HomeMy WebLinkAbout11-547
DECEMBER 13, 2011 11-547 RESOLUTION
(CARRIED___6-1_____LOST________LAID OVER________WITHDRAWN________)
PURPOSE: APPROVE EMPLOYEE HANDBOOK UPDATES
INITIATED BY: HUMAN RESOURCES DEPARTMENT
BE IT RESOLVED by the Common Council of the City of Oshkosh that this
Employee Handbook supersedes all previous employee manuals, handbooks, and
policies.
BE IT FURTHER RESOLVED by the Common Council of the City of Oshkosh that
the Employee Handbook for City of Oshkosh employees (on file in the City Clerk’s Office or
available online at www.ci.oshkosh.wi.us) is approved and the City officials are authorized
to execute and deliver the Handbook in substantially the same form as on file in the City
Clerk’s Office, any changes in the execution copy being deemed approved by their
respective signatures, and said City officials are authorized and directed to take those
steps necessary to implement the terms and conditions of the Handbook.
CITY HALL
215 Church Avenue
P.O.Box 1130
Oshkosh,54903-1130 City of Oshkosh
OIHKO/H
Memorandum
Date: December 8, 2011
To: Mark Rohloff, City Manager
From: John Fitzpatrick, Assistant City Manager/Director of Administrative Services ./
Re: Employee Handbook Update
I am pleased to report that we have finished the employee handbook modification project that
we have been working on.
As you know, this has been an effort to modify the policies and procedures related to employee
activities and related policies as a result of the implementation of Acts 10&32. In brief, actions
necessary to regulate some of the labor relations activity that was contained in our collective
bargaining agreements can no longer be present in those documents or discussed at the
collective bargaining table. Our modifications to the employee handbook consider this and
incorporate those elements into the handbook as well as modify existing portions to reflect
organizational changes.
In addition to revisions previously made to clarify our business practices and grievance process,
the majority of our time with this update was focused on a variety of items including call in
procedures, holiday work, safety, social media use and overtime.
It is our intent to continue to update these and our other policies on a more regular basis in the
future so as to keep our employees better informed of the information they need to operate
efficiently and effectively here with the City of Oshkosh.
Please ask the Council Members to bring copies of the handbook to the meeting or let me know
if they need another copy prior to the meeting. Please also let me know if you or any of the
Council Members have any questions and thank you for your support and assistance
throughout this process.
sib
0 1 2 1
ON THE WATM
EMPLOYEE HANDBOOK
Prepared by
The City of Oshkosh Human Resources Division
City Hall, Room 401
215 Church Avenue
P.O. Box 1130
Oshkosh, WI 54903 -1130
Phone: 920 - 236 -5110
Revised:
November 2011
TABLE OF CONTENTS
100
- Introduction ........................................................................................ ..............................8
101
-Personnel Policy ................................................................................. ..............................8
102
- Inclusions/Exclusions .................................................................... ...............................
8 -9
103
- Equal Employment Opportunity ......................................................... ..............................9
104
- Affirmative Action ...................................................................... ...............................
9 -10
1 Purpose ....................................................................................... ..............................9
2. Affirmative Action Officer ........................................................ ..............................9
3 Internal Analysis ........................................................................ ..............................9
4. Affirmative Action Goals ................................................. ...............................
9 -10
5 Grievance Policy .........................................._...._....................... .............................10
6 Legal Action .............................................................................. .............................10
105
- Harassment Policy ..........................................................._...... ...............................
11 -15
1 Harassment Defined ........... ........ ......................................... .............................11
2. Prohibition of the Possession or Display of Harassing Materials ....................
11 -12
3. Responsibilities .................. ................ .............................. .........................
12 -13
4 Investigation ......................................... .............................. .. .............................13
5 Report ............................... ..................:............ .............
13 -14
6. Monitoring Compliance ............................... .....................14
7 Discipline ...................... ............. ............................................ .............................14
8. Confidentiality ................... ............................................... ..........................14
-15
9. Other Available Procedures ..................i ............................... .............................15
106
- Employee - Management Relations ............. ................. ....................................................
15
107
- Organization and Administration ........ ...................... `.......... ...............................
15 -17
1. Responsibility and Authority ....... .................................... ...............................
15 -17
108
- Job Classification ... ...... .. ...... .. ............... .................................. ...............................
17 -18
1. Authorized Position Count.' ................................................... .............................17
2 Administration .................. .................................................... .............................17
3 New Positions .............. ..... .................................................... .............................17
4. Abolition of Positions..... .......................................................................................
17
5 Reclassification .._. ............. .................................................... .............................17
6. Department Reorganization ..................................................... .............................17
7 Position Description .................................................................. .............................18
8. Review of Classification Plan ................................................... .............................18
109
- Salary Administration.' ............................................................... ...............................
18 -23
1 Pay Plan ........ ........................................................................... .............................18
2. Responsibility and Administration ........................................... .............................18
3 Linkage ..................................................................................... .............................18
4 Pay System ................................................................................ .............................18
5 Deductions ................................................................................ .............................18
6 New Employees ................................................................ ...............................
18 -19
7 Salary Adjustment ............................................................. ...............................
19 -23
8. Exceptions to the Pay Plan ........................................................ .............................23
110
- Recruitment and Selection ......................................................... ...............................
23 -28
1 Policy ........................................................................................ .............................23
2 Relatives ................................................................................. ..........................23
-24
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3 Recruitment ............................................................................ ..........................24
-26
4 Selection .................................................................................... .............................26
5. Certification and Appointment ......................................... ...............................
26 -27
6 Eligibility .................................................................................. .............................27
7. Full -Time, Part-Time, and Seasonal Employment ................... .............................27
8. Limited Term Appointments/Emergency Appointments .. ...............................
27 -28
9 Introductory Period ................................................................... .............................28
10 Evaluation ................................................................................. .............................28
111
- Scheduled Hours, OT, and Compensatory Time, and Extra Pay .............................
28 -30
1 Purpose .................................................................................... .............................28
2 Attendance .............................................................................. .............................28
3 Job Abandonment ................................. . .............. .. ...............................................
28
4 Scheduled Hours ..... ..............................` ................................ .............................29
5. Lunch Periods, Breaks ....... ....... .............................. .....,........ .............................29
6 Overtime ............................ ................... ..........................__.., .........................
29 -30
7 Call In .. ............................... ................ .............................. .. .............................30
8. Shift Differentials .......................................... ................................ .:,......................30
9 Holiday Pay ................................................... ................................. ., .....................30
112
- Employment Continuance, Layoff, Recall from Layoff ............ ...............................
30 -31
1 Purpose .............................. ...........................:....................... .............................30
2. Employment Continuance.'. ....... .........................._................ .............................30
3 Layoff ............ !.........................................................................................................
31
4. Recall From Layoff ............ ..... ..............................' ............. .............................31
113
- Grievance.....' . . ............................. ......_................................... ...............................
31 -37
1 Policy ..' .................. ......... ............................................ ...............................
31 -32
2 Administration ......_ .........................:._..................................... .............................32
3 Definition ...... ......... ......... .............._............................. ...............................
32 -33
4. Grievance Procedure_ ......... ............................................ ...............................
34 -36
5 Representation ........ ......... .................................................... .............................36
6 Time ...................................................................................... .............................36
7 Legal Action ..................... ..................................................... .............................37
8 Exclusive Remedy .................................................................... .............................37
114
- Records and Transactions Management .................................... ...............................
37 -38
1 Purpose' .................................................................................... .............................37
2. Responsibility & Authority ............................................... ...............................
37 -38
3 Security of Records ................................................................... .............................38
4 Public Inspection ....................................................................... .............................38
5 Destruction of Records ............................................................. .............................38
6 Reports ...................................................................................... .............................38
115
- Training and Development ........................................................ ...............................
38 -40
1 Purpose ...................................................................................... .............................38
2. Director of Administrative Services ......................................... .............................39
3 Department Head ...................................................................... .............................39
4 In Service Training ................................................................... .............................39
5 Credentials ................................................................................ .............................39
6. New Employee Orientation ............................................... ...............................
39 -40
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116
- Exit Interviews ................................................................................... .............................40
1 Purpose ...................................................................................... .............................40
2 Exit Interviews .......................................................................... .............................40
3. Return of City Equipment ......................................................... .............................40
200
- Fringe Benefits .......................................................................... ...............................
40 -50
201
- Credit Union ...................................................................................... .............................40
202
- Deferred Compensation ..................................................................... .............................41
203
- Direct Deposit .................................................................................... .............................41
204
- Employee Assistance Program ......................................................... .............................41
205
- Family and Medical Leave Act ....................................................... .............................41
1 Qualifying Events ..................................................................... .............................41
2 Eligibility .............................................................................. .............................41
206
- Funeral Leave .................................................................._.............. .............................42
207
- Health Insurance ......................... ................................................. .............................42
1. Commencement of Coverage.......' ....................................._::... .............................42
2. Termination of Coverage ............. ........ .............................. .. .............................42
208
- Holidays ....................................................... ............................... .........................
42 -43
209
- Income Continuation Insurance ................... ............................... .........
.....................43
210
- Jury Duty .. ............................... ................................................... .............................43
211
- Leave of Absence ...................... ........................................ ...............................
43 -44
1. Unauthorized Absence.......' ........ .......................................... .............................44
2 Training Leave .................. ...................................._........... .............................44
212
- Life Insurance ........:.................... ................! ..................` ............. .............................45
1 Enrollment ........................ ................................................ .............................44
2 Payment ..... ................ ................... '............................................ .............................44
3 Age 65 ............................ .................................................... .............................45
213
- Military Service ...... ...................... ................_............................... ..........................45
-46
1 Active Duty ...................... .................................................... .............................45
2. Military Reserve Leave ...... .................................................... .............................46
214
- Retirement ............' ..................:........................................................ .............................46
215
- Section 125- Flexible Benefits Plan ........................................... ...............................
46 -47
216
- Separation Pay ............................................................................... .............................47
217
- Sick Leave ................._.............................................................. ...............................
47 -48
1 Accumulation....._. .................................................................... .............................47
2 Reporting.......'....' ....................................................................... .............................47
3 Employee ...... ........................................................................... .............................47
4 Spouse / Dependent ..................................................................... .............................47
5 Doctor Certification .................................................................. .............................47
6 Unused Accumulation ............................................................... .............................47
7. Overtime Eligibility .................................................................. .............................48
218
- Social Security ................................................................................... .............................48
219
- Unemployment Compensation .......................................................... .............................48
220
- Uniform and Safety Required Footwear Allowance ......................... .............................48
221
- Vacation ............................................................................................. .............................49
1 New Hires ................................................................................. .............................48
2 FLSA Exempt ........................................................................... .............................49
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3 . Earned/Used .............................................................................. .............................49
4 Accumulation ............................................................................ .............................49
5 Separation ................................................................................. .............................49
6 Recognized Holiday .................................................................. .............................49
7 Approval ................................................................................... .............................49
222
- Voting ................................................................................................ .............................49
223
- Worker's Compensation ..................................................................... .............................50
1 Reporting ................................................................................... .............................50
2 Payments .................................................................................. .............................50
3 Sick Leave ........................................................._....................... .............................50
4 Updates ..................................................................................... .............................50
224
- Tool Replacement .......................................................................... .............................50
300
- Customer Service ............................................................._...... ...............................
50 -51
1. Purpose and General Policy .................................................. .............................50
2. Administration of Customer Service ................................ .....................................
50
3. Teamwork in Customer Service...' ........ .............................. .. .............................50
4. Improving Customer Service .............. ............................... .. .............................51
5. Public Trust ........... ..............................i .......... .. ................ ...........
...................51
301
- Public Service Mission .... .. ...... . ...........................
... ...............................
.....................51
302
- Dress and Personal Appearance . ................................................. .............................51
303
- Use of Telephone / Cell Phones_ ........ .......................................... .............................51
304
- Employee Identification Cards ... ........................................ ...............................
51 -52
1. Responsibility and Authority ................i ..................`............. .............................51
2. Identification Cards Information. ...........................................................................
52
3 Requirements for Wear ...... ........'............................................ .............................52
4. New Employee Identification Card Process ............................. .............................52
5 Replacement
and Use......... .................................................... .............................52
305- Information Technology ............. ............................................ ...............................
53 -61
1 Purpose .......... .................. .................................................... .............................53
2 Involved Persons ...................................................................... .............................53
3 Involved Systems .............. .................................................... .............................53
4. Privacy and Personal Use .................................................. ...............................
53 -54
5 E -Mail System .................................................................. ...............................
54 -55
6. Configuration Control ....................................................... ...............................
55 -56
7 Software Copying ..................................................................... .............................56
8. System Access Control ..................................................... ...............................
56 -57
9. Managing System Privileges ............................................. ...............................
57 -58
10. Viruses, Worms, and Trojans ............................................ ...............................
58 -59
11 Contingency Planning ............................................................... .............................59
12. Internet Connections ......................................................... ...............................
59 -60
13 Violations .................................................................................. .............................60
306
- Inclement Weather ..................................................................... ...............................
60 -61
306
- Safety Policy ............................................................................ ...............................
61 -101
1 Purpose ...................................................................................... .............................61
2 Principles ................................................................................ ..........................61
-62
3 Introduction ............................................................................. ...............................
62
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4 Safety Committee .............................................................. ...............................
62 -64
5. Responsibility for Safety ................................................... ...............................
64 -66
6 First Aid ............................................................................ ...............................
66 -67
7 Housekeeping ......................................................................... ..........................67
-69
8. Fire Prevention and Protection .......................................... ...............................
69 -70
9. Material Handling ............................................................. ...............................
70 -71
10 Hand Trucks .............................................................................. .............................71
11 Forklifts ..................................................................................... .............................71
12 Hoisting Equipment ................................................................. .............................72
13 Piling Materials ....................................................................... .............................72
14. Protective Clothing and Equipment ................................ ...............................
72 -76
15 Hand Operated Tools ........................................................... .............................76
16. Power Tools and Electrical Hazards ......:........................ ...............................
76 -83
17. Construction Safety, Above Ground and Underground Work .........................
83 -91
18. Ladders & Scaffolding ....... ............... ............................... .........................
91 -92
19 Fleet Safety ........................ ................ .............................. .......................
92 -100
20. Office Safety .......... ............................... ..... _ .............
100 -101
308
- Return to Work ................ .............................. .............
.,
101 -102
1 Purpose ....................... ........ .......................... ..................101
2. Employee Responsibility ... ..........................., ...................... ............................101
3. Department Responsibility y. ....... .........................._.... ...............................
101 -102
4 Medical Provider Responsibility ................_............! ._.......... ............................102
5. Conditions for Modified Work Assignments ......................... ............................102
309
- Drug Free Workplace ...... ......... ................... .............................. ............................103
1 Purpose' ..................: ......... .................... ............................... ............................103
2. Drug and /or Alcohol Testing ............._..... ............................... ............................103
3. Opportunity for Assistance' .................... ............................... ............................103
4. Reporting of Drug Convictions ................ ............................... ............................103
310 - Smoking / Tobacco Use ...:......... ........................................ ...............................
103 -104
1, Smoking in Municipal Buildings & Vehicles is Prohibited ........................
103 -104
2 Prohibited Conduct ........... ..................... ............................... ............................104
3 Notification ........__ .................................... ............................... ............................104
4. Penalty and Enforcement .......................... ............................... ............................104
311
-Workplace Violence.... .........................................................................................
104 -105
312
- Weapons ...............! .......................................... ............................... ............................105
313
- Travel ..................................................................................... ...............................
105 -110
1. Hotel and Motel Expenses ........................ ............................... ............................106
2 Meals ......................................................... ............................... ............................106
3 Porterage ................................................... ............................... ............................107
4. Public Transportation ................................ ............................... ............................107
5 Air Travel .................................................. ............................... ............................107
6 City Owned Vehicles ................................ ............................... ............................107
7. Use of Privately Owned Automobiles .......................... ...............................
108 -109
8 Taxis/Limos .............................................. ............................... ............................109
9 Rental Cars ................................................ ............................... ............................109
10 Registration Fees ....................................... ............................... ............................109
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11. Non - Travel Expenses ................................ ............................... ............................109
12 Telephone .................................................. ............................... ............................109
13. Travel Expenses of Others ........................ ............................... ............................110
14. Travel Authorization ................................. ............................... ............................110
15. Traveling with Spouse .............................. ............................... ............................110
16 Cash Advance ........................................... ............................... ............................110
17 Responsibility ........................................... ............................... ............................110
18. Preparation of Travel Expense Report ...... ............................... ............................110
314
- Employment Termination ..................................................... ...............................
110 -111
1 Notification ................................................ ......._...................... ............................110
2 Property Return ........................................... .......!....................... ............................110
3 Benefits Payout ...................................... ............................... ............................111
315
- Discipline ........................................................................._.. ...............................
111 -113
1 Purpose ............................... ................... .............................. ............................111
2 Documentation ................... .................... ........................._.... ............................111
3 Weingarten Rights ............. ........'........ .............................. . ............................111
4. Loudermill Rights ............................... ............................... . ............................111
5. Grounds for Disciplinary Action ........ ............................... ....................
111 -113
316
- Conflict of Interest .......................................... ...................................................
113 -114
1 Purpose .............................. ................. ............................... ............................113
2. Conflict of Interest ............ ........ .......... ............................... ............................113
3. Political Activity ............... ................. ................... ...............................
113 -114
4 Gifts and Gratuities ............ ................. .................. ............ ............................114
5. Fund Raising Drives ......... ................. ............................... ............................114
317
- Separability ..' :........................... ........'............ ............................... ............................114
318
- Suggestions ............................. .................... ............................... ............................114
319
- Amendment ............. ...................... .................. ............................... ............................114
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100 INTRODUCTION
Welcome to your position with the City of Oshkosh. We hope you will find your work
interesting, challenging, and rewarding.
It is our hope that you will find this Handbook a helpful reference in becoming familiar with the
City policies, benefits, and procedures. Though it is not all- inclusive, we have attempted to cover
a variety of topics about which questions may frequently arise.
The policies were written with the intent
uniformity throughout the City organization.
Your Supervisor, Department Head, and the
any further questions you may have with reg
The City of Oshkosh reserves the right to mo
all of its plans, policies, or procedures, in wl
The language used in this handbook is not
constitute an employment contract between
employees. Employees of the City of Oshkoss
City Manager or his or her designee has autl
any specified period of time or to make any aE
101 PERSONNEL 'P
The following principles
1. Recruiting, selec
knowledge, skills
of increasing understanding and to help assure
luman Resources Division are available to answer
d to your employment with the City of Oshkosh.
dify, revoke, suspend, terminate, or change any or
ole or in part, at any time with or without notice.
intended to create, nor is it to be construed to
the City of Oshkosh and any one or all of its
h are employees -at -will. No person other than the
iority to make any agreement for employment for
reement contrary to the foregoing.
this
ng and ,advancing qualified' candidates on the basis of their relative
2. Establishing pay rates consistent with the principle of providing comparable pay for
comparable work.
3. Reinforcing good job performance, correcting inadequate performance, and separating
employees whose performance cannot be corrected.
4. Ensuring fair treatment of all applicants and employees in all aspects of personnel
administration in accordance with all applicable state and federal laws.
102 INCLUSIONS /EXCLUSIONS
1. This employment handbook applies to non - represented employees and to employees
covered under collective bargaining agreements when the specific agreements do not
apply to the contrary.
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2. In instances when these provisions are in conflict with Wis. Stats. Chapter 62.13
(Municipal Police and Fire Departments), or the rules adopted by the Police and Fire
Commission, those provisions shall apply.
3. This handbook shall apply to personnel administration for all employees and departments
of the City of Oshkosh now existing or hereafter established except the following:
a. Members of the Oshkosh Common Council.
b. Persons employed to make or conduct a temporary special inquiry, investigation
or examination on behalf of the City.
c. Members of committees, boards or commissions who are not City employees.
d. Students engaged in field training.
e. Work relief participants.
f Volunteer workers.
g. Independent contractors.
103 EQUAL EMPLOYMENT OPPORTUNITY
All City of Oshkosh applicants and employees will be assured equal employment opportunity in
accordance with all applicable state and federal laws.
104 AFFIRMATIVE ACTION
1. Purpose - The goals of Affirmative Action is to provide equal employment opportunity
for all qualified persons.
2. Affirmative Action Officer The Director of Administrative Services serves in the
capacity of the Affirmative Action Officer (AAO). The AAO has the responsibility and
authority for the development, implementation, and review of the City's Affirmative
Action Policy. The AAO has full access to all departmental policies and procedures, rules
and regulations, including personnel files and any other documents of information
relating to the personnel employed by the City of Oshkosh.
3. Internal Analysis — A thorough work force analysis is undertaken each year. This
comprehensive report (EE04) is on file in the Human Resources Division for any
interested parties to view.
4. Affirmative Action Goals — The City of Oshkosh, through its continued efforts to provide
Equal Employment Opportunity, will strive to attain the following goals in its
Affirmative Action efforts:
a. Continue to provide equal employment opportunities for all qualified persons as
defined by State, Federal, or local law.
9
November 2011
b. Continue to administer personnel management methods that are
nondiscriminatory and based on job - related criteria established through position
analysis.
c. Continue to update position descriptions as job duties change so that they properly
reflect the knowledge, skills and abilities required of the positions.
d. Continue to recruit, select, and retain members of protected classes in all City
operations.
e. Continue efforts to achieve a representative mix of applicants for all positions
f. Continue training of all personnel to inform them of the problems,
responsibilities, and means of eliminating harassment in the workplace.
g. Continue to identify needs for reasonable accommodation which will be met
unless such accommodation would constitute an undue hardship for the City.
h. Continue contact with minority groups, and community groups to ensure Equal
Employment Opportunity.
5. Grievance Policy — Section
policy.
outlines the grievance
6. Legal Action — Nothing in this policy shall abrogate any legal means of redress to the
courts available to all embloees.
a.
i. U.S. Equal Employment Opportunity Commission (EEOC)
310 West Wisconsin, Suite 800
Milwaukee, WI 53203
800- 669 -4000
ii. Equal Rights Division (ERD)
201 East Washington Avenue
Madison, WI 53707
608 - 266 -6860
iii. Office of Federal Contract Compliance Programs
Reuss Federal Building, Suite 1115
Milwaukee, WI 53203
414-297-3822
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105 HARASSMENT POLICY
The City of Oshkosh is committed to providing and maintaining a professional work
environment that maintains employee equality, dignity, and respect. Harassment, including
sexual harassment, and /or retaliation is strictly prohibited. Harassment increases hostility, creates
an offensive working environment, adversely affects productive working relationships, and
ultimately obstructs the City's vision of a diverse workforce, reflective of the City itself.
Employees are entitled to a work atmosphere free from harassment based upon any characteristic
protected by State, Federal or local law.
Behavior that creates a hostile work environment is a serious matter and will not be tolerated.
Employees are prohibited from engaging in any conduct that could be construed as harassment,
as defined by this policy.
1. Harassment Defined
a. According to the (EEOC), it is unlawful to harass a person (an applicant or
employee) because of that person's sex. Harassment can include "sexual
harassment" or unwelcome sexual advances, requests for sexual favors, and other
verbal or physical harassment of a sexual nature. Harassment does not have to be of
a sexual nature however and can include offensive remarks about a person's sex. For
example, it is illegal to harass a woman by making offensive comments about
women in general. Both victim and the harasser can be either a woman or a man,
and the victim and harasser can be the same sex. Although the law doesn't prohibit
simple teasing, offhand comments, or isolated incidents, harassment is illegal when
it is so frequent or severe that it creates a hostile or offensive work environment or
when it results in an adverse employment decision (such as the victim being fired or
demoted). The harasser can be the victim's supervisor, a supervisor in another area,
a co- worker, or someone who is not an employee of the employer, such as a client or
customer.
b. According to the (ERD), harassment becomes illegal when an employer, supervisor
or co- worker harasses a person because of their race, color, creed, ancestry, national
origin, age (40 and ``up), disability, sex, arrest or conviction record, marital status,
sexual orientation or membership in the military reserve. Harassment may include
verbal abuse, epithets, and vulgar or derogatory language, display of offensive
cartoons or materials, mimicry, lewd or offensive gestures and telling of jokes
offensive to the above protected class members. The behavior must be more than
isolated incidents or casual comments, it involves a pattern of abusive and degrading
conduct directed against a protected class member that is sufficient to interfere with
their work or create an offensive and hostile work environment.
2. Prohibition of the Possession or Display of Harassing Materials - Employees are
prohibited from possessing, displaying, disseminating, distributing, trading or sharing of
any materials, regardless of format; (e.g., electronic, paper, film, video, animated) that
constitute harassment on the basis of any characteristic protected by State, Federal or
local law. This prohibition extends to all materials which are pornographic and /or
11
November 2011
demeaning. This includes, but is not limited to, nude, semi -nude or scantily clad images,
or images of people simulating acts or exhibit expressions which are intimate, sexual,
demeaning or provocative.
3. Responsibilities
a. Employees - If employees believe that they have been subject to harassment or
any unwelcome sexual attention, they should:
Make their unease and /or disapproval ,directly and immediately known to
the harasser;
ii. Make a written record of the date, time, and nature of the incident(s) and
the names of any witnesses; and
iii. Report the incident to the City of Oshkosh EEO Officer, a human resource
representative, or a supervisor.
b. Supervisors - Supervisors must deal expeditiously and fairly with allegations of
harassment whether or not there has been a written or formal complaint.
Supervisors who knowingly allow or tolerate harassment are in violation of this
policy. Supervisors must:
i. Act promptly to investigate harassment or inappropriate sexually oriented
conduct;
ii. Ensure that harassment or inappropriate sexually oriented conduct is
reported to the City of Oshkosh EEO Officer or his /her designee;
iii. Take corrective action to prevent prohibited conduct from reoccurring.
In many cases, ,a supervisor's warning to an alleged harasser, combined with
appropriate follow -up supervision and monitoring of the employee's behavior
may be sufficient to prevent or stop harassment.
c. EEO Officer (the Director of Administrative Services) or his /her designee - The
EEO Officer must:
Ensure that both the individual filing the complaint (hereafter referred to
as the complainant) and the accused individual (hereafter referred to as the
respondent) are aware of the seriousness of a harassment complaint;
ii. Explain the City of Oshkosh harassment policy and investigation
procedures to the complainant and the respondent;
iii. Explore means of resolving harassment complaints;
12
November 2011
iv. Refer the complainant and /or the respondent to the City of Oshkosh
Employee Assistance Program (EAP) for counseling and referral services,
if appropriate;
V. Notify the police if criminal activities are alleged; and
vi. Arrange for an investigation of the alleged harassment and the preparation
of a written report to be submitted to a decision - making panel (see Section
5).
4. Investi ag tion - An investigation into an alleged violation of this policy can be initiated by
complaint with the City of Oshkosh EEO Officer or a human resource representative.
Complaints should be filed as soon as possible after an incident of alleged harassment.
The EEO Officer assists the complainant in completing a harassment complaint. To
ensure the prompt and thorough investigation of a harassment complaint, the complainant
should provide as much of the following information as is possible:
a. The name, department, and position of the person or persons allegedly causing the
harassment;
b. A description of the
presence
c. The alle
d. The names
similar haras,
e. The steps the
y witnesses;
effect of the i''
otional opportw
other employ(
vent;
;omalainant has
date(s), location(s), and the
) on the complainant's position, salary,
other terms or conditions of employment;
might have been subject to the same or
to try to stop the harassment; and
f. Any other information the complainant believes to be relevant to the harassment
complaint.
The EEO Officer is responsible for ensuring that an impartial investigation begins within
10 working days after a complaint has been filed. The City of Oshkosh attempts to
complete investigations within 15 working days. Except in the most unusual
circumstances, investigations must be completed within 30 working days.
In most cases, the EEO Officer will appoint a qualified human resource representative or
an independent outside investigator to lead the investigation. In any case, a second
person -- usually a human resource representative -- should accompany the primary
investigator during all interviews with the complainant, respondent and witnesses so that
information obtained during the interviews can be corroborated.
5. Report - The designated investigator prepares a written report immediately following the
completion of the investigation. Except in the most unusual circumstances, the report
13
November 2011
must be completed within 15 working days after the completion of the investigation. The
report must include:
a. summary of the complaint;
b. summary of the response by the individual charged with harassment;
c. summary of the statements and evidence obtained during the investigation;
d. summary of prior settlements or substantiated complaints against the respondent;
A copy of the report must be sent to members of a decision- making panel consisting of
the Director of Administrative Services, the City Attorney and the respondent's
department head and /or immediate superior. If one of these people is involved in the
complaint, the City Manager shall have the right to appoint an individual as a
replacement. After consideration of the report, the panel may agree to one of the
following:
i. Sustain the complaint, order the harassment to stop, facilitate appropriate
sanctions on the respondent, provide for the restoration of any
employment benefits the complainant lost because of the harassment and
provide any other relief necessary to remedy the situation.
ii. Order further investigation, for a period not to exceed 10 working days
and require a- supplementary report.
iii. Dismiss the complaint, if it is found to be without merit.
iu. Order other 'corrective actions to effectuate the change in behavior(s)
Once the report has been approved, copies are provided to both the complainant and the
respondent. The EEO Officer and a member of the committee meet with the complainant
to explain the decision. The EEO Officer and the respondent's supervisor and /or
department head meet with the respondent to explain the decision and implement any
corrective action or discipline determined.
6. Monitoring Compliance - The supervisor is expected to monitor the individual's
compliance as determined by the decision making panel.
7. Discipline -Employees who violate this policy maybe subject to appropriate discipline.
8. Confidentiality - All inquiries, complaints and investigations are treated as confidentially
as possible. However, when the City becomes aware of the potential of a harassment
situation it is obligated to follow up on the circumstances which may require the
discussion of the information provided.
All information pertaining to a harassment complaint or investigation is maintained by
the EEO Officer in secure files.
14
November 2011
All individuals contacted in connection with a complaint will be counseled that any
information pertaining to the complaint should be held in confidence.
9. Other Available Procedures - The procedures available under this policy do not preempt
or supersede any legal procedures or remedies otherwise available to a victim of
harassment under state or federal law.
106 EMPLOYEE - MANAGEMENT RELATIONS
Certain City employees have the right to organize, join and participate, or refuse to organize, join
and participate in any employee organization freely and without fear of penalty or reprisal as
provided for in the Municipal Employment Relations Act (Wisconsin Statute 111.70).
107 ORGANIZATION AND ADMINISTRATION
Proper organization and a clear understanding of responsibility and authority are essential to
effective and efficient City government administration and management.
1. Responsibility and Authority
a. Director of Administrative Services - The Director of Administrative Services
shall:
i. Advise the City Manager and Department Heads on personnel matters.
ii. Formulate and direct the administration of personnel policies, procedures,
and regulations.
iii. Negotiate and administer collective bargaining agreements.
iv. Assist Department Heads in recruitment, selection, placement, and transfer
Of bersonnel.
V. Evaluate requests for promotions or transfers and make recommendations.
vi. Recommend and assist in disciplinary action.
vii. Process employee grievances.
viii. Supervise the maintenance of personnel records, including general,
compensation, insurance and accrued benefits.
ix. Evaluate requests for changes in employee strength and organizational
structure.
X. Supervise employee development programs.
xi. Develop and maintain a job classification system.
15
November 2011
xii. Maintain current position descriptions.
xiii. Be responsible for wage and salary administration.
xiv. Direct safety programs.
xv. Serve as secretary to the Police & Fire Commission.
xvi. Serve as AAO/EEO Officer for the City and regularly review and
administer the program.
xvii. Direct City payroll operations.
xviii. Administer the employee fringe benefits program and disseminate
information as required to all employees and departments.
xix. Serve as agent for the Wisconsin Retirement Fund.'
xx. Investigate unemployment compensation claims and arrange for City
representation at unemployment compensation hearings.
xxi. Administer temporary and emergency appointments under Federal or State
programs.
xxii. Keep current on State and Federal laws ' and regulations relating to
personnel policies and provide for the '`proper posting of information
posters required by State or Federal laws.
xxiii. Other duties as assigned.
b. Department Heads — Department Heads shall:
i. Enforce the personnel policy, rules and regulations in their respective
departments.
ii. Keep employees informed of current personnel policies.
iii. Immediately notify the Director of Administrative Services of any
proposed changes in personnel and participate in the selection of
replacements as appropriate.
iv. Collaborate with the Director of Administrative Services in hiring,
developing employee orientation and in- service training programs and
other personnel management activities as appropriate.
V. Administer discipline and delegate such authority to supervisory personnel
as appropriate.
vi. Conduct performance evaluations as appropriate.
16
November 2011
c. Supervisory Personnel - Supervisors shall:
Implement the personnel policies, rules and regulations within their unit.
ii. Participate in the selection of new employees as appropriate
iii. Administer discipline to employees as appropriate.
iv. Conduct performance evaluations as appropriate.
108 JOB CLASSIFICATION
The purpose of the job classification plan is to provide a standard system of titles and job
descriptions for the effective administration of personnel activities such as: staffing, planning
and budgeting, establishing and maintaining standards of job performance, fair and equitable
pay, valid selection and recruitment programs, training programs and career development.
1. Authorized Position Count - The authorized position count, as authorized by the City
Manager and subsequently set forth in and duly adopted as part of the annual City
Budget, shall serve as the official documentation of positions within the City
organization. The authorized position count shall identify the title and status of each
position and shall be maintained' and updated by the Human Resources Division and
incorporated into an organizational chart.
2. Administration - The Director of Administrative Services shall be responsible for the
administration of the job classification plan in cooperation with Department Heads, key
staff employees, and other appropriate resources.
3. New Positions When a suitable class does not exist, the Director of Administrative
Services shall establish a new class with an appropriate pay range subject to the approval
of the City Manager and subsequently set forth in and duly adopted as part of the annual
Citv budget.
4. Abolition of Positions - When it is determined that a classification or classifications are
no longer useful or needed, the Director of Administrative Services shall recommend to
the City Manager that such classes be abolished and duly adopted as part of the annual
City Budget.
5. Reclassification - If an employee has facts which indicate that a position is improperly
classified, the employee may work with their supervisor and /or submit a written request
to the Director of Administrative Services for review and approval subject to approval of
the City Manager and subsequently set forth in and duly adopted as part of the annual
City Budget.
6. Department Reorganization - If a department or division is reorganized, position
descriptions for all affected employees shall be submitted to the Director of
Administrative Services for review and approval as part of such reorganization subject to
approval of the City Manager and subsequently set forth in and duly adopted as part of
the annual City Budget.
17
November 2011
7. Position Description - The Director of Administrative Services may require departments
to submit position descriptions when vacancies occur or anytime there is reason to
believe that there has been a significant change in the duties or responsibilities of one or
more positions. Annual review of position descriptions by Supervisors and employees is
recommended. Official job descriptions shall be on file in the Human Resources office.
8. Review of Classification Plan - The Director of Administrative Services shall review the
classification plan as often as appropriate to ensure that the plan accurately reflects
existing position responsibilities and market conditions. The Director of Administrative
Services shall take whatever action is appropriate to amend and update the classification
plan, subject to review of the City Manager and subsequently set forth in and duly
adopted as part of the annual City Budget.
109 SALARY ADMINISTRATION
1. Pay Plan - City pay plans include the schedule of pay ranges consisting of a minimum
and maximum rate of pay for all classes of positions contained in each respective plan.
The objective of each pay plan is to provide an appropriate salary structure to recruit and
retain the required number of City employees.
2. Responsibility and Administration - The Common Council, acting through the City
Manager and the Director of Administrative Services, shall be responsible for
determining the total annual amount available for salaries and salary measures under each
pay plan. The Common Council shall' also be responsible for the approval of the basic
structure and overall ranking of job classifications based upon the recommendations of
the Director of Administrative Services and the City Manager. The Director of
Administrative Services shall be responsible for the overall administration of each pay
plan and shall make additions, subtractions and modifications to classifications and the
corresponding pay range assignments as needed between formal surveys with the
approval of the City Manager for reflection in future budget documents.
3. Linkage - Each pay plan shall be directly linked to a classification plan. Positions of
similar responsibility shall be grouped together in grade levels to establish an appropriate
rate for each grade, and to establish a range for that grade. The appropriate rate shall be
based on internal rankings and external market conditions.
4. Pay System - Pay periods are bi- weekly. Hours worked during a pay period are ordinarily
paid the following Thursday.
5. Deductions - Before any deduction from an employee's wages is made, other than those
allowed by law or court order, employees must authorize the deduction in writing. Forms
for authorizing a deduction are available in the Payroll Office.
6. New Employees
a. A new employee may be employed at a point within the salary range
commensurate with his /her qualifications as determined by the Director of
Administrative Services.
18
November 2011
b. Performance evaluation(s) will be conducted at least annually. Performance
evaluation reports shall be considered in personnel decisions affecting such things
as compensation, promotion, demotion, removal, reduction in force, re-
employment and training.
7. Salary Adjustment
a. General - The salary schedule shall be reviewed annually to consider overall
changes of salaries inside the organization, the labor market and economic
conditions. If a general adjustment is given, it may be made either on a straight
percentage basis, a flat dollar amount, or a 'combination of the two. Such
adjustments shall normally be effective January 1. If the City utilizes a step based
pay system, movement from one step to the next will occur on the employee's
anniversary date of hire into their current classification and only after receiving an
acceptable review of their performance from their supervisor.
b. Special - Individuals whose salaries are substantially below the level called for by
the labor market and the individual's performance, may be given an increase in
addition to that called for elsewhere in these guidelines, upon recommendation of
the Supervisor, Director of Administrative Services, and City Manager provided
sufficient funds have been made available through the budgeting process by the
Common Council.
c. Transfers - Employees in good standing may request to be considered for transfer
to another' position in the City which is vacant'. Such requests shall be made to the
Director of Administrative Services. When employees transfer within the same
classification or pay range, they will receive no salary adjustment.
d. Promotion - Employees who are promoted from one class to another having a
higher pay range will be granted'' a salary increase of 5% or the pay step of the
new range that provides an increase of at least 5 %, or the minimum of the higher
range, whichever is greater. In the event of a promotion of two or more salary
grades, the increase will be at least 8 %, or the pay step of the new range that
provides an increase of at least 8 %, but not to exceed 10 %, or the minimum of the
higher range, whichever is greater.
e. Demotion - Demotions may be made in lieu of layoff, as a disciplinary measure or
can be voluntary. Demotions must be approved in advance by the Director of
Administrative Services and the City Manager.
When employees are demoted, the following provisions apply:
Involuntary - An employee who is demoted for non - voluntary reasons but
unrelated to performance will retain his /her present salary if the salary
exceeds the new range maximum. If the present salary falls within the new
range, the employee will be placed in the new range at their current salary.
As long as an employee's salary exceeds the new range maximum, the
19
November 2011
employee will not be eligible for further base - accumulating pay increases
until his /her salary is again within the salary range for the new position.
ii. Voluntary — An employee who takes a voluntary demotion will retain
his /her present salary unless that salary exceeds the maximum rate of pay
for the new position in which case the employee's salary will be adjusted
to the new maximum. However, an employee may continue to receive a
rate of pay in excess of that maximum upon the recommendation of the
Department Head and approval of the Director of Administrative Services
and the City Manager. If the employee, continues to receive a rate of pay in
excess of the maximum salary range, the employee will not be eligible for
further base - accumulating pay increases until his /her salary is again within
the salary range for the new position.
iii. Related to Performance An employee who is demoted for performance
reasons will retain his /her present salary unless that salary exceeds the
maximum rate of pay for the new position in which case the employee's
salary will be adjusted to the new maximum.
f Reallocation/Reclassification - When an allocation of a position has been changed
as a result of changes in the duties assigned to the position, the organizational
structure of a department or logical and gradual changes in the duties and
responsibilities of the position, such change in grade will be considered to be a
reallocation or reclassification.'
When employees are reallocated or reclassified the following provisions apply:
i. Employees who are reallocated or reclassified to a higher pay grade will
be granted a salary' increase of 5% or the pay step of the new range that
provides an increase of at least 5 %, or the minimum of the higher range,
whichever is greater. In the event of the reclassification of two or more
salary grades, the increase will be at least 8 %, or the pay step of the new
range that provides an increase of at least 8 %, but not to exceed 10 %, and
then movement to the next closest step that provides an increase, or the
minimum of the higher range, whichever is greater. In no case will a
reallocation or reclassification pay adjustment allow an employee's pay to
exceed the established range maximum for the position.
ii. If a position is reallocated or reclassified to a classification in a lower
salary range and the salary of the employee exceeds the maximum of the
new range, the employee will be placed in the new range, the employee
will be placed in the new class and will retain his /her current salary.
However, the employee will not be eligible for further base - accumulating
pay increases until his /her salary is again within the salary range for the
new position.
g. Recall/Reinstatement - When employees are reinstated to their former position,
they shall normally be paid at the rate of the position they are returning to,
20
November 2011
commensurate with the level at the time of separation unless significant
experience was obtained since separation which enhances the value of the
employee to the City. In such instances, a higher rate may be paid up to the
maximum for that position. When the employees are reinstated to a position with
a lower or higher pay grade, they shall be paid according to their experience and
qualifications within the pay grade in which they will be employed.
h. Replacement of Employee in Previous Classification within Introductory Period
(See Section 110.9) — An employee who does not successfully complete their
introductory period and returns to his /her former ° class will have his /her salary
restored to the same rate of pay the employee received in the former class.
Part-time and Seasonal Employment - Part -time and seasonal employees shall be
compensated at a rate established by the Director of Administrative Services.
J
k.
Temporary Assignment - Employees who are temporarily assigned to a position
with a higher maximum pay rate than their current rate for a period of 30 days or
more may receive an increase in pay retroactive to the starting date of their
assignment upon approval of the Director of Administrative Services and the City
Manager. If the 30 day threshold is known to be satisfied at the time of
appointment, the pay adjustment will become effective upon assignment.
Employees who are temporarily assigned to a position with a lower pay rate for
any period shall not receive a reduction in pay.
Compression Adjustment Wage compression exists when there is an
unacceptable differential in wages or salary between a supervisor and direct
subordinate. In rare circumstances, compression can also exist within grades when
more experienced employees within the same or similar classifications are earning
less than, or nearly the same as, less' experienced employees. Compression can
exist under a base pay comparison under a total gross earnings comparison, or
both. In determining whether compression is an issue that must be resolved
through a pay ''increase, the City will look at the differences in total compensation
(i.e. direct pay and benefits) between the supervisor and subordinate positions.
Unless the benefit 'package of the supervisor is determined to compensate for
wage compression, the City will provide an acceptable base pay differential
between an exempt supervisory position and the average gross earning of the top
paid position directly supervised. Compression adjustment should not, in most
cases require a pay grade change in order to use a rate within the assigned grade
that provides the recommended differential. In situations where the compression
analysis requires a higher base rate than would normally be utilized under the
compensation plan, at the City's discretion, one of two actions will be available:
Adjust the employee's pay upward into the range, or
ii. Move the position up one pay grade temporarily and only while
compression conditions are still causing the problem.
21
November 2011
The City will utilize the first option whenever possible, as long as the current pay
grade and range allows for sufficient earnings growth consistent with the intent
and spirit of the compensation plan. However, when the City utilizes the second
option and the position will be placed in a higher grade, all documents and
communications are retained to reflect the temporary assignment of these
positions. The earnings differential situation should be checked every year, and if
conditions change such that the actual pay grade provides an adequate differential
and opportunity for sufficient earnings growth, these positions will move back
into their correct grade.
The City recognizes that the allowance of compression adjustments does disrupt
some of the internal equity in its compensation plan, because there are jobs that
are of higher internal value that may be paid less than a job of lower internal
value. This is why the City intends to utilize compression adjustments sparingly.
All compression adjustments must be recommended by the department head and
receive approval by the Director of Administrative Services and the City
Manager. In the event that a position ;under a compression adjustment is later
reclassified downward to the correct internal pay grade, the policy for Salary upon
Reclassification of Position will apply in regard to compensation for the affected
employee.
1. Market Adjustment The City
value of the positions in the in
wompensation program has provided a
for employees that recognizes not only the
also the internal worth within the City.
There may be =situations where a position in the City's compensation plan should
be considered for placement at a higher range of pay than that which is
established. These are positions that may command higher rates of pay due to
market demands.
As illustrated'' below, market adjustments should generally be considered only
under situation one or two. In either case, situation three should also apply before
amarket adjustment is approved:
i. The City has documented problems recruiting and /or selecting employees
within the assigned pay range (for example, a position is advertised two or
more times resulting in few or no qualified individuals).
ii. The City has an unacceptable rate of turnover in a position, and exit
interview information indicates a pay issue is contributing to the high
turnover rate.
iii. Periodic Market surveys conducted by the City show that the control point
of the City's pay range is more than 15% less than the average rate of pay
shown for a given position in the market analysis.
In situations where market demands higher pay rates, at the City's discretion, one
of two actions will be available:
22
November 2011
Adjust the employee's pay upward into the range, or
8. Excep
Comn
110 RECI
1. Policy
for po
Recrui
ii. Move the position into a higher pay grade temporarily and only while
market conditions are still causing the problem.
The City will utilize the first option whenever possible. However, when
the City utilizes the second option, the appropriate pay grade will be
determined by the City (with consultation from a compensation consultant,
if desired) and the position will be placed in a higher grade. Furthermore,
all documents and communications are retained to reflect the temporary
assignment of these positions to a higher pay grade. The market conditions
should be checked every year, and if conditions change, these positions
will move back into their correct: grade.
The City recognizes that allowance of market adjustments does disrupt
some of the internal equity in its compensation plan, because there are
jobs that are of higher internal value that may be paid less than a job of
lower internal value. That is why the City intends to utilize market
adjustments sparingly.
All market adjustments must be recommended by the department head and
receive approval by the Director of Administrative Services and City
Manager. In the event that a' position under a market adjustment is
reclassified to the correct pay', grade, the reclassification section would
apply in regard to compensation for the affected employee.
the Pay Plan Exceptions to the pay plan may be made by the Oshkosh
icil.
shall be the
Zs in the Cit
it and selecti
provide for
cy of the City to recruit and select the most qualified persons
ncluding part-time, seasonal, and limited term appointments.
shall be conducted in a manner to promote open competition,
ty, and prohibit discrimination.
2. Relatives — With the exception of positions covered by the provisions of Wis. Stats.
Chapter 62.13, an applicant for a position will not be eligible for appointment or hire if he
or she has an immediate relative serving in the capacity of City Manager, Assistant City
Manager, Director of Administrator Services, Elected Official or a supervisor /subordinate
relationship (see 3, d, ix of this section). This includes both direct supervision and
indirect supervision as a result of a vertical relationship on the organization chart of the
City.
For purposes of this section, immediate relatives shall mean: spouse, child, parent,
sibling, grandparent, grandchild, and any step - relative, half - relatives, and in -laws of the
aforementioned immediate relatives.
23
November 2011
When an applicant is an immediate relative of a staff person involved in a selection
process, the relationship must be revealed by the staff person to the Director of
Administrative Services in advance of the selection process. When this occurs, the staff
person is not allowed to participate in the selection process.
Immediate relatives shall not be employed, promoted, or transferred to any department or
division which results in supervisor /subordinate relationships. This includes both direct
supervision and indirect supervision as a result of a vertical relationship on the
organization chart of the City.
Employees who become immediate relatives within the same department or division,
subsequent to employment with the City are required to notify the Director of
Administrative Services or a human resource representative within 30 days of the status
change. The City Manager and Director of Administrative Services reserve the right to
review the working relationship between the two employees and take appropriate action
if necessary.
3
This provision is not intended to deprive any individual of employment opportunity in
City service but rather to prevent situations 'which result in or provide potential for
conflicts of interest.
Recruitment - The Director of Administrative Services shall develop and conduct an
active recruitment program designed to meet the current and projected City staffing
needs. Recruitment shall be tailored to the position to be filled and directed to sources
likely to yield qualified candidates.
a. Job Announcements - All job announcements shall include the job title,
description, salary range and other pertinent information including minimum
knowledge, skills and abilities required to perform desired duties. Job openings
shall be formally announced and will state the time for filing except in cases of
immediate need or unusual circumstances.
b. External Services - The Director of Administrative Services may direct
recruitment efforts to outside services; these may include, but are not limited to,
the following:
i. Review of applications on file which are part of a continuing recruitment
effort:
ii. List with nearby job information and placement centers including
Department of Workforce Development and the State Division of
Vocational Rehabilitation.
iii. Advertisement in the local newspaper.
iv. Advertisement in regional newspapers, nationwide newspapers or
professional journals where it appears that local coverage will not provide
a reasonable number of qualified applicants.
24
November 2011
V. Advertisement on various websites.
vi. Direct mailings to members of professional organizations.
vii. Use of a professional recruitment firm.
c. Application Form - All applications for employment shall be made on forms
prescribed by the Director of Administrative Services and which meet State or
Federal regulations. Individuals wishing to make application for future openings
may do so. Such applications will remain active for six (6) months and will be
kept on file for not more than twelve (12) months unless updated by the individual
within these time frames.
d. Rejection of Applications - The Director of Administrative Services may reject
any application if the applicant:
i. Has provided incomplete, false or inaccurate information.
ii. Has been convicted of a crime which is substantially related to the duties
required such that the conviction renders the applicant not suitable for the
position.
iii. Is not within the age limits prescribed for the position or for City
iv. Has an unsatisfactory employment record which indicates unsuitability for
the position.
V. Does not meet the minimum requirements for the position.
vi. Is unable to perform the essential duties of the position.
vii. Currently holds a position with the City. Unless the applicant agrees to
only accept one position so as to not create an unforeseen overtime
situation.
viii. Does not have the legal right to work in the United States.
ix. Has an "immediate relative" serving in the capacity of City Manger,
Director of Administrative Services, Assistant City Manager, elected
official, or in a supervisor /subordinate relationship, as described in section
110(2) of this handbook.
e. Screening - The Director of Administrative Services or designee will select only
the best qualified applicants for screening and final consideration.
f Interview Expense - Applicants who are called in to interview for FLSA Exempt
positions may be reimbursed for all or part of reasonable expenses incurred in
25
November 2011
conjunction with such interview including travel, meals and overnight
accommodations.
g. Moving Expense - When the City fills a FLSA Exempt position with an
individual who resides outside the City of Oshkosh, the City may pay the
reasonable cost of relocation.
4. Selection - The selection process shall maximize reliability, objectivity, and validity as
well as assess attributes necessary for successful job performance.
a. Selection Devices - The Director of Administrative Services shall be responsible
for determining methods to be used to screen „applicants for job vacancies. In
developing the selection devices, the Director may confer with Department
Heads, consultants, and others familiar with the knowledge, skill, and ability
required and devices to best measure these factors. Such methods or devices may
include but need not be limited to one or more of the following:
i. Review of education, training, and experience as = shown on the
application.
ii. Practical written or oral tests, work samples or performance tests if job
related.
iii. Physical tests of strength, stamina or dexterity when job related.
iv. Background and reference inquiries.
V, Physical, psychological, and drug & alcohol testing after a conditional
offer of employment is made.
b. Confidentiality - All persons participating in the development and maintenance of
selection materials shall exercise every precaution to ensure the highest level of
confidentiality. Only the Director of Administrative Services and individuals
designated by the Director shall handle confidential selection materials.
5. Certification and ,Appointment - Applicants selected for certification and interview in
accordance with the selection process shall number three or more than the number of
vacancies, whenever,, possible.
a. Rank - The applications of the best qualified shall be certified as eligible by the
Director of Administrative Services and submitted to the Department Head or
Supervisor for consideration.
b. Interviews - Candidates selected from applications may be interviewed by the
Director of Administrative Services or human resource representative,
Department Head, a Supervisor, or appropriate panelists.
c. Appointment - For Department Head positions, the final approval of the candidate
selected shall be made by the City Manager with the exception of those
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November 2011
employees required to be hired by a specific board or commission. In all other
cases, the Department Head or his /her designee in conjunction with the Director
of Administrative Services or his /her designee shall make the final selection and
appointment to the position. First consideration shall always be given to the best
qualified candidates to fill the vacancy. If one of the certified candidates is not
selected, justification shall be given to the Director of Administrative Services. If
the reasons for not selecting the individual are found to be valid, the Director of
Administrative Services may certify other qualified candidates.
6. Eligibility - With the exception of eligibility lists established for the Police and Fire
Departments for entry level positions based on the results of a recruitment process
established through the Police and Fire Commission and promotional registers for
positions in those departments, the City of Oshkosh does not maintain eligibility lists but
follows the principle of open competition and equal opportunity in recruiting and
selecting for each vacancy.
7. Full -Time, Part-Time, and Seasonal Employment - These employees shall be classified as
follows:
a. Regular Full -Time Employee„ is defined as a person hired to fill a full -time
position in the Table of Organization.
b. Regular Part-Time Employee is defined as a person hired to fill a part-time
position and regularly scheduled to work every week of a calendar year and
accumulating 975 hours or more per year or if hired after July 1, 2011
accumulating 1,200 hours per year.
c. Part-time Employee is one who is not regularly scheduled to work every week
and /or who works less than the weekly and annual number of hours required for
regular part-time employees.
d. Seasonal Employee is one who is hired for a stated limited period of time which
shall conclude on or before the end of said period.
8. Limited Term Appointments/Emergency Appointments - If there is an urgent need to fill
a vacancy and the Director of Administrative Services is unable to immediately provide
eligible candidates, the Director of Administrative Services may fill the vacancy by
emergency appointment until proper recruitment can take place.
a. Temporary Appointments - Temporary Appointments shall be made from
applications on hand. If none are available for temporary work, the Director of
Administrative Services may authorize the appointment of a qualified individual.
The acceptance or refusal by an eligible candidate of a temporary appointment
shall not affect the candidate's standing for a permanent position if one becomes
available.
b. Persons hired under Federal or State Programs - Persons employed by the City
under Federal or State programs are considered limited term employees and are
not considered regular City employees unless specific action is taken to appoint
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November 2011
such an employee to a regular position after he /she has been duly certified as
eligible for such appointment by the Director of Administrative Services.
0
10
Introductory Period - All persons promoted or transferred from one position to another or
from one Department or Division to another shall serve an introductory period of up to
thirty (30) calendar days. This period of time is for the employee to show his or her
ability to work successfully with the Supervisor and fellow employees as well as perform
the duties of the position. During this introductory period should the supervisor determine
that the employee should not continue to remain in the new position, the Supervisor may
end their introductory period. The employee will be allowed to return to their prior
position as long as a vacancy is available.
Employees will not be allowed to change positions until the introductory period has been
completed. Introductory periods may be extended by agreement between the Department
Head and the Director of Administrative Services.
Evaluation - At the end of the introductory period or at any other time deemed necessary
by the Director of Administrative Services, the Director of Administrative Services or the
Director's designee may request a performance evaluation to evaluate individual
performance. The performance evaluation reports shall be considered in personnel
decisions affecting such things as compensation, promotion, demotion, removal,
reduction in force, re- employment and training.
111 SCH
PAY
1
2
Purpose - This section sets forth the policies and practices governing the establishment of
work schedules, the scheduling of overtime and forms of overtime compensation.
Attendance - All City employees are expected to be punctual when reporting to and
leaving work along with regular attendance at their respective jobs. If it becomes
necessary to be late or absent, employees must notify their Supervisor immediately so
adjustments can be made to work assignments.
3. Job Abandonment - Employees who fail to report to work for three (3) consecutive
business days without notifying their Supervisor of the absence will be considered as
having voluntarily'' terminated their position as a result of job abandonment.
If the employee is unable to contact their Supervisor for any absence, he or she should
ask a representative (such as a family member or friend) to do so on the employee's
behalf. If the employee or a representative is unable to contact their Supervisor due to
extreme circumstances (such as a medical emergency or natural disaster that prohibits the
employee or his or her representative to contact the Supervisor within three days), the
employee or his or her representative must contact the Supervisor as soon as practicable
to explain the situation. In extreme circumstances, the Supervisor and the Director of
Administrative Services will consider the explanation and its timing before determining if
the voluntary termination will be upheld.
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November 2011
4. Scheduled Hours — With the exception of protective service and transit employees, the
scheduled hours for each full -time position shall normally be either thirty -seven and one -
half (37.5) or forty (40) hours per week or in accordance with department policy. Part-
time employees shall work a normal schedule of hours averaging less than full -time hours
per week.
Temporary variations in daily and weekly work schedules may be authorized by the
employee's supervisor in response to department needs. Supervisors, at their discretion,
may also authorize temporary variations in work schedules for subordinate employees in
order to accommodate employee needs. Any such variations shall be in accordance with
the Fair Labor Standards Act (FLSA) where applicable.
Department Heads and salaried persons in executive, administrative, and professional
positions may be allowed to work a flexible schedule of hours in order to accommodate
fluctuations in their workloads. Such scheduling shall be subject to the general approval
of the City Manager in the case of Department Heads, by the Department Head in the
case of supervisory positions, and by supervisors in the case of their professional
positions.
5. Lunch Periods, Breaks - An unpaid lunch period shall normally be provided midway
through an employee's shift in accordance with department policy. Non exempt
employees who eat lunch within City facilities are encouraged to do so away from their
work stations.
Two paid fifteen minute, non - cumulative breaks may be provided in accordance with
department policy. The first break should be taken during the first half of the work day
and the second break should be taken during the second half of the day. Lunch periods
and breaks are dependent upon the length of the work shift. Such breaks are not to be
taken at the beginning or at the end of the work shift and are not to be combined with
lunch periods.
6. Overtime — With the exception of certain protective service positions, overtime is time
worked in excess of forty r (40) hours in a workweek. Full days of holiday, vacation and
floating Holiday time are counted toward the calculation of time worked. Substitution of
these forms of leave for other forms of leave will not be counted toward the calculation of
time worked. When reasonably possible, all overtime shall be approved in advance by the
employee's Supervisor. It shall be the responsibility of every Department Head and
Supervisor to assign overtime work only when emergencies or other compelling
circumstances prevent the reasonable accommodation of additional work through the
reassignment of work priorities or through the rescheduling of hours within the same
workweek.
Eligibility for overtime compensation shall be determined in accordance with the Fair
Labor Standards Act for non exempt employees and shall be subject to approval by the
Director of Administrative Services. Department Heads and salaried exempt persons in
executive, administrative, or professional positions shall be ineligible for any form of
additional compensation for overtime hours worked but may be allowed to vary their
work schedules in accordance with Section 4 above.
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November 2011
Non exempt employees eligible for overtime pay will be compensated at the rate of time
and one -half (1.5) for time worked in excess of forty (40) hours in a workweek, with the
exception of full days of holiday, vacation and floating holiday time, which are also
counted toward the calculation of overtime. Overtime is not paid for exempt positions.
In departments where sufficient staff exist by determination of the respective department head
and the Director of Administrative Services, the City allows compensatory time, or the
accumulation of a specified amount of compensatory time, in lieu of cash payment for overtime
at a rate of one and one -half (1.5) hours of compensatory time for each hour of overtime earned.
An employee may request to take earned compensatory time off within a reasonable time period
of the request. Employee's compensatory time accumulates can a calendar basis with all end of
year balances paid out in cash the first paycheck in February following prior calendar year
accumulation. Employees are not allowed to accumulate more than the statutory limits.
Compensatory time taken will not be counted toward the calculation of time worked for overtime
purposes.
7. Call In — With the exception of protective service, part-time, and seasonal employees, if a
non exempt employee is called back into work at other than his or her regular schedule of
hours, he or she will receive a minimum of two (2) hour's pay for such work. All time
worked as a result of the call in will be paid at the rate of one and one half (1.5) times
their hourly rate of pay. This provision will not apply to hours worked consecutively
prior to or subsequent to the employee's regular schedule of hours.
8. Shift Differentials — With the exception of protective service, part-time, and seasonal
employees, non- exempt employees who are assigned to work between the hours of 6:00
p.m. and 6:00 a.m. will be paid a fifty -cent ($.50) per hour premium. Shift differential
does not apply to overtime hours worked.
9. Holiday Pay With the exception of protective service, part-time, and seasonal
employees, non exempt employees required to work on a recognized holiday shall
receive two (2) times their hourly rate of pay for hours worked in addition to the holiday
Pay.
As a condition for payment of holiday pay, every employee shall report for work on the
scheduled work day before and after the recognized holiday unless such employee is on
an approved form of leave.
112 EMPLOYMENT CONTINUANCE, LAYOFF, RECALL FROM LAYOFF
1. Purpose - The purpose of this section is to set forth the policies and practices regarding
employment continuance, layoff and the recall of laid off employees.
2. Employment Continuance - An individual's employment can be terminated with or
without notice at any time, for any reason. Furthermore, no management official is
authorized to make an oral assurance or promise of continued employment and any such
pledge or agreement must be in writing and signed by the City Manager.
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November 2011
3. Layoff - Employees may be laid off based upon the nature of the duties to be
consolidated or eliminated, funding levels and the past performance of the individual
employees involved. Under certain circumstances, workweek reductions may be imposed
in lieu of layoff.
Employees laid off shall be eligible for continuation of their participation in applicable
benefit programs per COBRA regulations. Employee premium payments shall be made
on a monthly basis in accordance with Human Resources Division policy.
Laid off employees shall not accrue sick leave or vacation credits during any full month
of layoff, but shall retain all past sick leave accumulations for possible use following
recall from layoff, and shall retain their service time for vacation accumulation purposes
following recall. Laid off employees may be able to continue their participation in other
benefit programs at their expense in accordance with the terms established under the
various benefit programs. Laid off employees may continue on the payroll beyond the
date of layoff until all earned and accrued vacation and floating holidays benefits are
exhausted or shall be paid all earned and accrued vacation and floating holidays benefits
on the normal paycheck following their layoff date.
Laid off employees shall be given notice of vacancies based upon their demonstrated
abilities and past performance.
Employees who have not been recalled to their former positions or placed in another
appropriate position within one (1) year from their date of layoff are no longer eligible
for recall. Persons assigned to reduced workweeks in lieu of layoff shall have their
salaries and benefits eligibility administered on a prorated basis effective from the date of
reduction.
It is the responsibility of laid off employees to apprise their Supervisors and the Human
Resources Division as to their current address and telephone number so that recall or
other placement activities may be efficiently handled. An employee failing to do so may
be considered to have voluntarily terminated their position and forfeited his /her recall or
other placement options.
4. Recall From Layoff - Any employee recalled from layoff shall report for work as soon as
possible following the date of recall notice but no later than seven (7) calendar days there
from. An employee who fails to report for work within the recall period shall be
considered to have voluntarily terminated his /her employment. Exceptions to the work
return requirement may be made at the discretion of the Director of Administrative
Services for medical or other compelling circumstances. In the event that other
appropriate employment is offered by the City to a laid off employee, the employee is
obligated to accept such employment in order to retain his /her employment status with
the City. Refusal of such employment shall be considered to constitute a voluntary
termination of employment.
113
GRIEVANCE
1. Policy - It is the policy of the City to provide all employees with a process to resolve
workplace disagreements relating to employee discipline, termination of employment,
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November 2011
and workplace safety. The City hopes that any disagreement can be resolved informally
between the employee and their supervisor. However, if an informal resolution cannot be
reached, then each employee may on an individual basis file a formal grievance which
will be reviewed by a number of levels of City management. The final review for
grievances that cannot be resolved is with the Oshkosh Common Council. The filing of a
grievance by an employee will not reflect unfavorably on the employee's standing,
performance, loyalty or desirability to the public service and shall be without fear of
reprisal.
2. Administration - The Director of Administrative Services shall supervise and administer
the grievance process. Supervisors and Department Heads shall keep the Director of
Administrative Services informed of all grievances in progress.
3. Definitions:
Grievance - A grievance is a formal complaint regarding the application of City policies
related to an individual employee's discipline, termination of employment, or a dispute
concerning workplace safety. The terms "discipline," "termination of employment," and
"workplace safety" referred to shall be limited to the definitions and scope specifically
identified in this grievance policy. In order to process written grievances, the grievance
must contain all of the following:
• the name and position of the grievant;
• the date the incident or alleged violation took place;
• the issue involved;
• a clear and concise statement of the grievance;
the specific section of the Employee Handbook / City Policy Manual or
Workplace Safety Rule alleged to have been violated;
• steps taken to informally resolve the issue and the results;
• the relief sought or actions the employer is requested to take;
• the signature of the grievant and the date.
Employee — all City employees except those excluded by any state statute governing the
creation of this grievance procedure. Employees receiving the benefits of this grievance
policy shall not include employees subject to a collective bargaining agreement
addressing employee discipline, termination and workplace safety; statutorily appointed
individuals identified specifically in state statutes as serving at the pleasure of an
appointing authority; elected officials; and, independent contractors. This policy shall not
apply to police officers or fire personnel subject to Section 62.13, Wisconsin Statutes,
relating to suspensions, reductions in rank, suspension and reduction in rank, or removal.
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November 2011
Workplace Safety — are those actions or inactions related to physical health and safety of
employees enforceable under federal or state law, or City Policy related to: safety of the
physical work environment, the safe operation of workplace equipment and tools,
provision of protective equipment, training and warning requirements. The City policy
applicable to this definition is Section 307 of the City's Employee Handbook.
Discipline — means oral reprimands (only where a written record of the reprimand is
placed in the employee's file), written reprimands, suspensions and demotions. The
definition of discipline does not include:
• Performance reviews, work plans or corrective actions that do not include a
reprimand or other adverse employment action;
• Suspension for investigative purposes;
• Non - disciplinary wage, benefit or salary adjustments; or
• Change in assignment, assignment location, or unsuccessful completion of an
introductory period resulting in non - disciplinary wage, benefit or salary
adjustments.
Termination — means action taken by the : employer to terminate an individual's
employment for misconduct or performance reasons. The definition of termination does
not include:
• Layoffs or failure to be recalled from layoff,
• Workforce reduction activities;
• Job transfers, demotions, or reinstatements;
• Action taken as a result of an employee's failure to meet the qualifications of
the position;
• Voluntary termination including without limitation, quitting and resignation;
• Job abandonment;
• End of employment due to disability;
• Retirement;
• Death;
• End of employment due to completion of temporary assignment; or,
• Termination of an at -will employee for other than rules violations, acts
detrimental to the employer, or other acts of misconduct.
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November 2011
4. Grievance Procedure
Step 1 — The grievance procedure may begin for any dispute which remains unresolved
after informal efforts of both the employee and employer. Employees that are not
satisfied with the results of informal resolution efforts and are eligible to file a grievance
may do so in writing no later than five (5) days after the event. Written grievances shall
be submitted to the Director of Administrative Services in the form required by this
policy. The Director of Administrative Services will then forward the grievance to the
employee's immediate supervisor. The employee's supervisor shall discuss and review
the grievance in a manner the supervisor believes is most appropriate for the
circumstances and shall determine whether or not the actions taken, which are the subject
of the grievance, were reasonable. The supervisor should provide to the employee a
written response, report, and /or conclusions describing their resolution of the problem, or
any unresolved issues, within five (5) days after the grievance was submitted to the
Director of Administrative Services.
Step 2 — If the response or „report of the employee's immediate Supervisor is not
acceptable to the employee, then the employee may appeal the supervisor's response or
report to the Department Head. The appeal to the Department Head must be in writing,
must set forth the reasons for this further appeal, and must be submitted to the Director of
Administrative Services within five (5) days after receiving the supervisor's response /
report. The Director of Administrative Services will forward the grievance appeal to the
Department Head. The Department Head shall discuss and review the grievance appeal in
a manner the Department Head believes is most appropriate for the circumstances and
shall determine whether or not the actions taken, which are the subject of the grievance,
were reasonable. The Department Head should provide to the employee a written
response, report, and /or conclusions describing their resolution of the problem, or any
unresolved issues, within five (5) days after the grievance appeal was submitted to the
Director of Administrative Services.
Step 3 - If the response or report of the employee's Department Head is not acceptable to
the employee, then the employee may appeal the Department Head's response or report
directly the Director of Administrative Services. The appeal to the Director of
Administrative' Services must be in writing, must describe the facts and circumstances
surrounding their grievance and their appeal of previous decisions of their supervisor and
Department Head, and be submitted within five (5) days after receiving the Department
Head's report / response. The Director of Administrative Services shall discuss and
review the grievance and its appeal in a manner the Director of Administrative Services
believes is most appropriate for the circumstances and shall determine whether or not the
actions taken, which are the subject of the grievance, were reasonable. The Director of
Administrative Services should provide to the employee a written response, report, and /or
conclusions describing their resolution of the problem, or any unresolved issues, within
five (5) days after they receive the grievance appeal.
Step 4 — If the response or report of the Director of Administrative Services is not
acceptable to the employee, then the employee may appeal the Director of Administrative
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November 2011
Services' response or report to an Impartial Hearing Officer (IHO). The appeal to the
IHO must be in writing, must describe the facts and circumstances surrounding their
grievance, and must be submitted to the City Manager within five (5) days after receiving
the Director of Administrative Services' report / response. The IHO will be designated by
the City Manager at the sole discretion of the City Manager. Any costs incurred by the
IHO will be paid by the City. The IHO will convene a hearing in the manner the IHO
determines necessary according to the particular circumstances of each situation. The
IHO shall have the authority to administer oaths, issue subpoenas at the request of the
parties, and decide if a transcript is necessary. The IHO may require the parties to submit
grievance documents and witness lists in advance of the hearing to expedite the hearing.
The IHO's decision shall be based upon whether or not a preponderance of the evidence
indicates that the actions taken which are the subject of the grievance were reasonable. In
termination and discipline cases, the City shall have the burden of proving that the
actions taken were reasonable. In workplace safety cases, the employee shall have the
burden of proving that the actions, or inactions, taken were unreasonable. The IHO may
request oral or written arguments and replies. The IHO shall provide the parties a written
decision in a timely manner; which in most cases will not exceed thirty (30) days.
The IHO shall have the discretion to take all 'necessary action, and make all necessary
orders, related to the grievance up to and including dismissal of the grievance for failure
to comply with the rules of this policy or the IHO's rules. IHO's may only consider the
matters presented in the initial grievance filed' by the employee. The IHO shall have no
power to add to subtract from or modify the terms of the City ''policy or rule that forms the
basis for the grievance. The report / response of an immediate supervisor, Department
Head, or Director of Administrative Services may be relevant to the IHO proceeding for
procedural purposes, but shall not be conclusive or binding upon the IHO's final
determination.
IHO is unwilling or unable to serve at any time during the process the City
er shall designate a new IHO.
Step 5 Either the employee or the City, or both, may appeal the final determination of
the IHO, either in whole or in part, to the Oshkosh Common Council. The appeal to the
Common Council must be in writing, must describe the facts and circumstances
surrounding their grievance and their appeal of the IHO's final determination, and be
submitted to the City Manager within ten (10) days after receiving the IHO's final
determination. The City Council shall begin its review the grievance appeal within thirty
(30) days after it has been received by the City Manager.
Common Council review will be conducted during a closed session meeting unless an
open session is requested by the employee, or when some or all of the grievance review is
required by law to be held in an open session. The Common Council involvement in the
grievance process shall be for the purpose of reviewing the IHO final decision and shall
not be for the purpose of conducting a new hearing or a continuation of a previous
hearing. Therefore, the Common Council will make its decision based upon the final
written decision of the IHO and any evidence collected during the IHO hearing process.
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November 2011
During its review, the Common Council may, at its sole discretion, accept oral and /or
written statements from the Grievant and from a representative of the City. However, no
new testimony, records, or evidence shall be offered to, or accepted by, the Common
Council.
The Council may adjourn its review of the grievance as it deems appropriate under the
circumstances. The Common Council is responsible for deciding whether or not the IHO
decision is reasonable in light of the information that was presented at the IHO's hearing.
Because reasonable minds may come to different conclusions, the Common Council
should not overturn an IHO decision simply because they may have reached a different
conclusion. IHO decisions may be overturned if it appears that material rules or laws
were not followed, or if it appears that the IHO final decision was arbitrary and
capricious. The Common Council may make a decision despite recognized IHO errors or
omissions if they are not material or, if they are material, that they do not affect the final
outcome. A simple majority vote of the City Council membership shall decide the appeal
within twenty (20) days following the last session scheduled for review. The Common
Council will issue a final written decision signed by those approving the decision which
will include statements indicating either that the IHO final decision is affirmed, or that
the IHO decision did not follow material rules or laws and therefore is reversed, or the
IHO decision is arbitrary and capricious and therefore is reversed. The Common
Council's written decision shall be bindiu on all parties. n
5. Representation A grievant may be accompanied by a representative throughout the
grievance process. The representative may be an attorney or non - attorney. The cost of
any representative, and all of the grievant's costs associated with the grievance
procedure, shall be at the greivant's sole cost regardless of the outcome of the grievance.
The grievant's right to a ''representative shall not impede the timely and efficient
resolution of the grievance process.
6. Time - A grievance will be processed according to the established timelines. Except for
decisions and determinations required of the IHO and Common Council, in those
instances when a report / response of the employer is not provided within the timeframe
noted, the grievance is considered denied. A grievant may advance a grievance to the
next step if a' report / response is not provided by the City within the designated
timeframes. A grievant shall not file, advance, or appeal a grievance outside of the
designated timeframes. Failure of the grievant to follow the timelines and other
requirements in this policy shall result in the IHO and /or Common Council not having
jurisdiction over this matter and shall terminate the grievance procedure for the grievant.
However, an extension of time can be made in writing by agreement of both parties. For
purposes of this section, time limits are defined as weekdays, excluding City recognized
holidays. The time limits within which an action is to be taken under this grievance
procedure shall be computed by excluding the first day and including the last day.
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November 2011
7. Legal Action — Regardless of the terms of this grievance policy, employees shall at all
times retain all rights, protections, and procedures granted by federal and state laws.
Nothing in this section shall abrogate any legal means of redress to the courts available to
all employees.
8. Exclusive Remedy - This procedure constitutes the exclusive process for the redress of
any employee grievances as defined herein. However, nothing in this grievance
procedure shall prevent any employee from communicating with the City their concerns
regarding matters which are either not subject to the ',grievance procedure or where the
employee does not wish to pursue the formal grievance procedure. Matters not subject to
the grievance procedure that are raised by employees shall be considered, and potentially
acted upon, by City administration which retains final authority regarding any necessary
procedures and conclusions, subject to any applicable City policy or directive, to resolve
the matter.
114 RECORDS & TRANSACTIONS MANAGEMENT
1. Purpose - Personnel records are essential to provide factual data about an individual's
employment with the City. In addition to meeting a variety of legal requirements, they
also service as a basis to evaluate qualifications for promotion or transfer; to determine
the status, eligibility, rights and benefits of employees under pertinent regulations and
serve to support other'' management decisions.
2. Resbonsibili
The Oshkosh Common Council with City Manager
approve new positions and grade changes through the
b. City Manager - The City Manager, with recommendation from the Director of
Administrative Services, 'shall approve all reclassifications, status changes,
reallocation of existing positions, demotions and dismissal actions.
c. Director of Administrative Services - The Director of Administrative Services
shall:
i. Establish, maintain and coordinate personnel transactions and records for
all city employees.
ii. Maintain a central personnel file for each city employee showing name,
address, title, salary, changes in status, performance evaluation,
cumulative vacation, sick leave and such other pertinent information
necessary for effective personnel administration and for compliance with
State and Federal law.
iii. Advise and assist Department Heads and the City Manager on all City
personnel transactions, records and system procedures.
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November 2011
iv. Notify the payroll office of all matters affecting payroll changes.
d. Department Heads - Department Heads or their designated Supervisors shall:
Initiate and process transactions that affect their employees using forms
provided by the Director of Administrative Services.
ii. Maintain a record of each employee's compensatory time, if any, to justify
time off from work.
iii. Promptly notify the Director of Administrative Services of all changes in
personnel information affecting records and payroll, including change of
address or dependency, leave of absence or other pertinent information.
e. Payroll Coordinator and Benefits Coordinator - The Payroll Coordinator shall
execute payroll deductions and convert personnel transactions as necessary to
affect payroll records. The Benefits Coordinator shall maintain cumulative
records of insurance, benefits and other information necessary for efficient benefit
administration.
f. Employees - All employees shall be responsible for notifying their supervisor and
the Human Resources Office of any changes which affect their employment or
benefit status, such as name, address, telephone number, marital status, number of
dependents, and insurance coverage.
3. Security of Records - Access to personnel and payroll records is limited to those
employees who utilize official records in order to perform their assigned duties. Other
people who are authorized access should obtain the records from those assigned
responsibility for their maintenance.
4. Public Inspection - Information is available for public inspection in accordance with the
procedures prescribed by the Director of Administrative Services, subject to State and
Federal law governing open records:'
5. Destruction of Records - Applications for employment, examinations, payroll and other
records shall be kept at the discretion of the Director of Administrative Services subject
to State and Federal laws.`
6. Reports - The Director of Administrative Services shall provide the City Manager and the
Common Council with reports and information relating to personnel matters upon request
or as appropriate.
115 TRAINING & DEVELOPMENT
Purpose - To provide organized training programs for the purpose of increasing the
knowledge, proficiency, ability and skills of public employees in order to keep personnel
abreast of current developments in their occupational fields and improve the quality of
service to the City.
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November 2011
2. Director of Administrative Services - The Director of Administrative Services shall be
responsible for development, administration and coordination of employee training and
development. The Director shall:
a. Analyze and evaluate the overall needs for employee training and development of
employees within the City and discuss such needs with Department Heads.
b. Match identified needs with available training resources.
c. Assure that employees receive opportunity to participate in training programs
being offered and are properly encouraged to do so.
d. Properly credit each employee's personnel record upon successful completion of
training and development activities to assure maximum consideration for transfers
and promotions.
e. Assure that programs are arranged at times that are available and do not unduly
interrupt City operations.
f. Remain current on trainina opportunities available.
3. Department Head - Department Heads shall provide active leadership in training and
development of employees under their supervision and shall:
a. Suggest to the Director of Administrative Services any particular training that
would be helpful to employees in their department.
b. Cooperate with the Director of Administrative Services in organizing programs
and encouraging employees to attend training sessions.
c. Assist in assessing the effectiveness of employee training programs and make
recommendations for improvements and modifications.
d. Grant employees sufficient time to participate in training programs provided that
such participation does not unduly interfere with the necessary operations of the
department.
e. Grant employees reasonable time, if required during working hours, to register at
a school of instruction.
4. In Service Training - Some departments of the City require in- service training. Such
training will be supervised by individuals assigned that responsibility in the department.
5. Credentials — The City will pay for training to maintain job required credentials,
certifications, or licensures, as funding allows.
6. New Employee Orientation - The Director of Administrative Services shall provide a
program outlined to orient new employees to the City work force.
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November 2011
a. Director of Administrative Services - On the first day of employment or as soon
as possible during the first pay period, new employees will meet with the Director
of Administrative Services or designee who shall advise them in regard to hours
of work, fringe benefits, pay and pay periods, city rules, privileges and
responsibilities. All required forms such as tax withholding, insurance
enrollments, etc., shall be completed and signed. All relevant descriptive literature
shall be furnished.
116
b. Supervisor - The supervisor shall orient each new employee to the job and work
site. Such orientation shall include introductions to fellow workers, work
standards, safety regulations, break periods, supplies, etc.
EXIT INTERVIEWS
1. Purpose - An exit interview is used to gain insight into the effectiveness of City personnel
and managerial practices, to determine where personnel policies and procedures are in
possible need of review or revision, and to determine where supervisory or managerial
practices need modification or improvement.
2. Exit Interview - At the discrei'
interview may be conducted
regardless of length of service, p
, irector of Administrative Services, an exit
ployee who is leaving City employment
cumstances of separation.
a. The Director of Administrative Services or the Director's designee may conduct
interviews with employees leaving City service to determine if separation is in
any way related to personnel practices, poor supervision, misunderstanding, or for
they learn that
Administrative
a time and a
employee's last`
3. Return of City Equipm€
identification and equip
200 FRINGE BENEFITS
shall notify the Director of Administrative Services as soon as
ie of their employees is leaving. Should the Director of
/ices request an exit interview, the Director shall then schedule
e for the interview which normally would be close to the
of work.
Employees leaving employment must return City keys, tools,
t on or before their last day of work.
All persons employed in qualified regular positions shall be eligible to participate in the City's
Fringe Benefit Programs. Additional information on the benefits listed in sections 201 through
224 is available in the Benefits Office.
201 CREDIT UNION
City employees their spouses and their children are eligible to participate in the Oshkosh Central
Credit Union. The Credit Union is located at 240 Algoma Blvd. which is adjacent to City Hall
and at 1100 West 20 Avenue, Oshkosh.
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November 2011
202 DEFERRED COMPENSATION
Under this program, an employee may designate a portion of his /her income to be deposited into
a special investment account for use in retirement years. The program offers certain tax
advantages to participants. Further information is available through the Benefits Office.
203 DIRECT DEPOSIT
All newly hired regular full -time and part-time employees shall participate in the direct deposit
payroll system. This system automatically deposits payroll checks into a financial institution of
the employee's choice.
204
The City provides an employee assistance program to its employees and their family members.
EAP provides confidential, quality services to help employees and their families successfully
meet home and workplace challenges. EAP is committed to enhancing the well -bung and quality
of life of the diverse populations addressing the full spectrum of family and workplace needs. An
employee may access EAP through supervisor referral, or through employee self - referral.
Employees, or their family members, who contact EAP, can do so with complete confidentiality.
Only aggregate statistics are shared with the employer. In no case will the use of this program
itself have an adverse impact on an employee's job or future chances for advancement. For
contact information, employees should ask their supervisor or contact the Human Resources
Office.
205 FAMILY AND MEDICAL LEAVE ACT (FMLA)
The City of Oshkosh complies
Medical Leave Acts, and any ai
thereto.
of the Federal and Wisconsin Family and
Events -
a parent, 'son or do
or foster care plac
event will an em
than the maximu
State FMLA statu
is for an employee's own serious health condition; to care for
r spouse with a serious health condition; or for birth, adoption,
for a qualifying exigency related to active military duty. In no
entitled to more Federal and /or State family or medical leave
r of weeks provided for in one calendar year by Federal or
2. Eligibility - To be eligible for leave under the Federal FMLA, an employee must have
been employed by the City for at least twelve (12) months and must have worked at least
1,250 hours during the twelve -month period immediately preceding the commencement
of the requested leave. To be eligible for leave under the Wisconsin FMLA, an employee
must have been employed for more than 52 consecutive weeks and have worked or been
paid for at least 1,000 hours in the preceding 52 weeks. The kind and amount of leave
available under this Policy, as well as rights during leave, depend upon whether the above
requirements are satisfied.
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November 2011
206 FUNERAL LEAVE
All regular employees shall be allowed up to three (3) work days off with pay necessary for
attending funerals for death in the immediate family(spouse, children, step - children, parents,
step - parents, sister, brother, step- brother, step- sister, mother in -law, father in -law, sister in -law,
brother in -law, son in -law, daughter in -law, grandparents, grandchildren, legal guardian, half -
brother, and half - sister). The employee will be paid for scheduled time off from the day of death
up to and including the day after the funeral but not to exceed three scheduled work days at the
employee's regular straight time hourly rate. No funeral leave will be paid to any employee
without documentation, while on sick leave, layoff, or any leave of absence and funeral leave
will not be counted toward the calculation of time worked for overtime purposes.
207 HEALTH INSURANCE
The City shall pay a set amount per month toward the premium of the group health plans. This
amount is based on eligibility and shall be set and modified from time to time by the City
Manager. Specific benefits provided by this plan are explained in the Master Flan Document(s)
which may be obtained in the Benefits Office. Premiums are collected one month in advance of
effective coverage, through payroll deductions.
1. Commencement of Coverage - New employees are admitted into the plan based on the
employee's date of hire. If an employee is hired on the 1st through 5th of the month, they
are eligible on the lst of the month following the date of hire. If an employee is hired on
the 6th through the end of the month, they are eligible on the 1 st of the month, following
30 days of employment.
2. Termination of Coverag - City paid coverage continues until the employee terminates
employment or retires. City paid coverage continues until the last day of the calendar
month after the month following the day in which the last medical payroll deduction has
been made. Detailed information can be found in the Master Plan Document(s).
208 HOLIDAYS
Holidays shall be granted to regular employees with full pay. Employees receive twelve (12)
paid holidays per year, consisting of eight (8) recognized and four (4) floating holidays on Jan.
1 st each year (first year pro - rated). The following are recognized as holidays: New Year's Day,
Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Day before Christmas,
Christmas Day, and Spring Holiday (the Friday before Easter). When any of the above holidays
fall on a Sunday, the following Monday shall be deemed a holiday. When any of the above
holidays fall on a Saturday the previous Friday shall be deemed a holiday. If holidays occur on
Friday and Saturday or Sunday and Monday then, Thursday and Friday or Monday and Tuesday
are deemed the respective holidays. The use of floating holidays must be approved in advance by
the employee's supervisor. No cash payment or roll over from year to year shall be made to
employees for floating holidays not taken.
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November 2011
With the exception of protective service, part-time, and seasonal employees, non - exempt
employees required to work on a recognized holiday shall receive two (2) times their rate of
hourly pay for hours worked in addition to the holiday pay.
As a condition for payment of holiday pay, every employee shall report for work on the
scheduled work day before and after the recognized holiday unless such employee is on an
approved form of leave.
209 INCOME CONTINUATION INSURANCE (ICI
ICI is an income replacement plan that replaces up to seventy -five (75) percent of an employee's
gross salary (to a maximum of $4,000 per month) if the employee is unable to work because of
non work related sickness or injury. The plan is not a guarantee of employment. The plan
provides replacement income for disabilities that are considered short term in nature, as well as
those that may last for extended periods. The City will pay the ,premium for the 180 day
elimination (waiting) period. Employees may select shorter elimination (waiting) period of 30,
60, 90, or 120 days. If employees desire a shorter elimination period, they are required to pay the
necessary additional premium.
210 JURY DUTY
During any period of jury service, the employee will receive full pay from the City. All
compensation received by the employee for jury duty must however be reimbursed to the City.
When the employee is not actually assigned to a case or is released 'early, he /she will be expected
to report to their regular job. No overtime will be allowed for jury duty and jury duty will not be
counted toward the calculation of time worked for overtime purposes. A leave of absence
without pay shall be granted an employee upon request when he /she has to appear under
subpoena or in his /her own behalf in litigation involving personal or private matters. Should any
City employee be subpoenaed in matters relating to one's duties as a City employee, the
employee 'shall receive full pay from the City. All compensation (witness fees, etc.) for Court
appearances shall be turned over to the City.
211
Leaves of absence without pay shall be granted to employees for a justifiable reason and when in
the interest of the City. Application for such leave shall be made in advance by writing to the
Department Head, stating the period of the leave and reason for same. Disposition of such
requests will be made on the basis of staffing requirements of the employer.
At expiration of the leave without pay, the employee shall be reinstated in the position which is
vacated or in an equivalent position which is vacant if he /she meets the stated qualifications.
Leave without pay shall not constitute a break in service.
Except for military leave or FMLA, a leave of absence shall not be granted unless an employee
has exhausted all accumulated, compensatory time, vacation days, and floating holidays.
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November 2011
A return to work at an earlier date than scheduled may be arranged by the supervisor and
employee.
With the exception of Jury Duty and Military Leave, employees on leave of absence from the
City may not be employed elsewhere without the permission of the Department Head.
If an employee is unable to return on the scheduled date, he / she may submit a written request
for extension of their leave of absence, subject to approval of the Director of Administrative
Services or City Manager. If on the date following the expiration of the leave of absence, the
employee has not returned to work and no extension was granted, the employee shall be
considered to have resigned from City employment.
1. Unauthorized Absence - There are circumstances that could require an unauthorized
absence and due consideration will be given to each case. However, an employee who is
absent from duty without approval shall receive no pay for the duration of the absence,
shall be subject to disciplinary action which may include dismissal and /or may be subject
to the job abandonment provisions of this handbook.
2. Training Leave — Employees maybe granted leave of absence from their regular duties
with pay to attend professional conferences, participate in training courses and sessions
that are specific to their work. Such 'leave with pay may be granted provided the
employee is not being compensated by any other source during the period of absence.
Travel expenses, lodging, conference fees, tuition and similar expenses incurred during
such leave may be paid in whole or part by the City, subject to available appropriations
and City policy, and providing such fees are not paid by other sources. All administrative
leaves must be approved in advance by the employee's supervisor. Those leaves that
involve an overnight stay must be approved by the employee's Department Head, the
Finance Director, and the City Manager.
212
Qualifying employees are eligible for group term life insurance with the option to purchase
additional and supplemental coverage totaling up to five times their WRS reportable earnings.
Basic and Supplemental each provide coverage for one year of WRS reportable earnings rounded
up to the next thousand.
Additional provides coverage for up to three years of WRS reportable earnings rounded up to the
next thousand.
Spouse and dependent coverage is also available for purchase.
1. Enrollment - Employees should enroll for group life insurance immediately after
completing six months of service with the City. Failure to do so will require the employee
to apply for life insurance through medical evidence of insurability.
2. Payment - The City shall pay the full premium of the basic group life insurance
policy for employees.
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November 2011
3. Age 65 - At age sixty -five (65), regardless if the employee is active or retired, coverage
will reduce to seventy -five (75) percent of the face value. At age 66, coverage reduces to
fifty (50) percent. From age sixty -seven (67), the paid -up policy amounts to twenty -five
(25) percent of the policy's face value. The policy amount remains at twenty -five (25)
percent the remainder of life.
213
MILITARY SERVICE
1. Active Duty - All regular City of Oshkosh employees who are called to active military
duty will be placed on a "leave without pay" status. When the assignment with the
military is complete, employees will be reinstated to their former position, or in some
cases a comparable position, providing they are capable of doing the job, and they notify
the Human Resources Division of their intent to return to work after discharge from
military duty. Failure to notify the Human Resources 'Division of the employee's
intention to return to work after discharge from the service, within time limits specified
by Uniformed Services Employment and Reemployment Rights Act (USERRA), shall be
considered a termination of the employee's employment, Employees will also retain their
pay level, unused leave balances, length of service status, and any salary adjustments that
may have occurred while they were on active duty. Leave balances will not accrue while
employees are on military leave.
a. Requesting Leave - Unless notice is impossible, employees called to active duty
must request a leave of absence from their Department Head in writing. The
request should indicate the date of departure and expected return date (if known).
Finally a copy of the formal military orders associated with the absence should
also accompany the request.
b. Leave Approval - Leave is approved when written approval is provided from the
requesting employee's Department Head. A copy of this approval is sent to the
Human Resources Office by the Department Head to initiate status changes.
c. Retirement while on Leave - The City will continue reporting to the Wisconsin
Retirement System any wages employees would have received had they remained
continuously employed throughout their service period. The City will also make
employee and employer contributions to WRS up to the amounts specified as
statutorily required. To receive this credit, employees must do the following:
i. Notify the City that they are going on military leave.
ii. Leave the military under honorable conditions.
iii. Return to the City within the allowable time limits, which are:
1. Less than 31 days of duty, return to work the next regularly
scheduled workday.
2. 31 to 180 days of duty, return to work within 14 days after
completion of service.
45
November 2011
3. More than 180 days of duty, return to work within 90 days after
completion of service.
As long as the above requirements are met, military service should have no
adverse impact on retirement benefits.
d. Health Insurance while on Military Leave - COBRA law provides employees with
the option of continuing their health insurance, at their own expense, for 24
months beyond their call to active duty. The military does provide health
insurance coverage to its members and their families through TRICARE, the
Defense Department's regional managed health care program.
e. Life Insurance while on Leave - Minnesota Mutual will allow employees to
continue their life insurance coverage, at their own expense, for up to 36 months
beyond their call to active duty. All levels of coverage would be honored in the
event of the employee's death during military action, with the exception of the
Accidental Death, Dismemberment, and Loss of Use coverage, which is not
payable when the cause of death is due to any act of war, declared or undeclared.
In the event that employees decide not to extend their life insurance, or employees
do but their leave extends beyond 36 months, employees may re- enroll within 30
days of their return to work.
f. Disability Insurance while on Leave - If employees are enrolled under the
disability insurance policy at the time of departure, their coverage will end the last
day of the month following the month they are called to active duty. Employees
may re- enroll in the disability benefit upon their return to work for the City.
2. Military Reserve Leave - A'permanent employee who is a member of any United States
Military Reserve or the National' Guard and who is required to undergo a temporary
emergency duty or annual field training shall be granted a leave of absence without pay.
The Director of Administrative Services shall be notified in advance of the starting date
of regular training and immediately upon receipt of notice of emergency service.
214 RE
The City of Oshkosh' currently' participates in a retirement plan known as the Wisconsin
Retirement System (WRS) which is administered by the Department of Employee Trust Funds.
The employer shall pay to the retirement fund the statutorily required amount designated by the
fund. A WRS employee benefit handbook explaining the program in detail is available in the
Benefits Office.
215 SECTION 125 - FLEXIBLE BENEFIT PLAN
The Flexible Benefit Plan is a program that was enacted by Congress in 1978 and is open to
regular City employees. The plan allows employees to pay for certain expenses using pre -tax
dollars. Employees deduct monies from their paycheck before federal, state, Social Security and
Medicare taxes are calculated. The monies are withheld from each paycheck in equal
installments and reimbursed once an employee shows proof that the service was rendered. This
46
November 2011
plan allows three separate categories of expenses to be claimed up to annual maximums. The
categories are: Independent Premium Feature, Dependent Care Reimbursement, and Medical
Reimbursement.
216 SEPARATION PAY
When a regular part-time or full -time employee separates employment with the City, he /she
shall be paid for any unused vacation, floating holiday, or compensatory time which had been
earned prior to the date of separation consistent with other policies in this employee handbook.
217 SICK LEAVE
Sick leave should be regarded by all employees as valuable, health and welfare insurance
which, in the best interest of all employees, should not be used unless needed. Sick leave is not
a "right" it is a privilege to be used carefully. Employees requesting sick leave shall do so in
accordance with department policy.
1. Accumulation - All employees shall accumulate sick leave with pay benefits at the rate of
one (1) day for each month of completed service. New FLSA exempt employees may be
advanced a sick leave amount, upon hire. If this benefit is negotiated as a condition of
employment, accumulation will not occur until corresponding months of employment
have elapsed. Any time used in excess of this accumulation schedule will be deducted
from an employee's pay upon termination.
2. Reporting - Absences to be covered by this provision shall be reported to the Department
Head or other designated employee prior to the scheduled starting time for work, except
in case of emergency.
3. Employee - An employee may apply for sick leave with pay for absences necessitated by
injury or illness to the employee. Sick leave may also be used for employee doctor or
dental appointments that cannot be scheduled other than during the employee's work day.
At least three (3) days notice shall be required to apply for the leave for doctor or dental
appointments which are subject to the approval of the supervisor for scheduling.
4. Spouse /Dependent - Up to five (5) days of an employee's sick leave accumulation may
be used per year for illness, injury, doctor and dental appointments of the employee's
spouse or dependent children that cannot be scheduled other than during the employee's
work day. At least three (3) work days notice shall be required to apply for leave for
doctor and dental appointments which is subject to the approval of the employee's
supervisor for scheduling.
5. Doctor Certification - Upon request, or illness /injury absenting an employee for more
than three (3) consecutive days, employees shall submit a doctor's certificate for such
absence. The certificate must state the kind and nature of sickness or injury and whether
the employee has been incapacitated for said period of absence.
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November 2011
6. Unused Accumulation - Unused sick leave shall accumulate without limit unless other
collective bargaining agreements apply to the contrary. Unused accumulated sick leave
up to 150 days shall be paid to employees who die in service or retire on an immediate
Wisconsin Retirement System annuity, at one -half the employee's pay rate in effect at the
time he /she retires or dies.
7. Overtime Eligibility - Sick leave will not be counted toward the calculation of time
worked for overtime purposes.
218 SOCIAL SECURITY
For those employees to which social security applies, the City pays the IRS required FICA
amount on covered compensation up to the IRS maximum wage base limit, and the City pays
the IRS required amount with no wage base limit for Medicare.
219 UNEMPLOYMENT COMPENSATION
City employment is covered by Wisconsin Unemployment Compensation Laws. Under
provision of that law, employees who lose their jobs through no fault of their own may receive
limited financial allowances (Unemployment Compensation) during the period they are out of
work and seeking employment.
220
The City will pay the cost of uniforms for those employees required to wear a uniform.
The Police Chief, Deputy Police Chief, Fire Chief, and Assistant Fire Chief shall receive an
annual uniform or uniform allowance based on the allowance given to subordinate personnel as
stated in the respective Police and Fire department collective bargaining agreements.
As funding allows, employees will be reimbursed by the Employer for the cost of City- required
safety -toed footwear up to $100 per year. Shoes or boots purchased must meet ASTM F 2413 -05
or ANSI Z -41 approved class 75 rating in order to be approved for reimbursement. Electrician
and Electrician -type jobs will only be reimbursed for shoes /boots that are electrical hazard rated.
221 VACATION
All regular full -time employees shall be entitled to a vacation and shall earn annual vacations
with pay as follows:
Employees with continuous years of service annually earn:
After 1 year
- 10 days
After 5 years
- 15 days
After 10 years
- 20 days
After 18 years
- 25 days
After 25 years
- 28 days
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November 2011
1. New Hires - All newly hired employees shall, as of January 1, following the year of their
employment, be entitled to vacation in proportion to their length of service. Prorated
vacation allowable under this provision shall be calculated based on the employee's date
of hire.
2. FLSA exempt — Subject to final approval by the City Manager, the Director of
Administrative Services or his or her designee shall consider an employee's prior relevant
experience in determining their proper vacation schedule.
3. Earned/Used - Employees shall have earned said vacation as of January 1 of each year
and said vacation must be taken in the calendar year following the year in which it was
earned.
4. Accumulation - No vacation shall be permitted to accumulate from one year to the next
unless by direction of the employee's supervisor, the employee, was requested to delay
taking a vacation and was unable to reschedule it within the calendar year. In such
instances, the supervisor shall inform the Director of Administrative Services in writing
of the circumstances and request waiver of the policy.,
5. Separation - Upon separation, an employee shall be paid for the unused portion of his /her
accrued vacation credits.
6. Recognized Holiday Charges against vacation credits shall be made only to those days
on which an employee normally works. If a recognized holiday falls within the vacation
period, the holiday shall not be charged against vacation.
7. Approval - Use of vacation time must be approved in advance by the employee's
supervisor. The vacation schedules shall give consideration to the efficient operation of
the Department. With the exception of Family Medical Leave, if an employee has been
on leave of absence without pay, layoff or receiving worker's compensation for an on-
the -job injury exceeding thirty days during the period used to determine the employee's
annual earned vacation, he /she shall receive a corresponding prorated vacation allocation.
222
Employees are entitled to vote at an election and be absent from work while the polls are open
for a period not to exceed 3 successive hours to vote. Employees shall notify their supervisor
before the election day of the intended absence. The employer may designate the time of day for
the absence. Employees may substitute accrued time for their absence.
223 WORKER'S COMPENSATION
All employees are expected to conduct themselves in such a manner that they do not cause injury
to themselves or others. If an injury does occur during working hours, an employee shall:
49
November 2011
1. Reporting - Immediately report such injury to his /her supervisor and, if the injury
requires medical attention, the employee's supervisor must complete the "First Report of
Injury or Illness Form" which is available on the City's intranet or through the Safety &
Risk Management Coordinator.
2. Payments - Payments to hospital, doctor and to employee for lost time shall be made in
accordance with the Worker's Compensation Act of Wisconsin.
3. Sick Leave - Employees may choose to use accumulated sick leave for any lost work
days, due to job related injury, to augment Worker's Compensation or for any days not
payable under that law.
4. Updates - Employees receiving Worker's Compensation shall be required to keep the
department and the Safety & Risk Management Coordinator informed of their condition
and, at the discretion of the Director of Administrative Services, may be required to
furnish a physician's certificate upon request or prior to returning to work.
224 TOOL REPLACEMENT
The City will provide a tool allowance, as funding allows, for replacement of personal broken
tools (not lost tools) resulting from work performed by mechanics in transit, central garage, and
the parks division. Mechanics will be required to present the broken tool to their supervisor so
he /she can authorize reimbursement.
300 CUSTOMER SERVICE
1. Purpose and General Policy — Customer service is a key component of the public trust.
Employees have a special responsibility to provide exemplary customer service. Every
time an employee deals with a member of the citizenry (customers) they should
remember that they are the City's representatives. Every customer who registers a
complaint, or is in need of assistance, should expect to be provided with prompt,
respectful,, and courteous service.
2. Administration of Customer Service — The quality of City services has a major impact on
our customer's attitude toward the City of Oshkosh. When employees view each
customer contact as the beginning of a long -term relationship, employees resolve
customer complaints in a timely fashion, and when they consistently provide quality
service to the customer, employees are building customer relations and therefore a
positive customer attitude toward the City of Oshkosh as a service provider.
3. Teamwork in Customer Service — When employees interact with customers, they are
expected to know as much as possible about the City's services (or where to direct
customers for accurate information). Guidelines are provided to assist employees in most
situations, but there will be occasions when employees must rely on their best judgment.
The City has confidence in employee's ability to make the decision that will meet the
customer's needs. Always feel free to ask supervisors or Department Heads for any
assistance, particularly when dealing with difficult customers or situations.
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November 2011
4. Improving Customer Service — With the confidence the City has in our employees ability
to make decisions that will meet customer needs, the City also has confidence in our
employees ability to improve our customer service through ideas for improvement. New
ideas are encouraged as to how service delivery and operational efficiency can be
improved. These ideas should be shared with other team members, Supervisors, and
Department Head so as to implement improvements as promptly as possible.
5. Public Trust — It is extremely important for customers to trust City of Oshkosh
employees, in some cases, with their lives. As the city is fortunate to employ so many
caring individuals it is also a privilege to represent Oshkosh as a public employee.
301 PUBLIC SERVICE MISSION
High moral and ethical standards among City of ,Oshkosh employees is essential. City employees
should conduct themselves in a manner, which will reflect favorably upon the City and show
respect toward other employees and the public. Each employee of the City of Oshkosh as a
public servant is expected to deal with the public at all times in a prompt, polite and helpful
manner. Fulfillment of this requirement may mean occasional personal inconvenience.
302
All employees are to b
accordance with departrr
any question regarding
appearance, the Depart
303 USE OF TELEPHONES /CE
Employees are encouraged to avoid n
hours. In the event that a personal c
minutes or less. Department Head
unauthorized personal telephone calls
304 EMPLOYEE'IDENTIFICA'
ply dressed and presented professionally for their job in
ents as well as health and safety standards. In the event of
iateness of any particular, style of clothing or personal
.1 make the final determination.
ng or receiving personal telephone calls during working
is required, the conversation should be limited to five
ball ensure that proper payments are received for
The City of Oshkosh is committed to providing a safe and secure environment for its employees
and those who visit City Facilities. In order to maintain a safe and secure environment for
employees and visitors, and to ensure the public that individuals providing services on behalf of
the City are indeed City employees, all City of Oshkosh employees shall display an identification
card while performing their job. This procedure will outline the responsibility, identification card
information, requirements for wear, new employee process and replacement and use of employee
identification cards.
1. Responsibility and Authority - The City Clerk's Office shall issue identification cards to
all City employees and authorized volunteers.
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November 2011
2. Identification Cards Information - The Identification cards shall have a picture, last and
first name, department/division and the City of Oshkosh logo on the front. The backside
of the identification cards may contain employer information.
3. Requirements for Wear - Identification cards shall be issued to all City of Oshkosh
employees, temporary employees, and authorized volunteers. Employees and authorized
volunteers shall wear the identification card while performing duties as a City employee.
There will be no alterations to ID Cards. Identification cards shall be worn in a visible
location on the front of their person or on their outermost garment. Supervisors and /or
Department Heads shall ensure that their employees are wearing the identification card.
Police Department Officers are required to have the ID card on their person, available for
viewing upon request. Department Heads, due to safety or uniform requirements, may
also specifically authorize exceptions to this requirement Questions regarding an
individual without a card in any work area should be directed to the supervisor of that
specified work area. Each City building may utilize "Visitor Ids ". It is the responsibility
of that department to assign the "visitor" an ID and to have it returned upon their
departure. If not returned the department'' will be charged $5.00 for replacement.
4. New Employee Identification Card Process - Full time or regular part time employees
will be given their secure identification card after new employee orientation. Temporary
and seasonal employees will be issued a non- secure ID. Non - employees may be issued
identification card on an appointment basis. Supervisors of volunteers or temporary
contract employees should contact the Human Resources Office to initiate the process.
New employees will complete a City of (Oshkosh Employee Identification Card
Information Sheet and have their photograph taken 'after employee orientation. A
designated City Clerk employee will take the employee photograph, collect the
information sheet, and process and print the employee identification card. The employee
will be given his /her card after appropriate processing.
5. Replacement and Use - If an employee' forgets his /her identification card, he /she may
obtain a temporary department identification card to wear for that day. This should be
obtained , through the employee's supervisor. If an employee misplaces his /her
identification card, he /she may use the department temporary card for up to one week.
The employee shall immediately notify his /her supervisor should any security access
needs to be disabled. If the employee has not located his /her card in one week, a new card
must be obtained through the Purchasing Office. The issued replacement card will cost
the employee $5.00. Upon separation, all employees shall surrender their identification
card to their supervisor or Human Resources. Employees should use his /her identification
card for authorized City business and not allow another person to use his /her
identification card for personal use. If an employee changes department/division or name,
he or she must contact the Human Resources Office to initiate the process for a new
identification card. If the identification card is broken due to normal wear and tear or is
no longer operational, the employee should contact the Purchasing Office for a
replacement card.
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November 2011
305 INFORMATION TECHNOLOGY POLICY
1. Purpose - To be effective, information security must be a team effort involving the
participation and support of every City of Oshkosh employee who deals with information
and /or information systems. In recognition of the need for teamwork, this policy clarifies
the responsibilities of users as well as the steps they must take to help protect City of
Oshkosh information and information systems. This policy describes ways to prevent and
respond to a variety of threats including unauthorized access, disclosure, duplication,
modification, diversion, destruction, loss, misuse, or theft of City information.
A great deal of City of Oshkosh's business is conducted with personal computers
dedicated to a single user's activity. Protection of 'these personal computers and the
information handled by these systems is an essential park of doing business at City of
Oshkosh. This policy applies whether personal computers are stand -alone or connected to
the network.
Maintaining the integrity of information is essential to all of the work that the City of
Oshkosh performs. As a result, information systems security has become a critical factor
in the City of Oshkosh's activities. In recognition of this fact, the Information
Technology Division (IT) acts as City of Oshkosh's focal point for all information
systems issues.
2. Involved Persons - Throughout this policy, the words "employee" or "user" will be used
to collectively refer to all such individuals. By his /her use of, or access to the City's
personal computers, information and data systems, and computer networks, the individual
expressly agrees to abide by this policy and to be subject to these provisions.
3. Involved Systems - This policy applies to all computer and telecommunication systems
owned by and /or administered by the City of Oshkosh.
4. Privacv and Personal Use
a. City of Oshkosh Property Unless contractual agreements dictate otherwise, all
information stored on or transmitted by City of Oshkosh computer and
communication_ systems (including, but not limited to e -mail systems,
Internet/Intranet access) are City of Oshkosh property. To properly protect and
manage this property, City of Oshkosh management reserves the right to examine
all information stored in or transmitted by these systems. Employees have no
guarantee of privacy associated with the information they store in or send through
these systems. Such information is subject to applicable open records laws and
records retention policies, and can be accessed during court proceedings,
investigations, or open records requests. Because this information is City of
Oshkosh property, users must not put it to use unless it has been explicitly
approved by their Department Head or designee and consistent with this policy.
b. Information Inspection and Removal - At any time and without prior notice, City
of Oshkosh management reserves the right to examine archived e -mail, personal
file directories, hard disk drive files, and other information used or stored on City
53
November 2011
of Oshkosh information systems. This examination is performed to assure
compliance with internal policies, to support the performance of internal
investigations, and to assist with the management of City of Oshkosh information
systems.
In addition, the City retains the right to remove from its information systems any
material that, in the City's sole discretion, is viewed as offensive or potentially
illegal, personal in nature or unrelated to City business.
5. E -Mail System
a. No Default Protection - Employees are reminded that the City of Oshkosh e -mail
systems are not encrypted by default. If sensitive information must be sent by
electronic communication systems, encryption or similar technologies to protect
the data must be employed as approved by IT Division Management.
b. Privacy and Personal Use - In regard to e -mail on any City owned personal
computer, there is no guarantee of privacy. All e-mail stored on the City personal
computers or City mail server is considered City property, and is subject to public
disclosure in accordance with Wisconsin Open Records Law.
The confidentiality of any message should not be assumed. All e -mail
inbound /outbound is automatically archived and can be retrieved for inspection at
anytime. Furthermore, the use of passwords for security does not guarantee
confidentiality.
The City e-mail system may be used to promote City activities and fund raisers
which have been approved by the City Manager or his /her designee.
In addition to general policy, as 'set forth herein, prohibited use of the City's e-
mail systems via City owned personal computers include but are not limited to the
following:
i. Use of the system for personal gain. This does not include City endorsed
human resource /benefit/retirement /pension system inquiry or action,
subject to Department Head or designee approval;
ii. Use of the system to harass, threaten, defame, or injure another individual
or group;
iii. Use of the system to send personal chain letters;
iv. Use of the system to send or receive copyrighted material, trade secrets,
proprietary financial records information, or similar materials without
authorization;
V. Use of the system to send or receive pornographic materials;
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November 2011
vi. Use of the system to conduct non -City activities including the operation of
a private business, conducting job searches, promoting religious beliefs, or
forwarding political advertisements.
c. Regular Monitoring - The City reserves and intends to exercise the right to
review, audit, intercept, access and disclose all messages created, sent, or received
over the e -mail system for any purpose. The contents of e -mail may be disclosed
without the permission of the employee, consistent with this policy.
d. Retention of Messages - E -mail messages are similar to printed communications
and should, therefore, be written with the same care. However, users should be
aware that when they delete a message, from their mailbox, it remains on the e-
mail archive system indefinitely and thus would be accessible by others, as
requested and consistent with state /local laws and this policy. Emails are subject
to open records laws and any retention policies.
e. Incidental Disclosure - It may be necessary for IT Division personnel to review
the content of an individual employee's communications, files, or directories
during the course of an investigation. IT Division personnel may not review the
content of an individual employee's communications out of personal curiosity or
at the request of individuals who have not received prior approval from the
Director of Administrative Services or City Manager.
f Contents of Messages - Employees are prohibited from using profanity,
obscenities, or any ,.type of offensive, harassing, discriminatory, fraudulent,
derogatory or otherwise illegal remarks in any message. [This is not intended as
an exhaustive list of prohibited communications that may otherwise compromise
the integrity of the City and its business in any way.] Such remarks, even when
made in jest, may create legal problems, such as trade libel or defamation of
character. Users should never transmit proprietary information without prior
supervisory approval. As noted above, special caution is warranted because
backup and archived copies of messages are permanent and more readily accessed
than traditional paper communications. Unless otherwise approved by his /her
supervisor, users should make it clear that they are not communicating official
City of Oshkosh policy, practices, or procedures.
g. Message Forwarding - Recognizing that some information is intended for specific
individuals and may not be appropriate for general distribution, electronic
communications users should exercise caution when forwarding messages. City of
Oshkosh sensitive information shall not be forwarded to any party outside City of
Oshkosh without the prior approval of the Department Head or designee.
6. Configuration Control
a. Changes to Application Software - The City of Oshkosh has standardized
software packages that users can run on their personal computers. Employees
shall not install software packages on their personal computers. IT staff will
perform this function, after final approval of the application. Unapproved
55
November 2011
software may be removed without employee advance notice. All software is to be
physically in the custody and control of the IT Division unless the Director or
designee gives prior approval.
b. Changes to Operating System Configurations - Employees shall not change
operating system configurations, upgrade existing operating systems, or install
new operating systems on City of Oshkosh supplied computer hardware. If such
changes are required, IT staff (in person or remotely) will perform them. Users
that customize their desktop or application preferences will do so with the
understanding that upon repair or upgrade of that user's system, those preferences
will be restored back to the IT standard settings.
c. Changes to Hardware - Computer equipment owned by City of Oshkosh shall not
be altered or added to in any way (e.g., upgraded processor, expanded memory, or
extra circuit boards) by users. IT staff will review, authorize and install all new,
upgrades and modifications of hardware. Employee are prohibited from installing
his /her equipment on City of Oshkosh systems, or access City systems with
personal equipment unless first approved by their Department Head or designee
and the IT Division Management.
7. Software Copy
a. Adequate Licenses - The City of Oshkosh provides a sufficient number of
licensed copies of software for employees to complete their work in an expedient
and effective manner, IT must make appropriate arrangements with the involved
vendors'' for additional licensed copies, if and when additional copies are needed
for business activities. IT must authorize and store all licenses and software media
utilized by the City of Oshkosh. Employees shall not use unlicensed or otherwise
unauthorized copies of software.
b. Unauthorized Copying Users shall not copy software provided by City of
Oshkosh to any storage media (floppy disk, external hard drive, USB flash drive,
CD, DVD, etc.), ,transfer such software to another computer, or disclose such
software to outside 'parties without written permission from IT. Ordinary back -up
copies are an authorized exception to this policy.
c. Security Compromise Tools - Unless specifically authorized in writing by IT, City
of Oshkosh employees shall not in the course of their employment with the City
of Oshkosh acquire, possess, trade, or use hardware or software tools that could
be employed to evaluate or compromise information systems security. Examples
of such tools include those that defeat software copy protection, discover secret
passwords, identify security vulnerabilities, decrypt encrypted files, or
intercept/mirror network traffic.
8. System Access Control
a. User -Ids and Passwords - All users must be positively identified prior to being
able to use any City owned network resource. Positive identification for internal
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November 2011
City of Oshkosh networks involves both a user -ID and a fixed password, both of
which are unique to an individual user. IT will assign each employee an id and
temporary password for their exclusive use. Upon first logon, the user will be
prompted to set a unique confidential password that only that user should know.
Employees are prohibited from using any other person's id and /or password.
b. If there has been no activity on a personal computer for a certain period of time,
the system screensaver should invoke, with the option "On resume, password
protect" selected. The recommended period of time is ten (10) minutes.
c. Difficult -to -Guess Passwords - Passwords are an essential component of City of
Oshkosh's computer and network security systems. Upon the user's initial
network logon, they will be prompted to change their password. Network
passwords are required to be a minimum of 6 alphanumeric characters.
d. Sharing Passwords - Regardless of the circumstances, passwords shall not be
shared or revealed to anyone other than the authorized user. To do so exposes the
authorized user to responsibility for actions that the other party takes with the
disclosed password. If users need to share computer- resident data, they should use
e -mail or shared directories' on network drives.
9. Managing System Privileges
a. Access Requests - Requests for new user -Ids and changed privileges must be in
writing and approved by the user's Department or Division Head before IT staff
fulfills these requests. The request must be submitted on the "Computer System
User Request Form located on the City's Intranet. Individuals who are not City
of Oshkosh employees will not be granted a user -ID or otherwise be given
privileges to use City of Oshkosh computer systems unless the aforementioned
form has been completed and signed by the Department/Division Head and
submitted to IT at least 24 hours prior to that users login.
b. Compliance Statement Before users are granted access to the City of Oshkosh
computer systems they must review this policy and sign the policy
acknowledgement form prior to being issued a user -ID. A signature on this policy
acknowledgement 'form indicates the involved user understands and agrees to
abide by City of Oshkosh Information Systems Security/Use Policy.
c. Access Denial - User -Ids which have had an incorrect password supplied 6 times
within a 30 minute timeframe will be disabled. System privileges will be
reestablished automatically after a 30- minute delay or upon request to the IT
system administrator by the user. When users are transferred to a different job,
their system privileges will be changed to reflect their new job duties. In addition
to promptly reporting changes in the status of employees, every year each
department or division management should review the suitability of user system
privileges for their employees. In response to feedback from management, IT staff
will revoke any privileges no longer needed by users. At the time when
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November 2011
employees separate from the City of Oshkosh, all City of Oshkosh property shall
be returned, and all system access privileges shall be terminated immediately.
d. Unbecoming Conduct - City of Oshkosh management reserves the right to revoke
the system privileges of any user at any time. Conduct that interferes with the
normal and proper operation of City of Oshkosh information systems, which
adversely affects the ability of others to use these information systems, or which
is harmful or offensive to others, or which violates this policy, will not be
permitted.
e. Prohibited Activities - Users shall not test, or attempt to compromise computer or
communication system security measures unless specifically approved in advance
and in writing by the IT Director. Incidents involving unapproved system
cracking (hacking), password cracking (guessing), file decryption, bootleg
software copying, or similar unauthorized attempts to compromise security
measures may be unlawful, and will be considered serious violations of City of
Oshkosh IT policy. Likewise, short-cuts bypassing systems security measures, as
well as pranks and practical jokes which compromise the systems security
measures are absolutely prohibited.
10. Viruses, Worms, and Trojans
a. Virus Definition - A computer virus is a malicious and destructive program that
replicates itself, attaches itself to other programs, and spreads onto various data
storage media (floppy disk, external 'hard drive; USB flash drive, etc.) and /or
across a'network. The = ,symptoms 'of virus infection include much slower computer
response time, inexplicable loss of files, changed modification dates for files,
increased file sizes, and total failure of computers.
b. Screening Programs Enabled - To assure continued uninterrupted service for both
computers and networks, all personal computers must have current versions of IT
approved virus screening software enabled at all times. This screening software
must be used to scan all software coming from either third parties or other City of
Oshkosh groups; and the scanning must take place before the new software is
executed. Users shall not bypass scanning processes that could arrest the
transmission of computer viruses.
c. Eradication Process - If users suspect infection by a computer virus, they must
immediately stop using the involved computer and call the IT staff. Disks and
other storage media used with the infected computer must not be used with any
other computer until the virus has been successfully eradicated. Users shall not
attempt to eradicate viruses themselves; City of Oshkosh IT staff with expertise in
virus eradication or qualified consultants will be called in to complete this
complex task in a manner that minimizes both data destruction and system
downtime.
d. Software Sources - Larger computer systems do not generally suffer from viruses,
but they do suffer from worms and Trojan horses. Worms are much like viruses,
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November 2011
but do not attach themselves to other programs. Trojan horses are unauthorized
programs hidden within other programs or zip files, usually e- mailed with
deceptive intentions. To prevent problems with viruses, worms, and Trojans, users
of City of Oshkosh computers and networks shall not run software that comes
from sources other than:
i. Other trusted business entities,
ii. Knowledgeable and trusted user
iii. Well -known systems security
University's Computer Emergei
iv. Established computer or
V. Established commercial'
Software down - loaded from electr
software, and other software from
has first been subjected to a
management. Once the testing has
with the approved software. Users
11.
a. Back -Up Resp(
from loss or da
drives).Users r.
computer systei
12. Internet Connections
a. Internet Access
them to be mo
necessary for
emblovee. The
may not be
es such as Carnegie Mellon
,rise Team (a.k.a. CERT),
)ftware vendors
)nic bulletin boards, shareware, public domain
un- trusted sources must not be used unless it
rigorous 'testing regimen approved by IT
been completed, IT will provide the employee
fannot circumvent this procedure.
ty - To protect City of Oshkosh's information resources
eriodic back -ups are performed on all file servers (network
rat store information on local hard disks of networked
hese'back -ubs to be effective.
iternet resources are provided to the users in an effort to allow
fficient, productive and to have access to information that is
ri to carry out their responsibilities as a City of Oshkosh
rternet does not guarantee privacy and confidentiality of
s prior approval is obtained from IT management, programs
aded from the Internet.
b. Social Networking Access - Use of social networking sites (i.e. Twitter,
Facebook, MySpace, etc.) shall be limited to business use only and must be
explicitly approved by the Department Head or designee and consistent with this
policy. All postings to such site(s) are to be consistent with City of Oshkosh's
business objectives or existing policy. This includes, but is not limited to: political
statements, cursing or other foul language, and statements viewed as harassing in
accordance with state or federal laws.
c. Privacy and Personal Use - The confidentiality of any Internet traffic should not
be assumed. In addition to general policy, as set forth herein, prohibited uses of
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November 2011
the Internet via City owned personal computers include but are not limited to the
following:
i. Use of the system for personal gain. This does not include City endorsed
human resource /benefit/retirement /pension system inquiry or action,
subject to Department Head or designee approval;
ii. Use of the system to harass, threaten, defame, or injure another
individual or group;
iii. Use of the system to review pornographic materials;
iv. Use of the system to conduct non -City activities including the operation
of a private business, conducting job searches.
d. Regular Monitoring - The City reserves and intends to exercise the right to
review, audit all Internet traffic reports for any purpose. The reports may be
disclosed without the permission of the employee, consistent with this policy.
Traffic reports may be forwarded to the respective Department/Division head and
the Human Resources office. Inappropriate internet use may lead to disciplinary
action up to and including termination.
e. Reliability of , Information - All information taken off the Internet should be
considered suspect until confirmed by another, source. There is no quality control
process on the Internet, and a considerable 'amount of Internet information is
outdated, inaccurate, and /or deliberately misleading.
f Third Party Identification It is relatively easy to spoof the identity of another
user on public networks such as the Internet. Before employees release any
internal City of Oshkosh information, enter into any contracts, or order any
products via public networks, the identity of the individuals and organizations
contacted must be confirmed. Identity confirmation is ideally performed via
digital signatures, but in cases where these are not available, other means such as
letters of credit, third party references, and telephone conversations may be used.
13. Violations
a. Non - Compliance - City of Oshkosh employees who violate this policy will be
subject to disciplinary action up to and including termination.
b. Mandatory Reporting - All suspected policy violations, system intrusions, virus
infestations, and other conditions that might jeopardize City of Oshkosh
information or City of Oshkosh information systems must be immediately
reported to IT.
306 INCLEMENT WEATHER POLICY
In the event of inclement weather conditions such as snow, ice, fog, etc., which creates
hazardous traveling conditions to and from an employee's home, an employee, may request from
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November 2011
his /her supervisor permission to leave work early or arrive late and with the supervisor's
approval this can be done.
An employee may receive pay for the time away from work because of inclement weather
conditions subject to the supervisor's permission by using accumulated compensatory time,
personal holiday or vacation time.
In addition to the policy stated above, in the interest of cooperation, if it is possible for
Supervisors to allow employees to make up their lost time within the pay period that it occurs,
they will try to accommodate the employee if they can. It should also be recognized by
employees that this may not be possible due to operational needs and the timing of each
particular weather incident.
This policy does not apply to positions responsible for providing continuous services to our
citizenry. Examples include positions engaged in utility operations, protective services or
improving driving conditions. Continuous service employees are expected, as a condition of their
respective work, to adjust their arrival and departure in accordance with predicted conditions
unless directed otherwise.
307 SAFETY POLICY
1. Purpose - The City of Oshkosh is sincerely ,concerned with the safety and welfare of its
employees and the public it serves. It acknowledges an obligation as an employer to
provide the safest possible working conditions' for employees and a safe environment for
the public that uses our services.
The primary purpose of this policy is to acquaint you with the general safety rules and
policies. It reflects the efforts of many people to establish reasonable, practical, safe work
practices to prevent accidents and injuries. Your supervisor will explain rules and policies
concerning specific department operations to you. In addition, OSHA/D -COMM required
written programs are available by contacting the Safety & Risk Management
2. Principles — Safety process principles are:
a. All injuries are preventable.
b. One of management's fundamental responsibilities is to lead the safety effort in a
sustained and consistent way, establishing safety goals, demanding accountability
for safety performance, and providing resources to make the safety process work.
c. All employees are responsible and accountable for preventing injuries. Everyone
must be connected to and have personal value for the drive toward safety
excellence.
d. All operating exposures that could result in injuries or occupational illnesses can
be controlled. No matter what the exposure, an effective safeguard can be
provided.
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November 2011
e. Safety is an important condition of our employment. Safety starts on the first day
someone begins working for the City, and each employee is expected to be
conscientious in assuming personal safety from that first day on the job.
f. Effective training programs to teach, motivate, and sustain safety knowledge are a
key element in preventing all injuries and illnesses.
g. Regular audits of the workplace must occur to assess safety program success.
h. All deficiencies must be promptly corrected after an audit is completed.
i. Safety is also a part of every person's life, both at work and at home.
j. Safety is integrated as a core
3. Introduction - This policy provides uniform safety procedures and processes. Safety
procedures for specialized tasks shall be prepared by the department manager concerned
and, after approval, issued only to employees performing those tasks. It should be
emphasized that all employees should comply with these specialized rules whether they
are included here or not. In order to make this policy easy to read, follow and understand,
it is divided into sections, each concerned with a particular type of task, equipment,
operation or hazard.
Work areas and equipment shall be kept as safe as possible. loo job is so important and no
service is so urgent that we cannot take time to perform our work safely. We have an
obligation to each other to do everything possible to prevent accidents /injuries. Also, we
are required to report any accidents /injuries that do occur, to your immediate supervisor
as soon as possible, but no later than the end of the shift.
All employees are responsible for cooperating with and supporting the safety objectives.
Where potential hazards are thought to exist, employees shall use all known
precautionary measures. When in doubt as to the procedure to follow, employees shall
consult their supervisor before proceeding with the work. Safety is a personal
responsibility. Compliance with all safety rules and use of safety equipment is a condition
of employment.
4. Safety Committee - The purpose of the City of Oshkosh Safety Committee is to develop
and promote a healthy and safe environment for all employees and visitors to our
facilities through the involvement of all individuals with regards to education,
communication and safe work practices.
a. Member Qualifications/Responsibilities - Committee membership will be
voluntary and shall be approved by the Safety & Risk Management Coordinator.
The Committee will include a diverse group of employees. Membership term is
determined by the committee. Members are expected to:
Communicate committee activities to his /her department.
ii. Proactively promote safe work practices on a daily basis.
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November 2011
iii. Conduct facility and process audits.
iv. Assist in the development of safety and health training.
V. Participate in incident investigations to determine cause.
vi. Attend all safety committee meetings on time or arrange for an alternate to
attend.
vii. Report on department progress regarding safety and health issues at each
safety committee meeting.
b. Committee Activities - The health and safety activities of the committee will
include, but are not limited to, the following:
i. Identify unsafe work practices and conditions and suggest appropriate
remedies.
ii. Conduct health and safety inspections of both operations and facilities,
identify safety hazards and recommend corrective measures.
iii. Review acciden
shall be identiffi
1V.
V.
Vi.
Vii.
vlll
tin ana analyze
tify trends and
f accidents, causes and trends
ve action suggested.
injuries and illnesses and
- rective actions.
Assist in the development and implementation of effective health and
safety awareness programs.
Encourage feedback from all individuals with regard to health and safety
related ideas,' problems, and solutions.
Provide support and serve as a resource in the development,
implementation, and maintenance of a comprehensive safety, loss
prevention and loss control program.
Develop written programs to ensure compliance with health and safety
regulations.
ix. Serve as an advisory body to management on health and safety issues.
X. Provide suggestions and recommendations for resolution of health and
safety concerns.
c. Committee Structure:
i. Safety & Risk Management Coordinator
ii. 2 Managers /Supervisors
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November 2011
iii. Representatives from each of the following work areas:
1. Street Division /Central Garage
2. Sanitation Division
3. Parks/Forestry /Cemetery
4. Waste Water Treatment Plant
5. Water Filtration Plant
6. Water Distribution
7. Transit/Traffic/Electric
d. Meetings - Meetings will be held every other month, preferably on the third
Thursday. Meetings will begin at''1:45 PM and last one hour.
i. Special meetings of the committee maybe called by the Facilitator upon
his /her initiative, or upon the request of at least five (5) members.
ii. Special meetings will be counted as regular meetings when being applied
towards monthly meeting commitments.
iii. Union /management bargaining issues will be referred to human resources
and /or the appropriate bargaining unit.
iv. The minutes of the meeting will be given to each committee member and
posted on bulletin boards at each facility.
Safety Focus Group or Sub- Committee - Should be made up of at least one team
member and up to five other employees. The focus group should be used to
address specific issues within the operations and to get more employees involved
5. Responsibility For Safety - Should an accident occur, an investigation will be conducted.
The objective is to determine how and why the accident happened so that it can be
prevented from happening again. There should be a constant program of job safety
analysis to identify hazards and eliminate them before accidents happen.
a. Safety & Risk Management Coordinator - is responsible for the organization,
coordination, and implementation of safety programs and education, hazard
inspection /elimination, and management of the incident/injury reporting process.
The Safety & Risk Management Coordinator will advise all employees on issues
relating to accident prevention and will recommend appropriate action to correct
the problem areas.
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November 2011
b. Department/Division Managers - shall be responsible for all areas of safety under
their control.
c. Supervisors - will assume the responsibility of thoroughly instructing personnel in
the safe practices to be observed in their work situations. They will consistently
enforce safety standards and requirements to the utmost of their ability and
authority. Supervisors will act positively to eliminate potential hazards within the
activities under their jurisdiction, and they will set the example of good safety
practice. Safety shall be measured along with other phases of supervisor
performance.
d. All Employees - shall be responsible for compliance with safety procedures,
standards, and rules outlined in this policy or other applicable directives that are
established to prevent injury to themselves, other persons or damage to equipment
and property. They shall also be responsible for promptly reporting to their
supervisors any hazardous condition or procedure that affects them, their fellow
workers, or the general public.
i. Report all personal injuries, no matter how minor, to your immediate
supervisor as soon as possible, but no later than the end of the shift. This
must be done even if the injury did not result in lost time from work or
require medical attention. Department managers /supervisors are
responsible for submitting injury reports, to the Safety & Risk
ii. The City does not expect you to take any chances or to work under
hazardous conditions. If you are not sure you thoroughly understand the
job, ask your supervisor for further instruction.
iii. Horseplay and practical jokes on the job are not acceptable.
iv. The use of alcohol and /or drugs at the workplace is prohibited. Any
employee reporting' to work under the influence of alcohol and /or drugs
may be subject to disciplinary action.
V. When taking prescription and non - prescription (over the counter)
medications or drugs that may affect ability to perform tasks in a safe
manner, notify a supervisor to determine whether an adjustment in duty
assignment should be made.
vi. Use the handrails on stairs and on elevated platforms.
vii. Jumping from an elevation such as a bench or platform is prohibited.
viii. Always inspect tools and equipment before use. Report defects to
supervisors and other potential users. Tools and equipment that are
defective must be immediately removed from service.
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November 2011
ix. Remove jagged edges from work surfaces, including: benches, tables,
bins, shelves or chairs.
X. Remove, cut off, or hammer down protruding nails, staples or steel straps.
xi. Stand clear of all suspended loads. If a load must be moved above where
you are working, stand aside until it has passed by.
xii. Obey warning tags and signs.
xiii. Operate only the machinery or equipment you have been authorized and
trained to operate.
xiv. Remove jewelry such as rings, identification bracelets, etc., whenever
climbing, material handling, or operating mechanical equipment.
xv. Never reach over moving parts of machinery or equipment.
xvi. Never operate machinery or equipment with guards removed.
xvii. Report to work in appropriate clothing and footwear suitable for the type
of work you perform.
xviii. Wear personal protective equipment as required in this employee
handbook and in all policies and procedures.
xix. Be constantly watchful of the safety of helpers, bystanders and particularly
children when operating equipment. Keep them clear of the work zone.
0
xx. If there is an unsafe interaction with anyone, the employee should
immediately notify his /her supervisor.
First Aid - While emphasis is placed on the prevention of accidents and injuries, the
potential for injury does exist. Prompt, knowledgeable treatment of injuries will, in many
cases, prevent minor injuries from becoming major ones, and sometimes save lives.
The following first aid rules are established:
a. All employees whose job requires first aid /CPR training shall receive training
every two years. Any other employees interested may also receive first aid /CPR
training, with the approval of their supervisors.
b. First aid cabinets or kits shall be maintained in City of Oshkosh buildings. First
aid kits shall be carried in City vehicles. Supervisors should order supplies from
the Human Resource's Administrative Assistant.
c. Minor medical treatment for cuts, scratches, etc., should be given by the
supervisor or other first aid trained employee. Always be sure that open wounds
are thoroughly cleansed with soap and water to prevent infection.
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November 2011
d. There may be cases in which an injured employee, while needing professional
attention, could be transported to the hospital by City vehicle. There may be
cases, however, in which it is important that the injured employee be transferred
by ambulance. If there is any doubt, it should be resolved by calling for
ambulance service. For example, the following conditions would indicate
ambulance service:
Employee is unconscious or apparently in shock
7.
e.
f.
ii. An apparent fracture
ii. Any hemorrhaging
iii. Severe abdominal cramps and /c
iv. Other symptoms of internal injt
V. Chest pain /discomfort
To obtain an ambulance, access an outside line, and then dial 911.
All animal bites, because of the possibility of rabies, are required by law to be
reported.
eepi�n The 'best protection against some hazards may be as simple as good
housekeeping. Many injuries or damage to property can be easily prevented if employees
carefully store items out of pathways, or securely in overhead spaces. Flammables also
must be properly stored. Employees need to be alert to their surroundings for potential
problems, correcting those that become evident to them.
Aside from the accident prevention benefits, good housekeeping means efficient
performance. When materials, tools and equipment all have a place for orderly storage,
and are returned to the proper place after use, they are easier to find and easier to inspect
for damage and wear.
The following safety brocedures are established:
a. Keep work areas and storage facilities clean, neat and orderly.
b. All aisles, stairways, passageways, exits and access ways to buildings shall be
kept free from obstructions at all times.
c. Do not place supplies on top of lockers, hampers, boxes or moveable containers at
a height where they are not visible from the floor.
d. When piling materials for storage, make sure the base is firm and level. Cross tier
each layer. Keep piles level and not stacked too high. Keep aisles clear and with
adequate space to work in them.
67
November 2011
e. When materials are stored suspended from racks or on hooks, make sure they are
secured from falling. Walkways should be routed a safe distance beneath or
around such items.
f When storing materials overhead on balconies, provide adequate toe boards to
prevent objects from rolling over the edge.
g. Do not allow soft drink bottles, soiled clothes, etc. to accumulate in vehicles,
lockers and work areas.
h. Tools, equipment, machinery, vehicles and work areas are to be maintained in a
clean and safe manner. Defects and unsafe conditions shall be reported to your
supervisor.
i. Return tools and equipment to their proper place when not in use.
j. Lay out air hoses, water hoses, Ladders, pipes, tools, etc., in such a way as to
minimize tripping hazards or obstructions to traffic.
k. Clean up spills immediately to eliminate slipping hazards. In the event the
removal cannot be done immediately, the area must be appropriately guarded,
signed, or roped off.
1. Snow shall be removed from all access' sidewalks and exterior stairs to buildings
as soon as practicable. In the event the snow cannot readily be removed from
traffic areas, it shall be sanded, or the area roped off.
m. Nail points, ends of loop or tie wires, etc., must not be left exposed when packing
and unpacking boxes, crates, barrels, etc. Nails are to be removed as soon as
lumber is disassembled.
n. Items with sharp edges or points shall be stored in such a manner that accidental
contact cannot occur.
o. All packing materials shall be properly disposed of
p. Waste baskets are to be emptied into approved containers.
q. Oily and greasy rags shall be put in a metal container for that purpose.
r. There shall be adequate lighting in obscure areas for the protection of employees
and the public.
s. Employees should not handle foodstuffs with oil or gasoline on their hands. Also,
oil and gasoline should not be handled with cut or scratched hands.
t. All switches or drives on machinery shall be removed from the power source and
locked out before cleaning, greasing, oiling or making adjustments or repairs.
68
November 2011
u. Control or fuse boxes shall be kept closed and clear at all times. Minimum
clearance shall be 36 inches.
N .
v. Cords shall not be run across aisles or through oil or water. Cords shall be
inspected for kinks, worn insulation, and exposed strands of wire before use.
w. When fuses blow continually, it is an indication of an overload or short. This
condition should be reported to your supervisor.
x. Keep all electrical equipment clean and properly maintained
y. To prevent static sparks, keep drive belts dressed. Also check belts for proper
tension to prevent overloading motors.
Fire Prevention and Protection - Fires can be prevented by orderly planning, sensible
arrangement of fire- producing activities in relation to combustible materials, good
housekeeping and observance of practical controls of smoking habits when flammable
substances are present.
The following safety procedures are established';
a. Fire equipment shall be prominently displayed and kept clear for easy access at all
times.
b. Know the location of fire extinguishers in your work area. After use of an
extinguisher, report such use immediately to your 'supervisor so a replacement
may be obtained or the extinguisher recharged. All employees having access to
fire extinguishers shall be trained in their proper use.
c. Be observant of potential electrical fire hazards. Keep flammable and combustible
materials away from electrical equipment and controls.
d. Oily rags and other combustible wastes shall be kept in covered, approved metal
containers. Such debris shall be removed from facilities as soon as possible and,
in no case, shall be left unattended in a building overnight.
e. Cleaning solvents that have flammable properties shall be kept in safety
containers that meet OSHA standards. Flammables and combustibles must be
stored in approved fire rated cabinets.
f. Gasoline utilized in small quantities in shops for fueling engines being repaired,
tested, adjusted, etc., shall be handled and dispensed in safety containers that meet
OSHA standards. All containers must be properly labeled.
g. The fueling of any type of motorized equipment while the engine is running is
prohibited. When transferring flammable liquids, make sure the filler nozzle
touches the equipment or container being filled in order to guard against the
build -up of static electrical charge.
h. Never overfill a tank but rather, under fill it to allow room for expansion of the
liquid.
69
November 2011
i. No artificial light except UL approved electric flashlights will be used near
escaping gasoline or other flammable vapors or when entering an enclosure
suspected of containing gasoline.
a
j. Rooms without adequate light, basements or cellars must not be entered. The use
of matches to illuminate the space is strictly forbidden.
k. The use of fuel oil or kerosene for starting fires is allowed only after a burning
permit has been issued by the Fire Chief. Caution must be observed. Propane will
only be used according to manufacturers' specifications. Under no circumstances
will gasoline be used for starting fires.
1. "NO SMOKING" shall be enforced in all areas where flammable or combustible
materials are stored or used.
m. Exits (or exit ways) shall be kept clear at all times.
n. All city vehicles shall have an ABC "dry chemical"
in their cabs.
o. Inspectors from the City Fire Department shall be responsible for fire code
inspection of City buildings on a regular schedule.
p. Each City of Oshkosh building is to have an emergency fire plan. The City of
Oshkosh Fire Department offers a source of knowledge and assistance to
department and division supervisors for establishing an emergency fire plan. The
plan must include:
i. adequate warning measures for alerting all persons in the area of the
existence of a fire,
ii. rapid, reporting' to the 911' Center,
iii. evacuation of affected personnel from areas involved in a fire,
iv. procedures for containing the fire,
V. instruction of personnel in the duties they are to perform in given fire
situations,,
vi, adequate fire extinguishing equipment that is regularly inspected by a
responsible authority.
Material Handling - The ` single and most important preventative safety measure an
employee should keep on their mind is the Four Step Lifting Process.
a. Four Step Lifting Process:
i. Preparation - Check over the load to be handled. If there are any
protruding nails or splinters, sharp edges, oil, grease or moisture, they
should be removed.
Be realistic about your carrying capacities. Get help if the load is too
heavy or bulky.
Wear appropriate personal protective equipment. Gloves if the surface is
rough, and it is advised that you wear ANSI/ASTM approved safety steel
toed shoes, or clamp on toe protectors.
70
November 2011
Make sure the path is clear of all potential obstacles.
Plan ahead. Know where the load is being moved to and where it will be
set down.
ii. Lifting It Up - Feet should be shoulder width apart, planted on firm
ground. Maintain good balance.
When a load is below waist level, bend your knees, keeping your back as
straight as possible.
Grip the load firmly, then lift it to a carrying position. Let your leg and
arm muscles do the work, not your back.
iii. Carry the Load - Make sure you can see well enough around the load so
that you know where you are going.
To change directions, turn your whole body by moving your feet. Do not
twist.
When moving through tight spaces, use extra caution. Hands and fingers
are easily smashed.
iv. Putting the Load Down:
When placing the load on a surface that is about waist high, rest it on the
edge first, then carefully slide it forward.
When lowering a load to the floor, bend your knees, keeping your back
straight. The load should be kept close to your body until it is resting
completely on the floor.
b. Beyond knowing the proper technique for lifting, employees are to follow
established material handling rules.
10. Hand Trucks - Use the right type of hand truck for the material you are moving. If there
is a special truck, for example a drum or drawbar truck, it should be used.
a. Four -wheel hand trucks with swivel axles and tongue are to be pulled; all other
trucks are to be pushed.
b. Watch where you are going when pushing or pulling a hand truck and slow down
and /or stop at corners and blind spots
c. Allow clearance for your hands when moving through doorways or past other
objects. Use truck handles.
d. Secure help in getting hand trucks up or down inclines to maintain control.
e. Always park trucks at a spot where people will not stumble over them; leave
handles in a vertical position.
f Report hand trucks with defects to your supervisor immediately.
g. All hand truck operators are advised to wear ANSI/ASTM approved safety toed
shoes or clamp on toe protectors.
11. Fork Lifts - All employees must be certified prior to operating forklifts.
71
November 2011
12. Hoisting Equipment — All hoists must have the rated load capacity posted on the exterior
of the hoist and the rail. Employees are not to exceed the specified limit.
a. All hoists must have the rated load capacity posted on the exterior of the hoist and
the rail. Employees are not to exceed the specified limit.
b. All chains and slings must have a legible tag certifying their capacity.
c. All chains and slings must be properly stored to avoid damage. Damaged chains
and slings must be removed from service immediately.
13. Pilinz Materials - Have a safe base. That means a solid, smooth and level surface. If the
floor or ground is not level, use dunnage or bearing strips or timber to make sure the pile
will not shift. Barrels and other materials that may roll or slide must be chocked at the
base.
a. All piles must be stacked safely and at least 18 inches below sprinkler heads.
Also, the floor load limit is not to be exceeded.
b. Lock the material by cross -tying the layers so there are no unsteady stacks within
the pile. Piles should also be stepped back to insure stability.
c. Maintain aisle space for workers and fire equipment. Materials must not protrude
beyond the face of the pile.'
14. Protective Clothing and Equipment - All machine guards shall be kept in place while
machinery is in operation. Tampering with machine guards is prohibited and any removal
requires the prior approval of a supervisor. All guards are to be properly replaced after
the repair work that necessitated their removal has been completed. When necessary to
work on electrically driven machinery the employee must follow lockout/tag out
procedures.
es necessary to
personal protective eqi
gloves, aprons, safety s
are properly protected
department, division, o-
these codes where appli
Every possible el
equipment that is
desired protection
a. General Clothing:
ossible to place a guard over the source of the hazard, then
the guard on the worker. This is done by wearing approved
it (PPE) such as hard hats, eye protection, traffic vests,
- espirators, etc. Supervisors shall insure that all employees
al dress codes may be established within a particular
area, and each employee is expected to know and follow
e.
be made by management to select protective clothing and
ale for comfort, appearance and utility and still afford the
i. For your safety and comfort, invest in work clothes that are sturdy, fit well
and are washable.
ii. Wearing clothing that is loose enough to be caught in machinery parts,
while on or near moving machinery or other equipment is prohibited.
iii. Rolled up sleeves are dangerous because they have flapping ends and
because the added thickness of the cloth can pull your arm into a machine
before the cloth tears.
72
November 2011
iv. Appropriate clothing shall be worn to protect employees against the
elements.
V. Pant legs should be cut to ankle length and if cuffs exist, they should be
sewn up.
vi. It is recommended that ANSFASTM approved safety toed safety shoes are
worn on all jobs involving handling or moving heavy material. Otherwise
wear sturdy, comfortable work shoes. Consult your supervisor for proper
foot wear regulations
vii. Work clothes should be washed frequently as a safe guard against skin
infections and irritations.
viii. For outdoor work in winter weather, it is best to wear loose, warm, fairly
lightweight clothing. Wear layers of clothing so you can remove the
proper amount for inside work and put it back on when you have to go
outdoors.
ix. Oil soaked clothes are a serious fire hazard. Keep your clothes free from
oil.
X. Specific types and /or colors of clothing are required for various areas of
work. Understand and follow current rules and regulations.
b. Head Protection: The many construction and maintenance activities performed by
municipal employees involve working above or below ground levels, movements
of material overhead, or working near construction machinery. In such operations,
the hazards of being struck by falling objects, machinery, or loads being moved
by machinery, constantly exist. Hard hats are provided to prevent head injuries
from falling objects, and bumping against objects when working in confined
spaces.
The proper protection is provided when the head harness is adjusted so that there
is approximately 1-1/2" clearance, plus or minus 1/8 ", between the skull and the
inside of the hat when it is worn.
When the harness becomes worn to the extent that it no longer can be adjusted to
maintain that clearance, hard hats should be turned in for replacement. The
employees shall not alter the construction and shape of hard hats in any manner.
Hard hats shall not have decals or be painted because it alters the dielectric
properties of the hat. A hard hat is a personal item and shall be for the individual
and exclusive use of the person to whom it is issued.
Hard hats of the type approved by the department manager shall be worn when
there is a possibility of being struck in the head by falling objects or in areas of
low clearance. Supervisors may designate additional areas where hard hat usage is
required as the need arises.
c. Face and Eye Protection: Hazards involving the face and eyes can occur in many
places. Dust, small steel pieces, sand, concrete, liquid chemicals, etc. can be
splashed, or otherwise propelled into the face and eyes, causing serious injuries.
73
November 2011
Please refer to MSDS sheets for detailed information on the potential hazards
associated with chemicals.
Face and eye protection shall be provided for any task where there is any
probability that an injury may occur without such protection. Employees assigned
to perform tasks that require eye protection shall wear the protector provided. City
management shall provide appropriate face and eye protection devices at no
expense to the employee and shall make their use mandatory in specific tasks.
Safety glasses, goggles and other protective eyewear offer a vital protection. If
sufficient care is not exercised to maintain'' them properly, dirty or scratched
lenses may create another hazard from reduced visibility.
The following safety procedures are established:
i. Safety goggles, safety glasses or face shields shall be worn when there is a
possibility for substances to enter the eyes.
ii. A full plastic face shield and goggles shall be worn when handling acids,
caustics and other harmful liquids.
iii. Proper eye and f44
switching operatic
circuits where arcs
or
shall be worn when performing electrical
ng high voltage (more than 600 volts)
iv. A face shield with
V. Eye prot
the time,
d. Foot Protection:
materials. Foot
resulting in brui
reinforced with
Wearing sandal
prohibited.
e worn in
sup
filter lens, or welders lens, or welder's
ding and cutting operations.
other jobs not listed, if so designated at
ny tasks involve manual lifting or handling of heavy tools and
uries frequently occur when heavy objects are dropped,
dislocations, fractures or crushes. Shoes, rubber boots, etc.,
I toes or soles will prevent foot injuries.
s shoes or slip on loafer type shoes in City work areas is
All personnel performing electrical work shall wear electrical rated ANSUASTM
approved safety toed shoes.
Following are some of the activities in which ANSUASTM approved safety toed
shoes should be worn:
Engineering Division personnel while on the job site of any public service
construction or maintenance project.
74
November 2011
ii. All Street Maintenance Division personnel while on the job site of street
maintenance, storm drain maintenance, curb and gutter construction or
other public service maintenance projects.
iii. Personnel while on the job or during ground maintenance activities
involving use of mowers, trimmers, and other power equipment.
Employees operating mowers are required to wear clamp on steel toe caps
if they do not have hard soled leather or ANSVISEA approved safety
shoes.
iv. Sanitation Division personnel working collection routes or in the disposal
area.
V. Waste Water Treatment Plant maintenance personnel and plant operators
when assisting in teardown of machinery.
vi. All Street Division personnel while on the job site of construction and
maintenance of sewers.
vii. All Traffic Division, personnel while on the job site of installation and
maintenance of street lighting or traffic control facilities.
viii. All Water Utility personnel while on the job site for construction and
maintenance of water transmission facilities.
ix. Water Filtration personnel and plant operators when assisting in tear -down
and maintenance of heavy machinery.
. All other personnel working near construction equipment.
xi. All personnel performing repair shop tasks involving heavy materials.
Hand and Finger Protection: Gloves with leather palms should be worn when
handling rough edge or abrasive material or when the work subjects hands to
possible lacerations, puncturing or burns. Other hand protection may be
designated by supervisors. Hands should be washed with soap and water as soon
as possible to prevent skin irritation. Learn to recognize poison ivy and poison
oak and avoid it. Refer to MSDS when handling chemicals.
f. Other Protective Equipment:
ANSI/ASTM /ISEA 107 -2004 certified Class II or III clothing of high
visibility colors of orange, lime green /bright yellow must be worn by all
employees exposed to public vehicular traffic. Supervisors may also
require employees to wear Class II or III clothing at any time when
weather warrants. The supervisor shall perform an assessment of worker
hazards and tasks, complexity of the work environment or background,
and vehicular traffic and speed to determine the appropriate level of
protective clothing.
75
November 2011
ii. Safety harnesses with lifelines may be required for employees working in
tanks or underground spaces where worker position is obscured or air
supply is, or may become inadequate. An attendant worker must be
stationed outside tending the lifeline.
iii. A Fall Arrest system is required if any risk exists that an employee may
fall from an elevated position. As a general rule, the fall arrest system
should be used any time a working height of six feet or more is reached.
Working height is the distance from the walking /working surface to a
grade or lower level. A fall arrest system will only come into service
should a fall occur. A full -body harness with a shock - absorbing lanyard or
a retractable lifeline is the only acceptable system.
15. Hand and Operated Tools - A safety check of all tools shall be performed prior to each
use. Defective tools must be immediately removed from service.
The following safety rules are established:
a. Select the right tool for the job.
b. Sharpen the cutting edges of the tool and carry the tool with the sharp edge down.
c. Sand the wooden handles of a shovel, rake, mall etc., thus preventing splinters
and burns.
d. Check the handle on each tool for tightness.
e. Check the head of each tool, such as hammers, chisels, punches, and malls; have
the tool dressed if it is mushroomed (includes burrs and chipped edges).
f. Wear shatterproof clear goggles when using chisels, punches, and wedges. Be
sure no one is In the area before using such a tool.
g. Use only properly insulated tools (screwdrivers, wire cutters, etc.) if the tools
might make contact with live parts. Fuse handling equipment shall be insulated
for the circuit voltage.
h. Avoid using metal measuring tape, fabric tapes containing woven metal strands,
rope with wire cord, or other tools and equipment that have conductive properties
while around energized electrical circuits or equipment.
i. Return tools to their proper place so that they do not fall from a ledge or are
tripped over.
16. Power Tools & Electrical Hazards
a. Equipment:
76
November 2011
All electrical tools used in City operations, unless listed as double
insulated, must be grounded by connecting a three -wire cord with
polarized, three -prong or grounded plug. Such tools shall be connected to
a properly grounded, three -hole receptacle. All outdoor or street
conditions require ground fault protection also.
ii. If extension cords are used, they must be of the three- conductor type with
matching plug and receptacle. Flat style extension cords shall not be used
on construction sites.
iii. Each electrical tool or machine shall be visually inspected each time it is
used for damage to cords and ground connections. The most common
defects occur at the points where the cord is attached to the tool or where
the cord is attached to the plug. Be sure to check for a secure connection
that allows for an insulation plate on the inside portion of the plug.
iv. Where electrical equipment is used in a wet location, ground fault
protection or low voltage equipment (12 volts or less) shall be used. Use
of rubber boots and rubber gloves are also recommended.''
V. Never operate power tools without the guards provided.
vi. All power driven wood working machines should be provided with a
disconnect switch that can be locked in the Off `aosition.
vii. The frames and all exposed non-current carrying metal parts of portable
electric wood working machinery shall be grounded.
viii. Provisions shall be made to prevent woodworking machines from
automatically restarting upon restoration of power after a power outage.
ix. Power and operating controls shall be located within easy reach with a
positive means provided for rendering such controls inoperative while
servicing or making repairs and adjustments.
X. When working on electrical circuits, equipment or machinery, please
follow' proper Lock Out /Tag Out procedures.
b. Compressed Air: The use of compressed air for cleaning purposes is prohibited in
most situations; compressed air can only be used when not exceeding 30 PSI and
then only with personal protective equipment. When in doubt, brushes should be
used for cleaning machinery.
c. Air Hammers:
Remove the piston or tool of an air hammer before laying it down - -or
whenever it is not in use - -to avoid the danger of it flying out and striking
someone.
77
November 2011
ii. Always close the valve on the air line and release the air from the hose
before cleaning, repairing, trying to insert any tool (excluding air
hammers), or leaving any air powered unit.
iii. Establish your hold securely on the handle of an air motor to maintain
control.
iv. Be certain that the discharge end is made secure before turning
compressed air into a hose so that it will not become uncontrollable and
cause injury.
V. Hearing protection and safety goggles are required. The use of
ANSUASTM approved safety toed shoes or clamp on caps is
recommended.
d. Woodworking Machinery:
i. Safety glasses and face shield must be worn at all times when operating
woodworking machinery.
ii. Machine guards shall be permanently attached.
iii. If you are running, short or using narrow stock, protect your fingers by
using a block.
iv. Before using ,a circular saw, check all materials for possible warping. If a
concave edge is found, always place it away from the straightedge guide
of the table saw.
V. If the saw binds in a cut, the saw must be shut off before attempting to
dislodge the lumber. Lock out procedures must be followed.
Stand out of the line to avoid a possible "kick- back" and to avoid the
danger of being struck by the small pieces that are frequently thrown from
a circular saw.
vii. Never reach over any machine to get finished materials from the opposite
side, to remove dust or wood particles from the saw table, or to oil the
machine while it is in operation.
viii. When using a joiner, do not allow either hand to pass over the knife. Use
both hands - -one on each side of the material- -using particular care at the
start and finish.
e. Gas Welding:
All gas welding equipment and connections must be kept free from grease
and oil. Gas cylinders shall be stored 20 feet from highly combustible
materials.
78
November 2011
ii. The protective cap over the valve must be kept on when the cylinder is not
in use.
iii. Never wear gloves or have grease or oil on your hands. Keep hands away
from the oxygen cylinder controls.
iv. Never roll tanks on the floor, or attempt to carry them by hand or hoist
unless properly slung. Use the skid provided when unloading cylinders
from the truck. After unloading the tank, the cylinder must be securely
chained.
V. Securely fasten with a chain the acetylene and oxygen tanks in an upright
position where there is no danger of their falling or being bumped when in
storage. The acetylene and oxygen tanks must be stored 20 ft apart.
vi
vii
viii.
Use only standard green oxygen hose with right -hand couplings, together
with red acetylene hose with left -hand thread.
Blow out the tank valve before attaching the regulator. Never use
compressed air for blowing out our equipment as air may contain some oil
and moisture. Use oxygen to blow out the oxygen hose and acetylene to
blow out the acetylene hose.
When changing empty tanks for full ones:
1. Shut off valve on empty tanks.
' 'D° °'�e thumbscrew on regulator.
inect regulator, blow out tank valve and connect on full tank.
on opposite side of tank, point the acetylene valve outlet
'rom the oxygen tank and face away from the gauge while
g the tank valve.
thumb screw on regulator to proper pressure, making sure
)u do not have excess oxygen, which only causes sparks in
on.
ix. Be sure that the end of your torch is cleaned before attempting to light.
Use only friction lighters.
X. Put materials in such a position to prevent sparks, hot metal, or the severed
section of metal from falling on the gas supply hose or on any employee.
xi. At the completion of the work, the welder shall make a careful inspection
of the job site to insure that hot articles have not started smoldering, which
might later develop into a serious fire.
79
November 2011
xii. Gloves and goggles or face shield with proper filter lenses shall be worn.
Employee should wear ANSFASTM approved safety toed shoes or clamp
on toe protection.
xiii. Portable welding screens shall be used to protect the eyes of others in the
vicinity whenever potential exposures exist.
f. Electric Arc Welding:
i. A welders helmet with proper filter lenses shall be worn.
ii. Whenever possible, welding operations should be conducted inside a
regular welding booth. If work must be performed outside a booth, the arc
shall be effectively screened to prevent injury to eyes and to others.
iii. Before entering the welding area, an effective warning, such as shouting,
shall be given, so that the operator may be aware of your presence and
help you to avoid a sudden flash or other injury.
iv. Like the welding operator, any person(s) entering the welding area are also
required to wear personal protective equipment.
V. The welding of certain materials may require the operator to protect
him /herself with a specially designed air - purifying respirator that fits
under his/her helmet.
vi. Deposit short ends of welding rods in the containers provided for that
vii. When not in use, place the electric holder where it cannot cause an arc.
viii. Prevent injury to yourself and others from short circuits by only using
welding cables that are in good condition.
ix. Only a properly authorized operator shall use welding equipment. Never
attempt to repair welding equipment yourself.
X. Fire extinguishers shall be maintained in a state of readiness for instant
use.
xi. A fire watch shall be required whenever a fire might develop.
xii. The work site shall be inspected by a supervisor or his designee before any
cutting or welding is performed.
g. Tree Trimming and Chain Saw Safety:
No one shall be assigned to work in a tree unless they have been trained as
a climber and are:
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November 2011
1. Able to use a climbing rope and saddle.
2. Able to tie all necessary knots.
3. Able to use necessary hand tools.
ii. Before starting any tree operations, time should be taken to check the trees
in the surrounding area for any dangerous conditions.
iii. Tree work should be avoided when trees are wet, during high winds, or
during extreme low temperatures, except in of emergency.
iv. Only properly trained personnel will be allowed to climb.
V. Tree trimmers shall ask for assistance only from ,personnel on the crew.
vi. Danger signs and barriers will be placed around areas where tree work is
to be done.
vii. The supervisor must inspect tools, enforce safety rules, give instruction to
his /her subordinates and determine suitable clothing to be worn.
viii. Ropes of a suitable strength must be used for lowering of large limbs.
ix. Ropes shall be used for raising and lowering of tools.
X. Safety or climbing ropes shall not be used for lowering of limbs.
xi. Ladders should not be used unless they can be set on a firm foundation.
xii. Ladders shall be frequently inspected for damage.
ii. Climbers must always call a warning before dropping limbs.
Never leave hanuers or tools unattended.
xv. Use care when it is necessary to work around live wires.
xvi. All wires broken during tree work shall be reported to the proper utility
company.
xvii. Fallen wires must be guarded until utility service personnel arrive.
xviii. Once notching has started, the tree must not be left unattended. Fall ropes
shall be used to guide the fall of large trees.
xix. Only one - person saws shall be used in a tree. All chain saws must be
roped with their own rope using either a taut -line hitch or a person on the
ground to hold the rope.
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November 2011
xx. Walk only with the saw stopped and the guide bar pointing to the rear.
xxi. Always stand at the end of the saw when cutting, never at the side.
xxii. Avoid using the tip of the saw for cutting.
xxiii. Never replace the chain in the guide rail groove while saw motor is
running.
xxiv. Clean and check each saw thoroughly and lubricate as required. Maintain
a proper tension on the chain. Always inspect the saw for sharpness, as a
sharp saw will, result in safer, faster, and easier cutting and also reduce
maintenance costs.
xxv. Always refuel the saw before it runs out of gasoline and becomes a "bound
saw" which is difficult to refuel and start. This will also help in avoiding
the danger of fire when starting a saw too near to a refueling site.
xxvi. Hard hats, chaps, safety glasses and face shield, and appropriate hearing
protection are mandatory. ANSI/ASTM approved safety toed shoes are
highly recommended.
h. Lawn Mowers:
i. Power mowers shall not be left unattended with motor running.
ii. Foreign objects must be removed before mowing.
iii. Bystanders should be warned by the operator of the danger of flying
objects. Extreme precaution must be taken when there are children in the
immediate area:-
V. Operator must keep hands and feet away from the undercarriage of the
mower.
V. During maintenance repairs, the spark plug wire must be disconnected
from the spark plug.
vi. Operators of power mowers shall wear approved hard sole leather type
work shoes, eye protection, and appropriate hearing protection.
i. Electrical Work:
Only qualified personnel are authorized to perform electrical maintenance
and /or repair. Implement lock out, tag out procedures before starting any
work where applicable.
ii. Keep all electrical controls in safe working order, accessible and well
marked.
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iii. Jewelry of any kind must not be worn when working on or near electrical
circuits.
iv. All equipment, including power tools and hand tools, shall be operated
only for its intended use.
V. All equipment, and areas around equipment, shall be kept as clean, dry
and adequately illuminated as possible.
vi. All electrical work shall conform to applicable local regulations and
provisions.
vii. In case of contact with live wires, the victim must be freed with a dry
wooden stick, or other non - conductor of electricity, or by turning the
electricity off. An ambulance must be called immediately.
17. Construction Safety, Above Ground and Underground Work - Advance planning can
prevent accidents. However, if they should occur, prompt reporting to the utility
concerned is of prime importance. Escaping natural gas constitutes an explosion potential
and the leak must be stopped by trained personnel as soon as possible. Contact with a
primary electrical circuit constitutes a shock hazard. If an injured employee is still at the
point of contact or rescuers are attempting to remove him /her, the reactivation of the
circuit poses additional hazards. An immediate report to the utility affected will avoid
compounding the hazard.
a. Some of the principal hazards and potential injuries affecting employees and
public safety are:
i. Excavation resulting in gas explosion, electrical shock, flash burns, etc.
ii. Rupture of gas, water, and sewer facilities from using mechanical
compaction, boring, or digging equipment.
iii. Electrical shock resulting from contact with overhead or underground
electrical wires.
iv. Interruption of electrical service or communication lines from dig -ups,
pole' collapse, etc.
V. Fractures, contusions, crushes, etc., from being struck by or caught in
materials and /or machinery.
vi. Fractures, strains, dislocations, etc., from cave -ins.
vii. Strains from lifting and material handling tasks.
viii. Eye injuries from dust and debris propelled by machinery and tools used
in the operations.
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b. The following safety procedures are established before work is started:
Check plans to see what public utility services are located on or near the
j ob site area.
M
ii. Contact Diggers' Hotline, City Utilities and any cable companies with
services in the job site area to secure assistance in locating and protecting
all underground or overhead services that may be affected. No work shall
be started until approval has been received.
iii. Make a personal inspection of the job site area to identify what signs, post
markers, overhead electrical lines, etc., may be seen and make this
information known to all employees involved.
iv. Obtain the service and repair telephone number of all utilities having
services in the job site area, so that an immediate report may be made to
them if an accidental contact is made.
Natural Gas Service: Inform all crew members of locations of buried pipelines.
Specifically instruct equipment operators to 'avoid contact with buried lines. Do
hand digging when in close proximity to buried pipelines.
If Gas Pipeline is Damaged:
i. Immediately= call the gas utility service and repair office to report the
damage.
" and inform them if you need Fire and /or Police.
upment in the area.
v1OKING in the area.
p a damaged pipeline.
gas valves.
from the area until relieved by Police or Gas Company
d. Electrical Transmission Service:
Contact the local electric power utility if work is to be done near electric
service and accurately locate any buried service.
ii. If excavating near poles or guide wires and the possibility of damage to
cables or collapse of a pole line exists, consult the Power Company.
iii. If excavating beneath buried conduit or cables, arrangements shall be
worked out in advance with the power company concerning maintenance
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November 2011
of electrical services, proper support of exposed conduit, and suitable
compacting of backfill.
iv. All wires and conduit shall be considered energized and dangerous.
V. Booms and protruding parts of construction machinery shall not be
operated closer than 5 feet to overhead electrical lines. When construction
machinery is operated in close proximity to energized lines where moving
parts could result in contact, a signal person shall be provided to direct the
operator. The signal person in those circumstances shall be especially
watchful to prevent movement of the machinery any closer than the
minimum 5 feet clearance brescribed above.
e.
f.
vi. Those on the ground handling suspended loads, slings, cables, or in
contact with the machine, are in the most hazardous position if contact
with energized electrical lines occur. Ground crews shall be repeatedly
warned of the hazard and especially watchful to prevent such contact.
If Machines Contract Energized Wires:
i. Immediately contact the power company service and repair office, and 911
Center for assistance, if needed.
ii. The operator should attempt to swing the boom clear.
iii. Persons in the rig are usually safe. Be careful that no part of the body is in
contact with the machine and the ground at the same time.
iv. Stay clear of energized equipment, do not return to it and keep others
away from it.
V. If wires are down, post guards to prevent anyone from touching them.
Telephone Service:
While telephone circuits operate on low voltage and are not an electrical
hazard in themselves, they may be energized with higher voltages when
crossed with power lines by accident at points far removed from the job
site. Consider all lines hazardous.
ii. Do not cut or disturb guide wires. Sudden release of tension may cause an
entire pole line to collapse.
iii. Observe the precautions listed for electric power lines.
iv. Pipe pushers, trenchers, boring tools, air hammers, pins for paving and
curb forms, etc., should not be used until determining the depth and
location of buried telephone cables and conduit.
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November 2011
g. Digging and Trenching Operations:
i. Approved guards such as cribbing, barricades, warning signals, or flag
persons shall be in place when workers are engaged in any street
excavation, street repair work, or when removing or replacing manhole
covers. Warning devices shall be placed a sufficient distance from the
work to permit vehicles a reasonable stopping distance with due regard for
visibility, speed and volume of traffic. Open manholes shall be properly
guarded with approved warning devices.
ii. A signal person shall be posted on the surface to assist the machine
operator. He /she shall station themselves where they can be seen by the
operator, outside the range of movement or hazardous area from loads,
and warn the operator of the presence of others who may enter that area.
iii. Manhole covers not provided with lifting devices' shall be raised slightly
on one edge and slid off the hole. To replace the cover, reverse the
procedure.
iv. All tools, materials, and equipment shall be kept at a reasonable and safe
distance from the edge of trenches, curbs, or embankments.
V. Cribbing of trenches is done on any trench or ditch 5 feet and over. Depths
of less'' than 5 feet shall be guarded when hazardous ground movement
could be expected. All excavations shall be under the direction of a trench
competent person. Earth banks with a depth greater than 5 feet that are not
shored or braced shall be sloped at a safe angle.
vi. Workers in an excavation that is properly sloped or shored should not be
in danger of being buried by a cave -in. However, accidents have occurred
where workers standing on the surface at the edge of an excavation were
carried into the excavation and buried by a cave -in at the point where they
were standing. If such an accident should occur, pull your hard hat over
your face to trap a pocket of air.
vii. To avoid the situation described in 6, watch the texture of the earth being
removed. If it is unstable (sand, loose fill, etc.), warn all workers against
working too close to the excavation before shoring is installed.
viii. Hard hats shall be worn at all times by workers in or around excavations,
trenches, tunnels, sewers, or other sub - surface operations.
ix. When chains, ropes, cables, slings, etc., are placed under tension, warn
workers and observers to stay beyond the range of whipping strands if
they should part from the tension.
X. The public shall be directed away from hazardous areas and material piles.
xi. Ramps, runways, ladders, stairs, and other means of access must be kept
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within 25 feet of an employee work area if the trench is more than 5 feet
deep.
xii. Daily inspections of excavations and adjacent areas are required.
h. Materials Handling Machinery:
When moving heavy objects with a crane, use the proper slings and grips
to secure the load to be suspended.
ii. When guiding a suspended load into position, always use non - conductive
rope or nylon tag lines to permit maintenance of a safe distance from the
drop zone in case a suspended load should fall, or contact with an
electrical service should occur.
iii. Never crawl under mobile construction machinery during rest or lunch
breaks.
iv. Avoid moving a suspended load over persons on the ground, or above
persons working in an excavation.
Aerial Platforms and Baskets:
Extreme care must be exercised when operating this equipment near overhead
lines. With certain exceptions, aerial platforms or baskets should not be
positioned closer than 10 feet to overhead lines. The exceptions are:
i. Traffic Division employees who must work on overhead lines.
ii. Traffic Division employees who must service traffic signal installation.
Falls can be prevented by use of adequate and appropriate safety equipment. A
raised platform or basket becomes a highly unstable support if jarred by a
collision with the base vehicle, jerky operation, or failure of mechanical controls.
Fall prevention is achieved by using an approved safety harness secured to the
employee and to the boom or platform.
The equipment used by City crews has controls located in various parts of the
basic machine to operate the out - riggers, booms, power take -off, etc. The operator
who activates such controls should make sure that all persons in the vicinity of
this equipment are clear of any moving part before power is applied. The
supervisor or lead person in charge of the crew is responsible for insuring that this
precaution is taken and that appropriate warning is given.
The following safety procedures are established:
Always lower out - riggers or activate stabilizer systems before raising the
basket. (Most equipment now in use is equipped with an interlock, which
prevents raising the basket until out - riggers are down.)
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November 2011
ii. Give verbal warning to persons near the vehicle when lowering out - riggers
if an automatic audible signal is not operative.
iii. When working in aerial baskets (cherry pickers), a safety line shall be
connected to a fitting secured to the basket or boom, and to a safety
harness worn by the employee.
i
Working in Public Right of Ways:
This section establishes uniform requirements for traffic control in construction
and maintenance areas. It also specifies the type of traffic control devices and the
method /procedure for its use.
The specifications set forth conform as closely as practicable to the Manual on
Uniform Traffic Control Devices, as published by the Federal Highway
Administration and to the Wisconsin Manual of Uniform Traffic Control Devices.
It is not practical to include detailed standards of application for all possible
situations that may arise. Therefore, the scope of this section into present the
basic principles and standards for the design, application, 'installation and
maintenance of the various types of traffic control devices required for street
construction, maintenance operations and utility work.
Minimum standards of application are presented for some of the most typical
situations and for the methods of controlling traffic through work areas. Some
typical applications of these devices are illustrated in order to show the proper
application of standard protective devices.
When road surfaces are being repaired manholes opened, or excavations dug, it is
necessary that adequate warning of the hazard be posted, that a minimum amount
of the right of way be blocked off consistent with safety requirements, and that
traffic be efficiently re- routed.
Where traffic detours are required, additional time should be allowed to prepare
the equipment and to properly mark such detours.
Signs /General Requirements: The organization, public or private, doing work on
any City street right -of -way is responsible to provide and maintain all the
necessary traffic control devices and flaggers when necessary to direct traffic
around the work area (except for stop signs, yield signs, turn prohibition signs,
parking restriction signs and speed signs).
Maintenance activities may include such interferences as tree trimming, curb site
planting, street sweeper operation, trash pick -ups, light fixture cleaning, traffic
signal repair, etc. They may interfere with normal traffic in the form of standing
or slow- moving vehicles and equipment, or occasional movements into the
normal right of way. The feature of simultaneous flashing of all turn signal lights
should be used, augmented by oscillating or rotating lights, or flashing arrow
signs mounted on the vehicle. For minor construction or maintenance operations,
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November 2011
the work vehicle itself with high visibility color or reflective markings mounted
on the vehicle and warning lights described above will usually be adequate.
If an open cut is left in a posted traffic lane when work is stopped or suspended
for any reason, a steel cover plate of sufficient strength to sustain normal traffic
loads should be placed over the cut and anchored. If a cut cannot be covered and
must be left over night, signs and barricades shall be left in place, adequate
lighting shall be provided, and the Director of Public Works and /or Transportation
shall be consulted.
When a portion of a street has been closed for ''maintenance or repair work and
construction equipment must be intermittently operated in lanes left open to
traffic, a flag person shall be provided to control traffic.
Protect holes and patches with barricades at the hazard and add warning lights at
night.
Any road materials left in public right -of -ways shall be marked with lit
barricades.
All traffic control devices used on street construction or in maintenance zones
shall conform to the applicable specifications of this section, the Manual on
Uniform Traffic Control Devices published by the Federal Highway
Administration and the Manual on Uniform Traffic Control Devices published by
the Wisconsin Department of Transportation.
Traffic control devices must be set prior to the start of construction or
maintenance operations and shall be properly maintained during the process. The
Contractor, utility or other agency shall notify the Department of Public Works
and /or Transportation if existing' traffic signs, parking meters or parking zones
interfere with the construction. The Department of Public Works will be
responsible for the removal of signs that interfere with construction, as well as the
permanent placement of signs when construction is completed. The contractor,
utilities or other agency conducting the work shall reimburse the City for the labor
and materials necessary for the removal and placement of these signs.
All signs used during hours of darkness must be reflectorized with engineer grade
or encapsulated lens reflectorized sheeting.
Signs shall be placed in positions where they will most effectively convey their
messages and therefore must be placed in accordance with street geometrics and
alignment. Signs shall be placed so that the driver will have adequate time to
respond to conditions.
Barricades and Channelizing Devices:
The main functions of barricades and channelizing devices are to warn and alert
both motorists and pedestrians of hazards created by construction or maintenance
activities, and to guide and direct them safely past such hazards.
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Barricades approved for use in the City of Oshkosh are the following:
Type I barricades shall be used where the hazard is relatively small, to
delineate a restricted roadway or for temporary daytime use.
ii. Type II barricades with yellow flasher may be used for the same
conditions as specified for Type I barricade. Type II barricades shall be
constructed with engineer grade or encapsulated lens sheeting. When used
during hours of darkness, Type II barricades shall be equipped with a
Type A flashing yellow warning light (isolated hazard) or a Type C steady
burn warning light (delineation of traffic lanes). This type of barricade
may be used to mount informational or directional signing.
iii. Type III barricades shall be used for major construction operations where
they must remain in place for extended periods of time to denote complete
or partial street closures. Type III barricades shall be constructed with
engineer grade or encapsulated lens sheeting on both sides of the
horizontal panels. When used during hours of darkness, Type A flashing
yellow warning lights shall be mounted on the top panel.
iv. Tubular Markers or traffic cones shall be used to channelize traffic, divide
opposing traffic lanes, divide traffic lanes when two or more lanes are
maintained open in the same direction, and to delineate minor
maintenance operations in the street. Markers and cones less than 18
inches tall may only be used during daytime hours.
V. Plastic drums may also be used for traffic channelization. The color,
marking and reflectorization of drums shall be consistent with marking
standards for barricades. Steel drums shall not be used.
Traffic Control persons (flagger) shall:
1. Wear ANSI/ISEA Class II high visibility clothing or Class III high
visibility clothing (lime green) and be equipped with stop /slow
near enough to those being protected so there is no doubt as
his /her purpose.
3. Stay no less than 200 feet from those working unless conditions
make this impossible.
4. Stand on the shoulder and to the right of approaching traffic.
To stop traffic:
1. Hold sign (stop side) stationary, extended into the traffic lane, until
the car has stopped.
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2. Speak to the driver, if necessary, and give the signal to proceed
with the free hand.
To slow traffic:
1. Hold sign (slow side) stationary, extended into the traffic lane,
until the car has slowed sufficiently.
2. Then lower sign and give signal to proceed with free hand
Pedestrian Protection in Construction Areas: During approved sidewalk closures,
the contractor, utility or agency performing the work shall provide and maintain
SIDEWALK CLOSED -USE OTHER SIDE signs at the nearest crosswalk or
intersection. If a walkway is to be maintained through the construction zone, the
contractor, utility or agency performing the work shall clearly identify the
walkway. The walkway must be protected from motor vehicle traffic and be free
of pedestrian hazards, such as holes; debris, and mud.
Temporary walkways shall be maintained behind the existing sidewalk, on part of
the existing sidewalk or in the adjacent parking lane, where available.
18. Ladders and Scaffolding - The following safety procedures will prevent accidents and
possible injury:
a. Ladders':
i. Metal ladders shall not be used anywhere near where contact with
electrical circuits can occur.
ii. Periodically inspect wooden ladders. Wooden ladders shrink over a period
of time. In a stepladder, this may cause steps or back bar members to
become loose. Hold, the rods beneath the steps with a pliers and tighten the
nut at the end with a wrench to maintain strength and steadiness.
iii. Wooden ladders or scaffold planks should not be painted as defects may
be covered by paint. Use a good grade of spar varnish or a mixture of
linseed oil and turpentine to preserve the wood.
iv. Nonskid feet shall be used on all straight and extension ladders.
V. Straight ladders form a triangle when placed against the wall or objects for
climbing. When properly placed, the bottom side of the triangle should be
about one fourth as long as the vertical (i.e., if the ladder is leaned against
a wall eight feet high, the feet should be set two feet from the wall).
Ladders shall never be placed against a window sash.
vi. When using a straight ladder, it should be long enough to extend at least
three rungs above the level to which the user is climbing. Stepladders must
not be used as straight ladders; they are not designed for this purpose.
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vii. If the bottom of a ladder is placed on an unsecured surface, secure the
ladder in a position by the use of hooks, ropes, spikes, cleats or other anti -
slip devices or by stationing an employee at the base of the ladder to hold
it in position during use.
viii. Never stand on the top of a stepladder to work.
ix. Only one person shall be on a ladder at a time.
X. Never carry articles in hand while climbing. Use a hand line to raise and
lower tools and materials, or suspend them suitably in a tool belt.
xi. Always face a ladder when ascending or descending it and have free use
of both hands.
xii. Clean your shoes if necessary before climbing.
xiii. Keep rungs clean and free of grease, oil, and mud.
xiv. If it is necessary to place a ladder near a door or where there is potential
traffic, set up warning signals or take other precautions to prevent
accidental contact with the ladder.
b. Scaffolding:
i. Proper supervision is required to erect scaffolding.
ii. Planks and other material used in building scaffolding must be sound and
free from knots. Keep planks in good condition with a spar varnish (never
paint the planks). All planking shall be adequately cleated.
iii. Tube and coupler type scaffolding shall not be altered. Wheels shall be
locked' or chocked, and scaffolding shall not be moved horizontally while
in use.
iv. Freestanding scaffolding shall not be higher than 4 times the narrowest
V. All scaffolding over 10 feet shall have toe boards and a guard handrail at
least 36 inches high but not more than 42 inches high. A mid -rail and a
screen between toe board and handrail extending the entire opening
consisting of #18 wire is required where persons work or pass underneath.
19. Fleet Safety - In addition to this policy, all employees are required to comply with
applicable Federal and Wisconsin DOT motor vehicle and local traffic laws, and the
established City of Oshkosh driving safety work rules, best practices and procedures.
a. Responsibilities:
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Department Heads have the responsibility to implement the adopted fleet
safety policy and overall fleet safety program by:
ii
1. Directing all supervisors and employees to endorse and comply
with the adopted policy and program components.
2. Providing appropriate safety and financial resources.
3. Providing support and interest in the fleet safety program.
4. Insuring that all City owned or leased vehicles and heavy
equipment assigned to their respective departments are in proper
working condition at all times.
Supervisors have the responsibility to:
1. Provide training to employees so that they are fully qualified to
drive and maintain fleet vehicles and heavy equipment.
2. Ensure the safe operation of fleet vehicles in compliance with the
overall fleet safety program requirements.
3. Enforce the established fleet safety policy's driving work rules,
procedures, policies and best practices.
4. Thoroughly investigate all vehicle accidents and make
recommendations to avoid future accidents.
ite support and interest in the fleet safety program.
mployees'' in the proper operation and preventative
ce procedures and ensure that routine vehicle inspections
med on a pre -use basis and that inspection forms are
and submitted in accordance with the established
he responsibility to:
Aanere to the directives of this fleet safety policy and overall fleet
safety program.
2. Participate in in- service training and apply their education and
training to the safe operation of assigned vehicles and heavy
equipment.
iv. Fleet Maintenance Personnel have the responsibility to:
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November 2011
1. Develop, schedule and ensure implementation of the City of
Oshkosh preventive maintenance program on all vehicles and
heavy equipment.
2. Prepare specifications for purchased or leased vehicles and heavy
equipment to ensure maximum safety features.
3. Assist in the development of fleet safety rules, best practices,
procedures and policies.
4. Supervise the activities of the maintenance staff to ensure quality
maintenance.
5. Assist in providing training on preventive maintenance inspection,
techniques, and best practices.
b. Use of Personal Vehicles on City of Oshkosh Business. The following rules apply
to personal vehicles used for city business:
i. An employee who operates a personal vehicle for City business must
provide proof of Liability„ Insurance with limits of not less than $100,000
per person, $300,000 per occurrence and the same minimum coverage for
uninsured and underinsured motorists. This requirement shall not be
waived. The insurance on the vehicle shall be primary to any City
insurance coverage. Employees must provide a current copy of their
Personal Auto Declarations page upon request in order to receive mileage
reimbursement. Only those vehicles outline in the Travel Policy are
eligible for mileage reimbursement.
ii. Employee's required to operate their personal vehicles to conduct City of
Oshkosh business will be required to follow the City of Oshkosh Travel
Policy.
iii. Employees who are required to hold a valid driver's license as part of their
job, must report any loss or restriction of driving privileges during an
employee's incumbency must be immediately reported to his /her
supervisor, Department Head or Human Resources.
c. Use of City of Oshkosh Vehicles. An employee must comply with the following
fleet safety driving rules and best practices in order to continue to operate vehicles
and heavy equipment:
i. Maintain an approved and valid WI DOT driver's license with the
applicable job required classifications and endorsements at all times.
ii. Employees who are assigned a vehicle and /or piece of heavy equipment
are responsible for the daily inspection of the vehicle and /or heavy
equipment. If an employee is unfamiliar with the operation or maintenance
of a vehicle or piece of heavy equipment, it is his /her responsibility to
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November 2011
request information and instructions on the proper procedures from his /her
immediate supervisor.
iii. All employees in positions that require a Commercial Drivers License
(CDL) must notify the City of any traffic citation on or off the job as soon
as possible but in no event later than three calendar days after the citation
was issued.
iv. Parking Vehicles:
1. Engines shall be stopped and ignition keys removed when parking
or leaving City of Oshkosh vehicles and /or heavy equipment,
unless parked within an enclosed garage. When using equipment
that runs off the engine, or in inclement weather, prudent care
should be taken.
2. Parked vehicles must have their emergency brakes set.
3. If on a downgrade, turn front 'wheels towards the curb. If on an
upgrade, turn away from the curb. Set brakes, and put transmission
in "park" before leaving the driver's seat.
Vehicles may not be parked on the wrong side of the street facing
traffic except in case of emergency or while within a designated
Non emergency vehicles are prohibited from parking in fire lanes
or in front of fire hydrants while on job sites.
6. Parked vehicles shall avoid blocking motorists' view of traffic
control devices and signage, i.e., stop, yield, traffic lights,
construction, etc.
7. When trucks or vehicles must be stopped on streets or highways,
adequate warning signals must be used and also a flag person if
traffic warrants.
8. Turn signals will not be used as a parking warning
9. Before leaving the curb, look to see that no cars are approaching
from either direction and signal your intention.
V. Individuals not employed by the City of Oshkosh are not permitted as
passengers in fleet vehicles unless authorized by a Department Head,
Human Resources or City Attorney's Office. If a Department Head is not
sure of an acceptable deviation of the policy they should consult with the
City Attorney's Office, Safety & Risk Management Coordinator or
Human Resources Division to determine acceptable risk levels.
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vi. No more than three persons shall be permitted to ride in the front seat of
any vehicle. Persons shall not be transported in any vehicle unless safe and
secure seating with safety belts is provided for each person.
vii. Employees shall perform pre -trip inspections prior to the first use of any
vehicle or mobile equipment he or she is assigned to drive on any given
day.
viii. Employees shall conduct a daily inspection, which includes checking the
lights, power steering fluid and reservoir, horns, windshield washers and
wipers, directional signals, tires, brakes and brake fluid, clutch travel,
motor oil and hydraulic systems.
ix. Employees are required to maintain and ensure that all commercial
vehicles are carrying the following emergency equipment: 1) reflective
triangles; 2) basic first aid kit; 3) small multi- purpose dry fire
extinguisher; and the 4) Proof of Insurance, vehicle and trailer registration
cards.
x. While fueling fleet vehicles and /or heavy equipment:
1. Smoking is prohibited while fueling.
2. 'Engines shall be turned off during the fueling operation. Leaving
the vehicle unattended while fueling is prohibited.
3. Using an object to "lock the nozzle" on a fuel pump nozzle while
fueling is prohibited.
4. To avoid spilling fuel, do not fill tank too fast or too full. Fuel
leaks ''and /or spills (gasoline, diesel fuel, and hydraulic oil) over
one gallon shall be reported immediately to your supervisor so that
an internal spill report can be completed.
xi. Report any fleet vehicle and heavy equipment mechanical problems
immediately to your supervisor. Never drive a fleet vehicle and /or operate
heavy equipment that does not appear safe.
xii. Protective guards, deflectors and shields shall be in place before starting
and operating any heavy equipment.
xiii. Seat belts and shoulder harnesses must be worn while operating or riding
in City of Oshkosh owned commercial and fleet vehicles, personal
vehicles while on duty, and when operating heavy equipment that has been
equipped with a manufacturer's installed seat belt and a rollover protection
(ROP) feature. Inoperative or missing seat belts and /or harnesses shall
immediately be reported to the immediate supervisor. The vehicle or
equipment shall not be operated until the repairs have been made. (Law
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November 2011
enforcement personnel are exempt from this requirement as outlined in
Wisconsin statute 347.48(2m)(dm)
xiv. All adjustments for safe driving (seat belt, inside and outside mirrors, and
sitting position) shall be done prior to putting the vehicle in gear.
xv. City vehicles may never be driven by someone listening to any kind of
headsets. It is illegal and unsafe. Cell phone usage should be in adherence
to division policy. Texting while driving is unlawful and prohibited.
xvi. Never take drugs or medication that impacts driving ability before
operating a vehicle. Drugs, illness, or extreme fatigue may affect the
ability to judge distances, speed, and driving conditions.
xvii. All slow- moving equipment operated in public right of ways shall be
equipped with a triangular shaped reflective sign in accordance with
Wisconsin Motor Vehicle cede.
xviii. When backing up a vehicle, be sure the way is clear. Get out of the vehicle
when necessary and inspect the area to be backed into. Back up slowly. If
the vehicle is not equipped with a backup alarm, sound the horn while
backing when necessary. If there is another employee along, he or she
must get out and direct the backing.
xix. Drivers must be particularly alert while driving near children. Children
must be kept from playing on or around City owned vehicles. While
working in areas such as schools, parks, playgrounds, swimming pools, or
community centers, drivers will be especially watchful for children and
will drive carefully and slowly at all times.
xx. Drivers should not assume the right -of -way.
xxi. Drivers shall stay within posted speed limits. Drivers must be aware of
driving conditions and slow down if conditions warrant. Drivers must also
keep a safe distance behind other vehicles to avoid tailgating. Do not
allow others to tailgate. Slow down, pull over to the side of the road and
let the tailgater pass.
xxii. Drivers shall turn on low beam headlights during dark periods of the day,
such as during rain storms and fog. Headlights should be "on" '/2 hour
before sunset until '/2 hour after sunrise when driving at night. Parking
lights designate a vehicle is parked. Never drive with only parking lights
on.
xxiii. Drivers shall signal intentions at least 100 feet in advance, including
change -in- lanes, and actual change -in- directions. Avoid sudden braking.
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xxiv. Metal vehicle jack stands must always be used when working under a
raised vehicle. Use safety blocks to secure the body of a vehicle in a raised
position. Never exceed the rated capacity of jack stands.
xxv. The "3 -Point Contact" concept shall be used when mounting and
dismounting commercial vehicles, large specialty equipment, and heavy
equipment. Jumping off vehicles and heavy equipment is prohibited.
xxvi. Employees are not allowed to tamper, over -ride or disconnect any
manufacturer installed safety features and devices.
xxvii. All heavy or specialty equipment shall be turned off under the following
field conditions:
1. Changing attachments
2. Manually loading or unloading equipment
3. Adjusting attachments
4. In proximity to the general public
xxviii. Vehicle interiors are to be kem clean and free of rubbish.
xxix. Excess material and debris shall be cleaned off after trailers and trucks are
loaded prior to moving (i.e, trailer wheel ` fenders, bumpers, side panels,
truck bed ledges, etc.)
xxx. Riders and/or ''passengers are not allowed on heavy equipment while it is
moving unless authorized by a supervisor or Department Head.
xxxi. Vehicle and equipment steps, platforms, and deck plates shall be kept clear
of grease, oil, ice and mud.
xxxii. Load security:
1. Supplies transported in motor vehicles shall be secured in such a
manner that they will not be dislodged or fall out or forward during
transit or sudden stops.
2. Drawers in moveable trucks shall always be secured before the
truck is driven.
3. All tower equipment (ladder trucks, aerial buckets, etc.) will be
checked and secured prior to the movement of the vehicle.
4. Only materials and equipment necessary to perform City work will
be transported in or on City vehicles.
xxxiii. Loading and unloading of trailers:
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November 2011
1. Loading and unloading of heavy or specialty equipment on trailers
shall be done on a level surface area.
2. The "4 -Point Tie Down" practice and application of the emergency
brake shall be done when transporting large riding landscape and
construction -type equipment on trailers. The combined strength of
all cargo tie -downs (straps, chain, ropes, and tensioning devices)
must be strong enough to lift half the weight of the piece of cargo
tied down.
3. Cargo on trailers shall not exceed the load capacity of the trailer.
4. Equipment attachments shall be lowered and secured on trailers
while transporting.
d. Vehicle Emergency Breakdown Procedure. Employees are responsible for
following the breakdown procedures whenever a vehicle becomes disabled in a
public roadway:
i. Get completely off the traveled roadway. Avoid curves, hills or where the
view may be obstructed.
ii. Shut down the vehicle.
iii. Set the parking brake to prevent movement.
iv. Turn on the 4 -way flashers. If reflective triangles are available, set them
near the vehicle and at approximately 100' to warn approaching traffic.
V. Call for assistance (911, 'supervisor or on -duty supervisor depending on
Stay in and with the vehicle until help arrives.
e. Vehicle Involved in an Accident Procedure. In the event of a vehicle accident that
happens while an employee is conducting City business, the following procedure
will be followed:
Render first aid and arrange for help as necessary.
ii. Notify the Police Department immediately.
iii. Exchange names, driver's license number and vehicle number with the
other person involved. Offer no information regarding responsibility for
the accident or what should have been done to avoid the accident.
iv. If the employee is driving a City vehicle, the accident must be reported to
his /her supervisor immediately. The supervisor shall report the accident to
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November 2011
the City Attorney's office and Safety & Risk Management Coordinator as
soon as possible.
V. All claims against City insurance policies are to be forwarded to the Safety
& Risk Management Coordinator.
vi. Supervisors should refer to the City of Oshkosh Drug and Alcohol Testing
Policy if an employee receives a traffic citation, and is a CDL holder.
If media asks for information regarding an accident or fatality, they are to be
informed that someone from the City will contact them upon completion of a
thorough investigation. The individuals contact information should be obtained
and then forwarded to the City Attorney's office.
20. Office Safety -
a. Every employee shall be responsible for keeping desk and work areas clean and
orderly. Pick up items such as pencils or paper clips and wipe up any spilled
liquids.
b. Loose or rough floor covering creates a slip /trip hazard and must be corrected
immediately. The area should be clearly marked until repairs can be made.
c. Be extra cautious when y<
Take it easy when pushing
it can be pushed toward you.
down when coming to a blind
d. Wear shoes with slip resistant soles. Take shorter steps when walking on slippery
surfaces.
e. All drawers shall be kept closed when not in use. All drawers shall be closed
before leaving the area. Never open more than one file drawer at a time.
f. Overloading the top drawer of unsecured file cabinets has caused many injuries as
well as damage. If unfamiliar with the file cabinet, test the drawers and be careful
not to pull them out too far if there is no locking device on them.
g. Furniture such as tables desks and chairs must be maintained in good condition
and free from sharp corners, projecting edges, wobbly legs, etc.
It. Tilting chairs can be a hazard when improperly used and care should be taken to
assure that they are in good condition. Also be sure your chair is behind you
before you sit down.
Never use chairs, desks or other office furniture as a makeshift ladder. Use only a
stepladder to aid in reaching high objects.
j. Keep the blade of a paper cutter secured with a safety lock when not in use.
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November 2011
k. Use a sponge or other wetting device for envelopes. Rubber finger guards should
be used when working with stacks of paper.
1. Be sure equipment is grounded and that the cord is in good condition. If a
machine gives you a shock or starts smoking, remove it from service immediately.
m. Extension cords are not to be used. However, power strip type cords are
acceptable but only if equipped with a circuit breaker.
308 RETURN TO WORK POLICY
1. Purpose - The purpose of this document i s
regarding the availability of modified work as
injury or illness. This policy applies to both w
Modified Work Assignments are intended t o
return to work of an affected employee benefi
the medical provider, the insurance carrier
assignments are also intended to be short to
situations since it (1) accelerates the affecte d
experienced workforce; (3) improves employe
costs, including time away from work, sick lea
to set forth the City of Oshkosh's policy
signments when an employee has sustained an
otk and non -work related medical conditions.
be a positive concept since the successful
is everyone- -the affected employee, the City,
, and the general public. Modified work
rrn and will be implemented in all appropriate
employee's recovery; (2) helps maintain an
e morale; and (4) reduces the City's personnel
ve costs, and /or worker's compensation costs.
2. Employee Responsibility - An ill or injured employee is responsible to know and follow
his /her medical provider's recommendations (including any medical limitations identified by
the physician) and return to work (either on modified work assignment or regular duty) as
quickly as possible. The employee shall cooperate with the City in providing all necessary
information about his /her condition and status of treatment, including access to the attending
physician by the immediate supervisor and /or designee for the purpose of obtaining medical
information. It is the employee's responsibility to submit to their supervisor all medical
forms from their medical provider, which outlines work restrictions. In the case of a serious
illness, it is the employee's responsibility to submit medical information upon request. This
information shall be turned in to your supervisor as soon as possible, but no later than, the
start of your next scheduled shift. If you are physically unable to turn in documentation of a
visit to a medical provider, the information can be faxed to 920 - 236 -5090.
3. Department Responsibility - If an employee is injured on the job, the affected department is
responsible to provide for immediate medical treatment as necessary and to obtain written
details of the incident. In the case of either an illness or a work related injury, the immediate
supervisor and /or designee and the affected employee are responsible to ensure all required
sick leave and /or injury report forms, including medical physician certificates, are
completed and submitted to the Safety & Risk Management Coordinator within 24 hours.
The immediate supervisor and /or designee shall be authorized, after informing the affected
employee, to contact the attending physician, emergency room, etc., to obtain necessary
information on the affected employee's injury, condition, date(s) of past and projected
medical appointments, and progress toward returning to work.
The employee's job will be reviewed and, if possible, modified so the employee can return
to work during the period of recovery. If the ill or injured employee cannot immediately
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November 2011
return to his /her regular job, then the affected department, with the assistance of the
employee, employee's medical provider, and Human Resources Division, will determine
when the employee can return to work on modified work assignment. This arrangement is
anticipated to be temporary, with the intention the employee resumes the unrestricted
regular job as soon as medically possible.
If the employee's ability to perform modified work is questionable, a trial period for such
purpose may be considered. The employee's supervisor and medical provider shall closely
monitor the employee's job performance so there is minimal chance the modified work
assignment aggravates the medical condition.
M
5.
The affected department and the Human Resources Division shall develop a Modified Work
Assignment that includes physical requirements. This shall be submitted to the employee's
medical provider for review to determine if the assignment is within the restrictions placed
by that medical provider.
The affected department and /or the 'Human Resources Division shall remain in
communication with the ill or injured employee and his /her medical provider to make sure
the employee receives adequate care and that the modified work assignment is being
followed.
Medical Provider Responsibility - Medical providers for an injured employee are
encouraged to consider abilities and not disabilities when determining the employee's
diagnosis, prognosis, treatment schedule, target return-to-work date and physical limitations.
Conditions for Modified Work Assignments - Modified work assignments will be
coordinated between the affected employee's department, the Human Resources Division,
and employee, and the employee's medical provider. Modified work assignments will be
provided under the following conditions:
The employee must have medical authorization to return to work and his /her
limitations must be clearly indicated on his /her medical release, including the
number of hours an employee is released to work.
b. The work to be performed by the employee must stay within the limitations set by
the medical provider.
c. Modified work assignments are temporary until his /her medical provider releases the
employee to his /her regular job. Definite times will be established for review of the
affected employee's condition by the medical provider and an anticipated date for
return to unrestricted, regular duties will be established and updated as necessary
following initial and subsequent medical review of the employee's condition.
d. An employee on modified work assignment shall not be eligible for overtime
assignment when the restrictions prevent the employee from performing all of the
duties outlined in their current job /position description.
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309 DRUG -FREE WORKPLACE ACTION & POLICY
1. Purpose — It is the policy of the City of Oshkosh to provide a drug -free workplace for all of
its employees. The City requires that employees neither use, possess, sell, exchange, nor be
under the influence of a controlled substance(s) except as provided under and consistent
with a doctor's care and supervision. The City recognizes the importance of maintaining a
safe, efficient and healthy workplace, as well as the social responsibility to provide
assistance to its employees to the extent possible. Employees are expected to report to work
free from the influence of any substances that could inhibit their ability to perform their
duties. Zero tolerance standards shall prevail in the workplace.
2. Drug and /or Alcohol Testing - The employer encourages any employee with a drug
and /or alcohol problem to seek professional assistance before such problem becomes a
workplace issue. The City reserves the right to require an employee to submit body
substance samples (such as hair, urine and /or blood) to test for the presence of drugs or
alcohol if the employer determines that there is reasonable suspicion that the employee is
under the influence of drugs or alcohol or has otherwise violated this policy. All testing
will be done in a fair and respectful manner and in accordance with any applicable
federal, state, or local laws. An employee's refusal to take the test, or an employee's
delay in taking the test is grounds for termination from employment.
3. Opportunity for Assistance — Employees with drug or alcohol problems that have not
resulted in, and are ' not the immediate subject of, disciplinary action may request
approval to take unpaid time off to participate in a rehabilitation or treatment program
through health insurance benefit coverage. Leave may be granted if the employee agrees
to abstain from use of the problem substance; abides by all employer polices, rules, and
prohibitions relating to conduct in the workplace; and if granting the leave will not cause
any undue hardship.
4. Reporting of Drug Convictions - All City employees are hereby notified that the unlawful
manufacture, distribution, dispensing; possession or use of a controlled substance is strictly
prohibited in the workplace. Furthermore, it is a condition of employment that all City
employees abide by the Drug -Free Workplace Policy and notify the City (employee's
immediate supervisor or the Administrative Services Director), no later than 5 days after
conviction.
310 SMOKING /TOBACCO USE
The City of Oshkosh recognized that smoking is a health hazard to employees and members
of the public, both through the direct use of tobacco products and through the EPA identified
risks of environmental tobacco (second hand smoke and side stream smoke).
1. Smokinz in Municipal Buildings & Vehicles is Prohibited
a. Building means any enclosed area of a structure owned, leased or
administered by the City of Oshkosh.
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November 2011
b. Vehicle means any self - propelled, enclosed vehicle owned or leased by the
City of Oshkosh, including those vehicles contracted for passenger
transportation services.
c. Smoking means using, carrying or possessing, a lighted cigarette, cigar, pipe,
or other lighted smoking equipment.
2. Prohibited Conduct It is unlawful and a violation of this policy for any person to engage
in smoking in any City of Oshkosh building or vehicle.
3. Notification — All buildings and vehicles shall be posted in accord with the terms of this
policy and Wisconsin Statue 101.123. Posting shall be at the entrance to all City of
Oshkosh buildings and vehicles to notify the public and employees that smoking is
prohibited.
4. Penalty and Enforcement — Any person convicted of a violation of this policy shall be
subject to a monetary forfeiture. The City of Oshkosh Police Department shall be the
enforcement agency of this. Employees may be subject to disciplinary action in addition
to the aforementioned monetary amount.
311 WORKPLACE VIOLENCE
The City of Oshkosh prohibits workplace threats or violence. Acts of threats of physical
violence, including intimidation, harassment, or coercion, which involve or affect personnel or
property or which occur on the employer's property will not be tolerated.
Acts or threats of violence include conduct, which is sufficiently severe, offensive, or
intimidating to alter the employment conditions or to create a hostile, abusive, or intimidating
work environment for one or several employees. Examples of workplace violence include, but
are not limited to, the
1. All threats or acts of violence occurring on the City's premises, regardless of the
relationship„ between the City and the parties involved.
2. All threats or acts of violence occurring off City premises involving someone who is
acting in the capacity of a representative of the employer.
Examples of conduct that may be considered threats or acts of violence in violation of this policy
include, but are not limited to, the following:
1. Hitting, touching, or physically harming an individual.
2. Threatening an individual or his or her family, friends, associates, or property with harm.
3. Damaging or threatening to harm City property or the property of others.
4. Marking harassing or threatening communications.
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November 2011
5. Harassing surveillance or stalking (following or watching someone).
6. Unauthorized possession or inappropriate use of firearms or weapons.
Prohibition against threats and acts of violence applies to all persons. Every employee is required
to report incidents of workplace threats or acts of physical violence or damage of property.
312 WEAPONS
For the purposes of this policy, weapon shall mean without limitation because of enumeration:
any firearm, whether loaded or unloaded; any device designed as a weapon and capable of
producing death or great bodily harm; any electric weapon as defined in Sec. 941.295(4), Wis.
Stats.; any instrument which expels a missile or other 'object by the expansion of compressed air
or other gas, by spring or any other means; cross - knuckles, blackjack, billy club; any knife which
has a blade three inches or longer, or a blade which may be drawn without the necessity of
contact with the blade itself, martial arts type weapons such as, without rlimitation because of
enumeration, throwing stars, Tonfa, Nunchaku, fighting chains; or any device or
instrumentality which, in the manner it is used or intended to be used, is calculated or likely to
produce death or great bodily harm.'
Regardless of whether an employee possesses a concealed carry weapon license or is otherwise
allowed by law to possess a weapon, employees may not possess any weapon on city property or
in any other location when the employee is in the course of employment. An employee may not
possess any weapon in any 'city -owned or leased vehicle. This policy shall not apply to law
enforcement officers or fire personnel who are required to handle weapons in accordance with
their policies related to transporting patients with weapons. This policy shall not prohibit an
employee from carrying a concealed weapon or ammunition or from storing a weapon in the
employee's own motor vehicle, whether that vehicle is used in the course of employment or
wnetner the venrcre is ctrrven or varxea on
313
This document sets forth the City of Oshkosh policy with respect to travel expenditures.
The City shall reimburse an employee for actual, necessary and reasonable travel expenses
incurred while on official authorized City business. If traveling overnight employees shall
complete a "Travel and /or Trip Request" form and submit to their Department Head. All such
travel must be authorized by the Department Head in order to be eligible for reimbursement.
Department Heads shall approve only travel expense approved by the Common Council as
included in the annual budget. Expenditure beyond the amount budgeted shall require the
approval of the City Manager.
Employees shall be required to complete a travel expense report before reimbursement will be
made. Receipts are required for air, train, bus, hotel, motel, and conference registration.
Commuting expense between employee's residence and his /her normal place of employment is
not reimbursable. Advances to travel expenses must be approved by the Finance Director.
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November 2011
Certain Department Head positions shall receive a flat monthly car allowance for in -city travel.
The amounts and positions to receive this allowance shall be stipulated by Common Council
resolution.
Employees are prohibited from using vehicles, for business purposes, which are not outlined in
this policy unless the employee receives prior written authorization from the City Manager or
his /her or her designee.
1. Hotel and Motel Expenses - The lodging charge should be in line with the average cost of
a single room in that location. If the rate is out of line for the locality you are visiting, you
should attempt to secure accommodations which are more in line with prevailing
commercial and tourist rates. When securing lodging, employees should ask for the
government rate. Many hotels have a special rate for government employees and require
some type of government identification. Often it is necessary to guarantee hotel
reservations. However, if an employee's plans change, notification should be given to the
hotel in time to prevent the charge when possible. Employees should observe hotel
check -out hours in order to avoid a charge for the day of departure.
To protect yourself against overcharges, it is recommended that you have a definite
understanding in advance concerning the required length of stay and the rate to be paid.
Lodging expenses must be supported by the original machine printed receipts which are
furnished by most hotels and motels, or an original handwritten receipt. The travel
expense report cannot be paid without this receipt.
2. Meals - The allowance for meals should =- represent actual and reasonable costs expended
for your own meals. It should tape into consideration the locality in which the meal is
obtained. Tips are reimbursable at 15% of the meal cost.
a. Reimbursement for meals will be allowed on trips which do not necessitate an
overnight stay only on the following conditions and if reasonable travel time is
required:
i._ Breakfast, provided the employee leaves home before 7:00 a.m.
ii. Lunch, provided the employee leaves headquarters before 10:30 a.m. and
returns after 1:30 p.m.
iii. Dinner, provided the employee returns to home after 7:00 p.m.
b. When it is required that a meeting be held during lunch, the business luncheon
will be an authorized expenditure. However, no meal costs will be allowed if the
official business was transacted during normal working hours within a reasonable
commuting distance.
No reimbursement will be made for the cost of alcoholic beverages.
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November 2011
3. Porterage - necessary gratuities to hotel employees are reimbursable. These may not
exceed $5.00 for each stay at a hotel. All other fees and tips paid to porters, bellboys,
maids, etc., are not reimbursable.
4. Public Transportation - Transportation expenses incurred on necessary trips away from
the City are reimbursable regardless of the type of transportation used. In general, travel
by public transportation (railroad, bus, or commercial airplane) should take preference if
it is convenient and not too time consuming.
5. Air Travel - Reimbursement for air travel shall be limited to the fare for the lowest class
reasonably available. The passenger coupon of the airline ticket shall be attached to the
travel expense report. For other modes of travel, attach available receipts for tickets that
have been purchased. Expenses for travel cannot be paid without this receipt. Insurance
coverage for employees traveling by air is not allowable as reimbursable expense. If
reimbursable mileage results in transportation costs less than the air fare, reimbursement
shall be at the lesser amount. Reimbursement for use of an employee's private aircraft is
not allowed.
6. City Owned Vehicles
a. General - When traveling in a City -owned vehicle, the assigned number of the
vehicle must be shown on the travel expense report. The operator must drive
carefully and observe all traffic laws and regulations. The operator shall be
personally responsible to pay any fine or penalty for traffic or other violations.
b. Assigned Vehicles - Some employees are assigned a specific vehicle for use in
their job. Employees who are assigned a vehicle may use the vehicle to commute
between home and work. Except for protective service employees, the value of
the use of the vehicle to commute will be added to the employee's earnings
statement in accordance with applicable I.R.S. rules. With the exception of
protective service employees, no employee may use a City vehicle for personal
use. Protective service employees may not use a City vehicle for personal out -of-
town use. Except as provided in the Oshkosh police department policy involving
one on one squad cars, under no condition is a City employee allowed to use a
City vehicle to transport family members or any other person not on official City
business. City provided vehicles shall not be given to employees residing outside
the city limits.'
There shall be no exception to the above paragraph without specific permission of the
employee's supervisor.
c. Pooled Vehicles - Some departments are assigned City vehicles which are shared
by department employees and /or other City employees. These vehicles are
garaged /parked at City facilities and are assigned daily on an as- needed basis.
Daily assignment of these vehicles is at the discretion of the Department Head.
Pooled vehicles are not to be used for employee personal use or to be taken home
by employees.
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7. Use of Privately -Owned Automobiles - The use of personal automobiles for out -of -town
travel is to be limited to trips for short distances and situations where other modes of
transportation involve excessive loss of time or where use of a common carrier is not
otherwise practicable. Employees who are authorized to use their personal automobiles
for City business will be reimbursed at the rate prescribed by the City auto mileage
allowance policy. Employees will be reimbursed for travel by automobile only. Other
forms of travel, such as, travel by moped, motorcycle, aircraft, and watercraft is not
reimbursable.
a. The only exception to the foregoing should be in cases where an employee
combines a personal vacation with a business trip. In these cases, the allowance
for the use of a personal automobile shall not exceed the lowest cost of the most
practical means of public transportation between such points. Because of the time
loss involved in traveling by bus and railroad, this is generally interpreted to mean
the cost of coach air fare. In addition, reimbursement for meals and lodging shall
not exceed what would ordinarily have been required if the most practical form of
public transportation had been used.
b. The mileage allowance is reimbursable without regard to the number of
passengers you may have with you. Department Heads should exercise careful
supervision and endeavor to consolidate travel crews in as few automobiles as
possible. However, employees will not be required to travel in the vehicles of
other employees which contain concealed or open -carry weapons. The City will
reimburse employees for their mileage if they .elect to use their own vehicle
instead of traveling in another employee's vehicle containing concealed or open -
carry weapons, but only after providing a written explanation describing the need
to use their separate vehicle for travel due to the existence of concealed and /or
In addition
parking at
operator of the car shall be reimbursed for overnight
,lls.
d. If mileage is allowed to the operator of a privately owned automobile, the
employee should travel by the most direct route. Any person traveling by another
route without adequate justification therefore shall assume any additional expense
incurred. Employees are also not covered by Worker's Compensation when
pursuing personal activities.
e. Vicinity mileage necessary for conducting official business is allowable and
should be supported by sufficient detail to justify the mileage claimed. No
mileage will be allowed for travel between an employee's home and his /her
official work station.
f. Charges for gasoline, oil, lubrication, repairs, antifreeze, tires, tire repair, towing
and other similar expenditures will not be allowed as reimbursable expenditures
when privately owned cars are used. It is required that City employees on official
business, driving personal autos, will be adequately protected by their own
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November 2011
personal liability and property damage insurance. The Department Head should
assure himself /herself on this point and insist on the use of City -owned vehicles if
the absence of such protection is known.
g. Parking charges incurred in Oshkosh resulting from daily trips from an indivi-
dual's residence to his /her headquarters are not reimbursable. Other parking
charges incurred while on official business outside Oshkosh are reimbursable.
h. Mileage allowance will be paid for business travel within the City via the auto
allowance policy, except for those department head positions that receive a flat
car allowance for in -city travel.
8. Taxis/Limos - Charges for taxis and airport limousines, including tips at the maximum
rate of 15% of the taxi charge are reimbursable where other modes of travel are not
available or practical. Receipts and an explanation are required only if the amount is
unusually high.
9. Rental Cars - Normally, employees will not use rental car facilities: There are two
exceptions to this restriction:
a. There may be situations when City cars are not available and when public
transportation is so inconvenient and costly in time that a rented car should be
used. An explanation of the circumstances should be included with the travel
expense report.
b. When transportation is required at the destination, a rented car should be
evaluated against other modes of transportation. Many times extensive travel at
the destination can be done at less cost by a rented car rather than multiple taxi
fares. This is especially true if a number of employees are involved.
An insurance option which provides collision coverage with a deductible clause is an
allowable expense.
10. Registration Fees - Receipts are required for registration fees for conferences,
conventions, seminars, etc. Convention brochures or schedules with a breakdown of
convention costs should be attached to the travel expense report. It should show:
a. Actual dates of the conference, convention or seminar.
b. Breakdown of specific meals which were included with the registration fee.
11. Non - Travel Expenses - Receipts will be required for all miscellaneous and non - travel
expenditures in excess of $10.00 that are included with your travel expense report.
12. Telephone - Telephone charges are reimbursable when necessary for official business.
Date, place, person called and nature of business must be shown on the travel expense
report for all toll calls charged.
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November 2011
13. Travel Expenses of Others - Generally the expenses of only one employee shall be
included on a single travel expense report. When more than one person's expenses are
included, names of such persons must be shown.
14. Travel Authorization — All travel must be pre- authorized including travel inside the City.
This authorization may be obtained by completing a Travel and /or Trip Request Form.
15. Traveling with Spouse - There is no objection to an employee inviting his /her spouse to
travel with him /her on official City business. No expense for the travel by the spouse will
be reimbursable. With respect to the cost of lodging, the amount reimbursable will be
equal to the single room rate. The hotel clerk should be asked to write the single room
rate on the receipt.
16. Cash Advance - Travel advances for specific periods of time to employees traveling on
City business shall be authorized. In no event can the amount of the advance exceed the
expected out -of- pocket expenses and no travel advance will be granted under $100.00.
This request should follow the regular procedure of any voucher submitted for payment.
17. Responsibility - Compliance with these regulations is the responsibility of both the
employee and the employee's direct supervisor. The Department Head, by signing the
expense report, agrees that the trip was necessary' and that the expenses shown are
reasonable.
18. Preparation of 'Travel Expense Report - All individuals should prepare their expense
reports from daily receipts. All information required should be supplied. Receipts and
other required supporting documents should be stapled to the upper left hand corner of
the detail side of the expense report. Verify all computations and indicate travel
advances, including prepaid lodging and registration fees, etc., that should be deducted
from the amount due you. Your expense report should be signed in the space provided
before submission to your Department Head.
Travel expense reports a (original and one copy) shall be filed with the Finance
Department within ten working days upon return to work by the employee.
314
1. Notification - Employees planning to voluntarily terminate their employment with the
City of Oshkosh are to notify their immediate supervisor as far in advance as possible but
not less than two weeks prior to their last day on the job. Terminating Department Heads
and others holding FLSA exempt positions shall normally be expected to provide an
advance notice of one month. Persons dismissed or involuntarily terminated from
employment shall not normally receive advance notice of termination.
2. Property Return - Terminating employees shall turn in all keys and other City properties
in their possession to their supervisor or other designated personnel as directed.
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3. Benefits Payout - When a regular part-time or full -time employee terminates employment
with the City, he or she will be paid for any unused vacation, floating holiday or
compensatory time which had been earned prior to the date of termination consistent with
other policies in this employee handbook.
315
"1P%CIPI JNF,
1. Purpose - It is expected that employees will work in a competent and conscientious
manner, which will reflect favorably upon the employee, their department, and the City.
Instances may occur, however, when an employee has exhibited questionable behavior
and corrective action is necessary. The purpose of discipline is to correct job behavior
and performance problems of employees. The action taken to discipline an employee may
include a verbal reprimand, a written reprimand, suspension without pay, demotion, and
discharge. Rules and regulations will be fairly and consistently applied and penalties will
match the infraction. Employees shall be informed of standards for conduct and
performance. All discipline shall be discussed with the Director of Administrative
Services before such actions are taken. In the event that immediate dismissal action is
required and the Director of Administrative Services cannot be reached the employee
shall be suspended pending investigation.
2. Documentation - Persons administering discipline shall systematically document the case.
Copies of written records of verbal reprimands, of written reprimands, demotions,
suspensions and terminations shall be provided to the employee, the Director of
Administrative Services, the employee's supervisor or Department Head, the employee's
union representative if applicable, and placed in the employee's personnel file.
on - MA
0
to request
meeting (Lc
meeting. Di
and have an
is - Employees who are subject to an employment investigation
sonably believe that discipline may result from the interview have a
)resentation during the investigatory interview (Weingarten Rights).
i &hts - Employees have a right to a fair and impartial investigation. When
concludes the investigation, the employee will have a predetermination
Jermill Rights), Notice of this meeting will include the date and time of the
ng this meeting the employee will receive the results of the investigation
pportunity to respond.
5. Grounds for Disciblinary Action
a. Dishonesty or falsification of records.
b. Insubordination (refusal to obey reasonable orders, insolence, talking back,
arguing, verbal abuse or assault of a supervisor).
c. Theft or destruction of City equipment or property.
d. Unauthorized use of abuse of City equipment or property.
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November 2011
e. Use of intoxicants, controlled substances, and /or drugs (other than prescribed by a
physician) while on duty.
Intoxication to a degree, which would make continued presence a menace
to safety or production or interfere with discipline or efficiency.
ii. Abuse of prescription or other medications.
iii. Condition brought about from use
interferes with job performance, effic
f Fighting or creating a disturbance
adverse effect on morale, production
g. Disorderly or immoral
h. Notorious off -duty conduct which brings di
as an employer.
;s away from work which
discipline.
employees, resulting in an
of proper discipline.
or which reflects on the City
i. Conviction of a felony.
j . Unavailability for work because of incarceration.
k. Absence without leave (any absence from work which has not been approved).
1. Leave used for a purpose other than for which it was requested and granted.
m. Disregard of the public's interest.
n. Habitual tardiness or abuse of sick leave.
o. Refusing or willfully negl
creditors after being dire+
receiving complaints that
regarding indebtedness.
p. Use of official position
political advantage.
cting to contact or to try to make arrangements with
ed to do so by management which is consistently
an employee will not attempt to reach a solution
or authority for personal profit, sexual purposes or
q. Disregard or repeated violation of safety rules and regulations.
r. Sexual harassment.
s. Discrimination or abusive conduct because of race, color, creed, national origin,
ancestry, age, marital status, sex or other criteria protected by equal employment
opportunity laws.
t. Knowingly making false or malicious statements with intent to harm or destroy
the reputation, authority or official standing of individuals or organizations.
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November 2011
u. Acceptance of any gift, favor or service that might reasonably tend improperly to
influence an employee in the discharge of their official duties.
v. An employee who is found to be in violation of this employee handbook, city
policies, or work rules.
w. Failure to perform assigned work in an efficient manner.
316
x. Being wasteful of material, property or working time.
y. Failure to carry liability insurance on a private vehicle used for City business.
z. Failure to report work injuries per safety policy.
aa. Any other circumstances that may warrant disciplinary action which will be
treated on a case by case basis.
CONFLICT OF INTEREST
1. Purpose — Democratic government requires that employees be independent, impartial and
responsible to the people they service. It is important that the public have confidence in
the integrity of its government. State ethics law governs the actions of City employees,
this section summarizes and is in addition to these provisions of the State Statutes.
2. Conflict of Interest - City employees shall not use their office or position for personal
financial gain or the financial gain of their family. Employees shall not use city facilities,
materials, and /or equipment for personal use. Employees shall not engage in their own
business activity, accept private employment or render services for private interests when
such employment, business activity or service is incompatible with the proper discharge
of their official duties or would impair their independence of judgment or action in the
performance of their official duties. Employees shall not use or disclose "privileged
information" gained in the course of or by reason of their official position or activities.
In most cases, the City of Oshkosh has no objection to outside employment with a firm or
industry. It must be understood, however, that the outside work may not interfere with the
performance of regular City work. Before accepting outside employment, employees
should check with their Supervisor to make certain that there is no conflict of interest
between their regular and outside work.
3. Political Activity - Every employee will have the right to freely express his /her views as a
citizen and to cast his /her vote. Coercion for political purposes of and by employees of
federally aided programs and use of their positions for political purposes will be
prohibited. Individuals, whose principal employment is in a federally aided program, are
subject to the prohibitions in the Federal Hatch Political Activities Act, as amended, 5
U.S.C. 1501 -1508.
No Employee is precluded from engaging in political activity provided that such activity
does not interfere with normal work performance and is not conducted during normal
113
November 2011
working hours and does not involve the use of City equipment or property. Employees
are specifically prohibited from directly or indirectly coercing any person to hold or
contribute monetary or other types of assistance to any political candidate, party, or
purpose.
4. Gifts & Gratuities - No City employee shall solicit or accept for himself / herself or
another person any gift, campaign contribution, gratuity, favor, services or promise of
future employment, entertainment, loan or any other thing of monetary value from a
person who has or is seeking contractual or other business activities from or which are
regulated by the City. This does not include acceptance of loans from banks or other
financial institutions on customary terms of financing for personal use (such as home
mortgage loans) and the acceptance of unsolicited advertising or promotional material,
such as pens and calendars, and acceptance of an award for meritorious public or
personal contributions or achievements.
5. Fund Raisinz Drives - No employee or group of employees shall solicit funds or other
things of value from firms, persons or corporations without permission from the Director
of Administrative Services.
No employee or group of employees shall solicit funds or other things of value from
persons in any City building, except the "United Way Fund" or those drives authorized
by the City Manager.
317
In any article or section of this employee handbook or any addendum thereto should be held
invalid by operation of law or by any tribunal of competent jurisdiction, or if compliance with or
enforcement of any article or section should be restrained by such tribunal, the remainder of this
agreement shall not be affected therebv.
318
Every department in the City is interested in improving its work methods and procedures. Your
ideas and suggestions will be most helpful in this effort. If you believe you know how a
procedure can be simplified or streamlined or how your department can save money, make your
ideas known. Suggestions are always welcomed. Submit yours directly to your Supervisor, the
affected department, or the City Manager.
319 AMENDMENT
When it becomes necessary or desirable to amend one or more provisions of this handbook, such
amendment may be made by the Director of Administrative Services with the approval of the
City Manager and action of the City Council.
114
November 2011
INDEX
Abolition of Positions, 17
Employment Termination, 110 -111
Affirmative Action, 9 -10
Notification, 110
Goals, 9 -10
Property Return, 110
Grievance Policy, 10
Employee- Management Relations, 15
Internal Analysis, 9
Equal Employment Opportunity, 9
Legal Action, 10
Evaluation, 28
Officer, 9
Exit Interviews, 40
Purpose, 9
Extra Pay, 28 -30
Amendment, 114
Family and Medical Leave Act, 41
Attendance, 28
Eligibility, 41
Benefits - Fringe, 40 -50
Qualifying Events, 41
Benefits Payout, 111
Footwear (Safety Required) Allowance, 48
Call In, 30
Full -Time, Part-Time, & Seasonal
Cell Phone, 51
Employment, 27
Classification Plan- Review of, 18
Fund Raising Drives, 114
Compensatory Time, 30
Funeral Leave, 42
Conflict of Interest, 113
Gifts and Gratuities, 114
Credit Union, 40
Grievance, 31 -37
Customer Service, 50 -51
Administration, 32
Administration of, 50
Definition of 32 -33
Improving, 51
Legal Action, 37
Purpose and General Policy, 50
Procedure, 34 -36
Teamwork in, 50
Representation, 36
Deferred Compensation, 41
Time, 36
Department Reorganization, 17
Exclusive Remedy, 37
Discipline, '111 -113
Harassment Policy, 11 -15
Documentation, 111
Confidentiality, 14 -15
Grounds for, 111 -113
Discipline, 14
Direct Deposit, 41
Harassment Defined, 11
Dress and Personal Appearance, 5!1
Harassing Materials, 11 -12
Drug -Free Workplace,; 103
Investigation, 13
Drug and /or Alcohol Testing, 1'103
Monitoring Compliance, 14
Opportunity for Assistance, 103
Other Available Procedures, 15
Reporting of Drug Convictions, 103
Report, 13 -14
E -Mail System, 54 -55
Responsibilities, 12 -13
Employee Assistance Program, 41
Health Insurance, 42
Employment Continuance, 30
Commencement of Coverage, 42
Employee Identification Cards, 52
Termination of Coverage, 42
Identification Cards Information, 51
Holidays, 42 -43, 49
New Employee, 52
Pay, 30
Replacement and Use, 52
Income Continuation Insurance, 43
Requirements for Wear, 52
Inclusions/Exclusions, 8 -9
Responsibility and Authority, 51
Internet Connections, 59 -60
115
November 2011
Violations, 60
Inclement Weather, 60 -61
Information Technology, 56 -61
Configuration Control, 55 -56
Contingency Planning, 59
Involved Persons, 53
Involved Systems, 53
Managing System Privileges, 57 -58
Privacy and Personal Use, 53 -54
Software Copying, 56
System Access Control, 56 -57
Viruses, Worms, and Trojans, 58 -59
Introductory Period, 28
Job Abandonment, 28
Job Classification, 17 -18
Administration, 17
Jury Duty, 43
Layoff, 31
Leave of Absence, 43 -44
Lunch Periods, Breaks, 29
Life Insurance, 44
Enrollment, 44
Payment, 44
Age 65, 45
Limited Term Appointments/Emergenc)
Appointments, 27 -28
Military Service, 45 -46
Active Duty, 45
Military Reserve Leave, 46
New Positions, 17
Organization and Administration, 15 -17
Responsibility and Authority, 15 -17
Overtime, 29 -30
Pay Plan, 18
Exceptions to, 23
Pay System, 18
Personal Appearance, 51
Personnel Policy, 8
Political Activity, 113 -114
Position Count - Authorized, 17
Position Description, 18
Public Trust, 51
Public Service Mission, 51
Recall From Layoff, 31
116
Reclassification, 17
Recruitment and Selection, 23 -28
Certification and Appointment, 26 -27
Eligibility, 27
Recruitment, 24 -26
Relatives, 23 -24
Selection, 26
Records & Transactions Management, 37 -38
Destruction of Records, 38
Public Inspection, 38
Reports, 38
Responsibility & Authority, 37 -38
Security of Records, 38
Retirement, 46
Return of City Equipment, 40
Return to Work, 101 -102
Department Responsibility, 101 -102
Employee Responsibility, 101
Medical Provider Responsibility, 102
Modified Work Assignments, 102
Safety Policy, 61 -101
Above Ground & Underground, 83 -91
Committee, 62 -64
Construction Safety, 83 -91
Fire Prevention and Protection, 69 -70
First Aid, 66 -67
Fleet Safety, 92 -100
Forklifts, 71
Hand Operated Tools, 76
Hand Trucks, 71
Hoisting Equipment, 72
Housekeeping, 67 -69
Introduction, 62
Ladders & Scaffolding, 91 -92
Material Handling, 70 -71
Office Safety, 100 -101
Piling Materials, 72
Principles, 61 -62
Protective Clothing & Equipment, 72 -76
Power Tools & Elec. Hazards, 76 -83
Responsibility for, 64 -66
Salary Adjustment, 19 -23
Salary Administration, 18 -23
Deductions, 18
Responsibility & Administration, 18
November 2011
Linkage, 18
New Employees, 18 -19
Scheduled Hours, 29
Section 125- Flexible Benefits Plan, 46 -47
Separability, 114
Separation Pay, 47
Shift Differentials, 30
Sick Leave, 47 -48
Accumulation, 47
Doctor Certification, 47
Employee, 47
Overtime Eligibility, 48
Reporting, 47
Spouse /Dependent, 47
Unused Accumulation, 48
Smoking/ Tobacco Use, 103 -104
Buildings & Vehicles, 103 -104
Notification, 104
Penalty and Enforcement, 104
Prohibited Conduct, 104
Social Security, 48
Suggestions, 114
Telephone / Cell Phones -Use of, 51,
for Travel, 109
Tool Replacement, 50
Training and Development, 38 -40
Credentials, 39
Director of Admin. Services, 39'
Department Head, 39
In Service Training, 39
New Employee Orientation, 39 -40
Training Leave, 44
Travel, 105 -110
Air Travel, 107
Cash Advance, 110
City Owned Vehicles, 107
Expense Report, 110
Hotel and Motel Expenses, 106
Meals, 106
Non - Travel Expenses, 109
Porterage, 107
Privately Owned Automobiles, 108 -109
Public Transportation, 107
Responsibility, 110
Registration Fees for Travel, 109
117
Rental Cars, 109
Taxis/Limos, 109
Travel Authorization, 110
Travel Expenses of Others, 110
Traveling with Spouse, 110
Unauthorized Absence, 44
Unemployment Compensation, 48
Uniform Allowance, 48
Vacation, 49
Accumulation, 49
Approval, 49
Earned/Used, 49
Recognized Holiday, 49
New Hires, 48
FLSA Exempt, 49
Separation, 49
Voting, 49
Weapons, 105
Weingarten Rights, 111
Worker's Compensation, 49 -50
Payments, 50
Reporting, 50
Sick Leave, 50
Updates, 50
November 2011