PERSONNEL RULES - Town of Provincetown

TOWN OF PROVINCETOWN

PERSONNEL RULES

Authority

Provincetown Charter, §6-11-2

Enactment

Administrative Directive No. 91-7, effective July 1, 1991

Amendments

Administrative Directive No. 92-3, effective May 20, 1992

Administrative Directive No. 93-3, effective March 23, 1993

Administrative Directive No. 93-5, effective May 10, 1993

Administrative Directive No. 93-7, effective December 1, 1993

Administrative Directive No. 94-1, effective March 23, 1994

Administrative Directive No. 94-5, effective September 28, 1994

Administrative Directive No. 94-6, effective October 3, 1994

Administrative Directive No. 96-2, effective January 31, 1996

Administrative Directive No. 98-1, effective March 25, 1998

TABLE OF CONTENTS

Chapter 1

GENERAL PROVISIONS..................................................................................... 1

Article 1. Authorization.......................................................................... 1

Article 2. Definitions.............................................................................. 1

Article 3. Application of Rules................................................................. 1

Article 4. Waiver of Rules....................................................................... 2

Chapter 2

ADMINISTRATION............................................................................................ 3

Article 1. Duties of the Town Manager and Personnel Board.......................... 3

Article 2. Records................................................................................. 3

Chapter 3

RECRUITMENT AND APPOINTMENT................................................................. 5

Article 1. Recruitment of Candidates......................................................... 5

Article 2. Selection of Employees.............................................................. 5

Chapter 4

CONDITIONS OF EMPLOYMENT....................................................................... 7

Article 1. Orientation of New Employees.................................................... 7

Article 2. Probationary Periods................................................................ 7

Article 3. Resignation............................................................................ 7

Article 4. Hours of Work/Non-exempt Employees......................................... 8

Article 5. Hours of Work/Exempt Employees............................................... 8

Chapter 5

STANDARDS OF CONDUCT.............................................................................. 9

Article 1. Ethics.................................................................................... 9

Article 2. Politics................................................................................. 10

Article 3. Safety................................................................................... 10

Article 4. Non-Discrimination................................................................. 10

Article 5. Smoking................................................................................ 10

Article 6. Drugs................................................................................... 10

Article 7. Sexual Harassment.................................................................. 11

Chapter 6

DISCIPLINARY ACTION.................................................................................... 15

Article 1. General Provisions.................................................................. 15

Article 2. Verbal Reprimands.................................................................. 15

Article 3. Written Reprimands................................................................. 15

Article 4. Probation.............................................................................. 15

Article 5. Suspension............................................................................. 16

Article 6. Discharge.............................................................................. 16

Chapter 7

GRIEVANCES................................................................................................... 17

Article 1. Application of Chapter............................................................. 17

Article 2. Rights and Liabilities................................................................ 17

Article 3. Submission of Grievances.......................................................... 17

Article 4. Appeals to the Personnel Board.................................................. 18

Chapter 8

VACATIONS AND HOLIDAYS........................................................................... 19

Article 1. Computation of Vacation Time................................................... 19

Article 2. Use of Vacation Time............................................................... 19

Article 3. Scheduling of Vacation Time...................................................... 19

Article 4. Payment for Unused Vacation Time............................................ 20

Article 5. Holidays............................................................................... 20

Chapter 9

LEAVES OF ABSENCE...................................................................................... 21

Article 1. Accrual of Sick Leave............................................................... 21

Article 2. Unused Sick Leave.................................................................. 21

Article 3. Records of Sick Leave.............................................................. 21

Article 4. Workers Compensation and Sick Leave........................................ 22

Article 5. Use of Sick Leave.................................................................... 22

Article 6. Jury Duty.............................................................................. 22

Article 7. Pregnancy-Maternity Leave....................................................... 22

Article 8. Bereavement Leave.................................................................. 23

Article 9. Personal Leave....................................................................... 23

Article 10. Emergency Leave.................................................................... 23

Article 11. Military Leave........................................................................ 23

Article 12. Family and Medical Leave........................................................ 23

Article 13. Sick Leave Bank..................................................................... 25

Chapter 10

REIMBURSEMENT............................................................................................ 27

Article 1. Request for Reimbursement....................................................... 27

Article 2. Memberships.......................................................................... 27

Article 3. Conferences, Courses, and Meetings........................................... 27

Article 4. Food and Lodging................................................................... 27

Article 5. Private Automobile Use............................................................ 28

Article 6. Automobile Rental................................................................... 28

Article 7. Airplane, Bus, or Train Travel................................................... 28

Article 8. Uniform Allowance.................................................................. 28

Chapter 11

ADMINISTRATION OF COMPENSATION

AND CLASSIFICATION PLAN........................................................................... 29

Article 1. Authorization.......................................................................... 29

Article 2. Establishment of Plan............................................................... 29

Article 3. Procedures for Amending Plan................................................... 29

Article 4. Compensation Administration..................................................... 29

Article 5. Temporary Reclassification........................................................ 30

Article 6. Longevity.............................................................................. 30

Chapter 12

ADMINISTRATION OF APPRAISAL SYSTEM...................................................... 31

Article 1. Authorization.......................................................................... 31

Article 2. Establishment of Appraisal System.............................................. 31

Article 3. Conduct of Appraisal System/Department Heads............................ 31

Article 4. Annual Audit of Appraisal System............................................... 32

APPENDIX....................................................................................................... 33

Performance Appraisal Report

dated November 1990 by MMA Consulting Group........................ 33

Chapter 1

GENERAL PROVISIONS

Article 1. Authorization

1-1-1 These rules are adopted pursuant to Massachusetts General Laws, Chapter 41, sections 108A and 108C, the Provincetown Charter (Revised 1990), Section 6-11-2, and the Provincetown Personnel By-law.

Article 2. Definitions

1-2-1 Employee: A person employed by the Town of Provincetown for regular payment for his or her work.

1-2-2 Full-time Permanent Employee: An employee scheduled to work not less than forty (40) hours per week for the entire fiscal year.

1-2-3 Part-time Permanent Employee: An employee scheduled to work at least twenty (20) but less than forty (40) hours per week for the entire fiscal year.

1-2-4 Full-time Seasonal Employee: An employee scheduled to work not less than forty (40) hours per week for less than the entire fiscal year.

1-2-5 Part-time Seasonal Employee: An employee scheduled to work at least twenty (20) but less than forty (40) hours per week for less than the entire fiscal year.

1-2-6 Full-time Temporary Employee: An employee scheduled to work not less than forty (40) hours per week for a period not in excess of six weeks.

1-2-7 Part-time Temporary Employee: An employee scheduled to work at least twenty (20) but less than forty (40) hours per week for a period not in excess of six weeks.

1-2-8 Contract Employee: An employee whose conditions of employment are governed by written contract other than the collective bargaining agreement between the town and union employees.

1-2-9 Department Head: An employee designated by the town manager to be in charge of operations and activities of a department. The town manager shall assume the duties of a department head with respect to the department heads.

1-2-10 Exempt/Salaried employee: An employee whose position is exempt from the federal Fair Labor Standards Act (FLSA), and is paid an annual salary.

1-2-11 Non-exempt/Hourly employee: An employee whose position is not exempt from the federal Fair Labor Standards Act (FLSA), and is paid an hourly wage.

1-2-12[1] Substitute On-call Relief Employee: An employee selected from an on-call relief list established in accordance with section 4-1-10 of the General By-laws to fill a permanent job title on a substitute basis during a permanent employee's temporary absence.

Article 3. Application of Rules

1-3-1 These rules shall apply to every town employee except an elected official, a contract employee, or an employee of the school department.

1-3-2 To the extent that these rules are inconsistent with federal or state law, the federal or state law shall govern.

1-3-3 To the extent that these rules are inconsistent with the collective bargaining agreement between the town and union employees, and apply to an employee covered by that agreement, the agreement shall govern.

Article 4. Waiver of Rules

1-4-1 These rules shall not be waived except on account of unusual circumstances.

1-4-2 A waiver of these rules which will not result in an expenditure of funds shall require the written assent of the town manager and three members of the personnel board.

1-4-3 A waiver of these rules which will result in an expenditure of funds shall require the written assent of the town manager, three members of the personnel board, and three members of the board of selectmen.

Chapter 2

ADMINISTRATION

Article 1. Duties of the Town Manager and Personnel Board

2-1-1 The town manager and personnel board shall administer and enforce these rules and invalidate action which is inconsistent with these rules.

2-1-2 The town manager shall meet with the personnel board at least once a year to discuss the efficacy of these rules and to suggest amendments thereto.

2-1-3 The town manager may amend these rules in conjunction with the personnel board as provided in the Provincetown charter (revised 1990), section 6-11-2.

2-1-4 The town manager may propose amendments to the classification and compensation plan pursuant to Chapter 11 of these rules.

2-1-5 The town manager shall adopt standardized administration forms and practices to facilitate maintenance of proper records.

2-1-6[2] The town manager or his designee shall establish and maintain an individual personnel file for each employee, and centralize and systematize all such files.

Article 2. Records

2-2-1 An individual personnel file shall include any record which is pertinent to the employee's employment, including the job description; his/her resume, application, examination results, or training records; records pertaining to his/her past employment; records pertaining to personnel actions including his/her appointment, promotion, demotion, transfer, separation, layoff, reclassification of rate of pay, or change of title; and records of disciplinary action.

2-2-2 An individual personnel file shall not include an employment record which is required by law to be maintained separately.

2-2-3[3] An individual personnel file may be reviewed only by the employee who is the subject of the file; persons authorized in writing by such employee; the town manager or his designee; the department head of the employee's department; and other persons who must have access to the file to do work necessary to administer the personnel system, but only to the extent expressly authorized by the town manager or his designee.

2-2-4 No person shall make copies or release information from an individual personnel file to a person other than one set forth in section 2-2-3, unless the subject of the file has provided written authorization.

2-2-5[4] An employee may review and make copies from his/her individual personnel file only if in the presence of the town manager or his designee, or the department head of the employee's department, or a person acceptable to both the town manager or his designee and the employee.

2-2-6[5] The town manager or his designee shall make suitable arrangements to facilitate the review of an individual personnel file by the subject of the file.

Chapter 3

RECRUITMENT AND APPOINTMENT

Article 1. Recruitment of Candidates

3-1-1 If a position is vacant or will shortly be vacant, the town manager shall prepare a job vacancy notice.

3-1-2 The job vacancy notice shall be based upon the existing job description and shall include the job title, major duties of the position, qualifications, salary and wages, hours of work, reporting relationships, a closing date for applications, and application instruction.

3-1-3 The job vacancy notice shall be posted for one week on the town hall bulletin board, and published in a newspaper of general circulation in the Town at least two consecutive weeks.

3-1-4 The town manager may use employment agencies, employee referrals, trade and professional journals, and other sources in the recruitment of candidates.

3-1-5 A candidate shall submit an employment application form and/or resume and cover letter and return such to the office of the town manager on or before the closing date for applications.

Article 2. Selection of Employees

3-2-1 The town manager shall review all employment applications related to the opening, and determine the candidate or candidates who are worthy of further consideration based on merit and fitness demonstrated by examination and other evidence of competence.

3-2-2 The town manager may designate an interview team to assist him/her with the selection procedure.

3-2-3 The town manager and/or the department head shall contact each such candidate's former employers, supervisors, and other references, to the extent which is appropriate and reasonably possible.