Reviewed 11/2/05, 12/3/08
Revised 11/2/05, 9/5/12, 6/4/14
Neither appointment to, nor termination from, employment with the City of Milford shall be affected or influenced in any manner by consideration of race, creed, sex, age, or national origin. No question of any examination or any employment form or in any other personnel proceeding shall be so framed as to elicit information concerning political or religious opinions of any applicant or employee.
RECRUITMENT AND SELECTION:
It shall be the policy of the City of Milford to carry on such recruitment programs as necessary to seek out and secure the best-qualified individuals to apply for City positions at all levels of municipal service.
The Board of Trustees of the Milford Memorial Library shall interview and select the Director of the Library. The Director shall hire all other permanent and/or part-time personnel after discussion with the Board.
Any applications that indicate that the applicants do not possess the minimum qualifications required for the position applied for may be rejected. Applications may be rejected if the applicant is physically or mentally unqualified for the performance of duties in the position for which appointment is sought, has made any false statement of any material fact, or attempted to practice any deception or fraud in his or her application.
Salary checks will normally be distributed by the city clerk’s office at the end of each two-week pay period. Payroll deductions will include Federal income taxes, state income taxes, Social Security, Iowa Public Employees Retirement System (IPERS) payments, any other deductions required by law and any other employee approved deductions.
The city clerk shall maintain a service record for each employee in the service of the city – excluding Municipal Utility Employees – Showing the name, title of position held, the department to which assigned, salary, changes in employment status, and other such information as may be considered pertinent. Each employee shall promptly report all changes in names, address and telephone number to the City Clerk. Any temporary or permanent change in the employment status of an employee shall be reported by the department head to the city clerk.
Payroll registers shall be kept permanently. All other personnel records, not a part of the current record file, including correspondence, applications, examinations, and reports may be destroyed in accordance with the City’s Record Retention Policy Manual.
USE OF PRIVATE AUTOMOBILES:
If a city employee is required to use private transportation to fulfill the job requirements of employment by the city, a mileage allowance is authorized for all trips allowed by the department head, allowance per mile to be the IRS rate.
FULL TIME EMPLOYEES:
To be classified as a full time employee, the employee must be scheduled to work a minimum of eighteen hundred (1800) hours per year. They may be paid an hourly or monthly wage. Full time employees are eligible for all fringe benefits.
A part-time employee is one who is scheduled to work less than eighteen hundred hours per year. They are not generally eligible for any fringe benefits due full time employees, but are subjected to the same work rules governing full-time employees. The library Board, however, has approved a paid vacation for part-time library employees following the city schedule of one work week of paid vacation after one year of continuous employment, and so on. Part-time employees will be paid a week’s vacation at the rate of hours they have worked on average each week in their employment records for the past year.
EMERGENCY (TEMPORARY) EMPLOYMENT:
If an emergency situation, or when special skills are required, the mayor or committee chairperson may employ the necessary personnel needed to continue necessary city services. If an emergency does not exist, prior approval of the city council shall be obtained to temporary employment.
A City employee shall not become involved in any activity which requires so much of his or her time that it impairs his or her attendance or efficiency in the performance of his or her duties as an employee. A city employee shall not engage in any employment, activity, or enterprise which is inconsistent, incompatible, or in conflict with his or her duties, functions, and responsibilities of the department in which he or she is employed.
Each employee shall be considered to be on probation for a period of six (6) months after entry on duty. Salary may be paid at a monthly or hourly rate. Employees may be dismissed for just cause without prior notice during this period. Former employees that are rehired shall be considered new employees and shall have no accumulated benefits.
GENERAL EMPLOYMENT RULES:
Each employee shall maintain a time card on a weekly basis and submit those cards to the Director who, in turn, will sign and turn them in to the City Clerk.
Trading of days off is allowed only when cleared by the Library Director.
Overtime compensation, for eligible full-time employees, will be paid for hours worked over forty (40) hours during a week pay period. Payment will either be monetary, or compensatory time off, figured at 1 ½ times the overtime hours as requested by the employee and approved by the Library board. Compensatory time may be banked to a total of 480 hours, after which monetary compensation shall automatically be paid for overtime.
Vacations with pay shall be earned as follows: After one (1) year of employment, one (1) work week per year; After two (2) years of employment, two (2) work weeks per year; After five (5) years of employment, three (3) work weeks per year. After ten (10) years of employment, four (4) work weeks per year. If an employee is unable to take all of his or her vacation before his or her anniversary date, a cash payment equal to his/her daily rate of pay, for each day not taken, will be paid. Employees terminating employment, after five or more years, will be paid an amount equal to vacation earned to the date of the termination during the current year of employment. Employees who wish to take vacation time must submit a leave of absence form to the library director at least 2 weeks prior to the desired vacation.
HOLIDAYS: The following shall be paid holidays for full time employees of the Milford Memorial Library: New Years Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day OR the day after Thanksgiving, Thanksgiving Day, and Christmas Day, one personal day and also any day observed by the City Hall employees. Employees shall be allowed to observe religious holidays on Good Friday. Equal consideration will be given to all faiths as their religious holidays occur during the year. When a holiday falls on a Sunday, the following Monday shall be observed. If a holiday falls during an employees vacation, he or she shall be entitled to an extra day of vacation.
HOLIDAY TIME OFF: Employees may ask for only one holiday off each fiscal year. An employee who takes time off surrounding a specific holiday may not take time off surrounding that holiday the next year. All employees must attend the Holiday Fantasy and Pioneer Days events with pay unless there is an emergency or otherwise approved by the director.
SICK LEAVE: Sick leave, with pay, shall be earned at the rate of one (1) day per month of employment for all full time employees. The employee may elect to be paid for any unused sick leave he or she has accumulated after one (1) year, with a maximum of five (5) days pay. Or in lieu of pay, the employee may accumulate sick leave at the same rate to a maximum of sixty (60) days. Employees terminating employment will be paid at one half (1/2) the normal rate for all accumulated sick leave. Sick leave may not be used as vacation.
DEATH IN THE FAMILY: Time off without loss of pay, not to exceed three (3) days will be allowed a full-time employee for the purpose of attending and making arrangements, when a death occurs in his/her immediate family. Time in excess of three (3) days for said purpose shall be without pay. The words immediate family as used shall include only Husband, Wife, Child, Mother, Father, Sister, Brother, Mother-in-law and Father-in-law.
Time off without loss of pay not to exceed one (1) day, will be allowed a full-time employee for the purposes of attending services for a grandmother, grandfather, granddaughter or grandson. All other circumstances, allowances may be made by arrangements with the Library Board chairperson.
JURY DUTY: Any full time employee who is selected for jury duty, or is called as a witness, shall receive a paid leave of absence for the time spent on such duty. Compensation received by employee from the court will be turned over to the City Clerk, with the exception of meal or travel expenses incurred by the employee.
MATERNITY LEAVE: Disabilities caused or contributed to by pregnancy and recovery there from shall be covered by accumulated sick leave after the 270th day of employment.
PERSONAL LEAVE OF ABSENCE: The library board may grant an unpaid leave of absence for a period of up to ten (10) days per year for an employee who needs the time for personal reasons.
EMPLOYMENT OF RELATIVES: Employment of relatives within the same department will not be encouraged by the City.
COMMUNICATION REQUIREMENT: Each employee of the City of Milford is required to have a means by which the library may quickly get in contact with them. The methods are but are as follows but are not limited to, home phone, cell phone and or email.
EVALUATION OF EMPLOYEES: The Milford Memorial Library Board will evaluate the performance of the Library Director at the end of this employee’s probationary period and thereafter every year to coincide with budget submission dates. The Library Director will evaluate all other employees following the same guidelines. All evaluation dates will be kept confidential.
CAUSE FOR DISCHARGE, SUSPENSION OR DEMOTION: Any employee is subject to discharge, suspension or demotion for any of the following causes: inefficiency, insubordination, incompetence, failure to perform assigned duties, narcotics addiction, dishonesty, unrehabilitated alcoholism, negligence, conduct which adversely affects the employees work performance, conviction of a crime involving moral turpitude, conduct unbecoming a public employee, misconduct, or any other just or good cause.
GRIEVANCE PROCEDURE: The Library Board recognizes that in any employee group, grievances, difficulties and misunderstandings will occur. It is the urgent wish of all concerned that such problems be resolved quickly and fairly. The following steps are designed to enable the employee to receive answers to questions, and to solve problems that may confront him/her.
Step 1. Talk it over with your immediate supervisor. Your supervisor knows more about you and your job than anyone else and is in the best position to handle your grievance properly and satisfactorily. He/She will do their best to satisfy you and in most cases will be able to solve your problems.
Step 2. If, for any reason, you fail to get satisfaction from your supervisor, put your grievance I writing and deliver it to the chairperson of the Library Board. Mark your letter clearly with the words “This is a Grievance,” date, and sign.
Step 3. If all steps thus far have failed to provide a satisfactory settlement of your grievance, contact the Library Board Chairperson and ask to be placed on the agenda for the next regular board meeting. The decision of the Board WILL be final.