Title
Request for Approval of Updates to Sworn, Civilian, and Drug and Alcohol Policies and Procedures Manuals (PPM).
Presenter:
Sara Frank, Assistant Director of Human Resources
Summary:
The Human Resources Department recommends updates to the Sworn and Civilian Policies and Procedures Manuals (PPM) to provide greater clarity for our employees and include more specific examples of acceptable and unacceptable behaviors. These updates will also ensure alignment with current legal requirements, supporting a clear and consistent understanding of workplace expectations. The detailed updates are attached, titled “2025 PPM Updates - Detailed Updates.” Removal of items are indicated with a strikethrough, while additions are indicated in bold.
Policies Include:
Civilian Policy 26 - Safety
Civilian Policy 32 - Formal Internal Complaint Resolution Process
Civilian Policy 33 - Unlawful Discrimination/Harassment/Retaliation
Civilian Policy 35 - Standards of Conduct
Civilian Policy 36 - Workplace Harassment and Violence
Civilian Policy 39 - Business Code of Ethics
Civilian Policy 43 - General Policies
Civilian Policy 44 - Discipline
Civilian Policy 45 - Appeal Procedure
Civilian Policy 46 - Pre-Deprivation and Pre-Termination Meetings
Civilian Policy 51 - Policy and Procedure Manual Modifications
Civilian Policy 52 - Tools and Equipment (Personal Usage of City-Owned)
Civilian Policy 53 - Information Technology Usage
Civilian Policy 55 - Employee Responsibilities for City Owned and Personal Vehicles for Business Use
Civilian Policy 59 - Charity Drives and Employee Solicitation
Sworn Policy 24 - Unlawful Discrimination/Harassment/Retaliation
Sworn Policy 26 - Formal Internal Complaint Process
Sworn Policy 27 - Standards of Conduct
Sworn Policy 29 - Business Code of Ethics
Sworn Policy 31 - Workplace Harassment and Violence
Sworn Policy 35 - Charity Drives and Employee Solicitation
Sworn Policy 41 - Nepotism
Sworn Policy 43 - Visitor(s) in the Workplace
Civilian/Sworn/Drug and Alcohol Manual - Disclaimer Update: Updated the verbiage to avoid potential claims that our personnel manual or internal policies create an express or implied contract or enforceable promise.
Civilian Policy 28 / Sworn Policy 19 - Workers’ Compensation: Adding clarifying language and defining terms to align this policy with practice and help clarify job and pay protections.
Civilian Manual Policy 49 - Release of Public Information / Civilian Manual Policy 50 - Open Records Act Compliance: The revisions aim to streamline the document, reduce ambiguity, and ensure alignment with legal and administrative standards for handling public records requests.
Background:
The Colorado Springs City Charter states that changes to the Personnel Policies and Procedures Manual must be approved by City Council.
Previous Council Action:
N/A
Financial Implications:
N/A
City Council Appointed Board/Commission/Committee Recommendation:
N/A
Stakeholder Process:
Each of the proposed updates has been reviewed and approved by affected departments, as well as the City Attorney’s Office and the Mayor’s Office. The updates have also been emailed and posted on the City’s intranet site for a 10-day employee review and comment period.
Alternatives:
N/A
Proposed Motion:
Approval of updates to the Policies and Procedures Manuals.
Summary of Ordinance Language
N/A