[CC 1996 §130.140; Ord. No. 1030 §1, 12-8-1997]
It is the policy of the City of Bowling Green to fill each position in the City with the best available, qualified employee or applicant.
All applicants, regardless of race, creed, color, national origin, religion, sex, disability, age or political affiliation, shall be given equal consideration.
Promotion from within is a policy objective of the City, but it is subordinate to the City's overall policy of selecting the best available and qualified individual to fill a particular position in order to ensure that City work is accomplished properly, efficiently and cost-effectively.
[CC 1996 §130.150; Ord. No. 1030 §1, 12-8-1997]
The City will follow a hiring procedure as set forth below. This procedure covers all employees of the City including sworn Police Officers. However, in covering some of the procedures below, a more detailed and specific set of hiring procedures is set forth for sworn Police Officers in Exhibit A of this Chapter which is on file in the City offices. These more specific procedures should be followed. There is a separate job application form for the Police Officer position which is set forth in Exhibit B-2 of this Chapter which is on file in the City offices.
[CC 1996 §130.160; Ord. No. 1030 §1, 12-8-1997]
When any position within the City has been vacated, including Police Officer positions, the department head will review the job description, determine if the position as presently described fulfills the needs of the department and recommends to the City Administrator if the position should be filled. The City Administrator will approve all recruitment, even for existing positions.
If there are proposed changes in the job description because of a change in the work being performed by the position, the department head should revise the description and receive the approval of the City Administrator before recruitment or hiring activity can begin.
[CC 1996 §130.170; Ord. No. 1030 §1, 12-8-1997; Ord. No. 1868, 3-19-2018]
When a vacancy occurs or a new position is created, the job opening will be posted on City Hall and departmental bulletin boards for a period of ten (10) days.
The job vacancy posting shall be on a form that should contain the following information:
Employees who are interested in the vacant position will fill out a job application as set forth in Exhibit B-1 of this Chapter which is on file in the City offices. This application should be submitted by the closing date of the posting.
After ten (10) days all posting sheets should be removed. The original posting sheets and completed applications are returned to the respective City department for review.
At the same time that the internal posting is taking place, the position shall be advertised in a manner determined by the City Administrator. Ads should contain the notation that the City is Equal Employment Opportunity/Affirmative Action Employer (EEO/AA/M/F/H).
A copy of the job vacancy notice should be mailed to organizations that will promote and support the affirmative action policy of the City. Those organizations will be determined by the City Administrator and should include any local or regional organizations, government agencies or schools that might broaden the base of applicants for City positions.
All applicants shall fill out and submit a job application form, except those applicants applying for sworn Police Department positions for which Exhibit B-2, which is on file in the City offices, shall be used. They may also submit a resume for consideration.
Should a current employee of the City recruit the prospective employee, and that information is provided to the hiring official in writing before the prospective employee is hired, the current employee shall receive one hundred dollars ($100.00) upon the first anniversary of employment and an additional one hundred dollars ($100.00) upon the second anniversary. Said amounts to be paid only if the current employee is still in the employ of the City when payments become due and payable.
[CC 1996 §130.180; Ord. No. 1030 §1, 12-8-1997; Ord. No. 1521 §§I — II, 5-15-2006]
The selection process may include one (1) or more, and/or all of the following, as determined by the City Administrator with the advice of the department head. As indicated previously, a selection process for Police Officer positions is the specific statutory and ordinance requirements related to those sworn positions in Exhibit A of this Chapter which is on file in the City offices. The selection processes set forth below and in Exhibit A (which is on file in the City offices) can be altered by the City Administrator based on the most appropriate procedures which will meet the objective of following a reasonable process that will result in the selection of qualified candidates.
Once a determination is made regarding the test elements that will be included in the selection process, the City should then proceed along the steps outlined below. Each department can outline its own processes in further detail if they so wish.
Initial screening of applicants. All applications and any supporting information submitted by the applicants should be reviewed in relationship to the Class Specification in the Classification Plan for the position.
Notification of those applicants to be tested/interviewed. At the conclusion of step 1, those applicants who are determined to be most qualified for the vacant job will be notified by telephone or in writing for testing and/or interviewing.
Notification of those applicants who will not be tested/interviewed. Applicants who do not meet stated qualifications or had less qualifications than other applicants still being considered for the job vacancy will be so notified. Their applications will remain on file for six (6) months for consideration in future openings.
Examinations and testing. If a written, oral or performance examination or physical strength and agility test is used, it should be administered to the applicants. Those who successfully pass the examination(s) or test(s) will continue to be considered for the job vacancy.
Oral interviews. Those candidates who are judged to be the most qualified based on an evaluation of their background, training and experience, as well as any testing that may have been used, will be invited to an oral interview.
Interview committee. The interview committee will consist of at least three (3) individuals as determined by the City Administrator in consultation with the department head. The interview committee should include the supervisor of the position being filled, as well as any other management personnel to which the vacant position is subordinate. Also, the committee may consist of other employees who are knowledgeable of the work requirements for the position or have general personnel background and experience.
Interview preparation. In preparation for the interviews, the committee should modify the rating form in Exhibit C of this Chapter, which is on file in the City offices, to fit the particular requirements of the vacant position as set forth in the Class Specification. The committee should also develop a set of questions that relate to the applicant's ability and readiness to perform the work of the position.
The first (1st) interview will be a preliminary, oral interview. Prior to the interview, applicants should be given a copy of the job description for the position and a copy of the benefit package summary. (See Exhibit D of this Chapter which is on file in the City offices.)
The interview will consist of questions regarding the application form filled out by the applicant, his/her resume or any other supporting information presented by the applicant. He/she should also be questioned regarding his/her qualifications for and ability to perform the work of the vacant position as described in the Class Specification.
Questions which pertain to race, sex, religion or marital/family status are prohibited.
Inquiries as to birth date and proof of age are permitted as long as there is no explicit or implied preference for persons under age forty (40).
Inquiries about whether an applicant has certain specified sensory, mental or physical disabilities which relate reasonably to fitness to perform the particular job or whether an applicant has any disabilities or health problems which may affect work performance or require reasonable accommodation, if appointed, are permitted.
When the interview is concluded, the interview committee will independently rate the applicant using the modified rating form shown in Exhibit C of this Chapter which is on file in the City offices. The interview committee members should then total their points and initial the rating forms. They may add any additional comments and observations to the form.
After all interviews are completed, all interviewers' scores for each applicant will be added together and averaged. The top average scorer(s) may be contacted for a second (2nd) interview if one is necessary. Applicants not called back for a second (2nd) interview will be notified by letter that they did not get the position.
If a second (2nd) interview is conducted, more in-depth questions and discussions regarding the qualifications of the applicant in relationship to the job duties, responsibilities and working conditions of the position as set forth in the Class Specification will take place. Applicants should clearly understand the wages, hours and working conditions of the position. They should understand that references will be checked and that the City will do a driver's license check (have them sign Exhibit E of this Chapter, which is on file in the City offices, in the appropriate space). Applicants also should be informed that before an appointment is made, they must take and pass a drug screening test (have them sign Exhibit E, which is on file in the City offices, in the appropriate space) and a job-related physical examination by a doctor (have them sign Exhibit E in the appropriate space).
Upon completion of the second (2nd) interview(s), the committee will review the rating sheets. They may make adjustments to their original rating based on the information obtained in the second (2nd) interview. The committee should then make a decision among themselves as to who will be hired. If necessary, further interviews may be conducted until a decision is reached.
Reference checks. When considering the applicant for employment, the committee will conduct a reference check by contacting the applicant's previous employers, pertinent institutions and other appropriate sources. The falsification of any information contained on an employment application or other written material submitted by the applicant or any misrepresentation during the interview process, whenever discovered, is considered dishonest and grounds for not hiring the applicant or discharging the applicant at a later date.
State and national criminal background checks.
This Chapter is enacted pursuant to Section 43.535, RSMo., to regulate the employment of those engaged in municipal employment with the City of Bowling Green.
An applicant, employee or volunteer seeking to engage in municipal employment with the City of Bowling Green shall submit a set of his/her fingerprints taken by the Police Department to the City of Bowling Green, along with appropriate fees.
Upon receipt of the fingerprints and the appropriate fees, the City Clerk will transmit both sets of fingerprints and appropriate fees (unless a satisfactory billing arrangement has been entered into between the municipality and the State Identification Bureau) to the Missouri Highway Patrol Central Records Repository. The Missouri Highway Patrol Central Records Repository will compare the subject's fingerprints against its criminal file and,
If no disqualifying conduct is found therein; or
If necessary, submit the fingerprints to the Federal Bureau of Investigation for a comparison with nationwide records. The results of the Federal Bureau of Investigation check will be returned to the Missouri Highway Patrol Central Records Repository which will disseminate the State and national results to City Clerk.
The City Clerk shall render a fitness determination based upon the results of the criminal background check and communicate its fitness determination to the Mayor.
A record subject may request and receive a copy of his/her criminal history record information from the City Clerk. Should the record subject seek to amend or correct his/her record, he/she must contact the Missouri Highway Patrol for a Missouri State record or the Federal Bureau of Investigation for records from other jurisdictions maintained in its file.
Once adopted, the City Clerk is directed to send a copy of this Chapter to the Missouri State Highway Patrol at 1510 East Elm Street, PO Box 9500, Jefferson City, Missouri 65102-9500 to the attention of Access Integrity Unit.
[CC 1996 §130.190; Ord. No. 1030 §1, 12-8-1997]
If there are qualified bids for the vacant promotional position from subordinates within the occupational grouping in the Classification Plan, the City department will evaluate the candidates using the processes set forth in Section 130.180. The individual most qualified to perform the job will be appointed. If two (2) or more individuals are equally qualified to fill the vacancy, the employee with the most seniority should be appointed.
In promotional appointments, it is not necessary to conduct the drug screening test and reference check. A physical examination does not need to be conducted unless the new position requires different physical skills and abilities than the employee's present job. Also, the driver's license check does not need to be done unless the employee's present position does not require a driver's license and the position the employee is being promoted to does require one.
If there are no bids by qualified persons within the occupational grouping as determined by the City Administrator, the position should then be advertised as set forth in Section 130.170.
[CC 1996 §130.200; Ord. No. 1030 §1, 12-8-1997]
Internal candidates will be notified in writing by the City Administrator that they have been appointed to the vacancy. This letter should state the position to which they are being appointed, the starting salary and the starting date.
External candidates will be notified by telephone of their appointment, providing that they pass the physical examination, drug screening, reference check and driver's license check.
If they successfully pass these exams and tests, the City Administrator will formally appoint the individual with a letter of appointment. This letter should state the position to which they are being appointed, the starting salary and the starting date. The letter should also state that the prospective employee must fill out an Immigration and Naturalization Form and present appropriate documentation that they are legally eligible for employment in the United States as set forth in the 1986 Immigration Reform and Control Act.
If the applicant does not pass the physical exam, drug screening test, reference check or driver's license check or they are not legally eligible to work in the United States, they will be denied appointment and will be so informed by letter. At that point, the interview committee will proceed with the applicant ranked second (2nd) in the selection process and follow the same steps as described above until a qualified candidate is appointed.
[CC 1996 §130.210; Ord. No. 1030 §1, 12-8-1997; Ord. No. 1707 §§I — II, 11-19-2012]
The City Administrator has the power of appointment and removal of subordinate positions in any office or department of the City except as follows:
City Clerk is elected by the Board of Aldermen.
City Treasurer, City Attorney, Municipal Court Clerk, Fire Chief, Chief of Police and sworn Police Officers are appointed by the Mayor by and with the consent and approval of a majority of the Board of Aldermen.
Three (3) officers (Assistant Fire Chief, Captain and First Lieutenant) are appointed by the Fire Chief, with the consent of the Mayor and the Board of Aldermen.
[CC 1996 §130.220; Ord. No. 1030 §1, 12-8-1997; Ord. No. 1064 §I, 12-7-1998; Ord. No. 1140 §I, 4-10-2000]
The Fire Chief, Assistant Fire Chief and all other Fire Department employees and volunteers must either live within the Bowling Green telephone exchange prefix of 324 or must be employed within the City limits during the daytime hours. Such employees must provide written approval from his or her employer verifying that the employee is employed within the City limits and has permission to serve on the Fire Department during work hours.
Both Police and fire personnel are subject to emergency calls and active duty at any time; however, there is a need for a greater number of firemen than Policemen and the firemen are volunteers, whereas the Policemen are salary employees and it has become more difficult to obtain willing volunteer firemen, thereby necessitating the expansion of the geographic area in which they may reside for the purposes of serving the City.
Other employees of the City are not required to reside within the City limits of Bowling Green, but are encouraged to do so in order to foster a greater interest in and concern for the welfare of the community.
At time of appointment, if all other factors are equal, preference shall be given to applicants residing within the City limits of the City of Bowling Green.
Employees are required to notify the department head within ten (10) days of any change in their address or telephone number so that employees may be contacted at all times by either telephone or mail.