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02-15-1966 Adjourned Meeting . . MINUTES N~ 335 ADJOURNED MEETING An adjourned meeting of the City Council of the City of Clermont was held in the Council Chambers on Tuesday, February 15, 1966. The meeting was called to order by Mayor BonJorn at 7:30 P. M. with all Councilmen present excepting Mr. Turville. Other City officials present were City Manager McIntosh, City Attorney Langley, Building Inspector Snyder, Superintendent Sheldon and City Clerk Johnson. Mr. Taber, Mr. George Hovis and several other visitors were present as well as representatives of the press and the local radio station. The invocation was given by Mr. Taber. The minutes of the meeting held February 1, 1966 and the Public Hearing held February 8, 1966 were approved as written. Mr. George Hovis, representing Charlotte Roper, Frank Booker Roper, his wife L. Lynn Roper, and :e:ierce;Gtoves.,..,~In9. presented the Council with a petition requesting that the existing plot of, and the streets in that parcel of land bounded on North by Division Street, on the East by Main Street, on the South by Hull Street and on the West by the Tavares and Gulf Railroad right-of-way be abandoned and returned to acreage. City Manager McIntosh recommended that the petition be granted. City Attorney Langley stated that he had not been informed that the request would be made and, therefore, was not in a position to offer a legal opinion on such short notice. Motion was made by Mr. Cochran, seconded by Mr. Hoskinson that the petition be granted subjected to any legal objections by the City Attorney. The motion carried with Mr. VanderMeer abstaining. Mayor BonJorn reminded the City Council of the League of Municipalities meeting being held in Jacksonville in the near future. The City Manager reported as follows: 1. That he had received a letter from Michaels Engineering Company advising that further tests would be made on the Bloxam Avenue well in the near future. 2. That upon his request the Board of Public Instruction of Lake County had reconunended to the State Road Department that a "school crossing" be designated on Highway 50 at East Avenue. 3. Requested permission to have a survey made of the City owned property at the West end of Montrose Street. Motion was made by Mr. Cochran, seconded by Mr. Hoskinson and carried that the City Manager be authorized to have a survey made as requested. At the request of City Manager McIntosh, Superintendent Sheldon reported that a Fire School has been held recently; that fourteen members of the Fire Department had attended, and that ~n his opinion, it had been most beneficial. Mr. Gerard talked to the Council with regards to construction of pro- posed streets and sidewalks at his development South of DeSoto Street . .. MINUTES N~ 336 betweern Anderson and Disston Avenue. The Counc~l m~mbers were in agreement with his proposed plans. Mr. Beals reported that the Zoning Board. of Adjustment had granted a Zoning variance to Benjamin Well~ whereby he will be permitted to operate a used car lo~ at 898 Montrose Street. Mr. Cochran, Chairman of Public Works and Planning Committee, reported as follows: 1. That the directors of the Chamber of Commerce would like to meet with the City Council to discuss matters of mutual interest and that he recommended and moved that the Board of Directors and Secretary of the Chamber of Commerce be invited to be the ~uest~ of the City Council at a dinner meeting to be held in the near future. - _: The motion was seconded by Mr. VanderMeer and carried. 2. Moved that the City Manager be authorized to have surveys made of proposed right-of-way of Chestnut S~reet between Eighth Street and West Avenue; of the boundaries of West Lake; of West Lake Drive from Minneo1a Avenue to the City barn and of Shore Drive from the City barn to Lake Street. The motion was seconded by Mr~ Hoskinson and carried. 3. Moved that the ordinance on street construction be amended to limit the use of asphaltic concrete curbing as rec9mmended by' the City Manager. The motion was ~econded by Mr. Beals and carried. Clerk Johnson called to the attention of the Council the fact that several other changes in the streets construction ordinance were under consideration and suggested that ~he amendment authorized be held in obeyance until the other amendments were determined as the consolidation of the amendment would be considerably less expensive than several indi- vidual amendments. The council was in agreement that the street construction ordinance amendments be tabled temporarily. Mr. Cochran moved that the City Manager advertise for bids for the resurfacing of Montrose Street from Lake Avenue to Eighth Street. The motion was seconded by Mr. Hoskinson and car~ied. Mr. Cochran recommended and moved that the City Attorney prepare a Resolution to be presented to the Board of Lake County Commissioners wherein the City Council designate the primary and secondary roads, in the order of their importance, which, in their opinion, should have consideration by the State Road Department as follows: . 1. Four laning of Highway 27 through Lake County. 2. Four laning of Highway 50 from Mascotte to the Orange County Line. 3. Four 1aning of Highway 561 from Highways 33Jt6,"ih9. 4. The surfacing of the Lake Louise Road (County Rd. 3-9847) The motion was seconded by Mr. Hoskinson and carried. Mr. VanderMeer reported that the Parks, Cemetery and Recreation Com- mittee expected to have recommendations for a summer program in the near . . ~ MINUTES N~ 337 future and requested City Manager McIntosh locate sources of supply for recreational and playground equipment. Mr. Beals, Chairman of the Finance, Laws and Personnel Committee, reported that his Committee voted unanimously against the purchase of municipal law books, requested by the City Attorney; that his Committee were unanimous in their recommendation that the Personnel Policy and Pay Plan suggested by the City Manager be adopted and that he so moved. The motion was seconded by Mr. Hoskinson. Mr. VanderMeer stated that he would like for the plan to be amended whereby "department heads" would be'specifically designated as follows: Police Chief, Fire Chief, Superintendent of Public Works and Director of Building and that otherwise he was in full agreement. Councilmen B~als and Hoskinson agreed that the motion be so amended. On roll call vote the amended motion carried. A copy of the Plan immediately follows and is a part of these minutes. Mr. Beals further reported that additional time was needed to make any recommendations pertaining to a proposed ordinance relative to the Zoning Board of Adjustment. Mr. Beals further reported that the financing of the proposed sewer system would be discussed with additional Bond Brokers or fiscal agents before final recommendations were made. Mr. Hoskinson presented a Resolution pertaining to an amendment of the Zoning map of the City of Clermont and moved its adoption. The RGs~lution was read by Mr. Hoskinson and Mr. Beals seconded its adoption. When the vote was taken on the adoption of the Resolution the result was YEAS: Beals, Hoskinson, Cochran and VanderMeer TOTAL YEAS: Four NAYS: None ABSENT: Turville So the Resolution as read was adopted and No. 65 assignePo~o it and ordered placed in the Resolution Book pages 103, 104 and 105/, and a copy ordered posted. Clerk Johnson advised the Council that Councilman Turville had advised him by telephone that due to illness he could not attend the Council meeting but that he was in agreement with the Resolution. Clerk Johnson read a letter from Mr. Vernon Schneider wherein Mr. Schneider requested that the minimum water and garbage charge of $4.00 be waived for the month of December 1965 due to the fact that the apartment to which it was charged was not occupied at that time and ~~ould not be occupied in the future. Motion was made by Mr. Hoskinson, seconded by Mr. Vander~~eer that the City Clerk be authorized to e1i.mi:nate the charge in question as a matter of good public relations. The motion carried. NEW BUSINESS Mr. Beals inquired of City Attorney Langley as to the date when he had filed a "Notice of Commencement" for the construction and alteration to the George Jenkins Auditorium. Mr. Langley stated that he could not advise ,the exact date. Mr. Beals then asked Mr. Langley if the fact that he had not filed the notice when the work first started constituted neglect on his part. Mr. Langley replied that he had neglected to file e. . ~ MINUTES N~ 338 until after the work started but that the City of Clermont was fully protected and that his neglect had not constituted any risk to the City. Motion was made by Mr. Beals, seconded by Mr. Hoskinson, and carried, that meeting adjourn. City Clerk .e e 1. BASIS OF PERSONNEL POLICY The personnel policy of the City of Clermont is based upon the following principles: 1. 1 Employees selected on the basis of merit, character, training, experience and physical fitness. 1.2 No discrimination because of race, color or creed - religious or political. 1.3 A permanent career in municipal service for qualified employees. 1.4 Equitable rates of compensation based upon position classification and merit pay plans. 1.5 Employees' training and education whenever possibl;; 1.6 Recognition for efficient and responsible service. 1.7 Satisfactory work conditions conducive to efficient service. 1.8 Prompt and fair action in the adjustment of all personnel complaints and misunderstandings. .e e II. CLASSIFICATION PLAN 2.1 Description and Administration A job classification plan maintained by the City Manager covers all full-time positions within the City service. This plan groups into classes of positions those jobs which are similar enougb in type of work, difficulty and responsibility so as to warrant being placed in the same pay range. This job classification plan provides a list of job titles, descriptions of the nature and ~equirements of the work in each class, and the allocation of specific positions to the appropriate classes. The job titles as listed in the classification plan will be used in all personnel records and transactions. It is the duty of the City Manager to amend the job classification specifications, when he determines it to be necessary, so that specifications for each class will accurately reflect the current duti~s and responsibilities of all positions in the City service. All alterations, additions, ,r eliminations of class titles are the responsibility of the City Manager. If a department head or an individual employee should feel that a job position is improperly classified or that the classification plan is inaccurate in some aspect, the problem should be directed to the attention of the City Manager accompanied with a written statement of the reasons for the requested change. The City Manager, or any persons whom he designates may then make a further investigation of the matter and take appropriate action. III. PAY PLAN 3.1 p8scription and Application The City pay plan consists of a schedule which establishes yearly - 2 - e e pay ranges and titles 0= classes of positions within each range. (See Schedule of Class Titles and Fay Range Classifications on Appendix # 2 The City Council determines and amends the pay plan and pay ranges by ordinan~e from time to time upon re- ceiving a recommendation from the City Manager. The recommenda- tion of the City Manager will be determined with due regard to requisite qualifications, prevailing rates of pay for comparable ~;ork in other public and private employment in the area, cost of living factors, suggestion of department heads, other fringe benefits received by the City employees, the financial policy and status of the City and other economic considerations. 3.2 Pay Increases Pay increases within the ranges of the established job classifi- cation positions shall be dependent upon specific written recommendations by the department head to the City Manager. m. ". ~ J. .:..-.,,:)\;:. pay increases serve only to recognize outstanding performance and continued good service on a merit basis and will not annually ::.u.tomatically accrue to the individual employee. Increases in 3alary shall not be made more often than once annually nor shall s~lery advancement be given to an employee until he has completed :lis probationary working period, except that the City Manager may grant pay increases more frequently than once annually upon receiving a detailed written statement from the Department Head specificying the employee's exceptional performance or the e~{is~ence of unusual employment conditions that make such action nece<:sary. Employees who sat:isfactorily complete the probation- a-", . .L.~. ~~riod will receive a one step increase at the end of the six months probationary period. Merit raises for employees who 3 - . ~Te hired after the effective date of these regulations will be considered on the anniversary of the completion date of their pro~ bationary period. Pay increases at anyone time shall be limited to one step in the pay range unless special circumstances, as determined by the City Manager, based upon the written recommenda~ tion of the Department Head should warrant an additional one step increase. 3.3 Total Remuneration Any salary rate established for an employee shall represent the total remuneration for the employee, not including reimbursement for official travel. Except as otherwise provided in these rules, no employee shall receive pay from the City in addition to the schedule provided in the pay plan. No reward, gift, or other form of renumeration in addition to regular compensation shal]. received from any source by any employee for the performance of duties. This includes Christmas or other gifts offered by _.'.di viduals or. firms doing business wi thin the City. Rewards :'-~laQe available to an employee shall be credited to a designated en:ployees I fund. ~.4 Overtime Payment lIne City desires to keep overtime work at a minimum, however, the requirements of a specific'department may make it necessary for an employee sometime to work beyond his regularly scheduled workin hours. For all hours worked in anyone work week beyond forty f:i. ve hours , the employee will be paid straight time. Work thL. ;:' ~-uinutes or more beyond the employee I s regularly scheduled work day of nine hours is considered as overtime and will be <1 e e .~ompensated as such~ Department Heads will not receive overtime pay as they are expected to work the hours necessary to efficiently operate their departments. The Police Department is subject to the following special rules and regulations: (a) No overtime payment will be made for work past a normal shift requirement when such overtime is made necessary by the need to finish an investigation commenced while on a scheduled shift. (b) Overtime will be paid at the regular hourly rate for any work performed past the requirement of a standard shift, when such overtime work has been officially scheduled prior to the beginning of the shift which is extended by such overtime. IV. METHOD OF FILLING VACANCIES 4.1 Employment ~~:~ Deportment Head has full responsibility and authority, subject to the approval of the City Manager, for selecting, retaining a:!ci. separating employees within his department. o.i.2 Promotions A promotion is an advancement to a new job classification involvin~ different duties, greater responsibility, and a higher pay range. The pay rate of the promoted employee will be raised to conform to the step in the new job classification which is one step above tha'~. ;',f his pay rate prior to the promotion. An employee can be expF.;c':.3d to be promoted as he prepares himself to assume added rGsponsibility and new duties. 5 .e . Where possible, all vacancies above beginning grades are filled by promotion. Whenever the transfer of a qualified employee into a vacancy training for the employee, the vacancy will be filled within the City organization. However, when these con- ditions are not present or when a qualified employee cannot be found in the City organization, candidates will be recruited and selected from outside of the organization. In filling a vacancy the City may disregard department lines in making a promotion by selecting the best qualifi~d employee without regard to the department in which he has served or in which the vacancy occurs. 4.3 Transfers In certain situations, the needs of the City may make it necessary to transfer an individual to another department. The pay rate of the employee in case of transfer, other than demo" will be unchanged. Most transfers will be for only temporary periods. ~he duties in the new department will usually be similar to pre- . vious work. The City will make a transfer upon the request of the employee only on appropriate and valid reasons and if the transfer will serve the best interest of the City. V PROBATIONARY PERIOD 5. 1 Objective and Duration The probationary period shall be utilized for closely observing the employee's work, for securing the most effective adjustment 0'; : new employee to his position, and for rejecting any employe:;: wbG":~ performance does not meet the required work standards. Each 6 .e . employee appointed to a regular position shall be required to compl~te successfully the probationary period of six months. 5.2 Evaluation of Performance During the probationary period, in such a manner as the City Manager may require, the Department Head, shall report to the City Manager his observation of the employee's work and his judg- ment as to the employee's willingness and ability to perform his duties satisfactorily and as to his habits and dependability. 5.3 Dismissal At any time during the probationary period the Department Head, after advising the City Manager, may remove an employee if in his opinion the employee is unable to, unwilling to perform the duties of the position satisfactorily or that his habits and dependability do not merit his continuance in the employment of the City. Upon such removal, the Department Head will repo:.:., in writing, his action and reasons therefor to an employee. 5.4 Probationary Period Reports. At least ten days prior to the expiration of an employee's ~robationary period, the employee's Department Head shall notify tLC City Manager, in writing, whet~er the service of the employee has been satisfactory and whether he desires to continue the employee in his position. A copy of such notice shall be given to the employee. Upon satisfactory completion of the probationary period, the employee will become a regular full time employee of the City. 5.5. Pay During the Probationary Period Th(. 'oImal beginning pay rate for a probationary employee will ~e the initial step within the pay range established for his job 7 e e classification, provided that the City Manager may make exceptions upon the recommendation of the Department Head. VI. ATTENDANCE AND LEAVES 6.1 Hours of Work The employee's working hours will be determined by the Department Head. An employee is expected to report for work promptly at starting time and to devote his entire effort to the City busines~ during his scheduled working hours. Chronic tardiness will be grounds for disciplinary measures including deduction from pay, suspension, or in severe and continued cases, dismissal. 6.2. Holidays The City recognizes New Year's, Hemorial Day, Independence Day, Labor Day, Armistice's Day, Thanksgiving and Christmas as holiday~ The City Hall will be closed on all holidays. Holidays which f"- on Sunday will be observed on Monday. Holidays which fall on Saturday will be observed on the previous Friday. The work schedules within some departments may require an employee to work on a holiday. If an employee is required to work on a holiday, or if a holiday 'shOuld fall on an employee's regular day off, he will have equal time off with pay at some later date, or with the approval of his department head and City Manager he may receive in addition to his regular pay, pay for the hours he would ordinarily worked on a non-holiday. 6.3 Annual Leave An employee, after having satisfactorily completed the six months pl.::)r-ationary period and after having been classified as a regular fuli time employee, will receive an annual leave of one calendar week in the initial employment calendar year. A calendar year shall be defined as a consecutive period beginning January 1 . e and ending December 31. An employee who has not completed the probationary period at the end of .the initial employment calendar year. A calendar year shall be defined as a consecutive period beginning January 1 and end December 31. An employee who has not completed the probationary period at the end of the initial employment calendar year shall not receive leave credit for that initial calendar year. After the initial empleymentcalendar year, the employee will receive an annual leave of two calendar weeks in each calendar year. After ten years of service as a full-time City employee, such employee will receive an annual leave of three calendar weeks. After twenty years of full-time service the employee shall receive an annual leave of four calendar weeks. (Also see Section 7.6 concerning resignation). An employee who operates motorized City equiment as a regular part of his position will receive one additional day of annual leav€ following each year of service without a motor vehicle accident for whichrme is responsible. A department head under special circumstances may allow an employee '-0 accumulate his annual leave into the following calendar year, ho~ever, it is advisable that an employee take his annual leave in the calendar year i~ which it is received. No employee may be absent from his job on annual leave for a period exceeding thirty calendar days. The Department Head will determine the annual leave schedule taking into consideration the desires of the individual employee, the best interest of the City, and the particular needs within the department. A conflict in individual emf.~_~ ~.'ee scheduling will be resolved by the department head upon the basis of seniority. An employee who desires his full annual leave pay before going on annual leave should notify his departmeL" - 9 - -. e head at least one week in advance of his last working day. If an employee terminates his service 'with the City, upon at least two weeks notice of resignation, or takes an extended leave of absence, he will receive full pay for all annual leave which he has accumulated but has not taken. 6.4 Sick Leave Sick leave with full pay will be granted to all regular employees at the rate of one work day for each full month, of service. Sick leave may be accumulated up to a maximum of 60 working days. Sick leave will continue to accrue while it is being taken. Sick leave shall not be considered as a privilege which an employee may use at his discretion but shall be allowed only in case of necessity and actual sickness of the employee, or because of illness or death in his immediate family, or to take physical examinations or other sickness prevention measures. To receive compensation while absent on sick leave, the employee shall notify his Department Head prior to or within four hours after the time set for his regularly scheduled working hours. An employee absent for more than three working days in any month shall present to his Department Head a medical certificate from his attending physician upon the request of the Department Head. The employee will be removed from the payroll if sickness con- tinues beyond sixty working days. An employee, with the approval of his Department Head, in case of very serious or pro- longed illness, may however, use all accumulated annual leave in addition to his accumulated sick leave before he is removed fr...:L. the City payroll. 10 .e e As a condition to the granting of sick leave benefits, the City Manager may require an employee to file within the period of each calendar year a certificate of health examination and a report from a practicing physician designated by the City Manager. The City Manager may require the employee to conform to any medical advice contained in this report as a condition of continued employment with the City. If in the judgment of the City Manager, an employee is unfit to perform his duties because of his physical condition, the City Manager may require the employee to take sick leave (for all conditions other than City work-related injuries sustained on the job, and covered by disability leave) sufficient to make him capab2; of performing his duties. An employee on sick leave who is absent from his home at the ti:...~ of a visit from his Department Head, or the City Manager will have all sick leave.benefi~ for: the particular illness cancelled ~nd the time lost will not be restor~d to the accumulated sick lE:lave.,:credit of the employee, unless the employee is confined to a hospital or receiving medical attention. An offense of this type will be sufficient cause for dismissal. The Department Head will maintain a record of all credits and debits to the sick leave account of each employee in his departmen~ These sick leave accounts are available for inspection by the employee and a monthly report shall be filed with the person designated by the City Manager. 11 - .e - 6.5 Di-sabi:li ty Leave An employee incurring a physical injury while on the job for the city will, if the injury is disabling, receiving full pay for a maximum of 60 working days of such disability. Sick leave may not be used for a service connected disability. TR6 liberal disability leave policy of the City requires that any weekly benefit checks (other than those derived from privately paid insurance policies) received by the employee for the initial sixty working day period of disability be endorsed for the initial sixty working day period of disability be endorsed over to the City, or the City may deduct the amount of such payment from the employee's pay. Any weekly benefit checks received beyond the initial period can be kept by the employee. 6~6 Other Leaves of Absence with Pay An employee will be granted a leave of absence for required jury duty or for any other required appearance before a court or other public body. The employee will receive that portion of his ~egular salary which will together with his jury duty pay for fees, equal his total salary for the same period. (Policemen and firemen are exempt by law from jury duty and upon receiving a jury notice should notify their fiepartment Head immediatelYlo Leaves with pay may be authorized, with approval of the Department Head, so that regular employees may attend official meetings, official training courses or to participate in other official acti vi ties. . 6. 7 T.eave of Absence without pa.x The C.;. ty Manager may grant a regular employee a leave of absence 1: .e _ without pay for a period not to exceed one year. No leave with- out pay will be granted except upon the written" request of the employee. Leave without pay shall be granted only when it will not result in undue harship to the interests of the city. Application for leave of absence for travel or study calculated to equip the employee to render more efficient service to the City may be deemed to invol vel' such compensating benefits to be measured against the loss or prejudice to the interests of the City involved in keeping open the position or filling it temporarily until the return of the employee. No leave shall be granted primarily in the . ~tnterests_ cf. the-emp;i"OYlile_;:;exg,ept in the case of an employee who has shown by his record of service or by other evidence to be of more'than average value to the City and whose service it is desirable to retain even at some sacrifice. Upon expiration of a regularly approved leave without pay, the employee shall be reinstated in the position held at the time leave was granted. Failure on the part of an employee on leave to report promptly at its expiration shall be cause for dischargG. 6.8 Absent without Leave An employee absent from his work for a single day or a part of a day without the specific grant of a leave of absence from his Department Head shall be deemed to be absent without leave. This absence shall be without pay and may be subject to discip1i' ary action. In the absence of such disciplinary action, any er'~"l',loyee who absents himself without the approval of his Departrr.,. Head for three consecutive days shall be deemed to have resigned. ~~y action may be reconciled by c subsequent grant of leave if 13 ,e - the conditions warrant. If an employee knows in advance that he will be late or absent, he should notify his Department Head. If advance notice is impossible, an employee late or absent for reasons beyond his control, should immediately upon reporting to work explain the circumstances to his Department Head. VII. PENALTIES AND SEPARATIONS 7.1 Nature of Disciplinary Measures Department Heads are responsible for high efficiency and proper Eersonal conduct on the part of their employees. The Depart- ment Heads are authorized to apply, with the approval of the City Manager, such disciplinary measures as may be necessary. These measures include both penalties and separations. Penalties comprise two groupsI, demotions and suspensions. Separations embrace three types: layoff, dismissals, and resignations. 7.2 Demotions When there is a vacancy in a lower job classification for which an employee is qualified, a Department Head may demote the employee for sufficient reason. Accordingly, the pay rate of an employee so demoted shall be no higher than the step in the new job classi- fication which is immediat.ely/below his rate of pay prior to the demotion. A written statement of sufficient reason shall be furnished to the employee and filed with the City Manager at least five days prior to the eff~ctive date of the action. Some- times demotions are necessary to place an employee in a position more compatible with his talents. No demotions will be made as dis~:'.plinary action unless the employee to be demoted is eligible for employment in a lower class and will not be made if any J 1-1 e e regular employee in the lower class will be laid off by reason of this action. 7.3 Suspensions A Department Head may, with the approval of the City Manager, suspend without pay, any employee in his Department for such length of time as he considers appropriate, not to exceed two weeks for any single disciplinary action. 7.4 Layoffs Layoffs are avoided whenever possible, however, A flepartment Head may layoff an employee when he deems it necessary by reason of shortage of funds or work, the abolition of the position, or other material change in the duties or organization, or for other re- lated reasons which are outside the employee's control and which do not reflect discredit upon the service of the employee. A regular employee will not be laid off while another employee serving on a temporary basis is employed in the same class. No temporary or permanent separation of an employee from the service as a penalty or disciplinary action shall be considered as a layoff. 7.5 Dismissals Dismissals are discharges or separations made for serious ineffi- tiency, continual tardiness, int0xication, insubordination, incompatibility, dishonesty, committing a felony, failure to pay just debts, or for other similar reasons. A Department Head may dismiss with the approval of the City Manager any employee within his Dep&rtment. A regular employee may not be d{ - .lissed unless prior to the effective date of the dismissal the Department Head provides' the employee a written statement .\5 '. -- e setting forth in substance the reasons for his dismissal and files a copy of this statement with the City Manager. With the approval of the Department Head, the employee may have a hearing before the City Manager, in the presence of the Department Head or any other person or persons the City Manager may select. An employee may not appeal to the City Council any act or decision of the Department Head or of the City Manager. 7.5 Resignation To resign in good standing an employee must give the Department Head at least two weeks prior notice unless the Department Head, because of extenuating circumstances agrees to permit a shorter period of notice. A written resignation shall be ~upplies by the employee to the Department Head stating his reasons for resignation. The resignation shall be forwarded ':"'0 the City Manager with a statement by the Department Head as to the employee's service performance and other pertinent information concerning the cause for resignation. The resignation of an employee who fails to give prior notice shall be reported to the City Manager. Tee City Manager may take steps to verify reasons for any resignation and will notify the employee in writing as to the acceptance of his resignation. If an employee has accumulated annual leave which he has not taken, he will be paid for his time upon resignation. When a person leaves the employ of the City for any reason, his final pay will be adjusted for annual leave due him or taken by "~im at the rate of 5/6, 5/4, or 5/3 of a day'.s pay credit or debit per month from the beginning of the calendar year, 16 .. e depending on whether the employee is eligible for 2, 3, or 4 week annual leave. VII GENERAL PROVIStONS' 8.1. Residence Requirement The City desires to have its employees reside in Clermont. The City Manager will approve residence outside of the City pro- viding that such residence is not detrimental to the interests of the City. 8.2 Outside Employment The City does not desire its employees to hold jobs in addition to their City employment. Additional employment must be approved by the employees's Department Head. Under no circum- stances shall a regular full time City employee carryon any other full time employment. 8.3 City TelephonesEiand Mail Employee's personal calls on City telephones during regularly scheduled working hours shall be held at an absolute minimum. Personal toll calls shall be made on the public pay phone except in extreme emergencies. All employee's personal mail shall be sent to his home address. 8.4 Automobile transportation and travel The City will provide autos for those employees whose work requires their extensive and frequent use. These autos are maintained and operated at City expense and shall not be used for personal use. When an employee is subject to emergency cal~ t' .'~ City Manager may grant the employee permission to drive the assigned auto to him home. These autos are' to be used stric:-, ly for City business. ,."!' '[.:: :~. ')~....~l; f:1".~,;~,~ (,)1-!G8 .i... '~'."~ ..: . .' "p,(' Y' '-" -. , ":' --. .'-',..,. 1 ~ ",,~.:.., ... ~' . J..-'. :r..~::.lll... ~ .' . J.., ,'" l'C:";" _. I,,' ~-::--..;:t .- "IOA~ ... 1:..r .~;1 "T..... :..: ~t , . e If the employee in the performance of his duties must travel, he will receive expenses for transportation, meals, lodging and incidental expenses. Any such travel must first be authorized by the employee's Department Head with the approval of the City Manager. ~B~5 2Suggestions The City Manager and the Department Heads are desiring of providing a more efficient City Service and actively solicit the aid and suggestions of all City officials and employees. A suggestion submitted in writing will be acknowledged in writing and will be given thorough consideration. If an employee's idea or suggestion is adopted he will receive written recogni- tion of his contribution and a copy of such recognition will bE placed in his perament personnel file. If for some reason aL employee's idea cannot be adopted, he will receive a full explanation. 18