HomeMy WebLinkAbout6.e. Advance Resignation Notice Policy
EXECUTIVE SUMMARY
City Council Regular Meeting: October 19, 2021
AGENDA ITEM: Advance Resignation Notice Policy AGENDA SECTION:
Consent
PREPARED BY: Logan Martin, City Administrator
Emmy Foster, Assistant City Administrator AGENDA NO. 6.e.
ATTACHMENTS: Draft Policy APPROVED BY: LJM
RECOMMENDED ACTION: Motion to approve the Advance Resignation Notice Policy
effective January 1, 2022.
BACKGROUND
As discussed at the October 5th City Council Work Session, succession planning is critical to the
continuance of good service and operations. Included in the City’s 2021-2025 Strategic Plan is the
development of an Advance Resignation Notice Program in pursuit of the overarching goal of “Developing
a High Performing Organization”.
Staff has developed the attached draft Advance Resignation Notice Policy that was designed to improve
the efficiency and stability of the City’s workforce by encouraging employees to give the City advance notice
of the intent to resign/retire. 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. Early notification of an employee’s
plans also allows staff to fully consider the most effective way to re-fill that position based on the needs of
the organization. By offering a one-time payment to employees who provide the City with an advanced
resignation notice, the City hopes to reduce the time that a position remains unfilled and reduce the costs
associated with addressing staff shortages while also maintaining excellent service to the public.
The key elements of the program include:
1. All regular employees who are in good standing and who have been employed with the City of
Rosemount for at least two years are eligible to participate in the program.
2. Expecting the employee to assist with training their replacement (where needed).
3. Limiting annual leave usage during the advance notice period.
4. Reserving the City’s right to refuse to enter into an Advance Notice Agreement with an employee.
5. Allowing employees 10 days to rescind their resignation submitted under the program.
6. Payment for a 90-day advance notice is $750; 120-day advance notice is $1000, and 180-day advance
notice is $1500.
7. Payment isn’t made until on or after the final day of work.
We anticipate that approximately three employees may take advantage of this program in the next year at a
direct cost of up to $4500. In addition, there may be some overlap in salary and benefit costs due to the
new hire starting work prior to the final day of the employee they are replacing.
Staff has found that the ability to recruit and hire immediately, and even creating a small overlap of service
(within some roles), is key to maintaining the high level of customer service and quality work that our
residents have come to expect in our growing community.
RECOMMENDATION
Staff recommends approval of the Advance Resignation Notice Policy effective January 1, 2022.
City of Rosemount Policy 10.25
Advanced Resignation Notice
Policy Number 10.25
Purpose
The City’s Advance Resignation Notice Policy 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.
Eligibility
This program is available to active regular full-time employees who are in good standing and who
have been employed in a regular full-time position for a minimum of two 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.
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 Annual Leave
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 benefited time off
during the final 90 - 180 day period. Leaves of absence will not be allowed/approved beyond the
employee’s final day of actual hours worked.
City Expectations
In order to be eligible for the one-time payment noted below, the departing employee will be
expected to train the replacement or new hire to the extent possible by transferring knowledge and
preparing documentation of the position as necessary.
Agreement Acceptance
The agreement must be signed by the employee, the City Administrator, Department Director, and
Human Resources to be effective. The City reserves the right to refuse to enter into this agreement
with any employee. For purposes of this policy, the term day(s) shall mean calendar day(s).
Payment
The City will provide the following one-time payment for advance notice:
Ninety (90) days: $750
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.
Rescission Period
An employee has ten (10) calendar days from the date the employee signs the agreement to rescind
the Advance Resignation Notice. After the City has accepted the resignation and after the duration
of the Employee’s 10-day rescission period, the resignation become 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. In addition, the Employee’s separation from employment may be considered by the City
as “not in good standing” and this determination may be relayed to the Employee’s prospective
employers. Breach of the Agreement may also serve as basis for ineligibility from future
employment with the City.
If a qualifying Family/Medical Leave Act (FMLA) event occurs during the effective period (90-180
days) of the agreement, such event shall be characterized as breach for good cause and the City
shall release the employee from the agreement and disqualify the employee from the incentive
payment.
Effective Date
This policy will go into effect on January 1, 2022.
Approved by: City Council
Date: October 19, 2021
Advance Resignation/Retirement Notice
Date: ______________________________________
To: ______________________________________ (Department Director)
From: ______________________________________ (Employee)
Re: Voluntary Resignation/Retirement Notice
I, ___________________________, voluntarily resign my position of
Print Name
_____________________________, with the City of Rosemount.
Job Title
My last day of work will be: ____________________________________ (termination date).
By signing this document I am agreeing to the terms and conditions of the City’s Advance
Resignation Notice Program. I understand that in order to be eligible for an Advance Notice
payment, I must give at least 90 days notice before my last day of work and that any payment will
be based upon the actual number of calendar days elapsed between the date of this notice and the
last day of work. I also understand that in signing this contract I am agreeing that there will no
longer be a position available to me after the agreed upon termination date.
I understand that I have ten (10) calendar days from the date I sign to rescind this resignation. A
rescission must be in writing, dated, signed, and delivered to Human Resources, City of Rosemount,
2875 – 145th St W, Rosemount, MN 55068 within the 10-calendar day period. After the 10-day
period my resignation is irrevocable, unless rescinded by the City.
____________________________________ ___________________
Employee Signature Date
Resignation/Retirement Acceptance
____________________________________ ___________________
Department Director Signature Date
____________________________________ ___________________
Human Resources Signature Date
____________________________________ ___________________
City Administrator Signature Date
Notice Payment eligible for: 90 days 120 days 180 days