Series 105 2004 ORDINANCES/RESOLUTIONS
Section 105-495; Ord. 18254; Amending Chapter 19 relating to personnel policies, procedures, rules and regulations
Bill No. B 314-04 A
amending Chapter 19 relating to personnel policies, procedures, rules and regulations;
the time when this ordinance shall become effective.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBIA, MISSOURI, AS
SECTION 1. Chapter 19 of the Code of Ordinances of the
City of Columbia, Missouri, is
hereby amended as follows:
Material to be deleted in
strikeout; material to be added underlined.
Sec. 19-81. Description.
. . .
Compensation of temporary
and part-time employees. Temporary employees
classified or unclassified positions shall be employed within the pay ranges established by the
city manager. If the duties and responsibility level of the temporary assignment closely parallel
those of an established classification in degree and magnitude, then the salary range of
the established classification shall be the basis for remuneration of the temporary classification.
Temporary positions not paralleling full-time classifications shall have salary ranges established
by the city manager. Temporary employees are eligible for pay adjustments within the
established pay ranges as allowed by the department head.
. . .
Sec. 19-82. New appointees.
(a) Generally, a new
permanent classified employee shall be paid the minimum rate of pay
for the classification. Exceptions may be made with the approval of the director. For example, an
exception may be made if the new employee exceeds the minimum qualifications or if the city
has experienced difficulty in recruiting and retaining employees in the classification.
. . .
Sec. 19-84. Promotions, reclassifications, changes in pay grade,
and transfers and
(a) Promotion. When an employee is promoted
to a position in a higher class or when an
employee's position is reclassified, the employee's salary
rate of pay shall be increased to at least the minimum rate for the higher class new
Employees promoted or transferred will immediately begin a qualifying period for the new
position. Any employee who accepts an assignment in a lower classification carrying a lower rate
than the rate received at the time of assignment shall receive the rate established for the
classification to which the employee is transferring. A transferring employee may receive a pay
rate equal to an amount commensurate with the length of continuous city employment contingent
upon budgetary conditions, department head request, and the director's review of the situation. In
the event the employee does not satisfactorily complete the qualifying period, the employee shall,
unless the qualifying period is extended, revert to his/her previous position within the prevailing
rate of pay for the position, provided a position is available.
(b) Upward reclassification. When an employees
position is reclassified to a classification
in a higher pay grade, the employees rate of pay shall be increased, if necessary, to fall within
the pay range of the new position. Subject to any guidelines established by the city manager,
department head, with the approval of the director, may increase the reclassified employees rate
of pay to any amount within the pay range of the new position.
(c) Downward reclassification. When an employees
position is reclassified to a
classification in a lower pay grade, the employees rate of pay shall not be lowered. If,
reclassification, the employees rate of pay is higher than the maximum for the pay grade, the
employees rate of pay shall remain unchanged and shall not be increased before the maximum
for the pay grade is increased to exceed the employees rate of pay.
(d) Upward change in pay grade. When a classification
is placed in a higher pay grade, the
rate of pay of employees in that classification shall not automatically be increased, except that
the rate of pay of employees paid below the minimum of the new pay grade shall be increased to
the minimum of the new pay grade.
(e) Downward change in pay grade. When a classification
is placed in a lower pay grade,
the rate of pay of employees in that classification shall not be lowered. If, after the classification
is placed in a lower pay grade, an employees rate of pay is higher than the maximum for the pay
grade, the employees rate of pay shall remain unchanged and shall not be increased before the
maximum for the pay grade is increased to exceed the employees rate of pay.
(f) Transfers. When an employee is transferred,
the employees rate of pay shall be adjusted, if
necessary, to fall within the pay range of the new position. Subject to any guidelines established
by the city manager, the department head, with the approval of the director, may increase the
transferred employees rate of pay to any amount within the pay range of the new position.
(g) Demotions. When an employee is demoted (voluntarily
or as a result of disciplinary
actions or reductions in departmental operations), the employees rate of pay shall be lowered,
necessary, to fall within the pay range of the new position.
Sec. 19-85. Pay schedules.
(a) The pay of permanent city employees
shall be on the basis of established schedules of
salaries for their respective classifications. An allocated salary rate may consist of an entrance
rate, intermediate rates, and a maximum rate or a flat rate depending on the nature of the needs of
the classification as established by the city manager. The salary rates prescribed are based on
full-time employment at normal working hours for the respective classes. The salaries of
supervisory, professional and administrative positions are fixed according to responsibilities to
be fulfilled and are not based on a fixed number of hours of work per week and shall not be
adjusted with variations in work schedules. All permanent
full-time classified employees shall be
paid within the salary range prescribed in the pay plan for their respective job classification. The
minimum and/or maximum salaries established for a particular classification shall be changed by
city council action only.
. . .
Special salary provisions Step-up pay; multiple
Step-up pay. When a
n permanent or temporary employee other than a fire
emergency service employee, is required to assume the full responsibilities of a higher level
budgeted position , either in the absence of the higher level employee, or on a special assignment
of the department head, for at least one (1) full shift or working day, the employee shall
at the entrance (base) rate of the higher level position or five (5) per cent above the employee's
present rate, whichever is greater, while so assigned. Eligibility for step-up pay extends down to
half shifts or half work days when the previous full shift or work day was staffed by a stepped-up
. . .
(b) Promotions, reclassifications and transfers.
When an employee is promoted to a position
in a higher class or when an employee's position is reclassified, the employee's salary shall be
increased to at least the minimum rate for the higher class. Employees promoted or transferred
will immediately begin a qualifying period for the new position. Any employee who accepts an
assignment at a lower rate than the rate received at the time of assignment shall receive the rate
established for the classification to which the employee is transferring. A transferring employee,
if fully qualified for the new position, may receive a pay rate equal to an amount commensurate
with the length of continuous city employment contingent upon budgetary conditions, department
head request, and the director's review of the situation. If the employee does not satisfactorily
complete the qualifying period, the employee shall, unless the qualifying period is extended,
revert to his/her previous position, provided a position is available at the time.
(c) Demotions. When an employee
is demoted to a lower class position, the employee shall
be paid at a rate which is within the approved range for the lower level position. Demotions may
occur as a result of: disciplinary actions, inadequate general performance, or cut-back in
departmental operations (not to be confused with downward reclassification, section 19-54(d)).
db) Policy against employment in multiple positions; exceptions.
It shall be the policy,
insofar as possible, to employ individuals in not more than one permanent position at one time.
Exceptions to this provision must have the written approval of the director and the city manager.
(See administrative rules for further clarification.)
. . .
Sec. 19-87. Merit increases.
(a) Advancement to a higher salary rate
within an established salary range shall be called a
merit increase. The salary of each
permanent classified employee shall be reviewed by the
department head in conjunction with performance evaluations for the purpose of determining
eligibility for salary increase. All personnel records, attendance, citations, and length of service
shall be considered in making recommendations with major emphasis placed on the evaluation of
efficiency and effectiveness of performance of services rendered. After the above analysis by the
department head, and subject to the review of the director, a
permanent classified employee may be entitled to upward salary adjustments until the established
maximum salary for the classification has been reached.
. . .
(e) Service requirements for advancement
within pay ranges and for other purposes as
specified in these regulations, shall have the implication of continuous
full-time service, which
means employment in the city service without break or interruption, such as resignation, leave
without pay for more than two (2) calendar weeks, unauthorized leave, extended military leave,
and so forth.
Cash bonus payments Additional payments.
(a) The city manager may authorize
cash bonus additional payments to employees:
(1) In lieu of or in addition to merit
(2) For instances of exceptional performance;
(3) For successfully assuming additional
and/or advanced responsibilities on a temporary
(4) For providing a suggestion
which results in significant cost savings;
(5) For working significantly and meritoriously
beyond the normal work schedule and being
ineligible for formal overtime remuneration.
Every six (6) months the city manager shall provide the council with a concise summary
of any special increases granted within the context of this section.
(c) Such payments shall not exceed ten (10) per cent of the
employee's annual prevailing
rate of pay without the approval of the city council.
. . .
Sec. 19-96. Overtime.
(a) Positions eligible for overtime
pay shall be designated on the classification plan and the
(b) Work periods for city employees
are defined as follows:
(1) Fire department shift employees shall
work a twenty-seven-day work period (fifty-six
(56) hours per week average) and shall be paid at the overtime rate (or compensatory time in
accordance with FLSA standards) for all hours
worked in pay status in excess of two hundred
four (204) hours during the work period.
(2) Police officers and sergeants shall
work a twenty-eight-day work period and shall be paid
at the overtime rate (or compensatory time in accordance with FLSA standards) for all hours
worked in pay status in excess of one hundred seventy (170) hours during the
(3) Airport fire/safety officers shall
work a fourteen-day work period and shall be paid at the
overtime rate (or compensatory time in accordance with FLSA standards) for all hours
pay status in excess of eighty (80) hours during the work period.
(4) All other overtime eligible employees
shall work a seven (7) day work period beginning
midnight on Sunday morning and shall be paid at the overtime rate (or compensatory time in
accordance with FLSA standards) for all hours
in pay status in excess of forty (40) hours during the work period; except, however, the city
manager may establish work periods beginning on a day and time other than Sunday midnight for
any group of employees working in any facility requiring twenty-four (24) hour day, seven (7)
day a week staffing.
(c) Overtime work shall be kept to a
minimum, and in order to be considered as overtime, the
work and the time of doing it must have been assigned by the employee's department head or
duly authorized supervisor.
(d) Time in pay status shall be considered
time worked for purposes of overtime eligibility.
(e) The positions of those city employees
and officials excepted from the payment of
. . .
(f) Employees in positions not eligible
for overtime pay:
(1) Shall not be specifically compensated
for overtime in either money or compensatory
(2) Shall be expected to average at least
forty hours per week.
(3) May have their contributions to the
development and accomplishment of departmental
goals evaluated in terms of total performance, output, effectiveness, and achievement rather than
on adherence to set specific working hours.
(4) Shall, at the discretion of the department
head, not be held rigidly to the established city
schedule of leave accumulation and usage. Time absent from work and deviations from the
official work hours of the employee's department must be with the approval of the employee's
department head who shall have the responsibility for evaluating the employee's performance and
justifying permitted deviations from established hours of work and earned leaves.
The City does not make deductions from the salaries of exempt employees because of
variations in the quality or quantity of work performed. Rather, unsatisfactory quantities or
quality of work are addressed through regular performance management methods including the
evaluation and discipline processes. The City also does not make deductions from exempt
employees salaries for any of the following:
1. Absences of less than a full workweek occasioned by the City;
2. Absences of less than a full workweek caused by jury duty, or attendance
as a witness in a
judicial proceeding, or due to temporary military leave (although the City may offset against the
regular salary any amount paid as jury, witness or military pay); and
3. Approved partial day absences for personal reasons.
Based on principles of public accountability which require that employees not be paid for time
not worked, deductions from an exempt employees salary will be made in the following
1. Full-day and unapproved partial day absences for personal reasons
other than sickness or
2. Full-day and partial day absences caused by sickness or disability
if the employee is not
yet eligible for paid leave or paid leave has been exhausted under the Citys sick leave or other
policies providing pay for those absences;
3. Hours taken as unpaid leave under the Family and Medical Leave Act
4. Disciplinary suspensions of one or more full days for infractions
of written workplace
5. All disciplinary suspensions for infractions of safety rules of
major significance; and
6. Where an exempt employee works less than a full workweek in the
initial or final week of
employment or due to a budget-required furlough (exempt employees who work less than forty
(40) hours during their first or last week of employment or due to a furlough will be paid a
proportionate part of their full salary for the time actually worked).
(h) Any exempt employee whose salary has been subject to improper deductions
promptly report the problem to the director. Any improper deductions will be reimbursed, and
there will be no retaliation against any employee.
i) Overtime assignments will be distributed as equally as practicable
among members of
each overtime equalization unit. Such overtime equalization units shall consist of the qualified
employees in a job classification or employee work group. No employee will be given an
overtime assignment unless he is qualified to perform it. The department head or supervisor shall
maintain a roster showing the overtime hours worked by employees in each overtime
equalization unit, or work group. If an employee refuses an overtime assignment he will be
credited, for purposes of overtime equalization, with the number of hours refused.
. . .
Sec. 19-101. Shift differential.
. . .
Part time or tTemporary employees are not eligible for shift
. . .
Sec. 19-104. Tools and personal protective equipment.
. . .
Personal protective gear. Department heads may at their discretion require that
employees wear safety boots and
/or glasses which meet departmental safety standards
defined by the department head and coordinated with the director). When additional protective
footwear is required of current employees, the department head may aid in securing
appropriate and approved safety boots or shoes by reimbursing the employee for the safety-portion cost
of the footwear up to a maximum of seventy-five dollars ($75.00) per individual per
year. Persons having medical exemption from wearing steel-toed safety boots may apply the
allowance toward an approved, nonsteel toed waterproof boot. Department heads may likewise
establish policies concerning needed eye protection, and allowing up to a maximum of fifty
dollars ($50.00) per person per year for safety glasses (plainos, tinted, peripheral protection,
and/or safety prescription lenses). Employees become eligible for this benefit
upon completion of
their probationary/qualifying period. The city will allow eligible employees to have a four-year
accumulation of the safety shoe allowance.
. . .
Sec. 19-110. General benefits.
Employee health care plan. The city shall pay into the employee benefit fund
hundred thirty-one dollars and thirty-two cents ($331.32) three hundred eighty-one dollars
four cents ($381.04) per month (or the total cost of the employee's health care plan coverage, if
less) toward the cost of employee health care plan coverage of each eligible permanent employee
who participates in the plan. These payments by the city shall begin when the employee becomes
an eligible employee under the health care plan and end at the date of the employee's termination
of employment with the city. Employees choosing not to participate in the health care plan shall
not be entitled to receive the amount the city would have contributed toward the cost of such
employees' health care plan coverage.
. . .
Retirement systems. All permanent employees, except employees hired as full-time,
regular firefighters or railroad operations employees are required to participate in the Federal
Social Security System immediately upon appointment to city employment. All employees,
except full-time regular firefighters,
and full-time regular police officers, and
employees, working one thousand five hundred (1,500) hours or more in a calendar year shall
participate in the Missouri Local Government Retirement System (LAGERS). Participation in
LAGERS for eligible employees begins following completion of the first six (6) months of city
employment. Full-time regular firefighters and full-time regular police officers participate in the
retirement plans set out in Chapter 18 of this code. Railroad operations employees are covered
by the Railroad Retirement Act of 1974.
. . .
(3) The city shall contribute to the
deferred compensation plan account selected by each
employee covered by the Railroad Retirement Act of 1974 an amount equal to
eight and three-tenths (8.3) nine and eight tenths (9.8) per cent of the employee's
. . .
Performance improvement evaluations Unclassified
The city manager shall evaluate unclassified employees other
than the city clerk at least
annually. In making these evaluations, the city manager shall consider the following: total
performance; extent and finality of responsibility; diversity, difficulty and impact of the
individual's work. The city manager shall, based on such evaluation, determine the salary to be
paid an unclassified employee, which salary shall be within established salary ranges for that
employee's position. The city manager shall, in addition, have discretionary authority to make
available additional fringe benefits to unclassified employees on an individual basis, which may
include additional leave accrual and limits, increased insurance coverage, deferred compensation
allowance, severance pay, vehicle allowance and similar fringe benefit considerations as are
appropriate in the individual circumstances. The city manager shall
recommendations to notify the city council of such fringe benefits. The se
recommendations benefits shall take effect after the next regular council meeting, unless
city council objects to the proposed benefits shall ask for an executive session with
. . .
Sec. 19-121. Holidays.
Following local and national custom in order to allow city employees
to celebrate certain
holidays by having a day off work without loss of pay, the following provisions shall apply:
. . .
Eemployees shall be eligible for a holiday only when
they are in pay
status the entire working day or shift preceding and following the holiday.
(e) Holiday leave shall not be combined
with other leaves or other forms of paid absence to
increase the compensation due when a holiday occurs. Employees shall not take compensatory
time off or vacation leave on a holiday or a day that is treated as a holiday pursuant to this
section. If an employee is sick or
otherwise on injury leave or emergency leave on a holiday or a
day treated as a holiday pursuant to this section, the employee shall not be charged with or paid
for a sick day, injury day or emergency leave day, but rather shall be paid only for the holiday.
. . .
Sec. 19-122. Leave of absence without pay.
(a) A leave of absence without pay is
a predetermined amount of time off from work, which
has been requested by the employee, recommended by the employee's department head and
approved by the director. Such leave shall not extend beyond six (6) months, but may be
extended with the written approval of the department head.
An employee must use all
accumulated eligible leave accruals before beginning a leave of absence.
. . .
(f) During the leave of absence without
pay, the employee:
(1) Does not receive pay from the city;
(2) Does not accrue any leave;
(3) Must utilize all accumulated eligible leave accruals
(except in case of disciplinary action
when such leaves may not be used to offset the action);
43) Cannot pay retirement contributions if the leave
exceeds one month in duration;
54) Must pay total group hospitalization and life insurance
premiums falling due during any
month the employee is not on the payroll;
65) Shall not receive any other benefits during the period
76) Shall, upon return to active duty, carry over accrued
and unused sick leave earned prior
to commencement of the leave without pay.
. . .
Sec. 19-123. Occupational injury leave.
(a) An employee injured while performing
assigned duties shall be entitled to the provisions
of the worker's compensation act.
(b) An employee injured on the job who
draws pay in accordance with the worker's
compensation act shall have related absence charged against appropriate
accrued paid leave
(vacation, sick, floating holidays, etc.) on a prorated basis to offset the difference in pay
the worker's compensation payment and regular city pay. (See on-the-job injury
procedures in the
(c) No employee on occupational injury
leave shall receive a combination of worker's
leave pay paid leave in excess of regular full pay.
(d) Length of authorized occupational
injury leave shall be determined on an individual case
basis by the department head and the director, in consideration of staffing needs of the
department, extent and degree of
impairment, employee's eligibility for disability retirement and similar factors.
(e) Individuals may be eligible for leave
of absence without pay provisions upon the
recommendation of the department head upon expiration of
accrued paid leaves. (Note: See
section 19-130(p) for police and fire injury leave provisions.)
. . .
Sec. 19-128. Pregnancy/disability leave.
. . .
(c) While a leave of absence without
pay may be granted for a predetermined time to allow
for prenatal necessities and postnatal child care, sick leave shall be granted only for such time as
the woman is determined medically unable to complete the duties of her position by the
medical advisor employees physician.
(d) The provisions of this section shall
be subject to and adjusted in conformity with
subsequent legislation and
/or court rulings.
Sec. 19-129. Vacation leave.
. . .
(d) All employees shall accrue vacation
leave from the date of hire into a permanent
position and shall be eligible to use vacation leave after six (6) months of employment.
Permanent part-time employees shall accrue leave on a prorated basis.
. . .
(j) An employee must be actually engaged
in performing assigned duties or on authorized
accrued, paid leave in order to accumulate vacation leave. An employee in a non-pay
as leave of absence, shall not accumulate vacation leave for the duration of the leave.
. . .
Sec. 19-130. Sick leave.
. . .
(d) An employee must be actually engaged
in performing assigned duties or on authorized
accrued paid leave to accumulate sick leave.
. . .
(p) Employees working in bona fide,
full-time police and fire-fighting classifications may be
entitled to receive separate injury leave in addition to sick leave allocations provided the
employee is injured while performing assigned duties, as herein provided:
. . .
day leave provisions shall not be retroactive but shall be in effect only subsequent
to adoption by the city council.
. . .
Sec. 19-158. Acting appointments.
When a vacancy
shall occur exists in a position and the department head is not prepared which,
from the standpoint of the city's
business, cannot be left vacant for any but the shortest time and when no suitable list of certified
candidates exists for selection, or for some other reason it is not feasible to make a permanent
appointment to fill the position thereto, the department head may appoint an
employee to fill the
position on a temporary basis in an acting capacity. The duration of such an appointment shall be
only until a permanent appointment subject to standard procedures can be made and shall not
exceed six (6) months without written authorization of the city manager. The employee shall
paid at the minimum rate of pay for the position or five percent (5%) more than the employees
current rate of pay, whichever is higher. The employee may be paid at a higher rate of pay with
the written authorization of the city manager.
. . .
Part-time Temporary appointments.
. . .
part-time temporary employees may be rehired without certification by the
human resources department provided the human resources department is notified accordingly.
All part-time, temporary , and seasonal appointments shall be coordinated
through the human
. . .
Sec. 19-193. Dismissal.
At any time during the probationary or qualifying period, the
department head may remove an
employee, if, in
the department heads opinion, such employee is unable or unwilling to perform the duties
position satisfactorily or the employee's attitude, habits or dependability do not merit
continuation in the service. An employee removed during the probationary or qualifying period
cannot appeal such removal to the personnel advisory board. Employees promoted or transferred
into a position who do not successfully complete a qualifying period may be demoted into their
previous or similar classification, provided such position is available (vacant) and is authorized
in the budget, or may at the request of the department head be authorized and established by the
city manager as a temporary position. If such a position is not available, the employee may be
placed on priority reemployment or transfer certification lists for recommendation of the
SECTION 2. This ordinance shall be in full force and effect
from and after October 1, 2004.
PASSED this 20th day of September, 2004.