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HomeMy WebLinkAboutResolution 2024-015 Approving and Adopting Amendments to the Town's Personnel Policies and Procedures, Revising Chapter 4 and 5 MARANA RESOLUTION NO. 2024-015 RELATING TO PERSONNEL; APPROVING AND ADOPTING AMENDMENTS TO THE TOWN'S PERSONNEL POLICIES AND PROCEDURES, REVISING CHAPTER 4 - EMPLOYMENT BENEFITS AND LEAVES, SECTION 4-1-5 "REQUEST FOR VACA- TION LEAVE"AND CHAPTER 5-WORK RULES AND EMPLOYEE DISCIPLINE,POL- ICY 5-1 "HOURS OF WORK" AND SECTION 5-5-5 "GROUNDS FOR DISCIPLINARY ACTION" 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 Per- sonnel 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 MARANA, ARIZONA, as follows: SECTION 1. Section 4-1-5, entitled "Request for Vacation Leave" of the Town's Personnel Policies and Procedures, is hereby amended as set forth in Exhibit A attached to this resolution,with additions shown with double underlining. SECTION 2. Policy 5-1 entitled "Hours of Work" and Section 5-5-5 entitled "Grounds for Disciplinary Action," of the Town's Personnel Policies and Procedures are hereby amended as set forth in Exhibit B attached to this resolution,with deletions shown with strikeouts and additions shown with double underlining. SECTION 3. All ordinances, resolutions, or motions and parts of ordinances, res- olutions, or motions of the Council in conflict with the provisions of this resolution are hereby repealed, effective as of the effective date of this resolution. SECTION 4. 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, obliga- tions, and objectives of the aforementioned amendments. - 1 - Marana Resolution No.2024-015 PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Ar- izona, this 20th day of February, 2024. q ,i Mayor Edonea ATTEST: APPRO AS TO FORM: David L. Udall,Town Clerk Jan F irall,Town Attorney 126OL, MARANA AZ ESTABLISHED t977 - 2 - Marana Resolution No.2024-015 Exhibit A to Marana Resolution No. 2024-015 CHAPTER 4 EMPLOYMENT BENEFITS AND LEAVES MARANA AZ POLICY 4-1 VACATION LEAVE [No revisions to Sections 4-1-1 through 4-1-4] Section 4-1-5 Request for Vacation Leave A. Eligible employees may request to use vacation leave after 180 days of employment. The Department Head has discretion to approve a request for vacation leave prior to 180 days of employment. 1. If an eligible employee is approved for administrative leave for medical purposes prior to completing 180 days of employment, the employee may request to use vacation leave. B. Employees shall submit vacation leave requests to their supervisor before taking any time off. Requests will be reviewed and can be denied based on a number of factors,including, but not limited to, Town needs and staffing requirements. Supervisors must formally approve vacation leave requests in advance of employees taking vacation leave. [No revisions to Sections 4-1-6 and 4-1-7] [NO REVISIONS TO POLICIES 4-2 THROUGH 4-16] [ 00088316.DOCX/3 1 Exhibit B to Marana Resolution No. 2024-015 CHAPTER 5 WORK RULES AND EMPLOYEE DISCIPLINE MARANA AZ POLICY 5-1 HOURS OF WORK An employee is expected to work the days and hours necessary to perform all assigned responsibilities and tasks in order to provide continuity of services to citizens and to facilitate teamwork and supervision. Attendance is an essential function of every Town position and shall be a consideration in determining promotions,transfers,satisfactory completion of performance periods and continued employment with the Town. [No revisions to Sections 5-1-1 and 5-1-2] Section 5-1-3 Absences and Tardiness A. Advance notice of all absences is expected. Employees shall provide notice of scheduled absences as far in advance of the absence as possible. Employees shall provide notice of unscheduled absences before the scheduled start of their work day. If the employee is physically unable to notify his or her supervisor within the time frame required by this policy,the employee shall provide notice as soon as possible. B. Advance notice of anticipated tardiness is expected. Employees shall provide notice of anticipated tardiness as far in advance of the tardiness as possible. Employees shall provide notice of unanticipated tardiness as soon as possible. The employee's supervisor shall determine if work time lost due to tardiness may be made up by the employee or if the employee will be required to use accrued leave balances or take leave without pay. If authorized by the employee's supervisor,the employee may make up work time lost due to tardiness only during the work week in which it occurs. C. Notification of an unscheduled absence or tardiness by another employee, friend or relative is not considered proper except in an emergency situation where the employee is physically unable to make the notification. D. Generally,unless provided otherwise by a written department procedure,employees are expected to speak with their direct supervisor regarding an unscheduled absence or tardiness within the time.-frames provided by this section. E. Poor attendance and frequent tardiness are disruptive to the provision of Town services and may lead to disciplinary action,up to and including termination of employment. [No revisions to Section 5-1-4] Section 5-1-5 Discretionary Leave without Pay A. Employees are expected to responsibly use and manage their vacation,sick,and managed time off(MTO) leave balances and maintain appropriate leave balances for their use. 00084563.DOCX/1 5-1 Exhibit B to Marana Resolution No. 2024-015 CHAPTER 5 WORK RULES AND EMPLOYEE DISCIPLINE MARANA AZ B. A-Discretionary-leave without pay for time off in excess of the employee's vacation, sick and/or MTO leave balances is inconsistent with the general needs and requirements of the Town,unless the leave is part of an approved FMLA or administrative leave,or is due for workers' compensation benefits. C. Employees may request discretionary leave without pay by submitting a leave request to the Department Head.Requests for discretionary leave without pay shall be submitted as far in advance of the requested leave as possible. D. Requests for discretionary leave without pay must be approved in writing by the Department Head, in consultation with the Human Resources Director or designee. Requests may be denied at the discretion of the Department Head. Employees must have submitted and received approval of a request for discretionary leave without pay at least one day in advance of taking discretionary leave without pay. E. The decision to deny discretionary leave without pay is not subject to review under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures or within any other Town policy or procedure. F. For purposes of this policy,"discretionary leave without pay" is leave without pay that is not part of an approved FMLA or administrative leave,or is not due to a workplace injury qualifying for workers' compensation benefits. [NO CHANGES TO POLICIES 5-2 THROUGH 5-4] POLICY 5-5 DISCIPLINE SYSTEM Each supervisor shall have the responsibility and authority,with the approval of the Department Head and/or General Manager, to administer appropriate discipline to subordinates using a positive progressive discipline process as a corrective measure. [No revisions to Sections 5-5-1 through 5-5-4] Section 5-5-5 Grounds For Disciplinary Action Grounds for disciplinary action,up to and including termination,include,but are not limited to,the following: A. Dishonesty, including, but not limited to, intentionally giving false information, intentionally falsifying records or making false statements when applying for employment, lying to supervisors in connection with the employee's job, or an investigation,giving false information or lying about the reason for an absence from work, or falsifying time entries or leave requests. 00084563.DOCX/1 5-2 Exhibit B to Marana Resolution No. 2024-015 CHAPTER 5 MARANA WORK RULES AND EMPLOYEE DISCIPLINE B. Discrimination or failure to abide by Equal Employment Opportunity regulations, including sexual or other harassment of a protected class. C. Reporting to work under the influence of alcohol or drugs or using such substances while on Town property_or other violation of the Town's Drug- and Alcohol-Free Workplace Policy. D. Theft or removal of Town money, merchandise or property, including property in the custody of the Town,without permission. E. Unauthorized or unlawful possession of firearms, other weapons or explosives in Town facilities or while on Town business. F. Conviction of a criminal offense. G. Acts of workplace violence, including violence or threats of violence in the workplace or against other employees or members of the public. H. Insubordination;failure to follow the orders of one's supervisor(s). I. Failure to maintain the minimum qualifications of the employee's position. J. Inability to perform the full essential functions of the employee's regular position,with or without a reasonable accommodation, for greater than 12 months in a 24-month period, as defined in these Personnel Policies and Procedures. K. Failure to uphold the Town's Cultural Values. L. Being absent from work without permission or approved leave or failure to report to the supervisor,Department Head or General Manager when one is absent. M. Being habitually absent or tardy for any reason. N. Making recordings of conversations or other activities in the workplace without authorization or explicit consent to the recording. O. Inability or unwillingness to perform the assigned job;failure to perform assigned work in an efficient or effective manner. P. Participation in prohibited political activities. Q. Acceptance of fees, gifts or other valuable items in the performance of the employee's official duties for the Town. R. Any action,on or off the job,bringing discredit to the Town. S. Violation of any Town policies,administrative directives,or ordinances,or state or federal law. T. Violating safety rules and regulations; being wasteful of material, property or working time;failure to observe proper security or safety procedures. 00084563.DOCX/1 5-3 Exhibit B to Marana Resolution No.2024-015 CHAPTER 5 WORK RULES AND EMPLOYEE DISCIPLINE MARANA AZ U. Inability to get along with fellow employees so that the work being done is hindered and not up to required levels;speaking critically or making derogatory or false accusations so as to discredit other employees or supervisors. V. The use of profanity or abusive language towards a fellow employee or member of the general public while performing official duties as a Town employee. W. Divulging or misusing confidential information,including removal from Town premises without proper authorization of any employee lists, records, designs, drawings or confidential information of any type. X. Improper use of the Town's electronic storage and communications equipment, as set forth in these Personnel Policies and Procedures and any administrative directives established by the Town Manager. Y. Failure to effectively supervise employees. Supervisors are responsible for the proper conduct of their assigned employees and the functional work activities under their control. As necessary, supervisors should strive to review, document, and take appropriate action in matters within 30 working days,or as soon as practicable. Z. Such other act, error or omission detrimental to the mission of the Town. [No revisions to Sections 5-5-6 through 5-5-8] [NO CHANGES TO POLICIES 5-6 THROUGH 5-8] 00084563.DOCX/1 5-4