Sec. 40-21. - Record keeping.

The director of personnel shall establish and maintain in a modern and efficient manner a roster of officers and employees of the city, an individual employment folder for each employee of the city, which shall contain all documents pertinent to such employee's work history, and such forms, records and documents as are required to implement the proper administration of the classification and salary plans, the examining program and other related aspects of the overall personnel program. The individual employment folder shall be considered the official employment record of the employee.

(Ord. No. 04-010(sub 1), § 1, 4-15-04)

Sec. 40-22. - Confidentiality.

(a)

Sensitive information concerning applicants for employment and employees of the city, including but not limited to information related to the examination, evaluation and selection process, compensation within a pay grade, and other personal information, shall be treated as confidential. Such information shall be made available, as needed, to representatives of the personnel department and other members of management who have a legitimate purpose for access to such information and as may be required by law. Otherwise, such information shall remain confidential.

(b)

Medical records and information shall be maintained in a separate, locked and confidential medical file, and shall not be kept in individual employment folders.

(Ord. No. 04-010(sub 1), § 1, 4-15-04)

Sec. 40-23. - Amendment of personnel rules; hearings.

(a)

City council shall have authority to adopt, amend or repeal the rules set forth in this division, upon recommendation of the director of personnel and approval of the administrative board.

(b)

City council, at its discretion or upon recommendation of the director of personnel, may authorize the director of personnel to conduct reviews and/or hearings regarding any proposed amendment to the personnel rules.

(c)

If such hearings are called, upon request of the council, the director of personnel shall post notices in all city departments announcing the time of, and describing the issues involved in, such hearings. Such notices shall be posted no less than five working days prior to the date of the hearing.

(Ord. No. 04-010(sub 1), § 1, 4-15-04)

Sec. 40-24. - Budget submission.

The director of personnel shall prepare and submit an estimate of the annual budget for central personnel operations for approval of the council.

(Ord. No. 04-010(sub 1), § 1, 4-15-04)

Sec. 40-25. - Forms and procedures generally.

The director of personnel shall be responsible for the formulation and revision of such forms, documents, records and operating procedures as are required to accomplish the aims of this chapter and to administer a sound and equitable personnel program for the city.

(Ord. No. 04-010(sub 1), § 1, 4-15-04)

Sec. 40-26. - Responsibilities.

(a)

While ultimate responsibility for the administration of the personnel code rests with the mayor, the following functions have been delegated to the director of personnel, or designee:

(1)

Development and recommendation of compensation and evaluation plans, pay plans, policies and procedures.

(2)

Development and recommendation of procedures and techniques required for the implementation of general policy and the standardization of application.

(3)

Ensuring the appropriate and timely classification of positions based upon the duties, authority and responsibility of each.

(4)

Maintenance of a central file of position descriptions and coordinate all new and revised position descriptions and evaluation activities.

(5)

Maintenance of records of salaries and activities required to facilitate the administration of pay rates and to provide management with information for adequate control of salary costs.

(6)

Review of pay rate and personnel status changes for compliance with established policy.

(7)

Appraisal of program effectiveness and recommend program revisions as required by changing conditions.

(8)

Establishment of a fair relationship between salary ranges and payment practices in our geographic and industry markets.

(9)

Maintenance of an effective organization designed to meet current and future needs.

(10)

Providing a systematic means of controlling salary expenditures.

(11)

Compliance with federal and state wage and hour laws and other governmental guidelines.

(b)

Executive and all supervisory personnel shall be responsible for the following:

(1)

Ensuring that salary program policies and procedures are uniformly administered.

(2)

Coordination with the director of personnel to ensure compliance with all legal requirements.

(Ord. No. 04-010(sub 1), § 1, 4-15-04)