A. Prerequisites for Employment. Prerequisites for employment by the City of Ashland as a full-time employee are:
1. Applicants must be of legal employment age as determined by bona fide job requirements.
2. Applicants must submit either a completed City application form or a resume of education and experience in order to be considered for employment.
3. Applicants for “safety-sensitive” positions may be required to take a physical examination scheduled by the City and at City expense prior to being hired.
4. Employment shall not be denied on the basis of familial relationship except for members of the immediate family of either the Mayor, a member of the City Council, or the appointing power; or as otherwise provided for in ORS 659A.309. (Ord. 2060, 1980). No individual shall be advantaged in securing and/or maintaining full-time or part-time employment or promotional opportunity as a result of nepotism, defined as an employment advantage from a familial or an intimate personal relationship with another full or part-time employee of the City. Relatives and employees in close personal relationships may work for the City as long as the employment relationship can be insulated from actual or potential conflicts of interest in the workplace, and so long as neither relative has direct supervisory authority over the other.
5. All statements submitted on the employment application or attached resume shall be subject to investigation and verification.
6. All information obtained during the application process shall be considered confidential to the extent legally practicable.
7. No question in any application form, test or interview or by appointing authority shall be framed as to attempt to elicit information concerning race, color, ancestry, sex, sexual orientation, age, national origin, political or religious affiliation.
B. Probationary Period for New Employees. The probationary period is an integral part of the employee selection process and provides the City with the opportunity to upgrade and improve the departments by observing a new employee’s work, training, aiding new employees’ adjustment to their positions, and by providing an opportunity to reject any employee whose work performance fails to meet required work standards. All new employees shall serve a minimum probationary period as determined by union contract or nonunion agreement but in no case less than six (6) full months after which, and upon recommendation of their Department Head, they shall be considered a regular employee. The probationary period may be extended upon request of the Department Head if an adequate determination cannot be made at the end of the probationary period.
C. Personal Appearance and Conduct. All employees are expected to maintain high standards of appearance and conduct. Personal appearance and conduct appropriate to employees’ positions help establish and maintain favorable public opinions of the City’s services. Each employee should strive to maintain a neat, clean and well-groomed appearance.
1. Employees in the uniform services should pay particular attention to being in proper uniform and present a neat and well-groomed general appearance.
2. Neatness of work performed is important. Proper attitude, courtesy and conduct on and off the job are of importance to the individual as well as to the City. All City employees are engaged in public relations work. All representatives of the City, regardless of whether public contacts are direct or indirect, or whether they are by telephone or in person, shall be courteous, efficient and helpful to all in their work and shall do the best job possible on every assignment.
3. Favorable impressions created by the employee’s courteous public relations develop good will and support for the City’s services. In public relations, city officials, city administrators, fellow employees, and the citizenry expect City employees to do their work properly and efficiently and to assume an obligation of loyalty and interest in the City’s welfare. Loyalty is due the City service as a whole, not merely the particular department in which the employee is working. A City employee should take pride in servicing the local government and should strive to advance the City’s interests wherever possible, to defend it against unjust criticism, to protect its property, and to be of genuine service to the people of the City of Ashland.
D. Departmental Rules and Regulations. Each department of the City is encouraged to have established rules, regulations and procedures. Each rule, regulation and procedure shall be in harmony with the requirements established within this document, existing employee union contracts, and other existing agreements between the City and its employees.
E. Personnel Records. The City Human Resource Office shall be responsible for the proper administration of the personnel program and shall maintain the official personnel records for each employee. Personnel records of employees shall be considered confidential and shall be available for inspection only to the employee and authorized City officials. An employee will be entitled to inspect his/her personnel record upon request; acknowledge the placement of new materials in the employee’s personnel file; and challenge or reply to materials which the employee believes to be obsolete or otherwise inappropriate for evaluation, promotion or retention.
F. Pay Periods. Unless otherwise agreed by contract, employees shall be paid on a bi-weekly basis, on every other Friday. In the event a regularly scheduled pay date falls on a Holiday, the last preceding workday shall be the regular pay date in lieu thereof.
G. Residence Requirements. City residency shall not be a condition of employment or continued employment. However, employees regularly assigned to stand-by status will be required to live within the Ashland area, as prescribed by Union Contract or nonunion employee agreement. Residency within the Urban Growth Boundary is encouraged for the City Administrator and for Department Heads. Existing City employees promoted into the position of Department Head will not be required to move as a result of a promotion, but are strongly encouraged to move within the Urban Growth Boundary once appointed as a Department Head.
Individuals in certain safety-related or emergency response job classifications, as determined by resolution or by administrative action at time of recruitment or hire, shall establish their residence to enable them to report for emergency duty within 40 minutes of notification including “get ready” and travel time. Examples of such classifications include but are not limited to:
Public Works Superintendent
Wastewater and Reuse Supervisor
Water Quality and Distribution Supervisor
Water Treatment Plant Supervisor
Electric Operations Superintendent
Fire Division Chief (EMS, Fire and Life Safety and Operations Divisions)
Deputy Police Chief/Lieutenant
Computer Services Manager
AFN Operations Manager
Senior Information Systems Analyst
Information Systems Analyst/Programmer
User Support Coordinator
Maintenance and Safety Supervisor
Residence shall be established by new employees in these classifications within these boundaries or limitations within a period of twelve months of hire or promotion. Department Heads may identify other positions which require emergency response within 40 minutes to meet operational requirements.
H. Mileage and Travel Expenses. Expenses will be reimbursed for costs associated with travel while on City business in accordance with the City’s travel reimbursement policy.
I. Selling and Soliciting among Employees. Employees may use bulletin boards in employee break rooms and other nonpublic areas for the purpose of selling or bartering personal goods and services when only the employee is the beneficiary of such a sale or barter. Actual transactions shall take place only outside of work hours or on employees’ nonpaid break time. An employee may also use such bulletin board resources for the purpose of advertising fund-raising activities by nonprofit organizations with which the employee is affiliated. In compliance with ORS 244, the use of bulletin boards for these purposes is considered part of an employee’s compensation package but is deemed to have no cash value.
J. Cost Consciousness. City employees should minimize expenses possible in the discharge of their duties.
1. Lights, electric heaters, motors, etc., should be turned off when not needed.
2. City equipment should be well cared for and maintained.
3. Conservation should be practiced in the use of all City supplies.
K. City Equipment. City equipment shall not be used for personal purposes, except as permitted in the City’s vehicle policy.
Employees who are assigned vehicles or operate trucks or other heavy equipment are required to be in possession of a current Oregon operator’s license. In addition, the City will periodically check the driving records of these employees to insure that their operator’s licenses are current. Employees who are assigned vehicles or to operate trucks or other heavy equipment must report any change to driving privileges to his/her supervisor immediately.
L. Uniforms, Protective Clothing and Devices. If an employee is required to wear a uniform, protective clothing, or use any type of protective device, such article shall be provided by the City. Lost articles or damage to articles due to negligence shall be reimbursed to the City by the employee. Failure of an employee to wear such required uniform, protective clothing or use such protective device as prescribed by the City shall be cause for disciplinary action as set forth in Section 3.08. 100.
M. Safety. All employees are urged to practice safety at all times. Mishaps and accidents can be avoided if safe conditions are maintained. All employees are expected to abide by the appropriate federal and state safety standards associated with their work as well as City safety standards established through work rules. Willful violation of such rules shall be grounds for disciplinary action.
Department Heads and supervisors are encouraged to establish safety programs and regular safety briefings for the employees in their departments.
All employees are responsible for immediately reporting safety standard violations or unsafe working conditions or equipment to their immediate supervisors.
In the event of an accident involving a City employee on City time, or on City equipment, or City property, the accident should be immediately reported to the employee’s supervisor and the City’s risk management team.
N. Recovery of City Property. Upon termination with the City for whatever reason, City-owned equipment, clothing, keys, I.D. card, etc., checked out to the employee must be returned prior to issuance of the employee’s final check. Loss of keys, ID cards or other items while on the job must be reported to a supervisor immediately to prevent a breach in security.
O. Legal Liability. The City shall purchase liability insurance in the maximum amounts set forth in ORS 30.272 for the protection of employees against claims against them incurred in or arising out of the performance of their official duties.
1. If an employee is negligent in the performance of his/her other duties and responsibilities, such as failure to report faulty or unsafe equipment or negligent operation of a motor vehicle, and accidents result from such conditions, the employee may be held personally and legally liable.
2. A good employee will abide by laws and regulations and perform assigned duties as a reasonable, prudent person and not in a negligent manner. Such an employee will strive to preserve the honor, trust, confidence and respect that is bestowed upon them by the public. (Ord. 3078, amended, 11/20/2012; Ord. 2746, amended, 1994)