Loading...
1992-11 Hiring Freeze Policyni![ S r 1 RESOLUTION NO 11-92 .` 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: ~~~~ 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. 3 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. 1 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"