Loading...
Resolution No. 2012-231RESOLUTION NO. 2012-231 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND ADOPTING A PERSONNEL POLICIES AND PROCEDURE MANUAL AND NEW POLICIES RELATING TO EMPLOYMENT WITH THE CITY AND EMPLOYEE WORK ENVIRONMENT WHEREAS, throughout'the years, the City of'Vernon (the "City") has adopted various anti -discrimination policies which include, but are not limited to, prohibitions against sexual harassment, against discrimination on the basis of race, ethnicity and other protected class status, as well as the American with Disabilities Act ("ADA"), in accordance with state and federal laws; and WHEREAS, throughout the years, the City has adopted various work place policies which address a number of issues, including but not limited to: drug, alcohol and substance abuse; violence in the workplace; equal opportunity employment; retaliation; electronic communication systems and computer usage; workplace safety and security; workplace health and safety (OSHA); discipline/corrective action; and workplace complaints and grievances; and WHEREAS, all of the policies adopted throughout the years by the City have become part of an orientation package distributed to new and current employees to ensure the health and well-being of employees and to enable employees to work in an environment that enables them to perform their job functions in an environment free of any kind of harassment or discrimination; and WHEREAS, the Director of Human Resources has determined that the current City workplace and discrimination policies needed to be updated to conform to current state and federal requirements; and WHEREAS, by memorandum dated November 13, 2012, the Director of Human Resources has recommended that the City adopt a Personnel Policies and Procedure Manual and adopt the following new policies: (i) Requesting & Recruiting Personnel, (li) Testing, Certification & Eligibility, and (iii) Acting Appointments; and WHEREAS, for purposes of clarity in distributing the various policies to its employees, staff recommended that one Resolution be adopted to incorporate all personnel policies into the Personnel Policies and Procedures Manual. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE: CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 2: The City Council of the City of Vernon hereby approves and adopts a Personnel Policies and Procedures Manual and adopts the following new policies as a part of that Manual and as attached hereto as Exhibit A: (a) Requesting & Recruiting Personnel, (b) Testing, Certification &Eligibility, and (c) Acting Appointments. SECTION 3: The City Council of the City of Vernon hereby authorizes and empowers the Director of Human Resources, or her designee, to make whatever nonsubstantive and administrative changes, upon advice of counsel, to the policies as are necessary from time -to - time in order to conform with state and federal laws and to carry out the intent of this Resolution, SECTION 4: All resolutions, parts of Resolutions, or minute orders in conflict with this Resolution are hereby repealed. - 2 - SECTION 5: It is the intent of the City Council of the City of Vernon that the policies adopted herein supersede and replace in their entirety any policy or portion of any related policy previously adopted relating to employment with the City and employee work environment. SECTION 6: The Interim City Clerk of the City of Vernon shall certify to the passage, approval and adoption of this resolution, and the Interim City Clerk of the City of Vernon shall cause this resolution and the Interim City Clerk's certification to be entered in the File of Resolutions of the Council of this City. APPROVED AND ADOPTED this 2Oth day of November, 2012., A Name: William J. Davis Title: Mayor / 44a - ATTES rl f Dana'R ed, Interim City Clerk -3_ STATE OF CALIFORNIA ) ss COUNTY OF LOS ANGELES ) I, Dana Reed, Interim City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 2012-231, was duly passed, approved and adopted by the City Council of the City of_ Vernon at a regular meeting of the City Council duly held on Tuesday, November 20, 2012, and thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of Vernon. Executed this day of November, 2012, at Vernon, California. (SEAL) DarhhA Reed, Interim City Clerk - 4 INTRODUCTORY STATEMENT This manual is designed to acquaint you with the organization and provide you with the information about working conditions, employee benefits and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the manual. It describes many of your responsibilities as an employee and outlines the programs. developed by the City to benefit. employees. One of the City's objectives is to provide a work environment that is conducive to both personal and professional growth. No employee manual can anticipate every circumstance or question about the policy. Because of frequent changes in federal, state laws, and court decisions, the need may arise to change policies described in the manual. This manual is not intended to constitute a contract of employment or a guarantee of the benefits or policies stated herein. The City reserves the right, subject to the requirements of the Meyers-Milias-Brown Act (Govt. Code Section 3500 et. seq) to revise, supplement, or rescind any policy or portion of the manual from time to time as it deems appropriate, in its sole and absolute discretion. City employees will, of course, be notified of such changes when they are being considered. INTENT It is the intent of this manual to recognize the following principles: 1. EMPLOYMENT STANDARDS: a. Attract and employ the best qualified and most competent persons available. b. Base appointments, promotions, and tenure of every City employee on a , demonstrated need for the work performed, availability of funds, faithful and effective performance, proper personal conduct and continuing fitness for his/her position. c. Encourage, train and develop each employee to assure optimum performance. All employees shall be required to read this manual upon being hired and to sign a statement acknowledging they have read and understand this manual. Upon adoption of this manual, current employees will also be required to read and sign a similar statement. Each department head will maintain a copy of the most current manual in their office for this purpose. City of Vernon, California Human Resources Policies and Procedures Director of Human Resources City Administrator Effective Date: Number: 1-2 SUBJECT: REQUESTING AND RECRUITING FOR PERSONNEL PURPOSE: To provide a fair and equitable system to ensure that applicants (both internal and external) are made aware of current and/or future vacancies within City government. POLICY: The Human Resources Department shall establish. and maintain, as needed, lists of qualified candidates to enable departments to fill vacancies in a timely manner. All recruitments, except acting and temporary appointments, will be announced on a promotional/open competitive process. Departments wishing to fill an opening for a new position or a replacement vacancy shall complete a Personnel requisition Form (see attachment), and forward this form to the Human Resources Office for approval. The Human Resources Office will then forward the approved Personnel Requisition to the City Administrator. The requesting department should indicate on the Personnel Requisition the type of recruitment desired (e.g. "Open" or "Promotional') if a current eligibility list does not exist for the position requested. A promotional recruitment can occur only after taking into consideration the availability of employees possessing requisite skills. Any promotional recruitment which fails to attract at least five (5) qualified candidates may be reopened to outside candidates. Temporary employees are not eligible to apply for closed promotional recruitments. The requesting department shall also indicate on the Personnel Requisition any special conditions of employment such as shift work, permanency of assignment, or need for second language proficiency. The City shall make every effort to provide the means by which interested and qualified applicants shall be made aware of vacancies within City government. This process shall occur without regard to race, religion, color, national origin, ancestry, age, disability, medical condition, marital status, sex or sexual orientation. Recruitments shall be carried out in accordance with merit principles. The Human Resources Department shall administer and coordinate the recruitment process and shall contact the requesting department for assistance, as appropriate. An announcement (bulletin) shall be published and distributed for each vacancy (either promotional or open), and shall specify pertinent data such as compensation, a brief description of the essential job functions or duties of the position, 1 Number: 1-2 Effective Date . the minimum and/or special requirements, and any recruiting deadlines. Any changes to the essential job functions of an approved job classification must be approved by the Director of Human Resources before posting. The City of Vernon recruitments shall be posted in all common areas within City Hall, at the City Yard, Fire Stations, Power Plant, City's website, and on the Human Resources Jobline. Other means of communicating the opening to the public may be used, such as the use of local and national newspaper advertising, professional or trade journal advertising, local and regional association newsletters, special mailing lists, and/or personalized letters. All advertising shall state that the City is an "Equal Opportunity Employer." Completed applications must be received by the Human Resources Department no later than the time and date indicated on the job bulletin. A facsimile (FAX) of the application will be accepted provided that the original application is mailed and postmarked no later than the final filing date. Applicants submitting a facsimile will not receive further consideration in the recruitment process if the original application is not received by the Human Resources Department within 5 days from the final filing date. Each department shall assist the Human Resources Department by developing and maintaining recruitment sources in accordance with State and Federal guidelines. The following "Advertising Guidelines" may be utilized for cost saving purposes. The guidelines may vary by the specific recruitment needs of each department taking into account such variables as uniqueness of position, equal employment opportunity, and past recruitment history. All advertisement costs are funded by the Human Resources Department: 1. As needed, local labor market advertisement will be placed in newspapers utilizing multiple position block ads. 2. Advertising beyond the local labor market (ie; out-of-state publications) will be considered for management and executive recruitments only. 3. Where possible, professional newsletters, trade journals, websites and community publications may be used to recruit hard -to -fill positions. Recruitment Process for Management Positions: For all department head and key management recruitments, the City may utilize a search firm to conduct a broad search for the most qualified candidates. The top -ranked applicants will be interviewed. The City Council's first choice will undergo a full background check. 2 Number: 1-2 Effective Date PROCEDURE: Responsibility Action Requesting Department 1. Prepares a Personnel Requisition Form to fill the vacancy, and submits forms to the Human Resources Department. Human Resources Department 2. Human Resources verifies that the position is vacant and is funded in the adopted Budget. If authorized, submits to City Administrator for consideration. City Administrator 3. City Administrator approves or denies the recruitment of the position and forwards back to the Human Resources Department. 4. City Administrator shall notify City Council as appropriate and seek Council approval as required. Human Resources Department 5 Contacts requesting department to review applications from existing eligibility list or 6. Recruits promotionally or openly for qualified candidates; tests as needed; establishes eligibility list. 7. Certifies eligibility list to requesting department within guidelines established in the Testing, Certification, and Eligibility Lists policy. 8. Reviews previous recruitments for the position and any instructions for recruiting that may have been included on the Personnel Requisition Form. 3 Number: 1-2 Effective Date 9. Contacts requesting department to develop additional information and to review announcements prior to distribution 10. Develops an examination plan for the recruitment and reviews with department. 11. Reviews advertising plan to ensure appropriate levels of outreach efforts consistent with State and Federal guidelines. 12. Reviews the procedures in the recruitment process to ensure compliance with all equal employment opportunity laws and the goals of the City. 13. Prepares a job announcement bulletin and advertisement(s) which briefly describes the essential job functions or duties of the position and indicates the minimum requirements, the compensation, and the final filing date (if applicable). Hiring Department 14. Reviews and approves wording of announcement and advertisement and provides recruitment sources as appropriate. Human Resources Department 15. Determines scope of advertising and places ads with sources. 16. Distributes job announcement bulletin to recruitment sources as appropriate. 17. Receives and processes applications through the final filing date (close of business day). 4 CITY OF VERNON HUMAN RESOURCES DEPARTMENT PERSONNEL REQUISITION TO: Human Resources Department FROM (Dept): Division Name: Distribution Fund/Key: REASON FOR REQUEST: Position Vacated By: ❑ Separation ❑ Promotion/Demotion ❑ Transfer ❑ Leave of Absence ❑ Retirement Of Employee ID # Date Vacated ❑ New position created by City Council on ❑ Temporary Agency Request" *Check this box if you are interested in utilizing a temporary agency in the interim until your vacancy is filled. PLEASE CERTIFY ELIGIBLE CANDIDATES FOR THE FOLLOWING: POSITION NUMBER JOB CODE TITLE WORK LOCATION The status of this position is: ❑ Regular full-time ❑ Regular part-time ❑ Underfill of Position # ❑ Temporary full-time ❑ Temporary part-time Normal position shift/hours: ❑ Day ❑ Graveyard ❑ Weekends ❑ Evenings/Swing ❑ Rotating Shifts ❑ Summer Only Authorized Hours Per Week: Are second language skills required for this position? ❑ YES ❑ NO (If this position is not currently designated as bilingual, you must complete the proper request for designation and testing.) Specific Language(s) Required: In the absence of a current eligible list, please indicate the type of recruitment preferred: ❑ Open ❑ Promotional Contact Person: Phone Number: APPROVALS (Please route in this order): Department Head: Date: Human Resources Department: Date: City Administrator: Date: FOR HUMAN RESOURCES USE ONLY: Date Rcvd.: Staff Assigned: HR Class Code: Date Certified: Person Appointed: Personnel Requisition Form; CITY OF VERNON JUSTIFICATION FORM TO FILL CURRENT VACANCY Instructions: Until further notice, please complete this justification form and attach it to your Personnel Requisition Form. The completed form must be, routed through the department head to the City Administrator's Office for review. Once it is determined that the position can be filled, the form will be routed to the Human Resources Department for recruitment follow-up. Should you have any questions regarding this form, please contact the Human Resources Department- Department/Division: Classification: Date: Target Start: Proposed .Salary: 1. Why is it critical that this position be filled immediately? (Please describe impact to customer service; workload impact; mandated requirements or other reasons that justify filling this position immediately). 2. Is this a revenue generating position? (Please describe). 3. Is this position funded from General Funds or Enterprise Funds? 4. What would the consequence be if this position were not filled? 5. How would the work be completed if this position were not filled? (by what level of staff; overtime; contract etc.) 6. Do other staff in the same work unit have similar skill levels to this position: 7. Other comments: Approved: ❑ Yes ❑ No Supervisor's Signature: Date Approved: ❑ Yes ❑ No Department Head's Signature: Date Approved: ❑ Yes ❑ No Finance Signature: Date Approved: ❑ Yes ❑ No City Administrator Approval Date City of Vernon, California Human Resources Policies and Procedures Director of Human Resources City Administrator Effective Date: Number. I-3 SUBJECT: TESTING, CERTIFICATION, AND ELIGIBILITY LISTS PURPOSE: To provide a fair and equitable process to determine whether applicants possess the knowledge, skills, and abilities to perform the duties of the position for which they are applying and, if so, to provide a process consistent with merit principles so eligible candidates can be referred to departments based on their relative knowledge, skills and abilities. Department head and key management recruitments are exempt from this policy. At the City's discretion, a search firm may be utilized to conduct a broad search for the most qualified candidates. POLICY: 1. Testine: The Human Resources Department shall be responsible for the administration of competitive examinations as necessary to determine applicants' qualifications and shall do so without regard to race, religion, color, national origin, ancestry, age, disability, medical condition, marital status, sex or sexual orientation. All tests shall be carried out in accordance with merit principles and in compliance with applicable State and Federal laws/regulations. All qualified applicants will undergo the same competitive examination process. The Human Resources Department shall, after consulting with affected departments, determine the appropriate means of examining applicants and shall administer and/or coordinate the process. All parts of any testing procedure shall be conducted in accordance with accepted merit principles, EEOC guidelines on employee selection, and applicable Federal and State law, and only as authorized by the Director of Human Resources. The Director of Human Resources shall have the authority to revoke, cancel or nullify the results of any or all portions of any testing procedure which do not have such authorization or are not in accordance with the criteria set forth above. After consultation with the Department Head, the Human Resources Department shall determine the content and combinations of tests to be used, the weights assigned each test, and the passing point or qualifying score. Steps in the selection process may include any of the following: A. Screening of employment applications for minimum qualifications. 1 Number: I-3 Effective Date B. Further screening of applications and/or supplemental questionnaires or documents for job - related qualifications Administration of a job related written examination. C. Administration of a job related oral examination. D. Administration of a job related performance examination. E. Interview of candidates. F. Coordination of an appropriate medical screening or examination after a job offer has been made. G. Investigation of reference and background information of individual candidates. (See Reference/Background Check Policy and/or Criminal Background and Live Scan Policy) The Human Resources Department may call upon subject matter experts from within or outside City employment for assistance in developing and/or administering any of the testing procedures. Consideration in determining the appropriate selection device shall include cost to the City and candidates, time restraints, legality of the process, and practicality. Each candidate in an examination shall be given written notice of the results thereof, and if successful, of the final earned score and/or band on the eligibility list. All candidates shall have the right to inspect their own test answer sheet within five(5) business days after the written notification of examination results have been sent by the Human Resources Department. Any error in computation shall be corrected, if called to the attention of the Human Resources Director within this period. 2. Veteran's Credit: A veteran's credit of five points will be added to a candidate's passing score in an open competitive civil service examination if the candidate is either: A. A veteran. who served in the armed forces of the United States during any of the following periods: WW II — December 7, 1941 through December 31, 1946; Korean Conflict —June 27, 1950 to January 31, 1955; Vietnam Era — February 28, 1961 through May 7, 1975; Granada, October 25, 1983 to December 15, 1983; Panama, December 20, 1989 through January 31, 1990, Operations Desert Shield/Storm — August 2, 1990 through, to date of final troop withdrawal. B. The spouse of such veteran who while engaged in such service was wounded, disabled, or crippled and thereby permanently prevented from engaging in any paid employment, or C. The widow or widower of any such person who died or was killed while in such service will also be entitled to Veteran's credit. Veteran's credit is not allowed in promotional examinations, and proof of eligibility must be presented at the time of application, if the applicant wishes to be considered for the veteran's credit. 3. Eligibility Lists: The Human Resources Department shall determine, based upon the results of the testing process, 2 Number: I-3 Effective Date which candidates shall be placed on the eligibility list. These lists shall also include: 1) the names of candidates qualifying for reinstatement rights; 2) candidates placed on the list by the Human Resources Department for purposes of rehabilitation 3) City employees who request the opportunity to voluntarily demote; 4) City employees desirous of a lateral transfer between departments and within the same classification and who are in good standing. (See Policy on Employee Transfers.) Eligibility lists other than those resulting from a continuous examination shall remain active for a period of one year, or until vacated by the Human Resources Director, whichever occurs first. Open competitive lists created as a result of continuous examinations shall remain in effect for not more than one year after the last administration of the examination, unless sooner vacated. An eligible list is exhausted when all the applicants in bands, I, and II on the list have been interviewed or requested to appear for an interview. A list may be vacated by the Human resources Director at the request of the Director of the hiring department: A. Band 1 - Upon completion of the testing process, the Human Resources department will compile a certified list of successful candidates. Band 1 shall include only the name of the person receiving the highest overall score, along with the names of any other candidates who scores within ten.(10) points of the highest score (92 points to 82 points, etc.) The names on the Band 1 list will be listed in alphabetical order. The Human Resources Department will forwardcopiesof the Band 1 list to the appropriate department head. After a competitive interview process is conducted, the appropriate Department Head will in turn make a recommendation to the City Administrator. The City Administrator upon review of the Band 1 list shall consider the department head's recommendation and make the final selection and appointment. There is a minimum 70% correct score required to pass the examinations in order for a job applicant to have his/her name placed on a certified list of successful candidates. . B. I Band II —_If band I'is exhausted, the department may request from the Human Resources Department the band LI List of successful candidates. Said list will consist of the names of those persons who scores fell into the next ten (10) point group (81 points to 71 points, etc.) These names will also be listed alphabetically, and no scores will be reported to the department. Appointments will then be made in the same manner as with the band 1 list. C. Police and Fire Department Banding - The Police and Fire Department banding of successful candidates shall be in accordance with approved Departmental policies and procedures outlined for each testing procedure. 4. Selection: Based on the examination results, all successful full-time and part-time employees will have their names placed on a closed promotional list of eligible candidates. Also, based on the examination results, all successful temporary employees and all other applicants will have their names placed on an open competitive list of eligible candidates. The appointing department will be required to interview and select a promotional candidate if there are at last five (5) names in Band 1 of any employment list of eligible candidates. If there are fewer than five (5) names in Band 1 of the list, these names and band placement will be merged into the Open Competitive Eligibility List. Then the appointing department will only be required to interview and consider these candidates, and a selection will not be mandatory. 5. Certification: Certification of eligible candidates shall be from the top candidates based on a review of rankings from the eligibility list. A screening of the training and experience qualifications of the affected Number: I-3 Effective Date candidates may be conducted by Human Resources to determine the best qualified. The candidates possessing the most suitable job qualifications and characteristics shall be referred. The names of candidates placed on the eligibility list as a result of reinstatement rights, rehabilitation or transfer shall also be certified. The City of Vernon encourages promotion from within and recommends consideration of internal candidates first, as part of an open/outside recruitment process. The City will conduct open/outside recruitments whenever it is determined that such recruitment will enable the City to identify the most qualified candidate group. A. Selective Certification - In the event a department desires candidates with specialized skills, they may request a selective certification of these candidates (e.g., bilingual skills, computer skills). These skills must be identified via job analysis information and prior to the initial certification. A written formal request to the Human Resources Department must be submitted for selective certification. B. Resection of Certification - In the event a department rejects a certification, a formal written request for additional certification must be made. Inclusive with the request, there. must be specific reason(s) as to the rejection of each certified candidate. The Human Resources Director reserves the right to acceptor reject this request. C. Removal of Names - Names shall be removed from the eligible list after appointment, or at the end of the eligibility period. Names shall be removed from the promotional eligible lists upon termination of the employee's services from City employment or upon granting a leave of absence without right to return to the job. The Human Resources Director may remove names of any person: 1) Who has been hired for the position for which they applied. (Employees accepting appointment for temporary and/or part-time positions may remain on the list until expiration.) 2) Who fails to appear without prior notice for any job interview for which they have been appropriately notified. 3) Who has refused to be interviewed twice for openings they have previously indicated on their application that they wish to be considered for. 4) Who has failed to answer any availability inquiry or keep the Human Resources Department informed of a current address. 5) Who is unable to produce or obtain the required license or related special requirement. 6) Who has falsified or omitted information from their application. 7) If the eligible person requests in writing that their name be removed. 8) Unsatisfactory background or reference check. The Human Resources Director is authorized to modify this policy when it is in the best interest of the City to do so in accordance with accepted merit principles and Federal and State law, and with the concurrence and authorization of the City Administrator or City Attorney. PROCEDURE: M Number: 1-3 Effective Date: Responsibility Human Resources Department Requesting Department Action 1. Reviews employment application to determine whether the applicant meets the minimum qualifications of the position. 2. Notifies unsuccessful applicants at each step of the pre -certification selection process. 3. Determines appropriate means of testing candidates. 4. Develops or procures appropriate exams as needed. 5. Administers and scores exams as needed. 6. Determines final cut-off scores for examination process. 7. Establishes an eligibility list and notifies candidates accordingly. 8. Certifies candidates. For internal promotional certifications a minimum of 5 candidates shall be certified. Employment Applications and Certificate of Eligibles for each name certified shall be sent to the hiring department. 9. Assists the Human Resources Department in reviewing applications, scheduling interviews, interviewing candidates, and conducting reference checks. Makes final selection from the list of names certified or requests additional names from Human Resources if all candidates are rejected or the department determines with the concurrence of the Human Resources Department that insufficient applicants have been certified in order to make a selection decision. 10. Completes all forms (Certification of Eligibles, Personnel Requisition Form , Personnel Action Form, completed interview rating forms, submitted during certification process and returns them to the Human Resources Department. 11. Makes conditional offer of employment at first step of the salary schedule. All employment offers that are above the first step of the salary schedule must be pre - approved by the City Administrator. 5 Number` 1-3 Effective Date: 12. 13. Human Resources Department 14. 15. 16. Submits conditional letter of employment to candidate stating salary,:work schedule, position and tentative hire date. Submits a copy of the conditional letter of employment to Human Resources along with the Personnel Action Form. Initiates pre -employment processing and obtains all required new employee documents. Schedules pre -employment physical process in accordance with Human Resources policy and procedures. Confirms hire date with the department to ensure accuracy of personnel action form. Upon completion of all pre -employment processes and receipt of clearance, submits certification of eligibility to hiring department for candidate to begin employment with the City. No candidate may start work until all pre- employment and processing has been completed and certified by the Human Resources department. 17. Completes Personnel Action Form and submits to payroll for processing. 18. Notifies candidates not selected as to their current status on the eligibility list. If .requesting department notifies candidates not selected via mail, copies of those letters must be submitted to Human Resources along with other documentation as indicated under item 10 above. 6 City of Vernon, California Human Resources Policies and Procedures Director of Human Resources City Administrator Effective Date: Number: I-4 SUBJECT: Acting/Interim Appointments PURPOSE: To specify and define employment process terms for uniform use and interpretation. POLICY: Acting/interim appointments are to be utilized when it is anticipated that a temporary vacancy of six weeks or more will exist in a budgeted position. In such a case another full or part-time employee may be appointed to work on a temporary basis in the position as an acting/interim appointment. Acting/interim appointments shall not exceed a period of one year. The City Administrator may extend the one.year term due to extenuating circumstances. Eligibility for acting/interim appointments shall be subject to all of the following conditions: 1. Acting/interim appointments shall be restricted to assignments in higher classifications. 2. The employee shall meet all minimum job requirements for the job classification. 3. The employee shall perform the duties and assume all the responsibilities of the higher classification. 4. The appointing department will be responsible for processing a Personnel Action Form for all acting/interim appointments. - 5. Approval of the Personnel Action Form by the Human Resources Director and the City Administrator shall be required prior to placing the employee in the position as an acting/interim appointment. Compensation for Acting/interim Appointments: If all the conditions listed above have been satisfied the employee shall be compensated at either the beginning step of the higher classification, or 5% higher than he/she normally receives, whichever is greater. 1 Number: I-4 Effective Date The employee must serve a minimum of 80 consecutive hours in the higher classification to be compensated at the higher rate. This compensation shall be retroactive to the first hour of the acting/interim appointment. Claims for acting/interim pay will not be honored beyond six months from the end of the acting/interim appointment. Fire Department Personnel: Acting appointments for Fire personnel shall be in accordance with the Rules and Regulations (Working Out of Rank) located in the Departmental Administrative Directive. Members assigned to act above their normal rank shall be paid at the rank for any acting period of 12 or more hours within a given 24 hour shift. Please refer to Fire Department Administrative Directive A-6 Rules and Regulations for specific details. PROCEDURE: Responsibility Hiring Department Human Resources Department City Administrator Hiring Department Human Resources Department City Administrator Action 1. Submits Personnel Action Form to Human Resources Department and City Administrator for approval prior to appointment to the acting/interim position. 2. Processes Personnel Action Form in accordance with policy and submits to City Administrator for consideration. 3. Approves or denies Personnel Action Form. 4. Upon completion of the acting/interim appointment, submits Personnel Action Form to Human Resources to return employee to their former classification and salary schedule/step 5. Processes Personnel Action Form in accordance with policy and submits to City Administrator for approval. 6. Approves Personnel Action Form 2 CITY CLERK'S OFFICE INTEROFFICE MEMORANDUM DATE: November 26, 2012 TO: Teresa McAllister, Human Resources Director FROM: Deborah Juarez, Records Management Assistant RE: Resolution No. 2012-231 — A Resolution of the City Council of the City of Vernon Approving and Adopting a Personnel Policies and Procedure Manual and New Policies Relating to Employment with the City and Employee Work Environment Transmitted herewith is a copy of Resolution No. 2012-231 referenced above, which was approved by City Council on November 26, 2012. Thank you. c: Resolution No. 2012-231 g,clrd -d 3 / NOV 13 2012 CITY ADMINISTRATION NOV 1 4 2012 STAFF REPORT CITY CLERK'S OFFICE HUMAN RESOURCES DEPARTMENT DATE: November 13, 2012 TO: Honorable Mayor and City Council FROM: Teresa McAllister, Director of Human Resources RE: Adoption of City of Vernon Personnel Policies and Procedures Manual and New Policies - Requesting & Recruiting Personnel I-2, Testing, Certification & Eligibility List I-3, Acting Appointments 1-4 Background The Human Resources Department is responsible for maintaining and managing the City's Personnel Policies and Procedures. A comprehensive review of the Personnel Policies and Procedures has not been conducted in over twenty (20) years. In line with the City's good governance reforms, the City among numerous other things, has committed to a comprehensive review of these policies and procedures: Due to changes in federal, state and court decisions, there is a need to review all personnel policies. In an effort to address personnel matters that are not appropriately defined in current policies, there is also a need to develop clear written policies and procedures for consistent application and interpretation. In addition, as part of Measure C which was passed by the voters on November 8, 2011, deleting Section 7.6 of the Vernon City Charter which provided a rule of "at -will" employment for City employees and barred the City from adopting alternative employment practices, an ordinance is currently being prepared to establish a merit -based personnel system for the personnel administration of city officers and employees. Various personnel policies have been adopted by individual resolutions. To ensure a more efficient and effective method in maintaining and managing the City's personnel policies, it is recommended that the City develop one resolution which incorporates all personnel policies into the Personnel Policies and Procedures Manual. The manual will be designed to provide a uniform and consistent system for human resource administration throughout the City. It will promote effective communication among managers, supervisors and employees. The manual. will provide specific information that secures the organizational interests and operational effectiveness of the City of Vernon while maximizing the potential for, high performance by staff. These personnel policies shall apply to all employees and officers of the City of Vernon. However, the existence of these policies shall not create or imply any employment contract or vested right of employees. The Personnel Policies and Procedures Manual will be an essential framework for employees on information about their working conditions, employee benefits, and policies affecting their employment. The policies shall describe the programs developed by the City to benefit employees and to provide a work environment that is conducive to both personal and professional` growth. The policies shall comply with all applicable federal, state and local laws, statues, regulations, ordinances and codes and will be updated when required by changes in federal and state laws, or as it becomes administratively necessary. The City shall reserve the right to change the specific policies, procedures, employee benefits and other provisions of the manual in accordance with any applicable meet and confer obligations under the Myers Milias- Brown Act (MMBA). City employees will be notified of such changes when they are considered. In order to promote quick and cost-effective distribution, and increase accessibility for staff review, Human Resources staff will also assure that the manual is available in a digital format and posted on the department's official website. As such, City staff has presented the below policies and procedures to the city's labor associations in order to meet in good faith on policies requiring a meet and confer process and to receive employee comment regarding the adoption of such policies and procedures. As of November 5, 2012, staff has received input which has been incorporated into the below policies. The following new policies are hereby presented to the City Council for consideration and adoption into the Personnel Policies and Procedures Manual: • Personnel Policy Introductory Statement • Requesting & Recruiting Personnel — I-2 • Testing, Certification & Eligibility List — I-3 • Acting Appointments— I-4 Buduet Impact• There is no budget impact. Recommendation It is recommended that the City Council adopt the attached resolution creating a City of Vernon Personnel Policies and Procedures Manual, adopt new policies, Requesting & Recruiting Personnel I-2, Testing, Certification & Eligibility I-3, and Acting Appointments — I=4 and authorize the City Administrator and the Director of Human Resources to execute and distribute the policies to all employees.