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79-O-11ORDINANCE NO. 79 - 0- 0 AN ORDINANCE AMENDING SECTIONS 2, 3, 4, 5, 6 AND OF ORDINANCE 874 OF THE CODE OF ORDINANCES OF THE CITY OF EDGEWATER, AND PROVIDING FOR THE DELETION OF THE TERM PERSONNEL OFFICER AND SUBSTITUTING THEREFORE THE TERM PERSONNEL OFFICIAL IN SAID ORDINANCE REPEALING ALL ORDINANCES IN CONFLICT HEREWITH, ANDPROVIDING AN EFFECTIVE DATE. BE IT ENACTEDBY THE PEOPLE OF THE CITY OF EDGEWATER, FLORIDA: SECTION 1. That Paragraph 3 of Ordinance 874 is hereby amended to read as follows: 3. DUTIES AND FUNCTIONS OF THE MERIT BOARD: The Merit Board of the City of Edgewater shall have the following functions and duties: (a) To function as- n advisory board to the City Council concerning personnel matters. (b) Preparation and presentation to the City Council of recommendations governing general administration of the personnel program. (c) Classification and qualifications of employees. (d) Employee grievance procedures. (e) Handling of appeals by employees for disciplinary action. (f) To advise the Mayor and City Council on matters of personnel policy. (g) To represent the public interest in the improvement of personnel administration. (h) To hold and conduct hearings involving appeals of any classified employees from a decision made by a super- visor affecting his employment or terms and conditions thereof. 7x-o-Il SECTION 2. That Paragraph 4 of Section 2 of Ordinance 874 is hereby amended to read as follows: 4. PERSONNEL OFFICIAL: The City Clerk shall be the responsible personnel official, but may delegate operating detail to a Personnel Clerk who will be responsible to him for the administration and technical direction of the personnel program. Duties will be assigned by the City Council and may include: (a) Preparing and recommending such forms and pro- cedures as are necessary for carrying out the personnel program. (b) The maintenance of the classification plan in current condition. (c) The maintenance of a roster of City employees and other necessary personnel records and files. (d) The establishment of a system of payroll checking so as to determine that all persons in the classified service have been appointed in conformance with these rules. (e) The collection and development of material relating to employee training and other personnel matters, and for assisting department heads in conducting training programs for employees under their jurisdiction. (f) The performance of such other activities with reference to personnel administration which are not inconsistent with State Law or with these rules, as may appear necessary or desirable, as the Mayor may direct, or the City Council require by ordinance or resolution. SECTION 3. "at Paragraph 3 of Section 3 of Ordinance 874 is hereby amended to read as follows: 3. REMOVAL: Members of the Merit Board may be removed by the City Council by majority vote for incompetency, -2- neglect of duty, or malfeasance in office. In the event of resignation of death of a Board member or his re- moval from office, the City Council shall within twenty days, appoint a member to fill the unexpired term of office. SECTION 4. That Section 4 of Ordinance 874 is hereby amended to read as follows: SECTION 4. THE CLASSIFIED SERVICE. The classified service shall consist of all offices and positions of the City now or hereafter existing, excepting volunteer personnel, personnel serving without pay, con- sultants and counsel rendering temporary professional services, and positions involving seasonal or part time employment. Said program shall not be made applicable to the office of City Manager, City Clerk, City Attorney, Municipal judge, City Planner, any person charged with the procurement of grants on behalf of the City or any City department head. SECTION 5. That Section 5 of Ordinance 874 is hereby amended to read as follows: SECTION 5. THE CLASSIFICATION PLAN. The classification plan provides a complete inventory of all positions in the City service and accurate descriptions and specifications for each class of employment. The plan standardizes titles, each of which is indicative of a definite range of duties and responsibilities, and has the same meaning throughout the classified service. Positions in the classified service are established or abolished by a majority vote of the City Council. - 3 - SECTION 6. That Paragraph 4 (b) of Section 5 of Ordinance 874 is hereby amended to read as follows: 4 (b) In determining lines of promotion and in developing employee on the job training. SECTION 7. That Paragraph 5 (a) of Section 5 of Ordinance 874 is hereby amended to read as follows: 5 (a) NEW ALLOCATIONS: Whenever a department head desires to create a new position, a notice of such pro- posed action together with a description of the duties of the new position shall be submitted to the personnel official (City Clerk) in such manner and on such forms as he shall provide. The personnel official (City Clerk) shall promptly investigate the case and recommend action to the City Council. The personnel official (City Clerk) shall notify the Merit Board and the department head when an allocation is made. SECTION S. That Paragraph 5 (b) of Section 5 of Ordinance 874 is hereby amended to read as follows: 5 (b) REALLOCATION: Whenever a department head desires to make any permanent and substantial change in the duties or responsibilities of a position, including such as would constitute a promotion or demotion, written notification of the proposed change shall be submitted to the personnel official (City Clerk) for recommendation as to the proper allocation of the position. The Merit Board may also, or at the request of a department head or employee, study the duties of any position to determine if its allocation is proper. The personnel official or Merit Board, as the case - 4 - may be, shall make recommendations for action in all such cases to the City Council and the personnel official (City Clerk), shall inform the petitioner of official action taken. SECTION 9. That Paragraph 2 of Section 6 of Ordinance 874 is hereby amended to read as follows: 2. MAINTENANCE OF THE COMPENSATION PLAN: The compensation plan is intended to provide fair compensa- tion for all classes in the classification plan with regard to the pay ranges for other classes, prevailing rates of pay for similar employment in private establishments and other public jurisdictions in the Edgewater area, cost of living, the financial condition of the City, and other factors. The personnel official (City Clerk) will from time to time make comparative studies of all factors affecting the level of salary ranges and will recommend to the City Council and Merit Board such changes in salary ranges as appears to be pertinent. Such adjustments will be made by increasing, or decreasing the salary ranges the appropriate number of steps as provided in the basic salary schedule and that rate of pay for each employee will be adjusted the appropriate number of steps, in con- formance with the adjustment of the salary range for the class. The personnel official (City Clerk) shall make annually, at budget time, comprehensive recommendations regarding the pay plan as a whole. SECTION 10. That Paragraph 3 (c) of Section 6 of Ordinance 874 is hereby amended to read as follows: 3 (c) Employees shall be eligible for advancement to - 5 - their third step of the range upon the first anniversary of their advance to the second step. This advance requires only an affirmation of satisfactory service by the department head concerned and the approval of the personnel official (City Clerk) and the Councilman/ Coordinator concerned as the case may be. SECTION 11. That Paragraph 3 (d) of Section 6 of Ordinance 874 is hereby amended to read as follows: 3 (d) Advancement to steps four, five and six shall be reserved solely for those employees who evidence demonstrable merit by increased competence in their work and value to the City as an employee. Such advance shall be no more frequently than annually and be scheduled on salary anniversary dates and established by previous raises. The department head will in each case thoroughly document the propriety of such special merit raises in such form and manner as the personnel official (City Clerk) may prescribe. Each case shall be given careful consideration by the personnel official (City Clerk) and the Merit Board before going to the Council representative for concurrence. SECTION 12. That Paragraph 1 (b) of Section 7 of Ordinance 874 is hereby amended to read as follows: 1 (b) TEMPORARY: These employees constitute the remainder of the City work force. Their employment is casual in that it may be seasonal, part time, or emergency. All such employments are made for a period not to exceed ninety calendar days. Temporary employees do not accrue Q seniority nor fringe benefits such as paid vacation, sick leave or overtime. SECTION 13. That Paragraph 2 of Section 7 of Ordinance 874 is hereby amended to read as follows: 2. EXAMINATION FOR ORIGINAL EMPLOYMENT: The personnel official (City Clerk) is charged with the conduct of examinations to determine the qualifications of applicants for positions in the classified service. SECTION 14. That Paragraph 2 (b) of Section 7 of Ordinance 874 is hereby amended to read as follows: 2 (b) TEMPORARY EMPLOYMENT: The City Council, in the absence of certified eligibles, may make temporary employments to vacant positions or persons not examined by the personnel official (City Clerk). Such appointments are limited to ninety calendar days duration. SECTION 15. That Paragraph 3 of Section 7 of Ordinance 874 is hereby amended to read as follows: 3. PROMOTIONAL EXAMINATION: The Department Head is charged with the conduct of competitive promotional examinations for the purpose of determining the quali- fications of applicants to a higher grade in the classified service. SECTION 16. That Paragraph 3 (a) of Section 7 of Ordinance 874 is hereby amended to read as follows: 3 (a) DEPARTMENTAL PROMOTION LISTS: Each municipal department is a promotional unit. It is the duty of the personnel official (City Clerk) based upon the recommendations of the department heads to notify the City Council of the need for promotional examinations, -7- • r - and as a result of these examinations, to maintain lists by departments of employees certified as eligible for promotion. SECTION 17. That Paragraph 4 of Section 7 of Ordinance 874 is hereby amended to read as follows: 4. RE-EMPLOYMENT: Employees who have been separated from the classified service by reason of shortage of work or funds, changes in organization or other reasons not involving fault, delinquency, or violation on their part, are considered to have priority in filling vacancies in classes identical or similar to the position from which they were separated. The personnel official (City Clerk) shall maintain a roster of employees so separated and such employees shall be considered eligible for re-employment in the order of their length of service. Such eligibility will remain in effect for one year following the date of lay off. SECTION 18. That Paragraph 9 of Section 7 of Ordinance 874 is hereby amended to read as follows: 9. PROBATIONARY PERIOD: The probationary period is considered an integral part of the examination process, and will be utilized for closely observing the employee's work, for securing the most effective adjustment of the new employee to his position, and for rejecting any employee whose performance does not meet required work standards. All original and promotional appoint- ments are subject to a probationary period of not less than three nor more than nine months. The personnel official (City Clerk) in cooperation with department heads, shall establish, within this limitation, such specific 3M. periods of probation for each class of work as are appropriate to its nature and the needs of the City service. A department head may, with the approval of the City Council, remove or demote an employee whose performance does not meet the required work standards at any time during the probationary period. A department head shall, at any time after three months, and not later than nine months, certify to the City Council that the employee has been found suitable for permanent employment. SECTION 19. That Paragraph 10 (b) of Section 7 of Ordinance 874 is hereby amended to read as follows: 10 (b) The personnel official (City Clerk) will be responsible for a reminder to department heads, listing the employees whose reviews axe due during the ensuing months. SECTION 20. That Paragraph 10 (c) of Section 7 of Ordinance 874 is hereby amended to read as follows: 10 (c) The department head must report the result of his reviews with recommendations to the personnel official (City Clerk) by the 25th of each month. SECTION 21. That Paragraph 10 (d) of Section 7 of Ordinance 874 is hereby amended to read as follows: 10 (d) Reviews will be studied by the personnel official (City Clerk) and City Council, particularly with reference to advance into the higher steps of the pay plan. SECTION 22. That all ordinances or parts of ordinances and all resolutions or parts of resolutions in conflict herewith be and the same are hereby repealed. SECTION 23. This Ordinance shall take effect immediately upon its adoption by the City Council and approval as provided by law. SECTION 24. The City Clerk is hereby directed to advertise this Ordinance as required by law. The first reading of the above Ordinance is read in full and passed by vote of the City Council of the City of Edgewater, Florida, at a regular meeting of said Council held on the L day of 1979, and approved as provided by law. The second reading of said Ordinance to be at a meeting of the City Council to be held on the day of 1979. Roll call vote being as follows: ATTEST: FIRST READING: ww auuau �i/7 • M111C SECOND READING: • a - Approved this day of 4 ..A. D. 1979 Mayor— pared by JR. unci man - 11 -