HomeMy WebLinkAboutORDINANCE NO. 06-11-69ORDINANCE NO. 06-11-69
STATE OF GEORGIA
COUNTY OF FULTON
AN ORDINANCE TO ADOPT AND APPROVE POLICIES RELATING TO PERSONNEL
MANAGEMENT AND LEGAL COMPLIANCE WITH EMPLOYMENT AS IT RELATES TO
THE CATEGORIES OF PERSONNEL ADMINISTRATION. COMPENSATION & BENEFITS
AND EMPLOYEE RELATIONS. COMPRISING THE PERSONNEL HANDBOOK FOR THE
CITY OF MILTON. GA; TO PROVIDE FOR GUIDANCE IN ADMINISTERING SUCH
POLICIES; AND FOR OTHER PURPOSES
The Council of the City of Milton hereby ordains while in special session on the 30a' day of November,
2006 at a.m. as follows:
WHEREAS, it is necessary, from time to time, to establish policies and procedures consistent with the
administration of a municipal government in alignment with federal, state, and local regulations; and
WHEREAS, the City Treasurer in conjunction with the City Manager has comprehensively developed
the Personnel Handbook, consisting of policies relating to Personnel Administration Authority;
Attendance and Work Hours; Employee Status Changes; Hiring and Selection; Performance Management
and Review; Termination of Employee Status; Use of City Property and Equipment; Safety and
Accident Reporting; Compensation; Employee Benefits; Standard of Conduct; Discipline; Grievance
Procedures; Workplace Discrimination and Harassment; and Substance Abuse and Alcohol and Drug
Testing in order to provide guidance and direction to City officials and employees, to establish standard
,�.•. policies for recurring matters, to establish strong personnel management policies and legal compliance,
and to provide for an efficient and effective means to operate the government; and
WHEREAS, upon adoption, staff will incorporate the above policies into the Personnel Handbook and
into the City's daily operations to effectuate the management of City personnel resources; and
WHEREAS, the City intends to utilize these policies and procedures in all applications which warrant
such oversight.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF MILTON HEREBY ORDAINS that:
SECTION 1. That the Ordinance relating to the Personnel Handbook is hereby adopted and
approved; and is attached hereto as if fully set forth herein; and,
SECTION 2. That this Ordinance shall be designated as the Personnel Handbook of the City of
Milton, GA; and,
SECTION 3. That staff is hereby directed to develop operating procedures and practices
consistent with the nature and scope of the policies attached hereto; and
SECTION 4. This Ordinance shall be effective on December 1, 2006.
Pagel of 2
ORDAINED this the 30th day of November, 2006.
Attest:
'�Jir
Je ette R. Marchiafava, City Clerk
r"
Page 2 of 2
Approved:
Joe Lockwood, Wor
n
City of Milton
georgia
Personnel
Handbook
Personnel Policies
Forms Appendix
Classification & Pay Plan
Benefits Package
Developed under the Authority
of the City Council by the City Manager's
Office and approved by Ordinance
on November 30, 2006.
City of Milton
115 Perimeter Center Place NE Suite 785 Atlanta, Georgia 30346
Dear Employee,
Welcome to the City of Milton. We are excited to have you as a part of our innovative
and diverse team of employees. The City of Milton is a unique and ground breaking
municipality, requiring input and contribution from every team member. This
employee handbook contains key policies and expectations of the City of Milton as
your employer. You will find the information both necessary and informative and are
encouraged to use the handbook as the vital resource it is intended to be.
The City of Milton is committed to outstanding service to our citizens and visitors.
Providing an outstanding quality of life to our community is our top priority. As a part
of our team, you will discover that your involvement will not only benefit the City, but
be a rewarding experience to you on both a professional and personal level. We expect
you to own the results of your innovation and productivity and be an active
participant in the growth and development of your career and of the City of Milton's
future.
Welcome aboard and I look forward to working with you.
Sincerely,
Aaron J. Bovos
City Manager
0
City of Milton
115 Perimeter Center Place NE Suite 785 Atlanta, Georgia 30346
Employee Acknowledgment Form
This Personnel Handbook describes the policies and procedures at the City of Milton,
Georgia and I understand that I should consult the Department of Operations, Human
Resources area regarding any questions not answered in the Personnel Handbook. I
acknowledge that I am an employee at -will and have entered into my employment with
the City of Milton voluntarily and acknowledge that there is no specified length of
employment. Any employment agreement that would alter my status as an employee
at -will must be specified and executed in writing by the City Manager and myself. No
other agreements will be enforceable or change my status as an employee at -will.
This Personnel Handbook replaces and supersedes any earlier personnel practice,
policy, or guideline. However, since the policies and procedures described within this
handbook are subject to change from time to time, I acknowledge that revisions may
occur. I understand that such changes may supersede, modify, or revoke existing
policies. The Mayor and City Council have the ability to adopt any revisions to the
policy and may do so at any time without notice.
Furthermore, I acknowledge that the Personnel Handbook is neither a contract of
employment nor a legal document. I have received a copy of the City of Milton
Personnel Handbook and I understand that it is my responsibility to read and comply
with the policies contained in the manual and any revisions made to it.
Employee Name:
Employee Signature:
i
Date:
City of Milton
115 Perimeter Center Place NE Suite 785 Atlanta, Georgia 30346
Administration
Compensation 8v Benefits
Table of Contents
Personnel Administration Authority ..................
1
Attendance & Work Hours ................................
6
Employee Status Changes ................................
8
Hiring & Selection ............................................
11
Performance Management & Review ..................
16
Termination of Employee Status .......................
18
Use of City Property & Equipment .....................
20
Safety & Accident Reporting .............................
23
Compensation 8v Pay Plan ................................ 1
Employee Benefits - Leave Types ...................... 5
Group Benefit Plan .......................................... 13
Employee Relations
Standards of Conduct ...................................... 1
Discipline........... .
............................................
wpm. Grievances....................................................... 7
Workplace Discrimination & Harassment........... 9
KWON Substance Abuse and Alcohol & Drug Testing.... 11
Appendix A - Forms Accident Report
Direct Deposit Authorization
Disciplinary Action Form
Application for Employment
Application for Employment - Sworn Positions
Exit Interview
Family Medical Leave Request
Flextime Request Form
Harassment Incident Form
Leave Request Form
Outside Employment Approval
Employee Requisition Request
Tuition Reimbursement Request
Appendix B - Classification 8s Pay Plan
Position Categories and Pay Grades
Position Classification Schedule
Job Descriptions
�** Appendix C - Current Fiscal Year Benefits Summary
Administration
Administration Chapter Page 1
Personnel Policy Authority
PERSONNEL ADMINISTRATION AUTHORITY
With the exception of matters reserved by state law or the City Charter to the City
Council, the general and final authority for personnel administration rests with the
City Manager. This Personnel Handbook provides statements of policy and establishes
required procedure relating to personnel administration that are necessary to
effectively and efficiently manage city operations. It is issued by the City Manager
under the authority of the City Council.
MANAGEMENT AUTHORITY
A. Scope of Authority. City Management possesses the sole authority to administer
city operations. Management authority includes, but is not limited to:
1. Discipline, discharge, or release of employees pursuant to the procedures
described in this handbook;
2. Direct the work forces;
3. Hire, assign, or transfer employees;
4. Determine the mission of city departments;
5. Determine the methods, means, and allocation/ assignment of personnel needed
to carry out the city's mission;
6. Introduce new or improved methods or facilities or change such methods or
facilities;
7. Determine reasonable work schedules and establish the methods and processes
by which such work is performed;
8. Require the performance of duties stated and intended in job descriptions, with
the understanding that every duty is not always described;
9. Determine position availability by:
a. Authorizing lateral assignments;
b. Freezing, hiring, and promoting;
c. Authorizing delay in position uses due to budget, facilities, or other
business necessity;
d. Authorizing temporary assignment into a vacancy.
10. Delete positions, reclassify positions, and/or reassign employees to different
positions with different classifications and/or pay as required by business
necessity.
B. Administration of Policy. Proper policy administration includes selecting goals
and encouraging the discharge of duties above the minimum standards of criminal
and civic responsibility. The provisions of this handbook create high standards of
conduct so that training and performance can be aimed at the highest levels and
may in appropriate cases, be the basis for internal discipline. The City Manager
may in the best interest of City operations, override any provision in this
handbook.
Nothing in this manual is to be constmed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law,
City of'Miiton, Georyia Personnel Handbook
(netu) 10/06
Administration Chapter Page 2
Personnel Policy Authority
PERSONNEL RECORDS
A record of service will be managed by the Human Resources manager for every active
employee. Service records for terminated employees shall be retained as defined in the
Financial Management Plan Records Management Policy. An employee has the right
to review and request copies of their personnel file. These requests will be facilitated
by the Human Resources Manager. Open records requests and confidentiality of
personnel records will be managed as defined in the Financial Management Plan
Records Management Policy.
It is the responsibility of the employee to notify the City of any personal data changes,
such as name, address, phone number, emergency contact information, etc.
PERSONNEL HANDBOOK
A. Scope. The provisions of this handbook apply to all employees of the City of
Milton, Georgia, both on and off duty, unless otherwise indicated, restricted by
authority, or limited by law.
B. Not a Contract. This handbook does not constitute a contract of employment or
benefits. Nothing in this handbook should be construed as a guarantee of
continued benefits from, or employment by, the City of Milton. All employees are
subject to discharge with or without cause.
C. Changes. City management reserves the authority to modify, revoke, amend,
a" suspend, interpret, terminate, or change any or all of the provision of this
handbook. Except in the case of emergency, employees will be given appropriate
written notice of any change.
D. Titles. The use of terms in this handbook shall not govern, limit, modify, or affect
the scope of meaning or intent of any provision.
E. Validity. Any statement in a directive found to be illegal, incorrect, or inapplicable
shall not affect the validity of the remaining contents.
F. Distribution. Every City employee will either be provided a copy of this handbook
and copies of amendments and revisions as they are adopted or have access to a
copy of the handbook.
G. Compliance. All provisions of this handbook are applicable to regular full-time,
part-time, seasonal, and temporary employees except where otherwise noted in the
handbook.
H. Appendix. The appendix consists of a collection of various forms currently in use
by the City and referred to in this document. These forms are subject to change
from time to time. This is not meant to be a complete collection of all forms and
any forms included may be superseded by revisions.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook: (nets) 10/06
Administration Chapter Page 3
Personnel Policy Authority
I. Attachments. A collection of various attachment regarding benefits and
classification and pay are permanently attached to the Personnel Policy Manual.
These attachments are subject to change from time to time. The attachments
""" included may be superseded by revisions.
J. Official Copy. An official copy of the City of Milton, Georgia Personnel Handbook
containing the latest revisions is maintained by the Director of Operations and can
be found in the offices of such department.
DEFINITIONS
Base Rate. The "base rate" for each employee is that amount the employee is
designated to receive within the salary range for the employee's job classification.
Demotion. Demotion is defined as the change of an employee from a position in one
grade to a position in another grade at a lower level.
Department. A major segment of the city organization headed by a person who
reports directly to the City Manager. Below are the recognized departments for the
City of Milton:
• Mayor 8v Council
• City Manager's Office
• City Treasurer's Office / Department of Operations
• City Clerk
• Community Development
bbo • Community Services
• Municipal Court
• Public Safety
Department Director. The highest administrative employee of a department, whether
indicated as Director, Chief, or other job title or rank.
Employee. All employees of the City are at -will employees which means that they
have no property interest in the positions they hold and therefore can be dismissed,
transferred, or demoted without cause.
• Regular Full-time Employee. Any employee filling an approved, budgeted
position with a regularly scheduled work week of forty (40) hours per week.
• Regular Part-time Employee. Any employee filling an approved, budgeted
position with a regularly scheduled work week of thirty-five (35) hours or less
per week.
• Fire Shift Employee. Those employees designated as fire protection personnel
and assigned to a shift other than the regular work week.
• Police Shift Employee. Those employees designated as police protection
personnel and assigned to a shift other than the regular work week.
• Temporary Employee. Any employee filling a position for a specified length of
time, for either long or short term work assignments.
Nothing in this rnarmul is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at arty time without notice, except as provided by
federal or state luta.
City of Milton., Fcogpa Personnel Handbook
(net -v) 10/06
Administration Chapter Page 4
Personnel Policy Authority
Exempt Employee. An employee defined according to the federal Fair Labor
Standards Act (FLSA) to be subject to equal pay provisions but exempt from minimum
wage and overtime pay provisions. Exempt employee's compensation is based on an
annual salary basis and there is no compensation for hours worked in excess of the
defined work week. Exempt employees take vacation and sick leave hours in whole
day increments only.
Hazardous Duty. Bodily injury to an employee resulting from an activity within the
scope and course of employment that is due to exigent and life threatening
circumstances not caused or contributed to by the employee's control. Hazardous
duty injuries occur while an employee is physically performing work for the City of
Milton.
Health Impairment. A temporary or permanent mental or physical impairment
including, but not limited to injury (on or off the job), pregnancy, illness, or other job -
restricting impairment, which diminishes or precludes one's capacity for, or renders
one unfit for performance of the essential job functions of the position.
Non -Exempt Employee. An employee defined according to the federal Fair Labor
Standards Act (FLSA) to be subject to equal pay, minimum wage, and overtime
provisions. For regular employees, hours worked in excess of the 40 -hour work week
will be paid at a rate of 1 1/2 times the employee's regular rate of pay. For police shift
employees, hours worked in excess of the 86 -hour bi-weekly work period will be paid
at a rate of 1 1/2 times the employee's regular rate of pay. For fire shift employees,
hours worked in excess of the 108 -hour bi-weekly work period will be paid at a rate of
1 1/2 times the employee's regular rate of pay. Non-exempt employees take vacation
and sick leave hours in quarter hours increments.
On-the-job Injury. An injury includes impairments that occur suddenly as a result of
trauma as well as diseases that develop over long periods of time. Eligibility for
Worker's Compensation coverage include an injury that arose out of employment,
sustained in the course of employment, or was a result of an occupational hazard.
Overtime Rate. The overtime rate of pay is one and on -half (11/2) times the base rate
of pay.
Promotion. A promotion is defined as the change of an employee from a position in
one grade to a position in another grade of a higher level.
Reassignment. Reassignment is defined as the movement of an employee within the
classification plan not otherwise covered by demotion, promotion, or reclassification.
The terms reassignment and transfer may be used interchangeably.
Reclassification. A position whose classification is altered due to job duties and
responsibilities. Reclassifications can be to a higher, lower, or same pay grade.
Relative. For purposes of this handbook, relatives are defined as follows:
Nothing in this manual is to by construed to create a contract between ttte City and its employees. Any benefit, rule, or
proznsion provided in this handbook may be modified or withdrawn at any time without notice., except asprovided by
federal or state law.
City of Milton, Georgia Personnel Handbook (new) 10/06
Administration Chapter Page 5
Personnel Policy Authority
• Spouse
• Parent or Step-parent
• Child or Step -child
• Sister or Step -sister
• Brother or Step -brother
• Sister-in-law
• Brother-in-law
• Grandparent
• Grandchildren
• Aunt or Uncle
• Niece or Nephew
Supervisor. The term supervisor shall apply to any employee formally assigned to
supervisory responsibilities for personnel and operations of a work unit within a larger
department of City government. Department Directors and the City Manager should
be understood to be supervisors of individuals who report directly to them.
Unauthorized Absence. Failing to report for duty or failure to remain at work as
scheduled without proper notification, authorization, or excuse.
Nothing in this rnanual is to be construed to create a contract between the City and its ernpkyees. Any benefit, nese, or
provision provided in this handbook may be modified or withdrawn at arty time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook:
(new) 10/06
Administration Chapter Page 6
Attendance & Work. Hours
ATTENDANCE & WORK HOURS
POLICY STATEMENT
In order to maintain a high level of responsiveness to the City of Milton citizenry, it is
important that employees follow established work hours, avoid tardiness and
unauthorized absences, and follow reporting requirements.
The City of Milton reserves the right to establish official work hours for any position to
ensure accomplishment of the City's mission. Where City operational demands can
accommodate such options, the City encourages alternative work schedules to meet
family or other such personal needs, as appropriate.
GENERAL PROVISIONS
A. 40 -hour Week. The City has adopted a 40 -hour work week schedule for non-
exempt employees, with the exception of police and fire shift personnel.
B. General Business Hours. All offices of the City will be kept open continuously
from 8:00 a.m. to 5:00 p.m. Monday through Friday. In order to facilitate flexibility
for customers, those functions including areas of external customer service may
00" make schedule arrangement to have staff available from 7:30 a.m. to 5:30 p.m.
each working day.
C. Hours Worked. Except as otherwise noted below, authorized paid leave is
considered hours worked.
1. Vacation and sick leave hours are not considered hours worked for the
purpose of determining overtime eligibility.
2. Vacation and sick leave hours are not considered hours worked for the
purpose of determining eligibility for Family Medical Leave (FML).
D. Attendance Requirements. Maintaining good attendance is a condition of
employment and an essential job function of every job. An employee will refrain
from unauthorized absences or tardiness; abusing sick leave; absences or
tardiness that causes significant disruption of service, and excessive amount of
time off the job, regardless of reason. An employee absent from the job without
proper authorization for three consecutive workdays may be considered to have
resigned their position.
E. Additional Work. All employees are required to work in excess of their official
hours when necessary, as determined by department management. Such
additional work assignments may be rotated and allocated among employees
qualified to perform the duties. Excess hours may be required or granted for a
specific period of time or on a regular basis as operating circumstances warrant.
Additional work by non-exempt employees must be approved in advance by the
r.,,. -- --- — -- - - -
Nothing in this manual is to be constnied to create a contract between the City and its employees. Any benefit, rule;, or
provision provided in this handbook may be modified or withdrawn at arty time: without notice, except as provided by
federal or state law.
('ity of Milton, Georgia P(.-�r:sonnel Handbook (new) I0/06
Administration Chapter Page 7
Attendance & Work Hours
employee's supervisor. This includes, but is not limited to work before or after
regular work hours or work taken home.
F. Time Increments. Hourly computations for the purpose of compensation and the
use of vacation and sick leave will be computed in quarter hour increments.
G. Meal Breaks. Meal time or other non -compensated breaks should be at least
thirty (30) minutes in length. Other rest periods of short duration during the day
should not be disruptive to operations and should not exceed in general, fifteen
(15) minutes in length. Mealtime during a shift or tour of duty is not considered
compensable time, unless the employee is on restricted on-call pay status or the
employee is required to work during the meal time.
A. General Provisions. Subject to operational requirements, regular full-time
employees may be permitted to work an alternative work schedule that allows the
employee to work outside the normal work hours of 8:00 a.m. to 5:00 p.m. Monday
through Friday.
B. Approval Process. Any significant change in an employee's work schedule must
be agreed to in writing by the department director and the employee prior to
implementation. In addition, the Human Resources Manager must approve any
significant change in an employee's work schedule to ensure there is no conflict
■•• with statutory/ regulatory requirements or City policy.
[""
C. Restrictions.
• The City may cancel or suspend an employee's alternative work schedule
privileges at any time, for any or no reason.
• Daily and weekly work schedules can be modified at the City's discretion
to meet changing operational needs.
• Approval of an alternate work schedule does not restrict employees from
working more than their scheduled work hours.
• Employees can be required to depart from their alternate work schedule
as necessary, to work additional hours, to attend training, or for other
business purposes as determined by the City.
• No alternate schedule will be approved that has the potential to unduly
increase the City's overtime pay liability.
Nothing in this manual is to be construed to create a contract between the City and its employees. Arty benefit, rule., or
provision protnded in. this handbook- stay be modified or ivithdrawn at any time without notice, except as provided by
federal or state lain.
(7ity of Milton, Georgia Personnel Handbook:
(neiv) 10/06
Administration Chapter Page 8
Employee Status Changes
EMPLOYEE STATUS CHANGES
POLICY STATEMENT
Employees may undergo any number of changes in status and/or compensation
resulting from their performance or from promotion, demotion, reassignment, transfer,
or changes in family relationships. The purpose of this chapter is to identify and
describe the more common of these changes.
GENERAL PROVISIONS
A. Requirement. All promotions, demotions, reassignments, or transfers are
contingent on position availability and the employee meeting the minimum
qualifications.
B. Probation Period Requirements. Employees who are promoted, demoted, or
reassigned are subject to a six (6) month probationary period in the new position.
C. Probation Period Restrictions. Except as the result of disciplinary action or
business necessity, no status change described in this chapter may occur while an
employee is in a probationary period.
own D. Compensation. Status changes described in this chapter may affect
compensation, based on position classification.
E. Effective Dates. Except for temporary reassignments in emergency situations,
status changes described in this chapter can only be effective at the beginning of a
pay period.
PROMOTIONS AND DEMOTIONS
A. Eligibility for Promotion. Employees may be eligible to promote to higher
classified positions based on qualifying skills and demonstrated performance.
B. Reasons for Demotion. Employees may be demoted as the result of failure to
meet minimum performance standards established for their position, disciplinary
action, or job elimination due to business necessity.
REASSIGNMENT
A. Management Reassignment. An employee may be temporarily or permanently
reassigned to a position in the same rank or classification with different duties and
responsibilities. This action may be taken at the discretion of management.
__- ___ _ -
lowNothing in this manual is to be consimed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be rnodified or withdrawn at arzy time; tuithout notice, except as provided by
federal or state lau
City of'Milton, Georgia Personnel Handbook (neu)j 10106
O
Administration Chapter Page 9
Employee Status Changes
B. Temporary Reassignment to Higher Classification. Employees may be
temporarily assigned to an acting status in a higher level position having different
duties and responsibilities when:
1. An existing position is vacant or the incumbent is or will be absent from work
for at least thirty (30) days.
2. Operational effectiveness precludes dispersing the duties of the position among
other equally classified employees.
3. The employee meets the minimum qualifications of and is capable of performing
the assigned duties of the higher level position, and
4. The City Manager or their designee approves the temporary acting status in
writing prior to the reassignment.
C. Employee -Sought Reassignment. Employees may voluntarily seek transfers to
equally or lower classified available positions for which they are qualified. Such
transfers may not be granted if the City Manager determines that they are not in
the best interest of City operations.
MANAGEMENT RECLASSIFICATION
A. General Overview. Reclassification of a position may occur at the discretion of
management when the job duties actually performed and the minimum
qualifications of the position have significantly changed since the job
description was written. Reclassification may result in a position being placed
in a higher, lower, or same classification. Employees whose positions are
reclassified will be given advanced written notice of the reclassification by the
department director.
B. Approval. All requests for reclassifications should be submitted to the Human
Resources Manager, who will review and make a recommendation to the
Director of Operations. The Human Resources Manager will submit the
recommendation to the Director of Operations for final approval.
NEPOTISM & CONFLICTS OF INTEREST
A. General Overview. When relatives, as defined in the Personnel Authority Chapter
of this handbook, work within the same department, potential conflicts of interest
can arise. In order to prevent these conflicts, the city prohibits two (2) or more
relatives to be employed within the same department.
B. Options.
1. Voluntary movement of either or both employees based on availability of
positions in other departments and qualifying skills of the employee.
2. Involuntary reassignment to an available position of equivalent
status/grade.
3. Resignation or dismissal from City service
C. Non -Fraternization. Romantic or sexual relationships between a
Nothing in this manual is to be construed to create a contract between the City and its employees. Arty benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state laic.
City of Milton, Georgia Personnel Handbook:
(new) 10/06
Administration Chapter Page 1.0
Employee Status Changes
manager/ supervisor and a direct report employee can cause real or perceived
conflicts of interest. In order to prevent these conflicts, the City prohibits such
relationships or any conduct that is intended or may reasonably be expected to
lead to the formation of a romantic or sexual relationship between a
manager/ supervisor and an employee in a direct reporting relationship. This
policy applies regardless of whether or not both parties freely consent to such
relationships. Should a manager desire to date or become involved with a direct
report employee, the manager should first resign from their position with the City.
Should two employees within the same department but not in a direct reporting
relationship desire to become involved in a romantic relationship, they should
disclose the relationship to the Department Director who shall then make a
decision regarding the effect of the relationship on work product and work flow
within the department. If in the judgment of the department director, the
relationship between two employees within the department creates a negative effect
on departmental operations, then one of the two will be asked to transfer or resign
their position with the City.
By its prohibition of romantic and sexual relationships, the City does not intend to
inhibit the social interaction (such as lunches or dinners or attendance at
entertainment events) that are or should be an important part or extension of the
working environment.
Nothing in this manual is to be constmed to create a contract between the City and its employees, Arty benefit, rule., or
provision provided in this handbook: may be modified or withdrawn at any tirne without notice, except as,provided by
federal or state tau.-.
City of Milton, Georgia Personnel Handbook:
(n.euv) 10/ 06
Administration Chapter Page 11
Hiring & Selection
HIRING AND SELECTION
POLICY STATEMENT
Milton is committed to employ, in its best judgment, the best qualified candidates for
approved positions while engaging in recruitment and selection practices that are in
compliance with all applicable employment laws. It is the policy of the City to provide
equal employment opportunity for all employment to all applicants and employees.
The appropriate authorization is required to initiate any action for an open position
including any recruitment efforts, advertising, or interviewing, and approval is
required to extend any offers of employment to any perspective candidate.
GENERAL PROVISIONS
A. Equal Employment Opportunity. The City of Milton provides equal opportunity
to all employees and applicants without regard to race, color, religion, gender,
sexual orientation, national origin, age, disability, marital status, or status as
covered veterans in accordance with applicable federal, state and local laws. This
policy applies to all terms and conditions of employment including, but not limited
to hiring, placement, promotion, termination, reduction in force, recall, transfers,
leaves of absence, compensation and training.
B. The Americans with Disabilities Act. The Americans with Disabilities Act (ADA)
bars discrimination against the disabled in the areas of employment, public
services, and public accommodations and requires employers to reasonably
accommodate qualified individuals with disabilities. It is the policy of the City of
Milton to comply with all federal and state laws concerning the employment of
persons with disabilities. It is City of Milton's policy not to discriminate against
qualified individuals with disabilities in regard to application procedures, hiring,
advancement, discharge, compensation, training, or other terms, conditions, and
privileges of employment. The City of Milton will provide reasonable
accommodations to both employees and members of the public, if so requested.
C. Selection Criteria. Selection for employment with the City of Milton is based on
job-related qualifications in the sole discretion of the City and is contingent on
satisfactory results of such exams or tests as either required by law or
administered due to job-related duties.
D. Minimum Age. Eighteen is the minimum age of employment for the City with the
following exceptions:
1. The minimum age for police uniformed services is age 21
2. Selected temporary positions where persons at least age 16 and are allowed by
law to work in jobs that are non -hazardous.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn. at any time without notice, except as provided by
federal or state; law.
City of lUilton, Georgia Personnel Handbook:
(n.exu) 10/06
---- --- ----- - - - — -------- -..--- -- -- --
Administration Chapter Page 12
Hiring & Selection
APPLICATION PROCESS
A. Recruitment Requests. Upon a vacancy, the department director should submit
the position requisition form to the Human Resources Manager. An advertisement
will be published for every vacancy stating the position, the minimum training
requirements, the salary range, how to apply, and the closing deadline for
application submission. This notice will be published for a minimum of fourteen
(14) days. At the discretion of the department director, an attempt at internal
recruiting may be the initial course of action, in which case the advertising period
may be altered.
B. Forms and Submission. All candidates for a position, whether or not currently
employed by the City, must complete a new employment application and file it with
the City of Milton Human Resources Manager for each vacancy of interest.
Additional information outside the initial employment application may be required
from candidates.
C. Examinations. As determined by the department director under review and
management of the Human Resources Manager, the selection process may include,
but not necessarily be limited to one or more of the following: Oral interviews;
evaluation of experience and training; written basic skills test; physical ability
skills test, driver history, criminal history, and reference and background checks.
D. Falsified or Omitted Material. Omission or falsification of any material fact on an
application disqualifies an applicant for consideration of employment, transfer or
promotion. Disciplinary action may be taken against a current employee for an
omission or falsification, up to and including termination.
SELECTION
A. Job -Related Criteria. Selection for employment with the City of Milton is based
on job-related criteria that may include, but are not limited to:
1. Possession of the necessary knowledge, skills, abilities, training, education,
licenses, certifications and experience required for the position.
2. Satisfactory results on performance tests and/or physical or psychological
examinations, or drug and alcohol tests.
3. Satisfactory results on criminal history, driving record, employment and
education reference checks.
B. Nepotism. All provisions of the nepotism policy in this chapter will be adhered to
during the selection process.
C. Position Control. It is the responsibility of the Director of Operations to maintain
a citywide position control in order to track authorized positions and the status
thereof. The position control shall be the document of authority for determining
the availability of positions for recruitment.
%00
Nutting in this manual is to be construed to create a contract between the City and its employees. Any betefi�t, rule, at -
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state lair.
...
City of'Miltort., Georgia Personnel Handbook: 10106
Administration Chapter Page 13
Hiring & Selection
RE-EMPLOYMENT
To be considered for re-employment, former employees must have demonstrated
acceptable prior service with the City and must meet the current minimum
qualifications for the position for which they are applying. Re -hired employees are
subject to the conditions of employment and benefits of a newly hired employee,
except in cases specifically stated otherwise.
PROBATIONARY PERIOD
A. Application. Newly hired or re -hired employees who are promoted, demoted, or
transferred are required to successfully complete a probationary period of not less
than six (6) months. It is the purpose of the probationary period to provide a time
by which both employee and employer can decide whether to continue
employment. Probationary employees and supervisors should utilitize the time to
examine all aspects of the job and related performance. An employee's end of
probationary period must be documented via a personnel action form.
B. Provisions. The probationary period may be extended beyond the six months for
public safety personnel that have not completed the required academic and/or
departmental training. Employees in a probationary status are not eligbile for
reassignment, promotions or voluntary transfer, unless specifically approved by the
City Manager. Employees in a probationary status do not have greivance or appeal
rights to disciplinary action. Dismissal of an employee during the probabtionary
period should be coordinated with the Human Resources Manager.
CONTRACT EMPLOYMENT
A. General Overview. Personnel from temporary employment agencies or contract
employees outside an agency may be utilized from time to time by the City to
facilitate business needs. The temporary agency is responsible for hiring, training,
assigning, disciplining, and terminating its contract personnel. For performance
purposes, contract personnel assigned a City project will be supervised by the
department director's designee. Contract employees are not eligible to receive City
benefits. Contract employees outside an agency must supply their own equipment,
manage their own schedule and are responsible for their own payroll tax payment
and filing.
B. Procedure. Departments in need of contract personnel must follow the requisiton
process specified below:
1. Requests for contract personnel must be placed through the Department of
Operations and will be reviewed by both human resources and finance.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook: (nein) 10106
__ -- -- --------- -.._—._.----
Administration Chapter Page 14
Hiring & Selection
2. Temporary assignment must be approved by the Director of Operations prior to
the engagement of the contract service.
3. The Human Resources Manager will keep a list of approved temporary agencies
and will coordinate the assignment once approval has been issued.
OTHER EMPLOYMENT
A. General Overview. The City recognizes that employees may seek additional
employment during their off hours to earn additional income or develop new skills
and experience. Despite any outside employment, their City job is the primary
employment responsibility for full-time employees. Working extended hours while
at a secondary job may adversely affect the health, endurance, and productivity of
employees. The City does not consider outside employment to be an excuse for
poor job performance, tardiness, absenteeism, or refusal to work overtime or travel
when required by the City. Outside employment also presents the opportunity for
conflicts of interest. It is for this reason, the City limits outside employment to the
provisions in this chapter.
B. Outside Employment. Outside employment is subject to written approval by the
department director or their designee. A City employee may engage in any
business, trade, occupation, or profession that does not:
• Bring the City into disrepute
• Reflect discredit upon the employee as an employee of the City
• Interfere with the performance of the employee's City duties
• Present a conflict of interest
• Result in misuse of City property or funds
• Result in use of the City position for personal gain
• Violate department policy or procedure
C. Dual City Employment & Volunteer Time. Employees may not hold more than
one compensated position by the City. Overtime liability under the federal Fair
Labor Standards Act (FLSA) may be incurred when an employee occupies a
compensated position and is allowed to perform services beyond their allowed
hours without expectation of compensation. For this reason, the City restricts
employee volunteer work to that which is "occasional and sporadic and in a
different capacity" than their normal City position. All volunteer time toward a
position not held by an employee must be approved by the Human Resources
Manager.
D. Prohibitions.
1. Department directors are prohibited in engaging in any form of outside
employment without the specific approval by the City Manager.
2. No employee shall engage in any employment or business where the work of
the secondary employer is subject to approval, review, licensure, or
inspection by the employee's City department.
3. No employee shall engage in any employment or business where the work of
Nothing in this manual is to be, constmed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia P(.,rsonnel Handbook
(net)) 10/16
Administration Chapter Page 15
Hiring & Selection
the secondary employer has been in the last twelve (12) months or is
currently the subject of an investigation by the employee's City department.
4. If an employee is unable to work for the City due to an illness or injury that
exceeds three (3) consecutive work days or is being covered by the City's
worker's compensation program.
5. No employees shall engage in any private business or activity while on duty.
E. Approval.
1. An employee must obtain permission in writing from the department
director or their designee before accepting any other employment or
engaging in any other business. The prescribed from should be used for
permission as it gathers the pertinent information for review of the request.
2. An employee must obtain permission in writing from the department
director and the Human Resources Manager before accepting an assignment
as a volunteer for the City.
3. Permission granted is subject to revocation in the event of a subsequent
unknown or occurring conflict with this policy.
Nothing in this rnanual is to be construed to create, a contract between the City and its employees. Any benefit, rule, or
prouision provided in this handbook way be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook:
(newj 10/06
Administration Chapter Page 16
Performance Management & Review
PERFORMANCE MANAGEMENT AND REVIEW
POLICY STATEMENT
The job performance of all employees will be reviewed periodically to determine if
salaries should be adjusted, if job descriptions should be revised, or if jobs need to be
reclassified. A periodic formal performance review is intended to ensure that all
employees:
• Are aware of what duties and responsibilites are expected;
• Understand the level of performance expected;
• Receive timely feedback about their performance;
• Have opportunities for education, training, and development;
• Are evaluated in a fair and consistent manner;
• Have performance goals established.
GENERAL PROVISIONS
A. Timing. The performance of employees will be reviewed:
• Prior to completion of the probationary period after hiring, promotion, or
reassignment.
• At least annually for all full-time employees.
• Annual reviews will occur during the first month of the fiscal year for the review
period of the previous twelve (12) months.
B. Performance Disscusions. Interim reviews by the supervisor of an informal
nature throughout the year are encouraged in order to foster communication,
assure common understanding of purpose, and to assist in detecting problems as
they develop.
REVIEW PROCESS
A. Review Discussion Content. Together the supervisor and employee will discuss
the employee's performance during the review period and plan for the next review
period. The contents of the review should:
• Identify the principal duties of the job and measured results of those duties
during the review period;
• Review the expectations of the level of performance and the measured results of
meeting those expectation during the review period;
• Define the results that recognize significant work or projects during the review
period
Nothing in this manual is to be construed to create a contract between the City and its employees. Arty benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook: (Ineuv) 10/06
.-- .......
_--._ -------------- _.. - ------ ---- —
Administration Chapter Page 17
Performance Management & Review
• Identify and address areas of employee development needs;
• Develop an action plan for training to improve or add skills; and
• Set goals and objectives for the upcoming fiscal year.
B. Documentation. The supervisor will document the employee's evaluation and any
agreed upon plans on the prescribed form and secure agreement with the
department director before administering the review with the employee.
Subsequent to the review with the employees, signatures of both the evaluator and
employee should be ascertained.
C. Appeal of Performance Review. If an employee disagrees with the supervisor's
assessement of their performance, the employee may appeal in writing to the
deparment director. The department director's (along with the Human Resource
Manager's input) decision will be final.
PERFORMANCE IMPROVEMENT PLAN (PIP)
A. Appropriate Use of the PIP. Employees who continue to perform below the
acceptable level after counseling may be placed on a Performance Improvement
Plan (PIP). If the employee fails to demonstrate the necessary improvement during
or upon completion of the PIP, the employee may potentially be demoted or
dismissed as appropriate. The PIP cannot be used to extend the probationary
period
B. Content of the PIP. The PIP document should include statements of the specific
deficiences in the employee's performance, the improvement that is necessary, the
period of time in which improvement must occur, and the action to be taken if the
employee fails to show satifactory improvement.
tow - -- --_-- _ _ . _
Nothing in this marmal is to be constmed to create a contract between the City and its employees. Arty benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state lacy.
---.....-._ _
City of Milton, Georgia Personnel Handbook: (new) 10/06
Administration Chapter Page 18
Termination of Employee Status
TERMINATION OF EMPLOYEE STATUS
POLICY STATEMENT
Employees leave the City of Milton workforce under various conditions that include
retirement, voluntary separation, dismissal, or reductions in force. Regardless of
reason, the end of'employment shall be conducted in a discreet, respectful, and
efficient manner. Procedures may exist affecting the employees terminal pay and
disciplinary action appeals. Employees should make themselves aware of the these
procedures.
RESIGNATION OR RETIREMENT
A. Notice Required.
1. Resignation. An employee must submit a resignation to their department
director at least two (2) weeks prior to the effective date of the resignation. The
resignation notice should indicate the last working day or shift with the City of
Milton. Use of accrued sick or vacation leave during the notice period will be
prohibited and failure to report to work during the notice period will be
considered an authorized absence. An employee may be permitted or requested
to leave immediately. If the the employee is requested by the City to not work
through the notice period, the employee will be paid through the effective date
of their resignation.
2. Retirement. An employee must give written notice of intent to retire to their
department director as soon as possible but no less than thirty (30) calendar
days prior to the intented retirement date. This notice is required in order to
facilitate timely processing of retirement benefits. The resignation notice should
indicate the last working day or shift with the City of Milton. In the case of
disability, application of disability retirement satisfies the notice requirement.
3. Failure to Give Notice. An employee who gives less than the required notice
may hamper their ability to be eligible for re -hire and timely reciept of benefits.
The department director may waive the notice requirement in writing.
B. Process of Exit. After receiving written notice of voluntary termination the
department director management shall notify the Human Resources Manager, who
will schedule an exit interview for the employee. Employees who leave the City's
workforce will be paid for all accrued vacation leave hours provided they have
completed their probationary period. All City property assigned to the employee is
,W,„ considered an advance of wages and must be returned in proper working condition
before receiving the final pay check. If not returned, the value of the items will be
*NO _... ....... ---
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be rnodified or withdrawn at any time without notice, except as provided by
federal or state lain.
City of Milton., Geon)ia Personnel Handbook: (neu) 10/06
-- - — --- --- -----.-.-... - - — ---- — - —
Administration Chapter Page 19
Termination of Employee Status
deducted from the employee's final pay check.
C. Pending Disciplinary Action. An employee whose resignation or retirement notice
is tendered and accepted after the initiation of a discplinary action forfeits their
right to appeal the discplinary action.
REDUCTIONS IN FORCE
The City of Milton reserves the right to separate employees due to lack of work or
funding. The determination of who is to be separated is within the sole discretion of
the City Manager.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
"ity of Milton, Georgia Personnel Handbook: (nezv) 10/06
.... ..............---- _ ---------- ----------- -- .
Administration Chapter Page 20
Use of City Property & Equipment
-.. USE OF CITY PROPERY & EQUIPMENT
POLICY STATEMENT
The City of Milton is committed to providing a safe workplace and has a substantial
investment in the property and equipment used to provide employees the tools for the
effective and efficient accomplishment of City business. The appropriate use of
facilities, vehicles, equipment, and other items of City property is expected from
employees. Additionally, this policy governs the use of the City's computer and
electronic communications system, which includes telephone, voice mail, fax
machines, Internet, electronic mail (e-mail), and other computer usage.
GENERAL PROVISIONS
Privacy. No employee shall have an expectation of privacy in any thing or item
referenced in this chapter. This includes the use of the computer and electronic
communication system, including, but not limited to, the e-mail and voice mail
messages they create, store, send and receive, and the Internet sites they visit.
• Use of Equipment. All equipment provided in the course of employment as well as
the computer and electronic communications system is the property of the City of
Milton government and may only be used for approved purposes.
• Inspection of Property. Employees may be assigned and/or authorized the use of
City -owned vehicles, lockers, desks, cabinets, computers, etc. for the convenience
of the City and its employees. Management reserves the right to search City
property assigned to employees and documents in employee desks, lockers, file
cabinets, etc. The City has the right to monitor any and all aspects of its computer
and electronic communication system, including, but not limited to, monitoring
sites visited by users on the Internet, reviewing material downloaded or uploaded
by users to the Internet, and reviewing e-mail sent and received by users. Such
monitoring may be conducted without prior notice. Use of the City's computer and
electronic communication system automatically constitutes consent to such
monitoring.
Proper Authorization. An employee shall not, regardless of value, take City
property without authorization. The use of City property, equipment, or facility for
personal gain or for other than official duty -related use is forbidden.
Discipline. Repayment for loss or damage may be required under this chapter in
addition to, or in lieu of, discplinary action. Required repayment under this
chapter will be made by payroll deduction from the employee's pay as necessary to
recoup the amount to be recovered. If the employee leaves the employment of the
City, recoupment of the loss may be made from the final paycheck.
Nothing in this manual is to be constmed to create a contract betawert the City and its employees. Any benefit, rale, or
provision provided in this handbook may be modified or with drown at any time without notice, except as provided by
federal or state law.
City of Nlihon, (korgia Personnel Handbook (nein) 10/06
Administration Chapter Page 21
Use of City Property & Equipment
VEHICLE USE & OPERATION
am"
A. Business Use. Except as specified in this chapter, City vehicles are furnished for
official City business and may not be used for personal reasons with express
written consent by the City Manager.
B. Vehicle Assignment. Employees assigned a City vehicle may be authorized to use
the vehicle for transporation to and from work. This "take home" provision, if
granted, shall only apply to employees living within a thirty (30) mile radius of City
Hall. If take home status is granted, no personal use of the vehicle is permitted
after the commute is complete. No passengers may be transported in take home
vehicles unless they are connected to City business. Employees who are assigned
a City vehicle are responsible for ensuring the preventative maintenance and repair
schedule is met on the vehicle. Failure to ensure proper repair and maintence may
result in the revocation of the assignment. All vehicle assignments are subject to
recall at any time.
ELECTRONIC COMMUNICATION SYSTEMS
A. General Provisions. Electronic communication systems is defined as Internet,
wpm electronic mail, telephone, voice mail, facsimiles, pagers, mobile phones, 800 mhz
radios, computer and computer networks, directories, and files. Employees will
not have privacy rights with respect to any activity using these systems. All data,
is" including e-mail messages composed, sent and received are the property of the City
of Milton.
B. Professionalism. At all times, users have the responsibility to use computer
resources in a professional, ethical, and lawful manner. Users should use the
same care in drafting e-mail and other electronic documents as they would for any
other written communications. Users should always strive to use good grammar
and correct punctuation, and keep in mind that anything created or stored on the
computer system may be reviewed by others and the quality of communications is
a direct reflection upon the City.
C. Appropriate Use. Personal use of the computer and electronic communications
system is a privilege that may be revoked at any time. Occasional, limited, and
appropriate personal use of the computer and electronic communications system is
permitted if the use does not:
1. Interfere with the user's work performance
2. Interfere with any other user's work performance
3. Compromise the integrity of the computer and electronic communications
system
.Nothing in this manual is to be construed to create a contract betiueen the City and its employees. Any benefit, n1le, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel handbook
(hely) 10/06
Administration Chapter Page 22
Use of City Property & Equipment
W,, 4. Violate any other provision of this policy or any other policy, guideline, or
standard of the City of Milton
D. Inappropriate Use. Under no circumstances should the City's computer and
electronic communications system be used for sending, transmitting, intentionally
receiving, copying, or storing any communication that is fraudulent, harassing,
racially offensive, sexually explicit, profane, obscene, intimidating, defamatory, or
in the City's sole opinion otherwise unlawful or inappropriate. Users encountering
or receiving this kind of material should immediately report the incident to their
supervisor and IT Manager. Exceptions are limited to police investigations into
criminal activities, which may require the use of the Internet for information and
intelligence gathering. This is permissible with the prior approval of the Public
Safety Director. Other prohibited uses of the City's computer and electronic
communication systems, include, but are not limited to:
• Sending chain letters
• Sending copies of documents, messages, software, or other materials in
violation of copyright laws
• Compromising the integrity of the City and its business in any way
• The advertisement of personal business or conducting personal business
activities.
E. Misuse of Software. Users who become aware of any misuse of software or
violation of copyright law should immediately report the incident to the IT Manager.
Files obtained from sources outside the City, include disks brought from home,
files downloaded from the Internet, files attached to e-mail; and files provided by
citizens or vendors. These files may contain dangerous computer viruses that can
damage the City's computer network. Users should never download files from the
Internet, accept e-mail attachments from outsiders, or use disks from non -City
sources without first scanning the material with City -approved virus checking
software. If a user suspects that a virus has been introduced into the City's
network, they should notify the IT Manager immediately. Without prior written
authorization from the IT Manager, users may not do any of the following:
• Copy software for use on their home computers or to other computers
• Provide copies of software to any independent contractors of the City or
to any third person
• Install software on any of the City's workstations or servers
• Download any software from the Internet or other online service to any of
the City's workstations or servers
• Modify, revise, transform, recast, or adapt any software
• Reverse -engineer, dissemble, or decompile any software
• Passwords. Authorized users will be given a login name that allows access to the
network. The user will have a personalized password, which should be obscure in
nature and not divulged to others. Any user with knowledge of any password not
their own shall report it to their supervisor immediately. No employee shall
attempt any unauthorized access to the system.
irrr - _ -..--.
Nothing in this manual is to be constnied to create a contract between the City and its employees. Arty benefit, rule, or
provision provided in this handbook may be rnodifi�ed or iuithdrawn cit any time without notice, except as provided by
federal or state lau).
City of hlilton, Georgia Personnel Handbook:
(neu)) 10/06
Administration Chapter Page 23
Safety 8v Accident Reporting
SAFETY & ACCIDENT REPORTING
POLICY STATEMENT
The City of Milton is committed to providing a safe workplace. In accordance with
this, employees are expected to take an active role in promoting workplace safety by
reporting unsafe working conditions and by noting where fire extinguishers, first-aid
kits, and emergency exits are located. Additionally, employees are required to
participate in identifying and correcting where possible, the underlying causes of
accidents and unsafe conditions.
GENERAL PROVISIONS
A. Employee Responsibility. Employees are responsible for exercising care and good
judgment in preventing accidents and for observing safety rules and procedures
when performing their duties. Employees are required to:
1. Report all accidents to their supervisor immediately, if possible, or no later than
twenty-four (24) hours from the time of the accident and seek first aid for all
injuries, however minor;
2. Report any unsafe work conditions, equipment, or practices to their supervisor
as soon as possible;
3. Attend scheduled safety meetings and activities;
4. In the event of an injury resulting in lost work time, continued contact with the
supervisor is required for the purpose of keeping records on the expected return
to work status.
B. Equipment Repair. Employees have a responsibility to report the need for repairs
of any City -owned or leased property issued to the employee. No employee shall
alter, repair, or in any way change, add to, or remove any parts or accessories of
any City -owned or leased property without the permission of the department
director.
PERSONAL PROTECTIVE EQUIPMENT
The City will provide directly, or through an allowance approved in the annual budget
each year, items of personal protection. Supervisors will direct use of personal
protective items when warranted and employees are expected to comply with such
direction.
OPERATION OF VEHICLES
A. Vehicle Operator Qualifications. In order to operate a city -owned vehicle in the
Nothing in this rnanual is to be constmed to create a contract between the City and its employees. Any benefit rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook (nezu) 10/06
Administration Chapter Page 24
Safety & Accident Reporting
course of business, an employee must:
1. Be at least eighteen (18) years of age;
2. Have a valid Georgia Driver's License for the class of vehicle to be driven;
3. Have a record of no more than two moving citations or one moving citation and
one chargeable accident within a twenty-four (24) month period;
a. The Public Safety Director or their designee will make the sole determination
of whether the accident was chargeable in nature.
b. DUI or DWI convictions are a permanent part of an employee's driving
record and are not subject to the 24 -month limitation.
c. Employees whose primary duty is to drive a city vehicle that do not have an
acceptable driving history must be relieved of such duties and assigned to
non -driving positions or non -driving duties until their 24 -month record
reflects and acceptable driving history. If a non -driving position is not
available, the employee may be terminated.
4. Be otherwise qualified under federal and state regulations to drive the vehicle in
question; and
5. Be trained and authorized to operate the vehicle.
B. Annual Review. To ensure the maintenance and validity of driver's licenses,
driving records of employees who operate City vehicles will be examined on an
annual basis. The City will check motor vehicle records (MVR) of all applicants
go" prior to making offers of employment. As part of the hiring process, applicants will
be required to sign a written consent form allowing the City to check motor vehicle
OWN records at any time prior to or during their employment. The Human Resources
Manager will be responsible for collection of license copies each year and the
submittal of licenses to the appropriate party for review.
C. Notification Procedures. Employees who operate vehicles in the course and
scope of their employment must notify the supervisor:
1. When their driver's license becomes invalid or suspended for any reason.
Such employees will immediately be prohibited from operating vehicles
on City business.
2. Immediately during work hours or by the next working day if after hours,
upon the receipt of any ticket or citation for any violation of state law or a
local ordinance relating to motor vehicle traffic operation other than
parking violations.
3. An employee who receives a citation for any violation while operating a
City vehicle will be responsible for paying any fine or penalty incurred
and will be subject to disciplinary action, up to and including
termination.
4. Failure to report can be grounds for disciplinary action, up to and
$OWN including termination.
Nothing in this manual is to be constnred to create a contract behveeu the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state lair.
City of Milton, Georgia Personnel Handbook: (new) 10/06
Administration Chapter Page 25
Safety & Accident Reporting
D. Operation of Vehicles. Employees shall operate any vehicle used for City
business in a careful and prudent manner and shall obey the laws, policies,
`"." regulations, and procedures of the city and state pertaining to such operation.
Smoking in City owned or leased vehicles is prohibited.
E. Duty Restrictions. A physical, mental, or driving skill impairment that cannot be
reasonably accommodated that affects an employee's ability to safely operate a
motor vehicle, or failure to comply with the driver qualifications outlined in this
chapter, precludes that employee form operating any City owned or leased vehicle
for City business. If the operation of a vehicle is an essential job duty, an attempt
will be made to place the employee in a non -driving position. If such a position is
not available, the employee will be immediately relieved of duty. If the vehicle
prohibition is due to suspected physical or mental impairment, the employee will
be subject to a health fitness evaluation as outlined in this handbook.
F. Passenger Restraint Systems. Such systems where required by law, must be
worn by the driver and passenger when a vehicle is in operation. The driver of the
vehicle is responsible for compliance. The City also encourages the use of driver
and passenger restraint systems during non -work hours.
ACCIDENT INVOLVEMENT
A. Report Required. All accidents involving injury to any person, City owned or
6"W' leased vehicles or equipment, personal vehicles or equipment used during the
course of business, and any property damage must be reported to the immediate
supervisor by the employee involved in or witness to the accident.
B. Employee Responsibilities. Unless transported from the accident scene for
medical treatment, the employee involved in a job-related accident will:
1. Render aid to other parties if possible and necessary;
2. Report the accident and any injuries immediately to local law enforcement;
3. Immediately notify their supervisor or Human Resources if the supervisor is not
available;
4. Record the name, address, and phone number of any witnesses, and note the
specifics of the accident circumstances, if possible;
5. Be courteous, but not make or sign any statement for anyone other than the
police officer responding to the scene;
6. Remain at the scene until excused by law enforcement personnel;
7. Not discuss or reveal information or provide statements to non -City personnel
subsequent to the accident. This does not prohibit cooperation with law
enforcement investigations outside the City's jurisdiction.
"No 8. Submit to all requested post -accident testing as directed by the supervisor or
Nothing in this rnanuul is to be: constmed to create a contract between the City and its employees. Any benefit rule, or
provision provided in this handbook may be rnodifed or withdrawn at any time without notice, except as provided by
federal or state lain.
City of Milton, Georgia Personnel Landbook: (rteu.)) 10/06
--------- —
Administration Chapter Page 26
Safety & Accident Reporting
other City Management representative.
C. Administrative Accident Investigation. The supervisor or other designated
employees will conduct an administrative investigation into the circumstances of
the accident and prepare a written report that includes a statement of the facts
and analysis as to cause. The report will also include recommendations of any
corrective action necessary to prevent recurrence of such accidents. The City
Attorney will facilitate claim/ litigation management with the City's insurance
carrier.
D. Examinations and/or Tests. An employee who is involved in a reportable
accident may be required to undergo examinations and/or tests as specified in the
Performance of Duty Standards and Substance Abuse Testing chapters of this
handbook.
Nothing in this manual is to be constnied to create a contract between the City and its employees. Any benefit, rule:, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook:
lnew) 10/06
Compensation
& Benefits
Compensation & Benefits Chapter Page 1
Compensation
COMPENSATION
POLICY STATEMENT
The City of Milton's compensation philosophy is to maintain a competitive pay
structure for the purpose of recruiting and retaining an effective and efficient
workforce. The pay structure is designed to pay employees based on what their job is
worth; ensure they appropriately move through the salary range for their
classification; and recognize performance through merit pay, where applicable. The
pay plan is designed to comply with federal and state law, including the Fair Labor
Standard Act (FLSA).
PAY SYSTEM
A. Pay Period. All City employees will be paid on a bi-weekly basis. The work week
will begin on Saturday and end on Friday. The actual pay date will be two Fridays
following the end of a pay period. When a pay date falls on an official City holiday,
employees will be paid on the date preceding the holiday.
B. Direct Deposit. Participation in the direct deposit program is highly encouraged
for all City employees. All pay -related items, such as allowances and
reimbursements, will flow through the regular pay cycle. An employee's final check
upon the end of employment will not be a direct deposit check, but a live check
picked up in person by the employee or mailed upon request.
C. Type of Pay Other Than Base Rate.
1. Overtime Pay. Overtime work is work performed by a qualified employee
which exceeds the regular work week, as defined in the Fair Labor Standards
Act (FLSA). FLSA standard for non-public safety employees is a forty (40) hour
workweek, for police shift employees, an eighty-six (86) hour bi-weekly work
period and for fire shift employees, a one hundred six (106) hour bi-weekly work
period. Compensation for overtime hours shall be at time and a half for hours
worked in excess of the defined work period. Vacation and sick leave will not be
considered as hours worked for overtime computation purposes.
2. On -Call Status. Some operational divisions in the City may designate non-
exempt employees to be on call to provide for after hours service needs. Those
designated employees are required to respond to an on call assignment. On call
status shall have two distinct categories:
a. Restricted On Call. The time spent on call on or away from City
pow premises are under conditions that prevent the employee from using the
time for personal activities. This category of on call is compensatory.
Nothing in this rnanual is to be construed to create,a contract between the; City and its ernployees. Arty benefit rule:, or
provision provided in this handbook may be modified or zuithdrazon at any time without notice, except as provided by
federal or state law.
-
City of Wihon, Georgia Pe sonnel handbook: (neu)f 10/06
Compensation & Benefits Chapter Page 2
Compensation
Employees in a restricted on call basis will be paid two (2) hours at the
overtime rate per on call rotation.
b. Unrestricted On Call. The time spent on call on or away from City
premises are under conditions that do not prevent the employee from
using the time for personal activities. The employee on unrestricted on
call status may choose to report for an on call assignment. Unrestricted
on call status is not compensatory.
3. Call Back Pay. A callback occurs when there is an emergency or after hours
service need for which an employee reports to work as a result. A call back
does not include additional hours of work scheduled in advance.
a. An employee responding to a call back will be paid the greater of two
hours or the actual time worked on the call back assignment at their
overtime rate.
b. Travel time is included in the calculation of call back hours.
c. Exempt employees are not eligible for call back compensation.
4. Acting Status Pay. Employees who are temporarily re -assigned to perform the
duties of a higher classification may receive a compensation increase for the
duration of the temporary assignment. The appropriate increase shall be
recommended by the Human Resources Manager but at no time should be less
than the minimum pay range for the temporary assignment classification
5. Supplemental Allowance. Employees who use their own personal property
which management has determined as essential to the job duties will receive
allowances for such as approved in the annual budget each fiscal year.
6. Final Pay. Upon end of employment, employees will be paid at their base rate
for accrued vacation leave hours up to a maximum of 240. Employees with less
than six (6) months active full-time service or employees within their initial hire
probationary period are not eligible for pay -out of any accrued vacation or sick
leave time.
COMPENSATION PLAN
A. Pay Plan. The City will maintain a Classification and Pay Plan, including a
complete inventory of all positions in the City's service and an accurate description
and specification for each grade of employment. The plan will standardize titles,
each of which is indicative of a definite range of duties and responsibilities and has
the same meaning throughout assigned departments. The Classification and Pay
Plan will be designed to provide equal pay for equal work and to provide a pay
range for each grade of positions which will enable the City to recruit and retain
qualified employees as well as compete in the job market with other public
employers.
Nothing in this manual is to be construed to create, a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be nwdified or withdrawn at any time, without notice, except as provided by
federal or state law.
__........ ... ........... __.... _ .......
C .......
ity of Milton, Georgia Personnel Handbook — {nein} 10/06
-------
----- --- ...... . ------...-. ... .... ..---------.._-...-- - ----- - --
Compensation & Benefits Chapter Page 3
Compensation.
„ B. Administration. The primary responsibility for day to day administration of the
Classification and Pay Plan rests with the Department of Operations, as follows:
1. The Human Resources Manager is charged with the maintenance of the
Classification and Pay Plan and its administration so that it will reflect the
duties performed by each employee and the grade to which each position is
allocated.
2. It is the responsibility of the Human Resources Manager to examine the nature
of the positions as they are created and to allocate them to an existing grade in
conformity with this section; to make such changes as are necessary in the
duties and responsibilities of existing positions; to develop forms and to provide
vital information when deemed necessary to determine the proper grade
classification of each position; to periodically review the entire Classification
and Pay Plan; and recommend appropriate changes in the plan.
3. The Human Resources Manager will facilitate the requests for newly authorized
positions or changes in duties of an existing position change. The department
director must submit a Position Review Request to Human Resources. The
Human Resources Manager will investigate the actual or suggested duties and
make a report to the Director of Operations for approval.
C. Use of the Classification & Pay Plan. The pay plan is to be used as:
1. As a guide in recruiting and evaluating candidates for employment;
2. In determining lines of promotion and in developing employee training
programs;
3. In determining salary to be paid for various types of work;
4. In providing uniform job terminology understandable to all City officials and
employees and by the public;
5. The official job title represented on the Classification and Pay Plan should be
used in all personnel, accounting, budget, appropriation, and financial records.
No person will be appointed to or employed in a position in the City service
under a title not included in the Classification and Pay Plan, except in those
emergency situations where an employee may be identified as an unclassified
employee for a finite period of time;
6. Other job titles may be used in the course of departmental routine to indicate
authority, status in the organization and/or administrative rank.
7. It should be general practice for newly hired employees to be hired at the
minimum pay rate of the applicable grade for the position. The City of Milton
recognizes that in some instances it may be necessary to hire employees above
the minimum pay rate of the applicable grade for the position. Department
Directors shall have the latitude to hire personnel without other approvals up to
the midpoint of the position as long as budget is available to do so. Salary
offers beyond the midpoint must be approved by the City Treasurer and City
Manager.
D. Maintenance of Pay Ranges. The Director of Operations may make or cause to be
....... __ .
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provisiory provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state later.
City of:Milton, Georgia Personnel Handbook: /newt 10/06
Compensation & Benefits Chapter Page 4
Compensation
made such comparative studies as they deem necessary of the factors affecting the
level of salary ranges prior to the preparation of the annual budget as well as at
other times during the year. On the basis of information derived from such
*A—W studies, the Director of Operations may make recommendations to the City
Manager for changes in salary ranges as deemed necessary to maintain the
fairness, adequacy, and competitiveness of the overall salary structure.
CHANGES IN SALARY
A. Performance Reviews. As outlined in the Administration chapter, regular
employees will receive an annual performance review the first month of each fiscal
year, evaluating performance for the previous twelve (12) months.
B. Salary Increases for Performance. Subject to annual budget appropriation, each
department will be allocated a pool of merit dollars to be distributed by percent
based on a formula derived from the performance evaluation results. Increases to
salary based on the performance as noted in the review will be effective the first
day of the fiscal year. The City Manager reserves the right to make additional pay
adjustments as necessary for business operations.
C. Salary Changes due to Promotions. The pay for employees receiving a promotion
will be the greater of either the minimum of the pay grade of the promoted position
or a five (5) percent increase.
D. Salary Changes due to Reclassification. The pay for an employee whose position
w.r is reclassified to a higher pay grade will be upon the recommendation of the
department director but at least the minimum of the higher position. The pay for
an employee whose position has been reclassified to the same or lower pay grade
will not change.
E. Salary Changes due to Demotion. The pay changes for employees receiving a
demotion will be as follows:
1. Demotions Based on Performance. An employee who receives a demotion
based on poor performance will receive a salary adjustment comparable to the
current percent of pay within the current pay grade. For example, if the salary
of an employee before demotion is 35% of the position pay grade, then their
salary upon demotion will be 35% of the pay grade in which they are demoted
to.
2. Voluntary Demotions (not performance based). The salary of an employee
who voluntarily demotes to a position in a lower pay grade based on a personal
decision to do so will be determined upon the recommendation of the
department director.
3. Involuntary Demotions (not performance based). The salary of an employee
who has been involuntarily demoted due to business needs and not based on
0W. -W performance will not experience any change in pay.
Nothincl in this manual is to be, construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or wiOtdrawn at arty tirne without notice, except as provided by
federal or state lath.
City of'Milton, Georgia Personnel Handbook: (net))) 10J06
Compensation & Benefits Chapter Page 5
Employee Benefits — Leave Types
EMPLOYEE BENEFITS - LEAVE TYPES
POLICY STATEMENT
The City of Milton believes that employees should have opportunity to enjoy time away
from work to help balance their work and personal lives. City management recognizes
that employees have diverse needs for time off from work. Because of this, the City
has established leave practices to address the balance as well as to protect the
financial well being of employees during certain absences from work. Employees are
accountable and reasonable for managing their own leave balances to allow for
adequate reserves if there is a need to cover unanticipated events requiring time away
from work.
OVERVIEW OF REQUIREMENT AND RESTRICTIONS
A. General Provisions. Except as provided otherwise in this chapter, the following
apply to all paid leave benefits:
1. Approval of leave is subject to operational requirements of the department
and any request for paid leave may be denied or rescheduled due to staffing
needs;
2. Paid leave cannot be advanced;
3. All requests for leave must be submitted in writing using the leave request
form with as much notice as possible;
4. Employees who are re -hired start a new active service period for leave
accrual purposes;
5. Except for military leave, an employee in an unpaid leave status will not
accrue vacation or sick leave hours. This will not, however, constitute a
break in service for accrual rate purposes;
6. Non-exempt employees shall record paid leave in quarter hour increments;
7. Exempt employees shall record paid leave in whole day increments.
B. Unpaid Leave Status. Unpaid leave will not be denied under normal
circumstances. All requests for leave without pay must be approved by the
Director of Operations. Vacation and sick leave will not be accrued during leave
without pay status. Please note that while an employee is on leave of absence
without application, there is no job protection by the City. Employees may
continue, at their expense, their group health insurance coverage while on leave
of absence without pay. In order to continue coverage, the employee must
contact the Department of Operations to arrange for documentation and
payment of premiums. The exceptions to these provisions are leave granted as
Family Medical Leave and Military Leave as specified later in this chapter.
C. Mandatory Leave. For internal control purposes, employees who hold
positions in Finance, Information Technology, or in other departments where
they may have financial responsibilities, such as accounts payable, revenue
--
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or wiOtdrawn at any time tuithout notice, except cis provided by
federal or state law.
...._.....
City of Milton, Georgia Personnel Handbook (nezv) 10/06
.. .... -- ----- --.... _ --- — --
Compensation & Benefits Chapter Page 6
F.mpIcyce Benefits - heave Types
collection, etc.) will be required to take a minimum of five (5) consecutive
vacation days per year. In addition, an alternate employee must be trained to
perform those functions during the absence of the vacationing employee.
VACATION LEAVE
A. Eligibility. It is the policy of the City to provide paid vacation for eligible
employees. Employees are not entitled to "cash out" accrued leave outside the end
of the employment process. Vacation leave is accrued and granted to:
1. Regular full-time, police and fire shift employees, and regular part-time
employees;
2. Eligible employees while on authorized paid vacation leave will continue
to accrue vacation leave hours;
3. Eligible employees can take leave immediately once hours have been
accrued and approved by department management;
4. Pay for vacation leave shall be at the employee's regular rate of pay in
effect for the employee's regular job on the pay date immediately
preceding the employee's vacation period.
B. Vacation Leave Accrual Rate.
1. All eligible employees hired December 1, 2006 through June 30, 2007
will receive credit for years of experience based on relevant previous
employment, retroactive back to the date of hire. For these purposes,
years of service is defined as any job related experience that is directly
related to the employee's job description
2. Employees hired after June 30, 2007 will accrue vacation hours based
on their hire date with the City.
3. All eligible employees accrue vacation leave hours on the following basis:
The accrual rate increases on the first day of the pay period that includes
the employees' anniversary date.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or 7vithdrawn at any time without notice, except as prouided by
federal or state law.
City of Milton, Ceoryia Personnel Handbook: (neu)J 10/06
Compensation & Benefits Chapter Page 7
Employee Benefits — Leave Types
Hours Per
Years of Service Biweekiv Pav Period
Up to 1 Year
3.7
96
12
1 thru 4 years
5.54
144
18
5 thru 9 years
6.46
168
21
10 thru 14 years
7.4
192
24
15 or more
9.23
240
30
Up to 1 Year
1.85
48
6
1 thru 4 years
2.77
72
9
5 thru 9 years
3.23
84
10.5
10 thru 14 years
3.7
96
12
15 or more
4.6
120
15
Up to 1 Year
11.08
288
12
1 thru 4 years
16.62
432
18
5 thru 9 years
19.38
504
21
10 thru 14 years
14.77
384
24
15 or more
27.69
720
30
Up to 1 Year
5.54
144
12
1 thru 4 years
8.31
216
18
5 thru 9 years
9.69
252
21
10 thru 14 years
11.08
288
24
ON" 15 or more
13.85
360
30
C. Use and Scheduling of Vacation Leave.
1. Whenever possible, employees will be allowed to take vacation at times most
convenient to them. However, in order to ensure continued smooth operation
and maintain a high level of quality in the delivery of service to the citizens of
Milton, the City reserves the right to limit the number of employees that may be
absent from a given department at any one time. Where there is a conflict in
the vacation choices of two (2) or more employees who cannot be spared at the
time, the department management will determine who will take leave;
2. When a holiday occurs during the period an employee is on authorized vacation
leave with pay, vacation shall not be charged for the holiday;
3. Eligible employees will be allowed to carry over vacation hours from one
calendar year to the next according the chart below. On December 31 st of each
year, the employee's vacation leave credits will be totaled and any hours in
excess of the applicable carry over will be forfeited.
Regular Full-time Employees 240
Regular Part-time Employees 120
Fire Shift Employees 318
Police Shift Employees 252
Nothing in this manual is to be constmed to create a contract between the City and its employees. Anti benefit, rule, or
provision provided in this handbook inay be modified or withdrawn at any tune without notice, except as provided by
federal or state lain.
City of Mitton, Georgia Nxsonnel Handbook (new) 10/06
- ----- ------ _ _------------------------------------------ _ _.._.`...----
Compensation & Benefits Chapter Page 8
Employee Benefits - Leave Types
SICK LEAVE
D. Eligibility. It is the policy of the City to provide sick leave with pay for eligible
employees. Sick leave is a privilege and may be used only when an employee or
member of an employee's family is incapacitated due to personal illness or injury or
has a medical/dental appointment. Employees are not entitled to "cash out"
accrued leave outside of the end of the employment process. Sick leave is accrued
and granted to:
1. Regular full-time, police and fire shift employees, and regular part-time
employees;
2. Eligible employees while on authorized paid sick leave will continue to
accrue vacation leave hours;
3. Eligible employees can take leave immediately once hours have been
accrued and approved by department management;
4. Pay for sick leave shall be at the employee's regular rate of pay in effect
for the employee's regular job on the pay date immediately preceding the
employee's sick leave period.
E. Sick Leave Accrual Rate.
1. All eligible employees will accrue sick leave hours per pay period based on the
type of employee. The accrual will begin immediately upon hire.
2. Eligible employees will be allowed to carry over sick hours from one calendar
year to the next according the chart below. On December 31St of each year, the
employee's sick leave credits will be totaled and any hours in excess of the
applicable carry over will be forfeited.
Regular Full-time Employees 40
Regular Part-time Employees 20
Fire Shift Employees 53
Police Shift Employees 42
F. Use of Sick Leave. Sick leave may be used for appointments for medical or dental
examinations or treatment when such appointments cannot be reasonably
scheduled during non -working hours. Examination appointments must be
approved at least one (1) work day in advance, by the department. Sick leave can
1-1---.,",---.,------,-------".,-,--.---------_- - _.---
Nothing in this rnanual is to be construed to create a contract between the City and its ernployees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at arty time without notice, except as provided by
federal or state lain.
- 11111.1.11,1 1111.1 .. ........... _.
City of .Milton, Georgia Personnel Handbook: (new) 10106
Hours Per Biweekly
Years of Service
Pay Period
Hours/Year
Days/Year
Regular Full-time Employees
2
52
6.5
Regular Part-time Employees
1
26
6.5
Fire Shift Employees
6
156
6.5
Police Shift Employees
3
78
6.5
2. Eligible employees will be allowed to carry over sick hours from one calendar
year to the next according the chart below. On December 31St of each year, the
employee's sick leave credits will be totaled and any hours in excess of the
applicable carry over will be forfeited.
Regular Full-time Employees 40
Regular Part-time Employees 20
Fire Shift Employees 53
Police Shift Employees 42
F. Use of Sick Leave. Sick leave may be used for appointments for medical or dental
examinations or treatment when such appointments cannot be reasonably
scheduled during non -working hours. Examination appointments must be
approved at least one (1) work day in advance, by the department. Sick leave can
1-1---.,",---.,------,-------".,-,--.---------_- - _.---
Nothing in this rnanual is to be construed to create a contract between the City and its ernployees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at arty time without notice, except as provided by
federal or state lain.
- 11111.1.11,1 1111.1 .. ........... _.
City of .Milton, Georgia Personnel Handbook: (new) 10106
No Text
Compensation & Benefits Chapter Page 8
Employee Benefits — Leave Types
SICK LEAVE
D. Eligibility. It is the policy of the City to provide sick leave with pay for eligible
employees. Sick leave is a privilege and may be used only when an employee or
member of an employee's family is incapacitated due to personal illness or injury or
has a medical/dental appointment. Employees are not entitled to "cash out"
accrued leave outside of the end of the employment process. Sick leave is accrued
and granted to:
1. Regular full-time, police and fire shift employees, and regular part-time
employees;
2. Eligible employees while on authorized paid sick leave will continue to
accrue vacation leave hours;
3. Eligible employees can take leave immediately once hours have been
accrued and approved by department management;
4. Pay for sick leave shall be at the employee's regular rate of pay in effect
for the employee's regular job on the pay date immediately preceding the
employee's sick leave period.
E. Sick Leave Accrual Rate.
1. All eligible employees will accrue sick leave hours per pay period based on the
type of employee. The accrual will begin immediately upon hire.
2. Eligible employees will be allowed to carry over sick hours from one calendar
year to the next according the chart below. On December 31st of each year, the
employee's sick leave credits will be totaled and any hours in excess of the
applicable carry over will be forfeited.
Regular Full-time Employees 40
Regular Part-time Employees 20
Fire Shift Employees 53
Police Shift Employees 42
F. Use of Sick Leave. Sick leave may be used for appointments for medical or dental
examinations or treatment when such appointments cannot be reasonably
Now scheduled during non -working hours. Examination appointments must be
approved at least one (1) work day in advance, by the department. Sick leave can
Nothing in this manual is to be constmed to create, a contract betiueen the City and its employees. Any benefit, rule, or
provision provided in this handbook may be rnodified or withdrosun at any time witlhout notice, except (is provided by
federal or state lase.
-._- _.. - - _.
City of Milton, Georgia Personnel Handbook (rnciv) 10/06
Hours Per Biweekly
Years of Service
Pay Period
Hours/Year
Days/Year
Regular Full-time Employees
2
52
6.5
Regular Part-time Employees
1
26
6.5
Fire Shift Employees
6
156
6.5
Police Shift Employees
3
78
6.5
2. Eligible employees will be allowed to carry over sick hours from one calendar
year to the next according the chart below. On December 31st of each year, the
employee's sick leave credits will be totaled and any hours in excess of the
applicable carry over will be forfeited.
Regular Full-time Employees 40
Regular Part-time Employees 20
Fire Shift Employees 53
Police Shift Employees 42
F. Use of Sick Leave. Sick leave may be used for appointments for medical or dental
examinations or treatment when such appointments cannot be reasonably
Now scheduled during non -working hours. Examination appointments must be
approved at least one (1) work day in advance, by the department. Sick leave can
Nothing in this manual is to be constmed to create, a contract betiueen the City and its employees. Any benefit, rule, or
provision provided in this handbook may be rnodified or withdrosun at any time witlhout notice, except (is provided by
federal or state lase.
-._- _.. - - _.
City of Milton, Georgia Personnel Handbook (rnciv) 10/06
Compensation & Benefits Chapter Page 9
Employee Benefits - Leave Types
"` also be used for unplanned sick absences. In unplanned circumstances, an
employee should make every attempt to report to their supervisor within thirty (30)
minutes of the scheduled starting time the reason for absence. Police officers must
report sick leave at least four (4) hours and firefighters at least two (2) hours in
advance of the scheduled shift starting time. An employee who fails to so notify
their supervisor may not be paid for the time taken prior to notification.
OTHER LEAVE TYPES
A. Bereavement Leave. Employees may be granted as follows:
1. Employees may be granted up to four (4) workdays of bereavement leave with
pay upon death of a member of the employee's immediate family. The
immediate family is defined for bereavement purposes as: parent, spouse, child,
brother, sister, parent -in-law, grandparents, son-in-law, daughter in-law,
grandchild, step-parents, step -children.
2. The three days will be based on the employee regularly assigned work day.
Employees must request bereavement leave by contacting their supervisor prior
to the leave period.
3. There is no accumulation of bereavement leave days and no payment upon
separation from City employment. The three (3) bereavement days do not have
to be taken simultaneously.
B. Civil Leave.
1. Jury Duty. All regular full-time employees selected for jury duty shall be
entitled to receive civil leave with pay for the period of absence. An employee
shall be entitled to all fees received as a juror. An employee may be required to
present a statement from the court indicating jury service.
2. Official Court Attendance. All employees subpoenaed or ordered to attend
court to appear as a witness or to testify in some official capacity on behalf of
the City, State or the Federal Government are entitled to leave with pay for such
period as their court attendance may require. Any fees paid for such service
may be retained by the employee.
3. Military Leave. Employees are entitled to military leave in accordance with
state and federal law. An employee going on military leave should present a
copy of their official orders to the Human Resources Manager and department
management as soon as received or they may fill out a Military Leave
Verification form
D. Family Medical Leave. The federal Family Medical Leave Act (FMLA) provides for
a family and/or medical leave of absence, defined as an approved absence available
to eligible employees for up to twelve weeks of paid or unpaid leave in any twelve-
month period under certain circumstances that are critical to the employee's
health or the health of the employee's family. Provisions are as follows:
1. Eligibility. To be eligible for leave, an employee must have been working for
the City of Milton for at least twelve months and must have worked at least
.... _ _ _
14othiny in this manual zti to be constmed to create a contract bettween the. City and its employees Anil benefit rule, or
provision prouicleof in liarndbook rnoy be Tnodified or withdrawn at any tirne without notice, except as provided by
federal or state lain.
..........._. — -
City of Milton, Georgia f'ersonrzet Handbook: (neiv) 10106
Compensation & Benefits Chapter Page 10
Employee Benefits - Leave Types
1,250 hours during the twelve month period prior to the request for leave.
2. Use of Leave. An eligible employee may elect to use accrued leave during
family medical leave time.
3. Return to Work. An eligible employee who takes leave for a purpose permitted
by the FMLA will be entitled upon return from such leave to be restored to the
same position of employment as held when the leave began, or to be restored to
an equivalent position with equivalent employment benefits, pay, and other
terms and conditions of employment. An exception to the employment
restoration provisions of the policy may be made if the employee on leave is a
salaried employee and is among the highest paid ten percent (10%) of the City's
employees and restoring employment of the employee would result in
substantial economic injury to the City. A doctor's release may be required if
the employee is returning from a medical leave of three or more days.
4. Basic Conditions of FMLA
5.
a. The City will require medical certification from the health care provider to
support a request for leave for any employee's own serious health condition, or to
care for a seriously ill child, spouse, or parent for requested time that exceeds
three (3) days.
b. For the employee's personal medical leave, the certification must state that the
employee is unable to perform the functions of their position because of a serious
health condition.
c. For leave to care for a seriously ill child, spouse, or parent, the certification must
state that the employee is needed to provide care.
d. At its discretion, the City may require a second medical opinion, and periodic
recertification at its own expense. If the first and second medical opinions differ,
the City, at its own expense, may require the opinion of a third health care
provider, approved by both the City and the employee. This third opinion is
binding.
e. If medically necessary for a serious health condition of the employee or their
spouse, child, or parent, leave may be taken on an intermittent or reduced leave
schedule. If leave is required on this basis, however, the City may require the
employee to transfer temporarily to an alternative position that better
accommodates recurring periods of absence or a part-time schedule, provided the
position has equivalent pay and benefits.
6. Notification and Reporting Requirements. When the need for leave can be
planned, such as the birth or placement of a child, or scheduled medical
treatment, the employee must provide reasonable prior notice, and make efforts
to schedule the leave to minimize disruption to City operations. In cases of
illness, the employee will be required to report periodically on their leave status
and intention to return to work.
7. Status of Employee Benefits During Leave of Absence.
• Any employee who is granted an approved leave of absence under the policy
may continue their group insurance coverage by arranging to pay their
Nothing in this manual is to be constmed to create a contract between the City and its employees. Any benefit, rule, or
protnsion provided in this handbook may be rnodificd or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia PErrsonnel Handbook
(rteiv) 10/06
-....-----.._...----...._._.__... -- ---- - ... ...
- - ---- — -- ------�_...�-.
Compensation & Benefits Chapter Page 11
Employee Benefits - Leave Types
portion of the premium contributions during the period of unpaid absence.
• Employees will be required to continue to pay their share of group health
benefit costs during a period of leave under the law.
"` • An employee on leave will not lose any employment benefits accrued prior to
the leave, unless a benefit is used by the employee during leave, such as
accrued paid vacation.
8. Procedures. Employees must follow specific procedures to request a family or
medical leave. These procedures are as follows:
a. Complete the request for Family Medical Leave of Absence form (available
from the Human Resources Manager).
b. The form must be signed by the employee and submitted to their
Department Management. The department will then submit the
approved form to the Department Director. When possible, the form
should be submitted by the employee thirty days in advance of the
effective date of the leave.
c. Employees requesting family and medical leaves of absence due to illness
must complete a leave certification requirements form.
d. The employee must submit a completed request for family and medical
leave of absence and a leave policy form.
e. To request leave for the care of a child, parent, or spouse with a serious
health condition, the employee must provide certification from the health
care provider who is treating the child, parent, or spouse, including the
date on which the condition commenced; the probable duration of the
condition; the appropriate medical facts regarding the condition; an
estimate of the time needed to care for the individual involved (including
any recurring medical treatment); and a statement that the condition
warrants the health care provider's involvement.
f. To request leave due to an employee's serious health condition, the
employee must provide certification from the health care provider who is
treating their own serious health condition with the date on which the
condition commenced; the probable duration of the condition; the
appropriate medical facts regarding the condition; and a statement that
the employee is unable to perform the functions of their position due to
their condition.
g. To request intermittent or a reduced leave schedule, the employee must
provide the following additional information from the health care
provider: 1) for leave for the employee, the employee must provide a
statement of medical necessity for their intermittent or reduced leave, the
expected duration of the schedule, a listing of the dates of their planned
medical treatment and the duration of the treatment(s), 2) For leave to
care for a son, daughter, spouse or parent, the employee must provide a
statement attesting to the necessity of intermittent or reduced leave for
the employee to provide care or to assist in the person's recovery, and an
estimate of the expected duration and schedule of their intermittent or
reduced leave.
- --
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
protusion provided in this handbook may be modified or withdrawn at any time toilhout notice, except as provided by
federal or state lain.
City of Milton, Georgia 1'c rsonnc l handbook
(new) 10/06
Compensation 8v Benefits Chapter Page 12
Employee Benefits - Leave Types
HOLIDAYS
The City observes the following holidays:
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Floating Holiday - Assigned by City Manager
Floating Holiday - Employee's Birthday
When a holiday falls on a Saturday, the preceding Friday shall be declared a holiday
for City employees. When a holiday falls on a Sunday, the following Monday shall be
declared a holiday for City employees. The birthday floating holiday must be taken
within the same pay period as the employee's birthday. The City Manager will
designate their floating holiday on a year by year basis.
foom A non-exempt employee who is required to work on an official City holiday will be paid
at the overtime rate for the holiday hours worked. An exempt employee who is
60" required to work on an official City holiday can take the same number of hours off at a
later time; however, no comp time shall be banked for time off purposes.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state lain.
City of ?Hilton, Georgia Personnel Handbook
(n.euj 10/ 06
Compensation &, Benefits Chapter Page 13
Employee Benefits - Group Benefit Plan
GROUP BENEFIT PLAN
POLICY STATEMENT
It is the policy of the City of Milton to provide its employees with various insurance,
retirement and educational assistance benefits. The benefits plan is designed to
provide a supplemental package of programs which contribute to the physical and
mental health and well being of the employee and their dependents. The plan is
designed to enhance the attractiveness of working for the City and to aid the City's
competitiveness in recruitment and retention efforts.
Brief summaries of benefits are highlighted in this chapter with an attachment in the
Appendix detailing each benefit. While overall benefit changes will require approval of
a new policy chapter, the appendix attachment is subject to change from year to year
and the changes will be included as part of the annual budget approval process.
GENERAL PROVISIONS
A. Administration. The primary responsibility for the day to day administration of
the benefits plan shall rest with the Human Resources Manager within the limits of
these policies and procedures. Availability of benefit packages, questions on
benefits, and employee discussion regarding benefits can be obtained from the
Human Resources Manager. The Director of Operations serves as an alternate
contact for this information when the Human Resources Manager is not available.
B. Eligibility.
1. Eligibility for health insurance, death benefits, retirement benefits, and
tuition reimbursement shall include regular full-time, police and fire shift
employees.
2. All employees, elected officials and police and fire volunteers shall be
covered by worker's compensation and have access to the Employee
Assistance Program.
C. Benefits Continuation. The federal Consolidated Omnibus Budget Reconciliation
Act (COBRA) gives employees and their qualified beneficiaries the opportunity to
continue health insurance coverage under the City of Milton's health plan when a
qualifying event would normally result in the loss of eligibility. Some common
qualifying events are:
• Resignation, termination of employment, or death of an employee
• A reduction in an employee's hours or a leave of absence
• An employee's divorce or legal separation
• Marriage or the birth or adoption of a child
• A dependent child no longer meeting eligibility requirements
.__ - ----- - -...
Nothing in this rnanual is to be construed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be rnodified or withdrown at any tirne without notice, except as provided by
federal or state taw.
City of Milton, Geogjia F'ersonne l Handbook
(new) 10/06
-—__.-..- --- ..-- ------ __ — ---------..-.-. - - ._-... -----------.. -- ---
Compensation 8s Benefits Chapter Page 14
Employee Benefits - Group Benefit Plan
Under COBRA, the employee or qualified beneficiary pays the full cost of coverage
at the City of Milton's group rates plus an administrative fee established by the
City. The Human Resources Manager provides each eligible employee with a
written notice describing rights granted under COBRA when the employee becomes
eligible for coverage under the City's health insurance plan. The notice contains
important information about the employee's rights and obligations. All COBRA
payments are to be coordinated through the Department of Operations.
BENEFITS OFFERED
A. Health Insurance Package. The City of Milton will provide health, dental and
vision programs for all eligible employees. Dependent care coverage will be
available to all eligible employees wishing to choose such a benefit at additional
cost.
B. Death Benefits. The City will offer life insurance coverage to all eligible employees.
C. Retirement Benefits. The City will offer two retirement programs as follows:
1. Deferred Compensation Program. The City's deferred compensation program
allows an employee to contribute to a 457 plan in order to plan for retirement
on a tax-deferred basis. The employee will have the ability to direct their
contribution into the investment choices offered by the external defined
contribution plan administrator. There will be a maximum contribution per
year, set by the IRS and contributions made by the employee shall be vested
immediately upon the employee's eligibility date for benefits and shall be
portable based upon regulations defined in the City's Plan Document and
guidelines defined by the Internal Revenue Service.
2. Defined Benefit Program. The City will offer a defined benefit (pension)
program to all eligible employees. A base pension contribution will be paid by
the City, with an additional contribution made by the employee as outlined in
the plan document. There will also be a vesting period as defined in the plan
document.
D. Tuition Reimbursement. In order to encourage continuing education for
employees, the City may offer tuition reimbursement to eligible employee,
contingent upon funds availability. Reimbursable expenses include tuition,
registration and application fees, books and other required fees. The cost of
supplies, parking, gasoline, student activity cards, and other related items are
excluded.
1. Application. The Tuition Reimbursement form must be completed and
approved prior to the beginning of any educational activity in which an
employee wishes to seek reimbursement. An employee who takes an
approved course may be reimbursed one hundred percent (100%) up to a
maximum of $3,000 per calendar year of tuition costs provided:
a. Approval is received from the department manager and the Director of
Nothing in this manual is to be constmed to create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be rnodified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Wilton, Georoia Personnel Handbook:
(new) 10/06
Compensation c% Benefits Chapter Page 15
Employee Benefits - Group Benefit Plan
fp. Operations prior to commencement of the course.
b. The course is job-related or related to a position to which the employee
can be promoted.
*W"w c. The course has been successfully completed with a minimum grade of
"C" at the undergraduate level and "B" at the graduate level.
d. Funds for reimbursement are available in the department budget.
2. Reimbursement. The employee shall submit proof of tuition payment,
other receipts eligible for reimbursement and a copy of their grade(s) to the
Human Resources Manager within ten (10) days after receiving their grades.
The City reserves the right to recoup any reimbursement given within ninety
(90) days of the end of employment.
E. Worker's Compensation. All employees and elected officials are covered under the
City's worker's compensation policy. All workers' compensation claims must be
managed by the Human Resources Manager. An employee who is eligible for
worker's compensation due to a job related injury, is entitled to sixty-six and two-
thirds (66 2/3) of their gross wages while they are disabled up to a maximum
weekly compensation set by law. The first seven (7) days of disability are not
reimbursable unless the employee is disabled more than fourteen (14) days. If the
employee is disabled more than fourteen (14) days, the first seven (7) days are
usually paid at the end of the disability period. An employee may use accrued
leave to supplement worker's compensation payments.
An employee determined injured in a hazardous duty assignment will be eligible to
receive pay to supplement the worker's compensation benefits to a maximum of
�' their full salary for a period not to exceed six (6) months. This supplemental pay
will begin immediately upon the hazardous duty injury.
F. Employee Assistance Program (EAP). The City of Milton will provide a
confidential counseling and referral service through professional providers to assist
employees in resolving personal issues which may be affecting job performance,
employee morale and quality of life by offering support and helping them achieve
their goals. It is the intent of the City for all employees and elected officials to have
direct and confidential access to the EAP. Initial counseling/ referral services will
be free of charge to the employee and their dependents. Long term services may
become chargeable either to the employee or the employee's insurance.
Nothing in this manual is to be construed to create a contract between, the City and its employees. Piny benefit, rule, or
provision provided in this handbook may be modified or 2aithdrawn at any time without notice, except as provided by
federal or state luu,.
City of Milton, (seorgia Personnel Handbook
(new) 10/06
Employee Relations
Employee Relations Chapter Page 1
Standards of Condtict
STANDARDS OF CONDUCT
POLICY STATEMENT
All employees are expected to maintain acceptable standards of conduct, efficiency,
and economy in the performance of their work. All employees are expected to
maintain minimum standards of conduct both on and off duty in order to:
• Promote impartial, objective and effective performance of their duties
• Avoid activities that are adverse to the City's interest or adversely affect the
City's reputation
• Ensure safe and efficient operations
• Encourage a high degree of confidence in and support for City operations
The following list of standards of employee conduct is not intended to be all inclusive
of every type of conduct prohibited by City employees. Other standards of conduct are
established throughout this handbook and other standards may be established and
published by departments as operations deem necessary.
GENERAL PROVISIONS
A. Conformance to Law. An employee shall obey and not engage in any conduct
prohibited by the laws of the United States, Georgia, or any other state and
political subdivision thereof. Conduct described by such laws may be cause for
disciplinary action regardless of whether charges are filed or prosecuted.
B. Violation of Rules. An employee shall not commit any act contrary to good order
and discipline or constituting a violation of any of the provisions of the rules and
regulations of the City.
C. Ethics. All employees shall conform to the ethical standards of conduct as
outlines in the City's code of ordinances.
ATTENTION/ DERELICTION
A. Attention. An employee shall remain awake, alert, observant and occupied with
City business when on the job. Employees are expected to perform their job
duties:
• Timely, promptly and without undue delay;
• Without unnecessary supervision;
• Ensuring they are engaged productively at all times or as directed;
• Demonstrating appropriate initiative and dependability in the quality, volume,
and prioritization of job duties.
B. Insubordination. An employee shall adhere and execute any and all lawful orders
rrrrr
Nothing in this rnanual is to be constnied to create a contract behueen the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of tUlilton, Georgia Personnel Handbook
(new) 10/06
�_...- ---....._—.----------..-- --- -------- - ---- ----- -....— ----
Employee Relations Chapter Page 2
Standards of Conduct
,...., of a supervisor, including those relayed from a supervisor through another
employee. A lawful order is any order in keeping with the performance of any duty,
issued either verbally or in writing by the department director or any other
supervisor, direct or indirect. The willful disobedience of any order lawfully issued
by a supervisor or any mutinous, insolent, or abusive language or conduct toward
a supervisor shall be insubordinate.
COMPETENCE, JUDGMENT, AND SUPERVISION
A. Competence. An employee shall maintain sufficient competence to properly
perform the assigned duties and responsibilities of the position. The employee's
efforts shall be directed and coordinated in a manner that will tend to establish
and maintain the highest standards of efficiency in carrying out the functions and
objectives of the City.
B. Judgment. An employee shall exercise appropriate judgment relevant to the
conduct and performance of duty.
C. Supervision. A supervisor shall, in accordance with department management
expectation:
1. Demonstrate qualities of leadership necessary for the position;
2. Exercise appropriate supervision of subordinates and responsibilities;
3. Effectively plan, develop, and coordinate supervision and training of
subordinates;
w�. 4. Observe and appropriately counsel subordinates;
5. Take appropriate action when a subordinate fails to perform; and
6. Properly account for all funds and property under their control
HEALTH FITNESS
A. Fitness for Duty. An employee must be physically and mentally fit to perform
essential job functions.
B. Evaluation for Fitness. When it is suspected that the physical or mental
impairment of an employee constitutes a hazard to individuals or property or may
prevent the employee from effectively performing the essential job functions of the
position, the employee may be required to submit to an evaluation of health fitness
for duty and/or undergo a program of treatment. All such testing shall be
coordinated by the Human Resources Manager.
C. Periodic Evaluation. An employee may be required to take periodic examinations
and/or undergo a program of treatment to qualify for continued employment.
D. Disclosure Required. An employee who becomes aware of a physical or mental
impairment that may affect their ability to perform essential job functions shall
■"'� report the condition immediately to the department director.
Nothing in this manual is to be, constmed m create a contract between the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn (it any time without notice, except as prouided by
federal or state. taut.
City of Milton, Georgia Per sonrtel Handbook: (nein)) 10/06
--- ---- -- — .-....- ..— .......... ----
Employee Relations Chapter Page 3
Standards of Conduct
..,, E. Status During Evaluation. Pending completion of the health fitness evaluation,
the employee may be required to use accrued leave, may be placed in an unpaid
leave status, or may be temporarily reassigned.
ABSENCES AND REPORTING
A. Unauthorized Absence. No employee shall be absent without authorization. This
includes failure to report for work at the assigned time and place, or leaving a place
of duty or assignment without authorization.
B. Reporting for Work. An employee shall report to work physically and mentally fit
at the time and place specified by the supervisor and remain physically and
mentally fit throughout the work day.
C. Reporting Absence. An employee who cannot report to work due to illness or
emergency shall notify the immediate supervisor within the time limits established
by the department director.
D. Fictitious Reporting. Employees are responsible for immediately reporting the
suspected violation of policy. An employee is responsible for immediately reporting
to their department director in writing any arrest or complaint filed against them.
Reports submitted by employees shall be truthful and without attempt to deceive
any supervisor or official of the City.
RESPONSE
A. Responding to Calls for Service. No employee shall fail to timely respond to
official calls for service, dispatched calls, notices of assignment, or any other
method of direction to perform.
B. Requests for Assistance. When the public requests assistance or advice or makes
complaints or reports, the employee shall gather all information in an official and
courteous manner and shall judiciously act upon the situation consistent with
prescribed procedures.
C. Personal Appearance. All employees must maintain a neat and well groomed
appearance, wearing any uniform or other apparel in accordance with the City's
dress code outlined in the Appendix.
PROFESSIONAL CONDUCT
A. Courtesy. Employees shall be courteous to the public and fellow employees. An
employee's conduct should always be civil, orderly, and courteous. Employees
shall be diplomatic and tactful, controlling their temper and exercise patience and
discretion in all situations. Employees should refrain from using coarse, violent,
Now profane or insolent language.
Nothing in this manual is to be construed to create a contract between the City and its ernployees. Aran benefit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state lain.
City of Milton, Georgia Personnel Handbook:
(newt 10/06
— - - -- _.--- ----------- ....._. -- --- ----- -- - ------�—�
Employee Relations Chapter Page 4
Standards of Conduct
B. Conduct Unbecoming or Prejudicial to Good Order. An employee's conduct at
all times, both on and off the job, shall reflect favorably on the employee and the
City. Unbecoming conduct includes acts that tend to bring the City into disrepute,
discredit the employee, or tend to impair the operation of the City or employee.
C. Unprofessional Conduct. An employee shall at all times refrain from voicing or
displaying any discriminatory attitude or prejudice concerning personal
characteristics of another person.
D. Immoral Conduct. An employee shall at all times maintain high standards of
moral conduct in personal affairs and shall not be a participant in any incident
involving moral corruption that may impair the employee's ability to perform as a
City employee or cause the City to be brought into disrepute.
OTHER STANDARDS
A. Identification. An employee must furnish their name, job title, and department
name to any person requesting that information as a result of actions taken by the
employee in the course of City business. Employees will be required to obtain an
official, City -issued identification and have it available for inspection during
business hours.
B. Examinations and/or Tests. Upon order of the department director for matters
.w" related to duty performance and investigations authorized by law, an employee
shall submit to any medical, chemical, drug, alcohol, ballistics, or other test,
,w, polygraph, fingerprinting, or counseling program, and shall sign any related
authorization forms.
C. Horseplay/Rough Play. No employee shall engage in horseplay or rough play
while on the job or in any City facility. Injuries as a result of horseplay/rough play
are not considered within the scope of employment and may not be covered under
worker's compensation.
D. Fighting. An employee shall not engage in unnecessary violence or harassment
toward any person, except where authorized by law, even in the event of
provocation.
E. Firearms and Lethal Weapons. Except for employees commissioned by the City of
Milton as police officers, City employees are prohibited from possessing firearms
while on duty or in any City facility or vehicle, regardless of whether the employee
possesses a firearms license.
F. Fraudulent Employment. No employee shall procure or maintain employment in
the City by means of willful misrepresentation or omission of any fact concerning
the employee's personal history, qualifications for employment or physical
condition.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule., or
provision provided in this handbook may be modified or withdrawn at any time without notice, except (13 provided by
federal or stat(, law.
City of Milton, Georgia Personnel Handbook: (new) 10/00
Employee Relations Chapter Page 5
Discipline
DISCIPLINE
POLICY STATEMENT
The City of Milton believes that each employee wants to provide quality public service
by meeting high standards of job performance and conduct and by following
established policies, procedures, regulations, and practices.
The primary purpose of disciplinary action is to correct or prevent the recurrence of
employee performance or conduct that is detrimental to quality job performance or the
interest of the citizenry, the employee, the City or other employees. The City's
discipline policies emphasize the employee's responsibility for the consequences of
their own behavior with a focus on communicating expectations for changes in
behavior and needed improvement.
When an employee's conduct results in deficiencies in job performance or violations of
law, City regulations or rules, it is the policy of the City to take appropriate action to
improve and/or correct the conduct or performance or, if necessary, remove the
employee from the City workforces through application of the standardized
disciplinary options and procedures in this chapter.
GENERAL PROVISIONS
A. Level of Discipline. Disciplinary action will be consistent with the nature of the
deficiency or infraction involved and with other relevant factors. In reaching a
decision as to the level of discipline to be applied, the supervisor should consider
such factors as the type and severity of the infraction, the results of the infraction,
the employee's work record, prior disciplinary actions, and any mitigating
circumstances which may be relevant to the situation.
B. Format & Location of Actions. All disciplinary action should be documented in
writing. Disciplinary actions will be maintained as noted in the Discipline Options
Chart included in this chapter. All appeals by employees must be in writing. All
responses to and decisions on appeals must be in writing.
C. Progressive Discipline. While it is expected that disciplinary action options be
exercised progressively, the nature of the deficiency or violation in any particular
situation may preclude the exercise of a less severe discipline option.
D. Suspension of Exempt Employees. Except in the case of a major safety violation,
any suspension of an exempt employee must be made in full week increments only.
Major safety violation suspensions may be made in full day increments.
Nothing in this rnanual is to be construed to create a contract behueen the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at arty time, without notice., except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook
(new) 10/06
rT
W
Employee Relations Chapter Page 6
Discipline
E. Disciplinary options.
STEP
USE
RESPONSE/APPEAL
Counseling
An informal discussion between a supervisor and
No appeal
employee about the need to improve minor
performance problems or as a reminder about
violation of a minor rule that does not threaten the
safety or the employee or others, or that does not
involve honesty.
Documents kept in the department
Oral Reprimand
An oral warning/ instruction from the supervisor to
No appeal
the employee about the need to improve performance
deficiencies or about violation of a rule that does not
threaten the safety or the employee or others, or that
does not involve honesty.
Documents kept in the department
Written Reprimand
A written warning/ admonishment from the supervisor
Employee has five days to
to the employee about the need to improve
appeal to the Department
performance or about a rule violation.
Director. Final decision
rests with the Department
Documents kept in Human Resources
Director
Suspension
Relief from duty for a specified amount of time.
Employee has five days to
appeal to the Department
Director. After the
Requires coordination with Human Resources and the
Department Director's
City Attorney.
decision, the employee has
five day to appeal to the City
Manager. The final decision
Documents kept in the department
rests with the City Manager.
Demotion
Reduction in rank or classification consistent with
Employee has five days to
deficiency of the violation. This is not an option for
appeal to the Department
probationary employees.
Director. After the
Department Director's
Requires coordination with Human Resources and the
decision, the employee has
City Attorney.
five day to appeal to the City
Manager. The final decision
Documents kept in the department
rests with the City Manager.
Dismissal
Involuntary separation of employee from City
Employee has five days to
employment.
appeal to the Department
Director. After the
Department Director's
decision, the employee has
Requires coordination with Human Resources and the
five day to appeal to the City
City Attorney.
Manager. The final decision
rests with the City Manager.
Probationary employees do
not have appeal rights to
Documents kept in the department
dismissal.
Nothing in this rnanual is to be construed to create a contract betxveen the City and its employees. Any benefit, rule, or
provision provided in this handbook may be modified or withdrawn at arty time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook
(new) 10/06
Employee Relations Chapter Page 7
Grievances
GRIEVANCES
POLICY STATEMENT
The City of Milton is committed to providing the best possible working conditions for
its employees. Part of this commitment is encouraging an open and frank atmosphere
in which any problem, complaint, or question receives a timely response. The City
strives to ensure fair and honest treatment of all employees. Supervisors, managers,
and employees are expected to treat each other with mutual respect and are
encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practice, they may
express their concern through a grievance process. No employee shall be penalized,
formally or informally, for voicing a complaint in a reasonable, professional manner
using the grievance process. While a formal grievance process is in place, employees
are encouraged to first informally discuss any issue with their immediate supervisor,
Department or City management.
GENERAL PROVISIONS
A. Scope. The grievance procedure provides an avenue for any eligible employee to
obtain management review of work-related issues that are felt to adversely affect
Pon the employee, for which no other means of response, review, appeal or resolution
for is provided in this handbook. Grounds for submission of a grievance include:
• Dissatisfaction with working environment;
• Unfair application, interpretation or violation of City or department
regulations;
• Acts of retaliation as a result of utilization of the grievance process.
B. Statement of Grievance. At each step in the process, the written grievance must
include the following:
• A statement of the grievance and the facts upon which it is based;
• A description of the specific wrongful act and harm done to the grieving
employee, and
• A statement of the remedy or adjustment sought.
GRIEVANCE STEPS
A. Step One - Department Director. The employee should first seek to resolve
the issue informally. If unable to do so, the employee should file a written
grievance to the Human Resources Manager and the Department Director
within five (5) working days of the incident or when the employee became
knowledgeable of the incident. The Department Director will attempt to resolve
the matter and submit a written response to the employee within five (5)
Nothing in this manual is to be construed to create a contract between the City and its employees. Arty benefit, rule, or
provision prouided in this handbook may be modified or withdmicm at arty time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook (new) 10/06
Employee Relations Chapter Page 8
Grievances
working days after receipt.
B. Step Two - City Manager. If the Department Director is unable to resolve the
grievance or the response is unacceptable to the employee, the employee must
within five (5) working days of receiving the response, present the written
grievance to the City Manager. Within ten (10) days of receipt of the grievance,
the City Manager or their designee will investigate the grievance and respond in
writing to the employee. The City Manager's decision is final.
Nothing in this manual is to be construed to create a contract behueen the City and its employees. Arty benefit, n�le, or
provision provided in this handbook may be modified or withdrawn at arty time without notice, except as provided by
federal or state law.
Cite of Milton., Georgia Personnel Handbook (new) 10/06
Employee Relations Chapter Page 9
Workplace Discrimination & Harassment
WORKPLACE DISCRIMINATION & HARASSMENT
POLICY STATEMENT
It is the policy of the City of Milton that harassment and discrimination of any kind
will not be tolerated and complainants will be protected from reprisal. Employees and
non -employees are encouraged to come forward confidentially to discuss any situation
that they deem inappropriate. The City of Milton expressly prohibits any form of
unlawful employee harassment based on race, color, religion, gender, sexual
orientation, national origin, age, disability, or veteran status. Improper interference
with the ability of City of Milton employees to perform their expected job duties is
absolutely not tolerated.
SEXUAL HARASSMENT
A. Definition. The Equal Employment Opportunity Commission's (EEOC's) definition
of sexual harassment as unwelcome sexual advances, request for sexual favors,
and other verbal or physical conduct of a sexual nature constitute sexual
harassment when:
1. Submission to such conduct is made either explicitly or implicitly a term or
condition of an individual's employment;
2. Submission to or rejection of such conduct by an individual is used as the basis
for an employment decision, and
3. Such conduct has the purpose or effect to interfere with an individual's work
performance or creates a hostile or intimidating environment.
B. Quid Pro Quo. Quid Pro Quo literally means "this for that" and exists when
submission to, or rejection of, such conduct is used as a basis for employment
decisions such as raises or promotions or affects public services.
C. Hostile Environment. Hostile Environment includes any lewd sexual conduct,
pictures, words, or touching that interferes with a person's job performance or
creates an intimidating, offensive working or public service environment even if
there are no occurrences of tangible or economic loss.
D. Prohibted Behavior. Behavior prohibited by this policy can include unwelcome
sexual remarks or compliments, sexual jokes, sexual innuendo or propositions,
sexually suggestive gestures or facial expressions, sexual remarks about a person's
clothing or body, exhibiting sexually explicit publications or materials, kissing,
touching, and sexual contact.
E. Other Unlawful Harassment. The EEOC's definition of harassment is unlawful
harassment is verbal or physical conduct that denigrates or shows hostility or
aversion toward an individual because of his/her race, color, religion, gender,
national origin, age, sexual preference or disability, or that of his/her relatives,
Nothing in This manual is to be constmed to create a contract between the City and its employees. Any benefit, rule:, or
provision provided in this handbook may be rnodified or x.vithdrau-n at any tirne without notice, except as provided by
%ederal or state law.
City of Wilton, Georgia Personnel Handbook:
(new) 10/06
Employee Relations Chapter Page 10
Workplace Discrimination & Harassment
friends, or employees, and that
1. has the purpose or effect of creating an intimidating, hostile, or offensive
working environment;
2. the purpose or effect of unreasonably interfering with an individual's work
performance; or
3. otherwise adversely affects an individual's employment opportunities.
F. Complaint Procedure and Investigation. If you feel that this policy has been
violated, regardless of whether it is by a fellow worker, a supervisor, or a member of
the general public, you should report the incident(s) immediately to their
department director and the Human Resources Manager. If the Human Resources
Manager is involved in the behavior, the report should be made to the Director of
Operations. Any supervisor who receives a complaint related to harassing or
offensive behavior or who has reason to believe that such behavior is occurring
shall report these concerns to the Human Resources Manager or to the Director of
Operations.
All reports of harassing or offensive behavior will be investigated promptly, fairly
and discreetly. Investigatory procedures may vary from case to case depending
upon the circumstances. The investigation will be conducted as confidentially as
possible. All employees have a responsibility both to cooperate fully with the
investigation and to keep the matter confidential whether the employee is the
accused person, the complainant or merely a potential witness. Persons who are
interviewed are prohibited from discussing the matter with co-workers, friends or
management. The City will keep the information it gathers as confidential as
possible, consistent with state and federal laws and the needs of the investigation.
G. Corrective Action.
If management concludes that a complaint of harassment has merit, appropriate
action will be taken. Resolutions can include, but not necessarily be limited to, an
apology, a transfer, direction to stop the offensive behavior, counseling or training,
verbal or written warning, suspension with or without pay or termination. In the
event that harassment or offensive behavior reoccurs, it should immediately be
reported to the Human Resources Manager or to the Director of Operations.
Employees may be subject to disciplinary action up to and including termination.
Non -employees may be reported to the appropriate law enforcement agency and/or
barred from the premises.
Nothing in this rnanual is to be, construed to create a (x)ntract between the City and its employees. Any benefit, rule;, or
provision protnded in this handbook may be modified or withdrawn at arty time, without notice, except as provided by
federal or state lain.
City of Milton, Georgia Personnel Handbook
(new) 10/06
Employee Relations Chapter Page 11
Substance Abuse and Drug and Alcohol Testing
SUBSTANCE ABUSE AND DRUG AND ALCOHOL TESTING
POLICY STATEMENT
The City, as a condition of consideration for initial and continued employment,
prohibits employees from reporting to work or performing their duties with any
unlawful drug or alcohol in their systems. Employees are also prohibited from using,
possessing, manufacturing, distributing, or making arrangements to distribute
unlawful drugs or alcohol while at work, off site at training or meetings, on City or
customer property (including in personal vehicles onsite), during lunch or breaks, or
in City vehicles. Further, the City prohibits all unlawful drug use, possession, or
distribution, whether on or off duty. If possession of an illegible substance is
necessary in the course of a police investigation, the Public Safety Director may grant
a waiver to this policy for a finite period of time.
A. Application. To enforce this policy, the City may, at any time where lawful,
require as a condition of employment and/or continued employment, any employee
to submit to a physical examination and/or urine, breath, blood or other type of
test to determine the presence of drugs or alcohol in his or her system. The
possible occasions for drug and alcohol testing include, but are not limited to:
1. When the City has a reasonable suspicion that an employee has violated
the Drug & Alcohol Policy;
2. When an employee suffers an on-the-job reportable injury or is involved
in an accident;
3. When an employee seeks a transfer or promotion, or returns from a
suspension or a leave of absence; or
4. As part of any random program of testing which the City may implement.
The City may conduct alcohol testing where the City has reasonable suspicion that
the employee has violated the drug or alcohol policy, including accidents
suggesting carelessness, disregard of safety rules or other conduct indicating
possible violation of the Drug and Alcohol Policy.
B. Violation. Violation of these rules will result in discipline, including immediate
discharge of current employees or disqualification of an applicant. Violations include,
but may not be limited to:
1. A test indicating being under the influence of alcohol or the presence of
unlawfully used drugs in an employee's system;
2. Refusal to cooperate with the City in any test, search or investigation, or failure
to execute any paperwork or consent forms necessary for examinations or tests;
3. Possession of, distribution of, or consumption of unlawful or abused drugs,
unauthorized alcohol, or drug paraphernalia;
4. Tampering with or adulterating a test sample; or
5. Unlawful conduct on or off duty.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any benefit, rule., or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state lain.
City of'Mitton, Georgia Personnel Handbook (neu) 10106
-- .... ......
.—
Employee Relations Chapter Page 12
Substance Abuse and Drug and Alcohol Testing
C. Refusal to Submit. Employees who refuse to submit to a test or test positive for
alcohol or unlawful drugs may be disqualified for unemployment compensation
M*A" benefits. Employees who refuse to submit to a test, or test positive for alcohol or
unlawful drugs following a workplace injury may be disqualified for workers
compensation benefits.
D. Prescription Medication. Although the proper use of medication is not
prohibited, employees should consult with their supervisor when he or she is
legitimately taking medication that he or she has reason to believe may affect
safety or performance. Any prescription medication brought onto City or customer
property or taken aboard City vehicles must be retained in its original container
labeled with the names of the employee and the prescribing physician. No
employee may take another person's medication. The law treats the abuse of
prescription medication as unlawful drug use.
Nothing in this manual is to be construed to create a contract between the City and its employees. Any belie -fit, rule, or
provision provided in this handbook may be modified or withdrawn at any time without notice, except as provided by
federal or state law.
City of Milton, Georgia Personnel Handbook (nes,) 10/06
Appendix A
Forms Appendix
(Forms listed in alphabetical order)
A
.,r►- �`' City of Milton
� 411111 13000 Deerfield Parkway, Suite 100, Alpharetta, Georgia 30004
City of Milton
Accident Report
Date of accident/ incident Time of accident/ incident
Facility where accident/ incident occurred
Specific location within the facility
Police notified ❑Y ❑N EMS notified ❑Y ❑N If applicable, who offered treatment options
Did the injured party waive treatment ❑Y ❑N
Photos of accident/ incident site taken ❑Y ❑N
(Photographs of the accident site should be taken as soon as practical but within 24 hours of the incident)
Information on persons involved in the accident/ incident:
Name & Address
Phone
Age (if under
18
Day:
Evening:
Evening:
Day:
Day:
Evening:
Evening:
Day:
Day:
Evening:
Evening:
Day:
Witness Information:
Name & Address
Signature
Phone
Day:
Evening:
Day:
Evening:
Day:
Evening:
Day:
Evening:
Summary of Accident/ Incident:
Person completing form
Print name Signature Date
Day phone Evening phone
(new) 11/06
City of Milton
13000 Deerfield Parkway, Suite 100, Alpharetta, Georgia 30004
DIRECT DEPOSIT AUTHORIZATION FORM
The City of Milton offers direct deposit so that employee's checks are directly deposited to their designated accounts
as each payday. Note: Direct Deposit is mandatory for all new full-time employees.
Name Social Security Number
oeposlt 14ummr 1•
Check One: ❑ Checking ❑ Savings
Check One: ❑ New Account ❑ Change Existing Account ❑ Cancel Account
Bank Name
Transit/Routing Number Account Number _
***Deposit Net Pay***
Note: Please attach a voided check for verification. A deposit slip is not valid.
meposit lrumner i•
Check One: ❑ Checking ❑ Savings
Check One: ❑ New Account ❑ Change Existing Account ❑ Cancel Account
Bank Name
Transit/Routing Number Account Number _
Deposit Fixed Amount $ Deposit Percentage
Note: Please attach a voided check for verification. A deposit slip is not valid.
Le osit fiumner J'
Check One: ❑ Checking ❑ Savings
Check One: ❑ New Account ❑ Change Existing Account ❑ Cancel Account
Bank Name
Transit/Routing Number Account Number _
Deposit Fixed Amount $ Deposit Percentage
Note: Please attach a voided check for verification. A deposit slip is not valid.
Authorization:
By signing below, I authorize the City of Milton to initiate direct deposit (credit) entries into my designated accountlaccounts. If funds to which I am not
entitled are deposited to my account, I authorize the City of Milton to direct the bank to return said funds (debit). I understand that my bank must be a
member of the Automated Clearing House (ACH) in order for my net pay to be processed via Electronic Funds Transfer (EFT).
This authorization is to remain in effect until it is changed or canceled by me via the Direct Deposit Authorization Form. I understand that I must allow
sufficient time for the processing of such changes or cancellation.
linral
Employee Signature Date
(new) 11/06
*.
Date:
Employee Name:
Department:
Job Title:
Immediate Supervisor/Manager:
City of Milton
Disciplinary Action Form
❑ Documented verbal warning
❑ First Written Warning
❑ Second Written Warning
❑ End of Employment
INCIDENT/OFFENSE INFORMATION (attach documentation, if any)
Date of Incident/Offense: Location:
Description of Incident/Offense:
Witnesses, if any:
Name:
Name:
Name:
Was this a violation of a City policy?
Please specify:
Department:
Phone #:
Department:
Phone #:
Department:
Phone #:
❑ Yes
(new) 11/06
ACTION TAKEN (attach documentation, if any)
corrective and Follow-up Action Required:
Employee Comments:
The above has been discussed with me. I understand the contents and acknowledge and understand the
corrective action required. I also acknowledge and understand the potential consequences of non-
compliance.
Employee's Signature:
Prepared By:
Witness: Date:
Attachments #
Date:
Date:
(new) 11/06
CITY OF MILTON
APPLICATION FOR EMPLOYMENT
City of Milton, Georgia
13000 Deerfield Parkway, Suite 100
Alpharetta, Georgia 30004
770-730-5500
The City of Alpharetta is an equal opportunity employer. It adheres to a policy of making employment
decisions urithout regard to race, color, religion, gender, sexual orientation, ethnic origin, national origin,
marital or veteran status, citizenship, age, or disability.
Instructions: You must complete this application even if a resume is attached. Type or print in ink. Please
answer all questions completely and accurately. If more space is needed, attach additional sheets referring
to an applicable section of the applicatio
Position applying for:
Name:
(Last, First, Middle)
Address:_
(Street, Apt. k)
Home Telephone:
Email Address:
Social Security Number:
City, State, Zip Code
Business Telephone:
Other Telephone:
Please answer the following questions:
Are you over age 18? ❑Yes ❑No
Do you have a driver's license? ❑Yes ❑No State Expiration date: Class:
Are you now or have you ever been employed by the City of Milton? ❑Yes ❑No
Are any members of your family or any relative (by blood or marriage) employed by the City of Milton? ❑Yes
❑No
If yes, give name, relationship and where employed:
Have you ever served on active duty with U.S. Armed Forces? ❑Yes ❑No If yes, what branch?
Date entered active duty: Date discharged/ separated: Final rank:
List any other names under which you have worked, applied for work, or attended school: _
Employment desired:
❑ Full -Time Only
❑ Part -Time Only
❑ Full- or Part -Time
If you are not available for work now, enter the earliest date you could begin work (mo./day/yr.):
Have you ever been discharged or asked to resign from any position? ❑Yes ❑No
If yes, give details:
If offered employment, will you be able to provide proof of identity/ authorization to work in the U.S.? ❑Yes
❑No
am"
Computer Skills: ❑ Word ❑ Excel ❑ Outlook ❑ Power Point Other
*` General Computer Knowledge: ❑ Basic ❑ Intermediate ❑ Advanced
(new) 11/06
EDUCATION•
Name of High School
Address Did You Graduate?
Credit Hours
❑ Yes ❑No
If you did not graduate from high school do you have a G.E.D. equivalent?
Is the G.E.D.:
ElYes ❑No Date received:
I ❑Milit or ❑Civilian
Business, Trade, Technical Schools
and other Training
Dates Attended
Credit Hours
Certificates
Received
Subject Taken
College/ University
Mo Yr
Earned
Did You
Type of
From
To
Qtr.
Sem.
Name/Address
Graduate?
Degree
❑Yes ❑
No
❑Yes ❑
No
❑Yes ❑
No
Business, Trade, Technical Schools
and other Training
Dates Attended
Mo Yr
Hours Per
Week
Certificates
Received
Subject Taken
From
To
Duties & Responsibilities:
I
Give the name of any profession (Engineering,
Law, etc.) which you are licensed to practice. Date of Issuance Expiration Date License Number
EMPLOYMENT HISTORY:
Please read these instructions carefully before beginning. Complete the entire section in detail; do not
use "see resume." List chronologically all employment for the last 10 years including current employment,
summer and part-time employment while attending school. All time must be accounted for. Any length of
time not employed, indicate dates of unemployment. Please attach a separate sheet of paper for additional
employment history, if necessary.
May we contact your current employer for a reference? ❑Yes ❑No ❑Not Applicable
Name of Present or last employer:
Address:
Job Title:
Beginning Salary: Ending Sal
From: Month Year
To: Month Year
Supervisor's Name: Phone Number
Duties & Responsibilities:
I
(new)11/06
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Beginning Salary: Ending Salary:
From: Month Year
To: Month Year
Supervisor's Name: Phone Number
Duties & Responsibilities:
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Beginning Sal Ending Sal
From: Month Year
To: Month Year
Supervisor's Name: Phone Number
Duties & Responsibilities:
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Beginning Sal Ending Sal
From: Month Year
To: Month Year
Supervisor's Name: Phone Number
Duties & Responsibilities:
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Beginning Salary: Ending Sal
From: Month Year
To: Month Year
Supervisor's Name: Phone Number
Duties & Responsibilities:
Reason for Leaving:
Have you ever been convicted of an offense against the law other than a minor traffic violation? ❑Yes ❑No
(new) 11/06
If yes, explain fully.
List below the names and addresses of two (2) persons (not relatives or former employers) who have
knowledge of your character and qualifications and whom we may contact:
Name Address Phone Number
Use this space for any additional remarks, or to complete or enlarge upon information given elsewhere in
the application.
CERTIFICATION: (Please read the application and your answers carefully before signing.)
I hereby certify that I have not knowingly withheld any information that might adversely affect my chances
for employment and that the answers given by me are true and correct to the best of my knowledge. I
further certify that I, the undersigned applicant, have personally completed this application. I understand
that any omission or misstatement on this application or on any documents used to secure employment
shall be grounds for rejection of this application or for immediate discharge if I am employed, regardless of
the time elapsed before discovery.
I hereby authorize the City of Milton to thoroughly investigate my references, work records, education,
criminal background and other matters related to my suitability for employment and, further, authorize my
current and former employers to disclose to the company any and all letters, reports and other information
pertaining to my employment with them, without giving me prior notice of such disclosure. In addition, I
hereby release the City of Alpharetta, my current and former employers, and all other persons,
corporations, partnerships and associations from any and all claims, demands or liabilities arising out of or
in any way related to such investigation or disclosure.
I understand that if offered employment, the offer is contingent on my passing a pre-employment drug
screen, a pre-employment physical and a pre-employment psychological test (if applicable). By signing
this application, I voluntarily agree to submit to a pre-employment drug screen, pre-employment physical
and psychological test (if applicable) upon receipt of a verbal offer of employment. I understand that
failure to pass the drug screen, physical and/or psychological test (if applicable) will result in withdrawal
of the employment offer.
I understand and acknowledge that, unless otherwise defined by applicable law, any employment
relationship with the City of Milton is of an "at will" nature, which means that I may resign at any time
and the City of Milton may discharge me at any time with or without cause.
My signature below certifies that I have read and understand this complete page, and agree to the terms
and conditions outlined in this document.
Applicant's Signature Date
(new) 11/06
City of Milton
13000 Deerfield Parkway, Suite 100
Alpharetta, Georgia 30004
CONSENT FOR CRIMINAL RECORDS CHECK BY LAW ENFORCEMENT AGENCIES
(This section to be completed by Applicant on a voluntary basis.)
I , Social Security Number have applied for a position with the
City of Milton and I consent to a criminal check by law enforcement agencies. I also authorize the release of
such information to the City of Milton now and at any time during my employment, and hereby release,
discharge, and waive any and all claims, which may arise against you for the release of accurate
information.
CURRENT ADDRESS
(Street)
(City, State, Zip)
00" Driver's License #
Birth Date
APPLICANT'S SIGNATURE
Race
State
Sex
DATE
Please Note: If applicant is given a contingent offer of employment, it will be mandatory that
this form be completed at that time.
(new) 11/06
CITY OF MILTON
APPLICATION FOR EMPLOYMENT
FOR SWORN POLICE POSITIONS
City of Milton, Georgia
13000 Deerfield Parkway, Suite 100
Alpharetta, Georgia 30004
770-730-5500
The City of Alpharetta is an equal opportunity employer. It adheres to a policy of making employment
decisions urithout regard to race, color, religion, gender, sexual orientation, ethnic origin, national origin,
marital or veteran status, citizenshie, or disability.
Instructions: You must complete this application even if a resume is attached. Type or print in ink. Please
answer all questions completely and accurately. If more space is needed, attach additional sheets referring
to an applicable section of the application.
Position applying for:
Name:
(Last, First, Middle)
Address:
(Street, Apt. H)
Home Telephone:_
Email Address:
+•mw Please answer the following questions:
Are you over age 18? ❑Yes ❑No
Social Security Number:
City, State, Zip Code
Business Telephone:
Other Telephone:
Do you have a driver's license? ❑Yes ❑No State Expiration date: Class:
Are you now or have you ever been employed by the City of Milton? ❑Yes ❑No
Are any members of your family or any relative employed by the City of Milton? ❑Yes ❑No
If yes, give name, relationship and where employed:
Have you ever served on active duty with U.S. Armed Forces? ❑Yes ❑No If yes, what branch?
Date entered active duty: Date discharged/ separated: Final rank:
List any other names under which you have worked, applied for work, or attended school:
Employment desired:
❑ Full -Time Only ❑ Part -Time Only ❑ Full- or Part -Time
If you are not available for work now, enter the earliest date you could begin work (mo./day/yr.):
Have you ever been discharged or asked to resign from any position? ❑Yes ❑No
If yes, give details:
If offered employment, will you be able to provide proof of identity/ authorization to work in the U.S.? ❑Yes
Aw"M
❑No
Computer Skills: ❑ Word ❑ Excel ❑ Outlook ❑ Power Point
Other_
General Computer Knowledge: ❑ Basic ❑ Intermediate ❑ Advanced
(new) 11/06
EDUCATION:
Name of High School Address Did You Graduate?
❑ Yes ❑No
If you did not graduate from high school do you have a G.E.D. equivalent?I Is the G.E.D.:
El❑
Yes No Date received: ❑Military or ❑Civilian
Give the name of any profession (Engineering,
Law, etc.) which you are licensed to practice. I Date of Issuance I Expiration Date License Number
EMPLOYMENT HISTORY:
Complete the entire section in detail; do not use "see resume." List chronologically all employment for
the last 10 years including current, part-time, and volunteer employment. All time must be accounted for.
Any length of time not employed, indicate dates of unemployment. Please attach a separate sheet of paper
for additional employment history, if necessary.
May we contact your current employer for a reference? ❑Yes [:]No ❑Not Applicable
Name of Present or last employer:
Dates Attended
Credit Hours
Hours Per
Week
Certificates
Received
College/ University
Mo Yr
Earned
Did You
Type of
Name/Address
From
To
Qtr.
Sem.
Graduate?
Degree
❑Yes ❑
No
❑Yes ❑
No
❑Yes ❑
No
Give the name of any profession (Engineering,
Law, etc.) which you are licensed to practice. I Date of Issuance I Expiration Date License Number
EMPLOYMENT HISTORY:
Complete the entire section in detail; do not use "see resume." List chronologically all employment for
the last 10 years including current, part-time, and volunteer employment. All time must be accounted for.
Any length of time not employed, indicate dates of unemployment. Please attach a separate sheet of paper
for additional employment history, if necessary.
May we contact your current employer for a reference? ❑Yes [:]No ❑Not Applicable
Name of Present or last employer:
Business, Trade, Technical Schools
and other Training
Dates Attended
Mo Yr
Hours Per
Week
Certificates
Received
Subject Taken
From
To
Reason for Leaving:
Give the name of any profession (Engineering,
Law, etc.) which you are licensed to practice. I Date of Issuance I Expiration Date License Number
EMPLOYMENT HISTORY:
Complete the entire section in detail; do not use "see resume." List chronologically all employment for
the last 10 years including current, part-time, and volunteer employment. All time must be accounted for.
Any length of time not employed, indicate dates of unemployment. Please attach a separate sheet of paper
for additional employment history, if necessary.
May we contact your current employer for a reference? ❑Yes [:]No ❑Not Applicable
Name of Present or last employer:
Address:
Job Title:
Beginning Salary: Ending Salary:
From: Month Year
To: Month Year
Supervisor's Name: Phone Number
Duties & Responsibilities:
Reason for Leaving:
(new)11/06
Name of Present or last employer:
Address:
Job Title:
Job Title: Job Title:
From: Month Year
From: Month Year From: Month Year
Supervisor's Name: Supervisor's Name:
Duties & Responsibilities:
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Job Title: Job Title:
From: Month Year
From: Month Year From: Month Year
Supervisor's Name: Supervisor's Name:
Duties & Responsibilities:
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Job Title: Job Title:
From: Month Year
From: Month Year From: Month Year
Supervisor's Name: Supervisor's Name:
Duties & Responsibilities:
Reason for Leaving:
Name of Present or last employer:
Address:
Job Title:
Job Title: Job Title:
From: Month Year
From: Month Year From: Month Year
Supervisor's Name: Supervisor's Name:
Duties & Responsibilities:
Reason for Leaving:
(new) 11/06
Have you ever been dismissed or asked to resign?
If yes, please explain
....
PMG
7-7
❑Yes ❑ No
Have you had any disciplinary action, to include verbal, written warnings, reprimands, suspensions, and
counseling's, taken against you for any employment or position you have held? ❑Yes ❑ No
If yes, please provide details or documents
Have you resigned or left a job by mutual agreement for any reason? ❑Yes ❑ No
If yes, please provide details
Have you ever applied or worked with any law enforcement agencies? ❑ Yes ❑ No
If yes, please provide the following:
Agency and/or Department:
Address:
Date Applied: Position Applied for: Status:
Agency and/or Department:
Address:
Date Applied: Position Applied for: Status:
Agency and/or Department:
Address:
Date Applied: Position Applied for: Status:
Do you own a business or are you a partner or corporate officer in any business or organization not listed
previously as a current or former employer? ❑ Yes ❑ No
If yes, please provide name and address of business, corporate or organization and describe your
relationship or position:
Have you ever performed paid or unpaid services for a law enforcement agency not listed as an employer to
include extra duty details and auxiliary? ❑ Yes ❑ No
If yes, please provide name and address of business, corporation, or organization and describe your
relationship or position:
RESIDENCES
List chronologically all address, including residences while at school and in the military. For college or
campus residences, give dormitory name, city, and state. If residences in military service cannot be shown
as street address, indicate complete military unit designation and location by city and state. If post office
box, give location of post office. If apartment complex, give name, phone number and point of
contact/ manager. Attach a separate sheet of paper for additional residences if necessary.
Dates -
Mo. Yr.
Street Address.
Apt. #
City
County
State
Zip
From
To
(new) 11/06
ARREST HISTORY / COURT DATA
1. Have you ever been arrested, charged or received a notice or summons to appear for any criminal
violations? ❑ Yes ❑ No
2. Have you ever been convicted or charged of a felony or misdemeanor? ❑ Yes ❑ No
3. To your knowledge, has any member of your family ever been arrested for a felony or misdemeanor?
❑ Yes ❑ No
4. If you answered yes to questions 1, 2, or 3, list all such matters even if not formally charged, or no court
appearance, or found not guilty, or nolo contendere to any changes for which adjudication was withheld, or
matter was settled by payment of fine or forfeiture of collateral. (Include your juvenile charges and charges
which have been sealed, if any.)
Applicant
Place &
Department
Chare
Court & Plea
Date of
Charge
Dis osition
Relative's Name/
Relationship
Place &
Department
Charge
Court & Plea
Date of
Charge
Disposition
5. Have you or your spouse ever been a plaintiff or defendant in a court action? ❑ Yes ❑ No
6. Have you ever been detained by any law enforcement officer for investigation purposes OR have you ever
been the subject of OR a suspect in any criminal investigation? ❑ Yes ❑ No
7. Have you ever been fingerprinted for any reason (arrest, job application, military, etc.)? ❑ Yes ❑ No
If yes to questions #5 and #6, please provide details:
DRIVING HISTORY
1. Are you a licensed Georgia automobile operator? ❑ Yes ❑ License No.:
." Date of Expiration: Restrictions: Endorsements:
w„+ 2. Do you hold or have you ever held an operator license in anther state? ❑ Yes ❑ No
If yes, please provide state(s), name used, driver license(s) number and approximate dates license(s)
was/were held, if known:
(new) 11/06
No Text
7��
3. Have you ever received a ticket or been charged with a traffic violation? ❑ Yes ❑ No
If yes, list charge, date, and disposition:
4. Have you ever been denied issuance of a license or have you ever had a license suspended or revoked?
❑ Yes ❑ No
If yes, please provide complete details including reason and place:
5. Have you ever had automobile insurance refused, withdrawn, or revoked? ❑ Yes ❑ No
If yes, please provide completed details:
MILITARY HISTORY
1. Have you ever served on active duty in the Armed Forces of the United States? ❑ Yes ❑ No
Branch of Service:
Service #:
Highest Rank:
Duty Dates: From: To: Job Specialty:
2. Are you now or have you ever been a member of the Reserve Unit or the National Guard? ❑ Yes ❑ No
If yes, state the branch of service, name and location of your unit and whether you attend drills, meetings,
or camps:
3. Was any type of disciplinary action taken against you in the service? ❑ Yes ❑ No
If yes, please provide:
— Date:
Nature of Offense:
Place:
Action Taken:
ORGANIZATION MEMBERSHIP
List all clubs and societies of which you are or have been a member.
Name
City & State
Former Member
Present Member
List position held & describe
activity
Are you now or have you ever been a member of any foreign or domestic organization, association,
movement, group, or combination of persons which has adopted, or shows a policy of advocating or
approving the commission of acts of force of violence to deny other persons their rights under the
constitution of the United States, or which seeks to alter the form of government of the United States by
unconstitutional means? ❑ Yes ❑ No
ftwo
Have you ever made a financial or other material contribution to any organization of the type described in
question 2 above? ❑Yes ❑ No
If yes, to question #2 or #3, answer question #4 and #5 also.
(new) 11/06
At the time of your membership, participation, or contribution, did you know of any unlawful aims to the
*^ organization? ❑ Yes ❑ No
Did you intend to promote any unlawful aims of the organization? ❑ Yes ❑ No
If yes to questions #2, #3, #4, or #5, explain, including name of the organization and location:
BUSINESS INTERESTS 8a LICENSES
1. Do you or have you ever owned any stock or interest in any firm, partnership or corporation dealing
wholly or partly in the sale of distribution of alcoholic beverages? ❑ Yes ❑ No
2. Are you now issued or ever been issued a license to engage in a business or profession? ❑Yes❑ No
3. Was the license ever canceled, suspended, or revoked? ❑ Yes ❑ No
If yes to questions # 1, #2, or #3, please provide details including the type of license or certificate, the agency
that issued the license, effective date of the license, and license number:
Personal References: Give three (3) references (not relatives, former or present employer, fellow employees
or school teachers) who are responsible adults of reputable standing in their communities, such as property
owners, business or professional men or women, who have known you well for the past five (5) years. If
retired, give former occupation. Provide complete mailing addresses and phone numbers.
Complete Name
Relationship
Home Address:
Home Phone
Business Address:
Business Phone
Occupation:
# of Year Acquainted:
Complete Name
Relationship
Home Address:
Home Phone
Business Address:
Business Phone
Occupation:
# of Year Acquainted:
Complete Name
Relationship
Home Address:
Home Phone
Business Address:
Business Phone
Occupation:
# of Year Acquainted:
(new) 11/06
APPLICANT CERTIFICATION
CERTIFICATION: (Please read the application and your answers carefully before signing.)
I hereby certify that I have not knowingly withheld any information that might adversely affect my chances
for employment and that the answers given by me are true and correct to the best of my knowledge. I
..�. further certify that I, the undersigned applicant, have personally completed this application. I understand
that any omission or misstatement on this application or on any documents used to secure employment
shall be grounds for rejection of this application or for immediate discharge if I am employed, regardless of
the time elapsed before discovery.
I hereby authorize the City of Milton to thoroughly investigate my references, work records,
education, criminal background and other matters related to my suitability for employment and, further,
authorize my current and former employers to disclose to the company any and all letters, reports and
other information pertaining to my employment with them, without giving me prior notice of such
disclosure. In addition, I hereby release the City of Alpharetta, my current and former employers, and all
other persons, corporations, partnerships and associations from any and all claims, demands or liabilities
arising out of or in any way related to such investigation or disclosure. I also understand that I will be
fingerprinted. I understand that this employment application shall become the property of the Police
Department and that it and the information received in response to the background examination are public
records.
I understand that if offered employment, the offer is contingent on my passing a pre-employment drug
screen, a pre-employment physical and a pre-employment psychological test. By signing this application,
I voluntarily agree to submit to a pre-employment drug screen, pre-employment physical and
psychological test upon receipt of a verbal offer of employment. I understand that failure to pass the drug
screen, physical and/or psychological test will result in withdrawal of the employment offer.
I understand and acknowledge that, unless otherwise defined by applicable law, any employment
POM relationship with the City of Milton is of an "at will" nature, which means that I may resign at any time
and the City of Milton may discharge me at any time with or without cause.
``"" My signature below certifies that I have read and understand this complete page, and agree to the terms
and conditions outlined in this document.
Applicant's Signature
AFFIDAVIT (Must be notarized)
Date
The foregoing was acknowledge before me this day of Year
am
, who is personally known by me or who
has produced as identification.
Signature of person taking acknowledgment Printed Name
Title or Rank
(new) 11/06
City of Milton
*V 13000 Deerfield Parkway, Suite 100, Alpharetta, Georgia 30004
EXIT INTERVIEW QUESTIONNAIRE
We would appreciate you taking the time to answer the following questions as honestly
as possible. Your individual responses are treated as confidential. Thank you for your
cooperation.
Name:
Date: Manager:
1. What prompted you to seek alternative employment?
Type of work Quality of supervisor Compensation
Work conditions Lack of recognition Self-employment
Poor health
Family circumstances
Other reason (please specify)
2. Using the following descriptors, what did you think of your supervisor in regard
to the following:
w..
Always Almost Always Usually Some Never
Demonstrated fair and equal treatment
Provided recognition on the job
Developed cooperation and teamwork
Encouraged and listened to suggestions
Resolved complaints and problems
Followed policies and practices
3. Using the following descriptors, how would you rate the following in relation to
yourjob?
Excellent Good Fair Poor
Cooperation within your department
Cooperation within the company
r.w
Communication within your department
Communication within the company
Communication with your manager
The training you received
Potential for career growth
Opportunity for advancement
4. Was your workload usually:
Too great Varied, but all right
About right Too light
Comments:
5. Using the following descriptors, how did you feel about your salary and the
employee benefits provided by the company?
Excellent Good Fair Poor
Base salary
Medical plan
Dental plan
STD / LTD / Life insurance plans
Retirement plans
Vacation / Holiday schedule
6. Are there any other benefits you feel should have been provided?
No Yes (specify)
7. How did you feel about your performance reviews?
(new) 11/06
S. What did you like most about your job and/or the City?
9. What did you like least about your job and/or the City?
10. What does your new job offer that the City does not?
11. Would you recommend the City to a friend as a good place to work?
Additional comments about your job and/or the City:
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
CITY OF MILTON
„N." Family and Medical Leave Act (FMLA)
Leave Request Form
Name
Home Address
S.S. # Department
Anticipated Dates of Leave
Number of sick leave days to be taken
begins)
Total Weeks of Leave Requested
(By City policy, all leave must be taken before unpaid leave
If requesting an alternate schedule using FMLA leave, indicate the proposed alternate schedule
and the length requested
Reason for FLMA leave request
Name of family member (if applicable) and relationship
Certification:
I certify that I received a copy of the City of Milton's policy and procedures on family and medical leave
and I understand, agree to, and meet the requirements and conditions of the Family and Medical Leave
Act of 1993. 1 authorize the appointing authority to obtain any necessary information regarding my
request for leave.
Employee Signature
Approvals:
Department Director Signature
Human Resources Manager Signature
Director of Operations Signature
Date
Date
Date
Date
(new)11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
105
CITY OF MILTON
Family and Medical Leave Act (FMLA)
Medical Certification Form
To all Physicians and Medical Practitioners: You are authorized to provide the City of Milton with
information concerning medical care, advice, treatment, or supplied provide to the patient. This
information will be used for administering leave benefits regarding the Family and Medical Leave Act.
Employee (patient) name:
Employee Signature
To be completed by Physician/Medical Practitioner:
Date
Describe the nature of illness, injury, or disability. Include approximate number of visits and general
duration of treatment.
Date condition commenced Probable duration of condition
Is inpatient hospitalization required? ( ) Yes ( ) No
Complete only for employees of the City of Milton:
Is the employee able to perform the work functions of their position? ( ) Yes ( ) No
If it is medically necessary for the employee to be off work on an intermittent basis or to work less than
the employee's normal schedule of hours per day or days per week, please include a schedule of
treatment visits.
(new) 11106
..►'"��� City of Milton
` 13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
Complete only for employee's family members:
Will the patient require assistance for basic medical, hygiene, nutritional needs, safety, or transportation?
( ) Yes ( ) No
Additional Comments:
Physician/Medical Practitioner Name (please print)
Address:
Signature:
Phone #
Date:
(new) 11/06
City of Milton
4i 13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
Flextime Request Form
Print Employee Name: Date:
Department:
Date of Hire:
Description of Flextime Arrangement:
Date/hour of Arrival:
Date/hour of Departure:
Beginning Date for Flextime:
Position:
I have read and understand the Policy. If this flextime arrangement is suspended or cancelled, I
will return to a standard work schedule.
«MM Signature of Employee:
bo" Approval of Supervisor:
Date:
Date:
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
HARASSMENT INCIDENT REPORT
Name of Employee Reporting the Incident:
Date of Report: Date of Incident(s):
Name or description of person(s) who engaged in harassment:
Description of Incident:
Names of Witnesses:
If harassment is found to have occurred, what action do you want to have taken?
If your complaint comes down to your word against that of the person who you say harassed you, would
you be willing to take a polygraph exam? ❑ Yes No
Signature of Complainant:
Signature
Copy received by City official:
Print Name
Signature
Date
Title
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
LEAVE REQUEST FORM
Employee
Name:
Department:
Position:
Compensation/Leave of Absence is requested for the following dates:
Employee Signature:
Date Signed:
Supervisor:
APPROVED:
Date:
REJECTED:
(new) 11/06
Ty e of Leave Re uested
Date
Time
To From
Total
Vacation
Sick
Floating
Holiday
Bereavement
Jury
Duty
Military
FMLA
Leave
w/o Pa
Employee Signature:
Date Signed:
Supervisor:
APPROVED:
Date:
REJECTED:
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
City of Milton
Outside Employment Approval
Employee Name
Department
Phone Number Email
Nature of Requested Outside Employment
Time Requirement/ Schedule Estimated for Outside Employment
Name of Outside Employer
Title
I understand that the City of Milton's policy prohibits me from engaging in any form of outside
employment or business opportunity for myself or another employer, which would conflict or interfere
with my job at the City of Milton while on company time, or using company equipment or materials. I
understand that my position with the City of Milton is my primary employment and the time required or
schedule associated with my outside employer will not conflict with my time required or schedule
associated with the City of Milton. I understand that in order to engage in outside employment, I must
receive approval from my department director in advance of performing such outside employment and
that the approval may be withdrawn at any time. I also understand and agree that my outside
employment must be suspended if my work status is sick leave, worker's compensation leave or restricted
duty.
Employee Signature
❑ Approved ❑ Not Approved
Department Director Signature
Date
Date
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
City of Milton
Employee Position Requisition
This form must be completed and approved prior to initial recruitment for a vacant position.
Today's Date:
Job Title:
❑ New Position
Hiring Manager:
Department:
❑ Replacement Position Replacement Position Vacated By:
Date Position Needed: Beginning Annual Salary:
STATUS:
❑ Full-time Regular
❑ Part-time Regular Anticipated Average Hours per Week:
❑ Temporary Anticipated Length of Assignment:
ADVERTISING:
❑ Internal Posting (5 days) — Posted for current employees only
❑ External Posting (10 days) — Posted for all applicants and published on website and in newspaper
tEQUIRED ATTACHMENTS TO THE REQUISTION REQUEST
m,,,] Current Job Description
❑ List of all Departmental Pre-employment Requirements (other than drug screen)
❑ Special Educational Concentration Desired
❑ Specific Work Experience/Skills Desired
❑ List of Specific Trade Journal/Other Advertising Venues Requested
Hiring Manager Signature
Department Director Signature
Date
Date
THIS SECTION TO BE COMPLETED BY HUMAN RESOURCES
Requisition Received:
Posting Date:
Advertisements Placed:
❑ None
❑ Internal Posting
❑ Website
_„❑ Atlanta Journal & Constitution
Georgia Department of Labor
] Other, List sources
Closing Date:
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
City of Milton
Tuition Reimbursement Request Form
Employee Name Title Department
Phone Number Email
Name of School
Degree or Certification Sought:
❑ Associate's Degree
❑ Post -graduate Degree
❑ Bachelor's Degree ❑ Master's Degree
❑ Certification (please specify)
Course Name
# of Credits
Cost to You
Date Course Begins
Month/Year
Please state how these courses will relate to work at the City of Milton:
agree to and understand the City of Milton's tuition reimbursement policy and procedures and certify that the
,,-above information is correct.
Employee Signature Date
Department Director Signature
Human Resources Manager Signature
Date
Date
8
STUDENT - Please be sure to attach the first three items of documentation to
this request. "Please note that grades must be submitted within 30 days of
the course ending.
❑ Course Description for each class or the degree program listed above
❑ Proof of Registration/ Enrollment for each course listed above
❑ Proof of payment from school
❑ Proof of grade for the applicable course(s)
Approved
Approved
8
Not Approved
Not Approved
(new) 11/06
City of Milton
13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
Appendix B
Classification and
Pay Plan
City of Milton
j 13000 Deerfield Parkway Suite 100 Alpharetta, Georgia 30004
Nq-IJ
OW..
The following charts represent the system used to categorized employee positions and
"W, pay grades. A position is placed in a job banc, which consists of a functional category,
such as Administrative, Labor, Fire Service, etc. and pay grade. Within the job banc,
the position also is assigned a job number. This classification is for use in managing
personnel records and for comparative purposes when analyzing salaries.
AD Administrative Positions
DD Department Director
FS Fire Service
LB Labor Positions
MG Management Positions
PS Police Service
PR Professional Positions
TC Technical Positions
01
$
20,000
$
27,500
$
35,000
02
$
25,000
$
32,500
$
40,000
03
$
30,000
$
37,500
$
45,000
04
$
35,000
$
45,000
$
55,000
05
$
40,000
$
50,000
$
60,000
06
$
45,000
$
55,000
$
65,000
07
$
50,000
$
60,000
$
70,000
08
$
55,000
$
67,500
$
80,000
09
$
60,000
$
72,500
$
85,000
10
$
65,000
$
77,500
$
90,000
11
$
70,000
$
85,000
$
100,000
12
$
75,000
$
90,000
$
105,000
13
$
80,000
$
95,000
$
110,000
14
$
85,000
$
100,000
$
115,000
15
$
90,000
$
105,000
$
120,000
16
$
100,000
$
115,000
$
130,000
(new) I1/06
(new) 11/06
CITY OF MILTON
POSITION CLASSIFICATIONS
ADMINISTRATIVE
AD -01
001
Data Entry Clerk
N
$
20,000
$
27,500
$
35,000
AD -02
002
Customer Service Representative
N
$
25,000
$
32,500
$
40,000
AD -02
003
Records Clerk
N
$
25,000
$
32,500
$
40,000
AD -03
004
Deputy Court Clerk
N
$
30,000
$
37,500
$
45,000
AD -03
005
Recording Secretary
N
$
30,000
$
37,500
$
45,000
AD -04
006
Administrative Assistant
N
$
35,000
$
45,000
$
55,000
AD -04
007
Customer Service Coordinator
E
$
35,000
$
45,000
$
55,000
AD -04
008
Disbursements Technician
N
$
35,000
$
45,000
$
55,000
AD -06
009
Executive Assistant
E
$
45,000
$
55,000
$
65,000
AD -06
010
Office Manager
E
$
45,000
$
55,000
$
65,000
LABOR
LB -01
001
Facility Technician
N
$
20,000
$
27,500
$
35,000
LB -01
002
Parks Maintenance Technician
N
$
20,000
$
27,500
$
35,000
LB -02
003
Public Works Technician
N
$
25,000
$
32,500
$
40,000
LB -03
004
Parks Supervisor
E
$
30,000
$
37,500
$
45,000
LB -04
005
Public Works Crew Leader
N
$
35,000
$
45,000
$
55,000
LB -06
006
Public Works Supervisor
E
$
45,000
$
55,000
$
65,000
TECHNICAL
TC -03
001
Communications Officer
N
$
30,000
$
37,500
$
45,000
TC -03
002
Crime/Traffic Analyst
N
$
30,000
$
37,500
$
45,000
TC -04
003
Land Disturbance Activity Inspector
N
$
35,000
$
42,500
$
50,000
TC -04
004
Water Resources Technician
E
$
35,000
$
45,000
$
55,000
TC -05
005
Building Inspector
N
$
40,000
$
50,000
$
60,000
TC -05
006
Building Plan Examiner/ Inspector
E
$
40,000
$
50,000
$
60,000
TC -05
007
Code Enforcement Officer
N
$
40,000
$
50,000
$
60,000
TC -05
008
Communications Supervisor
E
$
40,000
$
50,000
$
60,000
TC -05
009
Construction Inspector
N
$
40,000
$
50,000
$
60,000
TC -05
010
Engineering Technician
E
$
40,000
$
50,000
$
60,000
TC -05
011
Planning Technician
N
$
40,000
$
50,000
$
60,000
TC -06
012
GIS Specialist
E
$
45,000
$
55,000
$
65,000
TC -07
013
Building Official
E
$
50,000
$
60,000
$
70,000
TC -07
014
Construction Manager
E
$
50,000
$
60,000
$
70,000
TC -09
015
Network Analyst
E
$
60,000
$
67,500
$
75,000
TC -09
016
Systems Analyst
E
$
60,000
$
67,500
$
75,000
FIRE SERVICE
FS -04
001
Firefighter II
N
$
35,000
$
45,000
$
55,000
FS -05
002
Fire Apparatus Engineer
N
$
40,000
$
50,000
$
60,000
FS -05
003
Firefighter/ Paramedic
N
$
40,000
$
50,000
$
60,000
FS -06
004
Fire Company Officer
N
$
45,000
$
55,000
$
65,000
FS -09
005
Battalion Chief
E
$
60,000
$
72,500
$
85,000
FS -09
006
Fire Marshall
E
$
60,000
$
72,500
$
85,000
(new) 11/06
CITY OF MILTON
POSITION CLASSIFICATIONS
POLICE SERVICE
PS -04
001
Police Officer
N
$
35,000
$ 45,000
$ 55,000
PS -05
002
Police Sergeant
N
$
40,000
$ 50,000
$ 60,000
PS -06
003
Police Lieutenant
N
$
45,000
$ 55,000
$ 65,000
PS -09
004
Police Captain
E
$
60,000
$ 72,500
$ 85,000
PROFESSIONAL
PF -05
001
Special Events Coordinator
N
$
40,000
$ 50,000
$ 60,000
PF -06
002
Arborist
E
$
45,000
$ 55,000
$ 65,000
PF -06
003
Economic Development Coordinator
E
$
45,000
$ 55,000
$ 65,000
PF -07
004
Accountant
E
$
50,000
$ 60,000
$ 70,000
PF -07
005
Budget & Procurement Coordinator
E
$
50,000
$ 60,000
$ 70,000
PF -07
006
Human Resources Generalist
E
$
50,000
$ 60,000
$ 70,000
PF -07
007
Plans Administrator
E
$
50,000
$ 60,000
$ 70,000
PF -07
008
Revenue Specialist
E
$
50,000
$ 60,000
$ 70,000
PF -07
009
Zoning Administrator
E
$
50,000
$ 60,000
$ 70,000
PF -10
010
Engineer
E
$
65,000
$ 77,500
$ 90,000
MANAGEMENT
MG -07
001
Records Manager
E
$
50,000
$ 60,000
$ 70,000
MG -08
002
Deputy Director of Recreation & Parks
E
$
55,000
$ 67,500
$ 80,000
MG -09
003
Communications Manager
E
$
60,000
$ 72,500
$ 85,000
MG -09
004
Human Resources Manager
E
$
60,000
$ 72,500
$ 85,000
MG -09
005
Risk Manager
E
$
60,000
$ 72,500
$ 85,000
MG -11
006
Deputy Director Community Development
E
$
70,000
$ 85,000
$ 100,000
MG -11
007
Finance Manager
E
$
70,000
$ 85,000
$ 100,000
MG -13
008
Deputy Fire Chief
E
$
80,000
$ 95,000
$ 110,000
DIRECTOR
DD
City Manager
E
N/A
N/A
N/A
DD
City Clerk/Court Clerk
E
N/A
N/A
N/A
DD
Director of Community Development
E
N/A
N/A
N/A
DD
Director of Community Services
E
N/A
N/A
N/A
DD
Director of Operations
E
N/A
N/A
N/A
DD
Director of Public Safety
E
N/A
N/A
N/A
(new) 11/06
JOB TITLE: CITY TREASURER AND
DIRECTOR OF OPERATIONS
GENERAL STATEMENT OF JOB
This position is responsible for managing and directing the activities of the: Finance Department
operations (including Accounting, Purchasing, Billing, Revenue Collection, Customer Service, Payroll,
and related functions); Human Resources Department (including safety/risk management, benefits
administration, workers' compensation, recruitment and selection, unemployment, Equal Employment
Opportunity programs, insurance, and training and employee development) and Information Technology
(including the City's computer and information systems, telephone operations, and enterprise wide
resource applications). Responsibilities include supervising employees hired by the City or coordinating
work activities of those resources assigned to these functions by a third party provider, administering the
City's investment programs, overseeing preparation of financial statements and reports, overseeing
maintenance of the City's financial responsibilities, and ensuring financial integrity and adherence with
standards set by Generally Accepted Accounting Principles (GAAP). Responsible for the development of
long-term strategic plans as they relate to finance, human resources, and information systems. Reports
to the City Manager, nominated by the Mayor. Acts as the City Manager in his/her absence.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Supervises, directs and manages the tasks assigned to staff employed by the City or resources provided
through a third party contractor.
Coordinates daily work activities of assigned staff; organizes, prioritizes, and assigns work; monitors status
of work in progress and inspects completed work; consults with assigned staff, assists with
complex/problem situations, and provides technical expertise.
Ensures compliance with all applicable laws, rules, regulations, standards, policies and procedures; ensures
the City's financial operations are conducted with financial integrity and in adherence with standards set
by Generally Accepted Accounting Principles (GAAP); initiates any actions necessary to correct deviations.
Consults with the City Manager, City Council, Mayor, and other officials to review financial operations,
review department activities, receive advice/direction, provide recommendations, and resolve problems;
prepares agenda items from Operations Department for presentation to City Council.
Develops and implements long and short term plans, goals, objectives, and financial and operating
standards for the City.
Develops, updates, and implements departmental policies and procedures.
Assists the Mayor, City Council, and City Manager with the establishment and operation of a City-wide
financial management system; assists in maintaining financial and accounting systems to ensure
compliance with standards set by Generally Accepted Accounting Principles (GAAP); assists in reviewing,
updating, and developing the City's financial management program policies and procedures to ensure
compliance with local, state, and federal guidelines.
Assists in planning, organizing, and directing programs/activities of all divisions of the Finance
Department, including Accounting, Purchasing, Billing, Revenue Collection, Customer Service, Payroll,
%ftow Accounts Payable and all other related functions.
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Responsible for preparing Comprehensive Annual Financial Report and Annual Budget Document;
prepares all other necessary internal/external reporting documents; oversees preparation and submittal of
required financial reports/documents to appropriate agencies/individuals.
Prepares complex financial statements and reports; reviews contracts and other financial commitments
for compliance with City, state, and federal regulations.
Directs, manages, and conducts studies and special projects related to financial data/information; makes
recommendations to City Manager based on results.
Administer and direct a comprehensive human resources program; formulate and recommend policies,
regulations and practices for carrying out the program; administer all provisions of the human resources
system; consult with and advise the City staff to coordinate the various phases of the policies, practices,
ordinances, resolutions, and legal compliance and vendor negotiations.
Administer and direct all risk management operations to include safety, building security maintenance,
insurance negotiations, monitor litigation, prepare reports, and recommend settlements.
Act as plan secretary and signatory for City's pension plan, deferred and defined compensation plans and
health plan.
Direct and participate in the administration of the classification and compensation plan, group benefits,
recruitment and selection, training, and employee performance rating.
Direct the preparation and maintenance of personnel records and reports, employment related materials,
and other publications on employee working conditions and benefits.
Provide counsel and direct activities related to policies, discipline, grievances, terminations and other
personnel practices and problems for City employees; direct interaction with and counsel City employees
on job-related issues and problems, appeals and grievance rights and other work place issues.
Promote equal access to employment opportunities. Ensure decisions are made objectively related to the
selection process. Encourage skill development of employees for career advancement within City
organization.
Develops longs and short range plans for the acquisition and utilization of information technologies and
computerized information systems including mainframe equipment, personal computers, hardware,
software, peripherals, and telecommunications devices; conducts needs assessments for City operations;
provides technical and conceptual expertise to the City Administrator aide in planning and decision
making.
Formulates and maintains computer systems, programming, operations and systems security procedures
and standards.
Conducts feasibility studies on advanced technological equipment and systems.
Oversees and participates in the acquisition of new hardware, software equipment, and services by
evaluating the City computer needs and assisting in the development of Request for Proposal, meeting
with potential vendors to discuss products, approving bid specifications and negotiating contracts.
Protect confidential information by preventing unauthorized release, both verbal and/or writing.
Technical/software use: Use Microsoft Office Suite to enter, retrieve, review or modify data and
generate required reports. Utilizes financial software modules to analyze and prepare the required
r.r financial information.
Communication: Maintains positive public relations; works to resolve any internal/external customer
problems; provides information to the general public as needed; provides financial information to
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department staff and to employees of other departments; conducts information seminars to instruct
department/city employees on financial policies as they relate to finance functions.
ire.. Maintains open and effective lines of communication with internal government officials, department
directors, government agencies, auditors, banking institutions, consultants, vendors, various community
individuals, public interest groups, the public, the media, outside agencies, and other individuals as
needed to coordinate work activities, review status of work, exchange information, resolve problems, or
give/receive advice/direction.
Attends various meetings; serves on committees as needed; makes speeches or presentations.
Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of
new trends and advances in the profession; reads professional literature; maintains professional affiliations;
attends workshops and training sessions as appropriate.
Must be available to work the last week of the Fiscal Year and the first week of the Fiscal Year.
Discretionary time off will not be approved during these periods.
Maintains confidentiality regarding data, information, documentation, processes and functions of the
Finance Department.
ADDITIONAL JOB FUNCTIONS
Performs other related duties as required.
MINIMUM TRAINING AND QUALIFICATIONS
Bachelor's degree in Public Administration, Business Administration, or closely related field; supplemented
i.,,,,, by at least six years of progressively responsible experience that includes governmental accounting,
financial management, budgeting, purchasing, automated financial management system operations, human
resources and risk management administration, progressive data processing, systems design,
programming or related experience and managerial experience in a government environment requiring
application of local, state, and federal laws relating to functions supervised. A combination of education,
training and experience will be considered. Knowledge of Generally Accepted Accounting Policies (GAAP).
Certified Government Finance Manager (CGFM) certification preferred. Possession of or ability to obtain a
Human Resources Management Certification. Working knowledge of MS Office Suite required.
Possession of a valid driver's license.
FLSA STATUS: Exempt
PAY GRADE: City Charter Position
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of office machines, such as a
computer, printer, telephone, facsimile machine, copy machine, calculator, and telephone. Must be able
to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force
occasionally, and/or up to ten pounds frequently. Physical demand requirements are at levels of those for
mildly active work. Must be able to lift and/or carry weights of twenty to forty pounds.
DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional,
*MW structural, or compositional characteristics (whether similar to or divergent from obvious standards) of
data, people, or things.
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INTERPERSONAL COMMUNICATION: Requires the ability of speaking and/or signaling people to
" convey or exchange information. Includes giving assignments and/or directions to co-workers or
assistants.
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LANGUAGE ABILITY: Requires the ability to read a variety of informational and financial
documentation, directions, instructions, and methods and procedures. Requires the ability to write
reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the
ability to speak with and before others with poise and confidence using correct English and well -
modulated voice.
INTELLIGENCE: Requires the ability to learn and understand relatively complex financial and
accounting principles and techniques, to make independent judgments in absence of supervision, and to
acquire knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and
to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas, add and subtract totals,
multiply and divide, determine percentages, determine time and weight, and analyze statistical data.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape,
visually with office equipment and recording devices.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office
equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, control knobs,
switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating
other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: Requires the ability to differentiate colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and
receiving instructions. The worker needs to relate to people in situations involving more than giving or
receiving instructions such as in interpreting bid specifications and in directing and managing staff. Must
be adaptable to performing under moderate stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear (talking - expressing or
exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).
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