ORDINANCE NO. 5-84
AN ORDINANCE TO AMEND SECTIONS OF THE CODE OF ORDINANCES
OF THE VILLAGE OF GRANVILLE ESTABLISHING PERSONNEL
PRACTICES AND TO REPEAL EXISTING SECTIONS OF THE CODE OF
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF GRANVILLE, OHIO:
Section I: That Sections 145. 01 through 145. 27 of the Code of Ordinances
of Granville, Ohio, are hereby amended as follows:
145. 01 INTENT AND PURPOSE.
It is the intent and purpose of this chapter to define and
establish a merit system and a code of personnel policies and procedures.
145. 02 DEPARTMENT OF PERSONNEL.
The Director of Finance shall be responsible for and
accountable to the Manager for administration and implementation
of personnel functions for all departments of the Municipality.
He shall perform the following duties:
a) Conduct recruitment of qualified persons;
b) Maintain a personnel file for each employee and keep
all personnel information and records necessary for
proper administration of personnel policy; and
c) Administer the regulations, policies and procedures
set forth in the personnel policy.
145. 03 RESPONSIBILITY: SCOPE.
a) The Director of Finance shall be responsible for
administering these regulations. Problems not specifically
covered by these regulations shall be resolved by the Director
of Finance using the provisions of this Code and the Charter
as a general guide.
b) All full-time and temporary employees, other than those
elected to office and those appointed to office by Council, shall
be governed by the regulations, policies and procedures herein included.
145. 04 APPOINTMENT OF EMPLOYEES; RATE OF PAY.
a) The Director of Finance shall appoint in the prescribed by the Charter and manner ordinances all officers and
employees of the Municipality, except those elected to office
or appointed by Council.
b) The Director of Finance may delegate the responsibility
for recruitment, testing, interviewing and all similar activities to other employees or officers.
c) Generally, a new employee shall be paid the minimum
rate of pay for his class. Exceptions may be granted upon the written prior approval of the Manager in the following cases:
1) The minimum rate for each class is based upon a new employee meeting the minimum qualifications stated
in the class specifications.
2) A new employee shall enter a pay grade at Step A to which his job class is allocated. The Manager may appoint him to a higher pay grade if it is determined
that the employee has exceptional training, experience and qualifications.
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145. 05 BONDS.
The employee in the following positions shall be bonded
and the minimum amount of each bond shall be that shown
opposit the position:
Council members 1, 000 (each)
Tax Commissioner ' 10,000
Clerk of Court 1,000
Chief of Police 5,000
Police Patrolman 1, 500 (each)
Street Foreman 1, 000
Water/ Wastewater Superintendent 5,000
Director of Services &Utilities 1, 500
Finance Director 50,000
145. 06 EMPLOYMENT STATUS DETERMINATION.
The responsible administrative, officer of the employing
unit shall determine, subject to the approval of the Director
of Finance, the employee status for each employee. The employment
status shall be one of the following:
a) A full-time employee shall be one who works thirty-fiveor
more hours per week and whose employment is permanent in nature.
b) A part-time employee shall be one who works less than
thirty-five hours a week and whose employment is
permanent in nature.
c) A temporary employee shall be one who may work either
more or less than thirty-five hours a week, but who
is hired for a limited period of time, less than one
year in duration.
d) Part-time and temporary employees shall not be entitled
to the benefits of Section 145. 09 through 145. 16 and
145. 07 ADVANCEMENTS IN PAY AND PROMOTIONS.
a) An advancement in pay shall be considered as an increase
from one pay step to another within a pay grade.
b) A promotion shall be considered as an advancement from
one classification to a higher one with a change in class title.
c) An employee entering the service shall be considered a probationary employee for a period of six months, during which
time an evaluation of his work performance shall be made and the
employee shall either be dismissed, have his probationary period
extended for an additional six months, transferred to another
classification or considered a permanent employee in the job in
the classification to which he is assigned. A probationary period
may only be extended for an additional six months if the Department
Head and Manager agree after a conference with the employee. A
probationary employee shall accrue sick leave and vacation leave.
Sick leave may be used during the probationary period.
d) After the initial six month period of satisfactory
service referred to in subsection (c) hereof, an employee may be
eligible for advancement in pay to the next pay step in the grade to which his job is assigned. Subsequent pay advancements in
pay shall be considered as the employee reaches the seniority in- crement specified by the current pay resolution and amendment
thereto. No advancement in pay shall be granted unless the Manager and the Department Head concur that such advancement is warranted by meritorious performance.
e) When an employee is promoted to a position in a higher grade his salary shall be increased to the minimum rate for the higher grade. In the case of overlapping ranges, the promoted employee shall be increased to the step immediately above his present salary.
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There shall be no immediate change in the salary rate
of an employeejwho is transferred unless his salary is below
the approved minimum of the new position. If an employee is
transferred toa position in a class having a higher salary
range than the class from which he was transferred, such
change, shall be deemed a promotion and the provisions governing
promotions shall apply.
An employee being promoted to a higher position or transferred
to another position shall be classified as a probationary
employee in that position for a period of six months. If the
employee does not perform satisfactorily during the six month
probationary period he shall be returned to his previous
position and his seniority in that position shall be maintained.
f) The anniversary date to be used in determining an employee' s eligibility for advancement shall be the effective
date of his appointment to the job class and pay grade rather
than the date of employment with the Municipality.
g) All promotions of employees shall be made according to
merit and fitness, to be ascertained, as far as practicable, by
competitive examination. The practically of competitive examinations
shall be determined by the Director of Finance in consultation
with the Department Head of the department where exists. the vacancy
h) The form of examination may include written, oral
experience and physical fitness types. The precise form of the
examination shall be approved by the Director of Finance.
145. 08 PAY PERIOD; NUMBER OF HOURS WORKED.
All Municipal employees subject to the provisions of this
chapter shall be paid on a bi-weekly period.
145. 09 OVERTIME PAY.
a) Overtime pay may be authorized only by the Manager,
except in case of actual emergency in which case the Department
Head may authorize overtime work.
b) In the case of salaried employees where a rate of pay has been established for the position, no additional compensation
shall be paid for overtime except in the case of extraordinanry
emergency, as determined by the Manager. A Department Head, subject
to the approval of the Manager, may grant compensatory time
off for overtime work at a rate of one and one-half hours for
each hour of overtime worked.
c) Overtime pay for hourly employees shall be at the rate of
one and one-half times the standard pay rate of that employee.
Overtime pay rates are applicable only to those hours worked in
excess of eight (8) hours in any one day or in excess of a regular work week as established by Resolution of Council
d) An employee called back to work for overtime shall be
entitled to a minimum two hours overtime, regardless of actual time worked. If the time worked exceeds two hours, the actual time
worked shall be compensated at the overtime rate.
e) An employee required to work on the sixth day of his
assigned work week shall be compensated at one and one-half his
straight time rate. An employee required to work on the seventh
day of his assigned work week shall be compensated at double his
straight time rate. Compensatory time off may be allowed in lieu of pay compensation at the same rate as pay compensation for the sixth and seventh days of the assigned work week.
f) Employees of all departments who are required to work on a holiday shall be compensated at double their straight time pay. Compensatory time off may be allowed in lieu of holiday compensa- tion at the rate of two hours off for each hour of holiday work.
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145. 10 SICK LEAVE.
a) All full-time employees shall accrue sick leave at the
rate of 1-1/4 working days per month.
1) Sick leave may be accumulated without limit.
2) When used, sick leave shall be deducted from the comulative total on an hour-for-hour basis.
3) Employees may use sick leave for absence due to
personal illness, pregnancy, injury, exposure to contagious disease which could be communicated to
other employees, and to illness or injury in the
employee' s immediate family. Immediate family is
defined for sick leave as spouse, child, mother,
father househooldr .other relative residing in the employee' s
4) Employees may be required to furnish proof of illness
by furnishing a doctor' s statement or other satisfactory
written, signed statement.
5) Absence due to sickness in the immediate family,
requiring the continuing presence of the employee at home or to make arrangements for hospitalization or other care shall not exceed three consecutive workdays.
Additional absences for this purpose must be approved by the Manager.
6) Excessive or repeated use of sick leave may be cause for disciplinary action or dismissal for health reasons. 7) Employees unable to report to work for any of the
reasons listed above must report their anticipated
absence to their supervisor before the expiration of the first half hour of the start of their shift on the
first day of absence and each succeeding day of absence unless other arrangements are authorized.
Upon reporting, employees shall give the phone and address of the place of convalescence.
8) Employees are expected to use the paid sick leave time for recuperation from illness. While on paid sick leave, employees are not authorized to work at other
jobs without the written permission of the Manager. 9) Failure to comply with any of the above may result in denial of sick leave pay and/ or disciplinary action.
b) Upon retirement or termination after two years of employment
employees may convert unused accrued sick leave to a lump sum monetary payment on the following conditions:
1) Payment will be on the basis of one day' s pay for each three days of accrued sick leave.
2) Payment will be at the hourly rate in effect at the time of retirement or termination.
3) Only that sick leave which is accrued while employed by the Village of Granville shall be used in determining the amount of accrued sick leave eligible for conversion. 4) Employees terminated for cause or who fail to give two weeks written notice of intent to terminate are not eligible for the sick leave conversion benefit.
5) After an employee has accumulated sixty (60) days of sick leave credit, additional unused sick leave earned thereafter may be converted to vacation leave credit on the basis of one day' s vacation for each five (5) days of accrued sick leave.
145. 11 INJURY LEAVE.
and acatin) gFull-time employees who sustain injuries while on duty to thirty n(on-negligently in the line of duty shall be entitled following co3n)diwtioornksin:g days injury leave with pay subject to the
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1) The accident is immediately reported to a supervisor.
2) Certification of need is established by a physician acceptable to the Village.
3) Verification by the Department Head and approval by
the Manager concerning "on the job" aspects of the
injury are recorded.
4) An accident report form is prepared and filed in the employee' s personnel file.
145. 12 VACATION LEAVE.
a) Employees shall earn vacation on the following schedule:
1) After 1 year' s employment -2 weeks paid vacation.
2) After 8 year' s employment -3 weeks paid vacation.
3) After 15 year' s employment -4 weeks paid vacation.
b) Recognized holidays count which fall during a vacation shall not as vacation days.
calendcar) A maximum of 15 days vacation may be carried over from one year to the next with written permission of the Manager. Upon retirement or separation an employee shall be compensated for accrued unused vacation leave.
calendadr) After having taken at least two weeks vacation in a year, employees may receive monetary payment in lieu of days off for up to 2 weeks pay.
e) Vacation requests shall be made in writing at least two weeks before the start of such proposed vacation. Vacations shall be scheduled subject to the manning requirements of the Village but shall not be unreasonably denied.
f) Vacation shall accrue on a pro-ratio basis after one (1) full year of employment with the Village.
weeks g) Employees terminated for cause or who fail to give two written notice of intent to terminate shall forfeit all accrued vacation.
h) Vacation leave must be taken in minimum increments of one-half day.
145. 13 JURY OR WITNESS DUTY.
a) Each full-time employee who is called and reports for jury or witness duty shall be excused for any regularly scheduled wduortky. days for Municipal, County, State of Federal witness or jury
b) Each employee so excused shall be compensated at his straight time rate less jury or witenss duty pay, excluding any overtime the employee would have been scheduled to work for the Municipality and does not work. Any moneys received for travel Pexapye.nse shall not be deducted from the employee' s straight time
than c) If jury or witness service is for a period of time less the employee' s regularly scheduled work day, he shall only be excused for that portion of the day required for such service, plus reasonable time for travel and changing clothes.
d) Each employee shall be entitled to the benefits herein otonlyhisif he gives prior notice of such jury duty or witness duty immediate supervisor.
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145. 14 MEMBERS OF RESERVE AND NATIONAL GUARD UNITS CALLED
TO ACTIVE DUTY.
Village employees who are members of the Ohio National Guard
or a reserve component of the Armedforces of the United States
shall be entitled to leave of absence from their duties for such
time as they are in military service or field training or active
duty for periods not to exceed 31 days in any calendar If year. a Village employee' s military pay during such period of leave of absence is less than his regular Village rate of pay would have been for such period, he shall be paid the difference
between the Villaae pay and the military pay for such period, provided the appropriate records are furnished to the Village
Finance Director to make the proper compensation. The employee' s military pay for purposes of this section shall not be considered
to include travel, food or housing allowance.
145. 15 LEAVE WITHOUT PAY; TRAINING LEAVE.
The Manager may grant leave without pay for a period not to exceed ninety days for an employee for urgent personal matters,
or for other reasons. The Manager may grant leave with pay for an eSmeprvloicyeee. to take authorized training or education for the Municipal
145. 16 HOLIDAYS.
a) All employees in the Municipal Service shall be entitled to the following holidays with pay: New Year' s Day, Martin Luther King Day, President' s Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day and Christmas Day. Whenever a holiday falls on a Saturday or Sunday, the holiday shall be taken on Friday or Monday respectively.
b) Employees required to work on t-he actual hol iday desig- nated or on a Friday or Monday either preceding or following an actual holiday, if such Friday or Monday is celebrated as a Municipal Holiday, shall be entitled to overtime pay provisions. The Manager may designate one-half a working day immediately pre- ceding Christmas as a paid holiday.
145. 17 POLICE CALLED TO TESTIFY.
Police Officers who are required to attend a court session while not on regular duty shall be entitled to two hours pay at their normal rate for the actual hours spent in court.
145. 18 TRAVEL ALLOWANCE.
Municipal employees who use a personal automobile for municipal uInsetersnhaalll be reimbursed for such use at the rate set annually by the Revenue Service as tax deductible mileage rate.
145. 19 PHYSICAL EXAMINATIONS.
The Municipality shall have the right to require a physical examination of all new employees, and to require periodic physical examinations of all employees. All required physical examinations shall be at the expense of the Municipality.
145. 20 GRIEVANCE PROCEDURE.
Whenever any employee of the Municipality feels aggrieved by ahenysahcatlilon of his supervisor in the administration of discipline, present a written statement of his grievance to the immediate superior of the supervisor. If such grievance is not resolved to the satisfaction of the appellant by the superior so bayddtrheesseMdanwagitehri.n a period of thirty days, he may request a review
ing If the appellant is still dissatisfied, he may request a hear- before a Personnel Appeals Board.
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The Manager shall report to Council each request for a hearing
filed under the provisions of the Charter and this chapter
together with an ordinance to establish a Personnel Appeals Board
to hold the hearing. Such ordinance shall be passed as an
emergency ordinance and the members of the Board shall be named
in the ordinance. The Board shall consist of three disinterested
members whose duty it shall be to hear the appeal and make a report
and recommendation to Council which shall have final authority to
take action thereon. The Manager shall see that the decision of
Council is carried out. A probationary, part-time or temporary
employee, shall not be entitled to any appeal or review otherwise
provided for full-time or permanent employees under these regulations.
All grievance hearings shall be confidential in nature.
145. 21 DISCIPLINE AND DISCHARGE PROCEDURES.
The Municipality recognizes the following disciplinary
1) Oral reprimand. An oral reprimand shall be given
in a manner that will not embarrass the employee
before other employees or the public.
2) Written reprimand. A written reprimand shall be
prepared by the Department Head or supervisor and
signed by him. The written reprimand shall be
made in triplicate; the original shall go to the
employee, one copy shall be sent to the Manager and
the Department Head or supervisor shall retain one
3) Suspension. In a case where the Municipality feels
that there is just cause for suspension, the Manager
may suspend an employee for up to five days without
pay. The employee shall be given notice in writing
of the suspension and the grounds for same.
4) Dismissal. In a case where the Municipality feels
that there is just cause for dismissal, the Manager
may order the employee dismissed. The employee
shall be given notice in writing of the dismissal
and the grounds for same. This notice shall be
signed by the Department Head and the Manager.
The employee, upon receiving written notice of suspension,
or dismissal may within three work days file with the Manager a
written request for a hearing by the Personnel Appeals Board which
may sustain, alter, amend or reverse such action.
b) Grounds for disciplinary action shall include, but not be
limited to the following employee offenses:
Discourtesy to the public.
Discourtesy to fellow employees.
Refusal to obey order of proper authority.
Reporting for duty or work under the influence of
alcohol or drugs.
Becoming intoxicated while on duty.
Becoming intoxicated on municipal property.
Being habitually tardy or absent.
Falsification of any records or employment data.
Leaving one' s post without notifying immediate supervisor.
The illegal destruction or removal of private or
Failure to report accidents, personal injury or the
incurrence of infectious disease.
Giving, taking or accepting a bribe.
Conviction of a crime of moral turpitude.
Failure to take proper care of; abuse of municipal
15) Violation of departmental rules.
16) Failure to discharge the duties of his employment.
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145. 22 INSURANCE COVERAGE.
Employees of the Municipality shall be eligible for life,
accidental death and dismemberment, major medical hospitalization expense, and medical insurance coverages as are provided
by Council from time to time, upon such terms, conditions and
requirements, and in such amounts as Council authorizes.
The insurance coverages set forth in this section may be
modified or terminated by Council at any time. Employees shall
be given a thirty day notice of termination of insurance
145. 23 ADDITIONAL RULES AND REGULATIONS.
The Manager is hereby authorized to promulgate such additional
regulations, policies and rules as he may deem necessary to implement the policies herein expressed.
145. 24 VARIANCES.
The Manager shall have the power to vary or modify the strict application of these rules in any case where such strict applica- tion would result in practical difficulties or unreasonable hard- ship.
That portion of any existing rule or regulation which is in- consistent or in conflict with this code of regulations is null and void.
145. 25 DISCRIMINATION.
There shall be no discrimination against any municipal employee because of color, creed, race, religion, sex or place of national origin.
145. 26 MALE GENDER TO INCLUDE FEMALE GENDER.
All references to employees herein shall include both sexes, and whenever male gender is used it shall be construed to include both male and female employees.
145. 27 CLASSIFICATION AND COMPENSATION PLAN.
additiTohne Coflassificatin Plan shall be kept up to date by the new classes on the abolition, consolidation,
division or amendment of existing classes by recommendation of the Director of Finance, and the Manager, and approval of Council by resolution. The Compensation Plan may be similarly amended either through adjustment of rates or by reassignment of classes of positions to differedt pay ranges, on recommendations by the CDoiruencctoil.r of Finance and Manager and approval by resolution of
II: That existing Sections 145.01 through 145. 27 of the Code of Ordinances of Granville, Ohio, are hereby repealed.
Section III: That this ordinance shall take effect and be in force from and after the earliest date allowed by law.
Passed this 2lst
C- 1-el"kof Counc i 1
Approved as to form:
day of March 1984.