Westminster City Council
SUBJECT
Title
Adoption of the Personnel Policy Manual and Introducing for First Reading an Ordinance to Update Sections of the Municipal Related to Personnel and the Dissolution of the Personnel Board.
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From: Jodie Griner, Human Resources and Risk Management Director
Requested by: Administration
Prepared by: Jodie Griner, Human Resources and Risk Management Director
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RECOMMENDED ACTION
Recommendation
A. Adopt a Resolution entitled, “A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF WESTMINSTER, CALIFORNIA, ADOPTING THE PERSONNEL POLICY MANUAL”; and
B. Introduce and conduct the first reading of an Ordinance entitled, “AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF WESTMINSTER, CALIFORNIA, DISSOLVING THE PERSONNEL BOARD BY REPEALING SECTIONS 2.68.060 (PERSONNEL BOARD - APPOINTMENT - MEMBERSHIP - TERM - VACANCY FILING) AND 2.68.070 (PERSONNEL BOARD - POWERS AND DUTIES GENERALLY) AND AMENDING SECTIONS 2.68.090 (PERSONNEL OFFICER - POWERS AND DUTIES GENERALLY) AND 2.68.120 (UNAUTHORIZED ABSENCE - RESIGNATION) OF THE WESTMINSTER MUNICIPAL CODE,” read by title only and waive further reading.
endBACKGROUND
Personnel Policy Manual
The City currently operates under a Personnel Policy Manual that was adopted in 2005 through Resolution No. 3442. Since its adoption, the organization has experienced numerous changes in laws, regulations, operational practices, and organizational structures. As a result, many portions of the existing manual have become outdated and no longer reflect current procedures, compliance standards, or best practices.
In response, staff conducted a comprehensive review and revision of the Personnel Policy Manual to ensure alignment with current legal requirements, industry standards, and the organization’s strategic goals. Staff worked collaboratively with representatives of both City employee associations, Westminster Municipal Employees Association (WMEA) and Westminster Police Officers Association (WPOA), to consider the needs of the workforce alongside best practices and legal requirements.
The updated Personnel Policy Manual, which must be adopted by Resolution (Attachments 1 and 2) consolidates previous policies, eliminates redundancy, and introduces new sections that address emerging operational needs.
Personnel Board
In 2005, the City Council adopted Ordinance No. 2379, renaming the Merit Commission as the Personnel Board.
The Personnel Board’s role is purely advisory. Upon request of the City Council, the board is to make recommendations on personnel administration. Additionally, the Personnel Board is to issue advisory findings and recommendations on appeals from disciplinary actions, dismissal, demotion, suspension, reduction in pay or alleged violation in the city’s rules and regulations.
The Board has not actively met. Appointments have varied, with some members appointed in 2013, 2015, and 2017.
Personnel Boards are not legally required, and many cities locally do not have Personnel Boards. The duties of the Personnel Board duplicate actions currently performed by the Human Resources Department. If the Personnel Board is dissolved, the Human Resources Department will ensure that its functions continue to be met. Dissolution of the Personnel Board must be done through adoption of an ordinance (Attachment 4).
Update to Personnel Ordinance
There are two main effects of the proposed ordinance. First, the ordinance would dissolve the Personnel Board and delete all references in the Municipal Code to the Personnel Board.
The second change relates to the City’s Personnel Policy. Currently, Municipal Code Section 2.68.090 establishes that only the City Council may amend the rules and regulations for the administration of the City’s merit system. To avoid unnecessary burden on the City Council with non-controversial or legally required changes, and to increase governmental efficiencies, the amended ordinance would authorize staff to amend the rules and regulations, but only if the revisions are one of the following:
• Minor administrative corrections (e.g., typographical corrections);
• Necessary to comply with applicable law; or
• Necessary to align with any approved Memorandum of Understanding.
These changes will result in an improved employee experience and promote operations efficiencies in the Human Resources Department.
FISCAL IMPACT
There is no fiscal impact associated with this item.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
The proposed Personnel Policy Manual is intended to replace the 2005 version in its entirety. Once adopted, it will serve as the guiding document for administrative operations, employee conduct, and policy implementation moving forward.
It is recommended that the City Council consider adopting the new Personnel Policy Manual and introducing the ordinance which would dissolve the Personnel Board and allow for certain revisions to be made to the Personnel Policy Manual administratively.
ATTACHMENTS
1. Resolution Adopting 2025 Personnel Policy Manual
2. Draft 2025 Personnel Policy Manual - clean
3. 2005 Personnel Policy Manual - redlined
4. Draft Ordinance - Personnel Board
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager