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HomeMy WebLinkAboutEmployee Policy Manual Changes 2025REXBURG America's Family Community est 1883 SUMMARY OF EMPLOYEE POLICY MANUAL CHANGES 2025 1. In August of 2025 the employee committee presented a new City Mission Statement for your review. 2. We have removed all policies referring to and pertaining to Madison Fire Department (MFD) and have removed duplications of current policies. 3. In addition, many areas of the manual refer to the mayor needing to approve and be over areas that are not practical for the operation of the city and may cause situations that would place undue hardship in this elected position. Pages with the change from Mayor are handwritten with the changed to position listed at the top of the applicable page. 4. Policy #1103 is a new policy for your review. Therefore, the entire policy is included. City of Rexburg Government Policy Manual MISSION STATEMENT As employees of the City of Rexburg our goal is to improve the community. We serve the citizens by striving to understand their needs and by responding with quality work. The City of Rexburg aims to provide efficient and consistent levels of public services that contribute to advancing duality of life and strenghteninq the image of Rexburg as "America's Family. Community" Employee Committee agreed on for the new Mission_ Statement on 816125 Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Mission Statement - 1 Published with permission by City of Rexburg City of Rexburg { Government Policy Manual �(L CI �4 i Y � J Policy Manual C I Full- and part-time employees. Appointed personnel. This does not include persons appointed to fill an elected official vacancy. Manual - The City Policy Manual (replaced document known as Employee Handbook). May - Indicates a permissive, discretionary, or conditional action. Shall or will - Indicates a mandatory action. Should - Indicates a generally required or expected action, absent a rational basis for failing to conform. Supervisor - A person in a position of authority that may include responsibility for hiring, transfer, suspension, promotion, discharge, assignment, reward, or discipline of other city employees, directing the work of other employees, or having the authority to adjust grievances. The supervisory exercise of authority may not be merely routine or clerical in nature but requires the use of independent judgment. The term "supervisor" may also include any person (e.g., lead or senior worker) given responsibility for the direction of the work of others without regard to a formal job title, rank, or compensation. 100.5 ISSUING THE POLICY MANUAL An electronic version of the Policy Manual will be made available to all employees on the city network for viewing and printing. No changes shall be made to the manual without authorization the City. fro the -er the Each employee shall acknowledge having access to and having the opportunity to review the Policy Manual and any directives issued by the City Employees shall seek clarification as needed from an appropriate supervisor for any provisions that they do not fully understand. 100.6 PERIODIC REVIEW OF THE POLICY MANUAL Human Resources will ensure that the Policy Manual is reviewed and updated annually. The Mayor and City Council will review and approve any revisions made to this policy manual. 100.7 REVISIONS All revisions to the Policy Manual will be provided to each employee on or before the date the policy becomes effective. Each employee will be required to acknowledge having reviewed the revisions and shall seek clarification from an appropriate supervisor as needed. Employees are responsible for keeping abreast of all Policy Manual revisions. All city employees suggesting revision of the contents of the Policy Manual shall forward their written suggestions to their supervisors, who will consider the recommendations and forward them to Human Resources. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Policy Manual - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Placement Authority 101.1 PURPOSE AND SCOPE The City has placed certain controls over the announcements, postings and filling of position openings within City employment. Specifically, vacancy announcements, job postings and advertising for "regular" full- and part-time positions are controlled through the Department Head and Human Resource Department. Such controls include, but are not limited to, time limits for posting, internal notices prior to recruiting, or advertising for applicants outside the existing work force. 101.2 PROCEDURE Department Heads requesting new full time positions for operational needs must have approval through the designated budgeting process. In the case of replacement positions, Department Heads should work with the Human Resources Department for job posting and recruiting. Department Heads should review budgeting availability to cover recruiting and employment costs. Since available and qualified applicants for new positions may already be in the City's employ, it is the City's intent to fill positions from within the work force wherever appropriate and practicable. Qualified employees, suitable to the needs of the City and who meet the requirements of the City and the Department and apply for such positions during the period the position is open for applications, will be given consideration in filling such positions. All hiring must be coordinated through the Human Resource Department. 101.3 INTERNAL PREFERENCE Qualified City employees may be given preference over outside applicants to fill vacancies in the work force without following the notice and selection procedures normally required for hiring new employees.4 bier--te g outsidepplieants for4h3eposition. 101.4 VETERAN'S PREFERENCE The City will accord a preference to U.S. Armed Services veterans, or certain of his/her family members, in accordance with provisions of Idaho Code, Title 65, Chapter 5. tn4he event of -egos+ wtfl be-empkWed. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Placement Authority - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Recruitment and Selection 102.1 PURPOSE AND SCOPE This policy provides a framework for employee recruiting efforts and identifying job -related standards for the selection process. This policy supplements other city rules governing employment practices. 102.2 POLICY In accordance with applicable federal, state, and local law, the City provides equal opportunities for applicants and employees, regardless of actual or perceived race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, pregnancy, genetic information, veteran status, marital status, and any other classification or status protected by law. The City does not show partiality or grant any special status to any applicant, employee, or group of employees unless otherwise required by law. The City will recruit and hire only those individuals who demonstrate a commitment to service and who possess the traits and characteristics that reflect personal integrity and high ethical standards. 102.3 NATURE OF EMPLOYMENT The City is a political subdivision of the state of Idaho, though it is not a part of state government. The City Council serves as the governing body of the City, carrying out local legislative duties and fulfilling other obligations as provided by law. The City Council is the general policymaker for the City, and has primary authority to establish terms and conditions of employment with the City. The Mayor may appoint personnel to help carry out administrative responsibilities. As with all elected public officials, the Mayor and City Council are ultimately responsible to the voters of the City. Each employee should recognize that although he/she may serve as an employee supervised by the Mayor or department head, he/she remains an employee of the City, and not of the official who supervises his/her work. The terms and conditions set forth in this policy, and in the resolutions and policy statements that support it, cannot be superseded by any other official's pledge, without the express action of the City Council. That is particularly true for terms or conditions that would establish a current or future financial obligation for the City. You may, however, work for an office/department with an operational policy that provides additional direction to employees on expectations and procedures unique to that office/department. 102.4 RECRUITMENT The Human Resources Director should maintain a comprehensive recruitment and selection strategy to recruit and select employees from a qualified and diverse pool of candidates. The strategy should include: (a) Identification of racially and culturally diverse target markets. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT'`** Recruitment and Selection - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Recruitment and Selection I Standard Operating Procedures (SOP) Manual for the residency or any other departmental requirements. 102.5.1 APPLICATIONS The City relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the City's exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. 102.6 BACKGROUND INVESTIGATION Every candidate over 18 years and older o+d shall undergo a background investigation to verify the candidate's application information and ability to perform duties relevant to the position. 102.6.1 NOTICES Background investigators should ensure that investigations are conducted and notices provided in accordance with the requirements of the FCRA and applicable state law (15 USC § 1681d). 102.6.2 REVIEW OF SOCIAL MEDIA SITES Due to the potential for accessing unsubstantiated, private, or protected information, the City should not require candidates to provide passwords, account information, or access to password - protected social media accounts. The City should consider utilizing the services of an appropriately trained and experienced third party to conduct open source, internet-based searches and/or review information from social media sites to ensure that: (a) The legal rights of candidates are protected. (b) Material and information to be considered are verified, accurate, and validated. (c) The City fully complies with applicable privacy protections and local, state, and federal law. Regardless of whether a third party is used, the_ Human Resources Director --of-the should ensure that potentially impermissible information is not available to any person involved in the candidate selection process. 102.6.3 PRE -EMPLOYMENT SCREENING Reference Checks To ensure that individuals who join the City are well qualified and have a strong potential to be productive and successful, it is the policy of the City to check the employment references of considered applicants. Drug Tests Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Recruitment and Selection - 3 Published with permission by City of Rexburg DRAFT City of Rexburg Government Policy Manual Recruitment and Selection All potential new hires, as a condition of employment, will be subject to an initial drug/ alcohol screening prior to beginning work. A negative test result must be received by the Human Resources Department before they begin work. Refusal of drug screen will make the applicant un-hirable. Background Checks All potential new hires, as a condition of employment, will be subject to a background check, and shall cooperate fully in accomplishing such checks. 102.6.4 RECORDS RETENTION The background report and all supporting documentation should be maintained in accordance with the established records retention schedule. 102.6.5 DOCUMENTING AND REPORTING The background investigator should summarize the results of the background investigation in a report that includes sufficient information to allow the reviewing authority to decide whether to extend a conditional offer of employment. The report should not include any information that is prohibited from use, including that from social media sites, in making employment decisions. The report and all supporting documentation should be included in the candidate's background investigation file. 102.7 EMPLOYMENT STANDARDS All candidates shall meet any minimum standards required by state and local law. Candidates will be evaluated based on merit, ability, competence, and experience, in accordance with the high standards of integrity and ethics valued by the City and the community. Validated, job -related, and nondiscriminatory employment standards should be established and maintained for each job classification and should minimally identify the training, abilities, knowledge, and skills required to perform the position's essential duties in a satisfactory manner. Each standard should include performance indicators for candidate evaluation. 102.8 JOB DESCRIPTIONS The Human Resource Department maintains a current job description for each position in the City. 102.9 TRANSFERRED EMPLOYEES Transfeff-- employees,who - one ----rtment or ere -to anotheF,- tirl-A benefits commensurate with both __01,­ witl I the City and t1heir employment - -T7, Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT`** Recruitment and Selection - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Recruitment and Selection Pay fer a tran�,,�sfeffed- employee will be determined by -the range established the pssitien,and based upon the employees kmgev+tya„d ether consideratio at time of transfer. Transfers sba upon s of the Department Heads involved-nd with -the approval of the Mayor. Transferred employees - those moving from one department or crew to another - retain benefits consistent with their seniority and employment status. Pay for transferred employees will be determined by the salary range established for the new position, with placement within the range based on longevity and other relevant considerations at the time of transfer. Transfers occur upon the recommendation of the Department Heads involved and approval of the Mayor. If a transferred employee is not successful in the new role during the introductory period, they may be reassigned to their previous position or to another suitable role subject to availability and qualifications. 102.10 PROMOTED EMPLOYEES employees will begin a new introduetoFy period for the new positien feF werk peFforrnanee only. The prometion will have no effeet on their benefit status. If a pFemoted employee is not suceessful On the new position, sihe may be placed beek to the position he'd immediately prior to the prometion, or to another position, subjeet to availability and the employee's qualifications. Gurrent review date s mamnte6ned unless otherwise negotiated. position eernmeneing on the first day of the follewing genera' pay peried after the effeetive date e€ the premetten,within the appineable Fange, and p'aeeFnent within the range based upon any longevity and other eonsiderations. Prernefions shall oeeur upon the reeemmendatiens of the Department Head(s) involved and with the approval of the DepaFtment Oversight Gernrnittee and the Mayor. Prernofions for MFD rnust alse be approved by the MFD BoaFd-. When awarding prernetiens, the Gity will gave first eensideration to current erripleyees of the Gity. for whieh they are qualified. The Gity does resewe the Fight to hire frorn outside the eFganization. Promoted employees - those advancing to a higher -level position - also begin a new introductory period focused solely on performance in the new role. Promotions do not affect benefit status, and the employee's current review date is maintained unless otherwise negotiated. Pay adjustments associated with the promotion begin on the first day of the pay period following the effective date, within the applicable salary range and based on longevity and other considerations. Copyright Lexipol, LLC 2025112/10, All Rights Reserved. ***DRAFT*** Recruitment and Selection - 5 Published with permission by City of Rexburg DRAFT City of Rexburg Government Policy Manual Recruitment and Selection Promotions require the recommendation of the relevant Department Head(s) and approval from the Department Oversight Committee and the Mayor. When filling vacant positions, the City gives first consideration to qualified internal candidates. All employees who apply will be considered though the City reserves the right to hire externally. Longevity may be considered in promotional decisions but is not the sole determining factor. 102.11 EMPLOYEE RELATIONS The Gity believes that the work conditions, wages, and benefits at effers to its ernpleyees am eempetitive with these offeFed by other ernpleyers On this area and On this industry. if ernpleyees have eoneerns about work eend*fiens or eompensetien, they are strongly eneouraged to voiee these ee piFit of good faith openly and directly to their supervisors. Ouf experienee has shown that when employees deal openly and direettly with supervisors, the weFk environment ean be exeelient, eemmuMeatoon ean be dear, and attitudes ean be positive. effeetively to employee eeneefflS. The City of Rexburg is committed to maintaining competitive working conditions, wages, and benefits that align with standards in both the regional labor market and the public sector. We recognize that attracting and retaining qualified personnel requires a compensation structure and work environment that are both equitable and responsive to industry benchmarks. Employees are encouraged to communicate concerns regarding working conditions, compensation or related matters directly with their immediate supervisors. Such communication should be conducted in a spirit of professionalism and mutual respect. Open dialogue fosters a collaborative workplace culture enhances clarity in expectations, and contributes to a positive organizational climate. The City values transparency and responsiveness in its interactions with staff. Our commitment to employee engagement is demonstrated through timely and effective responses to concerns with the goal of continuously improving the work environment and strengthening trust across all levels of the organization. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Recruitment and Selection - 6 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Introductory Period 103.1 PURPOSE AND SCOPE The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. The City uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or the City may end the employment relationship at will at any time during the introductory period, with or without cause or advance notice. 103.2 POLICY A" new-ftnd FehffiFed employees -WOFk on an introductor-y bases for at 'east the first-11 an --1-4 days after and including their date of hiFe. Employees who are promoted or tranSfeffed within Gity may be required to complete a secondary same length with Ate., each Arty tntreductery employee'speFqod by the length of the absence. if the Gity deteFMines that the designated intFoduetoiry pefied does not allow suffieffient tome to thoroughly evaluate the peried may be extended for a specified --perriefL. in cases of promotions or tranSfeFS within the Gity, an employee, who, in the sole judgment of management, is not successful an the new position, can be Femoved fFOM that position at any to dUFing the secondary peraod. if this occurs, the employee may be allowed to return tiD his or her 'IW-FmeF Job or to -a comparable job for which the employee is qualified, depending the availability of sueh positions and the Gity's needs. Upon satisfactory completion of the :Rofoal 9 ntroQu4C period, employeesenter the "regular" employment elassifleation. Duiring the , new employees are eligible -for that are required by law, such as workers' compensation insuFanee and See"al SeCILIFity. They -may -also be eligible for other Gity provided benefits, subject to the terms and conditions of each benefits progiram. Employees should read the information for each speeifie benefits program for the details Benefits eligibility and employment status aFe not ehanged during the seeondary introductory peded that results from a pFernotion or tfanSfeF within the W. All newly hired and rehired employees of the City of Rexburg are subject to an introductory period of at least 180 calendar days beginning on their date of hire. This period is designed to evaluate job performance, ensure proper training, and determine suitability for continued employment Employees are eligible for legally mandated benefits during this time such as workers' compensation and Social Security, and may qualify for additional City provided benefits depending on the terms of each program Employees are encouraged to review individual benefit plans for specific eligibility requirements. Employees who are promoted or transferred within the City will begin a secondary introductory period of equal length focused solely on evaluating performance in the new role This secondary Copyright Lexipol, LLC 2025/12110, All Rights Reserved. ***DRAFT*** Introductory Period - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Introductory Period period does not alter the employee's benefit status or seniority. Significant absences during either introductory period will automatically extend the evaluation timeframe by the duration of the absence. If additional time is needed to assess performance, the introductory period may be extended at managemen is discretion and communicated to the employee. t's-diseretion 103.3 OVERSIGHT AND EVALUATION The Human Resources Director with the Department Head and/or the Mayo will coordinate with supervisors to: • Identify positions subject to introductory periods • Establish performance standards for successful completion • Approve extensions when necessary • Document outcomes of the introductory period Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Introductory Period - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Employment Categories 104.4 ELECTED OFFICIALS Elected officials are not considered regular employees. Elected Officials receive employment benefits as identified in a resolution or ordinance adopted by the City Council. 104.5 REGULAR FULL-TIME Regular full-time employees are those who are not in a temporary or introductory status and who are regularly scheduled to work at least 30 hours a week on a regular and recurring basis. Generally, they are eligible for the City's benefit package and subject to the terms, conditions, and limitations of each benefit program. 104.6 REGULAR PART-TIME Regular part-time employees are those who are not assigned to a temporary or introductory status and are scheduled to work less than 20 hours a week. While they do receive all legally mandated benefits (such as Social Security and workers' compensation insurance), they are ineligible for all of the City's other benefit programs unless specified in the program's policy. 104.7 PERMANENT PART-TIME Permanent part-time employees are those who are not assigned to a temporary or introductory status and are scheduled to work less than 30 hours a week and less than 1559 hours a year on a regular or recurring basis. While they do receive all legally mandated benefits (such as Social Security and workers' compensation insurance), and they are eligible for PERSI benefits, they are ineligible for all other City benefit programs unless specified in the program's policy. 104.8 VARIABLE HOUR Variable hour employees are part-time employees who do not have regular work hours and the total hours worked vary from week to week. While they do receive all legally mandated benefits (such as Social Security and workers' compensation insurance), they are ineligible for all of the City's other benefit programs unless specified in the program's policy. The department head must get approval from Human Resources before they may utilize this status as it requires regular tracking and reporting of employee hours to Human Resources. 104.9 TEMPORARY Temporary employees are those who are hired as interim replacements to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally -mandated benefits (such as workers' compensation insurance and Social Security), they are ineligible for all of the City's other benefit programs. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Employment Categories - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Employment Termination 106.1 PURPOSE AND SCOPE Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated: 106.2 POLICY • RESIGNATION - a voluntary act initiated by the employee who chooses to leave employment with the City. Although advance notice is not required, the City requests, at least, a two weeks' written resignation notice from all employees. If an employee does not provide advance notice as requested, the employee will be considered ineligible for rehire. • DISCHARGE - employment termination initiated by the organization. • LAYOFF - involuntary employment termination initiated by the organization for non - disciplinary reasons. • MEDICAL TERMINATION - employment termination initiated by the employee or by the organization when an employee is unable, for health reasons, to continue to work. • RETIREMENT - voluntary retirement from active employment status initiated by the employee. Employment with the City is voluntarily entered into, and the employee is free to resign at will at any time. Similarly the City may also terminate the employment relationship. Regular full- time employees and regular/permanent part-time employees enjoy certain benefits and privileges related to their jobs, which include specific complaint and appeal rights as described under other policies in this policy manual. Seasonal, temporary, and part-time employees, and appointed officials do not have the same protections as regular full-time and regular/permanent part-time employees. Employees will receive their final pay in accordance with applicable state law. The City is interested in learning of employees' reasons for leaving work, whenever that is possible and appropriate. Prior to an employee's departure, an exit interview should be scheduled with by the Human Resources Director ent Head to discuss the reasons for termination and the effect of the termination on benefits. The exit interview will afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to the City, or return of the City -owned property. Suggestions, complaints, and questions can also be voiced. A notice of termination form should also be completed by the department head or supervisor and submitted to the Human Resource Department to be placed in the employees file. Once an employee has established a termination date including for retirement the employee may not use vacation hours during the final two weeks of employment. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT'"`** Employment Termination - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Outside Employment naor pQ 107.4.3 REVIEW OF FINANCIAL RECORDS Unless prohibited by law under the circumstances, prior to approving outside employment, City Management thef6 r the author4zed designee may request that an employee provide a copy of personal financial records for review if it is determined that a conflict of interest may exist. Failure or refusal by the employee to provide such records may result in denial of the outside employment. If, after approving a request for outside employment, the City obtains information that a financial conflict of interest exists, City Management t#-the-authorized designee may request that the employee provide a copy of personal financial records for review. Failure or refusal by the employee to provide such records may result in revocation or suspension of approval of the outside employment pursuant to this policy. 107.4.3 CHANGES IN OUTSIDE EMPLOYMENT STATUS Employees who terminate their outside employment shall promptly submit written notification of such termination to their immediate supervisor. Any subsequent request for renewal or continued outside employment must thereafter be processed and approved through the procedures set forth in this policy. Employees shall also promptly submit in writing to their immediate supervisor any material changes in outside employment, including any change in the number of hours, type of work, or the demands of any approved outside employment. Employees who are uncertain whether a change in outside employment is material are advised to report the change. 107.4.4 LEAVE OR RESTRICTED DUTY STATUS Employees who are placed on leave or other restricted duty status shall inform their immediate supervisors in writing within five days as to whether they intend to continue their outside employment while on such leave or restricted status. The immediate supervisor shall review the duties of the outside employment, along with any related orders (e.g., administrative, medical), and make a recommendation to the department head and Human Resources regarding whether such employment should continue. In the event that the department head and Human Resources determine that the outside employment should be discontinued, or if the employee fails to promptly notify an immediate supervisor of the employee's intention regarding outside employment, a notice revoking approval of the outside employment will be forwarded to the employee and a copy attached to the original outside employment request. Criteria for revoking approval due to leave or restricted duty status include but are not limited to: (a) The outside employment is medically detrimental to the total recovery of the employee. (b) The outside employment requires performance of the same or similar physical ability as would be required in the employee's city job. (c) The employee fails to give timely notice of intent regarding outside employment to an immediate supervisor. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Outside Employment - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Conflict of Interest ►}�ttt2 eeSwi-ceS In the event that no uninvolved supervisor is immediately available, the employee shall promptly notify the an Resources to have another uninvolved employee either relieve the involved employee or, minimally, remain present to witness the action. 108.3.2 SUPERVISOR RESPONSIBILITY Upon being notified of or otherwise becoming aware of any circumstance that could result in or constitute an actual or potential violation of this policy, a supervisor should take all reasonable steps to promptly mitigate or avoid such violations whenever possible. Supervisors should also promptly notify the�Human Resources of such actual or potential violations. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Conflict of Interest - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual 'Y k1� , Ci�u1�e t Volunteers 110.1 PURPOSE AND SCOPE This policy establishes the guidelines for volunteers to supplement and assist city personnel in their duties. Trained volunteers can augment city personnel and help complete various tasks. 110.1.1 DEFINITIONS Definitions related to this policy include: Volunteer - An individual who performs a service for the City without promise, expectation, or receipt of compensation for services rendered. This may include interns, persons providing administrative support, and individuals participating in school -sponsored, educational, or diversion programs, among others. Volunteers may be youths or adults. 110.2 POLICY It is the policy of the City that volunteers be appointed, trained, and supervised to carry out specified tasks and duties in an effort to create an efficient local government and improve services to the community. 110.3 ELIGIBILITY Requirements for participation as a volunteer for the City may include but are not limited to: (a) Residency in the community. (b) The ability to meet any necessary age requirements. (c) Possession of a valid driver's license, if the position requires vehicle operation. (d) Possession of liability insurance for any personally owned equipment, vehicles, or animals utilized during volunteer work. (e) No conviction of a felony, or pending charges of any crime of a sexual nature or against children, any crime related to assault or violence, any crime related to dishonesty, or any crime that would be inconsistent with volunteer service with the City. (f) The ability to meet physical requirements reasonably appropriate to the assignment. (g) A personal background history and character suitable for a person representing the City, as validated by a background investigation, as appropriate. The_ Cif may allow exceptions to these eligibility requirements based on organizational needs and the qualifications of the individual. 110.3.1 MINORS Volunteers younger than age 16 must be accompanied by a parent, legal guardian, or authorized adult during the performance of their volunteer assignments. Volunteers not affiliated with an approved organization between the ages of 16 and 18 must have the written consent of a parent or guardian prior to volunteering. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT''`** Volunteers -1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Volunteers 110.4 RECRUITMENT, SELECTION, AND APPOINTMENT The City shall endeavor to recruit and appoint only those applicants who meet the high ethical, moral, and professional standards set forth by this city. 110.4.1 RECRUITMENT Volunteers should be recruited on a continuous and ongoing basis consistent with city policy on equal opportunity, nondiscriminatory employment. A primary qualification for participation in the application process should be an interest in and an ability to assist the City in serving the public. Requests for volunteers should be reviewed by the Department Head over the department requesting a volunteer. submitted through the requester's immediate supewise . A complete description of the volunteer's duties and a requested time frame should be included in the request. All city employees should understand that the recruitment of volunteers is to enhanced by creative and interesting activities and sporadic assignments needs of the city. The volunteer eoordinater may withhold essignment o any volunteer until sueh tame as the requester as pFepared to fnake effeetive use of voluntee r-eseuree&. The departments approved for volunteers should designate a volunteer coordinator who will maintain the list and scheduling of volunteers. 110.4.2 SELECTION Volunteer candidates or organizations shall successfully complete the following process prior to appointment as a volunteer: (a) Submit the appropriate written application. (b) Interview with the volunteer coordinator. (c) Successfully complete and pass an appropriate -level background investigation or screening_. 110.4.3 APPOINTMENT Service as a volunteer with the City shall begin with an official notice of acceptance or appointment by the or the authorized design . Notice may only be given by an authorized representative of the City, who will normally be the volunteer coordinator. Volunteers must not commence any assignment until they have been formally accepted for as a volunteer and all required screening processes and documentation have been completed. Once assigned each volunteer is expected to adhere to all departmental guidelines and instructions relevant to their role. Copyright Lexipol, LLC 2025/12/10. All Rights Reserved. *** *** Volunteers - 2 Published with permission by City of Rexburg DRAFT City of Rexburg Government Policy Manual Volunteers Volunteers serve at the discretion of the_ City. _C9l 1 110.5 IDENTIFICATION AND DRESS CODE As representatives of the City, volunteers are responsible for presenting a professional image to the community. Volunteers shall dress appropriately for the conditions and performance of their assignment. Uniforms and necessary safety equipment will be provided for each volunteer, if appropriate for the volunteer position. Identification symbols worn by volunteers shall be different and distinct from those worn by city employees through the inclusion of "Volunteer" on the uniform. Certain volunteers may be issued city identification cards to be carried at all times while in the performance of their assignment. The identification cards may be the standard city identification cards, except that "Volunteer" will be indicated on the cards. 110.6 PERSONNEL WORKING AS VOLUNTEERS Before a current City employee volunteers for a position, the following requirements shall be met: A. Before approving a volunteer position for a current city employee, the Department Head or designee of the volunteer position, must work with Human Resources to ensure that the employee's volunteer position does not perform the same type of service or similar duties or be in the same department as those performed by the employee in his or her regular position with the City. This could create a liability for the City under the Fair Labor Standards Act (FLSA). B. Provide the volunteer a current Individual Volunteer Waiver. Send a signed copy of the Individual Volunteer Waiver to Human Resources for inclusion in the employee's personnel file. C. Wear a City volunteer badge, or other item assigned by the volunteer coordinator, while serving as a volunteer. In addition to these requirements, departments must maintain a record of attendance. (29 C F R § 553.100 et seq.). 110.7 VOLUNTEER COORDINATOR The department using volunteers should appoint a volunteer coordinator. City volunteers serve under the general direction of the volunteer coordinator. The responsibilities of the coordinator or the authorized designee include but are not limited to: (a) Recruiting, selecting, and training qualified volunteers. (b) Conducting volunteer meetings, as appropriate. (c) Establishing and maintaining a volunteer call -out roster, as necessary. (d) Maintaining records for each volunteer. (e) Tracking and evaluating the contribution of volunteers. (f) Maintaining a record of volunteer schedules. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Volunteers - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Volunteers (g) Completing and disseminating, as appropriate, all necessary paperwork and information. 110.8 RESPONSIBILITIES Volunteers assist city personnel as needed. Volunteers may be assigned to a City project to augment the support of paid personnel, but they may be reassigned as needed. Volunteers should be placed only in assignments or programs that are consistent with their knowledge, skills, and abilities and the needs of the City. 110.8.1 COMPLIANCE Volunteers shall be required to adhere to all city policies and procedures. A copy of the policies and procedures will be made available to each volunteer upon appointment. The poles manual is available electronically to volunteers on the City of Rexburg website. The volunteer shall become thoroughly familiar with these policies. Whenever a rule, regulation, or guideline in this Policy Manual refers to city employees, it shall also apply to a volunteer, unless by its nature it is inapplicable. 110.9 INFORMATION ACCESS With appropriate security clearance, a volunteer may have access to or be in the vicinity of confidential or protected information, including but not limited to legal materials, financial data, or information portals. Unless otherwise directed by a supervisor, the responsibilities of the position, or policy, all such information shall be considered confidential. Only that information specifically identified and approved by authorized employees shall be released. Confidential information shall be given only to persons who have a need and a right to know as determined by city policy and supervisory personnel. A volunteer whose assignment requires the use of, or access to, confidential or protected information will be required to obtain the necessary security clearance, which may include a criminal background check and/or the submission of fingerprints to the appropriate state agency. Volunteers working this type of assignment will receive training in data practices and be required to sign a nondisclosure agreement before being given an assignment with the City. Subsequent unauthorized disclosure of any confidential information verbally, in writing, or by any other means by the volunteer is grounds for immediate dismissal and possible criminal prosecution. Volunteers shall not address public gatherings, appear on radio or television, prepare any article for publication, act as correspondents to newspapers or other periodicals, release or divulge any information concerning the activities of the City, or maintain that they represent the City in such matters without permission from the proper city personnel. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Volunteers - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Volunteers 110.10 EQUIPMENT Any property or equipment issued by the City shall be for official and authorized use only. Any property or equipment issued to a volunteer shall remain the property of the City and shall be returned at the termination of service. 110.10.1 VEHICLE USE Volunteers whose assignments require the use of a vehicle must first complete: (a) A driving safety briefing and, if necessary to the volunteer position, a city -approved driver safety course. (b) Verification that the volunteer possesses a valid driver's license. (c) Verification that the volunteer carries current vehicle insurance. The volunteer coordinator should ensure that all volunteers receive safety briefing updates and license and insurance verification at least once a year. When operating city vehicles, volunteers shall obey all rules of the road, including seat belt requirements. Volunteers should not operate marked law enforcement or other emergency operation vehicles unless there is a prominently placed sign indicating that the vehicle is out of service. Volunteers are not authorized to operate city vehicles while using the vehicle's emergency equipment (e.g., emergency lights, siren). 110.11 DISCIPLINARY PROCEDURES/TERMINATION If a volunteer becomes the subject of a complaint or administrative investigation, the matter may be investigated in accordance with city procedures applicable to regular employees. Volunteers are considered at -will and may be removed from service at the discretion of the City �I�eauthorized designee, with or without cause. Volunteers shall have no property interest in their continued appointments or due process interest in an administrative investigation. However, removed for alleged misconduct, the volunteer will be afforded afopportunity solely to clear th-e r volunteer's name through a libeFty interest heWffing, whieh shall be limited to a single appearance before #ire . Volunteers may resign from volunteer service with the City at any time. It is requested that volunteers who intend to resign provide advance notice and a reason for their decision. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Volunteers - 5 Published with permission by City of Rexburg City of Rexburg Government Policy Manual m"r Subpoenas and Court Appearances i� r 111.1 PURPOSE AND SCOPE This policy establishes the guidelines for city employees who must appear in court. It will allow the City to cover any related work absences and keep the City Attorney May -or informed about relevant legal matters. 111.2 POLICY Employees will respond appropriately to all subpoenas and any other court -ordered appearances. 111.3 SUBPOENAS Only employees authorized to receive a subpoena on behalf of the City or any of its employees may do so. 111.3.1 SPECIAL NOTIFICATION REQUIREMENTS Any employees who are subpoenaed to testify, agree to testify, or provide information on behalf or at the request of any party other than the City or the prosecutor shall notify their immediate supervisors without delay regarding: (a) Any civil case where the City or one of its employees, as a result of the employee's official capacity, is a party. (b) Any civil case where any other city, county, state, or federal unit of government or a member of any such unit of government, as a result of the member's official capacity, is a party. (c) Any criminal proceeding where the employee is called to testify or provide information on behalf of the defense. (d) Any civil action stemming from the employee's work activity or because of the employee's association with the City. (e) Any personnel or disciplinary matter when called to testify or to provide information by a government entity other than the City. The supervisor will then notify the C a Attorney if appNeeble. The City �e d Attorney will determine if additional legal support is necessary. No employee shall be retaliated against for testifying in any matter. 111.3.2 WORK -RELATED SUBPOENAS The City will compensate employees who appear in their official capacities on matters arising out of their official duties. The City should seek reimbursement for the employee's compensation for appearances on civil subpoenas through the attorney of record who subpoenaed the employee. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Subpoenas and Court Appearances - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Standards of Conduct for All Employees 200.4.1 LAWS, RULES, AND ORDERS (a) Violation of, or ordering or instructing a subordinate to violate, any policy, procedure, rule, order, directive, or requirement, or failure to follow instructions contained in city manuals. (b) Disobedience of any lawful direction or order. (c) Violation of federal, state, local, or administrative laws, rules, or regulations. 200.4.2 ETHICS Using or disclosing one's status as an employee of the City in any way that could reasonably be perceived as an attempt to gain influence or authority for non -city business or activity. (a) The wrongful or unlawful exercise of authority on the part of any employee for malicious purpose, personal gain, willful deceit, or any other improper purpose. (b) The receipt or acceptance of a reward, fee, or gift from any person for service incident to the performance of the employee's work with the City. (c) Acceptance of fees, gifts, or money in excess of $50.00-pe-r calendar year contrary to the rules of this city and/or laws of the state. (d) Offer or acceptance of a bribe or gratuity. (e) Any other failure to abide by the standards of ethical conduct. 200.4.3 DISCRIMINATION, OPPRESSION, OR FAVORITISM Unless required by law or policy, discriminating against, oppressing, or providing favoritism to any person because of actual or perceived characteristics such as race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, economic status, cultural group, veteran status, marital status, and any other classification or status protected by law, or intentionally denying or impeding another in the exercise or enjoyment of any right, privilege, power, or immunity, knowing the conduct is unlawful. 200.4.4 RELATIONSHIPS (a) thlrough the use of one's . Unwelcome solicitation, request, or pressure for a personal or sexual relationship during work hours, on City premises, using City resources, or through the use of one's actual or apparent official authority. (b) Engaging in sexual activity during work hours, including but not limited to sexual intercourse, excessive displays of public affection, or other sexual contact. (c) Establishing or maintaining an inappropriate personal or financial relationship as a direct result of any official business. (d) Associating with or joining a criminal gang, organized crime, and/or criminal syndicate when the employee knows or reasonably should know of the criminal nature of the organization. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Standards of Conduct for All Employees - 2 Published with permission by City of Rexburg City of Rexburg \ � tl Government Policy Manual�''r Cl�it�`� Standards of Conduct for All Employees 200.4.5 ATTENDANCE (a) Leaving the job to which the employee is assigned during work hours without reasonable excuse and proper permission and approval. (b) Unexcused or unauthorized absence or tardiness. (c) Excessive absenteeism or abuse of leave privileges. (d) Failure to report to work or to the place of assignment at the time specified and fully prepared to work without reasonable excuse. 200.4.6 UNAUTHORIZED ACCESS, DISCLOSURE, OR USE (a) Unauthorized and inappropriate intentional release of confidential or protected information, materials, data, forms, or reports obtained as a result of the employee's position with this city. (b) The use of any information, photograph, video, or other recording obtained or accessed as a result of employment or appointment to this city for personal or financial gain or without the express authorization of the Citv P'eb, the Q, •`hn-ized dest-nee. (c) Loaning, selling, allowing unauthorized use, giving away, or appropriating any city badge, uniform, identification card, fuel card, or property for personal use, personal gain, or any other improper or unauthorized use or purpose. (d) Using city resources in association with any portion of an independent civil action. These resources include but are not limited to personnel, vehicles, equipment, and non -subpoenaed records. 200.4.7 EFFICIENCY (a) Neglect of duty, including engaging in prolonged visiting with co-workers, children, friends or family members that interfere with work in the department in which the employee serves. (b) Unsatisfactory work performance, including but not limited to failure, incompetence, inefficiency, or delay in performing and/or carrying out proper orders, work assignments, or the instructions of supervisors without a reasonable and bona fide excuse. (c) Concealing, attempting to conceal, removing, or destroying defective or incompetent work. (d) Unauthorized sleeping during work hours or assignments. (e) Failure to notify the City within 5 business days of any change in residence address or contact numbers. (f) Failure to notify a supervisor of changes in relevant personal information (e.g., information associated with benefits determination) in a timely fashion. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Standards of Conduct for All Employees - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Standards of Conduct for All Employees 200.4.8 PERFORMANCE (a) Failure to disclose or misrepresenting material facts or making any false or misleading statement on any application, examination form, or other official document, report, or form, or during the course of any work -related investigation. (b) The falsification of any work -related records, making misleading entries or statements with the intent to deceive, or the willful and unauthorized removal, alteration, destruction, and/or mutilation of any city record, public record, book, paper, or document. (c) Failure to participate in investigations, or giving false or misleading statements, or misrepresenting or omitting material information to a supervisor or other person in a position of authority, in connection with any investigation or in the reporting of any city - related business. (d) Being untruthful or knowingly making false, misleading, or malicious statements that are reasonably calculated to harm the reputation, authority, or official standing of this city or its employees. (e) Failure to abide by all departmental rules and direction of a supervisor whether written or oral. No employee will be required to follow the directive of a supervisor that violates the laws of the local jurisdiction, state or nation. (f) Unlawful gambling or unlawful betting at any time or any place. Legal gambling or betting under any of the following conditions: 1. While on city premises. 2. At any work site, during work hours, or while using any city equipment or system. (g) Improper political activity, including: 1. Unauthorized attendance during work hours at official legislative or political sessions. 2. Solicitations, speeches, or distribution of campaign literature for or against any political candidate or position during work hours or on city property. (h) Engaging in any political activities during work hours except as expressly authorized by city policy. (i) Any act that brings discredit to this city. 200.4.9 CONDUCT (a) Failure to promptly and fully report activities on the employee's part o-rthe part of any other employee where such activities resulted in law enforcement taking action_ -or that may result in criminal prosecution or discipline under this policy. For purposes of this subsection prompt means within twenty four (24) hours of the next business day. (b) Unauthorized or unlawful fighting, or threatening or attempting to inflict unlawful bodily harm on another. (c) Engaging in horseplay that reasonably could result in injury or property damage. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Standards of Conduct for All Employees - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Standards of Conduct for All Employees (d) Discourteous, disrespectful, or discriminatory treatment of any member of the public or any employee of the City. (e) Use of obscene, indecent, profane, or derogatory language during work hours or in uniform. (f) Criminal, dishonest, or disgraceful conduct that adversely affects the employee's relationship with the City. (g) Unauthorized possession of, loss of, or damage to city property or the property of others or endangering it through carelessness or maliciousness. (h) Attempted or actual theft of city property; misappropriation or misuse of public funds, property, personnel, or the services or property of others; unauthorized removal or possession of city property or the property of another person. (i) Activity that is incompatible with an employee's conditions of employment or appointment as established by law or that violates a provision of any employment agreement or contract, including fraud in securing the appointment or hire. (j) Initiating any civil action for recovery of any damages or injuries incurred in the course and scope of employment or appointment without first notifying the_ City r_$r the of such action. (k) Any other conduct that any employee knows or reasonably should know is unbecoming an employee of this city, is contrary to good order, efficiency, or morale, or tends to reflect unfavorably upon the City or its employees. 200.4.10 SAFETY (a) Failure to observe or violating city safety standards or safe working practices. (b) Failure to maintain current licenses or certifications required for the assignment or position (e.g., driver's license, first aid). (c) Failure to maintain good physical condition sufficient to adequately and safely perform_ all _ the essential job duties (d) Unsafe firearm or other weapon handling, including loading or unloading firearms in an unsafe manner. (e) Carrying, while on the premises of the work site, any firearm or other weapon that is not authorized by law or the member's appointing authority. (f) Unsafe or improper driving habits or actions in the course of employment or appointment. (g) Any personal action contributing to a preventable traffic accident. (h) Concealing or knowingly failing to report any on-the-job or work -related accident or injury as soon as practicable but within 24 hours. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Standards of Conduct for All Employees - 5 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Personal Appearance Standards (d) The following items shall not be worn during work hours or when representing the City in any official capacity: 1. Clothing that reveals excessive cleavage, the back, chest, stomach, or buttocks 2. Exposed undergarments 3. Swimsuits (with the exception of position -specific need), tank tops, tube tops, or halter tops 4. Sweatpants, or similar exercise clothing 5. Transparent clothing 6. Shorts shorter than a seven (7) inch inseam 7. Clothing, buttons, or pins displaying racial, sexual, discriminatory, gang -related, or obscene language. (e) Variations from this polices may be am allowed based on the employee's assigned job duties. Prior approval for Afl _ a variation _ requests s must be submitted in writing to the Human Resource Department. nave - The Department Head, Mayor, and Human R f esource s Director will determine if the variation will be approved and will respond to the request in writing within 5 days business days - 202.4.2 UNIFORMS The City will provide uniforms for all employees who are required to wear them in the manner, quantity, and frequency agreed upon in the respective employee group's employment agreement, if applicable. The City may provide other employees with uniforms at the direction of the Department Head. The Department Head shall maintain and update uniform and equipment specifications, which should be consulted by employees as needed. Uniforms shall be worn as described therein and as specified in this policy and any supplemental city policies. The following shall apply to those employees assigned to wear city -issued uniforms: (a) Uniforms and equipment shall be maintained in a serviceable condition and shall be ready at all times for immediate use. Uniforms shall be neat, clean, and appear professionally pressed, as necessary for the position. (b) Uniforms shall be worn in compliance with any applicable city specifications. (c) Uniforms are only to be worn during work hours, at official city functions or events, while in transit to or from work, or when authorized by the Department Head or the authorized designee. (d) Employees are not to purchase or drink alcoholic beverages while wearing any part of city -issued uniforms. (e) Supervisors shall monitor employee compliance with this policy through periodic inspections of employees within the city who wear a city -issued uniform. All uniforms and equipment issued to city employees shall be returned to the City upon termination or resignation. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Personal Appearance Standards - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Personal Appearance Standards 202.4.3 UNAUTHORIZED UNIFORMS, EQUIPMENT, AND ACCESSORIES City employees may not wear any uniform item, accessory, or attachment unless specifically authorized by the Department Head or the authorized designee. Employees may not use or carry any safety item, tool, or other piece of equipment unless specifically authorized by the Department Head or the authorized designee. 202.4.4 JEWELRY For the purpose of this policy, jewelry refers to rings, earrings, necklaces, bracelets, wristwatches, and tie tacks or tie bars. Jewelry shall present a professional image and may not create a safety concern for the employee or others. Jewelry that depicts racial, sexual, discriminatory, gang - related, or obscene language is not allowed. 202.4.5 TATTOOS City employees are authorized to have visible tattoos within the following guidelines: Employees shall not have any tattoos, body art, or branding on the head, face, neck, scalp, hands (excluding a ring tattoo to replace a wedding band), or visible teeth (excluding orthodontic appliances); unless authorized by the Human Resource Director. 2. Any pre-existing tattoos, body art or branding on any of the above areas will either be removed, or covered by cosmetics or clothing. 3. Any tattoo(s), body art or branding that are obscene, advocates or symbolizes gangs, extremist groups, discrimination in any form, drug use, conveys sexual innuendo or sexual discrimination shall not be pe rm itted. Tattoos, body arterbrarKfinglhatportra-y derogatory offensive eharaeterizations eentrary to the values of the Gity of Rexburg are net permitted. 4. Exceptions will be made for permanent makeup, such as eyeliner or lip -liner. 5. Any issue of interpretation shall be reviewed by the Human Resource Director, who will issue a final decision to authorize or not. 202.4.6 BODY PIERCING OR ALTERATION Body piercing (other than earlobes) or alteration to any area of the body that is visible while representing the City in any official capacity, that is a deviation from normal anatomical features, and that is not medically required, is prohibited. Such body alteration includes but is not limited to: (a) Tongue splitting or piercing. (b) The complete or transdermal implantation of any material other than hair replacement (i.e., foreign objects inserted under the skin to create a design or pattern). (c) Abnormal shaping of the ears, eyes, nose, or teeth (i.e., enlarged or stretched out holes in the earlobes). (d) Branding, scarification, or burning to create a design or pattern. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Personal Appearance Standards - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Personal Appearance Standards 202.4.7 DENTAL ORNAMENTATION Dental ornamentation that is for decorative purposes and that is not medically required is prohibited while representing the City in any official capacity. Such ornamentation includes but is not limited to: (a) Objects that are bonded to front teeth. (b) Gold, platinum, or other veneers or caps used for decorative purposes. 202.4.8 GLASSES AND CONTACT LENSES Eyeglasses and sunglasses shall present a professional image. Contact lenses with designs that change the normal appearance of the eye and that are not medically required are prohibited during work hours and while representing the City in any official capacity. 202.4.9 COSMETICS AND FRAGRANCES Cosmetics shall present a professional image. Use of cologne, perfume, aftershave lotion, and other items used for body fragrance shall be kept to a minimum. 202.5 EXEMPTIONS City employees may request exemptions from portions of this policy when application would affect a disability, a religious practice or belief, or other protected characteristics. Requests for exemptions must be submitted to Human Resources in writing. The Human Resource Directror or designee will respond in writing to the request within 5 business days should be addresse Human Resources. Human Resourcesshould be advisedany tome $ request for accommodation is denied. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Personal Appearance Standards - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Workplace Violence 203.4.3 INVESTIGATION The Human Resources Department will promptly, impartially, and with as much confidentiality as practicable coordinate the investigation of all reports of violent behavior. City employees are required to cooperate in any investigation. A timely resolution of each report should be reached and communicated to all parties involved as quickly as possible. 203.4.4 REPORTING NON -WORK -RELATED THREATS OR VIOLENT BEHAVIOR City employees who are victims of domestic violence or other threatening behavior outside of the workplace, or who believe they are potential victims of such behavior and fear it may enter the workplace, are encouraged to report the situation as soon as possible to their supervisors. Supervisors receiving any such report shall contact the Human Resources Department as soon as practicable so that any appropriate safety measures or plans may be developed. 203.5 RETALIATION PROHIBITED Any form of retaliation against an employee for making a report concerning violent behavior in the workplace is prohibited. Any employee who becomes aware of any retaliation or threatened retaliation shall immediately notify a supervisor. 203.6 RESTRAINING ORDERS Employees who obtain a restraining order listing their workplace, person, or the City property as a protected area must provide a copy of the restraining order to their immediate supervisor or the Human Resources Department. The City needs this information in order to provide a safe workplace. 203.7 FOLLOW-UP ACTION Any employee reported to have exhibited violent or potentially violent behavior will be afforded all rights provided by law and applicable employment agreements before the City takes any disciplinary action. Actions that may be taken when an employee has been found to have violated this policy include but are not limited to the following: • Mandatory participation in counseling • Placing the employee on paid administrative leave pending investigation into an alleged threat or act • Corrective/disciplinary action up to and including termination • Refer to law enforcement for potential criminal arrest and prosecution Griminal arrest and prosecution • Special procedures, such as job relocation or initiation of a court order Copyright Lexipol, LLC 2025112/10, All Rights Reserved. ***DRAFT*** Workplace Violence - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Workplace Violence J If, upon investigation, it is determined that an allegation is false or was made maliciously, the employee who provided the false information will be subject to disciplinary action, up to and including termination, as well as possible criminal arrest and prosecution. 203.8 LEGAL ACTION TheHuman Resources Director in consultation eonjunetion with the City Attorney 4rreonsu4atieftwro h4egat-eeunse , will determine if a temporary restraining order or injunction should be sought on behalf of the City to reduce future or threatened violent behavior in the workplace. 203.9 CORRECTIVE ACTIONS At the completion of the investigation and a review of the incident, or in the case of a threat of violence, non -disciplinary corrective actions should be implemented or requested to ensure overall workplace safety. These actions may include but are not limited to: • Placing the involved employee on administrative leave pending further review and determination of permanent action. • Administrative leave would be unpaid in the case of a volunteer. • Reassigning the employee to a different work location. • Referring the employee to conflict resolution training sessions. • Referring the employee to the employee assistance program (EAP). • Modifying workstation designs and office traffic flow patterns. • Requiring the employee to attend a fitness -for -duty evaluation. • Developing specific workplace violence procedures for incident response, prevention, and corrective actions. 203.10 WORKPLACE VIOLENCE PREVENTION All city employees are responsible for assisting in the prevention of violence in the workplace. The City will provide appropriate training to employees regarding workplace violence. In the event a violent incident occurs in the workplace, the Human Resources Department is responsible for ensuring that all responsibilities have been met and actions carried out, as detailed in this policy, and shall review the results of any investigation and ensure appropriate action is taken. Information gathered during an investigation should be used for the continuous improvement of policies and procedures to prevent workplace violence. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Workplace Violence - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Drug -and Alcohol- Free Workplace a rehabilitation or treatment program. Leave may be granted if the employee agrees to abstain from use of the problem substance; abides by all the City policies, rules, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause the City any undue hardship. 204.5 EMPLOYEE ASSISTANCE PROGRAM The City provides an employee assistance program that offers support and resources to address personal or work -related challenges and concerns.(41 USC § 8103). Insurance coverage that provides treatment for drug and alcohol abuse may also be available. Employees should contact their insurance providers, or the employee assistance program for additional information. Employees may contact the Human Resources Department should they need assistance in accessing those benefits. It is the responsibility of each employee to seek assistance before alcohol or drug problems lead to performance problems. 204.6 WORK RESTRICTIONS If an employee informs a supervisor of having consumed any alcohol, drug, or medication that could interfere with a safe and efficient job performance, the employee may be required to obtain clearance from a physician before continuing to work. If the supervisor reasonably believes, based on objective facts, that an employee is impaired by the consumption of alcohol or other drugs, the supervisor shall prevent the employee from continuing work and shall ensure that the employee is safely transported away from the workplace. 204.7 SCREENING TESTS A supervisor may require an employee to submit to a screening under any of the following circumstances: (a) The supervisor reasonably believes, based upon objective facts, that the employee is under the influence of alcohol or drugs that are impairing the employee's ability to perform work safely and efficiently. (b) The employee uses property owned or approved by the City in a manner that results in injury, death, or substantial property damage. (c) The employee drives a motor vehicle in the performance of the employee's work and becomes involved in an incident that results in bodily injury, death, or substantial damage to property. (d) When dictated by Idaho Department of Transportation guidelines All employees may be subject to the following types of testing: • Baseline/Pre-employment • Post -accident • Return to duty • Follow-up Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Drug -and Alcohol- Free Workplace - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Drug -and Alcohol- Free Workplace • Reasonable suspicion Refusal to submit to drug testing will result in disciplinary action up to and including termination of employment. Questions concerning this policy should be directed to the Human Resources Department. Employees that hold a CDL and in Safety Sensitivity positions will be subject to random drug testing each quarter. 204.7.1 SUPERVISOR RESPONSIBLITIES The supervisor shall prepare a written record documenting the specific facts that led to the decision to require the test, and shall inform the employee in writing of the following: (a) The test will be given to detect either alcohol or drugs, or both. (b) The result of the test is not admissible an any criminal --proceed ing against the (c) The employee may refuse the test, but refusal may result in dismissal or other disciplinary action. 204.7.2 DISCIPLINE An employee may be subject to disciplinary action if the employee (a) Fails or refuses to submit to a screening test. (b) After taking a screening test that indicates the presence of a controlled substance, fails to provide proof, within 24 hours after being requested, of having taken the controlled substance as directed, pursuant to a current and lawful prescription issued in the employee's name. 204.8 COMPLIANCE WITH THE DRUG -FREE WORKPLACE ACT No later than 30 days following notice of any drug statute conviction for a violation occurring in the workplace involving an employee, the City will take appropriate disciplinary action, up to and including dismissal, and/or requiring the employee to satisfactorily participate in a drug abuse assistance or rehabilitation program (41 USC § 8104). 204.9 CONFIDENTIALITY The City recognizes the confidentiality and privacy due to its employees. Disclosure of any information relating to substance abuse treatment, except on a need -to -know basis, shall only be with the express written consent of the employee involved or pursuant to lawful process. The written results of any screening tests and all documents generated by the employee assistance program are considered confidential medical records and shall be maintained in the employee's confidential medical file in accordance with the Personnel Records Policy. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT* Drug -and Alcohol- Free Workplace - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Discriminatory Harassment Workplace Discrimination - is when one or more persons in a legally protected class are treated adversely with respect to their participation in the workplace. Adverse employment actions usually involve decisions made by supervisors, department heads, or Elected Officials that affect the workplace status and benefits of employees. Illegal adverse employment actions may include, but are not limited to, not hiring a qualified applicant due to his/her age, not promoting an employee due to his/her religious beliefs, denying an employee a raise due to his/her race, disciplining an employee more harshly than others due to his/her sex, and terminating an employee due to his/her national origin. Workplace harassment - is unwelcome conduct that is directed to one or more persons in a legally protected class that interferes with their participation in the workplace. The offensive conduct must be severe or recurring such that it creates a work environment that a reasonable person would consider intimidating, hostile or abusive. Petty slights, annoyance, and isolated incidents (unless extremely serious) will not rise to the level of illegality. Offensive conduct may include, but is not limited to, offensive jokes, slurs, epithets or name calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, offensive objects or pictures. Workplace Sexual harassment - is a specific type of workplace harassment. Since it is particularly destructive to the work environment it is more thoroughly addressed here. Sexual harassment occurs when one or more persons are subject to unwelcome sexual advances, request for sexual favors, or other verbal, non-verbal, visual or physical harassment of a sexual nature that is so severe, pervaslv__e and/or recurring such that it creates a hostile or offensive work environment. Sexual harassment includes sexually harassing others of the same and/or different gender, gender identity or gender expression. Sexual harassment is unlawful whether it involves co-workers, supervisors, department heads, Elected Officials, or customers of the City. Sexual harassment may include, but is not limited to: 1. Leering, making sexual gestures, or displaying derogatory and or sexually suggestive objects, pictures, cartoons, posters or drawings; 2. Sexually degrading language, derogatory comments, epithets, slurs, sexually explicit jokes or comments; 3. Verbal or non-verbal unwanted sexual advances or propositions; 4. Threatening or making reprisals after a negative response to sexual advances; 5. Offering employment benefits such as raises, promotions and job retention in exchange for sexual favors; 6. Unwanted physical conduct such as touching, massaging, pinching, patting, hugging; and 7. Physical interference with normal work or movement including impeding or blocking movement. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT'`** Discriminatory Harassment - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Discriminatory Harassment or inappropriate. However, if the employee feels uncomfortable or threatened or has difficulty expressing the employee's concern, or if this does not resolve the concern, assistance should be sought from a supervisor or manager who is a rank higher than the alleged transgressor. Employees are encouraged to promptly report any discriminatory, retaliatory, or harassing conduct or known violations of this policy to a supervisor. Any employee who is not comfortable with reporting violations of this policy to an immediate supervisor may make the report to a higher - ranking supervisor or manager. Complaints may also be filed with the Human Resources Department. Any employee who believes, in good faith, that the employee has been discriminated against, harassed, or subjected to retaliation, or who has observed harassment, discrimination, or retaliation, is encouraged to promptly report such conduct in accordance with the procedures set forth in this policy. Supervisors and managers receiving information regarding alleged violations of this policy shall determine if there is any basis for the allegation and shall proceed with a resolution as stated below. (a) Employee Responsibilities (a) Employees should report incidents of discrimination, harassment, sexual harassment, hostile work environment or retaliation as soon as possible after the occurrence. Reporting should be made to any of the following: (a) Supervisor (b) Human Resource Director (c) Mayor (d) Legal Counsel for the City (b) If the employee's supervisor is the subject of the incident, the employee should instead report the incident to one of the other listed officials. Reporting should be made regardless of whether the offensive act was committed by a supervisor, co-worker, vendor, visitor or customer. (b) Supervisor Responsibilities (a) All supervisors are expected to ensure that the work environment is free from unlawful discrimination, harassment, sexual harassment, retaliation or the development of a hostile work environment. They are responsible for the application and communication of this policy within their work areas. Supervisors should: (a) Encourage employees to report any violations of this policy before the harassment becomes severe or recurring. (b) Immediately make-4he Human Resources - Office aware of any inappropriate behavior in the workplace. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Discriminatory Harassment - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Discriminatory Harassment (c) Create a work environment where sexual and other harassment, discrimination, or retaliation is not permitted. (d) Correct any behaviors they observe that could constitute unlawful discrimination, harassment, sexual harassment or hostile work environment. (b) Report any complaint of unlawful discrimination, harassment, sexual harassment, retaliation or hostile work environment to_ Human Resources. -the Designated- Offieia1. 207.5 INVESTIGATION OF COMPLAINTS If the complaint cannot be satisfactorily resolved through the supervisory resolution process, a formal investigation will be conducted by the Human Resources Department or a other designated third party. The person assigned to investigate the complaint will have full authority to investigate all aspects of the complaint. Investigative authority includes access to records and the cooperation of any employees involved. No influence will be used to suppress any complaint and no employee will be subject to retaliation or reprisal for filing a complaint, encouraging others to file a complaint, or for offering testimony or evidence in any investigation. Formal investigation of the complaint will be confidential to the extent possible and will include but is not limited to details of the specific incident, frequency and dates of occurrences, and names of any witnesses. Witnesses will be advised regarding the prohibition against retaliation, and that a disciplinary process, up to and including termination, may result if retaliation occurs. Various methods of resolution exist. During the investigation, the supervisor of the involved employee should take prompt and reasonable steps to mitigate or eliminate any continuing abusive or hostile work environment. a (b) Once such a complaint has been made, the complaint eannot be withdrawn by the eomplainant without a determination that is was made erroneously. (c) The -Human Resouree Direetor should promptly review the eomplaint and eonsult with Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Discriminatory Harassment - 5 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Discriminatory Harassment ---- ---- - --- -- _AIL OAR-7 - - D -- - -- -- -- - - - - - -- IN, -- - - - :- IRS 0i NO W - N (m) If it is determined that unlawful diserirnination, harassmentor -� !II1 rrr an apprepr % ate course of aefion will be taken by the Gity. -The action will depend the following faeters: (a) if preblernatie eenduet is revealed in the investigation, eorreefive aetion may taken even if the i vestigation is ineenclusive er of it is deteFMined that there has been no unlawful 6SCIFimination, h8lFassmen- (b) The severity, frequeney and pervasiveness of the conduet, Pwir""E.i,91111 ::- - - Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT*** Discriminatory Harassment - 6 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Discriminatory Harassment 207.6 DOCUMENTATION OF COMPLAINTS All complaints or allegations shall be thoroughly documented on the appropriate forms and in a manner designated by the Human Resources Director and City Attorney. The outcome of all reports shall be: (a) Approved by the Mayor. (b) Maintained in accordance with the established records retention schedule. Confidentiality will be maintained to the fullest extent possible in accordance with applicable federal, state and local law. However, a complete and thorough investigation of the allegations will require the investigator to inform witnesses of certain aspects of the complaint in order to obtain an accurate account of the actions of the parties involved. The City's insurer may also be engaged to assist in all phases of any proceeding or investigation. TRAINING207.7 Allne efnployees shall be provided with -&copy of th is policy as part of them r orientation. Thep i sham' be revieweclwwth eaeh new -employee. The employee shalt 44"­ -: All employees shall receive annual training on the requirements of this policy and shall certify by signing the prescribed f0Fm##gat they have reviewed the policy, understand its contents, and agree that they will continue to abide by its provisions_. Copyright Lexipol, LLC 2025/12/10, All Rights Reserved. ***DRAFT'** Discriminatory Harassment - 7 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Anti -Retaliation moor Y- PPIL �- d � R fa,— J r- 208.4 COMPLAINTS OF RETALIATION Any employee who feels retaliated against in violation of this policy should promptly report the matter to your Supervisor, Department Head er or Human Resources Director the OF the authorized designee Of Human R nable to res the issue: Employees shall act in good faith, not engage in unwarranted reporting of trivial or minor deviations or transgressions, and make reasonable efforts to verify facts before making any complaint in order to avoid baseless allegations. Employees shall not report or state an intention to report information or an allegation knowing it to be false or with willful or reckless disregard for the truth or falsity of the information, or otherwise act in bad faith. Investigations are generally more effective when the identity of the reporting employee is known, thereby allowing investigators to obtain additional information from the reporting employee. However, complaints may be made anonymously. All reasonable efforts shall be made to protect the reporting employee's identity. However, confidential information may be disclosed to the extent required by law or to the degree necessary to conduct an adequate investigation and make a determination regarding a complaint. In some situations, the investigative process may not be complete unless the source of the information and a statement by the employee are part of the investigative process. 208.5 SUPERVISOR RESPONSIBILITIES The responsibilities of supervisors include but are not limited to: (a) Ensuring complaints of retaliation are investigated. (b) Receiving all complaints in a fair and impartial manner. (c) Documenting the complaint and any steps taken to resolve the problem. (d) Acknowledging receipt of the complaint, notifying the Human Resources Director -Of420� J the authorized designee, and explaining to the employee how the complaint will be handled. (e) Taking appropriate and reasonable steps to mitigate any further violations of this policy. (f) Monitoring the work environment to ensure that any employee making a complaint is not subjected to further retaliation. (g) Periodic follow-up with the complainant to ensure that retaliation is not continuing. (h) Not interfering with or denying the right of an employee to make any complaint. (i) Taking reasonable steps to accommodate requests for assignment or schedule changes made by an employee who may be the target of retaliation if it would likely mitigate the potential for further violations of this policy. 208.6 COMPLAINT PROCESS The�__CC�t- should communicate to all supervisors the prohibition against retaliation. i'f'��`�'�'\ Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Anti -Retaliation - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Anti -Retaliation Supervisors shall treat all complaints as serious matters and shall ensure that prompt actions take place, including but not limited to: (a) Communicating to all employees the prohibition against retaliation. (b) The timely review of complaint investigations. (c) Remediation of any inappropriate conduct or condition and instituting measures to eliminate or minimize the likelihood of recurrence. (d) The timely communication of the outcome to the complainant. 208.7 WHISTLE -BLOWING Employees who believe they have been the subject of retaliation for engaging in protected behaviors should promptly report it to a supervisor. Supervisors should refer the complaint to the Human Resources Director for investigation. IDAHO WHISTLEBLOWER PROTECTION A. Scope Idaho Code, Title 6, Chapter 21, provides protections to public employees who experience adverse employment actions as a result of the good faith reporting of the existence of any waste of public funds, property or manpower, or of a violation, or suspected violation, of law, rule or regulation of the City, state of Idaho or the United States of America. B. Reporting Any such report must be made at a time, and in a manner, which gives the City a reasonable opportunity to correct the waste or violation. C. Protection The City may not take adverse action against an employee because the employee in good faith reports the suspected waste or violation, or participates or gives information in an investigation, hearing, court proceeding or any other form of administrative review of the report. D. Enforcement of Rights If the employee believes that he/she has experienced an adverse employment action protected by the Whistleblower Act, he/she may bring a civil action in District Court within 180 days of the occurrence of the violation of the Act. 208.8 RECORDS RETENTION AND RELEASE The Human Resources Department shall ensure that documentation of investigations is maintained in accordance with the established records retention schedules. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Anti -Retaliation - 3 Published with permission by City of Rexburg DRAFT City of Rexburg Government Policy Manual Complaints Except as otherwise required under current employment agreements, if after attempting to resolve a problem with the immediate supervisor and/or Department Head see 204 7_an employee wishes to initiate a formal complaint as defined below, that employee shall contact Human Resources.With Human Resources the complainant will complete a formal complaint form and the complaint will be investigated. N LU The Human Resources Director with the City Attorney, and/or Mayor will review the formal complaint and respond to the employee within 14 calendar days: _ The response will be in writing, and will affirm or refute the allegations. The response shall include any remedies, if appropriate. The decision of the Human Resources Director with the City Attorney and/or Mayor is considered final. 209.3.1 COMPLAINT CLASSIFICATIONS Personnel complaints shall be classified into one of the following categories: Informal - Complaints about conduct or performance that, if true, do not violate city policy or federal, state, or local law, or rule may be handled informally by a supervisor or Department Head. These complaints may include clarification regarding policy, procedures, questions regarding specific interactions with the public. coworkers, or job performance. These complaints may result in the Supervisor completing a coaching and counseling form with the employee. Formal- A matter in which a supervisor or the employee determines that further action is warranted. These complaints will be investigated under the direction of the Human Resources Director. according to the Administrative Investigatien Preeedures listed bele . Incomplete- A matter in which the complaining party either refuses to cooperate or becomes unavailable after diligent follow-up investigation. At the discretion of the Human Resources Director and the City Attorney and/or Mayor such matters may be further investigated. 209.3.2 SOURCES OF COMPLAINTS The following applies to the source of complaints: (a) Individuals from the public may make complaints in any form, including in writing, by email, in person, or by telephone. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Complaints - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Compensation 300.4 SALARY STUDY Salary study -is- normally performed every &years The City of Rexburg conducts a comprehensive salary study approximately every five years to ensure a fair, consistent, and market -responsive compensation structure. The objective of this process is to maintain internal equity while remaining competitive with external labor markets for talent acquisition and retention. Salary studies focus on evaluating positions rather than individual employees. Comparisons are made using established salary ranges, not actual wages, to assess the relative value of roles across the organization and within comparable external entities. If the study results in a recommended change to the grade level of a position, the adjustment does not impact the current wages of the employee holding that position. However, it may influence the long-term earning potential associated with the role. This structured approach promotes transparency, fairness, and strategic alignment with the City's workforce planning and budgetary goals. 300.4.1 EXAMPLES OF HOW A SALARY STUDY CAN AFFECT THE GRADE/STEP OF A POSITION Employee wage would not change, but their Grade and step assigned could change. EXAMPLE CURRENT GRADE/ NEW GRADE/STEP NOTES STEP Grade goes up from 17 17/37 18/33 Next review would be to 18 for a potential step merit raise up to 37 Grade goes down from 6 6/17 5/21 Next review would be to 5 for a potential step merit raise up to 25 Grade goes down 8/41 4/45* No longer eligible for currently topped out potential step merit raises Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Compensation - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Compensation *This is the only situation where we would allow an individual to be paid above step 41 in their base pay. Someone else in that same position that was not topped out at the time the salary study was adopted would have a maximum base salary of step 41. 300.5 COST OF LIVING ADJUSTMENT (COLA) A COLA maintains the integrity of the wage range for positions between study years. Annual COLA's are determined from the percent change by year on the Consumer Price Index for Jan that is released March. There is no guarantee that a COLA will be received each year, this is something that must be approved by City Council on an annual basis through the budgeting process. If a COLA is adopted, each step on the grade step chart is increased by that respective COLA amount. 300.6 PAYDAY Paydays are biweekly, every other Friday. Payroll schedules are created each year and are available to all employees on rexburg.org > employee portal > payroll. In the event that a scheduled payday falls on a holiday, employees will receive pay on the business day before the regularly scheduled payday. 300.7 PAY ADVANCES In the event of a personal emergency, employees may submit a written request for a pay advance to the Human Resources Department. The request must include the nature of the emergency, and the schedule and plan for repayment of the advance. Human Resources will determine with the Department Head and CFO if the request will be approved. If approved the request will be submitted to payroll to process the advance. Pay advances are limited to one (1) per calendar year. Advances must be paid back to the city in the next paycheck unless otherwise approved by the the M811YOrOF Chief Financial Officer. 300.8 ADMINISTRATIVE CORRECTION The City takes all reasonable steps to assure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Payroll Department so that corrections can be made as quickly as possible. Once under -payments are identified, they will be corrected in the next regular paycheck. Overpayments will also be corrected in the next regular paycheck unless this presents a burden to the employee (where there is a substantial amount owed). In that case, the City will attempt to arrange a schedule of repayments with the employee to minimize the inconvenience to all involved. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Compensation - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Work Schedules 301.1 POLICY The normal work schedule for all employees working in non -safety departments and non - emergency jobs or positions is eight hours a day, five days a week. This schedule is designed to allow for 5 days of work in a normal 7-day week. Water, Wastewater and Street Department employees are required to be on call from time to time after normal business hours on weekdays and weekends. (See 308 On -Call and Gompensatofy Time.) Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. 301.1.1 POLICE SCHEDULE The City has adopted the Federal Fair Labor Standards Act (FLSA) Section 207 (k) Exemption with respect to the payment of compensation for qualifying police officers. All non-exempt Police officers are on a 14-day, 80-hour schedule. Overtime pay is added for hours worked over 80 hours in a 14 day work period. Leave su as holidays, s4Gk torne and vacation tame are excluded from the calculation of overtime 301.2 ALTERNATE WORK SCHEDULES Department Heads, with the approval of the Mayor, will have the option of instituting a non- traditional work schedule if such is considered advantageous to that department. The City Council must be notified of any changes in work schedules. Any proposed non-traditional work schedule cannot generate additional overtime beyond the normal work schedule. For City operations it may be necessary for departments to require mandatory attendance for city/ community events or emergencies. Failure to meet the mandatory attendance requirement may result in disciplinary action up to and including termination. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Work Schedules - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Overtime and Compensatory Time 303.1 PURPOSE AND SCOPE This policy establishes guidelines and procedures regarding overtime for employees, in conformance with the Fair Labor Standards Act (FLSA) (29 USC § 201 et seq.). 303.2 POLICY The City will compensate nonexempt employees who work authorized overtime either by payment of wages or by the accrual of compensatory time (29 CFR 553.22). Employees who are salary exempt from FLSA are not compensated for overtime worked. 303.3 COMPENSATION Payment of wages to nonexempt employees for overtime; o accrual -ef compensatory 4n 4ea of cernpensation for evertimeWOFked; shall be at the rate of not less than one and one-half hours for each hour of employment for which overtime compensation is required (29 USC § 207(o)(1)). Nonexempt employees are generally entitled to overtime pay or aecrual of compensatory time for work over 40 hours in a given workweek (29 USC § 207)._ See 303.5 Police Overtime and Compensatory Time below for guidelines regarding the Police Department. Nonexempt employees working a shift schedule (e.g., first responders) should consult with the Human Resources Department for of work for which oveFtime pay o Leave such as holidays, sick time, and vacation time are excluded from the calculation of overtime pay. Short periods of overtime worked at the end of the normal workday (e.g., less than one hour in duration) may be handled informally by an agreement between the supervisor and the employee. In such cases, the supervisor shall document the overtime worked and schedule a subsequent adjustment of work time within the same work period that the overtime was worked, rather than submit a request for overtime compensation (29 USC § 207(o)). Exempt employees may be eligible for administrative leave, which may be granted at the discretion of the exempt employee's immediate supervisor, but are not eligible for overtime compensation. 303.4 REQUESTS FOR OVERTIME COMPENSATION 303.4.1 EMPLOYEE RESPONSIBILITIES Generally, no employee is authorized to work overtime without the prior approval of a supervisor. If circumstances do not permit prior approval, approval shall be sought as soon as practicable during the overtime shift and in no case later than the end of the shift in which the overtime is worked. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Overtime and Compensatory Time - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Overtime and Compensatory Time .:: When two or more employees are assigned to the same activity and the amount of overtime worked varies among employees, the Department Head or other approving supervisor may require each employee to document the reason for the variation. 303.4.2 SUPERVISOR RESPONSIBILITIES SuperviSOFS shall: Prior to authorizing an employee to work overtime, evaluate the need for the overtime. Supervisors should not authorize any request to work overtime if the overtime would not be an appropriate use of city resources. Supervisors may not authorize or approve their own overtime. 303.5 POLICE OVERTIME AND COMPENSATORY TIME Overtime compensation is paid to non-exempt Police officers based on a 14-day work period. Overtime pay, calculated on the basis of time and half of their regular hourly base rate, is paid for hours worked in excess of 80 hours in a 14-day work period. Compensatory time off work in lieu of overtime pay, which is usually not allowed, is permitted in special cases to certain Police Divisions and calculated on the basis of one and one-half times straight time, or regular rates for overtime worked. The Detective division receives 4 hours of on -call pay. Detectives may choose to be paid for 4 hours or receive 4 hours of compensatory time. The Community Policing division may have extra school activities that they must attend outside of their regular work schedule. For these worked events they may choose to be paid hours worked or receive those hours as compensatory time up to 56 hours per calendar year. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Overtime and Compensatory Time - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Merit and Certification Raises This will allow the supervisors to give between 0 and 4 steps to any one employee. Employees who have deserved something, but not a full 4 steps, can be rewarded appropriately to what they have earned. 304.3 ALTERNATE MERIT RAISE PROGRAM FOR CERTAIN POSITIONS Certain positions require higher levels of education and/or experience and have little or no opportunity for certifications that qualify an employee for a merit raise. The following review frequency for step raise eligibility should be applied to the listed positions: At 6 months of employment (end of introductory period). And every 12 months thereafter • GIS Analyst I • GIS Analyst II • GIS Manager • City Clerk • Building Official • Planner • Staff Engineer • City Engineer • Public Works Director • Assistant Public Works Director • Building Maintenance Coordinator • Street Foreman • Sanitation Foreman • Asset Management System Administrator • IT Help Desk Manager • IT System Administrator • IT Infrastructure Manager • Chief Information Technology Officer • Economic Development Director • Chief Financial Officer • Deputy Treasurer/Controller • Human Resource Director • City Attorney Copyright Lexipol, LLC 2025/12/11. AI Rights Reserved. ***DRAFT*** Merit and Certification Raises - 2 Published WM permission by City of Rexburg City of Rexburg Government Policy Manual Merit and Certification Raises • Recreation Director • Recreation Program Manager • Recreation Event Manager • Cultural Arts Director • Parks Director • Police Chief • Assistant Chief of Police • Golf Professional 304.4 CERTIFICATION RAISE POLICY Employees may be eligible for certification raises at the discretion of the Department Headand the Mayen. Employees must receive approval from department heads prior to seeking certifications that will be paid for by the City or that will result in an increase in pay. are eligible for . Certifications that are not on the approved list below may be eligible for raises, but only at the discretion and approval of the Department Head and the Mayor. With the approval of the Mayor, a Department Head may limit the number of certifications an employee may receive a raise for during their employment with the City. Certifications that have been approved for each department and respective position are specified in Appendix E. Certification increases are 4% unless otherwise stated in Appendix E. Certifications that are not on the approved list may be eligible for raises, but only at the discretion and approval of the Department Head and the Mayor. With the approval of the Mayor, a Department Head may limit the number of certifications raises an employee may receive during their employment with the City. Certification raises are given only once and not repeated every year. Any part of a certification raise that will move the base salary beyond step 41 in any pay range is to be awarded as a onetime lump sum. Lump sum's are calculated as one year's worth of increase in wage. Cocynyht -enpol, LLC 2025/12/11. All Rights Reserved. ***DRAFTY`** Merit and Certification Raises - 3 puto SW wrth permission by City of Rexburg City of Rexburg Government Policy Manual Performance Evaluations 305.1 PURPOSE AND SCOPE This policy provides guidelines for the City performance evaluation system. 305.2 POLICY The City shall use a performance evaluation system to measure, document, and recognize work performance. The performance evaluation will serve as an objective guide for the recognition of good work and the development of a process for improvement. The City evaluates employees in a nondiscriminatory manner based upon job -related factors specific to the employee's position, without regard to actual or perceived race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, pregnancy, genetic information, veteran status, marital status, and any other classification or status protected by law. 305.3 TYPES OF EVALUATIONS The City shall use the following types of evaluations: Regular - An evaluation completed at regular intervals by the employee's immediate supervisor. Merit - The Human Resource department develops this evaluation to standardize competencies based on the policies of this employee handbook. When an employee transfers to a different assignment in the middle of an evaluation period and less than six months has transpired since the transfer, the evaluation should be completed by the current supervisor with input from the previous supervisor. Coaching and Counseling - An evaluation that may be completed at any time the supervisor and/or Department Head 1; � ''" `"""" determine an evaluation is necessary to address less than standard performance. The evaluation may include a plan for follow-up action (e.g., performance improvement plan (PIP), remedial training, retraining). 305.3.1 RATINGS When completing an evaluation, the supervisor will identify the rating category that best describes the employee's performance. The definition of each rating category is as follows: Exceeds expectations - Performance is better than demonstrated by a competent employee. It is superior performance. Meets expectations - Performance of a competent employee. It is satisfactory performance that meets the standards required of the position. Underperforming - Performance is less than the standards required of the position. A needs improvement rating shall be thoroughly discussed with the employee. Copyright Lexipol, LLC 2025/12/11. All Rights Reserved. ***DRAFT*** Performance Evaluations - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Performance Evaluations Unacceptable - Performance is inferior to the standards required of the position. It is inadequate or undesirable performance that cannot be allowed to continue. Supervisor comments may be included in the evaluation to document the employee's strengths, weaknesses, and requirements for improvement. Any job dimension rating marked as unacceptable or exceeds expectations shall be substantiated with supervisor comments. 305.3.2 PERFORMANCE IMPROVEMENT PLAN Employees who receive an underperforming rating or below may w+ll be subject to a Performance Improvement Plan (PIP). The PIP shall delineate areas that need improvement, any improvement measures, and a timetable in which to demonstrate improvement. The issuing supervisor shall meet with the employee to review the employee's performance and the status of the PIP at least monthly. All documentation must should be sent to Human Resources to be kept in the employee's file. 305.4 EVALUATION PROCESS Supervisors should meet with the employees they supervise at the beginning of the evaluation period to discuss expectations and establish performance standards. Each supervisor should discuss the tasks of the position, standards of expected performance, and the evaluation criteria with each employee. Performance evaluations cover a specific period and should be based upon documented performance dimensions that are applicable to the duties and authorities granted to the employee during that period. Evaluations should be completed by each employee's immediate supervisor, in conjunction with the employee's department head. Other supervisors directly familiar with the employee's performance during the rating period should be consulted by the evaluating supervisor for input. Assessment of an employee's job performance is an ongoing process. Continued coaching and feedback provides supervisors and employees with opportunities to correct performance issues as they arise and to acknowledge good work. Periodic discussions with the employee during the course of the evaluation period are encouraged. Supervisors should document all discussions in the prescribed manner. Non -probationary employees demonstrating substandard performance shall be notified in writing as soon as possible in order to have an opportunity to remediate the issues. Such notification should occur at the earliest opportunity, with the goal being a minimum of 90 days' written notice prior to the end of the evaluation period. All supervisors shall receive training on performance evaluations within one year of a supervisory appointment. 305.5 EVALUATION FREQUENCY Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Formal performance evaluations are recommended to be conducted at Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Performance Evaluations - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Performance Evaluations the end of an employee's initial period in any new position. This period, known as the introductory period, allows the supervisor and the employee to discuss the job responsibilities, standards, and performance requirements of the new position. Additional formal performance reviews are recommended to be conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. Job descriptions of each position in a department should be kept current by the Department Head and a copy stored at Human Resource Department, and used for reference in performance evaluations. Formal performance evaluations are recommended to be scheduled at least every 12 months, coinciding generally with the anniversary of the employee's original date of hire or the last raise date, but may be scheduled any time as decided by the Department Head. Merit increase eligible evaluations are processed through the Employee Access portal and are given according to the policy in 303 Merit and Certification Raises. 305.6 EVALUATION INTERVIEW An evaluation interview is a private meeting scheduled with the employee. The supervisor should discuss the evaluation competencies and respond to any questions the employee may have. The supervisor provides relevant counseling regarding advancement, specialty positions, and training opportunities. Any performance areas in need of improvement and 3 SMART Sp P ecific, Measurable, Attainable, Time -bound) goals for reaching the expected level of performance are identified and discussed. If applicable the supervisor and employee will meet with the Department Head to review the evaluation. The Department Head may make changes as necessary. Employees must acknowledge the evaluation in Employee Access once the evaluation is submitted. 305.7 CHAIN OF REVIEW The merit performance evaluation and any employee attachment are electronically submitted to Human Resources. Human Resources shall review the evaluation for fairness, impartiality, uniformity, and consistency. Human Resources will review the merit recommendation and submit it for the approval process. The merit increase approval process workflow is as follows: 1. Human Resources to the Department Head 2. Department Head to the Chief Financial Officer 3. Chief Financial Officer to Mayor 4. Mayor to Human Resource Director for output posting. 305.8 RETENTION AND DISTRIBUTION All merit increase evaluations are accessible through Employee Access, and are stored in the employees digital personnel file. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Performance Evaluations - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual On -Call Time 308.1 POLICY The City of Rexburg utilizes on -call time, and -call -outs, y time for various department divisions within the city. 308.1.1 ON -CALL TIME On -call pay is compensation for hours when non-exempt employees are "engaged to wait." The City limits the employees' movement and time so they are available for emergencies. Employees are obligated to wait for work and must remain within the minimum response time to the workplace. In addition, some departments/ divisions require standard operating rounds be conducted during on -call scheduled work. When an employee is on -call they are expected to be available for urgent service issues outside of their regular working hours. The specifics for each department division are located within their individual department division Standard Operating Procedures (SOP). On -call hours are not considered to be worked hours and are therefore are not subject to the overtime calculation. 308.1.2 STREET DEPARTMENT WINTER COMPENSATION PAY The City of Rexburg requires Street Department employees to be on call through out the winter season for snow plowing, snow removal, and street sanding. It is often necessary for Street Department employees to work late evenings, weekends and holidays. In order to compensate City Street Department employees for the inconvenience of the winter season, each fulltime Street Department employee will be paid a flat rate of $650 annually. This flat rate amount will be dispersed over the full 26 pay periods of the year at $25 per pay period. 308.2 CALL OUTS The City of Rexburg defines a call out as an employee being called to service a location outside of their regularly scheduled shift. If a call out occurs within 30 minutes before the start of a regularly scheduled work shift it is not considered a call out; these hours are part of the hours worked for that day. When a call out comes to the Water, Wastewater and Street Department employee on call, the employee must respond immediately. The employee must clock in when they arrive at the shop or site, whichever is needed first. All time actually worked as the result of being called back to work while on call, or when doing rounds, shall be paid with a minimum of 2 hours to Water, Wastewater and Street Department employees. A call out ends when the employee leaves the shop or site, whichever is last. If a call out last longer than the 2 hour minimum, a 30 minute travel time benefit will be added to employees time. If multiple call outs occur in a day, the call out pay will be subject to one 2 hour time allotment if the employee is still in route or at the city premise working a prior call out. Time will be calculated Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** On -Call Time - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Travel Policy Exempt Employees: Employees whose positions have been designated as exempt under the FLSA will not be compensated beyond their normal salary for time spent attending training or travel time associated with such training. When an employee, who is attending pre -approved training, and is scheduled at the end of the training to return to Madison County before the last three hours of their scheduled shift, they must report to work within one hour of when they were scheduled to return. If they were scheduled to return after the last three hours of their scheduled shift, they will be compensated for the remainder of their shift without having to work it. 310.3 RESPONSIBILITIES Elected Officials, Department Heads and Division Managers: Are to ensure all travel -related purchases are necessary for Official City business. Additionally, prudent judgment, within budgetary restrictions, must be used when approving such costs. All are expected to choose the most practical and economical travel provisions for an employee who is required to travel. Factors to be considered include, but are not limited to: • Cost of transportation, lodging, and meals • Cost of traveling employee's time in transit • Scheduling requirements • Safety of the employee Employees: While on official business are expected to exercise the same care in incurring expenses and accomplishing the purposes of the travel that a conservative person would when traveling on personal business. Employees are responsible for excess costs and any additional Personal Expenses incurred as a result of personal preference or convenience. Examples of these include, but are not limited to: • Taking indirect routes of travel • Causing intentional delays for personal reasons • Choosing luxury lodging accommodations • Choosing upgraded flight accommodations • Taking non -employees on official trips • Using a more expensive mode of travel If an employee decides for personal reasons or personal convenience not to use the travel provisions chosen by the d Department Head nvmiager er designee, s the employee will be reimbursed only up to the lower cost option. INTERNATIONAL TRAVEL WITH CITY CELL PHONE: Employee must notify the City's cell phone administrator to arrange for an international plan to be put on the cell phone to avoid costly charges. Employee must do this at least 2 weeks prior to International travel. TRAVELING WITH OTHER EMPLOYEES: All employees are expected to conduct themselves professionally while representing the City of Rexburg and should avoid inappropriate behavior Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Travel Policy - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Travel Policv 011kIor C'I ,4- 3. Reasonable parking fees, tolls, taxi charges, car rentals, and expenses of a similar nature when appropriate to the travel, are reimbursable to the employee upon submission of documentation substantiating the cost. (c) Rental vehicle, train, and air 1. Employees or elected officials should obtain approval from their department head for employees and and the Mayor for elected officials or the designee before booking a rental vehicle, train fare, or airfare. 2. Full reimbursement may not be approved if the employee or elected official does not obtain advance approval and/or does not purchase the most economical fare. (d) Air Transportation: All employees on official City business must fly "coach" however, an employee may upgrade their seat at their own expense. The City will pay for one checked bag. If additional bags are required, documentation must be attached to the request indicating the need, and approved ai by the Department Head or Mayor -or-designee- Weekend Stays: Department Heads or Mayor designees may approve weekend stays if it saves the City money. A written comparison must be submitted with the travel request form. 310.4.2 ACCOMMODATIONS If travel requires the employee or elected official to stay overnight, the employee or elected official should arrange lodging and request approval from their supervisor and the Mier or the authonzed designee Department Head before departure. Lodging should be at or near the event at standard rates. Employees or elected officials should make all reasonable efforts to get the best rates possible, including researching whether government rates are available and whether tax-exempt certificates are accepted or assignments of rights to refund are provided. Employees or elected officials are expected to take reasonable steps to provide or obtain the forms for tax exemption, when applicable, and submit the forms to the City in a timely manner. Room charges for additional people shall not be reimbursed by the City. 310.4.3 MEALS Employees or elected officials traveling on city business may choose meal cost reimbursement according to the terms and conditions as established by the City. If the city is not specifically listed, the standard $59 per day should be used. Meals for travel shall be reimbursed according to the following schedule: Breakfast (18%) - Depart prior to 8:00 am Lunch (26%) - Depart prior to 12:00 pm and return after 2:00 pm Dinner (56%) - Return after 6:00 pm Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Travel Policy - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Travel Policy • Receipts are not required to claim reimbursement for meals when the per diem method is used. The cost of meals exceeding the allowance will not be reimbursed, unless the meals served to individuals is a part of the program presented as a part of the function being attended, which will be paid at actual cost. In that case, documentation substantiating the cost must be provided. No alcoholic beverages may be included in the request for reimbursement or charged to the City's account. Standard per diem for most of Idaho is $68 59 per day. If per diem rate for travel location is different, look up rate here (if the city is not specifically listed, the $59 per day should be used): GSA Per Diem Rates • Business transaction meals: Meals may be purchased by the Department Head where City business is transacted and where other individuals who may or may not be employed by the City are invited to eat at the City's expense. 310.4.4 PROHIBITED EXPENSES Expenses not eligible for reimbursement include but are not limited to: (a) Expenses for any non -employee or non -elected official. (b) Non -business -related telephone calls. (c) Entertainment expenses unless pre -approved by the -ter Department Head the authorized Aesi jnee, or if it is part of a program for all conference or convention attendees. (d) Alcoholic beverages. (e) Outside meals if the conference/event lodging reservation includes a meal package. (f) Any travel -related expense that is covered by another source. 310.5 APPROVALS Once travel has been completed, the employee or elected official should submit requests for travel expense reimbursement: (a) To the Accounts Payable - --of- the author; -,.,designee for review and approval as soon as practicable, but no later than 14 days after completion of travel. (b) On a city form. The form should contain a statement that the expenses were incurred by the traveler as necessary for the performance of official duties and shall be verified by a written declaration that all information is true and correct. (c) With an attached receipt or other documentation of the expense. Upon receipt of a request for reimbursement, the- Accounts Payabl 11horizedAeskjnee should review and process the request as appropriate. If additional information is needed to process the request, the employee should be given an opportunity to provide the information. If a request for reimbursement is denied, the reason for the denial should be provided in writing, and the employee should have an opportunity to respond. If an employee fails to follow the required processes and obtain appropriate approvals, reimbursement of travel expenses may be denied. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Travel Policy - 5 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Insurance - Life, Medical, Dental, Vision, Supplemental Where an employee and/or their family members are covered under more than one medical insurance policy, the payment of claims will be governed by the insurance carriers' rules of coordination of benefits. 401.3 ALTERNATE INSURANCE REIMBURSEMENT The City shall provide health dental and vision insurance for all regular full-time employees including the Mayor and City Council of which the City shall, at the option of the Council, pay all or part of the premium to cover the employee and his or her eligible dependents. In lieu of and up to the maximum portion of the above premium that would otherwise be paid by the City for the employee the Cif will reimburse only regular full-time employees for the cost of insurance he or she provides on their own as long as it meets federal requirements for a group plan with minimum essential coverage and minimum value and is not purchased through an exchange. In addition to the cost of insurance that the City will reimburse. the City will also reimburse the cost of the HRA contribution the employee could have received if they were enrolled in the City's health insurance less the cost of the employee's share of the health, dental and vision insurance premiums There will not be a deduction if this is a negative amount. To maintain the integrily of the plan sponsored by the City, the employee must provide proof of coverage that meets federal requirements for a group plan with minimum essential coverage and minimum value that is not purchased through an exchange and recieve approval by the Human Resources Department. The City shall reimburse the employee in their regular biweekly pay check This amount will be taxed as earned income. Reimbursement will begin after the employee has submitted a written request along with documentation of premium amounts they are or will be paying_ Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Insurance - Life, Medical, Dental, Vision, Published with permission by City of Rexburg Supplemental - 2 City of Rexburg Government Policy Manual Retirement Plans and Deferred Compensation 401(k) Plan 404.1 DEFERRED COMPENSATION 401(K) PLAN As a benefit to employees, and to help employees plan for retirement and long-term financial security, the City offers a Deferred Compensation [401(k)] Plan to eligible employees subject to certain qualifications and limitations. The city matches specific dollar contributions from each employee in the Plan by a certain percent of the employee participant's eligible contributions. Earnings and interest from funds in the Plan generally are not immediately subject to taxation (See plan summary document). Eligible employees are those who have attained age 21 and completed six (6) months of service. The Plan has four defined enrollment dates during any calendar year. Those are quarterly, upon the first day of each calendar quarter (Jan. 1, April 1, July 1, Oct. 1). Eligible employees, or employees who may become eligible during any Plan Year, may elect this benefit in writing which can be provided by the Human Resource Department. Once an employee becomes eligible initially, they can enroll on the first pay day of the following month. Employees must complete several written records for participation in the Plan, and there are limits to the amount of contributions any employee may elect to invest in the Plan (See plan summary document). Those limits and other Plan requirements are subject to the applicable rulings and regulations of the Internal Revenue Service. For more information go to rexburg.org> Employee Portal> Benefits> Retirement> American Funds 401 K 404.1.1 DEFERRED COMPENSATION 401(K) LOAN PROGRAM The City of Rexburg 401(k) Plan has a loan provision to assist plan participants in accessing funds to meet certain immediate and heavy financial needs. Please refer to the summary plan description for loan process details. You may access this document on the employee portal or from the Human Resource Department or Payroll Clerk. 404.2 STATE OF IDAHO DEFERRED COMPENSATION PLAN The State of Idaho Deferred Compensation Plan at a contribution level of at least 5% of pay and the Plan will contribute a $200 Idaho Savers Incentive in an account for you. Or join the Plan at a contribution level of 3% of pay and receive $100 Already in the plan? Increase your contributions by 3% of annual pay to receive the $200 Idaho Savers Incentive. Employees are eligible for the Savers Incentive once per year on a rolling 12-month calendar. Or increase your contribution by 2% of annual pay to receive the $100 Idaho Savers Incentive. There is no waiting period to contribute to this plan. For more information go to rexburg.org> Employee Portal> Benefits> Retirement> Nationwide 457 Ub Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Retirement Plans and Deferred Compensation Published with permission by City of Rexburg 401(k) Plan - 1 City of Rexburg Government Policy Manual Recreation and Wellness Benefits 407.1 POLICY Eligible Employees & Family Members: These benefits are only available to regular full-time, or regular, - or permanent , or variable hour part-time employees who have worked for the city for at least 5 years), and their spouses and immediate unmarried children who are living with them. This means that the benefits are available for and must be used by only eligible employees and family members. Benefit Reimbursement: It is the responsibility of the eligible employees to pay the full cost for each of the activities below at the time of purchase. In order to be reimbursed for the benefit portion, the employee will be responsible to submit a "Recreation Benefit Reimbursement Form" and a receipt of payment electronically to the Payroll Clerk in the Finance Department. The reimbursement will be provided on the next available payroll date as a taxable event as per IRS Guidance found in Publication 15. These benefits will be charged to each employee's departmental budget under the object code 4290. City Recreation Program/Event Benefit Policy: Each eligible employee and family member is given up to $150 in activity fees per calendar year (reimbursements are accumulated in the year the program occurs). Rexburg Races, and Cultural Arts activities are included as part of this benefit. 407.1.1 PARK SHELTER/ZONE RESERVATION Each eligible employee will also be able to use activity fee allowance to reserve a park shelter. year ($45 maximum benefit). 407.1.2 CITY CAROUSEL BENEFIT any of their family member's $150 recreation The limit will be one reservation per family per Each eligible employee will also be able to use any of their family member's $150 recreation activity fee allowance to purchase a $30 "Family Carousel Season Pass." This pass can be requested on a Recreation Benefit Reimbursement Form. The payment for the pass will be deducted from your net payroll check at the same time the taxable reimbursement is made. In addition to the eligible family members, an employee may also use the pass for their grandchildren, great grandchildren, nieces, or nephews, as long as the employee or their spouse is present. 407.1.3 GOLF BENEFIT The City will reimburse half of the cost of green fee golf coupons (punch passes) or green fee golf season passes purchased by an eligible employee or their eligible immediate family members. Golf coupons may only be used by eligible employees or family members. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Recreation and Wellness Benefits - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Vacation 500.1 PURPOSE AND SCOPE Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation, and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in this policy: 500.2 POLICY Regular full-time employees Introductory full-time employees The amount of paid vacation time employees receive each year increases with the length of their employment as shown in the following schedule. Vacation is earned on a monthly basis, regardless of when it is used, recorded, or made available. On date of hire a prorated amount will be made available to the end of the calendar year for new employees. The length of eligible service is calculated on the basis of a 12-month period that begins when the employee starts work as a new employee in a full-time position, including an introductory classification where the position is identified as full-time. During the hiring or reclassification of an employee, the Hiring Manager with the Department Head (if applicable), Human Resources, and the Mayor shall have the option of negotiating accruals. Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. Vacation time is front loaded at the beginning of the calendar year. To take vacation, employees should request advance approval from their supervisors. Requests will be reviewed based on a number of factors, including longevity, business needs and staffing requirements. Employees with greater longevity will generally be given first consideration in scheduling vacations and time off, over employees with less longevity. Final decisions on vacation scheduling will be made by supervisors and Department Heads. Vacation time off is paid at the employee's base pay rate at the time of vacation. It does not include overtime or any special forms of compensation. General employees may not have overtime in the same week they use vacation leave. Vacation hours will need to be adjusted down until the week totals 40 hours. However, Police may claim vacation leave and overtime in a pay period if they pick up other shift coverage during that pay period and as long as the vacation is not at the end of the pay period. Upon termination of employment, employees will be paid for unused vacation time that has been earned through the last day of work. All unearned vacation that was used will be deducted from the employee's final paycheck. See Section 809 below for exempt employee treatment of Tlesve. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Vacation - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Exempt Employee Treatment of Leave 501.1 PURPOSE AND SCOPE Most exempt employees, and especially Department Heads, often have to work over 50 hours per week in order to accomplish their responsibilities. Exempt employees under the Federal Labor Standards Act (FLSA) are generally expected to work at least 40 hours per calendar week and do not receive overtime pay for extra hours worked. 501.2 POLICY Exempt employees may report used vacation or sick leave in 1 one hour increment usage. When an exempt employee works part of a day, by FLS rules they do not have to report any leave taker However, when they are gone for a full day when they weFe seheduled to work, one day's leave should be deducted from their applieable leave balance or their paycheck Of there is no applicable leave available. Any time off of a scheduled workday should be pre -approved by that employee's supervisor. When an exempt employee works a non-scheduled day they may submit earned vacation time at an hour for hour rate . ; _ for at least 4 hours, T they should may enter the earned vacation time day through the designated time keeping system and receive an a additional day of vacation time for the worked time. This time should only be worked with approval from the Mayor, or Department Head. A non-scheduled day is not considered a day that you are required to work because of your job description, such as a weekend event. In this instance you should manage your time over the course of the week to compensate for the needed weekend work, This earned vacation will zero out at the end of the calendar year in which it was earned. For Seasonal Exempt positions, Golf Pro and Golf Grounds Maintenance Manager, the earned vacation will not zero out until the end of March in the year following the earned vacation time. Exempt employees should use this vacation prior to using their regular accrued vacation, at the beginning of eseh year. Because we are scheduled to work only the first '/z days on Christmas Eves or New Year's Eves that fall on Monday, Tuesday, Wednesday, or Thursday, exempt employees are not eligible to accrue an earned vacation day on those dates unless they work the required time after 1:00 p.m. on those days. If an exempt employee does not work those respective dates, they are not required to report vacation. All exempt employees should request approval for any days off through the designated time keeping system. The exempt employee must approve their used leave in the time keeping system. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Exempt Employee Treatment of Leave - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Sick Leave 503.1 PURPOSE AND SCOPE This policy provides general guidance regarding the use and processing of sick leave. Additional terms for the of use of sick leave for eligible employees may be covered in another applicable city policy or employment agreement. This policy is not intended to cover all types of sick leave. For example, employees may be entitled to additional paid or unpaid leave for certain family and medical reasons as addressed in the Family and Medical Leave Policy. The City provides paid sick leave benefits to introductory full-time and regular full-time employees for periods of temporary absence due to illnesses, injuries, or associated appointments with medical professionals. 503.2 POLICY It is the policy of the city to provide eligible employees with a sick leave benefit. 503.3 USE OF SICK LEAVE Eligible employees may use sick leave benefits for an absence from scheduled work time due to their own illness or injury or that of a spouse, children under the age of 18, or parents or parents - in -law, regardless of where they live, or anyone else living in the employee's residence, that the employee has caretaker responsibility for, due to the inability to care for themselves as stated in writing by their physician. Employees may not have overtime in the same week they use sick leave. Sick leave hours will need to be adjusted down until the week totals 40 hours. Employees accrue sick leave at the rate of 8 hours per month up to a maximum end of the calendar year carryover of 480 hours. Sixteen hours of sick leave over 480 hours may be converted to vacation at the end of the year. Any other sick leave hours over 480 will follow the 504 Sick Leave Bank policy. Employees who are unable to report to work due to illness or injury should notify their direct supervisor before the scheduled start of their workday, if possible. The direct supervisor must also be contacted on each additional day of absence. Once an employee has claimed sick leave for three or more consecutive scheduled work days the direct supervisor may require a physician's written statement verifying the condition and specifying the expected ending date, the employee's ability to return to work, and what restrictions may apply if he feels the situation warrants such action. Sick leave benefits will be calculated based on the employee's base pay rate at the time of absence and will not include any special forms of compensation, such as bonuses or shift differentials. Sick leave balances are not paid out at employee terminations. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Sick Leave -1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Family and Medical Leave During the single 12-month period, employees are entitled to no more than a combined total of 26 weeks of FMLA leave. In any case in which both spouses are employed by the City, the combined number of workweeks of leave is limited to 26 workweeks during any 12-month period (29 USC § 2612(f); 29 CFR 825.127). Service member FMLA leave runs concurrent with other leave entitlements provided under federal, state, and local law. Where FMLA leave qualifies as both military caregiver leave and care for a family member with a serious health condition, the leave will be designated as military caregiver leave first. 505.4.5 INTERMITTENT LEAVE An employee may take leave for the employee's own serious health condition, for the serious health condition of the employee's spouse, child, or parent, or to care for a covered service member with a serious injury or illness, intermittently or on a reduced schedule if medically necessary, and if that medical need can best be accommodated by an intermittent schedule as defined in federal law (29 USC § 2612(b); 29 CFR 825.202; 29 CFR 825.124). Leave due to a military exigency may be taken on an intermittent or reduced leave schedule (29 CFR 825.202). Intermittent leave for the birth, adoption, or foster care placement of a child is only available if granted at the discretion of Human Resources, unless the employee has a serious health condition in connection with the birth or if the newborn child has a serious health condition (29 CFR 825.120; 29 CFR 825.121). Intermittent leave for any employee shall be tracked and calculated. 505.4.6 PREGNANCY DISABILITY LEAVE Pregnant employees who are disabled by pregnancy or related conditions may be entitled to leave and/or reasonable accommodation consistent with the FMLA the Americans with Disabilities Act (ADA) and applicable City leave policies The duration and form of such leave or accommodation will depend on the circumstances and medical restrictions. Human Resources will consult with the employee and where appropriate the employee's qualified health care professional to assess the employee's ability to work and any reasonable accommodations. 505.5 EMPLOYMENT BENEFITS WHILE ON LEAVE While on leave, employees will continue to be covered by any group health insurance to the same extent that coverage is provided while the employee is on the job (29 USC § 2614(c); 29 CFR 825.209). However, employees will not continue to be covered under non -health benefit plans. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT** Family and Medical Leave - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Sharing of Vacation and Sick Leave 506.1 POLICY An employee may donate their excess vacation and/or sick leave to another regular full-time employee if they, on the date of the donation: 1. have a balance of vacation in excess of 1 day per month for the rest of the calendar year, or 2. have a balance of unused sick leave in excess of the maximum allowed accrual and 3. have worked for the city for at least 5 years, and 4. have completed the city form for such donation, specifying in writing which employee is to be the receiver. The recipient, to qualify for the donation: 1. must have expended all their vacation and sick leave, and 2. must be using the donated leave for a condition requiring a doctor's written "excuse" for absence from work, which written "excuse" is in the possession of the payroll department, and 3. is not terminated from employment, and 4. is not on light duty status, and 5. is not returned to work, and 6. There is a reasonable likelihood that they will return to work must be expeeted to return to werk 7. must have worked for the city for at least 6 months, and 8. must not receive more than their base salary during any work week where donated leave is used, and 9. is not utilizing donated leave for any days that are being paid for by workman's compensation or the long term disability insurance provided by the City of Rexburg The donated leave shall be transferred and used on a first -in -first -out (FIFO) basis in the order that they are received and determined valid, according to this handbook, by the payroll clerk. All unused leave shall be returned to the donor(s) once the recipient is ineligible for the donation. The donor may request, at any time before the donation is transferred by the payroll department, that the unused remainder of the donation be returned. The donor may have the option of remaining anonymous. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Sharing of Vacation and Sick Leave - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Risk Management Guidelines 600.1 PURPOSE AND SCOPE This policy is designed to protect the health and safety of City employees and citizens, prevent workplace illnesses and injuries, and ensure preparedness for emergencies through clear procedures, responsibilities, and training. This policy applies to all city employees during work hours and while performing work -related duties in all City facilities, vehicles, and public areas. Compliance with this policy is a condition of employment and is required under applicable federal and state laws. 600.2 POLICY All employees have a responsibility to observe established basic safety measures. Generally, there are three areas within the City's facilities and the work place where safety is a concern: 1. The immediate job task or function in which an employee is engaged; 2. The immediate working environment in which an employee is placed to perform and function; and 3. The general facility environment in or through which the employee works, moves, or is influenced. The City has set forth the following as general guidelines under and around which employees and supervisors are expected to work and perform their job functions safely and properly. -The City reserves the right to further develop training programs, written directives, and detailed procedures to enforce and expand on these general policy guidelines. 600.3 RISK MANAGEMENT TEAM RESPONSIBILITIES The Human Resource Director is responsible for creating a Risk Management Team that will: (a) Create workplace safety and health training programs. (b) Review of city workplace safety policies and procedures of each city department. (c) Post or distribute safety information.Pfevide foremployeesto anonymous'y-inform management about Nvoftlaci—, haza,-ds. The established Risk Management Team will: (a) Meet regularly. (b) Pfepare a written reeord of safety and health committee meetings-. (c) Conduct Review the Fesults of periodic scheduled inspections. (d) Investigate Revieall workplace incidents. of accidents -exposures; (e) Make recommendations for the prevention of future incidents and evaluate employee safety suggestions. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Risk Management Guidelines - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Risk Management Guidelines (f) Assess the effectiveness of efforts made by the City to meet applicable standards. (g) Establishing a process to ensure incidents illnesses and injuries are reported as required under state law. 600.4 SUPERVISOR RESPONSIBILITIES Provide all necessary PPE and train employees to ensure it is worn appropriately Maintain records of all PPE training PPE procurement and distribution, and all Fit tests and medical evaluations related to respiratory protection equipment, when applicable. Medical evaluation questionnaires and any physical examination results related to respirator use shall be maintained in a separate confidential medical file. Employees issued respiratory PPE should attend annual training on the proper use of respiratory protection devices (29 CFR 1910.134) • Enforce City safety policy • Go over the EOP with each new employee and annually with their team • Ensure hazards are corrected promptly and documented per IDAPA 24 39 80 Idaho Minimum Safety Standards and Practiced for Logging • Facilitate team attendance to all mandatory safety training • Ensuring employee compliance with workplace incident prevention guidelines and answering questions from employees about this polite • Training counseling instructing or making informal verbal admonishments any time safety performance is deficient. Supervisors may also initiate discipline when it is reasonable and appropriate. • Establishing and maintaining communication with employees on health and safety issues This is essential for an injury -free, productive workplace. • Fill out an Incident Report form for all incidents and a First Report of Injury (FROI) if there has been an injury, when they occur and report them as soon as possible to the Risk Management Team (forms can be found at rexburg.org> Employee Portal> Supervisor) • Notifying a member of the Risk Management Team when: 1. New substances processes procedures or equipment that present potential new hazards are introduced into the work environment. 2. New, previously unidentified hazards are recognized. 3. Work -related illnesses and injuries occur. 4. New and/or permanent or intermittent employees are hired or reassigned to processes operations or tasks for which a hazard evaluation has not been previously conducted. 5. Workplace conditions warrant an inspection. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Risk Management Guidelines - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Risk Management Guidelines 600.5 EMPLOYEE RESPONSIBILITIES • AN employees are responsible to k Keep the general working environment or area free from unnecessary risk to their own and others safety and health: Employees need to be aware that safe work practices will insure their own safety by lesseningthe likelihood of injuFy ' to ' t1hemselves and provide for the sallety of others, both fellow employees and members of the publie. • AH-empleyeesFe- expeeted to - w Work in a manner which will help protect themselves from undue back strain, improper bending or lifting, unsafe or improper use of equipment or operational requirements. • Be familiar with and adhere to the policies in the the Emergency Operating Procedure (EOP) manual for the facilities in which they work • Wear This personal protective equipment (PPE) (e.g. safety vest, gloves, goggles, face masks, and helmets) when working in and around chemicals, environments, and/or equipment as where sue h PFIE-s required by their supervisor and the needs of the job • Proper maintenance and storage of issued PPE. PPE should be stored in an appropriate location so that it is available when needed. • AH employees h Keep their own work environment organized and free of unnecessary clutter, spills, {" hazardous chemicals, vapors, or materials, except where such exposure is limited to the completion of a task or job function. • Act AN employees in a manner which shall prevent the occurrence of any unsafe or potentially unsafe condition of any City facility, area or building where they, or others work. • Report any unsafe or hazardous conditions they observe to a supervisor immediately employee notices an iey walkway outside any eity buildings or propeFty, that is near to or surrounds the area where others may walk or work, or if there are tHpping hazards, ie"s, abnOFMa' noise, wet and/OF slippeFy floor, the employee making such an observatmon should eornmun*eate that knowledge or pereeption to the neaFest and most aeeessoble supervisor ffirnmedi��. Attend all safety trainings. Employees may submit workplace hazard reports anonymously if they choose to. Large financial burdens accrue against the City when we do not use proper safety precautions in the workplace. Any employee not following and/or enforcing the above procedure shall be subject to disciplinary action up to and including termination. 600.6 WORK IN PUBLIC RIGHT-OF-WAY Employee and public safety is our first concern. Every employee who is working on a job within the public right-of-way is held responsible to ensure that safety cones or barriers are properly placed before any work is started, unless it is impractical due to emergency situations. Slow moving vehicle signs, blinking yellow lights and other safety equipment should also be there. All Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Risk Management Guidelines - 3 Published with permission by City of Rexburg DRAFT City of Rexburg Government Policy Manual Risk Management Guidelines City employees are required to wear high visibility PPE when working in or near public right-of- way. Work being done within a crosswalk is not exempt from this procedure, neither are small or quick jobs. 600.7 EMERGENCY OPERATING PROCEDURES (EOP) The Risk Management Team in conjunction with the Department Safety Leads are responsible for the city's emergency operating procedures and the coordination with applicable local and state departments and entities for disaster planning, mitigation, response, and recovery efforts. The EOP should be reviewed by the Risk management Team and department Safety Leads every two years._ Each employee must review the EOP annually with their department. In the event that the emergency management plan is activated, all employees of the City are subject to immediate recall to service. Employees may also be subject to recall during extraordinary circumstances as deemed necessary. Failure to promptly respond to an order to report to work may result in discipline. 600.7.1 EMERGENCY OPERATIONS/CLOSING At times, emergencies such as severe weather, fires, power failures, earthquakes, or pandemics can disrupt City operations. In extreme cases, these circumstances may require the closing of a work facility as declared by the Mayor or City Council. In the event that such an emergency occurs during nonworking hours, local radio and/or television stations will be asked to broadcast notification of the closing. When operations are officially closed due to emergency conditions, the City will make every effort to continue to operate all positions. If a position allows for telework employee may be able to continue to work remotely. In the event that a position is not able to operate or is unable to telework, they may have to use vacation leave or be unpaid for hours not able to work. Employees in essential operations may be asked to work on a day when operations are officially closed. Employees unable to come to or stay at work must use vacation leave or be unpaid for the hours missed. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Risk Management Guidelines - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Workplace Incident Protocols and Reporting 601.1 PURPOSE AND SCOPE The purpose of this policy is to establish an ongoing and effective plan to reduce workplace incidents the illness and injuf y for employees of the City. This policy specifically applies to workplace incidents illness and injaf y that results in lost time or that requires medical treatment beyond first aid. Although this policy provides the essential guidelines for a plan that reduces workplace incidents illness -and inju , each department within the City may set its own related policies or procedures that do not conflict with this policy. 601.2 DEFINITIONS Work -related condition - Any significant medical or mental condition suspected to have been caused by an employee's service to the City. Any condition that would reasonably require some form of treatment should be considered significant. Workplace incident - Any unplanned event that occurs in the workplace which may result in inlury, illness property damage environmental harm or disruption of operations This includes: • Accidents causing harm or damage • Near misses with potential for harm • Unsafe conditions or behaviors • Exposure to hazardous substances • Security breaches or equipment failures 601.3 POLICY The City is committed to providing a safe environment for its employees and to minimizing workplace incidents the id of work Felated illness des. All incidents, regardless of severity, must be reported and -investigated -to prevent recurrence and ensure a safe working environment. The City an illness provide tools, training, and safeguards designed to reduce the potential for accidents, injuries, and illness. The City will address work -related conditions and will comply with applicable state workers' compensation requirements. 601.4 HAZARDS All employees should report and/or take reasonable steps to correct unsafe or unhealthy work conditions, practices, or procedures in a timely manner. Employees should make their reports to a supervisor (as a general rule, their own supervisors). Supervisors should make reasonable efforts to correct unsafe or unhealthy work conditions in a timely manner, based on the severity of the hazard. These hazards should be corrected when Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Workplace Incident Protocols and Reporting - Published with permission by City of Rexburg 1 City of Rexburg Government Policy Manual Workplace Incident Protocols and Reporting observed or discovered, when it is reasonable to do so. When a hazard exists that cannot be immediately abated without endangering employees or property, supervisors should protect or remove all exposed employees from the area or item, except those necessary to correct the existing condition. Employees who are necessary to correct the hazardous condition shall be provided with the necessary protection. All significant actions taken and dates they are completed shall be documented on the Incident Repo appfep6ate form. This form should be forwarded to a member of the Risk Management Team. The Risk Management Team will take appropriate action to ensure the- "Iness-and-i" prevention plan addresses all potential hazards investigated and addresses upon such notification. 601.5 ACCIDENTS Whenever an accident occurs in which a City employee is involved or to which they are a witness, while driving a City vehicle or while conducting or in the process of performing any work or service for the City, the following procedures and rules shall apply Employees should first determine if any party involved in an accident has been injured. They next should assist any injured parry and further act to insure that any injured party receives prompt and appropriate medical attention. Employees should notify their supervisor and the law enforcement dispatcher and request any assistance needed This includes the proper notification that an accident has occurred and cooperative action to comply with law enforcement officials investigating the accident, which includes remaining at the scene of the accident and if necessary, protecting the scene of the accident from further safety hazards. Employees are required to promptly complete an Incident Report form as provided by the city Risk Management Team This is in addition to any legally required reports for law enforcement or insurance purposes such as Workers' Compensation First Report of Injury (FROI) form (see Workers' Compensation Insurance policy). Th Risk Management Team under the direction of Human Resources, shall initiate all reports to the City's insurance company. Involved employees are expected to cooperate fully with the City's insurance agent adjuster, investigator, and other representative(s). Whenever an investigation discloses that an employee was at fault in a traffic accident, violation, or citation event the supervisor shall review the employee's work safety and work performance record Appropriate disciplinary action shall occur, and such may include, but not be limited to, the withholding of an otherwise eligible wage adjustment for up to one year. Additionally, the supervisor may take other disciplinary action and depending on the nature of the circumstances Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT''`** Workplace Incident Protocols and Reporting - Published with permission by City of Rexburg 2 City of Rexburg Government Policy Manual Workplace Incident Protocols and Reporting involved in any accident or citation/violation, discipline could include suspension, transfer, and even termination. The Police Department shall give citations to City employees under the same circumstances that would warrant one to be given to any other citizen. 601.6 REPORTING RESPONSIBILITIES 601.6.1 EMPLOYEE RESPONSIBILITIES Employees shall report workplace incidents as soon as practicable but within 24 hours to a supervisor, and seek medical care when appropriate from one of the City's preferred providers - Fall River Medical or Community Care Rexburg. Only go to the emergency room after hours - when preferred providers are closed - or if it is a life or limb threatening emergency. When seeking medical care do not provide any personal insurance information. If the employee may be at fault they need to contact Human Resources to get a drug test done. If the City is closed they can go to Fall River Medical or Community Care Rexburg. If those facilities are closed they can go to the emergency room. In the emergency room they must specify they only need a drug test. Only go to the emergency room as a last resort. 601.6.2 SUPERVISOR RESPONSIBILITIES A supervisor learning of any work -related condition should: (a) Ensure the employee receives medical care as appropriate. (b) Forward the report to the Risk Management Team to be maintained in the employee's confidential medical file. (c) The Risk Management Team shall review the report for accuracy and determine whether the work -related condition is required to be reported to the state or workers' compensation entity and whether any additional action should be taken. 601.7 INSPECTIONS Safety inspections are crucial to a safe work environment. These inspections identify and evaluate workplace hazards and permit mitigation of those hazards. A hazard assessment checklist should be used for documentation and to ensure a thorough assessment of the work environment. The Risk Management Team should ensure that the appropriate documentation is completed for each inspection. 601.7.1 EQUIPMENT Employees are charged with daily inspections of their assigned equipment or work environment, as applicable, prior to beginning their workday. Employees should complete the appropriate form if an unsafe condition cannot be immediately corrected. Employees should forward this form to their supervisors. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Workplace Incident Protocols and Reporting - Published with permission by City of Rexburg 3 City of Rexburg Government Policy Manual Workplace Incident Protocols and Reporting 601.8 INVESTIGATIONS Any employee involved in a workplace incident tnft'"y-,-weH as employee who any work related accident or hazardous substance exposure, shall report such event as soon as practicable to a supervisor. Employees observing or learning of a potentially hazardous condition are to promptly report the condition to their immediate supervisors. A supervisor receiving such a report should report the incident to the Risk Management Team who will investigate the incident. Investigative procedures for workplace incidents aee dents -and should include: (a) A visit to the accident scene as soon as possible. (b) An interview of the involved injured employee(s) and witnesses. (c) An examination of the workplace for factors associated with the workplace incident/ exposure. (d) Determination of the cause of the workplace incident aceident !exposure. (e) Ensuring the Incident Report form and FROI (if applicable) are completed. Gorreetive aetion to prevent the - accident findings and eorreetive actions Taken. The findings from the investigation may indicate that corrective action is needed to prevent the incident from reoccuring. Corrective action will be handled by the appropriate supervisor, Addttiena+ly , the supewisor should proeeed with the steps to report a wom, related injulry, as required undeF the Work Related T11-11-Tre-�--and- Injulry Reporting Polney, in conjunction with this and ensure timely repofting-. 601.9 TRAINING Employees, including supervisors, should be provided with training on general and job -specific workplace safety and health practices. Training should be provided: (a) To supervisors to familiarize them with the safety and health hazards to which employees under their immediate direction and control may be exposed. (b) To all employees with respect to hazards specific to each employee's job assignment. (c) To all employees given new job assignments for which training has not previously been provided. (d) Whenever new substances, processes, procedures, or equipment are introduced to the workplace and represent a new hazard. (e) Whenever the City is made aware of a new or previously unrecognized hazard. 601.10 MINOR INCIDENTS Workplace incidents related conditions that do not qualify for workers' compensation reporting shall be documented on the Incident Report designated report of injury -form, which shall be signed by a supervisor. A copy of the completed form shall be forwarded to the Risk Management Team. Copyright Lexipol, LLC 2025112/11, All Rights Reserved. ***DRAFT'`** Workplace Incident Protocols and Reporting - Published with permission by City of Rexburg A City of Rexburg Government Policy Manual Workplace Incident Protocols and Reporting If an injury Unless the injury is extfernety minor, the affected employee shall mark the form indicating no desire for medical treatment. Checking this box does not preclude the employee's ability to later seek medical attention. 601.11 RECORDS Records and training documentation relating to workplace incidents will be maintained in accordance with the established records retention schedule. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Workplace Incident Protocols and Reporting - Published with permission by City of Rexburg 5 City of Rexburg Government Policy Manual Fitness For Duty 604.1 PURPOSE AND SCOPE Consistent with the City's policies on Drug and Alcohol Use and Drug Testing (see these policies in this policy manual), it is the intent of the City to enforce its policies and provide a framework of procedures and testing guidelines for all employees. As stated elsewhere in this handbook, it is the policy of the City to protect the health and safety of employees and the public by providing a safe, healthful, drug -free work environment. 604.2 POLICY Annual fitness for duty is required for Police Department_ sworn officers. Additionally, all employees who return to employment after injury or illness on or off the job may require a fitness for duty medical review. The City requires its employees and volunteers to be "fit for duty" when performing work or service, or otherwise acting in representative capacity for the City and/or its operations. Subject to the terms and conditions of this policy and other related policies in this handbook, the City will not allow or permit any employee to perform work or service when there is a concern that they are not able to do so safely and effectively. The policy applies in all aspects of the working condition, environment, and service parameters for the City. Accordingly, this includes time performing work or service, whether paid or not, as well as at or during rest or meal breaks. This policy and its related policies in this handbook may be applied to all persons providing services to the City as an independent contractor. (a) Medical Information and Exams The City recognizes that questions may arise about the ability of an employee to properly perform their work and adequately fulfill the essential functions of theirjob with reasonable accommodation. These questions can occur when work performance is impaired or negatively affected, or there exists information that an employee may be under medical care or require such. Current employees may be required to take medical examinations to determine fitness for duty (See Drug and Alcohol Policy and Fitness for Duty Policy.) Such examinations will be scheduled at reasonable times and intervals, done at the City's expense. 2. The City reserves the right to require that existing medical information be provided by an attending physician in order to assure appropriate work assignment for an employee, as well as to provide for the safety and security of other workers and the public. 3. The City may consider available medical information and evidence in connection with the essential functions of an employee's job to determine whether or not a reasonable accommodation can be made for the employee's physical or mental health without impacting the adequate performance or safety expected for the position, nor creating undue hardship for the City. Copyright Lexipol, LLC 2025/12/11. All Rights Reserved. ***DRAFT*** Fitness For Duty - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Fitness For Duty 4. Information on an employee's medical condition or history will be kept separate from other employee information and maintained confidentially. However, an employee's personnel file may contain reference to the existence of medical information, including the summary of medical condition(s) as appropriate, to support a record of action taken with respect to working condition(s) or job assignment. (c) Reasonable Accommodation The City will consider a reasonable accommodation where appropriate and necessary for an employee who has presented medical records which set forth and specify a documented temporary or permanent disability for which an accommodation is requested. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Fitness For Duty - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Purchase Orders 702.1 PROCEDURE All purchases made through the City, unless purchased through a Purchase Card (See Purchase Card Program procedure) or through the payment of regularly occurring or pre -approved invoices as set forth in Resolution No. 2008-01, such as power bills, must have a purchase order (P.O.) drawn up by the department or City Hall for which the purchase is being made, approved by the department head, and a purchase order number obtained from City Hall or a designated staff member. Purchase orders must be properly and accurately completed to ensure timely processing. The P.O. number must be included on the invoices received by vendors and submitted by department designated employees for payment through the bill approval process. Any purchase without a proper P.O. may be subject to disciplinary action up to and including termination of the employee who made the purchase st gned the OFder OF Feeemp . Purchases without a proper P.O. cause extreme and unneeded problems and inefficiencies in the Accounts Payable Department. The Public Works Director shall sign all P.O.'s for any Public Works Department. In the event a Department Head is not available, the Mayor or Chief Financial Officer (CFO) may sign the P.O. All blanket P.O.'s (those purchase orders covering specific items to be purchased on a recurring frequent basis), must show a validation period and expiration date. In case of emergencies or on non -business days, purchases for the City can be made without a P.O. number. However, a P.O. must be made up the next business day by calling City Hall, and the purchaser is responsible for notifying the vendor or service provider of the proper P.O. number. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT"`** Purchase Orders - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Purchases from Related Parties 704.1 PURPOSE AND SCOPE It cannot be stressed strongly enough that those persons entrusted with purchasing ability for the City need to be very aware of the potential for a conflict of interest. Business dealings with outside firms should not result in unusual gains for those firms or for any employee or any relatives of employees of the City. 704.2 PROCEDURE Great care must be taken when an employee contemplates making a purchase from a related party. The definition of a related party includes a person or a person's business where that person is related to a city employee or is a city employee (the definition of city employee includes elected officials). Even when the purchase is perfectly legal, the possible perception of the public must be considered. When there are alternative places to make a purchase, purchases from related parties should be avoided. When, regardless of the amount, the purchase is properly bid and the related party is the low bidder, it may be permissible to purchase from the related party. Any such purchases should be reviewed and authorized by the Chief Financial Officer or City Attorney before being initiated.. No purchase shall be in conflict with Idaho Code §18-1359 Per state law, in no case can the city purchase anything from its own elected officials or from an entity they have a personal financial interest in. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Purchases from Related Parties - 1 Published with permission by City of Rexburg Pv' City of Rexburg j Government Policy Manual l� Key and Electronic Access Device Controls 800.1 PURPOSE AND SCOPE The control and accountability of keys is important to maintain a safe and secure environment for employees and members of the public. 800.1.1 DEFINITIONS Definitions related to this policy include: Key - All electronic or mechanical devices used to access or exit city buildings and facilities. It includes proximity cards, key fobs, and other electronic access devices. 800.2 POLICY It is the policy of the City that all keys used to access local government buildings and facilities are inventoried and controlled. 800.3 KEY IDENTIFICATION All keys that open any doors or locks to city buildings or facilities should be marked with unique identification codes that will allow for quick inventory. Keys that are bundled together as a set should be numbered or coded with a tag to identify that set and the number of keys on the ring. The identifying numbers or codes on keys should not correspond to numbers/codes on locks. A separate secure document identifying all keys will be maintained by the_ City Clerk - 800.4 KEY CONTROL Keys may be issued to employees or accessed and checked out by authorized employees from secure designated areas. Keys issued to or accessed and checked out by employees shall be limited to only those keys necessary for the employee's position. Employees shall not loan a key or key set to another person. All keys must be issued or checked out through the control process. Employees shall not possess any key for which they have not been authorized. All keys issued or checked out to employees remain the property of the City. Employees shall not duplicate, mark, alter, or manufacture any key without written authorization from the City. - #fie authorized designee. The City Clerk e�therized desigrjee should regularly inventory all city keys. 800.5 LOCK POLICY All city buildings and facilities should be kept locked during non -operating hours. Employees shall not leave public entrances to city buildings and facilities unlocked or propped open during non - operating hours. Employees should never leave non-public entrances to city buildings and facilities unlocked or propped open. Copyright Lexipol, LLC 2025/12/11. All Rights Reserved. ***DRAFT*** Key and Electronic Access Device Controls - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Key and Electronic Access Device Controls 800.6 TESTING�,� The City Clerk - . ",._ized designee should ensure periodically locks to doors and gates are periodically tested for proper function and document the testing. 800.7 EMERGENCY KEY SET At least one key set containing every key for city buildings and facilities should be kept separate from all of the other key sets in a secure location and made accessible o* to theCity Clerk in the event of an emergency. 800.8 MISSING KEYS Any employee who discovers that a key or key set is missing shall report it to a supervisor as soon as reasonably practicable. If a reasonable effort to locate the key fails, the supervisor shall notify the City Clerk - or the authOFized designee regarding the loss of the key, when it was discovered, and the circumstances involved. The City Clerk or the authorized design will determine whether to re -key any locks that may have been compromised, and whether this should be done immediately. 800.9 DAMAGED KEYS OR LOCKS Malfunctioning or damaged keys or locks shall be promptly reported to a supervisor. No part of a broken key should be left in the lock. All portions of the damaged key must be turned in to a supervisor, who will provide a replacement key as needed. Damaged locks should be replaced or repaired as soon as practicable. Appropriate security measures should be taken until such time as the lock is properly restored. 800.10 KEY CONTROL RECORDS The CityClerk-or—the a •ant wed designee will maintain documentation for the accounting and security of all keys and key sets. Key control measures should be documented by the designated employee and the records retained in accordance with established records retention schedule. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Key and Electronic Access Device Controls - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Public Safety Video Surveillance Systems 801.1 PURPOSE AND SCOPE t_t__41) This policy provides guidance for the placement and monitoring of city public safety video surveillance, as well as the storage and release of the captured images. 801.2 POLICY The City operates a public safety video surveillance system to enhance public safety and security in public areas. Cameras may be placed in strategic locations to help safeguard against potential threats to the public, to help manage emergency response situations during natural and man- made disasters, and to assist city officials in providing services to the community. Video surveillance in public areas will be conducted in a legal and ethical manner while recognizing and protecting constitutional standards of privacy. 801.3 OPERATIONAL GUIDELINES Only city -approved video surveillance equipment shall be utilized. Employees authorized to monitor video surveillance equipment should only monitor public areas and public activities where no reasonable expectation of privacy exists. TheChief Information Officer (CIO) -or the a thorized designee shall approve all proposed locations for the use of video surveillance technology and should consult with and be guided by legal counsel as necessary in making such determinations. 801.3.1 PLACEMENT AND MONITORING Camera placement will be guided by the underlying purpose or strategy associated with the overall video surveillance plan. As appropriate, the CIO - or theauthorized designee should confer with any appropriate city and designated community groups when evaluating camera placement. Environmental factors, including lighting, location of buildings, and presence of vegetation or other obstructions, should also be evaluated when determining placement. Cameras should only record video images and not sound. The public safety video surveillance system may be useful for the following purposes: (a) To prevent, deter, and identify criminal activity. (b) To respond to critical incidents. (c) To augment resources in a cost-effective manner. (d) To monitor pedestrian and vehicle traffic activity. Images from each camera should be recorded in a manner consistent with the underlying purpose of the particular camera. When activity warranting further investigation is reported or detected at any camera location, the available information should be preserved and the appropriate city should be notified in a timely manner. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Public Safety Video Surveillance System - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Public Safety Video Surveillance System The CIO - OF the authorized desig may authorize video feeds from the public safety video surveillance system to be forwarded to a specified location for monitoring by law enforcement, government agencies, road or traffic crews, or fire or emergency operations personnel. Unauthorized recording, viewing, reproduction, dissemination, or retention of anything documented by public safety surveillance equipment is prohibited. 801.3.2 INTEGRATION WITH OTHER TECHNOLOGY The City may elect to integrate its public safety video surveillance system with other technology to enhance available information. Integration with video -based analytical systems may be considered based upon availability and the nature of the surveillance strategy. The City should evaluate the availability and propriety of networking or otherwise collaborating with appropriate private sector entities and should evaluate whether the use of certain camera systems requires additional safeguards. 801.4 VIDEO SUPERVISION Supervisors should monitor video surveillance access and usage to ensure employees follow city policy and applicable laws. Supervisors should ensure such use and access is appropriately documented. 801.4.1 PROHIBITED ACTIVITY Public safety video surveillance systems will not intentionally be used to invade the privacy of individuals or observe areas where a reasonable expectation of privacy exists. Public safety video surveillance equipment shall not be used in an unequal or discriminatory manner and shall not target individuals or groups based solely on actual or perceived characteristics such as race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, economic status, age, cultural group, or disability. Video surveillance equipment shall not be used to harass, intimidate, or discriminate against any individual or group. 801.5 STORAGE AND RETENTION OF MEDIA All downloaded media shall be stored in a secure area with access restricted to authorized persons. All actions taken with respect to preservation or retention of media shall be appropriately documented. The type of video surveillance technology employed and the manner in which recordings are used and stored will affect retention periods. The recordings should be stored and retained in accordance with this policy and the established records retention schedule. 801.5.1 EVIDENTIARY INTEGRITY Any recording that has been identified as evidence, or that could be relevant to pending or reasonably anticipated investigations or legal action, shall be preserved in a manner that retains its original content. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Public Safety Video Surveillance System - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Public Safety Video Surveillance System 801.6 RELEASE OF VIDEO IMAGES All recorded video images gathered by the public safety video surveillance equipment are for the official use of the City. Requests for recorded video images from the public or the media shall be processed in the same manner as requests for public records. Requests for recorded images from other government entities shall be referred to the City Clerk and signed off by the City Attorney. Recorded video images that are the subject of a court order or subpoena shall be processed in accordance with the established city subpoena process. 801.7 VIDEO SURVEILLANCE AUDIT The CIO or the authorized desig will conduct an annual review of the public safety video surveillance system. The review should include an analysis of the cost, benefit, and effectiveness of the system, including any public safety issues that were effectively addressed and any systemic operational or administrative issues that were identified, including those related to training, discipline, or policy. The results of each review shall be appropriately documented and maintained by the CIO or the authorized designee and other applicable advisory bodies. Any recommendations for training or policy should be promptly addressed. 801.8 TRAINING All city employees authorized to operate or access public safety video surveillance systems should receive appropriate training. Training should include guidance on the use of cameras and a review of relevant policies and procedures. Training should also address state and federal law related to the use of video surveillance equipment and privacy. Copyright Lexipol, LLC 2025/12111, All Rights Reserved. ***DRAFT*** Public Safety Video Surveillance System - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Use of Public Facilities CNI'� 802.1 PURPOSE AND SCOPE This policy provides guidance regarding the permitting process for the use of city facilities by members of the public. This policy does not apply to spontaneous expressive activities such as demonstrations or to expressive activities of groups of fewer than 50 people. Nor does it apply to other gatherings of fewer than 50 persons when the city head has developed appropriate nondiscriminatory application or request processes for the use of city facilities under the control of the city head. 802.1.1 DEFINITIONS Definitions related to this policy include: Applicant - Any individual, group, or organization seeking approval to use city facilities. Facilities - Any buildings, rooms, structures, sites, complexes, parks, roads, walkways, parking areas, equipment, and other real or personal property owned or leased by the city that are made available for use by the general public. 802.2 POLICY It is the policy of the City to make certain facilities available for public use in a fair and equitable manner based on an established application and permitting process. 802.3 PERMIT PROCESS The City - or the authorized 4esignee should develop, implement, and maintain a permitting process for the use of city facilities. The process should include: (a) A standardized application and reservation system. (b) An application submittal period and review process. (c) A method of communicating confirmations and denials of applications, as well as an appeals process for denials. (d) Permit forms for facility use. (e) A fee schedule for facility use and for payment of deposits, balances due, and refunds. (f) A nondiscriminatory process for establishing how much liability insurance will be required from applicants. (g) A process for making changes to existing reservations and for cancellations. (h) The designation of city employees responsible for enforcing permit terms. (i) Rules and regulations for facility use (e.g., cleaning, smoking/vaping, alcohol use, food and beverage sales or service, insurance coverage). a) Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Use of Public Facilities - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Use of Public Facilities The Cif should also adopt and maintain city requirements related to facility use permits, including duration of use, traffic control, and noise limitations. 802.3.1 APPLICATION REVIEW (a) The following should be considered when determining whether to grant or deny an application for facility use: 1. The application should be complete and not contain false or misleading information. 2. The activity or event should not pose unreasonable health or safety risks. 3. Appropriate ancillary facilities such as parking and sanitary facilities should be available and adequate for the activity or event. 4. The activity or event should not pose an unreasonable risk of damage to city facilities. 5. An application should be denied if the applicant has damaged city facilities in the past and has failed to pay for the damages. 6. Adequate supervision and security personnel for the activity or event should be provided by the applicant. (b) When determining whether to grant or deny an application for facility use, the City shall not consider an applicant's: 1. Actual or perceived classification or status protected by law, such as religion, race, or gender identity or expression. 2. Political, social, or ideological beliefs. 3. Viewpoint, message, or program content and any anticipated response. 802.3.2 PERMIT TERMS Permits should contain the applicant's agreement to: (a) Return the facilities to their original condition and assume responsibility for any damage or loss sustained. (b) Comply with all federal, state, and local laws, regulations, and ordinances, as well as all permit requirements and conditions imposed by the City. (c) Refrain from promoting, permitting, or engaging in illegal activity. (d) Obtain a general liability insurance policy in the amount required naming the City as an additional insured and identifying the policy as primary to the city's insurance coverage. (e) Make it clear to the public that the activity or event is the applicant's and that any message is not endorsed or made by the City. Permits should also contain notice to the permitee that failure to comply with permit terms may result in enforcement action and denial of future applications. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Use of Public Facilities - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Flags 804.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidelines for the proper display of flags at city facilities. 804.2 POLICY It is the policy of the City to display flags in compliance with federal and state laws and local ordinances_ City flag displays constitute government speech and are not a public forum. 804.3 DISPLAY OF FLAGS Flags flown at city facilities will be displayed in the following order of prominence: (a) The United States flag (b) The state flag (c) The city flag 804.4 DISPLAYING THE FLAG OF THE UNITED STATES Federal law providing for the use and the display of the United States flag is contained in Title 4 Chapter 1 of the United States Code, commonly referred to as the "Flag Code." The City will display the flag of the United States in accordance with the provisions of 4 USC § 1 through 4 USC § 10. 804.4.1 DISPLAY OF THE UNITED STATES FLAG IN DAILY OPERATIONS Employees should consult the Flag Code for guidance whenever the flag of the United States is to be displayed in any manner. This is to ensure that the display is presented in accordance with the Flag Code and as follows: (a) The United States flag should be conspicuously posted on all city facilities during hours of operation. (b) It is the universal custom to display the flag only from sunrise to sunset on buildings and on a stationary flagstaff in the open. However, the flag may be displayed 24 hours a day if it is properly illuminated during the hours of darkness (4 USC § 6). (c) The flag should not be displayed on days when the weather is inclement, except when an all-weather flag is displayed (4 USC § 6). (d) The United States flag may only be flown at half-staff by Presidential or Gubernatorial decree, and on Memorial Day until noon (4 USC § 7). Whenever the United States flag is displayed in conjunction with other flags or symbols it should occupy the "Place of Honor" (4 USC § 7). 804.5 DISPLAY OF THE STATE FLAG The City will display the state flag prominently and in the proper position of honor in accordance with the United States Flag Code. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Flags -1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Memorials on Public Property (b) Requests for alteration should detail the type and form of the proposed alteration. 4. Review by any appropriate city. 5. The opportunity for input from members of the public. 6. The opportunity for the City to ask the requester for modifications to a proposed memorial, relocation, or alteration consistent with this policy. 7. That any denial of a request be documented. 8. An appeal process to the City or the goveffling body for application denials or modification requests. (b) Provide notice to members of the public making requests that: 1. For new memorials, the memorial becomes the property of the City upon installation. 2. The City may deny any request after a review of the request under the procedures established by this policy. 3. The City will make a final determination as to the location of all new or relocated memorials within the City. 4. Existing memorials on city property do not establish a precedent for any future approvals. (c) Adopt and maintain additional city requirements relating to new memorials or the removal, alteration, or relocation of existing memorials. 1. Requirements may include size, material quality, and appearance standards. (d) Coordinate a process for the periodic review of existing memorials to consider whether: 1. Relocation, alteration, or removal is appropriate. This process should include the evaluation of the overall condition of the memorial and whether there are any reasons to consider the relocation, alteration, or removal of the memorial. 2. Designation as a historic landmark or district under federal, state, or local laws or guidelines is appropriate for any memorials. (e) Create a list of all memorials within the City that includes the type of memorial, the current location of the memorial, and any specific maintenance, safety, or access information relevant to the memorial. 803.4 CONSIDERATIONS FOR NEW MEMORIALS The following criteria should be considered for all new memorials: (a) The memorial should: 1. Support or promote the common history of the City, local culture, civic identity, or mission of the City. 2. Be of historical or social significance. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Memorials on Public Property - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Memorials on Public Property 3. If removal, alteration, or relocation is not consistent with additional requirements adopted or maintained by the Cif. 4. Without final approval of the City's governing body. 803.6 DAMAGE OR DETERIORATION Employees who observe damage to or significant deterioration of an existing memorial should report the damage to a supervisor. Appropriate repairs may be made with supervisory approval. If damage or deterioration to a memorial reasonably appears to present a safety issue, access to the memorial should be restricted and a supervisor should be immediately notified. 803.7 DOCUMENTATION The following should be created and maintained by the Cultural Arts Department consistent with the established records retention schedule: (a) The list of memorials within the City. (b) Documentation relating to the approval of any new memorials. (c) Documentation relating to the removal, relocation, or alteration, of any memorial, including the reason for the action, and whether the memorial has been stored or otherwise disposed of. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Memorials on Public Property - 4 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Memorials on Public Property 3. Be located in an area that is connected with the person or event being commemorated. 4. Be compatible with the area surrounding the proposed location. (a) The size, content, and appearance of the memorial should improve or otherwise enhance the social and physical environment of the surrounding area. 5. Comply with any additional city requirements related to memorials. (b) The memorial should not: 1. Present unreasonable maintenance, security, environmental, or access issues. 2. Violates law, incites imminent unlawful action, or creates a demonstrated safety hazard. Be o#ensive4a reasonable person. 3. Reasonably appear to be promoting, favoring, or inhibiting any religion or political affiliation. Consideration should be given to how the memorial corresponds with other memorials in the immediately surrounding area and in the City generally. 803.5 CONSIDERATIONS FOR THE REMOVAL, ALTERATION, OR RELOCATION OF EXISTING MEMORIALS The following criteria should be applied to all cases where the removal, alteration, or relocation of a memorial is being considered, whether initiated by a request from members of the public or internally by city officials or staff. (a) The memorial should be removed, altered, or relocated, as appropriate, if: 1. The memorial has deteriorated to the extent that it cannot be safely maintained in its current location. 2. Security issues make the current location unreasonable. 3. The memorial is damaged beyond reasonable repair. 4. Social or environmental changes to the location or surrounding area have made the memorial no longer appropriate for the location. 5. The memorial is no longer sufficiently connected to the common history, local culture, or mission of the City. 6. A more appropriate alternative location for the memorial is reasonably available. (b) The memorial should not be removed, altered, or relocated: 1. If federal, state, or local laws restrict the removal, alteration, or relocation of the memorial. 2. Without appropriate pre -approvals from federal, state, or local officials, as required. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Memorials on Public Property - 3 Published with permission by City of Rexburg City of Rexburg CII&bJ`� Government Policy Manual V1, It / Local Government Use of Social Media 901.1 PURPOSE AND SCOPE This policy provides guidelines to ensure that any use of social media on behalf of the City is consistent with the City mission. This policy does not address all aspects of social media use. Specifically, it does not address: • Personal use of social media by city employees (see the Speech, Expression, and Social Networking Policy). • Use of social media in personnel processes (see the Recruitment and Selection Policy). • Use of social media as part of an investigation, other than disseminating information to the public on behalf of this city. 901.1.1 DEFINITIONS Definitions related to this policy include: Social media - Any of a wide array of internet-based tools and platforms that allow for the sharing of information, such as the city website or social networking services. 901.2 POLICY The City will use social media as a method of effectively informing the public about city services, issues, investigations, recruitment, and other relevant events. The use or access of social media should be done in a manner that protects the constitutional rights of all people. 901.3 AUTHORIZED USERS Only employees authorized by the City or the authOFffized desig may utilize social media on behalf of the City. Authorized employees shall use only city -approved equipment during the normal course of duties to post and monitor city -related social media, unless they are specifically authorized to do otherwise by their supervisors. The City Council may develop specific guidelines identifying the type of content that may be posted. Any content that does not strictly conform to the guidelines should be approved by a supervisor prior to posting. Requests to post information over city social media by employees who are not authorized to post should be made through the appropriate supervisory channels. 901.4 AUTHORIZED CONTENT Only content that is appropriate for public release, that supports the City mission, and that conforms to all city policies regarding the release of information may be posted. Examples of appropriate content include: Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Local Government Use of Social Media - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Local Government Use of Social Media (a) (b) Announcements. Tips and information related to crime prevention. (c) Requests for information. (d) Community engagement information. (e) Real-time safety information that is related to in -progress crimes, geographical warnings, or disaster information. (f) Traffic information. (g) Media releases. (h) If Recruitment of personnel. an employee abouflob related content -on- personal the so media, or makes is behalf reference the City f When making people may perceive that employee such stat,..,..,..,t..empleystatements acting on o o -aic�ile employee's personal -views azn d— a e -i tvc is „The . ideas information Rexburg. i01in example of such do disclaimer , and expressed t On are my e and to the City Rexbur not reflec the views of my employer and are n anyVVIny-a - able of Employees must not post job -related content on personal accounts unless expressly authorized. 901.4.1 INCIDENT -SPECIFIC USE In instances of active incidents where speed, accuracy, and frequent updates are paramount (e.g., crime alerts, public safety information, traffic issues), the Department Head or theaut„erized designee will be responsible for the compilation of information to be released. 901.5 PROHIBITED CONTENT Content that is prohibited from posting includes but is not limited to: (a) Content that is abusive, discriminatory, inflammatory, or sexually explicit. (b) Any information that violates individual rights, including confidentiality and/or privacy rights and those provided under state, federal, or local laws. (c) Any information that could compromise an ongoing investigation. (d) Any information that could tend to compromise or damage the mission, function, reputation, or professionalism of the City or its employees. (e) Any information that could compromise the safety and security of city operations, employees of the City, or the public. (f) Any content posted for personal use. (g) Any content that has not been properly authorized by this policy or a supervisor. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Local Government Use of Social Media - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Local Government Use of Social Media G� v Any employee who becomes aware of content on this city's social media sites that the employee believes is unauthorized or inappropriate should promptly report such content to a supervisor. The supervisor will ensure its removal from public view and request an investigation. 901.5.1 PUBLIC POSTING PROHIBITED City social media sites shall be designed and maintained to prevent posting of content by the public. The City may provide a method for members of the public to contact city employees directly. 901.6 MONITORING CONTENT The Chief Information Off_icer_�CIO) will appoint a supervisor to review, at least annually, the use of city social media and report back on, at a minimum, the resources being used, the effectiveness of the content, any unauthorized or inappropriate content, and the resolution of any issues. 901.7 RETENTION OF RECORDS The - CIO should work with the City Clerkand+T to establish a method of ensuring that public records generated in the process of social media use are retained in accordance with established records retention schedules. 901.8 TRAINING Authorized employees should receive training that, at a minimum, addresses legal issues concerning the appropriate use of social media sites, as well as privacy, civil rights, and dissemination and retention of information posted on city sites. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Local Government Use of Social Media - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Speech, Expression, and Social Networking 902.1 PURPOSE AND SCOPE This policy is intended to address issues associated with the use of social networking sites, and provides guidelines for the regulation and balancing of employee speech and expression with the needs of the City. This policy applies to all forms of communication, including but not limited to film, video, print media, publie or PFivate speeeh, and use of all internet services, including the web, email, file transfer, remote computer access, news services, social networking, social media, instant messaging, blogs, forums, video, and other file -sharing sites. Nothing in this policy is intended to prohibit or infringe upon any communication, speech, or expression that is protected under law. This includes speech and expression protected under state or federal constitutions as well as labor or other applicable laws. For example, this policy does not limit an employee from speaking as a private citizen, including acting as an authorized member of an employee group, about matters of public concern, such as misconduct or corruption. Employees are encouraged to consult with their supervisors regarding any questions arising from the application or potential application of this policy. 902.2 POLICY Employees of public entities occupy a trusted position in the community, and thus, their statements have the potential to contravene the policies and performance of the City. Due to the nature of the work and influence associated with local government employees, it is necessary that city personnel be subject to certain reasonable limitations on their speech and expression. To achieve its mission and efficiently provide service to the public, the City will carefully balance the individual employee's rights against the needs and interests of the City when exercising a reasonable degree of control over its employees' speech and expression. 902.3 PROHIBITED SPEECH, EXPRESSION, AND CONDUCT Employees should demonstrate sound judgment in speech, expression, and conduct that relates to or affects the City. In order to meet the safety, performance, and public -trust needs of the City, the following are prohibited unless the speech is otherwise protected (e.g., an employee is speaking as a private citizen, including acting as an authorized member of an employee group, on a matter of public concern): (a) Speech or expression that materially interferes with job duties or operational efficiency. 0 s disruptive to the work environment, undermines authffity, and is deStWetffive to close working relationships. (b) Speech or expression made pursuant to an official duty that tends to compromise or damage the mission, function, reputation, or professionalism of the City or its employees. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Speech, Expression, and Social Networking - Published with permission by City of Rexburg 1 City of Rexburg Government Policy Manual Al Policy 903.1 PURPOSE AND SCOPE The purpose of the policy is to aid employees in understanding the guidelines for the acceptable use of Al in the workplace. Scope: This policy covers the use of Al tools on City devices, by City employees, using City data. 903.2 DEFINITIONS: Al: Artificial Intelligence: For the purposes of this policy, AI includes, but is not limited to, the following tools: (a) Generative models such as ChatGPT, Scribe, Google Gemini, Pi, Claude; (b) Image and video creation services like DALL-E2 and MidJourney; (c) Deepfake generators; (d) Code verification tools; (e) Al Recruitment software; The rapidly changing nature of Al will necessitate frequent updates to our policy. Please note that if you are considering using an Al technology in the workplace, it is your responsibility to obtain permission from your supervisor for all data you will be using with the tool and to notify the IT Department what Al tool you will be using prior to implementing your idea. City Device: Any computer, smart phone, tablet, or other device owned by the City assigned to a City employee, which can access Al technology and tools. City Data: Any data any employee has access to by virtue of their employment with the City. Transferring or accessing agency data through a private device to circumvent accessing Al tools through an agency device is strictly prohibited. 903.3 GUIDELINES This policy applies to all staff who desire to utilize Al technology to assist them in fulfilling their job functions. All employees of City are expected to interact with generative Al technologies in a responsible and ethical manner. This encompasses safeguarding privacy and personal data, using the technology for lawful and beneficial purposes, abstaining from deceptive or harmful applications, and fostering transparency and comprehension regarding the technology's capabilities and constraints. Al may not be used on City devices, with City data, or for any City task unless specifically authorized by your supervisor. Supervisors shall not authorize any Al use until they have first conferred with and obtained approval from, IT, Legal and Human Resources. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Al Policy - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Electronic Mail 904.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines for the proper use and application of the electronic mail (email) system provided by the City. 904.2 POLICY Employees shall use email in a professional manner in accordance with this policy and current public records laws. E-mail signatures should follow the current City Brand Guidelines. 904.3 PRIVACY EXPECTATION Employees forfeit any expectation of privacy with regard to emails accessed, transmitted, received, or reviewed on any city technology system (see the Information Technology Use Policy for additional guidance)._ All employees should be aware that email messages may be public records under Idaho law and may be disclosed pursuant to the Idaho Public Records Act 904.4 RESTRICTIONS ON USE OF EMAIL Messages transmitted over the email system are restricted to official business activities, or shall only contain information that is essential for the accomplishment of business -related tasks or for communications that are directly related to the business, administration, or practices of the City. Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing, or any other inappropriate messages on the email system is prohibited and may result in discipline. Email messages addressed to the entire City are only to be used for official business -related items that are of particular interest to all users. In the event that an employee has questions about sending a particular email communication, the employee should seek prior approval from a supervisor. It is a violation of this policy to transmit a message under another employee's name or email address or to use the password of another to log into the system unless directed to do so by a supervisor. Employees are required to log off the network or secure the workstation when the computer is unattended. This added security measure will minimize the potential misuse of an employee's email, name, or password. Any employee who believes the employee's password has become known to another person shall change the password immediately. 904.5 EMAIL RECORD MANAGEMENT Email may, depending upon the individual content, be a public record and must be managed in accordance with the established records retention schedule and in compliance with state law. The Information Technology Department should ensure that email messages are retained and recoverable. Copyright Lexipol, LLC 2025/12/11. All Rights Reserved. ***DRAFT*** Electronic Mail - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Cybersecurity 905.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines to protect the city's information technology infrastructure from cyber threats. Additional guidelines for the use of city information technology infrastructure are found in the Information Technology Use Policy. 905.1.1 DEFINITIONS Definitions related to this policy include: Cybersecurity — The practice of protecting an information technology infrastructure from digital attacks. Cybersecurity incident - Any incident that compromises the security of the information technology infrastructure of the city. This includes but is not limited to data breaches, unauthorized access attempts, malware infections, phishing attacks, and any other suspicious activity. Cyber threats — Unauthorized access, use, disclosure, disruption, modification, or destruction of the city's information technology infrastructure. Information technology infrastructure — All electronic devices, networks, systems (e.g., hardware, software, firmware), and data owned, operated, or managed by the City, including but not limited to computers, servers, mobile devices, networking equipment, and cloud -based services. 905.2 POLICY The City is committed to maintaining the security and integrity of its information technology infrastructure and will take reasonable cybersecurity measures to safeguard its information technology infrastructure from cyber threats. All cybersecurity incidents involving personal information will comma with Idaho Code § 28-51-105 regarding_ breach notification requirements. 905.3 INFORMATION SECURITY OFFICER (ISO) RESPONSIBILITIES Responsibilities of the ISO include but are not limited to: (a) Overseeing the city's cybersecurity efforts. This includes assessing and implementing appropriate cybersecurity technologies, including firewalls, antivirus software, intrusion detection systems, and data encryption tools. (b) Developing procedures related to specific city cybersecurity efforts, such as acceptable use, password management, and remote access. (c) Remaining familiar with and facilitating city compliance with all applicable and emerging federal, state, and local laws related to cybersecurity, such as the Federal Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Cybersecurity - 1 Published with permission by City of Rexburg • City of Rexburg Government Policy Manual Local Government -Owned and Personal Property 1000.1 PURPOSE AND SCOPE This policy addresses the care of city -owned property and the role of the City when personal property, the property of another person or entity, or city -owned property is damaged or lost. 1000.2 POLICY The City will ensure that employees are issued appropriate property and equipment necessary for the employee's job function. The City will take steps to minimize the cost associated with maintaining city property, including personal property authorized for use in the employee's duties. 1000.3 LOCAL GOVERNMENT -ISSUED PROPERTY Supervisors should document all property and equipment issued by the City in the appropriate file at the time of issuance. Receipt of issued items shall be acknowledged by the receiving employee's signature. Upon separation from the City, all issued property and equipment shall be returned. Documentation of the return shall be acknowledged by the signature of a supervisor. Where permitted by applicable laws, the City may withhold from the employee's check or final paycheck the cost of any items that are not returned when required. The City may also take all action deemed appropriate to recover or protect its property. 1000.3.1 EMPLOYEE RESPONSIBILITIES Employees shall be responsible for the safekeeping, serviceable condition, proper care, proper use, and replacement of city property that has been assigned or entrusted to them. (a) Employees shall promptly report, through their supervisors, any loss of, damage to, or unserviceable condition of any city -issued property or equipment. (b) The use of damaged or unserviceable property should be discontinued as soon as practicable, and the item replaced with a comparable item as soon as available. (c) Except when otherwise directed by a supervisor or when exigent circumstances exist, city -issued property shall only be used by those to whom it was assigned. Use should be limited to official purposes and in the capacity for which it was designed. (d) City -issued property shall not be thrown away, sold, traded, donated, destroyed, or otherwise disposed of without prior approval. (e) Employees should obtain a supervisor's approval before any attempt to repair damaged or unserviceable property, unless the repair is of a minor or temporary nature. 1000.4 PERSONAL PROPERTY Personal property or equipment shall not be carried during work hours or used for work -related purposes without prior approval by the or appropriate supervisor. The employee should submit a request that includes a description of the property and the reason and length of time it will be used. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Local Government -Owned and Personal Published with permission by City of Rexburg Property - 1 City of Rexburg Government Policy Manual C�vh'`� l L Local Government -Owned and Personal Property Personal property of the type routinely carried (e.g., cell phone, wallet, sunglasses) is excluded from this requirement (see the Personal Communication Devices Policy). The City will not replace or repair property that is not reasonably required as part of work. 1000.4.1 FILING CLAIMS FOR PERSONAL PROPERTY An employee requesting reimbursement for damage to, or loss of, personal property must submit the request in writing to the employee's immediate supervisor. Upon review by the supervisor and a finding that no misconduct or negligence was involved, repair or replacement may be recommended to the Chief Finance Officer CFO - or the a •th ffized designee, who will then forward the claim to the city responsible for issuing payments. Any discretionary reimbursement is not an admission of liability on behalf of the city. 1000.5 SUPERVISOR RESPONSIBILITIES The supervisor receiving a report that property, including personal property authorized for use, has been damaged, should with Human Resources conduct an investigation. The investigation documentation should include the result of the investigation and whether reasonable care was taken to prevent the loss, damage, or unserviceable condition. In cases where the supervisor has reason to believe that misconduct or negligence was involved in the loss, damage, or unserviceable condition of property, the supervisor with Human Resources should consider whether disciplinary or other corrective action would be appropriate. 1000.6 DAMAGE TO PROPERTY OF ANOTHER PERSON OR ENTITY Employees who intentionally or unintentionally damage or cause to be damaged the real or personal property of another person or entity while performing any city function shall promptly report the damage to a supervisor. 1000.6.1 DAMAGE BY OTHERS Employees who observe damage to the real or personal property of the City should report the damage as follows: (a) A verbal report should be made to the employee's immediate supervisor and to the employee or city responsible for the property as soon as practicable. (b) A written report should be submitted before the end of the employee's workday or as otherwise directed by the supervisor. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Local Government -Owned and Personal Published with permission by City of Rexburg Property - 2 City of Rexburg Government Policy Manual Personal Communication Devices 1001.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines for the use of mobile telephones and other communication devices, whether issued or funded by the City or personally owned, during work hours or when used for authorized work -related purposes. This policy generically refers to all such devices as Personal Communication Devices (PCDs) but is intended to include all mobile telephones, personal digital assistants (PDAs), wireless -capable tablets, and similar wireless two-way communications and/or portable internet-access devices. PCD use includes but is not limited to placing and receiving calls, text messaging, blogging and microblogging, emailing, using video or camera features, playing games, and accessing sites or services on the internet. 1001.2 POLICY The City allows employees to utilize city -issued or funded PCDs and to possess personally owned PCDs in the workplace, subject to certain limitations. Any PCD used during work hours, or during non -work hours, for business -related purposes, or reasonably associated with work -related misconduct will be subject to monitoring and inspection consistent with applicable law and this policy. Additionally, the use of a PCD either during work hours or non -work hours for business -related purposes, or reasonably associated with work -related misconduct, may subject the employee and the employee's PCD records to civil or criminal discovery or disclosure under applicable public records laws. As such employees should avoid using personal devices for city business except in exigent circumstances Employees who have questions regarding the application of this policy or the guidelines contained herein are encouraged to seek clarification from supervisory staff. 1001.3 PRIVACY EXPECTATION Employees forfeit any expectation of privacy with regard to any communication accessed, transmitted, received, or reviewed on any PCD issued or funded by the City and shall have no expectation of privacy in their location should the device be equipped with location -detection capabilities. This includes records of all keystrokes or web -browsing history made on the PCD. The fact that access to a database, service, or website requires a username or password will not create an expectation of privacy if it is accessed through city PCDs or networks (see the Information Technology Use Policy for additional guidance). Employees have no expectation of privacy regarding any communications while using a personally owned PCD for city -related business or when the use reasonably implicates work -related misconduct. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Personal Communication Devices - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Personal Communication Devices 1001.4 LOCAL GOVERNMENT -ISSUED PCD Depending on an employee's assignment and the needs of the position, the City may, at its discretion, issue or fund a PCD for the employee's use to facilitate work performance. Such devices shall remain the sole property of the City and shall be subject to inspection or monitoring (including all related records and content) at any time without notice and without cause. Employees should be aware that the City may retain any data created or transmitted using a City -issued device — including photographs messages and related content — for a duration determined by the City's IT retention capabilities and storage capacity. The City will cover the price of a phone PCD up to $200. If the cost of the phone PCD is over $200, the employee will have to cover the remaining cost. If an employee chooses a phone PCD that costs more than $200 and pays for the additional cost, the phone PCD is still the property of the City, and the employee will not be reimbursed for the voluntary amount paid by the employee. An employee may purchase phone PCD's from the city for the determined value at the salvage time of the device. The Finance Department will determine such salvage value. Any additional amount the employee may have paid at the time of purchase for a phone PCD will be taken into consideration as far as the salvage value of the device in determining the purchase amount the employee will pay the City. This same policy refers to replacement phones discussed below in the replacement phone section. Department Heads are responsible to authorize the use of cell phones for each position within the department. The criteria to determine the need for City cell phone usage may include the following: • Safety requirements indicate having wireless phone is an integral part of performing duties of job description. • More than 50% of employee's work is conducted in the field. • Employee is required to be contacted on a regular basis. (No office) • Employee is required to be on -call (24/7) • Employee is a critical decision maker 1001.4.1 DAMAGED PHONES When a new phone needs to be ordered due to damage, the employee must pay'/2 the cost of the replacement. If the replacement phone is damaged and a second phone must be ordered, the employee must pay the full cost. Department Heads may elect to waive this cost under certain circumstances. 1001.4.2 REPLACEMENT PHONES If employee has a good functioning phone and simply wants to upgrade to a new phone for the most recent technology, the employee must pay for the full cost of the phone if the new phone is less than 24 months old. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Personal Communication Devices - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Personal Communication Devices 1001.4.3 INTERNATIONAL TRAVEL It is the responsibility of the employee to notify the cell phone plan administrator of any international travel. The phone line will need to have an international plan put on for the time the employee will be traveling internationally. Failure to do so may result in the employee paying for all additional charges made to the plan for international calls and data usage. If international travel is for personal time, the employee is responsible for the international plan and overage costs, unless such fees are waived by the City Mayer for business purposes. 1001.5 PERSONALLY OWNED PCD Employees may carry a personally owned PCD during work hours, subject to the following conditions and limitations: (a) Permission to carry a personally owned PCD may be revoked if it is used contrary to provisions of this policy. (b) The City accepts no responsibility for loss of or damage to a personally owned PCD. (c) The PCD and any associated services shall be purchased, used, and maintained solely at the employee's expense. (d) The device should not be used for work -related purposes except in exigent circumstances (e.g., unavailability of internal communication systems) or as otherwise authorized by city procedures. 1. Use of a personally owned PCD for work -related business and credible evidence of work related misconduct constitutes consent for the City to access the PCD to inspect and copy the work -related data (e.g., for litigation purposes, public records retention and release obligations, internal investigations). 2. Use of and data within a personally owned PCD may be discoverable in cases when there is reason to believe it is associated with work -related misconduct. 3. Searches of a personally owned PCD by the Citywill should be limited to those matters reasonably associated with the work -related business or work -related misconduct. (e) The device shall not be utilized to record or disclose any city business -related information, including photographs, video, or the recording or transmittal of any information or material obtained or made accessible as a result of employment or appointment with the City, without the express authorization of the City ©f the autherized designee. (f) If the PCD is carried during work hours, employees will provide the City with the telephone number of the device. (g) All work -related documents, emails, photographs, recordings, and other public records created or received on an employee's personally owned PCD should be transferred to the City and deleted from the employee's PCD as soon as reasonably practicable but no later than the end of the employee's workday. Except with prior express authorization from their supervisors, employees are not obligated or required to carry, access, monitor, or respond to electronic communications using a Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Personal Communication Devices - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Personal Communication Devices personally owned PCD during non -work hours. If an employee is in an authorized status that allows for appropriate compensation consistent with policy or existing employment agreements, or if the employee has prior express authorization from a supervisor, the employee may engage in city business -related communications. Should employees engage in such approved communications or work during non -work hours, employees entitled to compensation shall promptly document the time worked and communicate the information to their supervisors to ensure appropriate compensation. Employees who independently document city -related business activities conducted during non -work hours in any manner shall promptly provide the City with a copy of such records to ensure accurate recordkeeping. 1001.6 USE OF PCD The following protocols shall apply to all PCDs that are carried during work hours or used to conduct city business: (a) All PCDs in the workplace shall be set to silent or vibrate mode as necessary. (b) A PCD may not be used to conduct personal business during work hours except for brief personal communications (e.g., informing family of extended hours). Employees shall endeavor to limit their use of PCDs to authorized break times unless an emergency exists. (c) Employees may use a PCD to communicate with other personnel in situations where the use of city -provided communications methods is either impracticable or not feasible. PCDs should not be used as a substitute for, as a way to avoid, or in lieu of regular city -provided communications methods. (d) Employees are prohibited from taking pictures, audio or video recordings, or making copies of any such picture or recording media unless it is directly related to official city business. Disclosure of any such information to any third party through any means requires the express authorization of the City. . (e) Employees will not access social networking sites for any purpose that is not official city business. This restriction does not apply to a personally owned PCD used during authorized break times. (f) Using PCDs to harass, threaten, coerce, or otherwise engage in inappropriate conduct with any third party is prohibited. Any employee having knowledge of such conduct shall promptly notify a supervisor. 1001.7 SUPERVISOR RESPONSIBILITIES The responsibilities of supervisors include but are not limited to: (a) Ensuring that employees under their supervision are provided appropriate training on the use of PCDs consistent with this policy. (b) Monitoring to the extent practicable, PCD use in the workplace and taking prompt corrective action if an employee is observed or reported to be improperly using a PCD. 1. An investigation into improper conduct should be promptly initiated when circumstances warrant. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Personal Communication Devices - 4 Published with permission by City of Rexburg City of Rexburg, Government Policy Manual chi Vehicle Safety Restraints/Safety Belts 1004.1 PURPOSE AND SCOPE This policy establishes guidelines for the use of safety belts and child restraints. This policy will apply to all employees operating or riding in city vehicles. Individual city policies may provide additional guidance. 1004.1.1 DEFINITIONS Definitions related to this policy include: Child restraint system - An infant or child passenger restraint system that meets Federal Motor Vehicle Safety Standards (FMVSS) and regulations set forth in 49 CFR 571.213. 1004.2 POLICY It is the policy of the City that employees use safety and child restraint systems to reduce the possibility of death or injury in a motor vehicle accident. 1004.3 WEARING OF SAFETY RESTRAINTS All employees shall wear properly adjusted safety restraints at all times when operating or riding in a seat equipped with restraints, in any vehicle owned, leased, or rented by this city, or in any privately owned vehicle when conducting city business. The employee driving such a vehicle s ensure , ' , are PFOperly restraine� 1004.4 TRANSPORTING CHILDREN Child passengers shall be transported using an approved child restraint system in compliance with federal and state law. 1004.5 INOPERABLE SAFETY BELTS City vehicles shall not be operated when the safety belt in the driver's position is inoperable. Persons shall not be transported in a seat in which the safety belt is inoperable. City vehicle safety belts shall not be modified, removed, deactivated, or altered in any way, except by the vehicle maintenance and repair staff, who shall do so only with the express authorization of the City. OF the authffized designee, Employees who discover an inoperable restraint system shall report the defect to the appropriate supervisor. Prompt action will be taken to replace or repair the system. 1004.6 VEHICLES MANUFACTURED WITHOUT SAFETY BELTS Vehicles manufactured and certified for use without safety belts or other restraint systems are subject to the manufacturer's operator requirements for safe use. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Vehicle Safety Restraints/Safety Belts - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Limited English Proficiency Services 1100.1 PURPOSE AND SCOPE This policy provides guidance to employees when communicating with individuals with limited English proficiency (LEP) (42 USC § 2000d). 1100.1.1 DEFINITIONS Definitions related to this policy include: Authorized interpreter - A person who has been screened and authorized by the City to act as an interpreter and/or translator for others. Interpret or interpretation - The act of listening to a communication in one language (source language) and orally converting it to another language (target language), while retaining the same meaning. Limited English proficiency (LEP) individual - Any individual whose primary language is not English and who has a limited ability to read, write, speak, or understand English. These individuals may be competent in certain types of communication (e.g., speaking, understanding) but still exhibit LEP for other purposes (e.g., reading, writing). Similarly, LEP designations are context - specific; an individual may possess sufficient English language skills to function in one setting, but these skills may be insufficient in other situations. Qualified bilingual employee - An employee of the City, designated by the City, designated by the or the autherized designee, -who has the ability to communicate fluently, directly, and accurately in both English and another language. Bilingual employees may be fluent enough to communicate in a non-English language but may not be sufficiently fluent to interpret or translate from one language into another. Translate or translation - The replacement of written text from one language (source language) into an equivalent written text (target language). 1100.2 POLICY It is the policy of the City to reasonably provide LEP individuals with meaningful access to services, programs, and activities, while not imposing undue burdens on the City or its employees. The City will not discriminate against or deny any individual access to services, rights, or programs based upon national origin or any other protected interest or right. 1100.3 LEP COORDINATOR The City Clerk is the City's designated LEP coordinator. The responsibilities of the coordinator should include but not be limited to: (a) Coordinating and implementing all aspects of the city's LEP services to LEP individuals. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Limited English Proficiency Services - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual ADA Compliance 1101.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidelines for equal access to local government services, programs, and activities for persons with disabilities in accordance with Title II of the Americans with Disabilities Act (ADA). This policy also includes guidelines to provide effective communication with persons with disabilities and to protect the rights of individuals who use service animals in accordance with the ADA. 1101.1.1 DEFINITIONS Definitions related to this policy include (28 CFR 35.104): ADA coordinator - The employee -designated by the City - The ADA coordinators for the 40 coordinate" City efforts to comply with the ADA (28 CFR 35.107) are as follows: For citizens and public facilities the City Clerk is the coordinator; for employees the Human Resource Director is the coordinator. Assistive devices, auxiliary aids, and services - Tools used to communicate with people who have a disability or impairment. They include but are not limited to the use of gestures or visual aids to supplement oral communication; a notepad and pen or pencil to exchange written notes; a computer or typewriter; an assistive listening system or device to amplify sound; a teletypewriter (TTY) or videophones (video relay service or VRS); taped text; qualified readers; or a qualified interpreter. Disability or impairment - A physical or mental impairment that substantially limits a major life activity, including hearing or seeing, regardless of whether the person uses assistive devices, auxiliary aids, and services. Individuals who wear ordinary eyeglasses or contact lenses are not considered to have a disability (42 USC § 12102; 28 CFR 35.108). Facility - All aspects of buildings, structures, sites, complexes, equipment, rolling stock or other conveyances, roads, walkways, parking areas, and other real or personal property (28 CFR 35.108). Modification - Any change, adjustment, alteration, adaptation, or accommodation that renders a city service, program, or activity suitable for use, enjoyment, or participation by a person with a disability. This may include alteration of existing buildings and facilities. A modification includes any change or exception to a policy, practice, or procedure that allows a person with a disability to have equal access to programs, services, and activities. It also includes the provision or use of assistive devices, auxiliary aids, and services. Power -driven mobility device - Any mobility device powered by batteries, fuel, or other engine type used by persons with disabilities for mobility assistance, regardless of whether the device Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** ADA Compliance - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual News Media and Community Relations 1103.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidelines for communicating with the media and the public to ensure the timely, accurate, and consistent dissemination of information and promote positive relationships with the community. It addresses communication regarding newsworthy events, including routine matters and critical incidents. Nothing in this policy prohibits City -designated spokespersons from communicating with the media regarding information specific to their city (e.g., police, fire). However, City -designated spokespersons remain subject to coordination with the City [Press Information Officer] ([PIO]) during incidents that have city-wide or cross -city impact. 1103.2 POLICY It is the policy of the City to establish and maintain a positive working relationship with the media and the community by providing timely and accurate information. 1103.3 PRESS INFORMATION OFFICER The Mayor should designate a City [PIO] to centralize communication with the media and the public. The [PIO] should report directly to the Mayor and is responsible for: (a) Serving as the media's primary point of contact for the City. (b) Responding to media inquiries. (c) Managing distribution of news releases, advisories, and other information to the media and the public. (d) Working with City representatives to coordinate and manage briefings, news conferences, and media interviews. (e) Developing a process for the approval of news releases, news conferences, and other official communications in coordination with the Mayor. (f) Establishing protocols for coordinating with city spokespersons (e.g., police, fire) to maintain consistency with overall City messaging. (g) Arranging access to or special tours of city facilities and incident scenes for media representatives, local leaders, and other visitors in accordance with established procedures, as applicable. (h) Developing and maintaining pre -scripted messages, frequently asked questions (FAQs), and communication templates. (i) Maintaining an updated list of media contacts. Q) Maintaining up-to-date information on the City website and social media platforms, including contact information for media inquiries. (k) Tracking and archiving media coverage related to the City in accordance with the established records retention schedule. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** News Media and Community Relations - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual News Media and Community Relations (1) Engaging in proactive communication to promote community awareness of City programs, services, contributions, and achievements. (m) Coordinate and communicate with the City Attorney on any statement, media response, interview, release, or public communication relating to actual or reasonably anticipated litigation, claims, enforcement matters, or legally sensitive issues to ensure accuracy, privilege protection, and consistency with the City's legal position. 1103.4 CRITICAL INCIDENT SCENE CONSIDERATIONS At the scene of a critical incident (e.g., natural disaster, infrastructure failure, transportation accident, public health emergency), the [PIO]: (a) Should coordinate media activities and messaging with: Elected officials, appointed positions (including the City Attorney and City Clerk) and relevant City staff such as law enforcement, department heads, and any other personnel appropriate to the circumstances of the incident. Coordination should ensure consistent, accurate, and unified communication during active incidents. Elected offee4a's or their designees to aveid eenflicting statement during active incidents. 2. The Emergency Operations Center (EOC) (if activated). 3. Any City involved. 1 Media representatives shall produee valid press -:- tdisplay them at all times while in areas otherwise closed to the publie. hat near the seene, ---operations, investigations, and - -- 3. Medea reffesentatives shall be prevented from cid response 4. Media peFSonnel shall Wear proper protective clothing as Wffranted. :: -- :-: they do not interfere with faCility OF incident operatkmis-ef ereate a safe • ::- -: -: 1103.5 NEWS CONFERENCES A news conference is a pre -scheduled event intended to highlight a newsworthy event, such as a promotion or the opening of a new municipal facility; news conferences can also be used when a representative of the City desires to make a public appearance. The Mayor will determine the purpose and scope of the conference. Specific information should not be released prior to the conference. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** News Media and Community Relations - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual News Media and Community Relations The [PIO]'s responsibilities should include: (a) Preparing a news release and/or a prepared statement for the city spokesperson. (b) Making arrangements for the site, obtaining required equipment, arranging for availability of the news release, identifying photo locations, and providing escorts, as necessary. (c) Notifying the appropriate city personnel of the date, time, and location of all news conferences. The conference may include a moderator or the [PIO], who should make introductory remarks and introductions, assist with any question -and -answer period that may follow, and conclude the conference. City personnel attending the news conference should wear clothing, including dress uniforms, if applicable, as specified in the Dress Code Policy. Attendance requirements will be determined by the Mayor. 1103.6 TRAINING The [PIO] should receive periodic training in protocols, media relations, and crisis communication. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** News Media and Community Relations - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Records Maintenance and Release 1200.1 PURPOSE AND SCOPE This policy provides guidance on the maintenance and release of city records. Protected information is separately covered in the Protected Information Policy. 1200.2 POLICY The City is committed to providing public access to records in a manner that is consistent with state public records laws. 1200.3 CITY CLERK The City Clerk -is appointed by the City Council. 8 a :The responsibilities of the City Clerk include but are not limited to: (a) Managing the records management system for the City, including the retention, archiving, release, and destruction of city public records. (b) Maintaining and updating the city records retention schedule, including: 1. Identifying the minimum length of time records must be kept. 2. Identifying the city responsible for the original record. (c) Establishing rules regarding the inspection and copying of public records as reasonably necessary for the protection of such records. (d) Identifying records or portions of records that are confidential under state or federal law and not open for inspection or copying. (e) Establishing rules regarding the processing of subpoenas for the production of records. (f) Ensuring the availability of a current schedule of fees for public records as allowed by law. (g) Preparing and making available to the public the records request process, to include the cost of inspecting or obtaining copies. 1200.4 PROCESSING REQUESTS FOR PUBLIC RECORDS Any employee who receives a request for any record shall route the request to the City Clerk or the authorized designee. 1200.4.1 REQUESTS FOR RECORDS The processing of requests for any record is subject to the following: (a) All requests should be made in writing or on a form supplied by the City. (b) Clarification may be sought if the request is unreasonably broad or unclear. (c) Inspection of records should be during regular business hours unless otherwise authorized by the City Clerk. Copyright Lexipol, LLC 2025/12/11. All Rights Reserved. ***DRAFT*** Records Maintenance and Release - 1 Published with permission by City of Rexburg City of Rexburg �h����/1��'\�� Government Policy Manual J .I_A Cj L Records Maintenance and Release harassment, or retaliation, until the investigation is complete or is made part of the official record of any hearing or court proceeding. (d) Certain 9-1-1 records. (e) Audio and video recordings obtained through use of body -worn cameras by law enforcement officers, except as provided by statute. (f) Certain concealed firearm license/permit information of an applicant. (g) Records concerning security plans, procedures, assessments, measures, or systems, and other records relating to the security of persons, structures, facilities, infrastructure, or information technology systems that could reasonably be expected to be detrimental to the public's safety or welfare. (h) Records pertaining to strategy or negotiations related to labor relations, employment contracts, or collective bargaining and related arbitration proceedings. (i) Drafts, notes, recommendations, or intra-govern mental memorandums pertaining to the development of resolutions, regulations, statements of policy, management directives, ordinances, or amendments prepared by or for the City. Q) Records where disclosure would be detrimental to the best interests of the public. (k) Records pertaining to pending or potential litigation that are not records of any court. (1) Any other information that may be appropriately denied by federal or state law. 1200.6 SUBPOENAS AND DISCOVERY REQUESTS Any employee who receives a subpoena duces tecum or discovery request for records should promptly contact a supervisor and the City Clerk for review and processing. While a subpoena duces tecum may ultimately be subject to compliance, it is not an order from the court that will automatically require the release of the requested information. Generally, discovery requests and subpoenas should be referred to the City Attorney-of##►e authorized designee. All questions regarding compliance with any subpoena duces tecum or discovery request should be promptly referred to the -or legal counsel so that a timely response can be prepared. 1200.7 RELEASED RECORDS TO BE MARKED Each page of any written record released pursuant to this policy should be stamped in a colored ink or otherwise marked to indicate the city name and to whom the record was released. Each audio/video recording released should include the city name and to whom the record was released. 1200.8 SECURITY BREACHES Employees who become aware that any city records system may have been breached should notify the City Clerk as soon as practicable. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Records Maintenance and Release - 3 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Protected Information 1201.5 RELEASE OR DISSEMINATION OF PROTECTED INFORMATION Protected information may be released only to authorized recipients who have both a lawful right to know and need to know. An employee who is asked to release protected information that should not be released should refer the requesting person to a supervisor or to the City Clerk for information regarding a formal request. 1201.6 SECURITY OF PROTECTED INFORMATION The Chief Information Officer (CIO) should oversees the security of protected information, including: (a) D developing and maintaining security practices, procedures, and training. (b) Maintaining compliance with any federal, state, and local requirements pertaining to the security of protected information. (c) Establishing procedures to provide for the preparation, prevention, detection, analysis, and containment of security incidents, including cyberattacks. (d) Tracking, documenting, and reporting all breach of security incidents pursuant to the incident reporting procedures and contacting appropriate authorities (see the Cybersecurity Policy). 1201.6.1 EMPLOYEE RESPONSIBILITIES Employees accessing or receiving protected information shall ensure the information is not accessed or received by persons who are not authorized to access or receive it. This includes not leaving protected information, such as documents or computer databases, accessible to others when it is reasonably foreseeable that unauthorized access may occur (e.g., on an unattended table or desk, in or on an unattended vehicle, in an unlocked desk drawer or file cabinet, on an unattended computer terminal). 1201.7 TRAINING All employees authorized to access or release protected information shall complete a training program that complies with any protected information system requirements and identifies authorized access and use of protected information, as well as its proper handling and dissemination. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Protected Information - 2 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Appendix D: Department Heads 1303.1 Department Title Building Building Official Cultural Arts Cultural Arts Director Customer Services City Clerk Economic Development Economic Development Director Financial Management Chief Financial Officer & Treasurer Geographic Information Systems* GIS Manager Human Resources Human Resources Director Information Technology Chief Information Technology Officer Legal City Attorney Parks/Golf Parks and Recreation Director Police Police Chief Planning City Planner Public Works Chief Engineer/Public Works Director Recreation Parks and Recreation Director *GIS Manager is jointly appointed by the City and County. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Appendix D: Department Heads - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Appendix C: FLSA Exempt Positions 1302.1 Department Position Building Building Official Cultural Arts Cultural Arts Director Economic Development Economic Development Director, Economic Development Assistant Engineering City Engineer, Staff Engineer Financial Management Chief Financial Officer, Deputy Treasurer/Controller GIS GIS Manager, GIS Analyst I, GIS Analyst II HR Human Resources Director IT CIO, IT Systems Administrator, IT Operations Manager, IT Support Center Lead Technician Legal City Attorney, Deputy City Attorney Parks and Recreation Parks and Recreation Director, Parks_ Manager Supewiser, Parks Assistant Manager Supewiser , Recreation Aquatic Center/Facilities Coordinator/ Manager, Recreation Event/Facilities Coordinator/ Manager Golf Golf Pro, Ground Maintenance Manager Planning and Zoning Planning Director Police Chief, Assistant Chief, All Lieutenants Reereetien Public Works Public Works Director, Assistant Director, Building Maintenance Coordinator, Asset Management System Administrator Streets Street Foreman Water Water Foreman Wastewater WW Treatment Foreman, WW Treatment Assistant Foreman, WW Collection Foreman Copyright Lexipol, LLC 2025112/11, All Rights Reserved. ***DRAFT*** Appendix C: FLSA Exempt Positions - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Appendix D: Department Heads 1303.1 Department Title Building Building Official Cultural Arts Cultural Arts Director Customer Services City Clerk Economic Development Economic Development Director Financial Management Chief Financial Officer & Treasurer Geographic Information Systems* GIS Manager Human Resources Human Resources Director Information Technology Chief Information Technology Officer Legal City Attorney Parks/Golf Parks and Recreation Director Police Police Chief Planning City Planner Public Works Chief Engineer/Public Works Director Recreation Parks and Recreation Director *GIS Manager is jointly appointed by the City and County. Copyright Lexipol, LLC 2025112/11, All Rights Reserved. ***DRAFT*** Appendix D: Department Heads - 1 Published with permission by City of Rexburg City of Rexburg Government Policy Manual Appendix E: Certifications That Merit A Step -Raise Fundamental Payroll Certification (FPC) Certified Payroll Professional Payroll_ Clerk (CPP l Geographic Information Systems none Human Resources PSHRA-SCP, -or PSHRA-CP, SHRMCP or SHRMSCP All FT Personnel Information Technology Only one certification related step -raise would be awarded within a 24 month period. The City of Rexburg will reimburse the employee for the cost of passed exams up to $750 in the 24 month period. Some professional development funds may be available to assist employees with the cost of education. The employee who receives professional development assistance from the City of Rexburg, must continue employment with the City for 12 months from the date of the most recent disbursement related to the certification or be subject to reimburse the City for the expenses. All step -raises are 4% unless otherwise noted. • CompTIA Network+ (2%) • HP FlexNetwork Architect • Cisco Certified Network Administrator (CCNA) • Cisco Certified Network Professional (CCNP) • Cisco Certified Internetwork Expert (CCIE) • Juniper Networks Certified Associate - Junos (JNCIA-Junos) • Juniper Networks Certified Specialist Enterprise Routing and Switching (JNCIS-ENT) • Certified Wireless Network Administrator (CWNA) • Certified Wireless Design Professional (CWDP) • Fortinet NSE • CompTIA Security+ (2%) • Certified Ethical Hacker • GIAC Security Essentials • Microsoft Certified Solutions Associate (MCSA) • Microsoft Certified Solutions Expert (MCSE) • CompTIA Linux+ (2%) • CompTIA Server+ (2%) Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Appendix E: Certifications That Merit AStep- Published with permission by City of Rexburg Raise - 2 City of Rexburg Government Policy Manual Appendix E: Certifications That Merit A Step -Raise Road Scholar All personnel WasteWater Department Treatment Class I All personnel Treatment Class II All personnel Treatment Class III up to 3 approved by PWD Treatment Class IV up to 3 approved by PWD Collection I All personnel Collection II All personnel Collection III up to 3 approved by PWD Collection IV up to 3 approved by PWD Laboratory Technician 1 2 Laboratory Technician II 2 City of Rexburg Wastewater Treatment and Collection Departments will give up to a maximum of 4 applicable certification 4% increases for all personnel. Grade changes are only available as positions are open. Above is a list of positions. Water Department Operations Class I All personnel Back Flow up to 3 approved by PWD Operations Class II All personnel Operations Class III All personnel Operations Class IV Foreman and Leads City of Rexburg Water Department wiflgive -up to a maximum-of-3 applicable certification 4°' mner..,.ses for all personnel: G grade changes are only available as positions are open. Above is a list of positions. Copyright Lexipol, LLC 2025/12/11, All Rights Reserved. ***DRAFT*** Appendix E: Certifications That Merit A Step - Published with permission by City of Rexburg Raise - 4