HomeMy WebLinkAboutORD-2012-041 Ordinance amending Personnel Ordinance Regarding the Employee Performance Evaluation Process AID
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Orange County Personnel Rules and Regulations Manual Issue Date: October 2,2012
Administrative Rules and Regulations
Article VII. —EMPLOYEE PERFORMANCE EYALUATIONPROGRAM
I. ORDINANCE
Sec.28-82.
Orange County provides an employee performance evaluation program for the purpose of
improving employee work performance and operating department effectiveness. The j
performance evaluation program facilitates a department's personnel decisions such as j
identification of employee development needs,promotions,disciplinary action and salary i
administration,as provided by the pay plan. The County Manager prepares a system for
evaluating the work performance of all employees.
II. AUTHORITY
The Orange County Code of Ordinances,Chapter 28 Personnel, §28-7 provides that the County
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Manager will promulgate any rules or regulations necessary to carry out the provision of this the
Personnel Ordinance.
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III. PURPOSE
A. Orange County provides an employee perfonnance evaluation program for the purpose of
improving employee work performance and operating department effectiveness through
employee:
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(1) Understanding of and identification with department purposes and goals,
(2) Commitment to doing what needs to be done in his or her position to meet
the department goals, and
(3) Knowledge of where he or she stands,that is,where performance is
acceptable,where it is not and what needs to be changed or improved.
B. The performance evaluation program facilitates a department`s personnel decisions such
as identification of employee development needs,promotions,disciplinary action and
salary administration,as provided by the pay plan.
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IV. ADMINISTRATIVE RULES AND REGULATIONS i
A. In General. The current system is known as Work Planning and Performance
Review(WPPR).WPPR includes three phases:Work Planning,Progress Reviews
and Performance Reviews. I
(1) In the work planning phase,the supervisor and employee together plan work
objectives for the coming year and the performance level at which these will
be accomplished.
(2)Through Progress Reviews during the work planning period,the supervisor
and the employee discuss progress against the work plan,how well the
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Orange County Personnel Rules and Regulations Manual Issue Date: October 2,2012
employee is performing the work and any needed changes in work
performance.
(3)With the formal performance review at the end of the annual work planning
period,the supervisor completes the performance evaluation of the employee's
work during the past year.The performance evaluation may be used in
determining salary increments; as a factor in determining order of layoffs; as a
basis for training;promotion; transfer or dismissal; and for such other i
purposes as set forth in these regulations.
B. Procedure. All permanent employees must be evaluated at the end of six months of
service, and at the end of 12 months of service upon original appointment. Thereafter,
each employee should be evaluated on the employee's anniversary date of their
original appointment.
(1) An employee is not eligible for an In Range Salary Increase until the
performance evaluation form has been completely processed by the Personnel
Department.
(2) Each employee and supervisor will meet to develop the employee's work plan for ,
the month, quarter, or year. The work plan will include work objectives and
performance standards. A performance rating will be assigned to the employee
based on work plan performance. Performance ratings will be in one of the
following areas:
a.Exceptional. Performs at levels that consistently and significantly exceed
job standards. Work goes far beyond job expectations in most functional
areas. Accomplishments are made in unexpected areas as well. Requires
the County Manager's advance approval.
b. Proficient. Performance meets and fiequently exceeds the defined job
standards. Accomplishes all major objectives and demonstrates a high
standard of knowledge and skill in completing tasks.
L Proficient with Superior Accomplishments. For an employee
whose work performance includes Superior accomplishments as
defined in the Meritorious Service Award program, the department
head may submit a written recommendation for a Superior
Meritorious Service Award outlining the specific i
accomplishments.
ii. This award requires the Manager's advance approval.
c. Needs Improvement. Performance meets some job standards but does not
fully meet all job standards. The job is being accomplished at a minimal
level.Improvement is needed to fully meet the job expectations.
d. Unsatisfactory. Performance does not meet the defined job standards in
most functional areas. Important objectives are not met even with close
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Orange County Personnel Rules and Regulations Manual Issue Date: October 2,2012
supervision and guidance. Disciplinary action based on job performance
may be initiated.
e. Extended. No rating is given for this employee. An extension of 90 days
is necessary in order to determine with accuracy the appropriate
performance level. Supervisors must have the advance approval of the
Personnel Department prior to granting this rating. This rating should be
used sparingly and only in cases when the supervisor is generally unsure
of the rating that should be assigned and an extension of 90 days would
benefit both the County and the employee. The rating should not be used
by the supervisor to avoid the responsibility of informing an employee of
unsatisfactory performance.
(3) The immediate supervisor prepares the performance evaluation of each employee
reporting to him or her and reviews it with the department head. An employee in
a supervisory position who is leaving the position is required to submit
performance evaluation information to the department head on each employee
under his or her supervision who has not been evaluated within the previous six
month period.
(4) The supervisor is required to hold an annual performance evaluation conference
with each employee. If an employee disagrees with any statement in an
evaluation,the employee should submit statements or comments of disagreement.
Both the employee and supervisor sign the performance evaluation form.
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(5) For an employee whose work performance rating is Needs Improvement or
Unsatisfactory, the WPPR Review must include a development plan with
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structured follow up. When an employee receives more than one consecutive
Needs Improvement rating or an Unsatisfactory rating, the Manager reviews the
rating and,as appropriate,makes recommendations for follow up action.
(6) Performance evaluation forms are confidential and are made available only to:
The employee evaluated or the employee's authorized representative; supervisor;
department head; Personnel Director; County Manager, County Attorney or the
Governing Boards.
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This Section of the Rules and Regulations will become effective upon signing of this document.
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Adopted this tdZ' of October 2012.
II Frank . li$ nty Manager
AMENDMENTS: j
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Orange County Personnel Ordinance Draft Effective Date. October 3,2012
L Amend Orange County Code of Ordinances, Chapter 28, Personnel,
Article VII Employee Performance Evaluation Program as follows:
Article Vll. — EMPLOYEE PERFORMANCE EVALUATION PROGRAM
Sec. 28-82.
Orange County provides an employee performance evaluation program for the purpose of
improving employee work performance and operating department effectiveness. The
performance evaluation program facilitates a department's personnel decisions such as
identification of employee development needs,promotions, disciplinary action and salary
administration, as provided by the pay plan. The County Manager prepares a system for
evaluating the work performance of all employees.
(Ord. of 06-07-1976, eff. 08-01-1976; 03-05-1990, Art. VII § 1.0, eff. 03-05-1990;
Amend. of 07-01-1999, eff. 07-01-1999)
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The Board adopted a release/refund resolution, which is incorporated by reference, related to
35 requests for motor vehicle property tax releases or refunds in accordance with NCGS.
R.. Property Tax Releases/Refunds
The Board adopted a release/refund resolution, which is incorporated by reference, related to
sixty-four(64) requests for property tax release and/or refund in accordance with North Carolina
General Statute 105-381.
d. Applications for Property Tax Exemption/Exclusion
The Board approved five (5) untimely applications for exemption/exclusion from ad valorem
taxation for the 2012 tax year.
e. Comprehensive Plan and Unified Development Ordinance Amendment
Outline/Schedule for UDO Text Amendments Suggested by MuniCode
The Board approved the process components and schedule for minor"housekeeping"
amendments to the Unified Development Ordinance (UDO) text, currently scheduled for the
November 19, 2012 Quarterly Public Hearing and directed staff to proceed accordingly.
f. Floodplain Management Planning Activities within the County
The Board received information on the completion of an annual report to the Community Rating
Service (CRS) regarding the County's Floodplain Management Program, acknowledged the
recertification package has been submitted to CRS for processing, and informed the general
public the recertification package as well as other pertinent floodplain mitigation documents are
available for review.
g_ Amendment to the Orange County Personnel Ordinance Regarding the Employee
Performance Evaluation Process
The Board approved an amendment to the Orange Code of Ordinances Chapter 28 Personnel,
Article VII, §§ 28-82 through 28-84 as provided in Attachment A, which would remove the
operational aspects of the Employee Performance Evaluation Process from the Personnel
Ordinance and to the Administrative Rules and Regulations promulgated by the County
Manager and to allow an employee's performance evaluation date to remain the anniversary of
the original date of appointment or the most recent promotion date, effective July 1, 2012.
h. Return of Funds to the County's Emergency Telephone Fund (911) for Funds
Transferred to Establish an Emergency Services Capital Reserve within the General
Fund and Approval of Budget Amendment#2-A
The Board authorized staff to make the appropriate transfer from the General Fund to the 911
Fund to resolve the matter with the NC 911 Board, and approved Budget Amendment#2-A.
i. Efland Phase 2/Buckhorn Sanitary Sewer Scope Expansion Change Order Approval
The Board authorized the Manager to execute the attached change order in the amount of
$219,257.78 related to the project scope expansion of the additional gravity sewer outfall
connection between the new Brookhollow Road Lift Station and the end-of-life McGowan Creek
Lift Station; and authorized the Manager to execute any future change orders for this project up
to an amount not to exceed $250,000 in total upon County Attorney review and not to exceed
the overall project budget.
L Board of Commissioners Meeting Calendar for Year 2013
The Board approved the regular meeting schedule for the Board of County Commissioners for
calendar year 2013.
k. Change in BOCC Regular Meeting Schedule for 2012
The Board amended its regular meeting calendar for 2012 by changing the location of the
BOCC meeting scheduled for Thursday, November 8, 2012 FROM the DSS Offices, 113 Mayo
Street, TO the Central Orange Senior Center (Adjoining Triangle Sportsplex), 103
Meadowlands Drive, Hillsborough, N. C.
• Discussion and Approval of the Items Removed from the Consent Agenda