No preview available
HomeMy WebLinkAboutR81-24 Eagle County Personnel PolicyY x ~~ RESOLUTION OF THE BOARD OF COUNTY COMMISSIONEP.S COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION No. 81- EAGLE COUNTY PERSONNEL POLICY WHEREAS, pursuant to Section 30-2-104, C,R.S. 1973, as amended, the Board of County Commissioners, County of Eagle, State of Colorado, hereinafter referred to as the "Board", is empowered to adopt a classification and compensation plan for all County employees paid in whole or in part by the County; and WHEREAS, pursuant to the aforesaid statute, upon adoption of a classification and compensation plan by the Board, all changes in benefits, pay grades, and job classi- fication of employees shall thereafter be made in accordance with such plan; and WHEREAS, pursuant to the aforesaid statute, upon the acceptance of such a plan by any elected official of the County of Eagle, Colorado, said plan shall become binding upon the employees of that office; and WHEREAS, the Board desires to adopt such a plan to be referred to and cited as the "Eagle County Personnel Policy", hereinafter referred to as the "Personnel Policy", and to make said Personnel Policy and the provisions and benefits contained therein available to any elected official and his/her employees upon the acceptance thereof by said elected official. NOW, THEREFORE, be it resolved by the Board of County Commissioners, County of Eagle, State of Colorado: .' THAT, the Board hereby adopts the "Eagle County Personnel Policy" as set forth in Exhibit "A" attached hereto and incorporated herein by this reference. THAT, the Personnel Policy shall apply and shall be binding upon all County employees paid in whole or in part by the County except as otherwise provided for in Section 30-2-104, C.R.S. 1973, as amended, and/or the Personnel Policy. THAT, all changes in benefits, gay grades and job classification of employees shall be :Wade in accordance with the Personnel Policy. THAT, upon acceptance of the Eagle County Personnel Policy by any elected official of the County of Eagle, said Personnel Policy shall become binding upon the employees of that elected official's office. THAT, nothing contained in this Resolution or the Eagle County Personnel Policy shall be construed as author- izing any elected official, department head, board, commission or any other person or spending unit to exceed his/her/its respective appropriated budget. THAT, upon approval and adoption of this Resolution, any and all existing or previously adopted Personnel Policies not reflected in this Resolution shall be and are hereby repealed and superseded by this Resolution. THAT, the provisions of this Resolution and the Eagle County Personnel Policy incorporated therein are severable. If any section, sentence, clause, or phrase therein is adjudged by a court of competent jurisdiction to be invalid, the decision shall not affect the validity of the remaining portions of this Resolution and/or the Eagle County Personnel Policy. -2- •.. THAT, the Board hereby declares that the provisions of the Eagle ount Personnel Policy heretofore shall be effective ~ ~ ~~~ THAT, the Board hereby finds, determines and declares that this Resolution is necessary for the health, safety and welfare of the citizens of the County of Eagle. MOVED, READ AND UNANIMOUSLY adopted at a regular meeting of the Board of County Commissioners, County of Eagle, State of Colorado, held this day of €, 1981. ATTEST: COUNTY OF EAGLE, STATE OF COLORADO By and Through its BOARD OF COUNTY COMMISSIONERS ~~ ? y ~ erk of the Bo d of Dale F. Grant, Chairman ounty Commissioners APPROVED AS TO FORM: Beth A. Whittier County Attorney K "th '1'roxel, (;om~iissioner Dan Wi lia Commissioner -3- EAGLE COUNTY PERSONNEL POLICY AUGUST 25, 1981 The undersigned respectfully endorse the newly revised Eagle County Personnel Policy and its amendments, revisions, or deletions and support its applicability to all Eagle County employees. Commissioner Assessor a erk & Recorder Q. ?~ ibrar an G Treasurer Sheriff TABLE OF CONTENTS AFFIRMATIVE ACTION STATEMENT .......................................... 2 ATTENDANCE ............................................................ 5 CHANGE OF INFORMATION ................................................. 13 COMPENSATION .......................................................... 6 COURT LEAVE ........................................................... 9 DISCIPLINARY PROCEDURES ............................................... 10-11 DISMISSAL ............................................................. 12 Ef~ERGENCY LEAVE ....................................................... 8 EMPLOYP1ENT OF RELATIVES ............................................... 14 EXPENSE REIMBURSEMENTS ................................................ 13 EXTENDED ILLNESS/MATERNITY LEAVE ...................................... 9 GARNISHhtENTS .......................................................... 6 GRIEVANCE PROCEDURES .................................................. 11-12 HEALTH-LIFE INSURANCE ................................................. 6-7 HOLIDAYS .............................................................. 6 ' INJURY LEAVE/WOR ~~EN'S COf~PEfJSATI0P1 .................................... 8 JOB VACANCIES/APPOINTMENTS ............................................ 2-3 LEAVE WITHOUT PAY ..................................................... 9 f~1ILITARY LEAVE ........................................................ 9 OUTSIDE Ei~PLOYf~ENT .................................................... 13 OVERTIP1E .............................................................. 5-6 ,PART-TIf,1E Eh1PL0YEE BENEFITS ........................................... 10 PAY PERIOD ............................................................ 6 PERFOR(~ANCE EVALUATION ................................................ 4 PERSONNEL RECORDS ..................................................... 4-5 PURCHASES ............................................................. 13 PROBATIONARY PERIOD ................................................... 4 RESIGNATION ........................................................... 12 RETIREMENT AGE PROCEDURES ............... ............................ 12 RETIREMENT PLAN ...................................................... 7 SICK LEAVE ............................................................ 7 TERMIfdATION ........................................................... 12 TIME SHEETS ........................................................... 5 UNAUTHORIZED LEAVE .................................................... 9 USE OF COUNTY VEHICLES ................................................ 13 VACATION .............................................................. 7 WORK HOURS ............................................................ 5 The Board of Eagle County Commissioners are responsible for all legislative policy matters and control the raising and appropriation of funds, levying of taxes and contracting of debts. The Eagle County Personnel Policy covers and protects all Eagle County employees whether classified as permanent, part time or temporary. The following employees and officials are exempted from these rules and re- gulations as adopted by the Board of County Commissioners. ALL ELECTED OFFICIALS As set forth in C.R.S. 30-2-104 (1) (a), upon acceptance of an elected official, this policy shall become binding upon the employees of that office. Changes in benefits, pay grades and job classification of employees shall thereafter be made in accordance with such plan. The administrative plan of government clearly distinguishes between policy and administrative function of government. The Commissioners appoint an Administrative Assistant who is responsible for the general management of County business pertaining to all appointed department heads, according to the Commissioner's policy. The Personnel Director is responsible for the planning, management, maintenance, directing, coordinating and controlling of Eagle County's personnel system. The Personnel Director is responsible for developing and administering employee re- lations programs, and the wage and salary plan. The Personnel Director is also to act as a team member in any negotiating sessions of discussions with labor groups or representatives and serve as arbitrator in employee grievance procedures. The Personnel Director shall enlist the services of a personnel committee consisting of a representative from each job family in the County (Elected Officials, Admin- istrative, Professional/Technical, General Services and Clerical). The defined duty of the Personnel Committee member is to serve as a liaison between the Per- sonnel Department and their fellow peers. Other duties may be requested by the Personnel Director. Members will meet once each month to review and discuss any changes affecting Eagle County employees. All recommendations will be made to the Administrative Assistant and the Boarc! of County Commissioners by the Personnel Director. All members of the Personnel Committee shall be elected by their respective peers by democratic process, and an alternate chosen to serve for a one year term. It is the responsibility of the Personnel Director to address the Administrative Assistant and the Board of County Commissioners with any changes to be made to the Personnel Policy. All changes to the Personnel Policy will be posted in-house for one week prior to an addendum to be sent to each employee. It is the res- ponsibility of each employee to update their Personnel Policy as changes are made. The purpose of the Eagle County Personnel Policy is to provide a clear framework for smooth, efficient and equitable personnel management. The personnel policy is written to help the new employee get started in his/her new job. It is also written and updated regularly so as to provide present employees the information necessary to continue to satisfactorily perform their job. AFFIRMATIVE ACTION STATEMENT AUTHORITY - The Board of County Commissioners has full responsibility for the development and implementation of an adequate and meaningful Affirmative Action Plan. Ail necessary authority for the operation of this plan is vested in the Personnel Director of Eagle County. It is the responsibility of the Personnel Director to assure that all employment practices are open and non-discriminatory; however, when legal action is taken, it is inevitably the executive officers of an organization who must answer the court. Thus, all of the top management must be committed to non-discriminatory practices for both moral and legal reasons. RECRUITMENT - Ali applicants shall be treated with respect and consideration regardless of race, religion, color, sex, age, national origin, political affilia- tion or disability. All advertisements and bulletins announcing open positions in Eagle County shall state that they are an equal opportunity employer, and all recruitment sources will be advised of Eagle County's non-discrimination policy. SELECTION AND APPOINTMEPJT - All appointments to positions in Eagle County shall be based solely on qualifications for the specific position that is open. All screening processes must be directly related to and be consistent with successful job performance. MINORITY EMPLOYP~1ENT - As an ideal goal, the employment census of Eagle County shall reflect the ethnic and sex distribut-ion of`~he--available work force of the County. This does not mean that employees will be separated from Eagle County to make room for a person from a group that has traditionally been the subject of discrimination. This goal, set for ethnic and sexual parity, will in no way be interpreted as man- dating that less qualified or unqualified candidates for employment be hired. Instead, this goal states that a strong and positive effort will be made to dis- cover minority applicants and that they are encouraged to apply for. employment. These goals will be reviewed and modified as necessary on an annual basis by the Personnel Director. The ultimate goal of the Affirmative Action Plan is to achieve the highest possible level of service to the people of Eagle County through an adequate representation of all the people of Eagle County on the staff of the County government. CONTRACTUAL RELATIONS - In the making of contracts and the purchase of supplies and services, Eagle County will make a positive effort to utilize minority individuals and firms in such relationships. Further, as part of the total requirement for entering into contracts with Eagle County, contractors and suppliers must assure Eagle County that they have a viable affirmative action program. Further, per- mission must be granted Eagle County to monitor these programs. JOBS VACANCIES AND APPOIPJTPIENTS Types of Positions: Permanent - Full-time - any employee who routinely works a minimum of 40 hours per week. -2- Permanent - Part-time - any employee who routinely works less than 40 hours per week. Temporary - Full-time or Part-time - any employee who is hired to work for a limited period of time, not to exceed six months. PROCEDURES FOR JOB VACANCIES: When a department head determines the need for new or additional employees they must make a personnel request of the Personnel Department. In the event of a new position, the position must be justified and classified in accordance with Eagle County's classification and compensation plan and must have the Board of County Commissioner's approval. All requests will be processed by the Personnel Department, and outside advertising will be done. Vacancies will be handled as follows: To assure that all Eagle County employees have the first chance for other County job opportunities, all job openings will be posted for Eagle County employees in the h1cDonald building and in the Courthouse. A bulletin will also be sent to each department head to be posted on departmental bulletin boards. Bulletins will be posted each Tuesday, and will be removed the following Tuesday. If a qualified employee applies, interviews will be held Thursday and Friday of the week that the bulletin is removed. If an employee is interested in bidding on a job, application should be made at the personnel office promptly. A County employee who applies past the stated closing date on the "in-house" bulletin will be considered with applicants from the outside. When an employee applies for a position, the employee is not necessarily guaranteed the job. All employees must proceed through the intervievr process. The employee must advise the appropriate supervisor of his/her intent to apply for another position, before applying with Personnel. In the event that two or more employees are equally qualified, seniority will prevail. If an employee is selected, sufficient time (30 days maximum) must be allowed to find a replacement for the employee leaving so that scheduled work will not suffer. If no qualified County employee applies, jobs will be posted for the general public on bulletin boards in the P9cDonald building, Library and the Courthouse. Newspaper advertising will also be done at this time. The closing date may remain open until a sufficient number of applications are received, as deemed by the Personnel Director. The department head, elected official or supervisor will have the final authority in the selection of a qualified applicant. A11 applications will be kept on file for six (6) months, and will be referred to for future openings. -3- PROBATIONARY PERIOD All persons newly employed or promoted shall serve a six (b) month probationary period beginning on the date of such employment or promotion. At the end of the probationary period the new employee must be terminated or granted permanent status. A promoted employee may be demoted if, according to the department head, he/she does not perform satisfactorily in their new job. A pay increase may be granted the new employee upon completion of the probationary period. Anew employee may be terminated during probation for any reason other than discrimination. PERFORMANCE EVALUATION The performance of a permanent employee will be evaluated at the end of their probationary period and again at their one year anniversary date. From that point on, a formal evaluation will be done annually on the employee's anniversary date. Evaluations will also be done before a promotion or transfer is made. The evaluations will be filled out in duplicate with one copy being sent to the per- sonnel office while the second is given to the employee. The immediate supervisor will discuss the evaluation with the employee, who will then sign the form. The employee's signature does not necessarily mean the employee agrees with the evaluation, only that the employee has seen the evaluation form and had the oppor- tunity to discuss it with his/her supervisor. A performance evaluation must be done before an annual increase is approved. In the event that an employee disagrees with the way their performance evaluation was conducted, the employee may contact the Personnel Director for discussion. The decision of the Personnel Director will be final. PERSON~dEL RECORDS Eagle County is required to maintain a personnel file for each employee. The following information will be required from each employee upon employment. - Employment Application and Resume if applicable - W-4 Withholding Form - Health Insurance Enrollment or Waiver Card - Life Insurance Enrollment Card - Retirement Plan Enrollment Card - Confidential Personal Data Card All personnel files are strictly confidential. However, any employee may inspect their own file at any time. Personnel files will contain the following: - Employment Application and/or Resume - Confidential Personal Data Card - Health, Life, Retirement Enrollment Forms - Personnel Policy Signature Receipt Page - Performance Evaluation - Record of Salary Adjustments - Disciplinary Action - For one year only - Letter of Commendation - Leave of Absence Request -4- HOURS OF WORK The normal work week is Monday through Friday, unless otherwise scheduled. The normal work day is 8:00 a.m. to 5:00 p.m. with a one hour lunch break and two 15 minute breaks. Break periods shall not exceed 15 minutes and will be taken in each half of the days shift. The supervisor may schedule all lunch and break periods on a staggered basis to ensure that the department is adequately covered at all times. Work schedules .may vary from department to department. It may be necessary for the department head to schedule work hours other than the normal time. ATTFNfIANf'F Absenteeism and tardiness impose an unnecessary burden on an employee`s fellow workers and supervisor. If an employee is going to be absent from work it is the employee's responsibility to inform the respective supervisor within two hours after scheduled work time. Absences fall into two catagories: Excused and non-excused. Excused absences are vacation, sick leave, emergency leave, funeral leave, on the job injury leave, court appearance, approved leave of absence. Unexcused absences are all absences heretofore not mentioned or any absence not arranged for in advance or not called in c~ithin two hours after scheduled work time. Tardiness is defined as a failure to report to work more than fifteen minute; after the scheduled starting time. Any employee who overtly abuses the Absentee and Tardiness policies will be subject to disciplinary procedures. TTPAF ~NFFTS Time sheets must be completed by each employee to be turned in at the end of each month. These time sheets allow the employee to keep a record of regular hours worked, overtime, vacation, sick leave, etc. This will be the only record kept, so it must be updated weekly and be approved by the department head, or~elected official before being accepted by the accounting department. OVERTIME Overtime is classified as any approved hours worked over 40 hours worked in one week. Any County employee except those in a supervisory or professional classifi- cation shall be paid monetarily or in compensatory time off at a rate of one and one-half times the regular rate. Wages or compensatory time must be paid and/or used within the next pay period after which it is earned. The Board of County Commissioners shall determine whether overtime is paid in wages or compensatory time-off. Employees designated as supervisory or professional are exempt from overtime and are expected to work the normal 40 hour work week, plus whatever additional time may be required due to the demands of the job. These employees may be granted periodic time off when the schedule they are involved in so allows. -5- GARNISHMEP~TS Garnishments are viewed with disfavor, more than one garnishment is sufficient cause for dismissal. p~V PFRT(ln Employees will be paid the 7th of every month, once only. No advance of future wages shall be made. COh1PENSATION Eagle County abides by an equitable job classification and compensation plan, which shall be administered by the Personnel Director. This assures that every employee's job will be classified and that the employee will be considered for salary reviews and increases on an equal and timely basis. EMPLOYEE BENEFITS HOLIDAYS: The following have been designated as legal holidays for the employees of Eagle County, and shall be granted with pay to full-time permanent employees: New Years Day Colorado Day Washington's Birthday Labor Day Lincoln's Birthday Columbus Day Memorial Day Thanksgiving Day Independence Day Veteran`s Day Christmas Day When an employee must work on a holiday, the hours worked may be added to the employee"s compensatory time at the appropriate overtime rate. Holidays that fall during an employee's vacation shall not be counted as vacation time. If the holiday occurs during an employee's sick leave, no sick leave will be charged for that day. HEALTH -LIFE INSURANCE: For the protection of the employee and their family, the County provides health-life insurance coverage at no cost to the employee. Coverage becomes effective on the day the employee actually begins work. Any employee who does not wish to participate in the County's health-life insurance plan will be required to sign a waiver card stating that they have other coverage. VACATION: Paid vacation leave shall be granted to permanent full-time employees according to the following guidelines: Lenth of Service Up to two years Two years-five years Five years or more Accrual Rate 6 hrs, 40 minutes/mo. 8 hrs per month 10 hrs per month -6- A new employee must complete six months of employment before they are eligible to take vacation leave. After the six month probationary period, the employee may take up to five days vacation. Vacation leave may be accumulated and carried over from year to year up to a maximum of 160 hours. Once the 160 hour maximum is reached the employee will stop accumulating vacation leave until the maximum is reduced. Under extenuating circumstances an employee may request an extension from the Personnel Director. RETIREP~ENT PLAPI: Eagle County belongs to the Colorado County Officials and Employees Retirement Association. Participation is mandatory for all employees after being employed by Eagle County for one year. An employee who works more than twenty hours per week or five months per year, shall be eligible to participate. Participating employees shall contribute three (3) percent of their monthly pay to the plan, which shall be matched by the County. In addition the employee may contribute an additional amount up to ten (10) percent of their pay, without matching funds. At the time of termination the employee shall be entitled to receive an amount equal to their vested share of the trust fund. If an employee terminates after ten years with the County, the entire con- tribution of the employee and the County will be paid. The plan provides for retirement at age 62 or at age 55 with twenty years of service, For more information the employee should talk to the appropriate supervisor or the Personnel Director. SICK LEAVE: Sick leave for permanent full-time employees will be accumulated at the rate of 10 hours per month during employment. The maximum amount of sick leave which can be accumulated is 720 hours (18 weeks). Sick leave is a privilege the County gives to the employee in order to protect the employee's earning capabilities in the event of an extended illness. Sick leave may be used for the following reasons. Personal Illness A non-job related medical treatment or hospitalization Dental and Doctor Appointments Necessary care of an employee's immediate family member In the event an employee is ill for more than three consecutive days, the employee will be required to present to the supervisor or Personnel Director a statement from their physician. -7- An employee taking sick leave must notify their supervisor within two hours after their scheduled work time. If unable to contact the supervisor, the Personnel Director should be contacted. Department heads and elected officials are responsible to ensure that sick leave is not abused and that suspected vio- lations are reported to the personnel office. Employees found to be abusing this policy are subject to disciplinary action or dismissal. WORKMEN'S COMPENSATION: Workmen's Compensation is paid for by Eagle County to provide benefits for an employee who sustains personal injury due to accidents arising out of, or in the course of, their employment with the County. If an employee incurs an injury at work, the employee should notify the appropriate supervisor immediately to be eligible for workmen's compensation benefits. A Workmen's Compensation form must be completed and returned to Personnel as soon as possible after the injury occurs. Workmen's compensation provides payment of medical, surgical, and hospital treat- ment as well as weekly compensation for work time lost that is not paid by the County (see Injury Leave). An employee who is eligible for workmen's compensation wage benefits is also eligible for injury leave. INJURY LEAVE: Injury leave shall be granted to any permanent full-time employees who incur an injury as the result of their job. An employee sustaining an on the job injury shall receive their normal monthly salary fora period not to exceed sixty working days. After the injury leave has expired the employee's accrued sick leave may be utilized. The County shall require an injured employee to furnish medical proof or submit to a medical examination at the County's expense in order to determine whether a sub- sequent injury is a new or separate injury or an aggravation of a former injury. Any limited assignment of duties shall be reviewed each thirty calendar days. If at the completion of the sixty days of injury leave it is determined that the employee is not capable of resuming regular duties, the employee will be considered for another position. Should there be no available position, the employee will be considered for termination. l~hen an employee is on injury leave and is receiving full salary from the County, any money received by the employee from workmen's compensation shall be turned over to the County. EMERGENCY LEAVE: Emergency leave shall be granted with pay to any County employee in the event of a death or critical personal emergency provided the department head has given approval. Should the department head be unavailable the Personnel Director will be contacted. Emergency leave shall not be counted against the employee's normal vacation accrual. Maximum emergency leave with pay is five days each calendar year. Leave extended beyond the five day allotment will be deducted from the employee's annual leave, and must be approved by the employee"s supervisor, Emergency leave will not be used in lieu of sick leave. -8- EXTENDED ILLNESS LEAVE: For pregnancy or any extended illness an employee may utilize any vacation and sick leave accumulated. Upon exhausting all sick and vacation leave, the employee may be granted a leave without pay for up to sixty days. A leave request form must be completed with the proper approval before the leave begins. The employee will be allowed to return to the old position of employment prior to leave without loss of seniority at the end of the sixty day leave. During the leave without pay, health insurance premiums will not be paid by the County. It will be the responsibility of the employee to deposit with the County a check each month for the premium amount. Failure to do so will result in an automatic cancellation of benefits. Any employee who does not return to the job at the end of the sixty day leave will automatically be terminated. However, the employee may reapply at such time when ready to return to work. Emergency leave may not be used for extended illness. MILITARY LEAVE: The employee may have two weeks of paid leave each year to meet military reserve or national guard obligations. The employee must show a copy of the orders to their supervisor to be granted such a leave. If called to active duty, the employee may be restored to their prior position if requested within ninety days from discharge. LEAVE WITHOUT PAY: With prior written approval from the appropriate department head a permanent employee may be granted a leave without pay for a period not to exceed six months. Vacation and sick leave will not be earned during this time, nor will the County make any contributions to health insurance, life insurance, or retirement plans. However, the employee may be entitled to maintain the group health insurance provided that the erployee deposits with the County the amounts necessary to cover the total cost of premiums. Failure to return to work at the end of an authorized leave shall be considered unauthorized and the employee will be terminated. COURT LEAVE: An employee who is required to serve as (a) juror, (b) witness in a criminal case, or (c) litigant or witness in a case resulting directly from the discharge of the employee's duties as an employee shall be granted court leave with full pay to serve in that capacity. If an employee is involuntarily involved in civil litigation in which the County is not a party, he may be granted leave without pay or use any accrued vacation leave if approved by the appropriate department head or elected official. Any employee who has been granted court leave with full pay shall turn any fee paid to them over to the County, with the exception of pay for travel which may be re- turned to the employee. In the event that such fees are not turned over to the County, the total of fees paid, with the exception of travel, may be deducted from the employee's pay. UfdAUTHORIZED LEAVE: An employee taking any leave not authorized according to the aforementioned policies shall be considered to be an unexcused absence and will be subject to disciplinary action. Any employee absent for three (3) consecutive days without authorization shall be terminated. -9- PART TIME EP9PLOYEES' LEAVE AND BENEFITS An part-time employee who works a minimum of twenty hours per week for Eagle County will be granted sick leave and annual leave on a pro-rated basis taken from the hours the employee works and applied against the 40 hour work week that a permanent full-time employee earns. Part-time employees working a minimum of 20 hours per week will be afforded paid holidays based on the pro- rated application of hours worked and applied against the 40 hour work week of a permanent full-time employee. An part-time employee hired by the hour will be paid at a rate based on the salaries of the County compensation plan. All part-time employees are expected to record their hours worked and are responsible for seeing that their time sheets are turned in at the end of each month prior to the processing of the regular payroll. All part-time employees are expected to submit travel vouchers with accompanying receipts for travel, meals, lodging while performing the re- quired services of their job. A part-time employee is entitled to overtime pay at one and one-half time the regular hourly rate only for those hours worked in excess of 40 hours over the Sunday through Saturday seven day work week. The employee must first obtain approval from their supervisor to work overtime. Insurance will be provided to the part-time employee who works a minimum of 20 hours per week at a pro-rated rate on the premium and the part-time employee pays the difference in the pro-rating of the insurance premium. Under no circumstances will a temporary (full-time or part-time) employee be eligible for County benefits. DISCIPLINARY ACTION All Eagle County employees subject to the rules set forth in the personnel policy or departmental regulations may be disciplined for cause, to include but not limited to the following: - Unsatisfactory Work Performance - Insubordination; failure to comply with work orders - Misconduct; conduct or language offensive to the public or employees - Abuse of County Personnel Policy - Theft, destruction or mis-use of County property - Intoxication or use of an illegal drug while working - Accepting gifts or gratuities - Use of official position or authority for personal profit -10- - Disclosure of confidential information - Excessive tardiness or absenteeism - Any other acts of omission that adversely affect the welfare of citizens, employees, or the effective operation of the County. - Sexually harrassing conduct to any employee directed towards an employee or member of the public Disciplinary actions will proceed in the following manner: 1. Oral Warning from supervisor or department head. 2. Written warning from supervisor or department head. One copy will be given to the employee, the other will become part of the employee's personnel record, where it will remain for one year. 3. Suspension without pay for a period up to ten working days. ** 4. Dismissal: if the conflicts cannot be resolved, the employee will be terminated. ** With the approval of the Personnel Director and depending on the severity of the infraction, a supervisor may forego steps 2 and 3 and dismiss the employee. GRIEVANCE PROCEDURE It is the policy of Eagle County to treat all employees fairly in matters affecting their employment. Each employee of Eagle County will be provided ample opportunity to understand and resolve job related situations which the employee believes are unjust. No employee's job will be jeopardized through the filing of a grievance. A grievance is a complaint regarding perceived poor working conditions, unjust application of discipline, and the unfair application or interpretation of the rules and regulations of Eagle County to the department where the employee works. Any employee who is dissatisfied with the administration of the personnel rules or in any other way feels aggrieved as a result of the conditions of their employment may file a formal complaint by following this procedure: 1. Discuss the matter with your department head to try and settle the matter there. 2. If within three working days the employee does not receive what is felt to be a satisfactory answer, the employee may submit a written complaint to the Personnel Director, who will offer a solution. 3. If the decision of the Personnel Director is not satisfactory, the employee's final recourse will be to submit their complaint, in writing within three (3) days, to the Board of County Commissioners. Their decision will be final. Although the grievance procedure is not an abridgement of an employee's recourse to the courts, the grievance procedure must be followed to its' conclusion before the employee utilizes outside resources such as the Courts or Civil Right agencies. If an employee fails to proceed with the stated procedures, the employee's grievance rights shall be considered waived. If a grievance is filed with the Courts, it must be done so within thirty (30) days of the decision of the Board of County Commissioners. SEPARATION FROM THE COUNTY Resignation: To resign in good standing an employee must give the appropriate department head at least two weeks written notification. Failure to comply with this rule shall be entered into the employee's record and may be cause for denial of future em- ployment with the County. All compensatory time not taken and unused vacation will be paid on the final pay check. The employee will be requested to complete an exit interview form before leaving. An employee who terminates from Eagle County and wants to return must return to work within thirty calendar days of their last working day to be reinstated at their original rate of pay and seniority. After thirty days, a former employee who is rehired will be considered a new employee. Retirement: Employees shall retire on the first day of the month following their 70th birthday. Employees may elect to retire after 20 years of continuous service with the County or as permitted by the retirement plan. Payment of Retirement Plan benefits shall be governed by the Retirement Plan. Employees reaching the age of 70 who wish to continue their employment with the County shall, at least three months before their 70th birthday, make written requests to the appropriate department head and applicable Board or Elected Official that the employee's retirement be deferred up to 12 months. Deferral of retirement may be granted only with the approval of both. the department head and Board or Elected Official. Additional continuances may be authorized in the same manner. Layoff: An employee may be laid off when it becomes necessary by reason of a shortage of funds or work, the cancellation of a position, or other material changes in duties and organization. The order of lay-off shall be determined on the basis of perform- ance evaluations and length of service. All permanent full-time employees laid off shall be placed on a re-employment list and will be returned to work in the reverse order of the lay-off list provided the employee is qualified and has the necessary skill for the position requirement. Dismissal: In coordination with the Personnel Director and in concurrence with established disciplinary procedures, the department head may dismiss for cause any County employee. In the event an employee is dismissed, the final check is due and payable as soon as possible after termination. Unused compensatory and vacation time will be paid. Unused sick leave will not be reimbursed to any employee regardless of length of service, or reason for termination. -12- r` EAGLE COUNTY OPERATIONAL POLICIES Outside Employment: Employees may take occasional or part-time jobs provided there is no conflict of working hours, the employee's efficiency is maintained, there is no conflict of interest, the employee notifies his supervisor and the outside employment is approved. Employees shall not engage in outside business activities during their regular working hours. Purchasing: All purchases made in the name of Eagle County shall be authorized in strict com- pliance with the purchasing procedures established by the County. Employees are prohibited from purchasing items through the County for personal use. Change of Information: Employees are required to notify the personnel office of changes in address, tele- phone number, dependents, marital status and other types of informational changes that are pertinent to personnel files. Use of County Vehicles: Any employee operating a County vehicle, or who is operating their own vehicle on County business shall not pick-up hitchhikers. The County cannot be liable for accidents. Employees Expense Reimbursements: Employees on official County business shall be entitled to reimbursement for expenses incurred under the following guidelines: Travel: Employees shall be reimbursed for actual travel expenses based upon the most economical and efficient means available. Automobile mileage shall be paid at the rate established by state statute for personal vehicle usage upon the shortest or most efficient routes available. Whenever possible County owned vehicles should be used, Lodging: Employees shall be reimbursed for actual necessary lodging expenses at the single rate offered by hotels or motels within reasonable proximity of the place of business. Wherever possible employees should attempt to secure lodging with reasonable rates. h1eals: Employees shall be reimbursed for actual expenses for meals provided the following rates are not exceeded: Breakfast: $3.00 Lunch: $5.00 Dinner: $10.00. The above include tip not to exceed 15% at employees' discretion. -13- r For each of the above expenses flexibility will be considered if attendance at seminars, conventions, etc. require other than the stated regulations, or if special conditions existed which prevented the employee from observing the guidelines. In addition to the aforementioned items, other reasonable expenses will be reimbursed, such as limo fares, registration fees, etc. Employees are responsible for expenses incurred as a result of including other than County employees on County business, i.e. spouse, children, friends, etc. In all cases County employees will promptly (monthly) complete expense forms and will include actual receipt or mileage for all reimbursable items except meal costs in- curred at or below the guidelines established above. Meal costs incurred above the guideline as a result of conditions imposed by conference, convention, seminar, etc. should be presented with receipts. Authorization for employees incurring costs to the County while on County business shall follow the organizational guidelines: Department heads are directly responsible for authorization of their respective employees. County Commissioners or their designee(s) are directly responsible for author- ization of department heads. Authorization is defined to include acknowledgment of established departmental and overall County budget(s). All out-of-state travel must be approved by the County Commissioners, therefore requests for same must be made with sufficient advance notice for consideration by the Commissioners. All County employees expense forms shall be promptly submitted to the accounting office. The accounting office shall check expense forms for adherence to the policy and procedures established and shall report discrepancies to department heads and/or Commissioners as necessary. Ei~1PL0YMENT OF RELATIVES: Applicants related by blood or by marriage to supervisors, department heads, or other hiring authority shall not be permitted to work for these relatives. Definitively relative shall consist of parents, spouse, children, siblings, grandparents, grandchildren, step-parents, step-children, parents in-law, uncles, aunts, nieces, nephews, and first cousins. -14- • , ACCEPTANCE OF THE EAGLE COUNTY PERSONNEL POLICY I, Hubert Peterson, Treasurer of the County of Eagle, State of Colorado, pursuant to Section 30-2-104 C.R.S. 1973, as amended, do hereby accept the provisions of the Eagle County Personnel Policy, as amended, as the personnel policy which shall be binding upon all employees of my office with the following revisions, additions and/or alterations: 1. If any provisions of the Eagle County Personnel Policy conflict with the performance of any of the duties of this office as prescribed by state statute and/or the Colorado State Constitution, the provisions of said state statute and/or constitution shall control. 2. Any and all changes, amendments, and/or additions to the Eagle County Personnel Policy adopted subsequent to this Acceptance shall be of no force and effect whatsoever with respect to the Office of the Treasurer and the employees therein unless accepted in writing by myself as County Treasurer. r ACCEPTED AND SIGPdED THIS ~~~ DAY OF ~ ~ -c.,-c.,f 1981 . Hubert Peterson County Treasurer EAGLE C®Ut~1Tl( 4 EAGLE, COLORADO 81631 TELEPHONE 303/328-7311 BOARD OF COUNTY COMMISSIONERS Ext 241 ADMINISTRATION Ext 241 ANIMAL SHELTER 949-4292 ASSESSO R Ext 202 DING IN ECTION Ext 226 or 229 CLERK & RECORDER Ext 217 COUNTY ATTORNEY Ext 242 ENGINEER Ext 236 ENVIRONMENTAL HEALTH Ext 238 EXTENSION AGENT Ext 247 LIBRARY Ext 255 PUBLIC HEALTH Eagle Ext 252 Vail 476-5844 PLANNING Ext 226 or 229 PURCHASING/ PERSONNEL Ex• 245 & BRIDGE Ex~ 257 SHERIFF Eagle Ext 211 Basalt 927-3244 Gilman 827-5751 SOCIAL SERVICES 328-6328 9/9/81 Eagle County Commissioners Eagle County Eagle, CO 81631 Dear Sirs: It is the intention of the Eagle County Board of Library Trustees to support professional internal management practices to insure consistant and efficient operation of the county's service to the public. In reviewing the proposed revision of Eagle County Personnel Policy, we find it to be acceptable in meeting the above goals. As a result, we are hereby authorizing the signing of this policy with, however, the condition that, in so doing, the powers and duties of the Library Board of Trustees as stated in Colorado Statute 24-9-109 are in no way abridged or diminished. With that understanding, we hereby authorize County Librarian, Roberta J. Depp to sigh the revised Eagle County Personnel Policy for the Eagle County Library Board of Trustees. a ~~ TREASURER Ext 201