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1983/04/25 City Council ResolutionWHEREAS the Council of the City of Rohnert Park initially approved Personnel Rules and Regulations, on April 11, 1966 with said rules and regulations being presented as City Manager's Administrative Policy No., and WHEREAS revisions had been proposed to said Personnel Rules and Regulations, and WHEREAS said revisions have been discussed with the employee organizations as required by the meet and confer laws of the State and said revisions have received approval by said ei-Pployee organizations, and WHEREAS the Council has reviewed the revised Personnel Rules and Regulations and find them satisfactory. NOW, THEREFORE BE IT RESOLVED by the Council of the City of Rohnert Park that Personnel Rules and Regulations as revised and dated April 25, 1983 are hereby approved. 1 1111 Iil I �jilrll � III i Jill, 1 111,11,11 , 1 1 1 11 1 � 1., � • I ATTEST: Deputy City Clerk Caval I i : Aye Hol I i ngswort e rts:.Aye StewartAbsnt Hopkins: Lye AYES: 4 NOES: 0 IN: 0 ABSENT: I CIT) ADMINISTRA7 City of ANAGER'S E POLICY NO. 1 DNNEL REGULATIONS A's+ ved by Council on 25, 1983 proved 4/11/66 ion - 4/25/83 Dhnert Park SECTION 1. 2. 3. 4. 5. 6. 7. 8. 9. l0. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. TA TITLE PURPOSE COVERAGE' GENERAL PROVISIONS DISCIPLINARY ACTION INCOMPATIBLE ACTIVITY CLASSIFICATION PAY PLAN AND COMPENSA7 ANNOUNCEMENTS OF VACAl APPLICATIONS SELECTION PROCEDURE ELIGIBLE LISTS APPOINTMENTS PROBATION TRANSFER. PRO140TION REASSIGNMENT SUSPENSION SEPARATION RESIGNATION LAYOFFS REINSTATEMENT' OVERTIME PAY HOLIDAYS VACATIONS SICK LEAVE MISCELLANEOUS LEAVES V LEAVE OF ABSENCE WITHC APPEALS PERSONNEL RECORDS TAI OF.CONTENTS PAGEJS 1 1` 1 2 2 3 3 - 4 'ION 4 - 5 ICIES 5 6 7 7 7 - 8 8 9' 9' 9 - 10 10 10 10 10 - 11 11 - 12 12 12 -13 13 - 14 14 - 15 15 - 16 U TH PAY 16 iUT PAY 17 17 17 5. INCOMPATIBLE ACTIVITY 5.1 City employees shall not: 5.1.1 Participate in any political activity prohibited by per- tinent provisions of State law, 5.1.2 Use for private gain or advantage the influence of <a City position or the facilities, equipment and supplies of the City, 5.1.3 Solicit or accept any favors or gifts from persons, concerns or corporations who have, or seek to have, business contacts with the City, 5.1.4 iDivulge confidential information to anyone to whom; issuance of such information has not been authorized. 5.1.5 Participate in any employment or other activity which will prevent an employee from doing his' /her City job in an efficient and capable manner, which brings discredit upon the City, or which !might result in a conflict of interests'between the employees private` interests' and his /her official duties and responsibilities. 5.2 Before engaging in any outside employment an employee shall submit a statement to the City Manager naming the prospective employer, if any, the address and telephone number and shall outline the proposed duties and the hours of work. The City Manager shall then determine if the proposed employment falls in the< prohibited class. The employee shall be notified of the City Manager's determination. 6. CLASSIFICATION 6.1 In a classification plan prepared by the City Manager and approved by the City Council: Each City !position shall, on the basis of the duties and responsibilities of the position, be allocated to an appropriate classy 6.1.2 Positions in a'single class shall be sufficiently alike' to permit the use of a single descriptive title for'the class, the use of substantially the same standards of experience and education for each such position, and application of the same pay range to each such position; 6.1.3 A class may include more than one position. 62 Each class shall have a specification which includes:" 6.2.1 A concise, descriptive title, -3- 6.2.2 A brief defi 6`.2.3 A descriptio n 6.2.4 'A statement 6.2.5 A statement 6.3 The City manager wi positions and reco 6.3.1 The creation 7.2 6.3.2 The abolition 6.4 The City Manager may upon the recommenda 7.3 quest of an employe class whenever its classification can 6.5 When the duties of class for its exist appropriate class s p 75 Council for approval 6.6 Reclassification of the rules and regul compensation. 7. !PAY PLAN AND COMPENSATION lowing comple icer will pre' h class a fla ith the s,, Ation._ of the job duties and responsibilities of special requirements'. of the desirable qualifications. 11 review the duties and responsibilities of mmend to the City Council: of new classes, and of existing classes, upon the City Manager's own initiative, Lion of the department head or upon the re- , reallocate a position to a different duties change materially, provided the re- be accomplished within ;budget limitations. a position so change that no appropriate s, the personnel office shall prepare an ecification for it and submit it to the aposition may not be used to circumvent ations concerning demotion, promotion or y!rates or salary ranges affecting exist - ented by a recognized employee organization the meeting and conferring process in e law. of meeting and conferring, the personnel the pay plan which shall prescribe for te'or salary range. for a class is changed by the Council all tions are allocated to - this -class shall be esponding step in the new range. osiition is moved from one class to another salary range, shall receive no change in moved from one crass to a class with a' y, the employee's salary in the higher inimum salary for that class, unless that a, or the same as the employee's salary at In that event the employee shall receive —4- ing sha acc 7.2 Fo1 off eac 7.3 Whe emp adj 74 An cla sal 75 Whe hig` cla min the lowing comple icer will pre' h class a fla ith the s,, Ation._ of the job duties and responsibilities of special requirements'. of the desirable qualifications. 11 review the duties and responsibilities of mmend to the City Council: of new classes, and of existing classes, upon the City Manager's own initiative, Lion of the department head or upon the re- , reallocate a position to a different duties change materially, provided the re- be accomplished within ;budget limitations. a position so change that no appropriate s, the personnel office shall prepare an ecification for it and submit it to the aposition may not be used to circumvent ations concerning demotion, promotion or y!rates or salary ranges affecting exist - ented by a recognized employee organization the meeting and conferring process in e law. of meeting and conferring, the personnel the pay plan which shall prescribe for te'or salary range. for a class is changed by the Council all tions are allocated to - this -class shall be esponding step in the new range. osiition is moved from one class to another salary range, shall receive no change in moved from one crass to a class with a' y, the employee's salary in the higher inimum salary for that class, unless that a, or the same as the employee's salary at In that event the employee shall receive —4- 9.4 If any of the shall notify last known ad therefore. 10. SELECTION PROCEDURE' 10.1 The selection nature and sh< 11.1.2 place the sken', the personnel officer ;ible in writing at his/her taken and the reasons L be impartial, of a practical >ubjects which, in the judgment neasure the relative capacities execute the duties and to which they seek to be shall consist of one or more of ae methods shall be ;applied supplies on the City's appli sments thereto, sysical tests or examinations, on procedure shall be grounds failing in the entire selec- each competitor of the s soon as it is completed. on shall have the right to five working days after the mailed. Any error in com- if called to the personnel riod, shall be corrected'. sedia written examination year of continuous service ight points. been completed, the personnel Ztaining the names of appli- Ztment to positions in a Lfied applicants (eligibles) of the per; responsibilitic appointed. Sea the methods lic equally in a s3 10.1.1 Informat cation f 10.1.2 Written, or any c 10.1.3?Intervie 10.1.4 Other ap 10.2 Failure in one for declaring s tion procedure. 10.3 The personnel o results of a se 10.4 Competitors in inspect their a notices of exam puting the co officer's atten 10.5 Employees of th shall be given with the City u 11. ELIGIBLE LISTS 11.1 After each sele+ officer shall: 11.1.1 Prepare cants wh particul 11.1.2 place the sken', the personnel officer ;ible in writing at his/her taken and the reasons L be impartial, of a practical >ubjects which, in the judgment neasure the relative capacities execute the duties and to which they seek to be shall consist of one or more of ae methods shall be ;applied supplies on the City's appli sments thereto, sysical tests or examinations, on procedure shall be grounds failing in the entire selec- each competitor of the s soon as it is completed. on shall have the right to five working days after the mailed. Any error in com- if called to the personnel riod, shall be corrected'. sedia written examination year of continuous service ight points. been completed, the personnel Ztaining the names of appli- Ztment to positions in a Lfied applicants (eligibles) on the eligible list in the order of their final ranking, as determined by the selection process,'with the highest rated eligible at the top of the list. 11.2 The eligible list shall remain in effect for a period of six months unless this period is reduced or extended by the personnel officer. In the event of early cancellation of an eligible list, the personnel officer shall notify each person whose name appears on such list to this effect by mail to his/ her last known address. 11.3 The name of an eligible may be removed or withheld from an eligible list for any of the reasons specified in Section' 9.3. 11.4 When a' vacancy occurs in a class for which there is an eligible list, the personnel officer shall transmit the top ranking applicants names on the eligible list to the department head for consideration. 12. APPOINTMENTS 12.1 The power to appoint and dismiss City employees is vested in the personnel officer (City Manager).; 12.2 The personnel officer may make a provisional appointment to a position if 'there is no eligible list for the class and if the needs of the service require that the position be filled before a selection process can be completed. A provisional appointee shall: 12.2.1 Meet the requirements of training and experience estab- lished for the position, 12.2.2 Not be continued for more than thirty (30) days after an eligible list for the position has been established unless there are no eligibles on such eligible list who are available for or wish to be considered for appoint- ment to the position, 12.2.3 Not serve under provisional appointment for longer than six months in any twelve month period. 12.3 In the event sustained recruitment efforts do not yield quali- fied personnel, the personnel officer may appoint persons who do not meet the desirable education and experience standards est- ablished in the specification for the :class. 12.4 In an emergency which threatens life, property, or the opera- tion of necessary municipal services, the personnel officer may employ for not more than 30 calendar days such persons as are necessary to meet the emergency. 13 PROBATION 13.1 The purpose of probation is to permit the employer to observe the employee on the job to evaluate performance. Probation is part of the testing and selection process.' 13.2 A person appointed to a position in the City shall be on proba- tion in the position after assuming it for a period not less than twelve months for miscellaneous employees and not less than twenty -four months for Public Safety sworn employees. All pro - motional appointments (miscellaneous or sworn) probational period will be for a period of not less than twelve months. If the employee is absent from work for any reason during the proba- tionary period, with the City Manager's approval such period may be extended by a period equal to such absence. 13.3 While thus on probation, a person may:; 13.3.1 If in a position to which he /she has not been promoted, be dismissed at any time without cause. 13.3.2 If in a position to which he /she has been promoted, be reinstated at any time to the position from which the promotion elevated the employee or to a comparable posi- tion without cause. 13.4 An employee who successfully, completes a probationary period shall achieve permanent status in his /her class and shall be'.known as a permanent employee. 14. TRANSFER On the request of a department head, the personnel officer may approve the transfer of an employee from one position in the City to another such position in the same =class or to another such position in a class with the same maximum salary provided the position to which the employee is transferred is one for which he /she possessess the desirable qualifications. 15. PROMOTION 15.1 A person may be moved to a class with a higher maximum salary only if he /she has the desirable qualifications for the higher class. These desirable qualifications shall' be ascertained on the basis of information, application forms, tests, examinations, interviews, and evaluations of the same nature as those authorized for ascertaining his /her qualifications for initial appointment to a City position. 15.2 In filling a vacancy in 'a position above the entrance level, consideration shall first be ;given to promotion of persons in the City service at the time the vacancy occurs. However, the personnel officer may recruit from outside when well qualified City employees are not available to fill the vacancy. _9- 19 I S ?ASSIGNMENT 16.1 The Ci lower' 16`.1.1 VVq :urs, the department head may request a list is in City employment who qualify for promotion ition for consideration. nay reassign an employee to a class with a try: inability to carry out his/her duties in with the standards prescribed for the .inary reasons. it of the employee, provided the employee he desirable qualifications for the position ./she is demoted. before a nondisciplinary demotion becomes notice of it shall be given the employee. ay for disciplinary reasons, or in anticipation nvestigation of charges against an employee, ee from his /her; position at any time, with or hall give the employee written notice of the or within five (5) days after it takes effect. tate the reasons for the suspension and its otherwise comply with Section 4 hereof. separated from employment by resiganation, ant, or layoff on account of lack of work or ay dismiss an employee with permanent status Section 4 hereof. )e regarded as having resigned his /her >yee fails to report for duty, and while able ie immediate supervisor of the reason for the As to do so for three consecutive working =-i0 each year, provided' by the department mal vacation one the ifollowing jyear. e all the vacation radar year, the he unused portion any calendar year, han 30 days of that falls during as vacation. Le on vacation, it -k leave time. 3 lump sum for all :ordance with these :t to modification .erring process. ,ee for one year, sick leave with pay nefts after one eks at half pay. utomatically as an anniversary date, t full pay and 3 age Plan booklet for further rticipate'in sick ate in sick leave work ratios. ives of more than ioctor's certifi- s necessary. At :or's certificate >s than five days. isycial or medical ad practitioner. Leaves for this purpose may be limited to four hours in any one working ,day at the discretion of the depart- ment head. 25.4.3 Providing necessary care for an ill or injured member of the immediate family. Absences of more than one day for this reason require a doctor's statement, indica- ting that the employee's presence was required at home. Leaves for this purpose are limited ,to three work days. 25.4.4 Death /bereavement leave in the immediate family. Employees may use up to ;3 days of their accrued sick leave when there is a death in their immediate family. Immediate family in this case means: spouse, parent, child, parent -in -law, brother, sister, brother -in -law, sister -in -law, grandparents, and relationships in loco- parentis. 25.5 All regular employees shall earn and accrue industrial sick leave on the same basis as, but separate from, their regular sick leave and in accordance with the City's Disability Wage Plan booklet. They will be paid for industrial sick leave as accrued and at their regular established rate of pay. 25.5.1 When an employee is off work due to an industrial ? injury, he/she shall be entitled to industrial compensa- tion'pay in accordance with the regulations established by the California Worker's Compensation laws. Said Payment will be received from the City's Worker's Compensation Insurance carrier and to the City's account. When the combined payments of City's indus- trial sick leave pay and carrier's off work pay is the same as or more than the employee's regular pay, the City will retain such carrier payments. If less, the carrier payment or portion thereof will be transferred to the employee. 25.6 The foregoing vacation provisions are subject to modification' by agreement reached in the meeting and conferring process'. 26. MISCELLANEOUS LEAVES WITH PAY 26.1 An employee shall be granted leave of absence with full pay for jury service, appearance legally required as 'a witness;, or attendance in court resulting from official duties. Any extra compensation received by the employee shall be remitted by the employee to the City Manager. 26.2 Pregnancy or maternity leave shall be granted as required by law. 26.3 The City will compensate employees for military service leave taken during a year pursuant to the State of California Military and Veterans Code --16- 27. LEAVE OF ABSENGR I 27.1 Upon written requ approve in writin not to exceed six 28. APPEALS 28.1 When the city Man employee the empl action and the re hereof. 28.2 Within ten calend, demotion, suspens< 28.2.1 To the Ci made again a hearing` 28:2.2 ' To the Ci`i a copy of 28.3 If within the ten reply, and request gation it deems nt 28.3.1 Schedule the reques 28.3.2 Refer the designated 28.3.3 Take such 28.4 Any decision of th 28.5 Judicial review of shall be governed' Procedure. 29. PERSONNEL RECORDS All records, files and doc application, salary histor] discipline and similar inf+ available for review only nated representative and tl to any third person unless or the City; is ordered to petent jurisdiction. I an employee, the City Manager may eave of absence without pay for a period hs. demotes, suspends, or dismisses an shall be given written notice of the therefore as provided in Section 4 ys after submission of the notice of the ar dismissal, the employee may submit: uncil a written reply to the charges he employee and a written request for gager, a copy of the written reply and request for a hearing. dar days the employee thus submits the 3 Council may conduct whatever investi- iry and may in its discretion, `ing before the City Council, or deny a hearing, to a +disinterested hearing officer he Council, action as it deems appropriate. y Council shall be final and binding. decision rendered under this Section 28 ction 1094.6 of the Code of Civil ation of any individual employee's rsonnel status, classification changes, ion shall be deemed confidential and e individual employee or his /her desig- ty. Said material shall not be` disclosed r' individual consents thereto in writing Dse such material by a court of com -< -17-