City of Pensacola Employee Handbook

The City of Pensacola Mission Statement and Core Values

The City of Pensacola will create opportunities and avenues to enhance the quality of life for all citizens through innovation and cooperation in harmony with our core values:

Integrity Safety Equality Excellence

We value honesty, trustworthiness, and fairness in all our relationships. We value a safe, non-threatening environment for all citizens. We value equal opportunity for everyone in the community. We value pride and unity within our community.

Table of Contents
Subject INTRODUCTION
Human Resources Department Equal Employment Opportunity 5 5

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CITY GOVERNMENT
Mayor City Council City Administrator 6 6 6

CIVIL SERVICE
Civil Service Board Demotions Employment Recruitment Probationary Period Promotions Transfers Resignations 7 7 7 7 7 7 8 8

EMPLOYMENT ISSUES
Attendance and Punctuality Disciplinary Procedure Grievances Pay Periods & Distribution of Funds Performance Evaluations Employment Harassment/Discrimination Fraud Prevention & Detection Work Hours 9 9 9 9 9 9 10 10

EMPLOYEE BENEFITS
Personal Time Off (PTO) Leave Leave Sharing Educational Leave Emergency Leave/Leave Without Pay Emergency Payroll Loans Family and Medical Leave (FMLA) Flexible Benefit Plan Funeral Leave Jury Duty Military Leave Anniversary Day Paid Holidays Personal Holidays 11 11 12 12 12 12 13 13 13 13 13 13 13

INSURANCE
Dental Insurance Group Health Insurance Life Insurance Long-Term Disability & Survivor Insurance
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14 14 14 14

Subject RETIREMENT & SOCIAL SECURITY REPLACEMENT PLANS

Florida Retirement System (FRS) Deferred Compensation Plan (voluntary) Firefighters Relief & Pension Fund Police Officers Retirement Fund Social Security Replacement Plan Deferred Retirement Option Plan (DROP)

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15 15 15 15 15 15

SAFETY & HEALTH

Americans with Disabilities Act (ADA) City Clinic Drug Free Environment Employee Assistance Program (EAP) Safety Equipment Smoke Free Workplace Workers Compensation (Job Injury Benefit) Workplace Violence 16 16 16 16 17 17 17 17

OTHER SERVICES
City Identification Cards Credit Union Savings Bond Program Uniforms and Safety Shoes 18 18 18 18

MISCELLANEOUS INFO
Computer Usage Cell Phone Usage Employment of Relatives (Nepotism) Ethics Political Activity Outside Employment Telephone Usage 19 19 19 20 20 21 21

EMPLOYEE RECOGNITION
Employee of the Month Award Merit Award Years of Service Awards Retirement Recognition 22 22 22 22

COMMITTEES and QUALITY CIRCLES

Employees Executive Committee (EEC) Health Insurance Quality Circle (HIQC) 23 23

INTRODUCTION
This handbook has been prepared by Human Resources to serve as a guide to some of the personnel policies and benefits of the City of Pensacola. The policies and procedures referenced here are advisory only and are not to be interpreted as a contract for employment; they may be amended or deleted. Human Resources is here to serve you during your City career. In its day-to-day work, we try to place in each job the most capable individual available; and we strive to educate every employee as to the Citys overall goals and objectives. Our goal is to help each employee to be financially prepared against sickness, accident, or death through a well planned benefit package; all the while promoting a justifiable pride in the Citys achievements and your pride in being associated with it. The Citys employee relations and equal employment opportunity concerns are coordinated by Human Resources personnel. As staff advisor to both management and employees, we are prepared to take appropriate action to insure rapid and fair resolution of any issues you may have. While your supervisor is qualified to answer most of your questions, we are ready and willing to listen and discuss, with under-standing and courtesy, any questions regarding your employment. If we can be of assistance to you in any way, please feel free to stop by the department located on the fourth floor of City Hall or contact us by phone @ 435-1720. On behalf of the City of Pensacola, let us be the first to welcome you to our organization.

The City of PensacolaAn Equal Opportunity Employer

The City of Pensacola strongly supports the principles of equal employment opportunity in all its employment policies and practices, including recruiting, hiring, compensation, benefits, transfers, training, promotions, layoff and recall, and other terms and conditions of employment. The City of Pensacola requires that all these practices be administered without regard to race, color, creed, religion, ancestry, national origin, age, disability, sex, or marital status. It has been and shall continue to be the Citys policy to comply with the letter and spirit of applicable federal, state, and local statues concerning equal employment opportunity. The City pledges that it will make a determined and sustained effort to prevent and eliminate any discrimination within the organization. A copy of the Citys EEOP Short Form may be reviewed in the Human Resources Department and is posted on the Citys intranet and internet websites.

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CITY GOVERNMENT
The City of Pensacola is a Mayor-Council form of government. Mayor The Mayor is elected by the City voters. The Mayor acts as the Chief Executive Officer of the City, having executive powers of the City and supervises all departments. Among many responsibilities, the Mayor has the power to appoint, discipline, and remove all officers and employees, unless other wise provided in the Charter.

City Council Pensacolas City Council is composed of 9 members, also elected by the City voters. The most important aspect of local government is policy making, which rests exclusively with the Council. In determining policy, the Council has the responsibility of doing what is best for the people of the city in adopting, amending, and repealing ordinances. City Council meetings are held twice a month. You are encouraged to attend or watch these meetings on television to learn more about how the City works.

City Administrator The City Administrator is appointed by the Mayor, responsible for the daily operations of the City.

Coming together is a BEGINNING . . . Keeping together is PROGRESS . . . Working together is a SUCCESS! ~ Henry Ford

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CIVIL SERVICE
Civil Service Board A three member Civil Service Board is responsible for the administration of the City of Pensacolas Civil Service System. One board member and alternate is appointed by the City Council, the second and alternate are elected by Civil Service employees, and the third and alternate are named by the other two board members. Alternate members serve in the absence of regular members. Civil Service Board elections are held the third Tuesday in June of every odd numbered years. The Civil Service Board is responsible for supervising the Civil Service System including employment, qualifications, promotions, discipline, and discharge procedures for classified service employees. The Board may adopt rules and regulations in this regard, so long as they do not conflict with the terms and provisions of the Civil Service Act. Demotions You may be demoted from one position to another, at a lower pay range, provided you meet the minimum qualifications for the position. Voluntary requests shall be initiated in writing by you, and must be approved by your Department Director, the Human Resources Director, and the Civil Service Board. Employment The Civil Service Board may decide to advertise to the general public to fill a vacancy. Anyone who meets the minimum requirements may apply and compete for the position. Successful applicants will have their names placed on an entrance eligibility register, which may be used in lieu of or in concert with a promotional eligible list. Recruitment Recruitment of unclassified City employees shall be the responsibility of the Human Resources Director, with the assistance of department directors and other City employees. Applicants shall be given equal consideration regardless of race, color, creed, religion, ancestry, sex, national origin, marital status, age or disability, except where there is a bona fide occupational qualification. Preference will be given to veterans and their spouses in accordance with Florida Statute 295.07. Approved vacancies shall be filled by one of the following methods: promotion, transfer, demotion or employment. Probationary Period No appointment or promotion shall be considered permanent until a twelve-month probationary period has elapsed. This period shall begin on the date of employment or promotion. In the case of Police Officers, the probationary period does not begin until the officers completion of the Field Training Program. Fire and Police Cadets are on probation for their entire apprenticeship. Employees holding a probationary position may be terminated or reduced at any time during their probationary period by the appointing authority. However, any promoted employee demoted after six months of probation shall be entitled to a hearing before the Civil Service Board if requested within ten calendar days of demotion. Promotions When possible, positions in the City service will be filled by promotion from the ranks of employees within the City. The factors in determining promotions may include efficiency of service, promise of continued development, education and background, length of service, and competitive examinations when applicable. This practice is observed so that employees will regard the government service as a career, and efficiency and ability will be recognized.

Transfers It is also possible for you to transfer to another department in the same or lesser pay grade if you are qualified in all respects and if there is an appropriate vacancy. Transfers are subject to approval by the respective Department Directors, the Human Resources Director, and the Civil Service Department. Contact the Civil Service Department for details. Resignations The time may come when you wish to resign your position with the City. It is important that as much prior notice as possible be given to your supervisor for your resignation. It is customary that a minimum twoweek notice be given when a written resignation is submitted. If your resignation is given in a good standing, you will be paid for accrued PTO leave. An exit interview is required of any employee who resigns, retires, or has been terminated. Resignations are final upon acceptance by the Citys appointing authority.

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EMPLOYMENT ISSUES
Attendance, Punctuality, and Tardiness Being to work on time every day is an essential requirement for efficient City business. When circumstances occur beyond your control, such as severe weather, transportation breakdown, sudden illness, accidents, or emergencies in the family, which cause involuntary tardiness or absence, the minimum requirement is that you contact your supervisor one-half hour prior to the start of the workday or as soon as possible. Habitual tardiness and failure to report to work will result in disciplinary action. Disciplinary Procedure To maintain order and assure that all employees adhere to reasonable rules of conduct, the City of Pensacola has adopted a policy on disciplinary procedures and practices. Employees who do their job well and conduct themselves in a responsible manner on and off the job need have little concern about disciplinary action. Discipline and the invoking of reasonable penalties for specific offenses should be viewed as a constructive procedure rather than a punishment. In all cases, supervisors are encouraged to use disciplinary procedures described in the Human Resources Manual as a guide. It is suggested that periodically all supervisors review the disciplinary code with employees. This review is particularly important for new employees. Experience in many organizations has proven that understanding on the part of the employees plus prompt action by the supervisor in recognizing a tendency to disregard organizational rules has prevented development of serious breaches of conduct. Therefore, supervisors are urged to be diligent in their investigations and to take proper and reasonable action promptly. Grievances The policy of the City is to respond promptly to concerns or complaints of employees with respect to working conditions. Most grievances are settled by discussing the problem with your supervisor. If you are not satisfied, you have the right to request a formal review of the complaint through the administrative appeals process. Contact Human Resources or refer to the Human Resources Manual for details. Pay Periods and Distribution of Funds The City pays on alternate Fridays. Pay periods are two weeks in length and you are paid the week following the pay period just worked. Paychecks are deposited electronically into one or two financial institute accounts of your choice. Changes can be made at any time. Contact your department payroll clerk for specifics. Performance Evaluations You need to be aware of your performance, and for that reason, evaluations will be conducted periodically. You will be evaluated after the first six months of employment, and annually thereafter. The evaluation, when completed, is filed in your personnel jacket kept in Human Resources for future reference. The purpose of these evaluations is to appraise your progress, set goals for progress improvement, and assist you in career planning and development. Prohibited Employment Harassment and /or Discrimination The purpose of this policy is to create a quality work environment for all employees of the City of Pensacola. A quality work environment is one in which employees can perform their duty, free from intimidation, humiliation, insult, and without being subjected to offensive physical or verbal abuse or actions of a sexual, ethnic, racial, color, age, marital status, pregnancy, disability or religious nature. This policy is for the purpose of eliminating all forms of illegal harassment or any harassment that affects an employee's ability to perform the requirements of their position to the best of their ability. It is the goal of the City to prevent such unwanted conduct and behavior from occurring. Should such behavior occur, the City will respond in a fair, impartial, and expeditious manner. All complaints, regardless of 9

their nature or origin, will be investigated. Every investigation will be treated with the highest degree of confidentiality possible under the circumstances; and every employee who has knowledge or is suspected to have knowledge will be expected to give testimony. To report an incident, an employee may go directly to his or her supervisor, the Department Director, or the Human Resources Director. If the employee chooses to report the incident to a supervisor or Department Director, that individual, upon being notified, will report the incident to the Human Resources Director or to the Mayor in order to initiate an investigation. Fraud Prevention & Detection The City of Pensacola is committed to establishing standards and requirements for employees with respect to fraud prevention and detection, and to respond to allegations of fraud in connection with City programs, functions or activities. City management and all City employees share responsibilities to maintain a fair, honest and ethical business environment for employees, suppliers, citizens and persons that have a business relationship with the City. This cooperative effort is intended to eliminate fraud from the Citys business operations. City employees must, at all times, comply with all applicable laws and regulations. The City will not condone the activities of employees who achieve results through violation of the law or unethical business dealings. The City does not permit any activity that fails to stand the closest possible public scrutiny. The City of Pensacola operates a confidential Fraud HOTLINE for City employees to report fraud affecting City Resources, 1-866-428-1501. Work Hours All employees of the City shall work a forty-hour work period, as provided for under the provisions of the Fair Labor Standards Act (FLSA). Exceptions to these work period requirements for firefighters and law enforcement personnel, seasonal and other employees are those claimed under the provisions of this Act. For employees not exempted by FLSA, the workweek begins at 12 midnight Sunday with work scheduled during the regular office hours of City Hall. Fire, law enforcement employees, and those working in incentive work programs need to refer to their departments for specifics. Depending on the type of work performed, you will be allowed a lunch period ranging from thirty minutes to one hour. This time will not be paid by the City. You are also allowed a fifteen-minute work break - one in the morning and one in the afternoon. Please check with your supervisor as to your allotted lunch and work breaks.

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EMPLOYEE BENEFITS

People are like a storage battery, constantly discharging energy

...

and unless they are recharged at frequent intervals they soon run dry.

Personal Time Off Leave (PTO) Personal Time Off (PTO) is established for the purpose of providing you leave for a variety of reasons such as vacation, personal business, illness, medical or dental appointments, and family. Each employee will be credited with sixteen (16) hours of PTO leave for each month of service. Exceptions Employees who, because of the nature of their work are regularly unable to observe city holidays and who are not given compensation in the form of overtime pay or compensatory time off, shall be credited with additional hours of PTO leave a month in lieu of holidays. Fire suppression employees, who are on duty in rotating shifts, shall be credited with thirty-eight (38) hours of PTO leave for each month of service. Police officers shall be credited twenty (20) hours of PTO leave for each month of service. Employees permanently assigned to public safety telecommunicator function as designated by the Mayor or designee shall be credited with twenty-five and four tenths (25.4) hours of PTO leave for each month of service. Employees who are separated from the service of the city in good standing by retirement, resignation, or layoff shall be paid for accrued PTO leave up to 500 hours. Leave Sharing Program A leave sharing program is established to allow employees to donate unused PTO leave to co-workers who are seriously ill or have family members who are ill, and have exhausted their own leave. This leave sharing program operating on a case-by-case donation basis encourages employees with unneeded leave to donate leave to employees coping with personal tragedy. The employee requesting donations of leave must have: Worked for a minimum of six (6) months; and Exhausted all earned leave. Request for leave can be made for: The employees own serious health condition as defined by the federal Family and Medical Leave Act, or The serious health condition of a family member, defined, as spouse, children, stepchildren, parent, step-parent, brothers, sisters, step-brothers, step-sisters, mother-in-law, father-in-law, grandparents, grandchildren, aunt or uncle. 11

Educational Leave If you want to return to college full-time on an uninterrupted basis in a career field related to your employment, you may request higher education leave through your Department Director and the Human Resources Director. You may be allowed leave time for college plus no more than thirty days after completion of the courses of study to request return to the position vacated. You will then be placed on an Educational Preference List for placement in the first available vacancy, and will return to the same status held at the time of departure. All leave will remain on the books, all funds will remain in the pension fund, and no benefits shall accrue during the leave period. Emergency Leave/Leave Without Pay Emergency leave of absence without pay may be granted to you in dire emergency circumstances when PTO leave has been exhausted. Emergency leave may not be used for personal sickness or job injury. You must request emergency leave through the department. The department will recommend to the Mayor or designee whether or not the leave should be granted. The Mayor is the final authority and will decide each case upon individual circumstances and the effect on the City operation. Emergency Payroll Loans In clear-cut emergencies brought about by hardship (such as death or serious illness), you may apply for an emergency loan toward your next payday. You must complete form PF-503 and have it approved by your Department Director and the Mayor or designee prior to Finance processing. Family and Medical Leave (FMLA) You may take unpaid Family and Medical Leave as a result of the birth, adoption, or placement of your child for foster care; to care for your spouse, child, or parent with a serious health condition, or due to a disabling illness affecting you. To qualify for FMLA you must be employed with the City for at least one full year. Requests for FMLA leave will be reviewed on a case-by-case basis. Decisions will take into account staffing, seasonal deadlines, economic conditions, scheduling, as well as other operational considerations. Contact Human Resources or the City Clinic for details. You must use PTO leave concurrently. You must give the City thirty days notice or as much notice as is practical. You may continue your participation in the Citys group health program by continuing to pay your portion of the premium. When you return to work, you will remain in the same position or an equivalent position to one held when leave began. Family Medical Leave taken as leave without pay for more than (30) thirty consecutive days will not count toward any future benefits.

There is great value in getting every employee in the company to understand a common purpose - it builds teamwork; improves moral and fuels success

Flexible Benefit Plan The City of Pensacola offers a benefit program known as the Flexible Benefit Plan. Under Section 125 of the Internal Revenue Code, you may choose to pay your portion of premiums for group health, life, and dental insurance with pre-tax dollars. In addition, you are offered the opportunity to participate in medical reimbursement and dependent care reimbursement programs. Under each of these programs, you may elect to establish an account with tax-free dollars which may be used to reimburse you for medical, dental, and vision expenses not paid by insurance, or work-related dependent care expenses respectively. Questions 12

concerning this plan should be directed to Human Resources. Funeral Leave In the event of a death in your immediate family, which is defined as spouse, parents, step-parents, children, step-children, brothers or sisters, step-brothers or step-sisters, mother-in-law or father-in-law, grandparents, grandchildren, brother-in-law, sister-in-law, aunt or uncle of you or your spouse, the City will permit three (3) days off with pay. The City recognizes that the above policy does not cover every situation and that the days provided will not necessarily always be sufficient. For this reason you may, with the approval of your department director, use PTO leave to supplement the funeral leave policy. Jury Duty The City of Pensacola believes that its employees have a duty to respond when called upon to serve as a juror. The City allows time off for an employee who must serve in this capacity. You will be paid your regular salary during this duty in addition to the nominal per diem paid by the Courts. Military Leave If you are a commissioned reserve officer or reserve en-listed personnel in the armed services, you shall be granted a maximum of two hundred forty (240) hours at full pay in any one calendar year for training ordered under the provisions of Fla. Statute 115.07. For more information please contact Human Resources or refer to the Human Resources Manual. Anniversary Day Employees shall receive one day of leave at the completion of each five (5) year interval of service (i.e. 5, 10, 15, 20, etc). The anniversary day must be taken within one year of reaching the milestone anniversary or the day will be forfeited. Paid Holidays It has become general custom in business, industry, and government to celebrate certain national or regional holidays. However, holidays and holiday pay must be governed by basic rules of procedure, which all departments will follow to assure fairness of treatment. The City of Pensacola shall observe New Years Day, Martin Luther King Jr.s Birthday, National Memorial Day, the Fourth of July, Labor Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Day and two Personal Holidays. When a holiday falls upon a day within the normal workweek, operations will be suspended and each qualified employee will have the day off with pay. To be eligible for holiday pay, you must work your last full scheduled day prior to the holiday and your first full scheduled day immediately following the holiday, except when you are on approved paid leave (i.e., PTO leave, compensatory leave, court leave). When the holiday falls upon a Saturday, the Citys official observance will be on Friday. When the holiday falls upon Sunday, Monday will be the day of observance, unless otherwise directed by the Mayor. Personal Holidays In addition to the above-named fixed holidays, the City allows you to observe two (2) working days per calendar year as personal holidays to be scheduled on a day of your choice. This request has to be approved by your respective supervisors and Department Director. These days must be taken during the calendar year and cannot be carried over from one year to the next nor be paid for if not taken.

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INSURANCE
Adequate insurance protection is recognized as a vital present-day need for everyone. To provide some measure of such protection, the City of Pensacola makes available to all eligible full-time employees group insurance plans. The plan provides you with a choice of insurance coverage: (1) health insurance, (2) life insurance, (3) dental insurance. Payroll deductions are made each payday. The City currently pays a portion of active full-time employees and dependent coverage for certain group insurance plans. Specific details, rate, and coverage information for each plan may be obtained from Human Resources.

The first wealth is health!

Dental Insurance The City provides group dental insurance for employees and their families. Group Health Insurance Even in the healthiest of families, illness can occur unexpectedly. To help protect you and your family from the financial pressures of a serious illness, the City offers group health coverage that is available to you and your family. Life Insurance Coverage under the plan will entitle your beneficiary to $10,000 or the limit of additional coverage if elected, in the event of your death from any cause at any time other than accidental. Accidental death coverage is double indemnity. You may name your own beneficiary or change your beneficiary at any time by written request to Human Resources. The City also provides additional coverage for sworn police and uniformed fire personnel as required under state law. Long-Term Disability and Survivor Insurance The City provides survivor life and long-term disability insurance for eligible employees. The survivor policy furnishes income to the survivors of employees who die while in the employment of the City. Long-term disability provides income to employees who are disabled and unable to work. This coverages are part of the Replacement Benefit Program established by City Council as a substitute for the Citys participation in the Social Security System.

CAUTION: The City is not required by law to continue any of these benefit plans and may discontinue any or all of these in whole or in part, solely in the Citys best interest. This information is furnished as a summary for you and does not take the place of terms, conditions, exclusions, limitations contained in policies, plan documents, etc.

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RETIREMENT PLANS
The City of Pensacola provides a program of retirement options to assist employees in planning for their later years and to recognize them for years of faithful service. Participation in specific programs varies depending on date of hire and job duties. The retirement programs have been created by Florida Statute and local ordinance. Florida Retirement System (FRS) General employees (non-sworn police personnel and Fire employees participating in the Firefighters Relief and Pension Fund) participate in the Florida Retirement System defined pension plan and are covered by Social Security and Medicare. The City contributes on the employees behalf; employees do not contribute. Pensions are based on service and salary. Deferred Compensation Plan (voluntary) The City of Pensacola has established a voluntary deferred compensation plan for all general employees participating in the FRS and Fire employees participating in the Firefighters Relief and Pension Fund. Participating employees pay a percentage or designated dollar amount of their salary into this plan. The City does not contribute to this plan. Vesting is immediate for this plan. Firefighters Relief and Pension Fund This plan covers eligible Fire employees. Participating Fire employees pay a percentage of their salary into this plan while the City also contributes a percentage of salary. Employees can receive a normal retirement benefit from this fund when they have 25 years of service. Fire employees who resign or are discharged with less than ten years of service are entitled to a full refund of their contributions. Fire employees having more than ten years of service, and who resign or cease to be firefighters may vest or are entitled to a refund of three-fourths of total contributions. Police Officers Retirement Fund This plan covers only sworn Police employees. Participating Police employees pay a percentage of their salary into this plan while the City also contributes a percentage of salary. Employees can receive normal retirement benefits when they have 25 years of service. Ten years of service are required for vesting. Employees who resign or are discharged with less than ten years of service are entitled to a full refund of their contributions. Social Security Replacement Plan (Police Officer Retirement Fund Participants only) The City of Pensacola has established a replacement benefit program, effective January 1, 1982. This program is intended to provide replacement benefits in the areas of retirement, disability, and survivor coverage for those employees participating in the Police Officer Retirement Fund and all future employees of the City who would have been covered under Social Security as City employees according to federal law in effect on December 31, 1981, had the City not withdrawn from Social Security. Members of the Firefighters Relief and Pension Plan and the Florida Retirement System are excluded from participating. Participating employees pay a percentage of their salary, while the City contributes a certain percentage of salary. Employees are eligible for receipt of benefits upon separation from service, circumstances that result in extreme financial hardship, or death. Vesting is immediate for this plan. Deferred Retirement Option Plan (DROP) The DROP is designed to add flexibility to the three defined benefit pension plans of the City, while remaining cost neutral to plan funding. The DROP allows eligible members of any of the three pension plans to retire from their pension plans but continue employment with the city. CAUTION: All policies and procedures concerning these retirement plans may be modified, amended, or deleted by Florida Statute and local ordinance. 15

SAFETY & HEALTH

Americans with Disabilities Act (ADA) The City of Pensacola recognizes its responsibilities to the citizens of Pensacola as an employer and service provider to ensure equal access to all City programs, services, and employment. In accordance with the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973, Section 504, no otherwise qualified disabled individual shall, solely by reason of the individuals disability, be excluded from participation in, denied the benefits of, or subjected to discrimination under any City program, service, or employment. It is the policy of the City of Pensacola to afford equal access to all City programs, services, and employment for all qualified persons by prohibiting discrimination because of race, color, religion, sex, national origin, age, marital status, or disability. The City will work to ensure the elimination of barriers to City programs, services, and employment and make reasonable accommodation for an employees, an applicants, or a citizens disability, unless such accommodation would impose an undue financial hardship and administrative burden on the conduct of the Citys business. The Mayor has designated the Human Resources Director as the ADA Coordinator. This individual shall be responsible for record keeping, information dissemination, referring, processing, and resolving complaints and other actions as necessary to carry out the provisions of the ADA. Contact Human Resources for additional information. City Clinic The City Medical Clinic provides limited medical care to City employees. It is staffed by two Registered Nurses during normal working hours 7:30 a.m. until 4:30 p.m., Monday through Friday. Contact the Clinic for details on how they may assist you with your minor medical needs. Drug Free Environment The City of Pensacola holds the safety of its employees and the public in the highest regard and supports programs, which will enhance and ensure the safety and well being of all employees and citizens. It is our policy to maintain a work environment that is free from illegal controlled substances and/or alcoholic beverages. Employees are required to report to work substance abuse free ready to perform their assigned duties safely and competently. Employees in high risk positions, or working in high risk situations, public safety employees, or employees in jobs requiring the operation of vehicles or other motorized equipment must report the use of medications (either prescribed or over-the-counter) which may impair their ability to safely perform their jobs, to their immediate supervisors. Violations of this requirement may result in disciplinary action. Employee Assistance Program (EAP) Employees needing assistance with personal issues (i.e., family, financial, interpersonal relationships, anger, etc.) may come to the City Clinic, directly or at the request of their department, for a referral to counseling services or may arrange their own appointments to seek assistance. The employee may seek assistance through the outside provider. Information can be provided by the City Clinic or Human Resources. The City of Pensacola provides each full-time employee with this benefit and encourages each employee to use when needed. Employees may use accumulated PTO leave for counseling sessions. Contact the City Clinic or Human Resources for more details.

The challenge is to be BALANCED enough to BURN BRIGHTLY without burning out!

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Safety Equipment The City provides its employees with the proper equipment to perform their jobs, including safety equipment. The City provides gloves, face shields, ear protection, hard hats, safety vests, safety shoes, and other general safety equipment. Contact your immediate supervisor if you require these items. Smoke Free Workplace The City is committed to providing a safe and healthy workplace and to promote the health and well being of its employees. Therefore smoking is banned in all City buildings, including lobbies, restrooms, hallways, stairwells, and employee eating areas, conference rooms, and all City vehicles that are regularly used by more than one person. Smoking is permitted in open-air balconies or designated areas immediately outside City buildings and open structures external to a City building intended to provide protection from inclement weather. Employees having complaints concerning this policy should contact Human Resources. Workers Compensation (Job Injury Benefits) Care has gone into designing a safety program for City employees to minimize the chances of injury. If, in spite of these efforts, you are injured on the job, you must report any incident involving bodily injury sustained on the job to your supervisor during the same shift in which the accident occurred. During your period of recuperation, you will be paid in accordance with Florida law. The total cost of this protection is paid by the City. Contact the City Clinic if you have questions. Workplace Violence Interactions among employees, managers, supervisors, and the public are to be positive, respectful, and appropriate to the work environment. It is the City of Pensacolas policy to protect its work sites from violence or the threat of violence. The City of Pensacola will not tolerate behavior that is perceived to be threatening or intimidating by or toward employees. Violence or the threat of violence by or against City employees is unacceptable and contrary to City values and policies. Prevention or the defusing of actual or implied violence is the shared obligation of all employees, supervisors, managers, and law enforcement agencies. Examples of prohibited behavior are not limited to but include: verbal or physical threats, intimidation or coercion; horseplay, fighting, or acts of violence or assault. The Human Resources Director is the workplace Critical Incident Coordinator. The Coordinator is to be contacted any time a manager, supervisor, or employee observes an act or threat of violence in the workplace

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OTHER SERVICES
City Identification Cards Human Resources issues photo identification cards to all City employees. These cards are to be kept in your possession at all times and provide excellent identification for employees. Credit Union As a City employee, you may become a member of the Pensacola Government Federal Credit Union with an initial deposit of $25.00. You may make savings deposits regularly and automatically with the convenience of payroll deductions. The Credit Union has various loan programs, which make available repayment on a payroll deduction basis. Notary Public service, traveler checks, and other services are provided to Credit Union members free of charge. Savings Bond Program The City has authorized the purchase of U.S. Savings Bonds by payroll deduction. Forms to initiate purchase, make changes, or withdraw from the program may be obtained from Human Resources. Uniforms and Safety Shoes The City has a consistent policy with regard to providing uniforms. Generally, it will be the policy to provide uniforms to all full-time employees who, by virtue of their job, would benefit from the protection, identification, or safety from the use of a uniform. Safety shoes will be provided to employees who, because of their work operations, are exposed to foot injuries. Part-time employees may be provided uniforms at managements discretion. Contact your immediate supervisor for specific details.

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MISCELLANEOUS INFO
Computer Usage City owned computers are used throughout the organization for the express purpose of carrying out the official business of the City. Many are connected to the Citys wide area network. The use of computer games in City offices, other than those games needed to improve your computer skills, creates a poor image when visitors observe this practice. You are allowed to bring data files from home computers to the office computers, provided the files are business-related. However, you are required to have all files from outside sources checked for viruses by the MIS Department before they are used on City PCs. E-mail: The Citys electronic mail system is to be used for the efficient conduct of City business. If you are an authorized user, you will be responsible for the daily use and content of your messages. MIS staff is authorized to review email to insure compliance. Employees found in violation of the e-mail policy will be subject to disciplinary action as outlined in the Human Resources Manual. Internet: Access to the Internet is established for authorized users. All City generated Internet transactions carried out while conducting City business are considered official City record and may be public records under the Public Records Law. You are responsible for the content of your messages and files. Fraudulent, harassing, or obscene messages and/or other materials must not be transmitted or received over the Internet. Cell Phone Usage Employees issued a cellular phone shall be identified by the Department Director. It is City policy that use of cellular telephones by City employees be for mission related communications requirements that involve public safety functions; critical operational requirements that cannot be handled by radio; requirements to respond to service delivery functions; or instances where demonstrable savings or productivity improvements can be achieved for a particular City function. Personal use is not authorized, however, in the case of a necessity; some personal use of cell phones may be unavoidable. Personal calls made on cellular phones that are billed to the City are subject to reimbursement by the employee in accordance with the Citys Cellular Telephone Policy.

If everyone is moving forward together, then the success takes care of itself.
Employment of Relatives (Nepotism) The purpose of this rule is to allow all candidates an equal opportunity for employment and advancement with the City of Pensacola, while prohibiting favoritism and avoiding conflicts of interest regarding relatives of employees. Relatives are defined as: father, mother, son, daughter, brother, sister, uncle, aunt, grandparent, grandchild, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter-inlaw, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, or half sister. Prohibited Relationships: 1. Appointing authorities, as defined by the civil service act, may not appoint, employ, promote, transfer, or advance any relative in or to a position where the appointing authority exercises jurisdiction or control. 2. The appointment, employment, promotion, advancement, or transfer of a relative into any division, activity, or section is prohibited if the action creates a prohibited relationship where a relative would supervise (directly or indirectly), make or influence personnel decisions concerning a relative, or creates a conflict of interest or the appearance of a conflict of interest. Prior to relatives being employed, promoted, or transferred into any division, activity, or section, a department director must 19

certify to the Mayor and civil service board that no prohibited relationship would occur now or in the future. This rule does not prohibit continued employment of employees becoming relatives by marriage while working in the same division, activity, or section, so long as a prohibited relationship is not created. Appointment, employment, promotion, advancement, or transfer of relatives within a division, activity, or section must be specifically authorized by the Mayor and then the Civil Service Board. Ethics The successful operation and reputation of the City of Pensacola government is built in large part upon the principles of fair dealing and ethical conduct of our employees. Our reputation for integrity, professionalism, and excellence requires careful observance of the spirit and letter of all applicable laws, regulations, and policies, as well as a scrupulous regard for the highest standard of conduct and personal integrity. By accepting employment with the City of Pensacola, you have agreed to use the highest ethical standards in your work and in your representation to the public on behalf of the City. In keeping with this commitment, all employees are expected to adhere to the following Code of Ethical Conduct. In order for any group to work together efficiently and safely, it is necessary to have a reasonable code of personal conduct based on honesty and fair play. If an employee is not considerate of others and does not observe reasonable rules of conduct, disciplinary action will be warranted. Since all persons do not always have the same ideas about good conduct, it is necessary to adopt and enforce rules and policies in order to provide more specific guidance. The continued success of City government is dependent upon the trust of residents, businesses, and others we serve. We are committed to preserving that trust. Each employee must recognize that the actions of any one employee can enhance or damage the reputation of all City employees. Each employee owes a duty to the City of Pensacola to act in a way that will merit the continued trust and confidence of the public. In general, the use of good judgment based on high ethical principles will guide each of us with respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed with the immediate supervisor, or with a City official specifically charged with the responsibility of providing guidance such as the Director of Human Resources or the City Attorneys Office. Compliance with this policy of ethics and standard of conduct is the responsibility of every employee. Disregarding or failing to comply with this standard of business ethics and conduct can lead to disciplinary action, up to and including possible termination of employment. Public employees who receive any gifts from a private citizen or business firm are subject to criticism. In order to eliminate criticism and possible misunderstanding, the following policy guidelines shall be followed:

No gift shall be received if a favor or consideration is expressed or implied by the giver. Money shall not be accepted under any circumstances. City employees may not accept any gift whose value exceeds $100.00 (FL. Statute, Chpt. 112) Any gift of value greater than $100.00 must be returned unless the gift is one that can be opened and made available for all employees to enjoy, and is not kept for the personal and exclusive use of a single employee. When applying these guidelines in specific situations, sound judgment by the employee is of overriding importance to weigh the nature, value, and spirit of any gift offered. Employees are encouraged to seek the counsel of their supervisors when necessary. If any doubt exists in the employees mind, the gift should be refused or returned. A letter or similar communication to the giver should explain the Citys policy and express gratitude for the thoughtfulness expressed by the gift.

Failure to comply with this policy may result in disciplinary action. Political Activity While it is important that all citizens take an interest in and exercise their voting privileges, it is likewise of vital importance that City employees not use their position to further or prohibit the candidacy of an electoral applicant. While the City cannot dictate employee involvement off duty, employees should be very cautious about engaging in any political activity for or against any candidate. Such activity may negatively affect the 20

working relationship between staff and elected officials. Outside Employment You may not engage in any outside employment, which could cause conflict of interest or use of City employment for personal gains. Outside employment must not interfere with performance of duties for the City. Refer to the Human Resources Manual for specific criteria. Should you consider securing outside employment, you are required to submit Form PF-405 as a request to your supervisor stating this intent. A copy of the request shall be forwarded to Human Resources. Telephone Usage The City departments are equipped with telephones for the efficient conducting of the City governments affairs. It is recognized that, on occasion, you may have need to use the telephone for brief discussions involving family problems or personal business of a serious nature. This is acceptable as normal procedure. However, you are cautioned against excessive telephone usage not directly benefiting City operations. You are not allowed to make long distance calls without prior permission from your supervisor.

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EMPLOYEE RECOGNITION
The City of Pensacola understands the importance of recognizing employees for meritorious and faithful service. Therefore, the City has a multi-level recognition program incorporating exemplary performance for individuals and groups of employees. Also included are the Employee of the Month, service awards, and recognition of retirees. Contact Human Resources for information on any of the following programs. Employee of the Month Award Established since 1982, monthly recognition is given to one employee displaying exemplary job performance. The Human Resources Director is responsible for reviewing all nominations submitted and selecting the person representing the qualities making that individual the outstanding City employee of the month. The employee is evaluated on attitude, job performance, and contributions to the City organization. The employee is recognized during a monthly council meeting and receives a recognition plaque. Merit Award As the Employee of the Month program recognizes one employee per month, there may be a time when two or more employees job performance merits recognition. In these situations, the Merit Award Program is used. It is the Department Directors responsibility to prepare a written recommendation. The Human Resources Director makes the decision to recognize the employees efforts based on the data submitted. If approved, the employees will be recognized for their efforts at a regularly scheduled meeting of the City Council. Factors involved in the evaluation are attitude, job performance, and specific contributions to the City organization.

A PAYCHECK is what an employee lives on. While RECOGNITION and APPRECIATION is what they live for.

Years of Service Awards In todays workplace, sticking to a job may mean only four or five years with the same employer - or less! The City of Pensacola realizes the importance of recognizing employees reaching milestone anniversaries and has had its service awards program in place since the mid-80s. Service award lapel pins are presented during monthly Council meetings to employees celebrating anniversaries beginning with their fifth year and every five years thereafter. Retirement Recognition Employees who retire or vest their years of service (with 10 or more years of service) are presented with a City seal retirement plaque recognizing their years of service. For employees having twenty or more years of service, a city seal retirement plaque along with a gift is given to the employee on behalf of the Mayor. Both plaque and gift are presented to the retiring employee during a gathering of department staff or farewell reception.

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COMMITTEES
In every form of government it is essential to have various delegations to effectively serve active and retired employees. Below are brief overviews of various committees within the City organization. For detailed information about these groups, contact Human Resources. Your involvement is encouraged. Employees Executive Committee (EEC) The Employees Executive Committee represents the interests of City Civil Service employees. The Committee holds regularly scheduled monthly meetings to review recommendations and other business from Civil Service employees. Recommendations may be made by the Committee to the Mayor or Civil Service Board with respect to employee concerns. Members of the Employees Executive Committee are elected by Civil Service employees on the third Tuesday of June every other year.

Leaders are like eagles, they do not flock, you find them one at a time.
Health Insurance Quality Circle (HIQC) The Citys first quality circle was established in March 1990, to give the employees input into the everchanging health insurance dilemma. This twenty-member committee, made up of active and retired employees, represents the employees concerns for quality health care. They review and monitor statistical data and review options for various health plans making recommendations to the City Manager. The Committee meets monthly.

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The City of Pensacola, based on economic and budgetary conditions, may add to, delete, or amend in whole or in part, the terms and conditions of employment, which, for example, include compensation, benefits, policies, and any other working conditions, at any time, at the sole discretion by action of the City Council or, as delegated, by the Mayor, except where provided otherwise by contract or law. These terms and conditions are subject to change at any time during an employees period of employment.

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