Department: County Administration
Department Head/Elected Official: Diana Ramirez, County Administrator
Regular or Supplemental RCA: Regular RCA
Type of Request: Policy
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Participation (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Request Summary (Agenda Caption):
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Request for approval to create a new position type to allow for succession planning for certain appointed positions of County departments.
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Background and Discussion:
OCA is requesting Commissioners Court’s approval of a new position type to be used for succession planning of certain appointed positions and allow an orderly transition of work and responsibilities when certain appointed staff provide advance notice of their retirement or resignation of their positions. It is currently difficult for departments to timely recruit a replacement when a retirement or resignation is announced.
Position Type: Succession
This new succession position type would be agreed upon in writing, time limited, and held by the employee submitting the notice of retirement or resignation, with the end date of the position coinciding with the retirement or resignation date identified in the employee’s official retirement or resignation notice to the County. The new succession position type would continue with the same employment benefits previously held in the vacating position.
Eligible Appointed Positions:
• Director and Executive Director positions;
• Deputy and Chief Deputy positions; and
• Highly technical or specialized positions with unique knowledge or skills that are not easily replaceable in the market.
Time Limit for the Succession Position:
Up to 18 months, depending on the position, available funding, and agreement of the retiring or resigning employee and the County department.
Process:
Department requests for creation of a Succession Position and supporting documentation must be routed to OMB and HRRM for review and placed on the Commissioners Court’s agenda by HRRM with a Fiscal Review Request Form identifying the cost and fund source.
Funding Source:
The requesting department must identify one-time funding available within their budget. If no one-time funding is available according to OMB, the department may request approval of one-time funding from Commissioners Court.
Succession Process:
• Upon receipt of notice and agreement by the employee retiring or resigning, and following the Approval Process, the employee will be moved to the Succession Position with the end date that matches the employee’s retirement date or resignation notice on the supporting documentation.
• The Succession Position will have the exact title of the position that is being vacated with “Succession” added at the end (e.g., Director V - Succession). The employee in the Succession Position will continue with their regular job duties in accordance with the agreement between the retiring or resigning employee and the County department, and with the same employment benefits previously held in the vacating position.
• The vacated regular appointed position will be recruited and onboarded. The employee in the Succession Position may be requested to assist with recruiting their replacement.
• The employee in the Succession Position will transfer duties to the replacement employee for the regular appointed position in accordance with the agreement between the retiring or resigning employee and the County department and assist with their training when requested.
• The employee in the Succession Position will assist their replacement for the regular appointed position with other special projects when requested until their retirement or resignation date (Time Limit) for the position.
• Upon reaching the employee’s retirement or resignation date, the Succession Position will be terminated.
Department Support:
HRRM, OMB, and US support will be required to implement this process efficiently and effectively.
Expected Impact:
This process will allow for a more orderly transition of responsibilities and work and help with staff morale.
Alternative Options:
Continuing without succession planning will not yield the same benefits as this process.
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Prior Court Action (if any):
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Precinct(s): Countywide
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Anticipated Court Date: 06/25/2024
Anticipated Implementation Date (if different from Court date): N/A
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Diana Ramirez, County Administrator, Office of County Administration
Attachments (if applicable): N/A