HomeMy WebLinkAboutR93-113 Personnel Policyy
Commission �l moved adoption
of e Follow g Resolution:
BOARD OF COUNTY COMMISSIONERS
COUNTY OF EAGLE, STATE OF COLORADO
RESOLUTION NO. 93 - ZL3
ADOPTING 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
( "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 30 -11 -107, C.R.S., the Board is empowered
to manage the business and concerns of the County in all cases
where no other provisions are made by law; and
WHEREAS, pursuant to the aforesaid statutes, upon the adoption
of a personnel policy by the Board, and acceptance of said policy
by any elected official of the County of Eagle, Colorado, said
policy shall become binding upon the employees of that office; and
WHEREAS, the Board desires to adopt such a policy 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. Countv of Eaale. State of Colorado:
THAT the Board hereby adopts the "Eagle County Personnel
Policy" as set forth in Exhibit "B" 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, upon the acceptance of the Personnel Policy by any
elected official of the County of Eagle, said Personnel Policy
shall apply and shall be binding upon the employees of that Elected
Official's office. Exhibit " A " attached hereto and incorporated by
this reference indicates the Elected Officials of Eagle County who
have endorsed said Personnel Policy.
l
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in this Resolution shall be and are hereby repealed and superseded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 herein 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.
THAT, the Board hereby declares that the provisions of the
Personnel Policy shall be effective r Lep 1/ , 1993.
MOVED, READ AND ADOPTED by the Board of County Commissioners
of the County of Eagle, State of Colorado, at its regular meeting
held the day of 1993.
ATT
By:
County Commiss'
COUNTY OF EAGLE, STATE OF
COLORADO, By and Through Its
BOARD OF COUNTY COMMISSIONERS
By:
George A. Gates, Chairman
M I
Commissioner
foregoing resolut
follows:
Commissioner George A. Gates --
Commissioner Johnnette Phillips
Commissioner James E. Johnson, Jr.
This Resolution passed by a - vote of the Board of County
Commissioners of the County of Eagle, State of Colorado.
EXHIBIT A
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.
d -
Commiss' one
asur r
Sheriff
-(Li A2 - n
Jerk and Retorder
EXHIBIT B
��b
4�
a
Table of Contents
Aboutthis Handbook .......................................................... ..............................4
ChapterOne: Benefits ...................................................... ..............................5
Family and Medical Leave ......................... ..............................6
PersonalLeave .......................................... .............................10
Paid Medical Leave ................................... .............................12
SickLeave Bank ....................................... .............................14
Holidays.................................................... .............................15
MilitaryLeave ........................................... .............................16
FuneralLeave ............................................ .............................17
Leaveof Absence ...................................... .............................18
Jury and Witness Leave ............................. .............................19
Voting ...................................................... ............................... 21
Emergency Service Leave ...............:.......... .............................22
Insurance................................................... .............................23
Reimbursement Accounts ........................... .............................24
CreditUnion ............................................... .............................26
Retirement.................................................. .............................26
Employee Assistance Program .................... ............................,28
Conferences and Seminars .......................... .............................28
Tuition Reimbursement .............................. .............................29
Chapter Two: Compensation ............................................ .............................30
Reporting Your Time .................................. .............................31
Paychecks and Pay Periods ......................... .............................31
Mandatory Payroll Deductions .................... .............................32
Overtime and Extra Pay .............................. .............................33
Administrative Leave .................................. .............................33
Compensatory Time .................................... .............................34
MakingUp Time ......................................... .............................35
Chapter Three: General Information ................................. .............................36
Employee Communication ..................... ............................... 37
Suggestions................................................. .............................37
Change of Personal Information .................. .............................38
PersonnelFiles ............................................ .............................39
Verification of Employment ........................ .............................39
EmployeeParking ....................................... .............................40
Orientation.................................................. .............................40
Attendance and Punctuality ......................... .............................40
C C
Meal and Rest Periods .................................... .............................41
EmergencyClosing ........................................ .............................42
MedicalExaminations .................................... .............................43
On -Call Status ................................................ .............................43
SmokingPolicy .............................................. .............................44
Chapter Four: Employee Activities ....................................... .............................45
OtherEmployment .......................................... .............................46
Conflict of Interest ......................................... .............................46
Volunteering for Work ................................... .............................47
PoliticalActivity ............................................. .............................47
Appearance and Courtesy ................................ .............................48
Standards of Conduct .................................. ...............................
49
PersonalProperty ............................................ .............................54
ComputerSoftware .......................................... .............................54
Releasing Information ..................................... .............................55
Rightsto Copyrights ........................................ .............................57
Rightsto Patents .............................................. .............................57
Rights to Computer Programs .......................... .............................58
Gratuities......................................................... .............................59
ChapterFive: Safety .............................................................. .............................60
EmployeeSafety .............................................. .............................61
Work Related Accidents ................................... .............................62
ModifiedDuty .................................................. .............................64
Wage Continuation ........................................... .............................65
Weapons........................................................... .............................65
Chapter Six: Employee Conduct ......................................... .............................66
TelephoneUsage .............................................. .............................67
Visitors............................................................. .............................67
CountyProperty ............................................... .............................68
Drug Free Work Place ...................................... .............................69
Discipline......................................................... .............................71
Harassment....................................................... .............................72
GrievanceProcedure ......................................... .............................73
ADA Grievance Procedure ................................ .............................75
Chapter Seven: Selection .......................................................... .............................77
Equal Opportunity Employment ........................ .............................78
JobPosting ........................................................ .............................79
Employment of Relatives .................................. .............................80
Transfer.......................................................... ............................... 81
Chapter Eight: Employee Status ............................................. .............................82
Regular Part -time Status .................................. .............................83
Initial Review Period ........................................ .............................84
Merit Pay Increases ........................................... .............................85
ActingAppointment .......................................... .............................86
ChapterNine: Separation ....................................................... .............................87
Exit Interviews ... :....... .... ..
................................ .............................88
Insurance Continuation .................................. ............................... 88
Rehire............................................................... .............................89
ChapterTen: Definitions ........................................................ .............................90
Chapter Eleven: Department and Office Information .............. .............................94
About this Handbook
The policies contained in this handbook supersede prior County personnel policies and
apply to all County departments and employees, unless otherwise indicated.
This handbook, the County's practices and other communications do not create an
employment contract nor a property right in your employment with Eagle County. This
handbook does not contain all of the information you will need during the course of your
employment with the County. You will receive additional information through various
written or verbal notices.
The policies of this handbook are subject to all laws and regulations governing the
operation of Eagle County. Changes to laws and regulations will determine appropriate
changes to the policies and procedures stated in this handbook.
County employees function under a wide variety of conditions and circumstances. Each
department has needs and requirements unique to that department. It is anticipated that
some departments will supplement this manual with departmental policies outlining the
specific needs of the department.
Management is committed to reviewing its policies and benefits continually and may
change these policies at any time without prior notice. The policies and benefits outlined
in this handbook are subject to review and change. No communication or-practice limits
the reasons or procedures for termination or modification of the employment
relationship.
For your convenience in locating specific information, a Table of Contents and an Index
have been provided. If you have questions or would like more information about any
aspect of the County, its policies and practices, consult your supervisor, Department.
Director, Elected Official, or a Human Resources representative.
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Chapter One
Benefits
Family and Medical Leave
Personal Leave
Paid Medical Leave
Sick Leave Bank
Holidays
Military Leave
Funeral Leave
Leave of Absence
Jury and Witness Leave
Voting
Emergency Service Leave
Insurance
Reimbursement Accounts
Credit Union
Retirement
Employee Assistance Program
Conferences and Seminars
Tuition Reimbursement
5
t
Family and Medical Leave
Eagle County will grant up to 12 weeks of family and medical leave during any 12-
month period to eligible employees, in accordance with the Family and Medical Leave
Act of 1993(FMLA). The leave may be paid, unpaid, or a combination of paid and
unpaid, depending on the circumstances and as specified in this policy.
In order to qualify to take family and medical leave under this policy, an employee must
meet all of the following conditions:
1. The employee must have worked for the employer at least 12 months, or 52
weeks. These need not be consecutive, and may include less than full -time
workers.
2. The employee must have worked at least 1250 hours during the twelve month
period immediately before the date when the leave would begin.
3. The employee must work in an office or worksite where 50 or more employees
are employed within 75 miles of that office or worksite.
In order to qualify as FMLA leave under this policy, the employee must be taking the
leave for one of the reasons listed below:
1. the birth of a child and in order to care for that child;
2. the placement of a child for adoption or foster case;
3. to care for a spouse, child, or parent with a serious health condition; or
4. the serious health condition (see definition below) of the employee.
An employee may take leave because of a serious health condition that makes the
employee unable to perform the functions of the employee's position. A serious health
condition is defined as a condition which requires inpatient care at a hospital, hospice, or
residential medical care facility, or a condition which requires continuing care by a
licensed health care provider. This policy covers illnesses of a serious and long -term
nature, resulting in recurring or lengthy absences. Examples include: heart attacks, most
cancers, strokes, appendicitis, pneumonia, and ongoing pregnancy and prenatal care.
Generally, a chronic or long -term health condition which, if left untreated, would result
in a period of incapacity of more than three days would be considered a serious health
condition. If you have questions about what illnesses are covered under this policy,
contact the Human Resources Department.
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The county will measure the twelve month period as a rolling 12 -month period measured
backward from the date an employee uses any leave under this policy. Each time an
employee takes leave, the county will compute the amount of leave the employee has
taken under this policy and subtract it from the 12 weeks of available leave, and the
balance remaining is the amount the employee is entitled to take at that time.
If a husband and wife both work for the county, and each wishes to take leave for the
birth of a child, adoption or placement of a child in (their) foster care, or to care for a
parent (but not a Parent "in- law ") with a serious health condition, the husband and wife
may only take a total of 12 weeks of leave.
Employee status and benefits
While an employee is on leave, the county will continue the employee's health benefits
during the leave period at the same level and under the same conditions as is the
employee had continued to work. If the employee chooses not to return to work for
reasons other than a continued serious health condition, the county will require the
employee to reimburse the county the amount it paid for the employee's health insurance
premium during the leave period.
Under current county policy, the employee pays a portion of the health care premium.
While on paid leave, the employer will continue to make payroll deductions to collect the
employee's share of the premium. While on unpaid leave, the employee must continue
to make this payment; the payment should be received in the Human Resources
Department by the first day of each month.
An employee who takes leave under this policy will be able to return to the same job or a
job with equivalent status, pay, benefits and other employment terms. The position will
be the same or one which entails substantially equivalent skill, effort, responsibility, and
authority. The county may choose to exempt certain highly compensated employees
from this requirement and not return them to the same or similar position.
f paid and unpaid 1
If the employee has accrued paid leave, the employee must use paid leave first and take
the remainder of the twelve weeks as unpaid leave. An employee who is taking leave
because of the employee's own serious health condition or the serious health condition of
a family member must use all paid vacation, personal or sick leave prior to being eligible
for unpaid leave. For example, if an employee has earned one week of vacation leave
and one week of sick leave, the employee would be able to take two weeks paid and 10
weeks unpaid leave under this policy.
An employee taking leave for the birth of a child must use paid sick leave for physical
recovery following childbirth. The employee must then use all other paid leave time and
then will be eligible for unpaid leave for the remainder of the 12 weeks. An employee
who is taking leave for the adoption of foster care of a child must use all paid vacation
(not sick leave) leave prior to being eligible for unpaid leave.
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Intermittent leave or a reduced work schedule
The employee may take FMLA leave in 12 consecutive weeks, may use the leave
intermittently (take a day periodically when needed over the year), or under certain
circumstances may use the leave to reduce the work week or work day resulting in a
reduced hour schedule. In all cases, the leave may not exceed a total of 12 weeks over a
12 month period. The county may temporarily transfer an employee to an available
alternative position with equivalent pay and benefits if the alternative position would
better accommodate the intermittent or reduced schedule.
For the birth, adoption, or foster care of a child, the county and the employee must
mutually agree to the schedule before the employee may take the leave intermittently or
work a reduced hour schedule. Leave for birth, adoption, or foster care of a child must
be taken within one year of the birth or placement of the child.
If the employee is taking leave for a serious health condition or because of the serious
health condition of a family member, the employee should try to reach agreement with
the county before taking intermittent leave or working a reduced hour schedule. If this is
not possible, then the employee must prove that the use of the leave is medically
necessary. The county may require certification of the medical necessity.
Certification
The county will require an employee to provide a doctor's certification of the serious
health condition. Certification of the serious health condition shall include: the date
when the condition began, its expected duration, diagnosis, and a brief statement of
treatment. For medical leave for the employee's own medical condition, the certification
must also include a statement that the employee is unable to perform work of any kind or
a statement that the employee is unable to perform the essential functions of the
employee's position. For a seriously ill family member, the certification must include a
statement that the patient requires assistance and that the employee's presence would be
beneficial or desirable.
The county has the right to ask for a second opinion if it has reason to doubt the
certification. The county will pay for the employee to get a certification from a second
doctor, which the county will select. If necessary to resolve a conflict between the
original certification and the second opinion, the county will require the opinion of a
third doctor. The county and the employee will jointly select the third doctor, and the
county will pay for the opinion. This third opinion will be considered final.
Procedure for reauestin2 leav
Except where leave is not foreseeable, all employees requesting leave under this policy
must submit the request in writing using a "Medical Certification Form" to the Human
Resources Department with a copy to their immediate supervisor. When an employee
plans to take leave under this policy, the employee must give the county 30 days notice.
If it is not possible to give 30 days notice, the employee must give as much notice as is
practicable. An employee undergoing planned medical treatment is required to make a
C..
reasonable effort to schedule the treatment to minimize disruptions to the county's
C` operations. While on leave, employees are requested to report periodically to the county
regarding the status of the medical condition, and their intent to return to work.
N
Personal Leave
Personal leave is provided for regular employees to use for vacations or personal matters.
Employees in their initial review period accrue but cannot use personal leave until they
have successfully completed six months of employment as a regular employee. Personal
leave will not be paid if an employee is terminated or resigns during the first six months
of employment. However, earned personal leave is paid at termination to an employee
who has been employed as a regular employee for six months or longer. Regular
employees who are scheduled to work twenty (20) to forty (40) hours per week are
eligible for paid personal leave. Regular full -time and part-time employees earn personal
leave in accordance with the following schedule:
YEARS OF SERVICE PERSONAL LEAVE
Full -Time: Accrued per year
One through two years 12 days (96 hrs)
Three through four years 14 days (112 hrs)
Five through nine years 17 days (136 hrs)
Ten or more years 22 days (176 hrs)
Part-time: Pro -rated based on hours worked.
The maximum personal leave an employee can earn annually is 176 hours. Once an
employee earns 176 hours of personal leave they do not accrue any more personal leave
until their balance is lower than 176 hours. Employees are responsible for monitoring
their personal leave balance to ensure they do not stop accruing personal leave.
The earned personal leave hours are updated biweekly and are shown on the employee's
paycheck stub. Personal leave is earned on eligible hours which includes regular hours
worked, holiday hours, and paid leaves such as emergency service, training, funeral,
injury, jury/witness, personal leave,medical leave, and compensatory time leave.
Employees do not accrue or earn personal leave on leave without pay, overtime hours
worked, extra hours, or while earning compensatory time hours.
Requests for personal leave must be submitted in writing to the employee's Department
Director or Elected Official.
Requests for personal leave should be submitted to the Department Director or Elected
Official far enough in advance to schedule an alternative time, if necessary. Some
Department Directors or Elected Officials have more specific guidelines for scheduling
personal leave.
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The Department Director or Elected Official has the discretion to approve personal leave
for employees at times that do not interfere with the efficient operations of the
department.
If a holiday falls within a scheduled personal leave, the holiday will not be charged
against personal leave. The employee will receive holiday pay.
Personal leave may be taken in increments of one -half hour (i.e. 30 minutes, 90 minutes,
one day...)
Personal leave will not be approved for hours not earned by the beginning date of the
requested leave. In other words, personal leave must be earned before it can be used.
Pay checks will not be issued in advance for employees going on personal leave.
Employees are required to use accrued personal leave if on FMLA leave. (See Family
and Medical Leave.)
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Paid Medical Leave
If you have to be absent, you are responsible for contacting your supervisor within your
first scheduled one -half hour of work or sooner. If you know about an absence in
advance, you should inform your Supervisor as soon as possible. Some individual
Department Directors or Elected Officials may vary this requirement to meet special
needs of their departments. The Department Director or Elected Official is responsible
for giving each employee a list of whom to call, should the supervisor not be available.
Medical leave is a privilege available for regular employees working 20 hours or more
per pay period to be used in the following circumstances:
A. When the employee is unable to perform his/her job duties because of illness,
injury, or disability. For a serious health condition see Family and Medical Leave
section of this handbook.
B. When the employee has medical, surgical, dental or optical examinations or
treatment.
C. When an employee is required to care for an ill or injured member of the immediate
family, (parent, spouse, child or other dependent, grandparent, or in- laws) he /she
may use accumulated medical leave up to 80 hours for any one disability. New
fathers are eligible to take five days of earned medical leave immediately following
the birth of an infant or the adoption of a child.
An employee must complete three continuous calendar months of employment before
becoming eligible to use paid medical leave. Full -time employees accrue medical leave
at 2.46 hours per pay period and are paid at their regular base pay. Medical leave
accrued for a partial pay period worked will be pro- rated. Part-time employees accrue
medical leave on a pro -rated basis.
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Medical leave may be used in increments of quarter hours (i.e. 15 minutes, 30 minutes,
45 minutes, etc). The maximum accumulation of medical leave is 60 days (480 hours).
Upon separation, unused medical leave will be forfeited.
Employees are required to return to work upon release by a physician. Employees may
be required to verify that they have been ill or injured or caring for an ill or injured
member of their immediate family. In addition, employees may be required to verify
their fitness to return to work.
Any medical leave exceeding five work days requires a doctor's note. The note must state
it was necessary for the employee to be absent from work and the nature of the disability.
If it is anticipated that the leave will exceed five work days the note must also state the
anticipated duration of the leave.
Employees must complete a Request for Leave form in advance, if possible, or on the
day they return to work and submit it to their immediate supervisor with a copy to
Human Resources. Requests for paid medical leave will be reviewed by the employee's
supervisor. If the employee is expected to miss more than ten work days the County
Manager will be informed of the situation.
Accumulated medical leave and additional time off will not be granted to compensate for
an injury or illness which may occur during the employee's personal leave, or scheduled
e ll holiday unless the employee is hospitalized. Non - hospitalized recovery time during
scheduled personal leave will be counted as personal leave.
Medical leave will not be paid for any absences occurring during the last two weeks of
employment, except for unplanned hospitalization due to accident/illness.
The employer's portion of the health insurance premium will be paid by the County for
up to ninety days of the approved leave, if the employee continues to pay their portion of
the premium.
If an employee misses a review date while on leave, he /she may be reviewed upon return
to work. If an increase in pay is given, it will be effective on the date the review would
have taken place had the employee not been on leave. Employees are required to use up
accrued medical leave on Family and Medical Leave.
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Sick Leave Bank
The Sick Leave Bank provides temporary continued income to employees who have
exhausted all paid leaves and are experiencing a serious illness, injury or disability
requiring an extended absence from work. Regular full-time employees may be awarded
payment through the Sick Leave Bank under the following guidelines:
Criteria:
A. The employee must have completed one year of continuous full-time employment
with the County.
B. All paid leaves must be exhausted.
C. The Sick Leave Bank may not be used for an accident, illness or injury incurred in
the line of duty, or for which Workers' Compensation has been applied for or is
being received.
D. Employees may be eligible for withdrawals from the Sick Leave Bank up to a total
of 40 days (320 hours) in a twelve month period. The number of hours an employee
receives will be decided by the Sick Leave Bank Committee.
E. Withdrawals from the Sick Leave Bank are not required to be repaid or replaced,
unless the employee does not return to work.
F. Payment for sick leave hours withdrawn from the Sick Leave Bank will be at 75%
of the employee's normal hourly rate of pay earned on the last day of active paid
County service.
G. While using the Sick Leave Bank, an employee does not accrue medical or personal
leave. Employees on Sick Leave Bank will receive 75 percent pay for County
holidays. Employees using Sick Leave Bank hours are not eligible for jury, military,
funeral, emergency service, or administrative leave.
Process to apply:
A. The requesting employee must submit a physician's statement to Human Resources
indicating the nature and probable duration of the disability.
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B. A request to withdraw hours from the Sick Leave Bank must be submitted
through the requesting employee's Department Director or Elected Official. The
Department Director or Elected Official will send the request to the Director of
Human Resources. The Director of Human Resources will verify the requestor's
eligibility and review the request with the Sick Leave Bank Committee.
C. The Sick Leave Bank Committee appointed will consider the requesting
employee's prior medical leave balance, length of employment with the county, job
performance, and seriousness of the disability and anything else they deem relevant
in approving withdrawal of hours from the Sick Leave Bank.
Holidays
Paid holidays will be determined annually by resolution of the Board of County
Commissioners. Eagle County offices will be closed on the days designated by the Board
as holidays. Normally, regular employees receive eleven paid holidays per year.
Employees may be scheduled and required to work on holidays.
To be paid for the holiday, an employee must be on paid status the day before and the
day after the holiday. All eligible regular full -rime employees will receive eight hours of
holiday pay for the holiday.
Regular non - exempt employees who are required to work on a County designated
holiday will receive eight hours of holiday pay in addition to straight time pay for hours
worked during the holiday. Regular non - exempt employees will receive overtime pay for
hours worked over 40 in an established work week. (See Overtime policy.)
Regular part-time employees will be given holiday pay on a pro -rated basis. (See
Regular Part-rime status.)
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Military Leave
Regular employees who are members of the National Guard or other state or federally
organized military force or reserve are entitled to a leave of absence to engage in training
or active service required by the organization without loss of pay, seniority, status,
efficiency rating, vacation, sick leave, or other benefits. An employee may return from
military leave (active duty) if they received an honorable discharge and return to the
County position within 30 days after the military service terminates.
Leave required for military service over fifteen (15) days per year is without pay. The
rights and conditions for reinstatement at completion of extended military service are
governed by 28 -3 -601 et. seq. C.R.S. as amended and by the Veteran's Re- employment
Rights Act.
An employee's orders for a scheduled military assignment should be submitted to their
supervisor at least four (4) weeks before the effective -date. Military leave requests must
be supported by a copy of the military orders, indicating reporting and termination dates
of the assignment. Request for absence for emergency response must be submitted to the
employee's supervisor as soon as possible.
Employees who leave their jobs with the County for training of service in the Armed
Forces are granted re- employment rights without loss of seniority if they re -apply within
the time requirements of the Act that governs re- employment of veterans.
By law, these employees must be hired into the same or similar jobs without loss of pay
or benefits, if still qualified.
The law also states the employee be kept on the employee list for at least one year unless
it is the employee's decision to terminate or if the County has just cause for termination.
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Funeral Leave
Regular full -time employees may be granted up to twenty -four (24) hours -three eight
hour days of funeral leave with pay. Regular part -time employees may be granted twelve
(12) hours of funeral leave with pay to attend a funeral when a death has occurred in the
family as defined below. If necessary, and with the approval of the Department Director
or Elected Official, employees may use earned personal leave or unpaid leave to extend
the absence from work.
A regular full-time employee who wishes to attend the funeral of a close personal friend
or relative other than a member of the family, as defined below, may receive up to four
(4) hours pay if approved by the employee's Department Director or Elected Official. A
regular part -time employee may receive up to two (2) hours pay to attend the funeral of a
close personal friend or relative if authorized by the employee's supervisor.
Family is defined as mother, father, sister, brother, grandmother, grandfather, great
grandmother, great grandfather, daughter, son, wife, husband, granddaughter, grandson,
step - mother, step - father, step- daughter, step -son, sister -in -law, brother -in -law, mother -
in -law, father -in -law, grandmother -in -law, grandfather -in -law, aunt, uncle, nieces,
nephews,. and legal guardians.
To be eligible for funeral leave pay, the employee must attend the funeral service.
Supervisors may require an employee to provide a public notice or evidence of the death.
Funeral leave pay will not be paid in addition to any other allowable pay for the same
day, such as holiday pay, sick pay, etc. The only exception to this policy is when a death
occurs in the family while the employee is on personal leave; in which case a maximum
of twenty -four (24) hours personal leave may be granted to compensate for hours used as
funeral leave.
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Leave of Absence
Upon approval of the County Manager or his/her designee and the employee's
Department Director or Elected Official, a regular employee may be granted a leave of
absence up to one year for compelling personal reasons not related to FMLA causes for
leave.
All accrued personal leave and compensatory time must be used at the beginning of the
leave of absence. Employees on leave of absence without pay do not accrue personal or
medical leave. Employees on leave of absence are not eligible for holiday, jury, military,
sick, personal, sick bank, funeral, emergency or administrative leave. An employee's
insurance coverage continues as long as applicable laws allow and the employee portion
is paid. When an employee is on an unpaid leave of absence, he /she may remain on the
County dental and health insurance plan provided the full premium is paid in advance by
the employee.
Provided the employee returns to work with the County on the agreed upon date, the
employee may retain the benefit accrual rate they were eligible for upon commencement
of the leave. Upon return, the employee's hire date may be adjusted because employees
do not earn seniority while on unpaid leave. The employee's next review date will be
determined by the Director of Human Resources and the Department Director or Elected
Official.
An employee who engages in other employment, including self - employment, while on
official leave of absence will be terminated effective as of the last day work_ ed, unless
prior written approval has been obtained.
Employees on an approved leave of absence who fail to report for work by the first day
after the expiration date of the leave of absence or a properly approved extension, will be
terminated from their employment with the County as of the last day actually worked.
18
Jury and Witness Leave
The County encourages employees to fulfill their civic responsibilities when called upon
for jury or witness duty.
When a regular employee is absent on a regularly scheduled workday because of a
summons to appear for jury duty, the employee will receive regular straight -time pay.
Any reimbursements for mileage, parking and Jury pay (less than thirty days) may be
retained by the employee.
When a regular employee is absent on a regularly scheduled work day because the
employee has been issued a subpoena by a court with proper jurisdiction to appear as a
witness (except when the employee appears as a witness for the employee's own personal
benefit) the employee will receive regular straight -time pay. Any reimbursements for
mileage or parking may be retained by the employee. This policy does not apply to
employees involved as a plaintiff or defendant in a legal action. The County Manager or
his/her designee and the Department Director or Elected Official will review the situation
when an employee has been summoned to testify as an expert witness. The County
Manager or his/her designee and the Department Director or Elected Official will
determine if the employee will be allowed jury leave or be required to use personal,
administrative or unpaid leave.
The employee's immediate supervisor must be advised by the employee as soon as the
employee receives:
A. A notice to appear for examination as a juror.
B. A summons to appear and actually serve as a juror.
C. A subpoena to appear as a witness in a court case.
The supervisor should be furnished with a copy of such notice or summons. A copy of
the notice of summons should be forwarded to the Director of Human Resources.
Eagle County will not attempt to get an employee released from serving on a jury or as a
witness unless the employee's absence on jury or witness duty will seriously impede or
disrupt production or cause some other hardship to Eagle County. The employee's
Department Director or Elected Official may request the Director of Human Resources to
ask for a postponement of the service.
Employees on jury duty or called as a witness will be expected to work as much of their
regularly scheduled shift as their jury duty schedule or appearance in court permits.
19
Employees must report for work on their regularly scheduled workday whenever they are
excused from jury duty or witness duty.
Payment will be straight -time pay for the employee's regularly scheduled shift at the pay
rate on record at the time of such service. Witness leaves of more than thirty calendar
days will be reviewed by the County Manager or his/her designee and the Department
Director or Elected Official. The County Manager or his/her designee and the
Department Director or Elected Official will decide whether or not the employee will
continue to receive paid Jury leave and whether or not the employee may keep all pay
from the courts.
Time spent on jury duty or as a witness will be counted as Jury leave. Employees will be
permitted to work any extra hours that they would normally be scheduled to work if they
were not on jury duty or serving as a witness. However, employees will not be paid
overtime or earn compensatory time or administrative leave for time served as a juror or
a witness. Overtime is computed on hours actually worked over forty (40) hours at the
assigned job.
Employees will continue to receive their regular pay, including holiday pay for holidays
observed by the County, for each pay period during their authorized absence as a juror or
a witness. Employees may pick up their paychecks personally or have them mailed to
their homes.
A non - exempt employee's time sheet should be distributed in the normal manner if the
employee performs any work for the County during such period. "Jury Duty" or "Witness
Duty" should be indicated on the time sheet for any periods of absence for court service.
If the employee reports for work, the time sheet must also indicate the actual hours
worked.
ME
Voting
The County will grant employees necessary time off with pay to vote in general and
primary elections as specified in Colorado State law.
Required time off to vote will be granted to an employee by their supervisor if.
A. The employee is a registered voter.
B. There is insufficient time for the employee to vote outside his or her regular
working hours. An employee is considered to have sufficient time if the polls are
open a total of three or more hours during which time the employee is not working
for the County.
C. An employee who believes that time off to vote will be needed must give the
immediate supervisor- at least one work day's notice. The supervisor will schedule
the time to be taken to vote.
D. No deduction from regular pay will be made for authorized time off to vote up to a
maximum of two hours.
21
Emergency Service Leave
Employees who are active volunteers for the fire department, ambulance service or the
Eagle County Search and Rescue Team may be eligible for paid leave if their services are
needed during normal working hours.
If an employee becomes a member of the fire department, ambulance service, or search
and rescue team, he /she must notify his/her supervisor in writing. Employees will be
allowed to assist in emergency situations when feasible. Employees and supervisors
should discuss what the employee should do if the employee's services are required
during normal County work hours. In all cases, the employee must notify his/her
supervisor, Department Director, Elected Official, Administrative Supervisor, or the
Human Resources Office that they are responding to an emergency call out and give an
estimated return date /time. Employees must return to work as soon as possible after the
emergency.
Supervisors may require a written statement from a representative of the fire department,
ambulance service, or the search and rescue team verifying the employee assisted in the
emergency for which they were excused from work.
Emergency service leave will not be counted as hours worked. Employees will receive
straight -time pay for the normal hours, not including overtime hours, they would have
worked had they not been called for the emergency. Time sheets must indicate
emergency service leave for hours missed from work.
Up to twenty -four hours paid emergency service leave per year per employee is allowed.
Additional paid emergency service leave requires written approval of the County
Manager or his/her designee.
22
Insurance
The County pays a portion of the premium for medical and dental coverage for eligible
employees. In addition, the County provides life, long term disability and travel accident
coverage for eligible employees. The group term life insurance benefit is $50,000
($100,000 if accidental). The long term disability plan provides coverage at 2/3 the
employee's regular rate of pay after a waiting period of six months. The County's Travel
Accident Plan provides $250,000 to an employee's beneficiary, if the employee dies
while traveling on county business other than to and from the employee's normal place of
work. Plan descriptions which provide more details are available in the Human
Resources office.
If an employee elects coverage, medical, life and dental insurance coverage becomes
effective on the first day of the following month. For example, if you were hired on June
10, your insurance would become effective on July 1. At the time the employee elects
coverage, he /she is able to have their portion of the insurance premium deducted from
their biweekly pay on a before -tax or after -tax plan.
For any changes that may affect your County insurance status you must notify Human
Resources in writing within two weeks. Human Resources will assist you in completing
any necessary forms. This includes changes in mailing address, marital status, number of
dependents, or a dependent reaching the age of nineteen. If you do not notify Human
Resources, insurance coverage may be denied for that dependent.
For more information on insurance, review your Summary Plan description. If you have
misplaced your Summary Plan description, you may obtain another one by calling
Human Resources.
23
C
Reimbursement Accounts
Regular employees working 20 hours a week or more are eligible to participate in
Reimbursement accounts.
Reimbursement Accounts are like personal bank accounts in which you can set aside a
predetermined dollar amount to cover allowable unreimbursed expenses. You contribute
to the accounts through payroll deduction on a pre -tax basis ... that is, before federal
income taxes, state tax and social security are applied. The immediate benefit is that the
Reimbursement Account program lets you make the most tax - effective use of your
salary.
Eagle County provides you with the opportunity to plan for out -of- pocket costs and set
aside money to pay these expenses on a tax -free basis. Two different types of
Reimbursement Accounts programs are available:
Health Care Reimbursement. Accounts
and
Dependent Care Reimbursement Accounts
You may participate in one or both of these programs according to your individual needs.
Health Care Reimbursement Accounts:
The Health Care Reimbursement Account is a benefit offered to you by Eagle County. If
you typically have out -of- pocket health care expenses during the year, you might want to
consider participating in this type of Reimbursement Account.
You can use the Health Care Account to pay for a variety of expenses your benefit plan
does not cover, including unreimbursed costs for vision care, hearing aids, certain
orthodontic work, and many other health- related expenses such as co- payments and
deductibles paid by you or your dependents.
Contributions to your Health Care Reimbursement Account are made in pre -tax dollars.
You specify the amount you wish to set aside for the coming year and that amount is
deducted in installments from your paycheck and deposited into your Health Care
Account with CIGNA. The maximum contribution is $2,000 per year.
24
Dependent Care Reimbursement Accounts:
If you are paying for dependent care expenses with after -tax salary dollars, you may also
want to consider participating in another benefit Eagle County is offering called a
Dependent Care Reimbursement Account. If you and your spouse are gainfully
employed, or if your spouse is a student or disabled, a Dependent Care account can help
reduce your annual tax liability.
You can use the Dependent Care Reimbursement Account to cover day care expenses for
a child under age 13, as well as for other dependents you may have who may be disabled,
as long as your spouse, a dependent or a child under age 19 isn't providing the care. You
must provide your day care provider's tax identification number on the claim form in
order for a reimbursement to be made.
You determine how much to contribute to your Dependent Care Reimbursement Account
when you .enroll. Under the present tax law, the amount by which you may reduce your
salary each year is limited to $5,000 if you are single, or married and file a joint income
tax return, or $2,500 if you are married and file a separate income tax return. The
amount you designate is deposited into your Dependant Care Account with CIGNA
Obtaining Reimbursement: You can obtain reimbursement for incurred expenses by
submitting a receipt for the services along with a simple claim form to CIGNA.
Dependent Care expenses will only be reimbursed up to the dollar amount currently in
your dependent care account, if the claim submitted exceeds the current balance in your
dependent care account, payments to you will be made from your future dependent care
payroll deductions. Medical expenses will be paid by CIGNA up to the yearly total you
have agreed to contribute, not to exceed $2,000.
Upon termination you have three months to incur and submit qualified expenses for
reimbursement. Remember, Federal Law requires that you forfeit any funds remaining
in your account at the end of the plan year, so plan your contributions carefully and try
not to overfund your account(s).
Enrollment forms and more information on these money saving programs can be
obtained from Human Resources.
25
Credit Union
Regular employees are eligible for membership in Bellco First Federal Credit Union. In
addition, employees who join the credit union are eligible to have their check or a portion
of it deposited directly with Bellco. This is called direct deposit.
Bellco First Federal Credit Union offers various benefits to our employees including
personal loans, auto buying services, checking and savings accounts, credit card, and
more.
Enrollment forms and more information can be obtained by contacting Human
Resources.
Retirement
Eagle County is a member of Colorado County Officials and Employees Retirement
Association ( CCOERA). CCOERA provides a defined contribution retirement plan
established pursuant to I.R.C. (401A). All regular employees working twenty hours or
more per week are required to participate in the CCOERA Retirement Plan as a condition
of employment beginning with the first payroll period after their one year of employment
anniversary falls.
Eagle County's contribution as of January 1, 1994, is five percent of an employee's
compensation excluding overtime and extra pay. Employees are required to contribute an
amount equal to the County's five percent. The County may increase the required
contributions should they desire to do so. If the Board of County Commissioners
approves an increase, employees will be required to match it. Regular employees may
voluntarily contribute extra amounts, up to an additional 10% of compensation,
according to Association rules.
Employees "own" all of their contributions to the plan and receive 100% of their
contributions if they terminate employment with Eagle County. They "own" or are
vested in the County's contributions plus earnings at a rate of 20% a year for each year of
their. participation in the plan; an employee would, therefore, "own" 100% of the
County's contributions after five years of participation in the plan, but only 60% after
three years in participation in the plan.
26
Employees do not have to complete one year of employment with the County to
participate in the CCOERA Deferred Compensation Plan established pursuant to
I.R.C.457.
Both plans allow for self - direction of the investment of their contributions. Investment
may be made, in any proportion, to a variety of funds. If a participant chooses not to
self - direct investments, contributions will be invested in the CCOERA - managed fixed -
income fund. See a Human Resources representative for more details. The Plans pay
only upon retirement, death, disability or termination of employment. Distribution of
funds is governed by Internal Revenue Service regulations. Settlement of benefits may
be made by:
A. Purchase of an annuity contract.
B. In one payment (lump sum).
C. Retirement Plan distributions may be rolled -over to an IRA.
D. Annual or semi -annual installments, for a period not to exceed 10 years.
E. Any combination of the above.
If an employee dies before retirement, the contributions (both employee's and the
County's) plus earnings from the investments will be paid to the employee's designated
beneficiary or estate administrator.
CCOERA representatives are available to answer questions regarding the retirement plan.
Their phone number is 1- 800 - 352 -0313
27
Employee Assistance Program
For those times when we are not managing our lives as well as we would like, an
Employee Assistance Program is provided. Eagle County will pay for up to three
counseling sessions each calendar year for an employee or their family members.
Situations such as marital, financial, or legal difficulties; emotional distress; parenting
issues; and alcohol or drug abuse can seriously affect our lives, including relationships
with other people and our ability to work effectively,
The Employee Assistance Program is a confidential, professional counseling service to
help employees resolve troubling issues. The only information provided to the County is
statistical in nature; it does not include names of anyone who has used the service.
Each of us is the best judge of our personal needs and those of our family. However,
mandatory referrals may occasionally be made by Department Directors or Elected
Officials for employees whose job performance has seriously deteriorated over time.
Our current contractor for EAP services is Colorado West Mental Health Center at 328-
6969.
Conferences and Seminars
The County encourages employees to participate in conferences and seminars that
enhance the development of job- related skills and that are sponsored by reputable
schools, professional societies, and organizations. The costs and benefits of attending the
conference or seminar will be considered by the supervisor who approves the conference
or seminar. Descriptions of upcoming courses are kept on file in Human Resources for
easy review and identification. Employees are encouraged to use this resource in
selecting potential courses.
Participants in programs may be asked to prepare evaluations to the authorizing
supervisor and Human Resources. The feedback helps Human Resources develop a file
on programs which will help the County direct future conference and seminar
participation effectively.
If the seminar is a requirement for continued employment in the same position with the
County, travel time to and from the seminar and attendance at the seminar should be
documented on the non - exempt employee's time sheet as hours worked.
28
Tuition Reimbursement
Regular employees who have worked for the County for 6 months or more and work at
least 20 hours per week, and take certain classes may be eligible for tuition
reimbursement. The County also provides some reimbursement for classes offered at
other institutions on a class by class basis. The Human Resources Director and County
Manager may set amount limits for budget reasons. The following guidelines apply:
1. Classes must be taken with a final grade given, unless CMC only offers a pass /fail
option. Audited classes are not reimbursable unless prior approval is obtained from
Human Resources. Employees must provide official proof of grade to Human
Resources before reimbursement will be processed through payroll.
2. Employees must attend at least 70% of the classes. If an unforeseen event occurs,
this criteria will be reviewed by the Human Resources Director/Department
Director or Elected Official.
3. Classes are taken on employee's own time unless otherwise approved by the
employee's Department Director or Elected Official.
4. To qualify for reimbursement, employees must still be employed by Eagle County
when the official grade is submitted to Human Resources.
5. Employees are responsible for the cost of books, supplies, and fees.
6. Employee's spouses and dependents may also be eligible for partial tuition
reimbursement for successful completion of certain first aid classes. Contact
Human Resources for more details.
After the above criteria are met, reimbursement before taxes is as follows:
Final Grade A = 100% reimbursement of tuition
Final Grade B = 85% reimbursement of tuition
Final Grade C = 60% reimbursement of tuition
Human Resources publishes a list of covered Colorado Mountain College Courses
several times per year.
29
Chapter Two
Compensation
Reporting Your Time
Paychecks and Pay Periods
Mandatory Payroll Deductions
Overtime and Extra Pay
Administrative Leave
Compensatory Time
Making Up Time
30
Reporting Your Time
Non - exempt employees are required to keep a daily record (on the County time sheets) of
their hours worked. You must document the time you start, the time you quit, and the
time you spend on a meal period. You must obtain your supervisor's approval before
making up time, working extra hours, or working overtime, unless there is an emergency
situation requiring overtime.
Your Supervisor will review and sign your time sheets. Time sheets must be submitted to
the appropriate Supervisor for approval before 10:00 a.m. on the Monday following the
end of a two week payroll period. Time sheets are due in the Accounting Department by
12 noon on the Monday following the end of the two -week payroll period. Request for
leave sheets should be turned in prior to submitting the timesheet or attached to the
timesheet for the payroll period in which leave will be taken.
Exempt employees may also be required to keep a record of their hours worked.
Department Directors or Elected Officials should review their exempt employees time
records periodically.
Paychecks and Pay Periods
The County has a biweekly payroll system. Employees will be paid every other
Thursday. If a County designated holiday falls on a payday, paychecks may be
distributed on Wednesday. No advance payroll checks will be issued.
Social Services employees receive their paychecks on the last working day of each
month.
Unless an employee has authorized the Accounting Department to distribute his/her
paycheck to a specified person, paychecks will be distributed by the employee's
Department Director, Elected Official, or the Department Director's designee. A release
form is available in the Accounting Department which must be signed for an employee to
authorize another person to receive his/her paycheck.
It is the responsibility of the employee to review pay information biweekly (monthly for
Social Services) to ensure accuracy and to report errors in a timely manner. Necessary
corrections will be handled appropriately.
31
Mandatory Payroll Deductions
Mandatory payroll deductions are subject to change. Currently they are as follows:
FEDERAL INCOME TAX (FIT): The Federal Government requires Eagle County to
withhold a percentage of an employee's pay for Federal taxes each year. The percentage
amount withheld is based on the amount of pay and the number of exemptions claimed,
as indicated on the employee's W -4 form. The number of exemptions may be changed by
the employee at any time.
STATE INCOME TAX (SIT): The State of Colorado requires mandatory deduction for
State income tax. The amount taken out of an employee's pay is based on pay and the
number of exemptions claimed on the W -4 form.
SOCIAL SECURITY TAXES (FICA): This program provides Medicare, old age,
disability and survivor benefits.-The percentage. deducted is determined by Federal law..
This mandatory amount is matched dollar- for -dollar by Eagle County. Currently, FICA
contributions are divided into two deductions: FICA Social Security tax and FICA
Medicare tax.
RETIREMENT: After one year of regular employment, employees are required to
contribute 5% of their biweekly pay to the Colorado Officials' and Employees'
Retirement Association. The County also contributes 5 % of the employee's pay. In
addition to the mandatory retirement deduction, employees may elect to have an
additional amount withheld. Employees can obtain the necessary forms from Human
Resources.
GARNISHMENTS AND WAGE ASSIGNMENTS: When legally required to do so, the
County will deduct garnishments or wage assignments from the employee's paycheck.
REIMBURSEMENT FOR RELOCATION EXPENSES: If for any reason an employee
should leave the County's employment within one year of their starting date, they will be
required to reimburse the County for all County covered relocation expenses. The
employee's reimbursement to the County may be taken out of their paycheck(s).
32
Overtime and Extra Pay
C-711
Overtime is classified as any hours worked over forty hours in one work week. The
County work week, for determining overtime, is Sunday 12:01 a.m. through Saturday
midnight. Non - exempt employees are eligible for one and one -half their regular hourly
rate of pay for hours worked over forty in one work week. Hours not worked, such as
holidays, personal leave, medical leave, or any paid leave hours are not counted as hours
worked in computing overtime.
Exempt employees are not eligible for overtime or extra pay and they are expected to
work the normal forty hour work week, plus whatever additional time may be required
due to the demands of the job. Department Directors or Elected Officials may grant
exempt employees administrative leave.
Unless it is an emergency situation, employees must obtain permission in advance prior
to working overtime or extra hours. Your supervisor or his/her designated alternate can
require you to work overtime.
Administrative Leave
There may be situations in which an exempt employee is required to work a significant
amount of overtime for an extended period of time. The salaried basis and pay level of
exempt employees compensates them to perform the job, regardless of the hours worked
including overtime hours.
To compensate exempt employees who work a significant amount of overtime,
Department Directors or Elected Officials may choose to authorize occasional
administrative leave. Administrative Leave is not to be considered as hour for hour
compensatory time.
33
Compensatory Time
Non - exempt employees who work more than forty hours in a work week (see Overtime
Policy) may designate their overtime as compensatory time instead of receiving payment
at 1 + 1/2 times their regular rate of pay. An employee should indicate his/her desire to
do this on his/her time sheet. Employees will be credited compensatory time for 1 + 1/2
times the overtime hours they worked.
No compensatory leave shall be granted to employees for overtime when such employees
are paid for the actual time worked over regular hours.
Compensatory leave may be taken by an employee who has compensatory leave credit in
his/her account record, but only up to the amount earned. Compensatory leave must be
earned and taken only with the prior approval of the Department Director or Elected
Official.
Compensatory leave may be earned up to a maximum of forty-five hours. For example, if
an employee works ten hours overtime, they earn fifteen hours of compensatory time. If
an employee works thirty hours overtime they earn forty -five hours of compensation
time. If an employee reaches a compensatory time balance of forty -five hours, they must
be paid at 1 + 1/2 times their regular rate for additional overtime until they use
compensation time which lowers their balance.
The County reserves the right to pay an employee who has earned compensatory leave at
anytime. Upon termination, employees will be paid for their compensatory time balance.
34
Making Up Time
Time not worked by an employee for medical or dental appointments may be made up
during the same work week at the discretion of the supervisor if the following conditions
are met:
A. A request to make up lost time is made in advance with the
employee's supervisor.
B. There is work to be accomplished that the employee is qualified to perform.
C. Adequate supervision is available.
Requests to make up time lost due to tardiness are not encouraged and will only be
granted at the supervisor's discretion.
35
Chapter Three
General Information
Employee Communication
Suggestions
Change of Personal Information
Personnel Files
Verification of Employment
Employee Parking
New Employee Orientation
Attendance and Punctuality
Meal and Rest Periods
Emergency Closing
Medical Examinations
On Call Status
Smoking
36
Employee Communication
The County will periodically communicate with employees on matters of common
interest. These communications may include letters mailed to the employee, bulletin
board notices, paycheck enclosures, employee memos, surveys, meetings, etc.
Department Directors or Elected Officials should keep employees informed of activities
within their department so employees can perform their jobs with an understanding of
their relationship and importance to effective County -wide operations.
The County believes in an "open - door "policy. Employees are encouraged to discuss
important matters with their supervisors, regardless of the nature of the matter.
Problems concerning work should first be referred to the employee's supervisor,
Department Director, or Elected Official. Human Resources also welcomes and
encourages. employee questions. If an employee is not satisfied with the results after
consulting appropriate people in their own departments and Human Resources, the
employee may utilize the grievance procedure.
Suggestions
Your assistance in letting us know how to make the County a better place to work will
be appreciated. Employees may receive recognition for their suggestions. If you have a
suggestion you think will make Eagle County a better or more efficient place to work,
you are encouraged to do one of the following:
A. Advise your supervisor of your suggestion and your ideas on how to implement it.
B. Write your suggestion and mail it to Human Resources.
37
Change of Personal Information
Employees are required to notify Human Resources as quickly as possible of any change
of address (physical and /or mailing), name, telephone number where you can be reached,
or emergency contact numbers. Changes in telephone number and address should also be
reported to your supervisor.
W4 forms are available in Human Resources to make changes in withholding due to
changes in marital status, number of dependents, receipt of a bonus or backpay.
Changes in marital status or number of dependents require the completion of forms that
must be received by the insurance company within 30 days. If these changes are not
received within 30 days, coverage may be denied for that dependent. If you lose your
dependents due to a divorce, and you do not notify Human Resources within 30 days and
claims are paid for that dependent, you may be liable to reimburse the county for those
claims through payroll deductions or other methods at the County's discretion.
For employees with dependents reaching ages 19 -22, insurance coverage can only be
continued upon receipt of documentation that the dependent is enrolled full -time in
college. If the dependent is 19 or over and not a full -time student, coverage is no longer
available under your policy. Human Resources needs to offer continuation coverage
(COBRA) within 60 days or your dependent's right to continue insurance is forfeited. If
claims are paid for the dependent after age 19 and not a full -time student, you may be
liable to reimburse the County for those claims through payroll deduction or other
methods at the County's discretion.
Forms for changing your beneficiary for both life insurance and retirement are available
at Human Resources.
M
Personnel Files
The official personnel file for each employee is maintained in Human Resources. No
person will have access to personnel files other than those persons with a bona fide
reason as determined by the Director of Human Resources.
Employees are entitled to view materials and documents in their personnel files upon
reasonable request. With the Director of Human Resources' approval, employees may
add relevant job- related materials to their files, request copies (copies will be made for
10 cents per page) of file contents and respond to any materials in their files. Department
Directors or Elected Officials will be sent a copy of all information added to their
employee's personnel file.
The following procedures should be used in case of a dispute over material or
information in an employee's personnel file:
A. An employee who objects to material or information in their personnel file should
forward, in writing, a request for its removal to the Director of Human Resources.
B. The Director of Human Resources will review the request and, together with the
appropriate Department Director or Elected Official, decide whether or not to
remove the disputed material. The Director of Human Resources will notify the
employee of the decision.
Verification of Employment
Verification of present or previous County employment is to be made through Human
Resources.
39
Employee Parking
Parking is on a first come, first served basis. Employees use the County's parking
facilities with no liability on the part of the County. Employees' vehicles and contents
are parked at the employees' own risk.
Employee's should park in designated employee parking areas. They should not park in
areas that are designated as reserved parking such as general public parking, handicapped
parking, assigned parking, etc.
New Employee Orientation
New employee orientation will be held once a month by Human Resources. All new
employees will be invited to attend.
Your department may also conduct an orientation soon after your date of hire.
Attendance and Punctuality
If you have to be late to or absent from work, you are responsible for contacting your
supervisor or designee within your first scheduled one -half hour of work.
If you know about an absence in advance, you should inform your supervisor as soon as
possible. Department Directors or Elected Officials may vary this policy to meet special
requirements of their departments.
40
Meal and Rest Periods
Employees may receive, as scheduled by their Department Director or Elected Official, a
thirty - minute or sixty - minute unpaid meal period. Meal periods may vary according to
the department's work schedule. Meal periods not taken may not be accumulated or taken
at the beginning or end of the day on a regular basis. An employee must be completely
relieved from duty for a period of twenty minutes or more for the period to be
considered a meal period.
At the supervisor's discretion, employees scheduled to work four consecutive hours may
be granted one paid fifteen - minute rest period. Rest periods are counted as time worked.
Rest periods may not be accumulated, used at the beginning or end of the day, or used in
conjunction with meal periods. Departments are not required by law to grant rest
periods.
Lunchroom areas are provided in some County buildings for your use during meal and
rest periods. Your cooperation is requested in keeping them neat and orderly. All
perishable items left in the refrigerators may be disposed of on Friday nights.
41
Emergency Closing
If the County offices are open but the weather is bad, employees are to make a
reasonable effort to get to work. Any non - exempt employee who cannot get to work may
use earned personal leave, compensatory time or unpaid leave for time not worked.
Exempt employees who cannot get to work may use earned personal leave,
administrative leave, or unpaid leave with approval of their Department Director or
Elected Official.
Employees who are scheduled to work on a day when the County offices are closed
because of inclement weather or an emergency will be paid for their regularly scheduled
hours for that day up to eight hours, providing the County Manager or his/her designated
alternate declares the offices are officially closed. Some employees may be required to
work even though the County offices are officially closed. Employees required to and
who report to work will receive straight time pay, unless they are otherwise eligible for
overtime or extra pay.
Employees who are on personal, medical, emergency or other leave during a close -down
will not receive additional compensation or additional time off because, of the close-
down. The close - down time will be counted as personal, medical or emergency leave as
appropriate.
42
Medical Examinations
Medical qualifications are physical and mental standards to assure an employee is able to
perform the duties required of a position. Employees may be required to verify fitness
for duty or medical disability at any time.
An employee may be required to take a medical exam as a condition of continued
employment if, in the judgment of the Department Director or Elected Official, and
Director of Human Resources, the employee's health appears to be affecting his/her job
performance or the assigned duties could be detrimental to the health or safety of the
employee or others. Pending medical examination results, the employee may be put on
leave or assigned a different job at the County's discretion.
On -Call Status
Employees required to be on -call are subject to be called to duty but are not actually
performing work for the County. Time spent in on -call status is generally not considered
time worked when the employee is allowed to leave a telephone number, but not required
to remain near the telephone, or carry a pager for the purpose of being contacted.
If employees must stay at work or so near to their work location that they can not use the
time effectively for their own purposes, the on -call time will be paid at the applicable
rate of pay.
43
Smoking Policy
The smoking of tobacco or any other plant or weed under certain conditions is a matter
of public concern, and that in order to protect the public health, safety, and welfare it is
necessary to control such smoking in certain public areas.
Definitions:
A. "Smoking" means the lighting of any cigarette, cigar or pipe, or the possession
of any lighted cigarette, cigar or pipe, regardless of its composition.
B. "Public Meeting" means any meeting required to be open to the public pursuant
to C.R.S. 24 -6 -402.
Smoking is prohibited in certain County -owned or operated places. Smoking is generally
prohibited within 15 feet of public buildings; however, smokers should acquaint
themselves with local smoking ordinances.
44
C7 1
Chapter Four
Employee Activities
Other Employment
Conflict of Interest
Volunteering for Work
Political Activity
Appearance and Courtesy
Standards of Conduct
Personal Property
Computer Software
Releasing Information
Rights to Copyrights
Rights to Patents
Rights to Computer Programs
Gratuities
45
Other Employment
You may have other employment in addition to your employment with Eagle County if
you follow these guidelines:
A. The other job must be before or after your normal County working hours.
B. The other job must not affect your job performance or attendance with the County.
C. The other job must not create a conflict of interest. (See Conflict of Interest policy).
Conflict of Interest
It is a conflict of interest for you or any member of your immediate family to have a
personal financial interest in any business transaction within your area of influence in
County government. Disclosure of a potential conflict of interest must be made to the
Board of County Commissioners through the County Attorney. Certain conflicts of
interest may also be in violation of State law.
Colorado State law C.R.S 18 -8 -308 as amended states:
A public servant (employee or elected or appointed official) commits failing to disclose a
conflict of interest if he exercises any substantial discretionary function in connection
with a government contract, purchase, payment, or other pecuniary transaction without
having given seventy two hours actual advance written notice to the Secretary of State
and to the Board of County Commissioners of the existence of a known potential
conflicting interest of the public servant in the transaction with reference to which he is
about to act in his official capacity. A "potential conflicting interest" exists when the
public servant is a director, president, general manager, or similar executive officer,
owns or controls directly or indirectly a substantial interest in any nongovernmental
entity participating in the transaction. Failing to disclose a conflict of interest is a class 2
misdemeanor.
Written notice of a conflict of interest directed to the Secretary of State must be delivered
by certified mail with return receipt requested to Secretary of State, 1560 Broadway,
Room 200, Denver, Colorado 80202.
S01
C71
Volunteering for Work
Non - exempt employees cannot volunteer to perform services at the County that are
similar to the responsibilities they are normally compensated for performing. Employees
cannot volunteer to stay and complete a project on their own time. If work is necessary
beyond regular hours the employee must request approval from their Department
Director or Elected Official, unless it is an emergency. Appropriate compensation will
be given for such work.
Political Activity
You should not be asked about your political beliefs or requested to participate or
contribute to political parties or groups as a requirement of employment.
You may not engage in political activities during your working hours. You may
campaign when not working. You can not use County property while actively
campaigning. Political activities shall not interfere with your work.
47
Appearance and Courtesy
_,
You have been hired for your skills and professionalism. Your clothing should be clean
and neat. Extremes in style of hair, makeup and dress are discouraged. Your conduct and
dress should reflect favorably on the County. You need to dress appropriately for your
job. Use good judgment. You must dress in uniform if your job requires it.
When tasks require the use of safety clothing or equipment, employees must use it.
All employees are expected to keep their assigned work areas clean and in reasonable
order.
Courtesy is vital in all relationships, both with the public and other employees. The
County encourages all employees to give courteous treatment to members of the public,
to fellow employees and others with whom they deal. The aim is to practice courtesy in
face -to -face relationships, in telephone conversations and in written correspondence.
48
Standards of Conduct
The following is a restatement of the Colorado Revised Statutes which govern the
behavior of all County employees. Where the County policies are more restrictive, they
supersede these Standards of Conduct.
When citizens of Colorado obtain public office, conflicts may arise between the public
duty of such a citizen and his or her private interest. The General Assembly has
prescribed Standards of Conduct for those citizens involved with government. Some
actions are conflicts per se between public duty and private interest while other actions
may or may not pose such conflicts depending upon the surrounding circumstances.
The holding of public office or employment is a public trust, created by the confidence
which the electorate reposes in the integrity of County government officials and
employees. A County government official or employee shall carry out his/her duties for
the benefit of the people of the State.
A County government official or employee who breaches his/her fiduciary duty is liable
to the people of the State as a trustee of property and shall suffer such other liabilities as
a private fiduciary would suffer for abuse of his/her trust. The District Attorney may
bring judicial proceedings seeking criminal penalties and civil remedies.
A County government official or an employee shall not:
A. Disclose or use confidential information acquired in the course of his/her
official duties in order to further substantially his/her personal financial
interests.
B. Accept a gift of substantial value or a substantial economic benefit tantamount
to a gift of substantial value.
1. Which would tend improperly to influence a reasonable person in his/her
position to depart from the faithful and impartial discharge of his/her public
duties.
2. Which he /she knows or which a reasonable person in his/her position
should know under the circumstances is primarily for the purpose of rewarding
him/her for official action he /she has taken.
49
C7
An economic benefit tantamount to a gift of substantial value includes without limitation:
a loan at a rate of interest substantially lower than the commercial rate then currently
prevalent for similar loans and /or compensation received for private services rendered at
a rate substantially exceeding the fair market value of such services.
The following shall not be considered gifts of substantial value or gifts of substantial
economic benefit tantamount to gifts of substantial value for purposes of this section:
A. Campaign contributions reported as required by section 1 -45 -108 C.R.S.as
amended;
B. An occasional nonpecuniary gift, insignificant in value;
C. A nonpecuniary award publicly presented by a nonprofit organization in
recognition of public service;
D. Payment of or reimbursement for actual and necessary expenditures for travel
and subsistence for attendance at a convention or other meeting at which a County
government official or employee is scheduled to participate;
E. Reimbursement for or acceptance of an opportunity to participate in a social
function or meeting which is offered to a County government official or employee
which is not extraordinary when viewed in light of the position held by the County
government official or employee;
F. Items of perishable or nonpermanent value, including, but not limited to,
meals, lodging; travel expenses, or tickets to sporting, recreational, educational, or
cultural events;
G. Payment for speeches, debates, or other public events, reported as honorariums.
Employees should also refer to the "Gratuities" Policy.
County government officials or employees shall not:
A. Engage in a substantial financial transaction for his/her private business
purposes with a person whom he /she inspects or supervises in the course of his/her
official duties; or
B. Perform an official act directly and substantially affecting to its economic
benefit a business or other undertaking in which he /she either has a substantial
financial interest or is engaged as counsel, consultant, representative, or agent.
C. Be interested in any contract made by them in their official capacity or by
anybody, agency, or board of which they are members or employees. A former
employee may not, within six months following the termination of his/her
employment, contract or be employed by an employer who contracts with any local
50
government involving matters with which he /she was directly involved during
his/her employment. For purposes of this section the term:
1. 'Be interested in" does not include holding a minority interest in a
corporation.
2. "Contract" does not include:
a. Contracts awarded to the lowest responsible bidder based on
competitive bidding procedures;
b. Merchandise sold to the highest bidder at public auctions;
c. Investments or deposits in financial institutions which are in the
business of loaning or receiving moneys;
d. A contract with an interested party if, because of geographic
restrictions, a local government could not otherwise reasonably afford
itself of the subject of the contract. It shall be presumed that a local
government could not otherwise reasonably afford itself of the subject of a
contract if the additional cost to the local government is greater than ten
percent of a contract with an interested party or if the contract is for
services that must be performed within a limited time period and no other
contractor can provide those services within that time period.
e. A contract with respect to which any County government official or
employee has disclosed a personal interest and has not voted thereon or
with respect to which any member of the governing body of a local
government has voted thereon in accordance with section 24 -18 -109 (3)
(b) or 31 -4 -404 (3), CRS as amended. Any such disclosure shall be
made to the Board of County Commissioners.
D. County government officials shall not be purchasers at any sale or vendors at
any purchase made by them in their official capacity.
E. County officers, as well as all other County government officials, and their
deputies and clerks, are prohibited from purchasing or selling or in any manner
receiving to their own use or benefit or to the use or benefit of any person or persons
whatever any state, county, city and county, city, or town warrants, scrip, orders,
demands, claims, or other evidences of indebtedness against the. state or any county,
city and county, city, or town thereof except evidences of indebtedness issued to or
held by them for services rendered as such officer, deputy, or clerk, and evidences
of the funded indebtedness of such state, county, city and county, city or town.
51
r
It shall not be a breach of fiduciary duty and the public trust for a County government
official or employee to:
A. Use County government facilities or equipment to communicate or correspond
with a member's constituents, family members, or business associates.
B. Accept or receive a benefit as an indirect consequence of transacting County
government business.
The following three principles are intended as guides to conduct and do not constitute
violations as such of the public trust of office or employment in County government.
A. A County government official or an employee should not acquire or hold an
interest in any business or undertaking which he /she has reason to believe may be
directly and substantially affected to its economic benefit by official action to be
taken by an agency over which he /she has substantive authority.
B. A County government official or an employee should not, within six months
following the termination of his/her office or employment, obtain employment in
which he /she will take direct advantage, unavailable to others, of matters with
which he /she was directly involved during his/her term of employment. These
matters include rules, other than rules of general application, which he /she actively
helped to formulate and applications, claims, or contested cases in the consideration
of which he /she was an active participant.
C. A County government official or an employee should not perform an official
act directly and substantially affecting a business or other undertaking to its
economic detriment when he /she has a substantial financial interest in a competing
firm or undertaking.
A County government official or an employee may, prior to acting in a manner which
may impinge on his/her fiduciary duty and the public trust, disclose the nature of his/her
private interest. Disclosures must be in writing to the Secretary of State, listing the
amount of his/her financial interest, if any, the purpose and duration of his/her services
rendered, if any, and the compensation received for the services or such other
information as is necessary to describe his/her interest. If he /she then performs the
official act involved, he /she shall state for the record the fact and summary nature of the
interest disclosed at the time of performing the act. Such disclosure shall constitute an
affirmative defense to any civil or criminal action or any other sanction.
52
Definitions:
"Business" means any corporation, partnership, sole proprietorship, trust or foundation,
or other individual or organization carrying on a business, whether or not operated for
profit.
"Compensation" means any money, thing of value, or economic benefit conferred on or
received by any person in return for services rendered or to be rendered by
himself/herself or another.
"Employee" means any temporary or regular employee of County government.
"Financial interest" means a substantial interest held by an individual which is:
A. An ownership interest in a business;
B. A creditor interest in an insolvent business;
C. An employment or a prospective employment for which negotiations have
begun;
D. An ownership interest in real or personal property;
E. A loan or any other debtor interest; or
F. A directorship or officership in a business.
"County government" means the government of any county.
"County government official" means an elected or appointed official of a County
government but does not include an employee of a County government.
"Official act" or "official action" means any vote, decision, recommendation, approval,
disapproval, or other action, including inaction, which involves the use of discretionary
authority.
M
Personal Property
The County does not carry insurance that covers the loss or damage of personal property
of employees. Employees bring personal belongings on County property at their own
risk.
Computer Software
The County licenses the use of its computer software from a variety of outside
companies. County employees may use the software only in accordance with the license
agreement.
Employees who know of any misuse of software or related documentation within the
County must notify the County Attorney.
Employees caught making, acquiring, or using unauthorized copies of computer software
may be disciplined, terminated, and /or be subject to civil damages, and /or criminal
penalties including fines and imprisonment.
54
Releasing Information
Eagle County is a "public entity" and as such has a responsibility to provide certain
information to the public. Because much of what we do here is of interest to the public,
we receive many inquiries from the public and from the news media. Much of the
information we possess or have access to is a matter of public record and can be legally
released to anyone who asks for it. But some information we have may be confidential,
privileged or legally sensitive and may be subject to restrictions or prohibitions from
public access.
There are numerous confidentiality laws which apply to various County departments.
Because of the nature of the business conducted in some departments, employees may
have access to information which is, by law, confidential.
Confidential information must not be discussed except with authorized personnel. Any
question concerning confidential information should be discussed with your Department
Director or Elected Official immediately. Misuse or disclosure of confidential
information obtained while employed by the County may result in an employee being
civilly or criminally liable and is grounds for disciplinary action, and/or termination.
Documents, including copies, generated while you are employed by the County are the
exclusive property of Eagle County and are not for personal use or to be kept in the
possession of an employee.
Because there are many situations where the definition of what is "public record" and
what is confidential or sensitive is not clear, we need to be careful about releasing
specific information. It is impossible to "take it back" once information is released. Once
a person hears what you say or reads a document you provide, it is public.
55
Here are some guidelines to follow when dealing with the release of information:
A. Never assume information will be held in confidence. Once information leaves
your custody, you have no control over what is done with it. Nothing is "off the
record."
B. Always check with your supervisor if there is any question about whether
information should be released. Questions about the releasability of information
should be referred to the County Attorney's Office.
C. Department Directors or Elected Officials may designate certain employees as
authorized spokespersons to release information to the news media. Other
employees should refrain from releasing information to the media, and the news
media should be referred to those authorized spokespersons.
D. Never offer opinions, inferences, conjecture or rumors in a context where they
may be taken as facts. Because you represent Eagle County Government, things you
say may be considered "official." You-should not repeat - anything publicly if you do
not have personal knowledge of the facts.
E. If you are not experienced in dealing with the news media, refer them to your
supervisor. Always remember anything you say to the media may show up in print
or be broadcast on the air!
F. Certain information may be privileged from release to the public. If you
release information "in confidence," you may cause the privilege to be waived,
regardless of whether the confidence is broken.
G. If you are subpoenaed to give testimony at a deposition or a trial regarding
information acquired during the course of your employment with the County, you
must contact the County Attorney (ie,....you are no longer a County employee).
56
G7
Rights to Copyrights
C - 111
Statistical information, a speech or presentation, a research paper, etc., prepared by an
employee within the scope of employment at the County is considered the sole property
of Eagle County. In this instance, Eagle County owns all of the rights to copyright unless
the Board of County Commissioners and the employee have agreed otherwise in a
written statement signed by both.
Rights to Patents
Patents resulting from work in the line of County duty, or with financial assistance
provided by the County, shall become the property of the County and all rights thereto
shall be assigned by the inventor to the County.
Employees are expected to disclose to the Director of Human Resources through their
Department Directors or Elected Officials, all discoveries related to their sponsored
e l l research or sponsored creative endeavor which they have reason to believe may lead to
Patents.
57
Rights to Computer Programs
All computer programming done during hours of employment or on County equipment
shall be for the exclusive benefit of the County. This means the County shall own all
rights to any programs developed, including all copyrights and the right to market (or not
to market) the programs. Employees should not use the program or any of its parts for
the benefit of other employers or for the benefit of anyone other than the County.
Employees may be required to sign upon request any documents affirming that any
particular program written during employment by the County belongs exclusively to the
County.
The County considers all programming to be a trade secret belonging to the County.
Employees, therefore, should neither divulge nor discuss with third parties matters
relating to programs on which employees are working, or any other programs belonging
to the County, without written permission of the Board of County Commissioners. In
addition, employees may be required to sign, upon request, nondisclosure agreements
relating to any aspect of the County's business.
6f.;
Gratuities
7
Employees may not use their capacity with the County to solicit any personal gift,
gratuity, favor, loan at a preferential rate or any item of monetary value from any person
or organization that is conducting or seeking business with the County.
Employees must not let gifts or favors influence their transaction with any person or
organization. Employees must report the receipt of gifts /gratuities to their Department
Director or Elected Official. Employees who receive gifts /favors that are considered to
be worth more than $25 must report receipt of the gift to the County Manager or his/her
designee who will determine whether or not the employee may keep the gift.
Business meals and invitations to social gatherings received in the normal course of
business may be excluded from this policy.
Employees should also reference the Standards of Conduct policy in the Eagle County
Employee Handbook.
59
Chapter Five
Safety
Employee Safety
Work - related Accidents
Modified Duty
Wage Continuation
Weapons
ZT,
Employee Safety
Safety is everyone's concern. It is up to each of us to make Eagle County a safe place to
work. If you notice a safety hazard, notify your supervisor. Employees must comply with
all safety rules and regulations.
All persons traveling on County business are required to wear seat belts. The driver of
the vehicle is responsible to ensure all passengers wear seat belts. Employees may not
pick up hitchhikers while in a County vehicle, or in a private vehicle while traveling on
County business. Smoking is not allowed in County vehicles.
Persons who are not Eagle County employees or not acting in their capacity as an
appointed member of an Eagle County Board or Commission are prohibited from
traveling in a County-owned vehicle unless an Eagle County employee is transporting
them for Eagle County business reasons. Exceptions may be made if the employee
obtains prior written approval -from the County Manager or his/her designee.
If your department issues safety equipment, you must use the equipment. You are
responsible for knowing the safety rules and should consult with your supervisor if you
have a question.
61
C �'_
Work- related Accidents
Employees must advise their supervisor of any job related accident causing personal
injury or property damage no matter how minor. In the event of an on-the-job injury or
illness the following procedure is to be followed by employees:
A. Employees are to notify their supervisor as soon as possible of an on-the-job
injury, but no later than the end of the shift on which the injury occurred.
B. According to the Colorado Revised Statutes, if you are injured on the job you
are required to provide written notice of injury to Human Resources within four
days of the date of the injury. All injuries, no matter how trivial, must be reported.
If the employee is physically or mentally unable to provide this written notice, the
employee's supervisor or any other person in charge shall submit such written notice
to Human Resources. If the employee fails to report the injury in writing
within four days, that employee may lose up to one day's compensation for each
day's failure to report. Forms for reporting workers' compensation injuries are
available in Human Resources.
C. Employees who incur a job - related injury or illness which requires medical
treatment are required to report to the County designated provider listed below.
D. If the injury requires immediate emergency treatment, utilize the nearest
emergency facility. The employee must then report the injury to the designated
provider.
If an employee has not filed a report for an injury that the Department Director, Elected
Official, or Human Resources believes is work related, they may initiate the filing of the
workers' compensation report. If the four day period has passed, the employee may lose
some compensation (see B). Failure to comply with utilization of the designated
provider could result in a denial of payment for medical expenses through the County
Workers' Compensation Pool and through the County's Health and Dental Insurance
Provider.
62
Designated Medical Service Providers:
Eagle /Avon Area Employees
The Doctor's Office
232 Broadway Ave.
Eagle, Colorado
(303) 328 -1650
Basalt/El Jebel Area Employees
Glenwood Medical Associates
1905 Blake
Glenwood Springs, Colorado
(303) 945 -8503
63
Modified Duty
Should an employee become unable to physically perform their job, efforts may be made
to get the injured employee back to work. Upon receipt of a written work - restriction
release from the designated physician, the County may attempt to accommodate the
restrictions by modifying the original position or by identifying other suitable
employment within the County in accord with the specific restrictions.
While the County may not provide modified duty employment to every injured
employee, an employee returning from a work - related injury may be offered modified
duty under the following circumstances:
A. The County views the work as productive.
B. The employee has a current written statement from the designated physician
which outlines restrictions and the length of time the employee is. expected to
be on modified duty.
Situations involving the refusal by the employee to do any modified duty which fits the
restrictions, either technical or physical, will be reviewed by the Director of Human
Resources and relevant others with notification to the pool's claims administrator.
An employee cannot return to performing all functions of the pre - disability position until
the designated physician fully releases the employee to perform all duties of that position
without restriction. If there is any question about the ability to fully perform the duties
of the predisability position, the employee may be asked to acquire another medical
evaluation prior to returning to work.
The employee who has not been released to return to work will be considered an active
employee for up to six months after the date of injury. Employees will accrue benefits
such as personal and medical leave during the first three months of leave. If the
employee was on the County insurance, the County will pay the County's portion if the
employee pays the employee's portion for up to three months following the disability.
The employee will then be offered insurance continuation (COBRA).
0
Wage Continuation
When an employee has been injured and approved by our Workers' Compensation
Carrier for benefits, and are authorized or required by the designated physician to be off
work, they may receive 75 percent of their regular pay,of which 66 2/3 percent will not
have income tax applied to it (up to forty hours per week and not including overtime or
extra hours) for time missed within thirty calendar days of the injury. This is more than
minimum payment required by law which only requires a 66 2/3 percent payment and no
payment for the first three days. These payments will be made through the County
payroll system and employee's time used is not deducted from any earned benefits such
as sick or personal leave. The County will then receive any direct payment for eligible
wages from its workers' compensation carrier for such covered payments.
Employees who do not report their injury within four days are not eligible for this extra
benefit of the first three days paid or 75 percent of their wages being covered. These
employees may use earned sick or personal leave to cover the first three days, if one is
not selected, the leave will be without pay.
Employees who are only missing partial days for doctor visits or other approved
treatments will be paid their regular wages.
An employee who meets the above criteria, and whose time off occurs after the initial
thirty calendar days will receive 66 2/3 percent of their average weekly wages (including
holidays), not to exceed the maximum allowed by state statute for time off work
approved by the appropriate designated physician. Such payment will be made directly
to the employee by our Workers' Compensation carrier. There may be a delay while the
initial payment is being processed.
Weapons
The carrying of, use, possession, sale, or purchase of personal weapons, including
firearms, by employees on County premises is prohibited, at all times.
M
Chapter Six
Employee Conduct
Telephone Usage
Visitors
County Property
Drug-Free Workplace
Discipline
Harassment
Grievance Procedure
ADA Grievance Procedure
..
Telephone Usage
The County recognizes that it may be necessary for an employee to use the telephone for
incoming or outgoing personal calls. Occasional personal calls are acceptable as long as
they are of short duration and do not interfere with the employee's job.
Personal long distance calls are to be placed collect, or charged to the employee's home
telephone or personal credit card. To charge a call dial 9 +0 +area code and telephone
number. Then, either enter your credit card number or wait for the operator to answer to
assist you.
Visitors
Employees are expected to minimize personal visits from family or friends during work
hours.
Employees are asked to make sure their children do not play in the County buildings or
on the grounds immediately surrounding the County buildings, excluding areas
designated as public parks.
67
County Property
The County discourages the personal use of County property. On rare occasions, a
Department Director or Elected Official may authorize an employee to borrow or use
County property for personal use. Department Directors or Elected Officials may not
authorize the use of, and employees may not use motorized equipment, vehicles or
equipment from the heavy motor pool for personal use.
The employee who has authorization to borrow County property is responsible for:
A. Proper use of the equipment. The employee must follow instructions for use
and all applicable safety procedures.
B. Security of the equipment. The employee shall be held responsible for lost or
damaged property/equipment. The costs may include repair or replacement of
the equipment.
C. Notification to the Department Director or Elected Official that authorized the
borrowing or use of the property/equipment, of any damages or loss of County
property/equipment.
The County will normally provide employees with the necessary tools and equipment
required for them to do their jobs. Employees may be held accountable for these items.
Employees must report in writing any malfunctioning or missing equipment to their
supervisor.
M
Drug -Free Workplace
Abuse of drugs and alcohol impairs employee judgment which may result in increased
safety risks, employee injuries and faulty decision - making. Drug and alcohol abusers
create a potentially hazardous working environment, have more on-the-job accidents
resulting in higher Workers' Compensation claims, disrupt employee morale and increase
costs for medical benefits. The dangers of substance abuse in the workplace impact all
employees, not just abusers. Substance abuse results in lost productivity and increased
absenteeism, placing a burden on other employees. Educational materials on the dangers
of substance abuse in the workplace are available in Human Resources.
Employees who have a substance dependency problem are strongly encouraged to obtain
counseling through the County's Employee Assistance Program. Any regular employee
may use the program. In addition, medical insurance coverage for drug and alcohol
treatment may be available. Further information on rehabilitation and counseling
resources is available in Human Resources.
In accordance with the Drug -Free Workplace Act of 1988, Eagle County, as a federal
grant recipient, is required by federal law to certify to agencies from which grants are
received, that the County ensures a drug -free workplace. Failure to comply with this
e ll requirement could result in suspension or termination of the grant payments.
No employee may report for work, remain on duty, be on call, or drive a County vehicle
while under the influence of alcohol or drugs. Any employees who must use an over -
the- counter or prescription drug that may affect their ability to perform work in a safe
and productive manner must notify his/her Department Director or Elected Official prior
to starting work. The Department Director or Elected Official, after reviewing the
situation, will decide if the employee can remain at work and what work restrictions, if
any, are necessary.
Alcohol includes all intoxicating beverages that contain alcohol, including beer, wine and
spirituous liquors. Non - prescribed drugs and controlled substances are substances
controlled by, or considered illegal under federal or state law.
69
(--- 7- �
In accordance with Department of Transportation regulations, the County will conduct
drug tests on employees who operate equipment that weighs in excess of 26,000 pounds
and on employees who transport hazardous materials that are required to be placarded.
The County may also test an employee based on reasonable suspicion that the employee
may be drug involved following a workplace accident or unsafe practices.
Any employee who is charged under a criminal drug statute for a violation occurring in
the workplace must notify the Human Resources Director in writing within five days of
such conviction or plea.
70
Discipline
The County reserves the right to discipline as necessary to ensure the safe, effective and
efficient operation of the County, or for any other reason determined relevant by the
County.
Disciplinary actions may include any or all of the following. These steps may be
repeated or bypassed as deemed appropriate.
A. Verbal warning - Your supervisor may discuss the performance problem with
you. This is an informal form of disciplinary action.
B. Written reprimand - This may include a statement of the problem, what you
must do to correct it, and what will happen if you don't comply. Written reprimands
will be filed in the employee's personnel file.
C. Suspension - You may be notified in writing of a disciplinary suspension. At
the discretion of the Department Director or Elected Official and the Director of
Human Resources, suspensions may be with pay, partial pay or without pay. An
employee whose conduct is under investigation may be suspended pending the result
of the investigation.
D. Demotion - You may be demoted if you fail to perform satisfactorily in your
position. At the discretion of your Department Director or Elected Official and the
Director of Human Resources you may be demoted to a lower position classification
and duties.
E. Termination - The employee is informed, in writing when possible that they no
longer work for Eagle County. When the Department Director or Elected Official,
and the Director of Human Resources considers an offense to be serious enough,
any or all steps in the disciplinary process may be bypassed, and the employee may
be terminated immediately.
The existence of Personnel Policies in no way creates entitlement to or an enforceable
expectation of continued employment with the County.
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4
Harassment
The County provides a workplace free of unlawful and improper harassment.
Harassment is defined as unwelcome or unsolicited verbal, physical or sexual conduct
which is made a condition of employment, used as a basis for employment decisions, or
creates an intimidating, hostile or offensive workplace. Examples of what may be
harassment, depending on the circumstances, are:
A. Verbal harassment - derogatory or vulgar comments regarding a person's race,
sex, religion, ethnic heritage, physical appearance, mental state, or distribution
of written or graphic material having such effects.
B. Physical harassment - hitting, pushing or other aggressive physical conduct, or
threats to take such action.
C. Sexual harassment - unwelcome or unsolicited sexual advances, demands for
sexual favors, or other verbal or physical conduct of a sexual nature. Sexually
suggestive objects or pictures may not be displayed in the workplace.
Employees who feel they have been harassed or know of harassment to others should
promptly notify their Department Director, Elected Official, or the Director of Human
Resources. Department Directors, Elected Officials, and supervisors who become aware
of any such harassment, whether employee -to- employee or supervisor -to- employee must
promptly report the matter to the Director of Human Resources.
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Grievance Procedure
The Eagle County grievance procedure is essentially a problem solving process.
Involvement of managers at various organizational levels is built in to foster objectivity
and to assure that all disputed actions are reviewed. At any level in the grievance
process, decisions may be appealed by either party.
A grievance is a complaint regarding perceived poor working conditions, unjust
application of discipline, or the unfair application or interpretation of the policies and
procedures of Eagle County in the department where the employee works. A grievance
is specific in nature, and should detail all alleged occurrences of the action taken which is
being aggrieved, on what grounds the grievance is based, and how the occurrence or
action taken conflicts with the Eagle County Employee Handbook, noting the section of
the handbook involved.
An employee who is dissatisfied with the administration of policies or in any other way
feels aggrieved by the conditions of his/her employment, should first discuss the problem
with his/her immediate supervisor. If the employee is extremely uncomfortable
discussing the situation with his/her supervisor, he /she may consult with the Director of
Human Resources or Department Director.
If the supervisor or Department Director has not responded, or if the employee is not
satisfied with the response received, the employee should within five working days
request a meeting with his/her Department Director and the Director of Human
Resources.
If after following this step the employee is not satisfied with the results and wishes to
pursue his/her claim, he /she must follow the following procedure, within the time limits
stated below:
The employee must file a written grievance with the County Manager or his/her designee
within five working days of the day of being advised of a decision from the Department.
If the County Manager or his/her designee needs more than five working days to
investigate the problem and to make a recommendation, he /she will notify the employee.
The County Manager will gather information from both parties involved in the grievance.
Both parties will be advised of the manager's decision.
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If either party disagrees with the decision of the County Manager or his/her designee,
objections to that decision will be submitted in writing, within five working days, to the
Board of County Commissioners. The Board will have ten working days to schedule a
hearing. A Board member or their designee will advise the grievant, supervisor,
Department Director, Director of Human Resources and the County Manager or his/her
designee of the date, time and place of the hearing. Following presentation of relevant
testimony and evidence from both parties, the Board of County Commissioners will, after
due consideration, issue a written decision.
A terminated employee may also use this procedure but a terminated employee remains
terminated unless a decision is made to rescind the termination. A terminated employee
can begin the grievance procedure with the Director of Human Resources, who may refer
it to the County Manager or his/her designee.
Nothing in this section constitutes an agreement of employment for a specific period of
time or is intended to affect the at will employment relationship.
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C
ADA GRIEVANCE PROCEDURE
Eagle County Government has adopted an internal grievance procedure providing for
prompt and equitable resolution of complaints alleging any action prohibited by the
Americans With Disabilities Act. Title II states, in part, that "no otherwise qualified
disabled individual shall, solely by reason of such disability, be excluded from the
participation in, be denied the benefits of, or be subjected to discrimination" in programs
or activities sponsored by a public entity.
Complaints should be addressed to the Director of Human Resources, who has been
designated to coordinate ADA compliance efforts in the following manner:
1. A complaint should be filed in writing or verbally, contain the name and
address of the person filing it, and briefly describe the alleged violation of the
regulations.
2. A complaint should be filed within 15 days after the complainant becomes
aware of the alleged violation. (Processing of allegations of discrimination which
occurred before this grievance procedure was in place will be considered on a case -
by -case basis.)
3. An investigation, as may be appropriate, shall follow a filing of complaint.
The investigation shall be conducted by the Human Resources Director. These rules
contemplate informal but thorough investigations, affording all interested persons
and their representatives, if any, an opportunity to submit evidence relevant to a
complaint. Under the Department of Justice regulations, Eagle County Government
need not process complaints from applicants for employment or from applicants for
admission to post - secondary educational institutions.
4. A written determination as to the validity of the complaint and a description of
the resolution, if any, shall be issued by the Director of Human Resources and a
copy forwarded to the complainant no later than 20 days after its filing.
5. The ADA coordinator shall maintain the files and records of Eagle County
government relating to the complaints filed.
6. The complainant can request a reconsideration of the case in instances where he
or she is dissatisfied with the resolution. The request for reconsideration should be
made within 7 days to the Director of Human Resources.
7. The right of a person to a prompt and equitable resolution of the complaint
filed hereunder shall not be impaired by the person's pursuit of other remedies such
as the filing of an ADA complaint with the responsible federal department or
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agency. Use of this grievance procedure is not a prerequisite to the pursuit of other
remedies.
8. These rules shall be construed to protect the substantive rights of interested
persons to meet appropriate due process standards, and to assure that Eagle County
government complies with the ADA and implementing regulations.
Vrei
b
Chapter Seven
Selection
Equal Opportunity Employment
Job Posting
Employment of Relatives
Transfer
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Equal Opportunity Employment
Eagle County is committed to follow fair employment practice laws. All persons having
the authority to hire, discharge, transfer or promote personnel, must follow a non-
discriminatory policy of hiring or transferring any qualified applicant. This policy applies
without regard to race, color, religion, national origin, age, sex, veteran status,or
disability, real or perceived.
The filling of vacancies will be coordinated between Human Resources and the
Department with the vacancy. Job offers will be made by a Human Resources
representative.
Efforts will be made to fill vacancies by promotion from within the County when
qualified employees apply. Employees may be considered for promotion based on
performance, length of service, specialized background, potential, and other relevant
information.
If you have a disability which adversely affects your ability to perform the essential
functions of your job, please contact Human Resources.
If you feel you have been discriminated against because of race, color, religion, national
origin, age, sex, veteran or handicap status, you should bring it to the attention of the
Director of Human Resources immediately.
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Job Posting
Regular full -time and regular part-time vacant or newly created positions will be posted
on County bulletin boards. Job posting procedures are as follows:
A. Positions will be posted for at least three business days before a job offer is
made.
B. Regular employees who have completed six months of service in their present
job are eligible to apply for a transfer to fill a posted position. Under special
circumstances, this provision may be waived. If a critical work situation exists
within the employee's present department, the employee may be temporarily
ineligible to participate regardless of length of service.
C. Employees who are interested in being considered for a posted position must
complete a Request for Transfer form and send it to Human Resources, who will
evaluate the request for minimum qualifications.
D. The final selection will be made by the Department Director or Elected Official
who has the opening; however, a Human Resources representative will make the
job offer and notify applicants who were not selected that the position has been
filled.
Normally the employee will be transferred ten working days after acceptance of the job
offer.
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Employment of Relatives
1. SPOUSES: If employees become married one would be asked to leave their position
if:
A. One spouse would directly or indirectly exercise supervisory, appointment,
dismissal authority, or disciplinary action over the other spouse.
B. One spouse would audit, verify, receive, or be entrusted with monies received
or handled by the other spouse.
C. One spouse has access to the employer's confidential information, including
personnel records and certain payroll records.
2. RELATIVES: A relative of an employee is considered mother, father, sister, brother,
children, grandparents, grandchildren, step - parents, step - children, sister -in -law, brother-
in -law, parents -in -law, aunts, uncles, nieces, or nephews. Employees who are or become
related will not be given positions where:
A. They work in the same division. A division is a subunit of a department.
B. One is under the direct or indirect supervision of the other.
C. Either occupies a position which has influence over the other's employment,
promotions or salary administration.
If two or more employees become related, one of the employees must resign or transfer
within 30 days.
M
Transfers
When a position becomes available and is posted, an employee may apply for that
position by filing out a Request for Transfer form and filing it with the Human Resources
Office. The employee's request will be considered along with all other applicants for that
position.
As a general rule, employees must be in their current position at least six months before
an employee requested transfer will be considered. Under special circumstances, this
requirement can be waived with written approval of the Department Director or Elected
Official and the Director of Human Resources.
In conjunction with the hiring supervisor and Department Director or Elected Official, a
Human Resources representative will determine whether applicants meet the minimum
qualifications for the position. The hiring authority will have the sole discretion as to
which of the qualified candidates they will interview.
Pay in the new position will be determined by the hiring authority and the Director of
Human Resources. Pay ranges for a given position are determined by the Eagle County
Classification System. Employee will not be compensated at a rate less than the
minimum or more than the maximum of the salary range of the grade in which the
position is classified. It is possible for an employee to request a transfer to a position
with a lower pay grade, a higher pay grade, or the same pay grade as their present
position.
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Chapter Eight
Employee Status
Regular Part -time Status
Initial Review Period
Merit Pay Increases
Acting Appointment
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Regular Part -time Status
Holidays
A regular part-time employee who normally works a minimum of 40 hours per pay
period will be given paid holidays on a pro -rated basis on their FTE. (For example, if
your FTE is .8 and you normally work 32 hours per week, you would be paid for 6.4
hours holiday).
Medical and Personal Leave
A regular part-time employee who works a minimum of twenty hours per week for Eagle
County will be granted medical leave and personal leave on an accrual basis. Medical
leave is accrued an .0308 hours per eligible hour worked. Personal leave is accrued on
an eligible hour worked basis at the same accrual rate as full -time employees. (See
Personal Leave policy).
Retirement
All regular part-time employees working at least 20 hours per week or more or 40 hours
per pay period or more are required to participate in the Colorado Officials' and
Employees' Retirement Association after one full year employment. (See Retirement
policy).
Insurance
Insurance may be available for regular part-time employees who regularly work a
minimum of 30 hours per week. These employees who wish to be covered under the
insurance plan will be required to pay a pro -rated premium, based on their full -time
hours for example (.75 FTE) per week would be 25% of the cost for the coverage. To
obtain insurance coverage, the part-time employee must enroll within 30 days of
becoming eligible or the employee will be required to submit proof of insurability. In
this case, only the underwriters of our health insurance carrier have the authority to
approve or deny the request for insurance.
Other
If a regular part-time employee becomes a regular full -time employee, his/her
anniversary date may be adjusted. For every 40 hours worked as a regular part-time
employee, he /she will be granted one (1) week of seniority. Length of service
determines benefit accrual rate.
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Initial Review Period
Cam:
The initial review period begins on the employee's first day of employment; this
includes new hires, promotions, and transfers. The initial review period could last
between three and six months. During this time a new employee's job performance is
carefully observed. Strengths and weaknesses in performance may be brought to the
employee's attention.
Upon successful completion of the initial review period the employee becomes eligible
for a possible merit increase. Successful completion of the initial review period is not a
guarantee of employment for a definite period, nor does it guarantee future pay increases.
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Merit Pay Increases
Merit pay increases may be granted when an employee meets or exceeds the standards of
performance or efficiency established for his/her position. An employee who receives a
below standard performance rating is not eligible for a merit increase. Evaluations of an
employee's work performance for merit increase purpose will be made by the employee's
supervisor in writing, subject to review by the Director of Human Resources and the
Budget Officer. The Board of County Commissioners establishes annual guidelines to be
used in determining pay increases.
After the first twelve months of employment, an employee who is not at the top of
his/her pay range may be eligible annually for consideration for a merit increase, if the
employee's service has been continuous. A Department Head or Elected Official who
wants to change an employee's review date must consult with the Director of Human
Resources and the Director of Human Resources' approval is required for any change.
Employees who are at the top of their pay scale may be eligible for a lump sum bonus.
When an employee is promoted, he /she may be put on review status for up to six
months. The supervisor will give the employee a written performance evaluation at the
successful completion of the review status. This may or may not provide a pay increase.
After 12 months, a newly - promoted employee will receive a performance review.
An employee who received a delayed merit increase due to an error or lack of funds will
retain his/her earlier review date as though there had been no delay.
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Acting Appointment
When the County has vacancies caused by turnover, medical leave, leave of absence, or
the creation of a new job, Department Heads or Elected Officials, with the approval of
the County Manager or his/her designee, may choose to assign the duties temporarily to
another employee. Elected Officials need the County Manager's approval, if the budget
may be impacted.
If you are assigned to work in a job classified higher than your own for an extended
period of time, you may be temporarily paid at a higher pay level. An extended period is
one.month or longer unless otherwise approved by the County Manager or his/her
designee. You may apply for a transfer to a posted position while holding an acting
appointment.
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Chapter Nine
Separation
Exit Interviews
Insurance Continuation
Rehire
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Exit Interviews
t
It is important for the County to know why employees resign. The exit interview enables
the County to see itself as the employee sees it. Exit interviews can also provide
information that will be valuable in improving working conditions for other employees.
It permits the County to determine by direct contact with employees if policies, practices
or conditions of employment are causing resignations. The exit interview will be
scheduled by a representative of Human Resources as part of the routine check -out
procedure after the employee has given notice. Exit interviews may also be given to
employees who have been terminated by the County.
Specific or recurring complaints may be referred to the County Manager or his/her
designee by the Director of Human Resources. Constructive criticism stated by a
terminating employee will not result in an unfavorable reference from Eagle County.
Insurance Continuation
When employees who are enrolled in the Health/Life/Dental insurance plan separate
from employment with the County, their County paid insurance coverage terminates
effective at the end of that month. Upon loss of coverage eligible covered employees
and/or their eligible dependents may be able to continue health coverage. More
information can be obtained by contacting Human Resources.
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Rehire
Re- employment of previous employees will be based on the same needs and
qualifications as in the employment of any other qualified applicant.
Employees who leave the County and are re- employed by the County within sixty
calendar days may be granted continuous service.
A former County employee rehired after sixty calendar days will be considered a
new employee.
(See Military Leave.)
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Chapter Ten
Definitions
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{
Definitions
ANNIVERSARY DATE: The anniversary date is the date of employment from which
benefits are calculated.
CLASSIFICATION: A system of identifying and describing the different kinds of work
in an organization, grouping similar positions under common job classes and titles, and
establishing a relationship between these classes.
CONSULTANT: A person who is not an Eagle County employee but is self - employed
(independent contractor) or employed by another company and who is retained by Eagle
County to provide professional or technical advice or services for a fee. Normally a
consultant is a recognized expert with a record of accomplishment and /or experience
within a particular field or profession.
COUNTY: County of Eagle, State of Colorado.
COUNTY MANAGER: The County Manager is the chief appointed executive for the
County government. Appointed Department Heads report to the County Manager, who in
turn reports directly to the Board of County Commissioners. The County Manager acts as
general manager for day -to -day operations and for implementing policies and programs
that have been approved by the Board of County Commissioners. The County Manager,
with the support of the Office Manager, coordinates the Board's agenda and calendar.
The County Manager is responsible for public relations, media relations and
intergovernmental relations in the Board's absence.
DAY: Calendar day unless otherwise specified.
DEMOTION: The reduction of an employee to a lower grade position in the
classification system, involving less responsibility and/or job skill requirements, as well
as lower pay. The reduction in the grade assigned to a position, as the result of a job
classification review, will not be considered a demotion.
DEPARTMENT DIRECTOR: Any employee, or Elected Official, responsible for the
operation of a department of the County. The County Manager or his/her designee and
the Director of Human Resources determines when positions qualify for Department
Head status.
DIRECTOR: An employee who is usually the head of a department. The County
Manager or his/her designee and the Director of Human Resources determines when
positions qualify for Director status.
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DIVISION: A subunit of a department.
ELECTED OFFICIAL: Elected Officials are responsible for fulfilling the respective
statutory responsibilities of the office as required by law. According to Section 8 Article
XIV, of the State Constitution and C.R.S. 30 -10 -401, 1973 Revised, they are to serve the
term of four years, removed only by recall. The Assessor, Clerk and Recorder,
Commissioner, Coroner, Public Trustee, Sheriff, Surveyor, and Treasurer are elected
officials.
EMPLOYEE: A person on the County payroll who receives pay for services rendered.
EXEMPT EMPLOYEE: An executive, administrative or professional employee. Exempt
employees are not eligible for overtime or extra pay required by the Fair Labor Standards
Act.
FULL -TIME EMPLOYEE: An employee who is normally scheduled to work 40 hours
per week.
GRADE: A group of sufficiently similar positions including duties performed, degree of
supervision exercised or received, minimum requirements of training and experience, and
such other characteristics, that the same title, the same tests of fitness, and the same
schedule of compensation may be applied to each position in the group.
INDEPENDENT CONTRACTORS: A person who is not a County employee but is self -
employed or employed by another company whose services the County is .using to
perform specific and temporary services. (See consultant)
INTERN EMPLOYEE: A person who is currently pursuing an undergraduate or graduate
degree or certificate of completion on a full -time basis at an accredited educational
institution and who is hired by the County for a maximum period of four months, on a
full -time or part-time basis, into a position which formally combines the student's
academic field of study with the County work experience. Students who are employed
by the County but who are not participating in formal Co -op or Intern programs are to
be classified as either "temporary" or "part- time ".
LEAVE: An authorized absence from regularly scheduled work hours which has been
approved by proper authority. Leaves may be paid or unpaid.
MERIT INCREASE: An increase in pay based on quality of job performance.
NON - EXEMPT EMPLOYEE: An employee whose duties and responsibilities are such
that they are subject to the minimum wage and overtime pay requirements of the Fair
Labor Standards Act.
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OVERTIME: Any time worked in excess of forty (40) hours in an established work
week. Overtime for eligible employees is paid at one and one half the hourly rate of pay.
PART -TIME EMPLOYEE: An employee who is normally scheduled to work less than
40 hours per week.
POSITION: A combination of duties and responsibilities assigned by a competent
authority to be performed by an individual. The position may be full -time, part-time,
temporary, regular, occupied, or vacant.
PROMOTION: An employee's status is advanced to a position of a higher grade and for
which a higher rate of pay may be prescribed.
REDUCTION IN FORCE OR JOB ELIMINATED: The involuntary separation of an
employee from his/her position because of lack of work or lack of funds to continue
the work.
REGULAR EMPLOYEE: An employee who has successfully completed the initial
review period and has been hired by the County for an indefinite period. Regular
employees maybe employed as "full- time" or "part- time ".
REPRIMAND: A written warning to an employee usually done when a supervisor
believes a deficiency exists in the employee's work performance, or conduct, and
improvement is needed.
RESIGNATION: The voluntary separation of an employee from his/her position.
SUPERVISOR: An employee who directs, watches over, and evaluates the work and
performance of other employees. The Director of Human Resources and the Department
Director determine who qualifies for supervisor status.
SUSPENSION: An involuntary absence with or without pay imposed on an employee for
disciplinary reasons.
TERMINATION: Involuntary separation of an employee from his/her employment with
the County.
TEMPORARY EMPLOYEE: A person employed by the County for a limited time,
normally not to exceed 150 calendar days. Temporary employees may be employed on a
"full -time" or "part-time" basis. Temporary employees are not eligible for benefits.
TRANSFER: Movement of an employee from a position in one department to another
department, or from one position to another within the County.
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Chapter Eleven
Department and Office Information
Administration
Animal Control
Assessor
Board of County Commissioners
Budget and Information Systems
Buildings and Grounds
Clerk and Recorder
Community Development
Community Service
Coroner
County Attorney
County Fair
County Surveyor
Detentions
Eagle County Regional Airport
Emergency Management/Veterans Affairs
Engineering
Extension
Human Resources
Nursing
Public Trustee
Road and Bridge
Sheriff
Social Services
Treasurer
Weed and Pest
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r
Department and Office Information
ADMINISTRATION
Administration handles the day -to -day operations of the County. The office acts as a
liason between the taxpayers and the Board of County Commissioners. Other duties of
Administration are to handle public and media relations in the Board's absence, and to
assist in the development and implementation of policies, programs and projects based on
Board decisions and direction. Administration is also responsible for distribution of
incoming mail to departments and the transportation of outgoing mail to the Post Office.
ANIMAL CONTROL
Goals of the Animal Control Department are to protect animals and the public and to
educate and establish a good working relationship with the public. The department is on-
call seven days a week, 24 hours a day.
Animal Control Officers are responsible for the enforcement of all County Animal
Control Regulations. They manage complaints from the public, animal bites, injured
animals, neighbor disputes etc., and some State Cruelty Statutes. The officers patrol the
County daily assisting the public with animal related problems. They are responsible for
writing case reports and all other necessary paper work. Officers must know County
Court procedures, and be able to assist other law enforcement agencies when requested.
ASSESSOR
The assessor has a staff of people working in three divisions. Those divisions are
Administration, Mapping, and Appraisal.
The Administration division has the responsibility of making sure transfers of title are
recorded in the assessor's files, keeping addresses current, answering a variety of
inquiries, dispensing information, keeping files in order, and handling many other
administrative duties.
The Mapping division processes all property splits, such as subdivisions, condominiums,
duplexes etc. They create new maps and keep all assessor's existing maps updated. The
responsibility falls on this department to see that all taxing authority boundaries are
correct, and that each tax area is identified and the property in the county is within its
correct tax area.
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Values for all properties are determined by the Appraisal division for both real and
}' personal properties using either the cost, market or income approach to value,
determining which approach is appropriate. The Appraisal staff is responsible for
keeping information concerning buildings, new construction, and property class changes
correct and up to date. Their work is subject to state audit and must be correct.
BOARD OF COUNTY COMMISSIONERS
The governing body for Eagle County is the Board of County Commissioners. There are
three Commissioners, elected at large but representing a district within the County
(basically western, central and eastern Eagle County). The Commissioners are elected for
four year terms.
The Board of Commissioners meets on Monday and most Tuesdays in public meetings to
conduct the business of County government. In addition, they regularly attend business
meetings throughout the County. They must approve all contracts, all expenditures of
County money, all departmental budgets and all major projects, programs and
acquisitions. The Board also reviews and approves all land use issues, health and human
services programs, and public infrastructure programs (roads, bridges, public facilities,
airports, etc.).
BUDGET AND INFORMATION SERVICES
The Department's goal is to provide professional financial and automation guidance. The
department is comprised of three divisions ; Accounting, Budget and Data Processing.
Accounting functions include the following: payroll preparation, voucher /warrant
processing, central purchasing of office supplies, fixed asset control, coordination and
preparation of the annual external audit report, and monthly /annual reporting of
expenditures.
Budget functions include the annual budget preparation process as well as the routine
processing of appropriation changes. A major activity in the budget function is the
preparation of financial management information that reflects the current and projected
financial condition of each fund and the County in its entirety.
Data Processing functions include the maintenance, programming, operation and security
of the central computer, terminal network and data files. It also includes general support
for the office systems (primarily personal computers) used throughout the County.
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BUILDINGS AND GROUNDS
This department provides and maintains a clean, safe and professional working
environment to enable the public and Eagle County employees to conduct their daily
business.
The goals of this department includes office space and site management for all county
buildings and grounds, facility security, construction management, acquisition of office
furnishings, perform repair and remodel projects, phone system management, and
manage the county's property and liability insurance.
CLERK AND RECORDER
The Eagle County Clerk and Recorder's offices are located in Eagle in the Eagle County
Building, in Avon in the Avon Municipal Building and in El Jebel in the town hall. The
offices are staffed by a total of fourteen employees whose responsibilities include:
Administration as authorized agents for the State Department of Revenue, all laws
and regulations regarding motor vehicle registration, titling and fee collection.
Recording of all documents submitted for permanent record, maintenance of said
records and record summaries, duplication and disbursement of public information,
publication of same and calculation of all statutorily determined fees. Provide
support and assistance to title companies, real estate developers, taxpayers and the
general public regarding any and all recorded documents. _
Conduct of all coordinated elections held in Eagle County as well as matters related
to voter registration and precinct determination.
Issuance and recording of marriage applications and licenses, liquor licenses within
unincorporated areas of Eagle County, dog registration and licensing and the
collection and distribution of all appropriate fees.
Serve as Clerk to the Board of County Commissioners and are responsible for
recording and transcribing all on -the- record Commissioner meetings as well as
maintaining said records for public intrest.
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COMMUNITY DEVELOPMENT
Community Development serves the public by encouraging safe, orderly and
environmentally sound land use and construction techniques through regulation creation,
inspection services, public education, and coordination with other public agencies. The
Department is divided into three divisions - Planning, Building Inspection and
Environmental Health.
The Planning Division is responsible for the creation and implementation of land use
master plans and land use regulations, development review, and distribution of land use
data.
The Building Division enforces construction codes through building plan review and
subsequent field inspections.
Environmental Health serves as the local Colorado Department of Health representative.
They administer food service inspections, sewage disposal permits, respond to
environmental issues, and answer hazardous materials questions.
COMMUNITY SERVICE
Community Service is utilized by the Court as an alternative to jail, in the case of alcohol
and misdemeanor related charges, as well as for some insurance and felony charges.
The purpose of the Community Service Program is to identify and seek the cooperation
of governmental agencies and non - profit organizations, to provide useful public service
jobs for those persons who have been court- ordered to perform this service. Persons
sentenced to perform Community Service are monitored as to compliance or non-
compliance, with appropriate action taken by the Community Service Coordinator.
[419100:3
The Coroner, an elected official, follows the Colorado Statutes on death registration and
investigation. In doing so, the Office coordinates with and assists law enforcement
agencies in death investigation and reporting. The office functions in identification of the
deceased, determination of cause of death, and notification of next of kin.
The Coroner's Office secures and returns valuables of the deceased to the family. They
also assist the family with obtaining death information, death certificates and autopsy
reports.
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COUNTY ATTORNEY
The County Attorney's Office acts as the attorney for the Board of County
Commissioners and advises the Board on legal matters. The County Attorney's Office
also advises various County departments.. The Office normally advises Elected
Officials on civil matters except when there is a conflict with the Board of County
Commissioners or when those duties are being performed pursuant to statute by the
District Attorney.
COUNTY FAIR
The function and goal of the County Fair Department is to enable the residents of Eagle
County to observe and/or participate in the exhibitions, classes, contests and rodeo at the
Eagle County Fair. The County Fair program includes: Scheduling activities and events
at other times of the year; recognizing and requesting repairs of fairground property;
planning and implementation of new facilities; working with the Eagle County Fair
Board; and carrying out public relations and promotions of the Eagle County Fair.
COUNTYSURVEYOR
The County Surveyor is a constitutional office elected for a four -year term. Duties of the
Surveyor include: keep on file or file with the Clerk all surveys, field notes, calculations,
maps and other records of work, authorized and financed by the Board of County
Commissioners; notify the County Attorney of unsettled boundary disputes or
discrepancies with the County; and represent the County in boundary disputes between
other counties and Eagle County.
On the authority of the Board of County Commissioners, the County Surveyor may
conduct surveys establishing the boundaries of County property, including rights of way,
and conduct other necessary surveys on behalf of the County.
DETENTIONS
The Detention facility at times has housed over 40 prisoners at one time. When space is
available, the Eagle County facility is used to house prisoners from outside the County.
The Department is working toward accreditation from the American Medical Association
and American Correctional Association. The Eagle County Detention Facility has been
authorized to hold juveniles for short periods of time.
EAGLE COUNTY REGIONAL AIRPORT
The Airport staff supervises the management, revenue collection and reconciliation of
hangar leases, tie -down leases, FBO leases, and agricultural leases. They are also
responsible for the compliance of the Airport with all applicable Federal Aviation
Administration Regulations, including safety, security, and operations.
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The Airport staff is also responsible for the following: maintenance of asphalt and
concrete taxiways, ramps and runways; and the workings of beacons, navigational aids,
lighting, wind cones, and signs.
The goal of this team is to provide a safe, efficient operation for air traffic utilizing the
Airport.
EMERGENCY MANAGEMENT/VETERANS AFFAIRS
Responsibilities of Emergency Management include emergency planning to meet all
hazards confronting the populace of the County; planning for mitigation of the most life
threatening hazards, training of emergency personnel; preparing and updating a County
Resource Plan and a County Emergency Operations Plan; public awareness presentations
and literature on hazard specific topics; assisting towns in preparing Emergency
Operations Plans; assisting in obtaining state help in emergencies exceeding the County's
capability.
ENGINEERING
The Department provides civil technical support and expertise to the Board of County
Commissioners, the Planning Commission, and most departments in the County.
Engineering and surveying skills are utilized to design engineered roadways, acquire
road right -of -way, prepare construction specifications and contracts, administer and
manage contracted construction, review the technical infrastructure and land, use aspects
of development, inspect and administer the construction quality of private development
infrastructure.
EXTENSION
The Extension Office is primarily administered by the Colorado State University
Cooperative Extension Service. The mission of the Extension Office is to provide
information and education, to encourage the application of research - generated knowledge
and to develop leadership with the aim of improving the quality of life for citizens
throughout Colorado. Educational priorities include: farm, ranch and family financial
management; agricultural production and economic efficiency; wise use of water and
soil; 4- H/youth life skills, leadership and citizenship; human nutrition and related health;
and adult volunteer and leadership development.
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HUMAN RESOURCES
Human Resources is involved with the recruitment, selection, development, utilization
and compensation of employees. Human Resources manages various benefit programs
for county employees. It assists in the orientation, development and implementation of
policies and programs related to employees.
Human Resources also manages workers' compensation and unemployment
compensation claims.
NURSING
The Eagle County Nursing Department (Community Health Nursing) coordinates health
care within the community. They function as a liaison between families, their
environment, and other health care providers.
No single community health service can meet all identified health needs. However, after
assessing these needs, the Nursing Department brings needs to the attention of population
that a team approach will maximize the possibility of improved health prevention
programs.
PUBLIC TRUSTEE
Two main duties of the Public Trustee, as set forth by the Colorado Revised Statutes, are:
the release of a Deed of Trust when a note has been fully or partially satisfied; and the
commencement of foreclosure action through documents submitted for the beneficiary
when there has been a default on a Deed of Trust, such as nonpayment of note. In Eagle
County, the Treasurer also serves as Public Trustee.
The administration division of the Road and Bridge Department guides, directs, records
and manages all sub - departments (maintenance of condition, construction, heavy
equipment pool, motor pool and landfill) in a manner to reflect fiduciary responsibilities
in service and cost controls for the maintenance of all County roads, rights -of -way, and
equipment.
Maintenance of Condition and Construction divisions of the Road and Bridge
Department provide safe, hazard -free roads and bridges at the least possible expense by
improving drainage, making good riding surfaces and allowing for proper sight distances
by using advanced engineering techniques.
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The goal of the light motor pool division is to provide a safe, cost effective and
adequately maintained fleet of vehicles and equipment to user departments, so as not to
interrupt services to the citizens of Eagle County.
The goal of the heavy motor pool division is to provide safe, serviceable heavy
equipment to interdepartmental and departmental users at the lowest possible rental
prices. This is accomplished by using state of the art test equipment and equipment
management techniques. Computers are utilized to track expenditures.
To maintain an environmentally safe, economically feasible landfill at the lowest
possible cost to the citizens of Eagle County is the goal of the Landfill. Landfill
operations follow the regulations set forth by the Bureau of Land Management standards
pertinent to solid waste disposal as required by the Colorado Department of Health.
SHERIFF
The Eagle County Sheriffs Office is a service- oriented law enforcement organization
which emphasizes use of innovative approaches and cost effective operation.
It is the duty of the Sheriff and deputies to keep and preserve the peace in the County,
and to quiet and suppress all affrays, riots, unlawful assemblies and insurrections. The
Sheriff and deputies must enforce provisions of State Ordinances; execute any civil or
criminal Summons, Process, Writ or Warrant which is issued by any County court. The
Sheriff has charge and custody of the jail; the Sheriffs deputies transport all prisoners to
the State Penitentiary; acts as fire warden for the County; and is responsible for Search
and Rescue activities within the County.
The Department is currently operating a computerized identification system for creating
composite pictures of crime suspects, and a County-wide Crime Stoppers program.
SOCIAL SERVICES
The mission of the Department of Social Services is to work in partnership with the
community to protect persons at risk of abuse and neglect, and to support and strengthen
individuals and families in their efforts to achieve independence and self - sufficiency with
dignity. The programs of the Department are public assistance, child support
enforcement and family services.
Public Assistance programs include Food Stamps, Medicaid, Aid to Families with
Dependent Children, Old Age Pension, Aid to the Needy Disabled and the Blind, Low -
income Energy Assistance, Child Care Assistance and JOBS.
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Public Assistance programs include Food Stamps, Medicaid, Aid to Families with
Dependent Children, Old Age Pension, Aid to the Needy Disabled and the Blind, Low -
income Energy Assistance, Child Care Assistance and JOBS.
Child Support Enforcement encompasses the location of absent parents, establishment of
paternity, establishment and collection of child support. Child Support Enforcement
services are available to any individual who is entitled to child support.
Family Services programs strive to support and strengthen families. Services provided to
alleviate family problems are Child Protective Services, Adult Protective Services, Home
Care Allowance for the Aged and Disabled, Adult Foster Care, Family Mediation,
Family Foster Care, Residential Child Care, Family and Individual Counseling, Parenting
Education, Permanency Planning and Adoption.
TREASURER
Main goals of the Treasurer's Office are to provide increased service to the public
through continuing automation and streamlining of procedures, and to achieve an
increased return on investments.
Primary duties of the County Treasurer, as set forth by the Colorado Revised Statutes,
are: collection of taxes; receive all monies belonging to the County and all monies which
are by law directed to be paid to the Treasurer; issue receipt for all money received; keep
a just and true account of. all receipts and expenditures of all monies which come into the
hands of the Treasurer; deposit and invest all monies in financial institutions or
instruments that have been approved for Public Funds as set forth by the Colorado
Revised Statutes and approved by the Board of County Commissioners.
WEED AND PEST
The primary responsibilities of the Weed and Pest Department include: Controlling
weeds on County Right -of -Ways and other County owned properties so as to be in
compliance with Colorado Weed Law, provide education and technical support to
County landowners concerning weed and/or pest problems, enforcement of Colorado
Weed Law.
Other responsibilities include: Management of the,chemical resale program, mapping
and monitoring of weed infestations, public relations regarding weed and pest control.
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Accident, work - related 62
Acting appointment 86
Appearance, and courtesy 48
Attendance and punctuality 40
Benefits, general information 5
Communication, employee 37
Computer programs, rights to 58
Conduct, standards of 49
Conferences and Seminars 28
Conflict of Interest 46
Copyrights, rights to 57
Credit Union 26
Deductions, Mandatory Payroll 1
Definitions 90
Discipline 71
Drug -free workplace 69
Emergency closing 42
Employee Assistance Program 28
Employment, verification of 39
Employment, other 46
Employment, Equal Opportunity
Exit interviews 88
Files, Personnel 39
Gratuities 59
Grievance procedure, ADA 75
Grievance procedure 73
Harassment 72
Holidays 15
Information, releasing 55
Information, department and officf
Insurance, general 23
Insurance, Reimbursement Accts
Insurance, continuation 88
Job posting 79
Leave, Family and Medical 6
Leave, Personal 10
Leave, Paid Medical 12
Leave, Sick Leave Bank 14
Leave, Military 16
Leave, Funeral 17
Leave, of absence 18
Leave, Jury and Witness 19
W.
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Leave, Voting 21
Leave, Emergency Service 22
Leave, Administrative 33
Meal and rest periods 41
Medical examinations 43
Modified duty 64
On -Call Status. 43
Orientation, new hire 40
Parking, employee 40
Part -time, regular status 83
Patents, rights to 57
Pay, Overtime and extra 33
Pay, merit increase 85
Paychecks, Pay Periods 31
Personal, Change of information 38
Political activity 47
Property, personal 54
Property, county 68
Rehire 89
Relatives, employment of 80
Retirement 26
Review period, initial 84
Safety, employee 61
Smoking 44
Software, computer 54
Suggestions 37
Telephone usage 67
Time, Reporting 31
Time, Compensatory 34
Time, Making up 35
Transfer 81
Tuition Reimbursement 29
Visitors 67
Wage continuation 65
Weapons 65
Work, volunteering for 47
TO: Chris Armstead
Director of Human Resources
FROM:
DATE:
SUBJECT: Employee Handbook
Comment - Suggestion - Question