1995-24 RESOLUTION NO. 95-24
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
r- OF GRAND TERRACE, CALIFORNIA, RESCINDING
RESOLUTION NO. 94-34, AND AMENDING THE RULES
AND REGULATIONS FOR THE ADMINISTRATION OF
PERSONNEL. MATTERS PURSUANT TO THE GRAND
TERRACE MUNICIPAL CODE SECTION 2.24.090.
WHEREAS, section 2.24.090 of the Grand Terrace Municipal Code states Personnel
Rules and Regulations and amendments thereto shall be adopted by Council Resolution; and
WHEREAS, the Rules and Regulations have been amended to include minor changes
regarding the probation period along with other minor additions;
NOW, THEREFORE, the City Council of the City of Grand Terrace DOES HEREBY
RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
Section 1. Rescission - That Resolution 94-34 is hereby rescinded.
Section 2. That said City Council hereby approved the amended Rules and
Regulations for the Administration or Personnel Matters incorporated herein as Exhibit "A".
PASSED, APPROVED AND ADOPTED this 14th day of December, 1995.
ATTEST:
City Clerk of the City of Chand Terrace May of the City of Grand Terrace
and of the City Council thereof. and W the City Council thereof.
I, BRENDA STANFILL, City Clerk of the City of Grand Terrace, do hereby certify that the
foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the
City of.Grand Terrace held on the 14th day of December, 1995, by the following vote:
AYES: Councilmembers Hilkey, Singley, and Buchanan; Mayor Pro Tem
Carlstrom; Mayor Matteson
NOES: None
ABSENT: None
ABSTAIN: None
City Clerk
Approved as t form:
City Attorney
EXHIBIT "A"
Resolution No. 95-24
C I T Y O F G R A N D T E R R A C E
RULES AND REGULATIONS
FOR THE ADMINISTRATION OF PERSONNEL MATTERS
RUT-9 NO SUBJECT PAGE
I DEFINITIONS 1-4
II GENERAL PROVISIONS 5-11
III CLASSIFICATION 12
IV COMPENSATION 13-15
V FRINGE BENEFITS/RETIREMENT 16-17
VI ADMINISTRATIVE LEAVE/ANNUAL VACATIONS 18-19
VII HOLIDAYS 20
VIII LEAVES OF ABSENCE, SICK LEAVE, LEAVE WITHOUT
PAY, MILITARY LEAVE, COMPULSORY LEAVE, MATERNITY
LEAVE, JURY LEAVE, FUNERAL LEAVE, FAMILY CARE/
MEDICAL LEAVE 21-24
IX SEPARATION FROM THE SERVICE 25-26
X DISCIPLINARY PROCEDURES 2 7-28
XI APPEAL TO CITY COUNCIL 29-30
XII PROBATIONARY PERIOD 31
XIII PERSONNEL FILES 32
XIV TRAVEL POLICY 33-35
XV EDUCATION POLICY 3 6-38
XVI CITY IDENTIFICATION CARDS 39
XVII ISSUANCE OF KEYS TO CITY FACILITIES 40
INDEX
SUBJECT
PA F FFFRFN('F'
Abandonment of Job
Administrative Leave 6
Advancements (Also see "Promotion") 19
American Disabilities Act 13-14
Appeal 5
Appointing Authority 29-30
Child Care Subsidy 1
Citizenship (Proof of) 16-17
Appointments 5
Birthday Bonus 13
Classification Plan 17
Child Care Subsidy 12
Compensation 16
Compensatory Time 13-15
Compulsory Leave 15
Computer Loan Program 22-23
Definitions 17
Departmental Rules 1-4
Disability Ins. (Short Term) 5
Disciplinary Suspension 16
Dismissal (See "Separation") 27-28
Dress Code 25-26
Drug/Alcohol Free Workplace 1 Education Incentive 8-1
Employee Warning Notices 3 6-38
Evaluations 27
Exceptional Service 7
Family Care/Medical Leave 14
Fringe Benefits 23-24
Funeral Leave 16-17
General Provisions 22
Grand Jury Testimony 5-11
Holidays 10
Hours of Work 20
Identification Cards 10
Jury Leave 39
Keys to City Facilities 23
Layoff Policy 40
Leaves of Absence 25-26
Longevity Pay 22
Lunch/Break Policy 15
Maternity Leave 11
Military Leave 23
Nepotism 22
Nondiscrimination Policy 10
Oath or Affirmation 5
Overtime 5
Pay Increases 15
Personnel Files 14-15
32
SUBJECT
__ ' A�'F FFFRFNI'F
Physical Examinations
Physicians Certificate 7
Probationary Period 21
Promotion 31
Reclassification 14
Regular Appointment - 12
Retirement Plan - PERS 31
Safety/Health 16
Salary 10
Separation/Termination 13-15
Sexual Harassment 25-26
Sick Leave 6-7
Sick Leave Buy-out 21-22
Smoking Policy 22
Standards of Performance 8
Transfer 6
Travel Policy 15
Unemployment Compensation 33-35
Unsatisfactory Service Rating 11
Vacation 6
Violation of Rules 18-19
Worker's Compensation 5
�- "Y" Rated Salary 21-22
14
RULE I
DEFINITIONS
GENERAL T .RMR
Wherever used, the masculine noun or pronoun shall include the
feminine. The singular shall include the plural, and the plural
the singular. The word "shall" shall be construed as mandatory,
and the word "may" as permissive or discretionary.
DEFINITION OF TERMS
Active Service - shall mean actual time worked, holidays with pay,
leaves of absence with pay, leaves of absence without pay not to
exceed 14 calendar days, and leaves of absence without pay not to
exceed one year for which Worker's Compensation is paid. It shall
also include Saturdays and Sundays or other regular days off which
are immediately preceded or immediately followed by other time
worked.
Advancement - shall mean a salary increase within a range of
compensation provided for each position, which is conditioned upon
- a given minimum term of meritorious service in the same position
and which is made without examination.
ARplicant - shall mean a person who has made application to take a
City examination.
A.1212oin inq Authority - shall mean the City Manager.
Ap ointment - shall mean the offer to, and acceptance by, a person
of a position either on a regular or temporary basis .
Certification - shall mean endorsement as meeting required minimum
standards for a vacant position .
Ohild Ca e Employee - shall mean an employee that receives ten
Percent deferred compensation, PERS retirement (must work 20 hrs.
per week) , Managed Health Network, Short-term Disability (must work
20 hrs, per week) , life insurance after five years of service,
personal leave accrued according to hours worked and two floating
holidays after six months of service.
C1-45A - shall mean a group of positions, with such similarity in
respect to their duties and responsibilities that similar
requirements as to education, experience, knowledge, and ability
should be demanded of incumbents, that similar tests of fitness may
be used to choose qualified employees, and that the same schedule
Of compensation may apply with equity under substantially the same
employment conditions.
Classif;ca ion Plan - shall mean the official or approved system of
grouping positions into appropriate classes.
C7 ass i f i ed Service - shall mean all offices employment in the Grand Terrace City service,p excepts those
expressly designated as unclassified in City Ordinances.
Co=enGation - shall mean any salary, wage, fee, or allowance paid
to an employee for performing the duties and exercising the
responsibilities of a position.
ComAensation Ian - shall mean the official schedule of p a
approved by the City Council assigning one salary or wage range to
each class title.
Cosatory 7';mA - Time accrued or taken off from work, with pay,
in lieu of paid overtime compensation.
separation SA Z _ shall mean City service uninterrupted by
separation .
Deferred account unttilil t timj mot; - shall mean tax-deferred monies held in an
e of termination or retirement from the City.
Depar m nt - shall mean an administrative branch including a
grou
of employees under the immediate charge of a chief executive
officer of a department, institution, board, or commission of the
City Government, which latter officer shall be known as the
department head.
EN ribiLity rist - shall mean the ranking of eligibility for a
vacancy in order of over-all qualification.
Z2DJ o„vee - shall mean person whi ch is legally an incumbent of a
Position in the classified service, or who is on leave of
authorized absence with the right to return to his position.
ExemAt mz�7�y - shall be those employees designated by the City
Manager. Such employees shall be exempt from paid overtime.
Fringe B nafit(�� _ shall mean an employment benefit (health
.insurance, paid holiday, etc.) granted by an employer that involves
a money cost without affecting basic wage rates.
HrS Work d - shall be those hours actually worked by an employee
in any calendar week, Sunday through Saturday inclusive, and shall
include paid holidays and vacation used; however, hours worked
shall not include leave without pay or sick leave time taken .
2
Interim Appointment - shall mean a short-term appointment made from
an eligibility list.
Intermittent Service - shall mean City service interrupted by
separation.
Lay-of shall mean the involuntary nondisciplinary separation of an
employee from a position.
Leave - shall mean an approved type of absence from work as
provided for by these Rules.
Length of servir-A - shall include Saturdays, Sundays, or other
regular days off which are immediately preceded or immediately
followed by normal work days.
Ne iSm - favoritism shown to a relative -- such as appointment to
a position on basis of relationship.
Nondiscrimina T on - shall mean to not make a difference in
treatment or favor on a basis other than individual merit. An
example: to favor your friends or rule against a certain race,
belief or sex, etc.
On-ca71 Fmploj�ee - shall mean an employee that does not work a
regular schedule -- works intermittently as needed.
Overtime Rate. - shall be one and one-half times the hourly pay
rate.
Pay Rance - ranges start at minimum, with a mid-point and maximum
pay rate; raises are normally in five percent increments, but can
be less or more depending on the employees performance.
Pay Ra e - shall mean a specific dollar amount expressed as either
an annual rate, a monthly rate, a semi-monthly rate, a bi-weekly
rate, or an hourly rate.
Personal heave - shall mean leave for illness or vacation for non-
management child care employees . on-call and seasonal employees
will not be able to accrue personal leave.
Positian - shall mean a specific office of employment, whether
occupied or vacant, calling for the performance of certain duties
and the carrying of certain responsibilities by one individual,
either on a full-time or part-time basis.
Probationary Status - shall mean service under regular appointment
Prior to completion of a one year probationary period.
3
-, Promotion - shall mean elevation of a City employee to a position
which has a maximum salary higher than that of the employee's
former position.
Regular Status - shall mean the satisfactory completion of a one
year probationary service and continuing regular appointment.
Regular Fu77-Time Fmg7oyee - an employee that works at least 32
hours per week and receives all benefits.
Regular Part-Tim EmjplV - an employee that works part-time and
receives benefits on an accrual basis.
Rejection - shall mean giving no consideration.
Relative - shall include wife, husband, mother, father, son,
daughter, grandmother, grandfather, granddaughter, grandson,
mother-in-law, father-in-law, son-in-law, daughter-in-law, aunt,
uncle, niece, nephew, cousin or person(s) under guardianship of the
employee.
Seasonal Employ - shall mean an employee hired for a short term
due to seasonal employment. An example would be a lifeguard, pool
manager or pool cashier.
Suspension - shall mean an enforced leave of absence for
( disciplinary purposes or pending investigation of charges made
against an employee.
T�orary AppQ ntment - shall mean an appointment not made from an
eligible list for short-term employment. -
Termination - the separation of an employee from City service
because of retirement, resignation, death or dismissal .
Transfer - shall mean assignment of an employee from one position
to another position. Transfer can take place within a department,
between departments, between positions of the same class, or
between positions of different classes.
Work Day - shall mean scheduled number of hours an employee' is
required to work per day.
4
RULE II
i.
GENERAL PROVISIONS
PurAQse of Rules and Regulations - These rules and regulations are
adopted to ensure complete understanding of personnel policies by
the City's employees, to develop fairness of application throughout
the City's several departments, and to serve as guidelines for the
administration of Personnel matters. The City reserves the right
to change or modify the terms and conditions set forth at its
discretion and without prior notice to the employee. These rules
serve as guidelines only and do not constitute a contract.
Nondiscrimination Po7icy - The City of Grand Terrace does not
discriminate on the basis of political affiliation, race, color,
ancestry, national origin, sex, age, religious belief, or disabled
status in admission to, or treatment or employment in, its programs
and activities.
American Disabilities Act (ADA) - The City complies with the
American Disabilities Act, which was signed into law in 1990 .
Title 1 of this act prohibits discrimination on the basis of mental
or physical disability with regard to all aspects of employment and
employment decisions.
( Oath or Affirmation - Government Code Sections 3102 and -36507
require that all City employees must sign an Oath or Affirmation
when accepting employment with the City.
Proof of Ci iZensh y - The immigration and Control Act of 1986
requires that the City (employer) attest on an I-9 form, and
provide proof, that the employees hired after November 6, 1986, are
either citizens, a permanent resident alien, or otherwise
authorized to be employed. Verification of proof may be by social
security card, birth certificate, U. S. passport, driver's license,
foreign passport with work authorization or alien immigration ID
card.
Violation of Rules - Violation of the provisions of these rules may
be grounds for dismissal, disqualification, suspension, or
demotion.
De partmental Rules - A department head may, with the approval of
the City Manager, adopt and administer written personnel
regulations for his department which are supplementary to and not
inconsistent with the Personnel Rules and Regulations or the laws
of the State of California.
Promulgation of Rules - All City personnel ordinances, rules,
notices, and policies shall be made easily accessible to all
T employees.
5
/ L
Unsati sfac -ory Service Rat 'ag - Any employee receiving an
unsatisfactory rating for any of the following: work quality, work
quantity, work attitudes, or work habits may be subject to
reduction in compensation or may be subject to dismissal from the
classified service pursuant to these rules.
Standards of Performance and Conduct
High Standards itandards Required - Employees of the City of Grand
Terrace are expected to maintain high standards of
performance and conduct. Employees who fail to maintain
high standards of performance and conduct subject
themselves to suspension from duty without pay, demotion,
or dismissal .
Performance Guides - Failure to meet high standards of performance
and conduct may be associated with the following:
a. Physical inability to perform the duties of
his position;
b. Failure to pay just debts or make reasonable
provisions for future payments;
C. Conviction of a criminal offense involving
t moral turpitude;
d. Damage to public property or waste of public
supplies through misconduct or negligence;
e. Conduct unbecoming an officer or employee;
f. Absence from regular. assigned duty without
leave.
Abandonment of Tnh - Any employee that is absent from his job
without notification or contact with his employer for 72 hours
shall be terminated due to Abandonment of Job.
Harassmen - Is a form of misconduct that undermines the integrity
of the employment relationship including verbal, physical and
visual acts, which may be offensive, intimidating, unwelcome, or
reasonably interpreted as objectionable.
Sexual Harassment - Employees should not be subjected to
unsolicited and unwelcome comments or conduct with sexual
overtones. Sexual harassment does not refer to
occasional compliments of socially acceptable nature. it
refers to behavior that is not welcome and is personally
offensive to a reasonable person, interfering with work
effectiveness.
6
Such conduct, whether committed by supervisors or non-
supervisory personnel, is specifically prohibited. This
includes repeated offensive sexual flirtations,
advances, or propositions, continued to repeated verbal
abuse of a sexual nature, graphic or degrading comments
about an individual on his or her appearance . The
display of sexually suggestive objects or pictures, or
any offensive or abusive physical contact.
Any employee who is subject to any kind of harassment or
intimidation is strongly encouraged to bring such behavior to the
attention of his immediate supervisor and/or the City Manager. All
such complaints will be treated in the strictest confidence.
If employee is not satisfied with action taken by the Supervisor or
the City Manager, the employee shall have the right to file a
formal grievance with the City Council .
Evaluations - In all offices, departments, and places of
employment, subject to the Personnel Rules, the City Manager shall
make, or cause to be made, on the prescribed forms, reports and
individual efficiency of each employee in the classified service of
the City. Such reports shall cover the following periods: three
months' and six months' review for probationary employees and
annually for regular employees until they reach the top of their
range. After the top of the range is reached, reviews can be when
the supervisor or Personnel Officer feel there is a need.
From such reports of efficiency ratings, the City Manager shall
establish and maintain records showing the service ratings of
employees for possible use in determining the order of lay-off and
reinstatement and for consideration in recommendations related to
transfer, promotion, demotion, and dismissal .
Physical aminations - The City shall require that all initial,
regular employees be in such physical or mental condition to
perform the duties of their jobs and shall require an initial
medical evaluation, which includes drug testing, according to job
classification. Subsequent examination (s) may be required due to
changing health conditions as directed by the City Manager. No
employee shall hold any position in a classification in which he
cannot physically or mentally perform all the duties of the job
adequately or without hazard to himself or others. Within the
limitations indicated, the City's policy shall be to make such
efforts as are consistent with the provisions of these rules to
place physically disabled employees in such positions as are
available in the City's service where their disabilities will not
affect their performance of duties. The employee 's length of
service, nature of past performance, and the availability of
openings may be considered in placing disabled employees.
7
Smoking Policy - The City observes a No-Smoking Policy in all City-
owned buildings which includes the Civic Center Complex, the Fire
Station, the Child Care Center, the Senior Center, the Chamber of
Commerce Office, the EOC Building, and the Maintenance Shop and
offices.
DrucT/Al coho l Free Work 7 arP
9 - Use of drugs/alcohol represents a
substantial safety problem, in that an intoxicated employee is a
danger to himself, as well as fellow employees, the public, or to
the operation of the City. Drug and alcohol use can seriously
affect job performance and employee safety. The City of Grand
Terrace, in order to achieve and maintain a drug and alcohol free
workplace, will be firm in disciplining any employees who should be
found to be working under such influences. Violation of this
Policy could be a cause for termination .
In order to promote a drug/alcohol free workplace, the City
conducts pre-employment drug/alcohol testing for City positions.
Pre-employment drug/alcohol tests apply only to non-City employees;
City employees who apply for another City position shall not be
subject to pre-employment drug/alcohol tests. Any applicant who
tests positive in a drug/alcohol test will not be hired by the
City.
For existing City employees drug/alcohol abuse shall be monitored
as follows:
1 . The use of prescription drugs which would not alter an
employee's work performance is acceptable, if prescribed
by a qualified physician. However, employees must notify
their supervisor before beginning work when taking drugs
(prescription or non-prescription) which may interfere
with the safe and effective performance of their duties.
2 . It shall be cause for discipline to sell or trade any
drugs or alcohol, while on duty or on City property.
Drugs shall be defined as any narcotic, prescribed or
over-the-counter medications in excess of prescribed
dosages, or other non-prescribed hallucinogenic
substances, stimulants, depressants, or other illegal
substances, or becoming so intoxicated or influenced
while on the premises of the City or during working hours
or while performing assigned work.
3 . It shall be up to each individual employee to report any
information regarding the ` use, manufacture, sale,
Possession or employees under the influence of alcohol,
or unprescribed controlled substances on City property or
City time.
8
4 . An employee who is convicted of violation of a criminal
drug statute as a result of activity, occurrences, or
events which are also in violation of the terms of this
policy must report the conviction within five days after
the conviction to the City. Failure to properly report
a conviction, will result in discipline, up to and
including termination.
5. It shall be cause for discipline if any employees report
to work intoxicated or under the influence of narcotics,
prescribed or over-the-counter medications in excess of
prescribed dosages, or other nonprescribed hallucinogenic
substances, or to become so intoxicated or influenced
while on duty.
6. When a supervisor has reason to believe that an employee
is under the influence of intoxicating liquor and/or
narcotics, the supervisor shall have the authority to
order that employee, accompanied by a supervisor, to
report immediately to a medical facility and be examined
by a physician. The examination shall be conducted while
the employee is "on the clock. " The City shall bear the
expense of the examination, and shall provide
transportation to and from the medical facility and the
employee's work station.
i 7. If an examination shows that the employee is intoxicated
or under the influence of narcotics, prescribed or over-
the-counter medications in excess of prescribed dosages,
or the nonprescribed hallucinogenic substances and has,
therefore, violated the above rules; the employee shall
be .subject to discipline.
8 . Failure to submit to an examination, when so ordered by
a supervisor, will be considered insubordination, and
grounds for discipline, up to and including termination.
9 . All test results shall be kept confidential and will only
be revealed to the applicant/employee tested, or as
required by law, or to any employee who has a need to
know in order to carry out his job function.
10 . In appropriate cases, such as a first offense, the City
shall make every effort to work with the employee and
place him in an assistance program or service for
purposes of rehabilitation, in lieu of disciplinary
action or criminal prosecution. Failure of the employee
to attend an assistance program or service, may be
consideration for dismissal .
9
11 . Employees who test positive a second time for the use of
intoxicants or drugs, as previously defined, will be
terminated from employment with the City.
ElQployee Responsibility for Correct Personnel Information - It
shall be the responsibility of each employee to keep his department
head and the City Manager's Office advised concerning his marital
status, number of dependents, and his correct address and telephone
number.
Safety and Health - Employees shall comply with all applicable
safety laws, rules, and regulations. Employees shall follow safety
practices, use personal protective equipment as required, render
every possible aid to safe operations, and report to proper
authority all unsafe conditions or practices.
Grand Jury Testimony - The refusal of any employee to testify under
oath before the County Grand Jury in a County Grand Jury
investigation of governmental bribery or misconduct in public
office shall constitute good and sufficient grounds for the
dismissal of such employee.
Nepotism - No person shall be appointed to any position in the
classified service who is a relative by blood or- marriage of any
- elected official, the appointing authority, or any board committee,
or commission receiving regular remuneration from the City; nor
shall any person be appointed to any position in the classified
service in the City which has in its employ a person who is a
relative by blood or marriage. For purposes of this section, a
relative shall be defined to spouse and spouse's relatives, father,
mother, sister, brother, daughter, son, grandmothers, grandfather,
grandson, granddaughter, son-in-law, daughter-in-law, aunt, uncle,
niece, nephew, cousin and person (s) under guardianship of the
employee.
Hours of Work - The City observes a compressed work week (nine-
eighty) . . The pay period (two weeks) consists of eighty hours
worked; the Fridays after a regularly scheduled Council Meeting
(second and fourth Thursdays) is taken as a day off. The work day
is nine hours, except for the other Fridays worked, and that is an
eight-hour day. Twice during the year, when the pay period does
not include a second or fourth Friday off, staff will be entitled
to a day off, but the departments will remain open. The City
Manager may establish work schedules consistent with the normal
business practices within the community and the needs of the City.
Pay Period - The City's pay period consists of fourteen days
beginning on Saturday and ending on Friday. Pay day is every other
Tuesday. Payroll distributes a packet of time sheets to employees
that indicate the pay periods throughout the year.
10
Dress Cod - - The City does not have a formal dress code policy.
However, City Staff is expected to dress in appropriate office
attire. Blue jeans, tennis shoes, and casual leisure wear are not
appropriate for the office, but some denim dresses and skirts are
suitable. Male office staff should wear a necktie, unless
extenuating circumstance would make that inappropriate. The
Fridays that we work are casual days and relaxed dress is
appropriate, which includes blue jeans and shorts (no short
shorts) . On casual days common sense shall dictate our dress, since
there will be times when a special meeting shall require other than
casual dress.
Maintenance and Landscape workers shall wear orange shirts to be
easily identified when working throughout the City.
Lunch/B_re k Polk- - Employees that work an eight-hour day may take
one break in the morning, and one in the afternoon. Break periods
shall not exceed 15 minutes each. A part-time employee working
four to five hours per day is entitled to a 15-minute break during
his four to five-hour work period. Anyone working three and one-
half hours or less will not be entitled to a break.
An employee that works an eight-hour day is entitled to an hour for
lunch. An employee that works more than five hours, but less than
eight is entitled to a 30 minute lunch break. When there is a work
period of not more than six hours, the lunch hour may be waived by
mutual consent of employer and employee. The supervisor may
stagger lunch hours throughout the late morning and early afternoon
hours.
Break and lunch periods may be taken only in the time period for
which- they are designated and may not be accrued. Extenuating
circumstances, as determined by the immediate supervisor, may
establish cause for variation from the scheduling of break and
lunch periods.
Unemp?o_yment Compensation - as required by state law, all City
employees are covered under the California Unemployment
Compensation Program. Further information is available at the
local State of California Employment Development Department.
11
(� RULE III
CLASSIFICATION
Preparation of Plan - The City Manager, or a person or agency
employed for that purpose, shall ascertain and record the duties
and responsibilities of all positions in the classified service
and, after consulting with heads of departments affected, shall
recommend a classification plan for such positions. The plan and
any revisions thereof shall become effective upon approval of the
City Council .
Following the adoption of the classification plan, the City Manager
shall allocate every position in the classified service to one of
the classes established by the plan.
When a new position is created, before the same may be filled,
except as otherwise provided, no person shall be appointed or
employed to fill any such position until the classification plan
shall have been amended to provide therefor.
Reclassification - Positions, the duties of which have changed
materially so as to necessitate reclassification, shall be
recommended by the City Manager, for approval by the City Council,
to a more appropriate class, whether new or already created.
Reclassifications shall not be used for the purpose of avoiding
� restrictions con
cerning demotions and promotions.
Reclassifications do not require a three and six-month review for
regular status. For review purposes, the annual review can remain
the same as in the past or can be changed, depending on supervisor
and individual circumstances. The City Manager and/or supervisor
will be deciding party(ies) on change of review date.
12
RULE IV
COMPENSATION
Application of Rates - The City has a policy of open salary ranges
which define the minimum.. midpoint and maximum for each job.
Employees occupying a position in the classified service shall be
paid a salary or wage established for that position class under the
approved compensation schedule, based on their time worked.
Compensation Schedule - The compensation schedule for classified
service shall include a list of classes of positions by
occupational group, with the standard rates of compensation shown
for each class.
All rates shown on the official compensation schedule and
conditions set forth therein are in full payment for services
rendered and are intended to cover full payment for the number of
hours regularly worked in each class.
Application of thP Comy ens,4-i nn g hr�rli,l`e - The salary range as set
forth for each classification shall be applied in accordance with
the following:
New Appointments - Each position has a salary range
which consists of minimum, midpoint and maximum. The
minimum rate for the position shall generally apply to
new employees with little or no experience within his
classification. When qualifications and experience
warrant, an original appointment or reinstatement may be
made at a rate other than the minimum rate. The City
Manager will decide the new appointment salary based in
part on the experience and training of each employee
involved and according to the needs of the City.
Normal Advancements - After an employee successfully
completes six months of service, he is eligible for an
increase. It is up to his department head to recommend
the percentage of increase based on the employee's
performance record to the City Manager. Thereafter,
increases may be considered at annual evaluation dates.
The date that the employee receives his first increase
will be the annual evaluation date. Employees that
demonstrate consistent superior performance may receive
advancements outside the normal procedure based on the
merit of the performance.
Advancement Provisions - No salary advancement shall be
made so as to exceed any maximum rate established in the
compensation schedule for the class to which the advanced
employee's position is allocated except as otherwise may
i
13
be provided for. Advancement shall not be automatic, but
shall depend upon increased service value of an employee
to the City as exemplified by the recommendations of his
department head, length of service, performance record,
special training undertaken, or other pertinent evidence,
within the advancement policy established by the
compensation schedule. The advancement of an employee,
therefore, is one in which actual merit and not time
alone governs. An employee shall be recommended for pay
increases then only when he clearly deserves advancement
as indicated by at least a competent rating on his last
performance evaluation, and not simply according to the
elapse of a time period.
Exceptional Se rvice - Another provision of these rules,
notwithstanding, the City Manager may grant a 5% increase in salary
above the established rate for a given class for a specified period
of three, six, nine, or twelve months when an employee on his own
initiative and by his own efforts and abilities is rendering
service above the level of proficiency normally expected in the
class or is producing results consistently superior . to that
normally expected of employees in the class.
"Y" Rate - OIY'F rate of the salary range of any class is defined as
any rate of pay in excess of the maximum step prescribed for a
class . An employee at the "Y" rate of the salary range of any
class is defined as any rate of pay in excess of the maximum step
prescribed for a class. An employee at the "Y" rate shall retain
the same rate of pay that he was receiving immediately prior to
being assigned to the "Y" rate. An employee may be assigned to "Y"
rate who is reclassified from a class or position in which he has
acquired regular status to a class or position with a lower salary
maximum than his present position, or he may have his salary
reduced. An employee with regular status may appeal a salary
reduction to the City Council .
Promotion to Another Class - Upon promotion, an employee shall
receive a minimum of 5% increase in pay, subject to the following
conditions: The position held by the employee immediately prior to
the promotion must have been held under a regular or probationary
appointment. The employee who is receiving compensation at the "Y"
rate immediately prior to promotion shall have his salary reduced
by reason of such promotion. A promotion under the above requires
a six-month probation period with a salary review upon completion
of probation. This date will become the new annual evaluation
date.
Pay Increases other than Advancement and Promotion - The provision
governing the granting of pay increases specified on page 13 under
advancement provisions apply to all pay increases as well as
advancements.
14
r._ Transfer o Positron Within he Same C ass - When a transfer of
position is made within the same range, there shall be no salary
increase or decrease because of such transfer.
If, in the opinion of the City Manager, the application of the
provisions of this section results in compensating an employee at
an inequitably low rate compared to other employees in the same
class, the City Manager may raise such salary to a rate determined
to be most equitable. Such action shall not be contrary to the
general intent and spirit of this rule.
Overtime - General - All nonexempt employees who render approved
overtime service and, as a result, whose time worked exceeds the
normal pay period (80 hours) shall be paid overtime and double time
for holidays. A current record shall be kept at each instance of
authorized overtime work stating the reasons therefor and by whom
authorized; and also that date and duration of each instance. The
overtime service must be for work definitely ordered or approved in
advance by the appointing authority, except in emergency
conditions.
overtime Rate - Overtime shall be computed at one and one-half
times the employee's hourly rate of pay. The smallest unit of time
worked to be credited as overtime shall be a quarter-hour.
Compensatory Time Off - Exempt employees shall be allowed to accrue
compensatory time in lieu of overtime pay. Compensatory time is
� computed at straight
g t time. Said compensatory time shall be accrued
as hours worked in excess of a normal pay period which is 80 hours.
The maximum accrual shall be 40 hours. In addition, the City
Manager shall have the option of paying exempt employees for time
worked in excess of the standard work day or week at straight time
computed at that employee's regular hourly rate of pay. Any
compensatory time earned must be used before terminating from the
City or it will be lost.
Temz�orary Salary Increase - The City Manager may,
discretion, grant an employee a temporary advancement of not more
than 10% for a period in excess of one month, but not to exceed
six months, during that time such employee is required to perform
the duties of a higher position. At the conclusion of such
assignment or period of advancement granted, whichever is shorter,the employee's salary shall be reduced to the normal rate
Prescribed for his classification.
Longevity pay - On the anniversary of ten years of service,longevity pay in the amount of $100 is paid in addition to the employee's normal monthly salary.
Y
15
RULE V
FRINGE BENEFITS
Fringe Benefit Plan - The City provides a cafeteria fringe benefit
plan for regular full-time and regular part-time employees in the
amount of 1a .1 percent of the employee's regular salary and 10% for
child care personnel . This amount is put into an account so that
it can be used as a cafeteria plan for health insurances --
medical, dental, short-term disability, and a vision plan . Any
money not used for fringe benefits is deposited in the employee's
deferred compensation account and accrues interest until time of
termination or retirement. The employee can also designate a
portion of his salary be deferred to this account.
Life Insurance - The City pays for life insurance for regular full-
time employees plus coverage of dependents. Regular part-time
employees and child care employees also receive life insurance
after five continuous years of service.
Short-Term Disability Insurance - Regular full-time, regular part-
time,,, and child care employees receive short-term disability
insurance. The employee must work at least 20 hours per week and
payment for this comes out of the employee's cafeteria fringe
benefit plan. Short-term disability applies to a non-work-related
illness or injury that prevents an employee from doing his regular
or customary work. The weekly amount is based on 60% of salary
with $500 per week being the highest one can be paid.
Managed Health Network - The City provides for regular full-time
regular part-time and Child Care employees a Managed Health Network
(MHN) . This is a Mental Health Program designed to help employees
and their families deal with the stresses of everyday life. The
plan provides confidential, professional assistance in coping with
problems on the job, at school, and in the home .
Retirement plan - The City provides retirement benefits for regular
full-time, regular part-time and child care employees through the
Public Employees' Retirement System (PERS) . The City pays both the
employee's and employer's contributions into the plan.
Longevity Pay - On the anniversary of ten years of service,
longevity pay in the amount of $10o is paid in addition to the
employee's normal monthly salary.
Child Care Szzbsidy - City employees are allowed a 50% discount for
their child care expense through their cafeteria benefit plan on a
pre-tax basis. Eligible for this benefit are the employee's legal
dependents and those that are under the employee's legal
guardianship. There is an annual $4, 000 cap per employee for those
employed after June 1, 1992 . Those that take advantage of this
16
benefit need to be aware that any child care expenses utilized from
the cafeteria benefit plan would not qualify for child care credits
or deductions from a tax standpoint. '
Em-ploy_ee Personal Com-alter Program - A no-interest loan program is
available for regular full-time, regular part-time and child care
employees after completion of six months' probation to take out- a
loan for the purchase of a personal computer. There is a $2, 000
limit with requirement of 10% down. The balance is to be paid back
to City over a two-year period by payroll deduction. A packet
describing the program and requirements may be obtained from the
Finance Director.
Birthday Bonus - City employees receive a birthday bonus in the
form of a letter from the City Council and City Manager which
includes a check for $50 . The employee must have completed six
months with the City before receiving this bonus.
17
RULE VI
ADMINISTRATIVE LEAVE - ANNUAL VACATIONS -
PERSONAL LEAVE
Earned Vacation - Full-Time - Each regular full-time and regular
part-time employee who is paid at a bi-weekly rate and has had
continuous full-time active service throughout the year shall be
credited with annual vacation with pay according to his number of
years service as follows:
Vacation Rate - General Service Em-121oyees - Each eligible employee
shall be credited on a rate of 1/26th of:
a. Eighty hours vacation during his first,
second, third, fourth, and fifth years of
service; and
b. One hundred and twenty hours during his sixth
through tenth years of service; and
C. One hundred and sixty hours during his
eleventh and succeeding years of service.
Pasting of Earned Vacation - Earned vacation will be
C credited upon completion of the first six months of
continuous full-time service and every pay period
thereafter. Postings will be equal to one twenty-sixth
the applicable yearly earning rates as set forth above
under Vacation Rate.
Vacation Credit Accumulation - Employees may not accrue
more than the equivalent of two full annual vacations.
In the event an employee who has served continuously for
at least twelve months does not take all of the vacation
to which he is entitled in any year, he shall be allowed
to accumulate the balance, to be taken in a subsequent
year. Provided, further that no employees shall be
granted in any one year more vacation that the equivalent
of two full annual vacations, except in the case of
separation from the service as hereinafter provided.
Further, each employee shall take a minimum of five
consecutive work days off each fiscal year.
Regular Part-Time Employees - Accrue vacation time
according to the number of hours worked.
Unused Vacation at Separation - At the time a regular
full-time or regular part-time employee who has served
continuously for at least six months is separated from
the City service, whether voluntarily or involuntarily,
18
he shall be granted all of the unused vacation to which
he is entitled based upon his active service in prior
years and, in addition, he shall be granted vacation
based upon the length of his active service during the
year in which the separation occurs and computed on the
basis set forth under "earned vacation" on page 18 . An
employee who receives personal leave must have ' served
continuously for six months in the City to be paid his
accrued personal leave at time of separation .
Holidays Occurring During Vacations - Paid holidays immediately
preceding, immediately following, or wholly within the vacation
period shall not be regarded as part of the annual vacation.
Vacation Schedules - Vacation schedules shall be arranged by the
appointing authority with particular regard to the needs of the
service, and so far as possible, with the wishes of the employee.
Vacation time may commence any day of the week and vacation time
shall consist of consecutive working days, exclusive of intervening
paid holidays, with full pay for such time as the employees would
have been paid if at work for the City for the same period of time.
The appointing authority may, however, in his discretion, divide
the employee's vacation time if the needs of the service so require
or permit.
_Vacation- RegUests - No vacation shall be granted to, or taken by an
employee without the consent of the appointing authority. Requests
for annual vacation shall be submitted in advance and approved by
the appointing authority.
Administrative Leave - On July 1 of each year beginning with the
July 1st immediately following the first anniversary of employment
of the City Manager, the City Manager shall receive ten days
administrative leave in addition to all other leaves; this
administrative leave must be used during the following fiscal year,
or it will be lost.
Personal Leave - Non-management day care personnel receive personal
leave on an accrual basis, and this leave may be used for vacation
or sick time. This time can be used as it is earned. The above-
mentioned employees must have served six continuous months with the
City to receive his accrued personal leave at time of separation.
On-call and seasonal employees will not be able to accrue personal
leave.
19
RULE VII
HOLIDAYS
Fixed Holidays
The City observes the following fixed holidays:
New Year's Day Veteran's Day
Martin Luther King's Thanksgiving Day
Birthday Day after Thanksgiving
President's Day Day before Christmas
Memorial Day Christmas 'Day
Independence Day Day before New Year's Day
Labor Day
Holiday pay is granted to all employees regularly scheduled to
work.
Those employees regularly scheduled to work, whose hours vary from
day-to-day or week-to-week, will be paid holiday pay at an average
rate for the pay period which the holiday is within . Any
exceptions would have to receive approval from the City Manager.
�-- Floating Holidayg - Employees are entitled to two floating holidays
per calendar year. This benefit can be taken after six months of
service within that calendar year and "coordinated with his or her
supervisor. Floating holidays must be used before terminating from
City service or they will be lost.
Holidays - New and Terminating Employees - In order to be eligible
for a paid holiday, employees must be on pay status both the day
before and the day after the holiday.
Holidays Occurring During Vacations - Paid holidays immediately
preceding, immediately following, or wholly within the vacation
period shall not be regarded as part of the annual vacation.
_Employee Rec7u i red to Work on a Fixed Hol 'day - Whenever a non-
exempt employee is required to work on a fixed holiday, the
employee shall be paid overtime for time worked on holidays.
20
-�' RULE VIII
LEAVES OF ABSENCE - SICK LEAVE, LEAVE WITHOUT PAY,
MILITARY LEAVE, COMPULSORY LEAVE, MATERNITY LEAVE,
JURY LEAVE, FUNERAL LEAVE, FAMILY/MEDICAL LEAVE
Sick Leave - Sick leave with pay shall be granted to all
probationary and regular full-time and regular part-time employees
in accordance with this Rule. Sick leave shall not be considered
as a right which an employee may use at his discretion, but shall
be allowed only in case of necessity and actual personal sickness
or disability. Abuse of the sick-leave privilege, as with all
rules, will be grounds for disciplinary action.
ComWnsation Procedure - In order to receive compensation
while absent on sick leave, the employee shall notify his
immediate superior prior to time set for beginning his
daily duties, or as may be specified by the head of his
department.
Physician's Certificate - When absence is for more than
three work days, the employee is required to file a
physician's certificate with the Personnel Officer
�- stating the cause of the absence and the employee's
ability to return to his duties. In cases of suspected
abuse or chronic sick leave use, a physician's
certificate shall be required regardless of the length of
absence.
Sick Leave Earning Rate - Each employee who is paid at a
monthly rate shall earn sick leave at the rate of eight
hours per month for each calendar month of full-time
active service. All such sick leave which is unused may
be accumulated. Regular part-time employees receive pro-
rated sick leave based on hours worked.
Worker's Compensation and Sick Leave - All City employees
are covered under Worker's Compensation for accidents or
illness incurred as a result of performance or assigned
work duties. Injuries should be reported to the
Department Head as soon as possible. It will be :the
responsibility of the Department Head to ensure that
Personnel is notified immediately in order to have the
injured employee fill out an "Employee's Claim for
Worker's Compensation Benefits" form within 24 hours.
The City's Safety Officer is also to be notified so that
he can investigate the accident and make out an
"Employee's Statement of Accident. " All compensation
received in accordance with the provision of the Worker's
Compensation Act of the State of California shall be
21
deemed to be included in any compensation due from the
City by virtue of any grant for sick leave with pay.
Buy-Out Benefit for Sick Leave- Any full-time regular
employee who has taken 40 hours of sick leave or less
during the calendar year, shall be entitled to buy-out up
to 40 hours of unused sick leave. However, in no case
shall such buy-out reduce an employee's accumulated sick
leave balance below 192 hours. No prorations shall be
made for employees terminating on or before December 31
of the calendar year. If you meet this criteria, you
must fill out a Sick Leave Buy-Out Form that is to be
approved by the City Manager. This form that is
available in the City Manager's Office and must be filled
out the first week of January.
Unused Sick Leave at Time of Separation - Any employee
who voluntarily separates from City service after a
-minimum of five years shall be compensated for 400 of all
unused sick leave.
Funeral Leave - Special leave with pay may be granted from sick
leave in any twelve-month period to a regular or probationary
employee in order to discharge the customary obligations arising
from the death of a grandparent, parent, spouse, brother, sister,
child, or relatives for whom the employee is responsible. The
amount of leave taken must be approved by the appointing authority
and supported by such facts as he may require.
Leave of-Absence Without Pay - The City Manager may grant a regular
or probationary employee leave of absence without pay or accrual of
seniority of benefits for a period not to exceed one year. No such
leave shall be granted except upon written request of the employee
setting for the reason for the request, an approval shall be in
writing. Upon expiration of a regularly approved leave or within
a reasonable period of time after notice to return to duty, the
employee shall be reinstated in the position held at the time leave
was granted. Failure on .the part of an employee on leave to report
promptly at its expiration or within a reasonable time after notice
to return to duty shall be cause for discharge.
Military Leave - Military leave shall be granted in accordance with
the provisions of State Law. All employees entitled to military
leave shall give the appointing authority an opportunity within the
limits of military regulations to determine when such leave shall
be taken.
ComPulsory eaves - If, in the opinion of the appointing authority,
an employee is incapacitated for work on account of illness, such
employee may be required to submit himself to a physician
22
designated by the appointing authority for examination at the
City's expense. If the employee objects to being examined by the
designated physician, he may request one change of physician. if
the report of the physician shows the employee to be in an unfit
condition to perform his duties, the appointing authority shall
have the right to compel such employee to take the sufficient leave
of absence to fit himself for such work.
Verification of such fitness shall be made by a physician
designated by the City, and all expenses incurred in securing such
verification shall be at the employees expense. Accrued sick
leave shall be used for such absences or, when no such accrued
leave exists or has been exhausted, an employee may be granted
leave without pay, the total of which shall not exceed one year.
For good cause, an employee may request extensions of this time in
increments of not more than one month .
Maternity Leave - Employees who become pregnant may continue
regular employment status, subject to the ability to perform their
required duties without being subject to medical restrictions. Any
regular employee may apply in writing for sick leave or a leave of
absence of up to four months of unpaid leave for maternity leave.
Jury r.eave and Compensation - Every regular and probationary
employee of the City who is called or required to serve as a trial
juror shall be entitled to absent himself from his duties with the
City during the period of such service or while necessarily being
present in court as a result of such call . Under such
circumstances, the employee shall be paid the difference between
his full salary and any payment received by him, except travel pay,
for such duty.
Fami`vfMedica7 Leave - An employee that has been employed with the
City for one year and served at least 1,250 hours during the
previous 12-month period service is entitled to Family Leave with-
out pay, for a period of up to 12 work weeks in a 12-month period.
This can be for birth of a child of the employee, or the placement
of a child with an employee in connection with an adoption of a
child, or for the placement of a foster child with an employee, or
in order to care for a child, parent or spouse of the employee who
has a serious health condition, or for an employee 's own serious
health condition that does not allow employee to perform his or her
duties.
Family leave will not affect the employee's anniversary date or
length of service with the City. Employees must provide as much
advance notice as possible of the date the family care leave will
begin and of the estimated duration of the leave. Employees, upon
return to work, will be placed in the same or comparable position.
23
The City may require from the employee who is requesting leave to
provide written certification from the health care provider of the
individual requiring care. If leave is requested because of the
employee's own serious health condition, the certification must
include a statement that the employee is unable to perform the
essential functions of his/her position. This employee will also,
before returning to work, need to provide the City with
certification that he is now able to perform his/her duties. The
City may require that employees substitute accrued paid vacation or
other accrued time off for family care leave.
City paid Group health care benefits (Pacificare) for the employee
will be continued by the City during the period of leave. The
employee shall be responsible for payment of his/her dependents'
coverage. The City shall recover the premiums for health
insurance, should the employee not return from leave for a reason
other than the continuation, recurrence, or onset of a serious
health condition or other circumstances beyond the control of the
employee .
This leave can be taken back-to-back with maternity leave. An
employee taking maternity leave for the maximum four months may
take an additional three months for a total of seven months in
conjunction with pregnancy and the birth of a child.
24
RULE IX
SEPARATION FROM THE SERVICE/LAYOFFS
Resignation - An employee may resign by submitting the proper
notice in writing specifying the reasons therefor and the effective
date to his department head as far in advance as possible, but a
minimum of two weeks, notice is considered proper. Failure to
comply with this requirement may be cause for denying future
employment with the City.
ZYPes of Separation - All separations of employees from positions
in the classified service shall be designated as one of the
following types.
Resignation;
Lay-off;
Death;
Retirement;
Dismissal .
Any separation by an employee from the classified service not
specifically designated as one of the above at the time of
separation shall automatically be considered a resignation.
J Lay= - Whenever, in the judgment of the City Council, it becomes
necessary, in the interests of economy or because the necessity for
a particular position no longer exists, the City Council may
abolish any position or employment in the classified employment.
Whenever such reduction is made, the City shall observe the
following:
Should a classification be eliminated entirely, there are
no bumping rights to other classifications.
Should an employee be laid off that has seniority within
a classification, bumping is allowed. In a layoff
Procedure, the Council shall keep seniority in mind as
the layoff(s) are addressed.
Should an eliminated classification be reinstated within
twelve months, the employee that has been laid off shall
be offered reemployment prior to anyone else.
Following is a list of classifications which includes bumping
rights
}
25
City Manager's Departme t -- no bumping rights in this dept.
City Manager
Assistant to the City Manager
Executive Secretary
Crossing Guards
Comm n i ty Services Department
Assistant City Manager -- no bumping rights
Maintenance Workers -- bumping rights
Landscape Laborer -- no bumping rights
Director of Recreation Services -- no bumping rights
Sr. Recreation Leader -- no bumping rights
Recreation Aide (seasonal)
Director of Child Care Services -- no bumping rights
Assistant Director of Child Care Services -- bumping rights
Lead Teachers -- bumping rights
Teachers -- bumping rights
Teacher's Assistants -- bumping rights
Bookkeeper -- no bumping rights
Cook -- no bumping rights
City C'7Ar ' s Department -- no bumping rights in this dept.
City Clerk
Deputy City Clerk (vacant)
Administrative Clerk
Receptionist
F_inanc Department '
Finance Director -- no bumping rights
Accounting Technicians -- bumping rights
Account Clerk -- no bumping rights
Community Dev. Director
Community Development Director -- no bumping rights
Associate Planners -- bumping rights
Secretary -- no bumping rights
Buildinq/Housing_ tmen - no bumping rights in this dept.
Director of Building/Public Works/Housing
City Engineer
Housing Specialist
Building Inspector
Clerk Typist
26
RULE X
DISCIPLINARY PROCEDURES
Oral Warning - An oral warning shall be given for minor misconduct.
The warning should be immediate, calm, and constructive . Oral
warnings should include the performance the employee is to take in
the future and consequences for failure to correct the problem for
which the employee is being warned.
Written Warning' - In the event that an employee should need more
than an oral warning regarding his job performance, attendance, or
for other reasons, fair warning can be given by filing an Employee
Warning/Incident Report. This report is placed in the employee's
personnel file and a copy given to the employee with a complete
statement regarding reason for such warning. A third warning given
for the same reason constitutes cause for dismissal .
Disciplinary SusRension - Disciplinary suspensions can be given for
minor or serious disciplinary reasons. Suspensions without pay
shall not exceed thirty calendar days, nor shall any employee be
penalized by suspension for more than thirty calendar days in any
fiscal year. Intended suspension action shall be reported
immediately to the City Manager (Personnel Officer) . Suspensions
r' shall be in written form and given to the employee. Such notice
shall include a statement of the reason(s) for the proposed action
and the charge(s) being considered.
Suspensions can be done with pay when an inquiry or investigation
is needed for the alleged misconduct.
The department head or other authorized person sha11 follow the
"Skelly" process in cases where the disciplinary action involves
employee. property rights such as loss of pay, suspension without
pay, demotion or termination. This policy is as follows:
1 . A written notice of the proposed disciplinary
action shall be delivered to the employee.
2 . The reasons) for the proposed disciplinary
action will be given to the employee.
3 . The employee shall be given a copy of, or be
provided access to written materials, reports
and documents, if any, upon which the action
is based.
27
4 . The employee shall have the right within the
specified time to respond either orally, in
writing or both orally and in writing, to the
authority initially imposing the discipline.
Employee R v;ewlGrieyance Procedure - The employee shall be given
an opportunity to review the material upon which the proposed
disciplinary action is based, and respond to the department head,
orally or in writing, concerning. the proposed action within the
period of time stated. An attempt needs to be made on the part of
the employee to resolve the issue with his/her immediate
supervisor. If the issue is not resolved with the immediate
supervisor, the issue can be taken to the Personnel Officer (City
Manager) within five working days.
Failure to respond within the times specified in this procedure may
result in the employees waiver of his or her right to appeal . If
mutually agreed upon, the specified time period may be extended.
The City Manager will provide a written response to the employee
and supervisor within ten working days after a review of the issue
is completed.
Should this not be satisfactory to the employee, an appeal may be
taken to the City Council . Informal discussions and oral warnings
are not appealable. The Appeal Procedure is outlined in RULE XI.
28
t RULE XI
APPEAL TO CITY COUNCIL
Right of AR&aa1 - Any employee in the classified service shall have
the right to appeal to the City Council any disciplinary action,
interpretation, or alleged violation of the Personnel Ordinance or
these Rules except in instances where the right of appeal is
specifically prohibited by the Personnel Ordinance or these Rules.
Such appeal shall be filed within ten calendar days from the date
the employee was notified of the appealed, action.
Method of--Appeal - Appeals shall be in writing, subscribed by the
appellant, and filed with the City Manager (Personnel Officer) , who
shall, within ten days after receipt of the appeal, inform the City
Council, the appointing powers, and such other persons or officers
named or affected by the appeal or the filing of the appeal . The
appeal shall be a written statement addressed to the City Council
explaining the matter appealed from and setting forth therein a
statement of the action desired by the appellant, with his reasons
therefor. The formality of a legal pleading is not required.
Notice - Upon filing of an appeal, the Personnel Officer shall set
a date for a hearing on the appeal not less than ten days, nor more
than thirty days from the date of filing. The Personnel Officer
shall notify all interested parties of the date, time, and place of
the hearing, at such place as the City Council shall prescribe.
Investigation - Upon filing of an appeal, the City Council may make
such independent investigation of the matter as it may deem
necessary. The result of such investigation shall be made a part
of the record of the proceedings, and the appellant shall have the
right to have a reasonable time within which to answer or to
present evidence in opposition to the findings of this independent
investigation.
ea - The appellant shall appear personally, unless physically
unable to do so, before the City Council at the time and place of
the hearings. He may be represented by any person or attorney as
he may select and may, at the hearing, produce on his behalf
relevant oral or documentary evidence. Appellant shall state his
case first and, at the conclusion, opposition matter may then be
presented. Rebuttal matter not repetitive may be allowed in the
discretion of the City Council . Cross examination of witnesses
shall be permitted. The conduct and decorum of the hearing shall
be under the control of the City Council, with due regard to the
rights and privileges of the parties appearing before it. Hearings
need not be conducted according to technical rules relating to
evidence and witnesses. Hearings shall be closed unless either
party requests in writing an open hearing. Pursuant to Resolution
29
Nos. CC-82-39 and CRA 82-06, making applicable the provisions of
i
_. Section 1094 . 6 of the Code of Civil Procedures providing for
judicial review of administrative decisions, time for filing court
action after a hearing on a personnel matter shall be limited to 90
days.
Findings and Recommendation - The City Council shall, normally
within ten days after the conclusion of the hearing, certify its
findings and decision to the appellant. The City Council may
affirm, revoke, or modify the action taken as in its judgment seems
warranted, and the action taken shall be final .
Majority Vote- Ne essa :y for Action - Action under this rule shall
require a majority vote of the City Council .
30
` RULE XII
PROBATIONARY PERIOD
Objective of Probationary Period - An appointment shall not be
regular until after the expiration of a probationary period. The
probationary period shall be regarded as a part of the examination
process and shall be utilized for closely observing the employee's
work, for securing the most effective adjustment of a new employee
to his position, and for dismissing any probationary employee whose
performance or personal qualifications do not meet the required
standards of work.
Regular ADnnintment Following probat;
nary Period - A11 original
appointments shall be tentative and subject to a probationary
period of one year, and promotional appointments shall be
tentative and subject to a probationary period of six months.
Appointment to regular status from probationary status of any
employee shall require the written approval of the City Manager,
Prior to the employee attaining such regular status.
Dismissal of Probationer - During the probationary period, an
employee may be dismissed at any time by the appointing authority
without cause and without the right of appeal.
31
RULE XIII
PERSONNEL FT L E S
Fm_p?oyee Personnel File - The Personnel Officer shall maintain a
file containing a record on each employee in the service of the
City showing the name, title of position held, the department to
which assigned, salary, changes in employment status, and such
other job-related information as may be considered pertinent.
Employees may request to have documents, placed in his/her
respective personnel files that commends his or her job performance
with the City or demonstrates educational attainment. Approval is
to be obtained from the City Manager before such documents are
placed in the employee's file.
California law requires that employees be allowed access to their
personnel files. In addition, employees must be given copies of
any document that they are required to sign such as disciplinary
documents or warning notices, and to be notified of other items
pertaining to work that are placed in the employee's file.
Inspection of the files may be done by the employee on paid time.
Terminated employees also have the right to inspect their files.
personnel Action Form - Every appointment, transfer, promotion
demotion, change of salary rate, and any other temporary or regular
change in status of employees shall be reported on a Personnel
Action Form.
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XIV
TRAVEL POLICY
Authorized Travel - All travel outside San Bernardino, Riverside,
Imperial, Los Angeles, Orange, and San Diego Counties must be
approved by .the City Council .
The City Manager, Assistant City Manager and Planning Director
receive $200 per month for car allowance. If they travel within
the San Bernardino, Riverside, Orange, and Los Angeles Counties,
there is no reimbursement. If they travel outside of those four
counties, then reimbursement for mileage will apply.
The City Manager is authorized to approve necessary trips within
San Bernardino, Riverside, Imperial, Los Angeles, orange, and San
Diego Counties by private vehicle consistent with mileage
allowance. Requests for such travel shall be submitted to the City
Manager on a "Travel Authority & Expense Report" form. The Finance
Department shall maintain for one year a record of where and when
official travel was performed. Authorization for attendance at
meetings will be considered in accordance with the following
guidelines:
a. Authorization for attendance at meetings at
City expense. Authorization may be granted
when the program material is directly related
to business and may benefit the City as a
result of attendance.
b. Authorization for attendance without expense
reimbursement or -with limited expense
reimbursement, but on City time, may be
granted when the officer or employee is
engaged on the City's behalf, but from which
'the gain will ensure principally to the
benefits of the one in attendance and only,
incidentally, to the City. In such uses, the
amount of expense reimbursement will be
determined on an individual basis . Those
authorized to attend such meetings shall
furnish reports of such activity to the City
Manager on such meetings.
Expense reimbursement claims may be submitted any time after the
expense has been incurred.
a. Request for reimbursement for all travel
expenses shall be substantiated by receipts
and vouchers which verify the claimed
expenditures.
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�. b. Reimbursement shall be made for personal
expenses such as entertainment, tips, etc. ,
when such expenses are related to City
business and may benefit the City.
C. A recap of any advanced monies should be
turned in to the Finance Department within
seven days of the return trip, accompanied
with all necessary receipts. The lower half
of the Travel Request Form is used for expense
reporting.
Transportation Modes - The mode of transportation selected shall
represent the lowest expense to the City.
Travel via Automobile:
a. Reimbursement for City use of privately-owned
vehicles will be at the current mileage rate
set by the Internal Revenue Service.
b. When an employee, traveling on official City
business, leaves directly from his/her
residence rather than from a designated work
location, mileage allowed to the first work
contact point shall be equal to the actual
mileage from the residence or the mileage
computed from the residence or the mileage
computed from the designated work location,
whichever is less. Similarly, if the office
or employee departs from the last point of
contact directly to his/her residence, only
such mileage shall be allowed as the lesser
distance between it and the designated work
location.
When an officer or , employee of the City is
required to use a privately owned automobile
on City business outside of working hours,
mileage shall be allowed from the residence to
the first point of contact in the performance
of duties, and from the last point of contact
in the performance of duties to residence.
C. Private vehicles may be used in lieu of public
carriers in such circumstances as isolation of
the destination or the number of travelers in
a group resulting in savings to the City. The
maximum reimbursement of a private vehicle is
the cost of actual mileage or the cost of a
round-trip air coach ticket, whichever is
less..
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d. The City does not have any insurance for
private automobiles used on City business.
The owner of a car is responsible for the
personal liability and property damage
insurance when the vehicle is used on City
business.
Travel via Air:
a. When commercial aircraft transportation is
approved, the "cost of public carrier" shall
mean the cost of air coach.
b. No private or charter aircraft transportation
will be permitted.
Reimbursement - Reimbursement for lodging or meals shall be made at
actual cost.
a. Reimbursement for lodging or meals shall not
be allowed without prior approval of the City
Manager and only as deemed necessary for the
Purpose of conducting City business, or under
emergency or special conditions.
b. Reimbursement for lodging shall be at rates
reasonable and customary as to the area.
Reimbursement for means shall be at rates
reasonable and customary to the area.
C. Within the County of San Bernardino, actual
meal expenditures may be reimbursed when
attending breakfast, luncheon, or dinner
meetings at direction of and with approval of
the City Manager.
d. Reimbursement shall be made for one personal
telephone call of reasonable duration per day.
Travel e Advances - Advances of funds for traveling expenses
can be obtained from the Finance Office through submission of a
"Travel Authority & Expense Report" form.
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� RULE XV
EDUCATION INCENTIVE POLICY
Introduction - The City Manager and department heads share joint
responsibility for employee training. Funding for this policy is
subject each year to City budgetary constraints. Any regular full-
time City employee desiring to attend classes, with the purpose of
improving job skills related to City work, is encouraged to do so.
With this policy, which is to be administered by the City Manager,
the City clearly defines its position concerning educational
opportunities and benefits for City employees.
Prior AQ-=ya7 - Cost of tuition and books will be paid for by the
City of Grand Terrace, given the following provisions:
AAr2roval from City Manager - All courses for which
tuition reimbursement is requested of the City must
receive prior approval from the City Manager. If no
Prior approval is received, the employee is not eligible
for reimbursement.
Realest for Approval of Courses - Must be made on "Prior
Approval for Tuition Reimbursement" form, available from
the City Manager.
Upon n ComnlPtion of Course - Employee must submit to the
City Manager a "Request for Tuition Reimbursement" form,
with required receipts and grade slips.
criteria for Approval - in reviewing courses requested by employee
for tuition reimbursement, the City Manager, in consultation with
the employees department head (or immediate supervisor) , shall use
the following criteria in determining if course(s) is/are suitable
for reimbursement from the City:
Relatedness to City Work - Course (s) must be directly
related to employees present and future career goals
within the public sector,
Ava i 1 ah i 7 i ty of Funds - Approval of course (s) must be
based on availability of funds. A yearly fixed budget
for this purpose shall be maintained, the amount of which
shall be determined by Council at the beginning of each
fiscal year.
A Z t_ernate Funding Sources - The employee must have
exhausted all other sources of financial aid, government
grants, scholarships, etc. before requesting
reimbursement for tuition. Under no circumstances will
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the City forward reimbursement money if the possibility
of duplicate funding exists.
ADD icabi_1_itZ to Graduate Study - Courses of study shall
be pursued at community or State-supported schools, such
as:
a. High schools and trade/vocational
schools;
b. Community colleges;
C. State colleges; and
d. State universities.
Employee Commitment - All tuition costs must be advanced by the
employee upon enrollment. Reimbursement will be made by the City
upon completion of the course(s) provided:
Prior Fmn;oymenY - Employee must be employed full time by
the City of Grand Terrace for at least six months prior
to the date the "Prior Approval for Tuition
Reimbursement" form is submitted.
Pass?nq -.rare - In addition to providing receipts for all
courses taken, employee must present evidence of passing
1 grade, defined as either:
a. Credit or pass, if course is offered on
Credit/No Credit or Pass/Fail, respectively
with passing defined as "C" or better, or:
b. A letter or numerical grade equal to or better
than a "B" or 3 .0, respectively, if graduate
level course.
Bow - This policy shall also include the following provisions:
Possession of Books - If reimbursement for books is
requested, the employee must present all receipts;
furthermore, textbooks purchased for the course at City
cost are to be placed in the City Library upon completion
of course. However, if employee fails to qualify for
tuition reimbursement at the end of a given course, the
employee shall not be eligible for reimbursement for the
cost of books.
Possession of Books - If reimbursement for books is
requested, the employee must present all receipts;
furthermore, textbooks purchased for the course at City
cost are to be placed in the City Library upon completion
of course. However, if employee fails to qualify for
tuition reimbursement at the end of a given course, the
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employee shall not be eligible for reimbursement for the
cost of books.
Food. Lodging and Mileage - This policy applies only to
reimbursement for tuition and books; it does not include
provisions for food, lodging or mileage reimbursement
related to educational endeavors specified herein.
Administration of Po7i - - The City Manager has the responsibility
of interpreting and administering the provisions set forth in this
policy by the staff and approved by the City Council . Given the
employee's position within the City, the courses specified at time
of request, availability of funds, and all other provisions of this
policy. The City Manager may approve or reject employee's request
for tuition reimbursement.
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RULE XVI
CITY IDENTIFICATION CARDS
Regular Employees _ All regular full-time regular
rt-time and
child care employees will be issued identification (ID)a cards which
will be reissued annually with the expiration date of December 31
of each year.
Temcorary v e _ ID cards will be issued only with
authorization of the City Manager and for those temporary employees
working directly with the public. The expiration date will be the
term of estimated employment. These cards are to be turned in at
expiration- of the temporary assignment.
Replacement or R iZs„P - ID cards will be reissued as follows:
Lost or S -n7Pn ID cards will be reissued upon receipt of
a signed affidavit stating as lost or stolen.
Damaggd ID cards must be surrendered prior to
replacement. .
Change of T;t e - ID cards will be reissued when there is
a change of title (The replaced ID card must be turned
in to Personnel) .
Termination of Fmplo i-ymen SeryI ce _ It is the responsibility of
department heads to ensure the return of ID cards, keys, and any
other City-issued items to the Personnel Department prior to the
issuance of final checks.
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XVII
ISSUANCE OF KEYS TO CITY FACILITIES
Objective - The purpose of .this policy is to ensure the orderly and
systematic distribution of keys to City facilities.
Authority for Issuance - Keys will be issued to City facilities
only when a definite need exists upon - recommendation of the
department head and with approval of the City Manager.
RespQnsibili v - The City Manager's office shall be responsible for
numbering, issuing, duplicating, keeping an updated record, and
maintaining master and extra keys.
Procedure
ARproval - Keys are to be requested by the department
head for approval from the City Manager.
Assignment - All personnel assigned keys will sign an
acknowledgment of receipt.
Transfer of Keys - No keys will be transferred without
- ,` coordination with the department head and the City
Manager of the transfer.
Duplication - Duplication of keys must be done in coordination with
the City Manager's office. Any unauthorized duplication of keys
will be in violation of the Rules and Regulations to Administer
Personnel Matters.
Ted ra Zy Issuance - Temporary keys will be issued on a sign-out
basis.
Lost or Stolen Keys - It is the assignee's responsibility to
immediately report any loss of City keys to the City Manager or the
department head, who will immediately advise the City Manager.
It is the responsibility of the department head to ensure the
return of all keys, ID cards, and any other City-issued items to
personnel prior to the issuance of final checks.
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