Waynesville North Carolina - Personnel Policy

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Personnel Policy

Here is the entire Personnel Policy. The following quick menu will take you to individual sections. If you want the entire policy, please scroll down.

Article I.	Organization of Personnel System
Article II	Recruitment and Selection Standards
Article III.	Employment Standards
Article IV.	Conditions of Employment
Article V.	Substance Abuse Policy
Article VI.	Hours of Work and Overtime
Article VII.	Separation and Disciplinary Action
Article VIII.	Grievance Procedure
Article IX.	Employment Benefits
Article X.	Leaves of Absence
Article XI.	Pay Plan
Article XII.	Position Classification Plan
Article XIII.	Travel and Transportation Expenses
Article XIV.	Personnel Records
Article XV.	Implementation of Policy

Personnel Policy Table of Contents

TABLE OF CONTENTS (Board Approved Revision Updates added 5/27/03 ) BE IT RESOLVED, by the Board of Aldermen of the Town of Waynesville , that the following policies apply to the appointment, classification, benefits, salary, promotion, demotion, dismissal, and conditions of employment of the employees of the Town of Waynesville .
Article
I. Organization of Personnel System

Section 1	Purpose	1
Section 2	At Will Employment	1
Section 3	Coverage	1
Section 4	Definitions	2-Jan
Section 5	Merit Principle	2
Section 6	Responsibility of Town Manager	2
Section 7	Responsibility of Board of Aldermen	3-Feb
Section 8	Responsibility of the Human Resource Manager	3
Section 9	Departmental Rules and Regulations	3

Article II. Recruitment and Selection Standards		4

Section 1	Equal Employment Opportunity Statement	4
Section 2	Posting of Vacancies	4
Section 3	Recruitment Sources 4
Section 4	Job Advertisement	4
Section 5	Applications for Employment	4
Section 6	Testing	5
Section 7	Medical Examination	5
Section 8	Identification	5
Section 9	Selective Service Compliance	5
Section 10	Appointment	6

Article III. Employment Standards

Section 1	Probationary Period of Employment	7
Section 2	Periodic Performance Evaluation	8
Section 3	Promotion/Transfers	8-9
Section 4	Demotion	9
Section 5	Permanent Part-time Positions	9
Section 6	Auxiliary, Seasonal, Temporary, Part-time Positions	9


Article IV. Conditions of Employment

Section 1	Standard Hours of Work 10
Section 2	Use of Town Property	10
Section 3	Use of personal car for business	10
Section 4	Employment of Relatives (amended 7/13/99)	11-Oct
Section 5	Political Activity( amended 8/8/00)	11
Section 6	Outside Employment	12
Section 7	Gifts and Favors	12
Section 8	Dress Code/Personal Appearance ( amended 5/18/03)	13-Dec
Section 9	Employee Ethics	13
Section 10	Harassment	14
Section 11	Sexual Harassment	14-15
Section 12	Minimum Age Requirement	15
Section 13	Solicitation	15
Section 14	Safety	15-16
Section 15	Intoxicants use Prohibited	16

Article V. Substance Abuse Policy

Section 1	Purpose	17

VI. Hours of Work and Overtime

Section 1	Overtime Pay Provisions	18
Section 2	Compensatory Time	18
Section 3	Call-back and Stand-by Pay	19
Section 4	Hourly rate of pay	19
Section 5	The work week	20
Section 6	Unauthorized work	20
Section 7	Hours worked	20
Section 8	Leave and Holidays	20
Section 9	Meal Period	20
Section 10	Training Time	21
Section 11	Record keeping for hours worked	21
Section 12	Exemptions - General	21
Section 13	Exempt employees - time off	21
Section 14	Volunteers	22

VII. Separation and Disciplinary Action


Section 1	Types of separation	23
Section 2	Resignation	23
Section 3	Reduction in force	23
Section 4	Disability	23
Section 4A	ADA Policy
Section 5	Retirement 25	24
Section 6	Death	25
Section 7	Disciplinary actions	25
Section 8	Disciplinary actions for failure in performance of duties	25
Section 9	Progressive steps of discipline	26-27
Section 10	Disciplinary actions for failure in personal conduct 27
Section 11	Immediate disciplinary suspension 28
Section 12	Investigatory Suspension	28-29
Section 13	Right of appeal	29
Section 14	Non-disciplinary suspension	29
Section 15	Reinstatement	29

VIII. Grievance Procedure

Section 1	Policy statement	30
Section 2	Coverage	30
Section 3	Grievance - definition	30
Section 4	Grievance procedure	31
Section 5	Exempt/Department Head Appeal Process - Appeal to the Board	31
Section 6	Grievance procedure for discrimination 32

IX. Employment Benefits

Section 1	Group Health Insurance (amended 3/26/02) 33
Section 2	Health insurance for retirees	33-34
Section 3	Group life insurance	34
Section 4	34	34
Section 5	Other Optional Group Insurance Plans
Section 6	Retirement plan	34
Section 7	Training and educational incentives	35
Section 8	Worker?s Compensation	35
Section 9	Unemployment Compensation	36
Section 10	Law Enforcement Officer Separation- Supplemental	36

X. Leaves of Absence


Section 1	Holidays observed (Amended 12/14/03 )	37
Section 2	Holidays - when work is required	37
Section 3	Vacation leave - policy	37
Section 4	Vacation leave - accumulation	38
Section 5	Vacation leave - use and reporting
Section 6	Adverse Weather Conditions	39
Section 7	Transfer of vacation to another employee	39
Section 8	Vacation leave - payment of leave upon termination of employment
Section 9	Vacation leave - payment of vacation leave upon death	39
Section 10	Sick Leave Policy	40
Section 11	Sick leave Accumulation	40
Section 12	Sick leave - use and reporting	40
Section 13	Sick leave - physicians certification	40-41
Section 14	Sick leave - payment upon separation	41
Section 15	Transfer of accrued sick leave to another employee	41
Section 16	Authorized absences with pay	41
Section 17	Leave without pay	42
Section 18	Leave without pay - retention andcontinuation of benefits	42
Section 19	Worker?s Compensation Leave	42
Section 20	Military Leave	43
Section 21	Civil Leave	43
Section 22	Parental School Leave	44
Section 23	Family Leave and Medical	44-45

XI. Pay Plan

Section 1	Definition
Section 2	Administration and Maintenance	45
Section 3	Starting Salaries	45
Section 4	Trainee Designation and Provisions	46
Section 5	Probationary Pay increases	46
Section 6	Merit Pay
Section 7	Merit Pay Bonus	46
Section 8	Salary Effect of Promotions, Demotions, Transfers and Reclassification	46
Section 9	Salary Effect of Salary Range Revisions	47
Section 10	Transition to a New Salary Plan	47-48
Section 11	Effective Date of Salary Changes	48
Section 12	Payroll Deductions
Section 14	Longevity Pay (amended 7/10/01)	48


XII.Position Classification Plan

Section 1	Purpose	49
Section 2	Composition of the Position Classification and Pay Plan	49
Section 3	Use of the Position Classification Plan	49
Section 4	Administration of the Position Classification Plan	50
Section 5	Authorization of the new positions/position classification plan	50
Section 6	Request for Reclassification	50

XIII. Travel and Transportation Expenses

Section 1	Policy
Section 2	Prior approval for travel	51
Section 3	Eligible transportation expenses	51
Section 4	Eligible travel expenses	52
Section 5	Reporting expenses for reimbursement	52
Section 6	Travel advance	53

XIV. Personnel Records

Section 1	Personnel records maintenance	54
Section 2	Access to personnel records	54
Section 3	Confidential information	54-55
Section 4	Records of former employees	56
Section 5	Remedies of employees objecting material in file	56
Section 6	Penalties for Permitting Access to Confidential Records	56
Section 7	Examining and/or Copying Confidential Material without Authorization	56
Section 8	Destruction of records regulated	56

XV. Implementation of Policy		57

Section 1	Conflicting policies repealed	57
Section 2	Separability
Section 3	Amendments

Personnel Policy Assignment Statement

INTRODUCTION The purpose of this policy manual is to provide officials and employees of the Town of Waynesville (hereinafter referred to as the Town) with a concise document which contains the personnel policies governing Town personnel. This policy manual replaces and supersedes all previously issued manuals, policies, memorandums and directives. Other policies governing work practices that have been duly adopted by the Town, are incorporated herein by reference. Examples of such policies include Safety, ADA, FLMA, the Exposure Control Plan and the Harassment policy. Copies of these and other policies that may be subsequently adopted by the Town, are available through the Human Resources Department. This personnel manual represents the ?official? personnel policies of the Town and should be used to conduct employee orientation and resolve disputed matters. Each employee of the Town shall receive a copy of this manual and shall be responsible for maintaining it as policies are revised. The issuance of this policy manual does not constitute a contractual relationship with employees. The Town has the right to change or suspend any provisions of this manual at any time at the Town?s discretion. No term of this handbook shall be binding on the Town. Reference is made throughout this manual to the personal pronouns ?his,? ?him,? and ?he.? The use of these terms are not intended to imply gender and consequently such reference means both male and female.

Article I. Organization of Personnel System

Adopted by the Mayor & Board of Aldermen: 10/7/98
Effective date: October 7, 1998

Section 1 Purpose

The purpose of this policy is to establish a personnel system which will recruit, select, develop and maintain an effective and responsible work force for the Town. The policy is established under the authority of Chapter 16OA - 164 of the General Statutes of the State of North Carolina.

Section 2 At Will Employment

Nothing in this policy creates an employment contract or term between the Town and its employees. No person has the authority to grant any employee any contractual rights of employment. This means the Town can terminate your employment at any time without any reason, just as any employee can terminate employment at any time without any reason.

Section 3 Coverage

This policy shall cover all regular, temporary, seasonal, part-time, and probationary employees except as specifically exempted. Members of the Board of Aldermen and any other task force, advisory board or commission are exempted from these policies unless specifically stated.

Section 4 Definitions

Designee - An employee who has been designated to make decisions or conduct business on behalf of another employee.

Exempt employee - An employee who is not subject to the provisions of the Fair Labor Standards Act.

Full-Time employee - An employee who is regularly scheduled to work the standard number of work hours per week, who has successfully completed the probationary period, and is budgeted for at least 12 months.

Grievance - A claim or complaint by an employee based upon: (a) an event or term or condition which affects the circumstances under which an employee works, including employment practices, policies or programs or benefits; (b) involuntary termination of employment; or ? any allegedly illegal discrimination by the Town.

Permanent position- A position authorized for the budget year for a full twelve months and budgeted for twenty or more hours per week. All positions are subject to budget review and approval each year by the Board of Aldermen. All employees? work and conduct must meet Town standards, therefore, reference to ?permanent? positions or employment should not be construed as a contract or right to perpetual funding or employment.

Permanent part-time employee - An employee who is in a position which is authorized for an average work week of at least 20 hours but less that 35 hours and budgeted for at least 12 months.

Probationary period - A working test period of six months, extendable for an additional six months, for all new employees except law enforcement which are subject to a 12 mouth probationary period. Wastewater and Water Operations apprenticeship employees may be subjected to a probationary period of 12 months, but not exceed 12 months contingent upon operator licensure by the state.

Temporary/Seasonal Employee - An employee regularly scheduled to work the standard number of hours per week but for a limited period. Temporary/seasonal employees are not entitled to employee benefits or any type of leave, unless specifically indicated.

Trainee - An employee?s status when the applicant hired (or employee promoted) does not meet all of the requirements for the position. During the duration of the trainee appointment, the employee is on probationary status.

Section 5 Merit Principle

All appointments, promotions, and other personnel transactions shall be made solely on the basis of merit.

Section 6 Responsibility of Town Manager
The Town Manager shall be responsible to the Board of Aldermen for the administration and direction of the personnel program. The Town Manager shall make appointments, dismissals and suspensions in accordance with the policies and procedures spelled out in later sections of this policy. Appointment, dismissal, and suspension policies shall apply to all employees. The Town Manager shall be responsible for interpreting policies when necessary and recommending to the Board of Aldermen policy changes and new policies. The Town Manager shall also be responsible for determining conditions of employment.

Section 7 Responsibility of Board of Aldermen

The Board of Aldermen shall establish and amend personnel policies, position classifications and pay plan, and related rules and shall make and confirm appointments when so specified by law.

Section 8 Responsibility of Human Resource Manager

The Human Resource Manager is responsible for maintaining all official personnel files which include, but are not limited to the following: employment applications, conditions of employment, reference checks, performance evaluation forms, attendance records, disciplinary actions taken, commendations received, and documentation of all other personnel actions as deemed pertinent by the Town Manager.

Section 9 Departmental Rules and Regulations

Due to the particular personnel and operational requirements of the various departments of the Town, each department is authorized to establish supplemental written rules and regulations applicable only to the personnel and operating procedures of that department. All such rules and regulations shall be subject to the approval of the Town Manager, and shall not in any way conflict with the provisions of this policy, but shall be considered as a supplement to this policy.

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