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HomeMy WebLinkAbout1996 03 25 Consent Item B .. COMMISSION AGENDA REGULAR CONSENT X INFORMATIONAL ITEM B 3/25/96 Meeting MGR /J,.,/lII /DEFT OV Authorization REQUES1;:: The Parks and Recreation Department requests that the City Commission review the Personnel Policy-Section 20-2 Nepotism for clarification. PURPOSE: The purpose of this item is to introduce for review and clarification the policy addressing Nepotism. Clarification of the existing policy is needed comparative to its relationship to "Part-Time Employees." CONSIDERA TIONS: * The April 8, 1980 Personnel Policy addresses Nepotism as to (a) Department Head relationship and (b) two (2) relatives in same job title and supervisory positions. See Attachment # 1. * The 1980 Personnel Policy-Section 20-2 does not distinguish employment classifications of part-time/full- time or part-time employees. * In 1980 when the Policy was adopted part-time employees were almost non-existent, with only one (1) employeeivorking part-time. * The Parks and Recreation Department presently and seasonally has need of, . employing part-time employees to perform duties in the areas of ballfield maintenance, general maintenance, concession operations, miniature golf operations, special event staffing and senior center staffing. * Obtaining quality part-time personnel for employment is at times difficult due to the limited and varied number of hours offered to potential employees-particularly seasonal employment needs. "" ISSUE ANALYSIS: FUNDING: * * * * * * * City of Winter Springs employees have High School children or other relatives who desire seasonal part-time employment and could fill seasonal part-time vacancies. Hiring of part-time relatives within a department could create supervisory problems if direct supervision was administered by a relative. If part-time employment of relatives was adopted on a continual full- time/part-time basis (29 hours per week) it could create a conflicting environment which could possibly impact morale, promotions, etc. Part-time employees of relatives, even within the same department, could prove to be an enhancement to the City and the employees due to expanding the part-time employment pool for emergency and seasonal needs and broadened commitment to the job. Seasonal, short-term, part-time employment, defined as employment consisting of (12) twelve or less work weeks could provide for a manageable work environment for part-time employment of relatives that would conceivably benefit the City and employees. Seasonable employees are appointed and are treated as permanent Employees except that they will be terminated at the close of the season and/or project for which they were appointed. See Attachment #2. Parks and Recreation part-time and seasonal employees usually work hours that are after the normal work day closes as 4pm to 10pm on weekends. Therefore, contact with a relative is usually avoided. The 1995-1996 Parks and Recreation Operational Budget part-time employment line code 51210 was previously approved which subsidizes the employment of part-time employees. , RECOMMENDATION: * It is the recommendation of the Parks and Recreation Department that the Personnel Policy-Section 20-2 Nepotism be clarified to allow for the part- time and seasonal employment (12 weeks or less) of relatives within a department when there is no direct line of supervision by a relative. IMPLEMENTATION SCHEDULE: * Immediately upon approval of policy clarification by the City Commission. ATTACHMENTS: #1- Personnel Policy-Section-20 item 20-2 Nepotism, page 26 #2- Personnel Policy-Section 8 item 8-1 b Seasonal Employees, page 11 #3- Pending Personnel Policy-Section 105 Hiring of Relatives, page 9 COMMISSION ACTION: ATTACHMENT U1 Department Head and City Manager shall be notified immediately. A PH 8 1980 19-3 Steps to Take in Case of Accident All injured employees should go (or be taken when necessary) to the City designated physician or nn appropriate physician of the employee's choosing; however, the cIty physician shall also examine the individual. Seriously injured employccG should be taken to the nearest available medical facility. 19-4 Administrative Procedures and Compensation to Injured Employees Administrati ve procec1uruo and payment of Workmen's Compensation to all employees who are disabled due to an injury while performing assigned duties shall be governed by the Florida State \vorkmen' 5 Compensation Law and applicable administrative procedures. 19-5 Safety Equipment and Devices The City will provide proper and necessary safety equipment and devices for employees engaged in work where such special equipment and devices are necessary. Such equipment and device's, where provided, rust' be used. Failure by 'concerned employees to utilize provided equipment or devices will be subject to disciplinary measures and possible release from the service. SEcrION 20: GENERAL RULES AND REGULATIONS 20-1 Solicitations Employee contributions to the United Fund or other recognized charitable organizations are purely voluntary. No coercion of an employee to make contributions shall be permitted. 20-2 Nepotism The appointment to City employment of any consanguineous (blood or marriage) relative of' a Department or Staf'f' Of'f'ice Head shall be pro- hibited. 'I'he City M[J.naf~cr may'approve employment of' a relative of' an employee who is not in n supervisory position; however, two relatives may not be employed in the same Job title. 20-3 Bulletin Boards The bulletin board in the City Hall is to be reserved for the posting of official notices and official activities of the City. Personal messages or business advertisements 'are prohibited. 20-4 Employee Information Changes Any change in an employee's address or telephone number shall be reported to the department head in order to keep the City Clerk and payroll records current. Any change in the number of dependents claims in the employee's W-2 form and/or insurance coverage and any change in the . employee's designated beneficiary should be reported to the Personnel Clerk as soon as possible. -26- ..-.. . .. - .-. ATTACHMENT U2 ^ r R 8 1980 7-3 Notification Whenever a promotional cxrmdnation is to be held, notice of such examination shall be pouted in all departments. It shall be the duty of such individual department head to see that all employees are made aware of the examination. 7-4 Application The Persomel Department may require that eac:1 eligible who cares to compete for promotion fJll out application forms as prescribed and present completed forms to the CJLy Clerkts Office as instructed. 7-5 Types of Promotionn 1 Examinations Promotional examinations l~~ consist of the same types of tests as are prescribed for entrance examination, or others as appropriate. 7-6 Promotion Without EX1.mtlnation The City Manager may authorize the promotion of an eligible employee upon presentation by the department head of adequate justifisation including documentation that no other employee .of the department'meets the require- ments. i SEcrION 8: APPOINTl\1ENTS, TRANSFERS , DEMJrIONS AND REllJSTATEMENrS 8-1 Types of Appointments The following types of appointments may be made to the City Service in confonni ty with establisll()(l rules. a. Permanent Employee . Works full-time and on a continuous basis (indefinite) is subject to all rules and regulations and receives all benefits and rights as provided. b. Seasonal Employeen Are appointed the same m..1l1ner as a.J above and are treated as permanent employees except that they will be terminated at the close of the season and/or project for which they were appointed. c. Student Appointment Student appointments have the purpose of affording students of public administration and other professional or clerical areas an opportunity to gain actual work experience. Such appointments are for a definite period of time, not to exceed 12 months and require the approval of the City Manager. d. Einergency Appointments In order to prevent stoppage or public business or serious inconvenience to the public, appointment; of employees on a temporary basis may be -11- ATTACHMENT 1/3 CITY OF WINTER SPRINGS November 1, 1995 103 - EQUAL EMPLOYMENT OPPORTUNITY In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the City of Winter Springs will be based on merit, qualifications, and abilities. The City of Winter Springs does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. The City of Winter Springs will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. Any employees with questions or concerns about any type of discrimination in the work-place are encouraged to bring these issues to the attention of their immediate Department Head. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. 105 - HIRING OF RELATIVES The employment of relatives in the same Department may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried into day-to-day working relationships. Relatives of persons currently employed by the City of Winter Springs may be hired only if they will not be working directly for or supervising a relative or will not occupy a position in the same line of authority within the organization. This policy applies to any relative, higher or lower in the organization, who has the authority to review employment decisions. City of Winter Springs employees cannot be transferred into such a reporting relationship. If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred. If that decision is not made within 30 calendar days, the Department Head will decide. In other cases where a conflict or the potential for conflict arises, even if there is no Department Head relationship involved, the parties may be separated by reassignment or terminated from employment. For the purposes of this policy, relatives are defined to include spouses, parents, grandparents, children, grandchildren, brothers, sisters, brothers-in-law and sister-in-law, fathers-in-law and mothers-in-law, stepparents, stepbrothers, stepsisters, and stepchildren. 9