HomeMy WebLinkAboutR85-42 amendments to county personnel policyCommissioner QWI.S7;9- d>+) moved adoption
of the following Resolution:
BOARD OF COUNTY COMMISSIONERS
COUNTY OF EAGLE, STATE OF COLORADO
RESOLUTION NO. 85 ---qQ
AMENDMENTS TO THE EAGLE COUNTY PERSONNEL POLICY
WHEREAS, pursuant to Section 30 -2 -104, C.R.S., the
Board of County Commissioners of the 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, the Board
on September 8, 1981, adopted the Eagle County Personnel Policy,
as evidenced by the Board's Resolution No. 81 -24; and
WHEREAS, the Board desires to amend the Eagle County
Personnel Policy as set forth in Exhibit "A" attached hereto in
order to update the same in accordance with recent changes in
the law, and to more adequately address the continuing change in
circumstances and needs of the County employees in conjunction
with the present financial resources of the County; and
WHEREAS, pursuant to the aforesaid statute, the
provisions and benefits contained in the attached amendments
shall be made available to every 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 OF THE COUNTY OF EAGLE, STATE OF COLORADO:
THAT, the Eagle County Personnel Policy adopted by the
Board's Resolution No. 81 -24 is hereby amended by the deletion
of Pages 4, 5, 6, 7, 8, and 9, inclusive, thereof, and in its
place and stead, the insertion thereof of new Pages 4, 5, 6, 7,
8, 9, 10, 11, and 12 as set forth in Exhibit "A" attached hereto
and incorporated herein by this reference.
THAT, in conjunction with the insertion of the new
Pages as identified in the paragraph next above, Pages 10, 11,
12, 13, and 14 of the original Eagle County Personnel Policy are
hereby renumbered to now read Pages 13, 14, 15, 16, and 17.
THAT, the aforesaid amendments shall be effective Hunc
pro tune January 1, 1985.
THAT, Resolution No. 81 -24 and the Eagle County
Personnel Policy, as herein amended, are hereby readopted.
THAT, the aforesaid amendment and readoption of
Resolution No. 81 -24 and the Eagle County Personnel Policy shall
not constitute nor be construed as a waiver of any violations
existing at the time of adoption of this Resolution.
THAT, the Eagle County Personnel Policy, as herein
amended, 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., and /or the
Eagle County Personnel Policy, as amended.
THAT, all changes in benefits, pay grades and job
classification of County employees shall be made in accordance
with the Eagle County Personnel Policy, as herein amended.
THAT, upon acceptance of the Eagle County Personnel
Policy, as herein amended, 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, as herein amended, shall be
construed as authorizing 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 Resolution No. 81 -24 and this Resolution shall
be and are hereby repealed and superceded by this Resolution.
THAT, the provisions of Resolution No. 81 -24, this
Resolution, and the Eagle County Personnel Policy, with
amendments, 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
Resolution No. 81 -24, this Resolution, and /or the Eagle County
Personnel Policy, as amended herein.
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THAT, the Board hereby finds, determines and declares
that this Resolution is necessary for the health, safety and
welfare of the employees of the County of Eagle.
MOVED, READ AND ADOPTED at a regular meeting of the
Board of County Commissioners of the County of Eagle, State of.
Colorado, held this Jl— day of June, 1985, nunc pro tunc
January 1, 1985.
ATTEST:
B ��
Jerk to th Board of
County Commissioners
COUNTY OF EAGLE, STATE OF COLORADO
By and Through its
BOARD OF COUNTY COMMISSIONERS
By: /l
David E. Mott, Chairman
Commissioner seconded adoption
of the foregoing resolution. The roll having been called, the
vote was as follows:
Commissioner David E. Mott
Commissioner Richard L. Gustafson
Commissioner Donald H. Welch
lye
This Resolution passed by uyfJ�p/;fjp vote of the Board of
County Commissioners of the County of Eagle, State of Colorado.
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EXHIBIT "A"
PROBATION PERIU A
All new employees must serve a probation period before being
granted regular employee status. The minimum probation period
is three (3) months but, at the discretion of the supervisor,
this may be extended to a maximum of six (6) months.
The probationary employee is not eligible for paid sick leave,
personal leave, vacation or group medical insurance. Medical
insurance becomes effective the day after the employee has com-
pleted three (3) months of continuous service. The employee is
also eligible to use sick leave at this time. Probationary
employees who have obtained regular employee status and have
completed six (6) months of continuous service will be granted
forty (40) hours of paid vacation at the end of the six -month
period. Part-time probationary employees who qualify will be
granted twenty (20) hours.
Employees who terminate voluntarily, or involuntarily, before
completion of six (6) continuous months of employment, and
without obtaining regular employee status, are not eligible for
vacation nay.
COMPENSATION:
Eagle County abides by an equitable job classification and
compensation plan, which shall be administered by the Personnel
Manager. This assures that every employees job will be classi-
fied and that the employee will be considered for wage reviews
and increases on an equal and timely basis. Increases become
effective on the first day of the payroll period following the
review date.
PERFORMANCE EVALUATION:
Employees will be evaluated at the end of their probation per-
iod and again after twelve (12) months of continuous service.
Thereafter, the employee will be evaluated annually. A break in
service which exceeds 160 hours will automatically establish a
new review date. All evaluations shall be signed by the super-
visor and the employee before being forwarded to Personnel. The
employees signature does not necessarily mean that they agree
with the evaluation, only that they have seen the evaluation and
have discussed it with their supervisor.
MERIT REVIEW:
Wage increases are not automatic. They are based solely on the
performance of the emnloyee. The County's two -part merit plan
encourages employees to meet, or exceed, the performance stand-
ards for their position. Based on the employee's performance
evaluation the department head may grant a wage increase on the
employee's annual review date, to the employee who is below the
mid -point on the wage scale and who consistently meets the per-
formance standards for their position. The below mid -point em-
ployee may, through superior work performance, earn an addition-
al merit raise by the procedures described in part two of the
plan.
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MERIT REVIEW: continued
The second part of the plan provides the employee above the mid-
point the opportunity, througi7 superior work performance, to
earn a merit increase. The department head may recommend a mer-
it increase for the emplovee who consistently exceeds perform-
ance standards by submitting the performance evaluation, and
justification, to the merit board. The board will compare the
documents submitted to the criteria established for superior
performance and approve, or deny, the merit increase. Utilizing
the same procedure, employees who are receiving maximum compen-
sation for their job classification may be recommended for a
merit bonus. T'ize bonus will be paid in quarterly installments
for one (1) year only, and does not increase the employee's base
pay.
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. Rreak periods
shall not exceed 15 minutes and will be taken in each half of
the day's shift. The supervisor may schedule all lunch and
break periods on a staggered basis to ensure that the depart-
ment is adequately covered at all times. Work schedules may
vary from department to department as it may he necessary for
the department head to schedule work hours other than the normal
time.
ATTENDANCE:
Absenteeism and tardiness impose an unnecessary burden on an
employee's fellow workers and supervisor. If an emplovee is
going to be absent from work it is the employee's responsi-
bility to inform their respective supervisor within two (2)
hours after scheduled work time. Any absence not arranged for
in advance or not called in within two (2) hours after the
scheduled work time will be classified as an unexcused absence,
not paid leave.
Tardiness is when you are not at your station ready to work at
the scheduled time. Tardiness will be a factor in your per-
formance evaluation. Employees who are consistently late for
work will be subject to disciplinary action.
OVERTIME:
Overtime is classified as any approved hours worked over forty
(40) hours in one week. Hours paid, but not worked, such as
holiday or paid leave hours are not counted as hours worked.
Any county employee except those classified as executive, ad-
ministrative or professional shall be paid overtime at one and
one -half times the regular rate of pay in accordance with the
Fair Labor Standards Act.
Employees designated as executive, administrative or profes-
sional are exempt from overtime and are expected to work the
normal forty (40) hour work week, plus whatever additional time
may be required due to the demands of the job. The department
head may grant exempt employees periodic time off.
TIME SHEETS:
Time sheets shall be completed, and signed, by each employee.
They must be submitted to the supervisor for approval at the
close of the last working day of each payroll period. Time
sheets are due in Accounting by 12 NOON on the Mondav following
the end of the two -week payroll period.
PAY PERIOD:
The County has a bi- weekly payroll system. Employees will be
paid every other Friday and checks will be distributed by their
department heads. Payroll schedules will be posted in each
department and on emnlovee bulletin boards. No advance payroll
checks will be issued.
EMPLOYEE BENEFITS:
Holidays:
Eagle County has designated the following days as official holi-
days, and eligible full -time employees shall be granted the day
off with pay. Eligible part -time employees shall receive holi-
day pay proportionate to their regularly scheduled hours.
New Years Day Labor Day
Washington's Birthday Columbus Dav
Lincoln's Birthday Thanksgiving Day
Memorial Day Veteran's Day
Independence Day Christmas Day
Colorado Day
Employees who work on a County holiday will be paid at their
regular rate of pay for their shift. In addition, thev will
receive eight (8) hours of holiday pay and, with the approval of
their supervisor, may take a compensatory eight hours off with-
out pay. The compensatory day off must be taken within two pay -
roll periods or it will be forfeited.
Holidays that fall during an employee's vacation shall not be
counted as vacation time. If the holiday occurs during an em-
ployee's sick leave, no sick leave will be charged for that day.
Vacation:
Annual vacations are essential to the well -beinq and the physi-
cal and mental health of employees. It is the policy of Eagle
County that vacation earned in a current anniversary year must
be used in the following anniversary year.
Each year on the employee's anniversa
which exceed the hours the employee e
will be reduced to the eligible hours
hours . ONLv AFTER THF. ANNIVERSARY D
TION ACCRUE FOR THE CURRENT YEAR TO A
WHICH POINT ACCRUAL WILL CRARR_
date, vacation balances
ed in the prior year
s, 96 hours, 120
E ADJUSTMENT
OF 120 HOURS
Employees are responsible for monitoring their vacation balance
to ensure that they do not lose earned vacation time.
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1/85
Vacation; cot._inued
The accrued vacation hours are updated bi- weekly and are shown
on the employee's paycheck stub.
Vacation is accrued on eligible hours. Holiday, sick leave,
vacation and all paid leave and regular hours worked are eli-
gible hours. YOU DO NOT ACCRUE VACATION ON OVERTIME HOURS.
All regular status employees who are scheduled to work twentv
(20) to forty (40) hours per week are eligible for paid vaca-
tion. Probationary employees who have completed six (6) months
of continuous service and have attained regular status will be
granted forty (40) hours of paid vacation at the end of the six
month period. Part -time probationary employees who qualify will
be granted twenty (20) hours. All regular status full -time and
Part-time employees will accrue vacation in accordance with the
following schedule;
YEARS OF SERVICE ACCURAL RATE MAXIMUM HOURS
Six months to One year .0385 40
One yr. thru Two yrs. .0385 80
Three yrs. thru Five yrs. .0462 cab
Over Five yrs. .0577 120
Provisions and Requirements:
1. Anniversary date is the date You were hired as a probation-
ary employee. This date never changes.
2. In the event a holiday falls within a scheduled vacation,
such holidays shall not be charged against vacation.
3. Vacation leave must be taken in increments of one hour (i.e.
one hour, two hours, three hours, etc.).
4. Annual leave will not be approved for hours in excess of
hours earned at the beginning date OF the requested vaca-
tion.
5. Vacation checks will not be issued in advance.
6. USE OR LOSE, all vacation earned in one anniversary year
must be taken in the following anniversary year. AFTER THE
ANNIVERSARY DATE ADJUSTMENT VACATION FOR TF,7 CURRENT YEAR
WILL ACCRUE TO 120 HOURS, AT WHICH POINT ACCRUAL WILL CEASE.
7. All requests for vacation must be approved by the employee's
department head.
8. Requests for vacation should be submitted to the department
head far enough in advance to schedule an alternate time, if
necessary, before the employee's anniversary date.
9. The department head shall at all times, reserve the right to
approve annual leave for employees at such time, or times,
as will least interfere with the efficient operation of the
department.
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Sick Leave:
It is the policy of Eagle County to grant sick leave, with pay,
to all eligible employees for specific medical absences. The
primary purpose of the policy is to provide income protection
for employees who, because of a temporary physical disabilitv
cannot reasonably be expected to properly perform their duties,
or whose presence would endanger the physical well -being of
their fellow employees or the public.. Employees are expected to
exercise good judaement and prudence in their use of sick leave.
It is the responsibility of department heads, supervisors and
elected officials to ensure that this benefit is not being a-
bused. Employees found to be abusing this sick leave policy are
subject to disciplinary action, suspension or dismissal.
Sick leave for regular status full -time or part -time employees
will accrue at the rate of .0308 per paid hour, up to a maximum
of eight (8) paid days per year and may be accumulated to a max-
imum of 480 hours. Regular hours worked, vacation, sick leave,
holidays and all paid leave hours will be used in the calcula-
tion. YOU DO NOT ACCRUE SICK LEAVE ON OVERTIME HOURS.
Sick leave will accrue from date of hire, but is not earned
until successful completion of the probation period. Sick, leave
may be used only for the following absences.
1. Personal illness: A minor illness which does not exceed
three consecutive days.
2. Temporary disability: A non -job related illness, hospital-
ization or pregnancy which does not exceed sixty (60) cal-
endar days.
3. Extended illness: A major illness or disability which ex-
ceeds sixty (60) calendar days up to a maximum of sixty -five
(65) working days. The employee is eligible to request ad-
ditional paid sick leave from the sick leave bank.
4. Dental and doctor appointments.
5. Necessary care of an immediate Family member (one who lives
in your home and is dependent on you for care during an ill-
ness).
Provisions & Requirements:
I. All employees shall complete a Request For Leave form in ad-
vance, if possible, or on the day they return to work.
2. All paid sick leave must be approved by the supervisor.
3. Employees shall notify their supervisor within two (2) hours
of scheduled work time.
4. Employees who fail to notify their supervisor within two (2)
hours, or to submit a Request For Leave form on the day they
return to work, shall forfeit paid leave.
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}
Requirements k -r Paid Sick Leave: conti"ed
5. Sick leave must be used in increments of one half hour (i.e.
one half hour, one hour, one and one -half hour, etc.).
6. All employees are required to return to work the day follow-
ing release by their physician.
7. Rmployees on temporary disability /extended illness leave are
required to furnish a release from their physician before
they will be allowed to return to work.
8• Employees on temporary disability /extended illness leave who
have met all the requirments for paid leave and who return
to work within the time frame of sixty (60) calendar days,
or sixty -five (65) working days, will be allowed to return
to their former positions.
9. Employees on extended illness leave which exceeds sixty -five
working days may not be returned to their former positions,
and will be terminated at the close of the sixty -fifth day,
or when all benefits have been exhausted, whichever is
later. when they are released by their physician to return
to work, they will be considered for any available Position
for which they are qualified.
10. The County does not pay health insurance premiums for em-
ployees on unpaid leave of absence. See "Leave Without Pay"
Policy, page 12.
To provide extra protection during an extended illness the
County has established a sick leave bank, administered by a
committee composed of elected employees and appointed manage-
ment staff. The bank may authorize specific hours of paid sick
leave for qualified employees during an extended illness, based
on length of service, use of sick leave and other criteria as
established by the committee and approved by the Board of County
Commissioners. Paid sick leave may be requested from the bank
when all benefits have been exhausted during an extended ill-
ness.
Personal Days Off:
Regular status full -time employees will be granted two (2) paid
days off each year for personal business. Regular status part -
time employees will be granted two (2) four -hour paid days each
year for personal use. New employees shall be granted one (1)
paid personal day off during the first year of employment after
they have completed six (6) months of continuous service and
attained regular status. New employees whose first year anni-
versary date falls between January 1 and June 30 shall be eli-
gible for two (2) personal leave days in their second year of
employment and each year thereafter. New employees whose anni-
versary date is July 1 or later are eligible for one (1) day of
personal leave in their second year of employment and two (2)
days thereafter. Personal days off may not be used in hourly
increments, but must be taken for the full eight hours. Per-
sonal days off must be taken during the calendar year and cannot
be accumulated or carried over.
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Personal Days ! ; continued
Personal days off shall be requested, in advance, by submitting
a Request For Leave form to the employee's supervisor for ap-
proval. Time off for personal leave will not be paid leave un-
less the Request For Leave form is approved by the supervisor
and forwarded to Personnel.
RETIREMENT:
Eagle County belongs to the Colorado County Officials and Em-
ployees Retirement Association. Participation is mandatory for
all eligible employees after one (1) year of employment with
Eagle County.
An eligible employee is one who is regularly scheduled to work
twenty (20) hours or more per week, or 1000 hours within a cal-
endar year.
Eligible employees shall contribute 3% of their base pav to the
Plan, which shall be matched by the County. The Plan is tax -
sheltered and reduces the employee's tax liability.
The Plan has a ten (10) year vesting perior9 and is distributed
upon termination or retirement. Employees who terminate before
100°% vesting shall receive 100% of their contribution plus 10%
of the County's for each year of participation in the plan. Af-
ter 10 years in the plan emnloyees are fully vested and shall be
entitled to 100% of the County's contribution.
The Plan provides for retirement at age 62, or at age 55 with
twenty (20) years of service.
In addition to the mandatory plan, the Association also offers
two (2) other plans.
(a) A straight retirement plan where contributions are
taxed when earned. Employees may contribute up to 10% of their
base pay to this plan.
(b) Deferred compensation is a tax - sheltered plan and em-
ployees may tax - shelter up to 19% of their base pay. Contribu-
tions withdrawn before age 59 1/2 are subject to a 10% early
withdrawal tax.
Plan (a) and Plan (b) are employee contributions only. The
County does not make any contribution to these two plans.
For more information concerning the plans, the employee should
talk with their supervisor or the Personnel Manager.
INSURANCE:
Health /Dental /Life:
For the protection of the employee and their family, the County
provides group health and dental insurance at no cost to the
regular full time employee. In addition, the County provides
$5000 of group term life insurance for each regular full -time
employee.
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1
Health /Dental /i,ife: continued.
Regular part time employees who work thirtv (30) hours per week
are eligible to Participate in the Medical /Dental plan on a pro-
rated basis. The County will assume 75% of the premium and the
part time employee pays 25% of the premium.
Coverage is effective on the day following completion of the
three month probationary period, and ends on the last day you
work as an employee of ragle County. Upon termination the car-
rier offers a converted medical plan and whole life plan, which
is available to employees who were covered at least three (3)
months under the group plan.
Applications for the converted plan, enrollment cards, change
cards, etc. are available in the Personnel office.
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. All employees of Eagle County are covered
under Workmen's Compensation for an on- the -job injury. Work-
men's Compensation pays all of the medical costs and a portion
of the employees salary for work -time lost due to the injury.
If an employee incurs an injury at work, the emplovee 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. The supervisor should notify the Per-
sonnel Manager immediately when an employee sustains massive
injuries.
Full -time regular status employees who sustain an on- the -job
injury shall be granted IMJURY LEA17E for a period not to exceed
sixty (60) working days. The County will pay the employee's
regular wages for each hour of injury leave, up to a maximum of
sixty (60) working days.
The employee will not be allowed to return to work without a re-
lease from his /her physician. Any limited assignment of duties
shall be reviewed at thirty (30) day intervals. Requests for
injury leave, after being released to return to work, shall re-
quire a physician's statement that the time loss was due to the
initial injury. If at the completion of the sixty (60) 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. Phould their be no position available, the
employee will be considered for termination. when an employee
is on injury leave and is receiving full wages from the County,
any money received by the employee from Workmen's Compensation
shall be turned over to the County. Failure to do so will re-
sult in immediate termination.
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LEAVE OF ABSENCE:
Military Leave:
The employee may have two (2) weeks of 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
military leave. If called to active duty, the employee may be
restored to their prior position if requested within ninety (90)
days from discharge.
To protect the employee's income the County will pay the dif-
ference between military pay and County pay. The employee must
show his military pay voucher to the Personnel Manager who will
make the pay adjustment on the next Payroll. Fmployees who fail
to submit the required verification shall forfeit the pay dif-
ferential.
Court Leave:
Any employee who is required to serve as a (a) juror, (b) wit-
ness in a criminal case, or (c) litigant or witness in a case
resulting directly from the discharge of the employee's duties
shall be granted court leave with full pav to serve in that ca-
pacity.
Any employee who has been granted court
shall turn any fee paid to them over to
exception of pav for travel which may be
ployee. In the event that such fees are
County, the total of fees paid, with the
may be deducted from the employee's pay.
Leave Without Pay:
leave with full pay
the Countv, with the
returned to the em-
not turned over to the
exception of travel,
In the event of a critical personal emergency the appropriate
department head may grant leave without pay to any regular sta-
tus employee who has exhausted accumulated vacation, personal
leave, or sick leave where applicable. Vacation, sick leave and
personal days will not be earned during the leave, nor will the
County make any contributions to Health Insurance, Life Insur-
ance or Retirement plans. The employee may be entitled to main-
tain the group health insurance, provided the employee deposits
in advance, the amount necessary to cover the total cost of the
premiums for the period of the leave. Leave without pay may not
exceed six months. Failure to return to work at the end of an
authorized leave will result in immediate termination.
Unauthorized Leave:
An employee taking unauthorized leave will be subject to disci-
plinary action. Any employee absent for three (3) consecutive
days without authorization shall be terminated.
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ACCEPTANCE OF THE EAGLE COUNTY PERSONNEL POLICY
AS AMENDED BY RESOLUTION 85- ya
The undersigned respectfully endorse and accept the Eagle
County Personnel Policy, as amended by Resolution No. 85- 4a-
and support its applicability to all Eagle County employees.
By:
David E. Mott, Chairman
0
Commissioner
By:
Roberta Depp, Librarian
By
j9h nnette Phillips,
Clerk & Recorder
i L
Ella Bindley, Assessor
By:!
Mary W'Iker, Treasurer
By:
A.J. Johnson, Sheriff
ACCEPTANCE OF THE EAGLE COUNTY PERSONNEL POLICY
AS AMENDED BY RESOLUTION 85- y a
The undersigned respectfully endorse and accept the Eagle
County Personnel Policy, as amended by Resolution No. 85- y a. ,
and support its applicability to all Eagle County employees.
BY :� /cLd�
David E. Mott, Chairman
By: ` W
Donald H. Welch,
Commissioner
By
Robe2`ta bep Lib z
By!
ohnnette Phillips,
Clerk & Recorder
9 /
Ella Bindley, Assesso
JJ
tt"7J reasurer
heriff
July 11, 1985
At meeting of Eagle County Board of Library Trustees
Resolution:
Pat Norman moved, seconded by Gail Newman, that the Board accept the
Amendments to the Eagle Acounty Personnel Policy. Passed unanimously.
Respectfully submitted by
Maire Lewis, Acting Secretary
