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HomeMy WebLinkAboutRFP - P1158 INSURANCECity of Financial Services fort Collins Purchasing Division 215 N. i\lason St. 2° Floor PO Bo PO Box 580 . Fort Col tins, CO 80522 _ 970.221.6775 le 01111111000OPurchh 970221.6707 /egos. coin/purchasing ADDENDUM No. 1 Property and Liability Insurance Specifications for City of Fort Collins and Poudre Fire Authority (P1158) SPECIFICATIONS AND CONTRACT DOCUMENTS OPENING DATE: 3:00 P.M. (Our Clock) March 20, 2009 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Deadline for Questions concerning this RFP P1158 Insurance is March 9, 2009. ADD: • 1A Personnel Policies & Procedures • 2A Administrative Policies & Procedures • 3A Sexual Harassment Policy (from Personnel P&P) • 4A Sample Background Check Form • 5A Youth Programs Sensitivity Awareness Training Program • 6A After School Program Handbook (relates to sexual abuse supplemental application) • 7A Northside Center Rec. Employee Handbook (relates to sexual abuse supplemental application) • 8A Youth Staff Handbook (relates to sexual abuse supplemental application) • 9A Summer Staff Sexual Harassment Training • 10A New Employee Orientation Sexual Harassment • 11A Excel 5 Year AL Loss Run • 12A Excel 5 Year GL Loss Run • 13A New Specification Page for Fiduciary • 14A 5 Year PFA Only AL Loss Runs • 15A 5 Year PFA Only GL Loss Runs 0 16A Fiduciary Supplemental PFA Plan Financials (ICMA) 8.11 Controlled Substances and Alcohol Policy - General Policy.......................................33 8.12 Restrictions on Smoking and Other Tobacco Use.......................................................41 8.13 Restrictions on Political Activity...................................................................................43 8.14 Citizen Input to Council by City Employees...............................................................47 8.15 Inventions, Designs, Copyrights..................................................................................49 8.16 Vehicle Operation.........................................................................................................51 8.17 Controlled Substances and Alcohol Policy (In Compliance with FMCSA Regulations)................................................................57 8.18 City of Fort Collins Transit System- Substance Abuse Policy (In Compliance with FTA Regulations).......................................................................65 8.19 Acceptance of Service Process [new section 1/7/02]...................................................85 8.20 Bulletin Boards and Displays [new section 1/7/021 .....................................................87 8.21 Tax Status of Gifts to Employees [new section 1/7/02]..............................................89 8.22 Employee Membership on Boards, Commissions, and Authorities [new section 5/20/041...................................................................................................91 Discipline and Corrective Action 9.1 Discipline and Corrective Action Procedures................................................................. 1 9.2 Administrative Investigations.......................................................................................5 9.3 Grievance and Appeal Process.......................................................................................7 9.4 Issue Resolution Process.............................................................................................. 11 Separation from Employment 10.1 Separation from Employment.......................................................................................1 City of Fort Collins Personnel Policies and Procedures Revised: November 3, 2008 This portion of the policy applies to employees who need to be absent for illnesses or medical procedures for more than three days, or who need to use sick leave intermit- tently. Employees who need to use sick leave for a prolonged, scheduled medical proce- dure or treatment (such as surgery, childbirth or recurring therapy) for them- selves or to care for a family member must notify their supervisor as soon as learning of the need for such a leave, or about three months before expecting to give birth. The notice must specify the reason for the leave, the date it's expected to begin, and the expected duration. For intermittent leave, the notice must specify the reason for the leave and the scheduled dates and times for the ab- sences. [rev. I/l/07] 2. Employees who unexpectedly become seriously ill or require prolonged treat- ment or recovery (or someone on behalf of the employee) must call the supervi- sor as soon as reasonably possible under the circumstances. 3. Supervisors are expected to notify the Human Resources Department anytime an employee requests a prolonged sick leave. 6.5.6 Required Information A. Employees are responsible for making sure that all of the requested information is provided promptly, including follow-up information and updates. Sick leave may be denied or terminated, and the employee may be subject to disciplinary action up to and including termination of employment, for failure to undergo a medical examination or promptly provide the types of information described in this policy. B. Employees who request sick leave or who have used sick leave may be required by their supervisor or the Human Resources Department to do the following: Periodically communicate with the supervisor or Human Resources Department regarding the anticipated date of return to duty; Provide written verification of the following from the physician or other health care provider treating the employee: a. Date on which the condition commenced; b. Nature, extent and probable duration of illness or injury; City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 6 C. Confirmation that the employee is unable to perform essential job functions; d. Anticipated date on which the employee may return to work; e. Release stating that the employee is able to return and perform his or her duties without endangering the health and safety of himself or herself or others, and describing restrictions on the employee's work activities; f. In the case of intermittent absences: The dates on which the treatment is expected to be given and the duration of treatment; and ii. Confirmation that intermittent leave is medically neces- sary, and the expected schedule and duration of the intermittent leave. Undergo a fitness for duty examination by a physician or other health care provider designated and paid for by the City; obtain a release from a physician or health care provider confirming that the employee is able to return to work without endangering the health and safety of himself or herself or others; and/or obtain a detailed description satisfactory to the City of restrictions on the employee's work activities. C. Employees who request sick leave based on a family member maybe required by their supervisor or the Human Resources Department to provide information and documentation verifying the illness or injury of the family member or the family member's medical appointments. [new 1/ 1 /07] 6.S.7 Sick Leave During Vacation Sick leave may not be used during a scheduled vacation, except under extraordinary circumstances. A request to use sick leave during a scheduled vacation must be made to, and may be granted or denied in the discretion of, both the employee's department or division head and the Director of Human Resources. 6.5.8 Holiday Pay During Sick Leave Employees who are eligible for holiday time and who are on sick leave during a designated holiday must record holiday time for that day and not sick leave. An employee who is scheduled to work on a holiday and becomes sick must record holiday time only for the day. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 6 &5.9 Continuation of Benefits During Sick Leave During paid sick leave under the terms of this policy, all benefits will continue as though the employee were at work. 6.5.10 Misuse Prohibited Employees are prohibited from using sick leave except under the circumstances described at the beginning of this policy. Employees who, in the City's judgment, misuse sick leave are subject to disciplinary action and sick leave benefits may cease. When there appears to be a possibility that sick leave is being misused, the department or division head or supervisor may : 1. Make further inquiry of the employee about past or ongoing use of the leave time; 2. Require the employee to provide the type of information or submit to medical examinations as described above; and/or 3. Require the employee to provide written medical verification or be seen by the City's designated physician in order to use any further sick leave. 6.5.11 Return from Sick Leave A. Employees returning from sick leave may, at the discretion of the City, be required to: 1. Complete a fitness for duty examination by a physician or other health care provider designated and paid for by the City; 2. Obtain a release from that physician or healthcare provider confirming that the employee is able to return to work without endangering the health and safety of himself or herself or others; and/or 3. Obtain a description satisfactory to the City of any restrictions upon the employee's work activities. B. If employees do not return to work on the date expected following sick leave, or decline a comparable position, their employment may terminate. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 6 6.S.12 Applicability of Family and Medical Leave Sick leave used for purposes of childbirth, serious health condition of the employee, or caring for the employee's spouse, child or parent suffering from a serious health condition will, in addition to sick leave, be counted as leave under the Family and Medical Leave Act (" FMLA' ). ( Please refer to the "Family and Medical Leave" policy in these City of Fort Collins Personnel Policies and Procedures.) [rev. 1/1/07] 6.5.13 No Payment upon Separation hom Employment [new 11/12/02] Eligible employees who have available but unused sick leave and/or banked short term disability leave at the time of separation of employment shall not be paid for such unused leave. [rev. 1/1/07] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 6 City of tort Collins Personnel Policies and Procedures Revised: January 1, 2007 Section 6 6e6 Injury Leave Unlike sick leave which does not cover cases of work -related illnesses or injuries, injury leave is paid time off for eligible employees who are placed off work due to an injury or illness that arose out of and occurred in the course and scope of employment with the City. Injury leave is paid in lieu of temporary disability payments. [rev. 6/26/00] 6.6.1 Eligible Employees A. All City employees, regardless of category of employment, are eligible to use injury leave. Part-time employees are eligible for injury leave on a pro rata basis based on the position's designated FTE, unless state law requires that injury leave payment be a different amount. [rev. 9/24/08) R Any employee who is unable to work because of an injury sustained as a result, in whole or in part, of his or her violation of a department or City rule or policy pertaining to safety, as determined in the sole discretion of the City, is ineligible to use injury leave. [rev. 11/19/03] C. Any employee who has willfully misled the City concerning the employee's physical ability to perform the job and is subsequently injured on the job as a result, in whole or in part, of the physical ability about which the employee willfully misled the employer, is ineligible to use injury leave. [new 11/19/031 6.6.2 Injury Reporting Employees who are injured on the job, however slightly, or learn that they have an occupational illness, injury or disability must immediately report such information to their supervisors and the Risk Management Division. Employees are also required to comply with the City's workers' compensation program requirements, including completing forms and providing information requested by the Risk Management Division and the City's designated physician. 6.6.3 When Injury Leave May Be Used Injury leave allows eligible employees paid time away from work in order to recover from temporary injuries and illnesses that occurred in the course and scope of employment with the City. An eligible employee's use of injury leave will end upon reaching maximum medical improvement as determined by the City's designated physician. Injury leave may also be used by an eligible employee when the City's designated physician authorizes maintenance medical treatment after reaching maximum medical improvement. Injury leave time may be used by eligible employees under the following circumstances: [rev. 6/2/081 City of Fort Collins Personnel Policies and Procedures Remised.- September 24, 2008 Section 6 1. The City's designated physician has placed the employee on a temporary "no work" status because of an injury, illness, disease, or temporary disability, including disability associated with any surgery, arising out of and occurring in the course and scope of the employee's employment with the City; [rev. 11/12/02] 2. Necessary medical examinations and treatments for such injury, illness, disease or temporary disability, and reasonable travel time to and from a healthcare provider for that purpose; 3. The City, in the discretion of the Risk Management Division or the City's designated physician, places the employee on injury leave rather than assigns modified duty or alternative duties. if the employee is released to perform modified duty and is offered such duty by the City, the employee must return to modified duty. Employees who refuse modified duty are not eligible to use injury leave. 6.6.4 Amount of Injury Leave Time - Classified and Unclassified Mangement A. During the first six months of employment in a classified position or unclassified management position, full-time employees receive twenty-four (24) hours of injury leave. B. After six months of employment in a classified or unclassified management position, full-time employees receive a total of 130 days (1040 hours) of injury leave in any 24-month period. C. There is no waiting period for classified and unclassified management employees to be eligible for injury leave. The injury leave benefit is equal to 100% of the employee's base pay based on the position's designated FTE.. [rev. 9/24/08] D. Regardless of the number of work -related illnesses, injuries or disabilities sustained, 1040 hours is the maximum time available in any 24-month period. For example, an employee with 1040 hours of injury leave who used 100 hours of injury leave during January 1998 and then used 40 hours during May 1998 would have 900 hours remaining available tlu-ough December 1999. In January 2000, this employee will recover the 100 hours used in January 1998 and have 1000 hours available. In May 2000, the employee will recover the 40 hours used in May 1998 and ( assuming no other use) again have 1040 hours available. All injury leave, including time used before this policy took effect, will be calculated based on the method explained above. 6.6.5 Amount of Injury Leave Time - Hourly and Contractual Hourly and contractual position employees are eligible for up to three working days of injury leave per qualifying injury or illness. The injury leave benefit is equal to 66% of the employee's base pay. [rev. 6/2/08] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.6.6 Notice of Absence to Employee's Department and Risk Management A. An employee who reports an occupational injury or iltness is evaluated by the City's designated physician, who completes a Work Status Report after each visit. The report notifies the employee and supervisor of the length of absence, if any, and any restrictions on the employee's job duties. Please contact the Risk Management Division with any questions about the Work Status Report or if the employee's job duties cannot be conformed to the restrictions. B. Employees who know ahead of time about the need for injury leave (e.g., an appointment or therapy) must notify their supervisors as soon as the need for leave becomes known. Employees who need to use injury leave unexpectedly (e.g., sudden relapse) must immediately contact the City's designated physician for treatment and authorization for absence, and also must notify their supervisor within 15 minutes after the beginning of the shift each day of the absence, unless earlier notice is required by a departmental work rule. 6.6.7 Continuation of Benefits During Injury Leave During paid injury leave under the terms of this policy all benefits for which the employee is eligible will continue as though the employee were at work. [rev. 6/26/001 6.6.8 Holiday Pay During Injury Leave Employees who are eligible for paid holiday time and who are on injury leave during a designated holiday will receive holiday pay for that day in lieu of injury leave pay. 6.6.9 Return from Injury Leave A. Employees returning from injury leave may, at the sole discretion of the City, be required to: 1. Complete a fitness for duty examination by a physician or other health care provider designated and paid for by the City; 2. Obtain a release from that physician or health care provider confirming that the employee is able to return to work without endangering the health and safety of himself or herself or others; and/or 3. Obtain a description satisfactory to the City of any restrictions upon the employee's work activities. B. Employees returning from injury leave will be reinstated to the extent required by law, and may be temporarily placed on modified duty in accordance with the City's policy on that subject in these City of Fort Collins Personnel Policies and Procedures. City of Fort Collins Personnel Policies and Procedures Revised: January 1, 2007 Section 6 6.6.10 Failure or Inability to Return from Injury Leave. A. If employees do not return to work on the date expected back from injury leave, their employment with the City may terminate. B. Sometimes, employees may have exhausted all injury leave, be unable to perform the essential functions of their positions with or without reasonable accommodations, but not have reached "maximum medical improvement" according to the designated physician. The following provisions apply to such circumstances: 1. An employee may request to use sick leave, if eligible and if the designated physician verifies that the employee is expected to return and perform all essential functions of the regular position with or without reasonable accommodations before the employee's sick leave balance is exhausted. Such a request must be made in writing, along with the physician's verification, and directed to the Director of Human Resources, who has the discretion to grant or deny the request in whole or in part; [rev6/26/00] 2. If an employee does not request to use sick leave, or if such a request is denied, the employee will be placed on leave which is unpaid by the City (but partially paid through the Workers' Compensation system) until one of the following happens: a. The employee is able to return to perform the essential functions of the regular position with or without reasonable accommodations; or b. The employee reaches "maximum medical improvement" according to the designated physician; 3. The portions of the "Extended Leave" policy in these City of Fort Collins Personnel Policies and Procedures regarding "Compensation During Extended Leave" and "Benefits During Extended Leave" apply to unpaid leaves under these circumstances. 6.6.11 Applicability of Family and Medical Leave Injury leave used for purposes of an employee's serious health condition will, in addition to injury leave, be counted as leave under the Family and Medical Leave Act (" FMLA" ). A complete description of FMLA leave is provided in these City of Fort Collins Personnel Policies and Procedures. 6.6.12 No Payment upon Separation from Employment [new 11/12/02] Eligible employees who have available but unused injury leave at the time of separation of employment shall not be paid for such unused leave. City of Fort Collins Personnel Policies and Procedures Revised: August 13, 2007 Section 6 6.7 See policies applicable to Collective Bargain Unit Employees in Police Services City of For! Collins Personnel Policies and Procedures Revised., January 1, 2007 Section 6 III Welcome to Employment with the City of Fort Collins The City of Fort Collins welcomes you! You are a part of a very important team, and your career here with the City can be a satisfying and challenging experience. We wish you every success. Whether you are a new employee or a long time employee, you will find the City's history and government organization interesting. 1.1.1 History of the City of Fort Collins A. Fort Collins had its beginnings on July 22, 1862, when soldiers were sent from the Ninth Kansas Cavalry at Fort Laramie to what is now the town of LaPorte to protect the Cherokee trail and to guard the Overland Stage Line. The name "Camp Collins" was given to the post by General James Craig in honor of Lieutenant Colonel William O. Collins, the popular commander of Ohio Cavalry troops whose headquarters were in Fort Laramie. B. A new site for Camp Collins was established after a devastating flood rushed down the canyon of the Cache la Poudre River during the night of June 9, 1864, destroying the camp. Located in what is now known as "Old Town," the new post was given the name Fort Collins. The Fort Collins Historical Society honors August 20, 1864, as the celebration of Fort Collins' birthday as this is when Colonel Collins signed the order setting the present location of our community. 1.1.2 The City of Fort Collins Today A. Today, the City of Fort Collins is often referred to as the "Choice City" Much of the City's appeal has to do with the natural beauty of the area, its bountiful agricultural and mineral resources and its panoramic view of the Rocky Mountains. The community also benefits from its association with Colorado State University (CSU), the land grant university of Colorado. Fort Collins has also become home to several high technology firms including Hewlett-Packard, LSI Logic and Woodward Governor. B. Fort Collins is a well-educated, growing community. The current population exceeds 110,000 people, which does not include more than 20,000 full-time students enrolled at CSU. To serve the needs of the community, the City of Fort Collins employs approximately 1,400 people, with another 800 workers during the summer season. [rev.3/1/01] City of Dort Collins Personnel Policies and Procedures Revised: Judy 7, 2004 Section I City of Fort Collins Personnel Policies and Procedures Revised: January 1, 2007 Section 6 6.8 Emergency Leave for Hourly Employees A. Only hourly employees may request to take reasonable time off, up to a maximum of five working days or 40 hours, whichever is less, per emergency, with pay for the following types of emergencies: [rev: 1/l/07] 1. A medical emergency of the employee. A medical emergency for the purpose of this policy is defined as a non -work -related injury, illness or disability which requires both medical care by a physician or other health care practitioner, and in -patient hospitalization of not less than 24 consecutive hours; [rev. 1/l/07] 2. Amedical emergency (as defined above) [reel/8/01]of an employee's family member. A family member for purposes of this policy means the employee's child, spouse, sibling, parent, grandparent or grandchild, including natural, step, in-law and foster relatives, whether or not those relatives are living in the employee's home. "Family member" also includes any other relative of the employee (in addition to those listed in the previous sentence) as long as that other relative actually lives in the employee's home. [rev. 6/12/00] B. Requests for emergency leave must be made to the employee's supervisor as soon as the employee knows of the need for the leave, but not later than 15 minutes after the beginning of the employee's regular shift, unless earlier notice is required by departmental work rules. Requests for emergency leave may be granted or denied based on the above criteria at the discretion of the department head. [rev. 1/8/01 ] City of Fort Collins Personnel Policies and Procedures Revised: January 1, 2007 Section 6 City of Fort Collins Personnel Policies and Procedures Revised: January !, 2007 Section 6 6.9 Family and Medical Leave 6.9.1 Eligible Employees All City employees, regardless of category of employment, are eligible for unpaid leave under the federal Family and Medical Leave Act ("FMLA') when they have worked for the City: 1. At least 12 months; and 2. 1250 hours or more during the last 12 months. 6.9.2 When FMLA Leave May Be Used Eligible employees are provided with up to 12 weeks of unpaid leave during calendar year period for the purpose of: [rev. 9/23/08] 1. Caring for the employee's son or daughter within the first 12 months after birth, adoption or foster placement; 2. Providing necessary care for the employee's spouse, child or parent suffering from a serious health condition; and/or 3. Suffering from a serious health condition which makes the employee unable to perform the functions of his or her position. 6.9.3 Amount of FMLA Leave for Part -Time Employees Eligible part-time employees are provided 12 weeks of FMLA leave, but the number of hours is pro rated based upon FTE. For example, 12 weeks of leave for a full-time employee is 480 hours, while 12 weeks of leave for a part-time employee who is a "0.75 FTE" is 360 hours. 6.9.4 Period When FMLA Leave May Be Taken FMLA leave is limited to 12 weeks in a calendar year (January 1 through December 31)period. [rev. 9/23/08] 6.9.5 Additional Limits When Spouses are Both City Employees A. A husband and wife who are eligible for FMLA leave and are both employees of the City are limited to a combined total of 12 weeks of FMLA leave during a calendar year period if the leave is taken: [rev. 9/23/08] 1. For birth of the employe's son or daughter or to care for the child after birth; [new 4/1/02] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 2. For placement of a son or daughter with the employee for adoption or foster care, or to care for the child after placement; or [new 4/1/021 3. To care for the employee's parent with a serious health condition. [new 4/1/02] B. For purposes of this subsection, the employees may request an additional 12 weeks not to exceed a total of 12 weeks in a calendar year period for any one employee, and the City may, in its discretion, grant or deny the request in whole or in part. [rev. 9/23/08] 6.9.6 Integration of FMLA Leave with Paid Leave Time A. FMLA leave time is unpaid unless other paid leave time is allowed or required as explained in the following subsections, in which case both leaves will run simultaneously and the length of time off will be the longest leave available. Compensatory time is an exception to this subsection. The approved use of compensatory time during an FMLA event shall not be counted against an employee's FMLA leave balance. [rev. 9/24/08] 1. Integration with holiday time: An employee who is on an approved FMLA leave and who is normally scheduled to work on a weekday that falls on a City designated holiday will be required to use holiday pay for that day. That employee will also record the same number of hours as FMLA leave time. If a holiday falls on a day that the employee would not normally be scheduled to work, no FMLA leave time or holiday leave time will be recorded. [new 3/3/04] Examples: a. Employee A is normally scheduled to work Monday through Friday 8:00 a.m. to 5:00 p.m. The employee is out on an approved FMLA leave during the week that includes the Memorial Day holiday. Because Memorial Day falls on a day that this employee would normally be scheduled to work, he/ she will record 8 hours of FMLA leave and 8 hours of holiday leave for that day. [new 3/3/041 b. Employee B is normally scheduled to work Wednesday through Saturday 8:00 a.m. to 7:00 p.m. The employe is out on an approved FMLA leave during the week that includes the Memorial Day holiday. However, because Memorial Day falls on Monday, a day this employee is not to scheduled to work, he/she will not record any hours of FMLA leave for the Memorial Day holiday. [new 3/3/04] 2. Integration with other leave time: [new 3/3/04] Example: An eligible employee wants to take 14 weeks off after giving birth to a child. She is disabled from working due to childbirth for six weeks (and has City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 enough sick leave time for two weeks), has a full allotment of short term disability and banked short term disability, and has four weeks of accrued but unused vacation time that she wants to use: [rev.1/l/07] TYPE OF LEAVE 1 2 3 4 5 6 7 8 9 10 11 12 13 14 FWILA covered Time STD rJimnat� Rio x {. Sick Leave i STD Bank Hours Vacation s . 9t. Unpaid Leave "Accrued and unused holiday time and/or award time may be used instead of unpaid leave. EThe employee could request "Extended Leave" (seethe policy in these City ofFort Collins Personnel Policies and Procedures) for time after the first 12 weeks. Extended leave may be granted or denied at the discretion of the City. [rev.7113199] B. Employees are required to exhaust certain accrued but unused paid time during an FMLA leave under the following circumstances: 1. Leave to Care for Child. Spouse or Parent: Except as set forth in the following sentence, employees must use sick leave (if it applies pursuant to section 6.5.2 or the collective bargaining agreement) during an FMLA leave before unpaid time begins. Employees may, but are not required, to use adoption or foster care sick leave during FMLA leave for the adoption or foster care placement of a child. After exhaustion of any applicable sick leave employees may, at their choice, use other accrued and applicable paid leave, except for compensatory time. The use of compensatory time must be pre -approved. (During the time an employee is disabled after giving birth, she is considered to have a serious health condition, see number 2 below); [rev. 9/24/08] 2. Leave for Serious Health Condition of Employee: Employees must use sick leave or injury leave (whichever applies)and short term disability leave if applicable during an FMLA leave before unpaid time begins. After exhaustion of any applicable sick leave, injury leave, and short term disability leave, employees may, at their choice, use other accrued and applicable paid leave, except for compensatory time. The use of compensatory time must be pre - approved. [rev.9/24/08] City of Dort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.9.7 Requested or Required Use of FMLA Leave Time Employees taking leaves covered by the FMLA should notify their supervisor and/or the Human Resources Department of the FMLA event as soon as the need for the leave becomes known. Supervisors must notify the Human Resources Department of a subordinate employee's absence from work that may qualify as FMLA leave. The City may retroactively designate time away from work as FMLA leave if the employee fails to provide requested certification of eligibility or if the City determines that the past time away from work qualified for FMLA leave. [rev. 6/2/081 6.9.8 Certification Required for FMLA Leave A. Leave for Child Care after Birth or Placement of a Child: An employee's supervisor may require satisfactory confirmation of the birth or placement of the child. The employee must provide written certification issued by the health care provider. This certification must include the length of time medically necessary to return to work. Medical certification forms are available from the Human Resources Department. B. Leave For Serious Health Condition: The employee must provide written certification issued by the health care provider for the person with the serious health condition, including the following: 1. The date on which the condition commenced; 2. The nature, extent and probable duration of illness or injury; 3. (For serious health conditions of the employee) Confirmation that the employee is unable to perform the essential functions of his or her job; 4. (For care of family members) Confirmation that the family member requires care by the employee during the regular working hours; S. The anticipated date on which the employee may return to work. C. Second Opinions: The City may, in its discretion, require a second opinion from a health care provider of its own choosing and at its own expense. 6.9.9 Intermittent FMLA Leave A. Leave for Child Care after Birth or Placement of a Child: Employees may request intermittent leave for child care after the birth or placement of a child. Such a request must be in writing to the employee's supervisor and the Human Resources Department, and include a proposed schedule for the leave. The City, in its discretion, may grant or deny a request for intermittent leave for the purpose of caring for a child after birth or placement. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 & Leave for Serious Health Condition of Employee or Spouse, Child or Parent: Employees may request to take leave on an intermittent basis when medically necessary. Such a request must be made in writing to the employee's supervisor and the Human Resources Department, and should include a proposed schedule for the leave. The request must include a certification which, in addition to the five items listed above, includes the following: 1. For Care of Covered Family Members: Confirmation that intermittent leave is necessary for the care of the one who has the serious health condition or will assist in his or her recovery, and the expected duration and schedule of the leave, including a schedule of treatment dates; 2. For Employee's Own Serious Health Condition: Confirmation that intermittent leave is medically necessary, and the expected schedule and duration of the intermittent leave, including a schedule of treatment dates. C. In cases of planned medical treatment, employees must make reasonable efforts to schedule the treatment so as not to unduly disrupt the operations of the department. Requests for intermittent leave for the serious health condition of an employee or the care of a covered family member with a serious health condition will be granted so long as the requests fully comply with the requirements of this policy. D. The employee's supervisor and Human Resources Department may, at their discretion, require the employee to transfer temporarily to a different position which is better suited to intermittent absences than the employee's previous position. During such a transfer, the employee would continue to receive the same rate of pay as in his or her previous position. 6.9.10 Benefits Continuation During FMLA Leave A. During any leave covered by the FMLA, whether paid or unpaid, benefits will be continued in accordance with the law. During any paid leave time, the City will continue to pay its portion of the premiums for City -sponsored insurance, and to make its contributions to the City -sponsored retirement and deferred compensation plans, as if the employee were on active work status. B, During any unpaid leave time, the City will continue to maintain all medical, vision, life, dental, and long-term disability insurance in which the employee participated at the time the leave began. 11' the employee was responsible for paying any premiums (such as through payroll deductions) at the time the leave began, the employee must continue to make those premium payments directly to the Human Resources Department within 30 days of the premium due date in order to continue coverage during the leave. If the employee does not make the premium payments on time, or through made-up payroll deductions scheduled with the Human Resources Department, his or her coveragewill cease until he or she returns to work. [rev. 6/2/08] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 C. After the 30 continuous calendar days of unpaid leave, the leave time will no longer count towards accrual or receipt of any paid leave, including holiday time, vacation time, sick leave, and injury leave. In addition, the leave time will no longer be considered as time worked for any salary increase affected by length of service or for any other term or condition of employment which related to length of time actually worked. During unpaid leaves, the terms of any retirement plan or deferred compensation plan in which the employee participates will control how the leave is credited under the plan. D. Upon return from a paid or unpaid leave covered by the FMLA, the employee will have the same benefits as if he or she had continued to work the entire leave period. Any leave covered by the FMLA will not be counted as a break in service for purposes of vesting, determining eligible credited service or determining eligibility to participate in benefit programs. 6.9.11 Return from FMLA Leave A. Employees returning from FMLA leave for their own serious health conditions must obtain the following: 1. If the employee is returning to work (a) prior to the expiration of the health care provider's estimate of duration for the condition as set forth in the FML medical certification, or (b) with any work restrictions, or (c) when the City has reason to believe that there are work restrictions, a release from a physician or health care provider confirming that the employee is able to return to work without endangering the health and safety of himself or herself or others; and [rev 1/31/05 ] 2. A detailed description satisfactory to the City of restrictions, if any, on the employee's work activities. B. Once an employee has returned from FMLA leave, the City may, when it is consistent with business necessity, require the employee to complete a job related fitness for duty examination by a physician or other health care provider designated and paid for by the City. [rev. l 1/3/05] C. Employees returning from FMLA leave will be reinstated to the same or equivalent position to the extent required by law, and may be temporarily placed on modified duty in accordance with the City's policy on that subject in these City of Fort Collins Personnel Policies and Procedures. D. In the event that an employee is granted family and medical leave and the FMLA reason for the approved leave is no longer applicable, the employee must notify his/ her supervisor so that the employee can be returned to work earlier than the originally designated return -from -leave date. [new l l/19/03] City of tort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.9.12 Failure to Return from FMLA Leave A. If employees do not return to work on the date expected back from FMLA leave, their employment with the City may terminate. R If an employee does not return to work at the end of the FMLA leave for reasons other than the continuation of a serious health condition or other circumstances beyond the employee's control, the City may collect from the employee the amount of any medical, vision and dental insurance premiums paid by the City on behalf of the employee and dependents during the leave. &9.13 Definitions Under the FMLA A. At the time these City of Fort Collins Personnel Policies and Procedures were printed, the FMLA defined "health care provider" to include: 1. A licensed doctor of medicine or osteopathy; 2. A licensed podiatrist, dentist, clinical psychologist, optometrist, nurse practitioner, nurse midwife or Christian Scientist practitioner; or 3. A licensed chiropractor under limited circumstances defined by federal regulations. R At the time these City of Fort Collins Personnel Policies and Procedures were printed, the FMLA defined "serious health condition" as an illness, injury, impairment or physical or mental condition which involves: 1. Inpatient ( overnight) care in a hospital, hospice or residential medical facility; or 2. Continuing treatment by a health care provider and a. Aperiod of incapacity (absence from work, school or other daily activities) of more than three consecutive calendar days, that also involves: i. Treatment two or more times by a health care provider, a nurse or phy'sician's assistant under direct supervision of a health care provider, or by a provider of health care services under order of', or on referral by, a health care provider; or ii. Treatment by a healthcare provider on at least one occasion which re- sults in a regimen of continuing treatment under the supervision of the health care provider; b. Any period of incapacity due to pregnancy or for prenatal care; e. Any period of incapacity or treatment for such incapacity due to a chronic serious health condition; City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 1.1.3 Organization of City Government A. The City of Fort Collins operates under a City Council / City Manager form of government. The City is served by six City Council members who represent six districts, and a Mayor who is elected at large. The City Council serves as the legislative body responsible for enacting City ordinances, appropriating funds for City business, and providing policy direction to City staff. R The City Council appoints the City Manager, City Attorney and Municipal Court Judge. The City Manager oversees the operations of the City's organizational units, known as service areas, service units, departments, divisions, and subordinate func- tional units and programs. [rev. 02/17/07] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 1 d. A period of incapacity which is permanent or long-term due to a condition for which treatment may not be effective. The employee or family member must be under the continuing supervision of, but need not be receiving active treatment by, a health care provider. e. Any period of absence to receive multiple treatments by a health care pro- vider or by a provider of health care services under orders of, or on referral by, a health care provider, either for restorative surgery after an accident or other injury, or for a condition that would likely result in a period of inca- pacity of more than three consecutive calendar days in the absence of medi- cal intervention or treatment, such as cancer. C. The following are examples of "serious health conditions" under the FMLA: heart attacks, heart conditions requiring surgery, most cancers, strokes, severe respiratory conditions, emphysema, pneumonia, back conditions requiring extensive therapy or surgery, spinal injuries, appendicitis, severe arthritis, Alzheimer's, severe nervous disorders, ongoing pregnancy and severe morning sickness. However, voluntary or cosmetic treatments which are not medically necessary do not qualify as a serious health condition. D. For more information about leave covered by the FMLA, definitions of terms used in the law or this policy, and the current federal regulations regarding FMLA, please contact the Human Resources Department. 6.9.14 Special Provisions Related to the Armed Forces [new 6/2/08] A. Eligible employees who are the spouse, son, daughter, parent, or next of kin of a member of the Armed Forces (includes Reserves and National Guard) may be entitled to FMLA leave to care for a service member who incurred a serious injury or illness in the line of duty while on active duty. Such injury or illness must render the service member medically unfit to perform the duties of the member's office, grade, rank, or rating. The length if suchleave, when combined with other FMLA qualifying leave, is limited to 26 weeks in the 12 month period identified at Section 6.9.4 of these policies. B. Eligible employees may be entitled to FMLA leave for any qualifying exigency, as defined by federal regulations, that arises out of the fact that the spouse, son, daughter, or parent of an eligible employee is on active duty or has been notified of an impending call to active duty in the Armed Forces (includes Reserves and National Guard). The length of such leave, when combined with other FMLA qualifying leave, is limited to 12 weeks in the 12 month period identified at Section 6.9.4 of these policies. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 Employees must use sick leave (if the circumstances qualify for sick leave use pursuant to section 6.5.2) during either of the above Armed Forces FMLA leaves before unpaid time begins. After exhaustion of any applicable sick leave employees may use other accrued and applicable paid leave, excluding compensatory time. D. Except as provided above, the other provisions of the Family and Medical Leave policy (6.9) remain applicable to these special provisions related to the Armed Forces. The City may require verifying documentation of eligibility circumstances. City of Fort Collins Personnel Policies and Procedures Remised: June 2, 2008 Section 6 City of Forl Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.10 Jury Duty and Witness Appearance Leave 6.10.1 Jury Duty A. Employees in classified positions and unclassified management positions will be paid while on jury duty up to a maximum of 25 working days in any 12-month period. The amount of pay will be the difference between jury duty fees paid and the employee's regular wages once the employee furnishes payroll with a statement showing the fees received. Any further time that an employee serves on jury duty is unpaid by the City unless the employee chooses to use accrued paid leave time, such as vacation or compensatory time. R Employees in unclassified hourly and contractual positions will be paid their regular wages up to fifty dollars per day for the first three days of jury duty, or any part of those days. After the first three days of jury duty, such employee will be granted all necessary time off but such time is unpaid by the City unless the employee chooses to use accrued paid leave time, such as vacation, personal time or compensatory time. [rev. 5/9/01 ] 6.10.2 Witness Duty A. Employees in classified positions and unclassified management positions will be paid during time they are subpoenaed or otherwise required by law to appear as a witness in any personal matter up to a maximum of two working days in any 12- month period. Any further time that an employee is required to appear as a witness is unpaid by the City unless the employee chooses to use accrued paid leave time. A matter is considered personal if, in the discretion of the supervisor, it is not directly related to the employee's essential job functions. An employee's appearance as a witness in non -personal matters is considered regular working time. R Employees in unclassified hourly and contractual positions will be granted all necessary time off when required to appear as a witness in personal matters, but such time is unpaid by the City unless the employee chooses to use accrued paid leave time. [rev. 5/9/01 ] 6.10.3 Notice to Employee's Department Employees who are called to serve on a jury or subpoenaed or otherwise required by law to appear as a witness must notify their supervisors immediately to arrange for the absence. Employees serving on jury duty or appearing as a witness must periodically inform their supervisors of the anticipated length of duty. When employees have City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 completed jury duty, they must provide their supervisors with a report from the court confirming the dates of attendance forjury duty. 6.10.4 Return to Work During Off -Duty Times Employees are required to return to work each day if they are not selected or if dismissed early. For example, an employee who testifies in a deposition that is completed prior to the end of the employee's regular workday must report to work after the deposition concludes. Similarly, an employee who is not selected as a juror or is excused before the end of the work shift must return to work for the remainder of the workday unless it would substantially interfere with the effective performance of juror service. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.11 Voting Time A. All City employees, regardless of category of employment, who are registered electors may take time off to vote. Voting time may only be requested or taken if the employee's work hours are such that there are less than three hours before or after working time when the polls are open. Time off is limited to a maximum of two hours and must be taken on an election day between the time of opening and closing of the polls. B. Employees who wish to take time off to vote must inform their supervisors prior to the election day. if an employee requests voting time off at any time other than the beginning or ending of his or her shift, the supervisor may specify which hours may be used. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.1 Z Military Leave 6.1ZI Eligible Employees All City employees, regardless of category of employment, are eligible to take military leave for active duty or active or inactive duty training if they are members of the reserves or enlisted in any branch of the United States Armed Forces or are members of the National Guard of any state in the United States. [rev. 4/1/02] 6.12.2 Length of Paid Leave A. Employees are provided with paid leave for a maximum of 15 working days (120 hours for full-time employees, prorated for less than full-time employees) per calendar year for active duty or active or inactive duty training with the National Guard or any branch of the U.S. Armed Forces. if the intermittent schedule of a part-time hourly employee makes it difficult to determine the number of hours the employee would have worked during the leave period for proration purposes, the number of hours the employee actually worked during the 21 calendar days immediately preceding the leave shall be used to calculate the maximum length of the paid military leave. [rev. 5/9/01 ] B. After exhausting the 15 days of paid military leave, an employee may choose to use accrued vacation time, compensatory time, award time, accrued but unused holiday time, and personal leave time, if applicable, and/or take leave without pay for active duty or active or inactive duty training with the National Guard or any branch of the U.S. Armed Forces. If an employee chooses to use the above described accrued paid leave, such use must be at the rate of 40 hours per week (prorated for part- time employees based on their FTE) and can only be used during the initial portion of the leave. Once the leave becomes unpaid, an employee cannot begin using accrued paid leave. An employee may not use any other type of paid leave during military leave, including, but not limited to sick leave or injury leave. [rev. I/1/07] 6.12.3 Continuation of Health Insurance A. After the first 30 continuous calendar days of unpaid leave for active military service, the City -sponsored health insurance for the employee and covered dependents will terminate. After coverage terminates, the employee may elect to continue coverage at his or her own expense, and will be provided with detailed notice of the right to continue coverage. [rev. 4/1/02] B. Employees who are reinstated after completing active duty or active or inactive duty training will be eligible for immediate coverage under any applicable health insurance plans existing at the time without a waiting period. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.IM Seniority and Pension Plans A. Employees who are members of the General Employees Retirement Plan will continue to accrue service credits during military leave, and such leave will not constitute a break in service, so long as the employee complies with requirements for reinstatement after completing active duty or active or inactive duty training. B, Employees who are participants in any 401(a) defined contribution or City defined benefit retirement plan will continue to accrue years of service for vesting purposes during periods of military leave, and such leave will not constitute a break in service, so long as the employee complies with requirements for reinstatement after completing active duty or active or inactive duty training. During military leave, the employee's accounts will remain active and subject to fund transfers, changes in beneficiaries and other changes. 6.12.5 Life and Disability Insurance After the first 30 continuous calendar days of unpaid leave for active military service, coverage under the life and disability insurance plans sponsored by the City will terminate. This policy is consistent with the provisions of the Extended Leave of Absence policy. These plans may contain limitations on coverage for death and disabilities which occur during a declared or undeclared war. For more information about the policy provisions, please contact the Human Resources Department for a copy of the summary plan descriptions or policies. [rev. 4/1/02] 6.12.6 Reinstatement When all of the following conditions for reinstatement are met, employees will be reinstated to the same position they had at the time the military leave commenced or to a position of like seniority, status and pay. [rev. 5/9/01 ] 1. The cumulative period of military service was no longer than five years unless a longer period is required by federal or state law. [rev. 1/9/03] 2. The individual employee must return to work or apply orally or in writing for reinstatement in a timely manner, as defined by federal and state law. While these laws contain exceptions which could extend the time an employee has to return to work, they generally define timely manner as follows: [rev. 1/9/03] a. Military service time of less than 31 days: reporting for work the next regularly scheduled work day following safe travel time plus 8 hours. [rev. 1/9/03] b. Military service time of more than 30 days, but less than 181 days: submitting an application for reinstatement within 14 days after release from military ser- vice. [rev. 1/9/03] e. Military service time of more than 180 days: submitting an application for rein- statement within 90 days after release from military service. [rev. 1/9/03] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 3. The employee must provide documentation from the National Guard or U.S. Armed Forces that he or she honorably completed military service or active or inactive duty training, such as discharge papers. [rev. 1/9/03] 4. An employee has the same right to reinstatement as if he or she had been continuously employed during the leave period. For example, the employee is not eligible for reinstatement if the job for which he or she was hired was for a specific time period which expired or project which was completed during the absence or if the position has been abolished. The City's circumstances must not have changed so as to make it impossible or unreasonable for the employee to be reinstated. 5. The employee is qualified to perform the duties of the pre -service position. If the employee is no longer qualified because of a disability, he or she will be re-employed in another existing job that he or she is capable of performing. 6.12.7 Lump -Sum Payment for Extended Military Leave [new 4/1/02] After the first 30 continuous calendar days of unpaid leave for active military service and providing the employee has exhausted all accrued vacation leave, paid military leave, compensatory time and personal leave time, if applicable, an employee on military leave shall be paid a lump -sum amount of $500.00, less withholdings and deductions. An employee shall only be eligible for this payment once in any twelve month period. Multiple active duty activations within a twelve month period shall not entitle an employee to more than one payment within that twelve month period. An employee is eligible for an additional payment if the extended mititary leave lasts longer than twelve consecutive months. This payment shall not be considered to be paid leave and therefore will not extend the coverage period for City -sponsored health, life, or disability insurance. [rev. 7/7/04] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2005 Section 6 �- _ 5f. \ � _ ■% t2 8:5 City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.13 Administrative Leave 6.13.1 Leave Is Required at GWs Discretion All City employees, regardless of category of employment, may be required by the City to go on paid administrative leave at any time with or without cause or notice at the sole discretion of the City. Circumstances under which such a leave may occur include, but are not limited to, the following: 1. To make inquiries into or investigate a work -related matter; 2. To remove the employee from the workplace pending a pre -deprivation hearing or decision; 3. To protect the employee; 4. To protect the public; 5. To protect other employees or property in the workplace; or 6. To further any other work -related or business -related purpose. 6.13.2 Effect on Wages and Benefits During administrative leave, employees will continue to receive their regular, straight - time wages and benefits based on their position's designated FTE. Employees who are eligible for holiday time and who are on administrative leave during a designated holiday will receive holiday pay for that day in lieu of pay for administrative leave. [rev. 9/24/08] 6.13.3 Employee Required to Remain Available Employees on administrative leave must remain available so that they can be contacted by telephone or personally during their regular working hours, and so that they can return to work within one day if requested to do so. This means that an employee on administrative leave may not consider the leave time as vacation or personal time. The employee must provide the supervisor with telephone numbers where he or she can be reached during regular working hours and must promptly return calls from the supervisor or Human Resources Department. In addition, the employee must obtain the prior permission of the supervisor and use accrued vacation time, compensatory time or other leave time in order to be away from his or her residence for longer than a single workday. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.14 Extended Leave of Absence 6.14.1. Eligible Employees Any City employee, regardless of category of employment, may request an extended leave of absence without pay for a maximum period of one year in any five-year period. Such a request must be in writing and directed to the employee's department head and the Director of Human Resources. The request may be granted or denied at the sole discretion of the City. In reaching such a decision, the City may, but is not obligated to, consider factors including, but not limited to the following: 1. Whether the employee has performed satisfactorily; 2. The length of the employee's service with the City; 3. The feasibility and cost of replacing the employee or reassigning work during the period of requested leave. 6.14.2 Compensation During Extended Leave Although extended leaves are without pay, employees may use any or all of their accrued but unused vacation, compensatory time, award time and holiday time during the leave. Full-time employees electing to use paid time must do so at the rate of 40 hours per week, and part-time employees must do so on a pro rata basis based on their FTE. Employees may not use paid time after leave without pay begins. Employees may not use any other type of paid leave during an extended leave, including but not limited to sick leave or injury leave. Employees are ineligible to receive holiday pay for the holiday occuring during the unpaid portion of an extended leave and will not be able to use the holiday or be paid for it at a later date. [rev. 8/13/07] 6.14.3 Benefits During Extended Leave A. During any portion of the extended leave that is paid, and during the first 30 continuous calendar days of unpaid leave, an employee will continue to participate in City -sponsored pension, deferred compensation, health insurance, employee assistance program, vision care, dental insurance, disability insurance, accidental death and dismemberment insurance, and life insurance, as if the employee were actually at work. The employee will also continue to accrue paid vacation and receive sick leave time, even though the employee may not use sick time during the leave. R After the first 30 continuous calendar days of unpaid leave, the employee will cease accruing vacation time, cease receiving sick leave and injury leave time, and cease to be eligible to participate in any City -sponsored disability insurance, accidental death and dismemberment insurance and life insurance, except in accordance with City of tort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 conversion rights, if any, under the terms of such plans. In addition, after the first 30 continuous calendar days of unpaid leave, the employee's coverage, if any, under the City -sponsored health insurance, vision services and dental insurance will terminate unless the employee elects to continue such coverage and pays 102% of all premiums for the elected coverage in a timely manner in accordance with the requirements of the City and the plans. The employee will be provided with a separate notice of the right to continue coverage with more specific information about premium amounts and required payments. [rev. 3/21/07] C. Flexible Spending Account (medical and daycare) participation will terminate on the unpaid Leave of Absences start date. [new 6/2/08] D. The terms of any retirement plan or deferred compensation plan in which the employee participates will control how any unpaid portion of the leave is credited as service under the plan. E. For the purposes of this section, the fact that an employee works 10 how's or less during a 30 day period shall not cause the period to be considered non- continuous.[new 1/l/07] 6.14.4 Return from Extended Leave of Absence A. Unless otherwise specifically promised in a written agreement with the employee, the City cannot promise to hold an employee's position open during such a leave. An employee wishing to return to work after an extended leave will be placed in the first vacancy, if any, in the employee's type of position which becomes available within 60 days after the intended date of return, provided that the employee is able to perform all essential functions of the position with or without reasonable accommodation. [rev.4/4/03] K The City will consider an employee's employment with the City to have terminated if any one of the following circumstances occur: 1. If the employee does not provide written notice of his/her intent to return within the time frames set forth in a written agreement; [rev. 4/4/03] 2. If the employee does not accept reinstatement to the first opening in the employee's type of position offered within 60 calendar days after the intended return date; [rev. 4/4/03] 3. If the employee does not return to work from the leave within 60 calendar days after the intended return date because the position was not available or for any other reason; or [new 4/4/03] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 4. If the employee resigns. 6.145 Written Agreement Regarding Extended Leave If an employee's request for an extended leave of absence is granted, the employee must sign a written agreement which sets forth the terms and conditions of the extended leave. The agreement may contain additional or different terms than this policy. Please contact the Human Resources Department or City Attorney's Office to obtain the written agreement. City of tort Collins Personnel Policies and Procedures Revised. June 2. 2008 Section 6 City of Fort Collins Personnel Policies and Procedures Revised' June 2, 2008 Section 6 6e15 Bereavement Leave [new section 1/8/01 ] A. All City employees, except contractual employees, may request to take reasonable time off, up to a maximum of five working days or 40 hours (includes any travel time), whichever is less, in a calendar year for bereavement leave for the death of an employee's family member, as defined in the SickLeave policy. The amount of bereavement leave available shall be pro -rated for eligible part-time employees. [rev.1/1/07] B. Requests for bereavement leave must be made to the employee's supervisor as soon as the employee knows of the need for the leave, but not later than 15 minutes after the beginning of the employee's regular shift, unless earlier notice is required by department work rules.[rev. I/l/07] C. In the event that an eligible employee exhausts his/her bereavement leave allocation within a calendar year, the sick leave -eligible employee may request one additional incident of not more than 40 hours of unused sick leave ( pro -rated for part-time employees) for bereavement leave within the calendar year. Requests for the use of sick leave as bereavement leave may be granted or denied at the discretion of the employee's department head based on the needs of the department. This sick leave use for bereavement shall not be included in overtime calculations. [new 1/1/07] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.16 Domestic Violence Leave [new section 1/9/03] A. All City employees who have been employed with the City for twelve months or more, regardless of category of employment, may take up to three working days of unpaid leave in any twelve month period if the employee is a victim of domestic abuse, stalking, sexual assault, or of any other crime, the underlying factual basis of which has been found by a court on the record to include an act of domestic violence (collectively referred to as "domestic violence"). The employee will only be eligible for this leave if he or she is using it to: 1. Seek a civil restraining order to prevent domestic abuse; 2. Obtain medical care or mental health counseling or both for himself or herself or for his or her children to address physical or psychological injuries resulting from the domestic violence; 3. Make his or her home secure from the perpetrator of the act of domestic violence or seeking new housing to escape the perpetrator; or 4. Seek legal assistance to address issues arising from the act of domestic violence and attending and preparing for court -related proceedings arising from domestic violence. B. Except in cases of imminent danger to the health or safety of the employee, an employee must provide his or her supervisor with advance notice of the need for the leave as soon as learning of the need. The employee's supervisor may require that the employee submit documentation of the need for the leave. C. Use of domestic violence leave shall be unpaid. An employee must exhaust any and all accrued vacation leave and personal leave, and any applicable dependent care leave and sick leave before using domestic violence leave. D. The City shall maintain the confidentiality of all information related to the employee's use of domestic violence leave. E. This policy shall be interpreted so as to be consistent with the requirements of section 24-34-402.7, Colorado Revised Statutes. The terms and phrases used in this policy shall be defined as set forth in that statute. City of Fort Collins Personnel Policies and Procedures Remised: June 21 2008 Section 6 City of Fort Collins Personnel Policies and Procedures Revised: Jelly 7, 2004 Section I City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.17 Short Term Disability Leave [new section 1/l/07] This policy is intended to provide eligible employee with time off for certain short term disabilities arising from non -occupational illnesses or injuries. This policy is not applicable to Police Services employees in the Bargaining Unit who are subject to the collective bargaining agreement. 6.17.1 Eligible Employees Employees in classified and unclassified management positions are eligible to use short term disability leave in accordance with this policy. All other employment categories are ineligible for this leave. 6.17.2 Circumstances When Short Term Disability Leave May Be Used A. An eligible employee may take available but unused short term disability leave when he or she is disabled and unable to perform his or her job due to a non -occupational personal illness, injury, or other medical condition. For purposes of this policy, the term "disabled" means that the employee is unable to perform one or more of the essential functions of his or her job with the City and the employee is not placed on full-time (pro -rated based on FTE) modified duty pursuant to section 7.1 of these policies. B. An eligible employee shall not be permitted to use short term disability leave if the employee is temporarily able to perform one or more of the essential functions of the job and, at the discretion of the City, is placed on modified duty pursuant to section 7.1 of these policies. The fact that an employee is provided with partial day or week modified duty shall not disqualify an otherwise qualified employee from using partial day or partial week short term disability. C. An eligible employee shall not be permitted to use short term disability leave if the employee is on an unpaid leave of absence for 30 continuous calendar days. For the purposes of this paragraph, the fact that an employee works 10 hours or less during a 30 day period shall not cause the period to be considered non -continuous. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.17.3 Amount and Commencement of Short Term Disability Leave A. An eligible employee may use short term disability leave for up to 90 calendar days per cause, but not to exceed a total of 90 calendar days in a calendar year. The first consecutive 14 calendar days of short term disability leave shall be an elimination period and shall be unpaid unless the employee elects to use available sick leave, vacation leave, award time, accrued but unused holiday time, and/or compensatory time (compensatory time cannot be used during FMLA leave) during that elimination period. The remaining balance of the short term disability leave will be paid by the City at 70%of the employee's regular base pay based on the position's designated FTE, and excluding commissions, bonuses, overtime pay or any other extra compensation. An employee may choose to use any available banked short term disability leave (see section 6.5.3 of these policies for a description of banked short term disability leave), vacation leave, award time, accrued but unused holiday time, or compensatory time (compensatory time cannot be used during FMLAleave) to increase the short term disability leave from 70% to 100% of the position's designated FTE. [rev. 9/24/08] B. The 14 consecutive calendar day elimination period shall not be deemed to have been broken if an employee returns to work for one full shift or less during the elimination period and then becomes disabled again due to the same or related causes. C. If an employee returns to work following the use of paid short term disability leave and subsequently becomes qualified for available short term disability leave again within two consecutive calendar weeks of returning to work due to the same or related causes, the employee will not be required to complete a new elimination period. a If an employee returns to work following the use of paid short term disability leave and subsequently becomes qualified for available short term disability leave again within one calendar day of returning to work due to an entirely unrelated cause, the employee will not be required to complete a new elimination period. City of tort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.17.4 Notice of Intent to Use Short Term Disability Leave A. Employees who need to use short term disability leave for a prolonged, scheduled medical procedure or treatment (such as surgery or childbirth) must notify their supervisor as soon as learning of the need for such a leave, or about three months before expecting to give birth. The notice must specify the reason for the leave, the date it's expected to begin, and the expected duration. B. Employees who unexpectedly become seriously ill or require prolonged treatment or recovery (or someone on behalf of the employee) must call the supervisor as soon as reasonably possible under the circumstances. Supervisors are expected to notify the Human Resources Department any time an employee requests short term disability leave. 6.17.5 Required Information A. Employees are responsible for making sure that all of the requested information is provided promptly, including follow-up information and updates. Short term disability leave may be denied or terminated, and the employee may be subject to disciplinary action up to and including termination of employment, for failure to undergo a medical examination or promptly provide the types of information described in this policy. B. Employees who request short term disability leave or who have used short term disability leave may be required by their supervisor or the Human Resources Department to do the following: 1. Periodically communicate with the supervisor or Human Resources Department regarding the anticipated date of return to duty; 2. Provide written verification of the following from the physician or other health care provider treating the employee: a. Date on which the condition commenced; b. Nature, extent and probable duration of illness or injury; City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 c. Confirmation that the employee is unable to perform essential job functions and a description of the essential job functions that the employee is able to perform along with any work restrictions; d. Anticipated date on which the employee may return to work; e. Release stating that the employee is able to return and perform his or her duties without endangering the health and safety of himself or herself or others, and describing restrictions on the employee's work activities; 3. Undergo a fitness for duty examination by a physician or other health care provider designated and paid for by the City; obtain a release from a physician or health care provider confirming that the employee is able to return to work without endangering the health and safety of himself or herself or others; and/ or obtain a detailed description satisfactory to the City of restrictions on the employee's work activities. 4. Provide all information necessary to make an eligibility determination. 6.17.6 Misuse Prohibited Employees are prohibited from using short term disability leave except under the circumstances described in this policy. Employees who, in the City's judgment, misuse short term disability leave are subject to disciplinary action and short term disability leave benefits may cease. When there appears to be a possibility that short term disability leave is being misused, the department or division head or supervisor may: 1. Make further inquiry of the employee about past or ongoing use of the leave time; Require the employee to provide the type of information or submit to medical examinations as described above; and/or 3. Require the employee to provide written medical verification or be seen by the City's designated physician in order to use any further short term disability leave. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.17.7 Denial or Termination of Short Term Disability Leave Short Term Disability Leave shall be denied or terminated on the earliest of: Expiration or exhaustion of the leave. 2. Recovery from disability. 3. Termination of employment. 4. Modification or termination of this policy. 5. Failure of the employee to provide medical records and information deemed necessary by the City to administer this policy. 6. Failure of the employee to follow the provisions of this policy or to reasonably cooperate with the City in administering this policy. 7. Failure of the employee to meet the eligibility requirements of this policy. 8. The employee is approved to receive long term disability benefits. 6.17.8 Limitations and Exclusions A. An employee shall not be eligible to use short term disability leave during any of the following periods: Any period the employee is not under the regular and continuing care of a physician providing appropriate treatment by means of examination and testing in accordance with the disabling condition. 2. Any period the employee fails to submit to any medical examination requested by the City. 3. Any period of disability due to the mental illness, unless the employee is under the continuing care of a licensed mental health care provider. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 4. Any period of disability due to drug and alcohol illness, unless the employee is actively supervised by a physician or rehabilitation counselor and is receiving continuing treatment from a rehabilitation center or a designated institution approved by the City. B. An employee shall not be eligible to use short term disability leave if the employee's disability is due to any of the following: I . War, declared or undeclared, or any act of war. 2. Active participation in a riot, rebellion or insurrection. 3. Committing or attempting to commit an assault, felony or other illegal act. 4. Injury or sickness for which the employee is entitled to benefits under any Workers' Compensation, Occupational Disease, or similar law. 5. Injury or sickness sustained while doing any act or thing pertaining to any occupation for wage or profit. 6.17.9 Holiday Pay During Short Term Disability Leave Employees who are eligible for holiday time and who are on short term disability leave during a designated holiday must record holiday time for that day and not short term disability leave. 6.17.10 Continuation of Benefits During Short Term Disability Leave During short term disability leave under the terms of this policy, all benefits will continue as though the employee were at work. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.17.11 Return from Short Term Disability Leave A. Employees returning from short term disability leave may, at the discretion of the City, be required to: Obtain a release from their physician or health care provider confirming that the employee is able to return to work without endangering the health and safety of himself or herself or others; 2. Obtain a description satisfactory to the City of any restrictions upon the employee's work activities; and/or 3. Complete a fitness for duty examination by a physician or other health care provider designated and paid for by the City. B. If employees do not return to work on the date expected following short term disability leave, or decline a comparable position, their employment may terminate. 6.17.1 Z Applicability of Family and Medical Leave Short term disability leave used for purposes of childbirth or serious health condition of the employee will, in addition to short term disability leave, be counted as leave under the Family and Medical Leave Act ("FMLA") if applicable. ( Please refer to the "Family and Medical Leave" policy in these City of Fort Collins Personnel Policies and Procedures.) 6.17.13 No Payment upon Separation from Employment Eligible employees who have available but unused short term disability leave and/or banked short term disability leave at the time of separation of employment shall not be paid for such unused leave. City of Forl Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.17.14 Administration of Policy A. The City may, in its discretion, use a third party administrator to administer all or any part of this policy. B. A request for a review of a decision made by a third party administrator shall initially be made in writing to the third party administrator within 30 calendar days of the provision of notice of the decision to the employee. A copy of the request for review should also be forwarded to the City's Benefits Administrator. Thereafter, the employee may appeal in writing the final decision of the third party administrator to the City's Benefits Administrator within 30 calendar days of the provision of notice of the third party administrator's final decision. The decision of the Benefits Administrator shall be final. City of Fort Collins Personnel Policies and Procedures Revised: June 2, 2008 Section 6 6.18 Leave Benefit Year Defined [new section 9/24/081 For purpose of this Chapter 6, Leave Policies, the term 'Leave Benefit Year" means that period beginning on the next day following the end of the last pay paeriod within a calendar year and ending on the last day of the last period paid within a calendar year. For example, the last pay period of 2008 that is paid to employees within 2008 ends on December 14, 2008. Therefore, the Leave Benefit Year for 2009 will begin on December 15, 2008. The Leave Benefit Year for 2009 will end on the last day of the last pay period paid within 2009. The last day of the last pay period paid within 2009 is December 13, 2009, so the Leave Benefit Year for 2009 will end on that day and the 2010 Leave Benefit Year will begin on the following day: December 14, 2009. The following calendars provide the beginning and ending Leave Benefit Years for 2008 through 2012. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 1.2 Introduction to City of Fort Collins Personnel Policies and Procedures 1.2.1 Purpose of the City of Fort Collins Personnel Policies and Procedures The purpose of these City of Fort Collins Personnel Policies and Procedures is to give all employees a general understanding of the employment policies and practices of the City of Fort Collins ("City"). All employees are expected to comply with the City of Fort Collins Personnel Policies and Procedures and its updates as changed from time to time by the City. The City of Fort Collins Personnel Policies and Procedures should be read as a whole integrated document, and not as isolated sections or provisions. 1.2.2 City of Fort Collins Personnel Policies and Procedures Replaces All Previous Policies and Practices The policies contained in these City of Fort Collins Personnel Policies and Procedures replace and supersede all previous personnel policies, procedures, and practices, whether written or otherwise, and whether contained in the Employee Services Program Manual, Administrative Policies or elsewhere. 1.2.3 Authority to Change or Interpret the City of Fort Collins Personnel Policies and Procedures Only the City Manager and Director of Human Resources have the authority and discretion to create, change, or interpret the employment policies and practices of the City, including the policies in the City of Fort Collins Personnel Policies and Procedures. Additionally, the City Manager may authorize exceptions to these policies if he or she determines that such exceptions are in the best interests of the City. [rev. 4/10/00] If you have any questions or suggestions regarding the employment policies or practices, please contact the Human Resources Department. 1.2.4 Future Changes to the City of Fort Collins Personnel Policies and Procedures The personnel policies and practices described in the City of Fort Collins Personnel Policies and Procedures are provided as a matter of information only, and are subject to change, suspension or cancellation, in whole or in part. After such changes to the City of Fort Collins Personnel Policies and Procedures are effective, copies of the changes will be periodically sent directly to employees and will be available upon request in the Human Resources Department. Employees are responsible for updating their policies by placing all changes they receive into their original binders. City of Fort Collins Personnel Policies and Procedures Revised. July 7, 2004 Section 1 December 2008 S M T W T F S 1 2 3 4 5 6 7 8 9 10 2008 11 Leave 12 Benefit 13 Year 14 ENDS 15 BEGIN 16 2009 17 Leave 18 Benefit 19 Year 20 21 22 23 24 25 26 27 28 29 30 31 2008 Leave Benefit Year 2009 Leave Benefit Year December 2010 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 2010 23 Leave 24 Benefit 25 Year 26 ENDS 27 BEGIN 28 2011 29 Leave 30 Benefit 31 Year FWI 2010 Leave Benefit Year 2011 Leave Benefit Year City of fort Collins Personnel Policies and Procedures Revised: September 14. 1008 Section 6 December 2009 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15r x 16 17> 1819 201. 21 ,; 22 ri 23225 26 2009 Leave Benefit Year,'i 2'7 28 29 30 31 ENDS BEGIN 2010 Leave Benefit Year M 2009 Leave Benefit Year 2010 Leave Benefit Year December 2011 S M T W I T F S 1, 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 2011 22 Leave 23 Benefit 24 Year 25 ENDS 26 BEGIN 27 2012 28 Leave 29 Benefit 30 Year 31 ":'' 2011 Leave Benefit Year 2012 Leave Benefit Year 6.19 Time Donations The time donation policy provides City employees the opportunity to make voluntary, confidential donations of accrued vacation or compensatory time to other City employees in the following situations: [rev. 11/12/021 A. To a classified or unclassified management employee who has a life -threatening or terminal illness or injury and has exhausted all other available paid leave, including sick leave, injury leave, vacation, and compensatory time, and who is awaiting the outcome of a long-term disability claim. Time donations allow the recipients to continue on payroll after exhausting all applicable paid leave time. [rev. 3/5/03] R To a classified or unclassified management employee for use as dependent care leave when the employee has exhausted all other available paid leave, including vacation, compensatory, and dependent care leave, and the employee is needed to provide necessary care for the employee's spouse, child or parent suffering from a serious health condition (as defined in the Family and Medical Leave section of these Policies and Procedures) [rev. 3/5/03] 6.19.1 Time Donation Requirements A. City employees may donate only accrued but unused vacation or compensatory time. There is no limit as to the number of hours that may be donated by an employee. Any donated but unused hours will be returned to the donor, including donated hours placed in the recipient's leave bank but unused. Donated hours will be used on a first -donated, first -used basis. Each hour donated will be added as an hour to the recipient and paid at the recipient's regular rate of pay, even if that rate is different than the donor's rate of pay. While using donated vacation and compensatory time, the recipient continues to receive the same benefits as if using his or her own applicable leave time. Employees receiving or eligible to receive workers compensation payments are not eligible to receive time donations. [rev. 11/12/02 ] R The amount of time donations for dependent care provided to an employee shall not exceed the employee's unused balance of Family and Medical Leave. For example, if the employee has already used within the preceding 12 month period 4 weeks of Family and Medical Leave as a result of the employee's own serious health condition, the employee would only be permitted to receive up to 8 additional weeks of time donations to care for a spouse, child or parent with a serious health condition. An employee who is not eligible for Family and Medical Leave shall not be eligible for dependent care time donations. [rev. 3/5/03] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.19.2 Use of Donated Time is Income of the Recipient The City will consider donated time to be income at the time it is used by the recipient, and not income of the donor, to the extent allowed by law. Accordingly, the donated time wilt be subject to taxes and withholding at the time it is paid to the recipient. 6.19.3 How to Request Time Donations Requests for time donations must be made in writing by (or on behalf of) the eligible employee to both the Department Head and the Director of Human Resources, who have the discretion to allow or reject any time donation request. The request may be submitted anytime after the eligible employee has 80 or fewer hours of paid leave time remaining, as long as it reasonably appears that the employee will exhaust paid leave. Unless otherwise instructed by the requesting recipient employee, the City will advise employees of the name and eligibility category of each employee who is eligible to receive a time donation. To insure that accurate information is communicated to employees about this time donation policy, requests to solicit time donations from employees may only be authorized by the Director of Human Resources. [rev. 11/12/02 ] 6.19.4 How to Make Time Donations Employees wishing to donate accrued but unused vacation or compensatory time must submit a request in writing through a time donation form to the Director of Human Resources, who has the discretion to allow or reject any time donation. Although employees may request that their time be donated to a particular named recipient, the Director of Human Resources has the discretion as to who will receive time donations or any portion of donations. The City will not disclose to the receipient the name of donor employees, except as required by law. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 7.1 Temporary Disability (Modified Duty) 7.1.1 Modified Duty May Be Available Eligible employees who are temporarily unable to perform all the essential functions of then jobs maybe assigned to modified duty, where reasonably available at the discretion of the City. The purpose of modified duty is to allow eligible employees with temporal y disabilities to continue working on a short-term basis until their condition improves and that they are able to return to their regular positions. Eligible employees may request modified duty, or the City may require employees to perform modified duty under certain circumstances. Eligible employees assigned to modified duty will continue to receive then regular base rate of pay. 7.1.2 What is "Modified Duty" "Modified duty" means that one or more essential functions of the employee's job are changed by the City, in its discretion, consistent with the recommendations of the employee's health care provider or the City's designated physician. An employee on modified duty may continue in the same position but with different or fewer duties or reduced schedule, or may be assigned to a different position or even a different department or work unit at the City's discretion. 7.1.3 Eligible Employees For temporary disabilities resulting from non -work -related injury or illness, only employees in classified positions and unclassified management positions are eligible for modified duty. For temporary disabilities resulting from work -related injury or illness, all employees are eligible for modified duty. Modified duty is not guaranteed to eligible employees, but is only provided where it is reasonably available at the discretion of the City. Employees who are permanently disabled from performing the essential functions of then jobs are ineligible for modified duty. (Please see the "Long -Term or Permanent Disability" policy in these City of Fort Collins Personnel Policies and Procedures.) 7.1.4 What is a "Temporary" Disability — Length of Modified Duty A disability is considered to be "temporary" only when the employee's health care provider (or, in the case of a work -related injury or illness, the City's designated physician) predicts that the employee will be able to return to her or his regular position and perform all essential functions of that position (with or without reasonable accommodations) within six months of the date the temporary disability began. Accordingly, a modified duty assignment is limited to a maximum of six months. However, under exceptional circumstances, an employee may apply to the Director of City of Fort Collins Personnel Policies and Procedures Re -Issued: March 2001 Section 7 Human Resources to extend modified duty for up to a total of twelve months from the date the temporary disability began. The decision whether to grant or deny such a request is completely within the discretion of the City. In addition, in the case of temporary disabilities resulting from work related injury or illness, the City may, in its discretion, extend a modified duty assigmrnent tmtil the employee reaches maximum medical improvement it the opinion of the City's designated physician. 7.1.5 Certification Required for Modified Duty A. Employees may only be assigned to and continued on modified duty based upon written verification from a health care provider which: 1. describes the employee's work restrictions; and 2. states an anticipated date (which must be within six months from the date of disability) when the employee will be able to perform all essential functions of her or his regular position with or without reasonable accommodation. B. The City may require employees to obtain such written verifications from their health care providers. The City also may require employees to be examined by the City's designated physician in order to obtain such verifications, seek clarification or additional information, confirm the need for modified duty, or provide a second opinion. C. It is the employee's responsibility to ensure that any medical information required by the City is provided promptly upon request, including follow-up information, satisfactory clarification and updates. Modified duty may be denied or canceled, and the employee may be subject to disciplinary action for failure to undergo a medical examination or provide the types of information described above upon request. 7.1.6 Termination of Modified Duty Modified duty will terminate six months from the date the temporary disability began or earlier if the City receives notice that, in the opinion of a physician or other health care provider, the employee's claimed disability is not "temporary" as defined in this policy. Modified duty also will terminate when the City receives written notice that the employee is able to return to perform the essential functions of her or his regular job. 7.1.7 Return to Regular Position Following Modified Duty A. Although the City is unable to guarantee reinstatement, an employee returning from modified duty will be placed in her or his former position, if available, or will be offered the first opening, if any, in a comparable position for which she or he is qualified and which becomes available within 60 days of the date after the City receives both: 1. The employee's request for reinstatement; and City of Fort Collins Personnel Policies and Procedures Re -Issued: A4areh 2001 Section 7 2. Written verification that the employee is able to perform the essential functions of her or his former position as described above. B. Employees returning from modified duty must obtain a release from a physician or health care provider confirnning that the employee is able to return to work without endangering the health and safety of herself or himself or others, and obtain a description satisfactory to the City of any accommodations necessary to allow the employee to perform the essential functions of her or his regular position. In addition, the City may, at its discretion, require the employee to complete a fitness for duty examination by a physician or other health care provider designated and paid for by the City. City of Fort Collins Personnel Policies and Procedures Re -Issued: March 2001 Section 7 City of Fort Collins Personnel Policies and Procedures Re -Issued: March 2001 Section 7 7.2 Long -Term or Permanent Disability if an employee is disabled from performing any essential function of her or his job on a long term or permanent basis and is covered by the Americans with Disabilities Act (ADA), the City will make reasonable accommodations to allow the employee to perform the essential functions of the job, as long as such accommodations do not pose an undue hardship to the City or a direct threat to the employee or others. If the employee's condition is not covered by the Americans with Disabilities Act or other applicable laws, the City may, in its sole discretion, make such reasonable accommodations, but is not required to do so. [rev. 1/16/091 7.2.1 What is a Disability Under the ADA? A. Under the ADA, a disability is a long-term or permanent physical or mental impairment which substantially limits one or more of the employee's major life activities or the operation of a major bodily function. Major life activities include, but are not limited to, caring for oneself, performing manual tasks, walking, learning, seeing, hearing, eating, sleeping, standing, lifting, bending, speaking, reading, concentrating, thinking, communicating, breathing and working. Major bodily functions include, but are not limited to, functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions. Employees protected by the ADA include not only those who are actually disabled, but also those who have a record of a disability and those who are regarded as having a non -transitory major impairment. [rev. 1/16/09] R Specific questions about whether or not a particular condition or situation qualifies as a disability under the ADA should be directed to the Human Resources Department or City Attorney's Office. 7.2.2 Reasonable Accommodation if an employee has a disability protected by the law, the City will make reasonable accommodations to allow the employee to continue to perform the essential functions of her or his position, as long as the accommodations do not present an undue hardship to the City and the employee does not constitute a direct threat to him/herself or others. Eliminating an essential function of a position or relieving the employee of the responsibility for an essential function are not required as reasonable accommodations. A few examples of what may constitute reasonable accommodations include: making existing facilities readily accessible to and usable by the employee, acquiring or modifying equipment or devices, and adjusting the work schedule. [rev/ 1/16/09] City of Fort Collins Personnel Policies and Procedures Revised. January 16, 2009 Section 7 7.Z3 Medical Verification and Recommendations A. Accommodations are based upon information provided by the employee's and the City's physician or other health care providers. The City may require employees seeking accommodations to provide verification from a physician or other health care provider which contains the following: 1. Confirmation that the employee has a physical or mental impairment that substantially limits one or more of her or his major life activities/major bodily functions (such as seeing, hearing, speaking, walking or working), and the basis for the physician's opinion [rev. 1/16/09]; 2. Specific recommendations of reasonable accommodations the City might possibly make so that the employee could perform the essential functions of her or his job without endangering her or his own or others' health or safety. B. The City may request clarification or additional information from the employee's physician or other health care provider. The City may require employees to be examined by the City's designated physician in order to obtain the above information, seek clarification or additional information, or provide a second opinion. The City also may require employees to work with an occupational therapist or vocational advisor to evaluate possible accommodations. Furthermore, the City may require the employee to provide a written list specifying all reasonable accommodations she or he requests. C. It is the employee's responsibility to ensure that any medical information required by the City is provided promptly upon request, including follow-up information, satisfactory clarifications and updates. Employees may be subject to disciplinary action for failure to undergo medical examinations or provide the types of information described above upon request. 7.2.4 Situations When Accommodations are not Effective A. Although the City, with the guidance of the Human Resources Department, will evaluate and attempt reasonable accommodations where appropriate, situations may arise where employees are unable to perform the essential functions of their position with or without reasonable accommodations. Such employees, like all other City employees, are welcome to apply for any open positions within the City, but the City does not guarantee transfers, promotions or demotions to new positions for any employee unless required by law. The City will, however, attempt reasonable accommodations when such employees apply for open positions. (Please see the policy on "Promotions, Transfers, Demotions and Reinstatement" in these City of Fort Collins Personnel Policies and Procedures.) [rev. 1/16/09] B. If such employees do not apply for open positions, or are not selected for open positions, their employment with the City may terminate. In addition, such employees may apply for long-term disability insurance coverage. City of Fort Collins Personnel Policies and Procedures Revised: January 16, 2009 Section 7 8el Conduct and Performance A. Government service is a public trust imposing responsibilities to conserve public resources, funds and materials. In accordance with that principle, employees may only use City property, equipment or materials for their intended City purpose. Moreover, in accordance with that principle, employees are expected to perform their jobs satisfactorily, refrain from engaging in misconduct and act in the City's best interest. B. Although it is impossible to predict every possible type of employee misconduct, the following are some of the types of conduct which could lead to disciplinary action up to and including termination of employment: 1. Theft or misuse of City money or property; 2. Commission or conviction of a felony or of any crime involving moral turpitude; 3. Violation of any departmental or City rule, regulation, policy or procedure; 4. Harassment of, or discrimination against, any individual based on race, religion, national origin, age, sex, sexual orientation or disability; 5. Falsification, unauthorized use or destruction of City records, reports or other data or information belonging to the City; 6. Abusive or threatening treatment of any person, including, but not limited to physical or verbal confrontation; 7. Insubordination or refusal to comply with directives or assignments; S. Using, consuming, possessing, having in the body, or distributing alcohol or controlled substances during working time or while operating a City vehicle; [rev. 1/13/99] 9. Incompetence, inattention to duties or wastefulness while on the job; 10. Failure to meet performance expectations of job or not performing duties or functions assigned; 11. Acceptance of gifts or gratuities from persons doing business with the City that exceed prescribed limits; 12. Engaging in personal business while on the job or engaging in outside employment which interferes with City job performance; 13. Repeated tardiness, absenteeism, abuse of leave; [rev. 11/01/99] 14. Job Abandonment (unreported absences of three days or more); [rev. 11/01/991 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 1.2.5 Nature of Your Employment Relationship Employment with the City is voluntarily entered into, and employees are free to resign at any time with or without notice or reason. Similarly, the City is free to conclude its employment relationship with any employee (except those in classified positions who have completed their introductory period) at will with or without cause at any time. The employment of employees in classified positions who have completed their introductory period may be terminated by the City only for cause (as discussed in the "Separation from Employment" policy). Neither you nor the City has entered into any contract of employment for a definite period, expressed or implied. Although the policies in the City of Fort Collins Personnel Policies and Procedures may be changed from time to time at the discretion of the City, the termination policy expressed in this paragraph may only be changed in a specific written contract to the contrary signed both by the employee and the City Manager. No other practice, written or oral policy or statement by anyone, including supervisors and any other management personnel, can alter this employment relationship. 1.2.6 These City of Fort Collins Personnel Policies and Procedures Generally Apply to All Employees Most of the policies of these City of Fort Collins Personnel Policies and Procedures apply to all employees, including those in classified and unclassified positions, but some policies only apply to certain categories of employees. Employment categories are defined in these City of Fort Collins Personnel Policies and Procedures. Whether a particular policy applies to certain categories of positions is typically addressed at the beginning of each policy. However, if a policy does not specify that it only applies to certain categories of employees, then the policy applies to all employees of the City. Additionally, a policy will not be applicable to Police Services employees in the Bargaining Unit if the collective bargaining agreement has a provision addressing the same subject as the City policy. [rev.9/24/08] 1.2.7 Applicability of Departmental Work Rules A. Service areas, departments, divisions, units and committees rflay adopt their own written operational and work rules that are consistent with the policies in these City of Fort Collins Personnel Policies and Procedures. When the City of Fort Collins Personnel Policies and Procedures also address the subject of such an operational or work rule, then both the City of Fort Collins Personnel Policies and Procedures and the departmental operational or work rule govern the employee. in any conflict or inconsistency, employees must follow the provisions of the City of Fort Collins Personnel Policies and Procedures, except for employees of the Fort Collins Police Services who, because of their law enforcement and public safety role, must follow the provisions of the General Directives promulgated by the Chief City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 1 15. Failure to properly use safety equipment, clothing or equipment or failure to follow established safety procedures; 16. Destruction, loss or abuse of City property; 17. Unauthorized use of City vehicles, equipment or property for personal use; 18. Possessing or maintaining sexually explicit materials on City property or in a City vehicle without a valid, work -related purpose. Sexually explicit materials shall mean any pictures, drawings, electronic reproductions, or other visual reproductions depicting the genitals, depicting sexual acts, or depicting an image which could reasonably be construed as conveying a. sexually erotic theme. [rev. 1/13/99] C. Employees maybe disciplined or terminated for conduct different from or in addition to the types of misconduct discussed above, and except for employees in classified positions who have completed their introductory period, all employees may be terminated at will with or without cause or notice at any time. D. Any questions about performance expectations should be directed to each employee's supervisor. Questions about employment policies or misconduct that could lead to discipline or termination of employment should be directed to the Human Resources Department. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.2 Harassment Prohibited A. The City is committed to providing a work environment that is free of harassment and unlawful discrimination. Consistent with the City's respect for the rights and dignity of each employee, harassment based on race, color, religion, sex, national origin, age, disability, sexual orientation or any other characteristic protected by law, will not be sanctioned or tolerated. In particular, it should be noted that: 1. Sexual harassment is strictly prohibited. Sexual harassment has been defined by government regulation as any unwelcome sexual advances, request for sexual favors, or other verbal or physical conduct of a sexual nature when submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual's employment; when submission to or rejection of such conduct is used as the basis for employment decisions affecting such individual; or such conduct has the purpose or effect of unreasonably interfering with the individual's work performance or creating an intimidating, hostile or offensive work environment. 2. Harassment on the basis of any other protected characteristic is also strictly prohibited. In general, harassment is any verbal or physical conduct that denigrates or shows aversion toward an individual because of race, color, religion, sex, national origin, age, disability, sexual orientation or any other characteristic protected by law, and that: a. Has the purpose or effect of creating an intimidating, hostile or offensive work environment; b. Has the purpose or effect of unreasonably interfering with an individual's work performance; or c. Otherwise adversely affects an individual's employment. 13. Harassing conduct includes, but is not limited to: epithets, slurs, or negative stereotyping; threatening, intimidating or hostile acts; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group and that is placed on walls or elsewhere on City premises or circulated in the workplace. Any individual found to have engaged in sexual or any other form of harassment will be disciplined as appropriate, up to and including termination. C. Any employee who believes she or he has been harassed in violation of this policy by a co-worker, supervisor or agent of the City, or by anyone while working, should promptly report the facts and the names of the individuals involved to her or his supervisor or, in the alternative, to the Director of Human Resources. During non - business hours, if the employee is unable to reach his or her supervisor, or if it is inappropriate for the employee to contact his or her supervisor, the employee may contact any other supervisor or manager in the employee's department to report City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 the incident and/or to obtain immediate emergency action. Any employee who observes harassment is also encouraged to report the incident promptly. [rev. 7/13/991 D. Supervisors must immediately report to the Director of Human Resources all complaints, observed incidents or suspected incidents of harassment in violation of this policy. The Human Resources Department will promptly investigate all reports and complaints of harassment as confidentially as possible and recommend appropriate action. Police Services may investigate sexual harassment complaints filed in the police department through established internal investigation procedures after consulting with Human Resources staff. E. A prompt and thorough investigation of the alleged incident will be conducted to the extent possible, and appropriate action will be taken. To the extent consistent with adequate investigation and appropriate corrective action, and to the extent permitted by law, any complaint of harassment will be treated as confidential. E The City will not in any way retaliate against an employee, potential employee or former employee who, in good faith, makes a complaint or report of harassment, or participates in the investigation of such a complaint or report. Retaliation against any individual for reporting a claim of harassment or cooperating in the investigation of such a complaint will not be tolerated. City of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 8.3 Threats and Violence Prohibited A. The City is committed to providing a work environment that is free of violence against persons and property, and threats of violence. In furtherance of that goal, the City maintains a strict policy prohibiting violent acts and threats to commit such acts. This includes, but is not limited to, physical abuse, threats to inflict violence on a person or property, direct or veiled threats, threatening remarks, threatening behaviors, vandalism, arson, sabotage, and (except for police officers) the use of weapons or carrying of weapons to work sites. B. Any employee who observes or hears of violent or threatening behavior associated with the workplace or a City employee should promptly report the incident to the supervisor or, alternatively, to the Director of Human Resources. Supervisors who receive complaints regarding threats or violence in violation of this policy, or who observe or suspect such threats or violence, should immediately report the incident(s) to the Director of Human Resources. C. Employees should call 911 or directly contact law enforcement if they believe there is an imminent threat to the safety or health of any employee or property. Any employee who contacts law enforcement must also inform the supervisor of the incident and the fact that law enforcement was called as soon as possible under the circumstances. D. The Human Resources Department will promptly investigate all reports and complaints of threats or violence as confidentially as possible and recommend appropriate action. The City may, at its discretion, initiate the involvement of law enforcement personnel when appropriate. The City prohibits retaliation in any manner against anyone making a complaint of threats or violence in violation of this policy. E. Any questions concerning this policy should be directed to the Human Resources Department. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.4 Computer Security and Acceptable Use S4.1 Security Must be Maintained A. To prevent unauthorized access to information in City computer systems, all computer users must use an identification code and password to log on (except when using public access services, such as the library's on-line public access catalog). Employees must take precautions to ensure that unauthorized users do not gain access to the City computer systems, such as by logging off the system while away from the computer, locking their offices and maintaining confidentiality of identification codes and passwords. Employees should also follow generally accepted password guidelines, such as using more than six characters in a password, not using a family or pet name or birthdate, and changing passwords every 60 days (or sooner as required by the system administrator). Please contact the Management Information Services Department for more information about password security. [rev. 6/18/071 R Employees may not obtain passwords of other users, and may not represent themselves as another user, without specific authorization. In addition, employees may not seek information about, copy, delete or otherwise modify files, data or passwords of another user except as required to complete assigned job duties. Access to City computer systems will cease immediately when an employee's employment ends, unless specific arrangements are made by the supervisor. C. To help protect City computer equipment and systems from viruses and other debilitating programs, employees may not install software or shareware on City computers unless: 1. The employee is licensed and legally authorized to install the software or shareware on the City computers; 2. The software or shareware has been examined for viruses and other issues concerning compatibility with the City's computer equipment and systems and approved by the Management Information Services Department; and [rev. 6/18/071 3. Employees may not install other equipment or hardware components ( such as modems or compact disk players) on City computers. D. Strict precautions are especially important to maintain the security of the City's enterprise computer applications and protect critical information from loss, contamination or destruction. Those are essential applications such as the Utility Customer Information System, Financial Accounting Information System and the Payroll/Personnel System. Employees are prohibited from gaining access to such systems unless they have explicit authorization, have been trained, and know how City of Fort Collins Personnel Policies and Procedures Revised- June 18, 2007 Section 8 to use those systems. In addition, shareware may not be used in conjunction with the City's enterprise computer applications or any other system containing vital information. E. Employees shall conform to the City software, licensing, and security standards as adopted by the City Manager and maintained by the Management Information Services Department. [rev. 6/18/07] U.2 Confidentiality Must be Maintained A. Materials containing any confidential (non-public) information, including word processing documents and electronic mail messages, must be identified by the originator as confidential and treated as confidential in their entirety. Materials may be identified as confidential by the title or text of a document or message, or by virtue of the fact the material is saved in a confidential location within the computer system, such as on an individual's "C" drive or on drives which are not readily accessible by the City organization in general. If employees have any doubt as to whether or not something is confidential, the material should be treated as confidential in its entirety. B. Access to any information designated as confidential may only be obtained by the originator of the information, the designated recipient, their supervisors, or others who are specifically given the information by the originator or designated recipient in order to perform the essential functions of their positions. Anyone receiving confidential information must continue to maintain its confidentiality. C. Employees, both during and after their employment with the City, may not disclose confidential material to anyone except to other employees who need the information to perform the essential functions of their positions, and except as required by law. U.3 Software is City Property A. Software purchased with City funds is City property. In addition, any software that an employee installs, or has installed, on a City computer becomes City property. All software on City computers is subject to applicable licensing and copyright agreements. B. All software and other intellectual property and inventions created with City computers or other equipment, or created during working time, is City property. Please refer to the policy on "Inventions and Copyrights" in these City of Fort Collins Personnel Policies and Procedures. &4.4 No Expectation of Privacy in Computer or Electronic Information A. Although information on City computers is sometimes confidential (non-public), it is not private. Employees should not have an expectation of personal privacy in City of Fort Collins Personnel Policies and Procedures Revised: June 18, 2007 Section 8 any computer information or electronic mail messages stored, sent or received on City computers. All information on City computers, including electronic mail messages, is subject to inspection and copying by each employee's supervisors with or without notice or consent. Supervisors wishing to review electronic information should request access from the Director of Human Resources, who has the discretion to grant or deny the request. B. Information in computers, including electronic mail messages, may remain retrievable for long periods of time, even though employees have "deleted" the information from their screens. Accordingly, employees should exercise good judgment as to what information they create on the computer and send via electronic mail. C. Various departments (such as the City Attorney's Office, Human Resources Department and City Manager's Office) have a need to maintain confidentiality and prevent public access to certain information in City computers and electronic mail systems. Even though such information may be confidential and non-public in nature, individual employees should have no expectation of privacy in any information they generate or store on City computers or electronic mail systems because all such information is subject to inspection and copying by the employee's supervisor with or without notice or consent. D. Because the City's computer equipment and systems, including electronic mail systems and the information on all such systems, at all times remain City property, employees have no right to obtain the information on or the contents of their computers or electronic mail upon termination of employment. U-S Use Must Comply with the Law Numerous laws and regulations, including federal and state laws, affect the use of computers, software, telephone lines and related equipment and data. Employees using the City's computer equipment and systems must comply with all applicable laws and regulations, in addition to all policies and practices relating to City computers. Any questions about laws or regulations, their application or their interpretation, should be directed to the City Attorney's Office. U.6 Questions about or Problems with City Computers Any questions about computer applications or problems with computers should be directed to Management Information Services Department. Violations of this policy should be reported to the employee's supervisor, Human Resources Department or Management Information Services Department. [rev. 6/18/07] City of Fort Collins Personnel Policies and Procedures Revised: June 18, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8eS Personal Use of Equipment and Supplies City property, facilities and equipment represent a major investment of taxpayer funds. It is the responsibility of all employees to assist in the maintenance and protection of this investment. City property, facilities and equipment may be used only for the public purposes for which they were acquired. Employees' personal use of City property, facilities or equipment is prohibited except for limited use in accordance with this policy and authorized by the supervisor. As used in this policy, the phrase "personal use" shall not include a use that is related to an outside business or outside employment of an employee. Employees are prohibited from using City property, facilities or equipment for outside business or outside employment purposes. [rev. 1/8/01] &5.1 Personal Use of Telephones, Fax Machines and Cellular Phones [rev. 2/24/04] A. Employees may occasionally need to make or receive personal phone calls and faxes while at work. Employees may use City telephones and fax machines for personal reasons so long as such use, in the discretion of the supervisor, is not excessive, disruptive or otherwise a violation of the public trust. The cost for personal calls, such as long distance or directory assistance charges, must be made on the employee's personal calling card, unless the supervisor or department head has authorized reimbursement of the charges by the employee once the billing information becomes available. [rev. 1/18/00] B. 1. The City recognizes that cellular phones are important business tools that contribute to the effectiveness and efficiency of City employees. In situations where an employee is in the field or where an employee does not have convenient access to a land phone line, it is often in the City's best interest to permit the employee to make personal use of a cellular phone in order to save time or avoid unnecessary travel. Employees may use City provided cellular phones and employee cellular phones for personal reasons during work hours so long as such use, in the discretion of the supervisor, is not excessive, disruptive or otherwise a violation of the public trust. [rev. 2/24/04] 2. Employees using City provided cellular phones that are billed on a per minute basis (non -allotment plan phones) are required to reimburse the City for all personal call charges in each of the following situations once the billing information becomes available: [rev. 2/24/04] a. For all personal use long distance, roaming, and directory assistance charges; [new 2/24/04] b. For all personal use local call charges occurring during work hours that are excessive, disruptive or otherwise a violation of the public trust, as determined by the employee's supervisor; and [new 2/24/04] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 of Police. Employees should address any questions regarding the applicability of City of Fort Collins Personnel Policies and Procedures and department operational and work rules to the Human Resources Department. R The City authorizes the adoption of Police Services General Directives that are in conflict or inconsistent with the City's Personnel Policies and Procedures only after the City Attorney's Office has reviewed and provided advice and after the Director of Human Resources and the City Manager have approved them. [rev. 2/24/04] 1.2.8 Definition of Commonly Used Terms in These City of Fort Collins Personnel Policies and Procedures Throughout these policies, the term "days" refers to calendar days, unless otherwise specified. In addition, the term "supervisor," as used in these City of Fort Collins Personnel Policies and Procedures, includes not only an employee's immediate supervisor, but also indirect supervisors higher on the chain of command, such as the department or division head and service area director. Accordingly, when the policies require that employees notify their supervisors of something, they may give notice to the department head instead of the immediate supervisor. Similarly, when a supervisor has the discretion to make a particular decision, the department or division head or service area director or other person in the chain of command may make it. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 1 c. For all personal use local call charges occurring during times when the employee is not working. [new 2/24/041 3. Employees using City provided cellular phones that are on an allotment plan ( not billed per minute unless the allotment is exceeded) are required to reimburse the City for all personal call charges that result in or contribute to any added expense to the City ( such as long distance, roaming, directory assistance charges, or per minute charges resulting from exceeding the allotted minutes in the plan). [new2/24/04] 4. Employees who participate in the City's Employee Cellular Phone Plan need to follow the regulations outlined in the Services Agreement for this plan. When employees use non -City provided cellular phones for City business purposes, the employees may obtain reimbursement from the City for the call charges. [rev. 2/24/04] 5. For purposes of this cellular phone policy, a cellular phone call made by an employee to a spouse or significant other advising the spouse or significant other that the employee must work longer than expected shall be considered a non -personal business related call. [new 2/24/04] 6. The City Finance Department, with the cooperation of supervisors, shall periodically perform a cell phone records review to determine the extent of business/personal cell phone usage and the financial impact upon the City. [new 2/24/04] 7. This policy is not applicable to the cellular phone use of the City Manager, City Attorney, and Municipal Judge which is governed by policy set by City Council. [new 2/24/04] C. Employees must reasonably limit the timing, number and duration of personal phone calls and faxes. Supervisors may restrict or prohibit an employee's personal phone calls and use of fax machines if, in the supervisor's judgment, an employee's use is excessive or affects the performance of the employee or others or is otherwise a violation of the public trust. D. Supervisors may monitor phone calls of their employees for the purpose of determining whether the call is business or personal in nature. Except to the extent necessary for a supervisor to determine whether a call is personal or business in nature, the supervisor will not monitor the content of a personal call. Employees should not have an expectation of privacy in the content of business related phone calls as these calls may be monitored and recorded, with or without the notice or consent, by an employee's supervisor for business purposes, including, but not limited to, quality control, training, and security. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 E. Although employees may use City fax machines for personal purposes on a limited basis in accordance with this policy, employees should not have an expectation of privacy in the materials sent or received on City fax machines. All materials sent or received on City fax machines are deemed to be City property and are subject to inspection and copying by supervisors and other City officials with or without notice or consent. 8.5.2 Personal Use of Voicentail Employees may receive and leave personal messages on the City voicemail system so long as such use, in the discretion of the supervisor, is not excessive, disruptive or otherwise a violation of the public trust. Employees may not leave voicemail messages which are unlawful, discriminatory, harassing, untruthful, misleading, or offensive. Employees should not have an expectation of privacy in voicemail messages which they send or receive because all information on the voicemail system may be reviewed and copied by the employee's supervisor with or without notice or consent. Employees should therefore exercise good judgment as to what information they leave in a voicemail message and as to what purpose they allow callers to leave voicemail messages for the employees. 85.3 Personal Use of Electronic Mail (E-Mail) [rev. 9/15/03] A. The Citys e-mail system and the distribution list capability of the system are intended for the transaction of City business. Personal use of the City's e-mail system is limited to those situations described in this policy. [new 9/15/031 B. Advertisements and Solicitations An employee may make personal use of the City's e-mail system for advertisements and solicitations only through the use of a Service Area or Service Unit Director - approved e-mail distribution list established for that purpose or by posting on the City -designated electronic bulletin board known as the Bargain Box. Any Service Area or Service Unit Director approving such a distribution list shall determine whether the list will be limited to employees in that Director's service area or, with the approval of any other applicable Service Area or Service Unit Director, will be open to City employees from other service areas or service units. Employees may not forward distribution list e-mails to employees who have not agreed to be on the distribution list. Employee participation in an approved distribution list is voluntary, and employees may choose to opt in or out of any such list. Employees who choose to participate will be subject to the receipt of any kind of commercial or non-commercial advertisements or solicitations that conform to the requirements set forth in subsection D, below. Employees may use the City's regular e-mail system to respond to advertisements and solicitations from the approved e-mail distribution list or from the Bargain Box. [rev. 2/17/07] City of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 C. Personal Use Other than for Advertising and Solicitation. [new 9/15/03] An employee may make occasional personal use of the City's e-mail system providing the use does not involve any kind of advertisement or solicitation. [new 9/15/03] D. Because an employee's personal use of the City's e-mail system, as permitted in this policy, and the posting of notices on the Bargain Box bulletin board can have a direct and material effect upon the effective and efficient operation of City business, the following requirements shall be applicable to all communications permitted under this policy: [new 9/15/03] 1. The communication shall not promote illegal activities or transactions. [new 9/15/03] 2. The communication shall not be misleading, deceptive, or constitute a public nuisance. [new 9/15/03] 3. The communication shall not encourage or constitute prohibited discriminatory or harassing conduct. [new 9/15/03] 4. The communication shall not constitute prohibited political activities as described in these City of Fort Collions Personnel Policies and Procedures ( Section 8.13). [new 9/15/031 5. The communication shall not be disrespectful, insubordinate, or demeaning to City employees, City officials, or members of the public. [new 9/15/03] 6. The communication shall not be excessive, disruptive, or otherwise in violation of the public trust. [new 9/15/03] 7. The communication shall not promote or encourage sexual or violent activities or practices; and shall not contain pornographic, obscene, or sexually explicit materials. [new 9/15/031 8. The communication shall not contain any information that is considered to be confidential to the City. [new 9/15/03] E. Employees should not have an expectation of personal privacy in the materials sent or received on City computers, including personal e-mail. All information sent or received on City computers, including personal e-mail, is deemed to be City property and subject to inspection and copying by supervisors and other City officials with or without notice or consent. The electronic mail of an employee may be a public record under the public records law and may be subject to public inspection. [new 9/15/03] E Supervisors may restrict or prohibit an employee's personal use of he City's e-mail if, in the supervisor's judgment, an employee's use is contrary to the provisions of this policy. [new 9/15/03] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 1007 Section 8 8.5.4 Personal Use of Computers and Internet Access Employees may occasionally need to use City computers for personal word processing, such as drafting a personal letter or writing a paper for a course, or to use the City's Internet connection to conduct personal research. During non -working time, employees may use City computers for personal word processing, spreadsheet application use, or internet research on a limited basis in accordance with all of the following requirements: [rev. 9/15/031 1. Employees may not install personal software, hardware or other equipment on City computers; 2. Generally, the City's computers may only be used by City employees, and not by their relatives or associates. However, with the approval of the City Manager or the Service Area Director, a City computer may be installed in an employee's residence if such installation is reasonably necessary for the performance of the employee's duties and is beneficial to the City. In such situations, to alleviate the need for multiple computers in the employee's residence, members of the employee's immediate family may use the City -owned computer on a limited basis. Alternatively, City -owned hardware and software may be installed on an employee's personal computer in the employee's residence if approved by the City Manager or Service Area Director. In either event, the use of the City -owned equipment by family members must be incidental and subordinate to the employee's City -related use of the equipment, and such use by the employee and all family members shall be subject to the following additional requirements: [rev. 1/8/01] a. No family member shall be allowed to access any confidential information maintained on the computer; [rev. 1/8/01 ] b. Family members must understand that they have no expectation of personal privacy in personal work stored on City equipment; [rev. 1/8/01 ] c. Support and maintenance of City -owned computers, hardware and/or software shall be provided by City support staff but such support and maintenance shall not be extended to personal hardware or software; [rev. 1/8/01 ] d. Such support and maintenance will be provided in the normal course of City business, consistent with the existing criteria for establishing appropriate priorities. In order for repairs to be made to City -owned computers, hardware and/or software, it may be necessary for the employee to bring the personal computer to City facilities for such repairs; [rev. 1/8/01 ] e. Because of the integrated nature of computer systems (hardware/software) the employee acknowledges that conflict between personal hardware and/or software and City -owned hardware and/or software could occur. If such a conflict or failure occurs, assessment as to the cause will be at the sole discretion of the City technical support staff. Any problems assessed as attributable to personal hardware and/or software will be the responsibility of the employee; [rev. 1/8/01] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 f. All software installed on a City computer must be properly licensed and evi- dence of such licensing must be available for inspection by the City at anytime, upon reasonable notice to the employee. Similarly, any software provided by the City shall maintain proper and current licenses, and a record of the distri- bution of those licenses shall be maintained with the service area; [rev. 1/8/01] g. All City computers and/or hardware and/or software must be immediately re- turned to the City upon termination of employment; [rev. 1/8/01 ] h. Family members' use of City computers, hardware and/or software shall be subject to all other provisions of this section dealing with the personal use of computers and Internet access, including the prohibition against using such equipment for profit, except that the following provisions shall not apply [rev. 1/8/01 ]; i. The provision prohibiting the installation of personal software, hardware or other equipment; and [rev. 1/8/01] ii. The provision requiring all personal work to be stored on separate, personal disks; [rev. 1/8/01] L Employees installing the City computers in their residences may, in the discre- tion of the City Manager or Service Area Director, also be subject to the provi- sions of these policies relating to teleworking. [rev. 1/8/01] 3. The use must be personal, and not in connection with an outside business or outside employment (except for postings on a Service Area Director -approved e-mail distribution list or on the Bargain Box as permitted in Section 8.5.3 ); [rev. 9/15/03] 4. Personal word processing and spreadsheet application use must be during non- working time. Personal use of the Internet connection must be outside scheduled work hours; [rev. 9/15/03] 5. Employees must use their own paper and other related supplies, and must "save" their work on personal disks, and not the network or "c:/" drive; 6. City computers may not be used in anyway that is unlawful, discriminatory or harassing to others. Because the City computers are located in City facilities, because they are used and/or viewed by multiple persons, including citizens, employees, supervisors and other visitors to our facilities, and because employees do not have an expectation of personal privacy in the use of the computers, personal use of the Internet connection may not be used to read, access, or obtain pornographic, obscene, or sexually explicit materials; 7. Employees may not use or disclose confidential information belonging to the City, and may not access the City's enterprise computer applications or other critical information for any reason not directly related to City business; 8. The personal use of City computers, in the discretion of the supervisor, may not be excessive, disruptive or otherwise a violation of the public trust; City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 9. Employees should not have an expectation of personal privacy in any computer information created, read or stored in connection with a City computer. Employees should remember that information "saved" on disks (or not "saved" at all) may remain backed up in the City's computer system for a long time, and all information on City computers is subject to inspection and copying by the employee's supervisors with or without notice or consent. Because the City's computers and electronic mail systems at all times remain City property, employees have no right to obtain the information on or the contents of their computers or electronic mail upon termination of employment. 8.5.5 Personal Use of Offices, Desks, and Other Work and Storage Spaces The City provides offices, desks, lockers, file cabinets and other work and storage spaces for various employees. Although such spaces are available for employees while at work, employees should remember that all such work and storage spaces remain the sole property of the City. Employees should not bring highly personal items into the workplace because the City reserves the right to open and inspect offices, desks, lockers, file cabinets and other work and storage spaces and to remove all items relating to City business and all personal items that are unlawful or inappropriate. Such an inspection can occur at any time, with or without advance notice or consent. Such an inspection may be conducted during, before or after working hours by the employee's supervisor or any other persons designated by the City. The City is not responsible for any articles that are placed or left in any such work or storage spaces that are lost, damaged, stolen or destroyed. 8.5.6 Cooperation Required Employees are required to cooperate in any inspection, review or copying of City property, including but not limited to desks, faxes, computer information, electronic mail messages and voicemad. 8.5.7 Personal Use of Discarded City Property [new 1/7/02] Because government service is a public trust that imposes a responsibility to conserve public resources, funds, and materials, City employees are not permitted to take or remove discarded City property for personal use unless all of the following criteria are met: [rev. 11/7/28] A. Prior to taking or removing the property, the employee must make a written request for the property, via e-mail or otherwise, to the employee's supervisor and the City's Purchasing Agent; and City of Forl Collins Personnel Policies and Procedures Revised: November 7, 2008 Section 8 B. The Purchasing Agent (or the City Manager if the Purchasing Agent is the employee who desires the property) and the employee's supervisor must make a written determination that: 1. The property has no present or reasonably foreseeable future value to the City; 2. Making the property available to the public would not be practicable because of the administrative burden or expense that would be entailed in doing so; and 3. The auctioning or other public sale of the property as contemplated by section 23-126 of the City Code would likely not result in any benefit to the City. The above process notwithstanding, an employee may take and remove cardboard boxes for his or her personal use, provided that such cardboard boxes were received by the City as packaging for other materials and were not specifically purchased by the City for use as cardboard boxes and further provided that the employee's supervisor approves the removal and determines that the supervisor's work unit has no need or use for the cardboard boxes. City of Fort Collins Personnel Policies and Procedures Revised: November 7, 2008 Section 8 8.6 Conflict of Interest, Gifts, Stipends, Donations, Outside Employment and Found Property [rev.11/7/20081 Each employee of the City is responsible for conserving public resources, funds and materials. Employees must uphold the public trust, and their conduct must be compatible with the best interests of the City. &6.1 Financial and Personal Conflict of Interest are Prohibited A. Except as otherwise provided in this section 8.6, no employee may use her or his position with the City for private gain or to give preferential treatment to any person or entity. Employees must maintain impartiality at all times when conducting City business. Employees must abide by all rules of conduct concerning conflict of interest as stated in the City Charter, including but not limited to the following provisions: [rev. 2/13/07] 1. if an employee exercises any decision -making authority concerning a sale to the City of goods or services, or has any supervisory authority over services to be provided to the City under a contract for services, then neither that employee nor his or her relative may have a financial interest in that sale to, or contract with, the City; 2. No employee shall, directly or indirectly, purchase any real or personal property from the City, except such property as is offered for sale at an established price, and not by bid or auction, on the same terms and conditions as to all members of the general public; 3. No employee shall attempt to influence or participate in any official capacity in any decision of a public body to which (s)he makes recommendations when the employee or his/her relative has a financial or personal interest in the decision. In addition to refraining from participation, the employee shall disclose his/her interest in writing as prescribed by the City Charter, Article IV, Section 9(b)(4). R The definitions of "financial interest," "employee," ..personal interest," "public body" and "relative" as well as a description of the criminal penalties which may be assessed for violating this provision of the City Charter are found in the City Charter at Article 1V, Section 9. The City Charter requires employees to file written conflict of interest statements under certain circumstances. Any questions about such provisions orreports of possible conflicts of interest should be directed to the Human Resources Department or City Attorney's Office for assistance. &6.2 Release of Confidential Information is Prohibited A. No employee may knowingly use information received in confidence as an employee to advance the financial or personal interests of the employee or others. Nor may City of port Collins Personnel Policies and Procedures Revised: November 7. 2008 Section 8 confidential information be disclosed when its disclosure might injure the financial interests of the City If an employee has an outside interest which could be affected by any City plan or activity, the circumstances must be reported immediately to the employee's supervisor. [rev. 4/4/03] B. No employee may knowingly disclose any confidential information to any person who is not an officer or employee or to an officer or employee whose official duties are unrelated to the subject matter of the confidential information or to maintaining an official record of such information on behalf of the City, unless such disclosure is reasonably necessary to protect the City from the gross mismanagement of public funds, the abuse of governmental authority, or illegal or unethical practices. [new 4/4/03] C. No employee may knowingly disclose any confidential information given in confidence to the City Council to any person to whom such information was not originally distributed by City staff unless and until the City Council has, by majority vote, consented to its release, unless such disclosure is reasonably necessary to protect the City from the gross mismanagement of public funds, the abuse of governmental authority or illegal unethical practices. [new 4/4/03] D. No employee may knowingly disclose any confidential information discussed in an executive session to any person who was not present during such discussion, other than members of such body who were unable to attend the executive session, without the prior knowledge and consent of the body holding such executive session, unless such disclosure is reasonably necessary to protect the City from the gross mismanagement of public funds, the abuse of governmental authority or illegal or unethical practices. [new 4/4/03] E. The provisions of subsections C and D, above, notwithstanding, the City Manager and the City Attorney may further distribute confidential information provided to City Council and may disclose confidential information discussed in any executive session to such staff members as they may consider reasonably necessary to enable them to fully advise the City Council or to implement any direction given by the City Council or to advise other officers and employees of the City whose official duties are related to the subject matter of the confidential information or to maintaining a record of the information on behalf of the City. [new 4/4/03] F. The term confidential information means information which is submitted to or generated by the City for its use in the exercise of functions required or authorized by law which is not or cannot be made available to the general public. It includes, but is not limited to: confidential personnel records; confidential commercial, financial and geological information; all non-public information exchanged or discussed in any properly convened executive session; and attorney -client communications. [rev. 4/4/03] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 G. Each employee is responsible for ensuring that any information released to any member of the general public may legally be provided to the public. If there is any uncertainty regarding what information is open to the public and what information is confidential (and not open to the public), please contact the supervisor and the City Attorney's Office for assistance. H. As prohibited by City Code Section 2-568(c)(1)(f), an employee who has filed a written statement identifying a conflict of interest under the City Charter may not knowingly elicit, accept or inspect any confidential information pertaining to the subject matter of such conflict of interest, nor may the employee attend or participate in an executive session pertaining to the confidential subject matter. [rev. 4/4/03] &6.3 Acceptance of Gratuities and Gifts is Generally Prohibited A. No City employee may accept any gift, gratuity, favor, entertainment, loan, or any other consideration or item of monetary value which, in the judgment of a reasonably prudent person, would tend to impair or give the appearance of impairing the employee's independence of judgment in the performance of her or his duties. B. City employees may: [rev. 2/13/071 1. Accept gratuities in the form of perishable, nonpermanent or promotional items that are insignificant in value, possibly including meals, lodging, travel expenses or tickets to sporting, recreational, and educational or cultural events. 2. Purchase goods or services at a price that has been discounted for City employees when: a. such discount has also been offered to a significant range of other recipients besides City employees, and the employee is not actively engaged in negotiations or enforcement action with the offeror; or b. such discount has been approved by City management as having a substancial benefit to the City, and the City is a co-sponsor of the discount. C. Further information is found in Section 2-568 of the City Code. Any questions should be directed to the Human Resources Department or City Attorney's Office. &6.4 Honoraria and Stipends Generally Prohibited No employee may accept payment for speeches, debates or other public events in connection with her or his City position. In addition, an employee who is authorized to provide a service or assistance to another public or private organization in connection City of Fort Collins Personnel Policies and Procedures Revised: Febrnary 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section I with her or his City position and receives an honorarium or a stipend must pay the amount received to the City. If, however, the employee's services are provided pursuant to an outside business activity (see below) and the employee is not acting as a representative of the City or on City time, the employee may retain the payment. US Outside Employment, Consulting, Business Activity Generally Allowable An employee may request to hold a second job, engage in outside consulting work, become self-employed in an outside business activity, off City premises during non- working hours. The City may, in its sole discretion, prohibit or restrict an employee from engaging in outside employment, self-employment, consulting, or other business activity based upon the following criteria: 1. The prohibition or restriction is necessary to avoid a conflict of interest with any of the employee's responsibilities to the City; or 2. The prohibition or restriction is necessary to avoid the appearance of a conflict of interest with any of the employee's responsibilities to the City; or 3. The requested activity is inconsistent with or detrimental to a bona fide occupational requirement; or 4. The prohibition or restriction is reasonably and rationally related to the City job activities and responsibilities of the particular employee or a particular group of employees, rather than to all employees of the City. &6.6 Request Procedure A. An employee who wishes to accept outside employment, engage in self-employment or consulting work, or other business activity, must submit a written request to her or his supervisor. The request must describe the employment or other business activity in complete detail, including but not limited to the name of the prospective employer, nature of the business, job title, duties, and hours of work. The supervisor should forward the request to the Department Head with a recommendation to approve or deny the request and an explanation of the recommendation based upon the above criteria. If the Department Head approves the request, a copy of the approved request should be forwarded to the Human Resources Department for inclusion in the employee's personnel file. Additional information may be requested at any time regarding the request for outside employment or other business activity. R Employees who are granted permission to accept outside employment or other outside activity must update their supervisors in writing each time there is a change in employer, nature of the business, job title, duties or hours of work. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 C. Under no circumstances should any employee expect that an approval of a request for outside employment or other outside activity is permanent. Any such approval may be withdrawn entirely, restrictions may be imposed, and/or additional information may be required at any time at the sole discretion of the City, even after the employee commences outside employment or other outside activity. D. The City is not responsible for injuries or illnesses incurred by employees outside the course and scope of their employment with the City except as provided by the City's medical insurance plans. &6.7 Found Property [new 1117108] A. A City employee who, while on -duty, finds or takes possession of what he or she reasonably believes to be lost or abandoned property of some value must report the find and, if practical and safe to do so, give the property to his or her supervisor, Police Services, or the City's Purchasing Agent for disposition pusuant to the provisions of sections 23-126 through 23-130 of the City Code regarding the disposition of property, or pursuant to applicable state law. B. When an on -duty employee finds or takes possession of property pursuant to this subsection, the employee shall be considered to be acting on behalf of the City, the employee will aquire no personal rights to the property, and the employee will not be eligible to receive the property in the event it remains unclaimed. C. Nothing in this policy shall prohibit an employee of any department from reclaiming property that he or she lawfully owned or possessed before it became lost or abandoned. City of Fort Collins Personnel Policies and Procedures Revised: November 7, 2008 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.7 Dress and Appearance A. In the interests of presenting a professional image to the public, employees are required to use good judgment in determining their dress and appearance, especially employees who have contact with the public. R In addition, some employees are required to wear uniforms or other identification so that they are readily identifiable as City employees. Uniforms furnished by the City are not intended for use except during working time and are not a substitute for personal attire. These uniforms should not be worn on personal time without the approval of the employee's supervisor. In addition, such uniforms must be returned to the City upon termination of employment. C. Employees who are dressed inappropriately or whose appearance is otherwise inappropriate, in the judgment of the supervisor, may be sent home and directed to return to work in proper attire. Such employees will not be compensated for the time away from work. In addition, employees whose dress or appearance is inappropriate may be subject to disciplinary action. D. Individual departments and divisions may establish their own specific dress standards consistent with this policy to meet their special needs. City of tort Collins Personnel Policies and Procedures Revised- February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 8.8 Restrictions on Solicitations by Means Other than E-Mail [ rev. 9/15/03 ] in order to avoid disruption of City operations, the following rules apply to solicitation and distribution of literature, products and services on City property. These rules are not applicable to an employee's personal use of the City's e-mail system and the Bargain Box electronic bulletin board. These topics are addressed in Section 8.5.3. [rev. 9/15/03] && I City Employees A. During working time, employees may not solicit or distribute literature, products or services for any purpose. B. The City recognizes, however, that during non -working time employees may wish to advertise and sell personal items like cookies, cosmetics, pets, and the like, on a limited basis. As a general rule, employees may not solicit or distribute literature at any time for any purpose in working areas, except that departments or divisions may, at their discretion, designate a public bulletin board (non -electronic) for employees to post personal advertisements and announcements. [rev. 9/15/03] C. Announcements and advertisements must be brief, limited to approximately one per month, and contain no unlawful, discriminatory, harassing, untruthful, misleading, or offensive matters. (Please also see the policy on "Personal Use of Equipment and Supplies" in these City of Fort Collins Personnel Policies and Procedures.) &&2 Working Time For purposes of this policy, "working time" includes the working time of the employee doing the soliciting or distributing and the employee to whom the soliciting or distributing is being directed. Working time does not include break periods, meal periods, or any other specified periods during the workday when employees are not engaged in performing their work tasks. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.9 Licenses and Certifications A. Employees in some positions must maintain certain licenses or certifications, such as a driver's license, commercial driver's license or license to practice law. When the City requires a license or certification for a particular position, that requirement is contained in the job description for the position. R Employees are responsible for acquiring and maintaining all licenses and certifications required by the City for their position. The City will reimburse employees for the cost of the following: 1. Fees actually paid for required licenses obtained during the time employees are employed by the City (except for a basic driver's license); and 2. Fees actually paid to renew or maintain required licenses during the time employees are employed by the City (except for a basic driver's license). C. Employees must promptly notify their supervisors of any action or proceeding which could result in the loss of a required license or certification. In addition, employees who lose a required license or certification must notify their supervisors at the beginning of the next work day. Such employees also must inform their supervisors of the terms or conditions under which the license may be reinstated and the minimum and maximum time which may elapse before the license is reinstated. Any employee who does not have a license required for her or his position is subject to reassignment or disciplinary action, such as demotion or termination of employment. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 8.10 Reporting Criminal Charges A. All employees who are charged with the following offenses, whether the offense allegedly occurred on duty or off duty, must promptly report the charges to their supervisors: 1. Any felony offense; 2. Any non -traffic misdemeanor offense; 3. The following traffic offenses: a. Driving while license denied, suspended or revoked; b. Eluding or attempting to elude a police officer; e. Hit and run, or leaving the scene of an accident, or failure to give notice, information, aid and/or report to police when involved in an accident re- sulting in injury to, serious bodily injury to or death of any person or dam- age to a vehicle. B. In addition, all employees whose jobs involve driving any vehicle (whether City - owned or private vehicle) and who are charged with any of the following offenses, whether the offense allegedly occurred on duty or off duty, must promptly report the charges to their supervisors: 1. Driving under the influence of intoxicating liquor and/or drugs, driving while impaired by intoxicating liquor and/or drugs, or driving with excessive alcoholic content, or driving with ability impaired; 2. Speed contest; 3. Reckless driving. C. The employee's report to the supervisor must be in writing, include a copy of the citation or other charging document, and be submitted within a week of the date of the charged offense. D. Criminal conduct by employees may result in disciplinary action, possibly including termination of employment, even when the alleged conduct occurred off duty when it relates to qualifications for or performance of the employee's job. Moreover, the City may investigate alleged criminal misconduct and take disciplinary action regardless of whether the employee is convicted in court of the alleged offense. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 1.3 Equal Employment Opportunity A. The City is committed to a policy of equal employment opportunity for all applicants and employees. Employment decisions comply with all applicable laws prohibiting discrimination in employment. B. The City is committed to providing a work environment that is free from unlawful discrimination and harassment. In keeping with this commitment, the City strictly prohibits unlawful discrimination in employment based on an individual's gender, race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation or other characteristics protected by law. For the purpose of this policy "sexual orientation" means a person's actual or perceived orientation toward heterosexuality, homosexuality, bisexuality, or transgender status. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. A specific policy prohibiting sexual and other unlawful harassment is set forth in the "Harassment" section later in these City of Fort Collins Personnel Policies and Procedures. [rev. 1/2/2008] C. Any employee who believes that he or she has been unlawfully discriminated against or harassed should immediately notify the Human Resources Department. The City will promptly investigate all such complaints and take appropriate action. D. It should be noted that the prohibition of discrimination in employment on an individual's sexual orientation is not intended to create a right or expectation of benefit eligibility to a person not legally married to the employee. City of Forl Collins Personnel Policies and Procedures Revised.' January 2, 2008 Section 1 City of tort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.11 Controlled Substances and Alcohol Policy General Policy A. To promote a safe and efficient work environment, the City prohibits using, consuming, possessing, having in the body, or distributing alcohol and controlled substances (except prescribed medications) by City employees while working for the City at any location, or while operating City vehicles at any time. This policy applies to all City employees. [rev. 2/1/00] B. Employees in certain safety sensitive positions are subject to this policy and the "Controlled Substances and Alcohol Policy (In Compliance with FMCSA Regulations)" (referred to as the "FMCSA Policy") set forth in these City of Fort Collins Personnel Policies and Procedures. Employees of the City of Port Collins Transfort/Dial -A- Ride Division and the Fleet Services Division (referred to as "transit employees") are subject to this policy and the "City of Fort Collins Transit System Substance Abuse Policy In Compliance with FTA Regulations)" (referred to as the "FTA Policy") set forth in these City of Fort Collins Personnel Policies and Procedures. The FMCSA Policy applies only to non -transit employees who are required to have commercial driver's licenses or who hold certain safety sensitive positions as defined by the FMCSA regulations. The FTA Policy applies only to transit employees specified in that Policy. If there is any inconsistency or conflict between this policy and the FMCSA Policy or the FTA Policy, then the terms of the FMCSA Policy or FTA Policy, as applicable, will supersede this policy and be controlling with respect to employees covered by the FMCSA Policy or the FTA Policy. [rev. 9/24/08] & 11.1 Prescribed Medication A. The City recognizes that employees will sometimes need to take over-the-counter drugs and medications as prescribed by their physicians. It is not a violation of this policy for employees to possess and use medication. However, if the use of such medication appears to affect the employee's ability to perform her or his job safely or effectively, then the City may, in its discretion, require the employee to take appropriate action, which may include but is not limited to doing one or more of the following: 1. Obtain further information from her or his physician. For example, information about how long the medication must be taken and verification that the employee can perform her or his job without jeopardizing the health or safety of herself or himself and others while taking the medication; 2. Be examined by a physician or other healthcare provider designated by the City in order to determine the employee's ability to perform job functions; [rev. 211100] City ol'Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 3. Take a leave of absence while taking the medication, and the employee may use available sick leave or injury leave ( whichever applies), vacation time, floating holiday time and compensatory time off in accordance with City leave policies; 4. Accept an assignment to modified duty in accordance with the Temporary Disability policy in these City of Fort Collins Personnel Polices and Procedures. B. Because the possession and use of marijuana, whether for medical use or otherwise, constitutes a federal offense and because the use of marijuana is not compatible with the performing of any job with the City, the City will not accommodate the medical use of marijuana. For purposes of this policy, the use of medical marijuana as recognized by state law is not considered a prescribed or otherwise permitted medication. [new 12/3/01] &11.2 Pre -Employment Testing for Controlled Substances A. The City has a legitimate, work -related, concern, based on overwhelming evidence, that users of controlled substances directly contribute to increased absenteeism, diminished productivity, greater health care costs, increased safety problems, greater potential liability to third parties, and more frequent employee turnover. Because there is no practical way for the City to observe a job applicant's work performance over a significant period of time before making a hiring decision, the City believes that it is necessary to require pre -employment substance abuse testing of job applicants once a conditional job offer is made. B. This pre -employment testing policy shall apply to all applicants for each of the following employment categories who have been made a conditional offer of employment: 1. Classified positions; 2. Unclassified management positions; 3. Hourly with benefits positions; [rev. 5/9/01 ] 4. Contractual positions; and 5. Hourly with no benefits positions that are designated as safety sensitive for purposes of pre -employment testing by the Human Resources Department. C. Hourly with no benefits positions which are not designated as safety sensitive for purposes of pre -employment testing by the Human Resources Department shall not be subject to this pre -employment testing policy. D. In determining which positions should be designated as safety sensitive for the purposes of this subsection concerning pre -employment testing for controlled City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 substances, the Human Resources Department may consider, but is not limited to considering, the following job duties: 1. Operation of a city vehicle (any type); 2. Operation of outdoor motorized equipment or power tools; 3. 'Aquatic instruction, aiding in aquatic instruction, or serving as a lifeguard; 4. Working with electricity or chemicals; 5. Directing vehicular or pedestrian traffic; 6. Civilian police personnel; 7. Working directly with children (persons under 18 years of age). E. The designation of a position as safety sensitive for the purposes of pre -employment testing does not mean or imply that the position is also safety sensitive for the purposes of random testing for controlled substances. E The City requires that all applicants conditionally offered a covered position with the City undergo a test as directed by the City for those controlled substances specified in the Procedures For Transportation Workplace Drug Testing Programs (49 CFR Part 40) and provide the test sample to an approved collection location within 48 hours of receiving the conditional offer of employment. Job applicants shall be notified of this requirement at the time of application or as soon thereafter as practicable. Applicants must sign a City approved consent form. Refusal to consent to the test, failure to provide the test sample as required above, or having a confirmed positive test shall disqualify the applicant from employment for a period of six months from the date of refusal, failure to provide, or testing, whichever is applicable. If the applicant has commenced employment pending the receipt of the test results, the receipt of a confirmed positive test shall be grounds for termination of employment. G. Pre -employment tests for controlled substances shall not be used to determine eligibility for promotions or transfers within the City unless required by law. There are two exceptions to the preceding sentence: 1. Because of the limited ability of the City to observe an hourly with no benefits employee's work performance over a significant period of time before making an employment classification change decision, a pre -employment test for controlled substances shall be required before such a non -safety sensitive employee's classification is changed to another employment category where a pre -employment test is required. 2. Because of the safety -sensitive, law enforcement nature of the work and because of the necessity that employees in the Protective Services occupational groups be entrusted with confidential and sensitive information, a pre -employment test for controlled substances shall be required before: City of Fort Collins Personnel Policies and Procedures Revised- September 24, 2008 Section 8 a. An employee in a job classification outside of the Protective Services occupational groups, who has not previously undergone a City administered pre -employment test, is allowed to transfer to a Protective Services job classification; or b. An employee who is classified in a Protective Services occupational group, who has not previously undergone a City administered pre -employment test, is allowed to change to a different Protective Services job classification. [rev. 3/30/00] &11.3 Reasonable Suspicion Testing for Alcohol and Controlled Substances The City may require an employee to undergo tests for alcohol and/or controlled substances when a supervisor reasonably suspects that the employee has alcohol and/ or a controlled substance in her or his system during working time. [rev. 1/13/99] M 1.4 Supervisor's Responsibility when Alcohol or Substance Abuse is Suspected When a supervisor reasonably suspects that an employee may have alcohol and/or a controlled substance In her or his system during working time, the supervisor should immediately and as confidentially as possible remove the employee from any potentially dangerous situation (such as prohibit the employee from driving or operating machinery). The supervisor should then immediately consult with the next level of supervision in order to reach a conclusion as to whether or not sufficient identifiable facts exist which would lead a reasonable person to suspect that the employee had alcohol and/or a controlled substance in her or his system during working hours. If, from the facts known to the supervisors at the time, the conclusion is reached that the employee had alcohol and/or a controlled substance in her or his system during working hours, the supervisor shall make arrangements for the immediate testing of the employee pursuant to procedures set forth below. If reasonably possible, the supervisor shall consult with the Human Resources Department prior to requiring an employee to submit to an alcohol or controlled substance test and, in any event, shall notify the Human Resources Department as soon as reasonably possible after a test is imposed. [rev. 1/13/99] M 1.5 Random Testing for Controlled Substances A. Certain employees may be designated as safety sensitive by the Human Resources Department even though they are not subject to the FMSCA Policy or the FTA Policy. Such safety sensitive employees shall be required to submit to controlled substance testing on a random basis. All employees subject to random testing shall be notified of this status by the City. Random testing will be conducted reasonably City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 throughout the year and will be unannounced to ensure that no employee receives advanced knowledge of the time of testing. All employees covered by this paragraph will have an equal chance of being selected each time a random selection is made and selection shall be conducted through the use of a random number generator or other neutral selection process. [rev. 9/24/081 K The designation of a position as safety sensitive for the purposes of random testing does not mean or imply that the position is also safety sensitive for the purposes of pre -employment testing for controlled substances. [rev. 2/l/00] M 1.6 Testing Procedures A. The testing procedures for pre -employment, reasonable suspicion and random testing will be as set forth in the Procedures For Transportation Workplace Drug Testing Programs (49 CFR Part 40), using the split sample method. However, in those testing situations where the FMCSA Policy and the FTA Policy are not applicable, procedures which entail the use of an initial screening at the collection site may be utilized prior to splitting the sample, sealing, and shipping the samples for laboratory analysis. In the event that an initial screening at the collection site provides results below the initial test cutoff levels as provided in 49 CPR Sec. 40.87, the sample will be destroyed and the result will be reported as negative. In the event that an initial test is at or above any of the initial test cutoff levels as provided in 49 CFR Sec. 40.87, the sample will be split, sealed and shipped to a designated testing laboratory for confirmatory testing pursuant to the provisions of the Procedures For Transportation Workplace Drug Testing Programs (49 CFR Part 40). [rev.9/24/08] R Retesting [new 12/3/01 ] 1. Pursuant to the requirements of 49 CFR Sec. 40.23, if the City receives a canceled test result for an applicant or employee for whom a negative result is required, the applicant or employee must immediately provide another specimen at the collection site. 2. Pursuant to the provisions of 49 CFR Sec. 40.197, if an applicant or employee receives a negative dilute drug test result, the applicant or employee shall be directed to take another test immediately with the minimum possible advance notice that he or she must return to the collection site. If the second test result is also negative dilute, the test result will be considered verified negative and the applicant or employee will not be required to take a third test because the second test result was negative dilute. C. Designated Employer Representative [new 12/3/01 ] The Director of Human Resources is designated as the City's Designated Employer Representative. The Director is authorized to receive that information and to take those actions as specified in 49 CFR Part 40. City of rort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 D. After receiving notification of a verified positive test, an employee or applicant may request that the split sample be analyzed. Such a request must be made within 72 hours of the time the employee or applicant is notified of a verified positive test. If such a split sample test request is made, the split sample will be tested at another certified laboratory. If the split sample test results are negative, the employee or applicant will not be responsible for the cost of the test. If the split sample test results are positive, the employee or applicant will be required to pay for the cost of the test and such cost may be deducted for any pay owed to the employee. [new 12/3/011 M 1.7 Consequences for Refusal to Submit to Test and Test Results Any employee who refuses to take an alcohol or controlled substances test required by the City may be subject to disciplinary action. In addition, any employee who tests positive for alcohol or for a controlled substance (except for the employee's prescribed medication) in any amount may be subject to disciplinary action, up to and including termination of employment. Because of the accuracy limits inherent in current alcohol testing techniques, a positive test for an alcohol concentration of less than .02 will not, by itself, constitute grounds for discipline. The City will consider it a refusal to take the test if an employee does not provide sufficient quantities of specimen (breath, urine or blood, as required) to be tested without a valid medical explanation; tampers with or attempts to adulterate the specimen or collection procedure; refuses to empty pockets at the collection site prior to providing a urine specimen; or does not report to the collection site immediately. The employee shall be responsible for the cost of any drug or alcohol tst required as a condition of a last chance agreement or other disciplinary action. An employee who receives a positive result on a follow-up test or fails to pay the cost of the follow-up test will be subject to disciplinary action, up to and including immediate termination of employment. [rev. 9/24/08] & 11.8 Drug -Free Workplace Act Compliance A. Pursuant: to Public Law 100-690, Title V, Subtitle D, the Drug -Free Workplace Act of 1988 (the'Act"), the City of Fort Collins must certify that it will provide a drug - free workplace in order to qualify for federal financial assistance. A drug -free workplace is necessary for the maximum efficiency and safety of City employees and the public. Substance abuse may adversely affect the quality of work product or service, pose safety and health risks to the user and others, and result in danger to or loss of equipment and property. B. It is the City's policy to prohibit the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance during work time in the workplace where employees may be assigned. An employee found in violation of this policy will be subject to disciplinary action, up to and including termination for a first City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 offense. Compliance with this policy is a condition of employment for all employees of the City. Such condition of employment does not create a contract for employment, but rather is a prerequisite to hiring or continued employment of any employee. C. Any employee who is convicted under a criminal drug statute for a violation occurring in the workplace, or who plead guilty or nolo contendere to such charges, must notify the Human Resources Department or the City Manager's Office within five (5) days of' such conviction. Failure to report such conviction or plea will result in disciplinary action up to and including termination from employment for a first offense. Employees convicted, or who plead guilty or nolo contendere to such drug -related violations, are subject to discipline, including possible termination and/or mandatory attendance and successful completion of a drug abuse assistance or similar program as a condition of continued employment, at the City's discretion. The process to impose such discipline shall commence within thirty (30) days of conviction or plea. If the employee's job involves a contract with a federal agency, procurement of goods or services for such agency, or federal grant funds, such conviction will be reported by the City to the federal agency within ten (10) days of the City receiving notice ol'such conviction, as discussed above, or otherwise receiving actual notice of such conviction. D. The City has established a drug -free awareness program to inform employees of: 1. The dangers of substance abuse in the workplace; 2. The provisions of this policy; 3. The available drug and alcohol counseling, rehabilitation or employee assistance; and 4. The penalties for violation of this policy. E. The City of Fort Collins Human Resources Department can provide further information to all employees, including educational materials on the dangers of drug and alcohol abuse in the workplace. As a component of this program, employees may be required to attend presentations on drug and alcohol abuse in the workplace as scheduled by their supervisors. The Human Resources Department can provide referral assistance and further information. Partial medical insurance may be available for drug and alcohol treatment. Further information on the rehabilitation and counseling resources are available in the Human Resources Department. E The City of Fort Collins is committed to maintaining a safe workplace free from the influence of illegal drugs and controlled substance abuse. In addition, the City will comply with the requirements of the Drug -Free Workplace Act of 1988, and the applicable drug -free work force rules promulgated by state and federal agencies. [rev. 1/13/99] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 M I S Effects of Alcohol For a discussion on the effects of alcohol, please refer to the Substance Abuse Policy (In Compliance with FTA Regulations). [rev. 1/13/99] City of Fort Collins Personnel Policies and Procedtmes Revised: September 24, 2008 Section 8 8.1 Z Restrictions on Smoking and Other Tobacco Use A. Because the City cares about the health of all employees and the condition of City property, smoking is generally not allowed during working time. Employees may only smoke or use tobacco products during break time, lunch time or other non- working time. Employees may not smoke or use tobacco in City buildings except where expressly permitted. Smoking and other use of tobacco is also prohibited in City vehicles. In addition, employees who choose to smoke in their private vehicle when conducting City business should be sensitive to the effects of second hand smoke on other employees who are with them. K Employees are expected to use good judgment and help maintain a safe and clean environment in connection with smoking and the use of tobacco products on City property. Accordingly, employees should not smoke or use tobacco products while standing immediately outside the doors of City buildings, and should discard ashes, cigarette butts and other tobacco residue in ashtrays or other safe receptacles. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 REVISED: • 17A Retained Limit Coverage Application (Updated Sexual Harassment Supplemental Application and Sexual Abuse Supplemental o Replaces PDF Pages 68-72 and 74-76 • 18A Fiduciary Liability Application (Updated) o Replaces PDF Pages 190-200 • 19A Excel 2009 Vehicle Inventory (added overnight parking locations) o Replaces PDF Page 365-375 • 20A Excel 2009 Property Schedule SOV (added radio tower, removed Library, added additional bridge information) o Replaces file for PDF Page 363 • 21A New Exhibit III o Replaces PDF Page 215 QUESTIONS AND ANSWERS: Q. Are there dams other than those currently scheduled for which you want additional coverage? ANSWER: No Q. Explain $1,302,000 value on SOV for Collindale Gold Irrigation system. ANSWER: Extensive system includes pump house, pumps, motors, 26 satellite boxes, computer system and controllers above ground and 1500 sprinkler heads, piping main line(s) and feeder lines below ground. Q. Explain the $95,000 value shown for the Collindale Golf Clubhouse? ANSWER: The clubhouse contains a full restaurant. This value is for the kitchen equipment. Q. Why is no loss run provided for the Fine Art coverage? ANSWER: 2008 was there first year we carried this coverage. No losses were recorded during this time period. City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section 1 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.13 Restrictions on Political Activity The City recognizes that employees have rights and responsibilities as citizens to participate in the political process. However, because City employees hold positions of public trust and confidence, certain restrictions on political activities of employees both on and off the job are necessary to avoid actual or apparent conflicts of interest and to promote integrity of City government. 8.13.1 Prohibited Political Activities City employees are prohibited from the political activities listed below. Certain terms used below are defined at the end of this policy. 1. Employees may not engage in any political activity under any of the following situations: [rev. 5/20/04] a. while on duty; [rev. 5/20/04] b. while in a uniform that identifies the employee as a City employee; [rev. 5/20/04] c. while in a City office or building (except when in a City office or building as a citizen and not as an employee; or [rev. 5/20/04] d. while using a City vehicle or equipment. [rev. 5/20/04] 2. Employees may not represent their statement or position concerning a political topic as the statement or position of the City when engaging in off -duty political activity. [rev. 5/20/04] 3. Employees may not become a candidate for nor serve as a member of the Fort Collins City Council. [rev. 2/7/99] 4. The following activities with regard to candidates for the Fort Collins City Council are also prohibited: [rev. 5/20/04] a. Employees may not take an active part in managing the candidate's campaign; b. Employees may not directly or indirectly solicit, receive, collect, handle, dis- burse or account for assessments, contributions or other funds for a candidate; c. Employees may not solicit votes in support of or in opposition to a candidate; d. Employees may not make, directly or indirectly, any contribution or expend any money or any valuable thing to assist in the election or defeat of a candidate. (Charter, Article VIII, Section 8). [rev. 5/9/011 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 & 13.2 All Other Rights are Retained by Employees Employees retain the right (when off duty, not in uniform, outside City offices and buildings, and not using a City vehicle, equipment or other resources) to participate fully in any public affairs, except as otherwise prohibited in this policy or in the Charter of the City of Fort Collins. The following are examples, and is not an exhaustive list, of specific political activities which employees may engage in subject to the restrictions above: 1. Display a political picture, sticker, badge, button or sign; 2. Sign political petitions as an individual; 3. Express an opinion as an individual, privately and publicly, on political subjects and candidates; 4. Take an active part in a campaign, solicit contributions and votes, donate personal time and money and hand out literature with regard to candidates for an office other than City Council; 5. Be politically active in connection with matters such as a constitutional amendment, referendum, initiative, ballot issue, approval of a municipal ordinance or any other questions of issues of a similar character. & 13.3 Definitions For purposes of this policy regarding political activity, the following definitions apply: 1. "Political activity" means any actor statement supporting or opposing any candidate, legislation, constitutional amendment, amendment to the City Code or City Charter, or any petition addressed to any government agency, or official or the circulation of any such petition. A political activity does not include: [new 5/20/04] a. registering to vote or voting in any election; [new 5/20/041 b. any act or statement supporting or opposing any legislation, constitutional amendment, amendment to the City Code or City Charter, or any petition addressed to any government agency or official, when such act is done or statement is made by a management employee authorized by the City Manager to express the City's official position; or [new 5/20/04] c. any statement which recommends supporting or opposing any legislation, constitutional amendment, amendment to the City Code or City Charter, or any petition addressed to any government agency or official, when such statement is made by an employee in the course of the employee's employment to aide City management in formulating an official City position. [new 5/20/041 2. "Political party" means a national political party or state political party and any affiliated organization. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 3. 'Election" includes primary, special and general elections. 4. "City" refers only to the City of Fort Collins. 5. "Contribution" means any gift, subscription, loan, advance, deposit of money, allotment of money or anything of value given or transferred by one person to another, including cash, check, draft, payroll deduction or allotment plan, pledge or promise, whether enforceable or otherwise. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.14 Citizen Input to Council by City Employees A City employee is permitted to address City Council regarding issues that concern him/her as a private citizen providing that: [rev. 10/10/03] 1. The employee does not do so while on duty or while in uniform or other clothing that identifies him/her as a City employee, and does not state his/her City title or department unless: [rev. 10/10/03] a. The employee also makes it clear that he/she is not representing the City and is not acting in performance of his/her duties as a City employee; or [new 10/10/03] b. The employee's presentation is being made in the performance of his/her duties as a staff member and not as a private citizen; [rev. 10/10/03] 2. The employee does not use City resources and supplies, including but not limited to the City's e-mail system, except to the extent the same are available to members of the public; [new 11/7/08] 3. The employee does not divulge confidential City information; or [new 10/10/03] 4. The employee's comments are not unduly disruptive to the orderly work environment or working relationships within the City organization. [rev. 10/10/03] City of Fort Collins Personnel Policies and Procedures Revised. November 7, 2008 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.15 Inventions, Designs, Copyrights 8. l Disclosure Required Employees must promptly disclose to the City all improvements, discoveries, ideas, inventions, and information pertinent to the operation or functions of the City which they develop either individually or in conjunction with others, or that employees otherwise learn of during the time they are employed by the City. & 15.2 Products Become City Property A. All writings, computer programs, software and other products that employees develop in the course or scope of their employment, or using City property of any kind, are the sole property of the City upon their creation. In the case of copyrightable works, the product becomes the sole property of the City at the time the product is fixed in a tangible medium of expression. However, the City may refuse ownership of any product at any time. B. Products covered by this policy include all intermediate and partial versions of the products, as well as all materials, flow charts, notes, outlines and the like created in connection with such products. Products also include all formulae, processes, algorithms, ideas and other information not generally known to the public and developed or generated by employees in the course of their employment are the sole property of the City upon their creation. This policy applies whether the employee developed the product individually or in conjunction with others, and whether or not the product is protected by copyright. & 15.3 Assignment of Rights to Products By accepting and continuing employment with the City, employees assign to the City the sole and exclusive right, title and interest in and to all products described above, and all copies of such products, without further consideration. The City retains ownership of and the right to reproduce, market, license, or otherwise distribute any such product produced by the employee, unless the City refuses ownership. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.16 Vehicle Operation Many employees operate private vehicles or City vehicles during the course of their jobs. This policy sets forth the general guidelines applicable to all such employees. Employees working in Police Services, Utility Services, and some other departments, are additionally subject to the specific policies and procedures of their own department on this subject. & 1 & 1 Privately Owned Vehicles City employees who travel on City business using private vehicles will be reimbursed consistent with the reimbursement rate established by the Finance Department and approved by the City Manager. & 16.2 City Owned Vehicles A. Except as specifically allowed in this policy, City vehicles may be used only for official City business. Employees who drive more than 5,000 miles annually on City business may request to use a City vehicle during working hours. The decision whether to grant or deny such a request, and any conditions or restrictions on the use of such vehicles, are entirely within the discretion of the Service Area Director, Service Unit Director, or Department Head. [rev. 2/17/07] R In addition, employees who serve in a position where it is important that they be recognized as City employees may, at the discretion of the City, be provided a City vehicle and required to use it on City business instead of their personal vehicles. These positions could include, but are not limited to, Building Inspectors, Construction Engineers, Project Managers and Project Engineers. & 16.3 Taking Nome City Vehicles A. Except for take home vehicles discussed below, City -owned vehicles are kept on the City's premises unless temporarily located elsewhere, for example, due to mechanical failure or project assignment. [new 7/8/02 ] & Any employees authorized to use City vehicles may make occasional reasonable stops en route to and from work assignments, such as a personal errand during lunch or break time or on the way home. Supervisors have the responsibility and discretion to restrict or prohibit such personal use if, in theirjudgment, an employee's use is excessive or interferes with the job performance of the employee or the work unit. [new 7/8/02] City of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 1 A Human Resources Department 1.4.1 Functions of the Human Resources Department The Hunan Resources (HR) Department provides centralized personnel services for the City in the areas of compensation, benefits, recruitment and selection, employee relations, and organizational development and training. The HR Department is available to provide information to understand the City's employment policies and assistance to promote a positive work environment. The HR Department is the best resource to obtain current information on work rules, employment policies, payroll data, personnel records, job opportunities, compensation and benefits, and benefit continuation rights upon termination of employment. 1.4.2 Assistance to Employees A. Representatives of the HR Department are available to assist employees with their employment -related questions and concerns. Employees should feel free to contact their supervisors or an HR representative for purposes including: 1. To ask questions regarding employment policies; 2. To express concerns regarding working conditions or safety issues; 3. To make complaints of unlawful discrimination, sexual harassment or other unlawful harassment, or other violations of City policy. B. In addition, because the HR Department maintains personnel records for all employees, it is important that employees notify the HR Department promptly of any changes in their name, marital status, number of dependents, home address, and telephone number. 1.4.3 Assistance to Departmental Supervisors A. The HR Department also serves as a resource for supervisors and should be contacted any time supervisors are considering serious disciplinary action, such as suspension, demotion or termination of an employee. In addition, supervisors should contact the HR Department with questions regarding employment policies, complex employment matters — such as employees' requests for leave that may fall under the Family and Medical Leave Act or applicability of the Fair Labor Standards Act — and any other employment issue not specifically answered in these City of Fort Collins Personnel Policies and Procedures. City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section I C. An employee may be allowed to take home a city vehicle only under one of the following circumstances: [rev. 2/13/07] 1. To respond to emergencies when the employee's status has been designated by the City Manager or service area director as one of standby, on -call or critical emergency response; or 2. With approval of the service area director, to attend a early morning, out-of- town meeting; or 3. With approval of the service area director, to efficiently handle other unusual situations that may call for the immediate availability of a City vehicle on short notice; provided, however, that this provision shall not be construed to allow a City vehicle to be taken home by an employee on a regular, ongoing basis. D. An employee using a take home vehicle may not use such vehicle for personal purposes, other than for commuting or for very minor personal use such as a stop for a personal errand on the way between work and the employee's home. When an employee is on call and is required by the City to use a vehicle for personal use in order to be ready to respond to an emergency situation, such use will not be considered personal use for purposes of this policy. Employees may transport family members if they are conducting personal business either en -route to their home or during the time they are on an on -call status. The employee is expected to be responsible in selecting the destination of these trips. The employee shall exercise good judgement in operating and utilizing City vehicles, and shall not drive or use the vehicle in a manner that may cause unfavorable comment or reflect negatively on the City. [new 7/8/02] E. Commuting use of take home vehicles by employees will be included in the employee's gross income on form W-2 based on the commuting value determined according to IRS rules and regulations. [new 7/8/021 F. No take home vehicles will be permitted outside the Urban Growth Area boundary or an area defined be a circle with a 10-mile radius with its center at Mulberry Street and College Avenue, whichever is greater, unless authorized by the City Manager. Exception: cases where City facilities are located outside the Urban Growth Area and the primary work area is there, such as the Water Treatment Plant. [new 7/8/021 &16.4 Driving Records Check for Driving Positions[new 05/30/06] The City shall conduct a driving records check of applicants for employment and volunteer positions that allow driving as a regular component of the position. Addi- tionally, a driving records check in such positions shall be done not less than once City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 every year, and any other time that a supervisor deems it necessary. The City may, in its discretion, make selection and retention decisions based on a person's driving record. Managers in each department shall be responsible for tracking driving positions and ensuring that the driving records checks are conducted as set forth in this policy. & 16.5 Insurance Requirements A. Employees operating private vehicles on City business must have vehicle liability insurance with liability limits at least as high as the minimum limits specified by the State of Colorado, and maintain proof of such insurance as required by law. B. Inside every City vehicle should be a certificate of self-insurance. Employees operating City vehicles should verify that their vehicles contain the certificates. Any questions about the certificate of self-insurance should be directed to Risk Management. & 16.6 Rules for Operating Vehicles 1.. Employees who operate private vehicles when conducting City business, or City vehicles at any time, are required to comply with the following: A. Employees must maintain a valid driver's license with the appropriate vehicle class designation required by the department. The City may, in its discretion, at any time require any employee who drives any vehicle during the course of her or his employment to verify that she or he has a valid driver's license and sufficient insurance as required by law and this policy. (Please also see policy on Licenses and Certifications) [rev. 5/9/01]; B. Employees may not allow anyone other than a City employee or volunteer to drive a City vehicle; C. Employees must obey all traffic laws and use courteous and safe driving practices. The City will investigate complaints about an employee's i nproper use of a City vehicle and take appropriate disciplinary action; D. Both the driver and all passengers are required to wear seat belts and shoulder harnesses when driving or riding in a private vehicle on City business or a City vehicle at any time, except for Police Services employees subject to departmental directives on this subject; E. Under no circumstances may any employee use any alcohol or drug or have any amount of alcohol or drug in her or his system while driving a private City of Fort Collins Personnel Policies and Procedures Revised: January 16, 2009 Section 8 vehicle on City business or a City vehicle at any time, except for prescribed and over-the-counter medications which do not affect the ability to drive; F. Employees operating City vehicles which exceed 10,000 pounds gross weight must comply with appropriate federal Department of Transportation regulations and additional City policies, including but not limited to a separate substance abuse policy; G. Any employee authorized to use City vehicles may make occasional, reasonable stops en route to and from work assignments, such as a personal errand during lunch or break time or on the way home. Supervisors have the responsibility and discretion to restrict or prohibit such personal use if, in their judgment, an employee's use is excessive or interferes with the job performance of the employee or the work unit; H. When operating motorcycles ormotor scooters on City business, employees and any passengers shall wear motorcycle helmets at all times. [rev. 5/31/ 00] 2. Employees may not use wirelesstelephones while operating a City vehicle while the vehicle is in motion except in the following situations: [new 1/16/09] A. because of their advanced driver training and law enforcement needs, police and community service officers may use a wireless telephone in order to perform law enforcement functions; or B. any employee may use a wireless telephone when it is necessary in a work related or public safety emergency situation. & 16.7 Reporting Accidents A. Employees involved in an accident of any kind while driving a private vehicle on City business, or a City vehicle at any time, must comply with the following procedures: 1. Immediately contact the local law enforcement agency to make a police report and obtain medical assistance, if necessary. In Fort Collins, call 911 for emergencies. For non -emergency situations, call Fort Collins Police Services at221-6540; 2. Do not leave the scene of the accident unless authorized by the supervisor or the law enforcement officer or unless transported away by ambulance; 3. Immediately report the accident to the supervisor and Risk Management, including the circumstances of the accident and any injuries; 4. If a City vehicle needs to be towed, during business hours contact Equipment Services at 221-6613 or Transfort at 221-6625. After business hours, contact Police Dispatch at 221-6540; City of Fort Collins Personnel Policies and Procedures Revised: January 16, 2009 Section 8 5. Complete a City 'Accident/Incident Report Form," and return it to Risk Management within 24 hours. Supervisors should complete the form if the employee is unable to do so; 6.. Complete a "State of Colorado Traffic Accident Report" (form DR2447), and return it to Risk Management. [rev. 1/2/2008] S. Employees who are covered by the FMCSA controlled substances and alcohol testing policy (including employees required to hold commercial driver's licenses or in certain safety sensitive positions) may be required to submit to tests for controlled substances and alcohol following certain types of accidents. Such employees must remain readily available for testing and may not consume alcohol until after testing is completed, up to eight hours after the accident. [rev. 9/24/08] 8.16.8 Use of Bicycles Employees shall wear bicycle helmets any time they are riding a City provided bicycle or when riding a personal bicycle on City business. Employees involved in an accident while riding a City provided bicycle or when riding a personal bicycle on City business shall immediately contact the local law enforcement agency to make a police report, obtain medical assistance if necessary, and immediately report the accident to the supervisor and Risk Management. [rev. 5/31/00] City of Fort Collins Personnel Policies and Procedures Revised. January 16, 2009 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.17 Controlled Substances and Alcohol Policy (In Compliance with FMCSA Regulations) (Applicable Only to Non-Transfort and Non -Fleet Services Division Employees Required to Hold Commercial a Driver's License and Others in Safety -Sensitive Positions) The City strives to provide its employees with a healthy and safe workplace. Toward that goal, the City has adopted the following policy in order to promote the City's safety and health program and comply with the federal standards for safety -sensitive duties regulated by the Federal Motor Carrier Safety Administration ("FMCSA'). Because of the voluminous nature of the applicable federal regulations (49 CFR Parts 382 and 40), it is not practical for this City policy to set forth a verbatim recital of the federal regulations. Covered employees are required to comply with this policy as well as the applicable federal regulations that are incorporated by this reference. A copy of the federal regulations may be obtained from the Human Resources Department. In the event of a conflict between this policy and the applicable federal regulations, the federal regulations shall take precedence. [rev. 9/24/08] & 17.1 Who is Covered by This Policy A. The Federal Omnibus Transportation Employee Testing Act requires employers to test employees in safety -sensitive positions in motor carrier industries for alcohol and controlled substances. Safety -sensitive positions not only include positions for which employees are required to hold a Commercial Driver's License, but also include a variety of other positions as defined by the Department of Transportation, Federal Motor Carrier Safety Administration and employees who hold a Commercial Driver's License. For example, covered employees may include heavy equipment operators, drivers and certain mechanics. [rev. 9/24/08] R This policy only applies to employees who are required to hold a commercial driver's license and others in safety -sensitive positions as defined by the FMCSA regulations. Employees of the City of Fort Collins Transfort/Dial-A-Ride Division and the Fleet Services Division (collectively referred to as "Transfort Division employees") are subject to the City of Fort Collins Transit System Substance Abuse Policy, (referred to as the FTA Policy) set forth in these City of Fort Collins Personnel Policies and Procedures. The City will provide training to all employees covered by this policy in accordance with the regulations of the FMCSA. All employees covered by this policy will be notified by the City. If there is any uncertainty whether a particular employee is covered, or if there are any other questions about this policy, please contact the Director of Human Resources or Risk Manager. [rev. 9/24/08] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 & 17.2 Statement of Polity In accordance with the FMC SA regulations, the City has adopted the following work rules applicable to covered employees: [rev. 9/24/08] 1. No employee may unlawfully manufacture, use, possess, or distribute controlled substances; 2. No employee may report for work, perform safety sensitive duties, or while in the employ of the City, have at any time, any controlled substance present in her or his body. Presence of controlled substances will be determined by testing performed as described in this policy; 3. No employee may perform safety sensitive functions within four hours after consuming alcohol; 4. No employee may consume alcohol while performing safety sensitive functions; 5. No employee may possess alcohol while on duty; 6. No employee may report to work or perform safety sensitive functions while having a blood alcohol concentration of .02 or greater. An employee's alcohol concentration will be determined by tests as described in this policy. The use of the .02 level of alcohol concentration in this paragraph is in recognition of the testing device margin of error and does not constitute authorization or consent for the employee to have alcohol in his or her body at an time while on duty; [rev. 1/13/99] 7. No employee may leave the scene of an accident, without a valid reason as determined in the sole discretion of the City, before arranging to have a controlled substance and alcohol test performed; 8. No employee may consume alcohol after an accident unless: a. Eight hours have expired; b. The employee has been tested; or e. The employer has determined that the employee's performance could not have contributed to the accident. & 17.3 Substance Screening A. For the purpose of assuring compliance with the FMCSA regulations and this policy, applicants and employees in safety sensitive positions will be subject to controlled substance and alcohol screening under the following circumstances as a condition of their employment. B. Applicants: All applicants conditionally offered employment for safety sensitive positions or conditionally offered transfers from non -safety sensitive positions to City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 safety sensitive positions shall undergo urine drug testing and provide the test sample to an approved collection location within 48 hours of receiving the conditional offer of employment or transfer. Refusal to consent or submit to the test, failure to provide the test sample as required above, or having a confirmed positive test shall disqualify the applicant from employment with the City for a period of six months from the date of refusal, failure to provide, or testing, whichever is applicable. Additionally, an applicant will be disqualified for employment if the applicant has had a positive test or has refused to test with an employer covered by Department of Transportation ("DOT") agency drug and alcohol testing rules during the past two years, and has not documented successful completion of the DOT return -to - duty process (including follow-up tests). [rev. 12/3/011 C. Employees: Employees covered by this policy are required to undergo substance screening under the circumstances below. 1. Post -Accident Testing a. The FMCSA regulations require that any employee covered by this policy submit as soon as practicable to tests for controlled substances and alcohol if he or she is involved in an accident in which: [rev. 9/24/081 i. He or she is driving a commercial motor vehicle with a gross vehicle or combination weight rating of 26,001 or more pounds, or is designated to transport 16 or more passengers including the driver, or is of any size and is used in the transportation of materials found to be hazardous for purposes of the Hazardous Materials Transportation Act and requires the motor vehicle to be placarded. [new 8/13/071 ii. There is a loss of a human life; or iii. He or she receives, within 8 hours of the occurrence for purposes of an alcohol test and within 32 hours of the occurrence for purposes of a controlled substances test, a citation under state or local law for a moving traffic violation arising from the accident, if the accident involved: [rev. 7/8/021 a. bodily injury to any person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or [new 7/8/02] b. one or more motor vehicles incurring disabling damage as a result of the accident, requiring the motor vehicle to be transported away from the scene by a tow truck or other motor vehicle. [new 7/8/02] b. The City also requires that any employee who is seriously injured and cannot provide a specimen at the time of the accident must provide the necessary authorization for obtaining hospital reports and other documents that may City of 1,orl Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 indicate the presence of controlled substances and alcohol in the employee's system. 2. Reasonable Suspicion Testing Employees covered by this policy will be required to submit to tests for controlled substances and/or alcohol when a supervisor has reasonable suspicion that the actions, appearance or conduct of the employee on duty show symptoms of the use or presence in the employee's body of a controlled substance or alcohol. 3. Random Testing a. Employees covered by this policy are subject to selection for testing for controlled substances and alcohol at any time on a random basis. Random testing will be conducted reasonably throughout the year and will be unannounced to ensure that no employee receives advance knowledge of the time of testing. All employees covered by this policy will have an equal chance of being selected each time a random selection is made. b. The number of controlled substance tests conducted annually will equal or exceed the percent of the number of safety sensitive positions subject to testing as required by FMCSA regulations. The number of alcohol tests conducted annually shall equal or exceed the percent of the number of safety sensitive positions subject to testing as required by FMCSA regulations. The percent amount set by the regulations may be obtained from the Risk Manager. [rev. 9/24/08] 4. Follow -Up and Return to Duty Any employee covered by this policy who has been required to or voluntarily undergoes rehabilitation for substance abuse must submit to tests for controlled substances and alcohol, and must receive negative results on all such tests, before returning to work. In addition, such an employee will be subject to follow-up testing from 12 to 60 months following her or his return to a safety sensitive position pursuant to the provisions of 49 C.F.R. 40.307. The employee shall be solely responsible for the payment of all costs of substance abuse professional services and all required follow-up tests. An employee who receives a positive result on a follow-up test or fails to pay the cost of the follow-up tests will be subject to disciplinary action, up to and including immediate termination of employment. [rev. 9/24/08] & 17.4 Refusal to Submit to Test Refusal to submit to any required test for controlled substances or alcohol is a violation of this policy. The following behavior constitutes a refusal: 1. Refusal to take a required test; [rev. 12/3/01 ] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 2. Inability to provide sufficient quantities of breath or urine to be tested without a valid medical explanation; 3. Tampering with, or attempting to adulterate, the specimen or collection procedure; 4. Not reporting to the collection site in the time allotted; and/or 5. Leaving the scene of an accident without a valid reason before the tests have been conducted; and 6. Refusal to empty pockets at the collection site prior to providing a urine specimen. [new 12/3/01] 8.17.5 Testing Procedures A. Controlled Substances Procedure 1. Controlled substance screening must be conducted in a laboratory certified by the United States Department of Health and Human Services ("DHHS") and in accordance with the Procedures for Transportation Workplace Drug Testing Programs. These procedures include "split sampling" which provide that a urine sample be split into two separate containers. 2. The substance screen will test for the following controlled substances: marijuana, cocaine, opiates, amphetamines and phencyclidine ("PCP"). Any positive initial test will be confirmed by a gas chromatography/mass spectrometry test. 3. The City will retain a Medical Review Officer ("MRO") who will receive the laboratory results of the testing procedure. The MRO will be a licensed physician and have knowledge of substance abuse disorders and the appropriate medical training to evaluate positive test results, medical histories, and any other relevant biomedical information. When a confirmed positive test could have resulted from legally prescribed medication, the MRO will review all medical records made available by the tested employee. The MRO will be the sole custodian of the individual test results and may only inform the City of whether the test results were negative or positive. 4. After receiving notification of a verified positive test, an employee may request that the split sample be analyzed. Such a request must be made within 72 hours of the time the employee is notified of a verified positive test. If such a split sample test request is made, the split sample will be tested at another DHHS certified laboratory. If the split sample test results are negative, the employee will not be responsible for the cost of the test. If the split sample test results are positive, the employee will be required to pay for the cost of the test and such cost may be deducted from any pay owed to the employee. [rev. 12/3/01 ] R Alcohol Testing Procedure City of Fort Collins Personnel Policies and Procedztres Revised: September 24, 2008 Section 8 R Supervisors are required to report immediately to the HR Department all complaints of unlawful harassment and discrimination (including formal and informal complaints), all incidents the supervisor observes which might constitute harassment or discrimination, and all suspected instances of harassment or discrimination. The HR Department is responsible for investigating all complaints and incidents of unlawful harassment and discrimination and recommending appropriate action to resolve the situation. C. Supervisors are also required to forward all requests for employment verification, employee references, and personnel information of any nature to the HR Depart- ment. (Please refer to the policy on "Personnel Files" in these City of Fort Collins Personnel Policies and Procedures.) City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section I 1. Alcohol testing shall be conducted by a Breath Alcohol Technician ("BAT") using an Evidential Breath Testing Device ("EBT" ). The employee will provide a breath sample. If an employee's blood alcohol concentration is .02 or greater, then a second, confirmation test will be performed. 2. An employee whose blood alcohol concentration is .02 or greater on a second confirmation test will be relieved of duty immediately and placed on administrative leave until the status of her or his employment can be evaluated. Employees who test positive for alcohol at any concentration level should not drive following the test. C. Retesting [new 12/3/01 ] 1. Pursuant to the requirements of 49 CFR Sec. 40.23, if the City receives a canceled test result for an applicant or employee for whom a negative result is required, the applicant or employee must immediately provide another specimen at the collection site. 2. Pursuant to the provisions of 49 CFR Sec. 40.197, if an applicant or employee receives a negative dilute drug test result, the applicant or employee shall be directed to take another test immediately with the minimum possible advance notice that he or she must return to the collection site. if the second test result is also negative dilute, the test result will be considered verified negative and the applicant or employee will not be required to take a third test because the second test result was negative dilute. D. Designated Employer Representative [new 12/3/01 ] The Director of Human Resources is designated as the City's Designated Employer Representative. The Director is authorized to receive that information and to take those actions as specified in 49 CFR Part 40. & 17.6 Consequences of Violation of Policy A. The FMCSA regulations require certain minimum consequences for violation of the regulations. In addition to those minimum consequences, the City may, in its discretion, impose consequences more severe than those required by the FMSCA regulations, including possible termination of employment, for violation of this policy. [rev. 9/24/081 K Applicants: It is the policy of the City, above and beyond the requirements of the FMCSA regulations, that applicants who test positive for controlled substances or who test .02 or greater blood alcohol concentration will not be eligible for hire by the City. [rev. 9/24/08] City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 C. Employees: A covered employee who tests positive for a controlled substance or has a blood alcohol concentration of .02 or greater must immediately be removed from performing her or his safety sensitive duties. in addition, the City may, in its discretion, remove a covered employee from duty based on a positive test result for controlled substances or alcohol at any concentration level. D. Under the FMCSA minimum regulations, the City is not required to allow an employee to return to work ( whether or not in a safety sensitive position) following a positive test for controlled substances or alcohol at any concentration level. However, if the City, in its discretion, decides to allow an employee to return to work in a safety -sensitive position after receiving an EBT test result of a blood alcohol concentration of .02 to .039, before returning to work the employee must undergo a subsequent EBT test which shows that her or his blood alcohol concentration is less than .02. Moreover, if the City, in its discretion, decides to allow an employee to return to work in a safety sensitive position after testing positive for a controlled substance or having a blood alcohol concentration of .04 or greater, the employee must be evaluated by a counselor of the City's Employee Assistance Program who will serve as a Substance Abuse Professional ("SAP"); if the SAP determines that additional treatment is necessary, the employee must complete such treatment. In addition, the employee will be subject to follow-up testing as described in this policy. [rev. 9/24/08] E. In addition to the minimum FMCSA requirements, the City may, in its sole discretion, impose other or further disciplinary action, up to and including immediate termination of employment, on any employee covered by this policy who tests positive for a controlled substance or blood alcohol at any concentration level or who otherwise violates this policy. [rev. 9/24/08] E Please contact the Director of Human Resources or the Risk Manager for further information about this policy or to discuss issues related to the abuse of controlled substances or alcohol. City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.18 City of Fort Collins Transit System Substance Abuse Policy (in Compliance with FTA Regulations) (Applicable Only to Transfort/Dial-A-Ride and Fleet Services Division Employees) M& I Policy City of Fort Collins Transfort/Dial-A-Ride and Fleet Services Divisions are dedicated to providing safe, dependable, and .economical transportation services to our transit passengers. City of Port Collins transit employees (for the purposes of this Policy, the term "transit employees" includes employees of the Transfort/Dial-A-Ride Division and the Fleet Services Division) are our most valuable resource and it is our goal to provide a healthy, satisfying working environment which promotes personal opportunities for growth. In meeting these goals, it is our policy to: 1. Assure that employees are not impaired in their ability to perform assigned duties in a safe, productive, and healthy manner; 2. Create a workplace environment free from adverse effects of drug abuse and alcohol misuse; 3. Prohibit the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances; and 4. Encourage employees to seek professional assistance anytime personal problems, including alcohol or drug dependency, adversely affect their ability to perform their assigned duties. & M2 Purpose The purpose of this policy is to assure worker fitness for duty and to protect our employees, passengers, and the public from the risks posed by the misuse of alcohol and the use of prohibited drugs. This policy is also intended to comply with all the applicable Federal regulations governing workplace anti -drug and alcohol programs in the transit industry. The Federal Transit Administration (FTA) of the U.S. Department of Transportation has published 49 CFR Part 655, as amended, that mandate All provisions set forth in boldface print are included consistent with requirements specifically set forth in 49 CFR Part 655, or Part 40, as amended. Provisions set forth in the Drug -Free Workplace Act (CFR Part 29) are delineated in italics. All other provisions are set forth under the authority of the transit system. [rev. 9/4/021 City of Fort Collins Personnel Policies and Procedures Revised: February /7, 2007 Section 8 urine drug testing and breath alcohol testing for safety -sensitive positions and prohibits performance of safety -sensitive functions when there is a positive test result. The U.S. Department of Transportation ( DOT) has also published 49 CFR Part 40, as amended, that sets standards for the collection and testing of urine and breath specimens. In addition, the Federal Government published 49 CFR Part 29, "The Drug -Free Workplace Act of 1988", which requires the establishment of drug -free workplace policies and reporting of certain drug -related offenses to the FTA. This policy identifies the requirements for the City of Fort Collins transit employees safety -sensitive employees. The City intends to keep this policy current with the latest relevant federal regulations. [rev. 9/4/02] 8.1&3 Applicability A. This policy applies to all City of Fort Collins transit employees who perform a safety - sensitive function as identified as follows and are regulated by the FTA. B. The FTA identifies safety -sensitive employees functions as follows: [rev. 10/14/051 1. Operating revenue service vehicles in or out of service; 2. Dispatch or controlling movement of a revenue service vehicle; 3. Maintaining a revenue service vehicle/exception to Sec.5311 agencies; 4. Security personnel carrying firearms; 5. Supervisors who control the movement of a revenue service vehicle; 6. Operating a non -revenue service vehicle, when required to be operated by a holder of a Commercial Driver's License. [rev. 10/14/05] C. Alist of the City of Fort Collins transit positions (including Fleet Services positions) that have been identified as safety sensitive is as follows: 1. Employees operating a revenue service vehicle in or out of service; [rev. 6/1/05] 2. Employees operating a non -revenue service vehicle which requires a CDL; [rev. 6/1/05] 3. Employees that dispatch or that are controlling movement of a revenue service vehicle; [rev. 6/1/05] 4. Employees that maintain a revenue service vehicle; [rev. 6/1/05] 5. Employees that provide security and carry a firearm; [rev. 6/1/05] 6. Employees that are supervisors who perform these functions; [rev. 6/1/05] 7. Non -employee volunteers are exempt, unless a CDL is required or un- less the volunteer receives remuneration in excess of his or her actual expenses City of Fort Collins Personnel Policies and Procedures Revised: Febrnary 17, 2007 Section 8 incurred while engaged in the volunteer activity. [rev. 10/14/05] D. Safety -Sensitive Job Titles 1. Field Coordinator [rev. 6/1/05] 2. Transfort Operations Supervisor [rev. 6/1/05] 3. Dispatcher/Scheduler [rev. 6/1/05] 4. Bus Operator [rev. 6/1/05] 5. Maintenance Helper[new 3/21/07] 6. Mechanic (includes Lead and Trainee) [rev. 3/21/07] 7. Shop Supervisor —Transfort [rev. 3/21/07] 8. Equipment Maintenance Worker [rev. 3/21/07] 9. Transfort Safety &Training Supervisor [new 6/1/05] 10. Bus Cleaner [new 6/1/05] 11. Bus Fueler [new 6/1/05] 12. Director of Operations Services [new 3/21/07] E. This policy applies to all City of Fort Collins transit employees who perform safety - sensitive functions anytime they are on duty and are regulated by City of Fort Collins Policy. This includes: [rev. 6/1/05] 1. Full-time employees. 2. Paid part-time employees. 3. Contract employees when they are on transit property or when performing any transit -related safety -sensitive business. F. The City shall analyze the job duties of any newly created transit positions to determine whether or not the new position is safety -sensitive, and therefore subject to this policy. [new 9/4/02] &1&4 Prohibited Substances "Prohibited substances" addressed by this policy under authority of the City include the following: 1. Illegally Used Controlled Substances Or Drugs Any illegal drug or substance identified in schedules I through V of Section 202 of the Controlled Substance Act (21 U.S.C. '812), and asfurtherdefined by21 CFR 1300.11 through 1300.15. City of Fort Collins Personnel Policies and Procedures Revised: Jame 18, 2007 Section 8 This includes, but is not limited to: marijuana, amphetamines, opiates, phencyclidine (PCP), and cocaine, as well as any drug not approved for medical use by the U.S. Drug Enforcement Administration or the U.S. Food and Drug Administration. Illegal use includes use of any illegal drug, misuse of legally prescribed drugs, and use of illegally obtained prescription drugs. 2. Legal Drugs a. The appropriate use of legally prescribed drugs and non-prescription medications is not prohibited. However, the use of any substance which carries a warning label that indicates that mental functioning, motor skills, or judgement may be adversely affected must be reported to supervisory personnel and medical advice along with a release to work statement from a licensed physician must be sought by the employee, as appropriate, before performing work -related duties. b. A legally prescribed drug means that individual has a prescription or other written approval from a physician for the use of a drug in the course of medical treatment. It must include the patient's name, the name of the substance, quantity/amount to be taken, and the period of authorization. The misuse or abuse of legal drugs while performing transit business is prohibited. 3. Alcohol The use of beverages or substances containing alcohol including medication, mouthwash, food, candy, or any substance such that alcohol is present in the body while performing transit business is prohibited. The concentration of alcohol is expressed in terms of grams of alcohol per 210 liters of breath as measured by an evidential breath testing device. [rev. 6/I/051 U&S Prohibited Conduct A. Manufacturing, Trafficking, Possession, and Use City of Fort Collins policy and the Drug Free Workplace Act prohibit all transit system employees from engaging in the unlawful manufacturing, distribution, dispensing, possession, or use of prohibited substances on City premises, in transit vehicles, in uniform, or while on City business. Employees who violate this provision will be subject to disciplinary action up to and including termination consistent with the City's discipline code. Law enforcement shall be notified, as appropriate, where criminal activity is suspected. a Intoxication/Under the Influence Under City of Fort Collins authority all transit employees that are reasonably suspected of being intoxicated, impaired, under the influence of a prohibited substance, or not fit for duty shall be suspended from job duties pending an investigation and verification of condition. Under FTA's authority safety -sensitive employees found to be under the influence of prohibited substances or who fail to pass a drug or alcohol test shall be removed from duty and subject to disciplinary action, up to and including termination consistent with the City's City of Fort Collins Personnel Policies and Procedures Revised: June 18, 2007 Section 8 discipline code. A drug or alcohol test is considered positive if the individual is found to have a quantifiable presence of a prohibited substance in the body above the minimum thresholds defined in 49 CFR Part 40, as amended. [rev. 6/1/05] C. Alcohol Use No employee shall report for duty or remain on duty when his/her ability to perform assigned safety -sensitive functions is adversely affected by alcohol or when his/her breath alcohol concentration is 0.04 or greater. No safety -sensitive employee shall use alcohol while performing safety - sensitive functions, or just before, or just after performing a safety -sensitive function. Additionally, the City prohibits any safety -sensitive employee from consuming alcohol while on duty or in uniform. No safety -sensitive employee shall use alcohol within four hours of reporting for duty, or during the hours that they are on call. Violation of these provisions is prohibited and punishable by disciplinary action up to and including termination consistent with the City's discipline code. D. Compliance with Testing Requirements All safety -sensitive employees will be subject to urine drug testing and breath alcohol testing as a condition of employment. Any safety -sensitive employee who refuses to comply with request for testing shall be removed from duty and under the City's authority, his/her employment terminated. Any safety -sensitive employee who is suspected of providing false information in connection with a test, who is suspected of falsifying, tampering, contaminating, or adulterating the specimen, or substituting another specimen will be required to undergo an observed collection. Verification of these actions will result in the employee's removal from duty and under the City's authority, his/her employment terminated. Refusal to test constitutes a positive test and any of the following shall be considered a refusal: [rev. 6/l/05] 1. failure to privide a urine specimen or breath sample; [new 10/14/05] 2. an inability to provide a sufficient urine specimen or breath sample without a valid medical explanation; [rev. 10/14/05] 3. tampering with or attempting to adulterate the specimen or collection procedure; [rev. 10/14/05] 4. verbal declaration, obstructive behavior, refusal to sign Step 2 of the Alcohol Testing Form; [rev. 10/14/05] 5. physical absence resulting in the inability to conduct the test; [rev. 10/14/05] 6. substituting a specimen; [rev. 10/14/05] 7. not reporting to the collection site in the time allotted; [rev. 10/14/05] City of Fort Collins Personnel Policies and Procedures Revised: Febrnaty 17, 2007 Section 8 8. leaving the collection site prior to test completion; [rev. 10/14/05] 9. failure to permit an observed or monitored collection when required; [ rev. 10/14/05] 10. failure to take a second test when required; [rev. 10/14/05] 11. failure to undergo a medical examination when required; [rev. 10/14/051 12. failure to cooperate with any part of the testing process; [rev. 10/14/051 13. failure to remain readily available for testing following an accident. [ rev. 10/14/05] 14. failure to appear for any test (except a pre-employent test)within a reasonable time, as determined by the City, consistent with applicable DOT agency regulations, after being directed to do so by the City; or [new 10/14/051 15. having a verified adulterated or substituted test result. [new 10/14/05] E. Treatment Requirements The City policy encourages all employees to make use of the available resources for treatment of alcohol misuse and illegal drug use problems. Under certain circumstances, City policy may require employees to undergo treatment for substance abuse or alcohol misuse as defined in a Last Chance Agreement. Any employee who refuses or fails to comply with the transit system requirements for treatment, after care, or return to duty as specified in the Last Chance Agreement shall be subject to disciplinary action, up to and including termination. The cost of any treatment or rehabilitation services will be paid for directly by the employee or his/ her insurance provider. Employees will be allowed to take accumulated sick leave, vacation leave, or leave without pay to participate in the prescribed rehabilitation program. F. Notifying the Transit System of Criminal Drug Conviction As required by the Drug Free Workplace Act, all employees are required to notify the transit system ofany criminal drug statute conviction fora violation occurring in the workplace within five days after such conviction. Failure to comply with this provision shall result in disciplinary action, up to and including termination. G. Proper Application of the Policy The transit system is dedicated to assuring fair and equitable application of this substance abuse policy. Therefore, under City authority, supervisors/managers are required to use and apply all aspects of this policy in an unbiased and impartial manner. Any supervisor/manager who knowingly disregards the requirements of this policy, or who is found to deliberately misuse the policy in regards to subordinates, shall be subject to disciplinary action, up to and including termination. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.18.E Testing Procedures A. Testing shall be conducted in a manner to protect the employee and the integrity of the drug and alcohol testing process, safeguard the validity of the test results, and ensure the test results are attributed to the correct employee. The testing process will use laboratory facilities which have been approved by the U.S. Department of Health and Human Services (DHHS). All testing will be conducted with the procedures put forth in 49 CFR Part 40 and 655, as amended. The testing laboratory, the MRO, and the City shall maintain those records and processing protocols necessary to ensure compliance with 49 CFR Part 40. The testing laboratory will be required to maintain the long term frozen storage of positive samples as specified by 49 CFR Part 40. The integrity of the process is ensured through the following: picture identification of the employee, Federal Drug Custody and Control Form with unique specimen identification number completed by a trained collection site person who insures that the Custody and Control Form is completed correctly and signed and certified by the donor (drug test), collection of Split Sample specimens that are sealed and initialed by the donor (drug test), and use of an approved evidential breath testing device that displays and prints unique sequential numbers and is capable of producing three copies of the test result (alcohol test). [rev.9/4/02] B. Once an employee has been asked to test, the City and the regulations require the employee to have in his/her possession at the testing facility a photo identification and sign completed testing forms. [rev. 6/1/05] C. The drugs that will be tested for include marijuana, cocaine, opiates, amphetamines, and phencyclidine. An initial drug screen will be conducted on each urine specimen. For those specimens that are not negative, a confirmation Gas Chromatography/Mass Spectrometry (GC/MS) test will be performed. The test will be considered positive if the amounts present are above the minimum thresholds established in 49 CFR Part 40.87, as amended. in the event there is reason to believe an employee is abusing a substance other than the five drugs listed above, the City of Fort Collins reserves the right to test for additional drugs under the transit system's own authority for safety -sensitive employees using standard laboratory testing protocols. Drug testing may be performed while an employee is on duty regardless of when a safety - sensitive function is or has been performed. [rev. 10/14/05] D. Tests for breath alcohol concentration will be conducted utilizing a National Highway Traffic Safety Administration (NHTSA) approved evidential breath testing device (EBT) operated by a trained breath alcohol technician (BAT). The BAT will complete a Federal Breath Alcohol Testing form and ensure that it is signed by the donor. If the initial test indicates an alcohol concentration of 0.02 or greater, a second test will be performed to confirm City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 105 City Attorney's Office 1.5.1 Functions of the City Attorney's office The City Attorney's Office is responsible for advising the City Council and City staff in the performance of their official duties, representing the City in all legal proceedings, preparing all legal documents, and prosecuting violations of the City Code and Charter in Municipal Court. The attorneys represent the City's interests in court proceedings and prepare ordinances, resolutions, agreements and otherlegal documents. In addition, the attorneys work closely with Cityofficials and employees to anticipate, analyze and address the various legal issues and concerns that are associated with the day-to-day conduct of City business, such as legal matters relating to labor and employment, land use and planning, entering into contracts, and providing City services. 1.5.2 When to Contact the City Attorney's office Generally, City officials and employees should contact the City Attorney's Office under the following circumstances: 1. To obtain information about laws that might apply to City operations (including federal and state laws and the City Charter and Code) and the interpretation and application of those laws; 2. To seek advice as to whether a policy or proposed course of action is lawful and the legal implications of policies or proposed courses of action; 3. To draft or review all contracts and agreements; 4. To seek advice any time legal action is threatened, or potential liability is suspected, against the City or its officials or employees. This includes, but is not limited to, liability concerning an outside entity or person, or any current or former City employee; 5. To review and interpret any legal papers, including requests under the Public Records Act, complaints, subpoenas, notices to appear or produce documents, court orders, stipulations, and other legal papers. City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section 1 the results of the initial test. Alcohol testing will be performed just prior to, just after, or during the performance of a safety -sensitive function. A safety -sensitive employee who has a confirmed alcohol concentration of greater than 0.02 but less than 0.04 will be removed from his/her position for 8 hours unless a retest results in a concentration of less than 0.02. Under City authority, the inability to perform safety -sensitive duties due to an alcohol test result of greater than 0.02 but less than 0.04 will be considered an unexcused absence subject to transit system disciplinary action up to and including termination of employment. [rev. 6/1/051 E. An alcohol concentration of 0.04 or greater will be considered a positive test and in violation of this policy and a violation of the requirements set forth in 49 CFR Part 655 for a safety -sensitive employee. Any safety - sensitive employee that has a confirmed positive drug or alcohol test (random, reasonable suspicion, post -accident, return -to -duty, or follow- up) or refuses to test will be removed from his/her position, informed of the educational and rehabilitation programs available, and referred to the Substance Abuse Professional (SAP) for assessment. A positive drug and/or alcohol test will also result in disciplinary action up to and including termination consistent with the City's discipline code and provisions set forth in an individuals Last Chance Agreement. [rev9/4/021 E Pursuant to the provisions of 49 CFR Sec. 40.197, if an applicant or employee receives a negative dilute drug.test result, the applicant or employee shall be directed to take another test immediately with the minimum possible advance notice that he or she must return to the collection site. If the second test result is also negative dilute, the test result will be considered verified negative and the applicant or employee will not be required to take a third test because the second test result was negative dilute. [new 6/1/051 G. The transit system affirms the need to protect individual dignity, privacy, and confidentiality throughout the testing process. H. The Medical Review Officer (MRO) is responsible for reviewing and interpreting confirmed positive test results and plays a very important role in assuring the accuracy and validity of test results. The MRO shall be a licensed physician with knowledge of substance abuse disorders and must meet the qualifications set forth in 49 CFR 40.121. The MRO shall follow the procedures set forth in 49 CFR Part 40. All test results are reviewed by the MRO. The MRO will attempt to confidentially contact the employee to discuss the test results and to obtain additional information to determine if there is a legitimate medical explanation for the test result. If an employee is contacted by the MRO for a positive test result it is the responsibility of the employee to call the MRO back and discuss the test. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 If it becomes necessary for the MRO to reach the employee through the designated management official, the designated management official shall employ procedures that ensure, to the maximum extent practicable, the requirement that the employee contact with the MRO is held in confidence. [rev. 6/1/05] & 1 &7 Testing Circumstances A. Employee Requested Testing of Split Sample [rev. 9/4/02] Any safety -sensitive employee who questions the results of a required drug test under the following paragraphs of this section may request that the split specimen be tested. This test must be conducted at a DHHS-certified laboratory different and not affiliated with the laboratory that performed the analysis on the initial specimen. The test must be conducted on the split sample that was provided by the employee at the same time as the original sample. If the analysis of the split specimen fails to reconfirm the presence of the drug or drug metabolite found in the primary specimen, or if the split specimen is unavailable, inadequate for testing or untestable, the MRO shall cancel the test and report cancellation and the reasons for it to the DOT, the City and the employee. All costs for such testing are paid by the employee unless the result of the split sample test invalidates the results of the original test or the individual does not have the financial means to pay for the test. The method of collecting, sorting, and testing the split sample will be consistent with the procedures set forth in 49 CFR Part 40, as amended. The employee's request for a split sample test must be made to the Medical Review Officer (MRO) within 72 hours of notice of the original sample verified test result. Requests after 72 hours will only be accepted if the delay was due to documentable facts that were beyond the control of the employee. [rev. 5/9/01 ] B. Pre -Employment Testing All applicants conditionally offered employment for safety -sensitive positions or conditionally offered transfers from non -safety -sensitive positions to safety -sensitive positions shall undergo pre -employment drug testing and provide the test sample to an approved collection location within 48 hours of receiving the conditional offer of employment or transfer. Additionally, when a safety -sensitive employee has not performed a safety sensitive function for 90 consecutive calendar days or more, regardless of the reason, and the employee has not been in the random selection pool during that time, the employee shall take a pre -employment drug test. Receipt by the transit system of a negative drug test result is required prior to employment. If a test is cancelled, the applicant must retake and pass a drug test before being allowed to perform safety -sensitive duties. Refusal to consent to the test, failure to provide the test sample as required above, or having a confirmed positive test shall disqualify the applicant from employment with the City for a City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 period of six months from the date of refusal, failure to provide, or testing, whichever is applicable. An applicant who is otherwise qualified, but has a long term medical condition that renders him/her unable to provide an adequate urine specimen will be eligible for hire and be able to perform safety -sensitive duties despite his/her inability to provide urine for the test providing the MRO verifies the validity of the medical condition by medical examination and consultation with the applicant's physician. In the event of a confirmed positive test, evidence of the absence of drug dependency from a Substance Abuse Professional ( SAP) that meets with the return- to-duty/followup provisions set forth in the regulations and the approval of the City and negative pre -employment drug test will be required prior to further consideration for employment. The cost for the assessment and any subsequent treatment will be the sole responsibility of the individual. [rev. 6/1/05] C. Reasonable Suspicion Testing 1. All safety -sensitive employees may be subject to urine and/or breath testing when there are reasons to believe that drug and/or alcohol use is adversely affecting job performance. A reasonable suspicion referral for testing will be made on the documented specific, contemporaneous, articulable, observations concerning appearance, behavior, and speech or body odor of the employee which are consistent with the short -tern effects of substance abuse and/or alcohol misuse. Examples of reasonable suspicion include, but are not limited to, the following: [rev. 10/14/05] a. Physical signs and symptoms consistent with prohibited substance use or alcohol misuse; [rev. 6/1/05] b. Evidence of the manufacture, distribution, dispensing, possession, or the use of controlled substances, drugs, alcohol, or other prohibited substances; [rev. 6/1/05] c. Occurrence of a serious or potentially serious accident that may have been caused by a prohibited substance abuse or alcohol misuse; d.. Figbts (to mean physical contact), assaults, and flagrant disregard or viola- tions of established safety, security, or other operating procedures. 2. Reasonable suspicion referrals must be made by a supervisor who has person- ally observed the symptoms and who is trained to detect the signs and symp- toms of drug and alcohol use and who reasonably concludes that an employee may be adversely affected or impaired in his/her work performance due to pos- sible prohibited substance abuse and /or alcohol misuse. Supervisors who are eligible to make reasonable suspicion determinations and referrals shall com- plete at least 60 minutes of training on the physical, behavioral, and perfor- mance indicators of probable drug use and at least 60 minutes of training on the physical, behavioral, and performance indicators of probable alcohol use. [rev. 9/4/02 ] 3. Upon making a reasonable suspicion determination, the supervisor or another City -designated representative shall escort the employee to the collection site. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 The determining supervisor may not serve as the screening test technician (STT) or the breath alcohol technician ( BAT). [new 9/4/02] D. Post -Accident Testing 1. All safety -sensitive employees who are operating a Transfort or Dial -A -Ride vehicle (regardless of whether or not the vehicle is in revenue service) will be required to undergo a drug and alcohol testing as soon as practicable following an accident associated with the operation of the vehicle, if as a result: [new 7/8/ 02] a. an individual dies; or [new 7/8/02] b. an individual suffers bodily injury and immediately receives medical treatment away from the scene of the accident, unless the City determines and documents that the employee can be completely discounted as a contributing factor to the accident; or [rev. 9/4/02] e. in the case of a mass -transit vehicle that is a rubber tired vehicle, any of the vehicles involved in the accident incur disabling damage as the result of the occurrence and the vehicle or vehicles are transported away from the scene by a tow truck or other vehicle; or in the case of a mass transit vehicle that is a rail vehicle or a vessel, the vehicle is removed from service; unless the City determines and documents that the employee can be completely discounted as a contributing factor to the accident. [rev. 9/4/02] 2. Following an accident where a test is required, the safety -sensitive employees will be tested as soon as practicable, but not to exceed 8 hours for alcohol testing and 32 hours for drug testing. If alcohol testing is not done within 2 hours, the reason for not testing must be documented and attempts to complete alcohol testing shall continue for up to 8 hours. If drug testing is not accomplished within 32 hours, the reason for testing must be documented. Any safety -sensitive employee involved in an accident must refrain from alcohol use for 8 how's following the accident or until he/she undergoes a post -accident test. A safety -sensitive employee must remain readily available for testing following an accident and any safety -sensitive employee who leaves the scene of the accident without justifiable explanation prior to the submission of a drug and alcohol test will be considered to have refused the test and will be subject to discipline up to and including termination of employment. Post - accident testing will not be required until involved employees are done or relieved from assisting in the resolution of an accident and/or have received necessary medical attention following the accident. [rev. 7/8/02] 3. Employees tested under this provision will include not only vehicle operators, but any other covered employee whose performance could have contributed to the accident. [rev. 7/8/02] City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 4. The results of a blood, urine, or breath test for the use of prohibited drugs or alcohol misuse, conducted by Federal, State, or local officials having independent authority for the test, shall be considered to meet the requirements of this section provided such test conforms to the applicable Federal, State, or local testing requirements, and that the test results are obtained by the City. Such test results may be used only when the City is unable to perform a post -accident test within the required period noted in subparagraph 2, above. [new 9/4/021 E. Random Testing Employees in safety -sensitive positions will be subject to random, unannounced testing. Such an employee shall only be randomly tested for alcohol misuse while the employee is performing safety sensitive functions; just before the employee is to perform safety sensitive functions; or just after the employee has ceased performing such functions. A covered employee may be randomly tested for prohibited drug use anytime while on duty. The selection of safety -sensitive employees for random alcohol and drug testing will be made using a scientifically valid method that is mapped to the employee's social security number and that ensures each covered employee that he/she will have an equal chance of being selected each time selections are made. The random tests will be unannounced, spread throughout the year, and may be conducted on all days and hours during which transit service is in operation. Neither management nor operations employees will have discretion in the selection and notification of employees for testing. The percentage of employees to be tested for drugs and alcohol shall be set at the federally - determined annual minimum random testing rates established pursuant to 49 CFR Part 655.45. Upon notice of selection for a random test, and employee shall proceed to the test site immediately unless the employee is performing a safety -sensitive function at the time of notification, in which case, the employee shall safely cease the safety -sensitive function when relieved and proceed to the testing site as soon as possible. Should a safety -sensitive employee's name be chosen for random testing and the employee is not available to test (vacation, sick leave), the City of Fort Collins Transit System will await the return of the employee to conduct the test. Only in instances where the individual will not return during the testing period will the random number selection company be requested to provide another employee's number. Should a selected employee refuse the random alcohol or drug test (refusal is considered a positive test) it will be considered as a deliberate refusal and under City policy, the safety -sensitive employee will be subject to termination. [rev. 3/21/07] F. Return -to -Duty Testing All safety -sensitive employees who previously tested positive on a drug or alcohol test or who refused to submit to a test must test negative ( below 0.02 for alcohol) and be evaluated and determined eligible to return to duty by the Substance Abuse Professional ( SAP) before the City releases the employee to return to safety sensitive work. [rev.10/14/05] City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 G. Follow -Up Testing Safety -sensitive employees that have tested positive will be required to undergo unannounced urine and/or breath testing following their return to work. This testing will be in addition to any random selected testing. The follow-up testing will be performed for a period of one to five years with a minimum of six tests to be performed the first year, all as determined by the SAP. The employee shall be solely responsible for the payment of all costs of substance abuse professional services and all required follow-up tests. An employee who fails to pay the cost of the follow-up tests will be subject to disciplinary action, up to and including immediate termination of employment. [rev. 9/24/08] 8.18.8 Employee Assessment A. Any safety -sensitive employee who tests positive for the presence of illegal drugs or alcohol above the thresholds set forth in 49 CFR Part 40, as amended, will be referred for evaluation by a Substance Abuse Professional ( SAP). A SAP is a licensed or certified physician, psychologist, social worker, employee assistance professional, or addiction counselor with knowledge of and clinical experience in diagnosis and treatment of alcohol-related/drug-related disorders, and who meets the qualifications set forth in 49 CFR 40.281. The SAP shall follow the procedures set forth in 49 CFR Part 40. The SAP will evaluate each employee to determine what assistance the employee needs in resolving problems associated with prohibited drug use or alcohol misuse. [rev. 6/1/05] B. Assessment by the SAP or participation in the company's Employee Assistance Program does not shield an employee from disciplinary action or guarantee employment or reinstatement with the transit system. The City of Fort Collins Transit System Disciplinary Code should be consulted to determine the penalty for performance -based infractions and violations of policy provisions. The violations may include, but are not limited to, refusal to test and positive test results. C. If a safety -sensitive employee is allowed to return to duty, he/she must properly follow the rehabilitation program prescribed by the SAP and documented in the Last Chance Agreement, the employee must have negative return -to -work drug and alcohol tests, and be subject to unannounced follow-up tests for a period of one to five years. The employee will also still be subject to random, post -accident, and reasonable suspicion testing. The cost of any treatment or rehabilitation services will be paid directly by the employee or his/her insurance provider. Employees will be allowed to take accumulated sick leave and vacation leave to participate in the prescribed rehabilitation program. [rev. 6/1/05 ] & M9 Information Disclosure City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 8 Any records pertaining to the employee's use of prohibited drugs, including records pertaining to his/her drug tests, may be released under the following circumstances: [rev. 5/9/01] 1. When an employee gives written instruction that the transit system may release information or copies of records regarding an employee's test results to a third party or subsequent employer; [rev 6/1/05] 2. When, due to a lawsuit, grievance, or proceeding initiated on behalf of the employee tested, the result must be released to the decision -maker in the case; [rev 6/1/05] 3. When an employee provides a written request for copies of his/her records relating to the test(s). Accessible records include any records pertinent to his/her test, such as equipment calibration records and laboratory certifications; [rev.6/1/05] 4. When an accident investigation is being performed by the National Transportation Safety Board (NTSB) and the post -accident test results are needed for the investigation; [rev. 6/1/05] 5. When records are requested by the DOT or any DOT agency with regulatory authority over the employer or any of its employees, or to a state oversight agency authorized to oversee rail fixed guide way systems; [rev. 6/l/05] 6. a. Requests for test results information by an unemployment service bureau can be granted, if the individual's dismissal was a result of a positive drug or alcohol test, because the request for unemployment benefits was initiated by the employee; [rev. 6/1/05] b. Each request for release of information must specifically identify the person to whom the information is to be released, the circumstances under which the release is authorized, and the specific kind of information to be released. [rev. 6/1/05] 8.18.10 Last Chance Agreement Employees who re-enter the workforce must agree to a last chance agreement. That contract may include, but is not limited to, the following: [rev. 9/22/98] 1. A release to work statement from the Substance Abuse Professional; 2. A negative test for drugs and/or alcohol; 3. An agreement to unannounced frequent follow-up testing as determined by the SAP for a period of one to five years with at least six tests performed the first year; [rev. 9/22/98] 4. A statement of expected work related behaviors [rev. 9/22/98]; City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 5. An agreement to follow specific after -care requirements with the understanding that violation of the re-entry contract is grounds for termination. [rev. 9/22/98] 8.18.11 System Contacts [rev. 9/22/98] Any person having questions regarding this policy or any aspect of the drug - free and alcohol -free transit program should contact the following transit system representative: Program Manager: Transfort/Dial-A-Ride General Manager Address: Transfort/Dial-A-Ride 6570 Portner Road Fort Collins, Colorado Telephone: (970 )224-6032 Fax: (970)221-6285 Medical Review Officer: Contact Transfort/Dial-A-Ride General Manager for current officer. Substance Abuse Professional: Contact Transfort/Dial-A-Ride General Manager for current professional. The name, address, and phone number of the current Program Manager, the Medical Review Officer, the Substance Abuse Professional, collection sites, and the certified laboratory used to test samples shall be conspicuously posted in an area where all safety -sensitive employees will have ready access to it. [rev. 9/4/02 ] & 1 & iZ Employee Training and Effects of Alcohol [rev. 5/9/01 ] A. All safety -sensitive employees will attend at least 60 minutes of training on the effects and consequences of prohibited drug use on personal health, safety, and the work environment, and the signs and symptoms which may indicate prohibited drug use. This training will also include information on the effects and consequences of this drug and alcohol testing program and this policy. [new 5/9/01 ] R Alcohol is a socially acceptable drug that has been consumed throughout the world for centuries. It is considered a recreational beverage when consumed in moderation for enjoyment and relaxation during social gatherings. However, when consumed primarily for its physical and mood -altering effects, it is a substance of abuse. C. Pursuant to the FTA regulations, the following is a discussion of: 1. The effects of alcohol misuse on an individual's health, work, and personal life; City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 2. The signs and symptoms of an alcohol problem; and 3. The available methods of intervening when an alcohol problem is suspected. D. Effects on Health 1. Alcohol is a central nervous system depressant. As such, it slows down physical responses and progressively impairs mental functions. Alcohol also depresses the brain centers for self-control and inhibition, leading to loud and aggressive behavior, which make alcohol appear to act like a stimulant. 2. Alcohol use can cause unconsciousness, coma, respiratory failure, and death. It can have long degenerative effects on many body organs, including the liver, stomach, intestines, heart, and brain. The chronic consumption of alcohol (average of three servings per day of beer [12 ounces], whiskey [one ounce], or wine [six ounces]) over time can result in the following health hazards: a. Decreased sexual functioning; b. Dependency (up to 10% of all people who drink alcohol become physically dependent on alcohol and can be termed "alcoholic"); c. Fatal liver diseases; d. Increased cancers of the mouth, tongue, pharynx, esophagus, rectum, breast, and malignant melanoma (skin cancer); e. Kidney disease; f. Pancreatitis; g. Spontaneous abortion and neonatal mortality; h. Ulcers; and i. Birth defects (up to 54% of all birth defects are alcohol related). E. Effects on Work 1. Alcohol dulls sensation and impairs vision, memory, coordination, and judgement. This can lead to risky behavior, i.e. dangerous driving. Impairment in coordination can be objectively measured with as little as two drinks in the body. It takes an hour for the average person (150 pounds) to process one serving of an alcoholic beverage from the body. A person who is legally intoxicated is six times more likely to have an accident than a sober person. [rev 6/l/05 ] 2. The estimated cost of alcohol abuse is about $117 billion annually. This figure includes medical bills, time lost from work, decreased job efficiency and property damage. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 F. Effects on Personal Life 1. The impact of alcohol abuse goes beyond the problem drinker. Each alcoholic affects the lives of four to seven people. Alcohol abuse is a leading cause of child abuse and neglect. It also figures prominently in spousal abuse. Alcohol during pregnancy can cause birth defects, including Fetal Alcohol Syndrome. [rev. 9/22/98] 2. Each year in the U.S., over 100,000 deaths are related to alcohol. This figure includes deaths from vehicular accidents, drownings, suicides, and numerous physical ailments. This makes alcohol the third leading cause of death in America. The annual toll is broken down as follows: [rev. 9/22/98] a. 24,000 people will die on the highway due to the legally impaired driver; b. 12,000 more will die on the highway due to the alcohol -affected driver; e. 15,800 will die in non -highway accidents; d. 30,000 will die due to alcohol -caused liver disease; e. 10,000will die due to alcohol -induced brain disease or suicide; and £ Up to another 12,500 will die due to alcohol -related conditions or acci- dents. 3. The following are additional social issues related to alcohol: [rev. 9/22/98] a. Two-thirds of all homicides are committed by people who drink prior to the crime; b. Two to three percent of the driving population is legally drunk at any one time. This is doubled at night and on weekends; e. Two-thirds of all Americans will be involved in an alcohol -related vehicle accident during their lifetime; d. The rate of separation and divorce in families with alcohol dependency prob- lems is seven times the average; e. 40% of family court cases are alcohol problem related; and L Alcoholics are 15 times more likely to commit suicide than are other seg- ments of the population. G. Signs and Symptoms of an Alcohol Problem 1. Alcohol causes both psychological and physical dependence. When a drinker uses alcohol as an escape from problems and stress and comes to depend on the drug for relief, psychological dependency is present. [rev. 9/22/98] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section 1 2. When repeated drinking produces tolerance (which is a need to consume more of the drug to obtain the same effect), and the drinker's body needs alcohol to function, physical dependence has developed. Once dependent, many drinkers experience withdrawal symptoms when they stop drinking. [rev. 9/22/98] 3. Alcoholism is a disease characterized by, among other things, the drinker's loss of control over his or her consequences. In general, people are said to have a problem with alcohol, or be alcoholic, if they cannot control their drinking, if they are dependent on the drug, and if their drinking has a negative impact on their physical or mental health, their families, friends, and jobs. [rev. 9/22/981 4. How a person using alcohol appears/behaves: [rev. 9/22/98] a. Poor muscle coordination b. Dulled mental process c. Slowed reaction rate d. Staggering e. Red eyes f. Possible constricted pupils g. Poor or slurred speech h. Hygiene i. Lack of social control j. Sleepy or stuporous condition k. Loss of inhibitions 1. Lack of concentration m. Confusion n. Aggressive or violent behavior o. Odor of alcohol on breath 5. Signs of alcohol misuse on-the-job include: [rev. 9/22/98] a. Absenteeism b. On-the-job absenteeism c. Tardiness d. Accidents e. Missed deadlines City of Forl Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 L Increased nervousness g. Greater irritability h. Procrastination, delays i. Red or bleary eyes j. Erratic productivity k. Hand tremors 1. Flushed face m. Poor concentration n. Undependable o. Aggressiveness p. Personal problems q. Financial problems City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.19 Acceptance of Service of Process and Notice of Claim; Reporting of Claims and Preservation of Documents [rev. 12/7/2007] A. Acceptance of Service of Process When an individual or the City is served with a summons to appear in court or writ of garnishment, this action is referred to as "service of process". [rev. 11/19/03] In the event that someone is attempting to serve the City organization (as opposed to a specific individual), the process must be served at the City Clerk's Office. If a process server attempts to serve the City at another department, the process server should be informed that it is the City's position that service needs to be made on the City Clerk's Office. If a process server insists upon simply leaving the document with some other City employee, that employee should immediately notify the City Attorney's Office of the attempted service. The City Attorney's Office will then be aware of such attempted service and can make any arguments deemed necessary or advisable with regard to improper service of document. [new I/7/02] There may be instances where a process server will need to serve a subpoena or other document upon a specific City employee. While the City Clerk's Office is the proper location to serve the City organization with process, that office may not be able to accept service of process for an individual City employee. If a process server attempts to serve a specific person with regard to a lawsuit involving the City or other City matter, the employee should contact the City Attorney's Office for instructions. Laws regarding service of process upon a specific person are very specific and assistance from the City Attorney's Office will need to be tailored to the specific incident. [rev.11/19/03] B. Acceptance of Notice of Claim In the event that someone is attempting to serve the City with a notice of claim under the Colorado Governmental Immunity Act, the person should be informed that it is the City's position that the notice needs to be filed with the City Attorney's Office or the City's Risk Management Department. [new ] 1/19/03] C. Reporting of Claims and Preservation of Documents Employees are required to report claims and threats of litigation against the City to the Risk Management Division pursuant to Sections 7.5 and 7.10 of the City's Administrative Policies. Additionally, employees must comply with the document preservation provisions of Section 7.10 of the Administrative Policies. Failure to comply with the provisions of the Administrative Policies shall be grounds for disciplinary action. [new 12/7/2007] City of Fort Collins Personnel Policies and Procedures Revised. Janucuy 2, 2008 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.20 Bulletin Boards and Displays [new section: 1/7/02] A. The City provides and maintains bulletin boards and display cases on City property for the purpose of communicating information to City employees. City management reserves the exclusive right to determine what information and materials shall be posted on these bulletin boards and display cases unless the City management determines that a particular bulletin board or display case shall be designated as a limited employee forum. Those bulletin boards and display cases specifically designated by City management as limited employee forums shall permit employees to place information and items on the bulletin boards and display cases and shall not be restricted as to content except as set forth in paragraph B of this section. City management may discontinue the use of a bulletin board or display case, including those that have been designated as limited employee forums, at any time, with or without cause. B. The following items shall not be posted, displayed or deposited on any City bulletin board or display case intended for communications with City employees: 1. Items that are not within the intended scope of use of a particular bulletin board, display case, or area for offering of materials; 2. Items that promote illegal activities or transactions; 3. Items that are misleading or deceptive, or constitute a public nuisance; 4. Items that relate to sexual or violent activities or practices, or to any product or service in a manner that displays or suggests violence or sexuality, or are inappropriate for minors; 5. Items that relate to or encourage prohibited discriminatory conduct; 6. Items that constitute prohibited political activities as described in these City of Fort Collins Personnel Policies and Procedures; or 7. Items that are disrespectful, insubordinate, or demeaning to City employees or officials. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 Cily of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 8.21 Tax Status of Gifts to Employees [new section: 1/7/02] Occasionally, an employee will receive a gift from the City in recognition of the employee's service. Generally, the law requires that all cash gifts (including gift certificates that are directly convertible to cash) must be reported to the Internal Revenue Service (IRS) by the City as income to the employee regardless of the amount of the cash gift, and the City must make tax withholdings from the employee's pay. Non -cash gifts (including gift certificates which cannot be directly converted to cash by the employee) of small or insignificant monetary value may not be taxable to the employee based on IRS regulations. Generally, if a non -cash gift has a monetary value of less than $50, the non -cash gift will be considered to be insignificant and the City will not report the non -cash gift to the IRS or make tax withholdings based on its value. It is the responsibility of the supervisor authorizing the gift to report the gift and its monetary value to the Finance Department so that a determination can be made as to whether or not the City considers the gift to be taxable to the employee and therefore reportable to the IRS by the City. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.22 Employee Membership on Boards, Commissions, and Authorities [new section: 5/20/04] Employees may not serve as a member of any board, commission, or authority appointed by City Council, except retirement boards. This restriction shall not apply to Hourly with no Benefits, providing such employees do not serve on a board, commission, or authority which, in the judgment of the City Manager, directly affects the terms, conditions, or benefits of employment of any City employee. Hourly with No Benefits employees are required to obtain the written authorization of the City Manager prior to serving or continuing to serve on a board, commission or authority. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 1.6 Risk Management Division 1.6.1 Functions of Risk Management Division A. The Risk Management ("RM") Division provides centralized risk management services for the City to oversee the organization's assets, including its employees, property and funds. To accomplish that goal, the RM Division focuses its efforts on preventing losses and minimizing the cost of the losses that do occur. B. The RM Division oversees the City's insurance needs, liability claims and claims against citizens. The RM Division prepares safety policies and conducts safety training programs, safety award programs, and work site inspections. When employees sustain injuries covered by workers' compensation, the RM Division works with physicians and City departments to enable those employees to return to their regular positions or modified duty in accordance with the "Temporary Disability (Modified Duty)" policy in these City of Fort Collins Personnel Policies and Procedures. 1.6.2 Assistance to Employees The RM Division is available to assist employees with their safety -related concerns. Employees should contact RM for the following reasons: 1. To express safety concerns relating to employees and the public; 2. To report an accident in a City vehicle; 3. To report damage to City property, private property or another person; 4. To report being served with legal papers relating to the performance of job duties; 5. To make a workers' compensation claim or ask questions related to such a claim. 1.6.3 Assistance to Supervisors Supervisors should contact RM about matters such as the following: 1. Returning an injured employee to work; 2. Inquiring about the City's insurance coverage and certificates of insurance; 3. Expressing safety concerns or inquiring about safety issues; 4. Dealing with citizens who were injured or whose property was damaged by City operations. City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section 1 City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 9.1 Discipline and Corrective Action Procedures All employees are expected to meet the reasonable expectations of their supervisors and perform satisfactorily at all times. There may be occasions, however, when employees perform unsatisfactorily, violate a policy, or act inappropriately in the supervisor's judgment. 9.1.1 Employees in Classified Positions on Introductory Status or Unclassified Positions A. For employees in classified positions on introductory status and employees in unclassified positions, continued employment is at the mutual consent of the employee and the City. Accordingly, either the employee or the City may terminate the employment relationship at will with or without cause at any time and without following any process of discipline or warnings. Nevertheless, the City may, at its discretion, use forms of discipline that are less severe than termination in some cases. Examples of such less severe discipline include but are not limited to: warnings (oral or written), assigned training, suspension, pay level decrease and demotion. B. Although one or more of those steps may be taken, no formal order or system is necessary. The City may terminate the employment relationship without following any particular series of steps whenever it determines, in its discretion, that such action should occur. 9.1.2 Employees in Classified Positions Who Have Completed the Introductory Period A. For employees in classified positions who have completed their initial period of introductory status, employment may be terminated by the City only for "cause" as defined in the "Separation from Employment" policy in these City of Fort Collins Personnel Policies and Procedures. R Although the City is not required to follow any formal order or system of discipline, the City may, in its discretion, impose progressively severe discipline. Normally, supervisors provide counseling or other notice of problems (orally or in writing) before taking more severe action such as suspension, demotion or termination of employment. However, less severe forms of corrective action need not be used whenever the City deems that circumstances warrant severe action. City of Fort Collins Personnel Policies and Procedures Revised: October 10, 2003 Section 9 9.1.3 Suspension of Exempt Employees [new 10/10/03] In accordance with the Fair Labor Standards Act, exempt employees will be subject to disciplinary suspension without pay for the following lengths of time: [rev. 4/6/051 1. For one or more full days for a violation of a workplace conduct rule. Workplace conduct includes by way of example, but is not limited to, sexual harassment, violence, drug or alcohol violations, or other violations of state or federal laws. Workplace conduct does not include job performance or attendance issues. [ new 4/6/05 ] 2. For a partial day or one or more days for a violation of a safety rule of major significance. [new4/6/05] 3. For a full workweek or multiple thereof for any other policy violation, such as for job performance or attendance issues. [new 4/6/05] 9.1.4 Pre -Decision Nearing Procedure [rev. 10/10/03] A. Employees in classified positions who have completed their initial period of introductory status will be given notice and an opportunity to be heard, in accordance with the following procedure, prior to the imposition of: [rev. 11/12/02] 1. A suspension; 2. A demotion; 3. An involuntary transfer to a position in a lower pay grade; 4. An involuntary reduction in hours (as defined at 3.6.7 of these policies ) of three days or more in any 12 month period if the reduction is being imposed on less than a functional unit, division, or program -wide basis; or [new l l/12/02] 5. Termination of employment. [rev. 1/7/02] B. Written Notice: A memorandum by a supervisor to the employee should generally contain the following types of information: [rev. 11/12/021 1. Description of the performance problem, misconduct or reason for recommended action; [rev. 1/7/02] 2. Related background information, such as previous disciplinary action; 3. Type of discipline or action being considered; [rev. 1/7/02] 4. Date, time and location of a hearing for the employee's response to the memo; 5. Notice that the employee may waive the hearing; City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 9 6. Notice that the employee may have an attorney or representative at the hear- ing; 7. Signature line for the employee to acknowledge receipt of the memorandum. C. Hearing: Unless waived by the employee, a hearing before the service area director, service unit director, service area or unit designee or department head will be held to provide the employee with the opportunity to be heard and present information concerning the proposed discipline or action. The employee may have an attorney or other representative present to provide advice or assistance. The hearing typically will be tape recorded and facilitated by a Human Resources representative. Other City representatives, such as supervisors and attorneys, may attend the hearing. [rev. 2/17/07] D. Decision Following the Hearing: A decision whether to impose discipline or action and, if so, what type, will be made after the hearing within a time period determined by the Human Resources Department. If the employee waived the hearing, the decision will be based upon the memorandum and employee's personnel record. The employee will be informed of the decision in writing. Depending on the decision, the employee may file a grievance or appeal of the decision in accordance with the policies in these City of Fort Collins Personnel Policies and Procedures. [rev. 1/7/02] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 9 City of Fort Collins Personnel Policies and Procedures Revised: October 10, 2003 Section 9 9.2 Administrative Investigations A. Administrative investigations inquire into and gather information regarding suspected violations of policy, practice or law, or other instances of suspected inappropriate conduct, in order to make a determination about what has occurred and who was involved. Such an investigation may be conducted at the discretion of the Department Head, Service Unit Director, Service Area Director, the City Manager or Human Resources Department. The City Attorney's Office provides advice as to the procedures for such investigations and the lawfulness of methods to be used, such as searches, tests or examinations. [rev. 2/17/07] B. The persons assigned to conduct administrative investigations may use any lawful method to determine whether any person has engaged in inappropriate conduct or a violation of a policy, practice or law, including investigative methods such as personal interviews, review of documents and other items, arrest or conviction records, tests and examinations, and other means as appropriate. 9.2.1 Cooperation Is Mandatory A. Whether or not they are the subject of the investigation, employees are required to cooperate with any lawful investigation, including the reasonable search of their person and personal property located on City premises, work sites or facilities. City offices, desks, lockers, file cabinets, bookshelves, computers, electronic mail, voicemail, documents, books, equipment, and the contents of those things, at all times remain City property. Employees should not have any expectation of privacy in any such things or their contents. B. Refusal to cooperate with an administrative investigation may lead to disciplinary action, up to and including termination of employment. Because employees are required to cooperate as a condition of their continued employment, no statements made by an employee in an administrative interview can be used against that employee in any ongoing or subsequent criminal investigation or prosecution. 9.2.2 Representation During Interviews An employee may be accompanied by an attorney or other representative during an interview if the attorney or representative is available at the time scheduled by the City for the interview. The involvement of the attorney or other representative is limited to advising the employee. City of Fort Collins Personnel Policies and Procedures Revised- February 17, 2007 Section 9 City of Fort Collins Personnel Policies and Procedures Revised: October 10, 2003 Section 9 9.3 Grievance and Appeal Process Employees in classified positions who have completed their introductory period, and only those employees, are eligible to use this grievance and appeal process. This process may only be used to seek review of the events specifically listed below, and may not be used to challenge performance appraisals, classifications, assignments to training, or any other actions relating to employment. Employees who wish to challenge events not covered by this policy or employees who are not eligible to use the grievance and appeal process may use the issue resolution process described in these City of Fort Collins Personnel Policies and Procedures. The use of this grievance and appeal process will serve as the "name clearing" hearing function for the protection of any liberty interests that may be impacted as a result of the events specifically listed below. [rev. 1/13/99] 9.3.1 Actions Subject to the Grievance Process An eligible employee may submit a grievance regarding any of the following actions, or a portion of any such action, regarding that employee. If the action occurs simultaneously with an appealable issue, the employee must appeal and not submit a grievance regarding the action. 1. Written warning or reprimand; [rev. 12/21/05] 2. Suspension without pay of less than three work days; or 3. Involuntary lateral transfer to a different position in the same classification or pay grade based on unsatisfactory job performance, corrective or disciplinary action. [new 1/7/02] 4. Involuntary reduction in hours (as defined at 3.6.7 of these policies) of three days or more in any 12 month period. [new 11/12/02 ] 9.3.2 Actions Subject to the Appeal Process An eligible employee may appeal any of the following actions, or a portion of any such action, regarding that employee. 1. Suspension without pay of three workdays or more; 2. Demotion; [rev. 1/7/02] 3. Involuntary transfer to a position in a lower pay grade; [new 1/7/02] or 4. Termination of employment. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 9 9.13 No Retaliation for Use of Grievance or Appeal Process The City prohibits any form of retaliation against employees for using this grievance or appeal process. Employees who believe they were retaliated against in violation of this policy should notify the City Manager in writing, who will take appropriate action to investigate and resolve the complaint. 9.3.4 How to Initiate a Grievance or Appeal To initiate a grievance or appeal, the employee must file a timely written complaint which describes the following in detail: 1. The action which is the subject of the grievance or appeal; 2. The events upon which the action was based including names of persons involved, dates, times and other important facts; 3. What the employee believes is wrong with the action; and 4. The outcome, remedy or change the employee believes to be appropriate if the grievance or appeal is upheld. 9.3.5 Grievance Process A. Within fifteen (15) calendar days after receipt of notice of the action to be imposed, any eligible employee who wishes to file a grievance must file a written complaint with the Department Head (or, if the employee chooses, Service Unit Director or Service Area Director), and must submit a copy to the Human Resources Director. [rev. 2/17/07] K Within thirty (30) calendar days after receipt of the written complaint, the Department Head, Service Unit Director, Service Area Director, or their designee will present written findings to the employee with a copy to the Human Resources Director. The Department Head, Service Unit Director, Service Area Director, or designee may, at her or his discretion, meet with the employee to discuss the complaint either before or at the time the written findings are provided to the employee. Additionally, the Department Head, Service Unit Director, Service Area Director, or designee may conduct any administrative investigation she or he deems appropriate prior to making the written findings. The Human Resources Department may aid in any investigation. The decision of the Department Head, Service Unit Director, Service Area Director, or designee shall be final. [rev. 2/17/ 07] 9.3.6 Appeal Process A. Within fifteen (15) calendar days after receipt of the written notice of the imposition of an action which is subject to the appeal process, any eligible employee who City of Fort Collins Personnel Policies and Procedures Revised.- February 17, 2007 Section 9 wishes to appeal must file a written complaint with the Service Area Director and submit a copy to the Human Resources Director. However, if the Service Area Director was involved in the pre -decision hearing and decision, the employee must proceed to subparagraph C. [rev. 12/21/05] R Within fifteen (15) calendar days after receipt of the written complaint, the Service Director, or his or her designee, shall present written findings to the employee with a copy to the Human Resources Director. The Service Area Director or designee may, at her or his discretion, meet with the employee to discuss the complaint either before or at,the time the written findings are provided to the employee. [rev. 2/6/08] C. If the employee wishes to appeal the Service Area Director's decision to the City Manager, the employee must do so within seven (7) calendar days after receiving the findings, the employee must describe in writing the reasons for continuing with the appeal and submit those reasons together with a copy of the original complaint, and a copy of the findings, to the Human Resources Director. [rev. 2/6/08] D. The Human Resources Director, or his/her designee, shall schedule a time for a hearing before a hearing officer designated by the City Manager. The City Manager shall designate a person other than an officer or employee of the City to serve as hearing officer. Such a person must be licensed to practice law.in the State of Colorado. [rev. 2/6/08] E. The hearing officer shall review all relevant evidence, including but not limited to written documents and oral testimony, which is offered by the City or the employee. The hearing officer may also ask questions of the parties and witnesses during the hearing. The hearing officer shall utilize hearing policies and procedures adopted by the City Manager. For disciplinary action, the City shall have the burden to prove cause by a preponderance of the evidence. For non -disciplinary action, the employee shall have the burden to prove lack of cause by a preponderence of the evidence. The term "cause" shall be as defined at section 10.1.2 B. of these Personnel Policies and Procedures. [rev. 2/6/08] F. After the hearing, the hearing officer shall make evidentiary findings of fact, based upon the evidence offered at the hearing, with regard to the events that gave rise to the action taken. He or she shall also recommend for the City Manager's consideration any ultimate conclusions of fact that the hearing officer may deem appropriate, which shall include, but need not be limited to: (1) whether cause existed for the action taken; (2) whether the action taken was reasonable and City of For[ Collins Personnel Policies and Procedures Revised: February 6, 2008 Section 9 City of Fort Collins Personnel Policies and Procedures Revised: July 7, 2004 Section I appropriate in light of the evidentiary findings of fact; and (3) whether the action taken should be upheld, overturned, or modified. The hearing officer's evidentiary findings of fact and recommended ultimate conclusions of fact shall be submitted to the City Manager within a reasonable period of time after the hearing, with copies to the emplyoee, the employee's Service Area Director, the City Attorney's Office, and the Human Resources Director. [rev. 2/6/08] G. The findings and recommendations of the hearing officer shall be reviewed by the City Manager, or his/her designee, who shall make the final decision. The hearing officer's evidentiary findings of fact shall not be set aside by the City Manager unless they are contrary to the weight of the evidence in the record of the hearing. The ultimate conclusions of fact shall be the exclusive prerogative of the City Manager and the hearing officer's recommended ultimate conclusions of fact may be accepted, rejected, modified or supplemented by the City Manager as long as the ultimate conclusions of fact, as determined by the City Manager, are supported by substantial evidence in the record. The City Manager may remand a matter to the hearing officer for additional evidentiary findings of fact and/or recommended ultimate conclusions of fact. The ultimate determination of cause and the level of action to be imposed will always constitute ultimate conclusions of fact to be determined by the City Manager. The decision of the City Manager shall be final. [new 2/6/08] H. For purposes of this policy, evidentiary findings of fact are findings regarding the historical events that gave rise to the action taken. Ultimate conclusions of fact are conclusions of law or mixed questions of fact and law that are based on evidentiary findings of fact and that determine the rights and liabilities of the parties. [new 2/6/08] 9.3.7 Time Limits A. The Director of Human Resources may, at her or his discretion, waive or extend any time limit for good reason upon request by any party to the grievance or appeal or at her or his own initiative. if the Director of Human Resources does not respond to a request for an extension, the employee should presume that the request was denied. R An employee's failure to take an action within any time limit (or extended limit) will terminate the grievance or appeal process. If the supervisor fails to respond within any time limit (or extended limit), then the employee may proceed to the next step. C. Where there are no time limits for a particular action, the action should betaken as quickly as reasonably possible under the circumstances in light of the complexity and seriousness of the issue raised, and the schedules of the persons involved. City of Fort Collins Personnel Policies and Procedures Revised: February 6, 2008 Section 9 9.4 Issue Resolution Process 9.4.1 Issues Subject to This Policy This issue resolution process is designed to allow employees in any category of employment to raise and seek resolution of concerns about the terms or conditions of their employment, such as working conditions, oral warnings or counseling, written counseling, work relationships, performance evaluations, pay, and violation or application of policies and procedures. [rev. 12/21/05] Classification issues will be handled exclusively in accordance with the Compensation Administration Policies and are not subject to the issue resolution process. Employees who are not eligible to use the grievance and appeal process may use the issue resolution process to raise any work -related concern. Employees who are eligible to use the grievance and appeal process may only use the issue resolution process for matters which are not grievable or appealable. 9.4.2 Issue Resolution Process A. Employees wishing to raise or seek resolution of concerns about issues subject to this policy should first discuss the matter informally with their supervisors. Employees may move directly to step two, if they believe that the supervisor cannot satisfactorily address or resolve the issue. B. If an issue has not been satisfactorily addressed or resolved after discussion with the supervisor, the employee should prepare a brief memorandum explaining the issue and recommending how the issues should be addressed or resolved. The memorandum should be sent to the Human Resources Department, to the attention of the Human Resources representative assigned to the employee's department. C. The Hui nan Resources representative will forward the matter to the Department Head (or if the matter involves the Department Head, to the Service Unit Director, Service Area Director or City Manager). The Human Resources representative then may act as a facilitator, or assign a facilitator from another department, to assist in addressing and resolving the issue. [rev. 2/17/07] D. The Department Head (or Service Unit Director, Service Area Director or City Manager), at her or his discretion, may meet with the employee and others to investigate the issue and may require the employee and others to provide further City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 9 information. The Department Head (or Service Unit Director, Service Area Director or City Manager) will respond to the employee raising the issue orally and/or in writing. [rev. 2/17/07] E. Although there are not formal time limits for raising issues or responding, employees are expected to raise any issue through this process promptly, and not later than six months after the issue arose. Likewise, management will respond as quickly as reasonably possible under the circumstances in light of the complexity and seriousness of the issue raised. 9.4.3 Name Clearing Hearing [New Section 1/99] A. A name clearing hearing provides a forum at which an employee or former employee, in response to actions by the City which seriously impugn the person's reputation and impair the person's future employment opportunities, can clear his or her record, name or reputation among the public at large. B. Such a hearing is intended to protect the person's constitutionally protected liberty interest in having a good name, record or reputation. The name clearing hearing provides the employee or former employee an opportunity to rebut charges or allegations against him or her for the benefit of the employee's reputation. The name clearing hearing shall not serve to provide a right to continued employment, even if the charges are disproved, or to convince the disciplinary authority or the city manager that a mistake was made in terminating the employee or in otherwise making a record of employee misconduct. C. The grievance and appeal process shall fulfill the name clearing hearing function for all employees who are eligible for such process. D. All employees and former employees who have not been eligible to participate in the grievance and appeal process may request a name clearing hearing if actions by the City have seriously impugned the person's reputation and have significantly impaired the person's future employment opportunities. Such employee or former employee may request a name clearing hearing by making a written request to the city manager not more than ninety (90) calendar days from the date the employee or former employee learns of the City's actions. Such hearing shall be held before the city manager or the city manager's designee within thirty (30) calendar days following the person's request for a name clearing hearing. The format of the hearing shall be informal in nature and shall be public. The employee or former employee may call witnesses. No transcript of the hearing shall be required unless arranged and paid for by the former employee. No decision, comment or participation by the city manager or disciplinary authority shall be required. [rev. 5/9/01 ] City of Fort Collins Personnel Policies and Procedures Revised: February /7, 2007 Section 9 10.1 Separation from Employment 10.1.1 Resignation The City asks that employees give their supervisor and the Human Resources Department at least two weeks written notice of the intent to leave their positions. In addition, all employees leaving employment are asked to schedule an exit interview with the Human Resources Department. Upon receipt by City management, an employee's resignation shall not be retractable by the employee regardless of the effective date set forth in the resignation. In the City's discretion, the City may permit an employee to retract or modify a resignation prior to its effective date. [rev. I/7/04] 10.1.2 Involuntary Termination of Employment A. Unclassified and Contractual Positions. and Classified Positions During the Introductory Period: The employment of employees in unclassified and contract positions can be terminated by the City at will with or without cause or notice at any time. Similarly, the employment of new hires into classified positions who have not completed their period of introductory status can be terminated by the City at will with or without cause or notice at any time. If an employee has a specific written contract (signed by the City Manager or Director of Human Resources) that sets forth different requirements for termination, then the terms of the written contract will be followed. B. Classified Positions (after Introductory Pcriod): The employment of employees in classified positions who have completed their introductory periods maybe terminated only for "cause." The term "cause" means a reason for the termination. "Cause" may relate to the individual employee's conduct or to the City's operational needs. Examples of what the City considers cause for termination include, but are not limited to, any violation of the City Charter, City Code or other law, unsatisfactory job performance, not following the City's employment policies or practices, including policies in these City of Fort Collins Personnel Policies and Procedures, not appearing for work when expected, or engaging in any type of misconduct or action inconsistent with the public trust. (Please also refer to the "Conduct and Performance" policy in these City of Fort Collins Personnel Policies and Procedures.) In addition, cause for termination may also exist for reasons not related to job performance, such as operational need, reorganization, elimination of positions, or staff reduction. 10.1.3 Termination in Case of Operational Need Situations may occur when the City determines, in its sole discretion, that a reduction or change in the work force is warranted because of lack of work, budgetary reasons, City of Fort Collins Personnel Policies and Procedures Revised: October 9, 2008 Section 10 staff reduction, or reorganization which result in the dismissal of one or more employees. The following provisions apply to such terminations: [rev. 7/15/04] 1. Given the wide variety of services provided by the City and its complex organizational structure, and without knowing the future operational needs, it is impossible to predict any type of order in which employees might be terminated. Accordingly, the City cannot and does not promise that terminations in case of operational need will be decided on the basis of seniority, job performance or any other factor. The factors considered, and the.weight given to the factors, will depend on the reasons for the termination and organizational needs at the time; 2. Any classified employee who has completed the introductory period will be entitled to a pre -decision hearing prior to termination for operational need and will be entitled to the appeal process in the event that termination occurs. All other employees are eligible for issue resolution; [new 7/15/04] 3. Employees whose positions are eliminated or who are notified that they will be terminated may apply for any open positions within the City, either before or after their separation from employment. Employees have no guarantee or right to transfer, change their duties, be demoted or reduce their hours in lieu of being terminated. 10.1.4 No Recall Following Termination All terminations, whether in cases of operational need or otherwise, are considered permanent separation from employment. Employees who are terminated are not subject to recall. However, terminated employees may reapply for employment when positions are available. Employees terminated based on operational need may be eligible for reinstatement if they meet the requirements of the Reinstatement Policy of these City of Fort Collins Personnel Policies and Procedures. [rev. 7/15/04] 10.1.5 Severance Pay The City generally does not provide severance pay, except for accrued but unused vacation time and compensatory time, and holiday time pursuant to section 6.4.7 of these policies, if any. The appropriate circumstances for separation pay and the amount of such pay are completely at the discretion of the City. [rev. 6/9/06] 10.1.6 Exit Interviews Employees who leave City employment are encouraged to participate in a confidential exit interview with the Hunan Resources Department. This interview allows employees to express their views on the work environment and job requirements, operations and training needs. It also provides employees with an opportunity to discuss issues City of Fort Collins Personnel Policies and Procedures Revised: October 9, 2008 Section 10 concerning benefits and continuing insurance coverage. Arrangements to receive final pay may also be made. 10.1.7 Return of City Property Employees are expected to return to their supervisors all City -furnished uniforms, tools, I.D. cards, keys, documents, and other equipment and materials on or before the last day of employment. In the event that an employee does not return City property to the City upon termination from employment, the City may withhold the replacement cost value of the City property from the employee's pay. Additionally, failure to return City property upon termination of employment may result inlegal action against the employee. [rev2/25/02] City of Fort Collins Personnel Policies and Procedures Revised. October 9, 2008 Section 10 City of Fort Collins Personnel Policies and Procedures Revised: February 26, 2002 Section 10 Fiort Collins City of Fort Collins Administrative Policies March 2008 City of Fort Collins Administrative Policies FOREWORD An organization as large and multi -faceted as the City of Fort Collins requires a certain set of rules and guidelines in order to most effectively conduct its business. The City has established these rules and guidelines in the form of the attached Administrative Policies. It is the obligation of all employees of the City of Fort Collins to be familiar with these mandatory policies and adhere to them. These Administrative Policies shall not be construed as providing any contractual or other legal right or privilege to City employees or to any other person or organization. The City Manager may authorize exceptions to these Administrative Policies if he or she determines that such exceptions are in the best interests of the City. The City administration will, from time to time, change, modify, add, and delete these policies as changing circumstances and changing objectives warrant. These Administrative Policies are separate and distinct from the City's Personnel Policies and Procedures. In the event of a conflict between these Administrative Policies and the City's Personnel Policies and Procedures in relation to the employment relationship between the City and any City employee, the provisions of the Personnel Policies and Procedures shall prevail. Adopted this day of 12007 Darin A. Atteberry, City Manager In addition to these Administrative Policies, the City of Fort Collins has a number of policies and procedures specific to a particular topic area or department. Among the other policies that may govern a particular City operation or action are the following: Agenda Process Manual Boards and Commissions Manual City Charter City Code City Council Handbook Communication Policies and Guidelines Concerning the Americans with Disabilities Act Compensation Administration Policy Manual Personnel Policies and Procedures Policies and procedures from individual service areas and/or departments Purchasing Manual Safety Manual Technology Standards City of Fort Collins Administrative Policies City of Fort Collins Administrative Policies Table of Contents Policy Number Page Title Section 1 — Executive / Management 1.1 5 Council -Manager Form of Government 1.2 7 Executive Summary Memorandums 1.3 7 Communications With City Council 1.4 9 City Council Agenda Process 1.5 9 Americans with Disabilities Act (ADA) Compliance 1.6 10 1 Special Events and Other Activities on Public Property or Rights -of -Way 1.7 11 Administrative Policy Additions or Changes Section 2 — Facility Management 2.1 12 Use of City Facilities 2.2 16 General Government Capital Improvement and Real Estate Management 2.3 17 Space Planning and Furniture Management 2.4 17 City Holidav Displays 2.5 18 Bulletin Boards and Displays Section 3- Environmental Stewardship 3.1 19 Environmental Commitment 3.2 19 Recycling Collection 3.3 20 Products and Services Purchasing Guidelines 3.4 21 Resource Conservation Measures 3.5 22 Water Conservation 3.6 23 Air Quality 3.7 24 Reduced Automobile Travel Section 4 — Financial Management 4.1 25 City Sponsorship of Sports Teams 4.2 25 Assistance to or Support of Non -City Events and Organizations 4.3 27 Alcohol and Tobacco 4.4 27 Purchasing Cards 4.5 27 PettyCash 4.6 27 Cit -Owned Cell Phone Program 4.7 28 Donations to the City 2.1 Categories of Employment The City employs every employee in either a classified position or an unclassified position. In addition, every employee is either "exempt" or "non-exempt" from the overtime provisions of the federal and state wage and hour laws. Employees' personnel action forms maintained by the Human Resources Department show their category of employment. 2.1.1 Classified Positions A. A classified position is an authorized, budgeted position included in the Pay Plan. Classified positions may be "exempt" or "non-exempt" depending on each employee's duties and responsibilities. [rev. 1/8/01] B. Classified positions may be full-time, in which the employee works the equivalent of a forty -hour work week, or part-time in which the employee works the equivalent of a minimum of twenty and a maximum of thirty-nine hours per work week. The City provides a comprehensive benefit package to full and part-time classified employees, however, the benefit package for part-time classified employees is prorated based on the position's designated FTE. This is explained more fully in various leave policies in these City of Fort Collins Personnel Policies and Procedures and other benefit documents provided by the City. [rev. 9/24/08] C. All employees in classified positions who have completed their initial period of introductory status may be terminated only for cause, as defined in the "Separation from Employment" in these City of Fort Collins Personnel Policies and Procedures. D. Classified positions include nonmanagement and some management positions. Classified nonmanagement positions may be exempt or non-exempt from applicable wage and hour laws depending on the nature of the work performed by the employee. 2.1.2 Unclassified Positions A. Unclassified positions include management, hourly, contractual and deputy and assistant city attorney positions. Sometimes, the City and an unclassified employee may enter into a written employment contract which may include terms and conditions which are different than the policies in these City of Fort Collins Personnel Policies and Procedures. [rev. 1/7/04] B. For unclassified employees, the employment relationship is always at the mutual consent of the City and the employee. Accordingly, either the employee or the City may terminate the relationship at will at any time with or without cause or notice, unless the employee has a specific written employment contract to the contrary City of Fort Collins Personnel Policies and Procedures Revised: October 9,2008 Section 2 City of Fort Collins Administrative Policies Section 5 — Fleet Equipment Management 5.1 30 Use of City Vehicles 5.2 31 . Management of City Equipment and Vehicles Section 6 — Communications and Public Information 6.1 35 Public Notification and Involvement 6.2 35 Use of City Logo 6.3 36 Media Contact Guidelines 6.4 36 Requests for Appearances by the City Manager, Mayor and City Council 6.5 37 News Releases 6.6 38 Communications with Legal Staff 6.7 38 Public Records Requests 6.8 41 Protection of City Intellectual Property 6.9 42 Use of City Intellectual Property 6.10 43 Advertising on City Property or in City Publications 6.11 44 Electronic Records and Communications as City Records 6.12 44 Electronic Records Retention Section 7- Risk Management 7.1 46 Application of Risk Management Policies 7.2 46 On the Job Injuries 7.3 47 Risk Retention 7.4 47 Insurance 7.5 47 Loss or Claim Reporting 7.6 48 Safety Eye Glasses 7.7 49 Safety Shoes 7.8 49 Damage to City Property 7.9 50 Safety Concerns City of Fort Collins Administrative Policies Section 1 - Executive/Management 1.1 Council -Manager Form of Government The City of Fort Collins is governed by the principles of the Council -Manager form of government. As established in the City Charter of the City of Fort Collins, the Council - Manager system requires that the elected officials, City Council members, are responsible for policy decisions, and for the hiring and supervision of its direct employees —the City Manager, City Attorney and Municipal Judge. The City Manager, in turn, is responsible for the day-to-day operations of the organization, and gives direction to the staff members who are his or her employees. Under the Charter, the City Council members are prohibited from giving direction to, hiring or firing any of the staff members, except for the City Manager, City Attorney and Municipal Judge. A. City Manager The City Manager is appointed by and serves at the pleasure of the City Council. He or she is responsible for the administration of the City organization and the supervision of all staff members except the City Attorney and Municipal Judge, and the members of the City Attorney and Municipal Court staffs. The City Manager is ultimately responsible for hiring, firing, directing and evaluating his or her staff members, though many of those responsibilities are delegated to the various Service Directors, Department and Division Heads. The City Manager serves as the primary clearinghouse for all requests from City Council. The City Council works with the City Manager to establish priorities and goals for the organization. B. City Attorney The City Attorney is appointed by and serves at the pleasure of the City Council. The City Attorney's Office provides legal services to the City Council and the various City operating departments as well as representing the City in civil cases and in the Municipal Court. The City Attorney serves in an advisory capacity by interpreting federal, state, and local laws as they pertain to the conduct of City business and services. He or she also is responsible for preparing all ordinances and other legal documents, approving all contracts, attending all Council meetings, and prosecuting violations of the Charter or Code in Municipal Court. 5 City of Fort Collins Administrative Policies C. Municipal Judge The Municipal Judge is appointed by and serves at the pleasure of the City Council for a 2-year term. She or he is responsible for administering the operations of the judicial branch of City government according to the ordinances adopted by City Council. The Municipal Judge also acts as the Liquor Licensing Authority for the City. Cases adjudicated in Municipal Court involve misdemeanors, traffic violations, and complaints under the Charter and Code. Generally, cases are brought to Municipal Court by Fort Collins Police Services, Colorado State University Police Department, other City departments and private residents. City of Fort Collins Administrative Policies 1.2 Executive Summary Memorandums A brief "Executive Summary Memorandum" from a service area shall be attached to problem statements, accompanying background information, briefing papers and staff reports sent to the City Manager. The Executive Summary Memorandum should use a four -subheading format: • Problem Statement/Issue Statement: provide a short background summary of the problem or issue. • Possible Alternatives or Options: briefly list and discuss viable alternatives under this subheading. State if suggested alternatives are not compatible with existing City policy. • Financial Impact: list and discuss any financial impact or benefits of the suggested alternatives. • Executive Summary Recommendation: provide succinct direction and a recommendation for the City Manager's initialing. In reports where no recommendation is appropriate, please state "For Your Information" (FYI) only. 1.3 Communications with City Council A. Correspondence The Mayor and City Council receive correspondence from citizens, other governmental agencies, and boards and commissions. While general questions can be handled by the Administrative Support staff in the City Manager's Office, requests of a more specific, technical nature under the authority and control of the service areas may also be received. Administrative Support staff will forward requests for draft responses to the Service Area Director and his or her designate. Responses are requested by the due date shown on the request and should be prepared for the City Manager's signature unless otherwise noted. Additionally, staff sometimes prepares correspondence for the signature of the Mayor and/or City Council members. These documents should be copied to the City Manager and noted as such ("cc:"). City of Fort Collins Administrative Policies B. Written Communication from Staff to City Council The City Manager reviews any written communications from staff members to City Council, other than those from the City Attorney or Municipal Judge. Memos and attachments to be included in the regular Thursday Mail Packet to City Council must be received in the City Manager's Office no later than noon on Thursday (and preferably sooner) to ensure enough time for the City Manager to review the materials. Memos should be addressed as follows: To: Mayor and City Council Members Through: City Manager From: Service Area Representative The City Manager's Office will make the necessary 17 copies of the memo after signature by the City Manager; however it is the service area's responsibility to provide 17 copies of any attachments. C. Service Requests and Citizen Complaints A service request is a request from a Council member or a citizen for information or services, typically regarding routine operations. These service requests can be initiated by a Council member or a citizen in several ways, including by phone, mail, electronic mail, through the City website or in person. Except for requests for legal services, which are submitted directly to the City Attorney by Council members, Administrative Support staff distribute service requests to the appropriate Service Area Directors and their designates. Service areas are expected to respond to the request within 5 business days. The response should be returned to the City Manager's Office. The majority of service and information requests from Council members are received by the City Manager during his personal meetings with each Council member. These requests are distributed by the City Manager directly to Service Area Directors. D. The Council Distribution List The City Manager, City Attorney and City Council maintain an electronic distribution list to communicate about policy -related issues. This list is not to be used for general distribution of miscellaneous information. E. Phone Numbers Most Council members are available on an exception basis at their place of business for time -sensitive issues. Contact the City Manager's Office for assistance with these and other contacts with City Council. City of Fort Collins Administrative Policies 1.4 City Council Agenda Process The City Clerk's Office publishes a procedure manual for preparing City Council Agenda items for regular meetings and study sessions. The manual outlines the process, deadlines and format to be used for presenting items to Council. Please contact the City Clerk's Office for a current version of this manual. 1.5 Americans with Disabilities Act (ADA) Compliance A. Background In addition to prohibiting discrimination in all aspects of the employment relationship, the federal Americans with Disabilities Act ("ADA") requires that the City provide equal access to qualified persons with disabilities to City (1) services and programs (2) communications (3) services carried out by contractors (4) legislative and judicial proceedings; and (5) facilities and transportation. While the ADA in some instances provides specific standards for compliance, the City must evaluate the application of the requirements of the ADA in planning and implementing virtually any communication, program, service, or facility. The City completed a self -evaluation and instituted an ADA Communications Policy and various plans for addressing facility accessibility issues in 1993. New issues and new standards continue to arise, however, making it important for City staff to take an active role in identifying and addressing ADA issues on an ongoing basis. B. ADA Coordinator The City has designated the Administrative Services Director as the ADA Coordinator of the City. The ADA Coordinator is the primary contact for disputes and inquiries related to ADA issues that do not relate to employment matters. For employment related ADA issues, the ADA Coordinator has designated the Director of Human Resources as the primary contact for inquiries. Staff should consult with the ADA Coordinator or (for employment matters) the Human Resources Director, or the City Attorney's Office with questions related to the application of the ADA to any particular activity. 9 City of Fort Collins Administrative Policies 1.6 Special Events and Other Activities on Public Property or Rights -of -Way A. Events or Activities in the Public Right -of -Way Citizens who are planning events or activities that will occur in the public right- of-way should be directed to Police Services to discuss whether or not a Special Events Permit will be necessary. This includes block parties, parades, athletic events, and other special events such as street fairs and arts and craft shows. In addition, obstructions and encroachments in the public right-of-way are subject to permit requirements administered by the Engineering Department. Citizens who are planning events that will take place in a City park should be directed to the Parks Division to obtain a Park Use Permit. Citizens who are planning events that will take place in a natural area should be directed to the Natural Resources Department to obtain a permit. B. Movies and Other Productions If an event involves activities surrounding the filming of a movie or similar production, citizens should be directed to the Communications and Public Involvement (CPI) Office for assistance. CPI staff will then work with the citizen(s) to clarify details, needs and the scope of the project, identify any necessary permits and refer the customer to the appropriate departments. C. Banners in the Public Right -of -Way Requests for a permit to hang banners in the public right-of-way should be directed to the Engineering Department. 10 City of Fort Collins Administrative Policies 1.7 Administrative Po/icy Additions or Changes The following is intended to clarify the process for adding new or updating existing Administrative Policies. This process begins with the staff member(s) responsible for the original content of an existing policy, or the person responsible for implementing a new policy. Staff member(s) generate new or revise an existing policy with input from appropriate personnel, including the City Attorney's Office, when appropriate. The Service Area Director supervising the staff member(s) approves the policy or change and forwards it to the City Manager via email, using the "City Manager's Office" distribution list. The City Manager approves the policy. The City Manager's Office Administrative Support Staff will update the master copy of the Administrative Policies and ensure the changes are posted on the Intranet version. The most current version of the Administrative Policies will be maintained on the City's Intranet. Hard -copy updates will be distributed on occasion. City of Fort Collins Administrative Policies Section 2 - Facility Management 2.1 Use of City Facilities A. Purpose and Scope It is the purpose of this policy to establish guidelines for using City facilities, including meeting rooms that are available for use by non -City groups or the general public. Those City facilities that are primarily dedicated to general public use by reservation or rent, such as the Lincoln Center, recreation and park facilities, or golf course clubhouses, may be governed by specific policies and procedures established for that particular facility. 1. City facilities not designated for use by the public are to be used solely for City business. This includes the work of City staff, Boards and Commissions, appointed task forces and committees and employee organizations. 2. Portions of City facilities that are routinely used by the public, such as sidewalks or lobby areas, may be places to which the public is entitled to free use for expressive activities, including, for example, campaign activities. This means, for example, that the public may use such areas to distribute campaign materials or to carry placards urging support of, or opposition to, candidates or ballot measures. However, these locations should be used only in a manner consistent with applicable requirements for the specific use and location (such as the Special Events permit requirement). In addition, the City may restrict some public activities in order so that they are conducted in a time, place and manner that do not interfere with the City's intended use of the facility. Any questions regarding the application of this policy should be directed to the City Attorney's Office. 3. Certain meeting rooms and other portions of City facilities are designated by the Operations Services Department for use by the general public, and may be used for non -City business by specific arrangement with Operations Services. However, the primary purpose of these facilities is for City business, and their use is subject to the requirements and conditions described below. 12 City of Fort Collins Administrative Policies B. General Conditions and Restrictions City facilities shall not be used for promotions, sales, or for other commercial activities or purposes, except to the extent that either: a. A City department, in connection with an appropriate program, arranges for particular goods or services to be provided to the public in a City facility; or b. The City Manager or his/her designee approves the sale or vending of goods or services to City employees in a City facility, subject to specified restrictions or requirements and consistent with City competitive purchasing requirements, if applicable. 2. City facilities shall not be used to advocate social or political change by violence, or for any illegal, dangerous or destructive activities. 3. City facilities and equipment may not be used to influence the passage or defeat of ballot issues, or to promote candidates for political office. City employees should remove any election campaign materials they may discover in brochure racks, posted on bulletin boards, or in other City facilities not specifically designated for display of such materials by the public, as well as any signs that have been placed on City property. In addition, any requests to place campaign materials in City facilities or on City property should be denied, except for materials displayed by private entities that are limited to City facilities that have been reserved or rented for election -related events. 4. Possession, sale or consumption of alcoholic beverages shall not be allowed in City facilities unless the facility has been properly licensed for the sale and consumption of alcoholic beverages or the activity is related to an approved Police training activity regarding identification of intoxicated individuals and driving under the influence (DUI) violations. 5. Smoking shall not be allowed inside City buildings with the exception of the Lincoln Center stages, with consultation from the Poudre Fire Authority, for the limited purpose of carrying out the performances of events. 6. No more people shall be allowed in a given area than the rated occupant load as established by local fire and building codes. All laws, rules, regulations, ordinances and fire and building codes established by the City shall be observed at all times. 7. If the proposed activity is subject to the requirements of the City Code regarding Special Events, those requirements shall also be met. See Policy Section 1.6 for additional information regarding Special Events Permits. 13 signed both by the employee and the City Manager. Unclassified employees do not become classified employees or otherwise change unclassified categories with the passage of time in an unclassified position. Unclassified employees have no right to become classified employees. [rev. 5/9/01 ] C. Types of Unclassified Positions 1. Unclassified Management Positions a. An unclassified management position is an authorized, budgeted position included in the Pay Plan. [rev. 1/8/01 ] Such positions may be full-time or part-time. Full-time unclassified management employees, unless otherwise provided in a written agreement, are eligible for all City -sponsored benefits, and part-time unclassified management employees are eligible to participate in City -sponsored benefits on a pro rata basis based upon their position's designated FTE. This is explained more fully in various leave policies in these City of Fort Collins Personnel Policies and Procedures and other benefit documents provided by the City. [rev 9/24/08] b. Unclassified positions shall be designated by the City Manager. [rev 9/24/08] 2. Hourly with No Benefits Positions a. Hourly with no benefits positions are designated by the department making the hiring decision. Typically, employees in hourly positions are hourly employees who [rev. 5/9/011: i. Work sporadically throughout the year on -call or as -needed, usually for fewer than 30 hours per week and less than six (6) months out of the year, or ii. Are regularly scheduled to work less than 30 hours per week. Employees in hourly positions are not eligible for City -sponsored benefits such as paid vacation and sick leave, health insurance, pension and deferred compensation plans, and the like. b. Employees in these positions are not eligible for holiday pay but are eligible for benefits required by law, such as Social Security and workers' compensation. [rev 9/24/08] 3. Hourly with Benefits Positions Hourly with benefits positions are designated by the department making the hiring decision. Typically, employees in hourly with benefits positions are regularly scheduled to work 30 or more hours per workweek for 26 weeks or more in any 12-month period. Employees in hourly with benefits positions are eligible to accrue personal leave in accordance with the policy in these City of Fort Collins Personnel Policies and Procedures, health insurance coverage at City of Fort Collins Personnel Policies and Procedures Revised: October 9,2008 Section 2 City of Fort Collins Administrative Policies C. Use of Available Meeting Rooms by Non -City Individuals and Organizations It is not the City's intent to provide any meeting facilities on a frequent and permanent basis to support the primary activities of any non -City group or organization, except to the extent City support of such group has been specifically and expressly approved in accordance with Policy Section 4.2, as advancing an appropriate municipal purpose. The use of any of these rooms is limited to occasional public meetings of a general nature, and shall not exceed parameters designated by Operations Services. 2. The City shall not discriminate based on viewpoint or other illegal grounds among groups seeking to use meeting or other space that has been determined to be available for use by the general public, except that the City shall give preference in the use of all City meeting room facilities to City events and activities, and City -affiliated or City -sponsored groups. 3. Availability of the requested facility, if suitable for the proposed use, shall be determined based on City use taking first priority, and City -sponsored use taking priority over non -City sponsored use, but otherwise on a first -come, first -served basis. 4. The Operations Services Department shall maintain a list of availability of public meeting rooms, and shall determine whether a non -City use of a facility is appropriate and in keeping with availability and these guidelines. Outside uses shall not be permitted if they interfere with facility maintenance or repairs, or other City management or operational concerns. 5. Any individual or group using a City facility shall comply with the General Conditions and Restrictions under subsection B above and failure to do so shall be considered grounds for loss of facility -use privileges. 6. As a condition of using a City facility, the using (non -City) individual or organization shall sign a written waiver of claims and conditions, which shall include the following, plus any additional, conditions or requirements appropriate for the circumstances: a. The City does not assume any responsibility for lost or stolen articles, damage to property of the using individuals or organization, or injury to persons using the facility and the non -City user waives any claims against the City in relation to any such damage or injury. b. The individual or organization using the facility shall be responsible for any damage to City property by any person or persons attending the activities and also agrees to hold the City harmless from all responsibility for any damage, injury, or loss of property of persons attending the activities. 14 City of Fort Collins Administrative Policies 7. Individuals or organizations using City facilities by arrangement under this policy shall confine themselves to the specified area and other public facilities such as restrooms, break rooms or lobbies. Posters, brochures and other literature should be displayed only in the specified area and only for the duration of the event. 8. No admission fee or other charges for participation in a non -City event using City facilities shall be permitted. 9. There shall be no charge for use of the City public meeting rooms with the exception of the City Council Chambers and CIC Room in City Hall, the Martinez Park Community Room, and the Community Room at 215 North Mason. An administrative fee shall be charged for the use of those rooms for non -City business after regular business hours. Regular business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday except legal holidays. 10. Persons using a facility shall provide their own audio-visual equipment and other visual aids. City audio-visual equipment may be available by special arrangement, and any individual or organization arranging for such use shall be responsible for any loss of or damage to the equipment as a result of such use. 11. Persons serving refreshments shall provide their own supplies and shall be responsible for all associated clean up. 12. Any cable television taping or broadcast of public meetings must be arranged through the Communications and Public Involvement Department in accordance with applicable policies. 15 City of Fort Collins Administrative Policies 2.2 Genera/ Government Capita/ Improvement and Rea/ Estate Management This section addresses the management of all general government (non -utility) capital construction projects, excluding street construction and repair, parkland developments (except in those cases where public buildings are involved) and real estate transactions. The City Manager will approve the location of the facility, the design of the building, and the overall project budget. Operations Services will take the lead on these projects relative to project cost estimates, design, City reviews, construction, and the management of the budget. Operations Services will participate with the project sponsor at the beginning of project planning. All capital projects will then be administered according to the Capital Projects Procedures Manual. All capital projects will be closed out within 18 months of substantial completion or by the end of the project warranty period if that period exceeds 18 months. The Operations Services Director must approve all changes to these capital improvement projects. Building design should be consistent with Operations Services' design and space standards and green building criteria. General building alterations and non -capital construction projects also are manages by Operations Services. Real Estate / Property transactions such as acquisition, disposal, appraisals, and management of leased or owned -leased properties will be administered by the Real Estate Services branch of Operations Services. 16 City of Fort Collins Administrative Policies 2.3 Space Planning and Furniture Management The City of Fort Collins philosophy regarding space planning and furniture management is to move people rather than walls. This philosophy promotes: • Use of modular space standards as established by Operations Services; • Minimal use of enclosed offices and hard walls; and • Maximum use of open office concepts. Operations Services will be the focal point for general government office space planning. Office furniture layout, design and configuration changes will be administered by Operations Services. Operations Services will solely manage furniture and.systems furniture that becomes excess as a result of new construction, remodels or replacement. Operations Services will maintain an inventory of re -usable excess furniture/systems for re -use as needed. 2.4 City Holiday Displays A. Definitions "Common Areas" refers to those interior areas of City -owned buildings that the public can enter without an invitation, such as lobbies, hallways and public meeting rooms. Common Areas do not include employees' personal work spaces. "Holiday displays" means seasonal decorations sponsored by the City, erected between November 1 and January 30, and located on City property that is open to the public. "Secular" means not overtly or specifically religious. B. Display at the Fort Collins Museum The City's primary holiday display shall be located on or around the grounds of the Fort Collins Museum. The display shall be designed and produced by Museum staff as an educational, multi -cultural presentation that respectfully presents our differences and embraces our commonality. Both religious and secular celebrations should be included, with careful thought to broad representation and balance among different traditions. C. City Buildings — Interior and Exterior, and Oak Street Plaza 1. Outdoor holiday displays or decorations located at or attached to other City - owned buildings, decorations in the Common Areas of City -owned buildings, and any holiday display at Oak Street Plaza may consist of one or more of the following elements: 17 City of Fort Collins Administrative Policies • white or colored lights; • winter or holiday symbols that are secular in nature, including but not limited to, snowflakes, icicles, trees (including Christmas trees), wreaths, garlands or other foliage, either real or artificial; • written, secular messages, the content of which shall be approved in advance by the City Manager, in consultation with the City Attorney. 2. In addition, the City may collaborate with community groups or organizations to solicit educational artwork depicting the spirit of winter celebration — the unifying theme of light and the diversity of traditions within our community. The City may arrange for this art to be printed on posters, banners, etc., to be distributed through the community, and displayed on and within City property and buildings. This artwork may also be used as a centerpiece for Oak Street Plaza. Any invitation to artists to participate must include specific guidelines to ensure the City's objectives for such a display are met. D. Any displays placed on City property pursuant to this policy must be designed in such a way that their primary purpose or effect is not the advancement or endorsement of religion. Staff members are encouraged to contact the City Attorney's office with any questions about this requirement. 2.5 Bulletin Boards and Displays A. Bulletin boards and display cases located on City property shall be for exclusive use for City official purposes, unless Bulletin boards and display cases located on City property shall be for exclusive use for City official purposes, unless otherwise designated for use for a specified purpose. For example, bulletin boards may be designated for use for posting of official City notices only, of notices, related to certain specified subjects, or for posting of social or other notices by City employees. Any bulletin board or display case that has been determined to be available for posting of certain types of notices of non -City events, activities or concerns shall be marked to indicate the name, department and telephone number of the City staff person responsible for determining the items to be posted in that location, who shall also be responsible, generally, for maintaining that bulletin board or display case. B. The display or deposit of materials for distribution, except as described in the foregoing paragraph A, shall not be permitted on City property, except as expressly permitted by approval of the manager responsible for the area in which such materials shall be displayed or distributed. Generally, only City materials, or materials related to a City sponsored or City -endorsed event shall be so displayed or distributed. C. Items shall not be posted, displayed or deposited that: 1) are not within the intended scope of use of a particular bulletin board, display case, or area for offering of materials; or 18 City of Fort Collins Administrative Policies 2) are not permissible because they: a. promote illegal activities or transactions; b. are misleading or deceptive, or constitutes a public nuisance; c. relate to sexual or violent activities or practices, or to any product or service in a manner that displays or suggests violence or sexuality, or are inappropriate for minors; d. relate to the passage or defeat of ballot issues, or to promote candidates for political office or advocate social or political change by violence. Section 3 - Environmental Stewardship 3.1 Environmental Commitment In its daily operations, the City government of Fort Collins applies a hierarchy of approaches for protecting the environment and conserving resources, starting with the practice of preventing pollution from occurring whenever possible. For the waste stream that it does generate, the City implements recycling and reuse measures to the extent practicable. 3.2 Recycling Collection The City of Fort Collins is committed to implementing an effective internal office recycling program to reduce solid waste, conserve energy and natural resources, and protect environmental quality. Employees are strongly encouraged to participate in the recycling program and assistance in these efforts can be obtained from the Natural Resources Department. An independently -contracted firm collects recyclables from City facilities. Independently, many City departments take the initiative to find ways to recycle other waste materials that are generated, including tires, engine oils, signage, scrap metals, backfill, and paving. These efforts are encouraged as a creative, operations -specific approach to waste diversion that will reduce the amount of waste generated through the City's operations, and which the City should continue to model for the rest of the community. An internal website is available to review the current types of recyclables that are collected and guidelines for preparation. As it becomes feasible, the City's internal recycling collection program expands to include new materials. 19 City of Fort Collins Administrative Policies 3.3 Products and Services Purchasing Guidelines In keeping with the goals of the purchasing department, the city shall consider the total cost of a product or service throughout the life cycle and the customer's usage requirements. Additionally, in keeping with the City's responsibility as a leader and the community's concern for the environment and sustainability, purchasing decisions shall evaluate products and services that have a reduced impact on human health and the environment where practicable, while maintaining fiscal responsibility. 1. In the course of evaluating a product or service's life cycle costs, managers, purchasers and departments are encouraged to continue using and incorporating the following guidelines into their decisions: a. Consider environmental regulatory requirements, environmental impacts and pollution prevention early in the purchasing process. b. Request and examine credible information on the environmental impacts throughout a product's or service's life cycle: manufacture, transportation, use and disposal. c. Request products and packaging designed to minimize waste and toxic by- products in their manufacture, recycling and disposal. d. Look for product certification from credible organizations such as Green Seal, Energy Star and Environmental Choice. e. Maximize the useful life of products by delaying purchases until necessary. f. Purchase in efficient quantities, only the amount needed to complete ajob. g. When considering supply needs for longer periods of time, buy in bulk when you can reduce packaging, shipping impacts, the product has a long shelf life and can be safely stored. h. Consider products with all, or a percentage of, recycled materials. i. Request products and packaging that can be returned, reused or reconditioned for use. j. Ask about alternative products that do not contain chlorinated solvents. k. Purchase paper with at least 30% recycled content, totally chlorine free and process chlorine free recycled paper, whenever practicable. 1. Use vegetable based inks in printing, whenever practicable. 20 City of Fort Collins Administrative Policies m. Seek references on product, service or technology alternatives from city employees directly associated, or who have previous experience, with the products and/or services being purchased. These individuals are able to provide input on the most current alternatives from first hand knowledge, professional organizations and trade publications. When unable to find information on alternatives, consult with a purchasing designated, cross -functional team with applicable expertise including pollution prevention. n. Share information on substitutions and alternatives that have been investigated previously, for future use by other purchasers. o. Whenever practicable, ask contractors and consultants to include environmental considerations and specify products and practices that minimize environmental impacts when fulfilling contractual obligations. p. Contracts should include language to ensure: I. Environmental regulations are not violated 2. Contractors purchase only the required amount of products necessary to complete the terms of the contract. 3. Left over the extra products remaining at the end of a job are removed by the contractor unless otherwise specified. r. Proposal evaluations may include criteria for environmental considerations. 3.4 Resource Conservation Measures A. Waste Reduction Employees are urged to apply recycling and waste reduction strategies in their daily workplaces in a variety of ways, including but not limited to: • Having print jobs done using duplex copying whenever possible. Furthermore, as old office machines are retired, departments and divisions should replace them with duplex -capable copiers and computer printers. City vendors should be encouraged to adopt similar policies. • Finding uses for once -used (clean scrap) paper for internal use. • Including salvage and recycling requirements in contracts with demolition or removal firms. • Using electronic communication (e-mail, telephone, etc.) instead of paper whenever appropriate. • Providing electronic forms and other applications to citizens whenever possible for services such as permits, registering for programs or classes, surveying, etc. 21 City of Fort Collins Administrative Policies • Employing and, when possible, increasing composting efforts for City - generated or City -collected plant debris. B. Saving Energy The City urges employees to personally take an active role in saving energy through practices such as: • Turning off equipment, or using power -saving modes, when not in use. • Replacing old motors with high efficiency new ones. • Turning off vehicles instead of idling for long periods (more than three minutes, as a general rile). An exception is when a vehicle is used for traffic control or for the purpose of running accessory equipment. • Purchasing "Energy Star" rated equipment. • Keeping office temperatures at the recommended range of 70 — 74 degrees. • Turning off lights when a room is not in use. C. Building Design and Construction City buildings should exemplify the use of environmental design and construction in a variety of ways, including but not limited to: • Incorporating adequate space for recycling facilities into the construction or remodeling of City facilities. • Applying "green building" measures whenever possible in construction or remodeling of City buildings. • Using the latest available proven technology to provide energy -efficient and cost-effective heating, cooling, lighting, and water heating services in the design, construction, and renovation of all City facilities. 3.5 Water Conservation Water is a limited and vital resource that must be used efficiently and wisely. The City is committed to projecting a water conservation ethic to the community, as a model for wise water use. A. Repairs Employees should report leaking faucets, running toilets, broken sprinklers or other water problems to facility managers. Repairs should be made promptly. 22 City of Fort Collins Administrative Policies B. Landscaping Landscaping for City buildings being constructed or remodeled should place a high priority on water conservation by grouping plants with similar water needs, limiting turf areas and emphasizing the use of drought tolerant plantings. C. Irrigation Facility and irrigation, managers should strive to operate and maintain sprinkler systems at City facilities for water efficiency. The following guidelines should be followed: • Design and install sprinklers to water the landscape, but not sidewalks and parking lots. Existing sprinkler heads should be correctly adjusted to prevent unnecessary runoff. • Monitor sprinkler systems for broken or misaligned heads. Repair them quickly when found. • Install a rain shutoff device on each controller, when there is a suitable site for one. • Consider the use of raw water for irrigation whenever possible. 3.6 Air Quality A. Vehicle Purchase When selecting a vehicle for purchase, departments are strongly urged to consider buying models of trucks and cars rated for low emissions and high gas mileage. The City will take initiative in buying vehicles that use alternative fuels, including electric, compressed natural gas (when feasible), and propane cars. With the introduction of commercially -available models of Ultra -low. Emitting or Low Emitting Vehicles, the City will look for opportunities to include these vehicles in its fleet. B. Idling Discouraged Employees are urged to eliminate unnecessary idling of vehicles. 23 the employee's expense, and holiday pay under certain circumstances. However, they are not eligible for any other City -sponsored benefits, such as paid vacation and sick leave, pension and deferred compensation plans, and the like. Employees in such positions are eligible for benefits required by law, such as Social Security and workers' compensation. [rev. 8/13/07] 4. Contractual Positions Contractual positions supplement the City's regular work force for special projects of a limited duration, projects funded by grants, budgeted internships, or as temporary replacements for other categories of employees. Employees in contractual positions may work full-time or part-time, and may be "exempt" or "non-exempt" depending on job duties. All contractual employees are eligible to participate in certain City -sponsored benefits according to the specific terms of their contracts but are ineligible to participate in City -sponsored pension, retirement and deferred compensation plans. 5. Deputy and Assistant City Attorneys Deputy and Assistant City Attorneys are appointed by, and serve at the pleasure of, the City Attorney. Such attorneys shall be subject to the same Personnel Policies and Procedures as unclassified management employees, except to the extent that such Policies and Procedures are modified in writing by the City Attorney. [new 1/7/04] 2.1.3 Exempt and Non -Exempt Employees A. Employees who qualify as administrative, executive or professional employees within the meaning oi' applicable laws are considered "exempt," which means that they are ineligible to earn overtime pay or accrue compensatory time off. Employees in exempt positions are expected to devote such additional time as may be necessary to accomplish the duties of their positions, including time outside normal business hours. IL Non-exempt employees are compensated for all time they work, and receive overtime compensation at a time -and -a -half rate, either as wages or "compensatory time off," for hours worked in excess of 40 hours in the workweek. Only non-exempt employees are eligible to earn overtime pay or accrue compensatory time. Specific limitations relating to overtime compensation and compensatory time are discussed in the "Overtime Pay and Compensatory Time Off" policy in these City of Fort Collins Personnel Policies and Procedures. 2.1.4 Full -Time and Part -Time Employees and "FTE" City of Fort Collins Personnel Policies and Procedures Revised. October 9,2008 Section 2 City of Fort Collins Administrative Policies 3.7 Reduced Automobile Travel The City is committed to reducing automobile travel in its own operations for the purposes of reducing traffic congestion and air pollution. This includes travel by employees and by City customers such as those who participate in City programs or who need to conduct business with City government. City department heads should review the travel requirements imposed on their employees and customers and eliminate the need for automobile travel as much as possible. A number of initial suggestions are listed below to help reduce vehicle miles traveled (VMT.) A. Employee Travel Reduction To reduce employee travel, the City should: • Choose locations for City facilities that minimize the need for automobile travel. • Encourage City employees to carpool, walk, bike, or use transit instead of driving alone. • Bring into consideration the availability and proximity of childcare services when site decisions are made by the City for new construction or for relocating offices. • Substitute mail, e-mail, telephone, internet, or other electronic means of communication instead of driving, for instance: • Teleconference instead of driving long distances to non -local meetings. • Don't require employees to travel, e.g., to sign time sheets, if there is an alternative such as interoffice mail. • Encourage tele-working for the purpose of eliminating vehicle trips. B. Customer Travel Reduction To reduce customers' VMT, the City should: • Choose locations for City events that minimize the need for driving, or provide buses or carpool opportunities. • Encourage customers to use telephone, Internet, etc., to register for City offerings, purchase tickets, etc. • Organize recreation programs with a neighborhood focus, so participants don't have far to go. 24 City of Fort Collins Administrative Policies Section 4 - Financial Management 4. 1 City Sponsorship of Sports Teams In view of budgetary and legal constraints that affect all City departments, it is the policy of the City that no department will be allowed to sponsor sports at the City's expense or furnish sports equipment and accessories to teams for employee social or recreational purposes. The exception to this policy is the City's Wellness activities sponsored by the Human Resources Department. 4.2 Assistance to or Support of Non -City Events and Organizations Community groups and organizations frequently contact the City seeking assistance with events, projects or activities that they are planning. It is the organization's desire to participate in the community as any good corporate citizen would and encourage employee involvement in community affairs. However, City resources may only be used to advance public purposes that have been recognized by the City as appropriate for City involvement, and in a manner consistent with appropriate City programs or functions. City -sponsored or City -supported activities for the benefit of City employees may be conducted using City resources, funds or facilities if approved by the City's Human Resources Director, and as such do not fall within this policy. Therefore, the following administrative policy shall apply to requests from individuals, groups, or organizations seeking assistance or support from the City. Requests by organizations for assistance or support in the form of articles or promotional pieces in City publications are also subject to this policy. A. Review of Requests The request for assistance or support, including a request for inclusion in a City publication, shall be in writing and sent to the appropriate department or division head whose service or program will provide the assistance. The department or division head or manager responsible for the publication or requested assistance or support will review the request using the criteria listed and any additional criteria appropriate for the particular circumstances. If, based on this review, the department or division head, or manager of the publication, determines that the requested City assistance or support is appropriate and beneficial to City interests, then the approving manager will work with, or direct appropriate staff to work with, the requesting organization to provide the assistance. 25 City of Fort Collins Administrative Policies In some instances, it may be appropriate to condition the assistance, or publication, or the department or division's part icipation.upon a written commitment from the applicant to carry out the public benefit that is the basis for the City participation. The approving manager shall maintain documentation of the request, his or her subsequent review and determination, and any arrangements that are made to provide assistance. B. Requirements The following requirements must be met in order for the City to provide assistance or support to non -City organizations: 1. The event, activity, or project for which assistance or support is requested promotes health, safety, or general welfare and benefits a significant segment of the citizens of Fort Collins. 2. The event, activity, or project for which assistance or support is requested supports one or more of the City Council's goals, adopted policies or plans. 3. The requested assistance or support is consistent with the particular City, department, division or specific project or publication missions. 4. Assistance or support from the City will be leveraged with other funding or assistance. 5. The assistance or support will not result in any direct financial benefit to any private person or entity, except to the extent such benefit is only an incidental consequence and is not substantial relative to the public purpose being served. 6. The assistance or support will not interfere with current department, division, or project work programs, hinder workload schedules, or divert resources needed for primary functions or responsibilities of the department, division, projector publication. Requests for publication shall also be considered in the light of editorial considerations regarding publication space, layout, timing and intended audience. 7. If City facilities or staff is used, the supporting department should contact Risk Management to assess insurance or liability issues, if any. 26 City of Fort Collins Administrative Policies 4.3 Alcohol and Tobacco The City will not use public funds to purchase alcoholic beverages or tobacco products, unless the activity is related to approved Police training regarding identification of intoxicated individuals and driving under the influence (DUI) violations. 4.4 Purchasing Cards Many City staff and the Mayor and City Council Members are permitted to obtain and use City purchasing cards to pay for materials and services related to official City business. Such cards shall not be used to circumvent the City's purchasing policies and procedures. City purchasing cards must be obtained through the Purchasing Division and credit cards through the Accounting Division and only from the City's authorized providers. Unauthorized card providers are not permitted. More detailed information regarding purchasing cards is available from the Purchasing Division. 4.5 Petty Cash Occasionally employees may find it necessary to use their own funds to pay for inexpensive materials and services needed for City business. Many departments have established petty cash funds for these types of expenses. Receipts must be submitted in order for an employee to be reimbursed. Departments are encouraged to pre -plan in order to minimize the use of petty cash. Departments are expected to maintain the minimal amount of cash needed for this purpose and must take measures to protect and secure the petty cash assets. The Finance Department will work with departments to determine the amount of and security for the petty cash. 4.6 City -Owned Cell Phone Program A. General Guidelines for Service Areas Departments with City -owned cell phones will need to work directly with the designated provider, selected and evaluated annually through a statement bid. 1. It is the responsibility of the Service Area to assure that each cell phone is enrolled in the most appropriate plan for the intended usage for City purposes. 27 City of Fort Collins Administrative Policies 2. A department representative(s) should be selected for each Service Area. 3. A meeting should be scheduled with department representatives and the provider representative. 4. The provider representative will work one-on-one with the department representatives to customize for each department's needs. 5. The provider representative will assist in analyzing cell phone bills and recommend appropriate calling plan(s). B. Payment Each Service Area is responsible for bill payment. The provider will provide a paper bill and also the call records so the Service Area can process the data. Responsibility and procedures for bill payment will be the same as any other bill presented for payment. C. Alternative Providers Selection of any alternative cell phone provider should follow normal purchasing guidelines. Notification of any alternative selection should be provided to the City Manager. Costs for equipment as well as operations must be considered and documented when evaluating alternative providers as equipment from one provider may not work with another provider. When an alternative provider is selected, an evaluation of the alternative cell phone providers should be conducted annually. Comparisons between the alternative carrier and the available plans from the City's primary cell phone provider should be made to insure the City is receiving the best value in the market. D. Exception for Elected and Appointed Officials This policy does not apply to the City Council, City Manager, City Attorney or Municipal Court Judge, whose use of City Owned Cell Phones is covered under a separate policy. 4.7 Donations to the City A. The City accepts endowments and donations for specific needs and uses them to help reduce the tax burden associated with provision of certain City Services. Donations made directly to and accepted by City Council are exempt from the administrative approval procedure of this section. B. Any donation valued at approximately $5,000 or more is subject to approval by the City Manager, and no City employee other than the City Manager is authorized to accept or decline a donation of that value or greater on behalf of the city. 1. When an endowment or donation valued at $5,000 or greater is offered, 28 City of Fort Collins Administrative Policies the appropriate City department shall prepare and furnish to the City Manager and Accounting a report which includes the following information: a. Donor's name; b. Description and estimated value of the proposed donation; c. Proposed use of the donation; d. Five-year operating cost projection, if applicable; e. List other departments that may be affected, if any; and f. Department recommendation regarding acceptance. 2. If accepted, the City Manager shall accept the donation and provide the donor with a receipt acknowledging the City's acceptance of the donation. The City Manager shall also notify Accounting and the originating department of the acceptance. C. Any donation valued under $5,000 may be accepted by a department. The appropriate department shall prepare and furnish a quarterly report to the City Manager and Accounting containing a listing of the donations accepted including information designated in B.1. above. Upon acceptance of the donation, the department shall furnish the donor with a receipt acknowledging the donation, if requested by the donor. Any individual donations received in connection with a specific fundraising program or project of a department shall be included in the quarterly report above, but may be reported in summary form indicating the total amount received in connection with the program or project and the information designated in B.L above regarding the overall program or project (each individual donation need not be separately reported). 29 City of Fort Collins Administrative Policies Section 5 - Fleet Equipment Management 5.1 Use of City Vehicles A. Pool Vehicle Rental Employees may be allowed to rent a pool vehicle from Fleet Services for in town or out of town City business usage. Only City employees and authorized City volunteers will be allowed to drive a pool vehicle. The employee or volunteer picking up the vehicle must show a current driver's license when renting a pool vehicle. The employee renting the vehicle will be responsible for ensuring that volunteers who may drive the vehicle are licensed to do so. If the vehicle has a mechanical breakdown, notify Fleet Services. It will be the responsibility of Fleet Services to either have the vehicle fixed or supply another vehicle. B. Outside Equipment Rental Fleet Services annually bids equipment rental from outside vendors. Fleet Services prefers that departments contact Fleet Services for outside rentals and provide the following information: type of equipment needed, length of time needed, and the department that will be using the equipment. The departments may go through the rental process without Fleet Services involvement; however, all rental details shall be provided to Fleet Services. C. Fueling City Vehicles All City vehicles will be assigned a fuel key for the purpose of accessing City fueling sites. All personnel will be assigned a P.I.N. (personal identification number) that will be used in conjunction with the fuel key. The fuel key must not be shared with another vehicle. It is only to be used with the vehicle it is assigned to, except in an emergency. Any use of another key in an emergency shall be reported with 24 hours to Fleet Services. When a fuel card is issued from an outside fuel vendor, the following rules apply: • The vendor fuel card is for regular unleaded, propane or diesel only. • The card is not to be used for premium plus or premium unleaded fuel. • The fuel card is not to be used for the purchase of vehicle accessories, other fluids, or personal items. • The fuel card is assigned to the vehicle and must not be shared with another vehicle. Fleet Services strongly recommends that City vehicles be re -fueled at City fueling sites when convenient. 30 City of Fort Collins Administrative Policies 5.2 Management of City Equipment and Vehicles This policy establishes guidelines for effective and efficient management of the City's fleet. This includes uniform specification writing, vendor/dealer coordination, equipment acquisition/replacement/maintenance, vehicle assignment, and maintenance cost analysis. The objective is to improve coordination between departments, enhance the decision making process, and optimize the use of City equipment and vehicles without detrimentally impacting the primary goal of providing quality service to the residents of the city. It is the responsibility of Fleet Services to manage the acquisition of equipment and vehicles and the coordination of City fleet operations (meaning acquisition, maintenance, replacement, disposal and assignment). All decisions regarding fleet operations will be made jointly by the Operations Services Director and the department head(s) of the user department(s). If agreement cannot be reached between the Operations Services Director and the department head(s), the issue will be referred to the Executive Lead Team and City Manager for resolution. Operating policies and decision criteria guidelines regarding vehicle and equipment acquisition will be developed by a special board consisting of representatives from the user departments, Purchasing, and Fleet Services. A. Vehicle and Equipment Assignment It is the responsibility of Fleet Services to maintain an up-to-date equipment inventory list for all City departments. if the equipment uses fuel, requires a license plate or the purchase cost is $3,000.00 or more, it must be included on Fleet Services' inventory. For all other equipment, it is the department's responsibility to maintain a list of the equipment and submit it to Fleet Services annually. The department's inventory will be used for emergency purposes only. 2. If it is determined by Fleet Services that a piece of equipment or vehicle can be better utilized through cost and use sharing, the Operations Services Director shall recommend to the department that the piece of equipment or vehicle be reassigned or made available for use by additional users. In making this evaluation, Fleet Services will take into consideration any and all factors which may impact the user department's ability to provide optimum service to the City's customers. Proposed equipment and vehicle reassignments will be judged on their own merits. The owning fund will be reimbursed by the receiving fund if equipment is reassigned or transferred to the pool. 31 City of Fort Collins Administrative Policies 3. Departments have available options of: • Sole ownership of specialized equipment for critical operations. • Rental from the equipment pool. • Rental from other departments. • Leasing from outside agencies. B. Vehicle Upkeep Departments shall maintain their vehicles to maximize longevity and keep them in safe operational condition. Additionally, the appearance of vehicles should present a quality image to the public (i.e. paint and lettering in good condition, no visible rust, clean, etc.) C. Vehicle and Equipment Acquisition Vehicle and equipment acquisition will require the user department to demonstrate its need to Fleet Services, as detailed in the Personnel Policies and Procedures. Acquisition and replacement policies and procedures will be reviewed and approved by a board consisting of representatives from user departments as well as Purchasing and Fleet Services. Documentation for equipment and vehicle acquisitions, either new or replacement, should include the expected usage in miles or hours, type of use(s), conformance to City policies, impact on the budget (both capital and O&M), impact on productivity of user department, and impact on user department's ability to provide the most effective and efficient services to the residents of the city. Once a unit has been identified for replacement, that unit can not be reclaimed for use by the department when the new replacement vehicle has been delivered, unless authorized by the Operations Services Director. 1. New Equipment and Vehicles Requests for additions to existing fleet and/or increased service or effectiveness level will be considered in accordance with the above criteria. In an effort to reduce tailpipe emissions and dependency on foreign oil, the City will purchase an alternative -fueled vehicle if all of the following criteria are met. a) The fueling infrastructure is in place to support the vehicle. b) The job application fits the type of factoryquipped vehicle available. 32 City of Fort Collins Administrative Policies c) The economics (capital, maintenance and fuel costs) are beneficial to the City. d) The vehicle meets the operational needs of the department. 2. Replacement The replacement of vehicles and equipment will be based on sound economic analysis with consideration given to vehicle condition, reliability, safety and use. Fleet Services will annually report to the user departments on their vehicle economic replacement status. 3. Rebuilding Larger pieces of equipment that have exceeded their economic life often can be rebuilt to near new condition at approximately 40 percent of the cost of replacement. Fleet Services will be responsible for researching the possibilities of rebuilding prior to authorizing replacement. D. Specification Writing Specifications for vehicles and equipment, except specialized equipment, shall be generic and uniform. Uniform specifications encourage more competitive bidding that may result in cost savings to the City. Fleet Services, in coordination with the user department, will develop specifications. All specifications shall be kept on file at Fleet Services. Specifications will be written twice a year in January and August. Collective bidding will be done by Purchasing to permit more timely delivery and increase the opportunity for additional cost savings. E. Vendor/Dealer Coordination Fleet Services will be responsible for making the necessary arrangements in a timely manner for outside repairs, equipment demonstrations, equipment training, equipment leasing, and acquiring any other special information regarding vehicles and equipment. Coordination of these activities centralizes information at Fleet Services and creates better communication and effectiveness with vendors and dealers that could result in cost savings to the City. F. Maintenance Cost Analysis Fleet Services shall maintain records on the operation costs of each vehicle and piece of equipment and provide the information to the user department in a timely manner. Such information shall include, but not be limited to, maintenance cost, fuel consumption, current value, fuel economy, frequency of repair, down -time, annual operating costs, and Fleet Services repair costs versus authorized dealer repair costs. 33 Please contact Lance Murray, Project Manager at (970) 221-6807 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. A. The term "full-time" employee, as used in these City of Fort Collins Personnel Policies and Procedures, means any employee regardless of category who is regularly scheduled to work 80 or more hours per biweekly pay period. IL The term "part-time" employee, as used in these City of Fort Collins Personnel Policies and Procedures, means any employee regardless of category who is regu- larly scheduled to work less than 80 hours per biweekly pay period. City policies and forms sometimes refer to part-time employees by a particular "FTE," which means "full-time equivalent." For example, an employee referred to as a "0.75 FTE" is someone who is regularly scheduled to work 60 hours per biweekly pay period, which is 75 percent of a full-time, 80-hour per pay period schedule; and a "0.5 FTE" is someone who is regularly scheduled to work 40 hours per pay period which is 50 percent of a full-time schedule. C. The "FTE" of a classified or unclassified management employee shall be immedi- ately reduced based on the number of actual hours worked including paid leave hours if the employee is, or is anticipated to be, on unpaid leave for a total of more than 160 hours in any calendar year. This 160 hour limit for maintaining the "FTE" when paid work hours have been reduced shall be prorated for part-time classified and unclassified management employees and shall be extended when required by the Family and Medical Leave Act or the Americans With Disabilities Act. This subsection C. shall not apply to an employee who has been placed on an extended leave of absence in accordance with section 6.14 of these City of Fort Collins policies and procedures. [new 11/24/041 City of Fort Collins Personnel Policies and Procedures Revised: October 9,2008 Section 2 City of Fort Collins Administrative Policies G. Auction of Vehicle and Equipment Fleet Services shall coordinate, with Purchasing, the auction of all excess equipment. The auction will be conducted in accordance with City ordinances and Purchasing policies. Departments should contact Fleet Services for participation in the auction. The proceeds from the auction will be distributed to the fund that acquired the equipment. 34 City of Fort Collins Administrative Policies Section 6 - Communication and Public Information 6.1 Public Notification and Involvement The City encourages citizens and other members of the public to be involved in their government to the greatest degree possible. City staff utilizes a wide variety of techniques and technologies to ensure this is accomplished. A. Notification of Open Meetings In some cases, the law dictates certain requirements for minimal public notification. Definitions and standards for open meetings and publication of notices of those meetings can be found in Section 2 of the Municipal Code. Staff members are encouraged to contact the City Attorney with any questions about these requirements. B. Public Outreach and Involvement Activities When dealing with a specific project or issue, City staff members are expected to develop and implement specific procedures for public outreach and involvement. The degree of public participation in a project or issue can vary greatly depending on the subject at hand. It is the responsibility of each department to determine the level of public involvement required and the techniques and methods necessary to achieve that involvement. Assistance in developing these activities can be obtained from the Communications and Public Involvement Office and/or the Neighborhood Resources Office. 6.2 Use of City Logo The City logo should appear on all forms and documents, except for those that are strictly internal. The logo should also appear in all print advertising (excluding classified ads) and display materials for City programs and events. Exceptions to the logo requirements may be made if the City is working in conjunction with outside organizations to produce joint marketing pieces. The logo should be at least'/4 inches in width and must not be distorted, altered, redrawn or modified in any way. The City's official logo colors are PMS 541 and PMS 462. For stationery items use PMS 541 or black. 35 City of Fort Collins Administrative Policies The City logo is sole property of the City, and is not to be used by any private party or for any use not related to City government without written permission from the Communications and Public Involvement Coordinator. Questions about use of the City logo should be directed to the Communications and Public Involvement Office. 6.3 Media Contact Guidelines As a general City policy, it is appropriate for individual department directors or employees to give information directly to the news media if the topic is within their purview and is not confidential. Non -management employees may respond directly to an inquiry regarding routine factual, non -confidential information relating specifically to their function. Alternatively, individual departments may develop policies for media contact that include designated media spokespersons. The City Manager, Communications and Public Involvement Coordinator, and department head should be notified of media contacts that involve potentially sensitive or non -routine issues. If a news article or story appears that contains inaccurate information, departments should contact the Communications and Public Involvement Office to determine what steps will be taken to clarify the information. 6.4 Requests for Appearances by the City Manager, Mayor and City Council Before finalizing a date for any special event where local dignitaries are invited to attend, staff members must check with the City Manager's Office to ensure the City Manager and/or appropriate City Manager's Office staff are available. If departments wish to also invite the Mayor and City Council to events, they must coordinate with the City Manager's Office. Departments should not issue invitations directly to the Mayor and City Council without prior approval from the City Manager. Requests from outside organizations for appearances by the City Manager, Mayor or City Council should be directed to the City Manager's Office. When the City Manager, Mayor and/or City Council members have been requested to speak at an event, departments are responsible for providing speaking points one week in advance of the event. The Communications and Public Involvement Office can provide assistance in developing the speaking points. 36 City of Fort Collins Administrative Policies 6.5 News Releases A. Protocol Departments are typically responsible for their own news releases. The Communications and Public Involvement Office can assist with the preparation and editing of releases as necessary. Routine news releases or those promoting recurring events do not need to be submitted for review. Any news release which involves policy issues or which could be interpreted as being in any way controversial should be sent to the City Manager, the Communications and Public Involvement Coordinator and the Service Area Director 24-hours prior to release. In cases where 24-hour advance notice is not possible, the aforementioned individuals should be notified as soon as possible. The City Manager will determine which news releases should be forwarded to City Council. Departments may establish additional news release protocol and departmental approval procedures not inconsistent with the policies contained herein. B. Distribution of News Releases Upon release, all news releases should be forwarded to the Communications and Public Involvement Coordinator and the Public Information Team. Copies of the news release may additionally be sent to Secretaries and Department and Division Heads. When news releases are distributed via e-mail, the subject line should read as follows: "News release re: (topic or headline)." C. News Release Format When preparing news releases, the following elements should be included: • Date of release • Contact information, including name, title, department and phone number • Headline • Content Quotes are optional. To obtain a quote from the City Manager, work with the Communications and Public Involvement Coordinator. News releases should not include quotes from elected officials unless the writer has been specifically directed to do so. News releases should go out on department letterhead. Other logos or graphics should be used sparingly and must never replace the City logo. 37 City of Fort Collins Administrative Policies 6.6 Communications with Legal Staff Communications with City legal staff, including outside attorneys retained through the City Attorney's Office on particular matters or projects, are confidential, and should only be disclosed beyond the appropriate City staff after an express decision to do so by the City Manager in consultation with the City Attorney (and, in some instances, the City Council). Generally speaking, legal memoranda, electronic messages and other communications received by staff from the City Attorney's Office should be treated as confidential, except when those communications are provided for public release. In addition, staff should avoid sharing or repeating legal advice to parties outside of the City organization except when the City Council or City Manager has authorized the release of that confidential information. Finally, written legal memoranda or other legal advice should not be incorporated into public policies or other public documents, except as approved by the City Attorney's Office. 6.7 Public Records Requests A. Form of Requests Except for verbal requests for routine and clearly identified records that can be quickly and efficiently produced for immediate inspection or copying by the custodian, all requests for inspection or copying of public records must be in writing and must be specific as to the record requested. B. Responding to Requests The Colorado Open Records Act requires that City managers and other employees make any public record available for inspection and copying within three (3) business days of a request for that record, unless extenuating circumstances prevent a response within that time frame. In that case, the requested record must be available within an additional seven (7) business days, with the nature of the extenuating circumstances given within the three (3) business days. The three (3) and seven (7) business day time deadlines shall not begin to run until the written request for the public record is made to the City employee in custody of the record, and until any required estimated fee deposit has been made per subsection E 4 of this policy. It is critical that City staff respond promptly to any such request by working to locate the requested record(s) and proceeding to determine whether the record is a Apublic record@ as defined in the Act, or whether it is subject to a privilege protecting it from disclosure under the Act. The person requesting a record may, but is not required to, grant the City additional time to produce a record, so the City employee in custody of a record may request additional time to meet the request. If a record is not in custody of the person receiving the request, that person must notify the applicant in writing of this fact 38 City of Fort Collins Administrative Policies and include information, to the extent reasonably available to that person, as to where the information is, who might have custody, and why that person does not have custody. C. Determining What is a Public Record Generally speaking, documents that are prepared in the normal course of business and do not constitute sensitive personnel, legal, law enforcement or customer records will likely be considered public and subject to disclosure. However, there are instances in which documents may be protected as part of a "deliberative process", or may appropriately be treated as confidential, because of the specific circumstances involved. Requests for criminal justice records maintained by service areas and departments, such as Police Services and the Municipal Court, are governed by the state Criminal Justice Records Act (C.R.S. 24-72-301, et seq). Those service areas and departments shall establish and maintain rules, regulations, and fees consistent with that Act. Consequently, it is advisable to consult with the City Attorney's=s Office for assistance in making a determination of what records should be released and responding to a request. Not only is failure to disclose a public record a violation of the Act, but the release of a record that is defined as privileged is also a violation of the Act. In addition, there may be a need to discuss whether public harm will result from the disclosure of the requested record, in order to evaluate the proper course of action in responding to the request. Copyrighted materials are also subject to special considerations under the Act. D. Inspection Requirements Inspection of public records shall be during normal business hours and by appointment unless the record is readily available to the custodian and can be immediately produced without adversely affecting the work flow of the department. The original public record to be inspected shall not be removed from the City department providing the inspection without the consent of the custodian and the custodian shall take reasonable steps to ensure the security of the record. 39 City of Fort Collins Administrative Policies E. Charges for Responses Each department may set and charge a reasonable fee for research, retrieval, and copying of public documents. The fee shall be consistently applied pursuant to the department policy. The fees for research and retrieval may not exceed $l 5 per hour for routine requests and $20 per hour for exceptionally voluminous requests, unless actual costs exceed that amount. The fee for providing a copy of a standard page (up to and including 8 ''/z" X 14" may not exceed $.25 per page. If the public document is in a format other than a standard page, the copying fee may not exceed the actual cost of providing the copy. In the event that a department has not established a fee schedule, the fee schedule adopted by the City Clerk=s Office will be utilized. Costs associated with any fee in excess of this limit must be documented in order to show that the fee does not exceed actual costs. If a public record is the result of a computer output other than word processing, the fee for a copy, printout, or photograph thereof may be based on recovery of the actual incremental costs of providing electronic services and products, together with a reasonable portion of the costs associated with building and maintaining the information system. 2. Fees may be waived if the records and services are to be used for a public purpose, including public agency program support, nonprofit activities, journalism, and academic research; however, any fee reductions or waivers must be uniformly applied to similarly situated parties. If fee reductions or waivers are to be allowed, the Department providing the record should have established a specific policy identifying the purposes and qualifying uses for which fees will be reduced or waived, so as to facilitate consistency in granting such reductions or waivers. 3. If, in response to a specific request, the City has performed a manipulation of data so as to generate a record in a form not used by the City, a reasonable fee may be charged to the person making the request, provided that the fee must not exceed the actual cost of manipulating the data and generating the record requested. Subsequent requestors of the same information may not be charged a fee for the data manipulation in excess of the original fee. 4. If the custodian estimates that the fees and charges for research, retrieval, copying, and/or data manipulation will be $50 or more, the estimated fees and charges shall be paid in advance by the requesting person. Once the actual fees and charges amount is known, the person making the request will be refunded any excess amount collected or will be required to pay any additional amount owed prior to obtaining access to the records, as applicable. 40 City of Fort Collins Administrative Policies 6.8 Protection of City Intellectual Property A. Determining the Need for Copyright Protection Many documents and other materials commonly developed by the City are generally intended for use by the general public and are not suitable for copyright protection. However, on occasion, the City develops or pays for the development of original works for which copyright protection may be appropriate and desirable. In some instances a decision to assert copyright protection may be desirable in order to allow the City to limit the reuse of the work either for policy reasons (as in the case of the City's logo) or for financial reasons (as in the case of software developed by the City that it may seek to license to other users to recoup development costs). Examples of works that may warrant protection include such items as graphic designs, photographs, computer software or other developed works.. In connection with the development of such intellectual property, whether by City staff or through an outside vendor, City staff should consider the potential value (whether monetary or non -monetary) to the City of the works being developed. Staff should (1) contact the City Attorney's Office early in the planning process in order to determine whether the work may be protected by copyright; and (2) if so, the Service Area Director should make a decision regarding whether copyright protection will be maintained or a copyright registration sought. In the case of works being developed under contract with an outside vendor, special contract issues in this regard should be addressed at the Request for Proposal stage, if possible. Once a decision is made that a work should be afforded copyright protection, specific procedures and guidelines for handling that work should be developed in cooperation with the City Attorney's Office and other City staff involved in the development and use of the work. B. Use of Others' Materials When original photographs, slides, videos, historic records, or other documents or materials are acquired by the City, whether through purchase, loan, or donation, it is important that the prior (or current, in the case of a loan) owner expressly grants to the City the rights to use those items for the purposes intended. The grant of the right to use such items should be documented, preferably with the signature of the person making the grant (who should be the rightful owner of the item). The department using any such items should be responsible for maintaining the documentation related to the City's right to use the items. Departments should consult with the City Attorney's Office in order to arrange for proper forms and procedures to use in connection with specific types of purchases, loans or donations. 41 City of Fort Collins Administrative Policies 6.9 Use of City Intellectual Property A. Responding to Requests Requests to copy, use, publish, distribute, display or modify City intellectual property that has been determined to be desirable and appropriate for copyright protection under these Administrative Policies, shall be handled in accordance with this Section. Such requests shall be made in writing to the appropriate department or division head responsible for the item requested. The department or division head receiving the request shall review the necessary information (and consult with other appropriate staff, as necessary) to determine if the proposed use of the item is consistent with the City's goals and objectives generally, as well as the City's objectives or any established policy related to the particular item requested. If the proposed use is permissible given those considerations, then a determination as to charges for that use, if any, must be made. B. Charges for Use In some instances, the City, or the involved department or division, may have established a written policy as to the charges to be imposed for the use of a particular item, or for a category of item. It is recommended staff develop a plan for managing the release of and related charges for items that involve a major investment by the City that is planned to be recovered through licensing or relicensing use by others. If no plan exists, the appropriate charges for use of the item should be determined by the manager responsible for the item, based on the following guidelines: Charges for the use of an item shall be set to recover the City's costs in developing and maintaining that item, at a minimum. The department incurring the costs of development shall be responsible for calculating and documenting these costs, and shall provide that cost information and set a fee to be charged, which shall be reimbursed to that department when collected. 2. Use of an item for no charge shall be permitted only when assistance or support from the City is appropriate in accordance with Section 4.2 (Assistance or Support of Non -City Events or Organizations), above. 42 City of Fort Collins Administrative Policies C. Process for Authorizing Use In most instances it will be advisable and appropriate to document the permission granted to use intellectual property of the City. This will both protect the user, and assist the City in documenting the terms and conditions of the permission that has been granted. The written license or other document authorizing the use must be signed by the City Manager or Service Area Director. Any authorization should be approved as to form by the City Attorney's Office, and shall include appropriate restrictions as to the types of use permitted, the time allowed for such use, reserving to the City all rights not granted in the authorization, and requiring any payment or other future consideration. 6.10 Advertising on City Property or in City Publications Advertising on City property or in City publications is sometimes used as a means to generate income for a program or facility, or to provide information about particular types of services or products to the general public. In general, any opportunity for a non - City organization to promote a commercial transaction to the public should be considered advertising, and should be reviewed in accordance with this policy. A. Appropriate Use of Advertising The inclusion of advertising on City property or in City publications, including the City's website, has the effect of merging the identification of that property or publication with the City. Consequently, in instances in which the City is acting in a regulatory or clearly governmental role, advertising is generally inappropriate. To the extent the City uses property for specific purposes, or produces a publication to promote particular activities or concerns, advertising compatible with and in support of those purposes may be appropriate. It is important that the scope of advertising considered compatible or supportive of the City's purposes in connection with a particular property or publication be clearly defined. It is further important that the City not discriminate among advertisers who fall within that appropriate scope of advertising. The specific occasions on which advertising will be allowed, and the range of advertising to be permitted should be determined by the appropriate Department Director. B. Signs The erection of a sign on any street, sidewalk or "other area owned by" the City is prohibited under City Code Section 24-1; however, that Section permits signs that publicize community activities, celebrations and events; signs on City bus benches and bus shelters; traffic control signs; neighborhood recognition signs; and signs solely connected to private property that hang above City sidewalks. 43 2.2 Introductory Status A. Employees who are hired into classified positions and employees who are moving from hourly or contractual positions into classified positions begin service on introductory status for a minimum of six months from the date of hire or movement. The length of an employee's introductory status may be extended at the discretion of the department head or Director of Human Resources for a period of up to 24 months from the date of hire or movement. Introductory status does not automatically end after the passage of six months or any other length of time. Introductory status ends only after the employee is notified in writing and after the status change becomes effective at the beginning of the next pay period. [rev 10/9/08] B. During the introductory period, employment is with the mutual consent of the employee in the classified position and the City. Accordingly, either the employee or the City may terminate the employment relationship at will with or without cause or notice during the introductory period. [rev 10/9/081 C. Employees who are promoted or transferred from another classified position or from an unclassified management position may only be terminated from employment for cause and will not be placed on an introductory period for the new position. The term "cause" is discussed later in the "Separation from Employment" policy in these City of Fort Collins Personnel Policies and Procedures. [rev 10/9/08] D. Unclassified employees, including unclassified management, contractual, and hourly employees, do not serve an introductory period. For such employees, the employment relationship is with the mutual consent of the employee and the City, and may be terminated by either party at will with or without cause or notice at any time. [rev 10/9/08] City of Fort Collins Personnel Policies and Procedures Revised: October 9,2008 Section 2 City of Fort Collins Administrative Policies This City Code section has not been interpreted to apply to the interior of City buildings, or to personal property of the City, such as vehicles, clothing, or equipment. 6.11 Electronic Records and Communications as City Records Records of electronic message communications kept in the course of carrying out, or related to, City business likely constitute records of the City. This is true regardless of a message's physical location or whether it is maintained on paper or in electronic form. Therefore, such records should be considered public records that are subject to the disclosure requirements of the Colorado Open Records Act. Electronic messages may be discoverable in litigation. Accordingly, City employees should have no expectation of privacy in either sending and/or receiving information electronically, and are responsible for using, managing, and retaining electronic communications in accordance with this policy and Section 6.12 regarding records retention. A. Management of Electronic Communications Electronic communications related to City business should be handled with the same level of care properly used in the creation, distribution, management and retention of paper records and correspondence. Electronic communications, including email, are subject to the same etiquette and courtesy considerations as paper correspondence. Email misaddressed or received in error should be deleted after a reply is sent to inform the sender of the error. However, misaddressed email that appears to violate applicable policy or legal restrictions (i.e. harassing, sexually explicit or otherwise inappropriate email) must be forwarded to appropriate supervisory staff for action. 6.12 Electronic Records Retention Email is a system that is designed for communication and not for the storage of messages. Therefore, electronic records and messages are not preserved or archived in the City's email system on a permanent basis, and should remain in the email system only for short-term reference and use. All email messages 91 days or older are automatically purged from the email system on a continuing basis. 44 City of Fort Collins Administrative Policies All electronic records of the City are subject to the retention requirements set out in the City's General Records Retention Schedule, or, if applicable, the custodial department's records retention schedule, whichever is more restrictive. Employees are responsible for determining whether they are required to retain individual email communications pursuant to the City's General Records Retention Schedule, or, if applicable, the employee's department schedule, and prior to the purging of those communications from the email system. If it is determined that an email communication should be retained for a period exceeding 90 days the responsible employee must save the email as a disk file or print it out in hard copy form for permanent filing. Responsible employee, for the purposes of this policy, shall mean: (1) the sending party, for emails originating within the City; and (2) the receiving party, for emails originating outside of the organization. Information regarding the date sent and received, the sender and recipients, and the general subject of the message should be retained with the email message. Email messages that are retained for reference or convenience, but not otherwise required to be retained, or that are specified for retention "until no longer needed," should be deleted when they are no longer needed. Emails that are not related to City business should be deleted promptly and not stored on the City's email or computer system. 45 City of Fort Collins Administrative Policies Section 7 - Risk Management 7.1 Application of Risk Management Policies The policies in this Section apply to all pure risks such as fire, liability suits, theft, worker's compensation, and other risks of property and liability losses, both direct and indirect. These policies do not apply to deliberately assumed costs of employee benefits, depreciation, normal obsolescence, inverse condemnation claims, contractual disputes between the City and a vendor, environmental cleanup costs, or any other peril for which insurance coverage cannot be purchased. The objectives of these policies are: • to protect the City against the financial consequences of accidental losses which are catastrophic in nature and the preservation of City assets and public service capabilities from destruction or depletion. • to minimize the total long-term cost to the City of all activities related to the identification, prevention, and control of accidental losses and their consequences. • to establish, to the fullest extent possible, a work and service environment in which employees, as well as members of the general public, can enjoy safety and security in the course of their daily pursuits. • to establish a process for notifying employees of potential litigation and of their obligation to preserve important litigation information. • to use available software and hardware to store electronic data critical to the preservation of important litigation information. • to protect the City from sanctions by a court resulting from the failure to preserve important litigation information. 7.2 On -the -Job Injuries Whenever an employee is injured in the course of employment or learns that he or she has an occupational illness or disability, he/she must immediately notify his/her supervisor of the injury. A Worker's Compensation Injury Accident Report form must be completed by the supervisor and employee within four (4) working days and submitted to the Risk Management Division. If the employee is not able to complete the employee section of the report form, the supervisor must complete it in total. Whenever medical treatment is needed, the City's designated health care provider(s) or nearest emergency room must provide treatment for the employee. Depending upon the nature of the accident, the injured employee's supervisor may be requested to complete the Supervisor's Incident/Accident Investigation form. 46 City of Fort Collins Administrative Policies 7.3 Risk Retention With regard to risks of accidental loss, it is the City's policy to self -insure all losses which occur with predictable frequency and which have no significant impact on the City's fiscal position. The department shall be responsible for the first $2,500 of each City property damage incident if the damaged property is on the City's insurance schedule. The department shall be responsible for the entire amount of any property damage loss if the property is not on the City's insurance schedule. There is no departmental deductible for worker's compensation or liability claims. 7.4 Insurance With the exception of health, disability and life insurance, all insurance for the City shall be purchased through the Risk Management Division. Any property acquisition over $50,000 must be reported to Risk Management. 7.5 Loss or Claim Reporting A. Property Whenever a property loss to the City occurs from fire, theft, wind, explosion, flood, earthquake, vandalism, machinery breakage, electrical burnout, or any other similar cause, a City of Fort Collins Incident Report form must be submitted to the Risk Management Division. Reports of losses where the potential loss does not exceed $10,000 are to be mailed immediately to Risk Management. Reports of losses where the potential loss may exceed $10,000 are to be reported immediately by phone or e-mail to Risk Management and followed up via mail. The supervisor should not attempt to judge whether or not insurance will apply. The report should be made irrespective of coverage. 47 City of Fort Collins Administrative Policies B. Liability Whenever there is an occurrence which, in the supervisor's judgment, could result in a claim against the City, potential exposure should be indicated on an Incident Report form. For purposes of this policy, an occurrence is defined as an incident where any person may claim to have sustained a loss such as bodily injury or property damage caused by the City or by an employee of the City acting in the. course of his/her employment. Whenever a City employee is in contact with a citizen who has a potential claim against the City, the employee should refer the citizen to the Risk Management Division. Supervisors should advise employees to make no statements admitting liability or authorizing medical treatment. C. Worker's Compensation Refer to section 7.2 of these Administrative Policies. D. Vehicle Accidents Whenever a City employee is driving any vehicle, including a bicycle, on City business and is involved in a vehicle accident, the employee shall immediately contact the local law enforcement agency to make a police report, obtain medical assistance if necessary, immediately report the accident to the supervisor and Risk Management, and follow the provisions found in the Personnel Policies and Procedures. 7.6 Safety Eye Glasses The purpose of this City policy is to require the use of eye protection where there is a reasonable probability that an injury can be prevented by use of such equipment. This policy shall apply to such operations, processes, or work that involves a hazard to the eyes from flying objects or particles, sprays or splashes, or hot or corrosive materials or chemicals. Supervisors are responsible for educating employees about this policy and assuring that proper eye protection is available and worn. A. All employees shall be provided with and are required to wear proper eye protection when exposed to an operation or area where eye hazards normally exist. Some examples are listed below: 48 City of Fort Collins Administrative Policies • Arc or gas welding, brazing, cutting. • Machining or woodwork which caused flying particles. • Use of pneumatic tool or power -actuated tools. • Splashing from molten metals or substances, hot or corrosive liquids, acids and caustics. • Use of power lawn mowers and tree and grass trimmers. • Sledging, chipping, hammering, scaling, drilling, grinding, sanding, etc. • Presence of danger of an electrical arc. • Performance of primary switching operation, both overhead and underground. • Operation of open equipment, tractors, grader, front-end loaders, motorcycles. • Firearms training or practice. B. Non-prescription eye -protective devices are purchased and distributed by each department. C. Employees provided with eye protection are responsible for its maintenance and proper use. If said equipment is damaged or lost through misuse or carelessness, the employee responsible may be charged with the replacement cost. D. The City will pay the actual cost of prescription industrial -safety eye wear for those employees required by their department to regularly wear safety eye protection on the job. E. Also refer to section 10 of City Safety & Health Program Manual. 7.7 Safety Shoes Employees are required to wear protective footwear when working in areas where there is danger of foot injuries due to falling and rolling objects, objects piercing the sole, exposure to chemicals, and exposure to electrical hazards. Supervisors will assess the hazards of the workplace and identify the appropriate type of foot protection necessary to guard against job hazards. Supervisors are responsible to train their employees on the proper use, maintenance, storage, and inspection of protective devices. Training shall be done annually on the importance of protective devices in preventing foot injuries. Contact Risk Management for details regarding reimbursement amounts and procedures. 49 City of Fort Collins Administrative Policies 7.8 Damage to City Property If City property is damaged by someone other than an employee, Risk Management will attempt to recover damages. Each department needs to notify Risk Management about potential opportunities to recover damages in these situations. 7.9 Safety Concerns If any employee has a specific safety concern about a hazard or unsafe condition, he/she should notify his/her supervisor about the situation. if the supervisor does not take appropriate action to correct the problem, Risk Management should be notified. 7.10 Preserving Documents in Anticipation of Litigation The purpose of this policy is to ensure that employees report to the Risk Management Division any notice they might have of potential litigation against the City. Supervisors are responsible for educating employees about this policy and assuring that employees are reminded of their responsibilities on an annual basis. This policy will also be explained at new employee training. A. Reporting possible litigation Employees are required to inform their supervisors and the Risk Management Division in writing whenever they become aware of any of the following: • a credible verbal threat of lawsuit against the City or an employee; • the fact that a person (either another employee or a citizen) has retained counsel to represent him/her in a potentially adversarial matter involving the City; • a written threat of claim or lawsuit against the City or an employee; • a written request by any person to preserve documents in anticipation of a possible claim or lawsuit against the City; • a formal notice of claim against the City or an employee; • a notice of an administrative investigation against the City or an employee of the City; and • the filing of a lawsuit against the City or a City employee. Whenever a City employee is contacted by a citizen who has a potential claim against the City, the employee should refer the citizen to the Risk Management Division. Supervisors should advise employees to make no statements regarding liability. 50 City of Fort Collins Administrative Policies B. Litigation Hold The Risk Manager, after receipt of any report submitted under Section A above, will consult with the City Attorney's Office and decide whether or not to issue a litigation hold. A litigation hold means an order issued by the Risk Manager to City employees or agents requiring those individuals to preserve litigation information. The following factors will be used as a guide when considering the issuance of a litigation hold: • the dollar amount of the potential claim or lawsuit; • the type of potential claim or lawsuit; and • the costs of issuing and implementing a litigation hold versus the consequences of not issuing a litigation hold. If the Risk Manager decides to issue a litigation hold it will be done via email with a hard copy to follow and will: • identify those City employees who may possess or produce relevant documentation; • explain the Litigation Hold, why it has been implemented, the employee's responsibilities, and whom to contact for more information; • identify a contact person in MIS to assist in the collection of electronic data and information; and • copy the City Manager's Office and the City Attorney's Office. Not less than every 90 days after the issuance of the litigation hold, the Risk Manager will re -send the litigation hold, supplementing it with additional information as necessary, to all past recipients and any newly involved employees. C. Release of the Litigation Hold A litigation hold will be released at the conclusion of the litigation, or when the Risk Manager determines, in consultation with the City Attorney's Office, that the risk of litigation no longer exists. The Risk Manager will then send a letter releasing the litigation hold to the previous recipients and inform them that they no longer need to abide by the litigation hold. 51 No Text 8.1 Conduct and Performance A. Government service is a public trust imposing responsibilities to conserve public resources, funds and materials. In accordance with that principle, employees may only use City property, equipment or materials for their intended City purpose. Moreover, in accordance with that principle, employees are expected to perform their jobs satisfactorily, refrain from engaging in misconduct and act in the City's best interest. B. Although it is impossible to predict every possible type of employee misconduct, the following are some of the types of conduct which could lead to disciplinary action up to and including termination of employment: 1. Theft or misuse of City money or property; 2. Commission or conviction of a felony or of any crime involving moral turpitude; 3. Violation of any departmental or City rule, regulation, policy or procedure; 4. Harassment of, or discrimination against, any individual based on race, religion, national origin, age, sex, sexual orientation or disability; 5. Falsification, unauthorized use or destruction of City records, reports_ or other data or information belonging to the City; 6. Abusive or threatening treatment of any person, including, but not limited to physical or verbal confrontation; 7. Insubordination or refusal to comply with directives or assignments; 8. Using, consuming, possessing, having in the body, or distributing alcohol or controlled substances during working time or while operating a City vehicle; [rev. I/13/991 9. Incompetence, inattention to duties or wastefulness while on the job; 10. Failure to meet performance expectations of job or not performing duties or functions assigned; 11. Acceptance of gifts or gratuities from persons doing business with the City that exceed prescribed limits; 12. Engaging in personal business while on the job or engaging in outside employment which interferes with City job performance; 13. Repeated tardiness, absenteeism, abuse of leave; [rev. 11/01/99] 14. Job Abandonment (unreported absences of three days or more); [rev. 11/01/99] City of Fort Collins Personnel Policies and Procedures Revised.' Febwmy 17, 2007 Section 8 City of Fort Collins Personnel Policies and Procedures Revised.- January 7, 2004 Section 2 15. Failure to properly use safety equipment, clothing or equipment or failure to follow established safety procedures; 16. Destruction, loss or abuse of City property; 17. Unauthorized use of City vehicles, equipment or property for personal use; 18. Possessing or maintaining sexually explicit materials on City property or in a City vehicle without a valid, work -related purpose. Sexually explicit materials shall mean any pictures, drawings, electronic reproductions, or other visual reproductions depicting the genitals, depicting sexual acts, or depicting an image which could reasonably be construed as conveying a sexually erotic theme. free. 1/13/991 C. Employees maybe disciplined or terminated for conduct different from or in addition to the types of misconduct discussed above, and except for employees in classified positions who have completed their introductory period, all employees may be terminated at will with or without cause or notice at any time. D. Any questions about performance expectations should be directed to each employee's supervisor. Questions about employment policies or misconduct that could lead to discipline or termination of employment should be directed to the Human Resources Department. City of Fort Collins Personnel Policies and Procedures Revised. Februmy 17, 2007 Section 8 8.2 Harassment Prohibited A. The City is committed to providing a work environment that is free of harassment and unlawful discrimination. Consistent with the City's respect for the rights and dignity of each employee, harassment based on race, color, religion, sex, national origin, age, disability, sexual orientation or any other characteristic protected by law, will not be sanctioned or tolerated. In particular, it should be noted that: 1. Sexual harassment is strictly prohibited. Sexual harassment has been defined by government regulation as any unwelcome sexual advances, request for sexual favors, or other verbal or physical conduct of a sexual nature when submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual's employment; when submission to or rejection of such conduct is used as the basis for employment decisions affecting such individual; or such conduct has the purpose or effect of unreasonably interfering with the individual's work performance or creating an intimidating, hostile or offensive work environment. 2. Harassment on the basis of any other protected characteristic is also strictly prohibited. In general, harassment is any verbal or physical conduct that denigrates or shows aversion toward an individual because of race, color, religion, sex, national origin, age, disability, sexual orientation or any other characteristic protected by law, and that: a. Has the purpose or effect of creating an intimidating, hostile or offensive work environment; b. Has the purpose or effect of unreasonably interfering with an individual's work performance; or c. Otherwise adversely affects an individual's employment. R Harassing conduct includes, but is not limited to: epithets, slurs, or negative stereotyping; threatening, intimidating or hostile acts; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group and that is placed on walls or elsewhere on City premises or circulated in the workplace. Any individual found to have engaged in sexual or any other form of harassment will be disciplined as appropriate, up to and including termination. C. Any employee who believes she or he has been harassed in violation of this policy by a co-worker, supervisor or agent of the City, or by anyone while working, should promptly report the facts and the names of the individuals involved to her or his supervisor or, in the alternative, to the Director of Human Resources. During non - business hours, if the employee is unable to reach his or her supervisor, or if it is inappropriate for the employee to contact his or her supervisor, the employee may contact any other supervisor or manager in the employee's department to report City of Fon Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 the incident and/or to obtain immediate emergency action. Any employee who observes harassment is also encouraged to report the incident promptly. [rev. 7/13/99] D. Supervisors must immediately report to the Director of Human Resources all complaints, observed incidents or suspected incidents of harassment in violation of this policy. The Human Resources Department will promptly investigate all reports and complaints of harassment as confidentially as possible and recommend appropriate action. Police Services may investigate sexual harassment complaints filed in the police department through established internal investigation procedures after consulting with Human Resources staff. E. A prompt and thorough investigation of the alleged incident will be conducted to the extent possible, and appropriate action will be taken. To the extent consistent with adequate investigation and appropriate corrective action, and to the extent permitted by law, any complaint of harassment will be treated as confidential. F. The City will not in any way retaliate against an employee, potential employee or former employee who, in good faith, makes a complaint or report of harassment, or participates in the investigation of such a complaint or report. Retaliation against any individual for reporting a claim of harassment or cooperating in the investigation of such a complaint will not be tolerated. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 8 8.3 Threats and Violence Prohibited A. The City is committed to providing a work environment that is free of violence against persons and property, and threats of violence. In furtherance of that goal, the City maintains a strict policy prohibiting violent acts and threats to commit such acts. This includes, but is not limited to, physical abuse, threats to inflict violence on a person or property, direct or veiled threats, threatening remarks, threatening behaviors, vandalism, arson, sabotage, and (except for police officers) the use of weapons or carrying of weapons to work sites. R Any employee who observes or hears of violent or threatening behavior associated with the workplace or a City employee should promptly report the incident to the supervisor or, alternatively, to the Director of Hunan Resources. Supervisors who receive complaints regarding threats or violence in violation of this policy, or who observe or suspect such threats or violence, should immediately report the incident(s) to the Director of Human Resources. C. Employees should call 911 or directly contact lave enforcement if they believe there is an imminent threat to the safety or health of any employee or property. Any employee who contacts law enforcement must also inform the supervisor of the incident and the fact that law enforcement was called as soon as possible under the circumstances. D. The Human Resources Department will promptly investigate all reports and complaints of threats or violence as confidentially as possible and recommend appropriate action. The City may, at its discretion, initiate the involvement of law enforcement personnel when appropriate. The City prohibits retaliation in any manner against anyone making a complaint of threats or violence in violation of' this policy. E. Any questions concerning this policy should be directed to the Human Resources Department. City of Fort Collins Personnel Policies and Procedures Revised. February 17, 2007 Section 8 No Text DISCLOSURE TO EMPLOYMENTNOLUNTEER APPLICANT REGARDING PROCUREMENT OF A CONSUMER REPORT (including a criminal history report) In connection with your application for employment/volunteer status, the City of Fort Collins may procure a consumer report/criminal history on you as part of the process of considering your candidacy as an employee/volunteer. The investigation conducted in conjunction with the report may include an investigation of your personal employment/volunteer history, education, financial, and credit records, public records concerning your driving record, civil and criminal court records, county, state and federal tax liens, notices of default and bankruptcies, and other records as may be appropriate. In the event that information from the report is utilized in whole or in part in making an adverse decision with regard to your potential employment/volunteer status, before making the adverse decision, the City will attempt to provide you with a copy of the consumer report/criminal history and a description in writing of your rights under the federal Fair Credit Reporting Act. The Fair Credit Reporting Act gives you specific rights in dealing with consumer reporting agencies. A copy of A SUMMARY OF YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT is attached to this document. By your signature below, you hereby authorize us to obtain a consumer report and/or an investigative report about you in order to consider you for employment/volunteer status. Applicant's Name: Date of Birth: (please print clearly) Applicant's Address: City/State/Zip: Signature: Social Security# x: Other Names Used in the Last Seven (7) years: Parent Signature (if applicant is under 18 years of age): Previous Out -of -State Address(es) in the Past Seven (7) years: 1. Address City County State Zip Code 2. Address City County State Zip Code Please list any additional addresses on the back of this page. ****Give this disclosure with a copy of A Summary of Rights Under the Fair Credit Reporting Act to applicant. Retain a copy of the release for your files. For HR Use Only Provided Bureau Results to - D5[e Okay to Hire Initials Comments *Providing your social security number is mandatory and essential in order to conduct a background check for employment/volunteer purposes. Solicitation of your number for this purpose is permitted by state and federal law. rev. 9/14/06 Para information en espanol, visite www.fte.gov/credit o escribe a la FTC Consumer Response Center, Room I30-A 600 Pennsylvania Ave. N.W., Washington, D.C. 20580. A Summary of Your Rights Under the Fair Credit Reporting Act The federal Fair Credit Reporting Act (FORA) promotes the accuracy, fairness, and privacy of information in the files of consumer reporting agencies. There are many types of consumer reporting agencies, including credit bureaus and specialty agencies (such as agencies that sell information about check writing histories, medical records, and rental history records). Here is a summary of your major rights under the FCRA. For more information, including information about additional rights, go to www.fte.g_ov/credit or write to: Consumer Response Center, Room 130-A, Federal Trade Commission, 600 Pennsylvania Ave. N.W., Washington, D.C. 20580. • You must be told if information in your file has been used against you. Anyone who uses a credit report or another type of consumer report to deny your application for credit, insurance, or employment — or to take another adverse action against you — must tell you, and must give you the name, address, and phone number of the agency that provided the information. • You have the right to know what is in your file. You may request and obtain all the information about you in the files of a consumer reporting agency (your "file disclosure"). You will be required to provide proper identification, which may include your Social Security number. In many cases, the disclosure will be free. You are entitled to a free file disclosure if: • a person has taken adverse action against you because of information in your credit report; • you are the victim of identify theft and place a fraud alert in your file; • your file contains inaccurate information as a result of fraud; • you are on public assistance; • you are unemployed but expect to apply for employment within 60 days. In addition, by September 2005 all consumers will be entitled to one free disclosure every 12 months upon request from each nationwide credit bureau and from nationwide specialty consumer reporting agencies. See www.ftc.g_ov/credit for additional information. • You have the right to ask for a credit score. Credit scores are numerical summaries of your credit -worthiness based on information from credit bureaus. You may request a credit score from consumer reporting agencies that create scores or distribute scores used in residential real property loans, but you will have to pay for it. In some mortgage transactions, you will receive credit score information for free from the mortgage lender. • You have the right to dispute incomplete or inaccurate information. If you identify information in your file that is incomplete or inaccurate, and report it to the consumer reporting agency, the agency must investigate unless your dispute is frivolous. See www.ftc.gov/credit for an explanation of dispute procedures. • Consumer reporting agencies must correct or delete inaccurate, incomplete, or unverifiable information. Inaccurate, incomplete or unverifiable information must be removed or corrected, usually within 30 days. However, a consumer reporting agency may continue to report information it has verified as accurate. • Consumer reporting agencies may not report outdated negative information. In most cases, a consumer reporting agency may not report negative information that is more than seven years old, or bankruptcies that are more than 10 years old. • Access to your rile is limited. A consumer reporting agency may provide information about you only to people with a valid need -- usually to consider an application with a creditor, insurer, employer, landlord, or other business. The FCRA specifies those with a valid need for access. • You must give your consent for reports to be provided to employers. A consumer reporting agency may not give out information about you to your employer, or a potential employer, without your written consent given to the employer. Written consent generally is not required in the trucking industry. For more information, go to www.fte.gov/credit. • You may limit "prescreened" offers of credit and insurance you get based on information in your credit report. Unsolicited "prescreened" offers for credit and insurance must include a toll -free phone number you can call if you choose to remove your name and address from the lists these offers are based on. You may opt -out with the nationwide credit bureaus at 1-888-5-OPTOUT (1-888-567-8688). • You may seek damages from violators. If a consumer reporting agency, or, in some cases, a user of consumer reports or a furnisher of information to a consumer reporting agency violates the FORA, you may be able to sue in state or federal court. • Identity theft victims and active duty military personnel have additional rights. For more information, visit www.ftc.gov/credit. States may enforce the FCRA, and many states have their own consumer reporting laws. In some cases, you may have more rights under state law. For more information, contact your state or local consumer protection agency or your state Attorney General. Federal enforcers are: TYPE OF BUSINESS: CONTACT: Consumer reporting agencies, creditors and others not listed below Federal Trade Commission: Consumer Response Center - FCRA Washington, DC 20580 1-877-382-4357 National banks, federal branches/agencies of foreign banks (word Office of the Comptroller of the Currency "National" or initials "N.A." appear in or after bank's name) Compliance Management, Mail Stop 6-6 Washington, DC 20219 800-613-6743 Federal Reserve System member banks (except national banks, Federal Reserve Board and federal branches/agencies of foreign banks) Division of Consumer & Community Affairs Washington, DC 20551 202-452-3693 Savings associations and federally chartered savings banks (word Office of Thrift Supervision "Federal" or initials "F.S.B." appear in federal institution's name) Consumer Complaints Washington, DC 20552 800-842-6929 Federal credit unions (words "Federal Credit Union" appear in National Credit Union Administration institution's name) 1775 Duke Street Alexandria, VA 22314 703-519-4600 State -chartered banks that are not members of the Federal Reserve Federal Deposit Insurance Corporation System Consumer Response Center, 2345 Grand Avenue, Suite 100 Kansas City, Missouri 64108-2638 1-877-275-3342 Air, surface, or rail common carriers regulated by former Civil Department of Transportation , Office of Financial Management Aeronautics Board or Interstate Commerce Commission Washington, DC 20590 202-366-1306 Activities subject to the Packers and Stockyards Act, 1921 Department of Agriculture Office of Deputy Administrator - GIPSA Washington, DC 20250 202-720-7051 No Text C Co E CO r o i e® �'^ Y N W 4-0 .. .� L N m i LM N nm 33 Advertisements and Applications A. The Human Resources Department coordinates recruitment efforts and prepares position announcements and advertisements for classified, unclassified management and contractual positions. Job announcements are distributed to departments for posting and are also posted for the public at designated locations. Advertisements and recruitment information for position vacancies identify the City as an "equal opportunity employer." The City will endeavor to recruit and retain a diverse and qualified workforce. [rev. 7/13/99] R When a position is to be filled, the department will submit a Personnel Requisition form, and a current job description to the Human Resources Department. The department with the assistance of Human Resources will determine whether the position is to be advertised by one of the following methods: [rev. 7/13/991 1. Open: The City advertises the position to the public. Advertising may include local, state, regional or national media, or any combination thereof. [rev. 7/13/99] 2. Internal: The City advertises the position only within the City organization. City employees in all employment categories who have worked for the City for the equivalent of six months or 1040 hours within the past two years may apply Volunteers and interns with significant time logged with the City may also apply. If department heads choose to do so, they may limit advertising to employees from specific departments or divisions. Such internal advertising to employees from specific departments or divisions is allowed only if eligible candidates were originally lured through an open recruitment process. [rev. 7/13/99] C. The hiring department may choose not to advertise by either the open or internal method for a newly created classified or unclassified management position if all of the following criteria are met [rev. 5/9/011: 1. The newly created position is the result of a conversion of a contractual or hourly position within the same department and the classified or unclassified management position has the same or similar job duties and qualification requirements as the contractual or hourly position to be converted [rev. 5/9/01 ]; 2. The contractual or hourly employee whom the hiring department desires to place in the newly created classified or unclassified management position has been in the position to be converted for not less than three consecutive years immediately preceding the hiring decision [rev. 5/9/01 ]; and 3. The contractual or hourly employee whom the hiring department desires to place in the newly created classified or unclassified management position has been performing at or above the department's expectations. [rev. 5/9/01 ] City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 3 U CL v o 0 L 0 4- OO O > ._ E Eco u O O ,+ • •_ V LM •V L Q L LL LL N - tm--� m LL LL .® ■ ,c U E O .� M W O M Q '~ 'O O cnIIA U W U U a iX a r t b 1E I A elk > O C/) Covo o :3 (.5 co 4-0 co CL U) C) ui co > C/) x w co co 0 0 0 Q o ■ .> > m CLCL • ® . co m v += c .� > C: 'w o 0 w ® M }a . e Q mo a) V CL 0 Q CL Qa •� cn M O M 0 D n- ® ® ■ 13 O = (D Y T �T� T N • n CD M V • O o �h 0 rf 0 CD cn X 0 CD CD CD . C 0Ro CD �■ U) CCD 0 � iU 0 ®• I< U) U) 0 c 0 0 CD CD 0 \V ® i q 0 0 P+. 0CD eee� CL CO cr eeea eeesea ee.e cn CD r-+L 0 0 Ceee.� r1i e CD 0 0 V ` D I 0 MMI CD V 00 a �e CL 00 CGwJ Y - CDMOOS - V 0 CT CD /D Y - 0. CD 3 CD V - 0 MMI cn n 0 0 F 0 MmN v v v CD D -0 C CD O " C7 -. < ol.. -. 'D ® -. \N C- + • �. 3�,c� ���o 3(n CD o (� CD o�`� ®® �. 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The hiring department may choose not to advertise by either the open or internal method for a newly created or vacant classified or unclassified management position if the hiring department decides to fill the position with a current classified or unclassified management City employee pursuant to a reorganizational transfer. [rev. 9/24/08] E. The City Manager may, at his or her discretion, choose not to advertise by either the open or internal method for the appointment of unclassified management positions that report directly to the City Manager. [rev. 5/9/011 E In order for an applicant to be considered, their application materials must be received and/or postmarked by the closing date. [rev. 7/13/991 G. Prior to any job interview, all job applicants must complete an application form provided by the Human Resources Department. Although resumes and other supplemental information may be considered when submitted, the City application form must be completed in full. [rev. 7/13/99] H. All information provided on and in connection with the application, including re- sumes, must be true and accurate. The applicant's signature will be required on all application forms and application letters. All information submitted by an appli- cant or employee is subject to verification of content and accuracy. Any false state- ment, misrepresentation, omission of information or misleading information in any document may result in the rejection of an applicant, disciplinary action against the employee, or the immediate dismissal of the employee. L Applicants may track the status of any full time or part time openings on the City's internet web site by going to http://fcgov.com/jobs. Unsuccessful applicants may not receive individual notice of their stratus, but can check this web site to learn when the job has been filled or may contact the Human Resources Department if they do not have internet access. [rev. 11/16/051 City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 3 M -'D-aO-rn 0 3 5'Cn cnom0w30� rn _.Xi: CD 0 mml -. 3cD0=°`�0cn(n CD cn D . w CD CD =� 0 M. .. '� o x e--h `• CDm 0 un 0-0 `V (D e--h �' WO I w0�� mo 0 3%<� 0CD 03 03CD �3CCDD0 0'O CD V M�� C e--L d rwL FM c C**4 E C w a� • U U >'O—O U �+'41 cn cnm-0(6��•>�0-0E L � E+ .o O-o— t. a)pei.V�`- N �to— .c O O 0o�•��� : L) 0 00= �•�0 0 X >,--o c O�CMtn a)��o�-'�.� OMCO.(Do��'a)a)"— M Cn Ecooa)'a��4a��a� M� U) a) E 0 rel cn a E E 0 CoCo r. 0 o.� co : C (o E o 0 6 �C: C/)M M tp 0 F09 E 0 .L ■ ■ CD C: :0 � U U Eo ' cn . E ^, ® �11 4-0 Co i — oo.- 4 cn x o -0.0 0 o o c 5 cr)-0.0cocn L. 0 L N E N E 0 ro a) cn E co Co Q L I- X CO W I I No Text No Text MO4 CD co co LM . U) 0 .. m cn Ma N (� s C/) �co o c C/) ® m O �' O 0 e ..es m cn O C: O 0 4 (Ci : C� cn a? E cn AW O N O V � I a O � r '0 cm '0 > C: O m 4) — O � a)0. C V O N L) U) 0� . 4— a) (` • C`• 4) co ClIza. Co • - E E x > a) a) Q Uj cn � O O O O cu co cu > . mc J7 O a) a) a) (1) a) a) O J N cY) d- C"Ift• E 0 O cn yj 0 06 U) (D X U > c a) a) a) 06 m cn E cn cn E 0 cn U). a) x E cu -1--i C: Co Co a) .0 ®v v cn w cn cn a) Co 4- :3 0 7D 0 a) x C: a) m 0 3.2 Testing and Selection Criteria 3.2.1 Procedures A. Pre -employment and employment evaluations and tests used by the City are job - related and administered equitably to all applicants and employees in the same job category. The Human Resources Department in consultation with the hiring department determines whether or not tests or other evaluations are required for any given position or category of positions. R A variety of testing and selection procedures may be used before or after making a conditional job offer. Examples include but are not limited to: written examinations, skill tests, physical agility tests, polygraph tests, screening for illegal drugs, background investigations, and other tests or selection procedures. If there are a large number of applications for a given position, the City may limit testing to those applicants who meet or exceed a level of minimum or preferred qualifications or other job -related criteria based on their applications or resumes. 3.2.2 Post -Offer Tests Certain tests may only be required after a candidate has been offered a position conditioned upon passing the test, such as a medical examination, physical evaluation or drug test. 3.2.3 Accommodations for Candidates with Disabilities Upon request, the City will modify tests and testing and selection procedures to reasonably accommodate applicants and employees with disabilities. Examples of such steps include but are not limited to: providing sign language interpreters during interviews for candidates with hearing impairments, or providing braille versions or persons to read aloud written tests for candidates with visual disabilities. 3.2.4 Background Checks for Positions of Trust Certain employment positions within the City have been designated by Service Area and Service Unit Directors, or their designees, as "positions of trust." Such positions include, but are not limited to, jobs where the employee regularly interacts with youths or potentially vulnerable persons, enters private homes or property, has unsupervised access to City property of significant value, handles cash, or is responsible for accounting duties. The City will conduct a background investigation of applicants for such positions of trust. The investigation may include, but is not limited to: checking arrest and/or criminal conviction records, driving records, credit history, previous employment, volunteer work, and references. The City may, in its discretion, make selection and City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 3 b 3 _o = ;; c F w F• �< r-ift 0 0- CD CD n�CD � -.CD-. �000 ®.(� CD C: � 3 �0 CAD CD 00 V `.L I �m 0 m 00 N K* No Text NACC City of Fort Collins rea Rection 2009 Welcome to the City of Fort Collins Recreational Department. We are excited to have you join us as a member of the Recreation Department. You will be part of a team that can make a difference in the quality of life of every member of this community. Every team member makes the difference. You will be working with all types of people, participants, and fellow staff members. Your job may require that you do some routine work or perhaps some new and unusual things. If anyone told you that it would be all fun and easy work, you'd better take another look. Whatever your role in our organization may be, all of us are dedicated to giving service and providing learning to others. Giving service to others is a highly disciplined field. You might say we work while others play. The operation of the Recreation Department is a total team effort, requiring skills of many crafts, the knowledge of many professions, and the work and cooperation of every staff member involved. When we all work together as a team, it adds up to maximum enjoyment and learning with little frustration. In this manual we have provided you with information which will enable you to perform your duties to the best of your ability. The information will give you a foundation upon which you will build your opportunities while working with us. Enjoy your stay with us and help make a difference in the lives of kids! City of Fort Collins Recreation Division Youth Programs F� Missions Mission for the City of Fort Collins: G Goals - we look to the future R Responsibility — we take action E Employees — we make the difference A Attitude — we take pride in our services T Teamwork — we work together Mission for the Recreation Division: • Providing and promoting a variety of recreational, educational, and leisure activities; • Advocating for health, well-being, and personal growth; and • Facilitating the efforts of service providers who share similar interests. Mission for Youth Programs: To enhance the quality of life for children and their parents where: CHILDREN experience a nurturing atmosphere, age appropriate activities and challenges, field trips, consistency, choice, and community building. PARENTS feel a high comfort level and can, without hesitation, depend on staff to provide the best care and quality program for their child. STAFF are trained/hired based upon their ability and desire to provide a fun, safe program, to work effectively and as part of a team, and to show respect and genuine concern for children and families. Substantiation of Need • Idle time during the summer/after school poses a significant risk to children, especially if they are left home alone. There is a relationship between high risk behaviors and being left unsupervised or without a safe and engaging place to be. • Recreation programs have been developed to enhance self-esteem and prevent early substance abuse and school drop -out. _ SUPPORT - Young people need to experience support, care, and love from their families and many others. They need organizations and institutions that provide positive, supportive environments. Program Overview • It is our goal to provide an educated staff that is aware of the needs of each individual child. We believe children need a place to feel good about themselves. Enhancing a sense of belonging and self-esteem is integral to our program. We provide positive enrichment and guidance to foster initiative and independence so that children learn to make healthy choices for themselves and their surroundings. Activities are age appropriate and include arts and crafts, indoor and outdoor games, nature, cooking, drama, movement, music, outdoor education, team building, cultural awareness, and individual time for rest. • Specialists may visit sites and provide informal activities on nutrition, healthy choices, and other special topics. These activities are facilitated by Healthy Kids Club and provided by Poudre Valley Health System and other invited professionals. • Children can expect comfortable surroundings, freedom within structured limits for socialization, positive discipline techniques, and opportunities to assume responsibility and strengthen positive peer and adult relationships. We strive to meet special needs unique to the child and family. Parents can expect a friendly atmosphere, qualified and dedicated staff who will keep them informed, and a feeling that we are all an important part of the "team". Goads for All Youth Programs • To provide a safe and enriching environment where children have numerous options to participate in age -appropriate educational and recreational activities. • To develop respect and help children learn to communicate and resolve conflict in a healthy manner. • To provide a quality caring staff who foster positive relationships and are sensitive to the wide range of cultural, socio-economic and individual needs of children and families. • To build assets for kids that will make them more likely to grow up healthy, caring, and responsible. EMPOWERMENT - Young people need to be valued by their community and have opportunities to contribute to others. For this to occur, they must feel safe and secure. City of Fort Collins Recreation Department Youth Program Policies The Quality of the Program is as Good as it's Staff Our goal is to provide high quality programming for children. Therefore, employees shall be attentive to the needs and safety of each child. Staff shall exercise clear and knowledgeable judgement; shall respect the confidentiality of parents, children, co- workers, and the public; and shall create a supportive and enriching atmosphere. Staff members shall act courteously at all times in order to create an environment that instills respect for others. You must continually remind yourself that as an employee for the City of Fort Collins, you are here to serve the public and your actions represent the entire City. What We Expect from Staff A commitment to children, love for life, the desire and ability to share skills and knowledge and feelings with children; to provide a fun and caring environment and respect the children as well as other staff members. We require an individual who is willing to grow and learn. This person has the ability to be firm, yet fair; to guide and redirect a child's inappropriate behavior while using discretion and sound judgement; to communicate positively and effectively with the Recreation Division staff, parents, and co-workers. Teamwork, Trust, Communication, and Cooperation • Each one of us has a valuable contribution to make. • We are constant role model for children. • The best program is achievable when we work cooperatively to blend individual strengths of staff— TEAMWORK! • Support of each other is the best way to maximize all of our potentials.. • Asking questions is ALWAYS okay! Attendance • Arrive to work on time and before the children arrive (or sooner, if requested). • Be here and now for the kids —the kids' needs must come first; leave your other job or situation at home. �Ic POSITIVE VALUES - Youth need to develop strong values that guide their choices. Time Off • Your attendance is important to the children and to your staff....they are all counting on you! Consistency is necessary to maintain an effective program • Time off is discouraged. It is an inconvenience to the rest of your staff and may leave them short-handed. Time off must be pre -arranged to best cover your absence. These days are unpaid. • Submit a written request for time off to your supervisor, at least one week prior to the time you need off. • Must be approved by supervisor. Approval will be based on individual program needs. • We will work with you, however your request can not be guaranteed. If You are Sick • Call your supervisor immediately (at least 2 hours before your shift starts). • Notify your site leader and discuss calling for a sub. • Unscheduled absences may result in termination. Dress • Because we are school age professionals, it is important to dress in a manner that speaks to our respect for children and parents. Dress is casual and should be suitable for active play. • Nametags are to be worn at all times. • Staff shirts must be worn on the first day of each session and on any field trips. Wearing a staff shirt 2-3 times per week is preferred. • One-piece swimsuits or tank-inis are required for swimming field trips and other water activities. • Mid -thigh length shorts, jeans, capris, or work-out pants are appropriate dress. • No shirt may be revealing of any undergarment or cleavage! • Shoes must be appropriate for active play, running, jumping, etc. • No drug, alcohol, tobacco, or bar advertisements on clothing. You will be asked to go home and change if you come to work in inappropriate attire. Use respectful language to co-workers; passers-by, ete Never refer to others in slang terms Profanity, sexual jokes and innuendoes sharing intimate details of one's person and any type, of harassment while working,, is' prohibited., "PUTDOWNS"; gender and racial slurs, or minimizing individuals in any way, NEVER BE TOLERATED Transportation in Personal Vehicles • Unless there is an emergency and a child needs immediate medical attention or a child's life is in danger, NEVER transport children in your personal vehicle. Outside Contact with Participants • Staff members are discouraged from baby-sitting participants outside of the program. Supervisors will not give recommendations of staff to parents. • We recommend that you do not invite participants to your home outside of the program. Volunteer Policy • Prospective volunteers must submit a completed City of Fort Collins Volunteer Application. • Applications are screened and a background check is done for convicted felonies and misdemeanors. • The program supervisor completes an interview and orientation. • Volunteers will act as assistants to the program staff and will not be left alone with children. Disciplinary Actions The purpose of discipline is to change and employee's behavior so that they may become more effective within the organization. Discipline is designed to remedy a situation and is not to be used as a "get even" for something that has occurred. In order for the action to have a positive effect, the action taken must be appropriate for the offense in question and must be consistently applied among employees. The following list of possible offenses is not intended to be exhaustive, but merely illustrates the types of offenses, which may warrant disciplinary action by the City: ■ Absenteeism and tardiness ■ Failure to call on time to let a supervisor know you will be late or absent ■ Quitting work early ■ Not paying attention to work ■ Violating a safety rule or practice ■ Poor job performance ■ Reporting to work impaired due to the use of drugs or alcohol ■ Refusal to do an assignment (unless it endangers your health or safety) ■ Use of any City property or equipment for personal use , ■ Use of City position for personal gain or benefit of friends or acquaintances ■ Incompetence or inefficiency in performance of job duties ■ Theft or intentional destruction of City property ■ Falsification of City records ■ Commission of a felony while employed by the City Sexual harassment or discrimination Disciplinary action may take various forms, including, but not limited to: oral and written reprimands, suspension, demotion, or termination. Supervision of Children • All children must be supervised at all times. Count the kids regularly!! • For your own safety, at no time will a staff person be alone with a single child where they can not be observed by others. Staff will position themselves where other staff can see them. This includes City vehicles — always take another adult or other children in the vehicle with you. • NEVER be alone with a child in a room that locks and has no windows. • NEVER leave children alone on field trips. • Staff will make sure restrooms are not occupied by suspicious or unknown individuals before allowing children to use the facility. It is especially important to check at outdoor parks and unfamiliar places. Staff will observe the doorway while kids are using the restroom. No child, regardless of age, should ever enter a bathroom alone on a field trip — send children in pairs and accompanied by a staff person. • In LOCKER ROOMS, an adult staff person MUST accompany children. If this is impossible, ask a recreation center staff member of the same sex to supervise them while they prepare for swimming. • Do not let children in public hot tubs unsupervised. A staff member must always accompany the children. Guidance and Discipline - Laying the Groundwork • Positive guidance techniques including redirection, positive reinforcement, and encouragement will be used in discipline situations. Time away (cool down) may be used prudently and must always be followed with discussion so learning takes place. • Staff will set behavioral expectations and provide developmentally appropriate activities to minimize the need for disciplinary actions. • Greet every child with warmth and enthusiasm, A child that feels welcomed and valued will be less likely to cause problems. As the kids enter, take the time to talk to each child. Ask them a question or two that shows you are interested in them. (i.e., what did you have for breakfast today? Or did you watch any thing good on Tv last night ... Any ideas on how we can have a good day today?) Keep a regular schedule. Kids appreciate routine. Having a routine helps lessen the children's anxiety at having to worry or wonder about what is coming next. Start each day letting the kids know what the game plan is. • Make a plan for transition times. The children will not finish their snacks at the same time or finish their crafts at the same time. Give them a choice of one or two quiet things they can do while they are waiting for everyone else to finish, such as reading/looking at a book or coloring a picture. The transition activity should be easily picked up and put down. If a child becomes too involved in their transition activity they could become resentful when asked to give it up to move on to the next group activity. retention decisions based upon the information obtained in connection with a background investigation. Managers in each department shall be responsible for tracking positions of trust and ensuring that the background investigations are conducted as set forth in this policy. Employees involved in administering this policy are encouraged to consult with the Human Resources Department when exercising the discretion permitted under this policy. [rev. 2/17/071 3.2.5 Confidentiality of Testing Documents Requests for inspection or copying of test questions, scoring keys and other examination data pertinent to administration of any examination for employment may be subject to the requirements of the Colorado Public Records Act. Any such requests, whether by an applicant or other person, should be directed to the City Attorney's Office. 3.2.6 Medical Examinations Required by Department of Transportation Regulations [new 10/10/03] When an employee or applicant is required to undergo a medical examination pursuant to Department of Transportation regulations, the employee or applicant shallbe required to obtain the examination from a licensed medical provider designated by the City, at the City's expense. 3.2.7 Background Checks for Volunteer Positions of Trust [new 05/30/06] Certain volunteer positions within the City have been designated by Service Area and Service Unit Directors, or their designees, as "positions of trust." Such positions include, but are not limited to, volunteer positions where the volunteer regularly interacts with youths or other potentially vulnerable persons, enters private homes or property, has unsupervised access to City property of significant value, handles cash, or is responsible for accounting duties. A volunteer at short duration events where the volunteer is in the continuous presence of other adults and has no isolated contact with youths or other potentially vulnerable persons shall not be considered to be in a position of trust unless the Service Area or Service Unit Director or designee determines that it is in the best interests of the City or public to designate the position one of trust. Volunteer applicants for positions of trust shall be required to complete a City volunteer application form and the City will conduct a background investigation of applicants for such positions. Additionally, a background investigation for volunteers in such positions shall be done not less than once each year, and any other time that a supervisor deems it necessary. The investigation may include, but is not limited to: checking arrest and/or criminal conviction records, driving records, credit history, previous employment, volunteer work, and references. The City may, in its discretion, make selection and retention decisions based upon the information obtained in connection with a background investigation. Managers in each department shall be responsible for tracking positions of trust and ensuring that the background investigations are conducted as set forth in this policy. Employees involved in administering this policy are encouraged to consult with the Human Resources Department when exercising the City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 3 • Always plan extra activities. Any time there is a lull in the game plan, "naughty things" can happen. You should have an extra activity or two planned as fill-ins for extra time. It can be as simple as reading a story, playing a game, or doing an extra craft project. • Don't take bad behavior personally. You will be working with children coming from different backgrounds, environments, abilities and developmental levels. Don't assume the bad behavior you are seeing has to do with you. Everyone has a bad day now and then. Some kids more than others. Take the time to find out what is going on with a particular child before jumping to conclusions. Remember we are here to teach through discipline, not punish through shame. • Treat the children with the same amount of respect you expect from them. You are a powerful role model. Show with actions and words appropriate behavior. • Compliment good behavior. One way to ensure continued good behavior is to acknowledge it. Kids getting enough positive attention will be less likely to try and get your attention negatively. Please note that it is necessary to be genuine. Like yelling too much, praising too much results in the same thing ... the kids quit listening. • Make sure everyone knows what the rules and expectations are. Before meeting the kids, you and your team should get an idea of what you want the rules to be. When you meet the kids, get their input. Children are more likely to follow and feel ownership of rules they have had a chance to create. Get the rules in writing. Give a copy to the kids, and post a copy if possible. Have everyone sign it. • Review and restate the rules frequently. You may find that you need to review the rules for every new experience, for example going on a field trip, or to clarify a situation that has come up. By constantly and consistently reviewing the rules you leave less room for loop holes. One Simple Rule: We Don't Hurt People Here You will find that once you have established the rules with your kids, all their rules will fit under this under this one big rule; we don't hurt people here, for example, one child calls another child a name (we don't hurt people here) or one child shoves another child (we don't hurt people here), or someone isn't helping to clean-up (we don't hurt people here). In most situations the children will get the connection between this phrase and The Rules. Having a set phrase is helpful to both the children and the instructors. When a situation (large or small) comes up, you can simple say "We don't hurt people here". It puts the brakes on the situation until you have the time to discuss it or act on it further. Three Strikes and You're Out The kids will test you. You will need to discipline them. It is important that this discipline is carried out in such a way that both the kids and the instructors know the consequences. It needs to be consistent and it needs to be documented. Everyday a child begins with a clean slate. Should they receive 3 strikes, they will be sent home. In a given program, should a child be sent home 3 times they will be removed from the program. 3 strikes........the child is sent home. 3 sent homes........ the child is removed from the program temporarily or permanently, depending on the situation. Any child sent home will not be allowed to attend the next field trip. Any child receiving 3 strikes while on a field trip will not be permitted to attend their next scheduled day, nor will they be permitted to go on the next field trip. • When to call a strike. A strike should be given to excessive behavior well outside the established rules. The reasons to give a strike will vary. For example, any racial, sexist, derogatory comment would call for an immediate strike along with a reason why that language not acceptable. A less serious, but repetitive behavior, such as good natured rough -housing, after being warned not to wrestle might be a cause for issuing a strike. Unfortunately it is not possible to write down every possible scenario in which a strike would be necessary. Over time you will get a feel for the situations that call for an immediate strike or when a warning or two will suffice. • Automatic Outs. Any behavior that is physically harmful or any threats of physical harm will be considered grounds for an automatic out which will result in the child being sent home for the day. Anyone caught stealing will also be asked to leave and their parents will be called. • Documentation. If a child receives 3 strikes (or an automatic out) on a given day, the lead instructor is permitted to call a parent and send them home. Assistants can give out strikes, but must report the strikes to the lead instructor. Only the lead instructor can send a child home. The lead instructor must document the 3 transgressions that have lead to the child being sent home. If it is at all possible go over this documentation with the child. To be permitted back to the program, the child must meet with the lead instructor to discuss their behavior. • Notification. If a child has been sent home three times, the lead instructor must let the Recreation Supervisor know. Copies of the documented transgressions should be submitted to the Recreation Supervisor, as soon as possible. The Recreation Supervisor will then contact the family to let them know of their child's expulsion from the program. Document, document, document! Child Abuse • Staff will report any suspicious or questionable marks, bumps, bruises, etc. to program supervisor for documentation and to report to the Department of Social Services. • Any suspicious comments made by a child should be immediately recorded and reported to supervisor for documentation and to report to the Department of Social Services. • Not to report suspected abuse may result in possible legal involvement. • Abuse of children by staff of any type will not be tolerated and will be cause for immediate dismissal. This includes, but is not limited to the following: Children with Disabilities • The City of Fort Collins will make reasonable accommodations for access to City services, programs, and activities and will make special communication arrangements for persons with disabilities. • In most cases we will be notified at the time of registration if a child requires special arrangements. • If you have a participant in your program that you believe needs special assistance, we have a Therapeutic Recreation Specialist on staff to help. Renee Lee can be contacted at 224-6027 and may be given as a referral to parents. Please notify the program supervisor if you need to make arrangements. Program Planning • The program supervisor will oversee program planning and field trips. • Each member of the staff is required to plan and direct activities under the leader's guidance. Planning and leading of activities must be evenly distributed among staff. • It is very important to share the work load! Don't be afraid to jump in! • Be ready for the kids when they arrive! Always be 10 steps ahead to PREVENT kids from having to wait for you ... getting bored ........... behavior problems! • Be prepared with several choices for different interests and developmental levels. Supply Requests • Weekly planning meetings will include a Supply Request Form and a Program Outline Form. • Requests for supplies must be submitted no later than Wednesday of the week prior to the activity, so plan ahead! Field Trips • Make a flyer for parents that clearly includes date and location of field trip, equipment needed, and return time. • Permission slips, liability waivers, and a first aid kit must be taken on all field trips — if you forget them, call the program supervisor immediately and have them delivered. • Roll call and COUNT kids regularly. • Break into groups so that each staff member is responsible for 5-10 kids. • Know where the kids are at all times. • If you lose a child on a field trip: 1. Search no longer than 15 minutes. Never send children to search without a leader! 2. Contact security and/or police. 3. Call the program supervisor. 4. Keep the children in one designated place. 5. Your supervisors Will discuss the situation and contact the parents. 6. Document — Incident report to program supervisor with in 24 hours. Kid Safety • Administering Medication. By Colorado law, we are not allowed to administer any type of medication to children. If a parent requests this, please explain to them our limitations and recommend that they leave the medication in the child's lunch box and. we can help by "reminding" them to take it. *Note: We have a special procedure in place for Epi Pens - all staff should be trained and a release signed by the parent. • Shoes. The only time shoes may be off is at the pool. Shoes must be worn outside due to hazards such as BEE STINGS, GLASS, NAILS, etc. • Sunscreen. Parents must provide their children with sunscreen. Children apply their own sunscreen with supervision from staff. • Keep Kids and Staff Hydrated. Keep water on hand. Encourage kids to drink regularly. Headache and fatigue are the first symptoms of dehydration. Parent Communication Q4Ri Effective communication with parents is Essential! • Get to know the parents by name. • Always greet them when they come into the room and share something positive with them about their child regularly. • Never allow yourself to get into an argument with a parent. • Never "complain" about children in front of other children or parents. • Discuss, as a team, concerns you may have regarding individual children. • Approach each situation with enough knowledge of the history of the child's behavior, home situation, and other staff input, so you can present yourself as a true professional who cares. Emergency Procedures • All staff must be current in CPR and First Aid • Remember Universal Precautions when caring for an injured child. Protect yourself with gloves. Wash hands thoroughly with soap and hot water. Disinfect all contaminated surfaces. • Minor Scrapes and Bruises should be taken care of according to first aid training. • Have the child clean his/her own wound with soap and water if it's minor. • Document the injury. • Notify the parent by phone or when the child is picked up. Repeated cuts and bruises on a child could be misinterpreted as neglect or child abuse. • Serious Accidents should include the following steps: Staff member who stays with the injured child should. ✓ Remain calm. ✓ Send a reliable child to notify another staff member immediately. ✓ Firmly request other children to stay clear. ✓ Stay with the child at all times... reassure them that you will stay there. ✓ Treat life -threatening situations according to CPR/First Aid training. ✓ Do not discuss the child's prognosis or express fear ... if unconscious, they may hear you. Staff who goes for help should: Call 911 immediately: Give pertinent information... let the operator hang up first. ✓ Obtain the child's medical release form. ✓ Direct another staff member to wait for the emergency equipment at the parking entrance. ✓ Immediately notify parents or emergency contact and ask if parent wants to meet you at your location or at the hospital. ✓ Notify a supervisor of your location and the nature of the emergency ASAP. ✓ Follow-up with an Accident Report and submit within 24 hours. Note: Call 911 if you have anv question about how badly injured the person is or how he/she should be treated. It does not cost anything to receive emergency assistance. Emergency personnel will decide if the child needs to be transported to a hospital. Employee Accident Reports • All drivers must have completed the Recreation Driving packet and road test. • Employees involved in accidents while on the job, during scheduled hours, will be covered by the State Workman's Compensation. A Workman's Compensation form must be filed with the program supervisor with in 24 hours. Report minor injuries, just in case it turns into something more serious. Operating City Vehicles • You must possess a valid Driver's License, and have it with you! • Employees that have lost their driver's license must notify their supervisor by the next working day. • Use of City vehicles is for official City business only. • Under no circumstance, will any employee purchase, carry, or consume any form if alcoholic beverage while using a City vehicle. • Allow no one other than a City employee to drive a City vehicle. • Always wear a seatbelt when driving a City vehicle or driving a personal vehicle on City business. The consequences of not buckling up could be: serious injury, the refusal of the City insurance carrier to cover injuries, or the reduction of compensation, and/or possible disciplinary action in accordance with the City personnel regulations. • All passengers must wear a seat belt at all times. Do not pull away until you know everyone is buckled up! Ask all the kids if the person sitting next to them is buckled! Accident Involving City Vehicle If while operating a City owned vehicle or a privately owned vehicle in the performance of official duties, an employee is involved in an accident resulting in personal or property damage, he/she shall: ✓ Notify the police immediately. ✓ Request that all parties and properties concerned remain at the scene of the accident until a law enforcement officer releases them. ✓ Check for proof of insurance and registration from other parties involved. ✓ Report the accident to your supervisor immediately. ✓ Refrain from discussing the accident with anyone other than the investigating officer, appropriate City officials, and representatives of the insurance company designated by the City, and your own insurance representative (if your personal vehicle is involved). ✓ Complete an Accident Report Form and submit within 24 hours. Important Phone Numbers ➢ Kristie Blackmon, Recreation Coordinator Office/Voicemail 416-2443 Home 482-8270 Cell 217-9947 ➢ Tyler Robertson, Recreation Coordinator Office/Voicemail 221-6729 Cell 402-8384 ➢ Debra Bueno, Recreation Supervisor Office/V oicemai 1 221-6741 ➢ Northside Aztlan Community Center, 112 E. Willow Front Desk 221-6655 Pay Periods and Pay Days • It is your responsibility to fill out your own timesheet daily and turn it in on the designated day. Failure to do so, will result in you not having a check on pay day. • Timesheets may be sent electronically or hand delivered by 8:00 AM on the Monday payroll is due. • The City will pay you every other Friday. • You may request direct deposit of your paycheck. Be a mentor. No Text Employee Training Manual Northside Azt/an Community Center Cityof Fort Collins � Rec,eafion Revised 1 /09 FULL-TIME STAFF CONTACT LIST Office Home Cell Steve Budner (221)6861 224-9930 218-3473 Recreation Area Manager Debra Bueno (221)6741 484-9219 556-2406 Recreation Supervisor - Operations Carol Fahring (221)6353 484-8948 222-1911 Recreation Services Representative Kristie Blackmon (416)2443 482-8270 217-9947 Recreation Coordinator - Operations Lisa Ratajczak (416)2528 266-1686 412-2527 Recreation Coordinator - Child Development Marc Rademacher (221)6309 266-1883 222-4205 Recreation Supervisor - Sports/Child Dev. Tom Zimdahl (221)6385 218-0225 Recreation Coordinator - Youth Sports Ralph Mirelez (221)6356 402-2633 556-5572 Recreation Coordinator - Adult Sports Katie Stieber (224)6029 206-9730 481-4255 Recreation Supervisor - Adult Fitness Mia Johnson (416)2413 217-1459 '217-1459 Recreation Coordinator - Adult General Interest Renee Lee (224)6027 490-2633 631-7622 Recreation Supervisor - Adaptive Programs Jenna Van Fossan (224)6125 689-3729 631-7623 Recreation Coordinator - Adaptive Programs 2 discretion permitted under this policy. [rev. 2/17/07] 3.2.8 Volunteer Selection and Retention Criteria [new 05/30/06] A. A person shall not be eligible for a volunteer position that is a "position of trust" as identified pursuant to section 3.2.7, above, if such person has ever been convicted of or received a deferred sentence for any of the following offenses: sexual assault; 2. offenses involving child pornography; 3. murder; 4. kidnapping; or 5. attempt to commit any of the above offenses. B. City employees who are involved in the volunteer selection or retention process shall closely scrutinize arrest, charging and conviction information available from all sources, including the volunteer application and background investiga- tion to ensure that volunteers do not constitute an unreasonable risk to the public, the City, and to other staff. Before allowing a person to become or remain a volunteer in a position of trust, a supervisor must consult with the Human Resources Department, the Professional Standards Unit of Police Services, and the City Attorney's Office if the volunteer applicant or volunteer has been: arrested or charged with any of those offenses listed in subsection A. above; 2. arrested or charged for, or convicted of, any offense involving youths or other potentially vulnerable persons; 3. arrested or charged for, or convicted of, any felony . C. In situations not addressed by subsections A. and B. above, employees involved in the volunteer selection/retention processes are encouraged to consult with the Human Resources Department, the Professional Standards Unit of Police Ser- vices, and the City Attorney's Office. A person should not be permitted to be a volunteer for the City if there is a reasonable concern that the volunteer poses a risk to the public or City. City of Forl Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 3 CONTACT NUMBERS FOR OPERATIONS SERVICES BUILDING REPAIRS & MAINTENANCE — HVAC — VEHICLES Contacts for any maintenance call during normal working hours of 8:00 a.m. to 5:00 p.m.: Doug Heustis — x6277 BRM/HVAC . Eric Tacoronte — x6613 FLEET SERVICES/VEHICLES AFTER normal working hours, EMERGENCY calls for all buildings and vehicles: Eric Tacoronte ..............................................566-7049 or 229-8066 (pager) If no answer call: 1) Doug Heustis........................................................566-7048 2) Bruce Byrne ......................... ................... 566-7035 3) Steve Strickland.......................................222-1391 4) Tracy Ochsner.......................................................566-7047 or 686-6860 5) Jared Interholzinger ...................................566-7073 6) Ken Marmon.........................................................222-1933 or 221-1102 These contacts will be responsible for coordinating the proper personnel to respond to the emergency. CONTRACTORS: SJD-3-Enterprises ACC Roofing Inc High Plains Mechanical Kone Elevator Dickinson Electric Varsity Contractors Porter Industries Plumbing 412-2655 Roofing 493-2801 HVAC 221-5645 Elevator 1-877-276-8691 Electrical 226-1413 Custodial 219-4568 Carpet Cleaning 420-8905 We prefer that the use of contractors be coordinated through the emergency contacts. However, if no personnel can be contacted; AND, A CONTRACTOR IS CALLED IN, notify the maintenance planner/scheduler at x6277 the next working day. 3 ORGANIZATIONAL CHART Recreation Director Vacant Recreation Manager Recreation Manager Senior Center NACC Pegev Bowers Steve Budner Recreation -Manager EPIC/MP/CPP Mike McDonnell - Recreation Supervisor Recreation Services Rep. Recreation Supervisor Sports/Child Development NACC Facility Operations NACC Facility Operations Marc Rademacher Carol Fahring Debra Bueno Recreation Coordinator Recreation Coordinator Child Development NACC Operations Lisa Ratajczak Kristie Blackmon Recreation Coordinator Youth Sports Tom Zimdahl Recreation Coordinator Adult Sports Ralph Mirelez Facility Scheduler NACC Facility Operations Carol Fahring NACC Clerical Staff 4 Recreation Coordinator NACC Operations Tyler Robertson NACC Building Attendants WELCOME Welcome to the City of Fort Collins Recreation Department and the Northside Aztlan Community Center (NACC). We're happy to have you on our Team. Our responsibility is to provide you with orientation and training so that you can have a healthful, enjoyable, and safe experience. Your responsibility is to see that our patrons have the same positive experience while using our facilities. Have fun and welcome aboard! 5 City of Fort Collins Northside Aztlan Community Center (NACC) GOAL The goal of the Northside Aztlan Community Center staff is to provide quality, safe, and wholesome recreation opportunities to all patrons in a neutral, supervised, and supportive environment. To accomplish this goal, the management and staff will work together to create, plan, organize, and implement a variety of recreational activities based on the needs and ideas of the people in our community. i We recognize that providing a quality leisure experience and maintaining a safe facility is everyone's emphasis. Top priority is given to quality customer service and attention to the detail of how our facilities look and feel. Therefore, all staff, including instructional staff, is dedicated to this purpose. We vow to serve our community first, keep our facilities clean, and immediately report concerns and areas of attention to the appropriate facility supervisor. We work hand -in -hand with building services and facility maintenance staff in accomplishing this goal. We proudly and professionally serve our community. This document contains important department and City information and will be made available to all new employees. i POLICIES Information Distribution No personal distribution of leaflets, pamphlets, books, magazines, literature, brochures or similar printed materials, or unsolicited speechl of any sort or nature, may be conducted anywhere in the Recreation Center. Written materials of a non-commercial nature may be placed only in designated areas of the Recreation Center. All postings must be approved by a facility supervisor prior to being displayed. All postings should be placed in a holder, or on a bulletin board. Anytime anything is hung with tape, it must be taped at all four corners. Correct use of "Recreation" The word 'Recreation" is always pronounced or written out fully by employees of the Department. The complete use of this word in conversation and correspondence by all who work here sounds and looks more professional than the abbreviated version. The use of the term "Parks and Rec" or "the rec center" or "the rec program" are incorrect. It may be difficult for some to break this habit because it is a common term used by the general public and news media, etc. Please do your best to make this change and help others to remember if they forget. 6 Appearance At the Northside Aztlan Community Center, we strive for a "recreation professional" appearance. All employees are expected to be neat and clean in appearance while they are working. Front Desk and Administrative Staff must adhere to the following acceptable guidelines while working: 1. NACC Center staff shirt (will be issued to you) will be worn at least twice a week. 2. Nametag must be worn at all times. 3. No frayed edges or holes on shorts or pants. Acceptable pants include: slacks, khaki pants, walking length shorts or skirts, and nice jeans. 4. Hats are to be worn with the bill facing forward only. 5. Clothing, hats, or jewelry that depict alcohol, drugs, tobacco, violence, gangs, profanity, slang, or jargon, or other topics that would likely negatively reflect on the positive reputation of NACC are not permitted. When you are off duty, but are in the facility, we ask that you also adhere to this guideline. Whether on or off duty, patrons look to each of you as role models for appearance and behavior. 6. Tattoos that depict any of the negative connotations mentioned above must be covered at all times while on duty. 7. Cell phone use is NOT allowed while on duty, unless a City device is issued to you for a specific purpose. In the case of an incoming emergency cell phone call, step away from the front desk to answer. 8. No clothing may be revealing of any undergarment or cleavage. Employees who are dressed inappropriately or whose appearance is otherwise inappropriate, in the judgment of a supervisor, may be asked to alter inappropriate dress, or may be sent home and directed to return to work after making appropriate adjustments to his/her appearance. Employees will not be compensated for time away from work. If a new staff shirt needs to be issued to comply with the dress code, the employee will be responsible for the cost of the shirt. Language • Use respectful language to co-workers, passers-by, etc. • Never refer to others in slang terms. • Profanity, sexual jokes and innuendoes, sharing intimate details of one's personal life and any type of harassment while working is prohibited. • "PUT DOWNS", gender and racial slurs, or minimizing individuals in any way will NEVER BE TOLERATED. Schedule With some exceptions, your schedule will remain consistent weekly, and is posted one month at a time. If your schedule does not work for you, please let your supervisor know ASAP. You are expected to arrive a few minutes early for each shift. Before your shift begin each day, you should check the Programs & Activities clipboard and the "what's hot" book for any new information, check your mailbox, and get updates from your co- 7 workers. You may not leave at the end of your shift until your relief has arrived. If you are late, it will affect you and the person you are relieving. The Recreation Services Representative is responsible for creating these schedules; they should be ready by the staff meeting before the start of the month (usually by the rd week of the prior month), Personal Visits/Phone Calls Visitations will be allowed on a limited basis. Keep in mind you are on_the job and being paid. Extended or frequent visitations that interfere with the job will not be allowed and can be cause for disciplinary actions. Outgoing or incoming personal calls should be brief. Staff may not make long distance personal calls on City phones. Cell phone use is not permitted while on duty. All employees are to turn off the sound on cell phones while at work. Please make necessary calls when on a scheduled break. In the case of an emergency, please step away form the desk to take a call on your cell phone. Note: Visitors, friends, family, etc. are required to pay admission to the facility if they use it. Staff Phone Numbers Staff phone numbers are posted in the office area and in this manual. Phone numbers should not be given out to anyone other than staff unless approved by the individual staff person. If your home or cell phone number changes, please update this list as soon as possible in case we need to contact you. Punctuality/Sickness All employees must report to work on time. Excessive tardiness and/or leaving work early will not be tolerated and can be grounds for disciplinary action. If, for any reason, you cannot report to work, you must make every effort possible to find a substitute. NOTIFY YOUR SUPERVISOR AS SOON AS POSSIBLE. If an employee is sick for longer than a three-day period, the immediate supervisor may request a doctor's release. The Recreation Services Representative may choose to investigate illness claims, if so desired. Finding a Clerical Sub- If you need to take a day off, fill out and post a "Request for substitute" as soon as possible. The person who agrees to sub for you will sign their name on the form to release you from being responsible for the shift. If the person who is going to sub is not present to sign the paper, the Recreation Services Representative can fill it out. If you are having trouble finding a sub, and after you have called all possibilities from all facilities, let the Recreation Services Representative know and they will try to assist you. Coverage is not guaranteed, but remember, the more you offer to sub for people, the more likely they will sub for you! �9 Finding a Building Attendant Sub- If you need to take a day off, fill out and post a "Request for substitute" as soon as possible. The person who agrees to sub for you will sign their name on the form to release you from being responsible for the shift. If the person who is going to sub is not present to sign the paper, your supervisor can fill it out. If you are having trouble finding a sub, and after you have called all possibilities from all facilities, let your supervisor know and they will try to assist you. Coverage is not guaranteed, but remember, the more you offer to sub for people, the more likely they will sub for you! When you cannot rind a sub, notify your supervisor to help. Your supervisor will go over the actions to betaken. Your supervisor maybe able to help cover the shift by either working or Anding coverage. Not all time off is guaranteed for the employee, but we try to accommodate when we can. Your supervisor must approve any time off in advance. **If you are more than 10 minutes late for a shift, you will receive I strike. If you fail to show up fora shift, you will receive 2 strikes. Three strikes may result in termination. Staff Meetings - Staff meetings generally are at the same time each month. Your supervisor will let you know when they are held. Meetings are MANDATORY, and you MUST let your supervisor know if you will be unable to attend, at least 24 hours in advance (emergencies ONLY). These meetings typically consist of a procedure review, and pertinent information for all staff to hear. If you miss a meeting, it is your responsibility to go over and. understand everything that was on the agenda. An "Agenda Items"list is posted where anyone can add items they would like to have on the agenda. For any staff not at the meeting, we put this information in their mailbox. Beginning and End of Shifts At the beginning of each shift, you are expected to: 1) Sign -in on your timesheet 2) Check your mailbox and NACC email for any new information 3) Check the building and class schedule 4) Look at the clipboard/bulletin board for any new information 5) Check the "What's Hot" notebook daily for updated/new information 6) Get updates from co-workers 7) Complete front desk opening checklist 8) Check email for any messages for the front desk. Click on to the Groupwise icon. Your logon is NACC and the password is northside. At the end of your shift, you are expected to: 1) Clean up the workstation 2) Inform the staff taking over for you of any special circumstances or updates on programs 0 3) Sign -out on your time sheet 4) Complete front desk closing checklist 5) Drop your deposit in the Black drop safe and put the starter bags in the tan safe. How to Answer Phones/Transfer Calls Make every attempt to answer the phone within 2 rings. Your answer must include the full facility name. If you are unsure how to pronounce the name of the center, please ask a co-worker or supervisor. Example: "Hello, Northside Aztlan Community Center, may I help you?" If another call comes in, always put the first call on hold, answer the next call with "This is Northside Aztlan Community Center, can you please hold?" allow them time to respond, then go back to the first call and thank them for holding. To transfer a call, hit transfer + the staff extension # + transfer and hang up. Sometimes it is necessary to inform the person you are transferring to, that the call is coming. In this case, wait for the person to answer, inform them of the call, and then hit the transfer key. A phone list of all NACC staff, programmers, and other frequently requested numbers is posted on the counter. A list of emergency numbers is also posted. Your trainer will show you where to find phone books and numbers for other facilities. NEVER give out an employee's home or cell number to a caller — tell the caller you will call the staff person and give them a message. Do not give out information about the reception/BA staff schedule. Office Equipment Things to remember: O Fax machines, copiers, laminator, and office computers are for business use only! Personal copies and local faxes are available to staff and public for .10 per page. O IMPORTANT: Remember to put the laminating sheet in the paper pouch before sending it through the machine. Allow machine proper time to warm up before using. Your trainer will also show you how to do the following that apply: change tv/radio stations, make PA announcements, raise/lower the gym curtain and work the light switches for the halls, locker rooms, and where facility master keys are kept and who is eligible to use them. Slow Times It is important that you are keeping busy. There will generally be lulls during your shift during which you can refer to the "Slow Times List" and find something for yourself to do. It is always better to occupy yourself with a task of your choice than to wait for your supervisor to find something for you to do! This list is located at each workstation. It is not acceptable for a staff person to work-out,,play basketball, watch TV, play video games, or otherwise recreate while on the clock. There will be 10 some occasions when it is appropriate for staff to facilitate organized activities for participants and help with programs, Timesheets/Pay Periods Staff is responsible for filling out a timesheet daily, and turning in their time sheet every other week. They must be filled out completely to be processed. It is VERY important to total your hours and sign and date your time -sheet. Use the chart at the bottom of the timesheet to calculate partial hours. Timesheets must be submitted to your immediate supervisor on the last day of the pay period, or when requested by your supervisor. Timesheets must always be kept at NACC, and not at home. City of Fort Collins payroll is every other week. Paychecks may only be picked up by the employee unless other arrangements have been made and approved by a supervisor. Evaluation- Evaluations are on a semi-annual basis. If you have any questions about your job expectations or performance, please feel free to ask your supervisor at any time. It is expected that your supervisor communicate your job performance with you on an ongoing basis, AND that you communicate with him/her any issues you are having, or more training you would like. Pay merits are in association with your evaluation annually. You will be expected to complete a self -evaluation prior to meeting with your supervisor. Employee Disciplinary Actions The purpose of discipline is to change and employee's behavior so that they may become more effective within the organization. Discipline is designed to remedy a situation and is not to be used as a "get even" for something that has occurred. In order for the action to have a positive effect, the action taken must be appropriate for the offense in question and must be consistently applied among employees. The following list of possible offenses is not intended to be exhaustive, but merely illustrates the types of offenses, which may warrant disciplinary action by the City: ■ Absenteeism and tardiness ■ Failure to call on time to let a supervisor know you will be late or absent • Quitting work early • Not paying attention to work ■ Violating a safety rule or practice ■ Poor job performance ■ Reporting to work impaired due to the use of drugs or alcohol ■ Refusal to do an assignment (unless it endangers your health or safety) ■ Use of any City property or equipment for personal use ■ Use of City position for personal gain or benefit of friends or acquaintances ■ Incompetence or inefficiency in performance of job duties ■ Theft or intentional destruction of City property ■ Falsification of City records ■ Commission of a felony while employed by the City ■ Sexual harassment or discrimination 11 Disciplinary action may take various forms, including, but not limited to: oral and written reprimands, suspension, demotion, or termination. Facility Keys If you will be opening or closing, you will be issued Facility Keys (door codes and/or alarm codes), your supervisor will let you know if this applies. A set of keys will remain in a designated location for use by receptionists and building attendants — DO NOT TAKE THEM WITH YOU WHEN YOU LEAVE. Communication It is important to openly communicate with the programmers, front desk, and building maintenance staff. If you have a question about a program and your question is not answered in the Recreator, please ask the programmer. Patron Issues If you have a question about a situation, or if there is any kind of complaint, let your supervisor and/or Facility Manager know. If the patron calls to further discuss the situation the Facility Manager needs to know about the situation firsthand from you. Encourage the patron to fill out a comment card. You may need to fill out an incident report. Handling the Media Occasionally, a situation may arise where the media, or City Officials, request information (accidents, public issues, NACC policies, etc.) Refer all inquires to the your supervisor. Under no circumstances should information of an emergency, sensitive, or private nature be given out unless you have full knowledge and have discussed this information in advance with your supervisor. General information, such as class or registration information, facility hours and fees, and facility policies should be made available to the general public. Do not tell patrons who the other people on their child's roster are. If they ask if a specific child is on the roster, you may confirm this. Parking Lot To provide our guests with easy, accessible parking especially during busy times, or poor weather conditions, all NACC Staff are required to park furthest from the entrance to the Center. The parking areas that would meet this request are the parking lot closest to the northwest gym entrance. Employees are asked to enter through the gym door and acknowledge your arrival to the front desk staff. Staff Breaks Front Desk staff is entitled to a 15 minute break for every 4 hours worked. Breaks may be taken in the lobby, in the office/work area, in the lounge, upstairs in the maintenance/staff area, or outside on the premises. You may not stay at the front desk while on break or leave the premises. If it becomes busy at the desk while you are on break, you may be asked to assist, and return to your break when it is slow again. Please do not stand or sit behind the Front Desk when you are off duty. 12 3.3 Employment of Relatives 13.1 Limitation on Employment of Relatives A. The City prohibits the hiring, promotion, demotion or transfer of family members where a relative would: [rev. 7/13/99] 1. Directly exercise supervisory, appointment, salary determination, dismissal or disciplinary authority over another family member; 2. Audit, verify, receive or be entrusted with moneys received or handled by another family member. & Any exceptions to the prohibition of employment of relatives must have the prior approval of the City Manager. The City Manager may grant such exceptions upon his or her finding that the potential adverse affects of the conflict can be avoided through the implementation of reasonable safeguards and it is in the best interests of the City to allow the employment of the relative. [rev. 7/13/99] 3.3.2 Who is a "Relative" or "Family Member" For purposes of this policy, the terms "relative" and "family member" mean spouse, parent, child, sibling, sibling's children, aunt/uncle, cousin, grandparent and grandchild, including in-law, step and foster relationships. The terms also include any person claimed by the employee as a dependent for income tax purposes or any person residing in and sharing with the employee the expenses of the household. 3.3.3 Other Close Personal Interest A. Consistent with the City Charter (Article TV, Section 9), the City requires employees who have a personal interest or financial interest in any decision of the City, including employment decisions, to disclose such interest officially as required by the Charter and to refrain from participating in or attempting to influence such a decision. The Charter defines personal interest as any interest by reason of which an officer or employee, or a relative of such officer or employee, would in the judgement of a reasonably prudent person, realize or experience some direct and substantial benefit or determent different in kind from that experienced by the general public. The Charter defines financial interest as any interest equated with money or its equivalent. K Employees with questions about this policy should contact the Human Resources Department or City Attorney's Office. City of Fort Collins Personnel Policies and Procedures Revised: May 30, 2006 Section 3 Computers The front desk and office computers are for business purposes only. Playing games, surfing the internet, accessing MySpace or personal email is strictly prohibited. You may access the internet from the computer lab during off hours or during a break. Personal Use of City Equipment and Supplies City property, facilities, and equipment represent a major investment of taxpayer funds. It is the responsibility of all employees to assist in the maintenance and protection of this investment. City property, facilities and equipment may be used only for the public purposes for which they were acquired. Employees' personal use of City property, facilities, or equipment is prohibited. Use of City Vehicles Employees using City Vehicles must follow these procedures: • Obey all laws and practice cautious, courteous and safe driving habits. • Department heads will investigate complaints filed on employees for improper use of a City vehicle. If the complaint is sustained, appropriate disciplinary actions will be taken. • Possess a valid Driver's License. You must have a van certification to transport participants in any 15 passenger van. • Ensure that all employees and participants wear a seat belt at all times. • Employees that have their Driver's License suspended must notify their supervisor the next day. • Use City vehicles for official City business. City vehicles are not to be used for personal errands. • No one other than an authorized City employee or volunteer can drive a City vehicle. • Wear a seat belt when driving a city vehicle or when driving a personal vehicle on City business. • Smoking is prohibited in all City vehicles. Reporting Accidents in a City Vehicle Employees involved in an accident of any kind while driving a private vehicle on City business, or a City vehicle at any time, must comply with the following procedure: 1. Immediately contact the local law enforcement agency to file a police report and obtain medical assistance if necessary. In Fort Collins, call 911 for emergencies. For non -emergencies, call Fort Collins Police Services at 221- 6540; 2. Do not leave the scene of the accident unless authorized by the supervisor or the law enforcement officer or unless transported away by the ambulance; 3. Immediately report the accident to your supervisor and Risk Manager (221- 6807), including the circumstances of the accident and any injuries; 4. If a city vehicle needs to be towed, during business hours contact Equipment Services at 221-6613. After business hours, contact Police Dispatch at 221- 6540; 13 5. Complete a City "Accident/Incident Report Form," and return it to your supervisor within 24 hours. Supervisors should complete the form if the employee is unable to do so and submit to Risk Management; 6. Complete a "State of Colorado Report of Motor Vehicle Accident" (form DR2301), and return it to your supervisor. Work Stations All staff is asked to keep each workstation clean and organized at all times. Staff is asked to keep their personal belongings secured in lockers provided. A Staff refrigerator is available for food storage; however, any items left for extended period of time will be discarded. Employees may not use the classroom 1 or commercial kitchen for any storage or cooking. Meals (which are different from little snacks) may not be consumed at the front desk workstations. Keep all food and drink out of sight from our customers. Please use the tables in the lounge during your break if you are eating a meal. Workman's Compensation (Employee Iniury or Accident) When an injury occurs, you are required to notify your supervisor as soon as possible. All injuries, however slight, should be reported on a Workman's Compensation Form. If in doubt — fill it out! Should an injury require medical care, you have three treatment location options: Occupational Health Services 1330 Oakridge Drive Phone 495-8450 7:00 AM - 6:00 PM, Monday - Friday Occupational Health Services 1025 Pennock Place Phone 495-8450 8:00 AM - 5:00 PM, Monday - Friday After Hours: Report to Convenient Care/Emergency Room at Poudre Valley Hospital, 1024 South Lemay Avenue, Fort Collins, CO. Phone 495-8000 Note: In the event of a life or limb threatening emergency, the insured employee will be sent to the nearest emergency medical facility. Follow-up care must be provided by the medical provider designated above. 1. Don't take chances. In case of a medical emergency call 911 2. Injuries will be treated at the City's designated health care provider, Occupational Health Services. They will administer your medical treatment even when it's necessary to refer you to a specialist. 3. At the end of each visit Occupational Health Services will give you a "Work Status Report." This report will list any work restrictions or modifications and must be given to your supervisor upon your return to work. 14 4. Throughout medical treatment, communication regarding the status of your injury will be maintained between you, your supervisor, Occupational Health, and Risk Management. 5. The Workers' Compensation Injury Accident Report must be completed within four days of the injury. If the employee is not capable of completing the form, the supervisor must do so. Please send the completed form with the supervisor's portion of the form completed, to Risk Management ASAP. Contact Risk Management with any questions or concerns regarding Workers Compensation. If an unauthorized medical provider treats an employee, the employee will be responsible for payment of that treatment. Everyone's Responsibility All staff will do their part to help keep the building clean and safe. Anytime you are traveling through the building, evaluate whether it's clean and safe and pick-up and dispose of any litter. If an item needs attention, spend the time to fix it, or make note of it and notify your supervisor. Staff is expected to clean-up restroom and locker room counters and mirrors, empty full trash receptacles, and check paper products. Alcohol and Drugs Alcoholic beverages and illegal substances are not allowed in City operated facilities at any time. Possession of, drinking, or having the odor of alcohol on your breath while on duty is prohibited. While at work, all employees are prohibited from possessing, using, dispensing, buying, selling or having any amount of alcohol or illegal drugs in their bodies. 15 Tobacco Products Employees are not allowed to use any type of tobacco product while on duty. Tobacco products cannot be used inside NACC or outside within twenty feet of any entrance. If an employee or participant wishes to use a tobacco product, they must be off NACC property and off duty. Anyone who is age 17 and younger cannot possess any tobacco products at any time. Volunteer Policy • Prospective volunteers must submit a completed City of Fort Collins Volunteer Application, located in the work room file cabinet. • Applications are screened and a background check is done. • The program supervisor completes an interview and orientation. • Volunteers will act as assistants to the. program staff and will not be left alone with children. • Some court appointed volunteers are accepted. Please refer these to the Facility Supervisor. All court appointed volunteers must be signed -in and out in the volunteer book at the front desk. Pick up and Transport of Youth Left at a Recreation Activity or Facility These procedures are intended to protect employees and volunteers to the extent possible when children are not picked up in a timely manner after a recreation activity or when a recreation facility closes for the evening. If the Activity is at a Facility that Has a Phone: If a youth patron, defined as a person under the age of 16, is not picked up at the end of a programmed activity or when a City facility is closing: • The youth patron or the staff member should attempt to call the parent/guardian. • If unable to contact a parent/guardian, the staff member is to notify the supervisor of the activity and complete an incident report. • If at a City recreation facility that is open for business, the child should be left with facility staff to await the parent/guardian's arrival. • If at a non -City facility, the staff member should wait with the child for the parent/guardian. If possible, more than one person should stay with the child. • If a parent/guardian does not pick the child up in a reasonable amount of time, the staff member should call the police dispatch non -emergency number (970/221- 6540), inform the dispatcher that there is an "abandoned" child, and ask that police transport the child to the HUB (county juvenile assessment center, 498-6990). Under no circumstances should a staff person transport a youth in his/her personal vehicle. • If a police officer does not respond within a reasonable period of time, call and make the request again (221-6540) until an officer responds. The staff member is not to leave the child unattended until a parent/guardian or a police officer responds. Ifa parent/guardian is obviously intoxicated when he/she comes to pick up a child. 16 • The staff person should voice concern and ask the parent/guardian to leave the youth at the facility. • Whether the parent/guardian leaves or takes the youth, the staff member should call police (221-6540), let the dispatcher know the circumstances, and give him/her a name, description of the vehicle, and the license number if known. • If the child is left by the parent/guardian, the.staff member should ask the police to pick up and transport the youth. An incident report is to be filled out. If child age 12 or older chooses to walk home or elsewhere and leaves the premises on his/her own: • The staff member is relieved of his/her responsibility at that point. If staff learns that a child was expecting a parent or guardian to pick the child up from a City facility or activity, and the parent or guardian does not arrive or hasn't notified staff of alternative pick-up/transport plans: • A staff member should stay with the child, and try to contact the parent or guardian. • If the parent or guardian does not respond in a reasonable amount of time, the staff member should contact the police non -emergency number (221-6540) and follow the procedure above. If the Activity is Not at a Facility that Has a Phone: If a youth participant is not picked up in a reasonable amount of time after an activity that takes place at a facility with no phone: • The staff member should take the child to a nearby house, business, or public phone and call the parents. • When possible, the staff member should have another adult accompany him/her to a phone. • If the parent does not respond within a reasonable amount of time or cannot be contacted, the staff member should call the police non -emergency number (221- 6540) and follow the same procedure as outlined above. All staff members should be encouraged to have access to personal cell phones if they have them. They can get reimbursed for any business calls made on a personal phone while working for the City. Facility Code of Conduct The following Unacceptable Behaviors are prohibited in all facilities covered by these regulations: 1. Use of any facility or equipment therein for other than its intended use, or alteration of any equipment or facility; 2. Any action, event, or group of events that constitutes a violation of federal, state or local law; 3. The failure to comply with direction given by City Staff acting in the performance of their duties or interference with the performance of such duties or other operations of the facility; 4. Conduct intended to cause or causing the destruction, damage or theft of City property, or the property of others; 17 5. Public indecency, indecent exposure, or obscenity; 6. Any action which, in the reasonable judgment of Staff, constitutes an attempt to inflict or does inflict injury to other persons or damage to property, or which poses an unreasonable risk of such injury or damage, including running, fighting, wrestling, or climbing; 7. Any conduct or expression that in the reasonable judgment of Staff, is intended to intimidate or would be reasonably expected to intimidate, or intimidates others, or encourages or incites unlawful or otherwise prohibited conduct; 8. Any action which, in the reasonable judgment of Staff, unreasonably interferes with or obstructs the reasonable use and enjoyment by others of the facility; 9. The failure to maintain a level of personal hygiene that is non -offensive in a social or group environment; 10. Use of any facility for commercial activities not specifically authorized and arranged through Recreation management, including but not limited to: • sales or soliciting, • marketing or conducting surveys, • conducting classes or other instructional activities, or tours, except to the extent that same may be carried out in a manner comparable to use of the facility by the general public user, or • photographing or videotaping the facility, patrons, or activities; 11. Conduct that disrupts or obstructs any program or activity that is a program of the particular Recreation facility or any other City -sponsored activity or event; 12. Possession or consumption of food, beverages, or gum in any areas of the facility not specifically posted to permit the same; 13. Smoking or the use of chewing tobacco or other tobacco products; 14. Use or possession of alcohol (except where authorized by the Recreation Area Manager) or illegal drugs, or any discernible intoxication from alcohol or drugs; 15. Using bathrooms or locker rooms for washing clothes; or bathing in bathrooms that do not have showers; 16. Use of bicycles, rollerblades, skateboards, scooters, or skates, whether or not motorized, except as expressly authorized; 17. Possession of any animals except service animals, or as otherwise authorized by Staff; 18. Failure to comply with any specific rules of use or conduct posted or provided to users within any facility; 19. Possession of photographic equipment or imaging devices, including camera cell phones, in locker rooms, changing rooms, and restrooms. Note: The City will make reasonable accommodations for persons with disabilities to the extent required by the Americans with Disabilities Act, and any requirements set forth herein may be waived or altered by the Recreation Program Manager in charge of a facility as necessary to accommodate the needs of persons with disabilities desiring to make use of that facility. However, visitors must be able to take care of their own health, medical and personal care needs, and must not pose a substantial risk to the health and safety of others or themselves. A visitor who cannot meet these requirements must be accompanied by a caregiver or other aide who will assume responsibility for assisting the visitor in these areas. IV The parent(s) of a minor must be notified if their child has been suspended from the Center. The supervisor on duty is responsible for such notification. Detailed incident reports, located in the work room file cabinet must be prepared for each incident by the supervisor on duty. Name of the parties involved, addresses, phone numbers, description of incident and action taken should be included on all reports. Copies of all reports are to be reviewed by the Recreation Supervisor, Recreation Manager, and the Recreation Coordinator of the area the incident occurred. Then the copy of the report should be filed in the Facility Manager's office, and any incident(s) involving staff, high dollar damage, or the police, a report will be delivered to the Recreation Director. Staffing Flow Chart for Suspensions: NOTE: There are instances when Staff Members at any level of responsibility may observe Unacceptable Behavior by a facility visitor. In all cases, a full-time classified Staff Member of higher responsibility handles the recommendation for suspension and either the Program Area Manager or the Recreation Director handles the appeal process, depending on whether the Program Area Manager was involved in dealing with the original discipline. See the attached Recreation Department organizational chart. 1. The Staff Member who handles the incident (may be a part-time employee or any fulltime staff member assigned to the facility) documents unacceptable behavior in an incident report, including his/her recommendation for suspension of the visitor. 2. The Staff Member then submits the report or reports to his/her direct supervisor, along with previous incident reports on the same visitor (if applicable). All information is then given to the Program Supervisor for recommended discipline. 3. After reviewing all the available information and conducting such investigation as is determined to be necessary or appropriate, the Recreation Supervisor upholds or denies the recommendation for discipline. If it is decided that a suspension is appropriate, the length of the suspension is set and notification is given to the visitor in writing of the decision, the basis for the decision, and the terms of reinstatement, along with the right of appeal, as outlined above. Sports Code of Conduct This Sports Code of Conduct applies to all sports organized by the City of Fort Collins Recreation Department, whether taking place on City -owned property, or on any other property that the City has arranged to use. "Sports" include any and all activities or events listed under the category of "Sports" in the most current edition of the City of Fort Collins Recreator Publication. The City may add or delete activities from this category in the City's discretion. 19 Prohibited Acts: No participant shall: 1. Physically attack any other participant or any City staff person. This includes but is not limited to striking, shoving, kicking or otherwise touching or subjecting another person to physical contact in a threatening or alarming manner. 2. Refuse to abide by an official's decision and /or contest such decision in an unsportsmanlike manner. 3. Use obscene language or gestures, harassing, insulting, taunting or challenging language, racial, ethnic or sexual slurs, or unsportsmanlike demonstrations of dissent concerning an official's decision. 4. Use unnecessary roughness in the play of a game against an opposing player. 5. Throw or cause to be deposited any object onto the field of play. 6. Violate the City of Fort Collins open container ordinance, or other state or local alcohol or drug laws, while at a sports venue, or enter the field of play while under the influence of drugs or alcohol. 7. Smoke in any indoor sports venue, or while coming off or going on the field of play, or while on the field of play, whether indoors or outdoors. 8. Display other unsportsmanlike conduct before or after games or events, or while at a sports venue during a scheduled activity, game, match or event. Enforcement: The minimum penalty for smoking shall be a warning, and the maximum penalty shall be ejection from the game. For all other violations, the penalties shall be as follows. 1. Minimum Penalties. Ejection from the current sports activity or event and suspension from the next scheduled game, activity, or event. Any participant who is ejected must leave the sports venue immediately. This means going far enough away that he or she cannot be seen or heard by any participant within the sports venue. Minimum penalties may be imposed onsite by an official or field supervisor. 2. Medium Penalties. Suspension for up to the remainder of the scheduled season or up to one year, and one or more years on probation. After review of the alleged violation by Recreation Department staff, medium penalties may be imposed if 1) another infraction has occurred by the individual resulting in a penalty within the past calendar year; 2) the individual violated more than one section of this Code during the current incident; and/or 3) in the judgment of staff, the severity of the infraction justifies penalty beyond the minimum but not to the maximum level. Medium penalties may be imposed in addition to minimum penalties. 3. Maximum Penalties. Suspension for one to five years. Maximum penalties may be imposed if, after review of the alleged violation by Recreation Department staff, it is determined that the severity of the violation justifies the maximum penalty, based on negative impact to the program, other participants, spectators, 20 and/or staff. Maximum penalties may be imposed in addition to minimum and/or medium penalties. 4. Any behavior that is also a violation of law may result in criminal charges. 5. Any participant who engages in three or more of the prohibited acts described above during any twelve-month period shall be suspended for up to five years, followed by two years of probation. 6. Any participant who engages in a prohibited act while on probation shall be suspended for one to five years. CUSTOMER SERVICE Creating and maintaining a good relationship with the public is critical to the City of Fort Collins and the Recreation Department's operation. All employees are hired to serve the public and to inform them of the services and opportunities offered by the Recreation Department. Each employee must display courtesy and treat all guests equally. It is also our policy to make every effort to be receptive to guest's comments and concerns, and to provide any reasonable amount of information or explanation at the request of a guest. When dealing with complaints, employees should respond promptly and courteously regardless of the opinion or the merits of the complaint. Guests should be referred to a supervisor or higher -level manager if the employee does not have the proper or adequate information to answer the question. Employee conduct and actions will reflect on the entire staff of the NACC, the Recreation Department, and the City of Fort Collins, therefore, employees should reflect a positive image at all times. 3 Smile O Greet every patron. Call the patron by name. (You can use their punch card for a clue.) It's better to admit you don't know the answer than to give wrong information. 3 It's better to find the answer than to say, "I don't know."- tell them, "I don't have the information right now, but I will get back to you with the answer." * Every "NO" should be followed by a "BUT." ❖ NO, registration hours are over, BUT I can check the class status, and you can register online or over the phone with Teletrac. ❖ NO, there is not Open Gym tonight, BUT there is Open Gym on M-W-F nights at 7:00 (example time only). 3 Walls have ears; don't say anything out loud you don't want the world to hear. 21 Remember - You need to win the customer, not the argument. Everything you do depends on attitude (yours, not theirs). As a community service organization, customer service is the most important function we provide. Employees are expected to be knowledgeable of programs affecting NACC and to provide accurate information to patrons. This requires reading log book entries, recreation brochures, program information flyers, asking questions, and the willingness to find an answer if you are not certain of something. It also will help your customer service to learn as much as possible about other Recreation facilities and other City departments. Greet each person with a smile. Enforce the rules diplomatically, fairly, and equally. Explain reasons for rules and actions. Provide options for correcting behavior and deliver consequences for inappropriate behavior. Try to make each person feel comfortable and welcome at our facility. Complaints and Service Requests Every citizen requesting service or complaining about service is a potential public relations asset or liability to municipal government and to you as a City employee: This depends on how City employees handle citizens' requests or complaints. All complaints (warning signals indicating service problems) and all requests for service deserve your immediate attention. Respond to them immediately and investigate them thoroughly. Be positive and use the following guidelines: 1. Be patient and courteous. 2. Record accurately the caller's names, address, phone number, the time/date of the call and details of the situation including who, what, why, where and how. 3. Take all calls. If the problem belongs to another staff member or department, tell the caller, but take the call and act on it. Don't give the caller the run- around. Then take the following action: a. For complaints, notify the caller that you have referred the request to the proper City employee. b. For service requests, notify the caller that you have referred the request to the proper City employee who will process the request. Follow-up to ensure the problem is addressed or information given. c. Leave a detailed message for your supervisor including your name. If a patron leaves a phone number, or other way to contact him/her, it is important to follow up with that individual in a timely manner. They will only write their contact information if they actually want to be contacted. 22 3.4 Residency Requirements A. Consistent with the residency requirement in the City Charter (Article IV, Section 3), during their term of employment, the City Manager must live within the City limits, while service area directors, deputy City managers, assistant City managers, and the City Clerk must reside within the Port Collins Urban Growth Area. It also requires that service unit directors and department heads who report directly to a service area director must reside either within the Urban Growth Area or within five (5) miles of the City limits as measured by a straight line connecting the parcel of property upon which the residence is situated to the nearest boundary line of the City. Department heads who do not directly report to a service area director, division heads, and other City employees are not subject to a residency requirement, unless it is made a requirement of a specific job. [rev. 2/17/07] R For the purposes of this policy, the tern reside shall mean that a person maintains his or her principal or primary home or place of abode within the prescribed area. Principal or primary home or place of abode is that home or place in which the person's habitation is fixed and to which that person, whenever absent, has the present intention of returning after a departure or absence. A person will be presumed to be a resident of a particular location if the person is lawfully registered to vote in that location. [rev. 2/17/07] C. Because the Charter provides no exceptions to the residency requirement, persons who are subject to this requirement will be required to reside within the prescribed area upon appointment and throughout their tenure in those positions. [rev. 2/17/07] D. Questions regarding which employees arc covered under this policy should be di- rected to the Human Resources department or the City Attorney's office. [rev. 5/9/01 ] City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 3 Free Passes A pass which grants a one-time free entry into our facility. You may decide to hand out a guest pass if a class is unexpectedly cancelled or if a difficult situation arises with a patron, and a free admission might appease them. Extra free passes are kept in the safe. Only the Recreation Services Representative has access to the safe, so it is recommended to check the supply at the desk on a regular basis. Comment Cards Encourage patrons to fill out a comment card with a complaint or a compliment. INCIDENTS AND ACCIDENTS Incident Reports An incident report form must be filled out completely for any occurrence of vandalism, theft, or acts of misconduct. Forms are located at the front desk in the emergency procedures binder. Incident report forms must also be completed when a participant is given a verbal warning or is asked to leave the facility due to acts of misconduct, fighting, unruly behavior, or use of the facility without payment. (See suspension policy). Forward Incident Form to your supervisor. Bloodborne Pathogens Two of the most notable bloodborne pathogens are HIV and Hepatitis B. Your supervisor will go through the bloodborne pathogens handbook with you and discuss prevention, protections and what to do if you are exposed. Safety It is our responsibility, as employees, to be safety conscious and protect the customers from injury. Alertness and forethought are important when providing a safe environment for participants and staff. It is each staff member's responsibility to report any situation that they deem unsafe or any persons endangering themselves or others. If the situation can be resolved immediately, it should be. If conditions do not permit resolving the problem at that time, the staff must secure the area and report it immediately to their supervisor. Participant Injury or Accident • All staff must be current in CPR and First Aid • Remember Universal Precautions when caring for an injured person. Protect yourself with gloves. Wash hands thoroughly with soap and hot water. Disinfect all contaminated surfaces. • Minor Scrapes and Bruises should be taken care of according to first aid training. • Have the injured person clean his/her own wound with soap and water if it's minor. • Document the injury by completing an Accident/Incident Report. 23 • In the case of a minor, notify the parent by phone or when the child is picked up. • Serious Accidents should include the following steps: Staff member who stays with the injured person should: ✓ Remain calm. ✓ Send a reliable person to notify another staff member immediately. ✓ Firmly request other patrons to stay clear. ✓ Stay with the injured patron at all times... reassure them that you will stay there. ✓ Treat life -threatening situations according to CPR/First Aid training. ✓ Do not discuss the person's prognosis or express fear ... if unconscious, they may hear you. Staff who goes for help should: Call 911 immediately: Give pertinent information... let the operator hang up first. ✓ Obtain the medical release form if it pertains. ✓ Direct another staff member to wait for the emergency equipment at the parking entrance. ✓ In the case of a minor, immediately notify parents or emergency contact and ask if parent wants to meet you at your location or at the hospital. ✓ Notify a supervisor of your location and the nature of the emergency ASAP. ✓ Follow-up with an Accident Report and submit within 24 hours. Note: Call 911 if you have any question about how badly injured the person is or how he/she should be treated. It does not cost anything to receive emergency assistance. Emergency personnel will decide if the child needs to be transported to a hospital. First Aid Supplies First Aid supplies are located at the front counter and in the work room for use on minor injuries sustained by our patrons. Be sure to notify your supervisor if supplies are running low and in need of restocking. First Aid and CPR training is provided to the staff as a commitment by the City to provide quality health care to our customers. New employees will have 3 months to obtain their current first aid certification. If you need training or upgrading in the procedures contact your supervisor for scheduling. AED — Automatic External Defibrillator The AED is located in the hallway near the entrance to the workroom and may only be used by a trained user in the event of an emergency that requires an electric shock to restart the heart. All NACC staff will be trained to use the AED. 24 NORTHSIDE AZTLAN COMMUNITY CENTER FACILITY TOUR Hours & Usage Hours of operation are posted on the front door, and on the pocket cards, for a quick reference. Hours are subject to change. Monday -Thursday 6:00 AM — 9:00 PM Friday 6:00 AM — 9:00 PM *hours may change seasonally Saturday 8:00 AM — 5:00 PM Sunday Noon — 5:00 PM Multi-purpose/Activity Rooms- These rooms will be used for programmed activities and are available for rent. There is an adjacent catering kitchen. Gymnasium(s) - The three Gyms are used for multiple activities including Basketball, Volleyball, Badminton, Dodgeball, Wrestling, and team practices. Drop -in hours daily. The Gyms are available to rent. ➢ Only non -marking athletic shoes are allowed ➢ Personal items can be stored in the provided lockers or in the locker rooms ➢ Food, tobacco of any kind, chewing gum, glass bottles, or cans is NOT allowed. If you wish to carry a beverage with you, it must be water in a plastic container with a lid/cap. ➢ Profanity or excessively loud or suggestive language will not be tolerated. Running Track- 10 laps on the indoor track is equivalent to one mile. ➢ The jogging/walking direction may be rotated daily. Please follow the posted direction. ➢ The outside lane is for faster joggers; slower walkers/joggers should move to the inside lane. ➢ Stretching is allowed in designated areas only, not on the track area. ➢ For safety purposes, no loitering is allowed on the track surface. ➢ Observation of basketball and other gym activities should take place from the lower level. Please do not stop on the jogging/walking track to observe the lower level courts. Classrooms — There are four classrooms, primarily used for child development programs and other general activities. Classrooms are available to rent. Maintenance Closet- This upstairs room is where tools and other maintenance items will be found. There are staff lockers, as well as a microwave and refrigerator for staff use only. Game Room/Lounge - The game room/lounge is open to all ages at no cost. Some hours are set aside for exclusive use by seniors or youth. Food and drink is allowed. Front desk staff will monitor game room at all times. Foul language, graffiti, 25 inappropriate behavior, and mistreatment of equipment will not be tolerated. Playstation games must be checked out with an ID at the front desk. The Wii must remain locked in the cabinet at all times — a staff person must put the games in the system for the patron and re -lock the cabinet. The remote control for the TV must remain behind the front counter and will only be operated by staff— and returned to the front counter. Computer Lab - The computer lab is open to all ages. Certain hours are set aside for exclusive use by seniors and youth. Food and drink are not allowed. Front desk staff will monitor computer lab at all times. Foul language and inappropriate behavior will not be tolerated. There is not a website filter, as we are a public facility, staff is encouraged to remain visible to internet users. All printing will be routed to the front desk for pick-up and will cost the patron .10 per page (exceptions may be made for homework assignments for youth). Cardio & Weight Room- This area offers patrons an opportunity to give the body a total workout. Patrons must be at least 13 to enter the fitness areas. Patrons 13-17 must complete an orientation. At completion of the orientation, they will be presented with a Weight Room Orientation sticker (to be put on back of swipe card), which must be presented each time to enter the fitness area. Shirt, shoes, and appropriate work-out clothes are required in weight room and cardio areas at all times To avoid congestion and lines, guests are asked to progress through their workout being aware of others in the area and of the amount of time that they are spending on each piece of equipment. We ask that guests allow others to work in between sets. Use of the cardio equipment is limited to 30 minutes per machine if others are waiting. Weight Room General Rules ■ Participants must be 13 years of age or older to use the weight and fitness rooms. Anyone who is under 13 years of age is not allowed in the weight and fitness rooms. ■ Participants 13-14 must always be with an adult. ■ No food, tobacco of any kind, chewing gum, glass bottles, or cans is allowed. If you wish to carry a beverage with you, it must be water in a plastic container with a lid/cap. • Profanity or excessively loud or suggestive language will not be tolerated. ■ Patrons should use extreme caution in lifting weights to avoid potential injuries to themselves or others. ■ All equipment must remain in the area it was placed. Do not move equipment from one location to another. ■ All equipment must be used in the manner for which it was designed. Do not attempt to modify the equipment. ■ No outside personal training is permitted in the facility. Personal training can be arranged through the front desk. ■ Do not attempt to use equipment if unfamiliar with the proper use. Please ask the weight and fitness staff for assistance. 26 ■ Patrons should check with their Doctor before starting a new fitness program. • Appropriate exercise attire is required in the weight and fitness rooms. T-shirts, shorts, warm-up suits, sweat suits, aerobic attire, and athletic shoes are acceptable attire when working out. Closed -toe athletic shoes are required. Sandals, open -toe shoes, hard -soled shoes, string tank tops, cut-off tank tops, mesh tank tops, jeans, street clothing, and anything that compromises the safety and professionalism of the weight and fitness rooms are prohibited. ■ The Recreation Center is not responsible for personal belongings such as backpacks, wallets or cell phones. Items should not be placed anywhere in the weight and fitness rooms. • Please direct all questions, concerns, and maintenance needs to a NACC facility staff person on duty. Cardiovascular Area Rules A 30-minute time limit on cardiovascular machines must be observed at all times when there are others waiting. Patrons must wipe down machines after use with the provided towels and cleaning solution. Free Weight Area Rules • All weight training should be performed in a controlled, safe manner. Dropping, slamming, or bouncing of weights (both with free weights or selectorized weight training equipment) is prohibited. • Spotters are recommended for all lifters. • All free weights and dumbbells must be returned to appropriate racks when finished. • The use of chalk is prohibited. • Weight collars (plate restraining devices) are required for the free weight area. • All free weight equipment must be kept in the free weight area. • Weights and bars of any kind should not lean up against the walls, pillars, equipment, or mirrors. Locker Rooms We have a Men's, Women's, and Family Locker rooms that include lockers, bathrooms, and showers. Patrons must bring their own lock or token to lock the lockers. Locks and tokens can be purchased at the front desk. *All locks must be removed daily and will be cut off if left over -night. We do not provide towels. Reception Desk Generally, everything you need for daily operations can be found on the shelves, or behind the desk. A clipboard with a daily schedule will be found here. Valuables will not be kept at the front counter. Do not allow patrons to leave anything at the front desk, they must use a locker. 27 Back Office/Work Room Each employee's personal mailbox, employee information, phone lists, interoffice mail, office supplies, fax machine, laminator, and copier are located here. The office of the Facility Manger, Facility Supervisor, and Recreation Services Representative are located here. A bulletin board with current work schedule, staff meeting agenda & minutes, sub forms, and phone list are posted here. Locker/Equipment Checkout Patrons must bring their own locks or they can purchase locks from us. Some lockers use tokens that may be also be purchased. Playstation games must be checked out with an ID or swipe card at the front desk. Do not accept keys or other collateral for check-out. Lost and Found Lost and Found items are to be logged in the "lost and found" book. Write the date found, a brief description, and your initials. Items are to be placed in bin located just inside workroom door. Items with perceived value such as jewelry, eyeglasses, wallets, and ID's will be stored in the safe. Patrons may not look through lost and found items, but can give you a description of the item — first, look for the item on the log sheet, if listed, look for the item. Items are bagged weekly and then taken to the back storage where they are kept for six weeks and are then taken to a donation site. Staff MAY NOT take any items home, no exceptions. Staff initials log when item is retrieved. RECTRAC Software A detailed RecTrac "how to" binder is located at the front desk. Log- In ID/ Passwords Each employee is given a password and login in name. Employees must only use their own ID and password when completing RecTrac transactions on the computer. Please accurately enter the payment type: 1 for check, 2 for cash and 3 for credit card. Point Of Sales (POS) POS is where daily admissions and products, such as locks, tokens, and jerseys, are sold. Ringing in transactions — the Recreation Service Rep will show you how to do this. Credit Card Procedures — the Recreation Service Rep will show you how to do this. Check Procedures- o Checks must be In -state and have the address printed. o NO temporary checks 28 o Check must be payable for the exact amount to RECREATION, and signed by the person imprinted on the check. o You must write a valid state ID number with expiration date (Driver's License, state ID, or military ID) if the amount exceeds $100.00. o Write the home phone, if not imprinted. o We will NOT give cash back on checks, no exceptions! o. Do not give money out of the drawer for a refund. Do not give the customer a copy of the refund voucher unless you print a copy from the copier. Carol needs 2 copies of each refund voucher. If you ring in an error- If you ring something in by accident, BE SURE TO WRITE A NOTE on the receipt and give it to the Recreation Services Representative. Fees Single daily admission costs are: Age 5 & under and 85+ Free Age 6-15 $1.00 Age 16-18 $2.00 Age 19-54 $4.00 Age 55-84 $3.25 Punch/Swipe Cards Punch/Swipe Cards are available in amounts of 10 or 25 admissions. Fees are subject to change. Adult punch cards are good at other Recreation facilities - EPIC, Senior Center, Mulberry Pool, with the exception of ice skating where punch card admission is higher. Youth punch cards are only good at NACC. Cost of a Punch Pass: Age 2-17 Age 18-54 Age 55-84 Admission includes: 10 Punches 25 Punches $26.00 $65.00 $32.00 $80.00 $26.00 $65.00 b Use of gymnasium Use of cardio and weight area Use of the track * use of the lounge and computer lab are free and do not require a paid admission. Fitness Class Participants Fitness class participants must check in at the front desk. A roster of all the day's classes will be at the counter. A receptionist should find the participant's name and check them off. If there are available spots in a fitness class, patrons may pay a special drop -in fitness fee to join the class (please check the Recreator for drop -in class fees). Participants must pay the regular daily drop -in fee or use a "punch" if they use fitness areas outside of class time. 29 SSoecial User Groups Special User Groups will have to purchase punch cards for their group to use. Special requests should be directed to. your supervisor. Recreation Department Employees Recreation employee's swipe cards will be set up by the Recreation Services Rep ONLY, at no cost. Employees must show ID upon entrance to facility at all times. What about Out of Town Guests? Out of town guests shall pay the daily admission fees or may use a punch off another patron's punch card. What's the charge to iust use the Shower? If someone comes in to use the shower only, the person must pay the daily admission fee. Occasionally, homeless patrons will want to use the shower facilities — ask them to contact the Mission for a "Free Shower Pass". Hours for this use are limited and will be posted at the front desk. MAKING A SWIPE CARD The Recreation Service Rep will show you how to do this. REGISTRATION INFO Registrations for classes and programs are taken at the front desk at NACC, the Senior Center, EPIC, and Mulberry Pool. Patrons may also register by mail, fax, phone, or online 24 hours a day at fcgov.com/recreation Class Changes- If there is a change of any kind in a class or program, the programmer will notify the Recreation Services Rep and front desk staff, Information will be posted at the front desk, on the clipboard, and in the "What's Hot" book, for the rest of the staff to read. Uvdate Household Info It is important to always verify home, work and emergency phone numbers and address listed in RecTrac. Update grade level for all youth in the household. Liability Waivers Liability waivers are required for ALL youth classes offered by the City of Fort Collins. Always check in RecTrac household to see if there is a current waiver on file. A new waiver is needed each year. All the youth in the family should be listed on the same waiver. All Farm classes and ski/snowboard trips require an additional waiver. 30 Credit/Transfer/Refund Reauest All adult classes may be cancelled or transferred out of at any time before the class starts with a full refund. If it is after the first class and before the second class, they may get a 75% refund. If it is after the second class, they will need permission from the programmer. All youth classes must be cancelled or transferred out of at least 2 business days (Monday — Friday) before the class starts to get a refund. After that there is no refund unless they get the programmer's permission. To cancel or transfer out of a swimming or skating class, please transfer the individual to EPIC (7258) or Mulberry Pool (6657). If a cancellation results in an opening and there is a wait list, the computer will let you know. Please print this wait list and call the 1s` person on the list. Put the wait list in the wait list book until we hear from that person whether or not they still want the class. If they do not want it, call the next person and so forth. Looking Up a Class, Printing a Roster Have your trainer walk you through these. Be sure to include "codes" and "special roster notes" when you print rosters for instructors — this will indicate if they are missing a liability waiver or if they have a special need, food allergy, etc. Reduced Fee The City of Fort Collins Recreation Department offers opportunity for reduced fee based on income. Applications are located in a slot at the front desk. Applicant must submit required proof of income or proof of assistance as requested on application. The Recreation Services Rep, Recreation Supervisor, or Recreation Coordinator will process the application within 2 business days. Approved reduced fee applicants will be issued a card that must be presented at the time of registration (walk-in only). The card will indicate if they receive 1/3 discount, pay $3, or are waived fee for activities. They are allowed 2 reduced activities per Recreator season. Activities for each family member must be recorded on the card. 31 FACILITY AND ROOM RENTALS Northside Aztlan Community Center NACC very nice rooms to rent that are often used for board meetings, weddings, birthday parties, team award meetings etc. The fee structure varies at all facilities. NACC Rental Rates: Non-profit Commercial Each Classroom $30/hr $40 Each Activity Room $40/hr $60 All Activity Rooms $100/hr $150 Each Gym $45/hr $75 Fitness/Aerobics $40 $60 A receptionist should check availability on RecTrac for any rental inquiries. Once availability is determined, please have the patron fill -out the Rental Request form. Forms need to be given to Rental Coordinator. She will contact the party and approve/hold the reservation. Please take the time to show the person around the facility if the Rental Coordinator is not present. Rentals are very important to the revenue of the center. GIFT CERTIFICATES & REFUNDS Gift Certificates Gift certificates may be bought for passes, punch cards, daily admissions, or a Recreation program. Staff at the Front Desk sell the gift certificates. They are located in the safe. Refunds All classes paid for with a check or cash will be refunded with a check processed by the City accounting office. The refund process takes up to 2 weeks. All classes paid for. with a credit card will be refunded to the same credit card. Credit balance refunds will be paid with a check also. You will learn the process for refunding a credit card. NO CASH REFUNDS WILL BE GIVEN. Programs/ Activities If a class is canceled due to low enrollment, a refund will be placed in the patron's household account (a request may be made to Recreation Services Rep for a check to be mailed). After this the participants will be called and at this time they can decide to either leave the money in their account for use at a later date, have a refund mailed to them, or receive a credit card refund. 32 No Text City of Fort Collins Personnel Policies and Procedures Revised: May 30, 2006 Section 3 Punch -card Refunds There are no refunds on punch cards. (Punch cards do not expire and are transferable). Insufficient Funds If a check is returned due to insufficient funds, the patron will be charged a $20 administrative fee and is required to pay for program/activity with cash or credit card only!! A hold will be placed on the account until money is paid. Vending Machine Refunds If a patron puts money into a vending machine and does not get the product, locate the appropriate refund bag, fill out all information on a refund slip, and reimburse the patron the amount lost in the machine from the refund bag. If a patron gets an extra product and they turn it in, leave it in the drawer and return it to the vendor when he comes in to refill the machines. If a machine needs a repair, look in the Trouble Shooting Guide for the phone number and log. The vending company will reimburse the refund bag when they come in to fill the machines. Products, Daily Admission Refunds We do not generally give product (padlocks, tokens) refunds. If it is necessary, take back the product, and write a note including name, address, and phone number of the patron. Submit it to the Recreation Services Rep, and the patron will have a check sent to them. This process typically takes about 2 weeks. If a patron needs a refund for a daily admission (ie if they planned to work out, but forgot their gym shoes), give them a guest pass for a free admission. If they demand a cash refund, please contact the Recreation Services Rep or your supervisor. TROUBLE SHOOTING If we are low on supplies Restock and make sure to let the Recreation Services Rep know so it can be ordered before we run out. If you have Phone or Computer Problems Inform the Recreation Services Rep, a Coordinator, Supervisor, or Manager. Phone numbers are on the Full Time Staff phone list. If it is the weekend, you may page the IT person for Recreation. That number is listed on the emergency contact phone list. If the POS is down Write down all transactions so they can be entered when the system comes back up. A manual receipt should be issued to the patron. If there is an Incident or Accident Fill out an Incident or Accident report form and turn in ASAP to your supervisor. 33 If there is a maintenance problem Use the Troubleshooting Guide. There are many scenarios listed in the binder, with solutions of what to do or who to call. If you cannot resolve the issue on your own and there is not a supervisor present, use the maintenance pager number listed in on the emergency phone list. Weather Conditions, Early Closure, or Late Openings Contact Recreation Coordinator or Supervisor for instructions. Consider the following: News weather reports. Are Schools closing the next day? Amount of patrons in building? Road Conditions? Are Programmers canceling classes? Staff who will open/close will receive a phone call if there will be a delayed opening or early closure. The City's Inclement Weather Policy Recreation facilities can be closed for business if the City Manager declares the city under a state of emergency or the Recreation Director or Recreation Area Managers determine the need to close facilities or delay start times for facility use by the public. Facilities/Staff Affected by this Procedure: EPIC, Mulberry Pool, Senior Center, Northside Aztlan Community Center, The Farm, City Park Pool (summer only),and Recreation Staff at 215 N. Mason. NOTE: This policy does not apply to facilities that are not staffed fulltime, such as the Pottery Studio, Youth Activity Center, and Club Tico. Staff members responsible for activities at these facilities should contact their supervisors for instructions and updates. Procedure: 1. When it is determined that facilities will close or open the next day later than normally scheduled, a designated Recreation staff member will put the information on the Recreation Weather Conditions City Line. 2. Full-time staff, hourly staff, and volunteers should call this number for updates: 416-2489 code 5169. 3. When recreation facilities close under this policy, the following procedure will be used for re -opening: If the weather emergency is lifted and the facility opens the following day, recreation facilities will not open until 8:00 a.m. All staff should continue to check the Recreation Weather Conditions number above for updates. Examples: • If a facility closes at 10:00 AM on a Wednesday, it would not be re -opened until 8:00 AM on Thursday. • If a facility closes early at 6:00 PM on a Wednesday, it would not re -open until 8:00 AM on Thursday. 34 • If a facility closes early on Sunday that is typically not open on Monday (ie., The Farm), staff at that facility should contact the supervisor and check the Weather Conditions number listed above. 4. It is also always prudent to tune in to local radio or watch the City television channel 14 (channel 45 in the county) for weather updates. Emergency Procedures Manual It is important that you are familiar with what to do in case of any emergency situation. The Emergency Procedure Manual will go over the following emergency procedures: Civil Fights/Disorder Suspicious Order Power Failure Action Plan Evacuations Bomb/Phone Threats Tornado Action Plan Fire Action Plan Injury or Illness MSDS The Material Safety Data Sheets show what products/cleaning chemicals we use at this facility, and how to use them safely. They also tell you what to do if a chemical has been ingested or is causing an adverse reaction. These sheets are on the list of things to take outside in case of fire (along with the cell phone and first aid kit). The sheets are located in the Emergency Procedures Manual. All products brought into NACC should be accompanied by an MSDS form. BOARDS/ COUNCILS/COMMISSIONS Fort Collins City Council Meeting Minutes Council meetings, and the minutes following them are.always open to the public. We post the upcoming agenda most recent minutes in the lobby. Fort Collins City Council meetings are held at 6 PM on the 1s` and 3rd Tuesday of every month at City Hall Council Chambers on Laporte Avenue. Parks and Recreation Advisory Board Meeting Schedule: 4th Wednesday each month, 5:30 p.m. Community Room 215 North Mason Senior Advisory Board Meeting Schedule: 2nd Wednesday each month, 1:30 p.m. 35 Fort Collins Senior Center 1200 Raintree Dr. Youth Advisory Board Meeting Schedule: 1st Wednesday each month, 6:00 p.m. Northside Aztlan Community Center 112 E. Willow Northside Aztlan Community Center Advisory Council Meeting Schedule: 3rd Wednesday each month, 6:30 p.m. Northside Aztlan Community Center 112 E. Willow Meetings are subject to location and/or time change. Official notes of time and location will be posted in the lobby. CITY OF FORT COLLINS RECREATION FACILITY OVERVIEW Northside Aztlan Community Center (NACC) — 112 E. Willow This 50,000 square foot facility opened in October 2007. NACC is open year round, 7 days/week. The Center's features include: • Triple gymnasium with elevated running track • Fitness classrooms, cardio & weight training areas, locker rooms • 4 classrooms, 3 community/meeting rooms, game room/lounge, computer lab, kitchen, a beautiful lobby, concessions and sitting areas. • Skate Park and lit outdoor handball courts. NACC full-time administrative staff is housed at this facility along with various part-time staff running programs at the facility. Programs offered at this facility include: fitness classes (aerobics, spin, pilates, yoga etc.), pre-school classes, after school program, cooking, art, senior programs and trips, tutoring, drop -in organized sports such as basketball & volleyball. Senior Center — 1200 Raintree Drive This 40,000 square foot facility opened in 1995. • Classes, special events and drop -in activities for ages 18+ • 25 yard, 4 lane lap pool and spa • Jog/walk track • Classrooms, and Multi -use area with stage • Pool tables • Craft rooms • Kitchen and lounge • Media center and library 36 Edora Pool and Ice Center (EPIC) — 1801 Riverside EPIC opened in 1987. A second sheet of ice was added in 2003, bringing the facility to 118,000 square feet. • Indoor 50 meter X 25 yard pool with two 3 meter and two 1 meter diving boards. • Separate warm water pool and separate wading pool with spectator seating • Two indoor 200' x 85' ice arenas with spectator seating • Cardio/weight room • Multi -purpose room Mulberry Pool — 424 W. Mulberry • Indoor, 25-yard pool with 1 meter diving board and interactive play structure • Spa, spectator seating, and classroom • Learn to swim classes, recreational swim, and lap swim daily. • Upper level classroom houses our youth movement and dance classes and is available for birthday party rentals. • Learn to swim classes, and open swim hours daily City Park Pool — 1599 City Park Drive • Outdoor pool with 30-foot drop slide and curly slide • Lazy river, shallow water, geysers, and play structure • Separate wading pool for toddlers • Hours of operation are June -August • City Park Railway and paddle boats nearby • Indoor facility, Club Tico adjacent to the pool — dance classes and rentals. The Farm — 600 N. Sherwood • Farm animals • Hands on learning and interactive family fun • Birthday parties, multi -use room for rentals • Youth classes & pony riding lessons • Pony rides & hayrides • Open hours year-round Youth Activity Center (YAQ — 415 E. Monroe • Classes for youth ages 15 mos-12 years • Two classrooms • Full court gymnasium — drop in hours • Gym rentals available Pottery Studio — 1541 W. Oak • Classes for all ages • 12 kick wheels, 12 electric wheels, 6 kilns • Work areas for throwing and hand building 37 TABLE OF CONTENTS FULL-TIME STAFF CONTACT LIST p2 BUILDING REPAIRS & MAINTENANCE contact p3 ORGANIZATIONAL CHART p4 WELCOME. p5 GOAL p6 POLICIES Information Distribution & Postings p6 Correct use of "Recreation" p6 Appearance p7 Language p7 Schedule p7 Personal Visits/Phone Calls p8 Staff Phone Numbers p8 Punctuality/Sickness p8 Finding a Clerical Sub p8 Finding a Building Attendant Sub p8 Staff Meetings p9 Beginning and End of Shifts p9 How to Answer Phones/Transfer Calls p10 Office Equipment p10 Slow Times p10 Timesheets/Pay Periods P11 Evaluation p11 Employee Disciplinary Actions P11 Facility Keys p15 Communication p12 Patron Issues p12 Handling the Media p12 Parking Lot p12 Staff Breaks p12 Computers p12 Personal Use of City Equipment and Supplies p13 Use of City Vehicles p13 Reporting Accidents in a City Vehicle p13 Work Stations p14 Workman's Compensation (Employee Injury) p14 Harassment Prohibited p15 38 Everyone's Responsibility p15 Alcohol and Drugs p15 Tobacco Products p15 Volunteer Policy p16 Pick up and Transport of Youth p16 Facility Code of Conduct p17 Staffing Flow Chart for Suspensions p19 Sports Code of Conduct p19 CUSTOMER SERVICE p21 Complaints and Service Requests p22 Free Passes p23 Comment Cards p23 INCIDENTS AND ACCIDENTS Incident Reports p23 Bloodborne Pathogens p23 Safety p23 Participant Injury or Accident p23 First Aid Supplies p24 AED — Automatic External Defibrillator p24 NORTHSIDE AZTLAN COMMUNITY CENTER FACILITY TOUR Hours & Usage p25 Multi-purpose/Activity Rooms p25 Gymnasiums p25 Running Track p25 Classrooms p25 Maintenance Closet p25 Game Room/Lounge p25 Computer Lab p26 Cardio & Weight Room p26 Weight Room General Rules p26 Cardiovascular Area Rules p27 Free Weight Area Rules p27 Locker Rooms p27 Back Office/Work Room p28 Locker/Equipment Checkout p28 Lost and Found p28 RECTRAC Software p28 .Log- In ID/ Passwords p28 Point Of Sales (POS) p28 FEES p29 Punch/Swipe Cards p29 Fitness Class Participants p29 Special User Groups p30 Recreation Department Employees p30 What about Out of Town Guests? P30 What's the charge to just use the Shower? P30 39 MAKING A SWIPE CARD p30 REGISTRATION INFO p30 Update Household Info p30 Liability Waivers p30 Credit/Transfer/Refund Request p31 Looking Up a Class, Printing a Roster p31 Reduced Fee p31 FACILITY AND ROOM RENTALS p32 GIFT CERTIFICATES & REFUNDS Gift Certificates p32 Refunds p32 Programs/ Activities p32 Punch -card Refunds p33 Insufficient Funds p33 Vending Machine Refunds p33 Products, Daily Admission Refunds p33 TROUBLE SHOOTING If we are low on supplies p33 If you have Phone or Computer Problems p33 If the POS is down p33 If there is an Incident or Accident p33 If there is a maintenance problem p34 Weather Conditions, Early Closure, or Late Openings p34 The City's Inclement Weather Policy p34 Emergency Procedures Manual p35 MSDS p35 BOARDS/COU NCILS/COM MISSION Fort Collins City Council Meeting Minutes p35 Parks and Recreation Advisory Board p35 Senior Advisory Board p35 Youth Advisory Board p36 Northside Aztlan Community Center Advisory Council p36 CITY OF FORT COLLINS RECREATION FACILITY OVERVIEW Northside Aztlan Community Center (NACC) p36 Senior Center p36 Edora Pool and Ice Center (EPIC) p36 Mulberry Pool p37 City Park Pool p37 The Farm p37 Youth Activity Center (YAC) p37 Pottery Studio p37 40 Important Phone Numbers Lisa Ratajczak, Child Development Coordinator Office/Voicemail 416-2528 Home 266-1686 Cell 556-1158 Marc Rademacher, Child Development/Sports Supervisor Office/Voicemail 221--6309 Cell 222-4205 Jeff Mitchell, RAD VAN Coordinator Cell 970-556-9833 Northside Aztlan Community Center Front Desk 221-6655 Pay Periods and Pay Days • It is your responsibility to fill out your own timesheet daily and turn it in on the designated day. Failure to do so, will result in you not having a check on pay day. • The City will pay you every other Friday. The following is the pay schedule for 2008. 2008 Pay Periods Pay Period... Pay Date... June 2 — June 15 *(13th) June 20 June 16 — June 29 *(27th) July 4 June 30 — July 13 *(11th) July 18 July 14 — July 27 *(25th) August 1 July 28 — August 10 *(8th) August 15 August 11 — August 24 *(22"d) August 29 * Please have your hours submitted to Lisa by 9:00am on these dates. Welcome to the City of Fort Collins Recreation Department! We are excited to have you join us this summer. You,will be part of a team that can make a difference in the quality of life of every member of this community. Every team member makes the difference. You will be working with all types of people, participants, and fellow staff members. Your job may require that you do some routine work or perhaps some new and unusual things. Whatever your role in our organization may be, all of us are dedicated to giving service and providing learning to others. Giving service to others is a highly disciplined field. You might say we work while others play. The operation of the Recreation Department is a total team effort, requiring skills of many crafts, the knowledge of many professions, and the work and cooperation of every staff member involved. When we all work together as a team, it adds up to maximum enjoyment and learning with little frustration. In this manual we have provided you with information which will enable you to perform your duties to the best of your ability. The information will give you a foundation upon which you will build your opportunities while working with us. 3.5 Eligibility Lists A. When filling vacant positions, except for vacancies resulting from demotion, reassignment, transfer or reductions in force, the Human Resources Department may submit an eligibility list to the department or supervisor making the hiring decision. An eligibility list consists of one or more names of applicants for a position who, based upon the results of examinations or other screening processes, appear to have at least certain minimum qualifications for the position. B. Eligibility lists are intended to be a convenience for supervisors making hiring decisions, and should not be relied upon by applicants for any purpose. Eligibility lists are not a guarantee that any particular applicant will be hired, that applicants will be selected only from the list, that applicants will be selected in any particular order, or that the vacant position will be filled. Moreover, the appearance of a name on an eligibility list is not a certification that the applicant is qualified for or able to perform the position. 3.5.1 Examinations and Screening Processes Applicants will be selected for the eligibility list based upon their qualifications as determined by examinations and/or other screening processes, or combination of such processes, as determined in the discretion of the City. Examinations may include but are not limited to oral tests, written tests, physical tests, psychological tests, performance tests, polygraph tests, and controlled substance and/or alcohol tests. Other types of screening processes include evaluation of past performance, education, training, and/ or experience. 3.5.2 Hiring from an Eligibility List If there is a current eligibility list for a position, the supervisor making the hiring decision may select any applicant from the list for that position. In making the selection, the supervisor may interview and check the references of one or more applicants from the list. If the supervisor does not select an applicant from the eligibility list, the Director of Human Resources may terminate the list and re -open the selection process for the position. 3.5.3 Removal of Names from List Any applicant's name may be removed from an eligibility list under the following circumstances: 1. At his or her request; 2. If the applicant cannot be contacted at his or her last known telephone number, or does not respond to communication mailed to his or her last known address, within 5 days; City of Fort Collins Personnel Policies and Procedures Revised: May 30, 2006 Section 3 City of Fort Collins Recreation Division Youth Programs Missions. Mission for the City of Fort Collins: G Goals - we look to the future R Responsibility — we take action E Employees — we make the difference A Attitude — we take pride in our services T Teamwork — we work together Mission for the Recreation Department: • Providing and promoting a variety of recreational, educational, and leisure activities; • Advocating for health, well-being, and personal growth; and • Facilitating the efforts of service providers who share similar interests. Mission for Youth Programs: To enhance the quality of life for children and their parents where: CHILDREN experience a nurturing atmosphere, age appropriate activities and challenges, field trips, consistency, choice, and community building. PARENTS feel a high comfort level and can, without hesitation, depend on staff to provide the best care and quality program for their child. STAFF are trained/hired based upon their ability and desire to provide a fun, safe program, to work effectively and as part of a team, and to show respect and genuine concern for children and families. Why The Kids Need You • Idle time during the summer poses a significant risk to children, especially if they are left home alone. There is a relationship between high risk behaviors and being left unsupervised or without a safe and engaging place to be. • Recreation programs have been developed to enhance self-esteem and prevent early substance abuse and school drop -out. _ Program Overview • It is our goal to provide an educated staff that is aware of the needs of each individual child. We believe children need a place to feel good about themselves. Enhancing a sense of belonging and self-esteem is integral to our program. We provide positive enrichment and guidance to foster initiative and independence so that children learn to make healthy choices for themselves. Activities are age appropriate and include arts and crafts, indoor and outdoor games, nature, cooking, drama, movement, music, outdoor education, team building, cultural awareness, and individual time for rest. • Specialists visit RAD Van sites and provide informal activities on nutrition, healthy choices, and other special topics. These activities are facilitated by Healthy Kids Club and provided by Poudre Valley Health System and other invited professionals. • Children can expect comfortable surroundings, freedom within structured limits for socialization, positive discipline techniques, and opportunities to assume responsibility and strengthen positive peer and adult relationships. We strive to meet special needs unique to the child and family. Parents can expect a friendly atmosphere, qualified and dedicated staff who will keep them informed, and a feeling that we are all an important part of the "team". Goals for All Youth Programs • To provide a safe and enriching environment where children have numerous options to participate in age -appropriate educational and recreational activities. • To develop respect and help children learn to communicate in a healthy manner. • To provide a quality caring staff who foster positive relationships and are sensitive to the wide range of cultural, socio-economic and individual needs of children and families. • To build assets for kids that will make them more likely to grow up healthy, caring, and responsible. City of Fort Collins Recreation Division Youth Program Policies The Quality of the Program is as Good as it's Staff Our goal is to provide high quality programming for children. Therefore, employees shall be attentive to the needs and safety of each child. Staff shall exercise clear and knowledgeable judgement; shall respect the confidentiality of parents, children, co- workers, and the public; and shall create a supportive and enriching atmosphere. Staff members shall act courteously at all times in order to create an environment that instills respect for others. You must continually remind yourself that as an employee for the City of Fort Collins, you are here to serve the public and your actions represent the entire City. What We Expect from Staff A commitment to children, the desire and ability to share skills and knowledge and feelings with children; to provide a fun and caring environment and respect the children as well as other staff members. We require an individual who is willing to grow and learn. We expect our staff to have the ability to be firm, yet fair; to guide and redirect a child's inappropriate behavior while using discretion and sound judgement; to communicate positively and effectively with the Recreation Division staff, parents, and co-workers. Teamwork, Trust, Communication, and Cooperation • Each one of us has a valuable contribution to make. • We are constant role models for children. • The best program is achievable when we work cooperatively to blend individual strengths of staff — TEAMWORK! • Support of each other is the best way to maximize all of our potentials. • Asking questions is ALWAYS okay! Attendance • Arrive to work on time and before the children arrive (or sooner, if requested). Your supervisor will inform you of the time you are to arrive at work. Some classes you will need to be at work 15 or 30 minutes prior to the start of the class. • Be here and now for the kids —the kids' needs must come first; leave your other job or situation at home. .___L_ Late/No Show Policy 3 strikes and you are out. If you are late to work and do not call in before the start of your shift, you will be charged with a late and this is 1 strike. . If you do not show up for a shift, this is a no-show and equals 2 strikes. Any 2 strikes you will be put on probation. If you receive a third strike during your probation period, you will be separated from your position. Time Off • Your attendance is important to the children and to your co-workers....they are all counting on you! Consistency is necessary to maintain an effective program. • Time off is discouraged. It is an inconvenience to the rest of the staff and may leave them short-handed. Time off must be pre -arranged to best cover your absence. This day is unpaid. You are required to make arrangements for covering your shift with another staff member. This needs to be checked with your lead staff member prior to finding a sub. • Communicate well in advance with your immediate supervisor when requesting time off work. • Must be approved by supervisor. Approval will be based on individual program needs. • We will work with you, however your request can not be guaranteed. • Unscheduled absences may. result in disciplinary action or termination. If You are Sick • Call your supervisor immediately (at least 2 hours before your shift starts). • Notify your lead staff member and discuss calling for a sub. • Unscheduled absences may result in disciplinary action or termination. o� Dress • It is important to dress in a manner that speaks to our respect for children and parents. Dress is casual and should be suitable for active play. • Nametags are to be worn at all times. • Staff shirts must be worn on the first day of each.session and on any field trips. • One-piece swimsuits or tank-inis are required for swimming field trips and other water activities. • Mid -thigh length shorts, jeans, capris, or work-out pants are appropriate dress. • No shirt may be revealing of any undergarment or cleavage. No thin straps on shirts. • Shoes must be appropriate for active play, running, jumping, etc. • No drug, alcohol, tobacco, or bar advertisements on clothing. • Tattoos depicting violence, profanity, or sexually explicit content must be covered at all times. You will be asked to go home and change if you come to work in inappropriate attire. Use respectful language to co-workers,_ Passers-by.aett Never refer to others in slang terms I Profanity, sexual jokes and innuendoes, sharing intimate details of one's personal and any'type of harassment while working is prohibited "PUT DOWNS", gender and racial slurs, or minimizing individuals in any, way wi NEVER BE TOLERATED J_____ _— Transportation in Personal Vehicles • NEVER transport children in your personal vehicle. • If you are transporting children in a city vehicle, never be alone with just 1 child. Outside Contact with Participants • Staff members are discouraged from baby-sitting participants outside of the program. • We recommend that you do not invite participants to your home outside of the program. Volunteer Policy • Prospective volunteers must submit a completed City of Fort Collins Volunteer Application. • Applications are screened and a background check is done (they may only begin when the background check is approved by city staff.) • The program supervisor completes an interview and orientation. • Volunteers will act as assistants to the program staff and will not be left alone with children. Employee Disciplinary Actions The purpose of discipline is to change and employee's behavior so that they may become more effective within the organization. Discipline is designed to remedy a situation and is not to be used as a "get even" for something that has occurred. In order for the action to have a positive effect, the action taken must be appropriate for the offense in question and must be consistently applied among employees. The following list of possible offenses is not intended to be exhaustive, but merely illustrates the types of offenses, which may warrant disciplinary action by the City: ■ Absenteeism and tardiness (See Late/No Show Policy) ■ Failure to call on time to let a supervisor know you will be late or absent �'� ■ Quitting work early ■ Not paying attention to work ■ Violating a safety rule or practice ■ Poor job performance ■ Reporting to work impaired due to the use of drugs or alcohol ■ Refusal to do an assignment (unless it endangers your health or safety) ■ Use of any City property or equipment for personal use ■ Use of City position for personal gain or benefit of friends or acquaintances ■ Incompetence or inefficiency in performance of job duties ■ Theft or intentional destruction of City property ■ Falsification of City records ■ Commission of a felony while employed by the City L Sexual harassment or discriminati(; i Disciplinary action may take various forms, including, but not limited to: oral and written reprimands, suspension, demotion, or termination. Communicating Effectively with Participants Learning to communicate effectively (both verbally and non -verbally) with kids will help you get things done and prevent you from getting frustrated. • Have a signal for getting their attention Use a hand clap, a countdown from 5, or a hand in the air. Never Raise your voice and expect a group of kids to respond. Have a signal for when they can begin the activity, like "okay", or "begin". • Limit the number of directions Younger kids can only handle a one or two directions at a time. Have kids complete a few tasks and then come back for more instructions. • Avoid giving orders Explain what they "get to do." If you need help, ask them instead of tell them, they will respond better. Giving choices empowers children (i.e. would you rather pick up jump ropes or cones?) Planning Activities It is important to think through all the details of an activity you plan. questions they may ask. • Plan Effectively Get their attention. Tell them the plan. Show them how it works. Do it together. Let them do it alone. Follow -up with questions and tie it all together. • Keep it hands-on Children remember: 5-10% of spoken or written communication 40-60% of what they role-play 80-90% of what they directly experience in other words, Think of all the What I hear, I forget What I see I remember What I do, I know Keep it simple. Avoid cramming a lot of information into a short time. Work at a slow steady pace to be sure all kids understand and keep up. Have a plan for the kids who finish early. • Encourage thinking Ask open-ended, follow-up questions. Encourage the kids to ask questions. Be clear about when it's okay to share stories (kids love to share). • Use creative methods for picking teams Have the kids group according to eye color, birthdays, clothing, etc. Avoid grouping by age or ability. • Utilize age differences positively Kids like to be helpers. Pair older kids with younger ones to help with projects. . Choose projects that allow room for personal expression and creativity. Program Planning • The program supervisor will oversee program planning and field trips. • Each member of the staff is required to plan and direct activities under the leader's guidance. Planning and leading of activities must be evenly distributed among staff. • It is very important to share the work load! Don't be afraid to jump in! • Be ready for the kids when they arrive! Always be 10 steps ahead to PREVENT kids from having to wait for you ... getting bored ........... behavior problems! • Be prepared with several choices for different interests and developmental levels. Supply Requests • Weekly planning meetings will include a Supply Request Form and a Program Outline Form. • Requests for supplies must be submitted no later than Wednesday of the week prior to the activity, so plan ahead! Equipment for Staff and Children Some examples of things to ask the children to bring: • Day pack/back pack • Lunch and beverage (encourage them not to bring items to be microwaved) • Sunscreen • Hat • Light jacket or raincoat on field trips • Labeled water bottles (encourage kids to drink LOTS of water!) Supervision of Children • All children must be supervised at all times. Count the kids regularly!! • For your own safety, at no time will a staff person be alone with a single child where they can not be observed by others. Staff will position themselves where other staff can see them. • NEVER be alone with a child in a room that locks and has no windows. • NEVER leave children alone on field trips. • Staff will make sure restrooms are not occupied by suspicious or unknown individuals before allowing children to use the facility. It is especially important to check at outdoor parks --�. and unfamiliar places. Staff will observe the doorway while kids are using the restroom. No child, regardless of age, should ever enter a bathroom alone on a field trip — send children in pairs and accompanied by a staff person. • In LOCKER ROOMS, an adult staff person MUST accompany children. If this is impossible, ask a recreation center staff member of the same sex to supervise them while they prepare for swimming. • Do not let children in public hot tubs unsupervised. A staff member must always accompany the children. Potty Policy If a child is not toilet trained, we are not able to change his/her diaper: - Check to see if parent is available to change the diaper. - If the number is available, you may call the parent. If a child is toilet trained: Only staff or volunteers that are specifically designated and trained or staff members may take a child to the bathroom. Never be in a bathroom alone with a child with the door closed. Only one Child: - Check the bathroom for anyone in there - If anyone is in the bathroom, you must stay in the bathroom with the door propped open. - If at anytime the person leaves and the bathroom is empty, you must stand in the doorway in plain sight of other staff. Two or more Children: - Prop the door open and stand in the doorway in plain sight of other staff. - Make sure the children go into the stall one at a time. - Monitor the children to avoid horseplay NO staff member or volunteer may touch the child at any time. This includes but is not limited to: - helping with buttons, snaps, zippers, etc. - pulling pants or underwear down or up on a child - helping a child onto or off of the toilet - or wiping a child These rules are designed to protect both the child and the adult supervisor. If you have any questions, please see a Program Supervisor. Guidance and Discipline - Laying the Groundwork • Positive guidance techniques including redirection, positive reinforcement, and encouragement will be used in discipline situations. Time away (cool down) may be used prudently and must always be followed with discussion so learning takes place. • Staff will set behavioral expectations and provide developmentally appropriate activities to minimize the need for disciplinary actions. • Greet every.child with warmth and enthusiasm, A child that feels welcomed and valued will be less likely to cause problems. As the kids enter, take the time to talk to each child. Ask them a question or two that shows you are interested in them. (i.e., what did you have for breakfast today? Or did you watch any thing good on Tv last night ... Any ideas on how we can have a good day today?) • Keep a regular schedule. Kids appreciate routine. Having a routine helps lessen the children's anxiety at having to worry or wonder about what is coming next. Start each day letting the kids know what the game plan is. Here is an example schedule: 9:30-9:40 Gather and greet/ quiet play instructors spend some one-on-one time with the kids 9:40-9:50 Group meeting: review rules, talk about the days agenda 9:50-10:30 Craft Activity 10:30-10:45 Snack 10:45-11:20 Physical Activity 11:20-11:30 Group meeting - let the kids know what is happening next time • Make sure everyone knows what the rules and expectations are. Before meeting the kids, you and your team should get an idea of what you want the rules to be. When you meet the kids, get their input. Children are more likely to follow and feel ownership of rules they have had a chance to create. Get the rules in writing. Give a copy to the kids, and post a copy if possible. Have everyone sign it. • Review and restate the rules frequently. You may find that you need to review the rules for every new experience, for example going on a field trip, or to clarify a situation that has come up. By constantly and consistently reviewing the rules you leave less room for loop holes. • Make a plan for transition times. The children will not finish their snacks at the same time or finish their crafts at the same time. Give them a choice of one or two quiet things they can do while they are waiting for everyone else to finish, such as reading/looking at a book or coloring a picture. The transition activity should be easily picked up and put down. If a child becomes too involved in their transition activity they could become resentful when asked to give it up to move on to the next group activity. • Always plan extra activities. Any time there is a lull in the game plan, "naughty things" can happen. You should have an extra activity or two planned as fill-ins for extra time. It can be as simple as reading a story, playing a game, or doing an extra craft project. • Don't take bad behavior personally. You will be working with children coming from different backgrounds, environments, abilities and developmental levels. Don't assume the bad behavior you are seeing has to do with you. Everyone has a bad day now and then. Some kids more than others. Take the time to find out what is going on with a particular child before jumping to conclusions. Remember we are here to teach through discipline, not punish through shame. • Treat the children with the same amount of respect you expect from them. You are a powerful role model. Show with actions and words appropriate behavior. • Compliment good behavior. One way to ensure continued good behavior is to acknowledge it. Kids getting enough positive attention will be less likely to try and get your attention negatively. Please note that it is necessary to be genuine. Like yelling too much, praising too much, results in the same thing ... the kids quit listening. What Kind of Rules Should You Make? Your purpose in working with children is to build positive relationships. This requires implementing some basic rules. Kids want to know their boundaries and feel secure when they know what is expected. Failing to set the expectations at the beginning can lead to discipline problems. • Have reasonable expectations. Establish a reason for each rule. Keep the expectations realistic (asking kids not to look at each other or touch each other is unrealistic and puts you in a position where you have to discipline them when they do it). • State the rules in a positive way. Keep your hands to yourself vs. Don't hit Listen when others speak vs. Don't interrupt Clean up your mess vs. Don't leave a mess • Let the kids help establish the rules.' It will empower them to have a say in the discussion, they will have more buy -in. Ask the kids what rules will help them feel safe. Use role-play to teach and reinforce the rules. • Live up to the rules that you set for the kids! If you decide that no one raises their voice, then don't do it to discipline a child. If you violate group rule, don't brush it off as not applying to adults. Children see through insincerity and they want things to be fair. Humbly admit your mistakes. Take it to their level and show them you are real. 3. If the applicant is screened out by any further examination or other screening process; 4. If the applicant does not accept an offer for the position; or 5. If the applicant is hired for the position. ISA Termination and Expiration of Eligibility Lists An eligibility list will be current for at least four months, and will automatically expire after 24 months, unless terminated earlier. The Director of Human Resources may, in his or her discretion, terminate an eligibility list at any time. City of Fort Collins Personnel Policies and Procedures Revised: May 30, 2006 Section 3 • Maintain your leadership. ' Trying to get the kids to like you may seem like a good approach; however it will cause you to compromise your standards. Remember that you are a leader, not a friend, and it is better to have respect than affection. When the kids know what to expect from you, they will naturally like you. Be patient! One Simple Rule: We Don't Hurt People Here You will find that once you have established the rules with your kids, all their rules will fit under this under this one big rule; we don't hurt people here, for example, one child calls another child a name (we don't hurt people here) or one child shoves another child (we don't hurt people here). In most situations the children will get the connection between this phrase and The Rules. Having a set phrase is helpful to both the children and the instructors. When a situation (large or small) comes up, you can simple say "We don't hurt people here". It puts the brakes on the situation until you have the time to discuss it or act on it further. Dealing with Discipline Discipline is an area that most leaders do not want to think about. Planning ahead and preventing problems before they happen is the ideal solution. • Use rewards instead of punishment When you see a child being creative or working well with others, tell them you appreciate their efforts. Don't announce rewards for hard work ahead of time. Instead, catch them randomly and offer a reward. Keep rewards simple — let them pick the next game, help pass out snack, etc. Let them solve their own problems When a child shares a problem with you, empathize with them. Ask them how they plan to solve the problem. Offer suggestions of what you would do. Congratulate them on solving their own problem. Be proactive with chronically misbehaved kids. Go to the child when they arrive and greet them away from the group. Show excitement to see them! Ask what they are going to do today to control their behavior. Wait for a specific response. • Use subtle ways to correct misbehavior Move close to a child Place your hand on the child's shoulder Pause in your speaking (if they are not paying attention while you're talking). Conflict Resolution with Kids Kids are never problems — behaviors are problems! 1. State the Problem: Billy, you're distracting Jane from listening when you tap her shoulder. Can you stop doing that? 2. Restate the Problem (if it continues): Billy, I've asked you to stop tapping Jane. You are distracting her — that's rude. Can you change what you're doing? 3. Redirect: Billy, I've asked you twice to stop tapping Jane. If you do not change what you're doing, I'll have to ask you to leave the group. 4. Follow Through: Remove Billy from the group. Be as discreet as possible by asking him to remove himself and sit away from the group (somewhere specific). 5. Follow Up: After a few minutes (about 3-7 minutes), follow up with Billy by following these guidelines: 1. Warm up, Ask Yourself Questions • How important is this conflict to me? • How can I explain the conflict in behavioral terms? • What do I want from the other person? • What are my feelings about this conflict? • Are my feelings in proportion to the seriousness of this conflict? 2. Communicate Like an Adult: 3. • State the conflict clearly and concisely • Separate the conflict from the person • Be a good, active listener • Be specific and state the problems in terms of behavior: "You interrupted me while I was speaking" vs. "You're a rude kid." • State feelings using "I" messages: "I feel upset when you hit your friends." Have a Plan for Change • State change(s) you want to see • List options for alternatives • Brainstorm with the other person • Be open to suggestions and options Child Abuse • Staff should report any suspicious or questionable marks, bumps, bruises, etc. to program supervisor for documentation, but may also report directly to the Department of Social Services by calling 498-6991. • Any suspicious comments made by a child should be immediately recorded and reported to supervisor for documentation and report to the Department of Social Services. • Abuse of children by staff of any type will not be tolerated and will be cause for immediate dismissal. This includes, but is not limited to the following: • physical abuse • verbal/mental abuse • sexual abuse • neglect Physical Touch • Staff will not touch children in areas of their bodies that would be covered by a swimsuit. • Staff will respect children's rights not to be touched. Don't hug children unless they ask for a hug or hug you. • Sitting on your lap is appropriate when a young child is in obvious need of appropriate nurturing. Children should sit on your knees and you should avoid frontal body contact. • Do not let children ride on your back, sit on your shoulders, or climb on you. • Staff will use physical restraint ONLY when the child is endangering himself or others. Staff will document when physical restraint is necessary, the situation surrounding the restraint, staff present, and the follow-up that was done. Report to program supervisor immediately. • Staff will refrain from intimate displays of affection towards others in the presence of children and parents. Children with Disabilities • The City of Fort Collins will make reasonable accommodations for access to City services, programs, and activities and will make special communication arrangements for persons with disabilities. • In most cases we will be notified at the time of registration if a child requires special arrangements. • If you have a participant in your program that you believe needs special assistance, we have a Therapeutic Recreation Specialist on staff to help. Please notify the program coordinator if you need to make arrangements. Field Trips • Make a permission slip/flyer for parents that clearly includes date and location of field trip, equipment needed, and return time. • Permission slips, liability waivers, and a first aid kit must be taken on all field trips. • Roll call and COUNT kids regularly. • Break into groups so that each staff member is responsible for 5-10 kids. • Know where the kids are at all times. • If you lose a child on a field trip: 1. Search no longer than 10 minutes before contacting the police. Never send children to search without a leader. 2. Contact security and/or police. 3. Call the program. supervisor. 4. Keep the children in one designated place. 5. Your supervisors will discuss the situation and contact the parents. 6. Document — Incident report to program supervisor with in 24 hours. Swim Field Trips • When swimming, all staff is to be assigned a group of kids they are responsible for at all times. (At Mulberry Pool, you may choose to do a zone coverage with staff members, depending on the number of children). • Be aware of pool rules! A pool staff member can go over pool rules and swim test rules before you enter the water. • All staff members must be in a swim suit and in the water at all times. The exception to this is if a staff member is supervising a child/children in the locker rooms. Before going to the locker room, let another staff member know and ask them to supervise any of your other kids or zones. • Kids must pass a swim test in order to swim in the deep water and use the diving boards. • Kids should never be alone in a locker room! Ever! • Keep shower time to a maximum of 2 minutes so that your program can stay on schedule. • RAD Van kids will not be allowed to purchase snacks. Snacks will be provided on the bus. Kid Safen • Weather. If you are working at an outdoor location or on an outdoor field trip, always think safety first. If thunder is heard in the area followed by lightning, get the children to safety. This could be a park shelter, BOB the Bus. For RAD Van, if there is rain or storms, RAD Van will be cancelled. It is the responsibility of the coordinator and leads to make this decision. • Administering Medication. By Colorado law, we are not allowed to administer any type of medication to children. If a parent requests this, please explain to them our limitations and recommend that they leave the medication in the child's lunch box and we can help by "reminding" 4 them to take it (i.e. eppipen, inhaler, cough medicine, etc.) • Shoes. The only time shoes may be off is at the pool. Shoes must be worn outside due to hazards such as BEE STINGS, GLASS, NAILS, etc. • Sunscreen. Parents must provide their children with sunscreen. Children apply their own sunscreen with supervision from staff. • Keep Kids and Staff Hydrated. Keep water on hand. Encourage kids to drink regularly. Headache and fatigue are the first symptoms of dehydration. Parent Communication Effective communication with parents is Essential! • Get to know the parents. • Always greet them when they come into the room and share something positive with them about their child regularly. • Never allow yourself to get into an argument with a parent. • Never "complain" about children in front of other children or parents. • Discuss, as a team, concerns you may have regarding individual children. • Approach each situation with enough knowledge of the history of the child's behavior, home situation, and other staff input, so you can present yourself as a true professional who cares. Emergency Procedures • All staff must be current in CPR and First Aid • Remember Universal Precautions when caring for an injured child. Protect yourself with gloves. Wash hands thoroughly with soap and hot water. Disinfect all contaminated surfaces. • Minor Scrapes and Bruises should be taken care of according to first aid training. • Have the child clean his/her own wound with soap and water if it's minor. • Document the injury. • Notify the parent by phone or when the child is picked up. Repeated cuts and bruises on a child could be misinterpreted as neglect or child abuse. • Serious Accidents should include the following steps: i Staff member who stays with the injured child should: (Q� ✓ Remain calm. I ✓ Send a reliable child to notify another staff member immediately. l� 1 ✓ Firmly request other children to stay clear. ✓ Stay with the child at all times... reassure them that you will stay there. ✓ Treat life -threatening situations according to CPR/First Aid training. ✓ Do not discuss the child's prognosis or express fear ... if unconscious, they may hear you. Staff who goes for help should: Call 911 immediately: Give pertinent information... let the operator hang up first. ✓ Obtain the child's medical release form. ✓ Direct another staff member to wait for the emergency equipment at the parking entrance. ✓ Immediately notify parents or emergency contact and ask if parent wants to meet you at your location or at the hospital. ✓ Notify a supervisor of your location and the nature of the emergency ASAP. ✓ Follow-up with an Accident Report and submit within 24 hours. s Note: Call 911 if you have any question about how badly injured the person is or how he/she should be treated. It does not cost anything to receive emergency assistance. Emergency personnel will decide if the child needs to be transported to a hospital. Employee Accident Reports • All drivers must have completed the City's Defensive Driving Online -Class. • Employees involved in accidents while on the job, during scheduled hours, will be covered by the State Workman's Compensation. You must report the injury immediately to a supervisor. A Workman's Compensation form must be filed with the program supervisor with in 24 hours. Report all injuries, even if minor. Operating City Vehicles • You must possess a valid Driver's License, and have it with you! • You must have completed the Defensive Driving course in order to drive a city vehicle. • Employees that have lost their driver's license must notify their supervisor by the next working day. • Use of City vehicles is for official City business only. • Under no circumstance, will any employee purchase, carry, or consume any form if alcoholic beverage while using a City vehicle. • Allow no one other than a City employee to drive a City vehicle. • Always wear a seatbelt when driving a City vehicle or driving a personal vehicle on City business. The consequences of not buckling up could be: serious injury, the refusal of the City insurance carrier to cover injuries, or the reduction of compensation, and/or possible disciplinary action in accordance with the City personnel regulations. • All passengers must wear a seat belt at all times. Do not pull away until you know everyone is buckled up! • There is a separate required DOT training for any staff person that transports children in City Vehicles. Accident Involving City Vehicle If while operating a City owned vehicle or a privately owned vehicle in the performance of official duties, an employee is involved in an accident resulting in personal or property damage, he/she shall: ✓ Notify the police immediately. ✓ Request that all parties and properties concerned remain at the scene of the accident until a law enforcement officer releases them. ✓ Check for proof of insurance and registration from other parties involved. ✓ Report the accident to your supervisor immediately. FB for7ffe� ✓ Refrain from discussing the accident with anyone other than the investigating officer, appropriate City officials, and representatives of the insurance company designated by the City, and your own insurance representative (if your personal vehicle is involved). ✓ Complete an Accident Report Form and submit within 24 hours. Date: I , as the parent or legal guardian of in consideration of my child's participation in the City of Fort Collins Recreation Department program titled , hereby give consent for the City of Fort Collins, its employees, volunteers or agents ("City") to provide emergency medical care to my child under whatever conditions are necessary to preserve the life, limb or well-being of my child. In particular, I give permission to the City, in the case of emergency, to administer to my child. I understand I must provide this medication; that the City will not provide it, and I have given directions below for the proper administration of this medication. On behalf of myself, my child, my heirs, executors, administrators, personal representatives, and assigns, I hereby release and hold harmless the City of Fort Collins and its officers, employees, volunteers, and agents from any and all liability for any and all claims and causes of action which I may hereafter have on account of any and all injuries and damage to me, my child, or loss of any other sort, arising out of or relating to providing my child with emergency medical care as described above. Directions for usage (must be filled in by parent or guardian): Signed: Date: �7 MUM 9UPP aGIC�Dffl0G? Summer 2008 No Text 3.6 Promotions, Transfers, Demotions and Reinstatement 3.6.1 Promotions A. A promotion is a change to a position in a higher pay grade within the City. A promotion can only occur if the employee applies and is selected for a vacant position in a higher pay grade. Employees may apply for promotional positions by submitting the appropriate application form to the Human Resources Department by the deadline established in the job announcement. If an employee accepts a promotion to another department or division, the employee should give two weeks written notice of the promotion to his or her current supervisor. [rev. 3/1/01 ] B. The department with the vacant position ("hiring department") may, in its sole discretion, give promotional applicants preference over reinstatement applicants and outside applicants. In addition, the hiring department may, in its sole discretion, select a promotional applicant without advertising the vacant position externally. The City Manager may, at his or her sole discretion, choose not to advertise by either the open or internal method for the appointment of unclassified management positions that report directly to the City Manager. Hiring departments are not obligated to give preference to or hire applicants for promotion. [rev. 5/9/01 ] C. On the effective date of the promotion, the employee will ordinarily begin to receive wages within the salary range of the new position. If the employee's pre -promotion wages were below the salary range for the new position, he or she will be eligible for a promotional increase consistent with the Compensation Administration Policies currently in effect. [rev. 7/13/991 D. The amount of wages paid to promoted employees is within the discretion of the City, and such decisions are made jointly by the hiring department and the Director of Human Resources. The hiring department assigns promoted employees to the appropriate pay level. 3.6.2 Acting or Interim Appointment An "acting" or interim appointment designates an employee to a management level position for a temporary period of time, and grants the interim appointee the authority and responsibility normally associated with that position. The interim appointee serving in an acting or interim capacity for longer than 30 consecutive calendar days will be given a pay differential to bring him or her to a commensurate rate of pay no less than the minimum salaryand no more than the maximum salary of the temporary position. The term of the appointment may vary according to the needs of the City, but typically will not exceed 12 months. [rev. 7/13/991 City of Fort Collins Personnel Policies and Procedures Revised: Alay 30, 2006 Section 3 Summer Staff Training Recreation 2008 Language • Use respectful language to co-workers, passers-by, etc. • Never refer to others in slang terms. • Profanity, sexual jokes and innuendoes, sharing intimate details of one's personal life and any type of harassment while working is prohibited. • "PUT DOWNS", gender and racial slurs, or minimizing individuals in any way will NEVER BE TOLERATED. During summer staff training the topic of Sexual Harassment is covered and expanded on while reviewing the staff manual. See above. Specific examples are given to better define Sexual harassment and to increase staff awareness. See examples below: 1) A group of patrons is standing near the front desk at the YAC and speaking in Spanish. They are making inappropriate remarks about the staff member at the front desk. (Commenting on the size of her breasts, saying they would like to "do her") They think she can't understand them; however she is fluent in Spanish. 2) On a lunch break, 5 staff members are talking and eating. 3 of the staff members start telling sexually explicit jokes. 3) A 10 year old in a program is making comments that he has heard from home like, "you are hot", "that girl has big tits" etc... 4) A dad of one of the kids in a program asks out a female staff member. She repeatedly tells him "no". He starts calling her at home and leaving her notes. 5) A male staff member working with a day camp program jokingly slaps a 12 year old girl on her bottom. He doesn't have a sense of appropriate boundaries. No Text 0 am La, E cn 4-a N E CD CIO 2 X cn VJ D co E W N Q E O U . W O cn Z) .. 4-0 cn a) 4-0 .C: O A w Al N E _O E a) A u Q a) a i O O o � a J .,r O U m 0 a) N U O 0 E cy)Q a) -0L O i O � a) nC `V �L Ll cn L O C6 0 CD C 4-0 a) cn CO O U a) , cu N C U O N U Q co U) a) ry cn C C6 co U L 0 c L O U co 4- 0 a) C C/) O C m O U a a) E a) -a E O (6 Ai U c 0 cz O 4- j L a) 0 _U _U O C ; cz cU � o O � 0- "0 W No Text No Text No Text ■ ■ 99 ■ No Text 16.3 Pay Differentials A. A pay differential refers to employee compensation while temporarily reassigned to a higher level position or assuming a significantly higher level of responsibility for any period exceeding 30 consecutive calendar days. A pay differential may not exceed 6 months in length unless extended with the consent of the Human Resources Director for up to an additional 6 months. In order for the City to carry on all necessary operations, it is sometimes necessary for an employee to temporarily assume the duties of a position in a higher pay grade in addition to regular duties. This might be required because of emergency situations such as sickness, injury, or resignations. [rev. 11/7/08] R This does not mean that temporary replacements must automatically be assigned whenever a supervisory employee is absent. When the department head appoints an employee on a temporary basis, the department head will make the appointment in writing and notify appropriate parties. Any such reassignments to higher positions may be terminated at any time, with or without cause and at the discretion of the department head. [rev. 7/13/99] C. Rate of pay will not be affected unless the period of temporary reassignment to the acting position exceeds thirty (30) consecutive calendar days. In such cases, the higher rate will be paid for all time in such position, except that an employee in such position will not be paid at the higher rate while on extended voluntary leave. The rate of pay increase will be consistent with the Compensation Administration Policies currently in effect. [rev. 7/13/99] 3.6.4 Transfers A. A transfer is: [rev. 1/7/02] 1. A voluntary or involuntary lateral move to a different position in the same classification or pay grade; or [rev. 1/7/021 2. A voluntary move to a position in a lower pay grade; or [rev. 1/7/021 3. An involuntary move to a position in a lower pay grade deemed necessary to implement an organizational change or restructure. [new 1/7/02] R Voluntary Transfers 1. a. Employees may apply for a transfer by submitting a written application form to the Human Resources Department either: i. Prior to the time a vacant position is advertised; or ii. After the time a vacant position is advertised but before the application deadline specified in the job announcement. 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'S f! N G. N Vl O V) U. O O O O O C` O O O S .".• "' x c"i ono o n` e o' .To r v o To o" _M' c w= o F ry ry ry F~ ry ry ry F ry ry ry ry ry F ry ry F ry ry ry ry ry F ry ry F ry ry N S- 2 x x S x S 2 S x 2 �' o=c- - - o_ O_ o 0 0- c O o 0 - o---`o -- o-- as 'SSa_aaSaaaa4�aS_, Saaziiia a-4 ! ; a a_ F�O O Y. O O i N U m m m n O O O O s- vOi S S O O N N M . o o S o c h O V' O O V rv= X o O- G a o a 0 0 o a o" o 0 0 0 0 U U V V u u u U U U U U u u u u u u U U U U U U V u u u G ° Q u u u u o a C � _ a-o`t•ie °' $roc-'c - v - E E❑ nc c3 E m '�3 c' 'v a .y d '+ a 5 a v.� a z❑ a u UU�n`3=�. �°v,m 3U V Uri �Kr`n Cv`. UhF F n ry ry ry ry F~ ry ry ry rv~ ry F ry ry ry F~ F~ H n ry n ry ry - - - - - `o - - - - 0 -- 0 o o c o o_ = o c o� c o c o o- o o b. The hiring department shall select for the vacant position that person who is best able to perform the essential functions of the job, with or without reasonable accommodation, unless the Human Resources Department, upon consultation with the City Attorney's Office, determines that the City is obligated to offer the transfer to another person, pursuant to the provisions of the Americans With Disabilities Act or other applicable law. The hiring department is not required to seek outside applications if the hiring department and the Human Resources Department determine that an adequate pool of candidates exists within the City's current work force or if the Human Resources Department has determined that the City is legally obligated to offer the transfer to a particular person. 2. If the employee's pre -transfer wages were higher than the maximum rate for the new position, the employee's compensation will be reduced to a point within the salary range of the new position based on the skill or performance level of the employee in the new position. The hiring department will assign transferred employees to the appropriate pay level. [rev. 7/8/02] C. Involuntary Transfers 1. The City may transfer employees at any time with or without cause or notice or the consent of the employee. Such a transfer may be made when deemed necessary by the City to implement organizational changes or restructure. An involuntary lateral transfer to a different position in the same classification or pay grade may also be made based on unsatisfactory job performance, corrective or disciplinary action. When an employee is involuntarily transferred, the position does not need to be posted or advertised. [rev. 1/7/02] 2. In those situations where an employee is involuntarily transfered to a position in a lower pay grade in order to implement an organizational change or restructure, the employee's wages will be maintained at the pre -transfer rate for a period of six calendar months from the effective date of the transfer. Thereafter, the employee's compensation will be reduced to a point within the salary range of the new psotion based on the skill or performance level of the employee in the new position. This pay step-down provision shall not be applicable to voluntary transfers granted at the request of the employee, demotions, or termination in case of operational need (layoffs, see policy 10.1.4). [new 7/8/02] 3AS Demotions A. A demotion is an involuntary change to a position with a lower pay grade in the City based on unsatisfactory job performance, corrective or disciplinary action. On the effective date of the demotion, the employee will ordinarily begin to receive wages within the salary range of the new position. If the employee's pre -demotion wages were above the salary range for the new position, he or she will receive a decrease to a salary within the range for the new position based on the skill or performance level of the employee in the new position. 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F=•- z iz m'.sn5 cx`'m c: x x x x x x i x x x x x x x s S x x x x x x x x x x x x x x x 2 2 2 S x x x x x x x x x x x x x x x x S x x x x x x x x x x x x x � .� ry rvry ry .+ ry ry ry rvry ry ry ry ry ry ry ry ry ry ry ry ry n ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry ry «rvry ry ry ry ry ry ry ry c 27 �,., >�sao ago osoossaoogso osssosaoo oaoo,,;aaosa;,,oesso�os,,,,, o- ----------------------------------------SS�SSaa'---SaaaaaSS SSa _or rvrvry rvry ry rvry rvry rvry rvrvrvry ry rvry L $ mv--O'0__'o_S_3_'O---------_-_--------------------_---- O T - V O - 0 0 C C O C C C 0 0 0_ O O O O O__ O O o O O O O O O O O_ O O o O O C_ 0 0 o 0 0 0 O O O O O O o o O O O L � O zo 3 �F a O c T V c N � L O Q [i O F C U cam. --Jog�-Ja$g�JJJJJeOJJJJJJog.....JJOJJJJJJ o0 o c o d c o 0o O J O N 4 a F - - e C O -- o�o.n C c F - v E'�EE'�EEEE9 EEE3EEEBEEE'PE 8'�EEE'P�'�E'�'� 8E3EE88E �EEEEEEEE83EEE8 P�'PEE'�E o w u u U U U U U U U u u U V V U u i u U u u u u u u u u u u u u u u u u 0 u U V 0 0 0 U u 0 u u u u u u u u V V U U U V U u u u u u u u u c c° o o 0 'E _ = •`, 0 5 n o' E$ E E- a Y ^ �'2 O'-' F-z iOOO off"i iUav m FuC a g t 66 °' g x� E : E °'.D O .�i cK cm W 0Fc6'�U i P 2 2 2 > m' A m' d ai m° m` m m m m m me m U u u u U u U u u u u U U U 0 0 p p S S O S ko 9 - ` yc E Q�_ o�E-cea Leo2LL S`g�2cS6'a�`'bt�4E��E°e'o`o'30$ 9 o �'z:5 s °.3zadmmo s`m3=S�.� vaHaBs `ua o 0 0 I o o o- o C C �: c A I I c o o = C o n- o- o- o- ^ a J- m' a= e o 0 0 - c o e o e. o o- o- o 0 0 0--- o 0 0 0- o o c= o 0 0 0 - E 1- - S - - x - F x x F- S S - - - - - F- - -- -- - - - F - - F- - - - - - - - ry N N N ry N N ry ry N x x x x S x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x u SoeJ�888go eeOJJJJJ JeeOJJJJJeJJJeeJJJJ eeeeJx eeeeJ 0 o a o 0 0 0 0 0 0 o e o 0 0 0 0 0 0 i _= -------- „ �,eeR,,,,,,,,,,,,, „ ,_, _ -- -- -- - - - -- -- - - - - -- -- ---- - ---=-====--====-o o----------------a-SSSo��'--------'�aaSSm�aaSS -------- -- --a"a_Sn ----- o 8 do do S 'o - - - - - o _ _ _ _ _ _ o 0 0 0 - _ _ _ o_ o 0 0 _ _ _ o 0 0 0 _ _ _ _ o_ c o 0 0 0 �_ - - RI- o_ o 0 0 O T O _- C _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ O O O O O = O O O e O O J O O c - - - - - - - - - - - - - - - - - - - - - - - �_ �_ Vi O O_ c O O O O O _- _ _ _� _ o O O O o O O O o 0 0 o J o O O o 0 o O o 0 0 0 o O O o O o 0 0 0 0 0 o O O o O o O O O O O O O O O O O O J O o � O - O O O T F r e Ev- o O c S 2 �2 > �j u3 3 u 3 u u3 u3 3 u u3 u3 u3 u u u u u u u u u u u u u u u u u u u u u U U u u u u u u u U u u u u u u u u U u u u u u u u u U U u u u u u U u u 0 0. o c_ c. 0 0 0 0 0 0 0 0 0 0 o c o O O o O o C o 0 0 0 o c o o a c c o o c O N h P n _ _ - _ _ - - P - O F 0. 0 0- o 0 0 0. 0 0 0 0 0 0 0 0 0 0 0 o c o o c 0 0 0 0 0 0 G ry z O F E E E E E E a E E a E E E u i 5 u u m u u u u u U U U U V V u u u u u U U u u u u u U U U U U V u u u u u u u u u U U V u u u u u u u u u U U U U U V u u u u u u U U � - �� n c u V U Z �� �� a u i 8 �•v o '< � .o .o G Q 0� 5£� 0'2 o Y c� ,u`, °� � L� � :� :� `� c cz a a a S .S v,Zz Z a s _i w ti. ii u: � � e V U U U U U U U V V V S S_ 2 2 2 S S S S S �° �° < 2 -", -• _. -. -. -. °� Y Y Y Y Y :� � :L Y .=t 3���� S .S ��� -L �� C 3 < o S •<o_ . 0 5 �. c c v° = u � � � a2 E '2 �� 8 v c o F-�' € c =_ E¢ c `u _ "a'. a'E� � - � �m'�j� �dt•n K6�ct~�3 Ee? .su°O= w�o8`-y$ E¢c°'-��a �a €n€ La n c N s3 o 8 a Saiau. - c o o_ o c - o - - o - o c - _ - o o - - - c - c - - - - - - - o - ❑ - o_ o- o c o o 'o 0 0- c c o o-_ _ooc - c o 0 0 0 0 0 0- O�- o- o 0 0 0 'o o- o 0 0 0 0-= a -ooc - o 0 _oo ry - F- 2 S S- F- -- S F f- N-- F- -- F- F- N _ 2 U C C O O O C_ 7 O O O O_ c O O o 0 7 0 o 0 0 0 O o 0 o O O o O O o 0 7 0 o O C O O o 0 o C c c O o 0 0 0 0 o O O O O O o 0 G `: === ry S N C ry m r a ry o n H r a S ry o« a rv------ o N a N H C o S N C n C c❑ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - _ _ - - _ _ _ _ _ - _ _ _ _ _ - _ _ _ _ _ - - _ - - - _ _ _ _ c c o= o 0 0=_ _ ___ o o __ -_ o c =_' - o- R R R R o e o c`` o 0 o a ❑ o - - - o - - - - ` c o - _ - o - - - _ - o - - - = - - - - - c o o - - _ - o 0 0 = - - - o o c c o - - _ = o - - - - ` - - - = o o - - - v o❑ - o 0 0 0 0 o c o 0 0 0 o c o 0 0 0 0 o a o 0 0 0 0 0 0 0 o c o 0 0 o c o 0 0 0 0 0 0 0 0 0 0 0 0 0 o c o 0 0 o c c o 0 0 o c o 0 0 0 0 L 7_ O O o T F N O V d O v [z. O F 99 U a assigns demoted employees to the appropriate skill level where a skills based pay system is in place. [rev. 7/8/02] R The City may demote employees at anytime with or without the employee's consent based on unsatisfactory job performance, corrective action, or disciplinary measures. When an employee is demoted, the position does not need to be posted or advertised. [rev. 1/7/02] 3.6.6 Reinstatement A. Reinstatement is the re-employment of a former City employee within one year of the date of his or her voluntary resignation or termination in case of operational need from a classified position or unclassified management position. Former employees are eligible to apply for reinstatement only to the position held at the time of resignation or termination for operational need, and must meet the minimum requirements and qualifications of the position. [rev. 7/15/04] 1. The hiring department may, in its sole discretion, give reinstatement applicants preference over outside applicants. Employees may apply for reinstatement by submitting the appropriate application form to the Human Resources Department either: a. Prior to the time a vacant position is advertised; or b. After the time a vacant position is advertised but before the application deadline specified in the job announcement. The hiring department may, in its sole discretion, select a reinstatement applicant without advertising the vacant position. 2. Hiring departments are not obligated to give preference to or hire reinstatement applicants and may require a fitness for duty physical examination as part of the employment process. [rev. 7/13/991 R Employees who are reinstated are placed at a pay rate in the appropriate salary range for the job. Reinstated employees are considered new employees for the purposes of serving an introductory period and for benefits. Prior years of service are not credited for purposes of calculating longevity, vacation or other fringe ben- efits, including pension or retirement pay benefits, unless otherwise specified by written agreement, state or federal law, or pension plan requirements. [rev. 7/13/99] 3.6.7 Temporary Reduction in Hours (Furlough) [new 11/12/02] Situations may occur when the City determines, in its sole discretion, that it is necessary to involuntarily reduce the number of hours one or more employees work on a temporary basis because of budgetary concerns. 1n these situations, employees will not work and will not be paid for the hours that are eliminated from the work schedule. Exempt employees will prospectively have their salary reduced by an amount proportional to the reduction of hours in the work week. [rev. 7/21/05] City of Fort Collins Personnel Policies and Procedures Revised: May 30, 2006 Section 3 O e O C 8 8 8 C e O o C o O o e O o y O O O O C C G C C O O C C O O O J c O O C O O O O O O O O J OO O O O O O O JO O O O O O O O J O O O J O O O O O O O O O O O O O O O O e S e _ s 4 'v _ - - ry _ r - - m - - ry 0 F 0 0 o J o 0 o J o 0 c o o c c o 0 o c o 0 0 0 c o 0 0 0 0 0 0' o o J `o 0 o J J o 0 0 o c o 0 o c c o 0 o c o o c o 0 0 0 o c o o c c o 0 0 0 0 0 0 0 0 0 0_ o 0 0 0 0 0 0 0 0 0 0 0= o 0 c � r 0 nve-- -- - - - o_ r_MOM _ <rvry == 0 F 8 8 8 8 8 8 8 8 8 '8 '8 8 '8 E 'S 'P ' Y� 0 8 8 8 8 8 8 y G � � � i �EE� � � � Ei i i E%i i i E ii Z ZZ. Z`Z`Z. Z.a a a as a a'KC C Kv�i rn rn rn H v�ri Hrn rxyin rn rnhhF FF-F-F F �>>>> Eb o � 8 _ e _° 'm t2p �a c c G ei =zda'mr.,al.�r-�S.9 iE�a38.3 a.��3am`yF isa a`aa3aa5o.�iF.3xz p - o c c o n o o o_ o 0 0 o 0 0 0- - o_\ o a o o o a IX _ o---- c o o c o 0 o° \= o o coQ o- 0 0 0$ o 0 0 0 o-On, h O v'l - V O O m V P P F F F F- F F F v= m rPi = o d e F F F F x x F- F S F N 2 F- F- — O o 0 0 o 0 0 0 O J o O O o o O O o 0 o O o 0 0 o 0 0 0 o O O o- o O O o c O o O o O O o - J o o O o O O o o O o O o o O o o O o r° O� ` rn rn rn rn rn rn rn rn rn rn rn h rn �n �n �n rn �n �n vt yr h h •n r h h h •n r r h •n •n h h h .n rn -n r h •n h rn C o r�o- Nm a-�oro•�o�o _�o�rar-ry «- «- o-Sro-------- -------- - - - - - - - - - - -- - --- - =- - O a c c o 0 - o c o - - - _ _ _ _ _ _ _ o_ o o -_ _ _ _ o_ o o a o o - - _ _ _ o_ o o _ _ _ _ O T O O O O O O O O O O O O O O O O O O J O O O O O O O O O O O O O O O O O O O O O O O O O J O O O C O O O C O O O C O O O O a o 0 o c c o 0 rn v Z o � O F a O o T U o u N p O e LL O Y� U 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 F U a ^�Beiee_eee8 888388 Bfi5� Oe89 z8B898888888388888688 88e8eee_eeei�ae ie8e>e88e90-8 38ft 38 e^ 8 688�888888808869 888 111ee813e188 388ee8% eQeeeeaeae E P�88EE33EE'�8E'�E39E98EEI I 8 09 3EE9EE oEE o 0 0 0 �a`95EE'�'EE8EE3EE38E9 x'EBEE'88 a 6 0 0 0 0 0 0 0 0 0 6 0 o a o S o o o 0 0 0 0 0 0 0 0 0 0 0$ o 0 0$ o V u u u u u u u U U U O u u u u u u u u U U U U V u u u u u u u U u U V U U u u u U u u u U U U U U V V 9 u o o (� n e e -ee a Y_ E' c c CSC E U e c n° S❑ co aR U _ � o u= tic `u ° = 0 9 0 9= u ��@ o .i 1° F�: u `u _ i c c 0 F° h r s e m m m m` m` m` m m m m` o` m m' mu u u u u u 4 _ it'0 5 .LL EZ �Z m'v°is 3 ay.YKmp �'u s.`�.�'v `� �.� �:`1 8.°�'x mYc i.�A x' F` 5m .�.� u°. h.>>u°. m' ¢ mu 2---0-.^-. ,^. ----- ='.<e F 2 F- F F F I- F 2 F F F F. 1- F F F F F F F F c o at c — O 1119 n9 0 19 O\\` "� __"a_Saa"a_SS _a"a_ aSral----_------a___� S2 OOeO=vvvvv€e`_-I 4SaiE22@vv-0gv€vvvv@4te�£O1Sp22€€v . 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V V V V U U U U 2 2 x x x 2 2 2 2 2 P�umEa�o°Eo y� 8 8 C C C Q R a C G S o = a¢¢ N ry N¢ a N N N a a¢ a< a a a a¢< a¢ x x x x x s s x x x x s x x x x x x x x x s x x x x x x x x x x x x x x x x S x x S x x x x x x x x x x x x x x x x- S S x x x x x - v _eOe>? vvvvv04FeE34>=€vevvvvQ€€8@@@44Evevvvvvc_@83>3 €48vvvvv_vveg€ O N 3 3 3 3 3 3 3 T 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 5 3 3 3 3 3 3 3 3 5 5 3 3 3 3 3 3 3 3 3 3 3 3 3 3 5 s 3 3 3 3 3 3 3 3 3 3 3 3 0 9 O O O O O J J O J O O O O J O O O O O O O O O O O O O O O O O O O O O O O O O O O O C o o O O O O O J O O O O O J O J O O O O G O C C O O O C O G C O O C G C O O O O O G O O O o o O _ O C O F C O 0 F E 8 E 9 9 E E E 9 FEE E I E E E 3 E E F FEE 8 E 8 3 E E E E E 8 E E E E E 8 E E F F E 3 E E� E E F 8 E E 0 0 u u u u U U U u u u u V U 0 U V V U O V U U 0 0 U V V O U 0 U V O V U 0 U U K d m F t t Q Q j €'Y F- c Y E �E wLl ui C n• F Z SS S S 22_ �9a em buEE,E 33 �Fm.S= Zt 'z: Zo O.°. Ox.O.Y aX� ca at K-".. Ko 'o 12v. vi vi v. s' tb c E�rloo9a.;toE9E29=E�6Lo�E�L�aE o CE z J ` a Oz O O O c O a O w o 0 0 0 0 o 0 o C C o J oe o- o---- o o C o 0 0 0 o e o 0 0 0 0 0 0 0 o J- o. o eo J o- — a a ¢ a ea a < ea < ¢ a ea ea a a ea a < ea a a a a ¢ ae N a a ¢ ae ea a a - - a - - - a - - ¢ a ¢ ae a ¢ r ¢ 'a a a a ea e< - a a - - - - - - E_ S--- 2 2 x S S S 2 2 2 2 S S 2 2 S S S 2 2 2 2 2 2 2 x 2 S o 0 0 0 0 o J c o 0 0 0 o J o 0 o J o o J o J o 0 0 0 0 0 0 0 0 0 0------- 0 0 0 0 0 0 0 0 0 0 0oem: oo oo::ao oo oo oo oo <o oo oo or:aow:ae s:aae Sao oo oo::ao oo: oo ao vo::eo�m oe G 4 c aaaaSSSaaaaaSr '�SaSSSoSSSC22Q-mmm-aaSQ-Q--2,,Q "S"SSQQQm-mm222"**Q "a SS G p o 0 0 o a o 0 0 0 0 0 0 0 0 _ _ _ _ _ _ _ _ — — o — — — — o _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ e o — — _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ — — o — — — — v, o— o 0 0 0 0 o c o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o c o 0 0 0 0 0 0 0 0 0 0 0 0 a m T zo 5 O O T V O _ O e k. O �0 > U U U U U U U U U U U U U U V U U U U U U V U U U U U U U U U U U U U U V U U U U U U U U U U V U U U V V U U U U U U U V U U U U U U V 0 F U a .o c J o o C o 0 0 o J O c 'c C xoo a c F O O F 0 0 5 b o h u 0 0 0 u 0 u 0 u U U 0 0 u u 0 u u u u U 0 0 U U U U u u O O O u f Z °z°�: O C�SU-'•,"�` �<j< .. ..i> c L' = L•3i _ d �5 q " ai �5 ='s v".�v cto ctoc �o co HHyhhh�,hyti�Qg r°->> 3333333 ii } Y YNi m E$ v 8 '^— Eg E o s _ _ = o. ool o oa, NCO o9`d. a < 6 6 6 6 6< N N 6 6 r 6 6< 6 N 6 6 6a 6 6< 6 6 6 6 - ry ry N ry ry ry ry ry ry ry ry ry ry ry ry ry -rvry N ry N- H-ry V o 0 0 0 0 0 0 o J o o c o 0 o Y o 0 0 0 o J J o 0 0 0 0 0 o c o 0 x x x m x x z x x z z x x x x z G - - - - - - - - o - - - - - - - - - - - - - - - - - - - - - - O O O O O O O U - - - - - �_ _ - o\ - - _- - - �_ - - - - - - - o o O o O O o a 7_ o �O O o r U o _ N Q O e n, o F U c M Personnel Files, Employee Information and Reference Requests 4.1.1 Formal Files in Human Resources Department The Human Resources Department maintains personnel files for all employees. Documents that contain medical or credit information about an employee or family member are maintained in a separate file. [rev. 3/1/01 ] 4.1.2 Informal Departmental Files A. hi addition to files located at the Human Resources Department, department or division heads or supervisors may maintain informal files. However, copies of all documents relating to pay, performance, oral and written warnings, other disciplinary or corrective action, references, and background checks must be sent to the Human Resources Department. After at! employee leaves employment, the entire contents of departmental files must be sent to the Human Resources Department. B. Documents that contain any medical information about an employee or family member should generally be forwarded to the Human Resources Department for inclusion in the medical files. However, where departments need to maintain medical information, such as doctor's reports describing work limitations, departments must keep those documents in separate files that are locked and restricted to access only by the supervisor as needed. Documents that contain any credit information about an employee or family member must be forwarded to the Human Resources Department for inclusion in the credit files. 4.1.3 No Removal of Documents or Information A. Once a document or information is placed in the employee's personnel file, whether the fornnal file or in the informal departmental file, it may not be removed except as required by law. However, the Director of Hunan Resources may, in his or her discretion, place documents from personnel files into other files. In addition, the City may periodically discard time sheets, leave of absence slips and other routine documents from files based upon the City's document retention schedule. B. If an employee believes that information in his or her file is not accurate, the employee may submit a memorandum expressing the employee's opinion and providing additional information. Supervisors may also add information to correct or update previous entries. City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 4 < N O M CO M M O O O O O O w n w m O O O M O O V N M M r O m m O O O O M V n O M O O M N M O O N m O O R N O 0 O 0 O 0 O O w m O O N M M m V O M V W M I(l CV O M m O M M r' O m O M O (O V M m O W O f9 N O O f9 M M V m n CO n m C M m M O M O M V O Co m M M n N M co V (O M � 6 O O N m fA O CO N OJ 6 fA M M O fA V O O m 6 m Ln O V O M< CO L6 m m N m N O V M nj m M c9 C6 N M Ch � (A b9 Yj M M M m L 6 CA U C r Ui F9 fA M Ui m f9 (A CA � M N O F C O O O h9 O O O U3 O O O di O O O M O O O M 0 O O M 0 O O M 0 O O f9 O O O f9 O O O f9 O O O m O O O M O 0 O M o 0 O M 0 0. 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OO 00 00 00 O} vl m O K a. p }O v}}� Q�Q vl af w Uz O N O O) O Z m Z Z Z fn Z ZQ N Y Z w Z ZQ Z w Z Z z m z Z Z w Z Z F J � J N Y J Z Z Z Z Z m Z ZQ m Y Z N Z ZQ Z Z Z Q F J !- J F J K F' J Y Y J J Y � J Z Z F J Z Z J K Q K Q Q K Q a' F F Q H Q � a' 2 Q Q g K r r F F F W a F a a F w F- a a F a Q aF aF a a F a F a F a F> m a O aF aF o. aF aF U> 7 7 0 7 a a 0w D a a 0 a F O a F 0 a J J :� J J c� J c� J J c� J J J J c� J J J J J c� J J J a J c� J J J J J J J J a J J 0 J 0 J J 10 J m O O m O O m O m O m O O m O O m O O m 0 O W 0 O m 0 O m O O m O O m O O m O O m O O m O O m O O W O O m 0 O m 0 O m 0 O m O O m O O W O O m O O m O O m O O m O O m O O m O O m O O m O O m O O m O O N N so N N co O N r O N (O n N O n N O n N n N l7 n N Q n N m � N W n N N n N th n N M iz N •- N NJ N O N m N m N m N m N V N O N N N m N N N N .- N O N M N m N O> N N N M 0 4.1.4 Employee Inspection of Own Personnel File Employees wishing to review their own personnel files may do so by making an appointment with the Human Resources Department. Each employee and his or her supervisors may review all documents and information in the employee's personnel file. Employees and their supervisors may also receive copies of all or any contents of their personnel files. In addition, employees may provide written authorization for another named person or persons to inspect and receive copies of the available portions of their personnel files. 4.1.5 Release of Personnel File Information A. By law, certain information about employees is confidential and cannot be made available to the public, whether or not it is contained in a formal personnel file. Examples of confidential information as currently defined by law include home address and telephone number, time sheets, and financial, medical, psychological, testing and other information maintained because of the employer -employee relationship. However, the following information is available for public inspection: employment applications, employment agreements, amounts paid or benefits provided in connection with termination of employment, performance ratings or any compensation paid to an employee. B. Any questions about whether certain information or a particular document in the persomnel file is confidential should be directed to the Director of Hurnan Resources. 4.1.6 References and Requests for Information about Employees A. Upon receiving a signed release form from a former or current employee, supervisors inay, at their discretion, provide oral references or letters of reference regarding employees. Supervisors are strongly encouraged to contact the Human Resources Department to discuss the content of the reference and drafts of such letters. Copies of any written information must be sent to the last known address of the subject employee or former employee. B. Any employee who is asked about where another employee works for purposes of personal delivery of legal docrmlents, such as subpoenas, court orders or lawsuits, should please forward those requests to the employment law attorney in the City Attorney's Office. 4.1.7 Requests from the Press Requests from newspapers, television stations, and other press for information about personnel policies and practices, compensation and benefits, or specific employees should be forwarded to the Director of Human Resources. City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 4 O m m O _ f9 N m (V M M _ 43 O N r V m l9 M m m N < N f9 (h m r m m f9 O O O N m lA M O m p N N O O O N N b3 O O O fA O O O ? 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NAMED INSURED See Exhibit IV. II. LIMITS OF LIABILITY $1,000,000 Fiduciary Liability Aggregate Limit* *Note: Limit options in $1,000,000 'increments up to $3,000,000 are requested. Prior or Pending Date: No prior coverage exists for Fiduciary Liability, but under the Public Liability Excess policy Employee Benefit Liability coverage exists on a claims made basis with a retroactive date of 1/l/99. III. DEDUCTIBLE $ 2,500 Per Claim* *Note: Deductible Options of $5,000 and $10,000 requested. IV. REQUESTED COVERAGE PROVISIONS 1. See Application for plan names to be specifically covered 2. Please disclose if omnibus language exists allowing for fiduciary liability coverage for non-scheduled qualified and nonqualified plans under ERISA. 3. If fiduciary liability is limited to qualified plans and they must be scheduled, reinforce this in your proposal and in the analysis checklists. 4. Omnibus Welfare endorsement 5. Include Defense costs inside the SIR and outside the limit. 6. Duty to Defend policy 7. Pay on Behalf of form 8. Definition of claim is for written notice only (to match Colorado Statute) 9. Multi -year rate guarantee with annual installments option 10. Claims made, retro date is 5-1-2009. Prior and Pending Litigation 5-1-2009 11. Amend the Consent to Settle clause to be 70/30 split (Hammer Clause), if clause exists. 12. Automatic extension to report claims — 60 days Applied Risk Solutions, LLC Your Risk Nbnagem ent Partner City of Fort Collins, Colorado Poudre Fire Authority 13. Optional Extended Reporting Period options and the corresponding premium (1,2 , 3 year and unlimited). For example 25 or 50% of annual premium for one year. 14. HIPPA Endorsement included 15. COBRA Endorsement included 16. Waiver of Recourse for Government Plans 17. A policy that is non -cancelable once the premium has been paid and a requirement that the insurer provide 90 day's prior written notice of nonrenewal. Applied Risk Solutions, LLC Your Risk Management Partner 4.2 Training and Conferences 4.2.1 City -Sponsored Programs The City encourages professional development and improvement of job skills; therefore, training sessions and workshops are offered by the Training and Development Division of the City's Human Resources Department on a wide variety of topics and subject matters. Some training is offered on a City-wide basis, while other training may be offered to meet the needs or interests of a given department or work unit. Courses may be taught by consultants with professional expertise in the subject matter being taught, by the Human Resources Department staff or by other City employees with specialized knowledge or training. Departments may pay a fee to offset the costs for employees attending most courses. [rev. 3/1/01 ] 4.2.2 Approval for City -Sponsored Training and Outside Conferences Supervisors have the discretion to allow or not allow an employee to attend City - sponsored training programs as well as other outside conferences, workshops, special training courses and seminars. Some factors which supervisors may consider in making such decisions include the length of the employee's absence, the operational needs of the department or work unit, the cost of the program, and whether the subject matter of the program is reasonably related to the employee's job duties. Supervisors have the discretion to require employees to attend training programs as long as the City pays the costs of attendance. 4.2.3 How to Record Training and Conference Time Time spent to attend training programs, whether City -sponsored training or outside conferences, is usually compensable. Generally, all time spent in training during an employee's regular work shift should be recorded on the time sheet as "Conference/ Training" time. If an employee spends any time in training, or traveling to and from training, outside her or his regular working hours, the Human Resources Department should be contacted for detailed information about what time is compensable and how to record the titrtc. ( Please also see the travel time section of the "Working Hours" and the "Tuition Reimbursement" policies in these City of Fort Collins Personnel Policies and Procedures.) City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 4 City of Fort Collins, Colorado Poudre Fire Authority Applied Risk Solutions, LLC Your Risk Management Partner No Text C 0 fD 10 Q l7 O r O O O O O O O O O O O O W M en N W W y 1 Z 1 H 1 N �O O m 0 N N N fp O N Q (O N W N N O m [p Q) a m N 1O (O QN Q M K M N O r N q N a m w w u0i H H U U U U U U U u E a` 0 O0 v y m N a E u y n o m 0 O D O K O K O ¢ K O O ti F r F r m a w a w w w w w w w w w LL LL w w w K O K W K K Q❑ Q❑ Q❑ Q❑ Q❑ Q❑ d ad a,0a a a 0a N p y p J O O o 0 0 O O ❑ No Text r d E E u, r 0 a K c U C R O H cl E C n 0 d E i m R V O J al U J J J HI O J O N N n O O O O O C C ry No Text 555 College Road East —� P 0. Box 5241 _ Supplemental Application Princeton, NJ 08543 5241 Munich Re America Sexual Abuse Su PP PP Te1..809.243.4200 Munich Re Group 1.877.8882081 Fax: 609.243.4257 Namedlnsured: City of Fort Collins Effective Date of Coverage: "1512009 Application Date: Instructions: 1. Answer all applicable questions. If questions are not applicable, please Indicate. 2. Attach any requested information to the document 3. Application must be signed by the highest ranking executive. 4. Please read the statement at the end of the application carefully. I. Please check off all Operations: Boarding Schools ❑ i Orphanages or Foster Homes, including Social Service Agencies i El responsible for the Foster,Home evaluation and/or placement Camps (Residential) ❑ i Religious/0ergy/Church Organizations i ❑ - -- -- ----------------- - - - - Camps with overnight stays - - ❑ -�- - -- ----- --- - - - - - --------------- i Schools - public or private elementary, junior high or high school ❑ Camps without overnight stays ® Social Service Counselors- Social Workers, Psychologists ❑ Daycare Centers I Nursery Schools ❑ Special Needs Educational Facilities E-.... ❑ __.....__........... ----_-•--•-•---........ - _._. Juvenile Detention Centers .. ❑ ..-._-.._.-.._.--.-.....--....---.-- Substance Abuse Facilities with overnight stays -- ❑ Medical Services and Professionals - Doctors, ❑ i Substance Abuse Facilities without overnight stays i ❑ Psychiatrists, Visiting Nurse Services Mental Institutions ❑ j Youth Organizations (Sports, Scouts, YMCAAWCA, Big ❑ ! Brothers/Sisters. etc. ) Nursery Schools ❑ i Other (Specify) Recreation Activities x❑ II. Limits Requested: Has any insurer ever cancelled or non-reneuued coverage? ❑ Yes ® No If Yes, Please explain: Sexual Abuse Supplemental Application Claims MadefOccurrence: Aggregate: Retro Date: ------- ----- ----- - - - - Defense Inside/ 1 Outside Limit ---------------i----------------- —--- ---- I--- ---------------j----- ----------i--------------------i------------------V--------------------- Policy Premium: Have all known claims, incident with no claim, or allegations with no claims been reported to prior Excess carrier(s)? ❑ Yes ® No Underlying Coverage current nor file fs 1; Year, & p - - yea, ) Policy Term i ,� Carrier: ----------------------'------------- LimittSIR: Claims Made/Occurrenoe: Aggregate: - - - Retro Date: Defense Inside/ Outside LirnVSlR: Policy Premium: E III. Loss History - Funnish first dollar loss history for current and prior flee years for all sexual abuse claims, Incidents with no claims, or allegations with no claims, whether or not Insured. None Open or I lrkdents/Allegation_s, Total _Paid j Totallncurred Policy Tenn i # Claims i Closed withm no Claims Indemnity/Expenses Indernndy1Expenses -- ---- --- ----- - -- — —i- - i Sexual Abuse Supplemental Application V3-2007.doc Page 2 of 4 Sexual Abuse Supplemental Application V. Risk Management Is there a Sexual Abuse Prevention Program in effect? Has a written policy been established clearly expressing management's commitment to sexual abuse prevention? Have written procedures encompassing rules, a code of conduct and disciplinary measures been established for all staff and/or volunteers, which clearly define the policy and consequences of non -adherence? Has a mechanism been developed to ensure that sexual abuse prevention policies and procedures are implemented and enforced throughoutthe organization? - - ...---------- ---- - ----------- Is there a Sexual Abuse Prevention Coordinator that reports to a member of management? Are management/staff trained In policies and procedures relating to the Sexual Abuse Prevention Program? ------------------------------------ --------- Are volunteers trained in policies and procedures relating to the Sexual Abuse Prevention Program? _,--, - - -- _..,..- --- ---- ,- - ------- Do policies and procedures include an incident reporting and follow-up mechanism? ❑ Yes ! ® No ® Yes ❑ No ® Yes j ❑ No ❑ Yes it ® No ❑ Yes j ® No -❑ Yes -- ® No ❑ Yes j 129 No 0 Yes i ❑ No -------------------------------------------------------------------------------------------------------------- Are standard applications used for all prospective employees or volunteers? El Yes ❑ No ------ - - - - - - - --I---- - - a Is there a minimum of two background checks for prospective employees with documentation maintained in I ®Yes I El No file? 1 i Sexual Abuse Supplemental Application V3-2967.dae Page 3 of 4 Sexual Abuse Supplemental Application Do background checks include checks with "Sex Offender Hot-lines," State Police, State Department of Social Services, or similar public agencies? (where applicable) In the past five years have any employees or officers been terminated for cause related to sexually abusive behavior? Are records maintained documenting adherence to all applicable policies and procedures, e.g., hiring and screening, code of conduct, training, Incident and follow-up procedures? Are you aware of any circumstances that may result in a sexual abuse claim? If Yes, explain on a separate sheet Have any members of the staff been transferred because allegations of sexual abuse? 0 CHECKLIST Have you attached ® Yes ! ❑ No ❑ Yes i ® No x❑ Yes ❑ No ❑ Yes ® No . _. ❑ Yes i ® No ✓ All policies and procedures (including incident response) related to your Sexual Abuse Prevention Program ✓ Training Program Details ✓ List of all Sexual Abuse claims with a Total Incurred Amount in excess of $10.000 ✓ Claims procedures The applicant warrants to the best of its knowledge and belief that the statements set forth herein are true and include all material information - The application further warrants that if the information supplied on the application changes between the date of this application and the inception date of the policy period, it will immediately notify Specialty Markets of such change. Signing of this application does not bind the company to offer or the applicant to accept Insurance, but it is agreed that this application shall be the basis of the insurance contract and will be attached and made part of the po€icy should a policy be issued. Named I nsured Authorized Signature 07-in Sexual Abuse Supplemental Application V3-2O07.doc Page 4 of 4 Title Welcome to the City of Fort Collins! You are joining an outstanding team of municipal employees who are dedicated to providing excellent service to the citizens of our community. I am proud to work with an organization of this quality, and I hope that you too will have the same sense of pride in the City and the job you do. Our community is growing, and with growth comes change. As a result, we find ourselves in very exciting and challenging times. We take pride in the services we provide our community and that is reflected in the standards of excellence that we maintain in the work we do. There are some specific "Operating Principles" that I would like to share with you, because I think they are important to reflect on and because I believe they represent the principles that make us successful as an organization. One Organization -- As a municipality, we provide a wide range of services to the public through various departments throughout the organization. Although we may work in differ- ent departments, we are all employees of the City of Fort Collins with the common goal of high quality service to our community. Excellence -- As an organization, we will always strive for the highest standard of excellence in all that we do, and as individuals, I expect employees to give their personal best to assure that those standards are met. Speaking Up -- We are an organization that values active and effective communication. In order to evaluate our progress and make informed decisions, we encourage input from em- ployees at all levels. When feedback and information have been considered and a decision has been made, it should be respected and supported. Commitment to Diversity -- Our organization proudly supports diversity. We believe that each person should be respected and valued for the qualities he or she brings to the City, and we will not tolerate any behavior that is contrary to or undermines that commitment. Public Service -- We have each chosen to work for the public, which means our purpose and our goal is to serve our community and its citizens to the best of our ability. We take pride in our jobs and our commitment to serve the public in a responsive, courteous and professional manner. This responsibility extends to every employee in the City, no matter what their role might be, and who, in serving their community, can say with pride, "I AM the City of Fort Collins!" Again, to you, I extend a warm welcome and best wishes for a successful and fulfilling work experience with the City. Darin Atteberry City Manager City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 4 555 College Road East BOX 5241 Sexual Harassment Supplemental Priinnceon, NJ 08543.5241 `-cam-- Munich Re America Application Tal.. 609 243.4200 Munich Re Group 1.677.888.2081 Fax: 609243.4257 Named Insured: City of Fort Collins Effective Date of Coverage: C*1S4009 Application Date: I. GENERAL INFORMATION Type of Entity: © City i ❑ Township I ❑ County ! ❑ State --------------------------..------------t------— ---- ------- --- ------ -------r--------------. ------------------------------------------------•---•---- ❑ School District ❑college ❑University ❑Religious Or ❑ Other (specify) Principal Services: Water, Electricity, Transportation. Recreation Number of Locations: List the five (5) sites with the greatest number of employees (Largest to Smallest): ---- ---------— — —•— — Coverage Desired (If different from expiring): Limit of Liability. Deductible: ------------------------------ ------------------------------------------------ Has any insurer ever cancelled or non -renewed this type of coverage? ❑ Yes ® No If Yes, please explain on a separate sheet of paper, It. LOSS HISTORY Loss History — Furnish first dollar loss history for current and prior five years for all sexual harassment claims, Incidents With claims, or allegations with no clalms, whether or not Insured. None Sexual Harassment Supplemental Application V3-2007.doc Page 1 of Sexual Harassment Supplemental Application r ` _Open or Closed,., Nooe 1. Date ofalleged mactual initial abuse 2. Date claim was brought 3. Dev(;/iphvov[loss svalleged abuse 4. Total Paid 5. Total Incurred ¢. Open prclosed 7. Valuation date Are you aware of any facts, incidents or circumstances which may result inclaims being made against you? Ones [2gmn If Yes. please explain onmseparate sheet mpaper. 111.GMPLOYEE@ Number nfFull-Time Employees: I990 Number ofPart-Time Employees: ----`-----`------------- ------- ----------------------------------------------- ----------------- ------------ ------------ `------------- -`---`-`-'--- For each othe past five years, what has been your annual percentage turnover rate o,empmyeas7 __'--_'_'--_------ '_----_------_'_'_'--_'_'_---_---_'-------------- _'- Turnover Rate: 7 . 4 Turnover Rate: 6.48 i Turnover Rate: 8.22 Turnover Rate: 6.8 Turnover Rate. 5.99 Percentage of Employees with Salaries Less than $100.000: 98.4 Percentage of Employees with Salaries Greater than $100,000: 1.6 These should equal 100% Percentage of Employees with Salaries Greater than $360,000: 0 - Sexual Harassment Supplemental AppmcaucmV3-uoo .doc Page rm4 Sexual Harassment Supplemental Application IV. CLAIMS HANDLING Who in the Entity has been designated to handle claims? (Include name, address and phone nunibe4 Risk Management / Human Resources / City Attorney Office 215 N. Mason, Fort Collins, CO BOS22 With respect to Claims Incidents, etc., do you have a written procedure for obtaining information? If Yes, please attach a copy. ❑ Yes ® No V. RISKMANAGEMENT Does the Entity have a Human Resources or Personnel Department? i x❑ Yes ❑ No If No, please describe handling of this function on a separate piece of paper. --------------------------------- ------- --- -------- --------------- ------- — - Does the Entity have a Sexual Harassment policy? El Yes ❑ No If Yes, please provide a copy --------- - - — - ------- --------- —------------- —--- ------------ ------- ------------ — - - - - - - - - - - - - Does policy include a clear and open reporting procedure? x❑ Yes ❑ No --- - --- - - ... - - --- - - - ---- ........ - --- ----- - - - - - --- - - Is policy "zero tolerance"? © Yes ❑ No - - - - — ---------------------------------------------------------- Is policy understandable (clear and concise)? .............._,. ._.._.... ® Yes _----------------- — ❑ No - — — - - - ._—....,..,-.__..._.... .... _._,....,v_....___®...._..e _..__ .... ...._., Is training on policy and reporting procedures provided to all supervisory personnel? Yes ❑ No x❑ At which intervals? ---------- ----------------------------------------------------------------------- --------------------- — - - - - Istraining documented in their personnel file? ---- ® Yes ------------- ---- ❑ No ---------- ----------------------------------------- Does top management support policy? ® Yes [-]No -------------------------------- --- -------------------- -------- ----------------------------- ------ Is policy disseminated to all employees? ---------- ------------------- © Yes - ❑ No - - --- - ---------------------------------------------------------------- _.._.... - -- Are new employees provided with a copy of the policy at orientation? - - --------------•- i] Yes ❑ No Is training on policy and reporting procedures offered to all employees? ® Yes ❑ No At which intervals? i Has legal council reviewed the policy within the last two years? 1 I ® Yes ❑ No If No, please provide the review process. j --------------- - - - - --------------- ------------------------------------- - - - - - Do policy and procedures comply with state and federal guidelines? i------------------------------------ j ©Yes ❑ No Sexual Harassment Supplementa I Application 113-2007.doc Page 3 of 4 Sexual Harassment Supplemental Application The applicant warrants to the best of its knowledge and belief that the statements set forth herein are true and include all material information The application further warrants that rf the information supplied on the application changes between the date of this application and the inception date of the policy period, it will immediately notify of such change. Signing of this application does not bind the company to offer or the applicant to accept insurance, but it is agreed that this application shall be the basis of the insurance contract and will be attached and made part of the policy should a policy be issued. Named Insured Authorized Signature Date Sexual Harassment Supplemental Application V3-2DD7.doc Page 4 of 4 Title STPAUL W 0GSM TRAVELERS Fiduciary Liability Coverage Application Tnweler:s of NOTICE: ALA, LIABILITY COVERAGE PARTS FOR WHICH APPLICKI-ION IS MADE APPLY, SUDJF,CT TO THEIR TERMS, ONLY 1.0 "CLAIMS" FIRST MADE. OR DECM¢:D MADE. AGAINxr "INSUREDS" DURING THE POLICY PERIOD Olt ANY EXTENDED REPORTING PERIOD, IF APPLICABLE. THE LIMIT OF LIABILITY AVAILABLE 'ro PAY LASSES WILL, BE REDUCED BY THE AMOIIN'I'S INCURRED AS "DEFENSE EXPENSES", AND "DEFENSE EXPENSES" WILL BE APPLIED AGAINST 7'ilire RETENTION AMOUNT. 'I•HE COMPANY HAS NO DUTY TO IMPEND ANY "CLAIN]" UNLESS DUTY -TO -DEFEND COVERAGE. HAS BERN The term "Applicant" means till corporations, orgmilintlons or other entities, including suhsidixries, proposed for this insurn ice. . t"Agcncy;".' t,. '_ " . • (o c.-. __ 1'hcnfNriinc/L'icensc'Nriinlici . : , N611cy.Nditiber, .' iArthur J. Gallagher Risk Mt t Svcs Ino. i OHESW 1 Koren t-. Graham New Buslrresa vouare vaiiey r'ire Protection alstrlct, Appliciutt hrfommtiow Poudre Fire Authority, and Numo of Applicnut: City of Fort Collins., Colorado Year Applicant's Husiness Was lisiablished; 18 72 StroutAddrm% 215 N. Mason 2na7Floor P:O. Box (:iiy,Statc,zip: Fort Collins, .CO 80522 Websilo Address; www. fcgov. com Description orApplicmrt'sOperotions: City Govt. Duos the Applicnut now have tax exempt statics widerihc thiked Suites Inlcmel Itcvenw CodtR Yes ® No ❑ Is the Applicnut a suh,Sidiary or,% lim;ign parch)? Yus ❑ No® Does the Applicant currently file, or du they unlicipate in Itte next 6 monlhs filing, any docunx tits with the Securities'nnd Exchange Commissiou, or simila lurciga aulhodly rogarding tiny equity or debt sccurit cs? Yes No cocci ACTyTRMt\TIUN_ I?12 ;i2fS1C;MAnAUEiVII N rs.vcs The policy for wh1ch tills appllcallotr is »dire htcludes Risk rtQrmagemrew Phis+ p»!!»e"' ti Gila• prero»tion prograw. /'leave provide the name »ud corrittel h+f»rwrdloii for the Lr(11vidwils respbusihle for m"Weetng T'ituuiclol 1111rl71+1ntrtr Resource matters fir «ccem to the progrtmr. T/th service Is trot, mud shout l trot be, cottsideAVII a tinhsdntfa for cpurp67ent logrd comisch Any rgcouuner+r/mllnns shmrfrl he reviewed Wilt approprir+io legal com»sel bgfiwe i»tplemtenrrrNar. Lilt Contact: Janet Miller IIIt Contnet F.nmil: jamiller@fcqov.com 'title: Senior HA Rep. lilt CoirtielPhonc: 910 221-6826 Chief rhumcitilOflicer Chuck Seest CFO Colitact Email: cseest@fcgov.com PreforrcclTitic: Ar.c & Fin, Mir. CFO CoutactPhottc: 970 :221-6795 Kx} Maximum number ofomployces at tiny one point during the previous 12 111011018 for file following classificntiow (regardlon of whether Ihev nrn 6dl nr mrt rime) - Employees Leased Lalar Unions htilepentielit Colitractors Temporary Seasonal 2300 SO 1 F P 0 500 IR14001 (03-06) Pnge 1 of Note: bail tills section If the Applicant is required to submit it separate tlnancial statement as 41irecla(l In the Required Attachments section. Pleasc`iridicatn tlie'follonblg ns iluelnteKYo ti)erAi)piicnnt'slRscni vt m ` Q) L+Pu�SbarnrAalthuff {n. thV end(PNE)rv+nnlW»t'lityh'rll e»=.uaupym)nfiiiv) ` 11Nus6!(ecenGt Yfs t`li•ilinlMpnr) .. i' ` Iprioe;fXE' •�-?(\�mtWcery$4SYt�j -. 1. Current Assets 2, 'Total Assets 3. Current Linbilities 4. 4on + Tcnn Debt 5. Retained I.amin WFund Balance Accumulated DeliciltFuml Dell it ti. Net Tic uit /Nel Asset, Deficit lit uit ) 7, Revenues fl. Net Income Net Loss — — --- 9. Is the Applicant currently, or has it been in the past 24 months,ill violation or hits it amended � an debt covenant? If "Yee, tease alas h an ex anatio ."LY��L �J' rI _ 1MM-h __ Yes ❑ No see aut.aclleu. Also see iiL-i-ij://www.i:cgov.com/tinance/eaepartments Complete Chart for all plans for which covernae is retnrested! Fall I'lau Name -GeneralEmpioyee Ret. Pian ",Finn l;Yiie, DB- Current Assetl'iihle I.ntest INN A111111i1t ( /intriliiltimis Current ` . - - , "- ";1 tartlet )anted 496 **Plan *P a . ,Slntrls, 1 "rss s F Mon ey Purchase Plan DB 1474 A Retirement health Savin s 'P an PFA Money P_urcri Plaii New DC DC 206 158 A PFA MoneyPurch Plan ire DC 22 •Papa 1�' ICS: itCQOCIt t)CIICaf pQ-nCaaCl1 i.�11a1dta11tU11S DC t?S(IP Ii 8cif•Rmilloa Ivclfgrc Qeucat Plnn � (nhcr. O-..Utntli F.x Itoiintion' ••Plnn.SlelllS:� A�ACIIYC- FuFr02C1i' S=$g1A�`n'1`CrllltlagtCll {ra111' Ilan iltll tlt`CII ICraltaglCll, IIlatCglC anlC grlrgllSqCilUa L1,31'goddiflotial bi 6i i n a a a" "i ca ' chrnerit Jee auuacuecl. tilsc see 1ILLP://www.zcgov.com/finance/yaepartments i'LAIN3.Ulvn R VIii ILIiVG� UESTIOiVS i. Is each plan reviewed periodically to assure; there arc no violations of I-MISA (ag., prohibited Imnsactions or party-in•intcrest riles)? If"No". please attach an explanation 2. Does tiny plan (a) net conl'onn to the standards of eligibility, participation, vesting, blackout notification requirements and other provisions of ERISA or similar foreign law; (b) hold employer scouritics or employer real properly in violation of RISA or in excess of GRISA limits; or (c) invest in or provide an option to invest in employer securities? If "Yes". please attach an explanation 3. I has tiny plan (a) been the subject of tin investigation by the DOL, IRS, or tiny similar foreign agency; (b) had its tax exempt status withdrawn or threatened to be withdrawn by the IRS; (c) exporienced an event reportable to the PIIUC; (d) filed for all exemption front it prohibited transaction; (c) rcceived an adverse opinion its to its frnnncial condition by tin independent public,accountatt; or (l) not been cortifrcil by an actuary to he adequately runded in accordance Willi rRISA's mininmm funding standard? If "Yes". please attach an explanation 4. Docs the Appilchiit spoiisor nay Cnsh l3alancc I'liitas or duos the Appllcant;urticiplde the converxion to or has it ever converter) a pension plat to it Cash Balance Ilan? If "Yes". please attach tin explanation S. . 1-fas nny plan (a) been Moultilcd within the last 12 Months in it way that will result in the reduction of benefits or are any such amendments anticipated within the next 12 months; or (b) been ntorgcd with another plan, tcrminaded or sold within the past two years or anticipated in the next 12 months? Yes ® No ❑ Yes ❑ No Yes ❑ No Yes(] No FRI-1001 (03-06) Page 2 of 5 Yes ❑ No Q 6. M, there aq outstanding or delinquent plan contributions or plan loans, Icnses or debt obligations that arc iii gcfnulf orclnssit cd tis uncgllcctibtc? If "Yes" please attach an expIonatton Yes ❑ No 7. Does the employer, committee or employer representatives, or anion board of trustees have final say over llw dctemtination ol'whedaer benefits will be paid under any hcaltheare plan sponsored by this Yes'❑ No Insured? If uYe '% nl ase ldnn}HL?hn nnmac of ¢urh nla sa 1. ,I1 S�paCAte altaehmenf 'PIIL�UA,,Y.IS'1"1 VIMSi1 Lt'4""idxi {...SS �jv�Y - .._ .... ...: ... 3_,. What is Ilia Applicant's preference lortlelbim covontge'� Ditty to Dci'end ® Reimbursement :CziU4.1 MII ISilb2 'NGE3aliivF.UR °1 itJiul {O11E5TD YN tffi, A N V AF, 4 Tirtvt§ ; i Riquested Reiplested ' Requested Coverage rxplrhag I rpiiing ' tsspiring Current Date Limit Retention Effective. Currently Until Retention prentiion Insurer Coverage Date purchased ([first (A) (R) (C) U)) (b:) (1%) (Gj (}I) Purchased I Yes No I. If I -lability Coverage is currently purchosetl its indicated in cohunn (D) above, please answer the following question: As ol'1he Data the Applicant first purchased this Liability Coverage, were there any lauds, cireumsliumes„or situations which might have vaulted in :a claim being niacic against any ittsiiratlT Yes El No 0 If "Yes". please attach an explanation (Nn! ttpjiUchb/e i/t iti'erttxo /!):1'r /171/'(1/1lfS('!1(IUl/ CU/dU711/i11.SIy /a(/1)!/f!%NLR/ /110/'C N an .3 yeia..v 1»•7,01. /n l/ii s Tipp/icallon r/(at) 2. Irt.inbility Coverage is not currently parchaseti is indicated Ill colama (D) above, please answer file following tiuestloa: Arc there any filets, circumstances, or situations which Could give rise to a claim under Ilia Liability Coverage for which file Applicant is applying? Yes ❑ No If "Yes" Plus attach an exutanatlon 3. With respect to the Liability Coverage being appifed for above, Ifittquestc([ Limit of Liability fit Column (A) excectls the Expiring Limit of Liability In Coiuum (t?): With respectlo file higher limits requested, me Micro any liaclti circunaslnnces, or situations which c(adtl ive rise to 41 Chaim under the Liability Coverage for which the Applicant is applying'? Yes 6 No ❑ If"Yes", please attach an exnIanatton if7thout prejudice to any oUtet• nighty full )-etuedies of tilt G'ompalty, Italy claLu rtrisiag fivnli ally facts al. cltcuoutimea rgguireel to he ithdoved h excluded f -out the prapased iusu auce. t �" i t t- ri,, F .. 1 1 . s `.; 7x 4'+ `F �' t ^Y fi`" T'- t y dry �e i 1 F X,Cr s _i.. Me {."N.^.sE.+1. JvrY J:=`c`°'e''vi'r°i 't^ r,M ..,"�"."wi -"'.�: s.`.5tAy* ..E �'K2 ' In the past 41aroe (3) years, whether or not insured, lens any plan, Applicant, eptity or person proposed for this insurance been accused or round guilty of any criminal net or been accusal of, final([ guilty of or field liable lbr a breach of fiduciary fluty, or it violation of falUSA, or tiny similar state, local or i'oreign law or have any Yes ❑ 'No I RISA-related claims, tidministrntivo or regulatory proceedings, charges, hearings or deniluuls beentnt(lo? If 'Wes". please complete the table below, To the extent dint any lawsolt or clalut ieflulrorl to he 11helased in resPoitse to the quesdoo above consiltules a "Clalty"as defleed by the Policy, stick cdelro lvas aaale prlom' it) the po!!cy period requested hereunder nuA therefore would be erc/ni(att from comr ge. FR1-1001 (03-06) Page of,5 � -•f # i ��, h,. � Jv Y"�,f'` rlmonnt I all ski tC S F '.u-� ?- £.t{ Amount I Nx�Pf...dih*i.,' C�'M � +'r }.f. ��'• t � 4� S� to ai— i As � Y ��S ` ") Da falls nld kfoidDiinges'; ; •Coveted by"xs xl # P1�ucedq)es3lmplementecl for HeCcnK 111 s1u nnecs' 1 gUor'reciivc Tj S S Yes Ej No 11 S --.YCSQ No REQUIRED ATTACI-IMEATS • Sponsor financial stanonlent il'Applicaut maintains It d0fuied beflord, Solf funded welfare plan, tit) Hmployou Stock Ownership Plan (ES011) or if the Applicant is u church, govenmcnt irrttupsi•governnleitfid clitily • Plan financial stalmients for duf incd bunutit plans and stir insorcd wclfnro tiltros, if lirilit miocsted is greater 1111111 S1,000,000 • Sponsor financial statement tuna plan finimcild statements fiarcach defined contribution plan, if limit reipaeste(i is grcute-tllon $5,000,000 o ESOP Questionnaire, i f ally plan isan FSOI1 or if any plait has 10% or more orpl:m assets invcsMI in employer sccuritics • Most recent Form 55001ol.cach scifflradecl welt1tre plim or union/Tall-llarilcyphot • Sclmcitac orpim, trustees for oileh unioarfoll-llarticy plan and any church, governmental orduasi-gove mtontal plan THE UNDERSIGNED AUTHORIZED htl PRESI N`I'ATIVE, Ol+THE APPLICANT 1)ECLAIMSTHA'1 T.O THE REST OF HISIHER KNOWLEDGE. AND 11EI,11, ; AFTER REASONAIILE 1NQI Ill TH E, STATEMENTS SET FORTH IN THE ATTACHED ST. PAUL TRAVELERS NEW BUSINESS OR RENEWAL AiTLICATION FOR INSURANCE. AIMTRUL AND COMYLETE., AND MAY BE RELIED UPON BY SI'. PAUL 'I.Imm- XItS. tF THE INFORMATION IN ANY APPLICATION CHANGES PRIOR TO THE INCEPTION DATE OF THE, POLICY, THE APPLICANT WILL. NOTIFY THE COMPANY OF SUCH -CHANGES, AND THE: COMPANY N1AY.1v1ODIEY Olt WITHDRAW ANY OUTSTANDING QUOTATION.. 'I'HI: COMPANY 1S AUTHORIZED '1'O MAKE INQUIRY IN CONNECTION WITH THIS APPLICATION. THE SIGNING OF THIS APPLICATION D04S NOT RIND THR COMPANY TO OFFER, NOR THE APPLICANT TO PURCHASE, THE INSURANCE. IT IS AGREED THAT THIS APPLICATION, ,INCLUDING ANY MA'rERIAL SUBMITTEM THEREWITH, SHALL BE THE IIASIS OF THE INSURANCE, AND SHALL BE: (1) IN VA AND UT, PHYSCIALLY A'ITACHED'1'O AND PAIrl' OF'I'HF, I'OlAcY, IF ISSUED; AND (2) IN At,[, S'I'A'I'E.S OTHER'THAN VA AND UT, CONSIUEREM PHYSICAlAN ATI'ACHED TO AND PART OF THE. POLICY, H+ ISSUED. THE'. COMPANY WILL HAVE RELIED UPON THIS APPLICN11ON, INCLUDING ANY MATERIAL SUBMIT1'11I IN CONNrrrION WHI-I THI: APPLICATION. PROCESS, IN ISSUING'rHF, POIdcY. . ELECTRONICALLY R@;RItODUChU SIGNA'I'URlsS WILL BE TREATE1) AS ORIGINAL Atteni'lon: In.-vureds in AR. CO, DC, 1.1, ICY, LA, ME, NJ, NA1, NY, 011, OK, l'A, 'I'N, and VA Any person who knowingly and witil Intent to defraud any Insurance comiimiy or rather person flies as application for insurance or statement of claho emlhlising ally materially Qllse information, ol• conceails for the purpose of ndslenifing, Information concerning silly filet nlateriiil thereto, cmnnlits it fraudulent Insurance act, which is n Collie, and stay also be subject to it civil posidty. (ht New York, the civil penalty i.v aot to N:iceeil five t/rancrnu! rinllrasralld Ikestated vnhte gl'file dydot for each such violadom) ffn Colnrat/n, any lnernairce cnurpo>r1 or agent o%nil hrsurance c•nwhnuywho kttoiyitiglypi'ovitlos fit/.sip, inrctmplate, or naislearling facts or hiJortnation to it Policyholder rn- chainont fill, thir pa)pose of 110; Ildhrg nr altenipdng to dtfi-artd the polkiihobler m- clalnuatt with regard to a sahleorent ar• abed payable f•ridr insurance proceeds shall he mporled to the Coltlrado Divleloa q, Insurance lvithin the Deppr(atent,of Regain laq nil,"uncles.) Signature of Applicruit's Authorized Ropresontative (Prosidenl or CE'O): Title: Name (Printed): flute: FRI-1001 (03-06) Paige 4 of 5 ADDITIONAL INFORMATION This page nary be used to provide additional infornuttion to (lily question Olt ticis application. Please identify the Section mid Question Number (e.3c, Fitz ancial L(fortaatlon, #9). FRI-1001 (03-06) 1 Page 5 of 5 FIDUCIARY FUNDS COMBINING AND INDIVIDUAL FUND FINANCIAL STATEMENTS AND SCHEDULES Trust Funds: General Employees' Retirement Plan -- to account for the general employees' retirement plan. Closed to new hires as of I/l/l999. Money Purchase Plan -- to account for City employees' defined contribution retirement plan. Retirement Health Savings Plan -- to account for City employees' retirement health savings plan. Agency Fund: Poudre Fire Authority -- to account for cash and investments held by the City on behalf of Poudre Fire Authority City of Fort Collins Comprehensive Annual Financial Report 139 4.3 Tuition Reimbursement In order to encourage professional development and improvement of job skills, the City may, based on department needs and budgetary constraints, reimburse employees (except contractual employees) for tuition costs incurred in connection with course work at a college, university or trade school under the terms of this policy. The course must be directly related to the employee's current position or ability to advance within a career path with the City. The employee's department head has the discretion to pre- pay tuition and to pay costs other than tuition, such as books, copying costs or travel expenses. [rev.2/24/04] 4.3.1 Pre -Approval Required Eligible employees wishing to obtain reimbursement for course tuition must obtain the approval of the department head before beginning the course. 4.3.2 Eligibility for Reimbursement A. Before an employee is eligible to receive reimbursement of the tuition cost, the employee must provide a certified transcript or other documentation as required by the department head that the employee satisfactorily completed the course. Such documentation must be provided within three months after the course concludes. Satisfactory completion means that the employee must have received a grade of "C" or better in a graded course, or a "Pass" or better in a pass/fail system. Employees who receive any grade below a "C" or who do not complete the course are not eligible for tuition reimbursement. B. If an employee leaves the employ of the City within three months after completing a course for which tuition was reimbursed, or if the employee fails satisfactorily to complete a course for which costs or tuition were advanced, then the employee must return all such reimbursed funds to the City and authorizes the City to deduct all reimbursed funds from the employee's paychecks. 4.3.3 Now to Record Course Time A. The time spent attending an outside course is considered working time, and should be recorded as "conference/training" time on the time sheet, only if one of the following applies: 1. The employee was required by the City to take the course; 2. • The employee is authorized to attend the course during his or her regularly scheduled working hours; 3. The employee conducts City business during the course; or City of Fort Collins Personnel Policies and Procedures Revised. February 24, 2004 Section 4 TRUST FUNDS COMBINING STATEMENT OF FIDUCIARY NET ASSETS DECEMBER 31, 2007 ASSETS Current Assets Cash and cash equivalents Receivables Interest Notes and loans Total Receivables Investments, at fair value U S Government securities Mutual funds Total Investments, at fair value Security lending collateral Total Assets LIABILITIES Current Liabilities Accrued expenses Obligations under security lending Total Liabilities NET ASSETS Held in trust for pension benefits Total Net Assets See the accompanying independent auditor's report. General Employees Money Retirement Total Retirement Purchase Health Savings Trust Plan Plan Plan Funds $ 3,923,873 $ - $ - $ 3,923,873 170,447 - - 170,447 - 2,837,516 - 2,837,516 170,447 2,837,516 - 3,007,963 !6,423,970 - - 16,423,970 25,253,992 110,318,844 605,326 136,178,162 41,677,962 110,318,844 605,326 152,602,132 9,676,107 - - 9,676,107 55,448,389 113,156,360 605,326 .169,210,075 1,535 9,676,107 9,677,642 1,535 9,676,107 9,677,642 45,770,747 113,156,360 605,326 159,532,433 $ 45,770,747 $ 113,156,360 $ 605,326 $ 159,532,433 140 City q/Port Collins Comprehensive Annual Financial Report TRUST FUNDS COMBINING STATEMENT OF CHANGES IN FIDUCIARY NET ASSETS FOR THE YEAR ENDED DECEMBER 31, 2007 ADDITIONS Contributions Employer contributions Employee contributions Pension conversion & roll-overs Loan repayments Other Total Contributions Investment income Interest related to plan investments Interest related to employee loans Net change in fair value of investments Total Investment Income Securities lending income Securities lending expenses Net income from securities lending activities Net Investment Income Total Additions DEDUCTIONS Benefit payments Administration Total Deductions Net Increase Net Assets Held In Trust for Retirement Benefits Beginning of year End of Year See the accompanying independent auditor's report. General Employees Money Retirement Retirement Purchase Health Savings Plan Plan Plan Total S 866,694 $ 4,006,338 S - S 4,873,032 - 2,564,612 383,691 2,948,303 741,329 - 741,329 - 956,008 956,008 206 923,633 - 923,839 866,900 9,191,920 383,691 10,442,511 706,649 984,903 9,069 1,700,621 597,924 - 597,924 4,371,272 6,458,053 10,166 10,839,491 5,077,921 8,040, 8 80 19,235 13,13 8,03 6 441,594 441,594 (431,053) - (431,053) 10,541 10,541 5,088,462 8,040,880 19,235 13,148,577 5,955,362 17,232,800 402,926 23,591,088 2,483,503 8,651,965 20,462 11,155,930 23,297 14,348 1,320 38,965. 2,506,800 8,666,313 21,782 11,194,895 3,448,562 8,566,487 391,144 12,396,193 42,322,185 I04,589.873 224,182 147,136,240 $45,770,747 $113,156,360 S 605,326 $159,532,433 Cily of Fort Collins Comprehensive Annual Financial Reporl 141 ..,A:.3'T.2.3Pc <• .s tma...,'>: 'e`L>r i5pcix,FL,x.' GENERAL EMPLOYEES' RETIREMENT PLAN TRUST FUND SCHEDULE OF CHANCES IN NET ASSETS HELD IN TRUST FOR PENSION BENEFITS - ACTUAL AND BUDGET FOR THE YEAR ENDED DECEMBER 31, 2007 Variance With Actual Positive OPERATING REVENUES Actual Budget (Negative) Contributions $ 866,900 $ 900,000 $ (33,100) Earnings on investments 706,649 647,100 59,549 Net income from securities lending activities 10,541 - 10,541 Net increase in the fair value of investments 4,371,272 4,000,000 371,272 Total Operating Revenues 5,955,362 5,547,100 408,262 OPERATING EXPENSES Benefit payments Administration Total Operating Expenses Changes in Net Assets Net Assets Held in Trust for Retirement Benefits --January 1 Net Assets Held in Trust for Retirement Benefits --December 31 See the accompanying independent auditors' report, 2,483,503 2,576,000 92,497 23,297 28,995 5,698 2,506,800 2,604,995 98,195 3,448,562 $ 2,942,105 $ 106,457 42,322,185 $ 45,770,747 142 City ofFort Collins Comprehensive Annual Financial Report AGENCY FUND STATEMENT OF ASSETS AND LIABILITIES DECEMBER 31, 2007 Poudre Fire Authority ASSETS Current Assets Cash and cash equivalents $ 5,885,480 Receivables Interest 66,087 Investments, at fair value U S Government securities 4,810,870 Corporate bonds 1,127,263 Total Investments, at fair value 5,938,133 Total Assets 11,889,700 LIABILITIES Current Liabilities Amounts held for other governments 11,889,700 Total Liabilities $11,889,700 See the accompanying independent auditors' report. City ofForl Collins Comprehensive Annual Financial Reporl 143 AGENCY FUND STATEMENT OF CHANGES IN ASSETS AND LIABILITIES FOR THE YEAR ENDED DECEMBEI2 31, 2007 POUDRE FIRE AUTHORITY Balance-- Balance-- Dec. 31, 2006 Additions Deletions Dec. 31, 2007 ASSETS Cash and cash equivalents $ 3,349,538 $ 2,765,053 $ 229,111 $ 5,885,480 Receivables - interest 52,828 21,535 8,276 66,087 Investments, at fair value U S. Government securities 4,766,435 1,554,052 1,509,617 4,810,870 Corporate bonds 619,536 507,727 - 1,127,263 Total Investments, at fair value 5,385,971 2,061,779 1,509,617 5,938,133 Total Assets 8,788,337 4,848,367 ],747,004 11,889,700 LIABILITIES Amounts held for other governments $ 8,788,337 $ 4,848,367 $ 1,747,004 $ 11,889,700 See the accompanying independent auditors' report. 144 01), ofrort Collins Comprehensive Annual Financial Report No Text Parking Fac. Parking Fac. Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total 3500VAN 1TON CHEVROLET Home Outside or Garaged 21020 2003 6/23/2003 $ 19,925 $ - $ 19,925 15 PASS VAN FORD Outside Lighted 25000 2000 12/13/2000 $ 23,500 $ - $ 23,500 15 PASS VAN FORD Outside Lighted 2621 1999 3/16/2000 $ 21,900 $ - $ 21,900 ASTRO CHEVROLET Outside Lighted 25008 1994 6/28/1994 $ 16,588 $ - $ 16,588 E350 FORD Outside Lighted 2471 1995 3/20/1995 $ 21,456 $ - $ 21,456 E350 FORD Outside Lighted 25002 1996 3/21/1997 $ 18,250 $ - $ 18,250 S10 PICKUP CHEVROLET Outside Lighted 25006 1994 7/14/1994 $ 10,356 $ - $ 10,356 SAFARI GMC Outside Lighted 25007 1997 1/30/1997 $ 19,883 $ - $ 19,883 SCHOOL BUS INTERNATL Outside Lighted 1994 12/22/2008 1,800.00 0.00 $ 1,800 ESCAPE HYBRI FORD Outside Locked & Lighted 26001 2005 2/25/2005 $ 29,084 $ - $ 29,084 INTREPID DODGE Outside Locked & Lighted 1610 1999 6/11/1999 $ 15,032 $ - $ 15,032 INTREPID DODGE Outside Locked & Lighted 1612 2000 10/7/1999 $ 18,235 $ - $ 18,235 INTREPID DODGE Outside Locked & Lighted 1618 2000 4/12/2000 $ 18,206 $ - $ 18,206 INTREPID DODGE Outside Locked & Lighted 1619 2000 3/22/2000 $ 18,206 $ - $ 18,206 PRIUS HYBRID TOYOTA Outside Locked & Lighted 1600 2001 8/10/2000 $ 20,520 $ - $ 20,520, PRIUS HYBRID TOYOTA Outside Locked & Lighted 16000 2001 12/4/2000 $ 20,520 $ - $ 20,520 PRIUS HYBRID TOYOTA Outside Locked & Lighted 2008 8/15/2008 23,820.00 0.00 $ 23,820 PRIUS HYBRID TOYOTA Outside Locked & Lighted 2008 8/15/2008 23,820.00 0.00 $ 23,820 SCOOTER YAMAHA Outside Locked & Lighted 2008 6/24/2008 2,550.00 0.00 $ 2,550 SCOOTER YAMAHA Outside Locked & Lighted 2008 6/24/2008 2,550.00 0.00 $ 2,550 GRAND CHEROK JEEP Outside Locked & Lighted 26801 2002 1/11/2002 $ 28,902 $ - $ 28,902 VAN-1 TON DODGE Outside Lighted 25001 2001 3/2/2001 $ 39,937 $ - $ 39,937 ASTRO CHEVROLET Outside Lighted 2626 1990 7/11/1990 $ 14,525 $ - $ 14,525 ASTRO CHEVROLET Outside Lighted 2515 1990 7/11/1990 $ 14,525 $ - $ 14,525 15 PASS VAN FORD Outside Lighted 25003 2000 9/4/2001 $ 19,700 $ - $ 19,700 15 PASS VAN FORD Outside Lighted 25004 2004 11/28/2003 $ 60,713 $ - $ 60,713 15 PASS VAN FORD Outside Lighted 25005 2003 11/28/2003 $ 36,505 $ - $ 36,505 3/4 TON UTIL CHEVROLET Outside Lighted 2801 1995 6/27/1995 $ 17,143 $ - $ 17,143 S10 PICKUP CHEVROLET Outside Lighted 2847 1986 6/30/1986 $ 8,121 $ - $ 8,121 VACUUM SWEEP GOOSSEN Outside Lighted 45100 2000 2/7/2001 $ 18,577 $ - $ 18,577 ESCAPE HYBRI FORD Outside Locked & Lighted 25506 2005 2/11/2005 $ 29,225 $ - $ 29,225 C2500 GMC Outside Locked & Lighted 2507 1992 5/19/1992 $ 19,387 $ - $ 19,387 F250 FORD Outside Locked & Lighted 25303 2002 8/30/2001 $ 19,514 $ 2,075 $ 21,589 PICKUP CHEVROLET Outside Locked & Lighted 25300 2000 8/24/2000 $ 19,506 $ - $ 19,506 S15 PICKUP GMC Outside Locked & Lighted 25304 1993 7/2/1993 $ 12,204 $ - $ 12,204 4X4 PICKUP FORD Outside Locked & Lighted 25501 2001 5/17/2001 $ 25,046 $ - $ 25,046 C20 CHEVROLET Outside Locked & Lighted 2463 1995 12/13/1995 $ 20,548 $ 2,549 $ 23,097 F150 4X4 P/U FORD Outside Locked & Lighted 2559 2000 5/8/2000 $ 26,742 $ - $ 26,742 F1954 NAVISTAR Outside Locked & Lighted 25500 1986 3/24/1986 $ 38,980 $ - $ 38,980 FLATBED F350 FORD Outside Locked & Lighted 2570 2000 5/23/2000 $ 25,881 $ 3,560 $ 29,441 FLATBED F450 FORD Outside Locked & Lighted 25509 2005 4/26/2005 $ 30,821 $ 2,757 $ 33,578 K2500 HD PU CHEVROLET Outside Locked & Lighted 25504 2004 2/10/2004 $ 22,844 $ - $ 22,844 4X4 PICKUP FORD Outside Locked & Lighted 25502 2001 7/26/2001 $ 25,363 $ - $ 25,363 DUMP TRUCK FORD Outside Locked & Lighted 2556 1999 1/13/1999 $ 28,052 $ 5,844 $ 33,896 F150 4X4 P/U FORD Outside Locked & Lighted 2558 2000 4/22/2000 $ 26,742 $ - $ 26,742 FLATBED CHEVROLET Outside Locked & Lighted 2430 1997 4/8/1997 $ 24,233 $ - $ 24,233 K2500 HD PU CHEVROLET Outside Locked & Lighted 25505 2004 2/10/2004 $ 20,629 $ - $ 20,629 RAM 2500 DODGE Outside Locked & Lighted 25503 2002 6/13/2002 $ 22,518 $ 4,377 $ 26,895 UTL 4X4 2500 CHEVROLET Outside Locked & Lighted 25507 2005 3/8/2005 $ 23,380 $ 2,890 $ 26,270 4X4 PICKUP CHEVROLET Outside Locked & Lighted 25508 2005 3/10/2005 $ 16,083 $ - $ 16,083 ESCAPE HYBRI FORD Outside Locked & Lighted 2008 6/13/2008 25,084.00 0.00 $ 25,084 S10 PICKUP CHEVROLET Outside Locked & Lighted 2511 1997 7/10/1997 $ 20,299 $ - $ 20,299 S10 PICKUP CHEVROLET Outside Lighted 2615 1987 8/6/1987 $ 8,528 $ - $ 8,528 F150 PICKUP FORD Outside Lighted 2008 1/25/2008 14,735.00 0.00 $ 14,735 C10 PICKUP CHEVROLET Outside Lighted 2450 1988 3/16/1988 $ 9,827 $ - $ 9,827 DUMP TRUCK FORD Outside Lighted 2425 1981 5/11/1982 $ 3,000 $ - $ 3,000 DUMP TRUCK GMC Outside Lighted 2451 1998 8/27/1998 $ 26,027 $ - $ 26,027 PICKUP CHEVROLET Outside Lighted 2462 1997 5/19/1997 $ 22,442 $ - $ 22,442 ASTRO CHEVROLET Outside Lighted 2457 1995 3/30/1995 $ 17,765 $ - $ 17,765 G20 VAN CHEVROLET Outside Lighted 2560 1985 5/22/1986 $ 10,680 $ - $ 10,680 4X4 PICKUP DODGE Outside Lighted 26600 2004 2/20/2004 $ 17,798 $ - $ 17,798 RANGER FORD Outside Lighted 2208 1998 4/27/1998 $ 15,213 $ - $ 15,213 RANGER FORD Outside Lighted 2277 2000 7/18/2000 $ 15,448 $ - $ 15,448 C3500 GMC Outside Lighted 2506 1991 2/26/1991 $ 12,182 $ 4,539 $ 16,721 F150 FORD Outside Lighted 2447 1995 8/31/1995 $ 12,360 $ - $ 12,360 IMPALA CHEVROLET Outside Locked & Lighted 13001 2002 5/1/2002 $ 19,200 $ - $ 19,200 S10 PICKUP CHEVROLET Outside Locked & Lighted 2329 1999 7/7/1999 $ 14,953 $ - $ 14,953 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total S10 PICKUP CHEVROLET Outside Locked & Lighted 2346 1996 2/8/1996 $ 17,241 $ - $ 17,241 SONOMA GMC Outside Locked & Lighted 2323 1997 5/28/1997 $ 13,234 $ - $ 13,234 4X4 PICKUP FORD Outside Locked & Lighted 23042 2003 8/21/2003 $ 15,736 $ - $ 15,736 CHEROKEE JEEP Outside Locked & Lighted 2300 1989 6/13/1989 $ 16,436 $ - $ 16,436 DAKOTA DODGE Outside Locked & Lighted 23035 2002 7/25/2002 $ 11,979 $ - $ 11,979 DAKOTA DODGE Outside Locked & Lighted 23036 2002 7/25/2002 $ 11,979 $ - $ 11,979 PICKUP CHEVROLET Outside Locked & Lighted 23052 2005 5/19/2005 $ 11,381 $ - $ 11,381 PICKUP CHEVROLET Outside Locked & Lighted 23053 2005 5/19/2005 $ 11,381 $ - $ 11,381 RANGER FORD Outside Locked & Lighted 23023 2001 7/27/2001 $ 13,933 $ - $ 13,933 RANGER FORD Outside Locked & Lighted 23045 2004 5/7/2004 $ 11,929 $ - $ 11,929 RANGER FORD Outside Locked & Lighted 23046 2004 5/10/2004 $ 11,929 $ - $ 11,929 RANGER PU4X4 FORD Outside Locked & Lighted 23044 2004 5/7/2004 $ 18,231 $ - $ 18,231 S10 PICKUP CHEVROLET Outside Locked & Lighted 2303 1996 1/29/1996 $ 13,071 $ - $ 13,071 S10 PICKUP CHEVROLET Outside Locked & Lighted 23041 2003 8/18/2003 $ 12,845 $ - $ 12,845 S10 PICKUP CHEVROLET Outside Locked & Lighted 2330 1996 1/29/1996 $ 13,071 $ - $ 13,071 2500 VAN DODGE Outside Locked & Lighted 26825 2002 5/20/2002 $ 21,182 $ - $ 21,182 C30 TRUCK CHEVROLET Outside Locked & Lighted 2723 1995 12/11/1995 $ 17,070 $ 3,375 $ 20,445 C3500 CHEVROLET Outside Locked & Lighted 2714 1997 8/22/1997 $ 21,964 $ - $ 21,964 UTILITY F250 FORD Outside Locked & Lighted 2008 9/17/2008 19,221.00 6,191.00 $ 25,412 UTILITY F250 FORD Outside Locked & Lighted 2008 9/17/2008 19,221.00 6,191.00 $ 25,412 ASTRO VAN CHEVROLET Outside Lighted 2317 1998 4/21/1998 $ 20,358 $ - $ 20,358 CARGO VAN CHEVROLET Outside Lighted 23009 2000 7/19/2000 $ 17,740 $ - $ 17,740 C2500 GMC Outside Locked & Lighted 27007 1990 5/8/1990 $ 11,283 $ 2,999 $ 14,282 C2500 GMC Outside Locked & Lighted 2792 1992 4/28/1992 $ 16,559 $ - $ 16,559 C30 TRUCK CHEVROLET Outside Locked & Lighted 2742 1986 5/22/1986 $ 10,213 $ 4,120 $ 14,333 F250 FORD Outside Locked & Lighted 2720 2000 1/21/2000 $ 22,533 $ 4,274 $ 26,807 F9300 NAVISTAR Outside Locked & Lighted 2775 1991 8/6/1990 $ 76,210 $ - $ 76,210 F9370 NAVISTAR Outside Locked & Lighted 2735 1986 9/18/1985 $ 62,054 $ - $ 62,054 F9370 NAVISTAR Outside Locked & Lighted 2741 1989 4/7/1989 $ 72,210 $ - $ 72,210 LN8000 FORD Outside Locked & Lighted 2715 1983 10/10/1983 $ 37,221 $ 6,396 $ 43,617 MOTORCYCLE HONDA Outside Locked & Lighted 3288 1984 12/31/1983 $ 1,848 $ - $ 1,848 RAMBOX EAST Outside Locked & Lighted 4285 1996 4/18/1996 $ 56,649 $ - $ 56,649 RAMBOX EAST Outside Locked & Lighted 4290 1988 4/11/1988 $ 57,205 $ - $ 57,205 RAMBOX EAST Outside Locked & Lighted 4297 1988 3/16/1988 $ 57,205 $ - $ 57,205 RANGER FORD Outside Locked & Lighted 2773 1990 4/11/1990 $ 11,717 $ - $ 11,717 CHEROKEE JEEP Outside Locked & Lighted 2293 1990 6/19/1990 $ 18,171 $ - $ 18,171 JIMMY GMC Outside Locked & Lighted 2784 1991 4/18/1991 $ 16,572 $ - $ 16,572 314T PICKUP DODGE Outside Locked & Lighted 27008 2002 8/19/2002 $ 22,578 $ - $ 22,578 BLAZER CHEVROLET Outside Locked & Lighted 2510 1997 1/15/1997 $ 22,958 $ - $ 22,958 DAKOTA DODGE Outside Locked & Lighted 24011 2002 3/13/2002 $ 14,968 $ - $ 14,968 EXPLORER FORD Outside Locked & Lighted 2466 2000 6/29/2000 $ 22,069 $ - $ 22,069 IMPALA CHEVROLET Outside Locked & Lighted 14000 2003 12/24/2002 $ 14,967 $ - $ 14,967 PICKUP CHEVROLET Outside Locked & Lighted 24047 2005 1/5/2005 $ 13,121 $ - $ 13,121 RANGER FORD Outside Locked & Lighted 2444 1999 5/27/1999 $ 16,440 $ - $ 16,440 RANGER FORD Outside Locked & Lighted 2551 1998 4/29/1998 $ 16,420 $ - $ 16,420 S10 PICKUP CHEVROLET Outside Locked & Lighted 2478 1999 7/7/1999 $ 14,953 $ - $ 14,953 UTIL4X4 F250 FORD Outside Locked & Lighted 2008 3/12/2008 18,079.00 4,872.00 $ 22,951 2500 PICKUP CHEVROLET Outside Locked & Lighted 24044 2004 6/22/2004 $ 17,548 $ - $ 17,548 C2500 CHEVROLET Outside Locked & Lighted 2443 1996 1/2/1996 $ 17,613 $ - $ 17,613 DUMP F450 FORD Outside Locked & Lighted 2494 2000 7/20/2000 $ 27,193 $ 8,099 $ 35,292 F250 FORD Outside Locked & Lighted 2422 1997 12/27/1996 $ 18,522 $ - $ 18,522 G3500 GMC Outside Locked & Lighted 2418 1992 4/28/1992 $ 12,765 $ 4,607 $ 17,372 RANGER FORD Outside Locked & Lighted 2563 2000 5/19/2000 $ 13,457 $ - $ 13,457 S10 PICKUP CHEVROLET Outside Locked & Lighted 2470 1999 6/23/1999 $ 14,958 $ - $ 14,958 UTIL4X4 F250 FORD Outside Locked & Lighted 24036 2003 5/12/2003 $ 19,774 $ 2,328 $ 22,102 UTILITY F250 FORD Outside Locked & Lighted 2493 2000 7/19/2000 $ 17,476 $ 3,116 $ 20,592 4X4 PICKUP FORD Outside Locked & Lighted 2452 2000 4/12/2000 $ 21,964 $ - $ 21,964 C2500 CHEVROLET Outside Locked & Lighted 2445 1996 1/2/1996 $ 17,613 $ - $ 17,613 C70 TRUCK CHEVROLET Outside Locked & Lighted 2454 1989 9/15/1989 $ 17,421 $ 5,459 $ 22,880 DUMP TRKF550 FORD Outside Locked & Lighted 24005 2000 1/23/2001 $ 28,335 $ 7,275 $ 35,610 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 24012 2002 5/28/2002 $ 67,050 $ 18,241 $ 85,291 F1954 NAVISTAR Outside Locked & Lighted 2481 1985 12/21/1984 $ 37,612 $ - $ 37,612 RANGER FORD Outside Locked & Lighted 2538 1998 9/2/1998 $ 18,591 $ - $ 18,591 S10 PICKUP CHEVROLET Outside Locked & Lighted 2436 1988 3/8/1988 $ 9,611 $ - $ 9,611 S10 PICKUP CHEVROLET Outside Locked & Lighted 2480 1999 7/7/1999 $ 14,953 $ - $ 14,953 CHEYENNE CHEVROLET Outside Locked & Lighted 2514 1998 1/5/1998 $ 20,734 $ - $ 20,734 DAKOTA DODGE Outside Locked & Lighted 24018 2002 7/8/2002 $ 12,647 $ - $ 12,647 F250 FORD Outside Locked & Lighted 24000 2001 10/20/2000 $ 19,609 $ 3,598 $ 23,207 F250 FORD Outside Locked & Lighted 24008 2001 6/18/2001 $ 21,399 $ 3,698 $ 25,097 F250 FORD Outside Locked & Lighted 2423 1997 12/27/1996 $ 18,522 $ - $ 18,522 F350 DUMP FORD Outside Locked & Lighted 24002 2000 10/20/2000 $ 23,665 $ 7,277 $ 30,942 RANGER FORD Outside Locked & Lighted 24025 2003 2/27/2003 $ 12,385 $ - $ 12,385 RANGER FORD Outside Locked & Lighted 2562 2000 4/28/2000 $ 13,457 $ - $ 13,457 S10 PICKUP CHEVROLET Outside Locked & Lighted 2482 1999 7/21/1999 $ 14,953 $ - $ 14,953 UTILITY F250 FORD Outside Locked & Lighted 24030 2003 5/9/2003 $ 15,117 $ 2,328 $ 17,445 UTILITY F250 FORD Outside Locked & Lighted 24032 2003 5/9/2003 $ 15,117 $ 2,328 $ 17,445 C20 CHEVROLET Outside Locked & Lighted 2461 1995 7/25/1995 $ 15,064 $ 2,549 $ 17,613 DAKOTA DODGE Outside Locked & Lighted 24019 2002 7/8/2002 $ 12,647 $ - $ 12,647 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total F250 FORD Outside Locked & Lighted 2419 1997 12/26/1996 $ 18,630 $ - $ 18,630 PICKUP FORD Outside Locked & Lighted 2550 1998 2/17/1998 $ 15,944 $ - $ 15,944 RANGER FORD Outside Locked & Lighted 2552 1998 4/29/1998 $ 16,420 $ - $ 16,420 RANGER FORD Outside Locked & Lighted 2561 2000 4/27/2000 $ 13,457 $ - $ 13,457 UTI1-4X4 F250 FORD Outside Locked & Lighted 2008 3/13/2008 18,079.00 4,872.00 $ 22,951 UTILITY F250 FORD Outside Locked & Lighted 24033 2003 5/9/2003 $ 15,117 $ 2,328 $ 17,445 UTILITY F250 FORD Outside Locked & Lighted 24042 2004 5/10/2004 $ 13,929 $ 2,330 $ 16,259 DAKOTA DODGE Outside Locked & Lighted 24020 2002 7/12/2002 $ 12,647 $ - $ 12,647 F250 FORD Outside Locked & Lighted 24001 2001 10/20/2000 $ 19,609 $ 3,598 $ 23,207 F250 FORD Outside Locked & Lighted 2420 1997 12/27/1996 $ 18,522 $ - $ 18,522 C2500 GMC Outside Lighted 2814 1990 6/19/1990 $ 13,973 $ - $ 13,973 DUMP CART CARRYALL Outside Lighted 2816 2000 4/7/2000 $ 6,392 $ - $ 6,392 BUCKET I.H. Outside Locked & Lighted 2467 1998 3/13/1998 $ 36,724 $ 83,547 $ 120,271 C10 PICKUP CHEVROLET Outside Locked & Lighted 2409 1988 3/31/1988 $ 9,895 $ - $ 9,895 C10 PICKUP CHEVROLET Outside Locked & Lighted 2410 1990 - 10/1/1990 $ 11,298 $ - $ 11,298 C1500 GMC Outside Locked & Lighted 2456 1991 3/19/1991 $ 10,508 $ - $ 10,508 C3500 CHEVROLET Outside Locked & Lighted 2487 1995 2/27/1996 $ 49,870 $ - $ 49,870 DUMP TRUCK CHEVROLET Outside Locked & Lighted 2437 1974 5/11/1982 $ 7,996 $ - $ 7,996 EXPLORER FORD Outside Locked & Lighted 2492 1995 7/28/1995 $ 24,293 $ - $ 24,293 F150 FORD Outside Locked & Lighted 2415 1993 8/19/1993 $ 9,421 $ - $ 9,421 F250 FORD Outside Locked & Lighted 2484 1985 6/12/1985 $ 8,240 $ 1,956 $ 10,196 F250 FORD Outside Locked & Lighted 25302 2002 8/30/2001 $ 21,494 $ - $ 21,494 F350 FORD Outside Locked & Lighted 2453 1988 7/1/1988 $ 11,001 $ 4,052 $ 15,053 F800 FORD Outside Locked & Lighted 2449 1994 7/20/1993 $ 25,850 $ 7,267 $ 33,117 F800 FORD Outside Locked & Lighted 2491 1986 11/27/1985 $ 21,113 $ 24,043 $ 45,156 FL80-GRAPPLR FREIGHTLNR Outside Locked & Lighted 2448 2000 12/27/1999 $ 57,250 $ 37,530 $ 94,780 FLATBED FORD Outside Locked & Lighted 25301 1979 5/11/1982 $ 3,000 $ - $ 3,000 PICKUP FORD Outside Locked & Lighted 2459 1999 9/1/1999 $ 22,309 $ - $ 22,309 S10 PICKUP CHEVROLET Outside Locked & Lighted 2476 1984. 7/27/1984 $ 7,557 $ - $ 7,557 TREE SPADE GMC Outside Locked & Lighted 2458 1992 8/4/1992 $ 23,763 $ 14,575 $ 38,338 TRUCK #4300 INTERNATL Outside Locked & Lighted 2009 3/28/2008 55,824.00 19,416.38 $ 75,240 ASTRO CHEVROLET 2850 1989 7/25/1989 $ 14,673 $ - $ 14,673 CARAVAN DODGE Outside Lighted 2397 1994 2/24/1994 $ 19,432 $ - $ 19,432 S10 PICKUP CHEVROLET Outside Lighted 2407 1988 3/7/1988 $ 8,973 $ - $ 8,973 S15 PICKUP GMC Outside Locked & Lighted 2265 1992 3/31/1992 $ 14,815 $ - $ 14,815 CARGO WAGON WELLS CARG Outside Locked & Lighted 4275 1997 2/21/1997 $ 3,673 $ - $ 3,673 F150 PICKUP FORD Outside Locked & Lighted 2721 2000 7/26/2000 $ 24,513 $ - $ 24,513 S10 PICKUP CHEVROLET Outside Locked & Lighted 2749 1997 3/5/1997 $ 19,791 $ - $ 19,791 JIMMY GMC 2728 1995 6/6/1995 $ 21,601 $ - $ 21,601 RANGER FORD 2294 1992 3/11/1992 $ 10,695 $ - $ 10,695 S15 PICKUP GMC 2256 1992 5/8/1992 $ 12,731 $ - $ 12,731 . 4TRX HONDA Outside Locked & Lighted 3282 1991 2/25/1991 $ 3,520 $ - $ 3,520 C2500 GMC Outside Locked & Lighted 2289 1993 2/3/1993 $ 18,313 $ - $ 18,313 F2574 NAVISTAR Outside Locked & Lighted 2288 1989 6/22/1989 $ 69,377 $ - $ 69,377 JIMMY GMC Outside Locked & Lighted 2716 1998 3/31/1998 $ 22,795 $ - $ 22,795 K30 CHEVROLET Outside Locked & Lighted 2706 1997 7/24/1997 $ 21,700 $ 2,775 $ 24,475 K30 CHEVROLET Outside Locked & Lighted 2712 1997 7/24/1997 $ 21,845 $ 4,103 $ 25,948 LMSC3644-108 NORTHWEST Outside Locked & Lighted 47011 2004 8/2/2004 $ 137,958 $ - $ 137,958 MOTORCYCLE HONDA Outside Locked & Lighted 3280 1980 5/11/1982 $ 500 $ $ 500 S1954 NAVISTAR Outside Locked & Lighted 2722 1984 6/20/1984 $ 37,917 $ $ 37,917 UTL 4X4 2500 DODGE Outside Locked & Lighted 27014 2003 6/16/2003 $ 26,901 $ 2,393 $ 29,294 DURANGO DODGE Outside Locked & Lighted 27028 2005 6/6/2005 $ 22,997 $ - $ 22,997 CHEROKEE JEEP Outside Locked & Lighted 2710 1996 7/22/1996 $ 17,993 $ - $ 17,993 S10 PICKUP CHEVROLET Outside Locked & Lighted 2774 1991 4/24/1990 $ 16,267 $ - $ 16,267 BLAZER CHEVROLET Outside Locked & Lighted 2709 1998 6/22/1998 $ 23,555 $ - $ 23,555 JIMMY GMC Outside Locked & Lighted 2257 1995 2/13/1995 $ 21,284 $ - $ 21,284 S10 PICKUP CHEVROLET Outside Locked & Lighted 2745 1996 5/14/1996 $ 17,452 $ - $ 17,452 4X4 PICKUP FORD Outside Locked & Lighted 27004 2001 9/12/2001 $ 22,700 $ - $ 22,700 BLAZER CHEVROLET Outside Locked & Lighted 2797 1994 8/24/1994 $ 19,571 $ - $ 19,571 F250 FORD Outside Locked & Lighted 2753 1994 4/5/1994 $ 13,492 $ 2,186 $ 15,678 F250 FORD Outside Locked & Lighted 2794 1992 9/15/1992 $ 12,579 $ 3,432 $ 16,011 GATOR AG CHEM Outside Locked & Lighted 3299 1983 6/26/1984 $ 114,880 $ - $ 114,880 S10 PICKUP CHEVROLET Outside Locked & Lighted 2251 1996 2/8/1996 $ 17,121 $ - $ 17,121 UTILITY#2500 CHEVROLET Outside Locked & Lighted 27017 2004 6/11/2004 $ 16,479 $ 3,090 $ 19,569 BLAZER CHEVROLET Outside Locked & Lighted 2740 1999 5/17/1999 $ 20,738 $ - $ 20,738 CHEROKEE JEEP Outside Locked & Lighted 2292 1990 6/19/1990 $ 18,171 $ $ 18,171 JIMMY GMC Outside Locked & Lighted 2702 1998 3/25/1998 $ 22,300 $ $ 22,300 C2500 GMC Outside Lighted 2818 1993 7/20/1993 $ 16,058 $ $ 16,058 DUMPTRUCK FORD Outside Lighted 2479 1981 5/11/1982 $ 8,271 $ 3,125 $ 11,396 DMPTRK F550 FORD Outside Locked & Lighted 24035 2003 5/12/2003 $ 23,501 $ 8,250 $ 31,751 K2500 PICKUP CHEVROLET Outside Locked & Lighted 2464 1995 11/20/1995 $ 19,853 $ - $ 19,853 RAM 2500 DODGE Outside Locked & Lighted 24023 2002 9/12/2002 $ 20,614 $ 3,850 $ 24,464 RANGER FORD Outside Locked & Lighted 24024 2003 2/27/2003 $ 12,385 $ - $ 12,385 RANGER FORD Outside Locked & Lighted 24028 2003 4/28/2003 $ 12,443 $ $ 12,443 RANGER FORD Outside Locked & Lighted 24029 2003 4/28/2003 $ 12,443 $ $ 12,443 UTILITY F250 FORD Outside Locked & Lighted 24031 2003 5/9/2003 $ 15,117 $ 2,328 $ 17,445 UTILITY F250 FORD Outside Locked & Lighted 24034 2003 5/9/2003 $ 15,117 $ 2,328 $ 17,445 UTILITY F250 FORD Outside Locked & Lighted 24041 2004 5/10/2004 $ 13,929 $ 2,330 $ 16,259 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total C20 CHEVROLET Outside Locked & Lighted 2485 1985 6/12/1985 $ 11,179 $ $ 11,179 4X4PU K1500 CHEVROLET Outside Locked & Lighted 22504 2005 4/7/2005 $ 19,304 $ $ 19,304 C3500 GMC Outside Locked & Lighted 2226 1998 8/26/1998 $ 23,678 $ $ 23,678 C3500-FLATBD CHEVROLET Outside Locked & Lighted 22501 2001 1/18/2002 $ 22,305 $ 6,125 $ 28,430 CARGO VAN CHEVROLET Outside Locked & Lighted 2233 2000 4/3/2000 $ 20,235 $ - $ 20,235 CF8000 FORD Outside Locked & Lighted 2031 1992 9/15/1992 $ 37,819 $ 94,708 $ 132,527 F150 PICKUP FORD Outside Locked & Lighted 22500 2001 8/15/2001 $ 22,005 $ - $ 22,005 F350 FORD Outside Locked & Lighted 2213 1988 7/20/1988 $ 11,608 $ 34,355 $ 45,963 FLATBED F250 FORD Outside Locked & Lighted 22503 2005 2/24/2005 $ 17,815 $ 2,926 $ 20,741 FLATBED F350 FORD Outside Locked & Lighted 2069 2000 7/24/2000 $ 23,540 $ 3,931 $ 27,471 HD 2500 CHEVROLET Outside Locked & Lighted 22502 2002 3/13/2002 $ 20,596 $ 1,820 $ 22,416 PLATFRM LIFT FW Outside Locked & Lighted 2008 10/7/2008 50,492.20 0.00 $ 50,492 UTL TRK F550 FORD Outside Locked & Lighted 2008 10/7/2008 26,763.00 0.00 $ 26,763 LUMINA CHEVROLET Outside Locked & Lighted 1203 1997 2/10/1997 $ 16,055 $ - $ 16,055 LUMINA CHEVROLET Outside Locked & Lighted 1205 1997 2/10/1997 $ 16,055 $ - $ 16,055 9100 SEMI I.H. Outside Locked & Lighted 2075 1998 11/28/1997 $ 63,000 $ - $ 63,000 ASPHALT DIST FREIGHTLNR Outside Locked & Lighted 2099 2000 7/13/2000 $ 93,600 $ - $ 93,600 DUMP TRUCK CHEVROLET Outside Locked & Lighted 2077 1997 10/20/1997 $ 22,807 $ 4,310 $ 27,117 F1954 NAVISTAR Outside Locked & Lighted 2214 1987 6/15/1987 $ 33,889 $ 7,357 $ 41,246 F4700 NAVISTAR Outside Locked & Lighted 2248 1991 2/7/1991 $ 33,513 $ - $ 33,513 JIMMY GMC Outside Locked & Lighted 2244 1991 1/31/1991 $ 15,948 $ - $ 15,948 F1954 NAVISTAR Outside Locked & Lighted 2210 1988 4/20/1988 $ 48,987 $ - $ 48,987 4X4 PICKUP CHEVROLET Outside Locked & Lighted 22011 2004 2/3/2004 $ 16,698 $ 1,022 $ 17,720 C25 CHEVROLET Outside Locked & Lighted 2081 1996 6/4/1996 $ 20,016 $ - $ 20,016 FLUSHER FREIGHTLNR Outside Locked & Lighted 22007 2003 12/2/2002 $ 93,500 $ 48,450 $ 141,950 VACUUM SWEEP JOHNSTON Outside Locked & Lighted 3206 1998 5/6/1998 $ 78,731 $ - $ 78,731 2554 NAVISTAR Outside Locked & Lighted 2232 1995 4/5/1995 $ 69,310 $ 4,265 $ 73,575 F1954 NAVISTAR Outside Locked & Lighted 2218 1987 6/29/1987 $ 33,889 $ 7,357 $ 41,246 SILVERADO CHEVROLET Outside Locked & Lighted 22014 2004 4/6/2004 $ 13,228 $ - $ 13,228 2554 NAVISTAR Outside Locked & Lighted 2211 1995 4/5/1995 $ 69,310 $ 4,265 $ 73,575 2554 NAVISTAR Outside Locked & Lighted 2219 1995 4/5/1995 $ 69,310 $ 4,265 $ 73,575 2554 NAVISTAR Outside Locked & Lighted 2220 1995 4/5/1995 $ 69,310 $ 4,265 $ 73,575 2554 NAVISTAR Outside Locked & Lighted 2241 1995 4/5/1995 $ 69,310 $ 4,265 $ 73,575 2574 NAVISTAR Outside Locked & Lighted 2230 1993 7/20/1993 $ 93,248 $ - $ 93,248 2574 NAVISTAR Outside Locked & Lighted 2234 1990 4/11/1990 $ 94,903 $ - $ 94,903 9400 NAVISTAR Outside Locked & Lighted 2221 1993 2/9/1996 $ 36,010 $ - $ 36,010 C25 CHEVROLET Outside Locked & Lighted 2083 1996 6/4/1996 $ 20,016 $ - $ 20,016 CARGO WAGON WELLS CARG Outside Locked & Lighted 4230 1997 4/10/1997 $ 1,731 $ - $ 1,731 COLUMBIA FREIGHTLNR Outside Locked & Lighted 22006 2003 6/28/2002 $ 69,500 $ - $ 69,500 DMP TRK 7500 INTERNATL Outside Locked & Lighted 22017 2005 4/15/2005 $ 60,000 $ - $ 60,000 DMP TRK 7500 INTERNATL Outside Locked & Lighted 22018 2005 4/15/2005 $ 60,000 $ - $ 60,000 DMP TRK 7500 INTERNATL Outside Locked & Lighted 22019 2005 4/15/2005 $ 68,764 $ - $ 68,764 DUMP TRUCK NAVISTAR Outside Locked & Lighted 2087 1997 3/25/1997 $ 81,620 $ - $ 81,620 DUMP TRUCK NAVISTAR Outside Locked & Lighted 2089 1997 3/25/1997 $ 81,620 $ - $ 81,620 DUMP TRUCK CHEVROLET Outside Locked & Lighted 2091 1997 4/3/1997 $ 17,426 $ 4,061 $ 21,487 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 2095 2001 1/22/2001 $ 82,094 $ 51,935 $ 134,029 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 2096 2001 1/22/2001 $ 82,094 $ 51,935 $ 134,029 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 2097 2001 1/22/2001 $ 82,094 $ 51,935 $ 134,029 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 2098 2001 11/27/2000 $ 82,094 $ 49,335 $ 131,429 F1504X4 P/U FORD Outside Locked & Lighted 22008 2003 4/14/2003 $ 16,903 $ 4,558 $ 21,461 F1954 NAVISTAR Outside Locked & Lighted 2212 1988 4/29/1988 $ 48,987 $ - $ 48,987 F250 FORD Outside Locked & Lighted 2078 1997 8/14/1997 $ 17,703 $ - $ 17,703 F250 FORD Outside Locked & Lighted 2079 1997 7/18/1997 $ 16,653 $ 1,133 $ 17,786 F250 FORD Outside Locked & Lighted 2092 1997 4/22/1997 $ 20,452 $ - $ 20,452 F250 4X4 P/U FORD Outside Locked & Lighted 2093 1999 12/1/1998 $ 24,380 $ - $ 24,380 F250 4X4 P/U FORD Outside Locked & Lighted 2094 1999 12/7/1998 $ 24,380 $ - $ 24,380 F350-BUCKET FORD Outside Locked & Lighted 2254 1990 9/18/1990 $ 14,624 $ 12,897 $ 27,521 F4900 NAVISTAR Outside Locked & Lighted 2080 1996 6/5/1996 $ 75,722 $ - $ 75,722 FLATBED GMC Outside Locked & Lighted 2247 1994 6/1/1994 $ 17,510 $ - $ 17,510 FLATBED GMC Outside Locked & Lighted 2264 1994 4/24/1995 $ 25,079 $ 2,480 $ 27,559 FLATBED 1500 CHEVROLET Outside Locked & Lighted 22005 2002 5/9/2002 $ 18,720 $ 1,320 $ 20,040 FLATBED F250 FORD Outside Locked & Lighted 22000 2001 4/18/2001 $ 18,699 $ 1,649 $ 20,348 LIBERTY 4WD JEEP Outside Locked & Lighted 22012 2004 3/3/2004 $ 16,801 $ - $ 16,801 PLATFORM TRK GMC Outside Locked & Lighted 2008 2/13/2008 25,045.00 10,325.00 $ 35,370 S10 PICKUP CHEVROLET Outside Locked & Lighted 2085 1996 6/27/1996 $ 17,546 $ - $ 17,546 C20 VAN CHEVROLET Outside Locked & Lighted 2530 1995 8/1/1995 $ 16,120 $ - $ 16,120 CHEROKEE JEEP Outside Locked & Lighted 2278 1990 4/2/1990 $ 17,766 $ - $ 17,766 F150 PICKUP FORD Outside Locked & Lighted 2539 2000 7/24/2000 $ 24,513 $ - $ 24,513 F250 4X4 P/U FORD Outside Locked & Lighted 2536 1999 8/9/1999 $ 25,155 $ - $ 25,155 GRAND CHEROK JEEP Outside Locked & Lighted 22601 2001 5/22/2001 $ 21,638 $ - $ 21,638 RANGER FORD Outside Locked & Lighted 2269 1998 4/27/1998 $ 15,781 $ - $ 15,781 S10 PICKUP CHEVROLET Outside Locked & Lighted 22600 2001 3/9/2001 $ 16,827 $ - $ 16,827 F250 FORD Outside Locked & Lighted 2660 1993 8/19/1993 $ 12,685 $ 2,417 $ 15,102 S10 PICKUP CHEVROLET Outside Locked & Lighted 2266 1988 10/19/1988 $ 7,588 $ - $ 7,588 BUCKET TRUCK FORD Outside Locked & Lighted 2008 12/4/2008 26,453.00 53,293.00 $ 79,746 4X4 PICKUP FORD Outside Locked & Lighted 22402 2003 8/20/2003 $ 15,736 $ - $ 15,736 4X4 PICKUP CHEVROLET Outside Locked & Lighted 22404 2005 4/1/2005 $ 17,217 $ - $ 17,217 BUCKET TRUCK FORD Outside Locked & Lighted 22400 2002 1/7/2002 $ 76,741 $ - $ 76,741 4. The course is directly related to the employee's current job —which means, the course must directly aid the employee in handling his or her present job duties better, rather than teach another job or new or additional job skills; 5. The course must be given by the City. B. If an employee on his or her own initiative attends an independent school, college or independent trade school after hours, the time spent in attendance shall not constitute hours worked, even if the courses are related to the employee's job. C. If none of those conditions apply, the time spent attending the course is considered nonworking time. City of Fort Collins Personnel Policies and Procedures Revised: February 24, 2004 Section 4 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total BUCKET TRUCK FORD Outside Locked & Lighted 22401 2002 1/8/2002 $ 76,741 $ - $ 76,741 C2500 GMC Outside Locked & Lighted 2788 1991 8/7/1991 $ 14,524 $ 2,193 $ 16,717 C3500 GMC Outside Locked & Lighted 2202 1989 2/13/1995 $ 9,500 $ - $ 9,500 CARGO VAN FORD Outside Locked & Lighted 2270 1997 6/12/1997 $ 17,840 $ - $ 17,840 CHEROKEE JEEP Outside Locked & Lighted 2238 1996 7/22/1996 $ 18,635 $ - $ 18,635 DUMP TRUCK CHEVROLET Outside Locked & Lighted 2442 1980 5/11/1982 $ 5,602 $ 2,905 $ 8,507 DUMP TRUCK GMC Outside Locked & Lighted 2717 1984 3/5/1984 $ 23,788 $ 5,350 $ 29,138 F150 PICKUP FORD Outside Locked & Lighted 2086 1997 1/14/1997 $ 20,774 $ - $ 20,774 FLATBED GMC Outside Locked & Lighted 2237 1976 5/11/1982 $ 7,104 $ $ 7,104 G3500 GMC Outside Locked & Lighted 2224 1985 9/12/1985 $ 24,564 $ $ 24,564 PICKUP CHEVROLET Outside Locked & Lighted 22403 2005 2/11/2005 $ 15,371 $ $ 15,371 PLATFORM TRK I.H. Outside Locked & Lighted 2235 1999 3/13/2000 $ 65,750 $ $ 65,750 S10 PICKUP CHEVROLET Outside Locked & Lighted 22405 1997 4/2/1997 $ 20,394 $ $ 20,394 S10 PICKUP CHEVROLET Outside Locked & Lighted 2297 1995 7/27/1995 $ 12,322 $ $ 12,322 UTILITY F450 FORD Outside Locked & Lighted 22406 2005 5/4/2005 $ 22,953 $ 9,724 $ 32,677 UTILITY F450 FORD Outside Locked & Lighted 2272 2000 6/20/2000 $ 26,858 $ 8,953 $ 35,811 VAN W/BUCKET FORD Outside Locked & Lighted 2229 1998 11/18/1998 $ 49,153 $ - $ 49,153 BRAUN VAN FORD Inside Locked 2661 1999 12/2/1999 $ 42,209 $ - $ 42,209 BRAUN VAN FORD Inside Locked 2662 1999 12/2/1999 $ 42,209 $ - $ 42,209 BRAUN VAN FORD Inside Locked 2663 1999 12/2/1999 $ 42,209 $ - $ 42,209 CARAVAN DODGE Inside Locked 2676 1994 1/9/1995 $ 30,224 $ - $ 30,224 E350 FORD Inside Locked 20400 2000 10/5/2000 $ 42,209 $ - $ 42,209 E450 FORD Inside Locked 20401 2001 4/4/2001 $ 56,485 $ - $ 56,485 E450 FORD Inside Locked 20402 2001 4/4/2001 $ 56,485 $ - $ 56,485 E450 FORD Inside Locked 20403 2001 4/4/2001 $ 56,485 $ - $ 56,485 E450 FORD Inside Locked 20404 2001 4/4/2001 $ 56,485 $ - $ 56,485 E450 FORD Inside Locked 20405 2001 4/5/2001 $ 56,485 $ - $ 56,485 E450 FORD Inside Locked 20406 2001 4/5/2001 $ 56,485 $ - $ 56,485 E450 FORD Inside Locked 20407 2001 4/5/2001 $ 52,645 $ - $ 52,645 E450 FORD Inside Locked 20408 2003 11/14/2003 $ 59,207 $ - $ 59,207 E450 FORD Inside Locked 20409 2003 11/14/2003 $ 59,207 $ - $ 59,207 E450 FORD Inside Locked 2642 1999 3/2/1999 $ 52,045 $ - $ 52,045 E450 FORD Inside Locked 2643 1999 4/24/1999 $ 52,045 $ - $ 52,045 E450 FORD Inside Locked . 2644 1999 4/22/1999 $ 52,045 $ - $ 52,045 E450 FORD Inside Locked 2646 1999 4/12/1999 $ 52,045 $ - $ 52,045 E450 FORD Outside Locked & Lighted 2647 1999 4/24/1999 $ 52,045 $ - $ 52,045 E450 FORD Outside Locked & Lighted 2648 1999 4/24/1999 $ 52,045 $ - $ 52,045 C10 PICKUP CHEVROLET Outside Locked & Lighted 2619 1995 6/29/1995 $ 14,593 $ - $ 14,593 F700 FORD Outside Locked & Lighted 2609 1984 11/26/1984 $ 16,789 $ 11,213 $ 28,002 35LFW3510.01 NABI Outside Locked & Lighted 2008 5/15/2008 371,754.00 0.00 $ 371,754 35LFW3510.01 NABI Outside Locked & Lighted 2008 5/15/2008 371,754.00 0.00 $ 371,754 35LFW3510.01 NABI Outside Locked & Lighted 2008 5/15/2008 371,754.00 0.00 $ 371,754 ASTRO VAN CHEVROLET Inside Locked 2630 1998 4/20/1998 $ 22,058 $ - $ 22,058 ASTRO VAN CHEVROLET Inside Locked 2638 1998 7/15/1998 $ 20,122 $ - $ 20,122 CARAVAN DODGE Inside Locked 2618 1995 4/25/1995 $ 23,998 $ - $ 23,998 CARAVAN DODGE Inside Locked 2919 1995 11/1/1995 $ 23,998 $ - $ 23,998 CITYBIRD BLUEBIRD Inside Locked 0017 1983 2/16/1983 $ 105,639 $ - $ 105,639 E350 FORD Inside Locked 2620 1993 2/25/1993 $ 20,431 $ - $ 20,431 FLATBED FORD Inside Locked 2608 2000 6/21/2000 $ 23,180 $ 3,820 $ 27,000 LOW FLOOR GILLIG Inside Locked 0049 2001 9/28/2001 $ 246,919 $ - $ 246,919 LOW FLOOR GILLIG Inside Locked 0050 2001 9/28/2001 $ 246,919 $ - $ 246,919 LOW FLOOR GILLIG Inside Locked - 0051 2001 9/28/2001 $ 246,919 $ - $ 246,919 LOW FLOOR GILLIG Inside Locked 0052 2001 9/28/2001 $ 246,919 $ - $ 246,919 LOW FLOOR GILLIG Inside Locked 0053 2001 10/5/2001 $ 246,919 $ - $ 246,919 LOW FLOOR GILLIG Inside Locked 0054 2001 9/28/2001 $ 246,919 $ - $ 246,919 LOW FLOOR ELDORADO Outside Locked & Lighted 55 2005 3/8/2008 $ 314,578 $ 314,578 LUMINA CHEVROLET Inside Locked 1602 1995 5/5/1995 $ 13,954 $ - $ 13,954 PHANTOM GILLIG Inside Locked 0026 1993 8/17/1993 $ 204,162 $ - $ 204,162 PHANTOM GILLIG Inside Locked 0028 1993 8/17/1993 $ 204,162 $ - $ 204,162 PHANTOM GILLIG Inside Locked 0029 1993 8/17/1993 $ 204,162 $ - $ 204,162 PHANTOM GILLIG Inside Locked 0030 1993 8/17/1993 $ 204,162 $ - $ 204,162 PHANTOM GILLIG Inside Locked 0031 1993 8/17/1993 $ 204,162 $ - $ 204,162 PHANTOM GILLIG Inside Locked 0032 1993 8/17/1993 $ 204,162 $ - $ 204,162 PHANTOM GILLIG Inside Locked 0033 1994 5/6/1994 $ 186,678 $ - $ 186,678 PHANTOM GILLIG Inside Locked 0039 1997 3/26/1997 $ 219,980 $ - $ 219,980 PHANTOM GILLIG Inside Locked 0040 1997 3/26/1997 $ 219,980 $ - $ 219,980 PHANTOM GILLIG Inside Locked 0041 1997 3/26/1997 $ 219,980 $ - $ 219,980 PHANTOM GILLIG Inside Locked 0042 1997 3/26/1997 $ 219,980 $ - $ 219,980 PHANTOM GILLIG Inside Locked 0043 1997 3/26/1997 $ 224,980 $ - $ 224,980 PHANTOM GILLIG Inside Locked 0044 1998 5/27/1998 $ 228,406 $ - $ 228,406 PHANTOM GILLIG Inside Locked 0045 1998 5/27/1998 $ 228,406 $ - $ 228,406 PHANTOM GILLIG Inside Locked 0046 1998 5/27/1998 $ 228,406 $ - $ 228,406 PHANTOM GILLIG Inside Locked 0047 1998 5/27/1998 $ 228,406 $ - $ 228,406 PHANTOM GILLIG Inside Locked 0048 1998 10/5/1998 $ 228,406 $ - $ 228,406 VAN CHEVROLET Inside Locked 2672 1999 8/4/1999 $ 22,071 $ - $ 22,071 VAN CHEVROLET Inside Locked 2682 1999 8/4/1999 $ 22,071 $ - $ 22,071 C2500 GMC Outside Locked & Lighted 2252 1991 7/1/1991 $ 16,160 $ 2,565 $ 18,725 F250 FORD Outside Locked & Lighted 2743 1986 5/29/1986 $ 8,935 $ 1,773 $ 10,708 Model Make Inside/Outside Locked/Lighted G30 VAN CHEVROLET Outside Locked & Lighted RAM 2500 DODGE Outside Locked & Lighted S15 PICKUP GMC Outside Locked & Lighted 2500 VAN GMC Outside Locked & Lighted 2500 VAN GMC Outside Locked & Lighted 3/4 TON UTIL GMC Outside Locked & Lighted 4700 I.H. Outside Locked & Lighted 4X4 PICKUP FORD Outside Locked & Lighted 4X4 PICKUP CHEVROLET Outside Locked & Lighted BLAZER CHEVROLET Outside Locked & Lighted BUCKET TRUCK FREIGHTLNR Outside Locked & Lighted BUCKET TRUCK FREIGHTLNR Outside Locked & Lighted C2500 GMC Outside Locked & Lighted C2500 GMC Outside Locked & Lighted C30 TRUCK CHEVROLET Outside Locked & Lighted C3500 CHEVROLET Outside Locked & Lighted C3500 CHEVROLET Outside Locked & Lighted C3500 CHEVROLET Outside Locked & Lighted C3500 CHEVROLET Outside Locked & Lighted C3500 CHEVROLET Outside Locked & Lighted CUTLASS OLDSMOBILE Outside Locked & Lighted DAKOTA DODGE Outside Locked & Lighted DOUBLEBUCKET I.H. Outside Locked & Lighted DUMP TRUCK I.H. Outside Locked & Lighted DUMP TRUCK FREIGHTLNR Outside Locked & Lighted DUMP TRUCK CHEVROLET Outside Locked & Lighted DUMP TRUCK FREIGHTLNR Outside Locked & Lighted DUMP TRUCK CHEVROLET Outside Locked & Lighted E350 FORD Outside Locked & Lighted F150 PICKUP FORD Outside Locked & Lighted F1754 NAVISTAR Outside Locked & Lighted F1854 NAVISTAR Outside Locked & Lighted F250 FORD Outside Locked & Lighted F250 FORD Outside Locked & Lighted F250 FORD Outside Locked & Lighted F250 FORD Outside Locked & Lighted F350 FORD Outside Locked & Lighted F470 FORD Outside Locked & Lighted F4700 NAVISTAR Outside Locked & Lighted F4900 NAVISTAR Outside Locked & Lighted F4900 DUMP I.H. Outside Locked & Lighted F700 FORD Outside Locked & Lighted FLATBED FREIGHTLNR Outside Locked & Lighted FLATBED 4900 I.H. Outside Locked & Lighted FLATBED F550 FORD Outside Locked & Lighted F-SUPER DUTY FORD Outside Locked & Lighted F-SUPER DUTY FORD Outside Locked & Lighted JIMMY GMC Outside Locked & Lighted LINE TRUCK FREIGHTLNR Outside Locked & Lighted LINE TRUCK FREIGHTLNR Outside Locked & Lighted LUMINA CHEVROLET Outside Locked & Lighted RANGER FORD Outside Locked & Lighted RANGER FORD Outside Locked & Lighted RANGER FORD Outside Locked & Lighted S10 BLAZER CHEVROLET Outside Locked & Lighted S10 BLAZER CHEVROLET Outside Locked & Lighted S15 PICKUP GMC Outside Locked & Lighted S1954 NAVISTAR Outside Locked & Lighted S1954 NAVISTAR Outside Locked & Lighted UTILITY 3500 CHEVROLET Outside Locked & Lighted UTILITY 3500 CHEVROLET Outside Locked & Lighted UTILITY F450 FORD Outside Locked & Lighted UTILITY F450 FORD Outside Locked & Lighted UTILITY F450 FORD Outside Locked & Lighted UTILITY F450 FORD Outside Locked & Lighted UTILITY F450 FORD Outside Locked & Lighted UTILITY F450 FORD Outside Locked & Lighted UTILITY TRUC FREIGHTLNR Outside Locked & Lighted UTILITY TRUC I.H. Outside Locked & Lighted UTILITY TRUC I.H. Outside Locked & Lighted UTILITY TRUC GMC Outside Locked & Lighted UTILTY C4500 CHEVROLET Outside Locked & Lighted UTILTY C4500 CHEVROLET Outside Locked & Lighted UTILTY C4500 CHEVROLET Outside Locked & Lighted UTL TRK F550 FORD Outside Locked & Lighted UTL TRK F550 FORD Outside Locked & Lighted 2574 NAVISTAR Outside Locked & Lighted 4X4 PICKUP CHEVROLET Outside Locked & Lighted UNIT 2260 27026 2767 23001 2362 2310 2301 23024 23051 23029 23014 23025 2315 2382 2351 23018 23019 23020 2342 2372 1320 23028 2368 23005 23021 23032 23040 2318 2356 2338 2333 2360 23007 23008 23015 23043 2654 2307 2309 2306 2313 2395 23027 23003 23011 2352 2354 2332 23016 23017 1306 23002 2325 2327 2344 2396 2308 2384 2385 23033 23034 23013 23037 23038 2339 2341 2374 23026 2350 2353 2377 23047 23048 23049 2286 27027 YEAR Date Acquired 1982 7/21/1982 2005 2/28/2005 1989 3/22/1989 1997 7/10/1997 1997 4/28/1997 1999 7/26/1999 1999 11/17/1998 2001 9/12/2001 2005 1/11/2005 2002 5/22/2002 2000 12/6/2000 2002 12/7/2001 1993 3/30/1993 1989 7/11/1989 1995 2/12/1996 2001 10/18/2001 2001 10/18/2001 2001 10/31/2001 1998 10/27/1998 1998 10/27/1998 1993 1/15/1993 2002 5/9/2002 2000 3/22/2000 1999 2/8/1999 2002 7/17/2001 2002 7/24/2002 2003 5/5/2003 1997 4/2/1997 1997 4/21/1997 2000 4/12/2000 1982 5/11/1982 1982 5/11/1982 2000 6/21/2000 2000 6/20/2000 2001 1/26/2001 2004 4/22/2004 1989 5/18/1989 1997 5/22/1997 1991 3/7/1991 1995 8/23/1995 1998 12/19/1997 1992 8/26/1992 2002 12/7/2001 1999 2/2/1999 2000 7/19/2000 1996 5/3/1996 1996 5/3/1996 1998 8/26/1998 2001 5/29/2001 2001 6/4/2001 1990 5/11/1990 1997 7/18/1997 1992 3/11/1992 1992 4/20/1992 1993 1 /8/1993 1993 1/15/1993 1991 4/24/1990 1990 1 /22/1990 1990 1/22/1990 2002 7/24/2002 2002 9/16/2002 2000 10/31/2000 2003 1/21/2003 2003 1/21/2003 2000 4/19/2000 2000 4/19/2000 2000 4/19/2000 2002 12/7/2001 1996 11 /27/1995 1996 11 /27/1995 1997 10/27/1998 2005 11/12/2004 2005 11 /12/2004 2005 11 /19/2004 2008 1/24/2008 2008 1/24/2008 1990 2/27/1990 2005 3/10/2005 Purchase Price $ 8,491 $ 17,539 $ 10,642 $ 19,041 $ 19,220 $ 19,090 $ 41,250 $ 20,592 $ 17,612 $ 21,959 $ 45,376 $ 45,376 $ 14,679 $ 10,587 $ 16,835 $ 23,555 $ 23,555 $ 23,555 $ 40,833 $ 40,833 $ 12,518 $ 15,244 $ 114,499 $ 56,845 $ 64,502 $ 22,485 $ 63,683 $ 17,546 $ 30,398 $ 20,332 $ 21,614 $ 18,846 $ 19,762 $ 19,762 $ 21,344 $ 16,220 $ 11,652 $ 18,920 $ 46,270 $ 37,300 $ 54,525 $ 29,423 $ 49,000 $ 54,772 $ 28,820 $ 19,471 $ 19,471 $ 23,010 $ 50,908 $ 50,908 $ 12,663 $ 18,863 $ 11,522 $ 11,747 $ 18,486 $ 18,486 $ 10,802 $ 28,457 $ 28,527 $ 22,615 $ 22,615 $ 26,983 $ 21,012 $ 21,012 $ 26,498 $ 26,498 $ 26,498 $ 49,000 $ 35,325 $ 35,325 $ 40,224 $ 24,581 $ 24,581 $ 24,581 26,247.00 26,247.00 $ 59,790 $ 17,612 Accessories $ 2,954 $ $ 7,766 $ $ 69,218 $ $ 53,011 $ $ 54,236 $ $ 3,298 $ $ 3,015 $ $ 6,477 $ $ 6,075 $ $ 6,075 $ $ 6,075 $ $ 13,183 $ $ 7,625 $ $ 19,624 $ $ 4,061 $ $ 48,433 $ $ 35,594 $ $ 5,230 $ $ 5,230 $ $ 5,579 $ $ 3,366 $ $ 3,352 $ $ 13,193 $ $ 66,749 $ $ 57,562 $ $ 2,300 $ $ 3,214 $ $ 12,698 $ $ 12,698 $ $ 74,740 $ $ 74,740 $ $ 4,095 $ $ 7,600 $ $ 16,072 $ $ 16,072 $ $ 21,695 $ $ 16,072 $ $ 16,072 $ $ 20,190 $ $ 20,190 $ $ 5,892 $ $ 7,901 $ $ 14,764 $ $ 14,764 $ $ 21,678 $ $ 21,678 $ $ 21,678 $ 26,754.00 $ 34,544.00 $ Total 8,491 20,493 10,642 19,041 19,220 26,856 110,468 20,592 17,612 21,959 98,387 99,612 17,977 13,602 23,312 29,630 29,630 29,630 40,833 40,833 12,518 15,244 114,499 56,845 77,685 30,110 83,307 21,607 30,398 20,332 70,047 54,440 24,992 24,992 26,923 19,586 15,004 32,113 46,270 104,049 54,525 86,985 51,300 54,772 32,034 32,169 32,169 23,010 125,648 125,648 12,663 18,863 11,522 11,747 18,486 18,486 10,802 32,552 36,127 38,687 38,687 48,678 37,084 37,084 46,688 46,688 32,390 56,901 50,089 50,089 40,224 46,259 46,259 46,259 53,001 60,791 59,790 17,612 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total CAMERA VAN WORKHORSE Outside Locked & Lighted 27006 2002 6/27/2002 $ 169,200 $ $ 169,200 CAMERA VAN WORKHORSE Outside Locked & Lighted 27029 2005 10/12/2005 $ 162,505 $ $ 162,505 CHEYENNE CHEVROLET Outside Locked & Lighted 2719 1998 4/21/1998 $ 23,157 $ $ 23,157 DUMP TRKF550 FORD Outside Locked & Lighted 2008 1/28/2008 26,288.00 8,082.00 $ 34,370 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 27003 2002 7/17/2001 $ 67,502 $ 13,035 $ 80,537 F2574 NAVISTAR Outside Locked & Lighted 2267 1989 10/7/1988 $ 85,477 $ - $ 85,477 F4900 NAVISTAR Outside Locked & Lighted 2290 1993 11/9/1992 $ 49,620 $ 40,139 $ 89,759 F4900 NAVISTAR Outside Locked & Lighted 2296 1993 6/11/1993 $ 51,392 $ 51,992 $ 103,384 F700 FORD Outside Locked & Lighted 2708 1996 12/4/1995 $ 26,800 $ 43,430 $ 70,230 FLUSHER INTERNATL Outside Locked & Lighted 2009 11/12/2008 76,526.00 97,840.00 $ 174,366 FLUSHER FL80 FREIGHTLNR Outside Locked & Lighted 27016 2003 9/2/2003 $ 142,433 $ - $ 142,433 G3500 GMC Outside Locked & Lighted 2285 1986 9/22/1986 $ 129,800 $ $ 129,800 PICKUP CHEVROLET Outside Locked & Lighted 2711 1998 4/21/1998 $ 18,858 $ $ 18,858 PICKUP F250 FORD Outside Locked & Lighted 27010 2003 1/24/2003 $ 18,271 $ $ 18,271 RANGER FORD Outside Locked & Lighted 2726 1999 4/29/1999 $ 15,951 $ $ 15,951 UTL TRK F550 FORD Outside Locked & Lighted 2008 5/13/2008 30,031.00 16,083.00 $ 46,114 RANGER FORD Outside Locked & Lighted 2705 2000 3/27/2000 $ 18,820 $ - $ 18,820 SIERRA 1500 GMC Outside Locked & Lighted 2008 2/26/2008 22,964.00 0,00 $ 22,964 VAN CHEVROLET Outside Locked & Lighted 2314 1999 8/17/1999 $ 21,119 $ 2,485 $ 23,604 BLAZER CHEVROLET Outside Locked & Lighted 2737 1999 6/10/1999 $ 21,374 $ - $ 21,374 2500 VAN GMC Outside Locked & Lighted 23004 2000 5/31/2000 $ 18,536 $ $ 18,536 ASTRO VAN CHEVROLET Outside Locked & Lighted 23030 2002 7/15/2002 $ 20,702 $ $ 20,702 ASTRO VAN CHEVROLET Outside Locked & Lighted 23031 2002 7/15/2002 $ 20,702 $ $ 20,702 ASTRO VAN CHEVROLET Outside Locked & Lighted 23039 2003 3/14/2003 $ 21,483 $ $ 21,483 CARGO VAN CHEVROLET Outside Locked & Lighted 23010 2000 7/19/2000 $ 20,015 $ $ 20,015 CARGO VAN CHEVROLET Outside Locked & Lighted 2321 2000 3/20/2000 $ 17,829 $ $ 17,829 CARGO VAN CHEVROLET Outside Locked & Lighted 2008 2/28/2008 17,190.00 0.00 $ 17,190 SAFARI GMC Outside Locked & Lighted 2756 1997 4/29/1997 $ 17,429 $ - $ 17,429 SILVERADO CHEVROLET Outside Locked & Lighted 23022 2001 7/10/2001 $ 20,994 $ - $ 20,994 BLAZER CHEVROLET Outside Locked & Lighted 2707 1997 4/3/1997 $ 22,953 $ - $ 22,953 CIVIC HYBRID HONDA Outside Locked & Lighted 13002 2003 12/3/2002 $ 19,200 $ - $ 19,200 CIVIC HYBRID HONDA Outside Locked & Lighted 13003 2004 3/16/2004 $ 20,126 $ - $ 20,126 CONTOUR FORD Outside Locked & Lighted 1301 1998 1/20/1998 $ 14,161 $ - $ 14,161 CONTOUR FORD Outside Locked & Lighted 1303 1998 1/20/1998 $ 14,161 $ - $ 14,161 GEM 2 CHRYSLER Outside Locked & Lighted 2009 12/12/2008 0.00 0.00 $ - PRIUS HYBRID TOYOTA Outside Locked & Lighted 13000 2002 11/19/2001 $ 20,566 $ - $ 20,566 C1500 GMC Outside Locked & Lighted 2263 1991 1/17/1991 $ 11,597 $ - $ 11,597 C3500 GMC Outside Locked & Lighted 2782 1991 2/25/1991 $ 12,310 $ 2,890 $ 15,200 C3500 GMC Outside Locked & Lighted 2789 1991 4/17/1992 $ 12,870 $ 3,249 $ 16,119 F350 FORD Outside Locked & Lighted 27020 2004 7/27/2004 $ 17,216 $ 3,206 $ 20,422 F350 FORD Outside Locked & Lighted 27021 2004 7/12/2004 $ 17,216 $ 3,206 $ 20,422 S10 PICKUP CHEVROLET Outside Locked & Lighted 2765 1988 7/1/1988 $ 8,661 $ 2,372 $ 11,033 UTILITY TRUC GMC Outside Locked & Lighted 2725 2000 11/29/1999 $ 19,920 $ 4,095 $ 24,015 2500 VAN CHEVROLET Outside Locked & Lighted 27012 2003 6/9/2003 $ 22,366 $ - $ 22,366 2574 NAVISTAR Outside Locked & Lighted 2281 1991 2/7/1991 $ 74,380 $ - $ 74,380 2574 NAVISTAR Outside Locked & Lighted 2768 1990 5/11/1989 $ 44,593 $ - $ 44,593 4X4 PICKUP CHEVROLET Outside Locked & Lighted 27022 2005 1/5/2005 $ 17,612 $ - $ 17,612 4X4 PICKUP CHEVROLET Outside Locked & Lighted 27023 2005 1/11/2005 $ 17,612 $ - $ 17,612 C30 TRUCK CHEVROLET Outside Locked & Lighted 2798 1995 3/15/1995 $ 15,851 $ 15,246 $ 31,097 C70 GMC Outside Locked & Lighted 2757 1987 9/15/1987 $ 22,062 $ 26,857 $ 48,919 DUMP TRUCK NAVISTAR Outside Locked & Lighted 2747 1997 3/7/1997 $ 66,629 $ 14,333 $ 80,962 EXPLORER FORD Outside Locked & Lighted 2734 2000 2/10/2000 $ 22,069 $ - $ 22,069 EXPLORER FORD Outside Locked &.Lighted 2781 1991 2/4/1991 $ 17,612 $ - $ 17,612 F150 FORD Outside Locked & Lighted 2777 1990 10/25/1990 $ 11,853 $ - $ 11,853 F150 PICKUP FORD Outside Locked & Lighted 2729 1997 6/2/1997 $ 20,748 $ - $ 20,748 F1954 NAVISTAR Outside Locked & Lighted 2287 1988 3/31/1988 $ 57,447 $ 592 $ 58,039 F1954 NAVISTAR Outside Locked & Lighted 2738 1986 3/24/1986 $ 39,664 $ - $ 39,664 F250 FORD Outside Locked & Lighted 27000 2001 10/23/2000 $ 19,502 $ 4,280 $ 23,782 F250 FORD Outside Locked & Lighted 27018 2004 6/15/2004 $ 16,884 $ - $ 16,884 F250 FORD Outside Locked & Lighted 2799 1996 2/12/1996 $ 17,784 $ 2,599 $ 20,383 F4900 NAVISTAR Outside Locked & Lighted 2295 1993 6/10/1993 $ 73,615 $ - $ 73,615 FLATBED F450 FORD Outside Locked & Lighted 27002 2001 5/24/2001 $ 26,336 $ 3,622 $ 29,958 FLATBED F550 FORD Outside Locked & Lighted 2008 2/12/2008 27,078.00 6,953.55 $ 34,032 S10 PICKUP CHEVROLET Outside Locked & Lighted 2613 1987 7/28/1987 $ 8,528 $ - $ 8,528 SILVERADO CHEVROLET, Outside Locked & Lighted 2700 2000 3/28/2000 $ 21,291 $ - $ 21,291 UTL TRK F550 FORD Outside Locked & Lighted 2008 1/14/2008 26,828.00 13,045.00 $ 39,873 VACMASTER INTERNATL Outside Locked & Lighted 27025 2005 2/22/2005 $ 54,223 $ 91,064 $ 145,287 2554 NAVISTAR Outside Locked & Lighted 2084 1996 6/25/1996 $ 202,320 $ - $ 202,320 2574 NAVISTAR Outside Locked & Lighted 2209 1991 1/25/1991 $ 102,748 $ - $ 102,748 4700 NAVISTAR Outside Locked & Lighted 2207 1992 6/2/1992 $ 49,988 $ - $ 49,988 4X4 PICKUP FORD Outside Locked & Lighted 27703 2003 2/27/2003 $ 18,142 $ - $ 18,142 C25 CHEVROLET Outside Locked & Lighted 2082 1996 6/4/1996 $ 20,016 $ 3,275 $ 23,291 DUMP #3500 CHEVROLET Outside Locked & Lighted 27702 2001 5/28/2002 $ 23,632 $ 8,500 $ 32,132 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 27700 2001 1/2/2001 $ 66,500 $ 34,024 $ 100,524 DUMP TRUCK FREIGHTLNR Outside Locked & Lighted 27704 2003 5/5/2003 $ 63,683 $ 23,945 $ 87,628 DURANGO DODGE Outside Locked & Lighted 27011 2003 4/22/2003 $ 24,040 $ - $ 24,040 F150 PICKUP FORD Outside Locked & Lighted 2764 2000 1/11/2000 $ 22,080 $ - $ 22,080 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total F250 4X4 P/U FORD Outside Locked & Lighted 2008 1/14/2008 21,057.00 0.00 $ 21,057 F4700 NAVISTAR Outside Locked & Lighted 2228 1991 1/25/1991 $ 63,125 $ - $ 63,125 FLATBED F450 FORD Outside Locked & Lighted 27705 2004 7/12/2004 $ 21,105 $ 7,604 $ 28,709 UTILITY TRUC CHEVROLET Outside Locked & Lighted 27701 2002 1/24/2002 $ 23,688 $ 4,760 $ 28,448 VACCON-FLUSH VAC -CON Outside Locked & Lighted 2008 11/7/2008 217,545.00 0.00 $ 217,545 VACT/FLUSHER INTERNATL Outside Locked & Lighted 2009 11/7/2008 86,768.00 217,545.00 $ 304,313 C2500 GMC Outside Locked & Lighted 2667 1989 4/7/1989 $ 10,690 $ 2,473 $ 13,163 CARGO VAN FORD Outside Locked & Lighted 2653 1998 2/17/1998 $ 16,947 $ - $ 16,947 CARGO VAN FORD Outside Locked & Lighted 2655 1998 2/17/1998 $ 16,947 $ - $ 16,947 CARGO VAN CHEVROLET Outside Locked & Lighted 2008 10/2/2008 21,347.00 0.00 $ 21,347 CARGO VAN CHEVROLET Outside Locked & Lighted 2008 10/2/2008 21,347.00 0.00 $ 21,347 CARGO VAN CHEVROLET Outside Locked & Lighted 2008 9/18/2008 21,347.00 0.00 $ 21,347 PICKUP CHEVROLET Outside Locked & Lighted 2680 1998 3/17/1998 $ 16,446 $ - $ 16,446 S15 PICKUP GMC Outside Locked & Lighted 2657 1991 7/19/1991 $ 10,508 $ - $ 10,508 3/4 TON UTIL GMC Outside Locked & Lighted 2664 1999 5/25/1999 $ 21,165 $ 3,233 $ 24,398 ASTRO CHEVROLET Outside Locked & Lighted 2668 1989 7/12/1989 $ 12,482 $ - $ 12,482 C20 CHEVROLET Outside Locked & Lighted 2650 1995 7/7/1995 $ 14,574 $ 3,598 $ 18,172 C2500 GMC Outside Locked & Lighted 2669 1989 7/27/1989 $ 12,931 $ 2,473 $ 15,404 CARGO VAN CHEVROLET Outside Locked & Lighted 2008 9/18/2008 21,347.00 0.00 $ 21,347 CHEYENNE CHEVROLET Outside Locked & Lighted 2651 1998 5/11/1998 $ 19,149 $ - $ 19,149 CUBE VAN MITSUBISHI Outside Locked & Lighted 2666 1999 7/10/2000 $ 24,200 $ - $ 24,200 DAKOTA DODGE Outside Locked & Lighted 2008 7/9/2008 16,042.00 0.00 $ 16,042 DAKOTA DODGE Outside Locked & Lighted 2008 7/9/2008 16,042.00 0.00 $ 16,042 F250 FORD Outside Locked & Lighted 2665 1988 10/19/1988 $ 11,533 $ 3,300 $ 14,833 F250 4X4 P/U FORD Outside Locked & Lighted 2639 1998 3/16/1999 $ 25,741 $ - $ 25,741 PICKUP CHEVROLET Outside Locked & Lighted 2678 1998 3/17/1998 $ 16,671 $ - $ 16,671 2500 PICKUP DODGE Outside Locked & Lighted 26006 2002 2/11/2002 $ 19,237 $ - $ 19,237 2500 VAN CHEVROLET Outside Locked & Lighted 26005 1999 4/27/1999 $ 15,000 $ - $ 15,000 3500 VAN CHEVROLET Outside Locked & Lighted 26007 1998 2/25/2003 $ 13,600 $ - $ 13,600 ASTRO VAN CHEVROLET Outside Locked & Lighted 26008 2005 3/30/2005 $ 23,840 $ - $ 23,840 E350 FORD Outside Locked & Lighted 2603 1996 3/26/1997 $ 18,250 $ - $ 18,250 EQUIPMENT RENTAL Outside Locked & Lighted RENTAL 2005 1/1/1996 $ 100 $ - $ 100 FLATBED GMC Outside Locked & Lighted 2616 1980 6/20/1994 $ 3,500 $ - $ 3,500 FLATBED CHEVROLET Outside Locked & Lighted 2652 1968 5/11/1982 $ 3,586 $ - $ 3,586 FLATBED CHEVROLET Outside Locked & Lighted 2670 1980 5/11/1982 $ 5,515 $ 1,738 $ 7,253 LUMINA CHEVROLET Outside Locked & Lighted 1611 1990 6/19/1990 $ 13,611 $ - $ 13,611 PICKUP TOYOTA Outside Locked & Lighted 2701 1981 5/11/1982 $ 7,610 $ - $ 7,610 S10 PICKUP CHEVROLET Outside Locked & Lighted 2691 1994 7/14/1994 $ 10,356 $ - $ 10,356 S10 PICKUP CHEVROLET Outside Locked & Lighted 2692 1994 7/14/1994 $ 10,356 $ - $ 10,356 S10 PICKUP CHEVROLET Outside Locked & Lighted 2693 1994 7/14/1994 $ 10,356 $ - $ 10,356 S10 PICKUP CHEVROLET Outside Locked & Lighted 2694 1994 7/14/1994 $ 10,356 $ - $ 10,356 S10 PICKUP CHEVROLET Outside Locked & Lighted 2695 1994 7/14/1994 $ 10,356 $ - $ 10,356 S10 PICKUP CHEVROLET Outside Locked & Lighted 2696 1994 7/14/1994 $ 10,356 $ - $ 10,356 S10 PICKUP CHEVROLET Outside Locked & Lighted 2697 1995 7/26/1995 $ 11,194 $ - $ 11,194 S10 PICKUP CHEVROLET Outside Locked & Lighted 2698 1995 7/26/1995 $ 11,194 $ - $ 11,194 SAFARI GMC Outside Locked & Lighted 2628 1996 7/14/1997 $ 16,800 $ - $ 16,800 7100 NAVISTAR Outside Locked & Lighted 2622 1990 4/5/1996 $ - $ 31,000 $ 31,000 C3500 GMC Outside Locked & Lighted 2601 1991 3/5/1991 $ 15,270 $ 6,516 $ 21,786 S10 PICKUP CHEVROLET Outside Locked & Lighted 2612 1987 6/29/1987 $ 11,489 $ - $ 11,489 AIR TRUCK CHEVROLET Inside Locked 7550 1986 7/13/1988 $ 185,000 $ - $ 185,000 DUPLEX LTI SIMON Inside Locked 7455 1997 4/1/1997 $ 394,315 $ - $ 394,315 FIRE TRUCK SPARTAN Inside Locked 7258 1991 1/1/1991 $ 203,405 $ - $ 203,405 HAZMAT I.H. Inside Locked 7453 1993 11/1/1993 $ 145,276 $ - $ 145,276 PUMPER AMER LAFRA Inside Locked 7200 1924 11/4/1998 $ 9,059 $ - $ 9,059 PUMPER FORD Inside Locked 7250 1984 7/13/1988 $ 125,000 $ - $ 125,000 PUMPER SPARTAN Inside Locked 7251 1984 7/13/1988 $ 135,000 $ - $ 135,000 PUMPER SPARTAN Inside Locked 7257 1989 10/27/1998 $ 280,000 $ - $ 280,000 PUMPER CHEVROLET Inside Locked 7261 1972 7/13/1988 $ 8,000 $ - $ 8,000 PUMPER TELESQUIRT Inside Locked 7264 1987 7/13/1988 $ 175,000 $ - $ 175,000 PUMPER GENERAL Inside Locked 7265 1987 7/13/1988 $ 145,000 $ - $ 145,000 PUMPER GENERAL Inside Locked 7266 1994 1/29/1996 $ 275,000 $ - $ 275,000 PUMPER GENERAL Inside Locked 7269 1996 2/26/1997 $ 265,814 $ - $ 265,814 PUMPER FORD Inside Locked 7270 1997 11/27/1998 $ 22,098 $ - $ 22,098 PUMPER FORD Inside Locked 7271 1997 11/27/1998 $ 22,098 $ - $ 22,098 PUMPER AMER LAFRA Inside Locked 7272 1998 11/4/1998 $ 276,750 $ - $ 276,750 PUMPER AMER LAFRA Inside Locked 7273 1998 11/4/1998 $ 276,750 $ - $ 276,750 PUMPER GENERAL Inside Locked 7274 1998 9/14/2000 $ 296,419 $ - $ 296,419 PUMPER AMER LAFRA Inside Locked 78276 2001 9/1/2000 $ 310,379 $ - $ 310,379 PUMPER AMER LAFRA Inside Locked 78278 2001 12/14/2001 $ 326,099 $ - $ 326,099 PUMPER AMER LAFRA Inside Locked 78279 2002 1/27/2003 $ 330,000 $ - $ 330,000 PUMPER AMER LAFRA Inside Locked 78280 2002 1/27/2003 $ 330,000 $ - $ 330,000 PUMPER HME Inside Locked 78281 2003 10/25/2003 $ 368,450 $ - $ 368,450 TRUCK SPARTAN Inside Locked 7450 1982 5/7/1982 $ 325,000 $ - $ 325,000 TRUCK SPARTAN Inside Locked 7452 1991 10/27/1998 $ 191,390 $ - $ 191,390 TRUCK FORD Inside Locked 7582 2000 9/14/2000 $ 23,938 $ - $ 23,938 ACHIEVA OLDSMOBILE Outside Locked & Lighted 1288 1997 5/27/1997 $ 14,471 $ - $ 14,471 DAKOTA DODGE Outside Locked & Lighted 26700 2002 2/5/2002 $ 16,479 $ - $ 16,479 DAKOTA DODGE Outside Locked & Lighted 26701 2002 2/6/2002 $ 16,479 $ - $ 16,479 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total DAKOTA DODGE Outside Locked & Lighted 26702 2002 2/6/2002 $ 16,479 $ - $ 16,479 IMPALA CHEVROLET Outside Locked & Lighted 12000 2002 5/20/2002 $ 16,755 $ - $ 16,755 RANGER FORD Outside Locked & Lighted 2649 2000 1/12/2000 $ 15,784 $ - $ 15,784 RANGER FORD Outside Locked & Lighted 2659 2000 1/14/2000 $ 15,784 $ - $ 15,784 4X4 PICKUP CHEVROLET Outside Locked & Lighted 22020 2005 5/27/2005 $ 15,593 $ - $ 15,593 BLAZER CHEVROLET Outside Locked & Lighted 22001 2002 11/30/2001 $ 21,959 $ - $ 21,959 DURANGO DODGE Outside Locked & Lighted 2200 1999 7/7/1999 $ 27,094 $ - $ 27,094 4X4PU K1500 CHEVROLET Outside Locked & Lighted 22609 2005 1/12/2005 $ 18,814 $ - $ 18,814 4X4PU K1500 CHEVROLET Outside Locked & Lighted 22610 2005 1/13/2005 $ 19,109 $ - $ 19,109 CARGO VAN FORD Outside Locked & Lighted 2532 1997 1/15/1997 $ 18,569 $ - $ 18,569 F150 4X4 P/U FORD Outside Locked & Lighted 22605 2002 8/20/2002 $ 19,192 $ - $ 19,192 F150 4X4 P/U FORD Outside Locked & Lighted 22606 2003 4/14/2003 $ 18,286 $ - $ 18,286 F150 4X4 P/U FORD Outside Locked & Lighted 22607 2003 4/14/2003 $ 18,286 $ - $ 18,286 F150 4X4 P/U FORD Outside Locked & Lighted 22608 2003 4/15/2003 $ 18,286 $ - $ 18,286 F2504X4 P/U FORD Outside Locked & Lighted 2535 1999 8/3/1999 $ 25,155 $ - $ 25,155 F2504X4 P/U FORD Outside Locked & Lighted 2537 1999 8/31/1999 $ 25,155 $ - $ 25,155 DAKOTA 4X4 DODGE Outside Locked & Lighted 22603 2002 6/18/2002 $ 18,658 $ - $ 18,658 ESCAPE HYBRI FORD Outside Locked & Lighted 2009 9/12/2008 24,354.00 0.00 $ 24,354 LIBERTY 4WD JEEP Outside Locked & Lighted 22611 2006 10/19/2005 $ 16,872 $ - $ 16,872 LUMINA CHEVROLET Outside Locked & Lighted 1217 1997 2/3/1997 $ 16,055 $ - $ 16,055 UTIL4X4 F250 FORD Outside Locked & Lighted 2008 3/12/2008 22,580.00 8,285.00 $ 30,865 BLAZER CHEVROLET Outside Locked & Lighted 24014 2002 5/22/2002 $ 21,237 $ - $ 21,237 PICKUP FORD Outside Locked & Lighted 2446 1998 6/15/1998 $ 16,062 $ - $ 16,062 RANGER FORD Outside Locked & Lighted 2477 2000 2/10/2000 $ 19,886 $ - $ 19,886 LUMINA CHEVROLET 16300 1991 4/12/1991 $ 13,925 $ - $ 13,925 CHEYENNE CHEVROLET 2624 1998 12/9/1997 $ 20,422 $ - $ 20,422 ASTRO VAN CHEVROLET 2636 1998 4/22/1998 $ 20,932 $ - $ 20,932 G20 VAN CHEVROLET 2604 1983 7/29/1983 $ 10,422 $ - $ 10,422 ASTRO CHEVROLET Home Outside or Garaged 2130 1997 4/7/1997 $ 19,039 $ - $ 19,039 BLAZER CHEVROLET Home Outside or Garaged 2118 1998 4/13/1998 $ 24,727 $ - $ 24,727 SAFARI GMC Home Outside or Garaged 2134 1997 1/28/1997 $ 19,883 $ - $ 19,883 4X4 PICKUP FORD Home Outside or Garaged 78760 2002 6/6/2002 $ 32,626 $ - $ 32,626 4X4 PICKUP FORD Home Outside or Garaged 78761 2002 6/6/2002 $ 32,626 $ - $ 32,626 BLAZER CHEVROLET Home Outside or Garaged 78172 1998 4/14/1998 $ 24,727 $ - $ 24,727 BLAZER CHEVROLET Home Outside or Garaged 78173 1998 4/14/1998 $ 24,727 $ - $ 24,727 BRONCO FORD Home Outside or Garaged 7553 1993 1/1/1993 $ 21,391 $ - $ 21,391 BRONCO FORD Home Outside or Garaged 7554 1993 1/1/1993 $ 21,391 $ - $ 21,391 CHEROKEE JEEP Home Outside or Garaged 7559 1996 10/20/1997 $ 19,208 $ - $ 19,208 CHEROKEE JEEP Home Outside or Garaged 7569 1992 11/26/1993 $ 18,001 $ - $ 18,001 DURANGO DODGE Home Outside or Garaged 78584 2002 3/28/2002 $ 26,332 $ - $ 26,332 EXPEDITION FORD Home Outside or Garaged 7571 2001 7/12/2001 $ 31,913 $ - $ 31,913 EXPLORER FORD Home Outside or Garaged 7169 2000 4/20/2000 $ 25,160 $ - $ 25,160 EXPLORER FORD Home Outside or Garaged 7570 1992 1/1/1992 $ 19,256 $ - $ 19,256 EXPLORER FORD Home Outside or Garaged 7583 2002 7/12/2001 $ 26,129 $ - $ 26,129 FLATBED FOAM FORD Home Outside or Garaged 78277 2001 3/23/2001 $ 34,567 $ - $ 34,567 FOAM TRUCK FORD Home Outside or Garaged 7260 1994 11/4/1998 $ 13,704 $ - $ 13,704 JIMMY GMC Home Outside or Garaged 7573 1993 11/26/1993 $ 19,586 $ - $ 19,586 JIMMY GMC Home Outside or Garaged 7574 1993 1/1/1993 $ 19,420 $ - $ 19,420 JIMMY GMC Home Outside or Garaged 7577 1998 3/26/1998 $ 23,744 $ - $ 23,744 JIMMY GMC Home Outside or Garaged 7578 1998 3/26/1998 $ 23,744 $ - $ 23,744 K2500 PICKUP CHEVROLET Home Outside or Garaged 78556 2002 12/13/2004 $ 19,850 $ - $ 19,850 PICKUP GMC Home Outside or Garaged 7566 1991 6/1/1991 $ 19,969 $ - $ 19,969 PICKUP FORD Home Outside or Garaged 7579 1999 2/24/1999 $ 24,820 $ - $ 24,820 PICKUP FORD Home Outside or Garaged 7580 1999 2/24/1999 $ 24,170 $ - $ 24,170 SIERRA GMC Home Outside or Garaged 7268 1995 7/12/1995 $ 30,000 $ - $ 30,000 TRAILBLAZER CHEVROLET Home Outside or Garaged 182 2009 1/9/2009 $ 24,629 $ 24,629 TRAILBLAZER CHEVROLET Home Outside or Garaged 183 2009 1/12/2009 $ 24,629 $ 24,629 TRAILBLAZER CHEVROLET Home Outside or Garaged 78176 2005 4/16/2005 $ 23,557 $ - $ 23,557 BLAZER CHEVROLET Outside Locked & Lighted 2713 1997 10/31/1997 $ 22,917 $ - $ . 22,917 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total CHEROKEE JEEP Outside Locked & Lighted 2770 1989 6/5/1989 $ 16,660 $ - $ 16,660 SIERRA 1500 GMC Home Outside or Garaged 2008 5/27/2008 23,378.00 0.00 $ 23,378 C2500 GMC Outside Locked & Lighted 2790 1992 4/28/1992 $ 12,875 $ 2,163 $ 15,038 DUMP #C5500 GMC Outside Locked & Lighted 27001 2001 2/14/2001 $ 30,084 $ 6,314 $ 36,398 S15 PICKUP GMC Outside Locked & Lighted 2255 1992 3/31/1992 $ 14,695 $ - $ 14,695 UTIL4X4 F250 FORD Outside Locked & Lighted 27015 2003 7/15/2003 $ 18,316 $ 2,328 $ 20,644 UTIL4X4 F250 FORD Outside Locked & Lighted 2008 4/2/2008 18,474.00 4,823.00 $ 23,297 UTIL4X4 F250 FORD Outside Locked & Lighted 2008 3/14/2008 18,474.00 4,872.00 $ 23,346 UTILITY F250 FORD Outside Locked & Lighted 2008 6/30/2008 16,362.00 5,214.00 $ 21,576 UTILITY F250 FORD Outside Locked & Lighted 2008 6/30/2008 16,362.00 5,694.00 $ 22,056 UTILITY#2500 CHEVROLET Outside Locked & Lighted 27019 2004 6/22/2004 $ 16,913 $ 2,772 $ 19,685 BIKES MISC BIKES 1996 12/29/1995 $ 100 $ - $ 100 C2500 GMC 24054 1987 7/24/1987 $ 9,727 $ 1,785 $ 11,512 DAKOTA DODGE 24021 2002 7/12/2002 $ 12,647 $ - $ 12,647 DAKOTA DODGE 24022 2002 7/24/2002 $ 12,647 $ - $ 12,647 F250 FORD 24009 2001 6/18/2001 $ 21,399 $ 3,698 $ 25,097 F350 FORD 2490 1985 7/31/1985 $ 8,559 $ 3,066 $ 11,625 RANGER FORD 2564 2000 4/28/2000 $ 13,457 $ - $ 13,457 RANGER FORD 2565 2000 5/19/2000 $ 13,457 $ - $ 13,457 S10 PICKUP CHEVROLET 2614 1987 7/28/1987 $ 8,528 $ - $ 8,528 SILVERADO CHEVROLET 24043 2004 6/11/2004 $ 13,931 $ - $ 13,931 4X4 PICKUP FORD 24004 2001 12/5/2000 $ 26,857 $ - $ 26,857 CIVIC HYBRID HONDA 16401 2003 7/2/2003 $ 19,200 $ - $ 19,200 LUMINA CHEVROLET 16400 1992 5/28/1992 $ 14,213 $ - $ 14,213 S10 PICKUP CHEVROLET Home garaged 2512 1997 7/10/1997 $ 20,299 $ - $ 20,299 PRIUS HYBRID TOYOTA 16526 2002 2/26/2002 $ 20,566 $ - $ 20,566 BLAZER CHEVROLET 2744 1998 6/22/1998 $ 23,702 $ - $ 23,702 4X4 PICKUP CHEVROLET 22604 2002 8/13/2002 $ 17,896 $ - $ 17,896 E350 FORD 2675 1992 7/2/1992 $ 38,855 $ - $ 38,855 ASTRO VAN CHEVROLET Home Outside or Garaged 2123 1998 4/22/1998 $ 19,383 $ - $ 19,383 ASTRO VAN CHEVROLET Home Outside or Garaged 21610 2004 4/5/2004 $ 18,309 $ - $ 18,309 DURANGO DODGE Home Outside or Garaged 2008 1/25/2008 21,156.00 0.00 $ 21,156 EXPLORER FORD Home Outside or Garaged 21025 2004 12/16/2003 $ 26,711 $ - $ 26,711 EXPLORER FORD Home Outside or Garaged 2008 3/3/2008 21,490.95 0.00 $ 21,491 F2504X4P/U FORD Home Outside or Garaged 21607 2004 1/29/2004 $ 22,118 $ - $ 22,118 IMPALA CHEVROLET Home Outside or Garaged 1017 2000 2/17/2000 $ 18,616 $ - $ 18,616 IMPALA CHEVROLET Home Outside or Garaged 11060 2003 6/25/2003 $ 15,785 $ - $ 15,785 IMPALA CHEVROLET Home Outside or Garaged 1107 2000 2/22/2000 $ 19,099 $ - $ 19,099 LUMINA CHEVROLET Home Outside or Garaged 1104 1996 3/4/1996 $ 16,106 $ - $ 16,106 LUMINA CHEVROLET Home Outside or Garaged 1186 1997 4/7/1997 $ 17,539 $ - $ 17,539 4X4 PICKUP CHEVROLET Home Outside or Garaged 2101 1988 9/16/1999 $ 2,500 $ - $ 2,500 ASTRO CHEVROLET Home Outside or Garaged 2141 1994 6/28/1994 $ 16,588 $ - $ 16,588 ASTRO VAN CHEVROLET Home Outside or Garaged 21602 2001 2/1/2001 $ 21,381 $ - $ 21,381 ASTRO VAN CHEVROLET Home Outside or Garaged 21609 2004 3/31/2004 $ 18,096 $ - $ 18,096 BLAZER CHEVROLET Home Outside or Garaged 21616 1992 7/28/2005 $ 15,000 $ - $ 15,000 CAMARO CHEVROLET Home Outside or Garaged 1061 1983 5/1/1995 $ 2,500 $ - $ 2,500 CAPRICE CHEVROLET Home Outside or Garaged 1091 1996 1/8/1996 $ 17,596 $ - $ 17,596 CAVALIER CHEVROLET Home Outside or Garaged 1080 1996 7/22/1998 $ 1,500 $ - $ 1,500 CHEROKEE JEEP Home Outside or Garaged 21615 2003 7/29/2005 $ 15,000 $ - $ 15,000 CHEROKEE JEEP Home Outside or Garaged 51621 2003 10/22/2004 $ 15,000 $ - $ 15,000 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total CROWN VIC FORD - Home Outside or Garaged 11600 2000 9/29/2000 $ 20,937 $ - $ 20,937 DURANGO DODGE Home Outside or Garaged 2008 7/7/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 7/7/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 7/7/2008 21,156.00 0.00 $ 21,156 E250 VAN FORD Home Outside or Garaged 21600 2000 10/10/2000 $ 96,068 $ - $ 96,068 ESCAPE HYBRI FORD Home Outside or Garaged 2009 8/27/2008 27,004.00 0.00 $ 27,004 ESCAPE HYBRI FORD Home Outside or Garaged 2009 8/27/2008 27,004.00 0.00 $ 27,004 ESCAPE HYBRI FORD Home Outside or Garaged 2009 8/27/2008 27,004.00 0.00 $ 27,004 F250 4X4 P/U FORD Home Outside or Garaged 21617 2006 8/5/2005 $ 22,800 $ - $ 22,800 G20 VAN CHEVROLET Home Outside or Garaged 2109 1988 9/19/1988 $ 17,969 $ - $ 17,969 GRAND CHEROK JEEP Home Outside or Garaged 21612 2004 3/23/2004 $ 26,716 $ - $ 26,716 GRAND PRIX PONTIAC Home Outside or Garaged 1050 2000 1/31/2000 $ 17,775 $ - $ 17,775 GRAND PRIX PONTIAC Home Outside or Garaged 1059 1995 11/17/1994 $ 13,123 $ - $ 13,123 IMPALA CHEVROLET Home Outside or Garaged 1018 2000 2/17/2000 $ 18,616 $ - $ 18,616 IMPALA CHEVROLET Home Outside or Garaged 11601 2002 1/18/2002 $ 17,952 $ - $ 17,952 IMPALA CHEVROLET Home Outside or Garaged 11602 2002 6/7/2002 $ 16,638 $ - $ 16,638 IMPALA CHEVROLET Home Outside or Garaged 11603 2003 3/25/2003 $ 14,817 $ - $ 14,817 INTREPID DODGE Home Outside or Garaged 1032 1999 5/14/1999 $ 15,032 $ - $ 15,032 INTREPID DODGE Home Outside or Garaged 1039 1999 6/9/1999 $ 15,032 $ - $ 15,032 INTREPID DODGE Home Outside or Garaged 11604 2004 3/31/2003 $ 14,861 $ - $ 14,861 INTREPID DODGE Home Outside or Garaged 11605 2004 5/1/2003 $ 14,861 $ - $ 14,861 INTREPID DODGE Home Outside or Garaged 11606 2004 5/l/2003 $ 14,861 $ - $ 14,861 INTREPID DODGE Home Outside or Garaged 11607 2004 5/8/2003 $ 14,861 $ - $ 14,861 INTREPID DODGE Home Outside or Garaged 11608 2004 5/8/2003 $ 14,861 $ $ 14,861 INTREPID DODGE Home Outside or Garaged 11609 2004 5/8/2003 $ 14,861 $ - $ 14,861 INTREPID DODGE Home Outside or Garaged 11610 2004 5/8/2003 $ 14,861 $ - $ 14,861 K-10 CHEVROLET Home Outside or Garaged 2161 1997 4/17/1997 $ 20,000 $ - $ 20,000 K1500 4X4 PU GMC Home Outside or Garaged 21611 2000 4/19/2004 $ 5,000 $ - $ 5,000 K1500 4X4 PU GMC Home Outside or Garaged 51612 2000 10/3/2003 $ 15,000 $ - $ 15,000 LUMINA CHEVROLET Home Outside or Garaged 1036 1995 5/1/1995 $ 13,954 $ - $ 13,954 LUMINA CHEVROLET Home Outside or Garaged 1038 1995 5/1/1995 $ 14,039 $ - $ 14,039 LUMINA CHEVROLET Home Outside or Garaged 1044 2000 8/23/1999 $ 15,958 $ - $ 15,958 LUMINA CHEVROLET Home Outside or Garaged 1194 1997 4/22/1997 $ 18,750 $ - $ 18,750 RAM 1500 4WD DODGE Home Outside or Garaged 51623 2005 4/13/2005 $ 20,000 $ - $ 20,000 SAFARI GMC Home Outside or Garaged 2132 1997 5/15/1997 $ 19,883 $ - $ 19,883 SAFARI VAN GMC Home Outside or Garaged 2133 2000 4/20/2000 $ 19,658 $ - $ 19,658 SAFARI VAN GMC Home Outside or Garaged 21605 2003 4/24/2003 $ 17,815 $ - $ 17,815 SAFARI VAN GMC Home Outside or Garaged 21606 2003 4/24/2003 $ 17,815 $ - $ 17,815 SEBRING 4 DR CHRYSLER Home Outside or Garaged 11611 2006 9/28/2005 $ 13,976 $ - $ 13,976 TRAILBLAZER CHEVROLET Home Outside or Garaged 51622 2004 3/1/2005 $ 15,000 $ - $ 15,000 TRAILBLAZER CHEVROLET Home Outside or Garaged 51626 2005 10/31/2005 $ 15,000 $ - $ 15,000 ASTRO CHEVROLET Home Outside or Garaged 2152 1995 3/22/1995 $ 18,360 $ - $ 18,360 ASTRO CHEVROLET Home Outside or Garaged 2153 1995 3/22/1995 $ 18,360 $ - $ 18,360 ASTRO VAN CHEVROLET Home Outside or Garaged 21000 2001 4/17/2001 $ 21,381 $ - $ 21,381 ASTRO VAN CHEVROLET Home Outside or Garaged 21001 2001 4/17/2001 $ 21,381 $ - $ 21,381 ASTRO VAN CHEVROLET Home Outside or Garaged 21002 2001 4/18/2001 $ 21,381 $ - $ 21,381 ASTRO VAN CHEVROLET Home Outside or Garaged 21003 2001 4/18/2001 $ 21,381 $ - $ 21,381 ASTRO VAN CHEVROLET Home Outside or Garaged 21018 2002 5/7/2002 $ 20,180 $ - $ 20,180 ASTRO VAN CHEVROLET Home Outside or Garaged 21027 2004 6/14/2004 $ 17,841 $ - $ 17,841 ASTRO VAN CHEVROLET Home Outside or Garaged 21028 2004 6/14/2004 $ 17,841 $ - $ 17,841 ASTRO VAN CHEVROLET Home Outside or Garaged 21029 2004 6/14/2004 $ 17,841 $ - $ 17,841 ASTRO VAN CHEVROLET Home Outside or Garaged 21030 2004 6/14/2004 $ 17,841 $ - $ 17,841 ASTRO VAN CHEVROLET Home Outside or Garaged 21031 2004 6/15/2004 $ 17,841 $ - $ 17,841 ASTRO VAN CHEVROLET Home Outside or Garaged 2122 1998 4/22/1998 $ 19,383 $ - $ 19,383 BLAZER CHEVROLET Home Outside or Garaged 2116 1998 4/14/1998 $ 24,727 $ - $ 24,727 BLAZER CHEVROLET Home Outside or Garaged 2117 1998 4/14/1998 $ 24,727 $ - $ 24,727 BLAZER CHEVROLET Home Outside or Garaged 2119 1998 4/13/1998 $ 24,727 $ - $ 24,727 C1500 GMC Home Outside or Garaged 2131 1991 3/7/1991 $ 11,479 $ - $ 11,479 CAMERA RADAR CHEVROLET Home Outside or Garaged 51008 2003 4/3/2003 $ 22,000 $ - $ 22,000 CAPRICE CHEVROLET Home Outside or Garaged 1069 1994 7/21/1994 $ 14,962 $ - $ 14,962 CROWN VIC FORD Home Outside or Garaged 1052 2000 5/31/2000 $ 21,246 $ - $ 21,246 CROWN VIC FORD Home Outside or Garaged 1055 2000 5/31/2000 $ 21,246 $ - $ 21,246 CROWN VIC FORD Home Outside or Garaged 1056 2000 6/1/2000 $ 21,246 $ - $ 21,246 CROWN VIC FORD Home Outside or Garaged 1063 2000 6/1/2000 $ 21,246 $ $ 21,246 CROWN VIC FORD Home Outside or Garaged 1064 2000 6/1/2000 $ 21,246 $ $ 21,246 CROWN VIC FORD Home Outside or Garaged 1089 2000 6/1/2000 $ 21,246 $ $ 21,246 CROWN VIC FORD Home Outside or Garaged 11005 2001 7/3/2001 $ 21,953 $ $ 21,953 CROWN VIC FORD Home Outside or Garaged 11006 2001 7/3/2001 $ 21,953 $ $ 21,953 CROWN VIC FORD Home Outside or Garaged 11007 2001 7/3/2001 $ 21,953 $ $ 21,953 CROWN VIC FORD Home Outside or Garaged 11008 2001 7/3/2001 $ 21,953 $ $ 21,953 CROWN VIC FORD Home Outside or Garaged 11016 2002 4/12/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11017 2002 4/12/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11018 2002 4/12/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11019 2002 4/12/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11020 2002 4/12/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11021 2002 4/15/2002 $ 23,993 $ - $ 23,993 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total CROWN VIC FORD Home Outside or Garaged 11022 2002 4/15/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11023 2002 4/17/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11024 2002 4/17/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11025 2002 4/18/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11026 2002 4/24/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11027 2002 4/25/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11028 2002 4/25/2002 $ 23,993 $ - $ 23,993 CROWN VIC FORD Home Outside or Garaged 11033 2003 5/7/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11034 2003 5/7/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11035 2003 5/7/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11036 2003 5/9/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11037 2003 5/9/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11038 2003 5/9/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11039 2003 5/13/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11040 2003 5/16/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11041 2003 5/16/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11042 2003 5/16/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11043 2003 5/19/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11044 2003 5/19/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11045 2003 5/19/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11046 2003 5/22/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11047 2003 5/22/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11048 2003 5/23/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11049 2003 5/23/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11050 2003 5/23/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11051 2003 5/23/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11052 2003 5/28/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11053 2003 5/28/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11054 2003 5/28/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11055 2003 5/28/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11056 2003 5/29/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11057 2003 5/29/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11058 2003 6/26/2003 $ 23,872 $ - $ 23,872 CROWN VIC FORD Home Outside or Garaged 11059 2003 6/26/2003 $ 23,733 $ - $ 23,733 CROWN VIC FORD Home Outside or Garaged 11065 2005 9/22/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11066 2005 9/22/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11067 2005 9/23/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11068 2005 9/23/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11069 2005 10/5/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11070 2005 10/5/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11071 2005 10/5/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11072 2005 10/5/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11074 2005 10/7/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11075 2005 10/7/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11076 2005 10/7/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11077 2005 10/7/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11078 2005 10/7/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11079 2005 10/11/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11080 2005 10/11/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11081 2005 10/11/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 11082 2005 11/8/2004 $ 24,625 $ - $ 24,625 CROWN VIC FORD Home Outside or Garaged 1134 1998 2/24/1998 $ 20,803 $ - $ 20,803 CROWN VIC FORD Home Outside or Garaged 1150 1997 1/21/1997 $ 19,905 $ - $ 19,905 CROWN VIC FORD Home Outside or Garaged 1161 1997 1/30/1997 $ 19,905 $ - $ 19,905 CROWN VIC FORD Home Outside or Garaged 1164 2000 11/18/1999 $ 21,368 $ - $ 21,368 CROWN VIC FORD Home Outside or Garaged 1165 2000 11/19/1999 $ 21,368 $ - $ 21,368 CROWN VIC FORD Home Outside or Garaged 1166 2000 11/30/1999 $ 21,368 $ - $ 21,368 CROWN VIC FORD Home Outside or Garaged 1167 2000 11/22/1999 $ 21,368 $ - $ 21,368 CROWN VIC FORD Home Outside or Garaged 1168 2000 11/19/1999 $ 21,368 $ - $ 21,368 CROWN VIC FORD Home Outside or Garaged 2008 9/3/2008 25,720.00 0.00 $ 25,720 CROWN VIC FORD Home Outside or Garaged 2008 9/3/2008 25,720.00 0.00 $ 25,720 CROWN VIC FORD Home Outside or Garaged 2008 9/3/2008 25,720.00 0.00 $ 25,720 CROWN VIC FORD Home Outside or Garaged 2008 9/2/2008 25,720.00 0.00 $ 25,720 CROWN VIC FORD Home Outside or Garaged 2008 9/2/2008 25,720.00 0.00 $ 25,720 CROWN VIC FORD Home Outside or Garaged 2008 9/2/2008 25,720.00 0.00 $ 25,720 CROWN VIC FORD Home Outside or Garaged 2008 9/2/2008 25,720.00 0.00 $ 25,720 DURANGO DODGE Home Outside or Garaged 2008 7/16/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 7/16/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 7/9/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 7/3/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 6/5/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 6/2/2008 21,156.00 0.00 $ 21,156 DURANGO DODGE Home Outside or Garaged 2008 7/29/2008 23,988.00 0.00 $ 23,988 E350 FORD Home Outside or Garaged 21026 1993 12/16/1992 $ 39,451 $ - $ 39,451 ESCAPE HYBRI FORD Home Outside or Garaged 2008 12/23/2008 0.00 0.00 $ - ESCAPE HYBRI FORD Home Outside or Garaged 2008 6/13/2008 21,156.00 0.00 $ 21,156 EXPLORER FORD Home Outside or Garaged 2140 2000 3/3/2000 $ 25,616 $ - $ 25,616 F150 PICKUP FORD Home Outside or Garaged 2128 2000 2/28/2000 $ 23,942 $ - $ 23,942 Model Make Inside/Outside Locked/Lighted UNIT YEAR Date Acquired Purchase Price Accessories Total IMPALA CHEVROLET Home Outside or Garaged 1019 2000 2/17/2000 $ 18,616 $ $ 18,616 IMPALA CHEVROLET Home Outside or Garaged 11000 2001 4/30/2001 $ 19,396 $ $ 19,396 IMPALA CHEVROLET Home Outside or Garaged 11001 2001 4/30/2001 $ 19,396 $ $ 19,396 IMPALA CHEVROLET Home Outside or Garaged 11002 2001 5/1/2001 $ 19,396 $ $ 19,396 IMPALA CHEVROLET Home Outside or Garaged 11003 2001 5/2/2001 $ 19,396 $ $ 19,396 IMPALA CHEVROLET Home Outside or Garaged 11004 2001 5/2/2001 $ 19,396 $ $ 19,396 IMPALA CHEVROLET Home Outside or Garaged 11009 2002 3/14/2002 $ 19,725 $ $ 19,725 IMPALA CHEVROLET Home Outside or Garaged 11010 2002 3/14/2002 $ 19,725 $ $ 19,725 IMPALA CHEVROLET Home Outside or Garaged 11011 2002 3/14/2002 $ 19,725 $ $ 19,725 IMPALA CHEVROLET Home Outside or Garaged 11012 2002 3/15/2002 $ 19,725 $ $ 19,725 IMPALA CHEVROLET Home Outside or Garaged 11014 2002 3/15/2002 $ 19,725 $ $ 19,725 IMPALA CHEVROLET Home Outside or Garaged 11029 2003 4/21/2003 $ 17,303 $ $ 17,303 IMPALA CHEVROLET Home Outside or Garaged 11030 2003 4/21/2003 $ 17,303 $ $ 17,303 IMPALA CHEVROLET Home Outside or Garaged 11031 2003 4/24/2003 $ 17,303 $ $ 17,303 IMPALA CHEVROLET Home Outside or Garaged 11032 2003 4/28/2003 $ 17,303 $ $ 17,303 IMPALA CHEVROLET Home Outside or Garaged 1106 2000 2/23/2000 $ 19,099 $ $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 11061 2004 6/14/2004 $ 18,430 $ $ 18,430 IMPALA CHEVROLET Home Outside or Garaged 11062 2004 6/22/2004 $ 18,430 $ $ 18,430 IMPALA CHEVROLET Home Outside or Garaged 11063 2004 6/23/2004 $ 18,430 $ $ 18,430 IMPALA CHEVROLET Home Outside or Garaged 11064 2004 6/23/2004 $ 18,430 $ $ 18,430 IMPALA CHEVROLET Home Outside or Garaged 1108 2000 2/17/2000 $ 19,099 $ $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1109 2000 2/18/2000 $ 19,099 $ $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1112 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1114 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1117 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1119 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1136 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1144 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1149 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1154 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1155 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1157 2000 2/17/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1169 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1173 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1175 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1179 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1183 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1189 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1195 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 1196 2000 2/18/2000 $ 19,099 $ - $ 19,099 IMPALA CHEVROLET Home Outside or Garaged 2008 8/13/2008 19,845.00 0.00 $ 19,845 LENCO BEARCT FORD Home Outside or Garaged 2008 3/5/2008 203,529.00 0.00 $ 203,529 LUMINA CHEVROLET Home Outside or Garaged 1160 1998 5/18/1998 $ 18,989 $ - $ 18,989 LUMINA CHEVROLET Home Outside or Garaged 1190 1997 4/3/1997 $ 18,750 $ - $ 18,750 LUMINA CHEVROLET Home Outside or Garaged 1191 1997 4/3/1997 $ 18,750 $ - $ 18,750 MOTORCYCLE HARLEY DAV Home Outside or Garaged 51015 2005 1/21/2005 $ 15,000 $ - $ 15,000 MOTORCYCLE HARLEY DAV Home Outside or Garaged 51016 2005 1/21/2005 $ 15,000 $ - $ 15,000 MOTORCYCLE HARLEY DAV Home Outside or Garaged 51017 2005 1/24/2005 $ 15,000 $ - $ 15,000 MOTORCYCLE HARLEY DAV Home Outside or Garaged 51018 2005 1/25/2005 $ 15,000 $ - $ 15,000 MOTORCYCLE HARLEY DAV Home Outside or Garaged 51019 2005 1/26/2005 $ 15,000 $ - $ 15,000 MOTORCYCLE HARLEY DAV Home Outside or Garaged 2008 7/10/2008 0.00 0.00 $ - MOTORCYCLE HARLEY DAV Home Outside or Garaged 2008 7/9/2008 0.00 0.00 $ MOTORCYCLE HARLEY DAV Home Outside or Garaged 2008 7/9/2008 0.00 0.00 $ - SAFARI VAN GMC Home Outside or Garaged 21019 2003 4/24/2003 $ 17,815 $ - $ 17,815 SAFARI VAN GMC Home Outside or Garaged 21024 2003 8/12/2003 $ 18,170 $ - $ 18,170 SAFARI VAN GMC Home Outside or Garaged 2126 2000 2/28/2000 $ 19,513 $ - $ 19,513 BLAZER CHEVROLET 2703 1997 10/24/1997 $ 23,991 $ - $ 23,991 AEROSTAR FORD 2746 1986 6/17/1986 $ 10,945 $ - $ 10,945 S10 PICKUP CHEVROLET 2291 1992 3/4/1992 $ 18,544 $ - $ 18,544 CHEYENNE CHEVROLET 2772 1998 6/15/1998 $ 22,525 $ - $ 22,525 K1500 4X4 PU GMC 2791 1992 6/5/1992 $ 14,571 $ - $ 14,571 ESCAPE HYBRI FORD 27024 2005 2/11/2005 $ 25,374 $ - $ 25,374 F250 4X4 P/U FORD 2733 2000 2/28/2000 $ 22,941 $ 2,328 $ 25,269 INTREPID DODGE Home Outside or Garaged 1212 1999 3/31/1999 $ 15,032 $ - $ 15,032 Total $ 37,315,559 No Text 4A Benefits A. The. City may offer certain current and retired employees the opportunity to participate in City -sponsored benefit programs, such as health insurance, dental insurance, vision insurance, disability insurance, life insurance, and retirement benefits. The eligibility to participate in each program is determined by the benefit program plan, if such a plan exists, or by the terms of the agreement between the City and the benefit provider. Retirement Plan participation is mandatory for active eligible employees. Likewise, the coverage provided by each program is determined by the benefit program plan, if such a plan exists, or by the agreement between the City and the benefit provider. [rev. 1/1/07] B. A copy of the benefit program plan or provider agreement for each benefit program sponsored by the City may be obtained from the Human Resources Department. It is solely the employee -participant's individual obligation to understand the coverage afforded by each benefit program plan or agreement and to pursue claims pursuant to the coverage provisions of each program. C. The City reserves the right, at anytime and from time to time, to: 1. Amend or modify, in whole or in part, any or all of the provisions of a benefit program, including provisions concerning who is eligible for coverage and the coverage provided; 2. Discontinue, terminate, or add a benefit program at any tune; and 3. Change the amount or nature of the required contribution to be made by the participant or beneficiary of a benefit program. D. Service Area and Service Unit Directors shall be permitted an annual executive physical examination by a physician of their choice. This annual physical examination shall include any test or testing procedure recommended by the examining physician during the annual examination. The reasonable and customary out-of-pocket cost of the annual examination and the recommended tests shall be paid for by the City after the employee has submitted a claim for payment through any health plan applicable to the employee. [rev. 09/24/08] E. After the first 30 continuous calendar days of unpaid leave, an otherwise eligible employee will cease accruing vacation time, cease receiving sick leave, short term disability, and injury leave time, and cease to be eligible to participate in any City - sponsored disability insurance, accidental death and dismemberment insurance and life insurance, except in accordance with conversion rights, if any, under the terms of such plans. In addition, after the first 30 continuous calendar days of unpaid leave, the employee's coverage, if any, under the City -sponsored health insurance, vision services and dental insurance will terminate unless the employee City of Fort Collins Personnel Policies and Procedures Revised: August 10,2008 Section 4 City of Fort Collins, Colorado Poudre Fire Authority EXHIBIT III RECOMMENDED NAMED INSURED ENDORSEMENT CITY OF FORT COLLINS, COLORADO And the following as additional insureds to afford excess liability protection: 46 POUDRE FIRE AUTHORITY POUDRE VALLEY FIRE PROTECTION DISTRICT CITY OF LOVELAND; CITY OF FORT COLLINS, DBA: FORT COLLINS- LOVELAND MUNICIPAL AIRPORT For General Liability coverage the following also needs to be included: Named Insured Each of the following is an Insured under this policy: ■ The Public Entity named in the Declarations. ■ Your lawfully elected, appointed or employed officials, past, present and future, but only with respect to their duties as your elected, appointed or employed officials. ■ Your employees. ■ All persons and/or organizations who perform a service on a volunteer basis for you and under your direction and control, but only while acting within the course and scope of such service. ■ All commissions, boards, and other units operating by and under your jurisdiction and all persons serving on such commissions, boards or units, but only while acting within the course and scope of their duties for you. ■ Any persons and/or organizations providing services to you while acting under any mutual aid or similar agreement, but only while acting within the course and scope of such agreement, and only of such agreement requires that they be named as an insured under your liability coverage. Blanket Additional Insured In addition, WHO IS AN INSURED is amended to include any person or organization required to be included as an insured by reason of a written contract executed by or on behalf of the "named insured" during the policy period, or any prior policy period. 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The employee will be provided with a separate notice of the right to continue coverage with more specific information about premium amounts and required payments. The terms of any retirement plan or deferred compensation plan in which the employee participates will control how any unpaid portion of the leave is credited as service under the plan. For the purposes of this subsec- tion, the fact that an employee works 10 hours or less during a 30 day period shall not cause the period to be considered non -continuous. 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S E i a D � D E N K a 5 � S E S S � G y 'Qu' $ Y S � & D D. S D . . . . . . . . . . . S Y& Y iE . � S S D � C � 8 S � Q_ Qp S 8 � rR L � d � S u 3 b' 8� •S �� ffi & 5 b D! � a 6 �' '-B � 6 � S O d K A A M 2 2 Z K z K 2 Z z K 2 2 K z Z 2 2 2 2 K y E K z z z2z z z K Z Z K Z K Z Z Z 2 2 2 2 I y% 8 z z z Z z zZ z Z z Z z z z z z z Z z zZ 2 „ x x z s g s E s a y 5 z E & x a s m N s m »a 5 p q-' # "s ., § z s N. s s s s s s g s s s s W s m x s s s s s&'V m s s s s s E y s s s m a. x««« » « w w w x x „ x w w yet 8 » » x zm S » z _ x_ P LT— . _ _ . • • • . .. .. . . Y . „ „ „ . „ x j w w 9 „ „ w D c A 7/ \ ' � ! | _ - ' | � � ■ ! /q 4.5 Travel, Conference, and Training Expenses [new section: 1/7/02] A. General Provisions Timely and accurate reporting and record keeping of travel, conference and train- ing expenses protects the City and the employee from undesirable tax consequences. This policy sets the standards and applies to all City employees. Consistent applica- tion of the policy is fair to all employees and is intended to reinforce the City's values of "respect," "integrity," and "stewardship." [rev. 8/10/08] Consistent record keeping also demonstrates accountability to the taxpayers and public. Employees should use good judgment while traveling at taxpayer expense. Abuse or perceived abuse of the privilege does not provide the prudent and frugal management of public funds that the public has a right to expect. The City has a responsibility to accurately monitor payments made to employees; failure to do so could result in fines from the Internal Revenue Service. Inaccurate travel reimbursement can also lead to tax liability situations for employees. Determination of the tax status of advance and reimbursement payments and sub- sequent tax reporting are the responsibility of the Finance Department payroll func- tion. Records are sent to the IRS on both a quarterly and annual basis. If travel advances and reimbursements are not adequately documented, the employee's W2 statement may contain a figure for taxable income that increases the tax liability for the employee. B. Pre -Authorization for Travel, Conference and Training 1. Generally, if there is a cost that is to be paid from City funds (e.g. airfare, regis- tration or lodging expense) a Travel Request Form should be filed. All pay- ments of City funds are subject to authorization by the appropriate manager with final authority vested in the City Manager. This policy is intended to cover all travel events, including conferences and training classes that require an overnight stay or require payment of a registration charge for attendance. [rev. 8/10/08] 2. The following are justifiable reasons for travel: a. To obtain or comply with federal or state grant programs or contracts; b. To review projects and programs in other cities; C. To attend meetings as an officer of a regional, state, or national professional City of Fort Collins Personnel Policies and Procedures Rerised: August 10,2008 Section 4 organization; d. To present papers on activities in Fort Collins to other organizations; e. To participate in training programs related to the employee's work func- tions; f. To attend conferences of regional, state, or national professional organiza- tions; or g. To carry out job duties; for example, out of state audits, testifying in crimi- nal justice proceedings, retrieving evidence or returning prisoners. C. Travel Requirements and Guidelines 1. Planning a. Travel costs should be estimated and included in the budget process. b. Planning and scheduling should be done far in advance of travel to minimize registration and travel costs. c. Pre -approval is required for all travel. The Travel Request Form is intended to be the form of documentation for all travel. If no advance is needed, the Travel Request Form may be submitted to the Finance Department after travel has been completed, providing the travel was pre -approved by the employee's su- pervisor. 2. Advances Requests for travel advances must be made as long before the travel as possible. The Travel Request Form must be used to request the advance and supervisor ap- proval is required. The City will provide the advance the week before the travel is to occur. 3. Use of City Procurement/Credit Card or Designated Travel Providers A City Procurement/Credit Card may be used in booking directly with the airlines or over the Internet. Travel arrangements may also be made using travel agencies contracted to the City for such services. For a list of the current travel providers, please contact the Purchasing Division. All travel plans must be made in accor- dance with the provisions stated in these policies. [rev. 7/8/02] 4. Airline Reservations and Travel a. Airlines usually have pricing options that are lower if booked 21 to 30 days prior to the travel. Travelers are urged to make reservations at least 21 days in advance and earlier if possible. City of Fort Collins Personnel Policies and Procedures Revised: August 10, 2008 Section 4 b. The airline fare must be coach, leisure, discount, promotional or other low cost airfare unless the employee reimburses the City for the difference between the lower fare and the more expensive fare actually flown. The City will not reim- burse first-class travel. e. All airline travel requires ticketing documentation, either a hard copy ticket stub or written confirmation of an electronic ticket. d. The City recommends the use of airport shuttle services as the most cost-effec- tive mode of travel to Denver International Airport (DIA). Though not the preferred mode, private vehicle travel to and from DIA may be reimbursed at the IRS mileage rate. [rev. 8/10/08] 5. Lodging Standards Employees must use low or moderate cost lodging for the area to which they are traveling unless employees reimburse the City for the difference between the lower rates and the more expensive rates. In the case of a conference or event that pro- vides multiple lodging choices, the employee must select low to moderate cost choices whenever possible unless employees reimburse the City for the difference between the lower rates and the more expensive rates. If government rates are available and provide a savings, they must be used. 6. Vehicle Rentals a. Usually, car rentals are considered a luxury. To use a rental vehicle, the em- ployee must demonstrate why other low -to -moderate cost methods of trans- portation ( shuttle, taxi, bus, subway) are not feasible or cost-effective. All costs related to rental vehicles (,gas, parking, repair) must be documented if they are to be reimbursed. The standard for vehicle size is mid -size to lower. Any addi- tional insurance coverage on rental cars will be the expense of the employee. b. Premium rentals or limousine service are not appropriate except when several employees are traveling in a group. In this case a limousine or large vehicle may be most cost efficient. e. City employees may use department or Fleet Services vehicles when available. d. if an employee's private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The most direct route will determine the total mileage. e. An employee may use a personal vehicle instead of air travel if approved by his or her supervisor. Reimbursement for miles traveled will be at the IRS mileage rate. The maximum amount that will be reimbursed is equal to the cost of the lowest airfare available 21 days prior to travel. City of Fort Collins Personnel Policies and Procedures Revised: August 10,2008 Section 4 7. Travel Expenses Not Allowed in addition to the items listed under sections C4 and C6 of this policy (Airline reservations and travel and Vehicle rentals) the following expenses are not al- lowed and will not be reimbursed: a. Meals or other expenses for sales people, spouses, family members or other persons not affiliated with the City; b. Liquor, movies, or entertainment (including in -room movies); c. Sporting events; d. Laundry, dry-cleaning or shoe repair; e. Personal phone calls, including connection and long-distance fees; L Computer connections (unless required for City business); or g. Other personal expenses not directly related to City business. D. Meal Reimbursement for Overnight Stays [new 8/10/08] 1. An employee attending an authorized conference, training, or other City business that requires an overnight stay may choose one of the following methods of meal reimbursemcntproviding the method chosen is ised for the entire trip/event by the employee: a. Actual reasonable cost of meals, subject to the following: i. An itemized receipt for each meal is required. ii. Tips are reimbursable provided they are reasonable as determined by the Finance Department and itemized on receipts. ffi. For the first day of travel, the employee will not be reimbursed for breakfast regardless of the time of day the employee leaves. For the last day of travel, the employee may be reimbursed for only 50% of the reasonable, actual cost of dinner regardless of the time of day the employee returns. b. Per diem rate (combines breakfast, lunch, and dinner) as established by the Finance Department, subject to the following: i. Itemized receipts for meals are not required. b. Tips are included in the per diem and are not separately reimbursable. City of Fort Collins Personnel Policies and Procedures Revised: August 10, 2008 Section 4 iii. A per meal reduction to the per diem reimbursement (established by the Finance Department) will be made for meals furnished to the employee as part of the cost of a conference/train ing or otherwise provided at no cost to the employee. iv. For the first and last days of travel, the employee may be reimbursed for only 75% of the per diem regardless of the time the employee leaves to or returns from the trip. V. When traveling to out-of-town areas that are unusually expensive, an employee may be eligible for an increased per diem reimbursement as published by the U.S. General Services Adminis tration (www.gsa.gov), if approved by the employee's supervisor and the FInance Department. E. Meal Reimbursement for Non -Overnight Stays [new 8/10/08] 1. An employee attending an authorized conference, training, or other City business that does not require an overnight stay may be reimbursed only for the actual, reasonable cost of meals, subject to the following: a. An itemized receipt for each meal is required. b. Tips are reimbursable provided they are reasonable as determined by the Finance Department and itemized on the receipts. F. Time Frame for Reporting [rev. 8/10/081 Absent extenuating circumstances outside of the employee's control, the employee must enter expenses in the Travel Expense Dadabase within 10 working days of his or her return. The employee must also print out and submit to the Finance Department within 10 days of return the appropriate form if the employee has additional expenses to be reimbursed for or if the employee owes the City a reimbursement. The Data base entry and form must include all expenses, including all credit card charges made. City of tort Collins Personnel Policies and Procedures Revised: August 10,2008 Section 4 No Text City of Fort Collins Personnel Policies and Procedures Revised: August 10, 2008 Section 4 4.6 Meal Reimbursement For Unusual Work Situations [rev. 8/10/08] A. Employees are occasionally required to work overtime, over the lunch hour, or be called out in emergency situations. For instances in which occasional, infrequent meals are provided to employees performing such work, this expense may be charged to the department budget if the situation meets all of the following criteria: 1. The employee's supervisor authorizes the reimbursement; 2. The provision of the meal enables the employee to work overtime, during ex- tended hours, or beyond normal work hours; 3. Reimbursement is for actual reasonable meal expenses, including reasonable tips; [rev. 8/10/08] 4. The amount of reimbursement, including tips, does not exceed the per meal rate established by the Finance Department; and 5. The employee submits an actual receipt for the meal with the tip itemized on the receipt. City of Fort Collins Personnel Policies and Procedures Revised.August 10,2008 Section 4 City of Fort Collins Personnel Policies and Procedures Revised: August 10, 2008 Section 4 4.7 Privacy and Security of Protected Health Information [ rev. 4/6/05 ] A. Purpose Asa plan sponsor of employee group health plans (Plans), the City is committed to maintaining the confidentiality and security of protected health information ( PHI) pursuant to the privacy provisions of the Health insurance Portability and Account- ability Act (HIPAA). Each Plan document details the circumstances under which the Plans are authorized to share PHI with the City. The City will not use or dis- close PHI other than as permitted or required by the Plan documents or as autho- rized bylaw. [rev. 4/6/05] B. Definition of Protected Health Information (PHI) PHI is defined as individually identifiable health information, whether it is in electronic, paper or oral form, that is created or received by or on behalf of any of the Plans which relates to the past, present, or future physical mental health or condition of an individual. PHI does not include health information received by the City for employment purposes from sources other than the Plans, such as health information received from or authorized by an employee for purposes of administering the City's sick leave, short term disability, family and medical leave, drug and alcohol testing, and workers' compensation policies, or to determine fitness for duty. [rev. I/I/07] C. Privacy and Security Officer [rev. 4/6/05] The City has designated the City's Benefits Administrator (located in the Human Resources Department) as the Privacy and Security Officer for purposes of ensuring compliance with the confidentiality and security requirements for PHI. Employees may contact the Privacy and Security Officer for any of the following purposes: [rev. 4/6/05 ] 1. To make a written complaint regarding a violation of privacy rights regarding PHI; 2. To make a written request to limit how the City or the Plans use or disclose the employee's PHI; 3. To make a written request that the Plans or the City send Plan information to the employee at a specific address or in a specific manner; 4. To make a written request to look at and copy the employee's PHI that is in the possession of the Plans or the City; 5. To make a written request that the employee's PHI be amended; City of Fort Collins Personnel Policies and Procedures Revised August 10,2008 Section 4 6. To make a written request for a list of disclosures of PHI that the Plans or the City have made; 7. To request a paper copy of the Notice of Privacy issued by the Plans; or S. To ask questions or provide comments concerning the privacy practices of the Plans. D. Safeguarding PHI The City will safeguard the privacy of PHI, whether it is kept in paper or electronic format. Such safeguarding will include the use of locked file cabinets and secured networks, with only designated City staff having access. The following City employees have been designated as having access to and use of PHI for the purposes of payment under health care operations or other matters pertaining to the Plans: 1. The Benefits Administrator; 2. The Director of Human Resources; 3. The Benefits work groups within the Human Resources Department; 4. The Wellness Program Coordinator and Specialist; and [new 1/31/05] 5. The employees who perform functions related to the City -sponsored employee group health plans, including but not limited to legal and systems personnel. E. Improper Use, Disclosure, or Violation of Security [rev. 4/6/05] Any employee who obtains access to, uses, discloses, or violates security rules for PHI in a manner that is contrary to the requirements of this policy, the Plans, or HIPAA shall be subject to discipline, up to and including termination of employment. [ rev. 4/6/05 ] I. Retaliation Prohibited No employee shall retaliate against any person who complains about or reports a privacy violation. City of Fort Collins Personnel Policies and Procedures Revised: August 10, 2008 Section 4 4e7 Privacy and Security of Protected Health Information [rev. 4/6/05 ] A. Purpose As a plan sponsor of employee group health plans (Plans), the City is committed to maintaining the confidentiality and security of protected health information (PHI) pursuant to the privacy provisions of the Health Insurance Portability and Account- ability Act (HIPAA). Each Plan document details the circumstances under which the Plans are authorized to share PHI with the City. The City will not use or dis- close PHI other than as permitted or required by the Plan documents or as autho- rized by law. [rev. 4/6/051 B. Definition of Protected Health Information (PHI) PHI is defined as individually identifiable health information, whether it is in electronic, paper or oral form, that is created or received by or on behalf of any of the Plans which relates to the past, present, or future physical mental health or condition of an individual. PHI does not include health information received by the City for employment purposes from sources other than the Plans, such as health information received from or authorized by an employee for purposes of administering the City's sick leave, short term disability, family and medical leave, drug and alcohol testing, and workers' compensation policies, or to determine fitness for duty. [rev. 1/1/07] C. Privacy and Security Officer [rev. 4/6/05] The City has designated the City's Benefits Administrator (located in the Human Resources Department) as the Privacy and Security Officer for purposes of ensuring compliance with the confidentiality and security requirements for PHI. Employees may contact the Privacy and Security Officer for any of the following purposes: [ rev. 4/6/05 ] 1. To make a written complaint regarding a violation of privacy rights regarding PHI; 2. To make a written request to limit how the City or the Plans use or disclose the employee's PHI; 3. To make a written request that the Plans or the City send Plan information to the employee at a specific address or in a specific manner; 4. To make a written request to look at and copy the employee's PHI that is in the possession of the Plans or the City; 5. To make a written request that the employee's PHI be amended; City of Fort Collins Personnel Policies and Procedures Revised: March 21, 2007 Section 4 6. To make a written request for a list of disclosures of PHI that the Plans or the City have made; 7. To request a paper copy of the Notice of Privacy issued by the Plans; or S. To ask questions or provide comments concerning the privacy practices of the Plans. D. Safeguarding PHI The City will safeguard the privacy of PHI, whether it is kept in paper or electronic format. Such safeguarding will include the use of locked file cabinets and secured networks, with only designated City staff having access. The following City employees have been designated as having access to and use of PHI for the purposes of payment under health care operations or other matters pertaining to the Plans: 1. The Benefits Administrator; 2. The Director of Human Resources; 3. The Benefits work groups within the Human Resources Department; 4. The Wellness Program Coordinator and Specialist; and [new 1/31/05] 5. The employees who perform functions related to the City -sponsored employee group health plans, including but not limited to legal and systems personnel. E. Improper Use, Disclosure, or Violation. of Security [rev. 4/6/051 Any employee who obtains access to, uses, discloses, or violates security rules for PHI in a manner that is contrary to the requirements of this policy, the Plans, or HIPAA shall be subject to discipline, up to and including termination of employment. [rev. 4/6/05 ] F. Retaliation Prohibited No employee shall retaliate against any person who complains about or reports a privacy violation. City of Fort Collins Personnel Policies and Procedures Revised: March 21, 2007 Section 4 Sol Working Hours A. The City's standard workweek for payroll purposes begins at 12:00 a.m. Monday and ends at 11:59 p.m. the following Sunday. Work schedules for employees are established within this framework. Anormal working schedule for most employees is an 8-hour day from 8:00 a.m. to 5:00 p.m. Monday through Friday, with a one - hour unpaid meal period per day. B. Various factors, such as workloads, service hours, operational efficiency and staffing needs may require variations in an employee's starting and quitting times and total hours worked each day or each week. Each supervisor will establish employees' working schedules. Employees may be required to work overtime or hours other than those normally scheduled whenever necessary. S.1.1 Flexible Schedules The City generally allows the use of flexible schedules where such schedules reasonably coincide with the needs of the department and the public. However, managers have the discretion to grant or deny a subordinate employee's requests to work an alternative schedule. If such a request is granted, the flexible/altemative work schedule arrangement can be terminated and a new schedule required at any time upon 15 days notice to the employee. [rev.2/17/07] 5.1.2 Call -Out and Call -Back Time A. Non-exempt employees who are called out to a job site or asked to return to work from home or another non -work location must record a minimum of two (2) hours of work time on their time sheets, even if they do not work two hours. If the work extends beyond the two hour minimum, then non-exempt employees must record all time actually worked. Additional call -outs received while an employee is at a work site or traveling to or from a work site are considered a continuation of the initial call -out. Only after an employee has returned home or to some other non -work location will a subsequent call -out qualify for the automatic two hour minimum as long as it is not within the original call-back period. B. This policy on call -out and call-back time does not apply to police officers who are not called by Police Services but engage in enforcement activities during off -duty hours. This policy covers all non-exempt employees except public safety personnel. The rules governing payment for call -out and call-back for police personnel are available from the department. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 5 5.1.3 Travel Time Commuting to and from work each day is not considered time worked, even if the commute is the result of a call -out or call-back to the regular work site. 1. One -Day, Out of Town When a non-exempt employee travels out of town on City business for a one -day assignment, all the time spent traveling must be recorded as time worked, except meal times and any time spent in driving or as a passenger from home to the usual place of employment, a point of public conveyance, or a vehicle pooling point. 2. Overnight, Out of Town When a non-exempt employee travels out of town on City business for an overnight trip assignment, all the time spent traveling, whether as a driver. or passenger, during normal work hours (including Saturday and Sunday, even if Saturday and Sunday are not usual work days) must be recorded as time worked, except meal times. All time spent traveling on City business as a driver outside of normal work hours must be recorded as time worked, except meal times and any time spent in driving or as a passenger from home to the usual place of employment, a point of public conveyance, or a vehicle pooling point. All other time spent traveling shall not be counted as time worked unless the employee is required to perform City related work while traveling. Once the employee reaches his or her destination ( such as a hotel), the time is no longer considered working time unless the employee is actually working on City business. 3. Non -City Business If an employee on his or her own initiative, attends an independent school, college or independent trade school on his or her own time, the travel time is not hours worked, even if the course is related to his or her job and even if the City pays the course tuition. Such attendance shall be considered to be non -City business. 5.1.4 Temporary Closure for Severe Weather or Disaster A. All employees should anticipate the periodic severe weather characteristics of this area and have contingency plans which will enable them to arrive at work in a safe and timely manner. An employee who is unable to report to work due to severe weather or natural disaster must notify his or her supervisor as early as possible before work in accordance with any individual departmental work rule, but in no event later than 15 minutes after the beginning of the work schedule. B. If the City closes any facilities or operations due to severe weather or disaster, official notification will be announced. The City currently makes such announcements on local radio stations or by voice mail bulletin. Unless the announcement specifically states that employees should not attempt to report to work, all regularly scheduled employees who are able to do so should report. City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 5 C. The following employees must report to work as scheduled ( and maybe called in as needed, even if not scheduled), unless the announcement about closures due to severe weather or disaster specifically states to the contrary or unless their supervisors authorize them to remain away from work: Police: Officers, Sergeants & Lieutenants Community Service Officers Emergency Services Dispatchers Records Management Supervisor &Assistants Utilities: Water Treatment Plant Operators Wastewater Treatment Plant Operators Light & Power Emergency Personnel Equipment Operators Transportation Services: Transfort Operations Supervisors & Drivers Equipment Services Emergency Personnel Equipment Operators D. Only if the City closes the facility or operation in which the employee works and notifies the employee not to report to work, will the employee be paid his or her regular compensation for regularly scheduled hours during the closure. Otherwise, an employee's absence due to severe weather or disaster must be recorded by the employee as leave without pay or holiday, compensatory time or vacation time, if accrued. E. All employees who respond as emergency personnel during their regularly scheduled shifts during a period of closure will be paid in the normal manner and at their regular rate of compensation, unless the time worked by non- exempt employees would otherwise qualify for overtime payment. City of Fort Collins Personnel Policies and Procedures Revised: February 17, 2007 Section 5 Table of Contents Background Information 1.1 Welcome to Employment with the City of Fort Collins................................................1 1.2 Introduction to City of Fort Collins Personnel Policies and Procedures .......................5 1.3 Equal Employment Opportunity...................................................................................9 1.4 Human Resources Department................................................................................... 11 1.5 City Attorney's Office................................................................................................... 13 1.6 Risk Management Division.......................................................................................... 15 Employment Categories 2.1 Categories of Employment.............................................................................................1 2.2 Introductory Status........................................................................................................5 Recruitment & Selection 3.1 Advertisements and Applications................................................................................. 1 3.2 Testing and Selection Criteria........................................................................................3 3.3 Employment of Relatives...............................................................................................6 3.4 Residency Requirements...............................................................................................7 3.5 Eligibility Lists.................................................................................................................9 3.6 Promotions, Transfers, Demotions and Reinstatement ............................................. 1 I General Information 4.1 Personnel Files, Employee Information and Reference Requests...............................1 4.2 Training and Conferences..............................................................................................3 4.3 Tuition Reimbursement.................................................................................................5 4.4 Benefits...........................................................................................................................7 City of Fort Collins Personnel Policies and Procedures Revised: November 3, 2008 City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 5 S.Z Overtime Pay and Compensatory Time Off A. Overtime compensation may be in the form of wages or time off, known as "compensatory time." Only non-exempt employees (as defined in the policy on "Employment Categories") are eligible to earn overtime pay or earn or use compensatory time off. Exempt employees are ineligible to earn overtime pay or compensatory time off, but may informally flex their time in accordance with this policy, and as approved by management. [rev. 11/01/99] B. Because of the law enforcement and public safety role of Police Services, the Chief of Police may, pursuant to Section 1.2.7 of these policies, adopt departmental overtime pay and compensatory time off policies which vary from the provisions of this policy. [rev. 11/01/99] 5.2.1 How Overtime Pay or Compensatory Time Is Earned A. Non-exempt employees are normally scheduled to work 40 or fewer hours in a workweek. Non-exempt employees are eligible to receive overtime compensation at one -and -one-half their regular hourly rates if: 1. The employee works in excess of 40 hours in a workweek; or 2. The employee works and uses holiday, vacation, or bereavement leave for a combined total in excess of 40 hours in a workweek. An employee will not be eligible for overtime compensation if the employee has worked no hours during the workweek. For the purposes of determining eligibility for overtime compensation, an employee may not use more than 40 hours of the specified paid leave in any workweek nor use more than 8 or 10 hours of the specified paid leave in any workday, depending upon the length of the employee's regularly scheduled workday. [rev. 1/1/07] B. The following examples illustrate how overtime pay is calculated. 1. The employee actually works 45 hours in a workweek. The employee would be entitled to 5 hours of overtime pay. 2. Monday is a scheduled work day, however the employee does not work as it is a holiday for which the employee receives 8 hours of holiday pay. On Tuesday through Friday of the workweek, the employee works 10 hours each day. Because the employee used 8 hours of holiday time and worked 40 hours within the same workweek, the employee is entitled to 8 hours of overtime pay. Altering this example slightly, if the employee was not scheudled to work on Monday (the holiday), the employee would not be entitled to holiday pay for Monday, and no overtime would be paid. [rev. 9/24/08] 3. On Monday of a workweek, the employee worked 10 hours. On Tuesday through Friday of the workweek, the employee uses 8 hours of accrued compensatory City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 time each day. The employee is not entitled to any overtime pay because the use of compensatory time is not combined with hours worked to determine the employee's eligibility for overtime pay. 4. On Monday of a workweek, the employee uses 8 hours of sick leave. On Tuesday of the workweek, the employee works 9 hours. On Wednesday and Thursday, the employee works 8 hours each day. On Friday, the employee uses 8 hours of sick leave. The employee is not entitled to any overtime pay because the use of sick leave is not combined with hours worked to determine the employee's eligibility for overtime pay. 5. The employee works 10 hours each day from Monday through Thursday of a workweek. The employee is then required to work 10 hours on Friday of the workweek, a City holiday. Instead of saving the holiday time for use on a future date within the calendar year, the employee chooses to get paid for the holiday time even though the employee worked it. When the time actually worked (50 hours) is combined with the paid holiday time (10 hours), the employee is entitled to 20 hours of overtime pay. C. In lieu of overtime pay, non-exempt employees may request to accrue compensatory time, and supervisors have the discretion to grant or deny such requests. One - and -one-half hours of compensatory time is earned for each hour of overtime worked. [rev. 11/01/99] D. Non-exempt, part-time employees who work more than their scheduled hours in a workweek but not more than 40 hours in a workweek shall be paid at their regular hourly rate for those excess hours worked. In lieu of payment for the hours worked in excess of scheduled hours, the part-time employee may request to accrue the excess hours, and supervisors have the discretion to grant or deny such requests. Excess hours shall accrue on a one for one basis and shall be added to the employee's compensatory time accrual. Non-exempt, part-time employees shall be entitled to overtime pay or compensatory time for those hours worked in excess of 40 hours in a workweek as described above. [new 5/28/02] 5.2.2 All Time Must Be Accurately Reparted A. All non-exempt employees are required to record accurately on their official time sheets all hours worked ( including regular and overtime hours) as well as all leave time. When recording compensatory time on time sheets, non-exempt employees must record the actual number of overtime hours worked, and they will then earn compensatory time at one -and -a -half times the number of hours recorded. [rev. 11/29/99] B, All exempt employees are required to accurately record "exception hours" on their official time sheets. "Exception hours" are those hours coded on the official time sheet which are other than regular hours worked. Exempt employees shall not log City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 regular hours worked on the official time sheet, but may be required by their supervisors to accurately report all hours worked, including regular hours on forms other than the official time sheet. [rev. 11/29/99] C. In some facilities, employees may be required to use a time clock. Such employees may only punch their own time cards. It is a violation of is policy for employees to time in or out for any other employee. All time card errors must be immediately reported to the supervisor. 5.2.3 Overtime Work Must Be Pre -Approved All overtime work (i.e., work in excess of 40 hours in a workweek) by a non-exempt employee must be approved in advance by the supervisor, except in extraordinary situations where the work is essential and a supervisor could not be contacted prior to commencing overtime work. 5.2.4 No Daily Overtime The City does not recognize or pay for "daily overtime." Employees who work more than eight hours in a day or more than their regularly scheduled hours will not be eligible for overtime compensation or compensatory time, except as set forth above. This policy covers all non-exempt employees. [rev. 11/01/991 5.2.5 Time Reporting for Multiple Positions A. Time sheets The City provides employees who hold more than one position with the City with separate time sheets for each position. Such employees must accurately record the hours worked in a particular position on the time sheet for that position, and only on that time sheet. For example, if an employee who holds multiple positions works three hours one week as a swimming instructor, the employee must record those three hours of work time on his or her time sheet for the swimming instructor position and may not record those same three hours on any other time sheet. R Overtime 1. Non-exempt employees who hold more than one position with the City receive overtime compensation when their total hours worked exceeds 40 hours in a workweek, except for occasional and sporadic work in a different position. Once a non-exempt employee has worked 40 hours in a workweek, the employee must record all additional hours as "overtime" hours on the time sheet for the position in which the employee worked the overtime. 2. When a non-exempt employee works in multiple positions with different rates of pay, the overtime work is paid at one -and -a -half the employee's "regular hourly rate" for the workweek. The "regular hourly rate" for the week is City of Fort Collins Personnel Policies and Procedures Revised. September 24, 2008 Section 5 calculated by totaling the employee's earnings in all positions for the week and dividing that sum by the total hours worked at all jobs that week. Because the "regular hourly rate" is a weighted average calculated each week, an employee's regular rate may change each week depending on the number of hours worked in each position. 5.2.6 Limits on Amount of Compensatory Time Non-exempt employees normally may accrue no more than 80 hours of compensatory time without the approval of the employee's department or division head. Because of the limits imposed by the federal Fair Labor Standards Act and the need to effectively manage accrued compensatory time, no employee is allowed to accrue more than 240 hours of compensatory time at any given time. In the event that an employee inadvertently exceeds this limit, the amount of accrued compensatory time exceeding this limit shall be cashed out to the employee as soon as reasonably possible. [rev. 2/25/02] 5.2.7 Cash -Out of Compensatory Time A. Employees who want to receive payment for their accrued compensatory time may make a written request to their supervisors. The City may, in its sole discretion, approve or deny the request. [rev. 11/01/99] R The City may at anytime, in its sole discretion, pay or "cash out" employees for any or all accrued compensatory time, whether or not the employee has requested payment. In addition, all accrued compensatory time is paid upon termination of employment. 5.2.8 How to Request the Use of Earned Compensatory Time Non-exempt employees wishing to use compensatory time off must make requests to schedule the use of such time with their supervisors in the same manner as requests to use vacation or other non -emergency leave time. Supervisors have the discretion to approve or deny such requests based on scheduling needs. Non-exempt employees normally may use earned compensatory time within a reasonable period after making a request if doing so will not unduly disrupt operations. 5.2.9 Informal Flex Time for Exempt Employees Exempt employees are frequently expected to work hours well in excess of regular business hours, yet they are ineligible to earn overtime pay or compensatory time off. In acknowledgment of their additional work time, supervisors have the discretion to allow exempt employees to flex their time informally by taking time off during regular businesshours. [rev11/29/99] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 5.3 Meal and Break Periods A. Meal periods for most employees are not compensated, and those employees may not perform work during their meal periods unless specifically authorized to do so by their supervisors. Employees who work during meal periods must record such time as working tune on their time sheets. R Although rest periods are not required, full -tune employees may take up to two 15- minute paid break periods during the day, one for each four hours of work per day. Generally, the break periods should be taken midway through the first half of the work shift and midway through the second half of the work shift, but in any event should not conflict with work in progress. Employees must schedule break periods with their supervisors. Unless specifically authorized by then- supervisors, employees may not combine breaks with the meal periods or use breaks as make-up time or in lieu of late arrival or early departure from work. Break time is not cumulative. City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 5 City of Fort Collins Personnel Policies and Procedures Revised: January 31, 2002 Section 5 5A Paydays and Deductions from Wages The City pays its employees on a bi-weekly basis, every other Friday. If the payday falls on a holiday observed by banks or the City, employees will be paid on the preceding Thursday. Each paycheck covers work performed through the previous two workweeks. Any questions about deductions from paychecks should be directed to a Benefits representative in the Human Resources Department or a Payroll representative in the Finance Department. [rev.2/25/02] SAY Examples of Required Deductions and Withholdings State and federal laws require the City to make the proper deductions on behalf of each employee. Required deductions generally include, but are not limited to: 1. FICA contributions, except for designated positions in police; 2. Medicare contributions, except personnel hired prior to April 1, 1986, and continuously employed by the City; 3. Federal and State income taxes; 4. Wage assignments, garnishment or levys required by court order; 5. Contributions to pension plans, such as the Police Pension Plan, General Employee's Retirement Plan or Money Purchase 401 Plans, for eligible employees. 5.4.2 Examples of Voluntary Deductions [rev. 2/25/02] Upon written request by an eligible employee, the City may deduct the following from each payroll check: 1. Insurance premiums for plans sponsored by the City; 2. Two direct deposits to any two financial institutions of the employee's choice; 3. Employee contributions to City -sponsored health care and day care reimbursement plans; 4. Employee contributions to the City -sponsored 457 deferred compensation plan; 5. Employee contributions to the United Way; 6. Employee contributions to the purchase of U.S. Savings Bonds ($25 minimum contribution per paycheck). City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 5.4.3 Examples of Other Deductions Without limiting the reasons or categories for which it may do so, the City may deduct the following from each payroll check: 1. The replacement cost value of City property which the employee has failed to return to the City upon the employee's termination of employment; 2. Tuition and other costs advanced by the City pursuant to section 4.3 (Tuition Reimbursement) when the employee fails to satisfactorily complete the course or leaves the employ of the City within three months after completing the course. 3. The cost of a split sample drug test whenthe split sample test is requested by an employee and a positive result is reported. 4. The cost of any drug or alcohol test required as a condition of a last chance agreement or other disciplinary action. [rev. 9/24/08] 5. The costs of personal telephone and cellular phone use that have not been reimbursed as required by the City. 6. The amount of any overpayment in wages, salary, or use of paid leave. [rev. 4/10/061 5.4.4 Deductions From Pay for Exempt Employees [new section 4/6/051 A. In compliance with the federal Fair Labor Standards Act (FLSA), deductions from pay are permissible when an exempt employee: is absent from work for one or more full days for personal reasons other than sickness or disability; for absences of one or more full days due to sickness or disability if the deduction is made in accordance with City leave policy; to offset amounts exempt employees receive as jury or witness fees, or for military pay; for unpaid disciplinary suspensions of one or more full days imposed in good faith for workplace conduct rule infractions; a partial day absence after exhausting all applicable paid leave pursuant to principles of public accountability; or, for any other reason allowed bylaw. [new4/6/05] B. It is the City's intent to comply with the salary basis requirements of the FLSA. Managers are prohibited from making any deductions from the salaries of exempt employees that would violate the FLSA. Any exempt employee who believes that an improper deduction has been made to the employee's salary should immediately report this belief to the employee's direct supervisor or to the Human Resources Director. Additionally, an exempt employee may utilize any applicable provisions of the issue resolution, grievance, or appeal process set forth in these policies. Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed. [new 4/6/05] City of Fart Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 595 Performance Evaluations and Changes in Pay Performance evaluations provide an opportunity for timely and specific feedback to employees on their work performance and to document performance. It is the responsibility of each employee and supervisor, regardless of the employee's length of service, to schedule a performance evaluation at the end of the introductory period and, after that time, approximately annually. Supervisors may conduct more frequent evaluations if, in their discretion, they believe it is appropriate. In addition, employees may request evaluations more frequently. Performance evaluations are not required for hourly or contractual employees. [rev. 5/9/01 ] SAY Evaluation Format Performance evaluations should generally include the following: 1. Opportunity for the supervisor and the employee to discuss performance expectations and goals and work plans for the coming months; 2. Feedback from the supervisor regarding the quality of the employee's work, the ability of the employee to meet goals and objectives, an assessment of the employee's working relationships, and suggestions for improvements; 3. Opportunity for the employee to identify concerns; 4. Acknowledgment of acceptable or exceptional performance and achievement of goals or identification of performance or behavior problems, guidance or direction regarding actions the employee should take to improve, and possible consequences to the employee if his or her performance does not improve satisfactorily. 5.5.2 Documentation and Distribution Supervisors should ensure that the original evaluation is signed by the employee and forwarded to the Human Resources Department for inclusion in the personnel file, and that a copy is provided to the employee. [rev. 7/13/99] 5.5.3 Performance Increases Classified employees may move through their pay ranges based on the results of performance evaluations. An increase in an employee's pay may, at the discretion of the employee's supervisor, take place at the end of the employee's introductory period and approximately once per year thereafter, unless otherwise authorized by the Human Resources Department. The rate of pay increase will be consistent with Compensation Administration Policies currently in effect. [rev. 7/13/99] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 4.5 Travel, Conference and Training Expenses [new section 1/7/02]................................9 4.6 Meal Reimbursement When Not Traveling Out -of -Town [new section 1/7/02] ........ 15 4.7 Privacy of Protected Health information [new section 4/4/03].................................. 17 Wages & Hours 5.1 Working Hours............................................................................................................... 1 5.2 Overtime Pay and Compensatory Time Off.................................................................. 5 5.3 Meal and Break Periods ......................................... ....:............... .................................... 9 5.4 Paydays and Deductions from Wages..........................................................................11 5.5 Performance Evaluations and Changes in Pay............................................................ 13 5.6 Teleworking [new section 7/13/99].............................................................................. 15 5.7 City Employees as Independent Contractors to the City [new section 6/18/071 . ..... 17 Leave Policies 6.1 Reporting Absences and Tardiness............................................................................... 1 6.2 Vacation Time.................................................................................................................3 6.3 Personal Leave Time.......................................................................................................7 6.4 Holiday Time...................................................................................................................9 6.5 Sick Leave..................................................................................................................... 13 6.6 Injury Leave..................................................................................................................21 6.7 (See Police Bargaining Policies)...................................................................................25 6.8 Emergency Leave for Hourly Employees.....................................................................27 6.9 Family and Medical Leave............................................................................................29 City of Fort Collins Personnel Policies and Procedures Revised: Novmber3, 2008 5.5.4 Skills Based Step Increases Some classified positions have pay steps that are based upon the employee's acquiring certain skills, training or experience. Classified employees in such positions may move up or down among such levels based on their skills, training or experience as required for each step. 5.5.5 Labor Market Adjustments An employee's pay may be adjusted based on factors other than performance. Labor market adjustments and salary surveys, among other factors, may also affect an employee's amount of compensation. in addition, levels ofpay are subject to budget, City Council approval of the pay plan and the discretion of the City Manager. (rev. 7/13/991 5.5.6 Effective Date of Pay Changes Pay changes are made effective on the first day of a pay period following the approval of the Human Resources Department. Pay changes may, in the discretion of the Director of Human Resources, be made retroactive under extraordinary circumstances. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 5e6 Teleworking [new section 7/13/991 Recognizing that teleworking is one way the City can take positive steps to reduce its demand on the region's transportation network, the City generally endorses teleworking as a work option for selected employees under certain conditions as described in this policy. Teleworking is a work option for consideration by the employee, supervisor, and department head and is not a benefit of employment. 5.6.1 Selection Process Employees desiring to request a telework arrangement must submit a City approved application which will aid the employee's supervisor and department head in determining the teleworking suitability of the job, the employee, and the supervisor. The supervisor and department head will consider the following factors in determining whether or not to permit an employee to telework: 1. The need for face-to-face interaction between the employee and customers, other employees, and other third parties; 2. The ability to measure the employee's performance; 3. The support needs of the employee; 4. The supervision needs of the City; 5. The cost and availability of necessary equipment; 6. Impact upon the workload of co-workers; 7. Any other business needs or concerns. 5.6.2 Teleworking Conditions if the employee's supervisor and department head approve of a teleworking arrangement, the terms and conditions of the arrangement shall be set forth in a teleworking agreement. Unless otherwise approved by the service director and the Human Resources Department, the teleworking arrangement shall include the following conditions which shall be included in the teleworking agreement: 1. The teleworking arrangement is terminable at any time by either the supervisor or the employee; 2. The teleworker will have scheduled work hours agreed upon with the supervisor, including specific core hours when each can be reached by phone. The weekly and daily work schedule will be specified. The amount of time the employee is expected to work per day or per pay period will not change due to teleworking; City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 3. Whether using City equipment or personal equipment, while teleworking, the employee will conform to the City software, licensing, and security standards as adopted by the City Manager and maintained by the Management Information Services Department. The employee will back up computer files on a daily basis; [rev. 6/18/07] 4. Non-exempt employees must not work more than 40 hours per week without the advanced approval of the supervisor. This 40 hour limit includes time spent teleworking; 5. Employees who are injured while teleworking, however slightly, must immediately report the injury to their supervisor and the Risk Management Division and comply with the City's workers' compensation program; 6. In order tolimit liability, ensure the safety of City equipment, and ensure satisfactory job performance, the supervisor or Risk Management Division personnel may conduct a site inspection of the teleworking site at any time that teleworking is occurring; 7. The employee will use good safety practices while teleworking; 8. The City will not be responsible for injury to family members, visitors, or others at the telework site; 9. The employee will be responsible for any damage to or loss of City equipment caused by the intentional acts or negligence of the employee or the employee's family. The employee authorizes the City to withhold from the employee's pay the repair cost or replacement value of such damaged or lost equipment. The City will not be responsible for damage to or loss of employee -owned equipment; 10. Employees who are teleworking must be engaged in work on behalf of the City. Non -job activities, including but not limited to providing child care or performing yard or house work, are not permissible telework activities. Teleworking is not a substitute for the employee's use of sick leave or dependent care leave; 11. Compensation and benefits are not affected by the telework arrangement; 12. Employees must continue to abide by the City's personnel policies and procedures while teleworking; 13. The employee's department will reimburse the employee for all business long distance telephone calls upon presentation by the employee of an itemized copy of the telephone bill. The City will not reimburse for local calls or for the cost of phone service at the telework site. City of For! Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 5.7 City Employees as Independent Contractors to the City [new section 06/18/071 S.M. Purpose Serving as a City employee while also serving as an independent contractor to the City presents issues that require careful analysis under several local, state, and federal laws. This policy is intended to provide direction for the process to be used when the City desires to enter into a separate independent contractor arrangement with an employee for some work tasks while maintaining the employment relationship for other work tasks. 5.7.2 Review Process A. Any City employee who desires to provide services to the City as an independent contractor (either personally, or through a business) while maintaining his/her employment with the City must: comply with the City's outside employment request procedure set forth at Section 8.6.7 of the City's Personnel Policies and Proce- dures; and 2. provide a detailed proposal to the supervisor of the City depart- ment that is seeking the independent contractor services, or to the Purchasing Department if the employee is responding to a Request for Proposals (RFP) or an Invitation for Bid (IFB). In either case, the employee must identify him/herself as a City employee in the proposal. B. If the supervisor supports consideration of the proposal, the supervisor, or Buyer, in the case of an RFP or IFB, shall concurrently forward the proposal to the Human Resources Director and the Purchasing Director for a determination of whether or not the simultaneous holding of employment and an independent contractor status would subject the City to: 1. a conflict of interest per the City Charter (Article IV, Section 9(b)(1))or other applicable law; 2. the appearance of a conflict of interest; 3. a potential violation of local, state, or federal law; or 4. any other situation that is not in the best interests of the City. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 C. After considering the above factors, the Human Resources Director and the Purchasing Director will determine, in their sole discretion, whether or not it is in the best interests of the City to allow the employee to be considered for the independent contractor relationship. The City Manager's Office will resolve any determination conflict between the two Directors. D. Prior to being retained as an independent contractor, the employee will be required to execute an independent contractor agreement acceptable to the Purchasing Director. E. Upon being retained as an independent contractor, the employee shall file a Conflict of Interest Disclosure Statement with the City Clerk as required by Section 24-18-201(1) (b) (V ), Colorado Revised Statutes. F. The payment of an independent contractor shall be an Accounts Payable function and not a Payroll function. 5.7.3 Contracts with Former Employees Pursuant to the provisions of Section 24-18-201, Colorado Revised Statutes, a former employee may not, within six months following termination of employment, con- tract with or be employed by an employer who contracts with the City involving matters with which the former employee was directly involved during employ- ment. This statutory restriction does not apply to: contracts awarded to the lowest responsible bidder based on competitive bidding procedures; or 2. a contract with a former employee if, because of geographic restrictions, the City could not otherwise reasonably afford itself of the subject of the contract. Please see the definitions under the state statute for a further explanation of this exception. City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 5 6.1 Reporting Absences and Tardiness A. Employees are expected to report to their place of work every day as scheduled unless on approved leave. Time off of any kind must be taken in accordance with this policy and other applicable policies set forth elsewhere in these City of Fort Collins Personnel Policies and Procedures. R Employees who will be absent or late to work must notify their immediate supervisor (or the supervisor's designee) as soon as they learn of the need to be absent or late. Failure to provide prompt notice of an absence or tardiness is an unapproved absence and may result in disciplinary action. C. Unless otherwise directed in written departmental work rules, employees must call their immediate supervisor no later than fifteen (15) minutes after the start of the employee's work shift or time the employee is expected to report to work. When notifying the supervisor of the need to be absent or late, the employee must report: 1. The reason for the absences (or tardiness); and 2. The expected date (or time) when the employee expects to return to work. D. The City recognizes that under exceptional circumstances, neither the employee nor someone on her or his behalf may reasonably be able to call within the time required. In such a case, the employee or representative must contact the employee's supervisor as soon as possible after the beginning of the shift. If the supervisor, in her or his discretion, believes the employee had a compelling reason which pre- vented the employee from obtaining prior approval for the absence or calling -in on time, the supervisor may approve pay for the period of absence or tardiness. City of Fort Collins Personnel Policies and Procedures Revised: January 1, 2007 Section 6 City of Fort Collins Personnel Policies and Procedures Revised. January 1, 2007 Section 6 6.2 Vacation Time 6.2.1 Employees Eligible to Accrue and Use Vacation Time A. Employees in classified positions and unclassified management positions are eligible to accrue vacation time beginning with the first day of employment. Employees in unclassified contractual positions may be eligible to accrue and use vacation .time depending on the terms of their specific contracts. Employees in unclassified hourly positions are ineligible to accrue or use vacation time, but eligible employees in hourly with benefits positions may accrue and use personal leave in accordance with the policy in these City of Fort Collins Personnel Policies and Procedures. [rev. 5/9/011 B. Vacation time is accrued bi-weekly each pay period. Eligible employees cease accruing vacation time during any period of unpaid leave which exceeds thirty (30) consecutive calendar days. This provision shall apply even if the employee has actual time worked of ten (10) hours or less during such thirty (30) day period. [rev. 1/1/071 C. Eligible full-time employees accrue vacation time in accordance with the schedules and examples below. Eligible part-time employees accrue vacation time on a pro rata basis based upon their position's designated FTE and may use vacation time based on their regularly scheduled hours at the time of use. However, in no event may the use of vacation time in any work week exceed the designated FTE for the position. [rev.9/24/08) 6.2.2 Use and Scheduling A. Only employees who are eligible and have accrued vacation time may use such time. Accrued vacation time may not be used until after the bi-weekly pay period in which it was accrued. The City will not advance vacation time or advance wages to employees in connection with use of vacation time. B. Vacations must be scheduled and approved by the eligible employee's supervisor. Although efforts will be made to accommodate employee's requests to take vacation at a specified time, supervisors must consider the needs of the department when evaluating vacation requests. If two or more employees request vacation at the same time and the supervisor determines that it is not feasible to grant both of the requests, the supervisor ordinarily should consider such factors as who first requested the time off and who has the greatest length of service with the City. City of tort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.Z.3 6.2.4 6.25 Maximum Carry Over A. Employees in classified positions may carry over to anew Leave Benefit Year up to twice the amount of vacation time they are eligible to accrue as of the last day of the current Leave Benefit Year, up to a maximum of 30 days (240 hours). [rev. 9/24/08] R Employees in unclassified management positions may carry over to a new Leave Benefit Year up to twice the amount of vacation time they are eligible to accrue as of the last day of the current Leave Benefit Year, plus an additional forty (40) hours, up to a maximum of 35 days (280 hours) of vacation time. [rev. 9/24/081 C. All vacation time which cannot be carried over is forfeited after the end of the last pay period paid within the calendar year, unless an extension is authorized by the City Manager or, in the case of attorneys employed by the City, the extension is authorized by the City Attorney. [rev. 9/24/08] D. Employees in unclassified contractual positions who are eligible to accrue vacation time may carry over the entire amount accrued throughout the term of the contract, up to a maximum of 20 days (160 how's). Payment upon Separation from Employment All accrued but unused vacation time is payable upon separation from employment at the rate of one hour's pay (at the employee's regular hourly rate at the time of termination) for each hour of vacation time. Employees may, upon written request to the Human Resources Department, use accrued vacation time to extend their employment through the first day of the month following their last working day; the balance of accrued but unused vacation time would then be included in the final liayroll check issued after the final day on payroll. Accrual Schedule: Classified Positions and Unclassified Management Positions A. Full -tune employees in classified positions and unclassified management positions, with the exceptions noted later in this policy, accrue vacation time according to the following schedule: [rev.1/l/07] Years of Service from Date of Hire 0-3 yrs (0-36 mos) 4-5 yrs (37-60 mos) 6-7 yrs (61-84mos) 8-9 yrs (85-108 mos) Vacation Hours Accrued Per Pay Period 4.62 hours 4.92 hours 5.23 hours 5.54 hours City of Forl Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 Total Days Accrued Per Year 15 days 16 days 17 days 18 days 6.2.6 6.2.7 10-12 yrs (109-144mos) 6.15 hours 20 days 13-14yrs (145-168mos) 6.46 hours 21 days 15-16yrs (169-192mos) 6.77hours 22days 17-18 yrs (193-216mos) 7.08 hours 23 days 19-20 yrs (217-240mos) 7.08 hours 23 days Over 20yrs (241 mos+) 7.38 hours 24days B. A break in employment with the City will result in a loss of years of service credit. However, for the purposes of vacation accrual, an uninterrupted change of employment status with the City among the employment categories identified in Chapter 2 of these policies shall not be considered a break in employment. Only employment with the City in a classified or unclassified management position will be counted in determining years of service. [rev. l/l/07] Additional Time for Unclassified Management Positions In addition to the vacation accrual schedule above, employees in unclassified management positions who work one full pay period in the new Leave Benefit Year are credited with a lump sum of forty (40) hours of vacation time at the beginning of each Leave Benefit Year. For new employees, this lump sum vacation credit is prorated based on the employee's starting date. [rev. 9/24/08] Special Accrual Schedule and Carry Over: Service Area Directors, Service Unit Directors, Assistant City Managers and Deputy City Manager A. Although they are unclassified management employees, service area directors, service unit directors, assistant city managers and the deputy city manager do not accrue vacation time in accordance with the years of service schedule. Full-time employees in such positions accrue vacation time based on the following schedule: [rev. 2/17/07] Years of Service from Date of Hire 0-12 yrs (0-144 mos) 13-14yrs (145-168inos) 15-16 yrs (169-192mos) 17-20 yrs (193-240 mos ) Over 20 yrs (241mos+ ) Vacation Hours Accrued Per Pay Period 6.15 hours 6.46 hours 6.77 hours 7.08 hours 7.38 hours Total Days Accrued Per Year 20 days 21 days 22 days 23 days 24 days B. Employees in these positions are subject to the maximum carry over of 480 hours. All vacation time in excess of this amount is forfeited after the end of the Leave Benefit Year, unless an extension is authorized by the City Manager. [rev. 9/24/08] City of Fort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 6.10 Jury Duty and Witness Appearance Leave................................................................. 39 6.11 Voting Time...................................................................................................................41 6.12 Military Leave............................................................................................................... 43 6.13 Administrative Leave...................................................................................................47 6.14 Extended Leave of Absence........................................................................................49 6.15 Bereavement Leave [new section 1/8/01]...................................................................53 6.16 Domestic Violence Leave [new section 1/9/03]...........................................................55 6.17 Short Term Disability Leave [new section 12/1/06]....................................................65 6.18 Time Donations............................................................................................................67 Modified Duty 7.1 Temporary Disability (Modified Duty)........................................................................... 1 7.2 Long -Term or Permanent Disability ............................... :............................................... 5 Conduct 8.1 Conduct and Performance..............................................................................................1 8.2 Harassment Prohibited..................................................................................................3 8.3 Threats and Violence Prohibited...................................................................................5 8.4 Computer Security and Acceptable Use........................................................................7 8.5 Personal Use of Equipment and Supplies.................................................................... ]I 8.6 Conflict of Interest,Gifts, Stipends, Donations and OutsideEmployment....................................................................................................19 8.7 Dress and Appearance.................................................................................................25 8.8 Restrictions on Solicitation..........................................................................................27 8.9 Licenses and Certifications..........................................................................................29 8.10 Reporting Criminal Charges.........................................................................................31 City of Fort Collins Personnel Policies and Procednres Revised: November3,2005 6.2.8 Special Accrual Schedule and Carry Over: City Manager, City Attorney and Municipal Judge The vacation time accrual schedule for employees in the positions of City Manager, City Attorney and Municipal Judge are set by the City Council and may differ from the schedules set forth in this policy. [rev. 3/1 /01 ] City of Fort Collins Personnel Policies and Procedures Revised: January 1, 2007 Section 6 6.3 Personal Leave Time Personal leave time is intended to provide limited paid leave time for any personal reasons, including vacations and illnesses, for eligible employees who do not receive paid time off under other policies in these City of Fort Collins Personnel Policies and Procedures. 6.3.1 Eligible Employees Employees in unclassified hourly with benefits positions who have worked at least 520 regular hours in an unclassified hourly with benefits position, and only those employees, are eligible to accrue personal leave in accordance with this policy. Returning unclassified hourly with benefit employees who have previously satisfied this 520 hour requirement will not lose eligibility providing their gap in qualified employment has not exceeded 12 months (365 days). Employees in classified positions, unclassified management positions, hourly with no benefits, and contractual positions are ineligible to accrue or use personal leave time. [rev. 8/13/07] 6.3.2 Accrual Schedule Eligible employees accrue personal leave time each bi-weekly pay period in which they work, at the rate of .019 hours of personal leave for each regular hour actually worked (up to 40 hour per week), up to a maximum of 40 hours of personal leave. Once eligible employees reach the cap of 40 hours, they cease accruing additional personal leave time. If the employees later use enough personal leave time to fall below the maximum, they will start accruing personal leave time again from that date forward until they reach the cap of 40 hours. [rev 9/4/02] 6.13 Use and Scheduling A. Only employees who are eligible and have accrued personal leave time may use such time. Accrued personal leave time may not be used until after the bi-weekly pay period in which it was accrued. The City will not advance personal leave time or advance wages to employees in connection with use of personal leave time. R Personal leave must be scheduled and approved by the eligible employee's supervisor. Although efforts will be made to accommodate employee's requests to take personal leave at a specified time, supervisors must consider the needs of the department when evaluating personal leave requests. If two or more employees request personal leave at the same time and the supervisor determines that it is not feasible to grant City of Fort Collins Personnel Policies and Procedures Revised: August 13, 2007 Section 6 both of the requests, the supervisor ordinarily should consider such factors as who first requested the tone off and who has the greatest length of service with the City. 6.3.4 Payment upon Separation from Employment All accrued but unused personal leave time is payable upon separation from employment. Employees may, upon written request to the Human Resources Department, use accrued personal leave time to extend their employment through the first day of the month following their last working day; the balance of accrued but unused personal leave time would then be included in the final payroll check issued after the final day on payroll. City of Fort Collins Personnel Policies and Procedures Revised: August 13, 2007 Section 6 6A 6.4.1 6.4.2 Holiday Time Eligible Employees A. Employees in classified positions and unclassified management positions are eligible to receive paid holiday time. Some employees in unclassified contractual positions may be eligible to receive paid holiday time, depending on the terms of their specific contracts. Hourly employees are eligible for holiday time only as set forth in section 6.4.8. [rev. l/l/07] B. Only eligible employees who are working or on paid leave (e.9., vacation or sick leave) at the time the holiday occurs may receive paid holiday time. If a holiday occurs during a paid leave, the employee must record holiday time instead of the other paid leave. Employees on any unpaid leave are ineligible to receive paid holiday time. In addition, employees leaving employment may not use holiday time to extend their employment into the next calendar month. Amount of Holiday Time A. At the beginning of each Leave Benefit year, eligible employees are provided with approximately nine designated holidays, the exact number being dependent on how many of the designated holidays fall within the Leave Benefit Year. [rev. 9/24/08] B. For eligible full-time employees, the nine designated holidays total seventy-two (72) hours in most Leave Benefit Years. For eligible part-time employees, holiday hours are provided on a pro rata basis based on their FTE. For example, an eligible employee who is a "0.75 FTE" is provided with 75 percent of designated holiday hours in the usual Leave Benefit Year (assuming the Leave Benefit Year contains the usual nine designated holidays). [rev. 9/24/081 6.4.3 Designated Holidays A. The City designates the following holidays each calendar year: New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Veterans' Day Thanksgiving Day Christmas Day January 1 3rd Monday in January 3rd Monday in February Last Monday in May July 4 1 st Monday in September November 11 4th Thursday in November December 25 City of tort Collins Personnel Policies and Procedures Revised: September 24, 2008 Section 6 K Designated holidays that fall on a Saturday are generally observed on the preceding Friday, and designated holidays that fall on a Sunday are generally observed on the following Monday. The Christmas Day holiday often falls within the first pay period of a new Leave Benefit Year, so holiday time for that day will usually be credited and appear on an employee's time records for the new Leave Benefit Year. [rev. 9/24/08] 6.4.4 Working on Designated Holidays Designated holiday hours are intended to be used on the designated holiday. Exempt employees who work on a holiday must record actual hours worked and take the holiday time off at a later date before the end of the Leave Benefit Year. Non-exempt employees who work on a holiday, at their option, may either: [rev. 12/29/08] 1. Record on their time sheets both their hours worked and the holiday hours, so they will essentially receive double pay for the day; or 2. Record only the hours worked and take the holiday time off at a later date before the end of the Leave Benefit Year. 6.45 Holidays Occurring on Scheduled Day Off When a designated holiday occurs on an eligible employee's scheduled day off, the employee shall schedule time off with holiday pay on a scheduled work day before the end of the Leave Benefit Year. [rev. 12/29/08] 6.4.6 Forfeiture at End of Calendar Year All designated holiday time not used during a Leave Benefit Year will be forfeited at the end of the Leave Benefit Year in which the holiday occurred. [rev. 9/24/08] 64.7 Payment upon Separation from Employment Employees who actually work a designated holiday and choose to take the holiday time off at a later date prior to its forfeiture, but who terminate employment before the forfeiture date without having used the holiday time will receive pay for the holiday time upon separation from employment. [rev. 1/1/071 6.4.8 Hourly Employees [new 11/19/03] Employees in hourly with benefits positions (Hourly with Benefits positions are those designated as such by the hiring department and which are regularly scheduled to work 30 or more hours per work week for 26 weeks or more in any 12-month period) are eligible to receive paid holiday time for any designated holiday which falls during a biweekly pay period in which the employee worked or received paid leave for 30 or more hours. Employees in Hourly without Benefits positions are not eligible for holiday pay. The amount of time paid for a designated holiday shall be determined according to the following chart: [rev. 1/l/07] City of Fort Collins Personnel Policies and Procedures Revised: December 29, 2008 Section 6 Chart for Holiday Pay (1 Holiday in Pay Period) [new 11/3/05] Time Worked and Personal Leave Used Pay Period Holiday Pay 30 to <36 hours 3 hours 36 to <45 hours 4 hours 45 to <54 hours 5 hours 54 to <63 hours 6 hours 63 to <72 hours 7 hours 72 hours + 8 hours Chart for Holiday Pay (2 Holidays in Pay Period) [new 11 /3/05] Time Worked and Personal Leave Used Pay Period Holiday Pay 30 to <32 hours 3 hours 32 to <40 hours 4 hours 40 to <48 hours 5 hours 48 to <56 hours 6 hours 56 to <64 hours 7 hours 64 hours + 8 hours 6.4.9 Limitations on Use of Holiday Time Prior to the Holiday [new 12/15/03] Except as specified in this section, employees may not use holiday time from a designated holiday before the date of that designated holiday. Only classified employees and unclassified management employees in positions that are required to work 24/7 shifts or who are designated by their service area directors as routinely being required to work on designated holidays are eligible to use holiday time prior to the date of the designated holiday for which holiday time is provided. If an eligible employee uses holiday time early and then terminates employment with the City prior to the date of the holiday, the holiday time that was used early shall be reimbursed to the City from the employee's accrued vacation time, if any, or will be deducted from the employee's payroll checks. [new 12/15/03] City of Fort Collins Personnel Policies and Procedures Revised: December 29, 2008 Section 6 City of Fort Collins Personnel Policies and Procedures Revised. December 29, 2008 Section 6 6.5 Sick Leave This policy is intended to provide eligible employees with time off work for brief non - occupational illnesses or injuries. [rev. 9/24/08] 6.5.1 Eligible Employees A. After the first 30 calendar days of employment, employees in classified and unclassified management positions are eligible to use paid sick leave in accordance with this policy. Some employees in unclassified contractual positions maybe eligible to use paid sick leave, depending upon the terms of their individual contracts. Employees in hourly positions are ineligible to use paid sick leave, but eligible employees in hourly with benefits positions may take time off in accordance with the personal leave policy in these City of Fort Collins Personnel Policies Procedures. [rev. 1/l/07] R Eligible part-time employees are granted sick leave on a pro rata basis based on the position's designated FTE. For example, an eligible employee who is a "0.75 FTE" receives 75 percent of the sick leave granted to an eligible full-time employee. Eligible part-time employees may use sick leave based on their regularly scheduled hours at the time of use. However, in no event may the use of sick time in any work week exceed the designated FTE for the position. Sick leave hours previously granted to employees who change from full-time to part-time, or vice versa, will be adjusted in accordance with the hours they are currently regularly scheduled to work. [rev. 9/24/081 6.5.2 When Sick Leave May Be Used Eligible employees may take available but unused paid sick leave under any of the following circumstances: [rev. 3/25/08] 1. When they are unable to perform their job due to a non -occupational personal illness, injury, disability or other medical circumstances, including pregnancy, childbirth and related medical conditions; [rev. 3/25/08] 2. For non -occupational related reasonable travel time and necessary medical, optical and dental health examinations and treatments, including periodic exams for preventative reasons, and scheduled counseling appointments of the employee, when such exams, treatments, and appointments cannot be scheduled outside regularly scheduled work hours; [rev. 1/l/07] 3. When the employee's family member is ill and requires the care of the employee. For purposes of this policy, "family member" means the employee's child, spouse, sibling, parent, grandparent, or grandchild, including natural, step, in-law and foster relatives, whether or not those relatives are living in the employee's home. "Family member" also includes any other relative of the employee (in addition to City of Fort Collins Personnel Policies and Procedures Revised: December 29, 2008 Section 6 those listed in the previous sentence) as long as that other relative actually lives in the employee's home; [rev. 1/1/07] 4. When the employee's family member (as defined above) requires the assistance of the employee to attend medical appointments. This includes reasonable travel time and necessary medical, optical and dental health examinations and treatments including periodic exams for preventive reasons and scheduled counseling appointments, when such exams, treatments, and appointments cannot be scheduled outside regularly scheduled work hours; [rev. 1/1/07] 5. When the employee adopts a child or receives a foster child providing the following conditions are met: a. the employee must certify in writing that he or she will be serving a care giver for the adopted or foster child during the leave use; [rev. 3/25/08] b. the use of this leave may not be used prior to placement of the child in the employee's home for purposes of adoption or foster care, nor later than three months after the date of final decree of adoption or foster placement; [rev 3/25/08] C. if both adoptive or foster parents are eligible employees of the City, only one parent may use leave for this purpose; [rev. I/1/07] d. the adopted or foster child must be under eighteen years of age at the time of placement; [rev. 3/25/08] C. use of sick leave for this purpose shall run concurrently with Family and Medical Leave time, if applicable. [rev. l/l/07] 6. When an employee is unable to work after reaching maximum medical improve- ment (as determined by the City's designated physician) from a workers' compen- sation eligible injury, illness, or disability, but is eligible for the City's long term disability insurance coverage, makes application such benefit upon reaching maxi- mum medical improvement, and diligently pursues a determination of benefit eli- gibility. [new 1/l/07] 6.S.3 Amount of Sick Leave and Conversion of Excess to Banked Short Term Disability Leave A. During the first 30 days of employment, eligible employees receive no paid sick leave.[rev. 1/1/07] City of Fort Collins Personnel Policies and Procedures Revised: December 29, 2008 Section 6 B. At the beginning of each calendar year, eligible full-time employees shall receive 120 hours (pro -rated based on FTE) of sick leave for use during that calendar year. This amount will be pro -rated for those eligible employees commencing employment after January I of a calendar year. Pro -ration shall be from the beginning of the month in which the eligible employee begins employment. For example if an eligible full-time employee begins employment on February 20, the pro -ration shall be calculated based on a start date of February 1, and the em- ployee shall receive 110 hours of sick leave after the employee completes the first 30 days of employment. [rev. 6/18/07] C. At the end of each calendar year commencing on December 31, 2007, and each December 31st thereafter, any unused sick leave shall be converted to banked short term disability leave to be used only to increase the short term disability leave benefit from 70% of base pay to 100% of base pay as provided in the Short Term Disability policy. Eligible mull -time employees hired prior to January 1, 2007, shall receive 80 hours ( pro -rated based on FTE) of banked short term disability leave on January 1, 2007 as a one time phase -in for this policy. Eligible full-time employees hired on or after January 1, 2007, shall receive 40 hours (pro -rated based on FTE) of banked short term disability leave at the time of hiring. Banked short term disability leave for eligible full-time employees is capped at and shall not exceed 265 hours (pro -rated based on FTE). [rev. 12/29/08] 6.5.4 Notice of Brief Absence (3 Days or Less) This portion of the policy applies to absences for brief illnesses ( such as the flu), injuries, and minor medical procedures where the employee reasonably expects to be absent three days or less, even if the absence ends up being longer. Employees who need to use sick leave for an unexpected, brief illness or injury must contact their supervisor or other designated person within the department within 15 minutes after the beginning of the shift each day of the absence, unless earlier notice is required by departmental work rules. 2. Employees who need to be absent for a scheduled medical appointment or short term procedure or treatment must notify their supervisor or other designated person in the department as soon as the need for the absence is scheduled with the healthcare provider. Employees must schedule appointments outside regu- larly scheduled work hours when possible. [rev. 1/1/07] 6.5.5 Notice of Prolonged Absence (More Than 3 Days) or Intermittent Leave City of 1,w4 Collins Personnel Policies and Procedures Revised. December 29, 2008 Section 6