City of Kissimmee
Administrative Rules and Regulations
10/01/2014
MISSION STATEMENT OF THE CITY OF KISSIMMEE
The Employees of the City of Kissimmee believe that, in order to do the best job possible, we must define our mission in the community and express what values we hold. Our mission is what we do, while our values define how we, as individuals and as a organization, go about successfully completing our mission.
The City of Kissimmee’s mission is to provide quality, effective and efficient service to our citizens. In providing such service, we hold the following values:
We value education and training to bring about a professional commitment to efficiently serve our community.
We value employees who are loyal to the organization because they are then personally committed to the goals of the organization.
We value communication as a necessary tool in promoting teamwork throughout the City.
We value employees who exhibit fundamental moral values that stress the importance of treating co-workers and citizens with respect, honesty and fairness.
We take pride in our work, and we value being the best we can be.
It is our utmost desire to foster an environment of respect for the rights of all people. We pledge this to our customers---the citizens of Kissimmee
Administrative Rules and Regulations
City of KissimmeeRevised effectiveOctober 1, 2014
Table of Contents
Section 1General ProvisionsPage 8
1.1Purpose
1.2Employment Equality
1.3Applicability
1.4Administration
1.5Amendments
1.6Conflict of Law
1.7Departmental Policies
Section 2Definition of TermsPage 10
Section 3Recruitment and AppointmentPage 14
3.1Requests for Personnel
3.2Notification of Vacancies
3.3Acceptance of Applications
3.4Rejection of Applications
3.5Eligibility
3.6Age Requirements
3.7Examinations
3.8References
3.9Disqualification
3.10Veterans’ Preference
3.11Applicant Appeal
Section 4Probationary PeriodPage 18
4.1Objective
4.2Duration
4.3Performance Evaluations
4.4Demotion
4.5Dismissal
Section 5Employee Performance and ConductPage 20
5.1Conduct
5.2Code of Ethics
5.3Pecuniary Interest
5.4Use of City Facilities and Materials
5.5Employment of Relatives
5.6Outside Employment
5.7Release of Information
5.8Political Activity
5.9Use of Foreign Language in the Workplace
5.10Anti-violence Policy and Prohibition of Weapons
5.11Loss or Damage to City Facilities and/or Materials
5.12Acceptance of Gifts
5.13Disciplinary Action for Violation of Codes
Section 6Equal Opportunity/Anti-Harassment PolicyPage 28
6.1Purpose
6.2Anti-Harassment Policy
6.3Employee Responsibilities
6.4Complaint Procedures
6.5Investigative Procedures
6.6Protection Against Retaliation
6.7Review of Policy
Section 7Dress and AppearancePage 34
7.1Objective
7.2Appropriate Dress
7.3Identification Badges
7.4Personal Hygiene
7.5Uniforms
7.6Uniform Cleaning
Section 8AttendancePage 36
8.1Objective
8.2Attendance
8.3Hours of Work
8.4Time Records
8.5Exempt Employees
8.6Unapproved Absence
8.7Absent of Late From Work
8.8Rest Periods
Section 9SafetyPage 38
9.1Accident Prevention
9.2Accident Reporting
9.3Departmental Accident Review Boards
9.4City Safety Committee
9.5City Vehicle Accident Review Committee
9.6Worker’s Compensation
9.7Safety Equipment
9.8Employee Safety Awards
Section 10Computer UsagePage 42
10.1Purpose
10.2Prohibited Activity
10.3Security
10.4E-Mail Usage
10.5Maintaining E-Mail Documents
10.6Requests for Public Information
10.7Ownership of Documents
10.8Internet Access
Section 11Substance AbusePage 46
11.1Purpose
11.2Policy
11.3Illegal Drugs
11.4Drug Testing
11.5Physical Examination and Procedure
11.6Rehabilitative/Corrective Action
11.7Disciplinary Measures
11.8“Last Chance” Agreement
11.9Confidentiality
11.10Employee Assistance
Section 12Position Classification PlanPage 51
12.1Purpose
12.2Administration
12.3Position Description
12.4New Positions
Section 13Pay PlanPage 52
13.1Purpose
13.2Pay Ranges
13.3Starting Salary
13.4Promotion
13.5Demotion
13.6Reclassifications
13.7Transfers
13.8Longevity Bonus
13.9 Overtime
13.10Callback Pay
13.11Standby Time
13.12Light Duty
13.13Lead Worker
13.14Acting Position
13.15 Supervisory Differential
Section 14Performance ExpectationsPage 57
14.1Purpose
14.2Annual Performance Appraisal
14.3Probationary Review Periods
14.4Interim Appraisals
14.5Special Reviews
14.6Performance Observations and Feedback
Section 15Employee BenefitsPage 59
15.1Authorized Payroll Deductions
15.2Direct Deposit
15.3Group Insurance Coverage
15.4Additional Savings Plans
15.5Retirement Programs
15.6United Way
15.7Other Deductions
15.8Tuition Reimbursement
15.9Training
Section 16Holiday LeavePage 64
16.1Authorized Holidays
16.2Eligibility for Holiday Leave (Excluding Fire Department 24-hour personnel)
16.3Personal Leave/Additional Holiday
16.4 Fire Department Holiday Accrual
Section 17Vacation LeavePage 67
17.1Eligibility
17.2Accrual
17.3Time Allotment
17.4Accumulation
17.5Separation
Section 18Medical LeavePage 69
18.1Accrual
18.2Authorization
18.3Medical Leave Payment
18.4Advancement and Donation of Medical Leave
Section 19Other Types of LeavePage 71
19.1Purpose
19.2Family and Medical Leave of Absence
19.3Funeral Leave
19.4Court Leave
19.5Military Leave
19.6AbsenceWithout Leave
19.7SuspensionWith Pay
19.8Extended Medical Leave of Absence
19.9Administrative Leave
Section 20SeparationPage 79
20.1End of Probationary Appointment
20.2Layoff
20.3Resignation
20.4Retirement
20.5Disability
20.6Death
20.7Dismissal
20.8Return of City Property
20.9Final Paycheck
Section 21Open Door PolicyPage 81
21.1Procedure
Section 22DisciplinePage 82
22.1Disciplinary Procedure
22.2Groups/Penalties
22.3Progressive Disciplinary Steps
22.4Disciplinary Procedure Action
Section 23Grievance ProcedurePage 90
23.1Objective
23.2Eligibility
23.3Grievance Process
ADMINISTRATIVE POLICIES & PROCEDURES
FOR THE
CITY OF KISSIMMEE
1.0GENERAL PROVISIONS
1.1Purpose
The purpose of this Manual is to establish uniform policies and procedures for City of Kissimmee employees.
1.2Employment Equality
It is the policy of the City of Kissimmee to provide equal employment opportunity for all qualified employees and applicants for employment, without regard to race, religion, color, sex, age, marital status, national origin, or physical disability, in any term, condition or privilege of employment.
1.3Applicability
These policies and procedures shall apply to all employees of the City of Kissimmee, except where superseded by the City Charter, Code of Ordinances or State Statute.
1.4Administration
The Personnel & Risk Management Director shall be responsible for the administration of the policies and procedures. Department Directors will be responsible for the proper and effective enforcement and application of these policies and procedures within their respective department. When an employee, supervisor, and/or department director has a doubt as to the applicability of these policies and procedures, he shall apply to the Personnel & Risk Management Director for an advisory opinion and shall be guided by that opinion when given.
1.5Amendments
The Personnel & Risk Management Director shall present to the City Manager any changes necessary for the effective administration of the policies and procedures. Amendments, changes and revisions of the Administrative policies & procedures shall be approved by the City Manager, copies posted on City bulletin boards, and distributed to all City departments.
1.6Conflict of Law
These policies and procedures shall be subordinate to, and serve as supplements to, all existing and future Federal and State laws applicable to the administration and enforcement of these policies and procedures.
1.7Departmental Policies
Departmental policies and procedures shall be subordinate to and serve as supplements to these policies and procedures. In the event of conflict in any section, the City Administrative Policies and Procedures shall prevail. Departmental policies and procedures pertaining to personnel issues shall be reduced to writing and submitted to the Personnel Director for review, and approved by the City Manager, prior to becoming effective.
2.0DEFINITION OF TERMS
2.1Allocation:
The assignment of a position to its appropriate class, in relation to duties performed.
2.2Anniversary Date:
The date an employee begins employment, and the same date in following years. This also is the date from which vacation and sick leaves are computed.
2.3Appeal:
An application for review of an alleged grievance submitted or instituted by an employee to higher authority.
2.4Applicant:
Any individual submitting a completed application for employment with the City.
2.5Appointment:
The offer and acceptance by a person of a position either on a regular or temporary basis.
2.6Exempt Employee:
A full-time, regular employee that is exempt from overtime compensation as determined by FLSA regulations.
2.7Non Exempt Employee:
A full time, regular employee, which is eligible to be paid overtime compensation.
2.8City:
The words "the City" shall mean the City of Kissimmee, Florida.
2.9Classified Positions:
Positions provided for in the current, approved Position Classification Plan.
2.10Compensatory Leave:
Time off from work in lieu of monetary payment for having worked in excess of scheduled work week. This time is accrued at time and one-half of actual hours worked.
2.11Demotion:
The reduction to a lower grade or rank.
2.12Discipline:
The process that results in a oral or written reprimand, disciplinary probation, suspension, demotion or dismissal of an employee, when it has been determined that the employee has failed to perform his or her appointed duties satisfactorily, or has failed to comply with the Personnel Policies of the City.
2.13Disciplinary Probation:
An employment status, the length of which shall be determined by the department head and approved by the City Manager, resulting from unsatisfactory performance and or conduct
2.14Dismissal:
The permanent separation of an employee from City employment
2.15Domestic Partner:
Two individuals of the same or opposite gender who reside together with the intent of a committed relationship that meet the criteria contained in Section 15.12.
2.16Immediate Family:
The employee's spouse, children, mother, father, sister, brother, half-sister, half-brother, grand- parent(s), mother-in-law, father-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, stepmother, stepfather, stepson, stepdaughter, stepbrother, stepsister, legal guardian, and/or grandchildren.
2.17Leave:
An approved absence from work
2.18Part-time Employee:
An employee appointed to a position that requires the employee to work fewer than twenty-nine (29) hours per week. “Regular” part-time employees (defined as “part-time employees who work year round are considered regular part-time rather than seasonal part time.”) are covered by all policies and procedures in this manual except for fringe benefits, discipline and grievance.
2.19Performance Appraisal:
A periodic review of the work performance and conduct of an employee by his immediate supervisor, which is reviewed by the department head, the Personnel Director, and the City Manager.
2.20Position Classification Plan:
A group of positions, which are sufficiently similar in duties, responsibilities, and authority, to warrant the use of the same title, class specifications, and pay range.
2.21Promotion:
The advancement of an employee to a higher pay range. This can occur through reclassification due to increased responsibilities and authority, or through the filling of a vacant position.
2.22Reclassification:
Reclassification upward or downward of a position may take place when it is shown that the duties, responsibilities, and/or salary requirements of the position have changed.
2.23Regular Appointment:
Appointment to a full-time classified or un-classified position, which is subject to all policies and procedures of this manual
2.24Relative:
Father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, spouse, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepbrother, stepsister, stepson, step-daughter, half-brother, half-sister, grandparents, and grandchildren, and a qualified domestic partner.
2.25Seasonal Employees
An appointment status, which is full-time or part-time, but limited to a prescribed period of time. All policies and procedures of this manual apply to seasonal employees except fringe benefits, discipline and grievance.
2.26Separation:
When an employee leaves the service of the City, for any reason, whether voluntary or involuntary.
2.27Sexual Harassment:
As defined by the EEOC guidelines, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when:
A.Submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual's employment;
B.Submission or rejection of such conduct by an individual is used as the basis for employment decisions affecting the individual; or,
C.Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance, or creating an intimidating, hostile, or offensive working environment.
2.28Stand-by Assignment:
An assignment made by a Department Director which requires an employee to be available for emergency work on off-duty time which may include nights, weekends, or holidays. (See Section 8.6, Standby Time.)
2.29Temporary Employee:
An appointment status, which is full-time, but limited to a prescribed period of time, and which is covered by any or all policies and procedures of this manual, except benefits and grievance process.
2.30Probationary Employee:
An appointment status, which is preparatory in-service training and evaluation for a regular classified appointment. An employee in this status is covered by all policies and procedures in this manual, except grievance process.
2.31Writing:
In writing will mean in memorandum, letter or e-mail format.
3.0RECRUITMENT AND APPOINTMENT
3.1Requests For Personnel
All requests to fill vacancies must be submitted to the Personnel & Risk Management Director, in writing, including pertinent information needed to enable the DepartmentDirector to satisfactorily recruit for personnel being sought by the department.
3.2Notification of Vacancies
The Personnel & Risk Management Director shall give notice of position vacancies by posting such notices on the bulletin board at City Hall and by publishing other notices in such media as needed. The notice shall specify pertinent information regarding title, pay range, duties, and minimum qualifications of the position, as well as the application deadline.
A number of positions within the City organization offer advancement opportunities to individuals currently employed by the City. These positions can first be posted internally allowing for career enhancement opportunities for current staff members. It is not the expectation that every opening will be filled with a current employee, but, where possible, career mobility is encouraged.
3.3Acceptance of Applications
All applications will be made on standard City of Kissimmee Employment Applications provided by the Personnel & Risk Management Department. Resumes stating position applied for are also acceptable. To be considered for an open position, applications and/or resumes must be turned in at the Personnel Office by the required deadline date and time.
3.4Rejection of Applications
The Director of the Personnel & Risk Management Department, or other Department Director, may reject an application which is incomplete or indicates that the applicant does not possess one or more of the requirements as specified in the public notice.
3.5Eligibility
The City of Kissimmee is an equal employment opportunity employer.
The City does not discriminate and does not tolerate discrimination against employees or job applicants on the basis of race, religion, color, sex, age, national origin, disability, veteran or family status, or any other status or condition protected by applicable state or Federal laws, except where a bona fide occupational qualification applies or a “direct threat” to the organization or the citizens it serves is determined.
An applicant's education, experience, aptitude, knowledge, character, and physical fitness, as well as any other qualifications will all be considered in the recruitment process. The primary consideration will be on the basis of technical competence and personal integrity.
Candidates will be recruited from a geographical area as wide as necessary to obtain well-qualified applicants. In the instance where a City employee and non-employee are competing for the same position and are equally qualified, the City employee will receive primary consideration to the extent permitted by law.
No City employee or applicant for employment shall be either favored or discriminated against in appointments, promotions, or disciplinary actions because of sex, race, age, political or religious affiliation, or any other non-merit factor.
3.6Age Requirements
Age limits may be indicated in some job specifications; i.e., as indicated by State Statutes or certain State certifications. Where there are no limits specified, there will be no age requirement.
3.7Examinations
Applicants may be required to take a written, oral or psychological examination. Examinations are done at City expense and may include an evaluation of the trade or professional skills, oral interview, or physical or polygraph examination. Pre-employment examination documents are considered to be of a privileged nature and not available for general review.
Once offered a position, a prospective employee must successfully pass a physical examination and drug test as a condition of their continued employment. Previous City employees being re-hired to City employment must also successfully pass a physical examination and drug test.
3.8References
As part of the pre-employment procedure, former supervisors, employers, and personal references provided by candidates shall be checked.
3.9Disqualification
Applicants for positions shall be disqualified for the following reasons:
A.The applicant is physically unable to perform the duties required of the position.
- The applicant is addicted to drugs, or the applicant is addicted to alcohol and the current addiction prevents the applicant from performing the duties required of the position.
- The current use of, or addiction to, alcohol or drugs by the applicant would constitute a direct threat to property or to the safety of others.
- The applicant has made a false statement of any material fact or has practiced or attempted to practice any deception or fraud in his/her original application.
- The applicant has been convicted of any employment-related crime.
- The applicant tests positive for the presence of any illegal substance.
- Inability to secure and maintain a valid Florida driver’s license.
3.10Veteran’s Preference
Veteran’s preference will be granted in accordance with Federal and State law, as follows:
A.The following criteria must be met to be considered for Veteran's Preference within the hiring process. The applicant must be:
- A disabled veteran who has served on active duty and is considered to have a compensable disability under the public law administered by the Veteran's Administration;
- The spouse of any veteran who is totally disabled according to the public law administered by the Veteran's Administration or of any veteran who is considered Missing In Action (MIA), captured in the line of duty and forcibly detained by a foreign power or government;
- A veteran of any war who has served on active duty for at least 181 days and has received an honorable discharge (this does not include active duty for training);
- An un-remarried widow or widower of a veteran who died of a service-connected disability.
B. All applicants for employment wishing to claim Veteran's Preference must provide, at the time of application, the appropriate paperwork to substantiate their claim.
C.Job applicants who are claiming Veteran's preference will be given job preference in the hiring process, but not to the preclusion of more qualified non- Veterans.
D.In the event that testing is used in the hiring process, an applicant claiming Veteran's Preference will receive additional points, if points are used in his/her overall score, based on Federal guidelines.
3.11Applicant Appeal
Should any job applicant fell adversely affected and/or discriminated against in his/her opportunity for employment, or if in his/her opinion an injustice has been done, the applicant may appeal to the Personnel & Risk Management Director or the City Manager. Any such appeal must be made in writing within 30 days of notice of non-hire and shall specify the nature and cause of the complaint.
4.0 PROBATIONARY PERIOD
4.1Objective
The Probationary Period shall be regarded as an integral part of the examination process, and shall be utilized for closely observing the employee's work, for encouraging an effective adjustment of the employee to his/her position, and for rejecting any employee whose performance does not meet the required standards.
4.2Duration
All classified employees initially appointed or promoted shall be required to serve a probationary period as determined by the Department Director and approved by the City Manager. In most cases, the probationary period shall be for the duration of six (6) months from the first day of work for general employees, twelve (12) months from the completion of the field training program for sworn police officers, communication center staff and fire suppression/rescue personnel. The Department Director prior to the expiration of the original probationary period may extend an employee’s probationary periodby submitting a PAF with an explanation of the extension. With the successful completion of the probationary period, employees will be placed on regular status.