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029-23 - Resolution - Updating Personnel PoliciesDocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 RESOLUTION NO. 029-23 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, ADOPTING PERSONNEL POLICIES RELATED TO PROMOTIONS, DEMOTIONS, TRANSFERS, RECLASSIFICATIONS, PAY RANGE ADJUSTMENTS AND TEMPORARY ASSIGNMENTS. WHEREAS, the Human Resources Department continues to review and, where appropriate, recommend modifications and additions to personnel policies; and WHEREAS, Chapter 3 of the City's Personnel Policy manual addresses the hiring practices of the City; and WHEREAS, as the number of employees at the City continues to grow, more and more employees will have opportunities to change positions within the City; and WHEREAS, the City has a well -established practice of conducting and implementing salary studies for non -represented employees; and WHEREAS, based on this, the City desires to create policies related to employee promotions, demotions, transfers between positions, reclassification of positions, and appointment to temporary or acting positions; now, therefore; THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: It is the intent of the Port Orchard City Council that the recitals set forth above are hereby adopted and incorporated as findings in support of this Resolution. THAT: Personnel policies related to promotions, demotions, transfers, reclassifications, pay range adjustments and temporary assignments are hereby adopted in substantially the same form as attached hereto as Exhibit A. The Mayor is directed to incorporate these new policies into the City's existing Personnel Policy Manual and take all necessary steps to implement these policies. THAT: In accordance with Resolution 034-10, the Mayor has the authorityto amend the personnel policies and procedures, including those adopted by this Resolution, as needed with notification to the City Council. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the City Clerk in authentication of such passage this 281h day of March 2023. A &LSigned by: bl(AIAJ� Brandy Wallace, MMC, City Clerk D0CuSigned by: Mark Trenary, Mayor Pro-Tem ,,�}5111,IIIfrrNr/,, ORT L SEA •.�� �$: MsER ( s � OF WA�`S'`��\\' 11111aT111W 0 DocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 Exhibit "A" NEW POLICY to address salary upon promotion 3.11 PROMOTIONS A promotion is an appointment to a position which has a higher maximum salary rate than the employee's present position. When an employee is promoted, the Mayor or designee has the discretion to determine the entry point of the new range based on the qualifications of the employee. Generally, the City strives for a minimal 5% increase between the employee's present pay rate and the assigned salary step within the new position's salary range. When, at the time of the promotion, the employee is within one (1) month of an anticipated step date in their present position, the employee's pay is assumed to be at the higher step before the promotional pay rate is established. The next step increase date, if any, will be reset based upon the employee's promotion date. DocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 NEW POLICY to address salary upon demotion 3.12 DEMOTIONS A demotion is a voluntary or involuntary appointment to a position which has a lower maximum salary rate than the employee's present position. When a demotion occurs, the department manager will recommend to the Mayor a salary for the demoted employee within the salary range of the lower classification which is less than or equal to the employee's present salary. The next step increase date, if any, will be reset based upon the employee's demotion date. DocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 NEW POLICY to address salary upon transfer from one position to another with the same pay range 3.13 TRANSFERS A transfer is a voluntary or involuntary appointment to a position which has a salary range identical to that of the employee's present position. When a transfer occurs the employee retains their current placement within the salary range. There is no change or adjustment to the timing of the employee's next scheduled step increase date, if any. DocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 NEW POLICY to address salary upon Reclassification of a Position 3.14 RECLASSIFICATIONS A reclassification may occur when the duties and responsibilities of an existing classification are changed based on an analysis of the employee's written job description compared to actual job requirements. Department Directors must, in consultation with Human Resources, request the reclassification in writing to the Mayor or designee. The Mayor or designee will determine whether the present classification is correct or whether a reclassification is necessary. A. When a reclassification occurs, an employee occupying the position may be retained in the position, provided that the Mayor, or designee, determines that the reclassification results from an official recognition of a change in duties and responsibilities which has already occurred and which has historically been performed by the employee in that position. B. If the reclassification results in a higher maximum salary, this constitutes a promotion and the rules governing promotion with regard to salary apply. If the reclassification results in a lower maximum salary, this constitutes a demotion and the rules governing demotion with regard to salary apply. C. Nothing in this policy is to be interpreted as restricting a supervisor from assigning an employee of one classification to perform some of the duties of a higher or lower classification for a limited period of time. DocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 NEW POLICY to address handling of pay range adjustments 3.15 PAY RANGE ADJUSTMENTS The City strives to provide competitive salaries in the marketplace for purposes of recruitment and retention. From time to time the City will conduct a comprehensive salary study to review the established salary range of positions. Department Directors may request a review of individual position salaries when the Director has reason to believe that the current salary range is out of market. Such requests must be submitted to the Mayor, or designee, with a written justification for the request. At the direction of the Mayor, Human Resources will conduct or arrange for the salary review. A. If a salary adjustment is warranted and the adjustment results in a higher pay range, the employee's salary will be adjusted to the same step on the newly established pay range. B. If a salary adjustment is warranted and the adjustment results in a lower salary range, the employee's salary will be frozen in place until the pay range catches up to the employee's pay. Until that time, the employee is not eligible for step or cost of living increases. Once the pay range exceeds the employee's frozen pay rate, the employee will be placed on the top step of the approved pay range as soon as the pay range becomes applicable to the position. C. Nothing in this policy is to be interpreted as restricting a supervisor from assigning an employee of one classification to perform some of the duties of a higher or lower classification for a limited period of time. DocuSign Envelope ID: 05BCA2E8-3C89-479D-8EBC-5CCB2318B122 NEW POLICY to address salary upon transfer from one position to another with the same pay range 3.16 TEMPORARY OR "ACTING" ASSIGNMENTS When the need arises to fill a position due to an approved leave of absence, disciplinary actions or when a vacancy exists, a current regular status employee may be appointed to an "acting" position with a higher pay range. Such appointments are for a limited time to fill a temporary vacancy. Employees will not attain regular status in the higher position from the acting appointment and will be returned to their previous position. No introductory period is required for an acting appointment. An employee assigned an "acting" appointment status will be compensated in the higher pay range in a manner similar to that of promotion. However, any pending or scheduled step increases will not be considered when placed within the new pay range. The employee will remain eligible for a step increase, if any, based upon their placement date into their present position (before assignment to an "acting" position). If the employee is later promoted into the higher paid position, the timing of the employee's next step increase, if any, will be determined based off the date of their assignment into the same "acting" position. The employee will serve an introductory period based off the date of appointment to the regular (non -acting) position. Nothing in this policy is to be interpreted as restricting a supervisor from assigning an employee of one classification to perform some of the duties of a higher or lower classification for a limited period of time without placing them in an official "acting" capacity.