HomeMy WebLinkAboutResolution 2021 (23) Resolution No. 23 (2021)
ST i NTY RESOLUTION APPROVING UPDATED PERSONNEL POLICIES
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
DATE: May 4, 2021
AGENDA ITEM: Resolution Approving Updated Personnel Policies
BACKGROUND INFORMATION
4.3 Overtime and Compensatory Time Policyposed Changes
Replaces the "Overtime and Compensatory Time" policy in Article 8 of the Human
Resources Policies and Procedures Handbook
• Overall Updates: Formatting of policy; Much of the history and descriptions of
exemption status and the FLSA were removed. There is an Exempt/Non-Exempt
policy where this information is provided in more detail. For the purposes of this
policy the primary focus was to provide guidance on overtime and compensatory
time.
• 4.3.1 - Policy: Statement added.
• 4.3.2 - Purpose: Statement added.
• 4.3.2 - Definitions: Definitions added.
• 4.3.4 - Overtime: No policy changes.
• 4.3.5 - Compensatory Time:
o Policy change to cap the compensatory accrual at 60 hours. Currently the
accrual has a recommended cap at 48 hours.
o Policy change to allow rollover of the compensatory time bank from year
to year. Currently any unused comp. time hours are paid out at the end of
the year.
o Policy clarification provided in regards to exempt employees and ability to
have compensatory time.
4.4 Additional Forms of Compensation - Proposed Changes
This is a new policy provide information on additional forms of compensation that
the County utilizes.
• New policy: All formatting and information is new to the policy handbook;
however, this information has historically been located in the annual budget.
4.8 Direct Deposit - Proposed Changes
This is a new policy to provide information on direct deposit guidelines and processes.
• New policy: All formatting and information is new to the policy handbook;
however, these practices are already in place.
4.9 Personal Data Changes Policy - Proposed Changes
This is a new policy to provide guidance on processing employee data changes.
• 4.9.4-Personal Data Changes - Employee Entry with Additional Verification:
Name, Marital Status, Dependents, and Other Family Changes, Merits that
warrant a change in position and/or pay: New section to outline the expected
process and provide additional details surrounding these types of changes.
• 4.9.5-Personal Data Changes - Employee Entry Only: Mailing Address, phone
number, emergency contact, Training Certificates, tax exemptions, and
beneficiary changes: New section to outline the expected process and provide
additional details surrounding these types of employee changes.
4.10 Compensation Classification Policyposed Changes
Replaces the "Exempt/Non-Exempt Status" policy in Article 7.2 of the Human Resources
Policies and Procedures Handbook
• Overall Updates: Formatting of policy; Retitled to Compensation Classification
policy. Exempt and non-exempt are the two ways a position is classified based
on the compensation and duties of the position.
• 4.10.1 - Policy: Statement added.
• 4.10.2 - Purpose: Statement added.
• 4.10.2 - Definitions: Definitions added.
• 4.10.4 - Non-Exempt Classification: No policy changes.
• 4.10.5 - Exempt Classification: No policy changes. Added additional exemption
categories beyond executive, professional, and administrative that were
previously listed.
• 4.10.6 - Additional compensation Classification Information: Updated
language to reflect thatjob classifications can be found in the offer letter and job
descriptions vs.just the HR Department; Directed employees to the Overtime and
Compensatory Time policy for specific guidelines in regards to classifications and
OT/Comp. time to reduce repetitiveness within the handbook.
5.1 Recruitment Process Policy Proposed Changes
Replaces the "Recruitment Process" policy in Article 4, Section1 of the Human Resources
Policies and Procedures Handbook
• Overall Updates: Formatting of policy; updated language from HR Director to
Human Resources Department in most instances; Updated language from
Department Head to Hiring Manager in most instances.
• 5.1.2-Purpose: Statement added.
• 5.1.7.3-Candidate Selection: Removed the following as a basis for the hiring
decision. These items are already inclusive to meeting thejob requirements and
qualifications (already listed)
o Realistic appraisal of personal characteristics clearly needed for the
position
o Analysis of physical factors where they are a bona fide occupational
qualification
5.3 Nepotism - Proposed Changes
This policy, will the current Nepotism policy located in Article 4, Section 7 of the
Human Resources Policies and Procedures Handbook.
• General Policy Changes: Formatting
• 5.3.1 - Policy: Added language that only with appropriate approvals may
relatives be employed within the same chain of command. This still does not
allow for a Supervisor and direct reports to be related.
• 5.3.2-Purpose: Added/New Section.
• 5.3.4-Elected Officials: Added/New Section.
• 5.3.6-Human Resources Review: Added/New Section.
6.5 Tobacco and Smoke Free Workplace Policy Proposed Changes
Replaces the "Tobacco-Free Workplace" policy in Article 9, Section 11 of the Human
Resources Policies and Procedures Handbook
• Overall Updates: Formatting of policy; Adding the word smoking to title as now
new forms of smoking are more prevalent such as vape and e-cigarettes that may
use tobacco substitutes.
• 6.5.2-Purpose: Statement added.
• 6.5.3 - Definitions: New section.
Defined smoking and smokeless tobacco.
Resolution No. 23 (2021)
�T NTY RESOLUTION APPROVING UPDATED PERSONNEL POLICIES
1 WHEREAS, on September 2, 2014 St. Croix County adopted the current version of the
2 St. Croix County Personnel Policies and Procedures Handbook; and
3
4 WHEREAS, the handbook was further amended in 2015-2021; and
5
6 WHEREAS, the Staff Advisory Committee and Department Heads have been provided
7 copies of the updated policies for review; and
8
9 WHEREAS, on April 20, 2021 the Administration Committee has reviewed the
10 amendments and recommends approval to the St. Croix County Board of Supervisors.
11
12 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of
13 Supervisors that the St. Croix County Personnel Policies and Procedures Handbook is hereby
14 amended as follows:
15
16 Create Section 4.3 Overtime and Compensatory Time
17
18 Create Section 4.4 Additional Forms of Compensation
19
20 Create Section 4.8 Direct Deposit
21
22 Create Section 4.9 Personal Data
23
24 Create Section 4.10 Compensation Classification
25
26 Create Section 5.1 Recruitment Process
27
28 Create Section 5.3 Nepotism
29
30 Create Section 6.5 Tobacco and Smoke Free Workplace
Legal—Fiscal—Administrative Approvals:
Legal Note:
Fiscal Impact: No fiscal impact.
A.434
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04/20/21 Administration Committee RECOMMENDED
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RESULT: RECOMMENDED [UNANIMOUS]
MOVER: Bob Long, Chair
SECONDER: Scottie Ard, Vice Chair
AYES: Long, Koch, Ard, Peterson, Peavey
Vote Confirmation.
bob Long Administ;-AAdn,Cbai 4122/2D21
SL Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
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RESULT: ADOPTED [UNANIMOUS]
MOVER: Bob Long, Supervisor
SECONDER: Scottie Ard, Supervisor
AYES: Schachtner, Anderson, Long, Leaf, Koch, Hall, Berning, Ottino, Feidler, Ostness,
Counter, Hansen, Ard, Tellijohn, Peterson, Anderson, Tomtschik, Peavey
EXCUSED: Judy Achterhof
This Resolution was Adopted by the St. Croix County Board of Supervisors on May 4, 2021
Cindy Campbell, County Clerk