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resolution 09-2023 - personnel manual - separation of employment policy

Other August 17, 2023 · 4 page(s)

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TOWN COUNCIL OF CENTREVILLE
RESOLUTION 09-2023
A RESOLUTION OF THE TOWN COUNCIL OF CENTREVILLE TO AMEND THE
SEPARATION OF EMPLOYMENT POLICY
WHEREAS, By Ordinance 01-2011, enacted on March 17, 2011 and effective on April 6, 2011,
the Town Council adopted the Personnel Manual: Rules and Regulations Governing the Operation of a
Merit System (“Personnel Manual”), as a personnel manual for employees of the Town of Centreville.
WHEREAS, by Ordinance 02-2013 enacted on February 21, 2013 and effective on March 14,
2013, the Town Council ordained in Section 3 that future amendments to the Personnel Manual may be
adopted by resolution.
WHEREAS, the Town of Centreville wishes to amend this separation of employment policy in the
Town’s Personnel Manual, attached hereto as Exhibit A.
NOW, THEREFORE, be it resolved by the Town Council of Centreville, this day of
August, 2023:
1. The Town of Centreville’s Separation of Employment Policy, Policy Number 200-001 attached
hereto as Exhibit A is hereby approved and shall replace all previous versions.
2. This Resolution shall be effective immediately.
ATTEST: THE TOWN COUNCIL OF CENTREVILLE
Carolyn M. Brinkley, Town Clerk Steven K. Kline, President
Ashley H. Kaiser, Esq., Vice President
Eric B. Johnson, Jr., Member
Daniel B. Worth, Member
Jim A. Beauchamp, Member

EXHIBIT A
Title: Separation of Employment Policy Resolution: 08-2023
Approved: 05.04.2023 Revised: 08.17.2023
Policy #: 200-001 Form(s): 23-003
J. Separation of Employment Policy
1. Purpose
It is the policy of the Town to ensure that employee terminations, including
voluntary and involuntary terminations and terminations due to the death of an
employee, are handled in a professional manner with minimal disruption to the
workplace.
2. Voluntary Terminations
Voluntary termination of employment occurs when an employee submits a written
or verbal notice of resignation, including intent to retire, to his/her supervisor or
when an employee is absent from work for three (3) consecutive workdays and fails
to contact his/her supervisor (job abandonment).
a. Procedures
i. Employees are requested to provide a minimum of two weeks’ notice of their
intention to separate employment. The employee should provide a written
resignation notification to his/her immediate supervisor.
ii. Upon receipt of an employee’s resignation, the supervisor will notify their
Department Head and Human Resources by sending a copy of the resignation
letter and any other pertinent information (e.g., employee’s reason for leaving, last
day of work, etc.)
iii. Human Resources will coordinate the employee’s departure from the Town. This
process will include the employee’s returning all town property, a review of the
employee’s post-termination benefits status and the employee’s completion of an
exit interview.
3. Involuntary Terminations
Procedures are outlined in (F) of this section.
4. Death of an Employee
A termination due to the death of an employee will be made effective as of the date
of death.
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EXHIBIT A
a. Procedures
i. Upon receiving notification of the death of an employee, the employee’s supervisor
should immediately notify human resources.
ii. Human Resources will process all appropriate beneficiary payments from the various
benefit plans.
iii. The employee’s supervisor should ensure that payroll receives the deceased
employee’s timesheet.
5. Final Pay
An employee who resigns or is discharged will be paid through the last day worked,
plus any unused compensable leave balances, less outstanding loans, advances, or
other agreements the employee may have with the town, in compliance with state
laws. In cases of an employee’s death, the final pay due to that employee will be paid
to the deceased employee’s estate or as otherwise required under state law.
6. Health Insurance
Medical, dental, and vision insurance coverage terminates the last day the employee
worked. Information about COBRA continuation coverage will be provided.
7. Return of Property
Employees must return all town property at the time of separation, including
uniforms, cellphones, keys, laptops, intellectual property, and identification cards.
Failure to return some items may result in deductions from the employee’s final
paycheck where state law allows. An employee will be required to sign a wage
deduction authorization to deduct the costs of such items from the final paycheck. In
some circumstances, the Town of Centreville may pursue criminal charges for failure
to return company property. An employee who possesses administrative rights will
be required to sign a document relinquishing their rights upon separation of
employment.
8. Exit Interview
An employee who voluntarily resigns shall schedule an exit interview with Human
Resources prior to the employee’s last day of work.
9. Eligibility for Rehire
a. Employees who leave town employment in good standing with proper notice may
be considered for rehire. Former employees must follow the normal application
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EXHIBIT A
and hiring processes and must meet all minimum qualifications and requirements
of the position, including any required qualifying exam. Rehired employees will
not retain previous tenure when calculating longevity, leave accruals or any other
benefits, unless required by law.
b. Employees who are involuntarily terminated by the town for cause or
who resign in lieu of termination are ineligible for rehire. In addition,
employees who resign without providing adequate notice or who abandon
their job will not be considered for rehire.
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