Item 5BCity of Southlake, Texas
MEMORANDUM
April 9, 2003
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Human Resources
SUBJECT: Resolution No. 03 -023, Amending the Personnel Policies to adopt the Interim
Status Pay Policy.
Action Requested: City Council approval of Resolution No. 03 -023, amending the Personnel
Policies to adopt the Interim Status Pay Policy.
Background
Information: From time to time, certain positions of significant responsibility and /or duties
become vacated by employee resignations, illnesses, leaves of absence, or
other reasons. Due to the nature of the position, it is desirable to fill the
position quickly, at least on an interim basis. Often, these positions in the past
have been filled on an interim basis by another employee, who assumes
increased duties and responsibilities at no additional compensation.
This policy would provide a systematic and organized approach for the
administration of interim assignments to positions of higher responsibility and
duties. It would also provide additional compensation to those employees
assigned, in writing, to an interim assignment. The policy applies to all
employees, including fire and police personnel.
The major highlights of the policy are:
• Interim assignments must be at least thirty (30) consecutive calendar
days in duration.
• Interim assignments at the Department Director or deputy director level
require the City Manager's written approval. Department Directors
have the authority to approve other interim assignments, taking into
consideration the necessity to fill the position on an interim basis.
• An employee assigned in an interim status will receive additional
compensation of 3 -5% above the employee's current pay.
Financial
Considerations: It is anticipated that in many cases, the interim assignment will fill a vacant
position, or fill in for the incumbent employee on extended leave without pay.
In these cases, there would be no adverse effect to the budget.
In other situations, the budget impact is anticipated to be less than $10,000
annually.
Billy Campbell, City Manager
April 9, 2003
Page 2
Citizen Input/
Board Review: Not Applicable.
Legal Review: The City Attorney has reviewed the policy.
Alternatives: Input as desired by Council.
Supporting
Documents:
• Resolution No. 03 -023, Amending the Personnel Policies to include the
Interim Status Pay Policy.
• Interim Status Pay Policy
Staff
Recommendation: City Council approval of the Interim Status Pay Policy and Resolution No. 03-
023, adopting the Interim Status Pay Policy and including it in the Personnel
Policies.
RESOLUTION NO. 03 -023
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, AMENDING THE PERSONNEL POLICIES TO
ADOPT THE INTERIM STATUS PAY POLICY.
WHEREAS, the City of Southlake (the "City ") recognizes that from time employees may
be asked to temporarily fulfill the duties and responsibilities of a significantly higher position; and
WHEREAS, the City also recognizes that an interim assignment may last for a significant
duration of time and that an employee should be fairly compensated for these significant
additional duties; and
WHEREAS, Section 141.033 of the Texas Local Government Code requires that fire and
police personnel, when performing the duties of a higher classification, be compensated at that
pay level; and
WHEREAS, a standard policy is necessary to provide fair and equitable assignment and
compensation for all employees while in an interim status; now
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, THAT:
Section 1: The City of Southlake hereby amends the Personnel Policies to include the Interim
Status Pay policy.
Section 2: This resolution shall become effective after its passage and adoption by the City
Council.
PASSED AND APPROVED THIS THE DAY OF , 2003.
Rick Stacy, Mayor
ATTEST:
Lori Farwell, City Secretary
City of Southlake
Personnel Policies
Section Wage and Salary Administration Topic Interim Status Pay
Effective Date April 15, 2003
Approved By : Resolution No. 03 -023 Revision Date
Interim Status Pay
1.0 Purpose and Scope
The City recognizes that certain positions of significant responsibility and duties, may
from time to time become vacated for a variety of reasons, and that another employee
may be asked to fulfill the duties of an employee serving in a higher level position for an
interim period. It is also recognized that these duties are of such a nature and level of
responsibility, and may last for an unknown period of time, that additional compensation
is warranted for an employee asked to fulfill these interim duties. This policy is to
provide a systematic and organized approach for the administration of interim
assignments to a position of higher responsibility. This policy applies to all employees,
including fire services personnel and sworn police officers.
2.0 Definitions
2.1 Executive Management Team — the City Manager, Assistant City Manager, and
the department directors.
2.2 Deputy Director — the Assistant Finance Director, the Chief of Administrative
Services, the Fire Chief, the Police Chief, the Deputy Director of Community
Services, the Deputy Director of Public Works /City Engineer, and the Public
Works Operations Manager.
2.3 Interim Assignment — An assignment of at least thirty (30) consecutive calendar
days to a position of higher responsibility and duties.
Interim Status Pay
Effective:
Page 2 of 3
3.0 Policy
The City Manager may temporarily assign an employee to serve in a position on the
Executive Management Team. A department director may recommend, subject to City
Manager approval, an employee to serve in a deputy director position for an interim
assignment.
3.1 An interim assignment, except as provided below, shall not become effective
without the City Manager's written approval, and will stipulate the effective date
and estimated duration of the interim assignment.
3. 1.1 The Department Director shall approve, in writing, all interim status
assignments for personnel below the level of deputy director, taking into
consideration the need to fill the position on an interim basis.
3.1.2 Fire and Police personnel: Except for executive management and deputy
director positions, the Director of Public Safety or his designee, will
approve interim assignments, in writing, for fire and police personnel who
perform the duties of a higher classification.
3.1.3 In the event an interim assignment extends beyond twelve (12) months,
the City Manager or Department Director, as appropriate, shall re- evaluate
the interim status assignment and determine if it shall be renewed. If
renewed, the employee is eligible for additional compensation as per
paragraph 3.2.
3.2 An employee serving in an interim assignment status will be compensated with a
temporary increase in salary of 3 -5 % over the employee's current salary (placing
the employee on the step closest to this range in the higher grade, but not
exceeding 5 %), or the minimum pay rate for the position in which the employee is
serving, whichever is greater.
3.2.1 Interim Status Pay will be paid commencing upon the first day following
completion of the required minimum time period, but will be effective as
of the first day of the interim assignment.
3.3 An employee acting in an interim assignment status must be qualified to perform
and must actually perform the full range of duties of the higher -level position
during the interim assignment. The duties performed of the higher level position
must be above and beyond the duties described in the employee's current job
classification.
3.4 Upon completion of the interim assignment, the employee will return to the
employee's regular job assignment and duties. The employee's compensation
will return to that employee's regular rate of pay prior to the temporary
Interim Status Pay
Effective:
Page 3 of 3
assignment.
3.4.1 If an employee's step date occurs during an interim assignment and the
employee is eligible to move to the next step, the employee shall advance
to the next step upon completion of the interim assignment.
3.5 An interim assignment does not constitute a promotion and shall in no way be
construed as a permanent assignment.