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HomeMy WebLinkAboutReso 3486-1962 RESOLUTION NO. 3486 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO ADOPTING PERSONNEL RULES AND REGULATIONS WKEREAS, the City Council is authorized and directed under the provisions of Ordinance No. 449 to adopt rules and reCulations for the administration of the person- nel system created in said ordinance. NOW, TKEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco does hereby adopt the followln¢ rules: RULE 1 PURPOSE AND DEFINITIONS PURPOSE The objectives of these rules are to facilitate efficient and economical ser- vices to the public and to provide for a fair and equitable system of personnel manaCe- ment in municipal ~overnment. These rules set forth in detail those procedures which insure similar treat- ment for those who compete for ori¢inal employment and promotion, and define the obli- Cations, riChts, privileCes, benefits and prohibitions which are placed upon all employ- ees in the Competitive Service of the City. At the same time, within the limits of administrative feasibility, recoCnition shall be ¢iven to the fact that individuals differ, that no two individuals react alike to reward and discipline or to uniform motivation and encouraCement. For this reason, considerable latitude shall be ¢iven to those charCed with the duties and responsibili- ties relatin¢ to employee morale and discipline. DEFINITION OF TERMS The followin¢ terms, whenever used in these rules, shall be construed as follows: 1.01 "ADVANCEMENT" A salary increase of one or more steps within the limits of the pay range established for a class. I1 II 1.02 ALLOCATION The assignment of a single position to its proper class in accordance with the duties performed, and the authority and responsibilities exercised. 1.03 "APPOINTING POWER" The officers of the city who, in their individual capacities, or as a board, commission, or city council, have the final authority to make the appointment to the position to be filled. 1.04 "APPOINTMENT" The offer to and acceptance by a person of a position in the competitive service in ac- cordance with the provisions of the Personnel Ordinance and RuIes and Re~uIations. 1.05 "BOARD" The Personnel Board established in pursuance of the ordinance creatin~ a personnel sys- tem for the city. RESOLUTION NO. 3486: (Continued) 1.06 "CLASS" All positions sufficiently similar in duties, authority, responsibility, and workin~ con- ditions to permit ~roupin~ under a common title and the application with equity of common standards of selection, transfer, promotion, and salary. 1.07 "COMPETITIVE SERVICE" The positions and employments which are included or which may hereafter be included under the personnel system by ordinance. 1.08 "DEMOTION" The movement of an employee from one class to another class havin~ a lower maximum rate of pay. 1.09 "ELIGIBLE" A person whose name is on an employment list. 1.10 "EMPLOYMENT LIST" A list of names of persons who have taken an examination for a class in the competitive service and passed and are ranked on the llst in the order of the score received. 1.11 "EXAMINATION" (a) Assembled Examination: An examination conducted at a specified time and place at which applicants are required to appear for competitive examination under the supervision of an examiner. (b) Unassembled Examination: An examination consistin~ of an appraisal of train- in~, experience, work history, or any other means for evaluatin~ other rela- tive qualifications of applicants without the necessity for their personal appearance at a specified place. (c) Oral Examination: A test or tests in which the Personnel Board or other per- sons qualified in the same professional field or class, orally questions the applicant and receives answers to evaluate his qualifications. 1.12 "IMMEDIATE FAMILY" The immediate family of an employee shall include: wife, husband, mother, father, sister, brother, child, ~randmother, ~randfather, mother-in-law, father-in-law, brother-in-law, sister-in-law or adopted or step-children. 1.13 "PERMANENT EMPLOYEE" An employee who has successfully completed his probationary period and has been retained as hereafter provided in these rules. 1.14 "PERSONNEL ORDINANCE" Ordinance No. 449, which creates a personnel system for the city. 1.15 "POSITION" Any office or employment in the competitive service whether occupied or vacant. 1.16 "PROBATIONARY" An employee who has probationary status. 1.17 "PROBATIONARY PERIOD" A workin~ test period durin~ which an employee is required to demonstrate his fitness for the duties to which he is appointed by actual performance of the duties of the position. 1.18 "PROMOTION" The movement of an employee from one position to another which is allocated to a class with a hi~her maximum rate of pay. 1.19 "PROMOTIONAL LIST" An employment list resultin~ from a promotional examination. 1.20 "PROMOTIONAL EXAMINATION" An examination for a particular class, admission to the examination bein~ limited to one or more classes of employees in the competitive service or other as provided in these Rules and Regulations. 1.21 "PROVISIONAL APPOINTMENT" An appointment acquired by a person who possesses the minimum qualifications established for a particular cIass, and who has been appointed to a position in that class in the ab- sence of available eligibles. ! RESOLUTION NO. 3486: (Continued) 1.22 "RE-EMPLOYMENT LISTS" A list of employees who have probationary or permanent status and who have been legally laid off. 1.23 "REDUCTION" A salary decrease within the limits of the pay range established for a class. 1.24 "REJECTION" The separation of an employee from the service durln~ his probationary period. 1.25 "SUSPENSION" The temporary separation from the service of an employee without pay, for disciplinary purposes. 1.26 "TEMPORARY APPOINTMENT" An appointment of a person to a position of limited duration. 1.27 "TERMINATION" The separation of an employee from the service of the city, by reason of death, discharge, displacement of a provisional employee by a probationary appointment, layoff, resigna- tion, retirement and work completion. 1.28 "TRANSFER" A chan~e of an employee from one position to another position in the same class or another class havin~ essentially the same maximum salary limits, involvin~ the perfor- mance of similar duties and requirln~ substantially the same basic qualifications. 1.29 "TYPES OF SERVICE" Service refers to the number of hours an employee works and to the re~ularity with which he works. Service does not refer to an employee's employment status, i.e., permanent, probationary, provisional, actin~, emergency or temporary. (a) Full-time: A full-time employee works the normal number of workin~ hours as defined by this ordinance. (b) Part-time: A part-time employee works a fraction of the normal work day but normally follows a pre-determined fixed pattern of workin~ hours. (c) Intermittent: An intermittent employee may work a normal work day or a frac- tion thereof, but such work is done on call at irreqular intervals or without a set pattern. (d) Seasonal: A seasonal employee normally works a full work day but is employed to complete a specific project which recurs annually and lasts for a limited period of time. 1.30 "TYPES OF STATUS" There are six types of status. (a) (b) (c) They are acquired as follows: Permanent: Acquired by an employee who has been lawfully retained in his position after the completion of the probationary period as provided in the Personnel Ordinance and these rules. Probationary: Acquired by an employee who has been certified and appointed, but who has not completed the probationary period as provided in the Personnel Ordinance and these rules. Provisional: Acquired by an employee who possesses the minimum qualifications established for the class and who has been appointed to fill a position for which no eligibles are available. Acting: Acquired by an employee who has been appointed in an actin~ capacity to fill one of the positions for which an actin~ appointment may be made as provided in the Personnel Ordinance and these rules. Emergency: Acquired by an employee appointed for a period of not more than thirty workin~ days to a position necessary to meet the requirements of an emergency condition. (f) Temporary: Acquired by an employee appointed to a position of limited dura- tion, not to exceed ninety (9'0) calendar days. RESOLUTION NO. 3486: (Continued) 1.31 "VETERAN" II !1 For the purpose of this section, veteran means any person who has served full time for thirty (30) days or more in the armed forces in time of war or in time of peace in a cam- pai~n or expedition for service in which a medal has been authorized by the Government of the United States, or durin~ the period September 16, 1940, to December 6, 1941, inclusive, or durin~ the period June 27, 1950, to January 31, 1955, and who has been dischar~ed or released under conditions other than dishonorable, but does not include any person who served only in auxiliary or reserve components of the armed forces whose service therein did not exempt him from the operation of the Selective Trainin~ and Service Act of 1940. 1.32 "COMPENSATORY TIME OFF" Shall be time off with pay _~ranted an employee in lieu of payment for overtime. 1.33 "OVERTIME" The followin~ definitions shall apply in re~ard to overtime: (a) Overtime Work: Work performed in excess of the number of hours or days normally worked each day or week. (b) Overtime Pay: Pay ~ranted an employee for overtime work in the amount equal to one and one-half (1-1/2) times the regular rate of pay. (c) Scheduled Overtime: Work performed in excess of a normal work day or week that has been scheduled in advance. (d) Call-back Overtime: Work performed in excess of a normal work day or week where overtime work has not been scheduled in advance and where the employee is called back from home to perform the required duties. RULE 2 GENERAL PROVISIONS 2.01 DISCLOSURE OF RELIGIOUS OR POLITICAL AFFILIATIONS No question in any text, in any application form, or in any other personnel proceedings, or of any appointin~ authority, shall be so framed as to attempt to elicit information concernin~ poIitical or religious opinions or affiliations of an applicant, eligible, or employee. No appointment to or removal from a position in the competitive service shall be affected or influenced in any manner by any political or religious opinion or affilia- tion. 2.09 VIOLATION OF RULES Violation of the provisions of these rules shall be ~rounds for dismissal, rejection, or suspension, or other disciplinary action. 2.03 AMENDMENT AND REVISION OF RULES The City Council may amend and revise rules and regulations by resolution. Prior to Coun- cil consideration, the City Manager shall post, five (5) days in advance, a notice of the time, place and date of the meetiu~ at which the Council will act on the suggested amend- ments or revisions. At the time of consideration, any interested person may appear and be heard. Amendments and revisions shall become effective upon adoption by the City Coun- cil followiu~ such hearing. 2.04 WAIVER OF RIGHTS Neither a candidate for employment nor any employee in the compebitive service shall be required to si~n any document whereby he waives any right or r~hbs accruin~ to him under the Personnel Ordinance or the Rules and Regulations. RULE 3 PERSONNEL BOARD 3.01 MEETINGS The Personnel Board shall hold regular monthly meetings at such time and place within the city as shall be designated by the Chairman of the Board. Any regular meetin~ may be ad- journed to a time certain and to a place designated by the Chairman. In addition, the Board may hold special meetings upon the call of the Chairman or any three members of the Board. Three members of the Board shall constitute a quorum for the transaction of businesm. 3.02 PUBLIC HEARINGS Hearings conducted by the Personnel Board shall be public, unless the Board shall determine that a private hearin~ is necessary to secure all the facts in the case. Whenever such a findin_~ is made, the Board may limit attendance at the hearin~ to the members of the Board, the Personnel Officer, the employee requestin~ the hearin_~, and such representatives as the employee desi_~nates, the officer or officers from whose action the appeal was taken, and such witnesses and other persons as the Board may require to be present. The hearin~ need not be conducted accordiu~ to technical rules relatin~ to evidence and witnesses. RESOLUTION NO. 3486: (Continued) RULE 4 CLASSIFICATION 4.01 PREPARATION OF PLAN The Personnel Officer, or person or agency employed for that purpose, shall ascertain and record the duties and responsibilities of all positions in the competitive service and, after consultation with appointing authorities and heads of departments affected, shall recommend a classification plan for such positions. The classification plan shall con- sist of classes or positions iu the competitive service defined by class specifications, including title, a description of typical duties and responsibilities of positions in each class, a statement of the training, experience and other qualifications to be re- quired of applicants for positions in each class. 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 under like working conditions to all positions iu the same class. The classification shall be a general description of the kind of work involved in the positions in the class. It shall not necessarily prescribe the complete duties of any position nor limit the authority of administrative officers to prescribe or alter the duties of any position. 4.02 ADOPTION OF PLAN Before the classification plan or any part thereof shall become effective, it shall first be approved by the City Council. The City Council may make changes or modifications of the plan. Upon adoption by the Council, by resolution, the provisions of the classifi- cation plan shall be observed in the handling of all personnel actions and activities. The class definition plan shall be amended or revised as occasion requires in the same manner as originally established. 4.03 ALLOCATION OF POSITIONS Following the adoption of the classification plan, the Personnel Officer shall allocate every position in the competitive service to one of the classes established by the plan. Each employee holding a position in the competitive service shall take the title of the class to which his position has been allocated in accordance with the Personnel Ordi- nance and Rules and Regulations. 4.04 NEW POSITIONS When a new position is created in the competitive service, before the same may be filled, the appointing authority shall notify the Personnel Officer, and, except as otherwise provided by ordinance or these rules, no person shall be appointed or employed to fill any such position until the classification plan has been amended and an appropriate employment list established for such position. 4.05 RECLASSIFICATION Positions, the duties of which have changed materially so as to necessitate reclassifi- cation, shall be allocated by the Personnel Officer to a more appropriate class, whether new or already created, in the same manner as originally classified and allocated. Re- classification shall not be used for the purpose of avoiding restrictions surrounding demotions and promotions. 4.06 TYPICAL TASKS The list of typical tasks shall be illustrative of the kind of work involved in posi- tions in the class. The examples shall be detailed but not necessarily complete or exclusive. In determining what positions are to be allocated to a class, consideration shall be given to the complete specification, rather than to particular examples of duties or responsibilities. 4.07 MINIMUM QUALIFICATIONS The statement of minimum qualifications shall be a general guide for the recruitment of empIoyees to fill positions in the class. For recruiting purposes certain qualifica- tions, when not expressIy stated, shall be understood as required. These are: good physicaI conditions, freedom from disabling defects, citizenship, suitable age, honesty, sobriety, and industry. 4.08 AMENDING THE CLASSIFICATION PLAN The City Council may create new classes, and revise or abolish existing classes. RULE 5 COMPENSATION 5.01 PREPARATION OF PLAN All salaries for officers and employees iu the competitive service shall be fixed by a salary schedule. Such schedule shall be established by resolution adopted by the City Council and may be changed or amended by the City Council. The City Council or the per- son or agency authorized or employed for that purpose shall prepare a pay plan covering all classes of positions in the competitive service, showing the minimum and maximum rates of pay. In arriving at such salary ranges, consideration shall be given to prevailing rates of pay for comparable work in other public and private employment, including con- sideratiou of conditions of work as well as basic pay; to Current costs of living; to sug- gestions of department heads; and to the city's financial condition and policies. There- after, no position shall be assigned a salary higher than the maximum or lower than the minimum salary provided for that class or position unless the salary schedule for the class is amended in the same manner as adopted RESOLUTION NO. 3486: (Continued) 5.02 POSITION SCHEDULE NUMBER AND INITIAL COMPENSATION -Each position in the competitive service shall be assigned a schedule number in accord- ance with the normal initial compensation of such office of employment as shown in the salary schedule. (a) The first step of the salary schedule of the particular Job classification shall apply to employees upon original appointment. However, the appointing authority may appoint at other than the first step if it is found it is not practical or possible to recruit qualified personneI at the first step. When an officer or employee is advanced from one position to another of a higher level, he shall as of the date of the advance to the new position receive not less than the equivalent of a one step increase and shall carry the new anniversary date to the new position. (c) Whenever a person is appointed to a permanent position at a step of the sal- ary schedule for that position which is higher than the first step of that salary schedule, all other persons previously employed in the same position shalI be advanced to that same step of the salary scheduIe as the entering employee and shall retain their original anniversary date. 5.03 STEP ADVANCEMENT Every officer and employee shall be eligible for advancement to the second step of the specific salary range six (6) months after his recruitment appointment, provided that his performance merits the increase. Advancement to the third step shall be eighteen (18) months thereafter. Advancements to the fourth and fifth steps shall be at the next succeeding twelve (12) month intervals. The anniversary date of the recruited employee, as long as he remains in the same class, shall remain the same. 5.04 OVERTIME The following state the conditions which determine when overtime pay shall be granted: (a) Scheduled Overtime: All employees, with the exception of department heads and police and fire members, who work in excess of their normal work day or week shall be granted overtime pay for the time worked or given compensatory time off. (b) Call-back Overtime: All employees, with the exception of department heads and police and fire members, who are called back to work shall be granted overtime pay for the time worked or given compensatory time off. Whenever an employee is called back to work for less than one (1) hour, he shall receive a minimum of one (1) hour overtime pay. Call-back time commences from the time the em- ployee receives the call to report back to work to the time he returns home. (c) Members of the police and fire departments shall be granted pay for such ad- ditional time at the regular rate of pay or given compensatory time off. When a member of the police or fire department is called back to work for less than one (1) hour, he shall receive a minimum of one (1) hour's pay at the regular rate. (d) The department head, with the approval of the City Manager, shall determine whether the employee shaII be compensated with pay at said rate or given com- pensatory time off. Time off must be taken within sixty (60) calendar days of the time accrued. 5.05 MANDATORY IN-SERVICE TRAINING Mandatory in-service training shall not constitute overtime; however, except for proba- tioners, if mandatory training is requested by a department head and it is not feasible to conduct such training during regular working hours, employees engaging in such train- ing shall be given compensatory time off for time spent in such programs. The final de- cision on initiating any in-service training on other than regular working hours shall be made by the City Manager. 5.06 WORK OF LESS THAN FIFTEEN MINUTES OF DURATION No compensatory time off or payment of any sort shall be made for overtime work of less than fifteen (15) minutes' duration which is performed immediately following the regular hours of work.. 5.07 ACCRUED TIME OFF - TIME OF TAKING A department head shall grant accrued time off to an employee upon written request from the employee. Such time off must be taken within sixty (60) calendar days of the time accrued. 5.08 REPORT REQUIRED FOR COMPENSATORY TIME OFF In order to be eligible to receive compensatory time off, all overtime in lieu of pay must be reported to the City Manager on forms provided by said departments. RESOLUTION NO. 3486: (Continued) 5.09 DETERMINATION OF TIME REQUIRED FOR EMPLOYMENT Any dispute or question of fact as to what time or times are normally required for the employment of any officer or employee shall be decided by the City Manager, and his de- cision shall be final. 5.10 PAY INCREASES AFFECTED BY LEAVE OF ABSENCE WITHOUT PAY An employee's pay increase shall not be affected by any leave of absence without pay, if he is off the payroll for less than two pay periods. If he is off the payroll for two or more successive pay periods the total amount of time off shall be made up before the employee shall be entitled to such pay increase. 5.11 STEP PAY PLAN The pay plan includes a salary step plan consisting of schedules of salary ranges consist- in~ of five scheduled amounts or steps of monthly compensation, and each of said ranges is designated by a number herein named the Schedule Number. Each step is predicated upon a five percent (5%) increment. 5.12 HOURLY RATES OF COMPENSATION The hourly rate of compensation for payroll purposes shall be computed on the basis of twelve (12) times the monthly rate divided by fifty-two (52) times the number of working hours per week for the position for which such hourly rate is computed. Hourly rates for positions designated as "per hour" positions shall be computed on the basis of a for- ty (40) hour week,-unless otherwise provided. RULE 6 APPLICATIONS AND APPLICANTS 6.01 ANNOUNCEMENT All examinations for classes in the competitive service shall be pubIished by postin~ announcements in the City Hall, on official bulletin boards, and in such other places as the Personnel Board deems advisable, includin~ at least one (1) newspaper circulated in the city. The announcement shall specify: (a) the title and pay range of the class for which the examination is announced, (b) the nature of the work to be performed, (c) preparation desirable for the performance of the work of the class, (d) the dates, time, place and manner of makin~ application and method of secur- in~ applications, (e) minimum qualifications required. The notice shall contain such additional information as in the discretion of the Personnel Board seems pertinent. 6.02 APPLICATION FORMS Applications shall be made on forms provided by the Personnel Board. Such forms shall require information coverin~ training, experience, citizenship, and other pertinent in- formation, and may incIude certificates of one or more examinin~ physicians, references and fingerprinting, and may include provisions for investigation and report by city of- fices or others. All applications must be si~ned by the person applyin~ for the position. 6.03 ACCEPTANCE OF APPLICATIONS The application for appointment shall be considered if it meets in form and substance the requirements of this rule, is filed within the time prescribed, and has not been re- Jected for cause by the Personnel Board. Further information may be required of the ap- plicant upon request of the Personnel Board. 6 . 04 DISQUALIFICATION The Personnel Board shall reject and authorize the Personnel Officer to reject any ap- plication which indicates on its face that the appIicant does not possess the minimum qualifications required for the position. Applications also shalI be rejected if the applicant is not a citizen of the United States; is physically unfit for the performance of duties of the position to which he seeks appointment; is of bad character; is addicted lo the habitual excessive use of dru~s or intoxicatin~ Iiquor; has been convicted of a crime involvin~ moral turpitude; has made false statement of any material fact, or prac- ticed, or attempted to practice, any deception or fraud in his appIication; or has a reputation for a course of conduct not compatible with the duties he wouId assume. When- ever an application is rejected, notice of such rejection with a statement of the reason shall be mailed to the applicant by the Personnel Officer. Defective appIications may be returned to the applicant with notice to amend the same, providin~ the time limit for receivin~ applications has not expired. 6.05 RESIDENCE REQUIREMENT It shall be the policy of the city to recruit personnel from residents of South San Fran- cisco, if qualified applicants can be obtained. If the Personnel Board determines that recruitment from the city will not, in the opinion of the Board, provide a sufficient number of qualified applicants, then the Personnel Board may, by resoIution, suspend the residence requirement for the particular position upon showin~ that the suspension serves the best interest of the public and the personnel system. ,. RESOLUTION NO. 3486: (Continued) RULE 7 EXAMINATIONS 7.01 NATURE AND TYPES OF EXAMINATIONS The selection techniques used in the examination process shall be impartial, of a practi- cal nature and shall relate to those subjects which, in the opinion of the Personnel Board, fairly measure the relative capacities of the persons examined to execute the duties and responsibilities of the class to which they seek to be appointed. Examinations shall consist of such recognized personnel selection techniques as achieve- ment tests, aptitude tests, evaluation of personality and background through personal in- terviews, performance tests, evaluation of daily work performance, work samples, or phy- sical agility tests or any combination of them. 7.02 PROMOTIONAL EXAMINATIONS Examinations may be specified by the Personnel Board as open only, as promotional only, or as both open and promotional whenever the needs of the service require. Promotional examinations may include any of the selection techniques mentioned in Sec. 7.01 of this rule, or any combination of them, and may include evaluation of prior city service and accomplishment in special training courses. Requirements for the examinations shall be set by the Personnel Board. All candidates must possess the minimum qualifications neces- sary to perform the duties of the class or position to which promotion is sought. An employee who has served the city in the capacity of Laborer or Custodian for a period of one year and has demonstrated competency and desire may, upon recommendation of the department head and approval of the City Manager, be given a technical oral examination for promotion to the next higher classification. 7.03 CONDUCT OF EXAMINATIONS The Personnel Board shall determine the manner and methods and by whom the examinations shall be prepared and administered. The City Council, upon recommendation of the Per- sonnel Board, may contract with any competent agency or individual for preparing and ad- ministering examinations. In the absence of such a contract, the Personnel Officer shall perform such duties. The Personnel Officer shall arrange for the use of public buildings and equipment for the conduct of examinations and shall render such assistance as shall be required. 7.04 SCORING EXAMINATIONS AND QUALIFYING SCORES The weights for each competitive part of a given examination and the minimum passing score for all parts of the examination shall be at the discretion of the Personnel Board. The minimum passing score for all parts of the examination shall be seventy per cent (70%). Failure in one part of the examination shall be grounds for declaring such applicant as failing in the entire examination, or as disqualified for subsequent parts of an examina- tion. The Personnel Board may, in its discretion, incIude as a part of the examination, except on promotional examinations, tests which are qualifying only. 7.05 CREDIT POINTS FOR VETERANS AND SERVICE IN GRADE (a) Veteran Status: A veteran who becomes eligible for certification from eligible lists by attaining the passing mark established for the examination shall be allowed five (5) additional points, except for promotional examinations in which case no points shalI be allowed. Such credit shall be added to the per- centage attained in the examination by the veteran. The name of each veteran shall be placed on the eligible list for appointment in the order and on the basis of the percentage attained in the examination after the appropriate credit has been added. (b) Seniority Credit: In all promotional examinations an employee in the competi- tive service who becomes eligible for certification from eligible lists by attainin~ the passin~ mark established for the examination shall be allowed one-half-(I/2) point for each year after the probationary year, but the credit shall not exceed eight (8) points. Such credit shall be added to the percen- tage attained in the examination. The name shall be placed on the eligible list for appointment in the order and on the basis of the percentage attained in the examination after the appropriate credit has been added. 7.06 NOTIFICATION OF EXAMINATION RESULTS AND REVIEW OF PAPERS Each candidate in an examination shall be ~iven written notice of the results thereof, and if successful, of his final earned score and rank on the employment list. The appli- cant shall be allowed ten (lO) days after notification of final grade to review his own examination paper. No certification of eligibles shall be made until after this period. RULE 8 EMPLOYMENT LISTS 8101 EMPLOYMENT LISTS As soon as possible after the completion of an examination, the Personnel Officer shall prepare and keep available an employment list consisting of the names of candidates who quallfied in the examination, arranged in order of final scores, from the highest to the lowest qualifying score. Whenever identical ratings are earned, names shall be arranged in order of relative scores earned in the most heavily weighted or most important part of the examination. The employment list shall then be submitted to the appointing author- ity and the Personnel Board. [ 130 RESOLUTION NO. 3486: (Continued) 8.02 DURATION OF EMPLOYMENT LISTS Employment lists shall become effective upon the Personnel Board's approval, and upon its certification that the list was legally prepared and represents the relative ratln~s of the persons whose names appear on it. Employment lists, except promotional employment lists, shall remain in effect for six (6) months, unless sooner exhausted, and may be ex- tended prior to their expiration dates, by the Personnel Board, for additional three (3) month periods, but in no event shall an employment list remain in effect for more than one (1) year. Promotional employment lists shall remain in effect for one (1) year un- less sooner exhausted, and may be extended by action of the Personnel Board for addition- al three (3) month periods, but in no event shall the list be extended for more than one (1) additional year. 8.03 RE-EMPLOYMENT LISTS The names of probationary and permanent employees who have been laid off shall be placed on appropriate re-employment lists in order of their seniority. Such names shall remain thereon for a period of two (2) years unless such persons are sooner re-employed. When a re-employment list is to be used to fill vacancies, the Personnel Board shall cer- tify from the top of such list the number of names equal to the number of vacancies to be filled, and the appointing power shall appoint such persons to fill the vacancies. However, an employee who was on a disabled status shall be reinstated immediately by the city to his former position if available or to any available position for which he meets the minimum qualifications, at the prevailing wage scale for the position, until a va- cancy becomes available in his former classification. If no position is available, he shall be eligible for the first vacancy. 8.04 RECOGNITION OF PREVIOUS EMPLOYMENT LISTS Employment lists in effect at the time of the effective date of the Personnel Ordinance are to be recognized as lists established under the ordinance. These Iists shalI remain in effect as provided in Sec. 8.02 of this rule, such effectiveness to date back to the time the lists were originalIy estabIished. 8.05 REMOVAL OF NAMES FROM LISTS The name of any person appearin~ on an employment, re-employment or promotional list shall be removed by the Personnel Officer if the eligible requests in writing that his name be removed, if he fails to respond to a notice of certification sent by certified mail to his last known address within ten (10) days after mailing of such notice, or if he has been certified for appointment three (3) times and has not been appointed. The person affected shall be notified of the removal of his name by a notice mailed to his last known address. The names of persons on promotional employment lists who resign from the service shall automatically be dropped from such lists. RULE 9 METHOD OF FILLING VACANCIES 9.01 TYPES OF APPOINTMENT All vacancies in the competitive service shall be filled by re-employment, transfer, demotion, or from eligibles certified by the Personnel Board from an appropriate employ- ment or promotional list, if available. In the absence of persons eligible for appoint- ment iu these ways, provisional appointments may be permitted in accordance with the Personnel Ordinance and these rules. 9.02 NOTICE TO PERSONNEL OFFICER Whenever a vacancy in the competitive service is to filled, the department head shall notify the Personnel Officer. The Personnel Officer shall advise the appointing power, City Manager and department head as to the availability of empIoyees for re-employment, requests for transfers, or demotion, and of eligibles on employment or promotional lists for the class. 9.03 CERTIFICATION OF ELIGIBLES The appointin~ power shall indicate whether it is desired to fill the vacancy by re- employment, transfer, or demotion, or whether certification from a promotional or em- ployment list is preferred. If appointment is to be made from an employment or promo- tionaI list, the names of all persons wilIin~ to accept appointment shall be certified. 9.04 ORDER OF CERTIFICATION Whenever certification is to be made, the employment lists, if each exists, shall be used in the following order: re-employment list, promotional list, open-competitive list, Whenever there are fewer than three (3) names ou a promotional list or an open- competitive list, the appointin~ authority may make an appointment from amou~ such eligibles or may request the Personnel Board to establish a new list. If a new list is requested, the Personnel Board shall hold a new examination and establish a new em- ployment list. RESOLUTION NO. 3486: (Continued) 9.05 APPOINTMENT As a prerequisite for employment and appointment the eligibl~ shall be fingerprinted and identification verified by the Police Department and he shall establish his residence in the City of South San Francisco within one (1) year after appointment and before perman- ent appointment. The Personnel Board may by resolution extend the period for establish- lng residence for three (3) months by any one action not to exceed a total of six (6) months and the probationary period shall be extended for the same length of time. The City Council shall be the appointing power for all department head classes or positions. After interview and investigation and recommendation of the City Manager, the City Coun- cil may make appointment from among those certified, and shall immediately notify the Personnel Officer of the person or persons appointed. The City Manager shall be the ap- pointing power for all classes or positions below the position of department head. After interview and investigation and recommendation of the department head, the City Manager may make appointment from among those certified, and shall immediately notify the Person- nel Clerk of the person or persons appointed. The Personnel Officer shall notify the per- son ap~pointed, and if the applicant accepts the appointment and presents himself for duty within such period of time as the appointing authority shall prescribe, he shall be deemed to be appointed; otherwise, he shall be deemed to have declined the appointment. 9.06 PROVISIONAL APPOINTMENTS In the absence of appropriate employment lists, a provisional appointment may be made by the appointing power of a person meeting the minimum trainin~ and experience qualifica- tions for the position. An employment list shall be established within six (6) months for any permanent position filled by provisional appointment. The Council may, by a four-fifths vote, extend said period for any provisional ~ppointment and list for not more than thirty (30) days by any one action, not to exceed three (3) such extensions. When a position is to be filled by provisional appointment, or a provisional appointment is to be extended, the Council shall direct the City Clerk to record such action in the minutes of the meeting of the Council. No special credit shall be allowed in meeting any qualification or in the giving of any test or the establishmeut of any employment or promotional lists, for service rendered under a provisional appointment. 9.07 EMERGENCY APPOINTMENTS To meet the immediate requirements of an emergency condition, such as extraordinary fire, flood or earthquake, which threatens public life or property, a member of the City Coun- cil, City Manager, department head, or their designated legally competent officer or em- ployee may employ such persons as may be needed for the duration of the emergency without regard to the PersonneI Ordinance or rules affecting appointments. As soon as possible, such appointments shall be reported to the PersonneI Officer. 9.08 TEMPORARY APPOINTMENTS In cases where the immediate employment of an employee is necessary to the department, the appointing authority shall have the power to make a temporary appointment of a lim- ited duration not to exceed ninety (90) calendar days. Employees hired on a temporary basis shall be notified in writing that such appointment is of a temporary nature and does not entitle them to preference or right to a permanent position. Temporary employ- ees shall not accumulate sick leave, vacation pay, paid holidays or the right of appeal. RULE 10 PROBATIONARY PERIOD 10.01 REGULAR APPOINTMENT FOLLOWING PROBATIONARY PERIOD All original and promotional appointments shall be tentative and subject to a probationary period of one (1) year. The City Council may, by resolution, establish a longer probation- ary period for specified classes. The Personnel Officer shall notify the appointin~ auth- ority, department head and the probationer concerned one (1) month prior to the termina- tion of any probationary period. In those classes in which the City Manager is the appointing power, the department head shall submit a report to the City Manager as to whether the probationary employee has been satisfactory or unsatisfactory. The City Manager shall endorse thereon or add his recommendation and forward the department bead's report, to~ether with his recommendation, to the PersonneI Board. ~The City Manager shall then continue or terminate the employment at the close of the probationary period. In those classes in which the City Council is the appointing power, the City Manager shall submit a report as to whether the probation- ary employee has been satisfactory or unsatisfactory. The City Council shall endorse thereon or add its recommendation and forward the City Mana~erts report, together with the City Council's recommendation, to the Personnel Board. The City Council shall then continue or terminate the employment at the close of the probationary period. During the period of probation, quarterly reports of the probationer's performance shall be forwarded to the Personnel Board in the same manner as provided above. 10.02 OBJECTIVE OF PROBATIONERY PERIOD The probationary period shall be regarded as a part of the testing process and shall be utilized for closely observing the employee's work, for securing the most effective ad- Justment of a new employee to his position, and for rejecting any probationary employee whose performance does not meet the required standards of work. RESOLUTION NO. 3486: (Continued) 10.03 REJECTION OF PROBATIONER Durin~ the probationary period an employee may be rejected at any time by the appoint- ing power without cause and without the right to appeal, except as hereafter may be provided. Notification.of rejection in writing shall be served on the probationer and a copy filed with the Personnel Officer and the Personnel Board. The Board may review such action and make a recommendation, but no such recommendation shall be bindin~ on the appointing power unless the Board shall find such dismissal was the resuIt of poli- tical, religious or racial discrimination. 10.04 REJECTION FOLLOWING PROMOTION Any employee rejected durin~ the probationary period followin~ a promotional appoint- ment, or at the conclusion of the probationary period, shall be reinstated to the posi- tion from which he was promoted unless charges are filed and he is discharged in the manner provided in the Personnel Ordinance and these rules for positions in the com- petitive service. RULE 11 ATTENDANCE AND LEAVES 11.01 VACATION LEAVE (a) Vacation leave with pay shall be ~ranted to full time employees as follows: Two calendar weeks to those with continuous service from one to the com- pletion of the ninth year of service. Three calendar weeks to those with continuous service from ten to the com- pletion of the nineteenth year of service. In the tenth year of service the employee shall be entitled to request three calendar weeks vacation leave, but if after taking the leave he shall fail to complete the tenth year, a pro rata adjustment shall be made iu his termination pay deduct- in~ the amount of unearned vacation leave. Four calendar weeks to those with continuous service of twenty years or more. Iu the twentieth year of service the employee shall be entitled to request four calendar weeks vacation leave, but if after taking the leave he shall fail to complete the twentieth year, a pro rata adjustment shall be made in his termination pay deducting the amount of unearned vacation leave. (b) An employee may, with the approval of the department head and City Manager, defer one (1) calendar week of his annual vacation leave to the succeeding calendar year. The employee shall file written request to defer with the department head, who shall, upon endorsing his approval or disapproval, submit it to the City Manager. (c) (d) Employees who terminate employment shall be paid in a lump sum for all accrued vacation leave earned prior to the effective date of termination. No such payment shall be made for vacation accumulated contrary to the provisions of these rules. For the purpose of determining earned vacation per month, divide the number of days annual leave due the employee by reason of his years of continuous service by twelve. The times durin~ a calendar year at which an employee may take his vacation shall be determined by the department head and approved by the City Manager with due re~ard for the wishes of the employee and particular regard for the needs of the service. Vacations shall be taken in increments of one week. If the requirements of the service are such than an employee must defer part or all of his annual vacation leave in a particular calendar year, the de- partment head shall file request for such deferment with the City Manager and obtain his approval. Deferred vacation which is not taken durin~ the calendar year immediately followin~ the calendar year in which the vacation leave was deferred shall be compensated for. (e) In the event one or more municipal holidays fall within au annual vacation leave such holidays shall not be charged as vacation leave and the vacation leave shall be extended accordingly. (f) In the event an employee is not permitted to take all of the vacation to which he is entitled in a calendar year, he shall be permitted to accumulate the un- used portion to his credit, provided, that on January 1st of any calendar year he shall not have a total credit of more than thirty (30) working days of va- cation except that in case of fire, flood, or other extreme emergency an ad- ditional accumulation may be approved by the City Manager. The Personnel Officer shall keep proper records and schedules of vacations accumulated and granted and shall make such reports thereof to the executive officer as he may from time to time require. 11.02 SICK LEAVE (a) Sick leave shall not be considered as a privilege which an employee may use at his discretion, but shall be allowed only in case of necessity and actual sickness or disability. Probationary and permanent, full-time employees will accrue sick leave with pay on the basis of one (1) work day of sick leave for every month of continuous service to a maximum of twelve (12) days in any calendar year. Sick leave need not be used within a specified leave year but may be accumulated up to a maximum of 120 days. An employee who resigns or is discharged from the city service for any reason shall forfeit permanently all sick leave accumulated to that date. RESOLUTION NO. 3486: (Continued) (b) A maximum of five (5) days sick leave may be taken in any one calendar year in case of actual sickness, disability or death in the immediate family. (c) In order to receive compensation while absent on sick leave the employee shall notify his department head prior to, or within four (4) hours after the time set for be~innin_~ his daily duties, or as specified by the head of his depart- ment. The department head shall notify the City Mana_~er in the same manner. Should the absence be for one (1) day, a personal affidavit may be required; should the absence be for more than two (2) days, the employee shall file with the department head a physician's cert.ificate or department bead's certificate. Upon written approval of the department head, filed with the City Mana_~er, sick leave shall be _~ranted for a lon_~er period of time. (d) A report of sick leave shall be made to the Personnel Board so that it may be reviewed. Such leave credit earned for service under the prior ordinance, and rules shall be continued under Ordinance No. 449 and these Rules and Regula- tions. (e) An employee who is entitled to temporary disability indemnity because of in- jury in course of employment may elect to take as much of his accumulated sick leave, or his accumulated vacation, or his accumulated compensable overtime, as when added to his disability indemnity will result in a payment to him of not more than his full salary or wa~e. When computin~ vacation, sick leave or overtime under this section, the employee shall be ~iven credit for any holi- days that occur durin~ the period of absence hereunder. He is nevertheless entitled to medical, surgical, and hospital treatment as provided under State law for injuries in course of employment. When accumulated sick leave, vaca- tion or overtime, or all, are exhausted, he is still entitled to receive disa- bility indemnity. (f) When an employee uses sick leave or vacation leave, or both, because of an in- jury compensable as a result of an accident occurrin~ in the couse of employ- ment, and the city.is reimbursed by a third person for damages, there shall be credited to the employee's sick leave or vacation leave, the amount originally used. If the city does not collect from the third person the full amount of the compensation paid and other damages, and if the amount collected is not itemized, then the amount of sick leave or vacation leave credited shall be equal to the percentage of the total claim collected. "Sick leave" or "vaca- tion leave" as used in this rule includes sick leave or vacation leave used to augment disability indemnity. 11.03 MATERNITY LEAVE In no event shall leave with pay be ~ranted for maternity. Pregnant employees shall be separated as of their last day of work status and no later than the end of the seventh mouth of pre~uancy. Such an employee has a right to be placed upon a re-employment list to be re-employed in the same position of the same class or like class within one (1) year after separation. If re-employed durin~ this period all previous city employment shall be credited as a continuance of service. However sick leave and vacation leave credits shall not be accumulated durin~ the period of absence. On return after pre~nancy, a doctor's certificate shall be required certifyin~ that the employee is able to perform her normal duties. 11.04 MILITARY LEAVE Military leave shall be ~ranted in accordance with the provisions of state law. All em- ployees entitled to military leave shall ~ive the appointin~ power an opportunity within the limits of military regulations to determine when such leave shall be taken. 11.05 LEAVE OF ABSENCE The City Council may ~rant a permanent employee a leave of absence without pay not to ex- ceed one year. No such leave shall be granted unless the employee's written request is approved by the department head and City Manager, and filed with the City Council. Upon expiration of a re~ularIy approved Ieave, or within a reasonable period of time after no- tice to return to duty, the employee shall be reinstated in the position heId at the time the leave was ~ranted. Failure on the part of an employee on leave to report promptly, or within a reasonabIe time after notice to return to duty, may be cause for discharge. 11.06 HOURS OF WORK All offices of the City, except those for which special regulations are required, shall be kept open for business on all days of the year except Saturdays and Sundays and holi- days continuously from 8:30 a.m. until 5:00 P.m. Employees for ~hom necessity requires a different schedule than that ~enerally applied, shaIl~work accordin~ to regulations prepared by the respective supervisin~ officials and approved by the City Manager and the City Council. 11.07 ATTENDANCE Employees shall be in attendance at their work in accordance with the rules re~ardin~ hours of work, holidays and leaves. Failure on the part of an employee, absent without leave, to return to duty within twenty-four (24) hours after notice to return may be cause for immediate discharqe. RESOLUTION NO. 3486: (Continued) 11.08 HOLIDAYS (a) All municipal offices with the exception of the police, fire and sanitation departments shall be closed on the followin~ legal holidays: New Year's Day Lincoln's Birthday Washin~ton's Birthday Memorial Day Independence Day Admission Day Labor Day Columbus Day Thanks~ivin~ Veterans Day Christmas Good Friday from twelve noon until the hour of three post meridian (b) When a holiday falls on a Saturday, full time employees, except for depart- meut heads, shall have a day off as approved by the department head. When a holiday falls ou Sunday, it shall be observed on the followin~ Monday. (c) Employees of the Safety Departments (Fire, Police and Sanitation) shall be compensated for the followin~ holidays: New Year's Day, Lincoln's Birthday, Washin~ton's Birthday, Memorial Day, Independence Day, Admission Day, Labor Day, Columbus Day, Veterans Day, Thanks~ivin~ and Christmas Day by an addi- tional day's pay or compensatin~ time off, if the holiday, or day of obser- vance falls on the employee's workin~ day or day of rest. Should the em- ployee be unable to work on a holiday, which is his day of work, due to an injury in course of his employment, he shall receive an additional day's pay or compensatin~ time off provided he does not receive compensation for the day from other sources. (d) Should the employee be unable to work on a holiday which is his work day be- cause of sickness, he shall be entitled to an additional day's pay if he ob- tains and files with his department head a doctor's certificate or department bead's certificate. If the employee is off work on a regular work day imme- diately before or after a holiday, he shall also be required to obtain a doctor's certificate or department bead's certificate. RULE 12 PAY AND ADJUSTMENTS 12.01 APPLICATION OF RATES Employees occupyin~ a position in the competitive service shall be paid a salary or wa~e within the range established for that position's class under the pay plan provided by Rule V. The minimum rate for the class ~enerally shall apply to employees upon original appointment. However, the appointin~ authority may, when circumstances warrant it, ap- point at other than the first step. Officers and employees re-employed after layoff shall receive a rate within the range established for the class accordin~ to seniority, approved by the City Manager and the appointiu~ power. Whenever an employee or employees are recruited for a position at other than the first step within a range, all employees in the same position in steps below the recruitment step shall be raised to the step at which the new employee or employees were recruited. 12.02 ADVANCEMENT No salary advancement shall be made to exceed the maximum rate established in the pay plan for the class to which the advanced employee's position is allocated. Au employee shall be eligible for advancement when he has been in the step for one year or the pre- scribed time, provided his performance meets the requirements for advancement, as exemp- lified by recommendations of his supervisiu~ official, length of service, performance record, special trainiu~ undertaken, or other pertinent evidence. RULE 13 TRANSFER, PROMOTION, DEMOTION AND SUSPENSION 13.01 TRANSFER After notice to the Personnel Officer, an employee may be transferred by the appointiu~ power at any time from one position to another position in the same or comparable class. If the transfer involves a chan~e from the Jurisdiction of one supervisin~ official to another, both must consent thereto unless the City Council orders the transfer for pur- poses of economy or efficiency. Transfers shall not be used to effectuate a promotion, demotion, advancement, or reduction, each of which may be accomplished only as provided in the Personnel Ordinance and in these rules. No person shall be transferred to a posi- tion for which he does not possess the minimum qualifications. 13 · 02 PROMOTION Insofar as practicable and consistent with the best interests of the service, all vacan- cies in the competitive service shall be filled by promotion from within the competitive service, after a promotional ~xamination has been ~iveu and a promotional list established If, in the opinion of the appointin~ power, a vacancy in the position could be filled better by an open, competitive examination instead of a closed, promotional examination, then the appointin~ power may instruct the Personnel Board to call for applications for the vacancy and arrange for an open, competitive examination and for the preparation and certification of an eIi~ible list. RESOLUTION NO. 3486: (Continued) 13.o3 DEMOTION The appointing power may demote an employee whose ability to perform his required duties fails below standard, or for disciplinary purposes. Upon request of the employee, and with consent of the prospective supervising official, demotion may be made to a vacant position as a substitution for layoff. No employee shall be demoted to a position for which he does not possess the minimum qualifications. Written notice of the demotion shall be ~iven the employee before the effective date of the demotion, and a copy filed with the Personnel Officer. Should an employee be demoted because of inability to per- form the duties or for disciplinary purposes, the employee may request a hearing before the Personnel Board. 13.04 SUSPENSION The City Council, City Manager, and department heads, each, except as limited herein or as limited in the Personnel Ordinance, shall have authority to suspend an employee for disciplinary purpose or for other just cause for a period or periods not to exceed thirty (30) calendar days in a fiscal year. Suspension orders shall be filed with the Personnel Officer.. Suspension of department heads shall be by the City Council, or by the City Manager, after he has first obtained approval to so suspend from the City Council. The City Manager may suspend any employee below the class of department head for a period or periods not to exceed thirty (30) calendar days in a fiscal year. The department head shall have the authority to suspend employees under his supervision for a period or periods not to exceed thirty (30) caIendar days in a fiscal year. An employ- ee may, upon bein~ suspended, file an answer or objection to the action with the Personnel Board and the Board shall make an investigation, which shall include an interview with the officer suspendin~ the employee and the suspended employee, with or without a hearing, as it deems necessary. The Board shall render a decision within a reasonable time after the hearin~ or investigation. The suspension action shall stand unless modified or revoked by the Board. An employee shall not accumulate sick leave, vacation leave or holiday pay durin~ the suspension period. RULE 14 SEPARATION FROM THE SERVICE 14.01 DISCHARGE An employee in the competitive service may be discharged as herein provided and as pro- vided in the Personnel Ordinance. The City Council may order dismissal of a department head. The City Manager before exerclsin~ the power of dismissal of a department head shall first obtain the City Council's authorization. The City Manager may dismiss any employee in the competitive service below the class of department head. Department head, before dismissin~ employees in their departments, shall first obtain authorization from the City Manager. 14.02 LAYOFF The appointin~ power may lay off an employee in the competitive service because of mater- ial chan~e in duties or organization or shortage of work or funds. Ten (10) workin~ days before the effective date of a layoff, the appointin~ authority shall notify the Person- nel Officer of the intended action with reasons therefor, and a statement certifyin~ whether or not the services of the employee have been satisfactory. A copy of such no- tice shall be ~iven the employee affected. If certified as having ~iven satisfactory service, the name of the employee laid off shall be placed on the appropriate employment list as provided by these rules. If not certified as havin~ ~iven satisfactory service, the empIoyee laid off may interpret the action as a discharge and request a hearin~ as provided by the Personnel Ordinance and these ruIes. 14.03 RESIGNATION An employee wishin~ to leave the competitive service in ~ood standin~ shall file with the supervisin~ official a written resignation statin~ the effective date and reasons for leaving. A resignation, shall by its terms, become effective by a specified date or effective upon the date filed with the supervisin~ official. The resignation shall be forwarded to the Personnel Officer with a statement by the appointin~ power or department head as to the resigned employee's service, performance and other pertinent information concernin~ the cause for resignation. RULE 15 APPEALS AND HEARINGS 15.Ol APPEALS A permanent employee in the competitive service shall have the right to appeal to the Personnel Board for relief from any action or order, pursuant to which he has been - discharged, demoted~ subjected to any disciplinary act or order, relief from wrongful imposition of which is not otherwise provided for, and appeal from which is not prohibited or denied. The appeal shall be in writing, si~ned by the employee and filed with the Personnel Offi- cer within fifteen (15) days after receivin~ notice thereof. The Personnel Officer shall ~ive written notice of the appeal to each Board member and the appointin~ power or other person whose order or act has been appealed. [ ~RESOLUTION NO. 3486: (Continued) 15.02 INVESTIGATIONS AND HEARINGS Upon the filin~ of an appeal, the Personnel Board shall make such investigation as it may deem necessary. The Personnel Board shall hold a hearin~ on said appeal within ten ~(10) days after the filin~ thereof, in which hearin~ the applicable provisions of the Per- sonnel Ordinance and rules and regulations Shall apply. The hearin~ need not be con- ducted accordin~ to technical rules relatin~ to evidence and witnesses. Whenever a hearin~ on an appeal is to be held, the Personnel Officer shall notify the employee makin~ the appeal and the appointin~ power~or other person whose order or act has been appealed, of the time, date and place of the hearin~ on said appeal and shalI publicly post at such places as the Personnel Board shall prescribe, a notice of the time, date and place of the hearing. Unless incapacitated, the employee makin~ the appeal shall appear personally before the Personnel Board at the hearing, and he may be represented by any person or attorney he may select. The Personnel Board shall make findings and a decision within ten (10) days after con- cluding the hearing affirming, revokin~ or modifying the discharge, demotion, reduc- tion in pay, or disciplinary act or order. The Personnel Board shall certify the find- ings and decision to the appointing authority or to any other person whose action has been appealed and to the employee who filed the appeal and his representative. The findidngs and decision of the.Personnel Board shall be final. Any member of the Personnel Board may submit a minority or supplemental report which shall be filed as a permanent record by the Personnel OffiCer. If due to absence from the city, or illness or disability of the majority of the Person- nel Board, any employee would be deprived of the right of a hearin~ by the Personnel Board, the appointiu~ power shall defer discharge or demotion of the employee until the Board is able to function, unless the case be au emergency, in which event the appoint- in~ power may suspend the employee until the Board is able to function. RULE 16 TRAINING OF EMPLOYEES 16.01 RESPONSIBILITY FOR TRAINING Responsibility for developing training pro,rams for employees shall be assumed Jointly by the City Council, City Manager, the Personnel Officer and department heads. Such trainin~ programs may include lecture courses, demonstrations, assignment of readin~ matter or such other devices as may be available for the purpose of improvin~ the ef- fectiveness and broadenin~ the knowledge of municipal officers and employees in the performance of their respective duties. 16.02 CREDIT FOR TRAINING Participation in and successful completion of special training courses may be considered in making advancements and promotions. Evidence of such activity shall be filed by the employee with the department head for filin~ with the Personnel Officer. 16.03 PROMOTIONAL TRAINING PROGRAM A department head may, with the approval of the City Manager, formulate and recommend to the Personnel Board a trainin~ program for employees in his department for promotional purposes which may include the temporary assignment of such employees out of class. If the Personnel Board determines that such a pro~ram is properly in aid of the promo- tion of employees and is not detrimental to the service, it may authorize such a train- in~ pro,ram. However, no employee shall be assigned to work out of his classification for longer than thirty (30) workin~ days in any calendar year. RULE 17 REPORTS AND RECORDS 17.01 ROSTER CARDS The Personnel Officer shall maintain a service or roster card for each employee in the service of the city showin~ the name, title of position held, the department to which assigned, salary, chan~es in employment status, and such other information as may be considered pertinent. 17.02 CHANGE OF STATUS REPORT Every appointment, transfer, promotion, demotion, chan~e of salary rate, and any other temporary or permanent change in status of employees shall be reported to the Personnel Officer in sueh manner as may be prescribed by these rules and regulations. 17.03 DESTRUCTION OF RECORDS Roster and payroll records shall be kept permanently. All other records relating to personnel, includin~ correspondence, applications, examinations and reports may be des- troyed after five (~) years. Any temporary record may be destroyed at any time by the Personnel Board with the consent of the City Council and City Attorney. RESOLUTION NO. 3486: (Continued) RULE 18 OUTSIDE EMPLOYMENT 18.01 OUTSIDE EMFLOYMENT Full time city employees shall not carry on concurrently with their public employment any private business or undertakin~ which affects their time for public service, quality of work, or discredits the public service. Outside employment shall not be undertaken unless the appointin~ power first approves the employment, and determines that it will not adversely affect the employee's quality of service, availability for service, or time required to perform his public service. RULE 19 COOPERATION 19.01 COOPERATION OF MUNICIPAL OFFICERS AND EMPLOYEES Every officer and employee of the City of South San Francisco shall cooperate with the Personnel Board and the Personnel Officer in order to fulfill completely the objectives and purposes of the Personnel Ordinance and these rules. I hereby certify that the fore~oin~ resolution was regularly intro- duced and adopted by the City Council of the City of South San Francisco at a regular meetin~ held on the fourth day of June, 1962, by the follow- in~ vote: Ayes, Councilmen Noe s, Absen t, " Leo J. Ryan, Patrick E. Ahern, Emilio Cortesi None G. J. Rozzi, Andrew Rocca ATTEST: ARTHUR A. RODONDI City Clerk