Rules, Regulations and Policies Governing Employees 


 
Personnel Manual 



HUMAN RESOURCES 

Personnel Manual 


City of Auburn 

PO Drawer 1059, 1369 Fourth Ave., Auburn GA 30011 

Phone 770.963.4002 • Fax 770.513.9255 

 


Table of 
Contents 

 
GENERAL INFORMATION - Section 1 
1.1. DEFINITIONS: 1 
1.2. APPLICABILITY: 3 
1.3. AMENDMENTS: 3 
1.4. DISCRIMINATION PROHIBITED: 3 
1.5. SEXUAL HARASSMENT: 3 
1.6. CERTAIN RECORDS TO BE PUBLIC 4 
1.7. ACCESS TO RECORDS: 4 
1.8. PRESERVATION OF RECORDS: 4 
1.9. FEES AND REWARDS TO BELONG 
TO THE CITY OF AUBURN: 5 
1.10. EFFECTIVE DATE OF POLICIES: 5 
1.11. ALCOHOL AND DRUGS: 5 
1.12. ACCIDENTS AND INJURIES: 5 
1.13 TRAINING REIMBURSEMENT: 6 
CLASSIFICATION -Section 2 
2.1. CITY ADMINISTRATOR TO 
PREPARE CLASSIFICATION PLAN: 
GUIDES FOR PREPARATION: 8 
2.2. RECOMMENDATION OF ADOPTION 
OF PLAN: 8 
2.3. ALLOCATION OF POSITIONS – 
Generally: 8 
2.4. ALLOCATION OF POSITIONS – 
Similar positions to be in same class: 9 
2.5. ALLOCATION OF NEW, CHANGED 
OR ADDITIONAL POSITIONS: 9 
2.6. INTERPRETATION OF CLASS 
SPECIFICATIONS: 9 
2.7. DETERMINATION OF CLASS 
ALLOCATION: 9 
2.8. MINIMUM QUALIFICATIONS 
DEFINED: 11 9 
2.9. REVISION OF CLASSIFICATION 
PLAN: 10 
2.10. USE OF CLASS TITLES: 10 
2.11. COMPLIANCE WITH 
CLASSIFICATION PLAN: 10 
VACANCIES - Section 3 
3.1. APPLICATIONS FOR VACANCIES 
Contents: 11 
3.2. DISQUALIFICATION OF 
APPLICANTS: 11 
3.3. TESTING: 12 
3.4. RECORDS: 12 
3.5. ANNOUNCEMENT OF OPEN 
COMPETITIVE VACANCIES: 
RECRUITMENT: 12 
3.6. ANNOUNCEMENT OF 
PROMOTIONAL COMPETITIVE 
VACANCIES: RECRUITMENT 12 
3.7. CONTINUOUS RECRUITMENT FOR 
CERTAIN CLASSES: 13 
3.8. APPLICATIONS FOR VACANCIES – 
Generally: 13 
3.9. CLOSED CLASSES: 13 
PROBATIONARY PERIOD - Section 4 
4.1. PROBATIONARY PERIOD: 14 
4.2. CONDITIONS PREREQUISITE TO 
REGULAR STATUS: 14 
PROMOTIONS, TRANSFERS, and 
DEMOTIONS - Section 5 
5.1. PROMOTIONS – Generally: 15 
5.2. PROMOTIONS – Promotion: 15 
5.3. TRANSFERS -- Generally: 15 
5.4. DEMOTIONS – Generally: 15 
5.5. DEMOTIONS – Voluntary: 16 
HOURS OF WORK, LEAVE AND 
HOLIDAY - Section 6 
6.1. GENERAL DESCRIPTION: 17 
6.2. HOURS OF WORK: 17 
6.3. FULL-TIME SERVICE REQUIRED: 19 
6.4. SICK LEAVE – Generally: 20 
6.5. SICK LEAVE – Report to Supervisor: 20 
6.6. SICK LEAVE – When Physician’s 
Certificate Required: 20 
6.7. SICK LEAVE – Examination May Be 
Required: 20 
6.8. SICK LEAVE – Applicability: 20 
6.9. LEAVE OF ABSENCE: 20 
6.10. HOLIDAYS: 22 
6.11. VACATION – Generally: 23 
6.12. VACATION – To Whom Not Applicable:233 
6.13. VACATION – Schedules; When Limited:23 23 
6.14. VACATION – Probationary Period: 23 
6.16. MILITARY LEAVE – Request: 24 
6.17. COURT LEAVE: 24 
6.18 BEREAVEMENT LEAVE: 24 
6.19 SALARY INCREASE POLICY: 24, 25 
6.20 DONATION OF SICK TIME, 
VACATION TIME, 
COMPENSATORY TIME 26,27 
TERMINATION - Section 7 
7.1. TERMINATION – Definition: 28 
7.2. TERMINATION – Generally: 28 
7.3. EVALUATION UPON 
TERMINATION: 28 
7.4. RESIGNATIONS: 29 
7.5. CONSTRUCTIVE RESIGNATION: 29 
7.6. REDUCTION IN FORCE: 29 
7.7. VACATION PAY UPON 
TERMINATION: 29 
7.8. TERMINATION OF BENEFITS AND 
EMPLOYMENT: 30 
7.9. FITNESS FOR DUTY: 30 
DISCIPLINE - Section 8 31 
8.1. METHOD OF DISCIPLINE: 31 
8.2. TYPES OF ACTION: 31 
8.3. CODE OF CONDUCT: 32 
8.4 POLYGRAPH EXAMINATION 34 
8.5. ADVERSE ACTION FOR 
PROBATIONARY EMPLOYEES: 34 
8.6. EMERGENCY ACTION: 35 
8.7. APPEALS 35 
DRUG FREE WORKPLACE - Section 9 
9.1. Drug Free Workplace – General: 36 
9.2. Drug Free Workplace – Purpose: 36 
9.3. Drug Free Workplace – Prohibitions: 36 
9.4. Drug Testing Required: 36 
9.5. Reasonable Suspicion: 37 
9.6. High Risk Jobs: 37 
9.7. Responsibility: 37 
9.8. Incidents Involving injury or property 
damage: 37 
9.9. Drugs to be tested: 38 
9.10. Failure to submit to Drug Test: 38 
9.11. Confidentiality of Information: 38 
9.12. Positive Results: 38 
9.13. Affidavit: 38 
INTERNET , COMPUTER USE AND 
CELL PHONE USE - Section 10 
10.1 Internet and Computer use – General: 39 
10.2 BACKGROUND: 39 
10.3 DEFINITIONS 40 
10.4 RESPONSIBILITIES: 40 
10.5 OWNERSHIP: 41 
10.6 POLICY: 41 
10.7 AUTHORITY: 43 
10.8 PROCEDURES: 44 
10.9 MONITORING, COMPLIANCE, 
DISCIPLINARY ACTIONS 46 
10.10 CELL PHONE USE 47 
10.10.1 CELL PHONE POLICY 46 
10.11.1 CELL PHONE POLICY 
CLARIFIED 46 
10.12 REFERENCES: 48 
10.13 ACKNOWLEDGEMENT: 49 
DRESS CODE - Section 11 
11.1 PURPOSE & POLICY 50 
11.2 ISSUED CLOTHING , UNIFORMS 
& EQUIPMENT 50 
11.3 DRESS CODE & GROOMING 51 
11.4 PROHIBITED ITEMS OF ATTIRE 54 
11.5 DUTY OF SUPERVISORS 52 
JOB DESCRIPTIONS - Section 12 
12.1 SEE APPENDIX A 55 
SERVICE RECOGNITION PROGRAM- 
Section 13 
13.1 GENERAL 56 
13.2 EMPLOYEE MILESTONE PROGRAM 
13,3 AWARDS PACKAGE 57 
13.4 EXPLANATION OF AWARDS 
PACKAGE LIST 57 
RETIREMENT - Section 14 
14.1 RECAP ON RETIREMENT PLAN 58 
14,2 RETIREMENT ELIGIBILITY 59 
PAYROLL - Section 15 
15.1 LEAVE REQUEST 60 
15.2 TIME CARDS 60 
15.3 ROUNDING RULE 61 
15.4 OVERTIME 61 
MISCELLANEOUS - Section 16 
16.1 INCLEMENT WEATHER 62 
TRAVEL - Section 17 
17.1 PURPOSE 63 
17.2 PROVISIONS 63 
17.3 MEAL EXPENSES PER DIEM 64 
17.4 USE OF CITY OWNED VEHICLE FOR 
BUSINESS TRAVEL 65 
17.5 TRANSPORTATION 65 
17.6 LODGING 66 
17.7 NON REIMBURSED EXPENSES 66 
17.8 MISCELLANEOUS EXPENSES 67 
17.9 CASH ADVANCE FOR TRAVEL 
PER DIEM 67 
17.10 COMPLIANCE AUDITING 67 
VEHICLE USE - Section 18 
18.1 Purpose 68 
18.2 Authorized Use of Vehicles 68 
18.3 Unauthorized Uses 69 
18.4 General 69 
18.5 Use of City Vehicle for Training 70 
Assignment 
18.6 Use of Personal Vehicle for City 70 
Business 
18.7 Driver Responsibilities 70,71 

 DISCLAIMER 


The City of Auburn and its employees have what is known as an “employment 
at will” relationship. This means that either the employee or the City of Auburn 
may terminate the employment relationship at any time, for any reason, with or 
without cause, and without any previous notice. This policy manual is intended 
solely as a set of guidelines. The policies contained in this manual are not 
intended to and do not create a contract of employment or property right and are 
not intended to change this at-will relationship. The policies in this manual may 
be changed, altered, revised, or discontinued at any time without notice. No 
policy in this manual constitutes a contract or confers a property interest in any 
employee’s job Should the terms and conditions of set forth in this 
Personnel Manual conflict with the policies and procedures of any 
department, the personnel manual provisions shall control. 

 


GENERAL 


General 
Information 


1.1. DEFINITIONS: 


For the purposes of these policies, the following words and phrases shall have the 
meanings respectively ascribed to them by this section: 

Administrative Leave means the temporary removal of an employee with pay from the 
City of Auburn for a period necessary to complete an investigation of charges that 
may affect continued employment with the City of Auburn or for other reasons. 

Applicant means any person who has filed an application in accordance with the 
provisions of these policies. 

City means the administrative body of the City of Auburn. 

City Administrator means chief administrative officer of the City of Auburn, or 
delegated representative. 

Class means a group of positions recognized as such in the classification plan 
established and approved by the City Council. 

Demotion means the reduction of a regular or probationary employee to a position of a 
lower class. 

Department Head means any City of Auburn employee designated as the director or 
principal administrative officer of any department established in the internal 
organization of the City of Auburn as an administrative medium of the City 
Administrator. 

Dismissal means the act of discharging or removing an employee from the services of 
the City of Auburn. 

Employee means an incumbent of a position as hereinafter defined. 
Section 

1 




Exempt position means a position within any of the departments under the provisions 
of the City of Auburn approved personnel policies herein designated as exempt from 
the application of these policies. 

Full-time employee means any employee in a regular position working at least 40 
hours per week. 

Open competitive vacancy means a position wherein announcement of a vacancy and 
acceptance of applications is solicited from every segment of the community to 
compete. 

Part-time employee means any employee in a regular position scheduled to work at 
least 17 ½ hours, but less than 35 hours per week on a continuing basis. 

Position means an office or employment, whether part-time or full-time, temporary or 
regular, occupied or vacant, composed of specific duties and responsibilities. 

Probationary employee described the status of an employee appointed or promoted in 
proper order and is required to serve a probationary or working test period. 

Promotion means the filling of a vacancy by the advancement of a regular employee 
from a position of lower class. 

Promotional competitive vacancy means a position in which an announcement of a 
vacancy and acceptance of applications is confined to regular employees of the City of 
Auburn. 

Public notice, unless otherwise expressly stated, means a written notice on a bulletin 
board accessible to the public during business hours, and other publicity as may be 
deemed necessary by the City Administrator. 

Reclassification means the substantial changing of duties, responsibilities, and 
functions of class. Salary advancement may or may not result from this designation. 

Regular employee described the status of an employee who has been hired, completed 
the probationary period, and placed in a full-time (or part-time) position. 

Resignation means an action separating, at the employee’s written or verbal request, 
and is accepted without prejudice provided that the resignation is not offered to avoid 
removal for cause. If a resignation is offered to avoid removal for cause, it will not be 
accepted as a resignation unless it is determined to be clearly in the best interest of the 
City of Auburn. 

Salary advancement means an increase in salary, based on quality and length of 
service within the salary range prescribed for a particular class of positions. 

Salary range adjustment means the allocation of a classification to a higher or lower 
salary range prescribed for a particular class of positions. 


Suspension means the temporary removal of an employee without pay from the City 
of Auburn for a specified period. 

Temporary employee means those engaged in activities of a strictly temporary nature. 
The duration of a temporary appointment shall be limited to the period of need. 

Transfer means an action to change an employee from a position in one department to 
a position in another department within the same classification. A lateral transfer 
involves an employee move from one position to another that is assigned to the same 
salary range but not necessarily the same classification. 

Where a transfer involves an increase or decrease of salary range, the action will be 
designated as promotion and demotion. 

1.2. APPLICABILITY
: 


 

Personnel covered: Except as otherwise specifically provided, the Policy Manual 
applies to all employees of the municipality except the following: 

 1.2.1 All elected officials; 

 1.2.2 The City Court Judge; 

 1.2.3 Members of City board, commissions, and committees; 

 1.2.4 Volunteer personnel; 

 1.2.5 The City attorney; and, 

 1.2.6 Other employees not regularly employed in regular positions. 

 

1.3. AMENDMENTS
: 


 

 If and when it seems advisable in the interest of good administration, the City 
Administrator may make additions to or amend these policies, subject to the approval of the 
City Council. 

1.4. DISCRIMINATION PROHIBITED
: 


 

 The City of Auburn provides equal employment opportunities for every employee and 
applicant for employment without regard to race, religion, creed, color, sex, age, national 
origin, handicap, or veteran status. 

1.5. SEXUAL HARASSMENT
: 


 

 It is the policy of the City of Auburn to prohibit harassment of one employee by 
another employee or supervisor on the basis of sex during normal working hours. The 
purpose of this policy is not to regulate employee’s personal morality; it is to assure that no 
employee harasses another on the basis of sex. While it is not easy to define precisely what 
harassment is, it includes unwelcome sexual advances, requests for sexual favors and other 
verbal or physical conduct of a sexual nature such as uninvited touching or sexual-related 


comments which constitutes sexual harassment when this conduct explicitly or implicitly 
affects an individual’s employment or work performance, or creates a hostile work 
environment. Any employee who feels that he or she is a victim of sexual harassment or has 
witnessed such conduct should immediately report the matter to his or her Supervisor, 
Department Head, or City Administrator. 

 All City of Auburn employees shall be advised of this policy. Should a Department 
Head or Supervisor be advised of an infraction of this policy, he or she should immediately 
report the incident to the appropriate Department Head. The policy of the City of Auburn is 
to listen to all complaints, investigate with due regard for confidentiality, and quickly apply 
appropriate sanctions that will end any offensive behavior. Employees are required to 
cooperate fully with any investigation of harassment or discrimination. Violations of this 
policy will not be permitted and may result in discipline up to and including dismissal. 

1.6. CERTAIN RECORDS 
TO BE PUBLIC
: 


 

 The classification plan, the roster of employees, and these policies shall be considered 
public records. Records consisting of confidential evaluations or examinations prepared in 
connection with the appointment or hiring of a public officer or employee shall not be open to 
the public. Records consisting of materials obtained in investigations related to the 
suspension, firing, or investigation of complaints shall not be open to the public until ten (10) 
days after the action is concluded or terminated. 

1.7. ACCESS TO RECORDS
: 


 

 It is the policy of the City of Auburn to comply with the Georgia Public Records Law 
(Georgia Code Section 50-18-70 et seq.). The Department Heads shall have access to the 
personnel records provided that nothing herein shall be construed so as to impair the 
confidential nature of such records. Individual employees shall have the right to review his or 
her permanent records upon written request. 

1.8. PRESERVATIO
N OF RECORDS: 


 

 Examination records and files of persons actually employed shall be kept permanently. 
All such information shall be part of the permanent personnel file of persons appointed. 

 Records pertaining to examinations of persons not hired, including correspondence, 
applications and examination papers shall be preserved for at least 2 years after the position 
which was being sought by an applicant has been filled. 

All records of disciplinary action, commendations, promotions, and demotions shall 
be transmitted from each department to the Director of Human Resources to be kept in the 
employee’s permanent personnel file. Such records shall be transmitted from the department 
to the Human Resources Director within three (3) business days of their creation. 

 


1.9. FEES AND REWARDS TO BELONG TO THE CITY OF AUBURN: 


 

 Any fees and rewards received by any employee by reason of the performance of any 
act required of such employee in the discharge of the employee’s duties, whether paid by an 
individual or by a public authority, shall be deemed the property of the City of Auburn, and no 
employee shall accept for private use and benefit any such fees or rewards. The only 
exception from the above will be such rewards recommended by the Department Head and 
approved by the Mayor and Council, and such rewards shall be documented in the employees 
personnel records and retained by the City of Auburn. 

1.10. 
EFFECTIVE DATE OF POLICIES
: 


 

 These policies shall become effective upon adoption by the City of Auburn. This 
policy shall be read and construed in conjunction with the City Code. 

1.11. ALCOHOL AND DRUGS
: 


 

 Consumption, use, working under the influence of, or unauthorized possession of 
alcoholic beverages or illegal drugs during working hours will subject the employee to 
disciplinary action up to and including dismissal. Employees shall comply with the City’s 
Drug Free Policy. 

(a) The provisions of the Drug Free Workplace Policy are mandatory and are set 
forth in Section 9 herein. Employee hereby acknowledges that they have read 
and agree to abide by all terms included therein. 
(b) The City Administrator is authorized to secure an independent qualified 
person or firm to perform any drug test for the City of Auburn. The contract 
shall be let by competitive bid annually to a person or firm certified to conduct 
drug testing pursuant to 49 C.F.R. Part 40, and other applicable federal and 
state regulations and City ordinances for City employees. Each person or firm 
submitting a bid shall certify that its testing program complies with 49 C.F.R. 
Part 40. 


1.12. ACCIDENTS AND INJURIES
: 


 Any employee involved in an accident while operating a City vehicle should obtain a 
copy of any accident report made by a law enforcement agency and forward it to the 
Department Head or City Administrator immediately. 

 Any work related injuries must be reported to the Employee’s Supervisor, Department 
Head or City Administrator immediately. Failure to comply with these reporting requirements 
may result in discipline up to and including termination. 

 


1.13 TRAINING 
REIMBURSEMENT: 


 

1.13.1 Any training or education program shall be approved in advance by each 
employee’s Department Head, or in the case of a Department Head is not 
available, the City Administrator. The City Administrator must certify that 
funds for the training have been appropriated in the budget before the 
employee may apply for the training or education program. 

 1.13.1.1 Training Programs do Not Count as Time Worked if attendance is 
outside of the employee’s regular working hours unless attendance is required 
by the Department Head or City Administrator. 

 1.13.1.2 Attendance is voluntary 

 1.13.1.3 The course, lecture, or meeting is not directly related to the 
employee’s job 

 1.13.1.4 The employee does not perform any productive work during such 
attendance 

1.13.2 The City shall pay the non-exempt employee’s regular salary or hourly rate 
while the employee is in training during normal working hours or regular work 
schedule. The City shall pay any Overtime Pay or Compensatory Time for all 
training except P.O.S.T training that exceeds 40 hours actually worked for 
regular employees or 86 hours actually worked for the Public Safety 
employees at 1 ½ times the normal rate of pay. Exempt employees shall not 
receive Overtime Pay or Compensatory Time while on training during normal 
working hours or on a regularly scheduled work day. Actual costs and 
expenses incurred by employees attending approved training shall be 
reimbursed ONLY IF such costs are approved in advance by the Department 
Head. (See Section 15) 

1.13.3 The employee shall be responsible for reimbursing the City of Auburn for all 
of the costs of the training or education program, including but not limited to 
tuition, travel, lodging, food and any other sums expended by the City under 
the following conditions: 

1.13.3.1 The employee does not obtain prior written approval of his or her 
Department Head; or 

1.13.3.2 The employee is terminated voluntarily or involuntarily less than 
eighteen months after the training. Reimbursement shall be made according to 
the following schedule: 

 100% if terminated within six months of the training. 

 50% if terminated between six months and one year of the 
training. 


 25% if terminated between one year and eighteen months of the 
training. 

If terminated after eighteen months of the training, no reimbursement is 
required. 

 

1.13.4 An agreement or contract will be made and signed between the employee and 
the City of Auburn for reimbursement of training cost upon termination. If 
reimbursement is not paid within the terms agreed upon, the City may pursue 
collection of the sums due by legal process. 


Classification 


Classification 


2.1. CITY ADMINISTRATOR 
TO PREPARE CLASSIFICATION PLAN: 


 


GUIDES FOR PREPARATION: 


 

 A comprehensive classification plan for all positions has been established and 
approved by the Mayor and Council. The maintenance of the classification plan shall be 
subject to the provisions of these policies. The plan may be amended from time to time by the 
Mayor and Council. The plan shall be based on investigation and analysis of the duties and 
responsibilities assigned to each position, and each position shall be allocated to its proper 
class in the classification plan. The plan has been developed after consultation with the 
Department Heads and supervisory officials in the departments, and other persons technically 
familiar with the scope of the work. The classification plan shall include an appropriate title 
for each class of positions, description of duties and responsibilities and the required 
education, training, experience and other qualifications. The comprehensive classification 
plan is not intended to create and shall not create a contractual right or entitlement in a 
particular classification or job. 

2.2. RECOMMENDATION OF ADOPTION OF PLA
N: 


 

The City Administrator shall recommend the plan for review and recommendation to 
the City Council for final adoption. 

 

2.3. ALLOCATION OF POSITIONS 
– 
Generally: 


 

 Every position hereafter authorized or created shall be allocated to the appropriate 
class by the City Administrator who shall consult with the Department Heads and take his or 
her recommendations into consideration in making the decision. Each Department Head and 
the employees affected shall be notified of the allocation. As existing classes are abolished or 
revised or additional classes are established, allocations or reallocations necessitated thereby 
shall be made to new or existing classes. 
Section 

2 




2.4. ALLOCATION OF POSITI
ONS 
– 
Similar 
pos
itions to be in same 
class: 


 

 Those positions, which are substantially similar in characteristics, shall be allocated to 
the same class. Such characteristics include but are not limited to difficulty, responsibility, 
degree of supervision required and exercised, character of work required, education, and 
experience. 

2.5. ALLOCATION OF NEW, CHANGED OR ADDITIONAL 
POSITIONS: 


 

 Whenever a new or additional position is authorized or created, or the duties and 
responsibilities of an existing position are substantially changed, the City Administrator shall 
allocate or reallocate the positions affected in the same manner as original allocations are 
made. 

2.6. INTERPRETATION OF CLASS SPECIFICATIONS: 


 

 Class specifications are descriptive and explanatory and are not restrictive. They are 
designed to indicate the kinds of positions, which should be allocated to the several classes as, 
determined by their duties or responsibilities and shall not be construed as prescribing what 
the duties or responsibilities of any particular position in a department shall be. The use of an 
individual expression of illustration as to the duties or responsibilities shall not be regarded as 
excluding assignment of other duties not mentioned which are of similar kind or quality. The 
language of class specifications is not to be construed as limiting or modifying the authority of 
the Department Head to take form, add to, eliminate entirely, or otherwise change the duties 
and responsibilities of a position, to assign duties or to delegate responsibilities to employees 
and/or to direct and control their work. 

2.7. DETERMINATION OF CLASS ALLOCATION
: 


 

 In determining the class to which any position shall be allocated, the specifications for 
each class shall be considered as a whole, and shall be construed as a general description of 
the kinds of work characteristic of positions which should be allocated to the class, and not as 
limiting the authority to prescribe or alter duties or any position. 

2.8. MINIMUM QUALIFICATIONS DEFINED: 


 

 Minimum qualifications are comprehensive statements of the minimum background 
as to education and experience, which will be required in all cases as evidence of an 
appointee’s ability to perform the work properly. Required qualifications express the 
minimum background as to education and experience, which will be required in all cases as 
evidence of an appointee’s ability to perform the work properly. An exception will be made 
in cases where the appointee has demonstrated through proper examination techniques that, 
although the applicant’s education and experience do not correspond to the qualifications 


stated, they are in fact equivalent to or better than those prescribed. U. S. Citizenship or 
federal authorization to work in the United States, honesty, sobriety, and industry are to be 
considered as minimum qualifications for all positions. 

2.9. REVISION OF CLASSIFICATION PLAN: 


 

 The Department Head may recommend changes to the City Council in the classes or 
class specifications of the classification plan, which may include merger, division, alteration, 
or abolition of existing classes and the corresponding class specifications. The establishment 
of new classes and new class specifications will cover existing and newly created positions. 
Any changes recommended by the department head shall take effect upon approval by the 
Mayor and City Council. 

2.10. USE OF CLASS TITLES: 


 

 Class titles established for the classification plan shall be used in all personnel and 
examination procedures for all positions for the City of Auburn. 

2.11. COMPLIANCE WITH CLASSIFICATION PLAN: 


 

 No Department Head or Supervisor shall vary or waive the requirements of any 
classification or job description listed in Attachment 1 to this policy without the prior consent 
of the Mayor and Council. No Department Head or Supervisor shall hire any new employee 
until such employee can perform all the functions of his or her classification as called for in 
his or her job description. 


3.2.1 It is found that applicant does not meet one or more of the preliminary 
requirements established for the examination for the class of position. 
3.2.2 The applicant has made a false statement in the application. 
3.2.3 The applicant has used or attempted to use political pressure or bribery to 
secure an advantage in the examination. 
3.2.4 The applicant has failed to submit the application correctly or within the 
prescribed time limit. 
3.2.5 The applicant has previously been separated from a former employer for cause 
or with prejudice. 
3.2.6 The applicant has been convicted of a felony. 
3.2.7 Other good cause exists to disqualify the applicant. 
3.2.8 Nepotism – It shall be the policy of the City of Auburn not to employ or 
continue to employ anyone that would be in direct line of supervision of any 
member of an employee’s or elected official’s immediate family. Immediate 
family includes spouse, parents, sons, daughters, brothers, sisters, 





Section 

3 



Vacancies 


Vacancies 


3.1. APPLICATIONS FOR VACANCIES 
– 
Contents: 


 

 All application shall include a statement from the applicant of all pertinent information 
regarding applicant training, experience, and any other information the City Administrator 
may deem necessary. All applications shall be signed and the truth of all statements contained 
therein certified by such signature. 

3.2. D
I
SQUALIFICATION OF APPLICANTS: 


 

 The appropriate Department Head may refuse to examine an applicant, or, after 
examination, may disqualify such applicant if: 


grandparents, parents-in-law, sons-in –law, daughters-in-law, brothers-in-law 
or sisters-in-law. 








3.3. TESTING: 


 

 In addition to the application review, the appropriate department head may require 
applicants to complete an interview, a physical examination and/or written test as part of the 
evaluation process consistent with the terms of the Americans with Disabilities Act. Methods 
for testing may include written, performance and/or hands-on tests to identify job knowledge, 
skills and abilities. Examples include short-answer tests, true/false tests, physical agility tests, 
equipment handling tests, driving tests or typing tests. 

3.4. RECORDS: 


 

 The Human Resource Manager shall be responsible for the maintenance of all records 
pertinent to recruitment programs. Applications and other necessary records of applicants not 
appointed may be destroyed 2 years after the vacancy has been filled. 

3.5. ANNOUNCEMENT OF OPEN COMPETITIVE VACANCIES: 
RECR
UITMENT: 


 

 The Human Resource Manager shall give announcement of all open competitive 
vacancies for positions at least five working days in advance of the closing date for receipt of 
applications. Every reasonable effort shall be made to attract qualified persons from every 
section of the community to compete for these vacancies. Public announcement of 
examinations shall specify: the title and salary range of the class of positions; the duties to be 
performed; any minimum qualifications required; the final date on which applications shall be 
received; and all other conditions of competition. 

3.6. ANNOUNCEMENT OF PROMOTIONAL COMPETITIVE 
VACANCIES: 
RECRUITMENT
: 


 

 The Human Resource Manager shall give announcement of all promotional 
competitive vacancies for positions at least five working days in advance of the closing date 
for receipt of applications. Promotional competitive vacancies shall be limited to employees 
of regular status. Announcement of such vacancies shall be on a city-wide basis to include: 
title and salary range of the class of positions; the duties to be performed; any minimum 
qualifications required; the final date on which applications shall be received; and all other 
conditions of competition. 

 Promotional competitive vacancies shall comply with section 3.2.8 Nepotism. 


 


3.7. CONTINUOUS RECRUITMENT FOR CERTAIN CLASSES: 


 

 For those classes in which there is expected to be a considerable and recurring need 
for applicants, the Department Head may establish a continuous recruitment program. Under 
such a program, applications may be accepted at any time. 

 For those classes for which there is to be continuous recruitment, a statement shall be 
included in the announcement to the effect that applications will be received until further 
notice is given. 

3.8 
APPLICATIONS FOR VAC
ANCIES 
– 
Generally
: 


 

 Applications shall be made on forms prescribed by the City Administrator and, except 
in continuous recruitment programs, must be filed with the Human Resource Department on 
or before the closing date specified in the announcements or postmarked before midnight of 
that date. The Human Resource Department shall be custodian of all such applications. 

3.9 
CLOSED CLASSES
: 


 

 Once all positions in a class have been filled, no new employees shall be hired for that 
class without the prior approval of the Mayor and Council. 

 

 


Probationary Period 


4.1. PROBATIONARY PERIOD: 


 

 The first six months of a service in a position to which an employee has been 
appointed or promoted under the provisions of this policy shall constitute a probationary 
period. The probationary period shall be an essential part of the examination process and 
shall be utilized for the most effective adjustment of the employee. If, in the estimation 
of employee’s supervisor and Department Head, a probationary employee satisfactorily 
completes the probationary period, at the end of the probationary six month period, the 
employee shall be classified as a regular employee of the City. If, in the discretion of the 
employee’s Supervisor or Department Head, an additional period of probation is 
warranted, the employee shall be given notice of such extension and the reasons for the 
extension of the probationary period, which shall be extended for an additional three 
months. 

 

4.2. CONDITIONS PREREQUISITE TO REGULAR STATUS: 


 

 It shall be the responsibility of the Department Heads to obtain a statement at 30, 90, 
and 180 days (and 270 days for sworn officers of the Police Department) during the 
probationary employee’s probationary period in writing from the proper Supervisor to the 
effect that the employee is or is not recommended to be retained. This statement shall contain 
an appraisal of the value of the employee’s service on forms established by the City 
Administrator. The Department Head shall obtain this statement prior to the completion of the 
probationary period and on the basis of such statement and recommendation shall make 
recommendations to the City Administrator. Regular status of such an employee shall begin 
on the day following the completion of the probationary period, unless action is taken to 
separate the employee prior to that date. 

 If it is determined that an employee will not be retained, the Department Head shall 
notify the employee in writing in advance of the date on which the employee(s) services are to 
be terminated. If it is determined by the Department Head that an incumbent employee, who 
has been promoted and thereby placed on probation, will not be retained in the new position; 
the City has the discretion to terminate, demote, or return the employee to the prior position. 
The Department Head shall furnish the City Administrator with a copy of the service rating 
and shall notify the City Administrator of the action taken regarding the services of the 
employees. 

Revised May 19th, 2005 Ordinance 05-005 
Section 

4 




Promotions, Transfers, and Demotions 


Promotions, Transfers, and Demotions 


5.1. PROMOTIONS 
– 
Generally: 


 

 A promotion is the filling of a vacancy on a competitive promotional basis by the 
advancement of a regular employee from a position in a lower classification. No employee 
shall be promoted unless the employee has regular status and a satisfactory or better record of 
service ratings. An employee who is promoted shall be required to serve a probationary 
period as provided in Sections 4-1 and 4-2 in the higher position. 

5.2. PROMOTIONS 
– 
Promotion: 


 

 A regular employee, on probation after a promotion, is eligible for a promotion. A 
new employee, on probation, is not eligible for a promotion. 

5.3. TRANSFERS 
-- 
Generally: 


 

 A Department Head may fill a vacancy at any time through the transfer or lateral 
transfer of a regular or probationary employee. In the case of transfer, the status of the 
employee shall be the same as the position from which the individual was transferred. All 
transfers shall be reported in writing by the Department Head to the City Administrator. 

 Lateral transfers from one department to another require written release from the 
department in which the employee is currently working. 

5.4. DEMOTIONS 
– 
Generally: 


 

 A reduction of a regular or probationary employee’s position to a position of a lower 
classification is a demotion. A demotion may be made on a voluntary basis or on an 
involuntary basis for cause. In addition to the provisions of these policies, all demotions shall 
be subject to the same limitations as provided in Section 5.3 on transfer of employees. An 
employee who is demoted shall retain the same status in the lower position as in the higher, 
but be paid according to the salary scale for the lower classification. 
Section 

5 






5.5. DEMOTIONS 
– 
Voluntary
: 


 

 If for personal or other reasons, a regular or probationary employee prefers to be 
assigned to another position of a lower classification, the appropriate Department Head may 
make such a demotion subject to the same limitations applicable to transfers. 

 


6.2.1 Generally: It shall be the duty of the Department Heads to require all full-time 
employees to work 40 hours per week, except weeks including days 
designated as Holidays. The number of hours worked per week and the length 
of the standard work period may differ for public safety officers, and other 
employees working shift schedules. 








Hours of Work, Leave and Holidays 


Hours of Work, Leave and Holidays 


6.1. GENERAL DESCRIPTION: 


 

 The City Administrator after consultation with the Department Heads shall prepare for 
final approval by the City Council regulations governing hours of work, sick leave and annual 
leave and other types of leave. It shall be the policy of the City of Auburn to make no 
advancement of sick leave or of annual leave. Any employee in a paid leave status shall 
continue to accrue all rights and privileges of full tenure with the City of Auburn. 

6.2. HOURS OF WORK: 


 

6.2.2 Vacation and Sick Time Hours per Day: 

6.2.2.1 A regular hourly and salaried employee accrual is on an 8-hour day for 
vacation and sick days for all departments. 

6.2.3 Compensatory Time: For all work performed in excess of his or her regular 
work schedules, all non-exempt/overtime eligible employees (those 
employees covered by all provisions of the Fair Labor Standards Act), shall be 
compensated at the rate of one and one-half (1.5) times his or her regular rate. 
The Department Heads must first approve all overtime hours before the 
employee performs the work. 

 Non-exempt employees are not eligible for compensatory time. 
Exception – unless under contract with the City. The maximum accrual is 
480 Hours. (320 hours overtime worked). 

 
Section 

6 




 Unless under contract, all non-exempt employees must use their 
compensatory time as time off before March 31, 2012 or forfeit the time. 

 

 Exempt employees may receive Compensatory Time for all hours 
worked on Saturdays or Sundays at the rate of one hour for each hour 
worked if approved by the Department Head and City Administrator. 

 

 Exempt employees will forfeit all Compensatory Time not used by 
March 31st of the year after the year in which the time was accrued. 

 

 Exempt employees will forfeit all accrued Compensatory Time at 
termination, retirement, or upon demotion to a non-exempt classification. 
Exempt employees shall not use Compensatory Time to extend their 
termination or retirement date. The City shall have no obligation to pay an 
exempt employee for any unused Compensatory Time at any time. 

 

An employee must obtain advance approval from the Department 
Head to schedule the use of Compensatory Time off in the manner 
outlined by § 6.13 in this Personnel Manual. Once an employee 
accumulates 100 hours of Compensatory Time, the Department Head(s), 
at his or her discretion, may direct the employee to use his or her 
Compensatory Time at specified times. No employee may take more than 
three (3) days of Compensatory Time in succession without prior written 
approval of the Department Head and the City Administrator. 

 

 6.2.4 Recording Attendance 

 

All employees, whether exempt, non-exempt, hourly or salaried shall 
record their attendance on devices provided by the City. Certified Police 
Officers and other employees who begin work away from the office are 
allowed to clock in and out remotely upon approval of their Department 
Head. All other employees must use the onsite time clocks. Non-exempt 
employees are required to clock in and out for payroll and attendance 
purposes. The time clock records will be used to track attendance for 
exempt employees. 

 

All non-exempt employees should clock in no sooner than 7 minutes 
before or after the scheduled shift and clock and out no later than 7 
minutes before or after the scheduled shift. All employees except 
Certified Police Officers and Police Support Services (12 hour employees) 
are required to clock in and out for lunch breaks. All employees are 
required to clock in at the beginning of each work day and to clock out at 
the end of the work day. 

 

If any employee misses the window for clocking into the timekeeping 
system, the employee should notify the Supervisor or Department Head as 


soon as possible. The Supervisor or Department Head will then report the 
matter to the Human Resources Coordinator. Employees who miss time 
clock entries more than two times in a calendar month will be subject to 
disciplinary action according to Section 8 of the Personnel Manual. 

 

Employees may not use another employee’s badge or otherwise clock in 
or clock out for another employee. 

 

Non-exempt employees are permitted to work overtime only with prior 
authorization from their Supervisors or Department Heads. Overtime 
includes clocking in early or out late or working through the scheduled 
lunch period and all other non-scheduled hours worked if the total hours 
exceed a regular scheduled work week or special pay period. Non-exempt 
employees who work overtime without prior authorization will be subject 
to disciplinary action. 

 

 6.2.5 Calculation of Leave Time 

 

The term “leave time” shall mean any sick leave, compensatory time, 
vacation leave or any other personal leave or time off from work. 

 

For salaried employees (also sometimes called “exempt employees” for 
purposes of the Fair Labor Standards Act), leave time shall be used and 
accounted for by clocking in and clocking out. The Post Certified Police 
Officers and Support Services (12 hours employees) are not required to 
clock in or out for lunch. Employees shall record their time in and out or 
report their leave to their immediate Supervisor or Department Head, and 
the Supervisors or Department Head shall maintain records of employees 
leave and report leave time to the City Human Resources Coordinator. 

 

All other and further provisions of the Personnel Manual shall remain in 
full force and effect. 

 

6.3. F
ULL
-
TIME SERVICE REQUIRED: 


 

 The City of Auburn shall be entitled to full-time services of all employees who hold 
full-time positions. Employees shall not be entitled to hold any other regular position with the 
City of Auburn or any other employer. The Department Head may waive this requirement 
upon written request by the employee if the request is in the interest of the City of Auburn and 
its employees. 

 

 

 


6.4. SICK LEAVE 
– 
Generally: 


 

 New employees may accrue but may not take sick leave until after 6 months of 
employment. 

 Sick leave shall accrue at a rate of 3/4 day per month and up to 9 days per year. 
Accrued sick leave over 25 days or 200 hours shall be paid on the 2nd Pay Period in February 
following the end of the calendar year. 

6.5. SICK LEAVE 
– 
Report to Supervisor: 


 

An employee on sick leave shall inform his immediate Supervisor of the fact and the 
reason immediately. Failure to do so may be cause for denial of sick leave with pay for the 
period of the absence. Sick leave may be used for personal matters as “Personal Leave” until 
exhausted. 

6.6. SICK LEAVE 
– 
When Physician’s Certificate Required: 


 

 Three days absence due to illness requires a doctor’s excuse. 

 Any sick leave granted in accordance with Section 6-4 may require the presentation of 
a written statement by a physician certifying that the employee was unable to report to work. 
Department Heads shall determine when a written statement is necessary. 

6.7. SICK LEAVE 
– 
Examination May Be Required: 


 

 If an employee’s record for absences on account of illness is excessive, the appropriate 
Department Head may require a physical examination at City of Auburn’s expense, to 
determine the physical fitness of the employee. If the employee does not submit to an 
examination, the Department Head may remove the employee from the payroll until such time 
as may be necessary to determine whether the employee should be placed on a leave of 
absence, terminated from service, or continued on regular payroll. 

6.8. SICK LEAVE 
– 
Applic
ability: 


 

 Sick leave regulations shall not apply to employees engaged in Temporary or Part-
time positions. 

6.9. LEAVE OF ABSENCE: 


 

 Leave of absence without pay for a period not to exceed twelve (12) consecutive 
weeks may be granted to an employee who is not on probation upon the request of the 
employee and the approval of the appropriate Department Head. 

 If Leave qualifies as Family and Medical Leave (FMLA), the rules of that statute shall 
be applied first. 


 The criteria for granting such a request shall include but are not limited to (1) the 
length of the leave request; (2) the impact of the work program pursuant to such leave; and (3) 
a viable plan of action to “cover” the duties and responsibilities of the employee requesting 
such leave. The employee will receive a written decision on the leave request from the 
Department Head. 

 Leave of absence when granted to a regular employee for reasons of temporary 
disability (including pregnancy) may become effective on the date upon which such employee 
exhausts accumulated sick leave. When such disability seems imminent, the Department Head 
may require a written certificate from a physician that continued employment will not impair 
the health of the employee. 

 Employee Responsibility shall 

give written notice of intention to return to work at least 30 days prior to the 
end of the leave, and 

 return to work within or at the end of the time granted, or 

notify the City of Auburn Department Head immediately when there is a 
decision not to return 

If the employee does not give notice of the intention to return, the City of Auburn is 
not required to provide reinstatement but may do so if feasible. Failure to report at the 
expiration of a leave, unless an extension has been requested and approved by the 
Department Head, may be considered as a resignation. 

While exhausting leave, the employee: 

 continues to accumulate leave, 

 is eligible to take sick leave, 

 is entitled to holidays, and 

 is eligible for salary increased during that period. 

Any accumulated unused Compensatory Time, Vacation, or Sick Leave shall be 
retained. Eligibility to accumulate leave ceases on the date leave without pay 
begins. 

While on leave without pay the employee may continue coverage under the City of 
Auburn’s health and dental insurance program by paying the full premium cost (no 
contribution by the City). 

Reinstatement to the same position or one of like seniority, status and pay must be 
made upon the employee’s return to work unless other arrangements are agreed to in 
writing by the Department Head or City Administrator. 


 

Revised: 

6.10 
HOLIDAYS: 


 

The following days will be granted all regular employees as Holidays with full pay: 

 HOLIDAY DATE 

 New Years Day January 1 

 Martin Luther King, Jr.’s Birthday Third Monday in January 

 Good Friday Friday prior to Easter 

 National Memorial Day Last Monday in May 

 Independence Day July 4th 

 Labor Day First Monday in September 

 Thanksgiving Day Fourth Thursday in November 

 Friday following Thanksgiving Fourth Friday in November 

 Christmas Day December 25 

 Day after Christmas (or before if so designated 
by the Mayor and Council) 

 Whenever an authorized Holiday falls on Saturday or Sunday, the preceding Friday or 
following Monday respectively will be observed as determined and approved by the City 
Administrator. 

 To be entitled to Holiday Pay it is required that regular employees work the last 
scheduled day before the Holiday and the next scheduled day after the Holiday unless on 
approved vacation, approved sick leave, or leave without pay due to an approved work related 
illness or injury. An employee on vacation leave or sick leave during a Holiday will not be 
compensated for both. 

 Part-time employees will be paid for Holidays if such Holiday occurs on a day that the 
employee is scheduled to work. Payment shall be for the number of hours that employee is 
scheduled to work on that particular day. 

 Temporary employees are not paid for Holidays. 

 


 


 

6.11 
VACATION 
– 
Generally: 


 

Vacation shall accrue as follows: 

 Length of Service Vacation Leave 

 1 – 5 Yrs. 10 days 

 6-15 Yrs. 15 days 

 16 Yrs .and over 20 days 

Vacation shall accrue on a prorated basis with each pay period. Vacation time earned 
in excess of 480 hours which is not used by the employees anniversary date will be forfeited 
effective on the 1st Pay Period following the employees anniversary date. The employee that 
will be reaching the maximum accrual allowed, will be notified 90 days prior to the date of the 
expiration 

6.12 VACATION – To Whom Not Applicable: 

 Vacations shall not apply to employees engaged in temporary or part-time positions. 

6.13 
VACATION 
– 
Schedules; When Limited: 


 

Each employee shall be responsible for submitting a vacation request in writing and 
on a prescribed form to his or her Supervisor. Schedules of vacation usage shall be prepared 
and maintained by each department in accordance with policies agreed upon within the 
department and subject to approval of the City Administrator. 

6.14 
VACATION 
– 
Probationary Period: 


 

 Employees serving a probationary period on an original appointment shall earn and 
accrue vacation as set forth in these policies. Such employees shall not be granted vacation 
during the probationary period. If an employee serving a probationary period on an original 
appointment leaves the City’s service without completion of the probationary period, there 
will be no compensation for any accrued vacation. 

6.15 
MILITARY LEAVE 
– 
Annual Encampments
: 


 

 Any regular employee of the City who is a member of the National Guard, Enlisted 
Men, or Officer'’ Reserve Corp or such other U. S. military organizations, and who may be 
called for required training is entitled to receive pay for up to (18) days of required training per 

year. Leave extending beyond (18) days per year will be without pay unless granted by the 
recommendation of the appropriate Department Head. 


6.19.1 Setting Salary for New Hire: 
6.19.1.2 The budgeted funds available to pay a potential new employee will 
be calculated by the City Administrator and certified to the 
Department Head. If any proposed hire would exceed the 
department’s budget, the Mayor and City Council must approve that 
hiring decision or salary increase before any offer is extended to a 
potential employee. 











 


6.16 
MILITARY LEAVE 
– 
Request: 


 

 Employees requesting military leave shall be required to submit to the Department 
Head, in advance, a statement from the proper military authority ordering such employee to 
the active duty for which leave is to be taken. 

6.17 
COURT LEAVE: 


 

 Any regular employee serving on a regular or probationary basis shall be entitled to 
leave of absence from duties, without loss of pay or time and without effect of service rating, 
on all days during which the employee is subpoenaed by a court, federal, state or political 
subdivision to serve as a juror or witness. The employee’s compensation for time on court 
leave shall be the difference between his or her regular compensation and the amount received 
in fee. 

6.18 BEREAVEMENT LEAVE: 


 

 Any regular employee serving on a regular basis shall be entitled to up to three (3) 
days of Bereavement Leave with pay if a death occurs in his or her immediate family. For 
purposes of this subsection, immediate family includes spouse, parents, sons, daughters, 
brothers, sisters, grandparents, parents-in-law, sons-in-law, daughters-in-law, brothers-in-law, 
sisters-in-law, and grandparents-in-law. 

6.19 SALARY INCREASE POLICY: 


 

6.19.1.1 The City Administrator will certify in writing that there is an open 
position in accordance with the current budget before any offer is 
extended to potential employee. 

6.19.1.3 The new employee will begin at the pay step and grade no higher 
than that set for the classification by the City Council in the current 
budget. The Department Head should allow for cost of living 
increases and increases anticipated for performance and additional 
certifications that the employee may be compensated for with salary 
increase. 

 


6.19.2 Promotion Increases: 

6.19.2.1 The City Administrator will certify in writing that there is an open 
position in accordance with the current budget before any promotion 
is offered to employee. 

6.19.2.2 The budgeted funds available to pay a promoted employee will be 
calculated by the City Administrator and certified to the Department 
Head. If any proposed promotion would exceed the department’s 
budget, the Mayor and City Council must approve that hiring 
decision or salary increase before any offer is extended to a potential 
employee. 

6.19.2.3 There is no guarantee or requirement that an existing employee is 
entitled to any promotion. Vacant positions may be filled by 
promoting existing employees or by seeking to fill the position from 
persons who are not currently employed with the City. In the case of 
a vacancy, the department head will determine whether the vacancy 
may be filled by promotion or not. If the department head 
determines that the vacancy may be filled by promotion, employees 
seeking the promotion must meet all requirements for the new 
position including application, evaluation, testing, or certification. 

6.19.2.4 In the event the Department Head certifies that an existing employee 
is promoted, the increase in the employees pay will be computed as 
follows: 

6.19.2.5 The employee's new salary will be reviewed based upon the pay 
grade for the new classification. Any such increase shall not exceed 
the maximum step for the position given in the current year's budget. 

6.19.2.6 If any proposed promotion or salary increase associated with a 
promotion would exceed a department's budget, the Mayor and City 
Council must approve such promotion before any offer is extended. 

6.19.3 Cost of Living Increases: 

6.19.3.1 Cost of living increases are not guaranteed, and if granted by the City 
Council, will be no more than one step on the salary pay class 
schedule, if such increases are approved by the City Council. 

 6.19.3.2 The increase will be given only at the start of the fiscal year. 

6.19.3.3 If the fiscal year budget is not approved before the start of the year, 
then the increase will be given retroactively back to the start of the 
fiscal year unless the City Council restricts the increase in budget 
resolution. 


6.19.4 Performance Evaluations: 

6.19.4.1 New employees will be given a performance evaluation at 30, 90, 
and180 days (and 270 days for sworn officers of the Police 
Department) during his or her probation by their immediate 
supervisor. 

6.19.4.2 Employees that have passed their probation period will be given an 
evaluation on his or her anniversary date or promotion date if they 
have received a promotion after their hire date. An employee will be 
given at a minimum of one evaluation per year. While an employee 
may receive more than one performance evaluation per year, in no 
event shall an employee receive more than one performance based 
salary increase per year. 

6.19.4.3 The Department Head will determine whether an employee should 
receive a performance based pay increase. No employee is entitled 
to an annual pay increase. The department head, in his or her 
discretion, may determine whether such an increase is warranted or 
not. Prior to granting any performance based pay increases, a 
Department Head shall obtain written certification from the City 
Administrator that the increase is contemplated or within the current 
budget. Should the Department Head wish to grant performance 
based salary increases in excess of those certified by the Clerk to be 
in the current year's budget, the Department Head must obtain 
approval for such increases in advance from the City Council. 

6.20 DONATION OF SICK LEAVE, VACATION LEAVE, OR 
COMPENSATORY TIME 

When an employee has exhausted or expects to exhaust all sick leave, vacation leave, 
and compensatory time, other City employees may donate his or her sick leave, 
vacation leave or compensatory time for the benefit of an employee who has 
exhausted his or her sick leave, vacation leave, and compensatory time subject to the 
following terms and conditions: 

 6.20.1 Recipient Employees. To receive donated leave, a recipient employee 
must have a serious health condition or have caregiver responsibilities for an 
immediate family member with a serious health condition. A “serious health 
condition” is an extreme, catastrophic or life-threatening medical condition which 
includes continuing treatment or supervision by a health care provider or treatment of 
a chronic or long-term health condition. 

The receiving employee’s Department Head must approve the additional leave 
in advance in writing. The Recipient must exhaust or expect to exhaust all accrued 
sick leave, vacation leave and compensatory time to be eligible to receive donated 
leave. An employee who is out of work on short term, or long term disability leave or 


who is receiving Workers Compensation is not eligible to receive donated leave. The 
total number of days received in any calendar year shall not exceed 20 days. If any 
eligible employee is diagnosed with a potentially terminal illness and cannot return to 
work, the total number of days received in a calendar year may be extended to 40 days 
of donated leave. 

6.20.2 Donating Employees.. The employee(s) making the donation of sick 
leave, vacation leave, or compensatory time shall execute a form prepared by the City 
Administrator to evidence the employee’s voluntary relinquishment of his or her leave 
time for the benefit of his or her fellow employee. Any donation of sick leave, 
vacation leave, or compensatory time made pursuant to this policy is irrevocable 
regardless of whether the recipient uses the donated sick leave, vacation leave, or 
compensatory time, and after signing the form prepared by the City Administrator, the 
donor shall have no further claim on the leave time donated. Donated time shall be 
accrued in a “bank” of donated time until assigned to a Recipient Employee. No 
employee may donate more that 5 days of leave or more than 40 hours of 
compensatory time in any calendar year. 


Termination 


Termination 


7.1. TERMINATION 
– 
Definition: 


 

 For purpose of these policies, termination shall be considered to include Employer 
initiated separation, layoff, reduction in work force, firing, resignation or any other employer 
and employee initiated separation. 

7.2. TERMINATION 
– 
Generally: 


 

 It is understood that except as otherwise provided in these policies, the tenure of a 
regular employee shall be AT WILL during satisfactory performance of the employee’s duties 
as recorded by the employee service ratings. However, no full-time or part-time employee is 
guaranteed employment and the City expressly retains the right to terminate the employment 
relationship with or without notice and with or without cause. 

 A termination may not be effective on a holiday and in no event shall the effective 
date of any termination be extended by use of annual leave. 

7.3. EVALUATION UPON TERMINATION: 


 

 In every instance other than death, upon the termination of an employee from a 
position, the employee’s Supervisor shall submit to the City Administrator in writing an 
evaluation of the employee’s services. An employee receiving an unsatisfactory rating shall 
be considered to be terminated with prejudice. When the Department Head believes that the 
employee being terminated lacked the performance capacity for work at the assigned level, the 
decision may be modified. It may be recommended that the employee not be considered for 
other positions requiring the same type of performance, in which case the prejudice shall 
attach only in connection with positions of the same type and level. Such prejudices may be 
removed at any time by the Mayor and Council upon submission of satisfactory evidence of 
the individual’s increased performance capacity. 

 


 
Section 

7 




7.5.1 The employee, without valid reason, fails to report to work for two (2) 
consecutive working days without authorized leave. 
7.5.3 The employee refuses to submit to a polygraph test in conjunction with an 
investigation involving charges that may subject an employee to adverse 
disciplinary action or a requirement of federal or state law for continued 
employment as required under § of this Personnel Manual. 








7.4. RESIGNATIONS: 


 

 The Department Head shall immediately notify the City Administrator of the 
resignation of an employee and shall submit an evaluation of services, information as to why 
the employee has resigned, and all other available information to complete the employee’s 
records. The City Administrator shall immediately notify the Mayor and City Council of all 
terminations, resignations and separations. The Human Resource Department will prepare the 
termination paperwork. The City Administrator will conduct an Exit Interview which will be 
completed by both the employee and the City Administrator. 

 An employee who resigns shall give the City not less than two (2) calendar weeks 
notice of such resignation. During this two week period, the employee shall report for work 
each day, complete his or her regular duties, including but not limited to training successors or 
other City personnel in making the transition for the employee’s exit. No accrued vacation 
pay, sick leave, compensatory time or other leave may be used to shorten this notice period or 
excuse the employee from full time service during his or her last two weeks of work. Should 
any employee fail to provide the notice described herein or fail to work the two week period 
described herein, the employee shall forfeit any accrued benefit including vacation, sick leave, 
or other compensation. 

7.5. CONSTRUCTIVE RESIGNATION: 


 

 The following actions by any employee shall constitute constructive resignation: 

7.5.2 The employee refuses to submit to a drug and/or alcohol test or fails to appear 
at the designated collection site to take the test when so directed; 

7.6. REDUCTION IN FORCE: 


 

 The City Administrator in consultation with the Department Head and subject to City 
Council approval, may effectuate a reduction in force by reason of shortage of funds, or other 
material change in duties or organization on the basis of seniority, service ratings, and 
individual qualifications. 

7.7. VACATION PAY UPON TERMINATION
: 


 

 If an employee resigns, the employee shall be paid all accrued but unused vacation at 
the employee’s rate of pay averaged over the preceding three (3) year period of employment at 
the time of their resignation, provided the employee has given and worked at least two (2) 


weeks prior notice. During this two week period, the employee shall report for work each day, 
complete his or her regular duties, including but not limited to training successors or other 
City personnel in making the transition for the employee’s exit. No accrued vacation pay, 
sick leave, compensatory time or other leave may be used to shorten this notice period or 
excuse employee from full time service during his or her last two weeks of work. Should any 
employee fail to provide the notice described herein or fail to work the two week period 
described herein, the employee shall not be eligible to receive any pay for accrued but unused 
vacation. In the case of resignation or involuntary termination, the employee’s vacation pay 
may be used to reimburse the City for any training expenses owed the City pursuant to Section 
1.13. A regular permanent employee who satisfies the requirements outlined in this Section, , 
upon separation from employment, may receive final pay to include all unused accumulated 
annual leave at the employee’s regular rate of pay averaged over a three (3) year period of 
employment.. 

7.8. TERMINATION OF BENEFITS AND EMPLOYMENT: 


 

 City benefits and employment shall not extend to any employee for more than 6 
months after the employee leaves the City’s regular employment for a medical leave of 
absence or as a result of an injury or other disability. This provision shall not prohibit an 
employee from continuing insurance coverage by paying the full premium cost (no 
contribution by the City of Auburn) at his or her own expense pursuant to federal law, 
nor receiving any other benefit provided by the Americans with Disabilities Act or other 
law. 

7.9 
FITNESS FOR 
DUTY: 


 

 Any employee who is unable to perform the essential functions of his or her job 
because of a failure to fulfill the licensing, certification, or physical requirements of his or her 
job shall be separated from employment. This policy applies to any certifications, licenses, 
fitness requirements or other conditions essential to the function of the job. The City will 
reasonably accommodate any disabilities in accordance with the requirements of applicable 
law. 


Discipline 


Discipline 


8.1. METHOD OF DISCIPLINE
: 


 

 The City of Auburn advocates a progressive system of disciplinary action. 
Progressive discipline is a process in which disciplinary action is taken in degrees of 
increasing severity. An employee who violates established policies will be subject to 
disciplinary action. This applies to both probationary and regular employees. The notification 
and response procedures for regular employees are outlined in Section 8-6. 

 Disciplinary action is intended to correct or modify recurring patterns of behavior 
which are detrimental to departmental or city operation. Such action should be initiated as 
soon after the behavior is observed as possible. Disciplinary action should also be undertaken 
in private meetings when possible. It is recognized that given the public nature of City of 
Auburn it is not always possible to do this. However, every effort should be made to execute 
disciplinary action in a timely manner while respecting the integrity of the process. The City’s 
use of progressive discipline shall not create any contract or property right for employment for 
any employee. In some circumstances, progressive discipline may not be employed. Nothing 
in this section shall be construed to modify the at will relationship between the City and its 
employees. 

8.2. TYPES OF ACTION: 


 

 The following types of disciplinary action may be taken against employees violating 
established policies. These actions are ordinarily to be taken in the sequence in which they 
appear below. It is recognized that some violations are so severe as to require circumvention 
of the established sequence. These infractions and the disciplinary action to be taken in such 
instances are outlined in Section 8.3. 

8.2.1 Reprimands. This is a formal means of communicating to the 
employee a warning that a problem exists and that it must be corrected. 
Section 

8 




8.2.2 Oral reprimand. The immediate supervisor will verbally explain to 
the employee that a problem exists and what must be done to correct the 
problem. 

8.2.3 Written reprimand. The employee will receive a written statement 
describing the problem and what must be done to correct it. The written 
reprimand will also contain a statement describing the probable consequences 
of not correcting the problem. A copy of the written reprimand will be given 
to the employee during a private meeting. 

8.2.4 Adverse Action. This is an action taken by the Department Head that 
results in a disciplinary suspension without pay, a disciplinary salary 
reduction, a disciplinary demotion, or a disciplinary dismissal. 

 8.2.5 Suspension without pay. An employee may be suspended without 
pay for a violation of accepted policies governing performance and conduct, or 
when in the discretion of the City, the particular facts and circumstances 
warrant immediate suspension. The suspension without pay shall not exceed 
thirty (30) working days in one calendar year. 

 8.2.6 Disciplinary Salary Reduction. An employees salary may be 
reduced a specific amount for a specified period of time for a violation of 
accepted policies governing performance and conduct, or when in the 
discretion of the City, the particular facts and circumstances warrant. 

 8.2.7 Disciplinary demotion. An employee may be demoted to a lower 
salary classification for disciplinary reasons if a lower position is open, and if 
the employee is qualified to perform the work. 

 8.2.8 Dismissal. An employee may be dismissed for disciplinary reasons 
when all other alternatives have failed to solve the problem, or when it is 
necessary to remove the employee from the work place immediately and/or 
permanently. 

8.3 CODE OF CONDUCT
: 


 

 The City has established a Code of Conduct for its employees. Commission of any of 
the following offenses will subject the employee to disciplinary action up to and including 
termination. This Code of Conduct, although intended as a guideline for employees, it is not 
necessarily exhaustive and the City retains the right to administer disciplinary action for 
offenses not specifically listed below. 

 8.3.1 Insubordination or uncooperative attitude, which is defined as the 
refusal to obey any instruction or directive of a Supervisor or demonstrating 
contempt or disrespect for a supervisor, fellow employee, or city official, 
whether in or out of his or her presence. 


8.3.6 Willfully giving false information to supervisors, officials, or the 
public. 
8.3.7 Violation of any City ordinance, administrative rule, or departmental 
rule. 
8.3.8 Discovery of a false statement in an application which had not been 
previously detected. 
8.3.9 Acceptance of gratuities in conflict with the employee’s job or City 
policy. 
8.3.10 Political activity not otherwise protected by applicable federal, state or 
local law or regulation. 
8.3.11 Acts during or outside of duty hours, which are incompatible with 
public service. 
8.3.12 Discourteous acts toward the public or other employees. 
8.3.13 Drinking alcoholic beverages or use of illegal non-prescription drugs 
outside work hours in such manner as to adversely affect attendance or 
job performance. 
8.3.14 Falsification or destruction of official records or documents or use of 
official position for personal benefit, profit, or advantage, or for other 
improper reasons. 
8.3.15 Failure to report an occupational injury or accident during the shift on 
which it occurred. 
8.3.16 Possession of firearms or other dangerous weapons, except for police 
officers in the performance of their official duties. 
8.3.17 Harassment of other employees or the public. 
8.3.18 Poor job performance. 
8.3.19 Failure to report an off-the-job accident or injury which may affect the 
performance of your job. 
8.3.20 Using tobacco products shall not be used within any City building or 
vehicle. Smoking and the use of smokeless tobacco products shall be 
limited to those areas designated for smoking. 








 8.3.2 Failure to perform work at an acceptable level of competence as 
determined by the Department Director (this may include excessive 
tardiness, lost time, or inefficiency). 

 8.3.3 Conviction of felony or crime involving moral turpitude. 

8.3.4 Inexcusable absence without leave. 

8.3.5 Abuse or misuse of City property or vehicles. 

8.3.5.1 Regulations regarding Internet and Computer Use are 
contained section 10. 


8.3.21 Gambling during work or on City property. 
8.3.22 Failing to notify your supervisor within one hour of the start of your 
scheduled work period when you will be absent from work or late to 
work. 
8.3.23 Conduct which endangers you or another employee. 
8.3.24 Remaining on or coming onto City work premises during off-duty 
hours for purposes other than to work without advance approval. 
(Employees may report early and/or leave late due to transportation 
arrangements.) 
8.3.25 Restricting work production, encouraging or persuading others to 
restrict work production or supporting an interruption of work. 
8.3.26 Obtaining materials or tools on fraudulent orders or 
misrepresentations. 
8.3.27 Bringing and/or consuming alcohol, drugs, or narcotics at work or 
working on the job under the influence of alcohol, drugs or narcotics. 
From time to time there may be City-sponsored events where 
alcoholic beverages may be served and employees are expected to 
conduct themselves in an orderly manner. 
8.3.28 Carrying explosives or unauthorized weapons on a work site. 
8.3.29 Giving false information in making application for employment or 
pursuant to any City inquiry or investigation. 
8.3.30 Fighting or attempting bodily injury to others on a work site except in 
clear cases of self-defense. 








 And, the foregoing may result in immediate termination with one occurrence. 

8.4 
POLYGRAPH EXAMINATIONS
: 


 

 Employees may from time to time be required to submit to a polygraph test in conjunction 
with an investigation involving charges that may subject an employee to adverse disciplinary action 
or a requirement of federal or state law for continued employment. Polygraph tests administered to 
employees are subject to the following conditions: 

 

8.4.1 Questions will relate specifically and narrowly to the performance of official 
duties. 

 

8.4.2 The answers will not be used against the employee in any subsequent criminal 
prosecution; and 

 

8.4.3 The penalty for refusal is dismissal, which may be classified as “constructive 
resignation.” 

 


8.5 
ADVERSE ACTION FOR PROBATIONARY EMPLOYEES: 


 


 The probationary employee may be subject to disciplinary action, including dismissal, 
at any time during the probationary period. 

8.6 EMERGENCY ACTION: 


 


 The appropriate Department Head or his or her appointed designee may take 
immediate action against an employee under emergency situations. The immediate action will 
be to suspend the employee until an investigation can be conducted. If discipline is 
appropriate, the procedures described in this chapter will be followed under normal 
circumstances. If the employee is unable to communicate or respond, the employee will be 
placed on leave without pay until it is determined that the employee cannot return to work or 
until the employee can respond. Examples of emergency situations include: crimes of moral 
turpitude, alleged commission of a felony, injurious or dangerous behavior, or damage to or 
destruction of public property. 

8.
7 
APPEALS: 


 

 Any employee who is disciplined shall be given notice of the reasons for the 
disciplinary action, and copies of the notice shall be forwarded to the City Administrator. 
Should an employee disagree with the disciplinary action, he or she shall first consult with his 
Department Head. The Department Head shall review the disciplinary action and make a 
decision in writing either sustaining or modifying the disciplinary action. Should the employee 
disagree with the decision of the Department Head, he or she shall have the right to request a 
review of the matter with the Judge of the Municipal Court of the City of Auburn. A request 
for such review must be made in writing, signed by the employee, and filed with the City 
Administrator within ten (10) days of the date of the decision of the Department Head. The 
City Administrator shall notify the employee of the date, place and time for the hearing with 
the Judge of the Municipal Court. At the hearing, the employee shall present his or her appeal 
to the Judge, whose decision shall be conclusive on all such appeals. 

All other and further parts of the Personnel manual shall remain in full force and effect. 

 


9.2.1 To communicate to all employees the City’s policy regarding the sale, use, or 
possession of drugs and alcohol; 
9.2.2 To implement a program of drug screening and testing for employees in “high 
risk” jobs; and 
9.2.3 To conduct an ongoing drug abuse prevention program. 








Drug Free Workplace 


Drug Free Workplace 


9.1. DRUG FREE WORKPLACE 
– 
General: 


 

 The United States Congress has enacted the Drug Free Workplace Act of 1988. The 
purpose of this law is to ensure that work done under federal contracts or federal grants are 
performed in a drug free work environment. The following policy is adopted to comply with 
that Act and to further the health, safety, and welfare of the employees and citizens of the City 
of Auburn. 

9.2. DRUG FREE WORKPLACE 
– 
Purpose: 


 

9.3. DRUG FREE WORKPLACE 
– 
Prohibitions: 


 

 No employee of this City shall illegally engage in the manufacture, 
distribution, dispensation, possession, or use of a controlled substance or in alcohol or 
prescription drug abuse at any time or place, including while at his or her workplace. 
Such unlawful activity will be considered a sufficient grounds for disciplinary action, up 
to and including dismissal from employment. 

9.4. DRUG TESTING R
EQUIRED: 


 

An employee shall be required to submit to drug and or alcohol testing when there is 
reasonable suspicion to believe that such employee is under the influence of drugs and or 
alcohol during assigned working hours or while otherwise on government duty or in control of 
government property. All employees who engage in “high risk” activities shall be subject to 
regular random drug tests. All job applicants considered for employment must pass a drug 
Section 

9 




screening test before being hired. Applicants will be informed in advance that a drug test is 
required for employment with the City. Applicants who fail the test shall not be eligible for 
employment with the City. 

9.5. REASONABLE SUSPICION
: 


 

“Reasonable Suspicion” shall mean a reasonable belief based on specific objective 
facts and inferences drawn form those facts. Situations that may give rise to conclusion that an 
employee is under the influence of drugs and or alcohol include, but are not limited to the 
following: 

9.5.1 An employee is involved in a physical or verbal altercation on the job; 

9.5.2 An employee has an excessive number of incidents or accidents on the job; 

9.5.3 An employee exhibits unusual behavior such as slurred speech, unsteady 
walking or movement on the job, unusual flare-ups or outbursts of temper; 

9.5.4 An employee exhibits abrupt changes in work attendance, quality of work or 
work output; 

9.5.5 An employee has an odor of alcohol or drugs on their person on the job. 

9.6. HIGH RISK JOBS
: 


 

 “High risk jobs” shall mean all of those jobs in which the employee performs work 
where inattention to duty or errors in judgment while on duty will have the potential for 
significant risk of harm to the employee, other employees, or the general public including jobs 
where the employee operates any vehicle or equipment. 

9.7. RESPONSIBILITY: 


 

 Supervisor who suspects an employee is under the influence of drugs and or alcohol 
shall immediately report the incident to their Department Head. The Department Head has the 
responsibility of implementing the terms and requirements of this Drug Free Workplace 
Policy. In the event a Department Head determines that there is reasonable suspicion under 
section 9.5, then the Department Head shall have the authority to require testing is done 
pursuant to this paragraph. 

9.8. INCIDENTS INVOLVING 
INJURY OR PROPERTY D
AMAGE: 


 

 All employees involved in a work-related incident causing personal injury or property 
damage shall be tested promptly for drug and or alcohol use in accordance with this policy. 
Any employee involved in a motor vehicle accident while driving a government vehicle shall 
be tested for drugs and alcohol promptly in accordance with this policy. 


9.9. DRUGS TO BE TESTED: 


 

The selection of drugs to be tested for may include, but is not limited to the following: 

Marijuana 

Sedatives 
Methaqualone 

Opiates or Narcotics 
Stimulants 

Amphetamines 
Benzodiazepines 

Hallucinogens 
Alcohol 

Cannabinoids 
Synthetic Narcotics 

Barbiturates 
Methadone 
Propoxyphene 

 

 

9.10. FAILURE TO SUBMIT TO 
DRUG TEST: 


 

 Any employee who refuses to submit to a drug and or alcohol test or fails to appear at 
the designated collection site to take the test when so directed as required herein is subject to 
the provisions of Section 7.5. 

9.11. CONFIDENTIALITY OF I
NFORMATION: 


 

 All information from an employee’s or job applicant’s drug and alcohol test shall be 
confidential and only available to the Department Heads, City Administrator, and those with a 
need to know. Disclosure of the test results to any other person, agency, or organization shall 
be prohibited unless written authorization is obtained from the employee or job applicant. 

9.12. POSITIVE RESULTS: 


 

 As used in this policy, “positive test results” mean a written report from a National 
Institute for Drug Abuse (NIDA) certified laboratory of a confirmation of test on a particular 
employee’s or applicant’s specimen revealing the presence of illegal substances or their 
metabolites within the specimen. 

9.13. AFFIDAVIT
: 


 

 An affidavit shall be signed by the employee that he or she has reviewed and agreed to 
be held responsible by the City of Auburn’s “Drug Free Workplace Policy.” 


Internet 
, 
Computer 
& Cell Phone 
U
se 


Internet
, 
Computer 
& Cell Phone 
U
se 


 

10.1 
INTERNET 
AND COMPUTER USE 
– 
General: 


 

 The purpose of this issuance is to establish the policy for employee use of Information 
Technology (IT) resources in City of Auburn (City). This policy applies to all City IT 
resources regardless of location (i.e. office, home, field locations, etc.). 

 The City provides information technology to its employees for the express purpose of 
performing their job functions as efficiently and effectively as possible. Nothing in this policy 
should be construed to prohibit these resources in the legitimate performance of their job 
functions. The employee should contact their immediate Supervisor if in doubt before any 
questionable use is attempted. 

 The City provides electronic mail to its employees for their use in performing their 
duties for the City. This material sets forth the City's policy for proper use of electronic mail 
("e-mail") and addresses circumstances under which e-mail messages directed to one person 
may be accessed by other people within the City. This policy also states when e-mail 
messages may be disclosed to persons outside of the City. 

 Electronic mail is a local government record, and the purpose of this policy is to 
provide guidelines for the generation, access, and inspection of the public records generated 
and received by the City. 

10.2 
BACKGROUND: 


 

 The mission of the City requires its employees to have access to electronic mail (e-
mail), Intranet, Internet and other technology resources (such as the City local area network, 
computer hardware and software) to support the conduct of official programmatic and 
administrative duties. Use of these technology systems is intended for official purposes. 

 Benefits of E-mail: E-mail provides the immediate and direct ability for individuals 
to communicate with each other and is therefore of great benefit to the City. The City 
provides E-mail to its employees and elected officials for the following purposes: (1) to 
Section 

10 




improve the communication and overall relationship between the different departments within 
the City, thereby improving the effectiveness and efficiency of these departments and the 
services that they provide; (2) to improve the communication among and between the elected 
officials, the City Administration, Department Heads, and City employees authorized to utilize 
the E-mail system; and (3) to facilitate effective and economical communication among and 
between the general public, residents of the City and the representatives of the City. 

10.3 
DEFINITIONS
: 


 

 Archive: To copy files into a long-term storage medium in order to retain for 
utilization as a backup. 

 Copyright Infringement: "Copyright,' is the exclusive right of a person or a legal 
entity to reproduce, publish or sell a work (e.g., a picture, written article or a computer 
program) which it has created. Copyright infringement may occur if, for example, an 
individual copies a computer program or other work without the author's permission. E-mail 
messages which have computer programs or artwork attached to them should be carefully 
analyzed to insure that no copyrights are violated by the use or other reproduction of the 
program or artwork. 

 Distribution List: A list of intended recipients of an e-mail communication. 

 Electronic Mail ("e-mail"): Communications within and among Microsoft 
Exchange, the City of Auburn Home Page, MindSpring, Windows Internet Mail, Microsoft 
Internet Explorer, etc. 

 E-mail Records Master Copy: The archived e-mail records maintained by the City. 

 Encryption: The translation of data into a secret code. 

 LAN: A network (or group) of personal computers and related devices (e.g., printers) 
in a small area (such as an office) that are linked together by cable; that can directly 
communicate with other devices in the network, and that can share resources (e.g., directories 
and files). System Administrators are those individual(s) in charge of insuring that the LAN 
works properly. 

 Network Server: A network server is a computer that is dedicated to managing 
network traffic. Individual desktop computers rely on network servers for files, printers and 
software. 

 WAN: "WAN" is the acronym for Wide Area Network, which is a network (or 
group) of LAN's. 

10.4 
RESPONSIBILITIES
: 


 

 City Clerk: The City Clerk is the designated records custodian for all standard public 
records generated by the City and is the designated records custodian for public records 
generated by e-mail as well. It is the responsibility of the City Clerk to accommodate members 


of the public who request access to e-mail by scheduling a time for access and by providing 
instruction regarding the operation of the e-mail program. The public will be able to access 
and inspect non-privileged public records generated through the e-mail system. The City 
Administrator will create and maintain a record of those members of the public who access the 
system. The City Administrator will establish standards and procedures to ensure the integrity 
of the e-mail Records Master Copy. The City Administrator will also levy and collect charges 
for providing copies of records generated through the e-mail system to the public; however, 
the charges will not exceed that allowed by Georgia law. 

Email Management Administrator: The Email Management Administrator will 
provide technical support for the City Administrator as needed and will update data from all 
departments on a weekly basis in order to keep the e-mail public access database current. The 
Email Management Administrator will also provide any licensure or updates to the program as 
needed. 

 Departments Not on Networks: All departments within the City which are not on 
Wide Area Networks but generate information through e-mail shall provide updated data to 
the Email Management Administrator on a weekly basis. 

 System Administrators: System Administrators shall assure their e-mail accounts 
are properly set up to archive e-mail. 

10.5 
OWNERSHIP: 


 

 E-mail messages generated and received by the City are City property and may be 
retrieved from storage even though they have been deleted by the sender and receiver. These 
messages may be used in disciplinary proceedings. E-mail messages that are sent to or 
received from the City of Auburn but are stored on computer equipment that is not owned by 
the City are subject to retrieval and production via subpoena. 

 Department Heads/Supervisors have the authority to inspect the contents of any 
equipment, files, calendars or electronic mail of their subordinates in the normal course of 
their supervisory responsibilities. The Email Management Administrator shall extract stored 
e-mail messages when requested to do so by authorized City personnel. Reasons for review 
and inspection include, but are not limited to, the following: system hardware or software 
problems; general system failure; regular system maintenance; a lawsuit threatened or asserted 
against the City; suspicion of a violation of City policies; suspicion of widespread or 
individualized inappropriate use of the e-mail system; receipt of a public records request; 
and/or a need to carry out task(s) or to provide service(s) when the responsible employee is 
otherwise unavailable. 

 

10.6 
POLICY
: 


 

 The use of the City of Auburn computer technology is for legitimate business use only 
except where expressly permitted under this policy. 


 Employees are permitted limited use of e-mail, Intranet, Internet and other technology 
resources for occasional brief personal needs if the use is incidental, involves no additional 
expense to the government, is performed on the employee's personal time, does not hinder or 
interfere with the mission, productivity, or operations of the City, and does not violate federal 
or state laws or the following provisions of this policy. 

 Employees may be allowed by their respective Supervisor/Department Head to use of 
these resources for self-development during duty hours, insofar as such use is job related, 
promotes professional development, promotes productivity, and or is related to or reinforces 
the mission or customer service capabilities of the City of Auburn government. 

 All internet/intranet data that is composed, transmitted, or received via the IT system 
of the City is considered part of the official records system and as such, is subject to disclosure 
law, the Georgia Open Records Act, and the confidentiality/privacy provisions of Federal and 
State law. As a public record, the City of Auburn management retains the right to inspect, 
copy, or retrieve any data on the City IT system without prior approval of the employee. 

The City of Auburn Georgia E-mail usage policy: 

 The City of Auburn, Georgia forbids the use of publicly funded electronic 
communications resources for any purpose that could strain or compromise these resources. 
The City of Auburn, Georgia also forbids electronic communications that interfere with the 
use of these resources by other employees. Toward this end, City of Auburn, Georgia 
resources may not be used to: 

Perpetuate chain e-mail letters or their equivalents. 

 This includes letters that require the recipient to forward an e-mail to a specified 
number of addresses in order to achieve some monetary, philosophical, political, superstitious, 
or other goal. E-mails that are part of a multilevel marketing or pyramid-selling scheme, 
sometimes known as "Ponzi schemes," are illegal in many places and are specifically 
forbidden under this policy. 

Create and/or send "spam." 

 Spam is defined as any unsolicited electronic communication that is sent to any 
number of recipients who did not specifically request or express an interest in the material 
advertised in the communication. It will be considered a greater offense if the City of Auburn, 
Georgia's electronic communications resources are exploited to amplify the range of 
distribution of these communications. 

Send or encourage "letter bombs." 

 Letter bombs are extremely large or numerous e-mail messages that are intended to 
annoy, interfere, or deny e-mail use by one or more recipients. 

 


 

Practice an activity designed to deny the availability of electronic communications 
resources. 

 Also called "denial of service attacks," these activities deny or limit services through 
mail bombing, malicious executables such as viruses, threatening a virus, or opening a large 
number of mail connections to a mail host or SMTP relay without authorization or permission. 

Send or receive e-mail messages of a personal nature to/from friends, relatives, 
associates, or companies. 

 E-mail messages generated by the City of Auburn employees granted E-mail 
privileges must be written on the behalf of the City of Auburn in conducting City business. If 
the purpose of the email is for the business of the City of Auburn the proper method would be 
to forward email to the employee’s City of Auburn email address at which time the email 
addresses and content become public record. 

Send or receive illicit or obscene materials. 

E-mail addresses for authorized City of Auburn Georgia employees: 

 The relevant Department Head shall designate authorized employees allowed email 
access. E-mail access shall only be assigned to employees tasked with the responsibility of 
communicating with other Municipal, City, State or Federal agencies. 

 Each authorized employee's email address must be protected via a password. The 
employee shall be responsible for his or her password. If the employee forgets their employee 
password the system will force him or her to select a new password, so that only the employee 
shall be responsible for the content of email in their mailbox on the server. 

 Email addresses will be assigned by the City’s System Administrator after the 
Department Head delivers an executed copy of this policy to the System Administrator with 
the employee’s signature and the Department Head’s approval for assignment of an email 
address. 

 The City Administrator shall maintain a listing of authorized employees granted 
access to E-mail privileges. 

10.7 
AUTHORITY
: 


 

 Generally, employees may use City equipment for official purposes only, or as 
authorized by the City. As set forth in this policy, incidental personal use of City IT resources 
by employees during personal time that is in compliance with this IT Policy is considered to 
be an "Authorized Use" of City property. 




10.8 
PROCEDURES
: 


 

Use of City IT systems and resources are subject to federal, state, and county laws and 
regulations governing such, including, but not limited to: 

* Copyright Act 

* State Open Records Act 

* Standards of Ethical Conduct for Employees 

Prohibited Uses: 

* Promoting or conducting political activities. 

* Making personal use of e-mail, Intranet, Internet or other IT resources to advertise, 
trade (including buying or selling stocks), give away, solicit, or provide goods or 
services, except under circumstances and conditions that are specifically authorized by 
City, (e.g., approved through Personnel Office sponsored employee morale or 
discount programs or Credit Union-sanctioned bulletin boards). 

* Violating copyrights or software licensing agreements. 

* Engaging in unauthorized transactions that may incur a cost to the city. 

* Disseminating, intentionally accessing, or storing offensive or disparaging 
information, including hate literature, pornographic or sexually explicit images, or 
discriminatory/racist literature. 

* Distributing e-mail to multi users (e.g. all employees) outside your department 
without the specific approval of your dept head. 

* Sending, or contriving to send, or re-transmitting anonymous messages. 

* Revealing or publicizing proprietary or confidential information. 

* Making or posting improper remarks, proposals, or sending posting messages that 
defame or slander other individuals. 

* Overriding or avoiding security and integrity procedures and devices. 

* Subscribing to mail lists or list servers that are not related to official City business, or 
to professional enhancement in support of City's mission. 

* The loading of ANY software onto a City Computer System from any source 
without prior approval from both the Head of that dept. and the MIS dept. is strictly 
prohibited. This includes but is not limited to, Screen Savers, Image, video, or audio 
clips not intended for business purposes. It is also against policy to alter settings in 


your computers control panel, system registry, or any other areas dealing with 
advanced settings which may alter your computers performance. 

* Attaching or installing ANY piece of hardware to a City System without prior 
approval from both the Head of that dept. and the MIS dept. is also strictly prohibited. 
This includes but is not limited to, External Modems, Zip Drives, and Non-Standard 
Audio or Video Devices. 

* Removal of ANY piece of City Hardware or Software from its intended location 
without prior approval from the Head of that dept. and the MIS dept. is strictly 
prohibited. This includes but is not limited to, Desktop Computers, Printers, Scanners, 
Terminals, and all software packages. *** No one at any time should move or change 
ANYTHING in any of the City Telecommunication Closets. These changes are to be 
made ONLY by members of the MIS dept. or by Contractors approved by the MIS 
dept. Failure to comply with this policy could cause very costly down time. *** 

* Listening to the radio or viewing video clips through the City Internet connection. 

* Participating during duty hours in unauthorized chat rooms (not related to City 
business or to job related/professional development) or playing computer games. 

* Transmitting or re-transmitting chain letters. 

* Conducting or participating in fund drives or charitable events not sponsored or 
authorized by the City. (e.g. appropriate use of e-mail for authorized activities for 
charitable events or charitable organizations, e.g., United Way Campaign, Red Cross 
Blood Drives, etc is permitted). 

* Use of the internet/e-mail system for gambling, union activities, or to 
promote/defame religious perspectives. 

* Subscribing to push technology services that are not related to official City business 
or to professional enhancement. This refers to subscription type services that send 
information to personal computers automatically and routinely as a result of prior 
registration by the user. Examples of such services include: weather reports, sports 
news, hobby updates. Permitted push technology services are those that provide 
information on City business or professional enhancement topics such as Government, 
environmental, health, or technology related subjects. 

* Establishing personal web sites or bulletin board systems not authorized by the City 
Council. 

* Using City logos to misrepresent personal materials as falling under official City 
auspices. 

* Intentionally misrepresenting, either implicitly or explicitly, personal views or 
comments in electronic forums or E-mail as City policy or position. (Note: if there is 
reasonable expectation that a personal communication could be interpreted as official 


business, then a disclaimer shall be used. For example, "My personal opinion is..., " or 
"While not speaking on behalf of the City, I think.... "). 

* Attempting to tamper with or inappropriately access ("break into") the computer 
system of the City’s, another organization or person. 

* City reserves the right to amend or clarify this listing or add additional prohibitions 
at any time 

* No implied or actual endorsement of a link to another web site or web address is 
allowed in the signature or body of an email, document, or other electronic 
communication without an expressed business purpose for reference or information in 
conducting city business. 

Exclusions to Policy: 

 An authorized investigation involving internet services or websites that are normally 
prohibited by this policy shall be approved by only the Chief of Police. This approval shall be 
in writing and directed by the Police Department’s Standard Operating Procedures. 

Privacy Expectation: 

 Executive Branch employees, including City employees, do not have a right to or 
expectation of privacy while using any government equipment at any time, including: 
accessing the Internet (e.g., participating in a "chat" room or forum), using e-mail, or during 
authorized personal use. An employee that prefers his or her personal information resources to 
remain free of access by Supervisors and Managers should avoid use of City IT resources and 
systems. Appropriate personnel may monitor usage at any time. 

 Except in the legitimate performance of their duties, City policy prohibits System 
Administrators, Agency Officials, and Supervisors from violating or overriding the privacy of 
an employee with respect to the information that the employee receives, stores, or transmits. 
Nevertheless, due to technical, administrative, or legal reasons, System Administrators, 
Agency Officials, and or Supervisors may be authorized to access information, files, materials 
and messages that reside in hardware or software used by employees. 

10.9 
MONITORING, COMPLIAN
CE, AND DISCIPLINARY 
ACTION
: 


 

E-mail monitoring: 

 E-mail messages, written by and addressed to a city employee utilizing 
publicly funded computer equipment, are not considered private and therefore subject 
to the Open Records Act. 

 E-mail messages are retained on an E-mail Server located within City Hall. 
Access to the E-mail Server is solely the function of the System Administrator. 


 The System Administrator will randomly check employee e-mail messages on 
a monthly basis to ensure compliance with this policy. 

 The system administrator via a written report shall record violations of this 
policy. The written report shall contain the following information: 

The name of the employee. 

The department of the employee. 

The violation. 

The signature of the System Administrator. 

The signature of the receiving Department Head. 

The signature of the employee violating this policy. 

 Discipline: 

 The City of Auburn, Georgia Personnel Policy shall be adhered to for employee 
discipline purposes. All violator's must be disciplined as a violation of work rules under this 
policy. 

 The City of Auburn, Georgia has the capability and the authority to evaluate the 
performance and use of its IT resources and will routinely monitor their use. Individuals, who 
abuse these resources, knowingly interfere with the operation of IT systems, or otherwise fail 
to comply with the provisions of this policy are subject to disciplinary action and possible loss 
or suspension of associated IT privileges. 

Reports: 

 The City of Auburn City Council shall be furnished a report prior to the second 
council meeting each month to ensure compliance with this policy. The office of the City 
Administrator will generate the report. The report shall contain the following information: 

The number of violations of this policy by department. 

The action taken by the department. 

10.10 CELL PHONE USE 


 

Cell Phone Policy 

10.10.1 In May 2000, City Council approved the use of Cellular phones by certain City 
employees for communications between employees. The conditions set forth were 
as follows: 

 


10.11.1 Cellular Phone Policy – clarified further as follows: 








10.10.1.1 the phones are to be used for business purposes only 

10.10.1.2 use of phones for personal use is considered an abuse of phone 
privileges; any charges above the pricing package subscribed to 
because of personal use will be paid for by the employee the 
phone is assigned to; 

10.10.1.3 continued abuse of phone privileges will result in disciplinary 
action. 

10.11.1.1 Phones are to be issued to specific employees for 
communications and/for safety reasons. And the phone(s) is 
deemed to be a requirement for that individual to be able to 
perform his or her job. 

10.11.1.2 Phones are issued at no cost to the employee. 

10.11.1.3 The person(s) being issued the phone: 

 Must sign for the phone; 

Is responsible for maintaining his or her phone in good order 

Is responsible for the replacement cost of his or her phone 
should the phone be lost or damaged due to 

10.11.1.4 Continued abuse of phone privileges and/or refusal to replace a 
lost or damaged phone may result in disciplinary action(s) up to 
and including termination.. 

10.11.1.5 Each employee is responsible to return his or her phone, in good 
working order, to personnel upon termination of employment. 
If the employee does not turn in his or her phone or if the phone 
is determined to be damaged or not in good working order, the 
employee will be required to issue payment for the value of the 
phone to the City upon termination. 

 


10.
1
2 
REFERENCES
: 


 

Georgia Open Records (O.C.G.A. 50-18-70) 

City of Auburn Human Resources Policy and Procedures manual 

 




10.
1
3 
ACKNOWLEDGEMENT
: 


 

Compliance: 

 Compliance of this policy is mandatory by all employees of the City of Auburn 
Georgia.


 

Section 

111 

 

 


Dress Code 


Dress Code Policy 


 

11.1 PURPOSE & POLICY 

The purpose of this Policy is to establish dress code and personal grooming guidelines for 
City employees. In most cases a generic standard applies to al employees, but different standards 
may apply to those in City uniforms or issued clothing. Standards may also vary as applied to 
male and to female employees. 

It is the policy of the City that employees shall project a positive and professional image 
toward the community. All employees are reminded that the first impression on the public is his 
or her dress and grooming appearance. 

All employees are required to dress and be groomed in a manner that presents a 
conservative appearance and is appropriate to a professional business environment. Clothing 
shall always be neat, clean, and pressed when reporting for duty. 

Due to the unique nature of law enforcement, the Police Department will maintain its 
own policies on wearing uniforms, clothing, and grooming requirements for both sworn and 
civilian police personnel. 

11.2 ISSUED CLOTHING, UNIFORMS, & EQUIPMENT 

Any issued clothing, uniforms, equipment and similar type items remain the property of 
the City. 

Employees have the responsibility to maintain all issued items with due diligence and to 
report all losses, thefts, or damage of items to his or her immediate Supervisor in writing. 
Employees deemed responsible for the loss or damage of issued items may, in addition to any 
disciplinary action given, be required to compensate the City for loss or damage. 

Uniform items and equipment issued by the City or a department , will be replaced by the 
department as authorized and required. Employees in need of replacement items will advise his 
or her Supervisor, preferably in writing, of such need. If approved, the items will be ordered and 
provided to the employee. 


11.3.2 FEMALE EMPLOYEES 


Employees shall not wear any clothing which is a recognizable part of his or her 
issued uniform or clothing of the City while under disciplinary suspension, except as 
authorized by his or her Department Head. 

Employees who terminate employment with the City must return all issued clothing, 
uniforms, equipment, and other similar items cleaned and intact or make monetary 
compensation for replacement costs. Police clothing and uniform items must be turned in dry 
cleaned, pressed, on hangers and in protective plastic bags. Other City issued clothing or 
uniform items must be cleaned in the normal manner before being turned in. When issued 
items are not returned in accordance with this policy;; the employee will have to make 
monetary compensation upon termination. 

11.3 DRESS CODE & GROOMING STANDARDS 

11.3.1 MALE EMPLOYEES 

Suits, dress trousers, and conservation sports wear trousers, khaki or other 
colors are considered appropriate. Jeans must be clean, neat and wrinkle free. 

Short or long sleeve dress shirts, golf type shirts, denim shirts, or other 
conversation casual shirts are acceptable. Shirts may have City or 
departmental logos. 

Suits, dresses, skirts, pants, and a suitable blouse, conservative in nature, is 
appropriate attire for wear. Skirts and dresses may have a hemline no higher 
than two inches above the knee, or may not fall below the knee to such an 
extent as to impede the ability to move safely. Jeans must be clean, neat and 
wrinkle free. 

Blouses, shirts, and other top garments shall not expose the midriff. Semi-
transparent or sheer clothing is not acceptable. A dress commonly referred to 
as a sun dress may be authorized as long as it presents an acceptable business 
like appearance. Excessive exposure of skin is not permitted. 

11.3.3 SHOES 

Shoes may be dress or casual, but must be business like. Shoes shall be shined 
(if appropriate) and free of dirt. Sandals should present a professional 
appearance. Shoes must be conservative and professional and must be able to 
be worn safely in the working environment. 

For male employees, solid color leather shoes or athletic shoes may be worn 
but must be clean. 

For female employees, dress sandals are permitted, but sandals commonly 
called “Flip Flops” are not. Canvas shoes are acceptable, as well as solid color 


leather athletic shoes. Shoes with heels and soles that are so high as to be 
safety hazard are not authorized. 

11.3.4 JEWELRY 

Necklaces of excessive length shall not be worn as they may present a safety 
hazard by being caught in equipment or machinery. Excessive jewelry should 
not be worn. 

Rings may be worn provided they are conservative and professional in 
appearance. No more than 3 rings are to be worn while an officer is in 
uniform. Rings which create a safety concern are prohibited. 

Earrings which are conservative and professional in appearance are allowed. 

11.3.5 FINGERNAILS AND FINGERNAIL POLISH 

All employees’ fingernails are to be clean and maintained at a moderate length 
so as to not impede the employee’s ability to successfully perform his or her 
job functions. Fingernail polish (clear or colored) shall be subdued in color 
and must present a conservative, professional and business like appearance. 
Employees may wear clear or colored fingernail polish only that is compatible 
in color if wearing a uniform or issued clothing. 

11.3.6 COMETICS 

Employees may wear facial cosmetics, which are conservative and business 
like in nature. 

11.3.7 HAIR 

Hair shall be conservative, neat, and professional in appearance. Hair 
appearing to be shabby, unkempt and generally unmanageable is not 
acceptable. Hair should be a reasonable length and cannot be so long, or of 
such a style as to create a safety hazard in the working environment or 
interfere with the wearing of any equipment required to perform the job 
assignment. 

Hair must be regularly shampooed, cut and shaped. Hair styles of a bizarre 
nature such as spikes, unusual colors, bright streaks, shaded in designs and 
those commonly know as “Punk” are not acceptable. 

11.3.8 FACIAL HAIR (Beards & Mustaches) 

Facial hair may be worn provided that it presents a professional appearance at 
all times. Facial hair must be clean, neat and well groomed al all times, and 
should never be so long as to have a general appearance of being unruly. 


Facial hair cannot interfere with any equipment required to perform the job 
assignment. “Frizzy” sideburns are not permitted. 

11.3.9 BODY PIERCING 

Employees may not wear jewelry in a visible body piercing. Visible body 
piercing includes, but is not limited to: the piercing of the tongue, eyebrow, 
cheeks and nose. The temporary wearing of an inconspicuous clear post 
during the initial stage of the piercing is authorized; not to exceed six weeks. 
Employees are encouraged to seek guidance regarding any visible body 
piercing to avoid confusion regarding acceptability of any proposed piercing. 

11.3.10 TATTOOS 

A tattoo is a permanent mark or design made on the skin by a process of 
pricking and ingraining an indelible ink pigment or by raising scars. The 
wearing of visible tattoos that depict violent, vulgar, obscene or 
racially/culturally/religiously prejudicial designs are not permitted. 
Employees are encouraged to seek guidance regarding any visible tattoos to 
avoid confusion regarding the acceptability of any proposed tattoo. 

 11.3.11 CITY ISSUED UNIFORMS OR CLOTHING 

Employees who are issued uniforms or other standardized clothes to wear , 
must wear them correctly and appropriately. 

11.3.12 ATTIRE APPROPRIATE TO THE ENVIRONMENT 

Employees may dress in a manner appropriate to the environment. For 
example, an employee who knows they will be doing work in a dirty or dusty 
environment, and is not provided a city uniform, may wear jeans and a sweat 
shirt for that day. 

11.3.13 CLASSROOM TRAINING AND DEPARTMENTAL MEETING 
ATTIRE 

Employees assigned to training or departmental meetings should report for this 
assignment in appropriate attire consistent with a professional working 
environment. Employees should never wear any item of clothing (such as a t-
shirt that is offensive or with a logo) that may present an unprofessional 
appearance to any City or departmental function. 

 

11.3.14 COURT APPEARANCE 

Employees must wear professional attire in all courts. 


 

11.3.15 PROHIBITED ITEMS OF ATTIRE 

Employees may not wear general work duty attire which is inappropriate to a 
professional business working environment, including but not limited to, the 
following: 

1. revealing clothing including hip hugger pants 
2. halter tops 
3. flip-flops 
4. bedroom shoes 
5. frayed clothing 
6. pajamas 
7. torn, or excessively tattered clothing 
8. ill-fitting clothing 
9. dirty or wrinkled clothing 
10. athletic shorts or shirts or jerseys (except for Parks & Recreation 
activities) 
11. clothing with vulgar or obscene words; or which logos for alcoholic 
beverages, logos that are sexually offensive, contain profanity or logos 
that are indecent 


11.4 DUTY OF SUPERVISORS 

All Supervisors will instruct his or her assigned subordinates in this policy and will be 
responsible for its enforcement. Supervisors who observe a violation will counsel the 
employee on appropriate clothing and/or grooming. 

If the infraction is of an obvious nature as to cause embarrassment to the agency or is a 
safety hazard, the supervisor will take immediate corrective action and send the offending 
employee home to correct his or her dress or grooming. The employee will clock out and will 
not be compensated for any lost time, and may be subject to disciplinary action as well. 

 




Job Descriptions 


Job Descriptions 


See Appendix A. 

 

 
Section 

12 




 

 

 

Service Recognition Program 


Service Recognition Program 


 

13.1 GENERAL 

At a minimum, departments formal recognition programs will recognize employees for 
his or her 5, 10, 15, 20, and 25 year service milestone. When acknowledging milestones in 
years of service, departments will recognize total years of government service. The 
recognition will run in 4 steps. 

A letter is sent to the Executive Assistant to Mayor and Council to formally recognize the 
employee for his or her years of service. The letter will ask the Mayor and Council to 
recognize the employee at the next business meeting. 

Once the presentation is approved to be added to the Business Meeting Agenda, then the 
Executive Assistant will inform the Department Head about the approved recognition. 

A formal recognition letter is presented to the employee by his or her Department Head. 
This letter will be an invitation to the business meeting. 

The Department Head along with the Mayor and Council will present the employee with 
a recognition pin and plaque at the business meeting. 

 13.2 EMPLOYEE MILESTONE PROGRAM 

 PROGRAM CRITERIA 

 13.2.1 To receive a service award, an employee must meet all the following 
requirements: 

1. Be a full-time employee, or part-time (20 Hrs or more) of the City of Auburn 
Section 

13 




2. Be employed for at least ¾ of the business days for each year that is being 
recognized 

13.3 AWARDS PACKAGE 

1. Each milestone date has a specific list to follow. The contents of the award 
package is listed as a checklist for the City Accountant/HR and Department Heads. 

13.4 EXPLANATION OF THE AWARDS PACKAGE LIST 

 Certificate – means any printed certificate acknowledging a “Milestone” date. 
 Personal gathering within the department – means any private gathering that 
the Department Head may hold for the employee. This gathering may be held 
at his or her respective department or at a restaurant. The Department Head 
may choose to just take the employee to lunch. This lunch may be refunded 
by the City if within budget. 
 Congratulatory plaque, crystal monument (trophy), and service pin – these are 
to be ordered by the City Accountant, These items will be presented to the 
employee by the Department Head. 
 Certificate to a local restaurant – This gift amount will be calculated from the 
award budget. This gift may not exceed $25.00 for the 5 year Milestone but 
there will be no limit given to 10 years and above. 
 Service Award Gift – This gift will be handled by Select-Your-Gift service 
award and recognition company. The Department Head would need to 
choose the service award amount to be given to the employee and “Select-
Your-Gift” will send a personalized packet to be given to the employee. The 
employee will be responsible in choosing and ordering the gift. 
 Christmas Party and Council Meeting acknowledgements – These 
acknowledgements will be handled by the Mayor and Department Head. 
Department Heads are responsible in notifying the Mayor’s Executive 
Assistant about these acknowledgements. Department Heads must include 
the “Milestone” acknowledgement in his or her monthly reports. 


Additional information on the Award Package Contents and Actions is available 
in the Human Resource Department. 




Retirement 


Retirement Program 
Highlights 


14.1 RECAP ON RETIREMENT PLAN 

a. Must be an ‘employee” of the city 

b. Must work at least 20 Hrs per Week and 5 Months per Year 

c. Must complete 1 year continuous, uninterrupted service with City of qualify 

d. Participation in the plan is MANDATORY 

e. All Service prior to the date the employee becomes a participant shall be 
credited (as past service) 

f. If an employee leaves and comes back they will be credited his or her time 
once he or she serves the same amount of time with the City in the same capacity 
as the prior employment (or 1 Year – whichever is less) 

g. Any unused sick leave when the person leaves is not treated as credited 
services. 

14.2 RETIREMENT ELIGIBILITY 

Early Retirement Qualifications: 

 Attainment of age 55 

 Completion of 10 years of total credited service 

 

 
Section 

14 




Normal Retirement Qualifications 

 Attainment of age 65 

 Completion of 5 years total credited service 

Distribution of retirement benefits is not permitted until the participant has 
terminated employment and otherwise qualifies for the receipt of benefits. 

14.2.1 The number of years of total credited service which may be used to 
calculate a benefit is not limited. 

14.2.2 The monthly normal retirement benefit amount for regular employees is 
a flat percentage of 1.6% of the final average earning multiplied by the years of 
total credited service as an eligible regular employee. 

 

Refer to Retirement Handbook for more information. A copy of the 
Retirement Handbook is available at the Human Resource Department. 


Payroll 


Payroll Policy 


 

 

15.1 LEAVE REQUEST 

A Leave Request And Overtime Justification Form must be completed for all Leave 
Requests. The Leave Request Form must be signed by the employee and approved 
by the Supervisor and Department Head prior to being submitted to the payroll 
department on or before the current Payroll Period. 

 

15.2 TIME CARDS 

 

15.2.1 All Time Cards must be signed by the employee and approved by the 
Department Head or Supervisor. 

 

15.2.2 All Overtime must be approved by his or her Department Head or 
Supervisor in advance or 

Clocking in early at the beginning of the work day or after normal working 
hours in the afternoon can be grounds for discipline. 

 

15.2.3 All employees must follow the work schedule that is authorized for his or her 
department’s hours of operation. 

 

 

 

 

 

 

 

 

 
Section 

15 




15.3 ROUNDING RULE – Does not apply to the Police Department 

 

Rounding (7) seven minutes or less to (0) zero and (8) eight minutes or more to a 
quarter hour will be administered fairly and consistently 

 

15.3.1 (7) Seven Minutes early will be counted as clocking in at 8am 

 

15.3.2 (8) Eight Minutes early will be counted as clocking in at 7:45am or 

15 minutes of time worked 

 

15.3.3 (7) Seven Minutes after 5pm will be counted as clocking out at 5:00pm 

 

15.3.4 (8) Eight Minutes after 5pm will be counted as clocking out at 5:15pm or 

15 minutes of time worked 

 

 

 15.4 OVERTIME 

15.4.1 Vacation, Sick Time, and Holiday Pay Hours do not count toward actual Hours 
worked in calculating payroll overtime. 

15.4.2 Overtime Pay will be calculated for hours worked in excess of 40 Hours actually 
worked in a workweek at a rate of not less than time and one-half his or her 
regular rate of pay for all non-exempt employees. 

15.4.3 Overtime does not apply to Exempt employees during a normal work week 
schedule or normally scheduled work day. 

(See 6.2.3) 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


M
iscellaneous 


16.1 
INCLEMENT 
WEATHER 


The City of Auburn Inclement Weather Policy sets the procedure to be followed by staff 
in times of inclement weather. If inclement weather is predicted or has occurred, the City 
Administrator will contact the Chief of Police and the Public Works Department Head; and after 
confirmation, will notify the Mayor who will make the final decision to close City hall or cancel 
any scheduled activities. This information will be posted on the front page of the City web site. 
Once the decision has been made to close City Hall or cancel scheduled activities, the City 
Administrator will contact each Department Head who will then notify his or her staff. 
Employees providing essential services must come to work. Essential services include: police 
patrol, police support services, and public works staff. If needed, transportation for essential 
services staff will be provided by the Police Department. If there is a question as to the status of 
closing and the employee is unable to reach his or her Department Head, please call 770-963-4002 
ext 219. If a citizen needs assistance during time of inclement weather, he or she may contact the 
Police Department directly at 770-513-8657. 
Section 

16 




Section 

17 



Travel Expenses 


 Travel Expenses 

 

 17.1 Purpose 

All travel for City functions or training, whether in-state or out-of-state, shall be 
governed by this policy. When employees, appointed committees/boards, or 
elected officials of the City are required to travel on official business for 
meetings, conferences, and training programs, the City shall pay reasonable 
amounts for transportation, meals, lodging, and miscellaneous approved 
expenses. Education and training opportunities shall be considered on the basis 
of merit to the City and allocated resources 

17.2 Provisions 

A. All business travel where expenses may occur outside of the City must be 
authorized in advance. Requests for training, conferences, meetings, or 
other official functions which require overnight accommodations must be 
approved by the Department Head. Travel out-of state or where the total 
cost of the travel (to include registration fees) exceeds $1,000, must be 
approved by the City Administrator. Approval will be documented on the 
"Request for Travel Expenditures Form", and submitted through the 
employee’s direct supervisor 
B. All travel is subject to review and audit. By requesting funds through the 
City (for travel) the traveler agrees to only use the money as intended 
according to this policy 
C. The Department Heads shall determine the most cost effective mode of 
travel 
D. This policy may not apply to contract employees or those pre-hired and 
sponsored for an employment certification 
E. Travelers who choose to extend a business trip for personal reasons either 
before or after business is conducted, will be responsible for all non-
business related charges 



F. Travel expenses must be authorized or the traveler will be held responsible 
for all non-authorized expenses 


 

 

17.3 Meal Expenses Per Diem 

A. Any employee traveling on City Business may receive an allowance of up to $40.00 per 
day, including tax and tip, for meals if all meals are paid for by the employee. Per Diem 
is intended to supplement the high cost incurred due to business travel and is not 
intended to cover excessive expenses 
B. A traveler on a one-day business trip may be eligible for meals if his work schedule (for 
the business of the City) extends beyond four hours and is outside of Barrow County 


1. 1. 
2. 
3. 1 


Breakfast 

$ 6.00 

 

 

When required to travel before 8:00 a.m. 

 

Lunch 

$14.00 

 

Dinner 

$20.00 

 

 

When expected return is estimated to be after 6:00 p.m. 



 

C. Where conference registration or training tuition fees include one or more meals, only 
those meals not covered by such fees shall be reimbursed by the City 
D. No receipts are required unless a conference/meeting offers meals in conjunction that 
exceeds the per diem rate with the conference program, but does not include those 
meals in the registration fee. If the employee elects not to participate in one or more 
meals offered by the conference, the regular per diem guidelines maximums shall be 
used for those meals and a receipt must be turned in for reimbursement. 
E. Business related meals may be reimbursed when authorized by the City Administrator 
to pay for meals for others. The City Administrator’s expenses shall be authorized by 
the Mayor. In addition to the restaurant’s itemized receipts, all of the following 
information must be documented: 
1. The name and location of the restaurant 
2. The number of people served and names. 
3. The date 
4. Total expense 
5. Gratuity amount (not to exceed 18%) 
6. Name of person providing the authorization and their signature 



17.4 Use of City Owned Vehicle for Business Travel 

A. Under no circumstances may anyone under the age of eighteen (18) ride in a City 
vehicle 
B. Receipts for gas, oil, and out of town repairs should also be submitted along with any 
expense reports 
C. Insurance identification card must be kept in the City vehicles at all times 
D. When any employee is driving a City-owned vehicle, he or she shall observe all traffic 
laws and accept responsibility for the payment of any fines incurred. If a traffic citation 
is received while operating any City vehicle or an accident occurs, the employee must 
report it immediately to the proper supervisor. The supervisor will be responsible for 
reporting the incident to his Department Head and the Human Resources Department 


17.5 Transportation 

A. When practical, travelers will carpool when attending the same conference, meeting, or 
training event. An employee who chooses not to carpool when practical may take his 
or her own car but may not be reimbursed for mileage, or upon agreement approved 
by the Department Head, split the reimbursement with the other drivers when a 
personal vehicle is authorized. Cost-sharing measures are encouraged and may be 
enforced by their Department Head when the length of travel is less than 24 hours or 
when practical and appropriate. 

B. Personal Vehicle - Travel by personal vehicle will be reimbursed for mileage at the 
same rate as stated by the IRS mileage allowance. If mileage is disputed the Rand 
McNally Standard Highway Mileage Guide or internet version will be used 

1. If more than one employee rides in the vehicle, only the owner of the vehicle will be 
reimbursed for vehicle expenses 
2. All personal vehicles used for City business must be adequately insured for liability, 
personal injury and property damage 
3. When using a personal automobile for a day trip, which originates from home, the 
mileage reported for reimbursement should be from home or from City Hall, 
whichever is less 


C. Rental Vehicles –Travelers may rent a vehicle at their destination when it is less 
expensive or more convenient than other transportation modes such as taxis, and 
airport shuttles 

D. Rental Vehicles Insurance - Employees are authorized to accept the minimal insurance 
to cover the rental car and personal liability during a business trip 


E. Taxi or public transportation – will be reimbursed for transportation between the 
destination airport to the place of lodging or to the meeting site (or vice versa). 
Shuttle service should be used if it is reasonably and economically available. Receipts 
are required for fares in excess of $10. Gratuities will not be reimbursed by the City 
and are at the sole discretion of the traveler 

F. Air travel – will only be considered for out of state travel at the lowest rate available. 
Employees are strongly encouraged to book airfares at least 30 days in advance of 
travel to take advantage of zone and other discounted airfares 

17.6 Lodging 

A. Employees must reserve lodging at the government rate or at the least costly room rate 
within the designated hotel. If an employee is attending a conference, reimbursement 
will be made for the standard room rate, at the conference facility. A conference facility 
either is directly at the site of the conference or listed in the brochure as a conference 
hotel 
B. An employee may submit a request to stay at an alternative comparable hotel based on 
price and amenities. Such request must be approved in advance by the Department 
Head 
C. The City will only pay the actual room rental cost supported by the hotel bill for each 
day that lodging was approved. Upgrades and other amenities will not be reimbursed 
without prior approval from the appropriate Department Head 
D. The City will not reimburse for taxes paid on lodging when traveling in Georgia. It is 
the responsibility of the traveler to obtain a sales/use exemption form and a 
hotel/motel tax form from the Finance Department 


17.7 Non Reimbursed Expenses 

A. Expenses incurred by spouse, family, or other persons not directly employed by the 
City 
B. Alcoholic Beverages 
C. Fines for parking or traffic violations 
D. Airline and other trip insurance not approved in advance 
E. Loss or damaged personal property 
F. Personal entertainment including in-room movies, etc. 
G. The City will not reimburse cellular phone charges using package plan minutes 
H. Non-Approved travel upgrades or extensions 



I. Other items not clearly identified by this policy 


17.8 Miscellaneous Expenses 

A. Miscellaneous expenses, such as parking fees, internet, tolls, fax transmissions, non-
negotiable hotel fees, baggage handling and other bona fide business expenses, shall be 
paid upon presentation of actual receipts or other suitable documentation. No receipt 
is needed for baggage handling if the requested amount is less than $5 and 
documented. Expenses determined to be excessive may be reimbursed at a lower rate 
at the discretion of the City Administrator 
B. Clothes laundering – when business travel extends over five (5) consecutive days, 
employees may be reimbursed for moderate expenses (i.e. dry cleaning business 
clothes). Employees must submit all receipts for claimed expenses 


17.9 Cash Advance for Travel Per Diem 

A. Cash advances for predetermined and approved expenses for travel, may be granted if 
the request is submitted to the City Administrator five business days in advance 
B. The amount of the travel advance will be based on the estimated cost of travel 
(excluding lodging and registration) 


 

17.10 Compliance Auditing 

A. The Department Head/Supervisor signing the Request for Travel Expenditures Form 
is responsible for ensuring that all travel claims originating from their department is in 
compliance with the City's Travel Policy. Department Heads should review all 
submissions for completeness, mathematical accuracy, compliance with expense 
limitations, and overall compliance with this policy 
B. The traveler is responsible for submitting all receipts and expense documents related to 
his travel within three (3) business days of returning. The traveler may delegate 
responsibility for preparation of the forms, but will always retain accountability for 
travel expenses and must sign all appropriate documentation 
C. The City Administrator is responsible for compliance verification with the City's Travel 
Policy. Travel claims, that are submitted, to the City Administrator for payment 
processing will be processed only if they contain all the necessary documentation 


 

D. All travel claims that are incomplete will be returned by the City Administrator to the 
employee's respective Department Head for corrections 
E. The City Administrator will return any requests unpaid to the employees that are not in 
compliance with this policy 


 


Section 

18 



 

Vehicle Use 


18.1 Purpose 

 

 Vehicles owned by or otherwise under the control of the City are authorized for use and 
the performance of all essential travel and transportation duties. Unless specifically permitted 
under this policy, use of City vehicles is not authorized for unofficial travel duties, tasks or the 
transportation of unauthorized personnel or items. 

 

18.2 Authorized Use of Vehicles 

 

1. Transport of officials, employees, clients, or guests of the City 


 

2. The performance of law enforcement duties 


 

3. When an official travel status, between place of official business and temporary place of 
lodging 


 

4. When on approved travel status between places of official business, temporary lodging, 
and places to obtain meals and medical assistance 


 

5. Transport of consultants, contractors, or commercial firm representatives when in direct 
interest of the City 


 

6. Transport of representatives from Federal, State, or Local Government when in direct 
interest of the City of Auburn 


 

7. Transport of any person or item in an emergency situation where immediate transport is 
required to preserve life, health or public safety 


 

8. Commute between place of dispatch and place of performance of official business to 
personal residence when specifically authorized by provisions of this policy as stipulated 
herein 



 

9. Transport of prisoners 


 

10. Transport of program participants that are involved in a city sponsored program 


 

11. “De Minimis” personal use such as lunch or an occasional stop for a personal errand on 
the way between a business delivery and the employee’s home. Such personal use should 
not extend the length of dispatch by more that three miles 


 

18.3 Unauthorized Uses 

 

1. Travel or task performance of a personal nature, not connected with the 
accomplishment of official business 


 

2. Transport of family members 


 

3. Transport of friends, associates, or other persons who are not employees of the City 
of serving in the interest of the City 


 

4. Transport of hitch-hikers, except in the case of law enforcement personnel 


 

5. Transport of items of cargo having no relationship to the conduct of official business 


 

6. Extending the length of dispatch (more than three miles) beyond that necessary to 
complete the official business purpose of the trip 


 

7. Transportation between place of residence and place of employment other than as 
specified in this policy 


 

8. Loan of vehicle for use in non-city authorized functions or to persons that are not on 
the City of Auburn payroll 


 

9. Transport of acids, explosives, weapons, ammunition, or highly flammable material 
except in the performance of an authorized task in the normal performance of duties 


 

10. Transport of any item, equipment, or cargo projecting from the side, front, or rear of 
the vehicle in such a manner as to constitute a hazard of safe delivery 


 

11. Transportation to and from training sites without approval granted through Training 
& Travel Request 


 

18.4 General 

 

 City Vehicles are considered tools for performing the duties and requirements of a 
position. Allocation of City vehicles is based on the job requirements of a position. It is the 


responsibility of the Department Head to annually review the allocation of vehicles and to make 
a recommendation to the City Administrator as to the need for a vehicle for a particular position, 
based on the work requirements of that position 

 

Vehicles may be assigned for use by a position either as an exclusive assignment (take-home) or 
as task specific (daily use) assignment. Determination of assignment of a vehicle to a position is 
at the discretion of the City administrator based on the recommendation of the Department Head. 
The City Administrator may also designate specific vehicles as motor pool vehicles. 

 

18.5 Use of City Vehicle for training Assignment 

 

 City vehicles may be used by personnel for transportation to training assignments. 
Subsequent to approval according to the City’s travel and training policy, employees may be 
assigned a City vehicle to use to attend a training course, seminar or conference 

 

18.6 Use of Personal Vehicle for City Business 

 

 Personal vehicles may be used occasionally for official City business with approval of the 
Department Head or City Administrator. Approved officials or employees who use their 
personal vehicles for City business may be reimbursed on a per mile driven basis. Mileage for 
transit between home and work does not qualify for reimbursement unless specifically noted in 
this policy 

 

The rate of reimbursement shall be established at the beginning of each calendar year depending 
upon the current rate used by the Internal Revenue Service and approved during the budget 
process. 

 

Accurate and substantiated mileage records must be maintained and submitted to the Finance 
Department for reimbursement. Acceptance of reimbursement by an employee gives the City 
certain rights of verification of authorized uses 

 

Personal vehicle use by employee/positions when commuting in response to an emergency return 
to work call back may be reimbursed for mileage at the approve rate 

 

Mileage reimbursement is not permitted for employee/position called to work to fill in for shift 
workers who may be absent or because more than the normal number of assigned workers to a 
shift are needed for any reason 

 

Personal vehicles may be used for training assignments according to the City’s Travel and 
Training Policy 

 

18.7 Driver Responsibilities 

 

 All drivers who operate vehicles owned by, titled to, or otherwise controlled by the city 
are responsible for the proper care, use, and safety of City property 


Driver must adhere to the following minimum responsibilities: 

 

1. Possess and maintain valid State of Georgia Drivers License approved for the class 
appropriate for the vehicle 


 

2. Obey all traffic laws and practice safe courteous driving 


 

3. Ensure that vehicles are used for authorized purposes only 


 

4. Follow accident reporting procedures 


 

5. Accept legal responsibility for violations and fines resulting from actions of the 
driver. This includes illegal parking tickets and accidents caused by the employees 


 

6. In the case of any negligence while operating the vehicle the driver shall be 
responsible for his or her personal injury or property damages not covered with the 
city Insurance Policies. Workers Compensation shall not be paid due to the driver’s 
negligence when off duty 


 

7. Seat belts must be worn at all times 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Index

Administrative Leave, 1 

AMENDMENTS, 3 

APPEALS, 35 

APPLICABILITY, 3 

Applicant, 1, 4, 8, 10, 11, 12, 18, 33, 34 

Archive, 40 

Chain e-mail, 42 

City, 1 

City Administrator, 1, 2, 3, 5, 7, 8, 10, 11, 12, 13, 14, 16, 20, 21, 22, 
24, 25, 31, 34, 35, 36, 37, 39, 43 

City Code, 5, 31 

Class, 1, 2, 8, 9, 10 

CLASS ALLOCATION, 8 

Classification Plan, 1, 4, 7, 8,9,10 

ConstructiveResignation, 28 

Copyright Infringement, 40 

Court Leave, 23 

Demotion, 1, 3, 4, 15, 28 

Denial of Service Attacks, 43 

Department Director, 1, 3, 4, 7, 8, 13, 14, 16, 18, 24, 25, 28, 29 

Department Head, 3, 4, 5, 6, 9, 10, 11, 12, 13, 15, 17, 18, 20, 21, 22, 
23, 31, 33, 34, 36, 37, 39, 43 

Disciplinary Salary Reduction, 28 

DISCRIMINATION PROHIBITED, 3 

Dismissal, 1, 4, 5, 29, 31, 32 

Discipline, 31 - 35 

Donation of Sick Time, 26 

DRESS CODE, 50 - 54 

Drug Free Policy, 5 

Drug Free Workplace Policy, 5, 36,37,38 

Education, 5, 6, 7, 8 

Electronic Mail, 40, 41, 42, 43 

E-mail, 30, 33, 35, 36, 37, 38, 39, 40, 41, 42 

Email Management Administrator, 41 

Employee, 6 

Encryption, 36 

Evaluation, 11, 21, 22, 24, 25 

Exempt Position, 2 

Full-time Employee, 2, 16, 24 

Full-time Services, 17 

Holidays, 16, 18, 19,21 

Hours of Work, 17 

Information Technology, 38 

Insubordination, 30 

Internet, Computer and Cell Phone Use 39 - 48 

JOB DESCRIPTIONS, 55 

LAN, 40 

Leave of Absence, 20, 21 

Letter Bombs, 42 

Military Leave, 23,24 

MISCELLANEOUS, 61 

Network Server, 40 

Open Competitive Vacancy, 2 

Oral Rreprimand, 28 

Payroll , 60, 61 

Part-time Employee, 2, 19 

Personnel Covered, 3, 30 

Polygraph Examinations, 34 

Position, 2 

Probationary Employee, 1, 2, 13, 14, 15, 31 

Progressive Discipline, 27 

Promotion, 2, 3, 15, 17, 21, 22 

Promotional Competitive Vacancy, 2 

Public Notice, 2 

Public Records, 4, 35, 36 37, 

Reclassification, 2 

RECORDS, 1, 4, 25, 29 

Regular Employee, 2, 13, 14, 18, 19, 20, 24 

Reprimands, 27 

Resignation, 21, 24, 29, 30 

RETIREMENT, 57,58 

Salary Advancement, 2 

Salary Range Adjustment, 2 

Satisfactory Performance, 24 

SERVICE RECOGNITION PROGRAM, 56,57 

SEXUAL HARASSMENT, 3 

Sick Leave, 17, 18,19,20 

Spam, 42 

Suspension, 24, 28, 43 

System Administrators, 38, 39, 40 - 46 

Temporary Employee, 3, 19 

Termination, 5, 6, 8, 17, 24, 25, 28, 30 

Transfer, 3, 14 

TRAVEL EXPENSES, 63 - 67 

Vacation, 16, 19, 20, 25 

VEHICLE USE, 68 - 72 

WAN, 36 

Written Reprimand, 32