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HomeMy WebLinkAboutNSN ORD-1996-005 Personnel Ordinance Revision - Shared Leave ORANGECOUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 6, 1996 Action Agenda #_VSQ�F SUBJECT: Personnel Ordinance Revision-Shared Leave Rein DEPARTMENT: Personnel PUBLIC HEARING:_Yes .$No ATTACHMENT(S): INFORMATION CONTACT: Draft New Personnel Ordinance Elaine Holmes,Extension 2550 Article IV, Section 22, Shared Leave TELEPHONE NUMBERS: Hillsborough- 732-8181 Durham-688-7331 Mebane- 227-2031 Chapel Hill -967-9251/968-4501 PURPOSE: To consider adding a new section to the Orange County.Personnel Ordinance providing for a Shared Leave policy for permanent County employees. BACKGROUND: The Personnel Department has regularly received requests from County employees who wish to donate hours of leave to another County employee who has exhausted all earned leave due to a serious health condition. Department Heads and members of the Employee Relations Consortium also have requested that the County consider implementing a Shared Leave policy. - . The purpose of a Shared Leave policy is to allow an employee with a serious medical condition to receive Vacation Leave hours from a co- worker who chooses to transfer a specified number of his or her leave hours to the employee in need. Several area local governments as well as the State of North Carolina currently have a Shaved Leave policy. The proposed policy is the result of extensive discussion by the Employee Relations Consortium and review with department heads. Highlights of the proposed policy include the following: ► An employee who has exhausted all earned Sick and Vacation Leave and is unable to work due to an accident,chronic illness or major medical condition may request participation in the Shared Leave Program. ► Request for participation in the program is based upon documentation of the need for leave by a physician and is reviewed by the Personnel Director for eligibility. ► An eligible employees receiving shared leave hours may receive a total of 80 hours during each calendar year. ► An employee donating leave may elect to donate a minimum of four hours of Vacation Leave(Sick Leave may not be donated)up to the amount which would not drop his or her leave balance below 80 hours of leave. ► An employee's donation of Vacation Leave to a participant in the Shared Leave Program is voluntary. As a result of the Employee Relations Consortium discussions about the recommended structure of this policy,the Consortium suggested that the policy be started on a relatively limited scale with participants eligible to receive a maximum of two weeks(80 hours)of leave and then the program be evaluated after a period of time to assess the participation level and the needs.This is the approach reflected in the proposed Ordinance section. RECOMMENDATION: The Manager recommends the Board adopt the proposed new Personnel Ordinance section providing for Shared Leave effective April 1, 1996. f:\p^rs\absu=t\SHRDLV.WPD Attachment Draft New Personnel Ordinance Article IV, Section 22, Shared Leave 22.0 SHARED LEAVE (Effective April 1, 1996) 22.1 Gene ml 22.1.1 Shared Leave provides an employee the opportunity to donate a specified number of Vacation Leave hours to help another employee who has exhausted all Sick and Vacation Leave and is in need of leave to cover periods of missed work time due to a serious medical condition. 22.1.2 An employee donating leave may elect to donate a minimum of four hours of Vacation Leave up to the amount that would not drop his or her Vacation Leave balance below 80 hours of leave. 22.2 EliYibiliV 22.2.1 Any permanent employee with one year of Orange County service as a permanent employee is eligible to donate or request leave. 22.2.2 An employee who is unable to work due to an accident,chronic illness or major medical condition is eligible to request participation in the Shared Leave program upon documentation of the need for leave by a physician. The following situations are not eligible for Shared Leave: • Elective surgery • An employee receiving Workers'Compensation benefits. 22.23 An employee requesting leave through the Shared Leave program must first exhaust all earned,unused Sick and Vacation Leave. 22.2.4 An employee may receive a maximum of 80 hours of donated leave each calendar year through the Shared Leave program. Shared Leave may not be used to extend an employee's time in leave status beyond one year from the last date worked. 22.3 Process 223.1 An employee who wishes to request leave through the Shared Leave program provides to the Personnel Department a letter requesting participation in the Shared Leave program and a physician's statement documenting the need for leave. Requests for Shared Leave are reviewed by the Personnel Director for eligibility. 22.3.2 Once a Shared Leave request is approved,the Personnel Department communicates to all County employees a description of the employee's request for Shared Leave,releasing only the information authorized in writing by the employee. The Personnel Director may elect to release the description first to employees in the requesting employee's department before communicating the request to all County employees. 22.3.3 Any employee's donation of Vacation Leave to a participant in the Shared Leave program is voluntary. Direct solicitation of employees for Shared Leave donations is not permitted. 22.34 An employee who wishes to donate Vacation Leave to an employee requesting Shared Leave completes a "Shared Leave Donation" form and submits this to the Personnel Department within the time period specified for request. (Sick Leave may not be donated.) 22.3.5 Donations of leave must be a minimum of four hours. 22.3.6 Donated Vacation Leave hours up to a total of 80 hours are transferred as Vacation Leave from the employees donating the Vacation Leave to the employee receiving the Shared Leave. Once leave is donated and transferred to the employee receiving the leave,it may not be returned to the donating employee. 22.3.7 During the period an employee is using Shared Leave,the employee continues to be in a leave earning capacity, be entitled to holidays,receive any salary increase for which otherwise eligible, and be eligible to receive benefits offered under the County's group insurance policies. F:\PERS\ELEANOR\SHARELV.WPD February 22, 1996 574 A motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve the resolution as stated below which authorizes the submission of the CDBG Application on or about March 11, 1996 and authorizes the Chair to sign the document on behalf of the Board upon approval by the County Attorney. RESOLUTION AUTHORIZING AN APPLICATION FOR COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Orange County, that an application for Housing Development grant funds from the N.C. Department of Commerce is hereby authorized. Specifically, funds will be requested for the installation of public infrastructure for a small subdivision being developed by Habitat for Humanity of Orange County, Inc. in the Efland community. The amount to be requested will not exceed $250,000. The application will be submitted on or about March 11, 1996. FURTHER, the Board of Commissioners of Orange County authorizes the Chair of the Board of County Commissioners to sign the application document upon approval by the County Attorney. VOTE: UNANIMOUS VIII. ITEMS FOR DECISION -CONSENT AGENDA A motion was made by Commissioner Crowther, seconded by Commissioner Halkiotis to approve those items on the Consent Agenda as stated below: A. APPOINTMENTS The following appointments were approved: Human Relations Commission - Sue Russell for a term ending December, 1998 Human Relations Commission - Gloria Faley for an unexpired term ending December, 1996. Human Services Advisory Commission - Phil Cooke, Karen Taylor, Tony Dalton and Bev Foster for terms ending March 30, 1999. B. COMMUNITY-BASED PUBLIC HEALTH INITIATIVE -YEAR FOUR GRANT The Board approved and authorized the Chair to sign a contract between the University of North Carolina - Chapel Hill and the Orange County Health Department to fund year four of the Community-Based Public Health Initiative. The aim of the program is to improve the health of African American members in the Efland-Cheeks and Cedar Grove communities and to strengthen the capacity of community-based groups to assess and address their own unique health related problems. C. PHASE 2 CHARLES' WOODS SUBDIVISION -PRELIMINARY PLAN The Board approved the Preliminary Plan for Phase 2 Charles'Woods Subdivision in accordance with the resolution as presented in the agenda. The property is located on the east side of Dumont Drive in Eno Township. The approved concept plan involved 52 lots with a total area of 81.2 acres proposed to be subdivided. This phase includes 17.30 acres. Twelve (12) lots are proposed which average 1.26 acres in size. All lots would have individual wells and septic tanks. D. FAIR HOUSING PLAN The Board approved and authorized the Chair to sign the Fair Housing Plan which is required of all participants in the N.C. Small Cities Community Development Block Grant Program. E. PERSONNEL ORDINANCE REVISION -THE WORK WEEK The Board approved the revision to the Personnel Ordinance Article III, Section 1.0, The Work Week, covering work schedules as presented in the agenda, effective April 1, 1996. F. PERSONNEL ORDINANCE REVISION -SHARED LEAVE The Board approved the new Personnel Ordinance Article IV, Section 22, Shared Leave effective April 1, 1996 as presented in the agenda. VOTE ON THE CONSENT AGENDA: UNANIMOUS IX. ITEMS FOR DECISION - REGULAR AGENDA A. BID AWARD_LIBRARY AUTOMATION OF HYCONEECHEE REGIONAL LIBRARY SYSTEM A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to award the bid to Gaylord Information Systems for Orange County's share at a cost of$75,438.01. The bids received are listed below: Ameritech $279,690.90 SIRSI $261,599.00 Gaylord $212,761.00 VOTE: UNANIMOUS B. MATERNITY CARE COORDINATION GRANT A motion was made by Commissioner Halkiotis, seconded by Commissioner Willhoit to accept the grant of$12,500 and authorize the Chair to sign the contract amendment with DEHNR, to authorize the Health Department to enter into an agreement with the UNC Department of Family Medicine to provide MCC services to their prenatal clients for a trial period of one year; the continuation of which is contingent upon a review of the first year's experience. In concurrence with the request of Family Medicine in their letter of January 29, 1996, approve a permanent, time-limited position for a period of 12 months commencing with the date of hire which is projected to be on or about May 1, 1996, to be reviewed as to outcome effectiveness and financial feasibility before it is renewed. VOTE: UNANIMOUS C. REALIGNMENT OF POSITION IN THE HEALTH DEPARTMENT AND INCREASE IN HOURS FOR AN EXISTING POSITION (8:40 -8:45) A motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve the increase in hours for a vacant Community Health Assistant position from one half time to full time subject to the approval of the Board of Health. VOTE: UNANIMOUS D. BOARD OF EQUALIZATION AND REVIEW SCHEDULE A motion was made by Commissioner Willhoit, seconded by Commissioner Gordon to adopt the resolution as stated below which authorizes appointment of a special Board Of Equalization And Review for the purpose of hearing 1996 valuation appeals, and establish compensation for members of the E & R Board at$100 per meeting for the E & R Board chair and $75 per meeting for other E & R board members, except for County Commissioners who may serve. ORANGE COUNTY BOARD OF COMMISSIONERS A RESOLUTION PROVIDING FOR THE APPOINTMENT OF A SPECIAL BOARD OF EQUALIZATION AND REVIEW WHEREAS, pursuant to North Carolina General Statute 105-322, the Board of Equalization and Review of Orange County is presently composed of the members of the Board of County Commissioners of Orange County; and WHEREAS, the Board of Commissioners of Orange County is authorized to appoint a special Board of Equalization and Review to carry out the duties imposed by North Carolina General Statute 105-322; and WHEREAS, the Board of Commissioners of Orange County deem it advisable to appoint a special Board of Equalization and Review and by this resolution provide for the membership, qualifications,terms of office and the manner of filling of vacancies on the special Board of Equalization and Review; NOW, THEREFORE, BE IT RESOLVED THAT: 1. The special Board of Equalization and Review of Orange County is hereby created.