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HomeMy WebLinkAboutResolution 2009-056 Worker Recession Assignment Program (WRAP) for FY 2010MARANA RESOLUTION N0.2009-56 RELATING TO PERSONNEL; APPROVING AND AUTHORIZING STAFF TO IMPLEMENT THE WORKER RECESSION ASSIGNMENT PROGRAM (WRAP); AND DECLARING AN EMERGENCY WHEREAS the Town Council is authorized by Section 3-3-3 of the Marana Town Code to adopt personnel rules, regulations and policies that. follow the generally accepted principles of good personnel administration and which maybe modified or changed from time to time; and WHEREAS the Town Council finds that authorizing staff to implement the Worker Recession Assignment Program (WRAP) as described in the WRAP 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 Worker Recession Assignment Program as described in the WRAP 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 Worker Recession Assignment Program. 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. `®~~~~~f :O+`~~~~~u~~i .~~. ~O'~ G~~oo~o S~ ~u~uu~ ATTEST: ''~~ej1 111 ~ ~ , ~~~icelyn Cr " ronson Town Clerk .~° Mayor Ed Honea APPROVED AS TO FORM: ,Town WORKER RECESSION ASSIGNMENT PROGRAM (WRAP) PROGRAM OUTLINE The Worker Recession Assignment. Program (WRAP) is designed to maintain the Town's organizational health during these unprecedented economic times, positioning the .Town for a quick rebound when the economic recovery. begins. The primary objective of the WRAP is to ensure the stability of the Town's workforce by maintaining and fully using the talent that exists within the organization. The WRAP protects institutional memory and the expertise that is developed from employee longevity and experience within the Town organization. The WRAP addresses the Marana Strategic Plan Focus Area: Progress and Innovation. WRAP Period A. The Town Manager is authorized to institute a WRAP period based upon an analysis of the budget and revenue needs of the Town. The Town Manager may consider implementing a WRAP period when the Town's major sources of revenue show a sustained decline year over year for two consecutive quarters or when the Town's budgeted expenditures exceed actual revenues for two consecutive quarters. The declines and/or revenue losses do not need to occur in the same fiscal year. B. Once a WRAP period has been declared by the Town Manager, the provisions of the WRAP shall apply to eligible employee participants. All eligible position vacancies shall be subject to evaluation for a WRAP assignment during this period. WRAP Definition A. The WRAP is a Town-wide work reassignment program for all classified employees to allow rapid deployment of employees from one position or assignment to another throughout the Town of Marana. The program provides for voluntary reassignments and directed reassignments as work is available, in the sole opinion of the Town Manager, or the Presiding Judge for Municipal Court positions. 1. Voluntary Reassi~ -applies to a current regular full-time or part- time classified employee who voluntarily requests and moves to a WRAP assignment. The provisions of this policy related to Voluntary Reassignment shall govern the employment of employees who seek and accept a voluntary reassignment. 2. Directed Reassignment -applies to a current regular full-time or part-time classified employee who is directed to move into a WRAP assignment (non-voluntary). The provisions of this policy related to Directed Reassignment shall govern the employment of employees who are directed by the appointing authority into a WRAP assignment. 1 EXHIBIT A B. WRAP assignments fall into one of the following categories based on workload needs: 1. Special Project WRAP - A WRAP assignment may include a special project or series of projects. Typically a Special Project WRAP is created when the Town identifies planned and budgeted work that can be done "in-house," that might otherwise be performed through contracts or consulting services outside of the organization. During a declared WRAP period, all special project type work shall be reviewed for a WRAP assignment unless it has been determined by the Town Manager that the project is exempted from the WRAP. a. A Special Project WRAP shall have an estimated beginning and ending date with specific objectives and deliverables. b. Employees serving in a Special Project WRAP shall report to the supervisor and department responsible for each project they have been assigned. c. A Special Project WRAP maybe full or part-time and may supplement an employee's workload in addition to work being performed in their regular position. However, additional work assignments shall not result in regular or routine overtime expenses for non-exempt employees. d. An employee may hold one or more Special Project WRAP assignment in addition to, or in lieu of, their regularly assigned work. However, multiple assignments should not be made where such assignment(s) result(s) in regular or routine overtime expenses for non-exempt employees. e. The Human Resources Director, in consultation with the Department Head, shall establish the qualifications needed for placement into a Special Project WRAP. f. The Town Manager may end a Special Project WRAP assignment at any time. 2. Vacant Position WRAP - A WRAP assignment may be related to the performance of all or a portion of the essential functions of a vacant position. During a declared WRAP period, all vacant positions shall be reviewed for a WRAP assignment, unless it has been determined by the Town Manager that the position will not be filled or the position is exempted from the WRAP. This determination will be made on the Town's personnel requisition form. a. If workload warrants the filling of a vacant position and the recruitment is authorized by the Town Manager, the Human Resources .Director, in consultation with the Department Head shall determine if all or a portion of the essential functions of the position may be performed as a WRAP assignment. b. Positions in classifications requiring specific professional certifications or technical training/education may be 2 EXHIBIT A exempted from the WRAP by the Town Manager, upon recommendation of the. Department Head and Human Resources Director. This may include, but not be limited to, classifications requiring Arizona POST certification and positions where professional designations such as "Professional Engineer (PE)," or "Certified Public Accountant (CPA)," are immediately required or desirable. The Human Resources Director shall maintain a list of classifications exempt from the WRAP in order to expedite recruitment. c. Once the Town Manager has approved a vacant position or portion of a vacant position for inclusion in the WRAP, the Human Resources Director, in consultation with the Department Head, shall establish the qualifications needed for placement. The Human Resources Director shall establish an internal competitive process for selection and appointment to a WRAP position. d. The Town Manager may end a Vacant Position WRAP assignment at any time. WRAP Duration A. The Town Manager is authorized to institute a WRAP period for the period of time he or she deems necessary, up to 36 months, based upon an analysis of the budget and revenue needs of the Town. B. The Town Manager may extend a WRAP period after the first 36 months, with Town Council approval. If a WRAP period is extended, the provisions of the WRAP shall continue to apply to participants who are working in voluntary or directed reassignment positions and to all eligible position vacancies and special project work. C. A WRAP assignment (either special project or vacant position, voluntary or directed) may begin and end at any time during a WRAP period with approval of the Town Manager or designee. If this occurs, an employee may be returned to his/her primary job responsibilities if the employee's regular position is available. WRAP Requirements for Participants All regular full-time and part-time classified employees are eligible to participate in the WRAP, subject to the following conditions: A. Performance Evaluation. The employee's performance history shall be considered in a WRAP assignment. The employee's most recent performance evaluations for the past 12-month period in his or her regular classification must be at the level of "met with some improvement needed" or higher. The employee must maintain a performance evaluation rating of "consistently met" or higher during the period of the WRAP assignment. 3 EXHIBIT A B. Discipline. At the time of application for a WRAP assignment, or direction to a WRAP assignment, an employee must not have been subject to a work improvement plan or have received any formal discipline, including a documented verbal reprimand, for the preceding 12 months. If an employee is subject to a work improvement plan or formal discipline during the WRAP assignment, the employee may be returned to his/her primary job responsibilities and regular position, if available. C. Essential Functions. The employee must be willing and able to perform the essential functions of the WRAP assignment with or without a reasonable accommodation. D. Job-Required Certifications. The employee must agree to obtain any special certifications required by the WRAP assignment or position within asix-month period of accepting the assignment or position and agrees to maintain those certifications for the duration of the WRAP assignment. The Town shall pay for those certifications that are required by the Town. E. Background. An employee shall be required to meet all employment history and background requirements for placement in WRAP assignment or position. F. Equivalent Work Hours. The WRAP is not a tool to increase apart-time position to a full-time position. Where possible, employees participating in a WRAP assignment or position will receive the same number of regular work hours (i.e. 8 hours to 8 hours; 6 hours to 6 hours, etc.) WRAP Recruitment and Placement Process The Town will make every effort to place interested employees in a WRAP assignment that provides the best match between employees regular positions and their education, skills and abilities. However, the Town shall not be required to make an equivalent match in classification and/or compensation. The Human Resources Director is responsible for developing specific procedures to effect recruitment and placement activities for WRAP assignments. Overall responsibilities shall include the following: A. The Human Resources Director, in consultation with the Department Head, shall identify the minimum requirements of a WRAP assignment and a description of the assignment, including essential functions. B. The Human Resources Director shall develop a method for employees to identify their related education, experience and transferrable skills as a supplement to an employment application for a WRAP assignment. C. The Human Resources Director shall post all Special Project WRAP and Vacant Position WRAP assignments internally (within the Town) for consideration by all classified Town employees, including employees of the Municipal Court. D. Where multiple applicants vie for the same voluntary WRAP assignment, the Human Resources Director shall ensure a competitive selection process, using standard human resources best practices... The final. selection among multiple voluntary applicants shall be made by the 4 EXHIBIT A Department Head of the department where the assignment is located. The provisions outlined in this policy for a Voluntary Reassignment shall apply to the selected applicant. E. If no applications are received for a WRAP assignment, the Human Resources Director shall work with all Department Heads to identify positions within the Town where the workload has decreased or is expected to decrease due to economic conditions and/or reorganization of workload where financial and operating efficiencies can be achieved. Employees in positions affected by such a change in workload may be moved to a WRAP by Directed Reassignment. If this occurs, the provisions outlined in this policy for a Directed Reassignment shall apply to the employee being directed to a WRAP assignment. Pay and Benefits During a WRAP Assignment A. The Human Resources Director shall be responsible for recommending the rate of pay or pay range for a WRAP assignment using standard human resources best practices for pricing jobs and work assignments. The Town Manager or designee shall approve the pay or pay range for the WRAP assignment or position. B. The Town's Personnel Policies and Procedures concerning .lateral transfer, demotion or promotion shall govern an employee's rate of pay while performing a WRAP assignment. Any salary change shall be temporary during the period of the WRAP assignment. C. An employee shall retain all leave, health and welfare benefits provided by the Town's Personnel Policies and Procedures while serving in a WRAP assignment. This includes leave accrual and service credit toward seniority and leave accrual rates. Promotion/Demotion/Transfer during a WRAP Assignment A. A WRAP assignment is intended to be a temporary assignment. If a WRAP assignment is based on a vacant position that the Town Manager has determined will be filled on an ongoing basis, as employee serving in the position as a Voluntary Reassignment may request placement into this assignment on a regular basis after serving six months in the WRAP assignment. The employee must first resign from her or her regular position before being placed into the vacant position. The employee must also maintain a performance evaluation rating of "consistently meets" or higher while in the WRAP assignment in order to be eligible to fill the vacant position. B. If an employee's regular position is eliminated due to layoff during his/her tenure in a WRAP assignment, the employee may be offered the opportunity to transfer/demote/promote into the WRAP assignment provided that: 1. A regular vacant position exists for the WRAP assignment; 2. The employee maintained a performance rating of "consistently met" or higher while in the WRAP assignment; or the employee agrees to serve in a full probationary period as required by the position; and 5 EXHIBIT A 3. Employees who are working in a Voluntary Reassignment are given preference over employees working in a Directed Reassignment for regular placement in a vacant position. C. All placements under this section must be approved by the Town Manager, upon recommendation of the Department Head and the Human Resources Director, prior to finalization. All Town policies related to seniority, promotion, demotion, or transfer shall apply when an employee is placed into a vacant position on a regular basis, except that any probationary time required in the vacant position shall be offset by credit for time served in the WRAP Assignment Coordination of WRAP Assignment with Reduction In Force (Lay-off) Policies An employee shall retain seniority in his/her regular classification while performing work in a WRAP assignment. In the event of a layoff in the employee's regular classification, all provisions of Chapter 8 of the Town's Personnel Policies and Procedures shall apply, with the following modifications: A. Voluntary Reassirent - An employee who has volunteered for a WRAP assignment and has maintained a performance rating of "consistently meets" or higher in the WRAP assignment shall be the last to be laid off in his or her regular classification for the duration of the WRAP assignment, regardless of seniority. If multiple employees within a regular classification are serving in a Voluntary Reassignment WRAP, layoff of those employees shall be based on the criteria contained in Chapter 8 of the Town's Personnel Policies and Procedures after all employees who are not holding a Voluntary Reassignment are laid off. B. Directed Reassign ent - An employee who has been placed in a directed reassignment shall be subject to all layoff provisions if a layoff occurs in his or her regular classification regardless of the duration of the WRAP assignment. C. If a WRAP assignment ends and the employee's regular position is or has been eliminated, layoffs shall occur as follows: 1. All employees in the same WRAP assignment who are performing a Directed Reassignment shall be laid off first in an order based on the criteria contained in Chapter 8 of the Town's Personnel Policies and Procedures 2. All employees in the same WRAP assignment who are performing a Voluntary Reassignment shall be laid off next using the criteria contained in Chapter 8 of the Town's Personnel Policies and Procedures 3. All employees occupying the same classification on a regular basis as a WRAP assignment shall be laid off next using the criteria contained in Chapter 8 of the Town's Personnel Policies and Procedures. D. An employee may not be "recalled" to a WRAP assignment or position. However, any employee serving in a voluntary WRAP assignment or position shall have recall preference in his/her regular position if layoffs occur in the employee's regular position while the employee is participating in a voluntary WRAP. Employees participating in a directed WRAP shall be subject to the 6 EXHIBIT A provisions of Chapter 8, Personnel Policies and Procedures if a layoff occurs in their regular position while working in a WRAP assignment. Not Subject to Personnel Action Review Process The duration, appointment and removal of an employee from a WRAP assignment, either directed or voluntary, special assignment or vacant position, are not subject to review under the Town's personnel action review procedures set forth in Chapter 5 of the Personnel Policies and Procedures. 7 EXHIBIT A