City of Baltimore Administrative Manual

The Administrative Manual (AM) communicates official City policies and procedures that affect the City’s operations and its employees. By distilling provisions of <cite data-doc="City of Baltimore, Md., Charter">the City Charter</cite>, Board of Estimates policies and rules, Memoranda of Understanding and the decisions and directives of the City Administration, the published policies provide uniform and consistent operating rules. The AM includes only those policies and procedures applicable on a citywide basis. Policies and/or procedures that are developed by individual departments and agencies for their own use are not included in the AM. If an agency is exempt from the provisions of certain policies and procedures, it will not be cited in the AM.

The Bureau of the Budget and Management Research (BBMR) within the Department of Finance is responsible for the production of the AM, including drafting, revising, publishing, and withdrawing the AM’s policies and procedures. By virtue of this charge, BBMR determines the format, content, style, wording, and composition of all AM documents. All City agencies are responsible for recommending changes to existing policies and procedures on as as-needed basis. In addition, agencies tasked with the administration of a particular AM policy should perform periodic reviews and recommend updates to the policy and its procedures as necessary. BBMR will regularly survey agency points of contact about the need for updates. Responsibility for drafting, revising, and withdrawing human resources-related policies and procedures housed in the Personnel Section of the AM rests with the Department of Human Resources (DHR). Where appropriate, DHR will solicit input from the Office of the Labor Commissioner, the Law Department, and other interested stakeholders, when updating the content of the Personnel Section. In addition, BBMR will review DHR’s proposed changes to ensure quality and consistency, as it relates to the format, style, wording, and composition of the AM, as well as any financial implications.

Employees at all levels of the City government are responsible for ensuring compliance with the provisions of the Administrative Manual. Each city agency head must inform BBMR of any changes in their operations that affect an existing AM policy and/or policy section. City agency heads or their designees are also responsible for supplying necessary information requested by the Administrative Manual Section of the BBMR for the preparation and/or revision of AM documents.

The AM is issued by the BBMR. The most updated manual is published on the BBMR intranet: <a href="http://cobweb.baltimorecity.gov/bbmr/">http://cobweb.baltimorecity.gov/bbmr/</a> A printable PDF version of the manual is available on the intranet if bureau heads or employees have the need to access the hard copy of the Administrative Manual. Binders are available upon request at the print shop. The print shop order numbers for the red, 3-ring Administrative Manual Binders, which include dividers, are: <ul> <li>23-0380-5375-00 Volume 1 (3-inch)</li> <li>23-0380-5275-00 Volume 2 (2-inch)</li> </ul>

The Administrative Manual on the BBMR intranet site will be updated whenever new or revised policies are approved by the Board of Estimates. A broadcast detailing Manual updates will be emailed to all City employees. See additional details about the Administrative Manual Broadcast in <cite data-path="§AM-002-1-1">AM-002-1-1</cite>. Address correspondence about Administrative Manuals or policies to: Administrative Manual Section, Bureau of Budget and Management Research, Room 469, City Hall or call 410-396-5944.

This policy outlines Bureau of the Budget and Management Research’s (BBMR) process for requesting changes to the Administrative Manual (AM).

This policy concerns all communications, documents, personnel matters and related actions which must be considered and approved by the Board of Estimates.

Board Memo (see <cite data-path="§AM-101-1">AM-101-1</cite>) and accompanying documents submitted via email to <a href="mailto:BOE.submissions@baltimorecity.gov">BOE.submissions@baltimorecity.gov</a> <ul> <li>One copy of the Board Memo formatted in Microsoft Word and one copy of the Board Memo formatted in portable document format (.pdf) file with electronic signatures.</li> <li>Accompanying documents (agreements, grant agreements, release of retainage, etc.) formatted in portable document format (.pdf) file with electronic signatures. The accompanying documents should be in a single .pdf with the Board Memo.</li> </ul>

All requests for approval by the Board of Estimates must be submitted on City memo paper and be formatted as in <cite data-path="§AM-101-1-1">AM-101-1-1</cite> except for Expenditure Authorization Request forms, Travel Request forms, and the Bureau of Purchases' list of informal awards. The following are the areas to be discussed in the memo: <ul> <li>Action Requested by Board of Estimates;</li> <li>Amount of Money and Source of Funds;</li> <li>Background/Explanation; and</li> <li>MBE/WBE Participation - if applicable.</li> <li>1% for Public Art - if applicable.</li> </ul>

Prior to submission to the Board of Estimates, the agency must receive approval from the Bureau of the Budget and Management Research (BBMR) regarding all matters that involve expenditure of funds. An agency shall not submit an item to the Board that commits the City to expend funds unless BBMR certifies that the entire amount of funds stated in the item has been appropriated or is otherwise available to be expended by the agency. An agency shall not submit an item for conditional approval upon the future receipt or appropriation of funds. In accordance with <cite data-path="§AM-303-3">AM-303-3</cite>, any changes in the cost of an agreement, contract, or purchase require a change order or if applicable an amendment. All third-party contracts and/or legal documents which bind the City must be reviewed by the Department of Law for form and legal sufficiency. Agency heads must receive approval from the Department of Law prior to submission to BBMR for funding approval. The Department of Audits reviews grant awards to the City, subgrantee awards made by City agencies, consultant contracts, change orders, on-call contracts and medical payments. After review and approval by the Department of Audits, the request is placed on the Board of Estimates' agenda. Other areas may be reviewed at the discretion of the auditors or upon request by the Board of Estimates.

Submissions to the Board of Estimates should be made in a timely manner, i.e. prior to the execution of or effective date of the requested action. In those cases where it is not possible to obtain prior approval, a full explanation of the reason must be included in the letter or other request to the Board of Estimates with a copy forwarded to the Mayor's Office, attention of the Chief of Staff.

Agencies may not act upon their request to the Board of Estimates until the approved copy is received back from the Office of Comptroller's Office, normally within five (5) work days of the Board meeting. If the request has been disapproved, it is returned to the agency indicating disapproval.

The Office of the Comptroller prepares the agenda for the Board of Estimates. The Comptroller's office issues regulations regarding the deadline for submissions for the agenda, the manner in which items must be submitted, and the dates of Board meetings. The general rules are:

Items added to the published agenda of the Board of Estimates ("walk-ons") should be limited to emergencies where life or property is in jeopardy, confidential settlements of civil lawsuits, matters requiring immediate action to preclude loss of Federal or State funding, items requiring immediate subsequent approval of the Maryland Board of Public Works and matters of a similar nature. "Walk-ons" should not include routine items which are not on the agenda due to delays in the agency's administrative review and approval process. All requested "walk-ons" for the Administration must be submitted first to the Mayor's Office for review.

In the event of an emergency of such a nature that the public welfare would be adversely affected by awaiting the approval of the Board of Estimates, the Director of Finance, upon request by the head of the municipal agency involved, may proceed to obtain the supplies, materials, equipment, services or public works required without reference to the procurement procedures outlined in <cite data-doc="City of Baltimore, Md., Charter">the City Charter</cite>. A full report of any such action shall be promptly submitted to the Board of Estimates.

Agencies should not use letterhead when corresponding with the Board of Estimates. The official City MEMORANDUM (26-1418-5007) must be used.

This document provides updated contacts, mailing addresses, telephone and facsimile numbers, and postal delivery service information for City and City-related departments, committees and boards commissions, and frequently called City offices. It is the responsibility of the agency head or designee to inform the Bureau of the Budget and Management Research of any changes relative to this listing by writing to the Administrative Manual, BBMR, Re: <cite data-path="§AM-102-1">AM-102-1</cite>, Room 427, City Hall, Baltimore, 21202. Any errors will be rectified in the next scheduled policy update.

<table> <thead> <tr> <th> <u>AGENCY</u> </th> <th> <u>ADDRESS/PHONE/FAX</u> </th> <th> <u>POSTAL DELIVERY</u> </th> </tr> </thead> <tbody> <tr> <td> <p>ACCOUNTING &amp; PAYROLL</p> <p>SERVICES, BUREAU</p> <p>Tom Reese</p> <p>Chief</p> </td> <td> <p>M.E.C.U. Building</p> <p>401 E. Fayette St.</p> <p>(Dept. of Finance) 5th Floor</p> <p>(410) 396-3745</p> <p>(410) 396-3770 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Accounts Payable Division</p> <p>John Crout</p> <p>Accounting Manager</p> </td> <td> <p>401 E. Fayette St. 5th Floor</p> <p>(410) 396-3802</p> <p>(410) 396-3770 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Central Payroll Division</p> <p>John Bennett</p> <p>Manager, Central Payroll Division</p> </td> <td> <p>401 E. Fayette St. 8th Floor</p> <p>(410) 396-3760</p> <p>(410) 234-0914 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>AGING AND CARE SERVICES</p> <p>Arnold Eppel</p> <p>Director, Aging and CARE Services</p> </td> <td> <p>417 E. Fayette St., 6^th Floor</p> <p>(410) 396-4932</p> <p>(410) 385-0381 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>ARCHIVES &amp; RECORDS</p> <p>MANAGEMENT (Dept. of</p> <p>Legislative Reference)</p> <p>Rebecca Gunby, Archivist &amp;</p> <p>Records Management Officer</p> </td> <td> <p>2615 Mathew Street</p> <p>(410) 396-3884</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>AUDITS, DEPARTMENT OF</p> <p>Comptroller’s Office</p> <p>Robert McCarty</p> <p>City Auditor</p> </td> <td> <p>City Hall</p> <p>Room 321</p> <p>(410) 396-4783</p> <p>(410) 545-3961 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>BALTIMORE CITY BOARD OF</p> <p>SCHOOL COMMISSIONERS</p> <p>Shanaysha Sauls</p> <p>Board Chair</p> </td> <td> <p>200 E. North Ave.</p> <p>Room 406</p> <p>Baltimore, MD 21202</p> <p>(410) 396-8709</p> <p>(410) 545-3613 FAX</p> </td> <td></td> </tr> <tr> <td> <p>BALTIMORE CITY PUBLIC SCHOOLS</p> <p>Dr. Gregory Thornton</p> <p>Chief Executive Officer</p> <p>(410) 396-8898 FAX</p> </td> <td> <p>Superintendent Office</p> <p>200 E. North Avenue</p> <p>(410) 396-8803</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>BALTIMORE DEVELOPMENT CORP.</p> <p>William H. Cole</p> <p>President and CEO</p> </td> <td> <p>36 S. Charles St, Suite 1600</p> <p>(410) 837-9305</p> <p>(410) 837-6363 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>BALTIMORE RISING, INC.</p> <p>Lorrie Davis Suite 268</p> <p>Executive Director</p> <p>410-367-5760 FAX</p> </td> <td> <p>3939 Reisterstown Road</p> <p>410-396-4274</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>BOARDS AND COMMISSIONS</p> <p>OFFICE OF</p> <p>Kumasi Vines</p> <p>Chief</p> </td> <td> <p>3000 Druid Park Dr.</p> <p>1st Floor</p> <p>(410) 396-6883</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>BUDGET &amp; MANAGEMENT</p> <p>RESEARCH, BUREAU OF</p> <p>(Department of Finance)</p> <p>Andrew Kleine</p> <p>Chief</p> </td> <td> <p>City Hall</p> <p>Room 469</p> <p>(410) 396-4941</p> <p>(410) 396-4236 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CABLE &amp; COMMUNICATIONS,</p> <p>OFFICE OF</p> <p>Tonia Lee</p> <p>General Manager</p> </td> <td> <p>8 Market Pl, Suite 200</p> <p>(410) 396-1100</p> <p>(410) 727-5850 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CITY COUNCIL</p> <p>Honorable</p> <p>Bernard C. “Jack” Young</p> <p>President</p> </td> <td> <p>City Hall</p> <p>Room 400</p> <p>(410) 396-4804</p> <p>(410) 539-0647 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Honorable City Hall,</p> <p>Edward L. Reisinger</p> <p>Vice President</p> </td> <td> <p>Room 511</p> <p>(410) 396-4822</p> <p>(410) 545-7353 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <th> <em>CITY COUNCIL MEMBERS</em> </th> <td></td> <td></td> </tr> <tr> <td> <p> <u>1</u> ^<u>st</u> <u> DISTRICT</u> </p> <p>Honorable</p> <p>James B. Kraft</p> </td> <td> <p>City Hall, Room 503</p> <p>(410) 396-4821</p> <p>(410) 347-0547 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>2nd DISTRICT</u> </p> <p>Honorable</p> <p>Brandon M. Scott</p> <p>(410) 396-4414 FAX</p> </td> <td> <p>Room 525</p> <p>(410) 396-4808</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>3RD DISTRICT</u> </p> <p>Honorable</p> <p>Robert W. Curran</p> <p>(410) 396-8621 FAX</p> </td> <td> <p>Room 553</p> <p>(410) 396-4812</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>4th DISTRICT</u> </p> <p>Honorable</p> <p>Bill Henry</p> </td> <td> <p>Room 502</p> <p>(410) 396-4830</p> <p>(410) 659-1792 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>5th DISTRICT</u> </p> <p>Honorable</p> <p>Rochelle “Rikki” Spector</p> <p>(410) 396-6800 FAX</p> </td> <td> <p>Room 521</p> <p>(410) 396-4819</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>6th DISTRICT</u> </p> <p>Honorable</p> <p>Sharon Green-Middleton</p> <p>(410) 244-5343 FAX</p> </td> <td> <p>Room 516</p> <p>(410) 396-4832</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>7th DISTRICT</u> </p> <p>Honorable</p> <p>Nick Mosby</p> <p>(410) 347-0537 FAX</p> </td> <td> <p>Room 513</p> <p>(410) 396-4810</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>8TH DISTRICT</u> </p> <p>Honorable</p> <p>Helen Holton</p> <p>(410) 396-4828 FAX</p> </td> <td> <p>Room 518</p> <p>(410) 396-4818</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>9th District</u> </p> <p>Honorable</p> <p>William “Pete” Welch</p> <p>(410) 545-3857 FAX</p> </td> <td> <p>Room 532</p> <p>(410) 396-4815</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>10th DISTRICT</u> </p> <p>Honorable</p> <p>Edward L. Reisinger</p> <p>(410) 545-7353 FAX</p> </td> <td> <p>Room 511</p> <p>(410) 396-4822</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>11th DISTRICT</u> </p> <p>Honorable</p> <p>Eric T. Costello</p> <p>(410) 545-7464 FAX</p> </td> <td> <p>Room 527</p> <p>(410) 396-4816</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>12th DISTRICT</u> </p> <p>Honorable</p> <p>Carl Stokes</p> <p>(410) 396-1594 FAX</p> </td> <td> <p>Room 509</p> <p>(410) 396-4811</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>13th DISTRICT</u> </p> <p>Honorable</p> <p>Warren Branch</p> <p>(410) 347-0534 FAX</p> </td> <td> <p>Room 505</p> <p>(410) 396-4829</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p> <u>14th DISTRICT</u> </p> <p>Honorable</p> <p>Mary Pat Clarke</p> <p>(410) 545-7585 FAX</p> </td> <td> <p>Room 550</p> <p>(410) 396-4814</p> </td> <td>Interdepartmental</td> </tr> <tr> <th> <em>CITY COUNCIL STANDING COMMITTEES</em> </th> <td></td> <td></td> </tr> <tr> <td> <p>BUDGET &amp; APPROPRIATIONS</p> <p>Honorable</p> <p>Helen Holton, Chair</p> <p>(410) 396-4828 FAX</p> </td> <td> <p>City Hall</p> <p>Room 518</p> <p>(410) 396-4818</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LABOR</p> <p>Honorable</p> <p>Robert Curran, Chair</p> </td> <td> <p>City Hall</p> <p>Room 553</p> <p>(410) 396-4812</p> <p>(410) 396-8621 FAX</p> </td> <td></td> </tr> <tr> <td> <p>EDUCATION AND YOUTH</p> <p>Honorable</p> <p>Mary Pat Clarke, Chair</p> <p>(410) 545-7585 FAX</p> </td> <td> <p>City Hall</p> <p>Room 550</p> <p>(410) 396-4814</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>EXECUTIVE APPOINTMENTS</p> <p>Honorable</p> <p>William “Pete” Welch, Chair</p> <p>(410) 545-7464 FAX</p> </td> <td> <p>City Hall</p> <p>Room 527</p> <p>(410) 396-4816</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>HEALTH</p> <p>Honorable</p> <p>Robert Curran, Chair</p> <p>(410) 396-8621 FAX</p> </td> <td> <p>City Hall</p> <p>Room 553</p> <p>(410) 396-4812</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>JUDICIARY &amp; LEGISLATIVE</p> <p>INVESTIGATIONS</p> <p>Honorable</p> <p>James B. Kraft, Chair</p> </td> <td> <p>City Hall</p> <p>Room 503</p> <p>(410) 396-4821</p> <p>(410) 347-0547 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LAND USE &amp; TRANSPORTATION</p> <p>Honorable</p> <p>Edward Reisinger, Chair</p> <p>(410) 545-7353 FAX</p> </td> <td> <p>City Hall</p> <p>Room 511</p> <p>(410) 396-4822</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>POLICY AND PLANNING</p> <p>Honorable</p> <p>Warren Branch, Chair</p> <p>(410) 396-0534 FAX</p> </td> <td> <p>City Hall</p> <p>Room 523</p> <p>(410) 396-4829</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PUBLIC SAFETY</p> <p>Honorable</p> <p>Warren Branch, Chair</p> <p>(410) 396-0534 FAX</p> </td> <td> <p>City Hall</p> <p>Room 523</p> <p>(410) 396-4829</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>RECREATION &amp; PARKS</p> <p>Honorable</p> <p>Carl Stokes, Chair</p> </td> <td> <p>City Hall</p> <p>Room 525</p> <p>(410) 396-4816</p> <p>(410) 545-7464 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>TAXATION, FINANCE &amp; ECONOMIC</p> <p>DEVELOPMENT</p> <p>Honorable</p> <p>Carl Stokes, Chair</p> </td> <td> <p>City Hall</p> <p>Room 511</p> <p>(410) 396-4811</p> <p>(410) 396-1594 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Subcommittee: HOUSING &amp;</p> <p>COMMUNITY ‘DEVELOPMENT</p> <p>Honorable</p> <p>Bill Henry, Chair</p> </td> <td> <p>City Hall</p> <p>Room 502</p> <p>(410) 396-4830</p> <p>(410)659-1792</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>URBAN AFFAIRS AND AGING</p> <p>Honorable</p> <p>Sharon Green-Middleton</p> </td> <td> <p>City Hall, Room 516</p> <p>(410) 396-4832</p> <p>(410) 244-5343 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CITY FRAUD HOTLINE</p> <p>(410) 545-3939 (AUDITS - FAX)</p> <p>(410) 545-3961 (CITY HALL - FAX)</p> </td> <td>(410) 396-3589</td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CIVIL SERVICE COMMISSION</p> <p>Devon Dodson</p> <p>President</p> <p>(410) 396-1523 FAX</p> </td> <td> <p>201 E. Baltimore St.</p> <p>Suite 300</p> <p>(410) 396-3851</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>REVENUE COLLECTION’S</p> <p>BUREAU</p> <p>(Dept. of Finance)</p> <p>Janice Simmons</p> </td> <td> <p>Abel Wolman Building</p> <p>Room 7</p> <p>(410) 396-3961</p> <p>(410) 244-7355 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CIVIL RIGHTS, OFFICE OF</p> <p>Larry Ennels</p> <p>Acting Director</p> <p>(410) 396-9586 FAX</p> <p>COMPTROLLER, OFFICE OF</p> <p>Honorable</p> <p>Joan M. Pratt</p> <p>Comptroller</p> </td> <td> <p>10 N. Calvert St, Suite 915</p> <p>(410) 396-3141</p> <p>City Hall</p> <p>Room 204</p> <p>(410)396-4755</p> <p>(410)685-4416 FAX</p> </td> <td> <p>Interdepartmental</p> <p>Interdepartmental</p> </td> </tr> <tr> <td> <p>CONVENTION AND VISITORS</p> <p>ASSOCIATION, BALTIMORE</p> <p>Thomas J. Noonan</p> <p>President &amp; CEO</p> <p>(410) 727-2308 FAX</p> </td> <td> <p>100 Light Street</p> <p>12th Floor</p> <p>Baltimore, MD 21202</p> <p>(410) 659-7000</p> </td> <td>U.S. Mail</td> </tr> <tr> <td> <p>CONVENTION CENTER, BALTIMORE</p> <p>Peggy Daidakis</p> <p>Executive Director</p> <p>(410) 649-7077 FAX</p> </td> <td> <p>Baltimore Convention Center</p> <p>1 W. Pratt Street</p> <p>(410) 649-7000</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>COUNCIL SERVICES,</p> <p>OFFICE OF</p> <p>Larry Greene</p> <p>Director</p> </td> <td> <p>City Hall</p> <p>Room 421</p> <p>(410) 396-7215</p> <p>(410) 545-7596 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>COURTS, CIRCUIT</p> <p>W. Michel Pierson</p> <p>Administrative Judge</p> <p>(410) 545-0180 FAX</p> </td> <td> <p>Court House East</p> <p>Room 208</p> <p>(410) 396-3836</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Beverly B. Carter</p> <p>Administrator</p> <p>(410) 396-5188</p> <p>(410) 752-5274 FAX</p> </td> <td> <p>Court House East</p> <p>Room 200</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>COURT, ORPHANS'</p> <p>Lewyn Scott Garrett</p> <p>Chief Judge</p> <p>(410) 545-3487 FAX</p> </td> <td> <p>Court House East</p> <p>111 N. Calvert St, Room 311</p> <p>(410) 396-5049</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>EMERGENCY MANAGEMENT</p> <p>MAYOR’S OFFICE OF</p> <p>Robert Maloney</p> <p>Director</p> </td> <td> <p>1201 E. Cold Spring Lane</p> <p>(410) 396-6188</p> <p>(410) 532-6125 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>DOWNTOWN PARTNERSHIP</p> <p>Kirby Fowler</p> <p>President</p> <p>(410) 244-8670 FAX</p> </td> <td> <p>217 N. Charles St, Suite 100</p> <p>Baltimore, MD 21201</p> <p>(410) 244-1030</p> </td> <td>U.S. Mail</td> </tr> <tr> <td> <p>EMPLOYEES’ AND ELECTED</p> <p>OFFICIALS' RETIREMENT SYSTEM</p> <p>Roselyn H. Spencer</p> <p>Executive Director</p> </td> <td> <p>7E. Redwood Street, 12th floor</p> <p>(410) 984-3180</p> <p>(410) 528-1474 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>ELECTIONS, BOARD OF</p> <p>Lawrence Cager, Jr.</p> <p>President</p> </td> <td> <p>417 E. Fayette St, Room 129</p> <p>(410) 396-5570</p> <p>(410) 962-8747 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Armstead B.C. Jones, Sr.</p> <p>Administrator</p> <p>(410) 962-8747 FAX</p> </td> <td> <p>417 E. Fayette St, Room 129</p> <p>(410) 396-5570</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>EMPLOYEE ASSISTANCE PROGRAM</p> <p>Department of Human Resources</p> <p>Margo Bruner</p> <p>Chief</p> </td> <td> <p>201 E. Baltimore St,</p> <p>Suite 400</p> <p>(410) 396-3813</p> <p>(410) 396-4483 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>ENVIRONMENTAL CONTROL BOARD</p> <p>Rebecca Woods, Esq.</p> <p>Executive Director</p> </td> <td> <p>200 E. Lexington St, Rm 100</p> <p>(410) 396-6909 or 6911</p> <p>(410) 396-6876</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>EXPENDITURE CONTROL</p> <p>COMMITTEE (E.C.C.)</p> <p>Robert A Cenname</p> <p>Secretary</p> </td> <td> <p>City Hall</p> <p>Room 427</p> <p>(410) 396-4774</p> <p>(410) 396-4236 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>FINANCE, BOARD O F</p> <p>Stephen M. Kraus</p> <p>Clerk to the Board</p> </td> <td> <p>200 Holiday St, Rm 7</p> <p>(410) 396-4750</p> <p>(410) 396-5876 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>FINANCE, DEPARTMENT OF</p> <p>Henry Raymond</p> <p>Director</p> </td> <td> <p>City Hall, Room 449</p> <p>(410) 396-4940</p> <p>(410) 396-4236 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>FIRE AND POLICE EMPLOYEES'</p> <p>RETIREMENT SYSTEM</p> <p>N. Anthony Calhoun</p> <p>Executive Director</p> </td> <td> <p>7E. Redwood St</p> <p>(410) 497-7929</p> <p>(888) 443-7008 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>FIRE COMMISSIONERS, BOARD OF</p> <p>Herman Williams, Jr.</p> <p>President</p> </td> <td> <p>401 E. Fayette Street</p> <p>(410) 396-3083</p> <p>(410) 625-2699 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>FIRE DEPARTMENT</p> <p>Niles R. Ford, PhD</p> <p>Chief</p> </td> <td> <p>401 E. Fayette Street</p> <p>(410) 396-3083</p> <p>(410) 625-2699 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>GENERAL SERVICES,</p> <p>DEPARTMENT OF</p> <p>Steve Sharkey</p> <p>Director</p> </td> <td> <p>Abel Wolman Building</p> <p>Room 800</p> <p>(410) 396-3704</p> <p>(410) 385-2417 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>DOCKMASTER, OFFICE OF</p> <p>Fran Knauff</p> <p>Dockmaster</p> </td> <td> <p>400 A Key Highway</p> <p>(410) 396-3174</p> <p>(410) 396-1324 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>HEALTH, DEPARTMENT OF</p> <p>Dr. Leana Wen</p> <p>Commissioner</p> </td> <td> <p>1001 E, Fayette St,</p> <p>(410) 396-4387</p> <p>(410) 396-1617 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>HISTORICAL &amp; ARCHITECTURAL</p> <p>PRESERVATION, COMMISSION FOR</p> <p>Thomas Liebel</p> <p>Chairperson</p> </td> <td> <p>417 E. Fayette St, 8th Floor</p> <p>(410) 396-4866</p> <p>(410) 396-5662 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Kathleen Gilbert Kotarba</p> <p>Executive Director</p> </td> <td> <p>417 E. Fayette St, 8th Floor</p> <p>(410) 396-4866</p> <p>(410) 396-5662 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>HOUSING AND COMMUNITY</p> <p>DEVELOPMENT, DEPARTMENT OF</p> <p>Paul T. Graziano</p> <p>Commissioner</p> </td> <td> <p>417 E. Fayette Street</p> <p>Room 1346</p> <p>(410) 396-3232</p> <p>(410) 545-7771 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>HUMAN RESOURCES, DEPARTMENT OF</p> <p>Mary Talley</p> <p>Director</p> </td> <td> <p>201 E. Baltimore Street</p> <p>(410) 396-1563/1565</p> <p>(410) 396-1523 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>INDUSTRIAL DEVELOPMENT</p> <p>AUTHORITY</p> <p>Henry Raymond</p> <p>President</p> </td> <td> <p>City Hall Interdepartmental</p> <p>Room 454</p> <p>(410) 396-4940</p> <p>(410) 396-4236 FAX</p> </td> <td></td> </tr> <tr> <td> <p>INFORMATION TECHNOLOGY SERVICES</p> <p>BUREAU, (Dept. of Finance)</p> <p>Jerome Mullen</p> <p>Chief</p> </td> <td> <p>401 E. Fayette Street, 3rd fl.</p> <p>(410) 396-6648</p> <p>(410)-837-5415 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LAW, DEPARTMENT OF City Hall,</p> <p>George Nilson</p> <p>City Solicitor</p> </td> <td> <p>Room 101</p> <p>(410) 396-8393</p> <p>(410) 659-4077 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LEGISLATIVE REFERENCE,</p> <p>DEPARTMENT OF</p> <p>Avery Aisenstark</p> <p>Director</p> </td> <td> <p>City Hall, Room 626</p> <p>(410) 396-4733</p> <p>(410) 396-8483 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LIBRARY, ENOCH PRATT FREE</p> <p>Dr. Carla D. Hayden</p> <p>CEO</p> </td> <td> <p>400 Cathedral Street</p> <p>(410) 396-5395</p> <p>(410) 396-1321 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LIQUOR LICENSE COMMISSIONERS,</p> <p>BOARD OF</p> <p>Michelle Bailey-Hedgepeth</p> <p>Chairman</p> </td> <td> <p>231 E. Baltimore St, 6th Floor</p> <p>(410) 396-4377</p> <p>(410) 396-4382 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>MAYOR'S OFFICE</p> <p>Honorable</p> <p>Stephanie Rawlings-Blake</p> <p>Mayor</p> </td> <td> <p>City Hall</p> <p>Room 250</p> <p>Dial 0</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Kaliope Parthemos</p> <p>Chief of Staff</p> <p>Administration</p> </td> <td> <p>Room 250</p> <p>(443) 545-7987</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Kimberly Morton</p> <p>Deputy Chief of Staff</p> </td> <td> <p>Room 250</p> <p>(410) 396-4876</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Kevin Harris</p> <p>Chief of Public Affairs</p> </td> <td> <p>Room 250</p> <p>(443) 984-3734</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Dawn Kirstaetter</p> <p>Deputy Mayor, Offices of Health,</p> <p>Human Services, Education, and Youth</p> </td> <td> <p>Room 250</p> <p>(410) 396-8954</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Robert Maloney</p> <p>Deputy Mayor, Offices of Emergency</p> <p>Management and Public Safety</p> </td> <td> <p>Room 250</p> <p>(410) 396-4721</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Andrew Smullian</p> <p>Deputy Mayor, Offices of Government</p> <p>Relations and Labor</p> </td> <td> <p>Room 250</p> <p>(410) 396-7208</p> <p>(410) 269-0207</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Colin Tarbert</p> <p>Deputy Mayor, Offices of Economic</p> <p>and Neighborhood Development</p> </td> <td> <p>Room 250</p> <p>(410) 545-6208</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Khalil Zaied</p> <p>Deputy Mayor, Offices of Operations</p> </td> <td> <p>Room 250</p> <p>(410) 396-4725</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Caron Brace</p> <p>Press Secretary, Mayor’s Office of</p> <p>Communications</p> </td> <td> <p>Room 250</p> <p>(410) 545-3406</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Sharon Pinder</p> <p>Director, Mayor’s Office of Minority</p> <p>And Women-Owned Business</p> <p>Development</p> </td> <td> <p>Room 250</p> <p>(410) 396-3818</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CITISTAT,</p> <p>MAYOR’S OFFICE OF</p> <p>Mark Grimes</p> <p>Director</p> </td> <td> <p>City Hall 6th Fl.</p> <p>(410) 396-4721</p> <p>(410) 625-8707 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>CRIMINAL JUSTICE</p> <p>MAYOR’S OFFICE OF</p> <p>Angela Johnese</p> <p>Director</p> </td> <td> <p>City Hall</p> <p>Room 334</p> <p>(410) 396-9521</p> <p>(410) 625-2136 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>EMPLOYMENT DEVELOPMENT,</p> <p>MAYOR’S OFFICE OF</p> <p>Karen Sitnick</p> <p>Director</p> </td> <td> <p>417 E. Fayette St, Suite 468</p> <p>(410) 396-3009</p> <p>(410) 396-5219</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>HUMAN SERVICES,</p> <p>MAYOR’S OFFICE OF</p> <p>Olivia Farrow, Esq.</p> <p>Director</p> </td> <td> <p>City Hall</p> <p>Room 250</p> <p>(410) 396-7370</p> <p>(410) 396-1046</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>INFORMATION TECHNOLOGY,</p> <p>MAYOR’S OFFICE OF</p> <p>Jerome Mullen</p> <p>Acting Chief Information Director</p> </td> <td> <p>401 E. Fayette St</p> <p>(410) 396-6648</p> <p>(410) 837-5415 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>NEIGHBORHOODS,</p> <p>MAYOR’S OFFICE OF</p> <p>Gussener Augustus</p> <p>Director, Neighborhoods &amp;</p> <p>Constituent Services</p> </td> <td> <p>City Hall</p> <p>Room 250</p> <p>(410) 396-4735</p> <p>(410) 396-1632 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>INSPECTOR GENERAL,</p> <p>MAYOR’S OFFICE OF</p> <p>Robert H. Pearre</p> <p>Inspector General</p> </td> <td> <p>City Hall</p> <p>Room 640</p> <p>(443) 984-3690</p> <p>(443) 837-1033 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>LABOR COMMISSIONER,</p> <p>OFFICE OF</p> <p>Deborah Moore-Carter</p> <p>Commissioner</p> </td> <td> <p>417 E. Fayette Street</p> <p>Room 1405</p> <p>(410) 396-4365</p> <p>(410) 396-1526 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>MUNICIPAL TELEPHONE EXCHANGE</p> <p>(Comptroller Office)</p> <p>Simon Etta</p> <p>Acting Director, Communication Services</p> </td> <td> <p>201 E. Baltimore Street</p> <p>11th Floor</p> <p>(410) 396-4926</p> <p>(410) 396-4547 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>MUNICIPAL ZONING AND APPEALS,</p> <p>BOARD OF</p> <p>David Tanner</p> <p>Director</p> </td> <td> <p>417 E. Fayette St, Rm 1432</p> <p>(410) 396-4301</p> <p>(410) 625-8422 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>MUSEUM OF ART, BALTIMORE</p> <p>Doreen Bolger</p> <p>Director</p> <p>(410) 396-7153 FAX</p> </td> <td> <p>Art Museum Drive</p> <p>Baltimore, MD 21218</p> <p>(410) 396-7100</p> </td> <td>U.S. Mail</td> </tr> <tr> <td> <p>OCCUPATIONAL SAFETY, DIV OF</p> <p>(Dept. of Personnel)</p> <p>Doug Kerr</p> <p>Risk Manager</p> </td> <td> <p>201 E. Baltimore St.</p> <p>Suite 200</p> <p>(410) 396-5115</p> <p>(410) 396-1071 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>OFF-STREET PARKING COMMISSION</p> <p>Sylvia H. Law</p> <p>Chairperson</p> </td> <td> <p>417 E. Fayette St, Room 940</p> <p>(410) 396-4753</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PARKS, DIVISION OF</p> <p>(Dept. of Rec. &amp; Parks)</p> <p>Tom Jeanetta, Chief of Parks</p> </td> <td> <p>2600 Madison Avenue</p> <p>(410) 396-7931</p> <p>(410) 396-7945 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PLANNING COMMISSION</p> <p>Wilbur Cunningham</p> <p>Chairperson</p> </td> <td> <p>417 E. Fayette St, 8th Floor</p> <p>(410) 396-4327</p> <p>(410) 244-7358 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PLANNING DEPARTMENT</p> <p>Tom Stosur</p> <p>Planning Director</p> </td> <td> <p>417 E. Fayette St, 8th Floor</p> <p>(410) 396-4327</p> <p>(410) 244-7358 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>POLICE DEPARTMENT</p> <p>Anthony Batts</p> <p>Commissioner</p> <p>(410) 752-4970 FAX</p> </td> <td> <p>601 E. Fayette Street</p> <p>(410) 396-2020</p> <p>(From Centrex dial 15-2525)</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>POST OFFICE, MUNICIPAL</p> <p>(Comptroller's Office)</p> <p>(410) 396-4547 FAX</p> </td> <td> <p>201 E. Baltimore St, 11th Floor</p> <p>(410) 396-4926</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PRINTING &amp; GRAPHICS DIVISION</p> <p>(Dept. of Finance - Bureau of Purchases)</p> <p>Jeffrey Jolliffe</p> <p>Manager</p> </td> <td> <p>111 N. Calvert Street</p> <p>Lower Level &amp; 1st Floor</p> <p>(410) 396-5741</p> <p>(410) 545-3765 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PROMOTION, OFFICE OF</p> <p>William Gilmore</p> <p>Director</p> </td> <td> <p>10 E. Baltimore Street</p> <p>(410) 752-8632</p> <p>(410) 385-0361 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PUBLIC WORKS, DEPARTMENT OF</p> <p>Rudy Chow, P.E.</p> <p>Director</p> </td> <td> <p>Abel Wolman Building</p> <p>(410) 396-3310</p> <p>(410) 539-6119 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>PURCHASES, BUREAU OF</p> <p>(Dept. of Finance)</p> <p>Tim Krus</p> <p>City Purchasing Agent</p> </td> <td> <p>231 E. Baltimore Street</p> <p>(410) 396-5700 (new address 6/15/99)</p> <p>(410) 396-1822 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>REAL ESTATE, DEPARTMENT OF</p> <p>(Comptroller’s Office)</p> <p>Walter Horton</p> <p>Real Estate Officer</p> </td> <td> <p>City Hall</p> <p>Room 304</p> <p>(410) 396-4763</p> <p>(410) 528-1437 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>REAL ESTATE DIVISION</p> <p>(Dept. of Law)</p> <p>David Ralph, Deputy City Solicitor</p> </td> <td> <p>City Hall, Room 101</p> <p>(410) 396-3297</p> <p>(410) 576-7203 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>RECREATION AND PARKS</p> <p>ADVISORY BOARD</p> <p>Howard Aylesworth</p> <p>President</p> </td> <td> <p>2901 Druid Park Drive</p> <p>(410) 225-7896</p> <p>(410) 225-9857 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>RECREATION AND PARKS,</p> <p>DEPARTMENT OF</p> <p>Ernest Burkeen, Jr.</p> <p>Director</p> </td> <td> <p>3001 East Drive</p> <p>Druid Hill Park</p> <p>(410) 396-7900</p> <p>(410) 889-3856 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>OFFICE OF RISK MANAGEMENT</p> <p>DIVISION OF OCCUPATIONAL SAFETY</p> <p>(Dept. of Finance)</p> <p>Douglas Kerr</p> <p>Risk Manager</p> </td> <td> <p>401 E. Fayette Street</p> <p>7th Floor</p> <p>(410) 396-4311</p> <p>(410) 396-4227</p> <p>(410) 396-7278 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>SHERIFF'S OFFICE</p> <p>John W. Anderson</p> <p>Sheriff</p> <p>(410) 727-3507 FAX</p> </td> <td> <p>Mitchell Court House</p> <p>110 N. Calvert St, Room 104</p> <p>(410) 396-1155</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>SOCIAL SERVICES,</p> <p>DEPARTMENT OF</p> <p>David Thompson</p> <p>Interim Director</p> </td> <td> <p>1910 N. Broadway St</p> <p>(443) 378-4600</p> <p>(443) 378-4613 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>SOLID WASTE, BUREAU OF</p> <p>(Dept. of Public Works)</p> <p>Valentina Ukwuoma</p> <p>Bureau Head</p> </td> <td> <p>Abel Wolman Building</p> <p>Room 1000</p> <p>(410) 396-5134</p> <p>(410) 545-6117 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>SPACE UTILIZATION COMMITTEE</p> <p>Comptroller's Office</p> </td> <td> <p>City Hall, Room 304</p> <p>(410) 396-4763</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>STATE'S ATTORNEY'S OFFICE</p> <p>Honorable</p> <p>Marilyn Mosby, Esq.</p> <p>State's Attorney</p> </td> <td> <p>120 East Baltimore St.</p> <p>9^th Floor</p> <p>Baltimore, MD 21202</p> <p>(443) 984-6000</p> <p>(443) 984-6258 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>SURPLUS PROPERTY DISPOSAL</p> <p>(Dept. of Finance Bureau of Purchases)</p> <p>Timothy Krus</p> </td> <td> <p>231 E. Baltimore Street</p> <p>(410) 396-5726</p> <p>(410) 396-1822 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>TRANSPORTATION,</p> <p>DEPARTMENT OF</p> <p>William M. Johnson</p> <p>Director</p> </td> <td> <p>417 E. Fayette Street</p> <p>Room 512</p> <p>(410) 396-6802</p> <p>(410) 547-1036 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>TREASURY MANAGEMENT,</p> <p>BUREAU OF</p> <p>(Dept. of Finance)</p> <p>Steven Kraus, Chief</p> </td> <td> <p>200 N. Holliday St, Rm 7</p> <p>(410) 396-4752</p> <p>(410) 396-5876 FAX</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>Alvin O. Hillard</p> <p>Executive Director</p> <p>(410) 752-3190 FAX</p> <p>(410) 545-0190 FAX</p> </td> <td> <p>10 N. Calvert St, Suite 915</p> <p>(410) 396-4835</p> </td> <td>Interdepartmental</td> </tr> <tr> <td> <p>WATER &amp; WASTE WATER,</p> <p>BUREAU OF</p> <p>(Dept. of Public Works)</p> <p>Kumasi Vines</p> <p>Acting Bureau Head</p> </td> <td> <p>Abel Wolman Building</p> <p>Room 300</p> <p>(410) 396-3500</p> <p>(410) 539-0955 FAX</p> </td> <td>Interdepartmental</td> </tr> </tbody> </table>

All City agencies are required to inform the Municipal Telephone Exchange of those public events, meetings, parades, involving the City or City officials as sponsors or participants, as well as special announcements, alerts, warnings that are intended for the general public. The Municipal Telephone Exchange is to be supplied a copy of all information disseminated by the agency relative to public events, news conferences, and city agency-related information of a timely nature that may prompt telephone calls from the public, such as immunization clinics for school children, essay/poster contests, special health screenings, parking fine amnesty month, annual tax sale, etc.

Information on matters of public interest and concern must be accurate and timely. The provided information must include the date, location and hours of the event. A contact person and telephone number within the agency must be included. The following information should be available for internal use only by the Municipal Telephone Exchange, in case additional information is needed during non-business hours: the home telephone number of the contact person, a weekend contact, and name of the duty officer, if applicable.

<table> <tbody> <tr> <td>After Hours Contact Person: ______________</td> <td>Contact #’s: __________________________</td> </tr> <tr> <td></td> <td></td> </tr> <tr> <td>Weekend Contact Person: ________________</td> <td>Contact #’s: __________________________</td> </tr> <tr> <td></td> <td></td> </tr> <tr> <td>Duty Officer: __________________________</td> <td>Contact #’s: __________________________</td> </tr> </tbody> </table>

Agencies must notify the Municipal Telephone Exchange by MEMORANDUM (28-1418-5007), at least ten (10) days prior to the scheduled event or as soon as possible. A news release may also be sent if it contains the "required information" noted previously. When there are time changes, cancellations or other unanticipated situations, the Municipal Telephone Exchange must be notified immediately by telephone. This information should be confirmed by a memo as soon as possible. All notifications should be directed to: Municipal Telephone Exchange<br/>Communication Services Supervisor<br/>201 E. Baltimore St., Suite 1100<br/>Telephone: 410-396-1903 or 410-396-4926<br/>Fax: 410-396-4547<br/>Mtesupervisor@baltimorecity.gov

This policy provides direction for flying flags at half-staff at city buildings. By Presidential Proclamation, the flying of the United States Flag shall be flown at half-staff in those city buildings where the flag is displayed. The Governor of the State of Maryland is the responsible official who determines when the State of Maryland Flag shall be flown at half-staff in those city buildings where the flag is displayed. The Mayor of Baltimore City is the responsible official who determines when it is appropriate for the City of Baltimore to recognize a solemn occasion by directing the flying of the City of Baltimore Flag at half-staff in all or designated city buildings. The Maryland flag shall be flown at half-staff whenever the U.S. flag is so flown. The Baltimore City Flag shall be flown at half-staff whenever the Maryland flag is so flown. In all cases, flags displayed on city property shall be flown in accordance with the U.S. Flag Code.

When it is appropriate for the City of Baltimore to recognize a solemn occasion, the mayor shall direct that the City Flag be flown at half-staff in all city buildings. It may be appropriate for the Mayor to direct that the City Flag be flown at half-staff for a specified period in designated city buildings. The Mayor’s directive shall be forwarded to the Director of General Services, 8th Floor, Wolman Municipal Office Building, for subsequent instruction to the appropriate employees.

The Governor of the State of Maryland is the responsible official who determines when the State of Maryland Flag shall be flown at half-staff in those buildings displaying the State Flag. The Department of General Services, after notification from the Governor’s office, shall notify all necessary offices relative to the proper display of the State Flag.

The President of the United States is responsible for determining when the U.S. Flag shall be flown at half-staff. On Memorial Day, the U.S. flag is displayed at half-staff until noon only; then they are hoisted to the top of the staff. The United States Flag shall fly at half-staff for 30 days from the day of death of a President or former President; for 10 days from the death of for a Vice President, Chief Justice or retired Chief Justice of the United States, or Speaker of the House of Representatives; from day of death until burial of an Associate Justice of the Supreme Court, cabinet member, former Vice President, or Senate President Pro Tempore, Majority or Minority Senate Leader, or Majority or Minority House Leader; for a United States Senator, Representative, Territorial Delegate, or the Resident Commissioner of Puerto Rico on the day of death and the following day within the Metropolitan area of the District of Columbia and from day of death until burial within the decedent’s State congressional district, territory, or commonwealth; and for the death of the governor of the state, territory, or possession of the United States from day of death until burial within that state, territory or possession. The Department of General Services, shall notify all necessary offices relative to the proper display of the United States Flag.

Two sets of laws govern the conduct of meetings by boards, commissions, and other public bodies of the City: <cite data-doc="City of Baltimore, Md., Code" data-path="|1">City Code Article 1</cite>, Subtitle 6; and State Government Article, Title 10, Subtitle 5. In case of any conflict, the State law applies except to the extent that the City law is "more stringent". The City law applies to "all meetings, regular and special" of all "boards or commissions in control of any department, bureau or other agency" of the City. The State law more broadly covers all "public bodies" (more fully defined in that law as any multi-member entity established by law, regulation, or executive order), whenever carrying out any "advisory function", "legislative function", "quasi-legislative function" (e.g., rulemaking), or other public business. The State law does not apply to a public body when carrying out a "judicial function", a "quasi-judicial function", or an "executive function" (other than land use matters, which are covered). The City law, on the other hand, applies notwithstanding the function being carried out.

The Chairpersons of all boards, commissions, and other public bodies of the City are responsible for communicating and disseminating this policy to the members within 10 days of their appointments.

Both State and City law generally require that all meetings be open to the public at all times. The City law permits the holding of an "executive session", but prohibits any resolution, rule, or regulation from being "finally adopted" at that executive session. State law, however, is far more restrictive for public bodies carrying out functions subject to the law's purview <ul> <li>No meeting or part of a meeting may be closed except for a very limited number of statutorily authorized reasons. These include, for example, the discussion of individual personnel matters, matters involving the acquisition of real property, and consultations with legal counsel “to obtain legal advice”.</li> <li>A meeting may be closed for one of these authorized reasons only on the recorded vote of a majority of the members.</li> <li>Before the meeting begins, the presiding officer must prepare a written statement of the reason and authority for closing the meeting and of the topics to be discussed and, later, must file the statement and a record of the vote in the minutes of the next open session, as a public record.</li> <li>If any person objects to the closing of a meeting, a copy of the written statement must be sent to the State Compliance Board. During a closed meeting, the public body may not act on or even discuss any other matter.</li> </ul>

Both laws require that public notice be given of all meetings, whether open or closed. The State law requires that it be "reasonable advance notice" and that, "whenever reasonable", the notice must: <ul> <li>be in writing,</li> <li>include the date, time, and place of the meeting, <em>and</em></li> <li>if appropriate, include a statement that a part or all of the meeting may be conducted in closed session.</li> </ul> The State law specifically authorizes any one of the following methods for giving public notice: <ul> <li>by delivery to the news media,</li> <li>by posting or depositing at a "convenient public location" at or near the place of the meeting (subject to prior notice that this method will be used), <em>or</em></li> <li>by "any other reasonable method".</li> </ul> The City law similarly requires written notice of the date, time, and place of the meeting. It further specifies that the notice be given: <ul> <li>at least seven (7) days before the meeting, <em>or</em></li> <li>for an emergency meeting, as soon as possible before or after the meeting.</li> </ul> City law requires the following method for giving notice: <ul> <li>by delivery to the Department of Legislative Reference for posting. (Paper or facsimile is accepted).</li> </ul> Under City law, if a board or commission fails to comply with the local notice requirements, "such meeting will be deemed to have no legal standing". If a meeting is canceled, notice of the cancellation should be given at least 48 hours before the scheduled time for the meeting.

City law requires all boards and commissions to: <ul> <li>prepare written minutes of all meetings, <em>and</em></li> <li>file a copy of the minutes with the Department of Legislative Reference within 60 days of the meeting or, if earlier, within 7 days of the next regularly scheduled meeting. (Paper or facsimile is accepted).</li> </ul> State law requires minutes to be prepared "as soon as practicable" after the meeting of a "public body", and requires that these minutes “reflect": <ul> <li>each item considered,</li> <li>the action taken on each item, <em>and</em></li> <li>each vote that was recorded.</li> </ul> For any closed meeting, the State law requires that the minutes for the next open meeting include: <ul> <li>a statement of the time, place, and purpose of the closed meeting,</li> <li>a record of each member's vote for closing the meeting,</li> <li>a citation of the legal authority for closing the meeting, <em>and</em></li> <li>a listing of the topics discussed, persons present, actions taken.</li> </ul>

The Department of Legislative Reference is located at 626 City Hall, Baltimore, MD 21202; telephone: 410-396-4730, fax: 410-396-8483.

It is the responsibility of all City employees to look for problems involving all types of public services and to report these conditions promptly. Such problem areas include abandoned vehicles, clogged storm drains, missing traffic signs, dead animals, health violations, etc.

Emergency problems, such as broken water mains, malfunction of traffic signals, flooding, etc., should be reported immediately by telephone or radio. <u>Telephone</u> - Supervisory personnel who have been issued cell phones, Smartphones or Blackberries, should report issues directly to City's One Call Center by dialing 311 or 443-263- 2220. <u>Radio</u> - Other personnel who carry radios can radio to their yard and have the clerical staffs there enter the service requests. Clerical staffs should report issues directly City’s One Call Center by dialing 311 or 443-263-2220.

All City agencies must prepare and maintain lists of: (1) all persons assigned City automobiles and trucks; and (2) all persons who use City cars or personal vehicles on a regular basis to conduct City business. Such lists must be kept up-to-date and both lists referenced above, (1) and (2), shall be periodically updated and emailed by Agency to Office of Risk Management/Department of Safety by January 30^th of each year as well as by June 30^th of same year so that all updates of personnel are known to those agencies charged with monitoring driving responsibilities.

Persons named on the above lists will be expected to make full use of the City's complaint system.

This policy applies to all City employees (Civil Service and non-Civil Service). The purpose of this policy is to outline the major responsibilities of the Office of Risk Management/Division of Occupational Safety (Department of Finance), agency heads, agency safety personnel, and all City employees in accomplishing the objectives of the City of Baltimore Safety Program.

The Office of Risk Management/Division of Occupational Safety (ORM/DOS) is responsible for developing and administering a Citywide Safety Program for the prevention of accidents, illnesses, and injuries. This responsibility includes: <ul> <li>Developing and monitoring safety programs in City agencies, boards, and commissions.</li> <li>Working with agency safety personnel to assure the effectiveness of their safety programs.</li> <li>Ensuring compliance with City safety policies, and state and federal occupational safety regulations by agencies, boards, and commissions.</li> <li>Advising the Mayor, the Director of Finance, and agencies on safety matters, laws, and regulations.</li> <li>Investigating and reporting occupational injuries and illnesses, and maintaining a record system of such cases.</li> <li>Maintaining relationships with appropriate regulatory agencies and organizations (example - DOS Liaison maintains a relationship with the Maryland Occupational Safety and Health Administration (MOSH).</li> <li>Maintaining relationships with appropriate City contracted-with firms (legal and non- legal), companies, and agencies, including but not limited to insurance companies, brokers, etc. to ensure that accurate records of assigned to cases are maintained, discussed periodically (with ORM/DOS personnel) as necessary, and current, as appropriate.</li> <li>Developing and maintaining professional educational programs for all safety personnel and City supervisors (where applicable).</li> <li>Issuing the City of Baltimore Driver Permits and monitoring driver status and compliance with regulations and City policy. See <cite data-path="§AM-501-2">AM-501-2</cite>.</li> </ul>

Agency heads are responsible for the safety of their personnel and for ensuring that all personnel within their agencies comply with the City of Baltimore Safety Program.

Under the direction of their agency heads, safety personnel are responsible for conducting and implementing their agencies' safety programs. Authorized safety personnel shall be responsible for maintaining and timey keeping up to date any and all required and/or suggested credentials which authorize he/she to instruct safety related courses to City employees, agencies, boards, and commissions.

All City employees must comply with the City of Baltimore Safety Program by following safe practices, obeying all safety rules, and taking an active role in promoting safety within their work areas. For additional information, contact the Office of Risk Management/Division of Occupational Safety, Department of Finance, at 410-396-4311 or 410-396-5115. <strong>Office of Risk Management Division of Occupational Safety</strong><br/>401 E. Fayette Street, Suite 700<br/>Baltimore, MD 21202<br/>Telephone – Main Lines = 410-396-4311 or 410-396-5115<br/>Fax – Main Lines = 410-396-7278 or 410-396-1071

The Department of Human Resources administers a monthly orientation program for new employees, which provides information to assist them in selecting health insurance, retirement options and financial resources. The program also covers the City's personnel policies and procedures including attendance, leave and work performance.

Specific topics covered during the program's full-day session include: <ul> <li>Employee Health Benefits</li> <li>Employee Assistance Program</li> <li>Occupational Safety</li> <li>Attendance Standards Policy</li> <li>Workplace Violence Policy</li> <li>Substance Abuse Policy</li> <li>Sexual Harassment Policy</li> <li>Office of the Inspector General: Prevention of waste, fraud, abuse, and misconduct in City government</li> <li>City of Baltimore Deferred Compensation Plan</li> <li>Municipal Employees Credit Union</li> <li>Pre-Retirement Education</li> <li>Union Information</li> </ul>

All new permanent employees are scheduled to attend the orientation program within the first 60 days of their employment. Employees will be notified in writing of the date and location of their scheduled program. Agency Human Resource Representatives will also be notified of the date and location of the orientation programs scheduled for their employees. Employees must complete the registration form and submit it to their supervisor prior to attending orientation. The supervisor must then sign-off and fax it to DHR Training Division at 410-545-3289.

When a City agency engages in construction work which spans, crosses, or is adjacent to railroad rights-of-way, it may be necessary for railroad employees to be at the construction site to perform various functions (e.g., coordinating train timetables with construction schedules, taking measures to protect railroad property from accidental damage, etc.). In such cases, the City may be required to reimburse the railroad for the work performed by these railroad employees.

The City will negotiate labor surcharge rates with the railroads based upon the rates set forth in the Federal Highway Administration's "Federal Aid Highway Program Manual". The following extract from this document must be consulted when negotiating such contracts. For additional information or interpretation of the rates, contact: Department of Transportation, 417 E. Fayette Street, 5th floor.

This policy should be used as a guide in order to assist in emergency preparedness of City agencies. Agencies are encouraged to use their best judgment in determining the fair and reasonable level of emergency preparedness.

All City agencies are required to develop a Continuity of Operations Plan (COOP) in coordination with the Mayor’s Office of Emergency Management (MOEM). Agencies are also required to appoint a COOP Coordinator who acts as a point of contact in developing the Continuity of Operations Plan. A Continuity of Operations Plan should include, at a minimum:

Agencies should coordinate with the Mayor’s Office of Emergency Management (MOEM) to develop a comprehensive Continuity of Operations Plan. Agencies should also revise the plan as necessary to keep the plan current. All questions concerning emergency preparedness should be addressed to the MOEM, which prepares the City and the public for emergencies, coordinates interagency response and recovery, and implements a comprehensive program of disaster mitigation, preparedness, response, and recovery.

This policy establishes guidelines for the Innovation Program. The Innovation Program consists of two parts: the Innovation Fund and the Employee Rewards Program.

<strong> <u>Innovation Fund</u> </strong> The purpose of the Innovation Fund (the Fund) is to provide seed money that will lead to improved results, reduced ongoing operating costs, and/or new revenue. City agencies or quasi-City agencies may apply for Innovation Fund loans by submitting proposals to the Innovation Program Committee. Grantees are not eligible to apply directly for Innovation Fund money, but can partner with eligible agencies. Innovation Fund proposals are separate from normal operating budget proposals. Innovation Fund investments are one-time loans. Awarded funds must be paid back to the Fund by the agency so that monies are available for future awards. Any follow-on funding will be available on a competitive basis in future years’ regular operating budget processes. The Fund seeks proposals that demonstrate a positive <strong>Return on Investment (ROI) </strong>through reduced operating costs and/or new revenue. Proposals that improve results, but do not reduce costs and/or increase revenue should be advanced through the regular budget proposal-making process. Proposals which do not demonstrate a positive ROI are not eligible for an Innovation Fund investment. <ul> <li>An investment that leads to <strong><em>reduced operating costs </em></strong>produces cumulative operating</li> <li>savings within five years of implementation that exceed the initial investment.</li> <li>An investment that leads to <strong><em>increased revenue </em></strong>may be as a result of better performance</li> <li>such as leveraging new funding sources, more fees collected due to increased</li> <li>effectiveness, or the implementation of new fees due to a change in service delivery.</li> </ul> Operating cost savings realized during the first two repayment years will be split between the agency and the Innovation Fund, in equal shares. The agency shall use its share of savings to fund projects which conform to the requirements of investments made hereunder and such use shall be certified in detail to the Innovation Fund Committee prior to commencement. Savings during subsequent years shall go to the Innovation Fund, until the Innovation Fund has been repaid 100% of the investment, after which time, 100% of the savings shall go to the General Fund. Operating savings will be certified by the Bureau of the Budget and Management Research (BBMR), and agencies that receive Innovation Fund monies will be expected to report on their progress to BBMR quarterly. Upon approval by the Mayor, BBMR will draft a Letter of Agreement specifying funding amount and use, funding terms, deliverables, schedule, and project monitor and manager. Both the Budget Director and agency head must sign the Letter of Agreement to acknowledge the terms and conditions of the funds issued. <strong> <u>Employee Rewards Program</u> </strong> The Employee Rewards Program is designed to: <ul> <li>Encourage employees to suggest creative and divergent solutions to problems facing the City and formulate improvements to existing operations and procedures.</li> <li>Reward employees whose suggestions are adopted.</li> </ul> This program applies to all City employees except those whose job responsibilities involve the investigation of methods to improve operations or services and supervisory personnel if the suggestion involves operations that they have the authority to change. Employees may suggest ways to improve customer service, employee relations, administrative procedures, operations, equipment, production methods, safety measures, or other aspects of the work environment. Their suggestions must result in significant savings in terms of time, money, or materials, solve an operational problem, increase revenue, or greatly increase customer service or other work performance. Suggestions may be made by an individual employee or jointly by two or more employees. The minimum savings or increase in revenue considered will be $50,000. Generally, awards will amount to 1% of the anticipated savings or increased revenue, up to a maximum of $5,000. For cost-neutral service quality improvements chosen as Rewards Program winners, awards of $500 may be made. The Innovation Program Committee's (or Board of Estimates’) decision on any matter related to innovation submissions, including the amount of any award, is final and may not be the subject of a grievance. Additional non-cash awards, such as tickets, gift certificates, or compensatory time, may be also be presented to Rewards Program winners. Awards shall be charged to accounts of those departments receiving the improvements or savings, as determined by the Committee and are subject to any applicable taxes. All prize awards are subject to the availability of funds. Each suggestion is treated confidentially. The name(s) of employee(s) are released only with the employee(s)’ consent. Only the control number assigned by BBMR identifies the submission. BBMR vets each submission for completeness, sending responses to participants to ensure that they know that their ideas have been received and that they meet the submission criteria.

<strong> <u>Innovation Fund</u> </strong> The amount budgeted for the Innovation Fund is at the discretion of the Mayor and City Council. Proposals must be for loans of $100,000 or greater. Funding for investments of less than $100,000 must be requested and justified within a regular operating budget proposal process. <strong> <u>Employee Rewards Program</u> </strong> Cash awards may be made to an employee whose suggestion is adopted. Awards for group suggestions are distributed evenly among the members of the group. When two or more similar suggestions are submitted, only the one received first is eligible for a cash award. If sufficiently similar suggestions reach BBMR on the same day, any award is shared equally among all the employees whose suggestions were similar. If a suggestion is rejected without award and the same suggestion is submitted and adopted within three years, the employee who made the original proposal will also be eligible for an award. Awards are generally funded by the agency to which the idea is applied, and are subject to any deductions required by law.

Proposals for the Innovation Fund and Employee Rewards Program will be reviewed by the Innovation Program Committee, chaired by the Director of Finance and consisting of the Director of Human Resources, the CitiStat Director, and three individuals appointed by the Mayor. <strong> <u>Innovation Fund</u> </strong> The Innovation Program Committee will rank proposals based on the following criteria, in order of importance: <u>Disruptive Innovation</u><strong><u>.</u></strong> The Fund seeks proposals that disrupt the status quo way of addressing a challenge or delivering a service, and offer a compelling and game-changing solution. Not all innovative ideas are new. Applicants are encouraged to apply existing, proven ideas which have been funded and applied by others (e.g., philanthropic partners, educational institutions, business practices) but not used by our agencies at all or to scale. <u>Sustainability.</u> The Fund seeks proposals that create sustainable improvements lasting for many years beyond the initial investment. Projects that provide a one-time “bump” in results but then revert back to the base level of performance will not be eligible for funding. The Innovation Fund will not provide funding beyond the initial investment. If the investment is for a pilot or demonstration project, any follow-on funding will be subject to a competitive process in future years’ regular operating budget cycles, and applicants should demonstrate how future funding may be obtained either from the regular operating budget or from external sources, or both. <u>Leverage.</u> The Fund seeks proposals that partner the City with other investors, such as foundations, businesses, and State and federal agencies who want to join us in promoting innovative solutions to our toughest challenges. Proposals that demonstrate strong potential for such partnerships, such as proposals seeking to leverage external dollars through a “last-in investment” by the City will receive priority consideration. <u>Customer Service Focus.</u> The Fund seeks proposals that focus on providing excellent customer service. Applicants should think of customers broadly. Internal customers could include other City agencies or City staff members. External customers could include citizens, businesses, vendors, or other potential users of City services. Based on these criteria and available funding, the Committee will make loan recommendations to the Mayor for final approval. <strong> <u>Employee Rewards Program</u> </strong> This Committee examines all suggestions and determines their merit and financial impact. The Committee may authorize cash awards, commensurate with anticipated savings or increased revenue. Eligible innovations would be limited to those that are: original to the City of Baltimore not currently being developed in the City implementable in the current context of the City of Baltimore scalable in their capacity to be expanded either in scope or to new challenges quantifiable in their impact The Committee judges ideas on a uniform scorecard to ensure fairness of judging.

<strong> <u>Innovation Fund</u> </strong> Agencies requesting Innovation Fund monies must submit a two part application. A standard template will be provided by BBMR including a narrative portion in a Word document and an Excel spreadsheet. Innovation Fund Proposals should: <ul> <li>Clearly demonstrate how they are going to pay their Innovation Fund award back to the Fund, and over what period of time.</li> <li>Clearly demonstrate the benefits, including how they advance the Mayor’s Priority Outcomes and goals; how costs will decrease; how performance will improve; and how revenue will increase.</li> <li>Not simply espouse the benefits, but “unpack” the projections with data sources and clear Assumptions.</li> <li>Not be wish lists. They should reflect thoughtful, strategic use of funds for a specific purpose and benefit.</li> </ul> <strong> <u>Employee Rewards Program</u> </strong> Individuals or groups must submit suggestions to InnovationProgram@baltimorecity.gov from their City email account by the established deadlines. The submission would be in the form of a word processing document containing responses to the following items: <ul> <li>First Page: Contact Information (1 Page).</li> </ul>

The Bureau of the Budget and Management Research (BBMR) has overall responsibility for administering the program. In administering the Innovation Fund, BBMR provides the standard template of application, informs agencies of the Innovation Fund Committee’s decision, and evaluates quarterly reports provided by agencies being awarded Innovation Fund monies. In administering the Employee Rewards Program, BBMR informs the employee of the assigned control number, the date of receipt, and the expected date of consideration by the Innovation Program Committee. BBMR also oversees the recognition of accepted suggestions and presentation of cash awards and prepares quarterly reports on the program for the Mayor.

Because Baltimore City Hall is listed on the National Register of Historic Places as one of the country's historic and architectural treasures, certain guidelines have been established for appropriate use of the building. Also, security measures are in place for safety reasons and must be adhered to by all visitors, employees, and elected officials.

Because of security measures, all tours must be pre-arranged. The Curator for City Hall, Office of the Mayor, schedules all tours of City Hall and makes arrangements with security personnel. Any group or individual interested in touring City Hall may contact the Curator at 410-396- 4947.

The assembly rooms in City Hall are restricted to use by City agencies. Assembly Rooms include the Rotunda, the City Hall Courtyard Galleries, the Curran Room and the Reeves Room. The Rotunda and the City Hall Courtyard Galleries may be scheduled by contacting the Curator at 410-396- 4947. Use of these rooms by non-City government groups or individuals will not be considered. The Curran Room and the Reeves Room are scheduled by the City Council President’s Office by contacting 410-396-4804. City personnel sponsoring use of assembly room space in City Hall must notify the Mayor’s Executive Protection Unit in adequate advance of the usage and provide pertinent information. For additional information on the requirements, contact the Executive Protection Unit at 410-396-4373. All members of groups and/or city employees attending functions in City Hall assembly rooms must comply with the security measures posted at the entrance of City Hall, including presenting photo identification upon request.

No solicitation in City Hall is permitted except for programs specifically sanctioned by the City Administration, e.g., U.S. Savings Bonds, Combined Charities, etc.

Because Baltimore City Hall is listed on the National Register of Historic Places as one of the country's historic and architectural treasures worthy of preserving, certain guidelines have been established for maintaining the visual integrity of the building.

In order to preserve the historical and architectural integrity of City Hall, the Curator for City Hall, Office of the Mayor, is charged with approving all additions, deletions, or changes to the architectural or decorating scheme for City Hall. The following requests must be submitted to the Curator: <ul> <li>Physical alteration to the building</li> <li>New or replacement furniture and accessories, such as waste receptacles</li> <li>Artwork, plaques, or signs in spaces other than private offices</li> <li>Exhibits and displays</li> </ul>

Any agency interested in new or replacement furniture for City Hall must contact the Curator’s Office at 410-396-4947. The requesting agency is responsible for the cost of the new or replacement furniture.

Unauthorized furnishings (desk, lamps, chairs, tables, etc.) are subject to removal by the Bureau of General Services, Department of Public Works.

Employees may display pictures, plaques, diplomas, etc. appropriate for a government work environment in their private offices or work areas. Employees are responsible for providing and framing artwork for their private offices. This applies to any photographs, certificates, etc., acquired through employment with the City of Baltimore. However, if these objects are to be placed on the wall, assistance must be obtained from the Office of the Curator for City Hall. No decals, bumper stickers, lettering including employee names, etc. are to be placed on office doors or adjacent glass panels because of the difficulty of removing them and possible damage to these surfaces.

Standards have been established for mounting of maps and bulletin boards intended for the common use of employees in a particular work area. Agencies are responsible for the cost of these items. City Hall maintenance personnel can assist in the hanging of large bulletin boards.

No poster or fliers are to be mounted on any surfaces in public spaces such as elevator walls, wood paneling, etc. unless authorized to do so by the Curator’s Office because of possible damage to the marble and wood walls with the use of various tapes and mounting glue. All exhibits and displays are scheduled through the Mayor’s Office.

This policy applies to all City signs and banners placed on or over the City right-of-way which are for the purpose of informing the public. Examples of such signs and banners are: <ul> <li>Directional signs;</li> <li>Community signs;</li> <li>Street banners announcing events; and</li> <li>Building identification signs.</li> </ul> Excluded from the scope of this policy are street identification signs, traffic control signs, e.g., No Parking, No Stopping, Left Turn Only, etc., and legally permitted commercial signs. Signs covered by this policy must be approved by the City’s Signing Committee prior to the formation of any contractual agreements, fabrication of signs, or installation, removal, or repair of signs. The Bureau of the Budget and Management Research must certify all SIGN AUTHORIZATION REQUESTS (28-1458-5129) for availability of funds.

There are two categories of signs. PERMANENT - - a sign which does not have an anticipated date of removal. TEMPORARY - - a sign which has an anticipated date of removal.

<u>Signing Committee</u> The Signing Committee is appointed by the Mayor and is responsible for: <ul> <li>Contacting the appropriate City agencies, boards, and commissions to obtain sign approvals as required by <cite data-doc="City of Baltimore, Md., Charter">the City Charter</cite>, City Code, ordinances or other legal authority.</li> <li>Evaluating SIGN AUTHORIZATION REQUESTS (28-1258-5068) based on the following criteria:</li> <li>Durability;</li> <li>Public safety;</li> <li>Necessity; and</li> <li>Quality of design.</li> <li>Processing all SIGN AUTHORIZATION REQUESTS in accordance with this policy, to include approving or disapproving such requests.</li> <li>Ordering the repair or removal of signs which are:</li> <li>Duplicated or made obsolete by other signs or sign systems;</li> <li>Deteriorated in appearance or structure; and</li> <li>Detrimental to the public health or welfare.</li> </ul>

The Department of Transportation is responsible for evaluating all SIGN AUTHORIZATION REQUESTS. In addition, the Department: <ul> <li>Determines the best location for the requested sign;</li> <li>Obtains clearance and approvals from utility and City agencies</li> <li>Processes all SIGN AUTHORIZATION REQUESTS in accordance with this policy to include approving or disapproving such requests;</li> <li>Coordinates sign repair requests reported by telephone and directly to the Department.</li> </ul>

To request installation, removal or repair of a sign, a SIGN AUTHORIZATION REQUEST must be prepared and submitted to the Signing Committee, Attn: Commissioner of Transportation, 5^th floor, 417 E Fayette Street. Signs which need repair should be reported to the Department of Transportation by telephone. The Department of Transportation will then prepare the required SIGN AUTHORIZATION REQUEST. SIGN AUTHORIZATION REQUESTS must be submitted at least 2 MONTHS prior to the date that action is required.

This policy directs actions to be taken by City agencies/employees in the event of spilled or leaked materials, which are hazardous or toxic in Baltimore City.

A City employee involved with or witnessing spillage or leakage of hazardous materials (oil, fuel, chemicals, elemental mercury etc.) must immediately notify the Fire Department (Dial 911) and his/her supervisor. The following information should be reported to the Fire Department: <ul> <li>the location of the incident.</li> <li>the general conditions at the scene.</li> <li>the type and quantity of materials spilled or leaked.</li> <li>the number of person(s) affected.</li> </ul> An employee reporting such an incident must comply with all instructions issued by the Fire Department in regard to the incident until the Fire Department responds.

<em>Before any statement is released for dissemination to the public, the Mayor’s Office and appropriate </em>C<em>ity agenc</em>y <em>heads or designees must be notified</em>.

The Baltimore City Fire Department will be the lead agency at any hazardous materials incident in Baltimore City. The control measures at any known or suspected hazardous materials incident shall include hazard identification, risk analysis, atmospheric and product monitoring, and mitigation of the incident in accordance with all local, state and federal regulations. Utilization of additional city, regional, state or federal resources will be determined by the incident commander.

This policy concerns obtaining security services for use in City-Owned/Operated Facilities. The options available to agencies desiring security services consist of the following types of security personnel: <ul> <li>City Protection Officers, i.e., off-duty City Police Officers.</li> <li>Private security guards.</li> </ul>

An agency head must request security services by completing a REQUEST FOR SECURITY SERVICES. This form is available from: Facilities Security Administrator (410-396-2141)<br/>c/o City Owned Facilities/Overtime and Special Events Unit Baltimore City Police Headquarters<br/>601 E. Fayette Street Within 10 work days after receipt, the agency head must return the form to the Facilities Security Administrator for development of a security requirement report. This report will be attached to the form and forwarded to the Prequalification Standards Committee (PSC) for action.

Upon approval of security services by the PSC, the requesting agency will be notified indicating whether services will be provided by City Protection Officers, private security guards, or by a combination thereof. When security services are to be provided through the use of City Protection Officers, the Facilities Security Administrator will implement the security plan. When services are to be provided by private security guards, the agency must send a PURCHASE REQUISITION (28- J 448-5125), approved by the agency's budget analyst, to the Facilities Security Administrator who will forward the approved REQUEST FOR SECURITY SERVICES form with the PURCHASE REQUISITION to the Bureau of Purchases.

Rates charged for security services will vary depending upon the type of security personnel approved by the PSC. The average overtime rate for Po1ice Officers is $32 an hour; however, the actual rate will vary depending on the individual officer detailed. The rate for private security guards will range from $15 to $25 an hour. Agencies may obtain current rates by contacting the Administrator.

When City Protection Officers are to be utilized, agencies will be charged by a JOURNAL ENTRY (28-1428-5020). When private security guards are to be utilized, agencies must submit a DEPARTMENTAL RECEIVING NOTICE FOR PARTIAL SHIPMENT (28-1428-5019), matched with the Purchase Order, to Accounts Payable, Bureau of Accounting and Payroll Services, 401 E. Fayette St.

All requests for security and the use of such services must comply with the provisions of this policy. Failure to comply with this policy may result in adverse administrative action by the PSC. All City personnel are directed to report cases of noncompliance with this policy by written MEMO (28-1418-5007) to the Facilities Security Administrator.

The PSC, formally known as the City-Owned/Operated Facilities Protection Pre-qualification Standards Committee, has been appointed by the Mayor and consists of the Police Commissioner and the City Purchasing Agent. The routine work of the PSC will be directed through the "City-Owned/Operated Facilities Administrator," also referred to as the Administrator in this policy. The PSC is responsible for: <ul> <li>Determining the type of security personnel to be assigned to agency facilities.</li> <li>Type of security protection needed.</li> <li>Agency's ability to fund the type of security personnel-requested.</li> <li>Public perception.</li> <li>Need for trained law enforcement professional.</li> <li>Requirements for special security equipment.</li> <li>Reviewing and approving or disapproving all agency requests for security services.</li> <li>Pre-qualification of contractors capable of providing security services as specified by</li> <li>Renewal of contracts every two (2) years to include qualification or disqualification of contractors capable of providing security services specified by contract.</li> <li>Approval of time extensions for security services or terminating security services for cause prior to the designated stop date.</li> </ul>

Agencies are responsible for: <ul> <li>Determining the need for security services.</li> <li>Obtaining approval from the PSC to obtain security services.</li> <li>Evaluating the effectiveness of services.</li> <li>Reporting all complaints to the Administrator.</li> <li>Notifying the Administrator by MEMO (28-1418-5007) of need to terminate security services for cause prior to the requested stop date or need to extend security services beyond the requested stop date. Thirty (30) calendar days’ notice is required for either of the alternatives.</li> <li>Obtaining approval/disapproval of expenditures of funds from the Bureau of the Budget and Management Research.</li> </ul>

The Baltimore City Police Department’s officer who has been designated as Administrator will administer the City-Owned/Operated Facilities Protection Program. The Administrator is responsible for: <ul> <li>Coordinating security requests for the Committee actions.</li> <li>Coordinating a security requirement report on the Agency security request.</li> <li>Daily operation, administration, and follow-up activities of the protection program, including any complaints relative to this policy.</li> </ul> Questions relating to the protection program should be directed to the Administrator, c/o Overtime and Special Events Unit, Baltimore City Police Headquarters, 601 E. Fayette Street.

Requesting Agency shall provide a copy of the APPROVED Request for Security Services to Department of Finance, Office of Risk Management, Division of Occupational Safety, 401 E. Fayette Street, 7th Floor, Baltimore, MD 21202 or FAX to 410-396-7278.

The City of Baltimore (“City”) is committed to responsible stewardship of the City’s information technology (“IT”) resources. To achieve this objective, the City created this Technology Acceptable Use Policy (“Policy”) to ensure compliance with best practices in managing IT resources. This Policy will improve the City’s ability to serve the community, strengthen resident data protection, and mitigate the impact of future cyberattacks. Use of City’s IT resources may provide user access to valuable organizational resources, to sensitive and critical data, and to internal and external networks. Use of the City’s computer and network resources is a privilege. The City expects users of the City’s IT resources to act in a responsible, professional, ethical, and law-abiding manner.

This Policy establishes safeguards and controls to prevent the loss, abuse, and theft of information, data and equipment owned by or leased to the City. Adherence to this Policy promotes the mitigation of financial loss related to IT security incidents and the likelihood of personal or sensitive information loss. The agency head or designee bears responsibility for implementing this Policy.

This Policy applies to the City of Baltimore’s computing, networking, digital technology, operational technology (“OT”), supervisory control and data acquisition (“SCADA”), telephony, digital assets and digital files or information that may be owned, leased, or managed by the City (“City IT resources”). This Policy applies to all users of the City’s IT resources. Specifically, this Policy applies to anyone that obtains access to the City’s IT resources including individuals who connect to the City’s IT resources by wire or wirelessly using personally owned devices. Individuals covered by this Policy are collectively referred to as “users” and include full and part-time employees, contractors, interns, partners, visitors, and customers.

Users of the City’s IT resources are granted access to certain IT resources that are required to perform work duties, including access to computer systems, servers, software, databases, files, folders, documents, telephony, email, voice mail systems, smart phone applications, and the internet. Users are responsible for knowing, understanding and following this Policy. Users are responsible for exercising common sense and good judgment in adherence of this Policy. An action deemed technically possible does not mean that it is appropriate or permitted. Users are responsible for knowing, understanding, and following all data protection and privacy laws, regulations, and industry standards that apply to their job duties. The City and its users are responsible for the safe handling and protection of sensitive data as required by any applicable laws, regulations, or industry best practices. Examples of data protection laws, regulations, and industry best practices include the Health Information and Portability Accountability Act (“HIPAA”), the Criminal Justice Information Services (“CJIS”), and the Payment Card Industry Data Security Standard (“PCI”). In addition, users are responsible for knowing, understanding and following the prohibitions on disclosure found in the Maryland Public Information Act and other federal, state, and local privacy laws. Agencies are responsible for ensuring users are trained on any relevant data protection regulations or best practices that apply to their job duties. As representatives of the City, users are responsible for all content created utilizing the City’s IT resources including emails, texts, chats, audio, voice mail, faxes, images, whether digital or hard copy. Creating fraudulent, harassing, or sexually explicit content is prohibited. Content that may be inappropriate or offensive based on race, sex, religion, national origin, physical attributes, disabilities, sexual preferences, age, or other characteristics protected by law are prohibited. Users are required to report offensive content to their supervisors or Human Resources. Users shall not create or transmit content under an assumed name or attempt to obscure the origin of any content.

<ul> <li>Only use authorized IT resources specific to stated job functions or responsibilities.</li> <li>The City will provide users with a unique username that contains identifiable information individual to each user. Specifically, each username contains the first and last name of the user that appears in the Human Capital Management system.</li> <li>Users shall adhere to the City’s password policy, which requires:</li> </ul> <ul> <li>Users must protect all passwords used to secure the City’s IT resources against unauthorized access and use. Never share a password with anyone.</li> <li>Users are responsible and accountable for appropriate use of all IT resources assigned to them.</li> <li>The City’s IT resources shall only be used for City business. Incidental personal use of the system may be permitted if it:</li> </ul> <ul> <li>Users shall not use the City’s IT resources for personal gain or advancement of a user’s own personal views; to operate a business; political campaigning; fund raising; or to solicit non-City business.</li> <li>Sending chain letters, mass mailings, jokes, comics, or non-job-related computer graphics is prohibited.</li> <li>Users shall not provide resources or other forms of assistance that facilitate any unauthorized access to the City’s IT resources.</li> <li>The City is bound by contractual and licensing agreements with regard to third-party resources, such as software programs. Users must comply with all such agreements when using third-party resources.</li> <li>Users shall not attempt to access or provide resources to access restricted portions of the network, an operating system, security software, or other administrative applications without appropriate authorization by the system owner or administrator.</li> <li>Users shall comply with the policies and guidelines for all of the City’s IT resources to which they have been granted access. When other policies are more restrictive than this Policy, the more restrictive policy governs.</li> <li>Users may not engage in deliberate activity to degrade the performance of the City’s IT resources, deprive an authorized user access to the City’s IT resources, obtain extra City IT resources beyond those allocated, or circumvent the City’s IT resources security measures.</li> <li>Users shall not attempt to bypass any security control unless they have been specifically authorized to do so, in writing, by the Chief Information Officer (“CIO”) or the Chief Information Security Officer (“CISO”).</li> <li>Users who are provided with City-issued devices, such as desktops, laptops, phones, hotspots, or any other device, are responsible for taking care of each device and returning each device to the City in good working order when it is time for a device refresh or upon completion of employment or their contract. Good working order includes not wiping the City’s data from the device or preventing City IT administrators from accessing the device upon return. <cite data-path="§AM-241-2-1">AM-241-2-1</cite> provides the City’s policy for returning equipment and <cite data-path="§AM-241-2-2">AM-241-2-2</cite> provides a checklist.</li> </ul>

<ul> <li><strong>Software</strong> – A user shall not install applications obtained from outside sources on the City’s IT resources. Software or applications that have not been vetted or reviewed by BCIT may contain malicious software (malware). In addition, the City must abide by software vendor license agreements.</li> <li><strong>Games and Streaming Media</strong> – Users are prohibited from downloading games or using the City’s IT resources to play or participate in on-line gaming outside of agency sponsored team-building or educational events. In addition, users are prohibited from streaming entertainment media on the City’s IT resources. Streaming entertainment uses valuable network bandwidth that could impact the productivity of other users or negatively impact other City’s IT resources. City issued phones or WiFi Hotspots shall not be used for on-line gaming, except as stated above, or to stream media for personal use.</li> <li><strong>Copyright</strong> – Users shall comply with all copyright laws and applicable license requirements that may apply to City IT resources, including software, files, graphics, images, messages, and other content.</li> <li><strong>Hardware</strong> – Users may connect their personal device (laptop, phone, tablet, etc.) to the City’s guest Wi-Fi. However, users are prohibited from adding or installing hardware to the City’s IT resources without following the relevant BCIT process. Examples include installing routers, wireless/Wi-Fi routers, Wi-Fi devices, Bluetooth enabled devices, Alexa, Google, or similar smart assistants, network switches, sensors, or cameras.</li> <li><strong>Blocking Web or Internet Content</strong> – The City reserves the right to block content that is considered offensive, sites that could pose a risk to the City’s IT resources or contribute to an environment that is not welcoming.</li> <li><strong>Sensitive and Protected Data – </strong>The City is a steward of all of its data, including sensitive and protected data. Users shall not send or transmit sensitive or protected data without appropriate authorization. Users shall check with their supervisor to understand and follow all requirements for handling sensitive and protected data. Sensitive and protected data authorized for distribution outside of City IT resources shall be transmitted over encrypted communication channels. Contact Infosec <a href="mailto:infosec@baltimorecity.gov">infosec@baltimorecity.gov</a> for guidance on how to safely transmit sensitive or protected data.</li> <li><strong>Administrative Privileges or Privileged Access – </strong>The City typically grants special privileges or access to system administrators, network administrators, staff performing computing account administration, or other users whose job duties require special privileges or access to perform security duties, maintain the system, or to diagnose and address system issues. The need for administrative privileges or privileged access must be documented in the user’s job description or contract and approved by a manager. Users with administrative privileges or privileged access must take training and sign an acknowledgement of their responsibilities on an annual basis.</li> </ul>

The City owns all rights to all content created, updated, or maintained on City IT resources unless ownership rights are reserved in writing to a third party or unless federal copyright or other laws provide for different rights. Users have no expectation of privacy when using City IT resources. The City reserves the right to access and monitor all messages, files, logs, and content created using City IT resources. Communications or content may be subject to disclosure to BCIT, the Office of Inspector General (“OIG”), the Law Department, law enforcement, or the Department of Human Resources (“DHR”), to the fullest extent allowed by law.

Users found in violation of this Technology Acceptable Use Policy are subject to disciplinary action up to and including restriction, possible loss of privileges, suspension, or termination. If necessary, the City will notify the City’s Law Department, OIG, or law enforcement of any legal violations<strong>.</strong>

I have read, or have had read to me, this Technology Acceptable Use Policy. I understand it is my responsibility to adhere to the requirements in this document. <table class="layout-table"> <tbody> <tr> <td>____________________________________________________</td> <td></td> </tr> <tr> <td>Employee / Contractor / User’s Printed Name</td> <td></td> </tr> <tr> <td></td> <td></td> </tr> <tr> <td>____________________________________________________</td> <td>________________________</td> </tr> <tr> <td>Employee / Contractor / User’s Signature</td> <td>Date</td> </tr> </tbody> </table>

This policy defines the retention schedule for electronic mail (e-mail) messages maintained and stored electronically on enterprise messaging systems, maintained by the Mayor’s Office of Information Technology. Storage limitations are required in order to provide a cost effective and high level of service and availability for these systems.

Electronic mail or e-mail is an information transfer system which uses computers to send, receive and temporarily store messages. Retention is the maximum lifetime of an electronic message that the recipient has not deleted from the email system.

Messages stored on enterprise servers will be retained for 90 days. Any message aged greater than 90 days will be purged on a daily basis by the system administrator. Full system backups used to maintain system integrity in the event of a malfunction or to retrieve accidentally deleted messages will be maintained for 10 calendar days. <u>Records of Official City Business</u> All agencies are required to maintain records of all proceedings, financial transactions and official acts of the City of Baltimore, under <cite data-path="§AM-502-1">AM-502-1</cite>, Records Management. If electronic messages or attached documents contained within e-mails are in these broad categories, a printed version must be maintained by the agency and stored in the City Archives and Records Management Center according to the agency’s approved retention schedule. These electronic messages and attached documents will be automatically deleted from the server after 90 days.

City employees may not have concurrent employment with the City of Baltimore except for employment in certain part-time capacities. City employees may have additional employment outside of City government provided such employment does not violate any other City policies, rules, and ordinances, such as the Ethics Code.

Concurrent employment is when a City employee is employed full-time at one City agency while being simultaneously employed in a full or part-time position with the same or a different City agency.

Neither exempt nor nonexempt full-time employees of the City of Baltimore may have concurrent employment with City of Baltimore.

Part-time employees may have concurrent part-time employment with the City of Baltimore<strong>;</strong> however, the employee may not work more than 20 hours per week in each job. Part-time employees may not have employment in more than two concurrent part-time positions with the City of Baltimore.

Only the Board of Estimates may approve an exception to this policy. The requesting agency must show substantial justification for the exception related to the agency’s fiscal and operational functions. Any request of a policy waiver must be addressed as a Personnel Action.

The purpose of this Policy is to establish the guidelines for benefit eligibility and the prohibition of concurrent employment.

This Policy applies to all employees and individuals involved in the City’s operations, including, but not limited to, full-time and part-time employees, probationary employees, as well as elected officials and their appointed staffs.

A workweek is a period of 168 hours during 7 consecutive 24-hour periods. It may begin on any day of the week and at any hour of the day established by the employer. Generally, for purposes of minimum wage and overtime payment, each workweek stands alone; there can be no averaging of 2 or more workweeks. Employee coverage, compliance with minimum wage payment requirements, and the application of most exemptions are determined on a workweek basis. A full work week shall also be defined according to what is stated within the employee’s MOU which will be consistent with FLSA guidelines.

Employees of the Mayor and City Council of Baltimore may have concurrent employment with the City of Baltimore as long as it is approved by the Board of Estimates. City employees may have additional employment outside of City government provided such employment does not violate any other City policies, rules, and ordinances, such as the City’s Ethics Code.

Violation of this Policy may create liability under the Affordable Care Act. The City has zero tolerance for violations of this Policy. A violation of this Policy may result in disciplinary action, up to and including termination from employment. Employees are strongly encouraged to promptly report all violations of this Policy to the appropriate Agency personnel.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em>002-1-2</em> Administrative Manual wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

To the extent that provision(s) of any City Policy conflict with <em>Section V</em> of this Policy, those provisions are superseded by <em>Section V</em> of this Policy.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The purpose of this Policy is to establish the requirements for providing financial assistance to new employees who have been approved for monies to minimize the costs of their move to start their new job.

This Policy establishes responsibility for certain moving expenses, when an individual is moving personal belongings and/or family in order to assume a position with the City. Under no circumstances will the City consider or approve reimbursement of moving expenses, unless the charges are approved by the Board of Estimates (“BOE”) in advance. A move of less than fifty (50) miles in radius from the City will not be approved for reimbursement.

In circumstances which may arise from the level of position being filled and the costs of an interstate move, an Agency Head may request the BOE to defray the costs of certain moving expenses in order to secure the services of an individual. In such cases, the move must involve a radius of more than fifty (50) miles and be limited to the costs of the move of personal belongings.

It is the responsibility of the Agency Head to secure from the individual accepting City employment two (2) estimates of the move costs. Such cost estimates must detail the scope of the estimate, i.e., move is limited to costs of personal belongings. The BOE, at its own discretion, shall stipulate the amount of moving expenses to be covered in its approval.

An individual who has received reimbursement approval of moving expenses for personal belongings must present the original bill of lading which details transport weight, hourly costs of flat rate charge, etc., to their direct supervisor or designee. Reimbursement of approved expenses will be obtained by preparing an Expenditure Authorization (28-1428-5035), which must be approved for available funds by the appropriate analyst in the Bureau of the Budget and Management Research. The original bill of lading is to be processed with the Expenditure Authorization and the letter of approval by the BOE. The budget analyst should forward the request approval to the Bureau of Accounting and Payroll Services.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite></em> Administrative Manual wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The purpose of this Policy is to identify positions of trust within the City for the purposes of conducting criminal background investigations. A position of trust is created when an individual is permitted to exercise certain authorities without close supervision, which, if abused, could lead to either direct or indirect personal or financial gain. A position of trust also is created when an individual works with children.

This Policy applies to all City employees, including regular full and part-time, probationary, seasonal, temporary, , and elected officials and their appointed staff who are appointed, reinstated, transferred, and/or promoted to a position of trust. Though not considered employees, independent contractors and volunteers are bound by the restrictions of this Policy. This Policy does not apply to sworn members of the Baltimore City Police Department, or positions covered by the Public Local Laws (“PPL”) adopted by the General Assembly (Sec. 16-16A, 16B, and 16C), such as Special Traffic Enforcement Officers. PPL gives the Police Commissioner the authorization to appoint such officers and to remove them, and thus to set the criterial used for such actions.

In accordance with the following guidelines, the Agency Head is responsible for identifying those positons of trust which exist within the Agency. The Director of Human Resources or his/her designee shall convene and chair a panel of Human Resources and Agency representatives to review the designation made by the Agency Head. The panel may, after consultation with the Agency Head, and in accordance with the following guidelines, determine that a positon is not a position of trust. Positon of trust categories include:

Positions are flagged as confidential in HRIS based on whether the position requires a criminal background investigation. Prior to either employment with the City or promotion within the City, applicants are required to receive an Applicant Release and Authorization Form from the Agency’s Human Resources Practitioner in accordance with <em><cite data-path="§AM-200-4-1">AM-200-4-1</cite> Criminal Background Check</em> (“<em><cite data-path="§AM-200-4-1">AM-200-4-1</cite></em>”).

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite></em> Administrative Manual wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The intent of the Policy is to ensure that the integrity of the City and the safety of its employees and residents are not compromised. The Policy’s mandatory pre-employment criminal background check is required to ensure that City Agencies remain compliant with the guidelines outlined by the Equal Employment Opportunity Commission (“EEOC”) and is subject to federal, state, and local laws and regulations. To the extent this Policy conflicts with any such laws, the Federal, State, or Local law shall prevail.

This Policy applies to all City employees, including regular full and part-time, probationary, seasonal, and temporary employees who are appointed, reinstated, transferred, and/or promoted to a position of trust. Though not considered employees, volunteers are bound by the restrictions of this Policy. This Policy does not apply to sworn members of the Baltimore City Police Department, or positions covered by the Public Local Laws (“PPL”) adopted by the General Assembly (Sec. 16-16A, 16B, and 16C), such as Special Traffic Enforcement Officers. PPL gives the Police Commissioner the authorization to appoint such officers and to remove them, and thus to set the criterial used for such actions.

Prior to either employment with the City or promotion within the City, applicants are required to receive an Applicant Release and Authorization Form from the Agency’s Human Resources Practitioner. The Agency’s Human Resources Practitioner may only initiate a criminal background check once the Authorization Form is completed and received by the applicant. When the Agency’s Human Resources Office receives the Authorization Form, the Authorization Form must immediately be forwarded to the authorized background check vendor, who will conduct a Background Report and send the applicant’s result to the Department of Human Resources (“DHR”) Recruitment Division. DHR’s Director and/or designee is solely responsible for the preliminary review of all Background Reports.

The DHR’s Director and/or designee is solely responsible for the preliminary review of all Background Reports. The Agency’s Human Resources Office will be notified once the Background Report is reviewed by DHR. In the event there is adverse information in the Background Report, DHR will send without enclosures to the applicant: (1) a Pre-Adverse Letter; (2) the FCRA Summary of Rights; (3) the Noncriminal Justice Applicant’s Privacy Act; and (4) the Background Report. DHR will simultaneously send the Agency’s Human Resources Office a cover sheet regarding the adverse information in the Background Report and the Pre-Adverse Letter sent to the applicant. During this time, the applicant has five (5) business days from receipt to dispute the contents of the report.

If the applicant chooses to dispute the contents in the Background Report, a panel consisting of the Chief of DHR’s Recruitment Division, a representative from DHR’s Policy Division, and a representative from the Agency’s Human Resources Office will meet with the applicant to discuss the report. After the scheduled meeting, DHR will provide a recommendation to the Agency. If the Agency accepts a recommendation to not hire the applicant, the Agency’s Human Resources Office will send an Adverse Action Letter to the applicant with a copy of the letter sent to DHR.

Due to the sensitive nature of criminal history information, only employees who are authorized to review background checks can review information contained in the report. All persons receiving criminal information regarding an applicant shall maintain the confidentiality of such information in accordance with applicable law. Failure to do so may result in disciplinary action, up to and including termination.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em>002-1-2</em> Administrative Manual wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

<strong>Applicant/Employee</strong> <br/> <strong>Address 1</strong> <br/> <strong>City, State, Zip code</strong> Dear <strong>Applicant/Employee</strong>, Enclosed is a consumer report that we requested in connection with your application for employment with the City of Baltimore’s <strong>Agency (“Agency Abbreviation”)</strong>. In accordance with the Federal Fair Credit Reporting Act, also enclosed is a copy of your rights under the Act. Based on our hiring criteria and the contents of your Criminal Background Report, we have made a preliminary recommendation to <strong>Agency</strong> not to consider you further for employment. Unless you choose to contest this preliminary recommendation within five (5) business days of the date of this notice to explain any negative information found in your Criminal Background Report, a final decision will be issued by <strong>Agency</strong> regarding your employment with the City of Baltimore. If you choose to explain any negative information, please contact me at <strong>Chief of Recruitment’s Phone Number</strong>. You have the right to dispute the accuracy of the information in this report by directly contacting [the authorized background check vendor], the consumer agency in connection with your report. [The authorized background check vendor] did not, however, make this employment decision. [The authorized background check vendor] can be reached by mail at [address of the authorized background check vendor], or by phone at [phone number of the authorized background check vendor]. Sincerely, <strong>Name of DHR’s Chief of Recruitment</strong><br/>Chief, Recruitment cc: <strong>HR Business Partner, Agency</strong> (w/o encls.) Enclosures: Copy of Criminal Background Report<br/>FCRA Notice of Rights<br/>Noncriminal Justice Applicant’s Privacy Rights

<strong>Applicant Name</strong> <br/> <strong>Address</strong> <br/> <strong>City, State, Zip code</strong> Dear <strong>Applicant</strong>, We regret to inform you that based on our hiring criteria, we are unable to consider you further for the position applied for/an employment opportunity with the City of Baltimore’s <strong>Name of Agency (“Abbreviation”)</strong>. This decision was made in part from the information we received from [the authorized background check vendor], our employment screening vendor. [The authorized background check vendor] does not make these decisions and is unable to provide you with the specific reasons for them. In accordance with the Fair Credit Reporting Act, you have previously received a copy of this information and a copy of your rights under the Act. You also have the right to obtain an additional free copy of the report within 60 days of your receipt of this letter by contacting [the authorized background check vendor] at the address and telephone number below. Please refer to these documents if you have further questions. You have the right to dispute the accuracy or completeness of the information contained in the report(s) by contacting [the authorized background check vendor]. [The authorized background check vendor’s] forms for the reinvestigation can be found at [domain address of the authorized background check vendor]. If you do not have internet access, you may alternatively contact [the authorized background check vendor] by mail or telephone. [Address and phone number of the authorized background check vendor] Thank you for your interest in employment with the City of Baltimore. Sincerely, <strong>Signature of Agency HR Representative</strong> <br/> <strong>HR Representative Name</strong> <strong>HR Representative Title</strong> cc: Chief, DHR Recruitment

<strong>TIME LIMIT ON APPROVED REQUESTS</strong> Effective immediately, an approved EMPLOYEE ACTION REQUEST (28-1608-5021) [<cite data-path="§AM-231-1-1">AM-231-1-1</cite>] will be valid for <u>only 3 months</u> from the date authorized by the Mayor’s Personnel Freeze Committee. This time limit applies to <u>all</u> City agencies.

Agencies are reminded that the justification block on the EMPLOYEE ACTION REQUEST (Section D – Agency Justification for Requested Action) must contain adequate reasons for filling a position. Statements such as the following are <u>NOT</u> considered to be adequate justification: <ul> <li>“The employee previously in the job has been promoted.”</li> <li>“The position is vacant and we need to fill it.”</li> <li>“The employee who filled the job has resigned.”</li> <li>“We have a Public Service Employee whose funding is expiring and who needs a permanent position.”</li> <li>“We transferred the previous holder of the job.”</li> </ul> Agencies must provide answers to the following types of questions when completing the justification block: <ul> <li>What will be the impact on the agency’s operations if the position is not filled?</li> <li>What will be the impact on the quality and quantity of services provided by the agency if the position is not filled?</li> <li>Will overtime costs increase if the position is not filled?</li> </ul> Additional sheets may be attached to the EMPLOYEE ACTION REQUEST if extra space is needed for the justification. Insufficient or inadequate justification will be considered by the Freeze Committee as grounds for disapproval of the request.

This policy establishes substantive and procedural requirements for a City employee who either: <ul> <li>Files as a candidate for elective and public office;</li> <li>Acts in an official campaign capacity for an individual running for elective and public office; or</li> <li>Is not a candidate for elective and public office.</li> </ul>

This policy applies to all employees and individuals involved in the City’s operations. All elected City officials are excluded from the requirements of this Policy.

A City employee may be subject to certain requirements of the federal government relative to working in an agency which receives federal funds and to stipulations entailed in the Hatch Act Section 1502.

Provided that the City employee is not subject to the federal requirements as stipulated, the following requirements shall apply:

An employee is found to be in violation of this Policy shall be subject to sanctions to include dismissal as determined by City rules and regulations. Before taking any adverse employment action, City employees must first contact the Law Department.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite> Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The purpose of this Policy is to define the process and establish criteria by which the City responds to situations that threaten the safety or health of employees or are disruptive to the operation of an Agency or the City.

This Policy applies to all employees involved in the City’s operations, including, but not limited to, full-time and part-time employees, and temporary employees.

City of Baltimore operations will remain open during emergency conditions that do not pose an immediate life, health, or safety risks to its employees unless otherwise directed by the Mayor in consultation with the affected Agency Head. Unless the City, building, and/or worksite have been declared closed, all employees are expected to report to work.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em>002-1-2 Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The purpose of this Policy is to establish the rules for the use of an alternate work location for employees to perform their usual job duties away from their assigned main office location. The alternative work arrangement is intended to help the City recruit and retain excellent employees; to provide more flexible work arrangements for eligible employees; and to assist in the community effort to reduce outdoor air pollution and traffic congestion attributable to automobile travel. The Policy serves to provide an effective way to meet the needs of the City, its employees, and the community.

This Policy applies to all eligible full-time and part-time employees who have successfully completed the City’s initial probationary period and who have satisfactory job performance.

Participation of employees in the telework program will vary among Agencies depending upon the operational business needs of the particular area and the functions and responsibilities of employees. Initial determination of an employee’s eligibility to telework is at the discretion of the immediate Supervisor; however, the ultimate decision to allow an eligible employee or a group of employees within the agency to telework is at the discretion of the employee’s Agency Head. In determining whether an employee is eligible to telework, the Supervisor and Agency Head must consider whether: <ul> <li>Service delivery to internal and external customers will be maintained;</li> <li>The Agency will maintain adequate coverage during normal business hours;</li> <li>The employee has satisfactorily performed their job responsibilities prior to their telework request as evidenced through current observations and their most recent performance management plan evaluation;</li> <li>The employee demonstrates the ability to work independently;</li> <li>The position has clearly defined deliverables and measurable tasks and productivity may be effectively quantified with minimal supervisor observation;</li> <li>Confidentiality will not be compromised and the arrangement does not require the physical removal of confidential files from the workplace; and</li> <li>Increased employee engagement will be supported through improved work-life balance.</li> </ul>

Teleworking is not appropriate for all employees and no employee is entitled or guaranteed the opportunity to telework or to the continuation of telework. An employee is not eligible to telework if:

The City will not purchase or reimburse a teleworking employee for equipment necessary to function in a teleworking environment. Employees may use their own technological equipment provided no cost is incurred by the City and it complies with the City’s electronic communications and security requirements.

Each Agency Head shall ensure that all employees eligible to participate in the telework program and all Supervisors/Managers of teleworkers participate in a telework training program offered by the agency or the telework training program offered by the Department of Human Resources (“DHR”). Employees eligible to telework must successfully complete the telework training prior to entering into a Telework Agreement.

Violation of this Policy may result in disciplinary action, up to and including termination of employment. All employees are required to promptly report violations of this Policy to the Agency Human Resources Practitioners.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em>002-1-2 Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The Civil Service Commission administers the rules governing and regulating the employment policies of the Mayor and City Council.

The Civil Service Commission makes rules to accomplish proper personnel administration and to provide for appointments to and employment in the classified service. Such appointments are based on merit, efficiency, character, and industry. The commission may make changes and additions to its original rules. All rules, changes, and additions must be filed with the Department of Legislative Reference and are not effective until so filed. The Civil Service Commission has the power to investigate all matters touching upon the execution of its provisions of the Charter. During investigations, each member of the commission has the power to administer oaths and to summon and examine witnesses in relevant matters. If the Civil Service Commission finds, after investigation, that any appointing officer has abused his power, it will so report to the Mayor. The Mayor has the power to remove, without further hearing, an appointing officer found guilty of abuse by the commission.

The Department of Human Resources powers and duties consist of proposing and administering rules approved by the Civil Service Commission. These rules govern probationary status, temporary and emergency appointments, classifications, reclassifications, examinations, promotions, demotions, transfers, reinstatements, discharges, and other discipline of employees. The Department also issues rules and policies related to health and welfare benefits, training and development, recruitment and counseling Civil Service members.

The purpose of this Policy is to establish guidelines on the retention, maintenance and access to personnel files of City employees as a basis for personnel decisions regarding transfer, promotions, disciplinary actions, termination, demotions, training, attendance monitoring, benefits, leave, and other personnel matters.

This Policy applies to all employees and individuals involved in the City’s operations, including, but not limited to, full-time and part-time employees, temporary employees, probationary employees, seasonal employees, and contractual employees.

Employee personnel files should be retained for at least three (3) years after the employee’s separation. Arrangements should be made with the City Archivist to store records after the three (3) year retention date is passed. Documents may have different retention requirements. In cases where an employee personnel file contains reference documents for an EEO case, relevant documents should be retained for one (1) year from the final disposition of the charge or action for Title VII. Records of environmental monitoring of exposure to hazardous materials should be retained for three (3) years after exposure for the Occupational Safety and Health Act.

All employee files are confidential. Anyone handling employee files shall maintain confidentiality of the material at all times, including during the course of file transmission. Any disclosure of information maintained in the employee’s personnel file must comply with the Privacy Act of 1974 and Public Information Act.

Employee personnel files or data from personnel files is characteristically stored by social security number. The Federal Privacy Act places various restrictions on Federal, State, and Local Governments request for an employee’s social security number. Any governmental Agency which asks disclosure of the social security number must: State whether the disclosure is mandatory or voluntary; State what law or authority gives approval to solicit; and How the number will be used.

The employee personnel file for an employee who is transferred or promoted to a position in another Agency must be given to the receiving Agency’s Human Resources Office. All informational requests should be addressed to the employee’s current Agency.

At the request of an employee or designee of the employee, the Agency’s Human Resources Office must allow the employee or designees to review and/or receive a copy of the official personnel file, supervisory file, or medical file. If the employee is represented by their respective Union, the Union representative may also request to access the employee’s personnel file. To review and/or receipt a copy of the official personnel file, supervisory file, or medical file, the employee or designee of the employee must schedule an appointment with the Agency’s Human Resources Office.

The Agency’s Human Resources Office shall review the record periodically to assure compliance with this Policy. Violations of this Policy may result in disciplinary action, including termination of employment.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite> Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The purpose of this Policy is to permit the City to inspect and verify documentation which establishes both the identity and the employment authorization of every new employee. All new employees must submit a document or combination of documents to satisfy that they are authorized to work in the United States.

This Policy applies to all individuals working for the City and is compensated for their services, including full and part-time employees, temporary employees. This Policy may apply to unpaid employees if it is determined that they will receive something of value in exchanges for their labor or services. However, this Policy is not applicable to independent contractors and their employees, interns, or volunteers.

Due to the sensitive information contained in I-9 Forms, the forms should be maintained separately from employee personnel files. Separating I-9 Forms from personnel records also allows for ease of access to information when an Agency receives an official request. Although forms may be maintained either by paper, microfilm/microfiche, or electronically, a hard-copy I-9 Form binder is the recommended form of retention by the Agency’s Human Resources Office. The I-9 Form and its supplemental documentation shall be retained in the Agency’s Human Resources Office for at least three years. If an employee has worked for the City for more than three years, the employee’s form shall be retained in the Agency’s Human Resources Office for one year following separation from the City. Any I-9 Forms that have retention dates that have passed should be pulled and shredded.

The City shall not discharge a current employee, refuse to appoint a new employee, or otherwise discriminate on the basis of foreign appearance, language, or name. Discrimination against an employee or applicant on the basis of national origin may result in sanctions due to violating Title VII of the Civil Rights Act of 1964. Individuals using fraudulent identification or employment eligibility documents for the purposes of satisfying the employment eligibility requirements will face imprisonment or receive a fine, or both, in addition to termination.

Violation of this Policy may result in disciplinary action, up to and including termination of employment. In addition, failure to comply with an official request to audit I-9 Forms within an Agency will result in certain sanctions imposed on the City.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite> Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

The purpose of this policy is to adhere to the State requirements for maintaining a valid work permit for individuals ages 14-17.

This policy applies to all City employees and individuals involved in the City’s operations, including, but not limited to, full-time and part-time employees, probationary employees, as ages 14-17.

It is the responsibility of the prospective employee’s appointing officer to see that a valid work permit is on file prior to employment and upon change or transfer of positions. A minor cannot begin work without a valid work permit. Work permits may be found at <a href="https://www.dllr.state.md.us/labor/wages/empm.shtml">https://www.dllr.state.md.us/labor/wages/empm.shtml</a>.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite> Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

Compensatory leave is time off with pay granted to employees as compensation for overtime or call-back work.(See <cite data-path="§AM-205-2">AM-205-2</cite> for complete information concerning overtime and call-back work.)

The amount of compensatory leave received is determined by an employee’s salary. Employees in the categories listed below may elect to receive compensatory leave at the time and one-half or double time rate in lieu of monetary payment for overtime or call-back work, <strong>depending on the specifics outlined in the negotiated union contract.</strong> <ul> <li>Employees receiving C.M.E.A. benefits. who have a salary grade or flat salary equal to or less than <u>grade 39</u>.</li> <li><u>All</u> employees receiving Local 44 benefits.</li> <li>Employees receiving M.A.P.S. benefits who have a salary grade or flat salary equal to or less than <u>grade 109</u>.</li> </ul> Employees in the following categories will receive compensatory leave in an amount equal to the amount of overtime or call-back worked: <ul> <li>Employees receiving C.M.E.A. benefits who have a salary grade or flat salary equal to or greater than <u>grade 40</u>.</li> <li>Employees receiving M.A.P.S. benefits. who have a salary grade or flat salary equal to or greater than <u>grade 110</u>.</li> </ul>

Eligible employees will receive compensatory leave equal to 1 ½ times the amount of overtime or call-back worked during the following periods: <ul> <li>During the normal workweek.</li> <li>On the employee’s 6^th consecutive work day in an operation where the normal work week is 5 days in a 7 day period.</li> <li>On the employee’s 11^th and 12^th work days in an operation where the normal workweek is 10 days in a 14-day period.</li> </ul>

Eligible employees will receive compensatory leave equal to 2 times the amount of overtime or call-back worked during the following periods: <ul> <li>On the employee’s 7^th consecutive work day in an operation where the work week is 5 days in a 7 day period.</li> <li>On the employee’s 13^th and 14^th work days in an operation where the workweek is 10 days in a 14-day period.</li> </ul>

Compensatory leave will be accumulated in ½ hour increments after 1 hour of overtime has been worked. An employee who works a full day of overtime will receive 7 hours, 20 minutes of compensatory leave (multiplied by 1½ or 2 when applicable), if his/her normal work day is 7 1/3 hours. The maximum amount of compensatory leave that may be accumulated by an employee is <u>400 hours</u>. Once an employee accumulates this maximum amount of leave, he will not be credited with any additional compensatory leave until his accumulation drops below the maximum limit.

Accumulated compensatory leave may be retained by permanent employees who: <ul> <li>Transfer from 1 agency or position to another agency or position in the classified service with no break in service.</li> <li>Are granted a leave of absence without pay and are reinstated following the expiration of such leave (or placed on a reemployment list due to lack of a vacant position).</li> <li>Are laid-off due to lack of work or funds and are subsequently rehired. (See <cite data-path="§AM-205-9">AM-205-9</cite> for eligibility details.)</li> </ul>

Compensatory leave must be taken in increments of ½ hour. An employee who takes a full day of compensatory leave will have 7 hours, 20 minutes subtracted from his compensatory leave balance if normal work day is 7 1/3 hours.

An employee who wishes to use accumulated compensatory leave must obtain prior approval from his supervisor. Compensatory leave requests for a period of 1 week or longer must normally be made 1 week in advance. Compensatory leave requests for less than 1 week must normally be made 1 workday in advance. However, these time requirements may be waived by the employee’s supervisor.

An official City holiday which occurs on an employee’s compensatory leave day will not be counted as compensatory leave. However, in the event of an early closing on an employee’s leave day, the employee will be charged compensatory leave as if the early closing had not occurred.

Employees will <u>not</u> receive payment for any compensatory leave, which is unused as of the date of separation from City employment.

The purpose of this Policy is to establish the guidelines for determining the administration of employee health benefits for the City of Baltimore (“City”).

This Policy applies to eligible employees who elect to enroll in health care benefits programs sponsored by the City.

The City offers several health care and welfare benefits plan options to employees that provide coverage for medical, prescription drug, vision, term life insurance, Accidental Death &amp; Dismemberment (“AD&amp;D”) insurance, flexible spending and dental benefits. City employees may not be enrolled in more than one City-sponsored medical, prescription, vision, term life insurance, flexible spending or dental plan at a time. The type of medical, dental, prescription drug, and vision benefits provided will differ among the various provider plans available to employees.

For specific information, contact the Employment Benefits Division or the Agency’s Human Resources Practitioner. Employees may also find additional information about the benefits sponsored by the City on the enrollment website,

A qualifying event is a change in the employee’s life status that allows a corresponding change in the employee’s benefits. Some examples include marriage, divorce, birth of a newborn or adoption, and spousal loss of coverage. Once an employee is enrolled in health benefits, a change cannot be made unless there is a Change in Status or a qualifying event. The employee has sixty (60) days from the date of the event to notify and submit to the City an enrollment change due to a Change in Status. New dependents must be added to a health plan within sixty (60) days of a qualifying event. The employee will make the necessary elections using the City of Baltimore’s enrollment website,

Employees who separate from City service may be eligible to continue participation in their health care program under the Consolidated Omnibus Budget Reconciliation Act (“COBRA”) (<em><cite data-path="§AM-204-28">AM-204-28</cite> COBRA</em>).

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em>002-1-2 Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

Organ donation leave authorizes paid permission leave to full-time and part-time permanent employees of the Mayor and City Council of Baltimore. Organ donation leave can be used without loss of any benefits to which the employee is otherwise entitled.

Employees are eligible for organ donation leave under the following conditions: <ul> <li>The employee has been a permanent employee with the City for at least 12 months immediately preceding the period for which he/she is requesting leave.</li> <li>The employee has requested and received prior approval from the head of his/her agency.</li> <li>A request for organ donation leave must include medical documentation of the proposed organ or bone marrow donation.</li> </ul>

Employees may use organ donation leave up to the following limits: <ul> <li>Seven (7) days in any 12-month period to be a bone marrow donor</li> <li>Thirty (30) days in any 12-month period to be an organ donor</li> </ul>

If an employee needs to extend the organ donor leave period beyond the maximum amount specified above, he/she may use accrued sick leave or other approved leave time, consistent with applicable leave policies. The use of sick leave in this case will not count as an occurrence if it is used immediately following the organ donation leave.

The PAYROLL ATTENDANCE RECORD (147-019) is to be marked "P" in the appropriate blocks corresponding to the day(s) of absence due to organ or bone marrow donation. In the "Remarks" column next to the employee's name, one of the following is to be noted: 1) bone marrow donation; or 2) organ donation.

An employee must notify his/her supervisor in advance by submitting a REQUEST FOR TIME OFF (28-1408-5040). Medical documentation must accompany the leave slip or be submitted as soon as possible and prior to any time off. Approval of the agency head is mandatory before the employee takes time off.

FMLA leave is available to all eligible employees where such leave is used for an FMLA-qualifying reason. To be “eligible” for FMLA leave, an employee must have: 1) been employed by the City for at least 12 months; and 2) worked at least 1,250 hours in the twelve months prior to the commencement of leave. The required 12 months of employment need not be consecutive, provided any break in service is for a period of less than 7 years. When calculating the 1,250-hour requirement, all time worked will be counted, including overtime hours. Paid and unpaid time off will not count toward the 1,250-hour requirement, with the exception of periods of military leave.

An eligible employee may take up to 12 weeks of unpaid FMLA leave during a rolling twelve-month period for any of the following reasons: The serious health condition of the employee; The birth or care of an employee’s newborn child; The adoption or placement of a child with an employee for foster care; The serious health condition of an employee’s immediate family member (<em>e.g.</em> spouse, child or parent); or A “qualifying exigency” in connection with a family member’s active duty military service overseas or in support of a contingency operation (Qualifying Exigency Leave). In addition to the basic FMLA leave entitlement discussed above, eligible employees may also take up to 26 weeks of leave per leave year for the care of a covered military service member or veteran with a serious service-connected injury or illness (Military Caregiver Leave). Military Caregiver Leave may not exceed 26 weeks even when combined with other FMLA-qualifying leaves. When an employee and his or her spouse both work for the City of Baltimore, each will be limited to a combined total of 12 weeks of leave in a leave year for the following reasons: 1) for the birth of the employee’s child or to care for the child after birth; 2) the placement of a son or daughter with the employee for adoption or foster care or to care for a child after placement; and

FMLA leave usually will be taken for a period of consecutive days, weeks or months. Employees may also take FMLA leave on an intermittent or reduced leave schedule basis either when medically necessary or for qualifying exigencies. When intermittent leave or a reduced schedule is requested, the City may in its discretion temporarily transfer the employee to an equivalent position (with equivalent pay and benefits) that would better accommodate recurring periods of leave. FMLA leave will be tracked in increments of 30 minutes, unless otherwise provided in an applicable labor agreement. Agencies may not require employees to take (and employees shall not use) more leave than is needed to address the circumstances that prompted the leave request. While on FMLA leave, employees must use any accrued vacation, personal, compensatory and sick leave, as appropriate. Paid leave must be used in accordance with applicable City leave policies and labor agreements. The substitution of paid leave does not extend the length of an FMLA leave, and the paid time off will run concurrently with an employee’s FMLA entitlement. Likewise, leaves taken in connection with a disability leave plan or workers’ compensation shall run concurrently with any FMLA leave entitlement. The substitution of paid sick leave will be authorized only in connection with an employee’s own serious health condition or the employee’s need for pre- or postnatal health care. An employee may also use up to 5 days of paid sick leave for the care of a family member with a serious health condition or for adoption or the placement of a child in foster care. Employees of the Baltimore City Fire Department should refer to the department’s internal policies and procedures governing the use of paid leave for FMLA purposes. Where a conflict exists, the department’s own internal policies and procedures shall apply.

While an employee is on FMLA leave, the City will continue the employee’s health benefits at the same level and under the same conditions as if the employee had continued to work. Under current City policy, employees pay a portion of the health care premium. While on paid leave, the City will continue to make payroll deductions to collect the employee’s share of the premium. While on unpaid leave, the employee must continue to make these premium payments through direct billing with the Employee Benefits Division – Premium Billing. The City will continue to pay the employer portion of the premiums for up to 6 bi-weekly pay periods or 12 weekly pay periods (or up to 13 bi-weekly/26 weekly pay periods in the case of Military Caregiver Leave). At the end of this period, the employee will be required to pay 100% of the health benefits premium cost. Where premium payments made through direct billing are more than 30 days late, the City may terminate the employee’s health coverage for the duration of leave. The City will provide the employee at least 15 days advance written notice before terminating coverage. The coverage will be reinstated the first day following the employee’s return to work, with no waiting periods or pre-existing condition exclusions, provided the employee contacts Employee Benefits within 60 days of return. If an employee chooses not to return to work for reasons other than a continued serious health condition or a circumstance beyond the employee’s control, the City will require the employee to reimburse the City the amount paid for the employee’s health premiums during any unpaid portion of the leave. If at any time (either before or during leave) an employee gives notice of intent not to return to work, health benefits will be discontinued. Employees on FMLA leave are entitled to other benefits to the same extent they are provided to employees on comparable forms of leave. Employees will continue to accrue vacation, personal and sick leave, for example, as long as they remain in pay status. Employees on FMLA leave also may continue their group life insurance coverage during the leave.

A serious health condition refers to a physical or mental condition that involves either an overnight stay in a medical care facility or continuing treatment by a health care provider for a condition that prevents the employee (or a covered family member) from working, attending school or participating in daily activities. Subject to certain conditions, the “continuing treatment” requirement may be met by a period of incapacity of more than three consecutive calendar days combined with: 1) at least two visits to a health care provider within 7 days of incapacity; or 2) one visit and a regiment of continuing treatment under the supervision of a healthcare provider. A serious health condition also refers to any period of incapacity or treatment connected with pregnancy or a chronic, long-term or permanent medical condition.

FMLA leave to care for a family member with a serious health condition is limited to a spouse, parent or child. The term “child” refers to a biological child, adopted child, foster child, stepchild, legal ward or the child of a person standing <em>in loco parentis</em> (in the place of a parent) who is: Under the age of 18; OR Age 18 or older and incapable of self-care due to a mental or physical disability. A covered parent includes a biological, adopted, step or foster parent or any individual who stands or stood <em>in loco parentis</em> when the employee was a son or daughter as described above. A parent “in-law” is not covered. Employees must provide appropriate documentation confirming the existence of a family relationship or the age of a child, such as a birth or marriage certificate, court document or a written statement of a qualifying family relationship.

Both parents may take FMLA leave for the birth or care of a newborn child. The mother also may take FMLA leave for incapacity due to pregnancy, for pre- or postnatal health care or for a serious health condition following birth. In the case of adoption and placement for foster care, employees may take FMLA leave before the actual placement or adoption if an absence from work is required for the placement or adoption to proceed. An employee may not take leave on an intermittent or reduced work schedule basis after placement or birth, unless such arrangements are needed in connection with a serious health condition or are otherwise authorized by the employing agency. An employee’s entitlement to leave for birth, adoption or placement for foster care expires 12 months following the date of birth, adoption or foster care placement.

The purpose of Qualifying Exigency Leave is to allow employees with close family members serving in the Armed Forces overseas to take time off from work to address common challenges that arise in connection with a deployment. Agencies may grant Qualifying Exigency Leave to any eligible employee (<em>e.g.</em> a parent, spouse or child of a military service member) for exigencies that arise out of an active duty deployment overseas or in connection with a call or impending call or order to active duty service overseas. Such leave is available to members of the Regular Armed Forces who are deployed to a foreign country, as well as members of the National Guard and Reserves who are either deployed with the Armed Forces to a foreign country or under a federal call or order to active duty in support of a contingency operation. Qualifying Exigency Leave may be granted for any of the following reasons: a) to address issues that arise from a short-notice deployment (up to seven days); b) to attend official military events, briefings and programs; c) to provide or arrange for child care on an urgent, immediate need basis; d) to enroll or transfer a child to a new school or day care and attend school-related meetings; e) to make or update financial and legal arrangements; f) to attend counseling; g) to care for a service member’s parent who is incapable of self-care on an urgent, immediate need basis (or arranging for such care); h) to attend arrival ceremonies, reintegration briefings and other post-deployment activities; i) to address issues that arise from the death of the military member while on active duty; and j) other events that arise out of an overseas deployment or contingency operation, as agreed upon by the agency and the employee. In addition, an eligible employee may take up to 15 calendar days of Qualifying Exigency Leave per leave year to spend time with a military member who is on short-term, temporary Rest and Recuperation leave during a covered military deployment. An employee who requests leave for this purpose must provide a copy of the military member’s Rest and Recuperation leave orders.

Military Caregiver Leave provides eligible employees with up to 26 weeks of leave per leave year to care for a covered service member or veteran with a serious service-connected injury or illness. To qualify for Military Caregiver Leave, an eligible employee must be the spouse, parent or child (any age) of the covered service member or veteran or the next of kin. Covered service members include current members of the Armed Forces and members of the National Guard or Reserves who are: a) undergoing medical treatment, recuperation or therapy for a serious illness or injury; b) in outpatient status; or 3) on the temporary disability retired list. Leave to care for a covered veteran (a former member of the Armed Forces or the National Guard or Reserves) may be taken for up to 5 years following discharge from the military, provided the veteran’s release from duty was under conditions other than dishonorable. Serious injury or illness in the case of a veteran includes: The continuation of a serious injury or illness suffered while serving as a member of the Armed Forces and which has rendered the veteran unable to perform military duties; A physical or mental condition for which the veteran received a U.S. Department of Veterans Affairs Service-Related Disability Rating of 50% or greater; A physical or mental condition that substantially impairs the veteran’s ability to secure or maintain substantially gainful occupation; or An injury (including psychological injury) that serves as the basis for the veteran’s enrollment in the Department of Veterans Affairs Program of Comprehensive Assistance for Family Caregivers.

Employees who wish to take FMLA leave must timely notify their agencies of the need for FMLA leave and the anticipated timing and duration of the leave, if known. When the need for leave is foreseeable, employees must provide at least 30 days advance notice. When 30 days notice is not possible, or the need for leave is not foreseeable, employees must provide notice as soon as practicable under the circumstances – generally the same or the next business day. Employees should complete an <em>FMLA Leave Request Form</em> (<cite data-path="§AM-203-2-1">AM-203-2-1</cite>) in application for leave. Calling in “sick” without providing reasons for needing leave will not be considered sufficient notice for FMLA leave under this policy, and employees are expected to respond to questions designed to determine if an absence is potentially FMLA-qualifying. Employees who seek to use previously approved FMLA leave must specifically reference the FMLA-qualifying reason when calling in. Leave may be delayed or denied where an employee fails to adequately explain the reasons for the leave. Employees must follow departmental call-in procedures when requesting FMLA leave, absent unusual circumstances. Where an employee fails to comply with these procedures, and no unusual circumstances justify the failure to comply, leave may be delayed or denied and the employee may be subject to discipline. In the case of planned medical treatment, employees must make a reasonable effort to schedule treatment so as not to disrupt the operations of the agency. Employees must consult with their supervisors prior to scheduling treatment in order to work out a treatment schedule that best suits the needs of both the agency and the employee, subject to the approval of an employee’s health care provider. Employees on FMLA leave are expected to be reasonably responsive to and communicate with their agencies during the leave and may be required to check in periodically (<em>e.g.</em> at least once each month) regarding their status and intent to return to work.

At the end of FMLA leave, the employee will be restored to the same position held prior to leave or a position with equivalent pay, status, benefits and other employment terms, subject to certain exceptions. An agency may in its discretion elect not to return certain “key” employees, for example, if doing so would cause grievous and economic harm to the agency. Similarly, an agency may deny reemployment if there has been an intervening layoff that would have included the employee’s position. An employee returning to work following his or her own serious health condition must provide a <em>Fitness For Duty Certification of Health Care Provider</em> (<cite data-path="§AM-203-2-11">AM-203-2-11</cite>) form completed by the health care provider. The certification must confirm the employee’s ability to resume work and to perform all essential job functions. Agencies may delay or deny job restoration until the employee returns the completed certification. Agencies shall notify employees of this requirement at the start of leave by so indicating on the employee’s <em>Designation Notice</em>. Where appropriate, agencies should also include a list of the essential functions of the employee’s position for use by the health care provider in determining the employee’s readiness to return to work.

This policy prohibits discrimination against an individual for having exercised the right to take FMLA leave and prohibits unlawful interference with an individual’s FMLA rights. In addition, this policy prohibits illegal retaliation against someone who has made an FMLA-related complaint or who has participated in the investigation of a complaint. Concerns about discrimination, interference or retaliation under this policy should be immediately reported to the employing agency’s Equal Opportunity Compliance (EOC) Officer or an HR Representative.

The Sick Leave Donation Program was established to permit City employees to donate a portion of accrued sick leave to another City employee who has exhausted all accrued sick, vacation, and personal leave, and/or compensatory time while absent from work due to a personal illness or injury. This program is not intended to replace the extended sick leave policy, is not available to employees who are members of a union sick leave bank, and is not available to employees who are eligible for membership in a union sick leave bank. This policy does not replace any rights available under the City's Family and Medical Leave policy (<cite data-path="§AM-203-2">AM-203-2</cite>), which eligible employees may request in accordance with federal Family and Medical Leave Act (FMLA). Two years from the effective date of approval by the Board of Estimates, the Labor Commissioner, the Director of Human Resources and the Director of Finance will review the policy and make recommendations to the Mayor's Office and the Board of Estimates concerning the continuation of the Sick Leave Donation Program.

<strong>Donor</strong> – A full-time or part-time City employee, who earns sick leave and donates from one (1<strong>) </strong>to five (5) days of accrued sick leave to another City employee. <strong>Recipient – </strong>A permanent full-time or part-time City employee with at least two years of continuous City service who earns sick leave and who has received a donation of sick leave from one or more employee donors. <strong>Sick Leave Donation</strong> – The transfer of accrued sick leave from the sick leave balance of one or more donors to a recipient. The minimum sick leave donation from a donor is one day. Donations may be used in half-day or whole-day units. <strong>Organizational Unit</strong> – <ul> <li>In an agency, which has three (3) or more organizational levels, the level immediately below the agency is normally designated as a bureau. The organizational level immediately below a bureau is normally designated as a division. "Organizational unit" refers to a division.</li> <li>In an agency, which has two (2) organizational levels, the level below the agency is normally designated as a division. "Organizational unit" refers to a division.</li> <li>In an agency, which has one (1) organizational level, "Organizational unit" refers to the agency.</li> </ul> <strong>Personal Illness or Injury</strong> – An illness or injury requiring temporary absence from work.

A sick leave donation may be made only for absences required by a personal illness or injury that prevents an employee from temporarily returning to work. If an employee does not have sufficient leave balances to cover this absence, he/she must apply for Extended Sick Leave before requesting donations under this policy. (See <cite data-path="§AM-204-15">AM-204-15</cite>, Extended Sick Leave, for details on use of extended sick leave.) The following are additional requirements of the program: <ul> <li>Requests to obtain and use sick leave donations must be made in writing to agency personnel officer and agency head with the signature of the requesting employee, and submitted with a completed Certification of Health Care Provider form indicating the nature of the illness or injury, prognosis and the estimated date of the employee’s return to work. (Refer to Certification of Health Care Provider form, <cite data-path="§AM-203-3-1">AM-203-3-1</cite>.) If the employee cannot return to work, see <cite data-path="§AM-208-1">AM-208-1</cite>, Leave of Absence without Pay.</li> <li>Donations should be requested and processed as expediently as possible to avoid the recipient being in an out-of-pay status for an extended time.</li> <li>The recipient may request sick leave donations only one time in any one-year period, which begins on the date of the Board of Estimates' approval of the letter submitted by the agency head. (Refer to <cite data-path="§AM-203-3-3">AM-203-3-3</cite>.)</li> <li>The maximum number of sick leave days an employee recipient is eligible to have credited to his/her sick leave account from employee donations is 30 days in any one-year period.</li> <li>Sick leave donations may not be used for the care of family members, job-related illnesses/injuries, or medical/dental appointments except those related to the personal illness/ injury.</li> <li>Donated days may be used by the recipient in half-day or whole-day units.</li> <li>If an employee is currently on leave from work and using donated days when a holiday occurs, the employee will be marked "H" for the holiday.</li> <li>Employees using donated days do not accrue leave.</li> </ul>

Employees who wish to donate sick leave to an employee recipient must request permission in writing from the agency head or designee by using the Sick Leave Donation Authorization form, <cite data-path="§AM-203-3-2">AM-203-3-2</cite>, coordinated through the agency personnel officer. An employee may donate from one to five days of sick leave to a recipient, per request. The agency's personnel officer will coordinate the sick leave donations. This office will return any Sick Leave Donation Authorization forms that are not needed by the recipient to the donating employees, in the order in which the forms were received, prior to information being submitted to the Board of Estimates. Donations must be in whole days. Sick leave donations will be transferred from the donor’s life-to-date sick leave balance to the recipient’s sick leave account after the Central Payroll Division receives a copy of the Board of Estimates' approval and the list of donors from the employee’s agency personnel officer. If the deduction of sick leave days is made from the balance earned prior to the current sick leave conversion year, the donation of sick leave days will not affect the number of days an employee donor is able to convert to cash for sick leave conversion. (See <cite data-path="§AM-205-2">AM-205-2</cite>, Sick Leave Conversion.) Sick leave donations will not be returned to an employee donor once the donation is actually deducted from his/her sick leave balance. Copies of Sick Leave Donation Authorization forms and a Board of Estimates (BOE) letter, signed by the agency head, must be sent to the Office of the Labor Commissioner (OLC) for review and approval. Once the OLC has approved the BOE letter, the recommendation for sick leave donation transfers will be submitted to the BOE for approval. Following BOE approval, the agency personnel officer must provide the Central Payroll Division with a copy of the Board of Estimates' approval, accompanied by a list of the employee donors, their social security numbers, department/payroll location codes, and the number of days to be donated. Donations cannot be processed until the Central Payroll Division receives this information.

Cancer is the second leading cause of death in Maryland, after heart disease. In Baltimore City, the most common cancers are breast, cervical, oral and colon. Early detection is the best form of prevention for all cancers. City employees are encouraged to seek cancer screening. To promote a healthier workforce and reduce cancer deaths, permanent full-time and permanent part-time employees will be granted permission time up to four hours once a year for cancer screening.

All City employees will be allowed up to four (4) hours once per calendar year as Permission (P) time to use for cancer screening without using their accumulated leave time. To ensure appropriate coverage at the worksite, prior approval from the employee’s supervisor is required. The employees must submit to the supervisor a Request for Time Off form (28-1408- 5040) as soon as the appointment is made for the screening. Employees are asked to make a reasonable effort to schedule the screening when their absence is less disruptive to the operations of the workplace. The supervisor will keep the employee’s Request for Time Off form until the employee returns verification of the screening. The employee will be required to submit as verification to the supervisor a completed City of Baltimore Cancer Screening Program Certification Form after the screening. The supervisor can then authorize Permission (P) time for correct payroll marking. Additional time needed for cancer screening beyond the four hour permission time must be charged to the employee’s accrued leave. This does not count as an occurrence.

To ensure appropriate coverage at the worksite, prior approval from the supervisor for the four hour leave for cancer screening is required. In order for the employee’s time to be marked as Permission (P) time, employees who use the four hour leave for cancer screening must provide their supervisor with a completed Cancer Screening Program Certification Form (<cite data-path="§AM-203-4-1">AM-203-4-1</cite>) following the screening. This form is to be completed by the physician or health care professional/medical facility conducting the cancer screening. The employee must submit the completed Cancer Screening Program Certification Form to his/her supervisor in order for the four hour screening benefit to be applied. For appropriate payroll marking of Permission time and documentation, the supervisor will verify use of Permission time and note that verification was received in the area above the supervisor’s signature on the Request for Time Off form. The completed Request for Time Off form must be attached to the employee’s timesheet for appropriate payroll marking and documentation. The supervisor must send the completed verification form to the agency’s human resources/personnel office for filing with other medical related documents. The verification form <u>must not</u> be attached to payroll attendance sheets or submitted to the payroll clerk.

Employees enrolled in the PPN are encouraged to consult with their primary care provider on cancer screening. Employees enrolled in HMOs must contact their service center sites for either onsite cancer screenings or referrals. Mercy Medical Center and the University of Maryland Medical Systems are partnering with the City to provide screening for all other City employees who choose to go to their sites.

The purpose of this Policy is to set forth guidelines in making reasonable accommodation to qualified applicants and employees with disabilities.

This Policy applies to all employees involved in the City’s operations, including, but not limited to, full-time and part-time employees, temporary employees, and applicants for positions within the City.

All medical information and documentation collected or received in accordance with this Policy, including ADA and FMLA documentation, shall be kept confidential, and medical records shall be maintained in separate medical files by the Agency’s office. Such information shall be shared only with those having an official need to know.

Any questions that arise during the interactive process should be directed to the Agency’s ADA Coordinator handling the accommodation request. Where an employee or applicant is dissatisfied with the resolution of a request, a request for reconsideration may be made to the Agency’s Director of HR. In such cases, the Agency’s Director of HR shall confer with the Director of DHR or his/her designee before responding to the request for reconsideration. The Director of DHR or his/her designee shall make the final determination for all requests for reconsideration.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em>002-1-2 Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

Indicate physical or mental limitation(s) and expected duration of limitation(s). (Attach additional pages if necessary.) It is not necessary to indicate a medical diagnosis or condition. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

Explain how the disability/limitation affects the ability to perform one or more essential functions of the job: ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

What specific accommodation(s) are you requesting and how will this accommodation(s) assist you? (Attach additional pages if necessary): ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

Has a physician, vocational rehabilitation specialist, or other health professional recommended a specific accommodation? Yes ___; No ___; If yes, please attach a copy of their recommendations.

Please provide any additional information that might be useful in processing your accommodation request: <strong>City of Baltimore</strong> <strong>Request for Medical Information</strong> Directions: Please print neatly or type requested information. Employee’s Name: ________________________ The above named employee has requested a change to their job because of a mental or physical condition. Please assist us by answering the following questions related to the employee’s condition and need for an accommodation.

A vacation leave day may be earned only by a permanent full-time employee or a permanent part-time employee, who has been in pay status at any time during the payroll period containing the employee's monthly anniversary date. Temporary employees, including provisional employees, are not eligible for vacation leave. However, employees who are provisional appointees as the result of a promotion and therefore provisional while awaiting Civil Service action, i.e., test, list, etc., may earn vacation leave similar to other permanent full-time employees. The rate of accrual for all eligible employees is based upon the length of continuous service.

The rate of accrual is based upon the eligible employee's length of continuous service. <strong>Permanent Full-Time Employees</strong>: Vacation leave is earned at a set rate for each completed month of service. <strong>Permanent Part-Time Employees</strong>: Vacation leave is earned at a set rate for each completed 160 hours of service. <table> <thead> <tr> <th>COMPLETED YRS OF CONTINUOUS SERVICE</th> <th>DAYS EARNED PER MONTH OR P/T -160 HRS</th> <th>PER YEAR FULL-TIME EMPLOYEE</th> </tr> </thead> <tbody> <tr> <td>0 through 5</td> <td>1</td> <td>12</td> </tr> <tr> <td>6 through 10</td> <td>1 ¼</td> <td>15</td> </tr> <tr> <td>11 through 13</td> <td>1 ½</td> <td>18</td> </tr> <tr> <td>14 through 18</td> <td>1 ¾</td> <td>21</td> </tr> <tr> <td>19 or more</td> <td>2</td> <td>24</td> </tr> </tbody> </table>

Employees may not use vacation leave before it is earned. Vacation leave may be used in 45-minute increments. Vacation leave earned by employees, who have not previously served a probationary period, may not be used until the probationary period, has been successfully completed. The leave day is equal to 7.20 hours for employees designated by Representation Code 5 (AFSCME, Local 558), 6 (MAPS), 9 (Unrepresented, MAPS benefits), U (CUB) and M (CUB unrepresented). A leave day is equal to 8 hours for employees in classifications with Representation Codes 1 (AFSCME, Local 44 and 2202). The codes indicate which, if any, labor union or professional group represents employees in a particular job classification.

An employee who wishes to use accumulated vacation leave must obtain prior approval from his/her immediate supervisor. Vacation leave requests for one week or longer must be made one week in advance in most situations. A request to use vacation leave for less than one week must be made one workday in advance. However, the employee's supervisor may waive these time requirements. All reasonable requests to use vacation leave will be approved. However, requests, which would be detrimental to the proper operation of an agency, may be denied. Conflicting requests for vacation <strong>leave </strong>will be resolved on the basis of seniority. Employees should also refer to the negotiated contract for their employee representation group.

Any official City holiday, which falls during an employee’s scheduled time off<strong>, </strong>will not be counted as vacation leave. <strong>CITY OFFICES CLOSED BY EXECUTIVE ORDER or EARLY CLOSINGS</strong> Under the Inclement Weather Policy, <cite data-path="§AM-204-22">AM-204-22</cite>, “when non-essential City facilities are closed by Mayoral Executive Order, essential employees are required to report as scheduled and appropriate compensation is authorized.” In the situation of pre-approved vacation leave, the essential employee will not be charged vacation leave for the day when an Executive Order is in effect. Non-essential employees on approved vacation leave are not charged leave for that day. However, in the event of an early closing on employee's vacation day, the essential and non-essential employee will be charged full vacation leave as if the early closing had not occurred.

The maximum number of unused vacation leave days that an employee may accumulate is equal to the number of days that an employee can earn in the period outlined in the following table<strong>.</strong> Computation must be based on the employee's current accrual rate as related to his/her years of continuous service and as determined in this policy. <table> <thead> <tr> <th> <p>POSITION DESIGNATED</p> <p>REPRESENTATION CODE</p> </th> <th>ACCUMULATION PERIOD</th> </tr> </thead> <tbody> <tr> <td> <p>1 - AFSCME, Local 44</p> <p>5 - AFSCME, Local 558</p> <p>7 - Local 2202</p> <p>F- Fire fighters (including Paramedics)</p> </td> <td>4 years</td> </tr> <tr> <td> <p>O - Fire Officers</p> <p>U - City Union of Baltimore (CUB<strong>) </strong>*</p> <p>M - Unrepresented (CUB benefits) *</p> </td> <td>5 years</td> </tr> <tr> <td> <p>8 - Police Non-Supervisory</p> <p>S – Police Supervisory</p> </td> <td>192 days</td> </tr> <tr> <td> <p>6 - Managerial &amp; Professional Society (MAPS)</p> <p>9 - Unrepresented (MAPS benefits)</p> </td> <td>8 years **</td> </tr> </tbody> </table> If an employee accumulates the maximum allowable number of vacation leave days, he/she will not be credited with any additional vacation days until his/her accumulation total drops below the maximum limit. * Please note that if an employee’s position is designated by Representation Code of U or M, the employee will paid at the time of separation for accumulated vacation up to a maximum number of days earnable for a four-year period. ** However, if that employee's position is designated by Representation Code 6 or 9 then the employee may bank excess vacation days and be paid for them at time of separation with at least 20 years of service or retirement on the basis of one (1) day for every three (3) days banked.

Years of continuous service are calculated from the date of appointment as a permanent employee. An employee's service in a provisional status may be included in his/her years of continuous service, if the employee's status changed from provisional to permanent with no break in service and service was in the same classification as that of entry. Prior City service is recognized as continuous service if the employee was a permanent employee who: <ul> <li>Was laid-off due to lack of work or funds; or</li> <li>Had a break in service of 29 or less working days; or</li> <li>Was granted a leave of absence without pay and was reinstated within 10 days of the</li> </ul> expiration of such leave.

Accumulated vacation leave may be retained by permanent employees who: <ul> <li>Transfer from one agency or position to another agency or position in the classified (?) service with no break in service.</li> <li>Are granted a leave of absence without pay and are reinstated within 10 days of the expiration of such leave.</li> </ul> Other questions regarding retention or transfer of leave benefits are governed by the specific AM policy and/or negotiated contracts by employee’s representation group.

Payment for accumulated vacation days is based on the employee's regular rate of pay at the time of separation or retirement. Employees will receive full payment for any accumulated vacation leave which is still unused as of the date of separation subject to the employee's rate of accrual and the employee's years of continuous service. However, if an employee is in debt to the City, payment will be deducted from the leave payment in an amount equal to the employee's indebtedness (i.e., non-business City cell phone calls reimbursement, travel funds reconciliation, tuition reimbursement). Payment for leave will also be denied to employees whose service is terminated before the completion of their probationary period with the City.

Employees who are granted leaves of absence without pay for the purpose of military service may elect: (1) to be paid for unused vacation leave upon beginning their leave of absence<strong><em>; </em></strong>or (2) to retain their vacation leave for credit to their leave account upon reinstatement in City service.

Only with the prior approval by the agency head may a holiday party be scheduled. Each Supervisor of an office or worksite may allow employees to hold a holiday party to celebrate the season on any day during the last two weeks of December. On the date approved by the agency head, affected City employees may be allowed up to two (2) hours off including their lunch periods for the party. Any additional time off work for the holiday party must be approved by the agency head and charged to the employee’s accrued vacation or personal leave or compensatory time. A holiday party cannot interrupt City business or close a City office. It should not be offensive to employees who do not participate. Parties at City worksites may not have alcoholic beverages.

Regular full-time Civil Service and non-Civil Service employees are eligible for the City’s vacation and personal leave benefits. Temporary employees are not eligible to receive the City’s vacation or personal leave benefits. Part-time employees may be eligible for leave as detailed below. Part-time employees who are members of City Union of Baltimore (“CUB”) Local 800 Unit I and Unit II, and the American Federation of State, County, and Municipal Employees (“AFSCME”) Local 44, 558, and 2202 are eligible for the City’s vacation and personal leave benefits in accordance with the provisions of their respective Agreements. Employees in the Managerial and Professional Society of Baltimore, Inc. (“MAPS”) who are appointed to regular positions and are working less than full-time work hours as of June 30, 2015, will continue to receive vacation and personal leave benefits. MAPS employees who begin working less than a full-time work week after June 30, 2015 or employees that become members of MAPS after June 30, 2015 who are working less than a full-time work week are not eligible for the City vacation and personal leave benefit and shall no longer receive vacation and personal leave.

The City’s vacation and personal leave benefits are administered on a July 1^st to June 30^th fiscal calendar. Vacation and personal leave are accrued on a monthly basis for full-time employees and on a 160 work hour basis for eligible part-time employees. Employees will receive payment for unused vacation and personal leave in accordance with Section VII of this policy.

Eligible full-time and eligible part-time employees will accrue vacation leave according to the appropriate step on the Accrual Schedule. The maximum amount of vacation leave an employee may accrue is 45 days. Accrued leave is available for use in accordance with subsection V of this policy.

Eligible full-time employees will receive credit for the maximum annual personal leave allowance on July 1^st of each year. Full-time employees appointed after July 1^st of each fiscal year will receive credit for a prorated maximum personal leave allowance on the first day of employment. Eligible part-time employees will accrue personal leave according to subsection IV(A) beginning on the first day of employment.

Employees must obtain approval prior to using personal or vacation leave. Personal and vacation leave can be used for any absence. A full day is equivalent to the number of paid hours in a single shift for each employee based on the employee’s labor union or professional association affiliation. A three work day notice is needed for all requests for personal leave. A three work day notice is needed for all requests for vacation leave of less than one work week. A one work week notice is needed for all requests for vacation leave of more than one work week. All reasonable requests for leave shall be considered and approved, unless doing so would result in demonstrable operational hardship.

Employees shall not accrue vacation or personal leave while in an out of pay status. Full-time employees shall have their Personal Account reduced according to the appropriate accrual rate for the period in which the employee is in an out of pay status. Full-time employees that use more leave than they accrue during the fiscal year because of their out of pay status will owe the City for the amount of unearned leave used. To collect the balance of any unearned leave used by an employee, the City will (1) deduct an equal period of time from the employees other accrued leave on June 30 of the fiscal year or (2) deduct an equal period of time from the employee’s accounts when the employee returns to paid status.

Employees who are granted a military leave of absence may elect: (1) to use accrued vacation and personal leave during their absence in accordance with <cite data-path="§AM-204-11">AM-204-11</cite> Military Leave, or (2) retain any vacation and personal leave accrued prior to their military leave of absence for credit to their leave account upon reinstatement to City service.

Employees shall receive payment for vacation and personal leave upon separation of employment as set forth in VIII (A) and (B) below. The rate of pay shall be based on the employee’s regular rate of pay at the time of separation. Any employee who uses unearned leave shall owe the City for the amount of unearned leave used. The City will (1) withhold money from the employee’s final leave payout, (2) deduct an equal period of time from the employee’s other accrued leave, or (3) pursue legal action when necessary to recover the value of the used but unearned leave.

The City of Baltimore Department of Human Resources issues this policy pursuant to the authority of <cite data-doc="City of Baltimore, Md., Charter">the Charter of Baltimore City</cite>, Article VI, Section 12.

The purpose of this policy is to establish the requirements for providing paid leave to an employee summoned to perform jury duty or appear as a witness (to testify on behalf of the federal, state, or local government).

This policy applies to all employees and individuals involved in the City’s operations, including, but not limited to, full-time and part-time employees, probationary employees, as well as elected officials and their appointed staffs.

Employees required to perform jury duty or subpoenaed as a witness as described below, will be granted paid time off from their regular work schedule for the period of their service and will not be required to use their own accrued vacation, personal, sick, or compensatory leave.

On occasions where scheduled jury service is expected to cause operational hardship to an Agency, the employee may be asked to request a postponement. In such cases, the employee will be responsible for contacting the court and making the request. City Agencies will make every effort to manage operational challenges without having to resort to postponement.

An employee who is dismissed from jury service or witness duty before the end of the workday will be expected to return to work. However, an employee who has performed four (4) or more hours of jury service or witness duty (inclusive of travel time) will not be required to report to an evening work shift that begins either:

This policy strictly prohibits any form of retaliation (or threats of retaliation) for requesting or taking leave under this policy. Any retaliation by a supervisor will result in disciplinary action, up to including discharge from employment. Concerns about retaliation should be promptly reported to the Agency’s Human Resources Practitioner.

This Policy was issued pursuant to <em><cite data-path="§AM-002-1">AM-002-1</cite></em> and <em><cite data-path="§AM-002-1-2">AM-002-1-2</cite> Administrative Manual</em> wherein the Department of Human Resources recommended changes to the Administrative Manual to the Board of Estimates for approval.

The Department of Human Resources reserves the right to revise or eliminate this Policy at any time. The City’s Board of Estimates reserves the right to approve proposed policy revisions or eliminations as determined by the Department of Human Resources.

This policy applies to all City employees whether permanent, temporary or provisional who have been subpoenaed as a witness in any court, i.e., Federal, State, City or County.

<strong>Leave Time</strong> A City employee subpoenaed as a court witness will not be charged with use of any accrued leave time, i.e., vacation or personal leave or compensatory time and will receive their regular rate of pay for the time off necessary for the court appearance. Please note that the employee will only be excused without being charged leave time if the court appearance is the result of being subpoenaed as a witness. If the employee is a party to the civil/criminal action (plaintiff, defendant, counsel to either party, etc.), the employee must utilize accrued leave. If the employee is dismissed from the court proceedings before the workday is over, the employee is required to report to his/her work site or site specified by the supervisor for the remainder of the workday. <strong>Notification Process</strong> When a <u>permanent</u> City employee has been subpoenaed as a court witness, the employee must immediately notify the immediate supervisor by telephone, e-mail of the time, date and place of court appearance and/or by submitting a “Request for Time Off” form (28-1408-5040) to the supervisor for the court dates with the “Permission Time” block marked on the form, and a copy of the subpoena attached. <strong>Payroll Marking</strong> The timekeeper would mark the employee in E-time system timecard, dropdown paycode box, as Permission – Court Witness.

<strong>Leave Time</strong> A temporary or provisional City employee subpoenaed as a court witness will not be paid for the time missed from work and spent in court. If the employee is dismissed from the court proceedings before the workday is over, the employee is required to report to his/her work site or site specified by the supervisor for the remainder of the workday and will be paid for time worked. <strong>Notification Process</strong> When a temporary or provisional City employee has been subpoenaed as a court witness, the employee must immediately notify the immediate supervisor by telephone or e-mail of the time, date and place of court appearance or by memorandum with a copy of the subpoena attached. <strong>Payroll Marking</strong> The timekeeper would mark the employee in E-time system timecard, dropdown paycode box, as X- Permission (LWOP – Excused). Only permanent employees are given paid Permission days when subpoenaed as a court witness.

This policy applies to all City employees, including full and part-time, probationary, seasonal, and temporary employees, as well as elected officials and their appointed staff.

For up to one (1) year after the birth of a child, an employee will be permitted to take reasonable breaks during the workday to express breast milk. Although such breaks are generally unpaid, employees will be permitted to use regular meal and rest breaks for the purpose of expressing milk. Where additional time is need, employees must use their accrued leave. Employees may use up to five (5) days of accrued sick leave for lactation purposes. Sick leave used for lactation breaks will count toward the five-day maximum provided by labor agreement for the care of an immediate family member, where applicable. Employees may also use accrued personal, vacation, or compensatory leave. If the employee does not have enough accrued leave, her leave will be reduced in subsequent pay periods until the leave debt is satisfied. In addition, agencies may authorize flexible work arrangements (such as adjustments to the timing of regular breaks and to the start and end times of an employee’s work shift) to help facilitate a lactation schedule. The decision to grant flexible work arrangements will be at the sole discretion of the agency. Agencies may also unilaterally modify or terminate a flexible work arrangement, provided the employee’s need for accommodation is otherwise satisfied. Employees of the Baltimore City Fire Department should refer to the department’s internal policies and procedures governing leave for lactation purposes. Where a conflict exists, the department’s own internal policies and procedures shall apply. Agencies must provide a reasonable amount of break time to express milk. Although the frequency and length of such breaks may vary, a breastfeeding employee will typically require between two and three breaks in an eight-hour period. Such breaks often last anywhere from fifteen to thirty minutes with additional time needed for set-up and clean-up. It is expected that the employee will express milk before the start of her shift so that she will be ready to begin working immediately upon arrival at work. Employees and their supervisors should work cooperatively to determine appropriate times to take lactation breaks during the workday, taking into consideration both the employee’s biological needs and the agency’s operational requirements. Employees must make a good faith effort to schedule breaks at times that minimize disruption to the agency’s operations. An agency may, at its sole discretion, continue an employee’s lactation accommodation, either with or without modification, beyond one year. The decision to extend the accommodation will be made in consultation with an agency Human Resources representative. An employee who fails to use a lactation accommodation for its intended purpose may be subject to disciplinary action, up to and including discharge.

Although agencies are not required to maintain a permanent, dedicated space for expressing milk, a room must be made available when requested. Such locations must be private, shielded from view, and not located in a restroom or shower room. In addition, the room must be free from any intrusion by co-workers or the public. Agencies can ensure privacy by selecting a space with a locked door or by providing appropriate signage to indicate when the space is in use. If a dedicated lactation room is not available in the employee’s workplace, an agency may consider such other options as reserving a conference room as needed, adapting a clean and infrequently used storage area, or converting an unused office or other room. If an employee has a private office, it may be used for this purpose. Any location used for lactation purposes must contain a chair and a flat surface (other than the floor) on which to place a pump. Agencies should also make every effort to identify a space that contains an electrical outlet and nearby access to running water. The room should be located as close to the employee’s work area as possible to reduce the amount of time required for the break. Employees will be responsible for keeping the lactation room clean using anti-microbial wipes or disinfectant and for bringing their own supplies for this purpose. If an employee does not have space in her designated work area for storing a pump, or lacks a designated work area, the agency must provide a location where the employee’s pump can be stored. Where space limitations or the nature of the employee’s work present special challenges to scheduling or otherwise accommodating lactation breaks, agencies should contact the Department of Human Resources (DHR) for guidance.

Employees are responsible for making arrangements for storing expressed milk. Milk may be stored in a refrigerator located at the worksite, provided the refrigerator is not also used for the storage of biohazards or lab specimens. The employee must provide her own containers for expressed milk, which must be concealed in a labeled, personal storage bag. If there is no refrigerator available, employees must provide their own means to store and keep the milk cold, such as a personal storage cooler. If the employee does not have space for a cooler in her designated work area, agencies must provide a location where it can be stored. The City of Baltimore is not responsible for the integrity or security of breast milk stored on City property.

Employees should provide their supervisors with as much advance notice as possible that a lactation accommodation will be needed. Likewise, the employee must promptly notify her supervisor when a lactation accommodation is no longer needed or when fewer or shorter breaks are required. Upon receipt of a request for lactation accommodation, the supervisor will promptly contact an agency Human Resources representative. The supervisor and HR will work together, and in consultation with the employee where necessary, to determine the details of the lactation accommodation – including appropriate break times, any adjustments to the employee’s work schedule, a suitable location for breaks, and whether or how the employee’s paid leave will be used. The accommodation arrangement must be memorialized in writing with a copy provided to the employee. An agency may at its discretion modify the specific terms of an accommodation (including break times and location of the lactation room), provided the employee’s need for accommodation is otherwise satisfied.

The Baltimore City Health Department offers a variety of education and support programs for breastfeeding mothers that are also available to City employees. These programs include, for example, prenatal and postpartum breastfeeding classes, informational materials and lactation support resources. The classes are held at the Women, Infants and Children (WIC) program clinics. All programs and services are available to mothers, fathers and their partners. Although City employees are generally responsible for bringing to work their own personal pump and accessories, the Health Department has a limited number of electric hospital grade pumps and related supplies available for use on loan during working hours. Pumps and supplies are available on a first-come, first-served basis. Questions about these programs and services should be directed to the Health Department.

This policy strictly prohibits any form of retaliation (or threats of retaliation) for requesting or receiving an accommodation under this policy. Any retaliation will result in disciplinary action, up to and including discharge from employment. Concerns about retaliation should be promptly reported to an agency Human Resources representative.

We will allow you to take reasonable break time during the work day to express milk. Although we understand that the length and frequency of breaks may vary by individual, U.S. Department of Labor guidelines suggest that usually no more than two or three breaks in an eight- hour period will be necessary. It is our expectation that you will be ready to work when you start your shift, meaning that you will have taken the time to express milk before the workday starts. You are expected to work cooperatively with us to schedule and take breaks in a manner that does not disrupt agency business or services.

You will use your regularly scheduled rest and meal periods for lactation purposes, and we will allow you to structure those break periods as follows: [SPECIFIC TIME(S) OF DAY EMPLOYEE WILL TAKE LACTATION BREAKS AND APPROXIMATE LENGTH OF BREAKS]. If you require additional time for lactation (beyond regular rest and meal periods), you must use accrued leave – personal, vacation, compensatory and up to five (5) days of sick leave. Any sick leave used will count toward the five days provided by labor agreement for use in caring for an immediate family member, where applicable. If you do not have sufficient accrued leave, we will reduce your leave as it accrues.

You will take your breaks at the following location: [IDENTIFY LACTATION ROOM – <em>E.G.</em> CONFERENCE ROOM, EMPLOYEE’S OFFICE, PERMANENT LACTATION FACILITY]. You are responsible for keeping the room clean during and after use. You must also provide your own pump and other needed supplies, which should be stored in your personal work space.

You are responsible for storing your own breast milk. If your work area has a shared refrigerator for use by employees, you may store your milk there, provided the refrigerator is not also used to store biohazards or lab specimens. You are responsible for providing your own containers for expressed milk, which must be concealed in a labeled, personal storage bag. If there is no refrigerator available, you must provide your own means to store and keep the milk cold, such as a personal storage cooler. The City of Baltimore is not responsible for the integrity or security of breast milk stored on City property.

If you do not have a place to store your pump or a personal storage cooler, we will provide a storage space for you. The City is not responsible for personal items stored on City property.

If at any time you decide to stop breastfeeding your child, you must promptly notify us of your decision. You must also promptly notify us if you require fewer or shorter breaks. You will be responsible for accurately tracking and reporting leave used for lactation purposes. Any failure on your part to accurately report leave usage, or to use the accommodation for its intended purpose, may result in disciplinary action. Please be advised that we may, at our discretion, modify this accommodation at any time. If modifications are needed, we will notify you in writing. We hope this accommodation will help facilitate your efforts to breastfeed your child. If you have any questions about these arrangements or require assistance, please do not hesitate to contact [NAME OF HR CONTACT] at [PHONE NUMBER AND E-MAIL]. <table class="layout-table"> <tbody> <tr> <td></td> <td>Sincerely,</td> </tr> <tr> <td></td> <td>[HR REPRESENTATIVE]</td> </tr> <tr> <td>I have read and agree to the above terms,</td> <td></td> </tr> <tr> <td>___________________________</td> <td>_______</td> </tr> <tr> <td>[EMPLOYEE NAME]</td> <td>[DATE]</td> </tr> </tbody> </table>

This policy governs leave of absence with pay for a City employee who experiences a death in the immediate family and establishes leave of absence with pay for death of other relatives. Any subsequent change to the policy is dependent upon the negotiated agreement between the Mayor and City Council and the employee's designated bargaining unit.

For purposes of this policy, the immediate family includes the employee's: <ul> <li>Mother</li> <li>Father</li> <li>Sister</li> <li>Brother</li> <li>Spouse</li> <li>Children</li> <li>Mother-in-law</li> <li>Father-in-law</li> <li>Registered Domestic Partner</li> <li>Step or half-blood relationships</li> </ul> In certain instances, the leave of absence with pay benefit for death in the immediate family may include other specified individual(s), such as grandparent and/or grandchild, as part of the immediate family, depending upon the employee's bargaining unit.

Four (4) consecutive working days' leave with pay shall be granted upon request in the event of a death in an employee's immediate family, as cited in the section "Immediate Family." The four (4) days shall commence at the option of the employee on the date of death or the day following the day of death, or in conjunction with a memorial or funeral service. Employees who require additional time off beyond these four (4) days may request and may be granted additional reasonable time off charged to vacation or personal leave, or compensatory time.

A city employee may be entitled to one (1) days' leave of absence with pay for the death of other relatives, e.g. aunt, uncle, grandparent, grandchildren, etc., depending upon the employee's bargaining unit. Other relatives for whom a City employee may be authorized bereavement leave are specified by the employee's designated bargaining unit. In this instance, the one (1) days' leave must be taken at the option of the employee within four (4) calendar days of the date of death or the day following the day of death, or in conjunction with a memorial or funeral service.

An employee who divorces his or her spouse is no longer entitled to bereavement leave for the death of a former spouse or the parents of a former spouse. Great grandparents are not covered under this policy. The death of an aunt, uncle, brother or sister of an employee's spouse is not covered under this policy. Common law marriages are not valid in the State of Maryland. Therefore, this policy does not cover the death of a common law spouse.

A leave of absence with pay granted for death in the immediate family or other relatives is subject to reasonable verification upon request of the immediate supervisor.

Appropriate payroll markings should be used in recording attendance and marking the PAYROLL ATTENDANCE REPORT (147-093) which is submitted to the Bureau of Accounting and Payroll Services. The designated code of "P", Permission, should be entered next to the appropriate date(s) with an explanation of the marking in the "REMARKS" column.

City employees who are members of certain recognized city unions may be granted paid administrative leave for attendance at union conferences and conventions each year subject to the negotiated contract between the responsible parties.

All officers, stewards, and members of CUB conferences shall be granted Administrative Leave with pay in the amount of 175 staff-days each year with a maximum of 12 days for any elected officer and 5 days for any other employee. (Conferences or meetings sponsored by the City in which the Union is asked to participate shall not be charged to this leave.)

Each year, a total of 15 employees who are officially designated as delegates to regularly scheduled union conferences and conventions will be granted leave without loss of pay to attend such meetings. However, no individual will be granted such leave for these meetings more than once per year.

Employees officially designated by the union to attend scheduled conferences and conventions shall be granted leave without loss of pay, subject to scheduling needs of the department. This leave must be requested at least three weeks in advance. No more than 20 staff days in a calendar year will be available. However, no employee will be granted this leave more than once each calendar year.

All requests for use of union leave should be submitted to the Office of the Labor Commissioner (OLC) at least one week in advance of its usage. Requests for union leave that are submitted with less than one week’s notice be handled on a case by case basis. Consideration will be given to the impact on the agency’s operation. The OLC will review and approve the leave. A written notice will be sent to the agency(ies) personnel officer with name(s) of affected employee(s) and date(s) such leave will be used. When the approval of the union leave would affect the efficient operations of an agency, the personnel officer should submit a written notice to the OLC requesting that the leave be denied. The OLC will notify the union(s) if union leave is denied.

This policy is intended to provide employees with a comprehensive response to on-the-job injuries and illnesses, prompt medical examination and a timely return to work. It complies with OSHA regulation 29 CFR l 904.35 on informing each employee how to report on-the-job injuries and illnesses.

<ul> <li>Definitions</li> <li>Reporting Requirements</li> <li>Employee Responsibilities</li> <li>Supervisor Responsibilities</li> <li>Severe Injuries/Out of Town on City Business Injuries</li> <li>City of Baltimore Occupational Medical Services (Mercy Clinic)</li> <li>Notification of Return to Duty</li> <li>Job Injury Leave</li> <li>Leave Usage</li> <li>Delayed or Failure to Report Incidents - Progressive Disciplinary Procedures</li> <li>Fraud Warning</li> <li>Related Policies</li> <li>Related Procedures and/or Documents</li> </ul>

<strong><em>City of Baltimore Occupational Medical Services</em></strong> - A health care organization designated by the City of Baltimore and confirmed. by contract that provides initial visits and reviews of medical treatment obtained elsewhere on behalf of the City of Baltimore for on-the-job. injuries and illnesses at the site designated and performs duty status determinations for all City Employees, as well as sick visits for some City employees. Treatment by the Provider to the Employee shall only be rendered to employees injured at work in an emergency or if the employee consents to be treated by the Organization in writing, as the only primary care giver of the employee and if the Provider guarantees and holds harmless the City from any conflict of interest that will affect its primary obligations to the City. The site must be in the city and agreed to by the Provider and the City. <strong><em>Discharge Instructions</em></strong> - A written document provided to employees seen at the site at the end of each visit that indicates diagnosis, a statement of what treatment would be appropriate going forward, work status and the time and place of the employee1s next visit, if any. The employee should give a copy of the document to his/her supervisor immediately following each appointment. <strong><em>Employee</em></strong> - This includes permanent full-time, permanent part-time employees and temporary employees contracted directly by the agencies (seasonal employees). It excludes consultants, volunteers and staff provided by temporary personnel agencies. For specific information on who is considered an employee for workers’ compensation purposes, contact the City’s Department of Law, Workers’ Compensation Division, at 410-396-5479. <strong><em>Employee Incident Report (“EIR”)</em></strong> - A City form that is used to report job-related injuries and illness. The warehouse form number is 28-1608-5149. It is to be completed within 24 hours by the Employee, with the assistance of the supervisor and signed by the Employee. The City shall then report the incident to the Third-Party Administrator, by calling 1-877-607-8600 or whatever other means are then available and sending the original of the signed and dated EIR to the current Third-Party Claims Administrator (“TPA”) of the City (currently Sedgwick). The employee is to take the appropriate copy of the signed and dated EIR form with him/her to the clinic. The EIR form has 4 parts: Failure to complete the EIR, to report the incident to the TPA and/or to send the various copies of the EIR to the appropriate places shall result in discipline as it hinders the handling of these accidents harming employees and harms the City financially as well. <strong><em>Medical Director</em></strong> - A physician licensed in the State of Maryland and board certified in Occupational and Environmental Medicine who oversees the operation of the City of Baltimore Occupational Medical Services and serves as the chief physician of the City for matters of City employee medical services set forth herein. <strong><em>Supervisor</em></strong> - An employee designated by management, who exercises major, supervisory functions over other employees. These functions include hiring, evaluating, assigning work, disciplining, and dismissing. <strong><em>Third Party Administrator (“TPA”)</em></strong> - An organization designated by the City of Baltimore to receive, investigate and process claims pursuant to a service contract and in accordance with the Maryland Workers' Compensation statute that is under contract with the City at that time <strong><em>Workers' Compensation Claim</em></strong> - A workers' compensation claim is a report of a job-related injury or illness that arises out of or in the course of his/her employment with the City (whether at the regular jobsite, a temporary jobsite, traveling on business for the City or driving on City business) that has been reported to the TPA and the Workers' Compensation Commission within the statutory time frame.

Prompt reporting of job-related injuries and illnesses is essential for the following reasons: <ul> <li>An employee will not be seen at the Mercy Clinic (unless the injury is severe) without a copy of the completed EIR, resulting in delay of obtaining off work status.</li> <li>Each employee is obligated to report every incident/accident/first sign of occupational disease or exposure that could lead to an occupational disease to their supervisor immediately after the occurrence or as soon thereafter as possible. If an employees Agency requires reporting to anyone else, that reporting shall also occur as soon as possible. Employee shall then assist in completing the EIR and signing and dating the employee section.</li> <li>The setup of a claim by the TPA will not occur and authorization of treatment or payments to the employee will be delayed until the original EIR has been sent and has been received by the TPA and the incident has been reported to the TPA, thereby delaying benefits to the employee, reporting to the Workers’ Compensation Commission and hindering possible valid defenses of the City causing financial harm to the City.</li> <li>The Maryland Department of Labor, Licensing and Regulation as well as the Maryland Workers' Compensation Commission can levy late reporting actions against the City. If the City of Baltimore is fined for late reporting, any fine up to $1,000 will be charged back to the agency responsible for the late reporting.</li> <li>Failure to report incidents or delayed reporting of incidents by employees and supervisors shall result in disciplinary action and failure of an Agency to enforce these rules can result in further disciplibne.</li> </ul>

Employees shall follow these procedures in the event of a job-related injury or illness:

The supervisor’s first priority is to see that prompt medical treatment is provided to an injured employee. In the event of a serious job-related injury or illness, dial 911. The employee should be taken to the closest medical facility. In all other cases, when an employee reports a job-related injury or illness, the supervisor shall follow these procedures:

If a job-related injury is severe or occurs when the employee is on City business out of the area, the employee must go to an urgent care or emergency center for treatment and then contact the supervisor to process an EIR. The supervisor prepares the EIR and reports the incident by phone (1-877-607- 8600) or otherwise to the TPA. The employee must be seen at Baltimore City Occupational Medical Services for an initial examination and work status determination as soon medically able. After being seen at the City of Baltimore Occupational Medical Services the Employee must elect to be treated by his own Dr. or by the City of Baltimore Occupational Health Services, if they elect to name them as their only primary treating Dr., but the employee shall not be treated by more than one primary physician or one specialist in any given specialty at a time. If the employee chooses to be treated by the Clinic a plan of care shall be developed and managed by the Medical Director. If or once the Employee elects to treat elsewhere, the City of Baltimore Occupational Health Services will cease treatment and the Medical Director will request medical records from all treating facilities and review that treatment for the City. The attending physician with the City of Baltimore Occupational Health Services will issue Discharge Instructions indicating return to work abilities after each visit and or review of new medical records and may schedule a new visit to determine work status if needed based on the new record review (but not for treatment)

Before leaving the Mercy Clinic, the employee will be given a written document in duplicate, called Discharge Instructions. This document will include the patient's diagnosis, work status, return appointment date, any work limitations and the name of any outside medical provider that the employee has seen or elected to see. It is the employee's responsibility to provide the supervisor with the agency's copy of the Discharge Instructions, no later than the start of the employee's next scheduled shift.

The TPA will generate a First Report of Injury and send a copy to the reporting agency within 48 hours. The TPA will make a determination as to the whether the claim is covered or not (compensability) within 14 working days after receiving the EIR and necessary documentation. If the Discharge Instructions authorize days off from work due to a covered injury, the TPA generates an Accident Leave Voucher (A-time) authorizing compensable covered dates. It is forwarded by the TPA to the agency's human resources/personnel office and the Department of Finance, Central Payroll Division, authorizing the employee to be paid Accident Leave (A-time).

Job injury leave (“A time”) is granted for a specific period of time and is not charged against accumulated sick leave, vacation leave, personal leave or compensatory time. The maximum amount of job injury leave granted to an employee is established by the applicable labor agreements negotiated by the employee's representative organization. For additional information on job injury leave, employees should consult their negotiated labor agreement or their Agency's Human Resources Office.

Delays or failures by employees and supervisors to report a job-related injury or illness, complete an EIR, or contact the TPA, shall result in disciplinary action up to and including termination.

It is a crime to lie or provide false information in order to receive workers' compensation benefits. Employees, employers and other parties who lie or provide false information regarding a claim are subject to prosecution for fraud. The Fraud Hotline of the TPA is available 24 hours a day, 7 days a week by calling 1-866-841-1044. Information about Workers' Compensation fraud should also be communicated to the Maryland Workers' Compensation Commission at 1-800-492-0479, 410-864- 5100.

All employees are eligible to take military leave for uniformed service, including employees who are full or part-time, probationary, seasonal, temporary, elected, appointed, or at-will. There is no minimum amount of time an employee must have worked for the City to become eligible for leave under this policy. Leave will be granted for both voluntary and involuntary service. The uniformed services includes: the Armed Forces (Army, Navy, Air Force, Marine Corps, and Coast Guard) or a Reserve component of one of these branches; the Public Health Service Commissioned Corps; the Maryland organized militia (Maryland Army National Guard, the Maryland Air National Guard, the Inactive National Guard, and the Maryland Defense Force); and any category of persons designated by the President in time of war or national emergency. The uniformed service also may include service the National Disaster Medical System, as provided in 42 U.S.C. § 300hh-11(e). Leave may be taken for a variety of military activities, including (but not limited to) periods of active military service, active and inactive duty training, initial active duty training, funeral honors duty, and fitness-for-service examinations.

Employees must provide advance notice to their supervisors before taking military leave, except in the rare case when advance notice is prevented by military necessity or would otherwise be impossible or unreasonable. Notice may be given orally or in writing and may be communicated by the employee’s military command. Employees must provide notice to their supervisors (and a copy of their orders) as soon as they have knowledge of a service obligation. National Guard and Reserve members should provide their agencies with copies of annual drill and training schedules and orders as soon as they become available. Employees are responsible for notifying their agencies when orders have been updated or extended. Before departing for leave, employees should complete a <em>Military Leave of Absence Form </em>(<cite data-path="§AM-204-11-1">AM-204-11-1</cite>). Agencies will provide service members with a copy of the form as soon as notice is given. In situations where the employee’s military orders provide short notice of an impending service obligation, agencies will work with the service member to gather the information requested on the form.

Except as provided in Section 4 below, military leave is unpaid. Employees may at their election use their accrued vacation, personal, or compensatory leave during their absence. Sick leave may not be used. If accrued leave is not used, the employee’s unused leave balances will be restored upon return to City employment. To use accrued leave, the employee must complete a <em>Military Leave of Absence Form</em> (<cite data-path="§AM-204-11-1">AM-204-11-1</cite>). Accrued leave days will be applied consecutively at the start of military leave. Once the employee’s accrued leave elections are exhausted, the employee will be placed in an unpaid leave status.

An employee will receive <em>paid</em> leave for military service in the following two circumstances only: <u>Inactive Duty Training</u> – Employees who are members of a state National Guard, a Reserve unit, or the Maryland militia will be paid up to fifteen (15) working days each fiscal year to attend military training. During such leave, employees receive their full City salary, in addition to military pay, with no loss of vacation, seniority, or performance rating. Any additional leave beyond the fifteen days will be without pay. Unused days will not carry over from year to year. <u>State Active Duty Service</u> – Any member of the Maryland organized militia who is ordered to state active duty by the Governor of Maryland (usually in times of natural disaster or other public crisis) will be granted paid leave for all time spent in active duty service to the state as provided by Md. Code Ann., <cite data-doc="Md. Code" data-path="gps|13-706">Public Safety § 13-706</cite>. The employee will receive his or her full City salary, in addition to military pay, with no loss of vacation, seniority, or performance rating. In order to receive paid military leave, employees must complete a <em>Military Leave of Absence Form</em> (<cite data-path="§AM-204-11-1">AM-204-11-1</cite>) and attach a copy of their military orders. Eligibility for paid leave is subject to verification by the agency and must be reviewed and approved by the Department of Human Resources City agencies and the Department of Human Resources will review paid leave usage annually to ensure that it is awarded in accordance with this policy.

During a military leave of absence, employees may continue City health benefits (including vision, dental, and prescription drug coverage) under the same pre-leave benefit elections as follows: <u>Service of 30 Days or Less</u> – If the period of military service is expected to last 30 days or less, as in the case of National Guard and Reserve training, the City will automatically continue the employee’s health benefits at active employee rates, unless the employee elects to cancel coverage. Payroll deductions will continue for as long as the employee remains in pay status. Thereafter, the employee will be billed directly for any outstanding premiums. <u>Service of More than 30 Days</u> – If the period of military service is expected to last more than 30 days, employees may elect to continue their City health benefits for up to 24 months or until the deadline for reemployment has passed, whichever comes first. The employee may continue coverage at the employee rate while exhausting accrued leave. Thereafter, the employee will be responsible for paying up to 102% of the premium cost, depending on the benefit. To continue health benefits during leaves of greater than 30 days, an employee must elect to continue the coverage by completing a <em>Military Leave of Absence Form</em> (<cite data-path="§AM-201-11-1">AM-201-11-1</cite>). The City will cancel benefits if an employee fails to make an election or does not make timely payments. Health benefits for eligible employees and their dependents will be reinstated upon return to City employment. Reinstatement of health benefits will occur immediately upon the first day of reemployment without waiting periods or pre-existing condition exclusions, except for illnesses and injuries related to military service under certain plans.

Employees who qualify for reemployment after returning from military leave will be treated as if continuously employed for pension benefit purposes, and time spent on military leave will not be considered a “break in employment” for purposes of vesting and accruals. For members of the <em>Employee Retirement System</em> (ERS) and <em>Elected Officials’ Retirement System</em> (EOS), credited service will continue during military leave, provided the employee qualifies for reemployment, returns to active City employment within one year of discharge from the military, and provides all required documentation. Members of the <em>Fire &amp; Police Employees’ Retirement System</em> (F&amp;P) will receive service credit for military leave during employment, with the City making all mandatory contributions the member would have made if he or she had continued regular full-time employment (“military service contributions”), provided the employee qualifies for reemployment under Section 9 of this policy, returns to active City employment within one year of discharge from the military, and provides all required documentation. F&amp;P members are entitled to the benefit of military service contributions <em>only upon retirement from City employment.</em> Accordingly, members who are not eligible for reemployment, or who separate from the City before retiring, will not receive the benefit of military service contributions. Under all three retirement plans, a member who dies while performing qualified military service will be treated as if actively employed for the purpose of awarding pension benefits, and their beneficiaries will be eligible to receive non-line-of-duty-death benefits. In computing the amount of the benefit, the member will not be entitled to benefit accruals for the time spent in military service. Contributions to the City’s <em>Deferred Compensation Plan</em> cease during military leave once an employee is no longer in pay status, although employees may resume their contributions upon return to active City employment. In addition, employees may make “catch-up” contributions for a period of up to three times the length of his or her military leave (not to exceed five years). If called to active duty for more than 179 days, employees may be eligible to withdraw contributions from their accounts without penalty. Upon return from active duty, those funds may be re-deposited in an IRA for up to 2 years.

Employees on military leave will be eligible for <em>non-seniority</em> based benefits to the same extent they are provided to other employees on comparable forms of leave. For example, an employee on a military leave of absence will accrue leave (vacation, personal, and sick) as long as he or she is in pay status. Once the employee falls out of pay status, leave will not accrue, except as provided in <cite data-path="§AM-208-1">AM-208-1</cite> (<em>Leaves of Absence Without Pay, Parts I &amp; II</em>). Likewise, employees on military leave may continue group life insurance coverage through the City to the same extent as employees on other types of long-term unpaid leaves.

Eligible Fire and Police Department employees who cannot attend scheduled ranked promotional examinations due to military service may arrange to take a makeup exam upon return from military leave as provided in <cite data-path="§AM-204-11-2">AM-204-11-2</cite> (<em>Military Leave Testing Procedures</em>). Employees returning from military leave may also schedule a makeup exam for open and unranked promotional tests. The candidate is responsible for scheduling the makeup exam through the Department of Human Resources, Test Development Division. In order to sit for the exam, candidates must provide a copy of the military orders and written confirmation from their military command that the scheduling conflict could not have been avoided. Employees will be permitted to take a reasonable amount of time to adjust to reemployment before sitting for the exam. The exam will be a comparable, alternate form of the original test administered under controlled and monitored conditions.

City agencies must reemploy a returning service member who is eligible for reemployment. To be eligible for reemployment, all of the following criteria must be met: <em>Notice</em> – The employee must have provided advance notice of the military service as required by Section 2 of this policy. <em>Length of Service</em> – The employee must not have exceeded the five-year cumulative limit on military leave, subject to the exceptions outlined in USERRA’s regulations at 20 C.F.R. §1002.103. <em>Service Discharge</em> – The employee may not have separated from uniformed service with a dishonorable or bad conduct discharge, by court martial, or under “other than honorable conditions.” <em>Timely Application</em> – The employee must have applied for reemployment within the time limits mandated by USERRA: <ul> <li><u>Military leave less than 31 days</u> (including fitness-for-service exams) – No later than the first regularly scheduled workday that starts at least 8 hours after the person’s return home from military service.</li> <li><u>Military leave between 31 and 180 days</u> – No later than 14 calendar days after completing military service.</li> <li><u>Military leave greater than 180 days</u> – No later than 90 calendar days following the completion of military service.</li> <li><u>Following a Service-Connected Illness or Injury</u> – Within the applicable timeframe listed above following recovery from the service-connected illness or injury. The recovery period may not exceed two years from the date of the completion of service, except where circumstances beyond the employee’s control make reporting within this period impossible or unreasonable.</li> </ul> An employee who fails to apply for reemployment in a timely manner will be subject to the City’s conduct rules, policies and practices relating to an employee’s unexcused absence from work. In addition, an agency may in its discretion deny reemployment if there has been a change in circumstances that would make reemployment impossible or unreasonable. For example, an agency may deny reemployment if there has been an intervening layoff that would have included the employee’s position. Reemployment may also be denied if the employee’s pre-service position was for a brief, non-recurrent period with no reasonable expectation the employment relationship would continue for a significant length of time, as in the case of seasonal and contractual employment. <em>Agencies must first contact the Department of Human Resources or the Law Department before denying reemployment to a returning service member.</em>

Agencies must reemploy a returning employee within a reasonable period, normally within 10 working days. The position to which the employee should be restored will depend on the length of the employee’s military service, as follows: <u>Service of 90 Days or Less</u> – Employees who serve in the military for 90 days or less must be restored to the same position they would have attained had their employment not been interrupted by military service. If this is a higher-level position, the agency must make reasonable efforts to train the individual for the job. If training is unsuccessful, the agency should return the employee to his or her pre-service position. <u>Service of Greater Than 90 Days</u><strong>– </strong>Employees who serve for longer than 90 days should be restored to the same position they would have attained absent military service or to a position of similar seniority, status, and pay. If an employee is not qualified for the position, the agency must make reasonable efforts to train the employee. If training is unsuccessful, the agency should either place the individual in the pre-service position or in a position of similar seniority, status and pay to the old position. <u>Disabled Veterans</u> – Agencies must reasonably accommodate an employee with a service-connected disability in the position he or she would have held absent military service. If the agency is unable to reasonably accommodate the person in this position, the agency must place him or her in a position of equivalent seniority, status and pay. If this is impossible to do, the agency may place the employee in a position of lesser status and pay, but with equal seniority. Time spent on military leave counts as time served on the job for the purposes of calculating seniority and other benefits determined by seniority, such as annual leave accrual rates. Returning employees will be restored to the pay level they would have attained if not for the military service, which will include cost of living adjustments and longevity increases.

Any employee who has not completed a probationary period or apprenticeship before taking military leave will be required to serve the remainder of the probationary period, or complete the apprenticeship, upon return to City employment. Once the employee successfully completes the apprenticeship or probationary period, his or her pay and seniority will be adjusted to reflect all pre- and post-service time worked, plus time served in the military.

When an employee returns from a military leave of absence of longer than 30 days, agencies should ask the employee to provide documentation to establish that: 1) the reemployment application is timely; 2) the employee has not exceeded the five-year limit on the duration of service (subject to the exceptions provided in USERRA); and 3) the employee’s separation from service was not disqualifying. An agency should not delay reemployment while awaiting verification, but rather should temporarily reinstate the employee until appropriate documentation is received. If documentation is not forthcoming, agencies may contact the employee’s military command for assistance.

If a service member is reemployed to an at-will position, the agency may not discharge the employee without cause for a period of time, the length of which will depend on how long the employee served in the military. An employee whose military service exceeded 180 days may not be terminated without cause for 1 year. An employee who served for less than 180 days (but more than 30) may not be terminated, except for cause, for up to 180 days. These protections do not apply when the employee’s military service lasts 30 days or less.

This policy prohibits discrimination against any employee or applicant for employment on the basis of their military status or military obligations. No person will be denied employment, reemployment, promotion, or any benefit of employment on the basis of that membership or service. In addition, no employee or applicant will be subjected to retaliation for having exercised his or her rights under this policy or for having participated in an investigation. Concerns about discrimination or retaliation should be immediately reported to the employing agency’s Equal Opportunity Compliance (EOC) Officer or a Human Resources representative.

A copy of the military orders with a projected return date;

A written statement from the employee’s military command stating that military service is <em>required</em> on the date of the exam and cannot be rescheduled to avoid the conflict; and

A signed <em>Pledge Form</em>, which precludes the candidate from discussing the exam (or its content) with anyone who takes the exam on the original test date. Test candidates must provide the Test Administrator with copies of any updated or changed military orders. If subsequent orders eliminate the scheduling conflict, the candidate must sit for the exam on the day it is scheduled and a makeup exam will not be administered. Eligible candidates may take a makeup examination only upon return to City employment. Exams will <em>not</em> be administered to candidates off-site. Candidates returning from military leave will be permitted to take a reasonable amount of time to adjust to reemployment before sitting for the exam. It is the candidate’s responsibility to contact the Test Administrator to schedule the makeup exam, which will be a comparable, alternate form of the original test. The exam will be administered under controlled, monitored conditions by Department of Human Resources staff. Once the makeup exam has been taken and scored, the candidate will be placed on the current list by the ranking that would have been achieved had the candidate taken the test at the time it was originally scheduled.

This policy concerns those rules applicable to employees required to work when time-off has been granted by the Mayor in an appropriate Executive Order. Under FLSA guidelines, non-exempt employees shall have the ability to receive overtime compensation as a cash payment or as compensatory time subject to the accumulation cap of 240 hours. Eligible employees in the Police Department shall receive cash payment only. Exempt employees shall follow the City overtime policy. Depending on the requirements of current negotiated agreements, certain City employees may not be eligible to receive overtime rates of pay until 40 hours of work have been completed at straight time within a given week.

When time-off is granted by order of the Mayor, non-exempt employees required to work will receive their normal pay for the day plus overtime pay at the rate of one and one-half (1 ½) times their normal/straight rate of pay for each hour worked. If an employee works longer than the normal workday, they shall be paid double time for each hour worked in excess of their normal workday.

When an employee is not entitled to overtime pay and he is required to work, he will receive his normal pay for the day plus compensatory time for each hour worked.

If an employee’s regular day off falls on a day when executive time-off is declared, he will not be allowed additional time-off, additional pay or compensatory time. An employee scheduled to be on leave when executive time-off is declared in advance of the fact, will not be charged leave for that day. However, if an employee is on leave on a day when early closing by Executive Order is declared, he shall be charged a full day of leave for the day.

This policy concerns the eligibility, use and accrual rate for City sick leave benefits. A sick leave day can be earned and accrued by a permanent full-time or permanent part-time employee who has been in pay status at any time during the payroll period containing the employee's monthly anniversary date. Temporary employees to include provisional employees are not eligible to earn sick leave. Use of sick leave will be denied if it is found to be abused by the employee. Employees who abuse sick leave are subject to appropriate disciplinary action.

Different accrual rates exist for eligible City employees. <ul> <li>Full-Time Permanent Employees: 1 day of sick leave is accrued for each completed full month of active service.</li> <li>Part-Time Permanent Employees: 1 day of sick leave is accrued upon completion of 160 hours of active service.</li> </ul> There is no limit on the number of sick leave days that an eligible employee may accumulate.

Accumulated sick leave may be retained by permanent full-time and permanent part-time employees who: <ul> <li>Transfer from one agency or position to another agency or position in the classified service with no break in service;</li> <li>Are laid-off due to lack of work or funds and are subsequently rehired; or</li> <li>Are granted a leave of absence without pay in accordance with <cite data-path="§AM-208-1">AM-208-1</cite> and are subsequently reinstated within 10 days of the expiration of such leave.</li> </ul>

Accumulated sick leave days may be used by employees who are required to be absent from duty because of personal sickness whether physical or mental, injury, or prenatal or postnatal disability. An employee who is conscientiously seeking treatment for alcoholism or drug abuse shall receive the same consideration for the use of sick leave as an employee with another type of illness. In accordance with the City's FAMILY AND MEDICAL LEAVE Policy (<cite data-path="§AM-203-2">AM-203-2</cite>), the use of sick leave is appropriate for child care purposes only when the Division of Occupational Medicine, Department of Personnel can certify that the employee's child has a highly contagious disease requiring quarantine, isolation, and restrictions. Also in accordance with the Family and Medical Leave Policy (<cite data-path="§AM-203-2">AM-203-2</cite>, dated 1/22/97), paid leave, including no more than five (5) accrued sick leave days may be used within a 12 month period for adoption and/or foster care placement. Sick leave may be taken in increments of 45 minutes by eligible employees. However, the payroll markings for eligible employees will vary according to the designated representation code of the employee's position. Employees must notify their supervisor as early as possible on the first day of illness preferably prior to the start of the work shift and at such intervals as specified by the supervisor until the employee is able to return to work. All use of sick leave is subject to verification, including periodic examination by Division of Occupational Medicine, Department of Personnel.

Employees scheduled to work on a holiday and who call in sick will be charged sick leave on that day. Failure of the employee to call in sick will result in full loss of pay for the day. However, if an employee is already on sick leave when the holiday occurs, the employee will not be charged sick leave for the holiday. A payroll marking of sick on a day of inclement weather, as defined in <cite data-path="§AM-204-22">AM-204-22</cite>, will not be honored unless: (1) a medical certificate is presented; or (2) the illness is verified by the appropriate supervisor; or (3) the illness is continued for several days before and/or after the day of inclement weather.

Pay for sick days is based on the employee's regular rate of pay. Upon termination of employment, employees will, under certain conditions, be paid for a portion of unused accumulated sick leave in accordance with the City's policy on SEPARATION AND PAYMENT AT TERMINATION (<cite data-path="§AM-205-7">AM-205-7</cite>).

While in sick leave status, an employee is considered to be in active pay status provided the individual has accumulated time to cover the period of incapacitation. The employee, therefore, continues to accumulate sick leave and other types of leave for which he/she is eligible.

An employee who remains incapacitated for work after using all accumulated sick, vacation, compensatory, and personal leave may request extended sick leave with pay. The agency-designated officer/supervisor must be consulted to initiate such a request of the Department of Personnel.

Agency heads shall notify the Division of Occupational Medicine, Department of Personnel of any employee who has been on sick leave for more than 60 calendar days. The Division shall monitor the case and provide advice on the Americans with Disabilities Act requirements, reasonable accommodations and procedures for returning the employee to full-time work as quickly as possible. Employees who have had an illness or injury which requires restricted duty upon returning to work must report to the Division of Occupational Medicine immediately upon return to work only if the period of absence and the period of restricted duty <u>combined</u> last for more than 21 work days. For example, if an employee is on sick leave for three weeks and is placed on restricted duty for an additional two weeks by the employee's personal physician, the employee must report to the City clinic immediately upon returning to work from sick leave. In such instances, the employee must present the appropriate medical certificate from the treating physician regarding the incapacitation and restriction.

City employees with at least three (3) years of service and who are unable to return to work after all of their accrued sick leave, vacation leave, personal leave and compensatory time have been exhausted may request extended leave with pay. If granted and upon return to work, certain City employees receiving this benefit are requested to reimburse the City for one-half of the extended sick leave days granted. This pay back provision shall be implemented after the affected employee has accumulated 10 sick leave days. The employee must consult the Department of Personnel or the appropriate designated personnel officer in the agency of assignment for details regarding the required process to request such leave, the formula used to calculate extended sick leave, the appeal procedures and the pay back provisions, if any. Upon reemployment from a layoff, the employee will be credited with sick leave, which was not converted, to cash at the time of layoff in accordance with <cite data-path="§AM-205-9">AM-205-9</cite>. In the case of reinstatement from a voluntary resignation, the unpaid sick leave balance will be restored in accordance with <cite data-path="§AM-213-1">AM-213-1</cite>. Sick leave for which he/she was paid at the time of separation may not be repurchased.

An employee who is unable to return to work due to a non-job related injury, personal illness or disability, may request extended sick leave with pay from his agency head. To be eligible for extended sick leave, an employee must have used all accumulated sick, vacation, compensatory, and personal leave. The Civil Service Commission is responsible for processing and reviewing requests of EXTENDED SICK LEAVE regardless of whether the employee serves in a Civil Service or non-Civil Service classification.

If the employee's absence is the result of an on-the-job injury, the employee must have used all the job-injury leave he has earned as well as his accumulated sick leave in order to be eligible for extended sick leave. He does not have to use his accumulated vacation, compensatory time or personal leave.

If the agency head finds that the extension is warranted, he must submit an EXTENDED SICK LEAVE REQUEST (28-1608-5116) to the Civil Service Commission. This requirement applies to all agencies including those which are not under the jurisdiction of Civil Service.

Civil Service will conduct an individual review of each case submitted and will either approve or disapprove the request based upon the following factors: <ul> <li>Doctor's condition report;</li> <li>Past record of employee's use of sick leave;</li> <li>Seniority;</li> <li>Likelihood of return to duty;</li> <li>Disability retirement implications</li> </ul>

Civil Service will not approve more than 1/2 the sum of an employee's year-end sick leave balance for the 2 or 3 calendar years immediately preceding the request, i.e. December 31, as determined by the negotiated agreement governing the employee's position classification. <u>Example</u>: An employee requests sick leave on August 10, 1988. His sick leave balance as of December 31, 1987, was 28 days, and as of December 31, 1988 was 40 days. Using the computation rule for prior 2 years: <table class="layout-table"> <tbody> <tr> <td></td> <td>28 days -- Sick leave balance as of 12-31-87.</td> </tr> <tr> <td data-text-align="right">+</td> <td><u>40 days</u> -- Sick leave balance as of 12-31-88.</td> </tr> <tr> <td></td> <td></td> </tr> <tr> <td></td> <td>68 days -- Two year sum.</td> </tr> <tr> <td></td> <td></td> </tr> <tr> <td></td> <td>1/2 x 68 days = 34 days maximum extended sick leave</td> </tr> </tbody> </table> Allowances will be made for employees with less than 2 years of completed service. However, an approved time extension cannot exceed the maximum limit of 1 day for each completed month of service.

During an employee's EXTENDED SICK LEAVE he continues to have leave balances print on his salary check stub, leave listings, etc.. However, any leave recorded during this period has not been earned by the employee. Therefore, the Central Payroll Division manually adjusts the leave balance to zero when the individual's approved EXTENDED SICK LEAVE entitlement expires.

Depending on the negotiated agreement governing the employee's position classification, he may be required to pay-back all or a portion of extended sick leave time upon return to active duty and accumulation of sick leave days. This action is implemented by the Payroll Division when the affected employee's accumulation reaches 10 or more sick leave balance days. Consult your agency personnel officer or appropriate negotiated agreement regarding applicability of this provision.

If an employee is already on EXTENDED SICK LEAVE when a holiday occurs, EXTENDED SICK LEAVE will not be charged for the holiday.

The City of Baltimore understands that the success of every City Agency depends on the ability to attract and retain the best available talent and to help those individuals reach their fullest potential. Accordingly, the City remains firmly committed to equal employment opportunity for all employees and job applicants and to developing a highly talented and diverse workforce that can deliver the best possible services to the citizens of Baltimore. City Agencies will base all employment decisions individual merit, qualifications, experience and skills, without regard to such factors as race, color, age, national origin, ancestry, marital status, sexual orientation, gender, religion, veteran status, physical or mental disability, genetic information, gender identity or expression or any other status protected by law. They will ensure equal opportunity in all aspects of employment, including recruitment, hiring, termination, discipline, transfers, training and career development, work assignments, promotions and demotions, compensation, benefit administration and all other terms and conditions of employment. All forms of unlawful discrimination are strictly prohibited. Through the implementation of this policy, the City aims to create a diverse and inclusive workplace in which all employees feel they belong and can make meaningful contributions to City government. By fostering a level playing field for all employees, the City enhances the progress of individuals and the community they serve.

All employees have a right to work in an environment free from the demoralizing effects of unlawful harassment. For this reason, harassment based on race, color, age, national origin, ancestry, marital status, sexual orientation, gender, religion, veteran status, physical or mental disability, genetic information, gender identity or expression or any other status protected by law will not be tolerated. Inappropriate harassing behavior may include, but is not limited to, verbal abuse, slurs and negative stereotyping, offensive jokes and comments, threatening or intimidating behavior, the display or circulation of offensive objects and materials (including offensive graffiti, photographs, cartoons, texts and emails) and any other behavior meant to mistreat someone because of his or her race, color, religion, ethnicity, national origin, gender, marital status, age, disability, sexual orientation, gender identity or expression or veterans status. This policy also prohibits sexual harassment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, sexually suggestive or offensive language or other sexual conduct that unreasonably interferes with an individual’s work performance or creates an intimidating, hostile or offensive work environment. Examples of sexual harassment includes, but are not limited to: a) repeated and unwelcome sexual advances or requests for sexual favors; b) offensive comments, jokes and innuendo; c) sexually graphic or degrading comments about appearance; d) sexually offensive gestures, whistling and leering; e) offensive physical contact (such as patting, grabbing, pinching or brushing up against someone); and f) displaying or circulating sexually suggestive objects and materials (including inappropriate photographs, cartoons, posters, texts and emails). Under no circumstances may a supervisor or manager: 1) offer or provide an employment benefit in exchange for sexual favors; or 2) take (or threaten to take) an adverse employment action because someone refused to perform a sexual favor. Employees are expected to conduct themselves in a professional manner at all times while they are working, whether on or off City property or outside regular work hours. The policy also applies during work-related business and social events.

The City’s policy is one of zero-tolerance for discrimination and harassment. Accordingly, any employee found in violation of this policy will be subject to disciplinary action, up to and including discharge from employment. In addition, any vendor, contractor, volunteer or visitor who engages in behavior prohibited by this policy will be so advised and asked to immediately cease the offending behavior. If compliance is not forthcoming, the City may terminate its relationship with the individual and/or remove the person from City property.

Everyone in City government has a shared responsibility for creating and maintaining a workplace that is free of discrimination and harassment. To that end, all employees are responsible for conducting themselves professionally and for reporting violations of this policy. Supervisors at all levels are responsible for ensuring full compliance with this policy in their respective work areas. Any supervisor who has knowledge of discriminatory or harassing behavior and fails to correct and/or report it will be subject to disciplinary action, up to and including discharge from employment. Concerns about discrimination or harassment should be brought to the attention of a supervisor or manager, an HR Representative or an Equal Opportunity Compliance (EOC) Officer assigned to the agency. Where a complaint is first received by a supervisor, the supervisor shall promptly refer the matter to an HR Representative or an EOC Officer. The City encourages prompt reporting so that potential problems can be addressed before a situation escalates. To facilitate prompt reporting, individuals may bring a complaint either orally or in writing. Agencies shall investigate concerns about harassment and discrimination and take prompt and effective corrective action where appropriate. Individuals asked to participate in the investigation of a complaint, including the complainant, will be expected to give their full cooperation until the matter has been resolved.

This policy strictly prohibits retaliation against any individual for having: 1) made a complaint of discrimination or harassment; 2) opposed discrimination or harassment at work; or 3) participated in a complaint investigation. Anyone found to have engaged in retaliation in violation of this policy will be subject to disciplinary action, up to and including discharge from employment. In the case of a non-employee found to have engaged in retaliation, the City may direct the individual to cease the retaliatory behavior, terminate its relationship with the individual and/or remove him or her from City property. Concerns about retaliation should be immediately reported to a supervisor, an agency HR Representative or an EOC Officer. Agencies shall promptly investigate such concerns and take appropriate corrective action when necessary.

The Municipal Employees Credit Union (MECU) offers a program of free financial counseling to City employees through the Customer Credit Counseling Service (CCCS). CCCS is an independent counseling service at MECU offices which will provide a full-time professional counselor. Employees must contact MECU to make an appointment for a counseling session.

All City employees in need of financial counseling are eligible to participate in this program. Employees are not required to be a member of MECU.

Employees will be allowed up to 3 hours, if necessary, of time off with pay for the purpose of attending counseling sessions.

Supervisors may request CCCS to provide verification of an employee’s attendance at a counseling session.

A third party settlement occurs when a party, other than the City, is either found responsible for an employee's on-the-job or off-the-job injury or a settlement is reached for the injury sustained.

If an employee intends to file a claim, bring suit, or accept settlement for damages related to an on-the-job or off-the-job injury caused by a third party, the employee must submit a memo detailing such intent to his/her agency head. The agency head must immediately forward such notification for:

If the employee receives a settlement from a third party or the third party's insurer for damages related to an injury, or if the employee receives a payment pursuant to a judgment or award in favor of the employee, the employee is required to reimburse the City in full for any expenses advanced by the City. These expenses normally include, but are not limited to:

If the City is reimbursed for vacation, personal leave, compensatory leave, and/or sick leave used by the employee as a result of the employee's injuries, the Department of Law will inform the Central Payroll Division. The leave will be restored to the employee’s leave balance and his/her taxable earnings will be adjusted accordingly.

If an employee fails to reimburse the City as required, the City may exercise appropriate remedies to include suit or reduction of wages until the employee’s debt is paid. A determination to establish a lien against the employee's wages shall be rendered by the Department of Law.

This policy outlines the responsibilities of non-essential, emergency essential and essential employees during inclement weather, other City emergencies, or disasters. Only the Mayor, by Executive Order, may authorize the closing or late opening of City facilities or the delayed arrival of non-essential City employees. However, all essential City services must remain in operation regardless of a delayed opening or a decision to close City facilities. Essential employees assigned to essential City services are required to report to work or remain at work as scheduled during inclement weather, other City emergencies, or disasters. Essential employees who do not report to work or remain at work as scheduled will not be compensated for the hours not worked due to inclement weather or City emergencies.

<strong>Essential City Services</strong> - Essential City services include, but are not limited to police and fire protection, water and wastewater processing and treatment, utility maintenance, transportation services (including signal operations and maintenance) Convention Center services (including maintenance and preparation for contracted events), municipal telephone services, animal shelter, accounting, management information services, and departmental and citywide payroll functions. <strong>Essential Employees</strong> - Employees who are designated as such by a department/agency head or designee for the purpose of providing essential services to City residents and/or other City employees during inclement weather, other City emergencies, and disasters when City offices are operating under the liberal leave policy or City offices are closed. <strong>Emergency Essential Employees</strong> - Employees who are considered non-essential and are not generally required to respond to City emergencies outside of their normal workday, but who are designated for a period of time by their department/agency head or designee as essential. Emergency essential employees are required to report to work or remain at work as scheduled or as otherwise specifically directed due to the nature of the emergency or disaster. Employees will be informed when they are designated as emergency essential for an incident, and will return to their non-essential designation when their department/agency head deems their duties no longer necessary for that incident. Non-essential employees – Employees whose functions are not considered necessary for the operation of City services and who are not required to report to work during inclement weather, City emergencies or when the City is operating under the liberal leave policy or City offices are closed. Designation of Employees – Department/agency head or designees must designate employees as either essential or non-essential by name and job classification. Copies of the official notice of designation must be sent to the Office of the Labor Commissioner (OLC). <strong>Hours of Operation</strong> - Generally, City services are provided to the public in the City offices between the hours of 8:30 a.m. and 4:30 p.m. However, actual hours of work may vary based on the mission and operations of the agency. <strong>Liberal Leave</strong> –Non-essential employees may use accumulated vacation or personal leave, compensatory time, or authorized leave without pay granted by the department/agency head or designee without requiring the normal advanced notice request period. Liberal leave will only be instituted when authorized by the Mayor. Non-essential Employees must call their immediate supervisor or designee to request leave and receive approval for use of leave when the liberal leave policy is in effect. <strong>Workday/Shift</strong> - The hours that an employee is routinely scheduled to work in a day. <strong>Designation of Employees</strong> - Department/agency heads must designate employees as either essential or non-essential by name and job classification. Copies of the official notice must be sent to the Office of the Labor Commissioner (OLC). Emergency Holdover/Call-In - When circumstances necessitate, an essential employee or emergency essential employee may be held over, or called in prior to or after the employee’s normal shift, in order to perform services for the preservation of public safety. The employee’s department/agency head or designee may deem those services an emergency hold over or call-in. If the department agency/head or designee designates such services to be an emergency which requires employees to be held over or called-in, normal overtime provisions shall apply.

The Mayor’s Office has designated the OLC to coordinate and implement this policy as necessary. In September of each year, the OLC will distribute printouts so that employees may be notified of their status as either essential, or non-essential in accordance with this policy. All designations of employees as either essential or non-essential must be indicated in the City’s HRIS when hired or as the designation changes. Department/ agency head or designees will be informed directly by the OLC of any decision to delay opening or to close City facilities.

An appropriate announcement of a Mayoral Executive Order on delayed opening or closing of City offices will be announced on the City of Baltimore dedicated hotline for employees, which is (410) 361-9200, radio station WBAL-AM (1090), television stations 2, 11, 13, 45, and cable station 21. The City of Baltimore is not responsible for reporting errors made by the media.

The following system is adopted for City employees during inclement weather conditions, other City emergencies, or disasters: Delayed Opening or Early Closing Essential employees are required to report to work as scheduled. Liberal leave policy is in effect at the start of the workday or during the workday for non-essential employees with authorization from the agency/department head or designee. <ul> <li>Non-essential employees who are absent, late for work, or leave early during a delayed opening or early closing must charge such absence to accumulated vacation, personal leave, compensatory time, or leave without pay. The department/agency head or designee may authorize such absence on an individual basis provided that essential City services remain in operation.</li> <li>Essential employees assigned to essential City services who do not report to work as scheduled during inclement weather conditions, other City emergency, or disasters will not be paid nor granted the use of accumulated leave for time missed from work. These employees may be subject to disciplinary action if waivers are not granted. The payroll marking will be “X” for the workday (unauthorized absence without pay). In the event of reasonable lateness during inclement weather, the department/agency head or designee may allow the use of accumulated leave for the hours not worked.</li> <li>Employees either essential or non-essential, who are absent, late for work, or leave early during inclement weather, other City emergency, or disasters may not charge such absence to sick leave unless: (1) a medical certificate is presented; or (2) illness is verified by the agency head; or (3) illness has occurred at least one workday before the day of inclement weather.</li> </ul> Offices Closed by Executive Order If non-essential City facilities are closed by Mayoral Executive Order, essential employees are required to report as scheduled. Appropriate compensation is authorized. Non-essential employees are not charged leave. The correct payroll marking for non-essential employees who do not report for duty is "P" (Permission Leave). Essential employees who do not report to work as scheduled during inclement weather conditions, other City emergency, or disasters will not be paid or granted the use of accumulated leave time for the workday. The payroll marking will be “X” for the workday (unauthorized absence without pay). Sick leave may be charged when: (1) medical certificate is presented; (2) illness is verified by department/agency head or designee; or (3) illness occurred at least one workday before the closing. Report-to-Work Waivers for Essential Person Under certain circumstances, an essential employee(s) may be excused from reporting to work, if permission is granted prior to the shift by the department/agency head or designee. This exemption should be granted if the employee’s services are not deemed crucial at the time of a delayed opening or earlier when liberal leave is in effect or when an Executive Order closes City offices. However, granting of such waivers must be thoroughly evaluated on a case-by-case basis by the agency head or designee to ensure that there will be no gap or disruption in essential City services during the inclement weather conditions, other City emergency, or disasters. When designated by the agency head or designee, any essential employee who is excused from reporting to work on that day will be treated the same as non-essential personnel for the purposes of leave usage and payroll markings. EMPLOYEES WORKING IN BUILDINGS THAT ARE NOT OWNED AND OPERATED BY THE CITY Essential and non-essential employees who work at alternative worksites may be impacted by the closing of those sites. The closings may not coincide with the directive from the Mayor. Those employees will be given the name and telephone number of a contact person to call if their building is closed by their immediate supervisor or human resources office. Employees will report to the agency’s main office or alternative work site where arrangements can be made AGENCY HEAD RESPONSIBILITY All department/agency head or their designees must designate essential employees by classifications and submit their names to the Office of the Labor Commissioner. Agencies are responsible for maintaining written records and HRIS (rosters and supplemental memos) of employees' designations. Employees who are newly hired, promoted, transferred, reassigned, or whose positions changed by other personnel actions, should be notified of their essential or non-essential designation within 30 days of their employment status change. In addition, the agency/department head or designee must designate an employee and a telephone number for receiving calls and granting leave when the Inclement Weather Conditions and City Emergencies Policy has been invoked. Some City facilities are open on weekends and holidays. The Mayor must approve closures or delayed openings of these sites before any announcement is released. Department/agency head or designees are responsible for distributing the Inclement Weather Conditions and City Emergencies Policy to all employees. In addition to the policy distribution, communication on employees’ designations is critical for employees’ understanding and adherence to the Inclement Weather Conditions and City Emergencies Policy. TRANSPORTATION – The City is not obligated to provide transportation services to and/or from work during inclement weather, other City emergencies, or disasters.

This policy applies to eligible permanent full-time and eligible permanent part-time employees who elect to enroll in health care benefits program offered by the City of Baltimore.

The City offers several health care plan options to employees that provide coverage for medical and dental benefits. For more information on the programs currently available and related costs, contact the Employee Benefits Division at 201 E. Baltimore St, Suite 500 Baltimore, MD 21202, or call 410-396-5830. Employees may also find more information about the benefits offered by the City of Baltimore on the enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a>. City employees may not be enrolled in more than one City medical and one City dental program at a time.

Coverage for new hires will become effective on the first day of the calendar month following 30 days of service.

Coverage for employees will end on the last day of the calendar month in which termination occurs.

Employees may enroll in any one of the following levels of coverage within a health care program: <ul> <li>Individual – Employee only.</li> <li>Employee and Spouse (or Domestic Partner).</li> <li>Parent and Child – two people (Employee and one Child).</li> <li>Family – indicates three or more people</li> </ul>

An eligible dependent is defined as: <ul> <li>A spouse. The City requires a marriage certificate to verify eligibility.</li> <li>Domestic Partner. The City requires an Affidavit of Domestic Partnership to verify eligibility.</li> <li>An unmarried child by natural birth or legal adoption until the year in which the child reaches the age of ineligibility as defined by the provisions of the health care coverage selected (outlined below). The City may require birth certificate or court documentation to verify dependency.</li> <li>An unmarried child for whom a City employee has been designated guardian or economic sole support until the end of the calendar year in which the child reaches the age of ineligibility as defined by the provisions of the health care coverage selected. The City may require court or other official documentation to verify dependency.</li> <li>An unmarried child above eligibility age who is incapable of self-support because of disability that commenced prior to the date on which the child reached the age of ineligibility as defined by the provision of the health care coverage selected.</li> </ul>

Once an employee is enrolled in benefits a change cannot be made unless there is a Change in Status. A Change in Status is defined as marriage, divorce, termination of domestic partnership, and birth or adoption of a child. The employee has 60 days to notify the City of Baltimore of an enrollment change due to a Change in Status. The employee will make the necessary elections using the City of Baltimore’s enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a>. For more information regarding a change in status, please contact the Employee Benefits Division or log on to the City’s enrollment website for more information. New dependents must be added to a health plan within 60 days of a qualifying event. An event is defined as marriage, childbirth, adoption of an eligible dependent, marriage to an individual with an eligible dependent, or declaration of domestic partnership.

The City pays a percentage of the cost of medical premiums. This payment may vary depending upon the medical care program selected. The employee, through payroll deduction, pays the balance of the medical care premium. The City pays the full premium for the dental HMO option. Employees pay a portion of the dental PPO premium equal to the difference in cost between the PPO dental and the HMO dental option. For more information regarding the employee cost for health care, please contact the Employee Benefits Division or log on to the City of Baltimore’s Enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a>.

New employees may apply for coverage under one of the health care programs offered through the Employee Benefits Division by accessing the enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a> within 45 days of their date of hire. If an employee does not elect to enroll in benefits within the 45-day period that employee will have to wait until the next scheduled Open Enrollment period to enroll.

Employees in pay status for a period longer than 45 calendar days that wish to enroll in a health care plan offered by the City through the Employee Benefits Division may enroll during the open enrollment period scheduled each year. In addition, employees currently enrolled in a City health plan may change their election only during an open enrollment period unless the employee has a qualifying life event.

The type of medical and dental benefits provided will differ among the various provider plans available to employees. For specific information, contact the Employee Benefits Division or the agency human resources officer. The Health Incentive Program for Physical Examination, Physical Fitness, Vision or Dental Reimbursement, (<cite data-path="§AM-204-25">AM-204-25</cite>) and the Vision Benefits Plan (<cite data-path="§AM-204-26">AM-204-26</cite>) are employee benefits available to those eligible as a result of either negotiated labor contracts or federal legislation. To enroll in these benefits employees must log on to the enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a>. The City of Baltimore also offers Optional Life/Accidental Death and Dismemberment (AD&amp;D) Plans (AM-204- 27) to employees. Enrollment in one of the health care plans outlined in this policy has no impact on these specific programs.

Experimental medical procedures are not covered by any of the medical care plans or programs offered by the City through the Employee Benefits Division of the Department of Human Resources. Employees must contact their medical care provider in writing and receive written approval from them before receiving any medical care that may be considered experimental.

Major medical coverage is provided to those enrolled in the Blue Cross/Blue Shield Traditional Plan and the Blue Cross/Blue Shield Preferred Provider Network. Information and/or claim forms concerning major medical coverage may be obtained from Blue Cross/Blue Shield.

The Federal Tax Equity and Fiscal Responsibility Act of 1982 (TEFRA) requires that Medicare become the secondary health carrier for active employees who are 65 years of age or older. Employees are required to provide their Medicare Number prior to turning 65 years old. The Medicare number can be entered into employee records on the enrollment website provided throughout this document. For more information on this act and how it affects employees and their dependents, please contact the Employee Benefits Division at 410-396-5830. There are additional considerations regarding medical care coverage for active employees who are 65 and over and their dependents. Employees in this category are urged to contact the Employee Benefits Division <u>2 months prior to reaching age 65.</u>

Retirees can no longer enroll in a medical plan at any time. New retirees have 60 days from the date of their retirement date to enroll online or by calling the IVR Benefits Enrollment Line. Coverage for new retirees will be effective the first day of the month following their retirement date. Double medical plan premiums may be taken from the retirees’ pension check for missed payroll deductions. Retirees may change coverage within 60 days from the date of a qualifying event with documentation or during an Open Enrollment period.

Employees who are on a leave of absence without pay or who are in any other non-pay status may be eligible for continuation of health benefits. Inactive employees who retain membership in their existing health care program will be billed for the full amount of their premium. Employees in this status must contact the Employee Benefits Division to discuss the coverage for which they are being billed. Failure by employees to pay bills submitted by the Employee Benefits Division for participation in a health care program will result in termination of health benefits. Inactive employees are not eligible to participate in the City’s Health Care Incentive Program for Physical Examination, Physical Fitness, Vision or Dental Reimbursement, (<cite data-path="§AM-204-25">AM-204-25</cite>). To be eligible for the Prescription Drug Program and Vision Program employees will need to elect the COBRA option and continue to pay premiums directly for those benefits.

Employees returning from an approved leave of absence may apply for health care coverage by accessing the enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a>. Employees who choose not to join within the 60-day period will have to wait for the next scheduled open enrollment period. Employees may also be eligible to re-enroll in the City’s Prescription Drug Program (<cite data-path="§AM-204-24">AM-204-24</cite>) and participate in the City’s Health Incentive Program for Physical Examination, Physical Fitness, Vision or Dental Reimbursement (<cite data-path="§AM-204-25">AM-204-25</cite>) and Vision Benefits Plan (<cite data-path="§AM-204-26">AM-204-26</cite>), and upon reinstatement to active City service in accordance with the City’s policy on reinstatement (<cite data-path="§AM-213-3">AM-213-3</cite>).

Employees may terminate their health care coverage within 60 days of a change in status or during the annual Open Enrollment period.

Employees who separate from City service may be eligible to continue participation in their health care program under the federal Consolidated Omnibus Budget Reconciliation Act, COBRA, (<cite data-path="§AM-204-28">AM-204-28</cite>). Employees who separate from City service may also be eligible to continue participation in the City’s Prescription Drug Program (<cite data-path="§AM-204-24">AM-204-24</cite>), and the City’s Vision Benefits Plan (<cite data-path="§AM-204-26">AM-204-26</cite>). Employees will receive information relative to COBRA enrollment and continuation of benefits at the time of their exit interview or subsequent communication from ADP Benefits Services.

Employees and retirees may change their name and/or address by contacting their agency human resources officer and completing the address change form provided by that agency.

Additional information on the various health care programs offered to City employees is available on the City of Baltimore enrollment website, <a href="https://www.baltimorecity.essbenefits.com/essenroll.asp">https://www.baltimorecity.essbenefits.com/essenroll.asp</a>. Information may also be obtained from the Employee Benefits Office at 201 E. Baltimore St. Suite 500, Baltimore, MD 21202.

<strong>This policy applies to eligible permanent full-time and eligible part-time employees who elect to enroll in a pharmacy program offered by the City of Baltimore.</strong>

<strong>All employees eligible for the prescription drug plan must enroll for coverage within 60 days of employment or change in status. To enroll employees will need to log on to the online enrollment website, </strong> <a href="http://www.baltimorecity.essbenefits.com/">www.baltimorecity.essbenefits.com</a> <strong>. Employees may access this website by using their Social Security number and PIN (4 digit Personal Identification Number).</strong>

<strong>Coverage for new hires will become effective on the first day of the calendar month following 30 days of service.</strong>

<strong>Coverage for employees will end on the last day of the calendar month in which termination occurs.</strong>

<strong>Employees may enroll in any one of the following levels of coverage within a health care program:</strong> <ul> <li> <strong>Individual – Employee only.</strong> </li> <li> <strong>Employee and Spouse (or Domestic Partner).</strong> </li> <li> <strong>Parent and Child –two people (Employee and one Child).</strong> </li> <li> <strong>Family – indicates three or more people.</strong> </li> </ul> DEPENDENTS ELIGIBILITY <strong>An eligible dependent is defined as:</strong> <ul> <li> <strong>A spouse. The City requires a marriage certificate to verify eligibility.</strong> </li> <li> <strong>Domestic Partner. The City requires an Affidavit of Domestic Partnership to verify eligibility.</strong> </li> <li> <strong>An unmarried child by natural birth or legal adoption until the year in which the child reaches the age of ineligibility as defined by the provisions of the health care coverage selected (outlined below). The City may require birth certificate or court documentation to verify dependency.</strong> </li> <li> <strong>An unmarried child for whom a City employee has been designated guardian or economic sole support until the end of the calendar year in which the child reaches the age of ineligibility as defined by the provisions of the health care coverage selected. The City may require court or other official documentation to verify dependency.</strong> </li> <li> <strong>An unmarried child above eligibility age who is incapable of self-support because of disability that commenced prior to the date on which the child reached the age of ineligibility as defined by the provision of the health care coverage selected.</strong> </li> </ul>

<strong>The employee pays a copay for each allowed prescription under the Prescription Drug Plan, either at a retail pharmacy or through the mail order pharmacy. The Prescription Drug Plan requires that the participating pharmacy, including mail order pharmacy, use generic drugs, unless there is a medical reason that supports the use of a brand name medication.</strong>

<strong>Employees (and their eligible dependents) have the option to have maintenance medications filled through a mail order pharmacy. Using a mail order pharmacy to fill maintenance medications allows employees (and their eligible dependents) to fill a 90-day supply instead of a 30-day supply at a local retail pharmacy.</strong> <strong>Maintenance medications are medications that will be taken on a long-term basis. Examples of maintenance medications include drugs prescribed to treat illnesses, such as high blood pressure, high cholesterol, arthritis, thyroid or diabetes.</strong> Non-Participating Providers <strong>If a non-participating provider is used to fill a prescription, the employee must pay for the cost of the prescription in full.</strong> <ul> <li> <strong>Claims with a fill date of 1 to 60 days from the participant’s effective date, reimbursement is at the submitted cost less the copay amount.</strong> </li> <li> <strong>Claims with a fill date of more than 60 days from the participant’s effective date, reimbursement is at the client’s contracted rate minus the copay amount.</strong> </li> </ul> <strong>To request reimbursement, the employee must complete a Prescription Reimbursement form, which is available from Express Scripts.</strong>

<strong>Employees traveling outside of the United States must contact the Employee Benefits Division at least two weeks before departure if any medications are required before the refill date or if an extended supply of medication is needed.</strong> QUALIFYING EVENTS FOR DEPENDENT ENROLLMENT <strong>There are certain situations, called Qualifying Events, which permit employees to enroll dependents in the Prescription Drug Program outside of the annual Open Enrollment. Employees must enroll eligible dependents within 60 days of a Qualifying Event. Employees who need to make changes to their benefits, due to a Qualifying Event, will need to access the City’s enrollment website, </strong> <a href="http://www.baltimorecity.essbenefits.com/">www.baltimorecity.essbenefits.com</a> <strong> <u>.</u> </strong> <strong> Employees must provide the required documentation for dependents, which are listed in the following paragraphs.</strong> <u>Domestic Partner</u> <strong>To add a domestic partner to the employee’s prescription plan, the employee must access the enrollment website and add the Domestic Partner. Then the employee and the domestic partner must provide an Affidavit for Employee Domestic Partnership to the Employee Benefits Division.</strong> <u>Newborn</u> <strong>To add a newborn to the employees existing prescription plan employees must access the enrollment website within 60 days of the newborn’s date of birth. The coverage effective date for a newborn will be the child’s date of birth. The employee will also need to submit a birth certificate within 60 days of the child’s date of birth.</strong> <u>Dependent Child (For New Enrollees only)</u> <strong>Employees must provide a copy of the child’s birth certificate within 60 days of the Change in Status or Date of Hire.</strong> <u>Step-Children</u> <strong>To add a stepchild the employee must access the enrollment website and add a stepchild to his/her benefits. The employee must provide a marriage and birth certificate to Employee Benefits within 60 days.</strong> <u>Children of Domestic Partners</u> <strong>The earliest a child of a domestic partner can be added is the first of the month following the date of Domestic Partnership Certification. Eligible dependents must be added by accessing the enrollment website within 60 days of the certification (or qualifying event). The employee must provide the Affidavit of Domestic Partnership and a birth certificate to Employee Benefits within 60 days.</strong> <u>Adopted Children</u> <strong>An adopted child will be effective on the date of the adoption. To enroll an adopted child the employee must enroll the child by accessing the enrollment website within 60 days of the adoption. The employee must then submit a Birth Certificate and a document of placement to Employee Benefits within 60 days.</strong> <u>Legal Guardianship</u> <strong>An eligible dependent, for whom an employee has legal guardianship, can be added to the employee’s policy on the first of the month following the event as long as the employee has enrolled the child within 60 days of legal guardianship.</strong> <u>Economic Sole Support</u> <strong>To add an eligible dependent for whom an employee provides economic sole support, the dependent must be enrolled within 60 days of the economic sole support determination. Employees must submit the following documentation of proof of the relationship: a birth certificate for a child and a grandchild and the Certification of Economic Sole Support for Grandchildren form.</strong> <u>Full-time Students</u> <strong>To add dependent children over the age of 19, the employee must enroll the child by using the enrollment website and certifying that the child is a full-time student. The employee will need to submit a Student Verification form to Employee Benefits within 60 days of this event.</strong> SEPARATION FROM CITY SERVICE <strong>Employees who separate from City service will receive information regarding Consolidated Omnibus Budget Reconciliation Act, COBRA, (<cite data-path="§AM-204-28">AM-204-28</cite>) at the time of their exit interview or through a subsequent communication from the Employee Benefits Division. If an employee is eligible for and selects enrollment in the Prescription Drug Plan through COBRA, that employee (and his/her eligible dependents) will receive a new prescription drug card.</strong>

<strong>If the employee is out of pay status for more than 30 consecutive days for reasons other than an approved Family Medical Leave (FMLA), the employee is responsible for the monthly premium to continue this benefit. However, if the employee is on an approved FMLA then the employee is entitled to continue this benefit for the length of the FMLA. For more information, contact Employee Benefits Division at 410-396-5830.</strong>