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Home My WebLink AboutMINUTES Administrative Committee 1985-03-130 BRADFORD PUBLJSHING CD.,DENVER R E C 0 R D 0 F P R 0 C E E D I N G S /Administrative Committee March 13,1985 Committee:Chairman Hix,Trustees Graves and Laing Attendina:All Also Attending:Mayor Dannels,Town Administrator Hill,Town Attorney White,Finance Officer Vavra,Tom Hailer/Arthur Young and Company,Clerk O’Connor 1986 WAGE AND SALARY PROGRAM: Upon the Committee’s request of February 25,1985,Mr.Tom Hailer,representing Arthur Young and Company was present to discuss the 1986 Wage and Salary Program.Mr.Hailer stated all efforts would be taken this year to avoid the difficulties experienced in preparing the 1985 Wage and Salary Program.A review of ob descriptions will not be necessary for the 1986 program.Following discussion,the Committee recommends Arthur Young and Company submit a proposal for the 1986 Wage and Salary Program. INSURANCE: The Corrnittee discussed updated information regarding the CIRSA Self Insurance Pool.A letter dated March 8,1985 submitted by Insurance Associates of Estes,Inc.was presented.The letter listed ten questions the Town should ask CIRSA prior to becoming a member.Finance Officer Vavra contacted CIRSA rgarding the questions raised in Insurance Associates of Estes,Inc.’s letter, and presented a report to the Committee.Upon the Committee’s request of February 25,1985,Attorney White informed the Committee CIRSA was not rated due to the fact that they were not an insurance company.The enrollment date is January 1st of each year.Two options are available to the Town:1.Extend the Town’s existing insurance policy (if the insurance company carrying the Town’s policy is able to do so);and 2.the Town request bid proposals.The Committee recommends the Town proceed with the bidding process,hiring Wayne S.Jurgens,Insurance Consultant,to prepare the bid package,and continue evaluating the CIRSA Self Insurance Pool. AMENDMENTS TO EMPLOYEE RULES AND REGULATIONS: The Committee reviewed the Vehicle Policy -Use by Town Employ ees,Employee Incentive Awards Policy,and Employee Training and Education Policy.Pending Attorney White’s amendments,the Committee recommends approval of all three employee polices.The Vehicle Policy,Employee Incentive Awards Policy,and Employee Education and Training Policy are attached and made a part of these proceedings. ESTES PARK URBAN RENEWAL AUTHORITY -OFFICE RENTAL: Mayor Dannels advised the Committee the Estes Park Urban Renewal Authority has requested the Town no longer assess the office rental fee of approximately $7,500/year.Discussion followed with the Committee recommending the Estes Park Urban Renewal Authority no longer pay an office rental fee effective April 1, 1985. further business,the meeting adjourned MR 2 61985 4 Vickie O’Connor,Town Clerk :%L March 1,1985 VEHICLE POLICY -USE BY TOWN EMPLOYEES The responsibility for determininq if a vehicle,car allowance, or mileage reimbursement is granted to an employee rests with the appropriate Department Supervisor.Funding of these costs is also the responsibility of the Department Supervisor. POLICY GUIDELINES 1.All Town employees required to use their vehicles will be reimbursed at the rate of $.20 per mile. 2.In order to respond to emergency situations and to supervise activities taking place during non—duty hours,the following listed departmental vehicle may be authorized to be driven to the employees residence for emergency (off—duty)use: General Government Town Administrator. Water Department Water Superintendent,Lead Plant Operator,Water Mainte:iance Supervisor, Duty rno1nyee 11Or Call.’ Police Chief of Police. Light &Power Department ...Director of Light and Power,Foreman,Duty employee “On Call.” 0•• Public Works .Director of Public Works, Street Superintendent, Park Superintendent, Mechanic Foreman. 3.Employees who use Town vehicles are obliged to follow these procedures: •Employees operating Town vehicles should obey all laws and practice courteous and safe driving habits. Department Supervisors will investigate and take proper disciplinary action if a complaint is filed regardinq improper use of a Town vehicle by any employee. •Employees who regularly use Town vehicles should be aware of the expiration date of their driver’s license and renew their license prior to that expiration date. •Town vehicles will be used only for official Town business.Employees authorized to use Town vehicles for travel to and from work may make reasonable stops enroute.Under no circumstances will any employee purchase,carry,or imbibe any form of alcoholic beverage while utilizing a Town vehicle. —2— •Under no circumstances will any individual other than a Town employee operate a Town vehicle. Department Supervisors and other employees,as authorized above, shall use Town vehicles in their possession for official business only. Under normal circumstances,Town vehicles shall be refueled only from the Town-owned gasoline pumps located in the shop facility. If it is necessary for a vehicle to be driven to a point outside of the Estes Park area and will require refueling for the return, specific permission must be granted in advance by the Department Supervisor. Gas and mileage records shall be maintained on each vehicle and full report of gasoline usage delivered to the Town Administrator monthly.Gas and mileage reports shall be subject to periodic monitoring at the direction of the Town Administrator. Under no circumstances shall privately—owned vehicle be fueled at the Town pumps. —3— 0 March 1,1985 PERFOPMANCE EV2\LUATION -Paqe 4 add the following paragraph to this section In addition to merit pay increases based upon performance,Town of Estes Park Standinq Committees,as designated in the Municipal Code Section 2.08,may,upon recommendation of the Department Supervisor,award special employee incentives in recognition of outstanding service to the Town of Estes Park.This award may be monetary or otherwise.Final approval for Incentive Awards will be given by the Board of Trustees. March 1,1985 EMPLOYEE TRAINING AND EDUCATION The Town of Estes Park encourages its employees to improve their job skills and will,within its current budget,reimburse regular full—time employees for course—work tuition.The requirements for tuition reimbursement are: EDUCAT ION 1.The employee must complete a Request for Tuition Reim bursement Form and have approval from the Department Super visor prior to beginning the course. 2.The course—work must be shown to be job—related or part of an established,approved career plan,and benefit the Town of Estes Park. 3.To be eligible for reimbursement,undergraduate courses must be completed with a grade of “C”or better;graduate courses must be completed with a grade of “B”or better. 4.As part of the consideration for the Town paying for employee education,employee under3tands that continued employment with the Town is necessary to enable the Town to benefit from the employee’s education.The employee agrees to reimburse the Town for the cost of the education paid by 0 the Town if the employee terminates his employment within one (1)year after completion of an individual course or within three (3)years after comDletion of a degree program. The Town has the right to withhold the appropriate sum from the employee’s final separation check. 5.Whenever possible,employees are to pursue classes on their own time.When necessary,and upon approval of the Department Supervisor,an employee may be granted a maximum of four (4)hours per week educational leave to attend classes. 6.A Department Supervisor must receive the approval of the Town Administrator prior to beginning any course. REQUIRED TRAINING All of the costs for training programs or classes,including tuition and books which are required to improve the employ ee’s performance of job assignments and duties shall be paid by the Town of Estes Park. 1.Approval Requests and suggestions for approved,required training may be initiated by the employee cr the employee’s super-visor.However,all recuests must he —2— 0 approved in advance by the employee’s Department Supervisor. 2.Schedulinq All training programs and classes shall be scheduled at a time approved by the employee’s Department Supervisor.All hours spent in such training shall be considered time worked. 3.A Department Supervisor must receive the approval of the Town Administrator prior to beginning any train ing. —3—