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HomeMy WebLinkAbout3400_CCv0001.pdf fi PERSONNEL RULES AND REGULATIONS RESOLUTION NO. 3400 OF THE CITY OF REDLANDS A RESOLUTION OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 2302 ENTITLED WHEREAS, the City Council is autho- "PERSONNEL RULES AND REGULATIONS" AND rized and directed under the provisions of ALL OTHER RESOLUTIONS IN CONFLICT THERE- Ordinance No. 1089 to adopt rules and WITH. regulations for the administration of the personnel system created in said Ordinance, 'WHEREAS, the City Council is NOW THEREFORE BE IT RESOLVED, that the authorized and directed under the pro- City Council of the City of Redlands does visions of Ordinance No. 1039 to adopt hereby adopt the following rules: rules and regulations for the adminis- tration of the personnel system; RULE I IT IS HEREBY RESOLVED: PURPOSE AND DEFINITIONS THAT the City Council of the City RULE I-A PMOSE of Redlands does hereby adopt the following rules: The objective of these rules is to facilitate efficient and economical services to the public and to provide for a fair and equitable system of personnel management in the municipal government. These rules set forth in detail those procedures which insure similar treatment for those who commete for original employ- ment and promotion, and define the obliga- tions, rights, privileges, benefits and prohibitions which are placed upon all employees in the competitive service of the City. At the same time, within the limits of administrative feasibility, recognition 0 shall be given to the fact that individuals differ, that nq two individuals react alike "Appointing Power": The City to reward and discipline or to uniform 'Section 4. Manager has final authority in motivation and encouragement. For this all appointments with the ex- reason considerable latitude shall be given ception of Department Heads, to the Personnel Officer in the execution in which case ratification by of his duties and responsibilities relating the City Council is required. to employee morale and discipline. "Board": The Personnel RULE I-B DEFINITION OF TERMS Section 5. Advisory Board established in compliance with the ordinance The following terms, whenever used in creating a personnel system these rules, shall be interpreted as follows: for the City. Section 1. "Advancement": A salary Section 6. "Class"•. All positions increase of one or more steps sufficiently similar in duties, within the limits of the pay authority, responsibility, and range established for a class. working conditions to permit grouping under a COMMOn title Section 2. "Allocation": The assignment and to permit equitable applica- of a single position to its tion of comynon standards of proper class in accordance with selection, transfer, promotion the duties performed, and the and salary. authority and responsibility exercised. Section 7. "competitive service": The positions and employments which Section 3. "Anniversary Date": The 16th are included or which may here- day of the month in which the after be included under the employee completes six (6) personnel system by ordinance. t months of employment. When a salary increase is granted, it Section "Demotion" The movement of shall be effective on the be- an employee from one class to ginning of the pay period falling another class having a lower closest to the 16th day of the maximum rate of pay. month. This in no way changes the anniversary date which shallsection 9 "Discharge": Permanent . remain the 16th day of the month. separation from the competitive Under normal circumstances, whence with all service in accordaa an employee receives a promotion, the rules and regulations of the promotion date will become t the Personnel Ordinance- the new anniversary date for the employee. All promotions are to Section 10. "Employment List": A name, or be made effective on the 16th day a list of names of persons of the month. 3 2 certified by the Personnel the City Council, may delegate officer as having passed the any of the powers and duties various examinations for a conferred on him as Personnel class in the competitive Officer to any other officer service. or employee of the City. Section 11. "Eligible": A person whose Section 15. "Personnel Ordinance": name is on an employment list. Ordinance No. 1089 which creates a personnel system Section 12. "Examination": for the City. (a) Assembled Examination: Section 16. "Probationary Period"- A An examination conducted working test period during at a specific time and which an employee is required place at which applicants to demonstrate his ability are required to appear for to perform the duties asso— competitive examination ciated with the position to under the supervision of which he is appointed. an examiner. Section 17. "Promotion": The movement (b) Unassembled Examination: of an employee from one An examination made with position to another position applicant participation which is allocated to a class consisting of an appraisal having a higher maximum rate of training, experience, of pay. work history, or any other data available that will Section 18. "Promotional List": An provide a basis for eval— employment list resulting from a on. uating relative qualifica— promotional examinati tions of applicants. Section 19. "Promotional Examination": Section 13. "Permanent Employee": An An examination for a particular employee who has successfully e�, class with admission to the completed his probationary examination being limited to period and has been retained as probationary or ,permanent hereafter provided in these employees in the competitive rules, service and those employees funded under a subsidized Section 14. "Personnel officer": The City program. Employees actively Manager shall be ex—officio serving as call firefighters Personnel Officer. The City or` police reserves are Manager, with the approval of 5 4 eligible to apply for ;pro- Section 26. "Transfer"- A change of an motional positions if they have: r employee from one position to completed those minimum training: another position in the same requirements as established by class or another class having the department head. essentially the same maximum salary limits, involving the Section 20. "Provisional Appointment": ;, performance of similar duties An appointment acquired by and requiring substantially a person who possesses the � the same basic qualifications. minimum qualifications Section, 27. "Stand'-by":; This term is established for a particular crass, and who has beenapplied to those individuals , appointed to a position in who must be available to mcertain tasks outside:: that class in the absence of their normal work schedule. a available applicant meeting � They are, therefore,.. com-- the minimum qualifications of pensated to avail themselves the position. for a period of time. The Section 21. "Reduction": A salary decrease stand-by schedule is deter- within the individual. �xithin the limits of the pay mined y departments and the means of range establishedfor a class. contact is pre-arranged by Section 22. "Rejection": The separation of the department an employee from the service I' Section 28. ""Call-Back"* Applies to an during his probationary period. individual, because of unusual Section 23. "Sick Leave": Sick leave is or abnormal circumstances, required to return to his work: absence because of illness, � station outside of his xzormal exposure to contagious disease, schedule. Compensation for attendance of a sick -member `v: of the employee's Immediate this work time is; in accordance fami.l,y, or death in the with the memoranda of under- immediate family. � standing, Section 29. %,-Call": This 'status is mss- Section 24. ""Suspension"': The temporary � the result of the xespci:�si separation of an employee from ; ` bilines of an individual the service, without pay, for position. Except for safety disciplinary reasons. p employees, it normally applies Section 25. "Temporary Appointment": to department heads and super- 4 p ry ppoint €ent � visors who are considered to limited duration appointment of ,` a person to a position. .» 7 .. 6 ,, be available whenever a RULE II GENERAL PROVISIONS situation dictates with no additional compensation. SECTION 1. Disclosure of religious, racial, or political affiliations: No Section 30. "Subsidized Employee": An question in any text, in any application employee working under the form, or in any other personnel procedures administrative control of the or of any appointing authority, shall be City whose salary is entirely so framed as to attempt to elicit infor- or in part paid by another mation concerning political, racial or government or private agency. religious opinions or affiliations of 'Their 'participation in the any employee or potential employee except various elements of these rules to comply with valid government require- and regulations will depend on meats. No appointment to or removal from the agreement under which the a position in the competitive service shall program is established. be affected or influenced in any manner by any political, racial, or religious opinion Section 31. "Terms Denoting Sex": Reference or affiliation. to "he" or "she" is made for convenience only and either term SECTION 2. Consumption of alcoholic shall refer to any employee of beverage: No' employee shall consume either sex. alcoholic beverage on the job. "On the job" shall include the time between normal work start and completion, including coffee- break periods and lunch periods. SECTION 3. Violation of rules: Violation of the provisions of the;Te rules shall be grounds for dismissal, rejection or sus- pension. SECTION 4. Amendment and revision of rules: Recon-mendations for amendment and revisions of these rules may be made by the Personnel Officer. Prior to con- sideration, any amendment or revision shall be publicly posted in such places as the City Council shall prescribe, for at least five consecutive calendar days, including Council Day, together with the notice of the time, place and date of hearings by the City Council. At the 9 time of consideration, any interested be properly classified by the Personnel person may appear and be heard. Amendments officer after proper analysis. and revisions shall become effective upon adoption by the City Council following Reclassification shall not be used for such hearings. the purpose of avoiding restrictions SECTION 5. Department rules and applicable to demotions and promotions. regulations: Each department may have SECTION 4. Amending the classification rules and regulations in addition to those plan: The City Council may create new classes provided herein but shall not contradict and revise or abolish existing classes. or dilute these Personnel Rules and Regulations. All such rules and regula- RULE IV CO�Tl ENI SAT I ON tions shall be reviewed and approved by the City Manager. SECTION 1. Preparation of plan and SECTION 6. Tenure ofemployment - adoption: See Ordinance No. 1089. Subsidized employees: Unless the parti- SECTION 2. Application of rates: cular program agreement directs otherwise, Employee's occupying a position in the subsidized employees will not be retained competitive service shall be paid a salary continuously for more than twelve (12) or rate within the range established for months in any position. that position's class under the pay plan. Officers and employees reemployed after RULE III CLASSIFICATION layoff shall receive a rate within the range established for the class and agreed SECTION 1. Preparation of plan and upon by the appointing power and the adoption: This shall be done in accordance employee concerned. Transfers shall not with Ordinance No. 1089. affect any employee's salary rate. SECTION 2. Now positions: When a new Temporary employees are compensated by hourly position is created, before the same may wage rates in accordance with the salary be filled, the department head shall notify range of the position filled. the Personnel Officer, and, except as other- wise provided by ordinance or these rules, SECTION 3. Advancement in salary: A no person shall be appointed or employed new employee in the classified service to fill any position until the classification shall ordinarily be hired at the beginning plan shall have been amended to provide step in the salary range for the classifi- therefor. cation, but may begin at succeeding steps in accordance with applicant's qualifications. SECTION 3. Reclassification: Positions, the duties of which have changed substantially His advancement to the second and sue so as to'necessitate reclassification, shall e", ceediag steps is not a right, but rather depends entirely upon the employee's 10 qualifications and satisfactory performance as determined by the department head and Applications shall also be rejected if the the City Manager. Employees not receiving applicant is physically unfit for the per normal advancements in salary shall be formance of duties of the position to told the reason or reasons in a personal which he seeks appointment; is addicted into the habitual excessive use of drugsterview with their immediate supervisor o and/or department head and advised of r intoxicating liquor; has been can- their rights of appeal. No advancement victed of a crime involving moral turpitude, shall be made with compensation in excess has made any false statement of any F of the maximum rate established in the pay material fact, or practices, or attempted to practice any deception of fraud in his plan for the class of the employee's application. Defective applications may position. be returned to the ap plicant with notice RULE V APPLICATIONS AND APPLICANTS to amend same. SECTION 1. Announcements: The Personnel Applicants who are husband, wife, son, Officer shall be responsible for the announce- daughter, brother, sister, father or meat of all examinations to include the scope, mother of a permanent employee or spouse manner of administration, and posting of will not be eligible for positions in the announcements. The type and procedures same department. All applicants who have followed may vary with the position to be relatives as permanent employees in any filled. This shall be determined in other department will be reviewed by the g accordance with the position City Manager before beinaccepted.to be filled 10 and the local labor market. y RULE VI EXAMINATIONS SECTION 2. Application forms: Applications SECTION' 1. General nature and types of shall be made on forms provided by the Personnel Officer. Such forms shall require examinations: The selection techniques information covering training, experience, used in the examination process shall be and other pertinent information, and may impartial, of a practical nature and include certificates of one or more examin- shall relate to those subjects which, in ing physicians. Credit references maybe the opinion of the Personnel Officer, checked if deemed necessary. Fingerprinting fairly measure the relative capacities and photographing is mandatory upon selection of the person examined to execute the of the applicant. All applications must be duties and responsibilities of the class signed by the person applying. Loyalty oaths I to which they seek to be appointed. will be administered. Examinations shall be conducted as out- lined in Ordinance No. 1089. SECTION 3. Disqualification: The SECTION 2. Review of examination: Each Personnel Officer shall reject any appli- cation which indicates on its face that the applicant shall have the right to inspect applicant does not possess the minimum his own. examination paper or answer sheet. qualifications required forthe position. 12 13 All written tests shall be standardized approval by the City Mitanager, will require tests and upon administration are mailed a physical e back to the agency from whom the test was xamination of an employee to deter secured. Rights of an employee to review mine his physical fitness for work and performance of his duties. The City the test or, rescore his answer sheet shall will bear the expense for the physical be in accordance with the procedures set examination required. The City will be forth by the agency from whom the test was reimbursed for physical examination costs secured. Any error in scoring on the per- incurred for subsidized employees. If it formance (i.e. typing, shorthand, physical is necessary in the interest of the city agility, etc.) if called to the attention that the employee be hired prior to the of the Personnel Officer within five (5) date of a physical examination, the am!.- working days after the test administration, ployea shall be considered "temporary" shall be corrected. until found physically qualified for SECTION 3. Promotional examination: As employment. the needs of the service may require, RULE VII ELIGIBILITY LISTS promotional examinations may be conducted from time to time and may include evaluation SECTION 1. Policy; All eligibility of prior city service, accomplishments in lists shall be prepared according to merit special training courses, as well as tests mentioned in Section I of the Rule. All and fitness, to be ascertained so far as practical by competitive examination. candidates for promotional examinations All appointments of persons to positions must be employees in the competitive service, in the service of the City shall be subsidized programs, or actively serving in accomplished in a manner so as to secure the reserves in the police and fire depart- and retain the most qualified personnel meets and meet the qualfifications as set available without regard to race, religion, forth in the specifications for the entry level of the position bt. or political affiliation. Insofar as eing sough practical and consistent with the best SECTION 4. Procedures for makiE2 pro- interests of the City, an eligibility Motional A22RLijtments: Applicants for list shall be prepared based on promotional applicat promotional positions must receive a ions. The City Manager, with department head recommendation, may passing score on the written examination, determine that the eligibility list based if administered, to be eligible for an on promotional applications is insufficient oral interview. Applicants must receive in number to secure the most qualified a passing score on the oral interview to personnel available and request that an be considered for an oral interview by the eligibility list be prepared utilizing department head. applications sreceived from both promo- SECTION 5. Fitness examinations: tional and open applications. When a position is vacant and there is no , Department heads, subject to review and currant eligible list action will be 14 15 - undertaken to establish appropriate .16cate,,6xaminee; eligibility lists. SECTION 2. Testing: Applicants must c. Failure of applicant t© respond to a written inquiry within five (5) days C-i-I receive a passing score on the written of the mailing of such inquiry. examination, if administered, to be eligible for an oral interview. Applicants d. Failure of applicant to appear for who receive a passing score on the oral i an interview without notifying the interview are eligible for placement on an Personnel Director; '-,eligible list for certification to the department head for final selection. The e. Falsification of application papers certified list of applicants will consist by the examinee; of those receiving the top ten scores for each position and will be in alphabetical f. Inability of applicant to meet the order. Scores will not be available to physical requirements of the position; the department head or the applicant until after final selection has been made. g. Voluntary withdrawal by applicant, in writing. SECTION 3. Certification: Upon receipt of the eligible list, the Personnel SECTION 6. Authority to appoint: The Officer shall review it and certify it for City Manager, on recommendation of the use in the selection of a probationary department head, shall have final authority promotional appointee. to appoint subordinate personnel within all departments. SECTION 4. Duration of eliRible list: Each eligible list certified by the RULE VIII E11PLOYMEENT LISTS Personnel Officer shall be valid for use for a minimum of six (6) months or a SECTION 1. Employ=nentlists: For maximum of one (1) year at the discretion positions deemed applicable by the of the City Manager. department head and the Personnel Officer, employment lists consisting of SECTION 5. Elimination of eligibles: names of applicants who pass examinations Examinees on eligible lists may be shall be developed. Applications will eliminated by the Personnel Director on be arranged in alphabetical order and the following grounds: certified to the department head for use in selecting new employees. a. Two declinations of offers of appointments; SECTION 2. Duration of employment lists: Employ-hent lists shall remain in effect b. Inability of the Personnel Officer, or as long as the position for which the list his designated representative, to was assembled iemains open or until the 16 17 the Personnel Office of the person rec- Personnel officer shall discontinue it. ommended. Upon approval of the City SECTION 3. Reemployment lists: The names Manager, the Personnel Office shall notify of permanent employees who have been laid the person and if the applicant accepts off shall be placed on appropriate re- the appointment and presents himself for employment lists. They shall be dropped duty at the time prescribed, he shall be from the reemployment list if they so deemed to be appointed; otherwise, he request in writing, or if they do not re- shall be deemed to have declined the spond to a letter addressed to the address appointment. shown on their records on file in the SECTION 4. Provisional_a2pointments: Personnel Office within seven (7) work days. If a vacancy exists in an authorized RnE IX METHOD OF FILLING VACANCIES position, a provisional appointment of a person meeting the minimum training and SECTION, 1. Types of, appointments: All % experience qualifications may be made vacancies in the competitive service shall with the approval of the City Manager be filled by reemployment, transfer, promo- until such time an appropriate employ- tion, demotion or from eligibles certified went list can be established. An by the Personnel Officer and selected by employment list shall be established the City Manager, on recommendation of the within six (6) months for any permanent department head, pursuant to open examinposition filled by provisional appoint- '' tion. These appointments shall be consistent ment. No temporary employee hired for with the policy the purpose of vacation relief or special stated in Rule VII, Section 1, effort for which there is no authorized of these rules. In the absence of persons eligible for appointment in these ways, vacancy shall be employed for more than provisional appointments may be permitted in six months in any twelve month period accordance with the personnel ordinance and unless authorized by the City tanager. these rules. This shall be known as temporary employ meat and shall be compensated by hourly SECTION 2. Notice to Personnel Officerwages. Persons on provisional appoint- : Whenever a vacancy in the competitive service ments and paid an hourly salary shall not accrue vacation or sick leave benefits is to be filled, the department head shall notify the Personnel Officer. The Personnel or participate in group health plans Officer will provide assistance in the proper where city funds are used to pay part or selection of available candidates or pro- all of the premiums. There shall be no cedures necessary to establish certified classification of "temporary-permanent" lists of newcandidates. where an employee may work less than the normal hourly work week of the depart- ment and participate in the benefits of SECTION 3. �p�oointment: After interview the City competitive work system. and investigation of certified candidates, the department head shall make a recommenda- tion for appointment and immediately 'notify 19 SECTION 5. Lmerecapoiz stents. To effective adi new employee of a neemployee to tweet the immediate requirements of an ether-- his position, and for rejecting any pro- gency condition, such as extraordinary fire, bationary employee whose performance does flood or earthquake, which threatens public not meet with the required standards of life or property, any legally competent work. officer or employee may employ such persons as may be needed for the duration of the SECTION 3. Rejection of probationer: emergency without regard to the personnel During the probationary period, an ordinance or rules affecting appointments. employee may be rejected at any time by As soon as possible, such appointments the department head, without right of shall be reported to the Personnel Officer. appeal. RULE X PROBATIONARY PERIOD SECT-ION 4, Rejection following promotion.* SECTION 1. Regular appointment: All A permanent employee rejected duringothe probationary period following a promo- original and promotional appointments shall tional appointment, or at the conclusion be tentative and subject to a probationary of the probationary period by reason of period of not less than six months. The failure of the department head to file probationary period may be extended to a a statement that his services have been maximum of an additional six months if approved by the department head and the satisfactory, shall be reinstated to the City Manager after a careful consideration position from which he was promoted unless charges are filed and he is dis- of all facts bearing on the case. With charged in the manner provided in the respect to newly employed police and fire personnel ordinance and these rules for personnel, the probationary period shall positions in the competitive service. be one year and no extension shall be permitted. SECTION 5. Entrance into the retirement If an employee is promoted during his astem while a probationary emploXee: initial probationary period, he will become Upon appointment, probationary employees are entered into the retirement system subject' to the protection of these rules and regulations at the end of six continuous at the rate established by the Public Employees Retirement System. months of service, or 12 months for safety employees. RULE X1 ATTENDkNICE AND LEAVES SECTION 2. Objective of probationary SECTION 1. Annual vacation leave: The 2friod: The probationary period shall purpose of annual vacation leave is to be regarded as a part of the testing process enable each eligible employee annually and shall be utilized for closely observing to return to his work mentally refreshed. the employee's vork, for securing the most All employeas. in the competitive service 20 21 shall be entitled to annual vacation with more of their base pay in a given month. A Pay except the following: month of injury will earn vacation on the same basis as any other month, for example, a. Employees still serving their original if more than 50% of the month is excused probationary period >in the service of due to injury received on the job, it the City. However, vacation credits shall receive vacation credit. for this period will be granted to each such employee who later receives The< times of a calendar year during which a permanent appointment. any employee may take his vacation shall be determined by the department head with b. Temporary employees paid on an hourly due regard for the wishes of the employee, basis. and particular regard for the needs of the service. Each regular, full-time employee of the City of Redlands will receive annual vacation For the purpose of computing vacation leave, with pay in accordance with the memoranda only regularly scheduled work days shall of understanding. be counted. No vacation shall be taken in periods of SECTION 2. Sick leave: Sick leave less than a full day. In certain instances with pay shall be accrued at the rate of when specifically authorized by the depart- one work day, on an hourly basis, for met head, or the City Manager in the case each calendar month of service, of the department head, the employee may i be allowed to hold over part or all of his Sick leave shall not be considered a vacation until the following year. The privilege which an employee may use at employee will be required to take -all his discretion, but shall be allowed only vacation time over and above one year's in case of necessity and actual sickness accrual during the next year. No employee or disability. Unused sick leave shall will be paid for more than one year accrual be accumulated at the rate of one work at the time of separation from the City day for each calendar month of service, unless he has been precluded from taking without limit as to total accumulation. the vacation because of the needs of the Accrual begins at the time of employment, City, in which case the department head including the probationary period, and may shall document the need and forward a copy be taken during the probationary permed. to the Personnel Officer for placement in Accrued sick leave shall be void effec- the employee's personnel file. This shall tive upon severance from the service, or become effective January 1, 1978. as otherwise required by state or federal law. In order to receive compensation In order to earn the amounts of vacation while absent on sick leave, the employe: I oyee set forth in the memoranda of understanding, shall notify his immediate superior or a the respective employees must receive 50% or responsible pe son in the department prior 22 23 s to or within two hours after the time set In order to insure that thibenefit is for the beginning of his daily duties. The % not misused, the granting or denying of absence from duty with pay rests with employee may be required to file a phy the department head. The department head sician's certificate or a personal affidavit with the department head stating the cause may grant a request taking into account ofor not the occasion actually re- of the absence before such leave with pay quires the employee being absent from will be approved. work, how often he has been absent before, and his general record. Department heads No City employee shall be entitled to sick leave with pay while absent from duty on are authorized to deny a request for account of the following causes: l absence with pay if he feels that it does not come within the intent of this benefit a. Disability arisingfrom sickness r and proof will then rest with the, employee o injury purposely self-inflicted or that the facts meet the requirements of caused by any of his own willful mis- this rule. conduct. Allowance for occupational sick leave: b. Sickness or disability sustained while Leave with pay fax employees injured in the line of duty shall be granted as on vacation. However, sick leave will be granted while on vacation if doctor follows: certification of illness is provided. a. All employees are insured under c. Sickness or injury incurred while in Workmen's Compensation Law. If an the employ of an employer other than employee is injured, the City shall the City of Redlands. supply the difference between the allowance granted by the insurance An eligible employee who is required to be and the amount the employee would absent from work by reason of attendance upon ordinarily receive for the period members of the immediate family whose equal to the employee's accrued sick leave. In computing the benefits illness requires the care of such employee, paid by insurance, wage benefits may be allowed to use accrued sick leave with alone shall be considered and medical full pay not to exceed three (3) work and hospital benefits shall be ex- days. Incase of death in the immediate and The City shall not grant family, the same policy is in effect. allowances beyond the period of Leave of absence with full pay will not accrued sick leave. exceed three (3) work days. Immediate family shall include the father, mother, b. If an employee chooses to use father-in-law, mother-in-law, sister, brother, spouse, or child of an eligible accrued vacation to extend employee of the City. Consideration may occupational sick leave, Workmen's be given to other special cases by the Compensation Insurance allowance department head or City Manager. 25 24 will not affect payment of the vacation Salaries: Temporary leave salary. Any public employee who is on temporary c. If the person is a generale employee, military leave of absence and who has the City shall pay for the time lost - been in the service of the public agency from which the leave is taken during the first three calendar days at the same rate of pay the employee for a period of not less than one year immediately will receive if insured by the State prior to the day on which Compensation Insurance Fund, when notethe absence begins shall be entitled covered by accrued sick leave. to receive his salary or compensation as such public employee for the first SECTION 3. Military leave: Military 30 calendar days of any such absence. leave shall be granted in accordance with Pay for such purposes shall not exceed provisions of state law. All employee's 30 days in any one fiscal year. For entitled to military leave shall give the the purposes of this section, in deter department head an opportunity within the mining the one year of public agency limits of military regulations to determine service, all service of said public when such leave shall be taken. The de— employee in the recognized military partment head may request copies of the service shall be counted as public individuals official order to active duty. agency service. The Military and Veterans Code reads as SECTION 4. Jury duty:. Employees who follows: are called for jury duty shall be granted leave of absence during the period of jury Public Employee Rights: Temporary leave service. The City will pay the difference between his compensation for jury duty Any public employee who is a member of and his regular rate of pay. the reserve corps of the armed forces SECTION 5. Search and rescue: Employees of the United States or of the National who are bona fide members of any search Guard or the Naval Militia shall be and rescue team shall be allowed time off entitled to a temporary military leave of absence while engaged in with pay not to exceed two (2) consecutive days. There shall not be more than two military duty ordered for purposes of (2) employees off at any one time in each military training, drill, encampment, L naval cruises, special exercises or like department. If an employee is a member activity as such member, providing that of a search and rescue team, prior to leavin& the period of ordered duty does riot ex— on a mission, approval must be obtained from ceed 180 calendar days including time his immediate supervisor who in turn will involved in going to and returning from f notify the department head. such duty. 27 26 }]jf i } SECTION 10. Attendance: Employees SECTION b. leave of absence: The City Manager may a j shall be in attendance at their work in g grant pexttianent employee accordance with their respective depart- leave of absence without pay not to exceed mental policy regarding hours of work, one year. Approval shall be in writing holidays, and leaves. X11 departments and a copy filed with the Personnel Officer. Upon expiration of a regularly approved shall keep daily attendance records of employees trhichshallbe reported to ,leave, or within a 'reasonable. period of � time after notice to return to duty, the the Finance Department in the form andon the dates specified. Failure on the employee shall be reinstated in the position held at the time leave was granted. Part of an employee, absentwithout leave, to return to duty shall be cause for Failure on the part... of an employee on immediate discharge, and such employee leave to report promptly. at its expiration, automatically waives all rights under the or within a reasonable time after notice to personnel ordinance and rules. return to duty, shall be cause for discharge,; SECTION 7-. Maternity leave of absenceTardiness and other related subjects should ' be included in the departmental policy; A permanent employee may request a leave of absence for maternity reasons to be SECTION 11.. Holidays: Prior to the granted underandin accordance with beginning of each calendar year, the Section 6 of Rule X of the Personnel Rules � authorized holidays for the year will be and Regulations. Sick leave will be I determined after proper conclusion of granted for maternity reasons but no the meet and confer process with the employee may return to work until satin- recognized employee associations. factory doctors clearance has been pre- sented to the appropriate department head. In orderto qualify' for holiday ccspen- sation, the employee must be compensated SECTItN F . Hours of work: General for either the working day preceeding or employees shall work hours as determined the 'working day following the holiday. by their respective department head to best fit the needs of the City. Permanent and probationary employees are SECTION 9. Incentive pay periods: A pay f entitled to holiday compensation or credit. period that varies in actual hours worked Temporary employees are compensated by with the ;employee acknowledging agreement hourly wage and are not entitled to holiday' to and receiving credit for the normal pay' compensation or credit. period hours. Incentive pay periods may be used when approved by the City Manager for the purpose of accomplishing weekly and SECTION 12. Overtime: Under certain conditions it is necessary to work at times seasonal variations in work loads. I�ace:a=- other than the regularly scheduled hours. pay periods shall not apply Fixes � ��d police personnel.. Such overtime is allowed only with.. the - 29 approval of the department head. Certain SECTION 2. Promotion: Insofar as > exceptions are made in the case of emergency p.racticable and consistent with the best 11 or unforeseen conditions. interests of the service, all vacancies in the competitive service shall be filled Overtime is compensated in two ways. The J,. by promotion from within the competitive usual practice is to allow time off equal rr service by the process of promotional to the overtime worked. This time must examinations. be taken within thirty (30) days after the time worked unless the department head If, in the opinion of the department head grants a postponement. Time will be lost a vacancy in the position could be filled if not taken within the thirty (30) day better by an open, competitive examination period. Time off must be taken at a time instead of a closed promotional examination, designated by the department head. How- then the department head shall request the ever, consistent with the requirements of Personnel Officer to call for applications the department, this time off will be for the vacancy and arrange for an open, granted on date(s) requested by the em- competitive examination. All employees ployee. Overtime may also be compensated in the cor.qpetitve service may participate as agreed to in the memoranda of under- in an open competitive examination. standing with the applicable employee association. SECTION 3. Demotion: The department RULE XII TRANSFER PROMOTION head may demc;�e—,—skl—ject to the approval =42i , _,=�kE:�,�IOTION�_ of the City Manager, an employee whose SUSPENSION AND REINSTATEMENT ability to perform his required duties SECTION 1. falls below standard, or for disciplinary Transfer: After notice to the purposes. No employee shall be demoted Personnel Offlc­e_r,_the department head may to a position for which he does not possess transfer an employee from one position to minimum qualifications. Written notice of IN, another position in the same or comparable the proposed demotion shall be given the class. If the transfer involves a change employee ten (10) days prior to the date from the jurisdiction of one supervising of demotion stating the reasons for the official to another, both must consent action. A copy shall be provided to the thereto unless the City Council or City Personnel Office for inclusion in the Manager orders the transfer for purposes employee's personnel file. of economy or efficiency. Transfers shall not be usedto effectuate a promotion, SECTION 4. Suspension: demotion, advancement or reduction, each r a. To the extent allowed by state and of which may be accomplished only as pro- vided in the personnel ordinance and in federal law, the City Manager, may these rules. No person. shall be trans- suspend an employee from his position ferred to a position for which he does not at any time for the good of the service, possess the minimum qualifications. for a disciplinary purpose, or for other just cause. Suspension without pay - 30 - .- 31 - shall not exceed thirty (30) days, competitive service because of material nor shall any employee be penalized change in duties, organizational changes, by suspension for more than thirty (30) shortage of work, or shortage of funds. days in any fiscal year. Ten working days before the effective date of a layoff, the department head b. Department heads may suspend a sub- shall notify the employee or employees ordinate employee for not more than r affected and the Personnel Officer of three (3) working days at any one time, the intended action with reasons therefor. and not more frequently than one such suspension in a thirty (30) day period, Section 15 of Ordinance No. 1089 and for disciplinary purposes only. j Attachment No. 3, entitled "Layoff Procedures", outlines layoff powers con- Suspensions shall be reported immediately, farted by the City Council. in writing, to the Personnel Officer. SECTION 5. Reinstatement: With the SECTION 3. An employee approval of thedepartmenthead and the wishing to leave the competitive service City Manager, an employee who has resigned ingood standing shall file with the with a good record may be reinstated to his department head at least two weeks before former position within 90 days, if vacant, leaving the service, a written resignation or to a vacant position in the same or com- stating the effective date and reasons for parable class. The employee must meet leaving. The resignation shall be for- minimum qualifications for the position. warded to the Personnel Officer with a Accrued benefits from former employment statement by the department head as to shall not be recognized upon reinstatement. the resigned employee's service perfor- mance and other pertinent information RULE XIII SEPARATION FROM THE SERVICE concerning the cause for resignation. SECTION 1. Discharge: An employee in the Failure to comply with this rule shall- be entered on the service record of the competitive service may be discharged at any employee and may be cause for denying time by the department head with the con- I future employment by the City. The currence of the City Manager. Any permanent resignation of an employee who fails to employee who has been discharged shall be give notice shall be reported to the entitled to receive a written statement of Personnel Officer by the department head the reasons for such actions and to a hearing immediately. if he so requests, as provided in the per- sonnel ordinance and these rules. SECTION 4. Exit interviews: The Personnel Officer will conduct an exit SECTION' 2. 4yoff: The department head interview for the purpose of gaining may, with the concurrence of the City information for use in improving the City Xanager, lay off an employee in the personnel practices. 32 33 shall be filed in accordance with RULE XIV APPEALS AND HEARINGS Ordinance No. 1089. SECTION 1. Complaints.: Each employee in It due to the absence from the city or the competitive service shall have the the illness or disability of a majority right to be heard in accordance with the of the Personnel Advisory Board, any "Grievance Procedures" and to appeal to the employee would be deprived of the right Personnel Advisory Board relative to any of a hearing by the Personnel Advisory disciplinary action, dismissal, demotion, Board, in the event he were laid off or or alleged violation of the personnel discharged, the department head shall ordinance or rules; except in instances where the right of appeal is prohibited suspend the employee, with pay, until the by the personnel ordinance or these rules. Board is able Co function. The employee may file a complaint in writing with the Personnel Officer. It shall be the duty of the Personnel Officer RULE XV TRAINING OF E,MLOYEES to inform each of the Personnel Advisory SECTION 1. Responsibility for traini Board members and the department head or Responsibility for developing training other persons complained against of the filing of the complaint. programs for employees shall be assumed by the Personnel Officer and the depart- SECTION 2. Investigation and hearings: menu heads. Such training programs may Upon the receipt of a complaint, the include lecture courses, demonstrations,Personnel Advisory Board shall make such assignment of reading matter or such other devices as may be available for the pur- investigation as it may deem necessary. The hearing authorized by the personnel pose of improving the effectiveness and ordinance shall be held within twenty (20) broadening the knowledge of -municipal days after the request for the hearing officers and employees in the performance was made. In all hearings the applicable of their respective duties. provisions of the personnel ordinance SECTION 2. Credit for training: shall apply. Participation in and successful completion Whenever a hearing on a complaint is to be of special training courses and examina- held, the Personnel Advisory Board shall tions for certification and registration f may be considered in notify the person requesting the hearing making advancements and the department head or other officer and promotions. from whose action the appeal is being SECTION 3. Maintenance of Proficiena: taken, of the date, time and place of hearing and shall publicly post same. Failure of employees in the technical fields of engineering, non-police code The conclusions of the investigation or enforcement, and operators of highly hearing by the Personnel Advisory Board technical plants and equipment to maintain 34 35 proficiency or remain knowledgeable may review board shall be selected by the be used as a basis for a department head depart to withhold step raises and may be the department head to review each accident. basis for dismissal. This finding must be transmitted to the Personnel Office within forty-eight (48) RULE XVI REPORTS AND RECORDS hours after the employee's injury report is received. SECTION 1. Roster cards: The Personnel SECTION 2. Personal Conduct: All City Officer shall maintain a service or roster employees must bear in mind that their card for each employee in the service of appearance and conduct directly affect the City showing the name, title of f< the public's opinion of their City position held, the department to which government. It is therefore each assigned, salary, changes in employment employee's responsibility to: status, and such other information as may be considered pertinent. a. Maintain proper relations with the SECTION 2. Change-of-status report: public while performing his duties Every appointment, transfer, promotion, this should include mannerisms, personal appearance, conduct and demotion, change of salary rate, and any spoken word. other temporary or permanent change in status of employees shall be reported to b. Remain financially responsible. the Personnel. Officer in such manner as may be prescribed by these rules and c. Conduct himself in accordance with regulations. the spirit and letter of all laws of SECTION 3. Destruction of records: the community. Personnel files including the employee's SECTION 3. Accident involving City history and payroll records shall be kept Npersonal p,roperty, equipmentor ersnal iniurv : permanently. All other records may be , destroyed after one year. yCity employees are expressly forbidden to make statements concerning accidents in- RULE XVII GENERAL RESPONSIBILITIES volving City personnel, property, or CP EM.PLOYEES equipment unless authorized by the City - e") Manager SECTION 1. Injuries: It is the re- sponsibility of each employee to report all injuries sustained during the perfor- mance of his assigned duties. The injury report must be filed within forty-eight (48) hours with the Personnel Office and the department head. A departmental 36 37 Attachment No. I Effective January 1, 1977, the vacation schedule for all sworn personnel employed by the Police Department shall be as follows: VACATION Years I?ays Fours Effective as of July_ 26, 1976, the vacation schedule for all miscellaneous employees 'in the 1 l - 5 10 80 General Unit shall be asfollows: 6 - 7 1:5 120 8 - 9 16; 1.28 1 thru 5 years . . . 10 days 10 - 11 1.7 136 6 thru 7 years . . . 15 days12 - 13 18 144 5 thru 9 years 16 days 14 - 1.5 19 1.52 10 thru 11 years . . . . 17 days / 1.6 + 20 154 12 thru 13 years . . 18 days 14 thru- 15 years . . . . 19 days; 16 years . . . 20 days Effective as of Junes 16, 1972, the vacation schedule for all applicable fire department E safety personnel in the City of Redlands shall be as follows:= 24-hour shift 2ersonnel. I thru 5 years . 5 shifts 6 thru 9 years . . 6 shifts 10 thru 14 years . . . 8 shifts 15 thru 18 years . . . . 9 shifts 19 years and over 10 shifts 8-hour shift arsonrel 1 thru 5 years 10 days 6 years . . 11 days 7 years . . . 12 days' 8 years 13 days 9 years . . . 14 days 10 years . 15 days 11 thru 12 years 16 days 13 thru 14 years 17 days 1.5 thru 16 years . 18 days 17 thru 18 years . . 19 days 1.4, years � w � �, 20 days [ - 3a- -- Attachment No.' 2 LAYOFF PROCEDURES 3. Reduction in Force: 1. Purpose:` When it becomes necessary to reduce the work force in a department, the department head The purpose of this document is to provide an and the City Manager shall designate the job orderly and fair procedure to protect the rights classification and number of employees to be of all employees during a period of reduction in eliminated within the department, or division, institution or other organizational unit of work force. his department identified in the departmental sections of this ordinance (resolution) 6 No 2. Definition of Seniorit regular employee shall be laid off in any job Seniority shall be defined as the length of an classification unless any temporary (pro- employee's continuous service with the city in a visional) or seasonal employees in an active regular position, and shall be determined from status in the same job classification and the day each employee was officially appointed. department are also laid off. When more than one employee has the same Any reduction in the number of regular employees number of days seniority, the seniority of each holding a classification where lateral transfer employee as it relates to the others shall be is permitted between employees of .all city b determined by the City Manager in conjunction e made by layoff of em- departments shall with the department head based upon an evaluation ployees in the following order of employment of each such employee's written evaluation re- status: ports, if such exist. a. Subsidized employees b. Temporary (provisional) employees Seniority shall accrue during normal work periods performed, vacation, sick leave, any c. Probationary new employees authorized leave of absence of less than three months, or any call to military services for d. Probationary transfer .employees the duration of the call to duty. Seniority e. Probationary promotional employees earned prior to a layoff not exceeding two f. Permanent employees years will not be lost but will be added to seniority accrued for the reasons stated Layoffs of employees within each classification aboveand when lateral transfer is permitted shall be based on seniority of. employment with the city, An employee shall lose seniority accrued upon with the employee having the least seniority resignation, retirement, termination for just being laid off first. If an employee has cause, layoff of over two years, or failure to previously held permanent or probationary return to work after layoff of over two years, status in another job classification where or failure to return to work after layoff within lateral transfer is permitted, and was not re- seven (7) days after being notified to return moved therefrom for disciplinary reasons, such by certified or registered mail< addressed to employee shall, upon request, be given a the employee at his last address filed with the transfer or demotion within the -city to such Personnel Officeother classification in lieu of layoff u:Less - 40 -.41 - such action cannot be accomplished without shall be scheduled for reemployment counseling authorization of another position or displace- and evaluation with the personnel office in ment of an employee with greater seniority. Transfer between safety and general classifi- order to determine those job classifications cations shall not be permitted. and locations within the City of Redlands for which the employee meets employment eligi- After consultation with the City Manager, or bility requirements and desires to be his designee, the personnel officer and the considered for reemployment. Following reemployment counseling and evaluation, a department head shall give notice to each laid off employee's name shall be placed regular employee affected by a reduction on a preferred eligibility list for each job in force and to the.. recognized employee classification as a result of the reemploy- organization that represents the affected employee's representation unit, at least ten went counseling and evaluation. When the personnel office receives a request to refer (10) working days prior to the effective date applicants for a vacant position in a classi- of the action. The notice shall include: fication for which there exists a preferred eligibility list, laid off employees on the a. The reason for layoff list shall be referred for employment inter- b. The effective date of the action views prior to referral of any job applicant c. The rules governing bumping, lateral transfer, not on the preferred eligibility list. Laid retention on the reemployment list and off employees on a preferred eligibility list the city eligibility list for a job classification or lateral transfer will be referred for an interview. This shall apply to all employees laid off less 4. ReemploMe t Lists: than two years. a. The name of every regular enployeelaid off due to a reduction in force for longer c. Individual names may be removed from the than one pay period shall be placed on a reemployment list or a preferred eligibility reemployment list. Vacancies to be filled list for any of the following reasons: shall be offered first, in order of seniority, to any laid off employee on the 1) The expiration of two years from the date reemployment list who has been laid off of placement on the list. less than two years and at the time of 2) Reemployment with the city in the same layoff held a position in the same job classification or where lateral transfer job classification that was vacated. is permitted. The city, for reasonable 3) Failure to accept employment or report cause, may require a reinstated employee to work. to serve a probationary period of six (6) 4) Failure to appear for a job interview month. s, particularly if service will be in after notification by certified or regis- a lateral transfer classification. tered mail to last address on file with b. Prior to the effective date of layoff, the personnel office. every employee given notice of layoff for 5) Failure to respond within seven, (7) days a period of time longer than one pay period, to a communication sent by certified or registered mail to the last address 42 43 - on file with the personnel office re- Attachment No. 3 garding availability for employment. GRIEVANCE PROCEDURES 6) Based on a request from an employee, in writing, that he be removed from the 1. Purpose: `lists., To define the recourse available to employees to 5. Status on Reemployment resolve problems concerning disciplinary proce dures, working conditions, policies, practices, A regular employee who has been laid off and is or other circumstances which affect the condi- reemployed in a regular position shall be en- tions of employment. titled to: The procedures as set forth are available to all a. Restoration of all sick leave credited to employees who have completed the probationary the employee's account on the date he was period as defined in the Personnel Rules and laid off. Regulations. b. Credit for all seniority accrued prior to 2. Informal Grievance Procedurez layoff. It is the responsibility of the immediate super-, c. Credit for all service prior to layoff for visor to objectively discuss a problem with an the purpose of determining the rate of ac- employee and/or his representative in an effort crual of sick leave and vacation leave. to arrive at a resolution mutually acceptable. d. Placement in the salary range as if he had This interview is to be conducted within five been on a leave of absence without pay if (5) working days of the initial notification of he is reinstated to the sameob classifi- the grievance and the employee will be notified J of the determination, or decision of the super- cation and range from which he was laid off. visor within five (5) working days subsequent to 6. Requirement on Reemplo�ent the interview, The City reserves the right to require an em- 3. Formal Grievance Procedure: ployee laid off for more than six months to Should the preceeding effort towards resolution submit to a physical examination and be finger- prove ineffective, the employee may prepare a printed. written presentation within five (5) working days to the appropriate department head. Within 7. Right to Appeal five (5) working days subsequent to receipt of the written grievance, there will be a meeting Any employee laid off or recalled from layoff of the department head, supervisor, the employee shall have the right to appeal to the Personnel and/or his representative at which time the par Board based upon misinterpretation or improper ticulars of the grievance will be presented to application of said rule in writing, not later both the supervisor and the employee and/or his than ten (10) working days after receiving representative. The department head will, within notice of said layoff or recall. five (5) working days, provide the employee a written determination. Attachment No. 4 Should the employee desire to appeal the deci sign of the department head, he may file a; tI ERTI.� AND AI.f. BACK written, petition with the City Manager. Within five (5) working slays of receipt of the appeal.,, the City Manager will meet with the department 1. FIREFIGHTERS head, the employee and/or his representative to review the grievance, as well as the recommenda- Compensation for hours worked in addition to tions of the department head concerned. He will the normal schedule, not involving call hack provide in writing his determination to the ern- for emergencies, will be based on the regular ployee within five (5) working days of this hourly rate,, meeting. If all, of Lhe preceeding steps have been futile, ` When call back is necessary to provide additional in achieving a resolution, the employee may re- manning for an emergency situation, the, individ- quest a formal hearing before the Personnel ua,l.s will be compensated for a minimum of two Advisory Board. The procedure as established hours; and the pay will be computed at the normal: by Rule XIII, Appeals and Hearings, will then hourly rete plus one-half hour. (time and one- be; followed. half) Z. POLICE Compensation for time worked beyond the normal work schedule will be computed at the normal hourly rate. Off duty personnel: who are called back to pro- vide adequate manning or to assist with an emer- gency er-gency situation will be compensated at the nor- mal hourly rate for a minimum of two hours. Those officers required to appear at court will be compensated for a minimum ,of two hours in the s morning;; and if required to reappear or have not been released from stand--try status by one o'clock p.m will receive a minimum compensation of an i additional two hours. The compensation will be based can the regular hourly rate. 46 - `47 3. GENERAL Compensation for hours worked in excess of the ADOPTED, SIGNED AND APPROVED this normal forty hour work week will be compensated day of 1977. at time plus one-half or compensatory time off at straight time. The decision shall be by mutual agreement between the employee and the department head and if compensatory time is agreed to, it must be taken within six (6) months. Charles G. DeMirjyn, Mayor In the event individuals are called during normal City of Redlands off-duty hours to effect emergency repairs or correct emergency situations, they will be com- pensated on a minimum 2-hour block at time plus one-half. Subsequent call-outs after the initial ATTEST: 2-hour block will be paid at time plus one-half for actual time involved. City Clerk APPROVED FOR FORM' City Attorney 48 ADOPTED, SIGNED AND APPROVED this l t RESOLUTION NO. 3400 day of October , 1977. A RESOLUTION OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 2302 ENTITLED "PERSONNEL RULES AND REGULATIONS" AND ALL OTHER RESOLUTIONS IN CONFLICT THERE- WITH. Charles HERE-WITI. Charles G. /Oirj WHEREAS, the City Council is authorized and directed under the pro- visions of Ordinance No. 1.089 to adapt ATTEST: rules and regulations for the adminis- tration of the personnel system; IT IS HEREBY RESOLVED:° � THAT the City Council of the City Cit c4 _ f k of Redlands does hereby adopt the following; rales: APPROVED FOR FORM: City Attorney