Attachment A

 

                             RESOLUTION

 

            WHEREAS, the County of Albemarle Personnel Policy Manual has been adopted by the Board of Supervisors; and

 

            WHEREAS, the proposed Personnel Policy Manual changes clarify 1) the definition of Employee status; 2) entitlement to retirement and early retirement; and 3) emergency leave.

 

            WHEREAS, the Board of Supervisors desires to adopt these Personnel Policy revisions;

 

            NOW, THEREFORE, BE IT RESOLVED THAT the Board of Supervisors of Albemarle County, Virginia, hereby amends the following sections of the County of Albemarle Personnel Policy Manual:

 

By Amending:

Section P-02     Definition of Employee Status

Section P-63     Voluntary Early Retirement Incentive Plan (VERIP)

Section P-88     Emergency Leave

 

By Deleting:

Section P-64     Retirement Pay/Payment upon Death

 

Section P-02   DEFINITION OF EMPLOYEE STATUS

 

The Board will maintain standard definitions of employment and will classify employees in accordance with these definitions.  To aid in continuity and ease of reading, masculine pronoun will be used throughout our policies to denote both male and female employees.

 

A.                 Classified Employees – A classified employee is defined as any County employee.  All County employees are employees at-will and may be dismissed from employment at any time, for any reason, or for no reason.  Regular full-time or part-time employees who have completed all probationary periods, and are eligible to grieve,  may grieve such actions according to the grievance procedures set forth in Section P-03 of this Policy Manual.

 

B.                 Definitions of Employment

 

1.                   Regular Permanent  – Employment in an approved budgeted full-time or part-time position that which is meant to be part of the regular County work force.  The term “permanent” shall have the same meaning as “regular” as these terms are used throughout this Policy Manual.

 

a.                   Full-Time:  Employment in an established position for not less than 40 hours per normal workweek work week (Saturday at 12:01 a.m. to Friday at midnight)* and 52 weeks per fiscal year.

 

b.                   Part-Time:  Employment in an established position requiring less than 40 hours per normal workweek work week.

 

c.         Probationary:  The first six (6) months (12 months for certain positions) of employment with the County are considered a probationary period.  This time is used by both the employee and the County to determine whether the position and the employee are suited for each other.  An employee’s progress will be evaluated throughout the probationary period, as required by Section P-23 of this Policy Manual.

c.  2.     Salaried Board MembersEmployment as a member Members of the Board of Supervisors or and Planning Commission which is are paid on an annual salary basis as established by county ordinance and state law.

 

2.  3.  Temporary:  Employment in a position established for a specific period of time or for the duration of a specific project or group of assignments (or for less than 20 hours per normal work week), or, employment as a substitute in the absence of the incumbent in a position classified as full-time, part-time, as defined in Section b.1. above, for less than three (3) months. that meets one or more of the following criteria:

                  

a.         Employment in a position established for a specific period of time.

 

b.         Employment for the duration of a specific project or group of assignments.

 

c.         Employment as a temporary in the absence of the incumbent in a position classified as full-time or part-time, as defined in Section B.1 above.  This shall not include regular employees who are serving in another position on a temporary basis (see P-60).

 

*NOTE:  Schedules other than those noted may be established by Department Heads provided that the alternate schedules are in writing and provided to the employees and to the Department of Human Resources.

C.                 Extent of Participation in and Eligibility for Benefits

 

1.                    Full-Time RegularEligible to participate Participate in all benefit programs.

 

2.         Part-Time Regular: Must be at least half-time (4.0 hours per day) to be eligible to participate Participate in prorated medical benefits, leave benefits, and applicable retirement and life insurance programs.  County employees hired prior to the implementation of this policy (i.e. October, 1985) and who received benefits, will not lose such benefits.

 

3.         Temporary:  Ineligible to participate Participate in no benefit programs.

 

4.         Salaried Board Member:  Eligible to participate Participates in all health medical and dental insurance programs.

 

Employees entitled to benefits will receive such benefits from the date of employment or whenever such benefits can begin.  Paperwork for payroll purposes for new employees In order for a new employee to be paid by the end of the month in which they are hired, paperwork must be received in the Department of Human Resources by the 15th of the month will be paid by the end of the monthIf the 15th falls on a weekend, paperwork must be received the workday prior to the 15th.

 

For new employees who begin employment on or prior to the 15th of a month, the County’s contribution toward medical/dental insurance may begin the first of the following month.  For new employees who begin employment after the 15th of a month, the County’s contribution toward medical insurance may begin the first of the month following the first full month of employment.  In this instance, employees may purchase medical insurance during the first full month of employment by paying for both the employer and employee share of the cost.

 

Medical/dental insurance ceases at the end of the month following the month of termination.  for those employees who terminate on or before the 15th of the month and at the end of the next full month for those employees who terminate after the 15th of the month.

 

Employees who are married to another County employee will be eligible for two Board contributions toward medical/dental insurance.  Employees married to each other who elect the same medical/dental plan will not be required to pay the employee contribution.  It is the responsibility of the employee to notify the Department of Human Resources of this situation and, upon notification, the change in contribution will be made with the next payroll.  In no event will the County be responsible for retroactive payments to employees who fail to provide this notification.

 

D.                 Continuous Service is defined As as:  Uninterrupted employment while a regular permanent

            employee Employee with the County of Albemarle.

 

Continuous service is broken by termination of or resignation from employment, voluntary or involuntary.  the following:

 

a.                   Termination of employment; or

 

b.                   Resignation by the employee; or

 

c.         Absence from work for more than five (5) consecutive working days without prior approval of the supervisor, unless caused by proven illness or injury which renders the employee incapable of working.

 

E.         Throughout the policies, the word “Day” shall be defined as:  the number of hours an employee is identified on the Employee Personnel System as working.    It is not necessarily the number of hours the employee actually works per day.  It is calculated by taking the number of hours the employee works per year, and dividing it by 260 (the number of days per year in the system).

 

Full Time

Classified (other than those noted below)

2080 hrs/year

a day = 8 hours

 

Police Patrol

2071 hrs/year

a day = 8.1 hours

 

Fire & Rescue Day Personnel

2600 hrs/year

a day = 10 hours

 

Fire & Rescue 24-hr Personnel

2912 hrs/year

a day = 11.2 hours

Part Time

Classified

Prorated based on hrs worked

Prorated

 

Amended:  August 7, 1996; June 2, 2004

 

Section P-63    VOLUNTARY EARLY RETIREMENT INCENTIVE PLAN (VERIP) RETIREMENT

 

I.          REGULAR RETIREMENT

 

Retirement shall be at the discretion of the employee. Full-time regular employees of Albemarle County who qualify are eligible for the benefits of the Virginia Retirement System (“VRS”).   Additional information describing VRS benefits is available on-line at varetire.org.

 

All employees retiring under VRS and/or the County’s VERIP policy are eligible for continuous participation in the group medical and/or dental insurance plan until they are eligible for Medicare coverage. 

 

Salaried Board Members and full-time or part-time regular employees who are not retiring under VRS and/or VERIP, are eligible for continuous participation in the County’s group medical and/or dental insurance plan until they are eligible for Medicare coverage, provided that they meet the following requirements:

 

1.                   be 55 years of age or older;

 

2.                   retire from service or separate from employment in good standing after four (4) or more years of continuous service or employment; and

 

3.                   be participants in the County’s Group medical and/or dental insurance plan on the day prior to separation from the County.

 

Individuals eligible to participate in the County’s group medical and/or insurance plan shall pay the full cost of health coverage, including any applicable administrative expenses. 

 

II.         LONGEVITY INCENTIVE PROGRAM

 

The County values the service of all of its employees, both full-time and part-time.  Since part-time employees are not covered by VRS, the County has elected to establish a Longevity Incentive Program (the “Program”) and thereby provide eligible part-time employees with certain benefits as more fully explained in this section.

 

A.        Scope of Program

 

All regular, part-time employees of the County will be covered by the Program provided that they work the minimum number of hours necessary to establish eligibility for County benefits.   Salaried Board Members are not eligible for participation in this program. 

 

B.                 Benefits

 

            The following benefits will be provided to eligible part-time employees under the Program:

 

1.                   Life Insurance:  A term life insurance policy will be provided equal to twice the employee’s annual salary with double indemnity for accidental death and dismemberment payments for the accidental loss of one or more limbs or of eyesight.

 

2.                   Annuity Program:  Based on length of service in the County, part-time employees will be provided with an annuity program. The Board will contribute an annual amount according to the following formula:

 

a.                   5 - 9 years of County service - five percent of annual salary.

b.                   10 - 14 years of County service - seven percent of annual salary

c.                   15 - 19 years of County service - nine percent of annual salary.

d.                   20+ years of County service - eleven percent of annual salary.

 

III        Retirement Pay/Payment upon Death

 

In recognition of employee service to Albemarle County, regular full-time and part-time employees who meet the age and service criteria for retirement under VRS and have been employed a minimum of five (5) years with Albemarle County shall be paid upon their retirement or death in service $200 per year for each year of service to the County as a regular employee up to a maximum payment for 25 years of service, less any years previously paid for under this policy.  Years of service do not have to be continuous.

 

IV        Voluntary Early Retirement Incentive Plan (VERIP)

 

A.        Eligibility

 

Participants in the Albemarle County VERIP must be permanent regular full-time or permanent regular part-time employees eligible for benefits as defined in P-02, Definition of Employee Status and meet the following additional requirements:

 

1.         Full-time employees must be Be eligible for early or full retirement under the provisions of the Virginia Retirement System (VRS).   Part-time employees must meet the same age and service criteria as if they were full-time employees covered under VRS.

 

2.         Have been employed by Albemarle County for 10 of the last 13 years prior to retirement, be at least 50 years of age and currently employed.

 

3.         Employees retiring under the disability provisions of VRS and/or Social Security shall not be eligible for the VERIP.

 

4.         VERIP benefits will cease if the retiree returns to work in a regular full-time or regular part-time position with Albemarle County.

 

5.         VERIP benefits will continue if the retiree returns to work in a temporary part-time or temporary full-time position with Albemarle County.

 

B.         Benefits

 

1.         VERIP benefits shall be paid monthly for a period of five years after retirement or until age 65, whichever comes first.

 

2.         Benefits under VERIP will be calculated as follows:

 

a.         Compute the annual VRS benefit.  This computation shall include any reductions for early VRS retirement if appropriate;

 

b.         Recompute the annual VRS benefit with the addition of five more years service or the number of additional years needed to reach age 65, whichever is lesser;

 

c.         The difference between these two calculations shall be the annual VERIP benefit to be paid on a monthly basis.

 

d.         Benefits for part-time employees who are eligible to participate in VERIP shall be determined as if the part-time employees are eligible for an annual VRS benefit and the amount shall be calculated in the same manner as benefits for VRS-eligible employees under subsections (a) – (c) above.

 

3.         The County Executive will recommend to the Board an annual adjustment to the early retirement benefit after having been apprised of the VRS adjustment for retirees.

 

4.                   By July 30 of each year, the The Board will pay to the employee the an amount equal to of the Board’s annual contribution toward an employee’s health insurance as long as the employee is covered by VERIP benefits.

5.                   If the retiree returns to work in a part-time position with Albemarle County and chooses to participate in the County’s health care program while receiving VERIP benefits, there will be no additional Board contribution toward the individual’s health insurance.

 

6.                   VERIP stipends will continue if the retiree returns to work in a part-time position with Albemarle County.

 

C.         Application

 

Applications for VERIP must be made to the County Executive Human Resources Department prior to December 1st of the year preceding the fiscal year the VERIP takes effect.

 

D.        Approval

 

The Board, on the recommendation of the County Executive, must approve all those who will participate in the VERIP.  All VERIP applications are subject to approval by the County Executive or designee.

 

E.         Duration

 

1.         Once an employee has been approved for VERIP, the benefits will continue without interruption as outlined in this policy.  Subsequent alterations or deletion of this policy shall not affect the benefits of those who have retired under these provisions.

 

2.         This policy automatically continues unless the Board acts to discontinue the policy for the year.

 

The Board of Supervisors reserves the right to modify this policy in its discretion, and all benefits described in this policy shall be subject to future modifications and annual appropriations by the Board of Supervisors.

 

Amended:  August 4, 1993; April 19, 1995; June 2, 2004

 

Section P-64    Retirement Pay/Payment Upon Death

 

      In recognition of employee service to Albemarle County, employees who are eligible to retire under the Virginia Supplemental Retirement System (VSRS) shall be paid upon their retirement $200 per year for each year of continuous service to the County up to a maximum payment for 25 years of service.

 

Payment to Spouse/Estate

 

      The surviving spouse or the estate of an active employee who dies shall receive payment for the former employee’s years of service at the rate of $200 per year for each year of continuous permanent employment.

 

Amended:  August 4, 1993

Section P-88    Emergency Leave

 

Emergency leave is for urgent circumstances beyond the control of the individual and must be used only for this purpose.

 

The department head or designee may grant up to two (2) days of emergency leave without loss of pay to all classified and administrative employees during the fiscal year.  These days do not carry over or accrue year to year.

Personnel eligible for paid personal leave are not eligible for emergency leave.

 

It is impossible to anticipate all the circumstances that may cause a request for emergency leave.  Therefore, samples of circumstances are listed to give guidance in rendering a decision on a specific request.

 

1.         Examples of pending circumstances for which emergency leave may be granted are:

 

a.         Legal actions such as a subpoena or a summons to appear in court for a reason other than violation of the law;

 

b.         An order to appear for a physical examination for classification for induction into the armed forces;

 

c.        

 

1.         A disaster affecting the home or residence of the employee or his family.

 

2.         Other urgent or emergency situations arising out of natural or man-made disasters.

 

Emergency Leave is not intended and may not be used for absences covered by other types of Leave, such as Sick Leave, Sick Bank Leave, Family & Medical Leave, Military Leave or Court/Jury Duty Leave.  In addition, Emergency Leave is not intended and may not be used as a substitute if other types of leave have been exhausted.

 

To the extent possible, employees should request Emergency Leave from the Department Head or Designee.  The department head of designee is authorized to grant two (2) days of emergency leave during any fiscal year.  If the circumstances in a given case are unclear, the department head shall confer with the Director of Human Resources before granting approval.

 

Amended:  August 4, 1993; December 2003; June 2, 2004

 

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