HomeMy WebLinkAboutResolution 2011 (44) RESOLUTION APPROVING CHANGES TO DEPARTMENTS AND POSITIONS, AND
TO COUNTY BOARD RULES AND BYLAWS, COUNTY OPERATIONS POLICIES
AND HUMAN RESOURCES HANDBOOK, RELATING TO THE CHANGE TO
COUNTY ADMINISTRATOR FORM OF MANAGEMENT
Resolution No. �1�1 tj
St. Croix County, Wisconsin
WHEREAS, on March 1, 201 the St. Croix County Board of Supervisors approved a change in
the County's form of government from an Administrative Coordinator form of management to a
County Administrator form of management; and
WHEREAS, the Finance Department and the Human Resources Department, and the manager
positions and other staff of the departments had been under the direct supervision and control of
the Administrative Coordinator; and
WHEREAS, under the County Administrator, the Finance Department and the Human Resources
Department should be separate departments and the manager of each department should be a
department head responsible for the department and department staff; and
WHEREAS, the position of Risk Manager was under the Administrative Coordinator and at this
time should be a position under the County Administrator; and
WHEREAS, the change to the County Administrator form of management requires that
amendments and modifications be inade to the County Board Rules and Bylaws, the County
Operations Policies and the Human Resources Handbook; and
WHEREAS, the amendments and modifications to be made are shown on the attachments to this
resolution; and
WHEREAS, the amendment to County Board Rules and Bylaws Article V11. A. 2. i., changing
the representation on the St. Croix County Economic Development Corporation from three
supervisors to two supervisors and the County Administrator, shall be effective after the April,
2012 election.
THEREFORE, be it resolved by the St. Croix County Board of Supervisors that:
1. The Finance Department and the Human Resources Department are established as two
separate departments and the manager position of each department is established as a
department head and the positions shall be titled Finance Director and Human Resources
Director.
2. The position of Risk Manager shall be placed under the County Administrator at this time.
RESOLUTION APPROVING CHANGES TO DEPARTMENTS AND POSITIONS, AND TO COUNTY BOARD RULES AND
BYLAWS, COUNTY OPERATIONS POLICIES AND HUMAN RESOURCES HANDBOOK, RELATING TO THE CHANGE TO
COUNTY ADMINISTRATOR FORM OF MANAGEMENT - Continued
3. The County Board Rules and Bylaws are amended as shown on the attachment and the
County Operations Policies and the Human Resources Handbook are modified as shown on
the attachments.
Offered by the Administration Committee
YES NO ABSTAIN ABSENT SUPERVISOR SIGNATURE
M 0 ❑ ❑ Ryan Sicard
N F F-1 ❑ Esther Wentz
❑ ❑ ❑ M Roger Rebholz
F El ❑ N Lorin Sather
Sharon Norton-
0 ❑ ❑ Bauman
Buck Malick
F1 El ❑
N El 0 ❑ Daryl Standafer
This Resolution was ad pled by the St. Croix County Board
Reviewed as to form on FcfSupervisorson 3U41 f- - 2, Qn I I
C u C 7. -->
Greg TimWrman, Corporation Counsel Cindy Campbell, to6nty Clerk
Adopted with an amendment to attachment
containing amendments to County Board
Rules and Bylaws, Article VII.1.i.
removed changes to St. Croix County
Economic Development Corporation representation.
2
Attachment to Resolution Approving Changes to Departments and Positions, and to County
Board Rules and Bylaws, County Operations Policies and Human Resources Handbook
Relating to the Change to County Administrator Form of Management
Amendments to County Board Rules and Bylaws
(only sections amended are shown)
ARTICLE 11
OFFICERS AND DUTIES
Section A. Officers; Election. The officers of the County Board shall be a Chair and a Vice-Chair.
Both officers shall be elected by the County Board by secret ballot at the County Board's first
meeting following the spring election in April. A candidate for either office shall be nominated by
another supervisor. If no candidate receives a majority on the first vote, a second vote will be taken
on the three nominees receiving the most votes. If no nominee receives a majority on the second
vote, a third vote will be taken on the two nominees with the most votes. At the close of nominations
each nominee for Chair shall address the Board of Supervisors by responding to the following
questions:
1. As County Board Chair, what will be your major objectives and priorities?
2. If you are elected, are there things you will try to change or do differently as County Board Chair?
3. How would you describe the style you will use in working with your fellow supervisors, County
committees-and, County - Administrator and other staff?
Section B. Term. The term of office for the Chair and the Vice-Chair shall be 2 years.
Section C. County Board Chair Compensation. In addition to per diems for attending meetings,
the Chair shall receive compensation of $500 per month for carrying out the duties of the office.
Section D. Powers and Duties of the County Board Chair. The County Board Chair shall exercise
the powers and perform the duties described in these Rules and Bylaws, those assigned by the Board,
those prescribed by Robert's Rules of Order in cases to which they are applicable, and those which
are normally ascribed to the office. The Chair shall perform the following duties at each County
Board meeting:
1. Open each meeting of the County Board at the place and time publicly noticed and call the
supervisors to order.
2. Determine that a quorum of supervisors is present.
3. Announce the business that comes before the County Board in accordance with the agenda.
4. Recognize supervisors who are entitled to the floor.
5. State and put to vote all questions that legitimately come before the County Board as motions or
that otherwise arise in the course of proceedings.
6. Announce the result of each vote.
7. Rule out of order a motion that is not in order.
8. Protect the County Board from obviously frivolous or dilatory motions by refusing to recognize
them.
9. Enforce the rules relating to debate and to order and decorum in a County Board meeting.
10. Expedite business in every way compatible with the rights of supervisors.
11. Decide all questions of order, subject to a supervisor appeal to the County Board. If in
doubt, the Chair may submit the question to the County Board.
12. Declare a meeting adjourned when the County Board so votes.
1 13. Appoint members to County Board subcommittees and to pesitieiis with other- or-ganizations an
ageneies in whieh the County PaF&4Pa*s, in consultation with the Vice-Chair. The experience of a
supervisor or other candidate shall be taken into consideration when making these appointments.
Section E. Powers and Duties of the Vice-Chair. The County Board Vice-Chair shall exercise the
powers and perform the duties described in these Rules and Bylaws, those assigned by the Board,
those prescribed by Robert's Rules of Order in cases to which they are applicable, and those which
are normally ascribed to the office, which include:
1. Act as Chair during the absence or disability of the Chair.
2. Act as Chair when it is necessary for the Chair to temporarily vacate the seat.
3. Assist the Chair in making the eitize.....em ber appointments to the Health and Human SeFN
BeaFd aiad appei Ame*tsto subcommittees Alqd hR
Section F. Chair Pro-tem. If both the Chair and Vice-Chair are absent from a County Board
meeting, the County Board shall appoint a Chair-pro-tem to conduct the meeting.
ARTICLE IV
COMMITTEES
Section A. Standing Committees Established. The County Board establishes the following
standing committees and the number of members of each committee as shown below.
1. Administration Committee 7 Supervisors
2. Community Development Committee 7 Supervisors
3. Health and Human Services Board 6 Supervisors*
* The Health and Human Services Board shall also have 3 citizen members who shall be
recommended by the County Board Chair and approved by the County Board at the May County
Board meeting (appointment by County Board required by Wisconsin Statutes § 46.23 (4) (b) I
4. Public Protection Committee 7 Supervisors
5. Transportation Committee 5 Supervisors
Section B. Standing Committees Described. The standing committees' functions and
responsibilities are as follows:
1. Administration Committee.
a. The Administration Committee shall be responsible for County fiscal policies, including oversight
of the development of the County's annual budget and management of the County's contingency
fund. The Committee shall approve County audit reports; perform periodic reviews of County
investments, bonds and insurance policies. The Committee shall review the monthly Finance
Department voucher report. The Committee approves or denies payment of legal claims against the
County.
b. The Administration Committee manages all matters relating to construction, remodeling, alteration
or repair of County facilities not otherwise specifically delegated to another committee.
c. The Administration Committee is responsible for human resources/personnel policy matters,
including: devel Yping-wage, salary and employee benefit recommendations to the County Board;
negotiating, or designating a negotiating group to negotiate, collective bargaining agreements;
reviewing and presenting new position requests to the County Board;
d. The Administration Committee is responsible for the County Board Rules and Bylaws.
e. The Administratieii Committee is r-espeRsible f mE)nitefing State legislative and admiiiistfati
aetivity, and feeenamending legislation, eF aefien on pr-oposed legislation, related te the Cerami#eOs
duties.
fl. The Administfation Genunittee shall address budge4 and persefmel mattei:s for- the Cirettit Couf
and the Clerk of Cireuit Geut4.
gg. The Administration Committee is responsible for policy oversight of the following County
departments: Administrative Cec)Fdinate- " County ; Building Services; Corporation
Counsel; County Clerk, Finance:. Human Resour Information Technology; Treasurer; and
Veterans Service.
f. . The Administration Committee shall address budget and personnel policy matters for the
Circuit Court and the Clerk of Circuit Court.
ARTICLE VI
SPECIAL OR AD HOC COMMITTEES
Section A. Special or Ad-hoe Committees. The County Board may establish special or ad-hoc
committees for special purposes and limited duration. The County Board Chair shall appoint the
members of special or ad hoc committees with County Board approval. Supervisor members of
special or ad hoc committees shall be entitled to per diems and expense reimbursement for attending
meetings in the same amount and at the same rates as they receive for attending County Board
meetings.
Section B. Ad Hoe Labor Negotiations Committee.
1. An ad hoc Labor Negotiations Committee shall be established whenever the County begins
negotiating labor agreements with the County's represented employees. All labor agreements
negotiated by the ad hoe Labor Negotiations Committee must be approved by the Administration
Committee and the County Board.
2. Members of the ad hoc Labor Negotiations Committee shall be appointed by the County Board
Chair in consultation with the Vice-Chair. The committee membership shall be a minimum of 3
supervisors with no more than I supervisor from the Administration Committee. The Admiflistfa-ti
e , Human Resources Administrator and, if necessary, the
Corporation Counsel and/or an outside negotiator shall assist the committee in negotiations.
3. Supervisor members of the ad hoc Labor Negotiations Committee shall be entitled to per diems
and expense reimbursement for attending planning meetings or negotiation sessions in the same
amount and at the same rates as they receive for attending County Board meetings.
4. The ad hoc Labor Negotiations Committee will be disbanded when labor agreements have
been entered. A new ad hoc Labor Negotiating Committee will be formed when negotiations
begin again.
ARTICLE VII
OTHER ORGANIZATIONS
Section A. Other Organizations and Agencies.
1. The County Board shall participate enin other organizations and agencies as shown below.
Supervisor members shall be entitled to per diems and expense reimbursement for each meeting
attended in the same amount and at the same rates as they receive for attending County Board
meetings, unless the other organization or agency provides compensation and/or expense
reimbursement. These organizations and agencies, if necessary, shall have contact with the County
Board through a standing committee. The County Boafd Chair-Administrator shall appoint
representatives to the organization or agency, unless otherwise indicated, subject to the confirmation
of the Coun1y Boar So far as practicable, supervisor representatives shall be members of the contact
committee.
2. The organizations and agencies with County Board representation, the number of supervisor
members and the contact committee are shown below.
a. Bass Lake Rehabilitation District
Representation: 1 supervisor
Contact Committee: Community Development Committee
b. County Traffic Safety Commission
Representation: 2 supervisors; the County Highway Commissioner or designated representative; the
Sheriff or designated representative; the County highway safety coordinator; and a representative
designated by the County Board Chair from each of the disciplines of education, medicine and law
Contact Committee: Public Protection Committee
c. Hudson Area Intergovernmental Advisory Council
Representation: County Board Chair or his/her designee
Contact Committee: Administration Committee
d. Indianhead Federated Library System (IFLS)
Representation: Members are appointed pursuant to Wisconsin Statutes § 43.19(1)(b). Number of
members is based on county population. County Board Chair nominates member(s) and County
Board must approve. County members are entitled to per diems and expense reimbursement for
attending meetings in the same amount and at the same rate as supervisors receive for attending
County Board meetings, unless compensation and/or expense reimbursement is provided by IFLS.
Contact Committee: Administration Committee
e. Land Information Advisory Council
Representation: 1 supervisor from the Community Development Committee for a term concurrent
with the County Board term; the Register of Deeds; County Treasurer, Real Property Lister, Planning
and Zoning Director, Emergency Services Director and County Surveyor for permanent terms; and a
realtor employed within St. Croix County nominated by the Western Wisconsin Realtors
Association, for an initial term ending on May 31, 2013 and thereafter a two-year term beginning
June 1
Contact Committee: Community Development Committee
f. Lower St. Croix Management Commission Partnership Team
Representation: I supervisor
Contact Committee: Community Development Committee
g. River Country Resource Conservation and Development Council
Representation: 1 supervisor member of the Community Development Committee and I citizen
member recommended by the chair of the Community Development Committee-and-wappeinte-d �
Geufi�� Board Charm. The citizen member is entitled to per diems and expense reimbursement for
attending meetings in the same amount and at the same rates as supervisors receive for attending
County Board meetings.
C)
Contact Committee: Community Development Committee
h. Squaw Lake Rehabilitation District
Representation: I supervisor
Contact Committee: Community Development Committee
i. St. Croix County Economic Development Corporation (*amendment — status quo)
Representation: -32 supervisors and CoLinnr Administrator
Contact Committee: Community Development Committee
j. St. Croix County Fair Board
Representation: 3 supervisors
Contact Committee: Community Development Committee
k. West Central Wisconsin Community Action Agency, Inc. (WestCAP)
Representation: 1 supervisor
Contact Committee: Health and Human Services Board
1. West Central Wisconsin Regional Planning
Representation: 2 supervisors and 1 citizen member
Contact Committee: Community Development Committee
m. Western Wisconsin 1-94 Corridor Coalition
Representation: 1 supervisor
Contact Committee: Transportation
n. Wisconsin Counties Association
Representation: County Board Chair & Vice-Chair
Contact Committee: Administration Committee
o. Willow River Rehabilitation District
Representation: I super
Contact Committee: Community Development Committee
Section B. Ad Hoc or Special Organizations. The County Board may permit participation in
special or ad-hoc organizations or other entities established for special purposes and limited
duration. The County Bear-d Chair-_Administrator shall appoint the representatives to a special
or ad hoc organization, subject to the confirmation of the or entity wi County Board-appT4val.
Supervisor members of special or ad hoc organizations or other entities shall be entitled to per
diems and expense reimbursement for each meeting attended in the same amount and at the
same rates as they receive for attending County Board meetings, unless the other organization
or agency provides compensation and/or expense reimbursement.
ARTICLE VIII
MEETINGS OF THE COUNTY BOARD
Section A. Meeting Place, Dates and Times. County Board meetings shall be held as follows:
1. Regular Meeting Dates and Times. The County Board shall hold its regular meetings at the St.
Croix County Government Center, 1101 Carmichael Road, Hudson, Wisconsin, the first Tuesday of
each month, except no regular meeting is scheduled for February or July. The meetings shall begin at
9:00 a.m., except that the meeting in May and June shall begin at 7:00 p.m. If necessary, meeting
dates and times may be changed by the County Board Chair.
2. Annual Meeting. The annual meeting of the County Board, required by Wisconsin Statutes § 59-11
(1), shall be held as part of the regular meeting in October.
3. Special Meetings. Special meetings may be called in accordance with Wisconsin Statutes § 59.11
(2)-
4. Physical Presence Necessary. Each supervisor must be physically present at a County Board
meeting to be "in attendance." Supervisors may not attend a meeting by telephone or electronic
manner or vote by proxy on any matter.
Section B. County Clerk to Act as Clerk of the County Board. The County Clerk shall act as the
Clerk of the County Board at all County Board meetings and shall: keep and record true minutes of
all meetings of the County Board; create and publish a certified copy of proceedings of County
Board meetings in all county newspapers pursuant to Wisconsin Statutes § 59.14 (2) ("Proceedings"
means a brief, precise summary of every resolution adopted, ordinance enacted or other action taken
by the County Board); make regular entries of the County Board's resolutions and decisions upon all
questions; and record the vote of each supervisor on any question submitted to the County Board
when requested by any supervisor, pursuant to Wisconsin Statutes § 59.23(2).
Section C. Agendas. The County Clerk shall mail to all supervisors at least 14 days prior to the date
of a County Board meeting a preliminary agenda of items to come before the County Board. Matters
of urgency arising after the preliminary agenda has been mailed to supervisors may be added to the
agenda at the discretion of the County Board Chair and the Chair of the Administration Committee.
Notice of these additional items and, if applicable, the resolution or ordinance will be mailed to the
supervisors as soon as practicable, but not later than the Friday prior to the County Board meeting. A
final agenda will be available the day of the County Board meeting.
Section D. Documents. All resolutions, reports and other documents relating to business to come
before the County Board for action shall be submitted to the County Clerk 6 days prior to each
meeting of the County Board. The County Clerk will send via mail and email the collection of
documents to all supervisors not less than 5 days prior to each meeting of the County Board.
Section E. Procedures.
1. Before proceeding to business, the roll of the supervisors shall be called and the names of those
present and those absent shall be entered on the record. Ten supervisors present at a County Board
meeting shall constitute a quorum for the transaction of business.
2. No supervisor shall absent himself/herself from a County Board meeting without first obtaining
leave of absence from the County Board Chair or the County Clerk in the event that the Chair cannot
be reached.
3. The order of business on a County Board meeting agenda shall be as follows:
Call to Order
Invocation
Pledge of Allegiance to the Flag
Roll Call
Review of Agenda
Consent Agenda
1. Minutes of Previous Meeting
2. Date of Next Meeting
3. Rezonings
Presentations or Recognitions
Appointments
Admi:Ri Goor-dinateplsQounty Administrator's Report
Old & New Business
Annual Committee and Department Reports
County Clerk's Report of Correspondence and Rezoning Requests
Announcements
Adjournment
The County Board Chair may modify the order of business as necessary.
4. The County Board Chair shall preserve County Board meeting order and decorum. The County
Board Chair shall speak to points of order and shall also decide questions of order subject to an
appeal to the County Board. No supervisor shall speak more than once on such appeal except by
leave of the Board. A majority vote of the supervisors present shall overrule the County Board Chair.
5. While the County Board Chair is addressing the County Board or submitting a question, no
supervisor shall cross the floor, leave the meeting, or walk between a supervisor being addressed and
the Chair.
6. Any County resident not a supervisor desiring to address the County Board on any subject
properly before the County Board shall first be recognized by the supervisor representing the district
in which he/she resides. Any person not a County resident wishing to address the County Board on
any subject properly before the County Board shall first be recognized, or shall be denied, by the
County Board Chair. If another supervisor objects to the County Board Chair's decision, the matter
shall be put to a vote of the County Board. This rule shall not pfeve#Uply to the AdmifiistFaf
GoeFdinatefC.oun!y Administrator, Corporation Counsel or other officer or employee of the County
4&mwhen answering any questions put to them by a supervisor or from presenting information to the
Board after being recognized by the Chair.
7. Minutes of County Board meetings shall be kept in accordance with Wisconsin Statutes
§59.23(2)(a). Unofficial minutes shall be transcribed within 7 days of the County Board meeting and
sent to each supervisor for review by the County Clerk. It is recommended that any supervisor
requesting additions or corrections to the minutes should submit the request to the County Clerk
within 14 days of receipt of the unofficial minutes. 18
Upon approval of the minutes, or approval of the minutes with changes, at the subsequent County
Board meeting, the minutes shall become official.
8. All meetings of the County Board shall be recorded electronically. The recordings shall be
preserved by the County Clerk for 1 year.
9. Every matter which comes before the County Board from a source other than a standing committee
or the Committee of the Whole shall be referred to an appropriate standing committee by the County
Board Chair without motion unless otherwise directed by a two- thirds vote of the County Board.
Every committee shall report upon all items referred to it by the second meeting following the
meeting of referral unless otherwise directed by the County Board. Once the subject matter has been
referred to a standing committee, the presenter is strongly urged to appear before the committee.
10. All petitions for highways and bridges shall be presented to the County Board at the Annual
Meeting.
11. Reports by County department heads shall be presented to the County Board annually.
12. Every resolution and ordinance presented to the County Board shall be signed by the members of
the offering committee. The chair of the offering committee is responsible for obtaining signatures on
resolutions and ordinances. If signatures cannot be obtained prior to a copy being mailed to
supervisors, the name and vote of each committee member shall be shown on the copy.
13. All questions shall be put to the County Board in the order they are moved, except privileged
questions.
14. Procedural rules of the County Board may be suspended by a two- thirds vote of those supervisors
present.
Section F. Rules of Debate.
1. When any supervisor wishes to speak in debate, or deliver any matter to the County Board, he /she
shall address himself/herself to the County Board Chair, confine his/her remarks to the question
under debate, and avoid making derogatory personal comments about others.
2. In all cases, the supervisor who shall first address the County Board Chair shall speak first; but
when two supervisors speak at the same time, the County Board Chair shall recognize the supervisor
who shall speak first.
3. When a question is under debate, no motion shall be received except a motion:
a. To adjourn (privileged).
b. To take a recess (privileged).
c. To lay on the table (privileged).
d. For the previous question.
e. To postpone to a time certain.
f. To refer to a standing, special or ad hoc committee.
g. To amend.
h. To postpone indefinitely.
These motions shall have precedence in the order in which they are listed. 19
4. A motion to adjourn, to take a recess, to lay on the table, and a calf for the previous question, shall
be decided without debate.
5. A motion to adjourn is always in order, except when a vote is being taken, but this rule shall not
permit any supervisor to move an adjournment when another supervisor has the floor.
6. When a motion is made, it shall be stated by the County Board Chair prior to debate. If a question
contains several points, any supervisor may have it divided into separate questions.
7. A supervisor called to order by the County Board Chair shall immediately relinquish the floor. The
County Board Chair shall then clearly state the breach involved and then ask the County Board if the
supervisor should be allowed to continue to speak. This question is not debatable.
8. It shall be in order for any supervisor voting on the prevailing side of a vote to move for a
reconsideration of that vote on the same day of the vote or not later than the next County Board
meeting. A motion for reconsideration having been put and lost, or not receiving a second, shall not
be renewed.
9. In all matters not specifically provided for in these rules, Robert's Rules of Order, latest edition,
shall govern in all cases to which they are applicable.
Section G. Putting Questions and Voting.
1. All questions shall be put to the County Board for a voice vote, unless otherwise required, in this
form:
Those in favor of the (resolution, motion, etc.) say "Aye ". Those opposed, say "No."
2. In a case where the result of a voice vote is in doubt, any supervisor may call for a division (a
counted vote).
3. Every supervisor present when a question is put to the County Board, or when his/ her name is
called, shall vote unless otherwise excused by the Board.
4. A supervisor may abstain from voting, but upon completion of the vote, he /she shall explain to the
County Board Chair the reason for his /her abstention. The Chair may approve or reject the reason. If
the reason is rejected, the supervisor must then vote "Aye" or "No." No supervisor shall be permitted
to explain his/her vote or abstention while the vote is being taken.
5. If a supervisor must leave the meeting during a debate or misses a vote, he /she shall be required to
vote upon his/her return. This rule may be waived by the County Board Chair.
6. Any supervisor may request a roll call vote. All votes on ordinances, resolutions, and motions
involving the expenditure of funds shall be by roll call vote.
7. All roll call votes shall be called in numerical rotation by district number; the district voting
2nd in the previous roll call vote in the current County Board meeting or, if there hasn't been
one, in the last County Board meeting in which a roll call vote occurred, shall begin the next roll
call vote.
Attachment to Resolution Approving Changes to Departments and Positions, and to County
Board Rules and Bylaws, County Operations Policies and Human Resources Handbook
Relating to the Change to County Administrator Form of Management
Amendments to Operations Policies
(only sections amended are shown)
III. CONTRACTS. Before being entered into and binding on the County, all County contracts shall
be reviewed and approved as to form by the Corporation Counsel and AdministFative Goefdinatei. If
acceptable, and except as otherwise required by law, all contracts shall be signed by the Goun
Board Gliair-, GOUBty GleflE and Administi Geoi:dinate County Administrator.
IV. COUNTY INTERNET WEBSITE. Supervisors shall choose what information is released
about them on the St. Croix County Website. A supervisor may choose to use the Government Center
address, phone number, and email, his/her own personal information, or any combination thereof. A
form will be provided for each supervisor to indicate his/her choices.
V. DEPARTMENT HEAD VACANCY. When a department head or UW-Extension Agent
vacancy occurs, consideration shall be given by the Count Administrator and oversight standing
committee to eliminating or modifying the position, modifying the department, or taking other action
to improve County operational efficiencies.
VI. DEPARTMENT HEAD POSITIONS. In order to assure the highest level of productivity to the
County and to protect against the potential for conflicts of interest, St. Croix County department
heads shall serve in only one employment capacity with the County and report to only one
standing committee. Exceptions to this policy may be approved by the County Board on a case-
by-case basis when the specific circumstances do not conflict with the intent of this policy.
St. Croix County
Human Resources
Policies and Procedures
Handbook
R evisions submitted f or review b A i inistratiO
Committee
April 14, 2011
Administration committee revised 1 av 25, 2011
Section 9 Drug Free Workplace Policy ........................................ 4-27
| 4-0- ~'''^`--^'--~'-----''--'-~'' 4-30
Article 5 Employment Status ........................................................................................ �-3-�L
Section 1 Representation -...-...-..---.---.----.-..-_-.--
Section 2 Exelnpt/Non Status . .............................................. 5-
Section 3 Job Sharing ---...-.-...'~..-_-.--..-.---.-~-.-
Section 4 Hours of Work ---,.--_-.----.-._.,..-.-~.-.-'--_ -=
S ection 5 Lunch Periods and Rest Breaks ......................................... - _=
Section
.--.--.----.--.'..-.,-^---..- -=
Section 7 Pay Pe ..._____._._,__~_._._..._..__..__.
QA
Article 6 Overtime and Compensatory Time .......................................
--..-.-~-----..---..---~----.--...--
..................................... --
S ection 3 Non Classification ................................................ _-
S ection 4 ExeMpt Classification ........................................................ ~--==-
Section 5 ExcMtions to the Ex=t Designation .................... - --==
S ection 6 Nursing Home Exceptions ................................................. _--==�
\ ---'--'==`
Article 7 Conditions of Employment -'--...--.'.--.-..---.''---''~--'-'~+
Section 1 The First D .-'-~----....--.-.-...-.--......--. 7-40-
=�-
Section 2 Probation Period -.-.--..-.--._.-.-,.--.---.-.- 7
Section 3 Travel and Expense Reimbursement ................................ 7
S ection 4 Gifts and Gratuities ........................................................... . 46 -=`
S ection 5 Confidentiality '--~...-...-....-..-.-.-`-.---..-_.... 46 �=-
Section 6 Political Activity -..-..-.-.----..~..--..-...---.. 46 �=
Section 7 Emergency Absences and Shut of Facilities . ......... . 47 - =`
Section 8 Ownership Pplicy .............................................................. . 47
Section 9 Life Illnesses ................................................ . 47
Section 11 Tobacco-Free Wo& —
Section 13 Public Records Law Regarding EWloyees .................... 7 4946
Section 14 |
| �
Section 15 Exposure to Blood Pathogens and Other Possibly
I nfectious Materials -----...-------.-.-...-..-.-..-_... ==�
\ Section 1 E mp l oyee. Id Bad -'-'---''-'-''''--''' --==
A 8 E its | _____._.____.____.__.,__..~.--.-_--..-f
| Eli ^ _.._,._,_.__._..',_.__.__.~,___._~ , ._. , _---.--.-f -5- * 54
Personal Time Off .-_-----.---.-.------_-.~_.-._-_____ ++5*54
� -----------------.--.---.--8-5
3
Revised 041411961201
Worker's Compensation -.,'--'''-----''~--~'-'-~^'''--'--'-^''-
Section I Coverage Eligibility ........................................................... -
Section 2 EMlover Responsibility .~
Section' Lost Work time ..-.-----.--.--.--..-----.---
Section 4 Benefit Continuation .......................................................... 8-69
Section 5 Em
___ployee's Rights . ............................................................. 9-6 —
Section 6 Physician's Statement --.--~
ht Duty -----..-....-..,..--.-.--.-.~..----.9-7
� ---~.-..--.-.....--.---...-..--..8-70
| Une Com .,.__~__._.____..__._.__-.----8
| Social Security .__.__..__..____.___'__,,__.._.__-.--_.-.
| Uni ted W Payroll Contributions -.-...-.---.--.-...---'-'-'---8
� ............................................... 9-74
Employee Assistance Program AE4Pl ...........................................................
Section 1 Program Recognitio ......................................................... 8-74
Section 2 Problem Recognition and Follow-Lip ................................. 8--74
Section 3 Employee Participatio ...................................................... 8-72
Section 4 Refusal to Participate ......................................................... 8-P-
Section 5 Additional Stipulations ...................................................... 842
\ Section 6 Union Eligibilijy __,.._..,,._____,____.--...---f4z�L8
Deferred Compensation Programs -.--_..-...'--^^-''''''----'--''f+-+ i
..-.-.-.--..~~.-.-_,_-.-._.---...--...- .-==�
Section 2 Definition ---.--__...--.-...--..._.-----.--.9
Section 3 Recruitment ._..-----.....--....--.----.---~..8
==
! ' ......-.---.-.--...---''-------9-7-3d8
Bereavement ......................................................................................... f
Section 1 Definition '.--.,--._--...--~-.-...--.---'-..8
Section 2 Terms and Conditions ........................................................ 8--7
Section 3 Definition of Immediate Family ........................................ 8 - 73 69
\ ---.-.--.-...-..--.--'------ . =
Jury Leave ...................................................................................................... +++^9
S ection 1 Conditions of Leave ........................................................... ~ . =
Section 2 Expenses .-.---..---..--..--..--._--~---..8
� S 3 Union _..--..-.~....-.-_.-.---..-~-.-..-8-74
=
5
Revised 041411061291
Section 3 Administration of Annual Evaluation ---~ 12 9682
Section 4 Performance Evaluations ..--.--__, ==
| P er f orm ance Evaluation --'------- 97 =^
A rticle 13 Record Management _.__~_.._.___,.._,____~.....'_,._.,__..__..__ __=�_
Section I Administration -.~-...—..---.--~.---'.._--.—.-- --=�
Section 2 Human Resources Department Responsibil ................ 13 9984
Article 14 Family and Medical Leave Act .................................................................... a++-9+6
--..-----.—.—..—.----..—.—~—.—..- --=�
Section 2 Definitions .-~.-----..—..--..—'.—~—.--.--.—.- --=�-
Section 3 Amount of Leave Available --.--.--..----� '_==.
Section 4 Manner in which leave can be taken ..............—'...... =.`- 4
9-388 Section 5 CoMpensations During Leave . .................................. =.`- -4
4-38g
Section 6 Continuation of Benefits . ........................................ ..=`-
Section 7 EMloyment Restoration ......''''''...''''''''''''''''','''... 44
Section 8 Required Advance Notice ''''—''''''''''--'''''''''~-- 4
........—......'..........—..—....—..—.....'
Section 9 Enforcement Article 1 5 Internet Code Of Conduct ............................................................................. +5 -95��
Section I Access to the Internet .................... ................................... -- --=_=
Section 2 Accotable Uses of the Internet .... ................................... i5 '-==-
Section 3 Unaccgptable_Uses of the Internet .—..----.—.--.—.'- '-==.
.............................................................. 15 --=='
Section 5 Software '—..--...—..--.--.—.—.._---..--...—..-- --==`
Lit Issues . .............................................................. 4
--.—.—.—.—_--..—..—.'.—.--..------- --==�
�e__ction8 Harassment ....—.----~—....—.---.--..,.—.--.--- --==
Section 9 E-mail —.—.-~—~.---.------.--.—~.—.—..~--- --==
Section 10 Violations --.--..—.----...----.—..~—..—._.--- --==
| Section 11 Un Eli -----'—'----'--'—'—'—'^—'''-- --==`
Article Yvoz»puucu Violence ..................................................................................... 1697
Section 1 ty and Security While at Work -----..---.---- - �==�
Section 2 Inclusiongy Statement . .................................................... -_-7
| Section 3 Disc A c ti ons ........................................................ 1697
7
Revised 04141
ARTICLE 1— Introduction
I Section 1 Purpose. The purpose of establishing the St. Croix County P el Human
Resources Policy Handbook is to provide for the consistent and fair administration of County
personnel procedures. It is designed as a working guide for supervisory staff and personnel in the
day -to -day administration of County personnel policies. It is the responsibility of every County
employee to read these policies and conduct him/herself in a manner consistent with these
guidelines. And it is the responsibility of every supervisory staff member to administer these
policies in a fair and impartial manner.
It is the intention of St. Croix County that the ° e-Fse in4 —Human Resources Policies and
Procedures Handbook conform to the following standards and practices:
1) recruitment, selection, and advancement of employees based upon skill and ability factors
and open recruitment of all qualified applicants for initial employment,
2) equitable and adequate compensation,
3) training of employees to assure high quality performance,
4) retaining employees on the basis of adequacy of performance, correcting
inadequate performance, and separating those whose performance cannot be
corrected,
5) providing freedom from political coercion.
Section 2 Applicability. This policy applies to all County employees receiving remuneration
from the County, except where employees are covered by an existing labor agreement (in which
case the union contract is binding and additional benefits are not extended unless specifically
noted), or when state statutes have precedent. Should any provision of this handbook be declared
illegal by a court of law, the balance remains intact.
Section 3 Author i The Administration Committee, Human Resources Department, and/or
their designees are responsible for the interpretation and administration of this handbook.
Revisions, updates, and amendments to this manual are issued by the Administration Committee,
which has been authorized by the County Board of Supervisors to act in this capacity. The
County retains the right to change, modify, or discard any or all portions of this handbook at
their discretion. The updates, revisions, and amendments will be made available to all employees
and paper copies should be entered into the handbook at the appropriate place. Obsolete
materials should be discarded. Employees should access the Cowzty's Intranet to verify the up-
to -date handbook policies and procedures.
Section 4 Handbook is Not a Contract. Nothing contained in this handbook shall imply, either
implicitly or explicitly, that this is a contract between employer and employee. Nor is there any
guarantee of employment or job tenure. St. Croix County subscribes to the philosophy of
employment at will.
9
1 Revised 04141100
ARTICLE 2 --Affirmative Action and Equal Opportunity Employment
Section 1 Equal Opportunity Employment Policy. Equal employment opportunities are assured
in the County system with the County Board of Supervisors committed to the policy of non-
discrimination against any person on the basis of race, creed, color, national origin, age, sex,
arrest/conviction record, sexual preference, ancestry, marital status, or disability, except where
such requirements have been demonstrated to constitute a bona fide occupational qualification or
a business necessity. The policy is assured by:
1) recruiting, hiring, and promoting, for all positions at every level of County staffing
without regard to the aforementioned non-merit factors (and exceptions as noted),
2) basing all employment decisions so as to farther the principle of equal employment
opportunity,
3) providing reasonable accommodation to applicants and employees to assure equal
employment opportunities for the disabled,
4) insuring that promotion decisions are in accordance with principles of equal opportunity
employment by imposing only valid requirements as criteria,
5) insuring that all other personnel actions and services such as compensation, employee
benefits, transfers, layoffs, returns from layoffs, county-sponsored training, and education
are administered without regard to the aforementioned non-merit factors,
6) complying with the applicable state and federal laws and regulations pertaining to equal
employment opportunities.
Section 2 Affirmative Action Philosophy. In recognition of legal and moral obligations, it is the
policy of St. Croix County to provide equal employment opportunities to all persons, regardless
of race, color, sex, creed, national origin, age, sexual preference, arrest/conviction record,
ancestry, marital status or handicap. Further, St. Croix County does not ascribe to
unsubstantiated honesty testing. All personnel action related to, but not limited to recruitment,
hiring, transfer, promotion, training, compensation, other benefits, layoff, and termination are
administered without regard to the aforementioned factors, with the exception of actions where
such requirements constitute a bona fide occupational qualification or business necessity.
Section 3 Reasonable Accommodation. St. Croix County is committed to the practice and
philosophy of reasonable accommodation to assure equal opportunities in recruitment, selection,
and promotion. In compliance with the Americans with Disabilities Act and per Section 504 of
the Rehabilitation Act of 1973, Federal Revenue Sharing Regulations, such "reasonable
accommodation" may include, but is not limited to the provision of interpreters for limited-
English-speaking applicants, interpreters of sign language, special assistance and/or adaptive aids
for the visually impaired, access to TTY, and the restructuring and adapting of testing materials,
work materials, and offices to provide employment opportunities for the disabled. To assure
compliance with these acts and aid in efforts to make the general public aware of the County's
policies and procedures, the EEO/AA Statement is prominently displayed within the workplace,
officially posted in the Administration Department, and a copy of the statement is printed
annually in the County newspapers. Copies of the statement are available upon request from the
Human Resources Department.
11
Revised 0414110601
3) review employment practices and related documents (i.e. job descriptions, application
forms, job announcements, etc.) to assist in ensuring that any of these practices found to
be discriminatory or potentially discriminatory are eliminated or modified,
4) report to the County Board and/or Administration Committee the status of Affirmative
Action efforts.
Section 8 Dissemination of EOE /AA Program.
Dissemination of Policy Within Agency (County facilities): It is the intention of St. Croix
County to insure that each employee is made fully aware of the Affirmative Action policy. A
copy of this policy is attached to and made a part of the written personnel policies of the County.
The Affirmative Action Plan is posted or made available in conspicuous places for access by
employees and other interested persons.
Dissemination of Policy Outside Agency (outside County facilities): St. Croix County pledges
that recruiting sources will be informed of the County's policy stipulating that it actively recruit
and refer for job openings minorities, disabled, and women who are qualified to fill these
positions. Applicants for each position have access to this written policy. All recruitment
advertisement will include the phrase "St. Croix County is an Equal Opportunity Employer ".
Advertising will not restrict opportunities as to age or sex.
Section 9 Non - Employee Grievance Procedure. Section 504 of the Rehabilitation Act prohibits
discrimination based on disability. In accordance with the Section 504 Regulation and in
acknowledgement of the Americans with Disabilities Act, any applicant or member of the
general public who has reason to believe that s/he has been mistreated, denied services, or
discriminated against in any aspect of employment or services may file a grievance. In order to
implement this policy, St. Croix County has adopted a grievance procedure providing for prompt
and equitable resolution of complaints alleging any action prohibited by the Acts and laws
contained herein. County employees should refer to the internal grievance policy contained
elsewhere in this Handbook. Regulations may be examined in the Human Resources Department,
Government Center, 1101 Carmichael Road, Hudson, WI or copies obtained by telephoning
(715) 381 -4310.
Non - Employee Procedure:
1) a complaint must be in writing, containing the name and address of the person filing the
complaint, and must briefly describe the action alleged to be prohibited by regulations,
2) a complaint must be filed in the Human Resources Department within 300 days of the
last alleged violation,
3) the Human Resources ^ ,x iRistiate- Director or designee shall conduct such
investigation of a complaint as may be appropriate to determine its validity; these rules
contemplate thorough investigations affording all interested persons and their
representatives, if any, an opportunity to submit evidence relevant to the complaint,
4) the Human Resources "a inistfate'. Director or designee shall issue a written decision
determining the validity of the complaint no later than thirty (3 0) days after its filing,
5) if the complaint has not been resolved at this point, the Human Resources Adna ifiistrater
13
i Revised 04141190
ARTICLE 3 - Position Administration
Section 1 Purpose. The purpose of position administration is to provide for an efficient
organization of work, emphasizing the maximizing of economy and efficiency in the delivery of
service to the public. It provides standard titles and a common language for personnel actions,
budgeting, and planning. It is the responsibility of the County Administrator. reporting . to the
Administration Committee, "dministratieRDep rt e +, d designee to authorize positions
and then administer those positions, insuring that employees receive the proper pay and benefits
as determined by the status of the position.
Section 2 Policy. Administration of Position Descriptions Position Pointing, Developing a Pay
Plan
It shall be the responsibility of the ^ d + +• •d a+e1•Human Resources Director under
e ev g l ppp}e tee#
the Adiuinistratioia G^� reporting to the County
Administrator, to implement and maintain an u-al- Cojjpt , 's process for reviewin g of -a l
positions descriptions, position pointingi9b evaluation, and develepmei# of— pay plan
management for the County organization. The Gpiipty ^ ,a„• inns+ ~^+^"Human Resources Director
^ a - -' + + r ,a + i s di by theshall make regular reports to the Administration
Committee " the Position Administration wE)fk group" and will
eens e f YY ' i ageme + + r
ff + ens on this process.
p Y r,
St. Croix County adopts as the basis for its position administration of non- roresented staff the
Spr n i , S ys t em J + Lll ^ Manag + LLL � d SA point Factor Job Evaluation System fe-r•
�
p ^°Qon peifrtng provided by Carlson Consulting LLC The POSitien Mana eu:ent Syste
partment mission statements and department business i:espensibilities. It shall in the futuree
alse inelude perfeRuanee evaluation templates. The SAFE System is the b
Evaluation
cc "
z system.
The is an annual classification review p rocess shn11 commencing each June and completed by
July 31 • - All a -P '+' Admk3i �� r ^ n employee covered by a non - represented staff pay
plain who feels h/herposition has changed substantially over the preceding several months in
ways that are likely to be reasonably stable, may request a classification review and the process
shall consist of the following steps:
1 Employee completes a current Job Description Questionuiaire (JDQ).
2 Employee completes a job classification review form.
3 Employee's departnnent head reviews the JDQ and request submission for completeness
and accuracy and notes any comments.
4 Human Resources reviews the JDQ and request submission for completeness and
accuracy and notes any comments.
5 Forms are submitted to Carlson Consulting LLC for an evaluation and recommendation.
6 The Human Resource Director submits a recommendation to the Administration
Committee for final action on job classification and salary plan placement.
The County shall follow the same process for (1) anypositions modified as the result of staff
15
i Revised 041411801284-9
B. D +' o f M! 7 D n+ +M o n
g reup shall assufe that all positions are praper4y painted by applyin the SAFE 35
This will be done one. of v ways, & eithw A� pr-E)pef b
7 _ b b 7 y
all pesitions. Amivally, this aetivit�; shall be eompleted in May aftei: the positions have be
appFevedby the
G. First Regfession Analysis ef All Pos4ions
Upon eempietien of b b
eempleted by aad/ar- submitted te the Position Administr-ation work group for- its review and
7 and r-epoAed to the AdmirAstr-atien Genuni#ee at the regular- June Committee
�i g
ZS�L CSLb.
17
i Revised 0414119612915
G. Seeend b ' w ith B ud g et
with appi:eved b
b
g roup
t7
Budget
The Administration Committee shall develop a— recommendations for gpy p ay plan structural
changes for the or- izatioii- represented staff based an the ove ' part of the
budget process The Committee may give any consideration to the development of this plan,
including but not limited to the position regression analyses, budgetary constraints, collective
bargaining, market conditions, and employee retention or attraction needs. The pay plan shall be
approved by the Administration Committee and submitted to the County Board for approval by
the County Board.
b A4� his/her par-eat eenunittee
alterin 1
g roup
a n(-,w position as reeenunended by--the Position Adniinist-Fatien work b
deseriptionr
Section 32 Position Categories. St. Croix County has three (3) major categories for positions:
regular full -time, regular part -time, and temporary. From time -to -time a category of project or
limited term employee positions (LTE) may be utilized to deal with state or federally- funded
programs implemented in the County.
1) Regular Full -Time positions are designed for a standard work -week of employment, year
round. A regular full -time employee is scheduled to work an average of forty (40) hours
per week. Thirty -five (35) or more hours per week are considered full -time but the
standard is forty (40) hours per week.
2) Regular Part-Time I positions are designed for a standard work -week that is less than full -
time, but is usually filled year round. A regular part -time employee is scheduled to work
an average of between twenty (20) and thirty -four and nine - tenths (34.9) hours per week.
A few positions exist that are classified as Regular Part -Time II. These are designed for
on- going, year around work on a regular schedule that is less than an average of twenty
(20) hours per week.
3) Temporary positions are used throughout the County and may be referred to under several
different names or titles: on -call, casual, reserve or auxiliary, summer or seasonal, LTE,
fill -in help, or temporary. Temporary positions may be used for several purposes:
a) fill -in for an absent employee (casual, on- call);
19
i Revised 0414110012019
package that is offered to employees in the "Regular" classification. However, temporary
employees are eligible for FICA (social security), Worker's Compensation, and, if working in a
position in which there is an anticipation of six hundred (600) or more work hours within a
twelve month (12) period, Wisconsin Retirement participation. Temporary employees earn no
seniority /longevity with the County and do not have bidding rights to vacant or newly- created
positions. Time spent in temporary status does not count toward the employee's seniority should
s/he be hired into a permanent position. Hours worked by temporary employees may vary from a
few hours a month to full -time (40 hours per week).
Section 7 Limitations on Temporary Positions. A temporary position may not be used over an
extended period of time as a substitute for a permanent position. A temporary position that is
scheduled to work twenty (20) or more hours in the standard work week on a year round basis
will automatically become a permanent position after the 600th hour that is worked in the third
year since the position was established. To be eligible for permanent status, the temporary
position must be essentially unchanged in its focus since it was initially established and must
have consistently worked twenty -plus (20 +) hours per week year round. The employing
department must notify the Human Resources Department forty -five (45) days before the
position is to become permanent so specific employment details can be arranged. If questions or
concerns exist regarding the appropriateness of this position being designated as permanent, the
Human Resources Department can submit the issue to the Administration Committee for a final
decision.
An employee who has filled a temporary position that becomes permanent through County
actions does not have automatic rights to the permanent position. The newly- created permanent
position may be subject to union posting requirements or open recruitment. If an employee is
granted the permanent position, his /her time in the temporary position does not count toward
seniority, longevity, or the awarding of wages or benefits.
Section 8 Procedures for Establishing�a Temporary Position. As part of the annual budget
process, temporary positions must be reviewed by the Department Head and the Supervising
Committee. Temporary positions fall into three Categories for budgeting /approval purposes:
1) Category 1: Temporary positions that are scheduled to work up to twenty (20) work days
(this is equal to 160 hours) within a calendar year should be listed as temporary positions
on the annual budget submitted by the department. These positions are subject to review
of the supervising committee and are considered as part of the annual budgeting process.
2) Category 2: Temporary positions that are scheduled to:
a) work more than twenty (20) work days (160 hours) within a calendar year AND,
b) fill an on -going or summer /seasonal need AND,
c) have no likelihood of becoming permanent positions should be listed as temporary
positions on the annual budget submitted by the department.
In addition, a Temporary Position Questionnaire needs to be submitted to the Human
Resources Department as part of the annual budget process. These temporary positions
must have an expected start date and an expected end date listed on the Questionnaire
when submitted to the Human Resources Department. The positions are subject to the
review of the supervising committee and will be waived as approved by the
21
i Revised 0414110012810
the position is a represented employee and the position is not in a current classification,
then the pay level is subject to collective bargaining. te the request (this may-be- duce
dui4Rg an efflier- s4ep if se r-equasted)T
4
4) the Administration Committee reviews the iafer-matieR --- recommendations of
the HR Adn4nistraterDirector, and determines the viability of the position within County
funding and its necessity to County operations. Throughout its consideration, the
Administration Committee may call in the Department Head, supervising committee
representative, or meet together to exchange information; if the Administration
Committee rejects the proposal, notification must be given to the supervising committee,
5) if the position is approved by the Administration Committee, the Committee will bring
the position before the County Board with a recommendation to establish and fund the
position, and
6) the new position, once established, adheres to the governing policies of the County; the
recruitment, selection, and appointment process for filling the new position is outlined
herein.
Section 10 Position Abolishment. When it is determined that a position is no longer useful or
appropriate, the NvaRan Resoufoes AdEniflist+ateF - County Adrninistrqtormay-shall recommend to
the Administration Committee that said j ob be abolished or changed. Input may be derived from
employees, the Department Head, and the supervising committee.
If a Department Head intends to eliminate a position s/he must notify the supervising Committee
and their actions must be recorded in the official minutes. The Human Resources Department
must be notified of any such proposal prior to action taken by the supervising committee.
If an employee currently occupies the position to be abolished, actions such as lay-off,
termination, or transfer may be invoked as defined elsewhere in these policies or collective
bargaining agreements.
Seetioll 11 TT - Position Review. if the duties and responsibilities of a nen represeffte
position i:M-1 ----- -- AR.PVQAqR. tR the exteRt that they substantially exeeed er fall short of
standing r-equir-ements/duties ef the position, a review may be in or-den The Depai�ffnent H
with appreval of the supervismg eenuni#ee may Tequest a formal review of the pesition by di
14R DepartuneRt aftd Administfation Gemmittee as noted in Seetion 2 of the POsiti011
Adff4Ristrafieft peliey.
Section 4-2 Union Eligibility. Policies and procedures regarding the establishment or
abolishment of regular positions are extended to the County's unionized workforce in those cases
when the governing labor contract is silent. Policies and procedures regarding non-union position
reclassification are not extended to the County's unionized workforce.
23
Revised 041411M204
approval for the filling of a new position. Whenever possible, all position announcements should
include the following:
1) position title, classification, and department,
2) position description including minim requirements,
3) salary range,
4) closing date for the filing of applications,
5) the place to receive job information and to file the completed application form,
6) a statement that the County is an Equal Opportunity Employer, and
7) any other pertinent information.
Position announcements are officially posted on the Job Opportunities bulletin board in the
n a ., tfatio Humaiz Resources Department. Additional announcements may be posted in
other County buildings.
Position announcements are formally announced at least seven (7) days and advertised in one (1)
issue of all or selected County newspapers prior to the closing date for filing applications. The
Human o r.aunagefHunan Resources Director _may choose to focus "help wanted"
advertisements into specific County newspapers where successful recruitment is most likely.
The Human R Nlanagaf Hunan Resources Director _will consult with the supervising
committee chair in the filling of any Department Head vaeaneies for the top ^,a,,akiist ative c-
vacanc . Consultation will include
identification of appropriate sources for position announcements and the selection of a
coverage area for notification and advertisement. The Human Resources Director is
responsible for preparation and placement of position announcements and advertisements.
Adniinistfalive. pesitieRs may be a&ertised in the newspaper-s using a box ad at ieast two (2)
n n
under- the
" W o " Help Ii e to these pr-aefiees would be in thee
HiBited to, t he Goiait S— website, the T �geaeFal iiale - t geyer raiEzii je Jit a
1 0„+ „f' e es .
Any similar vacancies may be filled without new recruitment within twelve (12) months of the
hire as long as the selection is made from the previously certified applicants. Departments that
use an annual recruitment to determine a certified list of applicants may use that list for up to
eighteen (18) months following the date the eligibility list was released, should the same or
similar positions be opened.
The Human ReseuFees b
'1 rl-.i 4 f +i g -n, t ri+off +fn
t ` � 1 � n �t iL 11J oft �./ y „ n Feview b v�. .wa � +iv.ay... . �.....,
25
Revised 041411 OW04
4) a&ei4ise in b
a
Applications shall remain on file in the Human Resources Department for one (1) year from the
date of filing. They are considered active applications for the first six (6) months and inactive for
the remainder of time they are in the file, unless the applicant contacts the Lames
Nlana:ge+ Resources Director -and indicates that s/he is still available for employment.
Applications from a certified applicant list will remain on file until such time as the list is
declared obsolete. Otherwise, applications that are beyond one year of date of filing are
destroyed. Applicants may contact the Htn3aan r es Mann` e Hunnan Resources Director to
inquire as to the status of their application form.
The' RumaR Reseufees ManagwHuinan Resources Director -may reject
any application if the applicant:
1) provides false or misleading information on the application form,
2) does not sign the application form,
3) has been convicted of a crime which causes unsuitability for the position for which the
candidate applied,
4) is not within legal age limitations prescribed for the position,
5) does not meet minimum requirements for the position,
6) has an employment record which demonstrates unsuitability for the position,
7) is a member of an organization that advocates the violent overthrow of the government of
the United States,
8) is physically or mentally unable to perform the duties of the position, even with
reasonable accommodation by the County,
9) is found (based upon job- related factors) to be clearly unsuitable for the position.
Whenever an applicant is rejected, notice of same is conveyed to the applicant. It is the
philosophy of the County that the most qualified, best — suited person be hired to fill a vacant or
+� + +� • +n,-vn „nn� ; 1n� +� + ra + .. +; r,» �,n +n +.,��,> ,�� +- non +�r�
new position
Section 6 Selection and Appointment. The selection process is based on objective appraisals of
each certified applicant's capability or potential to perform ' in the position. Further the final
seleetien deeision ean provide ear er oppeftunities for- euffeRt employees and meet af finnative
aetieia b
Once the application closing date has been reached, all completed application forms are
considered for the open position. It is the responsibility of the Human n_ se _ rees Manager—Hunan
Resources Director -and appropriate Department Head - .''� � V1 to screen all the
frms applications to obtain ax1 - o'er°— appropriate number for interviewing. The initial
screening is based upon job- related criteria as has been previously determined and stated in the
job description and job _ ^__ab; s s 3 AIE)FksheecJDQ • From those candidates selected for personal
interviews, the hiring decision is made on job - related factors including:
1) meeting basic job requirements and qualifications,
27
Revised 041411061201
2) reinstatement opportunities for former employees eligible for reinstatement,
=1
3) employment opportunities for under-utilized groups as identified in the County's
Affirmative Action plan.
If none of the certified applicants are selected for appointment. the appointing authority shall
provides the Human Reseufees ManagefHuman Resources Director7_�withthe justification for
rejections —.-4The-, g
gad the Numan Reseurees MaRa Resources Director, upon
determining such reasons to be valid, dims -shall direct new recruitment efforts and/or ee4ifies
certify other applicants.
Applicants selected for personal interviews bear all expenses for the initial interview, unless
otherwise approved by the Adn:iinistrafien GammitteeCoLuity Administrator.
The Human Resources A4ministrat Director shall establish internal procedures that take
reasonable er- des Administrative Geefdina or-, Admilffiistrat4eii Geffffi-4#ee, and all ether
in- the seleetion pr-E)eess e:, to insure the highest
level of integrity and security in the hiring_ Only the Human Resources AdmirAstrat&F
I- -
Director, or designee, the Department Head, eF tl:lei
I l y — by the AdiRini stmt; ea
GemfrAtteeapd the Coup!y Administrator are authorized to handle confidential recruitment and
selection materials.
All application forms are considered confidential unless determined otherwise by legal
interpretations of Wisconsin's open records statute. Applicants may inspect their own application
form but may not review the application forms of other candidates. The application forms
become the property of the County, to be kept on file for a period of time, as required by current
state and federal regulations, and then to be disposed of in a confidential and timely manner.
The retention and disposition of all application forms and related hiring materials are the
responsibilities of the Human Reso-fees Managwl-luinan _Resources Director. All application
forms for County positions are returned to the Human Reseur-ees Manager-Human Resources
Director- order to maintain security and confidentiality.
Determination of the compensation for the vacant, non-represented position is made after the
review E)f the pa34gT-ade strruel. of the County's elassifieatieB�eeffTensatian syste aqq_Vecified
above. Usually-theilie employee is-p1qy be hired at a rate between minimum and mid-point of
the range upon approval by the Human Resources Director. Consideration for hiring above the
mid-point is given to key positions within the County, but only after careful review by the
Human Resources MaRager ai94,--perhaps-,Director, the Admipiistr�ve Coordinate County
Administrator, and i:eprasefftafives of the Finanee and superwising Genffni#eesthe Admii
Committee. Compensation deeisiensflie decision to offer a position at a rate above the range
minimum shall be are—based upon consideration of an individual's work experience and the
required . level pf--,appfepnate—an4__ education or training, job requiremenis and
e�q3eetafions, and level of expertis
a well as the specific needs of the County in filling the
vacancy.
Section 6-7 Nepotism. Within this section, the tenn. "relative" includes: spouse, son, daughter,
mother, father, brother, brother-in-law, sister, sister-in-law, son-in-law, daughter-in-law, mother-
29
Revised 041411061291
Furthermore, the County strictly prohibits the use of alcohol and/or controlled substances by its
employees and volunteers who are performing or: ready to perform = _ _ __- °� , ,, job
functions.
31
Revised 041411861201 9
not permitted to drive his/her vehicle home or back to work. The employee must make
alternative transportation arrangements in order to leave the collection site. The employee
is not to report to work, but is placed on unpaid leave. This is a special administrative
leave and supersedes PTO policy. A positive drug or alcohol test with results of .02
percent or above finds the employee in violation of the County's Drug Free Workplace
Policy.
The results of the drug testing are sent directly to the Employer's Medical Review Officer
(MRO). Then the results are shared with the employee's supervisor and/or Department
Head. The supervisor or Department Head discuss the results with the employee and
determine the appropriate course of action.
Once the test is completed and the employee is sent home, the supervisor submits a
written report to the Human Resources Department outlining in detail, the event and the
observed behavior that led the supervisor to the belief that the employee was under the
influence of alcohol and /or drugs. This report is done within twenty -four (24) hours of
the testing.
4. Probable Cause - -in a situation where an employee is either acting in an impaired
unauthorized drug and alcohol use. Random alcohol and drug testing may be conducted
before, during, or immediately after an employee's job performance. Several positions
within St. Croix County have been designated as safety- sensitive. Employees in safety -
sensitive positions are subject to random drug and alcohol testing. Employees should
confer with their Department Heads to detenmine if they are in safety - sensitive positions.
The minim annual percentage rate for random alcohol testing is at the licensing level or by
state /federal authorities. Employees are randomly selected for testing from a pool of employees
that are subject to this testing. The testing dates and times are unannounced and are with an
unpredictable frequency throughout the year. Because the testing is done through a random
program, each employee has an equal chance of being tested each time selections are made. In
the event an employee tests positive for either alcohol or controlled substances, s /he is subject to
disciplinary action up to and including discharge.
1) Post - Accident Testing - -as soon as practical following an accident or incident, the
employer tests the employee for alcohol and drugs. If the accident involves a motor
vehicle, the alcohol test is administered within two (2) hours following the accident and
the drug test is administered within thirty -two (32) hours of the accident. An employee
who is subject to post- accident testing must remain readily available for such testing or
s/he is deemed to have refused to submit to testing.
2) Return.- to- Work/Followy Up - -this test is used to maintain abstinence and prevent relapse
by employees during and after drug /alcohol treatment. The County assures that before an
employee returns to duty after engaging in conduct that is prohibited in this policy, s/he
undergoes a return -to -work alcohol and /or drug test indicating negative results.
33
Revised 04141106.901
ARTICLE 5 -- Employment Status
Section 1 Representation. St. Croix County employees have the right to organize, join, and
participate or refuse to organize, join, and participate, in any employee organization, freely and
without fear of penalty or reprisal as pursuant to the Municipal Employment Relations Act (WI
Stat. 111.70). Represented Employees are those employees in positions which are represented by
a collective bargaining agreement recognized by the Wisconsin Employment Relations
Commission. Four -such bargaining units exist in St. Croix County:
1) T (Labor y , Wisconsin
Professional Police Association/Law Enforcemennet Employee Relations Divisi Local
453
2) Highway Union (Local 576, Council #40, AFSCME, AFL -CIO),
3) St Croix County Office and Professional Employees Union (Local 278, Council #40,
AFSCME, AFL-CIO),, and
4) Health Center Union (Local 2721, Council #40, AFSCME, AFL -CIO).
Non - represented Employees are those employees in positions which are not represented by a
collective bargaining agreement authorized by the Wisconsin Employment Relations
Commission. Bargaining unit employees should review the policies detailed here as well as their
union contracts for specific conditions of employment. Non - represented employees should
familiarize themselves with the policies and procedures contained herein and the union contracts
covering employees under their supervision
Th handbook a..
Section 2 Exempt/Non- Exempt Status. St. Croix County, as an employer, is subject to the
provisions of the Fair Labor Standards Act. The Act involves legislation by the federal
government which sets guidelines for minimum wage, overtime calculation, and recordkeeping.
The Wage and Hour Division of the United States Department of Labor administers the Act.
All employees of St. Croix County are covered by the Act, regardless of their employment status
(i.e.; part-time, regular, temporary, on -call, etc.). The Fair Labor Standards Act divides all
employees into two categories: Exempt and Non - Exempt. Exempt employees (the term comes
from the phrase "exempt from overtime provisions" and is oftentimes defined in the private
sector as "salaried employees ", are defined by the Department of Labor as those employees who
are categorized as:
1) executive,
2) professional, or
3) administrative.
An employee who is designated as exempt is not entitled to receive overtime or compensatory
time as a condition of employment.
An exempt employee can only receive overtime or compensatory time if his/her employer pays it
35
Revised 041411 QW91
the other job - sharer will not be expected to return to work full -time. However, when one of the
job - sharers is not available for work due to scheduled short absences such as vacations or illness,
the other job - sharer may be asked to assume part of the work load.
Job -share employees must be able to meet workload requirements and be available for scheduled
conferences and meetings. Any hours worked beyond the scheduled forty (40) hours must be
required and approved by the supervisor prior to the hours being worked. Employees may not
schedule themselves for compensable overtime. After an employee's participation in a job -share
position has been approved, daily schedule variations are permissible consistent with the needs
of the department and the approval of the supervisor.
A job -share proposal must be submitted by the two participating employees to their supervisor.
The supervisor must approve the proposal and submit it to the Department Head or, if the
supervisor is the Department Head, to the County Administrator The
supervising committee must approve the request and submit it to the Administration Committee
for final review and approval. All job - shares approved and implemented under these guidelines
are considered experimental and, as such, require continuing analysis as to their effectiveness
and desirability of continuance. The supervisor must provide for a methodology to be utilized for
such analysis and must include provisions for the assessment and evaluation of the following
basic elements:
1) level of service to the public;
2) impact upon the morale and job satisfaction of the employees in the work unit including
supervisory and management staff;
3) impact upon employee effectiveness and efficiency;
4) effectiveness of supervision in terms of work availability, assignment, and coverage;
5) effect upon employee conflicts, problems, and/or grievances;
6) effect upon employee attendance /absenteeism; and
7) cost effectiveness.
It is the responsibility of the supervisor to submit to the supervising committee and
Administration Committee a narrative which includes the items listed herein after six (6) months,
one (1) year, and annually thereafter. The County reserves the right to discontinue any job -share
position with sixty (60) days notice if it believes that the County and/or the public are not best
served by its continuance. At that time, the job - sharers would be consulted regarding the future
employment opportunities. However, the County retains final authority, under its doctrine of
employment -at -will, to determine if employment will continue.
Policies and procedures regarding job sharing are not extended to the unionized workforce, but
rather bargained as part of regular contract negotiations.
37
Revised 04141100!919
perhaps staggering schedules to stay open until 6:30 p.m. or 7:00 p.m. Still other departments
such as maintenance or computer services may use flexible scheduling to extend work hours
beyond the normal work day because heir work is best done when office staff members are not
present. And lastly, some departments use flexible scheduling because their work demands
coverage in excess of the standard nine (9) hours per day.
Shift scheduling for twenty -four hour operations is detailed in Article 5, Section 4, and in various
union contracts.
Department Heads should abide by the standard work schedule unless there are significant
reasons to do otherwise. A Department Head who wishes his/her department to operate outside
of the usual work day and work week must be able to show public demand for the extended
service time, improved service delivery to the citizens of St. Croix County, market factors that
impact employee scheduling, significant cost savings for the new schedule, and/or efficiencies
that can be captured only with revised scheduling.
Any altered schedule that has received Employer approval can be terminated upon one (1) week's
notice to the employee. If an altered schedule results in a workday in excess of eight (8) hours in
one day, time and one -half is not paid to eligible employees unless the employee exceeds forty
(40) hours worked in one work -week. Justification for any altered schedule must address issues
of security, receptionist coverage, and public accessibility.
Altered Schedule - -Five Day Work Week --If the Department Head wishes to alter the
department's work schedule to cover additional hours during the week, s/he must submit this
proposal to the supervising committee. Altered work schedules shall not begin prior to 6:30 a.m.
nor end later than 9:00 p.m. Any exception to this would have to be submitted to the
A dnak4stf a lion Genunifte °County Administrator for action. Altered schedules that do not
involve a lessening of the number of work days each week for the employees and are within the
start and end time restrictions noted above can be approved by the supervising committee. When
submitting an altered schedule for a five -day work week, the Department Head must assure that a
full -time employee works each of the five days and no work day shall be less than four hours in
duration.
Altered Schedule -4 X 10 or Less Than Five Work Days - -If the Department Head wishes to alter
the department's work schedule more dramatically than the five -day schedule noted previously,
s/he must submit this proposal to the supervising committee. If the supervising committee
approves the request, it is then sent to the Ad Ge m- MitteeCounty Administrator for
final review and action. St. Croix County restricts the use of departmental scheduling that would
result in usual work weeks of less than five days for its full -time employees. Significant and
compelling documentation must be presented to the Committees to justify a move to a 4 X 10
schedule or other similar schedules. Justification for the 4 X 10 or similar schedule should
include the factors listed in paragraph four of this section.
Altered Schedule - -One Month or Less Duration -- Altered schedules that have Employer and
Employee agreement for an anticipated duration time of one month or less can be approved by
the Department Head. This should be done in consultation with the Human Resources
Department to review any union or employee handbook issues.
39
Revised 04141 196G201
ARTICLE 6 --Overtime and Compensatory Time
Section 1 HistoKy. In the mid-1980's, the federal government (court action, Garcia Decision)
determined that Department of Labor laws which governed wages and working conditions in
private sector employment would be extended to public sector employment as well. This meant
that public employees previously governed by local policies or established procedures, were now
subject to the rules and regulations promulgated by the Wage and Hour Division of the United
States Department of Labor. The enabling legislation that put these rules into effect is known as
the Fair Labor Standards Act or FLSA.
Section 2 Exempt/Non- exempt _Designation. The Human Resources Department maintains a
current listing of all job classifications and their designation as an exempt or non-exempt
position. Department Heads and Supervisors should review this list regularly. Any employee
wanting to know his/her designation should contact the Human Resources Department.
Section 3 Non - exempt Classification. Non-exempt employees are commonly referred to as
"hourly" employees. St. Croix County requires that non-exempt employees complete a daily
timesheet, and these must be forwarded to the payroll center on a regular basis. These timesheets
are placed in permanent files and become the legal documentation regarding an employee's work
time. Federal law requires that these timesheets be completed and filed in a timely manner.
The FLSA requires that employers provide cash overtime payments at time and one-half for all
hours worked in excess of forty (40) in one week. For calculation purposes, St. Croix County
designates each week as Sunday through Saturday. Non-exeinpt employees who are not covered
by a union contract follow the federal overtime law. Specifically, the non-exempt, non-union
employee must work forty (40) hours within the designated one-week period in order to qualify
for overtime. These hours can accumulate over any number of days and may be in excess of
eight (8) in one day. Overtime under the FLSA is not based upon the accrual of daily hours, but
rather on the accrual of weekly hours. The FLSA states that overtime is determined only after
forty (40) work hours. Work is defined as time on the job. Works hours do not include paid time
off. For example, an employee who worked four 8-hour days, took one 8-hour day as PTO, then
worked an additional four hours on the sixth day of the week would not qualify for overtime
under the FLSA. The employee in this example had only 36 work hours even though s/he may be
paid for 44 hours, including PTO time.
Non-union casual, temporary, on-call, or limited-term employees who are in the non-exempt
classification do not receive overtime until they have worked in excess of forty (40) hours in one
week. However, if they have worked in excess of forty (40) hours, they must receive overtime.
The fact that they are not "regular" employees does not waive their right to overtime.
41
Revised 041411 OK91
funding source or the allocation of hours to specific projects, grants, or assignments. Though the
personnel policy allows for Department Head discretion in granting release time to exempt
employees, it is not to be interpreted as "one hour release time for each one hour of work time in
excess of 40 hours per week."
Section 5 Exceptions to the Exempt Designation. Exceptions to the exempt category occur in the
County labor force with hourly nurses and hourly registered dieticians (and any other exempt
employee paid in a non-exempt fashion). Registered nurses and dieticians are considered
professional and therefore exempt under the FLSA. However, when an employer chooses to pay
the exemp employee in the same manner as an hourly employee, that employee becomes non-
exempt. For example, an hourly staff nurse at the Nursing Home who works in excess of eighty
(80) hours in two (2) weeks is entitled to overtime for the excess hours. Employee classifications
that fall into the "exception" category should be referred to the Human Resources Department for
review.
Section 6 Nursing Home Exceptions. The FLSA allows for special provisions in the operation of
a nursing home. The "eight and eighty" rule indicates that overtime is to be paid for all hours
worked in excess of eight (8) in one day or in excess of eighty (80) in a two-week (2), fourteen
(14) day period of time. The two-week (2) period runs from Sunday through Saturday for
fourteen (14) days. This provision permits the scheduling of staff on a broader schedule, more
conducive to direct care--i.e. six (6) days on, three (3) days off; seven (7) days on, four (4) days
off, etc. This provision can be overruled by a union contract that provides for greater overtime
benefits for employees.
Section 7 Travel Time Training, Seminars, and Conferences. Non-exempt employees who are
sent to mandated or County approved training, seminars, or conferences are paid for the time
spent in travel to and from the event and time spent in attendance at the event. A#endanae—Time
Paid excludes meal time and overnight accommodations49 If the travel time and attendance
at the event total more than forty (40) work hours per week, then overtime at time and one-half is
granted.
43
Revised 041411 OK91
Probationary employees are entitled to paid holidays provided they meet the eligibility
requirements for holiday pay. Probationary employees do not receive a pay -out for PTO
accumulation if they do not complete their probation period. Probation periods can be extended
with approval of the Department Head and the Human Resources Department. The probationary
employee must be notified of this extension prior to the end of his/her usual probation period.
Section 3 Travel and Expense Reimbursement. Employees are reimbursed for reasonable travel
expenses incurred when conducting official County business. Mileage reimbursement is set by
the County Board of Supervisors and corresponds with the rate used by the IRS for tax
purposes, or by the County's use of rental car policy (Section 3, h), whichever is less.
Employees should check with their Department Head to determine the current rate of
reimbursement.
Commuting expenses between an employee's home and his/her assigned County government
building (hereinafter referred to as "worksite ") are not reimbursable. Place of business will be
used to describe any other location visited while on official County business. Specific
departmental rules may require advance approval by the Department Head or Supervisor of all
employee business travel. A valid driver's license, proof of insurance, and a vehicle available for
transportation may be requirements of the position.
Mileage will be paid to employees while traveling on official County business during usual
or after work hours, on the most reasonable direct route as follows:
1) from worksite to place(s) of business and return to worksite, mileage allowance shall be
the actual miles traveled (see example "a "),
2) from employee's home to place(s) of business to worksite, mileage allowance shall be the
lesser of: home to place(s) of business to worksite OR office to place(s) of business to
worksite (see example "b "),
3) from worksite to place(s) of business to employee's home, mileage allowance shall be the
lesser of: worksite to place(s) of business to home OR worksite to place(s) of business to
worksite (see example "c "),
4) from employee's home to place(s) of business to employee's home, mileage allowance
shall be the lesser of: home to place(s) of business to home OR worksite to place(s) of
business to worksite (see example "d "),
5) all miles traveled with a client are reimbursable including travel outside of St. Croix
County (see example "e "). Employees who do not have a worksite, as determined by the
Department Head, shall be paid for all miles traveled in St. Croix County while on
official County business,
6) if an employee is called to work or chooses to work at his/her worksite outside of the
usual work hours, mileage is not paid; if an employee is called to report to a place of
business that is not his/her worksite, outside of his/her usual work hours, mileage is paid
as authorized in example "d ",
7) because of the nature of the work done by employees in the Highway Department, they
may be assigned to more than one official worksite; mileage is not paid to commute to
and from any of the designated work - sites,
8) an employee may utilize the County rental car agreement for work related travel if the
rental cost is projected to be lower than the mileage reimbursement amount. Rental car
45
Revised 0414118612019
® WORKSM
HOME
PLACE OF BUSINESS
45 Miles
Employee leaves worksite at 3:00 p.m. and drives 30 miles on official business, then drives
home. It is the end of the work day. Allowable mileage = 60 miles.
Cl
WORKSITE
HOME so Atl
70 Afiles
PLACE OF BUSINESS /CONFERENCE
Employee left home, went to the conferencelplace of business, and returned home without ever
going to the worksite. Allowable mileage is 100 miles.
47
Revised 04141106001
Employees should check with the Department Head or Supervisor to determine the travel
voucher format to be used and the time frame in which you must report all requests for
reimbursement. Most departments do not permit payment of travel costs that are more than three
(3) months old. It is expected that travel expenses will be reported each month. Any fines
incurred by the employee while performing official County business is the sole responsibility of
the employee and may result in disciplinary action.
Expenses incurred while on County business outside of the St. Croix County border are
reimbursable at the following rates:
1) Meals — Breakfast $7.80 — Lunch $8.10 — Dinner $17.00
These limits may include not more than 10% for a tip. If an employee chooses to use the
total allowance for one or two meals in a full day, this is acceptable, provided that s/he
would be entitled to these meals. To be eligible for breakfast, the employee must be away
from work or have to leave home prior to 7:00 a.m. To be eligible for dinner, the
employee must not have returned to work or home or be within the boundaries of St.
Croix County prior to 7:00 p.m. These rates reflect the actions of the County
Administration Committee and therefore are subject to change. Receipts are required for
the employee to receive reimbursement.
2) Lodging —Motel rite: Maximum reimbursement rate will be in accordance with current
state of Wisconsin rate
If lodging is expected to exceed the maximum allowed, the employee may choose to
complete an "Authorization to Exceed Maximum Motel Allowance" form from the
Der-semi4-Human Resources or Finance Departments. A copy of this is also included in
the appendix of your °moo miel Human Resources Handbook. This form needs to be
signed by the supervising County Administrator or designee and
should accompany your expense voucher.
3) Incidentals — Bar bills or alcoholic beverages are not reimbursable. Receipts should be
kept for miscellaneous expenses such as parking, registration, etc., and attached to the
travel voucher.
4) Payment — Expenses are itemized on a monthly travel/expense voucher provided by the
Finance Department. Employees working for specially - funded programs may have to .
complete additional expense forms. Attach all documentation to the travel voucher. The
Administration Committee may be required to review the voucher also. Travel expenses
must be submitted to the Finance Department or appropriate office within ninety (90)
days or they will not be paid. Receipts must accompany the request for reimbursement.
Payments will not be made for expenses that are not receipted.
49
Revised 04141189
The County dministrator or his/her designee must weigh these factors in light
of employee safety, essential County operations, and the provision of services. When safety
concerns and other factors outweigh the need for opening County buildings, then a shut-down of
ZD C� z:1
facilities is declared. The following provisions apply:
1) employees failing to report to work in a timely mainier due to inclement weather
conditions are paid only for those hours worked, subject to number "3 ",
2) the County Board GhakmwmAdministrator or his/her designee may order certain
departments to be closed or staffmg curtailed due to emergency conditions or the
inability to provide a worksite; if such a decision is made prior to the start of the work
day, every effort is made to contact the local radio stations for an announcement of
closed departments within one (1) hour of the beginning of the work day; employees
are paid only for those hours actually worked, subject to number " 3 ",
3) employees may apply for PTO or, where applicable, compensatory time credits to
receive full pay for scheduled hours absent during a facility shut-down; if accrued
time is not available, all absent hours are without pay,
4) it is the responsibility of the Department Head or Supervisor to notify the Human
Resources Department immediately of any employees who have lost time without
crediting their PTO or compensatory accrual; this lost time is without pay (but only
after other pay sources such as PTO and compensatory time have been expended); the
employees' timesheets should reflect this.
Section 8 Policy. It is the policy of St. Croix County that ownership of inventions,
writings, computer software, and other original works is vested with the County, providing that
the employee who developed said works was hired for that purpose or that such development
was a natural outgrowth or necessity of the j ob.
Section 9 Life-threatening Illnesses. As public employees, we must treat all people, including
our fellow employees, with respect and dignity at all times, including when seriously ill. If one
of us were to become ill, we would respond with care and compassion. We provide ourselves
with a safe, healthy, open, and informed working environment. At the same time, however, we
hold dear and protect our individual privacy and medical information, which is not to be shared
without our permission.
Any employee with a life-threatening illness who is eligible for that specific health coverage will
not lose eligibility because of the illness. S/he may continue to work as long as able, providing
there is no medical evidence to indicate the condition is a threat to his or her own safety or to the
safety or health of others. St. Croix County is an Equal Opportunity Employer and does not
discriminate against persons as noted in Article 2 of this handbook. The County tests and screens
employees, per Americans with Disabilities Act guidelines, to determine whether they are
physically able to perform the tasks of the position. The County does not test or screen to
determine if the employee has a life-threatening illness, including AIDS and HIV. The County
will continue to provide its employees with Employee Assistance Program services to keep them
informed and able to deal with illness and its related problems.
Section 10 Dress and Grooming— County employees are in the forefront of providing services to
the general public. Personal appearance is an essential element of good public relations. The
51
Revised 041411961291
Because of the varying work situations in County employment, some departments may, out of
necessity, provide additional dress /grooming rules that are more stringent than those listed in this
policy. It is the responsibility of each employee to assure that s/he abides by not only the rules
listed herein, but also is in compliance with any departmental rules. Failure to abide by these
policies will be considered a violation of our County's DefsepAwTHuman Resources Handbook
and /or departmental work rules and therefore subject to the County's disciplinary procedures.
Section 11 Tobacco -Free Workplace. The St. Croix County Board of Supervisors has designated
all County govermnent grounds including county buildings, county -owned parks, and county -
owned vehicles and equipment to be tobacco -free for the betterment of the health and work
enviromnent of its employees and the general public. As such, any member of the public found
in violation of the tobacco -free workplace policy will be asked to leave the premises. Additional
I penalties may be assessed. County ei to ey es mgy go to designated -areas or their personal
vehicles. County employees found in violation of the tobacco -free workplace policy will be
subject to the disciplinary procedures defined in this handbook.
Section 12 Issuing Keys to Employees. The Building Services Department is responsible for the
duplicating and distributing of access keys for buildings and offices within the County. Control
of keys should be maintained by the Department Head or supervisor, in consultation with the
Building Services Department at each facility.
Each employee receives keys from his/her supervisor or the Building Services Department
representative. The employee signs for the key(s), acknowledging that the key(s) is a piece of
County equipment which must be kept secure and returned to the County upon request of the
supervisor or termination from County employment. The supervisor is responsible for
maintaining a list of the employees and the keys assigned to each. A copy of the employee's
Employee Key Policy Form must be modified each time a change in keys takes place and
forwarded to the Human Resources Department and the Building Services Department. An
employee is not considered to have completed the termination process from County employment
until the key(s) has been returned to the supervisor or Building Services representative and the
employee has "signed -off' on the Key Return Form.
Keys remain the sole property of the County. Employees are not authorized to duplicate keys.
Only the Building Services Department can duplicate keys after approval is received from the
Facilities Manager. An employee who loses his/her key(s) must report that loss immediately to
the supervisor and the Facilities Manager. Keeping a County key after termination from County
employment is considered theft. Duplicating keys or giving a County key to an unauthorized
person for use is subject to disciplinary procedures. Copies of the signed Key Form are retained
in the employee's permanent personnel file.
Section 13 Public Records Law Regarding County Employees. Employees in the public sector
do not enjoy the protection of records confidentiality that is commonplace in the private sector.
Wisconsin Statute 19.31 emphasizes the legislative intent to provide open access when possible
to the citizens for the review of public documents, including employment- related materials. The
law states that any person may inspect public records and the custodian of the records must
respond "as soon as practical and without delay."
53
Revised 041411960/
Departments planning for conferences, conventions, or training need to place all related expense
:M
items--registration fees, travel (mileage) costs, lodging, meal expenses, and other accompanying
costs--in the same budget line item. That line item is earmarked specifically for Conference,
?
Convention, and Training costs. A worksheet and justification form is attached to the budget
a
worksheet and/or reimbursement voucher.
Training is categorized into three areas which prioritize the departmental and/or employee's
needs and objectives. The highest priority training is called Mandatory. This is training that is
required to maintain program or individual licensure or certification in the field in which the
employee is presently employed by St. Croix County. This is also training that may be necessary
to accurately report data to funding sources or maintain or achieve compliance with local, state,
or federal policies, requirements and/or initiatives. It is the employee's responsibility to maintain
his/her license or certification so that s/he can remain employed by St. Croix County. The
County does not assume responsibility for assuring that each employee's license or certification
is current and valid. However, departments may incorporate some of the necessary continuing
education requirements into their annual training plans and accompanying budgets.
The second priority of training is called Essential and provides an employee with training to
insure that s/he can perform duties in accordance with generally accepted current or emerging
standards or practices in the field. Essential training is also used to minimize or reduce County
exposure to liability in high risk service or program areas.
The last general area of training is called Preferred and has as its purposes employee professional
growth and development as identified in an employee performance evaluation or a department's
staff development plan. It may also provide training that would enhance an employee's retention
via preparation for promotional opportunities within the County. Preferred training would
provide opportunities for developing new skills to meet anticipated future program needs as
identified by the supervisor, or provide coping skills to reduce or alleviate employee burn-out
and turnover. And lastly, this training provides opportunities for staff positions which usually do
not require Mandatory or Essential training.
Other types of training that are not part of each department's annual training plans and budget
may be available to employees. In-service training may be available as sessions that are required
to meet present job requirements, to maintain job performance at an acceptable level, or as a
requirement for continued licensing or certification. The County and/or a department or unit may
sponsor such training in-house for one or a number of employees. For example, the nursing
home may sponsor in- service training for all attendants on the topic of "patient restraints." The
Highway Department may sponsor in-service training on "CPR".
Local staff development training is often times sponsored by the Human Resources Department.
These programs are informative and/or educational in nature and provide for information
dissemination, skills upgrading, personal and job development, and staff cohesiveness. The
Computer Services Department provides specialized training in computer-related areas. Much of
this training is done locally. Computer Services may also make available to employees
specialized training at a site other than the County facilities. When this happens, the registration
costs incurred as a result of the training experience are billed against the Computer Services
budget. In-service training may also be provided as needs are identified county-wide and several
55
Revised 041411961291
4) employee and Department Head and/or supervising committee reach an agreement as
to loss of time--use of PTO time, flexible scheduling, leave of absence, etc., and
5) g acknowledgement that employee-requested training programs of this sort are usually
ZD LI.I�
not eligible for County payment of wages and benefits, travel expenses, or
registration fees.
Procedural Issues
Each year the Departments are required to identify training needs and conference/convention
attendance for their program area(s) and incorporate these anticipated costs into their annual
budget. When comparable training is offered in different locations, departments are encouraged
to select the program which provides the least expensive total package (including regis tration
fees, travel costs, time away from work). Out-of-state training programs may be authorized by
the Department Head when the total cost of the program would not be greater than a program
provided in-state. Other out-of-state training, conferences, or conventions may be approved by
the supervising committee, provided that monies exist in the budget.
C,
Department Heads and supervising committees determine the number of staff that will attend a
training program, conference, or convention based upon several criteria:
1) whether the program offers choices of working sessions at the same time, which
would justify multiple attendees, or whether it offers one working session or multiple
working sessions, but at different times, which may justify attendance by one staff
member only,
2) whether the training is mandatory or essential for multiple staff, and
3) whether there are cost-effectiveness considerations which support sending multiple
attendees. When a training program, conference, or convention is attended by more
than one employee, they are encouraged to travel together and share accommodations
whenever possible.
An employee attending a training program for which the County will pay a registration fee must
submit prior to the program:
1) a completed training request form to his/her supervisor for written authorization for
training-related expenses, and
2) after the program, a completed training evaluation form with his/her voucher in order
to claim reimbursement for training-related travel, lodging, and meal expenses.
The supervisor and/or Department Head will review the evaluation form and voucher.
Department Heads attending training, conference, or convention activities should be sure that
money is available within the designated line item of the annual budget, and complete an
evaluation form which would be made available to the supervising committee upon request.
Employees should not construe this policy as an entitlement to training, conferences, or
conventions. No employee is guaranteed animal training or attendance at conferences and
conventions. An employee has sole responsibility for maintaining any license or certification that
is a requirement of his/her job. In the event that appropriate CEU training is not made available
57
Revised 041411OW019
When an employee reports an occupational exposure to a blood -borne pathogen, the employee's
supervisor directs the employee to receive immediate medical attention at a County designated
facility. If appropriate, the employee receives the hepatitis B vaccination.
The County provides the medical clinic with documentation of the route(s) of exposure and
circumstances under which exposure occurred. Also, the County provides results of the source
individual's blood test, if available and all medical records relative to the employee's treatment
including vaccination status. The County will provide to the employee a copy of the evaluating
medical provider's written opinion within fifteen (15) days of completion of the evaluation. The
opinion is limited to:
1) notice that the employee has been informed of the results of the evaluation,
2) notice that the employee has been advised of any medical conditions resulting from
exposure to blood or other potentially infectious materials which require further
evaluation or treatment, and
3) if HBV is indicated, whether or not the employee received a hepatitis B vaccination.
All other findings or diagnoses remain confidential. All medical records are maintained in the
employee's medical file in the Human Resources Department.
Specific departments within the County where exposure to blood -borne pathogens is at a greater
than normal risk (i.e. Nursing Home, Public Health, County Jail, etc.) may have policies that are
more job specific. Employees in these higher risk areas must familiarize themselves with the
departmental rules and procedures regarding blood -borne pathogens in addition to the general
County policy.
Section 16 Employee Identification Badges. To improve the safety and security of the County
staff and the public, identification cards are issued to all County staff and others as designated.
The cards or badges serve to identify those who work for St. Croix County. They also identify
the employees as they deal with the public, travel to other worksites, or their work takes them
outside of the usual County sites for conferences, seminars, or case management and/or
investigation situations.
Eligibility
The following individuals are eligible to receive a County ID badge:
1) elected officials and appointed County officials,
2) employees officially employed by the County and currently carried on the County
payroll,
3) individuals providing volunteer, special, or contracted services (hereinafter referred to as
designated individuals) and for whom the appropriate Department Head has requested
that they be assigned a County ID badge, subject to the review and approval of the
Human Resources Department or Administrative Coordinator.
59
Revised 041411062915
6) machine washed, re- laminated, or punctured.
Policy Violations
Violations of the ID badge policy are subject to the disciplinary procedures outlined in the
Personnel Handbook. Depending upon the seriousness of the policy violation, it may result in
immediate suspension and termination.
61
Revised 041411 OW919
each pay period. For employees working a forty (40) hour per week schedule, the number of
hours paid each pay period would be eighty (80). For an employee working a twenty (20) hour
per week schedule, the number of hours paid each pay period would be forty (40). PTO is
determined by taking the number of regular hours paid each pay period, excluding overtime,
multiplied by a pre - determined multiplier. This results in the amount of PTO time earned. The
multiplier varies with years of service, as noted below, effective with all new hires on or after
May 1, 1995. Employees in non - represented status prior to that date are "grandfathered" at the
multiplier rate that was in effect prior to May 1, 1995.
Years of Service Multiplier Used Grandfather Rate
0 -4 .0885 .08846
5 -9 .1077 .11923
10 -14 .1173 .12500
15 -19 .1269 .13077
20+ .1384 .14230
PTO Service Credit at Hire
The Department Head may, at their discretion, recommend to the Human =esauF e
I
Man Huinan Resource Director that a new hire be given credit for length of service for
employment experience directly related to the position to which the employee is being appointed
or to match the current leave accrual provided by the employee's most recent employer. The
recommendation must be in writing and based on the Department Head's assessment of the
employee's qualifications beyond the minimum requirements, recruitment considerations, or
service accrual provided by the employee's previous employer.
The length of service credit plus the employee's subsequent actual length of service with the
county will be the basis for future accrual determinations. No additional length of service credit
shall be granted after initial appointment to the county.
Human Resources will track new employees granted service credit towards a higher multiplier or
a starting bank of PTO time as part of the recruitment process. Human Resources will provide a
quarterly report to the Administration Committee of any appointments above the minimum and
the justification for such.
Section 3 Personal Sick Leave Bank. An employee who is sick uses their PTO account for the
missed time. However, the employee has the annual option of placing some of his/her PTO time
into a Personal Sick Leave Bank. Once an employee has time in his/her Personal Sick Leave
Bank, s/he can tap into this account anytime that a single occurrence illness /injury results in the
loss of more than three days time. When that option is selected, the deduction reverts back to the
first day, so that the first three days are deducted from the Personal Sick Leave Bank (not the
PTO account), plus the additional sick days used. To utilize the Personal Sick Leave Bank, the
employee may be asked to submit documentation from a physician to verify illness or injury. The
63
Revised 04141196
Section 9 Death While An Active Employee. If an employee dies while in active employment
status with the County, his/her spouse may be eligible for the "retirement" health insurance
option outlined in Section 8. First, the employee must meet the retirement criteria as defined in
the 1997 Wisconsin Act 58, Wisconsin Retirement System. The deceased employee must be age
55 or older (age 50 for protective service) and have a spouse. The deceased employee's PTO
Bank and Personal Sick Leave Bank may be converted into health insurance premium payments.
The health insurance conversion option or the pay -out option would be at the discretion of the
spouse. The terms and conditions of the conversion are the same as noted in Section 8.
Section 10 Restrictions. PTO hours and the Personal Sick Leave Bank are for the personal use of
the employee only. However, PTO hours can be given away per Section 14 of this Article.
Should the PTO balance fall below "0 ", the employee will immediately receive deductions in
his/her pay to compensate for any PTO time taken in excess of the accrued hours. Should this
happen, the employee must take imm ediate action or be subject to the disciplinary procedure.
An employee cannot be paid for time at work and receive PTO pay at the same time. PTO cannot
be used in the same payroll period in which it was earned.
PTO is designed to provide for effective planning of work hours and time away from work.
Although the PTO plan encourages employees to maximize time spent on the job, it should not
be construed as serving to limit vacation time or sick leave time. Employees who are ill should
not report to work. Department Heads or supervisors have the right to judiciously assess the
health of an employee and, if the employee is deemed to be "too sick to work ", the Department
Head or supervisor can send the employee home.
An employee asking for Unpaid Leave must use all of the hours s /he has accumulated in his/her
PTO account before the request will be considered. An employee asking for Unpaid Leave
because of a lengthy illness or injury is required to use the hours in his/her Personal Sick Leave
Bank, PTO Account, and any compensatory time before the request will be considered.
Employees should utilize PTO hours prior to requesting time off under the Family and Medical
Leave Law.
Employees can use PTO in increments of not less than one -half (1/2) hour. Because the nature of
the work varies within departments, some Department Heads or supervisors may stipulate that all
PTO must be used in increments that are substantially greater than one -half (1/2) hour. Review
the applicable departmental rules to determine specific restrictions.
Section 11 Advance Notice. Employees shall be allowed to use PTO as requested provided that
supervisory approval is received. When an employee is requesting PTO time for a personal
illness or injury, the employee must report the need for same at least one (1) hour before the start
of the work day or shift, except in cases of emergency or development of the illness during work
hours. Employees designated as providing uiunterruptible services (for example,
telecommunications, direct patient care, etc.) should report personal illness or injury at least two
hours prior to the start of the work day or shift, except in case of emergency or development of
illness during work hours.
65
Revised 041411961299
Determining Recipient Eligibility
To be an eligible recipient an employee must satisfy all of the following conditions:
1. Must be working in a permanent position with St. Croix County that is eligible
for benefits and have completed the first six months of service as a permanent
employee. Must be eligible to accrue and use PTO.
2. Be on an approved unpaid leave due to a serious illness /injury of the employee,
employee's spouse or dependent child. The unpaid leave may be taken in
noncontiguous increments.
3. Have provided medical certification of the seriously incapacitating illness /injury.
4. An employee must not be receiving worker's compensation benefits and must
have exhausted all available leaves (PTO, Long Term Sick Bank, Comp
Time).
Potential recipients must fill out a "PTO Donation Program Application" form, including
authorization for release of medical documentation, and submit to the Human Resources
Administrator with a signed and dated statement from a physician that contains the
following:
• Nature of the illness /injury
• Prognosis
• Anticipated return to work date.
• If applying due to an injured/ill spouse or dependent child, the medical statement must
include the reason the employee's attendance is necessary to provide direct care and the
type of direct care required.
Applications for participation in the PTO donation program will be reviewed by the Human
Resources Administrat er Director . The request for PTO donation may be denied for a variety of
reasons including the ineligibility of the qualifying event, the ineligibility of the employee for the
Program, an incomplete application, or a pattern of leave abuse. The Human Resources
Ali ist }-ater Director will inform the applicant of the decision to approve or deny.
Determining Donor Eligibility
Potential donors must fill out a "PTO Donation Authorization" form. To be eligible to donate
PTO, an employee must be eligible to accrue and use PTO, and must have an earned balance that
equals or exceeds 40 hours. A donor must have completed the first six montlis of service as a
permanent employee.
A donor may donate not less than 2 hours and no more than 12 hours of PTO to any employee at
a time. The 2 -hour limit will be prorated for part-time employees.
A donor may donate to any recipient who is determined to be eligible for the program.
PTO will be donated in whole -hour increments and on an hour- for -hour basis irrespective of the
base hourly rates of the donor and recipient.
67
Revised 04141100
Usually employees do not report to work on designated holidays, but are paid for the work day.
Holiday pay is defined as a day's pay determined by the individual employee's rate of pay times
the number of hours regularly worked on a scheduled work day. To be eligible for Holiday pay,
an employee must be on the active payroll of the County and in pay status on his/her scheduled
work day before the Holiday and his/her scheduled work day after the Holiday.
Section 2 Rotating Shifts. Employees who are part of a rotating shift of workers
(communications center, law enforcement) receive a day's pay as Holiday pay in addition to the
regular pay they receive if scheduled to work on a Holiday. Holiday pay is given on or near
December 1 of each year and pro -rated for terminated employees.
Section 3 Holiday on Non - Scheduled Days. Should a Holiday fall on a day in which the County
has no scheduled work, the nearest scheduled regular work day is considered to be the Holiday.
Should a Holiday fall on a Saturday, it will be celebrated on the preceding Friday; should a
Holiday fall on a Sunday, it will be celebrated on the following Monday.
Section 4 Part-time Eli ibg ili y. Regular part-time employees must be working an average of
twenty (20) or more hours per week to be eligible for Holiday pay. A part -time employee is
assigned a percentage of time that reflects the usual "average number of hours worked per
week ". For example, an employee assigned to work an average of twenty (20) hours per week
would be a fifty percent (50 %) employee. An employee assigned to work an average of thirty
(30) hours per week would be a seventy -five percent (75 %) employee. All percentages are based
upon a forty (40) hour per week standard. For calculation of Holiday time, the employee receives
the percentage of time that s/he is usually scheduled to work per week (i.e.; 50% of 8 hours or
75% of 8 hours).
Section 5 Union Eligibility. � Policies and procedures regarding Holidays are governed by the
labor contracts for all unionized workers.
69
Revised 041411001019
Section 5 Payments to Finance Department. In all situations where employees or former
employees are paying premiums for health insurance, these premiums must be paid to the
Finance Department prior to the tenth of the month for coverage during the following month
(i.e.; payment by March 10 for April coverage).
Group health insurance enrollment materials are available from the Human Resources
Department and payroll centers. Questions or concerns should be directed to the Human
Resources Department.
Section 6 Union Eli ibg� ili y. Policies and procedures regarding Health Insurance are governed by
the labor contracts for all unionized workers. In areas where the labor contract is silent (i.e.;
retiree payments, etc.) the handbook information will apply.
Life Insurance
Section 1 Terms of Coverage. The County provides an employer -paid group life insurance plan
to eligible employees in an amount equal to the employee's annual salary, rounded up to the
nearest thousand. To be eligible, an employee must be working an average of twenty (20) or
more hours per week in a regular position. The coverage also includes compensation for
accidental death, dismemberment, or loss of sight. Employees have an obligation to snake
application for the life insurance policy within the same time period as application for health
insurance.
Section 2 Employee Options In addition to the basic life insurance plan, options are available at
employee expense. The employee may elect to take an additional 1X, 2X, or 3X his/her life
insurance coverage through a payroll deduction. Also available at employee cost is the option of
providing $5,000, $10,000, or $25,000 in life insurance for the employee's spouse, and $10,000
in life insurance for each child. Copies of the benefit plan and prevailing monthly rates are
available from the Human Resources Department.
Section 3 Union Eligib Policies and procedures regarding Life Insurance are governed by
the labor contracts for all unionized workers. In areas where the labor contract is silent, the
handbook information is applicable.
Long - Term (Disability Insurance
Section 1 Terms of Coverage. The County provides an employer -paid long -tern disability
insurance plan for eligible employees. To be eligible, an employee must be working an average
of twenty (20) or more hours per week in a regular position. The coverage provides for an on-
going pay -out of sixty (60) percent of the employee's regular rate of pay after a qualified
disabling illness or injury has occurred. There is a waiting period, beginning at the time of
illness /injury, of ninety (90) calendar days or the exhaustion of the employee's sick leave bank,
PTO account, compensatory time, and any other paid time that may be utilized -- whichever is
longer. Booklets outlining the specific coverage's are available from the Human Resources
Department.
Section 2 Union Eli ibg ility. Policies and procedures regarding Long Term Disability Insurance
71
i Revised 9414119€ 48
Consultants at the Wisconsin Retirement System will assist you in determining which of several
pay -out options is best for your retirement situation.
Worker's Compensation.
Section 1 Coverage Eligibility. Employees of the County are covered by Worker's
Compensation insurance. Volunteers are not considered employees. An employee who is hurt or
becomes ill because of what s/he thinks is work - related exposure must notify the County at the
time of the incident. The illness or injury is reported to the Department Head or designee, and an
incident report is immediately processed to the ^ a i Risk Manaaer D€patnae -at.
Section 2 Employer Responsibility. The County is responsible for arranging immediate medical
attention for the injured or ill employee. The County provides for quick submission of the
incident report and related follow -up materials. to the insurance carrier.
Section 3 Lost Work Time. The employee must use his /her accrued PTO to pay for hours
between the time of the injury /illness and the usual end of the work day if the employee is unable
to return to work on the date of the injury. Worker's Compensation never pays for the day of the
injury. If the injury /illness and resulting worker's compensation claim does not exceed three (3)
additional working days, the employee uses PTO to compensate for the missed work time. If the
injury /illness exceeds three (3) additional working days, Worker's Compensation payments begin
after the third working day following the day of the injury /illness. If the employee is disabled for
more than seven (7) days, the Worker's Compensation system goes back to pick up those first
three (3) days.
During the time of healing, Worker's Compensation provides for two- thirds (2/3) of the
employee's usual compensation to the current maximum; which changes every October. Non-
union employees on Worker's Compensation status will receive the difference between their pay
and the current maximum per week from the employee's leave accrual, if such difference exists.
Employees on Worker's Compensation who continue to receive their usual compensation from
the County must turn -over to the County's Worker's Compensation/Risk Manager, for deposit
with the County Treasurer, any wage payments they might receive from the Worker's
Compensation carrier.
Section 4 Benefit Continuation. Personal Time Off credits continue to accumulate for the
employee who is on Worker's Compensation. Employees participating in the County's insurance
programs have their insurances paid under the terms. in effect at pre - injury /illness time. Holidays
occurring during an employee's Worker's Compensation absence are paid at the pre - injury /illness
rate.
Section 5 Employee's Rights. An employee sustaining a work - related injury or illness whose
claim has been deemed compensable under the provisions of the state Worker's Compensation
Law are entitled to the choice of any physician, chiropractor, or podiatrist in the state. By
agreement with the County, the employee may have the choice of a doctor not licensed in the
state.
73
Revised 04141190!20
Section 125 Plan (Flexible Benefits Program)
The Section 125 Plan is a federal program that permits employees to set aside pre -tax dollars as
part of a payroll deduction in four major areas: medical & dental insurance premiums,
unreimbursed medical expenses, and child care. The voluntary election to participate in the
Section 125 Plan occurs at the time of hire and once annually for continuing employees.
Information regarding the Section 125 Plan is available from the Human Resources Department.
Union participation in the plan is governed by labor contracts.
Employee Assistance Program (EAP)
Section 1 Program Recognition. •tion. St. Croix County recognizes that a variety of physical and /or
psychological problems may interfere with the ability of the individual employee to perform
satisfactorily on the job. In most instances the employee will overcome such personal problems
independently and the effect on job performance will be negligible. In other instances, normal
supervisory assistance will serve either as motivation or guidance by which such problems can
be resolved so the employee's job performance will return to an acceptable level. In some cases,
however, neither the efforts of the employee nor the supervisor has the desired effect of resolving
the employee's problems and unsatisfactory performance persists over a period of time, either
constantly or intermittently. Therefore, it is the policy of the County to handle such problems
within the framework outlined herein.
Section 2 Problem Recognition and Follow -W. The County recognizes that almost any human
problem can be successfully treated, provided that it is identified in its early stages and referral is
made for an appropriate diagnosis and treatment. The purpose of this policy is to assure that any
employee suffering from a wide range of problems, including but not limited to the following,
receives the same careful consideration and referral to counseling and/or treatment that is now
extended to employees with other illnesses.
1) marital,
2) vocational,
3) legal,
4) financial,
5) alcohol or drug abuse,
6) parent -child relationships, or others.
The County recognizes that one of the functions of a supervisor is to identify poor performance
and to take corrective action. Corrective action is based upon the supervisor's role relative to the
employee's job performance and not a clinical or diagnostic assessment of an employee's
problem. Proper corrective action then, is to refer the employee to the designated source
coordinator for proper diagnosis and treatment referral. Referrals can be made to the Human
Resources Department or directly to the Employee Assistance program.
Section 3 Employee Participation. An enlightened attitude and realistic acceptance of these
conditions as illnesses helps get those employees with problems to appropriate treatment.
75
Revised 0414118012810
Deferred Compensation Programs
Section 1 Eligibility. Employees working an average of twenty (20) or more hours per week in a
regular position in the County are eligible to participate in the deferred compensation programs
offered through a payroll deduction by St. Croix County. The County offers three deferred
compensation programs on a voluntary basis to its employees.
Section 2 Definition. Deferred compensation is a tax- favored savings program that allows public
employees to contribute a portion of their salary before taxes to a savings account. This is
provided for in the Internal Revenue Code, Section 457 and offered exclusively to public
employees.
Section 3 Recruitment. Two or three times each year the County provides for the recruitment of
members into the payroll deduction plan. At that tune, participating employees may change their
contribution levels or account designation. Materials regarding the deferred compensation
programs are available from the Human Resources Department. Eligible employees will be
notified at the time that open recruitment is available semi- annually.
Section 4 Union Eli ib�ility. All County employees, union or non - union, who meet eligibility
requirements may participate in the Deferred Compensation Programs.
I
Bereavement Leave
Section 1 Definition. Bereavement Leave is time -off granted to an eligible employee who is
dealing with the death of a member of his/her immediate family as defined in Section 3. To be
eligible for bereavement leave, the employee must have passed his/her training /orientation period
and work an average of 20 hours or more per week in a regular position. Authorized
bereavement leave is not deducted from the employee's Personal Time Off Account or Long
Term Sick Leave Bank.
Section 2 Terms and Conditions. Except by mutual agreement, paid bereavement leave begins
the day following the death of the employee's immediate family member(s) and is only for those
days in which an employee lost work time. It is not available for those days in which an
employee is not required to report to work. Unless extraordinary circumstances prevail, the
employee on Bereavement Leave is expected to attend the funeral.
Bereavement leave is not paid if the employee is on PTO, sick leave, a leave of absence, worker's
compensation leave, lay -off, Holiday, or other non -work status. The employee may be asked to
substantiate the claim for bereavement leave. Only one leave is granted in the event of multiple
deaths occurring during the same period. An employee who takes bereavement leave must report
it on his/her regular Employee's Time Record which is retained by the Human Resources
Department.
Section 3 Definition of Immediate Family. Employees are allowed reasonable time off, with
pay, subject to review and approval of the Department Head and/or supervising committee.
77
Revised 04141199/?948
ten (10) working days in any calendar year. It is intended that the County will pay the employee
the difference between his/her daily military pay and the employee's normal County daily rate,
assuming the County rate is greater. To receive such a leave, the employee must be in work
status with the County in a regular position working an average of twenty (20) or more hours per
week. The employee must file a copy of the service orders with the Department Head at least two
(2) weeks prior to the date training or encampment begins.
Section 2 Re- Employment Rights. A County employee who enters long -term military duty
retains employment rights as provided by the Uniformed Services Employment and Re-
Employment Rights Act of 1994. Details of these rights and responsibilities can be obtained
from the County Veterans' Service Office.
Section 3 Union Eligibility. � All County employees, union or non - union, who meet eligibility
requirements for regular status are subject to the provisions of Military Leave.
County Business Leave
Employees requested by another county or organization to participate as a resource person in a
program directly related to their area of work or expertise, shall be allowed time off from work,
with pay, to attend, provided that the request is approved by the supervising committee and the
Human Resources Department. Any compensation received as a result of the employee's service
is turned over to the County Treasurer, excluding expense reimbursements. Union employees
cannot participate in such a program unless provisions are made within the confines of the labor
agreement.
Unpaid Leave
Section 1 Eligibility. To be eligible for an unpaid leave of absence, the employee must be
working an average of twenty (20) or more hours per week in a regular position. An unpaid leave
of absence is not granted to an employee until s/he has exhausted all other paid forms of leave- -
PTO, compensatory time, sick leave, etc. An unpaid leave of absence cannot be extended beyond
one calendar year. At that point in time, the employee is considered to have forfeited his/her job
with the County. An unpaid leave of absence is not granted for the taking of other employment.
An employee who does so is considered to have resigned his/her position with the County. A
request for an exception to this would need to be approved by the Administration Committee.
Section 2 Making Application. Application for unpaid personal leave is made, in writing, to the
Department Head and/or supervising committee. The request must state the reason for, purpose
of, and length of the leave. The request should be made at least thirty (30) days prior to the start
of the leave except in extreme emergencies. Leaves of up to ten (10) working days may be
granted by the Department Head, in consultation with the Human Resources Department. Leaves
in excess of ten (10) working days are reviewed by the Supervising Committee and a copy of
their actions forwarded to the Human Resources Department. After reviewing the nature and
circumstances of the leave, the Human Resources Department may choose to refer the request to
the Administration Committee. If not, final action is authorized by the supervising committee.
Section 3 Benefit Status. If an employee on Unpaid Leave is in pay status for eleven (11) or
79
Revised 0414110612049
ARTICLE 9 -- Grievance and .Appeal Procedures
Section 1 Purpose. The purpose of the grievance and appeal procedure is to provide a method
for complaints to be voiced in an orderly fashion so that the proper authorities can resolve
matters fairly and in a timely manner. This grievance and peal policy covers all non-
represented eLiployees except Department Heads. All employees are treated equitably and
fairly in matters affecting their employment. Each employee is provided ample opportunity to
understand and resolve matters affecting employment which the employee believes to be unjust.
A grievance is a formal complaint of a County employee regarding working conditions,
application of discipline, application of the personnel rules and regulations of the County, or
alleged discrimination as defined in Article 2 of this handbook.
Employees of the County have the right to the grievance procedures as outlined herein except
that employees who are elected or covered by a labor agreement do not have recourse through
this procedure but must follow the procedure prescribed by state statute or union contract.
Section 2 Representation. The grievant may elect to have one representative of his/her choice at
any step in the grievance and appeal procedure. The grievant and employee representative are
granted necessary and reasonable absence from work for scheduled meetings, conferences, and
hearings without loss of pay or leave credit, provided the supervisor is so advised in adequate
time to cover the department's workload. Whenever possible, meetings at all steps of the
procedure are during usual business hours. No overtime pay or compensatory time is granted any
employee or representative who is off duty.
Section 3 Procedures. Any employee having a problem regarding employment must first discuss
the problem with their immediate supervisor. If the problem is not settled to the employee's
satisfaction, the employee may present a formal grievance.
A formal employee grievance is handled in accordance with the following procedures:
Step l: The employee presents, within seven (7) calendar days of the incident prompting the
grievance, his /her grievance in writing to the Department Head. The Department Head responds
within seven (7) calendar days of the receipt of the grievance. If the response is not acceptable to
the employee, the matter proceeds to Step 2.
Step 2: Once the employee has received the Department Head response, s /he has three (3)
calendar days to notify the Department Head if s/he is going to proceed to Step 2. If the
grievance proceeds, the employee and the Department Head have an additional five (5) calendar
days to reduce their positions to writing and present them to the supervising committee. Copies
of these positions are forwarded to the Human Resources Department within the five (5) calendar
days, also. The supervising committee has fifteen (15) calendar days in which to meet and
review the grievance. They must issue a written decision to the grievant. Iii the event that the
supervising committee's decision does not satisfy the employee's grievance, the employee must
notify the Human Resources n ,a ft strafe Director in writing, of his /her decision to progress to
Step 3 of the procedure within three (3) calendar days of receiving the supervising committee's
decision.
81
Revised 0414119912919
ARTICLE 10 -- Discipline
Section 1 Purpose. The purpose of discipline is to correct the job behavior and performance
problems of employees. Disciplinary rules and regulations are applied in an equitable and
I consistent manner, commensurate with the infraction.
Section 2 Notification of Work Rules. Employees are informed of County and departmental
work rules and standards of conduct and performance. The Human Resources
Handbook and union contracts also note rules of conduct and expected job performance. Since
no work rules or disciplinary regulations can cover all possible areas of concern, employees are
expected to conduct themselves in a manner that is consistent with reasonable and commonly
accepted standards of behavior. Disciplinary actions as a result of any such violation are to be an
appropriate response to the violation'. Results of disciplinary procedures are made a part of the
employee's permanent personnel file. Employees have access to this information as noted in
Article 7, Section 13 once they have submitted to the Human Resources Department a written
request for review of records. This review is done in the Human Resources Department.
Section 3 Taking Disciplinary Action. Whenever an employee commits an offense warranting
disciplinary action, the Department Head, or designee_ of the S upe wising Gemn iittee takes
action in accord with the procedures that follow. T __ - __ _ d- h e fie that we
i t V 1 Y L
Departn� Heads or Supervisei:y 7 ed by the SupefvZs11Lt, Com mittee,
. It is the intent of the
County to provide corrective action as the first measure of discipline. The County also
acknowledges that some offenses, violations of rules, or inappropriate actions are so egregious as
to warrant immediate punitive actions which may include suspension or discharge.
Section 4 Progressive Discipline -- Verbal. For a minor offense the employee receives a verbal
reprimand, advising that another offense will result in a written reprimand, suspension, or
discharge. If a verbal warning is issued and this does not correct the situation within a specified
length of time, the supervising authority utilizes a further step in the disciplinary procedure.
Verbal warnings are noted as such in supervisors' or Department Heads' files which are kept to
prepare annual performance evaluations and, at the discretion of the supervisor or Department
Head, are sent to the Human Resources Department to become part of the employee's permanent
personnel file.
Progressive Discipline -- Written The employee may be given a written reprimand informing
him/her of the nature of the offense committed or the specific performance in question, the
corrective actions necessary, a time -frame for the correction (if appropriate), and the warning
that failure to comply will result in suspension or discharge. A corrective approach is
emphasized. A written reprimand is sent immediately to the Human Resources Department and a
copy of the reprimand is given to the employee. Written reprimands become a part of the
permanent personnel file.
Progressive Discipline -- Suspension More severe offenses or performance issues are dealt with
through suspension of the employee for a period of time to be specified by the person
83
Revised 0414119912949
4) discharge (following investigation to determine if the violation or performance issue is
sufficient to warrant such).
For example, (2, 3, 4) is interpreted to mean that for violation of a work rule or a continuing
performance issue, the employee will, upon first offense, receive a written reprimand, upon
second offense receive a suspension, and, upon third offense, is discharged.
It is important to note that repeated violations of several work rules have a compounding effect.
For example, if work rule "x" is violated, the remedy is written reprimand. If the employee then
violates work rule "y ", the remedy is not another written reprimand, but the compounding factor
dictates that it is treated as a second offense and a suspension is issued. Again, because of the
variety and severity of the infraction, the person administering the discipline is given the
discretion to detennine appropriate actions.
Grounds for disciplinary action may include (but are not inclusive of) the following:
1) falsification of the job application, falsification of any County records (4),
2) excessive or consistent absenteeism or tardiness (note that the fact that an employee has
sick leave time or PTO time available to him/her does not vest in him/her the absolute
right to use that time), failure to give proper notice when unable to report for or continue
work as scheduled, abuse of sick leave (2, 3, 4),
3) absent without leave when the person in question is suppose to be on duty, or a leave of
absence taken for other than the reason for which it was granted (3 or 4),
4) discrimination against others as defined in Article 2 of the Personnel Handbook (3 or 4),
5) intoxication or use of alcoholic beverages, narcotics, drugs or other controlled substances
while on duty or on County property so as to interfere with the person's work conduct,
efficiency of performance, relationship with other employees and/or the public, or to
create a safety hazard; the use of prescription drugs while on duty and in accordance with
the directives of a physician is not subject to discipline (3 or 4),
6) gambling while on duty or on County property (2, 3, 4),
7) immoral or otherwise improper conduct which adversely and substantially affects others
or brings the County into disrepute,
8) being charged with or convicted of a crime which is directly related to the job which the
person was hired to perform or unavailability for work due to incarceration (4),
9) sexual harassment of another employee or the public, or harassment on the basis of sex
exists when:
a. submission to such conduct is made, either explicitly or implicitly a term or
condition of an individual's employment,
b. submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting such individual, or
c. such conduct has the purpose or effect of unreasonably interfering with an
individual's work performance or creating an intimidating, hostile, or offensive
working environment (2, 3, 4).
10) unprovoked insolence or disrespect on the part of the employee toward other County
employees or the public (2, 3, 4),
11) abusing, striking, or deliberately causing mental anguish or injury to other employees or
the public (4),
85
Revised 0414110612010
Section 8 The provisions of this Article do not apply to Department Heads. The terms of elected
constitutional officers are governed by Wisconsin Statutes Appointed Department Heads are
employees -at -will -Those appointments are made by the County Administrator subject to County
Board confinnation.
87
Revised 04141196/2019
Section 1 Resignation. An employee who resigns submits in writing the reasons for leaving and
the effective date of the resignation to the Department Head or Supervising Committee with a
minim of two (2) weeks notice. Department Heads and unit supervisors are expected to
provide a minimum of four (4) weeks notice. The Department Head or Committee Chairperson
immediately forwards a copy of the resignation letter to the Human Resources Department. A
copy of the letter becomes a part of the employee's permanent personnel file.
Section 2 Lay -off. In the event of lay -off due to lack of work or economic cutbacks in any
department, the reduction of forces, not governed by statute or contract, is as follows: employees
who have acquired permanent status are not subject to lay -off for reasons such as curtailment of
work or lack of funds while there are temporary, seasonal, or probationary employees serving in
the same classification, wherever possible.
If additional cuts are necessary, full -tune employees with the least amount of service in each
department are laid -off first, except those whose skills are required to maintain proper service to
the public.
Upon reinstatement, those with the most service in the department are reinstated first. Eligibility
for reinstatement from lay -off is for one year from the date of lay -off. An employee on lay -off
will not lose PTO or sick leave bank benefits - -the benefits will be held in the employee accounts.
However, the employee on lay -off will not accrue PTO time during the lay -off. Demotions may
be made in lieu of lay -off provided it is approved in advance by the supervising committee and
the Human Resources Department. An employee on lay -off must make monthly premium
payments to his/her insurance accounts for the insurance to continue.
Section 3 Disability. If an employee is unable to perform his/her duties due to emotional,
mental, or physical impairment, s/he may be given a leave of absence not to exceed one year.
Such a leave must be approved by the supervising committee and reviewed and approved by the
Human Resources Department or Administration Committee and a copy of all actions forwarded
to the Human Resources Department. The disabled employee may choose to:
1) retire if eligible for disability retirement or regular retirement,
2) be reclassified to a position (if available and if so suited) in which the impairment does
not hinder the performance of duties,
3) apply for long -term disability under the terms set forth in the County policy, Article 8, or
4) terminate from County employment.
An employee who is able to transfer from one position to another position that is more suited to
accommodate his/her disability receives the compensation and benefits of the new position.
In all disability cases, the action is supported by medical evidence acceptable to the County. The
County may require examinations at its expense by a physician of its choosing at various times
during the disability period.
Section 4 Death. Separation benefits are effective as of the date of death. All compensation due
the employee including wages, accrued compensatory time, and accrued PTO time are payable to
the estate of the employee, except for such sums specified by law which must be paid to the
89
Revised 04141196/201
ARTICLE 12 -- Employee Performance Evaluation
Section 1 Purpose. The purpose of the employee evaluation is to:
1) improve individual performance,
2) strengthen supervisor- employee relationships,
3) recognize employee accomplishments, and
4) clarify departmental goals, objectives, and work expectations.
Performance evaluation reports are considered in personnel decision - making affecting such
things as:
1) promotion,
2) demotion,
3) re- employment,
4) termination,
5) training, and
6) compensation
The County has approved performance evaluation formats for employees. The official forms are
available from the Human Resources Department and can be used for probationary or annual
reviews.
Section 2 Administration for Employees in Probationary Status. Employees serving their
probationary period are evaluated formally at least twice by their supervisors. These evaluations
are scheduled for the third month of the probation period - -the sixth month if on a twelve -month
probation period - -and during the third week prior to the final probation period date. Completed
performance evaluations are forwarded to the Human Resources Department for inclusion in the
employee's permanent personnel file.
If the final probation period evaluation is satisfactory, the employee will remain in County
employment. If the initial probation period evaluation is unsatisfactory, the Department Head or
supervisor should take a corrective approach to solve the problem. The employee may be
terminated at any time during the probationary period when job performance is not maintained at
a reasonable level. Under these circumstances, there is no recourse through the grievance
procedure. If the final probationary period is unsatisfactory, the Department Head notifies the
employee of this and a termination date is determined.
Section 3 Administration of Annual Evaluation. Performance evaluations are completed
annually for employees. These evaluations should be completed by the Department Head or the
employee's immediate supervisor. Department Head evaluations are conducted by the
ti d Ge Administrator in consultation with the supervising
committee. Performance evaluations should coincide with the employee's County anniversary
date in his/her current position.
91
Revised 9414119612019
ARTICLE 13 -- Record Management
Personnel records are essential in providing factual data about an individual's employment with
the County. Documents in the employee's file vitally affect the rights and benefits of employees
and serve to support management decisions.
Section 1 Administration. The County is committed to an efficient personnel record
management system. The management system and accompanying procedures are designed to:
1) establish and maintain clear lines of authority for the processing of personnel
transcriptions and management of complete employment records,
2) establish and maintain uniform and complete employment records of all County
employees and employee transactions,
3) provide a basis for personnel planning and budgeting by the County, and
4) remain in compliance with the Fair Labor Standards Act, Civil Rights Act, and other state
and federal recordkeeping laws.
Section 2 Human Resources Department Responsibility. It is the responsibility of the Human
Resources Department to:
1) establish, maintain, and coordinate a central personnel file for County employees
showing biographical data, salary information, changes in employee status, performance
evaluations, congratulatory or discipline letters and such other pertinent information as is
necessary to meet County needs and comply with federal and state laws,
2) advise and assist Department Heads and supervisors on personnel transactions and
records procedures,
3) notify the payroll section of changes in payroll information,
4) develop and implement forms necessary to accomplish these responsibilities.
Section 3 Department Head Responsibility. It is the responsibility of the Department Head to:
1) provide employee information to the Human Resources Department including any change
in employee status and provide release time to employees who need to contact the Human
Resources Department for the processing of payroll/personnel transactions,
2) maintain a current service record for each employee showing PTO and sick leave usage,
compensatory time accruals, anniversary dates, and verify this information on a regular
basis,
3) complete and return to the payroll centers time records, time sheets, or related
recordkeeping data on each employee,
4) actively participate in performance evaluations for each employee and assure that
personnel and payroll information is distributed to employees in an efficient manner.
93
Revised 04141180481 5
ARTICLE 14 -- Family and Medical Leave Act
Section 1 Purpose.
St. Croix County's Family and Medical Leave Act Policy is intended to conform to, and not exceed,
the requirements of the federal Family and Medical Leave Act of 1993 (FMLA), as amended, and the
Wisconsin Family and Medical Leave Act (WFMLA). This Policy is intended to comply with
applicable laws and does not necessarily incorporate all provisions of such laws directly into the
County's personnel policies. This Policy does not repeat every provision of the FMLA's or the
WFMLA's statutory or regulatory requirements. Posters summarizing the benefits required to be
provided under federal and state law may be found with other employment- related postings. In
addition, you may contact the Human Resources Department if you have specific questions.
Federal law, state law, or both may cover family and medical leave taken under this Policy. When
leave taken by employees under this Policy is governed by both federal and state law, the more
generous provision will control in the event of a conflict. However, when leaves are governed by
state or federal law, but not both, the applicable law will control under this Policy. In this regard, you
should note that both state and federal law might cover certain leaves for only a portion of the leave.
You may be required to provide advance notice and certain information as set forth below to be
eligible for family or medical leave under this Policy. You may also be required to submit leave
requests in writing when circumstances and applicable law permit. Use of other leaves provided by
the County for the reasons covered by law, will be treated as use of family and/or medical leave
whenever applicable law allows.
1. Eligibility Requirements
To be eligible for leave under federal law, you must have been employed by the County for at least
twelve months, within the preceding seven years (even if there was a break in employment), must
have worked at least 1,250 hours during the twelve -month period immediately preceding the
commencement of the requested leave, and be employed at a work site where 50 or more employees
are employed by the County within a 75 -mile radius. To be eligible for leave under state law, you
must have been employed for more than 52 consecutive weeks and have been paid for at least 1,000
hours during the previous 52 weeks. The kind and amount of leave available to you under this Policy,
as well as your rights during leave, depend on whether you meet the above requirements.
2. Types of Leave Available
The County provides family and medical leave for eligible employees under the following
circumstances:
a. For the birth of the eligible employee's child and to care for a newborn child;
b. For placement with the eligible employee of a child for adoption (or foster care for federal FMLA
only);
c. To care for an eligible employee's spouse, child, parent, domestic partner (only under WFMLA),
or domestic partner's parent (only under WFMLA) with a serious health condition.
d. Because of a serious health condition that makes the eligible employee unable to perform any of
the essential functions of the employee's job.
95
Revised 041411QW2019
`Under the WFMLA, leave may also be available for a serious health condition of less than three (3)
consecutive days in duration.
C. Pregnancy
Any period of incapacity due to pregnancy, or for prenatal care.
D. Chronic Conditions Requiring Treatment
A chronic condition which;
1. Requires periodic visits for treatment by a health care provider, or by a nurse or physicians
assistant under direct supervision of a health care provider;
2. Continues over an extended period of time (including recurring episodes of a single underlying
condition); and
3. May cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy,
etc.)
E. Permanent/Long -Term Conditions Requiring Supervision
A period of incapacity which is permanent or long -term due to a condition for which treatment may
not be effective. The employee or family member must be under the continuing supervision of, but
need not be receiving active treatment by, a health care provider. Examples include Alzheimer's, a
severe stroke, or the terminal stages of a disease.
F. Multiple Treatments (Non- Chronic Conditions)
Any period of absence to receive multiple treatments (including any period of recovery therefrom) by
a health care provider or by a provider of health care services under orders of, or on referral by, a
health care provider, either for restorative surgery after an accident or other injury, or for a condition
that would likely result in a period of incapacity of more than three (3) consecutive calendar days in
the absence of medical intervention or treatment, such as cancer, (chemotherapy, radiation, etc.)
severe arthritis (physical therapy) and kidney disease (dialysis).
Section 3 Amount of Leave Available.
Under federal law, if you meet the eligibility requirements spelled out in Section 1, you are entitled
to a total of twelve work weeks of leave during a twelve month period for any of the reasons stated in
Section 2, above, with the exception of twenty six work- weeks to care for a covered servicemember
with a serious injury or illness. The twelve month period utilized by the County in applying this
Policy is defined as the 12 month period measured forward from the date any employee's first federal
FMLA leave begins. Wisconsin FMLA is calendar year.
Under state law, if you meet the eligibility requirements spelled out in Section 1, you are entitled to:
a. Total of six weeks of leave for the birth of your natural child and/or the placement of a child with
you for, or as a precondition to, adoption;
b. A total of two weeks of leave to care for a covered family member with a serious health condition;
and
c. A total of two weeks of leave if you cannot perform your employment duties due to a serious
health condition, as described in Section 4, above.
The County will treat use of family or medical leave under this Policy as simultaneous use of state
and federal leave entitlements whenever permitted by law.
Section 4 Manner In Which Leave Can Be Taken
Leave available under this Policy may be taken in full, and, under certain circumstances, may also be
97
Revised 041411061201
a family member. When requesting partial or intermittent leave in connection with child birth or
adoption, you must provide at least as much notice as required for taking other non-emergency or
non-medical leave, as a definite schedule for leave. Where advance notice is not practicable due to
uncertainty as to when leave will be required to begin, a change in circumstances, or medical
emergency, notice must be given as soon as practicable.
You must provide a written request for leave, the reasons for the requested leave, and the anticipated
beginning date and duration of the leave by submitting a completed Leave Request Form, which is
available in the Human Resources Department.
When planning medical treatment, you should consult with the County and make a reasonable effort
to schedule the leave so as not to disrupt unduly the County's operations, subject to the approval of
your health care provider. You are ordinarily expected to consult with the County in order to work
out a treatment schedule which best suits your needs, as well as the County's.
Section 9 Enforcement
An employee may file a complaint with the U.S. Department of Labor (I -866-4US-WAGE or
WWW.WAGEHOUR.DOL.GOV) or may bring a private lawsuit against an employer.
FMLA does not affect any Federal or State law prohibiting discrimination, or supersede only State or
local law or collective bargaining agreement which provides greater family or medical leave rights
99
I Revised 041411 OK01
Section 8 Harassment. Harassment of any kind is prohibited. No messages with derogatory or
inflammatory remarks about an individual or group's race, religion, national origin, physical
attributes, or sexual preference may be transmitted.
Section 9 E -Mail. The County's e -mail system is provided to assist in the conduct of business
related to the County's professional activities. All messages composed, sent, or received on the
e -mail system are and remain the property of the County. They are not the private property of the
employee. The e -mail system is designed for the conducting of County business, not personal
business. No harassment (as noted in Section 8) is permitted on e -mail transmissions.
The e -mail system may not be used to send or receive copyrighted materials (as noted in Section
6) without prior authorization. The County reserves the right to review, audit, intercept, access,
and disclose all messages created, received, or sent over the e-mail system for any purposes. As
such, confidentiality of any message should not be assumed. The contents of any message may
be disclosed by the County without the permission of the employee.
However, e -mail messages are to be treated as confidential by other employees and accessed
only by the intended recipient. Employees are not authorized to retrieve or read e- snails that are
not sent to them. Any exception to this must receive prior approval from a supervisor, the
I Ad m i n i s t ra tiv e r a. + County Administrator or his/her designee.
Employees may not use a code, access a file, or retrieve any stored information unless authorized
to do so. All computer pass codes must be provided to the supervisors.
Section 10 Violations. Violations of any guidelines listed herein may result in disciplinary
action up to and including discharge. If necessary, the County will advise appropriate legal
officials of illegal violations in the operation of the computer system, Internet, and e -mail
features.
Section 11 Union Eligibility. All County employees, union and non - union, are responsible for
the rights and responsibilities of working with the County's computer programs and therefore
subject to the rules as set forth in Article 15.
101
Revised 041411961204
ARTICLE 17 — Harassment Policy
Section 1 Policy Statement. The most productive and satisfying work environment is one in
which work is accomplished in a spirit of mutual trust and respect. Harassment of employees
damages that work environment. Harassment is offensive, weakens morale, undermines the
integrity of employment relationships and negatively impacts the productivity and stability of an
organization. Harassment is a form of discrimination. All employees have a right to work in an
environment free from discrimination and harassing conduct, including sexual harassment.
Therefore, it is the policy of St. Croix County that harassment on the basis of an employee's race,
color, creed, ancestry, national origin, age (40 and over), disability, sex, arrest or conviction
record, marital status, sexual orientation, membership in the military reserve or use or nonuse of
lawful products away from work is expressly prohibited in all County workplaces.
Harassment on any of the above bases is also illegal under Wisconsin Statutes Sections 111.31-
111.39.
Retaliation against an individual who reports harassment toward him/herself or toward someone
else is prohibited. Intentionally malting a false report of harassment is prohibited. Retaliation is
also illegal under Wisconsin Statutes Section 111.322(2m).
This policy will be issued to all current employees and to new employees during orientation.
Section 2 Definitions.
1) "Harassment" means conduct or actions based on race, color, creed, ancestry, national
origin, age (40 and over), disability, sex, arrest or conviction record, marital status, sexual
orientation, membership in the military reserve, or use or nonuse of lawful products away
from home that are so severe or pervasive that it interferes with a person's work or
creates an intimidating, hostile or offensive work environment
2) "Sexual harassment" is one type of harassment and includes:
a. unwelcome sexual advances,
b. unwelcome physical contact of a sexual nature, or
c. unwelcome verbal or physical conduct of a sexual nature.. "Unwelcome verbal or
physical conduct of a sexual nature" includes, but is not limited to, the repeated
malting of unsolicited, inappropriate comments, gestures or touching, and
displaying offensive sexually graphic materials. Such conduct constitutes Sexual
harassment when one of the three following criteria are met:
3) Submission to such conduct is made, either explicitly or implicitly a term or condition of
employment.
4) Submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting such individual.
5) Such conduct has the purpose or effect of unreasonably interfering with an individual's
work perfonnance or creating an intimidating, hostile, or offensive working environment
103
Revised 041411061201
commenced immediately by the Department Head. The Department Head should contact the
Human Resources " a,,. in str -4 irector for assistance in investigating and resolving the
situation. It will include direct interviews with parties directly involved and, when necessary,
with employees who may be witnesses or have knowledge of matters relating to the report. The
parties directly involved will be notified of the findings and their options. The Department Head
will implement corrective action immediately at the conclusion of the investigation if corrective
action is indicated. The investigation will be kept confidential to the extent allowed by law.
105
Revised 041411 40