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Home My WebLink About2016-10-25-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 10/25/2016 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. ADMINISTRATIVE SERVICES 1. Discuss the Abandon Property Task Force. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to ask Housing & Community Development, the Marshal's Department, Code Enforcement and Environmental Services to meet with representatives from Mt. Calvary Baptist Church, Liberty Baptist Church and the House of Prayer at the Planning Commisson meeting regarding the cleanup of abandoned properties near Wrightsboro Road. Motion Passes 4-0. Commissioner Mary Davis Commissioner Dennis Williams Passes 2. A motion to approve the twenty-four (24) policies submitted by the PPPM subcommittee as developed by the consultant and to replace the current Personnel Policies and Procedures Manual (PPPM). Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to the sub- committee for further discussion of items. Motion Passes 4-0. Commissioner William Lockett Commissioner Mary Davis Passes 3. Motion to approve the minutes of the Administrative Services Committee held on October 11, 2016. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner William Lockett Commissioner Mary Davis Passes 4. Motion to approve proposed changes to the Augusta Commission's Rules of Procedures as recommended from the Rules Subcommittee. Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to the next committee meeting. Motion Passes 4-0. Commissioner Mary Davis Commissioner William Lockett Passes 5. Motion to approve the award of the RFP for PBM (RFP #16-236) to Magellan and authorize the Mayor to execute the approved contract for a period of three years. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner William Lockett Passes www.augustaga.gov Administrative Services Committee Meeting 10/25/2016 1:15 PM Attendance 10/25/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 10/25/2016 1:15 PM Abandon Property Task Force Department: Presenter:Commissioner Marion Williams Caption:Discuss the Abandon Property Task Force. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Dispute Resolution 4.0 #1 August 28, 2016 Page 1 of 3 1.0 POLICY SUMMARY This policy provides direction and authority to resolve employment related disputes. It provides for two internal procedures, one for complaints alleging unlawful discrimination or harassment, and the other for all other employment related disputes. If a dispute is not resolved in those procedures, the parties may submit the dispute to external mediation. As the final step, the party must submit the dispute to a neutral, or panel of neutrals. 2.0 POLICY STATEMENT: A. General It is the policy of Augusta, Georgia to facilitate the fair, equitable and timely resolution of disputes arising from employment with Augusta, Georgia. The goal of the dispute resolution process is to exchange and review information in order to determine whether revision or rescission is warranted of an employment action, corrective action, discharge or other end of employment, or other application of policy. An employee should attempt to resolve the issue informally with his or her immediate supervisor, although this does not extend the deadline for filing a written complaint (see Section D. (Timeliness)). If informal discussions cannot resolve the dispute, an employee who alleges unlawful harassment or discrimination must utilize the Equal Employment Opportunity Complaint Resolution Procedures as the next step in the process. If informal discussions cannot resolve a covered employment dispute, it should be submitted initially to the employee’s chair of command, to be addressed by a manager who was not involved in the dispute. If that does not resolve the dispute it should be submitted to the Administrator’s office. At either of those steps, the employee can be awarded a make whole remedy, but may not be awarded damages for emotional distress or punitive damages. Disputes that are not resolved through the Equal Employment Opportunity Complaint Resolution Procedures or at the Administrator’s Office may be submitted to External Mediation by joint agreement. Mediation is a process whereby a neutral third person called a mediator, who is jointly selected by both parties, acts to encourage and facilitate the resolution of a dispute between the employee and Augusta, Georgia. It is a confidential, informal, non-adjudicative and non-adversarial process with the objective of helping the disputing parties reach a mutually acceptable and voluntary agreement. In mediation, the mediator is not authorized to make decisions or force a decision on any party to the dispute. The role of the mediator includes, but is not limited to, assisting the parties to identify issues, fostering joint problem solving and exploring settlement opportunities. Augusta, Georgia will pay the costs of the mediator. Disputes that are not resolved at mediation must be submitted to a Dispute Resolution Panel (“Panel”). A pool of seven (7) neutrals will be selected from candidates provided by [This could be JAMS, AAA, FMCS or another agency] and selected by the Commissioners, the Administrator and the Mayor. For any dispute involving termination of employment the Panel will be composed of three (3) members, one selected by the Commissioners, one selected by the employee and one randomly selected from the pool. For all other disputes the Panel will be composed of one (1) member, randomly selected from the pool. Dispute Resolution 4.0 #1 August 28, 2016 Page 2 of 3 The Panel shall issue an award with thirty (30) days of the close of the hearing, or submission of post hearing briefs, whichever is later. The award of the Panel shall be in writing, shall be signed by the Panel member(s), and shall include a findings of fact and a statement setting forth the reasons for the disposition of any claim. The processing of the complaint will be done by [This could be JAMS, AAA, FMCS or another agency] and will be governed by the rules of [This could be JAMS, AAA, FMCS or another agency] Augusta, Georgia will pay the costs to administer the Panel and the fees of the Panel member(s). each party will bear their own costs. If the employee or Augusta, Georgia disagree with the decision of the Panel, either may file an appeal to Richmond County Superior Court in accordance with the laws of the State of Georgia. This Policy does not preclude an employee from filing an administrative complaint with a state or federal government agency. An individual’s acceptance of employment with or an employee’s continuing employment with Augusta Georgia constitutes an agreement to use and abide by this policy. B. Retaliation An employee who files a complaint or participates in the complaint process shall not be retaliated against. C. Scope 1. Complaints Within the Scope of this Policy A complaint is a written claim by an employee regarding a specific management action(s) that is alleged to have: a. adversely affected that employee’s existing terms and conditions of employment in a material way, and b. violated a provision of the Personnel Policies or Procedures, or c. constituted unlawful discrimination or harassment 2. Matters Outside the Scope of this Policy a. Concerns or inquiries regarding classification standards, benefits, salary rates for job titles, salary ranges for job classifications, or the contents of the personnel policies. These concerns or inquiries may be submitted to Human Resources for consideration. b. With the exception of a corrective salary decrease (which is within the scope of this policy), concerns or inquiries regarding an individual employee’s rate of pay or change in rate of pay, unless the employee’s complaint alleges that the action was taken for unlawful discriminatory or retaliatory reasons in violation of Policy…. These concerns or inquiries may be submitted to Human Resources for consideration. c. A request for review of a decision on the classification of a position. d. A management action taken pursuant to a policy or procedure, unless the complaint Dispute Resolution 4.0 #1 August 28, 2016 Page 3 of 3 alleges that the action was taken violated the terms of the policy or procedure, or for unlawful discriminatory or retaliatory reasons. D. Timeliness For the steps within this Policy prior to the Panel, the employee must file a written complaint with Human Resources or the EEO Office within 30 calendar days after the date on which the employee knew or could reasonably be expected to have known of the event or action that gave rise to the complaint, or within 30 calendar days after the date of separation from employment with Augusta, Georgia, whichever is earlier. If the complaint alleges a series of policy violations or pattern of management actions that are subject to review under this policy, the complaint must be filed within 30 calendar days after the most recent alleged policy violation or management action. For a complaint regarding a layoff, the employee must file the written complaint within 30 calendar days after the effective date of the layoff. If a laid off employee is alleging violation of his or her recall or preference for reemployment rights, the employee must file the complaint within 30 calendar days after the date on which the employee could reasonably be expected to have known of the alleged violation, but no later than 30 calendar days after the employee’s recall or preferential reemployment eligibility period ends, whichever is earlier. To file a complaint to be heard by the Panel, the employee or Augusta, Georgia must file a written complaint within the statute of limitations that governs the cause of action alleged in the complaint, provided that the requirements of filing a notice of complaint with respect to the dispute submitted to mediation shall be suspended until the conclusion of the mediation process. A complaint is considered “filed” on the date it is postmarked, the date it is personally delivered, the date it is faxed, or the date it is emailed. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all employees except SES employees… 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. CONFLICT OF INTEREST 3.0 #2 August 16, 2016 Page 1 of 2 1.0 POLICY SUMMARY The policy addresses activities by an employee that may be considered a conflict of interest. 2.0 POLICY STATEMENT: A. General An employee shall not engage in any activities which create a conflict of interest between the employee's assigned functions and any other interest or obligation. Listed below are summaries of some of the important policies set forth in detail in the Procedures. Questions or requests for further information should be directed to the Conflict of Interest Coordinator designated by the Administrator or designee. B. Performance of Duties No one employed by Augusta, Georgia shall devote to private purposes any portion of time due to Augusta, Georgia nor shall any outside employment interfere with the performance the employee’s Augusta, Georgia duties. C. Gifts An employee shall comply with the provisions of state and federal law and Augusta, Georgia policy governing the acceptance of gifts and gratuities. In addition, Augusta, Georgia employees must avoid the appearance of favoritism in all of their dealings on behalf of Augusta, Georgia. All Augusta, Georgia employees are expected to act with integrity and good judgment and to recognize that the acceptance of personal gifts from those doing business or seeking to do business with Augusta, Georgia, even when lawful, may give rise to legitimate concerns about favoritism depending on the circumstances. If an Augusta, Georgia employee has any question regarding the propriety of a gift, disclosure of the gift or proposed gift, an inquiry should be made to the employee’s supervisor, the Administrator’s designee Conflict of Interest Coordinator or other appropriate the Augusta, Georgia Clerk of Commission official for a determination of the proper course of action. D. Financial Conflict of Interest An employee may not make or participate in the making of a decision if there exists a financial conflict of interest E. Employee-Vendor Relationships It is the policy of Augusta, Georgia to separate the employee's Augusta, Georgia and private interests and to safeguard Augusta, Georgia and its employees from charges of favoritism in acquisition of goods and services. Goods or services shall not be purchased from an employee or near relative of the employee unless there is a specific determination that the goods or services are not available otherwise. Augusta, Georgia credit, purchasing power, and facilities shall be used for the purchase of goods and services that relate directly to Augusta, Georgia business and shall not be used to purchase material for an individual’s or non-Augusta, Georgia activities. CONFLICT OF INTEREST 3.0 #2 August 16, 2016 Page 2 of 2 3.0 COMPLIANCE RESPONSIBILITIES The Administrator’s designee Conflict of Interest Coordinator is responsible for this policy and has the authority to implement the policy. The designee Conflict of Interest Coordinator and the Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources and the designee may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all Augusta Georgia employees. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. CORRECTIVE ACTION 3.0 #3 August 16,2016 Page 1 of 3 1.0 POLICY SUMMARY This policy describes the types of informal and formal corrective action – verbal counseling, letter of warning, written reprimand, performance improvement plan, corrective salary decrease, suspension without pay, demotion with a pay reduction and discharge – Augusta, Georgia may take to address concerns regarding the conduct or work performance of regular Augusta, Georgia employees. 2.0 POLICY STATEMENT: A. General Augusta, Georgia may take corrective action when an employee fails to meet acceptable conduct or work performance standards. The types of corrective action that can be used to provide an opportunity for an employee to correct conduct or work performance deficiencies are: written reprimand; performance improvement plan; corrective salary decrease; suspension; and demotion. Supervisors are responsible for informing employees of conduct and performance expectations as before problems arise. As appropriate, any corrective action taken due to conduct or unsatisfactory work performance may be noted in the employee’s performance appraisal. As appropriate, before imposing corrective action, a supervisor may conduct a Verbal Counseling or impose a Letter of Warning. The types of conduct or work performance that may result in corrective action include, but are not limited to: • failure to meet acceptable work performance standards; • unexcused absenteeism or tardiness; • insubordination; • unethical behavior; • violation of federal or state law; • theft or misappropriation of Augusta, Georgia property; • fighting on the job; • discrimination, harassment, exploitation or intimidation, including sexual; • acts endangering to employees, Augusta, Georgia citizens, visitors, or other Augusta, Georgia constituents; or • any other violation of Augusta, Georgia policies Corrective action should generally follow a course of progressive discipline that will use increasingly serious actions if there is not sufficient improvement or if there is repeated failure to correct unacceptable conduct or work performance. When determining the appropriate corrective action to use, supervisors should take into account the severity and circumstances of the situation and the employee’s work history. Before imposing any form of corrective action supervisors must: discuss the matter with the employee; advise him of the allegations and provide him with an opportunity to respond orally, in writing or through documents or other forms of information; and seek advice from Human Resources to determine whether corrective action is appropriate, and if so what is the appropriate level. Supervisors are not required to use all types of corrective action and immediate discharge may be warranted in situations of serious misconduct or failure to maintain acceptable work performance standards. The process for discharging a regular employee is described in Procedure…. In some cases, an employee may CORRECTIVE ACTION 3.0 #3 August 16,2016 Page 2 of 3 be placed on a paid or unpaid leave with or without notice to investigate a conduct or work performance issue. The process for placing an employee on an investigatory leave is described in Procedure…. B. Types of Corrective Action There are five types of corrective action that can be used in the progressive discipline process; however, corrective action does not need to follow a specific order. As appropriate, the corrective action taken should correspond to the severity and circumstances of the situation. Discharge is the most severe and final form of discipline. All forms of corrective action will be placed into the employee’s official personnel file in Human Resources. 1. Written Reprimand Generally, at least one written reprimand will be given to an employee prior to proceeding with any other corrective action; however, no written reprimand will be needed if the corrective action is a result of misconduct or work performance that an employee knows or reasonably should have known was unacceptable. The written reprimand must describe how the employee failed to meet acceptable conduct or work performance standards and what needs to be done to bring the conduct or performance to a satisfactory level. 2. Performance Improvement Plan The Performance Improvement Plan (“PIP”) is designed to facilitate constructive discussion between an employee and his supervisor about the employee’s unsatisfactory conduct or performance and what needs to be done to bring the conduct or performance to a satisfactory level. The PIP should be written. 3. Corrective Salary Decrease An employee may be subject to a temporary or permanent corrective salary decrease when removal from the workplace is not appropriate; yet corrective action is warranted. 4. Suspension An employee may be subject to removal from the workplace and suspended for a defined period of time without pay. For exempt employees, suspension without pay must be imposed in a minimum increment of one workday. 5. Demotion An employee may be subject to a temporary or permanent demotion for performance or disciplinary reasons. D. Records of Corrective Actions Records of corrective actions will be maintained in accordance with the Augusta, Georgia’s procedure…. Records of corrective actions taken in response to complaints filed by members of the public against employees in police titles will be retained for ------ years and filed as required by state law. 3.0 COMPLIANCE RESPONSIBILITIES Supervisors are responsible for administering corrective action. Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. CORRECTIVE ACTION 3.0 #3 August 16,2016 Page 3 of 3 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS Corrective Action: The use of increasingly serious actions Augusta, Georgia may take to address concerns regarding the conduct or work performance of regular status employees. The types of corrective action that can be used are written reprimand, performance improvement plan, corrective salary decrease, suspension, and demotion. Depending upon the seriousness of conduct or work performance issues, the employee’s length of employment and prior record, Augusta, Georgia may skip some or all of types of corrective action and may impose immediate discharge. Verbal Counseling: A discussion between an employee and supervisor regarding a conduct or performance issue. The discussion should reinforce the supervisor’s expectations and clarify the course of action for improvement. A verbal counseling is not a type of corrective action, but should be documented by the supervisor. Letter of Warning: A written memo to an employee to identify and address a conduct or performance issue. The memo should reinforce the supervisor’s expectations and clarify the course of action for improvement. A counseling memo is not a type of corrective action. Exempt Employee: An employee who, based on duties performed and manner of compensation, is exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime provisions. 7.0 REVISION HISTORY This policy was implemented…. DISCHARGE from EMPLOYMENT 2.0 #4 August 8, 2016 Page 1 of 1 1.0 POLICY SUMMARY The policy describes the process for discharging an employee due to misconduct or the employee’s failure to maintain appropriate work performance standards. 2.0 POLICY STATEMENT: A. General Regular status employees may be discharged from employment because of misconduct or failure to maintain appropriate work performance standards. Normally, discharge is preceded by corrective action (see Corrective Action Policy) unless unsatisfactory performance or misconduct warrants immediate dismissal. B. Written Reprimand When discharge is for failure to maintain appropriate work performance standards, at least one written reprimand shall precede the discharge. Discharge for misconduct does not require a written reprimand. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. EQUAL EMPLOYMENT OPPORTUNITY 4.0 #5 August 16, 2016 Page 1 of 2 1.0 POLICY SUMMARY Augusta, Georgia is committed to nondiscrimination in employment and creating and maintaining a workplace free of harassment. 2.0 POLICY STATEMENT: A. General It is the policy of the Augusta, Georgia not to engage in discrimination against or harassment of any individual employed by or seeking employment with Augusta, Georgia on the basis of race, color, national origin, religion, age, sex, sexual orientation, gender, gender expression, gender identity, pregnancy, physical or mental disability, medical condition (cancer-related or genetic characteristics), genetic information (including family medical history), ancestry, marital status, citizenship, or service in the uniformed services. This policy is intended to be consistent with the provisions of applicable state and federal laws. B. Harassment Augusta, Georgia is committed to creating and maintaining a community in which all individuals who participate in Augusta, Georgia’s programs and activities can work together in an atmosphere free of all forms of harassment, exploitation, or intimidation, including sexual. Specifically, every member of the Augusta, Georgia community should be aware that Augusta, Georgia is strongly opposed to sexual harassment and that such behavior is prohibited both by law and by Augusta, Georgia policy. It is the intention of Augusta, Georgia to take whatever action may be needed to prevent, correct, and, if necessary, discipline behavior which violates this policy. C. Retaliation Augusta, Georgia policy prohibits retaliation against any employee or person seeking employment for bringing a complaint of discrimination or harassment pursuant to this policy. See Retaliation Policy This policy also prohibits retaliation against a person who assists someone with a complaint of discrimination or harassment, or participates in any manner in an investigation or resolution of a complaint of discrimination or harassment. Retaliation includes threats, intimidation, reprisals, and/or adverse actions related to employment. D. Complaints Information regarding applicable procedures for resolving complaints of discrimination and harassment and for pursuing available remedies is available from Human Resources and is described in Procedure…... 3.0 COMPLIANCE RESPONSIBILITIES Human Resources Compliance is responsible for this policy and has the authority to implement the policy. The Human Resources Compliance Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY EQUAL EMPLOYMENT OPPORTUNITY 4.0 #5 August 16, 2016 Page 2 of 2 Human Resources Compliance may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all employees and applicants 6.0 DEFINITIONS Gender: The sex of a person, including a person’s gender identity, and gender expression. Gender expression: A person’s gender-related appearance and behavior whether or not stereotypically associated with the person’s assigned sex at birth. Gender identity: An individual’s personal sense of himself/herself as being male and masculine or female and feminine, or ambivalent. Pregnancy: includes pregnancy, childbirth, and medical conditions related to pregnancy and childbirth. Service in the Uniformed Services: includes service in the uniformed services as defined by the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA), as well as state military and naval service. 7.0 REVISION HISTORY This policy was implemented…. FAIR CHANCE 4.0 #6 August 8, 2016 Page 1 of 2 1.0 POLICY SUMMARY Augusta Georgia is committed to a hiring policy that affords individuals with a criminal background the opportunity to be considered for employment without compromising the values or safety concerns of Augusta, Georgia and its citizens. 2.0 POLICY STATEMENT: It is the policy of Augusta, Georgia to inquire about the background, criminal and otherwise, of all individuals who are considered for employment, either for new or for a different position and to conduct background investigations on any individual who is a finalist for selection. Arrest records will not be considered in employment decisions. Augusta Georgia will inquire into an applicant’s criminal background during the initial application process. However, the existence of a criminal background will not automatically disqualify an applicant from consideration. Rather, if a criminal background exists, Augusta Georgia’s Human Resources Department will initially make a determination as to whether the position for which the individual applied requires an occupational licensing or certification requirement that is denied to individuals with criminal convictions by federal or state laws or regulation. In such a situation a conviction will disqualify an individual (“targeted exclusion”) and the application will be rejected. Alternatively, if a targeted exclusion is not applicable, the Human Resources Department will make an individualized assessment of the relevance of the criminal record to the duties and responsibilities of the position, and will afford the individual an opportunity to explain the circumstances that lead to the conviction and present any mitigating factors. Based upon the results of the individualized assessment the Human Resources Department will make a determination as to whether to forward the application to the hiring manager and/or to disclose the existence of the criminal conviction to the hiring manager. Individuals who apply to serve as volunteers for Augusta, Georgia programs may, depending upon the nature and responsibilities of the volunteer duties sought, be subjected to a background investigation as part of the application approval process. All Augusta, Georgia employees or volunteers are required to report to their immediate supervisor any arrest(s) and/or criminal conviction(s) by the next business day. Convictions will be subjected to the same analysis as in the application process and may result in corrective action or discharge. The underlying facts relating to an arrest may result in corrective action or discharge. Under no circumstances may an employee be in paid status while incarcerated, including Sherriff and Fire Department personnel. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURESS TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to FAIR CHANCE 4.0 #6 August 8, 2016 Page 2 of 2 support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS Individualized Assessment - The nature and gravity of the offense; when the offense occurred and the individual’s subsequent record and experience; and the nexus that the conviction has to the duties and responsibilities of the position. Targeted Exclusions - Positions which require an occupational license or certification requirement that is denied to individuals with criminal convictions by federal or state laws or regulations. 7.0 REVISION HISTORY This policy was implemented…. GENERAL PROVISIONS 5.0 #7 August 16, 2016 Page 1 of 2 1.0 POLICY SUMMARY This policy provides direction and authority regarding personnel policies applicable Augusta, Georgia employees, officers and volunteers. 2.0 POLICY STATEMENT: A. Application of Personnel Policies The Personnel Policies for Employees describes the employment relationship between employees and officers, and Augusta, Georgia. These policies, and their implementing procedures, describe certain rights, benefits, expectations and obligations which define the employment relationship. Augusta, Georgia management retains all other rights and prerogatives in order to manage the organization municipality so that it may attain its mission. Subject to the approval of the Administrator, or delegate, these policies may be supplemented by the terms of a Memorandum of Understanding entered into by some employees and Augusta, Georgia, but in case of a conflict between these policies and the Memorandum, the policies shall prevail. B. Employees Covered These policies apply to all employees of Augusta, Georgia, and by adoption of Augusta, Georgia’s elected officers to the employees within their offices, and all boards, commissions and authorities, unless specifically excluded by these policies or by other state law or Augusta, Georgia ordinance. These policies are not and do not form an express or implied contract between Augusta, Georgia and its employees. Department Directors and SES employees are at-will employees. The Administrator shall have the right to recommend appointment and discharge of Department Directors to the Commission and the Commission shall, at its sole discretion, approve or deny such recommendation. The Administrator, Clerk of Commission, Director of Equal Employment Opportunity and Minority and Small Business Opportunities, and General Counsel shall be appointed and discharged directly by the Augusta, Georgia Commission. The Mayor shall have the authority to appoint and terminate any employee who is a direct and sole report to the Mayor and is responsible for performing duties in support of the Office of the Mayor. Nothing in these personnel policies and procedures should be construed as allowing SES employees or employees of elected officials to attain a property interest in their positions. However, exclusion from all or part of these policies does not exempt any employee one from equal employment opportunity practices that may be required by state and federal laws. C. Amendments These Personnel Policies may be amended only by the Commission. D. Delegation of Authority and Implementing Procedures Authority for implementing these policies is set forth in each policy. Employees GENERAL PROVISIONS 5.0 #7 August 16, 2016 Page 2 of 2 should consult the implementing procedures and department regulations in addition to the policies set forth here for further information regarding their employment relationship with Augusta, Georgia. 3.0 REVISION HISTORY This policy was implemented…. 4.0 Definitions The Commission shall mean the ten elected Commissioners and the Mayor. HOLIDAYS 3.0 #8 August 16,2016 Page 1 of 2 1.0 POLICY SUMMARY The purpose of this policy is to permit Augusta, Georgia to provide eligible employees with paid time off for specific holidays as directed by action of Augusta, Georgia Commission. 2.0 POLICY STATEMENT: It is the policy of Augusta, Georgia to provide its employees with eleven (11) paid holidays each year. The following holidays will be observed: New year’s day Martian L. King Jr. day Good Friday Memorial Day Independence Day Labor Day Veteran’s Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day Holiday schedules for the subsequent year will be announced in November of each year by the Administrator. Certain Departments may observe alternate holiday schedules. A. Holiday Pay a. Employees who work a standard schedule, e.g., 7.5 hours per day, 5 days per week will be eligible to receive 7.5 hours of holiday pay for each holiday. b. Employees who work an alternative schedule of 12 hours per day will be eligible for __ hours of holiday pay per year. c. Employees who work an alternative schedule of 24 hours per day will be eligible for __ hours of holiday pay per year. d. Some employees may be required to work on holidays. Employees who are required to work on a scheduled holiday will receive either pay or compensatory leave at a rate of one and one half times their regular rate of pay for all hours worked in addition to their holiday pay, in accordance with department procedure. B. Eligibility – Employees must work or be on approved leave on their scheduled work days before and after the holiday in order to receive holiday pay. Contract, temporary and part-time employees are not eligible for holiday pay. C. Employees who are on paid time off when a holiday occurs will not have their paid time off account charged for the holiday. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY HOLIDAYS 3.0 #8 August 16,2016 Page 2 of 2 Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. HOURS of WORK 5.0 #9 September 8, 2016 Page 1 of 1 1.0 POLICY SUMMARY This policy provides guidelines for departments to schedule reasonable and flexible work hours and locations for employees as well as to provide convenient and consistent hours for citizens to transact business with the Augusta Georgia 2.0 POLICY STATEMENT: A full-time employee works a schedule of at least 37.5 hours per week. Employees working a schedule of less than 37.5 hours per week are part-time. The normal hours of operation for Augusta, Georgia are 8:30 am to 5:00 pm Monday through Friday. The standard workday is at least 7.5 hours. Unless otherwise indicated, official statements including policy and handbook references to “workday” mean a 7.5-hour period. Each Department Director, with the approval of the Administrator, may establish alternative work schedules for the Department or subunits within the Department as necessary for the operation of their Department to best meet the needs of Augusta, Georgia and its citizens. For most jobs, an unpaid, 60-minute meal break is required. In addition, Departments may provide two (2) fifteen-minute paid breaks, typically one in the morning and one in the afternoon. These breaks may not be used to cover missed time, to extend the meal period or taken at the beginning or end of the workday. The supervisor is responsible for scheduling both types of these breaks. It is the policy of Augusta, Georgia to promote general work efficiencies and to comply with its accommodation obligations by permitting Department Directors to authorize individual employees to work alternative work schedules or at alternate work locations for all or part of their workweek. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. LEAVES of ABSENCE 4.0 #10 August 12, 2016 Page 1 of 6 1.0 POLICY SUMMARY This policy provides direction for the accrual, use and recording of all paid and unpaid leave available to eligible employees. Augusta, Georgia understands and appreciates that employees require time away from work for a variety of reasons. To that end, Augusta, Georgia provides a full array of time off policies to help eligible employees integrate work and personal obligations. This policy explains the types of time off benefits available to assist employees in managing events requiring time away from work. It also explains what responsibilities employees have with respect to certain leaves of absence. 2.0 POLICY STATEMENT: A. General Leave Provisions Augusta, Georgia’s policy is to administer requests by employees for time off from work fairly and to treat similarly situated employees consistently. Eligibility and leave entitlements vary under the FMLA, and other legislated leave provisions. In determining whether time off or a leave request should be granted and whether paid leave is appropriate, supervisors should, at a minimum, consider the reason for the request, any applicable policy provisions, and the impact the absence will have on Augusta, Georgia’s operations. Employees are responsible for informing their supervisors in advance of the need to take time off if foreseeable, or as soon as possible under the circumstances, depending on the nature of the leave. B. Annual Leave Augusta, Georgia provides annual leave to eligible employees for personal use, such as rest, relaxation, and renewal. Consistent with this objective, Augusta, Georgia encourages employees to use their accrued annual leave each year, but caps the amount of annual leave that maybe accrued. C. Sick Leave Augusta, Georgia provides paid sick leave to continue the salary of eligible employees who are absent from work because of illness or injury, medical appointments, for parental bonding, family illness or while on Other Leaves as outlined within this policy. Sick leave accrual is capped as set forth in the Procedures. D. Family and Medical and Other Life Event Leaves Augusta, Georgia provides leave to eligible employees under the Family and Medical Leave Act (“FMLA”), as well as for personal matters such as pregnancy, attendance at funerals for immediate family members, jury or civic duty, days of mourning, emergency or personal reasons. Qualifying reasons for FMLA leave include: the employee’s own illness; the illness of an employee’s immediate family member; parental bonding; military caregiver; qualifying exigency; and Military Spouse/Domestic Partner Leave. Leave will also be provided for employees who sustain injury or illness while working consistent with the requirements of Georgia Worker’s Compensation. Leaves and benefits thereunder for these purposes may overlap and may therefore run concurrently. E. Military Leave LEAVES of ABSENCE 4.0 #10 August 12, 2016 Page 2 of 6 Augusta, Georgia provides, benefits and reinstatement rights for employees who elect or are called to military service or training in accordance with the Uniformed Services Employment and Re-Employment Rights Act of 1994 (USERRA) and Georgia law. F. Bereavement Leave Employees on the active payroll shall receive up to three (3) consecutive, paid days of bereavement leave when a death occurs in their immediate family and up to seven (7) consecutive, paid days when multiple deaths occur in their immediate family for regularly scheduled work days. Employees who work alternative schedules will be provided a comparable amount of bereavement leave by their Departments. Immediate family is defined as parent, grandparent, spouse, child, grandchild, brother, sister, mother-in-law, father-in-law, brother-in-law, sister-in-law and domestic partner. Bereavement leave will normally be taken within ten (10) calendar days following the death (fourteen (14) days following multiple deaths) Extraordinary circumstances will be handled on a case-by-case basis. G. Jury or Witness Duty An employee who is called for jury duty or receives a court summons to appear as a witness in a judicial proceeding in which the employee is neither a party in nor a real party of interest in the judicial proceedings during working hours (witness duty) will receive his or her full pay. A copy of the summons for jury or civic duty that is received by the employee must be furnished to the Department Director before jury or civic duty leave begins. Employees called for jury or witness duty are excused from reporting for work only for the time required traveling to and from the Courthouse and the time actually on jury or civic duty. If the Court releases an employee (other than a Firefighter) from jury or witness duty during normal work hours, he/she must return to his or her department as soon as possible. The employee will retain any compensation paid by the court. H. Medical Leave A Medical Leave of Absence may be granted to employees who have completed their probationary period for periods in excess of those covered by the FMLA when the employee is unable to work due to his medical condition. Such leaves may be for up to thirty (30) calendar days and may be extended for up to a total of three (3) consecutive months upon presentation of a physician’s statement verifying that the employee is unable to perform his position duties because of an occupational or non-occupational medical condition. A medical leave, when combined with other leaves taken consecutively or for the same medical condition may not exceed six (6) months. If an employee returns from Medical Leave after FMLA leave expires but prior to six (6) months, the employee will: 1. Be allowed to fill a position held by a temporary employee, or temporary agency personnel, provided that the individual is qualified to perform the position’s duties; or shall LEAVES of ABSENCE 4.0 #10 August 12, 2016 Page 3 of 6 2. Be offered any open position in the employee’s previous job classification for which the employee is qualified. I. Personal Leave Limited personal leaves of absence may be granted upon request of employees who have completed their probationary period. Such leaves shall be not more than thirty (30) calendar days. A maximum of two (2) extensions may be approved by Augusta, Georgia. J. Worker’s Compensation All aspects of Workers Compensation are governed by Georgia State Worker’s Compensation law. The procedures under this policy will provide guidance and information to employees who assert that they have been injured in the course and scope of employment with Augusta, Georgia regarding the benefits and time off available to them. K. Statutory Compliance If applicable state or federal law requires the Augusta, Georgia to offer any leave in a manner that would be more generous to employees than is currently provided in this policy, Augusta, Georgia will comply with the law. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy, provided that Risk Management is responsible for and will apply appropriate interpretations to administer and clarify the Worker’s Compensation policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy, provided that Risk Management will develop procedures or other supplementary information to support the implementation of the Worker’s Compensation policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all Augusta, Georgia employees. 6.0 DEFINITIONS Covered active duty or call to covered active duty status: For purposes of Family and Medical Leave – Qualifying Exigency Leave, “covered active duty or call to LEAVES of ABSENCE 4.0 #10 August 12, 2016 Page 4 of 6 covered active duty status” is defined as (1) in the case of a member of the regular Armed Forces, duty during the deployment to a foreign country or (2) in the case of a member of the Armed Forces Reserve, duty during the deployment to a foreign country under a Federal call or order to active duty in support of a contingency operation, during a war, or during a national emergency declared by the President or Congress so long as it is in support of a contingency operation. Covered servicemember: For purposes of Family and Medical Leave – Military Caregiver Leave, a “covered servicemember” is a current member of the Armed Forces (including a member of the National Guard or Reserves) who is undergoing medical treatment, recuperation, or therapy; is otherwise in outpatient status; or is otherwise on the temporary disability retired list; or a covered veteran who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness. Covered veteran: For purposes of Family and Medical Leave – Military Caregiver Leave, a “covered veteran” is an individual who was a member of the Armed Forces (including a member of the National Guard or Reserves), and was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FML to care for the covered veteran. Immediate Family members: Except for purposes of Family and Medical Leave, an employee’s spouse, domestic partner, children (including children of the employee’s domestic partner), parents, siblings, grandparents, and grandchildren. Step-relatives, in-laws, and relatives by adoption are included on the same basis as the above-listed blood relatives. If an employee was raised by persons other than his/her biological parents, these individuals also are included in this category. Likewise, if an employee is raising a child who is not his/her biological child, that child is included in this category. Family members for purposes of Family and Medical Leave: an employee’s spouse, domestic partner, children who are under 18 years of age or incapable of self-care because of a mental or physical disability (including children of the employee’s domestic partner), and parents. Step-relatives and relatives by adoption are included on the same basis as the above-listed blood relatives. In-laws are not included. If the employee was raised by persons other than his/her biological parents, these individuals are also included in this category. Likewise, if an employee is raising a child who is not his/her biological child, that child is included in this category. If the employee is taking Military Caregiver Leave to care for a son or daughter who is a covered servicemember, the son or daughter may be of any age. Family and Medical Leaves: Leaves that Augusta, Georgia offers employees for specified family and medical reasons, consistent with the federal Family and Medical Leave Act (FMLA), and as set forth in the applicable procedures. Family and Medical Leave Act: A federal law that allows an employee to take unpaid leave (1) due to the employee’s serious health condition (including disability resulting from pregnancy, childbirth or related medical condition), (2) to care for certain family members if they have a serious health condition, (3) to bond with his/her new child LEAVES of ABSENCE 4.0 #10 August 12, 2016 Page 5 of 6 after the child’s birth or placement with the employee for adoption or foster care, (4) for Military Caregiver Leave, or (5) for Qualifying Exigency Leave. In loco parentis: For purposes of Family and Medical Leave, a person stands “in loco parentis” to a child if the person has day-to-day responsibilities to care for the child or financially supports the child. Next of kin: For purposes of Family and Medical Leave – Military Caregiver Leave, “next of kin” is either (a) the nearest blood relative of the covered servicemember (other than the covered servicemember's spouse, domestic partner, parent, son or daughter) or (b) the person who the covered servicemember has designated in writing as his/her nearest blood relative for purposes of Military Caregiver Leave. Outpatient status: For purposes of Family and Medical Leave – Military Caregiver Leave, “outpatient status” is the status of a servicemember assigned to a military medical treatment facility as an outpatient, or assigned to a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients. Parent of a military member: For purposes of Family and Medical Leave – Qualifying Exigency Leave, a “parent of a military member” is a military member’s biological, adopted, step or foster parent or any other individual who stood in loco parentis to the military member when the military member was a child. The definition does not include parent’s in-law. Parent of a covered servicemember: For purposes of Family and Medical Leave – Military Caregiver Leave, a “parent of a covered servicemember” is a covered servicemember’s biological, adopted, step or foster parent or any other individual who stood in loco parentis to the covered servicemember when the covered servicemember was a child. The definition does not include parent’s in-law. Period of military conflict: For purposes of Military Spouse/Domestic Partner Leave, a “period of military conflict” is a period of war declared by the United States Congress, or a period of deployment for which a member of a reserve component is ordered to active duty as defined in Military & Veterans Code Section 395.10. Qualified Member: For purposes of Military Spouse/Domestic Partner Leave, a “qualified member” is a person who is (1) a member of the Armed Forces of the United States who has been deployed during a period of military conflict to an area designated as a combat theater or combat zone by the President of the United States, (2) a member of the National Guard who has been deployed during a period of military conflict, or (3) a member of the Reserves who has been deployed during a period of military conflict. Serious injury or illness of a covered servicemember: For purposes of Family and Medical Leave – Military Caregiver Leave, a serious injury or illness of a covered servicemember is (a) for a current member of the Armed Forces (including a member of the National Guard or Reserves), an injury or illness that was incurred or aggravated by the covered servicemember in the line of duty on active duty in the LEAVES of ABSENCE 4.0 #10 August 12, 2016 Page 6 of 6 Armed Forces that may render the servicemember medically unfit to perform the duties of his/her office, grade, rank, or rating; and (b) for a veteran of the Armed Forces, an injury or illness that was incurred or aggravated in the line of duty on active duty in the Armed Forces and manifested itself before or after the member became a veteran. Single 12-month leave period: For purposes of Family and Medical Leave – Military Caregiver Leave, a “single 12-month leave period” means the period beginning on the first day the employee takes leave to care for the covered servicemember and ending 12 months after that date. Son or daughter of a military member: For purposes of Family and Medical Leave – Qualifying Exigency Leave, a son or daughter of a military member is of any age and is a biological, adopted, or foster child, stepchild, or legal ward of a military member or someone for whom the military member stood in loco parentis when that person was a child. 7.0 REVISION HISTORY This policy was implemented…. Page 1 of 3 LAYOFF and RECALL 3.0 #11 September 8, 2016 1.0 POLICY SUMMARY This policy provides direction and authority to effectuate permanent and temporary layoffs and permanent and temporary reductions in employee work schedules when reductions in the workforce or reductions in employee work schedules are necessary to support Augusta Georgia’s needs, and to recall laid off employee(s) when vacancies occur. 2.0 POLICY STATEMENT: A. General It is the policy of Augusta, Georgia to minimize the effects of permanent layoffs and reductions in employee work schedules on regular status employees when reductions in the workforce or reductions in employee work schedules are necessary due to lack of work, lack of funds, including lack of work, elimination of a position(s) or other material changes in the duties, responsibilities, or structure of the Augusta, Georgia organization due to reorganization. If, in the judgment of Augusta, Georgia, budgetary or operational considerations make it necessary to curtail operations, reorganize, reduce the hours of the workforce and/or reduce the workforce, staffing levels will be reduced in accordance with this policy. It is solely Augusta, Georgia’s responsibility to determine the need for layoffs, the classifications of employees to be laid off, and the layoff unit, and the number of employees to be laid off. To minimize the effects of indefinite layoff or reduction in employee work schedules, Augusta, Georgia will give regular status employees opportunities for reassignment or transfer prior to permanent layoff or reduction in employee work schedules when reassignment or transfer opportunities arise and are operationally feasible. B. Temporary Layoff or Temporary Reduction in Time An employee will be given written notice of the effective date and the ending date of a temporary layoff or temporary reduction in schedule. Periods of temporary layoff or temporary reduction in schedule need not be adjacent; however, periods of temporary layoff or temporary reduction in schedule will not exceed a cumulative total of four (4) calendar months in a calendar year. An employee may be temporarily laid off or temporarily reduced in schedule irrespective of length of service or classification, and is ineligible for the right to recall or preference for reemployment. Accrued sick leave will not be used during temporary layoff. If an indefinite layoff or indefinite reduction in time should occur during a temporary layoff or temporary reduction in time, the procedures for permanent layoff or reduction in employee work schedules will apply. Augusta, Georgia will inform employees who may be impacted by temporary layoff or schedule reduction as soon as feasible. C. Indefinite Layoff or Indefinite Reduction in Time Page 2 of 3 Indefinite layoffs and indefinite reductions in employee work schedules are administered by defined layoff units, job classifications, and salary grades (in the event of a classification assigned to different salary grades). Criteria for consideration when determining selection for layoff must include relevant skills, knowledge and abilities, documented performance, and length of service. Assessment of performance will be based on written performance appraisals and disciplinary records. When multiple employees have the same skills, knowledge and abilities, and are performing equally, employees with greater length of service will have priority for retention. Such employees may choose to waive their length of service in order to be designated for layoff, subject to approval by the Department Director. An employee will receive at least sixty (60) 30 calendar days’ advance written notice prior to indefinite layoff or indefinite reduction in schedule, or will receive pay in lieu of notice or a combination thereof. WARN notice shall constitute notice under this Policy. Augusta, Georgia will inform employees who may be impacted by temporary layoff or schedule reduction as soon as feasible. D. Recall Hiring departments may take a laid off employee’s relevant skills, knowledge and abilities, documented performance, and length of service into consideration when recalling an employee or providing preferential consideration to an employee. See Probationary Policy for whether a recalled employee will experience a new probationary period. A regular status employee will have the right to recall for three years from the date of layoff. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS Lay-Off – A reduction in the workforce and separation from employment due to lack of work, lack of funds, elimination of a position(s)or other material changes in the duties, responsibilities, or structure of the Augusta, Georgia organization. Recall – Placement of former employee(s) who were laid off into a vacancy. Page 3 of 3 7.0 REVISION HISTORY This policy was implemented…. PERFORMANCE EVALUATION 2.0 #12 August 8, 2016 Page 1 of 1 1.0 POLICY SUMMARY This policy provides direction for conducting performance evaluations for employees. 2.0 POLICY STATEMENT: A. General Performance evaluation is an ongoing process of communication between a supervisor and an employee that occurs as needed throughout the year, in support of accomplishing the objectives of Augusta, Georgia. The communication process includes setting objectives, identifying goals, providing feedback, and evaluating results. B. Performance Evaluation The performance of each employee shall be appraised at least annually in writing by the employee's immediate supervisor, or more frequently as needed. The written performance evaluation is an opportunity for the supervisor and employee to review whether previously discussed performance expectations and goals have been met, to discuss professional development opportunities, and to identify options for acquisition of additional skills and knowledge to foster performance improvement and career growth. Additionally, the appraisal provides appropriate documentation to support any requests for promotion or job applications, layoff consideration, recommended merit increases and/or other performance-based awards. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. PERSONAL APPEARANCE and DRESS CODE 2.0 #13 August 8, 2016 Page 1 of 1 1.0 POLICY SUMMARY All Augusta, Georgia employees are expected to maintain high personal and professional standards. One of the most noticeable expressions of these standards is dress and appearance. All employees are representatives of the Augusta, Georgia and therefore dress, appearance and hygiene should: (1) present a professional or identifiable appearance for customers, suppliers, and the public; (2) promote a positive working environment; (3) limit distractions caused by inappropriate dress; and (4) ensure safety while working. 2.0 POLICY STATEMENT: Employees are expected to dress in a manner that is normally accepted in the environment in which they work and the function they perform. All attire should be appropriately fitted. Where uniforms are required, they must be worn during working hours. The uniforms should be neat and clean when the employee arrives for work. (Employees required to wear uniforms should also refer to their specific departmental directions.) Each Department Director should inform their employees of the Augusta, Georgia’s Personal Appearance and Dress Code policy, and inform employees of the specific dress requirements for their positions. COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 3.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 4.0 APPLICABILITY This Policy is applicable to all employees 5.0 DEFINITIONS 6.0 REVISION HISTORY This policy was implemented…. POSITION CLASSIFICATIONS 2.0 #14 August 8, 2016 Page 1 of 1 1.0 POLICY SUMMARY This policy describes how a position is classified and the availability of a classification review. 2.0 POLICY STATEMENT: A. Policy Positions are established and classified based on the level and scope of assigned duties and responsibilities as documented in approved job descriptions. Positions with similar duties and responsibilities are grouped together in the same job class. As duties and responsibilities undergo significant changes, positions may be reviewed for reclassification. Procedures provide further guidance regarding use of classifications and titles. B. Classification Review In addition to requests for classification review by the Administrator and Department Directors, employees may request that their assigned duties and responsibilities be reviewed for appropriate classification level. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. PROBATIONARY PERIOD 5.0 #15 September 9, 2016 Page 1 of 2 1.0 POLICY SUMMARY This policy describes the terms of the probationary period for employees hired by Augusta Georgia. 2.0 POLICY STATEMENT: A. General All employees hired shall serve a twelve (12) month probationary period during which time their work performance and general suitability for employment with Augusta, Georgia shall periodically be evaluated in writing. Time on leave with or without pay is not qualifying service for the completion of the probationary period. Employees who are rehired following a break in service shall serve a new probationary period whether or not they previously completed a probationary period, provided that an employee recalled to his former position shall not serve a probationary period if he completed his probationary period prior to layoff. No employee shall have a property interest in his/her position during any probationary period. An employee who has satisfactorily completed the probationary period shall be informed in writing of the attainment of regular employee status. B. Release During Probationary Period Employees serving a probationary period or holding limited, casual/restricted or floater status may be released at any time at the discretion of Augusta, Georgia. C. Extension of Probationary Period Under appropriate circumstances, e.g., change of supervisor, transfer to a different job during the probationary period, marginal performance or unsuitability for the position, the probationary period may be extended at the discretion of the Department Director. Such an extension shall be for a specific period of time, but not for more than three months in total (15 months). Any such extension and the reasons therefore shall be supported by written documentation. D. Employees of Elected Officials Employees of elected officials do not serve a probationary period and their employment may be terminated at will. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY PROBATIONARY PERIOD 5.0 #15 September 9, 2016 Page 2 of 2 This Policy is applicable to… 6.0 DEFINITIONS Break in Service: Any separation from employment status. In addition, a break in service occurs, effective the last day on pay status, when an employee is off pay status for four complete, consecutive calendar months without an approved leave without pay, furlough, or temporary layoff. A return to pay status from an approved leave without pay, furlough, temporary layoff, or indefinite layoff during a period of right to recall and preference for reemployment, is not a break in service 7.0 REVISION HISTORY This policy was implemented…. RETALIATION and WHISTLEBLOWING 3.0 #16 August 16, 2016 Page 1 of 3 1.0 POLICY SUMMARY Augusta, Georgia is committed to high standards of ethical, moral and legal business conduct. This policy describes: Augusta, Georgia’s expectation that its employees will report any Improper Government Activity; the protection employees and former employees will be provided against an Adverse Employment Action if they report an Improper Government Activity; and the complaint process available to an employee or former employee if an employee believes that he/she has been retaliated against in violation of this Policy. 2.0 POLICY STATEMENT: Augusta, Georgia seeks to provide a work environment where: employees are free to report suspected Improper Governmental Activity or conditions that significantly threaten the health or safety of employees or the public without fear of retaliation; employees can and must be candid and honest without reservation in conducting Augusta, Georgia’s business; employees and former employees will be protected against an Adverse Employment Action if in good faith they reveal or report an Improper Government Activity or the possible existence of such, and describes where an employee should go to report an Improper Governmental Activity or file a complaint if they believe that they have been subjected to an Adverse Employment Action because they have revealed or made a good faith report of Improper Government Activity. An individual who has knowledge of or believes that Improper Government Activity has occurred or believes that they have been subjected to an Adverse Employment Action because they have revealed or made a good faith report of Improper Government Activity must report such knowledge to a responsible arm of Augusta, Georgia. That includes: 1. The employee’s supervisor, 2. A manager in the employee’s management hierarchy, 3. The Office of the Administrator, 4. The Augusta, Georgia Law Department, 5. The Augusta, Georgia Human Resources Department, or 6. The Compliance Department An employee who makes a complaint or reports information under this Policy knowing that it is false or in reckless disregard for the truth shall be subject to disciplinary action up to and including discharge. Any individual associated with Augusta, Georgia who causes an Adverse Employment Action to be taken against or otherwise retaliates against another individual who, in good faith, revealed or reported an Improper Government Activity or participated/assisted with the investigation of the alleged Improper Government Activity, shall be subject to disciplinary action up to and including discharge. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. RETALIATION and WHISTLEBLOWING 3.0 #16 August 16, 2016 Page 2 of 3 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all individuals under the authority of the Augusta, Georgia Board of Commissioners, including, but not limited to staff, whether full-time, part time, temporary employees, or term appointments, to all volunteers, to all who provide contract services, and to all officers and officials, each of whom shall be entitled to protection. However, Augusta is entitled to take appropriate action against employees and other individuals that are subject to privilege or confidentiality obligations recognized by constitutional, statutory, or common law, who report Improper Governmental Activity in a manner that violates those obligations. Such actions against the subject employees and individuals shall include, but are not limited to discipline and discharge. 6.0 DEFINITIONS Adverse Employment Action: A management action that affects the Complainant’s existing terms and conditions of employment in a material and negative way, including, but not limited to, failure to hire, corrective action (including written reprimand, corrective salary decrease, demotion, suspension), and termination. Complainant: An employee or applicant for employment who submits a complaint under this policy. For purposes of this policy, “employee” includes a current Augusta, Georgia employee or a former Augusta, Georgia employee who was employed at the time the relevant events occurred and includes academic appointees. Good Faith means having reasonable grounds for believing that the information revealed or reported indicates that Improper Government Activity occurred. Illegal Order: A directive to violate or assist in violating a local, state or federal law, rule, regulation or ordinance, or an order to work or cause others to work in conditions that would unreasonably threaten the health or safety of employees or the public. Improper Governmental Activity: Any activity undertaken by Augusta, Georgia or by an Augusta, Georgia employee that is undertaken in the performance of the employee’s duties, whether or not that activity is within the scope of his/her employment, and that (1) is in violation of or noncompliance with any local, state or federal law, regulation or ordinance, or Augusta, Georgia policy including, but not limited to, corruption, malfeasance, bribery, theft of government property, fraudulent claims, fraud, coercion, conversion, malicious prosecution, misuse of government property (including Augusta, Georgia property and facilities), or willful omission to perform duty, (2) is economically wasteful or involves gross misconduct, gross incompetence, or gross inefficiency, or (3) constitutes an Illegal Order. RETALIATION and WHISTLEBLOWING 3.0 #16 August 16, 2016 Page 3 of 3 7.0 REVISION HISTORY This policy was implemented…. SAFETY 3.0 #17 August 8, 2016 Page 1 of 1 1.0 POLICY SUMMARY Augusta, Georgia considers the health and safety of its employees to be of paramount importance and seeks to establish and maintain an Occupational Safety and Health Program for its employees by providing a safe and healthy work environment. In addition, Augusta, Georgia shall follow appropriate safety and health standards. 2.0 POLICY STATEMENT: It is incumbent upon Augusta, Georgia employees to comply with safety and health standards and all rules and regulations which are applicable to the employee’s work site and personal safety. Any employee who willfully or repeatedly violates or causes to be violated a safety standard, rule, regulation, or order shall be subject to corrective action up to and including discharge. It is incumbent upon management personnel to notify the appropriate Department Director if employees working under their authority are adversely affected by safety standards or hazardous working conditions. It is then incumbent upon the Department Director to immediately notify the Human Resources Director, who has authority for the administration of this program. No employee shall be discharged or discriminated against because such employee has filed a complaint or instituted or caused to be instituted any proceedings or inspections relating to the Augusta, Georgia’s Occupational Safety and Health Program. See Retaliation Policy 3.0 COMPLIANCE RESPONSIBILITIES Risk Management is responsible for this policy and has the authority to implement the policy. The Risk Management Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Risk Management may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all employees and officials 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. SEVERANCE PAY 3.0 #18 August 15, 2016 Page 1 of 2 1.0 POLICY SUMMARY SES employees are employed on an at-will basis, have no propriety interest in their positions and thus are not afforded due process rights with respect to the termination of their employment. Accordingly, this policy sets forth Augusta Georgia’s policy to provide severance pay to SES employees under defined circumstances. Employees who are not in an SES position at the time of termination of employment are not eligible to receive severance pay under this Policy. 2.0 POLICY STATEMENT: A. Eligibility 1. Only SES employees are entitled to receive severance pay under this Policy. 2. An SES employee who has completed one year of continuous employment with Augusta, Georgia and whose employment is terminated without cause, by vote of the Commission, is eligible to receive severance pay. 3. An SES employee who is employed has completed one year of continuous employment with Augusta, Georgia as of January 1, 2017 and who provides at least thirty sixty (30 60) calendar days’ notice of his/her resignation from employment with Augusta, Georgia (“notice period”) and continues to perform in a satisfactory manner during the notice period is eligible to receive severance pay. 4. Employee must execute a Separation Agreement and General Release B. Severance Schedule 1. SES Groups I-III shall be eligible for one (1) month of severance pay after the first year of employment and an additional month of severance pay for each additional full year worked in a SES position, not to exceed a maximum of six (6) months of severance pay. 2. SES Group IV shall be eligible for three (3) months’ severance pay after the first year of employment as a SES Group IV employee and an additional month of severance pay for each additional full year worked as a SES level IV employee not to exceed a maximum of three (3) additional months of severance pay (for a total not to exceed 6 months) 3. Employment time serving in a non-SES position will not be credited for prior years of service under this policy if subsequently promoted to a SES position. 4. Severance pay shall be based on the employee’s most recent date of hire. C. No Severance Pay Employee(s) are not entitled to severance pay if they leave employment with Augusta, Georgia under the following conditions: 1. Discharge for Cause 2. Disability covered by Worker’s Compensation 3. Retirement 4. In the event an Augusta, Georgia function or service is contracted, assigned or otherwise transferred to another entity and Augusta, Georgia employees in that function or service are offered employment by the other entity within thirty (30) days of contract, assignment or transfer, whichever is later, provided the employee receives a substantially similar salary and benefit package. 5. Except as provided in 2.0 A 2, resignation. SEVERANCE PAY 3.0 #18 August 15, 2016 Page 2 of 2 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to SES employees 6.0 DEFINITIONS Severance Pay: Is calculated based on the employee’s base rate of pay. 7.0 REVISION HISTORY This policy was implemented…. SUBSTANCE ABUSE 4.0 #19 September 8, 2016 Page 1 of 2 1.0 POLICY SUMMARY Augusta Georgia is committed to providing its employees and citizens with a workplace and facilities that are free from alcohol and controlled substances. 2.0 POLICY STATEMENT: It is the policy of Augusta, Georgia to maintain a workforce, workplace and its facilities free from the abuse of or illegal use, possession or distribution of alcohol or of controlled substances as defined in schedules I through V of the Controlled Substances Act, 21 United States Code section 812 and by regulation at 21 Code of Federal Regulations, section 1308. Unlawful manufacture, distribution, dispensing, possession, use or sale of alcohol or of controlled substances by Augusta, Georgia employees in the workplace, during working hours, while on Augusta, Georgia business, at Augusta, Georgia official functions or on Augusta, Georgia premises is prohibited. In addition, employees may not use illegal substances or abuse legal substances in a manner that impairs their work performance or impairs the public’s trust in the employee’s ability to carry out his job responsibilities. Augusta, Georgia recognizes that dependency on alcohol or other substances is a treatable condition and offers programs and services for employees with substance and dependency problems. Employees are encouraged to seek assistance, as appropriate, from Risk Management or through a referral. Information regarding an employee obtained through such programs or services will be treated as confidential in accordance with Federal and State laws. Employees found to be in violation of this Policy will be subject to corrective action, consistent with job requirements and the provisions of the Corrective Action Policy, up to and including discharge, and may be required as a condition of continued employment, at the discretion of Augusta, Georgia to participate satisfactorily in an Employee Assistance Program. 3.0 COMPLIANCE RESPONSIBILITIES Risk Management and Finance are responsible for this policy and has the authority to implement the policy. Risk Management and Finance may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Risk Management and Finance may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all employees and officials. 6.0 DEFINITIONS 7.0 REVISION HISTORY SUBSTANCE ABUSE 4.0 #19 September 8, 2016 Page 2 of 2 This policy was implemented…. USE of AUGUSTA GEORGIA TECHNOLOGY, EQUIPMENT and PROPERTY 4.0 #20 September 8, 2016 Page 1 of 2 1.0 POLICY SUMMARY This policy covers the use of electronic technology, equipment and other property belonging to, or used by, Augusta, Georgia. It includes, but is not limited to, all computer systems of any size and function and their attached e-mail systems, software, network resources, Internet resources, radios, cellular telephones, and pagers. The purpose of this policy is to establish guidelines and requirements governing the acceptable use of Augusta provided technology and other property and to communicate them to employees. 2.0 POLICY STATEMENT: All technology resources, equipment or other property owned or used by Augusta, Georgia are in place to facilitate Augusta, Georgia’s ability to carry out its mission and for its employees to perform their job duties efficiently and productively. To that end Accordingly, unless authorized by Augusta, Georgia and except for minimal usage, e.g., a brief telephone call, these systems and property are to be used solely for business purposes. All equipment, property and technology resources and all information transmitted by, received from, and stored on Augusta, Georgia systems are the property of Augusta, Georgia and as such, are subject to inspection by Augusta officials. They are not the property of any employee. Consequently, employees and users should not have any expectation of privacy with respect to their messages and files or other uses. Augusta, Georgia has the right to monitor any and all aspects of it’s property, equipment and electronic technology resources. Augusta, Georgia reserves the right to audit and monitor the information on all systems, electronic mail, and information stored on computer systems or media, and to inspect its property and equipment without advance notice. and to inspect its property and equipment. This might include, but is not limited to investigation of theft, unauthorized disclosure of confidential business or proprietary information, personal abuse of the system or monitoring workflow and productivity. Any employee found to have violated this policy may be subject to corrective action, up to and including discharge. A. Objectives a. Ensure the protection of proprietary, personal, privileged, or otherwise sensitive data and resources that may be processed in any manner by Augusta, Georgia, or any agent for the City and the protection and proper use of other Augusta, Georgia property. b. Provide uninterrupted network resources to employees and the public. c. Ensure proper usage of networked information, programs, and facilities offered by Augusta, Georgia. d. Maintain security of and access to networked data and resources on an authorized basis. e. Secure email from unauthorized access. f. Protect the confidentiality and integrity of files and programs from unauthorized individuals. USE of AUGUSTA GEORGIA TECHNOLOGY, EQUIPMENT and PROPERTY 4.0 #20 September 8, 2016 Page 2 of 2 g. Inform employees and other users there is no expectation of privacy in their use of Augusta-owned hardware, software, or computer network access and usage or other property. h. Provide Internet and email access to employees and the public of Augusta, Georgia. i. Provide the necessary technology resources to enable employees to perform duties 3.0 COMPLIANCE RESPONSIBILITIES Information Technology is responsible for this policy and has the authority to implement the policy. The Human Resources and Information Technology Directors may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Information Technology may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to all persons, whether employees, independent contractors or agents of Augusta, Georgia. All persons using Augusta, Georgia’s electronic resources must comply with all software licenses, copyright laws and all other State and Federal laws governing intellectual properties. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. AFFIRMATIVE ACTION 2.0 #21 August 16, 2016 Page 1 of 1 1.0 POLICY SUMMARY This policy statement describes Augusta, Georgia’s commitment to affirmative action as a recipient of funds from the US government. 2.0 POLICY STATEMENT: Consistent with its status as a recipient of funds from the US government, Augusta, Georgia undertakes affirmative action for minorities and women, for persons with disabilities, and for covered veterans 3.0 COMPLIANCE RESPONSIBILITIES Human Resources Compliance is responsible for this policy and has the authority to implement the policy. The Human Resources Compliance Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources Compliance may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS Covered Veterans: For purposes of this policy, “covered veterans” includes veterans with disabilities, recently separated veterans, Vietnam era veterans who served on active duty in the U.S. Military, Ground, Naval or Air Service during a war or in a campaign or expedition for which a campaign badge has been authorized, or Armed Forces service medal veterans. 7.0 REVISION HISTORY This policy was implemented…. ATTENDANCE and PUNCTUALITY 1.0 #22 June 27, 2016 Page 1 of 1 1.0 POLICY SUMMARY This Policy describes Augusta, Georgia’s expectations and employee obligations regarding attendance and punctuality 2.0 POLICY STATEMENT: Dependable attendance and punctuality are expected of all employees. Unplanned absences and tardiness must be reported as soon as possible. If problems arise relating to an employee's attendance or punctuality, the supervisor or manager should not delay in taking corrective action. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS 7.0 REVISION HISTORY This policy was implemented…. EMPLOYEE RECORDS 1.0 #23 June 23, 2016 Page 1 of 2 1.0 POLICY SUMMARY The policy describes personnel records, access to personnel records by persons inside or outside Augusta, Georgia, as well as the location of records and the period of retention. 2.0 POLICY STATEMENT: A. Employee Personnel Records Augusta, Georgia will establish and maintain employee personnel records. The records will be maintained with accuracy, relevance, timeliness, and completeness, and appropriate and reasonable safeguards will be established to ensure security and confidentiality. B. Access to Information in Employee Personnel Records Access to employee personnel records will be made in accordance with the following provisions. Specific legal requirements regarding an employee’s access to the employee’s own personnel records, right to correct or amend the records, and third party access to the personnel records are governed by the Georgia Open Records Act (O.C.G.A.50-18-70) Access to peace officer personnel records and the right to correct or amend those records is also governed by the Georgia law provisions related to the confidentiality of peace officer personnel records. Questions regarding an employee’s records should be directed to the official designated by the Administrator for this purpose. 1. Access to an Employee’s Own Personnel Records Within 30 calendar days from the receipt of a request for records, an employee will be provided a copy of the employee’s own personnel records or within 60 calendar days from the receipt of a request for records that are geographically dispersed, inactive, or in storage. There will be no charge for the first copy. However, records protected by recognized legal privilege and records exempted from disclosure by the Georgia Open Records Act (O.C.G.A.50-18-70) may be withheld. 2. Access to Records by the Public Persons inside or outside Augusta, Georgia will have access to information in employees’ personnel records in conformance with statutes and Augusta, Georgia policies on records. The Administrator will establish procedures for the release of information. Information which is public information and that should generally, be released upon request includes:  Name  Date of hire, position title, salary  Organizational unit assignment  Office address and office telephone number  Job description, whether full-time or part-time, and appointment type  Date of separation, and  Other information that would not be (a) an invasion of personal privacy; (b) protected by recognized legal privilege; or (c) otherwise legally protected from disclosure. EMPLOYEE RECORDS 1.0 #23 June 23, 2016 Page 2 of 2 Unless release is legally required, Augusta, Georgia will not release to the public information that it has determined to be (a) an invasion of personal privacy; (b)protected by recognized legal privilege; or (c) otherwise legally protected from disclosure. Such information includes but is not limited to:  The individual’s home telephone number and home address  Spouse’s or other relatives’ names  Birth date  Social Security Number  Citizenship  Income tax withholdings  Health care records  Information relating to evaluation of performance and goal setting records  Individual elections related to health and welfare benefits, retirement, or investment programs  Drug test results, and  Child support/garnishments C. Period of Retention Personnel records of an employee will be maintained according to the Georgia Open Records Act (O.C.G.A.50-18-70) 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS Personnel Records consist of any record, in any format, necessary and relevant to the administration of the staff personnel program 7.0 REVISION HISTORY This policy was implemented…. HIRING 3.0 #24 September 9, 2016 Page 1 of 2 1.0 POLICY SUMMARY This policy describes the scope of efforts to be taken in regards to the recruitment of employees. 2.0 POLICY STATEMENT: A. Scope of Recruitment As appropriate, Augusta, Georgia will recruit both within and outside its work force to obtain qualified applicants. To support career progress of qualified internal candidates, internal recruitment may be utilized so long as it is consistent with equal employment and affirmative action objectives and results in a diverse pool of qualified applicants. B. Exceptions to Recruitment Recruitment is not required when a position is to be filled by: 1. demotion or lateral transfer of an employee within the same organizational unit; 2. lateral transfer of an employee along with the budgetary provision for that employee's position; 3. transfer or reemployment of an employee in accordance with Reasonable Accommodation, Medical Separation, Pregnancy Disability Leave, or Family and Medical Leave procedures 4. a qualified employee who has become disabled; 5. recall of a laid-off employee or placement of an employee with preference for reemployment or transfer; 6. an employee whose responsibilities or title have changed as a result of a reorganization or reassignment of functions among positions within the same organizational unit; 7. a position is transferred to another organizational unit, or 8. an employee who is competitively selected for an Augusta, Georgia sponsored internship program, and upon completion of the internship, as authorized in local guidelines and with the approval of the department head, is appointed to a vacant position for which he or she meets the minimum qualifications; 9. Succession Planning. C. Waiver of Recruitment A waiver of standard recruitment may be authorized by the Administrator in special circumstances consistent with equal opportunity and affirmative action objectives. D. Career Ladder Recruitment An open position may be listed with multiple job titles at different levels within a single Job progression. The hiring Department will determine the initial job title based on the qualifications of the selected candidate. These multiple job titles may allow an employee to advance to a higher job title with the acquisition of additional knowledge and skills during the course of employment. Department needs and employee performance will govern the recruitment and selection process noted above. The process should include the generation of a written development plan, the timing of an employee's assessment, and the reclassification process. With approval of the Department head, the employee who has successfully met the HIRING 3.0 #24 September 9, 2016 Page 2 of 2 criteria for upward advancement to a higher level position may be reclassified within the same job progression and department or organizational unit for which the original recruitment was conducted. 3.0 COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4.0 PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator, but does not require the approval of the Commissioners. 5.0 APPLICABILITY This Policy is applicable to…. 6.0 DEFINITIONS Demotion: The change of an employee from one position to another position which results in a lower salary range maximum. 7.0 REVISION HISTORY This policy was implemented…. Administrative Services Committee Meeting 10/25/2016 1:15 PM Approve New 24 Personnel Policies/Personnel Policies and Procedures Manual (PPPM). Department:Human Resources Presenter:Michael Loeser Caption:A motion to approve the twenty-four (24) policies submitted by the PPPM subcommittee as developed by the consultant and to replace the current Personnel Policies and Procedures Manual (PPPM). Background:Augusta, GA Human Resources was asked to prepare policies to cover personnel activities for Augusta, GA. The last time the manual was updated was in 2011. A consultant was hired to recommend best practices. The consultant developed and recommended 24 policies to guide the actions of the personnel department. The goals of this review was to separate policies from procedures thereby reducing the number of actions to be taken by the Commission, the review the current policies to reflect changes in law and to build in best practices. The Administrative Services Chair appointed a subcommittee consisting of Commissioner Lockett Subcommittee Chair, and three commissioners; Commissioners Williams, Smith and Hasan. Analysis:There has been a series of meetings between the subcommittee and the consultant discussing possible policies and determining appropriate oversite responsibilities. These meetings have resulted in 24 policies being developed to replace the current Personnel Policies and Procedures Manual (PPPM). Following approval of the policy statements, small committees will begin work with the consultant on reviewing and revising procedures. Financial Impact:There is not any direct financial impact to adopting these policies. Alternatives:Keep the current Personnel Policies and Procedures Manual (PPPM). Recommendation:Approve the recommendation of the subcommittee. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 10/25/2016 1:15 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on October 11, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 10/25/2016 1:15 PM Rules of Procedures Subcommittee Department:Rules Subcommittee Presenter:Rules Subcommittee Caption:Motion to approve proposed changes to the Augusta Commission's Rules of Procedures as recommended from the Rules Subcommittee. Background:The Commission Rules Subcommittee was appointed to review the Rules of Procedure and make recommendations for improvement. Analysis:See attached Financial Impact:None Alternatives: Recommendation:Approve Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Request for Proposal Request for Proposals will be received at this office until Friday, September 30, 2016 @ 11:00 a.m. for furnishing: RFP Item #16-236 Pharmacy Benefits Augusta, GA – Human Resources Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901Man RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, September 16, 2016, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 25, 1, 8, 15, 2016 Metro Courier August 31, 2016 OFFICIAL VENDORS Attachment "B"E-Verify #Addendum 1 SAVE Form Original 7 Copies Fee Proposal OPTUMRX 2300 MAIN STREET IRVINE, CA 92614 Yes 438670 Yes Yes Yes Yes Yes CVS HEALTH 2211 SANDERS RD NORTHBROOK, IL 60062 Yes 40635 Yes Yes Yes Yes Yes MEI SERVICES 2951 PIEDMONT RD., SUITE B ATLANTA, GA 30305 Yes 1122270 Yes Yes Yes Yes Yes SCRIPT CARE 6380 FOLSOM DRIVE BEAUMONT, TX 77706 Yes 861066 Yes Yes Yes Yes Yes RXEDO, INC 7800 DALLAS PARKWAY SUITE 460 PLAN, TX 75024 Yes Non- Compliant Yes No Yes Yes Yes PERFORM RX 200 STEVENS DR PHILADELPHIA, PA 19113 Yes 937993 Yes Yes Yes Yes Yes BCBS DBA ANTHEM 120 MONUMENT CIRCLE INDIANAPOLIS, IN 46204 Yes 364538 Yes Yes Yes Yes Yes MAGELLAN HEALTHCARE 6940 COLUMBIA GATEWAY COLUMBIA, MD 21046 Yes 838557 Yes Yes Yes Yes Yes Proposal Opening RFP Item #16-236 Pharmacy Benefits for Augusta, Georgia - Human Resources Department RFP Due: Friday, September 30, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 26 Total Number Specifications Download (Demandstar): 60 Total Electronic Notifications (Demandstar): 14 Mandatory Pre-Proposal/Telephone Conference Attendees: Not Applicable Total packages submitted: 9 Total Noncompliant: 1 The following vendor submitted a statement of "No Bid": ENVISIONRX / 2181 EAST AUROA RD / TWINSBURG, OH 44087 Page 1 of 1 OPTUMRX 2300 MAIN STREET IRVINE, CA 92614 VATIVO-RX 2951 PIEDMONT RD., SUITE B ATLANTA, GA 30305 SCRIPT CARE 6380 FOLSOM DRIVE BEAUMONT, TX 77706 PERFORM RX 200 STEVENS DR PHILADELPHIA, PA 19113 BCBS DBA ANTHEM 120 MONUMENT CIRCLE INDIANAPOLIS, IN 46204 MAGELLAN HEALTHCARE 6940 COLUMBIA GATEWAY COLUMBIA, MD 21046 CVS HEALTH 2211 SANDERS RD NORTHBROOK, IL 60062 RXEDO, INC 7800 DALLAS PARKWAY SUITE 460 PLAN, TX 75024 A. Package submitted by the deadline Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS B. Package is complete (includes requested information as required per this solicitation) Pass/Fail PASS PASS PASS PASS PASS PASS PASS FAIL C. Overall Quality of RFP (concise and to-the-point) 50 33.2 34.0 35.0 35.0 43.2 46.2 41.0 1. Qualifications of company (company profile) 100 83.8 77.8 81.0 84.0 89.6 90.2 90.6 2. Financial Responsibility 100 82.0 79.8 82.2 80.4 87.6 88.8 92.0 3. Project Management 95 81.2 75.2 84.0 82.4 86.6 87.2 87.0 4. Key Personnel & Staff 90 76.4 79.2 83.2 84.0 88.0 84.4 83.6 5. Organizational Qualifications 75 65.6 63.4 66.0 67.8 70.0 69.8 70.0 6.Optional Interview (Potential bonus Points) 10 6.4 6.2 4.4 8.8 D. TOTAL 470 389.0 375.4 402.8 398.6 428.0 424.8 432.0 1. Provide eligible participants with a quality, affordable Pharmacy Benefits program with access to a large selection of Pharmacy providers. 50 34.8 31.0 39.8 36.0 44.8 45.4 42.0 2. Provide timely, accurate, responsive claim and customer service to plan participants and plan administrators. 50 41.0 43.4 44.4 39.6 45.6 46.2 44.2 3. Minimize disruption for current Pharmacy plan participants from a provider, formulary list and cost perspective. 50 36.8 35.8 40.6 39.4 46.8 44.2 43.0 4. Provide a contract that reduces overall costs to plan sponsor and participants while not altering the formulary list negatively. The contract must provide an overall improvement in cost containment measures, employee education and communication and access to pharmacy providers. 50 31.6 35.2 37.6 36.2 36.8 47.4 44.2 E. TOTAL 200 144.2 145.4 162.4 151.2 174.0 183.2 173.4 Cumulative Evaluation Meeting - RFP Item #16-236 Pharmacy Benefits for Augusta, Georgia - Human Resources Department Evaluation Meeting: Thursday, October 6, 2016 @ 10:00 a.m. Vendors Scope of Services (Total Points 200) Proposer’s Overall Ability to Provide the Services (Total Points 470) Quality of RFP A. Package submitted by the deadline (MUST PASS FOR CONTINUED CONSIDERATION) Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION) Submittal and Quality of RFP D. Narrative E. Scope of Services 1 OPTUMRX 2300 MAIN STREET IRVINE, CA 92614 VATIVO-RX 2951 PIEDMONT RD., SUITE B ATLANTA, GA 30305 SCRIPT CARE 6380 FOLSOM DRIVE BEAUMONT, TX 77706 PERFORM RX 200 STEVENS DR PHILADELPHIA, PA 19113 BCBS DBA ANTHEM 120 MONUMENT CIRCLE INDIANAPOLIS, IN 46204 MAGELLAN HEALTHCARE 6940 COLUMBIA GATEWAY COLUMBIA, MD 21046 CVS HEALTH 2211 SANDERS RD NORTHBROOK, IL 60062 RXEDO, INC 7800 DALLAS PARKWAY SUITE 460 PLAN, TX 75024 Cumulative Evaluation Meeting - RFP Item #16-236 Pharmacy Benefits for Augusta, Georgia - Human Resources Department Evaluation Meeting: Thursday, October 6, 2016 @ 10:00 a.m. Vendors A. Package submitted by the deadline Within Richmond County 10 Within CSRA 8 Within Georgia 6 6 Within SE United States (includes AL, TN, NC, SC, FL) 4  All Others 2 2 2 2 2 2 2 TOTAL 10 2 6 2 2 2 2 2  Lowest 10 10  Second 8 8  Third 6 6  Fourth 4 4  Fifth 2 TOTAL 10 0 0 8 0 4 6 10 H. References 10 10 0 10 10 10 10 10 Total 750 578.4 560.8 620.2 596.8 661.2 672.2 668.4 Reference(s) (Total Points 10 Cost/Fee Consideration (Total Points 10) Proximity to Area (Total Points 10) F. Proximity to Area Procurement Department Completion Date: 10/13/2016 G. Cost/Fee Proposal (Enclose in a separate sealed envelope) Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary. Procurement DepartmentRepresentative: Nancy Williams Internal Use Only Evaluator: CUMULATIVE Date: 10/13/16 Total (Total Possible Score 750) 2 Administrative Services Committee Meeting 10/25/2016 1:15 PM APPROVE NEW PHARMACY PROVIDER Department:Human Resources Presenter:Michael Loeser Caption:Motion to approve the award of the RFP for PBM (RFP #16-236) to Magellan and authorize the Mayor to execute the approved contract for a period of three years. Background:Based on current trends in the pharmacy program including cost, adherence rates and clinical programs it was in the best interest of Augusta Georgia to perform an RFP for Pharmacy Benefit Management Services. Our initial analysis of historic and current trends revealed that several cost drivers within our program could be improved with minimal disruption to employees. The areas where we will see the most improvement are: 1) Reducing the number of Specialty drugs and managing the ingredient cost 2) Improving the Generic dispensing rate minimum guarantee 3) Passing on Rebates to ARC Analysis:The analysis showed that the potential savings to Augusta and its employees would be in the $500,000-$1,000,000 range. While cost savings is important, it is as equally important that Augusta Georgia partners with a progressive PBM that will continually address chronic condition management, employee education and engagement that will lead to a better adherence rate and oversight to ensure duplicate therapies and adverse drug interaction incidents are quickly identified and reduced. Augusta Human Resources was asked to prepare a RFP for a PBM services. The evaluation committee meet and reviewed 7 compliant submittals. The evaluation committee met on October 6th and October 13th to evaluate the seven (7) compliant proposals. After reviewing, discussing and scoring the proposals the evaluation committee is recommending Magellan as the PBM beginning January 1st, 2017. Financial Impact:Based on Magellan’s proposal, it would be in the best interest of Augusta to award the contract to them. According to USI, our benefit’s consultant, Augusta, GA and its employees will see an approximate cost savings of from $500,000 to $1 million dollars annually. Alternatives:Keep Blue Cross as our Pharmacy provider/Administrator in place. Recommendation:Approve the awarding of the contract to Magellan effective 1/1/17 Funds are Available in the Following Accounts: FUNDS AVAILABLE IN THE FOLLOWING ACCOUNTS: [___________________________] REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission