Chapter 3.08
GENERAL PROVISIONS

Sections:

3.08.010 Statement of purpose.

3.08.020 Scope of coverage and amendment of rules.

3.08.030 Authority and responsibilities of the city manager.

3.08.040 Personnel records and general personnel files.

3.08.050 Administrative action chain.

3.08.010 Statement of purpose.

A. The purpose of these rules is to implement and give effect to the intent and requirements of the city to establish and operate a system of personnel administration based on approved merit principles and professional methods of governing the recruitment, selection, employment, transfer, removal, discipline and welfare of employees and other incidents of city employment.

B. It is the general intent of these rules to establish policies which will serve as a guide to administrative action concerning the various personnel activities and transactions. Employee relations bulletins may be issued periodically to amplify the rules by more detailed procedures.

C. It is the specific intent of these rules to assist in accomplishment of the following objectives:

1. To recruit, select and advance employees on the basis of their relative ability, knowledge and skills, including open consideration of qualified applicants for initial appointment;

2. To assist in the accomplishment of equal employment opportunity objectives of the city;

3. To assure fair treatment of applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, age, sex, religious creed, marital status or disability, or any other status protected under local, state or federal laws, and with proper regard for their privacy and constitutional rights as citizens;

4. To provide to employees definite assignment of duties, responsibilities and authority; periodic evaluation; benefits; appropriate compensation and recognition for continued good and exceptional service;

5. To encourage efficient operation and production of all city employees through enlightened human relations and personnel administration, toward the end of optimal service to the public;

6. To inform employees of their benefits and responsibilities. [Ord. 05-15 § 2; Ord. 202 § 3.011, 1992.]

3.08.020 Scope of coverage and amendment of rules.

A. Department Policy. Upon coordination with the city manager, department heads may establish written department policies which do not conflict with the provisions of these personnel rules. The department policies may be more strict than these personnel rules, but must not violate state or federal labor laws. A copy of these department policies and the personnel rules shall be available to all affected employees.

B. Grant Programs. When an employee is employed under the provisions of a special grant program, the provisions of that grant which conflict with these personnel rules shall apply.

C. Amendment. Employees and department heads are encouraged to submit recommended additions or modifications to the city manager at any time. The city manager may submit additions or modifications of the personnel rules to the city council for its consideration at any time. [Ord. 05-15 § 2; Ord. 96-10 § 5; Ord. 202 § 3.012, 1992.]

3.08.030 Authority and responsibilities of the city manager.

The city manager shall have overall authority and responsibility for labor relations and personnel administration concerning city service. The city manager is designated as the personnel director and the director of the personnel office. In addition to the responsibilities specified elsewhere in these rules, the city manager shall:

A. Advise the officials of the city on all matters pertaining to the administration of personnel and ensure that personnel rules and related contractual obligations are observed by all concerned. In this capacity, the city manager has final responsibility for interpretation and enforcement of the rules;

B. Maintain or direct the maintenance of an up-to-date personnel records system;

C. Prepare or direct the preparation of reports on personnel as may be required to prescribe forms required to accomplish all employee relations activities;

D. Advise and assist all supervisors in the interpretation and application of all employee relations matters;

E. Develop and maintain classification and pay plans;

F. Direct the operation of recruitment, employment and promotion programs and assure equal employment opportunity in these areas;

G. Conduct long-range manpower planning to project future requirements of personnel, with emphasis on professional, supervisory and managerial positions;

H. Review and implement the personnel aspects of all organizational plans and modifications;

I. Promote and develop programs for improving employee effectiveness, such as training, health, counseling, welfare and productivity improvement programs;

J. Develop and maintain a manpower information system;

K. Maintain a position control system based on the budget as approved by the city council;

L. Direct the labor relations functions of the city. [Ord. 05-15 § 2; Ord. 202 § 3.014, 1992.]

3.08.040 Personnel records and general personnel files.

The personnel office shall provide for the establishment and maintenance of the following records:

A. Personnel Records. Personnel records are those documents which reflect an individual’s status during the period of his/her employment and take two (2) forms:

1. Central Personnel File. The central personnel file is the official personnel record for an individual employee and includes, but is not limited to, employment applications, prior employment, work performance, disciplinary actions other than oral reprimands, personnel action forms and tax withholding and benefits information.

2. Medical Personnel File. The medical personnel file is maintained separate from the central personnel file. The file includes, but is not limited to, confidential information concerning the physical or mental condition of an employee pertaining to requests for accommodation, medical leaves, workplace surveillance tests, physicals, workers’ compensation injuries and illnesses and other employment-related medical information maintained by the city.

B. Access to Personnel Files. Employees shall have access to their own personnel files in a reasonable period of time following notice to the city manager and shall be provided with a copy of their personnel or medical files or any parts thereof within a reasonable period of time following the request. Review of any personnel files shall be conducted in the presence of the city manager, or his/her designee. [Ord. 05-15 § 2; Ord. 202 § 3.016, 1992.]

3.08.050 Administrative action chain.

The administrative action chain is the employee’s immediate supervisor, the department head and finally the city manager. [Ord. 05-15 § 2; Ord. 202 § 3.017, 1992.]