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HomeMy WebLinkAboutAgenda - 01-22-1985 . .. , _ . . . . ....--. . . ... . ... . .! 1 'I . . . . 4e4I0 . ORANGE COUNTY it • BOARD OF COMMISSIONERS * • SPECIAL MEETINGS • JANUARY 22 & JANUARY 29, 1985 . . . 1 . . • • . . , The Orange County Board of. Commissioners will meet in special session. on Tuesday, January 22 and January 29, 1985. The meetings . • • will be held at 7:30 p.m. in the Commissioners Room in the Orange County 1 Courthouse, Hillsborough, North Carolina. . • 1. January 22, 1985 - for the purpose of reviewing the proposed - personnel ordinance that incorporates revisions to update and . . clarify the text that was originally adopted. . - . . 2. January 29, 1985 - for the purpose of hearing department progress ' - • reports and reviewing budget format and procedures. • 'el . • . - • . . ' . 1 • 62„ . 0...tili(v....t.../ Don Willhoit, Chair ' Orange County Board of Commissioners . . . • • • . . . . • . . . . . . . . . - •• . . if • ,-. - 2 .. P. 1 ,. ,.''. fi.;...,...- . cr . , ORANGE COUNTY ' 1 , ' ., , . . , C 0 cl'll•' , , ...,,,, .... .■•• •,7 PERSONNEL 1 ;-.2'i.;,;':::::.,. ORDINANCE '.;,-.1 _,... .y , ..... ;;;,,, ' ..; , 1 ,-.._ .. . , 1 ,._ DRF1FT ;J:..:,,,,,,-,,,,::..,,, zff ,...,,, .„,. , JANUARY 1985 ..1 . '..‘....7..il ; - ..D.-..‘.1 I. ./ 1 ..-.i: , .. ,,i-fif.,.. 1 ,...-...4! i ..,,,..,y1 1%?,,, ..,...r,*..' i .. 1 1 INDEX ARTICLE PAGE I. THE PERSONNEL ORGANIZATION SECTION 1 PURPOSE SECTION 2 ORGANIZATIONS AFFECTED 1 1 SECTION 3 ADOPTION OF RULES AND REGULATIONS 1 SECTION 4 DEFINITIONS SECTION 5 MERIT PRINCIPLE 5 SECTION 6 ORGANIZATION - BOARD OF COMMISSIONERS 5 SECTION 7 ORGANIZATION - COUNTY MANAGER 5 SECTION 8 PERSONNEL FUNCTION 6 • SECTION 9 PERSONNEL RECORDS 7 II. RECRUITMENT AND EMPLOYMENT SECTION 1 EQUAL EMPLOYMENT OPPORTUNITY/ AFFIRMATIVE ACTION POLICY 12 SECTION 2 RECRUITMENT AND SELECTION 15 SECTION 3 LIMITATION OF EMPLOYMENT OF RELATIVES i9 SECTION 4 APPOINTMENTS 20 SECTION 5 PROBATIONARY PERIOD SECTION 6 CONTINUOUS COUNTY SERVICE 23 23 SECTION 7 REINSTATEMENT SECTION 8 TRANSFER, PROMOTION, EMPLOYEE 24 DEVELOPMENT SYSTEM 24 III. CONDITIONS OF EMPLOYMENT SECTION 1 THE WORK WEEK SECTION 2 ATTENDANCE RECORD 26 SECTION 3 OVERTIME AND COMPENSATORY LEAVE 27 27 SECTION 4 LEAVE WITHOUT PAY SECTION 5 OUTSIDE/DUAL EMPLOYMENT AND 29 SOLICITATION 30 SECTION 6 POLITICAL ACTIVITY SECTION 7 GIFTS AND GRATUITIES 31 SECTION 8 SAFETY, CONDUCT AND PERFORMANCE 32 SECTION 9 TRAVEL 32 36 IV. EMPLOYE BENEFITS SECTION 1 WORKER'S COMPENSATION SECTION E SOCIAL SECURITY 38 SECTION 3 ADMINISTRATIVE LEAVE 38 SECTION 4 HOLIDAYS 38 SECTION 5 VACATION 39 SECTION 6 SICK LEAVE 40 SECTION 7 GROUP HEALTH INSURANCE 41 SECTION 8 UNEMPLOYMENT INSURANCE 44 SECTION 9 RETIREMENT 44 44 SECTION 10 PETTY LEAVE 47 SECTION 11 FUNERAL LEAVE 48 SECTION 12 CIVIL LEAVE 48 SECTION 13 MATERNITY LEAVE 48 SECTION 14 PATERNITY LEAVE 50 SECTION 15 MILITARY LEAVE 50 SECTION 16 TUITION REFUND PROGRAM AND EDUCADTIONAL LEAVE 51 SECTION 17 CREDIT UNION 53 SECTION 18 DEFERRED COMPENSATION 54 SECTION 19 LONGEVITY PAY 54 SECTION 20 EMPLOYEE RECOGNITION 55 SECTION 21 EMPLOYEE SUGGESTIONS 55 SECTION 22 EMPLOYEE ASSISTANCE PROGRAM 55 V. THE PAY PLAN 56 VI. THE POSITION CLASSIFICATION PLAN SECTION 1 PURPOSE SECTION 2 POLICY 62 SECTION 3 PROCEDURE 62 62 VII. EMPLOYEE PERFORMANCE EVALUATION SECTION 1 PURPOSE 65 SECTION 2 POLICY SECTION 3 PROCEDURE 65 65 VIII. THE APPEALS PROCESS AND THE GRIEVANCE PROCEDURE SECTION 1 PURPOSE 66 SECTION 2 POLICY SECTION 3 PROCEDURE fib SECTION 4 PERSONNEL ADVISORY BOARD 67 59 IX. SEPARATION AND DISCIPLINARY ACTION SECTION 1 PURPOSE 71 SECTION 2 POLICY SECTION 3 PROCEDURE 71 SECTION 4 DISCIPLINARY ACTION, SUSPENSION AND 71 DISMISSAL 72 SECTION 5 NON-DISCIPLINARY SUSPENSION 78 SECTION 6 EMPLOYEE APPEAL OF DISCIPLINARY ACTION 78 SECTION 7 EXIT INTERVIEW 78 X. TABLES AND SCHEDULES ' rl = 1 ARTICLE I THE PERSONNEL ORGANIZATIQN 1.0 PURPOSE The purpose of this policy is to establish a personnel system which will recruit, select, develop and maintain an effective and responsible work force for Orange County. This Personnel Ordinance is established under the authority of Chapter 153A - Article 5 and Chapter 126 of the General Statutes of North Carolina. 2.0 ORGANIZATIONS AFEECTED: The provisions of this Ordinance shall be applicable to all employees except as provided below: 2. 1 Members of the Board of Commissioners, County Attorney, County Manager, Clerk to the Board, and members of advisory and special boards and commis- ' sions will be exempted, except in sections where specifically included. 2.2 Employees of the Agricultural Extension Service, whose annual compensation is supplemented by State and/or Federal funds, will be exempted, except that these employees shall be included in benefits of longevity pay and holidays. 2.3 The Executive Secretary to the County Board of Elections will be exempted from Article II Section 2. 2.4 Employees governed by rules of the State Competi- tive Service System are exempted from Article VI Section 1-3; and 2.5 Part-time and/or temporary employees designated by the Board of County Commissioners, will be exempted from the following: Article II Section 5, 7 and Si Article VI Sections 1-3; and Article VIII Sections 1-3. Part-time and/or temporary employees are also exempt from Article IV Employee Benefits; however, they are eligible for Worker's Compensation, Civil Leave, Administrative Leave and Social Security. 3.0 ADOPTION OF Fig..22 AND REGULATIONS: 3. 1 Policies Repealed - All policies, resolutions, or regulations in conflict with the provisions of these regulations are hereby repealed. 2 Le Saving Clause - If any chapter, section or other portion of these regulations is found to be in- valid by duly constituted authority, it shall not affect the validity of the balance of these regu- lations. 3.3 Violations of Policy Provisions - An employee violating any of the provisions of this policy will be subject to suspension and/or dismissal in addition to any civil or criminal penalty which may be imposed for violations of the same. 3.4 Effective Date - These personnel regulations shall become effective on the date adopted by the Board. Regulations and amendments thereto shall remain in effect until amended by the Board. This policy shall become effective as of July 1, 1985. 3.5 Provisions of this Ordinance are not retro-active 4.0 Definitions: 4. 1 Acting Positions - any position filled on a temporary, substitute, non-permanent or interim basis by a perma- nent employee. 4.2 Allocation - the assignment of an individual position to an appropriate salary range. 4.3 Board of County Commissioners - the local governmental unit charged with the legislative affairs of the County. 4. 4 Class - a position or group of positions having similar duties and responsibilities, requiring similar qualifi- cations, which can be properly designated by one title indicative of the nature or work perfomed and which carry the same salary range. 4.5 Classification Plan - a systematic plan of structuring groups of classifications in a formal method to facil- itate ranking the classifications or group of classifi- cations with respect to their individual relationships. 4.6 Classified Employee - any County employee occupying a position that is subject to the position classification plan. 4.7 Closing Date - an established date determined by the Personnel Department which concludes recruitment efforts for a particular opening. 4. 8 Demotion - the reassignment of an employee to a posi- tion or classification having a lower salary range than the position from which the reassignment is made. r 3 4.9 Department and Agency Heads - (hereinafter called department heads) - the highest level of supervision Of: and coordination within a department or agency. 4. 10 Departmental Promotion - a change to a classification r at a higher level within a department. This may result , from movement to another position or by the present - position being reallocated to a higher classification as a result of increases in the level of duties and responsibilities. Promotion should not be confused t'- with earned salary increments. 4. 11 Employee Interest Card - a card which individuals may .- file with the Personnel Department requesting to be ' notified when applications are being accepted for a specific position. 4. 12 Full-time Employee - an employee, whether permanent or tmporary, who is regularly scheduled no less than the number of hours per work week designated by the Board p of County Commissioners as full-time. 4. 13 Grade - all positions which are sufficiently comparable to warrant one range of pay rates. For the purpose of this definition, the words • grade, salary range, level and range are used interchangeably. c4 4. 14 Grievance - a claim or complaint based upon an event or condition which affects the circumstances under which an employee works allegedly caused by misinterpreta- tion, unfair application, or lack of extablished policy pertaining to employment conditions. A grievance may involve alleged safety or health hazards, unsatisfac- tory physical facilities, surroundings, materials or , ' equipment, unfair or discriminatory supervisory or disciplinary practices, unjust treatment by fellow workers, unreasonalbe work quotas, or any other inequi- ty relating to conditions of employment. 4. 15 Immediate Family - spouse, parents, siblings, children, grandparents, grandchildren. Also included are the step, half and in-law relationships as appropriate based on the above listings. It also includes others living within the same household or otherwise closely identified with each other. 4. 16 Internal Recruitment _ to recruit applicants only from within the County organization for a particular vacancy. 4. 17 Job Postings - a posted notice maintained by the Personnel Department and distributed to all departments listing all available openings with the County. 4. 18 Lateral Transfer - a transfer from one position to another position of the same class without an increase in salary. t,7 4 4. 19 Manager - the County Manager as appointed by the Board of Commissioners. 4.20 Merit Principle - a systematic and uniform method of personnel administration designed to provide objective recruiting, employment, retention and promotion of those ' persons best qualified, all other factors excluded. 4. 21 Non-Classified Employee - any County employee occupying • a position that is not subject to the position clas- sification plan. • 4.22 Open Recuritment -to recruit applicants from outside as well as inside the County organization for particular vacancy. • 4.23 Part-time Employee - an employee, either permanent or temporary, who is regularly scheduled less than the number of hours per work week designated by the Board of County Commissioners as full-time. 4.24 Pay Plan - a schedule of pay ranges systematized into sequential rates including minimum, intermediate, and maximum steps for each class assigned to any given salary range. 4.25 Permanent Employee - a person appointed to serve in a position for an indefinite duration and who has served a period of more than six (6) calendar months. 4.26 Personnel File - as used herein, consists of any infor- mation in any form gathered by the County with respect to that employee and, by way of illustration but not • limitation, relating to his/her application, selection or non-selection, performance, promotions, demotions, transfers, suspension and other disciplinary actions, evaluation forms, leave, salary, and termination of employment. 4.27 Position - a group of current duties and responsibili- ties, assigned by competent authority, requiring the full or part-time employment of one person, but the existence of a position or its identity does not depend upon its being occupied by an employee. 4.28 Probationary Employee - a person appointed to a perma- nent, full-time position for an indefinite duration but who has not yet completed his probationary period. 4.29 Promotion - the reassignment of an employee to a posi- tion or classification having a higher salary range than the position from which the reassignment is made. 4.30 Reclassification - the reassignment of an existing position from one class to another based on changes in job content such as duty, kind, difficulty, required skill, and responsibility of the work performed. 5 4.3/ Recruitment - solicitation of applications. 4. 32 Salary Range Revision - the raising or lowering of the salary range for one or more specific classes of posi- tions within the classification plan. 4.33 Steps or Salary Range. Steps - fixed rates within a given slary range, through which an employee may pro- gress while performing the same duties within his/her assigned classification. 4. 34 Temporary Employee - a person appointed to serve in a position for a period of six (6) calendar months or less. 4.35 Transfer - the reassignment of an employee from one position or department to another. 5.0 MERIT PRINCIPLE: All appointments and promotions of employees of the county will be made solely on the basis of merit and fitness. All positions requiring performance of sub- , stantially similar and equal responsibilities will be assigned to the same class and the same salary range. 6.0 ORGANIZATION - COUNTY ligARD gE_commIssigNEEN The County Board of Commissioners will be responsible for approving personnel policies and rules, including the pay plans and for making and confirming appoint- - ments when so specified by Law. 7.0 ORGANIZATION - COUNT y MANAGER The County Manager will be responsible to the Commis- sioners for the administration and technical direction I ' of the personnel program. The Manager will appoint, suspend, and remove all county officers and employees, I , except for those who are elected by the people of Orange County or whose appointment is otherwise pro- , vided for. The County Manager shall make appointments, dismissals, and suspensions in accordance with G. S. 153A-62 of the State of North Carolina. In addition the Manager will: • 7. 1 Recommend to the Commissioners rules and revisions to the Personnel system for their consideration; 7.2 Prepare and recommend to the Commissioners revi- sions to the pay plan for their approval; 7.3 Determine administrative, professional and mana- gerial positions to be excluded from entitlement to overtime compensation; • 7.4 Establish and maint6 ain a roster of all persons in the county service, setting forth each officer and employee, class title of position, salary, any changes in class title and status, and such other data as may be deemed desirable or useful; 7. 5 Develop and administer such recruiting programs as may be necessary to obtain an adequate supply of competent applications to meet the needs of the county; 7.6 Develop and coordinate training and educational programs for county employees; 7.7 Investigate periodically the operation and effect of the personnel provisions of this policy; and 7.8 Perform such other duties as may be assigned by the Commissioners not inconsistent with the pol- icy. 8.0 PERSONNEL FUNCTION o 8. 1 Purpose The purpose of the Personnel function, a staff service, is to implement the objectives of the personnel program. The Personnel Department P provides several program services such as recruit- ment and selection; Classification and Pay; Em- ployee Benefits Administration; Performance Evalu- ation; Equal Employment Opportunity; Employee/Em- ployer Relations; Workforce Planning; and Position Management. Support services provided are Main- tenance of Employee Records; Position Control; ss Personnel Policy and Procedures Issuance System; and monitoring of all personnel transactions for compliance with established policies and 4r� procedures. 8.2 Policy The administration of the Personnel Program should be approached in the spirit of cooperation under the leadership of the Board of County Commission- ers and the authority of the County Manager under these regulations. 8.3 Pro educe The Manager may designate the Personnel Director, who shall assist in the preparation and mainte- nance of the position classification plan and the pay plan and perform such other duties in connection with a modern personnel program as the Manager shall require such as: 8.3. 1 Apply, interpret, and carry out this 7 Ordinance and the policies adopted thereunder as directed by the Manager; 8.3.2 Establish and maintain records of all employees in the County service, in which there shall be set forth as to each em- ployee the class title, pay or status and other relevant employment data; 8.3.3 Foster and develop programs for the improvement of employee effectiveness; 8.3.4 Encourage and exercise leadership in the development of effective personnel admin- istration within the various County depart- ments and to make available the facilities of the Personnel Office to this end; 8.3.5 Investigate from time to time the operation and effect of this Ordinance and of the policies made thereunder and report find- ings and recommendations to the Manager; and 8.3.6 Make such reports to the Manager regarding the personnel functions considered desire ble or as may be designated by the Manager. 8.4 All matters dealing with the personnel shall be routed through the Personnel Director who shall maintain a complete system of personnel files and records. rP 9.0 P€RSONUJEL. REC4, DE 9. 1 RurEOse To implement and give effect. to G.S. 160-168, as amended in Chapter 926, S.L. 1981, effective October 1, 1981, known as the "Privacy of Employee Personnel Records". The provisions of this act are directly applicable to the County of Orange, not withstanding G.S. 132-6 or any other general law or local act concerning access to public records. 9.2 Policy It shall be the policy of Orange County to ensure that personnel files be maintained in such a way as to comply with the law. Personnel files main- tained by the County are subject to inspections and ma y be disclosed only as provided by Law and in accordance with this procedure. 9.3 Procedure Materials on applicants for employment while considered personnel files, (Applications for a Employment), are not a matter of public record subject to the public disclosure provisions of this procedure. Only with the approval of the Personnel Director shall materials be added or remove from any employee personnel file, except as permitted in section 9. 10 of this article. 9The Personnel Director will prescribe necessary forms and reports for all Personnel Action & Payroll Forms; Separation Reports; Employment Application::: ; Employment Agreement Letters; Employment Verifi- cations; Performance Appraisals; Applications for Sob Postings; New Employee Information Sheets; and Notify in Case of Emergency Sheets. Employee as used herin, includes current employees and former employees. 9.4 All materials in personnel files now maintained throughout the departments of the County are to be consolidated into one file to be maintained by the Orange Personnel Department Head in whose possession current personnel records exist shall be responsible for complying with this procedure and shall be the custodian of such personnel records. The Personnel Director shall be the custodian of all consolidated personnel files. 1 7c- 9.4. 1 When departmental personnel files have been consolidated, such duplicate information as is necessary for the continuance of normal opera- tion may be maintained in the Department in accordance with the Law and this procedure. The Department Head is responsible for maintenance of such files. 9.4.2 When consolidated, these files become the offi- cial personnel records and will contain any information regarding an employee that is used as the basis for employee personnel actions. 9.5 The information of public record in personnel files shall be available for the purpose of inspection, examination and copying only in the Personnel Depart- ment on regular business days of this department. This information in compliance to B. S. 153A-98, with respect to each county employee is limited to the following: DaEe1 a9eL date 2f minim! 12XEED . or ame i nt went 3. cuCcent ggsitioD title! currant salarryj date and amount of the Ergot recent salary change! date of tha moat regent change in 22 itioD1 c1assificaation! and eM- ployee_e currently assigned offigg_ 9.5. 1 Any person denied access to the information of public record may appeal to the County Manager in writing within three days from receipt of such denial. The County Manager will make a decision within three days of reciept of the appeal. Further appeal will be a General Court of Justice. 9.6 All material contained in an employee's personnel file other than the information listed in section 9.5 of this article is confidential. Inspection of the confi- dential personnel files is possible only in the follow- ing instances: 9.6. 1 The employee or his/her duly authorized agent as verified by written statement may examine all portions of his/her personnel file except Cl) letters of reference or any reference material solicited prior to employment, and (2) informa- tion concerning a medical disability, mental or physical, that a prudent physician would not divuge to his patient. Notification of desire to examine the Personnel file must be submitted t the custodian of the records in writing by the employee. The file will be made available to the employee after such time as is reasonable to remove confidential material, not to exceed e4 hours. 9.6.2 A licensed physician designated in writing by the employee may examine the employee's medical record. 9.6. 3 A county employee having supervisory authority over the employee may examine all materials in the employee's personnel file. 9.6.4 By order of a court of competent jurisdiction, any person may examine such portion of an em- ployee's personnel file as may be ordered by the court. 9.6.5 An official of an agency of the State or Federal Government, or any political subdivision of the State, may inspect any portion of a personnel file when such inspection is deemed •by the official having custody of such records to be inspected to be necessary and essential to the pusuance of a proper function of the inspecting agency, but no information shall be divulged for the purpose of assisting in an investigation of (the employee's) tax liability. Also no infor- mation shall be divulged for the purpose of assisting in a criminal prosecution, except that the official having custody of the records may release the name, address, and telephone number from a personnel file for such purpose. 9.6.6 An employee may sign a written release, to be placed with his/her personnel file, that permits the person with custody of the file to provide, either in person, by telephone, or by mail, rir , - -- 1 "- -; -f, Q, i8 information specified in the release to prospec- tive employers, educational institutions, or .q, other persons specified in the release. iz 9.7 The custodian of the records may determine that the following information need not be disclosed to an employee nor to any other person: '44 9.7. 1 Testing or examination used solely to determine 1 individual qualifications for appointment, employment, or promotion in the County's ser- vice, when disclosure would compromise the objectivity or the fairness of the testing or examination process. ,t 9.7.2 Investigative reports or memoranda and other , information concerning the investigation of possible criminal actions of an employee, until the investigation is completed and no criminal action taken, or until the criminal action is : concluded. , p , te. 9.7.3 Information that might identify an undercover law enforcement officer or a law enforcement informer. 9.7.4 Notes, preliminary drafts and internal commun- ications concerning an employee. In the event such materials are used for any official person- nel decision, then the employee or his/her duly authorized agent shall have a right to inspect such materials. I , 9.8 The County Manager may permit access, subject to limi- tations, to selected personnel files by a professional representative of a training, research, or academic institution if that person certifies that he will not release information identifying the employees whose files are opened and that the information will be used soley for statistical, research, or teaching purposes. This certification shall be retained by the county as I long as each personnel file examined is retained. ( 9.9 The Personnel Director may inform any person of the employment or nonemployment, promotion, demotion, suspension or other disciplinary action, reinstatement, ransfer, or termination of a county employee and the reasons for that personnel action. Before releasing the information, the Personnel Director shall determine in writing that the release is essential to maintaining public confidence in the administration of county service or to maintaining the level and quality of county services. This written determination shall be retained in the Personnel Department and is a record f, available for public inspection and shall become part of the employee's personnel file. -- 9. 10 An employee who objects to material in his/her file may place in his file a statement relating to the material i 11 he considers to be inaccurate or misleading. The employee may seek the removal of such material in accordnce with' esstabl fished grievance procedures. 9. 11 Each individual requesting access to confidential information will be required to submit satisfactory proof of identity. 9. 1E A record shall be made of each disclosure and placed in the employee's file, except of disclosures to the employee and the supervisor. 9. 13 Personnel records containing confidential information will be routed undercover, either by inter-office envelope marked confidential or other protective means. 9. 14 No computer printouts divulging information on employ- ees shall be available to any employee of the county except as specifically permitted in section 9.5 of this article. k+; 9. 15 G.S. 153A-98 provides that any public official or employee who knowingly and willfully permits an • , Y 5 Y Y any person . to have access to any confidential information con- tained in an employee's personnel file, except as expressly authorized by the designated custodian, is guity of a misdemeanor and upon conviction shall be fined in an amount not to exceed five hundred dollars ($500). 9. 16 G.S. 153A-95 provides that any person not specifically authorized to have access to a personnel file desig- nated as confidential who shall knowingly and willfully examine in its official filing place, remove or copy any portion of a confidential personnel file shall be guilty of a Misdemeanor and upon conviction shall be fined in the discretion of the court but not in excess of five hundred dollars ($500). 9. 17 No public official may destroy, sell, loan, or other- wise dispose of any public record, except in accordance with G.S. 121-5, without the consent of the State Department of Cultural Resources. Whoever. unlawfully removes a public record from the office where it is usually kept or whoever alters, defaces, mutilates or destroys it will be guilty of a Misdemeanor and upon conviction will be fined not less that ten dollars ($10) nor more that five hundred dollars ($500) as provided in 6.S. 132-3. 9. 18 The Personnel Director will retain records necessary for the proper adminisstration, of the Personnel System. ARTICLE II • RECRUITMENT AND EMPLOYMENT • wollwr le 1.0 EQUAL EMPLOYMIENI OPPORTUNITY/9FF I RMAT I VE ACTION POLICY 1. 1 Orange County is firmly committed to a policy of Equal Employment Opportunity. This policy was adopted by the Hoard of commissioners in 1976, in accordance with The equal Employment Opportunity Act of 1972" enacted by the Congress of the United States, and "Equal Employment Opportunity by State departments and agencies and local political subdivisions" enacted by the North Carolina General Assembly. he y, policy reads as follows: The policy of Orange County is to foster, maintain, and promote equal employment opportunity. The County selects employees on the basis of applicant qualifications and without regard to age, sex, race, color, creed, .religion, or natural origin. Applicants with physical handicaps will be given equal consideration with other applicants for positions in which their physical handicaps do not represent unreasonable barriers to satisfactory performance of duties. 1. 1. 1 Discrimination against any person in recruitment, examination, appointment, training, promotion, retention, discipline, salary increase, or any other aspect of personnel administration because of race, creed, color, sex, age, national origin, religion, mental or physical handicap, or any other factor not related to merit and fitness for the position is hereby prohibited. 1. 1.2. Discrimination on the basis of age, sex or physical disability is prohibited except where specific age, sex or physical requirements constitute a bona fide occupational qualification necessary for job performance. Prior approval must be obtained from U.S Department of Labor before establishing any age, sex or physical requirements. 1.2 In order to implement Orange County's policy of Equal Employment the. County is firmly committed to the development and implementation of a comprehensive Affirmative Action Plan. The development of an effective affirmative action plan will P rovide a detailed results oriented set of procedures designed to achieve prompt and full utilization of minorities and women at all levels in the County's work force. 1. 3 The employment practices of Orange County will adhere fully to the letter and spirit of this affirmative action program guaranteeing equal employment opportunity to all individuals without regard to race, creed, color, sex, age, or national origin. 1.4 This affirmative action program requires the County to seek out applicants and/or employees who may not have 13 been seriously considered for initial employment and advancement opportunities in the pa:-t. However, the program provides no short cuts to County employment, nor to advancement within the County system. 1.5 The achievement of our EEO/AA goals is the personal responsibility of The County Manager, Personnel Director, and all management and supervisory personnel. This responsibility is a part of their job and will be evaluated on EEO/AA achievements as part of his/her overall job performance. 1.6 Several federal laws and executive orders mandate Equal Employment Opportunity and Affirmative Action. The applicable laws and executive orders: 1.6. 1 Title VII of the Civil Rights Act of 1964 (as amended by the Equal Employment Opportunity Act of 197?) : This federal law prohibits discrimination based on race, color, religion,, sex or national ori- gin, in any term or condition of employment. 1.6.2 Executive Order 11246 (as amended by Executive - Order 11375) : This federal order issued by the President in 1965 requires that federal construction ' contractors and sub-contractors with contracts over 650,000 and 50 employees develop and implement written Affirmative Action Programs. 1.6.3 Revised Order No. 4: The U.S. Department of Labor, Office of Federal Contract Compliance, issued this order which outlines required components of an Affirmative Action Program. The order applies to non construction contractors with 50 or more employees and a contract exceeding $50,000. 1.6.4 The Equal Pay Act of 1963: This federal law requires that employers provide equal pay for men and women performing similar work. 1.6.5 The Age Discrimination in Employment Act of 1967 (as amended in 1978) : This federal law prohibits discrimination against persons aged 40-70 in any area of employment because of age. Ili 1.6.6 The Rehabilitation Act of 1973: This federal law prohibits discrimination against qualified Physically and mentally handicapped individuals. 1.6.7 Non-discrimination on the Basis of Handicap in Programs and Activities Receiving or Benefiting 14 from Federal. Financial Assistance (UMTA 504 Regulations) ; These regulations, which implement section 504 of the Rehabilitation Act, require that no otherwise qualified handicapped individual shall solely by reason of his or her handicap, be subject to discrimination under any program or activity receiving financial assistance from the U.S. Department of Transportation. 1.6.8 Housing and Community Development Act of 1974: Recipients of money from this federal grant may not discriminate against individuals on the basis of race, color, national origin or sex, and are required to develop and Affirmative Action Plan for the unit of government and make a good faith effort to identify, train, and/or hire lower-income residents of the project area. 1.6.9 Equal Employment Opportunity Commission Affirmative Action Guidelines: These guidelines express EEOC's support in providing protection against claims of discrimination for employers who adopt a written affirmative action plan. 1.6. 10 Uniform Guidelines of Employee Selection Procedures: A set of guidelines were issued jointly by EEOC, the U.S. Office of Personnel Management, the U.S. Department of Labor, the U.S. Department of Justice and the U.S. Treasury Department to assist employers in complying with Federal law prohibiting employment practices which discriminate on grounds of race, color, re- , ligion, sex, and national origin. 1. 1. 11 Pregnancy Disability Amendment to Title VII of the Civil Rights Act of 1964: This amendment prohibits discrimination because of pregnancy and: -requires employers to treat pregnancy and childbirth the same as other disabilities; -prohibits terminating or refusing to hire or promote a woman solely because she is pregnant; -bars arbitrary and/or mandatory leave for pregnant women which is not based on ability to work; and -protects reinstatement rights of women on leave for pregnancy related reasons. 8.0 RECRUITMENT AND SELECTION 2. 1 PURPOSE: , I ,T, 1 15 i I To establish a procedure for recruitment and selection k A to fill vacancies in all full-time permanent positions. 2.2 POLICY k Orange County is an Equal Opportunity/Affirmative Action Employer. It is te policy of Orange County to ensure that recruitment and selection for all full-time t permanent positions is centralized and/or coordinated i through the Personnel Department to guarantee Equal Employment Opportunity to all persons without regard to i race, creed, color, sex, national origin, age, religion, mental or physical handicap, labor V affiliation or any other factors not related to merit and fitness for the position. In accordance with the law, the County has adopted an Affirmative Action Plan governing minorities, women and the handicapped. 2.2. 1 It is the policy of the County not to practice or permit discrimination in employment on the basis of age (40 through 69) as provided in law. 1 Any applicant may be considered for appointment as a permanent employee when he or she has reached age 18 but not over 70 years of age. 2.2.2 It is the policy of the County to ensure that li all vacancies are posted and processed in accordance with this procedure, thereby providing opportunities for upward mobility 1.' kr and/or lateral movement for permanent employees within the County's organizational structure. 2.2. 3 When a current employee applying for a vacant position possesses the best qualifications of al ', .., applicants, he will be appointed to that position. However, if the County would continue any past discriminatory employment practices by automatically promoting or transferring the current employee without considering other applicants, then the County must carefully consider the qualifications of other applicants in filling this position. il. 2.2.4 It is the policy of the County to employ 4 1 according to merit and fitness. It is the policy of Orange County to use all appropriate means to attract qualified candidates for employment, and to make such investigations and examinations as are deemed appropriate to access fairly the aptitude, education, and experience, knowledges and skills, character, physical fitness, and other qualities required for positions in the service of the County. I 1 2.2. 5 The Board of Commissioners may freeze any . : position which is vacant for budget purposes. , 2.3 INTERNAL RECRUITMENT PROCEDURE __ Recruitment for all positions not filled by promotional eligibility, and are not frozen. 16 2.3. 1 To initiate recruitment for a new or vacated position, the Department Head shall forward to the Personnel Director notification of any anticipated or current vacancies in authorized positions as provided by the classification plan and the budget. 2.3.2 The Personnel Director shall review the requisition and verifiy proper classification and position need. ° 2.3.3 All available positions shall be advertised on a Job Posting list published by the Personnel Department that shall be distributed internally to each department where it is to be posted immediately at work sites by Department/Divisions in a prominent location for employee viewing. Vacancies are posted at all times in the Personnel Department. 2.3.4 Internal recruitment shall begin immediately for permanent positions. Immediate internal recruitment shall be waived for the following: • -entry level positions at or below salary grade 54 -intra-departmental promotion -part-time or temporary employment 2.3.5 The County Manager may waive the one week ,internal recruitment process for positions that qualified applicants are difficult to recruit, for Affirmative Action purposes, or for emergency situatons. In such cases, Open Recruitment will apply. 2.3.6 Internal recruitment shall be in effect a minimum of five (5) workdays from the Job Posting publication date. 2.3. 7 Positions shall be recruited externally through open recruitment if a selection cannot be made from internal applicants. 2.3.8 Part-time and or temporary employees are not considered as internal candidates. 2.3.9 Selected internal applicants shall normally .provide at least two (2) weeks notification of termination to their respective departments. 2.4 OPEN RECRUITMENT PROCEDURE If internal announcements do not produce sufficient qualified applicants, open recruitment including newspaper advertisement and other listings, shall be conducted as follows: 17 2.4. 1 Open recruitment shall begin immediately if the vacancy is temporary, part-time or at entry F ; level not providing promotional opportunities. 2.4. E Employment advertisement will contain the statement "Orange County is a Equal Opportunity/ Affirmative Action Employer. 2.4.3 Open recruitment should not exceed ten (10) workdays from the advertisement date unless an extended time is approved by the Personnel Director. 2.4. 4 All persons expressing interest in employment with Orange County will be given the opportunity to submit a completed official County applicatinty . .application form to the Orange County Personnel Department on or before the established closing date. 2.4.5 The Personnel Department may investigate any statment contained in the application, and obtain evidence regarding the applicant's suitability for employment. The Personnel Department will perform reference checks on applicants being considered for employment, no other unauthorized person will be allowed to make reference checks. 2.4. 6 A person may be disqualified as an applicant by the Personnel Department under any of the following conditions: a) He lacks any of the preliminary requirements or the class of position; b) He has been convicted of a crime of a nature which would arouse serious public douby as to his suitability to assume the responsibilities of the classy c) He has made a false statement of material fact in his application; d) He has previousy been dismissed from any public service for delinquency, misconduct, or other similar causes; e) He has used or attempted to use political pressure or bribery to secure an advantage in the examination or appointment; f) He has failed to submit an official application correctly or within the prescribed closing date; g) He has directly or indirectly obtained information concerning any required examination to which an applicant is not entitled; h) He has failed to sign the application. 2.4.7 Conflicting employment - no employee shall hold any office or have the employment which may _ conflict with his employment in a local government agency; 18 2.4.8 No unsolicited referrals by private employment } " agencies will be accepted; 2.4.9 Qualified internal applicants who apply at this time shall be referred. 2. 4. 10 The Personnel Department shall receive and screen all applications for employment. 2.4. 11 All recruitment, advertising and testing shall be administered by, coordinated through, or approved by the Personnel Department. 2.4. 12 Tests administered by Orange County or by the North Carolina Employment Security Commission for the County wll be only those that will be appropriately validated. All tests gien to applicants will be administered and evaluated by qualified employees, or by Employment Security Commission. - 2.4. 13 The Personnel Department shall refer to the hiring department a specified number of applicants whose education, training, experience and other merit factors are best suited for the position when compared with all applicants. Criteria for comparison are based upon minimum requirements as provided in position specifications. The County's Affirmative Action commitments and the hiring department's standing with regard to reasonable representation by protected groups shall be considered during this process. 2.4. 14 The hiring department shall review applications, conduct interviews, and make selections from only those applicants referred by the Personnel Department. 2.5 JOB OFFER EROCEDUREL All hiring departments shall complete and return the following forms to the Personnel Department: 1. A writen notice detailing reasons for selection and non-selection of all applicants that were referred. 2. All applications of rejected applicants. 3. A completed Personnel Action Form and attached application of successful applicant. 2.5. 1 The Personnel Department wills 1. Receive, check and approve Personnel Action Forms. 2. Notify the successful applicant and made a job offer. 19 't ,., 3. Notify all rejected applicants by letter. 1._ 4. Forward an Employment Agreement letter to the 1, successful applicant which contains notification f-1 of employment, listing terms of employment, position classification, salary, reporting date, -' location of work site, and fringe benefits. ' Employment is contingent upon the employee signing t: and returning the Employment Agreement letter. ' 2.5.2 Assist departments with selection decisions. ' 2.5. 3 Sign in new employees by appointment: 1. Explain County rules, regulations, procedures and benefits. 2. Complete necessary forms, insurance, retirement, tax, etc. 3. Establish individual personnel file. 3.0 LIMITATION OF EMPLOYMENT OF RELATIVES: The employment of close relatives in the service of the County within the same program area or major office agency at the same time is to be avoided. This policy applies to promotion, demotion, transfers, reinstatement and new appointments; full or part-time. i ' 3. 1 If there are fewer than three other available eligibles for a vacancy, and it is necessary for relatives to be considered for employment or if two individuals are already employed and married, the following will apply: Two members of an immediate family shall not be employed within the same program area or major office agency if such employment will involve one supervisng a member of one's immediate family, or where one member occupies a position which has influence over the other's employment, promotion, salary administration and other related management personnel considerations. 3.2 DEFINITION OF IMMEDIATE FAMILY 4 The term of "immediate family" shall be understood to refer to that degree to closeness or relationship which would suggest that problems might be created within the work unit, or that the public's philosophy of fair play in providing equal opportunity for employment to all qualified individuals would be violated. 3.2. 1 Immediate family is defined as: spouse, parents, siblings, children, grandparents, and grandchildren. Also included are step, half and in-law relationships as appropriate based on the above listings. 3.2.2 It also includes others living within the same household or otherwise closely identified with each other so as to suggest difficulties. 20 3.3 PROVISIONS NOT RETROACTIVE This policy will not be retroactive, and no action is to be taken concerning those members of the same family employed at the time of adoption of this policy. 4.0 APPOINTMENTS Types of Appointments 4. 1 Probationary Appointment A probationary appointment is the initial appointment of an employee made to a permanent position or the re-employment of probationary status of a former permanent employee otherwise eligible for reinstatement. This also applies to part-time permanent positions with an established 20 hour work week. 4.2 Temporary Appointment A temporary appointment may be made to a permanent or temporary position. Individuals may be candidates for a probationary appointment to classes for which they qualify. These individuals must compete with all other applicants for probationary appointments. Temporary Appointment includes social security (FICA) match and Worker's Compensation Insurance it does not include other fringe benefits such as vacation, sick leave, holidays, retirement, health insurance, etc. 4. 3 Trainee Appointment A trainee appointment may be made to a permanent position in any class for which the specification includes special provisions for a trainee progression leading to regular appointment. An employee may not remain on a trainee appointment beyond the time when he meets the education and experience requirements for the class. After the employee has successfully completed all education and experience requirements he shall be given probationary or permanent status in the position. If the period of trainee appointment equals or exceeds the maximum probationary period, he must be given permanent status immediately or be separated. 4. 4 Permanent Appointment Permanent appointments follow the satisfactory completion of a probationary and/or trainee appointment, or may be made upon reinstatement of an eligible employee, when the incumbent is . , [ al expected to be retained in the position on a permanent basis. 1-: 4.5 Appointment of Incumbents in Newly-Covered Programs/Agencies If the County is undertaking a total program by Board action, all existing employees will be interviewed and given consideration for positions in the program under the auspicies of the County under the following conditions: 4.5. 1 The employee has at least six months of satisfactory servie in the program/agency. :•'. f, 4.5.2 Incumbents must serve a probationary period until they have completed six months in the program. At this time they must be given permanent status or terminated. 4.5. 3 This provision is limited to all full-time and part-time employees employed at the time of transfer. Employees transferred to the County in this catagory will: 4. 5. 4 Transfer original date of employment with the agency and be eligible for longevity on the basis of full-time aggregate service •, 4.5.5 Transfer vacation and sick leave balance and be eligible to accumulate leave based on full- , time aggregate service. ' 4.5.6 Be eligible to join the county's group health insurance plan. 4.5.7 Be eligible to transfer or join the County's Local Governmental Employee' s Retirement Plan. i'. 4.5.8 Be eligible for all benefits extended to County employees 4.5.9 Come under the provisions of this ordinance r 4. 6 APPO/NTMENI IN AN ACTING POSITION When it becomes necessary to appoint someone to an • acting position, that of a department or a • -: division head, due to a vacancy the appointment ° shall not exceed a six month period. r An employee serving in an Acting position would have to do ,o in excess of 30 days before his pay 'I 11: can be adjusted to the hiring rate of the Salary Grade of the classification with prior approval of _J f, the County Manager only. [ 5.0 PROBATIONARY PERIOD E 22 5. 1 PURPOSE The purpose of the probationary period is to evaluate the employee's suitability for continued employment. This period is an essential extension of the selection process, and provides the time for effective adjustment of the new employee or elimination of those whose performance will not meet acceptable standards. 5.2 POLICY It is the policy of Orange County that new employees appointed to permanent positions serve a probationary period and other employees may be placed in probationary status as outlined in this procedure. 5.3 PROCEDURE 5.3. 1 New emplpyees appointed to permanent positions will serve a probationary period as follows: -An employee appointed initially or promoted to a full-time, permanent position will serve a • probationary period of six (6) months -A Law Enforcement Offier will serve a six (6) month probationary period. 5. 3. 2 Before an employee's completion of the probationary period, the department head will complete Performance Approval Form and submit it to Personnel Department indicating whether the employed is recommended for permanent status. 5.3. 3 A new appointee may be dismised without appeal rights at any time during the probationary period if the department head determines that the employee is not satisfactorily performing his assigned duties. 5.3.4 The reasons for dismissal shall be documented and filed with the Personnel Director. 5.3.5 If the employee has successfully completed the probationary period, and retained in his position, the employee will be considered a • permanent employee. 5.3• 6 An employee serving a probationary following initial employment in a permanent position will receive all benefits provided in accordance with this ordinance. 5.3. 7 Permanent employees who have served the initial probationary period may be placed in a probationary status at any tme for a period not to exceed six (6) months. This type of action serves as notie to the employee that a period of evaluation is in effect. Such action would be for one of the following purposes: 23 Disciplinary Action - to serve as a warning to the employee Following a promotion, transfer or demotiom - to evaluate the employee's ability to adapt to a new work situation. 5. 3.8 An unsuccessful probation period for permanent employees may result in dismissal at any time during this probationary period if the appointing department head determines that the employee is not satisfactorily performing his assigned duties. 5. 3. 9 A permanent employee may pursue resolution of a grievance in accordance with established procedure. 5. 3. 10 Employee serving a probationary period following a promotion, transfer or demotion will continue to receive all benefits provided in accordance with this policy and under other supplementary rules and regulations. 6.0 CONTINOUS COUNTY SERVICE: 6. 1 - Continuous County Service is the period of unbroken servies from the employee's beginning date of the current period of employment as a Permanent employee with Orange County. 6.2 - Continuous County Service is considered in vacation leave accumulations, longevity, and in other personnel actions as appropriate. 6.3 - Aggregate service with the State of North Carolina, or other local governments will not be transferred, and cannot be considered in vacation leave accumulations, longevity, etc. , effective as of September 1, 1981. 6.4 BREAKS IN CONTINUOUS COUNTY SERVICE Each of the following conditions constitute a break in Continuous County Service: - Resignation -Termination while a Probationary employee -Discharge -Change in status from Permanent to Temporary employee -Change in status from emporary to Permanent employee -Failure to report for work on the first scheduled workday after expiration of an approved leave of absence or extensionts> -Failure to report from layoff within five working days after the specified return-to-work date or employment interview date .cheduled by the Orange County Personnel Department exxxxemaximus.- 24 -Failure, to accept recall from layoff when the salary offer is equal to or greater than the employee's salary on the layoff date -Absence from work for any reason (except Long Term Military Leave) for more than 12 consecutive calendar months from the last date worked -Retirement -Death 6.5 Benefits eligibility, time-earning for salary increase consideration and all other rights and privileges of Permanent employees cease when a break in Continuous County Service occurs. 7. 0 REINSTATEMENT 7. 1 A permanent employee who resigns while in good standing or who is dismissed because of reduction in force may be reinstated within one (1) year of the date of his separation with the approval of the Manager. 7.2 An employee who enters extended active duty with the Armed Forces of the United States, the Public Health Service, or as a member of a Reserve component of the Armed Forces will be granted reinstatement rights commensurate of Chapter 43 of Public Law 93-508. 7.3 An employee who is reinstated may be credited with previous service and previously accrued sick leave and will receive all benefits provided in accordance with this policy and under supplementary rules and regulations. 7.4 Before being reinstated, the individual must meet the current minimum qualifications for the class to which he/she is being appointed. 7.5 The salary paid a reinstated employee will be as close as reasonably possible, given the circumstances of each employee's case, to the salary tep previously attained by the employee in the salary range for his previous class of work. 7.6 An employee reinstated into a new position or a different department will have to serve a probationary I ' period of six (6) months. I 7. 7 Employees granted leave without pay, maternity leave, military leave, etc. , will be reinstated into the same or similar position, classification, seniority, and pay, provided such a position is no longer available due to budgetary reduction in staff. 8.0 TRANSFER EROMOTION EMPLOYEE DEVELOPMENT SYSTgM 8. 1 PURPOSE The Transfer Promotion Employee Development System provides opportunities for upward mobility and for lateral movement to permanent employees within the i 11. 25 County's organizational structure as openings become available. It offers special encouragement to underemployed persons and assist employees affected by layoffs to relocate to other County positions. 8.2 POLICY Decisions relating to transfers, promotions, and employee development should be based on the overall performance and potential of the employee. Evaluation shall be systematic and objective, and guidance shall be provided for development of the employee as an individual. Efforts should be devoted to improving effectiveness of employees, assessing training needs, and planning training opportunities. 8.3 PROCEDURE 8. 3. 1 When it is practicable and feasible, a vacancy should be filled by promotion from among the eligible permanent employees within a department subject to limitations as outlined in Article II Section 2.2.3. 8.3.2 If promotion results by movement to another position, the candidate must posess the minimum training and experience for the class. If the promotion results from the present position being reclassified to a higher classification, the employee may be promoted by waiver of the stated education and experience requirements. 8. 3.3 Any employee in the County service who has successfully completed his probationary period may be transferred. An employee interested in a position listed on a Job Posting List (Article II Section 2.3) should make his interest known by completing an Application for Job Posting and submitting it to the Personnel Department before the established closing date according pro- cedures established in Internal Recruitment. Lateral transfers may be initiated by the County or by the employee. 8. 4 Employees will be provided every reasonable means to succeed on their jobs and will be given opportunities to prepare themselves for full use of their talents and potential. On-the-job training will be provided to prepare employees to meet the full requirements of their new jobs. 8.5 If the employee would like to discuss career goals/opportunities, they should contact the Orange County Personnel Department. ARTICLE III CONDITIONS OF EMPLOYMENT 26 1. 0 THE WORK WEEI, 1. 1 The standard work week shall be from 12:01 A.M. Monday until 12:00 P.M. on Sunday, a time span of seven (7) consecutive twenty-four (24) hour periods. err.' 1.2 The standard work hours shall be from 8:00 A.M. � until 5:00 P.M. with one hour for lunch. Excep- C jS tion: Law enforcement officers and Emergency • Services employees' work schedule shall be estab- lished by the respective department head and approved by the County Manager. 1.3 Full-time employees normally work five (5) eight (8) hour days per week. l5 1.4 Employees in administrative, professional, mana- gerial positions shall work the number of hours l•' necessary to assure the satisfactory performance of their duties. 1.5 When the activities of a particular department require some other schedule to meet work needs, the County Manager may authorize a deviation from the normal work schedule. fi 2.0 ATTENDANCE RECORD 2. 1 Each department head shall be responsible for the attendance of all persons in his department and shall keep complete attendance records. 2.2 Attendance records (time sheets) are to be main- tained on a daily basis for all employees. They are to be signed by the employee, and certified by the department head. Falsifying a time sheet is grounds for disciplinary action and/or dismissal. 2.3 Regular attend -nee is essential to department operations. Employees are expected to be present and on time as scheduled. 2.4 If an employee must be absent from work, he/she must notify the supervisor within thirty minutes of the scheduled starting time. This will help the supervisor in the difficult and time-consuming task of finding a replacement or in rescheduling work, as necessary. 2.5 Lateness and absenteeism interfere with department objectives and may result in appropriate and reasonable disciplinary action. 2.6 Unauthorized or unreported absence shall be consi- 27 dered absence without leave, and deduction of pay shall be made for period of absence. 2.7 Three (3) consecutive working days of absence without authorized leave may be considered by the department head as a resignation from County service. Employees in such cases will be dropped from the payroll and terminated. 2.8 The County customarily allows two fifteen (15) minute break periods during a regular eight-hour work schedule. The first mid-morning and the second mid-afternoon. 2.8. 1 The supervisor schedules break periods . according to the needs of the department. 2.8.2 A break period may not be used to extend a lunch hour. 2.8.3 Break periods may not be used as "leave" or to offset absences during scheduled work time. 2.8.4 Break periods are considered as Hours Worked when completing the Employee Time Sheet. 2.9 One hour is the customary length of a meal period for full-time or part-time employees working more than a four-hour daily work schedule. 3.0 OVERTIME AND COMPENSATORY LEAVE 3. 1 Supervisors shall arrange the work schedules of their employees so as to accomplish the required work within the standard work day. Overtime work shall be considered work performed by an employee which exceeds the established work week of the employee. 3.2 Sick leave, annual leave, petty leave, leave without pay, or holidays does not count when computing hours worked in a particular work week. 3.3 Overtime work must be approved by and directed by the department head or the authorized representa- tive of the department head. Unapproved work performed during non-work hours, including time prior to the start of the work day, during the lunch period, and after the work day has concluded - including taking work home, is not considered overtime. 3. 4 Overtime opportunities will be distributed as equally as practicable among qualified employees in the same job classification, department and shift without regard to age, sex, race, color, 29 creed, religion, national origin, or physical handicap. 3.5 Employees required to work overtime may be compen- sated with time off or paid for such overtime on the basis of one end one-half Cl 1/2) times the overtime hourE worked provided that: 3.5. 1 The work is of an unusual, unscheduled or emergency nature and is directed by the Department Head or the authorized representative of the Department Head. Department Heads will be held accountable and therefore, must assure that the work falls within the above stated paramenters. 3.5.2 Compensatory time shall be granted whenever feasible and it shall be taken within two pay periods from the time that it is earn- ed. More specifically, it is necessary that all accumulated compensatory time be documented and records to that effect be maintained. Therefore, effective immediately the pro- cedure for maintenance of these records is as follows: Submit to the Personnel Department, by the second working day of each month, a record of all authorized compensatory time. This record must include - purpose of the over- time, number of hours earned, and number of hours taken by each employee. Forms for recording this time may be secured from the = Personnel Department. Department Heads must assure that the employeet are permitted to take the time earned in accordance with this provision. All compensatory time earned, date forward, i and not taken within the two pay period limit will be purged from the record. 3.5.3 Orange County does not budget for payment of overtime hours worked. It is our prac- tice to compensate employees required to work overtime with time off. Therefore, only in exceptional circumstances will the County Manager authorize payment for over- time hours. Exceptional circumstances, for purposes related to payment for overtime hours, must meet the following criteria: 1. Current compensatory balance for the department and/or, the employee indicates that it is unreasonable that time off can be granted in accordance with the two pay period; r. 29 2. Surplus funds must be available in the Personnel Service Account of the depart- ment. 3. Department Heads must secure Briar approval of the Manager before authorizing employees to work on the basis of a cash payment for overtime. 3.6 A record of all overtime work authorized shall be approved by the department head and recorded on the employee's time sheet appropriately. The time sheet must be signed by the employee and certified by the department head. Such record must be preserved by the Personnel Department for a period of two complete fiscal years. If the County Manager has granted pay for overtime, a copy of the time sheet should accompany a Personnel Action and Payroll Form in request for payment, to the Personnel Department. 3.7 Compensatory time must be exhausted before annual leave is taken. No employee shall be paid for any accrued compensatory leave at separation. (See Article IX. Section 7.3) 4.0 LEAVE WITHOUT PAY 4. 0 Permanent full-time or probationary county em- ployees may be granted leave without pay for up to one year by the County Manager. 4. 1 Part-time and temporary employees will be granted leave without pay, if necessary while on Worker's Compensation Leave. 4.2 Leave may be approved for personal or family illness or disablity, completion of education, or special work that will permit the county to bene- fit by the experience gained or the work performed 4.3 Employees must apply for leave without pay in writing to his supervisor. 4.4 The employee must return to duty within or at the end of the time specified by the County Manager. Failure to report at the expiration of leave, unless an extension has been requested, will be considered a resignation. 4.5 If an employee desires to go on leave without pay due to personal disability, he may use accumulated sick leave first, unless he is drawing Worker's Compensation payments. A physician must indicate in writing the dates that disability actually begins and ends. tlt; 30 4.6 Upon his return to work, the employee will be reinstated to his previous position or one of like classification, seniority, and pay, unless such a position is no longer available due to budgetary reduction in staff. 4.7 An employee in the process of using all accumu- lated leave will continue to be in a leave earning capacity and be entitled to holiday; however, once all leave is exhausted, holidays, vacation and ,ick leave accumulations will cease and the em- ployee will be carried on the payroll in a non-pay status. 4.8 An employee on leave without pay shall assume his insurance premium costs under the county' s group insurance policies. Payment should be made to the payroll clerk. 4.9 An employee will retain all unused annual, sick and petty leave while on leave without pay, except that petty leave unused by the end of a calendar year will be lost. 5.0 OUTSIDE/DUAL EMPLOYMENI AND SOLICITATION The work of the county will take precedence over other occupational interests of employees. Other employment shall not be so demanding in time and energy that the employee is unable to maintain an acceptable level of perfomance in the county' s service. 5. 1 All outside employment for salaries, wages, or commission and all self-employment must be re- ported to the employee' s supervisor. The County Manager will review such employment to determine the county's liability. 5. 1. 1 Abuses such as leaving work early, the use of county equipment to conduct personal • business, being sluggish or sleeping on the job due to outside employment will not be tolerated. 5. 1.2 Employment with firms, offices, businesses, ? agencies, and including self-employment, that clearly gt71:71t, with will be grounds for punitive action including termination. 5.2 An employee cannot be additionally "employed" by another county department without advance review ; and approval by the County Manager. 5.2. 1 An employee's work in another department -7 without advance review and approval by the County Manager is prohibited by the 31 County' s Pay Plan and State and Federal Tax regulations. 5.3 Solicitation of County employees during work hours shall be prohibited unless expressly authorized in advance by the Manager. 5.3. 1 Collections and solicitations by county employees is prohibited. County employees engaging in this activity, receiving sala- ries , wages, or commissions will be sub- ject to the provisions of outside employ- ment as outlined in Section 5. 1. 5.3.2 Any violation of this section shall subject such employee to dismissal or other disci- plinary action. 6.0 POLITICAL ACTIVITY Every employee has a civic responsibility to support good government by every available means and in every appropriate manner. Each county employee may join or affiliate with civic or political organizations in accordance with the Consitution and laws of the State of North Carolina and in accordance with the Constitu- tion and laws of the State of North Carolina and in accordance with the constitution and law: of the United States of America. However, no employee shall: (a) use his official authority or influence for the purpose of interfering with or affecting the result of an election or a nomination for office (b) directly or indirectly coerce, attempt to coerce, command or advise any other em- ployee of the governmental unit to pay, lend, or contribute anything of value to a party, committee, organization, agency or person for political purposes; (c) be required as a duty of his office or employment as a condition for employment, promotion, or tenure of office to contri- bute funds for political or partisan purposes; (d) use any supplies or equipment of the governmental unit for political purposes; or (e) be removed from employment for reasons other than provided in this section. 6, 1 Any violation of this section shall be deemed improper conduct and shall subject such employee to dismissal or other disciplinary action by the appointing authority. 32 { 7.0 GIFTS ANR GRATUITIES 7. 1 Any employee shall not accept gifts, gratuities or loans, whether in the form of service, or promise from organizations, business concerns, or indivi- duals with whom he has contact while on official business of the County. 7. 1. 1 An official or employee of the county shall not accept any gift, favor, or thing to value that may tend to influence him in the discharge of his duties. 7. 1.2 An official or employee of the county shall not grant in the discharge of his duties any improper favor, service, or thing of value. 7.2 These limitations are not intended to prohibit the acceptance of articles of negligible value which are distributed generally, not to prohibit employ- ees from accepting social courtesies which promote 1 good public relations, nor to prohibit employees from obtaining loans from regular lending institutions. 7.3 Inspectors, contracting officers, enforcement officers, and other employees should guard against contacts which might be construed as evidence of favoritism, coercion, unfair advantage or collusion. 8.0 SAFETY,. CONDUCT AND REREORMANCE It is the objective of this county to conduct all operations as safely and efficiently as possible. All county employees should practice supply economy, energy conservation, security of county equipment and property and all safety procedures. � t 8. 1 Accidents involving injuries of County personnel using County equipment shall be reported immedi- ately, as appropriate, to the employee's immediate =.. supervisor. If the accident involves a County- owned and operated vehicle, the report shall be filed fully and completely as required by the July 1, 1977 Board of Commissioners resolution concerning County-owned vehicle accidents. 8.2 In the case of vehicle operations, county drivers will be required to own a valid N.C. Driver's license. County drivers will be expected to follow the principles of "Defensive Driving", to I �! drive so as to prevent accidents in spite of the incorrect action of others and in spite of adverse • driving conditions. S+. 7,_ 33 4 8.2. 1 Operating a county vehicle in an unsafe and unlawful manner may result in termination. 8.2.2 The theft of, destruction, or abuse to county property may result in immediate termination of employment. 8. 3 The County makes reasonable efforts to provide safe, healthful working conditions, the County is genuinely interested in the health of all employees. In accordance with legal requirements: 8.3. 1 Employees must keep their work areas clean and orderly. 8.3.2 Employees should be watchful for unsafe conditions and unsafe practices in the work place, they should be reported to your supervisor immediately. 8.3. 3 Employees should use prescribed safety equipment to protect themselves and fellow employees and to safeguard County equipment and property. In designated areas, please wear safety glasses, shields, gloves and ear protection. 8.3. 4 The following are prohibited: - horseplay - fighting - running - firearms - intoxicants - jumping from platforms - unsecured or loose clothing 8.3.5 Employees will not be permitted to report to work while under the influence of a prescribed drug that impairs mobility, judgment, or job performance. 8.3.6 The possession or consumption of aicholic beverages while on County property is prohibited. Violations will result in termination. 8.3.7 The possession or consumption of illegal, controlled drugs while on County property is prohibited. Violations will result in termination. 8.3.8 Firearms or any other weapons are not permitted on County property. Violations will result in termination. 8.3. 9 Clothing must conform to safety require- ments and codes of good moral taste. 34 8.3. 10 Report any on-the-job accident or injury, no matter how slight, to your supervisor immdiately. If treatment is required, your supervisor will instruct you on the proce- dures to take in filing a worker's compen- sation report, and seeking medical attention. 8.4 The County expects conduct on the job to be governed by good judgment amd consideration for others. It is important that each employee's conduct and performance support and advance the County and department goals. 8.4. 1 Deviation from socially acceptable conduct during working hours are contrary to County policy and therefore are grounds for ter- mination. Such includes: using excessive or abusive profane, obscene or derogatory language, gambling on the job, sleeping during work time, etc. 8.4. 2 Employees should inform their family and friends that they should attempt to reach them only for emergencies. 8.4. 3 Failure to report out (leaving the work area or county property) could result in disciplinary action. All employees are required to remain in their assigned work areas or departments during working hours unless specifically excused by their super- visor. Leaving County premises without permission may result in termination. 8.5 Bulletin boards in departments are used to post important notices and employee information. Use of these boards (including distribution of pamph- lets, letters, posters, etc. ) without the Mana- ger's approval is prohibited. 8.6 Changes of name, address, and other employment information should be reported to your supervisor. 8.7 Performance of all jobs in an efficient and acceptable manner is expected and required. Good job performance after the six month probationary period is expected and required for continued employment. 8.8 Orange County expects and requires that regular and punctual attendance is a condition for contin- ued employment. Abusing leave privileges will result in termination. 8.9 Employees should maintain harmonious, cooperative relationships with other County employees. mosimmemw 35 8. 10 Employees should observe other extablished rules, policies, regulations, practices and procedures py ;`y applicable to County employment. 8. 11 POLICY STATEMENT ON SEXUAL. HARASSMENT In this organization, sexual harassment is defined as: ' 8. 11. 1 Unwelcomed or unwanted sexual advances. This means patting, pinching, brushing up against, hugging, cornering, kissing, fondling, or any other similar physical contact considered unacceptable by another individual. 8. 11.E Requests or demands for sexual favors. This includes subtle or blatant expecta- tions, pressures, or requests for any type of sexual favor accompanied by an implied or stated promise of preferential treatment or negative consequence concerning one' s ki employment status. xv: 8. 11. 3 Verbal abuse or kidding that is sex-ori- ented and considered unacceptable by another individual. This includes comment- ing about an individual's body or appear- ance where such comments go beyond cour- tesy: telling "dirty jokes" that are clearly unwanted and considered offensive by others: or any other tasteless, sexually oriented comments, innuendoes or actions that offend others. 8. 11.4 Engaging in any type of sexually oriented conduct that would unreasonably interfere with another's work performance. This includes extending unwanted sexual atten- tions to someone that reduces personal productivity or time available to work at 1 assigned tasks. 8. 11.5 Creating a work environment that is intimi- dating, hostile or offensive because of unwelcome or unwanted sexually-oriented conversations, suggestions, requests, demands, physical contacts or attentions. 8. 1E Normal, courteous, mutually respectful, pleasant, non-coercive interactions between men and women that are acceptable to both parties is not consi- dered it to be sexual harassment. 8. 13 This organization will not tolerate sexual harass- memt of it' s employees by anyone - supervisors, other employees or clients and customers. Sexual harassment is an insidious practice. It demeans individuals being treated in such a manner. It creates unacceptable stress for the entire organi- 36 zation. Significant costs are involved. Morale is adversely affected. Work effectivemess de- clines. Persons harassing others will be dealt with swiftly and vigorously. 9.0 TRAyEL 9. 1 Policy Vehicles owned by the County will be provided for full-time permanent County employees for official County business. ha 9. 1. 1 The provisions of this article will be applicable also to County Attorneys, Commissioners, members of advisory or special boards, and other employees or officials designated by the Commissioners. 9.2 ' Procedure Travel on official County business out-of-state or requiring an overnight stay must be authorized by the Manager, except that out-of-state travel by the Commissioners, the County Manager, County Attorneys, and members of advisory or special boards must be approved by the Board of County Commissioners. All other travel within the state by a County employee must be approved by the ti employee' s department head. 9.2. 1 A request for travel must describe the travel requested, the purpose of the pro- posed trip, the period of time away from the County, and approval of the depart- `° ment head, if applicable, or of the County Manager or the Board of County Commis- sioners. 9.2.2 County employees and officials traveling away from the County on official business will be reimbursed as follows: (a) travel by official vehicle, Orange County pays total cost of operation and maintainance; (b) travel by personal, twenty-two ($.22) per mile (c) travel by public conveyance with the prior approval of the Manager, the actual cost of the fare, not to exceed the rate of "coach" fare; and (d) mileage for travel will be paid for the • shortest usually traveled route. 1 9. 2. 3 Travel - Room, Board and Special Expenses 4 ' , 37 (a) living expenses other than meals will be authorized only for trips where the destination is in excess of 40 miles from your workplace and is lasting overnight or longer; (b) employees and officials will be ex- pected to commence the return to Orange County as soon as practical after the conclusion of their business; (c) room and board expenses incurred by personal traveling away from Orange County on official business will be reimbursed no to exceed $45 per day for lodging, $15 per day for meals and gratuities. Provided, however, confer- ence sponsored meals and lodging ex- penses will be reimbursed in full ; (d) employees and officials will be reim- bursed for the actual cost of special expenses paid by them from their per- sonal funds, such as registration fees and other related expenses; (e) carpooling and the use of County-owned vehicles is hereby encouraged. A 9.3 The employee shall keep an accurate record of all expenses. No reimbursement will be paid without a completed Travel Expense Statement, signed by the employee and approved by the department head. Receipts, as required, must be attached to the Travel Expense Statement. 9. 4 The employee shall keep an accurate record of his time of departure to and from destination, and his time of return. 9.5 Participation in official out-of-town business meetings, authorized training courses, and author- ' ized professional conferences is "time worked" for the purpose of computing overtime or compensatory leave. 9. 6 Employees of the county absent from the county on official business, or in training courses or professional meetings, with authorized approval, will be covered by worker's compensation insurance in accordance with the North Carolina Worker's Compensation Act and the County's Worker' s Compen- sation Insurance Policy. ARTICLE IV EMPLOYEE BENEFITS gammommegma — ' 38 1.0 WORKERS COMPENSATION LEAVE When the employee is injured in the course of perform- , ing duties related to the job, benefits are available under the North Carolina Worker' s Compensation Act. This benefit is available to all full-time, part-time count employees. 1, 1 All injuries arising out of and in the course of employment should be reported by the employee to immediate supervisor as soon as possible. The supervisor and/or department head shall file an accident report to the Personnel Department within 24 hours of the time of the accident. 1. 1. 1 Injuries resulting in a minimum of seven work days, the employee must go immediately on leave without pay. The employee will receive all the benefits for which he may be adjusted eligible under the Worker's Compensation Act. Employee will receive weekly benefit payments from the County's i-nsurance company. 1.2 Before returning to work a Physician' s Certifiate ; as to the employee's capacity to resume his/her duties is mandatory. 1. 3 Upon reinstatement, an employee will have his salary computed on the basis of his last salary plus any merit increment or other salary increase to which he would have been entitled during his disability covered by Worker's Compensation. An employee will retain all accumulated sick, annual and petty leave while drawing Worker's Compensation payments in a leave without pay status, except that petty leave unused by the end of a calendar year will be lost. 2.0 SOCIAL SECURITY Orange County will comply with the Federal Social Security Laws by matching it's employee's deductions with equal payments to the system. 2. 1 If an employee serves under Federal appointment and is required to contribute to both the Civil Service Retirement System and the Local Governmental Employee's Retirement System, the employees will be exempt and will not have Social Security Contributions withheld from his pay. 3.0 ADMINISTRATIVE LEAVE 3. 1 During periods in which the Manager deems it advisable for an employee not to report to work, such days in which adverse weather conditions make travel extremely hazardous, the affected employees may be granted an administrative leave of absence at full pay. 3.2 In situations involving inclement weather, heavy snow storms or other unusual conditions affecting all or a majority of County department and/or their operation, it is incumbent upon the department heads to insure that his/her department is opened to the public at the usual time unless he/she has received prior notification to the contrary from the Manager's Office. If for any reason it is impossible to open an office or department at the regularly scheduled time, the Manager's Office must be notified of the situation as soon as possible. 3.3 Departments shall remain open for the full scheduled work shift unless authorization for late start-up (usually announced over the radio) or early closing or other deviation is received from the Manager's Office. Sufficient notice will be given in either event. Employees who of their own violation leave work before an official early closing time has been announced will be required to use earned annual leave. 4.0 HOLIDAYS It shall be the policy of Orange County to grant compensation for absence on certan holidays proclaimed by the Board of Commissioners as holidays. 4. 1 Employees appointed, full-time permanent, part- time permanent, or in probationary status, shal receive their regular compensation for the following holidays, or any other day proclaimed by the Board of Commissioners as a holiday: New Year's Day Labor Day Easter Monday Thanksgiving Day Memorial Day Day after Thanksgiving (in lieu of Veterans Day) Independence Day Christmas (3 days) 4.2 Part-time hourly, and temporary employees appoint- ed for six months or less are not eligible for regular compensation on holidays. 4.3 The holiday schedule is issued on a calendar year basis to each Department Head. Department Heads shall post and advise employees of the holiday schedule. 4.4 Holidays which occur during an employees sick leave or vacation leave shall not be charged as sick or vacation for such days off. 4.5 Employees must be on pay status the day before and the day after the observed holiday in order to receive compensation for holidays. masommangamiiimm ..„_ ' 0 40 66 Y 4.6 An employee absent without authorized leave on the work day preceding and/or the work day following a y' day observed as a holiday, shall not receive �- regular compensation for the holiday. - 4. 7 When a holiday falls on a Saturday or a Sunday, 1 T Monday will be observed as a holiday. #3: 4.8 Any employee required to perform work on a t° designated holiday, shall receive time off at the t' t rate of 1 1/22 times the total number of hours s worked in addition to regular pay. This time off fir' should be used within the calendar month earned `: and will not be carried over to another month, and r will not be allowed to accumulate. 0`'. 4.9 Holiday hours will not be paid to an employee at 3>< termination. (See Article IX.7.3) '• 5.0 VOCATION 1 EAVg 4� tF All employees in the County's service, except part-time hourly and temporary employees appointed for six months or less shall earn vacation leave 1 according to their regular work week schedule and the number of years of County service: 4 1( : 1 5. 1 An employee earns vacation leave during any month in which he/she works at least the work days r within that month. 5.2 All vacation leave will be leave with pay. 5.3 Vacation leave should be used for rest and relaxa- tion. Vacation leave shall be approved in advance by the department head. Each department head shall strive to schedule vacation without r decreasing the operating efficiency of the office. - At least five (5) consecutive days of vacation i 41 each year is recommended to insure shared respon- sibility and job duties. 5.4 Vacation leave may be used for sick leave pur- poses, only when sick leave is exhausted. 5.5 Vacation leave should be used, for absences due to E . ; adverse weather conditions if the County Manager is; F does not authorize the use of administrative leave; and for funeral leave of distant relatives. 5.6 Vacation leave may accumulate to a maximum of thirty (30) days or 240 hours. When the maximum has been accumulated, no additional vacation leave will be earned until some of the accrued leave is taken. Note: Employees with more than thirty (30) days accumulated vacation leave on September 3, 1981, shall be required to use that portion of annual leave accumulated in excess of thirty (30) days on or before September 3, 1984. For these employees, any such leave earned must be used in the month earned or be permanently lost. Any unused accumu- lated annual leave in excess of thirty (30) days on September 3, 1984 shall be permanently lost for z all purposes. 5.7 Annual vacation leave may be taken with the appro- val of the department head, provided that no employee may take less than one-half day increments. 5.8 Upon submission of an employee's resignation, , he/she will be paid for vacation leave accumulated to the date of separation. Vacation pay will not y exceed a maximum of thirty (30) days or 240 hours. I 5.5 At the time of separation, if an employee has taken more vacation leave than earned, he must pay the county for all extra leave taken. ti 5. 10 For involuntary separation due to failure in per- t` formance of duties, or personal conduct, accumu- lated annual leave may be paid, given the circum- stances of each employee's case at the discretion of the County Manager. 5. 11 Accumulated vacation leave payments will be made to the estate of a deceased employee for all ac- cumulated vacation leave, not to exceed thirty (30) days or 240 hours. 6.0 SICK LEAVE Sick leave is a privilege granted by the Board of Coun- ty Commissioners, it is not a right which an employee may demand. Sick leave should not be abused, it is to be used as insurance for salary continuation in the event an employee is sick. 6. 1 Sick leave with pay will be granted to an employee if he is absent from work for any of the following reasons: (a) personal illness or injury; (b) personal physicals, examinations, or treat- ment; Cc) quarantine; and (d) illness of spouse, child, or other member of the immediate family living in the same household, which requires the care of the employee. 6.2 An employee who is unable to attend work due to any of the reasons listed above, must inform his immediate supervisor during the first half-hour of work on the day or illness. Sheriff Deputies, Emergency Medical Services employees, and Sanita- tion Department employees, or other County employees as necessary, must notify supervisor of illness prior to time scheduled to go on duty in accordance with departmental operating prodedures. 6. 3 The county may require a physician's certificate concerning the nature of the illness and the employee's physical capacity to resume his duties for each occasion on which an employee uses sick leave. The employee's department head will be responsible for the application of this provision so that there will be no abuse of sick leave privileges. 6.4 Failure to report illness and improper use of sick leave will result in loss of pay and/or other disciplinary action. 6.5 For sickness in the employee's immediate family requiring more than three (3) days absence, spe- cial permission must be obtained from the County Manager, considering the department head's recommendations. 6.6 Full-time permanent and part-time permanent employees will earn sick leave according to their regular work week schedules 6.7 An employee earns sick leave during any month in cs-xxxxxon. 43 which he/she works at least one-half the work days within that month. 6. 8 An employee with permanent status, who terminated employment on good terms with the County may be reinstated and returned the unused portion of his accrued sick leave if he is reinstated within one year of termination date. This is contingent upon the County Manager's approval. 6.9 No employee shall be paid for any accrued sick leave at separation; however, if he has taken more sick leave than earned, he must pay the County for all extra leave advanced. (See Article IX. Section 7.3) 6. 10 A new employee may transfer up to 15 days of sick leave from another local government, or state agency within the state of North Carolina, upon the recommendation of the department head and with the approval of the County Manager. 6. 11 Absences for a fraction or part of a day that are chargeable to sick leave in accordance with these provisions shall be charged proportionately in amounts not smaller that one-half increments. 6. 12 Sick leave will be cumulative for an indefinite period, and there will be no maximum amount of sick leave which may be accumulated. 6. 13 Holidays or regulary scheduled days off which occur during an employee's sick leave shall not be charged as sick leave for such days off. 6. 14 Each department head is responsible for maintain- ing supporting records, and shall be responsible for the application of these provisions to the end that (1) employees shall not be on duty when they might endanger their health or the health of other employees, (2) when due to temporary disability or illness the employee cannot perform duties re- quired of the job, and (3) there shall be no abuse of sick leave privileges. 6. 15 Extended Sick Leave in addition to that earned may be granted with the approval of the County Manager. Sick leave may not be advanced during a leave without pay status. Extended sick leave will be granted to an employee according to tenure of service set forth below: (a) Employee with one (1) to four (4) years of service may be granted up to three (3) cal- endar months of sick leave with pay; (b) Employees with five (5) to nine (9) years of service may be granted up to six (6) calendar months of sick leave with pay; (c) Employees with ten (10) or more years of Y service may be granted up to twelve (12) calendar months of sick leave with pay. 7.0 HEALTH INSURANCE It is the policy of Orange County to provide its full- time permanent and part-time permanent employees with group health insurance with the option that an employee may include his child and/or family (spouse and all dependent children) at cost to the employee. 7. 1 Coverage will begin on the first day of Yfe,, employment. 4�f 7.2 Upon retirement, an employee may continue coverage an the group plan if he agrees to pay the premium to the County by the 1st of each month. Mfr_ 7.3 Terminated employees may elect to continue their group benefits for three months following termi- nation, if the employee: 1) had at least three consecutive months of coverage prior to termina- v tion; 2) makes a written request to the County Manager; and 3) pays to the County, in advance the full monthly group rate prior to the date the group insurance would have otherwise terminated. 8.0 UNEMPLOYMENT INSURANCE N.C. State Unemployment Compensation funds are financed in part by employer contributions. Orange County, therefore pays the required premium for your financial protection in the event you should become unemployed. 1 8. 1 To be eligible for benefits, workers must be un- employed through no fault of their own. If an employee is fired for cause, benefits may not be available as stated in North Carolina Law. 9.0 RETIREMENT Membership is mandatory for full-time permanent and part-time permanent employees. Employees become a member of the North Carolina Local Governmental Employees' Retirement System on the date of hire if the duties require the employee work at least 1,000 hours a year and the employee is under age 62 at the date of hire. VESTED RIGHT - After five (5) years of service, employees are eliglible for monthly retirement benefits based on salary, age and years of service. SERVICE RETIREMENT WITH 30 YEARS - After 30 or more years of creditable service, an employee is eligible for unreduced service retirement. An employee must not 45 work nor be paid in advance for work during the month following the effective date of retirement. SERVICE RETIREMENT AT AGE 65 - At age 65 or thereafter an employee is eligible for unreduced service retire- ment, with at least five (5) years of service. POST RETIREMENT INCREASES - After retirement, an employee may become eligible for increases that become a permanent part of your retirement benefits. 9. 1 DISABILITY Disability benefits are available after five (5) years of service, should the employee become permanently disabled, mentally or physically, for the further per- , formance of duty as certified by the Medical Board of the Retirement System, upon written application to the Board of Trustees, be retired on a disability retire- ment allowance. This allowance is calculated as a service retirement allowance based on the average final compensation prior to retirement and the years of ser- vice the employee would have had at age 65. 9.2 DEATH BENEFIT Death benefit is paid the beneficiary if death occurs in active service after one year of service. The bene- ficiary would be paid a death benefit equal to the compensation earned and on which contributions were made in the previous calendar year, or the compensation earned and on which contributions were made in the le months preceding the month of death, whichever is greater, subject to a maximum of $20,000. If death occurs within 90 days after the last day of actual service, the death benefit would be payable; or, if he/she had applied for and were entitled to receive a disability retirement allowance, the death benefit would be payable, provided the disability retirement allowance had not been discontinued or revoked during I ' the one year period. In case of resignation or ter- 1 mination, last day of actual service is the last day actually worked; in all other cases, the date on which sick and annual leave expires. 9.3 MANDATORY RETIREMENT AGE It shall be the policy of Orange County that retirement is mandatory for all employees no later than the first' day of the month immediately following the employee's 70th birthday. 9.4 TeX SHELTERING OF RETIREMENT CONTRIBUTIONS Effective July 1, 1962, Orange County elected a method of tax sheltering of member contributions to the Re- tirement System. This is funded by the same six per- - cent (6%) retirement contribution deducted from a mem- ber's gross salary. Using this arrangement, there is 46 no additional cost to an employer. The Retirement 7tZi41L =1: : MdttPmgYt 21ee01 : t credit the in of an Retire- ment System. Also, the Retirement System would con- tinue to recongize an employee' s full salary for pur- poses of compensation. Should an employee terminate • and request a refund, the total of contributions bath before and after the election would be refunded. Upon a refund, the System will report to the Internal Re- venue Service an employee's contributions made after the election of the pick up as taxable income in the • year of the refund. At retirement, an employee will have to pay Federal and State income tax on all amounts received over and above the contributions made prior to he date of election to tax shelter the contributions. This tax sheltering arrangement is available only to members of the North Carolina Local Governmental Employee's Retirement System. the arrangement is not optional. 9.5 LAW ENFORCEMENT OFFICERS' RETIREMENT Effective January 1, 1979, all new law enforcement officers will become a member of the North Carolina Local Governmental Employees' Retirement System. Of- ficers participating in the Law Enforcement Officers' Benefit and Retirement Fund prior to new employment will be able to continue their membership. 9. 6 SEPARATE BENEFIT FUND FOR LAW ENFORCEMENT OFFICERS t ONLY If an employee dies while an active member of the SSep- arate Benefit Fund, a death benefit of $5,000 is paid to the designated beneficiary. To qualify the employee must be an active member for six (6) months or the employee' s death is accidental, regardless of length of service. To become an active member, the employee must be under age 55, in active service and have completed and returned a written application form. Retired members of the Separate Benefit Fund benefi- ciaries will receive a death benefit of $3,000. To be eligible for this benefit, the employee must have been an active member of the Saparate Benefit Fund with at least 20 years of creditable service or retired because of total and permanent disability with at least ten (10) years of creditable service or line-of-duty disability. 9.7 ACCIDENTAL DEATH BENEFIT FOR LAW ENFORCEMENT OFFICERS ONLY The accidental death benefit automatically protects the employees survivors if the employee should die in an on-the-job accident. The accident must occur while the employee is performing duties as an officer. zumeamir In addition, the employee's surviving spouse, parent, or other relative will receive $1,000 for burial ex- penses. Each of the employee's dependent children under 18 (or over, if incapable of earning a living) will receive $200. The employee's surviving spouse will receive $5OO. If the employee has no surviving spouse, the Board may distribute the $5OO to the employee's other eligible family members. Under the accidental death benefit, the total amount of payments to the employee' s survivors cannot be greater that $2000. 9.8 A LINE-OF-DUTY DEATH BENEFIT , FOR LAW ENFORCEMENT OFFICERS ONLY $26,000 administered jointly by the North Carolina Industrial Commission and the State Auditor. $50,000 from the Federal Law Enforcement Assistance Administration. 9.9 LUMP SUM DEATH BENEFIT (FOR LAN ENFORCEMENT OFFICERS) See Section 9.2 Death Benefit, this Article. 10.0 PETTY LEAVE 10. 1 An employee of the County will be granted seventy (70) minutes per month or fourteen (14) hours per year petty leave with pay over and above sick leave or vacation leave, with pay. Petty leave may be taken in increments of fifteen (15) minutes up to a maximum of two (2) hours, with the per- mission of the department head. (Full-time and part-time permanent employees only. ) 10.2 Any leave taken above 2 hours will be charged to vacation, sick leave, or leave without pay as may be appropriate. 10.3 Petty leave not taken by the end of each calendar year will be lost. Petty leave will not be allowed to accumulate from year to year. 10.4 Records of petty leave must be kept on the depart- ment level. 10.5 Petty leave may be granted for personal matters which cannot be transacted outside of office hours (i.e. , time lost reporting to work, medical and legal appointments, and absences due to adverse weather conditions). 10.6 Petty leave hours cannot be advanced to an employee, it can only be taken as earned. 10. 7 Petty leave hours will not be paid to an employee at termination (See Article IX. Section 7.3) pH , 48 11.0 FUNERAL. LEAVE 11. 1 Funeral leave may be used for death in an employee's immediate family, but may not exceed three consecutive days for any one occurence, the last day being the day after the funeral. Funeral leave with respect to distant relatives may be taken from vacation leave. (Full-time and part- time permanent employees only. ) 12.0 CIVIL LEAVE All county employees are eligible for Civil Leave with pay during regularly scheduled work time for certain court duty. 12. 1 Jury Duty - The employee called for jury duty is paid for regularly scheduled work time and is entitled to any fees received by the courts for this duty. The employee will not have to report to work that day. (Second shift employees do not have to report the night following a day of jury , duty. Third shift employees do no have to report the night before a day of jury duty. ) 12.2 Witness duty (not work-related) - The employee may be paid for regularly scheduled work time during which he or she is subpoenaed to appear as a wit- ness and remits any fees received to the County. The employee may elect to take vacation leave with S. pay, if any, and keep any fees received. 12. 3 Civil Leave is not granted far an employee's appearance (not work-related) in court as a plain- tiff or defendant. 12.4 Time spent on official County duties in court is work time and Civil Leave does not apply. Employees must turn over to Orange County any fees awarded by the courts for court appearances in connection with their official duties. I , 12.5 Civil Leave needs to be reported to department heads at the time notice is received. A depart- ' ment head may request a copy of the notice as needed to verify an employee's attendance in court. 13.0 MATERNITY LEAVE Maternity leave shall be granted when the employee desires to be away from work due to pregnancy, child- birth and recovery therefrom, and related conditions. Maternity leave is available to full-time permanent, and part-time permanent employees. 13. 1 In accordance with the County's policy on Equal Employment Opportunity, females will not be penalized in employment due to pregnancy, mis- =sr ; I 49 carriage, childbirth, recovery, and the time away from work each condition requires. 13.2 Limitation of employment before childbirth is prohibited by Federal authorities: therefore, based on the type and nature of work performed, each department shall be responsible for deter- mining, in consultation with the employee and upon advice she has received from her physician, how far into pregnancy she may continue to work before going on leave. 13.3 The employee shall be granted maternity leave, not to exceed the period of actual need which is typically around six months. 13.4 To receive maternity leave, an employee must apply in writing to her supervisor who in turn presents the request to the County Manager for approval. Once the dates of leave are determined, she is obligated to return to work as scheduled unless herphysician advises against it. In this case, she should notify the County Manager immediately. Failure to do To will be considered a resignation. 13.5 Reinstatement to the same or similar classifica- tion, seniority, and pay must be made upon the employee's return to work, unless such a position is no longer available due to budgetary reduction in staff. 13.6 During the time the employee is disabled she can 1 use any earned sick leave. For any remaining period of disability, or for time prior to and after disability, the employee shall be granted maternity leave. 13.7 The following options are available to an employee going on maternity leave: 1 13.7. 1 The employee may go on leave without pay when she desires to be on leave from work prior to the time of acutal disability. If 1 the employee wished to retain all accumu- lated sick and vacation leave, leave with- out pay may be taken for the entire mater- nity leave period. (see Article III. Section 4) 13.7.2 The employee may use accumulated sick leave for the actual period of temporary disabil- ity. The attending physician's statement will indicate the period of temporary disa- bility. An employee in the process of using accumulated sick leave will continue to be in a leave earning capacity, be enti- tled to holidays, be eligible for merit increments, and be eligible to receive 50 • benefits offered under the County' s group insurance policies. 13.7.3 The employee may use accumulated vacation leave, before going on leave without pay. An employee in the process of using accumu- lated vacation leave will continue to be in a leave earning capacity, be entitled to holidays, be eligible for merit increments, and be eligible to receive benefits offered under the County' s group insurance • policies. 13.7.4 An employee will be permitted to use any combination of the options listed above subject to the approval of the County Manager. 13.8 Adoption - An employee may take a leave of absence when the employee is adopting a child. This will be considered Maternity Leave and it will not exceed a period of six (6) months. Options 13.71 and 13.73 will be available to the employee. • 14.0 PeTERNITY LEAVE • 14. 1 Three (3) consecutive days of paternity leave may be taken by a full-time or part-time permanent or probationary employee upon the birth of his child. This leave must be taken during the child's first week of life. 14.2 An employee adopting a child will be eligible to take three (3) consecutive days of Paternity Leave in accordance with Section 14. 1. He will be eligible to take this leave after the adoption has been finalized, during the first week of receipt of the child into the home. 15.0 MILITARY LEAVE 15. 1 Short Term - A Military Leave is granted upon request, and with essential documentation, to a full-time permanent or part-time permanent employee when he/she requires time away from work because of a mandatory military obligation as a member of the armed forces reserve units. 15. 1. 1 Leave with pay, up to a maximum of 96 (for part-time permanent employees hours will be • pro rated) regularly scheduled working hours in a calendar year, is granted for a mandatory summer encampment. The first day of such leave is the first regularly scheduled workday the employee is absent. The employee retains military pay. 15. 1.2 Leave with pay is granted to members of the Army or Air National Guard ordered to 6,- •r 51 active duty and to members of the Civil Air Patrol performing emergency assignments. 15. 1.3 The employee submits any request for Mili- tary Leave, accompanied by a copy of the military orders to the supervisor for approval as soon as possible after the employee is notified. 15.2 Long Term - A Military Leave is granted upon request, and with essential documentation, to a full-time permanent or part-time permanent employe when he or she requires time away from work becaus of one voluntary enlistment in the active or reserve armed forces. 15.2. 1 Military Leave without pay is granted for up to four years plus 90 days. However, extension is granted for the duration of such service in the event of a national emergency. 15.2.2 An employee who is honorably discharged and reports back to work in a timely way from Military Leave is reinstated to his or her regular position and duties held at the time the Military Leave commenced, as spe- cified in the Veteran's Readjustment Assistance Act. t 15. 3 Reinstatement to the same or similar classifica- tion, seniority, and pay must be made upon the employee's return to work, unless such a position I is no longer available due to budgetary reduction in staff. 16.0 TUITION REFUND PROGRAM AND EDUCATIONAL LEAVE Full-time and part-time permanent employees may be eligible to obtain financial assistance for the purpose of furthering the education and skills of County employees. 16. 1 Employees who are not receiving educational assistance from other governmental sources shall be eligible to apply for assistance under this program. The recipient must be a County employee at the time of refund. 16. 1. 1 The Tuition Refund Program shall be administered by the County Manager. 16. 1.2 All courses shall be eligible when, in the opinion of the relevant Department Head and the Personnel Director, the course will either improve the employee' s ability to do his/her present job or help prepare the employee for a County position which will demand a higher skill or ability level. 52 The initiative for participation in the program must originate with the employee. (Sheriff Department employees taking Law Enforcement related courses are not eligi- ble under this program as they have their own existing program. ) 16. 1.3 All courses must be job related and ap- proved by the department head and the Co- unty Manager. Courses must help the employee in his/her present position or prepare him/her for greater training, skills, or knowledge in a career with the County. Applications may be obtained in the Personnel Department. All approvals for tuition refunds must be obtained in advanc of class enrollment. 16. 1.4 Total costs which the County agrees to • share are limited to $300 in a fiscal year for tuition, fees and books required for the courses. (Activity fees are not reimbursable. ) Receipts for all reimburs- • • able expenses must be attached to the re- quest turned in following successful com- pletion of the course. Verification of a passing grade or successful completion must also accompany the request. (A grade of "C" or "Pass" is required. ) 16. 1.5 Funding for the program shall be available up to the limits established by the County Commissioners and monies shall be disbursed on a fiscal year basis. 16. 1.6 Requests for reimbursement must be made within 30 days of course completion. The employee shall be responsible for obtaining reimbursements. 16. 1.7 Successful completion of the course or degree shall not warrant additional pay. 16. 1.8 All reimbursement checks shall be forwarded to the employee via the Finance Department. 16. 1.9 Expenses for training courses, seminars or workshops shall not be reimbursed under this procedure. See Article III. Section 9. 16. 1. 10 An employee may receive an advance payment of no more than 50% of the tuition costs, (verification of costs must accompany re- quest for advance payment) provided he/she shall agree to repay the County should his employment terminate prior to and/or before a date within one month of course completion -J or should he fail to complete the course as • specified in Section 16. 1.4. S3 16. 1. 11 In the event that repayment is necessary, repayment shall be made to the County by • direct reimbursement or by payroll deduction within two semi monthly periods or a one month period. Authorization for the number. and amount of payroll deductions shall be made by the County Manager. 16. 1. 12 The CountyManager may consult with the relevant Department Heads in determining termination status of an employee and may also enlist the aid of the County Revenue Department in securing repayment. 16. 1. 13 Upon the recommendation of the supervising department head and the approval of the Manager, a leave of absence at full or part pay during or outside of regular working • hours may be granted to permit an employee to take courses of study as indicated in Section 16. 1.2. 16. 1. 14 The procedure and policy for extended edu- cational leave without pay are synonymous with those outlined for . leave without pay. See Article III. Section 4. 16. 1. 15 An employee going on full Education Leave with pay will be obligated to remain employed • with the County for one (1) year following completion of his/her education. 17.0 CREDIT UNION The N.C. State Employee's Credit Union and the Local Government Employee's Credit Union are a cooperative savings and loan institution, organized to promote thrift among its members and to provide a source of credit for worthwhile purposes at least possible cost. 17. 1 Orange County Local Government employees (full- time permanent or part-time permanent) may join the N.C. State Employee' s Credit Union under the following conditions: 17. 1. 1 They were previous members of the N. C. State Employee's Credit Union and maintain an active account, or 17. 1. 2 Their spouse, parents or children are members. 17.2 Orange County Local Governmental employees (full- time permanent or part-time permanent) may join the Local Government Employee' s Credit Union if they are not already being served by another Credit Union. F- , # 54 17. 3 If the conditions listed above exist, the employee may apply for membership at the Credit Union or in the Personnel Department and make the necessary deposit. Upon approval of the application by the Board of Directors of the Credit Union, the appli- cant is entitled to all benefits of membership. 18.0 DEFERRED COMPENSATION The advantages of participation in the County' s De- - ferred Compensation Plan shall be made available to all County employees. 18. 1 Deferred Compensation allows an employee to pay less taxes now in accordance with the Tax Revenue Act of 1978. 18. 1. 1 Orange County has extablished a legally qualified plan. Such plan sets up methods for payroll deductions, for investing your money and crediting it properly, and for providing regular statements of accounts. 18. 1.2 This is not a regular savings account, its primary purpose is to help in retirement planning. Your money may be reimbursed only when you retire or if you terminate your public employment. In severe finan- cial hardship, the money may be paid to you by approval. In event of death, your funds would go to your beneficiaries. Deferred Compensation does not affect in any way any other retirement benefits or Social Secur- ity benefits. 18. 1.3 You may defer no more than 25% of your gross income (up to a maximum of $7, 500) in any one year. 18. 1.4 An employee interested in enrolling may do so by contacting an enrollment representa- tive of the plan. 19.0 LONGEVITY PAY The Longevity Pay Plan is an important part of the County' s program of service appreciation. It recog- , nized the long-term service of full-time permanent, and part-time permanent employees who have completed at least 15 years of continious County service. 19. 1 Longevity is computed by multiplying the em- , ployee' s base annual salary by the appropriate percentage: 15 but less than 20 years - 2. 25% 20 but less than 25 years - 3.25% 25 or more years - 4.50% • 55 19.E The Longevity payment is made in a lump sum on the payday for the pay period in which eligibility date occurs and annually in succeeding years. It is not considered a part of base annual pay for classification or other pay record purposes. 19.3 An employee must be in an active employment status on the date of issuance of longevity paychecks. 19.4 An employee who has officially submitted his/her resignation before the date of issuance of longev- ity paychecks shall not be eligible for longevity f' pay. 20.0 EMPLOYEE RECOGNITION 20. 1 It is the policy of the County to recognize and express appreciation for the long-term service of permanent staff employees, both full-time and part-time. 20.2 This program recognizes the employee's service at five-year intervals beginning with five and ending with 50 years of Aggregate County Service. It provides for greater recognition as the employee' s years of service increase. 20.3 The Service Appreciation awards are as follows: - 5 years: Letter to the employee from the department head expressing the County' s appreciation for the employee's service - 10 years: Letter to the employee from the County Manager • - 15 years: Framed personal Service Appreciation Certificate - 20 years: Induction into the Orange County 20 YEAR SOCIETY at the Annual Service Appreciation Banquet and presentation of a personal engraved plaque - 25, 30, 35, 40, 45 and 50 years: Invitation to • attend the Service Appreciation Banquet in the fiscal year in which the anniversary occurs. 21. 1 EMPLOYEE SUGGESTION Employee suggestions regarding ways in which to improve County services are encouraged and welcomed and can be made without threat or reprisal. If the suggestions lead to cost savings for the County, a cash award may be presented to the employee. 22.0 EMPLOYEE ASSISTANCE PROGRAM 56 Employee assistance and counseling as contracted with a qualified provider on an annual basis. ARTICLE V THE PAY PLAN 1.0 COVERAGE OE THE SALARI PLAN The "Salary Schedule" and "Classes Assigned to Salary Grades" contained in the Position Classification and Pay Survey Report shall be the Pay Plan of Orange County. The Pay Plan shall include all permanent classes of positions included in the Position Classifi- cation Plan. 2.0 MAINTENANCE OF THE SALARY PLAN The Manager shall be responsible for the administration and maintenance of the Salary Plan. The Personnel Director shall provide the Manager with information concerning the general level of salaries paid and fringe benefits provided in surrounding jurisdictions. The Manager shall recommend to the Board of Commis- sioners such increases, reductions, or amendments to the Salary Plan as is necessary to maintain fairness and adequacy of the Salary Plan. 3.0 TRANSITION TO THE NEW PAY PLAN The following four principles shall govern the transi- tion to a new pay plan: 3. 1 No employee shall receive a salary reduction as a result of the transition to a new pay plan. 3.2 All employees being paid at a rate lower than the minimum rate established for their respective classes shall have their salaries raised to step one of the new salary grade assigned. 3.3 All employees being paid at a rate below the maximum rate established for their respective classes shall be paid at a rate listed in the salary schedule; all employees not at a listed rate shall have their salaries raised to a listed rate. 3. 4 All employees being paid at a rate above the maximum rate established for their respective classes shall remain at their present salaries as long as the maximum rate is below the employees' present salaries. When this situation is present, the position will be studied for the purpose of reclassification. 4.0 PAYMENT AT A LISTED RATE 57 All employees covered by the Pay Plan shall be paid at at a listed rate within the salary range established for their respective job classifications except em- - ployees in a "trainee" status, or employees whose present salaries are above the established maximum rate following transition to a new pay plan. 5.0 ENTRANCE AT THE MINIMUM 5. 1 Each new employee shall be appointed at the mini- mum salary of the range which has been established for the classification to which employed except if the new employee does not meet the minimum requirements of the position and qualified appli- cants for the position are not available, the department head may designate as a "trainee" to be appointed at a salary below the minimum but con- sistent with the provisions of the pay plan; 5.2 When the Manager shall determine that there has been a demonstrated inability to recruit at the minimum salary or that an applicant possesses exceptional qualifications (i.e. experience above and beyond that which is required in a job des- 1 cription for a position), the Manager may author- ize the employment of an applicant at a higher rate than the minimum in the salary range. No employee may be hired above the first step without the approval of the Manager. Furthermore, no employee may be hired above the third step without justification to and recommendation of the Mana- ger, with the approval of the Board of Commissioners. 6.0 SALARY OF TRAINEE A new employee who does not meet all of the established qualifications for a position may be appointed with the approval of the County Manager at a "training" salary no mare than two steps below the minimum salary estab- lished for the position. The employee shall continue to receive a reduced salary during the probationary period until the appointing department head with the approval of the County Manager shall determine that the trainee is qualified to assume the responsibilities of the position, or until the end of the probationary period when the employee is either discharged or moved to a listed rate in the salary range established for the position. 7.0 EARNED SALARY INCREMENTS - ESTABLISHMENT and DISTRIBUT- ION Salary increases above the minimum established for each class of positions shall be granted only in recognition of superior or improved performance. 58 If funds -are approved by the Board of Commissioners, each department shall be eligible to receive a share of the salary increment fund in accordance with a plan to be approved by the Manager. In order for a department' employees to be eligible for earned salary increments, each employee recommended for a. merit raise must undergo a Performance Appraisal. The department head shall review all performance appraisals and shall recommend to the County Manager the employees to review the earned salary increments. The performance evalua- tion(s) shall accompany the recommendation and be made a part of the employee(s) personnel file. 8.0 SALARY OF RECLASSIFIED EMPLOYEES An employee whose position is reclassified to a class having a higher pay range shall receive a one-step salary increase or an increase to the minimum step of the new salary range, whichever is higher. However, in no case shall the salary exceed the maximum for the range. An employee whose position is reclassified to a class having a lower pay range shall not receive a reduction in salary as a result of the reclassification 9.0 SALARY OF PROMOTED EMPLOYEE t^4i tt An employee promoted to a position in a class having a higher pay range shall receive a one-step salary increase or an increase to the minimum step of the new salary range, whichever is higher. In exceptional cases upon recommendation of the department head and approval of the Manager, a two step increase may be awarded. However, in no case shall the salary exceed the maximum extablished for the range. ss; 10.0 UNSUCCESSFUL PROBATIONARY PERIOD FOLLOWING PROMOTION If an employee fails to complete successfully his probationary period following promotion, he shall be reinstated in his former position or in a position in the same class at his former salary if a vacancy exists. 11.0 SALARY OF TRAN @FERRED EMPLOYEE The salary of an employee reassigned to a position in the same class or to a position in a different class with the same salary range shall not be changed by the reassignment. 12.0 SALARY OF DEMOTED EMPLOYEE The salary of an employee demoted to a position in a class with a lower salary range shall be adjusted by action of the Manager upon recommendation of the department head to a step within the new range below the former salary. 13.0 SALARY OF PART-TIME EMPLOYEE 59 The Pay Plan established by this Ordinance is for full- time service. An employee appointed for less than full-time service shall be paid at a rate determined by converting the established salary of the position into an hourly rate, except for part-time EMS positions designated by the Manager. 14.0 SALARY INCREASE MAXIMUM When an employee attains the maximum rate of a salary range for present position, no further salary increases will be received unless (1) the position is reclassi- fied; (2) the employee is promoted to another position with a higher salary range; or (3) the salary range for the present position is increased. 15.0 RECLeSSIFICATION In the event of a reorganization in one or more depart- ments, the duties and responsibilities of a classified position may change since it was initially established or last classified. If so, this information should be brought to the attention of the County Manager who will have the job or jobs studied and compared with the most recent questionnaire and job description. 16.0 PAY PLAN IN EFFECT The Pay Plan in effect on the date of the adoption of these regulations shall remain in effect until modified { in accordance with the provisions of such regulations. When adopted, it shall be considered a part of this Chapter and have the same force and effect as these regulations. 17. 0 ADVANCED SALARY POLICY Advance on salary may be approved if the following conditions exist: I v 1. employee must be full-time or part-time with perm- anent status; 2. employee must have accumulated balance of vacation and sick leave equal to the amount of advance request- ed; 3. the advance of salary requested cannot exceed one pay period's wages; and 4. the request must be for an unanticipated emergency that can cause hardship for the employee. 17. 1 Procedure A request for advance of salary must be written by the employee stating the amount requested and the purpose. This document shall be given to the department head who in turn will prepare a person- ... .�...�, 1 I \ 60 \ . nel action form and submit both to the Personnel Director. . . The Personnel Director will verify that conditions 1, 2 and 3 as stated above have been met and forward all related documents to the Fineeee . Director for approval. . ' If approved, and off-line check will be prepared by the Finance Department. All related documents will then be returned to the Personnel Department to be placed in the employee's file. } � ~ \ �. \ 4 \ � \ \ \ � / g $ /. x �\ a : . . � / d © � � /\ < / . } , \ \ . / • / • } T £ � �� •• 7 [ \ � \ i al�\ A ( 62 ARTICLE VI THE POSITION CLASSIFICATION PLAN 1. 0 PURPOSE: The classification plan provides a complete inventory of all full-time permanent positions in the service of Orange County. 2.0 POLICY It is the policy of Orange County to group each posi- tion into a class of work with a descriptive title, each class containing positions charged with the per- formance of similar and substantially equal work. 3. 0 PROCEDURE The Classification Plan will consist of: 3. 1 A grouping into their respective classes of positions which are approximately equal in complexity and responsibility, which call for the same range of pay under similar working conditions; Class titles descriptive of the work of the class; 3. 3 Written specifications for each class of post ions; and 3.4 An allocation list containing the class title of each position in the classified service and identifying the name of the incumbent in each position. Use of Class Titles: 3.5 Class Titles are to be used in all person- nel, accounting, budget appropriation, and financial records. No person will be appointed to or employed in a position in the classified service under a title not included in the classification plan. • Working titles may be used in the course of • departmental routine to indicte authority, • status in the organization, or administra- tive rank. -7 Use of Class Specifications: 63 3.6 Specifications are to be interpreted in their entirety in relationship to others in the classification plan. Specifications are descriptive and explanatory of the kind of work performed and are not necessarily inclusive of all duties performed. i` 3.7 The Personnel Director shall be responsible for maintaining an official copy of the Position Classification Plan. The official copy shall include a schematic list of class titles and class specifications plus all amendments thereto. 3.8 A copy of the official plan shall be avail- able for inspection by the public under reasonable conditions during business hours. Use of the Classification Plan: The Classification Plan is to be used: 3.9 As a guide in recruiting and examining '11 applicants for employment; 3. 10 In determining lines of promotion and developing employee training programs; 3. 11 In determining salary to be paid for vari- ous types of work; 3. 12 In determining personnel service items in departmental budgets; and 3. 13 In providing uniform job terminology under- standable by all County officials and employees and by the general public. • Administration of the Classification Plan: 3. 14 The Manager shall be responsible for the administration and maintenance of the Position Classification Plan. 3. 15 Department heads shall be responsible for bringing to the attention of the County Manager material changes in the nature of duties, responsibilities, working condi- tions, or other factors affecting the classification of any existing position. 3. 16 Following the receipt of such information concerning any existing or proposed posi- tion, the Personnel Director shall restudy the position and report findings and recom- -i mendations to the Manager. 1 _...- .4 1 z.“ t., . , Allocations of Positions: - IA 3. 17 When a new position is established or the ,l's duties of an existing position change, t; ' ,.. department heads will submit in writing a comprehensive job description describing in detail the duties of such a position. The '91 Personnel Director will then investigate the actual or suggested duties and make the appropriate class allocation or recommend to the Manager the establishment of a new V L class. 3. 16 New positions shall be established only by the Board of County Commissioners which , shall either (1) allocate the new position 6e: to the appropriate class within the exist- 4- ing classification plan or (2) amend the 1- .A ,-- Position Classification Plan to establish a - ''-, new class to which the new position may be allocated. 1 Requests for Reclassification: if 3. 19 Any employee who considers his position improperly classified should first submit V, i his request to his department head, who '',..'. will review such a request. If the depart- 11 t4 ment head finds that there is merit in the 1 request, he will immediately transmit his k- , recommendation to the Personnel Director. ■'01 4 If the department head finds the request is -i t q not justified, he will so advise the em- ployee ployee of this decision and also of the ,-- employee' s right of appeal. 6 , . ',:. 17. ,' 4L' $ =,. 19 4' i' - 1 ;! q t,; L; F , 6 b 65 ARTICLE VII EMPLOYEE PERFORMANCE EVALUATION 1.0 PURPOSE To review the job performance of the employee in an effort to make managerial decisions regarding the employee and his role with the County. 2.0 POLICY The Manager may at his discretion prepare a system for evaluating the work performance of all employees. The performace review provides a natural approach to dis- cussion between an employee and supervisor in which frank and open discussion can be held concerning the strong and weak points, how well they are performing their work and how they can improve their work perform- ance. The supervisor and employee together should plan 1 goals for the coming year and the way they will be 1 reached. The performance evaluation may also be used in determining salary increments; as a factor in deter- mining order of layoffs; as a basis for training; promotion; transfer or dismissal; and for such other purposes as set forth in these regulations. 1 3.0 PROCEDURE On original appointment or on promotions all employees except temporary workers must be evaluated at the end of six months of service, at the end of twelve months o service and annually thereafter on the employee' s anniversary date of their original appointment or date of last promotion. 3. 1 An employee shall not be eligible for a pay raise until the performance evaluation form has been completely processed. 3.2 Special evaluations may take place at the request of the employee with approval of the Department Head. 3. 3 Employees shall also be evaluated at the time of separation on the basis of Attendance, Attitude, and Work. This information is contained on the employee' s Separation Report. 3.4 Evaluations shall be prepared by the immediate supervisor of each employee and reviewed by the MMEMBIRsallowassr r, 66 appropriate department head. An employee in a supervisory position who is leaving the position shall be required to submit performance evaluation r, forms on all the employees under his/her super- vision who have not been evaluated within the previous six month period. 3.5 The evaluator shall discuss each performance evaluation with the employee being evaluated except at the time of separation of an employee from the service. If an employee disagrees with any statement in an evaluation, he may submit, his/her statements or comments of disagreement with signature. The department head shall furnish the employee an official copy of the employee's performance evaluation form. 3.6 Performance evaluations shall be confidential and shall be made available only to: the emloyee evaluated or his representative; his supervisor; department head; Personnel Director; County Man- ' ager; or The Governing Boards. �I tiw ARTICLE VIII THE APPEALS PROCESS and THE GRIEVANCE PROCEDURE 1.0 PURPOSE It is the purpose of the Appeals Process to: Faciliate the airing and resolving of employee grievances fairly and swiftly. Promote a better understanding of policies, prac- tices, and procedures affecting employees. Improve employee/supervisor communications and relations. Nothing contained herein should be construed so as to restrict open discussion among employees and their supervisors regarding matters of County employment. Instead, this procedure serves as an extension and formalization of that process as needed for the resolu- tion of grievances. 2.0 POLICY 2. 1 It is the policy of Orange County to attempt with all due speed to resolve grievances on an individ- ual employee basis. ys F7 ' 67 2.2 It is the policy of Orange County that any em- ployee may pursue resolution of a problem or grievance without fear of reprisal in accordance with this procedure. 2.3 Grievance involving alleged discriminatory actions may be handled in accordance with this procedure or as specified in the Equal Employment Opportuni- ty and Affirmative Action policies. 3.0 PROCEDURE 3. 1 STEP 1 The employee will first present his grievance verbally or in writing, to his immediate super- ' visor within 15 working days after the cause for the grievance occurred or became known to the employee. His immediate supervisor will then respond in writing to the employee within two (2) complete working days after the receipt of the grievance. The employee will sign a copy of the determination to acknowledge receipt and date of th response. The supervisor should and is encour- aged to consult with any County employee or offi- cer he deems necessary to reach a correct, impar- tial, and equitable determination concerning the grievance. If the employee is presenting a griev- ance concerning demotion, suspension or dismissal, he will present the grievance directly to the • Manager. 3.2 STEP 2 If the grievance is not settled in Step 1, the employee may appeal by contacting his department head within five (5) complete working days after receipt of the determination referred to in Step 1. Within two (2) complete working days, the department head will advise the employee in writ- ing of his determination. A copy wil be sent by the department head to the Manager, signed and dated by the employee to acknowledge receipt of • the response. 3.3 STEP 3 If the grievance is not settled in Step 2, the employee will appeal by giving written notice to the Manager within five (5) complete working days after receipt of the department head's determina- tion. Within two (2) complete working days, the Manager will advise the employee in writing of his determination. The employee will sign and date a copy of the Manager's response to acknowl- edge receipt thereof, or the Manager will make a notation in the employee' s folder that the em- ployee has been informed of the Manager' s re- sponse. The Manager' s decision will be final and there will be no action therefrom, except that an em- 68 ployee may appeal to the Advisory Personnel Board any decision involving demotion, suspension, or dismissal. 3. 4 An employee who is demoted, suspended, or dismis- sed by the Manager may appeal the decision to the Advisory Personnel Board within ten (10) complete working days after receipt of the Manager' s de- , cision. The Manager will forward all papers and information used in making his decision to the Personnel Board within five (5) complete working days after receipt of the appeal by the Board. The Personnel Board will conduct a hearing within ten (10) complete working days of receipt of papers and information from the Manager. It will notify the employee in writing of its findings and recommendations within five (5) complete working days after the hearing. The Personnel Board may find (1) that the grievance is without merit or (2) that the grievance has merit and that certain administrative actions should be undertaken. The Board' s written statement must contain the reasons for its decisions and a statement of the evidence upon which it relied. The employee will sign and date a copy of the Personnel Board' s decision to acknowledge receipt thereof; or, if the employee's signature cannot be secured, the secretary to the Personnel Board (The Clerk to the Board of Commissioners will serve ex officio as secretary to the Personnel Board) will make a notation in the employee' s personnel folder that the employee has been informed of the Personnel Board' s decision. In the hearing the employee has the right to examine all of the evidence reported by the Man- ager and to cross-examine adverse witnesses. The employee has the right to be represented by coun- sel. 3.5 The decision of the Personnel Board will be for- warded to the Manager, who will make the final decision based solely on the record of the hearing before the Personnel Board. This determination must be written and contain the reasons for the decision and the evidence upon which he relied. There will be no appeal from this determination. • 3.6 No less than 21 calendar days before the hearing, the County Clerk will notify both parties of the hearing, giving the date, time, location and a statement of the issue to be resolved at the hearing by means of certified mail. 3.7 No determination of a grievance will in any way conflict with any County policies, resolutions, or ordinances, or with any State and Federal statutes applicable thereto. • • [rt on 3.B Full back pay and related benefits will be awarded to employees fully reinstated in all grievance cases in which the employee was appealing suspens- ion, demotion, or involuntary separation. 4.0 PERSONNEL ADVISORY BOARD The Commissioners, as authorized by G. S. 153-95 will appoint an Advisory Personnel Board to conduct hearings on employee grievances involving demotions, suspens- ions, and dismissals. The Personnel Board will make determinations on employee grievances and forward its recommendations to the Manager, who will make final detrminations. Personnel Board determinations on employee grievances in the Sheriff's Department and Register of Deed' s Office will be forwarded to the Sheriff and Register of Deeds, respectively, with a copy sent to the County Manager. The Sheriff and Register of Deeds will make final determinations in their respective departments. 4. 1 The Personnel Board will consist of three (3) members. Upon establishing the Personnel Board, two members will be appointed for one (1) year term, with one member appointed for a two (2) year term. Thereafter, each member will serve a term of two (2) years and may be reappointed by the Commissioners. A member of the Personnel Board may be removed before the end of his term by the Commissioners; however, the member must be given a written statement of the reasons for his removal and the opportunity to respond in a public hear- ; ing. A vacancy in an unexpired term will be filled by the Commissioners by apointment for the remainder of the term. 4.2 Each member of the Personnel Board will be a resident of Orange County, and no County employee or officer will be eligible to serve on the Per- sonnel Board. At least one member of the Person- 1 nel Board will have had experience in public or private management or personnel administration. Members of the Personnel Board will serve without compensation, except that they will be reimbursed for expenses incurred on P er s on nel Board business. 4.3 The Personnel Board at its first meeting following the beginning of a new term will elect one of its members as chairman, who will be responsible for calling and presiding at all meetings. However, the Chairman of the Board of Commissioners will call the first meeting of the Personnel Board following its appointment for purposes of organi- zation. All members of the Personnel Board must be present at meetings to constitute a quorum. 4.4 The Clerk to the Board of Commissioners will serve ex officio as secretary to the Personnel Board and 70 will be responsible for maintaining records of Personnel Board proceedings, determinations, and recommenCations. cs 1 5,11 • -41 1 5; ‘.1 r . 71 ii , ., t,' q ,; O, -, 1 , -": '1 ARTICLE IX -4 A SEPARATION eND DISCIPLINARY PCTIOt t. 1. 0 PURPOSE , .t- The purpose of this Article is to acquaint County ..: employees with the causes and reasons for separation ,., with regard to their employment. :110, 2.0 POLICY i4 ' A if ,When employee needs, economic stress physical infirmity, retirement, death, or punitive action war- ', rant, steps to separate the employee from County ser- 11 vice will be taken by the department head and/or the Manager (as necessitated). These steps are to be L Iv- , Oi implemented fairly and objectively. 4e ; 3. 0 PROCEDURE ' ct , 2- , All separations of employees from positions in the , riW 1 . service of the County shall be designated as one of the following types and shall be accomplished in the manner 0,S1 ( indicated: F414 Ot.= 3. 1 Resignation 015A An employee may resign by notifying his department ,04 head (or in the case of department heads, the A' Manager) of the effective date as far in advance as possible. A minimum of two weeks is requested wA Ii4t-0,, of all resigning personnel. Ok' •1+-VL. 3.2 Reduction-in-Force In the event that a reduction in force becomes necessary, consideration will be given to the ,i,g1;:fli quality of each employee's past performance, the .14h.,1 need for his service, and seniority in determining WA those employees to be retained. Employees who are to be laid off because of reduction-in-force will be given at least one pay period notice of antici- , Oic",1 pated lay-off. A - The duties performed by an employee laid off may t4 be reassigned to other employees already working 1 yv 72 who hold positions in the approprite classes. No permanent employee will be laid off while another person is employed on a part-time or temporary basis in the same class, unless the permanent employee is not willing to transfer to the posi- tion held by the temporary employee. 3.3 Disability An employee may be separated for disability when the employee cannot perform the required duties because of a physical or mental impairment. Action may be initiated by the employee or the County, but in all cases it must be supported by medical evidence as certified by a competent physician. The County may require an examination at its expense and performed by a physician of its choice. Before an employee is separated for disability, a reasonable effort shall be made to locate alternative positions within County service far which the employee may be suited. 3.4 Retirement Whenever an employee meets the conditions set forth under the provisions of any retirement plans adopted by the Commissioners for County employees, he may elect to retire and receive all benefits earned under the retirement plan. 3. 5 Death All compensation due in accordance with this Ordinance will be paid to the estate of a deceased employee. The date of death shall be recorded as the separation date for computing compensation due. 3.6 Suspension and Dismissal As discussed in the following section. DISCIPLINARY ACTION,. SUSPENSION AND DISMISSAL 4.0 PURPOSE 1 To establish a procedure for the uniform administration of disciplinary action, suspensions, and dismissals. This procedure is designed so as not to restrict opera- ting personnel but to help them solve problems of this type in a fair and equitable manner without prejudice or favoritism. 4. 1. Policy An employee, regardless of occupation, position, profession of work performed, may be warned, 73 reprimanded, placed on probation, demoted, sus- ' pended, or dismissed for just cause. The degree and kind of action to be taken will be based upon the sound and considered judgment of the appropri- ate authority in accordance with the provisions of this policy. 4. 2 Procedure An employee may be suspended, demoted, or dismis- sed by a department head with approval of the Manager (or in the case of department heads, by the Manager) because of failure in performance of duties and/or failure in personal conduct. An employee in the Sheriff's Department or Register of Deeds Office may be suspended, demoted, or dismissed by the respective department head for failure in performance of duties or failure in personal conduct. The employee, the Personnel Department, and the Manager will be immediately provided with a written notice citing the effec- tive date, reasons for the action, and appeal rights available to the employee. Appeals rights will apply only to a permanent employee. The causes for suspension or dismissal fall into two categories: (1) Causes relating to performance of duties; (2) Causes relating to personal conduct detrimental to County Service. 4. 3 Performance of Duties - The following are ex- amples of unsatisfactory performance of duties but are in no way inteded to be all inclusive: a. Inefficiency or incompetency in the performance of duties. b. Negligence in the performance of duties. c. Physical or mental incapability for performing duties. d. Careless, negligent, or improper use of County property or equipment. e. Failure to maintain satisfactory and harmonious working relationships with the public and employees. f. Absence without approved leave. g. Improper use of sick leave privileges. h. Failure to report for duty at the as- signed time and place. ,f4 74 i. Violation of written departmental regu- ,,, lations regarding performance of duties. j. Failure to obtain or maintain a current license or certificate required by law as a condition for performing the job. k. Failure to report an accident involving County property. 4. 4 Personal Conduct - The following are examples of unsatisfactory personal conduct but are in no way inteded to be all inclusive: a. Conviction or commission of a crime involving moral turpitude, or a crime which adversely reflects upon ability to perform assigned duties. b. Willful misuse of County funds. c. Willfully falsifying job information to secure appointment. d. Participation in any action that would in any way seriously disrupt or disturb the normal operation of the division, depart- ?' ment, or any other segment of County goy- ernment. '71 e. Willful damage or destruction of County property. f. Willful acts that would endanger the • lives or property of others. g. Possession of unauthorized fire arms or dangerous weapons on the job. h. Brutality in the performance of duties. i. Refusal to accept a reasonable and proper assignment from an authorized super- : visor (insubordination) . j. Reporting to work under the influence of alcohol or illegal use of drugs, or with the odor of alcohol, where such would adversely reflect upon ability to perform assigned duties, or possession of or par- taking of such things on the job. k. Guilty of giving or accepting any con- sideration or thing of value in exchange for "favors" or "influence. " 1. Betrayal of information from official • I 75 records that are allowed by law to be confidential. m. Taking part, in political campaigns as prohibited by local state, or federal law. n. Violation of written departmental regu- lations regarding personal conduct. o. Falsification of County records for personal profit or to grant special privi- leges. p. Conduct unbecoming of a public officer or employee. 4.5 Performance of duties - Employees who are dismis- sed for unsatisfactory performance of duties should normally receive at least three (3) warn- ings as follows: 4. 5. 1 One or more oral warnings; 4.5.2 An oral warning with a follow-up letter to the employee which sets forth the points covered in the discussion; 4.5. 3 A written warning which will serve notice upon the employee that a continuation of the unacceptable practices may result in disciplinary action or dismissal. (The two warnings may relate to the same cause or separte and different causes). 4. 6 Oral Warning with Written Notice - The supervisor is responsible for maintaining the proper conduct and discipline of employees under his supervision. When some action is necessary, the supervisor may give the warning without prior approval of the Division of Department Head. The supervisor will talk privately with the employee and perform the following: Review with the employee exactly what is expected of him and why. Explain to the employee that this is the oral warning, that he has not met the requirements, and why his conduct has been unacceptable. Allow the employee to give the reasons for his actions or failure. Make suggestions for corrections. Record the date of the interview and other necessary information for any future use. 76 Tell the employee he will receive written notice covering the significant points of the discussion. Review with the Division or Department Head the contents of the notice prior to de- livery to the employee. 4.7 Written Warning - Before issuing the final written warning, the Division or Department Head and the supervisor must review the contents of the letter which will include a notice of the employee that a continuation of the practice may result in dismis- sal. 4.8 Dismissal - Before a employee is dismissed because of unsatisfactory performance of duties, the following shall occur (except as provided in section 4. 9 below) : 4. 8. 1 A written summary of the case will be prepared by the supervisor and reviewed by the Division or Department Head. 4.8.2 Upon reaching a decision to dismiss the employee, an effective date of not less than two weeks notice will be determined. This two week period may include payment for accumulative vacation leave. 4.8. 3 The supervisor will give the employee notice of the decision. 4. 8. 4 A copy of the Notice will be placed in the employee's file. 4. 9 Incidents involving gross negligence or careles- sness will constitute grounds for immediate severe disciplinary action up to and including dismissal. 4. 10 Personal Conduct - An employee may be dismissed, or suspended without warning for causes relating to personal conduct detrimental to County service in order to avoid undue disruption of work or to protect the safety of persons or property or for other serious reasons. In less serious or dis- ruptive situations, steps similar to those listed under Performance of Duties may be in order. When an employee is suspended or dismissed im= mediately, the following steps will be taken by the supervisor: 4. 10. 1 He will tell the employee to leave the County property at once and either report back to the supervisor the following day or remain away until further notice. L 77 4. 10.2 If an immediate dismissal is made, all facts leading to the dismissal must be clearly understood by the supervisor and the Division or Department Head and a written summary shall be prepared giving the circumstances and facts which led to the decision for dismissal and copy filed in the employee's personnel file, and a copy furnished to the employee. 4. 11 Suspension - (Compulsory Leave of Absence Without Pay) Suspension of an employee may become neces- sary because of problems arising as a result of performance of duties or personal conduct. This step may be used in the event the various levels of authority elect to do so. 4. 12 Compulsory Leave - (Limitations and Cautions Concerning Compulsory Leave Without Pay) Sus- pensions may be used as a form of discipline or an alternative to dismissal. The existing facts and circumstances should be weighed carefully. In the event higher levels of authority are not available for consultation and the severity of the case is of such a nature that judgment dictates that the supervisor relieve from duty and remove an em- ployee from the work site until such time as those persons in authority are available, the intent of this provision is carried out. Or, in the event a "cooling off" period is so indicated, the intent of this provision is carried out. The length of time of such compulsory leave is limitd to a maximum of thirty (30) days in any twelve month period. Y 4. 13 If the employee fails to report back to work when requested or at the expiration date of his sus- pension, the employee will be considered to have terminated his employment, and any subsequent A reinstatement or re-employment would be on the basis of new employment. Any leave of absence without pay must be fully documented stating; Beginning date; Reason for action; Brief description of plans and procedures for solving the problem; and Signatures of appropriate levels of authority. 4. 14 At the conclusion of the problem, give dates and details of the action taken and place in personnel file. If the employee is suspended and later is proved riot at fault, he is to be reinstated to a position of like rank, status, and pay and is to = receive his regular rate of pay for the time lost. , 78 5.0 Non-Disciplinary Suspension: During the investigation, hearing or trial of an em- ployee, the department head or the County Manager may suspend the employee without pay for the duration of the proceeding as a non-disciplinary action. The in- s? vestigation, hearing, trial or civil action must in- volve matters that may form the basis for disciplinary suspension, demotion, or dismissal in order for the non-disciplinary suspension to be allowed. 5. 1 Full recovery of pay and benefits for the period of non-disciplinary suspension will be authorized by the Manager, if the suspension is terminated with full reinstatement of the employee. 6.0 Employee Appeal of Disciplinary Action A permanent employee wishing to appeal his demotion, suspension or dismissal may present the matter in accordance with the provision of the grievance pro- cedure that is prescribed in Article VIII of the Ordi- nance. I 4, EXIT INTERVIEW 7. 0 PURPOSE Exit interviews are made to give management insights as to those reasons for emloyee turnover. The objective is to improve (through employee observations and sug- gestions) working conditions and to provide incentives that will evoke employee loyalty and contentment. 7. 1 Policy Each terminating permanent employee participates in an Exit Interview conducted by the Personnel Department. 7.2 Final Pay Check: 7.2. 1 A terminating employee will receive his final pay check on the 16th, or the last day of the month, depending upon the last day of actual hours worked. 7.2.2 Included in an employee' s final pay check will be accrued vacation leave, paid in lump sum, along with actual hours worked. 7.2. 3 An employee at termination will only re- ceive pay for actual hours worked, and vacation leave. Holiday hours, Sick Leave hours, overtime or compensatory leave hours, or petty leave hours will not be paid to an emloyee at termination. 79 7.2.4 Once an employee has given his resignation, accumulated holiday, sick, overtime or compensatory, and petty leave hours, will not be counted toward actual hours worked in supplementing or determining last day of employment. 7.2.5 Final pay cheeks will not be released until all County property has been turned aver to the department head or supervisor. PO. ARTI. RECRUITMENT ` •