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HomeMy WebLinkAbout1997-03-12 97-145 ORDERCOUNCIL ACTION Date: 3-12-97 Item No. 91-145 Item/Subject: Order, Adopting City of Bangor Revised personnel Rules and Regulations Responsible Department: Administration Commentary: The attached Order would provide for the adopting of Revised Personnel Rules and Regulations which essentially cover all non - zed employees. As the Council is aware, this comprehensive review and rewrite has been underway for the past several years and through the work of an employee committee, involvement of key City staff and rew by the municipal Operations Committee, the revised document is w ready for formal Council consideration. A Council Workshop was held on February 19, 1997 to discuss the remaining issues from the review conducted by the municipal operations Committee. Those issues were resolved at the Workshop Session and staff has incorporated the final changes into the Rules and Regulations manual. Any necessary future amendments to the manual will be presented in a timely manner, ensuring that the document is kept current with changes in personnel law and generally accepted personnel policy. Associated Information, order, memorandum (Document provided under separate cover due to length) Budget Approval: Legal Approval introduced For x passage First Reading Pageof Referral 9J-145 Auigmd to Csu W Leea March 12, 1997 a pp CITY OF BANGOR (TITLE.) (0thr, ___..... .....Atlspoing City-of--Bangor-Revised.. Rules and_. Regulations By do City ConnmU of CUy of Beeper. ORDERED, THAT the City Council hereby adopts regulations entitled 'City of Bangor Revised Personnel Rules and Regulations" with an effective date of March 31, 1997 for the benefit and guidance of City employees, a copy of which is on file in the Office of the City Clerk; and BE IT FURTHER ORDERED, THAT the effective date for the accrual of the fifth week of vacation for those non -unionized employees who have completed twenty years of continuous service shall be July 1, 1996; and BE IT FURTHER ORDERED, THAT all previously adopted Personnel Rules and Regulations including any amendments are hereby repealed. IN CITY COUNCIL March. 12, 1997 97-165 Passe�d/ 0 R 0 E R CLePK Title, Adopting City of Bangor Revised Rules and Regulations .........I..,{}}............,t..../........�.. �./.�./..... Assiped to ..... .. ........ ^ �^ Cowcilman 97-145 Li aSC83 MIJI]II SI TO: Members of the Bangor City Council FROM: Robert W. Farrar, Director of Administration and Human Resources SUBJECT: Revised Personnel Rules and Regulations DATE: February 14, 1997 On Wednesday night February 19th, we have scheduled a workshop with the full Council to review the Revised Personnel Rules and Regulations for non -unionized employees. As you may be aware, it has been many years since this document has undergone a comprehensive review. The last complete revision occurred in 1977, and other than a limited number of amendments over the years, the Rules and Regulations have remained largely unchanged. Obviously, over this period of time, many changes in personnel policy, practice and law have occurred, necessitating a rewrite of the 1977 manual. The process to revise and update the Personnel Rules and Regulations began several years ago with the formation of Committee consisting of both employees and management staff. That Committee reviewed the existing Personnel Manual, received employee comments, reviewed other Personnel Manuals and this information helped form the basis of the revised document. Along the way, input, advice and recommendations were also received from the City's Human Resource Manager, Director of Administration, City Manager and legal staff. The City's outside Labor Employment Council, Tom Johnston, also reviewed the document and offered advice. This several year effort culminated in a DRAFT copy of the Personnel Rules and Regulations which was prepared in January, 1996 and distributed to non -unionized City Departments and Division personnel for further comment and input. City staff met with the Municipal Operations Committee (Blanchette, Leen, Woodcock) over a several month period during mid to late 1996 and reviewed the document in its entirety. The Committee made several recommendations in a number of areas which have been incorporated into the document. 97-145 In general terms, the Committee appeared to support the revised document As with my effort where changes from the existing practice are contemplated, there were a few areas that Committee members did not fully embrace. Based upon my recollection and the minutes of the meetings, however, there were very few topics remaining where consensus had not been reached at the Committee level. I should note that many sections of the original document continued to be applicable and were incorporated with no change or only minor changes. For your information and to aid in your review, let me first liar those areas where significant changes occurred. 1. Introduction/Welcome/Mission Statement Section 1 2. Employment Definitions Section 3 3. Selection Policy Section 4.4 4. Explanation of Position Classification and Pay Plan Section 6.1. 5.4 5. Discussion of Merit Pay Plan and Performance Evaluation Section 5.5 6. Exempt/Non-Exempt Positions (Fair Labor Standards Act) Section 5.6 7. Compensatory Time Explanation - Exempt/Non-Exempt Positions Section 5.6 8. Acting Capacity Status Section 6.3 9. Reductions in Force- Expanded Procedure Section 6.7 10. Disciplinary Actions- RewrigerdClarified Section 6.8 11. Personnel Record Maintenance Section 6.11 12. Nondesignated Holidays Section 7.1 13. Vacation Accrual -5th Week Added Section 7.2 14. Workers Compensation - Light Duty Program Section 7.3 15. Alternative Retirement Plan Language (Non Maine State Retirement System) Section 7.5 16. Explanation of Insurance Plan Offerings Section 7.7 17. Legal Defense and Indemnification Section 7.8 18. Employee Assistance Program Section 7.9 19. Sick Leave - Payment to Estate upon Employee Death Sec. 7.10.1 20. Sick Leave - Pool for Emergencies Sec. 7.10.1 21. Sick Leave Bonus Provision Sec. 7.10.1 9]-145 22. Sick Leave - Family and Medical Leave Act Sec. 7.10.1 23. Grievance Procedure City Council Level Section 8.2 20. Travel Expenses/Travel Policy Section 9.5 25. Sexual Harassment Policy Section 9.7 26. Conflict of Interest Section 9.8 27. Political Activities Prohibited Section 9.9 26. Weapons and Firearms Section 9.16 There were three main areas where the Committee had continuing dialogue and where a need for farther discussion was identified: 1. Compensatory Time for Exempt (Salaried) Employees Section5.6 2. 5th Week of Vacation after 20 years of Service Section 7.2 3. Grievance Procedure -Council Level Section 8.2 1 anticipate that there will be employees who will attend the Workshop Session for the purpose of stating their opinion on various sections of the proposed revisions. I expect the most interest will center around addition the fifth week of vacation, a strongly held sentiment, particularly with long term employees. Staff who have worked on the project look forward to discussing and reviewing this document with the Council. Should there be any questions that we can answer prior to the workshop, please feel free to contact either the City Manager or me at your convenience. cc: City Manager City Solicitor