CMD’s

Question 1

CMD 002: how to properly report, personal injury/property damage accidents involving city, property or personnel.

Answer 1

1. Notify owner or person in charge of property/involved
2. Exchange information of all parties involved/vehicles
3. Notify police and your supervisor and accident has occurred.
4. Minor property damage only you may make a statement at the scene. If the accident is a serious accident involving physical injuries, do not make any statements at the scene as it is against policy of the city.
5. do not admit liability under any circumstances, and do not discuss your accent with anybody except the city attorney.
6. Complete accident notice form and file within 48 hours to the city attorneys office and keep one copy for department file.
7. File vehicle, and equipment damage report

Question 2

CMD 003: overnight use of city vehicles

Answer 2

Eligible employees are those whose responsibilities involve emergency services who are regularly subject to call.

Or an employee authorized to use a government pool car overnight for city business.

1. The vehicle will not be used for personal business.
2. Offstreet parking must be provided and the vehicle parked off the street when at the place of residence.

Question 3

CMD 007: authorized leave of absence without pay- 5 days or more

Answer 3

1. All sick leave and CTO balances must be exhausted first.
2. complete a “leave of absence” request form five days in advance. Medical requests must be supported by a doctor note.
3. forward to HR

Question 4

CMD 008: Domestic partner eligibility for benefits

Answer 4

Domestic partner is two adults, 18 or above, involved in an intimate relationship, living together, and have agreed to be jointly responsible for basic living expenses.

1. Complete the city of Santa Clara forms “declaration of domestic partnership, statement of financial liability, declaration of eligibility for economically, dependent children” with human resources.
2. notify HR immediately once the partnership has terminated.

Question 5

CMD 009: employee assistance program

Answer 5

The employee assistance program is to help employees resolve, a wide range of personal problems that can having a negative effect on an employees job performance. This policy applies to all employees of the city and their eligible dependents.

These problems include financial problems, loneliness, family, violence, parenting issues, alcoholism, substance and drug abuse, legal problems, physical, mental, and emotional illness, identity, problems, and midlife or career crisis.

No employee can be required to participate.

Confidential records will not be released without expressed written permission.

No employee will have job security or promotional opportunities jeopardized by request for treatment.

The EAP is offered at no cost to the employee unless referred to a healthcare provider.

Self Referral or Supervisory Referral.

Question 6

CMD 012: citizen complaints and/or service requests

Answer 6

Phone complaints 1. Record all pertinent information. Attempt to obtain the citizens name and address or telephone number. Let them know that names will be kept confidential.

2. Direct the complaint to the appropriate person in your department for investigation/response.
3. Respond to citizen within 48 hours if possible.

Written complaints
1. After the investigation has been completed, a letter of response shall be prepared to the citizen.

Question 7

CMD 013: public records request

Answer 7

Identify if there are any legal questions or issues involved with the request.

See if the request can be processed within 10 days Or request a time extension.

Question 8

CMD 017: recovery of expenses for civil court subpoenas

Answer 8

The employee shall receive the salary they are normally entitled to, travel time to and from the court, time while they are required to remain at court, and the necessary and reasonable travel expenses incurred to comply with the subpoena.

1. Notify city attorneys office immediately after receipt of subpoena.
2. Shall demand witness fees at the times Subpoena is served.
3. If witness fees are not tendered, the city employee shall not accept service.
4. Service is by personal service or delivering two copies to their immediate supervisor at the city.
5. If the expenses are less than the amount tendered, the excess amount must be refunded by the city to the party issuing the Subpoena.
6. All expenses will be forwarded to finance.

Question 9

CMD 021: use of city vehicles

Answer 9

1. Seatbelts at all times.
2. Immediately report, any vehicles found to be mechanically, unsafe, damaged, or dirty.
3. Take vehicles to authorized car wash.
4. For emergency gas outside of city limits or off duty., Obtain a receipt and return it to automotive services for a cash voucher to be paid by finance.

Question 10

CMD 025: jury duty

Answer 10

1. Upon receipt of notice, notify supervisor
2. Provide proof of jury duty for payroll
3. Submit for mileage reimbursement if personal vehicle was used
4. All fees received shall be submitted to finance

Question 11

CMD 027: funeral escorts

Answer 11

PD will not provide funeral escorts unless the service is of such a magnitude or nature that would seriously impact traffic safety on roadways within city limits.

PD will provide funeral escort services for:

elected city officials and immediate family

emergency service personnel

employees of the city

members of boards and commissions

other officials.

Question 12

CMD 030: standards for sick leave use

Answer 12

To be used for an employee illness, illness in the immediate family, or to augment Worker’s Comp. benefits for job related injuries/illnesses.

1. Must notify supervisor before start of shift and why
2. If abuse is suspected (more than 7 in a 12 month period):

-require a doctors note

-deny the use of vacation/CTO in lieu of sick

-issue written warning

-Document on yearly appraisal form

-Require employee to undergo fitness for Duty exam

-initiate, formal disciplinary action

Doctors notes, family sick leave, and a verifiable family death are not to be included

Question 13

CMD 031: personal business during working hours

Answer 13

Conduct business on your own time unless approval from your supervisor

Question 14

CMD 034: COVID-19 vaccinations

Answer 14

The city will provide up to two hours of paid release time for the first and second dose of the vaccine for a total of four hours max while conducted during their work shift. No overtime is approved.

Question 15

CMD 035: smoking in the workplace

Answer 15

-smoking is prohibited inside all city owned or controlled facilities

-No smoking in city vehicles

-no smoking within 20’ of a public building

Question 16

CMD 036: injury, and illness prevention program

Answer 16

City of Santa Clara Central safety committee:

Lt. (Training Officer)

POA representative

Public Safety Non-Sworn Association rep

Monthly meetings to review accident/illness reports

Uphold Cal/OSHA Standards

Question 17

CMD 037: use of hands-free device while driving

Answer 17

Extends to all employees.

City shall provide hands free devices.

Operators of authorized emergency vehicles during the course of employment are exempt.

Question 18

CMD 046: flexible work schedules

Answer 18

-Can’t make you eligible for premium pay/overtime/shift differential

-Can’t produce disruption or division of the department

Submit written request to revise your work schedule through your supervisor at least 30 days prior

Question 19

CMD 047: on the job personnel grievances

Answer 19

1. Informal review with immediate supervisor and employee. If this fails to resolve the matter, then the grievances to be set down in writing and directed to the department head for formal action.
2. they shall investigate and attempt to solve the problem by informal means. Should this fail their recommendations to the grievance will be forwarded to the department head within five working days from the date the grievance was filed.
3. Dept. head shall review the entire case in a meeting with the aggrieved employee and the employees representative to help resolve the problem.
4. Within five working days, the department head shall personally present to the employee their decision in writing. if resolved, all material shall be forwarded to records and benefits. If not resolved, all material shall be forwarded to the municipal employee relations officer, (MERO).
5. Within five working days the MERO officer shall meet with all parties concerned to resolve the grievance. A decision shall be reached within five working days of the meeting and presented in writing to the department head to give to the employee that it is either resolved or not. If not resolved, all materials shall be directed to the city manager.
6. 15 working days- the city manager will submit their final decision to the department head.
7. Within seven days of receipt of final decision by the city manager, the aggrieved employee may file with the secretary of civil service, commission, a written appeal. Upon conclusion of their investigation, the board shall present to the city manager of their findings and recommendations, which shall not be binding on the city manager. The complete file will be forwarded for filing in the aggrieved employees personnel folder.

Question 20

CMD 051: employment other than city duty

Answer 20

1. Prohibited from outside employment that is detrimental to the good of the city.
2. Refusal to work overtime or report for callback duty because of a conflict with outside employment shall be cause for dismissal.
3. City manager may authorize employment that does not conflict with city employment.
4. To prevent conflict of interest departments will not employ the services/firms owned or managed by city employees.
5. Complete the city “request for approval form“ and submit to supervisor to HR.

Question 21

CMD 059: return to Duty following injury or illness

Answer 21

In the absence of five work shifts are 40 hours or more due to illness obtain a medical release from your treating physician. It may be possible to return to a modify duty assignment without a release to full duty.

Question 22

CMD 067: gifts and favors

Answer 22

If the gift can’t be declined it should be donated to charity.

No gifts $20 or more in value from one source in a calendar year

Should not let themselves be treated to meals or discounted meals.

Question 23

CMD 068: block party requests

Answer 23

Request filed in writing two weeks in advance, along with permit for request for outdoor amplification of music. To include petition, signed by all residents affected. Submitted to chief‘s Office, fire, and streets for review.

Question 24

CMD 078: personal use of city phones

Answer 24

Shall not be used for outgoing Non-Emergency personal calls.

Also refer to city code of ethics

Question 25

CMD 082: political activities of public employees

Answer 25

1. Cannot directly or indirectly, solicit political funds.
2. Cannot participate in political activities representing the city of Santa Clara
3. Engage in activities during work hours are on the premises
4. Use authority to influence another employee.

Question 26

CMD 086: reporting of industrial injuries/illnesses

Answer 26

1. Report to supervisor immediately and complete the appropriate forms.
2. Provide employee with claim form within 24 hours date of knowledge of injury

Question 27

CMD 087: workplace security

Answer 27

1. Refrain from threats/acts of violence
2. No knives or firearms allowed on city property unless needed for work
3. Report any violations to the immediate supervisor
4. supervisors take immediate action to investigate any violation and document the incident

Question 28

CMD 088: vehicle backing procedure

Answer 28

The number one source of accidents.

Operator must assure their path of travel is free of obstructions that may cause damage to property/life. No exceptions will be permitted.

Question 29

CMD 093: formal disciplinary action

Answer 29

Formal disciplinary action is defined as a suspension, termination, involuntary, demotion, or reduction and pay.

Peace officers procedural, Bill of Rights will take precedence over any conflicting provision of this CMD.

The City reserves the right to remove any employee immediately if they are deemed a hazard to themselves, fellow employees, city property, or they engaged in on the job offenses such as alcohol, drugs, theft, assault, moral, turpitude, or insubordination.

1. Consult with HR prior to initiating a disciplinary action.
2. Written notice of effective date, the sections violated, the acts committed, statement as to the rights of the employee, a notification of employees rights of appeal, a copy of civil service, rules, and regulations, and a place for the employee to sign and date.
3. submit to Human Resources who will forward to city manager.
4. If action is approved, notice shall be served on the employee at least 10 days prior to the effective date.
5. Following service of proposed discipline, employee may request a pre-disciplinary meeting with a representative of their choice. if no meeting is requested, the discipline becomes final.
6. employee may appeal any final disciplinary action with civil service.

Question 30

CMD 111: consumption of alcoholic beverages

Answer 30

1. No alcohol while on duty.
2. Anyone under the influence, while at work will be subjected to appropriate disciplinary action
3. Expect to maintain a condition of sobriety to function, normally and projected positive image of the city
4. If utilizing a city vehicle, the responsibility to maintain one’s sobriety shall be the individuals and be subject for disciplinary action with possible dismissal.

Question 31

CMD 113: dress and grooming code

Answer 31

1. Cal, OSHA and city safety rules will be met.
2. Uniforms are expected to be neat and clean when reporting for Duty.
3. Non-uniformed office/field employees should wear clothing suitable for business.
4. Hair shall be trimmed, so it’s not to interfere with job duties or jeopardize safety.

Question 32

CMD 116: use of city resources in non-confidential nature of information on city equipment

Answer 32

1. All city equipment and systems are the sole property of the city and to be used for business only.
2. Users do not have any expectation of privacy or confidentiality.
3. Each device that an authorized user connects to City networks and systems is subject to CMD 116.

Question 33

CMD 123: Native American remains

Answer 33

1. Notify supervisor immediately.
2. Supervisor shall notify the city engineer who will notify the county coroner and city manager. By law, the coroner has two days to examine the remains. if determined native American the coroner has 24 hours to notify the state native American heritage commission.
3. The commission will notify a most likely descendent to advise on disposition of remains. The city engineer shall work with the descendants to minimize further disturbance of remains.