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HomeMy WebLinkAboutbocc.res.198.2002 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO TO MAKE REVISIONS TO THE PITKIN COUNTY PERSONNEL POLICIES AND PROCEDURES MANUAL Resolution No. /"/ 0" RECITALS Pitkin County has adopted a Personnel Policy and Procedure Manual effective,February 26, 1992. We recommend the following additions and revisions to the same as attached: Policy#030—Amendments to Policies Policy#035—Employee Advocate Group Policy#215—Overtime and Compensatory Time Policy#309—Annual Leave Policy#319—Family Medical Leave of Absence Policy#375—Bus Pass Policy Policy#401 —Office Hours/Attendance/Holidays NOW THEREFORE BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado will amend the Pitkin County Personnel Policies and Procedure Manual as reflected above. These policies supercede any prior policies. INTRODUCED,FIRST READ,AND SET FOR PUBLIC HEARINGS AT THE REGULAR MEETING ON THE 9t'DAY OF OCTOBER 2002. NOTICE OF PUBLIC HEARING PUBLISHED IN THE ASPEN TIMES ON THE 23rd DAY OF OCTOBER 2002. APPROVED AND ADOPTED AFTER SECOND READING AND PUBLIC HEARING ON THE 23rd DAY OF OCTOBER 2002. PUBLISHED AFTER ADOPTION IN THE ASPEN TIMES ON THE 2nd DAY OF NOVEMBER 2002. A EST: BOARD OF COUNTY COMISSIONERS OF PI COJ_�COLORADO By: t� J nette Jones Patti Kayper Chairman Date: /0- Z dJ-OZ APPROVED AS TO FORM: MANAGE APPROVAL: John El Hila letcher-Smith Cou Manager APPROVED AT TO CONTENT: Amy vick,fMffan Resources/Risk Management Director INTRODUCTION POLICY#: 030 DATE: 10/9/2002 PAGE: 1 OF 1 030 AMENDMENTS TO POLICIES I. POLICY Amendments to these personnel policies may be proposed by the Board of County Commissioners (through the County Manager or their designee), the Employee Advocate Group (EAG) or Human Resources Department, as required. Amendments to these personnel policies may be proposed by the Board of County Commissioners (through the County Manager or their designee), the Employee Advocate Group (EAG) or Department, as required. All amendments shall become effective upon adoption by the Board of County Commissioners or on such date as the Board of County Commissioners shall designate. II. PROCEDURE The County Manager, the Employee Advocate Group or the Human Resources Department of Pitkin County may suggest any changes to the Personnel Policies and Procedures Manual. Employees may suggest any changes to the Personnel Policies and Procedures Manual directly to their supervisor or, to their designated Employee Advocate Group member. Proposed changes are presented to the Board of County Commissioners for approval after notice to all employees has been made for comment. III. PURPOSE To inform individuals on the method in which amendments to the Personnel Policies and Procedures Manual are made. INTRODUCTION POLICY#: 035 DATE: 10/09 2002 PAGE: 1 OF 2 035 EMPLOYEE ADVOCATE GROUP I. POLICY The Pitldn County Employee Advocate Group (EAG) listens, assist with and explores employee concerns and provides open communication between management and employees. II. PROCEDURE Meetings of the Employee Advocate Group 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 Employee Advocate Group. A. Employee Advocate Group Membership - The Employee Advocate Group shall consist of the following members: One Section Head/Department Head Representative by election of all Department Heads; Two representatives per county facility/building by election of the employees within that facility. An additional EAG Representative will be elected, when an EAG Representative serves more than 20 individuals within their specific location. A listing of current EAG Representatives can be obtained from the EAG Chairperson. Members of the Board will serve two-year terms coinciding with the calendar year. The representatives from each facility in the current organizational structure will serve staggered years. The Human Resources Director serves as an "ex-officio" member to the Board with no voting ability in the capacity of an advisor and provider of information and alternatives. The Human Resources Director does not necessarily act as a proponent for proposals submitted to the Board. All members have voting power. INTRODUCTION POLICY#: 035 DATE: 10/9 2002 PAGE: 2 OF 2 Employee Advocate Group Vacancies - If a vacancy occurs on the Board, it is the responsibility of the EAG to identify the employees of the appropriate facility, and to solicit interested volunteers from 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 of the membership. III. PURPOSE The purpose of the Employee Advocate Group (EAG) 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 personnel policies and procedures/appeal capacity. EMPLOYEE BENEFITS & SERVICES POLICY#: 309 DATE: 10/9/02 PAGE: 1 OF 3 309 ANNUAL LEAVE I. POLICY It is the policy of the Board of County Commissioners to encourage the use of annual leave. (1) Accrual Rate: Introductory and Regular employees accrue and are eligible to use annual leave in the following manner: Continuous Service Time: Accrual Rate Up to 5 Years 176.8 hours per year (6.8 hours per 80 hour pay period) (8.5%of total hours paid up to 80) 5 or More Years 223.6 hours per year (8.6 hours per 80 hour pay period) (10.75%of total hours paid up to 80) Every employee eligible for annual leave, and employed for a period of one (1) year,will receive an additional annual leave day in the pay period during which his/her anniversary date falls each year. (2)Maximum Accrual: Service Time Accrual Rate Up to 5 Years 280 Hours 5 or More Years 320 Hours Employees are not eligible to earn any additional annual leave once they have reached their annual leave limit,until they use all or a portion of their earned annual leave. (3) Holidays: Holidays are not specifically compensated but are considered in establishing the annual leave accrual rate on the basis of 10 paid holidays per year. Holidays not worked should be reported on time sheets as annual leave time. (4) Annual Leave Pay Out -Annual leave pay out allows an employee the option of cashing out some accrued annual leave time to provide for extra cash. The employee must complete the annual leave dollar request form. The Supervisor must sign off and approve the annual leave request. The HR/Payroll departments will process the request. a) A balance of 40 hours must remain in the employees annual leave account. b) The employee must complete the annual leave pay out request form and returning it to the Human Resources Department. c) The maximum annual leave pay out is 80 hours per year. d) The minimum annual leave pay out is 40 hours. The hours of annual leave time utilized as annual leave dollars are deducted from the annual leave account just as though the employee had used them as annual leave time. II. PROCEDURE Approval and timing of leave time shall be determined by the immediate Supervisor taking into consideration seasonal demands and the employee's wishes. Annual leave used shall be reported on the employee's time sheet and approved by the immediate Supervisor. III. PURPOSE To provide employees with a framework regarding annual leave. IV. SCOPE The annual leave policy relates to introductory and regular employees of Pitkin County. EMPLOYEE BENEFITS & SERVICES POLICY#: 375 DATE: 10/9/02 PAGE: 1 OF 1 375 BUS PASS POLICY I. POLICY All employees shall be eligible to receive RFTA bus passes and/or seasonal passes to be used for business travel and commuting to and from their work location when the travel is outside the free bus area. Seasonal employees shall be eligible to receive RFTA punch passes. There will be a fee for each punch pass issued. The cost of the Seasonal Zone Pass is a percentage of the purchase price. Passes are exclusively for use by employees of Pitkin County. Failure to comply with the bus pass policy may result in loss of the benefit and/or disciplinary action, up to and including termination. II. PROCEDURE Bus passes and seasonal passes can be obtained through the Human Resources Department. III. PURPOSE To encourage use of the bus system as a mean of transportation. IV. SCOPE This policy applies to all Pitkin County employees. THIS PAGE LEFT BLANK INTENTIONALLY U GENERAL WORK PRACTICES POLICY#: 401 DATE: 10/9/02/ PAGE: 1 OF 2 401 HOLIDAYS/OFFICE HOURS/ATTENDANCE I. POLICY Standard Office hours for Pitkin County offices shall be 8:00 A.M. to 5:00 P.M., Monday through Friday, designated holidays excluded. It shall be up to the supervisor to schedule actual work hours of the employees under their direction, and the length and timing of lunch and rest periods to insure required hours in a pay period are satisfied and offices are staffed for hours of operation. Employees shall be at their place of work in accordance with the department policies regarding hours of work, holidays, leaves, and departmental work schedules. At the Board of County Commissioners discretion, offices may reduce public hours to accommodate labor shortages,budget constraints or staff work load. Pitkin County accrues annual leave to include those holidays where offices are closed. Holidays,where Pitkin County offices are closed, are considered annual leave time. H. PROCEDURE Employees who are unable to report to their place of work are required to notify their immediate supervisor no later than one-half hour after the start of the scheduled work shift, or as designated by specific department directive. (a) On the following holidays, Pitkin County Offices will be closed to the public: New Year's Day-January 1 st Martin Luther King Day-January;third Monday President's Day-February; third Monday Memorial Day-May; last Monday Independence Day-July 4th Labor Day- September; first Monday Columbus Day- October; second Monday Thanksgiving Day-November; fourth Thursday Christmas -December 25th Christmas Eve Day-December 24th see schedule. GENERAL WORK PRACTICES POLICY#: 401 DATE: 10/9/02 PAGE: 2 OF 2 If Christmas Day is on: County is closed: Sunday Monday Monday Monday Tuesday Monday and Tuesday Wednesday Noon on Tuesday and all day Wednesday Thursday Noon on Wednesday and all day Thursday Friday Noon on Thursday and all day Friday Saturday Noon on Friday (b) On the following holidays,Pitkin County offices will be open to the public: Colorado Day-August; first Monday Veteran's Day-November; second Monday On those holidays where offices are closed, the holiday must be noted on an employee's time sheet as annual leave, and approved. If an employee is scheduled to work on a holiday, where offices are closed (i.e., Sheriff's Department staff), it will be necessary to note those hours as regular hours worked. Pitkin County does not allow for additional overtime compensation for working holidays. III. PURPOSE To provide guidelines to highlight office hours and attendance.