelve (12) month period.
Co
The employee's Director shall select one (1) member of the
City staff of the City of Coppell.
The Board shall conduct a heating to review documentation and/or
testimony by the employee, Director, Personnel Manager, or
witnesses called by any of the preceding parties. After conducting
the hearing, the Board shall dismiss all parties with the exception
of the Personnel Manager so as to conduct its findings and
decision-making process. The Board shall render its findings and
recommendation to the City Manager via the Personnel Manager
in writing within five (5) business days of the hearing.
ge
The hearing portion of the Disciplinary Appeals Advisory Board
shall remain closed. The appellate employee may be represented
by counsel of his/her choosing during the hearing.
After reviewing the findings and recommendation of the Disciplinary
Appeals Advisory Board, the City Manager shall render a decision which
shall be final and binding on all concerned. If the City Manager elects
not to follow the majority recommendation of the Disciplinary Advisory
Appeals Board, a report must be submitted to the City Council providing
8.0
7.05
the rationale and information related to the decision. Written notification
of the City Manager's decision shall be made within five (5) business days
to the employee, respective Director} Personnel Manager, and members
of the Disciplinary Appeals Advisory Board.
Suspension Following Indictment.
he
If the City Manager determines that suspension is in the best interest of
the City and the public, the City Manager may suspend with or without
pay an employee indicted for a felony, or accused by information of
official misconduct, oppression or other serious criminal violations until
the indictment or information is dismissed and tried and, if tried, until the
trial and appeal (if any) are completed.
Bo
A suspended employee may be entitled to reinstatement to the position
held before suspension (if available) without loss of benefits if the
indictment or information is dismissed, the employee acquitted, or the
conviction reversed on appeal. The suspension of an employee reinstated
under this sub-section is not a disciplinary suspension.
EXHIBITS:
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Grievance
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY Director: Alan 1). RatUff
A:~ADMIN.DIR\HDRFI091 .SOP
1.0 POLICY
2.0
1.01
It is the policy of the City of Coppell to employ a uniform and equitable method
of resolving employee grievances in a timely manner and at the lowest possible
supervisory level. As outlined herein, employees are assured that grievances will
be heard and, if warranted, corrective action will be taken without reprisal,
coercion, or discrimination against the employee.
1.02
This grievance procedure does not apply to disciplinary, performance evaluation
system, and other actions for which an appeals process is provided under other
Standard Operating Procedures.
KEY WORDS:
2.01
2.02
2.03
2.04
2.05
2.06
2.07
2.08
2.09
2.10
2.11
2.12
2.13
Appeal - Grievance
Conference - Grievance
Formal Grievance
Grievance Conference
Grievance Appeal
Grievance Hearing
Grievance Procedures - Informal/Formal
Grievance Review
Grievance Conference
Grievance Review
Hearing - Grievance
Informal Grievance
Review - Grievance
3.0
4.0
5.0
DEPARTMENTS AFFECTED:
3.01 All City Departments
REFERENCES:
4.01
Home Rule Charter, City of Coppell, Section 4.09, Personnel System,
Subsection C.3. The adopted rules shall provide for "Procedures providing for
due process for the hearing and adjudication of grievances."
DEFINITIONS:
5.01 Business Day. Regular day of business is Monday through Friday (8:00 AM
to 5:00 PM, excluding City-designated holidays).
5.02 Director. The person in charge of the various designated City Departments.
5.03
Grievance. A claim, charge, or protest by an employee asserting some injustice
or wrong growing out of an alleged misunderstanding, misinterpretation,
violation, or misapplication of the provisions of the City Personnel Manual;
management policy or regulation; or administration or department regulations
which affect wages, hours or other terms and conditions of employment.
5.04 Grievance - Informal. A grievance presented orally by an employee to his/her
immediate supervisor to which the supervisor may render a verbal decision.
5.05
Grievance - Formal. A grievance presented in writing by an employee to
his/her immediate supervisor, requiring a written decision; Grievance appeals
require utilization of a Formal Grievance.
5.06 Grievance Conference. A meeting between the Department Director, employee,
and employee's supervisor(s) to review the grievance submitted by the employee.
5.07 Grievance Review. A meeting between the employee and employee's
supervisor(s), if any, to review the grievance submitted by the employee.
5.08
Grievance Hearing. An adversarial proceeding convened by the City Director
during which the involved parties (Personnel Director, Director, supervisor(s),
and/or employee) appointed representatives, or witnesses may be heard for the
purpose of receiving evidence and testimony concerning the appeal of a grievance
of an employee as authorized in this Standard Operating Procedure.
6.0
7.0
5.09 Management. Administrators of the City, including but not limited to:
A. City Director;
B. Deputy City Director;
C. Assistant City Director;
D. City Attorney;
E. Department Director(s).
RESPONSIBILITY / AUTHORITY:
6.01
DEPARTMENT DIRECTOR. It shall be the responsibility of each Department
Director to ensure compliance with this Standard Operating Procedure by
members of the Director's respective department concerning the grievance process
as provided herein.
6.02
SUPERVISOR(SI. It shall be the responsibility of supervisors to address
grievances submitted to them as provided herein in a professional manner in an
attempt to resolve such issues at the lowest possible supervisory level.
PROCEDURES / PRACTICES:
7.01 GENERAL PROVISIONS REGARDING GRIEVANCES:
Applicability. The provision of grievance shall apply to employees in
all classes, and employees have the right to file grievances without
jeopardizing their positions or fear of reprisal.
Abuse of Grievance System. If the grievance system is abused by an
unreasonable number of submittals by one individual or group obviously
designed to thwart orderly processing or if the grievances are patently
irrelevant or incomprehensible, they shall be rejected as "non-grievable'
and returned to the grievant(s).
Management has the responsibility to inform an employee of any
limitation of a given level of Supervisor/Management's authority to fully
resolve the grievance. In this regard, Supervisor/Management shall:
Fe
Supply the employee with the necessary information to process the
grievance to the proper agency or authority.
Advise an employee when any matter under submission is
determined by Management as not grievable as established herein.
The 'grievance' paperwork submitted by the employee shall be
returned to the employee along with a memorandum explaining
why the matter is not grievable and what alternative procedures,
if any, the employee may follow to process his/her complaint. If
a grievance is determined to be non-grievable, that decision may
be grieved; a decision favorable to the employee in this latter
grievance shall serve to reinstate the original grievance in whole.
When a group of identical grievances develop, only one (1) grievance
form shall be submitted. The grievants may select not more than two (2)
spokespersons who thereafter will be their representative "grievant". The
acceptance of the decision by the spokesperson(s) at any step (or final
decision if the grievance moves through the fourth step) will be binding
on all parties.
All formal grievances shall be documented in writing on the approved City
'grievance form'; forms shall be readily accessible in employees'
respective departments as well as in the Personnel Department. The
grievance form shall be forwarded through the grievance process along
with any supporting documentation. Upon completion of a grievance, the
original grievance form/packet shall be forwarded to the Personnel
Department for inclusion in the permanent employment record of the
grievant with appropriate distribution of copies as indicated on the form.
Scheduling. A grievance will normally be presented and processed on
City time, and a grievant attending a grievance meeting in his/her own
behalf on City time will not lose pay. In scheduling the time, place, and
duration of any grievance meeting, the employee and Management will
give due consideration to all the participants' responsibilities in the
essential operations of the department. However, the final decision for
scheduling hearings rests solely with Management. No overtime
compensation will be given to any grievant. Representatives, witnesses,
or other participants will receive overtime pay if ordered to be present by
Management.
7.02
WAIVERS AND TIME LIMITS:
he
Failure by Management to reply to an employee's grievance within the
specified time limits automatically directs the grievance to the next level.
Such automatic referral to the next level shall not be construed as
removing the responsibility of Management at the next level from heating
the grievance and responding within applicable time limits if it is within
the authority of that level to settle such grievance.
Any level of review or any time limits established in this Standard
Operating Procedure may be waived or extended for good cause and only
by mutual agreement confirmed in writing.
If an employee fails to appeal from one level to the next level within the
time limits established herein, the grievance shall be considered settled on
the basis of the last decision and the grievance shall not be subject to
further appeal or reconsideration.
By mutual agreement, the grievance may revert to a prior level for
reconsideration.
If a grievant fails to appear for a scheduled grievance meeting, such
failure without an excuse approved by Management shall entitle
Management to decide on the grievance without the presence of the
grievant or to schedule another meeting at that level (in which case the
time requirements for hearing and decision are automatically waived).
Failure to appear at two (2) meetings on the same grievance without an
approved excuse automatically terminates that grievance, and it is deemed
denied. The grievance shall then not be subject to further appeal or
reconsideration.
When a grievant is on approved leave, the time limits established in this
procedure shall be suspended for the period of the leave.
Ge
No grievance shall be finally dismissed for an unexcused failure to appear
at a scheduled hearing unless the principal parties have been given
24-hours notice of the heating.
7.03
Grievance Procedures:
ho
A grievance shall be recognized if it is brought to the attention of the
immediate supervisor either informally or formally within five (5) business
days of the incident's occurrence. If the grievance is between the
employee and the immediate supervisor, the initial step may be to the next
higher level supervisor, if any.
Be
To be recognized, a grievance must state which policy, rule, regulation,
etc., is involved in the matter and the nature of the remedy sought by the
employee.
Co
The City of Coppell has a strong commitment to resolve employee
grievances in a timely manner at the lowest possible supervisory level and
provides for both informal (oral) and formal (written) grievances as
provided herein.
D. Steps in Grievance Procedure:
1. Step One - Initiation of Grievance to Immediate Supervisor.
At the employee's option, a grievance may be presented to
the immediate supervisor either orally or in writing. As
stated above, the grievance must be presented within five
(5) business days of the incident's occurrence. The
supervisor will meet with the employee or employee's
representative to review and discuss the employee's
grievance within five (5) business days of receipt of
grievance.
Informal (Oral) Grievance. If the grievance is presented
orally, the procedure is informal and may be settled by an
oral answer given within five (5) business days.
Formal Grievance. If the grievance is presented in
writing, the procedure is declared formal which requires
the utilization of the appropriate 'grievance form' and that
the decision must be provided to the employee in writing
within five (5) business days after submission. At each
supervisory level, employees are required to indicate on the
approved Grievance Form whether they accept or will
appeal the decision of a formal grievance.
e
o
Step Two - Grievance Review [Appeal to Successive Levels of
Authority (if any)]. If the issue cannot be resolved at Step One,
the employee or the employee's representative-may present a
formal grievance (in writing) through each successive level of
authority up to the Department Director within five (5) business
days of receipt of the previous level supervisor's decision. Within
five (5) business days of the receipt of the grievance, each
successive supervisor shall conduct a Grievance Review with the
employee to review and discuss the grievance in an attempt to
resolve the issue. Each supervisory level shall provide a written
decision to the employee within five (5) days of the Grievance
Review.
Step Three - Grievance Conference [Appeal to Department
Director.
ao
If the issue is not resolved in Step Two, the employee or
the employee's representative may appeal the formal
grievance to the Department Director within five (5)
business days of receipt of previous level supervisor's
decision. Upon receiving such request, the Department
Director shall conduct a Grievance Conference within five
(5) business days. If, during the Grievance Conference,
the Director finds that additional information and/or
documentation is warranted, the Director may suspend the
conference to be rescheduled within a reasonable time, not
to exceed five (5) business days.
The Director shall provide a written decision within five
(5) business days of the conference to the employee, stating
the following:
(1)
Complete details of the incident(s) resulting in the
grievance action to include the rule(s),
regulation(s), policy(s), procedure(s), law(s), etc.,
surrounding the grievance action;
(2)
The decision of the Department Director with
appropriate action to be taken, if any;
(3)
Whether the employee has the right to appeal the
decision of the Department Director; if the
employee has the right to appeal, .the time frame
required by Policy (5 days) in which such request
for an appeal has to be submitted; and
(4)
The action taken will be final if thc employee fails
to appeal, if applicable, within the specified time
frame.
Step Four - Appeal to City Director.
ao
If the grievance is still in dispute after Step Three, the
employee or employee's representative may further appeal
the formal grievance to the City Director or his designee
for resolution. Such appeal must be in writing utilizing the
approved grievance form and submitted to the City Director
within five (5) business days of receipt of Department
Director's decision.
bo
Upon receipt of grievance, the City Director shall convene
a hearing within five (5) business days, utilizing the
Grievance Board to review the grievance and makes its
recommendation to the City Director.
(1) The Grievance Board shall be comprised of
three (3) members as follows:
(a)
Co)
(c)
The grievant shall select one (1) member of
City staff of the City of Coppell;
One (1) member of City staff of the City of
Coppell shall be selected by the employee's
Director; and
One (1) Director from a different City of
Coppell Department shall be selected by the
City Director.
(2)
Members of the Grievance Board shall have had no
prior involvement in the grievance and shall conduct
a thorough and objective hearing of the grievance.
8.0
(3)
The Grievance Board shall conduct a hearing within
five (5) business days during which board members
shall review documentation and/or testimony by the
grievant or grievant's representative, grievant's
supervisor(s), Director, Personnel Director, or
witnesses called by any of the preceding parties.
After conducting the hearing, the board shall
dismiss all parties with the exception of the
Personnel Director so as to conduct its findings and
decision-making process. The Board shall render
its findings and recommendation to the City
Director via the Personnel Director in writing
within five (5) business days of the hearing.
(4)
The hearing portion of the Grievance Board shall
remain closed. The grievant may be represented by
counsel of his/her choosing during the hearing.
After reviewing the findings and recommendation of the
Grievance Board, the City Director shall render a decision
which shall be final and binding on all concerned. Written
notification of the City Director's decision shall be made
within five (5) business days to the grievant, respective
Director, Personnel Director, and members of the
Grievance Board.
EXHIBITS:
8.01 City of Coppell Employee Grievance Form.
EXHIBIT B.OI
CITY OF COPPELL EMPL~)YEE FORMAL GI~IF~VANCE
I
NAME: EMP #: I DATE OF INCIDENT:
PosmoN: DEPARTMENT:
EXPLANATION OF MY GRIEVANCE [Must include policy, rule, etc., involved]
G
R
I
E
V
A
N
C REMEDY SOUGHT:
E
Employee'a Signature/Date: Supervi$or'a Signature/Data Racy'd:
S Waiver/Time Extension Agreed Upon Thru: Emp Initial: Supv Initial:
T IMMEDIATE SUPERVISOR'S DECISION AND COMMENTS:
E
P
SUPERVISOR'S SIGNATURE/DATE: EMPLOYEE'S SIGNATURE/DATE RECV'D:
I EMPLOYEE: I...r-I ACCEPT [] APPEAL THIS DECISION. EMPLOYEE'S SIGNATURE/DATE:
S APPEAl.TO DIVISION HEAD/SECOND LEVEL SUPERVISOR: Supervisor's Signature/Date Racy'd:
T Waiver/Time Extension Agreed Upon Thru: Emp Initial: Supv Initial:
SUPERVISOR'S DECISION AND COMMENTS:
E
P
2 suP~VisO,'S SIGNATURE/DATE: EMPLOYEE'S SIGNATURE/DATE RECV'D:
EMPLOYEE: I...[] ACCEPT [] APPEA£ THIS OEC~SION. EMPLOYEE'S SIGNATURE/DATE:
S API=EAL TO DEPARTMENT DIRECTOR: Director's Signature/Date Recv'd:
T Waiver/Time Extension Agreed Upon Thru: Emp Initial: Supv initial:
DIRECTOR'S DECISION AND COMMENTS:
E
P
3 DIRECTOR'S SIGNATURE/DATE: EMPLOYEE'S SIGNATURE/DATE RECV'D:
EMPLOYEE: I...;-] ACCEPT [] APPEAL THIS OECISION. EMPLOYEE'S SIGNATURE/DATE:
S APPEAL TO CITY DIRECTOR: City Director's Signature/Date Racy'd:
T Waiver/Time Extension Agreed Upon Thru: Emp Initial: Supv Initial:
E GRIEVANCE BOARD CONVENED: Date: / Time:
P
crrf DIRECTOR'S DECISION:
4
CITY DIRECTOR'S SIGNATURE/DATE: EMPLOYEE'S SIGNATURE/DATE RECV'D:
NOTE: ATTACH ADDITIONAL PAGES IF NECESSARY.
DISTRIBUTION LEGEND: Original: Personnel Department for Retention in Employee's Employment File
One Copy Each: Employee; Supervisor(s); Department File; Personnel Director; Grievance Board
COP/04-13-92
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT; SOP NUMBER;
Health/Fitness
AUTHORITY: REPLACES:
PAGE; of: REVISED DATE; EFFECTIVE DATE; REVIEW DATE;
PREPARE Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan I~. Rattlfr
1.0 POLICY
A: ~,DMIN.DIR\HDRF1091 .SOP
1.01
It is the policy of the City of Coppell to provide a safe work environment for all
employees. It is the responsibility of each employee to maintain the standards of
physical and mental health fitness required for performing the essential functions
of his or her position, either with or without reasonable accommodation.
1.02
The City recognizes that employees with a potentially life-threatening and/or
infectious illness or physical disabilities (including, but not limited to, cancer,
heart disease and AIDS) may wish to continue to engage in as many of their
normal pursuits as their condition allows, including their employment. As long
as these employees are able to perform the essential functions of his/her job with
reasonable accommodations and medical evidence indicates that their conditions
are not a direct threat to themselves or others, supervisors should be sensitive to
the employees' conditions and ensure that they are treated consistently with other
employees.
1.03 Reasonable precautions should be taken to ensure that an employee's medical
condition does not present a direct health and/or safety threat to others.
1.04 The City of Coppell reserves the right to require an employee to submit to
medical and/or psychological evaluation based upon job performance.
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Safety
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE; EFFECTIVE DATE; REVIEW DATE:
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan 1). gsfllrr
A:ki, DMIN .DIRH-IDRF 1091 .SOP
1.0 POLICY
1.01
It is the policy of the City of Coppell to strive to conduct its operations with the
utmost regard for the safety of City employees and the public. Therefore, the
City's policies and established safety practices are to be adhered to at all times
by department directors, supervisors, crewleaders, and all employees. It is the
shared responsibility of department directors, supervisors, crewleaders, and
employees to make sure all job assignments are clearly understood and that all
safety rules are observed.
1.02
The Employee Safety and Accident Review Committee will consist of employees
recommended by their Department Directors and approved for appointment by the
Personnel Director. The Committee shall investigate each work-related accident
in an effort to identify the cause of the accident or injury, search for preventive
safety measures, and recommend ways to avoid future accidents and injuries.
The primary objective of the committee is to actively involve the City's
employees in working to eliminate unnecessary injuries and accidents through
regular inspections and safety training.
1.03 Employees are responsible for exercising care and good judgment in preventing
accidents and for observing safety rules when performing their duties.
An employee who causes or contributes to a preventable accident or who is found
to have been negligent in the observance of safety rules is subject to disciplinary
action.
2.0
3.0
4.0
5.0
6.0
7.0
KEY WORDS
2.01
2.02
2.03
Safety
Employee Safety and Accident Review Committee
Accidents
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 City of Coppell Worker's Compensation Policy
DEFINITIONS
5.01
Employee Safety and Accident Review Committee: An employee review
committee established for the purpose of investigation of injuries and accidents
in an effort to search for preventive safety measures.
RESPONSIBILITY/AUTHORITY
6.01 All City of Coppell employees, including department directors, supervisors, and
crewleaders are responsible for compliance with this policy. It is the
responsibility of the Employee Safety and Accident Review Committee to
investigate all work-related accidents and/or injuries and to recommend preventive
safety measures.
PROCEDURES
RESPONSIBILITY
ACTION
7.01 Employees shall .....
Report all accidents to his/her supervisor and
request first aid or medical attention if needed.
Report any unsafe work conditions,
equipment or practices to their supervisor as
soon as detected.
Use protective clothing and/or safety devices
and equipment provided.
Attend scheduled safety meetings and
activities.
7.03
Directors, supervisors
and crewleaders shall ...
Supervisors or department
directors shall .......
Department directors
shall .................
Personnel Department
shall ...................
Eo
Ao
Ao
Complete an Employee Report of Accident
form immediately following an accident and
submit it to their supervisor:
Use good judgment in completing assignments
in the safest possible way.
Ensure compliance with City and departmental
safety practices and procedures.
Report any unsafe working conditions to the
Personnel Department.
Promote good safety through training meetings
and departmental safety procedures.
Develop and implement safe work procedures.
Complete an Accident Investigation Report
on all accidents or injuries and forward a copy
to the Personnel Department within 24 hours
of the date and time of the accident.
Recommend employees to the Employee
Safety and Accident Review Committee to
represent their department in the commitment
to reduce accidents and injuries.
Coordinate activities of the Employee Safety
Accident Review Committee
Approve and formalize the appointment of
employees recommended by the department
director to serve on the Employee Safety and
Accident Review Committee.
8.0
Employee Safety and
Accident Review
Committee shall ..........
Ao
EXHIBITS
8.01 Employee Report of Accident
8.02 Accident Investigation Report
Investigate and review each ,work-related
accident and/or injury; provide management
with a written report of each investigation,
which shall include recommendations to lessen
future risks; promote safety throughout the
City organization and operate in accordance
with the bylaws of the Committee.
EXHIBIT 8.[11
EMPLOYEE'S REPORT OF ACCIDENT
DATE/TIME OF ACCIDENT OR INjL~Y
DEPARTMENT
LOCATION OF ACCIDENT OR INJURY
DESCRIBEHOW ACCIDENT/INJURY OCCURRED
NAME OF INJURED PERSON(S)
DESCRIBE INJURY
WITNESSES:
YOUR COMMENTS
DATE COMPLETED
Signature of Employee
EXHIBIT 8.02
Company
ACCIDENT INVES~GATION REPORT
Division
Location
Injured Person
Dept.
Length of Employment
Type of injury
Date
Day Time
Performing regular job?
Nature of injury
Part of body injured
Description of accident
Cause(s) of accident
Corrective actions(s) needed
When completed
Witness(es)
Signature
By whom?
Date
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
J City Property/Equipment Use
AUTHORITY: REPLACES: Assignment & i/se of City Vehicles
Policy (7/7/89)
PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan D. Ratliff
1.0 POLICY
1.01
1.02
A:~ADM~N.DIR~IDRF1091 .SOP
It is the policy of the City of Coppell to attempt to provide each employee with
adequate tools, equipment, vehicles and facilities for the City job being
performed, and the City requires all employees to observe safe work practices and
lawful and courteous operation of vehicles and equipment.
No personal use of any City property, materials, supplies, tools, equipment or
vehicles is permitted without prior written approval by City Manager and/or
written employment agreement.
2.0 KEY WORDS
2.01 City Property
2.02 Equipment
2.03 Materials
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 N/A
DEFINITIONS
5.01 Employment Agreement:
employment.
3.0
4.0
5.0
An agreed upon set of terms as condition of
6.0
5.02 ¢ity-0wned Vehicle: Any vehicle owned, leased, rented or otherwise under the
custody or control of the City.
5.03 Take-Home Vehicle: A City-owned vehicle taken from the Ci~ premises after
normal working hours to remain in home storage overnight.
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of each Department Director to ensure compliance with the
standard operating procedures.
6.02
A City vehicle is to be assigned to a position or employee when it would be more
economical than payment of a car allowance or mileage reimbursement and will
not detract from the duties required.
6.03
To be eligible for assignment of a take-home vehicle, an employee must be
subject to emergency call back during off duty hours to locations other than the
employee's normal work station.
No personal use of a take-home vehicle is permitted except to commute to and
from home or work. A City vehicle is not to be used for personal business such
as going to the bank, grocery store, etc. without prior written approval of the
City Manager.
6.05 No alcoholic beverages are allowed in City vehicles.
6.06 No passengers may be transported in take-home vehicles except as required by
official duties.
6.07
In order to ensure and allow immediate or emergency response at all times, the
Police Chief, Fire Chief, Director of Public Works, Director of Emergency
Management and City Manager shall have use of their vehicles at all times that
these vehicles are within an area which allows a response within 45 minutes to
their respective work stations.
6.08
If deemed appropriate and is in the best interest of the City, and recommended
by the City Manager, and if approved by the City Council, use of a City owned
vehicle may be included within a written contract of employment and may be
exempt from this policy and procedure or certain conditions of this policy or
procedure.
6.09 The City's vehicles are classified as "exempt" and "non-exempff as prescribed
by law.
6.10
6.11
6.12
6.13
6.14
6.15
The employee to whom a "non-exempff vehicle is assigned for take-home will
incur a Federal Income Tax liability for the fringe benefit of commuting to and
from work in a City vehicle. Most pickups, vans and automobiles are classified
as "non-exempt" vehicles.
Exempt Vehicles include:
Clearly marked police and fire vehicles
Delivery trucks with seating only for the driver
Flat bed trucks
Cargo vehicles with a gross vehicle weight over 14,000 pounds
Passenger buses with a seating capacity of at least 20 passengers
Ambulances or hearses
Bucket tracks or ~cherry pickers"
Cranes and derricks
Forklifts
Cement mixers
Dump trucks and garbage trucks
Refrigerated trucks
Tractors
Combines
School buses
Specialized utility repair trucks
Moving vans
Unmarked law enforcement vehicles operated by an officer or arson investigator
who is a full time employee authorized to carry a fn'earm, execute search
warrants and make arrests
All police and fire vehicles used by employees on call 24 hours are exempt from
the fringe benefit liability.
All vehicles except those listed above are classified as "non-exempt" and the
employee who uses a "non-exempt" vehicle for take-home will incur a Federal
Income tax liability for commuting in a City vehicle.
An automobile allowance or mileage reimbursement will be a working condition
fringe benefit when it will be more economical for the City than provision of an
automobile and will not detract from the duties required.
The recipient of an automobile allowance will be responsible for the record
keeping necessary for Federal Income Tax. Mileage reimbursement will be the
amount allowed as deductible by the Internal Revenue Service.
7.0
6.16
Supervisory personnel is responsible for ensuring all operating procedures are
updated as needed.
PROCEDURES
RESPONSIBILITY
ACTION
7.01
City Manager/Finance Director,
Department Director/or
Designee ..............................
The City Manager may
approve the assignment of a
vehicle to a specific employee
or position for City business
use and/or take-home.
The assignment of vehicle or
automobile allowance will be
determined through the
annual budget process and
must be approved by the City
Manager.
Co
Finance will include
automobile allowance with
the first payroll of a month
for that month.
Do
Monthly mileage
reimbursement requests
approved by the appropriate
Department Director, should
be turned in to Finance the
first week of a month.
Checks will be provided on
the second Friday afternoon
of the month for the previous
month.
Eo
Develop and implement
standard operating procedures
governing the use and
operation of the City's
property and equipment in
conjunction with other
policies which may be
applicable City-wide.
8.0
7.02 Supervisor ................
7.03 Employees .................
EXHIBITS
8.01 N/A
Ae
Ae
Be
Informs employees of the
policy requirements and
verifies compliance with
those requirements.
Review and be
knowledgeable of the City of
Coppell's standard operating
procedures as well as
departmental policies and
procedures, if applicable,
which outline the proper use
of City property and
equipment, and to comply
with those procedures while
performing functions assigned
while on duty.
Shall insure that a certificate
of insurance is loca~ in the
vehicle at all times.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Gifts
AUTHORITY: REPLACES: '
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; Alan 1). Ratliff
1.0 POLICY
A: ~ADMIIq. DIR\HDRF1091 .SOP
1.01
It is the policy of the City of Coppell to ensure fair and equitable treatment to
all citizens and individuals conducting business with the City. Therefore, all City
employees are prohibited from soliciting, accepting, or agreeing to accept any
gift, gratuity, benefit or anything of value from any person, firm, corporation,
partnership, or association receiving City services, currently conducting business
with or having done business with the City of Coppell which could be interpreted
as an influence on an employee's job or decision making ability.
1.02 Supervisors shall not accept gifts from employees.
1.03 Any violation of this policy may result in disciplinary action up to and including
termination.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Inclement Weather Policy
AUTHORITY: REPLACES:
PAGE; of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
PREPARED BY: Personnel ?ollcy Task }'orce APPROVED BY CITY MANAGER: Alan 1). Rafllff
1.0 POLICY
2.0
3.0
4.0
1.01
1.02
1.03
A:LttDMIIq. DIR\}IDRF1091 .SOP
It is the policy of the City of Coppell that all employees are expected to make a
sincere effort to report to work during inclement weather conditions.
If an employee determines that the driving conditions constitute a danger to life
and property, the employee must notify management of this condition and make
arrangements to report should weather conditions improve. Any time taken due
to inclement weather will be charged to the employee's accrued vacation leave
balance.
When weather conditions are such that the City Manager declares the
administrative offices officially closed due to severe weather conditions,
administrative and clerical employees will be excused for the day without penalty
or loss of pay or accrued leave. The responsibility for designating those
emergency service personnel who are required to be on the job regardless of
weather conditions will rest with the department Director and City Manager.
KEY WORDS
2.01 Inclement Weather
DEPARTMENTS AFFECTED
3.01 All City departments with
personnel.
REFERENCES
4.01 N/A
the exception of designated emergency service
5.0
6.0
7.0
8.0
DEFINITIONS
5.01 Commencement: start of
5.02 Warrant: justify
5.03 Constitute: to make up; form
5.04 Accumulated: amassed; gathered; piled up
RESPONSIBILITIES
6.01 It is the responsibility of the employee to prudently decide whether or not to
attempt to come to work in inclement weather.
6.02 It is the responsibility of the City Manager to decide when weather conditions
warrant the closing of City offices.
6.03
It is the responsibility of the City Manager and City Directors to determine which
staff members constitute emergency service personnel who need to report to work
regardless of weather conditions.
PROCEDURES
RESPONSIBILITY
ACTION
7.01
Employee ................
Advises supervisor that weather
conditions warrant employee staying
home.
7.02 Supervisor .............
Ao
Makes certain job responsibility is
covered.
7.03 City Manager ............
Ae
Decides when weather conditions
warrant closing of City Offices.
City Manager/Personnel
Manager or Designee
Advises Directors who, in turn, advise
their department personnel that City
offices have been closed due to
inclement weather conditions. Also,
local radio stations and television
stations should be so advised.
EXHIBITS
8.01 N/A
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Political Activity
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE; EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: Alan O. Ratliff
1.0 POLICY
A:~ADMIH.DIRkHDR,F1091 .SOP
1.01
It is the policy of the City of Coppell that no employee of the City shall engage
in a political campaign involving the office of Coppell City Council or become
a candidate for office on the Coppell City Council or become a candidate for
office on the governing body of any local area political subdivision which has
overlapping jurisdiction with the City of Coppell, including but not limited to,
such political subdivisions as Coppell Independent School District, Dallas County,
or Coppell Municipal Utility District.
1.02
An employee would not be considered as engaging in a political campaign if in
a private setting, he expressed support for a candidate on his own time, while not
in city uniform nor in an office or building of the city.
1.03 Any violation of this policy may result in disciplinary action up to and including
termination.
__ CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Controlled Substance And Alcohol Abuse -
AUTHORITY: REPLACES:
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~ 1). llatlitl
1.0 POLICY
2.0
A:LADMIIq. DIRkI-IDRF 1091 .SOP
1.01
It is the policy of the City of Coppell to maintain a safe and drug-free working
environment for all of its employees to protect City property, equipment, and
operations, and to fulfill its obligations to the general public.
1.02
The City of Coppell acknowledges that its success now, as well as in the future,
is dependent upon the physical and psychological well-being of its employees.
Therefore, the unlawful manufacture, distribution, dispensing, possession,
reporting for work in an unfit condition because of, or use of a drug or the
abuse(s) of alcohol which may negatively affect or alter an employee's mood,
senses, perception, responses, performance, personality, judgement, reactions, or
motor functions is prohibited while an employee is on City property or on City
business. Any violation of this policy will be subject to disciplinary action,
including possible termination.
1.03
The unlawful manufacture, distribution, possession, use, or consumption of con-
trolled substances or alcohol on the job may create serious risks for the involved
employee, fellow employees, the City, and the general public. The purpose of
this policy is to assist in the reduction of such risks.
KEY WORDS
2.01 Alcohol
2.02 Controlled Substance
3.0
4.0
5.0
2.03 Drug
2.04 Testing
DEPARTMENTS AFFECTED
3.01
This Policy applies to all employees of the City of Coppell (the "City"). This
Policy also applies to all applicants for employment with the City of Coppell. All
employees will receive a copy of this Policy.
REFERENCES
4.01
4.02
4.03
4.04
4.05
Federal Drug Free Workplace Act of 1988
Title 6, Chapters 481-485 of the Texas Health and Safety Code
Texas Workers' Compensation Commission
Texas Criminal Code
Texas Code of Criminal Procedures
DEFINITIONS
5.01
"IN UNFIT CONDITION/IMPAIRED" - The employee's behavior and/or ability
to work are affected by a drug or alcohol, or the combination of them, in any
detectable manner.
5.02
"DRUG" - Any drug or controlled substance, the manufacture, distribution,
possession, sale, or consumption of which is illegal, or a prescribed or over-the-
counter drug which is legally obtained but not being used for its intended
purpose, or a prescribed or over-the-counter substance which is legally obtained
and used for its intended purpose but the use of which causes the employee to be
impaired or in an unfit condition.
For the purpose of this policy, the definition of controlled substances shall
include, but not be limited to, all controlled substances, drugs, chemical
precursors, simulated controlled substances, volatile chemicals, abusable glues,
aerosol paints, marijuana, and alcohol as those terms are now or shall hereafter
be defined in Title 6, Chapters 481-485 of the Texas Health and Safety Code, or
any successor Code thereto. Alcohol is defined as ethyl alcohol. Alcohol, as
used herein, includes any beverage, mixture or preparation containing ethyl
alcohol.
6.0
RESPONSIBILITY/AUTHORITY
6.01 PREEMPLOYMENT
A. Hiring
The City of Coppell will not hire any applicant for employment
found to be engaging in the use or consumption of controlled
substances or the abuse of alcohol, unless such controlled
substance is prescribed for the user by a physician, and then only
if such controlled substance is being used/consumed for the
purpose intended.
B. Screening Required
All applicants selected for employment shall be required to consent
to, in writing, and pass a controlled substance screening, as a
prerequisite to employment. When requested by the testing
laboratory, applicants must provide the appropriate sample for
testing.
C. Failing controlled Substance Screen
Applicants for employment who do not consent to, in writing, and
pass the required controlled substance screening will not be hired.
Further, such applicants for employment will not be reconsidered
for employment for a period of twelve (12) months following a
failed or refused controlled substance screen.
D. Confidentiality of Results
All preemployment drug tests shall be collected and maintained on
separate forms and in separate files and be treated as a confidential
medical record and shall be accessible only by designated
personnel representative(s). The results shall be the private and
confidential property of the City and will not be shared with
anyone except the applicant or with Managers and Supervisors who
have a need to know about necessary restrictions and
accommodations on the work or duties of the employee or with
first aid or safety personnel when appropriate or as required by a
court order or to protect the interests of the City.
6.02
E. Screening Procedures
Exhibit 8.01, attached hereto, describes the City of Coppell's pre-
employment drug screening procedures.
POLICY FOR CURRENT EMPLOYEES
Ao
Fitness for Duty
Entering City property or reporting to work in an unfit condition
because of the use or consumption of controlled substances or
alcohol is strictly prohibited. Any employee acting contrary to this
probation will be subject to immediate discharge.
Bo
Prohibitions
The use, consumption, possession, purchase, distribution or sale
of controlled substances or alcohol while on City business or on
City property, except for prescribed medications, will subject the
employee to discharge.
Ce
Medication Exception
Exceptions to the use or consumption of controlled substances
while on City business or on City property may be granted if (1)
the controlled substance is prescribed as a medication for the user
by a licensed physician; (2) the medication is being used in the
manner for which it was intended; (3) the employee's ability to
function in his or her job responsibilities in unaffected by use of
the medication; and (4) the employee's supervisor is notified in
advance by the employee that the employee will be using the
medication.
Do
No Exception for On the Job. There shall be no exception to the
prohibition of being on City property or acting on City business in
an unfit condition.
Employee Assistance Program (EAP)
It is the City's desire to provide assistance to those employees who
voluntarily request assistance with a personal alcohol or drug
dependency problem(s). Coverage for the EAP will be first
considered under benefits available in the City insurance program.
Employees are responsible for acknowledging their substance abuse
problem and for seeking and accepting counseling or rehabilitation
assistance before it impairs their performance of conduct and
jeopardizes their employment. If an employee has a substance
Fo
abuse problem, the employee must first contact, or be referred to
the Personnel Department representative by the employee's
supervisor for counselling and possible referral ~or appropriate
treatment. Employees who need to enter into a substance abuse
treatment program will be allowed to enter a City-approved
program one time without endangering their jobs provided they
follow all prescribed treatment programs.
This option is not available, however, in lieu of disciplinary action
for employees who are detected abusing controlled substances or
alcohol while on City business or on City property or who report
to work in an unfit condition because of such abuse. When
possible and appropriate, employees will be referred to less
expensive out-patient treatment programs. During time off for
participation an employee may use accrued personal leave,
compensatory accrued time, or take time off without pay
authorized in accordance with the City's personnel policy on leaves
of absence. In most cases, participating employees will be
returned to their former or comparable position when treatment is
successfully completed. Some of the costs of the treatment may
be covered by the City's health insurance plan. Failure to see the
Personnel Director regarding participation before being admitted
to a drug abuse treatment program will result in a reduction of
health insurance benefits for treatment program costs. Continued
employment is contingent on the employee's participation in any
non-work time follow-up counselling or aftercare treatment
programs.
Return to Duty Testing
(1)
An employee who participates or who voluntarily seeks
treatment for alcohol or controlled substance abuse will not
be allowed to return to employment until the employee
provides proof of attendance in and completion of an
approved rehabilitation program and until the employee
passes a controlled substance or alcohol abuse test,
whichever is appropriate, as otherwise described in this
policy.
(2)
An employee who is subject to return to duty testing may
return to employment on condition that the employee
consent to and be subject to periodic unannounced
controlled substance or alcohol screenings for twenty-four
(24) months thereafter. A positive test, admission or
Ge
II.
detection of current alcohol or illegal drug use of
dependency, refusal to consent to a test, or non-
participation in aftercare programs will result in immediate
discharge.
Testing of Employees
Current employees are subject to being tested for controlled
substance or alcohol use under the following circumstances and
with the prior approval of the employee's director or his designee
and the City of Coppell.
(1) In the event of an accident on the job or on City property.
(2)
When the involved employee's behavior or work
performance gives reasonable cause or suspicion to believe
the employee is affected by the use or ingestion of
controlled substances or alcohol.
Consequences of Failing Test
Current employees who fail a controlled substance and alcohol
screen required in accordance with this Policy shall be subject to
disciplinary action, up to and including discharge. The results of
the drug test will be considered a confidential record.
Consent
At no time will an applicant or an employee of the City be
subjected to a drug test without written consent of the applicant or
employee. IIowever, refusal by an applicant for employment or
an employee to cooperate with the City physician or medical
facility in taking the drug test or to give his or her written consent
to the drug test will result in the same consequences as a failure of
the drug test. The results of the drug test will be considered a
confidential record.
Searches
When reasonable cause exists, the City of Coppell reserves the
right to conduct unannounced searches for unauthorized substances
anywhere on City property, including, but not limited to, lockers,
desks, file cabinets and employees' personal vehicles parked on
City parking lots. Personal searches shall be authorized and
6.03
conducted under the direction of the City Manager or his designee.
Employees who refuse to cooperate during such unannounced
searches shall be subject to disciplinary action, up to and including
discharge. Body searches of employees shall not be conducted by
any City personnel other than by law enforcement officers in the
performance of their official duties.
K. Off-Duty conduct
(1)
The City of Coppell reserves the right to take disciplinary
action, up to and including discharge, in the event an
employee's off-duty involvement with controlled substances
or alcohol is damaging to the City's reputation or business
and/or is inconsistent with the employee's job duties or
when such off-duty conduct results in impairment of the
employee's job performance.
(2)
Any employee convicted of or pleading guilty to a criminal
drug statute violation shall notify his or her supervisor in
writing no later than five (5) days following such
occurrence. For purpose of this policy, a plea of nolo
contendere shall be considered a plea of guilty.
(3)
Any employee convicted of or pleading guilty to a criminal
drug statute violation shall be subject to timely disciplinary
action, including discharge.
DRUG AWARENESS PROGRAM
There is hereby established a Drug Awareness Program for all
City employees of the City of Coppell.
B. The City Personnel Director shall be responsible for:
(1) collecting data regarding controlled substance and alcohol
abuse;
(2) presenting educational materials and seminars to City
employees regarding controlled substance and alcohol
abuse;
(3) undertaking other tasks at the direction of the City Manager
to increase employee drug awareness.
7.0
7.02
7.03
8.0
PROCEDURES
7.01
City Personnel Department ...
The City Personnel Department or
other authorized l~rsonnel shall
coordinate the implementation of this
Policy. Additionally, authorized
personnel shall report the conviction
of an employee for any criminal drug
offense occurring within the
workplace within ten (10) days of
learning of such conviction to the
agency or agencies with whom the
City has such obligation.
Will provide on limited or neutral
references of prospective, post, or
present employment of an applicant
or employee. No drug or alcohol
test results shall be given in
reference inquiries.
Manager and Supervisors ......
It is the responsibility of all
managers and supervisors to act in
accordance with and to enforce this
Policy.
Employees
EXHIBITS
It is the responsibility of all City of
Coppell employees to conduct
themselves in a manner consistent
with the letter and spirit of this
policy.
8.01
8.02
Controlled Substance Screening Procedures
Informed Consent And Release or Liability Medical Authorization Form, Consent
Form for Substance Testing
Exhibit 8.01
ExhibR 8.01
CONTROLLED SUBSTANCE SCREENING PROCEDURES
Step 1
The appropriate Personnel Department representative will advise
all applicants of the City's employment controlled substance testing
procedures during the interview process.
Step 2
A clinic will be selected to conduct the examination.
Personnel Department will make the clinic selection.
The
Step 3
The patient will present identification containing a photograph and
will complete and sign the INFORMED CONSENT AND
RELEASE OF LIABILITY MEDICAL AUTHORIZATION
FORM, CONSENT FORM FOR SUBSTANCE TESTING.
Do
Step 4
The clinic will perform the collection of a patient's urine sample
for controlled substance analysis. The following procedures will
be observed in the administration of the screening test:
THE PATIENT WILL:
o
Provide the clinic a urine specimen to be tested.
Initial each specimen collection bottle or other similar
documentation to accompany the specimen.
Along with clinic nurse, initiate "chain of custody" by
signing and dating the Chain of Custody Form. One (1)
specimen will be placed with original copy of Test
Requisition Form in tamper proof chain of custody pouch
for forwarding to the City of Coppell's authorized
laboratory for analysis.
THE CLINIC WILL:
Release the patient's specimen to the courier to deliver directly to the
authorized testing laboratory.
Page 2
THE PERSONNEL DEPARTMENT WILL:
Obtain the patient's screening results from the clinic.
Resolve concerns regarding the medical results of a positive
test by:
ao
Phoning the examining clinic if medical questions,
disagreement or uncertainty continues.
Initiating any additional required testing of the
patient's specimen.
For job applicants, advise the applicant and appropriate
City of Coppell supervisors whether the applicant did or
did not meet the City's pre-employment physical
requirements.
THE SPECIMEN TESTING LABORATORY WILL:
1. Complete controlled substance screening of specimen.
The initial test will be the Enzyme Multiplied Immunoassay
Technique (EMIT). Should this test be positive, the
laboratory will use the Gas Chromatography/Mass
Spectrometry (GC/MS) for confirmation.
Substances which will be tested for will include:
Amphetamines
Barbiturates
Benzodiazephines
Cannabinoids
Cocaine and Metabolites
Methadone
Opiates
Phencyclidine
Propoxyphene
Alcohol (when requested)
Telephone the appropriate Personnel Department
representative within forty-eight (48) hours after receipt of
the patient's specimen with testing results and written
confirmation to follow within forty-eight (48) hours.
Page 3
Eo
Lab will retain any confirmed positive test samples for a
period of one (1) year. .
Step 5: Applicant Notification of Rejection
Employment will be denied when test results are positive. The
applicant will be informed by the appropriate Personnel
Department representative that his or her pre-employment
screening indicates that he or she does not meet City employment
requirements. If applicant requests further explanation, he/she will
be advised that the urine specimen tested positive. The applicant
will be eligible to resubmit an employment application after twelve
(12) months from the date of rejection.
Step 6: Confidentiality With Respect to Tests
For job applicants, all test results will initially be restricted to the
designated Personnel Department representative. The test results
will be secured in the City Personnel Department. Otherwise, the
results of any screening test, whether negative or positive, for
applicants or current employees, will not be discussed with any
other City employees, except on a ~need-to-know~ basis. Unless
legally required, no other individuals will be advised of test
results.
Exhibit 8.02
INFORMED CONSENT AND
RELEASE OF LIABILITY MEDICAL AUTHORIZATION FORM
CONSENT FORM FOR SUBSTANCE TESTING
I hereby give my consent to a physical examination, including but not limited to the
collection of a blood, urine, or breath sample to be submitted for an alcohol, drug, and
screening test. Further, I hereby consent to the release of the test results to those City officials
who make employment decisions for the City. I understand that any positive result from such
test, like any other pre-employment investigation, which indicates my inability to satisfactorily
perform the job for which I am applying or am currently employed may preclude my receiving
or continuing employment, and that if I am applying for employment, the City shall be under
no obligation to disclose to me the results of the test, or provide any reason for my not being
employed. I release, relinquish, and remise the City of Coppell, its employees, agents, and
representatives, from any and all causes of action or liability which I may have or which arises
out of or a result of the examinations herein authorized. Furthermore, I understand that my
failure to execute this voluntary consent will, if I am currently employed, result in my discharge.
Applicant/Employee Signature
Date
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
Valid Driver's License
AUTHORITY: REPLACES:
.PAGE: of: REVISED DATE: EFFECTIVE DATE: REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER:
1.0 POLICY
2.0
3.0
4.0
A: k~,DMIN .DIR'~HDRF 1091 .SOP
1.01
It is the policy of the City of Coppell that any employee who operates a City
vehicle in the course of his/her employment shall maintain a valid Texas driver's
license and a good driving record.
1.02
Driving records shall be checked prior to employment and periodically throughout
the course of employment. More than three (3) moving traffic violations in a
twelve (12) month period shall be considered excessive and may result in failure
to hire in the case of prospective employees and disciplinary action up to and
including termination for active employees.
1.03
When a special classification of driver's license is required to operate City
equipment, it is the responsibility of the employee to maintain the required
license.
KEY WORDS
2.01 Driver's License
2.02 Driving Records
2.03 City Vehicles
DEPARTMENTS AFFECTED
3.01 All City Departments
REFERENCES
4.01 N/A
5.0
6.0
7.0
DEFINITIONS
5.01 Valid State of Texas Driver's License - A current license issued.by the State of
Texas authorizing the holder of the license to operate a motor vehicle.
5.02 Driving Record - A record of an individual's driving experience kept on file by
the State, reflecting traffic citations issued to that person.
5.03 Classification of Driver's License - A special type of license issued by the State
required by the state to operate certain types of motor equipment.
Moving Violation - Any act committed in connection with the operation of a
motor vehicle on a public street or highway which constitutes a hazard to traffic
and is prohibited by State law or City ordinance. (Does not include violations
exempt by statue).
RESPONSIBILITY/AUTHORITY
6.01
It is the responsibility of each employee required to operate a motor vehicle to
keep his/her driver's license current and to maintain a good driving record. It is
the responsibility of the Personnel Department to check driving records of
prospective employees required to operate City vehicles in the course of his/her
job and to periodically review the driving records of active employees required
to operate City vehicles. It is the responsibility of the department director to
ensure compliance with this policy.
PROCEDURE
7.01 Employees shall ..............
Maintain valid state of Texas
driver's license.
Bo
Maintain a good driving
record of no more than three
(3) moving traffic violations
in a twelve month period.
Inform supervisor and/or
department director of any
problem in the status of
his/her license or driving
record.
Do
Maintain any special license
classification required.
8.0
7.02 Personnel Department shall ...
7.03 Supervisors shall ...
7.04 Department directors shall
EXHIBITS
8.01 N/A
Co
Order driving records for any
prospective employees and
provide result4 to appropriate
department director.
Periodically order and review
driving records of those
active employees who operate
City vehicles.
Alert department directors to
any problems regarding
dirving records and/or
licenses.
Relay any concerns or
knowledge of problems with
driving records or licensing
to the department director.
Ensure compliance with this
policy.
- CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER;
General Office Procedure
AUTHORITY; REPLACES: '
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER: ~aan D. Rat~ff
1.0 POLICY
A: E~,DMIN.DIRkHDRF1091 .SOP
1.01 It is the policy of the City of Coppell to establish general office procedure in an
effort to maintain office efficiency and employee productivity.
1.02
All employees are provided a lunch period of one (1) hour or less. The
scheduling and length of employee lunch periods will be determined by the
Department Director to facilitate serving the public and permitting efficient
departmental operations. Employees are required to take lunch periods away
from his/her designated work station.
1.03 Employees may take two (2) fifteen (15) minute rest periods each work day.
Such rest periods shall be considered a privilege and not a right.
Employee use of the City telephones is for conducting necessary City business.
Long distance calls in any department may be made only by personnel authorized
by the respective department director and may be made primarily for official City
business. Excessive local personal telephone calls by an employee are not
permitted and may be cause for a reprimand if this privilege is abused.
1.05
Employees are to be punctual in maintaining scheduled working hours, keeping
appointments, and meeting scheduled deadlines for completion of work. Each
department may establish and maintain criteria and standards relating to
timeliness.
1.06 In order to avoid adding to the increasing volume of mail, employees should not
use the Company's address in receiving personal mail.
1.07
Company stationery should not be used for personal correspondence because any
communication sent out on Company stationery might be considered an official
communication.
2.0
3.0
4.0
5.0
6.0
7.0
8.0
KEY WORDS
2.01 Office Procedure
2.02 Lunch Period
2.03 Rest Period
2.04 Timeliness
2.05 Mail
AFFECTED DEPARTMENTS
3.01 All City Departments.
REFERENCE
4.01 N/A
DEFINITIONS
5.01 N/A
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of each Department Director to establish and maintain
criteria and standards for relating to general office procedure.
PROCEDURE
RESPONSIBILITY
7.01 Department Director .....
EXHIBIT
8.01 N/A
ACTION
Shall establish and
maintain criteria and
standards for general
office procedure.
CITY OF COPPELL STANDARD OPERATING PROCEDURES
SUBJECT: SOP NUMBER:
Conflict of Interest
AUTHORITY: REPLACES;
PAGE: of: REVISED DATE: EFFECTIVE DATE; REVIEW DATE;
PREPARED BY: Personnel Policy Task Force APPROVED BY CITY MANAGER; ~ I). Ratliff
1.0 POLICY
2.0
3.0
A: LM)MIN.D1R\}IDRP1091 .SOP
1.01
It is the policy of the City of Coppell that no officer or employee of the City shall
have financial interest direct or indirect in a contract with the City nor shall be
financially interested, directly or indirectly, in the sale to the City on any land,
materials, supplies or service, except on behalf of the City as an officer or
employee. Any willful violation shall constitute malfeasance in office and any
officer or employee found guilty thereof shall be subject to removal from his
office or position.
1.02
An employee of the City shall not accept other employment or engage in outside
activities incompatible with the proper discharge of his/her duties and
responsibilities with the City or which might impair his independent judgement
in the performance of his duty to the City (See Outside Employment policy).
1.03
An employee of the City shall not provide services for compensation, directly or
indirectly, to a person or organization who is requesting an approval,
investigation, or determination from the City.
KEY WORDS
2.01 Conflict of Interest
2.02 Employment
2.03 Contract
DEPARTMENTS AFFECTED
3.01 All City Departments.
4.0
5.0
6.0
7.0
8.0
REFERENCE
4.01 City of Coppell Home Rule Charter Sections 11.05 and 11.06..
DEFINITIONS
5.01 Conflict of Interest - A conflict between a public official or employee's public
obligations and his/her private interests.
5.02 Malfeasance - Misconduct by a public official or employee.
RESPONSIBILITY/AUTHORITY
6.01 It is the responsibility of all City employees to govern themselves in his/her
official capacity in accordance with all City policies and procedures as well as
applicable state and federal laws.
PROCEDURE
7.01 N/A
EXHIBITS
8.01 N/A