A BRIEF HISTORY OF SACRAMENTO

City of Sacramento Employee Handbook INTRODUCTION The purpose of this handbook is to describe the City of Sacramento’s employment philosophy and policies as well as employee working conditions and benefits. This handbook is not intended to be an employment contract between the City and its employees and does not create property or other rights in employment. Such rights are governed by the various labor agreements, the rules of the Civil Service Board and/or the City’s personnel resolutions. In this handbook you will find answers to questions about what the City expects of you and what you may expect from the City. Please read it carefully. The City encourages you to speak with your supervisor if you have additional questions. Robert P. Thomas City Manager TABLE OF CONTENTS A BRIEF HISTORY OF SACRAMENTO EMPLOYMENT CATEGORIES Probationary Period Trial Period Transfers Promotions GENERAL INFORMATION Working hours Attendance and Punctuality Rest Periods Lunch Periods Help Desk (Problems and Service) Intranet Access Jury Duty Supplementary Employment Conflict of Interest Grievances Discipline Residency Requirement Garnishment Policy Paydays Pay Increases Overtime Night Shift Premium or Standby Pay Payroll Deductions EMPLOYEE BENEFITS Insurance Plans Deferred Compensation Plan Retirement Plans Social Security and Medicare Flexible Spending Accounts Vacation Holidays Sick Leave Leave of Absence Parental Leave Family Care Leave Military Leave Transportation Workers’ Compensation Revised 8/05 OD/Evelia 1 2 2 2 2 2 3 3 3 3 3 3 3 4 4 4 4 4 4 5 5 5 5 5 5 7 7 7 8 8 9 9 9 10 10 10 11 11 11 11 TABLE OF CONTENTS POLICIES Discrimination and Harassment Drug-Free Workplace Policy Smoke-Free Workplace Policy Sexual Harassment Disability Discrimination Americans with Disabilities Act Domestic Violence EMPLOYMENT DEVELOPMENT City University Career Development Resource Lending Library Employee Educational Assistance (EAP) Employee Assistance Program Wellness Program CITY VEHICLES Mileage Allowance Driver License SAFETY On-the-job-Injuries Vehicle Accidents Accidents to Visitors on City Property Identification Badge RECOGNIZED EMPLOYEE ORGANIZATIONS Bargaining Unit Representatives 12 12 12 13 13 14 15 16 17 17 17 17 18 18 18 20 20 20 21 21 21 22 22 23 23 A BRIEF HISTORY OF SACRAMENTO The City of Sacramento was founded in 1849 and incorporated as a City in 1850, following a century of dramatic change. Until Mexico gained its independence from Spain in 1821 and asserted dominion over Alta California, the Sacramento Valley was unknown territory to all but the Miwok and other native populations, and a few European and American explorers. In the 1830’s and 1840’s, however, the Mexican governors of California extended their influence by granting large chunks of land in the interior of California to their supporters. One who benefited from such opportunities was John (or Johann) Sutter, who received 48,400 acres of land from Governor Alvarado in 1844 and built a fort and thriving ranch near the confluence of the America and Sacramento rivers – the site of modern-day Sacramento. At first, Sutter’s settlement was mainly known as a stopping point for the travelers who traveled out to California from the East. But, after the discovery of gold at Sutter’s sawmill in January 1848, waves of gold seekers invaded the area, creating a tent city along the Sacramento River. In 1849, 2000 people lived in the settlement. That number had swollen to 9,000 at the time of Sacramento’s incorporation a year later. And Sacramento continued to grow quickly, as it evolved into a major transportation railroad. Its establishment as the State Capitol in 1854 ensured Sacramento’s future as one of the West’s most important cities. Today, Sacramento has grown into the eighth-largest city in California (by population) with over 400,000 residents. Sacramento attracted people from the entire world in the 1800’s and still does today, creating a culturally diverse community. State, local and Federal governments are its biggest employers; trade and industry flourish, as do financial, real estate and other types of services. 1 EMPLOYMENT CATEGORIES There are three basic categories of employment in the City: Career Positions: Most jobs in the city fall into this category. Applicants take a civil service examination and are appointed as vacancies occur. After successfully completing the probationary period, employees gain permanent status. Non-Career Positions: Non-Career employees typically work for a limited time to cover a seasonal need or to fill in behind career employees. Exempt Positions: About 6% of the City positions are exempt from normal Civil Service hiring procedures. All management positions are exempt. Most exempt employees are appointed by the City Manager, while the City Attorney, City Clerk, City Treasurer, Mayor and Council appoint a few. These employees serve at the pleasure of the official who appointed them. PROBATIONARY PERIOD Career employees serve a probationary period after they are hired. If completed successfully, they gain permanent status. This probationary period is usually six months, although some jobs require twelve or eighteen months. TRIAL PERIOD Non-career employees appointed to positions in career classifications have a trial period of 30 calendar days or 168 hours of work, whichever is greater, after they are hired. TRANSFERS You may transfer from one classification to another, under conditions specified by the Civil Service Board Rules. The basic requirements for such a transfer are: a) b) For transfer to a higher classification, the maximum salaries of the two classifications must be within 5% of each other. You must meet any standards of qualification in the new classification. The approval of both department heads is required. If you want to transfer from one department to the other while remaining in the same classification, only the approval of the appropriate supervisors is required. PROMOTIONS Some promotions in the City are gained through examinations open only to City employees. Requirements vary and the exams are generally given every one to two years. In jobs that have an entry level and one or more journey levels (for example, Typist Clerk I and II), it is possible to earn a promotion without a formal examination after having successfully completed specified amounts of time in the lower classification. This is called a “Flexed” transaction. If you have questions or need more information, be sure to ask your supervisor. 2 GENERAL INFORMATION Working conditions and standards of behavior are similar or the same for most City employees. For example, all employees are expected to be on time for their shift, work efficiently, show courtesy to their fellow workers and clients, and follow City regulations. However, specific schedules, procedures and regulations may vary from group to group, depending on the employment classification and the demands of each job. If your classification is represented by a recognized employee organization (see list of recognized employee organizations on page 24 and 25), there is probably a formal labor agreement between your organizational and the City, outlining specific working conditions for you and fellow employees. If so, please ask your supervisor for details. Whatever your employment category, ask your supervisor about working conditions and procedures for your particular classification and division. WORKING HOURS The City workweek begins at 12:01 a.m. on each Saturday and ends at 12:00 midnight the following Friday. Most employees work five 8-hour days, Monday through Friday, for a total of 40 hours weekly. However, hours and days of work vary, depending on the job, its requirements and functions. The labor agreement and City policy define work schedules other than the fiveday workweek. ATTENDANCE AND PUNCTULITY All employees are expected to be at work on time and to remain there during their scheduled work hours, except when excused by their supervisor. REST PERIODS Most full-time employees are permitted two paid 15-minute rest periods per 8-hour shift. LUNCH PERIODS Most full-time employees have an unpaid lunch break of one half hour to one hour, as determined by each department. Some employees are required to remain on duty and are not scheduled for an unpaid lunch. HELP DESK (PROBLEMS and SERVICE) For reporting and getting resolution to computer/telephone/network problems (i.e., something doesn’t work), please call 7111. To request service (i.e., need software upgrade), please place your request via GroupWise email to: SAC. INTRANET ACCESS To get to the City’s intranet network use the following steps: 3 1) Go to Internet Explorer, 2) Go to the Address Browser bar, 3) Type in citynet, 4) Press Enter This will take you to the City of Sacramento Employee Intranet. JURY DUTY If you must miss work to serve on a jury, or to report for jury service, you will be paid for the hours you are absent from work. SUPPLEMENTARY EMPLOYMENT Most City employees only have one job. However, you may do other work after hours, under conditions spelled out by the Civil Service Board. The basic requirements are that the outside job may not conflict with the City job and that your supervisor must approve your supplementary employment. CONFLICT OF INTEREST City employees are generally prohibited from entering into contracts in which they have a financial interest and the City is a party. In addition, some City employees must regularly report on their investments, real property and/or sources of income, which may be related to their job responsibilities. If you have a question on the conflict of interest rules, contact your department’s Conflict of Interest Filing Official or the City Clerk’s Office. GRIEVANCES Recognized employee organizations have specific grievance procedures included in their labor agreements to resolve complaints about the interpretation, application or enforcement of labor agreement terms. DISCIPLINE Career civil service employees with permanent status may be disciplined if there is just cause. Disciplinary action may include written reprimand, suspension without pay, demotion, withholding of an in-grade salary increase, in-grade salary reduction, and/or termination. Most employees have the right to appeal disciplinary actions to the Civil Service Board. Generally, employees who are disciplined are given written notice of the action and are advised of their appeal rights, if any. RESIDENCY REQUIREMENT Employees are not required to live within the boundaries of the City of Sacramento. However, employees who work in jobs that provide emergency services must reside within thirty-five (35) air miles of the “W & X, 29th & 30th Streets” freeway interchange. If you are uncertain as to whether the “35 mile residency requirement” applies to you, ask your supervisor for more information. 4 GARNISHMENT POLICY Employees who have their wages garnished for more than one indebtedness (except for earnings assignment orders under Family Code Sections 5200 et seq.) may be subject to discipline up to and including termination. If you experience continuing problems paying your debts, seek assistance from the Employee Assistance Program or other sources, before your employment is affected. PAYDAYS The City pays all employees every two weeks, on Tuesdays. There are 26 pay periods in the year. If a Tuesday payday falls on a holiday, the paychecks are issued on the prior workday. PAY INCREASES Salary adjustments for most employees are spelled out in the labor agreements between the City and recognized employee organizations. Most classifications have ten pay steps of 5% each. After a successful first 26 weeks of service, a new employee is advanced one step. Fifty-two weeks (one year) after that, the successful employee advances one more step, and continues at the rate of the one step per year until reaching the top pay level for the classification. OVERTIME In general, you are considered to have worked overtime if you work more than eight hours in a day or 40 hours in a week. For most employees, overtime is paid in cash at one and one half times their regular hourly rate; some employees, however, may receive compensatory time off. Management employees do not receive overtime pay. Employees on special work schedules such as uniformed fire employees, receive overtime pay based on their defined work schedules. The City pays covered employees for overtime work at rates that equal or exceed those specified by the Fair Labor Standards Act. NIGHT SHIFT PREMIUM OR STANDBY PAY Some employees receive an additional 5% of their regular pay when they work between 6:00 p.m. and 6:00 a.m.; if you work between those hours for at least five-eighths of your regular shift, you will generally be paid the additional 5% for all shift hours. Some employees are entitled to additional pay for standby assignments and are required to be available for immediate callback. PAYROLL DEDUCTIONS The payroll stub attached to a City paycheck (your Statement of Earnings) provides current information about: a) b) c) Your bi-weekly gross pay, your take-home pay, and a running total of your yearly gross pay; The total hours you worked during the pay period, as well as your accumulated hours for compensatory time off (CTO), vacation, sick leave and holiday credit; The type of hours you worked and the corresponding gross pay for each type; 5 d) e) f) g) The money that is being withheld from your gross pay for Federal and State taxes, as well as a running total of your tax withholding for the year; Any additional tax you may have requested be deducted and your marital status and dependants claimed for income tax purposes; Your current Social Security and Medicare deduction as well as a yearly total; Your current retirement system contribution and yearly total, plus any miscellaneous deductions and charitable contributions you may have approved. If you have any questions about your pay or related issues, ask your supervisor or contact the Administrative Services Department, Accounting Division. 6 EMPLOYEE BENEFITS INSURANCE PLANS Career Employees: The City provides a cafeteria benefit plan under the provisions of Internal Revenue Code Section 125 for career employees. In addition to a City provided basic life insurance policy, career and exempt full-time and part-time employees receive a fringe benefit contribution from the City. The amount of the contribution is determined by applicable labor agreement between the City and recognized employee organizations or the Unrepresented Personnel Resolution. Employees may select City-sponsored medical, dental, supplemental life insurance, approved union-sponsored medical, dental, supplemental life insurance, approved union-sponsored insurance plans, and the City’s Flexible Spending Dependant Care and Medical programs. Premiums for these benefits are deducted from the fringe contribution, and salary if necessary, on a pre-tax basis. Any unused fringe contribution will be paid as taxable income to the employee. Non-Career Employees: The City pays a monthly fringe benefit contribution for non-Career employees who work 1,040 or more hours in a 12-month period. The contribution amount is determined by labor agreement between the City and recognized employee organizations or the Unrepresented Personnel Resolution. It may be applied only toward the premiums of Citysponsored medical and dental plans. Employees may participate in the City Flexible Spending Program to pay dependent care and medical out-of-pocket cost with tax free dollars. Changing Plans: You and your eligible dependants were enrolled into insurance plans by Human Resources when you were hired. You may make insurance plan enrollment changes within 30 days of certain life events, such as marriage, birth, change in employment status, child attains maximum age. Otherwise, an open enrollment period is held every year during which time you may be allowed to add dependents, cancel, change, and/or add insurance plans according to policy. DEFERRED COMPENSATION PLAN The City offers a plan by which career employees may shelter their current earnings from federal and state taxes until a later date. You may choose to defer and invest up to a maximum set by law, thereby postponing payment of taxes on the deferred amount. This reduces current tax burdens and provides money for retirement. Of course, sooner or later, taxes must be paid on the money, but at retirement you may be in a lower tax bracket and may pay less tax on the deferred amount. The City also offers a 401(a) money purchase plan to full-time and part-time exempt management employees. The City will contribute 4% of salary to the 401(a) if the employee contributes a mandatory 5% of salary. Employees may additionally contribute up to 10% of after-tax salary to the 401(a) plan. 7 RETIREMENT PLANS The City has two retirement systems. Your date of hire, prior City service (if any) and benefit category will determine which plan is provided for you. Sacramento City Employees’ Retirement System (SCERS): Miscellaneous career employees hired before January 29, 1977, or who have had City service before this date, are SCERS members. SCERS contribution rates for miscellaneous members are determined by the individual’s age when entering the system. Minimum retirement qualifications and maximum benefits are specified in the plan. Certain plans are coordinated with Social Security coverage; under such plans, retirement allowances are reduced when members become eligible for old-age Social Security benefits. The City will contribute an additional $75.00 per month to the employee’s fringe benefit contribution for SCERS members. Public Employees’ Retirement System (PERS): Career employees (and non-career Employees who qualify for PERS membership) who were hired after January 28, 1977 and who have no City service before that date, are PERS members. The City contracts with the State of California to provide this coverage. The PERS contribution rate for miscellaneous members is 7% of annual gross pay; it is 9% for safety members. Minimum retirement qualifications and maximum benefits are specified by plan coverage. Certain PERS plans are coordinated with Social Security coverage; under such plans, the PERS formula reduces the retirement allowance. The City pays the 9% employee contribution for represented safety members. After completion of 60 months of continuous employment, the City will pay 3% of the miscellaneous members’ contribution and the employee will contribute 4%. Retirement contributions are deducted from the fringe contribution and salary if necessary as a tax deduction. Refer to your paycheck stub for details. SOCIAL SECURITY AND MEDICARE Miscellaneous employees who are covered by coordinated SCERS or PERS plans contribute to Social Security and Medicare. Miscellaneous employees hired between March 31, 1986, and June 30, 1990, who are not a member of SCERS or PERS, are required to contribute to Medicare. Miscellaneous employees hired after June 30, 1990, who are not a member of SCERS or PERS, are required to contribute to Social Security and Medicare. Safety employees hired after March 31, 1986, are required to contribute to Medicare. Federal law establishes the Social Security and Medicare withholding rates. Social Security and Medicare contributions are taken out of the bi-weekly paychecks; see your paycheck stub for details. 8 FLEXIBLE SPENDING ACCOUNTS The City provides flexible spending accounts which allow benefit-qualified employees to pay for certain Internal Revenue Service approved medical and dependent care expenses with pre-tax earnings. These expenses include the employee’s out-of-pocket cost for City-sponsored group medical and dental insurance plans premiums, unreimbursed health care expenses, and unreimbursed dependent care expenses. VACATION Career employees, and non-career employees who work for the City for 1,040 or more hours per year, accrue (that is, build up) paid vacation time. Part-time career and non-career employees accrue vacation time on a pro-rata basis. Each January 1, you are credited with the number of vacation hours that you accrued during the previous year (probationary employees are credited with, vacation hours after they have worked for the City for at least six months). The number of vacation days allowed depends on length of service: Length of Service 1 to 5 years 6 to 15 years 16 or more years Days Credited per Year 10 days 15 days 20 days Maximum Accrual* 20 days 30 days 40 days * Maximum accrual means the total number of vacation hours you may save up before you must use them or lose them. Your paycheck stub will reflect the current number of vacation hours you have available to use. Probationary employee’s have the vacation accrued in the previous year available to them only after they have completed 6 months of service. Check with your supervisor about how to schedule your vacation time off within your department. Employees earning 20 vacation days per year have the option of selling one week of vacation back to the City every year (that is, exchanging one week’s worth of vacation time for one week’s regular pay). HOLIDAYS All employees receive the paid holidays as listed, although some employees with special schedules may work on the actual days and receive pay or holiday time off instead. In addition, after completion of 60 months of service, new full-time career employees build up the equivalent of two floating holidays a year, at the rate of 37 minutes per pay period. After completion of 60 months of service, part-time and non-career employees who work for the City more than 1,040 hours per year also build up floating holiday hours at a rate that corresponds to the percentage of full-time hours they work. You may carry over a maximum of eight hours of floating holiday credit from the past calendar year; any hours in excess of that will be paid to you in January each year. Your paycheck stub will reflect the number of floating holiday hours you have available to use. 9 Holiday New Year’s Day Martin Luther King, Jr., Day Presidents’ Birthday Cesar Chavez Day Memorial Day Independence Day Labor Day Veterans’ Day Thanksgiving Day Day after Thanksgiving Christmas Eve (4 hours) Christmas Day New Year’s Eve (4 hours) SICK LEAVE Date January 1 Third Monday in January Third Monday in February Last Monday in March Last Monday in May July 4 First Monday in September November 11 Fourth Thursday in November Friday after Thanksgiving Day December 24 December 25 December 31 Full time career employees build up sick leave credit equivalent to one day per month (12 days a year). Benefit qualified employees working more than 1,040 hours per year earn sick leave on a pro-rata basis, according to a formula, which considers hours worked. Employees who work less than 1,040 hours per year do not earn sick leave credit. There is no limit as to how many sick leave hours may be accumulated. Your paycheck stub will reflect how many sick leave hours you have earned. Employees who build up 60 or more days of sick leave as of January 1 of any year may sell back to the City 25% of any unused sick leave they may have earned in the prior calendar year. If you leave City service because of retirement, death or resignation after completing two years of service, you or your beneficiaries will receive pay for one-third of any unused sick leave hours. LEAVE OF ABSENCE Unpaid leaves of absence may be granted for causes such as illness not covered by sick leave, pregnancy, educational needs, and personal reasons. For short leaves, you have the right to return immediately to your former classification after having completed your leave; if you have taken a longer leave of absence, however, you may be placed on a reinstatement list until a vacancy occurs. PARENTAL LEAVE Except as otherwise provided in the applicable labor agreement, employees who have over 3 years of service may be eligible for paid parental leave. The purpose of parental leave is to provide time to care for a newborn or newly adopted child, facilitate parental bonding and family adjustment, and provide time to locate suitable long-term childcare arrangements. The City may provide the equivalent of four (4) weeks of pay during parental leave. Parental leave can be up to six (6) months with return rights to the same department classification. 10 FAMILY CARE LEAVE Employees who have completed one year of City service are eligible for family care leave not exceeding 696 hours in a one-year period. The purpose of family care leave is to provide care for the employee’s newborn or newly adopted child, or provide care for the employee, employee’s child, spouse, domestic partner, or parent who has a serious health condition. MILITARY LEAVE Career employees who enter military service are entitled to a leave of absence. The Civil Service Board Rules outline the terms, conditions and duration of military leave. Employees who have been employed with the City for at least one year immediately prior to their leave of absence for military service (including reserve duty), are qualified to receive their full salary for the first 30 calendar days of military service, and continue to accrue seniority, sick leave, vacation and longevity service benefits. TRANSPORTATION Non-exempt City employees working in the downtown area receive a $45 monthly transportation allowance. There are two types of transportation, with discounts, available to City employees. They are: Regional Transit Bus/Light Rail System(s) and monthly parking permit. If you would like to procure a monthly RT bus or light rail pass contact the Revenue Division at 808-8500 for further details. If you would like to secure a monthly parking permit contact Parking facility at 808-5110. WORKERS’ COMPENSATION The City of Sacramento provides workers’ compensation benefits to all employees. The City of Sacramento is self-insured and administers this program through the Administrative Services Department, Risk Management Division. Workers’ compensation covers any injury or illness that is caused by your job, ranging from simple first-aid cases to major injuries or death. If you are injured on the job, immediately notify your supervisor. He or she will notify the Worker’s Compensation Unit and, in most cases, your benefits will begin immediately. There are five types of benefits provided under workers’ compensation laws: A) Medical treatment; B) Temporary disability benefits; C) Permanent disability benefits; D) Vocational rehabilitation; E) Death benefits. 11 POLICIES DISCRIMINATION AND HARASSMENT It is the policy of the City of Sacramento to afford equal employment opportunity to all persons and to prohibit discrimination or harassment based on race, color, religion, sex, age, national origin, ancestry, physical or mental disability, sexual orientation, medical condition, or marital status unrelated to job requirements. Our commitment to equal opportunity extends to all job applicants and employees, and to all aspects of employment, including but not limited to recruitment, hiring, training, assignment, promotion, compensation, transfer, layoff, reinstatement, benefits, education, and discipline, as well as providing reasonable accommodation to qualified persons with disabilities and in the provision of all City programs and services. The City Manager is determined to see that the City reflects the highest standards in all areas of its responsibility. Disciplinary action up to and including termination will be instituted for behavior proscribed by this policy. Any retaliation against a person for filing a discrimination charge or making a discrimination/harassment complaint is prohibited. All complaints of discrimination or harassment will be promptly and objectively investigated. The Equal Employment Opportunity (EEO) Manager is the City Manager’s designees to direct, coordinate, and supervise activities associated with the policy. Policy Implementation Each department head is responsible for ensuring that the work environment is free of illegal discrimination and harassment by: 1) having managers and supervisors inform all employees under their supervision of this policy; 2) ensure that copies of the policy are posted in conspicuous locations; and, 3) require managers and supervisors to report instances of discrimination or harassment to their immediate supervisor, department head, or the Equal Employment Opportunity (EEO) Manager. Complaint Resolution Procedure The Equal Employment Opportunity (EEO) Manager will investigate and attempt resolution of discrimination or harassment complaints in accordance with the City’s Internal Discrimination Complaint Resolution Guide. Individuals are encouraged to immediately report any act of discrimination or harassment to their immediate supervisor or department head, or to the EEO Manager (808-5825) to facilitate quick and fair resolution. DRUG-FREE WORKPLACE POLICY In accordance with the federal grant requirements established by the Drug-Free Workplace Act of 1988, the City of Sacramento has a drug-free workplace policy: 1) Unless legally authorized to do so, employees are prohibited from manufacturing, distributing, dispensing, using, consuming, injecting, possessing, being under the influence of, selling or offering for sale, in the workplace or while on duty, any 12 controlled substance as the latter is defined in the California Health and Safety Code. 2) An employee shall notify his/her immediate supervisor of any criminal drug statute conviction he/she received for a violation occurring in the workplace or while on duty no later than five (5) calendar days after such conviction. The City will notify the federal agency in writing within ten (10) calendar days after receiving notice of conviction from the employee. The City will also take, at its discretion, one or both of the following actions within thirty (30) calendar days of receiving notice of conviction from the employee: a. Take appropriate personnel action against the employee, up to and including termination; or b. Require the employee to participate satisfactorily in a drug abuse assistance or rehabilitation program. 3) A violation of this policy will subject an employee to disciplinary action, up to and including termination. The City is committed to providing a safe workplace for its employees. An essential part of this commitment is keeping the work environment free from illegal drugs. The Employee Assistance Program was established in recognition that substance abuse can be effectively treated and abusers rehabilitated. With your cooperation the City can maintain a drug-free workplace. SMOKE-FREE WORKPLACE POLICY The City is dedicated to providing a healthy, comfortable and productive work environment for its employees. This goal can be achieved only through on-going efforts to protect nonsmokers and to help employees adjust to restrictions on smoking. Under the City’s Smoke-free Workplace Policy, smoking is prohibited within City-owned or leased buildings including, but not limited to: offices, private offices, hallways, waiting rooms, restrooms, lunch rooms, elevators, meeting rooms and all community areas. The City also prefers that there be no smoking in City vehicles. Unless departmental policy mandates no smoking, when two or more people are traveling in a City vehicle, the choice of one person that there be no smoking shall prevail. This policy applies to all employees, clients, contractors and visitors. If you have any questions about any of the information in this section, ask your supervisor. SEXUAL HARASSMENT It is the policy of the City of Sacramento that all employees should enjoy a working environment free from all forms of discrimination, including sexual harassment. No employee, either male or female, should be subjected to unsolicited, unwelcome, and unwanted sexual overtures or conduct either verbal, visual, or physical, which is of a sexual nature. 13 Sexual harassment lowers morale and is damaging to the work environment; it is also illegal. Therefore, the City of Sacramento will treat sexual harassment like any other form of employee misconduct. – It will not be tolerated. Unwelcome sexual advances, request for sexual favors, and other verbal, visual or physical conduct of a sexual nature constitutes sexual harassment when: • • • Submission to such conduct is made either explicitly or implicitly as a term or condition of an individual’s employment. Submission to rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, offensive working environment. The City of Sacramento will enforce disciplinary action against any person who threatens or insinuates, either explicitly or implicitly, that an employee’s refusal to submit to sexual advance will adversely affect the employee’s employment, evaluation, wages, advancement, assigned duties, shifts, or any condition of employment or career development. This discipline can include termination. Policy Implementation Each department head is responsible for ensuring that the work environment is free of sexual harassment by: 1) having managers and supervisors inform all employees under their direction of the City policy and complaint resolution procedure; 2) requiring managers and supervisors to report instances of sexual harassment to their immediate supervisor, department head, or the EEO Manager and, 3) posting this policy in conspicuous locations within the workplace. Complaint Resolution Procedure The Equal Employment Opportunity (EEO) Manager (or designate) will investigate or attempt resolution of sexual harassment complaints in accordance with the City’s Discrimination Complaint Resolution Guide. Employees subjected to acts of sexual harassment should consider requesting the persons involved to cease from such harassment and shall immediately report such conduct to the EEO Manager at 808-5825 or the appropriate supervisor or manager in the department. DISABILITY DISCRIMINATION Discrimination on the basis of disability against any individual, applicant or an employee who is a qualified individual with a disability, by a supervisor, management employee or coworker is not condoned and will not be tolerated. This policy applies to the job application process and all terms and conditions of employment including, but not limited to: recruitment, hiring, training, assignment, promotion, compensation, transfer, layoff reinstatement, benefits, education, discipline and also in the provision of City programs and services. All complaints of discrimination on the basis of disability will be promptly and objectively investigated. Disciplinary action up to and including termination will be instituted for behavior 14 prohibited by this policy. Any retaliation against a person filing a discrimination charge or making a discrimination complaint is prohibited. Discrimination on the basis of disability means: • • • • • • • To limit, segregate, or classify a job applicant or employee in a way that may adversely affect opportunities or status because of the applicant’s or employee’s disability; To participate in a contract which could subject an applicant or employee with a disability to discrimination; To use any standards, criteria or method of administration which could have the affect of discriminating on the basis of disability; To deny equal jobs or benefits because of a disability; To fail to make reasonable accommodations for known physical or mental limitations of an otherwise qualified individual unless it can be shown that the accommodation would impose an undue hardship or create an imminent risk of harm; To use selection criteria which exclude disabled persons unless the criteria is job-related and consistent with business necessity; and To fail to use employment tests in a manner that ensures that the test results accurately reflect the applicant’s or employee’s skills or aptitude for a particular job. Policy Implementation Each department head is responsible for ensuring that there is no discrimination against individuals based on disability by: 1) having managers and supervisors inform all employees under their direction of this City policy; 2) ensuring that any instances or allegations of discrimination are immediately reported to the department ADA coordinator or the Equal Employment Opportunity (EEO) Manager; and, 3) posting this policy in conspicuous locations within the workplace. Complaint Resolution Procedure The Equal Employment Opportunity (EEO) Manager (or designate) will investigate and attempt resolution of complaints in accordance with the City’s Discrimination Complaint Resolution Procedure. Individuals are encouraged to immediately report any act of discrimination to the Department ADA coordinator, supervisor, department head, or the EEO Manager at 808-5825. AMERICANS WITH DISABILITIES ACT The City of Sacramento does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its programs or activities. Kenneth M. Fleming, 915 I Street, Historic City Hall, 4th Floor, Sacramento, CA. 95814, (916) 808-5825 [Fax] 264-7673 [TDD] has been designated to coordinate compliance with the non-discrimination requirements contained in Department of Justice regulations implementing Title 11 of the Americans with Disabilities Act (ADA), including section 35.107. Information concerning the provisions of the Americans with Disabilities Act, and the rights provided hereunder, is available from the ADA coordinator, and from the Office of the Americans with Disabilities ct, Civil Rights Division, U.S. Department of Justice, Washington, DC 20035-6118, (202) 514-0301 [Voice] 514-0381 [TDD]. 15 CITY POLICY AGAINST DOMESTIC VIOLENCE The City of Sacramento recognizes the destructive effects that domestic violence has on individuals and on the workplace. Domestic violence means intentionally or recklessly causing or attempting to cause bodily injury or placing any family member, domestic partner or cohabitant in reasonable fear of receiving serious bodily injury. Also, a City employee may be the victim of domestic violence and in need of assistance. The City encourages all employees who believe they are victims of actual or threatened domestic violence to contact the appropriate law enforcement agency, Labor Relations Officer, the Women Escaping A Violent Environment (WEAVE) organization, any other domestic violence counseling service or agency, or the confidential Employee Assistance Program (EAP) for information and referral to available resources. The City continues its commitment to taking reasonable and prudent steps necessary to provide for a safe workplace, offer community resource agency and counseling referrals, and accommodate work schedule modifications where possible and practicable and where it is determined that such actions may assist in mitigating the effects of the actual violent or threatened activity. Any employee who needs help in controlling anger or emotions, whether on or off the job, is encouraged to contact the confidential EAP, WEAVE, or any other domestic violence counseling service or agency for information and referral to available resources. It is a violation of state law to commit acts of domestic violence. City employees are prohibited from committing or threatening to commit acts of domestic violence whether on or off the job. Any employee of the City of Sacramento who, in violation of this policy, commits any act of domestic violence or makes a threat to do so may be subject to disciplinary action, up to and including termination where the act or threat is found to be work-related, pursuant to Rule 12.2 (w) of the Rules and Regulations of the Civil Service Board which is quoted in pertinent part as follows: “Causes for Disciplinary Action. Any City employee may be disciplined for just cause, including but not limited to the following forms of conduct if found to exist: (w) Any conduct rationally related to employment which impairs, disrupts, or causes discredit to the employee’s employment or the public service.” City employees and their families have the right to be free of domestic violence. To that end, the City of Sacramento is committed to fully implementing this policy against domestic violence. If you have any questions regarding this policy, please feel free to contact your department Labor Relations Officer at 808-5424. 16 EMPLOYEE DEVELOPMENT The City of Sacramento offers a comprehensive employee development program that includes training, career development, tuition reimbursement, and a Performance Improvement Center. The Employee Development Policy API #50 provides a common language, clarifies roles, and establishes guidelines and resources to maximize organizational performance and effectiveness by investing in the skills, knowledge and abilities of the City’s diverse workforce. To see the complete version of this or other policies, visit the City’s intranet at http://citynet and click on “City Policies” (APIs). CITY UNIVERSITY City University is an in-house curriculum based program that provides customized courses on site. We offer an extensive variety of courses to assist in your personal and professional development. A Core Curriculum provides specific competencies in the areas of customer service, communications, understanding differences, quality, leadership and technology. Most City University classes are offered on City time and at no cost to the employee. As a new employee, you should meet with your supervisor as soon as possible to develop a training plan and begin taking classes within the first few months of your employment. When scheduling classes, the core curriculum should be completed first and other elective classes may be taken as your time and schedule permits. For more information, visit www.cityofsacramento.org/CityU or call City University staff at 808-7285. CAREER DEVELOPMENT The City operates a career development program to help you fully utilize your skills, abilities and experience, and to help you plan for upward mobility. A career counselor provides the following career services individually and in small groups: career counseling, goal setting, interviewing techniques, resume writing, career guidance discussions, lunch and learn programs, job search strategies, community referrals, and academic advising. The career development program also hosts an annual Education Fair. There are no fees for career development services and participation is done on a “shared time” basis. You give half of your own time and the City will match the other half. For career development services, call the Career Counselor at 808-5279 for an appointment. RESOURCE LENDING LIBRARY To assist employees with knowledge and skill development, City University offers a Resource Lending Library with books, videos, audiotapes, and CD-ROMS. The resources are available on loan to employees for up to two weeks. A computer is available for those who would like to develop their computer skills or who need access to the Internet. The Resource Lending Library is located at the City University office, 921 10th Street, Suite 400. The Resource Lending Library hours are 8:00 a.m. to 5:00 p.m. 17 EMPLOYEE EDUCATIONAL ASSISTANCE The Employee Educational Assistance Program was established to encourage employees to improve their knowledge, skills and abilities in subject areas that will enhance their work performance for the City. Study areas may include courses that are not directly related to the current work you perform, but which may assist you in preparing for future career transition within the City. Applications for educational assistance may be considered from employees, who are budgeted, full-time career (civil service or “exempt”) employees who have satisfactorily completed their probationary period. Reimbursement is for 100 percent of the cost of registration, tuition, and books, but not to exceed $750 per calendar year. Contact your supervisor for more information about the Employee Educational Assistance. (EAP) EMPLOYEE ASSISTANCE PROGRAM The City provides an Employee Assistance Program (EAP) for City employees and their families. EAP services include counseling for: marriage, family and relationship problems; alcohol and drug abuse; emotional, personal and stress-related concerns; financial and credit problems; childcare matters; eldercare matters; legal problems; federal tax consultation and representation; pre-retirement planning; and organizing life’s affairs. All counseling and referral services are confidential and free to you and your family. You are entitled to five counseling sessions per incident for the employee, five for your spouse and five for all other dependants in the immediate family. You can obtain counseling sessions either through telephone consultation or by in-person appointment. To make an appointment call Managed Health Network toll-free 24 hours a day (800) 227-1060. For general questions or concerns about the City’s EAP program, call the Human Resources Organizational Development & Training, Wellness Coordinator at 808-5279. WELLNESS PROGRAM The purpose of the WELLNESS program is to provide information, support and direction to City employees so the make positive lifestyle changes, enhance their own personal lives, and strengthen their job performance. WELLNESS is about becoming the best possible YOU. It’s a mindful effort to continually ask yourself challenging questions that will move you forward in all the roles you plan, at work and in your personal life. Working on WELLNESS can help you successfully meet and navigate through the challenges and surprises we all encounter now and then. Working on WELLNESS means intentionally evolving, growing, and improving your life and yourself. In doing so, you strive for balance in these dimensions that make you whole: emotional, intellectual, occupational, physical, social and spiritual. Participation in some WELLNESS activities must be on your own personal time. Examples include Lap Swim, Yoga and Chair Massage. It’s advisable to talk with your supervisor about your Department/Division’s policy on attending WELLNESS classes. 18 Be sure to attend the annual Health Fair in May each year to take advantage of convenient and informative health screenings, pick up information from a variety of area health clubs, explore new ways to find balance in your life and take advantage of unique classes and workshops. To learn about WELLNESS classes and other opportunities, check the City University catalog, the GroupWise proxy “Announce Citywide” WELLNESS file, the monthly City Tool Box newsletter. For additional information, please call the WELLNESS staff at 808-5279 or visit www.cityofsacramento.org/wellness. 19 CITY VEHICLES The City provides employees with suitable transportation to conduct official City business. Vehicles for short term or occasional use are available from the pool (run by the Public Works Department, Fleet Management Division). However, with approval, you may use a privately owned vehicle to conduct City business, or, under certain circumstances, the City Manager may assign a City vehicle on a permanent basis. MILEAGE ALLOWANCE If you are approved to use your own private vehicle for City business, you will be reimbursed. Some exempt employees who use their vehicles in the course of City business receive a monthly mileage allowance; all other employees are reimbursed for actual miles traveled. For further information regarding mileage allowances and/or reimbursement, see the appropriate City policy. DRIVER LICENSE To drive a vehicle in the course of City business, you are required to have a current and valid California driver license in the appropriate driving classification. Accommodations for the disabled may be arranged. Employees who are required to drive will have their DMV status monitored by the City. If your driver license is expired, suspended, revoked, restricted or a change in status, you must immediately tell your supervisor. In such a case, City policy provides that you will be given a period of time to correct the deficiency. If you drive for the City, remember that you are expected by your supervisors, co-workers and the public to drive safely, observe the law, and show courtesy. Make sure that you and any passengers have your seat belts fastened. 20 SAFETY Some divisions have specific safety rules that every employee is required to follow. Here are some general guidelines that all employees should keep in mind in order to prevent accidents: a) b) c) Read or ask your supervisor about any specific safety rules for your unit. Report to your supervisor any hazardous conditions or practices before they cause personal injury or property damage. Make sure to use any and all necessary personal protective equipment (such as hard hats, safety-toe shoes, eye and hearing protectors, and special breathing equipment). Practice good personal hygiene habits, including cleaning before eating or going home, to minimize the possibility of accidentally taking harmful substances into your system. If you are doing repair work, lockout/tag out equipment before you begin. Don’t forget to remove locks/tags when you finish. Keep your workplace clean – keep aisles and stairways free of clutter; wipe up spills (even if you did not cause them), etc. Volunteer to help fellow employees lift and carry heavy materials, and ask for help if you are in the same situation. d) e) f) g) One of the most important safety practices is to report every injury, accident or exposure to a hazardous substance to your supervisor immediately. ON-THE-JOB INJURIES Immediately report any accident or injury, no matter how small, to your supervisor and seek treatment. Your supervisor will need to know what, where, when and how the accident happened, so that he or she can fill out a Report of Industrial Injury WC001. VEHICLE ACCIDENTS If you are in an accident while operating a City vehicle or piece of equipment, you must immediately notify the Police Department (or, outside of City limits, the California Highway Patrol or whatever local law enforcement agency has jurisdiction), so that the accident is investigated at the time and place that it occurred. This is required no matter how minor the accident is. If the accident happens outside of the City limits, make sure to ask that a report be taken. Do not discuss the accident with anyone except official representatives of the City of Sacramento and the law enforcement officials who are investigating the case. (If you have questions about whom you may or may not talk to, contact the Administrative Services Department, Risk Management Division.) Finally, you must report the accident to the City in writing, using “Driver’s Report of Accident-RM 2.” 21 ACCIDENTS TO VISITORS ON CITY PROPERTY If you see an accident or injury to a member of the public who is visiting a City facility or is on City property, first give him or her any first aid or other assistance necessary. Immediately after, you must complete a “Form RM 3 Incident/Loss Report”, and give it to the parties who are specified in the form’s instructions. Do not discuss the accident with anyone except official representatives of the City of Sacramento and any law enforcement officials who may be investigating the case. If you have any questions about whom you may or may not talk to, contact the Administrative Services Department, Risk Management Division at 808-5556. IDENTIFICATION BADGE The City’s Benefit Section with the Department of Human Resources issues all City employees with a photo badge. The badge must be worn while in all city buildings. Lost or stolen badges should be reported to your supervisor immediately for replacement. Lost or stolen badges jeopardize the security of employees and the building. If you have not been issued your ID badge as part of the Hiring Clearance Procedure Package, please contact our Benefit’s Section at 808-5665 to schedule an appointment to get your ID badge, which is located at 915 I Street, Historical City Hall, Plaza Level-East. 22 RECOGNIZED EMPLOYEE ORGANIZATIONS BARGAINING UNIT REPRESENTATIVES The City has recognized the following organizations as exclusive agents of their respective bargaining units: Recognized Employee Organization Stationary Engineers, Local 39 1620 North Market Blvd. Sacramento, CA 95834 (916) 928-0399 Bargaining Unit Operations and Maintenance, Office and Technical, Professional Unit; General Supervisory and Plant Operator Units Police Department Unit Sacramento Police Officers Association 201 Lathrop Way, Suite I Sacramento, CA 95815 (916) 641-7661 Sacramento Area Fire Fighters, Local 522 3101 Stockton Boulevard Sacramento, CA 95820 (916) 739-8522 Fire Department Unit International Association of Machinists and Aerospace Workers 967 Venture Court Sacramento, CA 95825 (916) 929-1040 Automotive/Equipment Mechanics Unit Auto, Marine and Specialty Painters, Local 1176 8400 Enterprise Way, Room 124 Oakland, CA 94621 (510) 632-7456 Traffic Engineering Unit 23 Recognized Employee Organization Sacramento-Sierra's Building and Construction Trades Council 2840 El Centro Road, Ste. 115 Sacramento, CA 95833 (916) 927-4239 Bargaining Unit Building Trades and Craft Unit Plumbers and Pipefitters, Local 447 5841 Newman Court Sacramento, CA 95819 (916) 457-6595 Water and Sewer Unit Western Council of Engineers 1812 Trinity Avenue, #302 Walnut Creek, CA 94596 (510) 934-5408 Engineering Unit 24