Okaloosa County BOCC — May 4, 2013 — Proposed Human Resources Policy Manual Changes — reading text

CHAPTER I – HUMAN RESOURCES RULES Section C – Interpretation These policies are intended to cover most human resources problems and actions that will arise. Those not specifically covered shall be interpreted by the Human Resources Director with the advice of the Assistant County Administrator and the County Administrator. Such interpretations shall be in keeping with the intent of these policies. CHAPTER IV – ORGANIZATION FOR HUMAN RESOURCES ADMINISTRATION Section B – Human Resources Director The Human Resources Director shall be responsible to the Assistant County Administrator and the County Administrator for the administration and technical direction of the Okaloosa County human resources program. CHAPTER V – CLASSIFICATION PLAN Section D – Classification of New Positions 2) The Human Resources Director reviews and recommends approval or disapproval to the Assistant County Administrator and the County Administrator all proposed position creations, allocations, reallocations, and abolishment. CHAPTER VI – COMPENSATION PLAN Section O – Pay Adjustments for Executive Pay Band The County Administrator, in concurrence with the Human Resources Director, shall have authority under limited circumstances to authorize pay adjustments for directors and executives classified in the executive pay band of the salary schedule. This provision is restricted to circumstances such as a significant increase in responsibility or scope of discretion of the position, or extraordinary market conditions. Any such pay adjustment awarded under this provision requires written justification and notification to the Board of County Commissioners. Section OP– Shift Differential Pay Section PQ– Overtime/Compensatory Time/Call Back Pay and Stand-By Section QR– Pay for Work During Emergencies or Disasters Section RS– Pay for Out of Town Travel Section ST– Pay Day Section TU – Safe Harbor Policy 1 CHAPTER VII – EMPLOYMENT, VACANCIES AND PROMOTIONS/TRANSFERS Section G – Fluid Positions 7) The positions of Equipment Technician and Master Equipment Technician have been designated as fluid positions. The designation of a position as an Equipment Technician or Master Equipment Technician may be determined by the certification held by the incumbent or designated candidate for hire. When employees who are Equipment Technicians receive either ASE Master Automobile Technician Certification or ASE Master Medium/Heavy Truck Technician Certification, their titles and grades will be changed to that of Master Equipment Technician subject to the approval of their Department Director. Master Equipment Technicians who fail to maintain their ASE Master Automobile Technician Certification or ASE Master Medium/Heavy Truck Technician Certification will have their title, grade and pay changed to that of Equipment Technician. 8) The positions of Paint & Body Technician and Master Paint & Body Technician have been designated as fluid positions. The designation of a position as a Paint & Body Technician or Master Paint & Body Technician may be determined by the certification held by the incumbent or designated candidate for hire. When employees who are Paint & Body Technicians receive an ASE Master Collision Repair Technician Certification, their titles and grades will be changed to that of Master Paint & Body Technician subject to the approval of their Department Director. Master Paint & Body Technicians who fail to maintain their ASE Master Collision Repair Technician Certification will have their title, grade and pay changed to that of Paint & Body Technician. CHAPTER IX – ATTENDANCE AND LEAVE Section F – Annual Leave (Vacation) 2) Request for Leave a) A request for annual leave shall be submitted to the employee’s immediate supervisor and approved by the department director. If prior approval is not requested, an employee must call their immediate supervisor for approval, within one-half (1/2) hour after the beginning of the work shift. The vacation schedule shall be arranged in each department so that, insofar as practical, the department can function without the hiring of additional part-time help. All extended leave (more than 80 successive hours) will have the approval of the department director and notification of the Human Resources Director. b) Department Director Leave – Department directors leave requests shall be submitted to the County Administrator or Assistant County Administrator for approval, as applicable. Section I – Sick Leave Pool 4) Request to Use Pooled Sick Leave 2  e) If the request to use pooled sick leave is denied, members shall have the right to appeal the denial to the Assistant County Administrator within five (5) working days after being notified of the denial. The decision of the Assistant County Administrator shall be final. 5) Sick Leave Pool Committee c) Five (5) members [plus two (2) alternates] will be selected (names drawn at random) by the Assistant County AdministratorHuman Resources Director from the nominated employees to serve on the sick leave pool committee. The five (5)-member committee will serve for a period of two (2) years. Section K – Family and Medical Leave Act (FMLA) Leave The following information is intended to be used as a guide for FMLA leave. The Family and Medical Leave Act of 1993 as amended in 2008 is detailed and lengthy; the provisions contained therein shall apply to Okaloosa County employees. Please contact the Human Resources Department for more details. 1) FMLA leave provides up to 12 weeks of job-protected leave during any 12 month period to eligible employees for certain family and medical reasons. a) Reasons for taking leave for up to 12 weeks: i) To care for the employee’s child after birth, or placement for adoption or foster care (leave may begin on the date of birth or placement and expires at the end of a 12 month period); ii) To care for the employee’s spouse, child, or parent, who has a serious health condition; iii) For a serious health condition that makes the employee unable to perform their job; iv) For a “qualifying exigency” arising out of the fact that the employee’s spouse, child, or parent is onin or called to service in a foreign countrycovered active duty status as a member of the armed forces, National Guard and/or Reserves. b) For purposes of the 12 week entitlement, the 12 month period shall be defined as a “rolling” 12 month period measured backward from the first date an employee uses FMLA leave. 2) FMLA leave provides up to 26 weeks of job-protected leave during any 12 month period for an eligible employee to care for a covered service member or covered veteran with a serious injury or illness that occurred while serving on active duty or a preexisting injury or illness that was aggravated in the course of military service and is within five years preceding the date of treatment. To be eligible for this leave the employee must be a spouse, child, parent or next of kin of the covered service member or covered veteran. a) For purposes of the 26 week entitlement, the 12 month period shall be defined as ending 12 months after taking the first day of leave. 3 3) Employees are required to use their available annual, compensatory or sick leave during the family leave in accordance with normal leave policies as outlined in this Policy Manual. 4) Employees are eligible if they have worked for Okaloosa County for at least 12 months, and for 1250 hours over the previous 12 months. 5) Employees should provide 30 days advance notice when the leave is foreseeable. 6) A medical certification is required to support a request for FMLA leave, and a fitness for duty report must be submitted prior to returning to work. 7) The employee’s group health insurance will be continued for the duration of FMLA leave; employees must continue to pay their share of health insurance premiums while on leave. 8) Upon return from FMLA leave, most employees must be restored to their original or equivalent position with equivalent pay, benefits, and other employment terms. 9) The use of FMLA leave will not result in the loss of any employment benefit that accrued prior to the start of an employee’s leave. Section Q – Compassionate Leave Pool 4) Request to Use Pooled Compassionate Leave f) If the request to use pooled compassionate leave is denied, members shall have the right to appeal to the Assistant County Administrator within five (5) working days after being notified of the denial. The decision of the Assistant County Administrator shall be final. 5) Compassionate Leave Pool Committee c) Five (5) members [plus two (2) alternates] will be selected (names drawn at random) by the Assistant County AdministratorHuman Resources Director from the nominated employees to serve on the compassionate leave pool committee. The five (5)-member committee will serve for a period of two (2) years. CHAPTER X – BENEFITS Section E – Retirement 1) Complete and up-to-date information on retirement is available; contact the Human Resources Department for facts. 2) Effective October 1, 1975, the Florida State Retirement System became non-contributory for the employee and the County pays the entire contribution. 3) An employee who retires under the county retirement plan and is fully vested will be paid for unused sick leave based on the following schedule: 50% of the first 480 hours 4  25% of the second 480 hours 20% of all hours over 960 CHAPTER XVI – RECORDS AND REPORTS The Human Resources Department is hereby designated as the official repository of all employee records. Department directors will forward immediately all employee records (active and inactive) in their possession to the Human Resources Director. Employee actions, letters of appreciation and admonishment, requests for leave, matters affecting pay and any other matters of permanent or semi-permanent nature will be forwarded for inclusion in the respective human resources file. Department directors will report county vehicle accidents, theft, and losses of materials and tools on a Property Damage/Loss Investigation Report Form to the Risk Management DirectorManager within three (3) working days. Vehicle accidents will also be reported on a Property Damage/Loss Investigation Report Form to the County Administrator within three (3) working days. CHAPTER XX – DISCIPLINARY ACTIONS Section D – Disciplinary Action Procedures 1) Contact the Human Resources Director prior to administering discipline. All disciplinary actions must be signed by the Human Resources Director or designee prior to administering. 2) All disciplinary actions must be documented on the Okaloosa County Disciplinary Action Form. These forms are available in the Human Resources Department. 3) Authority – Most disciplinary actions are initiated by the immediate supervisor. In general, the final authority to approve a disciplinary action is related to the type of action taken: TYPE OF ACTION AUTHORITY TO APPROVE Written Reprimand Supervisor Suspension Department Director