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001-25 - Resolution - Updaing Personnel PoliciesDocusign Envelope ID: DB364CFO-1108-4086-BB9B-D30B3E5644EA RESOLUTION NO. 001-25 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, ADOPTING PERSONNEL POLICIES RELATED TO UNDERFILLING A BUDGETED POSITION FOR PURPOSES OF RECRUITMENT. WHEREAS, the Human Resources Department continues to review and, where appropriate, recommend modifications and additions to personnel policies; and WHEREAS, some positions require specialized certifications or licenses or a minimum number of applicable years of experience; and WHEREAS, some of those positions have historically been hard to fill; and WHEREAS, occasionally departments desire the flexibility to hire at a lower position if a desirable candidate is located, allowing that candidate the time to gain the experience and/or certification or license needed for the higher -level position; and WHEREAS, the vacant position is budgeted at a higher salary than what is set for the lower level position; and WHEREAS, the City's budget document contains a staffing chart that includes the FTE (Full Time Equivalent) employee count and hiring an employee at a lower -level position alters the FTE status for the positions until such time as the employee is promoted into the higher -level position; and WHEREAS, the City wishes to allow departments to request the Mayor to permit them to appoint an employee to a lower -level position when the best candidate does not meet the qualifications necessary for the budgeted position; 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 underfill a position without the need to alter the staffing chart contained in the adopted budget 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 authority to amend the personnel policies and procedures, including those adopted by this Resolution, as needed with notification to the City Council. Docusign Envelope ID: DB364CFO-1108-4086-BB9B-D30B3E5644EA Resolution No. 001-25 Page 2 of 2 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 1411 day of January 2025. ATTEST: Signed by: 1NAUL Brandy Wallace, MMC, City Clerk FSigned by: b P4A SWA, ESF3�B... Robert Putaansuu, Mayor ���•o° ArF SEAL ' �. LP ,$CQ f�Nflllllll} }} Docusign Envelope ID: DB364CFO-1108-4086-BB9B-D30B3E5644EA Exhibit "A" Hiring 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 3.18 Underfilling a Budgeted Position 3.18 Underfilling a Budgeted Position When the City is unsuccessful in recruiting a desirable candidate who meets the minimum requirements for a position requiring a specialized credential or a minimum education level or years of experience, the Department Director may request approval from the Mayor to advertise and/or underfill the vacancy within that Department at a lower classification until such time as the employee obtains the minimum qualifications to be promoted into the position classification initially budgeted for and approved by the City Council. Any employee selected to underfill a budgeted position will be eligible for promotion at the discretion of the Department Director upon meeting the minimum qualifications for the budgeted position. If the employee does not meet the minimum qualifications for the higher -level position after being employed for one year, the City may, in its discretion, reclassify the position into the lower -level position by amending the staffing chart in the approved budget, thereby eliminating the automatic promotion authority. If the position is reclassified to the lower -level position and the employee then achieves the necessary credentials for the higher -level position, the Department must request a budget amendment to create the higher -level position. Any movement from a lower -level position to a higher -level position will be deemed a promotion and rules related to promotion will apply. Conversely, the City may condition an employee's underfilling of a position upon the employee meeting the minimum requirements by a specified time, in which case the employee may be terminated or demoted if the employee fails to meet the conditions of their placement into the position. This policy does not guarantee that a position will be reclassified for an employee who fails to meet the minimum qualifications for a position. This policy may also be used to appoint an employee into an acting role when a temporary replacement is needed due to a position vacancy (for example, because of a leave of absence, military leave, or other prolonged absence), without the need to advertise and interview candidates for the vacancy. Generally, such acting roles will last no longer than two (2) years, but may be extended as the situation dictates. In these situations, the appointed employee will be provided all benefits associated with their appointment to the acting position.