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HomeMy WebLinkAbout68-47 soLuwI0 RESOLbTI01'~ ADO~TIi~G PE~(SOh ~'EL POLICIES RE'VISED FEBRUARY~ 1965o The City Council of the City o~~ ~kiah does hereby RES O LVE: That the Personnel Policies of the City of Ukiah as set forth in the document entitled "PERSONi'~EL POLICIES OF THE CiTY 07 UY[IAH, REVISED FEBRUARY, 1-968", a copy of which is a~tached hereto and incorporated herein ~y reference, are hereby adopted as the policies of the City of Ukiah effective immediately o Prior personnel policies are repealed upon the effective date of these policies, except that departmental policies, rules and regulations heretofore adopted and approved shall continue in effect° PAS~.::i~ Ai~D ADOPTED this 15'th day of May, 1968, by the following vote: AYES: Councilmen Henderson, Crool<, Norgard, Hill and Mayor Scotto. ]:~OES · None. ABSEI'~T: None. ATTE~ T: / . CITY CLERK PERSONNEL POLIC I E S OF THE CITY OF UKIAH REVISED FEBRUARY 1968 AOO.~TED [i'Y RESOLUTION NO. 68,-4.7 ",~ay N~, t968 PREPARED BY THE OFFICE OF THE CITY MANAGER PRESENTED TO THE CITY COUNCIL P E R S ON N P OL i C , E OF THE CITY OF UKtAH E L S REVISED FEi~RUARY 1968 MAYOR Bruce Crook, MAYOR Sterling Norgard PRO TEM Dona I d K. Scotto COUNCILMEN Meredith H,arlowe, Harold Henderson Recommended by the Committee Committee Members to Study Employee Working Councilman Harlowe, Chairman Councilman Henderson George Dunning Chairman Civil Service Board H. M. McAvoy, Member Civil Service Board Lyell C. Cash, City Manager Wmo Ameigh, Emplc~yees Association Charlie Galyean~ Employees Ass<:,u:iation Cond i t ions C: ! 7 ~' of' U K ! A Fi ?he Ukiah C~:¥' :.~(:.~,.~nc.~ h~s fo~mulated certain ........... oF ~:he Civil Service , ' .... , .:~., .~,;.~'.:,~ t at you become yOU are er~cour~;?o, :~''~ ~'~ " fhese pe~'~so~-,~,~r'~ poi d~'y oper4c~t.:~ons ,-.~r:d to this c¢:;nd your understanding to employment and o'f your super'visor's. ac.c, omp!ish their eve ry and CHAPTER I GENERAL PROVISIONS Section l: AUTHORITY FOR PERSONNEL POLICIES The City Council has adopted Personnel Policies as provided for in City Ordinance Code Section 13OO et seq. These policies clarify certain sections of the Civil Service Ordinance and provide for the administration of the policies, public hearing on appeals of employees, a competitive employ- ment system, a position classification plan, an equitable salary plan, procedures for employment, promotion, suspension, demotion, removal, layoffs, vacation, and leaves of absence and general information. Section 2: VIOLATION OF PERSONNEL POLICIES a. Violation of the provisions of these be grounds for dismissal, rejection, Personnel Policies may suspension or demotion. Section a · b · c · d ~ 3: PARTICIPATION IN POLITICAL ACTIVITIES An employee may not directly or indirectly solicit or receive political funds or contributions from other city employees or persons on city civil service eligible lists. No office-holder or candidate for office may promise or threaten to use public office to secure or obstruct any person from any position, promotion or salary change in city employ- ment on condition that such person vote or take political action on behalf of such office-holder or candidate. No employee may participate in political activity of any kind while in uniform. No employee in civil service shall take an active part in any campaign for or against any candidate, except himself, for office of the city, or for or against any recall election of any elected city officer. Section a , 4: DISCLOSURE OF POLITICAL AFFILIATION No information concerning political affiliation of an appli- cant or employee shall appear on any personnel forms or records, nor shall such information be solicited. No appoint- ment to, or removal from, a position in the classified service shall be affected or influenced in any manner by any political opinion or affiliation. -1- b · This section does not give immunity to those who become affiliated with political parties or organizations whose purposes are designed to undermine or overthrow the government of the United States. Section 5: CLASSIFIED SERVICE SYSTEM a · The Civil Service system shall include all appointive officers and employees of the City who are paid a regular monthly salary, as distinguished from those who are employed on an hourly, per diem, weekly or contract basis, except the position of the City Manager. Section a. 6. AMENDMENT AND REVISION OF POLICIES Recommendations for the amendments of these personnel policies shall be presented to the City Council by the City Manager, the Civil Service Board, or any committee assigned by the City Council° Any interested employee or person may appear and be heard at the time amendments are being considered by the City Council. Amendments shall become effective upon adoption by the City Council. CHAPTER il POSITION CLASSIFICATION PLAN Section a · l: CLASSIFICATION OF POS IT iONS All positions in the competitive service shall be classified and identified by a set of position specifications which in- cludes the position title, job definition, typical tasks and responsibilities, and a statement of requirements as to train- ing, experience, and other applicable qualificationso Section 2: MAINTENANCE OF POSITION CLASSIFICATION PLAN a · The Appointing Officer or a responsible contracting agency will maintain the position classification plan covering all positions in the classified service and recommend to the City Council salary ranges for each position classification. The classification specifications will be prepared and maintained by employing the following principles: Obtain a description of the work that each employee does in his job by having each employee com.plete a question- naire; then have the employee's supervisor make comments or notations which he considers pertinent. -2- ~ · e , Those preparing the classification plan will then view the work being performed and interview the employees and supervisors as needed. All positions that to type of work, r are grouped togeth speci ficat ions pre in Section 1 above are substantially similar with respect esponsibility, and difficulty of work, er into a class and the classification pared containing information described The specification or job description restrict in any way the assignment or by City employees, or describe a plan organ i zat iono does not limit or performance of work of departmental A list i n the readily showing the classes of positions held by employees competitive service will be kept currently and available by the Appointing Officer~ Section a · 3: ADOPTION OF POSITION CLASSIFICATION SPECIFICATION The classification plan, or any revised or new position classi- fication specifications, become effective when approved by the City Council° Before presentation by the City Manager to the City Council for consideration, the Appointing Officer shall review any changes recommended with the department supervisor and the employee affected. While the Council is considering the adoption of the revised plan or new classification speci- fication, any interested person or employee affected may appear before the City Council and be heard. A written noti- fication of the time of the Council Hearing shall be given the employee by the Appointing Officer at least three days before said hearing. Section a · 4: RESURVEY OF ALL POSITION CLASSIFICATIONS Whenever a resurvey of positions in the Classified Service System is necessary, the Appointing Officer or a responsible contract agency may make such resurvey and submit recommenda- tions.for changes in the Classification Plan to the Council for its approval by resolution, or as outlined in Section 1305-c of the Ukiah City Code. Section a · 5: NEW POS IT ION When a new position is created, the Appointing Officer must prepare a position classification specification and establish the minimum qualifications. Except in extreme emergency, the position shall not be filled until the classification has been approved by the City Council and the appropriate employment procedures have been complied with. Section 6: a. The 1. ~ · · BASIC USES OF THE POSITION CLASSIFICATION PLAN position classification plan shall be used as follows: Basis for salary determination. Position class specifi- cations will be used to compare jobs within the City organization and also to compare with jobs outside. It will make it possible to base salary differentials on sound and recognizable differences in work, skills, and job responsibilities. As a source of exacting information to be used in prepar- ing public announcements for position openings and in preparing examinations that will approximately measure the qualifications of applicants in terms of fulfilling the job requirements. As an aid in plann clearly the variou command, and steps ing improvement and defining more s levels of responsibility, lines of promotion. of As a means of identification in preparing payrolls and departmental budgets. As a foundation for developing in-service training programs by department heads, supervisors or Appointing Officer. CHAPTER ! I I EMPLOYMENT IN THE CLASSIFIED SERVICE Section a · b ~ l: TYPES OF APPOINTMENT All vacancies in the classified service shall be filled by re- employment, transfer, demotion, or from eligibles certified by the Appointing Officer from an appropriate employment list, if available. In the absence of eligible persons for appoint- ment in these ways, the Appointing Officer shall obtain appli- cations for the position and conduct appropriate examinations to establish a list of persons with eligible qualifications for appointment. An eligible applicant shall be refused appointment to a depart- ment or office in which a member of his immediate family is employed. When an appointment is refused for this reason, however, the applicantls name remains on the eligible list for openings in the same classification should one be available in any other department or office where no members of the immediate family are employed. -4- Section a · b · c · 2: APPLICATIONS AND APPLICANTS Announcement: Notice of all tests for positions in the classi- fied service shall be p~Jblished by posting announcements in the City Hall on official bulletin boards and in such other places as the Appointing Officer deems advisable, including a "want ad" in at least one newspaper of general circulation in the City. The announcement shall specify the title and pay ranges ofthe class for which 'the test is announced; the nature of the work to be performed; experience and education desirable for the performance of the work of the class$ the date, time, place, and manner of making applications; closing date for receivin~ applications; and other pertinent information. The information in the I'want-ad" shall be !imited to title, salary range, place, and time of application. Application forms: App vided by"the Personnel formation covering posi references, war service and may include certifi cians, and fingerprinti by the person applying~ lications shall be made on forms pro- Office~ Such forms shall require in- tion title, training, experience, , and other pertinent information - cates of one or more examining physi- ~g~ All applications must be signed Disclual i fication~ application Which does not possess the pos i t iono The ,~ppointing Officer shall rejct any indicates on its face that the applicant the minimum qualifications required for Applications also shall be rejected if the applicant is not a citizen of the United States, is physically unfit for the performance of the duties oF the position to which he seeks appointment, is addicted to the habitual excessive use of drugs or intoxicating liquor; has been convicted of a crime involving moral fact or practiced, or attempted to practice any deception or fraud in his application· Whenever an application is rejected, notice of such rejection with state- ment of reason shall be mailed to the applicant by the Appointing Officer° Defective applications may be returned to the applicant with notice to amend same, providing the time limit for receiving applications has not expired. Section 3: COMPETITIVE EXAMINA'T'IONS a · Examinations shall be given to all acceptable applicants in the following manner: · Preparation and conduction of tests.. The Appointing Officer sh'all" determine t'he manner, methods, and by whom tests shall be given~ The City Council, upon recommendation of the Appointing Officer, may contract · with any competent agency or individual for the perform- ance by such agency or individual of the responsibility for preparing giving, and scoring tests. In the absence of such a contract, the Appointing Officer shall perform such duties. He may use Test Exchange services, old examinations, and any other aids available. The Appoint- ing Officer shall arrange for the use of public buildings and equipment for the conduct of the tests and shall render such assistance as shall be required with respect thereto. Subjects and methods of tests: Tests may be assembled, unassembled, 'written, oral, Practical demonstration, or any combination thereof; or any form which will test fairly the qualifications of applicants, and shall consist of one or more of the following parts: (a) Special Subj pOrtiOn 'of t pos i tion and an individua ects: This part shall constitute that he test which deals with the duties of a must be designed to test the ability of 1 to perform said duties. (b) Educational: This part may consist of penmanship, spelling, composition, civics, city information, or any or all of these; as well as other subjects to test the basic training which would logically form the groundwork for performing the duties of the position and advancement in the service. (c) Training and a statement shall cons is that would t they seek; a of former em A record, ba acter of past employment, ing in the community may this subject. experience: Training shall consist of of schooling and studies. Experience t of a statement of all past activities end to fit candidates for the position nd may include a statement of the names ployers, nature of work, and references. sed on references, investigation, char- sobriety, and general stand- be included as a part of (d) Physical or medical: A physical or medical examina- tion and test shall be required of all applicants. (e) Personal interview: In oral examinations, personal- '"r'ty and appearance may be counted as a factor in the test. The applicant may be questioned on the duties of the position, training and experience, nature of worked performed, and other reasonable questions to determine his fitness for the position. -6- · 4· · Exam ina ~'h i ch e factors exper i e app 1 i ca Fai lure i ng suc disqual tion grading: In all tests, the minimum grade for l igi'bility may be earned shall be based upon all in the test, including educational requirements, nce, and other qualifying elements, as shown in the tion of the candidate or other verified information. in one part of the test may be grounds for declar- h applicants as failing in the entire test or as i fied for subsequent parts of a test. Notification of final grade results: Each applicant tak- -~ng the test shall be given Written notice of the results thereof, of his final earned rating and, if successful, of his relative position on the employment list. Any applicant shall have the right to inspect his own test papers. An error in grading or rating, if called to the attention of the Appointing Officer within one month after posting the employment lists resulting from the examination, shall be corrected. Correction shall not, however, invali- date certification or appointments previously made. Promotional tests: As the needs of the service may require, promotional tests may be conducted from time to time and may consist of evaluation of prior service, accomplishments in special training courses, and other tests. All candi- dates for promotion must be permanent employees in the classified service and must possess the minimum qualifica- tions, as set forth in the specifications of the class to which promotion is sought. Section 4: ELIGIBLE LISTS a · As soon as possible after the conclusion of a test, the Appoint- ing Officer shall prepare and keep available an employment list consisting of the names of persons successfully passing the test - arranged in the order of final ratings received from the highest score down to the lowest passing score. The final hall be determined by the total of the score received applicant for each part of the test, based upon the value assigned to each part of the test before the given. Other regulations governing eligible lists rating s by each relative test was are: Identical grades: Wherever identical grades exist, names sl~'all 'be" arranged in the order of application date. · Duration of eligible lists: Eligible and promotional lists shall becomeeffective upon the approval thereof by the Appointing Officer and the lists shall remain in effect six months. Eligible lists may be extended by the Appointing Officer for additional six month periods but, in no event, shall these lists remain in effect for -7- · · · more than eighteen months. If at any time after an eli- gible list has been used and the remaining names show low ratings, or names have been passed over previously for valid reasons by the appointing authority, or if there are less than three names on the eligible list, the Appointing Officer may cancel the entire list and order another examination when an eligible list is requested. Removal of names from lists: The name of any person appearing on an eligible or promotional list shall be removed by the Appointing Officer if the eligible re- quests in writing that his name shall be removed; if he fails to respond to a notice of certification mailed to his last known address; or if he has been certified for appointment three times and has not been appointed. The names of persons on promotional employment lists, who resign from the service, shall automatically be dropped from such lists. Abolition of position places employee on eliqible list: After abol"ition of a pos"i'~ion within 3' pos"itlon classi"fi- cation, the employee affected may have his name placed on an eligible list for a period of one year. In case the classification is abolished, the employee's name will be placed on an eligible list. Procedural errors: Procedural errors made pi lat'ions may be corrected at any time by Officer without invalidating any previous been taken. in legible com- the Appointing action that had Section 5: APPOINTMENT TO POSITIONS Regular Appointments: Whenever a vacancy in the classified service is needed to be filled, the department head shall noti- fy the Appointing Officer. The Appointing Officer shall certi- fy the top three names from the appropriate eligible or promo- tional list in the order of rating. The department head shall investigate and interview the top three candidates, or all applicants whose names appear on the eligible list. The depart- ment head shall designate his choice of the eligibles by means of Personnel Status Form to the Appointing Officer for approval. The Appointing Officer shall thereupon notify the person appointed and if the applicant accepts the appointment and presents himself for duty within the prescribed time, he shall be deemed to be appointed. Otherwise, he shall be deemed to have declined the appointment. b · Tempo. rar.y appointments: In the absence of appropriate eligible lists, a temporary appointment may be made by the Appointing Officer of a person meeting a minimum training and experience -8- ~ua]~: ~. '.~:~ :.~,.~e position. Temporary appointments can= not_ exceed, three consecutive months~ if the need of the pos i~ ,.~.~..~ ~.. i¢~ co excesd .a. three moat~ per~od, then an e~igible l~st must be est,abi~sned within three months of the date of the tem~ po~ry appo~m ,~ Persons Working on a [em~arary appointment to a permanent full t~me position ma'%.~ upon receiving permanent appointment, be granted the same be:~efits that would have accrued ~n the event t~qe¥' had been granted permanent employment at the outset. ..... -.,,,,~_ =k,~,~n'c~ments- Fo meet the ~mmed~a~e requirements of an emergency condUCtion such as ex. rfc.rd[nary f[re~ flood, or earthquake which 'thre~'ten~ public ~f~ or property~ any Depart- ment Head may emp~oy such pa:rs.ns as may be needed for the dura~ tio~ of th,a emergency without regard to the pe'rsonne] ordinance or policies a'ffect~'ng ,appointS. meats. As soon as poss~bie~ such ;~,r~ p~,~:_ n.,Cmen~ts s~:.al~u ~,e r'epo,r?~ed to ~n~e .... Appointing Off~aer. Section 6: PRuMO~iON ~....n,~ wit. the best i~nterest ~ ~.:..:= servic:e:, a'!"! va, c. am:[es ]n the classified service shall . t~,~,, wt~thin the ~lass~fied serve'ce, fter a or' . ,. ~ ~. ;,~s ~een g~ven and a promotional :~'St e. st~b!~ ~shed~ !f,~ in the opinion of the appointing officer and the Depart= merit Head 8 vaca~n:ov ac, u~d be fi'tled better bv an open., com~ petiitive test, [n:sta:~d of ,a c'~osed pr~;qotiona~ test, then the appoint:~n9 off,car may ca1~ f.c:~r app~'cat~ons for the vacancy ,and ~',rr~ng~ for ,~n open c:ompet, t~t~ve test and for the prepare= t~on and ce~rt:~f'fi',:ation of en elig~'ble l~st. ~f the examine= t[on is both open and pcom,c:,t~ona~, the pr,~o't~ona? employees, whenever they are e?ig~b~e for certification, sha~l be given preference in the final select,on. Section 7: PROBATIONARY =ER!Og~ , , A~]. ori'gi'na] and pfd.'ti.nat appointments shall be tentative ,a~d subject "uo a proba~tion.ary per;od for six months, governed :s follows: . ~~.~ '.,_ u~ ~,~:,on,zrv per~od~ The probationary period , ~, b .... garded as a part or.he testing process and shall be ,~t~]~zed for ctose]y observing the emp]oyee"s work, For securing the most effective adjustment of a new employee ~o h~s pos[t~on, a~d for rejecting any p¢obation- ar'y employ,aa whose.Per'f.~,,"*¢'m~e'~**' does not meet the requ i red standard of work~ =9= · · · Statement of Satisfactory work: If the service of the probationary employee ha~ been satisfactory to the depart- ment head, then the department head shall file with the Appointing Officer a statement in writing to such effect and stating that the retention of such employee in the service is desired. If such a statement is not filed, the employee will be deemed to be unsatisfactory and his em- ployment terminated prior to the expiration of the proba- tionary period. Rejection of ~robationer: During the probation period an employee may ~e rejected at any time by the Appointing Officer with the approval of the Civil Service Board with- out cause and without the right of appeal. Notification of rejection in writing shall be served on the probationer and a copy filed with the Appointing Officer. Rejection follow, in.~]' promotion: Any employee rejected dur- ing the probationary period following a promotional appoint- ment, or at the conclusion of the probationary period, by reason of failure of the department head to file a statement that his servic stated to the p charges are fi l vided in the pe positions in th es have been satisfactory, shall be rein- osition from which he was promoted unless ed and he is discharged in the manner pro- rsonnel ordinance and the policies covering e competitive service. CHAPTER IV SALARY PLAN Section l: PREPARATION OF PLAN The Appointing Officer, or the person or agency employed for that purpose, shall prepare a pay plan for each class of posi- tion in the classified service showing the minimum and maximum rates of pay. In arriving at such salary ranges, consideration shall be given to prevailing rates of pay for comparable work in other public and private employment, including consideration of conditions of work as well as basic pay; to current costs of living; to suggestions of department heads; and to the City's financial condition and policies. The City Council shall re- quire a survey of wages to be made annually preceding the pre- paration of the year's budget. Section 2.. SALARY PLAN a. The Salary plan number for each shall consist of assigning a salary schedule classified position. This salary schedule -10- C ~ d . Step E Except in the case of an employee who is promoted ~=-~tep E in one range to Step E in the range immediately above, Step E ma~.__jL be earned only by an employee who has served at least one year in Step D in the same position and whose performance has consistently been classed as excellent by use of the periodic eva~untions set fort~ above. Procedure for advancement to Step X This step is a temporary incentive recognition and shall be available only to employees who have worked at l~ast one year in St~p E in the same position and whose perfor- mance has consistently been very superior. This step sha~] be granted for a period of 1 year and the salary of the employee involved shal~ automatically revert to Step E a~ the conclusion of one ¥'e~r. Yhis procedure does not preciude a~ employee from annually being recommended and qualifying for Step X. it is s'cressed, however, that the reversion to Step E at the end of one year is a_ut.omatico An a~nua~ report shall be made to the City Counci~ stating names of employees being paid at each specific step in the s~lary schedule0 Oefi~ ti-ns t3~.steln~di!r~g ~ conspicuous (ira good work:) Exce I ~ e.~ t '~ ,- Extremely good of its kind; first c:llass) hence of great worth~ eminently good. Very superior I - More elevated in place or position; higher; upper 3 - Extremely excellent of its kind; far above in comparison; as - - ~ superior to his associates, from Webste~ ~s New Collegiate Dictionary ~ o Fo mon;th, The ~,.~:~y al,ay f'o¢ the p.ar~iod Fr~ tihe f~r~t of' the M,o~n~-,,~.. ~::~:~r,rv,:,~Jq. ........ t. lh8 f:~ fte:e;~,':h w~ ~, ~] be on_ the twenty th~' rd of ,,., ~;',?' :, . . ....... ~ak,en,, ""'"' .. ,..,~.~,~Lc, Lt:ed ,.,)n ,.,,, ,~:~ i~, of 'the tota'~ number Section 6~ OVERTIME ~ o Overti!me Work ~ Approval; ~t is t:l~e policy of the City that overc'~me 'wor~': ~:s to ~e ,a~sc:our~ged ~n ca~e of emergency, however, or wihenever pub~ ;ic; ~nterest: or necess ~t:y requ[ res, any Depfrtmefnt ~tead may r"equ~re any employee ~n his depart- mec:'~ to perform <',ver'~:iime work, A record of 'the 8mount of the o'v'ert;~,me and re, as,c~,~ For' the over't'~me work must be :submitted · ~o th~. C'¢ty Ha~ager ~ ec:cord.ence w~'t.h' the established pro~ reduce. b~ o C ° Overti'me ~'.'>,r~' .., Oefi!r~e-d: Overtime work i's work performed by ai'~"-'7"~.TC'~."~-a~~',~'~'~',her '!than t:ho~,e ,n, orma 1 l'y requ ~red for h~'s employment, f~ime worked ~n ~n,crements of one half of an hour ~ha'~}'~ be ac. cumu~ated and recorded as overtime. ~,,r ~pprov'e~over~me wo, rk wi'th pay at '~ t~mes the rate of. .... ~'~,ar'y, The C~ty M,~nager~$ off~ce w~l~ maintain a complete record of the date ,i~ t~me of over'time work, re.~s,ons For the ove?'c~r,'~e~, and are exemp~ed~ fFom those eligible C it7 M~ager O;;rector of ~ublic Works ~i'cy A~torney Fi re Chief Fo';~,ce Chief D~ rector of D]str[butior~ E~g ~ ~'eer Supt, of Recreat]on. & Perks Al rport r~l~c ~orks Supervisor Public Works Foreman Building Off~cia! -13a- CHAPTER. V LEAVES OF ABSENCE Section ~: VACAT!ONS Employees are ei ig;-ble for theJ'r first vacation when they have completed one year of continuous service, at which time they will b'e allowed a vecation computed on the basis of one work day vacation for each month, or major fraction thereof, of service during the preceding calendar year. The total vacation for all employees not to exceed the number of work days or shifts in two calendar weeks, except as provided be low: Vacations ~ Over Five Years of Service: ~n addition to such other vacation to which he may be entitled, every employee who has been in the service for a total of five years shell be allowed in each calendar year an extra two days vaca. ti'on0 After ten years", four extra days vacation; after fifteen years, six extra days vacation. Vacati'on Severance Pa.~... Any employee who has been in the ser~ ~~-h-e ~C~y for' ~t ~east one year and tenders his written resignation fr~ the seru'ice of the City, or is laid off for lack of work or funds, shal] be pa.~d at the rate then being received by h~m for the vacation to 'which he would otherwise be entitled by reason of the months worked. C o d ~ Va,~a'tion Accrual. Vacations are expected to be taken within o~e 'year of the time of the earni'ng of such vacation. Vaca- tions ma'~,' be held over beyond this ~.ime provided that the emplloyee~ request is presented in writing b'y the Department Head ~o the Appointing Officer in advance of the termination of the time in which the vacation would normally be taken. Approva] of such vacation accrual by the Appointing Officer shall be in writing for future reference. Such approved quests w~ll be entered into the personnel records. An annual report shall be made by the City Manager to the City Council of all vacation authorized to be held over, Vacation Scheduling: The vacation period may be taken at one t,~.-3~6~'"Or 'it may '6e-taken several days a~[ a time if it so fits the work program of the department effected. In any event, the vacation time off is 'to be scheduled by the Department Head in such a manner that the departmental functions will not be greetly interruped0 e . Vacation -'~emporary and..Probation~ry Employee~: l. A temporary employee shall under no condition accrue any vacation benefits. ,, 2. A probationary employee sh'a]l not accrue any vacation benefits except after the employee successfully completes =14= Compens+~'t~o~n~ benefits may e~e. ct to. 'take as much of h~s cc:cutout,area s~ck leave c,r acc',um'u~a:ted v.~cat~on which, ,;~h,~,.~, . .~ :,, ~,,ce: ~. t,.... , ' .... ,, .. ~'~, ~ r'~-~r:,e ...... '~ '~. ~.,...~..~.~.. ~'~ea~a t~e ~O~<m;8~: ~ 5 C,~n~ ~Z..~: ~a ,a ~ '~' ~ g ~'.: '~ ~, ¢', :' ~' ' ~:' .... ';-" '~: ~.,¢_~,..,~,,~ 1~ ~ne ararat of injury on the made ~,v t:ne ~r:,~,re;d emc::l,o,~,,',s..~: to h~s ~[~m~d~:~t~: supervisor w~th- c,u*-,~ d~'~ .t?,~, ..... ~:"~ .~. ~..~. s.. ~: ~.~:n~. ..... ~r"';eof,~. sr:,a ~ '~ c. cmp ~ ere a~ ~ ~ iury., form pro- vided ~..y the r'~t~ ,.:~,,., w~:t~c:~., .... form sna~'~ be mat[~ed by the F~nance Off'~ca ::Lo, ,:h,a C,~mpensa't~;or: "r~su~"en, ce Fuind~ ~f medical set- 'thep;,:~',,~.:r = ;, c ~, ~r~ o,:~ r: ',~ ~_. <:::~,~-~',' .,,.: :~ ~e- ,.,~' ,"~: ,ar;7' c. ompe, t.e~ ,,."_ ph'ys" ~ c i ap~ for trear;menC~ ~f ambu~at,:)r"./ serv'ice 'Cs required, th~s service ;s, pr,ov~ded f:c:r the ,.,¢'~*y..... '.under 't~e..~ contract agreement between "~ ~ ""', '~mmediate report the ~ty and Z~mmerm,an Amb, ui,ence Service, , of injury ~ mandator'v of em~l~y_:s rece~'ve benefits. Ail such reports invo~viing ~n any manner any City employee shai~ also be accompanied b'~,' the appropriate Persona] Status Form. Section /¢: a ~ Spec',~eI ;a,~'ve ~.,,i,'-~'~: pay m:~.v ~:.e _r.an¢ .... d by the City Manager for emp!oyees to a~'..tend .~ppr:'o'.:~.'ed profess ¢onai conferences and mee't:ngs, to.:. v~s]t ot!~er' c:it~es '~n the 'interest of the C~ty, ¢ ,¢ othe ju t'~F'~ab~e reasons., not to exceed'f[ve days. Request foe .approva'~ of suc~ ~ea'ves is made by completing the Personne'~ S~.atus F'orm~ a o ~'::-"' ~,o'yee of the class [ lied s, er'v'ice !:..,? =_!-~¢,: A~p,:.:,'.:~'r:t,~¢~ r:'f'?-~::ce!?~ i'~ such leave is ~equested zi:.~ ~ '~"~" t pay is justi .... w,,:=~e ,~cc:u'm~.~ed si~ck le,~ve, vacation, '*'he Dep~r ~m¢-:~. ~:.~ :'"~ ~ and deduct ions must be made S e c '~ i' c :, :, /: 'Y d U'? '~ ~.,~ _ ury duty. he may be · ,~'-' ...... w'~, :~,,,~-,,~ :-,:~.¢d l?~.,s bee;,a ~otified of jury summons. ing on the jury. ~n those ~nsCances where the employee ,could not be ,:on'ven~e~.ciy spared fr,~ h~s City duties the t ~'me. ' 30 T~*,e employee r,ef~:d -~,,: the City alt fees received for iurv service Sect ion 8: DEATH ~N ?Ai',!i]:: ~' a . A mgx granted to l:a ~; '/ e. mp]o'.¢ee ,on the death of any member of his immed~'ate fam¢~'y~ w~th the appro'va] of the Appointing Officer. ~ediate fam~'~iv ~'~'~':~! ~nc~de ,e~y bi.od relatives of either the hu~;b.*,¢-d or ,.,4¢~, e~tner o,-~ ~ w~hom m~v be employed by the Sect ion 9.' UNAUTHORIZED LEAVE a. Any leave of absence from work which is found to be unwarranted or regarded ~s-d~rimental to the municipal service, taken upon the initiative of any employee without prior authorization, as provided for in Chapter V, shall be a basis of disciplinary action by the appointing authority. Section 10.- HOURS OF-WORK a. The hours of work for each employee is set by departmental rules and approved by the Appointing Officer to fit the work load of the department. The minimum number of hours of work are to be indicated in the job specification of the position classification plan and they are considered in establishing salaries for the class. Section ll: HOLIDAYS a. Recognized holidays for City of Ukiah employment purposes are: New Years Day Washington's Birthday Memorial Day Independence Day Labor Day Veteran's Day Thanksgiving Day Christmas Day Good Friday - Noon to 3:00 P.M. Every day on which an election is held throughout the State and any day or part of a day which may be declared by the Council as a holiday. b. Holidays for employees whose working locale is other than City Hall or the Library, are subject to work requirements of the department and will be granted holidays only to the extent authorized by the Appointing Officer. Employees who do not receive time off on holidays, will be compensated with pay or time off at the rate of 1½ times the normal rate for the parti- cular position involved. When a holiday falls on Sunday the following Monday shall be observed. Holidays falling on Saturday shall be the basis for compensatory time off at straight time. If a holiday occurs during an employees' scheduled vacati.on, time equal to the holiday shall be added to the vacation period. -18- CHAPTER VI CHANGES IN EMPLOYMENT STATUS Section a ~ b· l: TRANSFER Upon the approval of the Appointing Officer and Department Heads, an employee may be transferred at any time from one position to another in the same or comparable class. If the transfer involved a change from the jurisdiction of one supervising official to another, both must consent thereto unless the City Council orders the transfer for purposes of economy or efficiency. Transfer shall not be used to effect- uate a promotion, demotion, advancement, or reduction. Each of which may be accomplished only as provided in the personnel ordinance and in these policies. No person shall be transferred to a position does not possess the minimum qualifications. be made under the following conditions: for which he Transfers may In the event that one department is deemed to be over- manned and another department is in need of employees of the same general classification, then a transfer may be effected. · ~ When a classified employee takes an examination for a position of a higher classification and has been selected from the eligible list as a successful candidate for such higher classification, a transfer can be effected from the old position to the new. Such transfer will not effect his earned privileges allowed under these personnel policies in regard to his tenure of service. Transfer may be effected in special cases where it is apparent that the qualifications of one employee makes him better suited for another position of the same general classification level and such transfer is agree- able with the responsible department head. Section 2: DEMOTION a · In the event that the responsible Department Head finds that any employee is performing inefficiently, or is not complying with these personnel policies or those personnel policies within his department, he may recommend to the Appointing Officer that such employee be demoted to the next lower classi- fication. b. In the event a fication ranks reduction of personnel within the higher classi- becomes necessary, the department head may deem it justifiable to reorganize his department and such re- organization would necessitate demotions on the basis of economy, In the event demotions are made under this con- dition, the employee will not lose competitive service eligibility to go back to his original position if, and when the department resumes its original manpower capacity, c. Any demotion of an employee must first be requested in writing by the Department Head to be presented to the Appoint- lng Officer for his review. The employee'or employees affected by such demotion may appear before the Appointing Officer during such review if they so desire. Section 3: PROMOTION a. (See Chapter III, Sect ion 6, Page 7.) CHAPTER VII SEPARATION FROM THE SERVICE Section 1.. SUSPENSION a. The Appointing Officer or Department Head in whom is vested disciplinary power shall be allowed full freedom in action on such matters. It being the intent and spirit of these pollcles to provide a fair and just approach to municipal employment in order that City employees may be selected on a oasis of merit but in no sense to handicap or curtail the responsible administrative officers in securing efficient service. b. All persons holding positions in the classified service shall be subject to suspension without pay for a period of not ex- ceeding thirty days and also to demotion or removal from office for misconduct, incompetency, inefficienty, failure to perform duties, failure to observe these personnel policies or those of the department, office or the Civil Service Board, in the manner set forth in Chapter VIII, Section 1, of these policies. Report of any suspension should be made to the Appointing Officer immediately. Section 2; DISCHARGE a. An employee in the competitive service may be discharged at any time upon the recommendation of the Department Head to the Appointing Officer or the Appointing Officer may, of his -20- set forth Section because of lack Officer sha~1 a~d the activi- -ake, ;n. order ~'es a?'e to be cu:~'tailed, the C:~ty amd the advis- -;ne ~ighe~ classifications they ~ce qualified and a o Any class:'ried emp;cv'~z~s: r,,:.a.~, res,gp from h s position at any ,, ........ '-,: ,,: om his Dosition, ~,:~a~ i 9lye ~ mi~:'~mum o'; ?~¢~ weak,~ aot~ce fo his DeDartme~t make proper' ~:,r:3v[s ohs ~'o:" ~e f~: l i ,rig of h~s position, ,, Fa ~u~e to g ~/e at ~s~ a week s ~,o~ ice w ~ be cause to ..... ..,~:~ s sexy ce ~'eco,"d 'the statement "Release ~.,:,:_:-p~-ejus~<.:e'., ,& ~ ~'ss'g,',,::~T'ons must be f:~ied by the Depart- merit' ,-~-;~d w' -he ~'=,"",{nt' ' "'~ Appointing Officer, . ~.. ~,~,,~ ~g Off ce,",, .., ,-eeo:~-~ -' ::- ~,',~: e=":p'~c,v'e~ s.~.~i '. '~a./e :ne F ,,~ ~ payrol 1 prepared b ~ upon ,-es,g:":~: ,",~"~ .,~.:~::, eT, i:: .,,~ ~ha~l forfeit ali senority and ~:~. pe'r~c~n ~:.~ .,' :::.:~:,~ ::~: ovea on,y after Feinstatement (See Sect:'o" {~ <':,~' ~'. :..?:~O~,/ing with the procurement Section 5: COMPULSORY RETIREMENT a. Normal retirement and/or resignation of an employee from the classified service is expected at age 65. An employee, on request to the City Council may be granted permission to work beyond 65. Section 6: REEMPLOYMENT AND REINSTATEMENT a. Any employee who has been dismissed because of a necessary re- duction of personnel shall be eligible for reemployment, the event a vacancy exists for a position of the same classi- fication. Any person dismissed because of a necessary reduc- tion of personnel will be placed on a special reemployment list and his position on the list will be determined by his records of efficiency and workmanship while previously em- ployed in the service. Such employee shall receive his prior employment status, tenure rights, and privileges. b. Any employee who has left the service by means of resignation or dismissal can apply for reinstatement within one year by means of a written request which contains a complete statement as to the reasons for leaving the service, what work he has done since his resignation, including description of duties, amount of earnings, and what are his intentions regarding re- maining in the service if reinstated. If the facts warrant reinstatement by the Appointing Officer and Department Head the applicant can be reemployed in the same job class as occupied upon resignation but at a lower wage step than he received upon resignation. He will have no other accrued rights, privileges, or benefits accrued by him in his previous employment. This policy will not apply to military reinstate- ment. Other exceptions can be made only after approval by action of the City Council upon the recommendation of the Appointing Officer. CHAPTER V l II APPEALS AND HEARINGS Section 1: WRITTEN CHARGES a. Any employee suspended, demoted, or removed under the pro- visions of these policies, within five days after his request to the Appointing Officer, shall be entitled to a written statement enumerating the reasons therefor. He shall have five days after receipt-of the statement to file an answer thereto with the Appointing Officer. -22- Section 2: APPEAL TO CIVIL SERVICE BOARD a · An employee suspended, demoted, or visions of Ordinance No. 508, shall as outlined in Ordinance No. 508. removed under the pro- have the right to appeal Section 3: CIVIL SERVICE BOARD HEARINGS a. These reviews shall comply with provisions No. 508. of Ordinance Section 4: POWER OF CIVIL a. These powers shall SERVICE BOARD be as provided in Ordinance No. 508· Section 5: CIVIL SERVICE BOARD FINDINGS a. The findings of the Civil Service Board shall outlined in Ordinance No. 508. be treated as Section 6: VACANCY DURING SUSPENSION OR PENDING APPEAL a · During the period of suspension of any employee or pending final action on an appeal to the Civil Service Board, the vacancy created shall be filled only by a temporary appoint- men t. CHAPTER IX EMPLOYEE TRAINING Section a · l: RESPONSIBILITY AND METHODS OF TRAINING Training programs shall be developed for employees by Depart- ment Heads and the Appointing Officer. Training programs may include lecture courses, training films, demonstrations, assignment of reading matter, formal correspondence courses, adult education classes, off-time college courses, and by any other means as may be available for the purpose of improving the efficiency and broadening the knowledge of the municipal officers and employees in the performance of their respective duties. -23- Section 2: CREDIT FOR TRAINING a · Employees who have participated in and successfully com- pleted special formalized courses shall have recognition by entry in their personnel records for reference and con- sideration in making promotions. Sec t i on a · 3: REPORTING TRAINING Department Heads are responsible for reporting monthly to the Appointing Officer the employee training activities. The report shall segregate on-job training and approved off- job training (on employee's own time) and include a descrip- tion of the training to show its relationship to job duties. Section 4: TRAINING SUBSIDY Employees may be given financial assistance in connection with formal training, upon determination by the Appointing Officer and Department Head as to the degree which the City will benefit from the training and upon approval by the City Council. Consideration will be given upon receipt of recom- mendation from the Department Head. Sec t i on a ~ CHAPTER X PERSONNEL RECORDS l: RECORDS IN PERSONNEL OFFICE Personnel records shall consist of personnel history cards and a file of the personnel status forms which are sent to the Appointing Officer by the Department Heads whenever any status change or absence occurs. The personnel history card is avail- able at all times from employee, City Council, Board. The card shows all changes in absences such other informat ary action, or are entered on are filed in a The Department this responsib the personnel office to the public, Department Head, and Civil Service a record of formal personal information, salary, classification, departments worked; all as vacations, sick leave, injury leave; and any ion such as when employed, dismissed, disciplin- report of merit. The substance of the reports the personnel card by dates and then the forms n individual file folder for easy reference. Head makes all personnel reports and fulfilling ility is considered to be very important. -24- m=inta~ned b!/ dep,~rtmental personnel entered on the forms provided t,~_ persons preparing the pay- c,or~ec~ ~e~ord of ]~bo~ costs f~n~~ -~ prepared p~yrolls will be ,~nd app~oved by the City Manager. Sec t i on OFF JOB AC:i'tiV~TgES s w.?'.:,r'k d,r~y:, he is expected to devote h is per'fr::.~rm~;nca of ihJs a~s~gned duties as a C~ty o~,~t:s~d,e w.ork.,~ p.~ r .L ,, t' ii me job~ hobb~es, or person- performed on the employee"s own tlme - with such ,outside activities must not interfere }'..=~s: p,e:i~fo,rm..~nce~, e. ff~c;ency~ or alertness ~,.::'ork'..~nd respon~:~. · ~:'~ '~ iJ'~y on the C~ty job or ~VOl~k· ~i¢..~, c,,'~' .~_g u,-' h_ ,, a n~ture,., t~'~ no embarrass- ~.herefr,om~ Emp~oye,es engaged in ~ny ou'~side ~re~qru~'r-ed ~,o not~fy CF~.,e Dep~rt. ment He~d of the Sect i on USE. OF PR~:'VA"~'r ,~'+','.~"DMOrC.!',LES ~....e. r~.qr.~ired to use gr"i"v~,~ .=.~'ucomobilles in the per= t=O'' ' ~"~ ~' he ~ma,~e of: t: d'u.~:s of their pos~t~ons shall be reimbursed on t~'~e b;as~s off iO.c per m~]e for 8ctu~l mi'les driven, The p~ymen~ s',h~ be considered as full reimbursement nnd under no cond~t~ons.sh.Bl] .any private automobile receive gasoline, oil or ser.,/~'ce from ~:he C Sect. ion I -. C 0 d R Z E S'"!' u I :: L iJ 'T Y D ~ $ C 0 U N T 6 ',. ~,.b c c:,..u, :r .. .. .. v:, ,u~i ti~¥,.. ... disc. o,un~, to a~l employees w~th~i;~ t'h,e City~'s. u~t~t:v service .areas {Water,, Sewer') ,, res i ding Electr ici ty, o To apply to permanent employees only~. Does not apply to probationary emp~oyees unless probation results "from pro- mot ion° To apPly only to the reSidence of the employee. To be granted to only one account if m~n and wife or other relatives are employed by the City and living one res idenceo in Not to apply to residents of apartments unless utilities are bit!ed to occupant as a separate item° 5o Not to apply to any business venture of an employeeo 6o To apply to the residence of an employee living with parents only if such residency is full timeo 7~ Not to apply to delinquent accounts° Section a 0 2~, RETIREMENT SYSTEM All classified employees are included in a retirement benefit program~ The pla~ is an i~tegration of Federal Socia;1 Securi'ty and California Public Employees Retirememt System (formerly Californi~ State Employees Retirement System)° Descriptive ball~tins and retated informatio~ are available from the City Finance Office:. Section a o b o HOSPJTAL~ZAT~ON, MAJOR MEDICAL AND L~FE ~NSURANCE A11 classified employees are included in an insurance program. covering the subject JtemSo The insurance company supplying the protection may change periodical]y~ however, the"basic bene-fits will remain similar° ~-~ do~rs of e~ch employees premium is paid by the City and each employee may~ at his cost, include other family members in the ho. spitalization and major medical divisions° A summary of general benefits in effect February 1968 is as fol lows~ All benefits are based on a $50°00 deductible factor per person per year° 2o Hospital and Doctor benefits are generally 80% of costs over and above the deductible amount° 3o Major medica] benefits extend to $10,OOO reJnstateable under certain conditJOnSo ~26~ 4. Life insurance coverage is $2000.00 wi th double indem- nity for accidental death and dismemberment. .. c. In case an employee is covered under a similar program from another source which results in a conflict of potential benefits the employee may be excluded by action of the Appointing Officer from the Cityls program. d. The type,,s., and extent of coverage in effect will vary from time to time. The information summarized in paragraph b- is not int'ended-to be conc~lusi-vely descri-p-tiv~' Section 4: RESIDENCY a. in order to gain the status of a classified employee it is required that prlor to completion of the probationary period each employee shall establish residence in the approved "Residence Area" and shall maintain such residence during the tenure of his employmento The "Residence Area" is out- lined on a map in the Personnel Clerks file and in general is ~>ounded on the South by Burke Hill; on the North by and including Redwood Valley~ on the West by the existing City limits; and on the East by a~d including Talmage Rogina heights and Deerwood Park. ' CHAPTER Xt~ EMPLOYEE EVALUATION PROCEDURE Section 1: TIME SC. HEDULE a. Each classified employee shall be evaluated twice each year immediately' before January 1 and July I. A copy of each evalUation shall be submitted to the personnel clerk.for use in substantiating any recommendationso The copy shall become a permanent part of each employees file. bo Additional evaluation shall be made as required to point out any change in an employees performance. Section 2: PURPOSE OF EVALUATION au The purpose of regular employee evaluation is to determine the performance of each employee on a continuing basis. This determination will be a basis for granting or denying step increases and as a factor in determining eligibility for change of classification and promotion. The information gained will be of great value to the employee, supervisors, department heads, City Manager ~nd City Council. Sect ion 3: METHOD OF EVALUATION a · b ~ The sha the the emp the departmental personnel involved in employee evaluat.ion 11 in each case be the immedi.~te supervisor, if any, of employee involved and the Department Head, together with personnel office, administrative assistant, or other loyee assigned by the Appointing Officer. In some cases Department Head is the immediate supervisor· All ratings shall be made on a form provided by the personnel clerk. C ~ d · After evaluation the results s~,~llh' be employee and he maY accept the rating, the 'the the appoi officer i be presen shall be ment shal reviewed with the demand a review with rating board~ and if dissatisfied with the decisions of rating board may demand and be granted a review with nting officer, if the t'eview with the appointing s scheduled all persons involved in the rating may t. ~f the rating is determined to be accurate it in effect or if determined to be subject to adjust- 1 be adjusted. if an employee is the rating board titled to appeal procedure. dissatisfied ,~ith a rating after review by and the appointing officer he may be en- to the Civil Service Board under prescribed e o f~ All Department Heads shall be rated by the City Manager and shall have the same rights as other employees in appealing to the Civil Service Board if dissatisfied° The dictionary definitions as set forth in these policies on page 12 shall be used in rating all employees for applicable salary steps· g· Instructions shall be given to all employees involved in rating other employees to establish a uniform procedure which will result in fair, impartial~ and true ratings. -28~ '(-Las t N~me REPORT OF C~TY OF UK!AH PERFORMANCE FOR PERMANENT EMPLOYEE Date of this report "Name) '('! n i ii a J ~-- ~CiV~! Service /itie) (POsitio~ '-- For your information, i have summarized my best judgment of how wet] you have been performing your duties. The rating and comments o~',q the copy you receive ere the same as shown o~ the cop~es ~. nm forward ii,go PERFORMANCE ~UAL ii ,, ,, OF WOB:K · ~o ~cc'.~acy b~ Comp]e ~eness Co Neet.~e~s 2o QUAN'TDi'¥ OF' WORK 3° o · WORK NAB t'I'S ao Organ iza-~ion of Work b. Care of Equipment Co Safety d° Punctuai ~ ty e. ~ndustry RELATiONSHiP W!TH PEOPLE a, Pub1 ic b Or:her Emp i .....*--~ I N~T~AT~VE ao Se'Jf:reliance~ resourcefulness,, wil!ingness and ab;~ity to accept. ,~nd carry out responsi,- bitityo 6 DEP . c~u~BtLiTY a o Deg ree · ,- 1.; .../ --~- bo Without close supervision RATINGS ARE INDICATED BY "×" MARKS m , a ~NALYT!CAL ~' ~'~ ~'~¥ Date and facts Lews a~nd rules AB'i L iT'::( AS SU~ERV ~SOR a. Treining rg .... co Leadershi? '3, ADH ~I N ~ S?RA? ~ VE AB ~ L ! TY ~0 PED CONMEN'TS ?'~ EMPLOYEE° ~' !} NGe S 'i gnature of Rater of Dept, o Head 'T 'i t I e C~ty Manage.r.. g~te ! would like to discuss this report with As requested:, Reviewing Officer discussed the day of , !]9 __ the Re'v'iewing Officer. report with employee on . Initials ~n Signing this of the rater° S i gnature of Employee report t do not necessarily agree wi th the conclus ions Date ~ concur i n the rat i rigs report. Signature of REV~ EW~NG OFFICER given by the rater. have made no change in the Date