HomeMy WebLinkAboutRESOLUTION NO. 2018-62 RESOLUTION NO. 2018-62
A RESOLUTION TO APPROVE THE
HIRING PROCESS POLICY
WHEREAS, the City of Fairfax, Iowa desires to have a hiring process policy; and
WHEREAS, the City of Fairfax, Iowa, has drafted the following hiring process policy:
1. All federal and state laws concerning the hiring process shall be followed.
2. The Fairfax City Council shall authorize staff to begin the hiring process as soon
as possible after learning of an employee's resignation or retirement, if the position
is to be filled, to allow for training and/or to keep staff shortages to a minimum.
3. The Fairfax City Council shall authorize staff to begin the hiring process when
necessary to add staffing positions.
4. Open positions shall be posted for a minimum of 10 days according to the Iowa
Veteran's Preference Law.
5. The Fairfax City Council shall set the dates for advertising the open position, the
deadline to receive completed applications, and if/where the City of Fairfax shall
advertise for the open position in addition to the three legal posting locations in the
City of Fairfax and the City's website. When timing allows, an advertisement shall
be placed in the Fairfax FACTS.
6. The Mayor shall establish a hiring committee for this open position. The
Committee shall consist of the Mayor, at least one, but not more than two,
councilmembers, and any appropriate staff.
7. Mayor, City Clerk/Treasurer, and the position's supervisor shall review and update
the job description as needed, before advertising for the position.
8. Mayor, City Clerk/Treasurer, and the position's supervisor shall write the
advertisement for the open position.
9. Mayor, City Clerk/Treasurer, and the position's supervisor shall write an
informational sheet about the position.
10. The City Clerk/Treasurer shall place the advertisement and other documents after
they are finalized and as instructed.
11. Staff shall make packets of documents for distribution to interested persons and the
hiring committee members, both on paper and electronically.
12. Staff shall provide information requested to help the hiring committee. This may
include, but not be limited to: budget information for the position, comparable
wages from area communities or businesses, historical salary information about
current or former employees, legal requirements about the hiring process,
certification information, and other information.
13. To be eligible, a candidate must submit a completed City of Fairfax Application for
Employment. That and any supporting paperwork may be submitted to Fairfax City
Hall via email, U.S. mail, in the night drop box, or in person and must be received
by the deadline stated in the advertisement.
14. Upon receiving a completed City of Fairfax Application for Employment, staff
shall mark the date and time received on the front.
15. After the deadline for submission, staff shall make a list of all of the eligible
candidates. This list and the completed applications shall be available to the hiring
committee members.
16. At all times the candidate must be informed that the Fairfax City Council makes all
final hiring decisions.
17. The hiring committee shall meet as soon as possible to discuss the applications and
choose which eligible candidates (if any) they wish to interview, the schedule for
the interviews, and other specifics.
18. If the hiring committee determines there is a candidate they wish to hire, they shall
draft a conditional employment offer to discuss with the candidate.
19. In accordance with federal law, this conditional employment offer must include
pre-employment drug screening and on-going participation in a drug screening
program if this position requires a Commercial Driver's License.
20. Information will be made available to the candidate about benefits and any
employee costs for such benefits.
21. The hiring committee shall report to the Fairfax City Council about their process
and, if a candidate is found, make a recommendation for the employment offer. If
a candidate is not found, the committee shall make a recommendation of what to
do next.
22. The Fairfax City Council shall make a motion to fill any position, being specific
about name, position, start date, status, and rate of pay.
23. Once a motion is passed to fill a position, staff will contact the candidate and make
the formal employment offer. If accepted by the candidate, staff will work to get
any necessary tests and forms completed and arrange for the official start date.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax,
Fairfax, Iowa, that they adopt a hiring process policy; and
BE IT FURTHER RESOLVED,by the Fairfax City Council of the City of Fairfax,Iowa,
that the Mayor and City Clerk are hereby directed to certify this resolution of approval.
Passed and approved this 1 lth day of September, 2018.
AYES: Daly, Kell, Volk, and Wainwright
NAYS: None
ABSENT: Otto
Burnell G. Frieden, Mayor
ATTEST:
CY thea K. Stimson, City Clerk/Treasurer
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