City of Allen Administrative Directive & Policy Manual

351 Pages·2016·3.29 MB·English

City of Allen Administrative Directive & Policy
Manual

This manual contains all Administrative Directives and Personnel Policies and Procedures
governing employment related issues within the City of Allen. The purpose of this manual is to
provide employees with a comprehensive source of information on the formal policies and
procedures to be followed as an employee of the City of Allen. The policies themselves are
designed to create a workplace that is efficient, united, responsive, and respectful.

The issuance of this manual in no way constitutes a contract between the City and its employees
or changes the at will nature of employment with the City of Allen in any way. No manual can
anticipate all circumstances that may arise. Exceptions to this manual or actions taken that are
not covered within the manual remain the sole prerogative of the City Manager.

Applicability: These policies apply to all City employees regardless of position unless otherwise
noted in a specific policy.

Enforcement: Enforcement of these policies will be handled in the manner prescribed by the
individual policies. The general and final authority for human resources management rests with
the City Manager, who may delegate it as necessary and proper, except for matters reserved to
the City Council.

There are two general kinds of policies contained within this manual. Administrative Directives
are developed by the administrative department and approved by the City Manager.
Administrative Directives deal mostly with on the job activities and procedures. Personnel
Policies & Procedures are created by the Human Resources Department and must be approved
by the City Council to take effect. These policies cover conduct, benefits, standards of conduct
and termination, and other issues tied to employees instead of job tasks.

Administrative Directives may be revised at the discretion of the City Manager. Personnel
Polices & Procedures may only be revised after approval by the City Council.

Questions, comments, or suggestions on this manual or the policies contained herein can be
directed to the Human Resources Department.
Table of Contents
Administrative Directives
Section 1
Administration
Admin 1: Authorized Employee Separation Celebration Page
Admin 2: Office/Building Policy Page 4
Admin 3: Open Government Page 12
Admin 4: Protocol for City Ceremony Page 28
Admin 5: Purchase of Business Cards Page 36
Admin 6: Utility Account Privacy Page 38
Admin 7: Distribution of Event Center Tickets Page 40

Finance
Fin 1: Accounts Payable Page 43
Fin 2: Business Diversity Program Page 47
Fin 3: Capital/Fixed Assets Page 54
Fin 4: Capital Improvement Projects Page 60
Fin 5: City Cash Handling Procedures Page 63
Fin 6: City Vehicle Use Page 67
Fin 7: Grant Procedures Page 80
Fin 8: Payroll Direct Deposit Page 83
Fin 9: Petty Cash Page 88
Fin 10: Procurement Policy Page 93
Fin 11: Travel Expenses Page 132
Fin 12: Vehicle Replacement Fund Page 140
Fin 13: Gratuity Distribution Page 150

Human Resources
HR 1: City Identification Cards Page 152
HR 2: Dress Code Policy-Office Employees Page 153
HR 2b: Dress Code Policy-Uniformed Employees Page 159
HR 3: Education Assistance Page 176
HR 4: Employment Procedures Page 185
HR 5: HIPAA Standards for Individually Identified Health Information Page 191
HR 6: P.R.I.D.E. Program Page 203
HR 7: Separation Processing Page 211
HR 8: Social Media Use Page 213
HR 9: Timeclock Policy Page 222

Information Technology
IT 1: Management of Information Systems Page 225
IT 2: Technology Replacement Fund Page 239

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Table of Contents
Administrative Directives
Section 1
Public & Media Relations Office
PAMRO 1: Advertising Procedures Page 246
PAMRO 2: City Cable Channel & Video Production Page 247
PAMRO 3: City Website Copyright Policy Page 253
PAMRO 4: City Website-Departmental Pages Page 254
PAMRO 5: City Website Link Policy Page 256
PAMRO 6: City Website Privacy Page 259
PAMRO 7: Media Relations Page 261
PAMRO 8: City of Allen Communication Plan Page 266

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CITY OF ALLEN PROCEDURE MANUAL
ADMINISTRATION DEPARTMENT
SUBJECT: AUTHORIZED EMPLOYEE NUMBER: ADMIN-1
SEPARATION CELEBRATIONS AND
FUNCTIONS
EFFECTIVE DATE: JULY 25, 2018

AMENDS/SUPERSEDES: MAY 27, 2009 APPROVED: _________________________
PETER H. VARGAS, CITY MANAGER

I. Purpose
The City recognizes that a standard procedure and process is needed to recognize full-
time employees who are voluntarily separating employment due to retirement or
resignation to ensure a consistent, high quality presentation of such
celebrations/functions.

II. Types of Celebrations and Functions
All City-funded celebrations/functions will be held in a City owned and operated facility
unless otherwise stated. Authorized costs for full-time employee celebrations/functions
and gifts shall be assumed by the terminating employee’s Department, unless otherwise
determined by the City Manager.

III. Budget/Gifts
The maximum budget for a celebration event, including all costs for food, beverages and
other items (exclusive of gifts), for celebrations/functions are listed below.

A. Celebration/Function: The maximum budget for a celebration event, including all costs
for food, beverages and other items (exclusive of gifts), are based on years of service
with the City of Allen, as listed below:

i. Less than 5 years of service to the City of Allen:
a. No city funds shall be contributed toward employee separation event.
ii. Between 5 - 9 years of service to the City of Allen:
a. Celebrations/functions are limited to $10 per year of service (ie: 5 years
of service allows for $50 and 9 years of service allows for $90) allocated
for the purchase of cake and punch.
b. Attendees may contribute toward the cost of other food such as hors
d'oeuvres, etc. The City of Allen will not pay for gifts to terminating
employees unless the employee is retiring from TMRS.
iii. Between 10 – 19 years of service to the City of Allen:
a. Celebrations/functions are limited to $150 budget
iv. With 20 or more years of service to the City of Allen:
a. Celebrations/functions are limited to $300 budget
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B. Gifts: The City of Allen may recognize an employee for their City of Allen years of
service based on the following criteria:

i. An employee with 10 years of service or more and eligible for retirement with
TMRS may receive the following:

a. a watch from a local jeweler to recognize the employee for their time and
service to the City of Allen, with a maximum value of $250.
b. a City of Allen commemorative Street Name Blade, to be fabricated by
the Engineering Department

III. Time Limit for Approved Functions
City employee celebrations shall last no longer than two hours. When held on a City
workday, they shall begin no earlier than 4 p.m. and must conclude within two hours. The
host Department Director shall ensure compliance with the stated limits.

IV. Host Department Responsibilities
The Department Director hosting a celebration/function on behalf of the City of Allen
shall be responsible for exercising sound business judgment in both the conduct and
control of the event, including the time limits established in Section 3. The Department
Director must have an awareness of potential circumstances that might arise regarding
our employees, guests or property.

V. Policy Exceptions
In the event that a terminating employee declines a celebration/function, no substitution
or compensation will be provided in lieu of the celebration/function.
Celebrations/functions under Section 2 may involve circumstances meriting exception to
the stated policy, such as the time limitations and costs. Exceptions to this policy shall be
granted only by the City Manager.

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CITY OF ALLEN ADMINISTRATIVE DIRECTIVE

SUBJECT: OFFICE/BUILDING POLICY NUMBER: ADMIN-2
EFFECTIVE DATE: MARCH 17, 2016
AMENDS/SUPERSEDES: MAY 22, 2000 APPROVED: _________________________
PETER H. VARGAS, CITY MANAGER

OFFICE/BUILDING POLICIES AND PROCEDURES
FOR THE MUNICIPAL COMPLEX

Employees located in all City buildings will follow the Office/Building Policies and Procedures
guidelines as outlined in this policy. The Allen Public Library, the Fire Department, the Police
Department and the Joe Farmer Recreation Center each have a departmental policy pertinent to
their specific conference rooms, meeting rooms and break rooms.

ENFORCEMENT OF OFFICE/BUILDING POLICIES AND PROCEDURES

Supervisors are to enforce the guidelines of the Office/Building Policies and Procedures. Failure
to comply with the policies could result in disciplinary action under the City’s Personnel Policies
and Procedures.

PARKING

City Hall employees will park in the south and southwestern parking lots to allow visitors and
citizens access to the closest parking spaces.

FOOD AND BEVERAGES – PUBLIC AREAS AND MEETING ROOMS

Food and beverages are not allowed in the public areas unless approved by the City Manager. If
applicable, consumption of food and beverages will be allowed in all conference rooms for
meetings with the City Council, City staff, and/or board members/visitors/citizens attending the
meetings in order to conduct official City business.

Consumption of food and beverages in the Municipal Complex for special occasions and events
in the Council Chambers and public meeting rooms is covered under separate policy.

FOOD AND BEVERAGES – EMPLOYEES

Employees are prohibited from consuming meals in all areas of the Municipal Complex except
the break room. Employees will be permitted to consume snack foods and beverages at their
desks. However, no hot foods (i.e., popcorn, hot pockets, sandwiches) will be allowed at the
desk area. Coasters will be furnished and should be used for beverage containers to prevent
damage to the furnishings.

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Centralized coffee preparation is allowed in designated areas. Coffee/other beverage preparation
in private offices and individual workstations is prohibited.

SMOKING OR TOBACCO USE

The Municipal Complex is designated as a tobacco-free facility. The use of all tobacco products
is strictly prohibited inside the building and on all grounds surrounding the complex with the
exception of the patio located outside the break room, the plaza area of the first floor east wing,
the plaza area outside the Council Conference Room and all parking lots. All trash shall be
placed in the proper receptacles. The use of electronic vaping devices* is prohibited inside City
facilities and in City vehicles.

*Electronic vaping device means any electronic device composed of a mouthpiece, heating
element, battery and electronic circuits that provides, or is manufactured or intended to provide,
a vapor of liquid nicotine and/or other substances mixed with propylene glycol and/or other
substances delivered or deliverable to the user that he/she can inhale in simulation of smoking.
This term shall include every version and type of such devices whether they are manufactured or
marketed as electronic cigarettes, e-cigarettes, electronic cigars, e-cigars, electronic pipes, e-
pipes, electronic hookahs, e-hookahs or under any other product name or design.

POSTING OF ANNOUNCEMENTS

All official City postings must be approved and initialed by the City Secretary or designee prior
to posting on the official bulletin board. Sufficient time for review must be allowed prior to
posting.

Display or posting of materials on any department bulletin boards must be approved by the
Department Head. The Department Head shall affix his/her initials in the lower right hand
portion of the material to be displayed or posted. Any item not bearing the initials of a
Department Head shall be removed immediately and discarded.

Posters or notices advertising religious, political or commercial events of products will not be
allowed on any departmental bulletin boards.

Information to be included on the City website should be forwarded to the Public Information
Officer.

Special exceptions for postings of announcements may be authorized by the City Manager.

FURNITURE AND DECORATIONS

Fans/heaters may be used on a temporary basis and should be kept out of public view.

Only three prong, grounded, industrial extension cords (no orange ones!) may be used and the
Maintenance Department must approve the use.

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Any items to be hung on the wall (artwork, diplomas, maps, etc.) need to be framed or have a
finished taped border (for example - finished tape border on laminated maps prepared by Keep-
Safe Laminating). These items are to be reviewed in advance and approved by the Department
Head and/or the City Manager. Wall calendars and large wall planners are to be kept within an
employee’s workstation or private office and not displayed in public view. The calendars and
wall planners do not need to be framed. Cartoons, news clippings and posters are prohibited. No
items will be hung, attached, or affixed to the building structure or walls, doors, windows or any
article of furniture except as approved under this policy. Only the Maintenance Department will
be authorized to hang any approved items.
Bulletin boards, except when incorporated as part of a workstation, are prohibited. However,
departmental bulletin boards that have been authorized by the Department Head are allowed.
Only offices/workstations equipped with fabric walls or material intended for such use may use
pushpins to secure maps and other approved items.

Radio volume must be such that it does not disturb others.

No items will be placed on the top of the systems furniture or the overhead bins. All personal
items should be kept to a minimum to maximize the individual workspace. Personal photos
should be framed and placed on desktops, credenzas, bookcases or systems furniture. All desk
accessories should be complimentary to the furniture and décor.

Plants should be limited and placed in containers (baskets, brass, plastic, ceramic, etc.) that
include a drip-pan to eliminate the chance of leakage. Decorative brass or colored containers are
suggested for consistency with the décor of the complex. Pots made of unglazed clay or paper
are prohibited. Plants should not spread over the desk/credenza top. Personal plants will be the
responsibility of the employee. Live plants placed in appropriate containers on the floor in any
private office or individual workstation should not create an obstacle for the traffic flow and will
be maintained by the respective employee. The Parks and Recreation Department will oversee
all activity concerning the upkeep of the live plants in the common areas that are used as
decoration throughout City Hall.

No candles will be allowed.

All public counters will remain free of clutter including, but not limited to, literature and
literature holders.

The Department Head may require at any time that a “decoration or furnishing” be removed if it
is deemed to be in “poor taste” or disruptive to a professional work environment.

The purchase and placement of art and decorations in the large open or common areas will be
undertaken by the City Manager and the corresponding Departments.

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SIGNAGE

No signage, other than approved with the complex plan, is permitted without approval by the
City Manager and must be consistent with existing signage. All signage must be installed or
hung by the Maintenance Department.

BREAK ROOM

No personal dishes, silverware or appliances will be stored in the employee break room
overnight. At the end of the week, the Cleaning Crew will discard any silverware, coffee cups,
or dishes left in the kitchen.

Break room refrigerators and freezers may be used for short-term storage of food and beverages.
At the end of the week, the Cleaning Crew will discard any items left in the refrigerators or
freezers.

No small/portable refrigerators will be allowed in the Municipal Complex unless authorized by
the City Manager. Microwaves will only be allowed in the break room, the City Council kitchen
and the third floor copy room.

All trash should be placed in the proper receptacles.

WAITING AREAS

All waiting areas are the responsibility of the departments that utilize the waiting area. These
areas must be continually checked to ensure that they are neat and tidy and clear of trash and
clutter. The waiting areas will be checked each evening upon departure.

The Cleaning Crew will clean each waiting area during routine evening rounds.

RESTROOMS

No personal effects, toiletries or grooming items will be placed in the restrooms accessed by the
public.

KEYS AND LOCKING SYSTEM

Copying or loaning any issued key for the complex is strictly prohibited.

All offices and main doors shall be locked at the end of each working day.

Additional information will be provided at a later date.

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CONFERENCE ROOM AND MEETING ROOM SCHEDULING

All conference rooms will be reserved prior to the meeting with the staff liaison listed below.
All staff in attendance at the meetings will be responsible for discarding all trash and returning
the room to its original condition before leaving the room. Food and beverages are allowed for
meeting purposes if approved by the appropriate Department Head.

Scheduling of common conference rooms, training rooms or the Council Chambers for City
meetings in which public or private business is to be conducted will occur as follows:
Administration –
Council Chambers – City Secretary Department
Council Conference Room – City Secretary Department
City Manager’s Conference Rooms – City Manager's Office
Human Resources Conference Room – Human Resources Department
Human Resources Training Room − Human Resources Department
Plan Review/Small Conference Room – Engineering Department
Large Conference Room/1st floor − Engineering Department
Community Services Conference Room − Community Services Department
Finance Conference Room − Finance Department
Parks and Recreation Conference Room − Parks and Recreation Department

Police Department −
Training Room – Police Department Training Officer
Library −
Community Room − Library Staff
Conference Room − Library Staff

Joe Farmer Recreation Center −
Community Room – Recreation Center Staff
Bethany Lakes Club House – Recreation Center Staff

COUNCIL CHAMBERS AND PUBLIC MEETING ROOMS

Policies and procedures for the Council Chambers and public meeting rooms are covered under a
separate policy.

STORAGE

All departmental items will be stored in the department area with the exception of all official
City records. All official City records will be stored under the direction of the City Secretary's
Department. Record Liaison Officers are responsible for complying with the Local Government
Records Act and keeping all storage areas neat and organized.

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