HomeMy WebLinkAboutbocc.res.101.1994 3
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A RESOLUTION OF THE BOARD OF
� COUNTY COMMISSTONERS OF PITKIN COUNTX, COLORADO, ':y-rr
� To Make Revisions to the Pitkin Countv Personnel Policies
and Procedures Manual �
� � ,
Resolution � 94-� i_
� ..
� RECITALS ��.•
� 1. Pitkin County has adopted a Personnel Policy and f.:._;.,`
Procedures ManuaZ effective, February 26, 1992 and needs )'' �
� y� to make revisions to the following policies as attached: j�
Policy �`035 ^ Personnel Review Board R'
��, Policy #�317 - Administrative Leave of Absence
' Policy ,#319 - Family Medical'Leave of Absence
r
::, NOW THEREFORE BE IT RESOLVED by the Board of County
� � Commissioners of Pitkin County, Colorado wi22 amend the Pitkin
� County Personnel Policies and Procedures Manual as reflected above.
- � INTRODUCED, FIRST READ, AND SET FOR PUBLIC HEARING AT THE
i REGULAR MEETING ON THE 29th DAY OF March, 1994
' NOTICE OF PUBLIC HEARING PUBLZSHED IN THE ASPEN TIMES ON THE
lst DAY OF Anril, 1994.
APPROVED AND ADOPTED AF'TER SECOND READING AND PUBLIC HEARING
ON THE 12th DAY OF Anril, 1994.
PUBLISHED AFTER ADOPTION IN THE ASPEN TIMES ON THE 15th �
DAY OF A ril, 1994. �
� ATTES : BOARp OF COUNTY COMMISSIONERS
OF PITKIN COiJNTY, COLORADO
✓. ' By�����G��,ue�P
nett Jo e ' Robert W. Child, Chairman
beputy lerk & Reco d r �/�/��
Date: /
APPROVED AS TO FORM: MANAGER APPROVAL:
. . _ ,� �
Tim Whitsitt / / Stan Berryman c ing County
County Attor}iey/ Manager
G/
APP �VED AS TO CONTFNT:
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I (��;��2vic� �-oZ?-9� �,
Cheryl Cumnock, Personnel Director ':`,P:
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' SMPLOYSS BENEFITB i SSRVICES �
� • POLICY �: 319
DATS: ZS/SS/XS
� PAGE: 1 OB 4
,
� 3�9 FAMILY MEDICAL LEAVS OF AS8ENC8 , r
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I. POLICY %
It is the policy of Pitkin County to grant �g-�e A TOTAL OF
� 6-months � PAID AN D unpaid family and medical leave to
employees, in accordance with the Family and Medical Leave Act of
G.; 1993 (FMLP,). Leave will be a combination of paid and unpaid, as
specified in this policy.
A. Type of Leane Coveraue
' In order to quality as FI+R�A leave under this policy, the
. ;«, employee must be talcing the leave foz one of the reasons
listed below:
� 1. the birth of a child and in order to care for that child;
Z. the placement of a child for adoption o� foster care;
3. to care for a loved one with a serious heath condition,
or
� 4. the serious health condition of the employee.
� � ;� Pitkin Count ma re
� y y quire an employee to provide a doctor�s
, � certification of a serious health condition.
� B. Em lovee Status i Benefits Durinc Leave
While an employee is on leave, Pitkin County will continue the
employee's health benefits during the leave period at the same
level and under the same conditions as if the employee had -
--. _---,-�• ' continued to work. •
If the employee chooses not to return to work for reasons
other than a continued serious health condition, Pitkin County
, may require the employe to reimburse the County the amount it
paid for the employee�s health insurance premium during the
leave period. '
The employee is responsible for paying the same portion of the
health care premium for deoenQent covaracre. Flhile on paid
leave, the County will continue to lnake payroll deductions to
� collect the employee�s share of the premium. While on unpaid �',;
leave, the employee must continue to make this payment, either i :
�, in person or by mail. If the payment is more than 3o days
( late, the employee's health care coverage may be dropped for
i the duration of the leave.
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? SMPLOYSS SEN88IT6 i 8ffitVIC88 � �:•�
� POLICY �: 319 i, '
DATB: YB/YZ/8Y
PA�GE: 2 OF � � r
i i;: _
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If the employee contributes to additional insurance coverages, ±
, the County will continue making payroll deductions while the 5: -
employee is on paid leave. Whi2e the employe is on unpaid ^
leave, the employee must continue to make those payiaents, `
y along with any dependent premiums. If the employee does not
continue these payments, the County may discontinue coverage
during the leave period, or will recover the payments at the
, end of the leave period, in a manner coxisistent with the law.
? C. Emplovee Status After Leava
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 aad othez employment terms. The position will be the
same or one which entaiZs substantially equivalent skill,
effort, responsibility and authority.
D. IIse of Paia and UnDaid Leave
An employee who is taking leave must use a21 sick AND comp
T�M E prior to being eliqible for the a�-
' �' �� unpaid zeave. The REMAtNING PORTfON OF THE
� six-month �. leave wil� BE UNPAID AND begin from the
last paid day of sick AND comp axc�-��a� leave credit.
EXTENSION TO THE 6-MONTH UNPAID LEAVE �
MAY BE PERMITTED UNDER EXTENUATING �
'"-"'�'J CIRCUMSTANCES AND APPROVED BY THE
,
':� ' APPROPRIATE DESIGNATED SECTION HEAD.
, " F. Intermittent Leave or a Reduced Aork 8chedule
The employee may take leave in 6 consecutive months, 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, resultinq in a
reduced hour schedule. In all aases, the leave may not exceed
� a total of 6 months over a 24 month period. .
;�Y..
The County may temporarily transfer an employee to an ;;y,s:
,, available alternative position with equivalent pay and
benefits if the alternative position would better accommodate
the intermittent or reduced schedule.
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EMPLOYES SENBFITB i BERVIC88
� POLICY �: 319 ! :f
DATS: %S/%E/BS
PAGS: 3 OF 4 f, :-
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� For the birth, adoption or foster care of a child, the County ;�.` •
and the employee must mutually agree to the schedule before
. i the employee may take the leave intermittently or work a
f 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
i schedule. If this is not possible, then the employee must
provide that the use of the leave is medically necessary. The
County may require certification of the medical necessity.
- �
. F. Certification of the Serions Health Conditioa
, The County may ask for certification of the serious health
. condition. The employee should try to respond to such a �
request within 15 days of the request, or provide a reasonable
explanation for the delay. Failure to provide certification
��. '
may result in a denial of continuation of leave.
Certification of the serious�health condition shall include:
, - the date when the condition beqan, its expected duration,
diaqnosis, and a brief statement of treatment. For medical
leave for the employee's own medical condition, the � '.
' certxfication must also include a statement that the employee
I 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. .
If the employee plans to take intermittent leave or work a i.
reduced schedule, the certification must also include dates
I and the duration of treatment and a statement of inedical
necessity for taking intermittent leave or working a reduced
i schedule. _ �,s�
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The County has the right to ask for a second opinion if it �' �� '
has reason to doubt to certification. The County will pay �; ��, �
for the employee to get a certification from a second doctor, �' !'
which tha County will select.
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SISPLOYSS SSNSFITS 8 SSRVICES ;;+,r;
POLICY �: 319
DATB: %8/BE/SS �
PAGS: 4 OF � ! .
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If necessary to resolve a oonflict between the original ! '_-
i certification and the second opinion, the County will require j�:
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the opinion of the third doctor. The County and the employee f_:,
_ will jointly select the third doctor, and the County will pay �'�
for the opinion. This third opinion will be considered final. i•
�,` II. PROCEDORS
Except where leave is not foreseeable, all employees
. requesting leave under this policy must submit the request in
writing to their immediate supervisor, with a capy to the
personne� Department. AI.L EMPLOYEES UTILIZING
LEQVE UNDER THIS POlICY ARE ENCOURAGED
T� SEEK OUT THE PERSONNEL DEPARTMENT
AND PROVIDE DETAILS REGARDING THE LEAVE,
When an employee plans to take Zeave under this policy, the
employee must give the County 30 @ays notice. If it is not
possible to give 30 days notice, the employee must give as
� < - much notice as is practical. An employee undergoing planned
medical treatment is required to make a reasonable effort to
schedule the treatment to minimize disruptions to the County's
operations.
If an employee fails to provide 30 days notice for foreseeable
;� leave with no reasonable excuse for the delay, the leave
' request may be denied until at least 30 days from the date the
___ __�::� County receives notice. .
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.
III. RQRPOBS .
i .
To outline Pitkin County's compliance to the FMLA and identify the
procedure to utilize for a leave-of-absence.
IV. SCOPS
4...
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All regular and part-time employees are eligible for benefits under �''�#
�;.
� the F1�II,A and this leave-of-absence policy. ��1 "
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IIiTRODIICTION
POLICY ;�: 035 ', `-
Dl1TS: 02/26/91 r
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PAGB: 1 OF 2 � .
' }�.
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� 035 PSRBONNSL REVIEW BOARD ?' `
I. POLICY
4. The Personnel Review Board is an employee advocate group striving
to facilitate resolution of employee concerns; serving as an `�
appellate board for employee grievances/appeals; providing two- °
way communication between management and employees reqarding
' proposed and existing County policies.
, 'y
II. PROCEDIIRS
Meetings of the Personnel Review Board are open to any employee
wishing to attend. Notification of scheduled meetings and agendas
will be directed to all departments by the Secretary of the
Personnel Review Board.
A. Personnel Review Board Membership - The Personnel Review
Board shall consist of the following members:
�;�, One Section Head/Department Head Representative by election
' of all Department Heads;
�e �eP�ese��a���es €re3a—eae� see�}en =n �he—��
�
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TWO REPRESENTATIVES PER COUNTY
FAGILITY/BUILDING BY ELECTION OF THE
EMPLOYEES WITHIN THAT FACILITY. AN
ADDITIONAL PRB REPRESENTATIVE WILL BE �
ELECTED, WHEN A PRB REPRESENTATIVE SERVES ' +
MORE THAN 20 INDIVIDUALS WITHIN THEIR
' SPECIFIC LOCATION. A LISTING OF CURRENT
PRB REPRESENTATIVES CAN BE OBTAINED FROM ._�='
THE PERSONNEL DEPARTMENT. ����"_`
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_ i TNTRODIICTI02T � 'r,•
� POLICY �f`: 035 �
DATBs 02/26/91
PAGB: 2 OF Z , �
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Members of the Board will serve two-year terms coinciding with the i�.;- .
�..
- calenaar year. The representatives from each �ee�#arr FACILITY }
in the current organizational stru�ture will serve staggered years. i`
�,� The Personnel Director serves as an "ex-officio° member to the
Board with no voting ability in the capacity of an advisor and j
provider of inforaiation and alternatives. The Personnel Director
does not necessarily act as a proponent for proposals submitted to
the
Board. All members have voting power.
• Personnel Review Board Vacancies - If a vacancy occurs on the
Board, it is the responsibility of the Personnel Department to
advise the employees of the appropriate �� FACiLITY, and
to solicit interested volunteers Erom said � FACILITY.
If more than one employee volunteers to fill a vacancy an election
will be held. A person selected in accordance with this provision �
shall serve for the balance of the term of the vacant position.
: '� ' Failure of a member to attend three (3) consecutive meetings of the
:� Board is grounds for dismissal from the Board by a majority vote
��'j of the membership.
- `I III. PURP08E
The purpose of the Personnel Review Board (PRB) is to serve in an
advisory capacity to the County Manager and Board of County
---- Commissioners with respect to the implementation and administration �
of these personneZ policies and procedures/appeal capacity.
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� SLIPLOYSB HBNBFITS i SERVICES
POLICY �: 317 +
DATE: 09/14/93
I PAGS: 1 OF 2 ``
l r
; :
' $�� ADMINISTRATIVE LEAVB OF ABSENCE t
I. POLICY �
Employees shall be allowed time off which is to be negotiated by
4_! the employee and their Supervisor.
; II. PROCEDUItS
�
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��
THE ADMINISTRATIVE LEAVE OF ABSENCE IS
NEGOTIATED BETWEEN THE INDIVIDUAL AN THEIR
IMMEDIATE SUPERVISOR. ITEMS TO BE NEGOTIATED
INCLUDE:
. �`�� 1. REASON FOR THE LEAVE,
` ^' - 2. DURATION OF THE LEAVE,
3. HOW THE LEAVE IS TO BE PAID (SICK, COMP,
' ANNUAL LEAVE, OR WITHOUT PAY), , .
� 4. BENEFIT PROVISIONS, AND
- -- 5. RETURNiNG POSITION AND PAY.
THESE ITEMS, ONCE AGREED UPON, MUST BE �
WRITTEN AND FORWARDED TO THE PERSONNEL
DEPARTMENT. SIGNATURES OF THE EMPLOYEE,
� tMMED1ATE SUPERVISOR AND SECTION HEAD MUST
� APPEAR ON THE WRITTEN DOCUMENT. :; .��t;�
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SXPLOYSB SSN8FIT6 p BSRVICBB
POLICY 11�: 317 �
DATE: 09f14J93 �`
PAGE: 2 OF 2
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III. PIIRP088
To provide a leave of absence for Pitkin County employees FOR
ITEMS OTHER THAN THOSE PROVIDED FOR 1N THE
FAMILY MEDICAL LEAVE OF ABSENCE. -- - -- -
�
,-.-;: IV. SCOPE
All full-time and part-time regular employees are eligible for this
" benefit.
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