HomeMy WebLinkAboutResolution 2016-098 Approving amendments revising Chapter 3, Chapter 6, and Chapter 8 of Personnel Policies and ProceduresMARANA RESOLUTION NO. 2016-098
RELATING TO PERSONNEL; APPROVING AND ADOPTING AMENDMENTS TO THE
'roWN'S PERSONNEL POLICIES AND PROCEDURES, REVISING- CHAPTER 3 - CLAS-
SIFICATION AND COMPENSATION, CHAPTER. d — PERFORMANCE MANAGEMENT
AND EMPLOYEE DEVELOPMENT, AND CHAPTER 8 — TERMINATION OF EMPLOY-
MENT
WHEREAS Chapter 3-3 of the Marana Town Code provides that the Town Council may
adopt personnel policies, rules, and regulations that follow the generally accepted principles of
good personnel administration and which may be modified or changed from time to time; and
WHEREAS the Town Council adopted Personnel Policies and Procedures via Town of
Marana ordinance 99.12 and Resolution 99-38 on May 18, 1999, which have been amended
from time to time; and
WHEREAS the Council finds that adoption of the amendments to the Town's Personnel
Policies and Procedures as set forth in this resolution is in the best interests of the Town and its
employees.
Now, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL of THE
TOWN OF MAR ANA, ARIZONA, as follows:
SECTION 1. Chapter 3 of the Town's Personnel Policies and Procedures, entitled
"Classification and Compensation" is hereby amended as set forth in Exhibit A attached to and
incorporated by this reference in this resolution, with deletions shown with v s- ;1rno, � and addi-
tions shown with double underlinin
SECTION 2. Chapter 6 of the Town's Personnel Policies and Procedures, entitled "Per -
formance Management and Employee Development" is hereby amended as set forth in Exhibit B
attached to and incorporated by this reference in this resolution, with deletions shown with
and additions shown with doubl underlining.
SECTION 3. Chapter 8 of the Town's Personnel Policies and Procedures, entitled
"Termination of Employment" is hereby amended as set forth in Exhibit C attached to and incor-
porated by this reference in this resolution, with deletions shown with ; L ia and additions
shown with double underlin .
SECTION 4. All ordinances, resolutions, or motions and parts of ordinances, resolu-
tions, or motions of the Council in conflict with the provisions of this resolution are hereby re-
pealed, effective as of the effective date of this resolution.
SECTION 5. The Town's manager and staff are hereby directed and authorized to under-
take all other and further tasks required or beneficial to carry out the terms, obligations, and ob-
jectives of the aforementioned amendments.
Marana RCSOILItlon No. 2016 -0
PASSED AND ADOPTED b the Ma and Council ot'the Town of Marana, Arizona,
this 4th da of October, 2016.
A.. iWN
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ATTEST: -j?1Z0- APPROVED AS TO FORM:
Cass' o
ocel Bronson, Town Clerk Ca f Town 71ey
Marana Resolution No. 2016-098
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MARIANA
TOWN OF MARANA;
CHAPTER 3.
CLASSIFICATION AND COMPENSATION
[No revisions to Policies 3 -1 through 3 -31
POLICY 3 -4 PAYROLL PROCEDURES
Regular Town employees are paid biweekly. r� , r ^t a ^t^ f^ "Q ^r �'� ^'iaxT }�,^ a °T ^buy Jhu ==
�^ +6^ ]Act T. ^Vj.;�^ a ^� �� ^a;�^ ��^ r �� � � J A t^, There are 26 pay periods in the calendar %- Avt Ly I&
year.
[No revisions to Section 3 -4 -11
Section 3 -4 -2 Pay Checks
A. Chee s area t tea
J �� � - The Finance Department does not distribute a er checks. ........... T -
Employees are paid through direct de osit
r %-I. &- %. AIL on the Friday
following the close of the pay period, unless that day is a Town - recognized holiday. If
the �; c ,, * && L:1 :, ty �AA ray date falls on a Town- recognized holiday, the Finance Department
shall select and coordinate an alternate E li Sh #-i a date.
B. Employees receive a statement of earnings, deductions, leave
balances and compensatory time balance for the period covered by the payment.
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[No revisions to Sections 3 -4 -3 through 3-4 -51
[No revisions to Policies 3 -5 through 3 -101
EXHIBIT A TO MARANA RESOLUTION NO. 2016-098
--............. .... .......... . . . . .. .. ....... .
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TOWN OF MARANA
CHAPTER 6
PERFORMANCE MANAGEMENT AND EMPLOYEE
DEVELOPMENT
POLICY 6 -1 PERFORMANCE MANAGEMENT
The Town Manag shall establish a performance management program that relies on a
system of establishing goals, strategies and performance benchmarks for the organization and
ffi identifying how individual and team efforts contribute to the overall achievement of Town
strategic objectives. '
■ • r .� •. L" A ll' . Al — — I'. -_I-- —1 I..— Y_ `— -- -
. a ■
. At a minimum, the
p erformance management program this LQF will link to Town -wide goals and strategies, set
appropriate expectations, share ongoing and timely feedback, and provide opportunities for
coaching . The Human Resources Director shall
be responsible for ensuring implementation of an employee performance management system
in accordance with this Olic .
Section 6 -1 -1 Initial Evaluation Period
A. The initial evaluation period is a period of time constituting the final step in the
screening process for appointment to a regular full- or part -time classified position. evaluateA at least enoo . . . . . . .
]AR-affiLLAPIeuees shall
B. ,
Except as otherwise set forth in this section the following employees shall serve in an
initial evaluation period:
1. aAll full - and part -time employees hired in a classified position.,
2. All full - and art -time em. to ees laterally transferred to a classified position in a
different classification title or in a different department than the employee was in
prior to transfer.
3. All full- and art -tune ern to ees or demoted or promoted from one classified
position to another. . fr"M
,
.
in 'Le same AnJ in f-be same denartment: r
EXHIBIT B TO MARANA RESOLUTION NO. 2016-098
------------ ... .. ... .............------- - -.... .
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TOWN OF MARANA
CHAPTER d
PERFORMANCE MANAGEMENT AND EMPLOYEE
DEVELOPMENT
C. 'D: The duration of the initial evaluation eriod shall be as follows:
1. For emplovees in all departments except the Police Department, six months from the
date of hire, transfer, demotion or promotion.
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2. For all Police Department emplovees except those specified in subparagraph 3
below. • I f'% *I% "%M nj ON XOPQ ]ALar-Allu C- V; r3l i wn A:" J
r Off�r-iav !;4PmiA:4r-iAiQ and Trel'ninoc 47120qT� aarj�fieA em*Aejuees x - a°c
sefve -L.—,L. 16 n iind '%JZ "a 1 1:6 ]AIL LAA 'FL4 lElang- p %efr i 0 f EYE 12 months from the date of hire, transfer,
demotion or promotion. .. . . .
3. For Nnewly hired Police Department employees who will begin their employment
with the Town by attending a police academy °���� ^ ^r < ;r ^ IV
eel -#eAr 16 months from the date of hire.
D.Q Notwithstanding the provisions of this section, the follow*
n em to ees will not be
........... . re wired to complete an initial evaluation eriod:
1. aAn employee who is demoted, promoted or transferred due to a reclassification of a
position and who has been performing the duties of the reclassified position for six
months or longer prior to the reclassification, ' 0 �I
. .. . . . .. ..
2. An em to ee who is laterally transferred or demoted if the em to ee has previoud
completed an initial evaluation eriod in the same classification and in the same
department.
EXHIBIT B TO MARANA RESOLUTION NO. 201.6 -098
F V.
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TOWN OF MARANA
CHAPTER G
PERFORMANCE MANAGEMENT AND EMPLOYEE
DEVELOPMENT
3. An employee who is laterally transferred or demoted if the lateral transfer or
demotion is due to a Town - initiated reorganization or restructurin .
E.D. Employees who are required to complete an initial evaluation period pursuant to this
section will not be considered finally appointed to a full -- or part -time classified position
until successful completion of the initial evaluation period.
1. Successful completion of the initial evaluation period is evidenced b y �.��,�f, J r
%r 16 �h e r:1 tin 4g o n a performance assessment which must be completed
and reviewed at least one two weeks prior to the date that the employee's initial
evaluation period is scheduled to conclude.
2. Notwithstanding the exetwo -week time frame discussed in this paragraph, .
managers and supervisors shall review and discuss performance deficiencies with
employees as soon as possible to allow the employee the opportunity to correct the
deficiencies prior to the completion of the initial evaluation period. des
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F.& Employees serving in an initial evaluation period are at -will employees as defined in
these Personnel. Policies and Procedures. As such, during the initial evaluation period,
employment may be terminated at any time, with or without cause.
1. The decision to terminate employment shall be made by the employee's Department
Head or the chain of authority above the level of Department Head, where
applicable, after consultation with and approval by the Human Resources Director.
2. The employee must be notified in writing that he or she has failed to successfully
complete the initial evaluation period prior to the conclusion of the initial evaluation
period. If the employee is not notified of unsuccessful completion prior to the
conclusion of the initial evaluation period, the employee will be considered to have
successfully completed the initial evaluation period.
3. The decision to terminate employment during the initial evaluation period is not
subject to appeal under the personnel action review procedures set forth in Chapter
5 of these Personnel Policies and Procedures
EXHIBIT B TO MARANA RESOLUTION NO. 2016µ098
M16" 010101�NN
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TOWN OF MARANA
CHAPTER 6
PERFORMANCE MANAGEMENT AND EMPLOYEE
DEVELOPMENT
G. F-. Notwithstanding that an employee serving an initial evaluation period as a lateral
transfer or due to a promotion is an at --will employee, the employee who does not
successfully complete the initial evaluation period in a transfer or promotion may be
restored to his or her f ormer position. Such restoration is not mandatory, but is optional
at the discretion of the Town and within the limits of available authorized positions.
1. If an employee is restored to his or her former position, restoration shall include
restoration of the employee's former pay and all other benefits to which he or she
would have been entitled if the transfer or promotion had not occurred, except that
any compensatory time that was paid out to an employee who transferred or
promoted into an exempt position will not be restored if the employee returns to a
non - exempt position.
H. The Human Resources Department is res onsible for maintainin records of em to ee
apnointments and remotions and the duration of initial evaluation periods.
Department heads or the chain of authorily above the level of De artment Head, where
applicable, are res onsible for ensurina that training informal feedback about .......
............ .. .
p erformance, and formal erf ormance assessments are com feted in a timely manner
durina the initial evaluation eriod.
Section 6 -1.2 Extension of the Initial Evaluation Period
A. The Town may extend an employee's initial evaluation period if it is determined that
more time is necessary to evaluate the performance of the employee.
B. All extensions of the initial evaluation period shall be approved by the Department
Head or the chain of authority above the Level of Department Head, where applicable,
and the Human Resources Department.
C. The employee shall receive a written notice of the extension no later than the last day of
the initial evaluation period. If the employee is unavailable to receive such a notice in
person, the Town shall send a letter to the last known address of the employee on file
with the Human Resources Department. In either case, the date of the letter shall be
deemed the effective date of the notice. A copy of the notice of extension will be
forwarded to the Human Resources Department for inclusion in the employee's
personnel file.
D. Under no circumstances may the total time for the initial evaluation period exceed 24
months.
E. The initial evaluation period may be extended under, but not limited to, the following
circumstances::
EXHIBIT B TO MARANA RESOLUTION NO. 2016 - 098
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TOWN OF MARANA
CHAPTER 6
PERFORMANCE MANAGEMENT AND EMPLOYEE
DEVELOPMENT
1. A. The employee has had a leave of absence during the initial evaluation period that
exceeds 15 calendar days.
2 43 The employee's performance is not satisfactory, but the Department Head believes
that with more time and supervision the employee may succeed in the position. In
such cases, the Department Head shall develop a documented plan of action for
improvement.
3. Q Supervisor continuity is interrupted during the initial evaluation period.
4. D: The work assigned to the employee's position is cyclical and the initial evaluation
period did not provide an opportunity to adequately evaluate all aspects of an
employee's performance.
Section 6-1-•3 Performance Management Process
A. Classified employees who have completed the initial evaluation period shall receive
feedback regarding their performance on a regular basis as directed by the Town
Manager and implemented by the Human Resources Director through the performance
management system. ,
:Ai: 11a:4Q once 3:4er- wear. This assessment QLall he fortLe:nerfoirmane
r •
B. All Town emnlovees shall comely with the requirements of the......1perf ormance
mana ement s stem im lemented by the Human Resources Department as those
re uirements may chan e from time to time.
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EXHIBIT B TO MARANA RESOLUTION NO. 201.6-098
� VOL
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TOW OF MARANA
CHAPTER 6
PERFORMANCE MANAGEMENT AND EMPLOYEE
DEVELOPMENT
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[No revisions to Policies 6 -2 through 6 -
EXHIBIT B TO MARANA RESOLUTION NO. 2016 -098
M
TOWN OF MARANA
CHAPTER 8.
TERMINATION OF EMPLOYMENT
[No revisions to Policy 8 -11
POLICY 8 -2 EXIT PROCESS
The Human Resources Department is responsible for coordinating the exit process with the
Department Dead, the chain of authority above the level of Department Head and the Finance
Department.
[ No revisions to Sections 8 - 2 - 1 and 8
Section 8-2 -3 Final Pay Check
A. The Finance Department shall be notified of the employee's separation date through a
Personnel Action Form.. Employees shall receive pay for work performed through the
last hour worked and for unused benefits as stipulated by Town policy and laws
governing final. payments.
1. Terminated employees must be issued their final pay check within seven working
days of the effective date of the termination or at the end of the next regular pay
p eriod, w hichever is sooner.
2. Employees who leave the employment of the Town by means other than termination
will be paid at the close of the next regular pay period.
3. Costs of unreturned Town property will be deducted from the final paycheck.
4. The Town will no distribute the f final pay check to the employee via direct deposit.
sl6all lip indicated en ille final ex-* 1 :4 e
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B. It is the responsibility of the Department Head to ensure that the employee has
completed final clearance and that all items, including the Personnel Action Form, the
exit clearance checklist and the f final time sheet/ attendance record, have been properly
completed and forwarded to the Human Resources Department and the Finance
Department within the required time frames for issuance of the final pay check.
[No revisions to Sections 8 -2 -4 and 8-2-51
[No revisions to Policies 8 -3 and 8 -41
EXHIBIT C TO MARANA RESOLUTION NO. 2016-098