Loading...
HomeMy WebLinkAboutAgenda - 11-18-2014 - 6bORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 18, 2014 Action Agenda Item No. 6 -b SUBJECT: Proposed Amendment to the Orange County Code of Ordinances to Delete Section 28 -32 (b) (2) from Article IV Regarding Hazardous Weather Plan — Administrative Leave DEPARTMENT: Human Resources PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Current Hazardous Weather Plan — Administrative Leave (Issued August 17, 2012) Resolution Amending Chapter 28, Personnel, Article IV of the Orange County Code of Ordinances Article IV of Orange County Code of Ordinances - Sec. 28 -32. - Administrative Leave Recommended Hazardous Weather Plan Employee Handbook, page 28 1 INFORMATION CONTACT: Brenda Bartholomew, Human Resources Director, (919) 245 -2552 PURPOSE: To approve a resolution regarding an amendment for the deletion of Section 28 -32 (b) (2) from Article IV of the Orange County Code of Ordinances regarding Hazardous Weather Plan — Administrative Leave policy, specifically omitting the make -up leave language. BACKGROUND: The Orange County Code of Ordinances, specifically Section 28 -7, provides that the County Manager will be responsible to the Board for the creation of administrative rules and regulations that are consistent with and necessary to carry out the provisions of this Personnel Ordinance as well as the administration and technical direction of the personnel program. Changes to the administrative rules and regulations involving substantive matters shall be reviewed by the Board at its next meeting following the change or as soon as practical thereafter. The Orange County Code of Ordinances Chapter 28, Personnel Ordinance, Article IV, Employee Benefits, Section 28 -32 Administrative Leave provides that the County Manager may modify County operations in accordance with the Hazardous Weather Plan, including closings and delayed openings. Section 28 -32 (b) (2) states that Vacation Leave, Personal Leave Days and /or Petty Leave are charged or time may be made up at a later date as provided in the Hazardous Weather Plan when employees elect not to report for work, report late or leave early. Under the current Hazardous Weather Plan — Administrative Leave, issued August 17, 2012, Appendix 3 states that it is the responsibility of the Human Resources Director to conduct an annual review with all associated departments and ensure the content is current and valid. In meeting with James Groves, Director of Emergency Services, it was suggested that the Administrative Leave component of the Hazardous Weather Plan be separate and apart from the duties and responsibilities of the County Manager, Emergency Services, Public Relations and Department Directors when executing orders under severe weather conditions. Further, the Hazardous Weather Plan — Administrative Leave has allowed non - exempt employees to make up additional time away from work resulting from hazardous weather events instead of using accrued time or leave without pay. The County Employee Handbook, page 28, states that with the supervisor's approval employees may make up the missed work time by June 30. For a non - exempt employee under the Fair Labor Standards Act (FLSA), such make up time must not cause the employee to work more than 40 hours in a work week. There are very few opportunities for such leave to be made up without the employee working more than forty hours during a work week, and any additional hours worked would constitute overtime under Federal regulations. In addition, tracking and managing make -up leave for non - exempt employees is extremely cumbersome and difficult. FINANCIAL IMPACT: There will be no financial impact, since this is primarily a language change in the Rules and Regulations. RECOMMENDATION(S): The Manager recommends that the Board approve the resolution regarding the amendment deleting Section 28 -32 (b) (2) from Article IV of the Orange County Code of Ordinances to reflect the change of not allowing employees to use make -up leave when they elect not to report for work, report late or leave early when Administrative Leave has not been declared by the Manager. K Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 Hazardous Weather Plan — Administrative Leave I. AUTHORITY The Orange County Code of Ordinances Chapter 28, Personnel Ordinance, Article N, Employee Benefits, Section 28 -32 Administrative Leave provides that the County Manager may modify County operations in accordance with the Hazardous Weather Plan, including closings and delayed openings. II. PURPOSE County offices are open and operate normally throughout the year with the exception of approved holidays. The Hazardous Weather Plan establishes the: A. Procedures by which variations in staffing and in County office openings and /or closings including nights and weekends may occur as a result of hazardous weather. B. Responsibilities of the County Manager, Department Heads and employees during periods of hazardous weather. C. Handling of work and leave time during periods of hazardous weather. III. ADMINISTRATIVE RULES AND REGULATIONS A. Alert and Warning. Emergency Services is responsible for monitoring weather conditions daily. Emergency Services receives weather statements from the National Weather Service, the N.C. Highway Patrol and the N.C. Division of Emergency Management. These statements give system potentials and forecast impacts. Also, Emergency Services receives reports from enforcement agencies. Emergency Services relays reports of hazardous weather conditions through Hazards Weather Briefings to the County Manager's Office and Department Heads in accordance with the notification procedures of this plan and Annex 2 (Notification and Alerting) of the EOF. B. Plan Activation. The Emergency Services Director informs the County Manager of weather conditions in accordance with this plan's notification procedures. The County Manager or the Manager's official designee has the authority to close County government offices completely or delay opening when warranted by hazardous weather conditions. When hazardous weather conditions require the closing or delayed opening of County offices, the County Manager initiates the notification procedures of this plan. In activating the plan, the County Manager may close County offices completely or Page 1 M Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 provide for delayed opening or early closing. In any closing the County Manager sets the beginning and ending time for the period County offices are closed. 1. When the County Manager Closes County Offices or Provides for Delayed Opening or Early Closing a. Staffing: Staff designated by the Department Head as "critical" are required to report to work unless absence is approved by the department head. The Staff who are designated as "noncritical" are not required to report to work. b. Time Off Handling: For periods during which the Manager officially closes County offices, the Manager grants Administrative Leave as provided in Appendix 1. Such leave covers only the period of official closing and only the County Manager may grant Administrative Leave. For employees required to work, compensation is handled as provided in Appendix 1. 2. For Any Period Other Than the Manager's Official Closing. County offices remain open. The Department Head will staff the office including branch offices, with necessary personnel to assure telephone coverage and continuation of essential services. If the employee is absent from work because of hazardous weather conditions, he or she, with the supervisor's approval may: a. Charge such absence to earned Annual Leave or Compensatory Time Off or, if no leave is available, take leave without pay. b. Make up any work time missed by June 30 of the fiscal year, as provided in Appendix 2. c. No Administrative Leave is authorized for absence during any period except when County offices have been officially closed by the County Manager. 3. Employee Notification. In the event of inclement or hazardous weather, Orange County Employees should call 919- 732 -8181 or 919- 688 -7331 to hear the formal announcement concerning the opening of County government offices. The Manager and the ES Director will discuss the accessibility of roads around 5:30 a.m. Based on that discussion, the Manager will determine whether or not to delay the opening of County government offices. The Manager will notify the Director of Asset Management Services (AMS) of the decision and the AMS Director will record a message on the County's main switchboard announcing any closings or delays. That information should be available by 6:00 a.m. Emergency Services will also provide information on the OCNCEmergency Twitter feed. 4. Department Heads' Responsibilities. The department head is responsible for the staffing level of the department. When weather conditions warrant caution, the department head may approve the use of earned Annual Leave, Compensatory Time Off and /or, if no leave is available, leave without pay or permit the Page 2 Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 employee to make up missed work time by June 30 of the fiscal year. (Only the County Manager may grant Administrative Leave.) The department head designates any employee holding a critical position and notifies the employee of this status and attendance expectation during hazardous weather. Examples of such critical positions might include an employee providing services such as switchboard operation, vehicle maintenance or any emergency assistance. 5. Employees' Responsibilities. In the event of inclement or hazardous weather it is the responsibility of the employee to call the Orange County main switchboard at 919- 732 -8181 or 919- 688 -7331 to hear the formal announcement concerning the closing or delayed opening of County government offices. The employee should contact his or her supervisor if weather conditions seem severe and an announcement has not been received in accordance with this plan or if the employee elects to request the use of Annual Leave, Compensatory Time Off, leave without pay, or to make up the time off. 6. Leave and Work Time Handling. During periods of hazardous weather, the following shall apply, as provided in the Orange County Personnel Ordinance: a. The County Manager may grant Administrative Leave for officially delayed openings and /or early closings. See Appendix 1. b. When an employee elects not to report for work, report late or leave early for any time other than the period covered by officially delayed openings and /or early closings, the missed work time, with the supervisor's approval, is handled as follows: (1) Earned Annual Leave or Compensatory Time Off is charged. If no leave is available, leave without pay may be charged; or (2) The employee may make up the missed work time by June 30 of the fiscal year, as provided in Appendix 2. c. If a nonexempt permanent employee is required to work when the County Manager officially closes County offices due to hazardous weather, the employee receives pay at his or her hourly rate for hours worked during the official closing in addition to regular pay. 7. Exemptions. The Orange County Sheriffs Department and Emergency Services are exempt from this plan, and operate under their respective departmental plans. Page 3 Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 Appendix 1 Administrative Leave Handling • Administrative Leave • Administrative Leave with pay is granted to an eligible employee for officially delayed opening and /or early closing of County offices due to hazardous weather conditions. • The County Manager makes any decision as to delayed openings and /or early closing of County offices. Employees Eligible • A Permanent employee regularly scheduled to work during the period Administrative Leave is granted is eligible. Employees Not Eligible • A Permanent employee not scheduled to work during the period for which Administrative Leave is granted or a Temporary employee is not eligible. This includes a Permanent employee already scheduled for leave (Annual, Sick or other leave) during the period covered by Administrative Leave. • Covered Period • Administrative Leave covers the period during which the County Manager has officially closed County offices for hazardous weather and the employee is regularly scheduled to work. • Example: The County Manager delays the opening of County offices from 8:00 a.m. until 9:00 a.m. Bob Smith is regularly scheduled to start work at 8:00 a.m. He receives an hour of Administrative Leave with pay. Bernice Jones is regularly scheduled to start work at 9:00 a.m. She does not receive Administrative Leave. Employees Required to Work During the Period Covered by Administrative Leave • The department head may designate certain positions as "critical" and require an employee in such a position to work during periods when the County Manager has officially closed County offices. • A non - exempt Permanent employee required to work during the period covered by Administrative Leave receives pay at his or her hourly rate in addition to regular pay for the hours worked during the official closing. • Example: The County Manager delays the opening of County offices until 11:00 a.m. Bob Smith, Maintenance Mechanic, holds a position designated as critical and is required to report to work at 8:00 a.m. He receives three hours pay at his hourly rate in addition to his regular pay for the three hours worked from 8:00 a.m. until 11:00 a.m. • Completing the Employee Leave and Work Time Record • Administrative Leave is recorded using the Admin Leave pay type in the Kronos timekeeping system. Administrative Leave is not considered hours worked and is not recorded as hours worked on the electronic time record. Page 4 7 Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 Appendix 2 Make -Up For Absence During Hazardous Weather 1. Make -Up Period • The make -up period for work time missed during a period of hazardous weather is through June 30 of the fiscal year. 2. When Make -Up May Occur • In making up missed work time, a nonexempt employee under the Federal Fair Labor Standards Act may make up the absence only in a work week in which the employee's actual work time is less than 40 hours and the make -up time does not cause the employee to exceed 40 hours worked in that work week. • This means the make -up work must occur during a holiday week or a week in which the employee takes Sick, Vacation or Petty Leave. This is necessary to assure the make -up time does not place the employee in a situation where he or she works over 40 hours in the workweek and becomes eligible for overtime. 3. Supervisor's Approval • Any make -up requires the supervisor's advance approval. 4. Make -Up on the Employee Time Record • If an employee elects to make up time for an absence during hazardous weather rather than using Annual Leave, Compensatory Time Off or leave without pay during that work week, the hours are coded as "WA" for weather absence in the Kronos timekeeping system. When the employee makes up the time, the hours are coded as "WM" for weather make -up. 5. Department Responsibility • The department is responsible for assuring that the make -up of the weather related absence occurs by June 30 of the fiscal year. If the employee is not able to make up the absence by that date, the employee must charge the absence to Annual Leave, Compensatory Time Off or leave without pay. Page 5 Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 Responsibility Check List Emergency Services Director 1. Monitor weather. Appendix 3 2. Activate Annex 2 (Notification and Alerting) to notify County Manager and Department Heads. 3. Activate Annex 7 (Public Information) to notify media if the County Manager elects to delay openings or close County offices. 4. Activate Emergency Operations Framework, as necessary. County Manager: 1. Consult with Emergency Services Director. 2. Delay or vary office hours or close office hours as necessitated by hazardous weather. 3. Notify Asset Management Services of any closing or delayed openings. Asset Management Services Director Record message on the County's main switchboard announcing any closing of delayed openings directed by the Manager Human Resources Director 1. Maintain this plan by keeping the official editable electronic copy. 2. Conduct an annual review with all associated departments and ensure the content is current and valid. Department Heads: 1. Designate employees as "critical" or "noncritical," notify employees of this status, and review with employees the attendance expectations for those in critical and noncritical positions. 2. Determine staffing level during any period of hazardous weather. 3. Insure essential services (telephone and citizen assistance or emergency operations) are provided unless County offices are officially closed. 4. Call the County's main switchboard in the event of inclement or hazardous weather. DEPARTMENT HEADS may call the ES administrative telephone line if the main switchboard lines become overwhelmed (the ES number will be issued to all Department Heads). The recording on the ES line will reflect all pertinent information regarding delayed opening. 5. Notify employees according to departmental procedures. 6. Document leave granted. Page 6 Orange County Personnel Rules and Regulations Manual Issue Date: August 17, 2012 Appendix 4 Hazardous Weather Notification Procedure Time Action 0515 ES Director checks weather and prepares inclement /hazardous weather briefing. 0530 ES Director notifies and briefs the Manager on weather 0545 The Manager contacts the AMS Director and informs the Director of the closing or delayed opening decision 0600 The AMS Director posts the closing or delayed opening announcement on the County main switchboard. 0615 Department Heads calls the main switchboard for closing or delayed opening announcements. 0630 Department Heads notifies Supervisory Staff in accordance with departmental procedures. Radio WCHL AM 1360 f.Ae \weather.doc Television WRAL Channel 5 WTVD Channel 11 WFMY Channel 2 This Section of the Rules and Regulations will become effective upon signing of this document. Adopted this the day of August, 2012. Frank W. Clifton, Jr., County Manager Page 7 9 10 RES- 2014 -075 RESOLUTION OF AMENDMENT A RESOLUTION AMENDING CHAPTER 28, PERSONNEL, ARTICLE IV OF THE ORANGE COUNTY CODE OF ORDINANCES Be it Resolved by the Board of Commissioners of Orange County, North Carolina: WHEREAS, Orange County, through ordinance, has provided for employee Administrative Leave in certain situations; and WHEREAS, the Orange County Board of Commissioners, believing it to be in the best interest of employees and to comply with federal law amends Chapter 28, Article IV of the Code of Ordinances as is reflected in the attachment hereto. NOW THEREFORE, the Orange County Board of Commissioners hereby amends Chapter 28, Article IV, Section 28 -32 as reflected in the attachment. This Amendment shall become effective upon adoption. Adopted by the Orange County Board of Commissioners this 181h day of November, 2014. Attest: Barry Jacobs, Chair Donna Baker, Clerk to the Board Orange County Board of Commissioners [SEAL] 11 ORD- 2014 -044 TO BE DELETED IN YELLOW Article IV Employee Benefits Orange County Code of Ordinances Sec. 28 -32. - Administrative leave. (a) (b) County Government shall remain accessible to the citizens. Many critical functions must be staffed regardless of the weather conditions. However, when severe storms cause extremely hazardous driving conditions, the County Manager may modify County operations in accordance with the Hazardous Weather Plan, including determining any closings or delayed openings. During periods of hazardous weather conditions the following applies to employees:* (1) (2) (3) Administrative Leave as determined by the County Manager is granted for officially delayed openings and /or early closings. Vacation Leave, Personal Leave Days and /or Petty Leave are charged or time may be made up at a later date as provided in the Hazardous Weather Plan when employees elect not to report for work, report late or leave early. Pay at the employee's hourly rate for hours worked during an official closing in addition to regular pay is granted to FLSA non - exempt employees required to work when the offices are officially closed due to hazardous weather. *Employees of the Sheriff's Department and Emergency Management Services are not covered by this section and operate under the respective department's hazardous weather plan. (Ord. of 06 -07 -1976, eff. 08 -01 -1976. 01 -18 -2001, Art. IV § 3.0, eff. 01 -18 -2001) 12 Orange County Personnel Rules and Regulations Manual Issue Date: DRAFT Hazardous Weather Plan — Administrative Leave L AUTHORITY The Orange County Code of Ordinances Chapter 28, Personnel Ordinance, Article IV, Employee Benefits, § 28 -32 Administrative Leave provides that the County Manager may modify County operations in accordance with the Hazardous Weather Plan. II. PURPOSE County Government shall remain accessible to the citizens. Many critical functions must be staffed regardless of the weather conditions. However, when severe storms cause extremely hazardous driving conditions, the County Manager may modify County operations in accordance with the Hazardous Weather Plan, including determining any closings or delayed openings. During periods of hazardous weather conditions the following applies to employees: (Employees of the Sheriffs Department and Emergency Management Services are not covered by this section and operate under the respective department's hazardous weather plan). A. Administrative Leave as determined by the County Manager is granted for time off work because of official closings, delayed openings and /or early closings. B. Annual Leave is charged as provided in the Hazardous Weather Plan when employees elect not to report for work, report late or leave early. C. Pay at the employee's hourly rate for hours worked during an official closing in addition to regular pay is granted to FLSA non - exempt employees required to work when the offices are officially closed due to hazardous weather. III. ADMINISTRATIVE RULES AND REGULATIONS A. Alert and Warning. Emergency Services is responsible for monitoring weather conditions daily and reporting hazardous weather conditions to the County Manager's Office. B. Plan Activation. The County Manager or his /her official designee has the final decision to dismiss employees, close County offices, modify normal hours of County office operations and initiate the notification procedures of this plan. C. Employee Notification. The Director of Public Affairs will post the official notification of any change to the normal operating hours of County government offices on the County's main switchboard, website, media outlets and social media. The number of the Orange County Switchboard i s (919) 732 -8181 or (919) 688 -7331. 13 Orange County Personnel Rules and Regulations Manual Issue Date: DRAFT D. Responsibilities of Department Directors: The Department Director is responsible for appropriately staffing their department as necessary during a time of hazardous weather. If County offices remain open, adequate coverage of offices including branch offices must be provided to assure the continuation of essential services. 1. The Department Director designates employees as essential during a time of hazardous weather and notifies employees of their status. Examples of essential designations may include employees providing switchboard operations, vehicle maintenance or any emergency assistance. 2. When hours of operation are modified, the Department Director is responsible for approving leave time as appropriate when hours of operations are modified. Only the County Manager may grant Administrative Leave. E. Responsibilities of Employees: Employees designated by their Department Director as essential are required to report to work unless an absence was approved by their Department Director. Employees designated as non - essential are not required to report to work. Employees must contact their supervisor if they are unable to report to work because of the weather conditions. Employees are responsible to call (919) 732 -8181 to confirm changes in office hours. F. Administrative Leave with Pay. Administrative Leave with pay is pay to eligible employees when the County Manager has delayed opening, dismissed early or closed County Offices because of hazardous weather conditions. 1. Administrative Leave covers only the designated time period which the County Manager has officially closed County offices for hazardous weather. 2. Employees who elect to not come to work during adverse weather conditions where the County Manager has not granted administrative leave must take annual leave. G. Eligibility. 1. A permanent employee regularly scheduled to work during the designated time period of Administrative Leave by the County Manager is eligible. Example: The County Manager delays the opening of County offices from 8:00 a.m. until 9:00 a.m. Bob Smith is regularly scheduled to start work at 8:00 a.m. Bob receives an hour of Administrative Leave with pay. Bernice Jones is regularly scheduled to start work at 9:00 a.m. Bernice does not receive Administrative Leave with pay. 2. A permanent employee not scheduled to work during the designated time period of Administrative Leave by the County Manager is not eligible for Administrative Leave with pay. A permanent employee already scheduled for leave time off is not eligible for Administrative Leave with Pay during the designated time period of Administrative Leave by the County Manager. 14 Orange County Personnel Rules and Regulations Manual Issue Date: DRAFT H. Employees Required to Work during the Period Covered by Administrative Leave. 1. The Department Director may designate certain positions as essential and require employees in such positions to work during the designated time period which the County Manager has officially closed County offices for hazardous weather. 2. Non - exempt permanent employees required to work during the designated time period covered by Administrative Leave is paid at their hourly rate in addition to regular pay for the hours worked during the official closing. (This is not applicable to exempt permanent employees). Example: The County Manager delays the opening of County offices until 11:00 a.m. Bob Smith, Maintenance Mechanic, holds a position designated as critical and is required to report to work at 8:00 a.m. Bob receives three hours pay at his hourly rate in addition to his regular pay for the three hours worked from 8:00 a.m. until 11:00 a.m. L Completing Employee Leave in KRONOS Timekeeping System — Administrative Leave with pay is recorded using the Admin Leave pay type in the KRONOS Timekeeping System. Administrative Leave is not considered hours worked and is not recorded as hours worked on the electronic time record. Administrative Leave is not actual time worked and therefore it is not considered when calculating overtime. This Administrative Rules and Regulations will become effective upon signing of this document. Adopted this the day of , 2014 Bonnie Hammersley, Orange County Manager 15 Orange County Personnel Rules and Regulations Manual Issue Date: DRAFT Hazardous Weather Plan - Check List of Responsibilities Emergency Services Director: 1. Monitor weather 2. Notify County Manager of potential hazardous weather 3. Provide updates of pending hazardous weather to County Department Directors 4. Activate Emergency Operations Plan and Emergency Coordination Center, as necessary County Manager: 1. Consult with Emergency Services Director on potential hazardous weather events 2. Modify County government office hours as necessitated by hazardous weather 3. Notify the Public Affairs Director of any change in normal operating hours Public Affairs Director: 1. Record message on the County's main switchboard announcing any closing or delayed openings directed by the Manager 2. Provide modified County government operating hours to pre - identified media outlets 3. Post modified County government operating hours on social media Human Resources Director: 1. Maintain this plan by keeping the official editable electronic copy 2. Conduct an annual review with all associated departments and ensure the content is current and valid Department Directors: 1. Designate employees as essential or non - essential, notify employees of this status, and review with employees the attendance expectations for those in critical and non- essential positions 2. Determine staffing level during any period of hazardous weather 3. Insure essential services (telephone and citizen assistance or emergency operations) are provided unless County offices are officially closed 4. Call the County's main switchboard in the event of inclement or hazardous weather 5. Notify employees according to departmental procedures 6. Document leave granted TABLE 1 — Time Delineated Schedule (TDS) for closings 'Time, Action 0430 Emergency Management Coordinator monitors current weather conditions and coordinates information with the City and County school system representatives 0445 Emergency Management Coordinator briefs the Emergency Services Director of any hazardous weather conditions and potential impact to County government operations 0500 Emergency Services Director notifies and briefs the County Manager on weather conditions and potential impacts, along with any closure or delayed opening recommendations 0515 County Manager contacts the Public Affairs Director and informs the Director of the delayed opening, early closing, or complete closing decision, along with the beginning and ending time of the delay or closure 0530 The Public Affairs Director posts the delayed opening, early closing, or complete closing announcement on the Orange County recorded line, all- county email distribution list, social media, and broadcast media outlets 16 In the event of inclement weather, the County Manager has the authority to close County government offices, or delay opening. The County Manager notifies all department directors of any official closing or delayed opening. Supervisors should notify their employees of such actions. Updates on official closings or delayed openings are provided by email and on the main Orange County switchboard number at (919) 732 -8181. The County Manager may grant Administrative Leave for officially delayed openings or early closings. In this case, employees will not have to make up the work time missed for the hours covered under Administrative Leave. If an employee elects not to report to work, report late or leave early for any time other than the period covered by officially delayed openings and /or early closings, the missed work time must be charged to earned Annual Leave or Leave Without Pay. With their supervisor's approval, employees may make up the missed work time by June 30. For a non - exempt employee under FLSA, such makeup must not cause the employee to work more than 40 hours in a workweek. The department director may designate certain positions as "critical" and require an employee in such a position to work during periods when the County Manager has officially closed County offices. Nonexempt employees who are required to work in such a case will receive pay for hours worked during the official closing in addition to regular pay. The Orange County Sheriffs Office and Emergency Services Department are exempt from this plan and operate under separate departmental policies.