APPENDIX A:
City of Lewistown 2004 Policy Manual
1-001 Non-Discrimination.
The City of Lewistown is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin or age, except where a bona fide occupational qualification exists.
1-005 Manuals Maintenance.
All employees issued manuals are responsible for their maintenance and will make appropriate changes or inserts as they are issued.
1-010 General/Special Orders.
All orders shall have the effect of rules and regulations. General and special orders are specific extensions of areas covered in rules and regulations treatment and explanation of matters not covered in rules and regulations. All general orders and special orders which have not been revoked in writing are to be considered valid and in full effect. Violations of general and special orders shall be considered violations of rules and regulations and shall be treated in the same manner for disciplinary purposes.
1-015 Knowledge of Rules.
Employees shall familiarize themselves thoroughly with the rules and procedures of the City of Lewistown and the orders issued applicable to them. They shall, upon return from any absence of any duration, familiarize themselves with all changes that may have taken place during such absence.
1-020 Command Structure.
The Mayor must necessarily limit the number of persons who report to him/her. Therefore, to insure a unified command structure, clearly defined lines of authority must be drawn so that there exists a relationship between each employee and the Mayor. Each employee must be aware of his/her relative position in the structure, to who he/she is immediately responsible and those persons who are accountable to him/her. The Mayor is available to any employee, to facilitate the solution of a problem that cannot be resolved through the structure. Therefore, all efforts will be exhausted through the command structure before approaching the Mayor with such problems.
1-025 Supervisory Action.
Authorized disciplinary action by supervisory personnel is limited to the following:
1) Oral Reprimand: May be issued by a supervisor within a member’s command structure. No prior approval of the Mayor is required.
2) Written Reprimand: May be issued only by the Chief of Police or Public Works Director. No prior approval of the Mayor is required.
1-026 Relief From Duty.
Any supervisor may temporarily relieve from duty any member under his/her supervision for a period not to exceed 24 hours on the grounds that the person is unfit for work and shall, as soon as practicable, notify the Mayor of such action. The employee shall leave the facility of their assigned work upon such action being taken by the supervisor.
The condition of being “unfit” may include, but is not limited to:
1) A condition which may, or will render the member incapable of adequately performing duties.
2) A condition which may, or will cause the employee to perform duties in a manner which would embarrass or discredit the city or jeopardize the safety of any person, persons or property.
An employee relieved of work duties pursuant to this section shall not incur suspension with loss of pay, sick leave, vacation, or compensatory time for the 24-hour period during which he/she is relieved. However, this section does not preclude the imposition of any sanction, including suspension, which may result from subsequent disciplinary action relative to the unfitness of the employee for work.
1-030 Employee Information.
Employees shall notify the City Clerk or his/her designee regarding changes in the following within 48 hours: name, address, or telephone number of the employee; name, address or telephone number of person(s) to be notified in case of emergency; and employee’s driving license status. The employee shall notify their supervisor in writing of the change in any of the following within a 30-day period: Pregnancy and health changes or disabilities related to their ability to perform their job.
1-035 Residency.
All full-time employees shall reside within the jurisdiction of the City of Lewistown. New employees who do not reside within the city will be given ample time to locate and establish residency within the city, usually six months.
1-036 Telephone.
Employees shall have a working telephone in their residence and shall report any changes of telephone numbers, including cellular or pager numbers, to their supervisors and the City Clerk.
1-037 Resignation.
Employees shall submit a resignation in writing, 14 days prior to the effective date of same. Failure to give proper notification of resignation may result in delayed processing and payment of employee benefits and employee’s ineligibility for rehire and recommendation.
2-001 Reporting for Work.
Employees shall report for work at the time and place required by assignment or orders and shall be physically and mentally fit to perform their duties. Employees shall be properly equipped and understand any information required for the proper performance of duty so that they may immediately assume their duties. No employee shall fail to report promptly any anticipated absence from duty.
2-002 Personal Appearance.
Employees shall maintain a neat, well-groomed appearance except when acting under proper orders or performing a specific job function. Employees working in office or clerical positions shall conform to standards normally worn by office personnel in private business firms unless otherwise dictated. All articles of clothing shall be of a conservative nature.
2-005 Neglect of Work.
Employees shall not play games, watch television or movies or otherwise engage in entertainment while working, except as may be required in the performance of their work. Employees shall not engage in any activities or personal business which would cause them to neglect or be inattentive to their duties.
2-010 Absence From Work.
If an employee expects to be absent from work, they must notify their supervisor as far in advance as possible.
2-015 Tardiness.
All employees are expected to be punctual in reporting to work. The employee will be considered tardy when reporting to work any time after his/her scheduled starting time. To be excused for any tardiness, the member must have the approval of his/her supervisor.
2-020 Sleeping.
Employees shall remain awake while working. If unable to do so, they shall so report to their supervisor, who shall determine the proper course of action.
2-025 Sick Leave.
The Mayor may request a physician’s statement of verification of absence if there are reasonable grounds to suspect abuse. Any employee determined by the Mayor to be abusing sick leave shall be subject to appropriate disciplinary action or assignment to a less physically demanding position as deemed appropriate under the circumstances.
2-030 Intoxicant Consumption.
Employees shall not consume intoxicants while off duty to the extent that evidence of such consumption is apparent when reporting for work, or to the extent that ability to perform such work is impaired. Employees shall not consume intoxicants while on duty unless in the performance of a police task and then only with the specific permission of a supervisor and never in uniform.
2-035 Controlled Substances.
Employees shall not possess or use controlled substances on duty except with the approval and guidance of a licensed physician and with the knowledge of a superior. At no time may an employee use or be under the influence of a controlled substance where such use impairs or compromises the efficiency and integrity of the City of Lewistown.
3-001 City Property.
All employees are required to surrender all City of Lewistown property in their possession upon separation from service. Failure to return nonexpendable items may cause the employee to reimburse the city for the fair-market value of the property.
3-002 Equipment Use.
Employees shall utilize City of Lewistown equipment only for its intended purpose and shall not abuse, damage or lose such equipment. All City equipment shall be maintained in proper order. Employees may not borrow equipment or supplies from the City of Lewistown without specific permission from the Mayor. No supervisor shall fail to take necessary action to ensure that all property, equipment, and supplies are properly used and maintained in a safe operating condition before such use.
3-010 Conformance to Laws.
Employees shall obey all laws of the United States and of any state and local jurisdiction in which they are present. A conviction of the violation of any law shall be prima facie evidence of a violation of this section.
3-015 Vehicle Operations.
Employees shall operate City of Lewistown vehicles in a careful and prudent manner and shall obey all laws and departmental policy pertaining to such operations. Loss or suspension of any driving license shall be reported to their supervisor immediately. Any employee who finds a city vehicle defective or inoperative shall report such fact as soon as possible to his/her supervisor.
3-020 Seat Belt Use.
Pursuant to Illinois law, employees shall wear a properly adjusted and fastened seat belt at all times when operating a city owned vehicle.
4-001 Order Issuance.
Orders from a superior to employee shall be in clear understandable language, civil in tone and issued in pursuit of City of Lewistown business.
4-005 Unlawful Orders.
No supervisory employee shall knowingly issue an order which is in violation of any law, ordinance, or departmental rule.
4-010 Conflicting Orders.
Employees who are given an order which is in conflict with a previous order, rule, or directive shall respectfully inform the supervisor issuing the order of the conflict. If the issuing supervisor does not alter or retract the conflicting order, such order shall stand. Under these circumstances, the responsibility for the conflict shall fall upon the supervisor. Employees shall obey the conflicting order and shall not be held responsible for disobedience. Employees shall not obey any order which they know or should know would require them to commit any illegal act. If in doubt, employees shall request the supervisor to clarify the order or to confer with higher authority.
4-015 Criticism of Orders.
Employees shall not publicly criticize instructions or orders they have received.
4-020 Conduct – Other Employees.
Employees shall treat superiors, subordinates, and associates with respect. Employees shall be courteous and civil at all tunes in their relationships with one another.
4-025 Insubordination.
Failure or deliberate refusal of any employee to obey a lawful order given by a superior shall be insubordination. Ridiculing a superior, whether in or out of his/her presence, is also insubordination.
5-001 Truthfulness.
Employees are required to be truthful at all times, except in cases where they are not allowed by rules to divulge facts within their knowledge, in which case the employee will say nothing.
5-005 Courtesy and Dignity.
Effective service depends on a high degree of cooperation between the City of Lewistown and the public it serves. The practice of courtesy in all public contacts encourages understanding and appreciation. Discourtesy breeds contempt and resistance. The majority of the public are good, decent citizens who rightfully expect fair and courteous treatment by City of Lewistown employees. Discourtesy under any circumstances is indefensible. Employees shall be courteous to the public and to other employees. Employees shall be tactful in the performance of their duties, shall control their tempers, exercise the utmost patience, and shall not engage in argumentative discussions even in the face of extreme provocation. In the performance of their work, members shall not use coarse, violent, profane or insolent language or gestures and shall not express any prejudice. Each employee must treat all persons with respect and must be constantly mindful that the people with whom he/she is dealing are individuals with human emotions and needs.
5-010 Telephone Communications.
The telephone is the primary method by which the services of the city are requested. All incoming telephone calls must be answered as promptly as possible to determine if a need for service exists, and, if so, to provide the required service. In answering calls, employees will courteously greet the caller and ask to be of assistance. Employees should make every reasonable attempt to either supply requested information and assistance or to promptly refer the party to the proper department or other public or private agency for assistance. Abrupt, rude, or uncivil response to calls will not be tolerated and will subject the offender to disciplinary action.
5-015 Public Statements.
Employees shall not publicly criticize or ridicule the city, its policies, or other employees by speech, writing, or other expression, where such speech, writing or other expression is defamatory, obscene, unlawful, undermines the effectiveness of the city, interferes with the maintenance of discipline, or is made with reckless disregard for truth or falsity.
5-020 Dissemination of Information.
Employees shall under no circumstances give out information of a confidential, internal, or employee matter to any person except as authorized by a superior. Disobedience may subject the offender to charges/disciplinary action.
5-021 Correspondence.
Employees shall not use the City of Lewistown or any city facility as a mailing address for private or personal purposes. The city address shall not be used on any employee’s vehicle registration or driver’s license. Employees shall not use City of Lewistown letterhead for personal or private correspondence.
5-025 Citizen Complaints.
Whenever any employee of the city receives a citizen complaint, concerning any employee of the city, or its policies, or procedures, the employee shall immediately notify their immediate supervisor of the complaint. Upon receiving a citizen complaint regarding policies or procedures utilized by the city in its day-to-day operations, the supervisor shall attempt to explain the need for such policy or procedure. In the event that a complaint is not satisfied, the supervisor shall direct the citizen to submit the complaint to the Mayor.
5-030 Conduct.
Employees shall conduct themselves at all times, both on and off duty, in such a manner as to reflect most favorably on the City of Lewistown. Conduct unbecoming shall include conduct which brings the city into disrepute or which reflects discredit upon the employee as a member of the city or that which impairs the operation or efficiency of the city.
6-001 Political Activity.
Employees under any circumstances may not use their official capacity to influence, interfere with or affect the results of an election. Employees may, while in an off-duty capacity participate in the following political activities, however, may not, while in an on-duty capacity:
1) Solicit votes in support of, or in opposition to, any partisan candidates.
2) Initiate or circulate a nominating petition.
3) Organize or actively participate in the organization of a fund raising function for a political party or candidate.
4) Address political gatherings in support of, or in opposition to a partisan candidate.
5) Solicit funds on behalf of a candidate, however, voluntary personal contributions to a candidate are permissible.
6-05 Debts.
Employees shall not undertake any financial obligations which they know or should know they will be unable to meet, that may have any impact on their job, and shall pay all just debts when due. However, repeated instances of financial difficulty may be cause for disciplinary action such as creditors calling the City of Lewistown, wage deduction summons and failure to pay suits. Financial difficulties stemming from unforeseen medical expenses or personal disaster shall not be cause for discipline, provided that a good faith effort to settle all accounts is being undertaken. Employees shall not co-sign a note for each other.
6-010 Gifts/Gratuities.
Employees shall not solicit or accept from any person, business, or organization any gift for the benefit of the employee or the City of Lewistown. Also, see the City of Lewistown ordinance regarding the acceptance of gifts.
6-15 Endorsements.
Employees shall not recommend or suggest in any manner, except in the transaction of personal business, the employment or procurement of a particular product, professional service or commercial service.