Resolution - 2022 - 22-08 - Adopting The Amended And Restated Personnel Policy - 10/11/2022 RESOLUTION NO. 22-08
A RESOLUTION OF THE CITY OF EAGLE,IDAHO ADOPTING THE
AMENDED AND RESTATED CITY OF EAGLE 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 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 Personnel Policy identified as "Exhibit A" shall take effect and be in on
October 16, 2022. This 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 11th day of October, 2022.
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THE CITY OF EAGLE
PERSONNEL POLICY
RESOLUTION 22-08
ADOPTED
by City Council
Approval date: October 11, 2022
Effective date: October 16, 2022
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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 City Clerk’s Office/Human Resources Officer 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; when “Human Resources Officer” is referenced herein, it means the office of the
City Clerk, or Designee; when “Department Supervisor” is referenced herein it includes both
Department Supervisors and the Library Director.
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
Human Resources Officer will issue, 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, except where specifically identified.
The responsibility and authority for the enforcement and administration of the policies and
procedures set forth herein are vested in the Mayor, Human Resources Officer and the Department
Supervisors.
At the time of employment each employee shall be provided 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.
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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 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 many
ways including, but not limited to: job orientation, job instruction, coaching, informal discussions
and performance evaluations with employees.
Each employee should recognize that although they may serve as an employee supervised by the
Mayor 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
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 Human Resources Officer if they require an
accommodation to enable the employee to perform the essential tasks of the job.
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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 Human Resources Officer if
they require accommodations for religious reasons.
YOUR EMPLOYEMENT RELATIONSHIP WITH THE CITY
This Policy is designed to introduce you to the City, familiarize you with various policies, practices
and procedures currently in effect at the City, and help answer many of the questions that may
arise in connection with your employment.
This Policy is not a contract of employment and does not create a contract of employment.
All employees of the City of Eagle are considered “AT WILL”: This Policy does not create a
contract, express or implied, guaranteeing you any specific term of employment, nor does it
obligate you to continue your employment for a specific period of time. Its purpose is simply to
provide you with a convenient explanation of present policies and practices of the City. Employees
may be terminated with or without cause absent prior notice regardless of any clause in this
Personnel Policy.
All employees of the City are at-will and are employed at the discretion of the Mayor and/or the
Department Supervisor in which the employee works. Only a signed written contract authorized
by the City Council can alter the at-will nature of employment regardless of anything written, or
spoken, by the Mayor or Department Supervisor. Employees have no right to continued
employment or employment benefits, except as may be agreed to in writing and expressly
approved by the City Council. All provisions of this Policy will be interpreted in a manner
consistent with this paragraph. In the event of any irreconcilable inconsistencies, the terms of this
paragraph will prevail.
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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EXPECTED CONDUCT
Each employee is expected to conduct themselves in a professional manner. In order to accomplish
this, each employee must:
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
City policies and procedures . Each employee shall be subject to the administrative authority
of their Department Supervisor.
3. 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. Adhere to the defined work schedule and procedures. Follow rules regarding work hours or
adjusted work hours as determined by Department Supervisor or Mayor. 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, up to and including
termination of employment, may be taken if the tardiness continues.
6. Abide by all departmental rules, including dress standards, whether 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. 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.
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
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of negligible value, which are distributed generally, or to prohibit employees or officials from
accepting social courtesies, which 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, or the Department for whom they work.
17. 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.
18. 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.
19. 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.
20. Follow all rules regarding safety in the workplace whether established formally or informally
by the Department Supervisor or by outside agencies. Employees are encouraged to suggest
ways to make the workplace or work procedures safer.
21. 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.
22. 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.
23. 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 CONDUCT
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 refrain from:
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 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 and e-cigarettes of any kind 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 or otherwise participate in a scheme or deception designed
to create incorrect personnel records or to claim benefits which are not deserved or earned in
accordance with the City’s Personnel Policy.
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.
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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 be grounds for disciplinary action up to and including termination
of employment.
17. Disregard any rule established by the City created to promote safety, maintain order and
productivity in the workplace.
18. Allow use of unlawful substances or consumption of alcoholic beverages in any vehicle at any
time or any City building without an appropriate permit.
19. Violate any lawful rule established by the City to maintain safety, order and productivity in the
workplace.
20. Unauthorized duplication or misuse of City keys or personnel key cards.
21. 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.
22. Engage in criminal conduct of any kind while on or off the job.
The foregoing list is not all-inclusive. Violation of any of the rules set forth in this Personnel
Policy shall be grounds for disciplinary action, up to and including termination of employment.
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.
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
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should be promptly reported to the Mayor or a Department Supervisor 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.
Designated City Officials:
The City designates the Mayor, Department Supervisors the Human Resources Officer and the
City Attorney 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.
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
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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;
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.
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.
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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. 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.
The employee may report the incident to any of the listed Designated City Officials.
• A Designated City Official: i.e. the Mayor, Office of the City Clerk or Human Resources
Officer.
• Any Department Supervisor.
• City Attorney.
If the initial reporting is done verbally, the employee may be asked to provide a written account
of the incident.
2. Department Supervisor Responsibilities:
All Department Supervisors 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 shall:
• Encourage employees to report any violations of this policy before the harassment
becomes severe or recurring.
• Make sure a Designated City Official and the City Attorney 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 City Attorney.
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 he/she 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 the Designated Official,
Department Supervisor, Human Resources Officer or City Attorney. The individual receiving
the report must then forward it to the Human Resource Officer. If the Designated Official is
the subject of the complaint, the report must then be forwarded to City Attorney
2. Once such a complaint has been made, the complaint cannot be withdrawn by the complainant
without a determination that it was made erroneously.
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3. The Designated Official should promptly review the complaint and consult with the City
Attorney for the City and the Human Resources Officer.
4. 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.
5. The Designated Official, in consultation with legal counsel for the City, should engage an
appropriate person to investigate the complaint. The investigator should be a neutral party.
6. The investigator should 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. At the conclusion of the investigation, the investigator will submit a report of the findings to
the Designated Official, who will then route it as appropriate.
8. The Designated Official and/or the appropriate supervisors and 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.
9. The complainant and the person alleged to have committed the offenses may submit written
statements to the Designated Officials and/or supervisors challenging the factual basis of the
findings. Unless circumstances prevent, the statement must be submitted no later than 5
working days after the meeting in which the findings of the investigation are discussed.
10. After the Designated Official and/or Department supervisors have met with both parties and
reviewed the documentation, and after consultation with the City Attorney, a decision will be
made as to what action, if any, should be taken by the Mayor or Department Supervisor.
11. 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.
H. Disciplinary Action:
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.).
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 the investigator to inform witnesses of certain aspects of the complaint in order to
obtain an accurate account of the actions of the parties involved. The City’s insurer may also be
engaged to assisting all phases of any proceeding or investigation.
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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 and e-cigarettes of any kind is not allowed within all indoor spaces of the
City buildings, facilities or in City vehicles. Smoking is only permitted outside of City buildings,
parks and facilities.
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 as appropriate.
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 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.
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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.
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 or Human
Resources Officer 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 of employment.
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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.
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.
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Return to Work: The City has the option of disciplinary action up to and including termination
of employment 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:
1. 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.
2. 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.
3. Any employee identified as needing assistance in resolving problems associated with alcohol
misuse and/or drug us.
4. May be required to follow a rehabilitation program prescribed for resolving problems
associated with alcohol misuse and/or drug use.
5. 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.
6. 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 of employment, 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
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the community, or the City’s Employee Assistance Program. A voluntary, conscious effort to seek
such help may not jeopardize employment.
On-The-Job Use, Possession, or Sale of Drugs:
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.
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;
• 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: In accordance with federal law, 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.
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Use of FMLA 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).
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 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
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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.
Additional City benefit for family leave: In addition to FMLA the City makes available paid
family leave to both part-time and full-time regular employees, that shall run concurrently with
any FMLA leave taken. The hours must be utilized immediately upon the birth of the child, child
adoption or placement of new foster child. 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 FMLA and PTO
Policy in this document.
Full-time regular 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, and utilized immediately upon the birth of the child, child adoption or
placement of new foster child. There is no “cash out” option for these one hundred (160) hours.
Part-time regular 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 and
must be utilized immediately upon the birth of the child, child adoption or placement of new foster
child. There is no “cash out” option for these eighty (80) hours.
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 Human Resources
Officer. 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 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.
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.
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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:
1. During the five (5) day waiting period, an employee can elect to cover their absence by using
accrued PTO.
2. 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.
3. 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.
4. 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 and the Human Resources Officer.
• Obtain medical attention, if necessary, at the City’s preferred provider facility. [St. Luke’s
Regional Medical Center], if circumstances permit. Otherwise seek the facility with the closest
proximity.
• Inform medical receptionist at the treatment facility that injury is work related.
• The employee and their Department Supervisor 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 Human Resources Officer.
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 should:
• Ask employee if they wish to seek medical attention; however, the Department Supervisor 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 should accompany employee to
clinic or Emergency Room.
• Advise receptionist that injury is work related if employee is unable to do so.
• Department Supervisors should notify the Human Resources Officer regarding an employee
injury as soon as possible.
• Work with the employee, and any witnesses, to complete the Department Supervisor Accident
Investigation and Report form within forty (48) hours and submit the report form to the Human
Resources Officer.
• Witness names and contact information should be obtained and reported.
• Delay in submitting forms will slow down claim payments.
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Human Resources Officer:
• Submits the First Report of Injury to State Insurance Fund (SIF) based on
Employee/Department Supervisor Report
• 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 should check with the office of the City Clerk 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 office of the City Clerk 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 and the office of the City Clerk 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 office of the City Clerk 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 Human Resources Officer will contact employees regarding possible FMLA
situations.
• Accrued PTO may be used to supplement time loss for a work-related injury. Contact the
office of the City Clerk 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 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.
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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 Human Resources Officer 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
bereavement leave may be utilized within 12 months of the death of the immediate family member.
There is no “cash out” value for this benefit. The employee should notify their Department
Supervisor 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.).
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.
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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 Human Resources Officer to be placed
in the individual’s 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.
TRAVEL POLICY
The City recognizes the need for employee professional development opportunities, as well as
official representation at conferences, meetings, conventions, seminars and other functions.
Employees traveling on City business are representatives of the City and are expected to
maintain a high level of professionalism and follow City’s policies and rules. When prior
authorization is obtained, the City will pay reasonable expenses incurred during travel for
employees’ attendance to conferences, meetings, conventions, seminars and other functions.
Exclusions: Expenses for non-city personnel that may accompany employee during travel
including meals, travel expenses, etc. are not authorized under any circumstances.
Travel Time: Non-exempt employees traveling on City business will be compensated 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.
Meals: Overnight travel: meals expenses, when overnight travel is required for conference/training
attendance, are eligible for reimbursement or per diem in accordance with the current federal per
diem rates for the travel destination. Reimbursement for meals shall include the cost of the meal
and meal gratuities.
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Meal expenses for business or professional development activities for which overnight travel is
not required are not eligible for reimbursement.
CONFERENCE REQUESTS & NON-LOCAL TRAVEL PROCEDURES
The procedure identified in this section apply to requests for continuing education, professional
development, conference attendance and other miscellaneous staff training and the travel
associated with the same.
The City may issue additional guidelines relating to conference and travel booking requirements
as needed.
1. Employees may attend professional development conferences, as approved by Department
Supervisor. Submittal of attendance request must be submitted for consideration at least 30
days prior to the conference date. Processing of requests received less than 30 days prior to
the conference date may be delayed or denied.
2. Employees should utilize the safest and most economical mode of transportation and
accommodations available.
3. Conference attendance requests and associated travel information shall be provided to the
Department Supervisor for consideration via means identified by the Clerk’s Office. Request
support documentation will include at least: A) Submittal of completed request form B) Copy
of conference itinerary C) Estimated travel costs.
4. Employees who anticipate special accommodations for travel must receive approval prior to
the expenses being incurred. Any travel expenses deemed unreasonable relative to the
circumstances shall not be reimbursed and shall remain the employee’s personal responsibility.
5. Upon Department Supervisor approval the City shall issue the employee per diem prior to
conference/training attendance in accordance with federal rates prior to conference attendance.
A City issued credit card may be issued to purchase airfare and secure conference registration.
6. If the employee wishes to confirm that an expense would qualify for reimbursement, they are
to contact their Department Supervisor for approval or assume the financial risk. Department
Supervisor may authorize reimbursement of unexpected expenses incurred by the employee
with the provision of receipts and accompanied with a reasonable explanation of expense.
7. The City shall 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.
Nor shall the City pay for activities or meals for non-city personnel who may accompany the
employee.
Additional information regarding expenses eligible and ineligible for reimbursement is available
herein.
City Owned Vehicle – Local Travel: Local travel for City business: Employees shall utilize city
owned vehicles contingent upon availability and shall comply with fleet and vehicle policies
herein. See page 29 of this policy for fleet and city vehicle policy.
Department Supervisors may authorize the transport of non-city personnel (family members) in
the vehicle. However, non-city personnel 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-
owned vehicle are required to wear a seatbelt and adhere to safe driving and rules of the road at all
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times. No alcoholic beverages are allowed in City-owned vehicles.
Privately Owned Vehicle Use - Local Travel: With prior approval by Department Supervisor,
employee may use a privately owned vehicle for local travel. Mileage will be reimbursed at current
year standard business mileage rate upon submittal of a mileage reimbursement form within 30
days of the date of travel. Beginning and ending vehicle mileage and travel purposes will be
required. Travel from an employee’s residence to primary work location is not eligible for
reimbursement, unless associated with response to an on-call incident.
EXPENSE REIMBURSEMENT
Statement of Purpose and Responsibilities 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. Funds must be identified and available in the current
year budget, and approval from the Mayor, Department Supervisor or City Treasurer obtained
prior to being incurred. Failure to receive prior approval may result in an automatic denial for
reimbursement.
Directly Related Defined: “Directly related” means: Department Supervisor has identified the
need of the City, approved the expense and directed the employee to the course of action. With the
expectation of deriving some current or future benefit for the City; and the employee or City
official is actively engaged in a business meeting or activity necessary to the performance of their
job duties.
Reimbursement requests shall be provided to the Department Supervisor for consideration via
means identified by the Clerk’s Office within 30 days of incurring the expense. The electronic
format requires a minimum of the submittal of completed request form and copies of receipts.
Reimbursable Expenses: The following are reimbursable expenses; assuming they follow the
conditions stated in this policy:
• Hotel or motel and related tips and taxes
• Travel expenses including airfare, train fare, bus, taxi, uber and related tips
• Meals, including tips between 15-20% - overnight travel required to be eligible for
reimbursement.
• Car rental and parking
• Personal vehicle mileage at the current published federal rate. Every effort should be made to
utilize a City-owned vehicle, but should none be available, employees may receive pre-
approval to utilize their personally owned vehicle.
Non-Authorized Expenses: The following expenses are not allowed nor reimbursable under this
Policy:
• Alcohol
• In-flight movies/refreshments
• Personal entertainment not included as part of a conference registration fee, in room movies,
etc.
• 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
within 30 days of notice from the City Treasurer
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• Any expenses associated with any non-city personnel that may be accompanying employee;
including meals, travel expenses, etc.
Policy Exceptions: No policy can anticipate every situation that might give rise to legitimate
business expenses. Requests for exceptions to this policy should document extenuating
circumstances and shall be submitted to the Department Supervisor, City Treasurer and Mayor for
consideration to make a determination regarding the request. Their decision shall be final.
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).
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 familiarize themselves with 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, excluding the following exceptions:
• Cases where utility services may be or have been terminated.
• With prior authorization from both the City 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.
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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 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. It is the responsibility of
designated City Treasurer 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 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 drive safely, legally and courteously,
remembering that they are directly responsible for maintaining both City owned property and the
public trust. It is the p olicy of the City to provide a safe working environment that protects City
employees and citizens from injury and property loss.
To use a City owned vehicle, the employee must have and carry with them a valid Idaho driver’s
license. A copy of their driver’s license, along with a copy of their POV insurance card will be
submitted to be placed in their personnel file annually.
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 p olicy applies to all City employees. Activities of these employee drivers will be reviewed
by their Department Supervisor to ensure full implementation and compliance of this policy.
Authorized Use:
1. Employees must be authorized by their Department Supervisor to operate a City vehicle, and
be at least 21 years of age.
2. Vehicles owned or leased by the City are to be used for the functions of the City. Personal
use of city owned vehicles must receive prior authorization by the Mayor.
3. The Public Works Director, or Staff designee is entrusted with the care, maintenance
and safe keeping of the vehicles and may assign that responsibility to an employee.
4. 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).
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Personally Owned Vehicles on City Business: Employees who drive personally owned
vehicles on City business are subject to the requirements of this policy including:
1. Maintaining auto liability insurance with minimum state limits.
2. Maintain vehicle in a safe operating condition when driven on City business.
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 .
During the entire time of the revocation or suspension, the employee’s City vehicle use privileges
will be suspended. Under no circumstances shall such an employee operate a City vehicle, that
requires a license plate until the employee’s driver’s license has been fully restored and validated.
Non-City employees are not allowed to operate city-owned vehicles, unless authorized
by the Mayor and Public Works Director or d esignee, or unless a life-threatening emergency
or similar circumstance exists.
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, defensive driving and other operator training as
identified and required by the City.
3. Conduct vehicle safety inspection daily prior to vehicle use, reporting and/or addressing any
maintenance/safety issues immediately to the Public Works Director or designee.
Driver/Operator Evaluation: Employees will be evaluated and selected for operation of a City-
owned vehicle/equipment based upon their ability. To evaluate employees as drivers, the Public
Works Director, or designee may:
1. Review past driving performance and work experience through reference checks with previous
employers.
2. Review the employee’s driver’s license record (DLR).
3. Ensure the employee has a valid driver’s license.
4. Ensure that the employee is qualified to operate the type of vehicle/equipment assigned.
Seatbelt Use & Mobile Communication Device, Cell Phone and Computer Use: Except as
specifically authorized herein, all drivers and passengers are required to utilize seatbelts as
mandated by law.
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”.
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.
Impaired Driving: No driver shall operate a vehicle/equipment 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. The employee driver is
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obligated to report to their Department Supervisor any reason that may affect their ability to drive
safely.
Traffic Violations: Employees are legally responsible for being compliant with driving laws and
the safety of the vehicle/equipment. 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.
Accident Reporting:
1. 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).
2. 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.
3. Drivers shall notify their Department Supervisor or designee immediately 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.
Drivers shall cooperate fully with the City, and the City’s insurance carrier (ICRMP) , during
the handling of the claim. Failure to report an accident may result in disciplinary action up to and
including termination of employment.
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.
For purpose of this policy, fleet is defined as any city-owned vehicle, machinery, or heavy
equipment. The City may require participation in vehicle safety, defensive driving training, and
other operator training as identified and required by the City to ensure and promote
employee safety. All employees shall follow the guidelines as outlined within this Policy.
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. Certain vehicles will require specialized
training and/or certifications as identified by the Public Works Director, or designee. Employees
shall seek Supervisor authorization prior to operating specialized vehicles and equipment to ensure
appropriate training has been obtained. Failure to seek authorization may result in disciplinary
action up to and including termination of employment.
Responsibilities of the Employee: Employees shall ensure the use of the fleet vehicle be for
official municipal business only. Each employee SHALL reserve the required vehicle for the date
and time needed unless vehicle is assigned to the employee for daily use. 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.
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Employees shall ensure that:
• They are licensed to drive the vehicle for the purpose intended and possess the driving skills
required to safely operate the vehicle.
• Have received required training and authorization from the Public Works Director or designee
to operate the fleet asset.
• 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.
• 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.
Mobile Communication Device, Cell Phone and Computer Use: Employees are not allowed to
operate fleet vehicles/equipment 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”.
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, and reimbursement to employee
issued in accordance with established procedures.
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
or designee.
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 or designee.
All vehicles are to be left in a clean and tidy condition and the vehicle log completed. Most City
vehicles have a car wash barcode and shall utilize the carwash services that are available.
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At 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 vehicles/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 or designee who will coordinate the
repair/service as needed. The Public Works Director is 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. Failure to report an
accident may result in disciplinary action up to and including termination of employment.
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.
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,
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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.
• 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 up on 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.
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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 Public Information Officer, the Mayor
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
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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.
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
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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;
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.
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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.
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/benefit for other than official duty-related use is forbidden.
Use of Facilities, Property &Equipment: The appropriate use of City facilities, property and
equipment is expected from employees. All facilities, vehicles, furniture, supplies, computers,
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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.
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, and city issued cellular devices. Employees
may not disable the tracking devise or face disciplinary action up to and including termination of
employment.
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.
EMPLOYEE DRESS STANDARDS
The Department Supervisors 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 .
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 professionals, 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 , 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.
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 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 budgetary considerations allow, and as authorized by a Department Supervisor, the City
may provide attire for employees based on position and duties assigned. Employees’ clothing will
bear either the City’s name and logo or, and if appropriate, the employee’s name. Employees of
the Recreation Department, and Water Department are required to wear clothing that is
identifiable by their department and their name.
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 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 paid time off will utilize the same for those work hours. .
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.
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.
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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 and the office of the City
Clerk, 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., will receive their hourly wage for the hours they would
normally have been scheduled to work with no reduction in benefits. This does not apply to
temporary employees.
If an employee is dismissed from jury duty before the end of the workday, they must contact their
Department Supervisor 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. Jury duty for an
exceptionally long duration may be compensated upon the discretion of the Department
Supervisor.
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.
RELATIONSHIP POLICY
Any Department Supervisor involved in a romantic relationship with a subordinate must
immediately notify the Mayor and the Human Resources Officer 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
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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.
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
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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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GENERAL POLICIES
The Mayor, Department Supervisors, and the Human Resources Officer are responsible for the
administration of the policies herein.
None of the policies 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 polices are subject to modification, amendment or revocation by the City at any time,
without advanced notice.
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 maintained by the office of the City Clerk.
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
office of the City Clerk 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 Human Resources Officer, the Mayor, Department Supervisors, the office of the City
Clerk, the City Council , when acting 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.
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.
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.
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 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.
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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.
If the absence is unexpected, the employee should attempt to reach their Department Supervisor
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 is unavailable, the employee is directed to contact the office of the
Human Resources Officer (Clerk’s Office). If the employee must leave a voicemail, the employee
must provide a phone number where the employee may be reached.
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 ensure that employees are properly categorized for purposes of each
issue or benefit type. The Human Resources Officer will endeavor to assist with such matters, but
the employee is ultimately responsible to ensure that their status is properly addressed.
All Employees of the City of Eagle are considered “AT WILL” and may be terminated with or
without cause absent prior notice, regardless of any clause in this Policy, except as otherwise
required by law or pursuant to a written contract approved by the City Council.
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:
Appointed Officials: The city clerk, treasurer and any other appointed officials pursuant to Idaho
Code §50-204 and Eagle City Code 1-6-1, may only be removed pursuant to Idaho Code §50-206
and/or Eagle City Code 1-6-2.
Elected Officials: Elected Officials are not considered employees. Elected Officials receive
employment benefits as identified herein.
Full-Time Regular Employees: Employees whose employment is sustained and continuing and
whose typical work week consistently consists of at least 30 hours are considered full-time regular
employees. Full-time regular employees are eligible for employee benefits provided by the City.
Part-time Regular Employees: Employees whose employment is sustained and continuing and
whose typical work week consists of less than 30 hours on a regular basis are considered part-time
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regular employees. Part-time regular employees may receive reduced employee benefits as
authorized by the City Council and as required by federal and state law. The scope of benefits
received may vary proportionately with the number of hours typically worked for a part-time
regular employee. The number of hours worked may also affect the employee's obligation to
participate in certain mandatory state benefit programs. Certain benefits may not be available
because qualifying thresholds have not been reached.
Non-PERSI Eligible Employees: As identified in Idaho Code Section 59-1302(14)(b), certain
types of employees are not eligible for PERSI benefits. These employees are also not eligible for
other offered city employee benefits, except those required by law or otherwise authorized by the
City Council.
Descriptions of non-PERSI eligible employees, include but are not limited to, the following:
• 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.
• 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.
Temporary Employees: Individuals who work on an irregular or temporary basis. These
individuals may be hired through a third-party staffing or temporary agency. These employees are
not eligible for employee benefits, except those required by law
COMPENSATION POLICIES:
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 to verify it is correct. Information
shown on the employee's paycheck stub is provided for information only.
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 Human Resources Officer, 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.
Right to Change Compensation and Benefits: The City may change general compensation for
any reason deemed appropriate by the City Council. Compensation may also be adjusted based
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upon job performance and the availability of funds to maintain a solvent city budget. Hours
worked may be reduced or employees may be laid off as necessary to meet budgetary constraints
or as work needs change.
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 obtain Department
Supervisor approval prior to the use of PTO via the electronic request platform, or written requests
on city provided form may be submitted if the electronic platform is unavailable.
Additionally, it is the responsibility of the Department Supervisor 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.
If instructed to do so, the employee must immediately report it to the Mayor or the office of the
City Clerk, as appropriate.
Corrections made to an employee’s timesheet made by a Department Supervisor or the office of
the City Clerk to correct mistakes will be reviewed with the employee to ensure transparency.
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.
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.
OVERTIME & COMPENSATORY TIME (Comp Time)
In addition to the employee classifications set forth elsewhere in this policy, all employees are
classified as exempt (salaried) or non-exempt (hourly) for purposes of complying with the federal
Fair Labor Standards Act (FLSA).
Exempt Employees: Exempt employees perform work that qualifies for the professional,
executive or administrative exemption and do not qualify for overtime compensation or
compensatory time. Employees should contact their department head or the Human Resources
Officer for further clarification of the employee’s FLSA status.
Non-Exempt Employees: Non-exempt employees entitled to overtime compensation will either
accrue compensatory time or overtime pay. The Department Supervisor may require the payment
of overtime vs the accrual of compensatory time based on the needs of the City.
Prior Approval required: Department Supervisor approval is required prior to employee
working over 40 hours in one work week due to budgetary and staffing considerations. It is the
sole determination of the Department Supervisor whether the employee is paid overtime or allowed
to the option of accruing compensatory time.
Overtime Pay: Overtime work is work performed in excess of 40 hours per week as defined by
the Fair Labor Standards Act (FSLA). Overtime is triggered when a non-exempt 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 holidays to be counted as time worked.
Overtime for non-exempt employees will be allowed only when authorized by the appropriate
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Department Supervisor or when absolutely necessary in an emergency.
Employees may not work any hours outside of their scheduled workday unless the Department
Supervisor has given advanced authorization for the unscheduled work. Employees may not start
work early, finish work late, work during meal breaks or perform any other extra or overtime work
unless they are authorized to do so, and it is reported on the employee’s timesheet. Any employee
who fails to report, or inaccurately reports, any hours worked will be subject to disciplinary action,
up to and including termination of employment.
Compensatory Time (Comp Time): 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. Department Supervisor approval is required prior to
employee working over 40 hours in one work week due to budgetary and staffing considerations.
Comp Time is defined as time off granted to a non-exempt employee to offset overtime hours
worked by the employee. Comp Time cannot be accrued unless the non-exempt employee actually
works overtime in the work week.
Comp Time Accrual Limits– Sunset for Use or Pay-Out: Comp Time will accrue at the rate of
one and one-half (1½) times the non-exempt 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 employee who
reaches this threshold shall be paid overtime compensation. All Comp Time shall be utilized by
September 15th of each year or shall be paid out as overtime prior to end of fiscal year.
Failure to identify: Should a regular employee fail to designate overtime vs comp time for hours
worked over forty (40) hours, the regular 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 reasonable opportunities
to use such time are unavailable, the 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 regular 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 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 - Full-Time Regular Employees: The City extends a “Cash-Out” option
for Comp Time should an 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 office of
the City Clerk for processing one (1) week prior to a pay date.
Promotion from Non-Exempt to Exempt Full-Time: If a non-exempt employee with accrued
Comp time is promoted to an exempt 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 employee, all accrued Comp time will be paid
out as overtime.
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PAID TIME OFF (PTO)
The City utilizes Paid Time Off (PTO) for full-time, and part-time employees to use for vacations,
planned time off and/or sick leave.
Full Time Regular Employees: Full-time regular employees work forty (40) hours per week.
Each full-time regular 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: .08 hour per regular hour
worked
162 maximum hours a calendar
year
More than 5 years but less
than 10 years of service
.10 hour per regular hour
worked
204 maximum hours a calendar
year
More than 10 years but
less than 15 years of
service
.12 hour per regular hour
worked
240 maximum hours a calendar
year
More than 15 years of
service
.14 hour per regular hour
worked
282 maximum hours a calenda
year
Employees are encouraged to maintain a minimum balance of forty (40) hours (5 workdays) for
emergency purposes. PTO shall not accrue during any period of suspension, leave without pay,
FMLA unpaid leave or layoff.
Accrual limit: Full time regular 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.
Termination: Full-time regular employees upon exit from City employment, the employee is
eligible to be paid for no more than two hundred (200) hours of accrued PTO.
Part-Time Regular Employees: Each part-time regular employee who completes thirty (30)
consecutive days of employment with the City, accrues PTO according to the length of such
consecutive years of employment as follows:
Up to 5 years of service: .08 hour per regular hour
worked
81 maximum hours a calendar
year
More than 5 years but less
than 10 years of service
.10 hour per regular hour
worked
102 maximum hours a calendar
year
More than 10 years but
less than 15 years of
service
.12 hour per regular hour
worked
120 maximum hours a calendar
year
More than 15 years of
service
.14 hour per regular hour
worked
141 maximum hours a calendar
year
Part-time regular employees are encouraged to maintain a minimum balance of nineteen (19) hours
for emergency purposes. PTO shall not accrue during any period of suspension, leave without pay,
FMLA unpaid leave or layoff.
Accrual limit: Part-time regular employees are allowed to attain no more than two hundred and
forty (240) hours of PTO. No additional leave shall accrue once the 240 hour limit has been
reached, this is a “Use It or Lose It” Policy.
Termination: Part-time regular employees upon exit from City employment, the employee is
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eligible to be paid for no more than one hundred (100) hours of accrued PTO.
Non-PERSI Eligible and Temporary Employees: Employees who are designated as either non-
PERSI eligible or 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.
Use of PTO: Prior to taking PTO, a Request for PTO (Paid Time Off) Form must be submitted
via the electronic platform or written requests may be submitted if the electronic platform is
unavailable, by the employee and turned into their Department Supervisor 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 Supervisors 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 Guidelines. Department Supervisors shall verify that the employee has
sufficient PTO available prior to approving their PTO request. PTO leave may be denied if the
employee does not have sufficient leave time available.
Employees who repeatedly take unplanned leave (not pre-approved), or time-off when PTO hours
are not available for purposes other than an emergency or FMLA qualifying events may face
discipline measures up to and including termination of employment.
The Mayor, after recommendation by a Department Supervisor 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 when appropriate, may either approve or deny a Leave of Absence
based upon numerous business considerations. Because of fluctuating needs the City 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: Full-Time Regular Employees: The City extends a “Cash-Out” option for
PTO should exempt full-time regular 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 requesting employee must complete a PTO Cash-Out
Request Form. The request to “cash out” must be received by the office of the City Clerk for
processing one (1) week prior to a pay date.
The employee must ensure that a minimum of one hundred (100) hours of PTO remains available
to them.
PTO “Cash-Out: Part-Time Regular Employees: The City extends a “Cash-Out” option for
PTO should part-time regular employees wish to utilize it. A part-time regular 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 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 one (1) week prior to a pay date.
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The part-time regular employees must ensure that a minimum of fifty (50) hours PTO remains
available to them.
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.
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 (on-call and regular pay). 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
snowstorm. 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 forty(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.
On-Call 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.
Employee will be compensated at the employee’s regular rate of pay until such time that the
employee has reached the weekly accrual of forty (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.
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
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log and keep accurate records of the actual mileage at the beginning and end of each on-call
weekday or weekend shift.
Mileage Reimbursement: Employee will be eligible for mileage reimbursement for driving their
personal vehicle to their regular place of employment or to the service site while on-call.
Reimbursement request shall be submitted in accordance with the procedures established herein.
EMPLOYEE EVALUATIONS
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 Department Supervisor will
complete an evaluation for each employee to measure progress and to encourage professional
development. The evaluation may note specific instances of outstanding work performance,
completed professional development coursework, as well as identifying areas where improvement
is needed. Evaluations will be given on the basis of the Department Supervisor 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 may be consulted when evaluating
potential changes in employee compensation.
Evaluations will be reviewed with the employee and a copy placed in the employee file. Each
year, Department Supervisors should take the opportunity to review the employees job description
with the individual to refamiliarize themselves with the essential function of the position.
It is the Department Supervisors responsibility to accurately budget for wage adjustments and
ensure equitable compensation of personnel in accordance with established policies. Human
Resource Officer shall be consulted to confirm wage meets grade and range scale. The Department
Supervisor will prepare a Notice of Personnel Action Form for each employee receiving a change
in their wage. The Notice of Personnel Action Form will be presented to the Mayor for review
and approval, prior to reviewing with the employee for their review and approval. The signed copy
will be provided to the office of the City Clerk for entry into the payroll system and placement in
to the employees personnel file.
HOLIDAYS
Official holidays are compensated holidays that are provided for full-time and part-time regular
employees. Employees who have full-time and part-time regular employee active status on the
date of any holiday shall receive compensation for that day even though they do not work.
Full-time regular 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. Part-time regular
employees will receive four (4) hours credited for a holiday which will be included in total hours
worked per week. Temporary employees are not eligible for holiday pay.
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 PTO, the leave record will be
credited with the holiday, so the employee will not be charged with a day of leave.
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Recognized Holidays:
New Year’s Day Labor Day
Martin Luther King, Jr./Human Rights Day Columbus Day
President’s Day Veteran’s Day
Memorial Day Thanksgiving & the day after
Independence Day Christmas Eve & Christmas 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 may change general compensation for any reason deemed appropriate by the City
Council. Compensation may also be adjusted based upon job performance and the availability of
funds to maintain a solvent city budget. Hours worked may be reduced or employees may be laid
off as necessary to meet budgetary constraints or as work needs change.
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 full time or part-time regular employee have completed thirty (30) days of
continuous employment with the City.
The City of Eagle offers a number of employee benefits for full-time and part-time regular
employees. Part-Time regular employees may have access to some of the same benefits as full-
time regular employees on a pro-rata basis as identified herein.
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. The
Department Supervisor’s shall be responsible for monitoring employee eligibility, specifically the
“trigger hours” for part-time employees.
Refer to “Public Employees Retirement System Member Handbook” for more comprehensive
information regarding this benefit www.persi.idaho.gov .
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
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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 full-time regular
employees and the Mayor. 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 Human Resources
Officer.
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.
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.
Except for Worker’s Compensation Insurance and PERSI, other benefits provided by the City do
not begin to accrue until the full-time regular 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.
Dental & Vision Insurance: The City provides dental and vision insurance coverage for full-
time regular 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 full-time regular employee.
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 full-time regular
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.
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 Human Resources Officer.
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EMPLOYEE-STUDENT IN-SERVICE EDUCATION PROGRAM
The full-time or part-time regular 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 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 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 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 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 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.
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 .
Every employee-student upon application for benefits from the program must meet the following
requirements:
1. Must be of full time or part-time regular employee status with the City.
2. Must have a satisfactory performance record.
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3. Must have formal, written approval of their Department Supervisor.
4. The expense must have been budgeted for in the current fiscal year.
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 for reimbursement.
2. Part-time regular 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 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 will consider:
1. The applicant's meritorious service or performance that makes the employee-student eligible
for the program's benefits. Years of service with the City will also be a consideration.
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.
Reimbursement The City will reimburse an full-time and part-time regular 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.
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.
The City will not reimburse the student for books or laboratory fees.
SEPARATION FROM EMPLOYMENT
Employees who leave the City of Eagle workforce under various conditions that include
retirement, resignation, involuntary terminations, reductions in force 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 or the Mayor , 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. The Department Supervisor will prepare a Personnel Action Form
indicating the employee’s retirement date, and provide to the Human Resources Officer for
placement in the employees file.
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
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training of a replacement.
Prior to the date of retirement, the Human Resources Officer will meet with the employee to
discuss the retirement process and any required paperwork. Information regarding benefits
including COBRA options, appropriate retirement issues including PERSI, leave and any pay due
with the employee will be provided to the employee. Upon retirement, the employee shall be paid
for any unused leave balances or have the option to take the unused leave balance as leave until
the date of retirement.
All city owned property shall be returned to the City on their last day of work. The City of Eagle
may take any action deemed appropriate to recover or protect its property.
Resignation: An employee is encouraged to submit a written Notice of Resignation to their
Department Supervisor, the Mayor at least two (2) weeks prior to the effective date of the
resignation. Employees who voluntarily resign from the City will be paid their unused leave and
Comp time balances in accordance with City policies.
An employee may be requested to leave immediately by the Department Supervisor or the Mayor
upon notice of resignation. All city owned property shall be returned to the City on their last day
of work. The City of Eagle may take any action deemed appropriate to recover or protect its
property.
The Notice of Resignation should indicate the reason for resigning and the last workday with the
City. Oral resignations should be documented in writing by the Department Supervisor, or the
Mayor. The document will be placed in the employee’s personnel file.
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.
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, in conjunction with the Human Resources Officer, will prepare a
Personnel Action Form indicating the employee’s date of Involuntary Termination which must be
reviewed by the City Attorney and approved by the Mayor prior to termination. The document
will be placed in the employee’s personnel file.
All city owned property shall be returned to the City on their last day of work. 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 leave and Comp time
balances in accordance with City policies.
Layoff: The Mayor with the concurrence of the City Council, may lay off employees due to
organizational changes, lack of funds or curtailment of work. Transfers may be made between
classifications in order to retain the best qualified employees for the work available. The City will
make every effort to give employees reasonable notice of intent to layoff.
Department Supervisor, in conjunction with the Human Resources Officer, will prepare a
Personnel Action Form indicating the employee’s lay off date which must be approved by the
Mayor prior to layoff. The document will be placed in the employees personnel file.
Employees who are laid off from the City will be paid any accrued Comp Time and unused PTO
balance in accordance with City policies.
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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 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.
The Department Supervisor, in conjunction with the Human Resources Office, will prepare a
Personnel Action Form indicating the employee’s RIF date which must be approved by the Mayor
as appropriate, prior to the RIF. The Human Resources Officer will file the Personnel Action Form
in the employees personnel file.
The City Council 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 PTO and Comp
Time balances 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 paid time off (PTO) if they are rehired.
Job Abandonment: An employee who is absent from work for a period of three (3) working days
without notifying their Department Supervisor 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 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 will prepare a Personnel Action Form indicating the date of the
employee’s job abandonment which must be approved by the Mayor. The Human Resources
Officer 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 PTO and Comp Time balances will be
paid to the estate of the deceased or as otherwise required by law.
END OF PERSONNEL POLICY