chapter 4 personnel rules and regulations objectives … · 1/20/11 updated december 2010 4(1)...

1/20/11 Updated December 2010

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CHAPTER 4

PERSONNEL RULES AND REGULATIONS OBJECTIVES AND SCOPE 4.01 AUTHORITY. This chapter is promulgated under the authority of Wisconsin Statute 59.15(2)(c), as amended. 4.02 PURPOSE. The purpose of this chapter shall be to establish a uniform county personnel policy and procedures to recruit, select, develop and maintain an effective and responsive work force for Brown County. This chapter shall be based on the following objectives: (1) To recruit, select, and advance employees on the basis of their relative knowledge, skills, and abilities. (2) To provide equitable and adequate compensation for all employees. (3) To recognize good job performance, and correct inadequate performance in a fair and timely manner. (4) To assure fair treatment of all applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, sex, age, handicap, religious creed or any other non-merit factors, and with proper regard for their rights as citizens. (5) To provide training as needed to assure efficiency and effectiveness of the county work force. (6) To protect employees against coercive political activities and to prohibit the use of their official authority for the purpose of interfering with or affecting the result of an election or a nomination for office. 4.03 SCOPE. This chapter shall govern personnel administration for all employees and departments of the County of Brown except: (1) Members of the Brown County Board of Supervisors. (2) Elected county officials and one chief deputy when acting as an elected official on a full-time basis, who is appointed by, and responsible to, each of those officials. (3) Members of committees, boards or commissions who are not county employees. (4) Students engaged in field training. (5) Independent contractors.


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(6) Volunteer workers. (7) Persons providing services on a per diem basis. (8) Temporary or seasonal employees. (9) Work relief participants. (10) Employees of another unit of government providing services within County facilities. (11) Consultants. 4.04 COLLECTIVE BARGAINING AGREEMENTS. This chapter applies to employees not covered by collective bargaining agreements and to employees so covered when specific labor contract provisions do not apply to the contrary. 4.05 CONFLICT OF LAWS. Should any of the provisions of this policy be in violation of federal or state law or regulations contained in the Wisconsin Administrative Code, the law or code will prevail. 4.06 AMENDMENTS. This chapter shall be amended, when required, by the Brown County Board of Supervisors in the same manner as adopted. DEFINITIONS 4.07 ALLOCATION. The assignment of a position to a class. 4.08 ANNIVERSARY DATE. The date an employee begins County employment (as may be modified by personnel actions). 4.09 APPOINTING AUTHORITY. A county official who has the authority to appoint and remove individuals to and from positions in the county service. 4.10 BOARD. The Brown County Board of Supervisors. 4.11 CLASS. One or more positions which are sufficiently alike in duties and responsibilities to warrant using the same title, similar qualifications, selection procedures and the same pay grade. 4.12 CLASS SPECIFICATION. A written description of a class containing the class title, a general statement of the duties and responsibilities, examples of typical duties performed, and minimum qualifications required.


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4.13 CLASS TITLE. The official designation or name of the class as stated in the class specification. The class title shall be used on all personnel records and other official personnel actions. 4.14 CLASSIFICATION PLAN. The sum total of all job class specifications in the county service and a system showing salary and classification relationships. 4.15 COMPENSATION PLAN. A schedule of pay grades for all classes of positions in the county service. 4.16 DEMOTION. The assignment of an employee from one class to another class with a lower pay grade. 4.17 DEPARTMENT HEAD. A county official with the responsibility for the operation of a county department. 4.18 DISCIPLINE. The action taken to discipline an employee for cause which may include any action from a verbal reprimand up to and including discharge. 4.19 ELIGIBLE. A person certified by the Personnel Director as meeting the training and experience requirements and as successfully completing all parts of the selection process when formal selection devices are used. 4.20 ELIGIBILITY LIST. A list of persons eligible to fill positions in a particular job class. 4.21 EMPLOYEE. An individual who is legally employed by the County and is paid in part or whole through the County payroll. 4.22 ENTRANCE PAY RATE. The rate at which an individual not currently on the payroll is to be employed. 4.23 GRIEVANCE. A formal employee complaint regarding alleged unsafe working conditions, unjust application of discipline, or unfair application or violation of the personnel rules and regulations of the county or the department for which the employee works. 4.24 OVERSIGHT COMMITTEE. That committee established by the County Board to be the oversight committee for a particular department, i.e., Administration-Personnel Department.


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4.25 IN-RANGE INCREMENT. A pay increase within a pay grade. 4.26 LAYOFF. The involuntary separation of an employee because of lack of work, lack of funds, or the abolishment of a position. 4.27 PAY GRADE. The minimum and maximum rates of pay established for each class of positions. 4.28 POSITION. A grouping of duties and responsibilities to be performed by an employee. A position may be filled or vacant, full- time or part-time, permanent or temporary. 4.29 PROBATIONARY PERIOD. A trial period of employment during which time an employee is required to demonstrate capability for regular employment. 4.30 PROMOTION. The assignment of an employee from one class to another class with a higher pay grade. 4.31 RECLASSIFICATION. The reassignment of a position from one class to another to recognize a change in the duties and responsibilities of a position or to correct an error in the original assignment. 4.32 REGULAR APPOINTMENT. An appointment of an eligible to a budgeted county position. 4.33 REINSTATEMENT. The action by which a former employee may be reinstated to a position with pay and/or fringe benefits comparable to that received at the time of separation or as may be appropriate at the time. 4.34 SELECTION DEVICE. A formal measurement device used to evaluate and/or rank applicants for county positions. 4.35 SUPERVISOR. The person responsible for the assignment, direction and evaluation of the work for another employee. 4.36 TEMPORARY APPOINTMENT. A short-term appointment of an individual who meets qualification requirements for a position, not to exceed twelve months.


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4.37 TERMINATION. The removal of an employee from the payroll for voluntary, or involuntary reasons, including dismissal, resignation, retirement, or death. 4.38 TRANSFER. The assignment of an employee from one position to another in the same class or to a class with the same pay grade. ORGANIZATION AND DELEGATION OF AUTHORITY 4.39 PURPOSE. Proper organization and delegation of authority are essential to effective and efficient county government administration and management. The responsibilities and authorities delineated in this chapter are intended to establish a clear understanding of responsibilities in the establishment and maintenance of a personnel program for the County of Brown. 4.40 RESPONSIBILITY AND AUTHORITY. (1) County Board. The County Board shall: (a) Approve the annual county budget including requests for permanent personnel adjustments and changes to tables of organizations. (b) Review and approve County personnel policies and amendments. (c) Review and approve or reject bargaining unit agreements. (d) Confirm department head appointments made by the County Executive as provided by Wis. Stats. (2) County Board Executive Committee (a) The Executive Committee shall: 1. Advise the Personnel Director on matters concerning implementation of personnel policy including labor negotiations and review of tentative contracts prior to submission to County Board. 2. Review proposed personnel policies and amendments as developed and recommended by the Personnel Director and make recommendations to the County Board for consideration and legislative action when these proposals uniformly affect all or most County departments. 3. Perform other related duties as assigned by the County Board. 4. Conduct fourth step grievance procedures. 5. Review and when necessary act on conflict of interest matters. (b) Oversight Committees: Oversight Committee shall review and recommend action as appropriate on personnel matters which are uniquely in their jurisdiction.


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(3) County Executive. Except as prohibited by state law, the County Executive shall: Appoint and supervise the heads of all county departments except those elected by the people and except where the statutes provide that the appointment shall be made by other elected officers. Notwithstanding any statutory provision that a board or commission or the County Board or County Board Chairperson appoint a department head, except s. 17.21, the county executive shall appoint and supervise the department head. Notwithstanding any statutory provision that a board or commission supervise the administration of a department, the department head shall supervise the administration of the department and the board or commission shall perform any advisory or policy-making function authorized by statute. An appointment by the County Executive under this subsection requires the confirmation of the county board unless the county board, by ordinance, elects to waive confirmation or unless the appointment is made under a civil service system competitive examination procedure established under s. 59.07 (20) or ch. 63. Any department head appointed by a county executive under this subsection may be removed at the pleasure of the county executive unless the department head is appointed under a civil service system competitive examination procedure established under s. 59.07(20) or ch. 63. (4) Personnel Director. The Personnel Director shall: (a) Administer the personnel policies and procedures and labor contracts adopted by the County Board. (b) Maintain complete employment and performance records of all County employees, which records are the property of Brown County and are not subject to inspection, except as authorized by law (section 103.13, stats.). (c) Establish and maintain a roster of all employees in the county service which shall include the class title, pay status, and other pertinent data. (d) Make such reports and investigations to the County Executive, County Board Committees and the County Board as required. (e) Develop and maintain the Classification Plan. (f) Develop and administer the recruitment and selection program. (g) Establish and maintain lists of persons eligible and qualified for appointment and promotion to positions within the county service. (h) Monitor temporary appointments and overtime assignments. (i) Approve and monitor layoffs due to lack of funds or work or abolition of positions or material changes in duties and organization and encourage the reemployment of employees so laid off in other appropriate county positions. (j) Develop, operate, and coordinate programs to improve employee effectiveness, training and career counseling.


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(k) Establish an Affirmative Action Program designed to increase the participation at all levels of the county work force persons of disadvantaged groups, including but not limited to women, minorities and the handicapped individuals. (l) Establish standards and procedures to insure uniformity in the application of discipline and the processing of employee grievances. (m) Conduct third step grievance procedures. (n) Prepare and implement such forms, reports, and procedures necessary to carry out the county personnel program. (o) Disseminate information regarding the personnel program, fringe benefits and conditions of employment to all employees and departments. (p) Negotiate labor agreements unless otherwise delegated. (q) Develop such regulations as necessary to carry out the intent of this policy. (5) Department Heads. Department Heads shall: (a) Enforce the personnel policy, rules and regulations and labor contracts in their respective department or office. (b) Adopt such additional personnel rules or regulations as required by law subject to approval of the Personnel Director. (c) Keep employees informed of current personnel policies and developments. (d) Conduct second step grievance procedures. (e) Discharge employees subject to approval of the County Executive or designee in accordance with Personnel Rules and Regulations. (f) In collaboration with the Personnel Director, develop employee orientation and in-service training programs. (g) Administer discipline and delegate such authority to supervisory personnel as appropriate. (6) Supervisory Personnel. To the extent department heads delegate authority to them, supervisors may: (a) Interview and select applicants for positions under supervision subject to the approval of their Department Head and review and counsel of the Personnel Director. (b) Implement the personnel policy, rules and regulations in their unit. (c) Administer discipline to employees. (d) Conduct first step grievance procedures.


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POSITION CLASSIFICATION 4.41 PURPOSE OF THE CLASSIFICATION PLAN. The purpose of the classification plan for administrative employees is to provide a system of standardized class and job descriptions for the effective administration of personnel activities. 4.42 DEVELOPMENT AND ADMINISTRATION. The Personnel Department shall be responsible for the overall development and administration of the classification plan, in cooperation with department heads, key staff, and other appropriate resources. 4.43 DEPARTMENT REORGANIZATION. Each time a department is reorganized, the proposed reorganization shall be submitted to the County Executive for review and approval. Any change in salary or wages or a permanent increase in budgeted hours for a position requires the approval of the County Board, subsequent to approval of the County Executive. 4.44 RE-SURVEYS. At least every two years a re-survey of prevailing rates shall be made to insure that the plan accurately reflects current market conditions. 4.45 CLASS SPECIFICATION AND POSITION DESCRIPTION. Each position shall be within a class specification which is a written general description of responsibilities covering a broad category of similar individual positions. Each position shall also have a written position description which is the description of the responsibilities of that specific position. SALARY ADMINISTRATION 4.46 COMPENSATION PLAN. The compensation plan for administrative employees shall include the schedule of pay grades consisting of minimum and maximum rates of pay for all classes of permanent full-time and part-time administrative positions as reflected in the table of organization. The objective of the plan shall be to administer a quantitative job evaluation system which evaluates all positions based on the same factors to provide internal and external equity and establish and maintain fair salary ranges. 4.47 RESPONSIBILITY AND ADMINISTRATION. The County Board, as part of the annual budget process, shall be responsible for approving the amount of money available for adjustments to the plan and step increases. Consideration will be given to trends in prevailing rates, market conditions and adjustments granted through collective bargaining to other employees. 4.48 SALARY STRUCTURE. (1) The salary structure consists of 32 pay grades beginning at grade 1 and going through grade 32.


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There are 7 steps for each pay grade. Assignments to pay grades are based on an objective point factor job evaluation system, salary survey results, and input from management. (2) Starting rates for new employees, in most cases, will be at steps 1 through 4 of the pay grade for the position. For critical positions, the County may need to hire individuals at or above step 5 of the salary range. New employees can be hired at the steps with the following approvals: Step 1 Department Head Steps 2-4 Human Resources Director/Staff members designated by the

County Executive Steps 5-6 County Executive Step 7 County Board Executive Committee Normally, step increases will be awarded based on performance and completion of a minimum of one year in the previous step. Exceptions to the normal step progression can be approved at the same level as exceptions for new hires. On an annual basis the County Board will be provided with a complete summary for the purpose of reviewing any step adjustments made. (3) New positions will be placed in the classification plan as follows: (a) A position evaluation form will be completed by the supervisor of the

position. (b) A job audit interview will be conducted by the Human Resources

Department and a job description developed. The job description will be reviewed by the supervisor of the position and approved by the Human Resources Department.

(c) For positions not assigned to an existing pay grade, a point factor

evaluation will be made to properly establish the internal relationship of the new positions with other position in the plan. Survey data from comparable positions will be compiled and evaluated. A job description along with a pay grade recommendation to the staff members designated by the County Executive will be made by the Human Resources Department based on internal and external comparisons and factors.

(d) The staff members designated by the County Executive will recommend a

pay grade for the new position to the County Board for adoption. (4) Before any duties outside a position's description are assigned to the position, prior approval must be received from the Human Resources Department and staff members designated by the County Executive. If the assignment of duties is approved, the position will be evaluated within 60 days of approval of the new duties assignment for reclassification consistent with the process outlined for new positions.


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4.49 PERFORMANCE PLANNING AND REVIEW. The following system of performance planning and review will be established: (1) The purpose of the Performance Planning and Review System is to provide supervisors with clear and systematic policies, procedures, and guidelines for determining and evaluating performance. (2) In our continuing efforts to provide the highest quality of services to the citizens of Brown County, while maintaining an interesting and rewarding work environment for our employees, the County has adopted a performance planning and review system. Within this system, participating employees will, on a regular basis, engage in a process of planning and reviewing work activities. (3) The performance planning and review system is designed for clarifying future performance requirements, utilizing mutual goal setting, and reviewing past performance. (4) Employee performance evaluations are essential in making key decisions concerning salary increases, transfers, training needs, successful completion of employment probationary period, corrective action, and order of layoff. (5) The Brown County Performance Planning and Review System was established to achieve the following objectives: (a) Recognize, in a formal and documented process, individual employee performance. (b) Establish individual goals/standards for continuing and/or improving work performance and assure that employees achieve an acceptable performance level. (c) Promote continuing communication between supervisors and employees of job responsibilities, standards, and performance. (6) Performance evaluation will be based on the primary tasks of an employee's position that can be identified and defined. In addition, performance will be evaluated on the objectives which are mutually agreed on between the supervisor and the employee for the rating period. For every identified task in the job description and for each objective, a standard of performance will be mutually determined. The standards of performance will take into account both individual and organization performance, and be realistic and measurable. (7) At the end of the designated rating period, each task, objective, and its standard will be rated on the following basis: (1) Unsatisfactory (2) Needs Improvement (3) Achieved Desired Standards (4) Results Exceeded Standards (5) Outstanding and Unique Performance This Performance Evaluation and Review System applies to all administrative employees, with the exception of elected officials.


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4.50 PART-TIME AND SEASONAL EMPLOYMENT. Part-time and seasonal employees shall be compensated on an hourly basis at a rate established by the Personnel Director and funded by the County Board through the annual budget. 4.51 PAY RATE ADJUSTMENTS. The following actions shall affect the pay status of an employee: (1) Transfers. When an employee is transferred from one class to another with a common pay grade, he/she shall continue to receive the same pay rate. (2) Promotion. When promoted, an employee's pay shall be increased to a step of the pay grade for the class to which the employee is being promoted. If the employee's present pay is already above step 1, he/she shall be placed in a step of the pay grade for the class to which the employee is being promoted which will provide a pay increase of at least 5 percent, provided this increase will not exceed step 5 of the new job. (3) Demotion. When an employee is demoted for any reason, the Personnel Director shall consult with the supervisor(s) involved to decide the pay for the re-assignment. In no case will it exceed the maximum of the pay grade of the job to which the employee is demoted. (4) Reinstatement. When an employee is re-instated to his/her former job, he/she shall normally be paid at the same level of the pay grade he/she had before leaving. When he/she is re-instated to a job with a lower pay grade, he/she shall be paid according to his/her experience and qualifications within the pay grade in which he/she will be employed. (5) Compensation During Temporary Assignment. An employee who is temporarily assigned to a position with a higher minimum pay than his/her current rate for a period of 45 days or more shall be paid at the beginning of the higher pay grade for the period worked in the temporary assignment. An employee who is temporarily assigned to a position with a lower pay grade, for any period, shall not receive a reduction in pay. No such temporary assignment shall exceed six months. (6) Adjustments Upon Approval of Reclassification. An employee who has been granted a reclassification of the position held to a higher pay grade than his/her current rate, shall be paid at the higher rate of pay from the date the reclassification is approved by county board. (7) Pay Increases During Probationary Employment. No pay raise shall be granted to probationary employees during the probationary period. At the successful conclusion of the probationary period, the employee shall be entitled to any general pay raise which occurred during the employee’s probationary period. 4.52 OVERTIME AND COMPENSATORY TIME. (A) Administrative employees not exempt from the overtime provision of the Fair Labor Standards Act (FLSA): (1) Shall be compensated or receive compensatory time at a rate of one and one-half times normal pay or time for hours worked in excess of 40 hours in any work week. All paid overtime must be authorized by the Department Head or designee and subject to


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budgetary limitations. No time worked less than 15 minutes in any one day shall be considered. (2) All overtime must be approved in advance by the Department Head or supervisor and reviewed periodically by the Personnel Director. Overtime shall be kept to a minimum and shall be utilized to relieve specific occasional peak workloads or for work necessity, and is not intended as a convenience for the employee. (3) The accumulation of compensatory time shall not exceed 80 hours during each year, beginning with the anniversary date of employment. Compensatory time shall not be accumulative from year to year. (4) Compensatory time shall be taken at a time which is mutually agreeable between the employee and the Department Head or supervisor. Compensatory time shall not be taken for more than one week at a time. (5) No employee may start work before the appointed time, or work through lunch, nor work past the appointed time without prior written authorization on an appropriate form. No one is allowed to be at their work station more than 15 minutes before their appointed starting time or during lunch, or 15 minutes past the appointed quitting time. (6) Any exceptions to this overtime policy must be sufficiently justified and approved by the Personnel Director. (B) Administrative employees, including Department Heads, supervisors, managers, professionals and other exempt employees under the Fair Labor Standards Act (FLSA): (1) Are expected to work a normal full-time work week and to be available for special and regular meetings and events outside of normal hours. In return for these services, Department Heads, supervisors, managers and professional employees may take time off when the workload of their office permits. Exempt employees are expected to work without regard to overtime. Exempt employees are not eligible for payment of overtime or comp time. Department Heads, supervisors, managers, professionals and other exempt employees may be subject to structured work schedules as set by their superiors and are required to receive prior approval to be absent from or leave the work area during work hours. (2) Department Heads, supervisors, managers, professionals and other exempt employees are paid on a “salary basis.” Being paid on a “salary basis” means an employee regularly receives a predetermined amount of compensation each pay period. The salary paid by Brown County to salaried employees is specifically intended to compensate for their service to the County. Subject to limited exceptions, an exempt employee receives their full salary for any work week in which the employee performs any work, regardless of the number of days or hours worked. However, such salary includes requiring the employee to charge his/her absences to paid leave accruals. (3) Exempt employees who are absent from the workplace for less than one day normally shall deduct the length of the absence from the appropriate paid leave account (i.e., sick or vacation leave). It is recognized, however, that in certain circumstances, the fulfillment of an employee’s responsibilities requires longer or more irregular hours than in


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other situations. In such instances, the employee’s superior may allow an employee the flexibility to attend to personal business away from work during normal work hours without requiring the use of accrued leave. Exercising this flexibility shall not amount to compensating the employee on an hour off for an hour worked basis. Such time away from the workplace that is not being deducted from leave accruals shall not be reported on the employee’s time and attendance records. (4) Exempt employees who are absent from the work place for part of a week and do not have enough accrued leave to cover the absence, shall not have their salaries reduced for that portion of the absence that is not covered by paid leave. Exempt employees may be disciplined for abusive leave time (absences or tardiness). Therefore, Departments may, and are encouraged to, keep informal accounts of employees’ use of leave that is not recorded on time and attendance forms should documentation be necessary due to misuse, or disciplinary issues. (5) The County may make deductions from exempt employees’ salaries to the extent that it is permitted by applicable law, including but not limited to: (a) Deductions for unpaid family and medical leave; (b) Deductions for any work week in which no work is performed, and no deductions for a leave bank occurred; (c) Deductions for any absence from work for one or more full days due to personal reasons, other than sickness or disability, and the employee has no accumulated leave for which they would otherwise be eligible; (d) Deductions for any absence from work for one or more full days due to sickness or disability (including work related accidents), and the employee has no accumulated leave for which they would otherwise be eligible; (e) Deductions for suspensions due to violations of work rules of major significance; and (f) Deductions from an employee’s leave bank, even if the deduction results in a negative leave balance. While the County may not dock an exempt employee’s salary for a partial day absence, employees with negative leave balances may be subject to disciplinary action. (6) An exempt employee who believes that an improper deduction has been made from their salary shall immediately report the improper deduction to the Human Resource Department. Reports of improper deductions will be promptly investigated and the Human Resource Department shall make a determination whether the deduction was improper. Exempt employees who have suffered an improper deduction shall promptly be reimbursed for any improper deduction made. RECRUITMENT AND SELECTION 4.53 POLICY. It shall be the policy of Brown County to recruit and select the most qualified persons for positions in the county's service. Recruitment and selection shall be conducted in an affirmative manner which insures open competition, provides equal


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employment opportunity without regard to race, color, religious or political affiliation, national origin, sex, age, handicap, marital status, arrest or conviction record, or any other non-merit factors, except where age, sex or physical requirements constitute a bona fide occupational qualification and with proper regard for the privacy and constitutional rights as citizens and to provide an effective career development plan for qualified employees through promotional opportunities. Whenever qualifications are relatively equal, the county employee applicant will fill the vacancy. 4.54 RECRUITMENT. The Personnel Director shall determine the scope of recruitment programs for available positions. He/she shall develop and conduct an active recruitment program designed to meet current and projected county manpower needs. Recruitment shall be tailored to the position to be filled and shall be directed to sources likely to yield qualified candidates. (1) Job Announcements and Publicity. The Personnel Director shall issue job announcements and otherwise publicize vacancies through appropriate media. Job announcements may include the job title, job profile, salary range, job qualifications and requirements and other pertinent information. Job vacancies shall be formally announced at least 5 working days prior to the closing date for filing applications. The Personnel Director may also initiate continuous recruitment programs for any class of positions. (2) Application Form. All applications for employment shall be made on forms prescribed by the Personnel Director which meet state or federal regulations. (3) Rejection of Applications. The Personnel Director may reject any application if the applicant: (a) Does not meet the minimum qualifications established for the position; (b) Deliberately falsified the application; (c) Is physically, mentally, or otherwise unable to perform the essential duties of the position with reasonable accommodation; (d) Has been convicted of a crime which renders him/her unsuitable for the position; (e) Is not within legal age limits prescribed for the position or for county employment; (f) Has established an unsatisfactory employment record which demonstrates unsuitability for the position; (g) Is a member of an organization which advocates the violent overthrow of the government of the United States; (h) Based on job related factors, is found by the Personnel Director to be unsuitable for the position for which he/she has applied. (4) Whenever an application is rejected, notice of such rejection shall be promptly mailed to the applicant.


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(5) The Personnel Director shall select only the best qualified applicants for screening and final consideration. (6) Interview Expense. Applicants who are requested to travel to Brown County for an employment interview may be reimbursed for expenses, upon approval of the Personnel Director, under the following conditions: (a) Interview expenses will be normally limited to the top three candidates for each position. (b) Expenses for interviews shall be limited to travel, hotel, and meal expense. Auto travel will be reimbursed at the same rate allowed county employees. Air travel will be reimbursed from the airport nearest the candidate's address to Austin Straubel Airport. Applicants shall be informed in advance of this reimbursement policy. (7) Relocation Expense. When the county fills a FLSA exempt position with an individual who does not reside in Brown County, upon prior approval of the County Executive, the county shall pay the reasonable cost of the relocation. This payment shall be prorated over the first 18 months of employment by the Personnel Director. 4.55 SELECTION. The selection process shall maximize reliability, objectivity, and validity through a practical and job-related assessment of applicant attributes necessary for successful job performance and career potential. The selection process shall also be balanced to provide promotional opportunities as well as open competitive opportunities at various levels of county employment. (1) Selection Devices. The Personnel Director shall be responsible for determining methods to be used to screen applicants for job vacancies. In developing the selection devices, the Director shall confer with Department Heads, consultants, and others familiar with the knowledge, skills and abilities required and devices to best measure these factors. Such methods or devices may include, but need not be limited to the following: (a) Review of education, training and experience as shown on the application or other supplemental materials. (b) Practical written or oral tests, work sample or performance tests, if job related. (c) Physical tests of strength, stamina or dexterity and pre-employment health examination, when job related. (d) Background and reference inquiries. (e) Health examination. (2) Reasonable accommodation will enable the hiring of handicapped individuals. (3) Confidentiality. Formal selection materials shall be known only to the Personnel Director and to other individuals designated by the Personnel Director. Every precaution shall


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be exercised by all persons participating in the development and maintenance of materials to insure the highest level of integrity and confidentiality. (4) Notification of Candidates. Each person competing in the selection process shall be given written notice of whether or not he/she was selected for the position. 4.56 ELIGIBILITY LISTS. The Personnel Director shall be responsible for establishing and maintaining eligibility lists as may be necessary or desirable. (1) Layoff Lists. An employee laid off shall be eligible for reinstatement according to section 4.90. (2) Transfer List. A permanent county employee who wishes to transfer to another position shall have his/her name referred for appropriate vacancies in the same class. (3) Open Competitive and Promotional Eligibility List. The Personnel Director shall establish and maintain such open competitive and promotional eligibility lists of applicants who have qualified for a particular job or class of county positions. (4) Duration of Eligibility Lists. The duration of eligibility lists shall be for six months or as determined by the Personnel Director. (5) Removal of Candidates from Eligibility Lists. The Personnel Director may remove candidates from an eligibility list if the candidate: (a) Receives a permanent appointment to a position in the same class or another class having the same or higher pay grade; (b) Files a written statement indicating unwillingness to accept appointment; (c) Declines an offer of employment under such conditions previously indicated by the candidate as acceptable; (d) Fails to respond within a specified time period to any official written inquiry regarding relative availability; (e) Fails to report for an interview or for duty at the time specified by the Personnel Director or appointing authority; (f) Is disqualified for employment under county policies or state law; (g) Factors covered under Section 4.54(3). (6) The Personnel Director shall notify each candidate in writing of his/her removal from an eligibility list. 4.57 CERTIFICATION AND APPOINTMENT. Whenever a vacancy is to be filled, the appointing authority shall submit a request to the Personnel Director to provide names of eligible candidates.


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(1) Appointment of Eligible Candidates. Candidates selected for an interview shall normally number two or more than the number of vacancies. In the event that there are less than three qualified candidates for a vacancy, the Personnel Director may certify those qualified as eligible and submit the applications of those qualified to the appointing authority. The appointing authority shall make an appointment from among the names submitted by the Personnel Director. If no appointment is made from those names submitted, the appointing authority shall justify to the Personnel Director why each candidate was found unsuitable. Such justification must be acceptable to the Personnel Director before a new list of eligibles is developed. (2) Probationary Period. Department Head appointments shall be made with a probationary period of one year. Other appointments to regular positions shall be made with a probationary period of six calendar months. Probationary periods may be extended by agreement between the department and the Personnel Director, but may not exceed one year from date of hire. Extension of probationary period may be justified when job duties change significantly, job performance improves significantly toward the end of the probationary period or due to a change in supervisors. Employees who transfer from one department to another shall have a familiarization period of ten working days during which the employee or department head may return the employee back to their former position. Time limits may be extended upon agreement of the department heads and approval of the Personnel Director. An employee shall automatically be appointed at the end of the prescribed probationary period unless the employee and the Personnel Director have been notified of the unsuccessful completion of the probationary period at which time the employee shall be dismissed. 4.58 PART-TIME AND SEASONAL EMPLOYMENT. When possible, employment shall be on a full-time, year round basis. However, when it is determined to be in the best interests of the county, part- time and seasonal employees may be hired. Regular part-time employees regularly scheduled to work 20 or more hours per week (excluding seasonal, limited term employees, temporary and summer) shall be eligible to receive fringe benefits on a pro-rated basis. Individuals employed on a temporary seasonal basis are not eligible to receive fringe benefits. 4.59 LIMITED TERM APPOINTMENTS. (1) Emergency Appointments. Whenever there is an urgent need to fill a vacancy and the Personnel Director is unable to provide names of eligible candidates, the Personnel Director may authorize filling the vacancy by an emergency appointment. Emergency appointments shall not extend beyond 10 working days. (2) Temporary Appointments. Temporary appointments shall be made from appropriate eligibility lists. If no eligibility list is available or if eligibles are not available for temporary work, the Personnel Director may authorize the appointment of a qualified individual. The acceptance or refusal by an eligible candidate of a temporary appointment shall not affect his/her standing on the eligibility list for permanent appointment. Temporary appointments shall not extend beyond 90 days, unless approved by the Personnel Director. (3) Limited term and temporary appointees shall not be eligible for county fringe benefits.


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(4) Persons Hired under Federal or State Manpower Programs. Persons employed by the county under Federal or State Manpower Programs are considered limited term employees and are not considered regular county employees unless specific action is taken to appoint such an employee to a regular county position after he/she has been duly certified as eligible for such appointment by the Personnel Director. Such employee shall receive wages and fringe benefits as required by the Federal or State Program.

GRIEVANCE PROCEDURE 4.60 POLICY. It is the policy of the County to treat all employees fairly and equitably in matters affecting their employment. Each employee who feels he has not been so treated has a right to present his grievance to appropriate management officials for prompt consideration and equitable decision. The filing of a grievance by an employee will not reflect unfavorably on his standing, performance, loyalty or desirability to the public service and shall be without fear of reprisal. 4.61 ADMINISTRATION. The Personnel Director shall supervise and administer the grievance process. Supervisors and Department Heads shall keep the Personnel Director informed of all grievances in progress. 4.62 DEFINITION OF A GRIEVANCE. A grievance is a formal complaint by an employee other than a department head regarding unsafe working conditions, unjust application of discipline, the unfair application or violation of the personnel rules and regulations of the County or the department for which the employee works. 4.63 GRIEVANCE PROCEDURE. A formal grievance of an employee shall be handled in accordance with the following procedure: Step 1. Whenever possible, grievances should be resolved informally and any employee having a problem with his/her employment shall first discuss the problem with his/her immediate supervisor. If the problem is not settled to the employee's satisfaction within five days and is a grievance according to Section 4.62, the employee may present his/her grievance according to Step 2. Step 2. The employee shall prepare a written statement setting forth the grievance, including a description of the remedied action being sought and any information available to support the complaint. The statement should be given to the employee's Department Head. The Department Head shall within five days meet with the employee and all reasonable effort to resolve the grievance should be made. A written reply to the grievance shall be made within five days. Step 3. If the Department Head's decision does not satisfy the employee's grievance, the employee may, within five days, present his grievance in writing to the Personnel Director who shall arrange within five days to meet with the employee and his/her representative, if any, to ascertain the facts surrounding the dispute and shall reply in writing to the employee within five days thereafter.


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Step 4. In the event the decision of the Personnel Director does not satisfy the employee, the employee may, within five days, present the formal grievance in writing to the County Board's Executive Committee. The Executive Committee shall review the written record of the case and where warranted meet within twenty days with the employee, Personnel Director and/or Department Head and witnesses, if any, called by either party. The Executive Committee shall reply in writing to the employee within 10 days after hearing the grievance. The decision of the Executive Committee shall be final. 4.64 EMPLOYEE REPRESENTATION. Each employee is entitled to be represented in each of the steps in the grievance procedure. At Steps 1 and/or 2 the employee may be accompanied by a representative of his/her choice who may be any full-time employee of the county. At Steps 3 and/or 4 the employee may be accompanied by a representative of his/her choice. Employee discussion of their problem with their representative shall not take place during working hours. 4.65 SPECIAL CONDITIONS. (1) Any appeal from disciplinary action shall be initiated at the third step of the grievance procedure. (2) Time Frames. Provision for hearing and decision is made to resolve the grievance as soon as possible; however, any extension of time can be made by agreement of both parties but not to exceed 10 days at any step. For purposes of this article*, time limits are defined as working days, i.e. 5 days is 5 working days. (*Sec. 4.60 through 4.65 on Grievance Procedure). (3) Legal Action. Nothing in this chapter shall abrogate any legal means of redress to the courts available to all employees. EMPLOYEE DEVELOPMENT 4.66 PURPOSE. The purpose of the employee development program shall be to foster and promote the training and development of employees in order to improve the quality of service to the county, equip employees for career development within the county, and provide a reservoir of occupational skills necessary to meet current and future employment needs. 4.67 PERSONNEL DIRECTOR. The Personnel Director shall have overall responsibility for the development, administration and coordination of the employee development program. In this capacity the Personnel Director shall: (1) Assist the Department Heads to design and implement employee development programs to meet the current and future needs of their departments and to increase employee efficiency. (2) Conduct or coordinate employee development programs to meet the common needs of all departments. (3) Maintain current information and materials on job requirements, training opportunities, employee development manuals, and other employee development literature.


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(4) Maintain a record of all training conducted and insure that authorized employee development programs are properly administered. (5) Assure that employee personnel files are updated upon successful completion of any employee development activities to insure maximum consideration for placements, transfers and promotions. (6) Periodically analyze and evaluate the overall employee development needs of employees within the county service. (7) Assure that all employees receive equal consideration for appropriate training opportunities. (8) Foster a program for the cross-training of employees when such training assignments are in the best interest of the county. 4.68 DEPARTMENT HEAD. Department Heads shall provide active leadership in the development and advancement of employees under their supervision and shall: (1) Cooperate with the Personnel Director to determine current and future employee development needs; (2) Participate with the Personnel Director in developing and implementing training programs; (3) Assess the effectiveness of employee development programs and make recommendations for improvements and modifications; (4) Assure that employees are provided with sufficient time to participate in in-service programs, provided that such participation does not unduly interfere with the necessary operations of the county. 4.69 EMPLOYEE ORIENTATION. The Personnel Director shall develop programs to orient each new employee to the county work force. (1) Personnel Director. Sometime during the first three days of employment, all new employees will meet with the Personnel Director or designee who shall advise them of all general conditions of employment such as: County rules, including discipline, fringe benefits, hours of work, pay, and their privileges and responsibilities. Each employee shall also receive a copy of other materials such as job description, an employee handbook, a copy of the Employee Performance Evaluation, and other relevant literature. (2) Supervisor. The supervisor shall orient each new employee to the conditions related to his/her job and worksite. Such orientation shall include introductions of fellow workers, work standards, safety regulations, break periods, supplies, etc. The supervisor shall assure that all pertinent items on the orientation checklist are covered.

TRANSACTIONS AND RECORDS MANAGEMENT


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4.70 PURPOSE. The development and maintenance of an effective personnel transaction procedure and personnel records management system is essential to a sound personnel program. All appointments, separations, and other personnel transactions shall be made on forms designated by the Personnel Director. The primary purpose of these systems and procedures shall be to: (1) Establish and maintain clear lines of authority for the processing of personnel transactions and management of personnel records. (2) Establish and maintain uniform, easily accessible and complete employment records of all county employees and employee transactions. 4.71 RESPONSIBILITY AND AUTHORITY. (1) County Executive. The County Executive shall, as part of the annual budget process or as otherwise required, recommend establishment of new positions. The County Executive shall approve all reclassifications and shall have authority to reallocate existing positions. (2) Personnel Director. The Personnel Director shall: (a) Establish, maintain and coordinate personnel transactions and records management for all county employees and positions. (b) Establish and maintain a central personnel file for each county employee showing name, title, salary, changes in status, annual performance ratings and such pertinent information as may be necessary for effective personnel administration and for compliance with federal and state laws. (c) Advise and assist Department Heads on all county personnel transactions and records management systems and procedures. (d) Notify the payroll section of all relevant changes. (3) Department Heads. Department Heads shall: (a) Initiate and process personnel transactions affecting their employees using forms provided by the Personnel Director. (b) Maintain, in coordination with the Payroll Office, an employee service record for each employee, showing a cumulative total of vacation time, overtime and sick leave accumulation and use. (c) Notify the Personnel Director of all changes in permanent personnel records including change of address, insurance coverage and other relevant information. (4) Payroll Unit. The Payroll Unit shall convert data from personnel transactions to payroll records and shall maintain cumulative records of vacation, overtime, sick leave, and payroll deductions. Payroll records and data shall be developed in cooperation with the Personnel Director and County Finance Director to provide current and meaningful personnel and position information, summaries and statistics.


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(5) Employees. All employees shall be responsible for notifying their supervisor of any changes which affect their personal status. Employees shall receive a copy of all personnel transactions which affect employment or personal status. 4.72 INSPECTION OF RECORDS. (1) Public. Information as to the name, employment address, class title and salary of employees and former employees is available for public inspection during regular office hours. All other information, including employee personnel files, shall be considered confidential to prevent the invasion of privacy and shall be only accessible to those employees who utilize official records in order to perform their assigned duties. Other people who are authorized access should obtain such records from those assigned responsibility for their maintenance. (2) Employees or Their Designee. Employees or a representative, designated in writing, upon written request to the Personnel Director, shall have the opportunity to inspect any personnel documents in accordance with procedures prescribed by the Personnel Director and in accordance with state law (sec. 103.13 stats.). (3) The county may impose a reasonable charge for copies of records which it provides not to exceed the cost of making the copies including labor and materials. 4.73 DESTRUCTION OF RECORDS. Personnel records shall be retained consistent with Chap.3. 4.74 REPORTS. The Personnel Director shall provide the County Executive, and the County Board with reports and information relating to personnel actions upon request or as may be appropriate.

FRINGE BENEFITS 4.75 FUNERAL LEAVE. Whenever a death occurs to a member of the immediate family of an employee, the County shall compensate the employee for any time lost from work during the next three work days. The (3) three work days must be taken within the period starting with the date of death and ending the day following internment. Compensation shall be at the regular hourly rate of said employee for a normal work day. Immediate family is defined as: wife, husband, father, mother, guardian, sister, brother, child of employee, grandchildren, grandparents, father-in-law, mother-in-law, step-children, or stepparents. Employees will be entitled to compensation for one day to attend the funeral of the spouses grandparents or of a son-in-law or daughter-in-law, brother-in-law or sister-in-law, aunt or uncle of the employee or spouse. In the event an employee is required to act as a pallbearer at the funeral of someone outside of his/her immediate family, he/she shall be granted one day off to do so. 4.76 HOLIDAYS. Holidays shall be granted to regular full and part-time employees eligible for benefits with full pay in accordance with the adopted schedule. Employees who have been employed for a period of thirty (30) days shall receive a full day's pay for the following holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. In addition to these holidays, the last half of the workday (4 hours) of Christmas Eve, New Year's Eve, and Good Friday shall also be observed as holidays with pay. In addition to the above-mentioned holidays, four (4) personal days


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shall also be observed as a holiday, to be taken as mutually agreed upon between the employee and supervisor. 4.77 LEAVE OF ABSENCE. (1) Policy. The Personnel Director may grant a regular employee leave without pay for a period not to exceed one year subject to the following conditions: (a) Requests for leave of absence shall be submitted in writing at least 10 days prior to the starting date and state reasons and number of days. (b) An application for a leave not to exceed 10 consecutive working days shall be submitted to the employee's Department Head. The Department Head, upon approval of the Personnel Director, may grant such requests. (c) For a leave in excess of 10 consecutive working days, the employee shall submit the request to his/her Department Head. The Department Head shall forward the request with his/her recommendation to the Personnel Director. The Personnel Director may grant such requests. (d) Leave without pay shall be granted only when it is in the best interests of the County to do so. The interests of the employee shall be considered when he/she has shown by his/her record to be of more than average value to the county and when it is desirable to return the employee to service even at some sacrifice. Requests for leave of absence shall be approved prior to the taking of such leave. When such leave is requested as an extension of sick leave, an acceptable physician's certificate shall be included. (e) At the expiration of a leave without pay, the employee shall be reinstated in the position he/she vacated or in an equivalent position which is vacant at the time if he/she meets the stated qualifications. If there is not a suitable vacancy available, his/her name shall be placed on an appropriate reinstatement list. (f) Credit toward vacation and sick leave shall not be earned while an employee is on leave without pay, but insurance benefits may be retained if they are paid in full by the employee and entire premium is paid monthly by the employee during the calendar months that the employee is off the payroll for the entire month. (g) Leave without pay shall not constitute a break in service; however, if the employee is absent on leave without pay for more than 30 days during a calendar year, it shall change the employee's anniversary date. (h) A return to work earlier than the scheduled termination of leave date may be arranged by the supervisor and the employee. (i) Employees on leave of absence from the county may not be employed elsewhere during the leave unless approved by the Personnel Director. (j) If an employee is unable to return to work on the date stipulated, he/she may submit a written request to extend his/her leave of absence, subject to approval of the Personnel Director. If on the date following the expiration of the leave of absence, an extension is not requested and granted and the employee has not returned to his/her position, the employee shall be considered to have resigned from county employment.


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(2) Unauthorized Absence. It is recognized that there may be extenuating circumstances for unauthorized absence, and due consideration shall be given each case. However, an employee who is absent from duty without approval may be considered as having abandoned his/her position, depending on the circumstances. (3) Military Leave. A regular full-time permanent employee who leaves the service of the county to join the military forces of the United States during time of war or other national emergency or who serves under orders in the military service at any time, shall be granted a military leave without pay, such leave to extend through a date 90 days after he/she is relieved from such service. Proof must be filed with the Personnel Director. Such employee shall be restored to the position which he/she vacated or to a comparable position with full rights and without loss of seniority or benefits accrued and not taken while serving in the position he/she occupied at the time the leave was granted, provided that he/she make application to the Personnel Director within 90 days after the date of his/her honorable discharge, or 15 days after rejection, and is physically and mentally capable of performing the work of his/her former position. Failure of an employee to notify the county within this time period of his/her intention to return to work shall be considered as a termination of his/her employment. (4) Military Reserve Leave. An employee who, by reason of membership in the United States Military Reserve, is ordered by the appropriate authorities to attend a training or encampment under the supervision of the United States Armed Forces, or by reason of membership in the National Guard is required by the authorities thereof, shall be granted a leave of absence from his/her position without loss of pay for a period not to exceed 17 calendar days in any calendar year. It is intended that this shall be done without financial penalty to the employee. The county will, therefore, pay such employee for this time lost in an amount equaling the difference between his/her daily military pay and his/her normal county daily wage. To receive such payment, the employee must file a copy of his/her orders with the Personnel Director at least two weeks prior to the date such training or encampment leave is to commence. (5) Civil Leave. An employee shall be given time off without loss of pay when performing jury duty, when subpoenaed to appear before a court, public body or commission in connection with county business, or for the purpose of voting. In the case of jury duty, or when subpoenaed to appear before a court, public body or commission in connection with county business, the employee shall remit his/her appearance fee to the county. If the employee does not remit his/her fee, he/she shall be considered to be on a leave of absence without pay while performing jury duty. A leave of absence without pay shall be granted an employee upon his/her request to appear under subpoena or in his/her own behalf in litigation involving personal or private matters. Time off for voting shall be granted only if the employee cannot vote on non-business hours. (6) Educational Leave. Employees may be granted leave of absence without pay to further their education for a period not to exceed one year, as provided under subsection (1) above. It is understood that there is neither an obligation on the part of the county to reinstate the person to his/her former or any other position nor on the part of the employee to return to county employment. At the expiration of the leave, the employee may be reinstated to his/her position if it is available and if it is determined to be in the best interest of the county; or, upon request, he/she may be placed on a reinstatement list for consideration when vacancies occur in equivalent positions.


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(7) Family Leave. Family leave will be provided consistent with state and federal rules and regulations. 4.78 RETIREMENT. The normal retirement age for county employees shall be determined by appropriate Wisconsin Statute. For employees who terminate employment, the last day of employment is the last day the employee is physically on the job. 4.79(1) CASUAL DAYS To provide first day coverage for sickness, each employee will receive five (5) casual days each January 1. Casual days may also be used for personal time off with actual days off being subject to mutual agreement between the employee and the employer. Casual days will not be withheld for arbitrary or capricious reasons except during the last two (2) weeks of employment when only a two (2) week notice is given. At the end of each calendar year employees shall be paid at their existing rate of pay for any casual days not used during the year, to a maximum of five (5) days (payment shall be made automatically prior to the following January 31). Employees hired before July 1 will earn prorated casual days at a rate of one-half (1/2) day for each full month worked up to six (6) months for a total of three (3) days and then shall receive one-half (1/2) day per month for each full month worked remaining in the calendar year up to a maximum of two (2) additional full days. Employees hired on or after July 1 will not earn casual days during the initial calendar year which they were employed. However, upon successful completion of six (6) months of employment, the employee shall receive five (5) casual days for the calendar year following the year of their hire. Newly hired employees who terminate before the end of the calendar year in which they are hired or during probationary period, shall not receive any compensation for unused or accrued casual days. An employee who terminates employment on or before June 30 of any calendar year, shall receive payment for one-half (1/2) of their accrued but unused casual days for that year. An employee who terminates employment on or following July 1 of any calendar year shall receive payment for any unused casual days. Casual days may be taken in not less than fifteen (15) minute increments for purposes of required dental and medical care. Doctor and dentist appointments must be limited to a reasonable number of hours of work. Casual days and banked sick leave may be used by an employee to supplement his/her disability benefits in an amount which will equal regular pay. Banked sick leave days may be used only after casual days are exhausted. 4.79(2) SHORT TERM DISABILITY LEAVE Employees who have completed 180 calendar days of service shall be eligible for disability leave pay as follows: . On the job accidents or injuries of the employee - first day coverage at 75% of regular

pay for the duration of short term disability, up to a maximum of 180 days. The employee is responsible for applying for long term disability coverage. (Doctor certificate required).

. Sickness or an off the job accident or injury of the employee - coverage after three (3)

work days at 75% of regular pay.


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All claims for disability benefits must be submitted to the County Human Resources Department. Claims arising out of sickness or an off the job accident or injury must be submitted within four (4) work days of the initial absence. Claims must include a statement indicating the date the employee first became disabled, the nature of the disability, and the employee's anticipated date of return. The Human Resources Department, within its discretion, may request from the employee's physician a written certificate indicating the first day of disability, the reason for the employee's disability, and the anticipated length of such disability in the event the employee is absent for a period of more than three (3) work days. The employer agrees to waive the foregoing requirement temporarily under extraordinary circumstances which the Employer deems appropriate. Upon returning to work from disability leave, employees will fill out forms required for proper recording of disability leave.

In order to qualify for disability benefits, an employee must report to the immediate

supervisor or other management designated employee at least 30 minutes prior to the employee's normal start time, except in the case of an emergency. All illnesses or injuries must be reported every day unless the definite absence time is reported on the first day of occurrence. Employees are expected to notify the employer at the earliest practicable time but no less than 30 minutes prior to the employee's normal start time, if they should be absent from work due to sickness or emergency.

Employees absent for disability reasons in excess of three (3) consecutive work days

who return to work but return to disability leave status again within five (5) work days will immediately return to 75% of regular pay without any waiting period. Employees shall be eligible for an additional 180 days of short term coverage in the event the subsequent absence is for purposes unrelated to the initial absence. If employees receive a doctor's approval to come back to work on a part-time schedule, short-term disability could be paid for a limited period not to exceed the total amount of time stated in this section (180 days).

An employee shall be eligible to use disability benefits with pay for a period of absence

from employment which is due to his/her personal injury, illness, necessary attendance of immediate family or required dental care. Immediate family is defined as an employee's child, spouse or parent as those terms are defined under section 103.10 Wis. Stats. Employees have the duty to attempt to make other arrangements within a reasonable period of time (defined as up to two calendar weeks) for the attendance of immediate family in their care. This is administered on a per incident basis. In the case of pregnancy, a written physician's certificate stating the date the employee is no longer medically able to work due to pregnancy will be required to initiate disability benefits. The employee shall make herself available for return to work six (6) weeks from delivery and/or such time that the physical documents that the individual is medically able to return to work. A written physician's certificate stating the employee is medically able to return to work will terminate the disability benefits with pay.

Each employee claiming disability benefits is subject to verification of the alleged

sickness or disability by a County representative as may be directed by the Human Resources Director or designee.

Employees will continue to receive health and welfare benefits while on disability leave

for short term disability at the level commensurate with their employment status prior to the illness or accident. Employees will continue to accrue vacation benefits and receive holiday pay at the level commensurate with their employment status prior to the


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illness or accident while on disability leave until the employee goes to the long term disability plan. Retired employees with at least 10 full years of service with Brown County and eligible for benefits under the Wisconsin Retirement System are eligible to continue health benefits for their lifetime and the lifetime of their current spouse provided they pay the entire premium cost. Dental plan benefits will terminate for each retiree/spouse upon the first of the month in which the retire/spouse attains age 65. Disabled employees eligible for benefits under the Wisconsin Retirement System are also eligible for the health and dental plan continuation rights.

An employee shall endorse and release to the County all payments made to the

employee for temporary disability under the Wisconsin Worker's Compensation Act. Nothing in this ordinance will disallow any employee any benefits under the Workers Compensation Act.

Employees may use banked sick days to supplement the above coverage and such days

may be used only after casual days are exhausted. Part-time employees shall receive disability leave benefits on a prorata hourly basis

based on scheduled work hours. 4.79(3) LONG TERM DISABILITY a) Long-term disability--Brown County's Long Term Disability (LTD) Plan provides

that eligible employees regularly scheduled to work 20 or more hours per week (excluding seasonal, limited term employees, temporary and summer) may make application, to receive two-thirds pay after 180 days of disability to age 65 with offsetting benefits for Social Security disability benefits, Wisconsin Retirement System disability benefits and worker's compensation benefits.

b) LTD coverage, consistent with the County's long-term disability plan, may begin

after 180 days of disability; however, the offsetting benefits must be requested by the disabled employee within 30 days of beginning LTD.

c) The Wisconsin Retirement System requires that the Employee certify that all

earnings, including service and pay for vacation and sick leave, have been paid and that the employee is on a medical leave-of-absence and not expected to return to work, or has been terminated because of a disability. Therefore, once it has been determined that an employee is not reasonably expected to return to work, the employee will be terminated from employment and paid all appropriate accrued benefits. If the employee is expected to be able to return to work, the employee will be granted a medical leave of absence up to two years but not to exceed his/her length of service with the County.

d) When the employee is able to return to work after being on LTD, the employee

will be reinstated to the employee's former position if on LTD for less than one year. If the employee is on LTD for one year or more, the employee will be assigned an available position on a case by case basis. Seniority for accrual of benefits will be frozen at the beginning of the LTD leave and shall begin accruing upon the employee's return to work.


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e) Part-time employees shall receive disability leave benefits on a prorata hourly basis, based on scheduled work hours.

4.79(4) BANKED SICK LEAVE. Employees employed in Brown County prior to December 31, 1989, will have sick leave accumulation "banked" into a sick leave accumulation account, which may be used by the employee to supplement short term disability benefits received for a disability. Banked sick leave may be used to make the employee whole for base pay earnings, however, no additional sick leave benefits will accrue into the banked account. Fifty percent (50%) of an employee's unused accumulated banked sick leave, up to a maximum of 90 days (maximum payout -45 days) in the following manner: a. cash payment, or b. request the Employer to set up escrow account for said amount in (a)

above, from which health insurance premiums shall be paid (at the Employer's group rate in full) until sum is depleted.

In the event of death of an employee, the surviving beneficiary may continue to have health insurance premiums paid until the sum is depleted as in (b) above or the aforementioned 50% sum or the remainder of the escrow account will be paid in cash to the employee's estate, at the surviving beneficiary's option. 4.79(5) PRORATION OF FRINGE BENEFITS IN FINAL YEAR OF EMPLOYMENT. Notwithstanding any of the foregoing, employees terminating their employment with Brown County shall have all fringe benefits prorated in their last year of employment. 4.80 WORKER'S COMPENSATION. An employee who is absent due to injury or illness caused during the course of his/her duties shall suffer no loss of compensation during the first 180 calendar days, and payments to hospital, doctors, and to employee for lost time shall be made in accordance with the Worker's Compensation Act of Wisconsin. If during this 180 day period the employee receives Worker's Compensation, he/she shall endorse and turn over said check to the County Treasurer and receive his/her regular pay in return. All employees are expected to conduct themselves in such a manner that they do not cause injury to themselves or others. If an injury does occur during working hours, an employee shall: (1) Regardless of severity, report such injury to his/her supervisor or designated authority and complete an "Accident Report Form" which will be furnished by the Insurance Department. (2) If the injury is such that the employee is unable to complete an "Accident Report Form", said form shall be completed by the person in the employee's department designated to complete the form. (3) Accident reports supported by a certificate of a licensed physician setting forth the nature and extent of the injury and the probable period of disability, must accompany requests for leave.


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4.81 UNEMPLOYMENT COMPENSATION. County employees are covered by current Wisconsin Unemployment Compensation laws. 4.82 VACATION. Nonbargaining unit employees shall have the following vacation schedule to be taken during the year in which earned: Zero (0) days vacation earned during the first six months. Ten (10) days vacation earned during the first year of service. Eleven (11) days of vacation earned during the second year of service. Twelve (12) days of vacation earned during the fourth year of service. Thirteen (13) days of vacation earned during the fifth year of service. Fifteen (15) days vacation earned during the sixth year of service. Eighteen (18) days vacation earned during the tenth year of service. Twenty (20) days of vacation earned during the eleventh year of service. Twenty-five (25) days vacation earned during the seventeenth year of service. Vacation credit is earned on a monthly basis; however, for scheduling purposes, vacation time earned during the calendar year is credited to the employee's vacation account at the beginning of each calendar year. Any employee who terminates his/her employment or has his/her employment terminated for any reason, shall be compensated for all earned vacation time worked as of the date of termination. The employee shall reimburse the county for any vacation time taken but not earned at the time of his/her termination. Those employees to whom vacation is due shall be permitted to select such time as they desire consistent with the efficiency of operation and with the approval of their supervisor. No employee shall be permitted to accept vacation pay in lieu of vacation. As of January 1, 1984, an employee cannot carry more than thirty (30) days of vacation at the end of the calendar year. Employees hired after January 1, 1982, cannot carry more than 10 days of vacation at the end of the calendar year. 4.83 TUITION REIMBURSEMENT. (1) Purpose. The purpose of the Tuition Aid Program is to help employees reach their career potential by providing financial assistance on a voluntary basis for those who wish to take job-related educational courses at approved institutions. (2) Eligibility. Actively employed regular, full-time employees who have passed their initial probationary period with the County are eligible. (3) Approved Course Work. Tuition Aid benefits are available for courses meeting one of the following criteria: (a) Courses which are directly related to the employee's current job and would improve their skills on the job. (b) Courses which will prepare an employee for a promotion to an existing position with the County for which an adequate number of qualified candidates are not available.


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(4) Policy. Reimbursement will be made only after satisfactory completion of the course(s). This is interpreted as at least a grade of "B" or, if the course is ungraded, satisfactory evidence of completion. The County will pay up to a maximum of $500 per calendar year. Costs covered under this program include tuition, books, materials, lab fees, matriculation, and other miscellaneous fees incurred in the process of taking a course(s). Employees eligible for other forms of educational assistance (e.g., Veteran's Educational Program, scholarships) must first exhaust that financial aid before applying for benefits under the County Tuition Aid Program. Employees should obtain a Tuition Aid Request Form from their supervisor, complete it, and return it to their supervisor as far in advance as possible before the close of registration for the course(s). This request must be approved by the employee's supervisor, department head, and be forwarded to the Personnel Department for final authorization and recording. After the authorization is given, the employee should register and pay the appropriate costs for tuition and fees. When the course(s) are completed, a copy of the grade report, along with the receipts for tuition and fees paid, should be submitted to the Personnel Department for processing and refund. This must be done by the employee within 30 days of notification of satisfactory completion of the course(s). (5) Stipulations. (a) All courses must be taken during other than employee's regular work hours unless vacation or compensatory time is used and department approval has been given. (b) The employee will be reimbursed in a lump sum. However, should the employee terminate employment with Brown County within two (2) years of course completion, the reimbursement will be considered to be prorated over a 24-month period from the date of course completion and the remainder will be withheld from the employee's last check. (c) Reimbursement will not be made to an employee who was discharged or voluntarily terminates employment with the County before completion of a course(s). (d) Reimbursement will not be made to an employee who withdraws from a course(s) due to personal reasons. (6) Administration of the Program. Any disputes relating to the interpretation and administration of the Tuition Aid Program will be decided upon by a committee to be appointed by the County Executive. CONDITIONS OF EMPLOYMENT


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4.84 HOURS OF WORK. Due to the varying needs of departments and because certain essential county services are provided on a 24-hour basis, some county employees may have different work schedules. 4.85 INCLEMENT WEATHER POLICY. In the event of inclement weather, such as snow, fog, or ice, which creates hazardous traveling conditions to and from an employee's home, an employee may request from his/her supervisor, permission to leave work early or arrive late, and if the supervisor approves the employee may arrive late or leave early. An employee may receive pay for the time away from work because of inclement weather conditions subject to the supervisor's approval by either: (1) Making up the lost time within the same work week during which the time off was taken and at the same rate at which it was lost; or (2) Using accumulated "compensatory time", earned vacation, earned personal day, or earned casual day at the same rate at which the time was lost. This policy shall not apply to any departments in the county where lack of proper personnel would affect patient care, protection of the public or required services to improve driving conditions. Employees in those positions are expected, as a condition of their employment, to adjust their arrival and departure in accordance with predicted conditions. 4.86 LUNCH PERIODS AND COFFEE BREAKS. The following rules shall govern lunch and coffee breaks for FLSA nonexempt employees: (1) Lunch Periods. Lunch periods are normally scheduled midway in a 7½ or 8-hour shift. Lunch period shall not be longer than one hour nor shorter than 30 minutes. (2) Coffee Breaks. Employees may leave their work station and return 15 minutes later for two "coffee breaks" in a 7½ or 8-hour shift, one midway during the first four hours of their shift, and secondly midway during the last 3½ or 4 hours of their shift. Coffee breaks not taken are lost. Breaks cannot be accumulated or used to extend lunch periods or to shorten the work day. (3) Lunch periods and coffee break times are to be arranged between employee and the supervisor or Department Head. It is the Department Head's responsibility to assure that lunch periods and breaks are scheduled so that adequate staff coverage is provided at all times. 4.87 PROHIBITING MULTIPLE EXPENSE REIMBURSEMENT. No county officer, agent or employee may be compensated for time nor reimbursed more than once for any expense incurred by the officer, agent, or employee in connection with their service to or employment with Brown County. If the individual is compensated or reimbursed by another entity, he/she shall remit such compensation or reimbursement to Brown County. Compensation and expenses referred to include, but are not limited to, travel expenses of any kind, jury pay, witness fees.


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4.88 IDENTIFICATION CARDS. Where job requirements and organization dictate, employees shall receive employee identification cards. Such cards shall be issued at time of initial employment and be renewed periodically. Identification cards shall be returned to the county upon termination of employment before final pay is received. 4.89 TRANSFERS AND PROMOTIONS. Employees may request to be considered for transfer to another comparable vacant county position for which they are qualified. Such requests should be made through the Personnel Department. Transfers shall not be regarded as permanent until the employee has successfully completed a 10-day familiarization period. If the work adjustment of the transferred employee is not regarded as satisfactory, the employee shall return to his/her former department. 4.90 LAYOFFS. The appointing authority may lay off an employee whenever it is necessary to reduce the work force for any reason. No permanent employee, however, shall be laid off while there are temporary or probationary employees serving in the same classification in the same department. Layoffs shall be based on job performance. Where job performance is relatively equal, then seniority shall prevail. The appointing authority shall notify each person laid off of all his/her rights including reinstatement eligibility. Regular employees shall receive at least 10 days notice prior to layoff. Layoff plans shall be approved by the Personnel Director before they are implemented. Laid-off employees shall be held in a layoff pool for a period of time equal to their length of service, but no longer than two years. Recall will be based on job performance history provided such employee can qualify to do the work available. Where job performance is relatively equal, then seniority shall prevail. 4.91 DEMOTIONS. Demotions may be made in lieu of layoff or can be voluntary. Demotions must be approved in advance by the Personnel Director. 4.92 RESIGNATIONS. Employees wishing to leave county employment are requested to submit a resignation in writing to their Department Head at least two weeks in advance of their planned departure. Department Heads and supervisory employees should submit their resignation in writing at least four weeks in advance of their planned departure. It is expected that employees will give as much notice as possible in order to facilitate recruitment and orientation of new staff members. 4.93 CORRECTIVE DISCIPLINE. The purpose of discipline is correcting job behavior and performance problems of employees. Employees shall be informed of standards of conduct and performance. Rules and standards shall be consistently applied. Penalties shall be appropriate to the circumstances. Persons administering corrective discipline shall systematically document the case. Records of verbal reprimands shall be maintained in the department files. Copies of written reprimands, suspensions, and terminations shall be provided to the employee, the Personnel Director, to the employee's supervisor and kept in the department files. Suspensions and terminations shall be discussed with the Personnel Director or the County Executive before such actions are taken. The County Executive will be informed of suspensions and terminations. In the event that the Personnel Director or the County Executive cannot be reached, the employee shall be suspended.


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4.94 GROUNDS FOR DISCIPLINE. The following shall be grounds for discipline ranging from a warning to immediate discharge depending upon circumstances and the seriousness of the offense in the judgment of management: (1) Dishonesty or falsification of records. (2) Unauthorized use or abuse of county equipment or property. (3) Theft or destruction of county equipment or property. (4) Work stoppages such as strikes or slow-downs. (5) Insubordination or refusal to comply with the proper order of an authorized supervisor. (6) Unlawful conduct defined as a violation of or refusal to comply with pertinent laws and regulations when such conduct impairs the efficiency of the county service. (7) Habitual tardiness, unauthorized or excessive absence or abuse of sick leave. (8) Use of official position or authority for personal or political profit or advantage. (9) Disregard or repeated violations of safety rules and regulations. (10) Drunkenness, including drinking during working hours or being under the influence of liquor or drugs during working hours, or bringing intoxicants or drugs into the workplace. (11) Failure to adequately perform assigned job duties. (12) Failure to follow duly established work rules, policies and procedures. (13) Professional unethical conduct or behavior. Other circumstances may warrant disciplinary action and will be treated on a case-by-case basis.

EXIT INTERVIEWS 4.96 PURPOSE. The exit interview is used to gain insight into the effectiveness of county personnel and managerial practices, to determine where personnel policies and procedures are in need of review or revision, and to determine where supervisory or managerial practices need modification or improvement. 4.97 CONDUCTING THE EXIT INTERVIEW. An exit interview shall be conducted when possible with every employee who is separating from county employment regardless of his/her length of service, position, or circumstances of separation. (1) The Personnel Director or authorized designee shall conduct exit interviews or insure that his/her employee is interviewed prior to his/her separation from county


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employment. The Personnel Department shall also analyze the results of each interview to determine how they relate to current personnel policies and procedures. (2) Department Heads shall notify the Personnel Department as soon as they learn that one of their employees is leaving. The Personnel Department shall then schedule a time and place for the interview which shall normally be during the employee's last work day. (3) An exit interview questionnaire may be utilized in lieu of an exit interview as determined by the Personnel Director. 4.98 RETURN OF COUNTY EQUIPMENT. Employees leaving county employment must return county identification cards, keys, tools and equipment on or before their last day of work.

CONFLICT OF INTEREST 4.99 PURPOSE. The following policy is set forth because the proper operation of democratic government requires that employees be independent, impartial, and responsible to the people, and for the public to have confidence in the integrity of its government. Nothing in this chapter shall deny any individual rights granted by the United States Constitution, the Constitution of the State of Wisconsin, the laws of the United States and State of Wisconsin or by labor agreements negotiated with certified employee bargaining unit representatives. 4.100 CONFLICT OF INTEREST. No county employee shall use his/her office or position for personal financial gain or the financial gain of his/her family. No employee shall engage in his/her own business activity, accept private employment, or render services for private interests when such employment, business activity or service is incompatible with the proper discharge of his/her official duties or would impair his/her independence of judgment or action in the performance of his/her official duties. No employee shall use or disclose "privileged information" gained in the course of or by reason of his/her official position or activities. 4.101 POLITICAL ACTIVITY. Policy. The laws pertaining to political activity on the part of local government employees are codified in sections 1501-1508 of Title 5 of the United States Code. These provisions are commonly referred to as the Hatch Act. County employees shall be made aware of both permissible and prohibited activities of the Hatch Act. (2-19-86) A. Permissible Activities. In general, the following political activities are permissible: 1. Making voluntary contributions for political purposes. 2. Participating as a candidate for a non-partisan part- time office in accordance with State Statutes 59.03(4). 3. Expressing opinions as an individual privately and publicly on all political subjects and candidates.


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4. Being a member of a political party and participating in party affairs. The following are some of the political activities that an employee may participate in providing he or she is off duty and not on county property: a. Soliciting votes in support of or in opposition of a partisan candidate for public office or political party office. b. Serving as an officer of a political party, a member of a national, state or local committee of a political party, an officer or member of a committee of a partisan political club, or being a candidate for any of these positions. c. Directly or indirectly soliciting, receiving, collecting, handling, disbursing, or accounting for assessments, contributions, or other funds for a partisan political purpose. d. Taking an active part in managing the political campaign of a partisan candidate for public office or political party office. e. Acting as recorder, watcher, challenger, or similar officer at the polls on behalf of a political party or partisan candidate. f. Organizing, selling tickets to, promoting or actively participating in a fund-raising activity of a partisan candidate, political party or political club. g. Driving voters to polls on behalf of a political party or partisan candidate. h. Serving as a delegate, alternate, or proxy to a political convention. i. Addressing a convention, caucus, rally, or similar gathering of a political party in support of or in opposition to a partisan candidate for public office or political party office. j. Initiating or circulating a partisan nominating petition. k. Endorsing or opposing a partisan candidate for public office or political party office in a political advertisement, a broadcast, campaign literature or similar material. l. Organizing or reorganizing a partisan political party organization or political club. B. Prohibited Activities. In general, the following political activities are prohibited: 1. Participating as a candidate for a partisan political office when an employee is principally employed in an activity which is financed in whole or in part by loans or grants made by the United States or a federal agency. 2. Using governmental authority to interfere or affect nomination or election for any public office or position within any political party. 3. Using governmental authority or influence to intimidate, threaten or coerce any person to vote contrary to his/her own voluntary choosing.


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4. Using governmental authority to directly or indirectly intimidate, threaten, or coerce any person to pay, lend or contribute anything of value, including services, to any party, organization, group or individual for political purposes. 5. Using any official authority or influence to coerce any individual or group for political action, or to confer benefits or effect reprisals to secure desired political action or inaction. 6. Offering to pay or accept benefits in return for desired political action or inaction. 7. Requesting or receiving anything of value for influence or help in securing appointive office. 8. Paying or offering payment for securing appointive office. 9. Engaging in any political activity when not on duty to such an extent that efficiency during working hours is impaired or that the employee is tardy or absent from work. 10. Directly or indirectly soliciting or receiving subscriptions or contributions for any partisan political party or any political purpose while in a building, office or room occupied for any purpose by the county. 11. Either orally soliciting or by letter transmitting any solicitation to county office or be in any manner concerned in soliciting any assistance, subscription or support for any partisan political party or purpose from any person holding any position while on county time or engaged in official duties. 12. During the hours when on official duty engaging in any form of political activity calculated to favor or improve the chances of any political party or any person seeking or attempting to hold elective political office. (5/15/85) 4.102 NEPOTISM. (1) No person shall be employed, promoted, or transferred to any department or agency within Brown County government or to a division or section thereof when, as a result, he or she would be directly supervising or receiving direct supervision from a member of his or her immediate family without specific approval of the appropriate oversight committee. Immediate family is defined as wife, husband, father, mother, guardian, sister, brother, children of employees, aunt, uncle, grandchildren, grandparents, father-in-law, mother-in- law, sister-in-law or brother-in-law. (2) No person shall be employed, promoted, or transferred to any department or agency within Brown County government employment when a member of the person's immediate family (as defined above) is already employed within that department or agency if the County Personnel Director determines that such employment, promotion or transfer would be detrimental to the best interests of Brown County. If the Personnel Director makes such a determination he shall notify the employee of his determination as soon as practicable and in any event not longer than two working days after making this determination. If the employee seeking employment, promotion or transfer is a member of a bargaining unit whose labor contract with the county contains a grievance procedure, the reasonableness of the determination of the Personnel Director shall be subject to said grievance procedure. The Personnel Director shall notify the Oversight Committee of any matters which come to him for a decision under this subparagraph.


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(3) Any employee who on October 1, 1976 was in a position that would be in conflict with the provisions contained herein, is specifically permitted to continue in such position. 4.103 EMPLOYEES HOLDING TWO COUNTY JOBS. No employee shall be employed in more than one county position at any given time without prior approval of the Personnel Director. 4.104 GIFTS AND GRATUITIES. No county employee shall solicit or accept for himself/herself or another person any gift, campaign contribution, gratuity, favor, services, promise of future employment, entertainment, loan or any other thing of monetary value from a person who has or is seeking contractual or other business activities from or which are regulated by the county. This does not include acceptance of loans from banks or other financial institutions on customary terms of finance for personal use, such as home mortgage loans, the acceptance of unsolicited advertising or promotional material, such as pens and calendars, and acceptance of an award for meritorious public or personal contributions or achievements. 4.105 POLICY PROHIBITING SEXUAL HARASSMENT IN EMPLOYMENT PRACTICES. (1) Sexual harassment is impermissible and unprofessional conduct which impairs the ability of the county to perform its function. Such conduct will be subject to disciplinary action in accordance with applicable due process requirements and as outlined in Sections 4.93 and 4.94. The following conduct constitutes sexual harassment: (a) Any attempt to engage an unconsenting person in sexual activities or physical contact of a sexual nature; or (b) Unsolicited and repeated sexually derogatory epithets, sexually derogatory statements or gestures concerning an individual's body, or sexually derogatory statements or gestures concerning the anatomical parts specific to one's gender; or (c) Unsolicited and repeated physical contact of a sexual nature; (d) Any attempt to penalize or punish a person for rejecting or objecting to the actions described in paragraphs (a), (b) and (c) above. (2) Any acts committed by employees or agents acting in behalf of the county which may constitute sexual harassment should be reported (in writing) to the Affirmative Action Officer who shall promptly investigate signed complaints and present the findings of such investigations to the Director of Personnel.

chapter 4 personnel rules and regulations objectives … · 1/20/11 updated december 2010 4(1)...

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