City Council Agenda Report
Meeting Date: November 5, 2024
From: Lisette Grizzelle, Interim Director of Human Resources Department: Human Resources
Submitted by: Lisette Grizzelle, Interim Director of Human Resources Subject
New and Revised Personnel Policies and Revised Administrative Manual Policy Recommendation
A. Adopt new and revised Personnel Policies and Procedures Manual Policy III-10 Workplace Violence Prevention Plan Policy (new), I-12 Reference-Background Checks Policy (revised), III7 City Harassment-Discrimination Retaliation Prevention Policy (revised), I-13 Criminal Background Check and Live Scan Policy (revised);
B. Adopt revised Administrative Policy Manual Policy Section 1.2 Miscellaneous City Owned Vehicle Authorization and Use Policy (revised); and
C. Authorize the City Administrator and Director of Human Resources to execute and distribute the Policies.
Background
The Human Resources (HR) Department is responsible for maintaining and administering the City’s Personnel Policies and Procedures Manual which contain a variety of policies affecting City employees.
The Workplace Violence Prevention Plan Policy III-10 is a new policy developed as a result of state mandate per Senate Bill No. 553. Virtually, all California employers are now required to implement a comprehensive workplace violence prevention plan and related employee training. Based on this new legal requirement, HR staff developed this plan policy to ensure legal compliance.
Other existing personnel policies required updates based on changes in state law. The revised I12 Reference-Background Checks Policy, III-7 City Harassment-Discrimination Retaliation Prevention Policy, and I-13 Criminal Background Check and Live Scan Policy include updated and required revisions to maintain compliance. The Harassment, Discrimination, Retaliation Prevention Policy was last updated in 2015, prior to more recent changes in state law including an employee training requirement under Senate Bill 1343. The current policy also did not provide clear reporting channels depending on the accused/complainant positions. The Criminal Background Check Policy was also updated to comply with state law, incorporating an individualized assessment process consistent with Government Code section 12952(c) prior to making a decision denying an applicant based on conviction history.
City Administration and the City Attorney’s Office also recommended review and updates to the City’s Vehicle Use Policy, which is part of the Administrative Policy Manual and is maintained by the HR Department. As noted in the updated Policy, the City’s primary interest regarding takehome vehicles is to achieve a balance between the City's responsibility to provide staff with the tools to perform their duties with maximum efficiency and its responsibility to use public resources in a prudent manner by minimizing unnecessary costs and liabilities associated with take-home vehicles. The Vehicle Use Policy was reviewed comprehensively by staff from City Administration, legal, HR, and Finance and updates were recommended to ensure sufficient oversight over the use of City vehicles and to clarify expectations regarding allowable use.
For all of the new and revised policies, HR staff sought input and collaborated with employee bargaining units. The HR Department and City Attorney’s Office will continue to review and update City personnel policies as needed to maintain legal compliance and best practices for public sector employment.
Fiscal Impact
The fiscal impact is estimated at $4,000 to implement training in compliance with the new Workplace Violence Prevention Plan Policy III-10. Sufficient funds are available in General Fund, Human Resources Department Employee Development/Training, Account No. 011-010-120- 529670 for the current fiscal year.
Attachments
1. Personnel and Procedures Manual Policy III-10 – Workplace Violence Prevention Plan Policy
2. Personnel and Procedures Manual Policy I-12 – Reference-Background Checks Policy
3. Personnel and Procedures Manual Policy III-7 – City Harassment-Discrimination Retaliation Prevention Policy
4. Personnel and Procedures Manual Policy I-13 – Criminal Background Check and Live Scan Policy
5. Administrative Policy Manual Policy Section 1.2 Miscellaneous City Owned Vehicle Authorization and Use Policy
6. Revised Policies Redlines for Reference