The City Manager shall be responsible for the development and maintenance of all forms, records, and procedures required to formalize employment with the City of Moundsville, and particularly those required to effectively implement this article. All official personnel records, including individual personnel folders, training records, applicant supply files, etc., shall be maintained by and kept in the custody of the City Manager. The only personnel record to be maintained by department managers shall be a "Supervisor's Record of Employee" designed by the City Manager. The term "personnel records" as used herein shall not include time and attendance reports or leave and payroll records, which are maintained by the Director of Finance.
(a) Employee Transaction Form. An Employee Transaction Form properly authenticated by the City Manager (or his/her designated representative) shall be the only means by which an employee may be appointed, promoted, demoted, reassigned, suspended from duty and pay, placed on extended leave without pay (30 days or more), placed on Workers' Compensation, granted a merit increase, granted incentive pay, or otherwise have his/her individual rate of pay or official employment status changed. Annotation of pay vouchers shall not be used for these purposes and such annotations shall not be effected by the Director of Finance unless supported by a properly authenticated Employee Transaction Form.
(b) Disclosure of personnel data. Information and data maintained by the City Manager concerning employees of the City of Moundsville is intended for official use by the City Manager or other City departments who have a valid need for such information and shall be disclosed only as prescribed herein.
(1) Information requested by City departments. Routine information such as verification of employment dates and other such information shall be given to representatives of departments of the City if:
A. It is certain that they have a valid need for such information; and
B. The information supplied is concerning an employee of that department. Information requested by a department concerning an employee of another City department shall not be provided unless the requesting department has valid need for such information. All such requests shall be referred to the City Manager or his/her designated representative. The City Manager shall ensure that the individual making the request is indeed a City employee and that the requested information is necessary in the performance of the requestor's job.
(2) Information requested by employees. Employees of the City of Moundsville have the right to review any information maintained on them in their official personnel folder. Individuals may review information in their own personnel folder by representing themselves at the Office of the City Manager between the hours of 8:30 a.m. to 12:00 p.m. and 1:00 p.m. to 4:00 p.m. Monday through Friday except on official holidays. Positive proof of identification shall be shown before an individual's official personnel folder may be reviewed.
(3) Information requested by individuals outside of the City organization. Requests for information concerning City employees are often received from Federal agencies, credit bureaus, individual employers, and others. The following information may be given in response to these requests:
A. Verification of name.
B. Verification of employment:
(1) Present employees. State that the employee is employed by the City.
(2) Terminated employees. Dates of employment may be given, however, reason for termination may not be given.
C. Salaries of employees who earn in excess of ten thousand dollars ($10,000) are a matter of public record, but will be released only upon request.
(4) Employee releases. All requests for information other than verification of name and employment except as defined in subsection (3)(C) hereof, shall be made in writing and shall contain a statement, signed by the affected person, requesting that information contained in his/her personnel records be released. Under no other circumstances shall information be released to individuals outside of the City organization.