PERSONNEL RULES AND
REGULATIONS
Revised July 1998
Revised July 2005
Revised July 2007
TABLE OF CONTENTS
CHAPTER 1 Document Analysis
CHAPTER 2 Definitions of Terms
CHAPTER 3 Merit Principles
CHAPTER 4 Personnel Advisory Board6
CHAPTER 5 Job Classification Plan
CHAPTER 6 Compensation Plan
CHAPTER 7 Longevity Plan
CHAPTER 8 Selection of Employees,
Preference,
New
Positions, Position
Vacancies,
Probationary Period,
Demotions
CHAPTER 9 Training
CHAPTER 10 Transfers
CHAPTER 11 Layoffs
CHAPTER 12 Discipline
CHAPTER 13 Performance Evaluations
CHAPTER 14 Attendance, Vacation,
Sick
Leave, Bereavement Pay,
Worker’s
Compensation, Other
Leaves
and Absences, Family Leave
CHAPTER 15 Employee Organizations
CHAPTER 16 Retirement
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INDEX
Subject
and Chapter
Absences,
14.2, 14.9 (also see Leave
of Absence)
Attendance,
l4.2
Benefit
Package, Chap 14
Bereavement
Pay, 14.6
Break
Periods, 14.1 (f)
Civil
Leave, l4.8
Classification
Plan, Ch. 5 (also see
Classification and Compensation Plan)
Compensation
Conduct
of Employees, Chapter 12
Crime
Victim Leave
Death
of employee, l45.4 (n)
Definitions,
Demotions,
8.11
Discipline,
Chapter 12
Dismissal,
Document
Analysis, Chapter 1
Dress
Code, 12.3
Employee
Organizations,
Family
Leave, 14.10
Gifts,
l2.1 (i)
Grievances,
l2.6
Health
Insurance, (see Benefit
Package) Chapter 14
Holidays,
l4.3
Hours
of Work, 14.1
Injury
Leave, l4.5 (i), l4.7
Layoff,
Chapter 11
Leave
of Absence, 14.11(a)
(Civil Leave, 4.8)
Leave
of Absence without pay, l4.11 (b)
Longevity
Meal
Periods, 14.1 (f)
Merit
Principles, Ch.3
Military
Leave, l4.l2
New
position, 8.6
Outside
Employment, 12.2
Pay
period, 14.1 (c)
Payroll
Deductions, 14.1 (d)
Performance Evaluations, Ch.13.
Personal
Days, 14.5 (m)
Personnel
Advisory Board, Ch. 4, 12.2 (b), l2.5
Physical
Examination, 8.3
Position
Vacancy, Chap 8
Preferences
(veterans, residents), 8.4, 8.5
Probation,
8.12, l4.4 (b)
Promotions, 8.l0
Overtime
Pay, 14.1 (e)
Residency,
8.5
Retirement,
Selection
of Employees, Ch.8
Separations,
Sick
Leave, l4.5
Suspension,
12.4
Temporary
Employees, 8.7
Training,
9.l
Travel
Reimbursement, 14.1 (g)
Unauthorized
Absence, l4.2
Vacation,
l4.4
Vacancy
(position), 8.l0 2
Veterans,
8.4, l4.12
Workers'
Compensation, l4.7
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CHAPTER 1
DOCUMENT ANALYSIS
1.1 Authority
These
Personnel Rules and Regulations have been established in compliance with
Article VI of the "Revised Charter of the City of
1.2 Purpose
(a) To establish for employees a system of
personnel administration based on merit principles and designed to secure fair
and efficient administration.
(b) To provide information, policies and
procedures, including merit principles, a classification plan, compensation
plan, longevity, recruitment and selection, training, promotion, transfers,
discipline, complaints, separations, attendance, vacation and leaves, fringe
benefits, employee organizations, retirement and other matters essential to
efficient service and improved operations and working conditions.
(c) To provide for a Personnel Advisory Board.
1.3
Applicability
These
Personnel Rules and Regulations, including future amendments, shall apply to
all persons in the employ of the City of
1.4 Amendments
The
City Council, upon recommendation of the City Manager or Personnel Advisory
Board may amend, waive or suspend these rules and regulations.
1.5 Responsibility
for Administration
The
City Manager shall have the basic overall responsibility for the administration
of these rules and regulations. Each department head shall be responsible for
ensuring compliance with appropriate portions of these rules and regulations
consistent with their authority and duties. Each department head shall have
supervision of his/her department and the employees therein,
and shall have power to prescribe departmental regulations for the operation of their department and employees, provided such
regulations are not inconsistent with general law, the City Charter, the
Administrative Code and these Personnel Rules and Regulations.
1.6 Effective
Date
These
rules and regulations or any amendment thereto shall become effective one month after submission by the City
Manager to the
CHAPTER 2
Definitions
of Terms used in these Rules and Regulations.
2.1 "ACCRUE”
means to add to in an orderly manner.
2.2
“POSITIONS” refer to all positions in the service of the City except: persons elected to office by popular vote and
persons appointed to fill vacancies in such office, positions on appointive
boards, commissions and committees, per diem or outside contractors.
2.3 "DEMOTION" means the change
of an employee from a position in one grade to a position in another grade
having a lower maximum salary or wage rate, when such change is not the result
of an amendment to the Classification and Compensation Plan.
Amendment
No. 2, Revised 9/29/80; Effective l0/28/80
2.4 “GRADE”
means a group of positions sufficiently alike in duties, authority, and
responsibility to justify the same grade, qualifications, and schedule of pay
to all positions in the group.
2.5 "PROBATIONARY" period means
a working test period during which an employee is required to demonstrate his/her fitness for the duties to which he/she is appointed.
2.6 "PROMOTION" means a change
of an employee from a position in one grade to a position in another grade having a higher maximum salary range.
2.7
"TRANSFER" means a change of an employee from one position to another
position in the same grade, or to another grade having essentially the same
maximum salary limits, involving their performance of similar duties and
requiring substantially the same basic qualifications.
CHAPTER 3
Merit
Principles.
3.1 The personnel policy of the City is
that:
(a) Employment in the City government shall be
based on merit free of considerations of a
person’s race, color, creed, national origin, religion, age, sex, marital
status, sexual orientation, physical or mental disability, or veteran status
except where a reasonable bonafide occupational
qualification exists.
(b) Just and equitable incentives and conditions
of employment shall be established and maintained to the extent feasible to
promote efficiency and economy in the operation of the City government.
(c) Positions having similar duties and
responsibilities shall be classified and compensated on a uniform basis.
(d)
Appointments, promotions and other actions requiring the application of the
merit principles shall be based on systematic tests and/or evaluations.
(e) Efforts toward high morale shall be
maintained by fair administration of these Personnel Rules and Regulations and
by every consideration of the rights and interests of employees consistent with
the best interests of the public and the City.
(f) Tenure of employees covered by this ordinance
shall be subject to good behavior, the satisfactory performance of work,
necessity for the performance of work and the availability of funds.
CHAPTER 4
Personnel Advisory Board.
4.1 There shall be established a Personnel
Advisory Board of three citizens holding no other municipal office and
appointed, one member by the Manager, one by the Council, and the third by
these two appointees. In the first
instance only the member appointed by the Manager shall serve for one year, the
member appointed by the Council for two years, and the third member for three
years; the terms of all succeeding members shall be for three years beginning
on the expiration of the term each succeeds.
It shall be the duty of the Personnel Advisory Board to study the broad
problems of personnel policy and administration, to advise the Council
concerning the personnel policies of the City and the Manager regarding the
administration of the merit plan and to hear appeals from any employee
aggrieved as to the status or condition of his employment. The Board shall
issue written reports containing findings of facts and recommendations to the
Manager upon such appeals, but the Board shall have no power to reinstate an
employee unless it finds, after investigation, that disciplinary action was
taken against the employee solely on
the basis of race, color, creed, national origin, religion, age, sex, marital status, sexual orientation,
physical or mental disability, or veteran status except where a reasonable bonafide occupational qualification exists.
CHAPTER 5
Job Classification Plan.
5.1
The Personnel Specialist shall make
an analysis of the duties and responsibilities of all positions of the City. He/she shall recommend to the City Manager
amendments to the Personnel Rules and Regulations.
5.2 Each position shall be assigned to a Grade
based on the type and level of its duties and responsibilities, so that all
positions in the same Grade shall be sufficiently alike to permit use of
similar qualification requirements, and the same pay scale. A Grade may contain one or more positions.
5.3 Prior to submission of the initial
classification plan or amendments to the City Council, the City Manager shall
give employees the opportunity to appeal in writing any dissatisfaction with
his/her grade evaluation. Appeals must be made within ten (l0) days of
the date of notice.
CHAPTER 6
Compensation Plan.
6.1 Periodically, the Personnel Specialist, in
consultation with the Finance Director, shall make an analysis of the pay plan
and rules for its administration. He/she
shall recommend amendments to the City Manager. The hourly rate of pay or
salary for each grade shall be such as to reflect fairly the differences in
duties and responsibilities and shall be related to compensation for comparable
positions in other places of public and private employment.
6.2 Each Grade shall have a minimum and
maximum salary range or hourly rate of pay.
CHAPTER 7
Longevity
Plan
7.1 Longevity Bonus.
In
addition to salaries and wage rates as may be approved by the City Council, the
City of
5 years creditable service through 9 years....$30 per year
l0 years " " " l4
years....$60 per year
l5 years " " " l9
years....$90 per year
20 years
" " " 24
years....$l50 per year
25 years
" " " 29
years....$2l0 per year
30 years
" " " 34
years....$270 per year
35 years
" " until
termination....$300 per year
(Applicable
to employees covered by a Collective Bargaining Agreement only if specified in
the Union Agreement)
CHAPTER 8
Selection
of Employees, Preference, New Positions, Position Vacancies, Probationary
Period, Demotions.
8.1 The selection of personnel for any
position in the City shall be based on
job related qualifications and experience as determined through interviews and reference checking.
8.2 Interviews shall be in such form as will fairly determine the abilities,
aptitudes and qualifications of candidates for the duties to be performed, and
may not include any inquiry into, or consideration of, the political or
religious affiliations or race, color, creed, national origin, religion, age,
sex, marital status, sexual orientation, physical or mental disability or veteran
status of any candidate except where a reasonable bonafide
occupational qualification exists.
8.3 Physical examinations may be required
whenever physical fitness is deemed to be an essential function of the job. All such requirements shall conform
to applicable federal and state requirements.
8.4 Applications for employment must be
submitted to the Personnel Specialist on
a form prescribed by him/her. All applications and resumes received will be
logged by the Personnel Specialist. In those cases where qualifications are
equal, veteran status will serve as a tie breaker.
8.5 Preference will be given to hiring
residents of
8.6 Whenever a department head wishes to
establish a new position, he/she
shall notify the Personnel Specialist in
writing stating the position title, grade or a job description, if the position
is not classified, and the reasons for the new position. The Personnel
Specialist will submit to the City Manager for approval with his/her
recommendation.
8.7 Temporary employees may be hired provided all the following are met:
(a)
The applicant has filed an application with the
Personnel Specialist.
(b)
The position is for seasonal, emergency, or special
help
reasons.
(c)
Adequate funds are available.
8.8 The department head and Personnel
Specialist will review and rank applications according to criteria pertinent to
the position. Applicants with the highest ranking will be interviewed by the
department head and the Personnel Specialist who will rate the interview. The
department head will make the hiring selection.
8.9 Department
heads will immediately notify the Personnel Specialist of any known or
anticipated position vacancy within their departments.
8.10 A position vacancy shall be filled by
an applicant who is or is not a City employee. Vacancies shall be filled by
promotion of a City employee into the position vacancy whenever it is in the
best interests of the City to do so. The department head and Personnel Specialist
shall make that determination, based upon the qualifications of all applicants
for the position and the record of performance of City employee
applicants. The qualifications of
applicants will be determined by interviews. Every City employee is entitled to make
application at any time to the Personnel Specialist for promotion.
In
cases where a vacancy occurs and the total number of City employees is not to be increased,
the City Manager may waive the external advertising process and seek City
employees who may be found to be qualified for the vacant position.
8.11 Demotion. In those cases where a new employee or an
employee recently promoted cannot satisfactorily perform the functions of that
job and no negligence or any other misconduct exists, the employee may be
demoted to a lower position if there is a vacancy for which he or she
qualifies. The employee will be served notice and may grieve the decision as
outlined in Chapter 12.
8.12 All appointments will be probational in nature during the first six (6) months of
employment unless otherwise provided in collective bargaining agreements. The work and conduct of probationary
employees shall be subject to close scrutiny and evaluation. Any probationary employee may be dismissed or
demoted at any time during the probational period
upon the recommendation of the department head and approval of the Personnel
Specialist. Such dismissals or demotions
shall not be subject to review or appeal.
Employees who satisfactorily complete their probational
period will become regular employees.