POLICIES AND PROCEDURES

 

 

PART I: STATEMENT OF PURPOSE

The City of Flemingsburg recognizes that a system that is designed to insure the recruitment and retention of a competent, productive work force is essential to effective, efficient local government. These policies and procedures have been developed in order to achieve optimum efficiency, economy and equity in the pursuit of the city's goals and the utilization of its human resources.

A.             Scope of Coverage:

1.                   The following are explicitly exempted from coverage unless otherwise specified:

a.                  All elected officials;

b.                  All members of Boards or Commissions;

c.                  City Attorney;

d.                  Consultants, advisors and counsel rendering temporary services;

e.                  Independent contractors;

f.                    Employees occupying part-time, temporary, and/or seasonal positions; and

g.                  Members of volunteer organizations.

2. In the event that individual sections of these policies and procedures are declared applicable to officers or employees defined in I.A.1., the provision must be stated in the applicable section.

3. All employees not explicitly exempted from coverage of these policies and procedures shall be subject to its provisions unless indicated otherwise in the contents of individual sections of these policies and procedures.

B.             Statement of Equal Opportunity:

The City of Flemingsburg seeks to provide equal opportunity to all of its employees and applicants for employment and to prohibit discrimination based on race, color, sex, religion, ethnicity, national origin, political affiliation, physical or mental disability, age, or marital status. The city promotes equal opportunity in matters of hiring, promotion, transfer, compensation, benefits and all other terms, privileges and conditions of employment.

C.             Administrative Responsibilities:

1. The Mayor, as executive authority of the city, is responsible for the human resources function. However, the Mayor may delegate authority for employment matters by Executive Order. Provided that such authority has been delegated by Executive Order, any reference to Human Resources Officer throughout this document shall mean either the Mayor or the designated non-elected officer or employee. (Nothing in this document shall be interpreted as limiting or modifying the authority given the Mayor by the Kentucky Revised Statutes.)

 2. These policies and procedures are intended to cover most employment problems, actions and issues that may arise. Those not specifically covered shall be interpreted by the Mayor; such interpretation shall be in concert with the spirit and letter of these policies and procedures. In addition, the Mayor may write administrative memoranda to interpret or clarify existing policies; these memoranda shall have the force of policy, and shall be filed with the policies and procedures.

   3. The Human Resources Officer shall insure that subsequent amendments or additions made in these policies and procedures are incorporated herein as follows:

a.           A list of all city officers and employees having custody of these policies and procedures shall be maintained;

b.           Immediately upon official amendment or addition, the change or changes shall be written in a manner and format consistent with these policies and procedures;

c.            The effective date of the change shall be placed at the end of the section changed; and

d.           A memorandum explaining the change(s) with the change(s) or addition(s) attached shall be distributed to all officers and employees assigned custody of a copy of the policies and procedures.

   4.               a. The Mayor shall insure the following records for all employees are maintained in accordance with federal and state laws:

(1)         Employee's name, permanent address, and telephone number where employee may be reached;

(2)         Completed application form;

(3)         Position title;

(4)         Hiring date;

(5)         Departmental assignment;

(6)         Salary;

(7)         Record of awards, if any;

(8)         Record of complaints, if any;

(9)         Record of continuing education courses completed;

(10)          All changes in status as a city employee;

(11)          Demonstrated compliance with labor standards, EEO-4, immigration requirements; and

(12)          Additional information as required by this municipal order or other laws or administrative regulations.

b.                  The official employee records shall be located in the office of the City Clerk/Treasurer and maintained by the City Clerk/Treasurer. All requests for information shall be forwarded to the City Clerk/Treasurer.

c.                  The official records shall be maintained in accordance with applicable federal, state and local laws, administrative regulations, or ordinances.

            5.            The Council's authority for employment matters extends to: Approving the budget; Approving and adopting changes in the policies and procedures, classification plan and compensation plan; and Approving or disapproving the appointment of non-elected officers after recommendation by the Mayor. (Nothing in this document shall be intended as limiting or modifying the authority given the Council by Kentucky Revised Statutes.)

 

            6.            All employment decisions are subject to final review and approval of the Mayor, who has overall responsibility and authority over all employment matters.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PART II: EMPLOYMENT PROCESS*

A.             Procedures for Filling Vacancies:

1   Procedures for filling vacancies in established positions (including newly‑
established positions) follow:

a.            Placement policy:

(1)               Appointment to an established position with the city shall be made only after it has been determined that the person being considered meets all specifications prescribed for a particular class or position.

(2)               This policy shall apply to current employees who request a move to a vacant position for any reason as well as new applicants for employment or reemployment.

b.            Announcement of vacant positions:

(1)               When a vacancy occurs within the city, current employees may be notified of the vacancy by placing written notices in strategic location(s) on city bulletin boards.

(2)               The Mayor may fill the vacancy by either promoting current employees or employing a person from outside the city service.

(3)               When announcements of vacant position(s) are made outside the organization, either of the following may apply:

(a)               The city's open application policy allows persons interested in employment with the city to complete an Employment Application Form at any time, regardless of whether or not vacancies exist. The applicant must indicate the position(s) applied for and the Employment Application Form will be considered active for a period of six months.

(b)               If the city elects to advertise the vacant positions, announcements may be made in a newspaper of general circulation in the city. All announcements shall include such information as where to apply, deadlines for application, dates and times available for obtaining a copy of the Employment Application Form, pay range for the position, summary of duties and responsibilities, and position qualifications. All announcements shall contain the following statement: "An Equal Opportunity Employer".

*In all instances when the employment process conflicts with provisions of the Kentucky Revised Statutes, the provisions of the Kentucky Revised Statutes shall apply.

 (c) The Mayor may review all Employment Application Forms (including Employment Application Forms from current employees) when making appointment decision(s).

c.            Application for position:

(1)               Employment Application Forms supplied by the city and completed by applicants shall include information about the applicant's training and experience and such additional information as required by the Mayor to effectively evaluate the applicant's ability to perform the duties required by the position.

(2)               All applicants appointed to established positions with the city shall meet the minimum qualifications for the position as set forth in the position description.

(3)               All Employment Application Forms must be signed and dated by the applicant.

d.            Certification of eligibility for position:

(1) In order to be considered eligible for a vacant position, applicants must meet the necessary and desirable requirements of the position, including but not limited to knowledge, skills, abilities, education, and training. Applicants may be required to submit proof of education, training and other documentation as deemed necessary by the Mayor.

(2)                        The qualifications of an applicant for a position shall be ascertained on the basis of one or more of the following:

(a)               Information the applicant supplies on the official Employment Application Form;

(b)               Job-related written, performance or physical tests or examinations, or any combination that may be required by the city;

(c)               Personal interview;

(d)               Information and evaluations supplied by references given by the applicant on the application form; and

(e)               Other appropriate information as determined.

(3) When it is determined to be necessary in the discretion of the Mayor on the basis of the information obtained concerning the applicant, a more extensive background investigation may be conducted prior to actual appointment of the applicant.

(4)                   Provided that an offer of employment has been made,