It is the fundamental policy of the City of Colonial Heights that a fair and uniform Personnel Management System be established for its employees in order to ensure the most effective provision of services to the community. It shall be the policy of the City of Colonial Heights that:
A. 
Employment shall be based on merit and fitness, without regard to sex, race, religion or political affiliation.
B. 
Just and equitable incentives and conditions of employment shall be established and maintained.
C. 
City employees shall be paid in relation to the value of the work they perform and that performance shall be a major factor in justifying salary adjustments and increases.
The following terms, unless a contrary meaning is required by the context or is specifically otherwise prescribed, shall have the following meanings for the purpose of this Part 1:
ABSENCE WITHOUT LEAVE
An absence from duty which was not authorized or approved and for which either a leave request was not made or for which such request was denied.
ANNIVERSARY DATE
The initial date of employment of an employee which does not change during employment in that position.
APPEALS
Procedures as prescribed by these regulations for appealing disciplinary actions, employee evaluations and other individual grievances.
APPLICANT
An individual who has applied or is applying, in writing, on a City application and in accordance with prescribed procedures for employment with the City of Colonial Heights.
CLASS
A group of positions with substantially equal skill levels and responsibilities sufficient to justify the same pay range.
CLASSIFICATION
The process of classifying City positions whereby positions having substantially equal skills and responsibilities are of the same class. "Classification" allows an arrangement of positions whereby equal pay is given for substantially equal responsibilities and authority.
COMPENSATORY TIME
The time credited to employees in lieu of overtime pay when they are required to work in excess of their normal workweek.
CONTRIBUTIONS
The funds deducted from employees' pay for insurance, credit union and other voluntary deductions.
DEMOTION
A type of disciplinary action which lowers the rank and pay of an employee of the city.
DEPARTMENT
A major functional unit of the city.
DISCIPLINARY ACTION
Action which may be taken by a department head when an employee fails to follow the rules and regulations of his department or the personnel rules of the City. The types of disciplinary actions are oral reprimand, written reprimand, suspension, demotion and dismissal.
DISMISSAL
A type of disciplinary action which separates an employee from the City service for cause.
EMPLOYEE
A person working in the service of the City of Colonial Heights in one of the following capacities:
A. 
PERMANENT PART-TIME EMPLOYEEA permanent employee who, on a regular basis, works less than a full workweek.
B. 
PROBATIONARY EMPLOYEEA new employee appointed to a regular classified position, or an employee promoted, who is required to successfully serve a probationary period.
C. 
REGULAR EMPLOYEEAn employee working full time who was appointed under these regulations and who has satisfactorily completed his probationary period.
D. 
SEASONAL EMPLOYEEAn employee whose employment in a position is limited to four consecutive calendar months or less in any twelve-month period.
[Amended 11-13-2014 by Ord. No. 14-17]
E. 
TEMPORARY OR EXTRA EMPLOYEEAn employee whose employment is caused by short-term unusual circumstances.
EMPLOYEE COUNSELING
The program of counseling employees on what can be done to assist the employees in becoming more effective on and off the job; relates to employee evaluation and employee improvement.
EMPLOYEE DEVELOPMENT
The interaction of employee counseling, employee evaluation and employee improvement.
EMPLOYEE EVALUATION
The system for evaluating employees' performance. Relates to employee improvement and employee counseling.
EMPLOYEE, EXEMPT
A person who is exempt from rules and regulations of the Fair Labor Standards Act because of his/her assigned duties and responsibilities.
EMPLOYEE IMPROVEMENT
All types of training and educational programs that improve the quality of service of the employee and improve his chance for advancement.
EMPLOYEE, NONEXEMPT
A person who is covered by all rules and regulations of the Fair Labor Standards Act.
EXAMINATION
One of the tools that may be used for filling positions; includes tests of physical skills, performance, aptitude, knowledge and psychological factors.
GRIEVANCE
See the definition of "grievance" in § 51-78 of this chapter.
LAW ENFORCEMENT OFFICER
Any employee who, in his official capacity, is authorized by law to make arrests.
LAYOFF
A separation from City service of an employee because of a shortage of funds, materials or work.
LEAVE OF ABSENCE
The excused absence with or without pay of an employee for a period of time during which he retains the right to return to his position.
MATERNITY LEAVE
The excused absence, with or without pay, for the period of time while under a doctor's care for the purpose of childbirth, said leave to be with pay until all sick leave or annual leave is exhausted.
MILITARY LEAVE
The days of absence with pay granted, as required by law, to employees who are members of a United States Military Reserve, National Guard or Naval Militia unit.
OVERTIME
Authorized time worked in excess of the regular workweek for which monetary compensation or compensatory time off is authorized.
PAY RANGE
A minimum to maximum amount within which an employee whose job class is assigned to that salary range is usually paid.
[Amended 6-10-1997 by Ord. No. 97-4]
POSITION
A group of duties and responsibilities assigned or delegated by appropriate authority, requiring the services of a full-time or part-time employee.
PROBATIONARY PERIOD
The designated period of time after an applicant is appointed or an employee is promoted in which the employee is required to demonstrate his fitness for the position by actual performance.
PROMOTION
The act of being raised in position or rank based upon job-related merit and fitness.
RECLASSIFICATION
The act of auditing and redefining the principal duties of a position with a corresponding adjustment to its relative location in the classification plan.
REPRIMAND
A type of disciplinary action, oral or written, denoting a less serious violation of personnel rules which becomes a permanent part of the employee's personnel record.
SENIORITY
Length of service with the City in the classified service.
SEPARATION
Any type of action whereby an employee is removed from the City service.
SICK LEAVE
An absence approved by the department head or supervisor due to nonoccupational illness or injury.
SUPERVISOR
Any individual having authority, on behalf of the city, to assign, direct or discipline other employees in connection with their employment, the exercise of which authority required the use of independent judgment.
WORKDAY
Any one shift in which a department is open for business or at which time an employee is scheduled to work.
WORKWEEK
The number of hours regularly scheduled to be worked during any seven consecutive days.
The specific salary objectives of the city's Personnel Management System shall be to:
A. 
Establish and maintain a sound salary structure which will attract and retain qualified employees.
B. 
Establish and maintain salary ranges which will assure internal equity of compensation based on systematic evaluation of each job.
C. 
Maintain the salary structure in proper relation to competitive pay practices in the local labor market in which the City competes.
D. 
Assure each City employee a performance and salary review at specified intervals.
E. 
Provide an effective control of salary payments on a uniform basis and to furnish City management with a consistent and effective means of recognizing and rewarding improved and outstanding performance.
A. 
The City Council or its appointed City Manager are empowered under the Charter and the Code of the City of Colonial Heights to establish departments, employ personnel and set salaries.
B. 
The City Manager has authority to take appropriate action in dealing with cases of violation of the established rules. The City Manager is designated as Personnel Officer and is responsible for personnel administration for the City. He shall make public complete sets of all rules and changes thereto and shall maintain a complete set of current rules for the use of all employees under his supervision.
C. 
Notwithstanding any provision of this article to the contrary, the Personnel Board shall exercise such authority as is provided by law. For this purpose, a copy of all said rules shall be filed in the office of the City Clerk.
The City Council recognizes that all cities are subject to the Fair Labor Standards Act, and if any conflict exists with reference thereto, the provisions of said Act shall take precedence over the provisions of these rules and regulations.
All officers and employees of the City shall be divided into the classified and unclassified service. Unclassified service shall include the following:
A. 
Officers elected by the people and persons appointed to fill vacancies in elective offices.
B. 
The members of boards and commissions, all officers appointed by the Council, and any of their deputies, appointees, assistants or employees designated by Council as in the unclassified service, and persons appointed by officers elected by the people.
C. 
Magistrates and judges, provided for in the Charter.
D. 
The Assistant City Manager, if there is one.
E. 
Employees of the school board, provided that any class of such employees may be transferred to the classified service on the request of the school board.
F. 
Assistant City attorneys, special counsel and technical advisors employed by the City Attorney.
G. 
Licensed physicians and dentists employed by the City in their professional capacities.
H. 
Persons temporarily employed in a professional or scientific capacity or to conduct a special inquiry, investigation, examination or installation, if the Council or the Manager certifies that such employment is temporary and that the work should not be performed by employees in the classified service.
I. 
Per diem employees.
A. 
The City Manager shall recommend to the City Council the assignment of position to classes in a job classification and pay plan. Each position in the classified service shall be assigned to a pay range on the basis of the level of duties and responsibilities. The assignment of an individual position to an appropriate class of positions is on the basis of the kind, difficulty, required skill and responsibility of the work to be performed.
B. 
All current and future employees not excluded by § 51-6 above shall be in the classified service of the City and shall be subject to the provisions of these regulations unless herein otherwise provided.
[Added 7-11-2006 by Ord. No. 06-22]
A. 
As to the following subjects, and no others, appointees and employees of City Constitutional Officers and the Electoral Board shall be subject to the provisions of this chapter on the same terms and conditions as City classified employees:
(1) 
Incorporation into the City's Classification and Pay Plan;
(2) 
Accrual and use of the following types of leave: annual, sick, compensatory, bereavement, military and court;
(3) 
Participation in the City sick leave bank;
(4) 
Observance of City holidays and maintenance of office hours; and
(5) 
Eligibility and receipt of cost of living salary increases and merit (i.e., "pay for performance") salary increases; provided, however, that any state funds for salary increases received by the City shall be used to reimburse the City up to the maximum allowable amount.
B. 
Nothing provided for in Subsection A of this section alters the scope, nature, or duration of employment of appointees and employees of City Constitutional Officers and the Electoral Board; and they remain "at will" appointees or employees of the Constitutional Officers and the Electoral Board.
C. 
Appointees and employees of City Constitutional Officers and the Electoral Board are not eligible to use the City grievance procedure provided for in Part 2 of this chapter.
D. 
The City's Department of Human Resources shall, upon request, assist City Constitutional Officers and the Electoral Board with personnel matters, including appropriate forms to evaluate the Officers' and Board's appointees and employees. However, the Constitutional Officers and the Electoral Board shall have ultimate decision-making authority regarding the hiring, evaluation (including consideration of merit salary increases), promotion, demotion, reclassification, transfer, discipline, or termination of their appointees and employees.
E. 
Nothing provided for in this section shall be construed as meaning that City Constitutional Officers are in classified service; and such Officers function in wholly unclassified service to the City.
Personnel rules and regulations are developed and adopted to provide for the recruitment and development of the best available employee for each position in the classified service at all times. The regulations provide for establishing orderly procedures for administering the Personnel Management System in such a way so as to ensure that:
A. 
Employment in the classified service shall be made attractive as a career.
B. 
All appointments and promotions to positions in the classified service shall be on the basis of merit and fitness which, as far as it practicable, shall be determined by means of job-related, fair and competitive standards.
C. 
The position classification and compensation plan will conform to the principle of equal pay for equal work under like working conditions.
D. 
A performance rating system be provided whereby economy and effectiveness in personnel services may be promoted to the mutual benefit of the employees, officials and taxpayers.
E. 
Each employee in the classified service shall be encouraged to render his best service at all times.
These regulations are intended to cover personnel problems and actions for which the City Manager is responsible. Those not specifically covered shall be addressed by the City Manager, in keeping with his interpretation of the intent of these regulations.
[Amended 6-14-1994 by Ord. No. 94-12]
A. 
A standard procedure for receiving applications for vacant positions is established for the City of Colonial Heights. All applicants for vacant positions must provide complete information as required on an employment application form. A standard application form shall be provided for all classes of positions; however, supplementary forms may be required for certain positions. Additional data may be required for some positions in order to determine if specifically required qualifications are met.
B. 
Applicants for employment, including existing employees applying for vacant positions, may be required to have a physical examination at any time and as a condition to employment. Applicants for law-enforcement and safety-sensitive positions, and certain other positions as deemed necessary by the City Manager, shall be subject to a substance abuse screening. Failure to meet physical requirements or a positive substance abuse screening, or the refusal to consent to or to take a required test, shall preclude the applicant from further consideration for that position.
C. 
Where other standards or requirements for a particular position are established, all applicants shall be required to meet those standards as a condition of employment. Any standards developed must have the approval of the City Manager before being adopted and shall then be added to the applicable position or class description. Any substitution for or deviation from such additional established standards must have prior approval of the City Manager. The Manager may establish and must approve any tests or examinations which are developed to determine whether or not an applicant or employee meets established standards.
D. 
The City Manager shall publicize vacancies to be filled and encourage qualified employees to apply for higher classifications. Department heads shall examine applications and applicants for employment and recommend applicants for appointment to vacancies existing within their departments. Appointment shall be made on the basis of ability, training and experience without regard to age, race, color, religion, sex, national origin or political preference. The City Manager shall appoint all employees under this authority. The length and manner of public advertising of vacant positions shall be determined by the Manager consistent with current requirement.
[Added 10-11-2005 by Ord. No. 05-18[1]]
This section is enacted pursuant to §§ 19.2-389 and 15.2-1503.1, of the Code of Virginia (1950), as amended, for the purpose of determining if the past criminal conduct of applicants for service with the City would be compatible with the nature of the contemplated service.
A. 
Any person seeking employment with the City, whether remunerated or not, shall submit to, as a pre-requisite for consideration, a criminal background check.
B. 
Applicants shall, if requested provide such information as may be necessary to conduct such criminal background check, to include but not limited to, fingerprints or other personal descriptive information or data. The submission of false, misleading or incomplete information, or the refusal to provide all requested information, shall render an applicant ineligible for service with the City.
C. 
Those applicants whose service would potentially place them in a position to provide care, treatment, education, training, instruction, supervision, or recreation to children, the elderly, or the disabled shall be required to have their fingerprints taken by the Colonial Heights Police Department.
D. 
The Colonial Heights Police Department shall transmit the information necessary for a criminal background check, along with the appropriate fees and fingerprint cards if any, to Virginia's Central Criminal Records Exchange who shall return the results to the Police Department.
E. 
The Police Department shall forward the results of the criminal background check to the City Manager and/or designee who shall render a fitness determination.
F. 
Except as specifically authorized by the City Manager, an applicant shall be presumptively disqualified if he:
(1) 
Has been convicted of or is under pending charges for:
(a) 
Any felony offense;
(b) 
Any offense involving the use or threat of force;
(c) 
Any offense involving the use, possession, or distribution of any controlled substance or conspiring to do so;
(d) 
Any offense that is sexual in nature;
(e) 
Any offense that constitutes a crime of moral turpitude;
(f) 
Any other offense which the City Manager, in his sole discretion, concludes would adversely bear on the applicant's ability or fitness to serve; or
(2) 
Has been the subject of a founded child abuse or neglect complaint.
G. 
Any applicant prevented from engaging in service to the City because of the information appearing in his criminal history record shall be notified that information obtained from the Central Criminal Records Exchange contributed to such denial. Should the applicant seek to amend or correct his record, he must contact the Central Criminal Records Exchange for a Virginia record or the Federal Bureau of Investigation for records from other jurisdictions maintained in its file.
H. 
The criminal record information shall not be disseminated except as provided for in § 15.2-1503.1 of the Code of Virginia, 1950 as amended.
I. 
Nothing contained herein shall prevent City departments from conducting any other background check that may be deemed advisable or that may be required by law.
[1]
Editor's Note: This ordinance also contains Exhibit A, Criminal Background Check Rules and Regulations. Said Exhibit A is on file in the office of the City Clerk.
A. 
The responsibility and authority for the enforcement and administration of the rules and regulations set forth herein are vested in the City Manager.
B. 
Department heads and supervisors are responsible for bringing to the attention of the City Manager any material change in the nature of duties, responsibilities, working conditions or other factors affecting the classification of any position. Following receipt of such information, the Manager may cause a study of the position and determine if the classification should be changed.
C. 
The City Manager shall assign new positions to the existing classes or to new classes of positions in the City service, subject to review and approval of the City Council.