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HomeMy WebLinkAbout2016-06-14-minutes-hr-study-sessionCOMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON BOCC CONFERENCE ROOM REGULAR MEETING HR STUDY SESSION TUESDAY 10:00 AM JUNE 14, 2016 Board members present: Obie O’Brien, Paul Jewell, Laura Osiadacz Others: Lisa Young 1) Call to Order – 10:08 AM 2) Request to Approve a Resolution Updating Personnel Policy 7-3 Holidays – HR Director presented a Resolution to update Personnel Policy 7-3 Holidays. This was discussed at a previous HR Study Session (10/13/15) and is now being presented for ratification. This change would allow employees assigned to a non-standard work schedule, such as 4-10’s, to receive full pay when a holiday falls on their regular work day rather than using their own banked leave to make up the difference. Commissioner Jewell moved to approve the Resolution as presented; Commissioner Osiadacz seconded. The motion passed 3:0. 3) Other Business o HR Director Young expressed concern regarding the compensation committee that the other Elected Officials have started, and their desire to use the Compensation Committee page on CAMAS. She said she told Treasurer Wachsmith that the Compensation Committee is a function of HR as delegated by the Commissioners. The Board confirmed that they can have a separate committee but if they want a CAMAS page they need to have IT create a separate one. o HR Director Young stated she would like to have a brief Executive Session to provide an update on Union negotiations. Executive Session – Union Matters RCW 42.30.140 (4)(b) that portion of a meeting during which the governing body is planning or adopting the strategy or position to be taken by the governing body during the course of any collective bargaining, professional negotiations, or grievance or mediation proceedings, or reviewing the proposals made in the negotiations or proceedings while in progress. The Board entered Executive Session at 10:30 AM to discuss negotiation strategies. Anticipated length: 15 minutes; anticipated action: Direction to staff. The Board exited Executive Session at 10:45 AM with direction to proceed with negotiations. 4) Adjourn – 10:45 AM COMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON BOCC CONFERENCE ROOM REGULAR MEETING HR STUDY SESSION KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Lisa Young Obie O’Brien, Chairman KITTITAS COUNTY Human Resource Department AGENDA STAFF REPORT AGENDA DATE: 06/14/16 ACTION REQUESTED: IN THE MATTER OF UPDATING PERSONNEL POLICY 7-3 HOLIDAYS BACKGROUND: The Human Resource Department has worked with the Kittitas County Board of County Commissioners, Public Works Director, and Payroll to amend and/or create the following Personnel Policies: ITEM # POLICY TITLE 7-3 Holidays ACTION Revision — update policy to reflect that holidays be paid per day, according to the employees regular work schedule. Some departments find it more effective to have their employees work a non- traditional schedule, meaning a 4/10 or other alternate schedule. Amending this language will allow those who work a 4/10 or other alternate schedule to receive holiday pay equal to their regularly scheduled work day. Currently they are required to use their own vacation time for any hours scheduled beyond eight (8). These amendments were discussed with the BOCC during a regular HR Study Session, held October 13, 2015, and will now be ratified in policy effective May 1, 2016. INTERACTION: Lisa Young, HR Director/Risk Manager Mark Cook, Public Works Director Judy Pless, Budget & Finance Manager Board of County Commissioners RECOMMENDATION: The Human Resource Department recommends that the Board of County Commissioners adopt the amendments as presented. HANDLING: Return 1 copy to HR ATTACHMENTS: Resolution Redline and final policy documents LEAD STAFF: Lisa Young, HR Director/Risk Manager BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO.: 2016- l� IN THE MATTER OF UPDATING THE PERSONNEL POLICIES MANUAL WHEREAS: Kittitas County has established a "Personnel Policies Manual" under the authority of the Board of County Commissioners; and WHEREAS: The Board of County Commissioners and the Human Resource Department are committed to maintaining a current and updated "Personnel Policies Manual"; and WHEREAS: The following are revisions to be made to the "Personnel Policies Manual", effective May 1, 2016: ITEM # POLICY TITLE _ ACTION 7-3 Holidays Revision to policy language, as attached. NOW, THEREFORE BE IT RESOLVED: that the above revisions are part of the "Personnel Policies Manual" for Kittitas County, as indicated on the attachments. ADOPTED this 14" day of June, 2016. ATTEST: CLERK OF THE BOARD BOARD OF COUNTY COMMISSIONERS KITTITAS. COU NTY, WASP I NGTON (7-3) HOLIDAYS Quick Links Effective Date: 03/01/00 Revision Date: 05/01/16 • Paid Holidays • Exceptions • Unpaid Holiday for Reasons of Faith or Conscience • Personal Holiday • Return to Table of Contents Paid holidays, unpaid holidays, and personal holidays are granted as full-day increments based on the number of hours per day an employee is regularly scheduled to work. Part-time employees will receive holiday leave prorated to the hours of work. Employees have immediate access to holiday pay at their date of hire. Holiday leave may not be carried beyond December 31St of any given year. All holiday pay shall be calculated at the employee's straight time hourly rate and does not include overtime or any special forms of compensation. Paid Holidays The County observes the following paid holidays throughout the year: • New Year's Day - First day of January • Martin Luther King's Birthday - Third Monday in January • President's Day - Third Monday in February • Memorial Day - Last Monday in May • Independence Day - July 4th • Labor Day - First Monday in September • Veteran's Day - November 11th • Thanksgiving - Fourth Thursday • Day After Thanksgiving • Christmas Day - December 25th Exceptions As set forth in RCW 1.16.050, when a legal holiday falls on Saturday, the proceeding Friday shall be the legal holiday. Whenever a legal holiday falls on Sunday, the Monday following shall be the legal holiday. When a legal holiday falls on a day an employee is normally not scheduled to work, as in the instance of a four (4) -day work week, the employer will choose the preceding or following workday as the legal holiday. If December 24th falls on a regular working day, the Courthouse shall be closed one-half (1/2) day commencing at noon. If the Courthouse is closed on December 24th, either because it falls on a weekend or because Christmas falls on Saturday, then, in that event, there will be no half- day (1/2) closure on any other date. Unpaid Holidays for Reasons of Faith or Conscience Each employee may select up to two (2) unpaid days per calendar year for a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church, or religious organization. In order to take an unpaid holiday under this section, an employee must receive prior approval of the Department Head/Elected Official. Requests for unpaid holidays shall be granted by the Department Head/Elected Official unless the employee is necessary to maintain public safety or the employee's absence would cause an "undue hardship" as defined in the rule established by Washington's Office of Financial Management. Unpaid Holidays must be used in full day increments and may not be broken into partial days. Unpaid holidays must be used by December 31St or lost. Personal Holiday Each employee may select a day to take as a "Personal Holiday". Personal Holiday time must be used in its entirety at the time of use and will be scheduled with prior approval of the Department Head/Elected Official. Personal holidays must be used by December 31St or lost. (7-3) HOLIDAYS Quick Links • Pahl FHoliidM • 1weptions • Unpaid Holiday %r Rearms of Faith or • Personal FHoliida� • Rel'i-ir to Table of Con teras Effective Date: 03/01/00 Revision Date: 05/0 160IJ4141 Paid holidays, unpaid holidays, and personal holidays are granted as full-day incrementse� eight 14i hniirr 144raa . PO a fOFty (4 0) POUF WO F -k . okbased can the number of hours pf r dd an employee is regularly larly scheduler) to work. Part-time employees will receive holiday leave prorated to the hours of work. Employees have immediate access to holiday pay at their date of hire. Holiday leave may not be carried beyond December 31St of any given year. All holiday pay shall be calculated at the employee's straight time hourly rate and does not include overtime or any special forms of compensation. Paid Holidays The County observes the following paid holidays throughout the year: • New Year's Day - First day of January • Martin Luther King's Birthday - Third Monday in January • President's Day - Third Monday in February • Memorial Day - Last Monday in May • Independence Day - July 4th • Labor Day - First Monday in September • Veteran's Day - November 11th • Thanksgiving - Fourth Thursday • Day After Thanksgiving • Christmas Day - December 25th Exceptions As set forth in RCW 1.16.050, when a legal holiday falls on Saturday, the proceeding Friday shall be the legal holiday. Whenever a legal holiday falls on Sunday, the Monday following shall be the legal holiday. When a legal holiday falls on a day an employee is normally not scheduled to work, as in the instance of a four (4) -day work week, the employer will choose the preceding or following workday as the legal holiday. If December 24th falls on a regular working day, the Courthouse shall be closed one-half (1/2) day commencing at noon. If the Courthouse is closed on December 24th, either because it falls on a weekend or because Christmas falls on Saturday, then, in that event, there will be no half- day (1/2) closure on any other date. Unpaid Holidays for Reasons of Faith or Conscience Each employee may select up to two (2) unpaid _ (,s helid6,, per calendar year for a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church, or religious organization. In order to take an unpaid holiday under this section, an employee must receive prior approval of the Department Head/Elected Official. Requests for unpaid holidays shall be granted by the Department Head/Elected Official unless the employee is necessary to maintain public safety or the employee's absence would cause an "undue hardship" as defined in the rule established by Washington's Office of Financial Management. Unpaid Holidays must be used in full day increments and may not be broken into partial days. Unpaid holidays must be used by December 31St or lost. Personal Holiday Each employee may select a day to take as a "Personal Holiday". Personal Holiday time must be used in its entirety at the time of use and will be scheduled with prior approval of the Department Head/Elected Official. Personal holidays must be used by December 31St or lost.