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R-2014-31 CITY OF CLERMONT RESOLUTION NO.2014-31 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLERMONT, LAKE COUNTY, FLORIDA, AMENDING PERSONNEL POLICY CHAPTER 4: SALARY ADMINISTRATION SECTION 2: MERIT PAY INCREASES AND AMENDING CHAPTER 5: EMPLOYEE BENEFITS SECTION 5: SICK LEAVE AND AMENDING CHAPTER 6: PERSONNEL MANAGEMENT SECTION 5: PERFORMANCE EVALUATIONS;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Clermont City Council has determined that it is in the best interest of the City of Clermont,that changes be made to the Personnel Policy. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Clermont,Florida, Lake County,Florida as follows: Section 1 The City Council of the City of Clermont does hereby adopt and implement the amendment to Personnel Policy Chapter 4: Salary Administration Section 2: Merit Pay Increases to provide for an amendment to the eligibility for receiving a merit pay increase as incorporated herein and attached to this Resolution; and Section 2 Amending Chapter 5: Employee Benefits Section 5: Sick Leave to provide for an amendment of excessive use of sick leave as incorporated herein and attached to this Resolution;and Section 3 Amending Chapter 6: Personnel Management Section 5: Performance Evaluations to provide for modified timeframes, adding a coaching plan and guidelines for the preparation and administration of performance evaluations and the appeal process as incorporated herein and attached to this Resolution. Section 4 This resolution shall take effect October 1,2014. 1 CITY OF CLERMONT RESOLUTION NO.2014-31 DONE AND RESOLVED by the City Council of the City of Clermont, Lake County, Florida,this 9th day of September,2014. CITY OF CLERMONT ?" 7 Turv 'e,Jr., ayow ATTEST: /, / Tracy Ackroy•,City Clerk Approved : orm and legality: Daniel . Mantzans, i orney CHAPTER 4: SALARY ADMINISTRATION SECTION 2: MERIT PAY INCREASES Employees are eligible to receive a merit pay increase based on the overall rating of their annual performance evaluation, and are awarded for overall performance which meets or exceeds position/job expectations. Merit pay increases shall be within the ranges of the established classification/pay grade and shall not be available to employees who have reached the maximum of their pay grade,unless specifically approved in the budget. CHAPTER 5: EMPLOYEE BENEFITS SECTION 5: SICK LEAVE Amend wording in item C Use of Sick Leave by modifying number 6 and adding a number 7. 6 A manager/supervisor, with concurrence of the Department Director, shall have the nght to require documentation from a healthcare provider to verify an absence due to illness or to confirm return to work status 7 Excessive Use of Sick Leave Sick leave is extended to employees as a privilege Abuse of sick leave is considered unwillingness to perform job functions and may constitute grounds for progressive disciplmary action, up to and including termination. Abuse is determined on a case-by- case basis, however examples of abuse may mclude, but not be limited to,the following. • Repeated occasions of unscheduled, unexcused absences (mcluding tardiness and leaving work early) • Repeated occasions of absences on the same day of the week, pay penod, month, or at the same time interval • Repeated occasions of absences the day before or after a scheduled holiday or scheduled day off • Repeated occasions of taking sick leave as sick leave is earned • More than three (3) first day/last day of the workweek absences in any twelve(12) month period • Use of more than 50% of the employee's total sick leave accrual during a twelve (12) month period Sick leave used under the provisions of the Family/Medical Leave Act (FMLA) is exempted from being defined as abuse. A manager/supervisor who suspects that an employee is abusing sick leave should contact Human Resources to determine if corrective action or other measures are appropriate given the employee's absence history and FMLA status if applicable With the concurrence of the Department Director and Human Resources, a manager/supervisor suspecting abuse may require an employee to submit wntten certification from a healthcare provider to substantiate absences CHAPTER 6: PERSONNEL MANAGEMENT SECTION 5: PERFORMANCE EVALUATIONS The purpose of the performance evaluation process is to provide a formal and consistent method to document job performance standards, facilitate communication between supervisors and employees,promote and maintain job efficiency, determine training needs, and serve as basis for merit mcreases 5.010 TYPES OF PERFORMANCE EVALUATIONS. A. PROBATIONARY: 1. New employees are on probation as outlined m Chapter 6, Section 4. At a minimum, performance evaluations, mdicating their progress m their job will be completed as follows: General Employees. a. Upon completion of the third(314)month of employment b. Upon completion of the sixth(6th)month of employment c. Upon completion of probation, if probation was extended Police Officers and Firefighters: a Upon completion of the sixth(66)month of employment b Upon completion of the ninth(9th)month of employment c.Upon completion of the twelfth(12th)month of employment 2 Each probationary evaluation will be signed by the employee indicating that he/she has seen the evaluation,not that he/she agrees or disagrees with its contents. B. ANNUAL: Annual performance evaluations shall be based on the employee's employment anniversary date, with the exception of employee demotions and past mcidences in which the policy in place at the time called for the evaluation date to be adjusted as a result of a promotion, transfer or reclassification. C. COACHING PLAN AND PERFORMANCE IMPROVEMENT PLAN: 1. Coaching Plan—An employee who receives a rating of less than "Meets Expectation"in any one category,however receives an overall performance evaluation rating of"Meets Expectation" or higher,shall be placed on a Coaching Plan. The duration of the Coaching Plan shall be a minimum of three(3)months,and may be extended an additional three(3)months if deemed necessary/appropriate 2 Performance Improvement Plan—An employee who receives an annual performance evaluation with an overall rating of less than "Meets Expectations"shall be placed on a Performance Improvement Plan The duration of the Performance Improvement Plan shall be six (6)months,and may be extended an additional three(3)months if deemed necessary/appropriate. At any time when an employee's performance has changed radically from that of the previous reporting penod,the Department Director may require that the employee be placed on a Performance Improvement Plan. 3. Failure to successfully complete a Coaching or Performance Improvement Plan shall result in appropriate disciplinary action 5.020 PREPARATION AND ADMINISTRATION OF PERFORMANCE EVALUATIONS: Performance evaluations will normally be completed by an employee's immediate supervisor/rater Employees being evaluated due to an internal movement (e g., promotion, demotion, transfer) shall be evaluated by the immediate supervisor at the end of the assessment penod Employees shall be evaluated using the established and applicable performance evaluation form Evaluation forms may be updated periodically. Supervisors and Department Directors are responsible for completing the forms on a timely basis Signatures of the employee's supervisory chain of command up to the Department Director shall be obtained on the original form,pnor to presenting to performance evaluation to the employee. The rater shall discuss the performance evaluation with the employee bemg evaluated Performance evaluations must be signed by the employee Employee signature is an acknowledgement of the presentation and discussion of the performance evaluation and does not signify agreement or disagreement with the evaluation on the part of the employee. The employee shall be furnished with an official copy of the performance evaluation form,including all signatures. The employee may record any comments he/she may have, including statements of disagreement with the evaluation in the comments section of the evaluation or on a separate document if desired Such statements will become a permanent part of the evaluation and shall be submitted within five (5) calendar days of the performance evaluation bemg issued to the employee An employee may appeal a performance evaluation to their Department Director by submitting a wntten memo outlining the areas of disagreement within in five (5) calendar days of the performance evaluation being issued to the employee Late appeals will not be considered. The decision of the Department Director will be final. No further appeals will be considered. Provisions of the City's grievance policy do not apply to performance evaluations Employee comments/statements and all documentation concerning the employees appeal will be retained with the original evaluation m the employee's personnel file. The department is responsible for returning completed performance evaluations, and additional documents if applicable, to Human Resources on a timely basis.