1985-23 RESOLUTION NO. 85-23
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION
NOS. 82-16, 82-32, 82-39, 82-49, AND 83-38, AND
AMENDING THE RULES AND REGULATIONS FOR THE
ADMINISTRATION OF PERSONNEL MATTERS PURSUANT
TO 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., municipalities have been held exempt from complying with the
Fair Labor Standards Act (FLSA) enacted by Congress in 1938 to regulate rates
of pay, overtme pay, record-keeping, and other standards of employment; and
WHEREAS, 'the Supreme Court, on February 19, 1985, ruled that, the
provisions of the- FLSA would apply to municipalities;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY' OF GRAND TERRACE DOES
HEREBY.- RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS:
SeAion. 1. Rescission - That Resolution Nos. 82-16, 82-32, 82-39,
82-49; and'.8-3-38 are hereby rescinded in their entirety.
Section 2. That said City Council hereby approves the amended Rules
and Regulations for the Administration of Personnel Matters incorporated
'herein -as Exhibit "A".
ADOPTED this 17th day of October, 19'85.
-FATTEST:
epu'ty^i ty e o the City of G nd Mayor o e KK t Tr_a—ndVerrace
zerrac�e- and of the City 'l- and of the i ty ounci 1 ther f..
thereof: -
I, ILENE DUGHMAN, 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 Coundi 1 of the City of Grand Terrace held on the 17th day
of October 1985-, by the following vote:
AYES: Councilmembers Matteson, Petta, Pfennigiiausen, Evans;
Mayor Grant
NOES: None
ABSENT: None
ABSTAIN: None
App oved as to form;:
Deputy Ci y C er =
City Attorney
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- 2 -
EXHIBIT "A"
. Resolution No. 85-23
CITY OF GRAND TERRACE
RULES AND REGULATIONS
FOR THE ADMINISTRATION OF PERSONNEL MATTERS
RULE NO. SUBJECT PAGE
I DEFINITIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
II GENERAL PROVISIONS. . . . . . . . . . . . . . . . . . . . . . . . . 2-1
III CLASSSIFICATION. . . . . . . . . .. . . . . . . . . . . . . . . . . . 3-1
IV COMPENSATION. . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . 4-1
V LEAVES OF ABSENCE - ANNUAL VACATIONS. . . . . . . 5-1
VI HOLIDAYS AND COMPENSATORY TIME. . . . . . . . . . . . . 6-1
VII LEAVES OF ABSENCE, SICK LEAVE,
LEAVE WITHOUT PAY, MILITARY LEAVE,
COMPULSORY LEAVE, MATERNITY LEAVE,
JURY LEAVE, FUNERAL LEAVE. . . . . . . . . . . . . . . 7-1
VIII SEPARATION FROM SERVICE. . . . . . . .. . . . . . . . . . . . 8-1
IX APPEAL TO CITY COUNCIL. . . . . . . . . . . . . . . .. . . . . 9-1
X PROBATIONARY PERIOD. . . . . . . . . . . . . . . . . . . . . . . . 10-1
XI REPORTS & RECORDS. . . . . . . . . . . . . . . . . . . . . . . . . . 11-1
XII EDUCATION INCENTIVE. . . .. . . . . . . . . . . . . . . . . . . . 12-1
XIII CITY IDENTIFICATION CARDS. . . . . . . . . . . . .. . . . . 13-1
XIV ISSUANCE OF KEYS TO CITY FACILITIES. . . . . .. . 14-1
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INDEX
Page 1
SUBJECT REFERENCE
Administrative Leaves Para. 5.7
Advancements (Also see "Promotion") Para. 4.4.2, 4.4.3
Appeal Rule IX, Para. 4.6, 10.3
Appointing Authority See 1-1 - Definitions
Appointments Para. 4.4.1, 10.2
Classification Plan Pg. 1-1, Rule III
Compensation Rule IV; Para. 7.-1.1, 7.7
Compensation Schedule Para. 4.2, 4.4
Compensatory Time Para. 6.4, 6.5, 4.13
Compulsory Leave Para. 7.5
Departmental Rules Para. 2.3
Dismissal (See "Separation")
Education Incentive Rule XII
Efficiency Records Para. 2.6.3
Exceptional Service Para. 4.5
Funeral Leave Para. 7.2
Grand Jury Testimony Para. 2.8
Holidays Para. 5.4, Rule VI
Hours of Work Para. 2.10
Identification Cards Rule XIII
Incentive, Education (See "Education")
Inequitable Salary (See "Salary")
Jury Leave Para. 7.7
Keys to City Facilities Rule XIV
Leaves of Absence without Pay Para. 7.3, 7.5
Leaves of Absence, Administrative (See "Administrative Leave")
Leaves, Sick Para. 7.1, 7.5
Maternity Leave Para. 7.6
Military Leave Para. 7.4
Nepotism Para. 2.9
New Position Para. 3.3
Overtime Para. 4.11, 4.12
Pay Increases (Also see "Advances" &
"Promotions") Para. 4.8
Permanent Appointment (See "Appointment")
Personnel Information Para. 2.7
Physical Examinations Para. 2.6.4, 7.5
Physician 's Certificate Para. 7.1.2 7.6
Probationary Period Rule X
Probationary Period Para. 4.4.2
Promotion (Also see "Advancements") Para. 4.7, 10.4
Reclassification Para. 3.4, 4.6
Record, Overtime Para. 4.11, 4.12
Record/Reports Rule XI
Reinstatement Para. 4.4.1
Rejection Following Promotion Para. 10.4
Relations, Emergency Sick Leave Para. 7.1.3
Reports (See "Records/Reports")
INDEX
Page 2
SUBJECT REFERENCE
Salary Increase, Temporary Para. 4.13
Salary reduction Para. 4.6, Para. 4.7
Salary, "Y" Rate Para. 4.6, Para. 4.7
Salary, Inequitable Para. 4.10
Separation/Termination Rule VIII, Para. 5.2.3, 6.2, 10.3, 13.6,
14.8,
Sick Leave (See "Leave")
'Standards of Performance Para. 2.6
Temporary Salary Increase (See "Salary")
Termination (See "Separaton")
Transfer Para. 4.9
Tuition/Books, Education Incentive (See "Education Incentive" )
Unsatisfactory Service Rating Para. 2.5
Vacation Rule V; 6.3
Violation of Rules Para. 2.2
Wage Rule IV
Workmen' s Compensation Para. 7.1.5
i
RULE I
DEFINITIONS
1.1 General Terms
W erever use , 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.
1.2 Definition of Terms
Active Service - shall mean actual time worked, holidays with pay, leaves of
a sence wit 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 Workmen"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.
Applicant - shall mean a person who has made application to take a City
examination.
Appointing Authority - shall mean the City Manager.
Appointment - 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.
Class - 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.
Classification Plan - shall mean the official or approved system of grouping
positions into appropriate classes.
Classified Service - shall mean all offices, positions, and employments in the
Grand Terra--ce--C—ity service, except those expressly designated as unclassified in
City ordinances.
1.1
Compensation - shall mean any salary, wage, fee, allowance, or other emolument
paid to an employee for performing the duties and exercising the responsibilities
of a position.
Compensation Plan - shall mean the official schedule of pay approved by the City
Council assigning one salary or wage range to each class title.
Continuous Service - shall mean City service uninterrupted by separation.
Department - shall mean an administrative branch including a group 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.
Eligible - shall mean a person who has successfully met certain requirements for
a p—articular class.
Eligible List - shall mean the ranking of eligibles for a vacancy in order of
over-all qualifications.
Employee - shall mean a person who is legally an incumbent of a position in the
class ied service, or who is on leave of authorized absence with the right to
return to his position.
Exempt Employees - shall be those employees designated by the City Manager Such
employees shall -be exempt from paid overtime.
Hours worked - shall be those hours actually worked by an employee in any
calandar week, Sunday through Saturday inclusive, and shall include paid holidays
and vacation time used; however, hours worked shall not include leave without pay
or sick leave time taken.
Interim Appointment - shall mean a short term appointment made from an eligible
ist.
Intermittent Service - shall mean City service interrupted by separation.
Lay-Off - 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
tau es.
Length of Service - shall include Saturdays, Sundays, or other regular days off
which are imme iately preceded or immediately followed by normal work days.
Overtime Rate - shall be one and one-half times the hourly pay rate.
1.2
Pay Range - shall mean one or more, but commonly five specific, pay rates having
a percentage relationship to one another assigned to a class of positions as the
compensation for that class.
Pay Rate - 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,
as shown in the pay plan of the City.
Permanent Status - shall mean the satisfactory .completion of one year of
probationary service and continuing permanent appointment.
Position - 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 permanent appointment prior to
completion of one year of probationary service.
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.
Rejection - shall mean giving no consideration.
Relative, First & Second Degree - shall include wife, husband, mother, father,
son, daughter, grandmother, grandfather, granddaughter, grandson, son-in-law,
daughter-in-law.
Suspension - shall mean an enforced leave of absence for disciplinary purposes or
pending investigation of charges made against an employee.
Temporary Appointment - shall mean an appointment not made from an eligible list
for short-term employment.
Time Worked - shall include actual time worked, holidays with pay, leaves of
absenc_e_wTfh pay, and leaves of absence without pay not to exceed one year for
which Workmen's Compensation is paid.
Transfer - shall mean assignment of an employee from one position to another
possiiti"on. Transfers 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.
1.3
RULE II
GENERAL PROVISIONS
2.1 Purpose of Rules .and Regulations - These rules and regulations are adopted to
insure 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 adminstration of personnel matters.
2.2 Violation of Rules - Violation of the provisions of these rules may be grounds
for dismissal , disqualification, suspension, or demotion.
2.3 Departmental 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 these Personnel Rules and
Regulations or the laws of the State of California.
2.4 Promulgation of Rules - All City personnel ordinances, rules, notices, and
policies shall be made easily accessible to all employees.
2.5 Unsatisfactory Service Rating - 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.
2.6 Standards of Performance and Conduct
2.6.1 High Standards 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 .
2.6.2 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;
2.1
b. Failure to pay just debts or make reasonable provisions for future
payments;
c. Conviction of a criminal offense involving 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.
2.6.3 Efficiency Records - 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 on individual
efficency of each employee in the classified service of the City. Such
reports shall cover the following periods: Quarterly for probationary
employees and annually for permanent employees.
Reports must be filed not later than five days after the close of such
periods. 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 . Any employee may, upon request, ascertain his
own service rating.
2.6.4 Physical Examinations - The City shall require that all initial , permanent
employees be in such physical or mental condition to perform the duties of
their jobs and shall require an initial medical evaluation 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
2.2
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.
2.7 Employee 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 conderning his marital status, number of dependents, and
his correct address and telephone number.
2.8 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.
2.9 Nepotism - No person shall be appointed to any position in the classified service
who is a relative by blood or marriage within the second degree 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 a department which has in its employ
a person who is a relative by blood or marriage within the second degree.
2.10 Hours of Work - Except as otherwise provided for, the normal work week shall be
40 hours. The City Manager may establish work schedules consistent with the
normal business practices within the community and the needs of the City.
2.3
RULE III
CLASSIFICATION
3.1 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. classif.ied 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 .
3.2 Following the adoption of the classifiction plan, the City Manager shall
allocate every position in the classified service to one of the classes
established by the plan.
3.3 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.
3.4 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 concerning demotions and promotions.
3.1
RULE IV
COMPENSATION
4.1 Application of Rates - 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.
4.2 Compensation Schedule - The compensation schedule for the classified service
shall include a list of classes of positions by occupational group, with the
standard rates of compensation shown for each class.
4.3 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.
4.4 Application of the Compensation Schedule - The salary range as set forth for
each classification shall be applied in accordance with the following:
4.4.1 New Appointments - The minimum rate for the class shall generally apply to
employees upon original appointment. When circumstances warrant it,
however, an original appointment or reinstatement may be made at a rate
other than the minimum. However, all permanent employees in the class who
are being paid at a step lower than that prescribed for a new appointment
may have their compensation raised to equal that being prescribed for a
new appointment. The City Manager will decide each case based in part on
the experience and training of each employee involved and according to the
needs of the City.
4.4.2 Normal Advancements - Advancement to Step "B" is an incentive adjustment
to encourage an employee to improve his work. Employees shall be made
eligible for this adjustment if they were appointed to step "A" and if
they have completed the probationary period established by the
4.1
compensation schedule for that class. Additional steps may be provided
for in the compensation schedule for employees who are fully qualified,
experienced, and ordinarily conscientious in their work, and, therefore,
upon completion of at least that period of time provided for in the
compensation schedule, an employee may be advanced to the next highest
rate.
4.4.3 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 be provided for. Advancement shall not be automatic, but
shall depend upon increase 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.
4.5 Exceptional Service - 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.
4.2
4.6 "Y' Rate - "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
permanent 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 permanent
status may appeal a salary reduction to the City Council .
4.7 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
permanent 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.
4.8 Pay Increases Other Than Advancement and Promotion - The provision governing the
granting of pay increases specified in Rule 4.4.3 shall apply to all pay
increases as well as advancements.
4.9 Transfer to Position within the Same Class - When a transfer of position is made
within the same pay range, there shall be no salary increase or decrease because
of such transfer.
4.10 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 the step determined to be most equitable. Such action shall not be
contrary to the general intent and spirit of this Rule.
4.3
4.11 Overtime - General - All nonexempt employees who render overtime service and, as
a result, whose time worked exceeds the normal work week, shall be paid
overtime. 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.
4.12 Overtime Rate - Overtime shall be computed at one and one half times employee's
hourly rate of pay. The smallest unit of time worked to be credited as overtime
shall be a half hour.
4.13 Compensatory Time Off - Exempt employees shall be allowed to accrue compensatory
time in lieu of overtime pay. Said compensatory time shall be accrued as hours
worked in excess of 40 hours per week or eight hours per day. 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.
4.14 Temporary Salary Increase - The City Manager may, at his discretion, grant an
employee a temporary advancement of not more than two standard salary ranges 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 having a
salary at lease four ranges higher than his regular 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.
4.4
RULE V
LEAVES OF ABSENCE - ANNUAL VACATIONS
5.1 Earned Vacation - Full Time - Each 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:
5.1.1 Vacation Rate - General Service Employees - Each eligible employee shall
be credited with:
a. Ten working days vacation following completion of his first, second,
third, fourth, and fifth years of service;
b. Fifteen working days following completion of his sixth through tenth
years of service; and
c. Twenty working days vacation following completion of his eleventh and
succeeding years of service.
5.1.2 Posting of Earned Vacation - Earned vacation will be 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 in Section 5.1.1.
5.2 Vacation Credit Accumulation - 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 employee shall be
granted in any one year more vacation than 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.
5.1
5.2.1 Maximum Vacation ccum 1 i A u at on - Unused vacation accumulated by an employee
shall not exceed the total of two annual vacations to which, according to
his total years of service, he is entitled.
5.2.2 Preceding Anniversary Date Excess Vacation to be Taken - Prior to June 30
of each year, each employee shall be granted that part of his annual
vacation which could not be accumulated and carried over to a subsequent
year.
5.2.3 Unused Vacation at Separation - At the time an employee who has served
continuously for at least six months is separated from the City service,
whether voluntarily or involuntarily, 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 in Section 5.1 of these Rules.
5.4 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.
5.5 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.
5.2
5.6 Vacation Requests 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 on the prescribed form, signed by the employee,
and approved by the appointing authority.
5.7 Administrative Leaves - On July 1 of each year beginning with the July 1
immediately following the first anniversary of employment of the City Manager,
the City Manager shall receive ten (10) 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.
5.3
RULE VI
HOLIDAYS & COMPENSATORY TIME
6.1 Fixed Holidays
Employees appointed to full -time regular positions shall be entitled to the
following fixed holidays:
New Year' s Day Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day Day before Christmas
Labor Day Christmas Day
Veterans ' Day Day before New Year' s Day
6.1.1 Floating Holiday - Employees appointed to full-time regular positions shall be
entitled to one floating holiday per calendar year, to be taken within that
calendar year and coordinated with his or her Supervisor.
6.2 Holiday - New and Terminating Employees - New and terminating employees must be
on the payroll the day before and the day after a fixed holiday to receive
holiday pay. Regular employees must be on the payroll the day before or the day
after a fixed holiday.
6.3 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.
6.4 .Employee Required to Work on a Fixed Holiday - Whenever a non-exempt employee is
required to work on a fixed holiday, the employee shall be paid overtime
therefor. Exempt employees shall be eligible to receive compensatory time off
for time worked on holidays.
6.1
l
RULE VII
LEAVES OF ABSENCE - SICK LEAVE, LEAVE WITHOUT PAY,
MILITARY LEAVE, COMPULSORY LEAVE, MATERNITY LEAVE,
JURY LEAVE, FUNERAL LEAVE
7.1 Sick Leave - Sick leave with pay. shall be granted to all probationary and
permanent 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, may be grounds for
disciplinary action.
7.1.1 Compensation Procedure - In order to receive compensation while absent on
sick leave, the employee shall notify his immediate superior or the
Personnel Officer prior to time set for beginning his daily duties, or as
may be specified by the head of his department.
7.1.2 Physician 's Certificate - When absence is for more than three work days,
the employee shall be 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.
7.1.3 Emergency Sick Leave - No more than three days sick leave in any twelve
month period may be taken in case an employee's presence is required to
care for parents or relatives who are members of his household due to an
emergency because of serious sickness or disability. In each such case,
the appointing power shall grant such sick leave only when, in his
opinion, the condition of the sick or disabled person and the relationship
7.1
of the sick or disabled person to the employee warrants such use of sick
leave.
7.1.4 Sick Leave Earning Rate - Each employee who is paid at a monthly rate
shall earn sick leave at the rate of one work day for each calendar month
of full-time active service. All such sick leave which is ..unused may be
. accumulated.
7.1.-5 Workmen 's Compensation and Sick Leave- All compensation received in
accordance with the provision of the Workmen's Compensation Act of the
State of .California shall be deemed to be included in any compensation due
from the City by virtue of any grant for sick leave with pay.
7.1.6 Sick Leave Conversion Privilege - Any employee who has taken five days
sick leave or less during the fiscal year ending June 30 of each year
shall be entitled to convert up to three days of unused sick leave to
vacation leave; however, in no case shall such conversion reduce an
employee's accumulated sick leave balance below 24 days. No prorations
shall be made for employees terminating on or before June 30 of the fiscal
year.
7.1.7 Unused Sick Leave at Time of Separation - Any employee who voluntarily
separates from City service after a minimum of five years shall be
compensted for 40% of all unused sick leave.
T.2 Funeral Leave - No more than three days special leave with .pay maybe granted in
any twelve-month period to a permanent or permanent/probationary employee in
order to discharge the customary obligations arising .from the death of a
grandparent, .parent, spouse, brother, sister, child, or relatives who are
members of his household. Requests for such leave must be approved by the
appointing authority and supported by such facts as he may require.
7.2
7.3 Leave of Absence without Pay - The City Manager may grant a permanent 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 forth the reason for the
request, and .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.
7.4 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.
7.5 Compulsory Leave - 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 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 employee's
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
7.3
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.
7.6 Maternity Leave - Female employees who become pregnant may continue regular
-employment status, -subject to the ability to perform their .required work. Any
permanent =employee may apply in writing -for sick leave .or a leave of absence
without pay to extend three months beyond the birth of her child.
7.7 Jury Leave and Compensation - Every permanent 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.
7.4
RULE VIII
SEPARATION FROM THE SERVICE
8.1 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.
8.2 Types 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.
8.1
RULE IX
APPEAL TO CITY COUNCIL
9.1 Right of Appeal - 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 (10) calendar days from
the date the employee was notified of the appealed action.
9.2 Method of Appeal - Appeals shall be in writing, subscribed by the appellant,
and filed with the City Manager, who shall , within ten (10) days after receipt
of the appeal , inform the City Council , the appointing power, 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.
9.3 Notice - Upon filing of an appeal , the Personnel Officer shall set a date for a
hearing on the appeal not less than ten (10) days, nor more than thirty (30)
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 places
as the City Council shall prescribe.
9.4 Investigation - Upon the 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.
9.1
9.5 Hearing - 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 Nos.
CC-82-39 and CRA-82-06, making applicable the provisions of 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.
9.6 Findings and Recommendation - The City Council shall , normally within ten (10)
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 .
9.7 Majority Vote Necessary for Action - Action under this rule shall require a
majority vote of the City Council .
9.2
RULE X
PROBATIONARY PERIOD
10.1 Objective of Probationary Period - An appointment shall not be permanent 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 posi-tion, and for dismissing any probationary employee whose
performance or personal qualifications do not meet the required standards of
work.
10.2 Permanent Appointment Following Probationary Period - All original and
promotional appointments shall be tentative and subject to a probationary period
of six full calendar months. Appointment to permanent status from probationary
status of any employee shall require the written approval of the City Manager,
prior to the employee attaining such permanent status.
10.3 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 .
10.4 Rejection Following Promotion - Any employee rejected during the probationary
period following a promotional appointment shall be reinstated to the position
from which he was promoted unless charges are filed and he is discharged in the
manner provided in the Personnel Ordinance and these Rules.
10.1
RULE XI
REPORTS AND RECORDS
11.1 Employee Master Record - 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.
11.2 Change of Status Report - Every appointment, transfer, promotion, demotion,
change of salary rate, and any other temporary or permnent change in status of
employees shall be reported to the Personnel Officer in such manner as he may
prescribe.
11.1
RULE XII
EDUCATION INCENTIVE POLICY
12.1 Introduction - The City Manager and department heads share joint responsibility
for employee training. However, any 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.
12.2 Prior Approval Cost of tuition and books will be paid for by the City of Grand
Terrace, given the following provisions:
12.2.1 Approval 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.
Request for Approval of Courses must be made on "Prior Approval for
Tuition Reimbursement" form, available from Department Heads or the City
Manager.
Upon Completion of Course(s) , employee', must submit to the City Manager a
"Request for Tuition Reimbursement" form, with required receipts and
grade slips.
12.3 Criteria for Approval - In' reviewing courses requested by employee for tuition
reimbursement, the City Manager, in consultation with the employee's department
head (or immediate supervisor) , shall use the following criteria in determining
if course(s) is/are suitable for reimbursement from the City:
12.3.1 Relatedness to City Work - Course(s) must be directly related to
employee's present and future career goals within the public sector.
12.1
12.3.2 Availability 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.
12.3.3 Alternate 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 the
City forward reimbursement money if the possibility of duplicate funding
exists.
12.3.4 Applicability 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.
12.3.5 Applicability to Graduate Study - This policy is not applicable to
courses leading to beyond a Master' s Degree.
12.4 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:
12.4.1 Prior Employment ,- Employee must be employed full time by the City of
Grand Terrace for at least six months prior to the date "Prior Approval
for Tuition Reimbursement" form is submitted.
12.4.2 Passing Grade - In addition to providing receipts for all courses taken,
employee must present evidence of passing grade, defined as either:
12.2
a. Credit or pass, if course is offered on basis of 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.
12.5 Books. - This policy shall also include the following provisions:
12.5.1 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.
12.5.2 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.
12.6 Administration of Policy - 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.
12.3
RULE XIII
CITY IDENTIFICATION CARDS
13.1 Permanent Employees - All permanent employees will be issued
identification (ID) cards to expire every four years on December 1
starting with December of even numbered years closest to the date of
hire.
13.2 Temporary Employees - ID cards will be issued only with authorization of
the City Manager to those temporary employees dealing directly with the
public. The expiration date will be the term of estimated
employment. No expiration date will be stated for intermittent
employment, and these cards will be surrendered and re-issued as needed.
13.3 Council Members - All Council Members will be issued ID cards to expire
on December 1 following term of office.
13.4 Contracted Staff - ID cards will be issued only to contracted staff
exposed to the public and will expire December 1 of even-numbered years.
13.5 Replacement or Re-issue - ID cards will be re-issued as follows:
13.5.1 Lost or Stolen ID cards will be re-issued upon receipt of a
signed affidavit stating the card was lost or stolen.
13.5.2 Damaged ID cards must be surrendered prior to replacement.
13.5.3 Change of Title- ID cards will be re-issued when there is a
change of title. The expiration date will be as outlined in the
above paragraphs using the closest December 1 of even-numbered
years. (The replaced ID card must be surrendered to Personnel . )
13.5.4 Replacement Fee for Lost or Stolen Cards - A fee of $2.00 will
be charged for the replacement of each lost or damaged ID
card.
13.1
-J
13.6 Termination of Employment or Service - 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.
13.2
RULE XIV
ISSUANCE OF KEYS TO CITY FACILITIES
14.1 Objective - The purpose of this policy is to ensure the orderly and
systematic distribution of keys to City facilities.
14.2 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.
14.3 Responsibility - The Deputy City Clerk shall be responsible for
numbering, issuing, duplicating (see Para. 14-5) , keeping an updated
record, and maintaining master and extra keys.
14.4 Procedure
14.4.1 - Approval -Keys will be issued upon written request of the
department head to the City Clerk Department, which will obtain
the approval of the City Manager.
14.4.2 - Assignment - All personnel assigned keys will sign an
acknowledgment of receipt.
14.4.3 - Transfer of Keys - No keys will be transferred without
coordination with the department head and the Deputy City
Clerk, who will advise the City Manager of the transfer.
14.5 Duplication - Duplication of keys must be done in -coordination with
the Deputy City Clerk. Any unauthorized duplication of keys will be in
violation of the Rules -and -Regulations to Administer Personnel Matters.
14.6 Temporary Issuance - Temporary keys will be issued on a sign-out
basis.
14.1
r
14.7 Lost or Stolen Keys - It is the assignee's responsiblity to
immediately report any loss of City keys to the City Manager or the
department head, who will immediately advise the City Manager. A fee
of $2.00 will be charged for each lost or stolen key.
14.7 Lost or Stolen Keys - It is the assignee's responsiblity to
immediately, report any loss of City keys to the City Manager or the
department head, who will immediately advise the City Manager. A fee
of $2.00 will be charged for each lost or stolen key.
14.8 It is the responsiblity 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.
14.2