HomeMy WebLinkAboutPACKET Town Board Study Session 1996-11-257 , 1 MEETING NOTICE TOWN BOARD 1997 Budget Study Session November 25, 1996 3:30 p.m. to 5:00 p.m. Purpose: Review proposed 1997 Pay Plan and Personnel Policy Manual changes. Agenda: 1. Review proposed 1997 Pay Plan. 45 minutes 2. Review proposed Personnel Policy Manual changes. 15 minutes 3. Adj ourn.
4 497223 TOWN OF ESTES PARK - 44,·Ert p en.42 9 324 guaf 1-2~44 di Yllal)~2:210?fi~~4'k~~ 76; ,,=43;ird . 1 1126 .:x,*4~)-,14 1 / ~bate: '- ~116@hlber 22, 1996 To: Honorable Mayor Dekker Town Board of Trustees Gary Klaphake From: Rich Widmer 1 Ir/(A_ / Subject: 1997 Pay Plan 1. MERIT PAY In January 1996, Town staff began implementation of a new Employee Development Plan/Performance Review system. In January, performance goals were set for all employees. Progress toward achievement of these goals was reviewed with the employees in May and June. Additional review was held as necessary. During December, all employees will receive the annual Performance Review portion of the Employee Development Plan, which includes a review of goal achievement and performance in twelve areas. It is our recommendation that all salary increases for 1997 be merit-based, with all employees eligible for up to a 5% increase based on performance. The Assistant Town Administrator will review the departments' recommendations to assure that raises are based on individual achievement and to avoid wholesale across-the-board raises. 2. GRADE ADJUSTMENTS Each year we review our Pay Plan against data on all other cities and towns in Colorado provided by the Municipal League. Our review this year indicates that some grade adjustments need to be made for police dispatchers to bring them more into line with the market. We have experienced a higher turnover rate in dispatch in the last few years than in other areas. Considering the cost of training a new employee, regrading the positions makes economic sense. There are also three other individual regradings necessary due to changing job responsibilities. The total necessary to accomplish all these changes is approximately $22,000, or 0.6% of the payroll. (970) 586-5331 · RO. BOX 1200 · 170 MAC GREGOR AVENUE · ESTES PARK, CO 80517 • FAX (970) 586-2816
Town of Estes Park Estes Park, Colorado 80517 Our recommendation is to use 0.6% of the total 5% allocated for payroll increases to make the grade adjustments described above. Total payroll impact of changes 1 and 2 would not exceed 5%. 3. HEALTH INSURANCE The Town used to have a policy that increased the percentage of the employees' family medical premium paid by the town the longer an employee worked for the Town, until finally the Town would pay 100% of the premium. The policy was changed in 1993 to have the Town pay 70% up to 10 years of employment, and then 75% thereafter. When the change was made, two employees were already receiving 100%, we now have 20 at 75% and 31 at 70%. Due to concerns about benefit uniformity issues, we recommend that the Town pay 75% of the premium for all employees. The two employees at 100% would remain at that level. The cost of this change would be approximately $7,800. A portion of this cost would be offset by the savings of about $1,700 per year in life insurance costs realized by the Town due to bids received recently for a joint program with several other cities.
<) TOWN OF ESTES PARK 4¥?1> r ...47&2.47,., lip N 4%%/fECKFICIFise:lisECk* /1- $ /37€r 12- 3 -- ial' - & -/--4 Aut W. 1 09*4 ((9 ·74%9,4/ ~24*ht'&.b £2:b:'liA lk,d¥€9.5 , Date: Novefnber 22,1996 To: Honorable Mayor Dekker Town Board of Trustees Gary Klaphake /7 From: Rich Widme-r V )02/ Subject: Personnel Policy Manual Proposed Changes Staff, including Town Attorney White, have completed a periodic review of our Personnel Policy Manual. This is necessary to assure compliance with constantly changing state and federal regulations and local conditions. A summary of the proposed changes follows: 1. Section M.3. Alcohol and Drugs: added "Town employees whose work requires CDL licenses are subject to the Town's Drug and Alcohol Testing Policy." (Page 8) 2. Section N.6. Changed appeal to an independent Hearing Officer appointed by the Town Board. (Page 11) 3. Section O. Appeals Process: Changes the appeal of the Town Administrator's decision from the appropriate committee of the Town Board to an independent Hearing Officer appointed by the Town Board. (Pages 11 & 12) 4. Section T. Holidays: Remove Floating Holiday; add Martin Luther King's birthday as a holiday (3rd Monday in January). (Page 17) 5. Section U. Insurance: Change family premium paid by the Town from 70% or 75% depending upon service time to 75% for all employees. (Page 18) 6. Section U. Insurance: Add section on 29-month option to continue medical and dental coverage for disabled employees. (Page 19) 7. Section Z. Vehicle Allowance: Add "Light and Power Director." (Page 25) 8. Miscellaneous "housekeeping" wordsmithing to clarify intent, including changing "Department Supervisor" to "Department Head." Staff recommends approval of the changes described. (970) 586-5331 • RO. BOX 1200 • 170 MAC GREGOR AVENUE • ESTES PARK, CO 80517 • FAX (970) 586-2816
employee's Town duties, and where there is no conflict of interest. Prior to accepting outside employment, an employee shall. obtain approval from their Department Head. 2. Gifts Soliciting or accepting gifts for services of monetary value from any person doing business with the Town is prohibited. 3. Alcohol and Drugs The use of alcoholic beverages or non-medicinal drugs by a Town employee while on duty is prohibited. On duty will include on-call duty hours. Town employees whose work requires C.D.L. Licenses, are subject to the Town's Drug and - ~ Alcohol Testing Policy. (Board of Trustees - April 27, 1993; December 10, 1996) N. Disciplinary Action Disciplinary action may be taken against an employee who has failed to conduct themselves in a manner consistent with accepted standards of employment or conduct. Causes for disciplinary action include, but are not limited to: 1. Neglect of duty. (Board of Trustees - December 10, 1996) 2. Failure to comply with proper commands or instructions, including safety procedures. (Board of Trustees - December 10, 1996) 3. Insubordination. 4. Offensive language or conduct, including harassment. (Board of Trustees - April 27, 1993) 5. Incompetence, inefficiency, or carelessness in performing job duties. (Board of Trustees - April 27, 1993) 8
payment for the accrued annual leave, comp time, and holiday hours. (Board of Trustees - November 28, 1978; April 27, 1993) Termination may occur as a result of a reduction in the number of employees of the Town of Estes Park due to reorganization of the Town and/or reductions in force due to economic or other circumstances. (Board of Trustees - January 26, 1988) 6. Any disciplinary action against a Department Head shall be made by the Town Administrator. The disciplinary procedure shall be the same as the procedure for employees, substituting the Town , Administrator for a Department Head. A Department Head shall have the right to appeal the Town ~) Administrator's decision to an independent Hearing 7 Officer pursuant to the procedure set forth in ~ paragraph O. (Board of Trustees - April 27, 1993; ~ December 10, 1996) 0. Appeals Process An employee may appeal disciplinary action against them within 5 working days of a Department Head's action. The appeal will be reviewed by the Town Administrator. (Board of Trustees - April 27, 1993; December 10, 1996) To appeal an action, an employee shall submit a written request to the Town Administrator. The Town Administrator will affirm or reverse the appeal, in whole or in part, within 5 working days (a "working day" is Monday through Friday, excluding any legal holiday which might fall on any of said weekdays) from the date of receipt. The Town Administrator will notify the employee in writing of his/her determination. The employee then has the right to appeal the Town 11
< Administrator' s decision to an independent Hearing Officer appointed by the Town Board. The Hearing Officer will then set a date and time for the appeal hearing and the employee will be given written notice of the date and time. (Board of Trustees - April 27, 1993; December 10, 1996) The notice will be personally delivered or sent certified mail to the address the employee submits to the Town Administrator at the time the employee makes their appeal. If the appeal hearing date is mailed, it shall be deemed delivered when deposited in the United States mail. The notice will be delivered to the employee at least five days prior to the hearing day. The appeal hearing shall be a public hearing if so requested by the employee. The employee shall be entitled to representation by an attorney, at the employee' s sole expense. If a public hearing is not requested by the employee , the appeal hearing shall be closed to the public. The employee shall be entitled to testify and present evidence on their behalf, together with the right of cross-examination of all adverse witnesses who testify at the hearing. The Hearing Officer shall affirm or reverse the Town Administrator's action within 10 working days of the hearing date. The decision shall be in writing and either personally delivered to the employee or mailed by certified mail. If mailed, decision will be deemed delivered when deposited in the United States mail. (Board of Trustees - April 27, 1993; December 10, 1996) P. Resignation To resign in good standing, 14 days written notice must be given to the employee's Department Head. Failure to do so may 12
5. Family Leave The Town hereby adopts all of the applicable provisions of the "Family Medical Leave Act of 1993". In taking any leave under the provisions of the Act, an employee must use all accrued sick leave and annual leave available at the time of taking the leave. After all available accrued sick and annual leave has been used, the remaining portion of the leave shall be without compensation and benefits, including accrual of sick and annual leave, except for the continuation of medical and dental health coverage. (Board of Trustees - April 27, 1993) In the event any of the provisions of the Town's personnel manual are more generous to the employee than the provisions of the Act, the provisions of the Town's manual shall control. (Board of Trustees - April 27, 1993) T. Holidays The following holidays will be observed and are granted with pay to all permanent employees: Nominal Date Holiday January 1 New Year's Day January (3rd Monday) Martin L. King's Birthday February (3rd Monday) Washington's Birthday May (last Monday) Memorial Day July 4th Independence Day September (lst Monday) Labor Day November 11 Veteran's Day November (4th Thurs.) Thanksgiving Day December 24 Christmas Eve Day December 25 Christmas (Board of Trustees - April 27, 1993; December 10, 1996) Note: Permanent part-time employees receive holiday pay on a pro-rated basis. (Board of Trustees - April 27, 1993) 17
Holidays that occur on a Saturday will be observed on the preceding Friday, and those which occur on a Sunday will be observed on the following Monday. Holidays must be taken unless the employee is scheduled to work by the Department Head. (Board of Trustees - December 10, 1996) Holidays which occur during an employee's absence due to vacation or sickness shall not be counted as vacation or sick leave. Employees, other than Department Heads and Public Safety Employees, required to work a holiday shall be compensated according to the overtime schedule in Section K. (Board of Trustees - January 10, 1984; December 10, 1996) Public Safety Employees will receive compensatory time off (on a straight-time basis) for holidays worked, and such time off shall be used within twelve months of the time accrued or will be forfeited. Employees whose scheduled day off falls on a holiday receive pay for the holiday on a straight-time basis. (Board of Trustees - November 23, 1976; July 7, 1977; July 3, 1978; April 14, 1981; April 27, 1993; December 10, 1996) U. Insurance 1. Medical and Dental Insurance The Town grants group hospital, medical, and dental insurance to all full-time permanent employees and the Board of Trustees. Premiums covering the employee are paid in full by the Town. Family coverage can be obtained by the employee through the same plan. (Board of Trustees - April 27, 1993) < 75% of the family premium is paid by the Town. (Board of L Trustees - December 10, 1996) 18
The Town offers employees and/or their dependents the option to continue their medical and dental coverage for an 18-month* period under the following "qualifying events" : • Employees who are terminated for reasons other than gross misconduct. • Employees whose working hours have been reduced. f- The Town offers employees and/or their dependents the option to continue their medical and dental coverage for a 29-month* period under the following "qualifying events" : • Employees who are disabled at the time of termination. • Employees who are disabled and whose working hours have been reduced. • Disabled spouse or disabled dependents of a terminated employee. • Disabled spouse or disabled dependents of an employee whose hours have been reduced. The Town offers employees and/or their dependents the option to continue their medical and dental coverage for a 36-month* period under the following "qualifying events": • Death of employee (beneficiary can continue insurance). • Divorce or legal separation of employee and spouse (both parties may continue insurance). • Employees who become eligible for Medicare coverage. • Dependent child losing "dependent" status under the requirements of the group plan. 19
5. Seatbelts must be worn by the driver and all passengers during operation of a Town vehicle. (Board of Trustees - December 10, 1996) Under normal circumstances, Town vehicles shall be refueled only from gasoline pumps located at the Larimer County facility. If it is necessary for a vehicle to be driven to a point outside the Estes Park area which will require refueling for the return, specific permission must be granted in advance by the Department Head. (Board of Trustees - December 10, 1996) Under no circumstances shall privately-owned vehicles be fueled at the Town pumps. (Board of Trustees - March 26, 1985) Z. Vehicle Allowance Authorized Town employees, as identified below, shall be paid a vehicle allowance. The vehicle allowance shall be paid for the use of a private vehicle and the associated operation and maintenance expenses. The private vehicle shall be used for business related activities. Each year the vehicle allowance shall be established in the Town's operating budget. (Board of Trustees - February 14, 1989; December 10, 1996) Town Administrator Assistant Town Administrator Finance Officer Community Development Director Police Chief Public Works Director Special Events Director Light and Power Director The above authorized employees shall insure said vehicle at a minimum of $100,000 for any one person for bodily injury or death, $300,000 for any one accident for bodily injury or death, and $25,000 for property damage. A certificate of insurance shall be filed with the Risk Manager. (Board of Trustees - December 10, 1996) 25