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HomeMy WebLinkAboutItem #24 - Discussion Itemtn, RiioM: P; W. Andrews City Manager Joe A. Yatea Acri.ng Executive Secretary C�,ii 3ojvice ©ard till Oft MIAMII, rLbRIbA IW?CI .OPPICE MCMOF ANOUM bAte: tits July 16, 1975 suitaect: Civil Service 1ule Changes fitttiteNeta: ENdLeaukeM One Attached is a brief explanation as to the Rule Changes which are to be submitted to the City Commission for adoption on first reading on July 31, 1975, along with a brief opinion as to why these changes are being made. If you have any questions regarding these changes, t will be happy to explain them in further detail at your convenience. JAY t vh /he effect of the Civil Serviculet and Regulation changes propoted are briefly stated # 'below, with the basic rt ont for the chahget. Rat I: All changes are to give better definitions ad add additional definitions to terms used in processing Advise of Personnel Action form, Reasonlor changet and additions - The existing rules did not require a written ttatement , 't-liaiThfreason for the terminiffon of a temporary or probatienary employee that iS now required in accordance with unemployment claims. definitions listed only three tent to process eMployet changes ih ttatut, advancement, promotion and demotion, Thus, an employee requesting to be returned to a former lower paying class was Shown as an Advancement, when actually, it wat a reduction in grade, RULE in Changes made, added the title of "Executive Secretary" at being authorized to sign voucher, oversee the conducting of examinations, eliminate preparation of Wage Surveys. Reason for changes - The existing rules placed the responsibility of signing everyday heron the Chairman of the Civil Service Board and conducting of examinations on the Chief Examiner, Member of the Board. As Board Membert are part-time and not available for these functions, the Rules are clarified to show these are functions of the Executive Secretary of the Board. The elimination of the requirement of annually conducted, costly and time-consuming wage surveys is based on the fact that none have been adopted since 1967 and are of no value inasmuch as collective bargaining has replaced wage surveys. The City will still participate and receive a copy of the Tri-County Wage Survey. RULE III: Changes made are to increase from 12 to 14 days that an employee may be off the payroll before it is necessary to record this action in the Civil Service minutes. Recording of transfers from one department to another is also eliminated from the Rules. Reason for chajlge - The change from 12 to 14 days would agree with the period of time allowed in the City Manager's Rules for the Administration of the Pay Plan and paper processing. Transfers of employees by reason of Promotion, Advancement, or Demotion are not required to be listed in the minutes. Therefore, a transfer within the same classification should not be listed in the Civil Service minutes. RULE IV: Changes are to eliminate reference of added pay for special assignments and requiring the Executive Secretary to recommend such added salary. Change in wording of Section 8 deletes the required approval of the City Manager to approve revisions in Classification Specifications only. Reason for changes - Section 90 of the Charter gives the sole responsibility of salary to the City Manager and the recommendation of the Executive Secretary is not required. This Rule has not been adhered to. Removal of the requirement that the City Manager approve specification revisions would agree with actual practice, as this has been a routine function of Civil Service to revise specifications to meet changing conditions. RULE V: This charm deleted the requirement that all applicants be citizens of the United States and sign an Oath of Allegiance. Reason for chang2- Federal Court action against the City of Miami voided this part of Rule V,. RULE VI: Changes are to spell out the reasons which may prohibit an employee from taking examinations for higher level classifications, It also will allow Department Directori. to review the results of written examinations. Changes the wording of the Rule on Veteran's Preference, Reason for chaues - Restrictions on competing in higher level exams were shown or implied in severe different Rules and will now be consolidated, Allowing Department Directors to review exam results will permit better selection of candidates and eliminate contradiction of two Rules covering such review. Change in the Veteran's Preference would eliminate the necessity to change the Rules each time the Florida Statutes are changed, which,govern the City on Veterans' Preference, jt)L F tt Changes are rude to thow'that the employee mutt request removal of his or her name from eligible registers. Eliminating the optional requirement that employees submit to a redital examination for promotional positions. Aeagn, _for._Changes - The present pule failed to show who was taking the request for rerneva fro the register. The Board has not required such medicals on promotional exams, which was within their authority, thus making this paragraph unnecessary. UL IIt I.T Changes are to add the title of Executive Secretary, in addition to the Chief Examiner, Who may refer from eligible registers and again deleting the optional requirement that a Medical be administered for promotional positions. Revises the terminology of Probationary Employee. Clarifies the length of probationary periods. Requires written reason for dismissal. Minimizes number of positions to be filled in Temporary status. flows Executive Secretary to refer to fill vacancies in periods of emergency in the absence of the Chief Examiner. Changes terms used to agree with the City Charter. Abolishes Section 18 regarding review of examinations shown in another Rule, Reason for changes- Changes give Executive Secretary authority to conduct routine Tfairs of the ivil Service office in the absence of the Chief Examiiner, as the Board Member is part-time and not available. Elimination of the medical examination for promotional positions which was optional within the authority of the Board. Clarifies the period of Probation which is 6, 12, or 18 months, depending on the classification. Requires written reasons for dismissal or demotion as required in other Rules. Prohibits filling too many positions in Temporary or Temporary Part-time, which prohibits someone from gaining full=time, permanent status. Adds Executive Secretary to have authority in absence of Chief Examiner. Changes words in the Rule to "Unclassified" rather than "not under Civil Service." RULE X: Changes made provide that Laborers be hired in the same manner as all other classified employees and provides the procedure from which Laborers will be referred. Eliminates referral of the entire register to the City Manager for selection. Reason for change - Existing Rule has never been followed and did not state how many w uid be referred for each opening. The City Manager has never requested the list of eligibles or made the selection of Laborers for the various department, but has delegated authority to departments. RULE XI: Change eliminates the word "Salaries" from existing Rule. Reason for change - The Civil Service Board does not have authority to set or adjust i laries as this is a function of the City Manager. RULE XII: Change provides for promotional positions as defined, be filled by promotions and those that are not truly promotional be filled by Advancement. Change spells out the reasons and provisions for processing temporary promotions. Change eliminates reference to title of Inspector of Police. Reason for chances - The wording was changed to eliminate confusion as to whether a position could be filled by promotion or advancement. The classification of Inspector of Police has been phased out with all former incumbents having been retired. RULE XIV: Change of words "positions" to "status", Change gives City Manager the "right to reassign, reclassify handicapped employees with employee's consent. Change provide for exception of having held permanent status to permit City Manager to reclassify. Reason for change The existing Rule states that an employee could hold a permanent position. A position is not permanent and the employee can only hold permanent status. The requirement of the employee having to have held permanent status is waived in the event of a reclassification under this Rule, ' 1ULE XV,t !. Change involves deletion of Section 1A, and of Section 10:' k o pli for change Police and Fire are no longer divisions in the Public Safety Depart - 'tent but are -now department themsel vet . Deletes repetitive rule covered in two other rubs regarding probationary employees, R11L--'� XVtt Change it the deletion of this entire rule on Political Activity. Reason for deletion - Local court action has voided the Charter and Rule on this subject stating that the law was too vague. PULE XVI I t: Change is the deletion of the entire rule on Outside Employment, Reason for deletion = 'the Roard does not feel that their approval is required as the D Fector of the Department and the City Manager have already approved such outside employment before the proper form reaches the Civil Service [bard. RULE XIX: Change involves giving an extra two and one-half days vacation to those employees who must work 5 1/2 days per week. Change would allow accrual and use of Sick Leave to full-time temporary employees. Change adds addition of the list of members of the family for which Death in Family Leave could be granted. Reason for change Employees working 5 1/2 days -per week under existing rules gained only l day added vacation above those working 5 days per week, yet worked hours equivalent to more than an extra month per year. Full-time temporary employees could not gain or use sick leave until they achieved permanent status under the existing rule, yet probationary employees could gain and take sick leave after three months of employment. The change has added bother and Father -in -Law and incorporated a previous policy ruling that step -mother or step -father be made a part of the actual rule.