A. 
The purpose of this chapter is to implement and give effect to the requirements of the City of North Pole to establish and operate a system of personnel administration based upon equitable merit principles and professional methods governing the recruitment, selection, employment, transfer, removal, discipline, welfare of employees and other factors of City employment.
B. 
It is the general intent of this chapter to establish policies which will serve as a guide to the administrative action concerning the various personnel activities and transactions. Additional personnel procedures and regulations may be issued by the Chief Executive, with the approval of Council, to clarify or amplify this chapter in greater detail. Employees shall have the opportunity to provide input on proposed changes prior to implementation. The administration shall provide all employees any proposed written changes to the personnel system code prior to placing them on the agenda.
C. 
It is the specific intent of these policies to assist in the accomplishment of the following objectives:
1. 
To recruit, select and advance employees on the basis of their relative ability, knowledge and skills, including open consideration of qualified applicants for initial appointment;
2. 
To assist in the accomplishment of equal employment opportunity objectives of the City; to assure fair treatment of applicants and employees in all aspects of personnel administration with proper regard for their privacy and constitutional rights as citizens;
3. 
To encourage efficient operation and production of all City employees through professional personnel administration toward the end of providing optimal service to the public.
D. 
The term "Chief Executive" refers to either the Mayor or the City Manager, dependent on the type of government under which the City is operated.
(Ord. 98-12 § 2, 1998; Ord. 04-05 § 2, 2004; Ord. 06-05 § 2, 2006; Ord. 22-09 § 2, 2022)
An officer or employee of the City who intends to have business dealings with the City from which he may derive income or benefits other than those provided as remuneration for his official duties or the duties of his employment, shall file with the City Clerk a statement, under oath, setting forth the nature of such business dealings and his interest therein, not less than ten days before the date when action may be taken by the Council or by any officer or agency of the City upon the matter involved. Such statement shall be sufficient for continuing transactions of a similar or like nature for two years from the date of its filing.
(Ord. 98-12 § 2, 1998)
A. 
Employees are prohibited from accepting gifts or gratuities from individuals and firms with which the City does business. This does not include gifts to a department of nominal value meant to commemorate a specific event or holiday.
1. 
The acceptance of such gifts is unprofessional and places employees in compromising positions which conflict with the best interest of the City. No employee will give or accept any cash, gifts, special accommodations, favors, or use of property or facilities to or from suppliers, dealers, or City residents.
2. 
Employers are prohibited from giving gifts to clients and customers who do business with the City.
3. 
Employees are allowed to participate in business-related functions and activities which occur in conjunction with exhibits, meetings, seminars, and presentations which incorporate lunches, dinners, and entertainment.
4. 
If there is any question as to the propriety of any gift or activity, it should be rejected as contrary to City policy. Employees receiving gifts that are prohibited by this policy should return them to the donor immediately with an explanation.
5. 
Employees should select and deal with those who are doing, or seeking to do, business with the City in a completely impartial manner, without any considerations other than the best interests of the City. Any appearance of possible impropriety must be avoided.
B. 
The City recognizes and respects each employee's right to privacy and to engage in personal activities outside the scope of his/her employment. Each employee also has an obligation, however, to refrain from activities which conflict or interfere with the City's operations.
C. 
It is the responsibility of each employee of the City to remain free from indebtedness or favors which tend to create a conflict of interest between personal and official interests, or might reasonably be interpreted as affecting the impartiality of an individual employee.
D. 
All employees will avoid activities which create a conflict of interest with their responsibilities to the City.
E. 
Employees will observe the highest moral and ethical standards in any dealings in which they represent the City.
F. 
The City reserves the right to determine when an activity conflicts with the City's interests and to take whatever action is necessary to resolve the conflict. If necessary, this action can include terminating the employee.
G. 
Employees who are aware of conflict of interest violations are obligated to report them to the City Clerk immediately. If the conflict of interest violation is with the City Clerk, report shall be made to the Chief Executive. Those who fail to do so will be subject to discipline. It is not necessary for an employee to observe the normal chain-of-command procedures when reporting a conflict of interest.
H. 
Confidentiality of all employees reporting conflicts of interest will be protected.
(Ord. 98-12 § 2, 1998)
A. 
No City employee shall accept outside employment or engage in a financial activity that:
1. 
Poses a conflict with the interest of the City or in any way reflects unfavorably upon the City;
2. 
Is not compatible with the employee's City work;
3. 
Detracts from the employee's efficiency in the performance of City work;
4. 
No City employee shall be a contractor to the City or be employed by a contractor on City matters while receiving a wage from the City.
(Ord. 98-12 § 2, 1998)
A. 
Unless a section of this chapter specifically provides otherwise, this chapter applies to all City employees, except as follows:
1. 
Elected officials; except the position of Chief Executive as related to NPMC § 2.36.150, 2.36.160, 2.36.170, 2.36.250, 2.36.400, and 2.36.410; and the position of City Council member as it relates to NPMC § 2.36.250 and 2.36.420;
2. 
Members of citizen boards and commissions;
3. 
All persons who are appointed to serve without compensation;
4. 
The City Attorney, who is appointed by and serves at the pleasure of the Council and whose terms, wages, hours and conditions of employment are determined by the Council;
5. 
Employees employed under the terms of a special grant to the extent that a specific provision of the grant covers a subject covered by this chapter, in which case the provisions of the grant shall apply.
(Ord. 98-12 § 2, 1998; Ord. 04-05 § 2, 2004; Ord. 14-21 § 2, 2014)
The City Chief Executive shall have the authority to vary or modify the strict application of the provisions of this chapter in specific cases in which strict application of a particular provision would result in significant operating difficulties. Any modification of the provisions of this chapter shall be made in writing and provided to the City Council within three days of the modification. Council approval of the modification is mandatory at the next regularly scheduled meeting of the Council. Permanent modification of this chapter shall be by ordinance.
(Ord. 98-12 § 2, 1998)
A. 
The City shall establish and maintain a formal recruitment policy that ensures that employment actions taken to fill position vacancies shall be solely on the basis of merit. This impartial evaluation will involve the following:
1. 
The applicant's level of training, education and on-the-job experience relative to the minimum requirements of the position vacancy;
2. 
Reasonable accommodation will be made to enable a qualified applicant to perform the essential functions of the job which he/she is seeking, and to enable a qualified employee with a disability to perform the essential functions of a job currently held.
a. 
Modifications or adjustments may be required in the work environment, in the manner or circumstances in which the job is customarily performed, or in employment policies.
b. 
The City desires to allow an employee with a disability to enjoy the benefits and privileges of employment, equal to those enjoyed by similarly situated employees without disabilities.
c. 
No accommodation will be made that would impose an undue hardship on the operation of the City. The Americans with Disabilities Act defines an undue hardship as an action that requires significant difficulty or expense.
d. 
Each accommodation request will be handled on a case-by-case basis, and every effort will be made to comply with the act.
3. 
Preference rights, in accordance with State and/or Federal law, shall be granted to a veteran or war widow in employee selection in cases where the applicant's qualifications are equal. If all qualifications are equal, the veteran or war widow employees shall be given preference over nonveterans in release actions.
The City does not discriminate against anyone on the basis of age. Age-based criteria will not be used in making personnel decisions regarding layoffs, selection, promotion, or any other element of employment.
4. 
It is the policy of the City to accommodate the religious beliefs of its employees whenever possible.
a. 
The accommodation cannot exert undue hardship on other employees or create a financial burden.
b. 
If the accommodation is not possible, the employee will be expected to assume his/her usual duties as previously scheduled. No employee will be allowed to wear any religious costume or headpiece that is contrary to any departmental dress code.
5. 
The City treats AIDS and HIV infection as disabilities in accordance with our policy on Equal Employment Opportunity (EEO) and the requirements of the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973.
6. 
In addition to the provisions of the City's policies on nondiscrimination and reasonable accommodation for disability, the following guidelines are intended to assist managers in maintaining a work environment that is responsive to the workplace issues created by AIDS and HIV (human immunodeficiency virus) infection and the concerns of employees who may request management assistance.
a. 
Employees who are diagnosed with AIDS or HIV infection may continue to work if they are deemed medically able to work and can meet acceptable performance standards.
b. 
The City will provide reasonable performance standards and reasonable accommodation if necessary to enable these employees to continue working.
c. 
An employee's health condition is private and confidential. An employee with AIDS or HIV infection is under no obligation to disclose his/her condition to their manager or any other employee of the company, unless they desire accommodation. Managers are expected to take careful precautions to protect the confidentiality of information.
B. 
The Human Resources Administrator shall:
1. 
Advertise for position vacancies in the appropriate newspapers;
2. 
Control all applications for employment;
3. 
In coordination with the department head, establish the opening and closing dates for application;
4. 
In coordination with the department head, review applications for minimum qualifications;
5. 
Perform background checks on candidates;
6. 
In coordination with department heads, establish interview schedule;
7. 
Compile record of hiring documents and make recommendation to department heads on candidates for hiring;
8. 
Coordinate with the Chief Executive on hiring decisions.
C. 
Department heads will:
1. 
Coordinate with the Human Resources Administrator on opening and closing of applications for vacancies;
2. 
Coordinate with the Human Resources Administrator on review of applications;
3. 
Conduct the applicant job interview with assistance from the Human Resources Administrator and others as appropriate;
4. 
Select the candidate for hiring;
5. 
Coordinate with the Chief Executive on hiring decisions.
(Ord. 98-12 § 2, 1998; Ord. 22-09 § 2, 2022)
A. 
The following categories are utilized in the context of City employment:
1. 
Full-Time. This position is included as a part of the annual operating budget and is to be considered part of the regular staffing of the City.
a. 
Exempt. Those employees who meet the Fair Labor Standards Act (FLSA) requirements for exemption from the Act, who work the hours necessary to accomplish the job and are considered salaried employees.
b. 
Nonexempt. Those employees who are subject to the recordkeeping requirements of the FLSA and are considered hourly employees.
2. 
Term – Full-Time. Position funded for more than six months, but less than two years, with a projected termination date which may be adjusted according to funding limitations or completion of the work. Employees hired to fill such vacancies shall enjoy all benefits of the full-time category, with the exception of employment protection beyond the life of the designated project(s).
3. 
Temporary. Positions deemed to be temporary will not exceed one thousand forty hours in one calendar year period.
4. 
Casual/Part-Time. These are positions with a workweek of less than forty hours.
5. 
Volunteer Fire Department Personnel. Employees in this class receive no monetary compensation for duties performed. These personnel are subject to the City drug policy and disciplinary procedures, must follow the grievance procedures, and are eligible for training and tuition reimbursements. They are not eligible for leave with pay, retirement, or medical, hospitalization, life and accident insurance benefits extended to full-time employees. Should a volunteer be hired as a full-time employee, the date of hire will be the date that employee begins full-time employment.
6. 
Apprentice. Employees in this category are performing on the job training to gain experience, education and certifications necessary to qualify for career positions within a specific career field. Position may be full-time or part-time for a term no longer than twenty-four months. Apprentice employees are not eligible for leave with pay, retirement or medical, hospitalization, life and accident insurance benefits extended to permanent full-time employees.
B. 
Casual/part-time and temporary employees are not eligible for leave with pay, retirement, or medical, hospitalization, life and accident insurance benefits extended to full-time employees.
(Ord. 98-12 § 2, 1998; Ord. 00-03 § 2, 2000; Ord. 04-05 § 2, 2004; Ord. 24-02 § 2, 2024)
A. 
Any employee employed on a workweek schedule of less than full time shall be compensated on the basis of the hourly rate established for the pay grade in the pay plan for actual hours worked.
B. 
Temporary employees shall be compensated at the hourly rate specified by the appointing authority or his designee at the time of the position authorization.
(Ord. 98-12 § 2, 1998)
Department heads shall determine the number of weekly and daily hours of work to be scheduled within the designated workweek applicable to their respective departments and in accordance with the Fair Labor Standards Act. The regular City workweek begins at 12:01 a.m. on Sunday and concludes at 12:00 a.m. (midnight) on Saturday.
(Ord. 98-12 § 2, 1998; Ord. 03-06 § 2, 2003)
A. 
The Human Resources Administrator shall provide for the maintenance of a records system which shall consist of three types of record:
1. 
Personnel File. The personnel record is a file of those documents which reflect an individual employee's complete status as an employee from the date of hire to termination.
a. 
The personnel record includes, but is not limited to, the individual employee's employee data, employee status changes, hiring documents, performance appraisals, progress reports, disciplinary actions and personnel actions.
b. 
Employee Access to Personnel File. An individual employee shall have access to their personnel record or to any information pertaining to them which is maintained in the personnel record at any reasonable time in conference with the Human Resources Administrator. The personnel records may be inspected by appropriate supervisory personnel, as authorized by the Chief Executive or his designee.
c. 
Except for oral reprimands, a written record of all disciplinary actions must be contained in the employee's personnel record.
d. 
Any review of personnel records shall be conducted in the presence of the Human Resources Administrator and no document shall be removed without authorization of the Chief Executive and concurrence of the employee.
2. 
Confidential Personnel Files. The confidential personnel files and all other matters dealing with, but not limited to:
a. 
Interview evaluations, preemployment reference checks, EEO/affirmative action data, benefit plan choices/enrollments, dependent and beneficiary information, credit checks and reports, and information regarding legal actions, including EEO complaints;
b. 
Confidential personnel files may only be reviewed by the employee and the Human Resources Administrator. The City Accountant, in the course of normal job performance of audits, payroll and reports, may review confidential personnel files. No documents may be removed from the confidential file.
3. 
Medical Information Files. Information obtained regarding the medical condition or history of an applicant or an employee. Medical information files are considered confidential and may only be inspected by the employee and the Human Resources Administrator as required by Health Insurance Portability and Accountability Act (HIPAA) regulations.
a. 
All medical records shall be collected and maintained on separate forms.
b. 
These records shall be kept confidential and shall not be disclosed, reviewed or used except as permitted by law. No documents may be removed from the medical information file.
c. 
Medical information files shall contain, if applicable:
i. 
Post-offer medical information;
ii. 
Injury reports;
iii. 
Health care provider certifications;
iv. 
Doctor's notes and reports;
v. 
Fitness for duty results;
vi. 
Workers' compensation injury forms and reports;
vii. 
Drug and alcohol test results;
viii. 
Disability leave documentation;
ix. 
Benefit claim forms;
x. 
Reimbursement request for medical expenses;
xi. 
Any voluntary medical information from an employee health program;
xii. 
Medical insurance claim forms;
xiii. 
Requests for reasonable accommodation.
(Ord. 98-12 § 2, 1998; Ord. 00-05 § 2, 2000; Ord. 22-09 § 2, 2022)
A. 
The Human Resources Administrator shall establish and maintain a position classification plan applicable to all employees. This classification plan shall establish a system by which all jobs in the City are evaluated according to required expertise, financial responsibility, level of decision and/or policy influence, with primary consideration given to market considerations. This plan will reflect the City salary schedule and contain the job description for each position.
B. 
Except as otherwise provided in this section, all City employees shall be classified in one of the following categories: appointed employees and classified employees.
1. 
Appointed employees shall consist of:
a. 
Department heads and special assistants to the Chief Executive, who are appointed and promoted by, and serve at the pleasure of, the Chief Executive;
b. 
City Clerk and City Attorney, who are appointed by and serve at the pleasure of the City Council.
2. 
Classified employees shall consist of all City employees who are not appointed.
(Ord. 98-12 § 2, 1998; Ord. 00-07 § 2, 2000; Ord. 22-09 § 2, 2022)
A. 
All information provided by the applicant on an employment application or a resume shall be subject to investigation and verification. Should an applicant provide data that is proven to be false or deceptive, the applicant will be rejected; should the applicant have been an employee, the employee will be subject to dismissal.
B. 
No questions in any interview, test or application form shall be so framed as to elicit information concerning race, age, sex, color, disability, national origin, marital status, parenthood, political or religious affiliation for the purpose of discrimination.
C. 
The City of North Pole will employ only those persons who are entitled to work in the United States.
D. 
The City will comply with the immigration laws of the United States. Accordingly, all employees are required to have the legal right to work in this country. In accordance with the regulations of the Immigration and Naturalization Service (INS), the City will require individuals to establish their right to work in this country.
E. 
All offers of employment are conditioned on the individual establishing the right to work in this country. On the first day of work, all individuals are required to produce documents acceptable under the INS regulations to establish that right.
F. 
All job candidates will be required to provide proof of work eligibility and identification and complete the employee portion of the I-9 immigration form. This applies to former employees, but not those who return from leaves of absence or who are transferred within the City.
G. 
Any use of a polygraph or lie detector test in the City's employment setting will be applied strictly according to the requirements of the Employee Polygraph Protection Act and any applicable State laws.
1. 
If employees are called upon to submit to a polygraph test, such as for economic loss, all relevant legal procedures will be followed to ensure that the employees' rights are protected.
2. 
Employees will be permitted to terminate the test at any time and specific restrictions will be placed on the types of questions that may be asked.
3. 
Prior to the test, employees will be notified of their rights concerning the test, the type of test that will be conducted, the conditions surrounding the testing, and the specific questions that will be asked.
4. 
Before any adverse action is taken based on the test results, the City will review the test results with the employees. In addition, a polygraph examiner will be chosen who meets all requirements under the law.
5. 
Disclosure of the test results will be restricted to the employee, the Human Resources Administrator and Chief Executive or a governmental entity pursuant to court order.
(Ord. 98-12 § 2, 1998; Ord. 22-09 § 2, 2022)
A. 
The City's hiring policy is based upon the following criteria: The City of North Pole is an equal opportunity employer and will not discriminate in the hiring process on the basis of sex, religion, race, color, age, disability, marital or veteran status, or national origin. Complete records of this process will be kept.
B. 
The City will always try to hire the best qualified applicant. All positions will be advertised and will be posted for all current employees to see. Files of applicants will be maintained by the Human Resources Administrator. These files will be reviewed when seeking new employees.
C. 
The City will conduct its employee selection policies and procedures so as to achieve the best possible match between applicants for jobs and open positions. In no way will any City employee or department head exert personal or professional prejudice against any applicant because of sex, color, race, religion, age, disability, marital or veteran status, or national origin.
D. 
Applicants who falsify their job applications or who furnish misleading information are subject to immediate termination at the time that the fraud is uncovered.
E. 
The City is committed, by policy and preference, to afford all individuals who have the necessary qualifications an equal opportunity to compete for employment and advancement within the City. To assure equal opportunity, the Chief Executive shall formulate and implement procedures to ensure that there shall be no illegal discriminatory treatment concerning any individual or group because of race, religion, marital status, changes in marital status, disability, pregnancy or parenthood:
1. 
The applicant's level of education relative to the written requirements of the position vacancy;
2. 
The results of an oral interview conducted by a City supervisor who has been delegated the authority to hire, or delegated the authority to effectively recommend hiring action;
3. 
If applicable, the results of a uniform examination or demonstration test, which meets the criteria of applicable equal opportunity employment regulations and statutes.
F. 
The City is an at-will employer. Employment is at will for an indefinite period of time, unless terminated by either the City or the employee, with or without cause. That means either party may end the relationship.
G. 
Employee Promotion.
1. 
Employee preference will be considered if a current employee has similar qualifications as compared to other applicants.
2. 
If there are two or more employees whose qualifications are similar, seniority will be part of the selection decision.
3. 
An employee who has received a promotion shall move vertically to the position classification slot designated in the step code promotion title. No vertical promotion shall exceed $500 (five hundred dollars) a month increase. An employee shall be moved to the next highest slot under the promotion limit. (Reference NPMC § 2.36.470(H).)
H. 
Regardless of any other provision of the North Pole Code of Ordinances, department head appointments are political appointments and are appointed at the sole discretion of the Mayor.
(Ord. 98-12 § 2, 1998; Ord. 99-23 § 2, 1999; Ord. 00-07 § 2, 2000; Ord. 04-05 § 2, 2004; Ord. 17-28A § 2, 2018; Ord. 22-09 § 2, 2022)
A. 
The Chief Executive is empowered to promulgate formal internal policy and operating procedures to reimburse individuals recruited outside the confines of the City for documented relocation expenses. This relocation allowance shall be limited to reimbursement of travel and moving expenses for amounts equaling one month's salary based upon submission of receipts.
B. 
The procedure will take into account City staffing needs and urgency in filling the position, pay ranges involved, and other peripheral management considerations.
C. 
An employee who has received a relocations allowance and who terminates his employment prior to having served one year of employment shall be required to repay the City for such reimbursement on a prorated basis of the total amount reimbursed for each month of the one year remaining after date of hire. Amounts to be repaid shall be deducted from the employee's final pay (i.e., regular pay, accrued annual leave, and any other payable allowances). Exceptions to this provision are listed in AS 23.10.380 and 8 AAC 20.030; such exceptions deal with persons recruited outside the boundaries of the City who voluntarily terminate their employment.
(Ord. 98-12 § 2, 1998; Ord. 04-05 § 2, 2004)
The Chief Executive may determine that certain positions, because of the unique elements of the job, may be required to undergo a detailed background investigation. The Chief Executive shall establish parameters of past conduct that must be satisfied in order to be employed with the City.
(Ord. 98-12 § 2, 1998)
A. 
All original and promotional appointments shall be tentative, and subject to a probationary period of one year of service. Absences off the job, excluding approved leave, shall not be counted and shall extend the probationary period by the number of days absent.
B. 
During the first ninety days of employment, the probationary employee shall not be eligible for leave benefit; however, leave credits will accrue to be taken at a later date.
C. 
During the initial one-year period of employment, probationary employees may be terminated at any time if the supervisor, acting in good faith, is dissatisfied with the performance of the employee.
D. 
Upon completion of the one year of continuous service satisfactory to the supervisor, the probationary employee shall be deemed to have demonstrated his qualifications to fulfill the position. He shall then gain full-time status within the terms stipulated by the appointing authority in establishing the position. In the event the employee's performance does not clearly demonstrate the requisite qualifications or is otherwise unsatisfactory to the supervisor, the probationary period may be extended by the department head. Appropriate notification to the employee shall be made by the supervisor and to the personnel file.
E. 
In the case of a promotional appointments, the promoted employee may be demoted at any time during the probationary period. Such a demoted employee is entitled to reinstatement to the job from which he had been promoted from even though this necessitates the layoff of the newly hired employee occupying the position.
(Ord. 98-12 § 2, 1998)
A. 
The City shall maintain uniform records of employees' hours of work, to include absences, in accordance with procedures established by the Chief Executive.
B. 
City employees shall not absent themselves from their scheduled workday without prior approval of their appropriate supervisor, and such absences must be in accordance with these regulations. Employees who fail to report for work at the designated time shall make every reasonable effort to notify their supervisor as to the circumstances requiring such absence; but in no case will an employee be absent for more than one day without obtaining approval for such leave.
C. 
Any unauthorized absence of an employee from duty shall be deemed to be absence without pay, and may be deemed just cause for disciplinary action, notwithstanding the fact that the employee may have available accrued leave at the time.
D. 
Employees shall attend City Council meetings when directed by the Chief Executive.
(Ord. 98-12 § 2, 1998)
A. 
Full-time employees may be granted leave without pay for periods not to exceed six months, providing such leave can be scheduled without adversely affecting operations of the employing department and will not have a negative financial impact. All requests for leave must be submitted in writing, shall be directed to the Chief Executive, or his designees, through the supervising department head, and shall contain strong justification for approval.
B. 
Leave without pay shall be considered for the following reasons:
1. 
Emergency or Compassionate Leave. Leave may be granted to employees when it is determined that unforeseeable circumstances of an emergency nature involving their immediate family would dictate their continued and immediate presence; normally this would involve serious illness, death or other similar catastrophe not covered under other available leave policies or laws.
2. 
Educational Leave. Employees may be granted leave of absence for the purpose of completing college degree requirements or technical training; provided, that such training or education is directly applicable to the position they hold with the City. Approved considerations include:
a. 
Available budgetary funding;
b. 
If the employee is receiving financial education assistance from any other source;
c. 
Timeliness of employee request to the department head (a minimum of ten days prior to course registration).
3. 
Long-Term Leave. An employee with five years of consecutive employment with the City may request long-term leave without pay for a period not to exceed six months. Long-term leave is subject to cancellation by the Chief Executive at any time upon prior written notice to the employee specifying a reasonable date of termination of the leave.
C. 
Employees on leave without pay are not eligible for holiday pay and do not accrue personal leave.
D. 
The City will not pay the health care premiums for employees on extended leave of absence for any absence greater than thirty days.
(Ord. 98-12 § 2, 1998)
The Chief Executive or his designee may approve administrative leave (leave during which an employee does not suffer a loss of pay) for the following reasons:
A. 
Court Leave. Employees who are summoned for jury duty or are subpoenaed as a witness shall not suffer a loss in base pay or fringe benefits. However, fees paid to on-duty employees by the court system will be surrendered to the City.
B. 
Military Leave.
1. 
Employees who are absent from employment by reason of services in the uniformed services shall be entitled to employment fringe benefits and reemployment rights and benefits in accordance with Federal law.
2. 
Employees who are active Military Reserve or National Guard shall not suffer a loss in pay or other employee fringe benefits due to annual training requirements, so long as such call-up does not exceed sixteen and one-half calendar days in one year. The employee must provide a bona fide military travel order and pay receipts as the conclusion of leave to qualify for this provision. Employees must return to their City position immediately after training concludes and remit to the City all salary received as compensation for such duty in order to be eligible for pay and benefit continuation under this section; failure to comply will result in cessation of pay the day the employee departed.
C. 
Funeral Leave. Employees shall be allowed time off work without loss of pay not to exceed three days, in the event of a death in the employee's immediate family, for the purpose of attending the funeral or making necessary arrangements.
D. 
Training Leave. An employee shall be granted leave without loss of pay or benefits to attend training classes, seminars, meetings or other functions relating to their employment when that leave has been approved by the department head.
E. 
Incentive Leave. A department head, with the concurrence of the Chief Executive, may grant an employee up to eight hours of leave without loss of pay or benefits as an incentive to employees who supply suggestions that save the City substantial money by reducing the time required to perform a particular required task, or that eliminate or reduce waste or duplication of time and effort.
(Ord. 98-12 § 2, 1998; Ord. 99-12 § 2, 1999)
Employees may be transferred within a department or from one department to another, with the concurrence of the Chief Executive or his designee; however, no employee shall be involuntarily transferred to a position for which he does not possess the minimum qualifications, except on a trainee basis.
(Ord. 98-12 § 2, 1998)
When substantial changes in the organization, lack of funds or lack of work requires that the appointing authority implement a reduction in the workforce, reasonable attempts will be made to integrate those employees subject to layoff into another department by transfer, providing they meet the minimum qualifications of existing openings. When more than one employee in the same classification is subject to layoff, retention shall be based upon veteran status and/or seniority.
(Ord. 98-12 § 2, 1998)
A. 
Travel Authorization, Required.
1. 
When employees or members of the City Council are required to travel for the City on official business it shall be in accordance with the following guidelines.
2. 
All travel is planned, approved, budgeted and controlled at the department level, except in specific cases:
a. 
Authorized travel approved in the budget requires no further approval beyond the departmental level. If, however, it becomes apparent that the total travel cost will exceed the budget estimate, additional funds must be appropriated in order for travel to occur.
b. 
All department head travel shall be authorized by the Mayor, prior to travel, specifically the Fire Chief, Police Chief, Director of City Services and the City Accountant.
c. 
The City Clerk must submit a budget estimate for City Council related travel to the City Council at the budget session each year listing expected Council travel for the next year; approval of the budget constitutes approval for travel listed in the budget.
d. 
The City Clerk and the Mayor must submit a budget estimate for their related travel to the City Council at the budget session each year listing expected travel for the next year; approval of the budget constitutes approval for travel listed in the budget.
3. 
All travel on official City business shall be approved by an employee's supervisor, using the travel authorization form, prior to departure.
4. 
Travel on official business for the City by a single employee or member of the City Council shall be via public carrier at the most economical/practical fare possible (e.g., coach airfare, economy limousine service, etc.).
a. 
If the employee or member of the City Council is authorized or required to travel by private vehicle, the employee or member of the City Council shall be paid mileage at a rate equivalent to the current Internal Revenue Service mileage allowance, not to exceed the cost of equivalent coach airfare.
i. 
The employee or member of the City Council is required to complete a mileage reimbursement form to be paid for mileage. The form will contain the details of the travel, including to, from and reason for the travel. The form shall cover no more than a thirty-day time period and is due no later than ten business days into the next month.
B. 
Travel Reimbursement and Per Diem. When employees or members of the City Council are required to travel for the City on official business, reimbursement or advance payment shall be in accordance with the following guidelines:
1. 
Reimbursement or advance payment for expenditures on official trips shall be $72 (seventy-two dollars) per day. The first and last day of travel shall be reimbursed at seventy-five percent of the $72 (seventy-two dollars) per day or $54 (fifty-four dollars) per day.
2. 
Per diem is only issued for travel that takes an employee or Council member outside of the regional area, defined as the Fairbanks North Star Borough (FNSB).
3. 
Claims for reimbursable lodging expenses and destination ground transportation shall be supported by actual receipts. All reimbursement requests must be submitted on a travel expense claim form within thirty days of travel. If the travel expense claims form is not turned in within thirty days the City will not reimburse any expenses, no exceptions.
4. 
An employee or member of the City Council may request an advance payment equal to one hundred percent of anticipated expenses covered under this section with the following constraints:
a. 
A completed travel authorization form, with proper approval, is submitted to the Accounts Payable Clerk five business days prior to travel.
b. 
Travel and lodging allowances paid in advance must be substantiated by receipts, invoices, ticket stubs, etc., within thirty days of the employee's return date and a travel expense claim form. Overpayments shall be returned to the City. If an employee or member of the City Council fails to submit documentation of expenses within thirty days of completion of travel for which advance payment was made, the Chief Executive shall deduct from the employee's/Council member's pay the amount of the advanced funds for which no receipts are made available. All funds so deducted shall be paid to the employee or member of the City Council upon submission of all required documentation.
C. 
Changes in Travel or Cancellation of Travel.
1. 
The cost associated to change or cancel travel plans for personal reasons will be paid by the employee, with the exception of illness or death of an immediate family member.
2. 
In the case of an extenuating circumstance an appeal may be made to the Mayor or designee for the City to pay for the charges for changing travel.
D. 
Host Reimbursement. The City may host appropriate officials at luncheons and dinners; the Mayor may authorize reimbursement of reasonable hosting expenses incurred by City employees. The City Council shall authorize reimbursement for reasonable hosting expenses incurred by members of the City Council, including the Mayor.
1. 
No alcoholic beverages shall be reimbursed with City funds.
2. 
All hosting expenses shall be authorized prior to encumbrance by the employee's appropriate supervisor in order to be eligible for reimbursement.
(Ord. 98-12 § 2, 1998; Ord. 16-21 § 2, 2016; Ord. 22-01 § 2, 2022; Ord. 23-09 § 2, 2023)
A. 
It is the policy of the City to encourage employees to avail themselves of training/education opportunities directly applicable to their City position in order that employees may render more effective service to the public. The department head is the approval authority on training requests.
B. 
All requests for training or additional education shall include scope of training, be accompanied by a detailed cost breakdown, and shall be directed through the department chief to the Chief Executive or his designee. In order to receive consideration, all such requests shall clearly identify how the proposed training/education will benefit the City and enhance the employees' performance of current functions.
C. 
All employees hired to fill police officer positions must meet the requirements of 13AAC 85.040(a)(b)(4), and will be considered a police officer recruit while attending the police academy. While attending the academy, all employees will be paid at the police officer recruit pay range per NPMC § 2.36.470, Pay.
D. 
Approval of such training/education assistance shall be contingent upon current budgetary funding, and operational requirements of the department.
E. 
Employees who have been employed with the City less than three years will agree to reimburse the City for fifty percent of the cost of training, specifically: registration and class fees, per diem, travel and lodging expenses if the employee leaves City employment within twelve months from the date of completion of the course/training. Reimbursement will be prorated based on the number of months remaining. An exception will be for the termination of at-will employees, reduction in workforce, retirement, waiver by the City Council as requested by the department head, deaths in the family, or family medical reasons. "Family" is defined to include parents, spouses, children, or siblings.
(Ord. 01-08 § 2, 2001; Ord. 17-08 § 2, 2017)
A. 
An employee who registers for course work to be taken on personal time that is considered to be of benefit to the City may be reimbursed up to one hundred percent of the tuition expense. In order to be considered for reimbursement, the employee must, prior to enrollment, receive department head approval and submit a tuition reimbursement agreement obtained by Human Resources that explains how the course will be of mutual benefit to the City and the employee and that funds are available in the department's budget. Pre-approval by the City Council is required on all tuition reimbursements.
B. 
Upon completion of the course, the employee shall submit evidence of successful completion and a brief written summary of the outcome of the course to their respective department head who will verify and issue the reimbursement. A copy of the transcript must be attached to the tuition reimbursement request. The employee shall sign an agreement that the tuition will be returned to the City if the employee leaves City employment within twelve months from date of completion of the course.
(Ord. 00-04 § 2, 2000; Ord. 02-01 § 2, 2002; Ord. 16-07 § 2, 2016; Ord. 16-22 § 2, 2016)
A. 
No City employee, official or private person, shall solicit any assessments, contributions or services for any political party from any employee in the City service during work hours.
B. 
Nothing in this section shall affect the right of the employee to hold membership in and voluntarily, financially or otherwise support a political party or candidate, to vote as he chooses, to privately express his opinions on all political subjects and candidates, to maintain political neutrality, and to attend political meetings.
(Ord. 98-12 § 2, 1998)
Two members of an immediate family shall not be employed at the same time, regardless of the administrative department, if such employment will result in an employee supervising or having the ability to affect the employment status of any member of their immediate family, or if conditions are such that the confidentiality of official City business is endangered. The provisions of this section shall apply to recruitment, promotions, demotions, transfers, reinstatements and new appointments.
(Ord. 98-12 § 2, 1998)
A. 
The Chief Executive shall cause to be developed and implemented a formal system by which each City employee's job performance is evaluated in accordance with the following schedule:
1. 
Probationary employees will be evaluated after completing three months of service, and again immediately prior to the completion of the one-year probationary period;
2. 
After completion of probation, all employees will be evaluated on an annual basis predicated on the last date of evaluation;
3. 
All categories of employees (full-time, term-full time, casual and temporary) will be formally evaluated at the time of termination and rehire eligibility status documented.
B. 
All employees will be furnished their evaluation and allowed the uninhibited right to comment thereon.
(Ord. 98-12 § 2, 1998)
A. 
Public employees of the City have, as an integral part of their individual jobs, the obligation to perform their jobs in a manner that will reflect favorably upon the City.
B. 
All employees shall be neat and clean in appearance, and dress in a manner that projects a favorable professional image. The Chief Executive or his designees may promulgate formal directions relative to public projections.
C. 
All City employees shall deport themselves in a manner appropriate to public servants, dealing with the general public and colleagues in a courteous, efficient and helpful manner. Employees will treat supervisors, subordinates and other employees with courtesy or respect.
D. 
Any City employee who is arrested and convicted of a crime is subject to summary dismissal if, in the opinion of the administration, such conviction would impinge upon, or affect the performance of, the employee's job-related functions.
E. 
Although the health and safety of its employees are of vital importance to the City, what employees do on their own time which may affect their health and safety is not regulated by the City.
1. 
No one will be discriminated against or disciplined for using lawful substances outside of working hours and away from City premises, including tobacco or legal drug and alcohol products.
2. 
If use of lawful substances outside of working hours and away from City facilities affects employee's on-the-job performance, appropriate steps will be taken under our discipline policy.
3. 
While the City has a duty to its employees and the public to investigate off-duty employee behavior which may affect them, it also has an equally important duty to protect employees from unwarranted invasions of their privacy.
4. 
Possession or use of intoxicating beverages, unauthorized medical drugs, and controlled substances on City property or use of these substances in a manner that affects work will subject employees to discipline, up to and including discharge.
F. 
The Chief Executive is empowered to promulgate, implement, and enforce reasonable and equitable regulations governing work rules and standards of conduct. Such regulations shall be widely published and regularly reviewed. Council may from time to time review such rules for completeness and applicability.
(Ord. 98-12 § 2, 1998)
A. 
The City intends to provide a safe workplace free of workplace misconduct. All alleged workplace misconduct including bullying, harassment, retaliation, discrimination, and other alleged violations of laws protecting employees that are applicable to and binding on the City of North Pole shall be reported to Work Shield or any subsequent contractor. The City shall publish all relevant information concerning its contractor including the contractor's reporting hotline number and information on filing a complaint with the contractor online, so it is readily available anonymously to employees.
B. 
All City of North Pole employees and members of the City Council shall complete harassment and anti-bullying training in their first day of employment/election and will be required to update this training annually.
C. 
Workplace Bullying – Definition of Bullying. The repeated, health-harming mistreatment of one or more people by one or more perpetrators. It is abusive conduct that includes:
1. 
Threatening, humiliating, or intimidating behaviors.
2. 
Work interference/sabotage that prevents work from getting done.
3. 
Verbal insults.
D. 
Examples. The following types of behavior are examples of bullying:
1. 
Verbal Bullying. Slandering, ridiculing, or maligning a person or his or her family; persistent name-calling that is hurtful, insulting, or humiliating; using a person as the butt of jokes; abusive and offensive remarks.
2. 
Physical Bullying. Intentionally or recklessly pushing, shoving, kicking, poking, tripping, blocking, cornering, assaulting or threatening of physical assault, causing damage to a person's work area or property.
3. 
Gesture Bullying. Nonverbal gestures that convey threatening messages.
4. 
Exclusion. Intentionally and repeatedly socially or physically excluding or disregarding a person in work-related activities necessary to perform their job duties.
In addition, although every allegation shall be evaluated within the full context in which it takes place, the following examples may constitute evidence of bullying in the workplace:
1.
Persistent singling out of one person without just cause.
2.
Shouting at an individual in public or in private.
3.
Using obscene or intimidating gestures.
4.
Not allowing the person to speak or express himself or herself (i.e., ignoring or interrupting).
5.
Personal insults and use of offensive nicknames.
6.
Public humiliation in any form.
7.
Public reprimands.
8.
Constant criticism on matters unrelated to the person's job performance.
9.
Repeatedly and falsely accusing someone of errors.
10.
Deliberately interfering with mail and other communications.
11.
Spreading rumors and gossip regarding individuals.
12.
Encouraging others to disregard a supervisor's instructions without the authority to do so.
13.
Intentionally manipulating the ability of someone to do his or her work (e.g., overloading, underloading, withholding information, setting deadlines that cannot reasonably be met, giving deliberately ambiguous instructions).
14.
Refusing reasonable requests for leave in the absence of work-related reasons not to grant leave.
15.
Deliberately excluding an individual or isolating him or her from work-related activities necessary to perform their job duties.
16.
Unwanted physical contact, physical abuse, or threats of abuse to an individual or an individual's property (defacing or marking up property).
Individuals who feel they have experienced bullying shall promptly report this to their supervisor or Human Resources before it becomes severe or pervasive. All employees are strongly encouraged to report any bullying conduct they experience or witness as soon as possible to allow the City of North Pole to take appropriate action.
E. 
Sexual Harassment.
1. 
The giving or withholding of tangible job benefits based on granting sexual favors (quid pro quo) and any behavior or conduct of a sexual/gender-based nature that is demeaning, ridiculing, or derisive and results in a hostile, abusive, or unwelcome work environment constitutes sexual harassment.
2. 
Unlawful discrimination/harassment of employees of any type, on or off duty, based on sex/gender, subtle or otherwise, shall not be tolerated and violators will be subject to disciplinary action up to and including termination.
3. 
Retaliation or reprisals are prohibited against any employee who opposes a forbidden practice, has filed a charge, testified, assisted, or participated in any manner in an investigative proceeding or hearing under this policy.
4. 
Employees accused of sexual harassment and facing disciplinary action shall be entitled to receive notice of charges, the evidence against them, and an opportunity to respond before any disciplinary action may be taken.
5. 
Records and proceedings of sexual harassment claims, investigations, or resolutions are confidential and shall be maintained separate and apart from the employee's personnel file.
6. 
All employees, supervisors, and management personnel shall receive training on the sexual/gender harassment policy and grievance procedures during orientation and in-service training.
7. 
Intra-Office Dating. The very nature of the work environment fosters the potential for the development of interpersonal relationships or romances. Such romances often result in successful, long-term relationships; however, workplace romances also raise various potential workplace issues, ranging from jealousy and retribution to poor morale, poor job performance, and sexual harassment claims.
8. 
Employees are not prohibited from dating or entering into consensual relationships except dating/consensual relationships are prohibited between employees when one employee has supervisory authority over the other employee.
a. 
Employees shall not make romantic advances or pursue romantic relationships during work hours. Because the City may face workplace disruptions and exposure to legal liability when workplace relationships go awry, all personnel are required to disclose romantic relationships with other employees to Human Resources and the City Attorney. The City Attorney shall not be required to further disclose the relationship but may require the individuals to sign a statement of consensual relationship to limit employer liability and help prevent the potential for sexual harassment lawsuits.
9. 
Criminal Touching.
a. 
The intentional unwanted touching of the breasts, buttocks or genitals of another.
b. 
Forced sexual abuse.
F. 
Racial Harassment.
1. 
Verbal or written racial slurs, epithets, jokes, comments, or words.
2. 
Remarks to a person that contain racial, derogatory, or demeaning implications.
3. 
Sabotage of work or projects when associated with other forms of racial harassment.
4. 
Racially oriented graffiti.
5. 
Verbal, written, or physical expressions of hatred due to race.
6. 
Display or distribution of racially oppressive or demeaning objects, pictures, literature, magazines, cartoons, posters or images.
7. 
Harassment involving objects or items historically or stereotypically associated with race.
8. 
Unwelcome physical contact, close physical proximity or looks when associated with other forms of racial harassment.
G. 
Prohibited Conduct (Types of Harassment and Workplace Bullying). The following acts are prohibited:
1. 
Any unwelcome advances made by an employee who unsuccessfully attempts reconciliation with an employee with whom a romantic relationship has occurred after the employee has been advised that the advance is not welcome.
2. 
Any deliberate, unwanted, or unwelcome behavior of a sex-/gender-based nature, whether verbal, nonverbal, or physical, after the employee has been advised that the behavior is not welcome.
3. 
Any verbal or written derogatory racial comments, jokes or slurs or expressions of hatred due to race creating a hostile or unwelcome work environment.
4. 
Any transmission of derogatory or offensive material or remarks via electronic communications by employees, supervisors or management personnel.
5. 
Any verbal, physical or gesturing bullying or exclusion that creates a hostile or unwelcome work environment.
6. 
Sexual Harassment. The two major categories of sexual/gender harassment are:
a. 
Quid pro quo, or the granting or conditioning of tangible job benefits or the granting of sexual favors.
b. 
Creating a hostile or unwelcome work environment.
H. 
Types of Corrective Action. Any employee who is being sexually or racially harassed, or bullied or who has personal knowledge of clearly offensive conduct shall address the issue either through the formal or informal processes described below:
1. 
Informal Action.
a. 
Employees who are experiencing an unwelcome or hostile work environment, if they so desire, may choose to address that unwelcome behavior/conduct informally by notifying the individual responsible for the behavior of the behavior that is objectionable, that the conduct/behavior is unwelcome, and that future similar behavior will result in a formal complaint. Employees experiencing sexual or racial harassment or workplace bullying are not required to use the informal process and may file a formal complaint if they so desire (see grievance process, NPMC § 2.36.322(B)).
b. 
This notification may be:
i. 
Verbally, in person.
ii. 
In writing, signed or unsigned.
iii. 
Through a supervisor, verbally or in writing. The victim may:
(A) 
Ask the supervisor for assistance in determining what to say and how to approach the offending employee.
(B) 
Request the supervisor to accompany the victim when the victim gives the offending employee notice.
(C) 
Ask the supervisor to give notice to the offending employee, accompanied by the victim.
(D) 
Ask the supervisor alone to provide notice to the offending employee.
2. 
Formal Action.
a. 
Employees who are experiencing or have experienced workplace misconduct shall, unless resolved through the informal process, address that unwelcome behavior/conduct through the remedial process available through the City's contractor.
b. 
Employees using the remedial process available through the City's contractor shall provide all relevant information requested by the contractor.
c. 
If requested, the alleged victim will be allowed a reasonable amount of time during work to respond to the contractor's request for information or other documents.
d. 
The City's contractor shall promptly investigate the complaint and provide a resolution recommendation to the employee's supervisor. If the immediate supervisor is the employee engaging in offensive behavior, the proposed resolution shall be submitted to the next highest supervisor. This resolution may be accepted or rejected in whole or in part.
e. 
All appeals of any complaint resolution must be filed within five business days after the employee is notified of the final resolution as adopted by the appropriate supervisor. If the complaint is resolved by the immediate supervisor, the appeal shall be filed with the department head pursuant to the requirements of NPMC § 2.36.322(B)(2), Step 2. All other resolution appeals shall be filed pursuant to NPMC § 2.36.322(B)(3), Step 3. If the complaint is not settled at Step 3 it may be appealed to the Personnel Review Board pursuant to NPMC § 2.36.322(B)(4), Step 4.
I. 
Disciplinary Action. Employees found guilty of sexual or racial harassment or workplace bullying will face disciplinary action up to, and including, termination based on all the circumstances of the case, as well as the offending employee's work history. Any disciplinary action shall be subject to review as set forth in NPMC § 2.14.380 and Section 1.101.10 of the Home Rule Charter.
J. 
Confidentiality. (See NPMC § 2.36.322(C): Grievance procedure, confidentiality.)
K. 
Victim Protection.
1. 
Individual complaints, either verbal or written, are confidential except as needed to address the complaint.
2. 
Victims of alleged sexual or racial harassment or bullying shall not be required to confront the accused outside of a formal proceeding.
3. 
The accused shall not contact the victim regarding the alleged harassment.
4. 
Retaliation or reprisals are prohibited against any employee who opposed a practice forbidden under this policy, or who has filed a charge, testified, assisted, or participated in any manner in an investigation, proceeding, or hearing.
a. 
Any employee engaging in prohibited retaliatory activities shall be subject to disciplinary action up to and including termination.
b. 
Retaliation is an additional and separate disciplinary offense.
c. 
Retaliation shall be evaluated within the full context of any allegation and may consist of, but is not limited to, any of the following:
i. 
Overt hostility.
ii. 
Exclusion from functions necessary to perform job duties or ostracism.
iii. 
Special or more closely monitored attention to work performance not warranted by work performance.
iv. 
Assignment to demeaning duties not otherwise performed during the regular course of the employee's duties.
L. 
False or Bad Faith Claims. False or bad faith claims regarding sexual or gender harassment shall result in disciplinary action, up to and including termination, against the accuser, and may be referred for potential violations of civil or criminal law.
M. 
Education and Training.
1. 
Prevention is the best tool for the elimination of harassment and bullying.
2. 
The Human Resource Administrator, or designee, shall provide or acquire for members of boards, commissions, councils, and employees of departments, a training program designed to educate and thereby prevent sexual harassment. This program can be written, virtual, digital, or in person.
3. 
All Members of Boards and Committees. Councils and employees of departments shall receive a copy of this section as part of a mandatory education and training session to be conducted the first day of work or election and annually with all members of board committees, councils, and employees of departments.
4. 
The Human Resources Administrator, or designee, shall notify all members of boards, commissions, councils, and employees of departments, in advance, of each training session, and shall maintain records of all participants.
5. 
All members of boards, commissions, councils, or employees are subject to this provision.
N. 
Maintaining Complaint Files.
1. 
Information related to any harassment or bullying complaint, proceeding, or resolution shall be maintained in a separate and confidential sexual or racial harassment or bullying complaint file. This information shall not be placed or maintained in an employee's personnel file. This file shall be maintained by the Human Resources Administrator, or designee, and a copy shall be maintained by the City Attorney.
2. 
Information contained in the harassment or bullying complaint files shall be released only with the written authorization of the victim and the Chief Executive, or designee.
3. 
Participants in any harassment or bullying proceeding/investigation shall treat all information related to that proceeding/investigation as confidential.
(Ord. 98-12 § 2, 1998; Ord. 22-09 § 2, 2022; Ord. 23-04 § 2, 2023; Ord. 23-11 §§ 2 – 4, 2023)
A. 
As required by the Federal Pregnant Workers Fairness Act (PWFA), the City of North Pole will provide reasonable accommodations to employees and applicants with limitations related to pregnancy, childbirth, or related medical conditions, unless accommodation will cause undue hardship.
B. 
An employee or applicant may request accommodation due to pregnancy, childbirth, or a related medical condition by submitting their request to human resources (HR). Written requests and notes about discussion will be maintained in the employee's confidential medical file. The accommodation request should include a description of the employee's pregnancy-related limitations, and the proposed accommodations or alternatives, if any, that the employee considers to be reasonable. The employee may be asked to submit a healthcare provider statement or information to support the request, as permitted by applicable law.
When a request for accommodation is received, HR will contact the employee or applicant to discuss the request and appropriate accommodation(s). HR will advise the employee if it determines that the employee's requested accommodation would pose significant difficulty or expense, i.e., undue hardship, or if a different accommodation is preferred or selected by the City. The City will not impose accommodations without first discussing the matter with the employee.
While the reasonableness of each accommodation request will be individually assessed, possible accommodations include allowing the employee to:
1. 
Sit while working.
2. 
Change in parking spot.
3. 
Schedule modification.
4. 
Modification of authorized apparel and larger or additional safety gear.
5. 
Longer or added breaks to use facilities, rest, eat, and/or hydrate.
6. 
Take time off to recover from childbirth.
7. 
Be excused from strenuous activities and/or activities that involve exposure to compounds deemed unsafe during pregnancy.
C. 
An employee may request paid or unpaid leave as a reasonable accommodation under this policy. The City of North Pole will not require an employee to take time off if another reasonable accommodation can be provided that will allow the employee to continue to work.
D. 
The City of North Pole prohibits any retaliation, harassment, or adverse action due to an individual's request for accommodation under this policy or for reporting or participating in an investigation of unlawful discrimination under this policy.
(Ord. 23-08 § 2, 2023)
A. 
Employees of the City are expected to follow the generally accepted rules of conduct, whether posted or not. Causes for disciplinary action, up to and including termination, may include, but are not limited to, the following:
1. 
Violation of the laws of the State of Alaska or the United States or municipal ordinances, other than minor traffic offenses.
2. 
Conduct which endangers the peace and safety of others or poses a threat to the public interest.
3. 
Unjustified and material interference with the work of other City of North Pole employees.
4. 
Failing to conform to prevailing reasonable standards of conduct.
5. 
Malfeasance.
6. 
Nonfeasance.
7. 
Negligence.
8. 
Insubordination.
9. 
Failure to maintain skills needed to perform essential job duties, except where the failure is caused by a legally recognized disability that can be accommodated by the City without undue hardship as defined by the Americans With Disabilities Act of 1990, as amended.
10. 
Inadequate performance of duties.
11. 
Unauthorized absence or tardiness.
12. 
Falsification or unauthorized alteration of records.
13. 
Falsification of an employment application.
14. 
Discrimination in hiring, assignment, or promotion.
15. 
Sexual or other illegal harassment.
16. 
Violation of the Personnel Policies and Procedures.
17. 
Drinking any alcoholic beverage during the workday, being under the influence of illicit drugs, alcohol, or the misuse or abuse of prescription drugs during the workday.
18. 
Falsifying City of North Pole records.
19. 
Unauthorized alteration of a timesheet.
20. 
Unauthorized possession of firearms, weapons, or explosives on the City of North Pole-owned property, excluding certified police officers or any other person required to carry a firearm as part of their duties.
21. 
Threatening, intimidating, coercing, or interfering with fellow employees on the job, or the public at large.
22. 
Theft or removal of any City of North Pole property, the property of any City employee, volunteer, or the property of another which is in the temporary care and custody of the City without proper authorization.
23. 
Gambling or engaging in a lottery at any City of North Pole work area.
24. 
Misusing, destroying, or damaging any City of North Pole property or the property of any employee.
25. 
Failure to report an accident with a City vehicle.
26. 
Deliberately restricting work output of themselves or others.
27. 
Sleeping during working hours, excluding firefighter employees during times they are authorized to sleep.
28. 
Fighting (verbal or physical) on City of North Pole premises, or while on City business, or in a City uniform.
29. 
Any act that endangers the safety or lives of others.
30. 
Failure to complete required training.
(Ord. 98-12 § 2, 1998; Ord. 23-12 § 2, 2023)
A. 
It is the responsibility of all the City department chiefs and supervisors to assure that work rules and generally accepted standards of conduct are complied with by the City workforce in order to maintain efficiency and order. This shall be accomplished through the process of uniform and equitable administration of discipline. Disciplinary action shall range from verbal admonishment, letter of reprimand, or suspension from duty without pay, to dismissal for just cause, all to be administered according to accepted principles of proper management. No executive/administrative/professional employee, however, shall be subject to suspension without pay.
B. 
For all but major breaches of work rules, discipline should be administered in increasingly progressive severity; and be appropriate for the offense or incident. The City subscribes to the accepted management principle that the purpose of a system of discipline is to rehabilitate employees.
C. 
All forms of disciplinary action, excluding verbal admonishments, must be in writing, state the full circumstances surrounding the incident (e.g., incident, date, time, location, witnesses, the precise discipline administered), and contain a notation requesting the employee's comments. A copy of the action shall be given to the employee, and a copy placed in the employee's file, after the individual has acknowledged receipt by signature. Should the employee refuse to acknowledge receipt, the supervisor or department chief and a witness shall note that the employee refused to acknowledge receipt and the document shall be placed in the employee file without the employee's signature. This subsection does not apply to dismissals.
(Ord. 98-12 § 2, 1998)
A. 
The procedures outlined in this section shall apply to disciplinary actions other than dismissal taken against City employees, except that:
1. 
This section shall not apply to appointed employees, or employees designated in NPMC § 2.36.020(A)(1) through (4).
B. 
Employees against whom disciplinary action other than dismissal is taken or proposed shall have the right to request an appeal hearing before the Chief Executive or his designee. The employee shall serve written demand for said hearing on the Chief Executive not later than five working days following the employee's receipt of written notice of the disciplinary action. Failure to serve demand for a hearing within said time limit, or appear at a hearing scheduled for response to such demand, shall constitute a waiver by the affected employee of the right to said hearing. The affected employee may request disqualification of the Chief Executive or other hearing officer by filing an affidavit stating with particularity the grounds upon which it is claimed that a fair and impartial hearing cannot be accorded. The employee shall serve the affidavit on the Chief Executive not later than five days following the employee's receipt of written notice of the hearing. The Chief Executive or hearing officer may, but is not required to, suspend imposition of the disciplinary action pending the appeal. The Chief Executive or hearing officer may affirm the disciplinary action, impose a lesser disciplinary action or prohibit the imposition of discipline against the employee for the incident examined at the hearing.
(Ord. 98-12 § 2, 1998)
A. 
The procedures outlined in this section shall apply to dismissal actions proposed against employees appointed to full-time positions, except that:
1. 
This section shall not apply to appointed employees or to employees designated in NPMC § 2.36.020(A)(1) through (4).
B. 
Prior to dismissal, the supervisor or department chief shall provide the employee a written notice of the proposed dismissal, a statement of the reasons for the proposed dismissal, a statement of the evidence supporting the reasons, and notice of the employee's right to request a hearing in accordance with this section.
C. 
Probationary employees against whom dismissal action is proposed shall have the right to request an appeal hearing before the Chief Executive or his designee. The employee shall serve written demand for such hearing on the Chief Executive not later than five working days following the employee's receipt of written notice of the proposed dismissal action. Failure to serve demand for a hearing within such time limit, or to appear at a hearing scheduled in response to such a demand, shall constitute a waiver of the affected employee of the right to such hearing. The affected employee may request disqualification of the Chief Executive or other hearing officer by filing an affidavit stating with particularity the grounds upon which it is claimed that a fair and impartial hearing cannot be accorded. The employee shall serve the affidavit upon the Chief Executive not later than five working days following the receipt of written notice of the hearing.
D. 
Dismissal shall become effective:
1. 
If the employee fails to timely demand a hearing, upon expiration of the five-working-day time limit set forth above; or
2. 
If the employee timely demands a hearing, upon the date the employee waives the hearing by failing to attend or upon the date on which the Chief Executive or hearing officer issues a decision affirming the dismissal action, whichever shall first occur.
E. 
The Chief Executive or hearing officer may affirm the dismissal or extend the employee's probationary period if the supervisor or department chief, acting in good faith, is actually dissatisfied with the employee's performance.
F. 
Full-time employees against whom dismissal action is proposed shall have the right to request a hearing before a review board.
1. 
The affected employee shall serve written demand for said hearing on the Chief Executive or his designee not later than five working days following the employee's written notice of proposed dismissal action. Failure to serve demand for a hearing within said time limit, or to appear at a scheduled hearing in response to such a demand, shall constitute a waiver by the affected employee of the right to said hearing. Dismissal shall become effective:
a. 
If the employee fails to timely demand a hearing, upon the expiration of the five-working-day limit set forth above; or
b. 
If the employee timely demands a hearing, upon the date the employee waives the hearing by failing to attend or upon the date on which the board issues a decision affirming the dismissal action, whichever shall first occur.
2. 
The review board shall consist of three persons appointed by the Chief Executive and confirmed by the Council, including at least one managerial/professional employee of the City, who works in a department of the City different from the department in which the affected employee works; one member of the City Council except the Chief Executive may not appoint himself and one private citizen, who is neither employed by nor under contract with the City. The affected employee may request disqualification of any member of the review board by filing an affidavit stating with particularity the grounds upon which it is claimed that a fair and impartial hearing cannot be accorded. The employee shall serve the affidavit on the Chief Executive or his designee not later than five days following the employee's receipt of written notice of the appointment of the review board.
3. 
The board shall conduct a hearing on the matter as soon as reasonably practicable after service of demand for such hearing upon the Chief Executive or his designee. The board shall provide the affected employee with at least five working days' notice of the date and place of hearing and shall provide both the affected employee and a representative of the City with an opportunity to exercise the following rights at the hearing:
a. 
To testify;
b. 
To present witnesses and other evidence;
c. 
To cross-examine witnesses;
d. 
To be represented by a person of his choice.
4. 
The board shall conduct the hearing specified above and, after considering the evidence presented at such hearing, shall determine whether there is just cause to dismiss the employee. The board may affirm the dismissal, impose a lesser disciplinary action, or prohibit the imposition of discipline against the employee for incidents examined at the hearing. The affirmative vote of two members shall constitute the decision of the board, which shall be in writing and shall be issued as soon as practicable following termination of the hearing.
5. 
The review board shall deliver a majority decision to the affected employee, and the decision of the board is final. The losing party may appeal the review board's decision by filing a notice of appeal and points on appeal with the Superior Court not later than thirty days after the date the decision was delivered or mailed to them. The Court shall review the matter on the record for an abuse of discretion. The case shall not be tried de novo. The Rules of Appellate Procedure of the State of Alaska shall apply to the case.
G. 
Employees that are awaiting a pretermination hearing shall be put on suspension with pay until the Review Board has issued their decision.
(Ord. 98-12 § 2, 1998; Ord. 03-07 § 2, 2003)
A. 
This section shall not apply to appointed employees, or employees designated in NPMC § 2.36.020(A)(1) through (4). The City shall promptly consider and equitably adjust employee grievances relating to employment conditions and relationships. Furthermore, the City desires to adjust the causes of grievances informally; both department heads and employees are expected to resolve problems if possible within five business days. Grievances may include, but are not limited to, such things as discipline, transfer, job posting, selection, unfair assignment of vacation or holiday time, a personal request that was denied, etc.
B. 
The following steps shall be followed on processing a grievance which an employee(s) may have that cannot be resolved by discussion between the employee(s) and the supervisor:
1. 
Step 1. The employee(s) shall verbally bring the grievance to the attention of the supervisor within ten business days (i.e., Monday through Friday) of occurrence of such grievance.
2. 
Step 2. If the grievance is not settled at step 1 within five business days, it shall be prepared in detail, submitted in writing, shall be dated, shall be signed by the aggrieved employee or group of employees and shall be presented to the responsible department head within five business days, not including the day of presentation. The department head shall make a copy of the grievance and provide to the Personnel Officer. The department head shall answer the grievance in writing fully elaborating his position and respond within ten business days from presentation. The department head shall provide a copy of the response to the Personnel Officer.
3. 
Step 3. If the grievance is not settled in step 2, the written grievance shall be presented to the Chief Executive along with all pertinent correspondence, records and information accumulated to date to the City Chief Executive within five business days after the department head's response is given, not including the day the response is given. No additional material may be submitted in step 3 that was not presented to the department head in step 2, with the exception of a letter addressed to the Chief Executive indicating the affected employee is not satisfied with the decision of the department head. The letter may outline the reasons for the dissatisfaction, but may not add additional information not previously available to the department head. The City Chief Executive may hold a hearing or conduct additional investigations as he deems necessary. However, the Chief Executive may not consider any additional information in the course of his investigation that was not part of the material originally provided to the department head. The City Chief Executive shall make his decision and reply to the appropriate parties concerned in writing within ten business days of the date of presentation of the written grievance. The Chief Executive shall provide a copy of the response to the Personnel Officer.
4. 
Step 4. If the grievance is not settled in step 3, the decision of the City Chief Executive shall be appealed to the Personnel Review Board by presenting a written copy of the grievance to the Human Resources Administrator within five business days following receipt of the Chief Executive response along with a cover letter from the grievant indicating the employee's desire for appeal to the Personnel Review Board. The Human Resources Administrator will receive and date the written copy received and include a request to form the Personnel Review Board on the next agenda of the City Council.
a. 
If the grievance procedures are not initiated within the time limits established by this section, the grievance shall be considered not to have existed.
b. 
Any grievance not taken to the next step of the grievance procedure shall be considered settled on the basis of the last reply made and received in accordance with the provisions of this section.
c. 
If the City fails to meet or answer any grievance within the time limits prescribed for such action by this section, such grievance shall automatically advance to the next step. If the City fails to meet or answer any grievance on step 3 of the grievance procedure within the time limits prescribed for such action by this section, it shall be deemed that the City has considered the grievance to be in favor of the grievant and shall resolve the matter accordingly.
C. 
Confidentiality. It shall be the policy of the City to preserve confidentiality in matters touching on the reputation of all employees of the City and to protect each employee's right to privacy. To this end, grievances shall be confidential and shall not be disclosed by an officer or employee of the City except as may be required by law. At no time may any officer of the City disclose the contents, substance or any fact regarding employee grievances without prior written permission of the employee(s). All processing, interviews and investigations will be done in confidence. Any employee of the City who, because of the nature of their position, may become aware of the substance of the grievance may not disclose or discuss in any manner any part of the grievance until released by written document signed by the aggrieved employee. Any release of information will be deemed in violation of this section and be subject to disciplinary action or other remedies as may be available in the code. Nothing, however, shall abridge the right of any employee to disclose the contents of his or her records or to waive his/her rights to have any proceeding before the Personnel Review Board to be heard in private. The fact that an aggrieved employee may choose to discuss his grievance does not in any way release officers or employees of the City from their obligation to keep confidential all matters related to the grievance.
(Ord. 98-12 § 2, 1998; Ord. 22-09 § 2, 2022)
A. 
The Personnel Review Board shall consist of the City Council excluding the Chief Executive and any other Council member with a conflict of interest.
B. 
The Human Resources Administrator shall serve as the secretary of the Personnel Review Board and shall be responsible to the chairman of the Personnel Review Board commencing on the date of the formation of the Personnel Review Board and concluding following the issuance of the Personnel Review Board decision. No communication will take place with any officer or employee of the City regarding the grievance under consideration without the written or verbal permission of the chairman of the Personnel Review Board. The secretary will contact the Board members, establish the Board site, take minutes, issue oaths, maintain the record of the proceedings, seal the proceedings, ensure compliance with the provisions of this section and any other requirement as may be assigned relevant to the grievance by the chairman of the Personnel Review Board. The secretary may not discuss any matter relevant to the grievance with any employee or officer of the City without the written permission of the chairman of the Personnel Review Board.
C. 
Jurisdiction. The Personnel Review Board shall have jurisdiction over all grievances submitted by any classified employee. The Personnel Review Board shall not have jurisdiction over those employees designated in NPMC § 2.36.020(A)(1) through (4).
D. 
Powers/Authority. The Personnel Review Board may:
1. 
Establish administrative rules and procedures for the conduct of its business;
2. 
Conduct preliminary investigations, make reports to the City Council, and conduct hearings as provided herein. The board shall use the latest version of Robert's Rules of Order unless superseded elsewhere in this code;
3. 
Consider the grievance as presented and the application of applicable sections of this code;
4. 
Adjudicate/mediate any and all matters grieved by City employees including, but not limited to, returning the matter to the Chief Executive for reevaluation, reversal of the decision of the Chief Executive or any other reasonable decision relevant to the grievance;
5. 
Make recommendations to the Chief Executive and to the City Council for amendments to City policy or the code as the Board may deem necessary or advisable.
E. 
Process. Upon receipt of the grievance, the Human Resources Administrator shall:
1. 
Date and number the grievance;
2. 
Inventory and identify all documents as exhibits, and secure the information pending instructions from the chairman of the Personnel Review Board;
3. 
Notify the City Council at its next regularly scheduled meeting that a grievance has been received and request instruction regarding the date the Personnel Review Board is to meet;
4. 
Compile, number and copy submitted documents for each Personnel Review Board member maintaining absolute confidentiality of the material as required in this section;
5. 
Schedule a meeting room, calendar the meeting, advertise the date, time and place for the meeting, and provide reasonable notice of the meeting date to the public, keeping in mind that the substance of the grievance remains confidential.
F. 
Prehearings. The Personnel Review Board may convene a prehearing conference for the following:
1. 
Select a chairman, who shall hold office till the grievance is resolved;
2. 
Set a time and place for the hearing;
3. 
For stipulation as to matters of fact;
4. 
To identify and schedule any prehearing matters;
5. 
To resolve any other similar matter before the hearing.
G. 
Hearings.
1. 
At the discretion of the chairman of the Personnel Review Board, the chairman may appoint a hearing officer to conduct the mechanics of the hearing. Such hearing officer shall have no vote nor participate in the deliberative portion of the hearing process.
2. 
The Personnel Review Board may administer oaths, hold hearings, and take testimony. Upon application by a party to the hearing, the Board may issue subpoenas to require the presence of witnesses and the production of records, books and papers at the hearing.
3. 
Subpoenas must be served in the manner prescribed by Rule 45 of the Alaska Rules of Civil Procedure.
4. 
Failure or refusal to obey a subpoena issued under this chapter is punishable as contempt in the manner provided by law and court rule.
5. 
The Chief Executive and the respondent may be represented by counsel at their own expense. Each party shall have the opportunity to be heard, present evidence, and cross-examine witnesses. All witnesses shall testify under oath.
6. 
The Alaska Rules of Evidence do not apply to the admission of evidence in a hearing, but the Board's finding must be based upon reliable and relevant evidence. All testimony and written evidence taken at the hearing must be preserved. Upon written request, a copy of the testimony and written evidence must be furnished to the grievant.
7. 
At the conclusion of the hearing, the Board shall recess to executive session to review the grievance and to determine its decision. Upon making its decision the Board will communicate in writing to both the Chief Executive and the grievant outlining its findings of fact and its decision. Unless specifically waived by the grievant, all matters relating to the grievance will remain confidential, be sealed and filed.
8. 
The decision of the Board is final. An appeal from a decision of the Board may be taken to Superior Court in accordance with the Alaska Rules of Appellate Procedure.
(Ord. 98-12 § 2, 1998; Ord. 22-09 § 2, 2022)
A. 
It is the responsibility of all levels of City management to ensure that prudent safety rules and precautions are developed, implemented and observed.
B. 
Failure of City employees to comply with safety requirements and regulations shall be just cause for disciplinary action, to include dismissal.
(Ord. 98-12 § 2, 1998)
No City employee may provide volunteer services to another department of the City of North Pole where the employee is performing the same work as they regularly perform for the City. All employees desiring to volunteer their services to another department shall request through their department head and Human Resources Administrator to the Chief Executive prior to volunteering. A copy of the approval memorandum shall be provided to the department head to which the employee will volunteer.
(Ord. 98-12 § 2, 1998; Ord. 22-09 § 2, 2022)
A. 
The City reserves the right to use any lawful method of investigation which in its sole discretion it deems reasonable and necessary to determine whether any employee has engaged in conduct warranting disciplinary action. The Personnel Officer is the office of prime responsibility (OPR) for internal investigations. The Personnel Officer shall enlist the necessary services to complete the investigation timely and accurately.
B. 
Internal investigations are confidential. Results of the investigation will be made available only to those employees directly involved. Those persons who the City has reason to believe have engaged in actions that violate law or are contrary to the best interest of the City will be subject to termination.
C. 
Investigations will be conducted as follows:
1. 
Upon receipt of a complaint, the Personnel Officer will notify the Chief Executive and appropriate department head of the complaint.
2. 
The Personnel Officer will conduct the investigation as expeditiously as possible. Any method reasonable and necessary to determine the facts will be utilized.
3. 
Should the complaint allege criminal activity, the complaint will be forwarded to the Police Department for investigation. Police Department employee conducting the investigation will routinely advise and coordinate with the Personnel Officer on the investigation.
4. 
After the investigation is completed, a report including conclusions and recommendations will be forwarded to the Chief Executive and department head for review.
5. 
The Chief Executive and appropriate department head, if applicable, will determine the final disposition of the complaint and administer disciplinary action as appropriate.
6. 
The complainant and the respondent shall be notified in writing of the completion and findings of the investigation.
7. 
Any disciplinary action administered shall be confidential and will not be revealed to the complainant.
8. 
Records of internal investigations shall be appropriately filed in the employee's confidential personnel file.
(Ord. 98-12 § 2, 1998)
A. 
The City shall maintain a policy for the protection of whistle-blowers.
1. 
The City may not discharge, threaten or otherwise discriminate against an employee regarding the employee's compensation, terms, conditions, location or privileges of employment because:
a. 
The employee, or a person acting on behalf of the employee, reports to a public body or is about to report to a public body a matter of public concern; or
b. 
The employee participates in a court action, an investigation, a hearing or an inquiry held by a public body on a matter of public concern.
2. 
The City may not disqualify an employee or other person who reports a matter of public concern or participates in a proceeding connected with a matter of public concern before a public body or court, because of the report or participation, from eligibility to bid on contracts with the City, or receive another right, privilege or benefit.
3. 
The provisions of this section do not:
a. 
Require the City to compensate an employee for participation in a court action or in an investigation, hearing, or public inquiry by a public body;
b. 
Prohibit the City from compensating an employee for participation in a court action or in an investigation, hearing or inquiry by a public body; or
c. 
Authorize the disclosure of information that is legally required to be kept confidential.
B. 
Limitation to Protections.
1. 
A person is not entitled to the protections under this section unless the person reasonably believes that the information reported is or is about to become a matter of public concern and reports the information in good faith.
2. 
A person is entitled to the protections under this section only if the matter of public concern is not the result of conduct by the person seeking the protection or is the result of conduct by the person that was required by the person's employer.
3. 
Before an employee initiates a report to a public body on a matter of public concern under this section, the employee shall submit a written report concerning the matter to the Chief Executive. However, the employee is not required to submit a written report if the employee believes with reasonable certainty that the activity, policy, or practice is already known to the Chief Executive or that an emergency is involved. The protections of subsection (A) of this section apply to reports made to the Chief Executive under this section.
C. 
Relief and Penalties.
1. 
A person who alleges a violation of this section may bring civil action and the court may grant appropriate relief.
2. 
A person who violates or attempts to violate this section is also liable for a civil fine of not more than $10,000 (ten thousand dollars).
D. 
Definitions. In this section:
1. 
"Employee" or "public employee"
means a person who performs a service for wages or other remuneration under a contract of hire, written or oral, expressed or implied, for the City;
2. 
"Matter of public concern"
means:
a. 
A violation of a State, Federal or municipal law, regulation or ordinance,
b. 
A danger to public health or safety, or
c. 
Gross mismanagement, a substantial waste of funds, or a clear abuse of authority;
3. 
"Public body"
includes an officer or agency of:
a. 
The Federal government,
b. 
The State,
c. 
A political subdivision of the State including another municipality or a school district,
d. 
A public or quasi-public corporation or authority established by State law including the Alaska Railroad Corporation and the University of Alaska.
(Ord. 98-12 § 2, 1998)
A. 
Indemnity. The City shall indemnify any employee of the City against any claim, demand, suit or judgment arising out of his employment by the City if the City employee, at the time of the occurrence, was acting in good faith and within the scope of his duties.
B. 
The City shall provide the employee with independent legal counsel when the liability of the employee involves claims or defenses not reasonably related to the claims or defenses of the City.
(Ord. 98-12 § 2, 1998)
A. 
Resignation. Employees are encouraged to provide a two-week or ten business days' notice to facilitate a smooth transition out of the organization, unless the Chief Executive or his designee agrees to permit a shorter period for extenuating circumstances, and will notify the employee in writing to confirm the final date of employment. All resignations must be confirmed in writing, including the reason for leaving and the effective date. Employees who orally resign will receive a confirmation of resignation notice within one business day. If an employee provides less notice than requested, the City may deem the individual to be ineligible for rehire depending upon the circumstances regarding the notice given.
B. 
Employees who fail to report to work for three consecutive days without properly communicating to their department head or supervisor the reasons for their absence will be viewed as voluntarily resigning their employment as of the third day.
C. 
Employees will not be allowed to rescind a resignation given in writing or orally. Employees who wish to discuss concerns about their continued employment before making a final decision to resign are encouraged to do so. Employees who resign in good standing and whose documented performance is above average under the City's performance management system will be eligible for reemployment for a period of up to six months from the last date of employment, with benefits tied to seniority reinstated in full. Former employees will be considered for open positions along with all other candidates but shall not receive any preference for being a former employee. Former employees rehired after six months will be treated as new employees.
D. 
Resigning employees will be scheduled for an exit meeting to ensure that all tools and equipment are returned and to provide an opportunity to discuss any questions or concerns related to employment with the City of North Pole. Employees who fail to return any company property, including keys, credit cards, tools, uniforms, cellular phones, pagers and other equipment, will be deemed ineligible for rehire and may be subject to legal proceedings on behalf of the City. Departing employees will be asked to confirm their forwarding address to ensure that benefits and tax information are received in a timely manner. Final pay will be made available within three business days or mailed to this address per employee request by certified mail. Accrued but unused vacation will be paid out consistent with the City vacation policy. All resignations and ineligibility determinations will be filed in employee's personnel file.
E. 
Dismissal. Employees designated in NPMC § 2.36.020(A)(4) shall be dismissed in the manner prescribed and acceptable to the Council. No other employee appointed to a full-time position shall be dismissed unless the provisions of NPMC § 2.36.320 have been followed.
(Ord. 98-12 § 2, 1998; Ord. 00-07 § 2, 2000; Ord. 06-07 § 2, 2006)
A. 
All City employees, excluding temporaries and casuals, shall be entitled to the holidays listed below with pay. Except as noted in subsection (D) of this section, full-time employees shall receive regular straight time compensation commensurate with the number of hours they are regularly scheduled to work; part-time employees shall be paid straight time compensation in proportion to the number of hours regularly scheduled to work. Any hours worked on a holiday will be paid at holiday rate of pay (double time).
Dates Observed
Shift Workers
Non-Shift Workers
1.
News Year's Day
Jan 1st
Jan 1st or refer to NPMC § 2.36.400(B)
2.
Martin Luther King, Jr. Day
3rd Mon in Jan
3rd Mon in Jan
3.
President's Day
3rd Mon in Feb
3rd Mon in Feb
4.
Memorial Day
Last Mon in May
Last Mon in May
5.
Independence Day
July 4th
Jul 4th or refer to NPMC § 2.36.400(B)
6.
Labor Day
1st Mon in Sept
1st Mon in Sept
7.
Personal Holiday
8.
Veterans Day
Nov 11th
Nov 11th
9.
Thanksgiving Day
4th Thurs in Nov
4th Thurs in Nov
10.
Christmas Day
Dec 25th
Dec 25 or refer to NPMC § 2.36.400(B)
B. 
If any such holiday falls on Sunday, the following Monday shall be given as a holiday. If any such holiday falls on a Saturday, the preceding Friday shall be given as a holiday. This provision applies to administrative personnel only. This provision does not apply to shift duty.
C. 
The day a holiday is observed may be adjusted by the Chief Executive to conform with holiday dates observed by the State or Federal government.
D. 
All other employees whose regular day off falls on a City holiday shall accrue leave commensurate with the number of hours they are regularly scheduled to work.
E. 
Holidays which occur during a properly approved leave shall not be charged leave time.
(Ord. 98-12 § 2, 1998; Ord. 00-09 § 2, 2000; Ord. 20-13 § 2, 2020)
A. 
All full-time employees shall be granted leave time in hours per month, as per the following table:
Employees Hired After January 1, 1990
Employee
0 – 3 years
4 years or more
40 hrs/week
17.3
21.8
Fire Dept shift employees
23
28.75
B. 
Monetary compensation (leave buy-out) can be authorized up to a maximum of one hundred twenty hours (one hundred sixty hours for personnel on the Fire Department shift), minimum of twenty hours, per calendar year with the approval of the department head. An employee must have sixteen hours remaining for forty-hour-per-week employees and twenty-four hours remaining for Fire Department shift employees after compensation in order to be eligible.
C. 
Department heads or designees are the sole approving authority on leave. Approval considerations shall be based upon department operation requirements and the desire of the employee. Leave may be canceled or amended to allow the department to meet emergency situations. However, leave may not be canceled or amended to avoid paying overtime.
D. 
An employee who is unable to report to work for any reason without prior approval shall report the reason for his absence to his department head as soon as possible after the time he/she is expected to report for work. Leave with pay shall be allowed on a case-by-case basis. The department head shall determine whether or not an employee's reason for absence warrants leave with pay. It is the responsibility of the employee to provide substantiation of their reason for not appearing for work.
E. 
Any employee placed on extended leave for any reason will be required to contact their Human Resources representative no less than every two weeks with an update on the progress of the event causing them to be on extended leave. Leave of any kind must not exceed more than one hundred eighty calendar days. Should an employee fail to communicate with Human Resources, or not return to full time work within the one hundred eighty calendar days, the employee shall be deemed to have voluntarily resigned their employment with the City and their employment with the City shall be terminated. Military leave excluded per NPMC § 2.36.170(B).
F. 
Unused leave shall be compensated at the current rate of pay at the time of resignation or dismissal of an employee.
G. 
Leave can accrue from year to year with a maximum accrual of three hundred sixty hours, except that the maximum leave accrual for Fire Department shift personnel shall be four hundred sixty hours. When an employee's leave accrual reaches the maximum limit they must elect either to receive monetary compensation or take leave subject to the provisions of subsection (C) of this section to reduce the accrued leave below the maximum level. Any excess leave above maximum accrual not used within the pay period will be forfeited. If an employee changes from a Fire Department shift to a forty-hour-a-week shift, or vice versa, any leave that is over the maximum after conversion (see subsection (G)(1) of this section for conversion) for that shift schedule must be sold or taken as stated in this subsection. The office responsible for payroll operations shall ensure compliance with this subsection.
1. 
The formula for converting the accrued leave of an employee who goes from a forty-hour-per-week shift to a Fire Department shift, or vice versa, shall be as follows:
a. 
From a forty-hour-per-week shift to a Fire Department shift: Multiply the current accrued leave balance by the current hourly rate of pay for the forty-hour-per-week shift and divide this total by the Fire Department shift hourly rate. The result will be the new accrued leave balance.
An example is as follows where:
(a) = current leave balance;
(b) = hourly rate of pay for forty-hour-per-week shift;
(c) = hourly rate of pay for Fire Department shift;
(d) = new accrued leave balance.
(a) * (b)
= (d)
(c)
b. 
From a Fire Department shift schedule to a forty-hour-per-week shift: Multiply the current accrued leave balance by the current hourly rate of pay for the Fire Department shift and divide this total by the forty-hour-per-week shift hourly pay rate. The result will be the new accrued leave balance.
An example is as follows where:
(a) = current leave balance;
(b) = hourly rate of pay for forty-hour-per-week shift;
(c) = hourly rate of pay for Fire Department shift;
(d) = new accrued leave balance.
(a) * (c)
= (d)
(b)
H. 
All personnel not working a Fire Department shift schedule will accrue leave as forty hours/week employees.
I. 
Any employee placed on extended leave for any reason will be required to contact their Human Resources representative no less than every two weeks with an update on the progress of the event causing them to be on extended leave. Leave of any kind must not exceed more than one hundred eighty calendar days. Should an employee fail to communicate with Human Resources, or not return to full-time work within the one hundred eighty calendar days, the employee shall be deemed to have voluntarily resigned their employment with the City and their employment with the City shall be terminated.
J. 
The department head, in collaboration with the Human Resources Administrator, may offer leave as a hiring incentive for part-time positions. This incentive can only be given under the following guidelines:
1. 
Four hours per pay period.
2. 
Part-time employee must work no less than forty-eight hours per pay period.
3. 
Part-time employee must have a set or standard schedule.
4. 
Employee cannot be classified as a seasonal/volunteer employee.
5. 
Leave may be accrued up to one hundred four hours, unused time exceeding the maximum will be forfeited at the time of accrual.
6. 
Part-time employees are not eligible for cash out options for leave, except for resigning or the position being terminated, as part of their final paycheck.
7. 
Part-time employees are not eligible for paid holidays and must adjust their schedules accordingly to work the required number of hours per pay period (forty-eight hours). Employee may use accrued leave to balance, if they have the leave available.
(Ord. 98-12 § 2, 1998; Ord. 99-10 § 2, 1999; Ord. 00-03 § 2, 2000; Ord. 04-05 § 2, 2004; Ord. 07-08 § 2, 2007; Ord. 18-13 § 2, 2018; Ord. 21-23 § 2, 2022; Ord. 22-10 § 2, 2022; Ord. 22-20 § 2, 2022; Ord. 23-13 § 2, 2023)
A. 
The leave bank program is for employees who are experiencing a personal or family medical emergency, and have exhausted his or her available paid leave. The leave bank program can also provide maternity leave once the employee has exhausted their available paid leave. The Human Resources Administrator will determine how much donated leave an employee may receive from the leave bank. Any unused donated leave will be returned to the leave bank. Donated leave will be withdrawn from the leave bank at the current hourly rate of the employee to receive the benefit.
B. 
The following definitions are to be used for qualified leave bank request:
1. 
Medical Emergency. A medical emergency is a medical condition of either the employee or the employee's family member that is likely to require the employee to be absent from duty for a prolonged period and to result in a substantial loss of income because of the employee's lack of available paid leave.
2. 
Maternity Leave. The employee must have given birth to a child or have adopted a child or been placed with a foster child (in either case, the child must be age seventeen or younger). The adoption of a child by a new spouse is excluded from this policy.
3. 
The definition of "family member" covers a wide range of relationships, including spouse; parents; parents-in-law; children; brothers; sisters; grandparents; grandchildren; stepparents; stepchildren; foster parents; foster children; guardianship relationships; as applicable.
C. 
The Human Resources Administrator shall hear all requests for leave and rule on them quickly.
1. 
Leave shall be drawn from the leave bank based on the current regular wage of the applicant.
2. 
The leave bank may not have any more than $10,000 (ten thousand dollars) of leave accrued at any one time.
3. 
An applicant may appeal a decision made by the Human Resources Administrator to the Mayor, who shall quickly make a determination in writing. The Mayor's decision is final.
D. 
In order to receive donated annual leave, a leave bank member who is affected by a personal or family medical emergency, or maternity leave, must make written application to the Human Resources Administrator. If the member is not capable of making written application, a personal representative may make the application on behalf of the employee to the Human Resources Administrator.
1. 
Each application should include:
a. 
The name, position title, and grade or pay level of the leave bank member.
b. 
The reasons transferred leave is needed, including a brief description of the nature, severity, and anticipated duration of the medical emergency, and, if it is a recurring one, the approximate frequency of the medical emergency affecting the leave bank member.
c. 
If required by the Human Resources Administrator, certification regarding the medical emergency from one or more physicians or other appropriate experts. (The agency must pay the expenses associated with obtaining agency-required certification from more than one source.)
d. 
Any additional information required by the Human Resources Administrator.
E. 
Employees may donate leave to the leave bank with a written request to their respective department head. Leave will be deposited on behalf of an employee at their current regular wage into the leave bank.
(Ord. 18-13 § 2, 2018; Ord. 22-09 § 2, 2022)
A. 
The City of North Pole will incorporate an across-the-board compensatory time policy for employees. All hours worked in excess of an employee's regular work period will be compensated at one and one-half times the number of excess hours worked.
1. 
Employees may accrue a maximum of eighty hours compensatory time.
2. 
Fire Department employees may accrue a maximum of one hundred twenty hours compensatory time.
B. 
After the maximum hour accrual is reached, all overtime will be compensated by cash payment equal to one and one-half times the regular rate of pay for each hour worked in excess of the set work period.
C. 
The City Accountant will create a payroll item for each employee to reflect the amount of compensatory time accrued.
D. 
Overtime will be recorded on employees' time sheets. Employees may elect to be paid cash for their overtime or receive compensatory time. As such, department heads will create three separate lines (one for cash payment of overtime, one for compensatory time and one for compensatory time use) on time sheets. Employees will indicate on time sheets whether they desire cash and/or compensatory time for the overtime for that pay period. (Employees may combine cash and compensatory time for overtime compensation.)
E. 
Employees will submit a request to use compensatory time to the department head on a form developed by the City Accountant. Completed requests for use of compensatory time off will be forwarded to the City Accountant, who will file the request in the employee's payroll file. Department heads will ensure compensatory time use is documented on employees' time sheets when compensatory time is used. Department heads are the approving authority and will grant use of compensatory time by employees if there will be no undue disruption of service. ("Undue disruption" is defined as a loss of service as opposed to merely an inconvenience to the department.)
F. 
The City of North Pole will not force employees to schedule or use compensatory time.
G. 
Compensatory time off will be used before using leave and may be used in conjunction with leave, provided the balance of the compensatory time is used before using leave.
H. 
The City of North Pole reserves the right to compensate any overtime in cash payments in lieu of compensatory time. Such substitution will not affect subsequent granting of compensatory time off in future work periods.
I. 
Should a nonexempt employee terminate from City employment, all unused accrued compensatory time will be paid as a cash payment equal to the accrued hours times the employee's final regular rate of pay, or the average regular rate received by such employee during the last three years of employment, whichever is higher.
J. 
Non-overtime-eligible (FLSA exempt) employees shall accrue comp time on an hour-for-hour (one-to-one) basis, with a maximum balance at any time of forty hours. Accrued compensatory time shall be treated, and is subject to, the same procedures as personal leave, except that any accrued but not used compensatory time will be forfeited at termination.
(Ord. 02-05 § 2, 2002; Ord. 10-05 § 2, 2010)
The Chief Executive shall provide for recognition of the faithful, effective service rendered by employees. Special recognition shall be given to those employees who have completed five, ten, fifteen and twenty years of service.
(Ord. 98-12 § 2, 1998)
A. 
All City employees in the City service excluding the Mayor, contractual employees, casual employees and temporary employees shall be paid the monthly/hourly wage in accordance with the position classification title and date of hire or range, except that employees being promoted to positions of higher pay shall receive a start date adjustment that places them at the increased salary closest to their subsequent pay scale salary. Such adjustment shall be recorded in the employee's personnel file and shall be used throughout the employee's tenure of that position.
B. 
Employees (excluding Fire Department personnel) working a regularly scheduled evening shift shall earn a pay differential hourly rate of $1 (one dollar) an hour for hours worked from 3:00 p.m. to 10:00 p.m.
C. 
Employees (excluding Fire Department personnel) working a regularly scheduled night shift shall earn a pay differential hourly rate of $2 (two dollars) an hour for hours worked from 10:00 p.m. to 8:00 a.m.
D. 
The City Council shall every three years review the pay scale to recommend cost of living increase adjustments as warranted and shall communicate back to the employees the outcome of the review. Department heads will report market surveys to the City Council, two months in advance of the annual budget meetings. All market surveys will use the same data source.
E. 
Employees will advance to the next pay step on the first full pay period of each year, except for those new employees hired within the last quarter of the year. Employees hired within the last quarter of the year will not be eligible for their annual step salary increases until the first full pay period in January following their one-year anniversary. Employees over step 20 on the pay scale will receive a one percent increase on the first full pay period of each year.
F. 
Professional Development Step Salary Increases. Employees may earn horizontal step increases for professional development as follows:
Criteria for professional development will be developed by department heads coordinated with the Mayor and approved by the City Council. Current employees who meet the professional development criteria for advancement at the time of adoption of Ordinance 04-05 will be grandfathered in for longevity requirements. Initial placement in professional development track will not be cumulative and will result in two step advancements only. Police Sergeants are eligible for professional development advancement.
Accounts Receivable/Receptionist Clerk:
Clerk I
2 Steps
Clerk II
2 Steps
Clerk III
2 Steps
Clerk IV
2 Steps
Accounts Specialist/Utility Accountant:
Certification I – Not For Profit Financial Concepts I or Equivalent
2 Steps
Certification I – Not For Profit Financial Concepts II or Equivalent
2 Steps
Bachelor's Degree In Accounting
2 Steps
CPA
2 Steps
Accountant/Accounts Specialist/Deputy Accountant:
Deputy Accountant I
2 Steps
Deputy Accountant II
2 Steps
Deputy Accountant III
2 Steps
Deputy Accountant IV
2 Steps
City Clerk:
Clerk I
2 Steps
Clerk II
2 Steps
Clerk III
2 Steps
Clerk IV
2 Steps
Admin/Exec. Assistant/Evidence:
Admin/Exec. Assistant/Evidence I
2 Steps
Admin/Exec. Assistant/Evidence II
2 Steps
Admin/Exec. Assistant/Evidence III
2 Steps
Admin/Exec. Assistant/Evidence IV
2 Steps
Human Resources Generalist/Deputy City Clerk:
Human Resources Generalist/Deputy City Clerk I
2 Steps
Human Resources Generalist/Deputy City Clerk II
2 Steps
Human Resources Generalist/Deputy City Clerk III
2 Steps
Human Resources Generalist/Deputy City Clerk IV
2 Steps
Firefighter Personnel:
Firefighter I
2 Steps
Firefighter II
2 Steps
Firefighter III
2 Steps
Firefighter IV
2 Steps
Police Officer:
Police Officer I
2 Steps
Police Officer II
2 Steps
Police Officer III
2 Steps
Police Officer IV
2 Steps
Public Works Assistant:
Public Works Assistant I
2 Steps
Public Works Assistant II
2 Steps
Public Works Assistant III
2 Steps
Public Works Assistant IV
2 Steps
Utility Assistant:
Utility Assistant I
2 Steps
Utility Operator I
2 Steps
Utility Operator II
2 Steps
Water Treatment Level III
1 Step
G. 
Newly hired employees shall be employed at the starting rate of the appropriate salary range. On approval of the Mayor, the department head may direct the starting salary above the minimum.
H. 
Promotions. An employee who has received a promotion shall move up the pay scale but may not exceed a $500 (five hundred dollars) a month increase.
I. 
Merit Increases. Merit increase may be granted, by Mayor and department head, or just Mayor if it is a department head, when an employee performs above and beyond their job description. Merit increases may be given for exceptional performance, saving the City money, acts of exemplary service, special achievement award, and/or similar action deemed worthy by the department head and the Mayor. These merit increases can be permanent or for a set period of time as determined by the Mayor and the department head.
J. 
Acting Pay. Acting pay will be granted to any employee who covers the essential job duties of a vacated position for more than thirty days or other special circumstances as determined by the Mayor and department head. Acting pay will be set at a two-step increase.
K. 
FTO Pay. Sworn Police Department employees who are actively training a sworn recruit Police Department employee shall earn a pay differential of $2 (two dollars) an hour for every hour they are actively working as a Field Training Officer.
L. 
Check Off Pay. Officers of the Fire Department who are actively training a recruit Fire Department employee shall earn a pay differential of $2 (two dollars) an hour for every hour they are actively training recruit Fire Department employees.
(Ord. 98-12 § 2, 1998; Ord. 99-1 § 2, 1999; Ord. 00-03 § 2, 2000; Ord. 01-09 § 2, 2001; Ord. 01-12 § 2, 2001; Ord. 04-05 § 2, 2004; Ord. 08-13 § 2, 2008; Ord. 10-02 § 2, 2010; Ord. 10-09 § 2, 2010; Ord. 14-22 § 2, 2014; Ord. 14-23 § 2, 2014; Ord. 15-03 § 2, 2015; Ord. 15-17 § 2, 2015; Ord. 15-18 § 2, 2015; Ord. 16-17 § 2, 2016; Ord. 16-18 § 2, 2016; Ord. 17-09 § 2, 2017; Ord. 17-17 § 2, 2017; Ord. 19-07 § 2, 2019; Ord. 21-12 § 2, 2021; Ord. 21-23 § 2, 2022; Ord. 22-10 § 2, 2022; Ord. 22-17 § 2, 2022; Ord. 22-27 § 2, 2022; Ord. 23-02 § 2, 2023; Ord. 23-05 § 2, 2023; Ord. 23-16 § 2, 2023)
A. 
Medical and Hospital Insurance. The City shall make available employees' health and life insurance for family members. All permanent employees and dependents may, at their option, participate in the City's group health care and life insurance benefits programs. Employees may contribute monthly premiums toward health insurance coverage. These contributions shall reflect a portion of the current market rates for comparable coverage and are subject to periodic review and adjustment. The City reserves the right to modify employee premium shares in response to changes in market conditions, plan design, or funding needs.
A flexible spending account is available to those employees who wish to participate in the program.
B. 
Disability Benefits. The City shall provide disability benefits to permanent employees from a group care program. The City shall pay the employee's monthly premium for the group health care program.
C. 
Consolidated Omnibus Budget Reconciliation Act (COBRA). Should employees lose their health care coverage under our health care plan as the result of a qualifying event, employees and employees' spouses and dependent children will be given the opportunity to continue to purchase coverage as a group member for the legally specified period of time following the loss of coverage.
1. 
Although employees' right to elect continuation coverage occurs upon the happening of a qualifying event to employees, coverage is not automatic. Employees and employees' spouses and dependents must make an affirmative election of coverage before coverage will begin. An election form will be sent with the notice of eligibility.
2. 
The election must be made within fourteen days of the date coverage is lost or the date that the notice of eligibility is sent, whichever is later. An election is considered to have been made on the date employees send in the election form or a letter indicating an election is being made.
3. 
Employees are eligible for continuation coverage if terminated from employment for any reason other than for gross misconduct or if a reduction in hours results in the loss of coverage under our group health plan.
4. 
Continuation coverage will be available for eighteen months from the date of termination or reduction in hours for employees, employees' spouses, and dependent children.
(Ord. 98-12 § 2, 1998; Ord. 01-11 § 2, 2001; Ord. 04-05 § 2, 2004; Ord. 05-06 § 2, 2005; Ord. 15-07 § 2, 2015; Ord. 18-12 § 2, 2018; Ord. 25-03 § 2, 2025)
As used in this division, the following terms shall have the meanings indicated in this chapter:
"Anniversary date"
means one year from the date of employment.
"Appeal"
means a request to a supervisor, department head, or City Mayor for consideration of and decision or ruling on a problem or situation.
"Appointing authority"
means the City Mayor or his designee.
"Calendar year"
means the twelve-month period beginning on January 1st and ending on December 31st.
"Child"
means the employee's biological, adopted, or foster child, stepchild, or legal ward.
"City"
means the City of North Pole.
"Central personnel file"
means a file maintained in the office of the appointing authority which contains complete personnel records of all employees.
"Continuous service"
means uninterrupted employment with the City. Absences due to military service or extended leaves approved by the City Mayor do not constitute a break in continuous employment.
"Demotion"
means a transfer of an employee from one position to another position which has a lower salary range.
"Department"
means a major functional unit of the City government established by the City Council.
"Department head"
means a person directly responsible to the Mayor for the administration of a department.