City of Laurie, MO
Morgan County
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Table of Contents
Table of Contents

Section 117.010 Introduction.

[Ord. No. 2009-07, 1-8-2009]
A. 
The personnel policies adopted in this Chapter are designed to list the principles and procedures which will be followed by the City of Laurie, State of Missouri, in the administration of the personnel program. These policies are intended and hereby adopted by the City to provide and establish efficient, equitable and functional rules for employee conduct. All City employees shall adhere to these rules and the Police Policy and Procedure Manual also binds employees of the Police Department. This Personnel Policy Manual revision supersedes prior versions of this Chapter and any prior leave policies existing separately from the Manual. All employees serve at will and nothing in these policies is intended to alter that status.
B. 
The City of Laurie is an equal opportunity employer. Therefore, it complies with all provisions of Title VII of the Civil Rights Act of 1964, as amended, and with the Missouri Fair Employment Practice Act of 1961, as amended. These laws prohibit discrimination based on race, color, sex, religion, national origin, disability, creed, ancestry, age, marital status or veteran status. Any employee who engages in discrimination, including, but not limited to, harassment, coercion, intimidation or retaliation, may be subject to discipline up to and including termination. Discrimination in any form is a violation of the law and shall not be condoned by the City.
C. 
Any employee who feels he or she has been subjected to any sort of harassment, coercion, intimidation or retaliation should immediately report the incident to their supervisor. If the supervisor is in any manner a party to the action or does not respond to the employee's request, the employee may directly contact the Mayor, or if the Mayor is the employee's supervisor, any City Alderman. Any supervisor who has received such complaint shall immediately notify the Mayor, or if the Mayor is the supervisor, any City Alderman, to coordinate an investigation and take further appropriate steps.

Section 117.020 Appointment, Promotion and Pay Based on Merit.

[Ord. No. 2009-07, 1-8-2009; Ord. No. 2012-12, 8-8-2012]
City employees will be appointed, promoted and paid based on the principle of merit. The principle of merit means that personnel actions in the City service are based on the individual performance and contribution of particular employees, rather than on consideration of seniority alone or partisan or political advantage. The department head with the approval of the Mayor and the Board of Aldermen will appoint employees; except the Police Chief has authority to hire reserve officers to fill an open position and report this at the next regular Board meeting. Appointment, promotion and pay shall be determined by evaluation of the applicant's training, education, experience, skills and abilities. Employees of the City of Laurie shall not be required to live within the City limits but are encouraged to do so.

Section 117.030 Drug and Alcohol Testing.

[Ord. No. 2009-07, 1-8-2009]
A. 
It is the intent of the City to help provide a safe and drug-free work environment for the public who visits City property and for our employees.
B. 
The City explicitly prohibits:
1. 
The use, possession, solicitation for, or sale of narcotics or other illegal drugs, alcohol or prescription medication without a prescription on City or customer premises or while performing an assignment, except for the possession and sale of legal alcohol within the scope of employment at City-sanctioned events.
2. 
Being impaired or under the influence of legal or illegal drugs or alcohol away from the City or customer premises, if such impairment or influence adversely affects the employee's work performance, the safety of the employee or of others, or puts at risk the City's reputation.
3. 
Possession, use, solicitation for, or sale of legal or illegal drugs or alcohol away from the City or customer premises, if such activity or involvement adversely affects the employee's work performance, the safety of the employee or of others, or puts at risk the City's reputation.
4. 
The presence of any detectable amount of prohibited substances in the employee's system while at work, while on the premises of the City, or while on City business. "Prohibited substances" include illegal drugs, alcohol, or prescription drugs not taken in accordance with a prescription given to the employee.
C. 
The City will conduct drug testing under the following circumstances:
1. 
Pre-employment testing. Prospective employees will be asked to submit to a test once a conditional offer of employment has been extended and accepted. An offer of employment is conditioned on the prospective employee testing negative for illegal substances.
2. 
Reasonable suspicion testing. The City may ask an employee to submit to a drug test at any time it feels that the employee may be under the influence of drugs or alcohol, including, but not limited to, the following circumstances: evidence of drugs or alcohol on or about the employee's person or in the employee's vicinity, unusual conduct on the employee's part that suggests impairment or influence of drugs or alcohol, negative performance patterns, or excessive and unexplained absenteeism or tardiness.
3. 
Post-accident testing. Any employee involved in an on-the-job accident or injury under circumstances that suggest possible use or influence of drugs or alcohol in the accident or injury event may be asked to submit to a drug and/or alcohol test. "Involved in an on-the-job accident or injury" means not only the one who was injured, but also any employee who potentially contributed to the accident or injury event in any way.
D. 
Any drug testing required or requested by the City will be conducted by a laboratory licensed by the State. All expenses related to the test will be incurred by the City. Alcohol testing may be conducted by appropriately trained City Police Officers.
E. 
If an employee is tested for drugs or alcohol and the results indicate a violation of this policy, the employee may be subject to appropriate disciplinary action, up to and including immediate termination from employment. In such a case, the employee will be given an opportunity to explain the circumstances prior to any final employment action becoming effective.

Section 117.040 Performance Reviews.

[Ord. No. 2009-07, 1-8-2009]
A. 
Each employee receiving an appointment or promotion to a position with the City of Laurie will be evaluated in that position after a period of six (6) months. After successful completion of the first six (6) months of employment, an employee may be considered for a pay raise. During the six (6) month period, the employee's work habits, abilities, work quality, attitude, promptness and other pertinent performance will be observed and evaluated by his/her supervisor, department head, Mayor and other appropriate City Officials. If a new employee fails to meet required standards of performance, such employee is to be dismissed. Promoted employees may be restored to the position from which he/she was promoted, or to a comparable position, if such position is available.
B. 
Annually between September first (1st) and October thirty-first (31st), department heads and the Mayor shall evaluate in writing all employees reporting directly to them, communicate with each employee regarding the contents of the performance review, and recommend pay raises where appropriate. Department heads shall report evaluations and recommendations to the Mayor annually by November first (1st), and the Mayor shall communicate these with the Mayor's input, along with evaluations and recommendations regarding department heads, to the Board of Aldermen annually by November fifteenth (15th). This will allow consideration of pay recommendations in the budget process.

Section 117.050 Conduct — Work Habits — Attitude. [1]

[Ord. No. 2009-07, 1-8-2009]
A. 
It shall be the duty of each employee of the City of Laurie to:
1. 
Practice high moral principles in all aspects relating to City activities and in personal relationships that could potentially adversely reflect upon the integrity of the government.
2. 
Bring to the performance of his/her assigned duties an earnest effort and an attitude of cooperation.
3. 
Seek to find and employ more efficient and economical methods of accomplishing tasks, which will conserve public funds.
4. 
Seek to promote harmony among other employees and to encourage an atmosphere of cooperation and teamwork.
5. 
Follow the chain of command and, if not satisfied, use the grievance procedure rather than by-passing a supervisor or the Mayor.
B. 
Further, employees of the City of Laurie shall not:
1. 
Practice discrimination through the dispensation of special favors or privileges to anyone nor accept favors or benefits induced by reason of City employment.
2. 
Make private promises of any kind binding upon the duties of employment.
3. 
Engage in business with public or private interests, either directly or indirectly, which is inconsistent with the performance of his/her City duties or gives the appearance of or may be construed as a conflict of interest.
4. 
Use any information coming to him/her in confidence in the performance of any public duty as a means for making private gain.
5. 
Fraternization.
[Ord. No. 2013-10 §1, 8-14-2013]
a. 
Supervisors are prohibited from fraternizing or becoming romantically involved with one another or with any other employee. Additionally, all employees, both supervisory and non-supervisory, may be prohibited from fraternizing or becoming romantically involved with other employees when, in the opinion of the City, their personal relationship may create a conflict of interest, cause disruption, create a negative or unprofessional work environment, or present concerns regarding supervision, safety, security, or morale.
b. 
An employee involved with a fellow employee should immediately and fully disclose the relevant circumstances to his/her supervisor or the Mayor so that a determination can be made as to whether the relationship violates this policy. All supervisors shall report an employee's disclosure of romantic involvement to the Mayor immediately. If a violation is found, the City may take whatever action appears appropriate according to the circumstances, up to and including transfer or discharge. Failure to disclose facts may lead to disciplinary action, up to and including termination.
[1]
Cross Reference — As to police officers, also refer to Police Policy and Procedures Manual, General Order 14.

Section 117.060 Political Activities.

[Ord. No. 2009-07, 1-8-2009; Ord. No. 2010-19, 12-8-2010]
City employees shall not be appointed or retained on the basis of their political activity. City employees shall not be coerced to take part in political campaigns, to solicit votes, to contribute or solicit funds or support for the purpose of supporting or opposing the appointment or election of candidates for any municipal office in the City of Laurie.

Section 117.070 Nepotism.

[Ord. No. 2009-07, 1-8-2009]
Two (2) members of an immediate family shall not be employed under the same supervisor; neither shall two (2) members of an immediate family be employed at the same time if such employment will result in an employee supervising a member of the immediate family. This policy applies to promotions, demotions, transfers, reinstatements and new appointments. "Immediate family" is defined as wife, husband, mother, father, brother, sister, son, daughter, mother-in-law, father-in-law, son-in-law, daughter-in-law, grandparent, grandchild, stepmother, stepfather, brother-in-law, sister-in-law, uncle, aunt, niece and nephew.

Section 117.080 Outside Employment.

[Ord. No. 2009-07, 1-8-2009]
Employees may not engage in any private business or activity while on duty. No employee shall engage in or accept private employment or render any service for private interest when such employment or service is incompatible or creates a conflict of interest with official duties. The employee will notify the Board of all outside employment.

Section 117.090 Use of City Equipment/Supplies.

[Ord. No. 2009-07, 1-8-2009; Ord. No. 2010-11 §9, 7-14-2010]
A. 
City property and resources are intended for the purpose of conducting municipal business and employees should not use them for personal benefit. Included are telephones, facsimile machines, copiers, computers, all electronic systems, hardware, software, temporary or permanent files and any related systems or devices, office supplies, maintenance equipment and all other forms of City property.
B. 
The City reserves the right to audit, access and review all matters on the City's information technology network, including e-mail and voice mail messages at any time, with or without notice, and that such access may occur during or after working hours. City employees shall protect City-owned equipment from theft, damage and unauthorized use. Employees using any City communication system for any reason should be aware that there is no presumption of privacy and they are expected to conduct themselves at all times so that their actions are appropriate and do not reflect poorly on the City of Laurie.
C. 
Improper use of the City's communications services and equipment will result in discipline, up to and including termination.
D. 
City employees and any other individual authorized to ride in City vehicles are required to wear seat belts when in City vehicles. No unauthorized individual is allowed in City vehicles unless approved in advance in writing by the Board of Aldermen. City employees who have been provided with a City vehicle shall exercise reasonable prudence and care in the operation of said vehicle and are authorized to allow spouses to ride in the vehicle. City employees with responsibility for City vehicles shall allow volunteers to use such vehicles only to the extent necessary for City purposes. Individuals authorized to ride in Police vehicles include, but are not limited to, stranded motorists, prisoners, detainees and witnesses.

Section 117.100 Vacation.

[Ord. No. 2009-07, 1-8-2009]
A. 
Every full-time employee and every part-time employee, excepting auxiliary (reserve) Police Officers who will receive no fringe benefits, shall be allowed annual vacation leave with pay. Vacation leave will begin accruing at the time of employment but shall not be taken until the completion of at least six (6) months employment. Vacation leave shall be accrued as follows:
1. 
Employees shall be allowed leave at the rate of four (4) hours per month of service for the first (1st) year of employment.
2. 
Employees with at least one (1) but less than ten (10) years of continuous service shall be allowed leave at the rate of eight (8) hours per month.
3. 
Employees with at least ten (10) but less than twenty (20) years of continuous service shall be allowed leave at the rate of twelve (12) hours per month.
4. 
Employees with twenty (20) or more years of continuous service shall be allowed leave at the rate of sixteen (16) hours per month.
5. 
Part-time employees shall be allowed leave at the rate of two (2) hours per month.
Time off for vacation leave, whether paid or unpaid, is not counted as "hours worked" for the purpose of overtime calculations.
B. 
Employees should attempt to take at least one (1) week of vacation leave in consecutive days each year. Subsequent vacation leave may be taken in parts throughout the remainder of the period. All vacation must be used in the year earned or by April thirtieth (30th) of the following calendar year, or it is forfeited as of that date. Absence on account of sickness, injury or disability, in excess of that hereinafter authorized, may, at the request of the employee and within the discretion of the department head, be charged against vacation leave. Vacation leave may not be taken in increments smaller than four (4) hours for exempt employees or smaller than one (1) hour for non-exempt employees.
C. 
Vacation leave shall be scheduled with the department head, with particular regard to seniority of employees, to accord with operating requirements and manpower needs. Police employees should attempt to take the majority of their vacation days during the months of October through April. Employees will fill out a vacation request form before taking time off which will be approved by department heads or the Mayor for department heads.
D. 
When a regularly scheduled holiday occurs during the period of an employee's vacation, an additional day of vacation shall be granted.

Section 117.110 Holidays.

[Ord. No. 2009-07, 1-8-2009]
A. 
All full-time employees of the City shall receive regular compensation for the ten (10) legal holidays listed below and any other day or part of a day during which the public offices of the City shall be closed by special proclamation of the Mayor, with approval of the Board of Aldermen. Part-time employees shall receive compensation in proportion to the average number of hours normally scheduled to work. Holidays to be observed are:
New Years Day
January 1
Martin Luther King Day
3rd Monday in January
Presidents' Day
3rd Monday in February
Memorial Day
Last Monday in May
Independence Day
July 4
Labor Day
1st Monday in September
Veterans Day
November 11
Thanksgiving Day
4th Thursday in November
The Friday following Thanksgiving Day
Christmas Day
December 25
B. 
It shall be the policy of the City to ensure that all full-time employees enjoy the same number of holidays each year. The standard shall be the number of holidays in a particular year, which will be celebrated by full-time employees working Monday through Friday. For this group, when a holiday falls on a Sunday, the following Monday shall be observed as the holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as the holiday.
C. 
Any full-time employee who is required to work on a regularly scheduled holiday shall receive a day off as near as possible to the holiday, considering manpower and scheduling conflicts. The department head shall designate the day off that will be taken. Efforts shall be made to grant alternate days within the same week as the actual holiday. When scheduling needs make this impossible, the holiday will be granted within one (1) month of the actual holiday.
D. 
Any employee absent without authorized leave on the day preceding and/or the day following a holiday shall not receive regular compensation for the holiday. Time off for holidays is not counted as "hours worked" for the purpose of overtime calculations.

Section 117.120 Sick Leave.

[Ord. No. 2009-07, 1-8-2009]
A. 
All full-time non-exempt employees shall accrue sick leave with full pay at the rate of four (4) hours for each calendar month of service. Sick leave shall accrue from the date of employment but shall not be taken until after six (6) months employment. Sick leave may never be taken in advance of accruing the time. Absence prior to the end of six (6) months employment or in excess of leave accrued shall be without pay. Part-time non-exempt employees shall accrue sick leave at the rate of two (2) hours per month for each calendar month of service. Auxiliary (reserve) Police Officers shall not earn sick leave.
B. 
Time off for sick leave, whether paid or unpaid, is not counted as "hours worked" for the purpose of overtime calculations.
C. 
A non-exempt employee may be eligible for sick leave for the following reasons:
1. 
Personal illness or physical incapacity.
2. 
Quarantine of an employee by a physician.
3. 
Illness in the immediate family requiring the employee to remain at home.
4. 
Appointments with medical and dental care providers.
D. 
A non-exempt employee who is unable to report to work because of the above stated reasons shall notify their department head or supervisor within two (2) hours before the time he/she is expected to report to work. Sick leave with pay shall not be allowed unless such report has been made. Sick leave in excess of three (3) working days shall be allowed only after presenting a written statement from a physician certifying that the employee's condition prevents the employee from performing the essential functions of the employee's job. Prior to returning to work, an employee absent due to sick leave in excess of three (3) working days shall also provide a written statement from a physician certifying if and when the employee is able to return to work and that the employee is able to perform the essential functions of the employee's job.
E. 
The department head or the Mayor (for department heads) must authorize an employee's use of sick leave for absence from work due to serious illness or injury of an immediate family member.
F. 
Any employee who reports to work and then becomes ill and leaves work may use sick leave. Sick leave may not be taken in increments smaller than one (1) hour for non-exempt employees.
G. 
Sick leave may be accumulated up to two hundred forty (240) hours. Any employee who has accumulated two hundred forty (240) hours of sick leave shall thereafter be paid for all unused sick leave accumulated. Payment shall be made annually at the first (1st) pay period in January. Payment shall be at the rate of one (1) hour regular pay for each hour of unused sick leave accumulated beyond the limit.
H. 
As required by the 1978 amendments to Title VII of the Civil Rights Act of 1964, pregnancy and pregnancy-related conditions shall be treated the same as any other illness or short-term disability.
I. 
Any employee terminating from City service shall not be paid for any sick leave used in the last two (2) calendar weeks of employment. When an employee resigns (giving two (2) weeks' notice) or retires from employment, the employee shall be entitled to receive reimbursement for accrued sick leave according to the following schedule:
0 — 2 Years of Service
Reimbursement for 0%
2 — 5 Years of Service
Reimbursement for 25%
5 — 10 Years of Service
Reimbursement for 50%
10 — 15 Years of Service
Reimbursement for 75%
Over 15 Years of Service
Reimbursement for 100%
J. 
Exempt employees are not subject to sick leave, but should handle absences due to illness responsibly in giving notice, arranging for work to be covered and coordinating with the Mayor.

Section 117.130 Family and Medical Leave.

[Ord. No. 2009-07, 1-8-2009]
A. 
All employees who have worked at least one thousand two hundred fifty (1,250) hours in the preceding twelve (12) months shall be entitled to take up to twelve (12) weeks of unpaid leave each year for specified family and medical reasons pursuant to and consistent with the provisions of the Family and Medical Leave Act of 1993 (29 USC 2601 et seq.), as amended, and all Federal regulations administered and enforced by the U.S. Department of Labor, Employment Standards Administration. To the extent allowed by Federal laws and regulations, any accrued paid vacation leave and accrued paid sick leave will be applied to any family and medical leave granted pursuant to this Section and will be included when calculating the number of days granted to an employee for family and medical leave.
B. 
The time taken for any unpaid leave in accordance with this provision will run concurrently with the time for continuation coverage detailed in the provision covering "Insurance" below if the employee does not return to work.

Section 117.140 Other Leave.

[Ord. No. 2009-07, 1-8-2009]
A. 
Jury Duty. An employee may be granted leave with pay when required to be absent from work for jury duty or as a trial witness. Nominal jury pay for mileage and jury service will not be deducted from the employee's pay. Employees who report for jury duty and are excused by the court before 12:00 P.M. will report to work to complete their scheduled shift. This Section does not apply to Police Officers who attend court as a result of their duties.
B. 
Military Leave. Employees may receive a leave of absence for participation in annual training in the National Guard or Reserve Armed Forces. A request for such leave must be accompanied by a copy of the official orders requiring such training. Compensation for such leave shall be limited to the difference between pay received for this military service and normal City pay. Such military training leave shall not be deducted from annual leave of other kinds. The City also complies with the provisions of the Uniformed Services Employment and Re-employment Rights Act. Any employee who chooses to enter military service or is drafted or activated into military service may request unpaid leave under this Statute and may have certain re-employment rights if the requirements of that Statute are met. Inquire if you are considering this option for further information.
C. 
Funeral Leave. An employee may be granted three (3) working days paid leave as needed in the event of death of spouse, child, mother, father, sister, brother, mother-in-law, father-in-law, grandmother or grandfather. Such leave shall not be deducted from either sick leave or vacation leave. An employee may be granted one (1) day funeral leave for the funeral of any other close family member, friend or colleague, at the discretion of the department head or the Mayor for a department head.

Section 117.150 Insurance.

[Ord. No. 2009-07, 1-8-2009; Ord. No. 2010-19, 12-8-2010]
A. 
Each full-time employee who has been employed for thirty (30) days may apply for health, vision, dental and life insurance coverage through the designated insurance provider of the City. The City will pay a portion of the premium for full-time employees, as determined each year by the Board of Aldermen. Dependent coverage will be at the expense of the employee.
[Ord. No. 2014-02, 1-8-2014]
B. 
Any employee declining insurance coverage shall be required to sign a waiver. The provider will determine future eligibility. Any employee declining insurance coverage through the City's designated insurance provider may be reimbursed by the City for ninety percent (90%) of the cost of alternate insurance coverage, co-pays and/or the cost of prescription medicine not covered by any insurance, up to a total maximum of two thousand dollars ($2,000.00) per calendar year, upon request and presentation of receipts by the employee.
C. 
(Reserved)[1]
[1]
Editor’s Note: Former Subsection (C), which provided that the City would reimburse one-half (1/2) of the membership fee and dues at a fitness center, was repealed 1-8-2014 by Ord. No. 2014-02.
D. 
Medical claims shall be handled by the employee, as provided for in the explanation of benefits received from the insurance carrier. All deductibles and co-payments shall be the responsibility of the covered employee. The City will reimburse an employee insured by the City's designated insurance carrier up to a maximum of one thousand dollars ($1,000.00) per calendar year of the employee's three thousand dollars ($3,000.00) deductible.
E. 
Terminated employees and dependents have the option of accepting State continuation coverage benefits to continue their group health coverage. If terminated employees opt to accept State continuation coverage, participant will be responsible for the entire coverage premium.
F. 
The City shall provide Workers' Compensation and professional liability insurance for coverage of all employees in the City service.

Section 117.160 Retirement.

[Ord. No. 2009-07, 1-8-2009]
Each full-time City employee shall be eligible for participation in a retirement plan after twelve (12) consecutive months of service. Contributions will be made on a monthly basis, with an annual contribution rate determined by the Board of Aldermen. The City does not have a mandatory retirement age and employees may be considered retired after leaving City service and being vested in the City retirement plan.

Section 117.170 Training and Travel. [1]

[Ord. No. 2009-07, 1-8-2009]
A. 
Employees shall be compensated for continuing education, training and professional meetings as deemed necessary by the department head or Board of Aldermen. Compensation for non-exempt employees shall include travel time when overnight accommodations are not provided. When overnight accommodations are provided and paid by the City, compensation shall be at the rate of one (1) day regular pay for each day in attendance at such meeting. The department head should consider travel time when deciding if the employee should return home or use overnight accommodations.
B. 
Reimbursement shall be made for meals that are purchased during required travel not to exceed an amount set for each meal by the Mayor, subject to review by the Board of Aldermen.
C. 
Expenses for meals shall not be allowed when such meals are provided and paid in the cost of registration.
D. 
Employees shall use vehicles provided by the City whenever practicable. Compensation for use of personal vehicles in travel, when required, shall be at the rate established by the Internal Revenue Service.
E. 
Employees requesting reimbursement for travel expenses shall complete an expense report and provide receipts for all claimed expenditures. An expense report, including receipts, shall also be completed when costs are paid by City credit card.
[1]
Cross Reference — As to police officers, refer to Police Policy and Procedures Manual, General Order 90.

Section 117.180 Payroll Policies.

[Ord. No. 2009-07, 1-8-2009]
A. 
The City has adopted a pay week which begins Sunday at 12:00 A.M. and ends Saturday at 11:59 P.M. with pay received the following Tuesday. Pay on weekends is at the same rate as pay on weekdays. If a holiday interferes with the City Clerk's ability to complete payroll, payday may be delayed until Wednesday. The standard workweek for full-time non-exempt employees shall be forty (40) hours. Exempt employees should work those hours necessary to assure the satisfactory performance of their departments and other job duties, but not less than forty (40) hours per week. Employees shall be assigned duties and responsibilities that can normally be accomplished within the set workweek.
B. 
When non-exempt employees are required to work in excess of forty (40) hours in a pay week for proper performance of work duties and responsibilities, overtime shall be compensated at the rate of one and one-half (1½) times their regular wage for hours worked over forty (40). With the concurrence of the employee's supervisor, the employee may elect to take compensatory time (an hour and a half for each hour over forty (40) worked in a week) rather than overtime pay. Compensatory time may only be accumulated up to two hundred forty (240) hours. Any employee who has accumulated two hundred forty (240) hours of compensatory time shall thereafter be paid overtime each week for any hours worked in excess of forty (40). With the approval of the Chief of Police, more than two hundred forty (240) hours but not more than four hundred eighty (480) hours of compensatory time may be carried over into the next year by Police Officers, so long as the hours in excess of two hundred forty (240) are taken in the first four (4) months of the year into which they are carried over. Overtime shall require approval by the department head or supervisor indicated in the organizational chart. Use of compensatory time is not counted as "hours worked" for the purpose of calculation overtime.
Example: Employee A works forty-four (44) hours in week one and with the concurrence of his/her supervisor elects to accrue six (6) hours of compensatory time rather than being paid overtime for week one. In week two, Employee A works two (2) hours on Monday, takes the rest of the day off by using the six (6) hours of compensatory time, works eight (8) hours each day Tuesday, Wednesday and Thursday, and works ten (10) hours on Friday. Employee A has only thirty-six (36) hours worked for week two (2+8+8+8+10), and therefore is not paid any overtime and does not accrue any additional compensatory time. However, Employee A is paid for forty-two (42) hours because of his/her use of six (6) hours of compensatory time.
C. 
A non-exempt employee who has left the normal place of work and been called back for additional work shall receive a minimum payment equal to at least two (2) hours pay. This will also apply to Police Officers who are required to attend court outside their scheduled work period.
D. 
Employees may volunteer off-duty time for activities of their choice, such as volunteer firefighter. If such services are needed during normal working hours, the employee may request time off without pay in advance of the activity, which shall be granted if the supervisor determines the time off is consistent with the needs of the City. City vehicles or equipment may not be used in the performance of these services.
E. 
Each department shall determine a work schedule which meets the needs of that department. Employees shall be responsible for obtaining their schedule and reporting to work in a timely manner. Requests for schedule changes shall be made to the supervisor or department head indicated in the organizational chart. Requests for vacation leave should be made in advance. Department heads may vary the normal working hours of 8:00 A.M. to 4:30 P.M. Monday through Friday in his or her department as circumstances warrant.
F. 
Employees shall be responsible for keeping accurate time records. Leave taken, including sick leave, vacation leave, holidays, compensatory time to be accrued instead of paid as overtime, and compensatory time used, should be indicated on time records. Employees shall sign time records and present to their supervisor or department head. Department head and/or supervisor will review the time record for accuracy and sign as required. Any falsification of time records shall be grounds for termination. Department heads will submit time records to the Mayor or Alderman signing pay checks for that pay period for review and signature as required.
G. 
An employee leaving the City service shall not be issued their final paycheck until all City property has been returned and all obligations to the City have been fulfilled.
H. 
The City Clerk shall maintain payroll records and personnel files. Accurate records of all leave accumulated and used, years of service, performance evaluations and disciplinary action shall be kept for each employee by the department head.

Section 117.190 Clothing Allowance.

[Ord. No. 2009-07, 1-8-2009; Ord. No. 2011-10, 6-8-2011]
The City of Laurie shall provide all necessary equipment for employees to properly do the tasks assigned to them. Police Officers will be issued a weapon, duty gear and uniforms. Uniforms to be worn will be determined by the Police Chief. Full-time officers will initially be issued three (3) long sleeve shirts, three (3) short sleeve shirts, three (3) trousers and a duty jacket. Reserve officers will initially be issued one (1) long sleeve shirt, one (1) short sleeve shirt, one (1) trouser and a duty jacket. A department-owned weapon is issued to each full-time officer. If the officer wishes to carry his/her own weapon, he/she must receive permission from the Chief of Police. Full-time officers will receive uniform maintenance through the Police Department's annual budget. The uniform budget will be used to maintain and replace uniforms and items at the discretion of the Police Chief. Replacement items for reserve officers will be furnished by the City. Full-time officers will be furnished bullet-resistant body armor. Many reserve officers have body armor from other employment. However, to the extent any reserve officer who does not already have body armor elects to purchase body armor, the City will reimburse that reserve officer for twenty percent (20%) of the cost. Maintenance workers may be provided uniforms as determined by the Mayor and the Board.

Section 117.200 Promotions.

[Ord. No. 2009-07, 1-8-2009]
Vacancies occurring in the City service shall when possible be filled by promotion of a qualified employee within existing personnel. However, the City may recruit applicants from outside the City service. Promotion or transfer within the City service shall be based primarily on the qualifications and performance of the person being appointed and secondarily on seniority. The criteria used in the selection of the most qualified applicant shall be experience, performance, evaluations and, where feasible, examination.

Section 117.210 Coaching, Counseling and Disciplinary Actions.

[Ord. No. 2009-07, 1-8-2009]
A. 
It shall be the duty of all City employees to comply with and to assist in carrying into effect the provisions of the City's Personnel Policies and all other rules, regulations and ordinances of the City.
B. 
All department heads and other supervisors are encouraged to give feedback to employees, for both positive performance and regarding areas needing improvement, on a regular, ongoing and informal basis. It is the duty of every department head and supervisor to discuss improper or inadequate performance with the employee in order to correct deficiencies and to avoid the need for disciplinary action. It is the duty of every employee to attempt to correct any deficiencies in their performance.
C. 
Discipline shall be progressive when, at the City's sole discretion, it is appropriate in light of the nature of the deficiency in performance or misconduct, the past quality of performance and contributions of the employee, and other relevant circumstances. Termination from employment may be immediate, without warning or progressive discipline, in certain situations that warrant such action. Examples of conduct that may be found to be grounds for immediate termination include, but are not limited to:
1. 
Conviction of a felony or other crime involving moral turpitude.
2. 
Misappropriation, destruction, theft or conversion of City property.
3. 
Falsification of any information required by the City.
4. 
Illegal introduction, possession or use on City property or in City equipment of any controlled substance(s) or proceeding to or from work under the influence of any illegal controlled substance.
5. 
Use of alcohol during working hours on City property or in City equipment or proceeding to or from work under the influence of alcohol. Police Officers working undercover are exempt from this provision when supervisory personnel authorize such conduct in the performance of their duties.
6. 
Conviction of any crime involving the use of illegal drugs or intoxicating liquors.
D. 
In some situations, suspension without pay may be deemed appropriate. Department heads and supervisors shall consult with the Mayor prior to giving any employee a written warning, suspension or termination. Written notice of any warning or suspension shall be given to the employee stating the reasons for the warning or suspension and the remedial conduct expected. A copy of the notice signed by the employee is to be placed in the employee's personnel file, to serve as evidence of delivery. A copy shall also be presented to the Board of Aldermen at the next regularly scheduled meeting in closed session. In cases of termination, a brief memorandum of the reasons for termination shall be prepared, reviewed by the Mayor and presented to the Board of Aldermen in closed session prior to the termination taking effect.
E. 
Any employee who may have engaged in conduct warranting immediate termination may be suspended with pay pending investigation, which shall be completed as promptly as feasible. Similarly, Police Officers may be suspended with pay while an internal affairs investigation is conducted. Employees who wish to do so may use the grievance procedure to appeal a warning or termination decision and shall be given an opportunity to be heard.

Section 117.220 Grievance Procedure.

[Ord. No. 2009-07, 1-8-2009]
A. 
It is the desire of the City to adjust the causes of grievances informally, and department heads, supervisors and employees are expected to make every effort to resolve problems as they arise. All grievances shall be in writing and shall follow the chain of command as indicated on the organization chart. In the event that a grievance cannot be resolved through the usual chain of command, the following policy is to be observed:
1. 
If satisfaction is not achieved by the above procedure within ten (10) working days, the grievance may be presented to Mayor for consideration by the Board of Aldermen.
2. 
The Mayor shall either convene a meeting within ten (10) days to consider the grievance or add the issue to the agenda of the next regularly scheduled Board meeting, if it is scheduled to be held within ten (10) days after the Mayor receives the grievance. The grievance shall be heard in either closed or open session, as appropriate, depending on the nature of the grievance and as determined by the Mayor and the Board of Aldermen. Hearings regarding personnel decisions shall be in closed session. The employee, the supervisor, the department head and any other interested party shall have the right to be heard. The Board shall then take appropriate action, which may include a recommendation to change an earlier decision, a change in the personnel manual or other rules and regulations, a finding that the grievance is unjustified or any other appropriate recommendation. The finding of the Board shall be final and conclusive.
3. 
No employee shall be disciplined or retaliated against in any way because of proper use of the grievance procedure as the complainant, witness or other participant.

Section 117.230 Personnel Records Closed to the Public.

[Ord. No. 2009-07, 1-8-2009]
Employees may review their own personnel record in the office of the City Clerk, at a reasonable time and upon reasonable notice. In order to protect the privacy of employees and other confidential personnel matters pursuant to Section 610.021(3) and (13), RSMo., all personnel records are closed to the extent permitted by Missouri law.

Section 117.240 Federal Old-Age, Survivors, Disability and Health Insurance System.

[Ord. No. 107 §§A — E, 4-18-1988]
A. 
It is hereby declared to be the policy and purpose of the City of Laurie, Missouri, to extend to all eligible employees and officials of said City who are not excluded by law or by this Section and whether employed in connection with a governmental or proprietary function of said City, the benefits of the system of Federal Old-Age, Survivors, Disability and Health Insurance as authorized by the Sections 105.300 through 105.440, RSMo., as the same may be now and hereafter in effect.
B. 
The Mayor of Board of Aldermen and the City Clerk of the City of Laurie, Missouri, are hereby authorized and directed on behalf of this City to prepare, execute and submit to the Office of Administration, Social Security Unit of the State of Missouri, as State agency of the State of Missouri a plan and agreement for extending said benefits to said eligible employees and officials of the City of Laurie, Missouri, in the form prepared by the State agency and hereby approved and adopted by the Board of Trustees of this City, which plan and agreement are to become effective upon approval thereof by the State agency and are further authorized and directed to execute agreements and modifications and amendments thereof with said State agency providing for the extension of said benefits to said employees and officials as set forth in said plan and agreement as provided for in Section (A) hereof, said plan and agreement to provide that said extension of benefits is to be effective July 1, 1988.
C. 
Commencing on the first (1st) day of the month following the date of the approval of the plan and agreement of this City by the State agency, there shall be deducted from the wages of all employees and officials of the City of Laurie, Missouri, to whom the benefits of said system of Federal Old-Age, Survivors, Disability and Health Insurance are extended, by virtue of the plan and agreement hereinbefore provided for, the amount of each of said employees' and officials' contributions, as determined by the applicable State and Federal laws and by said plan and agreement, the aggregate amount of said deductions to be paid into the OASDHI Trust Fund created pursuant to Section 105.390, RSMo.; provided however, that from the first (1st) payment of wages made to each of said employees and officials after the benefits of said system have been extended to such employees and officials, there shall be deducted a sum equal to the amount which would have been due and payable from each said employee and official had said extension of benefits been provided and effective on July 1, 1988.
D. 
Commencing on the first (1st) day of the month following the date of the approval of the plan and agreement of this City by the State agency, there is hereby authorized to be appropriated from the General Fund of the City of Laurie, Missouri, and there is and shall be appropriated the sum or sums of money necessary to pay the contributions of the City of Laurie, Missouri, which shall be due and payable by virtue of the extension of the benefits of the Federal Old-Age, Survivors, Disability and Health Insurance System to the eligible employees and officials of said City, said sum or sums of money to be paid into the OASDHI Trust Fund created pursuant to Section 105.390, RSMo.; provided however, that in making the first (1st) payment to said OASDHI Trust Fund, after the benefits of said system have been extended to such employees and officials, said first (1st) payment shall include a sum equal to the amount which would have been due and payable had said extension of benefits been provided and effective on July 1, 1988. The fund from which said appropriation is made will, at all times, be sufficient to pay the contributions of the City by this Section directed to be paid to said OASDHI Trust Fund.
E. 
The City of Laurie, Missouri, from and after the approval of the plan and agreement of this City by the State agency shall fully comply with and shall keep such records, make such reports and provide such methods of administration of said plan and agreement as may be required by all applicable State and Federal laws, rules and regulations now and hereafter in effect with respect to the extension of the benefits of the Federal Old-Age, Survivors, Disability and Health Insurance System to the employees and officials of this City. For the purpose of administering said plan and agreement, the City Clerk of this City shall be the official who shall make all notices and communications from the State agency to this City with respect to said plan and agreement and shall be addressed to: City Clerk, P.O. Box 1515, Laurie, Missouri 65038.