§ 2-372. Personnel records.

The City Clerk's Office shall maintain the official personnel records for all employees of the City excluding Police Department employees. All City records relating to personnel information, absences, commendations, corrective actions, evaluations, education, training, sickness, injury, payroll information, records of deductions, application forms, records pertaining to hiring, promotions, demotions, transfers, layoffs, and terminations must be maintained with accuracy. These files contain the complete history of each employee during his/her employment with the City. Falsification of such records will result in corrective action, up to and including immediate termination. Records must not be removed from the City Clerk's Office without authorization, nor may they be used for purposes other than designed by the City and approved by the City Administrator.

All Police Department personnel records shall be kept securely at the Police Department.

All Fire Department training records are kept securely at the Central Fire Station. Said records are audited annually by the Office of the State Fire Marshall (OSFM) to insure training standards are being met.

Due to the sensitive nature of employee personnel records, these records shall be kept in a secure location at all times. Access to these records shall be limited to the employee's department head, the Insurance/Safety Coordinator, the City Clerk, the City Administrator, Mayor, and members of the City Council. Access shall only be allowed for official purposes only.

Employees are required to notify their supervisor and the City Clerk's Office of any change in their address, telephone number, marital status, number of dependents, citizenship, selective service classification, and/or any association with any government military organization.

Employees, or their authorized agent, may review their personnel record during any regular business day in the City Clerk's office or the Police Department. Employees are not entitled to remove or add any document(s) to or from said file, without the expressed permission of the City Administrator.

Personnel records are not available for public inspection, except as required by law.

(Ord. No. 72-2011, § I(Exh. A), 12-20-2011)