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RULE
3 - ADMINISTRATION
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3.1
Civil Service Board and the General Personnel Board Composition
and Appointment:
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In
accordance with Sections 24-5 and 24-6 of Sarasota City
Code, the Civil Service Board and the General Personnel
Board shall be appointed by the City Commission and
shall consist of five (5) members, each of whom shall
be a resident of the City or shall own property located
within the City, unless business qualifications or a
special expertise warrants an exception; however, such
person shall not be a City employee. All members shall
serve without compensation and the members shall serve
concurrently as members of both the Civil Service Board
and the General Personnel Board.
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3.2
Board Duties:
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A. |
Civil
Service Board. The Civil Service Board shall:
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(1)
Conduct meetings as required.
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(2)
Recommend to the City Manager personnel rules and regulations
and amendments as deemed appropriate.
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(3)
Hear Civil Service employees' appeals as prescribed
in these Rules and Regulations.
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(4)
Perform other Civil Service duties as may be required
in the Charter and Ordinances of the City.
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B. |
General
Personnel Board. The General Personnel Board shall:
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(1)
Conduct meetings as required.
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(2)
Recommend to the City Manager, or to the City Auditor
and Clerk, for their respective employees, personnel
rules and regulations and amendments as deemed appropriate.
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(3)
Hear General Personnel System employees' appeals as
prescribed in these Rules and Regulations.
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(4)
Perform such other duties as may be required by the
Charter and Ordinances of the City.
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C. |
Condition
of Appointment: Any member of the above Boards who is
absent from three (3) consecutive regular meetings,
or misses four (4) regular meetings within a period
of one (1) year without Board approval, or who is or
has been convicted of an immoral/criminal act, shall
forfeit his or her position/appointment on the Board.
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3.3 Board Meetings:
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A. |
Regular:
Upon public notice, the Civil Service Board and the
General Personnel Board shall meet at such times and
places as they may designate.
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B. |
Special:
Upon public notice, special meetings of the Boards may
be called by the Chairman, the Vice Chairman in the
absence of the Chairman, by a majority of the Board
or by the Director of Human Resources or his or her
designee. Reasonable notice shall be given to each Board
Member and the Department of Human Resources.
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3.4
Board Meeting Agenda:
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The Director of Human Resources shall be responsible
for the preparation of the agenda for all Board Meetings.
Persons desiring to appear before the Board shall notify
the Director of Human Resources of their desire to make
a presentation. Such presentation shall be subject to
the following requirements:
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A. |
The
subject matter shall relate solely to personnel matters
within the jurisdiction of the Board.
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B. |
One
copy of the presentation shall be submitted in writing
to the Director of Human Resources no later than ten
(10) calendar days before the Board meeting.
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C. |
No
presentation to the Board shall be made unless included
on the agenda for that meeting.
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3.5
Rules of Order:
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The members of the Boards shall establish their internal
rules for conducting their meetings. "Robert's
Rules of Order" shall guide the Boards in their
proceedings.
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3.6
Minutes and Records:
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A
representative of the Department of Human Resources
shall attend all regular and special meetings of the
Boards and shall administratively support the Boards
in their responsibility for recording of all official
actions in the minutes. The time and place of each meeting
of the Board, the votes of each Board member, except
when the acts are unanimous and, when requested, a Board
member's dissent, with his or her reasons, shall be
recorded in the minutes. The Director of the Department
of Human Resources shall cause the minutes to be transcribed
and signed by the Chairman. Such minutes shall be retained
as a matter of public record in the office of the City
Auditor and Clerk or the Department of Human Resources.
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3.7
Duties of the Director of Human Resources:
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The City Manager, upon recommendation of the Director
of Human Resources, shall appoint a qualified person
who shall, subject to the provisions Chapter 24, of
the Sarasota City Code, as amended, and these Rules
and Regulations, as amended, be responsible for the
internal personnel administration of the Civil Service
System and the General Personnel System.
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3.8
Personnel Records:
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The
Department of Human Resources shall keep records of
each employee's service by department and class for
such periods required by Federal, State and Local Laws.
The records, except those deemed by law to be personal
and confidential, shall be public and open to inspection
in the Department of Human Resources Department subject
to appointment with the Department of Human Resources.
Access to such records shall be subject to Federal,
State and City Laws.
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3.9
Personnel Transactions:
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In order to keep proper personnel records, each Department
Head shall immediately report to the Department of Human
Resources on prescribed forms every action or occurrence
as follows: |
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A. |
Positions
created or abolished.
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B. |
Declinations
of appointment or failures to report on the part of
eligible candidates.
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C. |
Appointments
made.
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D. |
Proposed
changes in the compensation for any position.
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E. |
Proposed
suspension of employees.
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F. |
Leaves
of absence granted employees.
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G. |
The
return of an employee to duty on the expiration of a
leave of absence or disciplinary suspension.
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H. |
Proposed
layoff of employees.
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I. |
Proposed
termination of employees.
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J. |
All
personnel activities or transactions required by these
Rules and Regulations.
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K. |
Public
commendations of employees.
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L. |
Proven
complaints against employees, the investigation and
disposition thereof.
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M. |
Grievances.
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N. |
Labor
union requests, actions, activities and/or interpretation
or application of articles in question.
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3.10
Risk Management:
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All
personnel must inform their immediate supervisor of all on-the-job
injuries and damage to any city property. Each Department
Head shall immediately report to Risk Management, on prescribed
forms, the occurrence.
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3.11
Class Specifications:
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When
a new position is created, the Department Head shall
send a written statement to the Director of Human Resources,
outlining the duties, responsibilities and qualifications
for the new position. If the duties and responsibilities
of an existing position have significantly changed and
the Department Head believes a reclassification is warranted,
he or she will have the individual affected, his or
her supervisor and the Department Head, fill out a Job
Content Questionnaire. The questionnaire submitted with
written justification for reclassification, signed by
the Department Head, shall be sent to the Director of
Human Resources.
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3.12
Equal Employment Opportunity:
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A. |
Responsibility:
The success of the Equal Employment Opportunity Program
of the City of Sarasota rests with the people involved,
appointed officers, Department Heads, the first-line
supervisors and all the employees of the City.
The Director of the Department of Human Resources shall
be the Equal Employment Opportunity Coordinator, for
the City of Sarasota, and shall ensure that the personnel
administrative policies and practices of these Rules
and Regulations, the Equal Employment Opportunity Program
and the principles and intent of the Federal Equal Employment
Opportunity Act provide all segments of our society
an opportunity to enter public (City) service on the
basis of merit, open competition and advancement according
to their relative job-related abilities.
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B. |
Administration:
Documentation of all recruitment, selection and placement
activities shall be maintained and documented in accordance
with the City Rules and Regulations, policy letters
and Federal requirements as applicable by the office
of the Department of Human Resources. |
Revised
April 2007 |
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