Resolution - 2020 - 19-24(a) - Revised Personnel Policy - 01/14/2020 RESOLUTION NO. 19-24(a)
A RESOLUTION OF THE CITY OF EAGLE, IDAHO ADOPTING THE CITY
OF EAGLE REVISED PERSONNEL POLICY AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, The City of Eagle, Idaho ("City") respects the needs of City Employees to
understand the conditions of employment, evaluation and benefits; and
WHEREAS, Employee Personnel Policies are useful tools for disseminating such
information; and
WHEREAS, The City of Eagle's Revised Personnel Policy is intended to be a working
document for purposes of clarifying the general nature of employment at the City of
Eagle;
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Eagle,
Idaho, that this Revised Personnel Policy shall take effect and be in force upon adoption
by the Eagle City Council. This Revised Personnel Policy shall repeal, supersede, and
take precedence over any and all other personnel policies of the City of Eagle.
Adopted and approved by the Eagle City Council on this/ _Alay of January 2020.
CITY OF EAGLE
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`SHARON K. BERGMANN
CITY CLERK/TREASURER
THE CITY OF EAGLE
PERSONNEL POLICY
Adopted December 18, 2019
Resolution No. 19-24
Revised Personnel Policy
Adopted January 14, 2020
Resolution No. 19-24(a)
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CITY OF EAGLE PERSONNEL POLICY
WELCOME
The City of Eagle’s Personnel Policy provides relevant information regarding City policies and
benefits. Each employee should read and become familiar with information contained in this Personnel
Policy. If an employee has questions regarding the information provided herein, the Department
Supervisor or the Personnel Office will discuss them with the employee. Failure to comply with the
City’s policies or procedures may result in discipline, up to and including termination.
The Personnel Policy and its contents supersedes and replaces all previous personnel policies, except as
otherwise provided herein, and any representations made prior to its issuance, whether such were verbal
or written, implied or expressed, or otherwise stated/given, even if such prior representation covered
areas not addressed in this Personnel Policy.
When the “City” is referenced in this Personnel Policy (“Policy”) it means all Departments of the City
of Eagle.
The City of Eagle reserves the right to modify any of the polices, benefit offerings, and procedures,
including those covered in this Policy, at any time, without prior notice to and consent of City
employees. Changes may be made at the sole discretion of the City Council.
The City reserves the right to interpret and administer the provisions of this Policy as needed.
In the event there exists differing interpretations of a specific policy contained in this Policy, the City
Clerk’s Office or the Personnel Office will issue, after consulting with the City Attorney when
necessary, a final interpretation of this Personnel Policy.
If any chapter, section or portion of this Policy is found to be invalid by duly constituted authority, it
shall not affect the validity of the balance of these policies and procedures. If any portion of these
policies and procedures are in conflict, the most recent amendments shall apply.
Elected Officials and Independent Contractors of the City of Eagle are not covered by the provisions of
this Policy.
The responsibility and authority for the enforcement and administration of the policies and procedures
set forth herein are vested in the Mayor, the Library Director, the City Clerk’s Office, the Personnel
Office and the Department Supervisors.
At the time of employment each employee shall receive a copy of the Personnel Policy. It is the
responsibility of the employee to familiarize themselves with the contents of the Personnel Policy and
to acknowledge its receipt. Periodic updates or changes should also be acknowledged.
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NO SMOKING POLICY
City buildings and facilities are non-smoking in accordance with State and Federal requirements. Use
of tobacco products of any kind or e-cigarettes is not allowed within all indoor spaces of the City
buildings and Facilities or in City vehicles. Smoking is only permitted outside of City buildings, parks
and facilities.
INTRODUCTION TO PUBLIC EMPLOYMENT
The City of Eagle is a political subdivision of the State of Idaho, though it is not a part of state
government. The Eagle City Council serves as the governing body for the City of Eagle, carrying out
local legislative duties and fulfilling other obligations as required by law.
The City Council is the general policymaker for the City and has primary authority to establish terms
and conditions of employment with the City. The Mayor may appoint personnel to help carry out
administrative responsibilities. As with all elected public officials, the Mayor and City Council are
ultimately responsible to the voters of the City.
City Elected Officials and the Library Board of Trustees have certain powers as set forth in Idaho Code.
The terms set forth in this Policy reflect public entity policy at the time of its printing, but they are
subject to change at any time, without prior notice, and at the sole discretion of the City Council.
The City of Eagle wishes to maintain an effective, productive, and disciplined work force in order to
deliver outstanding quality services to the citizens of Eagle. Employees are responsible for performing
their jobs in a safe, productive and effective manner and within the instructions and standards
established by the employees’ Department Supervisors. In addition, employees are expected to maintain
acceptable standards of conduct in their employment.
Department Supervisors are responsible for communicating job duties, responsibilities and performance
standards and expectations. Department Supervisors accomplish this through job orientation, job
instruction, coaching and informal discussions with their full-time and part-time employees.
Each employee should recognize that although they may serve as an employee supervised by the
Mayor, the Library Director or a Department Supervisor, they remain an employee of the City and not
of the official who supervises their work.
The terms and conditions set forth in this Personnel Policy, and in the Resolutions and Policy
Statements that support it, cannot be superseded without the express written authorization of the City
Council. That is particularly true for terms or conditions that would establish a current or future
financial obligation for the City. An employee may, however, work for a Department with an
operational policy that provides additional direction to employees on expectations and procedures
unique to that Department.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
The selection of employees and all employment decisions, including classification, transfer, discipline,
and discharge, will be made without regard to race, religion, gender, sex, age, national origin,
non-job-related disability or any other characteristic protected by law.
No job or class of jobs will be closed to any individual except where a mental or physical attribute, sex
or age is a bona fide occupational qualification.
It is the Policy of the City of Eagle to comply in all respects with the Americans with Disabilities
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Act (ADA), the Americans with Disabilities Amendments Act - (ADAA) and the Uniformed Services
Employment and Reemployment Rights Act - (USERRA).
The City of Eagle will endeavor to make reasonable accommodations for qualified individuals with
known disabilities, unless doing so would result in an undue hardship. An employee should advise
their Department Supervisor or the Personnel Department if they require an accommodation to enable
the employee to perform the essential tasks of the job.
The City of Eagle will also endeavor to make reasonable accommodations for its employee’s religious
needs and practices, including those related to the appearance and observance of holidays. An
employee should advise either their Department Supervisor or Personnel Department if they require
accommodations for religious reasons.
“AT WILL” EMPLOYMENT
All employees of the City of Eagle are considered “AT WILL” and are employed at the discretion of
the Mayor, Department Supervisors and the Library Director, as appropriate. Unless an employee has a
written employment agreement signed by an authorized by the City Council, the employee is employed
“AT WILL” and are employed at the discretion of the Mayor, the Department Supervisors and the
Library Director. Nothing in this Personnel Policy is intended to in any way to create a Contract of
Employment nor shall this Personnel Policy be construed to contradict, limit or otherwise affect the
City’s right to terminate the employment relationship “at any time with or without notice or cause”.
Employees may be terminated with or without cause absent prior notice regardless of any clause in this
Personnel Policy.
Employees may resign or quit at any time for any or no reason, with or without cause or notice.
EMPLOYEE CODE OF CONDUCT
Employees are expected to conduct themselves in a professional manner that is both civil and
cooperative. City employees are public employees and therefore are exposed to additional public
scrutiny in both their public and personal conduct. The Workplace Conduct and Prohibited Workplace
Conduct (collectively “Code of Conduct”) has been established to aid employees in understanding both
expected and prohibited conduct. Violations of the Code of Conduct will be grounds for disciplinary
action up to and including termination of employment.
This list is illustrative and not inclusive. Other behaviors and acts of misconduct not specifically
detailed herein may be grounds for disciplinary action as well.
Nothing herein is intended to change the “At-Will” nature of employment or limit the reasons for
which an employee may be disciplined.
It is the responsibility of each Department Supervisor to monitor the employees under their supervision
regarding personal performance and behavior, Workplace Conduct and Prohibited Workplace Conduct.
WORKPLACE CONDUCT:
Each employee of the City of Eagle is expected to conduct themselves as a professional in harmony
with the high standards of the City as established by policies and other stated goals. Each employee
must recognize that public employees are subject to additional public scrutiny in their public and
personal lives because the public's business requires the utmost integrity and care. In order to
accomplish the goals of the City as a public institution, each employee is expected to avoid personal
behaviors which would bring unfavorable public impressions of the City and its Elected Officials.
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In order to accomplish this, each employee shall:
1. Be respectful, courteous and professional. Work cooperatively and constructively with fellow
workers and members of the public to provide public service of the highest quality and quantity.
2. Give their best efforts to accomplish the work of the City for public benefit in accordance with
policies and procedures adopted by the City Council and the Library Board of Trustees. Each employee
shall be subject to the administrative authority of their Department Supervisor.
3. Adhere to the defined work schedule and procedures. Each employee shall follow the rules
regarding the reporting of work hours and the approval that must be given for pay record submittal.
Failure to follow such rules may be grounds for delayed payment of wages or reimbursements, or for
imposition of appropriate disciplinary penalties.
4. Follow rules regarding work hours, including provisions granting Department Supervisors
authority to adjust them. Timing of work hours may be changed to accommodate the completion of
necessary work.
5. Be prompt and regular in attendance at work for defined work schedules or other required
employer functions and follow procedures for expectations to the normal schedules, including the
scheduling and taking of personal time off. Reports of chronic lateness shall be investigated by the
Department Supervisor and appropriate disciplinary action, including dismissal, will be taken if the
tardiness continues.
6. Abide by all departmental rules whether they be written or issued orally by the Department
Supervisor. No employee will be required to follow the directive of a Department Supervisor that
violates the laws of the City of Eagle, the State of Idaho or Federal Laws.
7. Abide by pertinent Statutes, and City of Eagle Ordinances concerning the dissemination of
information to the public from public records or about public matters. The decision to release
information from the public records or to disclose writings or other information in the hands of a public
official belongs with the City’s Record Specialist who has official custody of that record. Each
employee shall maintain the confidential nature of records that are not open to public scrutiny in
accordance with the direction of the Records Specialist. Do not release personnel information or any
other public record absent adherence to State Law and without the express authority of the Records
Specialist who is responsible for the custody of the records or without an order from a court of
competent jurisdiction.
8. Avoid nepotism in appointments and working relationships with other employees in the City. No
employee shall engage in conduct, which violates State Nepotism Laws.
9. Avoid conflicts of interests in appointments and working relationships with other City employees,
contractors and potential contractors in the City and related agencies.
10. Adhere to any code of ethics in their profession and not engage in conflicts of interest or use their
public position for personal gain.
11. Not engage in conduct which violated Idaho Code 18-1356–Conflict of Interest Laws.
12. Be professional and on task when performing job functions. Unprofessional behavior, such as
“horseplay” distracts from quality of work, poses a safety risk and will not be tolerated.
13. Do not accept gifts, gratuities in excess of $50.00 or loans from organizations, business concerns,
or individuals with whom the employee has official relationships while on business of the City. These
limitations, however, are not intended to prohibit the acceptance of articles of negligible value, which
are distributed generally, or to prohibit employees or officials from accepting social courtesies, which
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promote good public relations. These limitations are not intended to prohibit employees from obtaining
loans from regular lending institutions. It is particularly important that inspectors, contracting officials
and enforcement officials guard against relationships, which might be construed as evidence of
favoritism, coercion, or unfair advantage or collusion.
14. Not serve on any board or commission which regulates City Code or otherwise affects the official
duties or personal interests of said employee in a way that could create disadvantage for other members
of the public or for the employee.
15. Maintain a current appropriate driver’s license when employees job or the City requires the
employee to drive a vehicle as part of their responsibilities. Employees must report any state-imposed
driving restrictions to their Department Supervisor and notify their Department Supervisor of their
driving abilities that are impaired. Employees will not engage in conduct in the operation of a motor
vehicle that impairs the ability of the employee to perform job functions even though the driving
conduct does not occur during hours of employment.
16. Not engage in workplace or public conduct otherwise detrimental to the accomplishment of the
goals established by the Mayor, the City Council, the Library Board of Trustees or the Department for
whom they work.
19. Follow all rules for care and use of public property to assure that the public investment in
equipment is protected and that the safety of the public and other workers is maintained.
20. Follow all rules for reporting accidents on the job. Each employee shall cooperate in the reporting
and reconstruction of any job-related accident in order that workplace hazards can be eliminated, and
that proper consideration can be accorded to injured workers and the public.
21. Report any accidents observed to have happened on City property or involving City property. Each
employee shall provide as much information as they can from the observations made in the course of
activities associated with one's work. Such information should be reported to the employee's
Department Supervisor as soon as physically possible and reasonable efforts should be made to assist
those in need.
22. Follow all rules regarding safety in the workplace whether established formally by the Department
or by outside agencies. Employees are encouraged to suggest ways to make the workplace or work
procedures safer.
23. Perform such obligations as are necessary to carry out the work of the City in an efficient and
effective manner at minimal costs and with limited risk to the public and fellow workers.
24. Keep the general work areas clean and orderly. While the buildings have custodial services to
maintain most of the larger areas, individual employees are responsible for the neatness of their own
work areas.
25. It is important for individuals to keep all personal valuables in a safe and secure place. Employees
shall report any suspicious circumstances or missing items to their Department Supervisor immediately.
Also, employees shall secure their individual workstations using the designated log offs or other
password-related security checks when away from their station.
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PROHIBITED WORKPLACE CONDUCT:
Prohibited Workplace Conduct is when an Employee engages in criminal conduct involving any theft,
fraud, violence, or a related crime.
Employees are expected to refrain from behaviors that reflect adversely upon the City.
The following list of prohibited workplace conduct are representative, not all-inclusive of prohibited
workplace conduct within the workplace; employees of the City SHALL NOT:
1. Use any substances, lawful or unlawful, that will impair the employee’s ability to competently
perform their work or threaten the safety and well-being of other workers or the public. If the
employee is prescribed a medication that may impair the employee’s ability to safely do their job, the
employee is required to provide a physician’s note explain the possible effects of the medication on the
employee’s ability to do their job and the length of the time that the employee will be required to take
the medication. Refer to the “Drug Free Workplace Policy”.
2. Engage in abusive conduct to fellow employees or to the public or use abusive language in the
presence of fellow employees or the public. Abusive language shall include, but is not limited to:
profanity, loud, harassing or offensive speech.
3. Sleep or be absent from the employee's workstation when on duty. Employees shall be attentive to
their work at all times.
4. Engage in malicious gossip and/or spreading rumors; engaging in behavior designed to create
discord and lack of harmony; willfully interfering with another employees work output or encouraging
others to do the same.
5. Use work time for personal business including but not limited to the following actions: selling of
goods or services, or voicing religious, political, or social views to fellow employees.
6. Engage in political activities while on duty in public service. Employees shall enjoy full political
rights when not carrying out their work obligations.
7. Knowingly provide false or misleading statements to the Public, the Mayor, the City Council, the
Library Board of Trustees, the Library Director or a Department Supervisor.
8. Provide false or misleading information on employment applications, job performance reports, or
any other related personnel documents or papers.
9. Discriminate in the treatment of co-workers or members of the public on the basis of race, religion,
gender, age, disability or national origin.
10. Use of tobacco products of any kind or e-cigarettes is not allowed within all indoor spaces of the
City’s buildings and facilities or in City vehicles. Smoking is only permitted outside of City buildings,
parks and facilities.
11. Violate state statutes or local rules regarding the inappropriate use, alteration, destruction, or
removal of any Public Records required by law to be kept by the City or by other Public Officials.
12. Abuse employee benefit offerings by taking unjustified annual vacation, or otherwise participate in
a scheme or deception designed to create incorrect personnel records or to claim benefits which are not
deserved in accordance with the City’s Personnel Policy.
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13. Violate rules concerning absence from the workplace without proper authorization. Employees
must obtain prior permission as required by this Personnel Policy for use of Paid Time Off (PTO),
bereavement or other types of leave granted by this Personnel Policy. Failure to comply with the
Personnel Policy may result in disciplinary action or dismissal.
14. Engage in prolonged visits with co-workers, children, friends, family members, acquaintances,
salespersons or others not related to City business, whether in person, over the telephone or electronic
manner (i.e., e-mail), or engage in another business or other personal endeavor which interfere with the
course of work in the Department in which the employee serves.
15. Use telephones, computers, and other City property in the office or workplace in a manner that
violates this Policy or that disrupts the work or workflow. Workplace equipment shall not be used for
any purpose relating to the employee's business or other personal use.
16. Engage in criminal conduct involving any theft, fraud, violence, or such related crimes.
Additionally, any employee who drives City vehicles and is convicted of a misdemeanor or felony
moving violation will result in discipline, demotion or termination.
17. Disregard any rule established by the Mayor, the Library Director, the City Clerk’s Office, the
Personnel Department, or Department Supervisors to maintain order and productivity in the workplace.
18. Harass a fellow worker or member of the public at any time while in active City service.
19. Allow use of unlawful substances or consumption of alcoholic beverages in any vehicle at any time
or any City building without an appropriate permit.
20. Violate any lawful rule established by the City Council, the Mayor, the Library Board of Trustees
or the Library Director to maintain order and productivity in the workplace.
21. Unauthorized duplication or misuse of City keys or personnel key cards.
22. Engage in conduct at or away from work that may reflect adversely upon the City or its officials or
otherwise impair the employee’s ability to perform.
23. Engage in criminal conduct of any kind while on or off the job.
24. An employee who drives a City vehicle and is convicted of a misdemeanor or felony moving
violation will result in discipline, demotion or termination.
The foregoing lists are not all-inclusive. Violation of any of the rules set forth in this Personnel Policy
shall be grounds for disciplinary action, including possible dismissal.
The rules contained in this Personnel Policy are subject to change at any time in the sole discretion of
the City Council.
Potential penalties for violation of any such rules may include but shall not be limited to:
a. Leave with or without pay.
b. Suspension for a variable or fixed period.
c. Demotion to position with lower compensation and/or authority.
d. Reprimand
e. Termination.
These penalties are listed in no particular order nor is there any requirement that a lesser penalty is
required prior to termination or other such disciplinary action.
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WORKPLACE VIOLENCE
The City seeks to provide a violence-free workplace. Violence in the workplace poses a threat to the
safety of City employees and the general public. The City will not tolerate acts and behaviors that are
likely to result in workplace violence, including, but not limited to, abusive language, hitting or
shoving, threats of bodily harm, threats or acts of violence, brandishing of an object which may be used
as a weapon, sending threatening, harassing or abusive e-mails and faxes, using the workplace to
violate protective orders and stalking.
All employees are responsible for minimizing workplace violence. All acts or threats of violence should
be promptly reported to the Mayor, a Department Supervisor or the Library Director, as appropriate.
Employees should also report situations that they believe could lead to workplace violence, including
but not limited to protective orders or other no-contact orders. Any employee who is determined to be
responsible for acts or threats of violence, or other conduct listed in this section, will be subject to
prompt disciplinary action up to and including termination of employment.
UNLAWFUL WORKPLACE DISCRIMINATION
HARRASSMENT AND RETALIATION
The City strives to maintain a supportive and civil workplace, one in which employees treat each other
with respect and dignity. In keeping with these values, the City prohibits and does not tolerate unlawful
workplace discrimination, harassment or retaliation. Petty slights, annoyances, and isolated incidents
(unless extremely serious) will not rise to the level of illegality. To be unlawful, the conduct must
create a work environment that would be intimidating, hostile or offensive to reasonable people.
Employees are encouraged to inform the harasser directly that the conduct is unwelcome and must stop.
Employees should also report harassment at an early stage to prevent its escalation.
The City designates the Mayor, Department Supervisors, the Library Director, the City Clerk’s Office
and the Personnel Office as the Designated City Officials who will be responsible for directing the
procedures of this Policy.
The following defined terms are applicable to this section:
Legally protected class means a personal characteristic that is protected by law. This includes race,
color, national origin, religion, sex, age (40 and over), disability, or any other characteristic protected
by law.
A. Workplace Discrimination:
Workplace discrimination is when one or more persons in a legally protected class are treated adversely
with respect to their participation in the workplace. Adverse employment actions usually involve
decisions made by Department Supervisors that affect the workplace status and benefits of employees.
Illegal adverse employment actions may include, but are not limited to, not hiring a qualified applicant
due to their age, not promoting an employee due to their religious beliefs, denying an employee a raise
due to their race, disciplining an employee more harshly than others due to his/her sex, and terminating
an employee due to their national origin.
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B. Workplace Harassment:
Workplace harassment is unwelcome conduct that is directed to one or more persons, in a legally
protected class, that interferes with their participation in the workplace. The offensive conduct must be
severe or recurring such that it creates a work environment that a reasonable person would consider
intimidating, hostile or abusive.
Offensive conduct may include, but is not limited to, offensive jokes, slurs, epithets or name calling,
physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, offensive objects or
pictures.
C. Workplace Sexual Harassment:
Sexual harassment is a specific type of workplace harassment. Since it is particularly destructive to the
work environment it is more thoroughly addressed here.
Sexual harassment occurs when one or more persons are subject to unwelcome sexual advances,
request for sexual favors, or other verbal, non-verbal, visual or physical harassment of a sexual nature
that is so severe or recurring such that it creates a hostile or offensive work environment.
Sexual harassment includes sexually harassing others of the same and/or different gender, gender
identity or gender expression.
Sexual harassment is unlawful whether it involves co-workers, Department Supervisors, Elected
Officials, or customers of the City.
Sexual harassment may include, but is not limited to:
1. Leering, making sexual gestures, or displaying derogatory and or sexually suggestive objects,
pictures, cartoons, posters or drawings;
2. Sexually degrading language, derogatory comments, epithets, slurs, sexually explicit jokes or
comments;
3. Verbal or non-verbal unwanted sexual advances or propositions;
4. Threatening or making reprisals after a negative response to sexual advances;
5. Offering employment benefits such as raises, promotions and job retention in exchange for
sexual favors;
6. Unwanted physical conduct such as touching, massaging, pinching, patting, hugging; and
7. Physical interference with normal work or movement including impeding or blocking
movement.
D. Hostile Work Environment:
A hostile work environment is discrimination or harassment in the workplace in which comments or
conduct based on a legally protected class, unreasonably interferes with participation in the workplace.
To a reasonable person, the comments or conduct must be severe or recurring such that it creates an
intimidating or offensive work environment. Isolated incidents, petty slights, occasional teasing or
impolite behavior are generally not sufficient to create a hostile work environment.
Examples of a hostile work environment may include, but are not limited to, being subjected to daily
racial slurs, recurring derogatory comments about job performance based on gender, continuous sexual
advances or propositions, frequently receiving sexually explicit emails from a coworker, physical
harassment like hitting, pushing, groping and other touching.
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E. Workplace Retaliation:
Workplace retaliation is when an employee is punished or negatively treated because the employee
engaged in legally protected activity, including initiating a complaint of discrimination or harassment,
providing information or assisting in an investigation or refusing to follow orders that would result in
discrimination or harassment. Retaliation can result from employment action taken by a Department
Supervisor, an Elected Official or from acts of other employees.
Examples of conduct that might be considered retaliation for engaging in protected activity include
assigning the employee to less desirable tasks or shifts in the office, denying an employee a promotion
or raise, socially isolating an employee, playing practical jokes on the employee, and allowing other
employees to be critical of an employee for participating in a workplace investigation into alleged
discrimination or harassment.
F. Responsibilities:
1. Employee Responsibilities:
Employees should report incidents of discrimination, harassment, sexual harassment, hostile work
environment or retaliation as soon as possible after the occurrence. Reporting should be made to any of
the following:
A Designated City Official: i.e. the Mayor, Library Director, City Clerk’s Office or the
Personnel Department.
Any Department Supervisor.
Legal Counsel for Idaho Counties Risk Management (ICRMP).
www.icrmp.org. claims @icrmp.org (208)-336-3100
The employee may report the incident to any of the listed Designated City Officials. If the initial
reporting is done verbally, the employee may be asked to provide a written account of the incident.
Regardless of whether the offensive act was committed by a Department Supervisor, an Elected
Official, co-worker, vendor, visitor or customer, the incident should be reported.
2. Department Supervisor and Library Director Responsibilities:
All Department Supervisors and the Library Director, as appropriate, are expected to ensure that the
work environment is free from unlawful discrimination, harassment, sexual harassment, retaliation or
the development of a hostile work environment. They are responsible for the application and
communication of this policy within their work areas.
Department Supervisors and the Library Directorshall:
Encourage employees to report any violations of this policy before the harassment becomes
severe or recurring.
Make sure a Designated City Official and ICRMP are made aware of any inappropriate
behavior in the workplace.
Create a work environment where sexual and other harassment, discrimination, or retaliation is
not permitted.
Correct any behaviors they observe that could constitute unlawful discrimination, harassment,
sexual harassment or hostile work environment.
Report any complaint of unlawful discrimination, harassment, sexual harassment, retaliation or
hostile work environment to a Designated City Official and notify ICMP.
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G. Procedure for Reporting and Investigating:
The City Attorney and the City’s insurer (ICRMP) will be notified and engaged in all phases of any
proceeding or investigation.
The following steps must be followed to report and investigate incidents of unlawful discrimination,
harassment, sexual harassment, retaliation, or the development of a hostile work environment.
1. A person who believes they has been unlawfully discriminated, harassed or retaliated against, or
who observes or knows about behavior in the workplace that could be unlawful discrimination,
harassment or retaliation, should report it to a Designated City Official, any Department Supervisor or
the Library Director; or Legal Counsel for Idaho Counties Risk Management, ICRMP www.icrmp.org
or the Equal Employment Opportunity Commission www.eeoc.gov. Should a Department Supervisor
or Library Director receive the report, they must then forward it to a Designated City Official. If the
Designated City Official is the subject of the complaint, the report must then be forwarded to ICRMP
legal counsel.
2. Once such a complaint has been made, the complaint cannot be withdrawn by the complainant
without a determination that is was made erroneously.
3. The Designated City Official shall promptly review the complaint and consult with ICRMP, the
City’s insurer, who will act as legal counsel for the City, and the Personnel Department.
4. The Designated City Official, in consultation with ICRMP’s legal counsel should investigate the
complaint.
5. In appropriate circumstances, the person who is alleged to have committed the offense may be
placed on paid or unpaid administrative leave, pending a resolution of the allegations. The Designated
City Official, in conjunction with legal counsel shall make this determination.
6. ICRMP will interview the complainant, the person alleged to have committed the offenses, and any
relevant witnesses to determine whether or how the alleged conduct occurred.
7. The Mayor, the appropriate Department Supervisor or the Library Director, as appropriate, and
ICRMP, legal counsel for the City, will meet separately with both the complainant, and the person
alleged to have committed the offenses, to notify them in person of the findings of the investigation.
8. The complainant and the person alleged to have committed the offenses may submit written
statements to ICRMP, the Mayor, the Department Supervisor or the Library Director, as appropriate,
challenging the factual basis of the findings. Unless circumstances prevent, the statement must be
submitted no later than five (5) working days after the meeting in which the findings of the
investigation are discussed.
9. After ICRMP, the Mayor, the Department Supervisor or the Library Director, as appropriate, and
have met with both parties and reviewed the documentation, and after consultation with ICRMP, a
decision will be made as to what action, if any, should be taken by the City.
10. At the conclusion of the investigation, ICRMP will submit a report of the findings to the Mayor, the
Department Supervisor and the Library Director, as appropriate, who will then route it as appropriate to
be placed in a confidential location in the accused employees personnel file.
11. In addition, at the conclusion of this complaint procedure, the complainant should be informed that
appropriate action, if any, has been taken. Because disciplinary personnel matters are confidential,
details of the specific discipline should not be shared with the complainant.
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H. Disciplinary Action:
1. If it is determined that unlawful discrimination, harassment or retaliation has occurred, an
appropriate course of action will be taken by the City. The action will depend on the following factors:
a. The severity, frequency and pervasiveness of the conduct;
b. The conduct of the respective employees;
c. Prior complaints made against the person alleged to have committed the offenses; and
d. The quality of the evidence (first-hand knowledge, credible corroboration etc.).
2. If problematic conduct is revealed in the investigation, corrective action may be taken even if the
investigation is inconclusive or if it is determined that there has been no unlawful discrimination,
harassment or retaliation.
I. Confidentiality:
Confidentiality will be maintained to the fullest extent possible in accordance with applicable federal,
state and local law. However, a complete and thorough investigation of the allegations will require
ICRMP to inform witnesses of certain aspects of the complaint in order to obtain an accurate account of
the actions of the parties involved.
DRUG FREE WORKPLACE POLICY
Statement of Purpose:
To establish a “Drug-Free Workplace” for the safety and health of the City of Eagle employees,
customers and the general public; to increase employees’ productivity and work quality; to enhance a
competitive marketplace position; and also, to support the objectives of the Idaho Private Employer
Alcohol and Drug-Free Workplace Act. (I.C. 72-1701, et seq.) This Policy was adopted by the City
Council by Resolution No. 08-13.
Scope:
All employees are subject to the conditions and terms of this Policy.
Policy:
In keeping with the City of Eagle’s objective to provide a safe and healthy work environment, it is the
City’s Policy that:
1. The possession, sale, transfer, attempt to sell or use of prohibited drugs while on the job, on City
time, on City and/or Non-City property, where work is taking place, or in any other circumstances
which might adversely affect City operation or safety is strictly prohibited. Any illegal substance that
is found in the possession of an employee or on the premises will be turned over to appropriate law
enforcement agencies and may result in criminal prosecution.
2. Employees will not be permitted to work with a detectable level of prohibited drugs in their system.
Prohibited drugs include both illegal and legal substances, including alcohol or prescription drugs that
have not been specifically prescribed and/or used as prescribed by a licensed physician (or other
appropriate healthcare professional) for specific treatment purposes of the employee at that time.
Appropriate use of prescription drugs that may pose a significant risk or harm to anyone, as a result of
the employee’s inability to perform the essential functions of their job, must be reported by the
employee to their Department Supervisor or the Library Director, as appropriate.
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3. The basis for determining “under the influence” and/or “detectable level” is, for the purposes of this
policy, a positive test result for drugs and/or alcohol. A positive result for alcohol shall be an alcohol
concentration of .02 or more.
4. All employees must report any drug, alcohol or traffic related citations or other violations occurring
on or off the City’s premises while in the employment of the City of Eagle. A report of a citation must
be made to the City within the same work period of receiving the citation.
5. When a Department Supervisor or the Library Director, as appropriate, determines there is
reasonable suspicion to believe an employee is under the influence of, or in possession of, any
substance prohibited by these standards or is otherwise in violation of this policy, the City may:
a. Search any of the employee’s or City’s property. Such search can include the employee’s purse,
bag, outer garments (hat, coat, sweater, etc.), locker, desk, office, vehicle, or any other property
located on the city premises.
b. Require that the employee submit to appropriate tests to determine the existence of prohibited
substances within his or her system.
Violations Of This Policy:
Any of the following situations shall be considered work-related misconduct, resulting in the denial of
unemployment benefits, and grounds for disciplinary action, up to and including termination:
1. A confirmed positive test for drugs and/or alcohol. For the purposes of the alcohol test, a
positive result shall be .02 alcohol concentration or more.
2. An employee’s refusal to provide a sample or submit to testing.
3. An employee adulterates, substitutes or dilutes a sample.
Substance Testing:
To support the objectives of a “Drug-Free Workplace”, testing for drugs and/or alcohol may, unless
otherwise prohibited by applicable law be done under the following circumstances:
Prospective employees testing:
Job applicants & prospective employees whom the City is considering offering employment to shall
submit to a pre-employment drug testing. Refusal to submit may result in the offer of employment not
being extended.
The prospective employee shall not be paid for any time spent for drug and/or alcohol testing and the
City will incur the costs associated with testing.
Baseline:
A baseline drug and/or alcohol test may be done to establish a result for all current employees.
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Post-Accident:
Any employee whose performance either contributed to any accident or injury or cannot be completely
discounted as a contributing factor to an accident will be tested based upon the following conditions:
1. If the accident caused injuries resulting in medical treatment being provided by a physician or his
or her designee (other than first aid).
2. Accidents resulting in property damage.
Reasonable Suspicion:
Any employee will be required to submit to a drug and/or alcohol test when observed by one individual
who has reasonable suspicion to believe that an employee is under the influence of drugs and/or
alcohol. These beliefs will be based upon specific physical behavior or performance indicators. A
second witness, who is a Department Supervisor, the Library Director or the Personnel Office, may be
required to observe and/or concur to make the decision to test. The employee will be taken to the
collection site and not be allowed to drive after the test.
Random:
The City may require employees to submit to a drug and/or alcohol test on a random basis. These
random tests will be conducted by selecting employees by chance. DrugFree Idaho, Inc. will make the
random selection of employees using a technique that satisfies applicable law. The City will not
conduct random testing in locations or with respect of employees where such testing is prohibited by
law. All employees selected by chance will report to a designated collection site immediately when
notified that they were selected for a random drug and/or alcohol test.
Return-To-Duty/Follow-Up:
See the “Return-to-Work” section later in this Policy.
Right Not To Be Tested:
An employee does have the right to refuse to be tested or have personal property searched. However,
refusal to submit to a search or a physical test is grounds for disciplinary action up to and including
termination.
Testing Procedures:
1. DrugFree Idaho, Inc. is the third-party administrator for the City of Eagle’s “Drug-Free Workplace”
program.
2. All drug testing chain of custody forms, record keeping, educational/training elements, reporting
and testing for drugs and alcohol shall be in accordance with I.C. 72-1704 and/or other applicable
law.
3. The actual analysis of all samples will be conducted by a Substance Abuse and Mental Health
Services Administration (SAMHSA) approved lab.
4. All sample collection activity and drug/alcohol cut-off levels will be consistent with requirements
established by the Department of Health and Human Services and the Substance Abuse and Mental
Health Services Administration to assure the validity, confidentiality and security of the samples
and test results.
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5. DrugFree Idaho, Inc. will designate a Medical Review Officer (MRO), or designee, to interpret,
evaluate and monitor the drug testing program and results. The MRO will be a licensed physician
with knowledge of drugs, testing methods and drug abuse disorders.
6. The City and/or physician shall determine the drug testing technique (e.g., urine sample, breath
sample, blood sample, physical examination, sobriety examination) to be administered for the types
of tests listed above.
7. All individuals who are required to be tested under the conditions of this policy will report to the
City’s designated collection site at the requested time with proper identification.
8. If the test or retest is negative, the MRO or designee reviews the chain of custody form for
completeness and accuracy, and then the results are reported to the City.
9. All specimens identified as positive on the initial test shall be confirmed using gas
chromatography/mass spectrometry (GC/MS) and/or breath alcohol confirmation techniques to
ensure reliability and accuracy.
Employee Rights And Obligations:
1. The City shall pay for the costs of initial drug and/or alcohol tests pursuant to this policy.
2. Any time spent for drug testing shall be considered work time. Job applicants/prospective
employees shall not be paid for any time spent for drug and/or alcohol testing.
3. The City shall receive a confirmatory test on all positive results before any type of disciplinary
action or termination occurs.
4. If an employee or prospective employee tests positive for drugs or alcohol:
a. Prior to notification of the City the Medical Review Officer shall contact the employee so that
they may discuss and explain the positive drug test result. It is the employee’s obligation to be
available to the physician, so the situation can be discussed.
b. The City will inform the employee, in writing, of the positive test and the substance for which
the employee tested positive.
c. The employee may request additional testing of the same sample at a mutually agreed-upon
laboratory. The employee shall bear the cost of any additional testing. The employee must
request in writing such retesting within seven (7) working days from the date of the positive test
notification.
5. If the retest is negative, the City may:
a. Reimburse the employee the cost of the retest.
b. Compensate the employee for any time suspended without pay.
c. Reinstate the employee with back pay if the employee was terminated solely for the positive test
result that is later determined to be negative.
Return to Work: The City has the option of disciplinary action up to and including termination for a
positive test for drugs and/or alcohol. When disciplinary action other than termination has been chosen
as an option, the employee may return to duty when the following conditions (which may be at the
employee’s expense) are met:
a. The employee shall be subject to an evaluation by a substance abuse professional
(SAP)/Employee Assistance Program (EAP) who shall determine what assistance and/or
education, if any, the employee needs in resolving problems associated with misuse of alcohol
and/or drug use.
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b. The employee shall undergo a return-to-duty test with a verified negative result. The test shall
be performed at the employer’s designated collection site, no more than twenty-four (24) hours
prior to the employee’s return to work.
c. Any employee identified as needing assistance in resolving problems associated with alcohol
misuse and/or drug us.
d. May be required to follow a rehabilitation program prescribed for resolving problems associated
with alcohol misuse and/or drug use.
e. May be subject to unannounced follow-up alcohol and/or drug testing. The number and
frequency of such testing shall consist of at least six (6) tests in the first 12 months, not to
exceed 60 months from the date of the employee’s return to duty.
f. Provide a signed agreement stipulating his or her commitment to the outlined recommendations
and/or testing.
City of Eagle Rights And Obligations:
1. All prospective and current employees will be fully informed of the City of Eagle “Drug-Free
Workplace” Policy and procedures prior to any testing being administered. All employees, both
current and prospective, will be provided with a copy of this policy and indicate by their signature
that they agree to adhere to this policy. No current or prospective employee shall be tested until
this information is provided to them.
2. Upon receipt of a confirmed positive test for drugs and/or alcohol or refusal to submit to a test, the
City may use such test or conduct as a basis for disciplinary action, up to and including
termination, or the City may refuse to hire a prospective employee.
3. The City may suspend an employee with or without pay at the time a reasonable suspicion test is
conducted and/or upon receipt of a confirmed positive test for drugs and/or alcohol.
4. The City will not permit an employee to operate a motor vehicle or to perform a safety-sensitive
job function upon receipt of a confirmed positive drug and/or alcohol test.
5. Upon receipt of a confirmed positive test for drugs and/or alcohol, the City may require that the
current employee utilize the return-to-work procedure as outlined above as a condition of
continued employment or reinstatement.
6. The City intends to maintain all test results in a confidential manner and to make the results
available to other parties only upon specific written consent of the individual tested.
7. This policy shall not in any way create a physician-patient relationship with the City and
prospective or current employees.
8. If an employee tests positive for drugs or alcohol, such employee shall not be considered disabled
by virtue of the test results alone.
The City recognizes drug and alcohol dependency as a serious problem. It is also a health, safety and
security threat to the business. Employees who need help in overcoming such dependency should
contact their Department Supervisor and available alcohol and drug abuse resources within the
community, or the City’s Employee Assistance Program. A voluntary, conscious effort to seek such
help may not jeopardize employment.
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On-The-Job Use, Possession, or Sale of Drugs:
a. Legal Drugs:
Except as provided below, the use or being under the influence of legally obtained drugs while
performing City business or in a City facility is prohibited to the extent that such use or influence may
affect the safety of co-workers or members of the public, the employee’s job performance, or the safe
or efficient operation of the City facility. An employee may continue to work, even though under the
influence of a legal drug, if the City has determined, after consulting with appropriate medical
authorities, that the employee does not pose a threat to their safety or the safety of co-workers or the
public, and that the employee’s job performance is not significantly affected by the legal drug.
Otherwise, the employee may be required to take a leave of absence or comply with other appropriate
actions determined by the City.
b. Illegal Drugs:
The use, sale, purchase, transfer, or possession of any illegal drug by any employee while in a City
facility, vehicle or while performing City business is prohibited. The presence of any detectable
amount of any illegal drug in an employee while performing city business is prohibited.
Violation of this Policy can result in disciplinary action, up to and including termination, even for a first
offense.
Searches:
The City may conduct unannounced searches for illegal drugs or alcohol on City property. Employees
are expected to cooperate in conducting such searches.
Searches of employees and their personal property may be conducted when there is reasonable
suspicion to believe that the employee or employees may be in violation of this Policy.
Searches of employees and their personal property may otherwise be conducted when circumstances or
workplace conditions justify them, when reasonable suspicion exists that the employee or employees
may be in violation of this Policy.
An employee’s consent to a search is required as a condition of employment and the employee’s refusal
to consent may result in disciplinary action, including termination, even for a first refusal.
Searches of City facilities and property can be conducted at any time and do not have to be based on
reasonable suspicion of possible violations of this Policy.
FAMILY MEDICAL LEAVE ACT (FMLA)
Eligible employees enjoy all rights and responsibilities provided them under Federal Law as stated in
the Family Medical Leave Act. FMLA requires covered employers, for which the City is one, to
provide up to twelve (12) weeks of unpaid, job-protected leave to eligible employees for the following
reasons:
for incapacity due to pregnancy, prenatal medical care of childbirth;
to care for the employee’s child after birth, or placement for adoption or foster care;
to care for the employee’s spouse, son, daughter or parent, who has a serious health condition;
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for a serious health condition that makes the employee unable to perform the employee’s job;
for any qualifying exigency arising out of the fact that a spouse, son, daughter, or parent is a
military member on covered active duty or call to covered active duty status.
Eligibility Requirements: Employees are eligible if they have worked for a covered employer for at
least twelve (12) months and have one thousand two hundred fifty (1,250) hours of service in the
previous twelve (12) months.
Use of Leave: Employees will be required to provide certification to support the request for FMLA
leave. An employee does not need to use this leave entitlement in one block. Leave can be taken
intermittently or on a reduced leave schedule when medically necessary. Employees must make
reasonable efforts to schedule leave for planned medical treatment so as to not to unduly disrupt the
City’s operations. The City requires that any PTO leave the employee may have is to be used
concurrently with FMLA leave. During FMLA leave, the City will maintain the employee’s health
coverage and PTO accruals on the same terms as if the employee had continued work.
Employees anticipating time off for childbirth or adoption should consider utilizing benefits made
available through Family Medical Leave Act (FMLA).
In addition to FMLA the City makes available paid family leave to both permanent part-time and full-
time employees, that shall run concurrently with any FMLA leave taken. The hours, as listed below, are
made available to the employees for up to one (1) year following the birth of a child. Or the placement
with the employee of a child for adoption or foster care, to bond with the newly placed child within one
year of placement. There is no “cash out” value for these hours.
Additional time off related to the birth of the child may be taken in accordance with the PTO Policy in
this Policy.
Full-time City employees may receive one-hundred sixty (160) hours of family leave at full pay in
addition to accrued PTO. The one-hundred sixty (160) hours of leave must be used as a continuous
block of leave. There is no “cash out” option for these one-hundred (160) hours.
Part-time City employees may receive eighty (80) hours of family leave at full pay in addition to
accrued PTO. The eighty (80) hours of leave must be used as a continuous block of leave. There is no
“cash out” option for these eighty (80) hours.
Any employee who becomes pregnant may continue to work until such time as the employee can no
longer satisfactorily perform duties assigned according to their essential job functions to the satisfaction
of the Department Supervisor or until such time as the employee’s physical condition is such that
continued employment may prove injurious to the employee’s health as confirmed by the employee’s
physician.
A physician’s certification will be required for the employee to resume work.
Upon return to work female employees shall be allowed a break each time the employee needs to
express breast milk. Such breaks shall be paid breaks provided that they do not exceed twenty (20)
minutes twice daily. The City will provide an accessible location allowing privacy (e.g., shielded from
view and free from intrusion from coworkers and the public with a locked door).
Employee Responsibilities: Employees must provide thirty (30) days advance notice of the need to
take FMLA leave when the need is foreseeable. When thirty (30) days is not possible, the employee
must provide notice as soon as practicable and generally must comply with the PTO leave request
procedures. Employees must provide sufficient information for the City to determine if the leave may
qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient
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information may include that the employee is unable to perform job functions, the family member is
unable to perform daily activities, the need for hospitalization or continuing treatment by a health care
provider, or circumstances supporting the need for military family leave. Employees also must inform
the employer if the requested leave is for a reason for which FMLA leave was previously taken or
certified. Employees will be required to provide a certification and periodic recertification supporting
the need for leave.
Employer Responsibilities: The City shall inform employees requesting leave whether they are
eligible under FMLA. If they are, the notice will specify any additional information required as well as
the employee’s rights and responsibilities. Covered employees will be informed if leave will be
designated FMLA protected and the amount of leave counted against the employee’s leave entitlement.
If the employee is not eligible the City shall provide a reason for ineligibility.
Benefits and Protections: During FMLA leave, the City will maintain the employee’s health coverage
and PTO accruals on the same terms as if the employee had continued work. Employee’s will continue
to be responsible for any dependent premium costs that may be applicable. Upon return from FMLA
leave, most employees will be restored to their original or equivalent position with equivalent pay,
benefits and other employment terms.
For a more comprehensive overview of FMLA rights and responsibilities, consult the Clerk’s Office or
U.S. Department of Labor – Wage and Hour Division. www.wagehour.dol.gov
These guidelines have been prepared to protect the safety and health of employees. Employees are to
follow these regulations, review them often, and use common sense in carrying out their assigned
duties. This regulation expresses the City’s commitment to and involvement in providing all
employees a safe and healthy workplace.
WORKERS COMPENSATION PROCEDURES
Injury Reporting and Certification: City of Eagle employees who have been injured on the job are
responsible to immediately contact their Department Supervisor or the Personnel Department.
Immediate reporting of injuries and illnesses can be important in establishing that injuries are covered
by workers’ compensation. Failure to report an injury or illness as required by State and City
procedures could result in loss of compensation benefits and corrective action up to and including
termination.
Immediate treatment should be sought at the City’s preferred provider facility which is St. Luke’s
Regional Medical Facility. An appointment is not required for an employee to be seen at the City’s
preferred provider facility.
Both the employee and their Department Supervisor or the Library Director, as appropriate, should
complete the Workers Compensation forms as detailed in the Workers Compensation procedures
section below.
If the injury causes the employee to be unable to work, the employee must supply a physician’s notice
indicating any physical limitations. The City may attempt to modify work for a temporary period to
assist the employee in returning to work. It is the responsibility of the employee to comply with all
restrictions received from the physician. Failure to do so may result in the employee being sent home in
order to facilitate healing on the employee’s behalf. Once the employee is capable of performing all of
their duties, the employee must supply a physician’s notice indicating the employee may return to their
normal duties. The decision to return an employee to active service shall rest solely in the discretion of
the City.
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An injured employee shall not be allowed income benefits for the first five (5) days of disability for
work. If the injury results in disability for work exceeding two (2) weeks, income benefits shall be
allowed from the date of disability. The waiting period shall not apply if the injured employee is
hospitalized as an in-patient. The day on which the injury occurred shall be included in computing the
waiting period unless the employee has been paid wages for that day.
Coordination with other leave policies: When an employee is injured, the employee may become
eligible to receive weekly workers’ compensation wage-replacement benefits after a five-day waiting
period mandated by Idaho’s Workers’ Compensation Law. The following rules govern how worker’s
compensation wage-replacement benefits are coordinated with the City’s annual leave programs:
A. During the five (5) day waiting period, an employee can elect to cover their absence by using
accrued PTO.
B. When applicable the twelve (12) week leave entitled under FMLA may count towards the
employee’s leave due to a work-related injury or illness. If worker’s leave is designated as FMLA
leave, continuation of health benefits is governed by the applicable FMLA provisions.
C. An employee’s PTO is not charged for time lost from work on the day of the injury. However,
employees are expected to return to work, unless the treating physician gives the employee a
written statement that they are not fit to return to work.
D. An employee who returns to a light-duty position while receiving workers’ compensation wage-
replacement benefits is permitted to supplement those benefits with PTO.
Immediately following a work-related accident, employees should:
Notify their Department Supervisor, the Library Director, as appropriate, and the Personnel Office.
Obtain medical attention if necessary, at the City’s preferred provider facility. \[St. Luke’s
Regional Medical Center\]
Inform medical receptionist at the treatment facility that injury is work related.
The employee and their Department Supervisor or the Library Director, as appropriate, shall work
together to complete the Accident Investigation and Report Form within forty-eight (48) hours, or
as soon as practical.
Submit forms to the Personnel Office.
Employees should NOT:
Supply personal health insurance information on work related injuries.
Make any co-pay amounts requested by medical facility
Have medical claims billed directly to them.
Upon notification of an employee’s work-related injury, Department Supervisors and the Library
Director should:
Ask employee if they wish to seek medical attention; however, the Department Supervisor or the
Library Director, as appropriate, may direct the employee to seek medical attention if they feel it is
in the best interest of the employee.
Depending on severity of the injury, Department Supervisor or the Library Director, as appropriate,
should accompany employee to clinic or Emergency Room.
Advise receptionist that injury is work related if employee is unable to do so.
Department Supervisors or the Library Director, as appropriate, should notify the Personnel Office
regarding an employee injury as soon as possible.
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Work with the employee, and any witnesses, to complete the Department Supervisor’s/Library
Director Accident Investigation and Report form within forty (48) hours and submit the report
form to the Personnel Office.
Witness names and contact information should be obtained and reported.
Delay in submitting forms will slow down claim payments.
Personnel Office:
Submits the First Report of Injury to State Insurance Fund (SIF) based on Employee/Department
Supervisor/Library Director Reports
Follows up with investigators on individual claims
Acts as City contact for all work-related injuries
Obtains additional accident information as necessary from Department Supervisors, employees and
medical personnel
Answers employee questions and concerns
Collaborates with investigators and employees to resolve claim issues
Works with State Insurance Fund counsel in the event of litigation.
Additional Information:
Once filed with State Insurance Fund, claims may not be assigned a case number for several days.
Employees are not allowed to return to work against the advice of the attending physician.
Department Supervisors and the Library Director, as appropriate, should check with the Personnel
Office as to the employees on duty status prior to allowing employee to return to work with a
doctor’s note. Notes must be submitted to the Personnel Office and will be kept on file.
Employees may return to light duty with approval from the attending physician until employee is
released to full duty or determination of disability is made.
The Mayor, the Department Supervisor, the Library Director, as appropriate, and the Personnel
Office will confer on available options regarding future employment in the event of permanent
disability.
Failure by employee to respond to State Insurance Fund requests for additional health
records, follow up appointments and other pertinent information may result in payment delays or
case closures.
Employees should contact the Personnel Office or the State Insurance Fund for status updates
regarding their claim.
City policy requires that a Family Medical Leave be run concurrently with a Worker Comp
Claim. The Personnel Office will contact employees regarding possible FMLA situations.
Accrued PTO may be used to supplement time loss for a work-related injury. Contact the
Personnel Office to coordinate the utilization of paid leave time.
AMERICANS WITH DISABILITIES ACT OF 1990 (ADA) and
AMERICANS WITH DISABILITIES AMENDMENTS ACT (ADAAA)
The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act
(ADAAA) prohibit employers with fifteen (15) or more employees from discriminating against
individuals with disabilities.
The Americans with Disabilities Act and the Americans with Disabilities Amendments Act prohibits,
under certain circumstances, discrimination based on disability in the areas of employment, public
services and public accommodation. ADA and ADAAA requires employers to reasonably
accommodate qualified individuals with disabilities. (Amended 9/208 and Section 504 of the
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Rehabilitation Act of 1974)
It is the City of Eagle’s Policy not to discriminate against qualified individuals with disabilities in
regard to application procedures, hiring, advancement, discharge, compensation, training or other
terms, conditions and privileges of employment.
The City will reasonably accommodate qualified individuals with a disability so that they can perform
the essential functions of a job, unless:
1. doing so causes a direct threat to these individuals or others in the workplace, and the threat
cannot be eliminated by reasonable accommodation; or
2. the accommodation creates an undue hardship to the City.
Employees should contact their Department Supervisor or the Human Resources Office with
any questions or requests for accommodation.
Reasonable accommodations can include, but are not limited to, altering equipment or facilities, or
providing a temporary short-term leave of absence.
Examples of some of the factors to be considered in determining whether an accommodation creates an
undue hardship are:
1. The nature and cost of the accommodation.
2. The overall financial resources of the City.
Other factors can also have a bearing on whether an accommodation would create an undue hardship.
Eliminating an essential job function is not considered a reasonable accommodation.
Questions regarding a disability that could potentially impact an employee’s employment or reasonable
accommodation should be referred to the employee’s Department Supervisor, the Mayor, the Library
Director, the Personnel Department or the City Attorney.
BEREAVEMENT LEAVE
Up to five (5) days of paid leave of absence will be provided to both full-time and part-time employees
for a death of the immediate family member. Immediate family member is defined as follows: spouse,
parents, children, grandparents, grandchildren, brothers, sisters and in-laws. The employee should
notify their Department Supervisor or Library Director, as appropriate, should immediately should
bereavement leave be necessitated. The employee may, with the Department Supervisor’s approval,
use available PTO for additional time off as necessary. The employee will note on their time sheet
“Bereavement Leave”.
MILITARY SERVICE (USERRA) AND LEAVE
The Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 prohibits an
employer from denying any initial employment, reemployment, retention in employment, promotion, or
any benefit of employment to an individual on the basis of their membership, application for
membership, performance of service, application for service, or obligation for service in the uniformed
services.
The law also prohibits an employer from retaliating against an individual by taking any adverse
employment action against them because the individual has exercised their USERRA rights, testified in
connection with a proceeding under USERRA, or assisted in a USERRA investigation.
The law covers all public and private employers (38 USC 3801 et seq.).
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Drill Training: A full-time or part-time employee who is a member of the National Guard, a Reserve
component of the Armed Forces of the United States, or of the United States Public Health services, is
entitled to a leave of absence for a period not to exceed fifteen (15) consecutive calendar days in any
calendar year to attend scheduled drills or training.
Such leave shall be granted without loss of pay or other leave and without impairment of other rights or
benefits to which they are entitled, providing the employee receives bona fide orders to active or
training duty for a temporary period, and providing they return to their position immediately upon
expiration of the period for which they were ordered to duty. Employee will provide a copy of the
orders to active or training duty to the Personnel Department to be placed in the individuals personnel
file. There is no “cash out” option.
Emergency Duty: Full-time or part-time employees who are members of the National Guard, a
Reserve component of the Armed Forces of the United States, or of the United States Public Health
services and who are called for emergency duty in the State of Idaho will be granted up to one hundred
sixty (160) hours of paid military leave per calendar year. There is no “cash out” option for this one
hundred sixty (160) hours.
VETERAN’S PREFERENCE AND RIGHTS
The City will grant a preference to U.S. Armed Services Veterans and disabled veterans, a widow or
widower of any veteran as long as they remain unmarried; or the wife or husband of a service-
connected disabled veteran if the veteran cannot qualify for any public employment because of a
service-connected disability, in accordance with provisions of Idaho Code, Title 65, Chapter 5.
In the event of equal qualifications for an available position, a Veteran or family member who qualifies
for the preference will be employed.
Employees who are qualified Veterans returning to employment with the City following qualified
military leave shall have the rights and responsibilities provided by Idaho Code §65-508 and the
Uniformed Services Employment and Reemployment Rights Act, 38 U.S.C. §4301, et seq. The
returning Veteran will be restored to their position with the same seniority, status and pay that they
would have had if there had been no military leave.
In addition, in accordance with the provisions of these laws, the Veteran will not be discharged from
their position without cause for a period of one (1) year after the restoration of their employment with
the City.
EXPENSE REIMBURSEMENT POLICY
1.0 Statement of Purpose and Responsibilities: This document establishes Policies governing the
reimbursement of travel, entertainment and other business expenses (“business expenses”) incurred
during the conduct of City business. It is City Policy to reimburse elected and appointed City officials,
and City employees for ordinary, necessary and reasonable expenses when directly related to the
transaction of City business.
1.1 Directly Related Defined: “Directly related” means either (1) there is the expectation of
deriving some current or future benefit for the City; (2) the employee or City official is actively
engaged in a business meeting or activity necessary to the performance of their job duties; or (3) there
is a clear City business purpose for entertainment.
1.2 Employee and City Official Responsibility: Employees and City Officials are expected to
exercise prudent judgment regarding expenses covered by this policy.
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1.3 Prior Approval: Reimbursement for expenses that do not comply with this policy require the
prior written approval of the City Clerk/Treasurer or the Library Director, as appropriate, and approval
by the Mayor or the Library Board, as appropriate.
2.0 Documentation:
2.1 Form: Requests for reimbursement of business expenses and requests for payment of credit card
bills must be submitted on the City of Eagle Expense Reimbursement form which needs to be approved
by the Department Supervisor and submitted to the City Clerk/Treasurer or the Library Director, as
appropriate.
2.2 Receipts: Original receipts are required for all expenses submitted for reimbursement. Under no
circumstance will expenses greater than $25.00 be reimbursed without a receipt. Expenses less than
$25.00, submitted without a receipt, may be approved upon good cause being shown why no receipt
was submitted.
Dated receipts with itemization of business purpose and description of items purchased should be
submitted to the City Clerk/Treasurer or the Library Director, as appropriate, within thirty (30) days for
the expense to be eligible for reimbursement. Requests for exceptions to this policy should document
extenuating circumstances and shall be submitted to the City Clerk/Treasurer or the Library Director, as
appropriate, and approved by the Mayor or the Library Board, as appropriate.
3.0 Approvals:
3.1 Mayor and City Council Approvals: Reimbursement submittals by Mayor and City Council
members shall be reviewed by the City Clerk/Treasurer. The City Clerk/Treasurer shall submit Mayor
and City Council member reimbursements, with the City Clerk Treasurer’s recommendations to
approve or disapprove in full or in part, to the City Council as claims against the City during a duly
noticed City Council meeting. In the event prohibited expenses have been paid with City funds, the
employee or public official who expended such City funds in violation of this Policy shall repay such
prohibited expenses to the City within thirty (30) days of receipt of notice by the City Council, the
Mayor, City Clerk/Treasurer or the Library Director for such repayment.
3.2 Department Supervisor Approval: Expense reimbursement forms, together with required
documentation, must be submitted to the employee’s Department Supervisor for review and signature
for approval. In the absence of the Department Supervisor, approval from the Mayor, the Library
Director or the City Clerk/Treasurer is required.
3.3 Department Supervisor Responsibility: Department Supervisors approving expense reports are
responsible to ensure the following:
a. Expenses reported are proper and reimbursable under this policy;
b. The expense report has been filled out accurately and has the required documentation;
c. The expenses are reasonable and necessary.
4.0 Reimbursable Expenses-Exceptions:
4.1 Reimbursable Expenses: The following are reimbursable expenses; assuming they are in
compliance with section 1.0 of this Policy and within the City’s approved budget:
Hotel or motel and related tips and taxes
Travel expenses including airfare, train fare, bus, taxi and related tips
Meals, including tips between 15-20%
Business telephone calls
Car rental and Parking
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Personal mileage at the then current published federal rate
Conference and convention fees
Business entertainment expenses
Other reasonable and necessary business expenses, not specifically excluded by
Section 4.2 of this Policy
4.2 Exceptions: The following expenses are not allowed nor reimbursable under this Policy:
Alcohol, unless consumed during legitimate business entertainment activities which are
included as a reasonable part of a meal or official event.
City funds, including a city issued credit card, shall not be used to purchase alcohol.
Tips in excess of 20%
In-flight movies/refreshments
Hotel room movies and other forms of personal entertainment not included as part of a
conference registration fee
Expenses incurred for the convenience of the traveler including indirect routes or stop-
overs for personal reasons
Personal and non-city related expenses are not reimbursable.
Prohibited expenses paid by the City shall be reimbursed by the public official/employee
upon the request of the City Council.
4.3 Reasonableness: No policy can anticipate every situation that might give rise to legitimate
business expenses. Reasonable and necessary expenses, which are not listed in Section 4.1, may be
incurred. Each employee, City Official and Department Supervisor must use their best professional
judgment in determining if an unlisted expense is reimbursable under Section 1.0 of this policy.
5.0 Policy Exceptions: Generally, any exception to this policy must have the prior written approval of
the Mayor or the Library Director, as appropriate, and be approved by the City Council or the Library
Board, as appropriate. Requests for exceptions should document extenuating circumstances or
proposed overall savings to the City. At certain times, under unusual circumstances, exception may be
made after the fact; however, payment by the City under such circumstances will not be made without
the approval of the City Council or the Library Board, as appropriate.
TRAVEL POLICY
The City recognizes the need for official representation at conferences, meetings, conventions, seminars
and other functions.
The City pays reasonable expenses which are incurred in the course of authorized City travel for City
Employees to attend conferences, meetings, conventions, seminars and other functions.
The most economical forms of local transportation should be used at all times.
The use of limousines is not permitted except in rare instances, subject to prior approval by the
Department Supervisor or the Library Director, as appropriate.
The City will not pay for social or recreational functions that are separate ticketed events not included
in the base conference registration fee without prior approval from the Department Supervisor or the
Library Director, as appropriate.
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Authorization to Travel:
The Department Supervisors or the Library Director, as appropriate, are responsible for ensuring that
travel expenditures comply with the Department’s approved budget and the City of Eagle Travel
Policy.
When City employees are required to travel outside the City on City business, they shall be reimbursed
for expenses incurred in completing their work assigned in accordance with the City’s Travel Policies.
Prior to traveling City employee’s must fill out a Request for Conference Approval form for their
Department Supervisors or the Library Director, as appropriate. The Department Supervisor or the
Library Director, as appropriate, will approve or disapprove the Request for Conference Approval.
Transportation:
Airline:
The City will pay for coach or economy class tickets. City employees are encouraged to take
advantage of the lowest available fare whenever possible.
However, City employees are not required to fly at unusual times to qualify for discounts.
If a City employee chooses to travel first-class, the City will only pay coach or economy class fare.
The City will pay the baggage fee for two pieces of luggage and any additional baggage fee if the
employee is required to take equipment in order to conduct City business.
City Owned Vehicle:
When traveling on City business, a City vehicle should be taken if appropriate and available.
City employees driving City owned vehicles shall obey all traffic and speed laws. No alcoholic
beverages shall be carried in City owned vehicles.
City employees will furnish their Department Supervisor or the Library Director, as appropriate, a copy
of their driver’s license and proof of personal insurance coverage. City employees must promptly
notify their Department Supervisor or the Library Director, as appropriate, of any citations for moving
violations or accidents.
Private Vehicle:
If the City employee is authorized to use a private vehicle mileage will be reimbursed at the standard
business mileage rate published by the Internal Revenue Service. Mileage from the employees’ home
or work will be determined by actual trip mileage.
Rental Car:
The use of a rental car requires prior approval from the Department Supervisor or the Library Director,
as appropriate, to determine the appropriate size and type of rental vehicle such factors as intended use,
number of passengers, amount of luggage or equipment or other use factors should be considered.
Taxis:
For fixed (non-meter) taxi expenses, it is recommended that the City employee inquire as to the cost
prior to entering the vehicle and determine is the amount is reasonable. A gratuity of up to 10% is
reimbursable.
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Ground Transportation:
The cost of public ground transportation such as shuttle services, buses, subways and taxis are
reimbursable when the expenses are incurred as part of the City employees approved travel. For each
transaction over Ten ($10.00) Dollars, a receipt is required.
Non-City Personnel:
City employees authorized to utilize City owned vehicles with which to travel to conferences or
meetings, may also receive authorization from their Department Supervisor or the Library Director, as
appropriate, to transport non-city personnel (family members) in the vehicle. Non-City employees
must dress and act appropriately.
However, non-city passengers in these vehicles shall not participate in driving unless there is an
emergency and the employee is unable to drive.
All drivers and passengers in a City vehicle shall wear their seatbelt at all times while traveling and
shall adhere to all safe driving and rules of the road procedures at all times.
Lodging:
Hotel reservations will be made for single rooms unless otherwise approved. City employees are
encouraged to seek out reasonably priced accommodations. Cost associated with upgrades in
accommodations will not be reimbursed unless standard accommodations are not available.
Lodging should be booked in advanced that the best rates are obtained.
Authorized related lodging expenses shall be reimbursed at actual cost-plus applicable tax. City
employees should always request tax exempt government rates. Lodging costs may be billed directly to
the City or the Library. City employees are allowed their own room.
Meals:
A City employee should always take advantage of meals included in the price of a business seminar,
conference, etc.
Where meals are provided at conferences and included in the registration fees, reimbursements should
not be requested except when limitations of an individual cannot be accommodated or when the
exception is approved by the Department Supervisor or the Library Director, as appropriate, for
business purposes. A conference itinerary/schedule must be included as supporting documentation.
The City will pay for the cost of meals for overnight travel on a per diem basis in accordance with the
Domestic Per Diem Rates in effect for the travel destination. A per diem reimbursement for meals shall
include the cost of the meal, meal gratuities, and tips.
Meal expenses for trips which are not overnight will only be reimbursed for approved and/or reasonable
meals with a primary business purpose.
Entertainment:
In some cases, after prior approval by the Department Supervisor or the Library Director, as
appropriate, costs may be reimbursed for entertainment expenses incurred for certain activities
associated with City business. These expenses will normally be incurred for such reasons as to nurture
relationships with people having some business connection with the City. Common sense should be
exercised in incurring these expenses, to keep costs reasonable in light of the event or circumstances in
which City employees are involved.
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Non-Reimbursable Expenses:
Personal (non-job related) telephone calls
Laundry/dry Cleaning
Personal expenses such as toiletries, clothing, shoe shining, haircuts, in room movies, tours,
personal entertainment, limousines.
Personal trip insurance.
Personal charges for traffic violations and legal charges.
Spouse or other family expenses.
Personal property loss, theft or damage
Alcoholic beverages
Airline club fees
Personal side trips and entertainment movies, etc.
Recreational, health, and gym facility fees
Loss or theft of cash, travel tickets, credit cards
Childcare
Laundry/dry cleaning
Extraordinary Expenses:
There may be occasions when, for the City’s benefit, extraordinary expenses may be justified.
Extraordinary expenses that are not specifically provided for in this Travel Policy, when justified in
writing and properly documented, may be approved by a Department Supervisor or the Library
Director, as appropriate if they are determined to have been incurred for the City’s benefit.
Claims for Reimbursement:
Claims for Reimbursement apply to all City employees travel and shall be adhered to in all travel
arrangements.
All claims for reimbursement for travel shall be submitted on the appropriate City Forms and shall
include all details, including the location and purpose of the travel. The Forms must be signed by the
City employee claiming reimbursement and the Department Supervisor or the Library Director, as
appropriate.
Travel Reimbursement Forms:
Expense Reimbursement Policy
Travel Cards and Per Diem Guidelines
Travel Expense Voucher
All claims for travel reimbursement MUST be submitted to the City Clerk’s Office within fifteen (15)
days following the travel.
Flex Time:
FLSA non-exempt employees who are traveling on City business are eligible to accrue flex time while
in travel mode. Under this provision, all time spent in travel mode during the employee’s regular work
hours (even on weekends and holidays) is counted as hours worked and is therefore eligible for flex
time.
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CONFERENCE ATTENDANCE AND TRAVEL
It is the Policy of the City of Eagle that conference attendance and travel must be approved in
advance and should be engaged in and reimbursed according to the guidelines below.
1. Employees holding jobs that require attendance at conferences and some travel are expected to
travel as a condition of employment. For all other jobs, attendance at conferences and travel is
considered only an incidental function of the position but may be required.
2. Department Supervisors and the Library Director, as appropriate, must approve
an employee’s attendance at a conference or travel in advance.
3. The City may issue guidelines specifying or restricting travel booking requirements.
Under normal circumstances, employees should use the most expedient mode of transportation
available, book the least expensive fares, and stay in and eat at moderately priced establishments.
4. Employees need to provide their Department Supervisor or the Library Director, as appropriate,
with the following documents for approval:
A Request for Conference Approval
An Expense Reimbursement Request
A copy of their itinerary
5. Employee expenses for approved conference attendance and travel will be paid or reimbursed
when properly documented by the employee and approved by the Department Supervisor or the
Library Director, as appropriate. Employees who know or anticipate that they will have a
special request for conference or travel expense reimbursement should seek approval for the
expense prior to the expenses being incurred. Any travel expenses deemed unreasonable relative to
the circumstances will not be paid or reimbursed and are the employee’s personal responsibility.
6. Employees may obtain a cash advance for approved conference attendance and business
travel by submitting a written request to their Department Supervisor or the Library Director, as
appropriate, for approval. The approved request for a cash advance must then be submitted to the
City Clerk/Treasurer for payment. Cash advances and City credit cards are City property, and their
use must be properly documented and approved as outlined in paragraph (5), above.
7. Time spent by nonexempt employees in traveling away from home on City business during
normal working hours is considered hours worked for pay purposes.
8. Employees traveling on City business are representatives of the City and are expected to
maintain a high level of professionalism and follow all of the City’s policies and rules.
CREDIT CARD PROCESSING & HANDLING SECURITY POLICY
Policy Statement:
The City of Eagle must take all appropriate measures to protect credit card numbers used to make
payments to the City.
Rationale:
Credit card transactions are one of the preferred methods of making payments or donations to the City.
Every business or municipality that accepts credit card and debit card payments is required to comply
with the Payment Card Industry Data Security Standards (PCI-DSS).
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Additionally, the City’s reputation would be seriously damaged by the exposure of credit or debit card
numbers. To comply with the PCI-DSS, employees who work directly with the credit card processing
and documentation are required to review and sign this Policy.
Definitions:
Card Holder Data: The full magnetic strip of the card or the entire card number plus any of the
following: cardholder name, expiration date, service code.
PCI-DSS – The Payment Card Industry Security Standard was adopted to assure the protection of the
customer data and credit card numbers.
Procedures:
Access to Customer Credit Card Data:
Access is authorized only for City personnel who are responsible for the processing or
facilitating credit card transactions.
A copy of this policy must be read and signed by authorized personnel and placed in their
personnel folder.
Transmission of Credit Card information:
Insecure (unencrypted) transmission of card holder data is prohibited. Credit card numbers and
cardholder data may not be e-mailed, faxed or sent via any electronic messaging technologies such as
instant messaging or chat.
Telephone payments will not be accepted, with the following exceptions:
Cases where utility services may be or have been terminated.
With prior authorization from both the City Clerk/Treasurer and the employee’s Department
Supervisor.
Card Present Transactions (Point of Sale):
Picture ID is required if the card is not signed.
Provide receipt to customer.
Store transaction documentation and merchant receipt in a secured (locked) area.
Receipt of Credit Card Information in E-mail or Fax:
Under no circumstances will credit card numbers received in e-mail or fax be processed.
The recipient of the credit card number will respond to the sender with the standard template* advising
that the transaction cannot be processed and offering an acceptable method for transmitting card
information. Credit Card numbers will be deleted from the response.
Should the credit card number be faxed, the recipient will respond to the sender advising that the
transaction cannot be processed and offering an acceptable method for transmitting card information.
The faxed document containing the credit card number shall then be immediately shredded.
Securing Transaction Documents:
At end of business, Point of Sale merchant receipts and online transactions receipts shall be presented
to the City Clerk/Treasurer Department.
Transaction documentation shall be stored in a secure location. When retention period passes it may be
taken from the secured location and destroyed (shredded) immediately.
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It is the responsibility of designated City Clerk’s Department Staff to secure transaction documentation.
Retention and Destruction of Cardholder Data:
Cardholder data should be retained in a secure location only as long as is necessary for business
purposes.
Cardholder data will be destroyed when no longer needed. Paper will be shredded under the
supervision of the City Clerk/Treasurer.
VEHICLE USE POLICY
This Policy outlines the use of vehicles for work used on behalf of the City of Eagle.
Operators of City owned, or leased motor vehicles shall always drive safely, legally and
courteously, remembering that they are directly responsible for maintaining both City owned
property and the public trust.
To use a City owned vehicle, the employee must have and carry with them a valid Idaho driver’s
license and provide a copy for their personnel file.
Employees are expected to operate vehicles safely. It is the Policy of the City to provide a safe
working environment that protects City employees and citizens from injury and property loss.
The City considers the use of vehicles part of the working environment and is committed to safe
responsible employee driving behavior that reduces the risk of personal injury and property loss.
This Policy applies to all City employees and City volunteers (those that volunteer on a regular
basis, not one-time volunteers) who operate vehicles on City business. Activities of these employee
drivers will be reviewed by their Department Supervisor or the Library Director, as appropriate, to
ensure full implementation and compliance of this policy.
Authorized Use:
a. Employees must be authorized by their Department Supervisor or the Library Director,
as appropriate, to operate a City vehicle.
b. Vehicles owned or leased by the City are to be used for the functions of the City.
Personal use, use by a person not employed by the City, or any other type of use must be
authorized.
c. The Public Works Director is entrusted with the care, maintenance and safe keeping of
the vehicles and may assign that responsibility to an employee.
d. In certain circumstances, employees may be assigned the use of a City vehicle that is driven
home. Such personal use, if allowed, may be a taxable benefit.
Note: Vehicles over 26,000 gross vehicle weight, buses, and vans over fifteen (15) passengers
require a commercial driver’s license (CDL).
Personal Vehicles on City Business:
Employees who drive their personal vehicles on City business are subject to the requirements of
this policy including:
a. Maintaining auto liability insurance with minimum state limits.
b. Maintain vehicle in a safe operating condition when driven on City business.
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Assigned or Permitted Drivers:
Each employee assigned to a City vehicle or employees who operate a City vehicle or personal vehicle
on City business is required to have a valid driver’s license. Should an employee’s driver’s license
expire, be revoked or suspended, the employee shall immediately notify their Department Supervisor
or the Library Director, as appropriate.
During the entire time of the revocation or suspension, the employee’s City vehicle use privileges will
be suspended. Under no circumstances will such an employee operate a City vehicle until the
employee’s driver’s license has been fully restored and validated.
In addition to the employee assigned or permitted to drive a City vehicle, they may allow others, as
authorized and necessary, to operate the vehicle if they have a valid driver’s license.
Each employee assigned or permitted to operate a City vehicle shall be responsible for the
following:
1. Proper and safe operation of the vehicle.
2. Participation in vehicle safety and defensive driving training, as required by the City.
Driver Evaluation:
Employees will be evaluated and selected for operation of a City-owned vehicle based upon their
driving ability. To evaluate employees as drivers, the Public Works Director may:
a. Review past driving performance and work experience through reference checks with previous
employers.
b. Review the employee’s driver’s license record.
c. Ensure the employee has a valid driver’s license.
d. Ensure that the employee is qualified to operate the type of vehicle they will drive.
Seatbelt Use:
Except as specifically authorized herein, all drivers and passengers are required to utilize seatbelts as
mandated by law.
Mobile Communication Device, Cell Phone and Computer Use:
Except as specifically authorized herein, the driver of a City vehicle, or any other vehicle being used
for City business, is prohibited from using a mobile communication device, cell phone or computer of
any type while the vehicle is in motion. Drivers must be safely parked before using phone or mobile
computer equipment.
For purposes of this section of this policy, a mobile communication device is defined as “a text
messaging device or a wireless, two-way communication device designed to receive and transmit voice
or text communication”.
Smoking Prohibited in Vehicles:
Smoking is expressly prohibited in all City vehicles.
Impaired Driving:
No driver shall operate a City or a personal vehicle while on City business when their ability to do so is
impaired or influenced by: alcohol, illegal drugs or other illegal substances, prescribed or over-the-
counter medication, or illness, fatigue or injury.
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The employee driver is obligated to report to their Department Supervisor or Library Director, as
appropriate, any reason that may affect their ability to drive safely.
Proof of Insurance:
Employee drivers must make sure that the current insurance card is kept in the vehicle at all times.
Accident Reporting:
In the event of an accident, the driver shall, when possible, first check on the safety and welfare of all
persons involved and seek immediate medical attention (should it be required for themselves or others).
Vehicles should be left at the scene of the accident until police arrive. If there is an immediate danger
or hazard, the vehicle should be moved to a safe location out of the way of traffic. Drivers shall always
have a police officer investigate any accident that involves a City vehicle. This will help ensure that
the City is protected from unwarranted claims. No driver or passenger should discuss fault with or
sign anything from anyone except for a police officer, a representative from the City’s insurer, or an
authorized representative of the City.
Drivers shall notify their Department Supervisor or the Library Director, as appropriate, as soon
as possible after the accident. The employee shall report the extent of injuries and property damage
involved in the accident on the Incident Report Form. The completed Incident Report Form
must be submitted to the City Clerk’s Office within five (5) working days. The City Clerk’s Office
shall be notified of all accidents involving City employees as soon as possible but in no event later than
the next workday.
Accidents will be reported to ICRMP.
Drivers shall cooperate fully with the City, ICRMP and the City Clerk’s Office, during the
handling of the claim.
Traffic Violations:
All fines and other criminal penalties resulting from violations of the law by the driver are the personal
responsibility of the driver of any City vehicle. These costs are not reimbursable by the City and must
be paid promptly by the driver.
Vehicle Registration, Maintenance and Repair:
If the City vehicle is in need of repairs, the vehicle should be scheduled for repair with the Public
Works Director.
Maintenance of the vehicle registration, license plates and inspections are the responsibility of the
Public Works Director.
FLEET MANAGEMENT POLICY AND PROCEDURES
Policy:
The mission of Fleet Management is to provide and maintain an efficient and safe fleet of vehicles and
equipment for City of Eagle employees. In order for Fleet Management to accomplish their mission, it
is imperative that all employees be aware of the variety of goods and services available and be familiar
with the policies and procedures to acquire the same. All employees shall follow the guidelines as
outlined within this Policy.
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Authorized Drivers:
All users of fleet vehicles shall be City employees, and at time of hire, produce a valid driver’s
licenses and proof of insurance.
Specific vehicles will require the minimum age of the operator to be twenty-one (21) years of age.
These vehicles will be identified by the Public Works Director.
Responsibilities of the Employee:
Employees shall ensure the use of the vehicle be for official municipal business only. Each employee
SHALL reserve the required vehicle for the date and time needed and enter the reservation for use on
the appropriate Outlook calendar. When reserving a vehicle, the fleet number and make of vehicle
shall be included on the reservation. Each employee is required to complete the vehicle log sheet
located in each vehicle.
Employees shall ensure that:
They are licensed to drive the vehicle for the purpose intended.
Passengers are seated and the vehicle is not overloaded.
All employees and passengers are required to utilize seatbelts as mandated by law.
Emergency doors are not obstructed.
Goods on roof racks are evenly distributed, stable and secured.
Reversing maneuvers are carried out with great care.
No smoking is permitted within City vehicles.
The journey is pre-planned and fully prepared and sufficient time has been allowed.
Safe pick-up/drop-off areas are identified and used.
The employee shall not operate a vehicle when their ability to do so is impaired or influenced by:
alcohol, illegal drugs or other illegal substances, prescribed or over-the counter medication, or illness,
fatigue or injury. The employee is obligated to report to their Department Supervisor any reason that
may affect their ability to drive safely.
Authorized Passengers:
City vehicles may not be used to transport family, friends or other passengers including personal pets,
unless for official business; or authorized and pursuant to City policy or regulation; or unless the
employee is officially on-call and is expected to respond without delay in the event of an emergency.
Traffic Violations:
Employees are legally responsible for being compliant with the driving laws and the safety of the
vehicle. All fines and other criminal penalties due to violations of the law by the employee are the
personal responsibility of the employee of any City of Eagle vehicle. These costs are not reimbursable
by City of Eagle and shall be paid promptly by the employee.
Mobile Communication Device, Cell Phone and Computer Use:
Employees are not allowed to operate vehicles, or other equipment (ATV, skid steers, trailers, etc.) and
communicate on a mobile communication device, cell phone or computer of any simultaneously,
unless hands-free mode is enabled. Employees must be safely parked prior to using phone or mobile
computer equipment. A mobile communication device is defined as “a text messaging device or
wireless, two-way communication device designed to receive and transmit voice or text
communication”.
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Fuel Cards:
Fleet fuel cards are issued to specific employees and Department Supervisors and are to be used for
refueling in accordance with the card rules for use. Cards are to be maintained in a secure manner (card
use instructions and a list of participating fuel stations are attached).
Should extenuating circumstances arise, cash may be used to pay for fuel. Should this occur, the
refueling data must still be entered on the “Log Sheet.”
Vehicle Tracking:
All City of Eagle vehicles are equipped with a GPS tracking device. This device monitors vehicle use
(including mileage and geographic location), vehicle operating systems, and is capable of sending
alerts regarding potential issues to the Public Works Director.
Vehicle Checks:
Prior to driving a City vehicle, the employee should conduct a cursory inspection of the exterior of the
vehicle. Any defects or anomalies should immediately be reported to the Public Works Director.
Vehicles should be left with no less than ¼ tank of gas. Fuel receipts are to be turned into the City
Clerk/Treasurer’s Office. Contact the Public Works Director to obtain a gas card for use should one
not be assigned to you. All vehicles are to be left in a clean and tidy condition and the vehicle log
completed. All City vehicles have a car wash barcode and shall utilize the carwash services that are
available.
After the conclusion of each trip, another inspection of the vehicle shall be made. Any defects or
anomalies shall immediately be reported to the employees Department Supervisor and the Public
Works Director.
Maintenance and Repair:
Fleet vehicle and other equipment shall be on a maintenance schedule coordinated by the Public Works
Director. Should a vehicle or equipment be in needs of repair, the matter shall be reported to the Public
Works Director who will coordinate the repair/service as needed. The Public Works Director shall be
responsible for coordination of the collection and delivery of the vehicle/equipment as they see fit,
however they may delegate these duties on a case by case basis.
Reporting of Accidents:
Any employee involved in an accident involving a fleet vehicle, shall immediately report it as soon as
possible to the law enforcement agency of jurisdiction and fill out a City of Eagle Incident Report
Form and turn the report into the City Clerk’s office. Upon returning to the City, the employee must
immediately report the accident to their Department Supervisor, Public Works Director and the City
Clerk/Treasurer’s Office.
INTERNET USAGE POLICY
This Internet Usage Policy applies to all City Staff and City Officials who have access to computers
and the Internet to be used in the performance of their work.
Use of the Internet by City Staff and City officials is permitted and encouraged where such use supports
the goals and objectives of the City. However, access to the Internet through the City is a privilege and
all City Staff and City officials must adhere to the policies concerning computer, e-mail and Internet
usage.
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Violation of these policies could result in disciplinary and/or legal action leading up to and including
termination of employment.
City Staff and City officials may also be held personally liable for damages caused by any violations of
this policy.
Computer, E-mail and Internet Usage:
City Staff and City Officials are expected to use the Internet responsibly and productively.
Job-related activities include research and educational tasks that may be found via the Internet that
would help in an employee's role.
All Internet data that is composed, transmitted and/or received by the City’s computer systems are
considered to belong to the City and are recognized as part of its official data. It is therefore subject to
disclosure for legal reasons or to other appropriate third parties.
The equipment, services and technology used to access the Internet are the property of the City and the
City reserves the right to monitor Internet traffic and monitor and access data that is composed, sent or
received through its online connections.
E-mails sent via the City e-mail system should not contain content that is deemed to be offensive. This
includes, though is not limited to, the use of vulgar or harassing language/images.
All sites and downloads may be monitored and/or blocked by the City if they are deemed to be harmful
and/or not productive to business.
Unacceptable Use of the Internet:
Sending, transmitting, intentionally receiving, copying or storing any communication that is fraudulent,
harassing, racially offensive, sexually explicit, profane, obscene, intimidating, defamatory or in the
City’s sole opinion otherwise unlawful or inappropriate on the Internet or via the City’s e-mail service.
Using computers to perpetrate any form of fraud, and/or software, film or music piracy.
Stealing, using, or disclosing someone else's password without authorization.
Downloading, copying or pirating software and electronic files that are copyrighted or without
authorization.
Sharing confidential material, trade secrets, or proprietary information outside of the organization.
Hacking into unauthorized websites.
Sending or posting information that is defamatory to the City, its products/services, colleagues and/or
customers.
Introducing malicious software onto the City’s network and/or jeopardizing the security of the
organization's electronic communications systems.
Sending or posting chain letters, solicitations, or advertisements not related to business purposes or
activities.
Passing off personal views as representing those of the organization.
If an employee is unsure about what constituted acceptable Internet usage, then they should ask the IT
Director for further guidance and clarification.
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All terms and conditions as stated herein are applicable to all users of the City’s network and Internet
connection and reflect an agreement of all parties and should be governed and interpreted in accordance
with the Policies and Procedures mentioned above. Any user violating these Policies is subject to
disciplinary actions deemed appropriate by the City.
Misuse of Software:
Employees who become aware of any misuse of software or violation of copyright law should
immediately report the incident to the IT Director.
Files obtained from sources outside the City include files download from the Internet, files attached to
e-mail and files provided by citizens or vendors.
If an employee suspects that a virus has been introduced into the City’s network, they should notify the
IT Director immediately.
Passwords:
Employees will have a log-in name that allows access to the network. The employee will have a
personalized password, which should be obscure in nature and not divulged to others.
Any employee with knowledge of any password that is not theirs shall report it to the IT Director
immediately.
No employee shall attempt any unauthorized access to the systems.
Public Records and Disclosure:
An electronic message (e-mail) sent or received by the City’s electronic communications systems in the
conduct of public business with the City-provided resources is subject to Idaho’s Public Records Act
and is considered a Public Record.
E-mails stored and accessible are still Public Records and must be produced upon request.
E-mail communications are also subject to the City’s Records Retention Policy.
SOCIAL MEDIA USE POLICY
Policy Statement:
A. Purpose: To address the fast-changing landscape of the Internet and the way residents and
businesses communicate and obtain information about the City of Eagle online, the City of Eagle and
Eagle Library (collectively, “City”) departments may consider using social media tools to reach a
broader audience. The City encourages the use of social media to further the goals of the City and the
missions of its departments, where appropriate.
The City has an overriding interest and expectation in deciding what is “announced” or “spoken” on
behalf of the City on social media sites. This policy establishes internal procedures for the use of social
media by the City, its departments and employees.
B. General:
1. All of the City’s social media sites that are posted by City departments, boards, commissions, and
offices will be subject to approval by the Communications Specialist, the Mayor and the City Clerk’s
Office.
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2. The City’s website (www.cityofeagle.org) will remain the City’s primary and predominant internet
presence. Wherever possible, content posted to the City’s social media sites will also be made
available on the City’s website. Wherever possible, content posted to the City’s social media sites must
contain hyperlinks directing users back to the City’s official website for in-depth information, forms,
documents or online services necessary to conduct business with the City of Eagle.
3. The most appropriate uses of social media tools are (a) as informational channels to increase the
City’s ability to broadcast its messages to the widest possible audience; and (b) as channels for
disseminating time-sensitive information as quickly as possible (e.g. emergency information).
4. The City’s social media sites are subject to the Idaho Public Records Act. Any content posted or
maintained in a social media format that is related to City business, including a list of subscribers,
posted communication, and communication submitted for posting, may be a public record subject to
public disclosure. All public records requests for information contained in City social media sites must
be in writing to the City Clerk’s office or through the City’s website (www.cityofeagle.org). The City
Clerk’s office shall be responsible for responding completely and accurately to any public records
request for public records on social media; provided, however, such requests shall be handled in
collaboration with the City Attorney’s office. Content related to City business shall be maintained in an
accessible format and so that it can be produced in a response to a request. Wherever possible, such
sites shall clearly indicate that any articles and any other content posted or submitted for posting may
be or are subject to public disclosure upon request. Users shall be notified that public disclosure
requests must be directed to the City Clerk’s office or the City’s website (www.cityofeagle.org).
5. Idaho law and the City of Eagle’s Record Retention Manual shall apply to social media formats and
social media content. Unless otherwise addressed in a specific social media standards document, the
department, board, commission or office maintaining a site shall preserve records required to be
maintained pursuant to a relevant records retention schedule for the required retention period on a City
server in a format that preserves the integrity of the original record and is easily accessible.
Appropriate retention formats for specific social media tools will be detailed in standards established by
the Communications Specialist for each type of social media site, including but not limited to: Twitter,
Facebook and Video Posting.
6. Wherever possible, the following information must be displayed to users, or made available by
hyperlink, on each City social media site:
Terms of Use of \[Name of Site\]: This \[type of social media\] is intended to \[description
of purpose\]. Any comment or materials posted by a user of this site may be attributed
only to that user and does not necessarily reflect the opinions or ideals of the City of
Eagle, its employees, or elected or appointed officials. The City of Eagle does not
warrant the accuracy of any statement or claim made here, is not responsible for any
user-generated content, and does not endorse any opinion expressed here. Users who
wish to appear before the City Council or desire a response to a comment or complaint
must go to the City’s website and fill out an official complaint form. All users must
comply in all respects with \[name of social media site\]’s terms of use and the City of
Eagle’s Social Media Policy, found at \[link\].
7. The City reserves the right to restrict or remove any content that is deemed in violation of this
Social Media Policy or any applicable law.
8. The City will approach the use of social media tools as consistently as possible, enterprise wide.
9. All City social media sites shall adhere to applicable federal, state and local laws, regulations and
City policies and site-specific terms of use and privacy policy.
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Terms of Public Use of Social Media Sites:
A. General: The City seeks to serve all its constituents by hosting an open but civil dialogue.
Reasonable arguments for opposing views are encouraged.
B. Compliance with Applicable Social Media Terms and Conditions: All comments posted to
a City social media site shall be bound by the terms and conditions of use of such social media
site. Where appropriate, the City may report any violation of such terms and conditions to the
respective social media site.
C. Acceptance: A user’s submission, posting, or other publication of a comment constitutes
acceptance of the City’s Social Media Policy.
D. Prohibited Content: Users and visitors to social media sites shall be notified that the intended
purpose of the site is to serve as a means of communication between City departments and members of
the public. The City’s social media site articles, posts and comments containing certain forms of
content are prohibited and shall be removed as soon as possible by the Site Administrator upon
approval by the Mayor or appropriate department head. Prohibited content includes, but is not limited
to:
1. Profane language or content;
2. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color,
age, religion, marital status, status with regard to public assistance, national origin or physical or
mental disability;
3. Sexual content or links to sexual content;
4. Solicitations of commerce;
5. Conduct or encouragement of illegal activity;
6. Information that may compromise the safety or security of the public or public systems;
7. Content that violates a legal ownership interest of any other party;
8. Comments in support of or opposition to political campaigns or ballot measures.
These guidelines must be displayed to users or made available by hyperlink. Any content removed
based on these guidelines must be retained, including the time, date and identity of the poster when
available.
E. Definition of User: As used in this policy, a “user” is any person who accesses, views, follows,
likes, links to in any manner, and/or posts comments on a City social media site.
F. Definition of Site Administrator: As used in this policy, “Site Administrator” means the City
employee, director, board member, commission member or other designee responsible for establishing,
monitoring and maintaining a City social media site.
Procedures:
A. Social Media Site Standards: The Communications Specialist shall establish standards of use for
each type of social media site proposed for use by City departments, commissions, or boards, including
but not limited to: Facebook, Twitter, Instagram, Flicker, Pinterest, YouTube, etc.
B. Establishment of City Social Media Sites: No City department, commission, board, committee,
employee or any other person shall establish a City social media site without prior approval by the
Communications Specialist. Persons seeking to establish a City social media site shall submit to the
Communications Specialist a written proposal, which shall include the following information:
1. The mission, vision and objectives of the proposed site;
2. The City employee(s) designated to establish, monitor and maintain the site;
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3. Design, content and features of the proposed site;
4. Whether users may post comments or messages on or through the site, and if so the schedule
and plan for reviewing and following up on such comments; and
5. The proposed approach for removal of any comments pursuant to this policy.
C. Maintenance of Social Media Sites: All City social media sites shall make clear that they are
maintained by the City and that they follow the City’s Social Media Policy.
1. The Site Administrator or designee shall make a good faith effort to respond within three (3)
working days, or as otherwise defined in the proposal described in Section III(A) herein, to all
comments or posts in which a user asks a question or requests feedback. When the Site Administrator
responds to a comment, in his/her capacity as a City employee, the employee’s name and title should be
made available, and the employee shall not share personal information about himself or herself, or other
City employees.
2. All City social media sites shall be administered or overseen by a Site Administrator designated by
the director of the department, board or commission creating the new social media site. Upon creation
of the site, the Site Administrator shall provide to the Communications Specialist, the Mayor and the
City Clerk’s Office all login information and passwords necessary to administer the social media site
and shall provide any updated login or password information to the Communications Specialist, the
Mayor and the City Clerk’s Office.
Upon separation from City employment, the Site Administrator shall provide to the Communications
Specialist all login information and passwords necessary to administer the social media site and shall
relinquish and transfer all administrator rights to the Communications Specialist and the
Communications Specialist shall immediately change the password necessary to administer the social
media site.
3. As is the case for the City’s website, the department’s director or designee will be responsible for
the content and upkeep (including maintenance and monitoring) of any social media site that
department may create.
4. The Communications Specialist, the Mayor and the City Clerk’s Office will monitor content on all
City social media sites to ensure adherence to the City’s Social Media Policy, consistency with the
interest and goals of the City of Eagle, and enterprise-wide consistency in messaging and information
across platforms and Site Administrators.
5. City employees or officials using or administering City social media sites shall conduct themselves
at all times as a representative of the City and in accordance with all City policies. A failure to do so
may result in disciplinary action.
6. The City must be able to immediately edit or remove content from social media sites.
7. For each social media tool approved for use by the City the following documentation will be
developed and adopted:
Operational and use guidelines;
Standards and processes for managing accounts on social media sites;
City and departmental branding standards;
Enterprise-wide design standards; and
Standards for the administration of social media sites.
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City Employees’ and Officials’ Use Of Non-City Social Media Sites:
A. Prohibited Conduct: City employees or officials using personal or non-City social media sites
should be aware that all social media sites are or may be accessible by the public, including by
other City employees and officials. City employees or officials shall not use personal or non-
City social media sites in any way that may adversely affect his or her employment, workplace
and/or that of other City employees, including but not limited to: bullying, gossiping, sexual
harassment, abuse of City or other public resources, violation of City policies, or illegal activity.
Such use of a personal or non-City social media site may result in disciplinary action as
provided in the Eagle City/Library Personnel Policy.
B. Personal Use: Where a City employee or official wishes to use or comment on a non-City
social media site in his/her personal capacity regarding work or subjects associated with the
City, or where such employee is or would reasonably be believed to be speaking in his/her
professional capacity as a representative of the City, the provisions of this and other City
policies shall apply and where necessary, the following disclaimer should be used: “The
postings on this site are my own and do not necessarily represent the City’s positions or
opinions”.
USE OF CITY FACILITIES, PROPERTY & EQUIPMENT
The City of Eagle is committed to providing a safe workplace and has a substantial investment in the
facilities, property and equipment used to provide employees the tools for the effective and efficient
accomplishment of City business.
This policy also governs the use of the City’s computer and electronic communications systems, which
includes telephone, cellular phone, voice mail, fax machines, Internet, electronic mail (e-mail), wireless
internet connections and other computer usage.
Employees have the responsibility to use all City computers, electronic communications systems and
equipment in a professional, ethical and lawful manner.
Employees should use the same care in drafting e-mail and other electronic documents as they would
for any other written communication and strive to use good grammar and correct punctuation.
Employees shall not, regardless of value, take City Property without authorization. The use of City
Property for personal gain or for other than official duty-related use is forbidden.
Employee should not use City Property for personal use.
Use of Facilities, Property &Equipment: The appropriate use of City facilities, property and
equipment is expected from employees. All facilities, vehicles, furniture, supplies, computers,
electronic communications systems and equipment provided and/or used in the course of employment,
including without limitation, the telephone, computers, and electronic communications systems, may
only be used for approved purposes.
Inspection of Property: Employees may be assigned and/or authorized the use of City-owned
computers, electronic communications systems and etc., for the convenience of the City and its
employees.
Management reserves the right to search City property/equipment assigned to employees and
documents in employee desks, file cabinets, etc.
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The City has the right to monitor any and all aspects of its computer and electronic communications
system, including, but not limited to, monitoring sites visited by users on the Internet, reviewing
material downloaded or uploaded by users to the Internet, and reviewing e-mails sent and received by
users. Such monitoring may be conducted without prior notice.
Use of the City’s property/equipment automatically constitutes consent to such monitoring, including,
but not limited to, GPS tracking on vehicles.
Privacy: No employee shall have an expectation of privacy in any City property/equipment. This
includes the use of the computer and electronic communications system, including, but not limited to,
the e-mail and voice mail messages they create, store, send and receives and Internet sites they visit.
Appropriate Use: Personal use of City property/equipment is a privilege that may be revoked at any
time. Occasional, limited and appropriate personal use of City property/equipment is permitted if the
use does not:
Interfere with the user’s work performance and productivity and is not excessive per the City’s
discretion;
Interfere with any other user’s work performance and productivity and is not excessive per the
City’s discretion;
Compromise the integrity of the City’s property/equipment.
Violate any other provisions of this Policy or any other Policy, guideline or standard of the City
and any local, State or Federal Laws.
EMPLOYEE DRESS STANDARDS
The Department Supervisors and the Library Director, as appropriate and the shall set dress standards.
In the absence of any dress standards, clothing shall be appropriate for the functions performed and
shall present a professional appearance to the public.
Employees shall comply with dress standards established in a Department for which the employee
works. Dress, grooming and personal cleanliness of employees affects the morale and productivity of
other employees in the workplace and image which the City presents to the public. All employees are
expected to maintain dress, grooming and personal hygiene standards which are appropriate for their
work assignment. In the absence of any departmental dress standards, clothing will be appropriate for
the functions performed and will present a suitable appearance to the public.
Radical departure from conventional dress or personal grooming and hygiene standards are prohibited
in the workplace or when representing the City except when specifically authorized by Department
Supervisor or the Library Director, as appropriate.
Staff in areas of reception, clerical, administrative and professional who regularly come in contact with
the public should dress appropriate for their positions. Clothing containing holes, spaghetti straps, tank
tops or similar are not allowed.
In the case of attending meetings with Council, City Commission and Boards, the public and business
people, the dress should be appropriate for the meeting. If the employee is in doubt about what is
appropriate in these cases, it is the employee’s responsibility to contact their Department Supervisor or
the Library Director, as appropriate, for direction.
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Some staff, who routinely work in the field follow a slightly more casual dress code. All garments
must be neat in appearance and without holes, stains, obscene or offensive language and should be
presentable and conservative in nature. Shoes must provide safe, secure footing and offer protection
against hazards.
It is not in the interest of the City of Eagle to dictate the private rights of its employees in regard to
body piercing or gauging, but because of the safety factors in working with machinery and the overall
image the City wants to present to the public, pierced jewelry will be limited to small tasteful earrings.
Employees who do not meet established personal appearance, dress or cleanliness standards may be
required to leave work, if necessary, until the problem is corrected.
Employees generally will not be compensated for time lost when they are required to leave work to
comply with established personal appearance requirements. Repeated violations may result in
disciplinary action up to and including termination of employment.
CLOTHING ALLOWANCE
When authorized by a Department Supervisor or the Library Director, as appropriate, the City will
provide protective gear, appropriate shirts, jacket and hats for employees. Employees’ clothing will
bear either the City’s name and logo or the Eagle Public Library’s name and logo, and if appropriate,
the employee’s name.
All employees of the Public Works Department, the Recreation Department, the Special Events
Department, the Trails Department, and the Water Department are required to wear clothing that is
identifiable by their Department and their name. All Employees of the Library are required to wear
clothing that is identifiable by their Department.
INCLEMENT WEATHER
It is the Policy of the City of Eagle for City facilities to remain open during most periods of inclement
weather.
There may be times when emergencies, such as severe weather, power failures, fire, etc. disrupt normal
City operations.
The City expects each employee to make reasonable efforts to report to work in inclement weather
situations. If weather or traveling conditions delay or prevent an employee from reporting to work,
the employee should notify their Department Supervisor as soon as possible.
Department Supervisors and the Library Director have the responsibility of making the decision
whether employees will be required to attend work as scheduled. If there is an emergency closing,
employees in essential positions may be asked or required to work, either in their current position or in
another assigned position. These employees will be compensated for regular pay, plus any applicable
overtime or compensatory time as required by FLSA.
If City facilities are initially open and then close during the workday, any affected employee scheduled
to work that day, will receive regular pay for the remainder of their shift. Employees already scheduled
for annual leave time off will be paid as their annual leave.
If City facilities remain open on an adverse weather day, employees who report to work will receive
their normal pay for the day. If an employee is unable to report to work when a City facility is open
due to weather or traveling conditions, the employee will be expected to charge the absence to accrued
PTO. If the employee has exhausted their PTO, they will not receive compensation for their time off.
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Regardless of whether the City facilities remain open or closed on an inclement weather day, it is each
employee’s decision to determine if they can safely arrive at work under the conditions.
JURY DUTY & WITNESS IN COURT PROCEEDING
The City of Eagle encourages employees to fulfill their civic responsibilities by serving on jury duty
when required.
If an employee receives a jury summons or a summons to appear as a witness in a court proceeding, the
employee should immediately advise their Department Supervisor, the Library Director, as appropriate
and the Personnel Office, so arrangements can be made to accommodate the employee’s absence.
Employees called to jury duty or as a witness in a court proceeding, which necessitates an absence from
their regularly scheduled duties, shall be granted leave with no reduction in salary or benefits. Full
salary will be provided full-time employees. Permanent part-time employees and part-time employees
will receive their hourly wage for the hours they would normally have been scheduled to worked.
If an employee is dismissed from jury duty before the end of the workday, they must contact their
Department Supervisor or the Library Director, as appropriate, for instruction on whether to return to
work for the remainder of the workday.
In the event that the commitment to jury duty or a witness in a court proceeding may last for over ten
(10) days, the employee must notify their Department Supervisor or the Library Director, as
appropriate. Jury duty for an exceptionally long duration may be compensated upon the discretion of
the Department Supervisor or the Library Director, as appropriate.
NEPOTISM-HIRING OF RELATIVE
No person will be employed by the City when the employment would result in a violation of provisions
found in Idaho Code, including but not limited to I.C. Title 74, Chapter 4, and I.C. Title 18, Chapter
1359 and their successors. Any employment made in violation of these sections may be void.
The appointment or employment of the following persons is expressly prohibited:
a. No person related to the Mayor or a City Council member by blood or marriage within the
second degree will be appointed to any compensated office, position, employment or duty.
b. No public servant, including Elected Officials and employees, will appoint or vote for the
appointment of any person related to them by blood or marriage within the second degree to any
compensated office, position, employment or duty. This means no one related within the
second degree to anyone involved in any way in the hiring process can be hired and/or that no
one related to an applicant within the second degree can take part in the hiring process.
An employee who’s relative is subsequently elected may be eligible to retain their position and pay
increases as allowed by relevant provisions of Idaho law, including I.C. Title 18, Chapter 1359.
No person related to the Mayor or a member of the City Council within the second degree by blood or
marriage may be hired or appointed if the pay is from public funds.
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RELATIONSHIP POLICY
Any Department Supervisor or Library Director involved in a romantic relationship with a subordinate
must immediately notify the Mayor the Personnel Office of the existence of any such relationship.
Efforts should be made to eliminate supervisory responsibility for one who is romantically involved
with a subordinate. Employees involved in such relationship bear a responsibility to the City to
cooperate in any effort to avoid the potential conflicts that can arise from such personal relationships in
the workplace. Such relationship may result in a change of employment duties.
CANDIDACY FOR ELECTIVE OFFICE
First Amendment:
While the City recognizes that the First Amendment provides Constitutional protections for the political
activity of its employees, it also recognizes that this right is not absolute when balancing the right of the
individual to become a Candidate for Office and the City’s interest in promoting the efficiency of the
public services it performs through its employees.
Reasonable Prediction of Disruption:
If an employee initiates candidacy against an Elected Official of the City of Eagle and there is a
reasonable prediction of disruption, the employee must resign or face possible employment action,
including being placed on an unpaid leave of absence or termination.
A reasonable prediction of disruption is based upon any of the following factors:
a. The size of the department in which the employee works. The smaller the department, the
greater the likelihood of disruption;
b. Whether the employee candidate holds a position of trust and confidence to the incumbent, the
closer the ties, the greater the likelihood of disruption;
c. Whether the employee candidate is running for a position in which they would replace or
become superior to their current Department Supervisor, in such circumstances the likelihood of
disruption would be greater; or
d. The nature of the relationship between the employee candidate and the incumbent and the
degree of contact they have with one another. The greater the amount of contact and
interaction, the greater the likelihood of disruption.
e. Not all of the above factors must be met to find a reasonable prediction of disruption.
Evaluation and Action:
1. The Elected Official should consult with legal counsel for the City in determining whether there
exists a reasonable prediction of disruption and the appropriate employment action to take.
2. The Elected Official should set out in writing the factual basis for finding that there exists a
reasonable prediction of disruption using the above factors and their reasoning for taking the specific
action. The written findings should be provided to the employee and placed in the employee’s
personnel file.
3. All other applicable procedures that allow an opportunity to be heard, as set out in this policy, will
apply.
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IDAHO WHISTLEBLOWER PROTECTION
Scope: Idaho Code, Title 6, Chapter 21, provides protections to public employees who experience
adverse employment actions as a result of the good faith reporting of the existence of any waste of
public funds, property or manpower, or of a violation, or suspected violation, of law, rule or regulation
of the City, State of Idaho or the United States of America.
Reporting: Any such report must be made at a time, and in a manner, which gives the City a
reasonable opportunity to correct the waste or violation.
Protection: The City may not take adverse action against an employee because the employee in good
faith reports the suspected waste or violation, or participates or gives information in an investigation,
hearing, court proceeding or any other form of administrative review of the report.
Enforcement of Rights: If the employee believes that they have experienced an adverse employment
action protected by the Whistleblower Act, they may bring a civil action in District Court within one
hundred eighty (180) days of the occurrence of the violation of the Act.
END OF SECTION
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ADMINISTRATIVE GUIDELINES
The Administrative Guidelines are a guide for the use by the Mayor, Department Supervisors, the
Library Board, the Library Director, the City Clerk/Treasure Office and the Personnel Office to
maintain the competitiveness, appropriateness, integrity and consistency in the application of the salary
plan. These guidelines address setting employee salaries, the method of revising the pay structure and
managing employee movement through the range to maintain a structure that is internally equitable and
externally competitive.
The Mayor, Department Supervisors, the Library Board, the Library Director, the City
Clerk/Treasurer’s Office and the Personnel Office are responsible for the administration of the
Administrative Guidelines.
None of the Policies or Administrative Guidelines are intended to give rise to contractual rights or
obligations or to be construed as a guarantee of employment for any specific period of time, or any
specific type of work.
These Administrative Guidelines are subject to modification, amendment or revocation by the City at
any time, without advanced notice.
The procedures for hiring, creation of new positions, reclassification promotions and transfers of
employees shall be subject to the provisions of the Administrative Guidelines.
EMPLOYEE PERSONNEL RECORDS
Personnel records are the property of the City of Eagle, and access to the information they contain is
restricted and confidential. City employee records are stored in a secure location. The official employee
records for the City are located in the Personnel Office.
A personnel file shall be kept for each employee and should include the employee’s job application,
position description, performance reviews, disciplinary records, records of salary increases and any
other material relevant to the employee’s performance and tenure.
It is the responsibility of each employee to promptly notify their Department Supervisor and the
Personnel Office in writing of any changes in personnel data, including personal mailing addresses,
telephone numbers, names of dependents and individuals to be contacted in the event of an emergency.
Access and Management of Information within Personnel Files:
Access: The Personnel Office, the Mayor, the Library Director, Department Supervisors, the City
Clerk/Treasurer’s Office, the City Council and the Library Board of Trustees, when acting as a Board
in the course of its official business, and the employee are authorized to view materials in a personnel
file. Access of others to such files will be allowed only when authorized after consultation with the City
Attorney.
File or file content removal from secured location: Should a personnel file be removed from the
secure location, a log will be kept as to who removed the file, date and time of removal and the date of
return. In the event that a document(s) is removed from the individuals file a memo describing the
document, date of removal and the justification for removal shall be placed in the file, signed
responsible party. When the document is returned, a notation of date and time return shall be added to
the memo. The memo shall remain in the file.
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Contest/objection to personnel file contents: Each employee will be provided an opportunity to
contest to the contents of their personnel file at any time, by filing a written objection and explanation
that will be included in the file along with the objectionable material. In the sole judgment of the
Mayor or the Library Director, as appropriate, after consultation with the City Attorney, any offending
material may be removed upon a finding by the City that it is false or unfairly misleading. In general,
there is a presumption that materials are to remain in personnel files accompanied by the employee’s
written objection and explanation to provide a complete employment history.
Information regarding personnel matters will only be provided to outside parties with a release from the
employee, when deemed necessary by the City Attorney, or pursuant to a Court order or a proper
subpoena.
The City reserves the right to disclose the contents of personnel files to outside state or federal
agencies, its insurance carrier or its carrier’s agents for risk management purposes, or when necessary
to defend itself against allegations of unlawful conduct.
Copies of materials in an employee’s personnel file are available to that employee without charge,
subject to exceptions provided by statutes.
HIRING FROM WITHIN
Qualified City employees may be given preference over outside applicants to fill vacancies in the work
force without following the notice and selection procedures normally required for hiring new
employees. If the internal preference process is used it may be completed prior to, or concurrently with
seeking outside applicants for the position.
ATTENDANCE & PUNCTUALITY
It is important for employees to report to work on time and to avoid unnecessary absences. The City
recognizes that illness or other circumstances beyond an employee’s control may cause them to be
absent from work from time to time. However, frequent absenteeism or tardiness may result in
disciplinary action, up to and including discharge. Excessive absenteeism or frequent tardiness puts an
unnecessary strain on co-workers and can have a negative impact on the success of the City.
Employees are expected to report to work when scheduled. Whenever an employee knows in advance
that they are going to be absent, the employee should notify their Department Supervisor or the Library
Director, as appropriate.
If the absence is unexpected, the employee should attempt to reach their Department Supervisor or the
Library Director, as appropriate, as soon as possible, but in no event later than one (1) hour before the
employee is due at work. In the event the Department Supervisor or the Library Director, as
appropriate, is unavailable, the employee is directed to contact the Personnel Office. If the employee
must leave a voicemail, the employee must provide a phone number where the employee may be
reached.
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EMPLOYEE CLASSIFICATION
For various reasons, employee status must be organized by classes in order to administer employee
policies, benefits or otherwise address employment issues. It is generally the responsibility of the
Department Supervisor to assure that employees are properly categorized for purposes of each issue or
benefit type. The Personnel Office will endeavor to assist with such matters, but the employee is
ultimately responsible to assure that their status is properly addressed.
All Employees of the City of Eagle, including exempt full-time, non-exempt full-time, permanent part-
time, part time, seasonal and temporary employees are considered “AT WILL” and may be terminated
with or without cause absent prior notice, regardless of any clause in this Policy.
The classification of the position an employee holds with the City may affect the status of obligations
or benefits associated with their employment. The primary classes of employees are:
Elected Officials: Elected Officials are not considered employees. Elected Officials receive
employment benefits as identified in a Resolution adopted by the City Council.
Full-Time Employees (Exempt): A full-time exempt employee as defined according to the Federal
Fair Labor Standards Act (FLSA) is subject to equal pay provisions but exempt from overtime pay
provisions. An exempt full-time employee’s compensation is based on an annual salary basis, and there
is no compensation for hours worked in excess of the defined work week (40 hours per week). Exempt
full-time employees shall receive all employee benefits provided by the City as such benefits now exist
or may be subsequently changed. The procedures for hiring, promotion, and transfer of exempt full-
time employees shall be subject to the provisions of this Policy.
Full-Time Employees (Non-Exempt): A full-time non-exempt employee as defined according to the
Federal Fair Labor Standards Act (FLSA) is subject to equal pay, minimum wage and overtime
provisions. Full-time non-exempt employees who works in excess of the 40-hour work week will be
paid at a rate of one-and one-half times (1½) the employee’s regular rate of pay. Non-exempt full-time
employees shall receive all employee benefits provided by the City as such benefits now exist or may
be subsequently changed. The procedures for hiring, promotion, and transfer of non-exempt full-time
employees shall be subject to the provisions of this Policy.
Permanent Part-Time Employees: A permanent part-time employee is an employee whose
employment is sustained and continuing for a minimum of ten (10) consecutive months and who
typically works less than twenty (20) hours a week. Permanent part-time employees may have access to
some of the same benefits as non-exempt full-time employees on a pro-rata basis.
Part-Time Employees: A part-time employee is an employee whose employment is sustained and
continuing and who typically works less than twenty (20) hours a week.
Seasonal Employees: Positions are designated as seasonal if employment does not exceed eight (8)
consecutive months in a calendar year and certification has been submitted to PERSI that it is seasonal
or casual and affected by weather. Seasonal employees receive no benefits provided to full-time,
permanent part-time or part-time employees, except those required by law or those provided by express
written authorization of the City Council.
Temporary Employees: Employees who work on an irregular or temporary basis that does not total
five (5) consecutive months are temporary employees. Temporary employees receive no benefits
provided to full-time, permanent part-time or part-time employees, except those required by law or
authorized by the City Council.
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COMPENSATION POLICES
The City of Eagle desires to be an employer of choice in the public and private sectors. To do so, the
City will employ fairly and as competitively as possible to attract and retain high performing
employees.
Employees are compensated in accordance with, and subject to, decisions of the City Council as annual
budgets are set and are subject to increase, reduction, or status quo maintenance for any time period.
The Mayor, the Library Director and the Department Supervisors may make suggestions about salary
compensation and other pay system concerns, but the final decision regarding the compensation policy
rests with the City Council during the budget process.
The City will comply with all state and federal pay acts governing compensation of its employees.
The Mayor and Library Director, as appropriate, reserve the right to change general compensation for
any reason deemed appropriate upon approval by the City Council or the Library Board, as appropriate.
Compensation may also be adjusted based upon job performance and the availability of funds to
maintain a solvent budget. Hours worked may be reduced, benefits may be reduced or eliminated, or
employees may be laid off as necessary to meet budgetary constraints or as work needs change.
Jobs are classified (graded) to meet the aims of City Departments and to ensure the City is
compensating at an appropriate level. Each job grade is assigned a salary range.
New Hire Wage Guidelines: Recommendation of starting pay for new hires is made by the
Department Supervisor and is based on several factors:
a. Compensation offered to new employees shall be within the applicable pay range.
b. The applicant’s qualifications and work experience relative to the job requirements.
i.e. minimum, intermediate, extensive, advanced.
c. Current pay levels of incumbents in the same or similar positions within the Department.
d. Department Supervisors and the Library Director are encouraged to refer to salaries of current
employees prior to making the initial salary determination.
New hire wages are recommended by the Mayor or the Library Director.
Hiring within the normal hiring range will provide the greatest future incentive for the merit increases
based on achievement. It also assures salary expense control in the absence of demonstrated
performance.
1. It is a general practice for newly hired employees to be hired at the minimum pay grade of the
applicable grade for the position.
2. New hires possessing the minimum level of qualifications/requirements for the position and
possessing less than one year of relevant experience for the job will normally be hired at the
minimum pay grade.
3. New hires possessing an intermediate level qualifications/requirement for the position’s salary
range may be offered up to the midpoint of the salary grade, if within the Department Budget,
at the discretion of the Department Supervisor or Library Director, as appropriate, and prior to
an offer of employment. Requests for starting salaries up to midpoint of pay grade must be
presented by the Department Supervisor or the Library Director, as appropriate to the Mayor or
the Library Board, as appropriate, for approval.
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4. There may be occasions when an applicant’s qualifications and relevant work experience
warrants a starting salary that is greater than the midpoint of the pay range. Those applicants
possessing an advanced degree or extensive relevant experience and is defined as those skills
and attributes identified in the job description that meet the highest standard. Prior to offer of
employment, requests for starting salaries above midpoint must be presented by the Department
Supervisor to the Mayor or the Library Board, as appropriate, for approval.
CLASSIFICATION AND PAY PLAN
The City will maintain a Classification and Pay Plan, including a complete listing of all positions in the
City’s service, accurate job descriptions, specific salary grades with minimum and maximum pay
ranges.
The Classification and Pay Plan will standardize titles, by categorization of every job by class on the
basis of similarities in duties and responsibilities, each of which are indicative of a definite range of
duties and responsibilities and have the same meaning throughout assigned departments.
The Classification and Pay Plan is designed to provide comparable pay for comparable work and to
provide a pay range for each grade of positions, which will enable the City to recruit and retain
qualified employees, as well as compete in the job market with other private and public employers.
All aspects of the Classification and Pay Plan are contingent upon the availability of funds as
determined in the sole discretion of the City Council, the Mayor, the Library Board and the Library
Director, during the budget process.
The Grade and Salary Range may be amended from time to time without prior notice.
Administration: It is the Policy of the City that every Department Supervisor use the Pay Plan in the
same manner.
The Classification and Pay Plan will be administrated so that it will reflect the duties performed by each
employee and the grade to which each position is allocated.
All employees covered by this Classification and Pay Plan shall be paid at a salary or hourly rate
established for their respective positions.
Recommendations for changes in salaries and merit increases are submitted to the Mayor or the Library
Director, as appropriate, for approval on a Personnel Action Form.
Department Supervisors & Library Director: It is the responsibility of the Department Supervisors
and the Library Director, as appropriate to examine the nature of the positions as they are created and to
allocate them to an existing grade and to make such changes as are necessary in the duties and
responsibilities of existing positions.
It is also the responsibility of the Department Supervisors and the Library Director, as appropriate to
review existing job descriptions for accuracy and to create new job description when necessary.
The Department Supervisors and the Library Director, as appropriate, must submit proposed job
descriptions or recommended changes to a job description to the Mayor or Library Board, as
appropriate, for approval, prior to presentation to the employee. Employee factoring is required for any
position that is being requested to be reclassified to a different grade.
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Use of the Classification & Pay Plan:
1. As a guide in recruiting and evaluating candidates for employment.
2. In determining lines of promotion.
3. In determining salaries to be paid for various types of work.
4. To ensure that the official job title represented on the Classification and Pay Plan is used in all
organizational charts, other personnel, accounting, budget appropriation and financial records.
5. It is a general practice for newly hired employees to be hired at the minimum pay rate of the
applicable grade for the position. See new hire wage guidelines within this policy for further
information.
Maintenance of Pay Ranges: The Mayor, the Library Director, as appropriate, the Personnel Office
and Department Supervisors may make or cause to be made comparative studies deemed necessary of
the factors affecting the level of salary ranges prior to preparation of the annual budget, as well as at
other time during the year.
The Mayor, the Library Director, as appropriate, the Personnel Office and Department Supervisors may
make recommendation for changes in salary ranges as deemed necessary to maintain the fairness,
adequacy and competitiveness of the overall salary structure.
Grades and Salary Range Structure: The salary range structure consists of a series of salary
guidelines with minimum and maximum dollar values that represent the lowest and highest salary the
City would normally pay employees in jobs assigned to each range. In other words, the salary range
represents the value of the job to the City, based on the data considered to be competitive.
Cost of Living Adjustments (COLA) reflected as a percentage increase to the Pay Plan will be
considered annually in conjunction with the fiscal year budget process. The percentage increase, if any,
will be determined by the Mayor and the Library Director and approved by the City Council and the
Library Board, as appropriate, during the budget process.
The Grades and Salary Range is designed based on a pay for performance philosophy.
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The Grades and Salary Range structure consists of a series of salary guidelines with Minimum, 1
rd
Quarter, Mid-Point, 3 Quarter and Maximum dollar values that represent the lowest and highest salary
the City would normally pay employees assigned to each range.
With this salary structure, pay rate increases are based on good, competent performance and
consistency of performance over time. Longevity plays a part in pay recognition in this salary plan.
The Grade and Salary Range will be updated each fiscal year based upon approval by the Mayor and
the Library Director, as appropriate for a cost of living increases. (COLA)
Minimum represents the pay rate which typically applies to those employees who are newly hired
based on their qualifications, background and experience.
In order to fill a position with a qualified employee, it may be necessary to hire a new employee at a
rate greater than the Minimum upon approval by the Mayor or the Library Director, as appropriate.
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1 Quarter represents the pay rate which a typically employee who is proficient in their job progresses
through the Salary Range.
Mid-Point represents employees who are doing the job they were hired to do in terms of required
qualifications and experience. They are meeting the City’s needs for work completed and they are
meeting their performance objectives.
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rd
3 Quarter represents employees whose performance is exceptional and meets or exceeds their
performance objectives.
Maximum represents employee who have demonstrated superior performance over time.
PAYROLL PROCEDURES:
Employment with the City is subject to the Federal Fair Labor Standards Act (FLSA). The City shall
comply with all State and Federal Pay Acts respecting the compensation of employees for services
performed in the public service.
In accordance with Idaho Code 45-609 or its successor, no payroll deductions will be made from an
employee’s paycheck unless authorized by the employee or required by law.
Practices respecting the issuance of paychecks and allocation of employee benefits are consistent with
the official policy of the City.
Every effort will be made to ensure that employees are paid correctly. Occasionally, however,
inadvertent mistakes can happen. Each employee must monitor the accuracy of compensation received
and review their paper or electronic paycheck stub when received to make sure it is correct. Information
shown on the employee's paycheck stub is provided for information only.
Actual practices regarding the issuance of paychecks and allocation of employee benefits must be
consistent with the official policy of the City. In the event of disagreement between the computer-
generated paycheck stub and official policy, the policy will prevail. Employees are obligated to call
attention to any such errors, whether to the advantage or disadvantage of the employee. When errors are
identified and called to the attention of the Personnel Office, upon confirmation an error occurred,
corrective action will take place as soon as possible. Documentation of any such issue will be
maintained in either the employee’s personnel file or in the payroll accounting program.
Timesheets: It is the responsibility of each employee to accurately record actual time worked during a
work period and submit a timesheet for the same. The employee shall submit any PTO Request Forms
and/or Overtime–Comp Request Forms signed by their Department Supervisor or the Library Director,
as appropriate, with their timesheet relevant to the pay period.
Additionally, it is the responsibility of the Department Supervisor and the Library Director, as
appropriate, to confirm the accuracy of the hours reported by the employee and verify time was
necessary in the public service.
Employees may not falsify their own timesheet or alter another employee’s timesheet in any way.
Employees must not under or over report hours worked by themselves or other employees, or conceal
any falsification of time records, even if instructed to do so by a Department Supervisor, the Library
Director or another person. If instructed to do so, the employee must immediately report it to the
Mayor of the Library Board, as appropriate.
Corrections made to an employee’s timesheet made by a Department Supervisor, the Library Director
or the Personnel Office to correct mistakes will be reviewed with and initialed by the employee.
Work Week: The work week (or work period) for all employees who are subject to the Fair Labor
Standards Act (FLSA) will begin at 12:00 (midnight) on Sunday of each week and concluding at 11:59
p.m. on Saturday.
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Pay Period: Employees are paid bi-weekly throughout the year, for a total of twenty-six (26) pay
periods. The average total work hours per pay period is eighty (80) hours for full time staff.
Annual salary is calculated using an average two thousand and eighty (2080) hours for each work year
(an average of one hundred and seventy-four (174) hours each month).
ON-CALL AND WORK VEHICLE POLICY
“On-Call” will be determined by the Department Supervisor as needed.
While “On-Call” employees shall be available for immediate response to emergency and/or service
calls.
1. On-Call Time:
On-call time is non-working time when the employee may be called to come in to work. Employees
participating in on-call time will do so on a rotational basis which best suits the needs of their
department. If they are called back to work, their wages for Call-back shall take precedence; at no time
shall employees receive both benefits. Employees shall not be under the influence of alcohol or drugs
while on-call.
Call Back Time:
Unless otherwise provided by the employee’s Department Supervisor, the employee shall respond to a
call and report to work within approximately thirty (30) minutes of receiving the call. If weather,
traffic, or other circumstances cause some delay, the employee shall make reasonable efforts to respond
given such circumstances, which may exceed thirty (30) minutes. If the call indicates an emergency to
property or safety of person, the employee shall make reasonable efforts to respond as soon as possible.
Examples:
Employee is on-call and receives a house call across town. It is December and there is a large snow
storm. Employee shall promptly report but if it takes forty-five (45) minutes to an hour to get to the
residence, there is no violation.
Employee is on-call and receives a house call that a pipe has burst. Employee shall immediately
respond to the call as soon as possible within thirty (30) minutes.
Call back to work after an employee has been off duty one or more hours will be paid for actual hours,
but not less than two hours, at the employee’s regular rate of pay until such time that the employee has
reached the weekly accrual of forth(40) hours worked time after which all time worked shall be paid at
a rate of one and half times the employee’s regular rate of pay.
Employees responding via phone or computer with no need to physically leave their locations shall be
compensated a minimum of fifteen (15) minutes or for actual time spent, whichever is greater,
correcting the problem in addition to their regular on-call compensation rate. All time claimed by an
employee must accurately reflect the actual time spent.
Compensation:
Employee will receive two-thirds of an hour of compensation for days the employee is regularly
scheduled to work. Employee will receive one hour of compensation for every twenty (24) hours on-
call on days the employee is not regularly scheduled to work. If employee is on-call during a Holiday,
the Employee will receive one (1) hour of Holiday pay compensation, at one and a half (1 ½) times the
employee’s regular rate of pay.
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Employee will be compensated at the employee’s regular rate of pay until such time that the employee
has reached the weekly accrual of forth (40) hours of worked time after which all time worked shall
receive the same compensation as the City’s overtime rate policy which is solely governed by the
Federal Fair Labor Standards Act.
2. Work Vehicle:
Employee may be required to drive a City vehicle home and keep it there while employee is on-call.
Employee shall not use a City vehicle for personal use while on-call unless otherwise authorized by the
Department Supervisor. Employee shall maintain an accurate mileage log and keep accurate records of
the actual mileage at the beginning and end of each on-call weekday or weekend shift.
3. Mileage Reimbursement:
Employee will not be eligible for mileage reimbursement for driving their personal vehicle to their
regular place of employment while on-call unless a City vehicle is not available for the employee’s
rotation of on-call time. If a vehicle is not available, mileage shall only be reimbursed rot the actual
mileage from the employee’s home to their regular place of employment and back home again.
On weekends, employees using their personal vehicle to respond to a call into work may be reimbursed
mileage as previously outlined, not to exceed two on-call trips in any weekend. Employees are
encouraged to use City vehicles.
OVERTIME & COMPENSATORY TIME (Comp Time)
Exempt Full-Time employees are not eligible for overtime and compensatory time.
Overtime – Non-Exempt Full-Time Employees: Overtime work is work performed by a non-exempt
full-time employee which exceeds the regular work week as defined by the Fair Labor Standards Act
(FSLA).
Budgetary considerations are taken into account prior to authorization of overtime time.
Overtime is triggered when a non-exempt full-time employee has worked in excess of forty (40) hours
in one work week, PTO hours taken do not count towards the forty (40) hours, however the City has
allowed that holidays may be counted as time worked.
Compensation for overtime hours shall accrue at the rate of one and one-half (1½) times the non-
exempt employee’s regular rate of pay for hours worked in excess of forty (40) hours in a work week.
Compensatory Time (Comp Time): Non-Exempt Full-Time Employees: It is the City’s Policy to
allow the accrual of Comp Time in lieu of payment for overtime hours worked by non-exempt full-time
employees to reduce the cost of overtime wages and to assist non-exempt full-time employees
productivity and effectiveness without extra cost to the City. Comp Time is defined as time off granted
to a non-exempt full-time employee to offset overtime hours worked by the employee. Comp Time
cannot be accrued unless the non-exempt full-time employee actually works overtime in the work
week.
Budgetary considerations are taken into account prior to authorization of compensatory time accrual.
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Accrual: Comp Time will accrue at the rate of one and one-half (1½) times the non-exempt full-time
employees’ regular rate of pay for hours actually worked over forty (40) hours in a work week. The
maximum accrual of Comp Time is limited to forty (40) hours. A non-exempt full-time employee who
reaches this threshold shall be paid overtime compensation. All Comp Time shall be utilized by
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September 15 of each year or shall be paid out as overtime prior to end of fiscal year.
Prior to a non-exempt full-time employee working over forty (40) hours per week, approval of Comp
Time accrual must be approved by the Department Supervisor or the Library Director, as appropriate.
Failure to identify: Should a non-exempt full-time employee fail to designate overtime vs comp time
for hours worked over forty (40) hours, the non-exempt full-time employee will automatically be paid
overtime when payroll is processed.
Utilization of Comp Time: Use of Comp Time will depend upon the ability of individual Departments
to tolerate a requested absence.
If a request to use Comp Time is denied by a Department Supervisor or the Library Director, as
appropriate, or reasonable opportunities to use such time are unavailable, the non-exempt full-time
employee will be paid overtime compensation for such accrued time upon request of the employee.
Travel Time: Fair Labor Standards Act (FLSA) non-exempt full-time employees who are traveling on
City business are eligible to accrue Overtime or Comp Time while in travel mode. Under this
provision, all time spent in travel mode during the non-exempt full-time employee’s regular work hours
(even on weekends and holidays) is counted as hours worked and is therefore eligible for Overtime or
Comp Time.
Comp Time “Cash-Out: Exempt Full-Time & Non-Exempt Full-Time Employees:
The City extends a “Cash-Out” option for Comp Time should an exempt full-time or non-exempt full-
time employee wish to utilize it.
The requesting employee must complete a Comp Time Cash-Out Request Form. The request to “cash
out” must be received by the Personnel Office for processing two (2) weeks prior to a pay date.
Promotion from Non-Exempt Full-Time to Exempt Full-Time: If a non-exempt full-time employee
with accrued Comp time is promoted to an exempt full-time position, all accrued Comp time will be
paid out as overtime prior to the effective date of the promotion.
Termination: Upon termination of a non-exempt full-time employee, all accrued Comp time will be
paid out as overtime.
EMPLOYEE EVALUATIONS
The Performance Evaluation System is used to rewarded performance and excellence, as well as to
avoid compression of the salary structure resulting in newly hired employees being paid almost as
much as veteran employees in the same position.
An evaluation is for the employee's benefit and does not alter or amend the “AT WILL” employment
status of any employee of the City of Eagle.
The evaluation systems may be the basis for allocating changes in compensation in each budget year.
The Department Supervisor and the Library Director, as appropriate, will complete a Written
Evaluation Form for each employee to measure progress and to encourage self-improvement. The
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Evaluation will also record additional duties performed; educational courses completed as well as a
plan to correct any weak points.
Evaluations will be given on the basis of the Department Supervisor and the Library Director’s
observation of the employee’s performance, the accuracy of the employee’s work in addition to the
quantity and additional efforts expended by the employee. These Evaluations will be used in evaluating
changes in compensation.
Each employee will be evaluated on an annual basis, prior to the beginning of a new fiscal year, to
assess their performance.
The Department Supervisor and the Library Director, as appropriate, will review the evaluation with
the employee. The employee will be given an opportunity to respond to the evaluation both orally and
in writing on the evaluation form.
The Evaluation Form is to be signed by the Department Supervisor and the Library Director, as
appropriate, and the employee to acknowledge review and receipt of the same. The Department
Supervisor and the Library Director then forwards the signed Evaluation Form to the Mayor or the
Library Board, as appropriate, for review and approval. A copy of the Performance Evaluation is
provided to the employee upon completion of the evaluation and the Personnel Office will file the
completed Employee Evaluations in the employee’s personnel file.
The Department Supervisor and the Library Director, as appropriate, will review the employee’s job
description with the employee during the Annual Review process to make sure the employee’s job
description accurately reflects the employees job duties.
After the review of the job description the Department Supervisor and the Library Director, as
appropriate, will provide the employee with a new job description and the Department Supervisor or
the Library Director, as appropriate, and the employee will sign the new job description. Upon
approval of the new Job Description the Personnel Office will add the job description to the employees’
personnel file.
The Department Supervisor and the Library Director, as appropriate, will prepare a Notice of Personnel
Action Form for each employee receiving a change in their grade or salary. The Department
Supervisor and the Library Director, as appropriate, will submit the Notice of Personnel Action Form to
the Mayor or Library Board, as appropriate, prior to reviewing with the employee for their review and
approval.
Upon approval by the Mayor or Library Director, as appropriate, the Notice of Personnel Action Form
will be reviewed with the employee. The Mayor, the Library Director, as appropriate, the Department
Supervisor and the employee will sign the Notice of Personnel Action Form. Upon approval of the
Notice of Personnel Action Form the Personnel Office will enter the change into the payroll system and
file the form in the employee’s personnel file.
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NEW POSITIONS, MERIT INCREASES, RECLASSIFICATION,
PROMOTIONS, DEMOTIONS AND TRANSFERS
New Positions: The Department Supervisor and the Library Director, as appropriate are required to
prepare a job description to be approved by the Mayor or the Library Board, as appropriate.
When a new position is created the Factor Evaluation System is used to determine the Pay Grade and
Salary Range. The Factor Evaluation, the Pay Grade and Salary Range and the Request to Fill a
Position Form are then presented to the Mayor or the Library Director, as appropriate, for review and
approval. The Personnel Office will file the Factor Evaluation and the Request to Fill a Position Form
in the employees personnel file.
It is a general practice for newly hired employees to be hired at the minimum pay rate of the applicable
grade for the position. See “New Hire Wage Guidelines”, Page #52.
However, the City recognizes that in some instances it may be necessary to hire employees above the
minimum pay rate of the applicable grade for the position if there has been a demonstrated inability to
recruit at the minimum salary or if an applicant possess exceptional qualifications. The Department
Supervisor or the Library Director, as appropriate, may recommend a higher salary/hour rate.
The Mayor or the Library Director, as appropriate, may approve the higher rate than the minimum but
should be mindful of internal equity when extending offers above the minimum.
Merit Increases: The City supports merit increases that are based on meritorious performance and
achievements and individual performance factors.
Merit increase amounts may vary each fiscal year based on employee’s performance rating, position in
the salary range and the fiscal year budget.
Merit increases are earned by an employee on the basis of individual performance over a period of
time.
Merit increases are generally given annually in conjunction with the budgeting and the employee
annual review process. Merit increases are designed to reward levels of improved and increased job
performance by an individual.
Employees who have an overall rating of “unsatisfactory” are not eligible for a merit increase.
Those employees with an overall rating of “exceeds job requirements” on their most recent annual
performance evaluation may receive a greater merit increase than a similarly classified employee in the
same department with a lower annual performance evaluation.
Employees with a “Needs Improvement” performance could be given a merit increase after the
performance level has returned to an acceptable level and is sustained for an agreed upon timeframe.
The increase is not retro-active.
Salary and Merit increases are based on performance and are approved by the Mayor and the Library
Director, as appropriate. The Department Supervisor and the Library Director, as appropriate, will
prepare a Notice of Personnel Action form for each employee receiving a salary or merit. The
Personnel Office will file the approved Notice of Personnel Action form in the employee’s personnel
file.
E mployees who reach the Maximum salary range are receiving the highest salary possible. While the
employee’s salary has reached the Maximum salary range, the City wishes to recognize the
“meritorious performance” by providing a merit increase if warranted. The merit increase will be
granted in a lump sum payment and will not be added to the employee’s base salary. This lump sum
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payment is taxed in accordance with the IRS rules for lump sum payments and is likely higher than the
employee’s designated withholdings per the W-4 Form. The Department Supervisor and the Library
Director, as appropriate, will prepare a Notice of Personnel Action form for the employee who has
reached their maximum salary range stating the amount of the “Meritorious Performance” increase and
also stating “will be paid in a lump sum payment”.
Reclassification: A Reclassification occurs when the duties and responsibilities assigned to an
employee have changed substantially in the degree of difficulty, level of accountability and/or
qualification requirements which would warrant a change in the salary grade and range.
A reclassification may be upward or downward. An employee with a position that has been reclassified
downward through no fault of their own will typically maintain their current salary range. There could
be instances when an employee’s salary will decrease as a result of reclassification which would be
determined by a recommendation from a Department Supervisor or the Library Director, as appropriate
and approved by the Mayor or Library Board, as appropriate.
When there is a need for a reclassification of an existing position a Factor Evaluation is used by the
Department Supervisor or the Library Director, as appropriate, to determine the Pay Grade and Salary
Range. Positions may be changed from one range to another provided the minimum requirements of
the job are met.
The Factor Evaluation, the Pay Grade and Salary Range, and the Request to Fill a Position Form are
then presented to the Mayor or Library Director, as appropriate, for review and approval. The
Personnel Office will file the Factor Evaluation and the Request to Fill a Position Form in the
employees personnel file.
An employee whose position is reclassified from one salary range to another, shall be paid at the same
rate for which the employee was paid in the previous salary range plus a merit increase or the lowest
step in the new salary range, whichever is higher.
Promotions: A Promotion is defined as an employee moving from one grade level to a higher-grade
level. The promotion usually results in increases to responsibility, scope, accountability and etc.
Simply changing from one job to another job at the same grade/range does not automatically warrant a
change in salary.
The decision whether to promote a current employee or hire outside the City to fill vacant positions,
rests with the Mayor or the Library Director, as appropriate.
Promotions may be granted by the Mayor or the Library Director when an employee has demonstrated
performance above and beyond requirements of the job and performance of other employees.
To be eligible for promotion, an employee must meet minimum requirements of the higher-level
position and must have a current satisfactory performance rating in the current position.
Promotional increase will be determined on a case-by-case basis.
When a promotion is being considered a Department Supervisor or the Library Director, as appropriate,
they will use the Factor Evaluation System to determine the Salary and Pay Grade.
When an employee is promoted to a higher salary grade and has qualifications exceeding the minimum
requirements for the new position’s salary range the employee may be offered up to the midpoint of the
salary grade if within the Department Budget and upon approval by the Department Supervisor or the
Library Director, as appropriate.
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The Factor Evaluation, the Pay Grade and Salary Range, and the Request to Fill a Position Form are
then presented to the Mayor or Library Director, as appropriate, for review and approval. The Personnel
Office will file the Factor Evaluation and the Request to Fill a Position Form in the employees
personnel file.
Demotions: A demotion of an employee may be accomplished at any time an employee fails to
satisfactorily meet performance standards established for their position. For situations of severe
performance deficiencies, the Department Supervisor or the Library Director, with the approval of the
Mayor or the Library Board, as appropriate, may take immediate action, up to and including
termination. Compensation may reflect the demotion.
The Department Supervisor or the Library Director, as appropriate, will prepare a Notice of Personnel
Action form for each employee receiving a demotion which is then presented to the Mayor or Library
Board, as appropriate, for review and approval. The Personnel Office will file the approved Notice of
Personnel Action form in the employee’s personnel file.
Transfers: All regular employees are eligible to apply for transfers to currently vacant, advertised
positions.
A transfer occurs when an employee moves from one job to another job in the same salary grade and
range, generally across departments. In this case, typically there is not a pay adjustment, or a salary
increase or decrease because the two jobs are valued at the same grade and salary range and have
similar job descriptions. Usually the employee is not changing the level or complexity of the job
responsibilities. A Department Supervisor or the Library Director, as appropriate, may request a salary
increase after completing a Factor Evaluation and a Request to Fill a Position Form which are then
presented to the Mayor or the Library Board, as appropriate, for review and approval of a salary
increase.
The Department Supervisor or the Library Director, as appropriate, will prepare a Notice of Personnel
Action form for each employee receiving a transfer which is then presented to the Mayor or Library
Board, as appropriate, for review and approval. The Personnel Office will file the approved Notice of
Personnel Action form in the employee’s personnel file.
When an employee is officially notified of selection for the new position, at least two weeks’ notice
must be given to the current Department Supervisor or Library Director, as appropriate. This provision
may be waived by mutual agreement between the affected Departments.
PAID TIME OFF (PTO) POLICY
The City utilizes Paid Time Off (PTO) for exempt full-time, non-exempt full-time, and permanent part-
time employees to use for vacations, planned time off and/or sick leave.
Exempt & Non-Exempt Full-Time Employees:
Exempt full-time and non-exempt full-time employees are allowed to attain no more than four hundred
eighty (480) hours (60 workdays) of PTO. No additional leave shall accrue once the four hundred
eighty (480) hour limit has been reached, this is a “Use It or Lose It” Policy.
Exempt full-time and non-exempt full-time employees upon exit from City employment, the employee
is eligible to be paid for no more than two hundred (200) hours of PTO.
PTO shall not accrue during any period of suspension, leave without pay, FMLA unpaid leave or
layoff.
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Exempt full-time and non-exempt full-time employees work forty (40) hours per week. Each exempt
full-time or non-exempt full-time employee who completes thirty (30) consecutive days of employment
with the City, accrues PTO according to the length of such consecutive employment as follows:
Up to 5 years of service: 13.5 hours a month (162 hours a year)
More than 5 years but less than ten years of service: 17 hours a month (204 hours a year)
More than ten years but less than 15 years of service: 20 hours a month (240 hours a year)
More than 15 years of service: 23.5 hours a month (282 hours a year)
Employees are encouraged to maintain a minimum balance of forty (40) hours (5 workdays) for
emergency purposes.
Permanent Part-Time Employees:
Permanent Part-Time Employees are employees who sustain and continue employment for ten (10)
consecutive months and typical works less than twenty (20) hours per week
Each permanent part-time employee who completes ten (10) consecutive months of employment with
the City, accrues PTO according to the length of such consecutive employment as follows:
Up to 5 years of service: .08 hours per hour worked.
More than 5 years but less than 10 years of service: .10 hours per hour worked
More than 10 years but less than 15 years of service: .11 hours per hour worked
More than 15 years of service: .14 hours per hour worked
Permanent Part-Time Employees are encouraged to maintain a minimum balance of nineteen (19) hours
for emergency purposes.
Seasonal, Part-Time and Temporary Employees:
Employees who are designated Seasonal in accordance with the criteria establish by PERSI, part-time
employees, and temporary employees may request time off without pay, with the provision of a
minimum of a ten (10) day notice, excluding instances of unforeseen illness or emergency situation.
Use of PTO:
Prior to taking PTO, a Request for PTO (Paid Time Off) Form must be completed by the employee and
turned into their Department Supervisor or Library Director, as appropriate, for approval.
Efforts will be made to accommodate the preference of the employee in PTO scheduling, but the first
priority will be the orderly function of the affected departments.
The Department Supervisor and the Library Director, as appropriate, are responsible for approving the
PTO of employees under their supervision and making sure the employee complies with all the terms of
the PTO Policy set out in the Personnel Policy and Administrative Guidelines. Department Supervisors
and the Library Director, as appropriate, shall verify that the employee has sufficient PTO available
prior to approving their PTO Request Form.
Approval by the Department Supervisor or the Library Director, as appropriate, is need in order for full
time exempt employees and full-time non-exempt employees to take a maximum of eighty (80) hours
or two (2) weeks of PTO at any one time unless the time off requested is associated with FLMA.
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Approval by the Department Supervisor or the Library Director, as appropriate, is need in order for
permanent part-time employees to take a maximum of thirty-eight (38) hours of PTO at any one time.
unless the request is associated with FMLA.
The Mayor or Library Board, as appropriate, after recommendation by a Department Supervisor or the
Library Director, as appropriate, may grant up to thirty (30) days unpaid time off for any justifiable
purpose when the employee’s PTO leave has been exhausted.
If an employee finds it necessary to be absent from work for a prolonged period of time, the employee
may request, in writing, an unpaid Leave of Absence for up to thirty (30) days. However, no employee
is guaranteed a leave of absence.
The Department Supervisor or the Library Director, when appropriate, may either approve or deny a
Leave of Absence based upon numerous business considerations. Because of fluctuating City and
Library needs, the City or Library cannot guarantee reemployment when an employee’s Leave of
Absence expires. If the employee’s position or comparable position is not available, the employee’s
name will be placed on a hiring list and consideration for future vacancies if the employee meets the
qualifications.
PTO “Cash-Out: Exempt Full-Time & Non-Exempt Full-Time Employees: The City extends a
“Cash-Out” option for PTO should exempt full-time employees or non-exempt full-time employees
wish to utilize it. The employee may request to “cash out” up to eighty (80) hours of accrued PTO, two
(2) times per calendar year, which will be processed with a regular payroll.
The employee must ensure that a minimum of one hundred (100) hours of PTO remains available to
them.
The requesting employee must complete a PTO Cash-Out Request Form. The request to “cash out”
must be received by the Personnel Office for processing two (2) weeks prior to a pay date.
PTO “Cash-Out: Permanent Part-Time Employees: The City extends a “Cash-Out” option for PTO
should permanent part-time employees wish to utilize it. A permanent part-time employee may request
to “cash out” up to forty (40) hours of accrued PTO, twice per calendar year which will be processed
with a regular payroll.
The permanent part-time employee must ensure that a minimum of fifty (50) hours PTO remains
available to them.
The requesting employee must complete a PTO Cash-Out Request Form. The request to “cash out”
must be received by the City Clerk/Treasurer for processing two (2) weeks prior to a pay date.
HOLIDAYS
Official Holidays are compensated Holidays that are provided for exempt full-time, non-exempt full-
time, and permanent part-time employees.
Part-Time, Seasonal and Temporary employees are not eligible for Holiday pay.
Employees who have exempt full-time, non-exempt full-time or permanent part-time active status on
the date of any Holiday shall receive compensation for that day even though they do not work.
Exempt full-time and non-exempt full-time employees will receive eight (8) hours credited for a
holiday which will be included in the total hours worked per week for calculation of overtime hours.
Permanent part-time employees will receive four (4) hours credited for a holiday which will be
included in total hours worked per week.
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Holidays which fall on a Saturday shall be observed on the preceding Friday. Those which fall on
Sunday shall be observed on the succeeding Monday.
If one or more regular Holidays fall in the period of an employee’s annual leave, the leave record will
be credited with the Holiday, so the employee will not be charged with a day of annual leave.
Recognized Holidays:
New Year’s Day Columbus Day
Martin Luther King, Jr./Human Rights Day Veteran’s Day
President’s Day Thanksgiving Day & the Day After
Memorial Day Christmas Eve & Christmas Day
Independence Day Labor Day
Additional observed and compensated Holidays maybe observed, if declared by the President of the
United States, the Governor of Idaho, or by the Mayor of Eagle.
EMPLOYEE BENEFITS
The City of Eagle offers a number of Employee Benefits for exempt full-time and non-exempt full-time
employees.
Permanent Part-Time Employees may have access to some of the same benefits as non-exempt full-
time employees on a pro-rata basis.
These benefit offerings are subject to change or termination in the sole discretion of the City Council.
Each is subject to the specific terms of its respective insurance policy and/or Resolution of the City
Council.
Except for Worker’s Compensation Insurance, other benefits provided by the City do not begin to
accrue until the exempt full-time, non-exempt full-time and permanent part-time employee have
completed thirty (30) days of continuous employment with the City.
RETIREMENT: Public Employee Retirement System of Idaho (PERSI)
PERSI Base Plan: The PERSI Base Plan is an IRS qualified 401(a) pension plan that provides a
pension benefit to career public employees. The Base Plan is a “defined benefit” plan, meaning that a
member’s retirement benefit is defined by a formula based on years of service, age and earnings.
An employee becomes a PERSI member upon full time employment or if the employee normally works
in excess of twenty hours (20) per week for five (5) consecutive months or more with the City of Eagle.
Enrollment in the PERSI Base Plan is mandatory and both the City and the employee make
contributions to the Base plan. Employee contributions are credited to the employee’s personal
account, while employer contributions are pooled into a trust fund to cover benefits.
Refer to “Public Employees Retirement System Member Handbook” for more comprehensive
information regarding this benefit www.persi.idaho.gov .
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PERSI Choice Plan: The PERSI Choice 401(k) retirement savings plan. It gives eligible employees
the opportunity to save additional retirement funds to supplement their PERSI Base Plan and Social
Security benefits. It also provides significant tax saving opportunities because income tax on
contributions (and earnings) is deferred until the time of withdrawal. Participation in the Choice 401(k)
Plan is easy, as contributions are automatically made through regular payroll deductions. Participation
is voluntary, and participants have complete control over how much of their income to contribute, when
to stop, start or change contributions.
Medical Insurance: The City provides health, vision and dental insurance to exempt full-time and
non-exempt full-time employees and the Mayor.
City Councilmembers who choose to be covered by the City’s insurance are responsible for the full
payment of all insurance premiums for themselves and any dependents they choose to cover under the
policy.
Except for Worker’s Compensation Insurance and PERSI, other benefits provided by the City do not
begin to accrue until an exempt full-time or non-exempt full-time employee has completed thirty (30)
days of continuous employment with the City. Insurance coverage begins on the first day of the month
following the end of the first thirty (30) days of continuous employment with the City.
All coverage is subject to policy terms and are subject to change at any time.
Questions regarding the terms of these benefits should be directed to the Personnel Department.
Dental & Vision Insurance: The City provides dental and vision insurance coverage for exempt full-
time and non-exempt full-time employees.
Insurance coverage begins on the first day of the month following the end of the first thirty (30) days of
continuous employment with the City.
The City pays for the employee’s premium and pays one-half (1/2) the cost of the employee’s
dependent’s premium. The cost to the employee for their dependent’s premium will be a deduction
from their payroll check. One-half (1/2) of the dependent’s premium will be deducted from the first
two (2) paychecks of each month.
Life Insurance: Limited life insurance coverage is provided to exempt full-time and non-exempt full-
time employees.
Insurance coverage begins on the first day of the month following the end of the first thirty (30) days of
continuous employment with the City.
The City pays the premium for exempt full-time and non-exempt full-time employees.
Employee Assistant Program (EAP): An Employee Assistant Program (EAP) is offered to all
employees. The EAP is a benefit that provides professional, confidential counselling help for personal
problems at no cost to the employee. The EAP is available to all employees and their immediate family
members. This program provides the tools to employees to successfully address work and personal
problems that impact their life, including personal matters, relationship, work, legal and financial.
These services are completely confidential between the provider and the employer, no information is
released to the employer.
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COBRA Benefits: The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives
employees and their qualified beneficiaries the opportunity to continue health insurance coverage under
the City of Eagle’s medical plan for a certain period of time provided by law when a qualifying event
would normally result in the loss of eligibility. Under COBRA, the employee or qualified beneficiary
pays the full cost of coverage at the City of Eagle’s group rates, plus an administrative fee of 2%.
Certain deadlines and application requirements apply. To apply for COBRA benefits, please contact
the Personnel Department.
EMPLOYEE-STUDENT IN-SERVICE EDUCATION PROGRAM
The employee-student wishing to pursue the City of Eagle’s Employee-Student In-Service Education
Program must obtain a written recommendation from their Department Supervisor or Library Director,
as appropriate, and must enter into an Employment Agreement with the City of Eagle.
An employee-student that is going to enter a program leading to a diploma, certificate, baccalaureate or
a graduate degree must file with their Department Supervisor or the Library Director, as appropriate, a
written plan indicating the degree to be earned, the estimated time frame (number of years), general
subjects needed for this degree, and the subjects already completed toward the degree. The employee-
student should also discuss how this degree would benefit the City and/or the Library and also how this
would benefit the job the employee currently holds or what job the employee is working towards.
Employment Agreement:
The employee-student who plans on pursuing an extended program of higher education relative to their
position and leading to an advanced, associate or baccalaureate degree and graduate studies, or the
employee-student pursuing short courses where diplomas and certificates are awarded, must enter into
an Employment Agreement with the City of Eagle. The Employment Agreement must be approved by
the City Council.
If employee-student is unable to finance the initial tuition of a course, they may file a written request
for an advance of tuition reimbursement with their Department Supervisor or the Library Director, as
appropriate, and such request must be approved by the City Council.
Requirements and Qualifications:
Employee-students who are qualified may pursue individual courses relative to their position of
employment for the purpose of making themselves more proficient in that job position. With this
approach, the employee-student will be subsidized to the extent of tuition and registration fees as
outlined above only, upon satisfactory completion of the course. The employee-student will be
responsible to amass the information necessary for enrollment in such courses at recognized
institutions. The employee-student must receive approval from the Department Supervisor or the
Library Director for reimbursement privileges prior to enrollment.
The employee-student who is qualified and who wishes to pursue a planned and outlined long range
program of study relative to their position and leading to an associate, baccalaureate or graduate degree
and diplomas or certificates for short training courses, may apply for tuition and registration fees
subsidy as stated above.
Costs will be reimbursed upon satisfactory completion of each phase of the program and the employee-
student will be responsible to amass the information necessary for his enrollment of such a program.
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The employee-student will be allowed to carry a maximum load of six (6)-credit semester hours during
a regular semester and a maximum of three (3)-credit semester hours during a summer school session
unless otherwise approved by the Department Supervisor or Library Director, as appropriate. If an
employee-student engages in more than the stated maximums, they shall not be eligible for
consideration under this Program unless otherwise approved by their Department Supervisor or the
Library Director.
Every employee-student upon application for benefits from the program must meet the following
requirements:
1. Must be of exempt full-time, non-exempt full-time or permanent part-time employment status with
the City and or the Library.
2. Must have a satisfactory performance record.
3. Must have formal, written approval of their Department Supervisor or the Library Director.
Every employee-student upon request for receipt of benefits from the program must meet the following
requirements.
1. Must be accepted and approved by their Department Supervisor or Library Director, as appropriate,
for reimbursement.
2. Permanent part-time employee’s benefits will be pro-rated based on hours worked.
3. Upon completion of the course must submit a receipt of tuition paid, grade or certificate of
completion received, and agree to provide comments about the course taken to the Department
Supervisor or Library Director, as appropriate, within thirty (30) days after completion.
Advanced and Continuing Education Curriculums Available:
These will include:
1. Accredited colleges, universities and junior colleges;
2. Correspondence, distance learning (or equivalent), and extension schools;
3. Vocational and technical schools;
4. Authorized and accredited short training courses; and
5. Individual single accredited training courses.
Education Review Duties:
Upon receipt of the employee-student's application, the Department Supervisor or Library Director, as
appropriate, will consider:
1. The applicant's meritorious service or performance that makes the employee-student eligible for the
program's benefits.
2. The applicant's plan for curriculum.
3. The budgetary expenditures, present and future, that are involved in the employee-student's
application for financial assistance.
4. Review of circumstances when tuition advancement is requested.
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Reimbursement:
The City and or the Library, as appropriate, will reimburse an exempt full-time or non-exempt full-time
employee for tuition and registration costs at 100% for a grade of “A” or equivalent, 80% for a grade of
“B” or equivalent, 50% for a grade of “C” or equivalent, and 0% for grades under “C” or equivalent.
The City and or the Library, as appropriate, will not reimburse the student for books or laboratory fees.
Tuition will be reimbursed at the completion of each phase of study upon the employee's presentation
of proof of tuition paid and a satisfactory grade of "C" or better or a notice from the institution of a
successful completion of the course.
SEPARATION FROM EMPLOYMENT
Employees who leave the City of Eagle workforce under various conditions that include retirement,
resignation, involuntary terminations, reductions in force and etc.
Regardless of the reason, the end of employment shall be conducted in a discreet, respectful and
efficient manner.
Retirement: An employee who intends to Retire is encouraged to give Written Notice of their intent to
retire to their Department Supervisor, the Mayor or the Library Director, as appropriate, as soon as
possible, but no less than thirty (30) calendar days prior to the intended retirement date. The
Retirement Notice should indicate the employees last working day.
After giving Notice of Retirement the employee is expected to assist their Department Supervisor and
co-employees by providing information concerning their current projects and help in the training of a
replacement.
Prior to the retirement date the Personnel Office will meet with the employee to discuss the retirement
process and any required paperwork.
The Personnel Office will discuss benefits including COBRA options, appropriate retirement issues
including PERSI, annual leave and any pay due with the employee. A COBRA Notification Letter will
be sent to the employee’s home address.
Upon retirement, the employee shall be paid for any unused leave balances or have the option to take
the unused leave balance as annual leave until the date of retirement.
The Department Supervisor or the Library Director, as appropriate will prepare a Personnel Action
Form indicating the employee’s retirement date. The Personnel Office will file the Personnel Action
Form in the employees personnel file.
On the last day of work, the employee must return their Employee Identification Card, all keys, cell
phones and lap top computers and any other equipment or property owned by the City.
Resignation: An employee is encouraged to submit a written Notice of Resignation to their
Department Supervisor, the Mayor or the Library Director, as appropriate, at least two (2) weeks prior
to the effective date of the resignation.
The Notice of Resignation should indicate the reason for resigning and the last workday with the City.
The Personnel Department will file the Notice of Resignation in the employee’s personnel file.
Oral resignations should be documented in writing after consultation with the Department Supervisor, r
the Mayor or the Library Director, as appropriate. Evidence of the written oral resignation should be
provided to the employer. The Personnel Office will file the written oral resignation in the employee’s
personnel file.
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When resigning employment with the City, the employee must actually work a full two (2) weeks in
order to be considered leaving in “good standing” unless exceptional circumstance exist.
An employee may be requested to leave immediately by the Department Supervisor, the Mayor or the
Library Director, as appropriate.
The Department Supervisor or the Library Director, as appropriate, will prepare a Personnel Action
Form indicating the employee’s date of resignation. The Personnel Office will file the Personnel
Action Form in the employees personnel file.
Employees who voluntarily resign from the City will be paid their unused annual leave balance in
accordance with City policies.
Involuntary Termination: All employees of the City are considered “AT WILL” and may be
terminated with or without cause absent prior notice regardless of any clause in this Policy Manual.
The Department Supervisor or Library Director, as appropriate, will prepare a Personnel Action Form
indicating the employee’s date of Involuntary Termination which must be approved by the Mayor and
Library Board, as appropriate, prior to termination. The Personnel Office will file the Personnel Action
Form in the employees personnel file.
In the event of separation from employment employees must return all City property that is in their
possession or control, include but not limited to: identification badges, office and building security
passes, office and building keys, credit cards, gas cards, computers, electronic/voice mail codes and
intellectual property (e.g. written materials, work products).
The City of Eagle may take any action deemed appropriate to recover or protect its property.
Employees who are involuntarily terminated from the City will be paid their unused annual leave
balance in accordance with City Policies.
Layoff: The Mayor with the concurrence of the City Council, and the Library Director, with the
concurrence of the Library Board of Trustees, may lay off employees due to organizational changes,
lack of funds or curtailment of work.
When layoffs are required, they shall be based on relative seniority and the ability to perform the work.
However, no full-time or permanent part-time employee in a classification will be laid off while there
are part-time employees in that department performing similar duties in the same classification.
Transfers may be made between classifications in order to retain the best qualified employees for the
work available.
Department Supervisor or the Library Director, as appropriate, will prepare a Personnel Action Form
indicating the employee’s lay off date which must be approved by the Mayor and/or Library Director,
as appropriate, prior to layoff. The Personnel Office will file the Personnel Action Form in the
employees personnel file.
Employees who are laid off from the City will be paid their unused annual leave balance in accordance
with City policies.
The City will make every effort to give employees reasonable notice of intent to layoff.
Reduction in Force (RIF): Employee assignments may be affected by Reductions in Force made due
to economic conditions or to changes in staffing and workload. The City Council and the Library
Board of Trustees reserve the right to make any changes in work force or assignment of resources that
it deems to be in the organization's best interests.
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The Department Supervisor or the Library Director, as appropriate, will prepare a Personnel Action
Form indicating the employee’s RIF date which must be approved by the Mayor and/or Library
Director, as appropriate, prior to the RIF. The Personnel Office will file the Personnel Action Form in
the employees personnel file.
The City Council and the Library Board may also specify at the time reductions in force are made what
reinstatement preferences may accompany the reductions. Said reinstatement preferences may be tied
to the classification of the employee or to specialized skills possessed by the employee.
Employees who leave City employment, due to a Reduction in Force, shall retain a first right to return
in the event of work force rehiring for one (1) year from the date of their separation. Employees shall
retain a preference only for the position they held at the time of Reduction in Force.
Employees who are affected by Reductions in Force will be paid their unused annual leave balance in
accordance with City policies.
The time the employee worked prior to the Reduction in Force will count towards the employee’s years
of service when figuring their Annual Leave Time.
Job Abandonment: An employee who is absent from work for a period of three (3) working days
without notifying their Department Supervisor or the Library Director, as appropriate, of the reasons for
their absence and without receiving permission to remain away from work shall be considered as
having “Quit Without Notice” and not in good standing provided, however, that the failure to contact
their Department Supervisor or the Library Director, as appropriate, was not caused by unavoidable
emergency circumstance.
The official termination date will be the on the day following the third consecutive day with no
notification.
The Department Supervisor or the Library Director, as appropriate, will prepare a Personnel Action
Form indicating the date of the employee’s job abandonment which must be approved by the Mayor or
Library Director, as appropriate. The Personnel Office will file the Personnel Action Form in the
employees personnel file.
An employee who “Quit Without Notice” under these circumstances will be paid their unused annual
leave balances in accordance with this Policy.
Such an employee is not normally eligible for re-employment.
Death of Employee: An employee who dies while in the City service shall be separated as of the date
of death. Any salary due the employee and unused annual leave balances will be paid to the estate of
the deceased or as otherwise required by law.
END OF PERSONNEL POLICY
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INDEX
Welcome …............................................................. 2
No Smoking Policy …............................................ 3
Introduction to Public Employment .................... 3
Equal Employment Opportunity Statement ....... 3
“At Will” Employment …..................................... 4
Employee Code of Conduct .................................. 4
Workplace Conduct .............................................. 4
Prohibited Workplace Conduct ........................... 7
Workplace Violence .............................................. 9
Unlawful Workplace Discrimination
Harassment & Retaliation ………………….. 9
Drug Free Workplace Policy ................................ 13
Family Medical Leave Act (FLMA) …………… 18
Workers’ Compensation Procedures ………….. 20
American’s With Disabilities Act of 1990 ……... 22
Bereavement Leave ……………………………... 23
Military Service and Leave …………………….. 23
Veteran’s Preference and Rights ………………. 24
Expense Reimbursement Policy ……………….. 24
Travel Policy ……………………………………. 26
Conference Attendance and Travel …………… 30
Credit Card Processing & Handling Policy …... 30
Vehicle Use Policy ………………………………. 32
Fleet Management Policy & Procedures ………. 34
Internet Usage Policy ………………………….... 36
Social Media Use Policy ………………………… 38
Use of City Facilities, Property & Equipment … 42
Employee Dress Standards ……………………... 43
Clothing Allowance ……………………………... 44
Inclement Weather ……………………………… 44
Jury Duty & Witness in Court Proceedings …... 45
Nepotism-Hiring of Relative …………………… 45
Relationship Policy ............................................... 46
Candidacy for Elective Office ………………….. 46
Idaho Whistleblower Protection ……………….. 47
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INDEX
ADMINISTRATIVE GUIDELINES
Introduction …....................................................... 48
Employee Personnel Records …........................... 48
Hiring from Within ….......................................... 49
Attendance & Punctuality …................................ 49
Employee Classification ….................................... 50
Compensation Policies …...................................... 51
Classification and Pay Plan ….............................. 52
Payroll Procedures …............................................ 54
On-Call & Work Vehicle Policy …...................... 55
Overtime & Compensatory Time ….................... 56
Employee Evaluations …...................................... 57
New Positions, Merit Increases,
Reclassification, Promotions, Demotions and
Transfers ………………………………......... 59
Paid Time Off (PTO) Policy …............................. 61
Holidays …............................................................. 63
Employee Benefits …............................................ 64
Employee-Student In-Service Education
Program …........................................................ 66
Separation from Employment …......................... 68
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