R-2266-2-04RESOLUTION NO. 2266-2-04(R)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ADOPTING AMENDMENTS TO THE PERSONNEL POLICIES
AND PROCEDURES MANUAL TO UPDATE ALL EXISTING POLICIES AND
ADMINISTRATIVE DIRECTIVES; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council previously adopted the City of Allen Personnel Policies and Procedures Manual
on Jane 20,1991; and,
WHEREAS, the policy contemplates that from time to time revisions and amendments should be made to the
manual; and,
WHEREAS, it is the responsibility of the City Council to adopt amendments to the manual.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, THAT:
SECTION 1: The City of Allen Personnel Policies and Procedures Manual is hereby amended by the
policies attached hereto as Exhibit "A" where are hereby approved.
SECTION 2: The City Council directs the City Manager, or designee to codify and promulgate the revised
policies set forth herein for the benefit and understanding of all City employees.
SECTION 3: All resolutions of the City of Allen, Collin County in conflict with this resolution are hereby
repealed.
SECTION 4: The City of Allen Personnel Policies and Procedures Manual as amended herein shall
continue in full force and effect until amended or repealed by resolution of the City Council.
SECTION 5: This resolution shall become effective immediately upon its passage.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 24TH DAY OF FEBRUARY, 2004.
ATTEST:
Shelley B. Georg C, CITY SECRETARY
LJ
APPROVED:
Stephen Yerrell, MAYOR
CITY OF ALLEN
City of Allen Administrative Directive & Policy Manual
This manual contains all Administrative Directives and Personnel Policies and Procedures governing
employment related issues within the City of Allen. The purpose of this manual is to provide
employees with a comprehensive source of information on the formal policies and procedures to be
followed as an employee of the City of Allen. The policies themselves are designed to create a
workplace that is efficient, united, responsive, and respectful.
The issuance of this manual in no way constitutes a contract between the City and its employees or
changes the at will nature of employment with the City of Allen in any way. No manual can
anticipate all circumstances that may arise. Exceptions to this manual or actions taken that are not
covered within the manual remain the sole prerogative of the City Manager.
Applicability: These policies apply to all City employees regardless of position unless otherwise
noted in a specific policy.
Enforcement: Enforcement of these policies will be handled in the manner prescribed by the
individual policies. The general and final authority for human resources management rests with the
City Manager, who may delegate it as necessary and proper, except for matters reserved to the City
Council.
There are two general kinds of policies contained within this manual. Administrative Directives are
developed by the administrative department and approved by the City Manager. Administrative
Directives deal mostly with on the job activities and procedures. Personnel Policies & Procedures
are created by the Human Resources Department and must be approved by the City Council to take
effect. These policies cover conduct, benefits, standards of conduct and termination, and other issues
tied to employees instead ofjob tasks.
Administrative Directives may be revised at the discretion of the City Manager. Personnel Polices &
Procedures may only be revised after approval by the City Council.
Questions, comments, or suggestions on this manual or the policies contained herein can be directed
to the Human Resources Department.
Table of Contents
Administrative Directives
Section 1
Number 1:
Dress Code Policy
Page 4
Number 2:
Office/Building Policy
Page 7
Number 3:
(Replaced by #27)
Number 4:
(Replaced by #5)
Number 5:
City Cable Channel & Video Production
Page 12
Number 6:
City Web Site Links
Page 18
Number 7:
Procurement Policy
Page 19
Number 8:
Management of Information Systems
Page 41
Number 9:
(Replaced by #14)
Number 10:
Media Relations
Page 45
Number 11:
(Replaced by #25)
Number 12:
Capitol Improvement Projects
Page 50
Number 13:
(Replaced by #23)
Number 14:
(Replaced by #33)
Number 15:
(Replaced by #34)
Number 16:
Grant Procedures
Page 53
Number 17:
Advertising Procedures
Page 56
Number 18:
Wireless Telephones and Pagers
Page 57
Number 19:
P.R.I.D.E. Program
Page 61
Number 20:
Purchase of Business Cards
Page 69
Number 21:
Business Diversity Program
Page 71
Number 22:
Tree Mitigation Application
Page 78
Number 23:
(Replaced by 32)
Number 24:
City Cash Handling Procedures
Page 80
Number 25:
Accounts Payable
Page 83
Number 26:
Vehicle Replacement Fund
Page 88
Number 27:
City Vehicle Use
Page 96
Number 28:
City Identification Cards
Page 107
Number 29:
Tuition Reimbursement
Page 108
Number 30:
Employment Procedures
Page 111
Number 31:
Separation Processing
Page 116
Number 32:
Travel Expenses
Page 118
Number 33:
Petty Cash
Page 125
Number 34:
Protocol for City Ceremony
Page 130
Section l: Administrative Directives
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: DRESS CODE POLICY
NUMBER: 1
EFFECTIVE DATE: MAY 22, 2000
Business Casual attire
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, QTY MANAGER
DRESS CODE POLICY
FOR ALL NON -UNIFORMED EMPLOYEES
Note: Uniformed Personnel should refer to the dress code specific to their department.
Employees of the City of Allen are expected to be neat, well-groomed, and appropriately dressed
each day. Employees should be aware that some individuals have sensitivity to odors and
fragrances, and to use good judgment in regard to this. The City of Allen has the right to expect and
does expect all employees to have sufficient pride in their work and their association with the City of
Allen and to exercise mature discretion in appearance, dress, and demeanor. Since opinions about
what constitutes appropriate attire vary, the City has established the following guidelines.
GUIDELINES
Business Professional dress is required for all public meetings unless otherwise specified by the City
Manager. Employees attending seminars should dress appropriately as they are representing the City
of Allen.
Business Professional attire is required Monday through Friday for all Department Heads and
Executive Team Members. However, Business Casual is allowed as an option for Friday Dress.
BUSINESS PROFESSIONAL
APPROPRIATE ATTIRE
NOT APPROPRIATE ATTIRE
Long- or short -sleeved dress shirt and tie
Business Casual attire
Dress slacks, dress shirt, sportcoat/blazer and
tie
Suit, dress shirt and tie
Attire coordinated around conservative suits
anted or skirted , dresses, pant suits
Dress blouses or shells (not t -shirts) with suits,
slacks or skirts
Blazers, sweaters, vests, cardigans
"OPTIONAL " FRIDAY DRESS
Business Casual attire
All items listed as "not appropriate" under
Business Casual attire
City of Allen logo polo or long-sleeved shirts
leans of any color, shorts, capri pants, cropped
Business Casual is allowed Monday through Friday for all employees, except Department Heads,
Executive Team Members and uniformed personnel, during regularly scheduled business hours.
BUSINESS CASUAL
APPROPRIATE ATTIRE
NOT APPROPRIATE ATTIRE
Traditional business attire
leans of any color, shorts, capri pants, cropped
ants, skorts ors lit skirts of my kind
Dockers style, dress cords and dress slacks
Sweatpants, sweat suits, nylon jogging suits or
sport cover-ups
Long- or short -sleeved shirts or blouses, golf
T-shirts or sweatshirts; City Board/Commis-
shirts, polo shirts with collars or banded
cion t -shirts or sweatshirts will only be allowed
collared shirts, turtleneck shirts
on certain occasions as designated by the
approprnate Department Head
Dress blouses or shells (not t -shirts) with suits,
Halter, tank, tube, backless or midriff tops
slacks or skirts
Loose knit pants with blazer or appropriate
Spandex pants, leggings or tight knit pants
cover extending below the hips
Blazers, s ortcoats, sweaters, vests, cardigans
Athletic shoes, sneakers, flip-flops
Denim dresses, skirts and blouses, jumpers
Mini -skirts or son dresses
with blouses
"OPTIONAL"FRIDAYDRESS
Everything on the Business Casual list
All items listed as "not appropriate" except
where noted as "appropriate" under Friday
Dress
City of Allen logo polo or lon -sleeved shirts
NOTE: Male employees are allowed neatly trimmed facial hair.
My accessories, includingjeweby, must be consetvetive in keeping with a business environment.
City of Allen logo and long-sleeved shirts must conform to certain specifications. Allowable styles,
colors and purchasing information will be forwarded to the Department Heads. These shirts will not
be provided by the City.
Questions as to the appropriateness of apparel or appearance should be directed to the employee's
supervisor and/or applicable Management Team Member. The City of Allen reserves the right to
determine if an employee's attire is not in keeping with this policy, and if so, the employee may be
asked to return home to change to proper attire. This time may be charged to vacation leave, or if
the employee has none, leave without pay.
TIPS FOR OFFICE DRESS
Remember, the goal is for all employees to project a professional image. Any dirty, wrinkled,
revealing, frayed, or ill-fitting clothing is inappropriate. Extreme fashion trends are unacceptable. A
good rule of thumb — if you question whether an item is acceptable, it probably is not.
EXCEPTIONS
Exceptions to these guidelines may apply where the position warrants and must be approved jointly
by the City Manager and the Director of Human Resources. Exceptions may be made to comply
with laws related to disability accommodation, or religious beliefs or practices, on a case-by-case
basis. Employees with medical conditions that require clothing items that are not allowed under this
policy should get medical certification from their primary care physician.
Jeans and athletic shoes may be worn under special circumstances with the approval of the City
Manager. Special event t -shirts may be worn the workday preceding the event and the day of the
event.
Seasonal exceptions: Walking shorts (appropriate length of 2-3 inches above the knee) are allowed
to be worn by employees working outdoors during specified times as designated by the appropriate
Department Head and the City Manager (i.e., Parks and Recreation, Community Services,
Engineering).
Within this framework, the City of Allen allows for Business Casual dress that is acceptable.
Department Heads may choose to modify the lists for their areas, only to the extent of removing
certain items from the "Appropriate Attire" lists.
ENFORCEMENT
Supervisors are to enforce these guidelines of dress and speak to employees who report to work in
inappropriate clothing. If the employee continues to violate this policy, disciplinary action may be
taken.
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: OFFICE/BUILDING POLICY
NUMBER: 2
EFFECTIVE DATE: MAY 22, 2000
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
BUILDING POLICIES AND PROCEDURES
FOR THE MUNICIPAL COMPLEX
Employees located in all City buildings will follow the Office/Building Policies and Procedures
guidelines as outlined in this policy. The Allen Public Library, the Fire Department, the Police
Department and the Joe Farmer Recreation Center each have a departmental policy pertinent to their
specific conference rooms, meeting rooms and break rooms.
ENFORCEMENT OF OFFICEBUILDING POLICIES AND PROCEDURES
Supervisors are to enforce the guidelines of the Office/Building Policies and Procedures. Failure to
comply with the policies could result in disciplinary action under the City's Personnel Policies and
Procedures.
PARKING
City Hall employees will park in the south and southwestern parking lots to allow visitors and
citizens access to the closest parking spaces.
FOOD AND BEVERAGES — PUBLIC AREAS AND MEETING ROOMS
Food and beverages are not allowed in the public areas unless approved by the City Manager. If
applicable, consumption of food and beverages will be allowed in all conference rooms for meetings
with the City Council, City staff, and/or board members/visitors/citizens attending the meetings in
order to conduct official City business.
Consumption of food and beverages in the Municipal Complex for special occasions and events in
the Council Chambers and public meeting rooms is covered under separate policy.
FOOD AND BEVERAGES—EMPLOYEES
Employees are prohibited from consuming meals in all areas of the Municipal Complex except the
break room. Employees will be permitted to consume snack foods and beverages at their desks.
However, no hot foods (i.e., popcom, hot pockets, sandwiches) will be allowed at the desk area.
Coasters will be furnished and should be used for beverage containers to prevent damage to the
furnishings.
Centralized coffee preparation is allowed in designated areas. Coffee/other beverage preparation in
private offices and individual workstations is prohibited.
SMOKING OR TOBACCO USE
The Municipal Complex is designated as a tobacco -free facility. The use of all tobacco products is
strictly prohibited inside the building and on all grounds surrounding the complex with the exception
of the patio located outside the break room, the plaza area of the first floor east wing, the plaza area
outside the Council Conference Room and all parking lots. All trash shall be placed in the proper
receptacles.
POSTING OF ANNOUNCEMENTS
All official City postings must be approved and initialed by the City Secretary or designee prior to
posting on the official bulletin board. Sufficient time for review must be allowed prior to posting.
Display or posting of materials on any department bulletin boards must be approved by the
Department Head. The Department Head shall affix his/her initials in the lower right hand portion
of the material to be displayed or posted. Any item not bearing the initials of a Department Head
shall be removed immediately and discarded.
Posters or notices advertising religious, political or commercial events of products will not be
allowed on any departmental bulletin boards.
Information to be included on the City website should be forwarded to the Public Information
Officer.
Special exceptions for postings of announcements may be authorized by the City Manager.
FURNITURE AND DECORATIONS
Fans/heaters may be used on a temporary basis and should be kept out of public view.
Only three prong, grounded, industrial extension cords (no orange ones!) may be used and the
Maintenance Department must approve the use.
Any items to be hung on the wall (artwork, diplomas, maps, etc.) need to be framed or have a
finished taped border (for example - finished tape border on laminated maps prepared by Keep -Safe
Laminating). These items are to be reviewed in advance and approved by the Department Head
and/or the City Manager. Wall calendars and large wall planners are to be kept within an
employee's workstation or private office and not displayed in public view. The calendars and wall
planners do not need to be framed. Cartoons, news clippings and posters are prohibited. No items
will be hung, attached, or affixed to the building structure or walls, doors, windows or any article of
furniture except as approved under this policy. Only the Maintenance Department will be authorized
to hang any approved items.
Bulletin boards, except when incorporated as part of a workstation, are prohibited. However,
departmental bulletin boards that have been authorized by the Department Head are allowed. Only
offices/workstations equipped with fabric walls or material intended for such use may use pushpins
to secure maps and other approved items.
Radio volume must be such that it does not disturb others.
No items will be placed on the top of the systems furniture or the overhead bins. All personal items
should be kept to a minimum to maximize the individual workspace. Personal photos should be
framed and placed on desktops, credenzas, bookcases or systems furniture. All desk accessories
should be complimentary to the furniture and decor.
Plants should be limited and placed in containers (baskets, brass, plastic, ceramic, etc.) that include a
drip-pan to eliminate the chance of leakage. Decorative brass or colored containers are suggested for
consistency with the decor of the complex. Pots made of unglazed clay or paper are prohibited.
Plants should not spread over the desk/credenza top. Personal plants will be the responsibility of the
employee. Live plants placed in appropriate containers on the floor in any private office or
individual workstation should not create an obstacle for the traffic flow and will be maintained by
the respective employee. The Parks and Recreation Department will oversee all activity concerning
the upkeep of the live plants in the common areas that are used as decoration throughout City Hall.
No candles will be allowed.
All public counters will remain free of clutter including, but not limited to, literature and literature
holders.
The Department Head may require at any time that a "decoration or furnishing' be removed if it is
deemed to be in "poor taste" or disruptive to a professional work environment.
The purchase and placement of art and decorations in the large open or common areas will be
undertaken by the City Manager and the corresponding Departments.
SIGNAGE
No signage, other than approved with the complex plan, is permitted without approval by the City
Manager and must be consistent with existing signage. All signage must be installed or hung by the
Maintenance Department.
BREAK ROOM
No personal dishes, silverware or appliances will be stored in the employee break room overnight.
At the end of the week, the Cleaning Crew will discard any silverware, coffee cups, or dishes left in
the kitchen.
Break room refrigerators and freezers may be used for short-term storage of food and beverages. At
the end of the week, the Cleaning Crew will discard any items left in the refrigerators or freezers.
No small/portable refrigerators will be allowed in the Municipal Complex unless authorized by the
City Manager. Microwaves will only be allowed in the break room, the City Council kitchen and the
third floor copy room.
All trash should be placed in the proper receptacles.
WAITING AREAS
All waiting areas are the responsibility of the departments that utilize the waiting area. These areas
must be continually checked to ensure that they are neat and tidy and clear of trash and clutter. The
waiting areas will be checked each evening upon departure.
The Cleaning Crew will clean each waiting area during routine evening rounds.
RESTROOMS
No personal effects, toiletries or grooming items will be placed in the restrooms accessed by the
public.
KEYS AND LOCKING SYSTEM
Copying or loaning any issued key for the complex is strictly prohibited.
All offices and main doors shall be locked at the end of each working day.
Additional information will be provided at a later date.
CONFERENCE ROOM AND MEETING ROOM SCHEDULING
All conference rooms will be reserved prior to the meeting with the staff liaison listed below. All
staff in attendance at the meetings will be responsible for discarding all trash and returning the room
to its original condition before leaving the room. Food and beverages are allowed for meeting
purposes if approved by the appropriate Department Head.
Scheduling of common conference rooms, training rooms or the Council Chambers for City
meetings in which public or private business is to be conducted will occur as follows:
Administration —
Council Chambers — City Secretary Department
Council Conference Room — City Secretary Department
City Manager's Conference Rooms — City Manager's Office
Human Resources Conference Room — Human Resources Department
10
Human Resources Training Room — Human Resources Department
Plan Review/Small Conference Room — Engineering Department
Large Conference Room/1 at floor — Engineering Department
Community Services Conference Room — Community Services Department
Finance Conference Room — Finance Department
Parks and Recreation Conference Room — Parks and Recreation Department
Police Department —
Training Room — Police Department Records Clerk
Library —
Community Room — Library Staff
Conference Room — Library Staff
Joe Farmer Recreation Center —
Commurmy Room — Recreation Center Staff
Bethany Lakes Club House — Recreation Center Staff
COUNCIL CHAMBERS AND PUBLIC MEETING ROOMS
Policies and procedures for the Council Chambers and public meeting rooms are covered under a
separate policy.
STORAGE
All departmental items will be stored in the department area with the exception of all official City
records. All official City records will be stored under the direction of the City Secretary's
Department. Record Liaison Officers are responsible for complying with the Local Government
Records Act and keeping all storage areas neat and organized.
REPAIRS
The Maintenance Department must make any and all repairs. No pins, nails, glue, tape or any other
device or adhesive may be used unless provided and approved by the Maintenance Department.
11
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: CITY CABLE CHANNEL &
NUMBER: 5
VIDEO PRODUCTION POLICIES &
PROCEDURES
EFFECTIVE DATE: April 7,2003
AMENDS/SUPERSEDES: EFFECTIVE
APPROVED:
FEB. 14, 2001
PETER N. VARGAS, CITY MANAGER
-11
CITY CABLE CHANNEL & VIDEO PRODUCTION POLICIES & PROCEDURES
I. PURPOSE
The purpose of this manual is to outline the procedures for programming of the City's cable
television channel and in-house video production services. City 6 is a government channel. There
are no legal requirements to broadcast any type of programming that is not government related. City
6 is dedicated to providing programming that is centered on government programs, activities, and
services.
II. OBJECTIVES
The primary objectives of the City of Allen cable channel are as follows:
• To increase awareness of activities and deliberations of legislative and advisory bodies of the
City of Allen.
• To provide information to the citizens of Allen concerning the services, facilities, functions and
operations of the City.
• To assist and encourage citizen participation in City programs and services to the maximum
extent possible by providing general information.
• To assist with the internal training of City departments.
• To provide information on public health, safety, and welfare issues.
u1u 11LN
A. TYPES OF PROGRAMMING
The Public Information Office offers three (3) basic programming services.
1. Community Bulletin Board — Informational messages displayed in typewritten or
graphic form. The bulletin board is in operation when no other programming is
scheduled.
12
2. Live Cablecast — The televising of an event as it is happening. Live coverage of City
events will include, but is not limited to, City Council meetings, Planning and Zoning
Commission meetings, and special meetings as requested by City departments only.
Live events may be taped for archival or rebroadcast purposes.
3. Taoe Delayed Cablecast — A program or event videotaped for cablecast at a later
time. City Council meetings and Planning and Zoning Commission meetings will be
cablecast both live and by tape delay at set times during the week.
a. In -House Productions — A program or event produced by the City of Allen
Public Information Office.
Public Service Announcements (PSA's) — Short videotaped spots
announcing events or issues of importance to the citizens of Allen
produced by the City of Allen Public Information Office. This includes
City 6 station ID's.
ii) Training Tapes — histmctional videotapes used to discuss, outline, and/or
summarize departmental functions or techniques. Training tapes shall be
produced by the City of Allen Public Information Office for internal use
and can be cablecast on City 6 when appropriate.
iii) Informational Programming — Programs on a variety of topics produced by
the City of Allen Public Information Office for cablecast at a later time,
such as Access Allen, AEDC's Business Landscape, and City produced
training tapes.
iv) Documentation — The videotaping of a meeting or event for educational,
training or archival purposes.
b. Outside Productions — A pre-recorded program or public service announcement
(PSA) produced outside of the City of Allen Public Information Office.
B. REQUESTS FOR PROGRAMMING
1. Procedure
a. Requests for the Community Bulletin Board, including graphics, must be submitted in
writing or via E-mail to the Public Information Officer.
b. Requests for programming other than the Community Bulletin Board must be made in
writing on a Production Request Form to the Public Information Officer.
13
C. Production Request Forms are available through the Public Information Office and on
the City's Common Drive.
d. All requests are subject to the approval of the Public Information Officer and the
availability of the video production staff and equipment.
2. Request Deadlines — In order to allow for proper production, scheduling and publicity,
requests must be submitted according to the following guidelines:
a. Community Bulletin Board: Requests must be received fifteen (15) business days in
advance of the scheduled event.
i) Information that changes frequently, such as job listings, will be updated as
necessary.
ii) Information that is not date specific will be aired at the discretion of the Public
Information Office staff.
iii) Critical notices (i.e., Homeland Security or severe weather) will be displayed in
text only format on the scrolling ticker tape located at the bottom of the viewing
screen and will be updated as necessary.
b. Live Cablecast: Requests must be received at least ten (10) working days prior to the
meeting or event.
C. Taped Cablecast / Video Production (program): Requests must be made at least
three (3) months in advance of the intended cablecast date or deadline.
d. Public Service Announcements: Requests must be received one (1) month in
advance of the intended cablecast date.
3. Departmental Responsibilities — City departments requesting program development must
be willing to assist in producing the program.
a. The requesting department shall be responsible for content development and script
outline development. The Public Information Office shall be responsible for
planning, creative concept, script writing, shooting, editing, post -production, and
distribution.
b. The requesting department shall identify a contact person to provide necessary
information, persons and props to be used for the production and on -air presentations.
14
The contact person and/or the department director shall be available as needed to
approve program content.
C. The requesting department may be asked to pay tape duplication and other related
production costs.
IV. CABLECAST POLICY
City cable channel programming will adhere to the following procedures and guidelines:
A. Programs must not contain:
1. any material that is obscene, libelous, slanderous, or knowingly violates any federal,
state or local laws; lottery, gambling, or pari-mutuel schemes;
2. material designed to promote the sale of products or services; or promotions and
endorsements for individuals seeking public office;
3. solicitation of funds;
4. material or performances that require copyright or trademark authorization unless
written authorization for the use of such materials is secured; and,
5. material promoting a specific religious viewpoint.
B. All programs cablecast on City of Allen's cable channel must be non-commercial and may
not identify services or goods by cost or price. Guests may be identified as a representative of
a business. Commercial or business representatives' telephone numbers and addresses may
not be stated or displayed during the program, but may appear in the program credits.
C. Pre-recorded programs and Public Service Announcements (PSA's) produced outside the
City of Allen must be submitted to the Public Information Officer for approval based on
appropriateness and available air time.
D. Programs created by outside producers must first obtain indemnification of the City from
liability arising from the content of the program.
E. Programming material discussing partisan issues will adhere to the Federal Communications
Commission's (FCC) equal time guidelines found in the Communications Act of 1934,
Section 315. For example, candidates for public office may not make political statements
unless he or she is participating in a forum.
15
F. All programming scheduled on the City's cable channel will be subject to laws, rules and
regulations present in the Cable Television Consumer Protection and Competition Act of
1992 and subsequent FCC regulations.
V. TECHNICAL STANDARDS
Tapes submitted for playback on the City's cable channel must conform to the following technical
guidelines and are subject to the technical discretion of City 6 personnel
A. Format:
1. One-half inch ('/2") S -VHS tapes are preferred, although high quality VHS tapes may
be accepted and must be recorded in SP mode (2 hour speed).
2. Digital media in DVD and mini -DV tape format are acceptable.
B. Video:
1. A videotape must not contain any skewing, burst, blanking, sync, or tracking
problems or errors. The composite video signal, when viewed on a waveform
monitor, must not be less than 65 IRE or greater than 100 IRE, with black level at 7.5
IRE.
2. Each videotaped program must be preceded by 30 seconds of black from the head of
the tape, with the first video program appearing at 31 seconds.
3. All videotapes must have continuous control track from the beginning of the tape,
including pre -roll, through the end of the program and post -roll black.
4. Digital media must not have any digital artifacts.
C. Audio:
1. The audio signal on videotape must not contain any hum, buzz, feedback or signal
loss exceeding five (5) seconds. Audio should peak at 0 VU plus or minus 2 VU and
be recorded on normal audio tracks. Hi-fi tracks on S -VHS shall not be used.
2. Digital audio must not be over -modulated.
D. All media must be labeled with the producer or sponsoring agency's name, program title,
production date, and exact running time from first video to last.
16
VI.
The operation and programming of the City's cable television channel is the responsibility of the
Public Information Office.
A. Public Information Officer (PIO)
1. The PIO will approve all scripts, prospective guests, editorial content, subject matter
and production quality prior to the broadcast.
2. The PIO will protect the City's copyrights as provided by law.
3. Any requests to use City video products in a commercial manner or to be sold or
distributed in whole or in part must have the PIO's written consent.
4. The PIO will respond fairly and in a timely manner to any complaints regarding the
City's cable television channel operations.
B. Video Production Specialist
1. The Video Production Specialist will not edit the cablecast of public meetings
or subject the same to editorial comment except for technical difficulties.
2. The audio/video facilities and equipment are to be maintained by the Video
Production Specialist, who will not permit either to be used for inappropriate
purposes or be subjected to improper wear and tear and insufficient maintenance.
C. Video Production Assistant
The Video Production Assistant will perform duties as assigned by the PIO or the Video
Production Specialist to assist in maintaining established procedures.
17
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: CITY WEB SITE LINKS
NUMBER: 6
EFFECTIVE DATE: MARCH 12, 2001
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAs CITY MANAGER
CITY WEB SITE LINKS
PURPOSE
The City of Allen web site is designed to provide residents access to government departments,
services and programs. From time to time, departments may wish to provide links to other sites as
necessary or the request for a link on the City's site may be made. This policy sets guidelines for
links that may be established on the City of Allen's web site.
LINKS TO OTHER SITES
Note: Some of the links made available through the City of Allen's web site will allow viewers to
leave the City's site. Please be aware that the Internet sites available through these links, and the
material found there, are not under the control of the City. The fact that the City has made these links
available is not an endorsement or recommendation of these sites by the City. They are only
provided as a convenience to the viewer.
Links may be made to the City's web site that meet the following criteria:
Maintained by an established news -gathering organization, being either a newspaper of regular, paid
circulation or a television station that provides local news regularly and maintains a national network
affiliation.
Maintained by a federal, state or local governmental agency or public school.
Maintained by an organization that receives direct financial support from the City.
Provides a unique tool to assist residents in accessing information on the site or in communicating
with each other, i.e., Allen Online.
GROUPS
In order to avoid the appearance of City endorsement of political content, links shall not be made to
sites that are associated with, sponsored by or serving a candidate for elected office, any political
party or organization supporting or seeking to defeat any candidate for elective office or ballot
proposal.
f
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: PROCUREMENT POLICY
AND PROCEDURES MANUAL
NUMBER: 7
EFFECTIVE DATE: MAY 10, 2001
AMENDS/SUPERSEDES: PROCEDURES
EFFECTIVE APRIL 15, 1988
APPROVED:
PETER R. VARGAS, CITY MANAGER
PROCUREMENT POLICY
AND
PROCEDURES MANUAL
PURCHASING POLICY MANUAL
The City of Allen Purchasing Division is responsible for the centralized procurement, receiving,
storing and issuing of items required to support the efficient operation of the City. Purchasing must
ensure that these purchasing responsibilities are accomplished in compliance with Texas Local
Government Code, including Chapter 252, Purchasing and Contracting Authority of Municipalities,
other relevant federal, state and local statutes, and City of Allen Policies, and any and all of which
may be reviewed and updated from time to time, and all of which take precedence over this Manual
to the extent that they may conflict.
The City Manager has designated the Purchasing Division as being the central authority responsible
for the procurement of the items required to operate and maintain the City. Purchasing is
responsible for procuring these items at the best value, optimum delivery, and total overall quality to
meet the requirements of the requisitioning departments. This is accomplished primarily through
competitive bids/proposals with the City's best interests always paramount.
This Manual has been prepared for the use of City personnel and other interested parties to serve as
policy for all procurement related activities.
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TABLE OF CONTENTS
1-I STATEMENT OF PURPOSE
1-2 POLICY AND AUTHORITY
• Attachment "A" - Ordinance No. 1869-09-00
1-3 DEFINITIONS
1-4 RESPONSIBILITIES IN THE PURCHASING PROCESS
A. Purchasing Department
B. Initiating Departments
1-5 PROCEDURES
A. Cost Parameters
B. Signature Authority
C. Requisition Process
D. Sealed Bid Process
E. Vendor Performance Review
F. Bidding Parameters
G. Supply/Service Contracts
H. Completion of FPO/Check Request
I. Purchasing Procedure Violations
J. Emergency Procedures
K. Disposal of Property
1-6 PROCUREMENT OF PROFESSIONAL SERVICES
A. Definitions
B. Procurement of Architectural — Engineering Services (VTCS Article 644-4)
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C. Procurement of Architectural or Engineering Services — Fees Estimated to be
Under $50,000
D. Procurement of Architectural or Engineering Services — Fees Estimated to be over $50,000
E. Procurement of Personal & Professional Services, other than those Exempt from Competitive
Bidding
F. Selection Committee
G. Contract Execution
H. Special Conditions
1-7 PROCUREMENT ETHICS
Principles and Standards
1-8 Procurement of Automated Information Systems and Services through the State of
Texas Qualified Information System Vendors (QISV) Catalogue Purchase Program
(CPP).
A. Definitions
B. Policy
C. Selection Procedures
PROCUREMENT OF GOODS AND SERVICES
1-1 STATEMENT OF PURPOSE
To establish a uniform procedure for obtaining goods and services in a manner consistent
with generally accepted purchasing procedures and legally mandated purchasing standards.
1-2 POLICY AND AUTHORITY
A. POLICY — Regardless of the expenditure it is the policv of the City of Allen to earner
charged with ensuring the timely availability of needed goods, services and supplies, as well
as establishing procedures and controls in the purchasing process to comply with all
applicable laws and regulations. Furthermore, it is the policy of the City to allow the City
Council to make final award on any expenditure exceeding the dollar amount governed by
21
the State Competitive Bid Law, or City of Allen Standard Operating Procedures, or City
Ordinance whether the item is subject to bid or not.
B. LEGAL REQUIREMENTS which affect the acquisition of goods and services
include the following:
1. Where required by Statute, purchases of more than $15,000 must be advertised in
accordance with the competitive bid process and awarded by the City Council. (L.G.C.
252.021).
2. A municipality, in making an expenditure of more than $3,000 but less than $15,000,
shall contact at least two disadvantaged businesses on a rotating basis, based upon a list
furnished by Purchasing. (L.G.C. 252.0215)
3. "Component,' "Consecutive,' or "Sequential' purchases to avoid the competitive bid
process are prohibited. (L.G.C. 252.001)
4. No officer or employee of the City shall have a financial interest, direct or indirect, in any
contract with the City, nor shall be financially interested, directly or indirectly, in the sale
to the City of any land, or rights or interest in any land, materials, supplies or service
except on behalf of the City as an officer or employee. Any knowing violation of this
section shall constitute malfeasance in office, and any officer or employee of the City
found guilty thereof shall be subject to removal from such office or position. Any
violation of this section shall render the contract voidable at the discretion of the City
Council. (City of Allen Charter, Section 10.05)
5. City Ordinance No. 1869-09-00 establishes the Powers and Authority of the City
Manager to make purchases, execute contracts and approve change orders as provided by
City Council (Attachment "A").
C. OTHER CITY PROCEDURES which pertain to the purchasing process are:
1. Preparation of City Council Agenda Items
2. Accounts Payable Procedures
3. Capital Improvement Projects
1-3 DEFINITIONS
a. PURCHASE - The act of obtaining a good or service by an authorized City representative.
Unless specifically authorized by this Procedure or the General Accounts Payable Procedure, no
individual may make any purchase or establish an obligation to purchase on behalf of the City.
b. CHECK REQUEST/FIELD PURCHASE ORDER (F.P.O.) -a request generated by the initiating
department to the Finance Department for payment of items other than goods and services.
22
c. PURCHASE ORDER (P.O.) - a form issued by Purchasing which authorizes the placement of an
order, establishes terms and conditions of delivery, incurs a financial obligation for these goods
and services, and records payment activity with regard to the things ordered. The Purchasing
Department will not issue Purchase Orders "after the fact'.
d. REQUISITION - a request generated by the initiating department to the Purchasing Department
to acquire goods or services.
e. SERVICE AGREEMENTS - contracts for service and repair of equipment generally established
annually or upon acquisition of the equipment.
f SOLE SOURCE PURCHASES - purchases that can be made from only one vendor as defined
by State law. When a department has identified a specific brand, and will not consider alternate
products, a detailed justification explaining why other vendors or products are not acceptable
must be provided to the Purchasing Department in advance for review and concurrence.
g. SPECIFICATIONS - detailed requirements for an item or service. Specifications must be
complete and sufficiently defined in order to provide the exact product or service required.
h. SUPPLY CONTRACTS - agreement established through a competitive bid process for the
purchase of goods or services for a specified time period may be utilized to acquire goods
covered by a Supply Contract.
i. BLANKET PURCHASE ORDERS - are established in order to establish a qualified contractor
listing for items/services that are purchased repetitively over a period of time, but can not be
quantified. No order should exceed $10,000.
1-4 RESPONSIBILITIES IN THE PURCHASING PROCESS
A. The Purchasing Department is responsible for procurement of all items or services obtained by
means of competitive sealed bids, competitive sealed proposals, or annual supply contracts and
in these arenas:
1. Ensuring statutory compliance by the City with all applicable laws and regulations pertaining
to purchasing activities.
2. Ensuring City departments receive prompt delivery of goods and services requested.
3. Developing and maintaining reliable alternate sources of supply and a competitive
atmosphere in pricing and performance by vendors.
4. Selecting sources of supply from which to secure prices, obtaining quotes, and documenting
reasons for the selection of a given vendor.
23
5. Contacting a supplier in regard to poor performance. Unsatisfactory product quality or
service performance can be a factor in subsequent award determinations; continued poor
performance may be cause for removal from our vendor list.
6. Where possible and practical, combining purchases of similar items to allow for better
pricing and establish a more competitive atmosphere.
7. Coordinating, organizing and assisting departments in the specifications writing process for
equipment and services.
8. Insuring specifications written by departments are not proprietary, and if bid response is
anticipated to be very narrow, insuring proper documentation exists as to reasoning of narrow
specifications.
9. Training
On an as needed basis the Purchasing Department will present a Purchasing Class for
all employees who process requisitions, FPO's, BPO's, who receive orders and write or
develop any specifications. The class is required for all personnel who are authorized
to purchase for their departments. Training MUST be completed prior to any
individual becoming involved in the purchasing process. When necessary, the
Purchasing Department will set up additional training classes to accommodate new
hires.
b. For access to the Purchasing System individuals MUST receive the appropriate
training. Training sessions are to be scheduled with the Purchasing Department.
Should the need arise additional classroom sessions will be made available.
10. Conducting departmental audits and issuing any subsequent reports to insure that all
Statutes, Policies and Procedures as outlined are being adhered to.
B. REQUESTING/ INITIATING DEPARTMENTS are responsible for:
1. Submitting requisitions for purchase order assignment for purchases of $10,000 or less.
This includes ordering, expediting, notifying accounts payable of receipt and preparing
specifications which are complete and will not inhibit the concept of an open market.
• Optimum specifications are performance -oriented, stating needs and requirements to be
met by the equipment, good or services. In most cases, brand names may be used for
example only, allowing alternate bids to be acceptable if the end result is consistent
with the specifications.
2. A FPO/Check Request may be used for specialized forms for payment authorization for use
of bond funds on capital projects, utility deposits and overnight payments and any
specialized form approved by the City Manager. Additionally, FPO/Check Requests will
be used for payments for personal or professional services, employee expense advances or
24
reimbursements, association membership dues and registration fees for conferences,
seminars, or workshops, payment of utility bills, employee medical expenses,
subscriptions, dues and advertising expense, intergovernmental payments and other
payments specifically approved by the City Manager.
3. Submitting requisitions for purchase over $10,000 or items the department desires the
Purchasing Department to acquire with sufficient lead-time to acquire materials in advance
of need.
• Specifications should be submitted to Purchasing far enough in advance to allow for
specification coordination, development and the bid process. Departments should
allow for the typical timeframe of eight (8) weeks to process a bid through Council
approval and Purchase Order Award.
4. Advising the Purchasing Department in writing and providing evidence when
unsatisfactory performance from a supplier is experienced at the time the deficiency takes
place.
5. Assisting Purchasing in accomplishing the combining of purchases of similar items to
allow for better pricing and establishment of a more competitive atmosphere.
1-5 PROCEDURES
A. COST PARAMETERS
1. Initiating Departments are authorized to obtain pricing for goods and services costing
$10,000 or less per the City of Allen Procurement Policy and Procedures Manual.
2. Purchases in amounts between $3,000 and $15,000 must be made in compliance with the
State Of Texas Historically Underutilized Business Program (HUB). Purchases greater
than $15,000 are subject to requirements of the competitive bid process unless specifically
exempted by State Law.
B. SIGNATURE AUTHORITY
Department Heads/Division Managers have signature authority on any agreement binding
the City in instances requiring an expenditure of $3,000 or less. All other agreements must
be signed by the City Manager or his designee.
C. REQUISITION PROCESS
1. Requisitions are to contain information that is as complete and specific as possible. Detailed
specifications should generally be placed on a separate sheet and forwarded to Purchasing.
25
2. A specific date by which the item is needed must be provided. Requisitions marked "RUSH"
or "AS SOON AS POSSIBLE" will be processed according to date of receipt in the
Purchasing Department. Indicate "FIRM DATE" under comments, if appropriate.
3. The requisition is forwarded electronically through the approval process prior to being
received for processing by Purchasing.
4. Purchasing will review requisitions based on previous experience with the item, records of
past purchases, and vendor catalogs. Purchasing will not change requisitions or attempt to
interpret descriptions without first coordinating with the initiating department.
D. SEALED BID PROCESS -
1. STEPS TO BE USED (These steps apply specifically to all procurements with the
exception of Capital Improvement Construction Projects, but it is recommended the spirit
of this process be used in CIP projects also.)
Advance Acquisition Process Meetings (AAP) (Purchasing/Initiating Department)
Prior to development of specifications, the initiating department should schedule a meeting
with the appropriate Purchasing personnel to brainstorm the needs and wants of the
products or services needed. If at all possible, this session should not focus on a particular
product, but upon what needs to be accomplished by the product/service.
Specification Pre -Development Meeting with Vendors (Optional) (Purchasing/Initiating
Department)
After AAP Meeting is held, may be used to further educate City Staff on product
availability.
Specification Development (Initiating Department/Purchasing)
Responsibility of initiating department. Purchasing is available for assistance and ensuring
specification is not proprietary without proper documentation and reasoning.
Bid Packet Development (Purchasing)
Responsibility of Purchasing Department. Initiating departments are requested to furnish
any known vendors of product/service to Purchasing in conjunction with specifications.
Release of Bid (Purchasing)
Pre-bid Conference (Purchasing/Initiating Department)
A pre-bid conference, coordinated by Purchasing, may be held prior to opening of bids to
give vendors the opportunity to voice any concems in relation to, or ask for any
26
clarifications of, the specifications. Pre -Bid Conferences are not permitted to be
"Mandatory" unless approved by the Purchasing Agent or his/her designee. However, a
site visit prior to submission of bids may be required as part of the specifications.
NOTE: Any addendum issued within three (3) working days of the bid opening, will
automatically delay the bid opening by one week.
Opening of Bids (Purchasing)
All Bids will be opened in a location designated by the Purchasing Department.
Evaluation of Responses (Purchasing/Initiating Department)
It is the responsibility of the Purchasing Department with technical assistance provided by
the initiating department to evaluate all bids. State law mandates bids be awarded to the
"lowest responsible bidder." If the recommended bidder is not the lowest bidder the
initiating department must outline specifically how the bid does not meet specifications.
Pre -Award Conference (Purchasing/Initiating Department)
Prior to Council Agenda Item being prepared, a conference will be held with the apparent
successful bidder if possible. The conference, coordinated by Purchasing, will be held to go
over the bid response to ensure interpretation of the specification by the bidder was correct
and all items are being famished as specified.
Award of Contract (Council)
Contract Development (Purchasing)
Purchasing is responsible for all contract development activities related to any item that
comes through the Purchasing Department, with exception of construction projects
Follow-up on Delivery (Purchasing)
Based upon promised delivery date, Purchasing will conduct follow-up activities to ensure
product is delivered in a timely manner and according to specification. Any contact by
vendors concerning delivery after bid award should be referred to the Purchasing
Department.
Closeout (Purchasing/Initiating Department)
If necessary, after receipt of product/service, the initiating department and Purchasing will
meet to discuss and document any problems encountered in the procurement process. (This
meeting will be coordinated by Purchasing.) These "problems" may include changes to the
specification that need to be made, inadequate sources, delivery, etc. These 'closeout'
27
comments will be taken into consideration on future procurements of like
products/services.
2. CONTESTED BIDS/PROTESTS
a. Bid Process -
If a department is made aware of, or is contacted by a vendor regarding a protest
relating to advertising of bid notices, deadlines, bid opening and all other related
procedures under the Local Government Code, as well as any protests relating to
alleged improprieties or ambiguities in the specifications, the department should either
contact the Purchasing Agent, or instruct the vendor to contact the Purchasing Agent.
The Purchasing Agent will attempt to determine the reasons behind the potential
protest, and failing to satisfy the vendor, will instruct the vendor to prepare a written
protest. The written protest should:
Include both the name and address of the protester, as well as the vendor they represent,
if different.
Identify the bid number and the item.
Contain a statement of the grounds for protest and any supporting documentation.
Protests must be submitted within five (5) days of the bid opening.
A decision and response to the protest will be prepared by the Purchasing Agent, in
consultation with the initiating department, within ten (10) days of receipt of the
protest. The response to the protest will include information regarding the appeal of the
staff determination to the City Manager.
b. SraJfRecommendations-
Protests relating to staff recommendations for awards of less than $50,000 may be
directed to the Office of the City Manager.
3. APPEAL OF WRITTEN PROTEST
Appeals of protests of awards over $50,000 shall be filed with the City Secretary with a
concurrent copy to the City Manager and City Attorney. The appeal filed shall:
a. Include both the name and address of the protester, as well as the vendor they represent,
if different.
b. Identify the bid number and the item.
c. Contain a statement of the grounds for protest and any supporting documentation.
28
d. Appeals must be submitted within ten (10) days prior to the bid award date.
4. REQUEST TO WITHDRAW BID AFTER BID CLOSING
No bid may be withdrawn after bid closing without acceptable reason given in writing and
with the approval of the Purchasing Agent. The vendor must be able to show that:
a. Calculable damage of a significant nature will result if they are required to abide by the
bid.
b. An effor occurred from preliminary paperwork in preparing the bid.
c. An obvious error is noticeable when comparing the bid to other bids or the real value of
the item.
5. THE PURCHASING AGENT MAY NOT ISSUE A PURCHASE ORDER FOR
MORE THAN $15,000 UNLESS:
a. Such action is authorized directly by the City Council.
b. In lieu of City Council approval, such action is authorized by the City Manager.
c. In lieu of annual reapproval, certain on-going contracts or obligations may be
administratively renewed by the Purchasing Agent if:
1. The contract or obligation was previously established through the competitive
bidding process, or is exempted from the bid process.
2. The contract or obligation was originally approved by the City Council as an on-
going or recurring expenditure; and
3. Funding for the contract or obligation is included within the budget (based upon
verification by the Finance Department).
E. VENDOR PERFORMANCE REVIEW
It is an essential function of the contract administration process to review a vendor's
performance. This information assists the Purchasing Department in the review of the vendor,
the service or supplybeing provided and the effectiveness of the contract or bid specifications.
The following procedures have been established for the vendor performance review based
upon the type of award. This procedure is only required for contracts or bids processed by the
Purchasing Department.
Annual Contracts: (Purchasing)
29
New Vendors: The initial request from Purchasing will occur after one (1) month. If no
problems are reported this review will be requested ninety (90) days prior to renewal.
Renewed or Re -Awarded Vendors: If no previous problems exist, this review will be requested
annually. If there is a previous history of problems this review will occur monthly until three
(3) months of positive reports. At that time the vendor review will occur quarterly.
F. BIDDING PARAMETERS
1. Purchases of $3,000 or less
One verbal quote is required, but additional quotes are recommended when possible.
Orders may be issued by Purchasing or the initiating department directly by telephone, fax
or by a mailed copy of the purchase order.
2. Purchases of $3,000.01 to $10,000.00.
These purchases require at least three (3) telephone quotes. All price quotes should be
documented on the on-line requisition, even those considered unacceptable. Purchases may
be initiated by Purchasing or the initiating department. Local Government Code 252.0215
Competitive Bidding in Relation to Historically Underutilized Business states: "A
municipality in making an expenditure of more than $3,000.00 but less than $15,000.00,
shall contact at least two disadvantaged businesses on a rotating basis, based on
information provided by the Office of Small Business Assistance of the Texas Department
of Commerce pursuant to Section 1.03, State Purchasing and General Services Act (Article
601b, Vernon's Texas Civil Statues). If the list fails to identify a disadvantage business in
the county in which the city is situated, the city is exempt from this section.
3. Purchases of $10,000.01 up to $15,000.00.
All orders will be placed by the Purchasing Department. Three (3) written quotations
should be obtained. Initiating departments are responsible for submitting an on-line
requisition with departmental approval. Local Government Code 252.0215 Competitive
Bidding in Relation to Historically Underutilized Business states: "A municipality in
making an expenditure of more than $3,000.00 but less than $15,000.00, shall contact at
least two disadvantaged businesses on a rotating basis, based on information provided by
the Office of Small Business Assistance of the Texas Department of Commerce pursuant to
Section 1.03, State Purchasing and General Services Act (Article 601b, Vernon's Texas
Civil Statues). If the list fails to identify a disadvantage business in the county in which the
city is situated, the city is exempt from this section".
4. Purchases over $15,000.00.
Purchasing is responsible for soliciting Competitive Sealed Bids. Notice of the time and
place at which the bids will be publicly opened and read aloud must be published at least
C
once a week for two consecutive weeks in a newspaper published in the municipality. The
date of the first publication must be before the 14' day before the date set to publicly open
the bids.
G. ANNUAL SUPPLY CONTRACTS
1. Supply contracts may be initiated by either Purchasing or initiating departments. (If the
initiating department finds themselves repeatedly purchasing the same type of item over a
short period of time, they should work with the Purchasing Division to establish a Supply
Contract to provide for ease of purchasing and assure a certain pricing structure.)
2. Following the award of a Supply Contract to a vendor, departments will submit an
electronic requisition for the needed items by utilizing a Blanket Purchase Order (BPO).
a. Contracts that do not contain a commitment to purchase on the part of the City and
simply establish a fixed price or fixed pricing structure with a vendor do not require the
funds to be encumbered.
b. If a contract is of the maintenance or service variety and the exact cost is known, funds
should be encumbered by utilizing a Purchase Order..
c. Price Agreements - Are used to establish a qualified contractor listing for items/services
that are purchased repetitively over a period of time, but can not be quantified.
1. Price Agreements may be initiated by either the Purchasing Department or
initiating departments. (If the initiating department find themselves repeatedly
purchasing the same type of item/service over a period of time and can not
quantify their needs, they should work with the Purchasing Department to establish
a Price Agreement(s) to provide for ease of purchasing and assure a certain pricing
structure.)
2. Following the award of a Price Agreement to a vendor, (more than one vendor may
be awarded a price agreement for any item/service), departments may purchase the
referenced item/service from the contractor utilizing a Blanket Purchase Order
(BPO). When more than one vendor has been awarded a price agreement for any
item/service the departments are required to utilize the contractors on a rotating
basis based upon pricing and availability. Since the award of the contract went
through a competitive procedure departments are not required to receive quotes for
any of the work being performed under $15,000. If any purchase requires an
expenditure of $15,000 or more the price agreements do not apply. The
competitive Sealed Bid process must be followed for any expenditure exceeding
$15,000.
3. Employees making purchases against orders placed on BPO's must be approved by
their Department Head, and must show proper City identification at the time of
purchase. Individual transactions will not exceed $500.
31
H. COMPLETION OF PURCHASE ORDER (PO)
The following procedure applies to all orders placed, regardless of the type of order or amount
The item description, quantity, unit and final cost must be listed out for every item ordered.
Descriptions such as "Supplies", "Mise.", "Invoice Number" etc, will no longer be acceptable.
No supply order should be placed without (mowing the cost of the items purchased.
INVOICING
There should be no provisions made for departments to receive the original invoice unless
approved by the Director of Finance or his/her designee. All original invoices should be sent
directly to the Finance Department. Invoices for BPO's issued for services will be forwarded
to the initiating department from Finance. Duplicate invoices for supplies and services may be
sent directly to the initiating department.
INSPECTION AND RECEIPT OF GOODS
Items must be inspected and received on line no later than ten (10) working days after receipt.
1. PURCHASING PROCEDURE VIOLATIONS
The Department Head is responsible for ensuring that employees comply with the policies
outlined in this manual. Department personnel will be held accountable for the proper use and
administration of the Purchasing Process. Purchasing will notify the department of the first
error on an informal basis, continued failure to correct procedural errors will result in a
violation notification being issued.
Violation #1: Written notification of the violation may be sent to the employee, supervisor and
the Division Manager.
Violation #2: Written notification may be issued to the employee, supervisor, Division
Manager, Department Head and the City Manager stating that the next violation will result in
the individuals suspension from the purchasing process for their department.
Violation #3: A third violation may result in all purchasing privileges being suspended from
the individual pending a review by the Purchasing Department. Notification of suspension will
be sent to the Department Head, and the City Manager, for further review to determine if there
are any material weaknesses, criminal violations, etc...
J. EMERGENCY PURCHASES
During normal business hours contact Purchasing
32
After normal working hours or on holidays or weekends, emergency purchases may be made in
the following manner:
1. A Field Purchase Order (FPO/CHECK REQUEST) may be used.
2. A BPO may be used for the purchase of any item currently covered by a Supply/Service
Contract.
3. If an Emergency Purchase exceeds $15,000, and is not covered by an Annual Contract, the
City Manager will prepare the proper documentation to have the expenditure ratified by the
City Council.
K. DISPOSAL OF PROPERTY
This section provides for disposal of property that has been deemed to be no longer useful for
City use (surplus) or is found to be confiscated or abandoned and unclaimed property by the
Police Department.
ABANDONED AND CONFISCATED PROPERTY
All property (except weapons) that has been deemed not needed in the prosecution of an active
case:
1. If owner is unknown, Police Department (PD) holds property for thirty (30) days (per
CCP18.17 (a)) or if valued at $500 or more, Police holds for ninety (90) days after
publication (per CCP18.17(c)).
2. If owner is known, a certified letter will be sent by the Police Department to the last known
address giving owner ninety (90) days to retrieve property (per CCP 18.17 (b)).
a. If owner acknowledges, item is returned.
In. If owner does not acknowledge, item is sent to designated Police Department personnel
for disposal (if it has value as determined by the PD). Police Department personnel
shall prepare an inventory of items released to Purchasing which will accompany items
upon delivery.
c. Designated Police Department personnel secures property.
d. The City Purchasing Agent, or his designee, determines if the property has value for
sale or donation. If the property is determined to have no value, or the value is less
than it would cost to process for sale or donation, it will be disposed of by the most
convenient method.
e. No less than twenty-one (21) days prior to the sale of the property, a notice of such sale
shall be placed in a newspaper of general circulation in the City or County.
33
The Purchasing Agent, or his designee, will determine what property is sold or donated. Sales
or donations may be made at any time according to the criteria deemed appropriate by the
Purchasing Agent.
Weapons, when deemed no longer needed in the prosecution of a case, or property which is
considered contraband, shall be disposed of by the Police Department in accordance with State
Law.
SURPLUS PROPERTY
Once a department has determined property owned by the City is no longer useful, the property
will be turned over to the Purchasing Department for disposal with appropriate fixed asset
information. If the property has value, as determined by the Purchasing Department, the
property will be relocated to another City Department, sold at auction, sold through the sealed
bid process, or disposed of by any other method permitted under State Law. If the property is
determined to have no value, or the value is less than it would cost to process for sale or
donation, it will be disposed of by the most convenient method.
Lff-�9tiilfl1ltl:I3MU119)a9;ia]y4XyCillU;lr IVI1VTJIs)
STATEMENT OF PURPOSE
To provide procedures for procurement of professional services
In professional work, experience has demonstrated that the public is best served by requiring
"professional" practitioners to be judged upon the responsiveness of their proposed service, and
the excellence, quality and effectiveness of their past services, and that competitive bidding
based on the price only is not in the best interest of the public. The City will therefore enter into
a written agreement with the service provider for each separate professional service contract.
Compensation will be negotiated before the agreement is signed and after the service provider
has been selected on the basis of his/her qualifications, as set forth in this procedure.
4Aa):I01ZIIICa)CF'!
Professional Services Procurement Act (VTCS Article 664-4), this act states that contracts for
the procurement of defined professional services may not be awarded on the basis of bids.
Instead, they must be awarded on the basis of demonstrated competence and qualifications, so
long as the professional fees are consistent with and not higher than the published recommended
practices and fees of the various professional associations and do not exceed any maximums
provided by state law.
Professional Services - As defined by V.A.C.S. Art 6644, "means those services performed by
a certified public accountant, licensed architect, physician, optometrist, surgeon, registered
surveyor, engineer or any group or association thereof.
34
Service Provider - Any service specifically mentioned as "Professional Service" above or any
service deemed to be of a "professional" nature by the Legal Department.
Below are some of the services held to be professional services in Texas cases or Attorney
General Opinions, according to the LBJ School of Public Affairs, Advance Public Purchasing
course:
Abstracters, Appraisers, Artists, Attorneys, Auditors, Construction Manager Consultants,
Coordinators of Criminal Investigation, Financial Services Advisors, Fiscal Agents, Law
Enforcement Consultants, map Makers, Modes, Plat Book Prepares, Private Consultants,
Property Tax Consultants, Scientists, supervisors of Public Construction Projects, Teacher, and
Third Party Administrators.
Initiating Department - That department requesting the professional service.
B. PROCUREMENT OF ARCHITECTURAL -ENGINEERING SERVICES (VTCS Article
644-4)
1. When procuring architectural or engineering services, the initiating department
(department) shall use a two-step selection process. First, the department shall select
an individual or firm capable of performing the service, on the basis of demonstrated
competence and qualifications. The department shall then enter into negotiations on a
contract at a fair and reasonable price.
2. If the department is unable to negotiate a satisfactory contract with the most highly
qualified individual or firm, it shall formally end negotiations with that person or firm,
and then proceed to the next most highly qualified and repeat the process.
Negotiations are carried on in this sequence until a contract is made.
3. If any agreement or contract is entered into with one of the above mentioned
professionals on the basis of a competitive bid, it is contrary to public policy and is
void.
C. PROCUREMENT OF ARCHITECTURAL OR ENGINEERING SERVICES — FEES
ESTIMATED TO BE UNDER $50,000.
The City's staff shall solicit proposals from qualified professionals and the director of the
initiating department will select an individual or firm capable of performing the service, on
the basis of demonstrated competence and qualifications. The department director will
enter negotiations with the selected individual or firm and follow the procedures
established by the ACT, above.
D. PROCUREMENT OF ARCHITECTURAL OR ENGINEERING SERVICES — FEES
ESTIMATED TO BE $50,000 OR MORE.
1. An advertisement shall be placed with a newspaper, normally used for legal
advertising, soliciting Statements of Qualifications from all qualified professionals
35
interested in providing the needed services. The advertisement shall be run in one
edition of the selected newspaper, at least one week prior to the date Statements of
Qualifications are due.
2. The Request for Qualifications (RFQ) shall contain sufficient information to inform
potential architects and/or engineers as to the type of project, scope of services to be
performed, and the selection criteria to be used. The RFQ will give the relative
importance, or weighing, assigned to each of the criteria to be used in the selection
process. The following criteria shall be used, but the RFQ is not necessarily limited to
these criteria:
a. The firm's experience in successfully performing similar assignments, scope and
size, for others.
b. The firm's current staff, both size and related experience, is qualified to provide
the desired services.
c. Sufficient finances and other resources available to accomplish the assignment,
within the time to be allowed by the City and the firm will be able to provide
continuing service.
d. Previous clients, for similar projects, express satisfaction with the firm's work.
e. The firm's response, as perceived by the City's staff, is complete and of acceptable
quality.
3. An engineer or architect may be selected after the evaluation of Statements of
Qualifications or it may be necessary to interview several of the firm's and further
evaluate them on the basis of the interview or a presentation, narrowing the field until
one firm is selected for negotiation.
4. When negotiations are successfully concluded, a recommendation will be made to the
City Council that a contract be awarded to the chosen firm. A tabulation showing all
of the firms submitting Statements of Qualifications and each firm's score, by criterion,
will be attached to the recommendation.
E. PROCUREMENT OF PERSONAL AND PROFESSIONAL SERVICES, OTHER THAN
THOSE EXEMPTED FROM COMPETITIVE PRICING.
1. Professional services, other than those named in the ACT, may be contracted through
the use of Request for Proposals (RFP) and selection should be made on the basis of
criteria similar to those for Engineers and Architects; however, cost should be an
additional criteria, in addition to those criteria used for Engineers and Architects.
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2. Services with fees under $50,000 may be solicited, evaluated, and awarded by the
City's staff and the using department's director, similar to the selection process for
Engineers and Architects.
3. Services with fees of $50,000 or more shall be advertised in two editions of the
newspaper, one week apart, the last advertisement to run at least one week prior to the
due date for RFP's.
The selection process will be similar to that used for Engineers and Architects, and
after negotiations are successfully concluded the City Council shall be asked to award
a contract.
F. SELECTION COMMITTEE
The Selection Committee shall consist of a minimum of three City staff member's
including two from the department and the Purchasing Agent.
G. CONTRACT EXECUTION
The City Manager will execute all contracts based on the authority established by the
Council. Contracts that exceed the Managers limits established by the Council will be sent
to the Council for consideration.
H. SPECIAL CONDITIONS
1. This policy does not pertain to contracts administered by another
agency to which the City is signatory.
2. For contracts of an emergency nature any or all of the above steps may be waived at
the discretion of the City Manager of City Council.
3. Additional steps and procedures may be added as determined necessary, i.e. request
for Statement of Qualifications prior to Request for Proposal.
1-7 PROCUREMENT ETHICS
STATEMENT OF PURPOSE
To Provide ethical standards to be used by City employees regardless of department, position, or
procurement activity.
PRINCIPLES AND STANDARDS
Avoid the intent and appearance of unethical or compromising practice in relationships, actions,
and communications.
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Demonstrate loyalty to the City by diligently following the lawful instructions of the City, using
reasonable care and only granted authority.
Refrain from any private business or professional activity that would create a conflict between
personal interests and the business interests of the City.
Refrain from soliciting or accepting moneys, loans, credits or prejudicial discounts and the
acceptance of gifts, entertainment, favors, or services from present or potential suppliers that
might influence, or appear to influence, procurement decisions.
Promote positive supplier relationships through courtesy and impartiality in all phases of the
purchasing cycle.
Refrain from agreements that restrain competition.
Know and obey the spirit and letter of the laws governing the purchasing function and remain
alert to the legal ramifications of purchasing decisions.
Encourage all segments of society to participate by demonstrating support for small, minority
and woman -owned firms.
1.8 PROCUREMENT OF AUTOMATED INFORMATION SYSTEMS AND SERVICES THROUGH
THE STATE OF TEXAS QUALIFIED INFORMATION SYSTEMS VENDORS (QISV)
CATALOGUE PURCHASE PROGRAM (CPP).
STATEMENT OF PURPOSE
To provide a standardized procedure for procurement of Automated Information Systems and
Services through the State of Texas Qualified Information System Vendors (QISV) Catalogue
Purchase Program (CPP). The CPP allows local government agencies that qualify for
cooperative purchasing under sections 271.082 and 271.083 under the Local Government Code
to purchase products and Services under this program. Furthermore, the CPP program allows
user agencies and a QISV to negotiate additional terms and conditions, and any other details of
an offer for a product or service.
A. DEFINITIONS
1. Automated Information System - includes the computers on which the information
system is automated; a service related to the automation of the system, including
computer software, or the computers; and a telecommunication apparatus or device
that serves as a component of a voice, data, or video communications network for
transmitting, switching, routing, multiplexing, modulating, amplifying, or receiving
signals on the network.
2. Qualified Information System Vendor - means a manufacturer or reseller of an
automated information system who is authorized by the General Services
38
Commission to publish a catalogue of products and services that may be purchased by
local government agencies that qualifies for cooperative purchasing under sections
271.082 and 271.083 Local Government Code.
B. POLICY AND AUTHORITY
Unless specifically authorized by the Purchasing Agent, the process outlined in this section
will be used for any procurement under the State of Texas QISV Program. Request for an
exception to this process must be made in writing to the Purchasing Agent.
The Purchasing Department will be responsible for providing the qualified State list of
pricing and vendors. Request for information on qualified vendors should be coordinated
through the Purchasing Department.
C. SELECTION PROCEDURES
1. IDENTIFY NEED
a. The goals of the technology or project should be defined at the beginning of
the project or technology acquisition process.
b. A clear statement of expectations for the project or the technology should be
included in the specifications that are developed and provided to the catalogue
vendors.
2. WRITTEN REQUIREMENTS
a. Insure open and competitive competition.
b. Clearly and accurately describe the goods/services to be provided.
c. When appropriate, include a statement of the work to be performed, minimum
performance requirements, evaluation factors, specific features, service requirements,
delivery dates, and terms.
d. If requirements cannot be clearly defined, it may be necessary to conduct a Request
for Information (RFI).
3. IDENTIFY POTENTIAL VENDORS
• At least three (3) catalogue vendors should be selected to receive the Request for
Offers (RFO), if practical. The number of vendors may be restricted by the amount
of time available to conduct negotiations and to evaluate their responses.
4. CONTACT VENDORS
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a. Selected vendors should be provided with a written copy of the requirements.
b. It should be clearly explained to vendors that the RFO process is an interactive
negotiation process. Each vendor should be provided with the same information
including the specifications, deadlines for responses, and other clarifying information.
c. Open dialog should be conducted with each vendor until the negotiation team has a
complete understanding of the vendor's offer and the vendor has a complete
understanding of the City's needs.
d. In addition to the minimum requirements, vendors may propose enhancements or
innovations.
e. Everything within each offer should be kept confidential until the award is finalized.
5. RECEIVE INITIAL RESPONSES
• Failure to meet submission deadline may result in removal of vendor's offer from
further consideration.
6. EVALUATE RESPONSES AND NEGOTIATE
a. Negotiation Teams should consist of three staff members with one of them being the
Purchasing Agent or their designated representative.
b. Provide feedback to each vendor concerning their proposal. Clarify any missing or
confusing information.
c. Establish the deadline for all vendors to submit their final offers.
d. Ensure that the selected vendor passes on price cuts immediately, and that the vendor
works continuously with the City to enhance service, products, and pricing.
7. SELECTION CRITERIA
a. Installation costs and hardware costs;
b. The overall life cycle cost of the requested equipment;
c. The estimated cost of employee training and estimated increase in employee
productivity;
d. Estimated software and maintenance costs; and
e. Compliance with applicable standards and specifications established by the City.
40
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: MANAGEMENT OF
NUMBER: 8
INFORMATION SYSTEMS
POLICIES AND PROCEDURES
EFFECTIVE DATE: MAY 10, 2001
AMENDS/SUPERSEDES: PROCEDURES
APPROVED:
EFFECTIVE APRIL 15 1988
PETER H. VARGAS, CITY MANAGER
MANAGEMENT OF INFORMATION SYSTEMS
POLICIES AND PROCEDURES
1. PURPOSE
The purpose of this policy is to support successful information management by providing guidance
to City employees concerning the use of information technology.
2. COVERAGE
This policy applies to all City employees, including contract employees using City -owned or leased
equipment. Nothing contained herein shall be deemed to waive any other policy related to conduct.
3. APPROPRIATE USE
3.1. City -owned or leased information technology will only be used only for work-related
purposes.
3.1.1. Computers will not be used for applications, including games, other than those
approved for City information management purposes.
3.1.2. Computer users will not store information of a private or personal nature on the City's
storage media (hard disks, diskettes, tapes, etc.). Personal files placed or maintained on
City storage media shall be removed at any time without notice to the user.
3.2. All software used on City's computers must be licensed to the City of Allen for that
computer.
3.2.1. Undermost circumstances, the Management of Information Systems (MIS) staff will
install all software onto City computers. Users and vendors are not permitted to install
any software or hardware without the expressed permission of the MIS Systems
41
Administrator, who will base their decision on City's ownership of the appropriate
software license and compatibility with City's hardware and software standards.
3.2.2. Software and hardware owned personally by employees will not be installed to City's
computers or network without the written approval of the appropriate Department Head
and the MIS manager.
3.3. The City's computers and the data stored on them are and remain at all times the property of
the City. As such, all messages created, sent, or retrieved over the Internet or the City's e-
mail system are the property of the City, and should be considered public information.
Employees have no right to privacy as to any information or file transmitted or stored
through the City's computer systems, voice mail, electronic mail, or other technical
resources. The City reserves the right to retrieve and read any message or file. Employees
should be aware that, even when a message is erased or a visit to a web site is closed, it is
still possible to recreate the message or locate the web site. Accordingly, Internet and e-mail
messages are considered a public communication, not private. Furthermore, all
communications including text and images may be disclosed to law enforcement or other
third parties without prior consent of the sender or the receiver.
4. INTERNET AND EMAIL USE
4.1. This policy is intended to allow the City to derive the benefits of increased efficiency
through the use of the Internet and e-mail, while ensuring the protection of information
assets and City integrity. It also provides guidance to City employees concerning their
responsibilities with respect to the proper use of the Internet and e-mail.
4.2. The City reserves the right to monitor and view the usage of Internet and email. This
monitoring can take place at random times throughout the year.
4.3. Responsibilities
4.3.1. Employee Responsibilities: Employees are required to scan all files for viruses prior
to importing into City owned or leased equipment.
4.3.2. Supervisor Responsibilities: Supervisors may monitor employee use of the Internet
and e-mail, and such supervisor may recommend to the Department Head that an
employee's access to the Internet and e-mail be revoked and/or suspended. Supervisors
are responsible for communicating and enforcing this policy to each employee and
reporting any misuse to the Department Head or MIS Manager.
4.3.3. Department Head Responsibilities: Department Heads may request Internet and/or e-
mail access for employees in their department based upon the business necessity of the
department. Department Heads may monitor departmental use of the Internet and e-
mail, and may revoke and/or suspend an employee's access to such systems at any time
by notifying the MIS Manger.
4.3.4. Management Information Systems Responsibilities: MIS is responsible for
installation of employee accounts to the Internet and for employing security
mechanisms that include but not limited to cost effective means to reduce the risk of all
data stored on network servers.
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4.3.5. Violations: An employee that violates this policy may have Internet or e-mail access
terminated, and may be subject to disciplinary action, up to and including termination.
4.4. General Guidelines
4.4.1. Employees are provided Internet and e-mail access for use in attaining departmental
objectives. The City will tolerate incidental and occasional personal use of the internet
and e-mail provided that such use does not adversely affect business uses and/or
productivity and does not involve unlawful or unprofessional activities, including, but
not limited to, those prohibited activities in the City's Personnel Policies and
Procedures, sections 11.01, 11.02 and 11.03.
4.4.2. All employees using Internet or email shall access them through the City file server.
Locally installed modems and/or personal provider access is prohibited without the
written approval of the MIS Systems Administrator.
4.4.3. Employee use of the Internet and e-mail must comply with all other Personnel
Policies and Procedures of the City and any established departmental policies.
Violations of City policies, including violations discovered by monitoring and auditing
activities, may be grounds for disciplinary action up to and including termination.
Additionally, any potential illegal activities discovered by monitoring or auditing
activities may be forwarded to the appropriate governmental agency, law enforcement
or other persons.
4.4.4. Intentionally disseminating or printing copyrighted materials (including articles and
software) in violation of state or federal copyright laws is prohibited.
4.4.5. Unauthorized personal intemet charges incurred by an employee must be reimbursed
to the City.
4.4.6. Creating, sending or forwarding Internet or e-mail messages which are offensive,
intimidating, harassing, disparaging or hostile on the basis of race, gender, color,
religion, national origin, sexual orientation, disability, age, political beliefs, pregnancy
or any legally protected status is grounds for disciplinary action, up to and including
termination. The City prohibits connections to sites that contain sexually explicit
material unless necessary for law enforcement purposes. The City has the right to block
access to any site and may exercise that right at anytime.
4.4.7. Employees may not operate a business or conduct activity for personal gain on the
Internet or on City equipment at any time.
4.4.8. Sending chain letters or pyramid schemes on the Internet or e-mail is prohibited.
5. SECURITY
5.1. All software and data installed or stored to a network server will be screened by City
approved virus scan software.
5.2. Every user will scan all files for viruses prior to importing into City or non -city owned
equipment.
5.3. While e-mail and voice mail may accommodate the use of passwords for security, the
reliability of passwords for maintaining confidentiality cannot be guaranteed. You must
43
assume that any and all messages may be read by someone other than the intended or
designated recipient. Moreover, all passwords may be changed at the request of the
Department Head if necessary to gain access to the equipment. The reason for this is
simple: Your system may need to be accessed by the organization when you are absent.
6. STORAGE
6.1. All user directories, including shared or group folders, will have restricted allocations of
disk space. Allocations will be governed by software controls on the file server.
6.1.1. The MIS staff will determine an appropriate standard allocation for every user and
every workgroup on the network servers.
6.1.2. The MIS Systems Administrator may create exceptions for individual users or
workgroups based upon their particular requirements.
7. BACKUPS, ARCHIVES, AND DISASTER RECOVERY
7.1. The MIS staff will back up all data files stored on network servers and other multi-user
computers. Older network and multi-user backups will be stored off-site at a location that is
free from damage by weather and other disasters.
7.2. Users will be responsible for backing up their own local (C:) drives using diskettes or other
means that may be available from the MIS division. Users should back up data files only,
not application programs (*.exe and related files).
7.3. MIS staff will archive network and multi-user data files that are older than three years, in
accordance with and subject to the City's records retention policy. Archives will be
performed semi-annually, and will be stored off-site at a location that is free from damage
by weather and other disasters.
7.4. MIS will provide means for disaster recovery; that is, computer resources to operate any
mission -critical functions in the case that our present facilities are damaged due to weather,
Fire, sabotage, or other disasters.
0
CITY -Of ALLEN ADMINISTRATIVE DIRECTIVE
ItONS
SUBJECT: MEDIA RELATI11
NUMBER: 10
POLICY
EFFECTIVE DATE: MARCH 28, 2003
AMENDS/SUPERSEDES: MEDIA
APPROVED:
RELATIONS POLICY — 6/25/00
PETER R. VARGAS, CITY MANAGER
MEDIA RELATIONS
I. PURPOSE
The purpose of this policy is to establish guidelines for the release of information to the media by
City of Allen employees, City Council members and City board/commission members.
H. POLICY
All information that is a matter of public record will be made available to the media through proper
channels and at appropriate times. Information which is not a matter of public record and, for legal
purposes is normally not released, will not be released without authorization, as needed, of the City
Manager, Human Resources Director, the appropriate department director and/or legal counsel. All
such decisions should be made with the understanding that releasing to or withholding information
from the media is, in effect, releasing to or withholding the information from the public.
III. RESPONSIBILITIES
All City employees, as well as Council and board/commission members, can expect to be contacted
by the media regarding information about the City of Allen. Responsibility for responding to such
inquiries is as follows:
1. City Manager, Assistant City Manager, City Secretary
a. These positions are expected to respond to media inquiries with appropriate information and/or
other points of contact.
b. The City Manager is expected to keep the City Council informed on a timely basis of any
potentially controversial or sensitive matter, especially if media attention is expected or has
already occurred.
2. Department Directors
a. Directors are expected to respond to media inquiries with appropriate information and/or other
points of contact.
45
b. Directors are expected to contact the City Manager, Public Information Officer, Human
Resources Director and/or legal counsel in regard to potentially controversial or sensitive matters,
particularly if media attention is expected or has already occurred. Such incidents include, but are
not limited to:
• Controversial statements, accusations or debates occurring in meetings of advisory boards
and/or commissions.
• Disruptions in City services.
• Personnel problems such as suspensions and resignations of key staff and possible employee
strikes or walk -outs.
• Accidents or other incidents resulting in the injury or death of a City employee.
• Accidents or other incidents that involve City employees or property resulting in the injury or
death of a citizen.
• Litigation filed or decisions rendered regarding the City.
c. Directors are expected to notify the Public Information Officer of any contact with the media.
Police personnel should report such contact to the Media Relations Officer.
d. Directors are expected to designate a representative from his/her department to speak in the
director's absence.
3. Public Information Officer (PIO)
a. The Public Information Officer serves as the primary liaison between the media and City
departments, excluding the Police Department in most situations.
b. The PIO serves as the backup for the Media Relations Officer in most situations where the MRO
is unavailable.
c. The PIO will assist City employees, Council and board/commission members with media
inquiries, news releases and interviews, as needed.
d. The PIO is responsible for coordinating news conferences at the request of the City Manager,
department directors, the Council and board/commission members, excluding the Police
Department in most situations.
e. The PIO will serve as the Emergency Public Information Officer as outlined in the City of Allen's
Emergency Management Plan, Annex I: Public Information.
46
4. Media Relations Officer (MRO)
a. The Media Relations Officer serves as the primary liaison between the media and the Police
Department.
b. The MRO will serve as backup for the Public Information Officer in situations where the PIO is
unavailable.
c. The MRO will assist the Chief of Police, Assistant Chief of Police and Police Captains with
media inquiries and news releases, as set out in Police General Order No. 3000.
d. The MRO is responsible for coordinating news conferences concerning Police matters at the
request of the Chief of Police, Assistant Chief of Police or Police Captains.
e. The MRO is responsible for making a copy of the front page of an incident report available to the
media.
5. Employees
a. Employees will direct media inquiries of any type to his/her department director or designated
representative.
6. City Council and City Board/Commission Members
The City Council and City's Board/Commissions are responsible for answering media inquiries
regarding decisions made by that body. Members who vote in the minority are free to express their
dissent but should respect the majority decision. Also, individual members should refrain from
making comments on behalf of the entire group, unless specifically asked to do so by that body.
IV. OFFICIAL RELEASES OF INFORMATION
1. News Releases
a. The Public Information Officer will handle most routine news releases for City departments,
excluding the Police Department in most situations. Any time a news release is issued by
someone other than the PIO, a copy must be sent to the PIC.
b. The City's news release template is located on the City's shared network at N: Wommonlpub(ic
Information.
c. New releases for all City departments will be retained by the Public Information Officer.
d. Departments will retain news release copies as determined by that department's policy.
47
2. News Conferences
a. News conferences will be arranged by the Public Information Officer or City Manager's Office
for all departments, excluding the Police Department in most situations. The Media Relations
Officer will handle such requests for the Police Department.
b. The Public Information Officer and Media Relations Officer will be responsible for setting a
location, notifying the media, making sure appropriate personnel are in attendance and prepared to
answer questions and handling follow-up requests by the media.
V. TEXAS PUBLIC INFORMATION ACT
The Texas Public Information Act, Chapter 552 of the Texas Government Code, is the law that
governs access to information held by state and local governmental bodies. The act provides that all
information that is collected, assembled or maintained by or for a government body in connection
with public business is presumed to be public information. Information may only be withheld is it
falls within one of the act's exceptions to disclosure.
1. Under the act, the following positions are considered "officers of public information":
• Chief administrative officer
• Department directors
• Anyone designated by the chief administrative officer to act in such a capacity
In the City of Allen, the City Manager, City Secretary, Public Information Officer and all
department directors are responsible for being familiar with the Texas Public Information Act and
responding to formal requests for information under the act.
2. If any employee, other than those listed above, receives a formal request for information
under the Texas Public Information Act, he/she must be forward the request immediately to the
Public Information Officer or, if the request is received by a Police Department employee, to the
Media Relations Officer.
3. Any information requested under the Texas Public Information Act must be made in writing
— oral requests are not binding. The written request can be delivered in person, mailed, faxed or
sem via E-mail.
4. If it is unclear whether or not information is considered public, contact the City Manager,
Public Information Officer, Human Resources Director and/or legal counsel. Guidelines for the
release of information concerning incidents involving the Police Department, such as arrest sheets,
the arrest blotter, offense reports and the like, are outlined in Police General Order No. 3000.
VI. EMERGENCY MANAGEMENT PLAN — RELEASE OF INFORMATION
The release of information during an emergency or disaster is addressed in the City of Allen's
Emergency Management Plan, Annex I: Public Information. The following is a summary:
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1. All information will be released from the Emergency Operations Center. Information from the
scene(s) will cease unless specifically authorized by the Emergency Management Coordinator
and the Emergency Public Information Officer.
2. All information released to the media will be routed through the Emergency Public Information
Officer, who will work with the Emergency Management Coordinator in releasing the
information.
3. Information will be released to the media via news releases and news conferences conducted at a
pre -designated media staging area unless specifically authorized by the Emergency Management
Coordinator and Emergency Public Information Officer.
49
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: CAPITAL IMPROVEMENT
NUMBER: 12
PROJECTS -POLICIES AND
PROCEDURES
EFFECTIVE DATE: JUNE 26, 2002
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS CITY MANAGER
CAPITAL IMPROVEMENT PROJECTS—
POLICIES and PROCEDURES
The City Council, at the recommendation of the City Manager, approves Capital Improvement
Projects (CIP) and funding sources. The City Manager may approve projects requiring $25,000 or
less. Once approved, the Project Manager is responsible for the day -today activities related to the
CIP, including but not limited to, budgeting, contract administration, subsequent financing needs,
and periodic pay application requests. The Finance Department is responsible for the set up and
Financial oversight of each CIP within the accounting system.
A. Proposal and Approval
1. In the proposal stage of a project, staff conceives the project based upon known need and/or
citizen input. Staff further develops the idea, then presents a proposal to Council. Hearings are
scheduled, and if adopted, the CIF's funding requirements are planned for in the five-year capital
budget plan.
2. The Project Manager develops a budget for the planned use of funds and confirms with Finance
Department when funds will be available. The Project Manager and Accountant work together
to set up a project within the project accounting module that reflects the account numbers to be
used, budget and funding. This is done by completing the Project Setup and Maintenance form.
(Attached as Exhibit "A"). Other miscellaneous information is collected at this time. During
the annual budget process, Project Managers will enter an annual project budget.
Financing must be available and assigned to the project before expenditures are made.
Prior to taking bids, available funding should be confirmed with the Accountant. Project Bids are
received by the Purchasing Department in accordance with established procurement procedures.
A Project Manager or Purchasing department representative is responsible for presenting bids
(requisitions) to Council for final approval. The Project Manager will prepare a draft Council
Communication on the Proposed Capital Improvement Project for presentation to the City
Council; this draft will be routed to the Accountant for review one day prior to the Agenda
Meeting. This communication contains all relevant information for Council consideration,
including a revised budget and the source(s) of funding. The Project Manager or Department
Director and Accountant meet with the City Manager to review the draft at the Agenda Meeting,
prior to its presentation to Council.
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B. Purchasing and Invoice Processing
Upon approval by the City Council, the executed contract constitutes the City's obligation to
purchase goods and/or services. Within five (5) business days of contract approval, the
requisition (contract amount including reimbursable expenses if specified) is entered in the
Purchasing/Inventory (PI) system. This process encumbers funds for the amount of the contract.
The Project Manager's department secretary typically enters requisitions. Requisitions are
approved on-line by the Department Director, and then converted to a purchase order or inverted
purchase order by the Purchasing Manager. Field purchase orders are not allowed for capital
purchases.
2. When an original invoice is received from a vendor, the Finance Department forwards it to the
Project Manager. The Project Manager completes the Capital Improvement Project Check
Request (CIPCR) form (to be used as a cover sheet -one invoice per coversheet). (Attached as
Exhibit "B") The department receipts the invoice against the Purchase Order. The Check
Request and original invoice are routed to the Department Director for signature then forwarded
to the Finance Department. The Accountant reviews the CIPCR and invoice to confirm its
accuracy, budget information, funding source(s), discounts, account distribution, and retainage, if
any. If errors are detected, the invoice and coversheet may be returned to the Project Manager
for correction. The Finance Department will send the invoice and approved coversheet to the
City Manager for approval. The City Manager's office routes the invoice to the Finance
department for invoicing. (The Project Manager may need the invoice prior to processing to
verify information in the field regarding the stage of completion, quantities, or quality of work
performed, as it may be necessary to negotiate with the Vendor on these or other issues, before
approving payment.)
3. The Accounting Assistant processes the reviewed and approved invoice in the same maturer as
any other invoice per the Accounts Payable Policies and Procedures. If a CIPCR is required to
be processed as a Check Request, e.g. payment of retainage or an invoice relates to more than
one Project, the PO Number may be referenced. If a Check Request is processed for an invoice
already set up in the Purchasing system as a Purchase Order, the Check Request will result in a
duplicate encumbrance.
C. Capital Improvement Project Revisions
When changes to original contracts occur, revisionsmust be documented and approved.
Examples include cost overruns (positive change orders), reductions to contract amount
(deductive change orders), addition of subsequent phases, or increase in unit prices. The Project
Manager processes the Contract Change Order (CCO) fort for changes to the original contract
amount. (Attached as Exhibit "C"). This CCO must be approved by the City Manager and
routed to Purchasing, where it will be used as a source document to change the original purchase
order. When changes to contracts result in a need for additional funding, the Capital Project
Funding Request (CPFR) form should be filed for changes in sources and amounts of funds.
(Attached as Exhibit "D"). The Accountant completes the CPFR during a meeting with the
Project Manager. The Accountant signs the form, then routes to the Department Director and the
51
City Manager for signature. Budget Adjustment forms should be processed as well to document
increases or decreases in the budget resulting from the aforementioned changes.
2. The Accountant enters the approved revision(s) in the accounting system. All subsequent
transactional activity will be processed against the revised amounts.
3. The City Manager is authorized by Council to approve budget adjustments/funding requests up
to 25% of the total cost of the contract. Council must approve changes that exceed established
limits.
D. Status of Capital Improvement Projects
1. Periodically, the Accountant will review the percentage of completion of each active Capital
Improvement Project by contacting the Project Managers. This determination should be
performed at least annually as of the City's year-end, September 30, to ensure proper
classification of Project costs.
2. The Project Manager must advise the Accountant when a Project is completed. This will allow
timely re-classification of Project costs to Fixed Assets and reduce the burden of year-end
procedures.
E. Accounting for Capital Improvement Projects
1. Retainage is recorded as a payable as incurred. Upon completion of contract requirements,
including lien waivers if applicable, the Project Manager will approve the release of retainage to
the vendor. Project Manager will notify the Accountant when all contracts within a Project are
complete and paid in full. The Accountant will close the project to Fixed Assets. The Finance
Department should receive a copy of all Letters of Final Acceptance if any, and/or any other
financially related documentation.
2. The budget is set up for a Project by utilizing expense accounts. As costs are incurred, the
respective expense accounts are charged. At year-end, the Accountant will reclassify incomplete
project expenditures to the construction -in -progress account; costs for completed projects will be
reclassified to the appropriate fund's Fixed Asset account (referred to in previous paragraph).
Upon completion of a project, the Accountant will reclassify any remaining cash and investment
assets to that department's miscellaneous project account (70{9999) making the funds available
for future Capital Improvement Projects. The project and its accounts will be inactivated.
52
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: GRANT PROCEDURES
NUMBER: 16
EFFECTIVE DATE: January 15, 2003
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
GRANTPROCEDURES
The establishment of policies and procedures for the coordination of Federal, State and Local grants
is important in ensuring accurate reporting, sufficient budgeting, and required record-keeping for
external audits.
A. Policy
Each department making contact with an external agency, for the purpose of securing financial
assistance, will file the following with the Finance Department's designated grant coordinator: a)
a copy of the summary, purpose, and all financial paperwork associated with the assistance
request, b) a copy of the executed acceptance letter or notification of denial, and c) all interim
financial reports, reimbursement requests, miscellaneous billings, and cash receipts not prepared
by the Finance Department's designated grant coordinator. If the items in c) are not prepared by
the Finance Department's designated grant coordinator, they are to be muted through the Finance
Department for review by the designated grant coordinator and, where applicable, final sign off
by the Finance Director before being mailed to the external agency.
2. When applying for a grant with a City matching requirement of $25,000 or more, the grant
application, with detailed statement of budget impact, will be given to the Finance Department's
designated grant coordinator for review. The detailed statement of budget impact will then be
routed to the Finance Director and City Manager for their signatures before the application is
mailed to the external agency.
The Finance Department's designated grant coordinator will maintain a file of financial
paperwork pertaining to any financial assistance awarded to the City in order to facilitate an
external agency audit and preparation of the necessary audit schedules pertaining to Federal
Financial Assistance. All information sent or received directly by the Finance Department will
be copied and muted to grant coordinator of the initiating department.
4. Where applicable, the initiating department will prepare and submit the reimbursement request.
Once the request is prepared, it will be delivered to the Finance Department's designated grant
coordinator for review. After the request is reviewed, the designated grant coordinator will
forward it to the Finance Director for his signature, as required.
53
5. Any financial assistance funds received by the City shall be immediately receipted. A copy of
the receipt will be forwarded to the Finance Department's designated grant coordinator.
6. When possible, City matching funds required by financial assistance awards for operational
grants are to be included in the departmental budget during the budget process. However, if an
operational grant is awarded after the budget has been completed, required City matching funds
will be taken from the departmental operating budget unless either authorized in writing by the
City Manager or prohibited by the grantor agency.
7. Financial assistance awarded to the City may be used to increase the authorized total project
budget. In order to change the scope and dollar amount of a project, authorization must be
obtained from City Council or the City Manager as outlined in the Capital Improvement
Projects -Policies and Procedures section C.
8. Projects with financial assistance awards requiring matching funds will be reviewed by the
Finance Department to ensure that City matching funds are available and not reduced.
B. Application Procedure
1. The department initiating the request for financial assistance will prepare all grant application
paperwork for submission to the external agency.
2. Prior to submission of a application for a grant requiring City matching funds of $25,000 or
more, a statement of budgetary impact will be submitted to the Finance Department's designated
grant coordinator and will be signed by the Finance Director and City Manager.
3. Copies of the grant application paperwork should be directed to the Finance Department's
designated grant coordinator. The paperwork will include (but not be limited to) any written
correspondence between the initiating department and the agency, all executed application
forms, and all grant identification numbers, if applicable.
C. Award/Acceptance Procedure
1. The initiating department will appoint a single contact person for each grant. This representative
will keep the Finance Department's designated grant coordinator apprised of the approval
process for the grant on a regular basis. If the grant is denied, the initiating department will
notify the grant coordinator in a timely manner. The Finance Department's designated grant
coordinator will likewise keep the initiating department apprised of all processing undertaken by
the Finance Department.
2. If the financial assistance is granted by the external agency, the initiating department will prepare
a resolution to submit for City Council approval. If a City Council resolution is required with
grant submission, it will still be necessary to submit a resolution upon acceptance for City
Council approval. The resolution will detail the budgetary impact of accepting the grant and will
YI
authorize the associated expenditure. The resolution will be reviewed by the Project Manager,
Initiating Department's grant coordinator, and the Finance Department's designated grant
coordinator prior to being submitted.
3. If the grant is approved by City Council, a copy of the signed resolution will be forwarded by the
initiating department to the Finance Department's designated grant coordinator. The Finance
Department's designated grant coordinator will establish the project budget in HTE and set up
appropriate department account access.
4. All financial assistance acceptance letters must be signed by the City Manager, his designee, or
person directed by the grant.
D. Administration Procedure
1. It will be the responsibility of the initiating department to forward copies of all interim financial
reports and /or reimbursement requests to the Finance Department's designated grant coordinator
for review. These reports/requests should be given to the Finance Department's designated grant
coordinator at least 7 working days before the deadline. The Finance Department's designated
coordinator will return the documents to the initiating department within 2 working days to allow
for mailing time.
2. Where applicable, financial reports and reimbursement requests will be signed by the Finance
Director and the Director of the initiating department before being submitted to the external
agency. Subsequent cash receipt copies will also be forwarded to the Finance Department's
designated grant coordinator for the permanent audit record, as they me received.
3. The Finance Department's designated grant coordinator will maintain the financial paperwork
for all grants. It will be the responsibility of this position to advise the Budget Analyst and
Finance Director of the anticipated impact, as reported by the initiating department, on the
current and proposed budget during the annual budget process.
55
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
Y,
SUBJECT: ADVERTISING
NUMBER: 17
PROCEDURES
EFFECTIVE DATE: FEBRUARY 2, 2000
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
ADVERTISING PROCEDURES
A. PURPOSE
The purpose of these procedures is to establish guidelines for City advertising in order to avoid
conflict of interest or the appearance of favoritism.
B. APPROPRIATE ADVERTISING
C.
Advertising is permitted for the following purposes:
1. Legal notices as determined by local, state or federal law.
2. To publicize an event, program or activity the City of Allen, City Council or City boards
and commissions are sponsoring alone or with other entities.
3. To announce City Council general elections or openings on any of the City's boards and
commissions.
1. City staff is responsible for submitting ads by deadline to the appropriate media. The
Public Information Officer will assist as needed or requested.
2. The cost of advertising will be paid by the department placing the ad.
56
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: WIRELESS TELEPHONE
NUMBER: 18
AND ELECTRONIC PAGING DEVICE
POLICY AND PROCEDURES
EFFECTIVE DATE: MARCH 25,1999
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS CITY MANAGER
WIRELESS TELEPHONE AND ELECTRONIC PAGERS
POLICY
It is the policy of the City of Allen to provide wireless telephones and/or electronic paging devices to
designated employees in order to improve productivity, enhance customer service to citizens and/or
to enhance public safety services.
It is also the policy of the City to maintain the right to access and disclose any and all messages
communicated through electronic means when City -owned equipment is used. Regardless of the
intent of the message (business or personal), any employee involved has no right to privacy, or to the
expectation of privacy, concerning the content of any message or the intended destination of any
message.
PROCEDURES
A. Applicability
This policy applies to all City employees, departments and organizations. Departments which use a
pool system for wireless telephones, or which have wireless telephones assigned to vehicles or
positions instead of to individuals, may develop departmental policies and procedures and/or
regulations which provide greater direction to their employees, as long as that direction is consistent
with the City's interdepartmental policy and procedure.
This policy and procedure includes City -owned wireless telephones and electronic paging devices
which are not directly connected to a telephone line. It does not apply to direct wired land line
telephones.
B. Authorized Usage
City -owned wireless telephones and electronic paging devices are intended for and expected to be
used for City business. Personal usage related to work assignments and other occasional personal
usage is permitted, as long as the personal use is reasonable and prudent. Depending on the
department's service plan, employees may be asked to reimburse the City for the cost of personal
57
calls. Department directors will be responsible for monitoring employees' bills and taking
appropriate action if abuse or misuse is found.
Employees should not use wireless telephones to discuss confidential or sensitive information
because wireless telephone conversations are not secured.
C. Eligibility Criteria
Employees eligible for assignment of City owned wireless telephones and/or electronic paging
devices are those designated by the City Manager, Assistant City Manager and/or department
directors, including (but not limited to):
1. City Manager's office staff, department directors and employees who are frequently in a
vehicle, if the individual must conduct City business by telephone while in the field and it
can be shown that cost savings and customer service efficiency will be realized through use
of such devices;
2. City Manager's office staff, department directors and employees who have a critical need to
maintain accessibility with other department managers, City management staff and public
officials, in order to insure uninterrupted customer service and/or the integrity of the
organization; public safety positions and vehicles in order to provide immediate and direct
telephone communications with citizens, outside agencies cooperating in operations, or other
resource entities outside of City government and to provide for communications which may
be inappropriate for mobile radios;
3. all employees involved in the City's emergency response plan; and
4. department directors and employees who have responsibility for responding to public safety
incidents in the field.
D. Responsibilities of City Manager, Assistant City Manager and Department Directors
1. The City Manager is responsible for final approval on all requests for wireless telephones
and electronic paging devices once the request has been approved by the appropriate
department director.
2. The City Manager, Assistant City Manager and/or department directors are responsible
for:
a. approving requests for wireless telephones and electronic paging devices from
their respective subordinates;
b. insuring that requests are in conformance with the procedures outlined herein, or
that exceptions are justified;
58
c. insuring that all persons assigned a City -owned wireless telephone and/or
electronic paging device are provided access to a copy of this policy and
procedure and that the individual is in compliance with it;
d. conducting periodic inventories of wireless telephones and electronic paging
devices, within their respective departments to insure accountability;
e. conducting annual reviews of assigned devices to determine if such assignments
continue to be justified; and
f. informing appropriate employees responsible for City communications of all
reassignments of wireless telephones and/or electronic paging devices.
E. Responsibilities of Employees
Employees who are assigned the use of City -owned wireless telephones and/or electronic paging
devices are responsible for the following:
1. insuring the physical security of such devices;
2. insuring that all communications on such devices are kept to the briefest duration
possible;
3. keeping personal communications to a minimum; and
4. insuring that any personal use does not detract from the employee's availability for
completion of assigned duties.
F. Use of electronic communications devices and safe driving
All City employees are expected to drive with safety as the first consideration. This includes driving
safely while operating wireless telephones and/or electronic paging devices. Recommendations for
safe handling of vehicle -based calling from the wireless communications industry include the
following:
1. When driving, use voice-activated dialing, have frequently called numbers pre-
programmed into the device, or consider pulling off the road to dial (or ask a
passenger to dial).
2. Do not use the wireless communications device at all if there are hazardous road or
traffic conditions.
G. General Statements Regarding Use of Wireless Communications Devices
1. Use of a logon password does not imply any right to employee privacy of
communication.
59
2. Use of a deletion keystroke or process does not mean a message/document has been
eliminated from a wireless communication device, e.g., pager.
3. On wireless communications devices owned by the City, the City and/or department
reserves the right to monitor and record communications traffic at any time, without
notice to any employee.
4. Any abuse in the use of which indicates inordinate use of those devices will be
considered misconduct and neglect of duty, resulting in possible disciplinary action
up to and including termination. Any employee responsible for inordinate use of
wireless communications devices may also be held responsible for the resulting costs
to the City.
H. Monitoring of Wireless Communications By City Supervisors
Supervisory reviews of wireless communications may be conducted for business reasons, to
determine if there have been:
1. breaches of security;
2. violations of City policy; and/or
3. misuse by an employee.
All such reviews must be approved by a department director or designated manager. Reviews of
wireless communications that have been electronically stored may be conducted only with the
approval of the City Manager or department director.
I. Disclosure of Information
The City will disclose the contents of retrievable wireless communication messages, upon receipt of
a valid court order or legal request, including Public Information (open records) requests. The City
may disclose the contents of retrievable wireless communication messages if the information will
assist in official internal or criminal investigations.
M.
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: P.R.LD.E. PROGRAM
NUMBER: 19
EFFECTIVE DATE: APRIL 18, 2003
AMENDS/SUPERSEDES: N/A
APPROVED:
YE'fER H. VARCAS, CITY MANAGER
P.R.I.D.E. PROGRAM
City Mission
To achieve excellence in managing development of the community and in providing city services
so that conditions of living and public confidence are continually enhanced
Vision Statement:
The City of Allen is dedicated to providing efficient quality services by working in partnership
with its citizens, neighborhoods, and businesses to enhance the quality of life and to create a safe,
healthy, vibrant community in which to live, work, play and visit.
Organizational Purpose Statement
Serving with P.R.LD.E..
This program is being established to recognize and reward employees who go the extra mile to
provide professional, quality customer service. "P.R.I.D.E." is a concept and an attitude. Simply
stated, "P.R.I.D.E." is:
P — People First: We will display selflessness by giving priority to the needs of citizens, co-workers,
and employees.
R — Respect: We will treat others with courtesy and dignity by valuing their ideas, opinions, needs,
and differences.
I — Integrity: We will serve with honesty, trust, fair play, and hard work, and we will be accountable
for our actions.
D — Deliver: We will follow through on commitments to self, staff, and the community, and exceed
their expectations.
E — Excel: We will create a work environment that stimulates innovation and continuous
improvement.
Eli 'bili
All full and part-time personnel are eligible to participate in the "P.R.I.D.E." program.
61
"P.R.I.D.E." Goals
To achieve the desired results, the "P.R.I.D.E." program will focus on the following goals
Boost employee morale and motivation.
Promote quality customer service.
Instill a sense of "P.R.I.D.E." in quality work.
Foster staff teamwork and spirit of cooperation.
Improve the quality of work and increase productivity.
Reinforce behaviors and actions that are valued by the City.
Demonstrate City Employee "P.RID.E." and attitude to the citizens of Allen.
Awards Program
The program shall consist of individual awards, described below, as well as specific events to
encourage participation (and recognition) of team members at the highest level possible. However,
receiving one of the level awards does not preclude recognizing the achievement with an Annual
"P.R.I.D.E." award.
Level 1. "P.R.I.D.E. On the Spot" Recognition (Ongoing)
a. Purpose—'P.R.I.D.E. On the Spot" recognition provides immediate awareness of an
achievement to employees who demonstrated "P.R.I.D.E." This recognition also
"launches team members" forward for the higher level awards of 2 and 3.
b. Eligibility — All employees are eligible to receive "P.R.I.D.E. On the Spot" recognitions.
c. Nominations — Employees presenting a "P.RID.E. On the Spot" recognition shall
complete the P.R.I.D.E. recognition form and contact their department's "On the Spot"
contact to select a "Candy -Gram" to be immediately presented to the recipient along with
a copy of the recognition form. Each department's "On the Spot" contact shall forward a
copy of the recognition form to the Human Resources Department in order to participate
in further P.R.I.D.E. awards.
d. Timeline - Immediate
e. Criteria —
• For someone that has been a `lifesaver" to another employee or a citizen of Allen.
• For someone that has saved the City money.
• For someone who helped out in a crunch.
• For the members of a great team who completed a special task, done correctly and on
time.
• For someone who shows a "can -do" attitude.
a
f. Type of Award
1. Recipients will receive a P.R.I.D.E. recognition form from their fellow worker. These
forms are intended to be the initial document that gets nominations into the "P.RID.E."
awards system for levels 1, 2 and 3. Each department will have an "On the Spot Contact"
who will keep extra recognition forms and provide the "Candy -Gram" to the nominator
to present to the recipient of the "On the Spot" recognition.
2. For each "On the Spot' recognition, the employee will also receive one entry for a
drawing of special door prizes at the Annual Banquet. Once the "P.RID.E." recognition
forms are delivered to HR, the drawing entry stub at the bottom of the nomination form
will be cut off and placed in the annual drawing contest. Employees must be present at
the annual awards banquet to win a special door prize. The "P.R.I.D.E." Team will also
prepare a list of each department's recognition recipients for each department's director.
Level 2: "You Showed P.R.I.D.E." Awards (Monthly)
a. Purpose - "You Showed P.R.I.D.E." awards are intended to recognize, on a monthly basis, the
employee within each department group who has best demonstrated "P.R.I.D.E.."
b. Eligibility — All "On the Spot" recipients from that month, except Department Directors, are
eligible for the "You Showed P.R.I.D.E." awards. An individual may receive this award only
once during a calendar yew.
c. Nominations — Nominations are the "P.RID.E. On the Spot" Recognitions forms from that
month. Once each month, department directors or designated groups of department directors,
will select one employee within the department or department group and the "P.R.I.D.E."
Team will present the award.
d. Timeline - Directors of departments and department groups must review. Select, and notify the
"P.R.I.D.E." Team Chair of the name of the award recipient for the "You Showed P.R.I.D.E."
award by the 15th of the next month.
e. Criteria — The directors of the department or those in a department group will meet informally
to select from among the "P.R.I.D.E. On The Spot" recipients the employee that most strongly
or uniquely demonstrated the characteristics of "P.RID.E.."
f. Type of Award — Employee's choice of movie passes or a home movie pack (valued at $15)
Level 3. "Dinner with PA-I.D.E." Awards (Quarterly)
a. Purpose - "Dinner with P.R.I.D.E." awards are intended to award, on a quarterly basis, the
employee within each department or department group who has best demonstrated
"P.R.I.D.E.."
63
b. Eligibility —All "On the Spot" recipients from that quarter, except Department Directors, are
eligible for "Dinner with P.R.I.D.E." awards. An individual may receive this award only once
during a calendar year.
c. Nominations — Once each quarter, department directors or designated groups of department
directors, will consider the recipients of the three monthly "You showed P.R.I.D.E. Awards"
and "P.R.I.D.E. On the Spot" award nominations to present this higher award to one employee
within the department or department group that best demonstrated P.R.I.D.E.
d. Timeline- Directors of departments and department groups must review winners of the three
monthly "You Showed P.R.I.D.E." awards and "P.R.I.D.E. On the Spot" award nominations,
select, and present the quarterly Dinner with P.R.I.D.E. award by the 15th of the next month.
e. Criteria — Must have received a "P.R.I.D.E. On the Spot" award and may have been selected as
a recipient of one of the three monthly "You showed P.R.I.D.E." awards.
f Type of Award — The chosen employees will be awarded a $20 gift certificate to a local
restaurant.
Level 4. "Day of P.R.I.D.E." Awards (Semi -Annual)
a. Purpose - To reward up to 3 employees semi-annually in recognition of a special achievement
within or outside of an employee's job responsibility that exceeds normal job performance
requirements and results in verifiable, significant tangible or intangible benefits to the City of
Allen.
b. Eligibility — All employees of the City of Allen, except Department Directors, are eligible for
this award. An individual may receive this award only once during a calendar year.
c. Nominations - Employees will tum in nominations to their department's administrative assistant
on a "Day of P.R.I.D.E." nomination form according to the deadline provided. Each department
grouping of directors will then select one nominee to forward to the Awards Committee. The
Awards Committee will consist of three director: who will make the final selection of the
winners. Following are suggested guidelines in considering nominees:
1. Decide when a "Day of P.R.I.D.E." award is appropriate recognition
2. Consider all qualified employees and recommend all deserving employees for a "Day of
P.R.I.D.E." awards based on established criteria and procedures.
3. Initiate "Day of P.R.I.D.E." recommendations as soon as possible after employee showed
"P.M.D.E."
4. Forward the completed nomination form to the department's administrative assistant who
will then forward them to the Human Resources Department.
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d. Criteria — The following examples should be considered when nominating an employee
for the "Day of P.R.I.D.E." award.
1. Making a high-quality contribution involving a difficult or important project or
assignment;
2. Displaying special initiative and skill in completing an assignment or project before
the deadline;
3. Ensuring the mission is accomplished during a difficult period by successfully
completing additional work or a project assignment while maintaining the employee's
own workload;
4. Using initiative and creativity in making improvements in a product, activity
program, or service.
5. Providing exceptional service to a customer by demonstrating unusual creativity,
resourcefulness, or sensitivity in meeting the customer's requirements;
6. Developing new procedures or guidelines that improve the quality of services
provided to the customer and increasing the customer's perception of satisfaction.
7. Other comparable employee achievements.
e. Type of Award — Each selected employee will receive a day off with pay. (A day off
is defined as a normal work day.) The employee is responsible for requesting
supervisory approval to schedule and use a "Day of P.R.I.D.E." award. To the extent
possible, it should be used within 90 calendar days from the effective date, but no
later than one year from the effective date. Employees may never convert a "Day of
P.R.I.D.E." award to a cash payment. An individual may receive this award only once
during a calendar year.
Level 5. `Excellence in P.R.I.D.E." Awards (Annual)
a. Selection Panel
1. The selection panel shall consist of seven members. Five of the members shall be the
winners of the previous year's awards. The Chair of the "P.R.I.D.E." Team
Committee shall appoint two of the Committee's members to serve on the selection
panel. If one of the previous years' winners is unable or unwilling to serve, a winner
from the year before may be selected to serve as a member of the panel.
2. The selection panel shall serve for one year.
65
3. The selection panel will include a non-voting coordinator from the Human Resources
Department.
4. The selection panel will review the nominations and recommend at least two
nominees per award category to the City Manager. The City Manager will make the
final selections.
b. Nomination Process
1. All nominations shall be submitted on a "P.R.I.D.E." Application Fort and sent to
the Human Resources Department. Nominations may be submitted by any employee.
2. The achievement on which a nomination is based should have started, occurred, or
have been completed within the calendar year prior to the nomination submission
deadline.
3. Nominations should provide accomplishments beyond normal job expectations.
Items should be noted that demonstrate outstanding performance, dedication and
integrity to the City (this may include a single outstanding activity but should give
emphasis to a distinguished career of sustained exemplary performance).
C. Criteria — The following examples should be considered when nominating an employee for
an "Excellence in P.R.I.D.E." award.
1. Making a high-quality contribution involving a difficult or important project or
assignment;
2. Displaying special initiative and skill in completing an assignment or project before
the deadline;
3. Ensuring the mission is accomplished during a difficult period by successfully
completing additional work or a project assignment while maintaining the employee's
own workload;
4. Using initiative and creativity in making improvements in a product, activity
program, or service.
5. Providing exceptional service to a customer by demonstrating unusual creativity,
resourcefulness, or sensitivity in meeting the customer's requirements;
6. Developing new procedures or guidelines that improve the quality of services
provided to the customer and increase the customer's perception of satisfaction.
7. Other comparable employee achievements.
d. Categories of "Excellence in P.R.I.D.E." Awards
M
1. "People First Award"
The successful nominee in this category will be a dependable employee who has
provided exceptional customer service to the public and other City employees.
2. "Respect Award"
The successful nominee in this category will be an employee who has demonstrated
respect and commitment to public and/or City staff. This employee goes beyond the
expected behavior by displaying genuine concern for each person in each situation.
3. "Integrity Award"
The successful nominee in this category will be to an outstanding employee, whose
level of integrity, ethics, and community service are of such high quality that they
tend to set the example for the rest of the City staff.
4. "Deliver Award"
The successful nominee in this category will be to an employee who has
demonstrated their commitment to a customer driven program and sets the standard
for the customer service initiative of the City of Allen.
5. "Excel Award"
The successful nominee in this category will be to an employee who uses the work
environment to stimulate innovation and continuous improvement among their fellow
employees.
e. Types of Awards
Recipients of the Annual "Excellence in P.R.I.D.E." Awards shall receive a trophy. All
award recipients and nominees will be recognized by the City Manager and Mayor at the
Annual Employee Awards Banquet. Award recipients will be recognized in the "Employee
Hall of P.RI.D.E." exhibit for the entire year.
Promotion/Publiciri
To increase employee understanding of the program and its goals, and to encourage employees to
participate, an informative brochure and supplemental marketing materials will be developed.
Procedures and forms to be used for the awards will be made readily available and distributed to
each department and satellite office.
Each of the awards shall be publicized through the Employee Newsletter, at the Annual Awards
Banquet, and within each of the departments on bulletin boards. Annual award winners shall be
showcased in the lobby of City Hall for a period of one year, and replaced by the following year's
award winners. A news release will be submitted to local news media to increase publicity of City
employees.
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All employee events shall be covered under the "P.R.I.D.E." program. This includes but is not
limited to the Employee Day at the Park, Employee Appreciation Week (expanding the current
Administrative Secretaries Day to include all employees), and the Employee Awards Banquet. At
least two members of the "P.R.I.D.E." Team Committee will serve on each of the employee event
committees.
C�
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: PURCHASE OF BUSINESS
CARDS
NUMBER: 20
EFFECTIVE DATE: APRIL 23, 2003
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS CITY MANAGER
Puroose:
The City Manager has established these guidelines for uniform business card formats to provide a
consistent pattern of identification for representatives of the City of Allen. Requests that fall outside
of the guidelines shall be pre -approved in writing by the City Manager or his designee.
Policy:
Appropriated funds may be used for the purchase of business cards (which must be used solely for
conducting City of Allen related business) under the following conditions:
1. A department director or manager may allow for regular, full-time employees to use personalized
business cards when there is a real and frequent need for the use of a business card when working
with the public;
2. For all other employees, a generic business card will be available for use when occasional need for a
business card occurs. Administrative support and clerical employees should distribute their
department director's business cards or other appropriate department staff cards when needed. These
cards will be generic City-wide except as requested by individual department directors or managers
for large groups of employees within the same division; and,
3. Business cards will be ordered through the City Secretary's Office to ensure conformity with
required formats and best pricing.
Procedures:
All forms should be typed and submitted to the City Secretary's Office. A completed Print Order
Form is available for departmental use on the Common drive. The form will be initiated by a
department director or manager (or designee) requesting business cards for employees in their
division and should contain the following information:
1. Style (mandated formats --Card A —Regular, B -Fire or C -Police) to be used by City employees;
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2. Quantity (250 or 500) --Take into consideration potential moves, reorganizations, or other factors
which may impact the number ordered;
3. An area for the employee to indicate his/her name, title, phone and fax number, E-mail/Intemet and
street/mailing address as they are to appear on the printed cards. The maximum number of spaces
allowed is also indicated for each line of information;
4. The accounting numbers must be identified within each Line/Staff/Program office;
5. Each form will contain a signature block for the approving Director or manager; and,
6. A "ship to" address.
Upon receipt of business cards, the requester should immediately review the cards for accuracy of
format, correctness of information requested, and verify the correct quantity. Please report any
problems or changes to your original to the City Secretary's Office.
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CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: BUSINESS DIVERSITY
NUMBER: 21
PROGRAM
EFFECTIVE DATE: AUGUST 26, 2003
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS CITY MANAGER
BUSINESS DIVERSITY PROGRAM
SECTION I
MISSION AND PURPOSE
The Business Diversity Program encourages the participation of small, minority and women -owned
businesses in the City of Allen procurement process. The program provides small, minority and
women -owned businesses a fair opportunity to compete with large and national businesses to be
service and product suppliers to the City.
The Business Diversity Program informs various departments with the City of the needs and
capability of the small, minority, and women -owned business community. The program provides
opportunities for education and business skills development to the small, minority and women -
owned business enterprises in our community.
This document represents the development of the Business Diversity Program and affirms the City
Council's commitment to its policy of encouraging the participation of all segments of the business
community in the procurement and contracting process of the City through "good faith" efforts. The
City will comply with all applicable local, state and federal statutes and regulation.
The program will take effect upon adoption by the City Council Resolution.
SECTIONII
STATEMENT OF POLICY
It is the policy of the City to assist in increasing the opportunities to involve qualified small,
minority and women -owned business enterprises in the procurement and contracting activities of the
City.
To support this policy, City staff, by City Council Resolution, will implement this Program designed
to increase small, minority and women -owned business utilization, in the procurement activities of
the City. The program is a "good faith" effort to assure small, minority and women -owned
businesses are afforded an equal opportunity to compete.
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SECTION III
SCOPE
The policies, procedures and contracts clause established under this Business Diversity Program
shall be applicable to City bidders/proposers/recipients of contracts, and related subcontracts. The
policies, procedures and contract clauses shall apply to all such contracts, unless the policies are in
conflict with state or federal law or rules and regulations.
The provisions of this Policy and Program are declared to be separable and severable. The invalidity
of any clause, sentence, paragraph, subdivision, section or portion of this Policy or the validity of the
application thereof to any person or circumstances shall not affect the validity of the remainder of
this Policy or Program, or the validity of its application to other persons or circumstances.
SECTIONIV
PROGRAM RESPONSIBILITY
The City of Allen's Purchasing Division ("Purchasing Division') is responsible for program
implementation, coordination and monitoring and will ensure the cooperation of City operational
staff as necessary for effective implementation of the Program.
SECTION V
INQUIRIES
The Purchasing Division with direction from the City Manager or his designee has the overall
responsibility to administer policies, standards, definitions criteria and procedures to manage the
implementation, interpretation, and application of this program in a manner to achieve its stated
purposes.
SECTION VI
DEFINITIONS
A. CONTRACT — An award by the City whereby the City expends or commits the expenditure of funds
for work, labor, services, supplies, equipment, materials, or any combination of the foregoing.
B. BUSINESS ENTERPRISE — Any legal entity which is organized to engage in lawful commercial
transactions and is actively engaged in such transactions as means of livelihood, such as a sole
proprietorship, partnership or corporation, but not a joint venture except as hereinafter provided.
C. DISADVANTAGE BUSINESS ENTERPRISE (DBE) — An independent small business
enterprise: (a) which is at least 51.0 percent owned, as defined herein, by one or more socially and
economically disadvantaged individual(s), or in the case of any publicly owned business, at least
51.0 percent of the stock of which is owned by one or more socially and economically disadvantaged
individual(s); and (b) whose management and daily business operations are controlled, as defined
herein, by one or more of the socially and economically disadvantaged individual(s) who own it; and
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(c) which receives certification status as such by a regional certification agency or the State of Texas
as meeting (a) and (b) of this definition.
1. Owned:
a. For a sole proprietorship to be deemed a disadvantaged business enterprise, it must be
owned by a socially and economically disadvantaged individual.
b. For an enterprise doing business as a partnership, it is necessary that at least 51.0 percent
of its assets or interests in the partnership proper to be owned by a socially and
economically disadvantaged individual(s).
c. For an enterprise doing business as a corporation, it is necessary that 51.0 percent or
more of its assets or interests in the corporate shares be owned by a socially and
economically disadvantaged individual(s).
2. Controlled: The primary power, direct or indirect, to manage a business enterprise shall rest with
the socially and economically disadvantaged individual(s).
3. Share in Payments: The socially and economically disadvantaged partners, proprietor or
stockholders of the enterprise, as the case may be, shall be entitled to receive 51.0 percent or
more of the total profits, bonuses, dividends, interest, payments, commissions, consulting fees,
rents, procurement, subcontract payments and any other monetary distribution paid by the
business enterprise.
4. Socially and Economically Disadvantaged Individuals: Individuals who are citizens of the
United States (or lawfully admitted permanent residents), and who are Women, Black
Americans, Hispanic Americans, Native Americans, Asian Pacific Americans, or Asian -Indian
Americans and any other minorities or individuals found to be disadvantaged by the Small
Business Administration pursuant to section 8(a) of the Small Business Act, or individuals who
have been subjected to racial or ethnic prejudice or cultural bias because of their identity as a
member of a group without regard to their individual qualities and whose ability to compete in
the free enterprise system has been impaired due to diminished capital and credit opportunities as
compared to others in the same business area who are not socially disadvantaged. There shall be
a rebuttal presumption that individuals in the following groups are socially and economically
disadvantaged.
a. `Black Americans" which includes persons having origins in any of the Black racial groups
of Africa;
b. "Hispanic Americans" which includes persons of Mexican, Puerto Rican, Cuban, Central or
South American or other Spanish or Portuguese culture or origin, regardless of race;
c. "Native Americans" which includes persons who are American Indians, Eskimos, Aleuts or
Native Hawaiians;
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d. "Asian -Pacific Americans" which includes persons whose origins are from Japan, China,
Taiwan, Korea, Vietnam, Laos, Cambodia, the Philippines, Samoa, Guam, the U.S. Trust
Territories of the Pacific and the Northern Mariannas;
e. "Asian -Indian Americans" which includes persons whose origins are from India, Pakistan
and Bangladesh;
f. "Women."
D. MINORITY BUSINESS ENTERPRISE (MBE) — Means a business enterprise that is owned and
controlled by one or more minority person(s). Minority persons include the ethnic categories
defined under the DBE definition except for women. The MBE must also satisfy the owned and
controlled provisions under the DBE definition.
E. WOMEN BUSINESS ENTERPRISE (WBE) — Means a business enterprise that is owned and
controlled by one or more females. The WBE must also satisfy the owned and controlled
provisions under the DBE definition.
F. SMALL BUSINESS — As defined pursuant to Section 3 of the Small Business Act and relevant
regulations promulgated pursuant thereto except that a small business shall not include any
business or group of businesses controlled by the same socially and economically disadvantaged
individual(s) which has annual average gross receipts in excess of the standards established by
the Small Business Administration's regulation under 13CFR 121 for a consecutive three-year
period. However, no firm is considered small if, including its affiliates, it averages annual gross
receipts in excess of $17 million over the previous three (3) fiscal years.
G. JOINT VENTURE — An association of two (2) or more persons, partnerships, corporations or
any combination thereof, founded to carry on a single business activity which is limited in scope
and duration.
H. BIDDER/PROPOSER — Any person, firm, partnership, corporation, association or joint venture
as herein provided seeking to be awarded a City contract by a competitive process.
I. SUBCONTRACTOR — Any named person, firm, partnership, corporation, association or joint
venture as herein provided identified as providing work, labor, services, supplies, equipment,
materials or any combination of the foregoing, under contract with a prime contractor or City
contract.
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SECTION VII
IMPLEMENTATION OF POLICY/PROGRAM ADMINISTRATION
The Purchasing Division will administer, monitor and seek compliance to implement the Business
Diversity Program and will perform in a manner as may be necessary to achieve the "good faith"
efforts of the program.
Each department of the City which shares responsibility for the award of a City contract has a
responsibility to promote, support, and assist in carrying out the "good faith" efforts of the Program.
Departments are to be held accountable for performing specific required functions in support of the
Program, and any other functions(s) deemed necessary by the City Manager. The Purchasing
Division has the following specific Program responsibilities.
• Responsible for the City's Business Diversity Program.
• Administer compliance of this Program in a manner as may be necessary to achieve its stated
purposes.
• Develop and maintain systematic procedures to ensure that Small, Minority and Women -
Owned Business Enterprises are afforded an equal opportunity to compete on all City
contracts including, but not limited to, the timely dissemination of bid/contract information,
assistance and opportunities, conducting workshops, attending trade fairs, attending pre-
bid/pre-proposal conferences, contractor compliance, technical, financial, and managerial
assistance, etc.
• Participate and support acceptance of regional certification of targeted Small, Minority and
Women -Owned Business Enterprises.
• Review and ensure the certification status of Small, Minority and Women -Owned Business
Enterprises, as well as other entities claiming disadvantaged business enterprise status.
• Prepare annual reports to the City Manager on the progress of the Business Diversity
Program and also recommend program changes necessary to improve the overall
effectiveness of the Program.
• Make plans and specifications relating to City contracts available to prospective bidders in
sufficient time for adequate review. In coordination with outside resource agencies, provide
access to copies of City requests for proposals, construction plans and specification to such
agencies, thus enabling Small, Minority and Women -Owned Business Enterprises to review
the plans without purchasing or placing a deposit on them, and within sufficient time, to
allow a timely response.
• Ensure that all prospective bidders, including targeted businesses, are advised of the
estimated cost range of the City construction project to avoid overbidding. This provides a
frame of reference in which to bid City projects.
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• The Purchasing Division shall maximize the participation of Small, Minority and Women -
Owned Businesses in soliciting quotes for bids under $10,000 (informal bids or contracts) by
utilizing the State of Texas Historically Underutilized Business listing.
SECTION VIII
OUTREACH — INTERNAL AND EXTERNAL
An integral component of this Program is the process, procedure and formalized effort to identify,
solicit, and ensure participation by targeted businesses on the City's contracting opportunities. The
City is committed to "good faith" efforts in providing equal contracting opportunities for all
segments of the business community. The Program's outreach efforts are designed to document
initiatives and establish procedures which best inform, present, and receive feedback for maximum
consideration and participation by Small, Minority and Women -Owned Business Enterprises. Key
to the City's outreach efforts are internal and external communication and interaction by the
Purchasing Division and other City departments with the Small, Minority and Women -Owned
Business Enterprise community.
INTERNAL COMMUNICATION:
Each City department, that has, or shares responsibility for the award of a City contract, has a
responsibility to support and assist in promotion, and implementation of this Program.
EXTERNAL COMMUNICATION:
Communication and support of the Program initiatives by entities that represent or promote
Diversity in Business is a crucial element to a viable and effective program. The Purchasing Division
will participate in business out -reach enterprises that support activities, and look to these entities as
the principal organizations to generate active support and participation that directly impacts the
Small, Minority and Women -Owned business community.
SECTION IX
GOOD FAITH EFFORTS
The types of evidence of good faith efforts include but are not limited to:
1. Soliciting through all reasonable means (attendance at pre-bid conferences, advertising).
2. Where appropriate, and in accordance with applicable law, breaking out contract items into
economically feasible units to facilitate the participation of Small, Minority and Women -Owned
Business Enterprises.
3. Providing access to information to all interested Small, Minority and Women -Owned Business
Enterprises with adequate information about the plans, specifications, and requirements of
bids/contracts in a timely manner to assist them in responding to a solicitation.
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4. Utilizing the services of available small, minority and women's community organizations,
contractor groups, local, state, and federal small, minority and women's business assistance
offices.
SECTION X
RECORDS AND REPORTS
To monitor the progress of the Program, the City shall establish and maintain a record system
designed to:
1. Assess overall Small, Minority, and Women -Owned Business Enterprise awards of City
contracts.
2. Identify additional qualified Small, Minority and Women -Owned Business Enterprises.
3. Identify and list certified Small, Minority and Women -Owned Business Enterprises to be
available to all interested parties.
The Purchasing Division will issue an annual report to the City Manager detailing the City's
utilization of Small, Minority and Women -Owned Business Enterprises.
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CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT:
NUMBER: 22
TREE MITIGATION APPLICATIONS
FOR CITY OF ALLEN PROJECTS
EFFECTIVE DATE: OCTOBER 2 2003
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CRY MANAGER
TREE MITIGATION APPLICATIONS
FOR CITY OF ALLEN PROJECTS
1. PURPOSE
The purpose of this policy is to support the uniform application and enforcement of tree loss
mitigation requirements as set forth in Ordinance No. 1845-6-00, The Allen Land Development
Code, hereinafter referred to as the "Code" as it relates to the City of Allen tree preservation
activities associated with City construction and tree planting.
2. COVERAGE
This policy applies to all City projects, regardless of location, size, type and departmental
jurisdiction. Nothing contained herein shall be deemed to waive any other policy related to tree
loss mitigation.
3. APPLICATION
3.1 City -owned projects are subject to all requirements of Article VII, Section 7.06, Tree
Preservation, of the Code, including but not limited to the following:
3.1.1. The definition of "Owner" in the Code applies to the City of Allen with regard to
projects undertaken by the City of Allen.
3.1.2. As Owner, the City of Allen is required to obtain a Tree Removal Permit for all
projects which may directly or indirectly require the cutting down, destruction,
and/or removal of any tree as set forth in Section 7.06.2.1 of the Code.
3.1.3. The Department responsible for managing a project is responsible for making a
Tree Removal Application. The application fee will be waived.
3.1.4. Tree Removal Permits shall be issued by the City Urban Forester to the
Department directly responsible for the management of a given project, once all
requirements of the Code have been met.
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3.1.5. Notwithstanding, trees permitted for removal must be removed within ninety (90)
days of issuance. A single thirty (30) day extension of the permit may be granted,
after which a new Tree Removal Permit must be obtained.
3.1.6. Tree Removal Permits shall include all information required in the Code.
3.2. The City invests in trees throughout the City on a continuous basis. These tree plantings
or purchases are funded with City funds to place or preserve trees where they are needed
most at a time when funds are available. The overall City goal is to plant and preserve trees
throughout the City at a rate equal or greater than that prescribed in the Allen Development
Code, Section 7.06. The City will look at the composite value of tree credits as individual
projects are brought forward. Each individual project, tree planting or purchase shall
contribute to the City-wide tabulation of negative and positive tree credits.
3.2.1. Tree credits shall be calculated on a City-wide basis, wherein mitigation
trees and replacement trees, if required, are associated with the City as a whole.
For tree removal/credit purposes, the City will be divided into quadrants using US
75 and McDermott Drive/Main Street as the dividing line. Each quadrant will be
expected to stand on its own.
3.2.2. The City Urban Forester will maintain a list of positive and negative tree
credits associated with all City projects by quadrant. The City Urban Forester will
file a tree credit report with the Parks and Recreation Director which will be
forwarded to the City Manager every March, summarizing where the City stands
on positive and negative tree credits so funding decisions related to tree mitigation
will be made.
3.2.3. Trees planted or purchased as part of a municipal project that include
landscape plantings (e.g., streetscapes, urban image projects, park landscapes, etc.)
may constitute mitigation or replacement trees for impacts on the subject project
site only. Required landscape trees shall not take the place of mitigation trees.
3.2.4. In an effort to plant or purchase trees that have been funded by the City as
soon as possible, the City shall be allowed to bank positive tree credits prior to the
initiation of an individual City project. The City shall be allowed to count
"banked" tree credits as mitigation or replacement credits toward any City project
within a given quadrant.
iiT
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: CITY CASH HANDLING
PROCEDURES
NUMBER: 24
EFFECTIVE DATE: DECEMBER 1, 2003
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CRY MANAGER
The establishment of strong internal controls for cash collections is necessary to prevent mishandling
of funds and to safeguard against loss. hi addition, strong internal controls are designed to protect
employees from inappropriate charges of mishandling funds by defining employee responsibilities in
the cash handling process. Cash is considered to include coin, currency, checks, money orders, and
credit card transactions.
A. General Cash Controls
1. The components of cash handling — collecting, depositing, and reconciling — should be
separated so that one individual does not have responsibility for more than one
component.
2. Physical protection of funds through the use of bank facilities, vaults, and/or locked cash
boxes/drawers shall be practiced at all times.
3. All checks received should be immediately endorsed with a restrictive endorsement.
4. When credit card payments are received, ensure the amount charged to the credit card
agrees with the amount entered into the system. Do not allow the walk-up customer to
leave with the top copy of the credit card receipt.
5. A sign shall be prominently displayed in each cash collection area advising customers
that a cash receipt is available upon request.
B. Cash Receipting
1. All departments with cash operations should have a permanent collection record, such as
a cash register tape or system generated report, that has a record of all transactions
including voids, refunds, and cancellations.
is
2. All revenues collected should have a receipt issued at the point of sale or collection,
unless exempted by the Finance Department. If unable to use the on-line cash receipting
system to generate a receipt, an official, pre -numbered receipt (in triplicate) may be used.
3. All handwritten receipts should be pre -numbered to ensure there are not any lapses in
sequence.
C. Deposits
1. The general operating standard for deposit of negotiable funds to the primary depository
shall be within 24 hours of receipt of those funds. The Finance Department should weigh
reasonableness and practicality versus security in determining the timing for deposits of
small amounts, but deposits shall be made at least weekly. All deposits not made daily
are to be held in a secure City location.
2. Deposit all funds received. Do not make refunds, pay expenditures, or create a change
fund from cash receipts.
3. Departments not serviced by the armored car shall deliver their deposit in a sealed bank
bag to the Utility Billing Department. The deposit is to be logged on the Daily Cash
Report. Both the Customer Service Representative and Department representative will
initial the log. The sealed bank bag will remain in a secure location until the next
armored car pick up.
4. Along with the sealed bank bag, each Department shall submit a balance sheet (see
attached example) and required documentation to the Utility Billing Department.
Required documentation includes each Department's system generated report of all daily
cash received (if applicable), the Daily Cash Post Listing from HTE, and copies of checks
that meet the following criteria: 1) $10,000 or more; 2) grant funds in any amount; and/or
3) donations in any amount.
5. If a loss/shortage occurs, it should be noted on the balance sheet and signed off by the
immediate supervisor or manager. If the supervisor/manager is not available, a copy of
the balance sheet is to be made and forwarded for their review. Finance will key these
amounts into the system. It is the responsibility of each Department to monitor
losses/shortages. Significant losses are subject to an internal investigation and the
appropriate disciplinary action, including termination, will be taken.
D. Change Funds
1. Change funds are to be maintained only for the intended purpose and are not to be
commingled with other cash funds. No department/division shall maintain a change fund
without establishing such funds with the Finance Department.
2. Each change fund should be established for a set amount as requested on the check
request and maintained at that amount at all times.
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3. When possible, each change fund should have an individual designated as custodian with
specific responsibility for the fund. If it is necessary for employees to share a change
fund, the number of employees with access should be limited.
4. Change funds are not to be used as petty cash funds. They are to be used only for making
change. Cash receipts are not to accumulate in a change fund. Each change fund is to be
balanced daily and all receipts are to be deposited daily. The balancing documentation
should be maintained for future references.
5. Personal transactions with change fiords are prohibited. Monies may never be borrowed
nor loaned from change funds, nor may personal checks be cashed from receipts.
E. Petty Cash
See Petty Cash Policy
F. Returned Checks/EFTs
When a check or EFT (electronic funds transfer) does not clear the bank, the Finance
Department will receive a notice from the bank. That notice will be forwarded to the
Department that originally deposited the check/EFT. It is that Department's primary
responsibility to collect on the returned check/EFT, in addition to the returned check
service charge. If the Department is unable to collect on the check within 90 days, the
check/EFT shall be returned to Finance for a final determination to write off the bad debt,
pursue legal recourse, or collection through an agency for the bad debt.
G. Banking Services and Account Opening Policy
1. The Finance Department is responsible for the City's banking relationships. A separate,
but coordinated, process shall be conducted for armored car services.
2. Establishing or closing bank accounts is the responsibility of the Finance Department.
3. Any document requesting an authorized signature for bank related services should be
forwarded to the Finance Department.
H. Audits of Change Funds
1. At any time without notice, the Finance Department may audit the change funds. The
current cash balance should equal the established balance for the fund plus current day's
receipts.
M.
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: ACCOUNTS PAYABLE —
POLICIES AND PROCEDURES
NUMBER: 25
EFFECTIVE DATE: DECEMBER 1, 2003
AMENDS/SUPERSEDES: NO. 11
APPROVED:
PETER H. VARGAS, CITY MANAGER
ACCOUNTSPAYABLE—
POLICIES and PROCEDURES
The Accounts Payable Section of the Finance Department is responsible for reviewing all invoices
and for malting payments of all legally incurred and properly authorized obligations of the City of
Allen except payroll. Payments will be issued in a manner to maintain the credit worthiness of the
City and to take advantage of all available discounts. Accounts Payable is the primary contact for all
Vendor inquiries regarding payment of invoices. These policies and procedures do not pertain to
payments on Capital Improvement Projects that have separate policies and procedures.
A. Original Invoice
In order to avoid duplicate payments, Accounts Payable should receive all original invoices directly
from each Vendor. If a Department receives an original invoice, it should be forwarded promptly to
Accounts Payable. The invoice should have a reference to the issued PO number in the system.
Payments are not typically processed based on statements received from Vendors.
Unpaid invoices are filed by due date. The Finance Department will monitor the due dates to ensure
timely payment. Invoices for items not processed through the purchasing system (i.e. dues and
subscriptions, professional services) will be coordinated between the Senior Administrative
Assistant and originating department to ensure prompt payment.
B. Authorization of Payment
1. Invoice Match to Purchase Order in System
a. If the invoice matches the receipted PO in the system (see Receipt Processing in the
Purchasing Manual), the invoice information will be entered and the due date set as the invoice
date plus 30 days. If there is an available discount, it will be entered and the due date adjusted to
take advantage of the discount.
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b. If the information does not match a receipted PO, there is no PO reference on the invoice or the
invoice includes sales tax, a copy of the invoice is sent to the originating Department requesting
corrective action. The Department must correct the system or contact the Vendor to resolve any
discrepancies.
C. The Department will advise Accounts Payable of the corrective action or resolution and the
invoice will be processed.
d. The unpaid invoices remain filed by due date to facilitate future processing for payment.
e. Departments should never combine several invoices as one amount on a BPO and should never
offset a credit memo and a charge as one amount on any PO. Both practices will result in the
invoices being returned to the Department to correct the entry(ies). Each invoice and credit
memo must be entered separately to avoid delays in processing and to develop a history for each
invoice and credit memo to prevent future duplicate payment.
Receipt of Approved Check Request
(See attachment for example of a Check Request form)
a. Approved check requests are manually entered into the system by the Finance Department;
therefore, the originating Department should verify the availability of unencumbered funds prior
to submitting to Accounts Payable. If a check request causes an expense category to be
overdrawn, future processing of PO payments against the overdrawn account will not be allowed
in the system. Only the City -approved check request form should be used.
b. Checks issued as payment of check requests are normally processed on the first check run
following entry into the system.
C. Due to the required manual processing, check requests should be utilized on a limited basis.
They should be used to issue refunds, to split costs between funds or Departments and to charge
balance sheet accounts.
d. The appropriate back up must be attached to the check request to verify the expenditure.
e. Copies of attachments to be mailed with the check must also be provided. This copy will be
attached to the check copy which is filed in the accounts payable files.
f. If paying a credit card bill, itemized receipts (not charge slips) for each expenditure must be
attached.
g. Check requests are not to be used for employee reimbursements or advances.
Reimbursement/advance requests must be submitted on a business expense form and entered as
an FPO by the originating department (see the travel policy.)
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3. Utility Customer Refunds and Overpayments
a. The Utility Billing Department compiles a CIS (Customer Information System) batch for
customer utility refunds and overpayments. This batch is produced from the Utility Billing
nightly update.
b. Within the CIS system controls, the Accountant's user ID is listed as the user the batch is sent
to. The batch references CIS only so the Accountant enters the same date as the transaction date
to the group header. The Accountant then changes the user ID to the appropriate staff in
Accounts Payable.
C. The appropriate staff in Accounts Payable edits the batch for the invoice number and
description. The invoice number is edited to the complete customer account number and the
description is edited to the address of the customer.
d. The Utility Billing Department provides copies of customers' statements reflecting the
overpayment for inclusion with the refund check.
C. Processing Batches and Approvals
1. The appropriate staff in Accounts Payable generates daily accounting reports. This process
creates PO and FPO batches. Items in these batches have all approval levels completed in
the purchasing application. The appropriate staff in Accounts Payable must post the PO and
FPO Encumbrance batches before posting the AP batches.
2. Edit batch reports are printed for AP, PO, FPO and CIS batches by the appropriate staff in
Accounts Payable.
3. The edit batch reports with supporting documentation are given to the Accounting Manager,
Budget Analyst or Senior Accountant for review and approval.
4. The appropriate staff in Accounts Payable processes any required changes and updated edit
batch reports are given to the Accounting Manager, Budget Analyst or Senior Accountant for
review and approval.
5. As batches are approved, the appropriate staff in Accounts Payable posts them to the system.
6. Approved posted batch reports are filed in binders for future reference.
D. Issuance of Checks
1. Checks are issued once each week, on Fridays. The receipting of a PO, with the original invoice in
Accounts Payable for processing, or approved FPO must be completed by noon on Wednesday for a
Friday check. Check requests must also be received by Accounts Payable for processing by noon on
Wednesday for a Friday check. Checks will not be issued on any other days.
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2. Invoices are systematically selected for payment based on their due date. Normally, the invoices
selected for payment will include all items with a due date that is one week after the issue date. The
appropriate staff in Accounts Payable prints the Expenditures Approval Listing (EAL) report for the
selected due date and reviews it for reasonableness and accuracy. If there are no changes to be
made, the checks are printed. One check is generally issued per Vendor which lists each individual
invoice or credit memo and the amount of each. However, if a Department would tike multiple
checks to the same vendor, complete a check request indicating separate check or write "do not
combine" on the top of the invoice next to the FPO number.
3. Checks are printed on blank check stock. This process reduces the possibility of check fraud since
there is no inventory of pre -numbered, pre -encoded blank checks.
4. The printing process records the payment information, check number, encoding information and two
facsimile signatures with magnetic ink for checks less than $5,000. If the check is for $5,000 or
more, two authorized individuals must sign it. The authorized check signers are the City Manager,
Director of Finance, Assistant Finance Director, and designated Senior Accountants.
5. After completion of the check processing, a check register and two copies of each check are
produced. The check copies produced are:
a. White Copy— Original check mailed to Vendor.
b. Yellow Copy — Filed with support in Vendor file.
6. The check register, all original checks (white copy) and yellow copies with support for all checks
that are for $5,000 or more are given to the Director of Finance for review and signature by the
appropriate authorized check signers. After review, all are returned to the Senior Administrative
Assistant to be mailed to the Vendors.
7. Each check is mailed to the Vendor with all necessary attachments. Only under special
circumstances will a check be returned to the originating Department. In such instances, the
Department should highlight this request on the submitted documentation. Since the Accounts
Payable files are the permanent record of all payments made by the City except payroll, any
additional documentation provided to the Vendor by the Department prior to mailing should also be
provided to Accounts Payable upon submission for processing.
E. Review by Departments
If a PO and a FPO are processed for the same item, the general ledger will reflect a double
encumbrance for this item. To prevent this duplication, Department Heads should review on a
regular basis open POs to determine that all are valid, the goods or services have not been received
and none are duplicated. If duplication is discovered, the PO should be cancelled if it has been paid
with a FPO and the duplicated funds will become unencumbered.
EIR
F. Vendor Inquiries
Accounts Payable is responsible for responding to inquiries from Vendors regarding the status of
unpaid invoices and for reviewing monthly statements received from Vendors. These
responsibilities, which are most important in promoting and maintaining satisfactory credit standings
with suppliers, frequently require the cooperation of Department representatives in identifying
purchases, in determining status and location of material or documents and in preparing documents
for payment. Vendor statements, duplicate invoices and vendor inquiries should be forwarded
promptly to Accounts Payable.
ABBREVIATIONS:
AP = Accounts Payable
PO = Purchase Order
BO = Blanket Purchase Order
FPO = Field Purchase Order
CIS = Customer Information System (Utility Billing)
FE
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: VEHICLE REPLACEMENT
FUND POLICY and PROCEDURES
NUMBER: 26
EFFECTIVE DATE: FEBRUARY 1, 2004
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
1.0 PURPOSE
To establish policy and procedures to ensure that adequate funds will be available to purchase
vehicles and equipment and to fund that part of the City of Allen's capital budget related to the
purchases, thereby stabilizing the budgeting for major vehicles/related items and other equipment
purchases. To provide for such replacement and procurement and administer the disposition of the
replaced vehicles and equipment.
2.0 POLICY
3.0
2.1 All City of Allen fleet vehicles will be owned by the Vehicle and Equipment
Replacement Fund (VERF) and leased to the user departments/programs.
2.2 Major pieces of equipment ($10,000 or more), not included in 2.1 above, may be
purchased and owned by the VERF and leased to the user departments/prograrns if approved
during the budget process. This does not include technological equipment.
2.3 All user departments will be charged a monthly replacement fee for each vehicle and
equipment allocated to their use from the VERF. Such fee will provide funds to purchase
replacement vehicles and equipment.
2A Every vehicle and/or piece of equipment replaced will be surrendered simultaneously
with, or prior to, the allocation of the replacement. A determination will be made prior to the
time of the purchase of the replacement as to the disposition of the item being replaced.
2.5 Accounting for vehicles/equipment sold as surplus property will be credited to the
VERF or pursuant to 4.6 (C) if related to a grant.
2.6 The VERF is for procurement and replacement of vehicles and equipment. New
vehiclea/equipment, additions or upgrades, may be purchased by the VERF with the City
Manager's Office (CMO) approval during the budget process. A monthly replacement fee
will be charged to the user department/program based on the expected life of the
vehicle/equipment.
3.1 Vehicle and Equipment Replacement Fees.
A. Replacement Fees.
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1. Departments/programs will be charged monthly replacement fees for
vehicles/equipment assigned to them, based on their expected useful life.
a. Expected useful life.
1) Vehicles
Police patrol/motorcycle vehicles 3 years
Basic sedans, field or crew pickup trucks
(includes 4 -wheel drive vehicles)
less than 15,000 GVW 5 years
Supervisor or non -field pickup trucks 7 years
Large trucks, 15,000 and over GVW,
excluding fire trucks 10 years
Fire trucks 15 years
2) Equipment (classified as rolling stock and
the cost is $10,000 or more.) 10 years
The life of some vehicles/equipment may be adjusted on a case-by-case basis.
b. Fee calculation.
1) Vehicle/equipment charges will be based upon the normal
expected useful life of the vehicle/equipment in accordance with
the following formula:
Historical Cost X 3% annual inflationary cost factor of vehicle X % below
No. of months of expected life = Normal monthly fee charged
2). The annual inflationary cost factor used above will be reviewed
by the Review Committee and adjusted as needed during the
budget process.
The replacement fee percentage used in the above formula will be
computed annually, based on the relationship of VERF
unencumbered cash to the fund's accumulated depreciation. The
following is a schedule of percentages to be used in the above
calculation:
If the ratio is 50% or less,
the percentage to be used is 100%
51% to 65%
90%
66% to 80%
80%
81 % and above
70%
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4.0
Note: Funds which have not contributed all of their initial replacement fee requirement will not be
eligible for any discounted percentage until this has been paid in full to the VERF.
3) During the budget process, approval may be given to purchase
additional vehicles and major pieces of equipment from the
VERF or the appropriate user's budgeted capital line item.
When an additional vehicle or piece of equipment is purchased
from the VERF it will be charged at twice the nominal monthly
fee until the total cost is recovered. After the cost has been
recovered, the normal fee calculation will go into effect.
4) Vehicles/equipment beyond their expected useful life will be
charged the annual inflationary cost on the total dollar value of
the asset as calculated by 1) above, until replaced or purged
from the fleet.
C. Charges to user departments will be reviewed periodically by the
Review Committee to determine sufficiency as replacement resources.
d. Department/funds will be charged a lease feefor donated
vehicles/equipment pursuant to Section 4.6.
B. Maintenance costs are not included in the use fee and will be charged back to the user
department/program as an additional matter.
3.2 Investment Earnings.
A. Temporarily idle funds will be invested, with investment earnings credited to the
VERF. Such investments will be managed by the Finance Department.
3.3 Sale of Surplus Property.
A. Once a purchased vehicle or piece of equipment has been purged, it will be sold as
surplus property. The revenue from such sale will be credited to the VERF.
B. Donated vehicles/equipment will be owned by the Vehicle & Equipment
Replacement Food (VERF). The revenue from the sale of these items will be credited
to the VERF.
4.1 Replacement Criteria. The following criteria will be utilized as a minimum when
considering vehicles/equipment for replacement. Other factors may be used as they are
pertinent and appropriate.
A. Usage minimum/maximum.
Vehicles/equipment which are used minimally are potential candidates for
reallocation or purging. The CMO will have final approval for reallocations
and recommendation for such will be submitted by the Review Committee, to
the CMO by April 30.
RES
2. High mileage vehicles will be reviewed on a case-by-case basis.
3. User comments will be received for consideration and submitted to the CMO
along with the Review Committee's recommendation by April 30.
B. Purpose of use.
1. Is the vehicle/equipment, currently allocated, adequately meeting service
requirements for the user?
C. Repair/maintenance costs.
1. Are repairs to the vehicle/equipment too costly to justify retention for an
additional year or more?
2. Are repair parts readily available?
4.2 Vehicles and Equipment Reviewed Annually.
A. Physical Inventory of Vehicles
At the direction of the Finance Department a physical inventory of vehicles and
rolling stock shall be completed by January 31 of each year. Each department shall
submit to the Finance Department/Budget Division a complete listing of vehicles or
rolling stock and related equipment that is assigned to their department. The
inventory shall include: vehicle or equipment number, description of vehicle or
equipment (make, model, year), division or program the vehicle is assigned, and
mileage or hours of operation.
The Finance Department shall cross reference the submitted inventories with the
previous year's records. Spot field audits to verify submitted inventory lists shall be
completed by the City Manager's designee.
B. Review Committee Assessment
Vehicles/Equipment are not automatically replaced on a set schedule, but rather as
they qualify by criteria. The annual assessment by the Review Committee is part of
the final budget decision process. Further, there is no intention of replacing
vehicles/equipment on the basis of expected useful life as was set forth in 3.1 (A) (1)
(a).
The primary evaluation criterion shall be the function which the vehicle is used to
perform, not the level of utilization. A recommendation relative to the need to
reassign or purge the vehicle shall be made to the City Manager for final review.
43 Budget Request for Replacement/Procurement.
A. When a vehicle/equipment is identified for replacement, a request form (see Exhibit
A) will be initiated by the user in conjunction with the budget process.
1. Completion of Request Form.
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a. Done early in the budget process based on the budget calendar, but no
later than April 15.
b. Identify vehicle/equipment being replaced.
1) Year, model number, mileage/hours, and City of Allen's asset
number.
C. Requires a full explanation of the reasons for replacement, including
maintenance costs.
d. If an existing vehicle/equipment is being replaced with an upgraded
vehicle the reason for the upgrade needs to be noted on the request.
2. Submitted by user department to the Review Committee.
a. A review of the request from is performed by the Review Committee.
b. The Review Committee notes their concurrence/non-occurrence on the
request form and forwards it to the Finance Department for calculation
of the replacement fee. Such calculation is based on the normal
expected useful life per paragraph 3.1 (A) (1) (a)or (b). The Finance
Department enters the approved lease fees into the system. It is then
forwarded to the user department.
C. The Review Committee may submit alternatives to the requested
replacement/procurement which could better serve the city of Allen.
3. The user department submits the request form with the department's budget.
4.4 Purchase of Replacement/Procurement of the Vehicle/Equipment.
A. Pursuant to the Purchasing policies and procedures, a requisition for the approved
replacement is prepared by the user department.
Identify vehicle/equipment being replaced.
a. Year, model number, mileage/hours and City of Allen's asset number.
b. Can be only the replacement approved in the budget.
2. Review by the Purchasing Manager is required prior to submitting for bidding
process.
B. A requisition for the approved procurement is prepared by the user department and
submitted to the Purchasing Department.
Identify type of vehicle/equipment to be purchased.
a. Type of usage
b. Estimated cost
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C. Specifications for replacement/procurement vehicles/equipment covered within this
policy may be reviewed and approved by the Review Committee. This includes all
amendments to previously approved specifications.
4.5 Replaced Vehicles/Equipment.
A. Every vehicle and/or piece of equipment replaced will be surrendered simultaneously
with, or prior to, the allocation of the replacement. A determination by the Review
Committee will be made prior to the time of the purchase of the replacement as to the
disposition of the item being replaced.
1. Notice is to be given to the Finance Department of all vehicles/equipment
surrendered.
B. Reallocation of unit.
1. Dependent on the vehicles/equipment condition and restoration status, the
Review Committee could recommend to the CMO that the surrendered
vehicle/equipment be reallocated.
a. For budgeted addition, or
b. To replace existing vehicle/equipment
C. Notification of reallocation will be made to the Finance
Department by the Review Committee.
d. The Review Committee may recommend a replacement fee
that differs from 3.1 (A) (1)(b)(4) for a vehicle that is reassigned and
results in the addition to the fleet.
C. Disposition of vebicles/equipment.
1. All vehicles/equipment surrendered must be disposed of unless retention is
approved by the CMO.
2. The Finance Department must be notified of the disposition of all
vehicles/equipment which have been replaced.
a. Notice to be given of vehicles/equipment listed for sale. Finance will
make necessary adjustment to the fixed asset inventory.
b. Notification of disposition will be made by the Purchasing Division.
3. The Risk Manager must be notified of the disposition of all
vehicles/equipment within 15 working days of their purge from the City of
Allen fleet.
a. The Risk Manager will then make required notification to the
insurance carrier.
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b. Notification will be made by the Purchasing Division.
D. Treatment of vehicles/equipment which have been totaled.
Vehicles/equipment which are considered totaled by the insurance company
will be replaced by the VERF.
2. Insurance proceeds for totaled vehicles/equipment will be deposited in the
VERF.
4.6 Donated/Seized/Grant Vehicles and Equipment
A. Replacement of vehicles/equipment which has been donated will follow the same
criteria and procedures set forth in 4.0 REPLACEMENT OF
VEHICLES/EOUIPMENT in this administrative regulation. Budgeting for the
replacement will be in the VERF if a replacement fee had been assessed for the
vehicle/equipment. Otherwise, the replacement will be treated as a new purchase if
historical replacement fees had not been assessed.
B. Notification to the Finance Department of any donated/seized/grant vehicles and/or
equipment will be made by the user department within seven days of receipt.
C. Disposal of grant vehicles/equipment shall be conducted within the guidelines
of the grantor agency.
D. Seized vehicle will not be charged a replacement fee since they will not be
replaced.
5.0 TWENTY-FOUR HOUR USE OF VEHICLES
5.1 See the City of Allen Vehicle Use Policy t#f
Vehicle and Equipment Request
Replacements Only
Department:
Program:
New No. New Unit Total
Item(s) Rea Cost Cost Account#
TOTAL $
Old # Old Unit -Historical
Item(s) Mi./Hr. Ase, Maintenance Cost Account #
DEPARTMENTAL
Provide historical annual maintenance costs for each vehicle
or equipment that is being replaced through the VERF.
Replacement Lease Fee Amount
Prepared by Accounting
Date
Vehicle Replacement Request: Recommend Replacement
Disposition of Replacement:
Recommend Denial
Recommend Denial and
purge current equipment
Date - Vehicle Replacement Committee
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CMO USE ONLY
CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: CITY VEHICLE USE
NUMBER: 27
EFFECTIVE DATE: FEBRUARY 18, 2004
AMENDS/SUPERSEDES: CITY VEHICLE
USE NO.3
APPROVED:
PETER H. VARGAS, CRY MANAGER
CITY VEHICLE USE
POLICY
It is the policy of the City of Allen to provide City vehicles for employee use in certain
circumstances and situations, and to provide vehicle allowances or mileage reimbursements to other
employees who are required to use their personal vehicles to conduct City business. The City of
Allen desires to have established procedures which will ensure consistency concerning the use of
"take-home" City vehicles. The City also desires to establish consistent guidelines for those
employees who receive vehicle allowances and mileage reimbursements.
Decisions regarding the use of vehicles which are not explicitly stated herein will be left to the
discretion of the appropriate Department Director, as authorized by the City Manager. Department
Directors are authorized to administer, provide guidance, and ensure compliance with this Policy.
VEHICLE OPERATOR STANDARDS
I. PURPOSE
The purpose of this Policy is to establish consistent procedures for the use of City of Allen vehicles,
to establish conditions for taking City vehicles to an employee's residence, and to establish
procedures applicable to City employees who receive vehicle allowances or mileage
reimbursements.
II. DEFINITIONS
A. A City vehicle is defined as any passenger car, truck, motorized equipment, or similar
type vehicle as defined by the Texas Motor Vehicle Law which is owned, leased, rented,
or otherwise under the care, custody, or control of the City of Allen, including police and
fire vehicles.
B. Motorized equipment includes, but is not limited to, backhoes, bulldozers, mower -
tractors, loaders, graders, and similar equipment that requires a state -issued driver's
license for operation on public roadways.
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C. Driving records include the complete driving history of an employee as can be discerned
from any official records.
D. City business is defined as any work done by a City employee on behalf of the City
E. Authorized personnel are defined as City employees who have been designated by their
Department Head to use a City vehicle within the course and scope of their duties.
F. "On-call" employees are those City employees who drive City vehicles to and from their
home, conducting after hours service calls.
Authorized personnel shall be required to meet the following minimum conditions of eligibility for
the privileges under this policy:
A. Have reached the age of eighteen years to operate City vehicles.
B. Have accumulated fewer than ten (10) points on the Operator Standard scale as judged by
the Human Resources Department review of the employee's driving records. (See
Chapter 19.04 in the Personnel Policies and Procedures Manual)
C. Be able to operate properly and safely a City vehicle with or without accommodation.
D. Have current valid Texas driver's license in the appropriate class as established on the
official description for the position.
E. Observe all laws, ordinances, and work rules relating to the operation and care of City
vehicles.
F. All employees who receive a vehicle allowance or mileage reimbursement from the City
will maintain personal automobile insurance as required by the State of Texas.
IV. PROCEDURES
A. USE OF CITY VEHICLES
Authorized Personnel who use City vehicles will adhere to good stewardship practices and
common sense pertaining to responsible use of the vehicles. Employees who use City
vehicles must adhere to the following instructions which include, but may not be limited to:
1. Maintaining appropriate cleanliness of the vehicle. Vehicles must be washed in
accordance with departmental procedures.
2. Maintaining proper operational procedures
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3. Notifying the immediate supervisor/manager in the event of vehicle damage, a need for
repairs, and/or any incident involving a complaint or a condition which is believed by the
employee to reasonably result in a complaint.
4. All City vehicles must be operated in the manner prescribed in applicable State laws and
City ordinances.
5. No employee shall operate any City vehicle in a hazardous, unlawful, or reckless manner.
6. While operating a City vehicle the employee and any passengers in the vehicle must wear
seat belts.
7. Employees are prohibited from transporting unauthorized persons in any City vehicle
without the permission of the immediate supervisor.
8. No employee shall alter, repair, or in any way change, add to, or remove, any parts or
accessories of any City vehicle unless proper permission is obtained prior to such action.
Do not operate any vehicle if you feel it is unsafe.
9. The use of a City vehicle to conduct personal business is prohibited other than for
incidental uses, such as stopping at a restaurant or convenience store. However, in no
case shall a City vehicle be used in the conduct of purchasing, transporting, or
consumption of alcohol.
10. No tobacco products will be used in City vehicles at any time.
11. The operator of a City vehicle shall remain constantly aware of the public perception of,
and expectation of, driver courtesy from all drivers of City vehicles. All drivers of City
vehicles are expected to maintain courteous driving habits, including but not limited to:
a. Courteous yielding to other vehicles when appropriate;
b. Prudent use of the vehicle's horn; and
c. Patient and defensive driving techniques.
12. If you are assigned a City vehicle or City equipment of any kind, you are responsible for
proper care and maintenance. It is also your responsibility to follow established safety
rules and regulations and to exercise sound judgment in the care, maintenance, and
operation of vehicles or other equipment.
13. Driving ineligibility and reinstatement is covered by Chapter 18.04 of the City of Allen's
Personnel Policies and Procedures Manual.
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B. USE OF PERSONAL VEHICLE ON CITY BUSINESS
1. Notifying the immediate supervisor/manager in the event of an accident and/or any
incident involving a complaint or a condition which is believed by the employee to
reasonably result in a complaint.
2. All personal vehicles used for the conduct of City business must be operated in the manner
prescribed in applicable State laws and City ordinances.
3. No employee shall operate a personal vehicle under his/her control for the conduct of City
business in a hazardous, unlawful, or reckless manner.
4. While operating a personal vehicle within the course of their normal job duties the
employee and any passengers in the vehicle must wear seat belts.
5. The operator of a personal vehicle on City business shall remain constantly aware of the
public perception of, and expectation of, driver courtesy from all drivers of City vehicles.
All drivers are expected to maintain courteous driving habits, including but not limited to:
a. Courteous yielding to other vehicles when appropriate;
b. Prudent use of the vehicle's hom; and
c. Patient and defensive driving techniques.
6. Driving ineligibility and reinstatement is covered by Chapter 18.04 of the City of Allen's
Personnel Policies and Procedures Manual.
C. DEPARTMENT PROCEDURES
In addition to the aforementioned requirements, each City department utilizing City
vehicles shall develop and maintain departmental procedures regarding their use to
include after hours usage, on-call duty restrictions, etc. Said procedures are to be
approved by the City Manager prior to implementation and when revised.
Department procedures shall be consistent with this Policy.
D. TRAFFIC CITATIONS
An employee operating a City vehicle or while operating a personal vehicle within
the course of their normal job duties shall notify his/her supervisor in the event of
receiving a traffic citation. However, the City is not responsible for the payment or
defense of such a citation. The severity of a citation and/or the frequency of receiving
citations may result in disqualifying an employee from operating City vehicles or
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equipment, as determined by Human Resources. This may result in disciplinary
action up to and including termination if driving is an essential function of the
employee's job.
E. INJURIES AND/OR ACCIDENTS
1. You are required to report any on-the-job injuries or accidents to your supervisor
immediately, with copies furnished to Human Resources, even if you feel the injury is
very minor and does not require hospitalization or the attention of a medical
professional. Failure to report accidents or injuries may be cause for disciplinary
action including, but not limited to, loss of benefits and termination.
2. The operator/occupants involved in any vehicular accident within the course and
scope of their City duties shall take the following actions when involved in an
accident:
a. Stop immediately.
b. Give whatever aid you can to any injured parties.
c. Notify police immediately through radio dispatch or by telephone.
d. Make no admission of fault or negligence to anyone. Be courteous, but do not
discuss the accident with anyone except with the police officer investigating the
accident, and do not sign any statement or releases, excluding police documents.
e. Exchange name, address, insurance information, and driver's license numbers
with the drivers of the other involved vehicles.
f. If on a controlled access highway, remove the vehicle from the roadway (if
possible). Otherwise, unless required for safety reasons, do not move the vehicle
involved until instructed to do so by a police officer. Do not move the vehicle in
the event of an injury accident until directed by the police officer.
g. Immediately notify your supervisor or Department Director regarding any
accident involving damage to a City vehicle, private vehicle, private property or
injury to a person. A "Motor Vehicle Accident Report" will be completed within
twenty-four hours and copies distributed accordingly, including to the Human
Resources Department.
h. Failure to immediately report any accident or vehicle damage may result in
disciplinary action including termination.
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F. CITY VEMCLE/EQUIPMENT ACCIDENT REVIEW BOARD
1. The City Vehicle/Equipment Accident Review Board will consist of the Risk
Manager and four (4) City Manager -appointed members from various departments.
The Board will convene once a month. The Board will review accidents involving all
City employees.
2. Members will serve a two-year term. Terms will be staggered to allow continuity
within the Board.
3. The Risk Manager will serve as Board chair, and moderate the meeting.
4. The hearing will be held within ninety (90) days of the incident being investigated.
The Risk Manager will set the exact date and time. The employee appearing before
the Board will be given two weeks notice of the date and time.
5. The Board will review and evaluate the facts surrounding accidents involving City
employees for risk management purposes and to determine if any educational action
should be recommended in regards to the employee(s) involved, or in regards to all
employees The Board will base its decision on the facts presented, degree of
responsibility, work record of the operator, operator's compliance with the City's
Vehicle Use Policy. Factors the Board will consider specifically include: accident
reports, witness testimony, maintenance records, and tests on the vehicle parts. The
Board will reach a decision within five (5) business days of the hearing.
6. The Board will provide their recommendation to the appropriate Department Head
and the Human Resources Director.
7. Board recommendations will include a judgment of whether the accident was
preventable, unpreventable, or indeterminable, and whether or not training or
equipment deficiencies were involved.
8. The Board's recommendations will be distributed to all parties involved within three
(3) business days from their decision.
9. Any actions taken by the City as a result of the Board's decision and recommendation
shall be decided on and taken within five (5) business days of the distribution of the
recommendation.
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G. USE OF ELECTRONIC COMMUNICATION DEVICES AND SAFE DRIVING
All City employees are expected to drive with safety as the first consideration. This includes
driving safely and using caution while operating cellular telephones, electronic paging
devices, radios, and/or other wireless personal communication devices. Recommendations
for safe handling of vehicle -based calling include the following:
1. The driver of a vehicle may not use a cellular phone while the vehicle is in motion.
The driver will pull off the road to dial a number or participate in a conversation. A
passenger in the vehicle may serve as a liaison regarding the phone conversation.
2. Do not use an electronic communication device at all if there are hazardous road or
traffic conditions.
3. Avoid multiple tasks when driving, such as trying to take notes while you are using
an electronic communication device.
NOTE: Public safety personnel are exempt from the restrictions of using electronic
communication devices.
Employees are responsible for, and will be held accountable for, safe driving at all times.
H. TAKE-HOME VEHICLE POLICY
After hour or emergency work is performed by "on-call" personnel. On-call personnel will
be responsible for after hour repairs on a continuing basis before or after regular hours,
including weekends and holidays.
Employees may be assigned by the appropriate supervisor/ manager/director to take a
City vehicle to the employee's residence as provided in this policy. Employees may
be authorized to take City vehicles to their residences under the following
circumstances:
a. The employee must be "on-call," "stand by" or involved with special
circumstances or projects.
b. Written authorization from the Department Director establishing such use.
C. Such assignment shall not be given to an employee who cannot respond
within the required time frame as provided herein.
1) Regardless of the activity, when notified of an emergency, an
employee must be on location in Allen within thirty (30) minutes
from the time the call was received.
d. Such privilege constitutes the best interests of the City.
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2. The following conditions and regulations will govern the use of City vehicles by
employees who are authorized to take City vehicles home:
a. All precautions shall be taken to ensure the safety and security of City vehicles. This
includes, but is not limited to, locking all doors and/or compartments and properly
parking vehicles in accordance with applicable laws and ordinances.
b. Avoid situations that would give rise to a legitimate complaint from neighbors, such
as blocking streets, driveways, alleys, etc.
c. In no case shall a person other than the City employee be allowed to operate or drive
the City vehicle.
d. Employees may carry immediate family (those who reside at their residence) in the
vehicle. If a routine service request is received, the employee's family member(s)
may respond with him/her. On all other calls, the family member(s) should be taken
home or other arrangements made.
e. Department Directors have the authority to state that no family member may be in a
City vehicle responding to certain situations unless under exigent circumstances. If
the nature of the response requires sirens and lights, an employee shall not have
anyone else in the vehicle — other than a City employee — when responding to the
call.
f. Employees will not use City vehicles to haul or tow anything other than City
equipment needed in the performance of their duty.
f Employees will not possess, purchase, or be under the influence of drugs or alcoholic
beverages while operating City equipment.
g. Employees will not use any tobacco products while operating City equipment.
h. Employees will not conduct any business of a personal nature, except when the
employee is on "on-call" status for the limited purpose of attending to personal needs
such as picking up their children, grocery shopping, going to dinner or the theater.
i. Employees will not conduct any business of a personal nature, for profitwhile
operating City vehicle.
j. Employees will observe and obey all traffic laws and operate the equipment in a safe
and courteous manner.
k. Employees will always wear their seat belt while operating or riding in a City vehicle
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PERSONAL USE OF CITY VEHICLES
According to Federal guidelines and for purposes of tax calculations only, certain vehicles
and equipment, particularly emergency and utility service vehicles (normally not including
pickup trucks or vans) designated by Federal law are exempt for the purpose of increased tax
liability. This exemption means that the taxable income of the employee assigned one of
these vehicles will not be affected. All other vehicles of the City are classified as "non-
exempt." These vehicles normally include pickup trucks and vans. By "non-exempt," the
Federal government means that a tax liability will be incurred by the employee to whom the
use of the vehicle is assigned.
An employee who has a non-exempt take-home vehicle will have an assessment, as set by the
Federal government each year, added to their taxable income for each day of use. This
assessment will only be added for the days the vehicle is used, not to include vacation, sick
leave or holidays. The assessed amount is added to the employee's taxable income only for
the purpose of calculating the tax liability. The employee assigned the use of a non-exempt
take-home vehicle will be responsible for the tax on the assessed amount.
Example: At the current assessed amount of $1.50 per one-way commute, the taxable
benefit to the employee is $3 for each working day. If a particular employee
commutes to and from work using a non-exempt vehicle 240 days in a
calendar year, the taxable benefit is $720 for that year. An employee in a 15%
tax bracket for regular wages would incur $108 tax liability for the year.
A list of employees assigned take-home City vehicles must be furnished to the Finance
Department at the beginning of each calendar year and updates must be provided as changes
occur. The list must include the type of vehicle the employee is taking home so any potential
tax liability can be determined. Finance will notify each department regarding which
employees are driving non-exempt vehicles and those employees must submit a report to
Finance each month showing how many days they commuted in the City vehicle during that
month.
J. VEHICLE ALLOWANCES OR MILEAGE REIMBURSEMENT
Vehicle allowances are approved by the City Manager and are paid to the employees as
additional monthly income through the payroll system. Vehicle allowances do not apply to
travel greater than a 60 mile radius of Allen. Mileage reimbursement at the IRS rate applies
after the 60 mile radius.
City employees may receive a mileage reimbursement as compensation for using their
personal vehicle for authorized City business. City employees will be reimbursed at the
prevailing federal per -mile rate. On an annual basis, the Internal Revenue Service (IRS)
provides the mileage rate for business use of a vehicle using the Vehicle -Cents -Per -Mile
Valuation Rule.
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City employees who receive a vehicle allowance will not use a City vehicle in lieu of their
personal vehicles unless one of the following conditions exists:
The employee's personal vehicle is temporarily out -of -service due to mechanical
reasons; or
2. The employee is traveling to a work site with another employee who would nominally
drive a City vehicle to that site; or
3. Three or more City employees are traveling together to the same location or work site
and the vehicle(s) of the employee(s) receiving a vehicle allowance or mileage
reimbursement cannot accommodate the total number of passengers.
An employee using a City vehicle under the preceding conditions is not required to reimburse
the City a portion of his/her vehicle allowance or mileage reimbursement IF the City vehicle
is utilized for forty-eight hours or less.
However, an employee using a City vehicle longer than forty-eight hours must reimburse the
City for each subsequent day the City vehicle is driven to the employee's residence, using the
following procedures:
The employee will calculate the amount of reimbursement by dividing their monthly
vehicle allowance or mileage reimbursement by thirty, and then multiplying the result
by the number of nights (beyond the forty-eight hour limitation) that the City vehicle
was taken to the employee's residence.
2. The employee will prepare a memo to the Director of Finance, instructing the Finance
Department to deduct the calculated reimbursement amount from the next vehicle
allowance or mileage reimbursement payment. A copy of the memo shall also be
sent to the employee's Department Director.
K. STICKERS, DECALS AND/OR EMBLEMS
No unauthorized stickers, decals or emblems will be placed on City vehicles or
equipment.
2. Authorized identification decals and/or emblems shall be placed on the vehicles and
equipment in a consistent manner.
a. The City Identification Number should be located above the "model" emblem
on the right rear area of the tailgate, trunk area or body of the unit AND on
each front fender above the "model" emblem, if possible, or at the top of the
fender between the wheel well and the front door.
b. On white vehicles, the number shall be blue and on dark vehicles, the number
shall be white.
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3. Contact the Assistant Director of Community Services for number specifications and
ordering information regarding numbers, signage, etc.
L. DISCIPLINARY PROVISIONS
Violation of any of these provisions will be grounds for disciplinary actions, up to and
including revocation of driving privileges, demotion, and termination.
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CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: CITY IDENTIFICATION
CARDS
NUMBER: 28
EFFECTIVE DATE: JANUARY 16, 2004
AMENDS/SUPERSEDES:
APPROVED:
FETERMVARGAS,CMNAGER
CITY IDENTIFICATION CARDS
PURPOSE
It is the policy of the City of Allen that, as a part of the employment process, all regular full-time and
part-time (excluding seasonal) employees will be issued an identification card.
POLICIES AND PROCEDURES
City identification cards are issued for `official use only" and are not to be used for obtaining
privileges, or for any personal reasons. Misuse of City identification cards may be grounds for
employee disciplinary action, up to and including termination.
Identification cards are to be worn in a visible manner on the front of the upper torso manner while
in all City owned facilities (employees in City of Allen work uniforms that include names are
exempt from this provision). The identification card must be kept within reasonable access while on
duty for the City for verification of employment. Lost, stolen or mutilated identification cards
should be reported immediately to Human Resources. It is the responsibility of the employee to
ensure that current information is reflected on his/her identification card. You may be charged a fee
for excessive replacements.
In cases of promotions or demotions where a new card is issued the card must be relinquished to the
Human Resources Department prior to receiving a new card.
Upon separation from employment with the City, die card must be relinquished to the Human
Resources Department prior to receiving a final check.
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CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: TUITION REIMBURSEMENT
NUMBER: 29
EFFECTIVE DATE: FEBRUARY 18, 2004
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
TUITION
Purpose
To provide full-time employees access to higher education that will enhance knowledge of their
current position, as well as provide an avenue of preparation for career development.
Eli2ibility
1. All regular, full-time employees are eligible to participate upon completion of six (6) months
of service with the City.
2. The City of Allen will provide tuition reimbursement to regular full-time employees who
have completed at least six months of service.
3. Course work must be directed toward an Associate, Bachelor, Masters, or Doctorate degree.
4. The course of study shall be related to a city career field as determined by the Director of
Human Resources or designee.
5. College must be accredited by the State of Texas as a two-yearjunior college or four-year
senior college.
6. The City of Allen will reimburse tuition and mandatory fees at 100%; the cost of books will
be reimbursed at 50%, with a maximum reimbursement on books at $200 per semester.
7. Reimbursement will be received for a maximum of six (6) credit hours per semester on the
undergraduate or graduate level.
8. Reimbursement will be granted for:
• Undergraduate participants who attain a course grade of C or better
• Graduate participants who attain a course grade of B or better
9. Tuition charged at UTD will be the maximum standard; rates at or below this standard will
be acceptable; rates and fees higher than those charged by UTD will be reimbursed at the
UTD rate.
10. Tuition reimbursement made for course study under any other program will void
participation by the City of Allen. (This includes GI benefits, Federal or State grants, etc.)
11. Seminars and conferences are not eligible for reimbursement.
12. An employee who leaves the City of Allen service less than two years after completion of the
completed course must return the monies to the city upon termination. If an employee
terminates due to a reduction in force, the money will not need to be returned.
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13. An employee who is enrolled in the program who terminates service with the City of Allen
will no longer be eligible for reimbursement.
14. The employee must have a degree plan on file with the college or university; a copy will be
maintained with the Human Resources Department.
15. Availability of tuition reimbursement is subject to City Council funding levels, established
annually as part of the budget process.
16. Tax status of tuition reimbursement is determined by law. Reimbursement for undergraduate
courses is not taxed; reimbursement for graduate courses is considered taxable income.
Reimbursement Procedures
At the beginning of each semester, an employee must submit a Tuition Reimbursement Application
and legible copy of the bill and receipt to the Department Director and Human Resources
Department for approval. At the end of the semester, the original grade report must be submitted to
Human Resources (who will make a copy for city files). The reimbursement will be included in the
employee's payroll check.
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CITY OF ALLEN
TUITION REIMBURSEMENT APPLICATION
Please type or print all information
Employee Name Employment Date
Job Title Department Phone
COURSE WORK FOR WHICH TUITION REIMB URSEMENT IS BEING REQUESTED
1.
Course Name and Number # Semester Hours School Undergraduate/Graduate
2.
Course Name and Number # Semester Hours School Undergraduate/Graduate
Semester applied for: (please circle) Fall Spring Summer I Summer II Other
(If "Other", please indicate.)
Copy of bill (must be legible) and a degree plan (if a degree plan has not yet been filed, a suggested
list of courses may be substituted) must be attached to this form for enrollment in program.
Upon completion of program, original copy of grade report must be presented to receive
reimbursement.
I have read the tuition reimbursement policy and agree to abide by it if this request is approved. I
understand and agree by signing this request that, if I terminate within two years from the date the
course work is completed, the tuition reimbursement will be repaid in a single payment or a
deduction from my final paycheck. I further understand that my participation in this program falls
under Internal Revenue Service regulations.
Employee Signature Date
Approved by:
Department Head/Date Human Resources Representative/Date
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CITY OF ALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: EMPLOYMENT
PROCEDURES
NUMBER: 30
EFFECTIVE DATE: FEBRUARY 1S, 2004
AMENDRSUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
CITY OF ALLEN
EMPLOYMENT PROCE]
These procedures are meant to establish consistency between departments on hiring, and will help
ensure that the City of Allen makes legal hiring decision and hires employees who best meet the
needs of the City.
POSTING VACANT EXISTING POSITIONS
1. Job Description- Prior to requesting that a position be posted please review the job
description to ensure that it is correct and accurate. If not, please contact Human Resources
for assistance in changing the description.
2. Posting of Position- Complete a Request for Staff form, which formally alerts Human
Resources of a vacant or new position This form must be completed in its entirety on each
open position. Recruiting efforts will not begin until this form is received in the Human
Resources Department.
3. Termination Packet for Vacating Employee- Human Resources must have a completed
Termination Packet for the vacating employee before the position can be posted. If the
vacating employee is being transferred/promoted to another department, please obtain
signatures of both department directors on the Personnel Action form.
4. Internal Postings- With the approval from the Human Resources Director, you have the
option of posting any position internal to allow current employees the chance to compete
internally for the position. The first three steps are the same; however, no advertisement will
be run. The position will be marked "City of Allen Internal Employment Opportunity" and
will be posted in the Human Resources Department, the City of Allen websites as well as
departmental bulletin boards.
POSTING NEW POSITIONS
1. Proposed Job Description- Before a new position can be posted, it must undergo a
classification analysis to determine pay plan placement and the official job description. A
completed job classification questionnaire must be submitted to the Human Resources
Department specifying the essential functions; equipment; other important duties; experience,
training, skills and other abilities; required education degrees, certificates and/or licenses;
and any other necessary information.
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2. Memo from City Management- To add a position that was not approved in the budget, a
request must be made to the City Manager. Written approval from the City Manager must be
accompanied by the Request for Staff form.
3. Internal Postings- With the approval from the Human Resources Director, you have the
option of posting any position internal to allow current employees the chance to compete
internally for the position. The first three steps are the same; however, no advertisement will
be run. The position will be marked "City of Allen Internal Employment Opportunity" and
will be posted in the Human Resources Department, the City of Allen websites as well as
departmental bulletin boards.
NOTE. All necessary paperwork job description changes, request for staff form and
termination packet ((or wearing employees) must be received in Human Resources by 12:00 p.m.
on Thursday to be posted in the upcoming weekend paper.
CRITERIA FOR HIRING FROM PREVIOUS POSTINGS
You can hire another applicant from a previous posting, if
1. The posting is in the same classification;
2. The posting is in the same department/division; and
3. The closing date of the previous posting was ninety (90) days or less.
All of the above criteria must be met to hire from a previous posting. If all of the criteria are
not met, the position must be posted and/or advertised again.
FILLING RECURRING SEASONAL POSITIONS
Individuals who worked the previous year in a seasonal position can be rehired without posting
and advertising the position. The individuals do not have to fill out a new application unless it
has been longer than one year since they were employed; however, they will need to complete a
new W4 form and the required pre-employment testing (drug screen, criminal and driving
checks).
The hiring supervisor must complete personnel action forms for the returning employees so their
files can be reactivated and the necessary pre-employment testing can be conducted.
POSITION ADVERTISEMENT PROCESS
1. Posting Deadline- The minimum posting time for any position is five days. You can
specify a longer period of time for positions that may be harder to fill. Positions should
not be posted as `open until filled" unless it is a position that is very difficult to fill or a
position that has a great deal of turnover. Request to post a position in this manner will
be reviewed on a case-by-case basis.
2. General Advertisements- Positions will be advertised in local newspapers, in "laundry
list' format. Positions will also be advertised on the City's web sites, cable channel,
external web sites, journals, newsletters and other reasonable avenues recommended by
the hiring supervisor.
3. Special Advertisements- A special ad highlights a position's pay, duties and
experience/educational requirements. These ads will be considered if a sufficient number
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of applicants is not received through our weekly advertising, or if a position is targeted as
being hard to fill through our normal channels.
F. ACCEPTANCE OF APPLICATIONS
Applications shall only be accepted for vacant posted positions. A current, signed
application must be submitted before the closing date for the applicant to be considered for
employment. Applicants may contact Human Resources to apply their application towards
another position within sixty days from the date of the initial application. Background and
supporting documents may be required to support claims of education, experience and
certification.
G. DISQUALIFICATION OF APPLICANTS
Although not intended to be an exhaustive list, examples for grounds of rejection of an
applicant include, but are not limited to, the following:
1. Impairment: Inability of the applicant to perform the essential duties of the job due to
medical, psychological or physical impairments, even with reasonable accommodations.
2. Minimum Requirements: Failure to meet the minimum requirements for the position as
defined in the job description.
3. Falsification, Deception, Fraud: Falsification of any material fact or any attempt to
practice deception or fraud by the applicant on the application and/or supplements during
interviews with an representative of the City during examinations, or during any phase of
the employment process.
4. Nepotism: Failure to disclose familial relationships are grounds for disqualification
and/or discharge.
5. Closing Date: Failure to submit an application and/or resume for a position by the posted
closing date.
6. Driving Record: Failure to meet the City's driving requirements for those positions
which require the operation of equipment or vehicles as an essential function of their
position. (as prescribed in Chapter 18.04 of the City of Allen's Personnel Policies and
Procedures Manual).
7. Criminal History: Conviction, deferred adjudication, or placement on probation for a
felony or crime where such history represents a risk to the City of Allen or where such
history is in conflict with the responsibilities and duties of the job.
8. Previous Disciplinary Action: Although not intended to be an exhaustive list, examples
of rejection of an applicant include, but are not limited to, the following:
a. Involuntary termination from previous employer(s) for inadequate performance of
duties
b. Misconduct
c. Job abandonment
d. Attendance related problems
e. Insubordination
f Violation of safety rules
g. Theft of employer property
h. Using, soliciting, or possessing alcohol or drugs while at work.
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9. Work Schedule: Inability or unwillingness of the applicant to work the required work
schedule.
10. Work History: History of instability as evidence on the completed application and/or
resume.
11. Incomplete Application: Failure to complete the application in the manner prescribed.
12. Examinations: Inability to pass all required examinations, including pre-employment
screenings.
13. Other: Failure to meet any other job related requirements deemed necessary by the
Human Resources Director.
H. APPLICANT SCREENING
All applications must be received through the Human Resources Department. Applications will be
screened by Human Resources on Fridays, only those meeting the minimum qualifications for the
position will be forwarded to the hiring supervisor. For open until filled positions, it is the hiring
supervisor's responsibility to determine whether or not there is an ample pool of applicants. If the
applicant pool is small, Human Resources will re-post/re-advertise the position another week.
All applications will be sent to the hiring supervisor in an expanding red pouch. The pouch will also
consist of a memo addressed to the hiring supervisor, a supervisor checklist, candidate status log,
interviewing tips, interviewer's evaluation of candidate form, reference check, hiring
recommendation form, personnel action form and eligible list form.
I. DEPARTMENT INTERVIEW
Supervisors will interview applicants and make the final decision for employment based on job-
related requirements, qualifications, and reference verification. Human Resources may assist in
developing questions and sit in on interviews if desired by the hiring supervisor.
J. SELECTION PROCEDURES
Supervisors will conduct reference checks using the Reference Check form on applicants prior to
making a conditional job offer. The hiring supervisor will extend the offer of conditional
employment to the successful candidate. It must be emphasize that all offers are contingent upon
results of the driver's license check, drug screening, criminal history check, physical examination if
required and the ability to produce documentation of employability as outlines in the Immigration
Reform and Control Act of 1986. After screenings are completed and results are received, Human
Resources will contact the hiring supervisor. If results are favorable, the hiring department can
establish a start date for the new employee. The hiring department phones or send letters to
applicants who were interviewed to notify them that they were not chosen for the position and
Human Resources will notify all other applicants. If the results are not desirable, the conditional job
offer is retracted. Do not allow the finalist to start work until you know the results of the pre-
employment test and checks. The Human Resources Department will notify the hiring supervisor
when the new hire is eligible to begin work.
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When the supervisor makes the final selection, he/she will document the selection/rejection (job-
related) reasons on the Applicant Evaluation form and fill out the Hiring Recommendation form
eligible list and personnel action form then forward the red pouch to Human Resources.
K DISCUSSION OF SALARY
Hiring supervisors do not have the authority to commit the City to employ an applicant above the
minimum salary of the range. All requests for a salary higher than the minimum must be approved
by the Human Resources Director. Request higher than the mid -point of the salary range must be
approved by the City Manager.
NEW EMPLOYEE IN -PROCESSING
It is the hiring supervisor's responsibility to send the new employee to Human Resources on his/her
first day of work to complete new employee processing. The processing will include the completion
of necessary forms including the I-9 (verifies employment eligibility), W4, TMRS, and other City
of Allen benefits.
NEW EMPLOYEE ORIENTATION
On the first day of employment, the new employee and his/her supervisor will complete, sign and
forward the New Employee Orientation Checklist to the Human Resources Department.
The Human Resources Department is available to answer questions and/or
assist supervisors during all phases of the employment process.
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CITY OF ALLEN ADMINISTRATIVE DIRECTIVES
SUBJECT: SEPARATION PROCESSING
NUMBER: 31
EFFECTIVE DATE: FEBRUARY 18, 2004
AMENDS/SUPERSEDES:
APPROVED:
PETER H. VARGAS, CITY MANAGER
SEPARATION PROCESSING
A SCOPE
This section covers all separations of employment, including resignation, reduction in force,
and dismissal.
B DEFINITIONS
Personnel Action Form: The City form that documents changes in personnel status,
including hiring, transfers, and separations, etc.
Separation: Any action that ends an employee's tenure with the City, including
resignations, reductions in force, dismiisals, etc.
Separation Packet: A collection of forms and information dealing with benefits and pay
that the employee reviews and fills out prior to separation
Supervisor: An employees direct supervisor or designated by Department Head
C PROCEDURE
1. The employee gives notice of resignation, or is notified of their termination
2. The employee's supervisor will pick up or request a Separation Packet
3. On the employee's last day of work, the supervisor and employee will fill out their
respective portions of the Separation Packet. The employee will fill out the forms in
the Separation Packet. The employee agrees to return all City property.
4. On the employee's last day of work, the employee's supervisor will collect all City
property issued to the employee, including identification badge, keys, tools, phones,
pagers, manuals, protective equipment, etc.
5. The Information Technology Department will invalidate any computer passwords
issued to the employee and take any other steps necessary to remove the employee's
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access to the City network.
6. Employees have the option to set up an exit interview with a member of the Human
Resources Staff.
7. After completion of the Human Resources forms, and at the end of the exit interview
(if scheduled) the former employee can leave the work site.
D EMPLOYEES LEAVING WITHOUT NOTICE
1. The employee's supervisor will notify Human Resources of job abandonment after
two consecutive unauthorized absences. The Human Resources Department will send
the employee a letter notifying them of the City's policy of job abandonment and the
fact that their employment with the City has been terminated.
2. The supervisor will fill out their part of the Separation Packet and return it to Human
Resources
3. Human Resources will complete their paperwork to allow a request for staff to be
submitted and the position be declared open
4. The Information Technology Department will invalidate any computer passwords
issued to the employee and take any other steps necessary to remove the employee's
access to the City network.
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CITY OFALLEN ADMINISTRATIVE DIRECTIVE
SUBJECT: TRAVEL EXPENSES
POLICIES AND PROCEDURES
NUMBER: 32
EFFECTIVE DATE: DECEMBER 1, 2003
AMENDS/SUPERSEDES: No. 23
APPROVED:
PETER H. VARGAS, CITY MANAGER
TRAVEL EXPENSES
POLICIES and PROCEDURES
To protect the interest of the City of Allen and ensure like treatment for all, uniform policies and
procedures are established to govem expense allowances for those who travel on official City
business. This would include, but not necessarily be limited to, employees, members of boards and
commissions, and City Councilmembers. For the purpose of this policy, all of the above will be
referred to as employees. The City of Allen will reimburse employees for necessary, appropriate
and approved travel -related costs. Employees who travel are expected to exercise good judgment
when incurring travel costs. Arrangements for air transportation, hotel accommodations, car rentals
and conference registrations are the responsibility of the traveling employee. Also, the City will
reimburse employees for expenses personally paid for on behalf of the City.
A. Travel Authorization
All travel in excess of $100 outside of the City of Allen made at the expense of the
City shall be made only upon authorization of the Department Head/Designee or, if
the traveler is a Department Head, the City Manager. Before making a trip, the City
employee most submit the City approved Travel Authorization form (see Attachment
A.) The nature of the trip, destination, times and dates of the beginning and end of
the trip and detail estimates of the cost must be stated on this form. In addition,
documentation of the reason for travel should be attached (e.g. conference brochure)
along with mileage calculation if mileage reimbursement is requested (e.g. trip
planner from mapquest.)
A. The Travel Authorization form shall be submitted for approval by the Department
Head/Designee or, if the traveler is a Department Head, the City Manager, at least
two weeks prior to travel. The traveler, or designated person in the traveler's
department, shall enter the approved travel expenses into the system as a Field
Purchase Order (FPO). The signed form shall be in the Finance Department at
least seven business days prior to travel (see the Accounts Payable policy for
processing requirements necessary to receive a check by a specific date) for
review of the expenses and accuracy of the form. Failure to submit requests in the
time frames noted above could prevent an employee from receiving per diem in
advance of leaving on the trip.
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2. If under $100, same day travel or travel in the area requires only approval of the
Department Head/Designee.
3. Out of state travel will be limited to Directors and Assistant Directors. Travel for all
other employees is limited to in-state or within 500 miles of Allen if out of state. Any
exceptions must be approved by the City Manager.
B. Travel Advances
1. An employee may obtain an advance for anticipated out-of-pocket expenses for
overnight travel including per diem meal allowances. The advance should be
obtained from the Finance Department by electronically submitting a FPO for the
advance upon approval by the Department Head/Designee or City Manager as
indicated in A2 of this policy.
2. Advances for expenses other than per diem meal allowance should be reconciled
within ten business days of return from travel by completing a City approved
Business Expense form (see Attachment B) detailing the travel expenses incurred,
obtaining Department Head/Designee (or City Manager, if the traveler is a
Department Head) approval, and submitting to the Finance Department. If the
umeimbursed travel expenses are less than the advance, the employee should bring
the excess to the designated Finance staff to be receipted into the system. If the
unreimbursed travel expenses exceed the advance, a check will be issued to the
employee for the difference.
3. Advances will not be issued to an employee who has not fully accounted for an
earlier advance except when this individual must leave for another trip within ten
business days following return from the earlier trip.
4. Unreconciled advances may be deducted from an employee's paycheck.
5. The Finance Department is authorized to make adjustments to the Business Expense
form to correct errors or reflect business expense limits. If adjustments are necessary,
a copy of the corrected Business Expense form will be given to the employee.
C. Registration and Conference Fees
1. Registration fees for a meeting or conference at which attendance has been approved
should be paid in advance to the Vendor by a FPO.
2. Registration fees paid directly by an employee will not be reimbursed until the
conference is completed and proof of attendance is provided. The reimbursement
should be requested by submitting a Business Expense form to the Finance
Department.
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D. Air Transportation
1. All City -approved air travel must be at the most reasonable and economical rate, not
first-class or business -class. All travelers should use the least expensive airfare based
on a reasonable "window" on either side of their preferred departure times. Air
carrier selection cannot be biased by the traveler's frequent flyer affiliation. The
lowest air travel should take precedence (including non-refundable tickets.) Travelers
are strongly encouraged to book their reservations well in advance of travel to ensure
the lowest fares.
2. Because of the significant cost savings associated with airline reservations that include
a Saturday night stay, City employees are permitted to extend business trips over
Saturday when such a decision is cost-effective. To monitor this procedure, travelers
must receive prior authorization from their Department Head/Designee or, if the
traveler is a Department Head, the City Manager must give prior authorization.
Justification of the savings should include the difference in airfare quotes and the
incremental reimbursable expenses incurred as a result of the extra day(s) stayed.
3. When a ticketed flight is not taken, the employee, or booking party, is responsible for
facilitating a refund or credit from the travel agency or airline for any unused tickets.
4. Employees who earn discounts or bonuses with airlines under frequent flyer programs
while on official City travel are not required to account for such credits to the City or
to use such credits or awards for subsequent City travel. However, participation in
such programs should not bias the traveler's decision regarding air travel
arrangements. The lowest air travel should take precedence (including non-
refundable tickets.)
5. The City does not carry insurance that applies to loss or damage to luggage or other
personal effects during travel. If such damage occurs, travelers should seek
reimbursement through their own insurance or attempt to recover directly from the
party responsible, such as the airline carrier.
E. Use of Private Automobiles or City Vehicles
Travel using privately owned vehicles may be desirable to save time, transport
equipment or reduce cost when a number of employees are traveling together. See
the Motor Vehicle Policy for specific requirements pertaining to the use of personal
vehicles for City business.
2. If you are traveling in a City of Allen vehicle, the notation "City Vehicle to Be Used"
must be written on the Travel Authorization form. Include an amount, in addition to
your per diem, to cover fuel costs.
3. If the employee receives a monthly car allowance, no additional cost will be charged
to the City. If the employee does not receive a car allowance and no City pool
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automobile is available, the employee will receive the maximum allowed under
federal guidelines, which will be adjusted periodically as the guidelines are changed.
This reimbursement covers all fuel, maintenance, insurance and operating costs.
Damage to a privately owned vehicle used for City business is covered by the
employee's private insurance, the costs for which are included in the mileage
reimbursement. The City does not assume any responsibility for deductibles or other
uninsured loss to the vehicle.
4. Tolls and reasonable parking fees will be reimbursed in addition to the mileage
allowance. Parking or other traffic fines are not reimbursable. If a method of
transportation is chosen other than a personal automobile (e.g. shuttle from an
employee's home to the airport), the reimbursement will not exceed the sum of the
mileage allowance, tolls, and outfield/remote parking rates.
5. If a personal automobile is used for approved City travel, the reimbursement will not
exceed the lesser of the per -mile reimbursement or the least expensive round-trip
airfare between the origination and destination cities plus other associated costs (e.g.
cab fare between airport and hotel.) Documentation of the airfare costs vs. mileage
costs must be submitted with the Travel Authorization form.
Ground Transportation
Taxi fares, including tips up to 15%, public transportation and shuttle services for
transportation to and from the airport and between business-related locations in the
destination city are reimbursable. Receipts are required for reimbursement by the City.
G. Parking and Tolls
Tolls and reasonable parking charges are reimbursed.
2. Reimbursement for parking at DFW or Love Field is reimbursable for the outfield or
reduced parking areas only. If the traveler chooses to park closer to the terminal,
reimbursement will not exceed the amount for the outfield or reduced parking areas.
Receipts are required for parking reimbursement.
H. Car Rentals
Reimbursement for car rentals must be approved in advance on the Travel
Authorization form by the Department Head/Designee or, if the traveler is a
Department Head, the City Manager.
2. When using rented vehicles, employees must obtain the most economical vehicle
available that is suitable for City business.
3. The employee must have a valid driver's license. The City's insurance policy
provides automobile liability insurance for rental vehicles and personal car usage
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when employees are on city business. Therefore, the collision damage and/or
personal accident insurance coverages that are offered at an additional daily charge by
rental car companies will not be reimbursed.
I. Tips
Tips associated with baggage handling, storage and other services are included in the per
diem. Receipts are not required.
J. Lodging
1. The City will reimburse the actual cost of standard accommodations in reasonably
priced, commercial -class hotels and motels. A list of acceptable hotels by city can be
found at www. sg a.gov. Click on per diem rates and the state to which you will be
traveling. Each city has a property list on the per diem page listing acceptable
accommodations. If your city is not listed, use the Standard CONUS (continental
United States) property list. This list is intended as a guide to properties that are
acceptable as reasonably priced accommodations and the rates are guidelines.
Conference -site hotels are reimbursed at actual cost.
2. Receipts are required and, when completing the Business Expense form, the amount
reported as lodging cost should represent only the room charges and related taxes.
Other amounts, e.g. meals, parking, phone calls, etc., should be detailed in the
appropriate expense category.
K Per Diem (Meals and Tips)
1. Meal expenses and incidentals (fees and tips for persons providing services, such as
porters and baggage carries) for overnight travel are included in the per diem based
on the time of departure to a destination and time of departure from a destination. If
departing before noon from the City, an employee is entitled to the fall per diem
amount for their destination city. If departing from the City at noon or after, the
employee will receive the daily per diem amount based on the destination city less the
breakfast portion related to that city. When returning from the destination city, an
employee is entitled to a full day per diem if they depart at noon or after. If departing
before noon, the employee will receive only the breakfast portion. See K5 of this
policy.
2. The per diem amounts are applicable only if an overnight stay is required. Per diem
is not permissible for meals incurred during same day travel. Meals for same day
travel are at the employee's expense and may be reimbursed through petty cash (see
Petty Cash Policy) not to exceed $25. If the total for expenses incurred during same
day travel exceeds $25, reimbursement will be made through accounts payable by
submitting the Business Expense form and receipts.
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3. Meals for overnight travel must be covered by per diem. Receipts do not have to be
presented for these expenses, nor will you be reimbursed for amounts exceeding the
per diem. The City Manager, Council members, members of boards and
commissions, department heads, and assistant directors may be reimbursed for actual
costs associated with overnight travel. If a member of one of these groups receives
per diem, but then pays for a business meal during that trip, the per diem should be
returned for the associated meal and the actual cost will be reimbursed.
4. If a conference or seminar registration includes a meal or meals in the registration fee,
the included meal(s) should be deducted from the claimed per diem allowance based
on the respective per diem amount for that meal.
5. The per diem rate is based on the City to which you will be traveling. The per diem
rates can be found at www.esa.eov. Click on per diem rates and search for the meals
and incidental expenses (M&IE) of your destination city. If your destination city is
not specifically listed, use the standard CONUS (continental United States) rate. To
determine the breakdown of the M&IE for your destination, click on M&IE expense
breakdown on the page where the state is selected.
L. Telephone
1. Long distance calls and local toll charges regarding City business or related to the travel
will be reimbursed and should be reported on the Business Expense form. However, if an
employee has a City cell phone, it should be used for business calls whenever possible.
2. Employees may receive $2 per day for personal phone calls in addition to the per diem
for meals and incidental expenses. However, if an employee has a City cell phone it
should be used for personal calls if roaming charges do not apply. If roaming charges
apply or if the employee does not have a City cell phone but has a City calling card, it
should be used for reasonable personal calls which will be paid by the City. Personal
calls made from the hotel room will not be reimbursed and should not be reported on the
Business Expense form.
M. Travel Expenses Not Reimbursable by the City
1. Alcohol or alcoholic beverages
2. First-class or business -class airfares
3. Airline upgrades
4. Travel accident insurance premiums and/or purchase of additional travel insurance
5. Costs incurred by traveler's failure to cancel transportation or hotel reservations in a
timely manner
6. Late check-out or room guaranteed charges
7. Parking or other traffic fines
8. Personal entertainment expenses including in-flight movies, headsets, hotel pay-per-
view movies, in -theater movies, non -conference related social activities and related
incidental costs
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9. Laundry and dry cleaning
10. Haircuts, personal grooming, and shoe shine services
11. Tobacco products
12. Automobile towage
13. Child-care, babysitting, house-sitting, pet -sitting or kennel charges
14. Books, magazines or newspapers
15. Other expenses not directly related to the performance of the travel assignment
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CITY OF ALLEN PROCEDURE MANUAL
FINANCE DEPARTMENT
SUBJECT: PETTY CASH POLICIES
NUMBER: 33
AND PROCEDURES
EFFECTIVE DATE: FEBRUARY 17, 2004
AMENDS/SUPERSEDES: NO. 14
APPROVED:
PETER H. VARGAS, CITY MANAGER
PETTY CASH POLICIES and PROCEDURES
The purpose of Petty Cash is to provide immediate access to funds for making emergency or
immediate purchases of incidental items. Employees are not expected to use their personal funds to
make purchases on behalf of the City. They may obtain a cash advance prior to making the purchase
or receive reimbursement for expenses incurred within the designated petty cash policy and limits.
All purchases using petty cash should be exempt from sales tax. Petty cash funds are not to be
commingled with other cash funds. Petty cash funds are to be maintained only for the above
purpose, and no department/division shall maintain a petty cash fund without establishing such fund
with the Finance Department. A petty cash fund is not intended to circumvent the City's purchasing
procedures.
A. Maintenance of Petty Cash Funds
1. Each petty cash fund must have a designated fund custodian who is responsible for
maintaining the security, accountability and replenishment of the petty cash fund.
The fund custodian will make all disbursements. In the absence of the fund
custodian, the Department/Division Head, or their designee, should make
disbursements from the fund. The petty cash fund should be counted and reconciled
by two responsible employees before and after access by any employee other than the
fund custodian.
2. Each petty cash fund should be established with a fixed amount and maintained on an
imprest basis, i.e., the amount of the fund remains constant. Cash plus petty cash
vouchers should always equal the authorized amount of the fund.
3. The petty cash fund should be maintained in a locked cash box and stored in a secure
location. Only the fund custodian should have access to the fond.
4. The petty cash fund is to be reconciled and replenished on a regular basis by the fund
custodian.
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5. Petty cash funds must not be commingled with any other funds and are not to be used
for any purposes other than those established by this policy statement.
6. At all times the total of the petty cash vouchers and cash in the fund should equal the
amount reflected in the general ledger.
B. Cash Advance and Reimbursement Procedures
1. When a cash advance is requested, the Cash Advance box should be checked on the
"Petty Cash Voucher" (Exhibit A) and the "Cash Advance" portion of voucher
should be completed. The person receiving the cash must sign the "Received By"
line. The fund custodian will then sign the voucher as cash is actually disbursed from
the fund. The custodian will retain the Petty Cash Voucher in the cash box.
2. To complete the transaction, the recipient of the advance will return receipt(s)
documenting the purchase and complete the "Reimbursement / Settlement of Cash
Advance" portion of the voucher. Upon completion, the recipient and the fund
custodian will sign the bottom portion of the voucher.
3. A cash advance is not to be held by an employee longer than one business day.
Receipts and unused funds must be returned and reconciled to open vouchers within
one business day. Only one open petty cash voucher per employee is allowed at any
time.
4. Cash advances for purchases are not to exceed $50.00. However, if the purchase
price exceeds $50.00 and the price difference was unforeseen by the employee, the
voucher can be processed through the petty cash fund with approval by the Finance
Director. Splitting of purchases to avoid exceeding the $50.00 limit is considered a
violation of this policy.
5. If no cash advance is requested, only the Reimbursement / Settlement of Cash
Advance portion of the voucher will be completed including proper approval. Upon
presentation of the approved Petty Cash Voucher and disbursement of funds, the
recipient and the fund custodian will sign the voucher. The transaction is complete.
6. In all instances, proper documentation of the purchase is required before funds will be
disbursed from petty cash.
C. Replenishment Procedures
The fund custodian is responsible for replenishment of the petty cash fund. The
replenishment should be done at least once a month by processing an FPO. The
payment authorization requesting the replenishment should allow sufficient lead-time
to prevent the remaining petty cash funds from being depleted prior to receipt of the
replenishment.
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2. The "Petty Cash Reimbursement Request and Reconciliation" (Exhibit B) should be
completed and submitted to the Finance Department as support for the replenishment
request. It must be completed, signed by the fund custodian and approved by the
Department/Division Head, or designee. Supporting documentation for each
disbursement should be attached. Any missing documentation must be individually
approved by the Department/Division Head, or their designee.
3. All payments to replenish the petty cash fund are to be made payable to Petty Cash -
(appropriate department). The Finance Department will cash all petty cash checks
and distribute the funds. Upon receipt of the replenishment funds, the fund custodian
will sign the "Petty Cash Replenishments" log (Exhibit C) acknowledging receipt of
the funds. The representative of the Finance Department delivering the replenishment
will also sign the log. The replenishment should be picked up by the fund custodian
and counted before signing the log. The fond custodian is responsible for the
replenishment amount once he/she has acknowledged the receipt.
Supporting Documentation for Petty Cash Disbursements
1. An original detailed cash register receipt provided that the date is current enough to
support the purchase.
2. An original detailed cash ticket from the place of purchase provided that the date is
current, items purchased are listed, and the vendor and the employee sign the ticket.
3. No reimbursements will be made without proof of purchase.
4. The documentation must be attached to the completed Petty Cash Voucher.
E. Petty Cash Restrictions
1. The petty cash funds are property of the City of Allen and should remain on City
premises at all times.
2. Loans to ANY employee are strictly prohibited.
3. IOU's for ANY employee's personal use are strictly prohibited.
4. Cashing personal checks for ANY employee are strictly prohibited.
5. Petty cash will not be used to reimburse credit card purchases except for day travel
expenses noted in E(6) and E(7) that have detailed original receipts as documentation.
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6. Mileage, travel or training expenses, including use of personal vehicle, parldng and
entertainment, relating to overnight travel are not to be reimbursed or advanced from
petty cash. Day travel expenses, including professional meetings, may be reimbursed
through petty cash for amounts not to exceed $25.00. Advances will not be allowed
from petty cash for day travel expenses. If the day travel expenses exceed $25.00, a
Business Expense form must be submitted for reimbursement (see Travel Policy.)
7. Reimbursement for meals associated with professional meetings, local training or
conferences, not payable to a professional organization, is limited to the following
daily limits: breakfast- $10, lunch- $12, dinner- $25.
8. Only one open petty cash voucher per employee is allowed at any one time.
9. No purchases in excess of $50.00 will be reimbursed.
10. Petty cash is not to be used to avoid proper purchasing procedures.
F. Standard Petty Cash Voucher and Proper Completion (Example Attached)
I. The Petty Cash Voucher consists of two parts. The top portion (Cash Advance) and
the bottom portion (Reimbursement / Settlement of Cash Advance) are to be
completed if a cash advance is received by the employee. If there is no cash advance
involved, then only the bottom portion must be completed.
2. All petty cash vouchers must be completed in ink or typewritten.
3. All signature spaces must be completed.
4. The date of the petty cash disbursement must be completed.
5. The budget account number to be charged for each petty cash purchase must be
properly completed and verified that funds are available.
6. The Department/Division Head, or designated employee with signature authority,
must sign on the line approving the transaction.
7. The fund custodian must sign on the "Disbursed By" line for a cash advance and
upon settlement of the advance. If there is no cash advance, only the Reimbursement
section requires a signature.
8. The employee receiving a cash advance must sign the "Received By" line for cash
received and upon settlement of the advance. If there is no cash advance, only the
Reimbursement section requires a signature.
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G. State Sales Tax Exemption
The City of Allen is exempt from state sales tax.
2. Each fund custodian will provide a copy of the City's "Texas Sales and Use Tax
Exemption Certificate" (Exhibit D) to be used when making purchases on behalf of
the City. Each employee should make every reasonable effort to avoid paying sales
tax on City purchases.
3. There are some instances when the payment of sales tax cannot be avoided and, in
these circumstances, sales tax may be reimbursed with the approval of the
Department/Division Head or the Finance Department.
H. Review of Petty Cash Fund Usage
The finance department will periodically review petty cash to determine the adequacy
of the fund. If there is consistently little or no activity, a fund may be reduced in
amount or eliminated. If there are multiple replenishments within a month, a fund
may be increased in amount.
2. This periodic review will evaluate the use of each fund and any apparent violations of
the City's purchasing procedures. Frequent purchases from the same vendor may
indicate that the $50.00 limit on petty cash disbursements is being circumvented OR
that the Department/Division should establish a Blanket Purchase Order with the
vendor.
3. Improper use or misuse of a petty cash fund may result in its elimination and / or
other action as indicated by the circumstances.
J. Petty Cash Fund Audits
At any time without notice, the Finance Department may audit the petty cash funds. The audit
should find the petty cash vouchers plus cash equal the general ledger petty cash balance
established for each department.
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CITY OF ALLEN PROCEDURE MANUAL
ADMINISTRATION DEPARTMENT
SUBJECT: CITY CEREMONIES
NUMBER: 34
EFFECTIVE DATE: FEBRUARY 18, 2004
AMENDS/SUPERSEDES: NO. 15
APPROVED:
PETER H. VARGAa, CffY MANAGER
PROTOCOL FOR CITY CEREMONIES
Purpose: The City recognizes that a standard format and process is needed to create and hold
the City's ceremonial events in order to ensure a consistent, high quality, organization
and presentation of such functions.
Applicability: This policy applies to all official formal City functions that involve the Council
and/or the Mayor, guest speakers, or other visiting dignitaries including politicos.
Examples of such functions include, but are not limited to, ribbon cuttings, grand
openings, and formal award ceremonies.
Process: Event Planning:
The following steps are designed to serve as the process and protocol to planning City
events. Specifics should be discussed within the department hosting the event and
with the City Manager. Planning for the event should begin at least two months in
advance. Planning for an especially elaborate event should start even earlier. In the
case of road or building openings, initial thought towards the grand opening should be
given during the project's schedule of completion. The timing of the event will
depend on the project schedule in those cases. In all cases, initial contact should be
made with dignitaries and speakers two months in advance in order to determine their
availability.
The hosting department or board will:
• Be responsible for all costs related to the event by paying for the entire event, or
appropriately dividing costs with other involved departments.
• Review the program and plans with the City Manager at the start of the event
planning process. When planning the event any significant departures from the
guidelines listed in this policy must be approved by the City Manager. Once
approved, the department shall contact the City Secretary's Office to calendar the
event in order to avoid scheduling conflicts. The coordinator should follow up
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with the City Manager on the progress of the event a week or two before the
event.
• Identify dignitaries to invite and make initial contact with them in order to
determine their availability. The City Council and Mayor should be invited to
every major ceremony. If the event celebrates the completion of a long tern
project, the Councilmembers who were seated at the start of the project should be
invited as well. The City Secretary's Office will address and mail the invitations
for all events. A standard guest list is maintained by the City Secretary's Offices
and includes the following individuals:
o City Council
o All current City Board and Commission members
o AND Board of Trustees and Executive Staff
o Chamber of Commerce Officers
o County, state, or Federal officials
o City Department Heads and staff, as appropriate
o Local Media Contacts
Event staff should provide names and addresses of other guests to the City
Secretary's Office as soon as possible. These might include:
o Major contractor representatives
o Citizens who have donated substantial time and/or money to the project
o Other individuals, as appropriate.
• Identify the location, date, and time for the ceremony. The exact set-up for seats,
tables, podium, platforms, etc. should be determined. A visit to the site itself is
vital for proper planning. For outside events, sunny and shady areas should be
noted as they affect where items should be placed; the audience and speaker's
podium should not be positioned where the audience must look into the sun to
observe the speaker; tables with food should not be set up where they will be in
the sun during the majority of the event if there is a shady alternative. Using
portable canopies or tents is also a consideration.
• Designate the event master of ceremonies. The master of ceremonies should be
the Mayor, City Manager, Department Head, or Board Chair. Another appropriate
person may serve as master of ceremonies if approved by the City Manager. The
Mayor or City Manager should always be the master of ceremonies if Federal or
state officials are present. The responsible department will provide any facts or
information that the master of ceremonies may need to prepare the notes.
• Identify and procure items needed for the ceremony. This includes both items
borrowed from other departments and items that need to be purchased or rented.
Have arrangements made for the delivery and set-up of all equipment, and also
arrange for clean-up after the event. A vendor list and their respective services
will be available through the purchasing Division. For some events, City
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equipment may be used. Contact the Parks Department to check availability of
City equipment such as stages, etc., and the Community Services Department to
check availability of a PA system.
• Notify the Public Information Officer of the event. The PIO will coordinate
publicity for the event using the cable access channel, the City's website, and the
media. The PIO may also arrange to have the ceremony videotaped for the cable
access channel if appropriate. The PIO will obtain a photographer for the event if
need be. After the event the PIO will be in charge of archiving event photos and
videotapes.
• Prepare an agenda for the event and a program for event attendees. For events that
will be held outdoors, make back-up plans in case of inclement weather
• Coordinate the design of the invitations with the City Secretary's Office. The
final design shall be approved by the City Manager at least a week before the
invitations are mailed. Invitations should be addressed from the Mayor and City
Council, or in the case of a board event, from the Mayor and City Council and the
respective board. The official invitations should be printed three weeks in advance
of the event and delivered to the City Secretary's Office for addressing and
mailing.
• Develop program notes for the event's master of ceremonies to refer to in order to
facilitate the event. In those notes dignitaries who are actually in attendance
should have their names highlighted so they can be appropriately recognized.. A
copy of the program notes should be in a three-ring binder and placed on the
podium for each speakers' reference.
• At least one or two weeks before the event verify that speakers are prepared and
that they have all necessary information on the project for their speeches. The
speakers should understand that they will have a time limit and that the subject
matter of their speech should be relevant.
Invitation and Event Program Design:
Invitations and programs should be designed according to the following guidelines:
1. The title and date of the event should be listed prominently on the front of the
invitation or program, unless the front is occupied by a picture. The inside of the
invitation should specify the time and location of the ceremony along with an
opening statement, such as, "The Mayor and City Council cordially invite..." If it
is a board function, the board's name should also be added to the opening
statement. A brief one or two line summary of the event may or may not be
included on the invitation.
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2. The Mayor and all City Councilmembers should be listed on programs whether
they are speaking or not. This includes ex-Councilmembers who had participated
in the process at one point. All board members who have been involved with the
project should also be listed. If they are planning to attend, Federal, state, and
county officials who contributed to the project or occasion being celebrated
should be listed. Other attending dignitaries may be listed depending on their
contribution and available space in the program.
3. On the program, events should be listed in chronological order.
4. On the program, speakers should be listed with their full titles and in the order
that they will be speaking. A one -line sentence can be used to summarize their
topic.
5. Any background information necessary or useful for understanding the ceremony
or event should be included in the program.
6. The invitation and program should be designed in an artistic and professional
manner with a consistent (not necessarily uniform) format and style. Single piece
invitations can be printed on the front and back. Card invitations can be printed on
the front and inside, but not on the back. Spelling and grammar should be correct,
and text should be composed in a formal style.
7. Examples of invitations, programs, and master of ceremonies' notes are
available on the Common drive of the network in the Administration folder
accessible to all employees and in hard copy from the City Manager's office.
Event Procedures
1. Adequate time to set up the site should be allowed before the event. The time
needed will vary depending on the size and type of event, i.e. a ribbon cutting
with light snacks will require less time than a building opening accompanied by a
meal and tours. The site and all accompanying equipment should be set up at least
an hour before the event's starting time. If a vendor is setting up any equipment
their progress should be checked at least an hour before the event.
2. The master of ceremonies should start the ceremony by welcoming the guests and
then by providing an introduction relating background information on the history
of the project or event.
3. The master of ceremonies should recognize all dignitaries in attendance, and also
mention those not in attendance if they played an important role in the project or
event being celebrated. A full list of dignitaries to be recognized should be
included in the master of ceremonies' notes. The dignitaries should be recognized
in the following order: the Mayor (if he/she is not the master of ceremonies),
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Federal officials, state officials, and local officials including the Council and City
board members.
4. The master of ceremonies should then introduce the speakers using their full title
and include a brief background of the speakers and their role in the project, if
necessary.
• The Mayor should be the first speaker if he is not the master of ceremonies.
Following the Mayor in the speaking order would be elected representatives
of the Federal, state, and local levels of government.
5. The speeches should precede the main ceremony, regardless of the type of event
• At a ribbon cutting, the Mayor should be asked to cut the ribbon, with the
Councilmembers invited to assist. Other dignitaries may also be invited to
assist, including the City Manager or board members. Assistance can be
rendered by the other parties by holding the ribbon as the Mayor cuts it.
Post Event
1. Make sure that the site is completely cleaned and that all borrowed or rented items
are returned. Review any rental contracts to ensure that equipment is returned in
time and in proper condition.
2. Mail a program to all invited Federal, state, and county officials who were unable
to attend. Event mementos also need to be mailed to appropriate officials who
were unable to attend.
3. Thank all who helped make the event a success! A handwritten letter to the
workers is one way to do this.
4. An evaluation and review meeting should be held to discuss the process, along
with successes and problems.
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Appendices:
Event Checklist
Two Months Prior to the Event
❑ Designate coordinator and lead workers
❑ Make initial contact with the City Manager to discuss/get approval for event.
Confirm dates and times with City Manager and City Secretary's Office
❑ Determine speakers and dignitaries
❑ Make initial contact with speakers and confirm date and time
❑ Select location and alternate
❑ Order awards, plaques, etc.
Determine needed facilities and equipment and prepare to borrow, rent, or purchase
needed items
❑ Room/outdoor area sizes
❑ Acoustics/lighting
❑ Public address system
❑ Parking
❑ Electricity
❑ Tents/outside cover
❑ Refreshment serving area
❑ Reserve rooms
❑ Signage
❑ Barricades
❑ Tables
❑ Platform
❑ Podium
❑ Trash containers
❑ Decorations
❑ Displays
❑ Handouts
❑ Microphones
❑ AN equipment
❑ Lighting
❑ Mementos (order 6 weeks in advance)
❑ Shovels (if groundbreaking)
❑ Ceremonial scissors (if ribbon -cutting)
❑ Ribbon (if ribbon -cutting)
❑ Determine layout, and map area
❑ Check Accessibility
❑ Project attendance
❑ Consider attendance projections in relation to site size and layout
❑ Determine master of ceremonies (usually the Mayor)
❑ Set date and time (and alternate rain date if applicable)
❑ Provide event information to PIO for media releases
❑ Make alternate location and set up plans
❑ Postponement or alternate location announcement
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❑ PIO notification
❑ Signs at original location
❑ Speaker, dignitary notification
❑ Determine transportation needs
One Month Prior to the Event
Prepare Printed Material
Attendee Programs
❑ Event schedule
❑ List of officials, boards, participants
❑ Speakers and respective topics
❑ Background information on the ceremony
Speaker Programs
❑ Send any requested or necessary information to speaker to prepare notes
❑ Set strict time limit and topic
Master of Ceremonies Program
❑ Program notes to facilitate ceremony (schedule, speakers, background info,
etc.)
Invitations
❑ Determine guest list
❑ Title, date, time, and location of the ceremony should be on first page
❑ Review the invitation design with the City Manager and City Secretary a
week before printing
❑ List speakers and dignitaries in attendance
❑ Contact post office for mailing rates on oversized invitations; provide
information to City Secretary's Office
❑ RSVP - if necessary - by return cards, telephone, email
❑ Have materials printed
❑ Shuttle buses or vans/mutes
❑ Invitations mailed by City Secretary's Office (Three weeks in advance)
❑ Chose vendors and submit vendor invoices
❑ Get liability insurance coverage
❑ Give City Manager an event update (a week or two in advance)
Week of the Event
❑ Prepare evacuation/emergency plans
❑ Keys/access to area for staff (3 days in advance)
❑ Parking area/parking signs/parking passes (3 days in advance)
Day of the Event Set up (Start early enough that preparation is finished an hour prior
to the event. Start setting un the day before if necessary.)
❑ Obtain and Inventory all equipment 72-48 hours prior
❑ Mow and clean site 48 hours prior
Set up and Check
❑ Handicap access
❑ Acoustics/lighting
❑ Public address system
❑ Electricity
❑ Tents/outside cover
❑ Refreshment serving area
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❑ Signage
❑ Barricades
❑ Tables
❑ Platform
❑ Podium
❑ Speaker Notes in 3 -ring Binder
❑ Trash containers
Decorations
❑ Entrances and exits
❑ Platform and podium
[]Centerpieces, flowers, tablecloths
❑ Repair and clean equipment used
❑ Chairs, tables (extras)
❑ Electrician on site
❑ Security and first aid, personnel and stations, command post
❑ Restrooms and sanitation
❑ Traffic control
❑ Flags
❑ Nametags
❑ Shovels (if groundbreaking)
❑ Ceremonial scissors (if ribbon -cutting)
❑ Ribbon (if ribbon -cutting)
❑ Thank you notes
Reserve seats (label them or designate an area):
❑ City Council
❑ Dignitaries
❑ Media
❑ Disabled
❑ Other
Refreshments
❑ Staff, hosts
❑ Serving supplies
❑ Signage
❑ Menu and drinks
❑ Permits
❑ Electricity and cooking fuel
Post -event
❑ Return supplies/equipment
❑ Site cleanup
❑ Mail programs/event mementos (if applicable) to dignitaries who did not attend
❑ Evaluation/review of event
❑ Follow up with City Manager
❑ Thank all participants
❑ Make payments to vendors
137
Section 2: Personnel Policies &
Procedures
Adopted June 20, 1991
Revised February 24, 2004
138
Human Resources Policies
Section 2
DEFINITIONS
142
CHAPTER ONE: PERSONNEL
144
1.01 INTRODUCTION
144
1.02 PERSONNEL SYSTEM
145
1.03 PERSONNEL RELATED RESPONSIBILITIES
146
CHAPTER TWO: POLICY MANUAL ADMINISTRATION
148
2.01 APPLICABILITY
148
2.02 DISSEMINATION
148
2.03 CHANGES
148
CHAPTER THREE: OFFICIAL RECORDS 149
3.01 PERSONNEL 149
CHAPTER FOUR: PROBATION
151
4.01 PROBATIONARY PERIOD
151
CHAPTER FIVE: PROMOTION/TRANSFERMEMOTION
152
5.01 PROMOTION
152
5.02 TRANSFERS
152
5.03 NONDISCIPLINARY DEMOTIONS
152
CHAPTER SIX: CLASSIFICATION
153
6.01 CLASSIFICATION POLICY
153
CHAPTER SEVEN: COMPENSATION POLICY
154
7.01 RECEIVINGPAY
154
7.02 OVERTIME
155
7.03 DISCRETIONARY TIME
155
7.04 MEAL/BREAK PERIODS
155
7.05 TRAINING SESSION ATTENDANCE AND OTHER MEETINGS
155
7.06 TRAVELTIME
156
7.07 ON-CALL PAY
156
7.08 LONGEVITYPAY
156
7.09 OUT -OF -CLASS PAY
157
CHAPTER EIGHT: PERFORMANCE APPRAISAL
158
8.01 PERFORMANCE APPRAISAL
158
CHAPTER NINE: LEAVE
159
9.01 SEVERABILITY OF COVERAGE
159
9.02 PAID LEAVE
159
9.03 HOLIDAYS
159
9.04 VACATIONLEAVE
160
9.05 LEAVE WITHOUT PAY
162
9.06 JURY/ COURT DUTY LEAVE
163
9.07 MILITARYLEAVE
163
9.08 PREGNANCY AND CARE OF NEWBORNS
165
139
9.09 FUNERAL LEAVE
165
9.10 UNAUTHORIZED LEAVE
166
9.11 ADMINISTRATIVE LEAVE
166
9.12 ADVANCEMENT OF LEAVE
166
9.13 SICK LEAVE
166
9.14 FMLA LEAVE
168
CHAPTER TEN: INCLEMENT WEATHER AND NATURAL DISASTERS
171
10.01 PURPOSE
171
10.02 POLICY
171
10.03 PROCEDURE
171
CHAPTER ELEVEN: STANDARDS OF CONDUCT 173
11.01 CONDUCT
173
11.02 SECONDARY EMPLOYMENT AND ACTIVITIES
177
11.03 ABSENTEEISM
178
11.04 HARASSMENT PREVENTION
180
CHAPTER TWELVE: COUNSELING/DISCIPLINE
183
12.01 COUNSELING
183
12.02 DISCIPLINARY ACTION
183
CHAPTER THIRTEEN: ARREST OF AN EMPLOYEE 185
13.01 ARREST OF AN EMPLOYEE 185
CHAPTER FOURTEEN: SEPARATION OF EMPLOYMENT 186
14.01 SEPARATION OF EMPLOYMENT
186
14.02 RESIGNATIONS
186
CHAPTER FIFTEEN: NONDISCIPLINARY SEPARATION OF EMPLOYMENT
188
15.01 INCAPACITY
188
15.02 RETIREMENT
188
15.03 CONTINUATION OF BENEFITS UPON RETIREMENT
188
15.04 REDUCTION IN FORCE
189
15.05 REINSTATEMENT
189
CHAPTER SIXTEEN: DRUG-FREE WORKPLACE
191
16.01 PURPOSE
191
16.02DEFINITIONS
191
16.03TRAINING
192
16.04TESTING
193
16.05NOTIFICATION
194
16.06OVER-THE-COUNTER / PRESCRIPTION DRUGS
195
16.07 REHABILITATION
195
16.08 FOLLOW-UP
195
16.09CONFIDENTIALITY
195
16.10REFUSAL
196
16.11 POSITIVE RESULTS
196
CHAPTER SEVENTEEN: GRIEVANCE AND APPEAL PROCEDURE
197
17.01 GRIEVANCE PROCEDURE
197
17.02 APPEAL PROCEDURE
200
140
CHAPTER EIGHTEEN: SAFETY
205
18.01 WORKERS' COMPENSATION
205
18.02 SUPPLEMENTAL SALARY PAYMENTS
205
18.03 ALTERNATE DUTY
207
18.04 MOTOR VEHICLE RECORD CHECK AND DRIVING ELIGIBILITY
210
CHAPTER NINETEEN: DEPARTMENTAL WORK RULES
214
19.01 DEPARTMENTAL WORK RULES
214
CHAPTER TWENTY: WORKPLACE VIOLENCE
215
20.01 PURPOSE
215
20.02POLICY
215
141
DEFINITIONS
ACROSS-THE-BOARD INCREASE: A pay increase of the same flat rate or percentage of each
employee's current salary given to every eligible employee; also known as a general increase.
AT -WILL EMPLOYMENT: The employer is free to fire an employee for any reason — or for no
reason at all, and the employee is free to terminate employment at any time.
CITY VEHICLE: Any passenger car, truck, motorized equipment, or similar type vehicle as
defined by the Texas Motor Vehicle Law which is owned, leased, rented, or otherwise under the
care, custody, or control of the City of Allen, including police and fire vehicles.
CLASSIFIED POSITIONS: All positions, with the exception of council appointed employees.
COMMISSIONED FIRE: An employee of the fire department who is defined as "fire protection
personnel" by Section 416.001 of the Texas Government Code.
COMMISSIONED POLICE: An employee of the police department who has been licensed as a
peace officer by the Texas Commission on Law Enforcement Officer Standards and Education.
DEMOTION: The transition of an employee from a position in a higher pay band to a position in a
lower pay band. A demoted employee will be moved to the maximum of the new pay band or
receive a 5% decrease, whichever is greater.
DISCRETIONARY TIME: Provided to give supervisors the freedom to be flexible with the work
scheduling of exempt employees (when appropriate and work loads permit).
DRIVING RECORD: The complete driving history of an employee that can be discerned from any
official records.
EXEMPT: An employee classification designated by the Fair Labor Standards Act (FLSA).
Exempt employees are specifically exempt from the provisions of the FLSA. Employees who have
been classified as exempt are not required to receive overtime for hours worked in excess of 40
hours per week.
FULL-TIME EMPLOYEE: An employee whose position requires working at least 40 hours per
seven day week.
HOURS WORKED: The time that the City requires or permits employees to be on duty. Hours
worked is used to calculate overtime. Sick leave is not considered in calculating hours worked.
MOTORIZED EQUIPMENT: Includes, but is not limited to, backhoes, bulldozers, mower -
tractors, loaders, graders, and similar equipment that require a state -issued driver's license for
operation on public roadways that require a state -issued driver's license for operation on public
roadways.
142
MOVING VIOLATION: Violations as defined in the Texas Transportation Code (Examples:
speeding, running a stop signal or sign, failure to yield, etc.).
NON-EXEMPT: An employee classification designated by the Fair Labor Standards Act (FLSA).
Non-exempt employees are not specifically exempt from the provisions of the FLSA, and must be
paid one and one-half times their regular rate of pay for hours worked in excess of 40 hours per
week.
PART-TIME EMPLOYEE: An employee whose position requires working less than the normal 40
hour work week but generally no more than 20 hours per week.
PAID LEAVE BENEFITS: Sick and vacation leave as detailed in Section 9.04 and Section 9.14.
PAY PERIOD: Employees are paid bi-weekly.
PROMOTION: Advancement of an employee from a position in a lower pay band to a position in a
higher pay band. A promoted employee will be moved to the minimum of the new pay band or
receive a 5% increase, whichever is greater.
REGULAR EMPLOYEE: A full- or part-time employee who has been appointed to a position with
the City and who has satisfactorily completed the probationary period.
TEMPORARY: An employee whose position is seasonal or one hired to perform duties of a
temporary nature.
TRANSFER: A transfer is an assignment of an employee from one position to another, not
involving promotion or demotion.
WORK CYCLE: The time span in which the City calculates overtime hours. The following work
cycles will be observed:
Commissioned Fire: 21 days (159 regular hours), or
14 days (80 regular hours)
Commissioned Police: 14 days (80 regular hours)
All other: 7 days (40 regular hours)
WORK WEEK: The workweek normally begins at 12:01 a.m. on Saturday and ends at midnight on
the following Friday.
Department Heads, with the consent of the City Manager, have the ability to establish a flexible
workweek in their departments, as long as service levels and productivity standards are maintained.
The work schedule for each participant must be declared in writing to both Finance and Human
Resources.
WEAPON: A device (such as a club, knife, or gun) designed to injure, defeat or destroy.
143
CHAPTER ONE
PERSONNEL
1.01 INTRODUCTION
1.01 A GENERAL
It is intended that this manual be responsive to the needs of the City of Allen and its
employees. The provisions of this manual are not intended to create contractual rights or
covenants between the City of Allen and its employees but instead are merely guidelines
designed to meet the needs of the City of Allen and its employees.
The nature of the employment relationship which exists between the City of Allen and its
employees is at will and may be terminated by either employee or the City at any time with
or without cause. No policy or provision in this manual is intended to change the at will
employment relationship which exists between the City and its employees.
Periodically, this manual may be unilaterally revised and updated by the City of Allen. No
individual has the authority to verbally change the policies set forth in this manual. All
changes to these policies must be made by the Allen City Council.
1.01 B PURPOSE OF MANUAL
The purpose of this manual is to formalize the personnel process and set forth guidelines for
policies and procedures to be followed by the City of Allen in the administration of its human
resources management system. No manual can anticipate all circumstances that may arise.
Exceptions to this manual or actions taken where this manual is silent remain the sole
prerogative of the City Manager who serves in the role of Chief Executive Officer of the
City. This manual may be revised at the discretion of the City Council as prescribed in
Section 1.03 B.
1.01 C OBJECTIVES
Objectives of the human resources management system include but are not limited to:
1. Promote and increase productivity, efficiency, responsiveness to the public, and
economy in the City service.
2. Provide fair and equal opportunity for qualified persons to enter and progress in
the City service in a manner based on qualifications and fitness as determined
through fair and objective evaluation techniques.
3. Maintain recruitment, advancement, and tenure practices which enhance the
attractiveness of a City career.
144
4. Maintain an equitable and current classification and compensation system based
on a quantitative evaluation of the positions, duties and responsibilities.
5. Foster high morale.
6. Retain employees based on performance and separate employees whose
inadequate performance cannot be corrected.
7. Assure that employees are protected against coercion for partisan political
purposes and are prohibited from using their positions with the City for the
purpose of interfering with or affecting the results of an election or nomination
for office.
1.02 PERSONNEL SYSTEM
1.02 A EQUAL EMPLOYMENT OPPORTUNITY
It is the City of Allen's policy to provide equal employment opportunity through recruitment,
selection, retention and advancement in all job classifications, without regard to race, color,
religion, sex, age, national origin or disability, and to ensure that all matters affecting employees'
terms and conditions of employment are administered in a manner consistent with applicable
federal, state and local law.
In its continuing effort to ensure an open and equitable organization, the City Manager will:
1. Maintain a positive program targeted at ensuring all minority group members
equal access to all employment, training and promotional opportunities.
2. Encourage Department Heads to:
a. Monitor and promptly correct any obstacle to maintaining effective minority
relations.
b. Ensure that all decisions involving employees' terms and conditions of
employment are supportive of the City's commitment to equal employment
opportunity.
1.02 B NEPOTISM
No person related within the second degree by affinity (marriage), or within the third degree by
consanguinity (blood) to the Mayor, Council, City Manager, and appointed staff level shall be
appointed to any office, position, or clerkship or other service of the City.
145
Second Degree
Third De ee
Brothers
Great -Grandmother
Sisters
Great -Grandfather
Grandmother
Uncles
Grandfather
Aunts
Spouse's Mother
Nephews
Spouse's Father
Nieces
Spouse's Sisters
Spouse's Brothers
In, addition, the City Manager may apply the nepotism prohibition in the case of other
organizational and/or personal relationships when failure to do so would be detrimental to the
City.
1.02 C RESIDENCY
There shall be no absolute residence requirement for City employment except as provided by
Section 150.021 of the State of Texas Local Government Code which states as follows:
A municipality may not require residency within the city limits as a condition of
employment, except:
1. Candidates for or holders of municipal office; and
2. City Manager and Department Heads appointed by the City Council.
Employees likely to be called to work in cases of emergency may be required by their
Department Head to reside within a reasonable commuting distance of their places of work.
1.02 D INSURANCE AND RETIREMENT
Eligible employees will receive insurance and retirement benefits as prescribed by the Texas
Municipal Retirement System and Social Security.
1.03 PERSONNEL RELATED
1.03 A RESPONSIBILITIES OF THE HUMAN RESOURCES DEPARTMENT
The following includes, but shall not limit, the responsibilities of the Human Resources
Department:
1. Maintain sound, current and modern personnel practices.
2. Maintain and administer all aspects of the classification and compensation systems.
146
3. Ensure fair, equitable and consistent application of City of Allen's personnel policies.
4. Develop and maintain a system of personnel records, reports and statistics.
5. Ensure that all candidates for selection and promotion are eligible for consideration
and selected on a job related and equitable basis.
6. Provide other human resources related services as needed.
1.03 B CITY COUNCIL RESPONSIBILITIES
The City Council adopts the policies and promulgates this manual as a part of its powers and
responsibilities and may unilaterally change any of the policies and provisions set forth in
this manual at any time.
1.03 C CITY MANAGER RESPONSIBILITIES
The general and final authority for human resources management rests with the City
Manager as the Chief Executive Officer of the City, who may delegate it as necessary and
proper, except for matters reserved to the City Council.
1.03 D PERSONNEL OFFICER RESPONSIBILITIES
The Human Resources Director shall perform the duties of the Personnel Officer in the
administration of all delegated human resources functions.
1.03 E DEPARTMENT HEAD RESPONSIBILITIES
Department Heads are responsible for ensuring compliance, within their organizational units,
with provisions of this policy manual.
147
2.01 APPLICABILITY
2.02
CHAPTER TWO
POLICY MANUAL ADMINISTRATION
2.01 A EMPLOYEES COVERED
The policies in this manual are applicable to all employees of the City of Allen excluding
City Council members. City Council appointees are subject to these policies and such
inclusions or exclusions as may be agreed upon as conditions of employment.
2.01 B CONTRACTORS
Persons employed under contract to supply professional and technical services, and personnel
appointed to serve without pay, shall not be considered City employees for purpose of these
rales.
The City will make known to employees the existence of these policies and ensure that
copies are available for review during normal business hours. As a minimum, copies will be
provided to each Department Head.
2.03 CHANGES
This manual may be unilaterally amended or changed at any time by majority vote of the
City Council.
148
CHAPTER THREE
OFFICIAL RECORDS
3.01 PERSONNEL
3.01 A PERSONNEL FILES
The Human Resources Department maintains the City's official personnel records. Access to
personnel files is regulated by provisions of the Texas Open Records Act.
3.01 B ACCESS TO PERSONNEL FILES
In accordance with State law, all information contained within an employee's personnel file
is considered to be public information, except such information whose distribution would by
law constitute a clearly unwarranted invasion of personal privacy or falls under a specific
statutory authorization of confidentiality. Public record information includes, but is not
limited to, name; sex; ethnicity; age; date of hire; position title; salary; department; and if
applicable, date of termination.
1. Human Resources Department personnel are allowed access to employee files during
the course and scope of their regular job duties.
2. Pursuant to the Public Information Act, members of the public may review personnel
records during the normal business hours of the City of Allen.
3. Employees or a duly designated agent will have the right of reasonable inspection of
all information in the employee's own official personnel files during normal business
hours.
4. When put in writing, an employee can voluntarily grant access to the employee's
personnel file to other parties and/or permit duplication of the employee's file.
Duplication costs may be paid for by the requestor.
5. A supervisor can examine the personnel file of a subordinate if necessary during the
course and scope of their job duties. The supervisor must contact the Human
Resources Department to be allowed access to any employee file.
6. By order of a court of competent jurisdiction, any person so named in the order is
permitted to examine or receive such portion of an employee's record as is described
in the order.
7. An official of an agency of the state or federal government or any other political
subdivision of the state may inspect a personnel file in part or entirety if permitted in
149
writing by the employee or as a result of obtaining a court order as described in
section 3.01 B, Item 6.
3.01 C CURRENCY OF FILES
Department Heads shall ensure that employee personnel files are current in accordance with
procedures developed by the Human Resources Department.
3.01 D DISPUTED INFORMATION IN A FILE
If the employee feels that material in his/her personnel file is in error or misleading, they can
seek to have the material removed. A written statement describing the information that the
employee has taken issue with, the facts upon which the requested change is based, and a
suggestion for resolution of the issue should be given to the Human Resources Director. The
Human Resources Director will review the employee's request and render a decision within
five (5) business days. If the employee is not satisfied, he/she can appeal the decision to the
City Manager within five (5) business days. The City Manager will render a final verdict
within ten (10) business days. An employee can add a qualifying statement of reasonable
length to any section of their employee file without a review process. The qualifying
statement will be noted as having been added by the employee.
150
CHAPTER FOUR
PROBATION
4.01 PROBATIONARY PERIOD
4.01 A PURPOSE
Probation is a period of time which is granted all newly appointed employees upon entering a
position, to demonstrate their ability to successfully perform the duties of the job and that
they can successfully operate within the work environment. The nature of the relationship
which exists between the City and all of its employees, including but not limited to its
probationary employees, is at will and can be terminated by the employee or the City at any
time without cause.
4.01 B LENGTH OF PROBATION
All newly appointed employees shall be placed on probationary status, beginning with the
date of employment for a period of one (1) year.
4.01 C EXTENSION OF PROBATION
Probation may be extended, subject to review and approval by the Human Resources
Director, for a period not to exceed 90 days. Extension of probation is not a basis for
submission of a complaint or grievance.
4.01 D FAILURE OF PROBATION
Failure of probation or confirmation may occur at any time within the probationary period
and shall not be considered part of the disciplinary process.
4.01 E PROMOTIONAL PROBATION
Employees in the City's service who receive a promotion will be required to complete a 90
day confirmation period. A promoted employee who fails confirmation may be returned to
the same or similar position or other job for which qualified. If said position is not currently
available, the employee may be terminated.
Department Heads and supervisors will use the confirmation period to closely observe and
evaluate the work and fitness of employees and encourage adjustment to theirjobs.
4.01 F DEPARTMENTAL DOCUMENTATION
Department Heads will document in writing the basis for making probationary
recommendations.
151
CHAPTER FIVE
PROMOTION/TRANSFER/DEMOTION
5.01 PROMOTION
5.01 A RELEASE OF PROMOTED EMPLOYEE TO NEW POSITION
Current supervisors should be provided at least ten (10) working days' notice before being
required to release an employee. If both the sending and receiving departments agree, the
employee may be released sooner than ten (10) working days.
5.01 B EMPLOYEE PREFERENCE
It is the City's policy to promote from within the organization whenever appropriate and
feasible. Applicants may be limited to qualified current employees upon approval of the
Human Resources Director. Opportunities for promotion across organizational lines shall be
maximized.
5.02 TRANSFERS
A transfer is an assignment of an employee from one position to another, not involving
promotion or demotion. A transfer may be for administrative convenience or upon the
request of the employee. Transfers may be made administratively or in conjunction with an
announced selection process.
Intradepartmental transfers within the same class are allowed if approved by the Department
Head. Interdepartmental transfers must be approved by the Human Resources Director.
Transfers are not allowed unless the employee fully meets the requirements of the job
description.
5.03 NONDISCIPLINARY DEMOTIONS
With the approval of the Human Resources Director, an employee may be demoted,
administratively or by the employee's request, provided all requirements of the job
description are met and a budgeted position is available. Any special provisions concerning
future reinstatement must be documented in writing, approved by the City Manager and
included as part of the employee's personnel file.
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CHAPTER SIX
CLASSIFICATION
6.01 CLASSIFICATION POLICY
6.01 A CLASSIFIED POSITIONS
Each position, with the exception of council appointed employees, shall be classified
according to objective criteria and the provisions of this manual. Supervisors may request a
classification review to maintain internal equity.
6.01 B OFFICIAL TITLES
Official titles shall be used for all official documents.. Working or functional titles may be
used where appropriate.
153
CHAPTER SEVEN
COMPENSATION POLICY
7.01 RECEIVING PAY
Employees will be paid for hours worked or for the use of authorized paid leave every other
Friday. Fire personnel who substitute shifts for co-workers will be paid directly by the co-
worker.
All Personnel Action Forms must be submitted to the Human Resources Department by 5
p.m. on the Wednesday prior to the week pay checks are issued to be effective on the next
paycheck.
1. Reeular Pay Procedures:
a. All paychecks received on a regular basis will be issued to employees by
designated persons (i.e., supervisors) within each department.
b. No paychecks will be issued early.
c. Paychecks will only be released to the employee. In rare cases where
.circumstances prohibit an employee from picking up his/her check (i.e.,
illness), the employee must provide a written release authorizing another
person to receive the check.
d. After five (5) days, unclaimed payroll checks should be returned to the
Finance Department.
2. Final Pay Procedures:
a. Employees may opt to pick up their final paycheck, have it mailed, or if
they are in the direct deposit program, a final deposit made. If the
employee opts to pick up their final check and cannot, he/she must provide
a written release authorizing another person to receive the check.
3. Handling Paycheck Exceptions:
a. Incorrect paycheck - Employees are responsible for immediately notifying
their supervisor and/or the Finance Department if they receive an incorrect
paycheck. The Department Director, Human Resources Department and
the Finance Department will review the claim to determine an equitable
solution. Employees who are overpaid must return the overpayment to the
City immediately.
b. Requests to correct base rate or insurance must be submitted to the Human
Resources Department. All other corrections are forwarded to the Finance
Department.
c. Lost or Stolen Paycheck - Employees are responsible for notifying the
Finance Department of a lost or stolen paycheck. Paychecks cannot be
reissued until the Finance Department receives confirmation from the
bank that the lost or stolen paycheck has not cleared the bank and the stop
payment order is in effect. A stop pay fee of $25 will be deducted from
the re -issued check. This may cause a delay in reissuing the check
because this process may take up to three (3) days.
154
7.02 OVERTIME
Overtime, when ordered for the maintenance of essential city functions, shall be allocated as
uniformly as possible among all eligible employees. All overtime will be paid in accordance
with the Fair Labor Standards Act (FLSA). The City of Allen does not provide
compensatory time in lieu of overtime for non-exempt employees.
1. Eligibility- Overtime will be paid to eligible employees for hours worked in excess of the
regular scheduled workweek or work cycle.
2. Rate of Pay - All authorized overtime for nonexempt employees shall be compensated at
the rate of l %2 times the employee's regular rate of pay plus longevity, career ladder pay,
certification and bonuses. Although exempt employees may be eligible for discretionary
time, they will not be eligible for overtime pay.
3. Payment of Unauthorized Overtime - All overtime (authorized or unauthorized)
worked by nonexempt employees must be compensated according to the FLSA.
Employees working outside the regular work schedule without prior supervisor
authorization may be subject to disciplinary action
7.03 DISCRETIONARY TIME
Discretionary time is provided to give supervisors the freedom to be flexible with the work
scheduling of exempt employees (when appropriate and work loads permits). The accrual as
well as the usage of discretionary time is subject to the approval of the Department Head and
is not guaranteed.
7.04 MEAL/BREAK PERIODS
A 30 -minute to 1 -hour allowance for meal breaks is customarily granted to regular full-time
employees. This meal period is not considered work time if employees are completely
relieved of their work duties.
If employees must continue their work duties through the meal or break period, this work
time must be supervisor -approved and recorded as work time.
Employees may receive up to two fifteen minute breaks per standard workday scheduled at
the discretion of the supervisor, if it does not interfere with work responsibilities. Rest and
lunch breaks may not be accumulated or substituted for paid leave.
7.05 TRAINING SESSION ATTENDANCE AND OTHER MEETINGS
City -required attendance at training or other meetings, whether before, during, or after an
employee's regular work schedule, is work time.
155
Voluntary attendance at training or other meetings, whether before, during, or after the
employee's regular work schedule is not working time. Attendance is `voluntary" only if
employees are not led to believe that their working conditions or chance of continuing
employment would be adversely affected by not attending the training/meeting.
If the training is required by an outside third party, it is not specifically considered work time
if it occurs outside an employee's regular work schedule (certification training that is not
specifically tailored to meet the particular needs of the City of Allen). Supervisors should
obtain this determination from Human Resources prior to advising employees as to payment
for this time.
7.06 TRAVEL TIME
The determination of travel time as work or non -work time depends upon the circumstances
surrounding the travel. Ordinary travel time between home and work before or after regular
working hours or scheduled overtime is not counted as hours worked. This is true whether
the employee works at a fixed location or at different job sites. Travel time to and from
home is considered work time when employees are called out after hours on emergencies that
require work away from the normal work site and involve traveling a substantial distance.
Payment of travel time for emergencies must be approved by the Department Head. When
employees are given special one -day assignments in another city, travel time over and above
the normal home -to -work time will be compensable. When employees are traveling on City
business during their normal work hours, this is work time. However, travel time outside
normal hours will not be compensable unless employees are actually performing work.
7.07 ON-CALL PAY
On-call duty is an assigned duty to accomplish required work assignments after normal work
hours. Eligible employees are designated by their supervisors as scheduled to serve on-call
for a specific period of time. A non-exempt employee who is called back to work will be
paid for two hours or the actual time worked, whichever is greater. If an employee's time
can be used effectively for personal purposes during the on-call period, even though the
employee must carry a pager or leave a telephone number where s/he can be reached, the
time will not be compensated or credited as time worked. Departmental changes must be
approved by the City Manager.
7.08 LONGEVITY PAY
All regular full-time and part-time employees who have completed at least one year of
service will be eligible for longevity pay. Longevity will be paid in a lump sum during the
month of December.
Regular full-time employees: $4.00 per month for each month of completed service as of
December 31.
156
• Regular part-time employees: $3.00 per month if the employee is regularly scheduled to
work 30-39 hours per week; $2.00 per month if the employee is regularly scheduled to work
20-29 hours per week; $1.00 per month if the employee is regularly scheduled to work fewer
than 20 hours per week. The number of hours actually worked does not affect the longevity
rate.
tQ6=110 [G] ze) W *2 T7
All full-time City employees will be eligible for compensation above the employee's regular salary
while performing the task and functions of the job description of a higher supervisory position over
an extended period of time. Since each department has varying classifications and overlapping of
salary ranges, each employee who is working within an approved out of class position will be
compensated at an additional rate of pay equal to five percent (5%) of his/her current salary per
hour. The department director must approve any compensation for out of class pay. The
implementation of out of class pay will be done according to the following factors; however, in no
case will compensation of an employee be affected by a lower salary range of another position.
• An employee must have fulfilled the duties of the higher position for more than 120 hours
annually.
• After the initial 120 hours, compensation will be given to the employee.
• Supervisory tasks should be part of the job description of the position being worked.
• Compensation for the FLSA exempt classification will be considered separately and
implemented only with the approval of the City Manager.
It is the responsibility of the Human Resources Director or designee to insure this policy is applied
fairly and equitably.
Police Officers and Firefighter personnel are excluded from this provision
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CHAPTER EIGHT
PERFORMANCE APPRAISAL
8.01 PERFORMANCE APPRAISAL
8.01 A RATING OBJECTIVES
An employee's job performance shall be appraised for the purpose of defining how well the
employee is performing, encouraging open and honest discussions between employee and
supervisor, and shall include the following:
Identification of job performance problems.
2. When job performance problem areas are identified, suggestions of specific
corrective action employee should take to perform satisfactorily should be
provided.
3. Documentation of performance which exceeds the fully acceptable level.
8.01 B RATING FREQUENCY
All employees shall be rated not less than annually. Employees whose performance requires
careful monitoring shall be provided more frequent evaluation.
8.01 C COUNSELING
Employees will be famished copies of their performance review upon request. Performance
evaluators will individually discuss the reports with the employees and provide counsel
regarding improvements in performance which appear desirable or necessary.
8.01 D ELIGIBILITY FOR MERIT INCREASES
Merit increases will be based on employee's most recent annual performance appraisal.
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CHAPTER NINE
LEAVE
9.01 SEVERABILITY OF COVERAGE
All provisions of this policy which grant benefits are subject to reduction or elimination at
the discretion of the City Council. Employee's future entitlement to any benefit which is
subsequently discontinued by the City Council will be governed solely by the requirements
of applicable state and federal law.
9.02 PAID LEAVE
9.02 A WHEN PAID LEAVE IS CHARGED
Paid leave is only charged on days that an employee would otherwise be at work. No more
than 40 hours may be charged to paid leave during a standard workweek. If an employee is
on an approved alternate workweek schedule, the paid leave taken during the alternate
workweek cannot exceed the maximum hours scheduled for the alternate workweek.
9.02 B BENEFIT ACCRUAL WHILE ON PAID LEAVE
While on paid leave, leave and other benefits will continue to accrue at the rate to which the
employee is entitled.
9.03 HOLIDAYS
9.03 A OFFICIAL HOLIDAYS
The following are recognized as official holidays:
1. New Year's Day
2. Memorial Day
3. Independence Day
4. Labor Day
5. Thanksgiving Day
6. Friday following Thanksgiving
7. Christmas Eve
8. Christmas Day
9. Personal Day
If a holiday falls on Saturday, the preceding Friday will be observed. If a holiday falls on
Sunday, the following Monday will be observed.
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9.03 B SCHEDULE
The City of Allen reserves the right to schedule essential employees to work on designated
holidays to maintain necessary levels of service.
9.03 C RELIGIOUS OBSERVANCES
Employees desiring to observe religious holidays not coinciding with official holidays may
request leave under the provisions of the type leave to be taken. Subject to maintenance of
essential services, every accommodation will be made.
9.03 D ABSENCE BEFORE OR AFTER A HOLIDAY
Holiday pay will be withheld if an employee is absent without permission the day before or
the day after a holiday.
9.03 E DEPARTMENT HEAD RESPONSIBILITIES
Department Heads will ensure that eligible employees working unusual schedules, or on
shifts, receive benefits for the full number of holidays.
9.03 F WORKING ON A HOLIDAY
Employees that are required to work on a holiday (as prescribed in Chapter 9, Section 9.03
A. Items, 1-8) will be compensated in accordance to the following: At the discretion of the
Department Head, full and part-time employees with TMRS who work on a paid holiday
may receive a day off with pay during the same workweek of the holiday or may be
compensated for hours worked as with holiday pay. Part-time employees who do not receive
TMRS are not eligible to receive holiday pay if he/she is not scheduled to work on the
holiday.
Police Officers and Firefighter personnel are exempt from this provision.
9.04 VACATION LEAVE
9.04 A ACCRUAL RATES
Vacation leave for •full time employees, shall in 26 pay periods per calendar year based on
the following amounts:
80 hours start of employment to fifth anniversary
120 hours fifth anniversary to tenth anniversary
160 hours tenth year anniversary and beyond
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*Per Local Government Code 142.0013, members of fire or police departments
(firelighters, police officers) with a population of more than 30,000 are entitled to 15
vacation days each year with pay if the member has been regularly employed in the
department for at least one year.
Department Directors and Assistant Directors:
start of employment to tenth anniversary 120 hours
tenth anniversary and beyond 160 hours
Part -thee regular employees shall cam vacation leave in proportion to the time worked.
9.04 B MAXIMUM ACCRUAL
Leave in excess of the following amounts will be forfeited after the payroll period that pays
thin December 31' of each year. The City Manager may approve a one month extension.
*start of employment to fifth anniversary 200 hours/
300 hours -Five Shift personnel
fifth anniversary to tenth anniversary 240 hours/
360 hours -Fire Shift personnel
tenth anniversary and beyond 320 hours/
480 hours -Fire Shift personnel
*Police Officers and Firefighter personnel on a 40- hour shift will accrue 240 hours after the
first year of employment until the tenth anniversary.
9.04 C APPROVAL
The City of Allen reserves the right to approve or disapprove vacation leave and personal day
requests based on workload or scheduling requirements.
9.04 D MINIMUM HOURLY USE
Vacation leave must be taken in not less than one- hour increments.
9.04 E PAYMENT OF ACCRUED LEAVE
Accrued vacation leave will be paid upon the employee's termination up to the maximum
amount allowed.
9.04 F NON -PAY STATUS
No leave will be accrued during a month for an employee who is on unpaid leave more than
half of that month's working days.
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9.04 G ADVANCEMENT
Leave credits may not be advanced without the approval of the City Manager.
9.04 H RETENTION OF ACCRUAL
Employees being laterally transferred, promoted, or demoted shall retain accrued vacation
leave.
9.04I HOW CHARGED
Vacation leave will be charged only for time during which the employee would ordinarily
have worked. Leave will be accrued at the same rate to which the employee is entitled while
on leave.
9.04 J HOLIDAYS
Official holidays occurring during a vacation will be charged to holiday time rather than
vacation time.
9.05 LEAVE WITHOUT PAY
9.05 A RESTRICTIONS
Employees requesting leave without pay must submit the request in writing to the City
Manager for approval. The City of Allen reserves the right to approve or disapprove requests
for leave without pay.
9.05 B MAXIMUM USE OF LEAVE WITHOUT PAY
Leave without pay may not be granted in excess of 1,040 hours per fiscal year. The City
Manager may authorize an extension of leave without pay up to an additional 173 hours.
9.05 C BENEFIT ACCRUAL
Benefits will not accrue while an employee is on leave without pay.
9.05 D INSURANCE COVERAGE
Employees who desire to continue insurance coverage during periods of leave without pay
must make advance arrangements to pay the required monthly amounts. If the insurance
policy requires a premium paid in part by the employee, the employee must pay his/her
portion of the premium as with the portion normally paid by the City by the first day of each
billing month or his/her enrollment in that particular policy may be terminated.
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9.06 JURY / COURT DUTY LEAVE
9.06 A PAID LEAVE
The City of Allen will continue the regular straight -time salary when employees are called to
jury duty if called during normal duty hours. The juror's allowance shall not be deducted
from employee's pay.
9.06 B DOCUMENTATION REQUIRED
Employees must submit to their supervisor a copy of the jury summons as with a copy of the
court pay voucher upon completion ofjury duty as evidence of the duration of service.
9.06 C COURT APPEARANCE
Employees appearing in court in the line of official City business, including appearing on
behalf of the County, State or Federal government for services related to City duties or
subpoenaed for cases beyond their control, will be paid according to the Fair Labor Standards
Act.
9.06 D PERSONAL / PRIVATE BUSINESS
Employees appearing in court in instances unrelated to City business and instances in which
they were not subpoenaed will not be paid for the time off. Vacation time may be used in
such situations.
9.06 E RETURN TO WORK
Once an employee has fulfilled his obligation to the court, he/she must return to work if there
are at least two hours of the employee's standard workday remaining.
9.07 MILITARY LEAVE
Military leave will be granted in accordance with applicable State and Federal laws.
Employees preparing to take military leave shall furnish the City copies of military orders or
other applicable certification. An employee will notify the City as far as possible in advance
if the employee knows that he/she will find it necessary to take military leave. References to
military service (or simply service) within this section are as defined by the Uniformed
Services Employment and Reemployment Rights Act.
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9.07 A TIME GRANTED
Employees will be granted 15 days paid military leave per fiscal year. All leave in excess of
15 days may be charged to accrued vacation leave. If vacation leave is unable to fully
compensate for all time on military leave over 15 days, the employee will be considered to be
on leave without pay.
9.07 B PROVISIONS
1. Military leave includes travel time included in the employee's orders and paid for or
reimbursed by the military service.
2. Military leave includes time required for physical examination for selection or
admission into military service, to determine or maintain a selective service rating,
state service in the National Guard, to maintain reserve status, or for training required
and paid for by the service.
3. Military leave will not be granted for diagnosis or treatment of any service -related
injury, sickness, or disability, for obtaining or sustaining any disability rating, or for
treatment in any government facility unless done so under military orders. Leave of
this nature properly falls under the Sick Leave category and its provisions as
prescribed in Section 9.13.
4. Military leave will only be given in lieu of regularly scheduled work hours.
5. The City may provide supplemental salary for up to one year for employees on
military leave.
6. Employee benefits will continue for the employee while on military leave. The
employee must pay the full amount for the continued cost of the employee's family
benefits.
9.07 C RETURN TO WORK
Employees must notify his/her supervisor of the date in which they anticipate returning to
work. Upon return to work following a period of military service, the employee:
1. Will, upon the end of military duty, report to work on the first scheduled work day or
regular shift starting on the next scheduled work day after return to the employee's
residence from place of military duty if the employee has been on duty from 1 to 30
days, within 14 days after release after duty of 31-180 days, and after 90 days if the
duty is 181 days or more.
2. Will return to the position of employment in which he would have been employed if
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the period of employment with the City had not been interrupted by such service,
with the caveat that the employee is still qualified to perform those duties, or can be
re -qualified to perform the duties of their original position after reasonable efforts by
the City to qualify the person.
3. If the length of service exceeds 90 days, the employee may be transferred to a
position of like seniority, status and pay if the employee is qualified to perform the
duties of that position with or without reasonable efforts by the City to qualify the
person, if such position is available.
4. If the employee has a disability incurred in, or aggravated during military service, the
department shall make reasonable efforts to accommodate the disability, and the
person may be reemployed in a position which is equivalent to or the nearest
approximation in seniority, status and pay, the duties of which the employee is
qualified to perforin after reasonable efforts by the City, if such position is available.
5. If, after a period of military service, the person is not and cannot become qualified to
be employed in any of the foregoing positions after reasonable efforts by the City, he
will be placed in any other position of lesser status and pay which he is qualified to
perform, with full seniority, if such position is available.
6. Seniority benefits will be continued as if there had been no break in the employee's
employment.
9.08 PREGNANCY AND CARE OF NEWBORNS
As per the Pregnancy Discrimination Act of 1978, pregnancy is treated as a temporary
disability and alternate duty may be assigned if the pregnant employee is unable to fulfill her
normal job functions. In these cases the employee is covered by the City's Alternate Duty
policy as prescribed in Section 18.03. After the birth or adoption of a baby, an employee can
take any available paid leave benefits to stay at home to care for the child. If the leave is
excess of three (3) days the City of Allen reserves the right to place the employee on FMLA
leave as prescribed in Section 9.14.
9.09 FUNERAL LEAVE
Employees may be granted up to three (3) days in a fiscal year, to attend the funeral of a
member of the employee's immediate household or family, including parent, brother, sister,
spouse, child, grandparent, parent -in-law, brother-in-law, sister-in-law, grandparent -in-law,
legal guardian or ward, grandchildren, step-parents, step -child, step -brother, step -sister.
Requests for additional time, or leave in excess of one occurrence, are subject to approval of
the City Manager. If multiple deaths occur simultaneously within the family, a special
exception to the allowance of three (3) days may be approved by the City Manager.
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9.10 UNAUTHORIZED LEAVE
Unauthorized absence for two (2) consecutive days will be considered job abandonment, and
will result in termination of the employee. There is no appeal for termination due to
unauthorized absences. Employees leaving their work station without approval or
authorization, except for established rest periods, may be subject to discipline up to and
including termination.
9.11 ADMINISTRATIVE LEAVE
With the approval of the City Manager or Department Head, administrative leave with pay
may be granted to permit an employee to vote in official elections, participate in investigative
proceedings, training activities, legislative proceedings, civic functions or any other purpose
deemed to be in the City's best interests.
When deemed appropriate by the City Manager, an employee who is under investigation or
charged with a crime may be placed on administrative leave without pay.
Administrative leave without pay may be also utilized when employees have exhausted all
accrued paid leave, or have been placed on such leave by their respective Department Head,
the Human Resources Director, or the City Manager.
9.12 ADVANCEMENT OF LEAVE
No leave may be advanced without approval of the City Manager.
9.13 SICK LEAVE
9.13 A SICK LEAVE ACCRUAL
Full-time employees on a 40 -hour work week shall accrue 2.77 hours towards sick leave per
pay period. Fire shift personnel working in excess of 40 hours per week shall accrue 4.15
hours towards sick leave per pay period. Part-time regular employees shall accumulate sick
leave in proportion to time worked.
9.13 B MAXIMUM ACCRUAL
Employees may accrue an unlimited amount of sick leave.
9.13 C MINIMUM USE
Sick leave may be taken in not less than one-hour increments.
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9.13 D SICK LEAVE AND OVERTIME
Absences charged to sick leave will only cover payment for the employee's regular schedule
and will not include overtime whether scheduled or not.
9.13 E BASIS FOR USE
Sick leave may be used because of personal or family illness, injury, legal quarantine, care of
a newborn infant, or routine health care appointments which cannot reasonably be scheduled
outside working hours.
9.13 F VERIFICATION
The City may request and obtain verification of the circumstances surrounding any use of
sick leave.
9.13 G TRANSFERABILITY OF CREDITS
Sick leave credits are not transferable between employees
9.13 H PAYMENT UPON SEPARATION
Employees will be paid for unused sick leave upon separation at the rate of 24 hours (36
hours for fire shift personnel) for each complete year of service up to a maximum of 720
hours (1,080 hours for fire shift personnel). If separation occurs on or after the 16th day of
the 11th month of any service year, the separating employee will be considered to have
served a complete year. A retired employee or beneficiary of a deceased employee is entitled
to payment for up to 720 hours (1,080 hours for fire shift personnel) of accrued sick leave,
regardless of length of service.
9.131 DENIAL OF SICK LEAVE
While eligible employees may be entitled to unpaid FMLA leave, employees are not entitled
to paid sick leave when they are absent for reasons relating to: (1) purposefully inflicted
injuries; (2) caused by willful misconduct; (3) sustained while on leave of absence without
pay; or (4) sustained as a result of another job, not previously approved by the City of Allen.
This provision shall not apply to employees who qualify as "individuals with a disability"
under the Americans with Disabilities Act (ADA) of 1990, regardless of the reason for their
injuries.
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9.13 J ILLNESS WHILE ON VACATION
If an employee becomes ill or is injured while on vacation leave, the employee may request
that the time spent sick or injured may come from sick leave instead of vacation leave.
9.13 K SICK LEAVE WHILE ON UNPAID LEAVE/SUSPENSION
An employee on leave without pay or suspension forfeits the use and accrual of sick leave for
the duration of the leave without pay, except to the extent that the leave without pay is
authorized by the Family and Medical Leave Act. Upon completion of the leave without pay,
the employee must either physically return to work if healthy, or submit an approved original
doctor's statement justifying inability to return to work before sick leave credit and accrual
may be restored.
9.13 L EXHAUSTION OF SICK LEAVE
When an employee uses all sick leave and vacation leave, then the employee may be placed
on leave without pay if approved by the City Manager or in accordance with the Family and
Medical Leave Act.
9.14 FMLA LEAVE
9.14 A DEFINED
Employees may take up to twelve weeks of unpaid leave per year in accordance with the
national Family and Medical Leave Act (FMLA) of 1993. Application of this policy will
vary according to the conditions set forth in this section. For situations or events in which
this policy does not directly provide resolution, the FMLA and its regulations will apply.
The period during which employees are in an unpaid status but protected by this policy will
be referred to as "FMLA leave." The length of FMLA leave will be determined by the
employee, but shall not exceed twelve (12) weeks.
9.14 B ELIGIBILITY
Employees who are eligible for this leave have worked for the City at least twelve (12)
months in total and at least 1,250 hours during the twelve (12) months immediately
preceding the beginning of the leave.
9.14 C NOTICE AND SCHEDULING
The employee must provide at least 30 days advance notice of his/her intention to take
FMLA leave, to the extent he/she is able to do so. This notice, regardless of the date it takes
effect, must be made in writing to a Risk or Benefits representative in the Human Resources
Department and must include the effective date of FMLA leave, the nature of the employee's
need for leave, the name and address of the concerned physician, the date the employee
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intends to return to work, and the employee's intentions with respect to using other paid and
unpaid time off. Employees taking leave to care for a new child will not be allowed to take
the leave intermittently. Employees who have serious health conditions or are caring for
seriously ill children, parents or spouses, however, may take their leave intermittently or on a
reduced work schedule if this is medically necessary.
9.14 D EXTENDED MEDICAL LEAVE
Nothing in this policy prevents the City from granting unpaid family or medical leave for
employees beyond the initial twelve (12) weeks, however, the same protections and benefits
granted under FMLA leave will not be continued during this extended leave. The provisions
of Section 9.05, will apply to employees on extended medical leave.
9.14 E CERTIFICATION
The City may require that employees requesting FMLA leave provide a certification from a
doctor or other health care provider verifying the need for the leave. If the leave is to care for
a child, spouse or parent of the employee, the City may also ask for a statement that the
employee is needed to care for this person and an estimate of the amount of the time the
employee will be needed to provide this care. Where it is the employee who is sick, the City
may ask for a statement that the employee is unable to perform the functions of his/her job.
Furthermore, the City may require that the employee (or the individual the employee is
caring for) get a second or a third medical opinion on the accuracy of the information provide
din the certification; the cost of these extra opinions will be paid by the City.
9.14 F JOB PROTECTION
Upon their return to work, employees taking FMLA leave will be reinstated in their previous
jobs or equivalent positions with equivalent pay.
9.14 G BENEFITS CONTINUED
The City will continue insurance benefits for employees on FMLA leave at the same level at
which benefits would be provided were the employee actively at work. If the insurance
policy requires a premium paid in part by the employee, the employee must pay his/her
portion of the premium by the first day of each billing month or his/her enrollment in that
particular policy may be terminated. If the employee quits his/her job during or after the
FMLA leave, but before returning to work, the City may recapture payments made for health
benefits during that period from the former employee, subject to the FMLA.
9.14 H ACCRUAL OF BENEFITS DURING FMLA LEAVE
Employees taking unpaid FMLA leave will not accrue sick leave, vacation leave, seniority
(longevity), disability, or TMRS benefits.
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9.141 PAID LEAVE AND FMLA
The City will require all employees taking FMLA leave for their own serious health
condition, or to care for a spouse, son, daughter or parent with a serious health condition to
use all their accrued paid leave benefits concurrently with their FMLA leave. The accrued
paid leave benefits will count towards the 12 -week FMLA total. Employees who are out due
to workers' compensation are also required to use FMLA.
9.14 J SPOUSES EMPLOYED BY THE CITY
If both spouses are employed by the City, the combined total amount of leave they can take
for the birth or adoption of a child or to take care for a sick parent may be limited to 12
weeks.
This limitation does not apply to leave for either the husband's or wife's own serious health
condition or the serious health condition of a child.
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CHAPTER TEN
INCLEMENT WEATHER AND NATURAL DISASTERS
10.01 PURPOSE
To establish guidelines to account for employee absences and actions when inclement
weather conditions or natural disasters occur.
10.02 POLICY
The City is responsible for vital public services that must be continued regardless of weather
conditions. Depending on the situation, Department Heads may determine some positions
essential to the City's function and must remain at their job site or report to work at their
regular time. Alternatively, they must be ready to report if summoned or at whatever time
their supervisor designates in advance. The employee's supervisor will work with the
employee to ensure they arrive safely at the work site. If an employee is not required to be at
work, it is the employee's decision as to whether or not they can arrive at work safely, or can
continue at work, under adverse weather conditions.
10.03 PROCEDURE
It is the City Manager's responsibility to decide and declare whether the policy for inclement
weather or natural disaster conditions is in effect. The City Manager will notify Department
Heads and the public information officer. The PIO will then be responsible for notifying the
local radio and television stations, and the City's government access cable channel 6. An
employee's primary point of contact for learning whether the policy is in effect is his/her
supervisor.
1. When the City Manager declares the policy to be in effect, the following rules
apply:
a. A non-essential employee arriving no more than 2.5 hours past the regular
reporting time will be given full credit for the workday.
b. A non-essential employee arriving to work more than 2.5 hours past the
regular reporting time may use any accrued leave, except sick leave, to be
credited against the time missed beyond the 2.5 hours. Lost time may be made
up during the remainder of the week with their supervisor's permission.
c. Non essential employees who are unable to arrive at work may use any
accrued personal leave time, or make up the lost time during the remainder of
the week with their supervisor's permission.
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d. The employee will contact his/her supervisor and notify their supervisor if
they are unable to come to work.
e. Employees that are unable to return home at the end of their regular work day
due to inclement weather can find shelter overnight at the Central Fire Station.
2. A Department Head, the City Manager, or the City Manager's designee may send
non-essential employees home when unsafe weather conditions or a natural
disaster develop during the day. Employees sent home will be given credit for a
full work day.
3. During a declared inclement weather period or natural disaster employees deemed
to be essential by their Department Heads or the City Manager may be expected
to provide service above and beyond their normal duties. Essential employees are
expected to be able and willing:
a. To report to work at their normal time;
b. To be on call via page or phone and subject to reporting for duty outside of
regular work hours;
c. To work extended hours;
d. To work different shift hours from normal;
e. To perform duties different from normal practice;
f To work under the direction of different supervisors or in different
departments; and
g. To operate under procedures or policies that may have to be temporarily
amended by the City Manager or Department Heads to cope with disaster
situations.
4. It is the City Manager's responsibility to announce when the inclement
weather/natural disaster policy is no longer in effect due to the cessation of the
weather conditions that triggered it. This announcement will be conducted in the
same manner as the policy initiation announcement.
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CHAPTER ELEVEN
STANDARDS OF CONDUCT
11.01 CONDUCT
11.01 A RULES OF CONDUCT
The following is a non-inclusive list of offenses which shall apply to all employees and shall
be grounds for disciplinary action up to and including termination.
1. Unsatisfactory Attendance: Excessive absences, excessive tardiness, failure
to report to work without reporting the reason to the immediate supervisor,
failure to follow the procedures for requesting or using leave.
2. Abandonment of Job: Absence for two (2) consecutive working days
without prior authorized leave. Employees shall be considered to have
abandoned their jobs and shall be terminated without appeal rights.
3. Indifference Toward Job: Gross repeated neglect of duty, loafing,
carelessness, lack of initiative, poor attitude, lack of cooperation, failure to
remain at work, leaving work without permission, sleeping or otherwise being
inactive during working hours, inefficiency, performing personal business
during working hours, abuse of eating and/or rest periods, interfering with
work of others, discourteous treatment of the public or other employees,
failure to maintain a current license or certificate required as a condition for
performing the job, failure to account for City of Allen documents or property.
4. Incompetence or Unsatisfactory Work Performance: Demonstrated
inability to perform the duties of a position as specified in the employee's job
description, unsuccessful completion of the probationary period.
5. Insubordination: Willful failure or refusal to perform assigned work, or to
fully comply with instructions or orders as requested by the supervisor. Except
if
a. the employee feels that an instruction or order places the employee or
other persons in danger or in violation of the law, or would damage
City or private property, the employee may request approval from the
next higher level of supervision, unless the risks the employee
complains of are inherent to his normal job.
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6. Violation of Safety Rules: Smoking in prohibited areas, improper removal of
safety guards, fire extinguishers or other equipment designed to protect
employees, failure to use safety equipment or to follow safety practices or
riles, carelessness, neglect or improper use of property or equipment, injuring
a fellow employee through negligence or through deliberate action, causing a
preventable accident.
7. Dishonesty: Stealing, or taking City of Allen property or property of other
employees without prior authorization, misuse of funds, misrepresentation,
cheating, forging or knowingly falsifying official City of Allen reports,
records or documents, knowingly misusing paid leave of absence.
8. Disturbance: Fighting, using profane, abusive or threatening language, using
unnecessary loud or boisterous language, offensive conduct, spreading false
reports or otherwise disrupting the harmonious relations between employees,
possession of unauthorized firearms or lethal weapons on the job.
9. Alcohol or Drugs: Possessing, buying, using (unless prescribed for employee
or purchased over the counter) or transferring possession of drugs (as defined
by Section 1.02 of the Texas Controlled Substances Act) while performing
assigned duties or during working hours, consuming or being intoxicated by
use of drugs or alcohol while perforating assigned duties or while operating
vehicles or equipment during working hours, reporting for work while under
the influence of drugs (unless prescribed for employee or purchased over the
counter) or while intoxicated from consumption of alcoholic beverage(s).
10. Misconduct: Any criminal offense or other conduct, including immoral
conduct, during working or off duty hours, which have an adverse impact on
the City of Allen.
11. Conduct Inconsistent with Interests of City of Allen: Violation of
nepotism, harassment, secondary employment, records or other conduct
policies addressed in this manual.
11.01 B WORK STANDARDS
It is the duty of each employee to maintain high standards of productivity, cooperation,
efficiency, and economy in his/her work for the City. Department Heads will organize and
direct the work of their departments to achieve these objectives.
If work habits, attitude, production, and/or personal conduct of an employee fall below
acceptable standards, supervisors should point out the deficiencies at the time observed.
Counseling and warning the employee in sufficient time for improvement will ordinarily
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precede formal disciplinary action, but nothing shall prevent immediate action as required to
meet the best interests of the City.
11.01 C ABUSE OF CITY PROPERTY
Abuse of City property is exemplified by, but is not limited to, negligent damage or
destruction of City equipment or property, waste of materials or negligent loss of tools or
materials, purposeful or improper maintenance of equipment, or damage caused by use of
tools or equipment for purposes other than that for which the tool or equipment was intended.
In addition to being subject to appropriate disciplinary action, an employee may be
responsible for the repair or replacement of any item willfully or recklessly damaged by the
employee. Failure to reimburse the City is cause for discipline up to and including
termination.
11.01 D POLITICAL ACTIVITY
Except as may be otherwise provided by law, employees will refrain from using their
position or influence for or against any candidate for public office. Employees shall not
directly or indirectly coerce, attempt to coerce, command or advise another employee to pay,
lend, or contribute anything of value to a party, committee, organization, or person for
political purpose. No employee may seek or hold an appointive or elective City of Allen
office. No employee may seek or hold an office of public trust, or partisan office in any
jurisdiction, where such service would constitute a conflict of interest with City employment,
with or without remuneration. If an employee decides to seek or assume such office then that
person shall resign from City service or will be dismissed for failure to do so.
11.01 E SOLICITATION
Solicitation of funds or anything of value for personal profit shall not be permitted. An
employee also may not represent or appear on the behalf of any private interest before any
City agency or associated agency.
11.01 F BUSINESS ACTIVITY
An employee is prohibited from conducting any business on behalf of the City in his/her
official capacity with any business entity with which he/she is a member, agent, or officer or
owns a substantial interest. ht the event that such a conflict of interest occurs, the employee
must remove himself from any proceedings involving the City and the business entity by
fuming the matter over to his/her supervisor with a statement of why the employee can no
longer be involved.
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11.01 H FINANCIAL OBLIGATIONS
All employees are expected to keep their personal financial affairs in good order. Employees
should make every effort to ensure that creditors do not contact them during office hours.
Failure to pay just debts, including taxes, will constitute grounds for disciplinary action.
11.011 ACCEPTANCE OF GIFTS
All employees, regardless of their positions, are prohibited from accepting gifts or gratuities
from individuals or firms with which the City does business or an individual or firm seeking
City business or any kind of special consideration. In many instances, businesses have a
policy of giving gifts during the holiday seasons and return of such gifts could create
unnecessary ill will for the City. Under these circumstances, gifts will be donated to
appropriate organizations or made available for general employee consumption. Should any
question concerning the procedure for disposing of a gift arise, the City Manager should be
consulted. Employees should not take advantage of their position to secure gifts or special
privileges either for themselves or others.
11.01 J OUTSIDE COMPENSATION
No employee shall receive any fee or compensation from a source other than the City of
Allen for work done as an employee of the City of Allen except as may be otherwise
provided by law. This does not preclude performing the same activities as in the employee's
City job for a private organization provided that there is no conflict with the employee's
responsibilities to his/her City employment.
11.01 K PROHIBITING FIREARMS IN CITY FACILITIES
No employee, other than a peace officer, is permitted to carry any type of firearm or weapon
on his/her person at a City work site, in any City building, in any City -owned vehicle, or in
any vehicle while conducting City business unless the weapon is used in conjunction with the
type of City service provided and it is approved by the Department Head. This section
applies regardless of whether or not the person is duly licensed by the State of Texas to carry
a concealed handgun.
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11.01 L DISCLOSURE OF INFORMATION
Disclosing information that could adversely affect any City property, business dealing, or any
affair of the City, or using information gained while working in the City for the benefit of
himself/herself or others at harm to the City, is prohibited.
11.01 M PERSONAL APPEARANCE
All employees, regardless of work location and degree of public contact, are expected to
dress appropriately and in good taste in relation to their assigned job duties and are expected
to maintain a good general appearance at all times.
11.02 SECONDARY EMPLOYMENT AND ACTIVITIES
11.02 A RESTRICTIONS
Employees shall not engage in any other employment during the hours they are scheduled to
work for the City of Allen. Use of City facilities, equipment, supplies or time for engaging in
secondary employment will result in disciplinary action up to and including termination.
An employee may not engage in any outside activity that will discredit the City or in which
his/her employment with the City gives him/her an advantage over others engaged in a
similar business or activity. An employee may also not be involved in any job or activity that
is incompatible with the full and proper discharge of his/her duties and responsibilities with
the City or that might negatively affect his/her independent judgment in the performance of
those same duties and responsibilities.
11.02 B APPROVAL REQUIREMENTS
Employees shall notify in writing and receive written approval from their supervisor prior to
accepting or engaging in secondary employment or business activities. Employees seeking
secondary employment within the City of Allen must receive approval from their Department
Head and Human Resources prior to accepting the position.
The City of Allen reserves the right to deny a request for secondary employment or business
activities if said employment or activity in any manner conflicts with City of Allen interests
or public image or affects the employee's availability or performance at the City of Allen.
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11.03 ABSENTEEISM
11.03 A PURPOSE
The City Administration recognizes that absenteeism and tardiness by City employees
increases the workload of other employees and forces changes in the work schedules that
damage our quality of work and customer service. Employees should work the hours
scheduled for their position as a normal condition of their job.
Repeated unauthorized absences and/or instances of tardiness can be used as justification for
disciplinary action up to and including termination.
11.03 B REPORTING AN ABSENCE BEFOREHAND
The employee must contact his/her immediate superior when an absence or tardiness is
foreseen and unavoidable. Contact must be made within one half hour after the employee's
regularly scheduled workday begins. At that time the employee should give the reason for the
absence or tardiness and indicate when the employee will be returning to work. If this contact
is not made, the employee's absence is considered to be unexcused.
11.03 C EXCUSED ABSENCES
1. An excused absence can be accounted for through the use of the employee's
"personal day," vacation, or sick time if the absence is due to medical reasons. In
certain cases an employee may also take FMLA leave.
2. Excused absences will be granted for the purposes of voting in local, state, and
national elections and for jury duty without the use of vacation time if the
employee follows the procedures described in section 9.06 Jury / Court Duty
Leave.
3. If an employee has used all vacation, sick, and FMLA time due to injury or an
extended illness and is still unable to return to work, the employee is considered
to be unable to return to work. At this point he/she may be subject to separation
for incapacity as described in section 15.05 B.
4. If an employee has used all vacation time, and is not eligible to use sick or FMLA
leave due to the non-medical nature of his/her absence, the employee will not be
granted an excused absence.
5. For all excused absences, the supervisor is permitted to request proof of the need
for the employee's absence if a problem with absenteeism is suspected.
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11.03 D UNEXCUSED ABSENCES
Unexcused absences include, but are not limited to, the following:
1. Failure to report to work without timely notification.
2. Arriving to work after the employee's scheduled starting time or leaving work
before the employee's scheduled ending time.
3. Unauthorized absence from work site.
4. Abuse of approved leave or failure to follow procedures for requesting or using
leave.
5. Job abandonment, which is defined as unauthorized absence for two (2)
consecutive working days.
11.03 E ABSENCE PATTERNS
When reviewing an employee's record for the purposes of determining an absenteeism
problem, the employee's supervisor should consider the following factors in addition to the
amount of time absent:
I. Absences on scheduled weekends, Friday, Saturday, Sunday, Monday, or all.
2. Absence the day before and/or the day after a scheduled holiday or day off
(Holiday pay may be withheld in such cases).
3. Absence the day after payday.
4. Calling in sick as rapidly as sick time is accrued, especially if used one day at a
time.
5. Coincidence of absence with desirable days off.
6. Unauthorized absences should be explained to the employee's supervisor as soon
as possible, and should be supported by evidence. Such explanation does not
guarantee that disciplinary action will not be taken, but if the supervisor finds the
explanation reasonable it may mitigate any disciplinary action taken.
11.03 F DISCIPLINARY ACTION
Unauthorized absences signal an absenteeism issue that makes the employee subject to
disciplinary action in accordance with the City of Allen's disciplinary policy. The
disciplinary actions taken will vary based upon the seriousness and frequency of
absenteeism. If an absence constitutes job abandonment, the employee is considered to have
effectively resigned their position without appeal rights.
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11.04 HARASSMENT PREVENTION
11.04 A PURPOSE
It is the policy of the City of Allen to prohibit any form of sexual, racial, ethnic, disability,
age, and religious harassment of employees or applicants. The City of Allen recognizes that
the aforementioned forms of harassment are a violation of Federal and State laws. The City
maintains a strict policy that harassment, whether sexual, ethnic, or religious in nature, or
directed toward one's age or disability status, in the work place, is not acceptable and will not
be tolerated. All employees, including directors, managers, supervisors, and representatives
of the City, are expected to refrain from exhibiting any unwelcome behavior or displaying
conduct toward any other employee which could be interpreted as harassment under this
policy.
11.04 B DEFINITIONS
The definitions listed below are in accordance with the applicable guidelines adopted by the
Equal Employment Opportunity Commission.
Sexual Harassment- Unwelcome sexual advances, requests for sexual favors, and
other verbal (slurs, jokes) or physical conduct of a sexual nature constitute sexual
harassment when:
a. Submission to such conduct is made either explicitly or implicitly a term or
condition of employment; or
b. Submission to or rejection of such conduct by an individual is used as the
basis for employment decisions affecting the individual; or
c. Such conduct has the purpose or effect of interfering with an individual's
performance or creating an intimidating, hostile, or offensive working
environment. Examples include, but are not limited to:
1. Unwelcome sex -oriented verbal "kidding";
2. Unwelcome teasing or jokes;
3. Subtle pressure for sexual activity;
4. Physical contact such as patting, pinching or constant brushing against
another's body; or
5. Demands or inference of sexual favors.
2. Ethnic/Racial Harassment- Ethnic or racial slurs or jokes, and other verbal or physical
conduct relating to an individual's national origin or race, constitute harassment when
this conduct:
a. Has the purpose or effect of creating an intimidating, hostile, or offensive
working environment; or
b. Has the purpose or effect of interfering with an individual's work
performance.
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3. Religious Harassment- Religious slurs or jokes, and other verbal or physical conduct
relating to an individual's religious beliefs, constitute harassment when the conduct:
a. Has the purpose or effect of creating an intimidating, hostile, or offensive
working environment; or
b. Has the purpose or effect of interfering with an individual's work
performance.
4. Disability Harassment- Slurs or jokes, or physical conduct directed towards an
individual's disability status, may constitute harassment when the conduct:
a. Has the purpose or effect of creating an intimidating, hostile, or offensive
working environment; or
b. Has the purpose or effect of interfering with an individual's work
performance.
NOTE: Disability means, with respect to an individual, a physical or mental impairment that
substantially limits one or more of the major life activities of such individual, as such term is
defined in the Americans with Disabilities Act, 42 USC 12102; a record of such an
impairment; or being regarded as having such an impairment. This would include, but not
be limited to, an individual with a loss of limb, visual impairment, mobile impairment
(wheelchair bound, artificial limb, etc.), sight impairment (blindness), hearing impairment
(deafness), medical conditions such as heart disease, epilepsy, muscular dystrophy, cancer,
mental illness, alcoholism, HIV disease, and other physical and mental medical conditions
which are protected by Federal law.
5. Age Harassment- Slurs or jokes, and other verbal, non-verbal, or physical conduct
directed toward an individual's age status, may constitute harassment when the
conduct:
a. Has the purpose or effect of creating an intimidating, hostile, or offensive
working environment; or
b. Has the purpose or effect of interfering with an individual's work
performance.
An individual's intentions and motives are not decisive factors in considering whether or not
alleged harassment behavior has taken place. The effect of one employee's behavior upon
another employee is the decisive factor. If an individual's behavior is considered to be
offensive by another individual or if it has an intimidating effect upon another individual,
sexual, racial, ethnic, religious harassment or harassment towards one's age or disability may
be present.
11.04 C ADMINISTRATIVE PROCEDURES
Each supervisor is responsible for maintaining his/her work place free of sexual, racial,
ethnic and religious harassment or harassment directed toward one's disability or age status.
This duty includes discussing and enforcing this policy and procedure with all employees and
assuring them that they are not required to endure insulting, degrading, or exploitative
treatment.
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Individuals who experience harassment shall make it clear that such behavior is offensive to
them. Any employee who feels that he/ she has been the victim of sexual, racial, ethnic, or
religious harassment or harassment relating to his/her disability or age should immediately
report the facts of the incident or incidents and the names of the individuals involved to
his/her supervisor and the Human Resources Director or designee. Should the immediate
supervisor be the offending party, the employee must report the alleged act to the next level
of management and the Human Resources Director or designee. All employees are
encouraged to report any alleged infraction without fear of retaliation. Failure to report
alleged infractions will result in discipline up to and including termination.
The Human Resources Director or designee and the manager/supervisor are mutually
responsible for notifying each other when an allegation is reported. All allegations of
harassment observed by or reported to a supervisor must be investigated immediately by the
Human Resources Director or designee. All findings, decisions, and recommendations will
be made on an individual basis considering the record as a whole on the totality of the
circumstances, such as the nature of the behavior and the context in which the alleged
incidents occurred. If harassment is found to exist, appropriate management and supervisory
personnel shall take prompt corrective action. Anytime that sexual harassment becomes an
issue of an alleged act of sexual assault, the investigation must be coordinated with the City
of Allen Police Department.
Appropriate disciplinary action will be taken when the findings warrant such action. Such
disciplinary action should be determined by the nature of the wrongful act or acts and may
result in immediate dismissal. The City recognizes that deliberate, false or frivolous
accusations of harassment can also have serious effects on innocent men and women, their
reputation, and their families; therefore, false accusations will result in severe disciplinary
action up to and including termination.
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CHAPTER TWELVE
COUNSELING/DISCIPLINE
12.01 COUNSELING
Supervisors should meet PRIVATELY with employees to discuss performance or
behavioral problems when they first arise. A counseling session with an employee will not
require the supervisor to place any written disciplinary action into an employee's personnel
file. However, the supervisor should maintain notes of the meeting held with the employee.
This is a pre- or non- disciplinary action.
12.02 DISCIPLINARY ACTION
12.02 A ACCELERATION OF DISCIPLINARY ACTION
Nothing in this policy shall be construed to limit the City of Allen's authority to administer
any form of disciplinary action at any time as necessary.
12.02 B TYPES OF DISCIPLINARY ACTION
Depending on the circumstances of each case, disciplinary action shall be administered
progressively and shall include, in order of severity:
1. Oral Wanting
2. Written Wanting
3. Suspension
4. Involuntary Demotion
5. Discharge
12.02 C ORAL WARNING
An oral warning is a conference, discussion, talk or any other form of oral communication
between a supervisor and employee in which the intent is to correct behavior.
12.02 D WRITTEN WARNING
The written warning shall be used to document, in writing to the employee, the unsatisfactory
job performance or conduct that has been demonstrated by the employee. Written notice
gives the employee a set period of time in which to demonstrate improvement in job
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performance or conduct. Written warnings must be transmitted to Human Resources for
placement in the employee's personnel file.
12.02 E SUSPENSION
Suspension is time off work without pay given to an employee as a disciplinary action. For
any one occurrence, a suspension may not exceed fifteen (15) working days without prior
approval of the Human Resources Director or designee.
12.02 F ADMINISTRATIVE LEAVE
For purposes of conducting an investigation of an allegation, the Human Resources Director
may place an employee on administrative leave with or without pay.
12.02 G ABANDONMENT OF JOB
Abandonment of job consists of absences for two or more consecutive working days without
prior authorized leave. Employees terminated for abandonment of job do not require written
notice of the termination or opportunity to respond and are not eligible to file a complaint or
grievance.
12.02 H INVOLUNTARY DEMOTION
Involuntary demotion should only be considered as an appropriate form of disciplinary action
when the employee's job performance or conduct is unsatisfactory in the current position held
and it is determined that the employee should be retained in a lower pay range.
12.02I INVESTIGATION OF ALLEGATIONS
The City reserves the right to place an employee on administrative leave pending the
completion of an administrative investigation of the allegations against them.
12.02 J REMOVAL OF DISCIPLINARY ACTIONS
Disciplinary actions will become void 24 months after their issuance; however, actions
involving harassment, inappropriate conduct, and other serious violations will not be voided
24 months after their issuance. Employees may request the removal of "voided" disciplinary
documents from their City personnel file.
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CHAPTER THIRTEEN
ARREST OF AN EMPLOYEE
13.01 ARREST OF AN EMPLOYEE
13.01 A PURPOSE
It is the purpose of this policy to establish procedures to be followed in cases where a City of
Allen employee has been arrested or charged with criminal offenses.
13.01B PROCEDURE
In case of the arrest of a City of Allen employee, their employment status will be reviewed
on a case by case basis with the following criteria, no one of which will be weighted in any
particular order:
1. Severity of offense;
2. Effect on workplace;
3. Ability to continue workplace obligations;
4. Ability to come to work;
5. Affect on any licensing or certification;
6. Repeated criminal activity;
7. Security of other employees;
8. Disruption of the workplace; and
9. Supervision of other employees.
The City of Allen may also remove an employee from the workplace on an interim basis,
pending the final disposition of their case. However, any initial determination of
employment status may be altered depending on factors such as length of time prior to final
disposition of case and business necessity.
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CHAPTER FOURTEEN
SEPARATION OF EMPLOYMENT
14.01 SEPARATION OF EMPLOYMENT
Separation of employment is an involuntary employment termination from the City of Allen.
When separation occurs, a meeting will be conducted between the employee, the Department
Head and a representative from Human Resources to discuss the reason behind the
separation, with the exception of job abandonment.
All disciplinary action involving discharge or suspension requires advance notice to the
Human Resources Director. Should it be determined that discharge is the appropriate action,
the employee should be issued a memorandum or letter and notified of the disciplinary action
being taken and the applicable personnel policies involved in the decision. Additionally, the
employee shall be advised that he/she may appeal the decision in accordance with the City of
Allen's appeal procedure under Section 17.02.
14.02 RESIGNATIONS
iLlUi�l:� N *3 CORE14 M cola 01 32RIXII
Resignation is notice to a supervisor of an employee's intention to end his/her employment
relationship with the City of Allen.
14.02 B RESIGNATION PROCEDURE
Notice of resignation should be provided in writing to the employee's Department Head or
designee, preferably at least two (2) weeks in advance of the effective date. In the notice the
employee will state the last day/shift/hour to be worked. In instances where only an oral
resignation is tendered, the supervisor shall document this fact in writing stating the date
when the oral resignation was accepted. No reasoning need be given supporting the decision
to resign. The supervisor will forward the resignation and termination packet to Human
Resources.
Failure to report to work as per the employee's normal work schedule or give proper notice
as to an absence over the two- week period prior to the resignation date will be considered an
unexcused absence, and may constitute job abandonment.
14.02 C RESIGNATION AND DISCIPLINARY ACTION
A resignation tendered after the employee has been notified that he/she is or will be the
subject of disciplinary action or investigation will not be accepted without consulting with
the Human Resources Department and/or the City Attorney. If the resignation is accepted,
the employee will be considered to have forfeited their right to respond to and/or appeal the
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disciplinary action. If the resignation is not accepted, the employee reserves the right of
response and appeal.
If the employee renders his/her resignation and is notified at that time or afterwards of
pending disciplinary action or investigation the employee may reserve the right to respond to
and/or appeal the disciplinary action.
14.02 D REVOCATION OF RESIGNATIONS
Unless the employee, their Department Head, and the Human Resources Director agree, a
resignation will be considered irrevocable. A resignation cannot be revoked after the
employee's written resignation date.
14.02 E RE-EMPLOYMENT
Former employees not eligible for reinstatement will be considered in the same manner as
members of the general public and will not be eligible for restoration of service or leave
credit.
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CHAPTER FIFTEEN
NONDISCIPLINARY SEPARATION OF EMPLOYMENT
15.01 INCAPACITY
15.01 A DEFINED
An employee may be separated for incapacity for medical reasons when the employee no
longer meets the standards of fitness required for the position with or without reasonable
accommodation from the City.
15.01 B CITY MEDICAL REPRESENTATIVE
The final medical decision regarding incapacity will be made by the City's designated
medical representative whose decision will be final.
15.01 C NONDISCIPLINARY ACTION
Separation for incapacity will not be considered disciplinary action and will not cause denial
of any benefits for which the employee would be otherwise entitled.
15.02 RETIREMENT
Eligible employees may be separated by retirement in accordance with applicable programs.
15.03 CONTINUATION OF BENEFITS UPON RETIREMENT
15.03 A RETIREE COVERAGE
Regular full-time employees, who are eligible for retirement under the City's retirement
system and in accordance with the City's applicable programs, may continue health
insurance and prescription coverage upon retirement until they become eligible for Medicare
coverage. If at a later date, the retired employee elects to discontinue coverage, the retiree is
no longer eligible for coverage under the City's health care plan.
15.03 B DEPENDENT COVERAGE
Retired employees may elect to continue coverage for eligible dependents that were covered
under the City's group health insurance plan at the time the employee retired. If a retired
employee elects subsequently to discontinue coverage for a dependent, the dependent is no
longer eligible to receive health care benefits under the City's health plan.
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15.03 C COVERAGE BY OTHER EMPLOYERS
A retired employee who is eligible for health care benefits coverage from another employer
is not eligible to continue coverage under the City's health plan.
15.03 D NOTIFICATION TO CITY
Retiring employees most provide written notification of retirement at least 45 days prior to
the date the employee intends to retire. This additional notice is necessary to enable City
staff to provide the appropriate retirement plan paperwork and to counsel retiring employees
regarding their eligibility for retirement benefits.
15.04 REDUCTION IN FORCE
15.04 A BASIS FOR REDUCTION IN FORCE
The City of Allen reserves the right to reduce the number of employees.
15.04 B RETENTION DURING A REDUCTION IN FORCE
The initial consideration in a reduction in force shall be to maintain a level of service
necessary to operate the City of Allen. After insuring the above, retention preferences may
consider the following:
1. Prior written performance appraisals and current performance.
2. Seniority.
15.04 C NOTICE OF REDUCTION OF FORCE
Whenever possible, employees impacted by a reduction in force shall be given at least two
(2) weeks' notice of the imminent loss of their job.
15.04 D REORGANIZATION
Policies and procedures of this manual may be suspended during a departmental
reorganization with the approval of the City Council.
15.05 REINSTATEMENT
15.05 A BASIS FOR REINSTATEMENT
Decisions to offer reinstatement to an employee will be made primarily on whether the
reinstatement serves the best interests of the City of Allen.
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15.05 B SEPARATION FOR INCAPACITY
Employees who resign or were separated for incapacity may be reinstated in the same or
similar position within six months following the separation. Employees reinstated must be
able to perform the duties of the position and successfully pass all medical/physical
requirements for the position.
15.05 C SEPARATION DUE TO REDUCTION IN FORCE
Employees who were separated due to a reduction in force may be recalled to return to work
within six months from their separation provided the person is able to perform the duties of
the position and successfully pass all medical/physical requirements for the position.
15.05 D VETERANS
Employees who leave the City's service to enter active duty with the Armed Forces of the
United States are eligible for reinstatement in accordance with applicable State and Federal
legislation.
15.05 E RESTORATION OF SERVICE AND LEAVE CREDIT
Unless otherwise provided by policy, reinstated employees shall receive restored seniority or
any leave credits for which they did not receive payment at the time of separation, if they are
restored to their position within six months of their separation of their employment with the
City.
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CHAPTER SIXTEEN
DRUG-FREE WORKPLACE
16.01 PURPOSE
The City Administration recognizes that drug-free, healthy employees are essential to having
a productive, service-oriented work force. Additionally, it is recognized that happiness,
mental health, and a stable family unit, is consistent with non -drug use. To that end,
Administration seeks to prevent drug use/abuse dining employment with the City of Allen.
This policy is designed to eliminate drug and alcohol abuse and its effects in the workplace.
A second and equally important issue is the responsibility of government to the taxpayers and
citizens of Allen to ensure that there is not deterioration of trust in public employees. While
it is recognized that the consequences of drug abuse are guided by the individual job
classification, this policy serves as an umbrella for all departments.
Drug and/or alcohol testing will be conducted based on reasonable suspicion, following
accidents, prior to employment and randomly for certain employees. The purpose for drug
and alcohol testing is to promote a DRUG-FREE WORK ENVIRONMENT and to protect
the employee who might be impaired by the use of a controlled substance, his/her fellow
employees, and the general public, from harm or injury.
The use of alcoholic beverages as authorized by the City Manager at City -sponsored social
functions shall be permitted if such social functions do not occur in the workplace, on City
property, in any City facility during working hours, in a City uniform, or in a City vehicle.
Employees are not allowed to purchase or consume alcoholic beverages while in uniform at
any time.
16.02 DEFINITIONS
In order to maintain a drug-free workplace, an employee may not manufacture, distribute,
dispense, possess, use or be under the influence of the following substances or drug
paraphernalia in the workplace, during working hours, otherwise discharging duties as an
employee, or in a City vehicle:
I. Illegal drugs, controlled substances, or controlled substances analogues as used in
this policy is defined by Texas Health and Safety Code, as amended Section
481.002 (5) and (6). Marijuana and abusable glues and aerosol paints (inhalants)
as defined in Vernon's Texas Codes Annotated Health and Safety Code, as
amended Section 485.001.
2. Alcoholic beverages means alcohol or any beverage containing more than one-
half of one percent of alcohol by volume alone or when diluted.
3. Drug paraphernalia means equipment, a product or material of any kind as
defined in the Texas Health and Safety Code, Section 481.002 (17).
Under the influence ojilfrcit drugs shall mean having present in the body or urine a quantity
of an illicit drug sufficient to register a positive result on the drug screen utilized by the City,
the testing parameters of which are set forth as follows:
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CUT-OFF LEVELS
Under the influence of alcoholic beverages is defined as follows:
a. Not having the normal use of mental or physical faculties by reason of the introduction of
alcohol into the body; or
b. Having an alcohol concentration equal to or greater than 0.04 grams of alcohol per 100
milliliters of blood; or
c. Having an alcohol concentration equal to or greater than 0.04 grams of alcohol per 210
liters of breath.
16.03 TRAINING
16.03 A EMPLOYEES
In an effort to promote this policy, managers will make their employees available for training
regarding substance abuse prevention. Employees will be required to attend training, read
and discuss the City of Allen's written Substance Abuse Policy or educational materials
regarding substance abuse. Employees shall be required to sign a statement that they have
read and understand the City of Allen's written policy on substance abuse. Employees and
their family members will receive periodic brochures and information about preventing
substance abuse in their family. This may include payroll stuffers, brochures mailed directly
to the employees' homes, and information about the prevention activities available in their
community.
16.03 B MANAGERS
Managers (mid-level and Department Heads) will receive training and information, which
will assist them in determining the presence of substance abuse, including, but not limited to:
1. Attendance at work;
2. Absences—leaving early from work, arriving late at their work site;
3. Completion of assigned work;
4. Use of sick leave;
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Blood/Urine
Substance
Breath
a)
Cannabinoids (Marijuana)
50 NG/ML
b)
Amphetamines
1000 NG/ML
c)
Cocaine
300 NG/ML
d)
Opiates
2000 NG/ML
e)
Phencyclidine (PCP)
25 NG/ML
t)
Barbiturates
300 NG/ML
g)
Benzodiazepines
300 NG/ML
h)
Propoxphene
300 NG/ML
i)
Methadone
300 NG/ML
j)
Methaquale
300 NG/ML
Under the influence of alcoholic beverages is defined as follows:
a. Not having the normal use of mental or physical faculties by reason of the introduction of
alcohol into the body; or
b. Having an alcohol concentration equal to or greater than 0.04 grams of alcohol per 100
milliliters of blood; or
c. Having an alcohol concentration equal to or greater than 0.04 grams of alcohol per 210
liters of breath.
16.03 TRAINING
16.03 A EMPLOYEES
In an effort to promote this policy, managers will make their employees available for training
regarding substance abuse prevention. Employees will be required to attend training, read
and discuss the City of Allen's written Substance Abuse Policy or educational materials
regarding substance abuse. Employees shall be required to sign a statement that they have
read and understand the City of Allen's written policy on substance abuse. Employees and
their family members will receive periodic brochures and information about preventing
substance abuse in their family. This may include payroll stuffers, brochures mailed directly
to the employees' homes, and information about the prevention activities available in their
community.
16.03 B MANAGERS
Managers (mid-level and Department Heads) will receive training and information, which
will assist them in determining the presence of substance abuse, including, but not limited to:
1. Attendance at work;
2. Absences—leaving early from work, arriving late at their work site;
3. Completion of assigned work;
4. Use of sick leave;
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5. Punctuality in work and frequency of leaving work early or tendency to
"disappear" for periods during the day,
6. Excessive use of health claims;
7. Use of disability payments; and
8. Availability and willingness to perform work in an overtime status (if applicable).
16.04 C TESTING
To insure compliance with the rules of this Substance Abuse Policy, the City may require
that an employee or job applicant submit to a blood, urine and/or breathalyzer test to detect
the presence of illegal drugs or alcohol and as a condition of employment or continued
employment under the following circumstances:
1. Prior to employment with the City of Allen, all persons shall be required to
submit to a drug urine test as a part of the pre-screening process. An
unconditional job offer is extended when results are negative for the presence of
drugs at levels defined by Chapter 49 of the Texas Penal Code.
2. All employees who have sustained an injury or who are involved in an accident
while on duty, shall be required to submit to a drug and alcohol urine test in the
following situations:
a. When an employee sustains a job injury which reasonably may require
medical attention.
b. When an employee is involved in an accident in which safety regulations,
orders or protocol are violated or which results in damage to equipment or
property.
c. When an employee is involved in any vehicle accident.
Drug testing shall not be required if an employee sustains an injury due to the
intentional conduct or deliberate acts of another individual or the employee is
bitten or attacked by an animal.
3. All employees shall be required to submit to drug and alcohol testing via blood,
urine and/or breath alcohol tests if one of their supervisors has a reasonable
suspicion. This suspicion must be based on specific, observable facts that the
employee is in violation of the rules of this policy or any other disciplinary rule of
the City of Allen relating to drug or alcohol use. The Human Resources Director
or designee must approve any drug and alcohol test ordered under reasonable
suspicion. Reasonable suspicion may be based on, but is not limited to, the
following criteria:
a. Direct observation of drug or alcohol use or possession; or
b. Physical symptoms of being under the influence of a drug or alcohol such as
smell of alcohol, poor coordination or reflexes, significant confusion,
disorientation, glassy or blood shot eyes and slurred speech; or
c. A pattern of abnormal or erratic behavior, including on the job accidents; or
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d. Any arrest or conviction for a drug or alcohol related offense or the
identification of an employee as the focus of a criminal investigation into
illegal drug possession, use or trafficking; or
e. Information provided by reliable and credible sources or information which is
independently corroborated; or
f. Any evidence that an employee has tampered with a previous drug and/or
alcohol test.
4. All employees who have been promoted within their division or promoted to
another department shall be required to submit to the drug and alcohol testing part
of routine physical examinations as a condition of the promotion.
5. Random testing will be directed by the Human Resources Director or designee. If
random testing occurs, it will be done consistently and methodically without
preference and partiality based on a random selection method developed by the
Human Resources Department that insures impartiality. All appropriate
employees will be included in the random testing program. All drug testing will
be done in a manner that will minimize inconvenience to employees, while
maximizing its accuracy. Random sample selection (employees and dates for
test) will be done with a computer program for statistical random validity
monitored by the Human Resources Department.
6. All employees who are subject to United States Department of Transportation
rules regarding safety sensitive positions shall be subject to a breath test for
alcohol and urine test for the presence of illicit drugs at detectable limits
established by the Department of Transportation. Such employees may be subject
to the following types of tests pursuant to the Department of Transportation rules:
pre-employment tests, post -accident tests, random tests, and reasonable suspicion
tests, return to duty tests and follow-up tests.
Refusal to be tested in any of the aforementioned circumstances may result in non -selection
for an applicant or discipline up to and including termination.
The City of Allen reserves the option to substitute a blood or urine test with a breath alcohol
test performed by local law enforcement officials or appropriately trained medical personnel.
16.05 NOTIFICATION
Pursuant to the Drug -Free Workplace Act, the City of Allen requires employees to notify
his/her supervisor of any criminal State or Federal drug statute conviction for a violation
occurring in the workplace by the employee no later than five days after the conviction.
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16.06 OVER-THE-COUNTER/ PRESCRIPTION DRUGS
The City of Allen reserves the right at all times to determine the effect(s) that a prescribed
drug may have upon an employee's work performance and to restrict the employee's work
activity or presence at the work place accordingly. The City also reserves the right to have a
physician of its own choice determine if the medication at the prescribed dosage produces
hazardous effects, and may restrict the employee's work activity or whether such use is for a
non -therapeutic purpose.
It is the employee's responsibility to inform the Human Resources Department when he/she
is taking an over-the-counter or prescription medication the label of which cautions against
driving or operating heavy machinery or which produces adverse reaction that could affect
driving or operating heavy machinery. In this instance, employees will temporarily be
removed from driving or operation of heavy equipment status unless the prescribing
physician specifically permits driving. Failure to notify Human Resources may result in
discipline up to and including termination.
16.07 REHABILITATION
The City of Allen encourages employees and dependents to seek early voluntary treatment
for substance abuse problems through the City's Employee Assistance Program (EAP),
which provides counseling and referral services. However, those who are discovered by drug
testing, being intoxicated or having a detectable amount of alcohol in their system or being in
possession of controlled substances or alcoholic beverages while on duty, are subject to
discipline and will be held to the full intent of this substance abuse policy and the law, when
it exceeds this policy.
16.08 FOLLOW-UP
An employee who voluntarily entered a drug or alcohol rehabilitation program, including
EAP, approved by the City Manager, may be required to submit to additional drug tests at
any time for up to 60 months after successfully completing a drug or alcohol rehabilitation
program. If an employee who voluntarily entered an approved drug or alcohol rehabilitation
program subsequently tests positive for illicit drugs, he/she will be subject to immediate
discipline up to and including termination.
16.09 CONFIDENTIALITY
Laboratory reports or test results shall be maintained in the Human Resources Department in
a confidential medical file separate from the employee's official Personnel files. The reports
or test results may be disclosed to City management strictly on a need -to -know basis and to
the tested employee or applicant upon request. Disclosures, without patient consent, may
also occur when:
a. The information is compelled bylaw or by judicial or administrative process;
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b. The information has been placed at issue in a formal dispute between the
employer and employee;
c. The information is to be used in administering an employee benefit plan;
d. The information is needed by medical personnel for the diagnosis or treatment of
the patient who is unable to authorize disclosure.
16.10 REFUSAL
Refusal to submit to drug and alcohol testing when required by the City of Allen will result
in automatic termination of an employee from employment or rejection of a job applicant.
Under the provisions of this policy for purposes of investigations, all employees of the City
of Allen are required to sign the "Notice of Administrative Inquiry."
16.11 POSITIVE RESULTS
Termination of an employee or automatic rejection of a job applicant will also occur if the
employee or job applicant submits a urine, blood or breath sample which tests positive for the
presence of controlled substances. All breath samples with an alcohol concentration of 0.04%
or greater are grounds for termination. An alcohol concentration of 0.02% or greater, but less
than 0.04%, may be subject to disciplinary actions up to and including termination. For the
purposes of this policy, based on a breath sample showing a concentration of 0.02% or
higher, the City may also derive an employee's blood alcohol level back to their arrival
time at work. If an employee is subject to United States Department of Transportation rules
regarding safety sensitive positions, those rules will take precedence over the rules in this
policy pertaining to drug and alcohol testing and detectable limits. However, administrative
disciplinary actions, if necessary, will occur under the full extent of this Substance Abuse
Policy.
It shall be an affirmative defense under this policy that the employee or job applicant has a
valid prescription from a licensed medical practitioner for the positively tested, controlled
substance, or has ingested an over-the-counter medication administered in accordance with
the manufacturer's instructions. The controlled substance taken from a therapeutic purpose
prescription must be taken in the prescribed dosage by the employee or job applicant and
shall be prescribed for the employee or job applicant who tests positive. The burden of
proving such defense as provided herein shall rest on the employee orjob applicant.
All employees who are terminated for testing positive for illicit drugs or alcohol, tampering
with a urine or blood sample or refusing to take a drug test shall be ineligible for rehire with
the City of Allen, unless such rehire is required by law.
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CHAPTERSEVENTEEN
GRIEVANCE AND APPEAL PROCEDURE
17.01 GRIEVANCE PROCEDURE
17.01 A PURPOSE
It is the desire of the City of Allen that there exist a fair, equitable, and timely procedure for
employees to resolve any grievance that they may have without fear of retaliation or
harassment. It is also the desire of the City that this policy have the additional effect of
encouraging free and open communication between employees and their supervisors in order
to prevent circumstances that could cause grievances to occur.
17.01 B DEFINED
A grievance is defined as an employee's expressed feeling of dissatisfaction concerning
conditions of employment or treatment by supervisors or other employees including, but not
limited to, alleged discrimination based on race, color, religion, sex, age, national origin,
sexual orientation or disability status.
17.01 C GENERAL PROVISIONS
1. Grievances can only be initiated by the employee concerned, and not by another
person on the employee's behalf.
2. Repeated filings of a grievance that have been previously Wiled upon will not be
considered.
3. The employee initiating the grievance may ask for assistance from the Human
Resources Department.
4. Supervisors or Department Heads are encouraged to ask the Human Resources
Director about the proper interpretation of a City policy or procedure at any time.
5. Although this procedure is designed for individual employee usage, a group of
employees can combine their grievances if they have been filed on similar matters. In this
situation, a decision made on the combined grievances shall be binding on all similar
grievances and a copy of the final reply will be given to all complainants.
6. When the same issues that are being appealed or grieved are the subject of federal or
state litigation or a charge filed with the Equal Employment Opportunity Commission or
the Texas Commission on Human Rights, the investigator has the discretion to postpone
the hearing until the court or agency determines the issues.
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7. The ability to file a grievance ends if the employee terminates employment with the
city.
17.01 D ACTIONS ADDRESSED AS A GRIEVANCE
Actions addressed under the grievance procedure include, but are not limited to, the
following:
1. Adverse effect of a misinterpretation or misapplication of a written policy,
rule or regulation.
2. Unfair or discriminatory application of supervisory policies.
3. Alleged acts of coercion, reprisal, intimidation or retaliation.
4. Written disciplinary action not covered by the appeal procedure.
17.01 E TIME LIMITS
As it is in all parties' best interest to resolve the issue as rapidly as possible, all time limits
noted are considered mandatory. However, time limits may be expanded for legitimate
reasons by mutual agreement between the employee and management. This agreement must
be made in writing and a copy given to the Human Resources Director. No extension shall
last more than ten (10) days and there should be a maximum of one extension per step. Days
are considered to be working days; i.e. not weekends or holidays recognized by the City's
leave policy. Failure to comply with the time limits by the employee, except in cases due to
circumstances beyond the employee's control, shall result in termination of the grievance
proceedings. Upon such a termination, the previous decision rendered will be non -
appealable. If a supervisor does not comply with the time limits, the employee is entitled to
take their grievance to the next higher level of authority. A supervisor who does not comply
with the time limits is subject to disciplinary action, except in cases due to circumstances
beyond the supervisor's control.
All meetings shall take place during work hours with no corresponding loss of leave time for
the employee, assuming that the privilege is not abused. Preparing written reports on the
grievance is not permitted by the aggrieved employee during work hours.
17.01 F EXCLUDED FROM THIS PROCEDURE
The following actions are excluded from this procedure
1. Termination
2. Involuntary Demotion
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3. Suspension
4. Job Abandonment
5. Harassment (as prescribed by Section 11.04 C Administrative Procedures)
17.01 G PILING A GRIEVANCE
STEP 1 Supervisor Review
a. The employee must meet with his/her supervisor within 10 days of the action
causing grievance, or from the fust time that the employee could have become
knowledgeable about the action. If the supervisor is the cause of the grievance
the employee may meet with the next higher level of management.
b. The supervisor may resolve the issue as soon as possible or within 5 days.
C. If the grievance is not resolved after discussion with the employee's
supervisor, or the employee finds the supervisor's response to be
unacceptable, the employee has 5 days to advise the supervisor he wishes to
pursue the grievance under STEP 2.
STEP 2 Upper Management Review
a. The employee must present a written statement detailing the grievance, the
facts upon which it is based, an allegation of a specific wrongful act and harm
done, and a suggestion for resolution of the grievance to his/her Department
Head within 10 days of the action causing grievance, or from the first time
that the employee could have become knowledgeable about the action.
b. The Department Head, the employee's immediate supervisor, and other
appropriate intermediate department managers will meet with the aggrieved
employee within 10 days of the presentation of the written grievance.
C. Management renders a decision in writing to the employee within 10 days of
the meeting. A copy of the decision must be given to the Human Resources
Director.
d. If the grievance is not resolved in Step 2, the employee has 5 days to request
action under STEP 3.
A grievance against a member of a department other than the aggrieved employee's
will start the process at STEP 2.
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STEP 3 Appeals To The City Manager
The City Manager will receive written documentation of the grievance and of
the actions at each step that failed to resolve the issue. After review of the
documents, the City Manager shall issue a binding and non -appealable
decision.
17.01 H RECORD OF GRIEVANCE
All official records of an employee's grievance shall be maintained in the employee's
personnel file according to the City's record retention schedule.
17.011 REPRISAL FOR SUBMISSION OF A GRIEVANCE
Under no circumstances shall an employee be penalized, harassed or suffer
reprisal for using the grievance procedure.
b. If an employee feels that he/she bas been a victim of the above actions as a
result of filing a grievance or participating or assisting in the investigation of a
grievance, the employee may file a grievance of retaliation.
Any City employee found to have purposefully hindered or attempted to
hinder grievance proceedings or to have retaliated in any way against an
employee involved in grievance proceedings will face disciplinary action up
to and including termination.
17.01 J CONFIDENTIALITY
Any breach of confidentiality by any employee during a grievance procedure shall be
considered to be insubordination and shall be grounds for disciplinary action as
prescribed in Chapter 11.
17.02 APPEAL PROCEDURE
17.02 A DEFINED
An appeal is an employee's formal written appeal of any determination to:
Terminate (job abandonment excluded)
2. Involuntary Demote
3. Suspend
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17.02 B GENERAL PROVISIONS
1. With the exception of job abandonment, no employee can be terminated,
suspended, or demoted without the right of response and appeal to the City
Manager. This administrative process is the exclusive remedy to dispute the just
cause of the aforementioned actions. There is no right to appeal the final
administrative decision to any court based upon a claim of insufficient cause or
breech of contract.
2. Failure of an employee to fully utilize and exhaust the appeal process shall be
deemed a waiver of any response and appeal rights granted under this section. If
the right to a hearing is waived by the employee, the appeal may be dismissed or
a decision on a disciplinary action involving the employee may be made by the
employee's supervisor, Department Head, the City Manager, or designee.
3. Repeated filings of an appeal that have been previously denied will not be
considered.
4. All appeals must be made in writing, and all decisions rendered will be given in
writing to the employee.
17.02 C TIME LIMITS
The time limits specified herein regarding an employee's actions are mandatory and
jurisdictional. Failure to comply with the time limits by the employee shall result in
termination of the appeal proceedings except in cases due to circumstances beyond the
employee's control. An appeal not responded to within the prescribed time limit by a
supervisor or other appropriate representative at each step shall be considered a violation of
this section and justifies disciplinary action against the representative, except when the delay
was a result from circumstances beyond the representative's control. Time limits may be
extended or shortened if agreed to in writing by all parties. A delay by the City representative
will not void the appeal.
17.02 D INELIGIBLE EMPLOYEES
Probationary and temporary employees are ineligible to use the appeal procedure.
17.02 E FILING AN APPEAL
STEP 1 Appeal Filed With City Manager
All written appeals must be filed with the City Manager's Office within ten
(10) working days of notification of disciplinary action.
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STEP 2 Appeal Hearing
a. The City Manager will hear the appeal within 15 working days after the
appeal is filed.
b. The City Manager will establish such rules of evidence and procedure as are
appropriate for the circumstances of the appeal.
c. The decision will be rendered within 15 days of the appeal.
17.02 F PRIVATE HEARINGS
All appeals are private and are closed to the public. Only principals, legal counsel, the City
Manager, and staff designated by the City Manager shall be allowed to attend the hearing.
For purposes of the hearing, principals will be defined as appellant and his/her representative,
City of Allen management representative taking the appealable action and his/her
representative.
Witnesses may not be present except while presenting their testimony.
17.02 G RESPONSE
If the disciplinary action is dismissed, the employee will immediately be returned to his/her
state of employment that existed prior to the disciplinary action.
17.02 H RECORD OF APPEAL
All official records of an employee's appeal shall be maintained in the employee's personnel
file according to the City's record retention schedule.
17.021 REPRISAL FOR SUBMISSION OF AN APPEAL
a. Under no circumstances shall an employee be penalized, harassed or suffer
reprisal for using the appeal procedure.
b. If an employee feels that he/she has been a victim of the above actions as a
result of filing an appeal or participating or assisting in the investigation of an
appeal, the employee may file a grievance of retaliation.
C. Any City employee found to have purposefully hindered or attempted to
hinder appeal proceedings or to have retaliated in any way against an
employee involved in appeal proceedings will face disciplinary action up to
and including dismissal.
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17.01 J CONFIDENTIALITY
Any breach of confidentiality by any employee during an appeals procedure shall be
considered to be insubordination and shalt be grounds for disciplinary action as under
Chapter 11.
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CITY OF ALLEN
_ Employee Grievance Form
CITY OF ALLEN
The completion of this form indicates that you wish to pursue a grievance to the second level of the
appeal procedure, namely review by upper management. This step may only be taken after the initial
discussion with your supervisor (or with your supervisor's manager if your supervisor is involved in
your grievance). Upon completion, this form is to be submitted in person to the City of Allen Human
Resources Department.
Grievant's
Telephone:
Supervisor:
Date Grievance was discussed with Supervisor (Step One):
Employee's Statement — Please provide a comprehensive description of the facts surrounding the
work-related problem or condition of employment that you believe to be unfair, inequitable, or a
hindrance to your job performance. Please attach additional pages if necessary.
I certify that the information contained on this form is a true reflection of the events that led to the
grievance in question.
Signature
9M,
Date
CHAPTER EIGHTEEN
SAFETY
18.01 WORKERS' COMPENSATION
18.01 A INJURY ON THE JOB
An employee injured in the line of duty will be eligible for workers' compensation according
to established State law.
18.02 SUPPLEMENTAL SALARY PAYMENTS
18.02 A SUPPLEMENTAL SALARY PAYMENTS DEFINED
Supplemental salary payments are payments made to an eligible employee authorized to be
off duty as a result of an on-the-job injury in order to make up the difference between
workers' compensation payments and the employee's normal rate of pay. ht no case will the
total amount paid to an injured employee during the time absent from work, including any
combination of workers' compensation benefits and supplemental salary payments exceed the
full pay which the employee would have received for such period at his/her regular hours and
current rate of pay.
18.02 B ELIGIBILITY
Only regular, full-time employees who have been employed over one year are eligible for
supplemental salary. An employee cannot be eligible for Supplemental Salary Payments for a
re-injury or an additional injury until the employee has had continuous work service of six
(6) months since the end of the last period of Supplemental Salary Payments.
18.02 C DURATION
At the discretion of the Human Resources Director and/or the Department Head, payments
may continue for one year after the date the employee is first unable to work. Payments will
cease prior to one yew when it is certified by the employee's treating physician or an
independent physician that the employee is able to return to normal duty.
18.02 D USE OF VACATION, SICK LEAVE AND LEAVE WITHOUT PAY
If the employee is denied, refused, or exhausted supplementary salary payments while
receiving workers' compensation benefits, the employee is eligible to take vacation or sick
leave in the amount necessary to make up the difference between the workers' compensation
benefits and the employee's normal rate of pay. If the employee has exhausted vacation, sick
leave, and the supplementary salary payments while receiving workers' compensation
benefits, the employee may be granted leave without pay.
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18.02 E SUSPENSION OF PAYMENTS
Supplemental salary payments will be suspended or initially denied if an employee fails to
comply with City policy and directions. Specific grounds for suspension or denial are:
a. If the employee is awaiting a final injury chargeability decision;
b. If the employee fails to report an injury in compliance with City policy;
c. If the employee suffers an injury due to his/her own gross negligence or the
breaking of any rule, regulation, or law;
d. If the employee submits a claim that is denied by the City's workers
compensation carrier;
e. If the employee engages in any kind of part-time or volunteer work while
receiving supplemental salary;
I. If the employee fails to act in a manner consistent with being off work
convalescing;
g. If the employee fails to comply with the directions of his/her treating physician;
h. If the employee refuses to submit to an independent medical examination in
accordance with the Texas Workers' Compensation Statutes;
i. If the employee refuses to accept any modified or light duty work that is deemed
within the employee's capability in the opinion of the employee's treating
physician, and that is consistent with the employee's training and/or abilities;
j. If the employee refuses to return to active duty after being released by his/her
treating physician;
k. If the employee refuses to cooperate with the City in ascertaining facts and
information surrounding the cause, nature, and day-to-day status of the
employee's injury;
1. If the employee refuses to keep his/her mamediate supervisor informed each week
as to the status of the injury while on supplemental salary;
in. If the employee refuses a post -accident drug or alcohol test;
n. If the employee's Worker Compensation indemnity payments are stopped;
o. If the employee is terminated; or
p. If the employee chooses to go to a doctor that is not recommended by the City.
18.02 F PAYMENT SUSPENSION APPEAL
Denial or suspension of payments as a result of employee violation of City policy or
direction is not appealable or subject to a formal complaint.
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18.03 ALTERNATE DUTY
18.03 A PURPOSE
The City of Allen believes that it is both in the City's and employees' best interest for them
to return to work after an injury in some capacity consistent with their knowledge and skills
so long as their tasks do not hinder the employee's recovery. Alternate duty is defined as the
temporary appointment of an employee of one assignment to a different assignment as a
response to a work-related injury or temporary disability that prevents an employee from
performing the essential duties of their own jobs. Alternate duty does not include
assignments restricted by the physician within the employee's presentjob. Alternate duty also
does not include permanent accommodation arrangements which, if reasonable, will be made
to enable employees with disabilities to perform the essential functions of their jobs as
provided by the Americans with Disabilities Act (ADA) of 1990. As per the Pregnancy
Discrimination Act of 1978, pregnancy is also treated as a temporary disability and alternate
duty may be assigned if the pregnant employee is unable to fulfill her normal job functions.
18.03 B QUALIFICATIONS
1. There must be a need within the City (not necessarily in the employee's original
department) that the recovering employee could potentially fill.
2. Employees on workers' compensation have first priority for alternate duty
assignments over off duty injuries and pregnancy.
3. The employee must be qualified for and able to perform the essential functions of
the alternate duty position, with or without accommodation. No assignment may
be made to Alternate Duty without the approval of the applicable Department
Head(s) and the Risk Manager and without the employee providing the
Department Head and Risk Manager the following information
a. A written statement from the treating physician detailing restrictions on
the employee's activities;
b. The period of time which the employee will be subject to the restrictions;
c. The expected date that the employee may start an alternate duty
assignment, and the expected date that the employee may return to full
duty;
d. The date of the next scheduled appointment with the treating physician.
4. Employees who are not qualified for leave under the Family and Medical Leave
Act, or who have exhausted all such leave, may be assigned to alternate duty
pursuant to the other qualifications in this section.
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5. The employee may not participate in any secondary job activities, as prescribed in
Section 11.02, while on alternate duty. Participation in any secondary job activity
may be grounds for disciplinary action up to and including termination, as
determined by the Department Head and Human Resources Director.
6. Regardless of qualification, assignment to alternate duty remains at the discretion
of the City. This policy will not be construed or interpreted to mean any employee
has a right to an Alternate Duty assignment nor that the City is compelled to
assign an individual to Alternate Duty status.
18.03 C PROCEDURE
1. Employees may request alternate duty appointments or be appointed to alternate
duty without their consent pursuant to the qualifications as prescribed in Section
18.03 B.
2. All personnel, whether injured on or off the job, shall report to their supervisors
and to the Risk Manager every Monday morning while working alternate duty.
3. Workers' compensation claimants shall provide their Supervisor and the Risk
Manager copies of all medical documents concerning their injuries within 24
hours of each doctor visit.
4. Employees assigned to alternate duty will be paid at the same monthly rate as
their permanent position.
5. Work assignments and work schedules for those on alternate duty will be
determined by the assigned supervisor in accordance with the determined need for
service.
6. The employee is expected to cooperate and fully perform his/her assigned duties,
and continue to comply with any and all City directives. The employee is also
expected to inform his/her alternate duty supervisor, his/her full duty supervisor,
and the Risk Manager of all scheduled medical appointments. Failure to comply
may be considered insubordination and may result in termination of the alternate
duty assignment, and/or disciplinary action up to and including termination.
7. Refusal to return for alternate duty will be considered insubordination and may
result in termination of the alternate duty assignment, and/or disciplinary action
up to and including termination.
Kfn
8. No alternate duty assignment or combination of assignments will be made for a
period longer than ninety (90) days, unless an exception is granted by the Human
Resources Director. In no case will an alternate duty assignment last more than
one year from the date of injury.
9. The employee's work status will be reviewed by the Department Head and Risk
Manager every thirty (30) days while on alternate duty.
10. Alternate duty provisions for temporarily disabled employees will be re-evaluated
at the time it is determined by medical authority that a permanent disability exists.
18.03 D RETURN TO FULL DUTY
1. An employee released by his/her treating physician to return to the employee's
full duty position must provide both his/her Department Head and the Risk
Manager a copy of the written release.
2. If after returning to full duty the employee finds that he/she has not recovered to
the extent necessary to perform the tasks of the full duty position, he/she should
inform his/her supervisor and set up an appointment with the treating physician as
soon as possible. If necessary, the employee can request a written medical excuse
from duty. Copies of the excusal must be provided to the Department Head and
Risk Manager. The employee can request another alternate duty assignment if the
ninety (90) day limit has not been reached or if the limit has been extended under
the provisions of section 18.03 C Item (8) or may take any available paid or
unpaid leave. The employee must choose one or the other or be subject to
disciplinary action up to and including termination.
3. If it is determined by the treating physician that the employee will never be
capable of returning to full duty, the employee may apply for permanent
employment in his/her current alternate duty position or in another vacant City
position. In this case, the employee will be evaluated in the same manner and by
the same process as all applicants for the position. If no position is available, the
employee may be subject to termination.
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18.04 MOTOR VEHICLE RECORD CHECK AND DRIVING ELIGIBILITY
18.04 A PURPOSE
It is the City of Allen's policy that prospective employees applying for a job which entails
operation of a City vehicle or the use of personal vehicles within the course of their normal
job duties allow the City to perform a motor vehicle record check and also allow the City to
obtain their current three-year driving record. The driving records of current employees that
operate City vehicles or their personal vehicles in the course of their normal job duties will
also be checked on an annual basis. These requests are made as permitted by Sec. 411.135 of
the Texas Government Code. Records will be reviewed by the Human Resources Department
to ensure that employees who operate City vehicles can be expected to operate those vehicles
safely and responsibly, and uphold the City's image and its obligations to its citizenry.
18.04 B ADMINISTRATIVE PROCEDURES
Upon review of the applicant's driving record, the Human Resources Department will assign
a driver rating to the prospective employee. A satisfactory rating is necessary for
employment in a position that entails operation of a City vehicle. An unsatisfactory driving
rating will not necessarily preclude employment in other positions that do not require use of a
City vehicle or personal vehicle. If it is determined that an applicant has falsified any
information on the motor vehicle record check form or has altered their driving record in any
way, their application will be voided in its entirety. Persons hired who do not possess an
appropriate and valid Texas Driver's License must obtain one within 30 days after being
hired.
18.04 C CURRENT EMPLOYEES
Each year employees who currently operate City vehicles or use their personal vehicle within
the course of their normal job duties will be subject to an annual driving record check.
The Human Resources Department will annually obtain every employee's driving record
from the Texas Department of Public Safety, or the appropriate out-of-state agency if the
employee has lived in the state for fewer than three years. As with new hires, the employee's
record will be reviewed and given a rating that will determine whether or not the employee
will be allowed to operate City vehicles. Any employee involved in an accident while on City
business may immediately be subject to a driving record check. The following provisions
will apply:
1. An unsatisfactory rating under Section 18.04 D will prohibit an employee from
operating a City vehicle or their personal vehicle in the course of their work, but will
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not otherwise effect their employment with the City unless their primary job task is
the operation of a vehicle. In that case numerous possibilities will be considered, up
to and including termination. In the instance of an unsatisfactory rating, the
Department Head will meet with the employee to discuss the implications of the
rating.
2. Authorized personnel who have had their license suspended or revoked will
automatically be suspended from driving City or personal vehicles in the course of
their job duties.
3. Failure to inform the supervisor of a citation or license suspension (including
Commercial Driver's License) may result in disciplinary actions up to and including
termination.
18.04 D OPERATOR STANDARDS
The driving records of applicants and current employees in positions requiring the operation
of City vehicles or use of personal vehicles within the course and scope of their normal job
duties will be reviewed in terms of the following in order to determine driving eligibility.
They shall not be eligible if their total number of points accumulated over the three years
covered by the record check equals ten (10) or more.
License Suspension/revocation
10
Driving while intoxicated or under
10
the influence of narcotics
Any serious violation such as
10
reckless driving, endangerment,
racing, etc.
Any speeding violation
3
Any chargeable bodily injury
3
accident
Any chargeable property injury
3
accident
Any standard movin violation
2
Points are only recorded in the case of a conviction, guilty plea or any adjudication
other than guilty. If a defendant is found not guilty of a violation, no points will be
recorded.
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18.04 E REINSTATEMENT OF DRIVING ELIGIBILITY
The following provisions will apply:
1. If an employee's driving record improves enough over time (i.e., offenses pass
out of the three-year record), the employee will again be allowed to operate City
vehicles or will again be able to use personal vehicles within the course of their
normal job duties.
2. An employee can take a City approved defensive driving course once every three
(3) years in order to nullify a single three-point offense. The employee must
successfully graduate the course and provide evidence attesting to that fact to the
Human Resources Department and the employee's Department Head. The
employee must participate in the course on his/her own time and not during
his/her scheduled work hours.
3. The Human Resources Director, at the request of the Department Head, may
reinstate the employee's driving privileges if the Department Head so chooses
after reviewing the employee's work history, overall driving record, and safety
record, or make reinstatement conditional upon the outcome of any court case
stemming from the employee's violation. This decision will be made on a case-
by-case basis and driving privileges will not be reinstated simply because a
request is made by the employee or Department Head.
4. The previously listed provisions are the only means for the employee to have
his/her driving eligibility reinstated.
18.04 F EXCEPTIONS AND GRANDFATHER CLAUSE
Employees hired before the implementation of this policy who would become immediately
ineligible to operate City vehicles under it may be grandfathered if they did not become
ineligible due to a serious (10 point) violation. If an employee did commit a serious violation,
the following procedures will be followed:
1. The employee may immediately be removed from their position if its primary
functions involve operation of City vehicles and be reassigned to a non -driving
position, if feasible. Reassignments must be reviewed and approved by the City
Manager.
2. Decisions on reassignment will be handled on a case-by-case basis and involve
review of the employee's work history, overall driving record, and safety record.
3. A reassigned employee will receive payment based on the classification of their
new position immediately after the reassignment.
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4. If the employee cannot be reassigned, he/she will be separated from employment
within thirty (30) days from when the employee was determined to be ineligible
for his/her position.
If the employee continues with the City in any position, driving checks on the employee will
continue normally as described in this policy. Grandfathered employees will be considered as
starting with a clean record immediately upon their grandfathering.
18.04 G VEHICLE USAGE
Employee vehicle usage is governed by the City's Vehicle Use Policy (Administrative
Directive #27). Revocation and return of driving eligibility due to violation of a section of the
Vehicle Use Policy will be handled at the appropriate Department Head's discretion on a
case-by-case basis.
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CHAPTER NINTEEN
DEPARTMENTAL WORK RULES
19.01 DEPARTMENTAL WORK RULES
19.01 A AUTHORITY TO PROMULGATE RULES
Departments shall have the authority to develop and administer departmental work rules.
19.01 B CONFLICT
No departmental work Wile shall conflict with policies or procedures established by the City
Council.
19.01 C CONFLICT RESOLUTION
Where a question of conflict arises, the City Manager will make the final interpretation. The
decision of the City Manager is not subject to appeal.
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CHAPTER TWENTY
WORKPLACE VIOLENCE
20.01 PURPOSE
The City of Allen is committed to ensuring a safe working environment for all employees.
Both management and employees have a responsibility to assist in establishing and
maintaining a violence -free work environment. Therefore, each employee will report all acts
of violence or behavior, which could potentially lead to violence.
20.02 POLICY
Threats, threatening conduct, or any other acts of aggression or violence in the workplace
will not be tolerated. Any employee determined to have committed such acts will be subject
to disciplinary action, up to and including termination. Non -employees engaged in violent
acts on the employer's premises will be reported to the proper authorities and fully
prosecuted.
Possession of weapons (not assigned as a tool of a job assignment) on any City premises,
including parking facilities and City sponsored events constitute a threat of violence. The
threat of violence may include, but is not limited to, any indication of intent to harm a person
or damage City property. Threats may be direct or indirect and they may be verbal or
nonverbal.
The City does not tolerate any type of workplace violence committed by or against
employees. Employees are prohibited from making threats or engaging in violent activities.
The following list of behaviors, while not inclusive, provides examples of conduct that is
prohibited:
• Causing physical injury to another person;
• Making threatening remarks;
• Aggressive or hostile behavior that creates a reasonable fear of injury to another
person or subjects another individual to emotional distress;
• Intentionally damaging City property or property of another employee;
• Possession of a weapon while on City property or while on City business;
• Committing acts motivated by, or related to, sexual harassment or domestic
violence in the workplace.
• Resentment or animosity toward a person based on race, color, religion, sex, age,
national origin, sexual orientation or disability status.
The City of Allen will maintain a zero tolerance policy for acts of violence and threats of
violence. Such incidents will lead to disciplinary action up to and including termination.
While we do not expect employees to be skilled at identifying potentially dangerous persons,
employees are expected to exercise good judgment and to inform the Human Resources
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Department if any employee exhibits behavior that could be a sign of potentially dangerous
situations. Such behavior includes:
• Discussing weapons or bringing them to the workplace;
• Displaying overt signs of extreme stress, resentment, hostility, or anger;
• Making threatening remarks;
• Sudden or significant deterioration of performance;
• Displaying irrational or inappropriate behavior.
Any potentially dangerous situation must be reported immediately to a supervisor or the
Human Resources Department. Employees are to call 911 and Human Resources for
imminent dangerous situations. Reports can be made anonymously and all reported incidents
will be investigated. Reports or incidents warranting confidentiality will be handled
appropriately and information will be disclosed to others only on a need -to -know basis. The
City will actively intervene at any indication of a possibly hostile or violent situation.
Employees who make false reports may be subject to discipline up to and including
termination.
Employees who confront or encounter an armed or dangerous person should not attempt to
challenge or disarm the individual. Employees should remain calm, make constant eye
contact and talk to the individual. If a supervisor can be safely notified of the need for
assistance without endangering the safety of the employee or others, such notice should be
given. Otherwise, cooperate and follow the instructions given.
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