Loading...
20-2208 Amend the City of Meridian Operating Policy and Procedure to create a New Policy 2.10 Remote Work Policy CITY OF MERIDIAN RESOLUTION NO. 20-2208 BY THE CITY COUNCIL: BERNT, BORTON, CAVENER, HOAGLUN, PERREAULT, STRADER A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL BY CREATING A NEW POLICY 2.10 — REMOTE WORK POLICY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council have authority over the operations, policies, and procedures for the City of Meridian; WHEREAS the City has previously approved a Standard Operating Policy and Procedures Manual in 2002 for application to all employees of the City; WHEREAS the City Council may amend the Manual from time to time as necessary to incorporate changes as needed. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is hereby amended by creating a new Policy 2.10 —Remote Work Policy; copies of said policy is attached and incorporated by reference as Exhibit"A". SECTION 2. This Resolution shall be in full force and effect upon adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this 28th day of April , 2020. APPROVED by the Mayor of the City of Meridian, Idaho, this 28th day of April , 2020. APPROVED: Mayor Robert E. Simison ATTEST: By: Chris Johnson, City Clerk CITY OF MERIDIAN POLICY AND PROCEDURES MANUAL CREATING POLICY 2.10-REMOTE WORK POLICY (�VEI� �J City of Meridian Standard Operating Policy Number 2.10 Remote Work Purpose: To set forth the City's policy regarding remote work as an alternative to an employee's designated work location. Policy: The City considers remote work to be a viable, flexible work option when both the employee and the job are suited to such an arrangement and it meets the needs of the City. Remote work is the concept of working from home or another location. Remote work can be informal, such as working from home for a short- term project or a formal set schedule of working away from the office. Remote work is an alternative method of working that, when implemented, does not alter the work expectations of the employee or diminish the services offered by the City. The City may allow remote work for designated positions to create the opportunity for remote work location to meet City needs without compromising productivity, quality, customer service, etc, while promoting employee workplace flexibility. Employees may request a remote work arrangement if their position has been identified by the City as being eligible. The City has the right to refuse to make remote work available to an employee and to terminate a remote work arrangement at any time. Authority & Responsibility: Department Directors or designee shall be responsible to ensure the appropriate administration of this policy in consultation with Human Resources and Information Technology. Revision Date: 04/2020 Procedures and Related Information: I. Eligible Positions for Remote Work A. Department Directors or designee shall determine which positions are eligible for remote work. II. Hours Worked A. Remote work arrangement shall not exceed 50% of the employee's regular weekly work schedule. B. Employees are expected to adhere to the agreed upon work schedule. III. Eligible Employees for Remote Work A. Remote Work may be available to a full-time or part-time employee working in an eligible position once the employee has successfully completed his/her introductory period of employment or whose last performance review had a minimum overall rating of fully competent unless the employee is currently the subject to an employment investigation or other disciplinary action, including but not limited to being on a performance improvement plan. IV. Pre -Request Remote Work Arrangement Considerations A. Before entering into any remote work arrangement, the employee and supervisor will evaluate the suitability of such an arrangement including but not limited to reviewing the following areas: 1. Remote work equipment needs and availability of equipment. Information Technology shall be consulted to determine equipment availability and if not available, the supervisor shall inform the employee that remote work is not currently an option. 2. Remote work is not to be used for the purpose of accommodating regular childcare needs of the employee. The focus of the arrangement must remain on meeting business need and operational demands. 3. If an employee is seeking a remote work ADA Accommodation, please contact Human Resources. V. Request to Remote Work A. Employee initiated request for remote work shall be submitted by email to his or her supervisor. B. The supervisor will issue a decision via email. VI. Remote Work Equipment A. The Information Technology department will be consulted regarding any remote equipment needs. B Existing City issued mobile computing device or personal device capable of accessing a City issue device is required. No other city equipment will be issued unless the equipment is planned for as part of the budget process through a computer replacement and/or budget request associated with new position, and based on other needs of the position, not remote work needs. C. The City will not incur any additional costs due to a remote work arrangement, except Virtual Private Network (VPN) software. Revision Date: 04/2020 D. If inaccessibility to the Internet service occurs at the remote location and impacts the employees ability to perform the functions of the position the employee is required to notify their supervisor and should return to their City assigned work location in a timely manner. If the supervisor is unavailable the employee should return to their City assigned work location to continue working until such time as the Internet service can be restored. The supervisor must approve the employee returning to remote work. E. No checking out equipment from Information Technology. F. Information Technology department will maintain an inventory list for City equipment that is authorized to be used at a remote work location. VII. Evaluation of Remote Employee Performance for Continued Remote Work A. The expectation is that the supervisor and remote worker will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved. B. The expectation is that a remote worker will fulfill position responsibilities as expected at the regular work location. C. The supervisor shall address concerns related to performance in a timely manner and the remote work arrangement may be terminated if performance expectations are not being met. VIII. Security A. Consistent with the City's expectations of information security for employees working at their regular work location, remote employees will be expected to ensure the protection of proprietary information and customer information. Steps include the use of locked file cabinets and desks, regular password maintenance, locking computers, and any other measures appropriate for the job and the environment. B. Any City's issued assets and/or materials are expected to be secured and not accessible to anyone other than a City employee. IX. Safety A. Employees are expected to maintain their remote workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a remote location and in conjunction with his or her regular work duties are normally covered by the City's workers' compensation program. Remote employees are responsible for notifying their supervisor of such injuries as soon as practicable as outlined by the worker's compensation policy. The employee is liable for any injuries sustained by non -work-related family members or visitors to his or her remote workspace. X. Compliance A. All City policies and procedures shall be followed by employees who remote work. B. Failure to comply with the Remote Work Policy and these procedures or any other City policy or procedure may subject an employee to disciplinary action up to an including termination. Revision Date: 04/2020 XI. Remote Work / Continuity of Operations A. These procedures may be superseded in part or in their entirety during times of emergency declaration by Governor, Health District, or Mayor. B. Special consideration for temporary remote work arrangements may be afforded to employees in essential and non-essential positions, in the event of an emergency declaration by Governor, Health District or Mayor. In the event of such declaration, the Mayor shall approve guidelines specific to the nature of the declaration including but not limited to individual department plans for continuity of operations. C. The Mayor in consultation with the designated individual or entity responsible for emergency management and department directors shall coordinate immediate and necessary unplanned budget expenditures to facilitate employee remote work arrangements to continue operations of essential and non-essential functions without disruption. D. The Mayor or designee may authorize additional City owned equipment to be taken to remote work space that wouldn't normally be allowed by these procedures. (Office supplies, desktop computers, chairs, etc.) E. Employees shall not receive additional compensation, benefits, or reimbursement for extra commuting or remote work space related expenses due to remote working with the exception of possible assistance with Internet service. Revision Date: 04/2020