1992-11 Hiring Freeze Policyni![ S
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RESOLUTION NO 11-92
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A RESOLUTION OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA,
ESTABLISHING AND IMPLEMENTING A HIRING FREEZE POLICY ATTACHED AS
EXHIBIT "A" WHEN VACANCIES OCCUR IN EMPLOYMENT P08ITIONB WITHIN THE
VILLAGE; PROVIDING THAT THE HIRING FREEZE POLICY SHALL NOT BE
APPLICABLE TO THE EXTENT THAT IT WOULD VIOLATE AGREEMENTS BETWEEN
THE VILLAGE AND THIRD PARTIES; AND, PROVIDING FOR AN EFFECTIVE
DATE..
WHEREAS, the Village of North Palm Beach, Florida, is desirous
of adopting a hiring freeze policy and to objectively examine and
audit employment positions within the Village at the time they
become vacant.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA:
' Section 1. The Village Council of the Village of North
Palm Beach, Florida, does hereby adopt the hiring freeze policy
attached as Exhibit "A" which is implemented when vacancies occur
in employment positions within the Village.
Section 2. The hiring freeze policy attached as Exhibit
"A" shall not be applicable where such hiring freeze policy would
violate agreements between the Village of North Palm Beach and
third parties.
Section 3. This Resolution shall take effect immediately
upon its adoption.
PASSED AND ADOPTED THIS 26th DAY OF MARCH, 1992.
(Village Seal)
ATTEST:
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VILLAGE CLERK
THE VILLAGE OF NORTH PALM BEACH
HIRING FREEEE POLICY
Resolution No. ii-92
March 26, 1992
HIRING FREEZE POLICY
PURPOSE
The purpose of adopting a hiring freeze policy is to objectively
examine and audit employment positions within the Village at the
time they become vacant.
RECONCILING VACANCIES
The purpose for reconciling a vacancy is to make an immediate
determination as to whether that position should continue to be
vacant during the course of the needs assessment or whether the
position needs to be filled immediately by another employee pending
a needs assessment. If it is determined that the position is to be
filled immediately, the person filling that position will be drawn
from another position within the Village operation.
Once a vacancy occurs and based on criteria outlined below, it will
be incumbent upon the Department Head, in concert with the Village
Manager, to make a determination as to the necessity to continue
operations with a particular position being vacant`or whether to
fill that position on an interim basis pending a needs
determination or position audit for that vacancy.
The following criteria are established to determine by definition
the reconciliation of a vacancy and who makes the determination to
fill such a vacancy, in accordance with the criteria:
Category I - Absolute Necessity: This category reflects the
need to place a person in a vacant position
immediately in order for the service to be rendered
and to avoid a breakdown in continuity of services
that may occur if the position is not filled.
Initial determination made by: Village Manager and
Department Head
Category II - Delav and Review: This category reflects a vacant
position that by necessity does not have to be
filled immediately and is of such a nature it may
continue to be vacant. pending review by the Village
Council, Village Manager and respective Department
Head.
Initial determination made by: Village Manager and
Department Head.
Category III - Critical Positions: A position vacated by an
employee whose skill, education and experience is
of such a nature that the Village would not have
any other employee within that department to fill
that vacancy on a temporary basis and/or that
department would have to go outside the Village
organization to either contract an interim service
or hire a temporary person to fill that position.
Appendix "C", Critical Positions, identifies those
positions deemed critical by the Village staff.
All categories carry final determination by the Village Council.
In the event a position is temporarily filled by another employee
and the Village Council determines that position is to be held open
(vacant), then that employee reverts back to his or her previous
position held prior to their being transferred to the vacant
position.
METHODOLOGY
Step 1. Vacancy Announced - When a vacancy occurs, the
Department Head, through the Finance Director, will
notify the Village Manager that a vacancy has occurred.
A copy of the personnel action form will be the
instrument used for this notification procedure. The
Department Head will be required to notify Finance within
three (3) days of the vacancy occurring.
Step 2. Upon notification of the vacancy occurring, the Village
Manager will require the respective Department Head to
conduct a needs assessment on the vacant position and
submit the needs assessment to the Village Manager within
seven to ten (7-SO) working days (see Appendix "A").
Step 3. While the respective Department. Head is completing the
needs assessment, concurrently, the Finance Department
will complete a position audit (see Appendix "B").
Step 4. Once the needs assessment and the position audit have
been completed, both will be submitted to the Village
Council on their next available workshop agenda.
Step 5. Council will, through their workshop and regular agenda
process, make a determination based on the needs
assessment, position audit and discussions with the
Village Manager and respective Department Head, as to
whether or not to release the position from the hiring
freeze.
CONCLUSION
It is the intent of this policy to be in
Village ordinances and not in conflict
Council may reserve its rights to waiv
proceedings of this policy as determined
concert with all existing
therewith. The Village
e any of the sections or
in their sole discretion.
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Appendix "A"
NEEDS ASSESSMENT
The purpose of the needs assessment is a qualitative assessment
performed by the Department Head as to the justification for the
position. At a minimum, the following analysis will be made and
formulated as a report to the Manager and Village Council:
a. Position title.
b. What is Department Head's estimate as to how much time
the position can be held vacant before becoming
absolutely necessary to fill?
c. What is the impact of the vacancy on the operation and/or
service delivery?
d. What service is lost to the Village by the position
remaining vacant for an extended period of time?
e. What is the relationship of this position to the
department's organization?
f. In the Department Head's determination, what is the
cost/benefit of this position to the Village operation as
it relates to his/her department?
g. What is the negative impact on services created by .this
vacancy (i.e., what other areas of your operation have to
go without service in order to move employees from one
part of your operation to another)?
Appendix "B"
POSITION AUDIT
The following information is quantitative data regarding a
particular vacant position and is determined by the Finance
Department relative to budgetary and financial data:
a. Position title.
b. Department.
c. Photocopy of respective organization chart and where
position fits in that organization.
d. Last salary.
e. Current pay classification (salary range).
f. Length of time position has been vacant.
How long is it anticipated to remain vacant?
g. What is the turnover rate of the position for the past
three years?
h. What is the current market salary for a similar position
in the Palm Beach County area?
i. Attach copy of job description.
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CRITICAL POSITIONS
1. POLICE
^ Administrative Secretary
^ Fire Chief
^ Administrative Lieutenant
2. FINANCE
^ Accountant I
3. RECREATION
(None)
4. CLERK
^ Deputy Clerk
5. PUBLIC SERVICES
^ Electrician
^ Maintenance Mechanic
^ Building Inspector
^ Electrical Inspector
^ Parks Foreman
^ Administrative Secretary
^ Accounting Clerk I
6. LIBRARY
(None)
7. GOLF COURSE MAINTENANCE
^ Vehicle Mechanic
^ GCM Superintendent
8. VILLAGE MANAGER
^ Executive Secretary
^ General Services Clerk
Appendix "C"