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HomeMy WebLinkAboutORD 7634 TO AMEND CODE SECTION 1-7-51 RELATING TO THE ADOPTION OF PERSONNEL POLICIES AND PROCEDURES SO AS TO STRIKE SECTIONS 300.001 THROUGH 300.017 ✓ 2 ORDINANCE NO. 1 6, : 4 AN ORDINANCE TO AMEND THE AUGUSTA, GA CODE TITLE ONE, ARTICLE FOUR, SECTION 1-7-51 RELATING TO THE ADOPTION OF PERSONNEL POLICIES AND PROCEDURES OF AUGUSTA, GEORGIA; TO STRIKE ENTIRELY CHAPTER III, SECTIONS 300.001 THROUGH 300.017 AND ALL ASSOCIATED FORMS OF THE PERSONNEL POLICIES AND PROCEDURES MANUAL REGARDING EMPLOYEE DISCIPLINE APPEALS; TO AUTHORIZE AN UNCODIFIED PROCEDURES MANUAL; TO REPEAL ALL CODE SECTIONS AND ORDINANCES AND PARTS OF CODE SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, the Personnel Policies and Procedures Manual currently includes procedures associated with the employee appeals process that are inconsistent with the policy approved by the Commission on August 21, 2018 and thereafter; WHEREAS, it is the desire of the Augusta, Georgia Board of Commissioners to have such Procedures to be separated from the Policy and to be keep as an uncodified document; and WHEREAS, Augusta, Georgia desires to strike entirely Sections 300.001 through 300.017 of the Personnel Policy and Procedures Manual which is part of AUGUSTA,GA. CODE Section 1-7-51 to remove employee appeal and dispute procedures from such Manual. THE AUGUSTA, GEORGIA COMMISSION, ordains as follows: SECTION 1. AUGUSTA, GA. CODE Section 1-7-51 as set forth in the Augusta, Ga. Code, re- adopted March 1, 2011 (Ord. 7323) and amended thereafter, is hereby amended by striking Sections 300.001 through 300.017 (and associated forms) of the incorporated Personnel Policy and Procedures Manual in its entirety as set forth in"Exhibit A"hereto. SECTION 2. This ordinance shall become effective upon its adoption in accordance with applicable laws. SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed. SECTION 4. There is hereby authorized a separate,uncodified Procedure Manual to be used with policies approved by the Commission. Procedures related to the employee appeals process are contemporaneously approved and shall take effect immediately. Adopted this 4th day of September, 2018. tt/it-tf-- '�'►'' Hardie Davis, Jr As its Mayor 610 r - ........ .......„...,,,„.6 i .. ... r, y9'plp��R tA �,4, A: t 4` f r �a �' �� ' ,P . Attest. ` `� k„f7,-," €',- �► Ar4- ' ' -1”if' #fi !Lena ttAnerrn-rk of • ► r,issiNn [Seal: t ` `se.� .,. � ` Published in4titatittugettlia Chronicle?; First Reading: Seikmloef 4,2ot 0 Second Reading Waived EXHIBIT A STRIKE: • . . I . I I It is the practice of Augusta, Georgia to: 1. Provide fair, equitable, and timely grievance procedures for all regular employees; II 1 1 . I This grievance procedure applies to all regular full time employees, with the exception of procedufe: ! !.! ! . I . . account of the filing of a grievance or an appeal unless such grievance or appeal is frivolous. • Not every grievance will be resolved to the employee's satisfaction, but each grievance will be e' - . - .. •. _ . - - . . - . . . -• ., -- .- • • - • • • • "_ •- . _ " . . . -- - • _-. _ . •. -••• . • • • " _ . . _" . - .. • • . - . . ., . . . .. •- .. - - . .. ';!! . ., . .•. •. - - . . .. , . . .. . • _ - -. . . - . 1. Formal Disciplinary Actions (i.e. written warnings, PIPs, suspensions without pay, 2. Complaints of Sexual Harassment (These allegations should be filed with and will be Augusta, Georgia Equal Employment Office(EEO Office)). . . . .•• . - - -- . •. _ . A_ - .••_ .• _-•--• . •. .. _• • • __, • processed according to the Policies and Procedures established by the EEO Office). standafds7 _ • ! !.! ! . . Repeated filing of grievances concerning the same issue which has been denied will not be considered, I \ .. - - - _ can only present or prepare for the panel hearing during the advocate's off duty hours. l i i i I . .. _ f thi grievance and an exhaustion of such employee's administrative remedies as to the issue grieved. process. - . -- • .. • _ , • • • . • - • • . . •• . _ .• • • •. •' _ . • • • _. _ ... ... - . 1 - . , •. . . .- • , • ., __ - Step-Thre . rtment Director to the supervisors in the employee's chain of command at the Department level and to the HR Director. • - -1 - • - - - _. . _ ._ - . . _ . . - - __ --., . - Step Fo A •st...,tive D,.•,:,.••, - - • -- .. _. • - _ _ • - , - • _ _ • .• __ • _ The Administrator may accept the HR Director's recommendations, conduct his or her own , .. . . . • • • •_ • .,- Y • - . . --- •• • • • • - ' -_ _ • . - . . ' . - • • - - - - - - - cmploycc via U.S. Certified Mail. • III . statement is considered "serious misconduct" and may result in the employee's suspension or 11 1 1 . . .. e - _- . 142- _ . . • . . - - • . - .-- - - - ---. _ . •. . . '. • - _ _ ., __ • . _ . . _- . - - .. .. _ . . __ .., •- _ - ., _ Purpose+ Diselaimer: or the Department is violated, when work performance is not satisfactory, when work rules/standards, organizational Standard Operating Procedures (SOPs), . - - . _ _ , , . . • .. _ _ . . .__. .. _ , - - ., __ , . .. . • . . • . . - . . . - . . . _ , •-• .. . -- - . . -_: ".• _ . _. _ . . _ . . . e' _ . .. . . _ 2. Augusta, Georgia generally follows a policy of progressive discipline. The purpose of Augusta, Georgia reserves the right to depart from this discipline policy in its sole •• - - - _ . . __ ., _ _ . . _. . • , . . . . _ .. . A .:•. - -- • - p - . . . . - . •. . • - _. . _ _. - - • . . - . __. •- _ . _•: _ - - - •- - . ., _ __ Y. - _.. discipline is more serious than a Letter of Warning, but less serious than a infraction. The "Notice of Written Reprimand" (Sec Form HR ER II) will be inclusion in the employee's official personnel file. If a Letter of Warning or any . .. . . and Department Director, when it becomes necessary to help a staff member the employee meets the status of"satisfactory", the PIP may be extended for a or does not meet the status of"satisfactory" after two (2) PIPs, the Department A suspension is the most severe form of discipline, short of demotion or the "Notice of Proposed Disciplinary Action" form(Form HR ER III) and must be apprepPiate-wherei 2. The employee's rccord is otherwise satisfactory and no other active rule violations exist, e.g. attendance,punctuality, etc.; 3. The employee is qualified for the lower grade or alternative position; '1. The employee has the ability, is qualified, and a vacancy exists, the - '• -_ - - ' - - - -- . - . . . . termination. required-, - _. • _•: •-..- . _ •- . - - Y' - - . . _ , -- -•• .• - - . - •. - - . . , . - . - 2. There are circumstances in which unacceptable or bad conduct could -- - - . ' . . - •. -- 10. -• - - • • .. . . . _ . •. -, • . .. . . - • ' . - - ., . . .. !' - . • Reseurce3. .. -- "• . ._ . I . .. . -•• •- . " .. - - - - - - ! _- _ !' _ . . . . . . - - — ' !• __ for review and processing. The request for termination will be .. . ' i' - - • • "• . ' - . Decision." • • •. . ! I.! - ! • • ... • _ ... • . . . I . . - • - ', • - - . -, . --- . -: -- • - -- . . :, _ . . •. • - - ' - - - - • -- - - . .- . - •. • . -- . - . - ". . • • . I . . . • . • • . _ . ., -. , - •- - .. . . - - - -- -, _ . _ . ., . imiaeseeh • - - - . . . - . • • ' _ • - "• - - . . -" • AWOL for a two hour absence may only receive a one day suspension. • Both e - . _ - . •- . - _ • _•. • .. . _ •- . . -, . . limited to, the following: the length of the employee's service, the quality of the investigation of the specific incident. Ensuring that disciplinary actions are _ .. - s - . into account when considering future discipline. Disciplinary actions by law enforcement during the investigation of an "at fault" accident, this does not prohibit 8. In determining the proper level of disciplinary action, which would be suitable to a .., . .. - -, - - . -- "' . . . _ . . - - .t . .. • _ . e. of the Department Director; particularly egregious violations may bypass the . ... . . • . . . . . • . • . . , • : . . •• . . • . . . • Administrator Review-and-Approval-Process alDr Formal e-to Discipline Submitter Approver Appy IAppeal 3 Appeal Written Supervisor/ Department Reprimand Manager Director 5-Days RR Director None Supervisor/ Department PIP Manager Directors 5-Days None Days Supervisor-! Department DR Suspension Manager Direetor s Direetor None or more Department DR Suspension Director Direetor 5-Days Administrator Nene • Department DD Demotion Director Director 5-Days Administrator Nene Department DD Personnel Termination Director Director s Beam Administrator (Notice of Pending Disciplinary Action" form) that formal disciplinary action, i.e. • - - •- -, - - • :-•-: _. • . _ _ . - _. . .. • . - . 2. When a regular employee is charged with misconduct that serves as a basis for . . . . .. . . the employee on up to three (3) days Administrative Leave with pay.'F13e - - - - - . 3. Infractions of a serious nature may require prompt action, not allowing for advance '1. The Department Director must coordinate with the HR Director to assure procedural compliance prior to issuance of any proposed or final decision. Within ten (10) workdays of receipt of the employee's written response, the Department Director or a- "a •• • 5. Upon receipt,the employee should sign and date a"Receipt Acknowledg " of Final Decision. A copy of all documentation associated with the case will be furnished by the Department Director to the HR Department for filing in the Official Personnel File. I I I . •.. 1. In order to remain timely, the request from the employee for an Appeal to the HR Director. The effect of an employee's failure to request an Appeal within this five (5) a • , a. _ at- . not-appealable, . _ . - _• _ _ . _ .-- - t . - - • . •- -• • • - - nce). If an employee wishes to have an attorney - . - - ••• - - - -- • . •• -• - - - ' e' _ . - seek legal representation from the Law Department in any such conference or HR Director's (or Department Director's) decision is final, and, the employee shall be Note: Only full time regular employees may appeal Terminations. SES and Probationary . . . . . _--•• . •. . . •-• . - . •• - I .. I •. _ - . .. -• • . - -• -- - - ! -_ - - _ - - _. . - _•. . • : : _. -- t- . •: -, •- _ .:•-: . . _ _ • - _ , - - . _ - -.• • - -- . -- - - •_ - . - . .• _ : -., - • • - - •, . . • _ ,- ., . surrounding the hearing, or the Employee's character outside the confines of the - • .,• . . - ..' - - - . _ .. - -• - - - -• - ' - - . - - -., - - ..- • - - . - . _ _..- • - - ' `• -- - -• . .. -• - - - •- • • - _ - . ' _ . . _ : .., . - ••• - - .- - = - - - • - -- . and must provide written verification of the conflict to the Director of Human - - - -. _ _ - - • - .' . - hearing to proceed as scheduled. If an employee fails to attend the scheduled open • . - _ . - ._ - - - - -• - - -- • - • - -• . - BeaFEL- or"Board"). - , . . . • . . . .. . . . _ .•-. . . ' _ . . - •., • . . - . . - • -••. . ' '_ ' ' . .. .. .. - -• - i . ., .. " , -- . . - - . . . .. . . . . . . . •-- .. . Board, shall have the authority to postpone or to continue a hearing (either in the Chairperson's discretion, upon a motion by the Personnel Board or upon the motion of either party, orally or in writing). - - . . ii : :: -•. -* . . m . - -- .. .., - . - _ . - be represented by an attorney licensed to practice law in the State of Georgia. All t- - - - . .. • - . _ . _ - •. . . A : . . .- . . - - • -•date f.,,,,.i. hearing (1) Pre Hearing Conference. The Chairperson of the Personnel Board may arrange a pre (5) Witnesses. . _ - . ' - . .. - P.• -- - . -• - - - • - -• • - . _ attendance: - • - .• •. - - - -- _ party a witness list at least three (3) business days in advance of a scheduled Personnel Board hearing. A party seeking to have a opPesing-P. _. . . _ . . - - - . _ • - • _ • _ .. _ .. . . . - 9 : • - ., . . . t: . _ .. . . ; . . ., .. . • _. . • - - p . . - . .. . . _ .. _. - _ . . _ - • •. record of the hearing and, upon the filing of an appeal of the Personnel Board's • . (a) To administer oaths and affirmations; - - ., _ •- . -- . .. . . .. . - . • . . . •. -, --- • - - , -- - • _ • County. (2) Attendance at the Hearing. Any hearing at which the Personnel Board receives evidence or hears arguments on appeals of disciplinary actions, dismissals, or other purported (3) Evidence. With respect to all hearings before the Personnel Board: - - - - - • ' - -•• •• . • - - • . - - -- • • -- (e) The Director of Human Resources may proceed with the presentation of evidence first. (1) Conduct of Hearings. In the hearing of an appeal, the proceeding shall be informal but (a) The Chairperson of the Personnel Board shall open the hearing by explaining the I: • m . •- .. • _ _ :•":: .. ' . - - May-be-sequester-at- N• aybe seedY. . -._ . . . . -. . _ . . . . - _ ., . . • _. . - - • .• • - (d) The facts not in dispute may be stipulated; - • _ ■ h - • - ' • - employee; statement is considered as "serious misconduct" and may result in the employee's disclosure of the facts. In addition, the Personnel Board mcmbcrs may examine the ,;til • . the Chairperson may grant a fifteen (15) minute recess to allow the parties engage in A . • _ . • - shall stand. If the dismissal decision is reversed by the Personnel Board and the Personnel Board's decision is upheld in the review and appeal process (or no timely appeal is filed), the employee shall be "made whole" by being reinstated as an • . of the Personnel Board and will be responsible for implementation of any action ordered b..the Boara (5) Time Limitations. In the hearing of an appeal, the parties are subjected to the following (a) Opening Statements. Each party shall have a maximum of five(5)minutes to make an (b) Presentation of Evidence. Each party shall have an initial time period of thirty (30) minutes to present evidence in support of their case. A party may be granted one or (c) Closing Statements. Each party shall have a maximum of five (5) minutes to make a closing-statement, - - • - - - - - - - . • - • • - • . - . . . _ . - • .. - -- - • . • . . shall be extinguished. (2) Record for Review of Board's Decision. Upon receipt by the Chairperson of the Personnel • • - - ' • -- • of the entire record to the reviewing body. r. _ . - •- Only 1. Should an employee or the HR Director disagree with the Personnel Board's decision, either may file an appeal to the Administrator, whose decision shall be the final • - being sent by the HR Department to the employee, to filo a written appeal to the Administrator. The written appeal shall contain a short descriptive statement should i e o rruled • -•• e . • .. . • • • .. • . • • 3. The Administrator shall review the Personnel Board Record and render a written decision and within ten (10) working days of the delivery of the Personnel Board record. The Administrator may uphold, overturn, or modify the decision of the he or she made. � � I . 1. Should an employee or the Augusta, Georgia Commission disagree with the - 2. In the event that an appeal to Superior Court is filed,it shall be the responsibility of the Employee Job Title Date Hire Supervisor Job Title Department Date of Incident Signatures Employee Date Supervisor Date (Form-HR-ER-II) Employee Job Title Date Hire Supervisor Job Title Department Date of Incident 1 I ' • • 1 I 1 I . .. . . .. 1 Secs Employee Date Supervisor Date Employee declined to sign. (Form HR ER III) Current Date. Employees Name: Street Address City, State, Zip Code . . . . l . . ( )days. This is due to your violation of Augusta, Georgia Policies. • . . ••. - • . . . • ! ' • • . . - . . . ' • . . • • .. • . • . .. • . .. • . . . feeeipt-oS this lett.. . . . - - - - - - - . .. . - . - . . . . . - • contact me or the Director of Human Resources at 706 821 2303. Sinserel-y, Name Receipt acknowledged: Date: (Form HR ER IV) C„ nt Date. Empleyees-Natnei- Street Addresa City, State, Zip Code Dear Mr./Mrs./Ms: (Employees last Name) . �. you believe you should not be terminated. To request an administrative review of thia • ••- five -five (5) days of receipt of this letter. Your request for an administrative review should be Augusta, Georgia 30901. -- • . -- - , .• - . • . . the written notification of the HR Director's decision. contact me or the Director of Human Resources at 706 821 2303. Sincerely, Name: Receipt acknowledged: Date: • .. • , . , . . . . . , . • . •. , . • . . • . • . • ... . • • • • • • . . . . . - • .• . . ' • . • • . . • • . ... • Employee Name Employee ID Employee Title Date of Hire Department No. Department Name: Department Head Supervisor Date of Incident Nature of Incident Suspension without Pay( ) Dcmotion () Tcrmination O . . '. .. '... .. INSTRUCTIONS. • • , • , . . . • . . . . . . • . . • . • . • • . ... . . . • . o, . . . . ., . . . . . . . . . . . . , , . . . • . . • . . _ . • . : • . . . Employee Signature: Date Signature: Date Yes No If the employee's administrative review request was not received by the Human Resources • .• . - . - - - . - - _ _ . _. _ . . _ ..-- . . • - employee: Human Resources Department Date De . 1 1. . 1 I % . • 1 Current Date. Gees, Street Address City, State, Zip Codo „ . An administrative review was conducted on (Date) for violation of Augusta, After considering all of the facts, I am in agreement with the Department Director's Sincerely, • •- cc: [Name], Administrator [Name], General Counsel [Department Director, Title] .. .. . . . LEGENDI = S = Suspension W = T = Termination X t Y, sffelis �- IN 1 . . • . .. . _ eri e W S/T T authority IN 2 • . . • - - •• -. • . - .• -- -. . . Insehordinatio W/S SLT T -•- - . . -' e IN 3 - •' • - - - - - •- = Imo W S SAT T , . - . . steel ND 1 •. . • .. • ., - . ., Neglect of b W S T Duty directive ND 2 . . . ._ -• . . . . __-- -. Neglect of b W S T Duty ND 3 - . . .. _ , . • _ _. . _. Neglect-o f L W £ T absence(six(6) or more in a 180 Duty abuse of leave privileges ND '1 • - _ __ - ._ . -• ., __ Neglect-o€ WAS S/T T duties Duty ND 5 .. . .., . . . __. Neglect of SIT T scheduled . ork a ys 2 Duty consecutive 21 hour shifts. ND-6 - • _ - - • •_ - . Neglect of b W S T . ..- _ _ . . Duty ND 7 • . _ - . . . - _. _• -, Neglect-of W S T _ . . .• . _ . .. Duty g y m y e r nc ' ' a A, - s�y � t 3 s5x. 5Sys • r,r` � `Pi" x_ , • .. ...e2 v r .i:, 9,,. a ,. sw , s ,sa,.,.n...... .. ,r✓,.. . . ,_ ND S Being identified as "at fault" in an Neglect of See See See • -- . - . -. . . - - -. _ Duty SRG SRC SPG Review Comm;ftoo while the Penalty Penalty Penalty ePerater-ef-AuglisterGeefgia Matrix Matrix ND-9 - .• .. - . •• . - • •--• - , Neglect of SLT T Duty - •. - —• - , - •- -, - revo ND 10 - . . _ .-. . : - _ Neglect of W/S/T S/T T -•- - - - - - -•• ' - - Duty License(CDL) if it is required for ND 11 . _ •_ . . . . Neglect of W/S/T SIT T • Duty ND 12 _ . . _ . _ . . . _ •__ Neglect of W/S/T S/T T .. -- . . - _ . _ . .. __ . Duty ND 13 e ._ . :, . _ _ . ._ . •. -,Neglect of W S T of an Augusta, Georgia vehicle or Duty equipment without proper ND 11 - .• .. ::•. - .. .. Neglect of W S T - • - - - -- - - Duty or member of the chain of ND 15 - .• . = .. . _ e - ... -- _ . Neglect of L W S T . ..- . . -- - - •- . . Duty from a law firm that relates to ND-16 ' : - •- . - . -: . . Neglect of T -• - _ •. ...... . _ - :-• Duty ND 17 •-: .. : - - •- ' . - -- . Neglect of Duty ND 18 . - - Neglect of b W £ T • -- • - -• : - -, Duty . s ND 19 . . -• - - ' --. = •- • Neglect-of 10 points or more impact on Duty driving privileges EV 1 - : . :, : = : • .. . . . . _ . Ethics W/S/T SIT T • - -• • . - • . . •• -. Violation EV 2 - : -. : -• - • . •. • Ethics W/S/T S/T T . . _.. - - --- . Violation EV 3 - . -. •. . •• • . . : Ethics W/S/T S/T T . . . . . _. . Violation EV . . •- - • _ ., - _ . Ethics W S T • - Violation too �st a; clo o EV 5 Conviction of a felony, a Ethics S/T T -• - ., •- - . Violation inisdemeanor-while-in-the duties EV 6 _ . . . - _. .. • •. Ethics W/S/T S/T T --• • Violation EV 7 _ . . . - _. _ •- . : •-• : Ethics b W S property fro-„ A„ ,st Violation Georgia-\ehisle a ,711:: {;-, „:-: xr S�' ; ��; er,f'..tea X' a " rx .:., es "°r:14 ' "*x x r € r � v s v X sn �` -, RZ =W .t "�' �� l ab}� c s���� �" ftih,n w -',,:',','-'4.,?,; � _ i : �� ? ��4�ea m,. ,,. , W ,f ., c 3ee we �'W e '. i., , ..y G.Bea,, ,„ r u :.-1,-.,-,,,„ a vFx' t 4 i� t.,� r - r,.A„"seem . EV 8 • - . _._ __ . •- 5 - —• -- . Ethics S T member-ef-th ublic flow Violation - _ • , -- , .., a fee, gift, or valuable item when preferential-treatment:- EV-9 Ethics WAS SIT T . .. . :. _ . . ., : Violation , inaction. EV-1-0 - •_ _ -_ •• .. - . . _ , Ethics S/T T Violation conflict with the employee's duties Georgia employee. Ethics T Violation EV 12 - - . _ . -, _ . Ethics W/S/T S/T T . . . Violation ati _. _ _ ., mon personal-use, EV 13 - -- . . _ • . _ •. -, - = Ethics W/S/T SIT T - • • -• - - - Violation EV 14 . . . . • .' Ethics W/S/T SIT T Violation harassment-pelicies "'"'Kb ,. ., s EV 15 _ - - • . = . • Ethics S/T Z77;�zolation EV 16 _ . _• -•. •- ., _ , • . . Ethics T . . . _ • _ . . Violation ole EV 17 . . • _ . . -•- - Ethics W S T or morale. EV 18 e • • -- • - - _ •- - Ethics W/S/T S/T T • _ , __ Violation ethical standards of Augusta, Georgia-as-ail-employer, WE 1 • _ . _ . W0,, thics W/S/T SIT T - •-•- --•• Violation media,pornographic sites, etc.) WE 2 _ - -• _ • W" hies W/S/T S/T T Email Policies (e.g. Passing on Violation WE 3 - • - . - _ • _ • Wo,, cs W S T • •- - - -. .• . - - . .Violation off duty.