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R85-42 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. -2- 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. -3- 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. -4- 1/85 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. -6- 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. -7- 1/85 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. -8- 1/85 } 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. -9- 1/85 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. -10- 1/85 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. -11- 1/85 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. -12- 1/85 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