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HomeMy WebLinkAbout4186 , , RESOLUTION NO. 4186 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA ADOPTING PERSONNEL RULES AND REPEALING ALL PRIOR RESOLUTIONS ESTABLISHING SUCH RULES. WHEREAS, after studying proposed Rules for many months, the Personnel Board did on December 10, 1970, recommend to the City Council the adoption of the Rules hereafter set forth; and WHEREAS, the best interests of the City of Arcadia and its employees will be served by the adoption of said Rules, and the repealing of all prior Rules. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The Rules hereinafter set forth are hereby adopted as the Personnel Rules of the City of Arcadia. -1- 4186 " " ; , '" ~.,.. TABLE OF CONTENTS '. RULE ~ I. GENERAL ORIENTATION, . . . . . . . . . . . . . . . . . . . . . . . . . .. 1 - 4 II. CLASSIFICATION................................... 5 III. RECRUITMENT, SELECTION AND APPOINTI-lENT. . . . . . . . . .5- 7 IV. ' ELIGIBLE LISTS................................... 8 V. }lETHODS OF FILLING VACANCIES....................9-10 VI. PROBATIONARY PERIOD.............................. 10 VII. COMPENSATION AND WAGE ADMINISTRATION...........10-14 VIII. LEAVES........................................ .15-19 IX. TRANSFERS........................................ 19 X. SERVICE RATINGS... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ., 19 XI. LAYOFFS, DEHOTIONS AND DISHISSAL................. 20 XII. REPORTS FROM DEPARTHENTS... . . . . . . . . . . . . . . . . .. . . ., 20 XIII. HAINTENANCE OF RECORDS........................... 21 XIV. PERSONNEL BOARD.................................. 21 " ~; " -,. .- " -, RULE I - GENERAL ORIENTATION '. SECTION 1. INTENT. The objectives of these,rules are to facilitate efficient and economical services to the public and to provide for a fair and just system of personnel management in the municipal government. These rules set forth the obligations, rights, privileges, benefits, and prohibitions which are placed on all employees in the Classified Service of the City of Arcadia and those pro- cedures which insure like treatment for those who present themselves for origi- nal employment or promotion. At the same time, within the limits of adminis- trative feasibility, recognition shall be given to the fact that individuals differ, that no two individuals react alike to reward and punishment and to uniform motivation and encouragement. SECTION 2. DISCRIHINATION. No person shall be employed, terminated, or in any' way favored or discriminated against because of race, religious belief, or poli- tical opinion. SECTION 3. TENURE OF OFFICE. The tenure of every employee in the Classified Service shall be based upon continued satisfactory service, proper personal conduct, continuing mental and physical fitness for his position as determined by the appointing power, based on competent medical authority, existence of the need for the work performed, and the availability of funds. SECTION 4. AMENDMENT AND REVISION OF RULES. Recommendations for amending or revising these rules shall be submitted to the City Manager for review and re- commendation to the Personnel Board at least five days prior to their review by the Board and presentation to the Council. A statement of intention to amend the Rules contained in the minutes of any meeting shall be deemed sufficient notice. All rules and amendments thereto shall become effective on the date specified by the City Council in its approval thereof. Copies of rules and all effective amendments shall be on file in the office of the Personnel Director. The rules are to be reviewed and made current within 90 days Rfter the begin- ning of each fiscal year. SECTION 5. MERIT SYSTEM. A11 appointments and promotions of City officers and employees shall be made solely on. the basis of merit and fitness demonstra- ted by examination or other evidence of competence. SECTION 6. OUTSIDE E}WLOYMENT. The City does not encourage employees to engage in outside employment, however, it does not prohibit outside employment subject to th~ following conditions: No Arca9ia City employee shall be engaged in out- side employment which: 1. Requests or requires employment with the City of Arcadia as a prerequisite for said outside employment. 2. Creates a conflict of interest. 3. Interferes with the employee's efficiency. The name and location of any outside employer, (including self-employment), shall, be filed \,ith the departmental administrator and Personnel Department by the em- ployee within three days after beginning such outside employment. ..~~. SECTION 7. DEPARTMENTAL RULES. Employees shall abide by departmental rules es- tablished pursuant to Rule XII, Section 2.' -1- RULE I - GENERAL ORIENTATION - continued SECTION B. DEFINllIONS AND MISCELLANEOUS RULES. 1. APPOI~~ING POWER. Each departmental administrator shall have the power to appoint, supervise, suspend, or remove such assistants, deputies, subordi- nates and employees as are provided lor by the Council for his department, subject to approval of the City }mnager and subject to the provisions of the Charter, Ordinances, Resolutions, and the rules and regulations pro- mulgated thereunder. 2. BOARD. The Personnel Board established in accordance with the Charter of the City of Arcadia. 3. CLASSIFIED SERVICE. Positions in the City employ not included in the City Charter in the Unclassified Service or designated by the City Council to be in the Unclassified Service. 4. ALLOCATION. The assignment of a single position to its proper class in accordance with the duties performed and the authority and responsibility exercised. 5. CLASS. A group of positions sufficiently similar in duties and responsi- bilities so that: a. 'The same descriptive title properly may be used to designate each position allocated to the class. b. The same basic minimum qualifications may be required of all incumbents. c. The same selection devices may be used to screen qualified employees. d. The same salary rate or range can apply with equity under substantially the same working conditions. 6. CLASS SPECIFICATION. A written description of a class which dis- tinguishes it from every other class in the classification plan and provides a guide for the allocation of all specified positions in the Classified Service to classes. 7. POSITION. Any office title or employment which has been assigned a salary or otherwise funded. B. o' 9. .' . TYPES OF APPOINIrlEN~. The following are types of appointment: temporary, probationary, permRoent and provisional. TE~WORARY APPOI~~}ffi~~. An appointment for 180 working days or less. \.Jhen an employee is formally assi.gned by the appointing pm.;er on a temporary basis to the full duties of an unfilled position in the classified service of a higher classification for a period in excess oT thirty consecutive working days, he shall receive the pay of that higher position after the initial thirty-day period. -, -2- RULE I - GENERAL ORIENTATION - continued . SECTION B. DEFINITIONS AND MISCELLANEOUS RULES - continued 10. PROBATIONARY APPOINTMENT. An appointment for a length of time set aside as a work test period prior to obtaining permanent employment. 11. PERHANENT APPOINT}ffiNT. An appointment to a permanent position given to those employees who have completed their probationary period. .' 12. PROVISIONAL APPOINTMENT. An appointment of a person possessing the min- imum 'qualifications established for a particular class in the absence of available eligibles. 13. APPOINT}lENT. The offer to and acceptance by a person of a position in the Classified Service. 14. OPEN COMPETITIVE EXAMINATION. An examination in which any person who meets the qualification requirements and who submits a proper applica- tion is eligible to compete. 15. CANDIDATE. An applicant who has been accepted to participate in the examination process. 16.' ELIGIBLE LIST. A list of names of persons who have passed in an exam- ination for a particular class and who are ranked in order of their final scores. >', 17. ELIGIBLE. A person whose name is on an eligible list, a promotional list or a reemployment list. 18. PROBATIONARY E}WLOYEE. Any employee who has been appointed from an eligible list but who has not yet completed his work test period. 19. PROMOTION. c lass which An advancement of an employee from one class to another has a higher maximum rate of pay. 20. PRONOTIONAL LIST. A list of names of permanent employees who have qualified through the ,promotional examination for consideration and appointment to a higher class and who are ranked in order of their final score. 21. REEMPLOY}lE~~ LIST. A list of employees who have been legally laid off because of discontinuance of position, lack of work or lack of funds. .'. 22. EMPLOYME~~ DATE. Employment date for each employee shall be the date on which such employee was first appointed to a full-time position in the City employ. The period of continuous full-time employment from and after such employment date shall be used in computing stability pay, sick leave and vaca tion, and shall be the starting point for de- termining salary step increases; provided, however, that when an em- ployee is promoted, the applicable salary step and salary step increase dates shall be determined as provided in Section 2 of Rule VII hereof. ......... -3- RULE ,I ~ GENERAL ORIENTATION - continued SECTION B. DEFINITIONS AND MISCELLANEOUS RULES - continued 23. TRANSFER., The movement of an employee from one position in a class to another in the same or similar class in the same or in a different department. 24. SALARY ADVANCEMENT. An increase in salary from current step to a higher'step within the same salary range based upon performance and continuous service in the same class. 25. SALARY REDUCTION. A decrease in salary from current step to a lower step within the same salary range for disciplinary or other reasons. 26. DEHOTION. The movement of an employee from one class to another class which has a lower maximum salary rate. 27. REJECTION. The demotion or termination of an employee during his probationary period. 28. TER}UNATION. Separation of an employee ,from the services of the City. 29. NEP,OTISH. appointing within the Under pO\ver third the Charter, any department head, other officer, or shall not appoint any relative by blood or' marriage degree to any po~ition in any City service. 30. ELIGIBILITY FOR SUPPLE}lli~~AL WAGE BENEFIT PAY}lENTS. /, All full time employees shall be entitled to receive all the benefits provided by the City of Arcadia for its employees as specified in the Resolution adopting said benefits. When eligible, all benefits shall be provided at one-half of the stated rate to part-time employees regularly working twenty or more hours per week. .,... ~4- RULE II - CLASSIFICATION SECTION 1. PREPARATION OF CLASSIFICATION PLAN. The Personnel ,Director 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 appointing authorities and departmental administrators affected, shall r~commend a classification plan for such positions. The classificatipn plan shall consist of classes of positions in the Classified Service defined by class specifications, including the title. SECTION 2. NATURE OF CLASS SPECIFICATION. The classification plan shall be so developed and maintained that all positions substantially similar with respect to duties, responsibilities, authority, and character of work are included within the same class, and that the same schedules of compensation may be made to apply with equity to all positions in the same class. SECTION 3. ADOPTION OF THE PLAN. A proposed classification plan, after con- sultation with the City }mnager, other appointing powers, and employees in each class, shall be presented by the Personnel Director to the Personnel Board for consideration and study prior to its presentation to the Council for adop- tion. SECTION 4. REVISION OF THE PLAN. (a) Revisions of the classification plan may be made by the Council upon recommendation of the City Manager. Whenever it is proposed that a position be changed from one class to another," such change shall not be made without first notifying the incumbent of the proposed change in writing and giving him a minimum of ten days to be heard, should he desire, prior to the change being enacted. (b) Revisions of the Classification Plan involving changes in class specifications may be made by the Council upon recommendation of the Personnel Board. SECTION 5. RECL~SSIFICATION. A reclassified position may be filled by pro- motional examin$tion. In the case where the number of qualified applicants is equal to or less than two plus the number of positions to be filled, the departmental administrator may request that the: Personnel Board waive the examination. All qualified applicants shall then be certified to the departmental administrator for his consideration and appointment. (This section applies to employeei only.) RULE III - RECRUITIlENT, SELECTION AND APPOU,~HENT SECTION 1. RECRUl nlE~~. Personnel Director shall to the examination. In order to carry out the intent of the Charter, the advertise each open examination at least once prior 'l...". -5- RULE III - RECRUJTNENT, SELECTION AND APPOINTMENT - continued SECTION 1. - continued (a) EXAMINATION A~~OUNCEMENTS. Written examination announcements shall specify the class title" the salary range, the nature of the posi- tion, the minimum requiremenOts, the relative weight to be assigned each part of the examination, the required passing score, the gen- eral nature of the test, the closing date for filing applications, and such other information as may be pertinent. Announcements 'shall be posted in appropriate locations for all interested parties. (b) APPLICATION FORNS. Applications for examinations shall be made on forms provided by the Personnel Director. (c) 'REJECTED APPLICANTS. Applicants can be rejected by the Personnel Director from further competition during the examination process if they clearly do not meet the minimum qualifications, are physi- cally 'or morally unfit, are guilty of fraud, make false statements on the application, or are othen,ise unfit for employment. Whenever an applicant is rejected, re.;lSOus for such rejcct!on shall be given to ,the applicant in writing. All applications shall remain on file for ten days after an eligible list has been established and all the applications of the eligibles shall be kept on file during the life of the list. Applications shall not be returned to the applicant for any reason. SECTION 2. EXA}ITNATIONS. Examinations for positions in the Classified Service shall be related to those matters which fairly test the relative capacity of the applicants to discharge the duties of the positions to which they seek to be ,appointed. Examinations may be assembled or unassernbled, may consist of written, oral, or performance tests or any combination thereof. Physical tests, medi.cal and psychiatric tests, and investigations .and evaluations of training, experi.ence, services, charactl?r, and personal traits may be made a part of any examination. In any examination in which the Personnel Director deems it desirable to do so, he may include a qualifying test and may set a mimimum qualifying standard. (a) TYPES OF EXANlNATION. The basic types of examination shall be open and promotional examinations. Entrance examinations are open to any person who meets the minimum qualifications and other requirements. published in the examination announcements. Promotional examinations. are open only to employees who have comple.ted at least one probation- ary period in the Clasaified Service and who meet the qualifications and requirements published in the examination announcement, provided that co:apetition in open and promotional examinations for the sworn positions in the Fire 'and Police Departments may be limited to desig- nated.ranks in each respective department. If, in the opinion of the Board, insufficient competition exists for filling a promotional examination, an open competitive e.xamG1"8.tion may be held for any position. -6- RULE III - RECRUITMENT, SELECTION AND APPOINTMENT - continued SECTION 2. - continued (b) EXAMINATION SCORES. Failure to obtain 70% in any part of an open examination shall disqualify the applicant from further competi- tion. Failure to obtain an average score of 70% in a promotional examination, unless otherwise stated in the examination announce- ment"shall disqualify the candidate. (c) CONDUCT OF EXAMINATIONS. All examinations shall be conducted and controlled by the Personnel Director, his authorized representative, or by, a contractual agency, under the direction, of the City }mnager. (d) NOTIFICATIONS OF THE EXAMINATION RESULTS. Each applicant in an ex- amination shall be given written notice by the Personnel Director of the results thereof, and, if successful, of his final earned score and his relative position on the eligible list. (e) WRITTEN TEST REVIEW. A keyed copy of the written test shall be made available for review by each candidate for five working days after the date on which the examination is given. During this five- day period, each candidate is entitled to protes t in writing against any keyed answer, provided the nature of his protest is clearly ex- pressed in writing and the reasons for his objection to the keyed answer clearly set forth. Whenever feasible, the candidate will be required to cite authority for his protest. The Personnel Director shall, to the best of his 'ability, make a fair determination as to the worth of ,each protest and shall make corrections, including the elimination of questions, as he is convinced are proper and then shall score the written test papers. (f) REVIEW OF EXAMIR~TION PAPERS. Examination papers of a candidate shall be open to his inspection only, for a period of ten working days after the date of the examination. He shall not bc allowed to review his paper more than tl<ice during this period. The can- didate, while reviewing the paper, shall not be given the privilege of making copies of any portion of the examination or keyed answers. Examination papers of applicants are not subject to inspection by the public, with the exception as hereinbefore provided, and such papers together with the referenced and oral rating sheets shall be confi- dential and shall not be open to inspection either by the applicant .or by the public. All examination papers shall be kept on file dur- ing the life of an eligible list. SECTION 3. }lEDICAL EXAMIR~TION. Eligibles selected by the appointing power may be required to pass a medical examination paid for by the City that is satisfactory to the City Hanager. If an eligible is disqualified in a lIledical examination, his name shall be stricken from the list of eligibles. An employee, at any time, may be required by the appointing power to take a medical examination, paid for by the City, to determine fitness for his duties. All ne\~ employees must pess a medical examination prior to appointment7'"" -7- RULE IV - ELIGIBLE LISTS SECTION 1. ESTABLISH}lENT OF ELIGIBLE LISTS. Five days after the conclusion of an examination, the Personnel Director shall ?repare and keep available an eligible list consisting of the names of persons successfully passing the examination, arranged in order of final scores from the highest to the lowest qualified score. lfuenever identical ratings are earned, they shall be given the same number on the eligible list, ' SECTION 2. -LIFE OF LISTS. Eligible lists shall become effective upon the announcement thereof by the Personnel Director, giving the relative ratings of the na~es appearing thereon. Eligible lists shall remain in effect for one ye~r unless the list is extended or abolished. Cancellation or any change made in an eligible list shall not invalidate an appointment previously made from such lis t. Eligible lists may be extended by the Personnel Board for a period not to exceed one year. Eligible lists may be abolished by the Personnel Board when there are less than three available names remaining thereon. Reemployment lists shall remain effective for two years from the date of the latest ~eparation from service. SECTION 3. REMOVAL OF NAHES FROM ELIGIBLE LISTS. The name of any person appeartng on an eligible list shall be removed by the Personnel Director if the eligible requests in writing that his name be removed or if he fails to respond within a designated time to a'request that he appear for an employment intervtew. The person affected shall be notified of the removal of his name by notice mailed to his last known address. A name may be removed by the Personnel Board for cause. The name of a person on a promotional list "ho resigns from the City service shall be removed from such list, The name of a person who after appointment from a promotional list is rejected during the probationary period may be restored by the Personnel Board to the promotional list but shall ,not be certified to the same appointing power. The name of a person who has been appointed shall be removed from the eligible list from which he was appointed. The name of any pel'son who declines an appointment to a probationary position without submitting a written waiver shall be relnoved from the eligible list. SECTION 4. HAlVERS OF CERTIFICATION. 'Any person whose name appears on a pco- motional or eligible list may request in writing that his name be placed on an inactive list so that during the requested period no certifications of 11is name "ill be made. Said person may at any time during the life of the promo- tional or eligible list request that his name be taken off the inactive list and again be placed on the active promotional or eligible list. In the event that the name is again p laced on an ac ti ve lis t" it wi 11 be placed in the same relative position as though the name had never been removed. ~. , -B- RULE V- METHODS OF FILLING VACANCIES SECTION 1. GENERAL PROVISIONS.' All proqationary appointments to vacancies in the Classified Service shall be filled by appointment of eligibles from eligible lists or by transfer,' demotion, or reinstatement. When eligible lists are used to fill vacancies, they shall be used in the following order: (a) By appointment of eligibles from reemployment lists, regardless of the number of names appearing thereon. Such lists must be exhausted prior to using promotional and eligible lists. (b) By appointment of eligibles from promotional lists (c) By appointment of eligibles from eligible lists SECTION 2. REQUISITIONS. Ifhenever a vacancy in the Classified Service is to be filled, the appropriate appointing power shall notify the Personnel Director. The Personnel Director shal1 advise the City Manager and the appointing power as to the availability of eligibles on eligible lists, or of employees by trans- fer or demotion. Should the appointing power desire to wait in excess of sixty days to fill the position, he shall submit in writing the reasons ther~for to the City }mnager and Director of Personnel. SECTION'3. CERTIFICATION OF ELIGIBLES, Upon request, the Personnel Director shall certify to the appointing power from the appropriate eligible list or lists the names and addresses of three persons who stand highest on the eli- gible list or lists for one vacancy, and an additional name for each additional vacancy if more than one position is to be filled at one time. Persons having identical ratings shall be certified together. Whenever only one eligible list exists from which certification is to be made and such list contains less than three names or whenever less than three eli- gibles can be certified from all eligible lists, with the exception of reem- ployment lists, the appointing pmoler may, in his discretion, make an appoint- ment from the names thus certified or may refuse to make an appointment from the names thus certified from such list or lists and request a new examination be held for the purpose of establishing a new eligible list or lists. Whenever there are at least three names on an eligible list for a class, the appointment must be made from the names certified. SECTION 4. APPOl!\~NT PROCEDURE. In making tbe appointment, the person to be appointed shall be notified. If the appointment is accepted, and the pcr- ~on presents himself for duty within such period as the City Hanager or appoint- ing pOHer shall prescribe, he shall be fingerprinted by the Police Department, administered the oath of allegiance by. the City Clerk 'alld deemed to be appointed. Otherwise, he shall be deemed to have declined the appointment, All appointments, whether temporary, provisional, probationary, or permanent, shall be reported to the Personnel Director on forms prescribed by him, SECTION 5. PROVISIONAL APPOI!\~IENT, Whenever a vacancy exists in the' class- ified service, a provision~l appointment may be made from the candidates eli- gible to take the cxa17lina~~.on. ~~':- ,-9- 'RULE V - METHODS OF FILLING VACANCIES - continued SECTION 6. ASSIGNl-lENTS. The appointing power shall develop a procedure to be followed fo~ consideration of employees for assignments involving an increase in pay. The procedur,e shall be a part of the departmental rules and regulations. Assignments may be made only after each 'eligible employee has had an equal oppor- tunity to be considered under the departmental ,procedures. RULE VI - PROBATIONARY PERIOD -' SECTION 1. LENGTH OF PROBATIONARY PERIOD. Persons appointed to all permanent positions, entrance or promotional, in the sworn service of the Police and Fire Departments, shall be on probation for twelve months before attaining permanent status. Pe~sons appointed to other permanent positions shall be on probation for a period of six months before attaining permanent status. The probationary period is a part of the examination process and is a work-test period. During the probationary period, a probationer may be released or demoted (if he holds permanent status in a lower class) without right of appeal if the appoint- ing power deems him unfit or unsatisfactory for service. Any such action shall be made a ~tter of record in the Minutes of the Personnel Board at its next regular meeting. When a provisional appointment is made to a probationary position and subsequently the appointee is appointed to the position as a probationary employee with no time interval between the provisional and probationary appointment, the "employment date", as herein defined, shall be the date first appointed on a provisional basis. SECTION 2. REPORTS OF PROBATIONERS. It shall be the duty of each appointing power during the probationary period of each employee in his department to inves- tigate thoroughly the performa[1ce and general acceptability to determine whether or not the employee is fully qualified for permanent appointment. He shall make a report on the employee I s performance and conduct at the completion of one-thi,rd of the probationary period, again upon completion of two-thirds, and at least ten days before the end of the probationary period. Such reports shall be made upon forms prescribed by and submitted to the Personnel Director, RUlE VII . COHPENSATlON AND WAGE ADHINISTRATION SECTION 1. PREPARATION OF PLAN. The Personnel Director, under thc direction of the City HaI1ager, shall periodically make or cause to be made salary studies and supplemental wage benefit studies for the various classes of positions in'the City. Information collected in such studies shall be available to all employees involvcd. SECTIOtl 2. PROHOTION OR ADVANCEHENT I.N RATE OF CmWENSATION. (a) Hhen an employee is promoted, his pay shall advance to the 10\,est step in such higher range that will provide not less than one step increase iI1 compensation unless the top step in such range provides less than on8 step increase. Such one step shall be measured by the range from which he is promoted. ~.......,.. -10- RULE,VIl - CO}WENSATION AND WAGE ADMINISTRATION - continued SECTION 2. PRONOTlON OR ADVANCEMENT IN RATE OF CmWENSATION - continued (b) An employee promoted to a higher classification shall retain his same step increase date which was ln effect for his previous lower classi- fication, except that, when an employee at the top step of his salary range is promoted, his date of promotion shall be used in determining the date of future step increases. SECTION 3. DENOTION - EFFECT UPON CO}WENSATION. An employee may be disciplined by reduction in compensation to any step in the salary scale applicable to his position or to the position to which he is demoted, as provided in the City Charter. SECTION 4. VOLUNTARY DEMOTION. Any employee may request a voluntary demotion at any time. Every such request must be reported to and approved by the City Manager, SECTION 5. STEP ADJUSTrlENTS. (a) Hith the approval of the City Nanager, an employee may be hired at Step A, B or C in the salary schedule applicable to the classifi- cation. (b) The City Manager shall have the authority to adjust an employee's salary step within that employee's salary range when the purpose is to correct an existing inequity or give recognition to excep- -tional performance. SECTION 6., (a) Stability Pay. This feature of the Pay Plan is intended to encour- age stability of employment by recognizing years of service with compensation, The plan pays 1/2 of 1% of the employee's yearly base rate for each year of consecutive service. The first paY~lent of 2!z% of the yearly base is made after the cO:llpletion of five years of service. The maximum amount to which the percentage is applied is $5,000. (If ,the base rate is $4B7 x 12 months = $5,B44, credit will be given for $5,000, thus the stability payment upon completion of five years of service would be $5,000 x 2!z% = $125.) Each year after the completion of the fifth year of service, an additional !z of 1% of the base rate to a maximum of 20 years is given. A max- imum of $500.00 could be received, cc:>ntinuing each year thereafter. Cash stability payments are made once a year betl<een December 1 and December 10th to employees on the payroll as of December 1. Stability payments will be paid on a pro-rata basis to those employees that retire or are laid off prior to December 1, provided they meet all eligibility requirements. (b) (b) Educational Bonus Pay. Ifhen a permanent employee has satisfactorily completed a course of academic study or has achi2ved vocational cer- tificates which qualify that employee for. a promotional class~fica- tion within his, job series and the courses taken represent a r;rl.ldmnm -11- '-- RULE VII - CO}WENSAfION AND WAGE AD~rrNISTRATION - continued SECTION 6. (b) Educational Bonus Pay - co~tinued of one school year of full time college class work or equivalent, that employee, upon approval of the City Hanager, shall receive an increase in pay which is equivalent to a one-step differential in his pay range. Said employee shall continue to be paid such differential as long as ," he retains that classification. When the academic requirements for the promotional classification do not exceed those of the current classifi- cation, no bonus shall be paid. (c) Educational Pay - Tuition Reimbursement. Payment of from 25-100% of costs of tuition, books and fees at accredited public co lIeges or uni- versities or, on recommendation of the City }mnager, private colleges, universities or technical schools. Classes taken must be related to the job classification series or in a fi.eld related to the job class- ification. Prior to reimbursement of costs, all course <<ork must be completed while employed by the City of Arcadia with a passing grade of "c" or equiva- lent (when numerical score or pass/fail grade is given). Any employee who shall terminate employment within one year from the completion of a class or classes shall refund all tuition paid under this provision unless he was required to attend by the appointing power. SECTION 7. EDUCATIONAL PAY - SWORN PERSONNEL. Educational Pay shall be paid to sworn Police personnel in the classifications of Policeman or Police- woman only, provided they have completed the probationary period of one year of service and have satisfied the basic education and training requirements by one of the following methods: 1. The sworn employee shall have been awarded an Associate in Arts Degree in Police Science, Police Administration or Criminology by an institution accredited by the California Department of Education. 2. The sworn employee shall have 60 or more college units acceptable to a college or university Hhich is accredited by the California Department of Education towards a Bacca- laureate Degree and have completed a minimum of 20 units in law enforcement acceptable to an accredited Californi.a Junior College tm,ards an Associate ;in Arts Degree i.n Police Scie~ce, Police Ad~inistration or Criminology. 3. A sworn employee, employed prior to December 31, 1965, Inay qualify by having been aI,arded an Intermediate Certificate :by the California Commission on Peace Officer Standards and Training. . .......... -12- ~ULE VII - COHPENSATION AND WAGE ADMINISTRATION - continued " SECTION 7. EDUCATlONAL PAY - SWORN PERSO~~L - continued With the exception of. the Fire Chief, Educational Pay is available to all sworn personnel in the fire Department who have completed the probationary period of one year of service and have satisfied the basic education and training require- ments by one of the following methods: -' 1. The sworn employee shall have been awarded an Associate in Arts Degree in Fire Science or Fire Administration by an institution accredited by the California Department of Education. 2. The sworn employee shall have earned 60 or more college units acceptable to a college or university which is accredited by the California Department of Education toward a Baccalaureate Degree, and have completed a minimum of 20 units in Fire Science accept- able to an accredited California Junior College towards an Asso- ciate in Arts Degree in Fire Science or Fire Admi.nistration. Persons meeting tl1e above requirements shall receiv"e additional compensation which is the equivalent to a one-step differential in his pay range. SECTION .B. OVERTl}lE. (a) With the approva 1 of the City Nanager and when necessary to perform essential work, a departmental administrator may require employees in his department to work at any time other than during regular working hours until such work is accomplished. An employee required to work under such conditions shall be credited with pay at the rate of one and one-half times the regular hourly rate or with time-off equal to time and one-half worked; no overtime credit shall be allowed for any period less than one-half hour, provided that an employee who is recalled to work after completing a day's work, in- cluding any overtime, shall receive a minimum credit of one hour of time-off or one hour at hi.s hourly rate. Such overtime shall be paid for, or time-off taken at the option of the employee if said adminiscrative officer consents thereto, "ithin 30 days of the date it is earned. All other overtime shall be compensated at straight time. Sworn personnel of the Police and Fire Departments shall be compensated at straight time for all overtime. (b) Employees shall recei.ve equivalent compensatory time off when directed to attend classes or functions by their department adIilinis crator or Ci ty l'Ianager. SECTION 9. Nileage. 'Hileage is reimbursed for travel in connection with City busines$. Prior approval must be obtained from the i.mmediate super- vi.sor or department head. If travel is required frequently during a month, reimbursement will be made once a month. Completed mileage forms shall be submitted to the department head consistent with the administrative policy. .~. -13- RULE VII - CO~WENSATION AND WAGE ADMINISTRATION .. continued SECTION 10. EXCEPTIONAL SERVICE. The City Hanager shall appoint a committee of City employees to be knmm as the "Exceptional Service A.'ards Advisory Conunittee". This committee shall evaluate the nominations for exceptional service awards and make recommendations 'to the City Manager for approval. Recommendations will be one or a combination of the following: (a) No award (b) Letter of commendation (c) 'Certificate of commendation (d) Cash Any full time employee of the City of Arcadia is eligible to participate in this program with the following exceptions: (a) The City Nanager and his Assistant (b) Departmental Administrators and elective officers (c) Hembers of the Exceptional Service Awards Advisory Committee , ~:...;".. -14- RULE VIII - LEAVES SECTION 1. POWER TO GRANT LEAVES. Upon the written request of an employee stating the reason3 therefor, the appointing 'power with the approval of the City Hanager, shall have power to grant leavcs of absence with or without pay, with the exception that leaves of absence with or without pay of more than thirty calendar days shall be granted only upon the recommendation of the appointing power and City Hanager and the approval of the Counci.1, sub- ject to the following restrictions: ' (a) Length. Leave of absence without pay may be granted for a period not to exceed one year with the exception that military leaves may be granted for the duration of a war or national emergency or as required by the Hilitary and Veterans' Code. (b) Reason. A leave of absence may be granted an employee, provided he meets all other requirements set forth in this rule, who desires to attend school or college or to enter training to improve the quality of his service, who enters military service of the United States, who is temporarily incapacitated by illness, or who pre- sents some other reasons equally satisfactory. (c) Right to Return. The granting of a leave of absence ",ithout pay confers upon the employee the right to return to his classifica- tion before or at the expiration of his leave of absence. There- fore, a leave of absence shall be granted only to an employee who intends to return to his classification with the City. (d) Service Record. No request for leave of absence will be considered unless the employee presenting the request has a satisfactory service record. (e) An employee granted a leave of absence may be required by thc appoint- ing pm,er or the City Hanager to succeSSfully' pass a medical examina- tion prior to being allowed to return to work. (f) The granting of a leave of absence of thirty days or less, with or without pay, shall not constitute an interruption of service within the meaning of this subsection. The granting of a leave of absence with or without pay of more than thirty days shall constitute an interruption of service unless, in the action granting such leave of absence, it is provided that such leave of absence shall not con- stitute an interruption of service. SECTION 2. MILITARY LEAVE. Hilitary leave shall be granted in accordance with' the provisions of the applicable California State Law., All employees entitled to and'taking military leave shall give the department head the right within the limits of military necessity and regulations to determine when such leave sha 11 be taken. If ,the officer or employee taking such leave for military service has been in the employ of the City for one year or more, next immediately preceding the ,date from which leave begins, he shall be allm,.ed his regular salary or com- pensatiori for a period of not more than thirty days in any calendar year'....br -1'5- RULE VIII - LEAVES - continued SECTION'2. MILITARY LEAVE - continued during any continuous leave of absence. If such employee has been in the employ of the City for less than one year immediately preceding the date upon which such leave of absence begins, such leave granted under this section shall be without pay. Upon requesting military leave, the employee must complete the required forms and submit to the City Manager through his appointing power a copy of his military orders. The foregoing limitations on leave of absence do not apply to employees who are drafted or receive orders to military duty for extended periods of time during war or national emergencies. Every employee who has been on extended military duty shall report' back for the performance of the duties of his employment within ninety days after his discharge or release from military duty. Failure to do so shall be reason for termination of his employment. Acceptance of extended military duty on a voluntary basis shall be reason for terminaUon of his City employment. Employees prior to being returned to employment from military leave shall submit other than a dishonorable discharge and take and pass a medical examination by a physician designated by the City Manager. Upon failure of a returning employee to submit other than a dishonorable discharge or pass the required medical exam- ination, he shall not be entitled to return to his employment with the City. Employees on extended military leave shall not lose or accumulate sick leave, vacation, senioritY.l .or other privileges because of such leave. SECTION 3. VACATION LEAVE. (a) Every full time sworn member of the Police Department and the Fire Department in the classified and unclassified service, with the exception of temporary appointments, shall accumulate vacation with pay at the rate of one and one-fourth working days per month for a total of fifteen working days per year during the first ten years of service and at the rate of one and five-sixths working days per month for a total of twenty-two working days per year after ten years of service. (b) Any o~he~ full-time employee in the classified and non-classified service, vlith the exception of tempoTnry appointments, shall accumu- late vacation with pay at the rate cf five-si:<ths of a "orking ,lay per month for a total of ten working days per year during the first five years of employment; at. the rate of one. and onc-t\lielfth day per month for a total of thirteen "orking days per year between the employee's fifth and tenth anniversary date; and at the rate of one- and one-fourth working days per month for a total of fifteen "orking days per year after ten years of employment. After fifteen years of employment, one additional day of vacation shall be added for each additional year of employment to a maximum of tHenty days at t\vcnty years. At the beginn.ing of the calendar year, an employee ""_, -16- RULE VIII - LEAVES - continued SECTION 3. VACATION LEAVE - continued (b) shall be creaited with the 'add~d days of vacation he will receive annually under the ensuing rate. Accumulated vacation shall be granted at the discretion of the appointing power. Upon termina- tion, vacation used shall be prorated against vacation earned. Vacation accumulated beyond the amount accumulable for a twenty- four months' period shall not be carried forward for more than One year. Any accumulated vacation shall be granted at the dis- cretion of the appointing power. (c) E~ery City employee who leaves the City employ for any reason shall be granted all accumulated vacation or shall be paid therefor at his rate of compensation applicable at the time he leaves the City employ. SECTION 4. SICK LEAVE (a) Every full-time employee in the Classified and Unclassified Service (with the exception of temporary appointments) shall be granted sick leave with full pay, said sick leave shall be accumulated beginning with the first month on the basis of one (1) day for each month of service. Employees may accumulate up to a maximum of 120 days sic~ lea ve wi th pay. (b) The appointing power and City Manager may require a medical examina- tion by a physician of any employee during absence on account of ill- ness of such employee. (c) Sick leave means authorized absence from duty of an employee because of illness, exposure to contagious disease, attendance upon a member of his immediate family seriously ill and requiring the care and attendance of such employee. Immediate family shall include any per- Son related by blood or marriage. (d) The appointing pOHer and City Hanager may require evidence of the reason for any e~ployee's absence caused by illness or death in the immediate family of the employee during the time for which sick leave is requested. (e) A full time employee in the Classified or Non-Classified Service, with the exception of temporary appointments, may be granted a leave 'of ab- sence with pay upon approv"al of the appointing pO".Jer and the City Nanager at the time of the death of a relative related by blood or marriage. Such leave up to a maximum of three 'IOrking days at one time shall not be charged against sick or other leave. If over three Horking days of such leave is granted at one time, that amount over three days shall be charged against sick or other leave. (f) In case pf absence due to illness, the employee shall notify his depart- ment in accordance with departmental rules and explain the nature of the i.l1ness. The appointing pmver and City Hanagcr may deny or revoke sick leave if the illness or injnry for Hhich it is taken is caused'~r sub- stantially aggravated by compensated outside " employment. -17- RULE VIII - LEAVES - continued , , SECTION 5. WORKMEN'S COMPENSATION. In those instances where an employee of the City of Arcadia is injured on duty and the injury is so recognized under the Workmen's Compensation Act by the City Qf Arcadia or the Industrial Accident Com- mission,- such employee shall be paid a combination of salary and Workmen's Com- pensation equal to his regular salary rate for such time as he is absent from duty because of such injury up to a maximum of one year from and after date of such injury. Lost time due to an injury on duty shall not be charged against an em- ployee's accumulated sick leave. SECTION 6. HOLIDAYS. (a) Each employee in the Classified Service, except sworn members of the Police and Fire Departments, shall be allQ\,ed with full' pay the fol- lowing holidays: New Year's Day - January 1 Washington's Birthday - The third Honday in February Good Friday - from 12:00 Noon to 3:00 P.H. Hemorial Day - The last Honday in }my Independence Day - July 4 Labor Day - 1st Monday in September Admission Day - September 9 Veterans Day - The fourth Honday in October Thanksgiving Day - 4th Thursday in November Christmas Day - December 25 One-h.~lf day preceding Christmas or Ne" Year's Day with approval of Department Head Every day appointed by the President or Governor for a public fast, thanksgh'ing or holiday Whenever New Year's Day - January 1, Independence Day - July 4, Admission Day - September 9, Christmas Day - December 25, falls on a Saturday or Sunday, the Friday preceding or the Jolonday follo"ing, respectiv<,ly, shall be a holiday. (b) Sworn members of the Police and Fire Departments shall be allowed the follo"ing holidays "ith full pay and no others: Ne\\T Year's Day }lemorial Day Independence Day Labor Day Thanksgiving Day Chris tmas Day Full pay for all s"orn members of the Fire Department shall be pay for six l2-hour periods.. (c) An employee required to I<ork on any, holiday allowed to him by this section shall be paid for the holiday and, in addition, he shall be compensated in accordance with the applicable overtime rules. (d) A holiday allowed by this Section to any employee occurring during any leave of absence with pay shall be added to the number of '~9rk- ing days 1 leave bf absence to which such employee is entitled. . -lB- RULE VIII - LEAVES continued , SECTION 7. JURY LEAVE. When a City employee is called or required to serve as a juror, attendance shall be deemed a leave of absence with full pay. The employee shall remit to the City Treasurer all fees received except mileage. .~ SECTION B. WITNESS LEAVE. An employee who is ,subpoenaed or required to appear in Court as a witness shall be deemed to be on a leave of absence. With approval of the appointing power and City Hanager, the employee may be granted leave with pay during the required absence. The employee shall remit to the City Hall fees received except mileage. A paid leave of absence shall not be granted for time spent in Court on personal cases. SECTION 9. UNAUTHORIZED ABSENCE. Unauthorized leaves of absence are cause for immediate dismissal. RULE IX - TRANSFERS SECTION 1. WHEN AUTHORIZED, Upon, request of the appointing power, the trans- fer of an employee to a position in the same class may be authorized by the City Manager and the position thus filled irrespective of the existence of any eligible list. RULE X - SERVICE RATINGS SECTION 1. The Personnel Director, under the direction of the City }~nager, shall devise a system for the evaluation of employees' services to the City. Each employee shall have a minimum of one written evaluation per year. Copies of employee evaluations shall be on file in the Personnel Department. RULE XI - LA.YOFFS, DENOTIONS, DISHISSAL SECTION 1. DEMOTIONS AND DIS}ITSSAL. The Boards and officers having appointive powers are vested with the right to exercise the disciplinary and removal powers provided in this section. . An employee holding a position in the Classified Service shall be subject to suspension without pay for a period not exceeding thirty days in any ene calen- dar year, to demotion, or to removal from his position, but subject in each case to the right of the employee, other than one serving a probationary period, to a hearing before the Personnel Board in the manner set forth herein. Such employee shall be entitled to receive upon his req4est, at the office of the board or officer taking such action, a written statement in which shall be separately stated each of the charges against him upon which such suspension, demotion, or removal is based, a copy of which statement shall be furnished to the City Clerk for delivery ,to the Personnel Board. Such statement shall be furnished such employee within two business days a'fter his request therefor, which request must be filed in the office of the City Clerk within ten days after he has been notified 'of such demotion, removal or suspension. If such employee is absent from work, he shall ~e deemed to be so uotified when such -19- 'RULE XI,- LAYOFFS, DEHOTIONS, DISHISSAL - continued SECTION 1. DEHOTIONS AND DISHlSSAL - continued notice is mailed to his last address on file with the City by registered mail. He shall have thirty days aftcr receipt of such, statement within which to file with the City Clerk an answer to such statement of charges should he desire to do so. ." A probationary employee who is holding a promotional position shall have the right to demotion to the classification in which he holds a permanent appoint- ment. 'Time spcnt in a promotional postion shall be included in determining length of service in a lower class. In any hearing resulting from punitive action, the burden of proof will be upon the employee to refute the dismissal or demotion charges or to show cause why the acti.on should not be sustained. Hearings shall be held in accordance with the Charter of the City of Arcadia. SECTION 2. LAYOFFS. The City Hanager or appointing power may layoff an em- ployee in the Classified Service because of a material change in duties or organization, inclement weather, adverse working conditions, shortage of work or funds. or return of employees from authorized leave of absence. " The order of layoff shall be temporary, probationary, and then regular employees and shall be (1) based on performance and (2) in the reverse of total cumulative time served in the same class or promotional field upon the date established for the layoff to beCOme effective. The names of employees shall be placed upon re- employment lists in the reverse order of the layoff. ..... SECTION 3. SEVERANCE PAY. An employee whose position is abolished or vacated by a 'reduction in work load or lack of funds, at a time "hen the employee has at least one year of consecutive service, upon termination shall receive a lump sum payment equal to 1/5th of his previous month's salary times the number of years of consecutive service, not exceeding five. RULE XII - REPORTS FROM DEPARTME~~S SECTION 1. REPORTS TO THE PERSONNEL DIRECTOR. Each department shall report immediately to the Personnel Director on prescribed forms as follo"s: (a) Request for certification ..... (b) Refusal of eligible, together with reasons therefor, to accept appointment or neglect of eligiblc to report .', (c) Report of appointment: 1. from certification 2. from reemployment list 3. under temporary appointment 4. under provis~onal appointment '":"'>. -20- RULE XI~ - REPORTS FROM DEPARTHENTS - continued SECTION 1. REPORTS TO THE PERSONN~L DIRECTOR ,- continued (d) Changes in compensation of ' employees (e) Suspension of employees (f) Transfer of employees ....l (g) Evaluation of employees' services (h) Separation from service of any employee and the reasons therefor ~. (i) The creation or abolition of any new office or place of 'employment (j) Unauthorized absences from duty The Personnel Director shall report such actions as appropriate to the City Hanager. .' SECTION 2. DEPART}ffi~~AL RULES. On approval of the City }~nager, each depart- mental administrator shall have the authority to set forth rules and regula- tions necessary for the efficient operation of that department. Hmvever, the rules set forth herein shall govern in all instances and thereby "take preced- ence over any departmental rule or regulation. A current copy of all depart- mental rules and regulations shall be on file in the Personnel Office. ., RULE XIII - HAli\~ENANCE OF RECORDS SECTION 1. 'The Personnel Director shall 'maintain an official roster containing the names and complete employment records of all employees. RULE XIV - PERSONNEL BOARD SECTION 1. INVESTIGATION. The Personnel Board shall, whenever it deems neces- sary or when requested by the City Council, make or order investigations of <lny employment conditions arisirg lVi-thin the service. Such investigations may cover hours of work, health, sanitation, morale, compensation, in-service training, efficiency on the job, employee welfare, or any other situation which the Board or City Council may deem relevant. ',., SECTION 2. FINDINGS RECORDED. The findings of such investigations and recom- mendations shall be made an official record of the Personnel Board and a, copy transmitted to the City Council for study and appropri~te action. SECTION 3. NOTIFICATION. The, Personnel Director shall, provide copies of the agenda and minutes of all Personnel Board meetings to each employee making such a request in writing. " ~:...~ -21- EMPLOYEE COHPlAINTS AND GRIEVANCES Any employee who feels he has a complaint or a grievance has the right to express it through the proper channel. The following procedure should be followed in presenting your grievance: 1.. Discussion with the immediate supervisor. 2. If, after discussing the problem with the supervisor, or if the 'problem is of such a nature that it cannot be discussed with the immediate supervisor, the employee shall gQ! be denied the right to request and receive an interview with the individual in the next higher responsible position in thc department. If the employee is still dissatisfied, this procedure shall con- tinue until the employee has interviewed his department adminis-, trator. 3. If, after interviewing the department administrator, the employee is still not satisfied, the matter shall be brought to the at ten- tion of the Director of Personnel. The Director of Personnel shall then take whatever action he deems appropriate to resolve the grievancc. 4. If the matter is not resolved by the Director of Personnel, and when i.t involves a violation of the Personnel Rules & Regulations, the employee shall be entitled to bring the matter befQre the 'Per- sonnel Board fOl" hearing and recommendation to the Ci.ty Manager. 5. All unresolved gricvanccs shall be prcsented to the City Manager, with the recommendation of the Personnel Board in matters involving a violation of the Personnel Rules & Regulations. The employec shall have the right to interview the City Manager. The Ci ty .,....~ Hanager shall render a final deci.sion in \vrit,ing t.;ithin ten days after revi.e\vin'g the recommendation of the Personnel Board.-' SECTION 2, That all prior resolutions adopting or amending Personnel Rules are hereby repealed including Resolution No, 2769. SECTION 3. The City Clerk shall certify to the adoption of this resolution, I HEREBY CERTIFY that the foregoing resolution was adopted at a regular meeting of the City Council of the City of Arcadia held on the 16th day of February , 1971, by the affirmative vote of at least three Councilmen, to wit: AYES: Councilmen Arth, Considine, Hage, Helms, and Butterworth NOES: None ABSENT: None ~f~~~~i~'~~C~'- SIGNED AND APPROVED t"'J116th . "?lit F'_b~arY , aY~~e i~dia 1971 ~, iZ~~#~~ City Clerk (SEAL) -2- 4186