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HomeMy WebLinkAboutDocumentation_Regular_Tab 19_8/12/2021Agenda Item #19. Regular Council STAFF MEMO Meeting: Regular Council - Aug 12 2021 Staff Contact: Merlene Reid, Director, HR & Risk Department: HR Management Approve Personnel Policy Update - Telecommuting (2.12) Personnel Policy Telecommuting(2.12) is being updated to allow eligible part-time employees working less than 26 hours weekly, the ability to work remotely at the discretion of the department head. This change allows for more flexibility in the employment relationship at the department level, an arrangement which is beneficial to both the Village and this exclusive group of employees. The Village currently has 4 employees in this group, of which only 2 would qualify to work remotely. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. POTENTIAL MOTION / DIRECTION REQUESTED:0M Revised-Telecommuting 2.12 Page 212 of 475 Agenda Item #19. VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: TELECOMMUTING POLICY: 2.12 EFFECTIVE: March 18, 2020 REVISED: NewAu2ust 12, 2021 PAGES: CONTENTS: This policy consists of the following numbered sections: 1. Purpose 11. Policy Statement 111. Eligibility IV. Responsibilities 1. PURPOSE: To establish guidelines for telecommuting as a viable, flexible work option when both employee/ Village circumstances and the job are suited to such an arrangement. II. POLICY STATEMENT: Telecommuting allows employees to work remotely for all or part of their workweek, usually from home. It may be appropriate for some employees, situations and jobs, but not for others. Telecommuting is not an entitlement, nor a Village -wide benefit, and in no way changes the terms and conditions of employment with the Village and may be revoked at any time for any reason for both full-time and part-time employees. It may take different forms, such as: 1. Short-term arrangements (up to three months) 2. Emergency/disaster situations (determined by the situation) 3. Special projects (up to two weeks) The Village will determine equipment needs for each employee on a case -by -case basis related to the job, and will not be responsible for any costs beyond providing the necessary equipment and tools. Preparations should be made by managers and employees well in advance to allow remote work in emergency circumstances, including appropriate equipment needs. All forms of telecommute arrangements listed above will require a telecommuting agreement, signed by all parties. III. ELIGIBILITY: Where the employee's job is assigned a Telecommuting Assessment rating of 70% or higher, either the employee or a manager may recommend telecommuting as a possible temporary work option for short-term arrangements. Emergency/disaster situations and special projects are at the discretion of the Village Manager or his designate. Part-time employees working less than 26 hours weekly and who meet the minimum telecommutingrating, ating, may work remotely at the discretion of their department head, regardless of employment date. Short-term Arrangements Individuals requesting formal telecommuting arrangements must work in positions that meet the telecommuting threshold rating, be employed with the Village for a minimum of 12 months of continuous, regular employment, and have a satisfactory performance record. Requests should be made to the employee's manager who will consider the application with regard to the best interest of the Village, and the exigencies of the reasons given by the employee. Where both parties agree, and the Village Manager's approves the arrangement, the HR department will prepare the telecommuting agreement, which will be signed by all parties. Efforts should be made on both sides to give notice of changes to the termination date of the agreement, however, there may be instances, when no notice is possible. Emergency/Disaster Situations In the event of an emergency such as a pandemic, weather or other disaster, the Village Manager may require employees to temporarily work from home to ensure business continuity and these employees will be advised of such requirements by the department head. In many cases, emergency telework arrangements will be estimated and the Village may require employees to return to regular, in -office work at any time, or may extend the telecommuting period. For voluntary requests for telework arrangements, either the employee or department head can initiate a temporary telecommuting arrangement during emergency circumstances. The employee and manager will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement, including equipment needs, and scheduling issues. Special Projects Page 213 of 475 Agenda Item #19. VILLAGE OF TEQUESTA PERSONNEL POLICY In circumstances where the Village Manager or a 9. The employee will report to the employer's department head determines that working remotely work location as necessary upon directive (home or otherwise) will be more efficient for brief from his or her supervisor. projects requiring immediate attention, this will be 10. Manager and telecommuter are expected to handled at the department level. communicate at a level consistent with IV. RESPONSIBILITIES: employees working at the office, or in a manner and frequency that is appropriate for When the telecommuting agreement is executed: the job and the individuals involved. 1. The employee will remain accessible and APPROVAL: productive during scheduled work hours and communicate regularly with his or her supervisor and co-workers. 2. The employee will comply with all Village JEREMY ALLEN, VILLAGE MANAGER rules, policies, practices and instructions that TEQUESTA, FLORIDA would apply if the employee were working at the employer's work location, maintaining satisfactory performance standards. 3. The employee will record time in accordance with regular timekeeping practices, and hourly paid employees will continue to obtain approval before working unscheduled overtime. 4. The employee will make arrangements for regular dependent care. Notwithstanding, in a pandemic or other emergency circumstances, exceptions may be made for employees with caregiving responsibilities, with prior, written approval by the department head. 5. The employee will maintain a safe and secure work environment at all times and will report work -related injuries to his or her manager as soon as practicable. 6. Village equipment will not be used by anyone other than the employee and only for business - related work. 7. The employee will not make any changes to security or administrative equipment settings and will abide by the terms of the Village's Computer, E-Mail and Internet policy. 8. The employee understands that all tools and resources provided by the Village shall remain Village property at all times, and agrees to protect them from theft or damage, immediately reporting theft or damage to his or her manager. Page 214 of 475