PERSONNEL RULES AND POLICIES FOR BECKER COUNTY Page#

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1 INDEX PERSONNEL RULES AND POLICIES FOR BECKER COUNTY Page# A. PURPOSE, ADOPTION, AND ADMINISTRATION SCOPE OF PERSONNEL RULES AND POLICIES Purpose Adoption Administration Application Management Rights Employee Relations DEFINITIONS 5 B. RECRUITMENT AND SELECTION RECRUITMENT FOR POSITION OPENINGS Authorization by County Board Notification of Opening SELECTION OF EMPLOYEE(S) Policy Selection Pre-Employment Screening Vacancy Time Period for Board Approval General & Department Orientation CHANGES IN EMPLOYMENT STATUS: POSITION CLASS Departmental Transfer Reclassification Promotion Demotion PROBATION PERIOD Purpose Duration Review of Performance Termination Extension of Probation Period 12 C. COMPENSATION AND PERFORMANCE EVALUATION HOURS OF WORK Normal Work Week Rest and Meal Period Overtime and Compensatory Time Emergency Closings 14 i

2 8.0 POSITION CLASSIFICATION Preparation of Classification Plan Maintenance and Amendment COMPENSATION SYSTEM Preparation of a Compensation Plan Maintenance and Amendments PERFORMANCE APPRAISAL 15 D. BENEFITS HOLIDAYS Designation Eligibility VACATION LEAVE Rate of Accrual Eligibility and Scheduling Other Paid Leave SICK LEAVE Rate of Accrual Eligibility and Scheduling Medical Certification Continuation of Benefits Extended Leave - Injury/Disability LEAVE OF ABSENCE WITHOUT PAY Medical Leave Personal Leave Military Leave Without Pay Parental Leave Family and Medical Leave Policy Special Conditions Inclement Weather Policy INSURANCE Health Retirement Termination SEVERANCE PAY Vacation Sick Leave Termination and Severance Pay Re-employment TRAINING AND DEVELOPMENT Statement of Policy Tuition Reimbursement Administration Professional Conference and Workshops 32 ii

3 18.0 EMPLOYEE ASSISTANCE PROGRAM Policy Scope Participation Services Action EMPLOYEE RECOGNITION Length of Service Performance 33 E. DISCIPLINE AND GRIEVANCE SITUATIONS DISCIPLINE Policy Just Cause Conflict of Interest Disciplinary Actions Notification GRIEVANCE PROCEDURES Definition Scope of Grievances Processing of Grievances Time Limits Personnel Board of Appeals Personnel Board of Appeals Process 38 F. SEPARATION FROM EMPLOYMENT CONDITIONS FOR SEPARATION Resignation Dismissal Lay-off Death of Employee 40 G. RELATED PROVISIONS DATA PRIVACY Release of Personnel Data Personnel Information WORK RELATED EXPENSES AND POLICIES Authorization by County Board Mileage Reimbursement Airline Travel Review and Amendments Application to Appointed Boards and Commissions Policy for using Personal Vehicles for County Business Policy for contracting for services 43 iii

4 24.8 Picture I.D. Card Policy SEAT BELT POLICY Policy Statement Compliance POLICY AGAINS DISCRIMINATORY HARASSMENT Policy BARRIER FREE MEETING POLICY Policy Statement CLEAN AIR POLICY Smoking DRUG FREE WORKPLACE TECHNOLOGY Computer Use Policy Remote Connectivity Policy PERSONAL APPEARANCE OF EMPLOYEES Policy Statement Comment GENERAL SOLICITATION Policy Statement NON-COUNTY USE OF COUNTY RESOURCES Policy Conditions EFFECTIVE DATE 55 iv

5 PERSONNEL RULES AND POLICIES FOR BECKER COUNTY A. PURPOSE, ADOPTION, AND ADMINISTRATION 1.0 SCOPE OF PERSONNEL RULES AND POLICIES 1.1 Purpose: These personnel rules and policies express the intent of the County Board of Commissioners to establish a uniform, comprehensive, and efficient personnel management system for the County. This system is designed to provide for standards of excellence in employment and for the fair treatment of applicants and employees in all aspects of personnel administration. This personnel management system is based on the following principals: A. Recruiting, selecting, and advancing employees on their relative ability, knowledge, and skills; B. Equitable and adequate compensation; C. Training employees as needed to assure high quality performance; D. Retaining employees on the basis of adequate performance, correcting inadequate performance, separating employees whose poor performance cannot be corrected; E. Assuring fair treatment of applicants/employees in all aspects of personnel administration with regard for their privacy and constitutional rights as citizens; F. Assuring that employees are protected against coercion for partisan political purposes and are prohibited from using their official authority for the purpose of interfering with or affecting the results of an election or nomination for office; G. That the citizens of Becker County can be assured that their best interests are being served by the employment of the highest possible caliber of personnel. 1.2 Adoption: This policy dated rescinds all previous County personnel policies. 1.3 Administration: These regulations shall be administered as a part of the County's personnel management system. The County Board shall designate the Human Resource Department to administer the regulations and also reserves the right to establish, modify, or abolish committees, boards, or contractual agreements for the purposes of developing or implementing County personnel - 1 -

6 - 2 - Becker County Personnel Policy policies. Printed copies of these regulations shall be on file in the Affirmative Action Office and shall be available for public review upon request. Department heads and the personnel director shall be responsible for maintaining all necessary personnel records and information. Personnel files, other than Highway, Human Services and Sunnyside, shall be maintained by the Human Resource Department for County employees. 1.4 Application: 1.41 Employees Covered: These regulations shall apply to all persons holding an appointed, paid position within County service, except those as may be excluded by the County Board. For purposes of defining County employees, the prevailing guide shall be those employees in departments and offices which the County Board serves as the final budget authority Labor Agreements: Those employees who are subject to collective bargaining agreements as negotiated in accordance with the Public Employment Labor Relations Act of 1971, as amended, shall be governed by the terms of the collective bargaining agreement in addition to these rules. In the event of a conflict between a labor agreement and these rules, the labor agreement shall prevail Savings: If any personnel regulation shall be held invalid by judicial or legislative action, the remainder of these regulations other than that which has been held invalid shall not be affected Indemnification: The County Board hereby declares its intent to defend and save harmless and indemnify any of its officers or employees who are sued in a tort action arising out of the performance of their official duties, except where such tort action arises from malfeasance in office which shall be determined by the County Board at a hearing. 1.5 Management Rights: 1.51 General: The County Board, principally through the budget process, retains the full and unrestricted right to operate and manage all personnel, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organization structure; to select, direct, and determine the number of personnel; to establish work schedules; and to perform any inherent managerial function not specifically limited by state and federal law, current collective bargaining agreements, these regulations, and County Board resolutions. Employees covered by these regulations shall perform services and duties prescribed by the County Board and shall be governed by the rules, regulations, directives, and orders which are not inconsistent with the

7 provisions of applicable state and federal statutes, laws, rules, and regulations having the force and effect of law Department Rules: Each department head may establish departmental rules of procedure which further the efficient operation of the department in providing services for the County. Such rules of procedure shall not conflict with these regulations Amendments: The County Board may amend any or all of these regulations by resolution. 1.6 Employee Relations: 1.61 Statement of Policy: These regulations have been written with the realization that the strength and future growth of the County depends directly on the individual contribution made by every employee. In return, the County expects that each employee shall attempt to achieve high levels of productivity and efficiency in carrying out the employee's job in the spirit of job satisfaction, service to the County, and assuring "accountability" in the services provided to the public. The policy of the County is to be fair and honest with its personnel and to respect the individual rights of all employees. The County shall continue to strive to achieve mutual respect in working relationships and insist that supervisors do all in their power to carry out such policy Affirmative Action Policy: The County shall provide for equal opportunity in employment and personnel management for all persons; to provide access to and permission to full utilization and benefit of training and promotional opportunities without discrimination because of race, color, creed, religion, age, national origin, sex, marital status, public assistance status, disability, political affiliation, handicap (as defined in the federal regulations relating to Section 504 of the Rehabilitation Act of 1973, as amended), and to encourage that persons applying for or currently employed by or applying for future vacancies in the employ of the County shall be considered on the basis of individual ability and merit without discrimination or favor HIV Infections Policy: Introduction: The County of Becker recognizes the employment-related rights and concerns of employees who may have HIV infections as well as the rights of the public at large to continue to receive quality services regardless of their health condition. The County further acknowledges its obligation as an employer to provide a safe work environment for all employees and the public at large. Therefore, it is the policy of the County that it will not discriminate against any individual applicant, employee, or client because he/she may have an HIV infection. HIV infection will be treated the same as any illness in the workplace

8 - 4 - Becker County Personnel Policy Personnel Management: No employee shall be required to submit to any test to determine whether he/she has an HIV-related condition as a requirement to begin or maintain employment with the County. The County recognizes that employees with HIV infection or HIV-related conditions may wish to continue working. Infected Employees: As long as employees are able to meet acceptable performance and attendance standards, and medical evidence indicates that their condition is not a threat to themselves or others, employees shall not be denied continued employment solely because of their medical condition. If determined necessary, an effort will be made to modify an employee's duties based on medical recommendations of the employee's physician. Such determinations shall be made on a case-by-case basis. Co-workers: The County acknowledges that co-workers of employees who have AIDS or an AIDS-related condition may have concerns for their own health and safety. For that reason, managers and supervisors are to pursue all reasonable and appropriate actions which would ensure that an employee's health condition does not present a health or safety threat to coworkers or the public. Further, while managers and supervisors should be sensitive to co-workers concerns, where it has been determined that there is no health or safety risk, those individuals who feel threatened by a fellow employee's health conditions will not be allowed to refuse to work. To alleviate concerns or fears, the County shall provide employees with informational materials which would address these fears or concerns. Service Employees: The County acknowledges that there are certain employees who may be required to provide services to individuals who may have AIDS or an AIDS-related condition. In order to ensure that such employees are able to provide those services in a safe and healthful manner, the affected departments shall develop policies which address this issue and provide appropriate educational programs/materials to these employees. (In doing so, departments are advised to incorporate the Centers for Disease Control Guidelines on AIDS in the Workplace.) Appropriate and adequate information and training will provide safeguards, to both the employee and the department as an employer, should any disputes about work requirements arise. Confidentiality: The County of Becker recognizes the importance of confidentiality and makes the following statement: "The County further recognizes that an employee's health condition is personal and confidential. Therefore, reasonable steps will be taken to protect such information from being disclosed inappropriately". Implementation: Implementation of this policy is intended to be consistent with state personnel rules and administrative procedures, DOER Commissioners and Managers Plans, and labor agreements. Managers, supervisors, and employees are encouraged to avail themselves of related

9 educational opportunities. Additionally, departments should use the resources of the Employee Assistance Program, the Department of Health, and community support groups as appropriate. The Affirmative Action Committee of Becker County will implement a mandated program of awareness to the Becker County Commissioners, Department heads and all the employees to insure the knowledge of and compliance with HIV Policies and programming Political Activity: County employees shall be governed by applicable State or Federal Laws relating to political activity and, in addition thereto, shall be prohibited from taking part in any political activity during working hours of employment Americans with Disabilities Act: Becker County will comply with the Americans with Disabilities Act, commonly referred to as "ADA" that was signed into law on July 26, DEFINITIONS Unless otherwise indicated, the following words and terms shall have the meanings indicated below: Appointment Class Compensatory Time County Board Demotion Department Head Dismissal Employee A decision to employ a person to a paid position within the County service. One or more positions sufficiently similar with respect to duties and responsibilities; that the same description title is applicable or that the same general performance qualifications are applicable, or that the same level of compensation can be applied. Time credited to an employee in lieu of overtime payment. The Becker County Board of Commissioners. A change of an employee's status from a position in another class with a lower salary range. A director of a County department as designated by the County Board, appointive body (e.g. judiciary, University of Minnesota) or elected to a County office by the public. An action taken by a department head which permanently removes an employee from employment in the department and from the County payroll. A person holding an appointed paid position within the County service

10 Exempt Employee Grievance Intern Job Analysis Job Description Job Evaluation Lay-Off List Military Leave Non-Exempt Employee Position Probationary Period Professional Becker County Personnel Policy All bona fide professional, administrative and executive employees who do not receive overtime pay or compensatory time off. The nature of work performed by an exempt employee is such that less than twenty (20) percent of total work time is routine or repetitive and requires little need for independent judgment. A dispute or disagreement as to the interpretation of application of these regulations with respect to disciplinary action taken. An individual in a training program who has no status as an employee. The systematic process of gathering information. Information may be gathered by questionnaire, interview, observation of the worker, or through the use of daily "diaries" recorded by job holders. Information gathered is summarized in a job description. Written document that identifies the purpose(s), responsibilities and accountabilities of a job; the knowledge, skills and abilities needed to perform the job satisfactorily and other special consideration, if any. The systematic process of comparing and grading the relative value of the job to other jobs in the organization. Job evaluation is used to determine job salary levels and ranges. A list of former employees who have been separated from County service in accordance with the lay-off procedures of these regulations. The leave of absence granted to employees entering active duty in the armed forces of the United States. Employees who are subject to the wage and hour laws of the State of Minnesota and eligible for overtime pay or compensatory time off. A group of duties and responsibilities requiring the full-time or parttime employment of one person. A six (6) month test period during which a new employee is required to demonstrate fitness by performing the actual duties of the position. Probationary periods may be extended by the appointing authorities in cases of uncertainty. Occupations which require specialized and theoretical knowledge usually acquired through college training or through work experience and other training which provides comparable knowledge. Such employees should be engaged in work - 6 -

11 predominantly intellectual and varied in character as opposed to routine mental, manual, mechanical or physical work. Promotion Reclassification Reinstatement Retired Employee Separation in Good Standing Severance Start Date Status (Employment) An upward change of an employee's class status. A change in classification of a position by raising it to a higher class or reducing it to a lower class due to a significant change in duties, difficulty, or responsibility of the work performed. Appointment of a former employee to the class to which the employee was assigned prior to lay-off or separation to another class as agreed to by the employee and the department head. An individual whose most recent employment was with the County and is receiving PERA, combination Social Security/PERA or other County retirement benefits pursuant to a vested retirement plan. Voluntary termination through resignation or retirement, communicated in writing at least fourteen (14) days prior to the effective date of separation. An action which separates an employee from County service, either through resignation, retirement, termination or lay-off. The date a person begins employment in a regular position. This date is used for determining eligibility in all benefit programs. 1.) Regular, Full-Time: An employee who works normal working hours and was hired for a service duration in excess of the designated probation period. 2.) Regular, Part-Time: An employee who works less than the normal work hours of a full-time employee and was hired for a service duration in excess of the probation period. Regular part-time employees will be prorated based on hours worked for vacation, sick leave, holiday and personal days. To be eligible to participate in the County group health insurance, a regular, part-time employee must be regularly scheduled to work thirty (30) or more hours per week. 3.) Temporary, Full-Time: An employee who works the normal work hours but is either seasonal or whose employment is limited by the duration of a specific project. Temporary employees serve at the will and pleasure of the department head and may be appointed for a period not to exceed twelve (12) months. The department head shall recommend a reasonable wage rate to be paid which may or may not be identical to the personnel director's. The personnel director shall make a recommendation of the wage rate to be paid which may or may not be identical to the rate - 7 -

12 recommended by the appointing authority. Final approval of the wage rates shall be made by the County Board. 4.) Temporary, Part-Time: An employee who works less than the normal working hours but is either seasonal or whose employment is limited by the duration of a specific project. Temporary employees serve at the will and pleasure of the department head and may be appointed for a period not to exceed twelve (12) months or 1,040 hours in any calendar year, January through December. The department head will recommend a reasonable wage rate for the employee to the personnel director. The personnel director shall make a recommendation of the wage rate to be paid which may or may not be identical to the rate recommended by the appointing authority. Final approval of the wage rate shall be made by the County Board. Temporary employees are not eligible for County fringe benefits except those mandated by state or federal law. Supervisory Employee Any person having explicit authority from the employer to hire, transfer, suspend, promote, discharge, assign, reward or discipline, direct or adjust grievance of other employees or effectively recommend any of the aforesaid actions if the exercise of such authority is not merely routine or clerical in nature but requires the use of independent judgment. B. RECRUITMENT AND SELECTION 3.0 RECRUITMENT FOR POSITION OPENINGS 3.1 Authorization by County Board All position openings shall be subject to review and approval by the County Board. Such review and approval shall extend throughout the year and be in addition to the review and approval authority vested with the County Board as a part of the budget process and in establishing any authorized personnel complement for a given department. The County Board may request department heads to provide such information as would be needed in determining the proper classification and compensation of such a position opening and to determine the economic impact of approving or denying the request for the position opening. 3.2 Notification of Position Opening and Process Department Heads shall notify the Human Resource Department when a vacancy exists in their department or when a new position is desired. A proposal will be submitted and reviewed by the Human Resource Director, the County Administrator and the Finance Committee; if approved, the Department Head will present the proposal to the County Board for approval. The Department Head will notify the Human Resource Department of the County Board s approval and the Human Resource Department will prepare and publish a notice of the position - 8 -

13 opening. The Human Resource Department will determine and use appropriate internal and external sources deemed necessary to attract sufficient numbers of qualified applicants. A suitable application form will be provided by Becker County. The application forms will require information covering education, employment history, references, and any other pertinent data as determined by the Human Resource Department. With the exception of the Human Service Department which utilizes the MN State Merit System, all applications will be submitted to the Human Resource Department during a position opening or during a pool list posting. Applicants will not be considered for selection to positions within a department, whether it be for initial hire, transfer, promotion or demotion, if such selection would cause them to receive or give primary work direction from or to, a relative. Relative is defined to include all in-laws, all nieces and nephews, grandfather, grandmother, brother, sister, mother, father, son, daughter and spouse this also includes all the above step relations and individuals living within the same household. (modified 12/12/06) 4.0 SELECTION OF APPLICANTS (modified 12/12/06) The selection of an applicant will be at the direction of the Department Head who will hire the most qualified applicant for each open position based on qualifications, experience, training, the interview process, references and background checks. Department Heads will ensure the following process occurs: 4.1 Pre-employment Screenings: 1. Selection of the interviewing applicants. 2. Interviews with top applicants 3. Employment references on top applicant(s) 4. Contingent offer and background check (see section 4.1) Department Heads/Designee will submit the appropriate forms to the Human Resource Department for completion of the background check. At a minimum, an applicant background check will require limited criminal record background, previous employment history verification, and military, driver license verification and education verification if applicable. Additional background information may include, but is not limited to; full criminal record background check and drivers license search, local AS/400 database name search, credit history, medical and psychological evaluation. Reference interviews, including personal interviews with individuals not necessarily listed as references by the applicant, such as neighbors, instructors, etc., may be conducted. Becker County background checks are conducted in compliance with all federal and state statutes. The information collected is that pertaining to the quality and quantity of work performed by the applicant, the applicant s attendance record, education and other issues that can impact the workplace

14 4.2 Maintenance of applications and interview records: Becker County Personnel Policy All applications and interview records will be returned to the Human Resource Department and will be maintained for two (2) years. 4.3 Salary Placement: The Department Head has discretion in the initial salary step placement of an employee according to the employee s background, experience, education, etc., for the position. he following shall govern all hiring including transfers and promotions: Hire Date: This is the anniversary date for longevity and step changes. The anniversary date for longevity and step changes may be adjusted due to unpaid leaves of absence. Anniversary date for step increases one (1) year from the date of hire. With a transfer and/or a promotion to a new position with a higher Band and Grade and responsibilities, longevity remains the date of original hire for a regular employee and elected officials; the probationary period and step advancement would then go into affect from the date of placement in the new position. 4.4 Vacancy Time Period for Board Approval In the event a newly hired employee leaves the position he/she was recently hired to fill within seven (7) months of the closing date of hire, the Department Head is authorized to return to the list of original eligible applicants and hire from that list, or, if necessary, re-advertise. 4.5 General and Department Orientation All new employees and Elected Officials shall be provided a department orientation by the department designee, and general orientation with the Human Resource Department and the Safety Director within the first three months of employment. General orientation information regarding County Personnel Policies, Becker County Safety program, benefits, and other employee related information will be covered under this program

15 5.0 CHANGES IN EMPLOYMENT STATUS Becker County Personnel Policy 5.1 Departmental Transfer Transfers which do not change an employee's salary level or class within their respective departments may be made by the Department head. 5.2 Reclassification A reclassification of a position to a higher or lower class due to a significant change in duties, difficulty or responsibility of work performed, may be recommended by the respective department head to the Human Resource Department in writing. The department head shall then perform a job analysis for the position and make a determination on the need for reclassification. The department head's determination will be reviewed by the review board. Any employees reclassified to another salary level must be able to demonstrate that they meet the qualifications and specifications of the position. 5.3 Promotion Present employees who are promoted shall begin a probation period on the date of promotion for a period not to exceed one (1) year. Salary increases associated with the promotion shall become effective on the date of the promotion. If the performance of the employee falls below a minimum standard during the probation period after a promotion, the employee may be demoted to a position he/she is qualified for. If a position is not available to which the employee may be demoted, the employee may be reinstated to this previous position or separated from County employment. If an employee is demoted during a probation period after a promotion, the salary shall be reduced to the appropriate salary level on the effective date of the demotion. The employee who is promoted shall be granted a thirty (30) day trial period to determine: 1.) Ability to perform new position; 2.) Desire to remain in position. During the thirty (30) day trial period, the employee shall have opportunity to revert back to his/her former position. 5.4 Demotion The salary level of an employee demoted to a position class lower than the position which he previously held shall be adjusted to reflect that person's new responsibilities and duties in that position. In no case shall the employee's salary exceed the maximum of the salary range for the position which he has been demoted to

16 6.0 PROBATION PERIOD Becker County Personnel Policy 6.1 Purposes The probationary period shall be regarded as an extension of the examination process and shall be used by supervisors and department heads for closely observing the employee's work and for rejecting any employee whose performance does not meet the desired work standards. 6.2 Duration Every person appointed, promoted or transferred to a regular position shall be required to successfully complete a probationary period. The probationary period shall begin immediately upon appointment and continue for six (6) calendar months or 1040 hours for part-time appointments. Department heads are responsible for employee orientation, from completion of necessary employment records to ensuring that the employee is acquainted with work rules, procedures and office operations. 6.3 Review of Performance The performance of all probationary employees shall be reviewed during the probation period by that person's supervisor. Above average, as well as below average performance shall be communicated to the employee by the employee's supervisor on a form prescribed by the County Board and used as a basis for permanent appointment or termination. 6.4 Termination A Department head may terminate a probationary employee. Any time during the probationary period if, in the department head's opinion, the employee is unable or unwilling to perform the duties of the position satisfactorily or that the conduct of the employee does not merit continuance in the position. The employee so terminated shall be notified in writing of the reasons for the termination and shall not have a right to appeal. County Board of Commissioners should be notified of the termination. 6.5 Extension of Probation Period The Department head may extend the probation period of a probationary employee up to an additional six (6) months (1040 hours for part-time appointments) beyond the normal duration of six (6) calendar months. The department head shall notify the employee in writing as to the reasons for the extension, and a copy of this correspondence shall be sent to the Human Resource Department. The probation period may also be extended due to the employee's sickness or a leave of absence

17 7.0 HOURS OF WORK Becker County Personnel Policy C. COMPENSATION AND PERFORMANCE EVALUATION 7.1 Normal Work Week The normal work week for all County employees shall be forty (40) hours. The hours of work and days normally worked shall be set by the respective department heads. Regular office hours for the County shall be from 8:00 a.m. until 4:30 p.m., Monday through Friday. Nothing shall prevent the County Board from changing the duration of scheduling of office hours or length of work day/week for any employee. 7.2 Rest and Meal Period One (1) meal period of up to one (1) hour per day shall be set by the department head. Meal period shall not be paid nor included in the computation of overtime unless otherwise designated by departmental rule in those situations which require the employee to remain at his/her work station for the performance of that position's duties. Rest periods shall be fifteen (15) minutes in each four-hour period for non-exempt employees, as scheduled by the department heads. 7.3 Overtime and Compensatory Time When operating requirements or other needs cannot be met during regular working hours, employees will be given the opportunity to volunteer for overtime work assignments. All overtime work must receive the supervisor's prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work. Overtime compensation is paid to all nonexempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Paid holidays, sick leave, and vacation leave will be considered hours worked for purposes of performing overtime calculations. Overtime compensation for non-exempt employees shall be made either in cash or compensatory time off, at the employee s option. No employee shall accumulate more than eighty (80) hours in the compensatory time bank; hours earned in excess of eighty (80) shall be paid in cash at the appropriate rate. All accumulated compensatory time in excess of forty (40) hours not used by December 15 shall be paid in cash at the appropriate rate. Revised 3/3/2003 Failure to work scheduled overtime or overtime worked without prior authorization from the supervisor may result in disciplinary action, up to and including possible termination of employment. Exempt employees are not eligible to accrue compensatory time or cash payment in lieu of compensatory time. Nothing in this section shall prevent an exempt employee and his/her department head from mutually arranging a work schedule for that employee which approximates a normal workweek over an extended period of time. Revision 10/14/

18 7.5 Emergency Closings Becker County Personnel Policy The County Board Chairman shall have the authority to close all or part of the County's operations during the normal work period for reasons including, but not limited to weather, safety, bomb threats, memorial services, or other situations designated by the County Board. A notice of closing shall be made when possible by 7:15 A.M. on a local radio station and no employee shall suffer any loss in pay or benefits for the duration of the closing. If the notice of closing was not made available to employees prior to the start of their normal work shift, any employee who was scheduled to work and did not report for work shall be required to take the time as vacation leave, reduction in accumulated compensatory time or as absent without pay. This amount of time shall extend only for the period in which the County's operations remained open prior to closing for the shift. 8.0 POSITION CLASSIFICATION 8.1 Preparation of Classification Plan The County Board shall have a position classification plan prepared for purposes of achieving internal equity between positions in the County and to relate the appropriate responsibilities of the County positions to the appropriate skills and qualifications needed to satisfactorily perform that job. The classification plan shall cover all positions within the jurisdiction of the County personnel system unless otherwise superseded by collective bargaining agreements. The Board shall approve the classification plan with its effective date as the date of approval by the County Board. 8.2 Maintenance and Amendment The County Board shall designate the Human Resource Department to maintain the classification plan and propose recommended changes when needed to maintain internal equity and adequately cover all positions under the County's jurisdiction as provided for in the previous sub-section. The classification plan shall be on file in the Affirmative Action Office for inspection and public review. 9.0 COMPENSATION SYSTEM 9.1Preparation of a Compensation Plan A compensation plan shall be prepared and approved by the County Board for purposes of reflecting the contribution of each position within the County's classification plan in providing services to County departments and the public. The County Board may approve the compensation plan as recommended or it may make such changes as deemed appropriate. The effective date of the compensation plan shall be the date of its approval by the County Board. It will be the responsibility of the Supervisors and Department Heads to accumulate time sheets from employees on specific time tables. It will be the responsibility of Supervisors and Department Heads to review the time sheets for accuracy and conformity to County policy

19 The Department Head will sign off on all employee time sheets for final responsibility of payment. The time sheets will be forwarded to the Auditor s Office Revision XIV In preparation for payment of payroll the Auditor s Office shall: In the event there is any discrepancy for payment, for any reason, after the acknowledgment of the department head or his/her designated person it will NOT be whited out or altered for payment by the Auditor s Office. Action will require the Auditor s Office to contact the department head or his/her designated representative. A decision will be made by the department head or his/her designated representative, for payment or non payment, in any of these situations. The department head will, in writing, advise the Auditor s Office or designated representatives. 9.2Maintenance and Amendments The County Board shall designate the Human Resource Department to be responsible for administration of the compensation plan and periodically recommend changes whenever conditions require it. On or before December 1 of each year, the compensation plan shall be reviewed with recommended changes in said compensation plan forwarded to the County Board by the Human Resource Department PERFORMANCE APPRAISAL Individual department heads or supervisors shall evaluate their employees annually. The evaluation system shall be prescribed by the Human Resource Department. Revision XIV 11/12/96 Revised 10/14/ HOLIDAYS 11.1 Designation D. BENEFITS Official holidays of the County are: New Year's Day January 1 Martin Luther King Day 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Veteran's Day November 11 Thanksgiving Day Fourth Thursday in November Friday after Thanksgiving Friday after Thanksgiving Christmas Day December

20 When a holiday falls on a Saturday, the preceding Friday shall be designated as the official holiday. When a holiday falls on a Sunday, the following Monday shall be designated as the official holiday Eligibility Regular employees shall be paid a holiday allowance at straight time for the day of observance of each of the above listed holidays. To be eligible to receive compensation for an observed holiday, employees shall not have been absent without leave on the work day before or after the holiday. Revised 04/14/ VACATION LEAVE Department heads, supervisors and all other employees - no vacation time can be taken from unearned time Rate of Accrual Revision 99-3 Rescinds prior policy as of 8/10/99 The following vacation benefits are available to all department heads and supervisors. Completed Years Days Earned Days Earned of Service Per Month Per Year 0-2 years after 2 years through 4 years after 4 years through 9 years after 9 years through 19 years over 19 years Revision 99-3 Rescinds prior policy as of 8/10/99 The following vacation benefits are available to all other full-time employees: Completed Years Days Earned Days Earned of Service Per Month Per Year Beginning 0 through 1 year Beginning 2 through 6 years 1 12 Beginning 7 through 11 years Beginning 12 through 18 years Beginning 19 plus years 2 24 Part-time regular employees shall earn vacation leave on a prorated basis Eligibility and Scheduling Vacation leave shall be available to all regular employees who may request to take earned vacation leave any time after completion of the initial probation period. Paid holidays that occur during vacation leave shall not be counted as days of vacation leave. Vacation requests should

21 be submitted to the supervisors as soon as practical, and at a minimum of twice the duration of the requested leave prior to commencement of requested vacation leave. (For example, a one week vacation requires the request to be made at least two weeks in advance.) While every effort will be made to give employees the vacation period of their preference, vacations will be scheduled so as not to cause an interruption in the normal operation of the department. Should a conflict in scheduling occur, it will be resolved on the basis of first request. Vacation leave shall vest after 1040 consecutive hours of employment and accumulate up to a maximum of 28 days on the last day of each calendar year. (modified 3/11/08) When an employee, under specific employment problems, has vacation hours exceeding 224 hours at the end of that employee s 12 month accumulation period, the department head can request, in writing to the Human Resource Director, extended time for vacation usage. The Human Resource Director will take the request from the department head to the County Administrator for approval of that particular request. Revised & 10/14/ Other Paid Leave Court Duty Leave: Employees subpoenaed as witnesses in connection with County employment or called for jury duty shall receive their regular compensation and other benefits less the amount of jury or witness fees. Employees shall notify the Auditor-Treasurer s Office, in writing, of the fee amount received and that amount will be deducted from their paycheck. Employees shall also notify their supervisor when served with a subpoena or notice of jury duty. Employees shall return to their regular work duties if released from court duty during their scheduled hours of work. Revised 10/14/ Military Duty Leave: Employees who are members of any reserve component of the military forces of the United States or National Guard shall be granted leave of absence with compensation not to exceed fifteen (15) working days per year when ordered to training. Employees shall be entitled to military leaves of absence without compensation not to exceed four (4) years for services in the Armed Forces of the United States. Reinstatement to a comparable position within ninety (90) days of discharge from active duty shall be available to such employees. Revision VII Employee Emergency Situations: Department heads have the authority in emergency situations with employees who have exhausted their vacation and sick leave time to solicit on a volunteer basis the transfer of earned vacation time from employees for the emergency situation. Revised 3/3/ Personal Leave Day: Each employee shall be entitled to two (2) days per year of personal leave. This personal leave day must be taken by the employee or it will be lost

22 13.0 SICK LEAVE Becker County Personnel Policy 13.1 Rate of Accrual Sick leave may be taken only to the extent that it is earned. Regular full-time and regular part-time employees shall earn sick leave at the rate of eight (8) hours per month (prorated for part-time employees). Up to 960 hours of sick leave may be accrued. After the maximum 960 hours have been accrued, the time shall go into a sick leave bank only to be used when all of the 960 hours have been exhausted. A doctor's certificate may be required for sick leave absences of more than three (3) days duration, or if sick leave is used on more than three (3) separate occasions during the year Eligibility and Scheduling Employees may request to take earned sick leave any time, including the probationary period. Earned sick leave may be used for absences from work necessitated by the following circumstances, and as referenced under MN Statute : A. Because of sickness or injury to an employee which renders the employee unable to perform the duties of employment; B. Because of sickness or injury to an employee's spouse or children, the result of which requires the said employee to attend to their needs; C. Because of death in the immediate family, such use not to exceed twenty-four (24) working hours; definition of immediate family to include employee s spouse, parents, siblings, grandparents, children, grandchildren, father and mother-in-law, son/daughter-in-law, brother and sister-in-law, stepchildren, stepsiblings, and stepparents; Up to an additional sixteen (16) hours of sick leave may be granted with the approval of the department head. (modified 3/11/08 & 10/25/11) D. Because of quarantine directed by a medical physician; Revision VII 10/10/95 F. Because of doctors' visits required by employee, employee's spouse or children, stepchildren, or parents. Revised 3/11/2014 Employees shall notify their immediate supervisor on the first day of sick leave and, when possible, medical leave shall be requested in advance. Department head or supervisor shall be informed of work schedule for the employee, and additional work assignment needing immediate attention Medical Certification A department head may require a doctor's certificate stating the nature and duration of the illness before the employee is paid for the sick leave. A department head may also require a doctor's certificate stating that the employee is able to return to work following an injury or illness where the employee's abilities may have been impaired

23 13.4 Continuation of Benefits To the extent that the employee makes use of sick leave as provided herein, he shall not suffer any loss of seniority, vacation, or other fringe benefits as provided by County employment. For any paid leaves of absence or absence due to work-related injury, the employer will continue to pay its share of the employee's health and medical insurance premium for a maximum of one year Extended Leave - Injury/Disability: General Conditions: An unpaid leave of absence for sickness, disability, or work-related injury may be granted to an employee who has used all his/her accumulated sick leave and vacation benefits approved by department head subject of appeal to the Human Resource Department Maximum Leave Period: An unpaid leave of absence for sickness, disability, or injury shall be provided only for a period of time a doctor certifies that the employee is unable to work. The maximum period for sickness, disability, or work-related injury shall generally be six (6) months, with any extension requested to be reviewed on an individual basis by the Human Resource Department. For purposes of maternity and childbirth, a disability period shall not cover prenatal preparations nor child rearing Compensation and Benefits: Employees who are on a medical leave of absence as a result of work-related injuries shall continue to be covered by group life and health insurance benefits as provided for in these regulations. Employees shall not be entitled to normal salary compensation nor payment for any holidays observed during the leave of absence. Any seniority privileges shall continue to be recognized only during the period that the employee is on an employer paid leave of absence, exclusive of any payments made through insurance benefits or Workers' Compensation. Revision IV 11/8/

24 14.0 LEAVE OF ABSENCE WITHOUT PAY Becker County Personnel Policy 14.1 Medical Leave It is the policy of Becker County to grant a medical leave of absence without pay to employees for personal, physical, or mental illness, maternity, injury, or chemical dependency treatment Eligibility: An employee must be in a regular position Authorization: 1.) The employee shall submit a written request for a medical leave of absence to the Department head at the earliest possible date. 2.) The Department head shall be responsible for approving requests for medical leave of absence. A.) The Department head may require the employee to submit a physician's written statement citing that the employee is unable to work due to a personal, physical, or mental illness or injury or treatment of chemical dependency and the projected date or return to work Length of Leave: A medical leave of absence may be granted for a maximum of twelve (12) months Effect on Benefits and Leaves: 1.) Health insurance coverage may be continued for a maximum of eighteen (18) consecutive calendar months if the employee makes full premium payments to the Auditor's office one month in advance of the coverage. 2.) Pension benefits shall discontinue during an unpaid leave of absence. 3.) Sick leave shall not accrue during an unpaid leave of absence. 4.) Vacation shall not accrue during an unpaid leave of absence. 5.) Holidays shall not accrue during an unpaid leave of absence. 6.) Seniority shall not accrue during an unpaid leave of absence. Revision IV 11/8/94 7.) The employee's salary review date shall be moved according to the length of the unpaid leave of absence. (This would not apply to a leave of absence off less than twenty (20) working days.)