CITY OF WORTHINGTON, OHIO - opraonline.org

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CITY OF GROVE CITY, OHIO

EMPLOYEE HANDBOOK

Dear New Grove City Employee:

Welcome to the City of Grove City. The City of Grove City was founded by William Breck in 1852. Now, 150 years later, the City has a growing population of nearly 30,000 residents but still maintains its "small-town" atmosphere, reaping the benefits of its nearby cosmopolitan neighbors and competing well in this regional arena.

We are proud of our many accomplishments both as an organization and a community. Our goal is to provide consistent and friendly services that will assure a high quality of life for people who live, work, or visit Grove City. The City staff is one of our most valued resources, and we strive to ensure that all employees are treated fairly and given every opportunity to achieve the highest possible level of success.

This handbook has been designed to provide you with general information about the City and its daily operations. It is important that you read and understand each item covered in this booklet. However, it may not answer all of your questions. Since the City of Grove City is "Team-Oriented", there will be someone available to answer your questions and support you, especially during your first few weeks. Please remember, this manual is not intended to cover all policies and procedures established by the City.

Once again, welcome to the City staff and please accept our best wishes for success in meeting your professional goals, as well as the goals and objectives of the City.

Very truly yours,

Richard L.(Ike) Stage, Mayor

Philip Honsey, City Administrator

INTRODUCTION

From time to time, it may be necessary to amend or change this employee handbook. The City of Grove City reserves the right to modify, revoke, suspend, terminate, or change any or all such plans, policies, procedures, or guidelines, in whole or in part, at any time, with or without notice.

The language set forth in this employee handbook is not intended to create, nor is it to be construed to create, a contract of any kind, either express or implied, between the City of Grove City and its employees. This employee handbook is presented for the purpose of providing information, and does not cover every circumstance. Employment with the City is not for a defined period of time and your employment is considered at-will. Successful completion of any "probationary" period does not alter your at-will status.

No representative of the City, except the City Administrator by express written agreement, has the authority to make representations or agreements with any employee that are contrary to the foregoing.

This employee handbook applies to all non-union personnel, unless noted otherwise, and also applies to all union personnel to the extent the handbook does not conflict with, or a subject is mutually addressed by, the express terms of the applicable collective bargaining agreement.

Administration

The City of Grove City has a strong Mayor-Council-City Administrator form of government. This form of government was adopted in 1958 through the approval of a City Charter by the voters of Grove City. The Mayor and City Council members are elected, and the City Administrator is appointed by the Mayor and handles the administration and the day to day operations.

Headed by the offices of the Mayor and City Administrator, administrative offices include Human Resources, Information Technology and Public Information.

City Departments/Divisions

To provide our residents, businesses, and visitors with the best possible service, it is important that all departments work together as one. To help you understand each department, a brief informal description follows.

Department of Development

Promoting the City's business and economic climate is the primary responsibility of this department. The overall goal within this department is to ensure quality development, thereby diversifying the tax base, employment opportunities and housing.

Department of Finance

The Finance Department plans, directs, and coordinates all financial affairs of Grove City. This includes maintaining general accounting records, processing employee payroll, payment of all bills, compiling financial reports, and collecting City revenue. The accuracy of the operations in this department has been applauded by the State Auditor's Office and has earned the Certificate of Excellence. The Finance Department further handles daily responsibilities of payroll, insurance and benefits as will as the retention of public records.

Department of Public Safety

The Public Safety Director oversees the operations of the Division of Police and the Division of Building and Planning.

Police Division

The Division of Police is responsible for taking a multi-faceted approach to law enforcement. The goals are met through citizen awareness and education programs, as well as crime prevention, detection, and investigation.

Building and Planning Division

The Division of Building and Planning issues building and related permits, performs building inspections, and provides enforcement of building and zoning codes.

Department of Parks and Recreation

This department is responsible for the upkeep of public parks, landscaped areas, and facilities to ensure safety, cleanliness, and attractiveness for the people who live, work, or visit our City. They also plan and direct a wide range of programs for children, adults and families to meet year-round recreational needs.

Department of Public Service

The Public Service Department is responsible for the maintenance of public buildings and services within the City including Urban Forestry. Departmental staff performs snow removal, street cleaning and maintenance, sewer and drainage services, and the maintenance of the traffic control system. Throughout the year employees engage in special projects such as installing holiday decorations, erecting barricades for festivals and parades, and initiating new programs.

Department of Law

The Law Director works with both the Administration and Council to protect the interests of the City. Additionally, the Law Director is responsible for prosecuting local cases in Mayor's Court.

Employment Classification, Compensation, Promotion, Related Schedules and Overtime

For detailed information regarding employment classification, the City's Compensation Plan, pay periods, advancement and promotion, the probationary period, employee evaluations, and overtime policies, please consult Chapters 159 and 161, sections 159.07, 159.08, 159.09, 161.01, 161.02, 161.09 and 161.10, and other related sections of the City's Codified Ordinances available through the Department Heads.

Benefits

The City offers extensive benefits to provide for the health and well-being of our employees and their families who meet eligibility requirements of the various plans. The basic benefits are summarized below. Further descriptions of these various plans are available either in your orientation packet or from the Human Resources assistant. Please refer to each plan or specific Chapter for eligibility requirements.

Retirement Systems

Eligible employees participate in the Public Employees Retirement System (PERS). This plan is designed to provide income for you when you retire. The system currently requires employee contributions through payroll deduction. Participation in the retirement system is in effect from the first day of employment.

All eligible full-time Police personnel employed by the City are members of the Police and Firemen's Disability Pension Fund (PFDPF). The system currently requires contributions of eligible wages. Participation in the retirement system is in effect from the first day of employment. Employee contributions vary, if applicable; please review the collective bargaining agreement for further details. The City also contributes to the retirement system.

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Medical/Prescription Drug/Dental/Vision

Employees who meet eligibility requirements may elect to have medical, prescription drug, dental, and vision coverage. Coverage is offered for both eligible employees and their family. The actual written plan documents contain additional coverage information, exclusions, and limitations. In the event of any discrepancies, the written plan document shall govern. Benefit cards will be received within 30 days of initial employment. Please review your plan documents for further details, Chapter 161.08, or call the Finance Department or Human Resource assistant.

Life Insurance

Life insurance in the amount of fifty thousand dollars ($50,000) is provided to all eligible full-time employees as indicated in Chapter 161.08.

You must name the beneficiary for these benefits and may change the beneficiary by completing the necessary forms. Life Insurance Certificates will be received within 60 days of initial employment. For forms and additional information, contact the Finance Department.

Employee Assistance Program

City employees and their families are offered an assistance program for professional assessment, short-term counseling, and/or referral services. The use of these program services is confidential. For confidential assistance contact People Resources (614) 8609155. For further details of services available, please contact the Finance Department or the Human Resources assistant.

Tuition Reimbursement

Full-time employees wishing to enroll in job-related coursework may receive various reimbursements on eligible tuition and fees. All courses or programs require prior approval before enrollment for reimbursement. Request forms are available in Human Resources.

Please see Chapter 161.11 for further details and requirements.

Travel, Per Diem and Expenses

Employees who are required to travel or expend personal money as part of their work assignment will receive reimbursement for eligible and appropriate expenses. Consult and review Chapter 161.08 and Administrative Order #5.2 and any other applicable Administrative Orders.

In some cases, you may request a cash advance for the expenses you expect to incur. Employees must follow the City's specific rules and regulations regarding travel and reimbursement amounts. Always consult your supervisor for authorizations, expense limits, travel advances, and reservation procedures when you are scheduled to travel.

Traffic and/or parking citations, however, are solely your responsibility and shall not be reimbursed by the City. If you use your vehicle for City business, or use a City vehicle for any purpose, you must comply with the City's Use of Vehicles policy.

Mileage reimbursement applies to all situations where you use your personal vehicle to travel on City business. Travel to and from your home and your normal workplace is personal travel and will not be reimbursed by the City.

Requests for reimbursement must be submitted on the appropriate form. Reimbursement will be made at the rate established by the City.

If you incur authorized expenses on behalf of the City, you should submit an expense reimbursement form complete with appropriate receipts. Only expenses that have been preapproved by the City will be reimbursed.

Longevity Bonus

All eligible employees after the completion of five years of full-time service with the City shall receive a longevity bonus according to a set schedule described in Chapter 161.03.

Optional Benefits

Listed are optional benefits that are available to eligible employees on a voluntary basis. (Employee paid)

1. Credit Union 2. Deferred Compensation Plan 3. Direct Deposit Program 4. Accidental Death & Dismemberment 5. Power Shack Gym Fitness Center discounts 6. Cell Phone package discounts 7. Ohio Tuition Trust payroll deductions

For further details and eligibility requirements, please contact the Finance Department or the Human Resource assistant.

Citizen Inquiries

The Citizen Inquiry Form is designed to assist City employees when dealing with citizens who contact the City regarding a problem, question, concern or criticism. The City employee taking the call is to treat caller in a respectful manner and act with due diligence regarding the inquiry. The City employee is to fill out the form to the best of their ability, forward the pink copy to the Mayor's office upon initial contact and redirect remaining copies to the appropriate employee/department for action. Upon completion the white copy is filed with the Mayor's office.

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Attendance and Absenteeism

Scheduled times of work vary per department. Please consult your department director for your schedule.

Regular Work Day. For all employees, except police dispatch and Division of Police employees as well as employees governed by a collective agreement, a regular work day is an eight hour work period between the hours of 6:00 a.m. and 6:00 p.m. as determined and designated by the City Administrator.

A regular work schedule for employees represented by a union shall be according to the City's agreement with such respective union.

Regular Work Week. For each employee (not covered by a collective agreement or other exception determined by the City Administrator) whose designated work day is eight or more working hours, a regular work week consists of five consecutive work days in any seven day period followed by two consecutive days off. A work week for all employees consists of forty hours of time worked on behalf of the City.

Regular attendance and punctuality are essential to attain our goals. In addition, attendance and punctuality are one measure of your overall performance on the job.

You are expected to be at your work area ready to start at your scheduled time. If you are unable to report to work, or if you will arrive late, you must contact your supervisor immediately. If your supervisor is not available, you should leave the information with another supervisor or designated representative. If you know in advance that you will need to be absent, you are required to request time off directly from your supervisor, and follow City policy regarding the same.

Excessive absences and/or tardiness will subject you to discipline up to and including discharge and may consist of any action which is appropriate to the offense.

Absences for qualifying events under the Family and Medical Leave Act will not count as an absence for purposes of discipline under this policy provided that you comply with the City's policy for Family and Medical Leaves.

Absences of three (3) or more consecutive days will require documentation from a physician or health care provider.

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Holidays

All eligible employees as referred to in Chapter 161.04 shall receive eight hours of compensation at base rate for the following holidays:

New Year's Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Friday after Thanksgiving Day Christmas Eve Day Christmas Day Employee's Birthday

All other eligible employees whose regularly scheduled days off are Saturday and Sunday shall observe holidays falling on Saturday or Sunday on the day on which such holiday is nationally observed. All employees shall be excused from work on the day provided for observation of the holiday, if feasible.

When it is necessary for an employee to work on a day on which he or she would otherwise be entitled to observe a holiday (with the exception of the employee's birthday), he or she shall be compensated. Any time actually worked on that day in excess of eight hours shall be paid as overtime under the provisions of section 161.02.

The employee birthday holiday shall be observed on a day mutually advantageous to the employee and the City within a twelve (12) month period. This holiday can not be carried forward to the next twelve (12) month period.

Specific Leave Policies

Vacation, Sick, Special, Military, and Family and Medical Leaves

For explanations of these leaves and any other applicable leaves and your eligibility and other requirements, as well as their corresponding accrual rates, please refer to Chapters 161.05, 161.06, 161.07 and 161.13.

Jury Duty

An employee called for jury duty shall be granted a leave of absence for the period of jury service and will be compensated for difference between his regular pay and jury duty pay. Contact the Finance Office for additional information.

Family and Medical Leave Act

It is the policy of the City to grant up to twelve (12) weeks of family and medical leave during any "rolling" twelve (12) month period to eligible employees in accordance with the Family and Medical Leave Act of 1993 (FMLA). A rolling twelve (12) month period means the twelve (12) month period measured backwards from the date an employee uses the leave. The leave will be unpaid, however, benefits will continue during the leave.

All and any accrued available paid leave benefits and disability benefits, if applicable, must be substituted for all or any part of unpaid FMLA leave taken for any reason.

All leaves of any kind that are granted, whether paid or unpaid, for purposes which are covered under the FMLA, shall be charged as FMLA leave and shall be subject to the twelve (12) week per year limitation for the length of the FMLA leave. Further, the City may designate the type of leave to be substituted if more than one type of leave applies to a leave situation.

Qualification Requirements. In order to qualify to take family and medical leave under this policy the employee must meet all of the following conditions:

1. The employee must have worked for the City at least twelve (12) months or fifty-two (52) weeks. The twelve (12) months, or fifty-

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two (52) weeks, need not have been consecutive. For eligibility purposes an employee will be considered to have been employed for an entire week even if the employee was on the payroll for only part of a week or if the employee is on leave during the week.

2. The employee must have worked at least one thousand two hundred fifty (1250) hours during the twelve (12) month period immediately before the date when the leave would begin.

3. The employee must work in an office or work-site where fifty (50) or more employees are employed within seventy-five (75) miles of that office or work-site.

Covered Leave. In order to qualify as FMLA leave under this policy, the employee must be taking the leave for one of the reasons listed below:

1. The birth of a child and in order to care for that child;

2. The placement with the employee of a child for adoption or foster care;

3. To care for spouse, child, or parent with a serious health condition; or

4. The serious health condition of the employee which makes the employee unable to perform the functions of the employee's job.

Serious Health Condition. A "serious health condition" means an illness, injury, impairment, or a physical or mental condition that involves:

1. In-patient care (i.e., overnight stay in hospital, hospice or residential medical care facility);

2. Any period of incapacity requiring absence from work, school, or other regular daily activities of more than three (3) calendar days and that involves two (2) or more times

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