5.4. SR 03-11-2002R3ver
MEMORANDUM
TO:
Mayor and City Council
FROM:
DATE:
Pat Klaers, City Adm~tor
March 4, 2002 ~
SUBJECT: Tobacco Agenda Item
Item 5.4
At the end of the January 28, 2002 City Council meeting a brief discussion took place
regarding smoking in city vehicles. The Council requested Staff's feedback on this issue, and
the topic was discussed at the February Department Head Staff Meeting. All the
Department Heads were willing to move forward with making all city vehicles tobacco free.
This essentially is akeady the city policy except for when a vehicle is used exclusively by
someone who uses tobacco and/or if any non-tobacco user shares the vehicle and has no
objections. Attached is the relevant sections of the city personnel policy manual.
PK:dem
S:adnfin/tobaccopolicy.doc
CITY OF ELK RIVER
PERSONNEL POLICY MANUAL
SMOKE & TOBACCO FREE POLICY
In an effort to provide a healthy, comfortable and productive working environment for City
employees, the City of Elk River provides a non-smoking work environment. All City facilities, in
their entirety, are smoke and tobacco free. All City vehicles are smoke and tobacco free. If a
vehicle is assigned exclusively to one employee, the vehicle may be designated as a
smoking/tobacco vehicle only if all employees who may be required to use or occupy the vehicle
agree. In the event that non-smokers cannot be accommodated, the vehicle will be designated as
non-smoking.
Employees violating the above policy may be subject to disciplinary action.
APPEARANCE AND DRESS GUIDELINES
The appearance of City employees is a direct reflection on the professionalism of City services.
City employees meet with the public every day as part of the regular workday. A neat, :well-
groomed employee will present a positive image of the City.
.All employees should dress in a reasonable manner that is appropriate to their job and use tgood
judgment when choosing attire. Clothing must always be clean, neat, and in good repair. Good
hygiene is always expected.
Violation of this Policy may result in discipline up to and including termination.
TELEPHONE USE
City telephones are in place to conduct official City business. It is critical that employees be
courteous, tactful, professional, and efficient on the telephone. Employees are expected to
answer and return calls promptly. '
Personal calls made or recei,~'ed must not interfere with the employee's work duties. Local
personal telephone calls should be made only when absolutely necessary, preferably dPring
scheduled rest breaks or lunch periods. Keep incoming personal calls brief. An employeeiwho
spends an excessive amount of time on personal calls may be subject to discipline up t° and
including termination.
Employees with access to or assigned a City cellular/digital phone are not to make personal phone
calls on the cellular/digital phone except in emergency situations. Any employee abusing or
misusing a cellular/digital phone may be subject to discipline up to and including termination, i
All personal long distance phone calls must be recorded on a Long Distance Telephone log f~orm.
Employees are required to reimburse the City promptly for all charges related to personal !long
distance and cellular/digital phone use.
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DISCIPLINE
The City retains the right to take any disciplinary action it believes appropriate. The tyl
discipline imposed will be based upon the nature and severity of the infraction and the condi
surrounding the incident. The City retains the sole discretion to determine what beh
warrants disciplinary action and what type of disciplinary action will be imposed.
Examples of disciplinary actions include, but are not limited to:
Oral reprimand; and/or
Written reprimand; and/or
Suspension; and/or
Demotion; and/or
Termination.
Disciplinary actions can be taken in any order. In some cases, one or more disciplinary actions
will be taken before termination; in other cases, termination will be immediate.
The circumstances surrounding the reason for disciplinary action will be reviewed on a case}by-
case basis to determine the appropriate level of disciplinary action, if' any.
While the City strives for consistency, the level of discipline taken in any given case does not
establish a precedent for future similar circumstances.
This policy does not change the fact that employment with the City is at-will, meaning thal
employee has the right to terminate it, at any time and for any reason, with or without cause
notice, and that the City has that same right.
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