The City of Peoria team members share a commitment to provide quality service for our community. We are: Professional, Ethical, Open, Responsive, Innovative, Accountable Dear City of Peoria Staff Member: As a public employer, the City of Peoria is entrusted with the responsibility for providing quality services to its customers and residents. Included within this mission of service is the responsibility to ensure that employee behavior is a positive and direct reflection of the mission and values of the City. As a team, all employees of the City of Peoria will do their jobs to the best of their ability and dedicate themselves and their work efforts on behalf of the City. We believe in the future of our City and our ability to do everything we can to assure quality service as the City continues to grow. The City will hire and retain employees for their talents and abilities, and motivate employees by giving them the opportunity to engage in meaningful work. As a city we are dedicated to the following general principles of behavior: 1. Employees will follow City departmental rules and procedures and accept and follow the direction and lawful orders given by supervisors. 2. Employees will demonstrate an attitude and willingness to accomplish all of their assigned duties to the best of their abilities. 3. Employees will conduct themselves on the job and off the job with the goal of bringing honor to the City and public service. Employees will treat all people with dignity and respect in all matters. Sincerely, Terry Ellis City Manager City of Peoria Page 2 SETTING THE STAGE • Have you ever been asked to do a favor for a member of the public that caused you some concern? • Has someone offered you a gift, asked for a break, or requested an exception? • Have you seen a co-worker take something from the City? • Are you aware of a co-worker working under the influence of drugs or alcohol? • Are you aware of an employee treating another employee or a member of the public inappropriately? • Have you observed situations or actions of others that may seem wrong and wondered what to do? If you answered yes to any of these, the following information will help you to face the challenges of making the right decision. CODE OF ETHICS Public service is a matter of public trust and is built upon employee commitment to the philosophy outlined in the City’s mission and values. This Code of Ethics is based upon the following standards of behavior: Professional Continually reviewing my own behavior and questioning whether what I do is consistent with the City’s and my profession’s values. Maintaining the highest levels of confidentiality and honoring legal restrictions on political activity. Ethical Being honest and objective in performing my duties and deciding all matters on the merits, free from improper influences. Being guided by principle and conscience, and the desire to do the “right thing”. Open Communicating truthfully and completely with others, supporting diversity and treating others with respect. Participating positively in the community. Responsive Responding to all internal and external customers in a prompt, efficient, friendly and patient manner. Innovative Seeking out opportunities to contribute to the daily and future work of the City in ways that are new and creative. Accountable Observing both the letter and the spirit of laws and rules. Engaging in only appropriate personal conduct in all matters involving conflicts of interest, acceptance of gifts and gratuities, use of City equipment, disclosing outside employment, management of finances and illegal activities. Recognizing that I am responsible for my actions, and I am willing to be held accountable. City of Peoria Page 4 GUIDELINES AND EXAMPLES Confidentiality ­ Definition: an employee is never to use or disclose any confidential information acquired in the performance of governmental duties as a means for personal/professional gain. Example: because of your position you have access to addresses and phone numbers. A member of the public requests that you divulge this information; agreeing to give out that information would be considered a breach of confidentiality. Conflict Of Interest ­ Definition: a conflict of interest occurs when an employee is no longer able to remain impartial or objective in choosing between the interest of the City and the interest of oneself. Examples: a conflict of interest occurs when you or a member of your family can benefit directly or indirectly from a relationship with a vendor, a supplier, a customer or a competitor or other person or company who deals with the City of Peoria. This might also include special treatment because you know someone. A conflict of interest would exist if you went to extraordinary lengths for someone that you knew and would not also go to such lengths for other customers whom you didn’t know. Behavior Standard: manage your business affairs to avoid conflicts and the appearance of conflicts of interest. Immediately tell your supervisor or a manager in your area if you become involved in a situation which might cause a conflict or the appearance of a conflict. Gifts And Gratuities ­ Definition: it is improper for a City employee to accept special treatment or gifts in exchange for the employee’s favorable treatment of any individual or organization. Behavior Standard: always decline any gift (regardless of value) for you and/or your family if it appears to be or is intended to influence decisions you make for the City of Peoria. Immediately tell your supervisor or a manager in your area if you become involved in a situation which might cause a conflict or even the appearance of a conflict. Never discriminate unfairly by the dispensing of special favors or privileges to anyone whether for money or not; and never accept, for yourself or your family, favors or benefits under circumstances which might be interpreted by reasonable persons as influencing the performance of your governmental duties. Illegal Activity ­ Definition: activities outside of the Arizona State law and accompanying legal standards for behavior within the State of Arizona constitute an unacceptable level of behavior. All employees will be expected to engage in only activities within the commonly accepted legal limits of behavior. Behavior Standard: uphold the constitution, laws and legal regulations of the United States and of all gove rnments and never engage in activities to undermine this authority. Illegal actions that occur while off-duty, will be examined on a case by case basis, and may be cause for action by the City if it reflects on the City or you as a public employee. Involvement In Community And Politics ­ Definition: an employee’s involvement in the community shall be positive and reflect well on the City. Participating in City Council campaigns is strictly prohibited by the City Charter. Political activity at any other level of government shall comply with the applicable laws that govern that activity. City of Peoria Page 6 Behavior Standard: employees may exercise their rights to be active members of the community at large and political activities in such a manner that is lawful. The City’s Policies and Procedures prohibit employee involvement in elections for City elected office including soliciting or receiving funds. Financial Responsibility ­ Definition: employees will engage in financial behavior that reflects upon them as honest, and upstanding citizens of the greater community. Behavior Standards: employees will use City purchasing authority/credit cards for City business only. Employees will not exert pressure to borrow money from other City employees, supervisors, or subordinates. Outside Employment ­ Definition: participating in another job with the authorization of the City is allowed, provided that there is no conflict of interest; the job does not interfere with the time and attention you must devote to your City job; City equipment or use of proprietary information will not be involved. Behavior Standard: employees will notify their immediate supervisor of the intent to engage in outside employment. Employees are not to engage in outside work if they are not working due to any disability status in their City employment. Personal Conduct ­ Definition: Employees are expected to conduct themselves at all times in a manner that brings credit to the City. Behavior Standard: bringing credit to the City entails: providing a full day’s work for a full day’s pay and performing those duties to the employee’s best efforts; valuing diversity and not discriminating in any way on the basis of race, color, religion, sex, age, national origin, veteran status, handicap, marital status, disability, sexual orientation, or any other bias prohibited by federal, state or local law. Undue Influence On Subordinates ­ Definition: supervisors should not exert verbal or non­verbal pressure on subordinates to grant personal favors and complete requested work while off duty, nor should they request monetary favors or contributions. Behavior Standard: employees are expected to engage in the highest level of professional behavior when dealing with employees whom they supervise (i.e., shift assignment, working conditions, etc.) Use Of City Equipment ­ Definition: equipment purchased by the City for City business is not available for personal/private use by employees with the exception of approved use of computer and communication devices. Behavior Standard: Users understand that use of City equipment is a privilege. Employees will be fully trained in the use of all City equipment that pertains both directly and indirectly to the performance of their duties; this training will be on paid work time; employees will only use City purchased equipment for City related work. Computers or telephones may be used for infrequent personal use. Examples of ‘limited personal use’ includes: scheduling of personal appointments, communications regarding work related social events, including birthdays, etc., and computers to support coursework for an approved program of study filed as a part of the Employee Education Assistance Program. In no event will the use of computers or communications devices include: use for commercial or financial gain; discourteous communication to or about other persons; solicitations, including charitable campaigns, except as specifically authorized or part of an official City-sponsored event(s); issuing or forwarding chain mail and other frivolous messages, such as practical jokes; sending unauthorized mass mailings to individual mailboxes whether directly or indirectly; accessing any adult sites. Please refer to the current City of Peoria Information Technology policy for further clarification. City of Peoria Page 8 THE “ETHICS TEST” When you face a situation that causes YOU to question your ethical conduct, ask yourself these questions: • How does this situation make me feel about myself? • How would my family react to knowing about this and my role/ decision? • Would it pass the “headline test”? How would the community react? • How does the decision and my proposed action align with the City’s mission and values? • Will it violate a law or a City policy? • Is my action or potential outcome/solution balanced? Will it be fair to all concerned? • How will this affect other decisions I may be called upon to make in the future? • Could I disclose, without reservations, my decision or action to my family, my peers, my superiors, or the community? When you observe a situation or the actions of OTHERS that causes you to question their conduct, ask yourself these questions: • Have I defined the ethical question/problem accurately? • How would I define it if I stood on the other side of the fence or if I placed myself in the other’s situation? • Can I discuss this with the affected parties before I bring it to the attention of the City’s Ethics Resource Officer? • What is my intent in making the decision to alert the Ethics Resource Officer? • What result or outcome do I expect to achieve to resolve the problem? • How do these results compare with my intent in bringing this to the attention of the Ethics Resource Officer? • Could my decision or action unfairly injure someone or something? WHERE TO GO FOR HELP Ethics Resource Officer The Deputy City Manager for Administration and Safety has been designated by the City Manager as the City’s Ethics Resource Officer. The Ethics Resource Officer and the Ethics Steering Committee, also appointed by the City Manager, are responsible for promoting an ethics based organization. Employees wishing to discuss and/or report unethical behavior/ problems or issues are encouraged to contact the Ethics Resource Officer and in this instance would not be required to follow the normal chain of command. However, an employee may request his/her supervisor present the issue to the Ethics Resource Officer on his/her behalf. Issues that are reported from an anonymous source will not be accepted for review by the Ethics Resource Officer. To the extent possible, information provided to the Ethics Resource Officer will be held in the strictest of confidence. The Code of Ethics and access to the Ethics Resource Officer will be available to all City of Peoria employees, but not to the general public or external contractors. The City of Peoria is committed to developing an ethic-based organization and believes that employees should have a forum for discussing or reporting ethical concerns outside of the normal chain of command, without fear of retribution. In order to foster an ethical organization, the City will strive to create and maintain an environment of mutual trust and respect and provide a “safe” forum, where any employee can discuss issues that they perceive may be in violation of the City of Peoria Code of Ethics. Contact Numbers for Ethics Dialogue (623) 773-7318 or Extension 6318 City of Peoria Page 10 COMMITMENTS • The employee commits: to be open and honest; provide the information necessary to make a fair and honest determination; and, not use this forum to discuss issues that are not ethical concerns (e.g., discipline matters). • The Ethics Resource Officer commits: to listen, gather information; check with others; refer, if necessary; keep the employee informed. • Both the employee and the Ethics Resource Officer commit: to use the “Ethics Test” to determine the best forum for resolution. Special Thanks to the Ethics Task Force Members: Brenda Brown, Library Manager Greg Eckman, Human Resources Director Scott Ferguson, Deputy Fire Chief Prisila Ferreira, Deputy City Manager Larry Fudurich, Public Works Superintendent Chuck Foy, Peoria Peace Officers Association President Stephen Bontrager, Utilities Director Steve Kemp, City Attorney David Leonardo, Police Chief Ray Cota, AFSCME Local 3282 President Maria Morales, IT Technician Bill Patena, Neighborhood Services Manager Keith Racette, Technical Operations Supervisor Ron Singleton, Peoria Fire Fighters Association Local 493 President Jesse Duarte, Solid Waste Manager Jeff Tyne, Budget Officer Human Resources Department 8401 West Monroe Street, Rm. 110 Peoria, Arizona 85345 Phone: 623-773-7100 Fax: 623-773-7141 Reprinted Jan. 2004