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HomeMy WebLinkAboutStaff Report 3.E 07/20/2015Agenda Item #3.E aw '� I85$ DATE: July 20, 2015 je TO: Honorable Mayor and Members of the City Co ough City Manager F FROM: Dianne Dinsmore, Human Resources Director SUBJECT: Resolution Revising the Temporary Assignment Pay Policy to Include Petaluma Professional and Mid - Managers Association Unit 11 (Confidential) RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Revising the Temporary Assignment Pay Policy to Include Petaluma Professional and Mid - Managers Association Unit 11 (Confidential). BACKGROUND The Temporary Assignment Pay Policy was administratively established September 24, 2007. At that time, Unit 11 (Confidential) did not exist. During recent discussions, Petaluma Professional and Mid - Managers Association (PPMMA) brought to the City's attention the fact that the City policy does not include Unit 11, which was recognized in 2009. This action adds Unit 11 Confidential to the Temporary Assignment Pay Policy. DISCUSSION Temporary Assignment Pay is intended to compensate an employee who is assigned duties of a higher classification on a temporary, short-term basis for the following reasons: 1. When a recruitment is underway to fill the regular position; or 2. There exists an urgent and/or critical need to have duties and responsibilities performed during the absence of another employee; or 3. The Department is undergoing changes in staffing and/or organization. When this Policy was established in 2007, Unit 11 did not exist. The classifications now in Unit 11 were in either Unit 4 or Unit 9. In 2009, the City formally recognized Unit 11 and moved the following current classifications into it: Accountant (assigned to payroll function) Executive Assistant to the City Manager Human Resources Analyst I, II, and III Finance and Accounting Manager Legal Assistant This action updates the Policy to once again include these employees. In addition, there are occasions when it is in the best interests of the City to extend the assignment beyond six months. It is recommended that the Policy be modified to allow the length of the assignment to be extended with approval of the City Manager on a case by case basis. PPMMA has been informed and approves of this action. FINANCIAL IMPACTS An employee assigned higher classification duties in accordance with the Temporary Assignment Pay is paid one step over his/her regular salary, or the minimum of the higher classification range, or 5 %, whichever is higher. Approval of Temporary Assignment Pay rests with the City Manager. Any department requesting such approval will be expected to cover the costs associated with Temporary Assignment Pay within their approved budget. ATTACHMENTS 1. Resolution 2. Exhibit A — Revised Temporary Assignment Pay Policy 2 ATTACHMENT 1 RESOLUTION REVISING THE TEMPORARY ASSIGNMENT PAY POLICY TO INCLUDE PETALUMA PROFESSIONAL AND MID - MANAGERS ASSOCIATION UNIT 11 (CONFIDENTIAL) WHEREAS, a Temporary Assignment Pay Policy covering Units 4 and 9 was established September 24, 2007; and WHEREAS, Unit 11 (Confidential) was not recognized until 2009; and WHEREAS, the classifications assigned to Unit 11 were assigned to Unit 4 or Unit 9 prior to 2009, and therefore were covered by the Temporary Assignment Pay Policy. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma revises the Temporary Assignment Pay Policy to include Unit 11 and to allow extension of such assignment on a case by case basis with approval of the City Manager as reflected in Exhibit A. 3 ..11: UNIT 49 9 AND 11 TEMPORARY ASSIGNMENT PAY I. Purpose This policy defines the conditions under which and the method for providing Temporary Assignment Pay to employees in Units 4, 9 and 11. II. Policy A Department Director may assign an employee duties of a higher classification on a temporary short-term basis for the following reasons: 1. When a recruitment is under way to fill the regular position; or 2. There exists an urgent and/or critical need to have duties and responsibilities performed during the absence of another employee; or 3. The Department is undergoing changes in staffing and/or organization structure. III.Length of Temporary Assignment A Department Director may assign higher classification duties on a temporary basis up to six (6) months. On a case by case basis, the length of the assignment may be extended with approval of the City Manager. IV. Temporary Assignment Pay An employee assigned higher classification duties in accordance with this policy shall be paid one step over his/her regular salary, or the minimum of the higher classification range, or 5 %, whichever is higher. An employee assigned duties of a higher classification who serves continuously in the higher classification more than ten (10) consecutive working days shall be paid retroactively to the first full day of the assignment. An employee who is temporarily assigned to perform the duties of a position equal to or lower than his/her classification shall continue to receive his /her regular rate of pay. An employee whose classification specification includes the duties and responsibilities of a higher classification shall not be eligible for temporary assignment pay when s/he performs those duties. V. Eligibility for Temporary Assignment Pay To be eligible for temporary assignment pay, the employee must: 1. Be officially assigned to perform the duties and responsibilities of a higher classification for ten (10) consecutive working days or more; and 2. Perform substantially all of the duties and responsibilities of the higher classification; and 3. Possess the qualifications to perform the duties and responsibilities of the higher El! classification assigned, as stated in the classification specification for the assigned position. VI. Appointment Discretionary The final decision to approve a temporary assignment is discretionary and rests with the City Manager. VII. Processing the Temporary Assignment Pay To process temporary assignment pay, the Department Director submits a Personnel Action Form (PAF) with the following statement typed in the "Remarks/Reasons for Action" box: me to compensation for Temporary Assignment Pay for the period for higher classification work in the position of Forward the PAF to Human Resources for approval and processing. 5