HomeMy WebLinkAbout91-11 - Res. Amending Res. 23-10 Mason County Personnel PoliciesRESOLUTION NO. `'l
AMENDING RESOLUTION NO. 23-10
AMENDING THE MASON COUNTY PERSONNEL POLICIES
WHEREAS, the Board of County Commissioners has determined that certain changes
in the Mason County Personnel Policies are necessary for the updated Non -Discrimination and
Harassment Policy;
NOW, THEREFORE, BE IT RESOLVED, that the Board of Mason County
Commissioners does hereby amend the Mason County Personnel Policies by changing the
Table of Contents (Attachment A), deleting items from Chapter 2 (Attachment B), and adding
the new Non -Discrimination and Harassment Policy as Chapter 12 (Attachment C)
DATED this day of December, 2011.
ATTEST:
S�i"annon Goudv. Clerk`ofthe Boa
APPROVED AS TO FORM:
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`"`Tt Whi%head Chief Civil Deputy
Prosecuting Attorney
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, ASHINGTON
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Lyn•aRing Erickson, air
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Tim Sheldon, Commissioner
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Steve Bloomfield, Cmmissioner
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ATTACHMENT A
TABLE OF CONTENTS
CHAPTER 1 PURPOSE AND SCOPE 1
1.1 INTRODUCTION 1
1.2 INTENT OF POLICIES 1
1.3 SCOPE OF POLICIES 2
1.4 CHANGING THESE POLICIES 2
1.5 DEFINITIONS 2
CHAPTER 2 GENERAL POLICIES AND PRACTICES 3
NITS' POLICY
2-62e I EMPLOYEE PERSONNEL RECORDS 4
2-7-2.2 EMPLOYMENT REFERENCES 5
CHAPTER 3 RECRUITING AND HIRING 6
3.1 RECRUITING 6
3.2 HIRING 6
3 3 EXTRA HELP EMPLOYEES 7
3.4 EMPLOYMENT OF RELATIVES (NEPOTISM) 7
3.5 PROMOTIONS 8
CHAPTER 4 HOURS AND Al`lENDANCE 9
4.1 WORKING HOURS 9
4.2 HOURS OF WORK AND OVERTIME, 9
4.3 COMPENSATORY TIME 9
4.4 ATTENDANCE 10
4.5 UNUSUAL WEATHER CONDITIONS/
EXTREME CIRCUMSTANCF,S 10
4.6 BREAKS AND MEAL PERIODS 11
4.7 CALL BACK 11
4.8 PAYROLL RECORDS 11
CHAPTER 5 COMPENSATION 12
5.1 SALARY CLASSIFICATION AND GRADES 12
5 2 EMPLOYEE PAY RATES 12
5.3 PAYDAYS 13
5.4 DEDUCTIONS 13
5.5 TRAVEL AWAY FROM THE COUNTY 13
5.6 TRAVEL EXPENSE REIMBURSEMENT 13
5.7 COMPENSATION UPON TERMINATION 14
5.8 RECRUITING EXPENSES 14
CHAPTER 6 BENEFITS 15
6.1 RETIREMENT BENEFITS 15
6.2 WORKERS COMPENSATION 15
6.3 HEALTH INSURANCE BENEFITS 16
6.4 CONTINUATION OF INSURANCE COVERAGF. 16
6.5 UNEMPLOYMENT INSURANCE 16
CHAPTER 7 LEAVES 17
17
18
7.1 VACATION LEAVE
7.2 SICK LEAVE
7 3 LEAVE WITHOUT PAY 19
7.4 JURY AND WITNESS LEAVE 19
7.5 ADMINISTRATIVE LEAVE 20
7.6 MILITARY LEAVE 20
7.7 FAMILY LEAVE 20
7.8 BEREAVEMENT LEAVE 22
7.9 SHARED LEAVE PROGRAM 22
7.10 HOLIDAYS 23
7.11 RELIGIOUS HOLIDAYS 24
7.12 BENEFITS FOR PART-TIME AND
EXTRA HELP EMPLOYEES 24
CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT 25
8.1 GENERAL CODE OF CONDUCT 25
8.2 OUTSIDE EMPLOYMENT AND CONFLICTS
OF INTEREST 25
8.3 REPORTING IMPROPER GOVERNMENTAL ACTION 26
8.4 POLITICAL ACTIVITIES 28
8.5 NO SMOKING POLICY 28
8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMM..... 28
8.7 USE OF COUNTY VEHICLES AND EQUIPMENT 29
8.8 BULLETIN BOARDS 29
8.9 CONTACT WITH THE NEWS MEDIA 29
8.10 SEAT BELT POLICY 29
8.11 DRIVER'S LICENSE AND AUTOMOBILE INSURANCE
REQUIREMENTS 29
8.12 SOLICITATIONS 29
8.13 SAFETY 30
8.14 SUB STANCE ABUSE 30
CHAPTER 9 LAYOFF AND RESIGNATION 32
9.1 LAYOFF 32
9.2 RESIGNATION 32
CHAPTER 10 COMPLAINT PROCEDURES 33
10.1 COMPLAINT PROCEDURES 33
CHAPTER 11 EDUCATIONAL ASSISTANCE 34
11.1 INTRODUCTION 34
11.2 OBJECTIVE 34
11.3 PROCEDURES 35
CHAP I FR 12 \ON -DISCRIMINATION & HARA SSMEN I POLICY
12.1 PLRPOSF 36
12.2 NON-DISCRIMINATION 36
12.3 POLICY 36
12.4 I-QUAL OPPORTUNITY FOR PERSONS WI I II )1SABILITIES ..,......3
12.5 EMPI OYEE RESPONIBILITIES 38
12.6 SUPF-RVISOR/MANAGEMFN I RESPONSIBII ITIES 38
12.7 COUNTY RESPONSIBII I IIES 38
12.8 COMPLAINT PROCEDI IRE 39
ATTACHMENT B
CHAPTER 2
GENERAL POLICIES AND PRACTICES
2.1 EQUAL EMPL
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2.6 EMPLOYEE PERSONNEL RECORDS
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A personnel file for each employee is kept in the Human Resources Department and/or in the
department in which he/she works. An employee's personnel file contains the employee's name,
title and/or position held department to which the employee is assigned, salary, changes in
employment status, training received, performance evaluations, insurance enrollment forms,
personnel actions affecting the employee, including discipline, and other pertinent information.
Medical information about employees is contained in a separate confidential file.
Employees have the right to review their file An employee may request removal of irrelevant or
erroneous information in his/her personnel file If the County denies the employee's request to
remove the information, employees may file a written rebuttal statement to be placed in their file.
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Personnel files are kept confidential to the maximum extent permitted by law. Except for routine
verifications of employment no information from an employee's personnel file will be released
to the public, including the press, without a written request for specific information and
notification to the employee.
2 7 EMPLOYMENT R KFER FN C KS
Only the Elected Official or Department Head is authorized to provide employment references
on current or fanner County employees. Other employees shall refer requests for references to
the appropriate Elected Official or Department Head. References will be limited to verification
of employment and salary unless the employee has completed a written waiver and release.
Standardized release forms are available at the Human Resources Department.
ATTACHMENT C
CHAPTER 12
NON-DISCRIMINATION & HARASSMENT POLICY
12.1 PURPOSE
The purpose of this policy is to provide guidelines to elected officials, department heads,
employees, volunteers, and members of the public to ensure equal access to County services and
employment opportunities regardless of a person's sex, race national origin, religion, age,
disability, marital status, creed, political belief, sexual orientation, veteran's status, or any other
protected status under federal or state statute. Additionally, the policy provides guidelines for
identifying, reporting, and resolving claims of discrimination or related retaliation. This policy
supersedes all previous non-discrimination and sexual harassment policies issued by Mason
County.
12.2 NON-DISCRIMINATION
The Board of Mason County Commissioners shall demonstrate its commitment to non-
discrimination and equal opportunity by making available this Non -Discrimination Policy to
recruiting sources, organizations representing protected groups, vendors, suppliers contractors,
community -based organizations, service organizations, community leaders, secondary and post-
secondary schools, and other governments. The policy will be distributed on a continuing basis
as appropriate individuals and entities are identified.
The County will incorporate appropriate non-discrimination language in all its contracts and
collective bargaining agreements. The words `Equal Opportunity Employer" will be included on
employment applications and recruitment materials.
To further promote the Board of County Commissioners' commitment to non-discrimination, the
County will conduct periodic meetings with executive, management, and supervisory personnel
to explain the intent of the non-discrimination policies and to clarify management's
responsibility for effective implementation. This Non -Discrimination Policy will be distributed
and reviewed in new employee orientation sessions.
12.3 POLICY
The County takes complaints of discrimination, harassment and retaliation seriously and will
investigate and resolve such complaints in a timely manner.
A. Discrimination. Mason County is committed to a workplace that is free from unlawful
discrimination. The County prohibits discrimination against elected officials, employees, and
volunteers based on race, color, creed, religion, national origin, ethnicity, age, sex, marital status,
veteran status, sexual orientation, and disability (known or perceived) Employees who engage
in discrimination will be subject to disciplinary action, up to and including termination of
employment.
Non -Discrimination & Harassment Policy
Revised 12/2011
B. Harassment. Mason County prohibits harassment and is committed to providing a
workplace that is free from such harassment. Harassment is a faun of discrimination that is
unwelcome verbal or physical conduct directed toward or relating to a person on the basis of the
person's race, color, creed, religion, national origin, ethnicity, age, sex marital status, veteran's
status, sexual orientation, or disability (known or perceived), where the conduct is sufficiently
pervasive or severe as to alter the terms and conditions of employment. Such conduct can take
many forms, including unwelcome slurs, comments, joking, touching, innuendo, gestures,
display or transmission of materials, and other similar conduct Employees who engage in
harassment will be subject to disciplinary action, up to and including termination of employment.
C. Sexual Harassment. Mason County prohibits sexual harassment, which is a type of
harassment that consists of unwelcome verbal or physical conduct directed toward or relating to a
person because of his or her gender that is sufficiently pervasive or severe as to alter the terms or
conditions of employment. Such conduct can take many forms including unwelcome slurs,
comments, joking, touching innuendo, repeated request for dates, display or transmission of
materials, gestures, compliments, and other similar conduct. Sexual harassment also includes
unwelcome conduct based on an individual's gender where submission to the conduct or
rejection of the conduct is used as a basis for employment decisions regarding the individual.
Employees who engage in sexual harassment will be subject to disciplinary action, up to and
including termination of employment.
D. Retaliation. Mason County prohibits any adverse employment action against employees
for complaining in good faith of discrimination, harassment or retaliation, or for assisting or
participating in an investigation of such complaints. Employees who engage in retaliation will be
subject to disciplinary action, up to and including termination.
12.4 EQUAL OPPORTUNITY FOR PERSONS WITH DISABILITIES
It is the policy of Mason County to guarantee equal opportunity to persons with disabilities to
participate in and enjoy the benefits of County services, programs and activities, and to allow
disabled employees a bias -free work environment. The County, upon request, will provide
reasonable accommodation in compliance with the Americans with Disabilities Act (ADA) and
the Americans with Disabilities Act Amendment Act (ADAAA)
Mason County is committed to providing accessible facilities for public meetings and general
public use. Services will be provided for County sponsored activities if such can be made
available without undue hardship to the County. Upon receiving a request for services, the
preference of the person with a disability will be given primary consideration.
Mason County is committed to providing equal opportunities for County employees with
disabilities Every reasonable effort will be made to create an accessible work environment to
the extent possible without undue hardship to the County. Employment practices will be
administered to allow a person with a disability to participate at the same level as a person
without a disability.
Non -Discrimination & Harassment Policy
Revised 12/2011
Mason County is committed to providing equal opportunity for persons with disabilities seeking
employment with the County or appointment to County boards and commissions Every
reasonable effort will be made to create an accessible hiring or selection process and a working
environment for board and commission members that will allow a person with a disability to
participate at the same level as a person without a disability Board and commission meetings
will be held in accessible locations.
It is the responsibility of the person with the disability to disclose the existence of the disability if
reasonable accommodation is to be requested.
12.5 EMPLOYEE RESPONSIBILITIES
Each employee is responsible for supporting and adhering to this policy. It is the responsibility
of all County employees to bring instances of inappropriate behavior to the attention of
management. This includes employees who believe they are the recipient of discriminatory
behavior as well as those who believe they have witnessed such behavior directed at another
employee. Employees should never tolerate inappropriate or harassing behavior. If possible,
they should make their feelings known to the offending employee. Whether they confront the
harasser or not, employees must promptly report any offending behavior to their department head
or elected official or to the County Human Resources Department Employees are strongly
encouraged to report concerns about discrimination or harassment before behaviors become
severe or pervasive. This will assist the County in its efforts to stop discrimination or harassment
before it rises to the level of a violation of anti -discrimination laws.
12.6 SUPERVISOR/MANAGEMENT RESPONSIBILITIES
When a supervisor, manager, department head or elected official suspects or has reason to
believe that discriminatory behavior has occurred, he or she shall immediately notify the Director
of Human Resources or the Office of the Prosecuting Attorney and report the incident
12.7 COUNTY RESPONSIBILITIES
County Management representatives will promptly and thoroughly investigate all reports of
discrimination or harassment. Complaints against either the Human Resources Department or
the Prosecuting Attorney's Office will be investigated by a non -county agency. Complaints of
discrimination and harassment will be handled with sensitivity, discretion, and confidentiality to
the extent allowed by the circumstances and the law.
If the County concludes that a violation of this policy occurred, prompt and effective remedial
action will be taken. This may include disciplinary action and/or other actions needed to remedy
the effects of the discrimination and prevent further incidents.
Non -Discrimination & Harassment Policy
Revised 12/2011
12.8 COMPLAINT PROCEDURE
Mason County is committed to maintaining a work environment free from bullying,
discrimination, or sexual harassment As such, Mason County shall strictly enforce this policy
against unlawful discrimination, including sexual harassment, and encourages those who feel
aggrieved to seek assistance as outlined in this policy.
Persons who feel that they may have been bullied, discriminated against or sexually harassed, or
are aware of actions against another person that may be in violation of this policy, shall
immediately contact either his/her immediate supervisor, his/her department official, or the
Human Resources Department. Complaints should be submitted in writing using the Mason
County Internal Discrimination Complaint Faun, a copy of which must be submitted to the
Human Resources Department
If the complaint is reported to the employee's supervisor or department official, that individual
may investigate the complaint or may request that the Human Resources Department perform the
investigation. Any person may file a complaint under this policy when the person believes:
® He or she has been the target of discrimination or harassment (including bullying);
• He or she has personal and first-hand knowledge of behavior believed to be in violation
of this policy; or
• He or she has been retaliated against for having reported behavior believed to be in
violation of this policy.
The complaint must be filed within 180 days of the alleged violation of this policy The
complaint should include a description of the alleged violation, the date it occurred, and the
name, signature, address and phone number of the person filing the complaint. The complaint
must include sufficient information to allow for investigation into the allegations
In addition to filing a complaint with Mason County, an individual may file a written complaint
within 180 days of the alleged violation with the Washington State Human Rights Commission
and/or the Equal Employment Opportunity Commission. Employees are encouraged to exhaust
administrative remedies outlined in this pohcy before outside agencies are consulted. The use of
the County's internal discrimination complaint procedure is not a prerequisite to the pursuit of
such statutory remedies.
When an employee or union files both a grievance and an internal discrimination complaint
regarding the same alleged acts or incidences, the investigation and processing of one shall be
suspended until the other is completed.
Non -Discrimination & Harassment Policy
Revised 12/2011
MASON COUNTY
INTERNAL DISCRIMINATION COMPLAINT FORM
Pursuant to Chapter 12 Non -Discrimination & Harassment Policy of the Mason County Personnel Policies,
reports of discrimination and/or harassment may be reported to your department official/supervisor, to the
Human Resources Department, or to the Prosecuting Attorney.
Name and department of person filing complaint:
Work Phone: Home Phone: (optional)
Home address: City, State, Zip
Name of the person(s) whom you feel violated the Non -Discrimination & Harassment policy:
Depai linent involved:
Alleged violation related to: [ ] Employment
Basis of alleged violation is:
[ ] Race/Color [ ] Disability
[ ] Age [ ] Religion
[ ] Creed [ ] Retaliation
[ ] Harassment/Sexual Harassment
[ ] Services
[ ] Marital Status [ ] Veteran's Status
[ ] National Origin [ ] Sex
[ ] Sexual Orientation [ ] Ethnicity
Describe in detail the incidents or actions, including names, dates and times, that are believed to be in violation
of this policy Include the names and contact information of any individuals who may have witnessed this
behavior. (Attach additional sheets as needed)
•
By signing below, I declare under penalty of perjury of the laws of the State of Washington that the foregoing
mformation is true and correct.
Signature. Date:
Printed Name:
Non -Discrimination & Harassment Policy
Revised 12/2011