Staff Report for the Board of Directors Meeting of May 14, 2014

Transcription

1 Nevada Irrigation District Staff Report for the Board of Directors Meeting of May 14, 2014 TO: FROM: Board of Directors Timothy A. Crough, Assistant General Manager Jim Malberg, Finance Manager DATE: May 6, 2014 SUBJECT: Staffing Overlap for Operational Continuity FINANCE DEPARTMENT RECOMMENDATION: Adopt Resolution No (Establishing Policies for Administration - Staffing Overlap for Operational Continuity) as recommended by the Administrative Practices Committee. BACKGROUND: Since January 1, 2014 the District has received and accepted notices of retirement from 16 staff members and expects to receive and accept several more prior to June 30, In order to provide for continuity of operations staff has realized that it is important to have a short period of time in which there is an overlap between the retiring employee and the new employee. In addition, these retiring employees have worked for the District for many years and possess a great deal of institutional knowledge that can be an asset to the District if passed on to new employees that will fill these soon to be vacant positions. CalPERS request s that members provide a minimum of ninety (90) days advance notice prior to their retirement date to allow for processing. Once the member is down to the final thirty (30) days prior to retirement, CalPERS does not allow the member to withdraw their retirement paperwork. In addition, as of January 1, 2013 CalPERS does not allow retiring members to return to work to the agency from which they retired in a contractual or temporary arrangement for One Hundred Eighty (180) days following their retirement date

2 The attached draft policy would authorize the General Manager to temporarily exceed the Board approved number of full-time equivalent (FTE) positions in cases in which the District has received and accepted a notice of retirement or termination. The draft policy stipulates that there will not be an increase to the Board approved budget and that the maximum amount of time that an individual FTE can overlap is ninety (90) days. BUDGETARY IMPACT: None TAC/JM attachments (1): Draft Policy - 2 -

3 ESTABLISHING POLICIES FOR ADMINISTRATION - STAFFING OVERLAP FOR OPERATIONAL CONTINUITY WHEREAS, the Nevada Irrigation District (the District ) intends to establish, and revise from time to time, administrative policies to guide the operations and management of the District; and WHEREAS, District staff has drafted certain policies for consideration by the Board of Directors using sample guidelines that were recommended by the District s insurance carrier; and WHEREAS, such draft policies have been reviewed by the District s Legal Counsel and found to be in accordance with law. NOW, THEREFORE, BE IT RESOLVED, the Board of Directors of the Nevada Irrigation District hereby adopts the following policy, as attached and shall be incorporated herein: #2085 Staffing Overlap for Operational Continuity BE IT FURTHER RESOLVED, that the attached policy shall be incorporated into the District Policy Manual, and the Board Secretary is hereby authorized to assign and revise policy numbers to the attached policies, and format and reformat the attached as may be needed for an organized, comprehensive, policy manual.

4 Resolution No Administrative Policy Staffing Overlap for Operational Continuity Page 2 BE IT FURTHER RESOLVED, that this resolution shall take effect immediately upon its adoption. * * * PASSED AND ADOPTED by the Board of Directors of the Nevada Irrigation District at a regular meeting held on the 14th day of May, 2014, by the following vote: AYES: NOES: ABSENT: ABSTAINS: President of the Board of Directors Attest: Secretary to the Board of Directors

5 Nevada Irrigation District POLICY MANUAL POLICY TITLE: Staffing Overlap for Operational Continuity POLICY NUMBER: Nevada Irrigation District adopts an annual operations budget that authorizes the total number of full-time equivalent positions by job classification Employees separate from the District for various reasons including retirement or the pursuit of other professional opportunities. In the case of retirement, employees often notify the District several months in advance to allow for planning and training In order to provide continuity of operations and facilitate new hire training, it is often necessary to overlap the employment of a separating employee and a new employee hired to fill the vacant position created by that separation The General Manager is authorized to overlap staff in positions in which the District has received and accepted a letter of retirement or resignation. The overlapping of staff must not increase the overall annual budget adopted by the Board of Directors and may not exceed ninety (90) days in duration. Adopted: May 14, 2014 via Resolution No Revised: XXXX-1