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HomeMy WebLinkAboutResolution 2009-054 Voluntary Reduction in Pay Plan (VRIP) for FY 2010MARANA RESOLUTION N0.2009-54 RELATING TO PERSONNEL; APPROVING AND AUTHORIZING STAFF TO IMPLEMENT THE VOLUNTARY REDUCTION IN PAY PLAN (VRIP) FOR FISCAL YEAR 2010; AND DECLARING AN EMERGENCY WHEREAS the Town Council is authorized by A.R.S. § 9-240 (A) to control the finances of the Town; and WHEREAS the Town Council finds that authorizing staff to implement the Voluntary Reduction in Pay plan (VRIP) for fiscal year 2010 as described in the VRIP program outline is in the best interests of the Town and its residents. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, AS FOLLOWS: SECTION 1. The Town of Marana hereby approves the Voluntary Reduction in Pay plan (VRIP) for fiscal year 2010 as described in the VRIP program outline, attached to and incorporated by this reference in this resolution as Exhibit A. SECTION 2. The Town's Manager and staff are hereby directed and authorized to undertake all other and further tasks required or beneficial to implement the Voluntary Reduction in Pay plan. SECTION 3. Since it is necessary for the preservation of the peace, health and safety of the Town of Marana that this resolution become immediately effective, an emergency is hereby declared to exist, and this resolution shall be effective immediately upon its passage and adoption. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, this 28th day of April, 2009. ~, -~- Mayor Ed Honea ATTEST: t' celyn G' ronson; Town Clerk ~, ~, APPROVED AS TO FORM: VOLUNTARY REDUCTION IN PAY (VRIP) PROGRAM OUTLINE The purpose of the Voluntary Reduction in Pay program (VRIP) is to provide an opportunity for employees to voluntarily elect certain pay reductions and commensurate reduction in work hours as a part of the budget modification program for FY 2010. The VRIP is intended to provide alternatives in lieu of possible position reductions by supporting flexible job restructuring and other pay/hour reductions while maintaining employment and/or benefit eligibility. The VRIP, as described in this program outline, shall apply for FY 2010 only, subject to the timelines described herein. Eligibility This program shall be available to all Town departments and all classified and unclassified employees, except for employees serving as certified peace officers. Any actions taken pursuant to the VRIP program shall be in compliance with the provisions of the Personnel Policies and Procedures where applicable. Employee elections under this program will remain in effect for the entire FY 2010. Definitions 1. Benefit-eli ig ble-regular full- and part-time classified and unclassified employees. Part-time employees must have a normal schedule that is at least 20 hours but less than 40 hours per week. 2. Department SenioritX for the purposes of this policy only, this is defined as the length of service in a department, from the most recent date of hire. 3. Furlou -unpaid time off from work 4. FY 2010-July 1, 2009 through June 30, 2010. 5. Job Sharing-two employees who coordinate the work responsibilities of a single budgeted position so that the work responsibilities are fully assigned and the employees' hours combined are no more than 1.0 FTE (full time equivalent) or amount budgeted in the position. Policies and Procedures VOLUNTARY FURLOUGH DAYS Employees may elect to take voluntary furlough days. The following criteria must be met: 1. The voluntary furlough days should be scheduled as far in advance as possible to accommodate department operations. To the extent that early scheduling of days EXHIBIT A off is not possible, employees must schedule and receive approval for specific days off no later than January 31, 2010. All voluntary furlough days must be used during FY 2010 (i.e. no later than June 30, 2010). 2. Employees electing voluntary furlough days must elect a minimum of five furlough days. Employees may opt for more days in one-day increments, up to and including 15 days of furlough. 3. Employees must identify the number of voluntary furlough days they will take in FY 2010 by completing a VRIP election form between April 29, 2009 and May 19, 2009. The form must be submitted to the employee's Department Head for concurrence and then forwarded to the Human Resources Department. All requests must be approved by the Town Manager before the employee may take the furlough days. 4. Furlough days must be taken in whole day increments. Employees may take the days individually or multiple days at a time. 5. Employees electing voluntary furlough days shall receive priority over other employee requests for leave, unless the department has already approved a day off for another employee and operational considerations do not allow for more staff to be off. 6. If two or more employees submit requests for voluntary furlough days for the same day and operational considerations do not allow for all requesting employees to be absent, the day off will be awarded based on department seniority. 7. If furlough days are mandated by the Town of Marana at a later date and an employee has already elected to take voluntary furlough days, the voluntary furlough days will be credited toward the mandated furlough time. 8. If an employee separates from employment with the Town during FY 2010, the post-separation furlough days already scheduled, but not taken, will not be deducted from the employee's final pay check. 9. Employees approved for voluntary furlough days may begin taking the furlough days on or after the first pay period in FY 2010 with Department Head approval regarding scheduling. VOLUNTARY REDUCTION IN HOURS Employees may voluntarily request a reduction in hours from their regular work schedule. This would result in a commensurate reduction in pay. The following criteria must be met: 1. If approved, the reduction of hours shall remain in place for the entire FY 2010. 2. Employees requesting a voluntary reduction in hours must complete the VRIP election form between April 29, 2009 and May 19, 2009. T'he form must be submitted to the employee's Department Head for concurrence and then forwarded to the Human Resources Department. All requests must be approved by the Town Manager before the employee may begin working the requested schedule. The request will be subject to operational considerations, but departments will give every consideration where possible. EXHIBIT A 3. Employees must maintain a normal work week of 20 hours or more to remain benefit-eligible. Employees may volunteer to reduce their hours further; however, employees working less than 20 hours per week will not remain benefit-eligible. 4. The operational needs of the Town of Marana must be met. 5. If approved, the voluntary reduction in hours shall become effective beginning with the first pay period in FY 2010. JOB SHARING Employees may submit a proposal to job share afull-time budgeted position with another employee. Salary or hours paid would be reduced commensurate with the job share percentage. The following criteria must be met: 1. If approved, the job share and commensurate pay reduction shall remain in place for the entire FY 2010. 2. Employees requesting to job share must complete the Job Sharing Proposal form between April 29, 2009 and May 19, 2009. The form must be submitted to the employees' Department Head(s) for review and concurrence and then forwarded to the Human Resources Department. All requests must be approved by the Town Manager before the employees may begin working the requested schedule. The request will be subject to operational considerations, but departments will give every consideration where possible. 3. The operational needs of the Town of Marana must be met. 4. Employees must maintain a normal work week of 20 hours or more to remain benefit-eligible. Employees electing to job share may reduce their hours further; however, employees working less than 20 hours per week will not remain benefit- eligible. 5. If approved, the job share proposal shall become effective beginning with the first pay period of FY 2010. EXHIBIT A