APPENDIX E – MUNICIPAL POLICIES

NOTE: The charter ordinances included in this appendix are for informational purposes only. Each of them contains the substance as passed by the city governing body, but enacting clauses, publication clauses and signatures have been omitted. Complete copies of each ordinance as passed are on file in the office of the city clerk. Copies of charter ordinances also are on file with the secretary of state. Date of passage is shown in parentheses at the end of the text.

 


Introduction. 1

1. Policy Code Development Process. 1

BACKGROUND.. 1

PURPOSE. 1

POLICY   1

PROCEDURE. 1

2. Economic Development Tax Exemption Policy Statement 2

3. Cross Connection Control Policy. 9

BACKGROUND.. 9

PURPOSE. 10

POLICY   10

INFORMATIVE DATA.. 11

4. Abatement of Penalty on Utility Bill 13

BACKGROUND.. 13

PURPOSE. 13

POLICY   13

5. Street Lighting That Benefits Private Property  14

BACKGROUND.. 14

PURPOSE. 14

POLICY   14

6. Extension of Utilities. 14

7. Major Snowstorm Clearance Procedures. 14

PURPOSE. 14

POLICY   14

8. Annexation. 15

BACKGROUND.. 15

POLICIES. 15

PROCEDURES. 15

9. Vacation Policy. 17

10. Domestic Violence. 17

POLICY   17

PROCEDURES. 17

K.S.A. 22-2401---ARREST BY LAW ENFORCEMENT OFFICER   18

DISPATCHER PROCEDURES. 18

RESPONDING OFFICER’S PROCEDURES. 18

COURT ORDERS. 20

BOOKING PROCEDURE. 20

INFORMATION FOR VICTIMS OF DOMESTIC VIOLENCE  21

ADULT ABUSE INFORMATION.. 23

11. Severe Weather Procedures. 23

PURPOSE. 23

12. Hillsboro Police Department Firearms Policy. 24

PURPOSE. 24

DEFINITION AND AUTHORITY.. 24

DISCLAIMER.. 24

FIREARMS RESTRICTIONS AND AUTHORIZED FIREARMS USE  24

PROHIBITED DISCHARGE OF FIREARMS. 24

DEPARTMENTAL REGULATIONS. 25

FIREARMS STANDARDS. 25

DEVIATION.. 25

13. Uniform Policy. 25

PURPOSE. 25

POLICY – POLICE DEPARTMENT. 25

POLICY – STREET, ELECTRIC, WATER, SEWER AND REFUSE DEPARTMENTS. 26

14. Commercial Drivers Licenses. 26

PURPOSE. 26

POLICY   26

15. Reserve a Dump Truck. 26

PURPOSE. 26

POLICY PROCEDURES. 26

RULES  26

16. Call Back Time for Police Officers. 28

POLICY   28

COMPENSATION.. 28

DISCIPLINARY ACTION.. 28

17. Hillsboro Municipal Pool Policy. 28

PURPOSE. 28

GENERAL POOL RULES. 28

18. Issuance of Industrial Revenue Bonds. 29

PURPOSE. 29

SECTION 1. 30

19. Health Insurance Coverage. 39

PURPOSE. 39

POLICY   39

20. Public Overnight Campground Facility. 40

PURPOSE. 40

POLICY   40

21. Self-service Vehicles. 40

PURPOSE. 40

POLICY   40

22. Rules & Regulations – City Owned Buildings  40

PURPOSE. 40

POLICY   40

23. Blood-Borne Pathogens: As Mandated by OSHA   42

PURPOSE. 42

POLICY   42

24. Minimums Standards for Pavement Design. 47

PURPOSE. 47

BACKGROUND.. 47

POLICY – URBAN STREETS. 47

POLICY – SUBURBAN STREETS. 48

25. Additional Requirements for Submitting Plats to the City of Hillsboro. 50

BACKGROUND.. 50

PURPOSE. 50

POLICY   50

26. Prohibiting use of City facilities after working hours by the public or City employees for personal use. 50

PURPOSE. 50

POLICY   50

27. Non-Discrimination on the Basis of Disability. 51

PURPOSE. 51

POLICY   51

28. Payment of Consultation Services. 51

PURPOSE. 51

POLICY   51

29. Accident Investigation. 51

OBJECTIVE. 51

RESPONSIBILITIES. 51

PROCEDURES. 52

30. Meeting Attendance and Travel Expenses. 55

PURPOSE. 55

POLICY   56

31. Filing Claim Against the City for Damages/Injury  56

PURPOSE. 56

POLICY   56

32. Wrecked/Stored Vehicle Impound Fee. 59

PURPOSE. 59

POLICY   59

33. Charges for Mowing Private Property. 59

PURPOSE. 59

BACKGROUND.. 59

POLICY   59

34. Procedures Regarding Returned Checks. 59

PURPOSE. 60

35. City Personnel Required to Perform On-Call/Stand-by as Part of their Duty Requirements. 60

PURPOSE. 60

36. Giving References on Former or Current Employees of the City of Hillsboro. 60

PURPOSE. 60

POLICY   60

37. Fuel Purchases. 60

PURPOSE. 60

POLICY   60

38. Drug-Free Workplace. 61

PURPOSE. 61

POLICY   61

39. Sidewalk Replacement Policy. 62

PURPOSE. 62

POLICY   62

40. Internet & Software Policy. 63

PURPOSE. 63

POLICY   63

41. Invitations for Christmas Party/Purchase of Christmas Gifts  63

PURPOSE. 63

POLICY   63

42. Christmas Light Rebate. 64

POLICY   64

43. Level Payment Plan. 64

PURPOSE. 64

POLICY   64

44. Longevity Pay. 65

PURPOSE. 65

POLICY   65

45. Wiring for electric power, street lights, telephone service and cable television. 66

PURPOSE. 66

POLICY   66

46. Residential Water Services. 66

PURPOSE. 66

POLICY   66

47. Renting City Owned Equipment to Private Individuals  66

PURPOSE. 66

POLICY   66

48. Time Frame for Keeping Audio & Video Tapes  66

POLICY   66

49. Purchasing Policy. 67

PURPOSE. 67

POLICY   67

50. Messages on Community Marquee. 67

PURPOSE. 67

POLICY   67

51. Safety Committee Bylaws. 68

PURPOSE. 68

POLICY   68

52. Loss Control Policy. 68

PURPOSE. 68

POLICY   69

53. Hazard Communication Program.. 69

PURPOSE. 69

POLICY   69

54. HFD Standard Operating Procedures. 72

PURPOSE. 72

POLICY   72

55. Self-Inspection Program.. 76

PURPOSE. 76

POLICY   77

56. Personal Protective Equipment 77

PURPOSE. 77

POLICY   77

57. Loss Control Policy. 77

GOVERNING BODY STATEMENT. 78

EXECUTIVE MANAGEMENT ADOPTION STATEMENT  78

58. Return of Utility Deposits. 79

PURPOSE. 79

POLICY   79

59. Driveway Approaches. 79

PURPOSE. 79

POLICY   79

60. Lockout/Tagout 79

PURPOSE. 79

APPLICATION OF CONTROL MEASURES. 81

SPECIAL INSTRUCTIONS FOR PERSONNEL COVERED BY THE ELECTRICAL LOCKOUT/TAGOUT STANDARD   81

61. Trenching & Excavation. 83

(Call 1-800-DIG-SAFE before doing any digging) 83

SOIL TYPE IDENTIFICATION.. 83

WE HAVE A CHOICE. 84

SLOPING   84

SHORING   84

INSTALLING THE PROTECTION.. 85

SUPERIMPOSED LOADS. 85

AFTER THE WORK IS COMPLETED.. 86

SPECIAL PRECAUTIONS. 86

INSPECTIONS. 86

QUICK EXITS. 86

62. Confined Space Procedure. 87

PURPOSE. 87

SCOPE  87

OTHER DEFINITIONS. 88

IDENTIFICATION OF CONFINED SPACES. 88

ENTRY PROCEDURES. 88

CONTRACTORS. 89

Attachment 1. 89

Attachment 2. 89

Attachment 3. 90

Attachment 4. 90

Attachment 5. 91

CONFINED SPACE ENTRY PERMIT. 92

Procedures for Atmospheric Testing in Confined Spaces1 92

63. Respiratory Protection. 92

INTRODUCTION.. 92

POLICY   92

SCOPE  93

PREREQUISITES. 93

RESPONSIBILITIES. 93

PROCEDURES. 94

APPENDIX B.. 96

APPENDIX D.. 97

APPENDIX F. 98

64. Delinquent Bills/State Set-off Program.. 100

PURPOSE. 100

POLICY   100

65. Holiday Hours Paid. 101

PURPOSE. 101

POLICY   101

66. Placing of Special Assessments on Undeveloped Land  101

PURPOSE. 101

BACKGROUND.. 101

POLICY   101

67. Purchasing Policy. 101

OBJECTIVE. 101

POLICY   101

68. Accountability for Safety. 101

PURPOSE. 101

SCOPE  102

RESPONSIBILITIES. 102

DISCIPLINARY PROCEDURES. 104

MONITORING RESULTS. 104

SAFETY REMINDER NOTICE. 105

69. Return to Work. 105

70. Aquatic Center Admission Policy. 106

OBJECTIVE. 106

POLICY   106

71. Aquatic Center Events and Programming Policy  107

OBJECTIVE. 107

POLICY   107

72. Donations. 107

PURPOSE. 107

POLICY   108

74. Residency. 108

POLICY   108

75. Payment by city of insurance claims denied by city insurer  108

PURPOSE. 108

BACKGROUND.. 108

POLICY   108

76. Bill Stuffers Included in City Utility Bills. 108

PURPOSE. 108

POLICY   108

77. Procedures for the write-off of accounts receivable  108

PURPOSE. 108

POLICY   108

78. Formalized Stretching Program for Fire & Police Departments  109

PURPOSE. 109

POLICY   109

INTRODUCTION TO STRETCHING.. 109

79. Procedures replacing utility service connections when the connection does not meet property owner requirements. 118

PURPOSE. 118

POLICY   118

80. Substance Abuse Policy. 118

INTRODUCTION.. 118

PURPOSE. 118

SCOPE  119

SUBSTANCE ABUSE POLICY DISSEMINATION.. 119

DEFINITIONS. 119

DRUG/ALCOHOL USE PROHIBITIONS. 120

TESTING   120

DISCIPLINARY ACTION.. 123

EMPLOYEE ASSISTANCE PROGRAM... 124

INVESTIGATION.. 124

ARREST OR CONVICTION FOR ALCOHOL/DRUG RELATED CRIME  124

CONFIDENTIALITY.. 125

DRUG-FREE AWARENESS PROGRAM... 125

APPLICANT DRUG AND ALCOHOL TESTING  CONSENT AGREEMENT  125

PRE-EMPLOYMENT INFORMATION FORM... 126

LAST CHANCE AGREEMENT. 127

ACKNOWLEDGEMENT BY EMPLOYEE. 127

81. Cell Phone Use. 128

PURPOSE. 128

POLICY   128

82. Procurement Policy. 128

I.            PURCHASING AGENT DESIGNATED.. 128

II.           DUTIES GENERALLY.. 128

III.          REQUISITIONS AND ESTIMATES. 129

IV.         CONFLICT OF INTEREST. 129

V.           CONFLICT OF INTEREST - OFFICERS AND EMPLOYEES NOT TO DEAL WITH CERTAIN ENTITIES. 129

VI.         CONFLICT OF INTEREST – PENALITIES. 129

VII.        GIFTS AND REBATES. 129

VII.        METHODS OF PROCUREMENT. 130

IX.         SPECIFIC BIDDING PROCEDURES. 132

X.           COOPERATIVE PROCUREMENT. 132

XI.         AMENDED POLICY.. 133

83. Civil Rights/Fair Housing Policy. 133

86. School Farm Application Review Guidelines. 133

PURPOSE. 133

POLICY   133

87. Hazard Communication Standard/Global Harmonized System   134

PURPOSE. 134

HAZARD COMMUNICATION PROGRAM... 135

HAZARD COMMUNICATION INFORMATION & TRAINING   138

TRAINING & INFORMATION ACKNOWLEDGEMENT  139

HAZARDOUS MATERIALS IDENTIFICATION SYSTEM (HMIS) GUIDE  139

88. Procedures for doing utility shut-offs with customers who have a medical need for electricity and are delinquent on their utility bill. 140

PURPOSE. 140

POLICY   140

89. Procedures for dealing with employees who travel out of state during COVID-19 restrictions. 141

PURPOSE. 141

POLICY   141

90. Fleet and Vehicle Policy. 141

91. Use of Social Media. 143

92. Record Retention. 145

Record Retention Schedule - Cash Management 145

Record Retention Schedule - Central Accounting. 146

Record Retention Schedule - City Clerk. 148

Record Retention Schedule - Human Resources. 154

Record Retention Schedule – Municipal Court 155

93. Electrical Service Disconnection Policy. 155

SERVICE TERMINATION LETTER.. 156

94. Development of Housing Units. 157

95. Public Comments. 157

CONSENT AGENDAS. 159

ITEMS CONSIDERATION PROCESS. 159

96. Use of Third-Party Collections Agencies. 159

97. Electric Vehicle Chargers for Commercial Auto Sales  160

98. Infinity Fitness Facility Memberships for Employees  160

99. Hillsboro Municipal Golf Course Memberships  161

100. Rules & Regulations for Rental of City-Owned Buildings  161

POLICY   161

RENTAL RATES AND RULES. 162

101. Dumpster Policy. 163

RULES AND REGULATIONS. 163

RENTAL RATES. 163

102. Installation of Lightning Arresters. 163

Installation Locations: 164

Implementation Guidelines: 164

Review and Revision: 164

Compliance: 164

103. Vegetation Management Policy. 164

Objectives: 164

Practices: 165

Training and Education: 165

Compliance and Auditing: 165

Policy Review: 165

Policy Enforcement: 165

104. Wildlife Preservation Policy. 166

Legal Compliance: 166

Environmental Impact Assessments: 166

Avian Protection: 166

Nesting and Breeding Season Protocols: 166

Employee Training and Awareness: 166

Reporting and Incident Response: 166

Continuous Improvement: 166

105. Distribution Circuit Inspection Programs. 166

Implementation: 167

Review and Revision: 167

Compliance: 167

106. Guidelines for Performing Thermographic Circuit Inspections  167

Implementation: 168

Review and Revision: 168

Compliance: 168

107. Quinquennial Distribution Assessment Report 168

108. City Vehicle Use Policy. 168

Scope  169

Eligibility. 169

Vehicle Use Guidelines. 169

Safe Driving and Conduct 169

Maintenance and Care. 169

Fueling Procedures. 170

Vehicle Security. 170

Personal Vehicle Use. 170

Disciplinary Action. 170

109. Food Trailer Rental Policy. 170

Purpose: 170

110. Hillsboro Community Childcare Center Utility Rates  172