HomeMy Public PortalAbout2001_12_11_O26 Amending the Personnel ManualThe Town of
Leesburg,
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PRESENTED
December 11, 2001
ORDINANCE NO. 2001-O-26
ADOPTED December 11, 2001
AN ORDINANCE: AMENDING SECTIONS 12.1-2, 12.1-15, 12.1-17, 12.1-35 AND 12.1-36
OF THE TOWN CODE AND PERSONNEL MANUAL
WHEREAS, the Human Resoumes Department recommend changes to the Town Code
and Personnel Manual; and
WHEREAS, the Town Council voted on June 26, 2001 to approve the final draft of the
implementation plan for the April 2001 Hendricks compensation study; and
WHEREAS, the implementation plan included changing the 36-hour workweek to a 37.5-
hour workweek.
THEREFORE, ORDAINED by the Council of the Town of Leesburg in Virginia as
follows:
SECTION I. Chapter 12.1, Article 1, General Scope and Application, is hereby amended
as follows:
Sec. 12.1-2. Def'mifions
Where used within the context of these rules, the following words and terms
shall have the meaning indicated below:
(a) Classified employee--An employee whose position is listed in the
classification plan.
(b) Classification plan--The formal method used to identify and group
positions of employment based on duties and responsibilities.
(c)Classified service--Collective term used to describe all positions
listed in the classification plan.
(d) Compensation plan--The formal method used to identify and
uniformly establish the amount of pay for all positions within the
classified service.
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AN ORDINANCE: AMENDING THE PERSONNEL MANUAL
(e)
(f)
(g)
(h)
(i)
0)
(k)
(1)
(m)
(n)
(o)
Compensatory time--Additional time off given an employee who has
worked in excess of regular hours during a given payroll period, in
lieu of paid overtime compensation.
Demotion--The change of an employee from a position in one class
to a position in another class having a lower pay grade and requiring
performance of less responsible duties.
Department Heads--Collective terms that refer to the Director of
Finance, Chief of Police, Director of Parks and Recreation, Director
of Planning, Zoning and Development, Director of Engineering and
Public Works, Director of Utilities, Director of Information
Technology, Economic Development Director, Human Resources
Director and Airport Director, and other such similar positions as
shall be established by the Town Council.
Director of Finance--The Director of Finance for the Town of
Leesburg.
Designated Appointee--The employee identified by the Town
Manager or other officer authorized to act on their behalf.
Eligible register--A list of individual applications for each position
within the town compiled on a continuing basis by the Personnel
Director, which meet the minimum qualifications for employment
for a particular position.
Full-time Employee--A non-seasonal employee whose regular
workweek equals or exceeds 36 37.5 hours.
Grievance--A grievance shall be a complaint or dispute by an
employee relating to his or her employment.
Grievance Panel--A panel of three members selected in accordance
with Article 21 of these rules to hear specific grievances regarding
the application, meaning and interpretation of these rules.
Layoff--The temporary or permanent reduction in work force caused
by lack of funds or work.
Officer-Exempt executive positions including Deputy or Assistant
Town Managers, Department Heads and other exempt positions as
determined by the Town Manager.
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AN ORDINANCE: AMENDING THE PERSONNEL MANUAL
(p) Part-time employee--A non-seasonal employee whose regular work
week is less than 36 37.5 hours.
(q) Pay grade--The numerical designation of a fixed salary range
assigned to a position class or group of classes.
(r)
Human Resources/Personnel Director--The department head or
officer selected by the Town Manager to assume the additional
duties of HR/Personnel Director as provided by these rules.
(s)
Regular Part-time--A part-time employee whose regular work
schedule is 1040 or more hours per year.
(t)
Position specification--A written description of the general duties,
distinguishing features, examples of tasks, and minimum
requirements assigned to a particular position as a basis for
classification.
(u)
Probationary period--The one year period given to a new or
promoted employee to demonstrate that he/she can perform the
duties of the position in a satisfactory manner.
(v)
Regular employee--An employee in the classified service who has
successfully completed the required probationary period.
(w)
Regular service--Collective term used to describe classified town
employees who have completed the required probationary period and
whose positions are govemed by the merit principal.
(x)
Temporary Part-time - A regular part-time employee whose regular
schedule is less than 1040 hours per year.
(Y)
Seasonal employee--An employee whose continuous employment
does not exceed six months during any one-year period.
(z) Town--The Town of Leesburg in Virginia.
(aa) Town Manager--The Town Manager of Leesburg, Virginia.
SECTION II. Chapter 12.1, Article 5, Compensation Plan,
follows:
Sec. 12.1-15. Administration of Compensation Plan
is hereby
amended
as
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AN ORDINANCE: AMENDING THE PERSONNEL MANUAL
(a)
The rates of pay established in the Compensation Plan are gross
annual compensation for full-time service in the various
classifications. The regular hours of work for full-time service are
established as 36 37.5 hours per week for office personnel and 40
hours per week for field personnel. Office personnel shall include
employees in the executive-managerial group, professional group
and the administrative-clerical occupational group. Field personnel
include law enforcement, technical, construction and supervisory
occupational groups. The Town Manager shall determine the proper
inclusion of positions within the office personnel group or field
personnel group.
(b)
Employees' hourly rates shall be determined from the compensation
plan based upon the number of regular hours of work per week
assigned the position using a 52 week year. The hourly rate of pay
for employees appointed on a part-time basis shall reflect, when
practicable, the hourly rate determined for the applicable pay grade
for the position based on the hours worked.
(c)
The Town Manager shall include in the proposed fiscal year budget
any recommended changes to the compensation plan for
consideration by the Town Council.
(d)
Deductions from employees gross pay to cover federal and state
income taxes, contributions for social security (FICA),
hospitalization insurance premiums, credit union and deferred
compensation and other Council approved deductions are
authorized.
(e) Compensation shall be payable in appropriate installments on a bi-
weekly basis.
Sec. 12.1-17. Pay Determination
(a)
Entrance Pay. The entrance pay rate for new employees shall
normally be fixed at the minimum rates within the pay ranges
provided for the position, except that compensation of employees
with exceptional qualifications beyond the minimum required, may
be fixed at higher amounts within the respective ranges when there
are no qualified candidates at the entrance rate. No appointment
shall be made above the minimum where equally qualified town
employees earn less or equally qualified applicants are available at a
lower starting rate. No employee shall receive an entrance pay rate
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AN ORDINANCE: AMENDING THE PERSONNEL MANUAL
(b)
(c)
below the minimum pay rate prescribed for the class to which he/she
is appointed.
Ingrade Service Increments. Classified service employees appointed
after the adoption of these rules or employees who have not
completed twelve months of town service shall be eligible for service
increments upon completion of twelve months of acceptable service
from the date of their appointment. Service increments shall be
within the amount fixed for applicable employees next increase
within the employee's class. After twelve months of service, regular
employees shall be eligible for service increments on July 1 of each
year. Notwithstanding the above, in no instance shall eligibility for
service increments occur at less than three month intervals.
(1)
No service increment shall be granted above the maximum
rate prescribed for the pay grade by the compensation plan,
with the exception of a justified and approved pay increase
that would put an individual above the maximum provided this
increase is included in the approved budget, and does not
exceed 5%.
(2)
Service increments shall not be granted automatically, but will
be based on satisfactory work performance. Employees shall
receive service increments upon the recommendation of the
appropriate department head in an amount within the assigned
pay grade. The Town Manager may approve, deny or adjust
such service increment recommendations received from
department heads. The amounts approved shall be within the
maximum amount appropriated for that purpose in the current
fiscal year budget.
(3)
Not more than one each, full service increment may be granted
to an employee during any fiscal year or twelve month period
except as otherwise provided herein.
(4)
Employees who receive less than a three percent service
increment may be eligible for an additional service increase of
up to the remaining balance in the employee's step, after six
months has elapsed from the unsatisfactory evaluation.
Performance Bonuses. Employees are eligible for annual
performance bonuses based on exceptional and outstanding work
performance. The awards shall be made in consultation with the
Council. Procedures for awarding performance bonus shall be
detailed in an Administrative Regulation.
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(d) Other pay rate adjustments. The following personnel actions shall
also affect the pay status of an employee:
(1)
Promotion. When an employee is promoted from one class to
another having a higher pay range, he/she shall receive an
increase of not less than two percent. Promotions do not affect
an employee's eligibility for service increments.
(2)
Demotion. When an employee is demoted for cause from one
class to another having a lower pay range, he/she shall be
placed within a lower pay range, which provides at least a two
percent reduction in pay. When an employee is demoted for
administrative purposes through no fault of the employee,
his/her pay shall continue at his/her current rate of pay.
(3)
Layoff. When an employee, following layoff, is re-employed
in the same class in which he/she was laid off, he may be
placed in the same pay he/she occupied at the time of layoff.
When an employee is re-employed in a class having a lower
pay range, his/her rate of pay shall be the same as that he
received at the time of layoff, provided that the pay rate is
within the range of a lower class; otherwise, his/her rate of pay
should be reduced to the maximum of the pay range in the
lower class. Any employee re-employed under the provisions
of these rules shall receive credit for previous service for the
purposes of pay and benefits.
(4)
Reinstatement. An employee who resigns in good standing
and is reinstated within one year from the date of resignation,
may be placed in the same pay within the class from which he
resigned, or such other pay in a lower class which equals or
exceeds his/her previous rate of pay. Vacation leave accrual
rates shall be based on prior years of service.
(5)
Position Reclassification. When an employee's position is
reclassified to a higher grade within the classification plan,
he/she shall be placed in the minimum step within the class,
which equals or exceeds his/her previous rate of pay. The
employee may receive a percentage increase in certain
situations when approved by the Town Manager.
(6)
Certification/Licensing. When an employee receives a
professional certification or license from an accredited
college or university, professional society or organization,
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(e)
which is required by or enhances the employee's job, he/she
may receive a percentage pay increase when approved by the
town manager.
(i)
Employees who receive a professional certification or
license from an accredited college or university,
professional society or organization as a requirement of
their position with the town shall receive a percentage
pay increase upon their receipt of the certification or
license, said increase to become effective on the first
pay period following the employees presentation of the
valid certification or license to the town.
(ii)
Employees who voluntarily pursue and receive a
professional certification or license from an accredited
college or university, professional society or
organization, which certification or license is not a
requirement of their position with the town and which
(in the town manager's sole discretion) enhances or has
the potential to enhance the employee's qualifications,
work performance or contribution to the town, may
receive a percentage pay increase.
The amount of any such increase shall be determined by
the town and must be approved by the town manager,
and any approved increase will become effective on the
first pay period following the town manager's approval
of the increase.
Overtime.
(1)
As a matter of policy, the town resists working overtime and
strives to provide adequate staff to handle normal operations.
However, employees may be required to work overtime, at the
discretion of the supervisor, to resolve operating emergencies;
to handle peak workloads; to meet temporary conditions where
the town is unable to secure qualified personnel to fill
authorized positions; or on other occasions as deemed
necessary in the judgment of the responsible supervisor.
(2)
The town has determined that various executive,
administrative, and professional employees are exempt from
the overtime requirements of the Fair Labor Standards Act
(FLSA). The list of these classes is maintained by the
Personnel Office.
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(3)
(4)
(5)
(6)
All non-exempt employees shall receive overtime pay for the
time worked (calculated to the nearest 15 minutes) in excess of
40 hours per week during any payroll period. Overtime pay
and compensatory time shall be at the rate of one and one-half
times regular pay. Compensatory time, for those non-exempt
employees on a 36 37.5 hour per week schedule, can and shall
be earned at the rate of one hour for each overtime hour
worked up to 40 hours. All hours above 40 hours shall be
compensated at one and one-half times regular pay. All
compensatory time must be used within the same pay period.
For purposes of determining overtime, time spent on
authorized paid leave shall be computed as time worked.
Notwithstanding the above, employees on paid vacation or
sick leave required to report to work during their regular hours,
shall have the time worked deducted from the vacation or sick
leave previously authorized.
All non-exempt employees called back to work site outside
their regular work hours shall receive compensation for at least
one hour's work.
The town reserves the right to offer exempt employees
compensatory time off in lieu of payment for overtime hours
worked, consistent with the provisions of the FLSA.
Compensatory time off must have the approval of the
supervisor, with the concurrence of the Town Manager.
Employees will be allowed to accumulate compensatory time
off up to a maximum of forty (40) hours. Once the forty-hour
cap is reached, any additional overtime worked will be paid at
time and one-half.
Regular compensation for officers includes amounts for
overtime in performance of duties in excess of the regular
work week, which may include attendance at meetings of the
town boards and commissions, emergencies, and other job
related activities. Officers are not eligible for overtime pay or
compensatory time as provided in this article.
Such personnel are permitted when authorized by the manager,
to take the time from regular work hours when needed for
personal affairs without deducting said time from vacation
leave, so long as such time does not adversely affect the
performance of the department bead's duties and
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AMENDING THE PERSONNEL MANUAL
responsibilities. This section does not apply to personal
illnesses.
SECTION III. Chapter 12.1, Article 13, Leave Policies, is hereby amended as follows:
Sec. 12.1-35. Vacation Leave
(a) Each full-time regular employee in the service of the town shall be
credited with vacation leave after it is earned at the following rates:
less than two years 12 days
2 years 13 days
3 years 14 days
4 years 15 days
5 through 9 years 18 days
10 through 14 years 21 days
15 through 19 years 24 days
20 years plus 26 days
Regular Part-time employees shall be eligible to accrue vacation and sick
leave benefits on the same accrual_basis for full-time employees but in an
amount proportionate to the ratio of scheduled hours of work per week to
the standard workweek.
Employees working a regular 40-hour week (80-hour payroll period) shall
use leave based on an 8-hour day. Employees working a 36 37.5 hour
week (7:3 75 hour payroll period) shall use leave based on a 7.2 7.5 hour
day. Part-time employees working a 20-hour week (40-hour payroll
period) or more shall use leave based on a 4-hour day.
(b) New employees shall begin accruing sick and vacation leave during
the first full two-week payroll period worked.
(c) All requests for vacation leave shall be submitted to the applicable
department head in advance for approval.
(d)
The Town Manager shall require that all employees use a minimum
of five days of vacation leave of the total accrued during each year.
Vacation leave is cumulative to a maximum of two times the annual
accrual rate.
(e)
In the event an employee falls to use the vacation as provided in
these rules, vacation accrual beyond the limits established in these
rules shall be prohibited and no other compensation or recognition of
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such prohibited accrual will be made except that the Town Manager
may extend accrual limits when vacation is not permitted for the
convenience of the town.
Sec. 12.1-36. Sick Leave
(a) Each employee in the service of the town shall be credited with sick
leave after it is earned at the following rates:
Regular hours worked per
2 - week payroll period
Amount accrued per
2-week payroll period
Days accrued
Annually
80 3.70 12
7-3 75 3.32 3.46 12
40 1.85 6
Sick leave is earned regardless of the years of service. Employees working
a regular 40-work week (80-hour pay period) shall use sick leave based on
an 8-hour day. Employees working a 36 37.5 hour week (74 75 hour pay
period) shall use sick leave based on a 7.2 7.5 hour day. Employees
working a 20-hour week (40-hour pay period) shall use sick leave based on
a 4-hour day.
(b) Employee use of sick leave shall be limited to the following
circumstances:
(1) Personal illness or injury.
(2)
Visits to physicians, dentists, optometrists, and other approved
medical professionals for personal health care.
(3) Family illness or injury.
(4) Quarantine.
(c)
To receive paid sick leave an employee must notify the applicable
Department Head prior to their starting time unless some other
arrangement has been approved by the Department Head. A
physician's statement or examination by a physician designated by
the town may be required by the Department Head when extensive
sick leave occurs.
(d)
Sick leave may be used for illness, injury or death of an immediate
family member. Immediate family member, for the purposes of sick
leave, includes spouse, parents, grandparents, child, brother, sister,
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mother-in-law, father-in-law, or relative living in the same
household. The amount of sick leave used for a family member shall
be limited to five (5) days. If an illnesshnjury is severe or
catastrophic, additional use of sick leave may be allowed with the
approval of the Town Manager.
(e)
Employees who retire from the town services shall be paid for 25-
percent of their unused sick leave credits accrued during town
employment.
(f)
Employees who have lost time because of illness or injury and have
exhausted sick leave credits may have such time deducted from
vacation leave.
(g) Employees may voluntarily give from their sick leave balance to
employees who exhaust their sick leave due to illness or injury.
SECTION IV. This ordinance shall be in effect upon its passage.
PASSED this 11th day of December 2001.
B.J. We Mayor
Town of Leesburg
ATTEST:
erk of Council
O: Personnel Manual 01