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Home My WebLink About012219_ra01 Regular Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley, County Administrator Erin Lundgren, Clerk of the Board/HR DATE: January 22,2019 SUBJECT: Preliminary Briefing on Proposed Updates to the Jefferson County Personnel Administration Manual STATEMENT OF ISSUE: Jefferson County's Personnel Administration Manual is being updated to reflect changes in the law, amendments to County policies, clarify language and correct typographical and grammatical errors. ANALYSIS: Updates are being proposed to the Jefferson County Personnel Administration Manual to: correct typographical and grammatical errors; add definitions; remove antiquated language and language that limits wage rates for reclassified employees; reflect accurate references to documents; clarify years of service for vacation and PTO accrual; allow cash out of PTO in extenuating circumstances up to the maximum amount of PTO carryover; include the Washington State Paid Sick Leave law and Military Leave; amend the Family and Medical Leave 12-month period; clarify mandatory training, health benefits relating to COBRA, and the Anti-Harassment, Violence in the Workplace, and Whistle Blower Protection Policies; add language about criminal background checks and language regarding mid-month draw checks and advance travel related to Clerk Hires; add language to comply with the law about smoking and add language encouraging physical activity; add sections regarding breastfeeding and prohibiting bidding on surplus county property; and add language allowing non-county employees to travel as passengers in County-owned vehicles with conditions. FISCAL IMPACT: N/A RECOMMENDATION: Review the proposed updates to the Jefferson County Personnel Administration Manual. REVIEWED BY: Philip Morle aunty Admini ator Date Summary of Proposed Amendments to the Jefferson County Personnel Administration Manual: Correction of various typographical and grammatical errors throughout the document. Chapter 1 —Subject Section 2.0—Terms and Definitions: Add "County Administrator"; add the words "or by the Board's designee"to various definitions; add the word"volunteer"to the definition of Quasi-employee. Section 4.0—References Subsection 4.2 Revised Code of Washington (RCW) Titles: Add additional RCW. Subsection 4.3 —Washington Administrative Code: Add additional WACs Subsection 4.4—Jefferson County; add additional policies and remove repealed and replaced policies. Chapter 4—Code of Ethics Section 1.0—Declaration of Policy: Add reference to federal rule relating to federal grants and agreements. Chapter 6—Employee Benefits Section 2.0—Vacation Subsection 2.1 —Vacation Accrual: Change numbering format in table. 2.1.1: Change numbering format in table. Section 3.0—Personal Time Off: Add language to be compliant with the Washington State Paid Sick Leave law. Subsection 3.4—Accrual: Change numbering format in table. Subsection 3.5 —Procedures 3.5.3: Add language to allow for PTO cash out due to extenuating and remove language prohibiting requests to use PTO after a notice of resignation or retirement has been submitted 3.5.7: Add and remove language for consistency. Subsection 3.9—Additional "Non-Accrual" PTO Days: Change numbering format in table. Section 5.0—Sick Leave: Add and remove language to reflect the Washington State Paid Sick Leave law. Summary of Proposed Amendments to the Jefferson County Personnel Administration Manual Page 2 of 4 Section 6.0—Leaves of Absence Subsection 6.3 —Military Leave: Add language regarding leave for spouses of military personnel Subsection 6.5 Family and Medical Leave, 6.5.3: Add and remove language that will amend the Family and Medical Leave 12-month period from a calendar year to a 12-month period measured forward from the first date an employee takes Family Medical Leave. Section 9.0—Training Subsection 9.1 —Mandatory Training for All Employees: Add and remove language clarifying training requirements. Chapter 8—Compensation Plan Section 3.0—Payment of Salary and Wages Subsection 3.3 —Mid-Month Draw on Pay: Add language that "Clerk Hire shall not receive draw checks." Chapter 9—Recruitment and Selection Section 4.0—Selection Subsection 4.2—Provisional Offer of Employment 4.2.2—Background Checks: Add language that"A criminal background check will be conducted. Subsection 4.5 —Promotion/Reclassification/Transfer Matrix: Add and remove language regarding Health Insurance Benefits relating to COBRA Chapter 10—Employee Status Section 1.0—Appointment Subsection 1.1 —Types of Appointment: Add"County Administrator". Section 11.0—Reclassification: Add language requiring County Administrator approval of requests for step placement that are more than 5%above step 1. Chapter 11 —General Policies Section 1.0—Attendance Subsection 1.5 —Work Breaks: Add language encouraging physical activities during work breaks. Section 6.0—Anti-Harassment Policy: Add and remove language for clarification. Section 7.0—Violence in the Workplace: Add and remove language for clarification. Section 21.0—Health and Fitness Add Subsection 21.1 —Physical Activity Encouraged Summary of Proposed Amendments to the Jefferson County Personnel Administration Manual Page 3 of 4 Add Section 22.0—Breastfeeding Section 23.0—Smoking: Add and remove language to comply with the law. Add Section 26.0—Bidding on Surplus County Property Prohibited Appendix 'A' —Equal Employment Opportunity/Affirmative Action Policy and Procedures Section 2.0—Definitions: Add"County Administrator"; add the words "or by the Board's designee"to various definitions. Various Sections: Add and remove language for clarification. Appendix `B' —Code of Ethics Policy and Procedures Section 2.0—Definitions: Add"County Administrator"; add the words or by the Board's designee"to HRM definition. Appendix 'C' —Standards of Conduct Policy & Procedures Section 2.0—Definitions: Add"Conflict of Interest"and "County Administrator; add the words "or by the Board's designee to HRM definition. Various Sections: Add and remove language for clarification. Appendix 'D' —Travel & Transportation Policy & Procedures Section 2.0—Definitions: Add"County Administrator". Section 5.0—Reimbursement Method Subsection 5.2—Use of County Issues Credit Cards for Travel: Add"or County Auditor(Auditing Officer)."to comply with the RCW. Section 10.0—Forms Used for Travel Subsection 10.1 —Advance Travel/Out of State Travel Request Form 10.1.2 —Request for Advanced Travel Funds: Add "Clerk Hires shall not receive advance travel, except as authorized and approved by the County Administrator." Section 16.0—County-Owned Motor Vehicles Subsection 16.1 —General Requirements: Add and remove language that will allow non-county employees to travel as passengers in County-owned, leased, or rented motor vehicles with conditions. Summary of Proposed Amendments to the Jefferson County Personnel Administration Manual Page 4 of 4 Appendix `E' —Alcohol & Drug Free Workplace Policy & Procedures Section 4.0 —Required Alcohol and/or Drug Testing Subsection 4.1 —Employees Required to Have a Commercial Driver's License (CDL): Remove reference to repealed and replace policy and add reference to new policy. Section 6.0—Confidentiality: Add language "labor and employment laws." Appendix 'F' —Anti-Harassment Policy and Procedures Various Sections: Add"County Administrator"to definitions; add and remove language for clarification. Appendix `G' —Violence in the Workplace Policy & Procedures Various Sections: Add and remove language for clarification. Appendix 'H' —Whistle Blower Protection Policy & Procedures Various Sections: Add and remove language to reflect the RCW.