City Administrative Policies and Procedures

The Office of The City Manager is responsible for maintaining and updating the City’s Administrative Policies and Procedures Manual (CAPP). The City Administrative Policies and Procedures Manual is created so that City employees would be able to view general City policies and procedures in one central source. The policies and procedures contained within the City Administrative Policies and Procedures Manual reflect not only the City’s values as an employer, but also convey the standards that the City has for its employees. This manual does not include Departmental Standard Operating Procedures (SOP) or internal Departmental policies and procedures.

Table of Contents

Chapter 1.1 – Classification Plan & Selection Process

1.1.1 - Classification Plan
1.1.2 - New Positions and Vacancies
1.1.3 - Job Announcements
1.1.4 - Applications
1.1.5 - Disqualification
1.1.6 - Subject & Methods of Examination
1.1.7 - Qualifying Grade & Rating Examinations
1.1.8 - Eligibility Lists
1.1.9 - Removal of Names from Eligibility List
1.1.10 - Notification of Results
1.1.11 - Nepotism & Fraternization

Chapter 1.2 – Appointments

1.2.1 - Offers of Appointment
1.2.2 - Pre-Employment Medical Examinations
1.2.3 - Probationary Appointments
1.2.4 - Regular Appointments
1.2.5 - Temporary Appointments
1.2.6 - Interim Appointments
1.2.7 - Promotional Appointments
1.2.8 - Emergency Appointments
1.2.9 - Limited-Term Appointments

Chapter 1.3 – Changes to Positions

1.3.1 - Transfers
1.3.2 - Reclassification
1.3.3 - Demotions
1.3.4 - Lay-Offs
1.3.5 - Bumping
1.3.6 - Separations
1.3.7 - Reinstatement

Chapter 1.4 – Compensation

1.4.1 - Compensation Plan
1.4.2 - Salary Upon Appointment
1.4.3 - Salary Upon Interim Appointment
1.4.4 - Salary Upon Promotion
1.4.5 - Salary Upon Transfer
1.4.6 - Salary Upon Reclassification
1.4.7 - Salary Upon Demotion
1.4.8 - Merit Salary Increases
1.4.9 - Bilingual Compensation
1.4.10 -Overtime Compensation
1.4.11 - Compensatory Time-Off
1.4.12 - Deductions from Exempt Employee’s Pay
1.4.13 - Errors in Compensation

Chapter 1.5 – General Employment Matters

1.5.1 - Hours of Work
1.5.2 - Timekeeping
1.5.3 - Attendance
1.5.4 - Employee Performance Evaluation
1.5.5 - Discrimination, Harassment & Retaliation
1.5.6 - Bullying
1.5.7 - Workplace Violence
1.5.8 - Reasonable Accommodation
1.5.9 - Fitness for Duty Examinations
1.5.10 - Employee Dress Standards
1.5.11 - Uniforms
1.5.12 - Identification Badges/Cards
1.5.13 - Use of City Vehicles & Automotive Equipment
1.5.14 - Rideshare Policy
1.5.15 - Receipt of Gifts
1.5.16 - Drug & Alcohol Abuse
1.5.17 - Smoking
1.5.18 - Off Duty Conduct

Chapter 1.6 – Information Technology

1.6.1 - Computer & Electronic Communications
1.6.2 - Mobile Device Policy for City Owned Devices
1.6.3 - Password Policy​

Chapter 1.7 – Disciplinary Action

1.7.1 - Policy on Discipline
1.7.2 - Notice of Proposed Discipline
1.7.3 - Appeal of Disciplinary Action
1.7.4 - Causes for Discipline

Chapter 1.8 – Grievance Procedure

1.8.1 - Definitions
1.8.2 - Eligibility to File a Grievance
1.8.3 - Exclusions from the Grievance Procedure
1.8.4 - Grievance Procedure
1.8.5 - Representation
1.8.6 - Settlement of Grievance
1.8.7 - No Retaliation

Chapter 1.9 – Leaves of Absence

1.9.1 - Eligibility for Paid Leaves of Absence
1.9.2 - Vacation
1.9.3 - Holidays
1.9.4 - Sick Leave
1.9.5 - Family & Medical Leave Act
1.9.6 - Pregnancy Disability Leave
1.9.7 - Catastrophic Leave
1.9.8 - Jury Duty & Witness Leave
1.9.9 - Military Leave
1.9.10 - Personal Leave

Chapter 1.10 – Risk Management

1.10.1 - Workers’ Compensation
1.10.2 - Civilian Employees
1.10.3 - Sworn Employees
1.10.4 - Long-Term Illness & Labor Code Section 4850 Appointments
1.10.5 - Modified Duty
1.10.6 - Check In Procedures
1.10.7 - Accident Reporting, Recording & Analysis

Chapter 1.11 – Code of Conduct

1.11.1 - Responsibilities
1.11.2 - Standards of Behavior
1.11.3 - Administrative Regulations

Chapter 2.1 – Innovation and Technology

2.1.1 - Use of Computer Network Resources
2.1.2 - Remote Access
2.1.3 - Mobile Device Policy
2.1.4 - Information Security Policy
2.1.5 - Web Governance & Communications Policy
2.1.6 - Procurement of Software, Hosted Services & Hardware
2.1.7 - Password Policy Implementation
2.1.8 - Computer & Electronic Communications Policy Implementation

Chapter 2.2 – Finance

2.2.1 - Time-Sheet Submission - paperless
2.2.2 - Capital Asset Management Policy
2.2.3 - Grand Procurement and Administration
2.2.4 - Credit Card Statement Reconciliation
2.2.5 - Budget Transfer
2.2.6 - Additional Appropriations
2.2.7 - Revenue Recording
2.2.8 - Cash Handling
2.2.9 - Accounts Payable
2.2.10 - Carryovers & Encumbrances
2.2.11 - Interfund Loans
2.2.12 - Assignment of City Vehicle for Take Home Purposes
2.2.13 - Job Ledger Requests

Chapter 3.1 – Procurement with Public Funds

3.1.1 - Procurement Code of Ethics & Conflict of Interest
3.1.2 - Brand Name & Sole Source Procurement
3.1.3 - Grand Procurement and Administration - Please refer to section 2.2.3
3.1.4 - Procurement of Supplies, Goods & Non-Professional Services
3.1.5 - Procurement of Professional Services
3.1.6 - Local Preference in Procurement

Chapter 3.2 – Warehouse & Surplus Property

3.2.1 - Transfer of Surplus Property
3.2.2 - Warehouse Use Policy

Chapter 3.3 – Administration & Government

3.3.1 – Public Records Policy & Protocol
3.3.2 - Media Relations Policy
3.3.3 - Records Retention and Disposition
3.3.4 - Government Access Television Channel Policy
3.3.5 - Placing Items on the City Council Agenda
3.3.6 - Requesting Work from City Attorney Office
3.3.7 - Emergency Conditions Policy
3.3.8 - Building Maintenance Request
3.3.9 - Credit Card Authorization & Use