HomeMy WebLinkAbout5F - Revised Personnnel Policy
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CITY COUNCIL AGENDA REPORT
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
AUGUST 3, 1998
SF
BRET WOODSON, ASSISTANT CITY MANAGER
CONSIDER APPROVAL OF RESOLUTION 98-XX
APPROVING REVISED PERSONNEL POLICY
Historv
On December 15, 1997 the City Council approved a revised Personnel
Policy for employees of the City of Prior Lake. The last major
revision to this policy came in 1988. This document, which also
contains the computer user's manual and the safety policy, is used to
guide the employees in their day to day work responsibilities.
Current Circumstances
The policy approved last December contained language under
Appendix B which stated that the Safety Policy was in the process of
being updated and would be incorporated into the Personnel Policy
when completed. The Safety Policy revisions are now complete and
incorporated into the Personnel Policy being considered this evening.
In addition to the Safety Policy, minor changes have been made to
both the Computer User's Manual and the Personnel Policy itself.
These changes are summarized below. The attached copy of the
Personnel Policy has all of the changes incorporated in it.
Issues
Listed below are the specific changes to the document approved by the
City Council last December.
PERSONNEL POLICY:
Page 12 - Tuition Reimbursement. This benefit is already included
in three of the four labor agreements. By including this benefit in the
personnel policy, it will be consistent across the board for all full-time
employees in the City. In order for employees to be eligible for this
benefit, courses must be job related, and approved and budgeted for in
advance by the Supervisor and approved by the City Manager.
Page 21 - Reimbursable Expenses. This section was expanded to
include clarification on what is allowable as a reimbursable expense
(i.e. mileage to and from city paid training, meals at training, etc.). In
1620~~~VW~E.~<PNm-l~~~~~55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
addition, it states the process for employees to follow to receive the
reimbursement.
Page 22 - Drug and Alcohol Use. The following sentence was added
to further clarify one of the potential applications of this section -
"Please note, even if a valid medical prescription authorizes use of a
specific substance, if an employee is unable to perform the essential
functions of their position due to the medical prescription, the
employee will be sent home immediately."
Page 23 - Business / Personal Phone Calls. This section was added
to clarify the proper procedures for making phone calls with City
owned telephones.
Page 24 - Termination / Final Pay Procedures. Additional language
was added to this section to explain the final pay procedures for
employees involuntarily terminated by the City, employees who
voluntarily quit or resign, and special circumstances with each. This
language is consistent with State Statutes.
COMPUTER USER'S MANUAL:
Page 1 - About the Prior Lake Computer System. Language was
added to detail who the system administrator is and how to reach him.
In addition, language regarding the computer committee was added
explaining that committee's role and function within the organization.
Page 6 - How Do I Log-in and Log-out of the Network. Language
was added to explain the procedures for how to log-out ofthe network.
Page 8 - Policy on Personal Use. New language was added to simply
read - "City-owned computers cannot be used for personal use."
Page 12 - Documentation Policy. Language was added reminding
employees that each document created must have the document name
listed in the footer. This makes it easier to track and retrieve in the
future if necessary.
SAFETY POLICY:
The City of Prior Lake had a Safety Policy in place in early 1993
which incorporated legislation called A.W.A.I.R. (A Workplace
Accident Injury Reduction Program), which among other things,
required cities to have a safety policy and a safety committee in place.
Over the last six months the Safety Committee has been working on
revisions to this policy to reflect current issues and areas of importance
that need to be addressed by this policy.
I:\ASSTMGR\BRET\PERSONEL\CCPERS98.DOC
ALTERNATIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
The City Council did not consider this policy back in 1993. It was
only adopted on the staff level. Therefore, since this policy is
included with the Personnel Policy and Computer Policy, it to should
be approved by the City Council. Because this policy was not
considered by the Council previously, there are no changes to
highlight.
The purpose of the Safety Policy is to work towards a place of
employment that is free of recognized hazards which are likely to
cause harm to employees. To that end, the City will seek to comply
with occupational safety and health standards and instruct employees
in applicable regulations and the avoidance of unsafe conditions. The
goal of the policy is to suffer ZERO accidents and injuries that are of
such a nature as to result in lost time from work or a doctor's care.
Conclusion
The changes outlined above are necessary to keep the policy clear,
concise, and easily understandable for employees. Input has been
received throughout this process from virtually all departments and all .
employee groups in one fashion or another. It is staffs intent to look
at this policy on an annual basis to determine if any updates, changes,
or revisions are needed.
1. Approve Resolution 98-XX Approving the Revised Personnel
Policy as presented.
2. Approve Resolution 98-XX Approving the Revised Personnel
Policy as amended by Council.
3. Table the proposed Resolution for a specific reason.
Staff recommends Alternative #1 to approve, as part of the Consent
Agenda, Resolution 98-XX Approving the Revised Personnel Policy
as presented.
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I:\ASSTMGR\BRET\PERSONEL\CCPERS98.DOC
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~NES~ RESOLUTION 98-XX
.KESOLUTION APPROVING REVISED PERSONNEL POLICY FOR
CITY OF PRIOR LAKE EMPLOYEES
MOTION BY: SECOND BY:
WHEREAS, generally accepted principals and sound practices of personnel
administration and the League of Minnesota Cities support the
establishment and maintenance of a comprehensive personnel
policy for all employees; and,
WHEREAS, employees have expressed a need for a revised policy, and have
been given a chance for input through the updating process
through various employee committees; and,
WHEREAS, the City Council last approved revisions to the personnel policy in
December of 1997; and,
WHEREAS, the revised policy includes updated language on State and Federal
Laws that effect employers and employees; and,
WHEREAS, the revised policy will be distributed to all employees of the City of
Prior Lake for use while they are employed with the City; and,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR
LAKE, that it should, and hereby does approve the revised personnel policy for City
of Prior Lake Employees; and,
BE IT FURTHER RESOLVED that the City Manager or designee is hereby
directed and authorized to administer the revised personnel policy as described in
the policy.
Passed and adopted this 3rd day of August, 1998.
YES
NO
I Mader
I Kedrowski
I Petersen
I Schenck
I Wuellner
Mader
Kedrowski
Petersen
Schenck
Wuellner
16200 E~fl~nU~QLJ)~.~., Prior Lake, Minnesota 55372-1714 / Ph. (612)'447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
CITY OF PRIOR LAKE
PERSONNEL POLICY
Approved: December, 1997
Amended: August, 1998
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Table of Contents
SECTION 1. ADMINISTRATIVE ORGANIZATION ........................................................1
SECTION 1.1. PURP 0 SE........... ........................... .......... ........ ....................................... ........... ...................... ...... 1
SECTION 1.2. POLICY DOES NOT CONSTITUTE EMPLOYMENT CONTRACT ...................................1
SECTION 1.3. CITY MANAGER RESPONSIBILITIES ..................................................................................1
SECTION 1.4. AP PLI CABILITY ............... ............. .......... ......... .................................... ........ ................... ........... 1
SECTION 1.5. D EFINITI 0 NS .............................. ............................ .......:.......... ............. ....... .... ...... .............. ...... 1
SECTION 1.6. PROVISIONS SUPERSEDED IN CERTAIN CASES .............................................................. 2
SECTION 2. CITY SERVICE ............ ........ .......... .......... .......... ............. .................... .......2
SECTION 2.1. PHYSICAL EXAMINA TIONS ......................................................... .......................................... 2
SECTION 2.2. PRO BA TI ON ARY PERI ODS ..................................................................................................... 2
SECTION 3. EMPLOYMENT BENEFITS .......................................................................3
SECTION 3.1. ELIGIBILITY FOR EMPLOYEE BENEFITS .........................................................................3
SECTION 3.2. ANNUAL VACATION LEAVE .................................................................................................. 4
SECTION 3.3. SI CK LEAVE ................................................................................................................................ 5
SECTION 3.4. LONG TERM DISABILITY .......................................................................................................7
SECTI ON 3.5 . HOLIDAYS ..... ........ .................... .............................. ............ ..................... ............. ................ ...... 8
SECTION 3.6. El\1ERGENCYIFUNERAL LEAVE ........................................................................................... 9
SECTION 3.7. lVIILIT ARY DUTY ....................................................................................................................... 9
SE CTI ON 3 .8. VOLUNTEER SERVICE ............... ........ ...... ...................... ....... ....... ....... ........... ......................... 9
SECTION 3.9. JlJRY DUTY LEA VE................................................................................................................... 9
SECTION 3.10. LEAVE OF ABSENCE \VITHOUT PAY ..............................................................................10
SECTION 3.11. SPECIAL STATUTORY LEA VES.........................................................................................l 0
SECTION 3.12. INSURAN CE...... ............. ................................... ............................ ........ ....... .......... .......... ........ 12
SECTI ON 3.13. DEFERRED COMPENSATION .............................................................................................12
SECTION 3.14. FLEXIBLE BENEFIT PLAN ..................................................................................................12
. Table of Contents 1
City of Prior Lake Personnel Policy
SECTI 0 l'{ 3.15. TUlTI ON REIMBURSEl\1ENT ..............................................................................................12
SECTION 4. EMPLOYEE RIGHTS & RESPONSIBILlTIES.........................................13
SECTION 4.1. RESPONSffiILITIES OF CITY EMPLOYEES ......................................................................13
SECTI ON 4.2. DISCRIl\11N A TI ON ................................................................................................................... 13
SECTION 4.3 . SEXUAL HARASSl\1ENT .........................................................................................................14
SE CTI 0 N 4.4 . DISCIPLINE.......................................................... ....... ........................ ............................... ....... 15
SECTION 4.5. REPORTS OF DISCIPLINARY ACTION ..............................................................................15
SECTION 4.6. APPEALS AND HEARINGS ....................................................................................................15
SECTION 5. RETIREMENT BENEFITS .......................................................................17
SECTION 5.1. PUBLIC EMPLOYEES' RETIREl\1ENT ASSOCIATION (PERA) .....................................17 :
SECTION 5.2. SOCIAL SECURITY .................................................................................................................17
SECTION 5.3 . MEDICARE .... ........... ....................... ...... ...... ..................... .........................................................17
SECTION 6. GENERAL PERSONNEL POLICY PROVISIONS ..................................17
SECTION 6.1. WORK DAY ...............................................................................................................................17
SECTION 6.2 . TARDINESS .................... ............. .............................. ................................................................ 18
SECTION 6.3. EMPLOYEE AVAILABILITY .................................................................................................18
SECTION 6.4. TIME SHEETS & P A YROLL...................................................................................................18
SECTION 6.5. REPORT OF PERSONNEL CHANGES .................................................................................18
SECTION 6.6. RECRUITMENT, SELECTION OR APPOINTMENT OF EMPLOYEES ................~........18
SECTION 6.7. APPOINTMENT AND PLACEMENT OF RELATIVES ......................................................19
SECTION 6.8. ANNIVERSARY DATES & PERFORMANCE EVALUATIONS ........................................19
SECTION 6.9. CONFLICT OF INTEREST I ETIDCAL CONDUCT ...........................................................19
SECTION 6.10. RECEIPT OR SOLICITATION OF GIFTS.......................................................................... 20
SECTION 6.11. CHILD SUPPORT OR SPOUSAL MAINTENANCE .......................................................... 20
SE CTI ON 6.12 . DRIVERS LICENSE...... ........... .............. ................. ............. .......... .......... ..................... .......... 21
SECTION 6.13. USE OF CITY AUTOMOBILE AND REIMBURSABLES..................................................21
SECTI ON 6.14. VEID CLE ACCIDENTS..........................................................................................................21
Table of Contents 2
SECTION 6.15. INJURY ON DUTY .................................................................................................................. 22
SECTI ON 6.16. SM O}(IN G .... ........... ...... .......... .................... ............................ .......... ................. .......... ............ 22
SE CTI ON 6.17 . DRESS CODE....... ......... ........ .................................. ........... .................. .................... ................ 22
SECTION 6.18. DRUG AND ALCOHOL USE ................................................................................................. 22
SE CTI ON 6.19. IN CLEl\1ENT WEA IJ:1ER ...................................... ........ ........ ...... .............. ........... ...... ...... ..... 23
SECTION 6.20. BUSINESS I PERSONAL PHONE CALLS ...........................................................................23
SECTION 6.21. CITY COMPUTER POLl CY ..................................................................................................23
SECTI ON 6.22 . SAFETY POLICy............. ............................ .......... ........ .................... ........... .......................... 23
SECTION 6.23. TERMINATION I FINAL PAY PROCEDURES ..................................................................24
APPENDIX A - COMPUTER USER'S MANUAL ................................................................................................
APPENDIX B - SAFETY POLICy.... ...... ................... ................... .......... ................ ...... ...................... ................... ,
A CKN 0 WLED G l\1ENT ... ........ .......................... ....... ....... ............. ......... ......................................................... .........
Table of Contents 3
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City of Prior Lake Personnel Policy
SECTION 1. ADMINISTRATIVE ORGANIZATION
SECTION 1.1. PURPOSE
Sec. 1-1.1 The purpose of this Personnel Policy (hereinafter this "Policy") is twofold:
1. to provide employees with the current policies and procedures of the
City of Prior Lake, and
2. to provide employees with work guidelines in order to provide a clear
understanding oftheir working relationships with the City.
Sec. 1-1.2 The City Council in their policy making capacity has approved this document, and
the attached appendices, as City policy.
Sec. 1-1.3 All current and future employees will receive a copy of the personnel policy and
are expected to read and understand the contents ofthe Policy.
SECTION 1.2. POLICY DOES NOT CONSTITUTE EMPLOYMENT CONTRACT
Sec. 1-2.1
This Policy and other policies referenced herein are intended to serve only as
guidelines for employment. Employees are expected to be aware of the contents
of this Policy and act accordingly. However, this Policy shall not be construed
as a contract between the City and any of its employees. The City hereby
expressly revokes any employment contract that may have been created by any
prior personnel policy.
SECTION 1.3. CITY MANAGER RESPONSIBILITIES
Sec. 1-3.1
In accordance with hislher statutory responsibility to manage the City, the City
Manager will be responsible for the maintenance and periodic revision of this
Policy and will administer the City's personnel program.
SECTION 1.4. APPLICABILITY
Sec. 1-4.1
Sec. 1-4.2
All employees covered by a collective bargaining agreement entered into in
accordance with the Public Employment Labor Relations Act, Minnesota Statutes
179.61 to 179.76, shall be exempt from any provision ofthis policy which directly
conflicts with language in the collective bargaining agreement.
This Policy applies to all full-time, part-time, temporary, and paid on call
employees designated as such by the City Manager. However, the benefits
discussed in this Policy apply only to regular full-time employees unless the
benefit expressly indicates that it applies to other employees. See Section 3.
SECTION 1.5. DEFINITIONS
Sec. 1-5.1
Sec. 1-5.11
8/98
For policy purposes, the following terms shall have the following meanings:
"Regular Full Time Position" means a group of duties and responsibilities
requiring the employment of a person for at least forty (40) hours per week
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City of Prior Lake Personnel Policy
Sec. 1-5.12
Sec. 1-5.13
Sec. 1-5.14
Sec. 1-5.15
Sec. 1-5.16
each week througheut the year and which have been defined as regular full
time by the City Manager. - -
"Regular Part Time Position" means a group of duties and responsibilities
requiring the part-time employment of one person for at least fourteen (14)
but less than forty (40) hours per week throughout the year and which
have been defined as regular part-time by the City Manager.
"Temporary Position" means a group of duties and responsibilities
requiring the temporary or seasonal employment of one person without
regard to the number of hours worked per day or per week by the
individual.
"Paid on Call Position" means a position occupied by a volunteer
firefighter for the City of Prior Lake.
"Exempt Employee" means an employee who is exempt from the
minimum wage and overtime pay requirements ofthe Federal Fair Labor
Standards Act.
''Non-Exempt Employee" means an employee who is not exempt from the
minimum wage and overtime pay requirements ofthe Federal Fair Labor
Standards Act.
SECTION 1.6. PROVISIONS SUPERSEDED IN CERTAIN CASES
Sec. 1-6.1 No provision of this Policy is intended to violate, supersede, or conflict with state,
federal, or constitutional law or any provision of a collective bargaining
agreement in effect between the City and any of its employees. To the extent any
such conflict renders a provision of this Policy void, all remaining provisions of
this Policy shall remain in full force and effect.
SECTION 2. CITY SERVICE
SECTION 2.1. PHYSICAL EXAMINA T10NS
Sec. 2-1.1 Every person appointed to a regular position with the City as an original
probationary appointment may be required to successfully complete a physical
examination by a medical doctor and / or a psychological examination by a
psychologist selected by the City before commencing hislher employment. An
employee may be required to undergo periodic examination to verify the
employee's ability to accomplish the responsibilities ofhislher position, to protect
or maintain the health of the employee, to protect the health and safety of other
employees, or to verify compliance with the provisions of this Policy.
SECTION 2.2. PROBA TIONARY PERIODS
Sec. 2-2.1
Objective: The probationary or working test period shall be regarded as an
integral part of the selection process and shall be used by supervisors for closely
observing the employee's work. Perfonnance, skills and ability demonstrated
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City of Prior Lake Personnel Policy
Sec. 2-2.2
Sec. 2-2.21
Sec. 2-2.22
Sec. 2-2.3
during the probationary period shall be evaluated by the supervisor to recommend
or deny regular appointment and, if applicable, pay for performance increases.
This period also provides employees with an opportunity to learn the expectations
of the supervisor.
Duration: Every person appointed to a position, including promotional positions,
shall be required to successfully complete a working test or probationary period.
The probationary period may be extended in certain circumstances to enable the
immediate supervisor to observe the employees' ability to perform the duties of
the position. The probationary period shall begin immediately upon appointment
and shall continue for the period established below:
All supervisors and public safety classifications - one (1) year.
All other employees - six (6) months.
After an employee has successfully completed his or her probationary period after
hire or promotion as indicated by a satisfactory performance evaluation, and as
approved by the City Manager, s/he shall be designated as a regular employee.
Such designation shall be used to differentiate between these employees and..
probationary or other employee classifications. The term "regular" shall not be
used to define duration of employment with the City.
SECTION 3. EMPLOYMENT BENEFITS
SECTION 3.1. ELIGIBILITY FOR EMPLOYEE BENEFITS
Sec. 3-1.1
Sec. 3-1.2
Sec. 3-1.3
8/98
Employee benefits mentioned in this section apply only to those employees hired
for regular full time positions and specifically exclude seasonal, contract, part-
time, temporary, paid on call, or volunteer employees, except when such groups
are expressly included by the provisions of this policy. Regular employees who
are hired for positions requiring less than full time may be granted certain
employee benefits enumerated in this policy as determined by the City Manager,
provided that the granting of such benefits shall be based on a ratio on the
employee's actual working hours as compared to a full time position of two
thousand eighty (2,080) hours per year.
Employees who are represented by an exclusive bargaining unit shall not be
eligible for benefits other than those specified by the terms of their respective
collective bargaining agreements provided, however, that the administration of the
benefits listed in this section, and other benefits specified by the terms of the
respective collective bargaining agreement, shall be governed by the terms of this
policy where the respective contract is silent on such matters.
Employment benefits as enumerated in this section are offered at the City's
discretion to certain classes of employees. The City reserves the right to
unilaterally change, delete, modify or otherwise revise employment benefits,
eligibility requirements and administrative procedures at its sole discretion.
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City of Prior Lake Personnel Policy
SECTION 3.2. ANNUAL VACA TION LEA VE
Sec. 3-2.1
Annual Vacation Leave Accrual: Vacation leave benefits shall accrue according
to the following schedule for regular full time employees:
Sec. 3-2.11
Sec. 3-2.12
Sec. 3-2.2
Annual Vacation Leave Accrual Schedule,
Complete Years
of Emolovrnent
1 st through 3rd
4th through 9th
10th through 14th
15th
16th
17th
18th
19th year and beyond
Annual Leave Accrued
in Hours Per Year
80 hours
120 hours
160 hours
168 hours
176 hours
184 hours
192 hours
200 hours
The City Manager may authorize the accrual of annual leave for
employees classified as regular part time. Regular part time employees
may accrue annual leave On a pro rata basis, if they work a minimum of
one thousand forty (1,040) work hours a year. Regular part time
employees may carry over accrued unused annual leave up to a pro-rata
amoUnt based On the full-time accrual schedule.
The City Manager may authorize additional annual leave for exempt
employees.
Administration of Annual Vacation Leave: The following procedures shall be
followed in administering annual vacation leave for regular full-time and regular
part-time employees:
Sec. 3-2.21
Sec. 3-2.22
Sec. 3-2.23
8/98
Employees may not use annual vacation leave in excess of the amount
they have already accrued, unless approved in writing by the City
Manager.
Accumulated annual vacation leave cannot be transferred from one
employee to another, unless approved in writing by the City Manager.
Annual vacation leave shall accrue during the original probationary period.
Annual leave shall not be available for use until after successful
completion of the original probationary period, unless pre-approved by the
City Manager. If the employee does not successfully complete the
probationary period, any annual vacation leave used shall be reimbursed to
the City by the employee. In the event that an employee has transferred to
another position in the City, is serving the probationary period for the new
position, and has successfully completed the probationary period in the
original position, the employee may use vacation leave during the second
probationary period with approval of his or her department head.
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City of Prior Lake Personnel Policy
Sec. 3-2.24
Sec. 3-2.25
Sec. 3-2.26
Sec. 3-2.27
Annual vacatiop. leave shall not be earned by an employee during leaves of
. absence without pay when such leaves are in excess of ten (10)
consecutive working days.
If a regular full-time employee continues as a regular full-time employee
from one calendar year to the next, they shall be permitted to carryover a
maximum of two (2) times their annual accrual rate listed in Sec. 3-2.1.
Each December accruals in excess of the above mentioned maximums,
will be lost.
Exempt employees may be eligible to carry over additional annual leave,
beyond the limits established by this section, in such amounts as the City
Manager may authorize to serve a public purpose.
Supervisors shall establish procedures for scheduling annual leaves over as
long a period as possible, giving consideration to the needs ofthe City
services and the ability of the remaining staff to perform work
responsibilities. One hour is the minimum amount of annual leave time
that non-exempt employees may schedule and use.
SECTION 3.3. SICK LEA VE
Sec. 3-3.1
Sec. 3-3.2.
Sec. 3-3.3.
Sec. 3-3.31
Sec. 3-3.32
8/98
Accrued Sick Leave: All full-time employees, including probationary
employees, shall earn sick leave at a rate of one day per month.
Eligibility for Sick Leave: All employees, except probationary employees, may
be allowed to use accumulated sick leave. Sick leave may be used in the event of
illness or injury to the employee or to care for dependent children who are injured
or ill. In addition, sick leave may be used for certain provisions of the FMLA.
Administration of Sick Leave: At the discretion of the Department Head, sick
leave may be used when an employee cannot perform work duties.
To be eligible to receive sick leave benefits, an employee shall infomi the
immediate supervisor no later than the time the employee was scheduled
to begin work or as provided by departmental rules. Employees are
responsible for keeping the supervisor advised on at least a weekly basis of
their disability status to remain eligible for paid benefits.
The City shall reserve the right to have its own physician examine the
employee periodically to render an opinion on whether the employee is
able to return to productive work with the City. If, in the City's sole
judgment, an employee is deemed to be able to resume productive work
for the City, the employee shall be directed to report to an appropriate
work assignment. Ifthe employee fails to report for work as directed, paid
benefits shall be terminated upon recommendation ofthe supervisor and
approval ofthe City Manager.
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City of Prior Lake Personnel Policy
Sec. 3-3.33
Sec. 3-3.34
Sec. 3-3.4.
See 3-3.5.
See 3-3.6
Sec. 3-3.7
Sec. 3-3.8
8/98
When an employee requests any sick or medicalleav~ benefits, a
physician's statement may be required by the supervisor upon the
employee's return to work and before payment of benefits. The
physician's statement must indicate the nature and length ofthe illness or
injury, any restrictions which the illness or injury places upon the
employee's ability to perform the work of the position and attest to the
employee's ability to return to work. An employee who has been asked by
the supervisor to provide such statement shall not be allowed to receive
benefits until complying with the provision. In the event the period of
illness or injury exceeds three (3) days, the employee will be responsible
for submitting a physician's statement acceptable to the supervisor prior to
receiving sick leave benefits.
An employee who makes a false claim of sick leave will be disciplined.
The City Manager may impose any discipline, up to and including
discharge, which the City Manager deems appropriate under the
circumstances.
Unused Sick Leave: On an annual basis, accrued sick leave in excess of 60 days
shall be paid to the employee at a rate of fifty (50) percent of the employee's base.
pay rate at that time. This will be done on November 30th of each year.
Employees resigning in good standing with at least five (5) years of employment
with the City will be paid fifty (50) percent of all unused sick leave.
Regular part-time employees shall be eligible to earn sick leave upon hiring and
will be able to use earned sick leave after successful completion of the
probationary period. A regular part-time employee must work a minimum of
1,040 hours during the calendar year to qualify for sick leave benefits.
Sick leave accrual is prorated on the basis of the employee's average hourly week
subject to rounding according to the following schedule:
A veraee Work Week
20 hours
30 hours
40 hours
Amount
4 hour sick day
6 hour sick day
8 hour sick day
While receiving paid benefits under this section employees will continue to accrue
vacation leave and receive City contributions to retirement and insurance
programs in which the employee participates.
Supervisor Responsibility: It shall be the supervisors' responsibility to review
requests for paid sick leave benefits for regular City employees they supervise.
Such requests shall normally be granted, provided the employee demonstrates to
the supervisor's satisfaction that the absence for which benefits are requested is in
accordance with this policy. The supervisor shall, however, take reasonable and
prudent steps to ensure that the employee's request is in accordance with these
policies and further that the previous use of such benefits by the employee does
not suggest an inordinate use of such leave. If, in the supervisor's judgment, the
use of such benefits by the employee shows a pattern suggesting excessive use
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City of Prior Lake Personnel Policy
Sec. 3-3.9
and/or abuse, the supervisor shall first discuss the matter with the employee. The
supervisor and employee shall review the past use. If the use demonstrates an
absence pattern or excessive use and/or abuse, the supervisor shall then caution
the employee about continued use of such leave and/or disallow the use of such
benefits or take other action as appropriate.
The decision to grant or deny paid sick leave benefits shall be made by the
employee's supervisor. If the request is denied, the employee may discuss the
matter with the supervisor and the City Manager. Following such meeting, the
City Manager shall reevaluate the employee's request and make a decision on the
request. The decision of the City Manager following such meeting shall be final.
SECTION 3.4.: LONG TERM DISABILITY
Sec. 3-4.1
Sec. 3-4.2
Eligibility for Long Term Disability: Long term disability insurance is available
to regular full-time and regular part-time employees. While the City makes Long
Term Disability insurance available to regular full-time employees, each
employee is fully responsible for the payment of the insurance premium through
payroll deduction. Participation in this program is elective, not mandatory..
Currently, the City pays the premium for non-union employees. Long temi.
disability benefits shall be available to eligible regular full time and regular part-
time employees based exclusively upon the terms and conditions contained in the
contract with the long term disability insurer. The terms and benefits under the
program are subject to change from time to time. A complete copy of the contract
dealing with the terms and conditions for the long term disability benefits
program shall be on file with the Finance Department and the Personnel
Department and shall be available for review by employees.
Benefits: The current issued long term disability program provides for the
following benefits.
Sec. 3-4.21 Elimination Period: Benefits are paid commencing with the 91st calendar
day of disability.
Sec. 3-4.22 The eligible employee shall receive approximately sixty percent of the
employee's regular straight time compensation as of the date the disability
commenced, to be paid to age 65 subject to coordination with any and all
other disability benefits whether provided by the city, private firm or
another public agency.
Sec. 3-4.3
Sec 3-4.4
8/98
When on approved paid long term disability leave the employee shall not receive
city contributions to retirement and insurance programs nor will the employee
accrue vacation leave, holiday payor time in active service unless this paragraph
is specifically waived by the City Manager. or when under the provisions of the
Family Medical Leave Act.
The disability benefits provided by this policy, such other benefits such as
workers compensation that the employee may be entitled to shall not exceed the
employee's regular straight time earnings as of the initial date of disability.
Disability benefits shall be calculated at the employee's regular straight time
earnings as of the date of the disability leave originally commenced. In no
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instance shall an employee receive disability benefits in excess of the employee's
normal weekly compensation less federal and state income taxes. .
SECTION 3.5. HOLlDA YS
Sec. 3-5.1
The following eleven (11) days are official paid holidays for regular and
probationary full-time City employees:
New Year's Day (January 1st)
Martin Luther King, Jr.'s Birthday (Third Monday in January)
Presidents Day (Third Monday in February)
Memorial Day (Last Monday in May)
Independence Day (July 4th)
Labor Day (First Monday in September)
Veteran's Day (November 11 th)
Thanksgiving Day (Fourth Thursday in November)
Day after Thanksgiving Day
Christmas Eve Day
Christmas Day (December 25th)
Sec. 3-5.2 All regular full time employees will be eligible to receive eight (8) hours of
holiday leave, to be known as a floating holiday. This floating holiday will be
used for the employee's first scheduled day of vacation after January 1st of each
year. A floating holiday shall not be scheduled on the same day as another
holiday. A floating holiday must be used the year it is received or it will be lost.
If an employee has successfully completed one probationary period and then
transferred to another position, the employee shall receive the floating holiday
during the second probationary period.
Sec. 3-5.3 If Christmas Eve falls on either Friday, Saturday, or Sunday, regular full-time
employees will be eligible to receive a second floating holiday.
Sec. 3-5.4 Holiday leave shall be administered according to the following:
Sec. 3-5.41 All official holidays shall be considered to commence at the beginning of the
first shift on the day on which the holiday is observed and continue for
twenty-four (24) consecutive hours thereafter.
Sec. 3-5.42 Non-exempt employees who are required to work on a holiday recognized by
the City shall receive overtime pay in addition to their normal holiday pay
depending upon their eligibility as determined by the City Manager.
Sec. 3-5.43 When a holiday falls upon a Saturday, with the exception of Christmas Eve,
the preceding Friday shall be observed as the holiday. When a holiday falls
upon a Sunday, with the exception of Christmas Eve, the following Monday
shall be observed as the holiday.
Sec. 3-5.44 Employees hired during the second half of the year (July 1st thru December
31 st) will only be eligible for one floating holiday.
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SECTION 3.6. EMERGENCY/FUNERAL LEA VE
Sec. 3-6.1 Emergency Leave: Employees will be granted emergency leave if a critical
situation such as an illness or a death has occurred in the family.
Sec 3-6.11 Critical Care Leave: Employees will be allowed to use (1) one day per year of
their accumulated sick leave in the event a member of the immediate family is
hospitalized due to critical illness. Immediate family is defined as parents,
spouse, brother, sister, children, spouse's parents, spouse's brothers or sisters,
grandparents, spouse's grandparents or a person residing as a member of the
employee's immediate household.
Sec 3-6.12. Funeral Leave: Employees will be granted up to three days of paid leave in
conjunction with a death of a member of the immediate family. Immediate
family is defined as parents, spouse, brother, sister, children, spouse's parents,
spouse's brothers or sisters, grandparents, spouse's grandparents or a person
residing as a member of the employee's immediate household.
Sec 3-6.13 Additional paid leave may be granted or extended at the discretion of the City ,.
Manager.
SECTION 3.7. MILITARY DUTY
Sec. 3-7.1 The reinstatement of rights of any employee who entered the military service of
the United States by reason of a law enacted by Congress or who voluntarily
enlisted during the effective period of such law shall be determined in accordance
with the provisions of the law granting such rights.
Sec. 3-7.2
Employees who are members of the military service of the United States with
active status shall be granted military leave when called to authorized training or
active service. Such employees shall receive a maximum of fifteen (15) days
leave in any calendar year provided that the employee: appropriately requests such
leave in writing accompanied with a copy of the official written orders; returns to
City employment immediately following such authorized leave; and immediately
submits verification of all military pay received to the immediate supervisor.
Employees authorized to receive military leave shall receive the difference
between their normal salary and military pay for the approved period.
SECTION 3.8. VOLUNTEER SERVICE
Sec. 3-8.1
Upon obtaining approval from their supervisor, employees who serve as members
of the Prior Lake Volunteer Fire Department may be excused from work with pay
to respond to duty. When an employee needs to respond to an emergency
situation, as part of the volunteer service, they should notify their supervisor as
soon as reasonably possible.
SECTION 3.9. JURY DUTY LEA VE
Sec. 3-9.1
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A City employee who performs jury duty will be granted a leave of absence.
Employees shall receive full pay and other benefits for the time spent on jury
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duty, provided that the per diem allowance received by the employee for serving
as a juror is turned over to the City. Individuals subpoenaed for court in a case in
which the City is a party will be entitled to full pay from the City.
Sec. 3-9.2
Employees shall notify their supervisor as soon as possible after receiving notice
to report for jury duty.
SECTION 3.10. LEAVE OF ABSENCE WITHOUT PA Y
Sec. 3-10.1 Supervisors may, giving consideration to the needs of the City and the ability of
the remaining staff to accomplish work responsibilities, authorize regular
employees to be absent without pay for personal reasons for a period or periods
not to exceed a total of ten (10) working days in any calendar year. Requests in .
excess of ten (10) days in any calendar year and / or requests for leave of absence
without pay must be submitted to and approved in advance by the City Manager.
Employees shall request leaves of absence without pay in writing in advance of
the date so desired indicating the reason( s) for absence, the specific absence
period and the anticipated date of return to work.
Sec. 3-10.2 Leaves of absence will not be given for the purpose of enabling any employee to .
work for another employer or to engage in any form of self-employment. Any
employee who obtains a leave of absence by misrepresenting the purpose therefor
will be disciplined.
Sec. 3-10.3 While on approved leave of absence without pay exceeding ten consecutive
working days, an employee will not receive city contributions to city sponsored
insurance(s) in which he/she is a member nor will such an employee be eligible to
accrue vacation or sick leave or holiday pay. The time on leave of absence
without pay may not be considered for purposes of calculating time in active
service where the period exceeds ten consecutive working days.
SECTION 3.11. STA TUTORY LEA VES (MINNESOTA PARENTAL LEA VE ACT;
FA MIL Y MEDICAL LEA VE ACT)
Sec. 3-11.1 Full-time employees and regular part-time employees who work 20 hours' per
week or more may be granted unpaid leave not to exceed 16 work hours during
any twelve-month period to attend school conferences or school related activities
related to their child. This leave shall be granted only if:
1) such activities cannot be scheduled for non-work time;
2) the activities are scheduled to minimize work disruption; and
3) the supervisor is apprised of the request in advance (preferably one
week or more), provided that the school leave is foreseeable.
Sec. 3-11.2 If an employee's child receives child care services as defined under Minn.Stat.
119B.01.subd. 3. or attends a prekindergarten regular or special education
program, the employee may use the leave provided in this section to attend a
conference or activity related to the employee's child, or to observe and monitor
the services or program, provided that the conference, activity, or observation
cannot be scheduled during non-work hours.
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Sec. 3-11.3 Employees may substitute accrued paid vacation lea,<:e and other appropriate paid
leave for any part of the leave granted under section 3-11.1. This excludes sick
leave.
Sec.3-11.4 Regular Part-time and regular full-time employees who have been employed for
12 months or more may be granted up to 12 weeks of unpaid leave in a 12 month
period under the provisions ofthe Family and Medical Leave Act of 1993.
Family and lor Medical leave may be granted for the following reasons:
1. the birth of the employee's child, and to care for the newborn child;
2. the placement of a child with the employee for adoption or foster care'
3. to care for the employee's spouse, child, or parent who has a seri~us
health condition;
4. a serious health condition rendering the employee unable to perform the
essential functions of his or her job.
Sec. 3-11.5 In the case of the employee or family member's illness, the employee may take
leave intermittently or on a reduced work schedule. Leave because of a serious
health condition may be taken intermittently or on a reduced schedule when
medically necessary.
Sec. 3-11.6 If possible, employees must provide at least 30 days written notice of their
intention to take such leave. The date the leave begins shall be the date on which
the 12-month period begins.
Sec. 3-11.7 The City requires a medical certification that the leave is needed due to the
employee's own serious health condition or that of a family member. The medical
certification shall be on the form supplied by the City and shall include the date of
onset, the probable duration, type of treatment and appropriate medical facts
concerning the condition. If the medical leave is for your own health condition,
the certification must also state that you are unable to perform the essential
functions of your position. If the leave is to allow you to care for a family
member, the certification must also state that you are needed to care for the family
member and estimate the amount oftime you will be needed. The employee must
provide monthly updates from his/her physician during the leave. In its
discretion, the City may also require periodic re-certification of the medical
condition, at the City's expense.
Sec. 3-11.8 The City requires that the employee use all of his/her accumulated leaves,
including accrued sick leave, compensatory time and vacation leave as part of the
12 week leave.
Sec. 3-11.9 The City shall continue to pay the employee's health insurance under the same
conditions as if the employee were working. The employee will still be required
to pay his or her share of the premium. The City's obligation to maintain health
insurance ceases ifthe employee's premium payment is more than thirty (30) days
late, provided that the City has given the employee written notice that the
payment has not been received. Such written notice must be given at least fifteen
(15) days before coverage will cease. If the employee pays his/her share of the
premium during the leave but does not return to work after the leave, the City may
require repayment of its share of the medical premium, unless the reason the
employee does not return to work is due to (1) the continuation, recurrence, or
onset of a serious health condition which would entitle the employee to FMLA
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leave, or (2) other circumstances beyond the employee's control (e.g. spouse is
transferred to job more than 75 miles from employee's work site).
Sec. 3-11.10 During unpaid leave, employees will not accrue or receive vacation, sick or
holiday leave and / or pay.
Sec. 3-11.11 The employee is entitled to be restored to the same or equivalent position with
equivalent pay, benefits, and other terms and conditions of employment at the end
of the leave.
Sec. 3-11.12 The provisions of Section 3.11 are general summaries of certain federal and state
statutes and regulations. The provisions of Section 3.11 are for information
purposes only and are not meant to increase or decrease the benefits actually
available by statute.
Sec.3-11.13 Employees must comply with all requirements for furnishing information as
outlined in the statutes.
Sec.3-11.14 Employees will be granted a paid leave of absence to undergo a medical
procedure to donate bone marrow in accordance with applicable state law.
SECTION 3.12. INSURANCE
Sec. 3-12.1 Benefits under City authorized insurance programs are governed by the terms and
conditions of the respective insurance policies, administrative interpretations
thereof, and administrative procedures established by the City. The City Manager
may authorize the participation of regular part time employees in these programs.
SECTION 3.13. DEFERRED COMPENSA TlON
Sec. 3-13.1 Deferred compensation plans, which defer a portion of the employee's income for
retirement purposes and currently shelter such deferred amounts from state and
federal taxes, may be made available to all regular employees of the City.
SECTION 3.14. FLEXIBLE BENEFIT PLAN
Sec. 3-14.1 A flexible benefit plan which allows an employee to set aside pre-tax income for
the employee's share of health insurance premiums and deductible medical and
child care expenses is available to all regular employees of the City.
SECTION 3.15. TUITION REIMBURSEMENT
Sec. 3-15.1 Full-time employees taking job related education courses are eligible to receive
reimbursement for tuition and books when the course is completed. To receive
reimbursement, the following must occur:
1.) Courses must be approved and budgeted for in advance by the
Supervisor and the City Manager.
2.) A grade of"C" or better must be attained (a copy of the transcript must
be provided).
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City of Prior Lake Personnel Policy
3.) A reimbursement form must be completed and submitted to the
supervisor upon completion of the course.
SECTION 4. EMPLOYEE RIGHTS & RESPONSIBILITIES
SECTION 4.1. RESPONSIBILITIES OF CITY EMPLOYEES
Sec. 4-1.1
Efficient and effective delivery of municipal services requires active effort and
cooperation between City employees and the general public. The City of Prior
Lake stresses a "team approach" attitude when working for the City. Each
employee and each department of the City are dependent, in some way, on the
other employees and department's of the City. It is particularly important that all
work undertaken by City employees be accomplished expeditiously, efficiently
and economically. To reach this goal, the establishment of rules for employee
conduct and responsibility are required.
Sec. 4-1.2
It shall be the responsibility of all employees to:
Sec. 4-1.21 Perform their assigned duties and responsibilities to the best of their
ability at all times, and to continually strive to improve their performance.
Sec. 4-1.22 Provide prompt, friendly and courteous service to the public at all times.
Sec. 4-1.23 Read, understand and comply with the rules and regulations set forth in
this Policy, administrative regulations and departmental rules.
Sec. 4-1.24 Conduct themselves with decorum and respond to inquiries and
information with patience and every possible courtesy.
Sec. 4-1.25 Report all unsafe conditions to their supervisor, report all injuries to their
supervisor and file the appropriate accident or injury related reports
immediately.
Sec. 4-1.26 Recommend ideas for improving City services or methods for achieving
greater efficiency or economy.
SECTION 4.2. DISCRIMINA TION
Sec. 4-2.1
The City of Prior Lake is committed to providing a work environment free of
discrimination. No one will be hired, promoted, discharged or in any way
favored or discriminated against because of political opinions or affiliations,
race, color, age, national origin, religion, sex, marital status, status with
regard to public assistance or disability, or because of the exercise of rights
under provisions of the Public Employment Labor Relations Act, Minnesota
Statutes Sections 179A.01 to 179A.25. Additionally, the City hires only
citizens and aliens lawfully authorized to work in the United States.
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City of Prior Lake Personnel Policy
SECTION 4.3. SEXUAL HARASSMENT
Sec. 4-3.1 PURPOSE: It is the City of Prior Lake's policy that the work force
environment and the City's employees will be free of sexual harassment and
that all individuals will be treated with respect.
Sec. 4-3.2 POLICY: The City's policy is that:
Sec. 4-3.21 Sexual harassment of employees is prohibited.
Sec. 4-3.22 This policy will apply to all officials and employees of the City of Prior
Lake.
Sec. 4-3.23 Sexual harassment includes, but is not limited to, unwelcome sexual
advances, requests for sexual favors, sexually motivated physical contact,
and other verbal, visual or physical contact of a sexual nature when:
(a) Submission to such conduct is made either implicitly or explicitly a
term or condition of an individual's employment;
(b) Submission to or rejection of such conduct by an individual is used
as a basis for an employment decision affecting that individual's
employment.
(c) Such conduct has a purpose or effect of substantially interfering
with an individual's work performance or creating an intimidating,
hostile, or offensive working environment.
Sec. 4-3.24 Behavior which may constitute sexual harassment includes, but is not
limited to:
(a) Verbal harassment (e.g., epithets, derogatory remarks, or slurs);
(b) Physical harassment (e.g., touching, gestures, assault, impeding or
blocking movement, or any physical interference with normal work
or movement); .
( c) Visual forms of harassment (derogatory posters, letters, poems,
graffiti, cartoons, or drawings); and
(d) Requests for sexual favors or unwelcome sexual advances.
Sec. 4-3.25 Any employee who feels he or she is being subjected to sexual harassment
in any form, or who believes he or she has witnessed sexual harassment in
any form, must contact his or her supervisor, the Department Head,
Personnel Director or City Manager immediately. All supervisors are
required to report immediately any allegations to the Department Head,
Personnel Director and City Manager. Only persons with a need to know
ofthe allegations or its resolution will be made aware of the issue.
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Sec. 4-3.26 Any complaints which are made will be investigated in a timely fashion.
All employees shall cooperate in any investigation of such a complaint. If
the facts support the allegations, the perpetrator of the sexual harassment
will be disciplined. Any employee found to have made a false complaint
of sexual harassment or found to have given knowingly false information
during an investigation of such a complaint will also be disciplined.
SECTION 4.4. DISCIPLINE
Sec. 4-4.1
Disciplinary Action: Employees shall be subject to disciplinary action for
failing to fulfill their duties and responsibilities as outlined in this policy and
each job description. It shall be the policy of the City to administer
disciplinary action uniformly and without discrimination. Disciplinary action
may include termination. Discipline will be based upon the nature and
severity of the infraction and the conditions surrounding the incident.
Generally accepted principles of progressive discipline will be used where
practicable, including oral reprimand, written reprimand, suspension,
demotion and dismissal. However, the City Manager is not required to apply
progressive discipline if, in the City Manager's opinion, progressive.
discipline is not appropriate.
SECTION 4.5. REPORTS OF DISCIPLINARY ACTION
Sec. 4-5.1
The Personnel Director and City Manager shall' be promptly notified of all
disciplinary action taken against an employee and a proper written record
thereof shall be provided to the affected employee and the employee
representative (if applicable), and maintained in the employee's personnel
file.
SECTION 4.6. APPEALS AND HEARINGS
Sec. 4-6.1
Sec. 4-6.2
Sec. 4-6.3
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It is the intent of the City to administer this Policy fairly and equitably.
When a disagreement over policy interpretation or administration occurs, the
employee and hislher immediate supervisor should make all reasonable and
prudent efforts to informally review and discuss the matter. If such informal
steps fail to resolve the disagreement satisfactorily, the following appeal
procedure is available to provide an orderly and equitable procedure for
hearing employee appeals. Employees shall be free of restraint, interference,
discrimination or reprisals related to such appeal presentations.
Appeal: An appeal is a written claim or complaint by an employee about the
interpretation or application of the express provisions of this Policy.
Form of Appeal: All appeals shall be presented in writing at each step in the
process and contain the following: name of the employee, specific language
of personnel policy at issue, nature of appeal, date of appeal, informal and
formal actions taken to date to resolve the matter and specific relief
requested.
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City of Prior Lake Personnel Policy
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Sec. 4-6.4
Sec. 4-6.5
Sec. 4-6.6
Sec. 4-6.7
Sec. 4-6.8
Sec. 4-6.9
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Appeal Involving Termination of Employment: A regular full time or regular
part time employee who has passed the probationary period for the position
currently occupied and received notification of termination from the
supervisor, shall be suspended without pay pending notification of appeal as
provided for in section 4.6. If the employee does not appeal within ten (10)
calendar days, the termination shall become effective. Probationary,
temporary, paid on call, seasonal and / or volunteer employees are not
eligible for this appeals procedure.
Procedure: Appeals shall be filed within ten (10) calendar days after the date
upon which the act giving rise to the appeal occurred. Appeals shall be
submitted in the following sequence:
(a) First step - immediate supervisor;
(b) Second step - department head;
(c) Third step - City Manager
First Step: The appeal shall first be presented to the employee's immediate.
supervisor. Within five (5) calendar days after receipt of the appeal, the
immediate supervisor shall meet with the employee. Within five (5) days of
the meeting, the immediate supervisor will make hislher decision and
communicate the same in writing to the appealing employee.
Second Step: If an employee is not satisfied with the disposition of the
appeal by the immediate supervisor, the employee may submit the appeal in
writing to hislher department head within five (5) days after receiving the
immediate supervisor's decision. Within five (5) calendar days after receipt
of the appeal, the department head shall meet with the employee to resolve
the appeal. Within five (5) calendar days after such meeting, the department
head shall make hislher decision and communicate the same in writing to the
employee.
Third Step: If an employee is not satisfied with the disposition of the appeal
by the department head, the employee may submit the written appeal to the
City Manager within five (5) calendar days after receiving the department
head's decision. The City Manager shall meet with the employee and make a
final decision on the appeal and communicate the same to the employee in
writing.
Waiver: If an appeal is not presented by the employee to the employer within
the time limit set forth above, it shall be considered waived. If an appeal is
not taken to the next step within the specified time limit, it shall be
considered settled on the basis of the employer's last answer. If the employer
does not answer an appeal within the specified time limit, the employee may
elect to treat the appeal as denied at that step and immediately appeal to the
next step. Time limits in each step may be extended by mutual written
agreement.
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City of Prior Lake Personnel Policy
Sec. 4-6.10 If the employee's immediate supervisor is a department head, the employee
may iinmediately proceed to the second step ofthe appeal process, which step
is set forth in section 4-6.7. All time limits shall apply.
SECTION 5. RETIREMENT BENEFITS
SECTION 5.1. F:'UBLIC EMPLOYEES' RETIREMENT ASSOCIA TION (PERA)
Sec. 5-1.1
All persons hired for regular full and part time positions and certain
temporary positions with the City of Prior Lake are members of the Public
Employees' Retirement Association. Employees shall have deductions made
for the PERA, as established by law, from each payroll.
SECTION 5.2. SOCIAL SECURITY
Sec. 5-2.1
Every employee, except sworn police personnel, shall be subject to the
provisions of the Federal Social Security Old-Age and Survivor's Insurance
Program, and deduction to cover such payments will be made from each
payroll.
SECTION 5.3. MEDICARE
Sec. 5-3.1
Every employee, including sworn police personnel, hired after March 15,
1986, shall be subject to the provisions of the Medicare Program, and
deduction to cover such payments will be made from each payroll.
SECTION 6.GENERAL PERSONNEL POLICY PROVISIONS
SECTION 6.1. WORK DA Y
Sec. 6-1.1
Sec. 6-1.2
Sec. 6-1.3
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The normal work hours for full-time employees are 8:00 a.m. - 4:30 p.m.,
Monday through Friday, with the exception of the full-time maintenance
employees whose hours are 7:00 a.m. - 3:30 p.m., Monday through Friday.
Any work schedule that deviates from these hours must be scheduled or pre-
approved by the department supervisor. Any overtime, take-home, or off-site
work must be pre-approved by each supervisor.
The City provides a paid IS-minute break for every four hours worked and an
unpaid one-half hour meal break during an eight-hour shift. Break times are
determined by each supervisor. With the supervisor's consent, the two 15-
minute breaks may be combined with the one-half-hour unpaid meal break
for a once-a-day, one hour meal break.
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SECTION 6.2. TARDINESS
Sec. 6-2.1
Employees are expected to report to work promptly for their scheduled shift.
If an employee will be tardy, the employee should call their supervisor as
soon as possible on that work day informing them of the situation.
SECTION 6.3. EMPLOYEE AVAILABILITY
Sec. 6-3.1
Because employees may be needed for a work related emergency, they need
to keep the supervisor updated, in writing, of their telephone number.
SECTION 6.4. TIME SHEETS AND PA YROLL
Sec. 6-4.1
Sec. 6-4.2
Sec. 6-4.3
Time sheets are to be completed by each employee for each pay period. The
completed time sheets should then be submitted to the employee's supervisor
for approval.
Employees must complete a Request for Leave form each time the employee
will be away from work. The form should then be submitted to the
employee's supervisor for approval.
Employees are paid twice a month - once on the 15th and once on the last day
of the month. If a payday falls on a holiday, employees will receive their
checks on the last working day before the holiday.
SECTION 6.5. REPORT OF PERSONNEL CHANGES
Sec. 6-5.1
The City Manager shall prescribe the necessary forms for reports of all
personnel changes. The forms shall provide spaces for entering such
supporting or other pertinent information as the City Manager deems
necessary.
SECTION 6.6. RECRUITMENT, SELECTION OR APPOINTMENT OF EMPLOYEES
Sec. 6-6.1
Sec. 6-6.2
Sec. 6-6.3
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Appointment to all positions shall be made by the City Manager on the basis
of merit and fitness for the position. Merit and fitness shall be ascertained by
such means as are deemed appropriate by the City Manager to evaluate the
ability of the candidate to discharge the duties and responsibilities of the
position subject to the appointment.
The City shall provide equal opportunity to all employees and applicants for
employment in accordance with all applicable Equal Employment
Opportunity / Affirmative Action laws, statutes and regulations of federal,
state and local governing bodies, including such equal opportunity /
affirmative action plans ofthe City.
The City shall not discriminate against any employee or applicant for
employment because of race, color, creed, religion, national origin, sex,
disability, age, marital status, or status with regard to public assistance.
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5.ECTION 6.7. APPOINTMENT AND PLACEMENT OF RELA T1VES
Sec. 6-7.1
Relatives closer than second cousins by blood or by marriage will not be
employed in the same work group. Normally a work group will be defined as
a department. In some instances a division, or distinct and separate section
within a division, may be considered as a work group. Employees will not be
placed in a work group in which a relative will exercise supervision over the
employee. All decisions on the definitions of work groups and the definition
of a relative in supervisor - relative relationships will be made by the City
Manager.
SECTION 6.8. ANNIVERSARY DA TES AND PERFORMANCE EVALUA TIONS
Sec. 6-8.1
Sec. 6-8.2
Sec. 6-8.3
Anniversary dates for the purpose of calculating wages, vacation, sick leave,
etc. are determined as follows: The anniversary date utilized for employees
hired before the 15th day of the month shall be the first of the initial month of
employment. (e.g. ifhired on 5/5/97, May 1st would be the anniversary date.)
The anniversary date utilized for employees hired after the 16th day of the
month shall be the 16th of the month. (e.g. if hired 5/25/97, May 16th would
be the anniversary date.)
Anniversary dates are determined using the method outlined in Sec. 6-8.1
each time an employee is hired or promoted by the City, unless another
arrangement is made with the City Manager. Thus, if an employee leaves the
City for a period of time and is re-hired, the new anniversary date will be
used.
Each employee will be given a performance evaluation at least on an annual
basis. The City believes that this is a very important component of the
employment process within the City of Prior Lake. Evaluating performance
is necessary because it serves as a review of each employee's effectiveness
and provides a foundation for motivation, performance improvement and
compensation.
SECTION 6.9. CONFLICT OF INTEREST / ETHICAL CONDUCT
Sec. 6-9.1
Sec. 6-9.2
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City employees are expected to maintain high ethical standards as they carry
out their duties. If there is a question as to what is considered ethical
behavior for a City employee, check with the City Manager for definition or
interpretation.
The credibility of local government rests heavily upon the confidence which
citizens have in public employees to render fair and impartial services to all
without regard to personal interest and/or political influence. The delivery of
public services to our citizens requires that City employees scrupulously
avoid any activity which suggests a conflict of interest between their private
interests and City responsibilities. Employees of the City, or their family
members, shall not engage or have financial interest in any business or other
activity which could reasonably lead to a conflict of interest with the
employee's primary City responsibilities. "Family members" shall be deemed
to be the employee, the spouse of the employee and the parents, children, and
siblings of the employee or spouse and/or the lineal descendants of any of
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City of Prior Lake Personnel Policy
them. Examples of activities which are not in accordance with this policy.
include, but are not limited to:
1. having an interest in any business which has contracts or other
direct dealings with the City of Prior Lake;
2. activities which require the employee to interpret City Codes
ordinances or regulations when such activity involves matters with
which the employee has business and/or family ties;
3. consulting activities carried out within the City of Prior Lake if
such consulting involves talents or skills primarily related to the
employee's City work responsibilities.
4. disclose any confidential information concerning property or
affairs of the City without first obtaining proper legal
authorization. This includes using confidential information to help
the financial or private interests of anyone.
5. appear on behalf of anyone else's private interests before the City
Councilor any City Commission, Committee, or agency, nor may.
you represent anyone else in any action or proceeding against the
interests ofthe City in which the City is a party.
6. using City v~hicles, equipment, supplies or facilities for private
purpose or gam.
Any employee engaging in any activity involving either an actual or potential
conflict of interest or having knowledge of such activity by another employee
shall promptly report the same to the City Manager. The City Manager shall
investigate the matter and make a determination as to whether or not an
actual conflict exists and whether the continuation of the practice would be
injurious to the effectiveness of the employee in carrying out hislher
responsibilities. In the event of an actual conflict, the employee shall
immediately terminate the conflicting activity or be subject to termination of
employment. The City Manager will make interpretations as to the
applications of these guidelines.
SECTION 6.10. RECEIPT OR SOLICITATION OF GIFTS
Sec. 6-10.1 No employee shall receive or solicit any gift from any person, business or
organization having any business, administrative, legislative, contractual or
any other relationship with the city if the gift could be perceived to or could
influence actions of an official nature. A gift is any money, tangible or
intangible personal property, food, beverage, loan, promise, service or
entertainment.
An employee may receive a meal or other service, if the employee reimburses
the provider.
SECTION 6.11. CHILD SUPPORT OR SPOUSAL MAINTENANCE
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City of Prior Lake Personnel Policy
Sec. 6-11.1 Newly hired employees will be asked at the time of.hire whether they are
required by court order to pay child support. or spousal maintenance
(alimony) which is required by law to be withheld from their income. Those
who answer yes will be asked to supply the City of Prior Lake with a copy of
the order so that the City may carry out the court order as directed.
SECTION 6.12. DRIVER'S LICENSE
Sec. 6-12.1 Employees who are required to hold a valid driver's license as part of their
job must immediately report any suspension, revocation, or restrictions of
their driver's license to their supervisor.
SECTION 6.13. USE OF CITY AUTOMOBILE AND REIMBURSABLE EXPENSES
Sec. 6-13.1 If an employee has a valid driver's license and needs a car for City business,
he / she can request the use of a City car if available. City cars are only to be
used for official city business. Employees are permitted, however, to stop for
their break period or lunch period at a restaurant or other location within the
city provided that the approved break times are adhered to and the employee .-
is using the city vehicle for city business before and / or after the break
period.
Sec. 6-13.2 The City will reimburse $.325 per mile to city employees authorized to use
personal automobiles in the conduct of city business and who do not receive a
monthly vehicle allowance. Because of hazards associated with motorcycles,
they may not be used in qualifying for the mileage reimbursement.
Reimbursement shall be approved only when the supervisor has specifically
approved the use of a private vehicle for the conduct of bonafide day to day
city business due to lack of availability of a city vehicle or the
inappropriateness of the city vehicle to the intended work objective.
Employees requesting reimbursement must submit a completed
reimbursement form to their supervisor who must sign and forward to the
Finance Department.
Sec.6-13.3 Employees may apply to the finance department for reimbursement for
expenses incurred by the employee while on official city business, with the
approval of the employee's supervisor. This includes meals associated with
city paid conferences and seminars. Employees requesting reimbursement
must submit a completed reimbursement form to their supervisor who must
sign and forward to the Finance Department.
SECTION 6.14. VEHICLE ACCIDENTS
Sec. 6-14.1 If an employee is involved in a vehicle accident while on City business,
whether in their own vehicle or a City vehicle, it must be reported to their
supervisor. An accident information form must be completed based on the
information that is provided. This must be done within 24 hours of the
accident. The police should be requested to investigate the accident scene
including, if applicable, a post-accident drug and alcohol test.
Sec. 6-14.2 If an employee is injured in a vehicle accident while on City business,
whether in their own vehicle or a City vehicle, a First Report of Injury form
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City of Prior Lake Personnel Policy
(available from the Finance Department) must be completed by the
employee's supervisor. This information will also be used to. complete the
Supervisor's Report of Injury form. Both forms are then turned in to the
Finance Department.
SECTION 6.15. INJURY ON DUTY
Sec. 6-15.1 If an employee is injured, however slightly, during the workday, it must be
reported immediately to their supervisor. A First Report of Injury form must
be completed by the employee's supervisor within 24 hours, who in turn will
also complete a Supervisor's Report of Injury form and then submit both
forms to the Finance Director.
SECTION 6.16. SMOKING
Sec. 6-16.1 All City offices, including public areas and vehicles, are smoke-free.
Employees will be allowed to smoke in designated garage areas and outside.
SECTION 6.17. DRESS CODE
Sec. 6-17.1 Employees are expected to dress in appropriate attire for their particular
position. Each supervisor will help in determining what is or isn't
appropriate for the position.
Sec. 6-17.2 Fridays will be considered "casual day" for all employees. Each supervisor
will help in determining what is or isn't appropriate. Employees may not
wear clothing with profanities or any other inappropriate items printed on
them.
SECTION 6.18. DRUG & ALCOHOL USE
Sec. 6-18.1 It is against City policy to possess, sell, or use drugs or drug paraphernalia on
City property, including City buildings and City vehicles, except as
authorized by job description or a valid medical prescription. It is against
City policy to report for work while under the influence of alcohol or drugs,
except as authorized by a valid medical prescription. Please note, even if a
valid medical prescription authorizes use of a specific substance, if an
employee is unable to perform the essential functions of their position due to
the medical prescription, the employee will be sent home immediately. In
addition, if an employee reports to work impaired, they may not drive a city
vehicle or use their personal vehicle to perform City business.
Sec. 6-18.2 In response to regulations issued by the Federal Highway Administration
(FHW A), the City has adopted a policy regarding alcohol and controlled
substances for commercial drivers. The FHW A regulations require the City
to test all employees who operate commercial motor vehicles and therefore
are required, in the course of their job duties, to hold a commercial driver's
license.
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SECTION 6.19. INCLEMENT WEA THER
Sec. 6-19.1 On days when inclement weather occurs, it is the policy of the City of Prior
Lake to remain open during regular office hours. Inclement weather will be
defined as conditions that prohibit safe travel as recommended by the
National Weather Service. ''NO TRAVEL" advisories are announced on
most radio stations. Employees are encouraged to listen to W.C.C.O. Radio
(830 AM) for up to date weather information.
Sec. 6-19.2 Regular full-time and regular part-time employees who are unable to report to
work, or who wish to leave work because of the weather conditions, will be
able to use any of their accrued leave time for the hours the employee is
absent from regularly scheduled work. Seasonal and temporary c.mployees
must take time without pay for the time they are absent from work.
Sec. 6-19.3 In the event that City Hall must be closed, the City Manager will make the
determination and contact all department heads with this decision. Every
effort will be made to contact employees in order to inform them of the
decision. Employees may also be able to call City Hall to hear a taped
message indicating whether employees should report to work. Employees:.
will be asked to account for the absence according to the same guidelines as
listed in Sec. 6-19.2.
SECTION 6.20. BUSINESS / PERSONAL PHONE CALLS
Sec. 6-20.1 All departments have been issued an MCI phone card with a specific
department authorization code. Employees should obtain a copy of the call
instructions from your department head for placement of all business related
long distance phone calls.
Sec. 6-20.2 Personal long distance phone calls may only be made if the charges are
reversed to the individual employee's home phone number or if the employee
uses his or her personal credit or phone card for such long distance phone call
purposes. In any event, personal long distance phone calls are not to be
placed on a reimbursement basis. In addition, personal calls - either local or
long distance - should be made during breaks or during your lunch hour. Or
if necessary, limited to two minutes during regular work hours.
Sec. 6-20.3 Cellular phones are to be reserved for city phone use only. However, there
are times when an employee must make a personal call when it is not
practical for the employee to return to the building. Such exceptions are
allowed.
SECTION 6.21. CITY COMPUTER POLICY
Sec. 6-21.1 The City has an additional policy specifically relating to the Prior Lake
computer system. It is included as an appendix to this personnel policy.
SECTION 6.22. SAFETY POLICY
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City of Prior Lake Personnel Policy
Sec. 6-22.1 The City has an additional policy specifically relating to safety. This policy
is included as an appendix to this personnel policy.
SECTION 6.23. TERMINA TlON / FINAL PA Y PROCEDURES
Sec. 6-23.1 Resignation:
Sec. 6-23.11 To terminate employment with the City in good standing, employees are
required to submit a letter of resignation to their supervisor two weeks
before they intend to leave. Department heads are required to give a one
month (30 days) notice. Employees who terminate in good standing will
receive all accrued severance benefits up to their termination date.
Sec. 6-23.12 A permanent forwarding address should be left with the Finance
Department so that W-2 forms can be mailed at the end of the year.
Sec. 6-23.2 Under the COBRA law, employees have the right to keep, at their own
expense, group health coverage through the City, unless the employee was
terminated for gross misconduct. This right exists until group health
coverage becomes effective at your new place of employment or for eighteen.
(18) months after termination, whichever is shorter.
Sec. 6-23.3 State law grants employees the right to keep, at their own expense, group
term life insurance coverage through the City. This right ends when group
term life coverage becomes effective at your new place of employment, or for
eighteen (18) months after termination, whichever is shorter.
Sec.6-23.4 When an employee terminates employment with the City, they should contact
PERA and their Deferred Compensation representative to learn about the
options regarding employee contributions. Options vary depending on if the
employee retires or if they terminate employment before retirement.
Sec.6-23.5 If an employee leaves their job with the City as an employee in good
standing, he / she may be eligible for severance payment. Regular full-time
employees who leave before completing five (5) years of service can receive
their accrued vacation time in payor in time-off before their termination date,
at the discretion of the City Manager. Regular full-time or part-time
employees who leave the City after five (5) years of continuous service will
be paid for 1/2 of their unused sick leave in addition to any accrued vacation
time.
Sec. 6-23.6 Accrued vacation and/or sick leave time will be paid on a check separate
from the regular final payroll check. No PERA deduction is made from this
check.
Sec. 6-23.7 Employees Involuntarily Terminated by the City:
Sec. 6-23.71 Employees terminated by the City have the right to demand immediate
payment of any earned but unpaid wages. If a terminated employee
demands or requests his or her unpaid wages, the City has 24 hours to
submit payment. If the expenditure of funds for payment of the unpaid
wages requires approval from the City Council, the 24 hour period does
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City of Prior Lake Personnel Policy
not begin to run until the date of the first regular or special City Council
meeting following the employee's discharge.
Sec.6-23.72 If a terminated employee does not demand payment of earned but unpaid
wages, the City may wait until the next regularly scheduled pay day
following termination to submit payment.
Sec. 6-23.73 Regardless of when the terminated employee is paid, the wages must be
paid at the City's usual place of payment, unless the employee requests
that the wages be sent by mail.
Sec. 6-23.8 Employees Who Voluntarily Quit or Resign
Sec. 6-23.81 Employees who quit or resign from the City are to be paid their earned but
unpaid wages not later than the next regularly scheduled payday following
the employee's final day of employment, unless a collective bargaining
agreement provides otherwise.
Sec.6-23.82 If the next regularly scheduled payday following the employee's final day
of employment is less than five calendar days following the employee's. .
final day, full payment may be delayed until the second regularly
scheduled payday. In no event, however, may payment be made later than
20 days following the employee's final day.
Sec. 6-23.83 If the City fails to meet the above time lines, the wages become
immediately payable upon demand of the employee. Wages paid to
employees who quit or resign must be paid at the usual place of payment
unless the employee requests that the wages be sent by mail.
Sec.6-23.9 Special Circumstances
Sec. 6-23.91 If the employee who quit, resigned or was terminated was entrusted with
the collection, disbursement or handling of City money or property, the
City has 10 calendar days after employment terminated before the
aforementioned time lines commence. The purpose for this additional 10
days is to allow time for the City to ensure that the City's money.and
property is in proper order. The time lines for payment set forth above for
terminated or voluntarily resigning employees begin once the 10 day
period ends.
Sec.6-23.92 If the City owes an employee wages, vacation credit, etc., at the time of
the employee's death and no personal representative of the person's estate
has been appointed, and the surviving spouse requests payment, the City
must pay to the surviving spouse what the City owed the employee at the
time of death, as long as the amount does not exceed $10,000. Upon
receipt of such a request from a spouse, the City must ask for and receive
an affidavit from the spouse that proves the spousal relationship. No funds
may be disbursed without the affidavit. The City must also require the
spouse to acknowledge receipt of payment in writing. If the amount owed
to the deceased employee is greater than $10,000, or if a personal
representative is already appointed by the time the spouse makes the
request, the City must coordinate payment with the estate instead of the
spouse.
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ACKNOWLEDGMENT
I, AN EMPLOYEE OF THE CITY OF PRlOR LAKE, HAVE RECEIVED
AND READ THE CITY OF PRlOR LAKE PERSONNEL POLICY. I
UNDERSTAND THAT THIS MANUAL MAY BE AMENDED FROM
TIME TO TIME AT THE SOLE DISCRETION OF THE CITY MANAGER
AND / OR CITY COUNCIL. I FURTHER UNDERSTAND THAT TillS
MANUAL DOES NOT CONSTITUTE A CONTRACTUAL AGREEMENT
BETWEEN MYSELF AND THE CITY OF PRlOR LAKE. I ALSO
UNDERSTAND THAT THE CITY HAS EXPRESSLY REVOKED ANY
EMPLOYMENT CONTRACT THAT MAY HAVE BEEN FORMED BY
ANY PRlOR PERSONNEL POLICY, EMPLOYEE HANDBOOK, OR THE
LIKE.
NAME
SIGNATURE
DATE
8/98
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City of Prior Lake Personnel Policy
APPE~OIX
A
Computer User's Manual
8/98
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City of Prior lake
USER'S MANUAL
Personal Computer Network
Approved: September 1997
Amended: August 1998
TABLE OF CONTENTS
ABOUT THE PRIOR LAKE COMPUTER SYSTEM:
WHAT IS A NETWORK?
HOW DOES A NETWORK FUNCTION?
STRUCTURE OF A NETWORK
HOW IS INFORMATION PROTECTED ON THE NETWORK?
HOW DO I LOG-IN AND LOG-OUT OF THE NETWORK?
TRAINING NEEDS AND OPPORTUNITIES
YOUR RESPONSIBILITIES AS A USER:
COMPUTER CARE AND MAINTENANCE
POLICY ON PERSONAL USE
CITY-OWNED SOFTWARE
PERSONAL HARDWARE AND SOFTWARE POLICY
SOFTWARE PIRACY POLICY
VIRUS PROTECTION POLICY
DOCUMENTATION POLICY
PORTABLE COMPUTER USE
AMENDMENTS AND ADDENDUMS:
1
1
2
2
4
6
7
8
8
8
9
9
10
11
12
12
14
.:":~#'
ABOUT THE PRIOR LAKE COMPUTER SYSTEM
Welcome to the Prior Lake computer network. Our objective is to provide fast,
efficient, and up to date hardware, software, and training to help you to accomplish your
day to day work responsibilities.
Your system administrator is MIS Coordinator Larry Dushek. He, along with any
technical computer consultants hired by the city, are responsible for the upkeep and
monitoring of the network and each individual PC. The MIS Coordinator position is a
shared position with the cities of Shakopee and Savage, and is under the direct
supervision of the Assistant City Manager. If you should ever have a problem or
question about your computer give Larry a call at 440-9675 or leave a message on the
Help Line at ext. 229.
A computer committee, representing all departments of the City, has been
formed to make recommendations to the City Manager on issues relating to the
computer system. The committee is comprised of one representative from each
department including the MIS Coordinator and the Assistant City Manager. Some of
the issues the committee will be addressing include: reviewing computer related
expenditures to see if they are necessary, internet access, external e-mail, web pages,
GIS, and others.
What is a Network?
A network is a group of computers linked together by a variety of conriecting
devices which allows the computer users to communicate and to share resources,
such as data files, software, and printers.
As a network user you can work from your own computer and communicate with
other users through the network. You can send e-mail, schedule appointments and
share files with other users electronically. You also can share the network resources
such as the hard drive on the "central computer" known as a file server, various
printers, and data.
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How does a Network Function?
The heart of a network is the file server, a dedicated personal computer that
uses Novell NetWare to control network activities. The file server coordinates all the
workstations and printers connected to it and regulates the way they share the network
resources. It serves as the traffic control center; directing print jobs, accomplishing the
communications between workstations, such as e-mail or scheduler, and backing up all
data stored on the server's hard drive.
Structure of a Network
Similar to a manual filing system:
· The file server corresponds to the filing cabinet
· The file server drives correspond to the filing cabinet drawers. Our file server
has a volume called F: drive, upon which, other drives called "pseudo-drives"
have been created for each department and for several City operations. For
example, there are drives identified as G:, H:, I:, J:, K:, L:, M:, N:, 0:, Q:, R:
and so on. Each is for a particular department or function and, in the case of
Drive H, for each user. The Police Department uses a separate server and
they use the F: drive for all of their use.
· The directories correspond to the hanging folders in the filing cabinet
drawers.
· Sub-directories of directories correspond to manila folders inside hanging
folders. They divide directories into smaller units, just as manila folders
divide hanging folders into smaller units.
· Files correspond to individual documents inside manila folders. You can
save information into a file with a unique name for later retrieval.
The File Server Drive Structure
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· All users have a directory on the H: drive.. The name of your directory is the
same as your user name, Le., H:\Connie; or H:\Ralph. Think of the H: drive
as your "home" or personal directory where you are the only person who can
store and access data.
. Drives have also been established for each department:
. G: Engineering
. I: City Manager
. J: Building
. K: Parks and Recreation
. L: Planning
. N: Administration
. 0: Finance
. P: CD-ROM
. Q: Fire
. R: Public
. U: Maintenance
. F: Police (Separate server)
You are a member of a group which has been defined by the system administrator.
Each member of the group may access the drive(s) for their respective department. For
example, all members of the Parks and Recreation department are members of the
"park group," which is assigned to drive "K:". Therefore, department personnel all
share drive K: and all the data on that drive; however, anyone not a member of the
group cannot access the K: drive. Users can be members of more than one group if
they need to and have authorization for access to files in other departments.
Department managers who would like other users to have access to their department's
drive, should notify the system administrator.
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You may create sub-directories within your department's group directory by using
. .
the Create Directory menu item in File Manager. Make sure that sub-directories
have unique names. It can be very confusing if you have a sub-directory named
"cats" within a directory named "cats", it is much better to have a directory named
"cats" and a sub-directory named "tabby".
All users have access to Drive "R:", which is designated as the "public" drive. All
files stored in this directory can be accessed by any user.
· A sub-directory named "PUBLIC" has been setup for storing documents to be
shared with other departments and groups, such as newsletter articles,
memos, letters, general correspondence, etc.
· Another sub-directory on the R: drive is "PROTOTYP" for storing standard"
document prototypes (similar to the documents called "templates" in the word
processing software, MS Word). Some prototypes include city council
agenda reports, resolutions, ordinances, etc.
· Another sub-directory named "COUNCIL" has been setup on the R: drive so
that City Council agenda items, resolutions, and ordinances can be stored on
this drive once they have been finalized for the agenda.
Local Drives
Each computer work station also has at least two local drives which can only be
accessed from the individual work station. These drives are the A: drive which is the
31/2" floppy drive and the C: drive which is the hard-disk drive in your computer. A few
units have a drive for CD-ROM disks. Data on floppy disks, CD-ROM disks or on the
local hard disk can be accessed only from your work station.
How Information Is Protected on the Network
All information on the file server (all drives other than the local drives) is stored in
a central location, on the file server's hard disk; however, as explained above, users
can only access their home directory, department or group data and the shared data.
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In addition, users cannot use the same file at the sal11e time another user is using the
.
file, otherwise they might overwrite each other's work.
To prevent this type of problem the network provides a security system to secure
the network as follows:
· Each user is required to have a password. Without password security,
unauthorized users could access another user's data.
· For security purposes your passwords will be changed periodically by
the System Administrator. You will be notified when this occurs and
requested to provide another password. Your password must have at least
five letters, and cannot be a password you used previously. The System
Administrator will notify users when this becomes necessary. A master list
of all user passwords will be securely maintained by the System
Administrator. If you desire a new password prior to the periodical change,
please contact the System Administrator.
· Users only have access to the directories in which you can create, edit and
save files and data.
· To further limit access User 10's are disabled as soon as they are no longer
authorized to use the system, due to resignation, extended leaves, and the
like.
· If someone is temporarily filling in for you, you must either give them yout
user name and password or ask the System Administrator to assign them a
temporary user name to allow them access to your files. It is recommended
that the System Administrator set up a temporary user name for security
purposes.
· If you enter the wrong password more than three times, you will not be able
to access the system for a period of time. If this happens, contact the System
Administrator to reset your login file.
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· Data on the file server is backed up daily. You should save data on the file
server in your personal or department directory to ensure it is saved. It is
equally important that you regularly maintain your files and either copy
old and infrequently used data onto floppy disks or onto your C: drive.
This is vital for the proper operation of the file server and network.
Failure to manage your data will result in excessive storage and
eventual purging by the System Administrator. Monitor, maintain and
manage your data.
· You may backup any data on your C: drive by using the backup utility in the
Microsoft Tools program group, or by copying the data onto floppy disks. You
do NOT need to backup your software programs, but rather just the data files
you have on the C: drive.
How do I Log-in and Log-Out of the Network?
When you turn your computer on, you are asked for your user name and password.
· Procedures for how to Log-in to the Network
Enter your log-in name: (Type in your user name and press the ENTER key).
Enter your password: (Type in your unique password and press the ENTER
key).
If you get a message when you try to log-in that says "ACCESS DENIED", you
either typed your user name or password incorrectly. To correct this situation,
exit Windows and try it again.
· Procedures for how to Log-Out of the Network
You should logout when you go to lunch or leave you desk for a long period of
time, especially in the evening. To logout, exit all applications, inCluding
Windows; then go through START button and hit YES to shut down computer. It
is important to logout before you shut off your computer switch. Failure to logout
regularly can affect your computers trouble free operation. Each day users
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should log-out of the computer and turn off the computer and monitor prior to
leaving for the day. This allows for proper back-up procedures and memory
storage capabilities.
Training Needs and Opportunities
It is the City's intent to provide each of its users with the necessary training required to
use the computers properly. More specific training may be available for areas of
special importance to certain users. An inventory of training needs will be done
periodically in an effort to ensure each user is adequately trained to accomplish their
job duties. These training needs will be prioritized based on amount of need, training
funds available and applicability to specific job functions.
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YOUR RESPONSIBiliTIES AS A COMPUTER USER
Each City of Prior Lake computer is provided for your use for the purpose of
business related work that you need to do to perform your job.
Any employee using City computer equipment contrary to this policy, such as for
personal work during normal working hours, unauthorized personal use during non-
working hours, or for income-producing work, will be subject to appropriate disciplinary
procedures. This includes loading unauthorized software on to the system, adding
hardware, etc. These items will be monitored periodically by the System Administrator.
Computer Care and Maintenance
Computers and peripherals require a minimum of care and maintenance. The work
area should be free of dust and dirt, especially near the computer's internal fan. The
computer screen should be turned off at night, as well as your workstation by logging
off. Do nClt drink. eat. or introduce water or any other liquid near the com outer to avoid,
anv Dossible damaae.
Policy on Personal Use
The City purchased all the computers, associated equipment, and software as tools for
performing official City business. City-owned computers cannot be used for personal
use.
· Any employee using City computer equipment contrary to this policy, such as
for personal work, will be subject to appropriate disciplinary procedures.
· The employee will exclusively use software owned by the City and installed
by the System Administrator.
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City-Owned Software
The City has purchased the right to use certain software products for all personal
computers on the network. The following are the basic software products that are
licensed for and installed on City computers:
1. MS DOS 6.2
2. Microsoft Windows 95, 3.1, or 3.11
3. Microsoft Office (Word, Excel, Powerpoint and Mail)
4. Microsoft Scheduler
5. Novell NetWare 3.12
6. Some departments may have other proprietary (licensed) software
applications.
Department Heads should inform the System Administrator of software and hardware
needs and planned acquisitions well in advance of actual purchase. It is particularly
important that all prospective software be identified in terms of demands that the
software will make upon the City computer system (memory size and storage capacity).
All additions to the City computer systems--hardware and software--are funded through
a central data processing budget administered by the System Administrator. Purchase
of software or hardware with other City funds may be authorized only by the City
Manager.
ALL software must be approved by the Department Head and the System
Administrator, BEFORE it is installed by the System Administrator on either
individual workstations or the file server, in order to ensure system integrity and
operating efficiency.
Personal Hardware and Software Use Policy
No personal hardware or software may be connected to or installed on City
computer equipment. Employees may use their own equipment or software for
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City business only with express permission of their department head and the
System Administrator. This equipment or software must only be connected and I
or installed by the System Administrator.
The equipment and software used for City business is the exclusive property of the
City of Prior Lake. This is designed to avoid or reduce problems with equipment,
software failure, damage to data files, and the introduction of viruses. The employee's
assigned computer must only contain software purchased by and approved by
the City.
Games, other than those included with the MS-Windows software, and
entertainment programs, shall not be loaded on or run from City computers. The
games included with MS-Windows (typically Solitaire, Minesweeper, and Hearts)
are designed to educate and familiarize users with the use of the Mouse and the.
graphical interface of the software. Use of these programs should only occur
outside of normal working hours.
Diskettes or tapes belonging to the City are not to be used in personal home computers
and returned for use in City computers without a virus checking procedure approved by
the System Administrator. Employees should not use diskettes from home or other
computers in City disk or tape drives without a virus checking procedure approved by
the System Administrator. This restricts access to the City's data and prevents virus
transmission.
Policy on Software Piracy
Computer software is protected under copyright laws. A person or organization
possessing a copy of a computer program is subject to the limitations of the copyright
laws. It is allowable to have a backup copy of a software program in case the original
program is destroyed or damaged, and to use the same program under one license on
both a full workstation and a portable computer, providing the computers are not
normally used at the same time.
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Much of the City's common software is purchased in the form of a few physical copies
. .
and a larger number of licenses based upon the number of users who will be typically
using the software at any given time.
The System Administrator will maintain backup copies of the standard network-wide
programs. Each department is responsible to backup any proprietary software, such as
Autocad, PTWin which is unique to their department.
Computer software license agreements are legally binding. Violations may result in
fines or penalties. Only software purchased or approved by the City may be installed on
City computers. Periodic audits of all City-owned computers will be conducted to verify
that all software is authorized and legitimate. Unauthorized or unlawful software will be
removed without particular regard to preserving technical features or program.
relevancy.
It is a violation of City Policy and of copyright law to make a copy of a City-owned
software program and install it on any other computer. It is illegal to copy proprietary
licensed software for personal or other use on a computer other than the City
equipment for which the software was purchased. So-called "pirating or bootleg
copying" is strictly forbidden. Any employee violating this policy will be subject to
disciplinary action.
Policy on Protection from Viruses
In order to protect the data on the system against viruses the City has installed virus
detection and elimination programs. The MS-DOS version on virtually all the
computers also has an anti-virus program. The System Administrator will run the virus
detection programs on the file server, and will be available to assist each user who is
responsible for running anti-virus program protection on his or her personal computer at
least quarterly. ANY virus condition detected on ANY City computer or involving
ANY City software must be reported to the System Administrator immediately.
Diskettes containing data and software from ANY source, including suppliers approved
by the System Administrator, must be checked for viruses by the System Administrator
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or designee BEFORE the diskettes are used in any City computer to copy files or to.
load software into the computer. ASSUME USED DISKETTES HAVE VIRUSES.
Documentation Policy
Documentation consists of written explanation and instructions about an application or
procedure. It is recommended that all applications, especially those used repeatedly,
be documented. This includes applications such as spreadsheets generated with
Excel, forms developed on Word, and Auto-CAD applications. In addition to
documentation, each document created must have the document name listed in the
footer, including the document path (i.e. K:parks/paullpac/agenda).
The level of documentation required will vary depending the complexity of the
application and the frequency that the program will be used.
Topics that should be included in the documentation include, but are not limited to:
· Description of the application
· Data entry requirements
· Source documents
· Data elements
· Table of codes used
· Record or printout of worksheet layout
· Commands, macros, programming statements, cell formulas
REPORTS
· run frequency
· selection criteria
· distribution
PROCESSING
· run frequency
· output
· distribution
Each Department is responsible for ensuring that adequate documentation exists.
Portable Computer Use
The City owns a few portable ("laptop") computers which are assigned to specific
employees who use them as installed workstations via "docking stations." The typical
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alternate use of the portC!ble computers is for official City business, meetings and
events where temporary computer access is needed.
Very limited other uses of portable computers by an employee may be authorized for
official business after normal working hours subject to the following:
· The work must be approved by the Employee's department head.
· The computer will not be needed by the assigned portable computer user.
· The portable computer will only be used for official City business.
· The employee must sign out and sign in for the computer, with the receipt
staying with the assigned user.
· The employee must personally get the computer from and return it to the
assigned user after and before normal working hours, respectively. If the
computer is assigned to another user, advance notification of the sign out
should be given to the computer's normal user.
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AMENDMENTS AND ADDENDUMS
This manual will be amended from time to time to assure that it remains current and
maximizes its utility to users. If you have suggestions for improving this document, your
ideas are welcome! Please contact your Department Head or the System Administrator
with questions, comments, or suggestions.
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Acknowledgment
I have received a copy of the City of Prior Lake Personal Computer Network User's
Manual. I understand that this manual may be amended from time to time by the
System Administrator in an effort 'to address new concerns or questions that may arise
regarding the personal computer network. I understand that I may contact my
Department Head or the System Administrator with any questions or concerns at any
time.
NAME:
SIGNATURE:
DATE:
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City of Prior Lake Personnel Policy
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APPE~UIX
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Safety Policy
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CITY OF .PRIOR LAKE
SAFETY PROGRAM
A WORKPLACE ACCIDENT INJURY REDUCTION PROGRAM
(A.W.A.I.R)
ADOPTED 1993
UPDATED 1998
8/98
TABLE OF CONTENTS
SUBJECT PAGE
POLICY AND GOALS 3
SAFETY PROGRAM RESPONSIBILITY 4
PROGRAM MEASUREMENT AND MANAGEMENT 6
CONTROL OF CONDITIONS AND HAZARDS 7
EMPLOYEE COMMUNICATIONS 8
ACCIDENT REPORTING PROCEDURES 9
ENFORCEMENT OF RULES AND PRACTICES 12
GENERAL SAFETY RULES 13
EMPLOYEE RIGHT TO KNOW PROGRAM 26
FORMS 32
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CITY OF PRIOR LAKE
SAFETY POLICY
POLICY AND GOALS
POLICY
. It is the policy of the City to work toward a place of employment free of recognized
hazards which are likely to cause harm to our employees.
. To satisfy our policy the City will seek to comply with occupational safety and health
standards and instruct employees in applicable regulations and the avoidance of
unsafe conditions.
GOALS
. Our goal is to suffer ZERO accidents and injuries that are of such a nature as to result
in lost time from work or a doctor's care.
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SAFETY PROGRAM RESPONSIBILITIES
Management
· Management is accountable for the safety program and compliance with OSHA rests
with the City Manager.
· The City Manager reports to the City Council periodically on objectives, serious
injuries and hazard reduction activity.
· Management is responsible for ensuring that there is active participation from
department heads, supervisors, and employees in the maintenance of an effective
safety program.
· The responsibility for the effective implementation of the program and record-
keeping rests with individual department heads and supervisors.
· The Assistant City Manager is the program administrator and acts on behalf of the
City Manager to implement this policy.
Supervisors
· It is the responsibility of supervisors to know safety rules and practices and help
identify hazardous conditions or circumstances.
· Supervisors are expected to continuously emphasize safe working practices and
equipment for employees through regular and repeated training.
· Supervisors are expected to investigate, find the cause of, and report thoroughly on
each job related accident, injury, or illness within the timelines set forth in this policy
in order to prevent similar occurrences.
· Supervisors are expected to maintain a capable, well trained work force and re-train
and/or discipline employees for unsafe acts and safety rules or policy infractions.
· Supervisors are expected to maintain accurate and current records as required.
Employees
· Employees are responsible for complying with safety rules and policies.
· Employees are to act with care and consideration for himself / herself and others.
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· Employees are expected to support injury prevention practices, such as: attending
meetings; training exercises; and reporting accidents and hazards.
· Employees are expected to immediately report all job related accidents, injuries and
illnesses to supervisory personnel in accordance with the accident reporting section of
this policy.
The Safety Committee and its members are responsible for:
· Providing direction to the City of Prior Lake Safety Program.
· Assuring cooperation for safety at all levels ofthe organization.
· Recommend training based upon accident experience and exposure.
· Act as a liaison for safety at all levels ofthe organization.
· Reviewing vehicular or personal injury accidents to assure accident and Injury
prevention.
· Identifying areas of safety exposure and recommending appropriate actions to reduce
or eliminate such exposures.
· Promote employee suggestions for safety improvements.
· Preparing for, attending, and participating in safety committee meetings.
· Recommending necessary budget resources for the Safety Program.
Safety Committee Representation
· The Safety Committee will be comprised of representatives from the entire
organization that represent all levels of employees. Employees will be appointed by
their department head to serve on the committee. The term of each appointment will
vary, but will usually be between one and two years, depending on the efforts of the
committee at the time. The Assistant City Manager and the Building Official will be
on the committee indefinitely.
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PROGRAM MEASUREMENT AND MANAGEMENT
· The safety program is measured continually by ongoing events, but annually through
a review of results compared to the main goal of this policy, which is to suffer ZERO
accidents and injuries that are of such a nature as to result in lost time from work or a
doctor's care. This review will be initiated and coordinated by the Safety Committee
and presented to the City Manager. Plans and resource allocation will be considered
as necessary for the coming year by the City Manager.
· Injury prevention effectiveness is a consideration in employee performance
evaluations. Department heads and supervisors request the resources, take initiative,
and make management recommendations as appropriate to achieve the objectives of
the safety program.
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CONTROL OF CONDITIONS AND HAZARDS
Hazards common to the work and conditions in the organization have been substantially
identified through a detailed review of--
· equipment and tools used,
. work performed, and
· the experience of employees.
On an ongoing basis, hazards are identified and controlled through--
· vehicular and personal injury reports,
· reports and OSHA records,
· regular inspections by internal and/or external agents,
· accident investigations
· training on new equipment, processes, techniques, etc.,
· providing personal protective equipment, guards, discipline and training, and
· administration ofthe hazardous chemical safety program (Right To Know).
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EMPLOYEE COMMUNICATIOl'!S
A variety of messages and methods are applied to inform employees of work-related
hazards and controls:
· A safety committee exists consisting of representatives of each department of the
City.
· The role of the safety committee is to assist in providing general direction to the
safety program and act as a liaison between management, the safety committee, and
the employees.
· The safety policy and its goals are communicated in this policy and by reference in
the Personnel Policy for employees' convenience and understanding.
· The Personnel Policy and Safety Policy expresses the responsibilities of employees in
injury prevention.
· Periodic training is conducted for employees.
· Employees exposed to hazardous chemicals are trained III compliance with the
Minnesota Right to Know legislation.
· Safety rules are posted within individual departments.
· The FORMS section of this policy contains, along with the accident reporting forms,
four forms that focus on communicating safety issues with co-workers, supervisors, .
and the Safety Committee. These forms include: (1) Safety Incident Report; (2)
Supervisor's Personal Contact; (3) Employee Report of Unsafe Conditions (which
includes the follow-up documentation form); and (4) Training Records. Please use
these forms when appropriate. If you need assistance when completing the forms you
may contact your department representative on the Safety Commitee or contact the
Assistant City Manager.
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ACCIDENT REPORTING PROCEDURES
I. PERSONAL INJURY ACCIDENTS - ON-THE-JOB
A. Tvnes ofForm~ (Available in Finance Department)
1. Suoervisor's Reoort of Accident
Completed by the supervisor within 24 hours of learning of an on-
the-job accident. The form is then submitted to the Finance
Director, who then reviews the report and forwards a copy to the
Assistant City Manager for distribution to the Safety Committee.
2. First Reoort ofIniurv Forms
Used to record all accidents or occupational injuries which require
medical attention or cause the employee to lose work time in the
position he/she is working. This form is to be completed by the
supervisor within 24 hours of learning of an on-the-job accident
and submitted to the Finance Director based upon information
contained in the Supervisor's Report of Accident.
B. Accident Reoortinll Procedures
1. All work-related personal injury accidents involving a City
employee regardless of severity must be reported as follows:
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a)
The employee is responsible for notifying their supervisor
immediately of any on-the-job injury.
b)
The employee's immediate supervisor completely fills out.
the Supervisor's Report of Accident and submits to the
Finance Director within 24 hours ofthe injury. For
temporary or volunteer firefighters, ifthere is lost time, it is
necessary to know ifthe employee has other employment,
where employed, and telephone number of employer. This
should be noted on the Supervisor's Report of Accident.
c)
The supervisor also needs to complete the First Report of
Injury form from the information contained on the
Supervisor's Report of Accident and submitted to the
Finance Director within 24 hours.
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d) The Finance Director submits a copy of the Supervisor's
Report of Accident to the Assistant City Manager for
distribution to the Safety Committee.
e) Safety Committee members review the Supervisor's Report
of Accident in accordance with the Safety Policy and make
recommendations as appropriate.
II. VEHICULAR ACCIDENTS,
A. Tvoes of Forms.
1. Accident Information FOl111: To be filled out completely within 24
hours for any equipment damage or vehicle accident regardless of
severity. This form is available in the Finance Department.
2. MinnesQta State Motor Vehicular Accident ReDort: To be filled out
and submitted to the Finance Director within 24 hours of any
accident involving more than $500 total damage or personal injury
or death. Do not complete the insurance section, this will be
completed by the Finance Director. This form is available in the
Police Department.
B. Accident ReDortinQ: Procedures,
2.
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Vehicular accidents must be immediately reported in writing by the
employee on the attached Accident Information form with a copy
to the appropriate supervisor. All vehicular accidents involving
property damage, all personal injury accidents, and all accidents
occurring on designated streets must be reported and investigated
by the Police Department. Vehicles should not be moved from the'
accident scene until the police have completed their review ofthe
accident; unless the vehicles are obstructing traffic. Accidents
occuring off a designated roadway, parking lot, etc., must be
reviewed by the immediate supervisor. The supervisor may, at
hislher discretion, also request an investigation by the Police
Department. In all cases the supervisor shall be responsible for
ensuring that all accidents are reported in writing to the Finance
Department using the appropriate forms.
Upon completion of all accident materials, the employee's
supervisor must forward the Accident Information Form and
Minnesota State Motor Vehicle Accident Report to the Finance
Director, who will forward the reports to insurance company for
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claims processing.Vehicle repairs will not be initiated until the
Finance Director has received a completed Accident Information
form.
3.
The Safety Committee will review the accident to determine
preventability/non preventability in accordance with the Safety
Policy and communicate accordingly with the involved employee
and the employee's supervisor.
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ENFORCEMENT OF RULES AND PRACTICES
· A number of safety rules have been developed which employees are to comply with
and, if necessary, supervisors are to enforce.
· Conformance to safe work rules and practices is achieved primarily through setting
clear expectations, communications, and training.
· Discipline and penalties related to safety matters will be applied based on severity,
cost, negligence, and other management considerations, and may deviate from any
general penalty pattern.
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GE~EKAL
SA}'E'l'Y RLLES
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CITY OF PRIOR LAKE
SAFETY GUIDELINES - MAINTENANCE
GENERAL SAFETY RULES:
1. All maintenance employees are required to wear boots or oxford, high-top work
shoes. Tennis shoes are not acceptable footwear. In addition, employees are required
to wear city provided hard hats, gloves, and ear protection while performing duties
requiring such protection.
2. City provided safety vests must be worn on road construction projects or while
performing any duty on a public roadway.
3. Loose or tom clothing must not be worn around machinery.
4. In case of sickness or injury, no matter how slight, report at once to your supervisor
for First Aid. Never attempt to treat your own or another worker's injury (e.g. do not
try to remove foreign particles from eye).
5. Safety devices are for your own protection. Never operate your machine unless all
guards provided are in place.
6. Guards must never be removed except when necessary to make adjustments or
repairs, and they should then be replaced immediately upon completion of the repair.
If a guard is not in its proper position, report it at once to your supervisor.
7. Before using any ladder, make sure it has good safety feet, is anchored properly, and
is free from cracks, broken rungs, or other defects. When there is danger of slipping,
have another worker hold the ladder.
8. Shut down your machine or piece of equipment before cleaning, adjusting, or
repamng.
9. Employees are required to wear seat belts in all city vehicles.
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RULES TO BE APPLIED WHEN OPERATING EOUIPMENT OR TOOLS:,
AIR CHISEL AND HAMMER DRILL
1. Eye protection is required.
2. Never use defective chisels.
3. Flying chips from tools may cause injuries.
4. Ear protection will be required in confined spaces.
GRINDER. DRILL PRESS. SKILL SAW. BAND SAW. HAND DRILL AND,
MULTI-PURPOSE SAW
1. Never operate the above listed machines unless the guards that have been provided
are in place.
2. Guards must never be removed except when necessary to make adjustments or
repairs, and they should be replaced immediately upon completion of the work. Do
not operate equipment while the guard is off. If a guard is not in its proper position,
report it at once to your supervisor.
3. Eye protection is required during operation of the above pieces of equipment.
4. Clamp or vise all materials before working on them, if possible (e.g. when using the
drill press, etc., material must be clamped to the table.).
JACK HAMMER
1. A hard hat must be worn.
2. Both eye and ear protection are required.
WELDER AND TORCHES
1. A welding helmet must be worn while operating welder.
2. Shaded safety glasses / goggles must be worn when using torches.
3. Gloves should be worn where applicable.
4. Workers, who are in the immediate area of the welder, without helmets or eye
protection on, must take necessary precautions to protect themselves from the "flash"
caused by welding.
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WEED WHI~
1. Both eye and ear protection are necessary while weed whipping.
2. Boots or high top shoes are a requirement. Tennis shoes will not be allowed.
3. Long pants shall be used to protect the legs.
J-TAMPER
1. Ear protection is necessary.
2. A hard had shall be utilized.
AERIAL LIFT
1. Always make sure that the basket is locked when in a raised position.
2. Check to see that you are harnessed to the safety strap in the aerial lift.
SPRAYER
1. Use eye protection.
2. Use rubber gloves.
3. Always wear rubber boots and either rubber or plastic pants to protect yourself from
the chemicals being applied.
BRUSH CHIPPE~
1. Use protective gloves
2. Select the proper eye and ear protection.
3. Loose or tom clothing must not be worn around the brush chipper.
HOIST
1. Be sure that all locks are in the "locked position" whenever working near or under a
hoist.
2. Chocks must be utilized.
3. Be sure all people are clear of area.
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TREE TRIMMERS,
1. Workers will wear hard hats at all times.
2. Ear protection is necessary where applicable.
3. Boots must be worn to protect the feet and chaps should be worn where appropriate to
protect the legs.
SANDBLASTIN~
1. Never operate a piece of sandblasting equipment without the supplied sandblasting
hood.
2. Welding gloves must be worn when sandblasting.
MOWERS
1. Proper eye protection is required.
2. The deck shield must be left down when operating a riding mower.
3. Make sure all guards and safety devices are ih use and functional prior to operating
mowers.
4. Make sure engine is turned off before leaving seat or making adjustments to riding
mowers.
5. Make sure engine is turned off, and all parts have stopped, before servicing or
adjusting equipment.
HEAVY EOUIPMENT,
1. Hard hats are required when operating heavy equipment
2. Use ear protection when appropriate
MECHANICS BAY:
1. When running equipment or vehicles, be sure to hook up exhaust tubes to equipment /
vehicles.
2. Hydraulic equipment being worked on in the "raised" position should always be
blocked.
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CITY.OF PRIOR LAKE
SAFETY GUIDELINES-OFFICE
OFFICE EQUIPMENT AND BUILDING SAFETY
;RULES THAT SHOULD BE APPLIED WHEN OPERATING OFFICE,
EOUIPMENT AND RULES PERTAINING TO BUILDING MAINTENANCE:,
TYPEWRITERS:
1. Connect machine only to an outlet of the correct voltage.
2. Make sure machine is turned "off' before connecting or disconnecting any cords or
cables.
3. Do not use the machine in an area where it can become wet.
4. Keep long hair and personal articles away from moving parts to avoid getting them
caught.
5. Always route the power cord so that it is not likely to be stepped on, create a trip
hazard, or be damaged by articles placed on or against it.
COMPUTERS
1. Connect machine only to an outlet ofthe correct voltage.
2. Make sure machine is turned "off' before connecting or disconnecting any cords or
cables.
3. Do not use the machine in an area where it can become wet.
4. Do not attempt to perform maintenance on your computer other than what is directed
in the Computer Users Manual.
5. Always route the power cord so that it is not likely to be stepped on, create a trip
hazard, or be damaged by articles placed on or against it.
6. Always situate computer so that its location and position do not interfere with its
proper ventilation and cooling. The flow of air from ventilation openings should not
be impeded.
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LASER PRINTER,
1. Two people should lift the printer--it weights approximately 50 lbs.
2. Printer must be plugged into the appropriate AC outlet.
3. When changing cartridges or clearing paper jams, follow the warning labels that are
attached to the printer. The fusing assembly area within the printer may become
HOT.
4. Never try to service the printer yourself.
MAIL MACHINE:
1. Avoid getting fingers/hands and loose clothing near moving parts.
2. Avoid personal contact with machine mechanisms or materials which are in motion in
the machine.
3 . Avoid unnecessary handling of electrical wiring.
4. Be careful to avoid strain when lifting the meter from the mail machine.
PAPER CUTTER,
1. Always make sure there is a paper guard on the paper cutter before attempting to use
it.
2. Avoid getting fingers or hands near the blade ofthe paper cutter.
FILE CABINETS
1. Never open two drawers of a file cabinet an one time because the weight of the open
drawers may cause the cabinet to tip.
2. Keep loose clothing away from the file drawer tract.
COPIERS
1. Never look directly at the bright exposure light, and cover document glass while
making copies.
2. Always connect copier to a properly grounded power source receptacle.
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3. Always situate the copier so that its location and position do not interfere with its
proper ventilation and cooling. The flow of air from ventilation openings should not
be impeded.
4. Always exercise care in moving or relocating the copier.
5. Always route the power cord so that it is not likely to be stepped on, or create a trip
hazard, or be damaged by articles placed on or against it.
6. Never attempt to do any maintenance function that is not specifically described in the
user guide.
7. Never remove any cover or guard from copier.
8. Use discretion when removing paper jams from copier because variOils internal parts
ofthe copier can be hot. Always follow specific directions on copier.
FACSIMILE MACHINE,
1. Always connect fax machine to a properly grounded power source receptacle.
,KROY MACHINE,
1. Always connect Kroy machine to a properly grounded power source receptacle.
2. Keep fingers or other objects away from the cutting blades.
ADDING MACHINES,
1. Always connect to a properly grounded power source receptacle.
TWO-WAY RADIO
1. Always connect the two-way radio into a properly grounded power source receptacle.
DIGITIZER
1. Always connect the digitizer into a properly grounded power source receptacle.
2. Always exercise care in moving or relocating the digitizer.
3. Keep all liquids away from the digitizer.
PAPER SHREDDER
1. Always connect the paper shredder into a properly grounded power source receptacle.
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2. Always exercise care in using the paper shredder, making sure not to get anything
caught in the shredding device.
3. Keep all liquids away from the paper shredder.
4. Never operate shredder without guards.
TOXIC MATERIALS
1. Some of the office materials used are toxic. Always read the label prior to using the
materials and never ingest any office chemicals. Specifically harmful materials
include Toner Dust, Liquid Paper, Liquid Paper Thinner and glue.
BUILDING SAFETY
FURNACE
1. Do not block furnace intake and exhaust area.
2. Due to fire code restrictions, nothing should be stored in the furnace room which is
flammable. Janitorial equipment must be at least three feet from the furnace and
FUSE BOXES MUST NOT BE BLOCKED.
ELEVATOR
1. Do not attempt to gain access to elevator mechanism or electrical Add-A-Phase
options and always contact trained personnel for service problems.
STAIR WELLS
1. Fire Codes prohibit storing flammable items in stairwells and furnace rooms. Nothing
should be stored in an exit area which would prohibit or obstruct exit in case of
emergency.
'N CASE OF FIRE
1. There are two main exits located on the North and South sides of City Hall. There is
also an additional exit out of the Police Department to the East side of City Hall.
2. There are many exits in the Maintenance Center located at various places of the
building.
3. There are two main exits located on the North and South sides of the Police Annex.
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4. There are also two main exits on East and West sides ofthe Fire Station.
5. In case of fire in any city facility, move swiftly to the closest exit and proceed
outdoors away from the building. Always use the stairwell and not use the elevator
while evacuating the building.
6. There are fire extinguishers located throughout each of the main city buildings,
including three at City Hall. They are located as follows:
--- Second Floor by Building Department counter
--- Second Floor at top of North Stairwell
--- First Floor outside of City Engineer's office
IN CASE OF SEVERE WEATHER
1. In case of severe weather, and the appropriate warning sirens are sounded, please
move swiftly to the lowest level ofthe building. Be sure to stay away from windows.
IN CASE YOU COME ACROSS AN ACCIDENT
1. If you are performing your job duties and come across an accident, either a vehicular
or personal accident of a serious nature, radio for help and / or have someone call 911
immediately.
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CITy-oF PRIOR LAKE
SAFETY GUIDELINES - POLICE
GENERAL SAFETY RULES:,
1. In case of sickness or injury, no matter how slight, report this to a supervisor.
2. Once a year, review all rules outlined in the Police Policy and Procedure Manual.
3. Always wear a seat belt when operating a police vehicle.
4. In case of a police pursuit, follow the guidelines set forth in the Police Policy and
Procedure Manual.
5. Police vehicles are not to be driven onto lakes or ponds.
6. Traffic safety vests are to be worn when directing traffic.
RULES PERTAINING TO POLICE PROTECTION,:
FIREARMS RANGE:
1. Wear protective eye wear when shooting a firearm at the range.
2. Wear protective ear devices when shooting a fire arm at the range.
3. Follow the explicit directions of the range officer.
POLICE DEPARTMENT VEHICLES,
1. Use the seat belt whenever you are operating a police vehicle.
2. Safety check all police vehicles prior to going into service on a shift that requires a
patrol car. Report any inspection problems to a supervisor immediately.
3. Do not use a vehicle that is not fit for service.
4. Do not smoke when fueling a police vehicle.
5. Follow all rules and regulations as outlined in the Policies and Procedures Manual.
FLARES,
1. Do not use flares near fuel spills
8/98
24
.
2. Ignite flares away from operator. Drippings could cause bums to the operator.
3. Do not carry or waive ignited flares because drippings may ignite and can cause
severe burns to the operator
CALLS FOR MEDICAL ASSISTANCE,
1. Wear proper safety equipment. Examples include, but are not limited to: latex gloves,
goggles, and face masks.
2. If exposed to bodily fluids, use appropriate cleaning facilities. Washer, dryer and
shower provided in the Police Annex. Contact a supervisor immediately.
8/98
25
"':;: "-.:..;,...
"
.~
- ......
:.-...~-
MINNESOTA EMPLOYEE RIGHT-TO-KNOW PROGRAM,
General Policy for the City of Prior Lake
The purpose of this notice is to inform you that the City of Prior Lake is complying with
the Minnesota OSHA Employee Right-to-Know Standard, by compiling a hazardous
chemicals list, by using Materials Safety Data Sheets, by ensuring that containers are
labeled, and by providing you with training.
This program applies to all work operations in our City where you may be exposed to
hazardous substances or harmful physical agents under normal working conditions or
during an emergency situation.
The administration department is the program coordinator and has overall responsibility
for the program. This department is to review and update the program, as necessary.
Copies of the written program may be obtained by contacting the Administration
Department.
Under this program, you are to be informed of the contents of the Employee Right-to-
Know Standard, the hazardous properties of chemicals with which you work, safe
handling procedures, and measures to take to protect yourselves from the chemicals. You
will also be informed in a timely manner of the hazards associated with non-routine tasks.
List of Hazardous Chemicals
Each department head is to make a list, and provide a copy to the Administration
Department, of all hazardous chemicals and related work practices used in his/her
department, and is to update the list as necessary. The list of chemicals identifies all of
the chemicals used in work process areas. A separate list is available for each department.
Each list also identifies the corresponding Material Safety Data Sheet (MSDS'S) for each
chemical. A master list of these chemicals will be maintained and is available in the
Administration Department.
List of Harmful Physical Agents
Each department head is to make a list of harmful physical agents when present in the
work place and where workers may be exposed to the agent through equipment use,
product handling or otherwise. Heat, noise, ionizing radiation and non-ionizing radiation
sources must be identified for each work area. each list should also identify the
corresponding physical agent fact sheet (P AFS), if available, for each source.
8/98
26
Material Safety Data Sheets (MSDS's)
MSDS's provide you with specific information on the chemicals you use. The
Administration Department will maintain a file that includes an MSDS'S on every
substance on the list of hazardous chemicals. The MSDS'S will be a fully completed'
OSHA Form 174 or equivalent. Each department head is to ensure that each work site,
within their department, maintains an MSDS'S for hazardous materials in that area.
MSDS's are to be made readily available to you at your work stations during your shifts.
Each department head will also provide an MSDS'S to the Administration Department,
for the master file, on each hazardous chemical.
Each department head is responsible for acquiring and updating MSDS's. He or she is to
contact the chemical manufacturer or vendor if additional research is necessary or if an
MSDS'S has not been supplied with an initial shipment.
Labels and Other Forms of Warning
Each department head is to ensure that all hazardous chemicals in their department are
properly labeled and updated as necessary. Labels should list at least the chemical
identity, appropriate hazard warnings, and the name and address of the manufacturer,
importer or other responsible party. MSDS's assist you in verifying label information.
Containers that are shipped from the department will be checked by the supervisor to
make sure all containers are properly labeled.
If there are a number of stationary containers within a work area that have similar
contents and hazards, signs will be posted on them to convey the hazard information. On
our stationary process equipment, regular process sheets, batch tickets, blend tickets, and
similar written materials will be substituted for container labels when they contain the
same information as labels. These written materials are to be made readily available to
you during your work shift.
If you transfer chemicals from a labeled container to a portable container that is intended
only for your immediate use, no labels are required on the portable container. Immediate
use containers need not be labeled.
Non-Routine Tasks
When you are required to perform hazardous non-routine tasks (e.g., cleaning tanks,
entering confined spaces, etc.), special instructions and procedures are to be provided, to
inform you regarding the hazardous chemicals to which you might be exposed and the
proper precautions to take to reduce or avoid exposure.
8/98
27
~. -.:,j::"
..
Training
Everyone who works with or is potentially exposed to hazardous chemicals will receive
initial training on the Employee Right-to-Know Standard and the safe use of those
hazardous chemicals by each department head. A suggested training program has been
developed and prepared for this purpose. Whenever a new hazard is introduced,
additional training is to be provided. Safety meetings will also be used, when needed, to
review the information presented in the initial training. Foreman and other supervisors are
to be trained regarding hazards and appropriate protective measures so they will be
available to answer questions from employees and provide daily monitoring of safe work
practices.
Training Plan
The training plan should emphasize these items:
· Summary of the standard and this written program.
· Chemical and physical properties of hazardous materials and methods that can be
used to detect the presence or release of chemicals.
· Physical hazards of chemicals (e.g., potential for fire, explosion, etc.).
· Health hazards, including signs and symptoms of exposure, associated with exposure
to chemicals and any medical condition known to be aggravated by exposure to the
chemical.
· Procedures to protect against hazards (e.g., personal protective equipment required,
proper use, and maintenance; work practices or methods to assure proper use and
handling of chemicals; and procedures for emergency response).
· Work procedures to follow to assure protection when cleaning hazardous chemical
spills and leaks.
· Where MSDS's are located, how to read and interpret the information on both labels
and MSDS'S, and how employees may obtain additional hazard information.
Each department head is to review its employee training program and make the necessary
changes on initial training or annual retraining needs. Retraining is also required when the
hazard changes or when a new hazard is introduced into the workplace. As part of the
assessment of the training program, each department head will obtain input from their
employees regarding the training they have received, and their suggestions for improving
it. Records of training must be maintained by each department head, and the
Administration Department. These records are to be retained for five years, and made
available, upon request, for review by employees and representatives of OSHA. At a
minimum, training records must include: the training topic, the dates training was
conducted; the name and title of the person who conducted the training; the names of
employees who completed the training; and a brief summary or outline of the information
that was included in the training session. A suggested form to comply with the minimum
training records is included in the "Forms" section ofthis safety policy.
8/98
28
Contractor Employers
Each department head is to advise outside contractors in person of any chemical hazards
that may be encountered in the normal course of their work on the premises, the labeling
system in use, the protective measures to be taken and the safe handling procedures to be
used. In addition, the department head is to notify these individuals of the location and
availability of MSDS'S. Each contractor bringing substances, including the labels used
and the pre-cautionary measures to be taken in working with these chemicals.
Additional Information
All employees, or their designated representatives, can obtain further information on this
written program, the Employee Right-to-Know Standard, applicable MSDS'S, and
chemical information lists by contacting the Administration Department at the City of
Prior Lake.
8/98
29
PRIOR LAKE RIGHT TO KNOW PROGRAM
PARKS AND RECREATION DEPARTMENT
HAZARDOUS CHEMICAL LIST
1. Post - Postemergence Grass Herbicide
2. Vantage - Postemergence Grass Herbicide
3. Brite Stripe - Athletic Field Marking Paint
4. Gloss Brown Paint
5. Dyno-melt - Road de-icer
6. Stain
7. Roots - Root enhancer
8. 2,4D - Weed killer
9. Triplex
8/98
30
PRIOR LAKE RIGHT TO KNOW PROGRAM
PUBLIC WORKS DEPARTMENT
HAZARDOUS CHEMICAL LIST
1. Fluorosilicic Acid
2. Azone & Super Azone
3. Chlorine
4. C-5 Aqueous Phosphate
8/98
31
1
:..:..~'
- T""lr
..:::-....;-....
SAFETY INCIDENT REPORT
EMPLOYEE NAME:
DATE:
VIOLATION:
DESCRIBE INCIDENT:
WITNESSES:
PENALTY:
THE NEXT VIOLATION WILL CONSTITUTE:
EMPLOYEE ACKNOWLEDGMENT:
SUPERVISOR SIGNATURE:
8/98
33
~ :-=--
SUPERVISOR'S PERSONAL CONTACT
DATE:
EMPLOYEE NAME:
was contacted today on the following safety subject:
Supervisor Signature:
Employee Signature:
8/98
34
EMPLOYEE REPORT OF UNSAFE CONDITIONS
EMPLOYEE:
DEPARTMENT:
TIME:
DATE:
HAZARD:
SUGGESTIONS:
EMPLOYEE: COMPLETE AND GIVE TO SUPERVISOR
SUPERVISOR:
DEPARTMENT:
DATE:
ACTION TAKEN:
SUPERVISOR: COMPLETE AND GIVE TO DEPARTMENT HEAD
DATE:
DEPARTMENT HEAD:
COMMENTS:
DEPARTMENT HEAD SIGNATURE:
8/98
35
FOLLO\V-UP DOCUMENTATION
HAZARD:
Possible Injury or Illness:
Exposure:
Frequency:
Duration:
Interim Protection Provided:
Corrective Action Taken:
Required Time for Corrective Action :
Cost of Eliminating the Hazard:
Retraining Provided:
Follow-Up On (date):
Additional Action Taken:
Department Head/Supervisor Signature:
Date:
8/98
36
.'ll<AINING RECORD
TRAINING TOPIC:
DATE OF TRAINING:
NAME OF TRAINER:
TITLE OF TRAINER:
NAMES OF PARTICIPANTS:
"
SUMMARY OR OUTLINE OF WHAT WAS COVERED:
8/98
37
------------ ------.---
-----.----..--- ---
J ~
CITY O.F PRIOR LAKE
.ACCIDENT INFORMATION FORM
FULLY COMPLETE THIS FORM AND SENT TO FINANCE DIRECTOR
DATE:
TIME:
WEATHER:
. ROAD CONDITIONS:
LOCATION:
VEHICLE MAKE:
YEAR:
LICENSE#:
,STATE:
DRIVER'S NAME:
BIRTHDATE:
DRIVER'S LICENSE#:
STATE:
ADDRESS:
AGENT:
PHONE #:
OWNER'S NAME (IF DIFFERENT FROM DRIVER):
ADDRESS:
PHONE#:
DAMAGE TO VEHICLE AND/OR PROPERTY:
CITY VEHICLE INFORMATION
VEHICLE MAKE:
YEAR:
UNIT#:
STATE:
DRIVER'S LICENSE#:
STATE:
EMPLOYEE'S NAME'
BIRTHDATE:
ADDRESS:
PHONE#:
DAMAGE TO CITY VEHICLE AND/OR PROPERTY:
WITNESS:
PHONE#:
WITNESS:
PHONE#:
COMMENTS:
COMPLETE A DIAGRAM ON REVERSE SIDE.
8/98
38
SUPERVISOR'S REPORT OF ACCIDENT
(PLEASE READ AND FOLLOW INSTRUCTIONS ON BACK)
:VERY ACCIDENT SHOULD BE INVESTIGATED AND THE CAUSES CORRECTED SO THAT MORE ACCIDENTS WILL NOT OCCUR, 00 NOT OVERLOOK
rHE SO.CALLED "UNIMPORTANT" CASES. BECAUSE. EXCEPT FOR "CHANCE" THEY COULD ALSO HAVE BEEN SERIOUS, IT IS ONLY BY
rHOROUGH INVESTIGA TION.THA T MANY OF THE REAL CAUSES CAN BE DETERMINED AND CORRECTED.
NAME OF EMPLOYEE
f"f1MPANY
DEPT.
DATE OF ACCIDENT
TIME
DID EMPOYEE LOSE TIME FROM WORK? YES
HAS EMPLOYEE RETURNED TO WORK? YES
NO
HOURS LOST DATE OF ACCIDENT
NO
JOB TITLE SERVICE WITH THE COMPANY YEARS, IN PRESENT JOB
GIVE US YOUR HONEST COMMENTS ON QUESTIONS BELOW. WE ARE NOT TRYING TO BLAME
ANYONE. YOUR OPINION MAY HELP US TO PREVENT REPETITION.
OLEASE ANSWER THE FOLLOWING: CHECK "YES" OR "NO"
1. WAS INJURED PERSON PROPERLY INSTRUCTED IN SAFE AND EFFICIENT METHOD? .... .. . . . . , . . . .. .. . . . . . " . . . . YES 0 NO 0
2. DID INJURED PERSON VIOLA TE ANY INSTRUCTIONS?... ............. .... ..... .... .. . . . .. .. . .. . . . . , . . . . , . . . . . NO 0 YES 0
3, WAS NECESSARY PROTECTIVE EQUIPMENT WORN? (IF APPLICABLE) ..... .. . . ....,.. , , . . . .. . .., . . . . . , . , . , . . . . , YES 0 NO 0
4. 010 POOR HOUSEKEEPING CONTRIBUTE TO ACCIDENT? . , . , . . . , . . . , . . . . . . . . . . . . . . . . . . . . . . . , . . . . . . . . , . . . . . . . . . . NO 0 YES 0
5, DID HORSEPLAY CAUSE THE ACCIDENT?... ............. ............... . .... .... .. .. .. . . , .. .. .. .. .. .. . . .. , .. . NO 0 YES 0
6. WAS IT CAUSED BY SOMETHING WHICH NEEDED REPAIRS? . , ....... ..,...................,..,..............: NO 0 YES 0
7. SHOULD A GUARD BE PROVIDED? .....................,.,........,.................... ,............ .. ,...... NO 0 YES 0
8, DID ANY BODILY DEFECT CONTRIBUTE TO ACCIDENT? . . . . . . . . , . . . . . . . . . . . . . . . . . . . , . . . . . . . . . . . . . . . . . . . . . . . . . . . NO 0 YES 0
9. WAS IT CAUSEO BY AN UNSAFE ACT? . . .. .... .. , . ....... ........... .. .......... .. .. . . . . . . .. .. .. , . . . . . . . . . . .. NO 0 YES 0
10. 010 INJURED REPORT THE INJURY TO YOU. THE SUPERVISOR, IMMEDIATELy?...,...., . .....,., , .... , . , ... .... YES 0 'NO 0
~CCIDENT. 10ESCRIBE WHAT INJURED WAS DOING AT TIME OF ACCIDENT. WHAT HAPPENED, WHO WAS INVOLVED. NATURE OF INJURY,
'ART OF BODY AFFECTED,)
\j UMBER OF EMPLOYEES AT WORK SITE
_WITNESSES' NAMES
JNSAFE ACT. (WHAT DID THE EMPLOYEE OR ANOTHER PERSON DO INCORRECTl Y?I
JNSAFE CONDITIONS. (WHAT UNGUARDED OR UNSAFE CONDITION OF MACHINERY. EQUIPMENT, BUILDING OR PREMISES WAS
NVOLVED?l
~ EMEDY. IWHA T SHOULD BE DONE TO PREVENT OTHER ACCIDENTS LIKE THIS?!
\CTION TAKEN. (WHAT HAS BEEN DONE TO CORRECT THE CONDITIONS WHICH CAUSED THIS ACCIDENT?!
MEDICAL CARE. DID EMPLOYEE GO TO DOCTOR OR HOSPITAL? YES
NO
IF YES' COMPLETE THE FOLLOWING
NAME OF DOCTOR OR HOSPITAL
ADDRESS
DATE OF INITIAL VISIT
,TELEPHONE NUMBER
\S SUPERVISOR, DO YOU FEEL THAT THIS INJURY SHOULD BE COVERED UNDER WORKERS' COMPENSATION
l ENEFITS?: 0 YES 0 NO REASONS WHY
-'
Minnesota Department 01 labor and Industry
Workers' Comp;!nsation Division
443 Lafayette Road North
SI. Paul. MN 55115-4305
(612) 296-2432
First Report of Injury
1, OSHA Case::
i I' I
I I
.J I. .1,1.
FRO 1
See instructions on reverse side. Type or print.
All da.tes must be entered in MWDDIYY formal
Employee 2. Name (last. first. middle)
- 3. EMPLOYEE SOCIAL SECURI~ NO:
4. Home address (include county and zip)
5, DATE OF CLAIMED INJURY;
Do not use this space
8. Occupation:
6, Sex; 0 Male 0 Female
9. Date of Birth
7. Marital Status; 0 Married 0 Single
10. Date Hired; -
11. Regular Dept.:
13. Apprentice; 0 No 0 Yes
WAGE INFORMATION
14. Average wagelweek
12. Home Phone No. (NC. No.)
( )
I 15. Rate pet hour;
16, Hours per day;
17. Days per week: 18. What is the weekly value of MEALS; LODGING; .2nd INCOME:
19. Employment Status; D.Fulltime 0 Part time 0 Seasonal 0 Volunteer (attach 26 week wage statement for part-time or irregularly scheduled
employee)
OCCURRENCE 20. PLACE (include dept. & full address)
21. Date of first day
of any fast time;
I 22. Date employer
I noti~ed of injury:
I 24. Date employer notified
I of lost time:
26, Time of day
of injury;
DAM
OPM
23. Return to work date:
On employer's premises? 0 Yes D No
27. Describe nature or injury or illness in detail, be specific (include partes) oi body aifected, e,g, amputation oi right index tinger at 2nd joint, fractured ~rm)
25, Date of death:
28, Describe employee's activities when injury occurred with details of how event occurred (include name of other individuals involved, tools, machinery,
objects, vapors, chemicals, radiation. unnatural motions of employee)
29. Physician (full name, title. address and phone number)
30. HospitaVClinic (name and address)
( )
EMPLOYER 32. Legal name & mailing address include, zip
31. Witness and phone number:
( )
PRIOR lAKE
16200 EAGLE CREEK AVE. SE
PRIOR l AKE, MN 55372
36. Print supervisor's name and phone number:
33. Date form completed: .
34. Unemployment 10 No.:
35. SIC code
Payroll class code
37. Employer's Representative, print full name, title and phone number:
- () ( )
SEND REPORT IMMEDIATELY - DO NOT WAIT FOR DOCTOR'S REPORT
:MPLOYER STOP HERE - DO NOT USE THIS 7PACE
~ p. S T
CONTAINS AlL ITEMS REQUIRED BY OSHA FORM 101
NSURANCE 38. Carrier (name, address & phone number) 39, Insurer ID No.:
OCC
40. Adjuster name & address:
~ Self-Insured
,eague of Minnesota Cities Insurance Trust
41. Insurer Class Code;
Berkley Administrators
145 University Avenue West
St. Paul, MN 55103-2044
44. Adjuster 10 No.:
0698639002
2. Carrier Claim Number
2-000378
43. Date insurer received notice;
-20:3;ro.os (5/96) Origina/to Be<kley AdminislralOt'S, Copies to: Employer, Emp'oy~ and Workers' Compensalion Division (if no insurer)