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23-077 (09-05) Adopt Amendment to HandbookDocuSign Envelope ID: 046301EF-97D7-4892-99A3-6E82F35E4B4B RESOLUTION NO. 23-077 RESOLUTION ADOPTING AMENDMENT TO EMPLOYEE HANDBOOK WHEREAS, a completely revised Employee Handbook was adopted by Resolution 11-81 on December 20, 2011 and dated January 1, 2012; amended by Resolution 12-24 on March 20, 2012; amended by Resolution 12-100 on December 18, 2012; amended by Resolution 13-65 on July 16, 2013; and amended by Resolution 17-19 on April 20, 2017; and amended by Resolution 17-85 on December 17, 2017; and amended by Resolution 18-87 on December 18, 2018; and amended by Resolution 19-75 on December 17, 2019; and amended by Resolution 20-81 on December 15, 2020; and Amended by Resolution 21-17 on April 6, 2021; and Amended by Resolution 21-46 on June 15, 2021, and Amended by Resolution 21-116 on December 21, 2021, and Amended policy by Resolution 22-063 on July 5, 2022, and Amended by Resolution 22-118 on December 20, 2022, and by Resolution 23-034 on May 16, 2023; and WHEREAS, the Employee Handbook has been revised to include the required policy changes by Minnesota State Legislature in a manner that involves providing employees with an updated handbook;and WHEREAS, the above -referenced amendments will become effective as of July 1, 2023; and WHEREAS, the City desires to add programs such as the Advanced Notice Incentive Program to support continuity of operational efficiencies and recruitment; and WHEREAS, the Advanced Notice Incentive Program is one strategy to improve succession planning and costs associated with employee turnover. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden Valley that the above -referenced amendments to the City of Golden Valley Employee Handbook are hereby adopted, and the revised policies supersede all previously adopted policies and procedures except those contained in approved union contracts. Adopted by the City Council of Golden Valley, Minnesota this 5th day of September, 2023. DocuSigned by: (�TQ7F3Di393 Shepard M. Harris, Mayor ATTEST: LTDocuSigned by: �44 ",~ Theresa J. Schyma, City Clerk DocuSign Envelope ID: 046301EF-97D7-4892-99A3-6E82F35E4B4B City of Golden Valley Advanced Resignation and Retirement Notice Program Purpose The City of Golden Valley's Advanced Resignation Notice program is designed to improve the operational efficiency and stability of the workforce by encouraging employees to give advanced notice of their intent to leave employment with the City through voluntary resignation or voluntary retirement. The program gives the City the opportunity to begin a recruitment process as soon as possible after the City receives the departing employee's notice. The benefits of this program include reducing unfilled vacancy time and increasing opportunity for training overlap which leads to high -performing continuity of operations. Terms defined in the Golden Valley Employee Handbook, including but not limited to those terms defined in section 17 of the Employee Handbook, shall have the same meanings for purposes of this program. Program Eligibility This policy is available to all full-time regular and part-time regular employees who have worked in their regular position for a minimum of three years. Employees in temporary, seasonal, and paid on -call positions are not eligible for incentives under this program. Advanced Notice Process Employees may be eligible for an advanced notice incentive by submitting a 90, 120, or 180 calendar day notice and following the process outlined below: Complete the Advanced Notice Program Application form ("The Application Form") Submit the Advanced Notice Program Application form in addition to a written notice of intent to leave employment ("Advanced Resignation Notice") • The employee must submit the application form and notice of intent to leave employment a minimum of 90, 120, or 180 calendar days prior to their last day of work to their department director and human resources department. The employee's last day is the last regularly scheduled shift worked and employees may not use sick time/vacation or paid time -off to extend termination date beyond the last day worked. The Application Form must be signed by the employee, the department head, the Deputy City Manager/Human Resources Director, and the City Manager. The employee is not eligible for an incentive under this program if they do not complete and submit the Application Form with the required signatures and the Advanced Notice. The City reserves the right to refuse to enter into this agreement with any employee. The City also reserves the right to determine which vacancies to fill and whether to modify a position description prior to hiring a new employee. This decision will not affect a current employee's eligibility for an Advance Notice payment. Rescission Period An employee has ten (10) calendar days from the date the employee signs the Advance Resignation Notice to rescind their 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 DocuSign Envelope ID: 046301EF-97D7-4892-99A3-6E82F35E4B4B 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. Advanced Notice Payment The City will provide the following one-time payment for advanced notice based on the duration of advanced notice by the employee: Notification Requirement (Calendar Days) Incentive Amount 90 days 40 hours at the employee's regular rate of pay 120 days 60 hours at the employee's regular rate of pay 180 days* 80 hours at the employee's regular rate of pay *Applicable to Director level and above Incentive amounts are not cumulative and is based on the employee's regular rate of pay on their last day of employment. The payment will also be made on or after the employment termination date and is subject to taxation and required deductions. Program Rules A. Training Expectations The intent of this program is for the departing employee to prepare useful documentation and participate in the training of the new employee filling their position. B. Use of Leave The departing employee is expected to limit the use of leave, including PTO, Vacation, Comp, or other time, during the advanced notice period based on the duration of advance notice by the employee: Notification Period Maximum Allowable Leave During Notice Period 90 days 64 hours 120 days 80 hours 180 days* 120 hours The City reserves the right to approve or deny requests by an employee to use their accrued leave during their advanced notice period. Except as expressly authorized by the City Manager, employees may not use personal leave during their final two -week period of work. Directors may not use leave during their final four -week period of work. The City reserves the right to refuse to enter into this arrangement with any employee or to terminate an approved Advance Resignation Notice Application should an employee experience a work absence greater than five days. C. Forfeiting Payment The employee will forfeit eligibility for advanced notice payment under the following circumstances: • The employee terminates employment with the City in advance of the agreed upon resignation date; • The employee's position or employment is terminated by the City prior to the agreed upon resignation date; 0 The employee fails to comply with the terms stated in this program; DocuSign Envelope ID: 046301EF-97D7-4892-99A3-6E82F35E4B4B • The employee is under active investigation for misconduct prior to or during the advanced notice period; or • The employee does not follow the separation policies and procedures listed within the City of Golden Valley Employee Handbook or the employee does not leave in good standing.