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City of Hutchinson Employee Handbook

Updated: January 2023 P u r s u i n g Ex c e l l e n c e i n P u b l i c S e r v i c e EMPLOYEE HANDBOOK

Page | 2 Table of Contents HANDBOOK DISCLAIMER & EMPLOYMENT AT-WILL 101 ................................................................................................... 6 DEPARTMENTAL POLICIES 102............................................................................................................................................ 6 EQUAL EMPLOYMENT OPPORTUNITY 103 .................................................................................................................... 6 REASONABLE ACCOMMODATION 104 ......................................................................................................................... 6 EMPLOYMENT CATEGORIES 105 ................................................................................................................................. 7 EMPLOYEE ORGANIZATIONS 106................................................................................................................................. 7 LOYALTY OATH 107................................................................................................................................................. 7 EMPLOYMENT OF RELATIVES/ NEPOTISM POLICY 108................................................................................................... 8 POLITICAL ACTIVITY 109.............................................................................................................................................. 8 ETHICAL CONDUCT 110............................................................................................................................................... 8 PUBLIC RELATIONS & MEDIA INQUIRIES / COMMUNICATION 111 ................................................................................. 9 HIPAA 112................................................................................................................................................................ 9 BREASTFEEDING SUPPORT 113.................................................................................................................................. 11 RECRUITMENT AND SELECTION 201........................................................................................................................... 13 INTERNAL JOB POSTINGS 202 ........................................................................................................................................... 13 TRANSFERS AND PROMOTIONS 203........................................................................................................................... 13 BACKGROUND INQUIRIES AND RECORD CHECKS 204................................................................................................... 14 MEDICAL EXAMINATION REQUIREMENTS 205 ........................................................................................................... 14 TRIAL PERIOD 301................................................................................................................................................... 16 HOURS OF WORK 302 .............................................................................................................................................. 16 ATTENDANCE, PUNCTUALITY AND ABSENCE NOTIFICATION 303.................................................................................. 17 LUNCH AND REST PERIODS 304................................................................................................................................. 17 TIME KEEPING POLICY & PROCEDURES 305 ................................................................................................................ 18 EMERGENCY CLOSINGS 306...................................................................................................................................... 19 PERSONAL APPEARANCE AND DRESS 307................................................................................................................... 20 OUTSIDE EMPLOYMENT 308..................................................................................................................................... 20 WORKPLACE SAFETY AND ACCIDENT REPORTING 309 ................................................................................................. 20 LIGHT DUTY PROGRAM 310...................................................................................................................................... 21 FITNESS FOR DUTY EXAMINATIONS 311 .................................................................................................................... 22 DRUG-FREE WORKPLACE & SUBSTANCE ABUSE TESTING 312 ...................................................................................... 22 USE OF TOBACCO & NICOTINE DELIVERY DEVICES 313 ................................................................................................ 27 CARE AND USE OF EQUIPMENT AND FACILITIES 314................................................................................................... 27 DRIVER SAFETY 315............................................................................................................................................... 27

Page | 3 CITY ISSUED VEHICLES 316........................................................................................................................................ 28 RESPONSIBLE USE OF TECHNOLOGY RESOURCES 317 .................................................................................................. 28 MOBILE COMMUNICATIONS EQUIPMENT 318 ........................................................................................................... 30 PERSONAL SOCIAL MEDIA ACCOUNTS 319 ................................................................................................................. 31 SEARCHES AND INSPECTIONS 320.............................................................................................................................. 32 PERSONNEL RECORDS 321........................................................................................................................................ 32 RELEASE OF EMPLOYEE INFORMATION 322................................................................................................................ 33 SEPARATION OF EMPLOYMENT 323........................................................................................................................... 33 STANDARDS OF CONDUCT 401.................................................................................................................................. 36 ANTI-HARASSMENT 402........................................................................................................................................... 38 CONSENSUAL RELATIONSHIPS 403............................................................................................................................. 39 OPEN DOOR POLICY AND PROBLEM-SOLVING PROCEDURE 404.................................................................................. 40 CORRECTIVE ACTION & DISCIPLINE 405 ..................................................................................................................... 40 ADMINISTRATIVE / INVESTIGATORY LEAVE 406 .......................................................................................................... 42 APPEAL OF DISCIPLINARY ACTION 407 ....................................................................................................................... 42 WORKPLACE VIOLENCE PREVENTION 408................................................................................................................... 42 POSSESSION OF WEAPONS IN THE WORKPLACE 409 ................................................................................................... 43 COMPENSATION PROGRAM 501 ............................................................................................................................... 45 BASE PAY ADMINISTRATION 502............................................................................................................................... 45 JOB DESCRIPTIONS 503............................................................................................................................................. 46 JOB RECLASSIFICATION 504 ....................................................................................................................................... 46 LENGTH OF SERVICE AND ANNIVERSARY DATES 505.................................................................................................... 46 EMPLOYEE PERFORMANCE APPRAISAL PROGRAM 506................................................................................................ 47 FAIR LABOR STANDARDS ACT SAFE HARBOR 507 ........................................................................................................ 48 OVERTIME PAY 508............................................................................................................................................... 49 OTHER PAY PROGRAMS 509 ...................................................................................................................................... 50 CAR ALLOWANCES 510 ............................................................................................................................................. 50 CLOTHING ALLOWANCES AND PURCHASES 511 .......................................................................................................... 51 PAY DATES & PAYROLL ADMINISTRATION 512 ........................................................................................................... 51 CITY RECOGNIZED HOLIDAYS 601 .............................................................................................................................. 53 FLOATING HOLIDAY LEAVE 602 ................................................................................................................................. 53 VACATION LEAVE BENEFITS 603 ................................................................................................................................ 53 SICK LEAVE BENEFITS 604 ......................................................................................................................................... 55 FAMILY DEATH / BEREAVEMENT LEAVE 605 ............................................................................................................... 57

Page | 4 INJURY LEAVE 606................................................................................................................................................... 57 FAMILY AND MEDICAL LEAVE OF ABSENCE 607........................................................................................................... 57 SHARED LEAVE POOL DONATION PROGRAM 608....................................................................................................... 61 UNPAID LEAVE OF ABSENCE 609 ............................................................................................................................... 62 CIVIC LEAVE 610....................................................................................................................................................... 63 MILITARY LEAVE 611............................................................................................................................................... 63 DISCLAIMER 701....................................................................................................................................................... 67 MEDICAL INSURANCE PLAN 702................................................................................................................................ 67 DENTAL INSURANCE PLAN 703.................................................................................................................................. 68 FLEXIBLE SPENDING ACCOUNT 704............................................................................................................................ 68 COBRA CONTINUATION COVERAGE 705 .................................................................................................................... 68 ELIGIBLE RETIREE CONTINUATION COVERAGE 706 ..................................................................................................... 69 KPERS AND KP&F PENSION PROGRAM 707................................................................................................................. 69 457 RETIREMENT SAVINGS PLAN 708 ........................................................................................................................ 70 GROUP TERM LIFE INSURANCE PROGRAM 709 .......................................................................................................... 70 KPERS DISABILITY INSURANCE 710 ............................................................................................................................. 70 VOLUNTARY BENEFIT PROGRAMS 711....................................................................................................................... 70 EMPLOYEE ASSISTANCE PROGRAM (EAP) 712 ............................................................................................................ 70 SEVERANCE PAY PROGRAMS 713 .............................................................................................................................. 70 CREDIT UNION 714................................................................................................................................................... 71 EDUCATIONAL REIMBURSEMENT PROGRAM 715 ...................................................................................................... 71

Page | 5 INTRODUCTION & GENERAL CONDITIONS OF EMPLOYMENT Section 100

Page | 6 HANDBOOK DISCLAIMER & EMPLOYMENT AT-WILL 101 The City of Hutchinson, in its sole discretion, establishes all Human Resources policies and procedures and has the right to modify its policies and procedures without prior notice to employees. The policies and procedures outlined in this handbook are not intended to create legal rights for any employee. The policies and procedures in this handbook are not a contract with the employees of the City of Hutchinson and do not constitute an offer to contract with City of Hutchinson employees concerning the terms and conditions of employment. The policies and procedures set forth in the Employee Handbook shall apply to all City employees except where superseded by specific provisions of a current memorandum of understanding between the City and a recognized employee organization. Even though the City of Hutchinson intends to comply with its own policies, City employees are employees-at-will as a matter of law and can be terminated at any time, with or without just cause. As a general rule, no department/agency director or supervisor has the authority to create an express or implied contract with any employee that alters the employee's at-will status. DEPARTMENTAL POLICIES 102 Departments may develop supplemental employment-related policies, procedures, codes-of-conduct, practices, rules and regulations which are separate from, or in addition to, the policies contained within the city’s Employee Handbook and/or Memorandum of Understanding provided that they do not in conflict with these documents. All employment-related policies developed by a department are to be reviewed and approved by Director of Human Resources and/or City Manager prior to publication. Additionally, in the event of any conflict or incompatibility with department issued policies, the city’s Employee Handbook or Memorandum of Understanding shall control. Current copies of all employment-related departmental policies shall be on file in Human Resources and the issuing department will be solely responsible for their distribution. EQUAL EMPLOYMENT OPPORTUNITY 103 Equal Employment Opportunity has been, and will continue to be, a fundamental principle at the City of Hutchinson, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, age, national origin, disability, or any other protected characteristic as established by law. This policy of Equal Employment Opportunity applies to all policies and procedures relating to recruitment and hiring, compensation, benefits, termination and all other terms and conditions of employment. The Human Resources Department has overall responsibility for monitoring compliance with this policy. The Human Resources Director and/or his/her designee serve as the City’s EEO Coordinator. The City expects every employee to promptly report any discriminatory conduct to the EEO Coordinator when he/she believes they have been discriminated against or is aware of any discrimination occurring in the workplace. If the employee or applicant is uncomfortable reporting to the EEO Coordinator, or if the allegation involves the EEO Coordinator, then the employee should contact the City Manager. An investigation will be conducted, and corrective action will be taken as appropriate. Employees at all levels are prohibited from engaging in retaliatory actions resulting from a discrimination complaint. Appropriate corrective action, up to and including termination, will be taken against any employee who willfully violates this policy. REASONABLE ACCOMMODATION 104 The City will provide reasonable accommodation for qualified persons with disabilities who are employees, or applicants for employment, and who can perform the essential functions of the job with or without accommodation, unless undue hardship to the City would result. If an employee becomes disabled and needs a reasonable accommodation, the

Page | 7 employee shall notify his/her supervisor who will work with the employee and Human Resources to determine if a reasonable accommodation can be made. EMPLOYMENT CATEGORIES 105 The City has the following categories of employment: Regular Full-Time – An employee who works in a budgeted position that is scheduled to work 40 hours per week on an ongoing basis. In addition to those benefits required by law, regular full-time employees may participate in those city benefit programs for which they are eligible, subject to the specific terms and conditions of each plan. Regular Part-Time – An employee who works in a budgeted position that is scheduled to work less than 40 hours per week on an ongoing basis. In addition to those benefits required by law, regular part-time employees may participate in those city benefit programs for which they are eligible, subject to the specific terms and conditions of each plan. Seasonal Employee – An employee who works in a non-budgeted position that is limited to a defined work season that may not exceed six (6) months in length. Employees in this category may work a fixed or variable work schedule and may be classified as either exempt or non-exempt as determined by Human Resources. Seasonal status employees only receive those benefits required by law. Variable Hour Employee – An employee who works in a non-budgeted position that is not limited to a defined season, but whose work schedule is less than 30 hours per week. Employees in this category may be classified as either exempt or non-exempt as determined by Human Resources. Variable Hour employees are eligible to receive only those benefits required by law. Contract Employee – An employee that works in a budgeted or unbudgeted position whose compensation, benefits and other terms and conditions of employment are specifically defined in an employment contract. All contractual employment relationships must be pre-authorized by the City Manager, and all employment contract documents must be pre-approved by the Director of Human Resources and the City Attorney prior to execution. EMPLOYEE ORGANIZATIONS 106 Employees have the right to join, not join or become independent of an employee organization without any undue influence, coercion, intimidation or pressure of any kind by any person or group. For the purposes of this policy, an employee organization is defined as any organization that is comprised of City employees whose primary purpose is to interact with the City’s management on employment-related matters. Membership or non-membership in an employee organization will not affect the employee's standing or rights as a city employee. An employee group, or any member thereof, may not solicit membership or conduct business meetings on City time. LOYALTY OATH 107 The State of Kansas requires all public employees to subscribe to a loyalty oath (K.S.A. 75-4308). Upon employment with the City of Hutchinson, all employees must subscribe to the following oath upon employment: "I do solemnly swear/affirm that I will support the Constitution of the United States, the Constitution of the State of Kansas, the Ordinances of the City of Hutchinson, Kansas, and that I will faithfully perform the duties of a city employee to the best of my ability. So help me God."

Page | 8 EMPLOYMENT OF RELATIVES/ NEPOTISM POLICY 108 In order to ensure that hiring and supervision of employees is conducted in a manner that enhances public confidence in government and prevents situations which give the appearance of partiality, preferential treatment, improper influence, or a conflict of interest, family or household members of Department Directors or City Council are not eligible for any type of employment with the City. Additionally, no person shall be appointed, promoted, transferred, demoted or otherwise employed in any position that results in the ability to influence and/or participate in any matter that directly affects another family or household member, including but not limited to, direct or dotted-line supervisory/ management responsibilities. The City further retains the right to refuse appointment to any person, who in the City’s judgement, may adversely affect the supervision, administration, security, confidentiality, morale, or functioning of any city operations. For purposes of this policy, family member includes: spouse, child, sibling, parent, grandparent, grandchild, uncle, aunt, nephew, niece, father or mother-in-law, son or daughter-in-law, brother or sister-in-law, grandparent-in-law, stepfather or mother, stepbrother or sister, stepson or daughter, half-brother or sister, and legal guardian or other person who stands in the place of a parent. Household member includes people living in the same household who are not legally married or related. Should marriage, co-habitation or any other similar event cause a violation of this policy, either employee must secure other employment which does not violate this policy or resign within 90 days. The application of this policy will apply prospectively; therefore, current employees in assignments which violate this policy are exempt from its application in their current positions. If an employee seeks a transfer or promotion, the new assignment cannot put the employee in greater conflict of this policy than they have in their current position. POLITICAL ACTIVITY 109 City employees are prohibited from conducting personal political/activity during working hours or while acting in any capacity as a representative of the City. While on duty, an employee's conduct shall not imply or suggest endorsement, support, or alliance with any ballot issue, candidate, or subject matter of any petition gathering on behalf of the City. Employees may not use City funds, supplies, resources, vehicles, or equipment for such political activity, and are prohibited from wearing any City uniform or apparel while engaged in any off-duty personal political activity. Personal political activity includes, but is not limited to, the following: • Gathering signatures for an initiative; or • Directly or indirectly participating or assisting in any political campaign on behalf of a candidate or ballot issue In addition to the above, an employee who becomes a candidate for the City Council will be required to terminate employment with the City. ETHICAL CONDUCT 110 The City of Hutchinson will comply with all applicable laws and regulations and expects its directors, officers, volunteers and employees to conduct business in accordance with the letter and spirit of relevant laws and refrain from dishonest or unethical conduct. Employees shall, during both working and nonworking hours, act in a manner which will inspire public trust in their integrity, impartiality and devotion to the best interests of the City and its citizens. To ensure ethical and impartial business, the City prohibits employees to engage in the following: 1. Offer, accept or solicit money, property, service or other items of value by way of gift, favor, inducement or loan with the intent that the offer would influence, or the recipient would be influenced by such conduct in the

Page | 9 discharge of public duties. The value of a gift must be $50 or less. 2. Use their official position, uniform or badge to secure special advantage in business, personal gain or other benefit derived from such relationship. 3. Use any City-owned facility, building, equipment, materials or vehicle for their personal use or benefit, or for the personal use or benefit of any other individual. No employee shall have unauthorized possession of City property. 4. Invest or hold a financial interest, directly or indirectly, in any business entity, transaction or business endeavor that would create a conflict between the City employee’s duty to uphold the public trust and the individual’s private interest. City employees may accept honorariums if the employee is using vacation or personal holiday leave for the time for which the honorarium is being received. In general, the use of good judgment, based on high ethical principles, will be the guide with respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter must be disclosed to the immediate supervisor and/or the department director. The department director shall immediately inform the City Manager for the purpose of precluding any real or apparent conflict of interest. PUBLIC RELATIONS & MEDIA INQUIRIES / COMMUNICATION 111 Citizens' trust in City government is gained not only through efficient and effective provision of public services, but by the conduct of City employees, both on and off the job. Every City employee shall continually strive to promote good public relations for his or her department and the entire municipal organization. The behavior and actions of City employees impact the public's perception of city government and administration. Visitors at all City facilities shall be made to feel welcome and shall be treated in a friendly, courteous and professional manner. All inquiries, complaints or requests for assistance shall be given immediate attention and shall be acted upon in a timely manner. Public statements or the release of information on any matter related to municipal policy, administration, the operation of any department or personnel management shall be limited to the City Council, City Manager, department heads and other personnel that have been specifically authorized by department heads or the City Manager. HIPAA 112 The City of Hutchinson complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) relating to the privacy requirements for Protected Health Information (PHI). This policy defines how Protected Health Information (PHI) obtained by the City during the employment relationship with an employee will be used and who will have access to the information. The City understands that medical information about employees and their dependents health is personal and confidential. It is the policy of this organization to limit the use of PHI to the extent necessary to make our benefits effective. Under HIPAA regulations, permitted use and disclosure is limited to treatment, payment, or operation (TPO) of the health plan(s). PHI cannot be used or disclosed for any other purpose without prior written authorization by the individual. City Human Resources staff may be exposed periodically to PHI, such as during benefits enrollment, assisting employees with claims processing, plan interpretation or medical leave. The City will, to the extent required by law:

Page | 10 • Keep medical information that identifies an employee confidential; • Disclose or use medical information only for the purpose of treatment, payment or operation of the health plan(s) or if properly authorized to be used for another purpose permitted by law or regulation; • Provide employees notice of the City’s privacy practices; • Train employees exposed to PHI regarding proper handling of the information; • Inform employees of their right to inspect and copy medical information; and • Require that all business agents that process or have access to PHI comply with the privacy requirements of HIPAA. Definitions • Protected Health Information (PHI): PHI includes individually identifiable health information relating to a specific employee or dependent, that is maintained or transmitted in any form to a healthcare provider, group health plan or to which the City may have access. • Privacy Officer: The Director of Human Resources serves as the Privacy Officer in the organization and is assigned to ensure that the City is in compliance with all federal and state laws regarding privacy of PHI. The Privacy Officer may be contacted at 125 E. Avenue B, Hutchinson, KS 67501. The Privacy Officer will be responsible for the functions of auditing, training, record keeping, corrective action, and receipt of requests and exercise of employee rights, and receipt of notices from employees and/or enforcement agencies. Employees have the right to inspect and copy PHI maintained by the employer, to the extent required by law. The Privacy Officer will be responsible for maintaining all records of such requests to inspect or copy. • Request to Review: Employees must submit a formal request in writing to the Privacy Officer to review Private Health Information. If possible, the type of information requested should be listed. • Time of Review: A mutually agreeable time will be set up to review the information in the presence of the Privacy Officer. • Copies of Information: A fee of five cents per copy will be charged for all copies of documents requested. • Denial: A request may be denied as governed by HIPAA. Upon a denial, the city will inform the employee of the basis of the denial and, if applicable, a statement regarding how to obtain a denial review and a description of the complaint filing procedures. An employee, who feels that the PHI maintained by the City is incorrect or incomplete, may ask to have the file amended for as long as it is maintained. The Privacy Officer will be responsible for maintaining all records of such requests to amend. • Request to Amend: This request must be in writing and submitted to the Privacy Officer along with a reason for the request. • Denial of Request: A request may be denied as governed by HIPAA. Upon a denial, the City will inform the employee of the basis for the denial. The City will also provide a statement that the individual has the right to submit a written statement disagreeing with the denial and how the statement may be filed. If a statement of disagreement is not filed, the employee may ask the City to provide (1) a copy of the amendment request with

Page | 11 any future PHI disclosure; and (2) a description of the complaint procedures used by the City and Health and Human Services. Employees who violate this policy will be subject to discipline up to and including discharge. BREASTFEEDING SUPPORT 113 In accordance with provisions of the Patient Protection and Affordable Care Act (PPACA), the city will provide designated lactation spaces for new mothers and allow them time to express milk during their break and meal period (if applicable) for up to one year following the birth of the child. In order to resolve any room scheduling issues, nursing mothers should notify Human Resources of the need for lactation accommodations in advance of their returning to work. A designated lactation room may be used for other purposes provided its use as a lactation room takes priority. If a department/work unit is not able to provide a nursing mother with a suitable space to express breast milk, then adequate time to travel to and from another City building where an appropriate room/space is located will be allowed.

Page | 12 RECRUITMENT & SELECTION Section 200

Page | 13 RECRUITMENT AND SELECTION 201 To comply with the law as well as attract and retain the most highly qualified workforce, the City strongly supports the principals of equal employment opportunity. To further this goal, the City will make employment opportunities known to the largest number of candidates as practical. The extent of the recruitment may be local, regional or national, depending on the nature of the position. The City will seek to fill vacant positions with, in the City’s judgment, the best qualified persons in terms of experience, skills, training, education and aptitude. All hiring decisions will be made without regard to race, color, religion, sex, national origin, disability, veteran status, age, or other non-job-related factors. The Human Resources Department is responsible for the overall management and oversight of the recruitment and selection processes. This includes, but is not limited to, job advertisements and other candidate recruiting efforts, candidate screening/selection methods and tools, background checks, and extending any offers of employment. The Human Resources Department will ensure that hiring processes are flexible, timely, comply with appropriate laws and regulations, and are specific to the nature of the job. Hiring managers are responsible for conducting timely, effective interviews of qualified candidates for the position. To meet recordkeeping requirements, hiring managers are required to notify and provide Human Resources with supporting documentation of all interviews conducted. All applications and resumes of applicants not selected will be forwarded to Human Resources for appropriate retention. Human Resources will notify applicants that were not selected. Former employees who left the City in good standing may be considered for reemployment. Former employees who resigned without written notice or who were dismissed for disciplinary reasons will generally not be considered for reemployment. A former employee who is later reemployed will be considered a new employee for benefits and other employment-related purposes. Base pay for new employees is primarily determined by the qualifications of the applicant and internal equity considerations. All starting rates of pay for non-exempt employees must be reviewed and approved by the Director of Human Resources. All new exempt employees must be reviewed by the Director of Human Resources and approved by the City Manager. INTERNAL JOB POSTINGS 202 Job vacancies are posted on the City’s website and on the City’s numerous departmental worksite bulletin boards. Job postings are generally posted internally for a minimum of five (5) workdays; however, the City retains the right to initiate external recruitment at any time. TRANSFERS AND PROMOTIONS 203 The City encourages employees to seek higher-level positions for which they qualify and all employees, including parttime and seasonal, may apply for internal job postings. Employees are responsible for monitoring the City’s job posting system. To be considered for promotional and/or transfer opportunities, employees are required to timely complete the electronic employment application form(s) as required by Human Resources. Employee candidacy for promotion will be determined by the requirements of the job. In addition, to be eligible for consideration, an employee must have held their current position for at least 12 months, have a satisfactory performance record and have no formal disciplinary actions during the same period. The City retains the discretion to make exceptions to the policy. Internal candidates for promotion will normally be subject to the same selection criteria as external applicants and will be screened based on such factors as attendance and work records, performance appraisals and job-related qualifications (including, in some instances, aptitude or achievement tests). Seniority will be considered if required by a labor contract.

Page | 14 In addition, employees seeking promotion may be required to have a medical/fitness-for-duty examination. All promoted employees are subject to the Trial Period policy once they assume their new position. BACKGROUND INQUIRIES AND RECORD CHECKS 204 When hiring an external applicant, or promoting or transferring a current employee, the City will conduct job-related background checks. Background checks serve as an important part of the selection process and typically involve verifying the accuracy of the information provided by the applicant including but not limited to past employment, education, character, reputation, and criminal history. When checking criminal history, the City will only inquire about convictions and probation status unless otherwise required by law. The following factors will be considered for those applicants with a criminal history in determining whether to hire, transfer or promote the applicant: • The nature of the crime and its relationship to the position; the time since the conviction; the number (if more than one) of convictions; and • Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the City. All background checks are held in compliance with all federal and state statutes, including the Fair Credit Reporting Act (FCRA). If used to decline employment, the applicant will be given an opportunity to review the background and/or criminal history results and submit an explanation. If any applicant is found to have falsified any information regarding conviction history, he/she will not be considered for employment. If an employee seeking a transfer or promotion to a position is found to have falsified pertinent background information, including conviction history, he/she may be immediately terminated. MEDICAL EXAMINATION REQUIREMENTS 205 The City requires applicants (internal and external), to whom a conditional offer of employment has been extended, to undergo job-related medical and/or psychological examinations whenever management determines there is a business necessity. Medical examinations required by the City will be paid for by the City and will be performed by a physician or licensed medical facility designated or approved by the City. All offers of employment extended are contingent upon satisfactory completion of a drug test, within the scheduled timeframe. A positive result on a drug test normally results in revocation of the existing conditional job offer and elimination of the individual from further consideration for employment for a minimum of three (3) years. In addition, for those jobs that require a significant degree of physical exertion, applicants may be required to undergo a post-offer physical examination to evaluate their fitness and ability to perform the essential functions of the job. Every effort will be made to reasonably accommodate a qualified applicant who has a disability, unless such accommodation would impose an undue hardship on the City. Such individual who desires accommodation has the responsibility to apprise the Human Resources department of any accommodation necessary.

Page | 15 PERSONNEL POLICIES & WORK RULES Section 300

Page | 16 TRIAL PERIOD 301 Every new employee goes through an initial trial period which is normally six (6) months. During this time the employee will have an opportunity to find out if he/she is suited to, and likes, his/her new position, and gives the City a reasonable period of time to evaluate an employee’s ability to demonstrate the abilities, performance, conduct and behavior to satisfactorily perform the requirements of the position. During this period of time, an employee may be discharged at any time if his/her supervisor concludes that he/she is not progressing or performing satisfactorily. Under appropriate circumstances, the trial period may be extended. Provided the employee’s performance is "satisfactory" at the end of the trial period, he/she will continue employment as an at-will employee. All newly promoted employees will also serve a six (6) month trial period in order to evaluate their ability to perform in the new position. If performance is deemed to be unsatisfactory during this time, the supervisor may elect to demote the employee to his/her former position. In such instances, the employee will not be able to grieve his/her demotion. If termination of employment is recommended in lieu of demotion, the employee will have access to the grievance process. HOURS OF WORK 302 Each employee’s scheduled work hours are determined by his or her department head. Each department establishes the time and duration of working hours as required by workload and workflow, public service needs, the efficient utilization of employees, and any applicable law or bargaining agreement. The department head, or the department head’s designee, will inform employees of their daily schedule of hours of work, including any changes that are considered necessary by the City of Hutchinson. Department heads, at their discretion, may allow nonexempt employees to make-up lost time during a given work period. However, make-up will not be allowed if the lost time is the result of conditions the employee could control, if there is no work the employee is qualified to do, or if adequate supervision is not available. Exempt employees are not required to have a specific work schedule, but supervisors may establish a work schedule for an exempt employee to ensure that departmental needs are being met. Exempt employees are expected to work the hours necessary to perform their job responsibilities and may routinely work more than 40 hours per week. Flextime is a schedule that commits an employee to working a specified number of hours per workweek but offers flexibility in regard to the starting and ending times for each day. Departments determine the conditions and circumstances in which flextime may be used but does not eliminate the obligation to provide nonexempt employees with overtime compensation for hours worked in excess of forty (40) during a workweek. The following rules will apply in determining hours worked for non-exempt employees under the following situations: • Local Travel - Ordinary home-to-work travel is not considered time worked regardless of whether or not an employee is traveling in a city-provided vehicle. However, when responding to a call-back, or other similar situation required by management, the actual travel time to and from home to the worksite is considered time worked (See Section 509/ Call-Back Pay). • Overnight Travel – Travel time for overnight trips is compensable provided it occurs during either the employee’s normal working hours on their regular working days; or during normal working hours on their non-working days (such as Saturdays, Sundays, and holidays). Meal periods should not be counted as hours worked (For example, if an employee’s working time is regularly scheduled 8 a.m. - 4:30 p.m. Monday through Friday, then any travel on Saturday and Sunday between those hours is compensable).

Page | 17 During all trips which involve overnight travel, any time spent driving a vehicle is considered hours worked (regardless of the employee’s normal schedule). However, time spent riding as a passenger (in a vehicle or common carrier) that occurs outside of the employee’s normal work hours will not be counted as hours worked. If an employee drives a car as a matter of personal preference, and other less costly mode of travel have been approved (flight, train, etc.), only the estimated time of the less lengthy mode of travel will be counted as hours worked. • Out-of-Town/Same Day Travel – All travel time, regardless of whether the employee is driving or riding as a passenger, will be considered hours worked when an employee travels out-of-town and returns the same day. Meal periods should not be counted as hours worked. • Training and Conferences – Time spent at job-related training sessions and conferences is considered time worked provided that it has either been required or pre-approved by management. Time spent during meal breaks, social gatherings, etc. is not compensable unless the employee’s attendance is required. • City Meetings - Employee attendance at city/departmental meetings which fall outside the employee’s normal work schedule is considered time worked if attendance is required by management. Attendance at voluntary meetings outside of the employee’s normal work schedule is not compensable. (Updated: 4/2010) ATTENDANCE, PUNCTUALITY AND ABSENCE NOTIFICATION 303 Because the City depends heavily upon its employees, dependability, attendance, punctuality, and a commitment to do the job right are essential at all times. As such, employees are expected at work on all scheduled workdays and during all scheduled work hours and to report to work on time. Moreover, notification must be made as soon as the employee is aware that he/she will not be able to report to work and preferably no later than 30 minutes prior to the employee’s scheduled start time. The preferred method of notification is to call the supervisor at the City work number. Individual supervisors may approve alternate methods of notification such as email or calling the supervisor’s cell phone. If the employee is out for more than one day, the employee is required to notify the supervisor each day, in accordance with the initial notification procedure, of the continued absence. If the absence extends for a period of time, the employee and supervisor may establish a schedule to report on a less frequent basis. If the employee is out for at least three days for possible reasons that might relate to sick leave, the supervisor will notify Human Resources of the absence in order to send Family Medical Leave Act (FMLA) paperwork to the employee. An employee shall be considered absent without leave any time they fail to report to work as scheduled or leave their job without prior approval from their supervisor or department head. An employee who fails to meet the absence notification requirements above will be subject to disciplinary action, up to and including termination of employment. Additionally, an employee that fails to report to work and fails to contact his/her supervisor for two (2) consecutive shifts will be considered as having voluntarily resigned. LUNCH AND REST PERIODS 304 For employees working a full 8 to 12-hour shift, the time for lunch each day shall be for thirty minutes or one hour as set by each department. Working through lunch requires supervisor pre-approval. An employee who is unable to take a lunch period must report it to his/her supervisor and ensure that it is properly recorded on his/her daily time record. Rest breaks are scheduled by the immediate supervisor in a manner so as not to interfere with City operations. To be eligible for a rest break, an employee must be scheduled to work a minimum of four (4) hours. A rest period is time for

Page | 18 which the employee is paid by the City and is therefore not "off duty", therefore rest periods shall be taken at or in close proximity to the job site, so as to not exceed 15 minutes. Employees who choose to continue working and not take a 15minute rest break are not entitled to arrive later than the scheduled starting time or leave before the normal quitting time and will not receive extra pay for the time worked. Under normal conditions, employees are not allowed to combine the two rest periods and take one 30-minute break per day. TIME KEEPING POLICY & PROCEDURES 305 Accurately recording time worked is the responsibility of every employee. Employees in jobs that have been designated as “Exempt” under FLSA are only required to document full day absences; however, departments have the discretion to require exempt employees to complete weekly/hourly time records if needed for project or grant-related reporting requirements. All non-exempt employees are required to accurately record the time they begin and end their work, meal periods, and any departure from work for personal reasons, including but not limited to sick leave, vacation, and doctor appointments or other personal business. The following outlines the city’s employee timekeeping procedures. All non-exempt/hourly employees will be assigned one of the authorized timekeeping methods: • Time Clock – Time clocks are the most common time collection method and use either biometric or proximity card technology. Employees are expected to use only the timeclock located at their primary worksite. Exceptions must be pre-authorized by the employee’s supervisor and communicated to Human Resources. • Workstation P.C. – This time collection method is typically assigned where there are fewer non-exempt employees at a worksite. Unless otherwise authorized, employees assigned to this time collection method are required to use the PC at his/her assigned workstation. • Remote Clock-In/Out – In special circumstances approved by the City Manager, non-exempt employees may be authorized to use the timekeeping system’s remote clock-in/out capabilities. Employees must be specifically authorized to use this method and are required to keep the “Location Services” (or other similar tracking system) activated anytime they clock in/out. Normal travel time to and from and employee’s residence to the worksite is not compensable. As such, employees that use this technology are required to punch in only when they have arrived at their worksite and punch out when they leave the worksite at the end of their shift. Use of Unauthorized Timekeeping Methods & Devices – The use or attempted use of any unauthorized and/or unassigned timekeeping methods or devices is strictly prohibited. Unauthorized devices may include, but are not limited to cell phones, tablets or any PC not assigned to the employee by the city. Work Schedule Adherence – Unless pre-approved by the employee’s supervisor, all non-exempt employees are expected to adhere to their assignedwork schedule, and punch-in and out according to the work schedule requirements. Employees are expected to immediately report and provide the reason(s) for any missed punches to his/her supervisor. Supervisors are required to record the reason(s) for all missed punches in the timesheet “Notes” section. An employee’s failure to punch in and out without good cause is unacceptable and will be addressed through the corrective action/disciplinary process. Grace Period Rounding Rules & Tardiness – The city has adopted a five (5) minute “grace period” for calculating actual hours worked. This grace period results in the rounding up or down to the employee’s scheduled start time provided he/she clocks in within five (5) minutes before or after his/her scheduled start time. The employee’s actual hours worked will be added or deducted if he/she clocks in before or after the grace period. Regardless of the five (5) minute grace period, an employee is considered tardy whenever he/she fails to clock in and be fully ready for work at his/her scheduled start time or returns to work after the end his/her scheduled lunch period.

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