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Home My WebLink AboutResolution 2012-048 amendments to Chapter 3 personnel policiesMARANA RESOLUTI4N NO. 2012-48 RELATING TO PERSONNEL; APPROVING AND ADOPTING AMENDMENTS TO THE TOWN'S PERSONNEL POLICIES AND PROCEDURES, REVISING CHAPTER 3- CONIl"ENSATION, POLICY 3-3 "CLASSIFICATION PLAN" AND POLICY 3-9 "ADNSTMENTS TO PAY" WHEREAS Section 3-3-3 of the Marana Tawn Code provides that the Town Cauncil may adopt personnel rules, regulations and policies that follow the generally accepted principles af good personnel administration and which may be modified or changed from time to time; and WHEREAS the Town Council adapted Personnel Policies and Procedures via Town af Marana Ordinance 99.12 and Resolution 99-38 on May 18, 1999; and WHEREAS Ordinance 99.12 and Resolution 99-38 provide that the Tawn Council may amend and revise the Town's Personnel Policies and Pracedures after any proposed amendments have been submitted ta the CQUncil for consideration at a previous Council meeting; and WHEREAS Town staff presented proposed amendments to Chapter 3 of the Town's Personnel Palicies and Procedures at its June 5, 2012 meeting; and WHEREAS the Cauncil finds that adoption of the amendments to Chapter 3 of the Town's Personnel Policies and Procedures is in the best interests af the Town and its employees. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCII, OF THE TOWN OF 11�IARANA, ARIZONA, as follows: SECTION 1. Chapter 3 of the Town's Personnel Policies and Pracedures, entitled "Compensation" is hereby amended as set forth on Exhibit A attached to this resolution. SECTION 2. The Town's manager and staff are hereby directed and authorized to undertake all other and further tasks required or beneficial to carry out the terms, obligations, and objectives of the afarementianed amendments. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF A�fARANA, ARIZONA, this 19 day of June, 2012. ,��,`��'�� Mayo Ed Honea ATTEST: Bronson, Town Clerk , ��`�`�� APPRO D A TO FORM: l-- �'�� "` � N � � / � �,� ti�� .�- � �� -.��--�y�� " �" �A�r#liS3B��,a�*� � ��'g�� .� �� °� F�nk �als�idy; "Town orne `��'�� i / , . �`'', Marana Resolution No. 2012-48 JF 6/6112 Exhibit "A" CHAPTER 3 COMPENSATION Policy 3-3 CLASSFFICATION PLAN The Town Manager shall ensure the preparation, development and maintenance of a classification plan consisting of descriptions of positions defined by essential duties, qualifications, knowledge, skills and abilities characteristic of the positions. Section 3-3-1 Purpose The classification plan shall be developed and maintained so that all positions substantially similar with respect to duties, responsibilities, authority and character of work are similarly classified a�d-se��er�sa�e�, and positions substantially different in scope and complexity are appropriately classified a�d-ser�per�sa�ed. Section 3-3-2 Plan Amendment �4: All amendments to the classification plan, includina classification title chanaes abolition f obsolete classifications. and the creation of new classifications. require the approval � (`n� �r�i.il r1m } II ho hmi4t 4n the �ur� (�n� �nnil 4hrn� �nh o t e eN��A�ep�erats s#a�„-,��s�,�,,,nted�z„��e Town Manager. . , , }h Tn��in°c� �r�n� ��I h� �rl�e} � rrr�. . � Section 3-3-3 Position Classification A. Position classifications shall be maintained by the Human Resources Department for all re�+� �I�r f� JI 4ime r�rl re�n� �I�r r�.�rF_4imo positions in +he nl.+e.c.ifierl .+r�iJ � i.l.+e�.+ifierl e�eniine� B. Position classifications are descriptive only and are not restrictive in nature. The omission of specific duties from a position classification does not exclude those duties from the position if the work is related or a logical assignment to the position. Supervisors may assign different tasks to a position within a classification when the duties are similar in type and responsibility to those described in the classification description. C. The classification description does not constitute an employment agreement between the Town and employee and is subject to change as the needs of the Town and the requirements of the job change. D. When the duties or responsibilities of a position have changed significantly, the Town Manager will ensure that the position is reclassified accordingly. {00030143.DOC / 3} 5/9/12 CHAPTER 3 COMPENSATION Section 3-3-4 Position Classification Review Whenever a reorganization, change in job content or Town Council action causes the duties of a position to change or creates the need for a new classification �ssi#+e�, or a position otherwise appears to have been incorrectly classified, the Town Manager may reclassify the position to a more appropriate classification. A. The Town Manager, in consultation with the Human Resources Director, shall establish the process for review of a specific position classification and for review of the classification plan as a whole. B. If there has been a significant change or a gradual accretion of duties and responsibilities over the period of one year, �^ °m^'^��°°, a Department Head or the chain of authority above the level of Department Head may submit a written request to the Human Resources Department to determine if a review of the position is warranted. Such review shall require the completion of a position description questionnaire. C. When there is any substantial change, addition, or deletion to the duties assigned to a position, the Department Head or the chain of authority above the level of Department Head, where applicable will provide a completed position description questionnaire to the Human Resources Si�es�e� Deaartment. D. , , , �rl nff in '.ni.�rrl�+r�ne �h �+r�r�lin�+hlo nvi n 'n 4h c �crc�nnnol �nliniec �nrl f3F'vTrSh(�r�&�n�rrES . , , �i6F•� € Implementation of a reclassification and any related pay change shall be prospective and is effective when the classification is approved by the Town Manager. Any pay increase, if applicable, shall be subject to the limits on pay increases that govern pay upon promotion. ��.A position classification review decision is not subject to appeal under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures. {00030143.DOC / 3} 519/12 CHAPTER 3 COMPENSATION Policy 3-9 ADJUSTMENTS TO PAY Section 3-9-1 Promotion A. The Town encourages succession planning to develop in-house talent for promotional opportunities. Generally, promotions are made using a competitive recruitment process. With sufficient justification and the approval of the Human Resources Director, a competitive recruitment process may be restricted to internal applicants or, with the aonroval of the Town Manaaer. waived entirely for promotional opportunities. Internal candidates who are selected for a promotional position must possess all of the minimum qualifications for the position upon hire, unless the Human Resources Director or designee approves an exception that allows the employee to attain a particular certification or other requirement as a condition of successful completion of the initial evaluation period. B. Upon promotion, an employee shall receive a pay increase of five percent above the employee's regular base rate of pay prior to the promotion or to the minimum level of the salary grade for the promotional position, whichever is greater. In extenuating circumstances, the Town Manager or designee may consider additional pay at the time of promotion; however, in no circumstance shall the promoted employee's rate of pay exceed the salaries of incumbents in the same or similar positions. Section 3-9-2 Demotion A. An employee may move to a position in a lower classification due to reorganization, reclassification or reduction in force. In these situations, the employee's salary shall be reduced to an amount that does not exceed the maximum of the new salary grade. If the employee's salary in the higher classification does not exceed the rate of pay for the new salary grade, the employee's salary may remain unchanged upon the recommendation of the Human Resources Director and approval of the Town Manager or designee. C ' -�� • -- • - • . •• • . •�- . • • - • . • .l -\ ' - 1 - ll � • -- . - • . � - - -• • . •• • . • - . • - - •l - ■ . - � - �-�_� - •� • - • •- �_ - �. - - • �- - � • -- � - �- �-� • - • .�- • - - � • -- •- •- • . -• - • - � - � • - - - • � - . � � - � • -- - •• � - • - • ��. An employee may move to a position in a lower classification due to perFormance issues or disciplinary action. In these situations, the employee's salary shall be reduced by the percentage difference between the mid-point of the higher classification salary grade and the mid-point of the lower classification salary grade. {00030143.DOC / 3} 5/9/12 CHAPTER 3 COMPENSATION Section 3-9-3 Lateral Transfer A lateral transfer occurs when an employee transfers from one position to another position in the same salary grade. There shall be no change to the employee's salary for a lateral transfer. Section 3-9-4 Reclassification A. When a position is reclassified to a classification at a higher salary grade, employees in that position shall be eligible for the same pay increase as provided upon promotion. B. When a position is reclassified to a classification at a lower salary grade, the salaries of employees in that position may be "frozen" or "redlined" until the employees' salaries are at or below the top of the salary grade for the new classification. Salaries shall only be frozen or redlined upon the recommendation of the Human Resources Director and approval of the Town Manager or designee. When salaries are frozen or red-lined due to a reclassification to a lower classification, employees may only receive lump sum performance awards until their salary is at or below the top of the salary grade for the new classification. C. When a position is reclassified to a classification at the same salary grade, the salaries of employees in that position will ordinarily not change. However, the Department Head or General Manager may recommend a change in salary �e to the Human Resources Director in order to address an extraordinary circumstance. The Human Resources Director shall review the recommendation and then make a recommendation to the Town Manager. The Town Manager's decision is final and is not subject to appeal under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures. Section 3-9-5 Effective Date of Pay Changes A. Changes in pay rate, benefits, classification, working conditions and employment status shall be documented on a Personnel Action Form (PAF) signed by the Department Head, the chain of authority above the level of Department Head, where applicable, the Human Resources Director, the Finance Director and the Town Manager or designee. The PAF shall be made a part of the employment history record of the employee. No change to an employee's pay rate, benefits, classification, working conditions or employment status shall be implemented unless accompanied by an approved PAF. B. Unless otherwise specified in these Personnel Policies and Procedures or by Town Council action, the effective date of adjustments to pay shall be the first day of the next pay period °�°� +he .,,�;,,�+,,,e.,+ ;� ..,.�.+e Adjustments to pay for employees on unpaid leaves of absence shall be implemented upon the employee's return to work. {00030143.DOC / 3} 5/9/12 CHAPTER 3 COMPENSATION Section 3-9-6 Special Assignments and Saecial Assignment Pay A. The Town mav. in its sole discretion. assian emqlovees to snecial assianments. The number. tvoe and duration of anv s�ecial assionments shall be determined bv the Town d on onerational needs and is subiect to neriodic review bv the Town. f assianed. snecial assianments shall not be considered a riaht or entitlement. A ovee in a snecial assianment has no riahts to that assianment or anv t k i with that assianment no matter the duration of the soecial assianment. ,4� Special assignment� � may cif +ho fnlln�uin� �i.ti�ii4iec� ' include . 1. Working out-of-class�cation in a higher level classification 2. Pertorming additional duties outside of the scope of the employee's regular classification for a�i�e� period of time, such as assuming some or all of the responsibilities of a vacant position nd/or temnorarilv assumina the title of a vacan ii n 3. Serving in a lead or supervisory role when the employee's regular position does not require lead or supervisory responsibilities D. The Denartment Head or the chain of authoritv above the level of Denartment Head. where aqalicable. must reauest snecial assianment nav in writina. All sqecial assianment nav reauires the annroval of the Human Resources Director and the Town Manaaer or desianee. _ •- • - •_ �- • • �-• • - • • -- -� • •- • -� •- �- • • �• - •I�ll •1• •l -1� l • .• • •_ �-� •- • - •. . � • • -• •-• - - - -- - - - - •� - •. � - -� •. •- •• • • • .�• • �F.Special assignment pay shall normally be at the rate of five percent of the employee's regular base rate of pay. If an employee assumes the full responsibilities of a vacant position in a higher classification, special assignment pay shall be at the rate of five percent of the employee's regular base rate of pay unless this increase does not raise the employee's salary to the minimum salary for the higher classification. In that case, the employee's salary shall be raised to the minimum of the higher salary grade. �+#+er�all� otwithstandina the nrovisions of this qaraara , the Human Resources Director may recommend special assignment pay of up to 10 percent of the employee's regular base rate of pay in extenuating circumstances. {00030143.DOC / 3} 5/9/12 CHAPTER 3 COMPENSATION . .- -- - -- . . „ €�. Any increases to base pay that are made while an employee is receiving special assignment pay, such as pay for perFormance awards, general increases or market adjustments, shall be calculated using the employee's regular base rate of pay before the application of the special assignment pay. The special assignment pay may be recalculated after increases are added to the employee's base rate of pay. Section 3-9-7 Call-Out Pay When a non-exempt employee is called back to regular duty more than one hour after leaving Town facilities at a time other than the employee's regular assigned shift to perform unscheduled duties which are in excess of the employee's regular hours of work, the employee will receive a minimum of two hours pay each time called out, or the actual time worked, whichever is greater. Calculation of the actual hours worked shall begin at the time of the call-out and shall include travel time to and from the place the smployee is directed to report to work. The Department Head or designee or the chain of authority above the level of Department Head, where applicable must authorize all call outs. Section 3-9-8 On-Ca11/Stand-By Assignments; On-Call/Stand-By Pay The Town Manager may designate certain non-exempt positions as eligible to receive on-call and/or stand-by pay based on the need for 24 hours per day, 7 days per week coverage and emergency response requirements. Department Heads or those in the chain of authority above the level of Department Head who have such positions in their chain-of-command shall determine the length, duration and rotation of on-call or stand-by assignments. The rate of pay for on-call and stand-by assignments shall be determined by the Town Manager based on budget capacity with consideration given to the rates paid for comparable assignments in other jurisdictions that make up the Town's market for the purposes of surveying pay and benefits. Section 3-9-9 Shift Differential Pay Shift differential pay shall be provided to non-exempt employees for any hours worked between 6:00 p.m and 6:00 a.m. Shift differential pay is an hourly amount added to the employee's regular base rate of pay. Shift differential pay shall be determined by the Town Manager based on budget capacity with consideration given to the shift differential rates paid in other jurisdictions that make up the Town's market for the purposes of surveying pay and benefits. {00030143.DOC / 3} 5/9/12