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C ITY O F L A NCAS TER CALI FOR NIA
Personnel Rules and Regulations
JUNE 2026
Revised June 9, 2026
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Table of Contents PAGE
CHAPTER 1 GENERAL ............................................................................................... 7 Section 1.01 Adoption of Rules and Regulations ................................................................. 7 Section 1.02 Authority of the City Manager ......................................................................... 7 Section 1.03 Purpose .......................................................................................................... 7 Section 1.04 Personnel Policy ............................................................................................. 8 Section 1.05 Exceptions to the Applications of the Rules and Regulations .......................... 8 Section 1.06 City Council's Action on Personnel Matters ..................................................... 9 CHAPTER 2 DEFINITION OF TERMS ....................................................................... 10 Section 2.01 Definitions ................................................................................................... 10 CHAPTER 3 CLASSIFICATION PLAN ...................................................................... 15 Section 3.01 Preparation and Adoption ............................................................................. 15 Section 3.02 Class Titles ................................................................................................... 15 Section 3.03 Class Specifications ..................................................................................... 15 Section 3.04 Classification of Positions ............................................................................. 15 Section 3.05 Position Classification Studies ...................................................................... 15 Section 3.06 Request for New Classification and Allocation .............................................. 16 Section 3.07 Request for Reclassification ......................................................................... 16 Section 3.08 Reclassification............................................................................................. 16 Section 3.09 Non-Discrimination Classification Policy ....................................................... 16 CHAPTER 4 APPLICATIONS, APPLICANTS AND EMPLOYMENT ......................... 17 Section 4.01 Application .................................................................................................... 17 Section 4.02 Selection Process ......................................................................................... 17 Section 4.03 Disqualification ............................................................................................. 17 Section 4.04 Examinations ................................................................................................ 18 Section 4.05 Rating Examinations and Qualifying Scores ................................................. 19 Section 4.06 Notification of Examination Results ............................................................... 19 Section 4.07 Establishment of Eligibility Lists .................................................................... 20 Section 4.08 Kinds of Eligibility Lists ................................................................................. 20 Section 4.09 Removal of Names from Eligibility Lists ........................................................ 20 Section 4.10 Method of Filling Vacancies .......................................................................... 21 Section 4.11 Types of Appointments ................................................................................. 21 Section 4.12 Employment of Relatives .............................................................................. 22 3 PERSONNEL RULES AND REGULATIONS June 2026
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Section 4.13 Continued Employment ................................................................................ 23 Section 4.14 Layoff Procedure .......................................................................................... 23 Section 4.15 Reinstatement & Reemployment .................................................................. 23 Section 4.16 Transfer ........................................................................................................ 24 Section 4.17 Promotion ..................................................................................................... 24 Section 4.18 Demotion ...................................................................................................... 24 Section 4.19 Temporary Assignment and Appointment -- “Out of Class” Pay .................... 25 CHAPTER 5 COMPENSATION AND HOURS ........................................................... 26 Section 5.01 Preparation of Pay Plan ................................................................................ 26 Section 5.02 Adoption of Pay Plan .................................................................................... 26 Section 5.03 Pay Administration ........................................................................................ 26 Section 5.04 Advancement within Salary Range ............................................................... 27 Section 5.05 Salary Increases Following Promotion .......................................................... 27 Section 5.06 Salary Decreases Following Demotions ........................................................ 27 Section 5.07 Salary Following Transfers ........................................................................... 28 Section 5.08 Salary Following Reclassification .................................................................. 28 Section 5.09 Adjustment of Salary Ranges ....................................................................... 28 Section 5.10 Salary Adjustment -- Special Circumstances................................................ 28 Section 5.11 Standard Work Period .................................................................................. 28 Section 5.12 Exceptions to Standard Work Periods ....................................................... 28 Section 5.13 Attendance ................................................................................................... 29 Section 5.14 Pay Periods .................................................................................................. 29 Section 5.15 Deductions ................................................................................................... 29 Section 5.16 Overtime ...................................................................................................... 30 Section 5.17 Overtime Reporting ...................................................................................... 30 Section 5.18 Overtime Not Applicable ............................................................................... 31 Section 5.19 Holidays ....................................................................................................... 31 Section 5.20 Employees Required to Work on Holidays .................................................... 32 Section 5.21 Holidays Falling During Approved Leaves of Absence without Pay ......... 33 Section 5.22 City Paid Benefits ......................................................................................... 33 Section 5.23 Compensation on Call Back .......................................................................... 33 Section 5.24 Training Time ............................................................................................... 33 Section 5.25 Standby Policy.............................................................................................. 34 Section 5.26 Lunches and Breaks ..................................................................................... 34 4 PERSONNEL RULES AND REGULATIONS June 2026
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CHAPTER 6 PROBATIONARY PERIOD ................................................................... 35 Section 6.01 Appointment following Probationary Period ................................................... 35 Section 6.02 Objective of Probationary Period .................................................................. 35 Section 6.03 Employee Performance Report ..................................................................... 35 Section 6.04 Rejection of a Probationary Employee .......................................................... 36 CHAPTER 7 PERFORMANCE EVALUATIONS ........................................................ 37 Section 7.01 Policy ........................................................................................................... 37 Section 7.02 Performance Evaluation Reporting ............................................................... 37 Section 7.03 Review with Employee ................................................................................. 37 CHAPTER 8 TERMINATION OF EMPLOYMENT ...................................................... 38 Section 8.01 Resignation .................................................................................................. 38 Section 8.02 Lay-off .......................................................................................................... 38 Section 8.03 Discharge ..................................................................................................... 38 Section 8.04 Retirement .................................................................................................... 39 CHAPTER 9 VACATION LEAVE ............................................................................... 40 Section 9.01 Statement of Policy ...................................................................................... 40 Section 9.02 Eligibility ....................................................................................................... 40 Section 9.03 Vacation Accrual .......................................................................................... 40 Section 9.04 Maximum Vacation Accrual .......................................................................... 41 Section 9.05 Use of Vacation ............................................................................................ 41 Section 9.06 Vacation Payment ........................................................................................ 42 Section 9.07 Holidays Falling During Vacation Leave ........................................................ 42 Section 9.08 Vacation Earned During Leave of Absence ................................................... 42 Section 9.09 Vacation - Miscellaneous .............................................................................. 42 CHAPTER 10 SICK LEAVE .......................................................................................... 43 Section 10.01 Statement of Policy..................................................................................... 43 Section 10.02 Eligibility ..................................................................................................... 43 Section 10.03 Accrual ....................................................................................................... 43 Section 10.04 Accumulation .............................................................................................. 44 Section 10.05 Use............................................................................................................. 44 Section 10.06 Misuse of Sick Leave .................................................................................. 44 Section 10.07 Sick Leave During Vacation ........................................................................ 44 Section 10.08 Sick Leave Payment Policy ........................................................................ 45 Section 10.09 Extended Sick Leave .................................................................................. 45 5 PERSONNEL RULES AND REGULATIONS June 2026
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Section 10.10 Related Leave Chargeable to Sick Leave ................................................... 45 Section 10.11 Sick Leave and Temporary Disability Related to an On -the-Job Injury .. 45 Section 10.12 Off-the-Job-Injury ....................................................................................... 46 Section 10.13 Provisions Related to the Family and Medical Leave Act ............................ 46 CHAPTER 11 OTHER LEAVES OF ABSENCE ............................................................ 55 Section 11.01 Authorized Leave of Absence Without Pay ................................................. 55 Section 11.02 Military Leave of Absence ........................................................................... 55 Section 11.03 Maternity Leave of Absence ....................................................................... 56 Section 11.04 Jury Duty .................................................................................................... 56 Section 11.05 Bereavement Leave of Absence ................................................................. 57 Section 11.06 Unauthorized Leave of Absence ................................................................. 57 CHAPTER 12 DISCIPLINARY ACTION AND EFFECT ............................................. 58 Section 12.01 Disciplinary Action ...................................................................................... 58 Section 12.02 Discharge ................................................................................................... 59 Section 12.03 Demotion .................................................................................................... 59 Section 12.04 Reduction in Pay ........................................................................................ 59 Section 12.05 Suspension ................................................................................................ 59 Section 12.06 Miscellaneous ............................................................................................. 60 CHAPTER 13 GRIEVANCE PROCEDURE ............................................................... 61 Section 13.01 Definition .................................................................................................... 61 Section 13.02 Time Limits ................................................................................................. 61 Section 13.03 Informal Procedure ..................................................................................... 61 Section 13.04 Formal Procedure ....................................................................................... 61 Section 13.05 City Manager Review ................................................................................. 62 CHAPTER 14 APPEAL AND HEARING PROCEDURE ............................................ 63 Section 14.01 Statement of Policy..................................................................................... 63 Section 14.02 Purpose of Rules ........................................................................................ 63 Section 14.03 Pre- Discipline Procedure (Skelly Process) ............................................... 63 Section 14.04 Appeal Procedure ....................................................................................... 63 CHAPTER 15 EMPLOYER AND EMPLOYEE RELATIONS ......................................... 70 Section 15.01 Statement of Policy..................................................................................... 70 Section 15.02 City Rights .................................................................................................. 70 Section 15.03 Rights of Employees ................................................................................... 72 Section 15.04 Equal Employment ..................................................................................... 72 6 PERSONNEL RULES AND REGULATIONS June 2026
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Section 15.05 Rights of Employees to Representation ...................................................... 72 CHAPTER 16 EMPLOYEE TRAINING AND EDUCATION PROGRAMS ..................... 73 Section 16.01 Statement of Policy..................................................................................... 73 Section 16.02 On-The-Job-Training .................................................................................. 73 Section 16.03 Education Programs ................................................................................... 73 Section 16.04 Tuition Reimbursement Plan ....................................................................... 73 CHAPTER 17 REPORTS, RECORDS AND NOTICES ................................................. 75 Section 17.01 Official Roster ............................................................................................. 75 Section 17.02 Change of Status Report ............................................................................ 75 Section 17.03 Notification of Change by Employees ......................................................... 75 Section 17.04 Release of Personal Information ................................................................. 75 Section 17.05 Destruction of Records ............................................................................... 75 CHAPTER 18 MISCELLANEOUS ................................................................................. 76 Section 18.01 Incompatible Activity of City Employees ...................................................... 76 Section 18.02 Gifts and Gratuities ..................................................................................... 76 Section 18.03 Administrative Regulations ......................................................................... 77 Section 18.04 Directives ................................................................................................... 77 Section 18.05 Avoidance of Inequities ............................................................................... 77 CHAPTER 19 AMENDMENTS AND REVISION TO THE PERSONNEL RULES ...... 78 Section 19.01 Amendments by Resolution of the City Council ........................................... 78 Section 19.02 Notification of Amendments ........................................................................ 78 7 PERSONNEL RULES AND REGULATIONS June 2026
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CHAPTER 1 GENERAL
Section 1.01 Adoption of Rules and Regulations
Whereas, the City Council is authorized and directed under the provisions of the Personnel Ordinance No. 265 to adopt and, from time to time, to amend City Rules and Regulations for the administration of the personnel system; therefore, the following Rules and Regulations have been approved by Resolution 82-4 of the City of Lancaster. These Rules and Regulations originally became effective on the 7th day of February, 1982 and have been amended.
Section 1.02 Authority of the City Manager
In accordance with the established framework of the Municipal Code of the City of Lancaster, the City Manager, as the appointing power, has general control and supervision over the affairs of the City; the authority to establish, when not in conflict with these Rules and Regulations, such other policies and procedures as he/she deems necessary for the control and supervision of the affairs of the City; the power to appoint all officers, department Director s and the employees of all City departments, and to remove same subject to these Rules and Regulations and the Charter of the City of Lancaster.
The City Manager may delegate to the department Directors the power to appoint individuals to City service.
The City Manager may delegate to the Human Resources Director the authority to administer the Classification and Salary Plan; prepare an individual employment folder for each employee containing all papers and records pertinent to an employee's work history; implement the examination programs and such other aspects of the overall human resources program as he/she deems necessary.
Section 1.03 Purpose
The objective of these Rules and Regulations is to facilitate efficient, effective and economical services to the public and to provide fair and equitable systems of human resources management in the municipal service. These Rules set forth in detail those procedures which ensure similar treatment for applicants and employees, and define the obligations, rights, privileges, benefits and prohibitions which are placed upon all employees in the competitive service of the City.
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Section 1.04 Personnel Policy
It is hereby declared the Personnel Policy of the City of Lancaster that:
A. Employment and promotion in the competitive service of the City of Lancaster shall be based on merit and fitness, and regardless of race, religious creed, sex, gender identity, gender expression, sexual orientation, color, national origin, ancestry, age (40 and over), physical or mental disability, pregnancy, reproductive health choices, genetic characteristics or information, medical condition, marital status, military and veteran status and/or any other category protected by federal and/or state law or on the basis of a perception that an individual is associated with a person who has, or is perceived to have, any of these characteristics.
B. Tenure of employees covered by these Rules shall be subject to good behavior, satisfactory work performance, necessity for the performance of the work and the availability of funds.
C. Department heads may create rules and regulations more specific to the department's operation. None of the department rules, regulations or directives shall conflict with or supersede any provisions of the Personnel Rules and Regulations, and in the event of any conflict, the same shall be resolved in favor of these Rules and Regulations. All departmental rules established by the department Director shall be approved by the City Manager.
D. In accepting employment with the City of Lancaster, each employee agrees to be governed by and to comply with these Rules and Regulations, administrative rules and procedures established by the City Manager pursuant thereto, and rules, regulations and directives of the department in which he/she is employed.
Section 1.05 Exceptions to the Applications of the Rules and Regulations
The Rules and Regulations shall apply to all offices, positions and employees in the service of the City, except the following:
A. Elective Officers;
B. Members of appointive boards, commissions and committees;
C. Persons engaged under contract to supply expert, professional or technical services;
D. Volunteer personnel
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E. Emergency employees who are hired to meet the immediate requirements of an emergency condition, such as fire, flood, earthquake, or crime, which threatens life or property;
F. The City Manager;
G. The City Attorney;
H. Directors;
I. Deputy City Managers and Assistant City Managers; and
J. Assistants to the City Manager*, whether executive or clerical, as designated by the City Manager in writing.
The provisions of the personnel rules relating to attendance and leaves shall apply to the holders of full-time exempt positions.
The City Manager may, by written administrative policy, apply any provision or provisions of these Rules and Regulations to any person or position exempted from these Rules and Regulations. (
*The Rules and Regulations have been applied to these
designated positions.)
Section 1.06 City Council's Action on Personnel Matters Should the need arise for the City Council to consider a personnel item any such sessions of the City Council shall be held at the regularly called City Council meetings.
Any meeting may be adjourned to a time certain and to a place designated by the Mayor.
In addition, the City Council may hold special meetings upon the call of the Mayor or a majority of the members of the Council. A majority of the members of the Council shall constitute a quorum for the transaction of business. Meetings shall be conducted in accordance with such rules and procedures as may be adopted by the City Council.
City Council hearings shall be public, and subject in accordance with the Brown Act" Government Code Section 54950 et. seq. The hearing need not be conducted according to technical rules relating to evidence and witnesses.
CHAPTER 2 DEFINITION OF TERMS
Section 2.01 Definitions
The following terms, whenever used in these Rules and Regulations, shall be defined as follows:
1. Advancement shall mean a salary increase within the limits of the pay range established for a class.
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2. Allocation shall mean the official assignment of an individual position to its appropriate class in accordance with the duties performed and the authority and responsibilities exercised.
3. Appeal Procedure shall mean the right of an employee to appeal for a hearing as a result of disciplinary action taken.
4. Applicant shall mean a person who has filed an application for an examination.
5. At-Will or Exempt Employee shall mean an employee who serves at the pleasure of the appointing power and does not serve a probationary period.
6. Appointing Power shall mean the City Manager and/or any official or group of officials to whom he/she has delegated the authority to make appointments to the position to be filled.
7. Candidate shall mean an applicant who is participating in an examination.
8. City shall mean the City of Lancaster.
9. City Council shall mean the City Council of the City of Lancaster.
10. Class shall mean a group of positions sufficiently similar in duties, authority, and responsibility, to permit grouping under a common title in the equitable application of common standards of selection, transfer, promotion, demotion and salary.
11. Classification Plan shall mean maintenance of class specifications of positions in the competitive service of the City of Lancaster.
12. Compensation shall mean the salary, wage, allowances and all other forms of valuable consideration earned by or paid to any employee in remuneration for services in any City position.
13. Competitive Examination shall mean an examination in which one or more candidates compete against a criteria established by the Human Resources Director.
14. Competitive Service shall mean all employees hired through competitive procedures established by the Human Resources Director.
15. Demotion shall mean a change in status of an employee from a position in one class to a position in a lower class having lesser duties, responsibilities, lower qualifications and a lower range of compensation.
16. Discharge or Dismissal shall mean termination from employment for 11 PERSONNEL RULES AND REGULATIONS June 2026
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disciplinary cause.
17. Disciplinary Action shall mean to take action against an employee for cause and shall include discharge (dismissal), demotion, suspension, or a combination of the aforementioned actions.
18. Eligibility List shall mean a list of individuals who have achieved a minimum qualifying score in an examination for employment with the City of Lancaster.
19. Grant shall mean a position authorized and funded by a grant.
20. Management Employee shall mean specifically appointed officials, the City Manager, Assistant/Deputy City Manager, Assistant to the City Manager, Directors, and assistants to heads of departments, of the City who are designated by the City Manager as key personnel to City operation and who may be exempt under the provisions of these Rules and Regulations.
21. MOU shall mean a Memorandum of Understanding with a recognized employee group.
22. Open Competitive Examination shall mean an examination open to all qualified persons, including City employees.
23. Oral Board shall mean an interviewing and evaluating board composed of a person or persons knowledgeable in a field of work compatible to the position being examined in a selection process.
24. Part-time shall mean a position having a work week of fewer hours than the standard work week established for a full-time position.
25. Pay Status shall mean the status of an employee during any given period in which he/she is at work, on vacation, sick leave, injury leave as the result of an industrial accident, leave of absence with pay, jury duty or any other approved leave of absence with pay.
26. Performance Evaluation shall reference an evaluation of the quality and quantity of work performed and other characteristics which shall be considered in rating and reporting the ability, performance, effectiveness, efficiency of the respective employee’s value to the City service.
27. Personnel shall mean all persons employed within the operation of the City.
28. Policy shall mean a settled course of action or direction established by the Lancaster City Council or an appropriate authority.
29. Personnel Ordinance shall refer to Ordinance No. 265, as may be amended from time to time, creating the personnel system for the City. 12 PERSONNEL RULES AND REGULATIONS June 2026
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30. Position shall mean the combination of duties and responsibilities legally assigned to an employee and performed on either a full or part-time basis.
31. Probationary Period shall mean a working test period during which an employee is required to demonstrate fitness for the duties of the position to which appointed by actual performance of those duties.
32. Promotion shall mean the change in employee status to a position in a higher class with a higher rate of pay and more responsible duties.
33. Promotional Examination shall mean an examination open only to City employees.
34. Reclassification shall mean the reassignment of a position by raising it to a higher class, reducing it to a lower class, or moving it to another class of the same salary level on the basis of significant changes in the kind or difficulty of duties and responsibilities in such position.
35. Reemployment shall mean the rehire of a regular employee within one year of that employee’s layoff due to lack of work or inadequate funds to the same class held at the time of layoff.
36. Reprimand shall mean a notice either orally or written to an employee, detailing behavior which needs to change in order to meet department standards.
37. Regular Employee shall mean an employee who has completed a probationary period and whose position is expected to continue from year to year, subject to budgetary considerations.
38. Reinstatement shall mean the reemployment of a former regular employee without examination, if within one year following said individual's resignation in "good standing". Such action is subject to approval by the department Director and the City Manager.
39. Resignation shall mean the separation of an employee from the competitive service which is voluntary and conclusive on his/her own accord.
40. Salary Schedule shall mean a set of basic salary rates established for specific classes of positions in the City employment. Salary rates are designated in hourly, bi -weekly and monthly computations, each having a specified salary range number.
41. Salary Range shall mean a schedule of salaries within specified minimum and maximum amounts.
42. Shall and May as used in these Rules and Regulations have the following meanings:
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Shall is mandatory and May is permissive.
43. Suspension shall mean the temporary separation from the service of an employee with or without pay, for disciplinary purposes, and for a definite period of time, pursuant to written notice.
44. Temporary or Part-Time Employee shall mean an employee who is in a position which is not regularly budgeted, typically of limited duration, and is not subject to a probationary period. All temporary and part-time employees are “at-will” and are not part of the competitive service. Temporary or part -time employees may not work more than 980 hours in any fiscal year or work a full -time work schedule in excess of six months, without express prior written approval of the City Manager.
45. Termination shall mean the act of separation from employment.
46. Transfer shall mean a change of an employee from one position to another position in the same class or another class having the same minimum and maximum salary limits, involving the performance of similar duties and requiring substantially the same basic qualifications.
47. Workday shall mean a designated portion of a twenty -four hour period as determined administratively and without regard to the calendar day. For the purpose of computing benefits (i.e. sick leave, vacation, holidays, etc.), the standard workday shall be interpreted in accordance to employees’ normal work schedule.
48. Work Week shall mean a designated number of hours during a seven (7) day period as determined administratively and without regard to the calendar week. For the purpose of computing benefits (i.e., sick leave, vacation, holidays, etc.), the standard work week shall be interpreted as forty (40) hours.
49. Y-Rate shall mean a salary rate outside of the established salary range for the classification resulting from a reclassification to a class with a lower maximum salary which shall apply only to the incumbent who is reclassified.
CHAPTER 3 CLASSIFICATION PLAN
Section 3.01 Preparation and Adoption
The Human Resources Director shall prepare and maintain the Classification Plan.
The Classification Plan shall consist of those classes of positions in the City service as approved by the City Council in adopting, amending or revising the Plan.
Section 3.02 Class Titles
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The class title shall be the official designation of an individual position or group of positions sufficiently similar to be grouped together as a class. Class titles shall be utilized in all official records when necessary to identify the position an employee occupies.
Section 3.03 Class Specifications
A class specification shall be a written record providing the title and definition of a class, a listing of illustrative examples of the duties to be performed, and the qualifications necessary for consideration for appointment. Qualifications may be stated as minimum or as desirable and shall be revised as the need arises. A class specification may include other pertinent information as deemed necessary by the Human Resources Director.
Class specifications shall be descriptive and are not to be interpreted as restrictive.
Section 3.04 Classification of Positions
All positions in the City service shall be reviewed and assigned to a class. A class may include a single position or a grouping of positions which are sufficiently similar in duties, functions and responsibilities so as to be identified by the same class title, use the same class specification and be equitably assigned to the same salary range.
Section 3.05 Position Classification Studies
The Human Resources Director shall have the right to initiate and conduct studies of any position in the competitive service to determine such positions are properly classified. Said right shall include access to department records considered pertinent to such study, consultation with employees and/or supervisors regarding duties, functions and responsibilities of the position, and the collection of such other information believed necessary for making a decision.
Section 3.06 Request for New Classification and Allocation When recommending the creation of a new class, the Human Resources Director shall submit for the department Director’s review and comment, the class specification for the new class. The new class specification shall be submitted to the City Manager for approval. Upon approval of the City Manager, the Human Resources Director shall allocate such position(s) as required to the new class.
No position shall be allocated to a new class until said class has been approved, by appropriate amendment to the Classification Plan, by the City Council and assigned to a salary range.
A department Director, when requesting a new classification to be created, shall, upon request of the Human Resources Director, provide information pertinent to class specifications.
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Section 3.07 Request for Reclassification
When a department Director believes a position is not properly classified due to a significant change in the duties, functions and responsibilities, the department Director may request that a Position Classification Study be initiated by the Human Resources Director for the position in question.
Section 3.08 Reclassification
The Human Resources Director shall recommend to the City Manager the reclassification of any position(s) determined to be improperly classified. Upon the approval of the City Manager of such reclassification, the Human Resources Director shall allocate the position to the proper class.
CHAPTER 4 APPLICATIONS, APPLICANTS AND EMPLOYMENT
Section 4.01 Application
All candidates for employment shall file a completed application form with the City of Lancaster Human Resources Department. The form and content of such form shall be as prescribed by said Human Resources Department.
Section 4.02 Selection Process
Examinations for employment shall include any technique which, in the opinion of the Human Resources Director, fairly measures the job -related qualifications of applicants. These may include written tests, interviews, performance tests, and background investigations, Medical examinations, which may include a drug screen, will only be given after a conditional job offer is made.
Unless otherwise permitted or required by law, the City shall not inquire into or consider conviction history information until after a conditional job offer has been made.
Individualized assessments of candidates with conviction histories will be made in accordance with Government Code section 12952.
Upon completion of the selection process, the appointing power may make appointments from those candidates who, on the basis of their performance in the selection process, appear most qualified for the position under consideration and notify the Human Resources Department immediately of the appointment. The appointment shall become effective when the selected applicant has signed all official papers required by the City, and those papers bear the appropriate signatures confirming the appointment.
Persons considered for appointment to any class of work in the City service may be required to provide and/or sign certain necessary documents such as: loyalty oath, birth certificate, fingerprints, driver's license, high school diploma, educational transcripts, 16 PERSONNEL RULES AND REGULATIONS June 2026
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and military discharge papers.
Section 4.03 Disqualification
The Human Resources Director may reject any application which indicates on its face that the applicant does not possess the qualifications necessary for the position and/or that appointment of such applicant would be deemed contrary to the best interests of the City. Reasons for disqualification may include, but shall not be limited to, the following deficiencies:
A. Inability to perform the essential functions of the position sought, with or without reasonable accommodation, following an interactive process and in accordance with applicable state or federal law.
B. Lacking in any of the established requirements for the position.
C. Violation of any provision of these Rules.
D. Criminal conviction which prohibits lawful employment under any circumstances, or which City has determined disqualifies applicant after the issuance of a conditional offer of employment and individualized assessment of conviction history, in accordance with these Rules and applicable law.
E. Deception, fraud or incompleteness of the application.
F. Request by applicant to remove his/her name from consideration.
G. Failure to reply within a reasonable time, as specified by the Human Resources Director, to communications concerning availability for employment.
Whenever an application is rejected, notice of such rejection, with statement of reason, shall be mailed to the applicant by the Human Resources Director.
Section 4.04 Examinations
A. Conduct of Examinations: The Human Resources Director shall be responsible for preparation and administration of all examinations for City positions. The Human Resources Director may deputize any qualified employee of the City to provide this service. The City may contract with any competent agency or individual(s) to conduct and score the examinations.
B. Nature and Type of Examinations: The type of examination shall be decided by the Human Resources Director and will comply with provision in Section 4.02. The examination may be assembled, unassembled, written, oral or by demonstration, evaluation of education, experience, skills or any test of manual skills or physical fitness which fairly evaluates the relative capacities of the candidate.
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Examinations shall be designed to provide equal opportunity to all candidates by being based on any analysis of the essential requirements of the class, covering only factors related to such requirements, and by ensuring that all candidates can understand and respond to the questions.
C. Promotional Examinations: Promotional examinations shall be those competitive examinations in which only current employees of the City, who are appointed to a regular position and who meet the requirements set forth in the examination announcement, shall be allowed to compete. It shall be the
determination of the Human Resources Director as to when a promotional examination will be conducted. Promotional examinations will be subject to the provisions of Section 4.02.
D. Open Competitive Examinations: Open competitive examinations shall be those examinations in which any individual meeting the requirements as outlined in the employment opportunity announcement will be allowed to apply. Open examinations shall be required for all positions in the competitive service, excepting those designated by the Human Resources Director as being Promotional. Open competitive examinations for entry level classes may be a competition among candidates or the competition of a candidate or candidates against a standard established by the Human Resources Director.
Such standards shall be in conformance with applicable law.
E. Employment Opportunity Announcements: The Human Resources Department shall have prepared an employment opportunity announcement for each classification scheduled for examination. Said announcement shall be posted in City Hall and when appropriate, other recruitment methods shall be utilized to insure that all segments of the labor market available to the City are utilized. Such announcement shall be available upon request to the Human Resources Department. The employment opportunity announcement shall be of a general nature and content to adequately inform prospective applicants of the title of the class; the typical duties of the class being examined for; the qualification requirements; the examining process or listing of examination parts; the dates, time, place and manner of making application; salary range for class; final filing date and may include a tentative examination date.
Section 4.05 Rating Examinations and Qualifying Scores
The minimum rating for which eligibility may be achieved on an examination, or any part of an examination will be established by the Human Resources Department. A candidate's final rating in a given examination shall be the score or combination of his/her scores attained on each competitive part of the examination. Failure in one part of the examination may be grounds for declaring an applicant's failure to qualify or his/her disqualification from competing in subsequent parts of the examination. The Human Resources Department may specify, as part of an examination, tests which are qualifying only.
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Section 4.06 Notification of Examination Results
Each candidate in an examination shall be given notice of the results thereof, and, if successful, that his/her name will appear on the employment list.
Section 4.07 Establishment of Eligibility Lists
After completion of an examination, the Human Resources Director shall prepare and keep available an eligibility list consisting of the names of candidates who qualified in the examination. The list shall be certified by the Human Resources Director as a valid list. Upon certification, the list shall become effective and shall remain in effect for one year, unless exhausted sooner, and may be extended prior to expiration date by the Human Resources Director for a period not to exceed two years.
Such applicants shall be deemed as qualified for appointment, pending further review by the Human Resources Department and other qualifying procedures such as reference checks, medical examinations or background investigations.
Section 4.08 Kinds of Eligibility Lists
Eligibility lists shall be of four kinds:
A. Open competitive eligibility lists, consisting of candidates who have qualified through open competitive examinations and from which appointments shall be made.
B. Promotional eligibility lists, consisting of employees who have qualified through promotional examinations and from which appointments shall be made.
C. Re-employment lists, consisting of employees who have been laid off. Such employees shall be placed on appropriate re-employment lists in the order of their competency, as reflected on their performance evaluation(s), from highest to lowest, and will remain on such list for a period of one year, unless such persons are re-employed sooner.
D. Reinstatement lists, consisting of employees who have resigned in good standing. Such action is subject to approval by the department Director and City Manager.
Section 4.09 Removal of Names from Eligibility Lists
The name of any person appearing on an eligibility list shall be removed by the Human Resources Director for any of the following reasons:
A. Upon written notice from an eligible applicant requesting removal of his/her 19 PERSONNEL RULES AND REGULATIONS June 2026
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name.
B. Upon notice from an eligible applicant declining appointment.
C. If an eligible applicant fails to respond to a notice of certification mailed to his/her last known address.
D. If a report of a background investigation is unsatisfactory.
E. Upon the recommendation of an appointing power and approval of the City Manager after the eligible applicant has been considered for employment and his/her employment would not be in the best interest of the City.
F. If less than three (3) eligible applicants remain on the eligibility list, the appointing power may request that the list be canceled and a new employment list established.
Section 4.10 Method of Filling Vacancies
All vacancies in the competitive service shall be filled by re -employment, reinstatement, transfer, demotion, or appointment from established lists. In the absence of persons eligible in such manner, temporary, provisional appointments may be made under the provisions of these Rules and Regulations. The appointing power may appoint any applicant on the open or promotional list regardless of final status in the testing process.
Whenever a vacancy in the competitive service is to be filled, the department Director shall notify the Human Resources Department. The Human Resources Department shall advise the department Director as to the availability of employees for reinstatement, requests for transfers, demotions and of eligibles on employment lists for the class.
To meet the immediate requirements of an emergency condition, such as extraordinary fire, flood or earthquake, which threatens public life or property, any legally competent officer or employee may employ such persons as may be needed for the duration of the emergency without regard to the personnel ordinance or rules affecting appointments. As soon as possible, such appointments shall be reported to the Human Resources Department.
Section 4.11 Types of Appointments
Employment in the City service is divided into the following categories:
A. Emergency shall be the appointment of a person to a position to meet immediate needs of an emergency situation (i.e. Civil disaster). This position would not specifically be authorized or funded in the budget.
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B. Exempt shall include all appointed officials; the City Manager, assistants to the City Manager, whether executive or clerical, Directors , Assistant Directors, and other positions designated as Executive Management, Mid- Management, or Professional/Supervisory by the City Manager.
C. Grant shall be the appointment of a person to a position authorized and funded by a grant.
D. Limited Term shall be the appointment of a person to an established position for a period of limited duration, usually one year.
E. Probationary shall be the appointment of a person to an established and authorized position in which the employee must demonstrate his/her fitness for the position during a designated time span. Probationary employees serve at-will” and may be separated from employment with or without cause or notice.
F. Provisional shall be the appointment of a person with the minimum requirements for the position in the class, in the absence of a current list.
G. Regular shall be the appointment of a person who has completed his/her probationary period to a position established in the Classification Plan and authorized by the Lancaster City Council in the current fiscal budget, a position which is expected to exist for an indefinite period of time.
H. Temporary shall be the appointment of a person to a position of either a short period of time (limited duration, usually less than one year) or seasonal work.
Probationary, exempt Executive Management, exempt Mid- Management, and exempt Professional/Supervisory employees shall be considered "at will" employees.
An employee appointed to any of the above categories may be designated as confidential personnel by the City Manager.
An employee appointed to any of the above categories may be designated as either full-time or part-time. Part-time shall mean a position having a work week of fewer hours than the standard work week established for a full-time position.
Section 4.12 Employment of Relatives
A. Definitions.
Unless otherwise specifically referenced in another Rule, these definitions only apply to the application of this Rule (Section 4.12).
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Applicant: A person who applies for a position at the City and is not a current employee (as defined herein).
Change of Status: A change in the legal status or personnel status of one or more current employees. Changes in legal status include, but are not limited to marriage, divorce, separation, or any other change in familial status whereby a current employee becomes or ceases to be a family member of another current employee.
Changes in personnel status include, but are not limited to promotion, demotion, transfer, resignation, retirement, termination, work location, or shift assignment.
Current Employee: A person who is presently an employee, elected official, or appointed official of the City.
Direct Supervision: Holding one or more of the following positions, in a regular, acting, overtime, or other appointment:
• A position in an employee’s direct line of supervision; • A position that requires functional supervision of other employees, such as a lead worker, crew leader, or shift supervisor; or
• A position that requires participation in personnel actions including appointment, transfer, promotion, demotion, layoff, suspension, termination, assigning work, approving merit increases, conducting evaluations, and/or making grievance adjustments.
Family Member: A spouse, domestic partner, parent, sibling, or child (whether by birth, placement, marriage, or other legal status), grandchild, grandparent, aunt, uncle, cousin, niece, nephew, or any relationship of a similar nature as those described herein (including but not limited those of “in-law” and “step- “).
B. Prohibited Conduct
Family members are prohibited from engaging in any job-related conduct where their familial relationship does or could affect, impact, or create the perception that the familial relationship did or could affect the performance of their job duties. This includes:
• Participation directly or indirectly in the recruitment or selection process for a position for which a family member is an applicant;
• Direct supervision of a family member that does not comply with the limitations set forth herein;
• Performing shared duties on the same or related work assignments; • Family members having the same immediate supervisor; or • Conduct by one or more family members that has an adverse effect on supervision, safety, security, or morale.
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Individuals who are family members of a person holding any of the following positions are prohibited from full-time employment with the City without exception: any elected officials, City Manager, Assistant City Manager, Finance Director / Human Resources Director, Human Resources Manager, Human Resources Assistant Manager, Chief of Police, Assistant Chief of Police and any employee who routinely evaluates and makes determinations and/or recommendations regarding claims against the City. Any individual who, as of the effective date of this policy, is already employed in a full-time position and is a family member of one of the positions identified in this paragraph may be permitted to continue in their current position subject to the approval of the City Manager.
C. Guidelines for Applicants
All qualified applicants are allowed to apply for employment with the City and to compete in the examination process. However, the City reserves the right to reasonably regulate, condition, or prohibit the employment of an applicant if such employment would be in violation of this Rule.
Each applicant must disclose the identity of any family member who is a current employee or applicant, to the extent such applicant is aware that a family member is also an applicant, for City employment.
Where the applicant is certified as eligible for employment and has a family member who is a current employee or applicant, the Human Resources Director shall evaluate:
• If business reasons (including supervision, safety, security, or morale) require that the City refuse to hire the applicant into a position under direct supervision by the applicant’s family member; or
• If business reasons (including supervision, safety, security, or morale) demonstrate the potential for conflicts of interest that would require the City to refuse to permit the applicant to work in the same department, division, or facility as the applicant’s family member.
If the Human Resources Director determines that either of the above criteria apply, the Human Resources Director may exercise discretion to take one or more remedial measures to modify, regulate, condition, or assign duties in such a way as to minimize or eliminate the potential negative impacts on supervision, safety, security, or morale. If authorized, such hire will be subject to ongoing monitoring as set forth below. Alternatively, the Human Resources Director may either reject the applicant or consider hiring the applicant in a position that the Human Resources Director has determined does not conflict with the reasons for exclusion above.
When an otherwise eligible applicant is refused appointment by virtue of this section, the applicant’s name shall remain on the eligibility list for future openings in the same classification. The Human Resources Director shall make a determination consistent with this 23 PERSONNEL RULES AND REGULATIONS June 2026
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section each time the affected applicant is considered for hire.
D. Guidelines for Current Employees
Employees must report a change of legal status to the Human Resources Director within a reasonable time, not to exceed 30 days, after the effective date of the change of status.
Whenever feasible, employees shall report a change of legal status in advance of the effective date.
Within 30 days of receiving such notice, the Human Resources Director shall undertake a case-by-case consideration and individualized assessment of the particular work situation to determine whether the change of legal status has the potential to negatively impact supervision, safety, security, or morale, including any measures that may be needed prior to future changes in personnel status.
Consideration of any subsequent change in personnel status will similarly require an assessment by the Human Resources Director in conjunction with the department Director to avoid or minimize any Prohibited Conduct that may result.
The Human Resources Director shall consult with an affected department Director and will make a good faith effort to modify, regulate, transfer, condition, or assign duties in such a way as to minimize or eliminate the negative impacts on supervision, safety, security, or morale from the change in legal status and/or proposed change in personnel status.
Notwithstanding the above provisions, the City retains the right, in its sole discretion, to determine that the potential for negatively impacting supervision, safety, security, or morale cannot be sufficiently minimized and to take further action as set forth herein.
E. Monitoring by Department Director
Following a change of status of current employees or the hire of a family member, the affected department Directors must reasonably monitor and regulate both family members’ conduct and performance. The department Directors shall document their observations and any counseling provided. In their discretion, department Directors may request that the Human Resources Director re- evaluate the potential for negative impacts on supervision, safety, security, or morale based on their observations and experience.
Department Directors who receive information suggesting that one or more family members may have engaged in prohibited conduct shall respond in accordance with the existing complaint and disciplinary procedures, where applicable. In addition, if a department Director has determined that an employee has engaged in prohibited conduct under this policy, the department Director may request that the Human Resources Director re- evaluate the potential for future negative impacts on supervision, safety, security, or morale. Depending on 24 PERSONNEL RULES AND REGULATIONS June 2026
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the severity of the prohibited conduct, the department Director may recommend that the Human Resources Director take one or more of the following remedial actions:
• Transfer one of the Family Members to a similar vacant position that complies with this policy. If the family member is qualified for the position, the transfer will be granted. Employees may be transferred to a new position outside their classification or at a different salary level.
• If a transfer would not resolve the problem, one of the family members must separate from City employment. Either family member may choose to voluntarily resign.
Otherwise, with the exception of the City Manager or an elected or appointed official, the family member with primary responsibility for the prohibited conduct will be terminated. The City reserves the right to terminate both family members where both engaged in prohibited conduct of a serious nature.
The Human Resources Director will provide written notice of the proposed remedial action to the affected employees.
The City will make every effort to reasonably address situations where employees were in pre-existing working relationships that violate this Rule prior to its effective date. In such cases, the City Manager may make exceptions to the application of this Rule if the City Manager determines it is in the best interest of the City. However, the City reserves the right to resolve such situations in accordance with this Rule, up to and including termination of one or both family members.
F. Appeal
Current employees whose employment may be altered pursuant to this Rule may appeal the proposed remedial action to the Human Resources Director within 10 days of notice of the remedial action. The Human Resources Director will hear the individual’s concerns and issue a written decision within 30 days of receipt of the appeal.
An individual who is dissatisfied with the Human Resources Director’s decision may appeal to the City Manager within five days of receipt of the Human Resources Director’s decision. The City Manager will hear the individual’s concerns and issue a written decision within 30 days of the receipt of the individual’s appeal. The decision of the City Manager is final, and no other appeal may be had unless the employee is entitled to further administrative appeals under other provisions of these Rules.
Following the conclusion of the appeal process, if the employee does not abide by the remedial action, the employee may be subject to disciplinary action, including and up to termination, as provided in these Rules.
G. Employee Complaints
Employees who believe that they have been adversely affected by prohibited 25 PERSONNEL RULES AND REGULATIONS June 2026
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conduct under this Rule should submit complaints to a department Director or the Human Resources Director.
Section 4.13 Continued Employment
Continued employment of employees with the City of Lancaster shall be subject to satisfactory work performance, necessity for the position or work and the availability of funds.
Each regular employee shall have his/her performance evaluated annually by his/her department Director or at more frequent intervals as deemed necessary by the department Director as specified within these Rules and Regulations.
Section 4.14 Layoff Procedure
Whenever there shall be need for layoff, employees within the class(es) of position(s) involved shall be terminated in the following order:
A. Emergency
B. Temporary
C. Limited Term
D. Provisional
E. Probationary
F. Regular
The order of layoff of permanent employees shall be based on the recommendation of the department Director . The department Director shall take into consideration job performance. If more than one department is involved, the City Manager will determine the order of layoff of permanent employees.
Regular employees, subsequently laid off, shall be given ten (10) working day’s notice, and written notice of the reasons for such action. Regular employees in good standing (those deemed to have provided satisfactory service) shall be placed on a re - employment list and will have precedence for employment over persons whose names appear on eligibility lists for the same class of position.
Section 4.15 Reinstatement & Reemployment
Regular employees who have been laid off shall be entitled to reinstatement to their former position during the period of their eligibility on the layoff employment list should the position become available. During such layoff no benefits shall accrue, and his/her anniversary date shall be adjusted, if such layoff exceeds thirty (30) consecutive days.
Any regular employee who has resigned from the City service in good standing may, upon his/her written request and approval of the appointing power, be considered for reinstatement to a position in the same or similar class in the classified service within one (1) years of such termination. Such reinstatement may be made without benefit of 26 PERSONNEL RULES AND REGULATIONS June 2026
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additional examination, and may take precedence over eligibility lists, but in no way shall it be mandatory for any appointing power to reappoint a former employee should he/she desire not to do so. Appointment shall otherwise be made in the manner as for original employment.
Upon reinstatement, any employee who returns within twelve months shall have his/her vacation accrual formula apply at the same rate as prior to termination. No other benefits shall be reinstated unless as required by law.
Section 4.16 Transfer
An employee may be transferred by the Human Resources Director at any time from one position to another position in the same or comparable class. Transfer shall not be used to effectuate a promotion, demotion, advancement, or reduction, each of which may be accomplished only as provided in the Personnel ordinance and in these rules.
No person shall be transferred to a position for which he/she does not possess the minimum qualifications. If the transfer involves a change from one department to another, both department Directors must consent thereto unless the City Manager orders the transfer for purposes of economy and efficiency.
Section 4.17 Promotion
Insofar as practicable and consistent with the best interests of the service, all vacancies in the competitive service shall be filled by promotion from within the competitive service, after a promotional examination has been given and a promotional list established.
If, in the opinion of the Human Resources Director and the department Director, a vacancy in the position could be filled better by an open, competitive examination instead of a promotional examination, then the vacancy will be filled as prescribed in these Rules and Regulations. Regular employees who meet the requirements of the position are eligible to compete in the open competitive examination. Promotion shall be accomplished insofar as practicable and consistent with the best interests of the service.
Section 4.18 Demotion
The appointing power, with the approval of the City Manager, may demote an employee for any of the following reasons or conditions:
A. An employee whose ability to perform his/her required duties falls below acceptable standards.
B. For disciplinary reasons set forth in these Rules and Regulations.
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D. When an employee requests such demotion and has the consent of the prospective supervising official.
E. For any other reasonable grounds as approved by the City Manager.
No employee shall be demoted to a classification for which he/she does not possess the minimum qualifications. In the case of non- disciplinary demotions, written notice shall be given to an employee at least three (3) working days before the effective date of the demotion and complete information regarding such change shall be reported to the Human Resources Department.
Section 4.19 Temporary Assignment and Appointment -- “Out of Class” Pay
In special circumstances, when in the best interest of the City, the City Manager may approve a temporary assignment and appointment of a regular employee to a higher classification which is vacant or held by an employee on a leave of absence for longer than 30 continuous days , for which said employee shall be appointed at the beginning step of the range for this classification or at 5% above the employee's current salary, whichever is greater. All other benefits shall remain unchanged. Employee will receive “out of class” pay after ten days of such assignment. Such appointment shall not exceed one year. If the temporary appointment is made to a position that is vacant during an active recruitment for a permanent appointment the City shall comply with the limitations on hours and reporting requirements pursuant to Government Code section 20480.
CHAPTER 5 COMPENSATION AND HOURS
Section 5.01 Preparation of Pay Plan
The Human Resources Director, or such other person(s) or agency selected for that purpose, shall prepare a Pay Plan showing each class of position's minimum and maximum salary rates, and such intermediate rates as deemed desirable. In arriving at such rates, attention shall be given to such considerations as:
A. Prevailing rates for comparable positions and employment in other public employment and private business.
B. Current cost of living.
C. Difficulty and responsibilities of the work.
D. Internal relations between classes within the City service.
E. Suggestions of department Directors.
F. City's financial condition and policy.
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G. Such other conditions which are applicable.
Section 5.02 Adoption of Pay Plan
The Human Resources Department shall submit to the City Council a proposed Pay Plan for consideration and adoption. Thereafter, such modification as deemed necessary shall result in amendments, approved by the City Council, to the Salary Schedule.
Section 5.03 Pay Administration
The Human Resources Department shall administer the Pay Plan for all employees with the exception of Council appointed positions.
A. All new employees appointed to a position in the competitive service shall be paid a salary or wage within the established range for that position's class. The initial employment shall generally be at the minimum rate for the class. However, the appointing power may, with the approval of the City Manager, when circumstances warrant it, be appointed at other than the minimum step. All salary adjustments within the established salary range shall become effective in the pay period following the approval of the department Director and Human Resources Director.
B. An employee's anniversary date shall be date of hire adjusted for any intervening time off without pay as otherwise found in these Rules.
Section 5.04 Advancement within Salary Range
In order to properly compensate an employee, advancements in salary shall be based on merit, not automatic, and shall depend upon increased service value of the employee to the City. Each department Director and/or supervisor shall be responsible to evaluate his/her employee fairly in an unbiased fashion for the determination of job performance. Advancements shall be made only upon recommendation of the department Director with the approval of the Human Resources Director.
A probationary employee must be reviewed for performance advancement prior to completion of the probationary period. Generally, a salary step increase will not occur at the end of probation. Thereafter, an employee may receive merit increases at the discretion of the department Director if the employee works a minim of six months in the same job classification. Employees must be reviewed at least once every twelve months from the effective date of his/her last performance step increase or promotion. Nothing shall restrict a department Director from an increase after evaluation, nor shall it prevent him/her from recommending a special performance advancement in salary at any time when unusual or outstanding achievement has been demonstrated.
It shall be the responsibility of each supervisor to establish realistic achievement levels for each step increase within a salary range. Achievement levels may be formal or 29 PERSONNEL RULES AND REGULATIONS June 2026
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informal and shall be reviewed by the department Director for the purpose of maintaining uniformity of standards throughout the department.
Part-time/temporary employees who work at least 300 hours in a fiscal year may receive an annual merit increase at the discretion of the department Director
Section 5.05 Salary Increases Following Promotion
When an employee in the City service is promoted to a position with a higher salary range, such employee is automatically entitled to the first step in the higher salary range that would represent a salary increase over the salary received immediately prior to the promotion. (Whenever possible, the increase should be a minimum 10% increase.)
Section 5.06 Salary Decreases Following Demotions
In the case of the demotion of any employee in the City service to a class with a lower maximum salary, such employee shall be assigned to the appropriate salary step in the new class as recommended by the department Director and approved by the Human Resources Director. The employee shall retain his/her previous anniversary date; however future salary increases shall be considered after one year unless there are unusual circumstances approved by the City Manager.
Section 5.07 Salary Following Transfers
In the case of the transfer of any employee from one position to another in the same class to which the same salary range is applicable, the employee shall remain at the same pay step and shall retain his/her same anniversary date.
Section 5.08 Salary Following Reclassification
When a position is reclassified, the incumbent shall move to the pay step in the new salary range closest to his/her existing salary, without a loss of pay, and retain the same anniversary date.
Section 5.09 Adjustment of Salary Ranges
When a salary range for a given class is revised upward or downward, the incumbents of positions in classes affected shall have their existing salary adjusted to the same step in the new salary range and their anniversary date shall not be changed.
Section 5.10 Salary Adjustment -- Special Circumstances In special circumstances, where adjustments to an employee within the classification and compensation plan are necessary, the City Manager may give consideration to providing compensation outside of the salary range. Such adjustment shall be identified as a "Y" rating.
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Section 5.11 Standard Work Period
The standard workday for employees shall be eight (8) hours, and the standard work week shall be forty (40) hours. Employees having differing hours for workdays and work weeks (i.e. 10 hours a day, 4 day week) shall accumulate benefits based on the standard day and/or week (8/40).
Section 5.12 Exceptions to Standard Work Periods
Upon the request of a department Director , or by his/her own action, the City Manager is hereby authorized to designate other working hours for employees when, in his/her judgment, it is in the best interest of the City to do so. Employees working less than the scheduled work week will receive direct proportionate decrease in compensation.
Where practicable, the City will give an employee five working days’ notice of a shift change.
Section 5.13 Attendance
Employees shall be in attendance at their work or assigned duties in accordance with these Rules and Regulations and as prescribed by the department Director to which they are assigned. Employee absences or deviations from regular work week hours shall be requested in advance and be cleared through the department Director , and such absences shall be noted on the employee's personnel records. Failure to comply with these assignments shall make an employee subject to disciplinary action.
Each department may prepare attendance records of all employees. In emergency or special circumstances where employees must take time off from work and do not have notice of the necessity, the employee shall give his or her supervisor as much notice as possible. In all other circumstances, the employee shall give a minimum of 72 hour’s notice to supervisors prior to taking vacation, floating holidays or sick leave notwithstanding the above policy. The City retains the right to deny any leave request for operational considerations . Employees are discouraged from routinely depleting paid leave balances. Unpaid absences taken without proper authorization in accordance with these Rules and Regulations may be grounds for discipline.
Job Abandonment: Employees who fail to call or report for work for three (3) consecutive workdays shall be deemed to have abandoned their position. In such cases, the Department Director must notify the Human Resources Director (or designee). The Human Resources Director will provide the affected employee with a written notice by overnight mail, delivery confirmation requested, to the employee’s last known address on file informing the employee that the City considers the employee to have abandoned employment and that the employee has three working days from the delivery of the notice to inform the City of intent to return to work. The notice must also advise the employee that failure to contact the City within the three working day period will be treated as an automatic resignation, effective on the fourth working day after the notice’s delivery.
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If, within 10 calendar days of the effective date of the resignation, the employee can show good cause for the failure to return to duty, the City Manager may exercise discretion to reverse the resignation. The reversal of the resignation does not forfeit the City’s right to discipline the employee in accordance with these Rules.
Any employee who has more than 40 total hours of unapproved time off without pay in a 12-month rolling period will be deemed to have abandoned their job and is subject to discipline up to and including termination.
Section 5.14 Pay Periods
Paydays for all City employees shall be bi-weekly (every other Friday), generally, there are twenty-six (26) pay periods per year.
Paydays shall be a week from the end of the pay period last reported. Each employee shall be responsible for accurately reporting the time worked for each pay period to the appropriate authority, at the time specified.
Section 5.15 Deductions
Deductions from employees' wages are made in accordance with prevailing laws, contracts, rules and regulations:
A. Deductions required by law and contracts: for example, Federal withholding tax, and State withholding tax.
B. Deductions made on the written authorization from each employee: for example, group medical and hospitalization insurance premium, life insurance premium, credit union, United Way, and such other deductions as approved by the City Manager.
Section 5.16 Overtime
It is the policy of the City to avoid the necessity for overtime work. However, when overtime work is necessary and consistent with the efficient operation of the City, such overtime shall be authorized but shall be kept at a minimum.
Non-exempt employees will be paid at an overtime rate for hours worked over 40 hours per workweek. Time off for paid holidays, floating holiday, sick leave, vacation and other paid time off shall be considered time worked for overtime purposes.
The following workweeks shall be established for purposes of calculating overtime:
The workweek for employees assigned to work a standard work schedule (Monday through Friday) shall start at 12:01 a.m. on Monday and end at midnight the following Sunday.
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The workweek for employees assigned to work a 9/80 schedule (every other Friday off) shall start Friday mid-shift (typically 12:00 p.m.).
The workweek for employees assigned to work a 4/10 schedule (four 10- hour workdays per week), shall start at 12:01 a.m. on Monday and end at midnight the following Sunday.
The workweek for employees assigned to work a part -time/temporary schedule shall start at 12:01 a.m. on Monday and end at midnight the following Sunday.
At the discretion of the Chief of Police and in accordance with Section 207(k) of the Fair Labor Standards Act, overtime for non-exempt sworn police employees may be determined on the basis of an established and regularly recurring work period of 28 consecutive days, such that hours worked in excess of 171 hours in each work period will be compensated at an overtime rate.
Time worked in excess of the normal work week due to changes in days off or shifts shall not be considered as overtime unless required by law . Shift changes shall not be made to avoid the payment of overtime.
Authorized overtime shall be compensated for at the rate of one and one- half (1 1/2) times the straight hourly rate.
Overtime/call back will be distributed as equitably as possible, where there is a MOU with a designated representative, an overtime/call back list will be created for each division/facility with the most senior employee placed initially at the top of the list.
Employees with specialized knowledge or skills will be so designated on the list. This list will be maintained and subject to review by each division head and the designated union steward in that division.
Where overtime/call back is required, the employee at the top of the list, with the requisite skill, will be offered the overtime/call back first, where practicable. If said first employee does not take the overtime/call back or cannot be reached, the supervisor will proceed down the overtime/call back list until there is a volunteer. The employee taking the overtime/call back, or an employee declining, or the employee unable to be reached, will then be placed at the bottom of the list. Where there are no volunteers for overtime/call back, or emergency circumstances dictate that it is not in the best interest of the City to follow the above procedure, the supervisor shall have the right to assign overtime/call back in the manner he/she deems appropriate. The overtime/call back procedure shall not apply where the overtime/call back work can only be performed by two or fewer qualified individuals.
Section 5.17 Overtime Reporting
With the exception of emergency situations, employees must obtain authorization from their supervisor or department Director before working overtime and must accurately record all overtime hours worked. Failure to obtain authorization prior to incurring 33 PERSONNEL RULES AND REGULATIONS June 2026
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overtime may result in discipline, up to and including termination.
Section 5.18 Administrative Leave
Management, Mid- Management, Professional/Supervisory or such other employees as designated by the City Manager shall be exempt from overtime compensation provisions. Such designated exempt positions shall be eligible for administrative leave as prescribed as follows:
A. A total of one hundred forty -four (144) hours shall be credited to eligible Executive Management employees who have held an Executive Management position since on or before June 30, 2012, at the beginning of the fiscal year. All other eligible Executive Management employees shall receive credit for eighty (80) hours each fiscal year.
B. A total of one hundred twenty (120) hours shall be credited to eligible Mid- Management employees who have held a Mid-Management position since on or before June 30, 2012, at the beginning of the fiscal year. All other eligible Mid -Management employees shall receive credit for eighty (80) hours each fiscal year.
C. A total of seventy -six (76) hours shall be credited to eligible Professional/Supervisory employees at the beginning of the fiscal year.
D. Eligible employees who are hired after the beginning of the fiscal year are credited with a prorated portion of administrative leave.
E. Administrative leave is capped at the amount of credited hours each fiscal year. Leave must be taken in the fiscal year earned and cannot be carried over from one year to the next, nor shall any compensation be made for unused leave.
F. Use of administrative l eave is subject to the approval of the City Manager or his/her designee.
G. Eligible employees on paid or unpaid leave of absence at the beginning of the fiscal year shall be credited with a prorated portion of administrative leave upon returning to work.
Section 5.19 Holidays
A. Observed Holidays
The
following holidays shall be observed by the City of Lancaster:
1. New Years Day
2. Martin Luther King Day
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3. President's Day
4. Memorial Day
5. Juneteenth
6. Independence Day
7. Labor Day
8. Indigenous People’s Day
9. Veteran's Day
10. Thanksgiving Day
11. Day after Thanksgiving
12. Christmas Eve
13. Christmas Day
14. New Year's Eve
Holidays will be compensated on a daily rate in accordance to each employee’s normal work schedule.
When a holiday falls on a Sunday, the next day shall be observed as the holiday.
When a holiday falls on a Saturday, the preceding Friday shall be observed as the holiday.
If the normal work week is not the standard Monday through Friday, the holiday falls on the day preceding or following the normal days off.
B. Floating Holidays
Full-time employees shall be credited twenty (20) hours of floating holiday on July 1 of each fiscal year. Employees entering the City service after July in a fiscal year shall be credited with floating holiday hours according to the following formula.
Hire Date Floating Holiday
July 1 through September 30 20 hours
October 1 through December 31 15 hours
January 1 through March 31 10 hours
April 1 through June 30 5 hours
Such floating holiday time hours shall not be carried from one year to the next and shall not be paid out to employees on termination or resignation from City service.
Employees may not work on a day selected as a floating holiday and shall not be eligible to receive double compensation from the City.
Section 5.20 Employees Required to Work on Holidays
Any employee eligible for holiday pay, required to work on a day designated as the observed holiday under the provisions of the Personnel Rules, section 5.19, shall be paid at the time and one- half rate for the normal work hours on said day and in addition, shall receive pay equal to and in lieu of time for said holiday or at the employees request, with the department Director approval, may receive equal time off.
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designated as a holiday under the provisions of the Personnel Rules, becomes ill and is unable to report for work on that day, the employee shall be paid at the straight time 36 PERSONNEL RULES AND REGULATIONS June 2026
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rate for the sick leave hours scheduled to work on said day and shall receive equal time off at the discretion of the department Director.
Section 5.21 Holidays Falling During Approved Leaves of Absence without Pay
Any regular employee, on an approved leave of absence without pay, having the holiday fall during the period of such leave of absence without pay, shall be eligible for such holiday pay only in those instances where said employee has worked either the day before or the day immediately following said holiday. In such cases when a holiday falls on a day immediately prior to or following a normal weekend, an employee must work either the day before or the day after such weekend in order to be eligible for holiday pay. (Example: the holiday falls on Monday, with a normal weekend being Saturday and Sunday, the "day before" would be Friday, or, if the holiday fell on Friday, the "day after" would be Monday). Partially unpaid workdays do not count as qualifying workdays for purposes of this Section.
Section 5.22 City Paid Benefits
Regular and probationary part-time employees shall receive pro-rated City paid benefits based on the following formula:
Regular Schedule % of City Payment
20 hours/week .50
24 hours/week .60
28 hours/week .70
32 hours/week .80
36 hours/week .90
Temporary employees shall not receive City paid benefits.
Section 5.23 Compensation on Call Back
Call back is defined as those occasions when an employee responds to a City request, made after the employee has completed his/her normal shift and left his/her workstation, to report to duty during off duty hours. Except to the extent required by law, for purposes of call back, time spent by the employee travelling to and from his/her place of residence to the work area shall not be considered hours worked.
Non-management employees shall receive a minimum of two (2) hours credited work time on call back, at a rate of time and one-half (1 1/2).
Section 5.24 Training Time
When an employee is sent to a training program at the request of the City, the employee shall receive pay for each full day of training based on hours scheduled to 37 PERSONNEL RULES AND REGULATIONS June 2026
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work on said day(s) and such pay shall be credited towards the computation of overtime.
The department shall also pay such reasonable expenses as may be incurred by the employee in traveling to and from the training course as well as for meals and lodging.
The department Director may request receipts for meals and lodging, as well as transportation, and for the purchase of any materials required by the training course.
Reimbursement for lodging and associated costs shall apply to training courses which require overnight lodging as determined by the Human Resources Director.
The City shall have the authority to designate the mode of transportation to training programs. The City shall make its best effort to provide or arrange transportation. When traveling for City business, whenever possible, no personal vehicle shall be used.
Non-exempt employees may not attend off-site trainings or conferences without advance authorization by the department Director. No overnight travel, or attendance by part-time/temporary non-exempt employees, shall be permitted without advance authorization of the City Manager . If approved, non- exempt employees shall be compensated, and such hours counted as hours worked, for travel time, attendance at trainings or meetings, and similar activities only to the extent required by law.
Section 5.25 Standby Pay
The City will pay each non-exempt employee assigned standby duty two (2) hours of pay at a rate of one and one-half times their hourly pay rate each day on standby. For purposes of the standby duty, the week will be seven (7) consecutive days as determined by each division.
In the event of a call -out, the standby duty employee will be compensated at one and one half times normal pay for time worked only.
Standby eligibility, conduct while on standby, vehicle availability, and dispatch shall be set by each operating department or other authority.
Standby pay shall not be applied to any paid days off work or any days of unauthorized absence.
Section 5.26 Lunches and Breaks
Lunches and work breaks shall be scheduled to minimize interference with service to the public. Unpaid lunch periods are 30 minutes or 60 minutes at the discretion of the department Director and begin at or after 11:00 a.m. and end on or before 2:00 p.m. Employees may request to work through lunch to adjust their workday if prior approval is received from the department Director. Lunch breaks may not be accumulated to adjust time off on a day other than the day the lunch is worked through.
Employees working in excess of four (4) hours per day shall be entitled to work breaks (paid) of not more than fifteen (15) minutes each. Two work breaks may be 38 PERSONNEL RULES AND REGULATIONS June 2026
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scheduled during the regular workday. One break should be taken before the lunch break, and the other should be taken after the lunch break and prior to the end of the workday. Supervisors may require that work breaks occur at least one hour before the lunch break and at least one hour after the lunch break.
Work breaks may not be accumulated, or used to extend the lunch break, leave work early, or report to work late.
Section 5.28 Lactation Breaks
In accordance with applicable state and federal law, an employee who needs to express breast milk for the employee’s infant child will be permitted to take a reasonable amount of break time for that purpose, as a lactation accommodation.
The break time must, if possible, run concurrently with, and not exceed, any break time already provided to the employee. For non-exempt employees, any additional break time (that exceeds or takes place outside of authorized paid rest time) is unpaid if the employee is otherwise relieved of all work during that time. If approved by the Human Resources Director, employees may use available accrued paid leave or may make up time that is otherwise unpaid.
To the extent an employee’s requested use of additional break time would seriously disrupt the City’s operations, the City may limit or delay the employee’s use of such time.
Once a lactation break has been approved, the break should not be interrupted by another person except for a non-intrusive announcement of emergency or urgent circumstances.
An employee seeking lactation accommodation must contact the Human Resources Director by email, or via other written communication. The City will respond via email or other written document within a reasonable period of time to acknowledge the request. Before implementing a lactation accommodation, the City will request input from the employee and the employee’s supervisor(s) regarding the anticipated timing of lactation break(s) and the proposed location(s) for taking lactation breaks.
Following a lactation accommodation request, the City will provide written details to the employee regarding the terms of the lactation accommodation that will be provided. The written response will include:
a. Identification of a room or space, other than a bathroom, that is in, or is in close proximity to, the employee’s work area, is safe, clean, free of hazardous materials, and is otherwise functional as a space for expressing milk. The room or space will contain a place to sit and a surface to place a breast pump and personal items and contain access to electricity or alternative devices (such as extension cords or charging stations) needed to operate an electric or battery - powered breast pump.
b. Identification of a sink with running water and a refrigerator (or if not available, another City-provided cooling device suitable for storing expressed milk) that are 39 PERSONNEL RULES AND REGULATIONS June 2026
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in close proximity to the employee’s work area and that will be accessible for the employee’s use. The employee will also be advised of any general labeling expectations or scheduled cleaning that may apply to any temporarily refrigerated or cooled employee items.
c. Assurance that while using the space to express milk, the employee will be shielded from view and free from intrusion by co-workers or the public, (including via any City video system, such as computer cameras, security cameras, or web conferencing platforms) and how this shielding will be done. d. Assurance that if the designated space is a room that may also be used for purposes other than lactation, the City will ensure that the use of the room for the expression of milk will take priority over other uses for the duration of each lactation break.
e. Explanation of any reasonable steps required of the employee or the City to ensure compliance with the above requirements, and identification of the person(s) responsible for each. Such steps may include but are not limited to:
some form of notice to a supervisor of an intended break, placement of a sign outside the designated space, locking or securing a closed door, using temporary or installed window coverings or space dividers, temporarily disabling, covering, or repositioning video systems in the space.
f. Confirmation of any timekeeping requirements for the employee related to lactation breaks [and recording of any permitted or required use of accrued paid leave time].
g. Identification of any reasonable clean-up expectations for the employee to return the space to its usual condition after use, such as the use of provided anti - microbial wipes, and removal of any personal items.
Employees who believe they have been denied appropriate accommodation under this policy or have been subjected to discrimination or retaliation in violation of the lactation accommodation requirements under California law are encouraged to notify Human Resources. Employees also have the right to file a complaint with the nearest Labor Commissioner’s Bureau of Field Enforcement (BOFE) Office and may visit http://www.dir.ca.gov for more information regarding California’s complaint process.
The City maintains its anti-harassment policy as a separate document. Employees may obtain a copy of the City’s policy by contacting Human Resources.
CHAPTER 6 PROBATIONARY PERIOD
Section 6.01 Appointment following Probationary Period
All original, promotional, and voluntary transfer appointments shall be tentative and subject to a probationary period of not less than six months to be determined for each 40 PERSONNEL RULES AND REGULATIONS June 2026
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class of employment by the Human Resources Director. If the employee has more than 15 total days of absence for any reason during any six-month period of the probationary period, the employee’s probationary period will be extended automatically by the equivalent number of days as the employee’s length of absence.
The Human Resources Director shall notify the appointing authority, and the probationer concerned two weeks prior to the anticipated conclusion of any probationary period. If the service of the probationary employee is satisfactory to the appointing power, then the appointing authority shall file with the Human Resources Director a statement in writing to such effect and stating that the retention of such employee in the service is desired. If the employee performance has not been satisfactory, the department Director shall, in writing, either extend the probationary period by up to an additional six months or dismiss the employee prior to the end of completion of the probationary period.
During the probationary period the employee will be continuously monitored and if in the evaluation of the appointing power satisfactory performance at any point during the testing process is not maintained to the pleasure of the appointing power, the probationary employee may be dismissed without necessity of findings or misconduct of the employee.
During the probationary period employees shall be considered "at will" employees.
Section 6.02 Objective of Probationary Period
The probationary period shall be regarded as a part of the testing process and shall be utilized for closely observing the employee's work, for securing the most effective adjustment of a new employee to his/her position, and for rejecting any probationary employee whose performance does not meet the required standards of work.
The probationary employee shall only be advanced to regular status if the appointing power determines that the overall performance of the probationary employee results in qualification for the job position being tested. Employees at the conclusion of the probationary period shall only advance to regular status if a Personnel Action Form has been completed indicating they have successfully passed probation.
Section 6.03 Employee Performance Report
Each probationary employee shall have his/her performance evaluated prior to the completion of the probationary period at intervals deemed necessary by the appointing power. Such evaluations shall be reported in writing and in a form approved by the Human Resources Director.
The written report of an employee's performance evaluation shall be filed in triplicate; the original to be filed with the Human Resources Director and made a part of the employee's personnel record, one copy to be retained by the department and one copy to be given to the employee.
Section 6.04 Rejection of a Probationary Employee
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During the probationary period, an employee may be suspended, demoted or rejected at any time by the department Director with approval of the City Manager without the right of appeal. Notification of rejection in writing shall be served on the probationary employee and a copy filed with the Human Resources Director. A termination interview may be conducted with each rejected probationer.
CHAPTER 7 PERFORMANCE EVALUATIONS
Section 7.01 Policy
It is the policy of the City that regular reports be made as to the efficiency, competency, conduct and merit of its employees. The Human Resources Director shall provide forms and procedures to be used in performance evaluation reporting.
Section 7.02 Performance Evaluation Reporting
Reports shall be prepared and submitted to the Human Resources Director prior to completion of probationary period at intervals deemed necessary by the appointing power, but at least at the end of the third & sixth month. An annual report for sworn, regular employees shall be prepared within two weeks prior to the salary anniversary date and submitted to the Human Resources Director. An annual report for non-sworn, regular employees shall be prepared on July 1st of each fiscal year and submitted to the Human Resources Director. The Human Resources Director shall notify the appropriate department Director of employee's required performance evaluation review thirty (30) days prior to the preparation date.
A report may be prepared at any time at the discretion of the employee's supervisor.
Section 7.03 Review with Employee
Each performance evaluation shall be discussed with the employee to point out areas of successful performance and areas that need improvement. The employee may comment regarding his/her work performance, either in a written statement attached to the report or orally. The employee shall sign the performance report to acknowledge that he/she is aware of its contents and has discussed the report with the evaluator. All reports shall be submitted to the Human Resources Director for approval and retention.
CHAPTER 8 TERMINATION OF EMPLOYMENT
Section 8.01 Resignation
Any regular employee, in order to be considered as having resigned in good standing, shall be required to submit a written notice of his/her resignation to his/her department Director at least ten (10) working days prior to the effective date of said 42 PERSONNEL RULES AND REGULATIONS June 2026
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resignation. Such written notice shall include the reason for and the effective date of the resignation and shall be forwarded to the Human Resources Director. Failure to give notice as required by this section may be cause for denying future employment by the City.
The City Manager may authorize a resignation in good standing when, in his/her opinion, there are sufficient reasons to waive the requirements of this section.
Section 8.02 Lay-off
An employee may be terminated by the appointing power, when deemed necessary as a result of substantial changes in duties or organization; abolition of position; shortages of work funds; or completion of work for which employment was made.
In cases involving lay-off of regular employees, ten (10) working day’s notice and written notice of the reasons for such action shall be given to said employees. The City Manager may, at his/her discretion, provide up to a maximum of ten (10) working days pay in lieu of such notice when it is in the best interest of the City.
Employees who are laid off shall have their names placed on an appropriate re- employment list as provided for in these Rules and Regulations , Section 4.07. Such termination shall not be subject to appeal.
Section 8.03 Discharge
An employee may be terminated (discharged) at any time by the appointing power.
The Human Resources Director shall be notified whenever it is the intention of the appointing power to discharge an employee from the competitive service. An employee who has been discharged shall be entitled to receive a written statement of the reasons for such action and to a hearing, if the employee so requests, as provided for in these Rules and Regulations.
Section 8.04 Retirement
All employees in the City service who shall become eligible to and do retire under the provisions of any present or subsequent retirement policy and plan shall be deemed, for the purposes of these Rules, to have been separated from the City service in good standing.
CHAPTER 9 VACATION LEAVE
Section 9.01 Statement of Policy
Vacation leave shall be granted for the purpose of enabling eligible employees to annually take appropriate leave from their job duties and return mentally refreshed.
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Section 9.02 Eligibility
All regular employees having successfully completed the probationary period, shall be eligible for paid vacation based upon the standard vacation accrual formula described in Section 9.03.
All regular part -time employees, having completed a probationary period as specified by the Human Resources Director, shall be eligible for paid vacation based upon a proportionate amount of the standard vacation accrual formula as outlined in Section
9.03. Temporary employees shall not earn vacation leave with pay.
Section 9.03 Vacation Accrual
Each full-time regular and probationary Union, General, Professional/Supervisory, Mid-Management and Executive Management employee having worked 60 paid hours during each pay period each month shall accrue vacation leave calculated in accordance with the following formula (no accruals shall apply on any third pay periods in any month):
Start of Service Year Annual Hours Accrued Accrual Rate Per Period 1 80 hours 3.33
2 90 hours 3.75
3 100 hours 4.16
4 110 hours 4.58
5 120 hours 5.00
6 130 hours 5.42
7 140 hours 5.83
8 150 hours 6.25
9 160 hours 6.67
10 170 hours 7.08
11+ 180 hours 7.50
Probationary employees accrue vacation credits during the initial probation but are not allowed to use it until they have satisfactorily completed probation.
Regular part-time employees shall receive pro-rated vacation leave based on the following formula:
Regular Schedule % of Vacation Accrual
20 hours/week .50
24 hours/week .60
28 hours/week .70
32 hours/week .80
36 hours/week .90
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Temporary employees shall not earn vacation leave.
Section 9.04 Maximum Vacation Accrual
Union, General, Professional/Supervisory, Mid- Management, and Executive Management employees' vacation hours shall not exceed the following maximum amounts:
Service Year Full Time
1 ----
2 217 hours
3 233 hours
4 250 hours
5 266 hours
6-10 350 hours
11+ 400 hours
Maximum vacation hours shall be pro-rated for part-time employees according to the percentage formula for accrual in Section 9.03.
Union, General, Professional/Supervisory, Mid- Management, and Executive Management employees reaching the maximum allowable vacation accrual shall cease to accrue monthly vacation hours until such time as total vacation accrual falls below maximum. They shall then accrue at their monthly rate as prescribed in Section 9.03.
Section 9.05 Use of Vacation
The time at which an employee's vacation is to occur shall be determined by the department Director with due regard for the wishes of the employee and particular regard for the needs of the service.
The dates of vacation leave may be selected by the employee but subject to the approval of the department Director who shall consider the wishes of the employee and the needs of the City.
Section 9.06 Vacation Payment
All Union, General, Professional/Supervisory, Mid- Management and Executive Management employees shall have the option to cash in 100% compensation up to 80 hours of vacation in excess of 80 hours each fiscal year. An additional 40 hours may be received in cash for emergency purposes only as approved by the Human Resources Director.
Regular employees terminating employment shall be paid in a lump sum for all 45 PERSONNEL RULES AND REGULATIONS June 2026
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accrued vacation leave earned up to the maximums as prescribed in Section 9.04.
When termination is caused by the death of the employee, said payment for unused vacation shall be paid to the beneficiary designated by the employee. Such designation shall be in writing, signed by the employee and filed with the Human Resources Department. In the event an employee has not designated a beneficiary, the payment shall be made to the estate of the employee.
Section 9.07 Holidays Falling During Vacation Leave
In the event one or more municipal holidays fall within an annual vacation leave, such holiday shall be charged as holiday leave, and vacation may be adjusted accordingly.
Section 9.08 Vacation Earned During Leave of Absence
No vacation leave shall be earned during any leave of absence without pay for each full pay period.
Section 9.09 Vacation - Miscellaneous
Employees shall not work for the City during their vacation in order to receive double compensation from the City.
CHAPTER 10 SICK LEAVE
Section 10.01 Accrual
Full-time employees shall accrue eight hours of sick leave per calendar month of full-time service. Full -time employees who are in a less than full pay status in a calendar month shall earn sick leave on a prorated basis.
Part-time/temporary employees shall receive 40 hours of sick leave upon hire.
Following one year of employment, part -time/temporary employees shall receive prorated sick leave based on the following formula:
Regular Schedule % of Sick Leave
20 hours/week .50
24 hours/week .60
28 hours/week .70
32 hours/week .80
36 hours/week .90
Accrued sick leave may be accumulated without limit. Under no circumstance may 46 PERSONNEL RULES AND REGULATIONS June 2026
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employees accrue or receive more than 96 hours of sick leave in any given calendar year.
Section 10.02 Definitions
For purposes of this Section, family member includes:
• a biological, adopted, or foster child, stepchild, legal ward, child of a domestic partner, or a child to whom the employee stands in loco parentis, regardless of the child’s age or dependency status;
• a biological, adoptive, or foster parent, stepparent, parent -in-law, or legal guardian of an employee or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child;
• a spouse;
• a registered domestic partner;
• a grandparent;
• a grandchild, including step-grandchildren; and
• a sibling, including half-siblings and stepsiblings.
• a designated person, which means a person identified by the employee at the time the employee requests paid sick days. The Agency limits each employee to one designated person per twelve- month period for paid sick days.
Section 10.03 Use of Sick Leave
Upon verbal or written request, sick leave may be used for the following purposes:
• Absence necessitated by an employee’s non-industrial illness or injury; • Absence due to non-industrial exposure to a contagious disease when quarantine is required or when a physician determines that the presence of the employee in the workplace would endanger the health of others; • Diagnosis, care, or treatment of an existing health condition of, or preventative care for, an employee or an employee’s family member; • For employees who are victims of certain crimes (including domestic violence, sexual assault, or stalking) taking time off to obtain or attempt to obtain any relief, including, but not limited to, a temporary restraining order, restraining order, or other injunctive relief, to help ensure the health, safety, or welfare of the employee or their child; or
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• For employees who are victims of certain crimes (including domestic violence, sexual assault, or stalking) taking time off to seek medical attention for injuries caused by a crime or abuse; to obtain services from a domestic violence shelter, program, rape crisis center, or victims services organization or agency as a result of the crime or abuse; to obtain psychological counseling or mental health services related to an experience of crime or abuse; and to participate in safety planning and take other ac tions to increase safety from future crime or abuse, including temporary or permanent relocation.
Sick leave shall not be used to extend the date of separation from employment unless the reason for use of sick leave meets one of the above permitted purposes. Use of sick leave while engaged in outside employment is strictly prohibited and is grounds for disciplinary action, up to and including termination.
Section 10.04 Requests for Sick Leave
When the need for sick leave is foreseeable (such as non- emergency medical and dental appointments) employees must notify their supervisor at least one working day in advance. Employees are encouraged to schedule non- emergency medical and dental appointments outside of normal working hours if possible.
Where the need for sick leave is not foreseeable, the employee must notify their immediate supervisor as soon as practicable. It is the Agency’s preference that employees with an unforeseeable need for sick leave notify their supervisor before or within one hour of the start of their shift.
If the need for sick leave arises during working hours and requires the employee to leave work prior to the end of their shift, the employee must notify their immediate supervisor before leaving the work site.
Section 10.05 Verification of Need of Sick Leave
In cases where an employee uses paid sick leave for five or more consecutive days, the Human Resources Director or designee may require verification that the paid sick leave is/was for a permitted purpose.
In addition, verification may be required if there is reason to believe the employee is or will be abusing sick leave. In such a case, the employee shall be given written notice stating the reason for the required verification.
Section 10.06 Minimum Increments of Sick Leave
The minimum charge to an employee’s sick leave account shall be 30 minutes [and will be rounded up to the next 30 minutes].
Section 10.07 Inspection of Sick Leave Records
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The City will keep records documenting the employee’s hours worked and amount of paid sick leave accrued and used by an employee for four years. Within 21 calendar days of a reasonable request, the City shall allow current and former employees to inspect or receive a copy of these records.
Section 10.08 Abuse of Sick Leave
Abuse of sick leave may be grounds for discipline. Abuse will be determined on a case-by-case basis and may include, but is not limited to, failing to abide by the provisions of this Rule and using sick leave for non-permitted purposes.
Section 10.09 Sick Leave During Vacation
An employee who becomes ill while on vacation may have such period of illness charged to his/her accumulated sick leave provided:
A. Immediately upon return to duty, the employee submits to his/her department Director a written request for sick leave and a written statement signed by his/her physician certifying the dates of illness.
B. The department Director recommends and the City Manager approves the granting of such sick leave.
Section 10.10 Sick Leave Cashout
Employees shall have the option to cash out at 50% compensation up to 160 hours of sick leave in excess of 160 hours of banked sick leave. Requests for cash out must be submitted to Human Resources. Employees are permitted no mor than two cashout requests per fiscal year.
Section 10.11 Sick Leave Upon Separation
Full-time employees resigning in good standing from City service shall receive the following percentage of unused sick leave in one lump sum payment:
0-200 hours Total accrual paid at 5% after 1 year of service Total accrual paid at 10% after 2 years of service
Total accrual paid at 15% after 3 years of service
200-299 hours Total accrual paid at 25%
300-399 hours Total accrual paid at 33%
400-1,000 hours Total accrual paid at 50%
1,001-2,000 hours Total accrual paid at 50% after 15 years of service
Employees who separate and are rehired to active status within 12 months of separation will have their accrued but unused sick leave reinstated, provided it was not 49 PERSONNEL RULES AND REGULATIONS June 2026
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previously paid out by the City.
Section 10.12 Related Leave Chargeable to Sick Leave
An employee may use up to 48 hours a calendar year of banked sick leave to attend to the illness of a family member (as defined above), brother/sister-in-law, or daughter/son-in-law.
Section 10.13 Coordination with Disability Payments
An employee temporarily disabled due to a work -related injury, shall receive his/her full salary for a period of temporary disability not exceeding eighty (80) working hours from and including the first day of disability.
If the term of temporary disability exceeds eighty (80) hours, disability payments shall be paid through the Worker’s Compensation carrier to the employee and all salary provided by the City shall cease. However, the employee may request payment of his/her accumulated sick leave, vacation, or any combination of these leaves in order to supplement temporary disability payments. Such supplement may not result in the payment of a salary in excess of what the employee would receive were he/she not disabled.
Should the employee be eligible for a permanent disability retirement as the result of an injury, such receipt of temporary disability payments shall cease upon the date of retirement eligibility.
An employee injured outside of his/her service with the City may be eligible for compensation benefits through the provisions of the non- industrial-related disability insurance plan provided by the City.
Police officer employees with sustained work injuries may be eligible for benefits in accordance with Labor Code section 4850.
Section 10.14 Pregnancy, Family Care and Medical Leaves of Absence The City provides leaves of absence in accordance with the Family Medical Leave Act (“FMLA”), the California Family Rights Act (“CFRA”), and the Pregnancy Disability Leave Law (“PDL”). Employees should consult the City’s separate policy for more details.
CHAPTER 11 OTHER LEAVES OF ABSENCE
Section 11.01 Authorized Leave of Absence Without Pay
Upon recommendation from the department Director, with the approval of the City 50 PERSONNEL RULES AND REGULATIONS June 2026
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Manager, an employee may be granted a leave of absence without pay in cases of emergency or where such absence would not be contrary to the best interests of the City, for a period not to exceed ninety (90) standard working days. Approval of such leave shall be in writing and a copy filed with the Human Resources Director.
Upon written request of the employee, the City Manager shall present to the City Council for consideration a leave of absence with or without pay for a period not to exceed one (1) year (91+ days).
At the expiration of the approved leave, or within a reasonable period of time after notice to return to duty, the employee shall be reinstated in the position held at the time leave was granted. Failure on the part of the employee on leave to report promptly at such leave's expiration, or within a reasonable time after notice to return to duty, shall be cause for discharge. The depositing in the United States mail of a first -class letter, postage paid, addressed to the employee's last known place of reside nce, shall be reasonable notice.
During any authorized leave of absence without pay, an employee shall not be eligible to accumulate or receive fringe benefits except as specifically provided for in these Rules and Regulations. The City shall contribute to an employee's medical health plan, dental insurance plan, disability insurance plan, life insurance plan and retirement plan for the first thirty (30) days of an employee's authorized leave of absence. Thereafter, the City shall not have any obligation to contribute to an employee's medi cal health plan, dental insurance plan, disability insurance plan, life insurance plan and retirement plan.
Requests for leave of absence due to a disability -related need shall be evaluated by the Human Resources Director and may be approved by the City Manager or designee on a case-by-case basis in accordance with applicable state and federal law. Employee should also refer to the City’s separate policy on Family and Medical Leaves.
Section 11.02 Military Leave of Absence
Military leave shall be granted in accordance with the provisions of federal and state law. All employees must notify their department Director as soon as practicable of their need for military leave. When possible, the employee must also present a copy of their military orders prior to taking military leave. The department Director must immediately notify the Human Resources Director about the employee’s need for military leave.
Employees that are called for active duty for 30 days or less would continue under current policy, i.e. full pay status. Employees who have been on permanent status for 1 year or more and are required to perform active military duty for 31 or more days will receive the differential between their full pay, less any compensation from the military for that period of time. Employees would continue to receive City paid insurance benefit program provided that the employee would be required to pay the proportionate share of dependent coverage as normal. During this unit call-up and specified period of leave, employee would continue 51 PERSONNEL RULES AND REGULATIONS June 2026
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to accrue all benefits, i.e. sick leave, vacation, floating holiday. Employees who are called for said active duty of more than 180 days shall be reinstated so long as they notify the City of their decision to return to their position within 90 days of discharge from said active duty as is consistent with State law.
Section 11.03 Voting Leave
The City encourages eligible employees to register and vote in all federal, state, and local elections. Generally, employees are expected to vote prior to or following their assigned working hours. In accordance with the Election Code, Section 14000, if an employee does not have sufficient time outside their regular working hours to vote in statewide elections, the employee may take time off work to vote. The City will pay the employee for a maximum of two hours of voting leave and all other leave time taken to vote will be unpaid. Unless otherwise arranged, voting leave must be taken at the beginning or end of the employee’s work shift, whichever option provides the most time to vote and the least time away from work.
To receive time off to vote, the employee must notify the employee’s d epartment Director at least two working days in advance. Employees who use voting leave must present a voter’s receipt to their department Director upon their return to work after voting.
Section 11.04 Jury Duty
Regular or probationary employees required to report for jury duty shall be granted leave for such purpose, upon presentation of jury notice to the department Director. Said employees shall receive full payment for the time served on a jury, provided he/she submits any fees received for such duty to the City's Finance Department. Compensation for mileage, subsistence or similar auxiliary allowances shall not be considered as a fee and shall be returned to the employee by the Finance Department.
If the sum of the employee's jury duty responsibilities is less than a full workday, the employee shall contact his/her supervisor as to the feasibility of returning to work that day.
An employee shall not receive regular pay for work and pay for jury service which may be in excess of eight (8) hours pay in any one-day (nine (9) hours for employees on 9/80 schedule).
Section 11.05Bereavement Leave
All regular and probationary employees shall be eligible to receive up to five (5) days of leave, with pay, due to the death or critical illness of an immediate family member, as defined below . Leave days under this section need not be consecutive but shall be completed within three months of the date of death or critical illness of the immediate family member. For the purposes of this section, an immediate family member means a spouse, domestic partner, child, parent, sibling, grandparent, grandchild, parent -in-law, or foster children or legal wards and legal guardians.
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An employee must inform the employee’s supervisor prior to commencing bereavement leave. In administering this section, the City may require verification of death within 30 days of the first day of the leave.
Any documentation provided by the employee to support leave under this section shall be maintained as confidential.
Temporary and part-time employees are eligible to receive leave up to five (5) days of unpaid leave under this Section if employed by the City for at least thirty days prior to commencement of leave.
Section 11.06 Reproductive Loss Leave
An employee is eligible to receive reproductive loss leave if they have worked for the City for at least 30 days prior to the start of the leave. An employee may take up to five days of leave when they suffer a reproductive loss event, which includes the following: family adoption, failed surrogacy, miscarriage, stillbirth, or unsuccessful assisted reproduction.
The five days do not need to be consecutive, and may be taken for each reproductive loss event, up to 20 days in a 12-month period. The leave generally must be taken within three months of the reproductive loss event. Reproductive loss leave is unpaid, but employees may choose to run accrued paid leave concurrently.
Section 11.07 Unauthorized Leave of Absence
Unauthorized leave of absence shall be considered as days, or portions of days not worked which are normal working days and may cause the deduction from the employee's pay of an amount equivalent to the time absent. Unauthorized leaves of absence may be subject to disciplinary action, up to and including termination of employment. Employees on unauthorized leave of absence who fail to notify their supervisor of their absence in advance may be deemed to have abandoned their position and may be terminated for cause. Unauthorized absences may constitute job abandonment as set forth in Section 5.13.
CHAPTER 12 DISCIPLINARY ACTION AND EFFECT
Section 12.01 Disciplinary Action
The appointing power shall have the responsibility to institute and impose disciplinary action for due cause. Disciplinary action consists of a dismissal, involuntary demotion, reduction in pay or suspension of any regular employee. Written or oral reprimands and transfers are not subject to the appeal provisions of this section.
Legitimate reasons for disciplinary action include but are not limited to the following:
a) Violation of City procedures and rules;
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b) Failure to properly perform assigned duties;
c) Theft or destruction of City property;
d) Unauthorized disclosure of confidential or proprietary information; e) Insubordination;
f) Conviction of felony or a misdemeanor relating to the employee’s fitness to perform assigned duties;
g) Unauthorized absence from employment or abuse of leave privileges; h) Tardiness;
i) Sleeping on the job;
j) Working overtime without authorization;
k) Failure to maintain a satisfactory working relationship with other employees or the public;
l) Interfering with another employee in the performance of their job duties; m) Reporting for work or being at work, under the influence of or in possession of alcohol, illegal drugs or under the influence of prescription or non- prescribed drugs that affect the employee’s ability to safely perform his/her duties.
n) Neglect of duty;
o) Incompetency, carelessness, or inefficiency;
p) Abusive, disruptive, discourteous, disorderly, or unfavorable conduct; q) Inability to perform duties with reasonable accommodation; r) Improper or unauthorized use of City funds;
s) Unauthorized or improper use of City property, including unauthorized soliciting on City property;
t) Failure to properly care for City property;
u) Unauthorized possession of firearms, weapons, or explosives on City property, in a City vehicle, while in City uniform, or while on duty; v) Engaging in assault, battery, horseplay, or fighting while on duty or under the guise of office
w) Gambling on City property or during work hours;
x) Dishonesty, willful concealment of pertinent information, m isstatement of material fact, or falsification of documents;
y) Failure to maintain any employment qualifications;
z) Failure to comply with safety standards;
aa) Other failure of good behavior either during or outside of employment such that the employee’s conduct causes discredit to the City; bb) Acceptance of any valuable consideration which was given with the expectation of influencing the employee in the performance of his/her duties; and/or
cc) Engaging in unauthorized outside employment, enterprise, or activity.
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Prior to the imposition of disciplinary action, the employee shall:
1) Be given written notice of the proposed disciplinary action, including the reason(s) for the action and charge(s) being considered;
2) Be given an opportunity to review the documents or materials upon which the proposed disciplinary action is based, and, if practicable, he/she shall be supplied with a copy of the documents;
3) Within five (5) working days of receiving the notice have the opportunity to respond to it either orally or in writing, at the employee's option, to the appointing power (or designee) concerning the proposed action.
4) Should he/she choose not to respond he/she will have waived his/her right and the proposed discipline will be implemented.
Special circumstances notwithstanding the provisions of this section, upon the recommendation of the Human Resources Director, the City Manager may approve the temporary assignment of an employee to leave with pay pending conduct or completion of such investigations or hearings as may be required to determine if disciplinary action is warranted.
Section 12.02 Discharge
An employee who has been discharged from the City service shall be paid salary accumulated to the effective date of termination and for any compensatory time accumulated and may be paid for accrued vacation time and unused sick leave according to current City policy.
Section 12.03 Demotion
An employee may be reduced from a position in one class to a position in a lower class having lesser duties and responsibilities and a lower maximum rate of pay for disciplinary purposes.
Section 12.04 Reduction in Pay
An employee may be reduced in pay from one step in a class of pay to a lower step in the same class of pay for disciplinary purposes.
Section 12.05 Suspension
An employee may be suspended without pay from their position for a definite period of time for disciplinary purposes.
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Section 12.06 Miscellaneous
The employee may be represented by a person of his/her choice in meetings or hearings regarding discipline.
The provisions of this Chapter shall comply with California State law as may be enacted from time to time.
CHAPTER 13 GRIEVANCE PROCEDURE
Section 13.01 Definition
A "grievance" shall be defined as a controversy between the City and the Union representing employees or an employee or employees covered by these Rules. Such controversy must pertain to the following: (1) Any matter relating to working conditions adversely impacting the employee's ability to perform the job not specifically covered by the Agreement, or (2) Any matter involving the interpretation or application of any provision of these Rules. This Article does not apply to any of the following:
(a) Performance evaluations;
(b) Disciplinary actions;
(c) Matters for which there is a separate complaint process, such as complaints of harassment, including, but not limited to manner in which such complaints are addressed and whether corrective action results from such complaints; (d) Matters for which there is a separate appeal right (such as decisions relating to conflicts of interest);
(e) Policy decisions of the City Council.
Section 13.02 Time Limits
The time limits for filing a written formal grievance shall be strictly construed, but may be extended by mutual agreement evidenced, in writing, and signed by a duly authorized representative of the City and the grieving party. Failure of the grieving party to comply with any of the time limits set forth hereunder shall constitute a waiver and bar further processing of the grievance. Failure of the City to comply with the time limits set forth in this Section shall automatically move the grievance to the next level of the Grievance Procedure. The grieving party in a represented unit may request the assistance of a Union Representative in presenting a grievance at any level of review or may represent him/herself.
Section 13.03 Informal Procedure
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There shall be an earnest effort on the part of both parties to settle grievances promptly through the steps listed below.
Step 1: An employee's grievance must be submitted to his/her first line supervisor or management representative immediately in charge of the aggrieved employee within fifteen (15) working days after the event giving rise to the grievance, or fifteen (15) working days after the date that he/should have been reasonably expected to have had knowledge of the grievance. The supervisor or management representative will give an answer to the employee by the end of the tenth (10) working day following the presentation of the grievance and the giving of such answer will terminate Step 1.
Section 13.04 Formal Procedure
If the grievance is not settled at Step 1, the employee may elect to proceed to Step 2 by reducing the grievance to writing.
Step 2: The written grievance shall fully state the facts surrounding the grievance and detail the specific provision alleged to have been violated, signed and dated by the employee and presented to the department Director or his/her designee within ten (10) working days after termination of Step 1. A copy of the grievance shall be presented to the Human Resources Department by the employee. A meeting with the employee, shop steward (for employees covered under a MOU) and d epartment Director or his/her designee will be arranged at a mutually agreeable location and time to review and discuss the grievance. Such meeting will take place within ten (10) working days from the date the grievance is received by the department Director or his/her designee. The department Director or his/her designee may invite other members of management to be present at such meeting. The department Director or his/her designee will give a written reply by the end of the fifth (5) workday following the date of the meeting, and the giving of such reply will terminate Step 2.
Section 13.05 City Manager Review
If the grievance is not settled at Step 2, the grievant may elect to proceed to Step 3 of the grievance procedure.
Step 3: The grievant shall have five (5) days to appeal to Step 3. The grievant or his/her Union Representative (if appropriate) and the City Manager or the appropriate management representative shall within five (5) working days after the appeal from Step 2 arrange a meeting to be held at a mutually agreeable location and time to review and discuss the grievance. Such meeting will take place within ten (10) working days from the date the grievance is referred to Step 3. A decision shall be rendered within ten (10) working days from the date of such meeting. The decision of the City Manager is final and binding.
CHAPTER 14 APPEAL AND HEARING PROCEDURE
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Section 14.01 Statement of Policy
Use of these procedures shall not reflect unfavorably on employees of the City.
Retaliatory or discriminatory action against an employee for using this procedure, or discrimination in the application of a rule or policy shall be a violation of City policy.
Section 14.02 Purpose of Rules
The purpose of the procedure is to provide a means; whereby, employees may obtain fair, impartial and orderly review of disciplinary actions within a reasonable time period, without jeopardizing their position or employment.
Section 14.03 Pre- Discipline Procedure (Skelly Process) Pre discipline procedure -- where a regular employee is recommended to be terminated, suspended, or demoted, the employee will be entitled to the following prior to the discipline being imposed: The employee will be provided with written notice of the proposed discipline. Such notice shall also contain the date the action is intended to become effective and the specific grounds and particular facts upon which the action is based. Along with this notice, the employee shall be provided with written materials upon which the action is based. The employee shall be afforded the right to respond either orally or in writing or both to the proposed charges within five (5) working days after the date of the notice.
Section 14.04 Appeal Procedure
1. Following a review of a proposed disciplinary action, if discipline is to be imposed, the Human Resources Director, shall cause to be served on the employee , by registered mail or personal delivery, a notice of discipline signed by the department Director indicating the department Director’s decision to impose discipline, the specific charges against the employee, that he/she has the right, within ten working days after receipt of this notice to request a review of the decision by the City Manager by filing the request with the Human Resources Director. The City shall have the authority to impose discipline on the effective date indicated in the notice.
2. If, within the ten -day appeal period, the employee does not request a review, the action of the City shall be considered final and binding.
A. Where an employee is suspended without pay for one or two days, the following procedure shall apply:
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3. If, within the ten -day appeal period, the employee files a request for review by giving written notice of appeal to the Human Resources Director, the City Manager shall, where practicable, set a meeting within thirty (30) days of the date of the filing of the appeal.
4. At the meeting between the City Manager and the employee, the employee and/or his/her representative shall be afforded the opportunity to make an oral presentation to the City Manager as to why he/she does not agree with the discipline. The City Manager at his/her discretion may have other management representatives present at this meeting.
5. The City Manager shall have thirty (30) days from the date of the meeting to sustain, reject, or modify the discipline. The City Manager's decision is final and binding.
1. Following a review of a proposed disciplinary action, if discipline is to be imposed, the Human Resources Director shall cause to be served on the employee , by registered mail or personal delivery, a notice of discipline signed by the department Director indicating the department Director 's decision to impose discipline, the specific charges against the employee that he/she has the right, within ten (10) working days after receipt of this notice, to request a hearing before the City Manager on the charges by filing the request with the Human Resources Director. The City shall have the authority to impose discipline on the effective date indicated in the notice.
2. If, within the ten -day appeal period, the employee does not file said appeal, unless good cause for failure is shown, the action of the City shall be considered final and binding.
3. If, within the ten -day appeal period, the employee files such notice of appeal by giving written notice of appeal to the Human Resources Director, the City Manager shall where practicable set a date for the hearing not less than twenty (20) and not more than sixty (60) days from the date of the filing of the appeal with the Human Resources Director.
4. All hearings shall be private, provided, however, that the City Manager shall, at the request of the employee and the concurrence of the City, open the hearing to the public unless opening it to the public would not be in the best interest of the City.
5. Subpoenas and subpoenas duces tecum relevant to a hearing shall be issued at the request of either party, not less than five (5) working days, prior to the commencement of such hearing. After the commencement of such hearing, subpoenas shall be issued only at the discretion of the City Manager.
B. Where an employee is suspended without pay for three or four days, the following appeal procedure shall apply:
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6. The hearing need not be conducted in accordance with technical rules relating to evidence and witnesses. Any relevant evidence shall be admitted if it is the sort of evidence on which reasonable persons are accustomed to rely, regardless of the existence of any common law or statutory rules which might make improper admission of such evidence over objection in civil actions. Hearsay evidence may be used for the purpose of supplementing or explaining any direct evidence but shall not be sufficient in itself to support a finding unless it would be admissible over objection in civil actions. The rules of privilege shall be effective to the same extent that they are now or hereafter may be recognized in civil and criminal actions, and irrelevant and unduly repetitious evidence shall be excluded. The City Manager shall not be bound by technical rules of evidence.
The City Manager shall rule on the admission or exclusion of evidence.
7. Each party shall have these rights: To be represented by legal counsel or other person of his/her choice; to call and examine witnesses; to introduce evidence; to cross-examine opposing witnesses on any matter relevant to the issues even though that matter was not covered in the direct examination; to impeach any witness regardless of which party first called him/her to testify; and to rebut the evidence against him/her. If the respondent does not testify in his/her own behalf, he/she may be called and examined as if under cross-examination. Oral evidence shall be taken only on oath or affirmation. A court reporter may be engaged to record the hearing at the request of either party. The party requesting the reporter shall bear the cost of the reporter. However, if both parties request a copy of the transcript of the hearing, the parties will split the cost of the reporter.
8. The hearing shall proceed in the following order, unless the City Manager, for special reason, otherwise directs:
a. The party imposing discipline shall be permitted to make an opening statement;
b. The appealing party shall then be permitted to make an opening statement;
c. The party imposing disciplinary action shall produce the evidence on his/her part; the City bears the burden of proof and burden of producing evidence;
d. The party appealing from such disciplinary action may then open his/her defense and offer his/her evidence in support thereof; the employee bears the burden of proof and the burden of producing evidence for any affirmative defenses asserted;
e. The parties may then, in order, respectively offer rebutting evidence only, unless the City Manager, for good reason, permits them to offer evidence upon their original case.
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f. Closing arguments shall be permitted and written briefs may be permitted at the discretion of the City Manager.
9. The City Manager shall determine relevancy, weight, and credibility of testimony and evidence. He/she shall base his/her findings on the preponderance of evidence. During the examination of a witness, all other witnesses, except the parties, shall be excluded from the hearing unless the City Manager in his/her discretion, for good cause, otherwise directs. No still photographs, moving pictures, or television pictures shall be taken in the hearing chamber during the hearing. The City Manager, prior to or during a hearing, may grant a continuance for any reason he/she believes to be important to reaching a fair and proper decision. The City Manager shall render his/her decision as soon after the conclusion of the hearing as possible and in no event later than thirty (30) days after the close of the hearing. His/her decision shall set forth which charges, if any, are sustained and the reasons, therefore. The opinion shall set forth findings of fact and conclusions.
10. The City Manager shall have the authority to sustain, modify or reject any or all of the charges filed against the employee and/or the level of discipline imposed.
11. The City Manager's decision shall be served on the employee and the Human Resources Director. If it is a discipline hearing and a suspension is not the City Manager's decision, the opinion shall set forth the effective date the employee is to be reinstated and/or any other action. The reinstatement date, if appropriate, may be any time on or after the date of disciplinary action.
12. If discipline is reversed or reduced, the appropriate pay loss shall be restored to the employee based on the number of standard work hours lost computed at his/her then base hourly rate.
1. Following a review of a proposed disciplinary action, if discipline is to be imposed, the Human Resources Director shall cause to be served on the employee , by registered mail or personal delivery, a notice of discipline signed by the appointing power indicating the department Director's decision to impose discipline, the specific charges against the employee, that he/she has the right, within ten (10) working days after receipt of this notice, to request a hearing on the charges by filing the request with the Human Resources Director. The City shall have the authority to impose discipline on the effective date indicated in the notice.
2. If, within the ten -day appeal period, the employee does not file said appeal, unless good cause for failure is shown, the action of the City shall be considered conclusive.
C. Where discipline of dismissal, suspension without pay of five or more days or demotion is imposed, the following appeal procedure shall apply:
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3. If, within the ten -day appeal period, the employee files such notice of appeal by giving written notice of appeal to the Human Resources Director, the City and the employee or his/her representative shall have ten (10) working days from the date of the appeal to attempt to mutually agree to a hearing officer. If no agreement is reached, the City shall request a list of third- party neutrals who specialize in employee discipline hearings from the California State Conciliation Service. Within ten (10) days following receipt of the list of hearing officers the parties shall confer to select the hearing officer. The parties shall alternately strike one name from the list of hearing officers (the right to strike the first name to be determined by lot) until one name remains, and that person shall be the hearing officer. The parties may agree to extend the ten-day periods to attempt to mutually agree to a hearing officer, or to confer to select a hearing officer.
4. Where practicable, the date for a hearing shall not be less than twenty (20) days, nor more than sixty (60) days, from the date of the filing of the appeal with the Human Resources Director. All interested parties shall be notified in writing of the date, time, and place of hearing.
5. All hearings shall be private, provided, however, that the hearing officer shall, at the request of the employee and the concurrence of the City, open the hearing to the public unless opening it to the public would not be in the best interest of the City.
6. Subpoenas and subpoenas duces tecum relevant to a hearing shall be issued at the request of either party, not less than five (5) working days, prior to the commencement of such hearing. After the commencement of such hearing, subpoenas shall be issued only at the discretion of the hearing officer.
7. The hearing need not be conducted in accordance with technical rules relating to evidence and witnesses. Any relevant evidence shall be admitted if it is the sort of evidence on which reasonable persons are accustomed to rely, regardless of the existence of any common law or statutory rules which might make improper admission of such evidence over objection i n civil actions. Hearsay evidence may be used for the purpose of supplementing or explaining any direct evidence but shall not be sufficient in itself to support a finding unless it would be admissible over objection in civil actions. The rules of privilege shall be effective to the same extent that they are now or hereafter may be recognized in civil and criminal actions. Hearsay evidence may be used for the purpose of supplementing or explaining any direct evidence but shall not be sufficient in itself to support a finding unless it would be admissible over objection in civil actions. The rules of privilege shall be effective to the same extent that they are now or hereafter may be recognized in civil and criminal actions, and irrelevant and unduly repetitious evidence shall be excluded. The hearing officer shall not be bound by technical rules of evidence.
The hearing officer shall rule on the admission or exclusion of evidence.
8. Each party shall have these rights: To be represented by legal counsel or other person of his/her choice; to call and examine witnesses; to introduce evidence; to cross-examine opposing witnesses on any matter relevant to the issues even though that matter was not covered in the direct examination; to impeach any witness 62 PERSONNEL RULES AND REGULATIONS June 2026
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regardless of which party first called him/her to testify; and to rebut the evidence against him/her. If the employee does not testify in his/her own behalf, he/she may be called and examined as if under cross -examination. Oral evidence shall be taken only on oath or affirmation. A court reporter will be engaged to record the hearing, unless the parties (City and employee and/or employee representative) mutually agree that the same is not necessary.
a. The hearing shall proceed in the following order, unless the hearing officer, for special reason, otherwise directs:
1. The party imposing discipline shall be permitted to make an opening statement;
2. The appealing party shall then be permitted to make an opening statement;
3. The party imposing disciplinary action shall produce the evidence on his/her part; the City bears the burden of proof and burden of producing evidence;
4. The party appealing from such disciplinary action may then open his/her defense and offer his/her evidence in support thereof; the employee bears the burden of proof and the burden of producing evidence for any affirmative defenses asserted;
5. The parties may then, in order, respectively offer
rebutting evidence only, unless the hearing officer for good reason permits them to offer evidence upon their original case.
6. Closing arguments shall be permitted and written briefs may be permitted at the discretion of the hearing officer.
b. The hearing officer shall determine relevancy, weight, and credibility of testimony and evidence. He/she shall base his/her findings on the preponderance of evidence. During the examination of a witness, all other witnesses, except the parties, shall be excluded from the hearing unless the hearing officer in his/her discretion, for good cause, otherwise directs. No still photographs, moving pictures, or television pictures shall be taken in the hearing chamber during a hearing. The hearing officer, prior to or during a hearing, may grant a continuance for any reason he/she believes to be important to reaching a fair and proper decision. The hearing officer shall render his/her judgment as soon after the conclusion of the hearing as possible and in no event later than thirty (30) days after conducting the hearing. His/her decision shall set forth which charges, if any, are sustained and the reasons therefor. 63 PERSONNEL RULES AND REGULATIONS June 2026
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The opinion shall set forth findings of fact conclusions. The opinion shall be advisory only.
c. The hearing officer may recommend sustaining or rejecting any or all of the charges filed against the employee. He/she may recommend sustaining, rejecting or modifying the disciplinary action invoked against the employee.
d. The hearing officer's opinion and recommendation shall be filed with the City Manager, with a copy sent to the employee and the Human Resources Director and shall set forth his/her findings and recommendations. If it is a dismissal hearing and a dismissal is not the hearing officer's recommendation, the opinion shall set forth the recommended effective date the employee is to be reinstated and/or other recommended action. The reinstatement date, if appropriate, may be any time on or after the date of disciplinary action.
e. Within thirty (30) days of the receipt of the hearing officer's recommendation, or a transcript (which is optional), whichever date is later, the City Manager shall adopt, amend, modify or reject the recommended findings, conclusions, and/or opinions of th e hearing officer. The City Manager shall not conduct a de novo hearing. The City Manager may, at his/her option, allow limited oral arguments and/or may request and review written statements from either side. The decision of the City Manager shall be final and binding. Copies of the City Manager's decision, including the hearing officer's recommendation(s) shall be filed where appropriate, including the employee's personnel file, unless no discipline is upheld by the City Manager.
f. Each party shall bear equally the cost of facilities, fees and expenses of the hearing officer, including the court reporter and transcripts. Each party shall bear its own witness and attorney fees. If either party unilaterally cancels or postpones a scheduled hearing, thereby resulting in a fee charged by the hearing officer or court reporter, then the party responsible for the cancellation or postponement shall be solely responsible for payment of that fee.
g. If discipline is reversed or reduced, the appropriate pay loss shall be restored to the employee based on the number of standard work hours lost computed at his/her then base hourly rate deducting any income the employee earned which resulted from his/her dismissal or suspension.
Section 14.05 Appeal Process for Peace Officer Employees Employees in sworn peace officer positions who have successfully passed probation are entitled to the same pre-discipline and appeal process provided to other City employees as detailed in Chapter 12 and Chapter 14 of these Rules. Additionally, such employees are entitled to appeal written reprimands pursuant to the procedures set forth in Section 14.04.A and as otherwise required by the Peace Officer Bill of Rights.
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CHAPTER 15 EMPLOYER AND EMPLOYEE RELATIONS
Section 15.01 Statement of Policy
In the best interests of the City of Lancaster, its citizens and its employees, there shall be adopted by the City Council, rules, regulations and procedures through which full communication between the City, as the employer, and its employees, shall be promoted; reasonable methods of resolving disputes regarding wages, hours and other terms and conditions of employment shall be established; and the continued improvement of personnel management and employer-employee relations shall be pursued.
Such rules, regulations and procedures may be adopted as a document (Memorandum of Understanding) separate from, but complementary to, the "Personnel Rules and Regulations of the City of Lancaster, California."
Section 15.02 City Rights
The City reserves, retains, and is vested with, solely and exclusively, all rights of management which have not been expressly abridged by specific provision or by Law, to manage the City, as such rights existed prior to the execution of a Memorandum of Understanding. The sole and exclusive rights of management, as they are not abridged by Agreements or by Law, shall include, but not be limited to, the following rights:
A. To manage the City generally and to determine the issues of policy.
B. To determine the existence or non- existence of facts which are the basis of the management decision.
C. To determine the necessity and organization of any service or activity conducted by the City and expand or diminish service.
D. To determine the nature, manner, means, and technology and extent of services to be provided to the public.
E. Methods of financing.
F. Types of equipment or technology to be used.
G. To determine and/or change the facilities, methods,
technology, means, and size of the work force by which the City operations are to be conducted.
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H. To determine and change the number of locations,
relocations, and types of operations, processes, and materials to be used in carrying out all City functions including, but not limited to, the right to contract for or sub- contract any work or operation.
I. To assign work to and schedule employees in accordance with requirements as determined by the City, and to establish and change work schedules and assignments.
J. To relieve employees from duties for lack of work or similar non-disciplinary reasons.
K. To establish and modify productivity and performance programs and standards.
L. To discharge, suspend, demote or otherwise discipline employees for proper cause in accordance with the provisions and procedures set forth in departmental disciplinary
procedures.
M. To determine job classification and to reclassify
employees.
N. To hire, transfer, promote and demote employees for non- disciplinary reasons in accordance with these Rules and Regulations.
O. To determine policies, procedures and the standards for selection, training and promotion of employees.
P. To establish employee performance standards including, but not limited to, quality and quantity standards; and to require compliance therewith.
Q. To maintain order and efficiency in its facilities and operations.
R. To establish and promulgate and/or modify rules and
regulations to maintain order and safety in the City which are not in contravention with agreements.
S. To take any and all necessary action to carry out the mission of the City in emergencies.
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The City will meet and confer with recognized employee organizations on matters within the scope of bargaining as required by the Meyers -Milias-Brown Act (Government Code section 3500 et seq.)
Section 15.03 Rights of Employees
The parties mutually recognize and agree fully to protect the rights of all employees covered to join and participate in the activities of a Union and corresponding rights of covered employees to refrain from joining and participating in the activities of a Union, and all other rights guaranteed by law. No employee shall be interfered with, intimidated, restrained, coerced or discriminated against because of the exercise of these rights or any other rights prescribed by law. This section is not subject to the grievance procedure.
Section 15.04 Equal Employment
The provisions of this Section shall be applied to all employees covered hereby without favor or discrimination regardless of race, religious creed, color, national origin, ancestry, sex, age (40 and over), physical or mental disability, medical condition, sexual orientation, marital status, gender identity, gender expression, pregnancy, reproductive health choices, genetic characteristics or information, military and veteran status, and/or any other category protected by federal and/or state law or on the basis of a perception that an individual is associated with a person who has, or is perceived to have, any of these characteristics.
Section 15.05 Rights of Employees to Representation
The rights described herein shall not be construed as interfering with any legal rights otherwise possessed by City employees to represent themselves, or select a representative of their choosing, as to employee relations with the City.
CHAPTER 16 EMPLOYEE TRAINING AND EDUCATION PROGRAMS
Section 16.01 Statement of Policy
The City of Lancaster encourages the development of maximum efficiency in the performance of official duties by city employees by providing for the training of employees in the performance of their official duties and by assisting City employees in fulfillment of their broad duties and responsibilities as well-informed citizens of the community.
Section 16.02 On-The-Job-Training
Responsibility for developing training programs for employees shall be assumed jointly by the City Manager, the Human Resources Director and department Director s.
Such training programs may include lecture courses; demonstrations, assignment of reading matter or such other devices as may be available for the purpose of improving 67 PERSONNEL RULES AND REGULATIONS June 2026
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the effectiveness and broadening the knowledge of municipal officers and employees in the performance of their respective duties.
Section 16.03 Education Programs
Personal and professional development of employees is vital to the success of each individual and to the City. Internal and external education programs are available to all employees, and the City offers financial support for tuition reimbursement for approved courses.
Section 16.04 Tuition Reimbursement Plan
Regular employees receiving prior approval from the Human Resources Director shall be eligible to receive tuition reimbursement pursuant to these Rules and Regulations established by the City Manager.
The City shall reimburse up to $1500.00 per semester (for a maximum of $3,000.00 per fiscal year) for employees taking 6 or more units per semester. Other fees, such as mileage, activity cards and other optional fees, shall not be refundable.
Tuition reimbursement shall be approved when courses relate to the employee's present job, or which directly benefit the City. Coursework taken at recognized accredited institutions shall be considered for reimbursement. Non-accredited institutions shall be subject to the discretion of the Human Resources Department.
Employees eligible to receive tuition reimbursement shall not receive reimbursement if they fail to satisfactorily complete the approved course and/or fail to receive a satisfactory grade of "C" or better.
In the event an employee receives assistance under federal or state government legislation or other student aid programs for education charges for an approved course, only the difference, if any, between such assistance and the education charges an employee actually incurs, will be eligible for refund under this plan.
Tuition reimbursement shall not be allowed for internship courses or independent study courses where course work requirements are considered a continuing condition of employment.
Employees having received reimbursement must remain in the employ of the City for a period of six months after the completion of the course. If the employee leaves the City prior to the expiration of six months, the reimbursed funds will be returned by the employee or recovered by deduction from any funds due the employee at the time of termination. Employees will be provided with an appropriate consent form to complete at the time reimbursement is requested.
Tuition reimbursement will be approved based upon the availability of funds budgeted for this purpose during any given fiscal year. 68 PERSONNEL RULES AND REGULATIONS June 2026
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CHAPTER 17 REPORTS, RECORDS AND NOTICES
Section 17.01 Official Roster
The Human Resources Director shall maintain a complete official roster of employees, showing each employee's name, address, class title, salary, department to which assigned, sick leave, vacation; changes in salary, employment status and such other information as may be considered pertinent.
The form and manner in which such information shall be maintained shall be determined by the Human Resources Director.
Section 17.02 Change of Status Report
Every appointment, transfer, promotion, demotion, change of salary rate, resignation, suspension and any other temporary or permanent change in status of employment shall be reported to the Human Resources Director and the date thereof, and a record of same shall be kept by the Human Resources Director in such manner as may be prescribed.
Section 17.03 Notification of Change by Employees
All persons employed in the City service shall notify the department Director and Human Resources Department of any changes to telephone numbers. Employees shall also notify the Human Resources Department of any change to address, marital status, group life insurance beneficiary, number of dependents, military status, education and such other information as deemed pertinent by the Human Resources Director.
Section 17.04 Release of Personal Information
Neither the Human Resources Department nor anyone in the City service shall be allowed to make known the address or phone number, as shown in the Human Resources Department records, of any employee, officer or appointed official without the prior approval of that employee, officer or appointed official. The Human Resources Department shall be the authority to verify or confirm addresses and phone numbers unless otherwise notified in writing by the employee, officer or appointed official.
Section 17.05 Destruction of Records
Payroll records shall be kept permanently. All other records relating to personnel, including correspondence, applications, examinations and reports will be maintained or destroyed based on the Records Management schedule determined by the City Clerk. 69 PERSONNEL RULES AND REGULATIONS June 2026
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CHAPTER 18 MISCELLANEOUS
Section 18.01 Incompatible Activity of City Employees
An employee shall not engage in any employment, activity or enterprise which is inconsistent, incompatible or in conflict with his/her duties as a City officer or employee.
Each appointing power shall determine and prescribe those activities which, for employees under his/her jurisdiction, will be considered inconsistent, incompatible or in conflict with their duties as City employees. In making this determination, the appointing power shall give consideration to employment, activity or enterprise, which:
A. Involves the use for private gain or advantage of City time, facilities, equipment and supplies, or the badge, uniform, prestige or influence of one's City office or employment.
B. Involves the soliciting or the acceptance by the employee of any money gift, gratuity, or other consideration from anyone other than the City for the performance of an act which the employee, if not performing such an act, would be required or expected to render in the regular course or hours of his/her City employment, or as a part of his/her duties as a City officer or employee.
C. Involves the performance of an act other than his/her capacity as a City Employee, which act may be subject to direct or indirect control, inspection, review, audit or enforcement by such employee or the agency by which he/she is employed.
An employee may hold outside employment provided that the job does not conflict in any way with the employee’s duties as a City employee. Prior to accepting any outside employment, approval must be obtained from the employee’s department Director and Human Resources Director.
No City officer or employee shall engage in any political activity of any kind whatsoever during working hours or engage in such activities when it can be construed as representation as an employee of the City. This regulation shall conform to any provisions of state or federal law as from time to time may be established.
Each City employee shall, during his/her hours of duty as a City employee and subject to such rules and regulations as pertain thereto, devote his/her full time, attention and efforts to this City office or employment. Each City employee shall cooperate with the City Manager, the City Council and the Human Resources Director to successfully fulfill the objectives and purposes of these Rules and Regulations.
Section 18.02 Gifts and Gratuities
No officer or employee of the City shall solicit any gift, gratuity, favor, or anything of monetary value. No officer or employee shall accept any gift, gratuity, favor, or 70 PERSONNEL RULES AND REGULATIONS June 2026
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anything of monetary value, which might be construed as consideration for present or future preferential treatment.
Section 18.03 Administrative Regulations
The City Manager is authorized to issue additional administrative policies to carry into effect these Rules and Regulations. The City Manager is also authorized to approve supplementary departmental personnel rules and regulations not in conflict with these rules.
Section 18.04 Directives
Any employee who fails to comply with any reasonable directive by a superior to whom he is responsible may be subject to disciplinary action.
Section 18.05 Avoidance of Inequities
The City Manager is authorized to issue special adjustments to avoid or eliminate inequities resulting from the strict application of any of the provisions of these Rules and Regulations.
CHAPTER 19 AMENDMENTS AND REVISION TO THE PERSONNEL RULES
Section 19.01 Amendments by Resolution of the City Council The City Manager may, as he/she deems necessary, present to the Council for its consideration, amendments, changes, and revisions to these Rules and Regulations. Any employee who suggests any amendment change or revision shall submit such suggestions in writing to the City Manager.
Section 19.02 Notification of Amendments
All amendments, changes, and revisions shall be made available to all employees of the City in the manner and form prescribed by the Human Resources Director and approved by the City Manager.