HomeMy WebLinkAboutResolution 2021 (16)Resolution No. 16 (2021)
ST. CRD1X Z[UNTY RESOLUTION AMENDING PERSONNEL POLICIES
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
DATE: April 6, 2021
AGENDA ITEM: Resolution Amending Personnel Policies
BACKGROUND INFORMATION
2.1 Meal Periods and Rest Breaks Policv Proaosed Chanaes
Replaces the "Lunch Periods and Rest Breaks" policy in Article 7, Section 5 of the Human
Resources Policies and Procedures Handbook
• Overall Updates: Formatting of policy; Lunch changed to Meal
• 2.1.2-Purpose: Statement added.
• 2.1.3-Meal Periods: Added distinguishing factor of 6+ hours for taking a meal
period;
o Reasoning: Although the Department of Workforce Development does
not require a meal break be provided to employees over 18, we added the
guidance that typically employees working a shift greater than 6 hours
would be provided a meal break. This is the legal requirement for
employees under 18 years old.
• Added line addressing that skipping allotted meal periods is not advised. (this has
come to HR as a clarification question several times in the past)
• 2.1.4-Rest Breaks: Added 'or designee' language to statement requiring
department head approval.
• 2.1.5-Overall Expectations: Added 'or designee' language to statement
requiring department head approval.
2.2 Holidaysy Proposed Changes
Replaces Holidays policy in Article 10 - Holidays section of the Human Resources
Policies and Procedures Handbook
• General Updates: Formatting
• 2.2.4 - Eligibility: Added the .5FTE distinguisher for qualifying for Holiday pay.
• 2.5.5-Work on Holidays: Changed this language from Rotating shifts to work
on Holidays in order to make it more inclusive to all departments that may be
required to work on a Holiday & the process.
• 2.5.6-Holidays on Weekends: Adjusted language to Holidays on Weekends vs.
Holidays on non-scheduled workdays in order to simplify. Also provided
examples on how the Holidays would fall.
2.3 Pay Periods and Timekeeping Policy Proposed Changes
Replaces Pay Periods policy in Article 7 - Section 7 of the Human Resources Policies and
Procedures Handbook
• General Updates: Formatting
• 2.3.2 - Purpose: Added
• 2.3.4-Pay Periods: 2.3 - Pay periods is a current policy under review. Due to it's
relation to timekeeping, we are proposing to combine that policy with this
Timekeeping policy for a new policy: 2.3 Pay Periods and Timekeeping. The
entire Pay Periods policy has been copied into this policy with no changes.
• 2.3.5-Pay Schedules: New section to direct employees where to find
information on when they will be paid.
• 2.3.6-Timekeeping: New section to provide guidance on timekeeping best
practice and expectations. Changes exempt employee reporting period from 40
hours per week to 80 hours per pay period.
• 2.3.7-Employee Responsibilities: New section to identify employee
responsibilities in timekeeping practices.
• 2.3.8-Manager and Department Responsibilities: New section to identify
manager and department responsibilities in timekeeping practices.
Deleted this statement: The usual hours of work for a full-time employee is 80 hours for
each two -week period. This varies for some jobs that are not assigned a repeating 8-hour
per day schedule such as law enforcement, Health Center, etc.
- This statement is related to employment status vs. pay period information.
2.8 Job Sharing Policy Proposed Changes
Replaces the "Job Sharing" policy in Article 7, Section 3 of the Human Resources Policies
and Procedures Handbook
• Overall Updates: Formatting of policy; overall we re -wrote the policy to consist
of more general guidelines so that departments may create a job -share
agreement that best suites their needs.
• 2.8.2-Purpose: Statement added.
• 2.8.4-Reasons for Job -sharing: New section
• 2.8.5-Guidelines:
o Removed formal request process; Job -share requests may be informally
initiated by employee, supervisor, or department head to the Human
Resources Department.
o Human Resources will then work in conjunction with the department to
create a formal job -share agreement to best suite the needs of all parties.
o HR will retain certain aspects that are mentioned within the current
proposal guidelines to discuss and include in the finalized agreement.
2.9 Flexible Work Arrangements Policyposed Changes
Replaces the "Flexible Scheduling" policy in Article 7, Section 6 of the Human Resources
Policies and Procedures Handbook
• 2.9.1 - Policy: Simplified policy to define categories of flexible work
arrangements.
• 2.9.2-Purpose: New section in accordance with updated policy format;
Elaborated on Shift Work and provided examples of departments that may utilize
it. This was added to allow for the removal of the Hours of Work Policy. Added
examples of when and why flexible work could be considered.
• 2.9.3-Definitions: New section in accordance with updated policy format;
Updated Business Hours to reference St. Croix Ordinance 5 vs. listing the 8-4:30
timeframe. This allows for flexibility with departments that are required to
operate outside of that timeframe.
• 2.9.4-Types of Schedule Flexibility: Reformatted and added examples
o Removed language requiring HR approval.
o Added option of additional types of schedule flexibility to be considered
beyond of the three examples listed.
• 2.9.5-Expectations: Formatting Updates. Some portions of the previous 'policy'
section were moved & combined with the expectations section.
2.12 Volunteer Fire and Emergency Medical Services Response - New Policy
• This is a new policy for the Handbook. We used Washington County, WI
and Pepin County, WI as references that also have a similar policy.
2.13 Civil Leave Policy Proposed Changes
Replaces Civil Leave policy in Article 10 of the Human Resources Policies and Procedures
Handbook
• General Updates: Formatting
• 2.13.2 - Purpose: Added
• 2.13.4 - Civil Leave - Personal: Updated language from "under subpoena" to
"to appear in court"
2.14 Voting Policy Proposed Changes
This is a new policy to be included in the Human Resources Policies and Procedures
Handbook
• Overall Updates:
o Creation of policy
o Policy is in accordance with WI statute 6.76 Time Off for Voting:
6.76 Time off for voting.
(1) Any person entitled to vote at an election is entitled to be absent from work while
the polls are open for a period not to exceed 3 successive hours to vote. The elector
shall notify the affected employer before election day of the intended absence. The
employer may designate the time of day for the absence.
(2) No penalty, other than a deduction for time lost, may be imposed upon an elector
by his or her employer by reason of the absence authorized by this section.
(3) This section applies to all employers including the state and all political subdivisions
of the state and their employees, but does not affect the employees' right to holidays
existing on June 28, 1945, or established after that date.
History: 1977 c. 394 <https://docs.legis.wisconsin.gov/document/acts/1977/394>; 1991
a. 316<https://docs.leg is.wisconsin.aov/document/acts/1991/316>.
2.15 County Business Leave Policy Proposed Changes
Replaces County Business Leave policy in Article 10 of the Human Resources Policies
and Procedures Handbook
• General Updates: Formatting
2.16 Jury and Witness Leave Policy Proposed Changes
Replaces the "Jury Leave" policy in Article 10, Jury leave of the Human Resources Policies
and Procedures Handbook
• Overall Updates: Formatting of policy
• 2.1.2-Purpose: Statement added.
• 2.16.4-Pay:
o Added statement that pay is prorated based on FTE - This is not a change
but a clarification of current practices;
o Added clarification language on the process of returning pay received to
the County Treasurer;
o Added language that eligibility for Jury/witness pay must take place on a
regularly scheduled work day;
o Added statement that it is the employees' responsibility to record any time
used on their timesheet in order to receive the pay;
o Added statement that the employee may retain theirjury pay from the
court if they opt to use PTO on the day of jury duty.
• 2.16.5-Work Expectations:
o Added statement that a second or third -shift employee would not be
required to report to their next scheduled shift if the shift begins on the
same calendar day they serve on jury/witness duty.
o Added statement that first shift employees will not be required to report
to work before the jury selection.
o Added statement that proof of summons may be requested by a
supervisor.
2.17 Military Leave Proposed Changes
Replaces Military Leave policy in Article 10 - Section 8 of the Human Resources Policies
and Procedures Handbook
• General Updates: Formatting
• 2.17.2 - Purpose: Added Statement
• 2.17.3 - Definitions: Added FTE definition
• 2.17.8 - Military Family Leave: Section added to provide information on FMLA
options for certain types of military leave.
2.19 Work Related Injuries or Illnesses Policy Proposed Changes
Replaces the "Work Related Injuries or Illnesses" policy in Article 10, Section 17 of the
Human Resources Policies and Procedures Handbook
• Overall Updates: Formatting of policy
• 2.19.2-Purpose: Statement added.
• 2.19.4-Notification: New section referring to the nurse triage line in order to
report an incident vs. the previous form that was completed. All language
referring to the incident report form has been removed.
• 2.19.5-Claims Administration: New section added to provide information on
WMMIC and their role vs. the County's when a claim is made.
• 2.19.6 - Employee Rights: No Changes
• 2.19.7 - Treatment and Restriction Documents:_Combination of previous
section 5 (Physician's Statement) and section 6 (Accommodation of temporary
restrictions)
• 2.19.8 - Time Missed From Work: Details of the section were removed and
employees are instructed to refer to the Workers Compensation Employee
Information Guide. This allows the guide to provide detailed instructions for
employees including pay and easy to follow charts. This also allows necessary
updates to be made (when needed) outside of the policy handbook.
• 2.19.9 - Benefit Continuation: No Changes. Additional line added to refer to
the WC Info. Guide which provides information on long-term situations lasting
greater than six months.
• 2.19.10 - Safety Programs: No Changes.
2.20 Emergency Absences and Shutdown of Facilities
2.20.1 Policy
St Croix County facilities and services will remain available to the public to the
fullest extent possible.
2.20.2 Purpose
To provide guidance as it pertains to emergency absences and facility shutdowns.
2.20.3 Employee Responsibility
It is the responsibility of each employee to report to work at their regularly
scheduled work time regardless of prevailing weather conditions.
Employees are expected to communicate and/or plan in advance to avoid being
tardy or absent from work.
Employees must use accrued paid time off (PTO) or compensatory time prior to
going unpaid if there is lost work time due to inclement weather.
If an employee desires to leave early due to inclement weather, they must receive
pre -approval from their supervisor and/or Department Head.
2.20.4 Manager and Department Responsibilities
Department Heads and/or managers should take action as necessary and
appropriate to their operations to provide for the safety and welfare of
employees.
2.20.5 County Responsibilities
The County Administrator (in consultation with the Sheriff, Highway
Commissioner, Presiding Judge and/or Emergency Management Director) may
temporarily close operations of the County.
Special weather -related closings of County buildings and emergency information
will be provided through the following venues:
• KARE 11
• WEAU Eau Claire
• WEVR River Falls Radio (106.3)
• WCCO Radio (830)
• Rive rTowns/Star-Observer
• St. Croix County Emergency Hotline (1-888-305-3555)
Calls or other specific information about inclement weather or emergency situations
should be forwarded immediately to the Facilities Director or Manager, who will
communicate with the County Administrator.
Resolution No. 16 (2021)
ST. C Rqi LINTY RESOLUTION AMENDING PERSONNEL POLICIES
; , ; 0111.Va
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WHEREAS, on September 2, 2014 St. Croix County adopted the current version of the
St. Croix County Personnel Policies and Procedures Handbook; and
WHEREAS, the handbook was further amended in 2015-2021; and
WHEREAS, the Staff Advisory Committee and Department Heads have been provided
copies of the updated policies for review; and
WHEREAS, on March 16, 2021 the Administration Committee has reviewed the
amendments and recommends approval to the St. Croix County Board of Supervisors.
NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of
Supervisors that the St. Croix County Personnel Policies and Procedures Handbook is hereby
amended as follows:
Create Section 2.1 Meal Periods and Rest Breaks
Create Section 2.2 Holidays
Create Section 2.3 Pay Periods and Timekeeping
Create Section 2.8 Job Sharing
Create Section 2.9 Flexible Work Arrangements
Create Section 2.12 Volunteer Fire -EMS Response
Create Section 2.13 Civil Leave
Create Section 2.14 Voting
Create Section 2.15 County Business Leave
Create Section 2.16 Jury & Witness Leave
Create Section 2.17 Military Leave
Create Section 2.19 Work Related Injuries or Illness
Create Section 2.20 Emergency Absences and Shutdown of Facilities
Legal — Fiscal — Administrative Approvals:
Legal Note:
Fiscal Impact: These policy updates do not have a changing fiscal impact for the County.
P, I
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K ' * min 3/10/2021
03/16/21 Administration Committee RECOMMENDED
RESULT:
RECOMMENDED [UNANIMOUS]
MOVER:
David Peterson, Supervisor
SECONDER:
William Peavey, Supervisor
AYES:
Long, Koch, Ard, Peterson, Peavey
Vote Confirmation.
Bob Long AdminisL-0in, Chairr' 3/17RD21
St. Croix County Board of Supervisors Action:
Roll Call - Vote Requirement — Majority of Supervisors Present
RESULT: ADOPTED [UNANIMOUS]
MOVER: Bob Long, Supervisor
SECONDER: William Peavey, Vice Chair
AYES: Schachtner, Anderson, Long, Leaf, Koch, Hall, Berning, Ottino, Feidler, Ostness,
Counter, Hansen, Ard, Tellijohn, Peterson, Anderson, Achterhof, Tomtschik,
Peavey
This Resolution was Adopted by the St. Croix County Board of Supervisors on April 6, 2021
Cindy Campbell, County Clerk