R E V I S E D
Personnel Rules and
Regulations
Effective Date: March 31,
1997
(Including All Council
Approved Amendments through June 30, 2008)
OUR VISION
Bangor, the economic and cultural hub of Northern and
Central Maine and gateway to the Maritimes, is a community providing abundant
opportunities, valued services, and quality of life for its citizens and
visitors.
OUR MISSION
The mission of the City of Bangor is to provide and
enhance our:
Quality of Life
Service Center
Infrastructure
Environmental Stewardship
Neighborhoods
Cultural Commitment
Valued Services
Public Education
Regional/Global Connectivity
Public Safety
Workforce
Care Giving
Abundant Opportunities
Downtown/Waterfront
Employment
Managed & Balanced Growth
Parks, Trails & Open Space
Leisure & Entertainment Activities
TABLE OF CONTENTS
City of Bangor Vision and Mission
Statements
1.0 INTRODUCTION...................................................................................... 1
1.1 Welcome............................................................................................. 1
1.2 Purpose.............................................................................................. 1
1.2.1
Disclaimers
.1
1.3 City Government Organization............................................................... 2
1.3.1 General
Citizenry..................................................................... 2
1.3.2 City
Council............................................................................ 2
1.3.3 City
Manager........................................................................... 2
1.3.4 City
Departments..................................................................... 2
2.0 GENERAL PROVISIONS........................................................................... 3
2.1 Application
of Rules and Regulations................................................... 3
2.2 Goal of
Personnel Management........................................................... 3
2.3 Non-Discrimination............................................................................ 3
2.4 Safety
in the Workplace...................................................................... 3
2.5 Administration
of Personnel Rules and Regulations............................... 4
2.6 City
Management Authority................................................................ 4
2.7 Amending
the Personnel Rules and Regulations.................................... 4
3.0 EMPLOYMENT DEFINITIONS................................................................... 4
3.1 Anniversary
Dates............................................................................. 4
3.1.1 Employment Anniversary Date..
..4
3.1.2 Merit Anniversary Date
.4
3.2 Regular
Employment......................................................................... 5
3.2.1 Full-Time
Employment............................................................. 5
3.2.2 Part-Time
Employment............................................................ 5
3.2.2.1 Earned Time-Off...
...5
3.2.3 Contract
Employment............................................................... 5
3.3 Employment
for a Limited Time.......................................................... 5
3.3.1 Temporary
Employment........................................................... 5
3.3.2 Seasonal
Employment.............................................................. 5
3.3.3 On-Call
Employment................................................................ 6
3.3.4 Project
Employment................................................................. 6
3.3.5 Student
Employment................................................................ 6
3.4 Special
Work Situations...................................................................... 6
3.4.1 Volunteers.............................................................................. 6
3.4.2 Workfare................................................................................ 6
3.5 Probationary
Period........................................................................... 6
4.0 RECRUITMENT, APPLICATIONS AND SELECTION................................. 7
4.1 Non-Discrimination
and Affirmative Action........................................... 7
4.2 Internal
Announcement of Available Positions...................................... 7
4.3 External Announcement of Available
Positions
.7
4.4 Selection Policy
.7
5.0 THE POSITION CLASSIFICATION AND PAY PLAN.................................. 7
5.1 Purpose
of the Plan........................................................................... 8
5.2 Uses of
the Plan................................................................................ 8
5.3 Content
of the Plan............................................................................ 8
5.4 Administration
and Maintenance of the Classification and Pay Plan.......... 9
5.5 Performance
Review and Principles of Compensation............................ 9
5.5.1 Performance
Review............................................................ 9-10
5.5.2 Merit
Pay Increases................................................................ 10
5.5.3 Annual
Adjustment................................................................ 11
5.6 Standard
Work Week, Overtime and the Fair Labor Standards Act (FLSA) 11
5.6.1 Regular
Hours of Work........................................................... 11
5.6.2 Exempt
Pay Plan.................................................................... 12
5.6.3 Non-Exempt
Pay Plan............................................................. 13
6.0 PERSONNEL ACTIONS........................................................................... 13
6.1 Original
Appointments..................................................................... 13
6.2 Promotions..................................................................................... 14
6.2.1 Promotion Policy
14
6.2.2
Effect of Promotion on Rate of Pay, Merit
Anniversary Date, and Trial or Probationary Period
14
6.3 Acting
Capacity............................................................................... 15
6.4 Transfers........................................................................................ 15
6.5 Demotions...................................................................................... 15
6.5.1 Demotion
for Inability............................................................ 15
6.5.2 Disciplinary
Demotion............................................................ 16
6.6 Classification
of Positions................................................................. 16
6.7 Reductions
in Force..................................................................... 16-17
6.8 Disciplinary
Actions......................................................................... 18
6.8.1 Reprimand,
Suspension, Reduction in Pay, Demotion, Discharge. 18
6.8.2 Causes for
Reprimand, Suspension, Reduction in Pay,
Demotion,
or Discharge
.18-20
6.9 Incapacitation................................................................................. 21
6.9.1 Employee Incapacitation........................................................ 21
6.10 Resignation
from City Service........................................................... 21
6.10.1 Notice .................................................................................. 21
6.10.2 Unauthorized
Absence............................................................ 21
6.10.3 Final Responsibilities.............................................................. 21
6.11 Personnel
Records........................................................................... 22
7.0 GENERAL AND CITY PROVIDED BENEFITS........................................... 22
7.1 Holidays......................................................................................... 22
7.1.1 Holidays
Established............................................................... 22
7.1.2 Holiday
Pay Exceptions........................................................... 22
7.1.3 Non-Observed
Holidays.......................................................... 23
7.2 Vacation......................................................................................... 23
7.2.1 Accumulation
of Annual Leave................................................ 23
7.2.2 Annual
Leave Payment on Retirement or Separation.................. 24
7.2.3 Transfers,
Layoffs and Rehires................................................. 24
7.3 Workers'
Compensation.................................................................... 24
7.3.1 General................................................................................. 24
7.3.2 Light or
Modified Duty Status.................................................. 25
7.3.3 One-Year
Review Process....................................................... 25
7.4 Unemployment
Compensation.......................................................... 25
7.5 Retirement
Plan............................................................................... 25
7.6 Deferred
Compensation.................................................................... 26
7.7 Insurance....................................................................................... 26
7.7.1 Basic
Group Life Insurance...................................................... 26
7.7.2 Health
and Major Medical Insurance......................................... 27
7.7.3 Disability
Insurance................................................................ 27
7.7.4 Dental Insurance
.
.27
7.8 Legal
Defense and Indemnification.................................................... 27
7.9 Employee
Assistance Program.......................................................... 28
7.10 Leaves of Absence........................................................................... 28
7.10.1 Sick
Leave............................................................................ 28
7.10.2 Jury
Duty............................................................................. 32
7.10.3 Armed
Forces Reserve and National Guard Training.................. 32
7.10.4 Military
Leave....................................................................... 33
7.10.5 Bereavement
Leave............................................................... 33
7.10.6 Leave
Without Pay................................................................ 33
7.10.7 Court
Proceedings and Subpoenas.......................................... 33
8.0 GRIEVANCES......................................................................................... 34
8.1 General.......................................................................................... 34
8.2 Grievance
Procedure........................................................................ 34
9.0 MISCELLANEOUS PROVISIONS............................................................. 35
9.1 Special
Rules-Police and Fire Departments.......................................... 35
9.2 Employee
Safety Equipment and Safety Regulations............................ 36
9.3 Outside
or Non-City Employment...................................................... 36
9.4 Employee
Enrichment...................................................................... 36
9.4.1 Required
Training.................................................................. 36
9.4.2 Elective
Training ................................................................... 36
9.4.3 Special
Meetings.................................................................... 36
9.5 Reimbursable
Travel Expenses.......................................................... 37
9.5.1 General
Policy....................................................................... 37
9.5.2 Reporting.............................................................................. 37
9.5.3 Personal
Vehicle Use.............................................................. 37
9.5.4 Authorized
Charges................................................................ 37
9.5.5 Travel
Policy......................................................................... 38
9.6 Nepotism........................................................................................ 38
9.7 Sexual
Harassment.......................................................................... 39
9.8 Conflicts
of Interest......................................................................... 39
9.9 Political
Activities............................................................................. 39
9.9.1 Solicitations
and Handbills...................................................... 40
9.9.2. Political
Office....................................................................... 40
9.9.3. Federal
Hatch Act................................................................... 40
9.10 Weapons
and Firearms.................................................................... 40
Appendix A - Summary of Revisions since March 31, 1997...................................... 41
Appendix B - Organizational
Chart
.42
CITY OF BANGOR
PERSONNEL
RULES AND REGULATIONS
1.0 INTRODUCTION
1.1 Welcome
Welcome to public service with the City of Bangor. You have been selected to work with the City
as a result of your knowledge, experience and training in your chosen
field. You are joining hundreds of other
dedicated employees who are providing consistently high levels of service to
Bangor residents and taxpayers. It is
critical to remember that with our mission of service to the public, we must
continually strive for the highest levels of effort, performance and conduct.
City employees form the core of the organization and are
its most important resource.
Accordingly, these Personnel Rules and Regulations have been prepared
and provided to guide you and your fellow employees in your daily activities,
including your responsibilities, rights and benefits as a City of Bangor
employee. Your careful attention to this
document will help to provide you with a rewarding and satisfying career in
City service.
1.2 Purpose
The purpose of these rules and regulations is to establish
and set forth a uniform and equitable system of personnel administration
governing employment with the City of Bangor.
These Rules and Regulations apply to all non‑contract positions
not covered by collective bargaining agreements except as further defined in
Section 2.1, those present positions contained in the Position Classification
Study of 1989, as amended, and other non‑regular positions as described
herein. Copies of State and Federal Regulations referred to in these Rules and
Regulations can be obtained through the Human Resources Office or Office of the
City Solicitor.
1.2.1 Disclaimers
Although these rules outline the rights, responsibilities
and benefits of City of Bangor employees, the document does not create legally
enforceable rights. The following
disclaimers are included to provide notice to that effect:
·
This
manual is not a contract and nothing in the manual affords employees any
contractual rights.
·
Where
this manual contains descriptions or references to insurance or other benefit
plans, the specific provisions of the benefit plan will take precedence and
govern should a conflict arise concerning interpretation, application or
benefit level.
·
The
City may change, amend, repeal or modify any of these rules or regulations at any
time.
(1)
1.3 City Government Organization
1.3.1 General Citizenry
Our citizens are the ultimate
beneficiaries of the performance by City employees of their assigned tasks and
duties. However, a large segment of the
population has little contact with the workings of City Government. As a practical matter, most citizens probably
have only limited contact with one or two City employees. For these reasons, all employees must give
the best possible impression at all times.
Individual employees must be aware that their work and conduct, both on
and off the job, shall always be identified with City Government by the general
public. In addition, it is important that
all employees give honest, efficient and courteous service to our citizens at
all times.
1.3.2 City Council
The City of Bangor has operated under a council‑manager
form of government since 1932. The
Bangor City Council is composed of nine members elected at large on a
nonpartisan basis. During the fall of
each year, three positions on the Council are filled by the electorate at the
regular City election.
Under the City Charter and the Laws of the State of Maine,
the City Council, by majority vote, exercises the powers and duties assigned to
municipalities by the State Legislature.
Such functions are considered to be the legislative and administrative
functions of the City Council, and are usually implemented by order, ordinance
or resolve. Under the council‑manager
form of government, most administrative responsibilities are assigned to the
City Manager. However, as elected
officials, the City Council retains the ultimate responsibility for the
functioning of City Government.
1.3.3 City Manager
The City Manager is the chief administrative officer of the
City. He/she is appointed by the City
Council to carry out its policies and serves at its pleasure. In the
performance of his/her duties, the City Manager is responsible for the day‑to‑day
activities of all City Departments and the successful completion of projects
and implementation of all policies adopted by the City Council. The City Manager is responsible for
appointing Department Directors, with the confirmation of the City
Council.
1.3.4 City Departments
The day‑to‑day activities of the City's
government are performed by employees assigned to a series of administrative
departments established by the City Council.
Exceptions to this rule are the positions of City Clerk, City Solicitor
and City Assessor who are appointed by the City Council. Attached as Appendix B is the City's 2008
Organization Chart indicating the administrative departments and their internal
relationships as they exist as of the date these Rules and Regulations were
adopted by the City Council.
(2)
2.0 GENERAL PROVISIONS
2.1 Application of Rules and
Regulations
The City's work force consists of both non‑union
employees and employees organized into collective bargaining units under Maine
State Law. These Rules and Regulations
govern the relationship between the City and its non‑union employees and
may, in certain cases, govern some of the relationships between the City and
its unionized employees. Standardized
forms, definition of terms and procedures, as well as certain legal mandates
such as equal employment opportunity, Workers' Compensation, Unemployment
Compensation, and safety requirements, among other provisions contained herein,
are intended to apply to all employees, unless inconsistent with a collective
bargaining agreement.
2.2 Goal of Personnel
Management
The goal of personnel management in the City of Bangor is
to:
2.2.1 Promote
effectiveness, economy, and productivity in delivering services to the citizens
of Bangor;
2.2.2 Encourage
a commitment to professional excellence in serving the public and continue the
professional development and upgrading of employee skills;
2.2.3 Provide
reasonable assurances that the duties and responsibilities of employees and the
City alike are respected;
2.2.4 Afford
fair and lawful treatment to all individuals desiring to enter City service and
to provide opportunity for advancement in City service on the basis of skill,
effort and performance, as determined through competitive processes;
2.2.5 Provide
that employees receive nondiscriminatory treatment in all personnel processes;
2.2.6 Expect
that employees shall use their best efforts to fulfill their obligations to the
City and its citizens.
2.3 Non‑Discrimination
The City shall administer and implement these Rules and Regulations
in a manner that shall not discriminate unlawfully against any person because
of race, color, religion, sex, national origin, age, physical or mental
disability or sexual orientation.
Furthermore, the City shall take affirmative action to enhance the
opportunities for minority group members, where they may be underutilized.
2.4 Safety in the Workplace
The City recognizes that promoting the health and welfare
of its employees in the work place is not only legally required, but also is of
mutual benefit to both the City and its employees. To that end, the City is committed to the
goal of providing a safe place of employment and sound operating practices designed
to result in safe and efficient working conditions. Likewise, the City expects that its employees
will do their part to work safely and to use safety equipment as provided or
directed by the City, as further described in Section 9.2.
(3)
2.5 Administration of
Personnel Rules and Regulations
The day‑to‑day administration of these Rules
and Regulations is a function of the Human Resources Division. Any issue regarding the interpretation or
application of these rules should be addressed to the Human Resources
Manager. Where appropriate or necessary,
the implementation of these rules and regulations shall be supplemented by
administrative policies promulgated by the City Manager, which explain, in
detail, the mechanics of implementation and application thereof.
2.6 City Management
Authority
Except as may otherwise be specifically limited by law
and/or by these rules, the authority to administer and manage the day‑to‑day
operations of the City Government shall always remain with the City Manager and
his/her various subordinate administrative personnel. This authority shall include the right to
take such administrative action as they deem necessary or appropriate to:
direct the programs of the various departments; direct the work force;
establish work schedules; introduce new or improved methods, techniques or
facilities; hire, suspend, demote, or discharge for just cause; change duties
and assignments; promote; reduce or expand the work force; transfer; maintain
discipline; and to contract or subcontract work. Equally important to the
authority of management is the right to take necessary and appropriate
administrative action to uphold the rights and interests of the general
citizenry, the City Council and employees.
2.7 Amending the Personnel
Rules and Regulations
The City Manager, as necessary, shall prepare for City
Council consideration any appropriate amendments to the Personnel Rules and
Regulations. The City Manager or his/her
designee shall endeavor to keep these Rules and Regulations current with
respect to accepted personnel practices and state and federal personnel and
employment law.
3.0 EMPLOYMENT DEFINITIONS
The
following definitions shall be used in applying these Rules and Regulations:
3.1 Anniversary Dates
3.1.1 Employment Anniversary Date
The date on which the employee is most recently hired by
the City. This date shall remain
constant unless the employee separates from City Service and is subsequently
rehired. The employment anniversary date
may be used to compute any benefits for which the employee is eligible.
3.1.2 Merit Anniversary Date
The date on which the employee may be eligible for
consideration of a merit pay increase.
This generally occurs at twelve‑month intervals and may or may not
coincide with the anniversary date. A
promotion, demotion, leave of absence or extended use of sick leave or Workers'
Compensation, or a change in regular or limited time employment status, may
change the merit anniversary date.
(4)
3.2 Regular Employment