City of Farmington Hills Employee Handbook

Your Handbook This handbook is designed to acquaint general employees, those employees who are not covered by a collective bargaining agreement, with information about working conditions, employee benefits and some of the policies affecting employment. It can be used in conjunction with the Standard Practice Guide as a reference. General employees represent one quarter of the City’s full-time work force. The City also has six collective bargaining units. Because of the diverse nature of City services there may be variances in some of the personnel policies, procedures or benefits provided to different employee groups. This handbook is not intended to be a contract and does not guarantee any particular duration of employment, but rather is provided as a general explanation of certain employment policies and practices of the City. It is not intended to provide any assurance of continued employment and should in no way be construed as an express or implied employment contract. Both the employer and the employee are free to end employment at any time, without notice for any reason. No employee handbook can anticipate every circumstance or question that may arise during the course of employment. The need may arise and the City reserves the right to revise, supplement or rescind any policies or portion of the handbook from time to time as it deems appropriate. Employees will be notified of such changes to the handbook. However, the City reserves the right to make changes with or without notice, and such changes will become effective without regard to whether notice has been given. In addition, the City may promulgate other policies and procedures not specifically addressed in this handbook. It is each employee’s responsibility to read and understand the provisions of the handbook and related policies. If you have questions you can contact your supervisor or the Human Resources Department.

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TABLE OF CONTENTS

PURPOSE ............................................................................................................... i TABLE OF CONTENTS ..................................................................................... ii CHAPTER ONE: INTRODUCTION Community Profile............................................................................................... 1-1 Our Government and Administration .................................................................. 1-1 Organizational Chart............................................................................................ 1-5 CHAPTER TWO: GENERAL INFORMATION Bulletin Boards .................................................................................................... 2-1 Code of Ethics...................................................................................................... 2-1 Dress Code ........................................................................................................... 2-2 Information Systems / Computers ....................................................................... 2-2 Mail System ......................................................................................................... 2-3 Political Activity .................................................................................................. 2-3 Recycling ............................................................................................................. 2-3 Smoke-Free Workplace ....................................................................................... 2-3 Telephone............................................................................................................. 2-4 CHAPTER THREE: EMPLOYMENT Employee Groups................................................................................................. 3-1 Standard Practice Guide....................................................................................... 3-1 Disability Accommodation .................................................................................. 3-1 Emergency Closings ............................................................................................ 3-2 Employment At-Will ........................................................................................... 3-2 Employment Status .............................................................................................. 3-3 Equal Employment Opportunity and Nondiscrimination .................................... 3-4 Employment of Relatives..................................................................................... 3-4 Hiring Process...................................................................................................... 3-5 Life-Threatening Illnesses in the Workplace....................................................... 3-5 Medical Examinations ......................................................................................... 3-5 Outside Employment ........................................................................................... 3-6 Outstanding Employee Program.......................................................................... 3-6 Performance Management Program .................................................................... 3-6 Personnel Data Changes ...................................................................................... 3-7 Personnel Files ..................................................................................................... 3-7 Probationary Period ............................................................................................. 3-7 Service Award Program....................................................................................... 3-8 Termination.......................................................................................................... 3-8

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CHAPTER FOUR: CONDUCT Drug-Free Work Place ......................................................................................... 4-1 Employee Conduct and Work Rules.................................................................... 4-1 Harassment........................................................................................................... 4-2 Discipline ............................................................................................................. 4-2 Solicitation ........................................................................................................... 4-3 CHAPTER FIVE: HOURS OF WORK/COMPENSATION/PAYROLL Attendance and Punctuality ................................................................................. 5-1 Lunch Periods ...................................................................................................... 5-1 Overtime/Compensatory Time............................................................................. 5-1 Paydays ................................................................................................................ 5-2 Direct Deposit ...................................................................................................... 5-2 Pay Deductions .................................................................................................... 5-2 Timekeeping ........................................................................................................ 5-3 Work Schedules ................................................................................................... 5-3 CHAPTER SIX: BENEFITS Insurance Continuation (COBRA)....................................................................... 6-1 Credit Union......................................................................................................... 6-1 Deferred Compensation ....................................................................................... 6-2 Dental Insurance .................................................................................................. 6-2 Flexible Benefit Plans .......................................................................................... 6-2 Health Insurance .................................................................................................. 6-2 Holidays ............................................................................................................... 6-3 Life Insurance ...................................................................................................... 6-4 Longevity ............................................................................................................. 6-4 Long-Term Disability .......................................................................................... 6-4 Mileage Reimbursement ...................................................................................... 6-4 Optical Insurance ................................................................................................. 6-5 Personal Days....................................................................................................... 6-5 Retirement............................................................................................................ 6-5 Short-Term Disability .......................................................................................... 6-6 Sick Leave............................................................................................................ 6-6 Social Security ..................................................................................................... 6-7 Tuition Reimbursement ....................................................................................... 6-7 Unemployment Compensation............................................................................. 6-8 Vacation Benefits................................................................................................. 6-8 Workers’ Compensation Insurance...................................................................... 6-9

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CHAPTER SEVEN: LEAVES OF ABSENCE Family and Medical Leave................................................................................... 7-1 Funeral Leave....................................................................................................... 7-2 Jury Duty.............................................................................................................. 7-2 Medical Leave...................................................................................................... 7-2 Military Leave...................................................................................................... 7-2 Personal Leave ..................................................................................................... 7-3 CHAPTER EIGHT: SAFETY AND RISK MANAGEMENT Motor Vehicle Safety........................................................................................... 8-1 Workplace Safety Program.................................................................................. 8-1 Injury on the Job .................................................................................................. 8-2 Security Inspections ............................................................................................. 8-2

Employee Handbook

Chapter One: Introduction Community Profile Farmington Hills is a 34-square-mile suburban community with a population of more than 82,000 located in Oakland County, Michigan. Incorporated in 1973, the City has grown from its rural roots and today offers a unique blend of historic charm, international diversity, and cutting-edge commerce, making the City a desirable location to both live and work. Farmington Hills offers its residents many economic, cultural, recreational and educational benefits. It is an attractive and friendly community with a superior quality of life. Residents enjoy a low tax rate – one of the lowest for all cities in Oakland County. Distinctive custom residences, neighborhoods with established landscaping, well-planned condominiums and a variety of apartments provide options to fit every lifestyle and price range. The City is enhanced by exemplary educational opportunities for kindergarten through 12th grade via both public and private schools and a premier district library system with one of the highest annual circulation rates in the state. Our Government and Administration CITY COUNCIL - The citizens of Farmington Hills are represented by seven elected officials, a mayor and six council members, who make up the City Council. The Mayor is elected directly by the electorate for not more than two consecutive two-year terms. The six City Council members are elected for staggered terms of four years each. The Council meets at least twice monthly, and conducts specially scheduled study sessions on an as needed basis. The City Council establishes all policies for the City Government. CITY ADMINISTRATION - Under the direction of the City Council, the City Manager’s Office provides administrative leadership and manages the daily operations of the City Government. The City Manager also provides direct supervision to the various departments and divisions of the City. Public Relations, Video Production and Economic Development are a part of the City Management Team. CITY CLERK'S OFFICE – The City Clerk’s Office maintains accurate and complete records of all business transactions in the City including ordinances, resolutions, contracts, legal documents, meeting minutes, voter registration records, business licenses and birth and death documents. Additionally, the City Clerk’s Office conducts all national, state, county and local elections and is a passport acceptance facility. DEPARTMENT OF CENTRAL SERVICES – This department provides internal technical and maintenance support for Information Technology, purchases supplies and services for all City departments, provides maintenance and ongoing support of the telecommunications service, and provides mail services for incoming and outgoing mail.

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DEPARTMENT OF PUBLIC SERVICES – This department protects, maintains and provides plans for the infrastructure of the City. Included in the Public Services Department are Engineering, Public Works and Building Maintenance.

• The Engineering Division handles municipal project design and administration, plan review and inspection of new developments, and traffic concerns. It strives to improve the safety and mobility of the City’s transportation system.

• Public Works is responsible for:

Road maintenance of the City’s network of local streets including patching, grading, litter control, forestry, storm drainage, sign maintenance and snow and ice control.

Fleet maintenance of the City’s vehicles and landscaping equipment to extend service life and minimize downtime.

Monitoring the day-to-day refuse and recycling services and coordinating hazardous material collection events.

• Building Maintenance is responsible for the operation and maintenance of 14 City

buildings. DEPARTMENT OF SPECIAL SERVICES – This department provides for the recreational, leisure and cultural well being of residents. The department provides activities, services and facilities for fitness, athletics, cultural arts, conservation and general open space use. Included in the Special Services Department are the Costick Activities Center, Recreation, Ice Arena, Parks Maintenance, Farmington Hills Golf Club, Senior Adults, Cultural Arts, and Youth and Family Services.

• The Costick Activities Center is a community-oriented, multi-purpose facility where citizens and others can come to enjoy a wide variety of social, recreational and cultural activities, programs and services.

• The Recreation Division plans and coordinates a variety of leisure activities for residents

of all ages.

• The Ice Arena provides the public with recreational and competitive skating on two ice surfaces.

• The Parks and Golf Division operates, maintains and provides security for the City’s

parkland and sports fields, the Nature Center, Visitor Center and Day Camp buildings. This division also operates and maintains the Farmington Hills Golf Club including an 18 hole golf course, driving range, clubhouse, and maintenance and administrative building.

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• The Senior Adult Division focuses on activities, programs, and services for adults 50 years and better to promote independence and wellness.

• The Cultural Arts Division presents cultural programs to the community including a wide

variety of classes, exhibits, events and activities.

• The Youth and Family Division provides an after-school and summer program for middle school youth that offers a safe, fun environment, free from inappropriate influences.

FINANCE DEPARTMENT – This department maintains complete records of all financial transactions, assets and liabilities; prepares the payroll; safeguards City assets; prepares financial statements and reports, and maintains investment grade status for City issued debt instruments with Wall Street rating agencies. Included in the Finance Department are the Assessing and Treasury Divisions.

• The Assessing Division’s primary responsibility is to annually prepare the property tax assessment roll.

• The Treasury Division records all City receipts and money, and oversees a cash

management program aimed at maximizing investment income while safeguarding the principal.

FIRE DEPARTMENT – The Fire Department utilizes a combination of career and paid-on-call fire fighters to provide service in four primary areas: fire suppression, fire prevention, EMS/rescue services and emergency disaster management. Fire suppression includes the response to fires and all other preparation needed to be ready and capable, including training and equipment maintenance. Fire prevention includes inspection, plan review, public safety education, and fire investigation. The Department also responds to all calls for emergency medial services and rescue situations. Advanced Life Support treatment and transport to hospital is provided by firefighter/paramedics. The department has five stations strategically located throughout the City, which minimizes the response time for emergencies. The career members staff Station 5 or Headquarters around the clock and four satellite stations Monday - Friday from 7:30 a.m. until 6:00 p.m. The remainder of response comes from the paid-on-call staff who are alerted by pager to respond to the stations and then to the emergency. HUMAN RESOURCES DEPARTMENT – Human Resources provides service, consultation, and control in the areas of employment and recruitment, compensation administration, employee and labor relations, benefits administration, worker’s compensation, safety, unemployment compensation, employee collective bargaining and contract administration, and other personnel- related issues.

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PLANNING AND COMMUNITY DEVELOPMENT – This department monitors the City’s development and redevelopment through enforcement of all applicable codes and ordinances. Included in the department are the Building Division, Zoning and Code Enforcement Division, the Community Development Office, and the Planning Office.

• The Building Division’s primary duties include the review of construction plans and documents, the issuance of building, electrical, mechanical and plumbing permits, and the inspection of new and renovated structures for compliance with applicable codes and standards.

• The Zoning and Code Enforcement Division is responsible for the enforcement of the

Zoning Ordinance and those parts of the City Code that relate to property, including blight and weeds.

• The Community Development Office administers the Community Development Block

Grant Program (a program that provides assistance to low- and moderate-income areas and/or individuals) and oversees various special projects.

• The Planning Office is responsible for the long-range land use planning of the City

including review of all development and redevelopment activity. POLICE DEPARTMENT – The Police Department provides police services which maintain the safety of the community. The department is a full-service law enforcement agency which is responsible for enforcing state and local laws, investigating crime, enhancing traffic safety, and providing crime prevention through a variety of programs. A philosophy of community policing drives all aspects of the departments’ interaction with the community. The Department is organized into three Bureaus:

• The Administrative Bureau is comprised of the Administrative Staff Division and the Support Services Division, each of which provide a myriad of logistical support to the Department.

• The Operations Bureau is comprised of the Patrol Division and the Traffic Section.

Uniformed officers from this bureau provide a general patrol function, respond to calls for service, handle traffic enforcement and provide a variety of law enforcement services.

• The Investigative Bureau is comprised of the Investigative Division which conducts

criminal investigations and the South Oakland Narcotics Intelligence Consortium, known as S.O.N.I.C, which engages in surveillance and narcotics enforcement operations.

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City of Farmington Hills –Organizational Chart

Citizens of Farmington Hills

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47th District Court

Human Resources

Auditors

Economic Development

Boards & Commissions

Mayor & City Council

Management Assistant

Assistant City Manager

Employment EEO

Contract Admin. Compensation & Benefits

Employee Relations Organizational-Development

Planning Consultant

City Manager

Elections Voter- Registration

Records

City Attorney

City Clerk

Central Services

Finance

Fire

Planning & Community

Development

Police

Public Services

Special Services

Purchasing MIS

Communications-Equipment

Treasury Assessing

Accounting Budget

Pension- Admin.

Risk Mgmt. Debt Admin.

EMS Fire-

Suppression Technical-

Rescue Haz. Materials

Emerg. Fire Prevention

Building Zoning Code-

Enforcement Community

Dev. Housing Rehab.

Planning

Admin. Bureau Crime Prevention Operations Bureau

Records/ Community -

Policing Investigative-

bureau

Public Works Engineering

Refuse- Removal Road -

Maintenance Utilities &

Drains Building-

Maintenance

Parks & Recreation Senior Programs Grounds Maint.

Golf Course Activities Center

Ice Arena Cultural Arts

Youth Programs

Video Production

Public Info

Employee Handbook

Chapter Two: General Information Bulletin Boards The City provides employee bulletin boards to display legally required posters and notices, safety rules, union notices, job postings and other information. Information posted on these bulletin boards must be approved in advance by the Human Resources Department. In addition to the City bulletin boards, departments may have bulletin boards that can be used for department notices and personal topics of interest. Check with your supervisor for more information. Code of Ethics The City has a formal Code of Ethics, adopted in 1989, that states all officials and employees must avoid conflicts between their private interests and those of the general public whom they serve. The policy contains information on conflict of interest and ethical conduct and specifically discusses gratuities, preferential treatment, use of information, full disclosure, outside business dealings, doing business with the City, suppression of public information and use of City property. It also discusses why integrity is important, personal reputation, the City’s reputation, gray areas and more. Included in the Code of Ethics is a section on Accepting Gifts or Favors. It states in part that employees of the City are prohibited from accepting gifts of value, favors, or preferential treatment such as discounts from vendors, firms, or individuals regulated by or doing business with the City. The application of this regulation is a matter of reasonable and mature judgment. The following guidelines may be used in interpreting the regulation:

• The City gift policy is in effect for all gifts of value, whether received at work or at home.

• The acceptance of inexpensive advertising gifts, such as pens, pencils, key rings, calendars, coffee cups, etc. or other small items such as boxes of candy, nuts, plants, etc. shared by an entire office and/or enjoyed by the public are not considered gifts of value and can be accepted.

• Allowing someone to buy your lunch or dinner occasionally or attending a reception is

not out of order. On the other hand, frequent payment for an employee’s meal should be avoided. A good policy is to try to stay even by picking up the check an appropriate number of times or sharing the bill. These same guidelines can be applied to refreshments and entertainment.

• Any gift of cash, including gift books and gift certificates, is strictly prohibited. • Any unusual gift or expensive items, the return of which would be costly or cause

embarrassment, or any situation that is not clearly defined should be reported to and reviewed by an appropriate supervisor or authority.

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If you have questions contact your Supervisor or the Human Resources Department for a copy of the Code of Ethics. Dress Code Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image the City presents to its residents, customers and members of the public. Employees are expected to present a professional, business-like image and to dress according to the requirements of their positions. Clothing should be neat, clean, in good taste and not constitute a safety hazard. Employees who appear for work inappropriately dressed may be sent home and directed to return to work in proper attire. Under such circumstances, employees will not be compensated for the time away from work. The City provides uniforms for certain job classifications, and in these cases, a uniform is expected to be worn during the work day. Approximately twice a month the City has “Casual Days” whereby for a small donation employees can dress casually. Participation is voluntary and the money is donated to various charities and causes. Consult your supervisor if you have questions as to what constitutes appropriate attire for your particular position for both regular and casual work days. Information Systems / Computers The City has an obligation to ensure that its computer resources are used properly and within established guidelines. There is no right to privacy associated with the City’s computer equipment, the Internet, electronic mail or any other communications devices. In this regard, the City has the right to monitor all use of computers, e-mails, use of the Internet or other communications, retain records of all communications, and use all communications as permitted by law. Because the City recognizes that information is an asset it has established security measures and assigned responsibilities to protect it from loss, theft and unauthorized modification or disclosure. All computer users are responsible for safeguarding information and the physical assets that store this information. Additionally computer users are expected to use computing resources in a responsible and lawful manner. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 2.02 for a complete description of the Information Systems Policy.

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Mail System The purpose of the mailroom is to provide postal and other delivery services for mail and packages generated by the City in the course of business. The mailroom is open during regular business hours but is staffed on a part-time basis. Advance notification to the Mail Clerk or Central Services Staff is required for complex mailings or bulk mailings of 500 pieces or more, as these require additional time and processing. Employees may send personal packages via UPS. The employee is responsible for providing proof of payment for the cost of the shipment to the Mail Room Clerk before packages will be shipped. The City is not responsible for tracking personal shipments or intervening in any problems that may occur. The City does not provide metering of personal mail. Mailboxes are available directly in front of City Hall for mailing personal mail and holiday cards. Political Activity Employees have a right to engage in political activities of their choosing. However, employees are prohibited from engaging in political activities during work hours and may not solicit or collect funds, make phone calls at the workplace or use City property for political purposes. In addition no employee may be made to feel compelled or coerced by anyone to support an issue, candidate or cause. Recycling The City supports environmental awareness by encouraging recycling and waste management in its business practices and operating procedures. This support includes a commitment to the purchase, use and disposal of products and materials in a manner that will best utilize natural resources and minimize any negative impact on the earth's environment. Special recycling receptacles have been set up at various locations to promote the separation and collection of various recyclable materials. Please identify the locations and use them. Smoke-Free Workplace In keeping with the City's intent to provide a safe and healthy environment for employees and the public, smoking in any City building is prohibited. This policy applies equally to all employees, residents, customers and members of the public.

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Telephone A large portion of the City's business is conducted through telephone contacts with residents, customers and members of the public. Professional telephone manners are important, because with each telephone call placed or received, an image of the City is projected. Employees should always answer telephones promptly and pleasantly. In order to keep City phones open for business calls, personal calls should be kept to a minimum and handled during break periods or lunch periods whenever possible. The use of City phones for long distance personal calls is not permitted without supervisory approval. Phone usage is monitored and employees may be required to reimburse the City for any charges resulting from their personal use of the telephone.

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Chapter Three: Employment Employee Groups General employees make up approximately one quarter of the City’s work force and are not represented by a union. The remaining City employees are covered by a collective bargaining agreement as well as other policies and procedures of the City. The City currently recognizes six collective bargaining units, or “unions.” They are: American Federation of State, County, Municipal Employees (AFSCME), representing most office/clerical, service maintenance, DPW, and technical positions. Teamsters Local 214, representing administrative support, first-line supervisors, professional and mid-level managers. Lieutenants and Sergeants Association/Police Officers Labor Council (POLC), representing the police sergeants and lieutenants. Police Officers Association/Police Officers Association of Michigan (POAM), representing the police officers. Police Communication Association/Police Officers Association of Michigan (POAM), representing the police dispatchers and dispatch coordinators. Fire Fighters Association/International Association of Fire Fighters (IAFF), representing career fire fighters, lieutenants, and the fire marshal. Standard Practice Guide The Standard Practice Guide (SPG) contains personnel policies, practices and procedures of the City. The Employee Handbook is a supplement to the Standard Practice Guide. Together these documents provide information about working conditions, employee benefits and policies affecting employment. Disability Accommodation The City is committed to complying fully with the Americans with Disabilities Act of 1990 (ADA) and other applicable state and federal laws protecting the disabled, and ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non- discriminatory basis. The City will make reasonable accommodation for qualified individuals who are otherwise able to perform essential job functions. It is the obligation of candidates for employment or current employees to request such accommodations.

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Any individual who believes they have been discriminated against on account of a disability should contact their Department Head or the Director of Human Resources, who serves as the ADA coordinator for employment matters. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy 2.01 for a complete description of the Americans with Disabilities Act Policy. Emergency Closings It is the policy of the City to remain open at all times in order to maintain services to the public. However, in the event of emergency conditions due to severe weather, natural disaster, fire, major utility failures or other circumstances, the City may close some of its non-critical service areas. When non-critical service areas are officially closed due to emergency conditions, employees should not report to work. When possible, affected employees will be notified by phone whether to report to work or not. Employees whose primary function involves emergency services or those employees in other areas that remain open will not be excused from duty but will follow their regularly scheduled duty assignments or other duties as assigned and are expected to make every reasonable effort to report to work. During emergency closings, time off from scheduled work will be unpaid. However, with supervisory approval, employees may use available paid leave time, such as vacation, compensatory time or personal days. Sick leave benefits can not be used. City operations and offices may remain open during normal business hours during some emergency situations such as a snow storm. In this case the Department Head or designee may allow employees the option of being excused for part or all of the workday. The time off will be unpaid but, with supervisory approval, available paid leave time such as vacation, compensatory time or personal days may be used. Sick leave benefits can not be used. Employment At-Will All City employees are at-will employees unless expressly stated otherwise in a collective bargaining agreement or other written employment contract for a fixed term. This Employee Handbook is not a contract of employment and does not guarantee any particular duration of employment. Since City employment is at-will, both the employer and the employee are free to end employment at any time without notice for any reason. Completion of an employee’s probationary period does not change an employee’s at-will status. Any oral or written statements contrary to this section have no force or effect unless they are in writing, directed to the employee personally and formally approved by the Director of Human Resources.

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Employment Status It is the intent of the City to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate an at-will employment relationship at any time is retained by both the employee and the City. Each employee is designated as NONEXEMPT, EXEMPT or EXEMPT BUT ELIGIBLE FOR OVERTIME. NONEXEMPT employees are covered by the overtime provisions of the Fair Labor Standards Act and entitled to overtime pay or compensatory time under specific provisions. EXEMPT employees are not covered by the overtime provisions of the Fair Labor Standards Act and not eligible for overtime and compensatory time. EXEMPT BUT ELIBIBLE FOR OVERTIME employees are defined as exempt in accordance with the Fair Labor Standards Act, but determined by the City as eligible for overtime. An employee's eligibility for overtime may be changed only upon written notification by the Director of Human Resources. In addition, each employee is designated as having one of the following employment status classifications: REGULAR FULL-TIME employees work a full-time schedule and are not in a temporary or probationary status. Regular full-time employees are eligible to participate in the City's benefit package, subject to the terms and conditions of each benefit program. REGULAR PART-TIME employees are regularly scheduled to work twelve months a year and at least 20 hours in a week, but less than the full-time schedule and are not in a temporary or probationary status. Regular part-time employees are not eligible for the City's benefit package, though they may have limited participation in select benefits such as the ability to participate in the City's deferred compensation programs. TEMPORARY employees are hired as temporary replacements, to supplement the work force, to work seasonally, or to assist in the completion of a specific project. Employment in these categories may be full- or part-time. Employment assignments in this category are of a limited duration or sporadic in nature. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. They are not eligible for the City’s benefit package. PROBATIONARY employees are those employees whose performance is being evaluated to determine whether their continued employment in a specific position with the City is appropriate. Employees who satisfactorily complete the probationary period will be assigned a new employment status of regular full-time or regular part-time. Probationary employees are eligible for some of the benefits provided by the City.

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Equal Employment Opportunity and Nondiscrimination The City of Farmington Hills is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by federal or state law. The City will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. Employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor, their Department Head or the Director of Human Resources. Employees can raise concerns and make reports in good faith without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 3.01 for a complete description of the Equal Employment Opportunity and Non-discrimination Policy. Employment of Relatives The employment of relatives in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried into day-to-day working relationships. Therefore, each request to hire a relative will be assessed independently on its unique circumstances by the City Manager prior to City Council Review. Additionally section 10.01, Paragraph A. of the City Charter states: "The appointment or employment of relatives by blood or marriage within the second degree of consanguinity or affinity of any Council member, appointee, or employee of the City, shall require the approval of the Council. If the status of the relationship between any two employees, appointees, or Council members of the City changes to a relationship described above, the employment status shall be reviewed by the Council." Relatives of persons currently employed by the City may be hired only if they will not be working directly for or supervising a relative, or will not occupy a position in the same line of authority within the organization. This policy applies to any relative, higher or lower in the organization, who has the authority to review employment decisions. Employees cannot be transferred into such a reporting relationship. If the relative relationship is established after employment, the City Council will review the employment of the affected employees and may approve the current employment status, transfer, reassign, or terminate one of the affected employees, or take any other action it deems appropriate at its sole discretion.

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If an employee has a change in employment status (for example from regular part-time to regular full-time) City Manager approval is again necessary before City Council review. In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment, or terminated from employment. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 3.02 for a complete description of Employment of Relatives. Hiring Process To ensure compliance with contractual and legal requirements, the Human Resources Department is available to assist the departments in filling vacancies. When a personnel vacancy occurs, the department, in consultation with the Human Resources Department, begins the selection process designed to identify the most suitable individual for the position. Authorized department personnel make conditional job offers for part-time and temporary positions. After reviewing the references and background checks, Human Resources makes the conditional job offer for full-time positions. A complete description of hiring procedures is available from Human Resources. Life-Threatening Illnesses in the Workplace Employees with life-threatening illnesses, such as cancer, heart disease, and AIDS, often wish to continue their normal pursuits, including work, to the extent allowed by their condition. The City supports these endeavors as long as employees are able to meet acceptable performance standards and to perform their essential job functions. Employees will be provided with reasonable accommodations when required by the Americans with Disabilities Act. Medical information on individual employees is handled confidentially. The City will take reasonable precautions to protect such information from inappropriate disclosure. Managers and other employees have a responsibility to respect and maintain the confidentiality of employee medical information. Medical Examinations After a conditional offer of employment has been made to an applicant, a medical examination and drug test will be performed at the City's expense by a health professional of the City's choice. The offer of employment and assignment to duties is contingent upon satisfactory completion of the exam. Current employees may be required to take a medical examination, a psychological examination and or a drug test to determine fitness for duty. Such examinations will be scheduled by the City and performed at the City's expense.

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Information on an employee's medical condition or history will be kept separate from other employee information and maintained confidentially. Access to this information will be limited to those who have a legitimate need to know. Outside Employment An employee may hold a job with another organization if it does not present a conflict of interest, and as long as he or she satisfactorily performs his or her job responsibilities with the City. All employees will be judged by the same performance standards and will be subject to the City's scheduling demands, regardless of any existing outside work requirements. If the City determines that an employee's outside work constitutes a conflict of interest, or interferes with performance or the ability to meet the requirements of the City as they are modified from time to time, the employee may be required to terminate the outside employment if he or she wishes to retain their employment with the City. Outstanding Employee Program A qualified and dedicated workforce is essential to achieving excellence in local government and to providing a high level of public service. The Outstanding Employee Program recognizes the value of dedicated and hard-working employees. Full-time civilian employees and regular part-time employees are eligible to be nominated for the Outstanding Employee Program. The Police Officer and the Fire Fighter of the Year are determined by separate nominating procedures. Outstanding Employees are selected using the following three criteria: outstanding job performance, rapport with co-workers and service to the public, and positive contributions to the department and City. A selection committee, made up of the Department Heads and the last five Employees of the Year selects one Employee of the Year and several Outstanding Employees. The named employees receive a check and plaque at the Annual Service Award Program, an after-work employee recognition ceremony held each January. Performance Management Program The City’s Performance Management Program is a process that includes regular, consistent feedback, training and education, and formal performance reviews. Through this process, the City can foster an effective partnership with our employees that will help create a rewarding work environment. All regular full-time and regular part-time probationary employees and newly transferred or promoted employees will receive their first performance review and counseling session before the completion of three months of the probationary period. A second review is completed before the end of the six-month probationary period. All full-time and regular part-time employees of the City will receive an annual review of work performance along with constructive counseling as to how performance can be improved.

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Performance evaluation and feedback should also be continuous and informal. Open communication is the key to effective performance. Personnel Data Changes It is the responsibility of each employee to notify the City within 30 days of any changes in personal data, including changes in family status such as birth, adoption, marriage, divorce, legal separation, or death. Personal mailing address, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, and other such information should be accurate and current at all times. This ensures the proper coverage under insurance policies, desired beneficiary designations, appropriate income tax withholdings, and the ability of the City to contact family or friends in the event of an emergency. When personal data changes, notify your Department Head and the Human Resources Department immediately so that appropriate forms may be completed. Personnel Files The City maintains a personnel file for each employee. The personnel file includes such information as the employee's job application, resume, records of formal training, benefit information, documentation of performance appraisals and salary increases, any commendations or disciplinary records, and other employment records considered by the City to be of relevance. Personnel files are the property of the City, and access to the information they contain is restricted and subject to any applicable state or federal laws. Generally, only supervisors and management personnel of the City, who have a legitimate business reason to review information in a file, are allowed to do so. Employees who wish to review their own file can contact the Human Resources Department. With reasonable advance written notice, employees may review their own personnel files in the Human Resources Department in the presence of a Human Resources staff member. Employees may request copies of any documents in their personnel file. Probationary Period The probationary period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. The City uses this period to evaluate employee capabilities, work habits, and overall performance. All new and rehired employees work on a probationary basis for the first six months after their date of hire. Any significant absence may extend the probationary period by the length of the absence. If the City determines that the designated probationary period does not allow sufficient time to thoroughly evaluate the employee's performance, the probationary period may be extended for a specified period. Upon satisfactory completion of the initial probationary period, employees may enter the regular full-time or regular part-time employment classification. This does not change an employee’s at-will status. Temporary, seasonal, and casual employees, by the very nature of their assignments, do not achieve regular status. An employee will be terminated if they do not successfully complete the probationary period.

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Employees who are promoted or transferred within the City must complete a secondary probationary period with each reassignment to a new position. An employee who, in the sole judgment of management, is not successful in the new position, can be removed from that position at any time during the secondary probationary period. If this occurs, the employee may be allowed to return to his or her former job or to a comparable job for which the employee is qualified, depending on the availability of such positions and the City's needs. Benefits eligibility and employment status are not changed during the secondary probationary period that results from a promotion or transfer within the City. During the initial probationary period, new full-time employees are eligible for those benefits that are required by law, such as Workers' Compensation Insurance and Social Security; health and life insurance benefits (subject to insurance contract waiting periods); participation in the City pension plan, deferred compensation plans and flexible spending account plans; and limited other benefits. Employees should read the explanation of benefits booklet for each specific benefit program for the details on eligibility requirements and coverage. Employees who are in their initial probationary period are not eligible to use paid leave benefits, such as sick and vacation time, until after the successful completion of their probationary period. Employees who are in their initial probationary period are not eligible for payout of accrued sick and vacation time. Service Award Program The Annual Service Award Program was established years ago to recognize milestone anniversaries of employees who have been with the City for 5, 10, 15, 20, etc. years. The program is an expression of appreciation for years of dedicated service, and honors the efforts of those whose work both individually and collectively have helped to create the great City of Farmington Hills. Employees often attend the program with their families and receive recognition and a gift of their selection, appropriate to their years of service with the City. Termination Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Some of the most common circumstances under which employment is terminated are resignation, discharge, layoff and retirement. The City may schedule exit interviews at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee pension, benefits, conversion privileges, repayment of outstanding debts to the City, or return of the City-owned property. Suggestions, complaints, and questions can also be discussed. All accrued, vested benefits that are due and payable at termination will be paid to regular full- time employees whenever they leave employment with the City, either voluntarily or involuntarily. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance. Probationary employees are not eligible for payout of accrued sick and vacation time.

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In the event an employee leaves the employ of the City within one year from the date the City made a tuition payment(s), the employee will reimburse the City. All other City property such as City identification card, key(s), credit card(s), tools, cell phone, pager, car etc. must be returned to the immediate supervisor. The City may withhold an employee's final paycheck or other payoff pending the return or reimbursement of the cost of all outstanding City property. An employee who intends to resign his or her employment with the City is requested to provide at least two weeks advance written notice to the supervisor. Failure to provide advance notice may affect subsequent re-employment consideration.

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Chapter Four: Conduct Drug-Free Work Place It is the City's desire to provide a drug-free and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. Employees will not possess, sell, or use alcohol or illegal drugs nor abuse prescribed controlled substances while on the job or on City property. Employees will not work or report to work under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job in a safe and competent manner that does not endanger other individuals in the workplace. Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences. The City has a separate drug policy specific to employees who perform safety-sensitive functions in accordance with Department of Transportation regulations. A copy of this policy and related training are provided to affected employees. The City may direct an employee to undergo a drug test if the City has reason to believe that the employee may be under the influence of or in possession of drugs or alcohol. Refusal to submit to drug testing will be considered as a positive result and will result in disciplinary action, up to and including termination of employment. As with other policies summarized in this handbook, this is only a summary of the City's policy on drugs and alcohol and is superceded by departmental policies and procedures, and federal and state law. Employee Conduct and Work Rules The City expects employees to follow rules of conduct to protect the interests and safety of all employees, to ensure orderly operations and to provide the best possible work environment. Conduct that interferes with operations, that discredits the City or that is offensive to employees, residents, customers, and members of the public will not be tolerated. Employees are responsible for obtaining, understanding and complying with the work rules, standard operating procedures, and the policies and procedures specific to their Department. Ask your supervisor or the Human Resource Department for a copy of the Standard Practice Guide Policy Number 4.02 for a complete description of Standards of Conduct.

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Harassment It is the policy of the City that all employees and potential employees should enjoy a quality working environment based on mutual respect, and free of harassment and intimidation on the basis of race, sex, national origin, age, height, weight, marital status, mental and/or physical disability, religious affiliation or other protected classification under Federal and State law. Such harassment by any employee, supervisor, vendor, contractor, or others working for or doing business with the City will not be tolerated. The City will conduct a thorough and confidential investigation of all reported incidents of harassment in a fair, impartial, and timely manner and will take action to prevent such unwanted behavior from recurring. An employee who believes that he or she has been the subject of harassment is directed to immediately report such an incident to the Director of Human Resources or a professional staff member of the Human Resources Department. Violations of the harassment policy by employees will result in remedial action or discipline up to and including discharge from employment. The City not only prohibits harassment but also strictly prohibits any retaliation against an employee who, in good faith, has registered a complaint. Appropriate disciplinary action will be taken if such retaliation is reported and confirmed. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy 4.01 for a complete description of the Harassment Policy. Discipline It is in the City’s best interest to ensure fair and consistent treatment of all employees and to make certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future. Progressive discipline means that, with respect to most disciplinary problems, a variety of disciplinary action may be used depending on the seriousness of the offense. Discipline may include verbal warning, written warning, various lengths of disciplinary layoff, termination of employment or other disciplinary measures. The City recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or, in extreme situations, discharge of employment. By using progressive discipline, most employee problems can be corrected at an early stage, benefiting both the employee and the City.

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Solicitation In an effort to assure a productive and harmonious work environment, persons not employed by the City may not solicit or distribute literature in the workplace at any time for any purpose. The City recognizes that employees may have interests in events and organizations outside the work place; however, employees may not solicit or distribute literature concerning these activities during working time. For this purpose, working time does not include lunch periods or any other periods in which employees are not on duty.

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Chapter Five: Hours of Work/Compensation/Payroll Attendance and Punctuality The City expects employees to be reliable and punctual in reporting for scheduled work. Poor attendance and excessive tardiness are disruptive and cause operational problems such as staff shortages, overtime, lost productivity, reduced morale, increased costs, and inequitable distribution of workload. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence. Recognizing the difficulties imposed on the City when employees are absent from work, the City has a Sick Leave Absenteeism Control Policy. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy 6.05 for a complete description of the Sick Leave Policy. Lunch Periods Regular full-time employees are provided with a paid lunch period of 60 minutes in length for each full day worked. Full-time employees who work a minimum of five hours in a workday are entitled to a 30-minute paid lunch period. Part-time employees do not receive a paid lunch period. DPW, Parks and Golf Maintenance employees and other employees may have a different lunch period. Supervisors will schedule lunch periods to accommodate operating requirements and to minimize impact on customer service. In unusual circumstances, an employee may be required to forego a lunch period in order to accommodate operating requirements. In those unusual instances, there is no additional compensation for the lunch period foregone. Instead, the employee will accrue an hour of compensatory leave time to be taken subject to prior approval of the supervisor. Overtime/Compensatory Time When operating requirements or other needs cannot be met during regular working hours, employees may be scheduled to work overtime hours. All overtime work must receive the supervisor's prior authorization. Overtime assignments will be distributed as equitably as practical, within an office or division, and by job classification, to employees qualified to perform the required work. At the discretion of supervisory personnel, some overtime may be mandatory. When possible, advance notification of these mandatory assignments will be provided. Most employees are eligible for overtime pay, with the notable exception of Department and Division Heads and other select exempt classifications. Overtime compensation is paid to eligible employees in accordance with federal and state wage and hour laws and appropriate labor agreements. In general, regular full-time employees required to work longer than eight hours on any regular working day, more than 40 hours in a week, or to work on Saturday, will be compensated at a

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rate of one and one-half times their regular straight-time hourly rate of pay for those premium hours. Regular full-time employees required to work on a Sunday or on a designated holiday are paid at a rate of two times their regular straight-time hourly rate of pay. For purposes of calculating daily overtime, only hours actually worked will be used with the exception that paid lunch periods are considered time worked. Paid time off for vacation, sick or personal leave or compensatory time will not be considered as hours worked. In some situations, employees may receive compensatory time off (comp time) in lieu of overtime. It is computed at one and one-half hours for each hour worked by the employee as overtime, except for compensatory time earned on a Sunday or City holiday, which will be computed at two (2) hours for each hour worked. Temporary, seasonal and regular part-time employees required to work longer than 40 hours in a week will be compensated at a rate of one and one-half times their regular straight time hourly rate of pay for those premium hours. They are not eligible for compensatory time. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 5.03 for a complete description of the Overtime/Compensatory Time Policy. Paydays All employees are paid biweekly on every other Friday. In the event that a regularly scheduled payday falls on a day off such as a holiday, employees will receive pay on the last day of work before the regularly scheduled payday. Employees who discover an error in the amount of their pay should promptly bring the discrepancy to the attention of their supervisor or the Finance Department so that corrections can be made as quickly as possible. All underpayments or overpayments will be rectified. Direct Deposit Employees may have all or a portion of their check deposited into up to two financial institutions if they provide advance written authorization to the City. Authorization forms are available in the Human Resources Department. Employees will receive an itemized statement of wages when the City makes direct deposits. Pay Deductions The law requires that the City make certain deductions from every employee's compensation. Among these are applicable federal and state income taxes. The City must also deduct Social Security taxes on each employee's earnings up to a specified limit that is called the Social Security "wage base." The City matches the amount of Social Security taxes paid by each employee.

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The City offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs. Some common deductions include: * Union dues * Medical insurance premium contributions * Contributions to individual flexible spending accounts * Contributions to deferred compensation programs Other mandated deductions may be taken for debt payment or other legal obligations. If you have questions concerning deductions made from your paycheck or how they were calculated, contact the Finance Department. Timekeeping Federal and state laws require the City to keep an accurate record of time worked for all employees in order to calculate employee pay and benefits. Generally time worked includes all time actually spent on the job performing assigned duties, and any paid lunch or break periods. It is the employees' responsibility to accurately record time worked, sign their time record certifying its accuracy and submit it to the supervisor by the deadline. If corrections or modifications are made to the time record, the supervisor must verify the accuracy of the changes by initialing the time record and send a copy to the employee. Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment. Ask your supervisor or the Human Resources Department for a copy of Standard Practice Guide Policy Number 5.02 for a complete description of Payroll Time Sheets. Work Schedules City business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The normal work schedule for full-time employees is eight hours a day, five days a week including a one-hour paid lunch. However, work hours may vary throughout the City depending on an employee’s particular position, workload, and the operational needs of various departments. DPW, Parks and Golf Maintenance employees, and other employees may work a different schedule. Supervisors will advise employees of the times their schedules will normally begin and end. Employees are expected to be at their work location and ready to work at the start of their work schedule. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.

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Chapter Six: Benefits The City provides a wide variety of benefits for general employees with a minimal contribution. These benefits are an important part of the total compensation package. Eligibility for benefits is dependent upon a variety of factors, including employment status, employee classification, and seniority. This handbook, in conjunction with the Standard Practice Guide and other City policies, identifies the programs for which you are eligible. Details of many of these programs can be found throughout this book and/or from information available in the Human Resources Department. This section is designated to highlight the main features of your benefits and is not intended as a contract of benefits. The City reserves the right to revise or change the level of benefits provided. The following pages summarize your benefits and in the event of any discrepancy between the information and actual plan documents, the plan document will prevail. Complete details of insurance plans are contained in the formal insurance policies that govern the operation and administration of each plan. Insurance Continuation (COBRA) The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives regular full-time employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the City’s health plan when a “qualifying event” would normally result in the loss of eligibility. Some common qualifying events are:

• resignation, termination of employment, retirement or death of an employee; • a reduction in an employee’s hours or a leave of absence; • an employee’s divorce or legal separation; • a dependent child no longer meeting eligibility requirements.

Under COBRA, the employee or beneficiary pays the cost of coverage based upon the City’s group rates. The City provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under the City’s health insurance plan. An employee must provide notice to the Human Resources Department within 30 days of a qualifying event, so that proper arrangements can be made to allow for continued insurance coverage. Credit Union Your employment with the City allows you to become a member of LOC Credit Union. The credit union offers a number of financial services to members. The credit union can be reached at www.locfederal.com or 248-474-2200.

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Deferred Compensation All regular full-time and regular part-time employees have the option of participating in a deferred compensation program. A deferred compensation program is an IRS-approved method for deferring federal and some state income taxes on savings until retirement. Taxes are paid on the savings and earnings when withdrawn, usually during retirement. Enrollment is voluntary and contributions to the program are financed solely by the employee. Brochures explaining the programs in detail are available in the Human Resources Department. Dental Insurance Subject to plan and/or policy requirements and conditions, the City provides dental insurance coverage for regular full-time employees through Delta Dental Plan of Michigan, the Delta Premier Plan, or equivalent. Coverage becomes effective on the first day of the month following 30 days of continuous employment. Please review your explanation of benefits or contact the Human Resources Department for individual information. Flexible Benefit Plans Regular full-time employees are eligible to participate in the Flexible Spending Plan. This program allows employees to pay for certain medical and/or dependent care expenses with pre-tax dollars. Employees can enroll annually during the open enrollment period. Changes can also be made during the plan year consistent with a qualifying event such as divorce, birth, marriage, etc. The flexible benefit plan year runs from July 1 through June 30. New employees have 30 days from the date of hire to enroll in the flexible benefit plan. Health Insurance Subject to plan and/or policy requirements and conditions, the City offers group medical insurance to all regular full-time employees and eligible dependents. Health insurance coverage becomes effective the first day of the month following the date of employment. Employees may change their medical insurance plan only during the annual open enrollment period. It is an opportunity for employees to enroll in a plan, add dependents, or change plans. Employees must complete and return to the Human Resources Department the appropriate enrollment or change form during the open enrollment period. Changes take effect May 1 of each year. Changes in coverage outside of the open enrollment period can be made when a qualifying event occurs such as birth, divorce or marriage. The appropriate form(s) must be completed and

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returned to the Human Resources Department within 30 days of the qualifying event. Insurance companies may refuse to accept changes after 30 days have passed until the next open enrollment period. Due to the rapid changes in the health care industry and the different benefit options available, please review your explanation of benefits booklet or contact the Human Resources Department for individual information. Holidays The City will grant paid holiday time off to regular full-time employees and probationary full-time employees, on the holidays listed below. New Year’s Day *Columbus Day Martin Luther King Jr. Day *Veterans Day Presidents’ Day Thanksgiving Day Good Friday afternoon (one-half day) Day after Thanksgiving Memorial Day Christmas Eve Independence Day Christmas Day Labor Day New Year’s Eve To be eligible for holiday pay, employees must work the last work day immediately before the holiday and the first work day immediately after the holiday. To be paid for Good Friday afternoon an employee must also work Good Friday morning. This requirement does not apply if an employee is on approved paid leave. A recognized holiday that falls on a Saturday is observed on the preceding Friday. A recognized holiday that falls on a Sunday is observed on the following Monday. When New Year’s Day and Christmas Day fall on a Saturday, Sunday, or Monday, the eve day preceding the holiday is considered a floating holiday, and taken in accordance with the provisions below. *Columbus Day and Veterans Day are considered floating holidays, regardless of the day of the week on which they occur. City offices remain open on floating holidays, and employees are expected to report to work unless off on other approved leave. Floating holidays are accrued as of the day on which the actual holiday occurs. They may be scheduled and taken in the same manner as a vacation day. However, floating holidays may not be carried forward to the following fiscal year, nor may they be cashed out. If eligible non-exempt employees are scheduled to work on a recognized holiday, except a floating holiday, they will receive holiday pay plus wages at two times their straight-time rate for the hours actually worked on the holiday. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 6.03 for a complete description of the Holiday Policy.

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Life Insurance Subject to plan and/or requirements and conditions the City provides life insurance to regular full-time employees through the City’s group insurance plan. Coverage becomes effective the 1st day of the month following the date of employment. Please contact the Human Resources Department for detailed information. Longevity The City provides annual longevity payments to regular full-time employees in accordance with their length of service. Employees receive additional compensation equal to the percentage of their annual rate of pay, including overtime, based on seniority, for the current calendar year. Seniority Percentage of Annual Pay Less than 3 years None 3 years but less than 5 years 0.5% 5 years but less than 7 years 1.0% 7 years but less than 10 years 2.0% 10 years but less than 15 years 4.0% 15 years but less than 20 years 6.0% 20 years and over 8.0% Longevity on wages earned through December 31 will be paid on the third payday prior to December 25. A second longevity payment covering overtime paid through December 31 will be made after the New Year. Long-Term Disability Subject to plan and/or policy requirements and conditions, the City provides a long-term disability benefit for regular full-time general employees. Employees are subject to eligibility requirements and other provisions set forth in the insurer contracts. Please refer to the explanation of benefits booklet or contact the Human Resources Department for more information. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 6.08 for a complete description of the Long-Term Disability Policy. Mileage Reimbursement Employees who use their personal automobiles in the course of performing their duties will be paid a mileage reimbursement rate as established by the City. Use of personal automobiles must be pre-approved by the Department Head.

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Optical Insurance Subject to plan and/or policy requirements and conditions, the City provides optical insurance for regular full-time employees and eligible dependents through Blue Cross Blue Shield Vision Service Plan (VSP) or equivalent. Coverage becomes effective the 1st day of the month following the date of employment. Please review your explanation of benefits booklet or contact the Human Resources Department for individual information. Personal Days Regular full-time employees may identify three days per calendar year from their sick leave accrual as personal days. These days may be taken at the employee’s discretion and must be scheduled in advance with the employee’s supervisor. Unused days from any calendar year remain in the employee’s sick leave bank. Full-time probationary employees are not eligible to use personal days until after the completion of their probationary period. Retirement Defined Benefit Plan Eligible regular full-time employees hired before July 1, 2006, are members of the retirement system approved by the Farmington Hills City Council. The Employees’ Retirement System is a defined benefit pension system that provides a specific monthly benefit at retirement, based on factors such as age, employee group, earnings, and years of service for members and their beneficiaries. The retirement system is a contributory plan, meaning that both the employee and employer contribute. The employee contribution is 6 percent of annual salary ― four and one-half (4½) percent for retirement and one and one-half (1½) percent for post-retirement health benefits. As allowed by law, a portion of the employee contribution is paid in pre-tax dollars. The City’s contribution is based on actuarial projections and changes annually. An employee can retire at sixty (60) or more years of age with eight (8) or more years of service. Employees who are at least fifty-five (55) years of age may retire with an unreduced pension if the sum of their age and years of service is greater than or equal to eighty (80). The City will pay the full cost of actual health insurance premiums for employees who are at least fifty-five (55) years of age and have obtained a minimum of twenty (20) years of service, if the sum of their age and years of service is greater than or equal to eighty (80), and they are in good standing under the City’s retirement system. Employees with fifteen (15) years of service are eligible for a partial health care benefit. Each year the Annual Report to Membership of the Employees’ Retirement System is distributed and contains up to date information on the retirement system. Please refer to this document for specific information on how to estimate your pension benefit.

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Defined Contribution Plan In lieu of participation in the Defined Benefit Plan, employees hired on or after July 1, 2006, shall participate in the Defined Contribution (DC) pension program. Contribution rates for the employer and employee will be calculated on base pay. Contributions into the DC plan are as follows: Employee 5% Employer 10% Vesting schedule for Employer Contributions: 50% vested after 3 years 75% vested after 5 years 100% vested after 7 years In lieu of the retirement health benefits above, employees hired on or after July 1, 2006 will participate in a Retirement Health Savings (RHS) Plan. The City will contribute $1,200 annually; $100.00 for each month of credited service. Employees will contribute 1.5% of the employee’s annual salary. The vesting schedule for the RHS is the same as the pension benefit. If you have questions or need more information contact the Human Resources Department. Short-Term Disability Subject to plan and/or policy requirements and conditions, the City provides a short-term disability benefit for regular full-time employees. Employees are subject to eligibility requirement and other provisions. Contact the Human Resources Department for specific information. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 6.07 for a complete description of the Short-Term Disability Policy. Sick Leave The City provides paid sick-leave benefits to all regular full-time employees for periods of temporary absence due to personal illnesses or injuries. Full-time probationary employees are not eligible to use sick leave benefits until after the completion of their probationary period. Eligible employees accrue sick leave benefits at the rate of 1.25 days for every full month for which an employee is paid for 80% of the scheduled working day. As such, the total possible amount of sick leave is 15 days per year (12 x 1.25) Sick leave can be used in minimum increments of one-half hour. Employees can use sick leave for an absence due to their own illness or injury or that of an immediate family member (spouse, child, parents or other legal dependent living in the same household) who requires their care and who resides in the employee’s household. Sick leave may also be used for doctor’s visits, if the appointment could not be made during non-working hours.

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Employees who are unable to report to work due to illness or injury should notify their direct supervisor at the start of the shift, or before the scheduled start of their workday if possible. The direct supervisor must also be contacted on each additional day of absence. A cash incentive is provided to employees who accumulate sick leave. Employees who accumulate 120 days of sick leave may “cash out” unused sick leave days earned in the immediately ending fiscal year at a rate of 50% of their annual base pay, Requests for annual cash out must be submitted to the Finance Department by July 31. Employees who do not exercise this option may continue to accumulate sick and reserve sick leave up to a 190-day maximum. Once this maximum is reached, further accrual of sick leave benefits will be suspended until the balance is reduced below the limit. Reserve sick leave may be used on the same basis as other sick leave, but the City will not make payment for any unused accumulated reserve sick leave. The sole intention of the sick-leave benefit is to provide income protection in the event of disabling illness or injury. Sick leave may not be used for any other absence. In determining abuse, the City may consider frequency and pattern of usage, as well as any other relevant circumstances or background. An employee may be required to take physical or mental tests and examinations by a City-appointed doctor whenever sick leave is taken. The City will pay the cost of such tests and examinations. Employees who retire or voluntarily resign their employment in good standing will receive 50% of their annual base pay for their accumulated sick leave, up to a maximum of 120 days. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 6.05 for a complete description of the Sick Leave Policy. Social Security All employees are covered by the Federal Insurance Contribution Act (FICA), commonly known as Social Security. FICA deductions are set by Federal law and are subject to changes. Employees contribute by payroll deduction up to a specified limit called the Social Security “wage base.” The City matches the amount of Social Security taxes paid by each employee. Tuition Reimbursement The City offers regular full-time employees educational assistance in the form of tuition and eligible fee reimbursement. Approval is considered on a case-by-case basis with consideration being given to the availability of budgeted funds and the appropriateness of each class or degree in relationship to the employee. The employee must obtain the prior written approval of the Department Head, Human Resources Director and City Manager to be eligible for reimbursement payment. Reimbursement will be made for those classes that are completed and where the final grade is the equivalent of a “C” or better.

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If an employee leaves the City within one year of any tuition reimbursement payment, the employee will reimburse the City. Payment can be made by personal check or the amount can be deducted from the employee’s final paycheck or other payoffs. Unemployment Compensation Employees may be eligible for unemployment compensation if they have earned the necessary credits to qualify for the benefit. It is payable in accordance with the Michigan Employment Security Act. Vacation Benefits Regular full-time employees earn vacation time based on years of service with the City. The vacation benefit year is July 1 through June 30 and eligibility for vacations is determined as of July 1 each year. Earned vacation time is available for use the year following its accrual, after successful completion of the probationary period.

VACATION SCHEDULE

Service as of July 1

Days Earned for Each Month Worked in Previous

Year Maximum Vacation

Under 2 Years .833 days 10 days 2 to 5 years 1.00 days 12 days 6 to 9 years 1.25 days 15 days

10 to 13 years 1.42 days 17 days 14 to 17 years 1.58 days 19 days 18 to 21 years 1.75 days 21 days 22 to 25 years 1.92 days 23 days Over 25 years 2.08 days 25 days

To take vacation, employees must request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including business needs and staffing requirements. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 6.04 for a complete description of the Vacation Policy.

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Workers’ Compensation Insurance An employee who sustains a disabling work-incurred injury or illness in the performance of their regular duties may be eligible for workers’ compensation benefits in accordance with the applicable workers’ compensation laws of the State of Michigan. This benefit pays for an employee’s medical treatment and for a portion of the income lost during recovery. The City supplements the State benefit for regular full-time employees up to eighty-five (85%) percent of the regular straight-time take-home pay. Specific benefits are defined by law depending on the circumstances in each case. Neither the City nor the insurance carrier will be liable for the payment of workers’ compensation benefits for injuries or illnesses that are determined to have occurred outside of the employee’s duties on the job.

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Chapter Seven: Leaves of Absence

A leave of absence is defined as a period of more than five business days away from work,

excluding scheduled vacations. A leave request form must be completed by the employee or the

employee’s supervisor, and submitted to the Human Resources Department through their

department for all leaves of absence.

Family and Medical Leave

The City will grant family and medical leave to eligible employees, in accordance with the

Family and Medical Leave Act of 1993 (FMLA). The leave may be paid, unpaid, or a

combination of paid and unpaid, depending on the circumstances and specifics of each leave.

An eligible employee can take up to 12 weeks of leave under this policy during any 12-month

period.

When an employee plans to take leave under this policy, the employee must give the City 30

days’ notice. If it is not possible to give 30 days’ notice, the employee must give as much notice

as possible. Requests for leave under this policy must be submitted on a Leave Request Form to

the employee’s immediate supervisor with a copy to the Human Resources Department. Leaves

are jointly approved by the Department Head and the Director of Human Resources.

In order to qualify for a family and medical leave, the employee must have worked for the City

at least 12 months or 52 weeks, and must have worked at least 1,250 hours during the twelve-

month period immediately before the date when the leave would begin.

An employee will be placed on FMLA leave for one of the following qualifying events:

1. The birth of a son or daughter and in order to care for that child;

2. The placement with the employee of a son or daughter for adoption or foster care;

3. To care for a spouse, son, daughter, or parent with a serious health condition; or

4. The serious health condition of the employee.

A serious health condition is defined as an illness, injury, impairment, or physical or mental

condition that involves in-patient care or continuing treatment by a health provider, or any period

of incapacity or treatment for such incapacity due to a serious health condition. The City

requires an employee to provide a Certification of Health Care Provider.

Ask your supervisor or the Human Resources Department for a copy of the Standard Practice

Guide Policy Number 7.01 for a complete description of the Family Medical Leave Policy.

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Funeral Leave

Funeral leave will be provided to regular full-time employees to attend or make arrangements for

the funeral of an immediate family member. The City defines “immediate family” as: the

employee’s spouse, child, sibling (in-law/step), parent (in-law/step), grandparent (step),

grandchild or any relative of the employee living in the same household.

The leave days shall be taken in conjunction with the day of the funeral/memorial service and in

the following increments:

Up to five (5) days

Spouse

Child

Up to four (4) days

Parent

Sibling

Grandchild

Grandparent

Up to three (3) days

“In Law” – Parent

“Step” – Parent

Up to two (2) days

*Household Relative

“In Law” - Brother & Sister

“Step” - Brother, Sister or Grandparent

*Appropriate time off will apply to Household Relatives not already covered above.

An employee must request funeral leave in writing, to their immediate Supervisor who will

approve or disapprove the request and forward it to the appropriate Department Head. The

Department Head will approve or disapprove the funeral leave request in accordance with the

Funeral Leave Policy. If time does not permit, an employee may request funeral leave in

advance, verbally, however a written Leave Request Form must still be submitted to the

supervisor as soon as possible.

Ask your supervisor or the Human Resources Department for a copy of the Standard Practice

Guide Policy Number 6.02 for a complete description of the Funeral Leave Policy.

Jury Duty

Regular full-time employees may request up to 30 days of paid jury duty leave in any one

calendar year for time missed from work due to being called for, and reporting to jury duty. Jury

duty may be extended at the sole discretion the City Manager. The daily jury fee paid by the

court must be immediately turned into the Finance Department by the employee. If mileage or

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other payments have been included in the check, they will be reimbursed by the Finance

Department through petty cash.

Medical Leave

Regular full-time employees who become seriously ill and unable to work, or otherwise disabled,

may request or be placed on a medical leave of absence. Medical leaves are normally approved

for periods of up to 30 days, may be extended at 30-day intervals, and are granted at the

discretion of the City. Medical documentation must be provided. Requests for medical leave are

to be submitted in writing with a leave request form to the Director of Human Resources and the

appropriate Department Head.

A medical leave of absence may or may not qualify as FMLA, or it may be granted once FMLA

has been exhausted. If a medical leave also qualifies as FMLA leave, it will be taken

concurrently with the FMLA leave.

Military Leave

The City provides a military leave of absence for employees called to military service in a branch

of the U.S. Uniformed Services in accordance with the Uniformed Services Employment and

Reemployment Rights Act of 1994.

The City provides additional benefits in excess of the federal requirements for regular full-time

employees who are involuntarily called to active duty and serve for a period of time greater than

two weeks. The additional benefits will be provided for a six-month period from the date of

entry into active military service and may be extended by the City Manager in six-month

increments for a total period of time not to exceed two years. Additional benefits include the

continuation of health, dental and optical insurance for the employee and dependents, and the

City will make up the difference between an employee’s base pay less his/her military pay.

Employees on two-week active duty training assignments or inactive duty training drills are

required to return to work for the first regularly scheduled shift after the end of training, allowing

reasonable travel time. Employees on longer military leave must apply for reinstatement in

accordance with all applicable state and federal laws.

The re-employment of returning employees, including their participation in employee benefits

plans, will be governed by applicable law.

Ask your supervisor or the Human Resources Department for a copy of the Standard Practice

Guide Policy Number 7.02 for a complete description of Military Leave of Absence.

Personal Leave

The City may grant leaves of absence with or without pay to regular full-time employees who

wish to take time off from work duties to fulfill personal obligations.

Requests for personal leave will be evaluated on a case-by-case basis, and based on a number of

factors, including anticipated work load requirements and staffing considerations during the

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proposed period of absence. All personal leaves must be approved in writing by the appropriate

Department Head, Director of Human Resources and the City Manager.

Prior to any unpaid portion of a leave, an employee must exhaust all accrued vacation and

compensatory leave time.

While on unpaid personal leave of absence, an employee is responsible for the full cost of

continuing benefits. Benefit accruals, such as vacation, sick leave, or holiday benefits, will be

suspended during the unpaid portion of the leave and will resume upon return to active

employment.

Employee Handbook

Chapter Eight: Safety and Risk Management

Motor Vehicle Safety The City has an obligation to establish safety and proficiency regulations and standards for employees who drive City vehicles. Employees who drive a municipal vehicle on a regular basis will be enrolled in the Driving Record Subscription service. This is a program administered by the Secretary of State that automatically sends a driving record report to the City if a conviction or sanction is posted to an enrolled employee’s driving record. Each driver’s privilege to operate a City vehicle on official business extends only as long as the driver operates the vehicle in a safe and efficient manner. A record of preventable accidents, or other disqualifying violations and/or convictions may result in appropriate disciplinary action up to and including removal of the driving privileges and termination of employment. Employees who on a regular basis operate a municipal vehicle in the performance of their duties, must notify their immediate supervisors within 24 hours, or the start of the next work shift, whichever is earlier, if their license is expired, suspended, revoked, or confiscated by a law enforcement agency. Additionally, employees must notify their supervisor in the same manner upon the reinstatement of their driver’s license. Failure to notify their supervisor will be cause for disciplinary action. Ask your supervisor or the Human Resources Department for a copy of the Standard Practice Guide Policy Number 9.01 for a complete description of the Motor Vehicle Operations Policy. It outlines the regulations, qualification standards and driving standards that must be met to operate a City vehicle. Workplace Safety Program To assist in providing a safe work environment for employees, customers, and visitors, the City has established a workplace safety program. This program is a top priority for the City. Its success depends on the awareness and personal commitment of everyone. The City provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, memos, or other written communications. A Safety Committee, composed of representatives throughout the organization, helps monitor the City's safety program and facilitates effective communication about workplace safety and health issues. The Safety Committee is chaired and coordinated by the Human Resources Department. Employees and supervisors receive periodic workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards.

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Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to raise them with their supervisor or with another supervisor or manager. When using City property and equipment, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines. Employees will notify the supervisor if any equipment, machines, tools, appear to be damaged, defective, or in need of repair. The supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job. Injury on the Job If an employee has a work-related injury, it must be reported immediately to the supervisor and the Human Resources Department. If medical attention is necessary, employees are to go immediately to a City-approved occupational health care provider. Medical bills relating to a workers’ compensation claim should be directed to the Human Resources Department for payment. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately to the supervisor. Such reports are necessary to comply with laws and initiate insurance and workers' compensation benefits procedures. It also makes the City aware of potential safety hazards so that it can work toward its goal of minimizing accidents and providing a safe work environment. Security Inspections The City wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, the City prohibits the possession, transfer, sale, or use of such materials on its premises. The City requires the cooperation of all employees in administering this policy. Desks, lockers, and other storage devices may be provided for the convenience of employees but remain the sole property of the City. Accordingly, they can be inspected by the City at any time, either with or without prior notice. Employees should not expect that any desk, locker, or other storage device, or their contents, will be kept private. Any employee who wishes to avoid inspection of any articles or materials should not bring such items onto the City's premises.