HomeMy WebLinkAboutItem 06.iDate: Item No.
Resolution Amending Resignation Policy For Advance Resignation Program
Proposed Action
Staff recommends adoption of the following motion: Move to approve the amendment to the
Resignation Policy for Advance Resignation Program.
Overview
At a recent workshop, City Council and staff discussed implementing an Advance Resignation
Program. The City of Lakeville will experience several retirements within the next 5 to 10 years.
The proposed Advance Resignation Notice Program is designed to improve the efficiency and
stability of the City’s workforce by encouraging employees to give the City advance notice of
their intent to resign. The purpose of this program is to begin the process of replacing an
employee who is leaving the City as soon as possible after notice is received.
This program includes a financial incentive for full-time employees to submit their resignations
up to 6 months in advance. The departing employee would be expected to prepare
documentation pertinent to their position. They would also be expected to train the replacement
if possible. Staff is anticipating up to 6 retirements for 2018.
The City Attorney has reviewed the proposed amendment. The proposed amendment
change would be effective October 3, 2017.
Primary Issues to Consider
•Implementing an advance resignation notice program would provide staff with the
opportunity to advertise and hire a position in a timely manner. It would also help
with the training and transfer of knowledge to new employees.
Supporting Information
•Resolution Amending Resignation Policy 6.32
•Resignation Policy 6.32
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Tammy Schutta, Human Resources Manager
October 2, 2017
9,000 General Fund
CITY OF LAKEVILLE
RESOLUTION NO. ____
RESOLUTION AMENDING THE RESIGNATION POLICY
FOR ADVANCE RESIGNATION PROGRAM
WHEREAS, the City of Lakeville will experience several retirements within the next 5 to 10
years; and
WHEREAS, an amendment to the Resignation Policy will provide a financial incentive for
eligible full-time employees to submit their resignations up to 6 months in advance; and
WHEREAS, an Advance Resignation Program would improve the efficiency and stability of the
City’s workforce and help maintain high quality city services for our residents and local
businesses.
NOW, THEREFORE, BE IT RESOLVED that the City Council approves the amendment to
Resignation policy to allow eligible employees to submit their resignations up to 6 months in
advance. The Advance Resignation Notice Program is effective upon approval of the Resignation
Policy amendment.
ADOPTED by the Lakeville City Council this 2nd day of October 2017
______________________________
Douglas P. Anderson, Mayor
_________________________________
Charlene Friedges, City Clerk
RESIGNATION
Policy 6.32
1) POLICY
a) Any employee wishing to leave city employment in good standing must file with the
employee’s department director, at least fourteen (14) days before leaving, a written
resignation stating the effective date of the resignation and the reason for leaving.
Department directors must give at least thirty (30) days advance written notice to the
City Administrator. Failure to comply with this particular procedure may be cause for
denying such employee future employment by the city and denying termination leave
benefits.
b) Unauthorized absence from work for a period of three (3) working days may be
considered by the department director as resignation, without benefits.
c) An employee who has resigned from a position may be considered for reemployment
but will have no inherent right to the employee’s former position.
2) ADVANCE RESIGNATION NOTICE PROGRAM
a) Purpose
The City’s Advance Resignation Notice Program is designed to improve the efficiency and
stability of the City’s workforce by encouraging employees to give the City advance notice
of their intent to resign. The purpose of this program is to begin the process of replacing
an employee who is leaving the City as soon as possible after notice is received. This will
reduce the time that the position remains unfilled.
b) Eligibility
This program is available to:
Department Directors who have been employed for a minimum of five years; and
Active full-time employees, who have been employed in a full-time position for a
minimum of ten years.
The City reserves the right to not replace any employee who resigns, and/or to modify the
position and duties prior to hiring a new employee. This decision will not affect a current
employee’s eligibility for an Advance Notice payment.
c) Notice & Use of Leave
In order to be eligible for an Advance Notice payment an employee must give at least 90
calendar days notice to the employee’s Department Director before his or her last day of
work. The last day of work is defined for this program as the last day that an employee will
be actively working for the City. The City reserves the right to approve or deny requests for
use of accrued vacation, PTO, comp time, or sick leave for a planned medical procedure
during the 90-180 day period. It is the policy and intent that an employee requesting an
Advance Notice Incentive remains actively working for the City and limits the use of
vacation, sick leave, PTO or comp time during the final 90-180 day period.
d) City Expectations
In order to be eligible for the one-time payment noted below, the departing employee will
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be expected to train the replacement or new hire to the extent possible by transferring
knowledge and preparing documentation of the position as necessary.
e) Advance Resignation Notice
The Advance Resignation Notice must be signed by the employee, the Department
Director, and the City Administrator to be effective. The City reserves the right to refuse to
enter into this advance resignation notice with any employee. For purposes of this policy,
the term day(s) shall mean calendar day(s).
f) Payment
The City will provide the following one-time payment for advance notice:
Ninety (90) days: $ 500
One Hundred Twenty (120) days: $1,000
One Hundred Eighty (180) days: $1,500
Payment will be made on or after the employment termination date. Payment will not be
made if the employee or the City rescinds the resignation. Payment is subject to taxation
and required deductions.
g) Rescission Period
An employee has ten (10) calendar days from the date the employee signs the Advance
Resignation Notice to rescind notice. After the City has accepted the resignation and after
the duration of the Employee’s 10-day rescission period, the resignation becomes
irrevocable and the Employee may no longer rescind it without the City’s agreement to
either permit rescission or defer the resignation. Refusing to accept the Advance Notice
payment will not void the Agreement. In the event the Employee breaches this Agreement
by terminating employment with the City in advance of the agreed upon resignation date,
the Employee forfeits all eligibility for any advance resignation incentive.
h) Effective Date
This program will go into effect on October 2, 2017.
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