HomeMy WebLinkAboutAdministrative Order No. 2010-10 Adoption of Updated Employee Handbook regarding exiting Employees Grievance Procedures and Reduction in WorkforceADMINISTRATIVE ORDER NO. 2010-10
Adoption of Updated Employee Handbook Policies Regarding Providing
Exiting Employees Grievance Procedures and Reduction in Workforce
The Montana Municipal Insurance Authority reviewed the City of Bozeman . s personnel policies
and procedures for continued compliance with the underwriting criteria for the City's
Employment Practices Coverage (EPQ Endorsement. MMIA's review identified two policies
which required modification for the City to maintain coverage under the MMIA EPC
Endorsement.
It is hereby ordered as follows-,
A. The Employee Resignation policy found in Section XV of the Employee Handbook,
Terminations and Resignations, is amended to read as follows:
Employee Resignation
In order to resign in good standing, employees must provide at least two (2)
weeks' notice of a decision to terminate employment with the City; Department
Heads must provide one month's notice. This allows the City time to prepare an
exit interview, and insure that all property and funds assigned to the employee are
accounted for. Unaccounted for property and/or funds may be reason to withhold
final pay. Employee resignations must be submitted in writing to, the appropriate
Supervisor, with a copy to the Human Resources Director. Employee
resignations may not be rescinded without the approval of the City Manager.
The City provides every exiting employee a grievance procedure within seven (7)
working days of the employee's last date of employment,
B. The City's Reduction in Workforce Policy found in Section XV of the Employee
Handbook, Terminations and Resignations, is amended as follows:
Reduction in Workforce
The City may reduce the number of hours an employee works, may reduce an employee's
salary, and/or may reduce the number of employees, as needed. This policy will apply
when the number of employees is to be reduced, but will not apply to staff reductions for
projects or programs funded with grant funds or other, special categorical funding
available for specified periods of time. (in the latter cases, any expectation for continued
employment will be directly tied to the grant or other funding.) Only the City Manager
possesses the authority to issue a reduction in force,
Unless otherwise provided for in law or in a collective bargaining agreement, layoffs will
be conducted in a manner that is consistent with the procedures described below.
1) In the event that a layoff is expected, the City will communicate information about an
impending layoff with an affected employee as soon as possible,
2) Employees who are subject to layoff will receive written notice which, at a minimum,
must include the following information:
a) Date layoff is effective;
b) Reason for the layoff (economics, work load, etc.); and
c) Infonnation regarding the continuation of Health Insurance Benefits under
COBRA.
3) Employees will be selected for layoff based on the legitimate business needs of the
City. In addition, the City may also consider an employee's:
Demonstrated current and past performance;
Length of service with the City, and
Transferability of skills to other City positions.
Evaluation of the foregoing criteria shall be within the sole discretion of the City.
4) Employees subject to layoff will receive their final paycheck according to City's
Terminations and Resignations policy, including the reimbursement of sick, vacation
and compensatory leave accruals.
5) A layoff is not an alternative to discharging an employee for cause or
disciplinary purposes.
This Administrative Order shall be distributed by the citywide internet system and posted on the
Human Resources webpage and on the bulletin boards of every City facility. Questions related
to these policy changes should be directed to Human Resources.
This Administrative Order is effective immediately.
DATED this 29 day of November, 2010.
CHRIS A. KUKULSKI
City Manager