074-24 - Resolution - Updated Personnel Policies-Overfilling PositionDocusign Envelope ID: 155717AA-7410-4248-8A9E-B37DD1408F61
RESOLUTION NO. 074-24
A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, ADOPTING
PERSONNEL POLICIES RELATED TO TEMPORARILY OVERFILLING A POSITION FOR
PURPOSES OF TRANSITIONING EMPLOYEES.
WHEREAS, the Human Resources Department continues to review and, where appropriate,
recommend modifications and additions to personnel policies; and
WHEREAS, when possible, departments often desire incumbent employees to work with and help
train their replacement; and
WHEREAS, City policies provide for the hiring of temporary employees to assist in filling vacancies,
there is no existing policy to allow for the hiring of the new employee while the incumbent employee is still
employed, and
WHEREAS, the City's budget document contains a staffing chart that includes the FTE (Full Time
Equivalent) employee count and hiring a replacement employee while the incumbent employee is still on the
payroll creates a temporary inflation of the FTE status for the position; and
WHEREAS, the City wishes to allow departments to request the Mayor to permit an overfill a position
for a maximum of 30 days provided that there is budget for the overfill without requiring council approval for
each of these situations; 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 authorization to overfill a position by a maximum of 30 days
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 17t" day of December 2024.
drYby:
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Brandy Wallace, MMC, City Clerk
Signed by:
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Robert Putaansuu, Mayor
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Docusign Envelope ID: 155717AA-7410-4248-8A9E-B37DD1408F61
Exhibit "A"
[New policy to address situations in which the City desires to have two people hired into the
same position for purposes of training and/or coverage when the incumbent employee is
separating from the City. Note: current policies already exist to utilize temporary employees and
or place employees in "acting" positions to fill vacancies.]
Hirin
3.1 Recruitment
3.2 New Hire Selection
3.3 Introductory Period
3.4 Orientation
3.5 Employment of Family Members
3.6 Temporary Employees
3.7 Volunteers
3.8 Community Services Workers and Other Court Referrals
3.9 Use of Contract or Special Services
3.10 Employee Referral Program
3.11 Promotions
3.12 Demotions
3.13 Transfers
3.14 Reclassifications
3.15 Pay Range Adjustments
3.16 Acting Assignments
3.17 Overlap of Employees Due to Pending Departure
3.17 Overlap of Employees Due to Pending Departure
In situations where an employee has ,given notice of separation from employment and a
successor employee is chosen prior to the departure of the incumbent employee, the Department
Director may request approval of the Mayor to hire the successor employee such that there is a
maximum of thirty (30) calendar days of overlap between the outgoing and incoming employees.
The purpose of this overlap is to aid in the transition and training period for the new hire. This
authorization mayprovide coverage of the position if the outgoing employee is on extended
paid or unpaid leave. Prior to approval the Director must confirm that the department has the funds
in the existing budget to cover the associated personnel costs. Situations in which the department
does not have available funds or the requested overlapperiod is ,greater than thirty (30) days require
City Council approval. The incoming employee will be provided all benefits associated with their
agppointment to the position.