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CITY COUNCIL ITEM NO. 3

Meeting Date: April 23, 2002

Subject/Title: Reclassification Policy and Procedure

Submitted by: Patti Standley, Human Resources Manager

Approved by: John Stevenson, City Manager


RECOMMENDATION 
Adopt a Resolution approving Council/Administrative Policy No. 20-14, Reclassification Policy and Procedure.

PREVIOUS ACTION
None

BACKGROUND
The Reclassification Policy and Procedure provides a defined, step-by-step process by which reclassification requests will be reviewed prior to presentation to City Council for consideration. 

Human Resources staff will conduct reclassification studies upon request of a Department Head with approval from the City Manager as outlined in the attached policy and procedure. A reclassification study is defined as a review to determine if the duties and/or responsibilities of the position support an adjustment of the position from the current classification to a new classification. 

Staff involved in the development of this policy and procedure included Human Resources staff, Department Directors and bargaining unit representatives. 

The policy and procedure provides that City Council is the final authority in consideration of a reclassification request. The City Council may approve or deny a reclassification request.


FISCAL IMPACT
There is no immediate fiscal impact upon approval of the policy and procedure. Funding for reclassification requests should be available in the department/division current budget. If funding is not available in the current budget, the request will be reviewed and if it results in a positive recommendation, depending on the timing of the request, it will be proposed with mid-year budget adjustments or included with the next year’s budget request. 

RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING COUNCIL/ADMINISTRATIVE POLICY NO. 20-14, RECLASSIFICATION POLICY AND PROCEDURE.

WHEREAS, the development of the Reclassification Policy and Procedure included input from Department Directors and bargaining unit representatives, and

WHEREAS, this policy provides a defined, step-by-step process by which reclassification requests will be reviewed prior to presentation to the City Council for consideration, and

WHEREAS, the City Council is the final authority in consideration of a reclassification request and may approve or deny a reclassification request. 

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby adopts a resolution and approves Council/Administrative Policy No. 20-14 to be implemented effective April 23, 2002.


PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on April 23, 2002 by the following vote:

AYES: 
NOES: 
ABSENT: 

_____________________________
Michael A. McPoland, Sr.
Mayor


ATTEST:



__________________________________
Karen Diaz, CMC
Deputy City Manager/City Clerk

COUNCIL/ADMINISTRATIVE POLICY
Subject: Policy No: 20-14 Adopted: 
RECLASSIFICATION POLICY AND PROCEDURE Resolution Page 1 of 3

Section 1: PURPOSE 

The purpose of this policy is to outline the procedure used during the reclassification study process.

Section 2: POLICY

Human Resources will conduct reclassification studies upon request of the Department Head with approval from the City Manager as outlined in the procedure below. A reclassification study is defined as a review to determine if the duties and/or responsibilities of the position support an adjustment of the position from the current classification to a new classification. The incumbent of the classification being studied must be a regular employee with the City of Brentwood. 

Funding for reclassification requests must be available in the department/division current budget. If funding is not available in the current budget, the request will be reviewed and if it results in a positive recommendation, depending on the timing of the request, it will be proposed with mid-year budget adjustments or included with the next year’s budget request. Regardless of the means by which a positive reclassification is funded, all reclassifications must be presented to the City Council for consideration. The City Council is the final authority and may approve or deny a reclassification request.

Section 3: PROCEDURE

Steps for the reclassification process are outlined below:

Step 1

Before the Department Head requests a reclassification study, they must first determine that the following criteria have been met:

· A significant amount of the duties and/or responsibilities currently performed by the incumbent are not contained in his/her current classification specification.
· The result of the reclassification will improve the effectiveness of one of the following: City, Department, or Division operation.

Step 2

If the Department Head determines that the above criteria have been met and a reclassification study is warranted, he/she will submit a request to Human Resources in the form of a memorandum outlining the justification for the recommendation. The memorandum must include information that covers the following:
COUNCIL/ADMINISTRATIVE POLICY
Subject: Policy No: 20-14 Adopted: 
RECLASSIFICATION POLICY AND PROCEDURE Resolution Page 2 of 3


· Detail regarding the duties the employee is performing that are not part of their current classification description including the percentage of time spent in these areas. Also include the duties covered in their current classification description that they will continue to perform. Describe why they are performing the new duties and how the duties are performed. 
· Specify additional responsibility and the nature of the responsibility, for example: assigned to supervise staff, coordinates the maintenance and repair of division fleet vehicles, or responsible to monitor budget revenue/expenditure for the department and/or division, etc. 
· List the knowledge, skills or abilities necessary to perform the new duties, for example: verbal communication skills, ability to type 65 wpm, skill to operate CAD system, ability to drive street sweeper, etc.
· List educational requirements and/or years of experience required of the new classification.
· Is there a change in the reporting relationship between the new proposed classification and the current classification? For example, will the position report to the Director of Finance instead of the supervising Accountant II?

Step 3

Upon receipt, Human Resources staff will review the most current classification description and compare the duties, responsibilities, and qualifications of the description to those detailed in the request for reclassification memo. The intent of the comparison is to confirm that the new duties and responsibilities meet the established criteria. Human Resources staff will contact the requesting Department Head when clarification of information in the request is necessary.

If the comparison confirms that a reclassification is warranted, Human Resources staff will search for other classifications within the City or other cities which perform similar or like tasks. Additionally, a salary survey of cities determined by the City Council via the most current adopted Classification/Compensation Study may be conducted.

Step 4

Human Resources staff will prepare a written report of the reclassification study results. The Human Resources Manager will review the report with the City Manager and Department Head. The report will include a proposed classification description, title, and salary range adjustment, if applicable. The Department Head will confirm available funding in their current budget if the request does not coincide with mid-year budget review or the bi-annual budget process. If the City Manager concurs with the study results, the reclassification request may proceed to the City Council for consideration. 



COUNCIL/ADMINISTRATIVE POLICY
Subject: Policy No: 20-14 Adopted: 
RECLASSIFICATION POLICY AND PROCEDURE Resolution Page 3 of 3

Step 5

Upon receipt of a positive reclassification study document approved by the City Manager, the Department Head will deliver the information to the affected employee and advise them that the reclassification will be presented to the City Council for consideration. 

Step 6

The Department Head may submit a written appeal to the City Manager within 10 working days of receipt of the report should there be a disagreement with the conclusions of the Human Resources Division. A meeting will then be held between the City Manager, Human Resources Manager and the Department Head to discuss the findings. The City Manager shall have the authority to make the final determination based on the study results and/or Department Head written appeal. The City Manager will notify the Department Head of his/her decision.
Step 7

Once the final decision is reached, the Human Resources Manager will submit the positive recommendation(s) to the City Manager to confirm details and to obtain his/her authorization to proceed to City Council.

Step 8

Following approval by the City Manager, the reclassification request will be presented to the City Council for consideration. The City Council has the authority to approve or deny the reclassification. If the Council approves the reclassification, any salary change would be effective based on the recommendation of the Department Head with City Manager approval. If the City Council determines that there is a discrepancy on a reclassification request, it will be reviewed and brought back to the City Council for further consideration.


The City reserves the right to reclassify any classification to appropriately identify and classify duties and responsibilities performed by current staff and/or to plan for duties and responsibilities that require the extension of a classification series.