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It is the policy of County Fiscal Court to provide services to the people of the county year-round; however, there are situations that may arise due to the needs of public safety where the Fiscal Court and/or judicial operations may need to be reduced or closed, including, but not limited to, weather, floods, natural disasters and the like. This policy shall cover those situations and address employee leave when Fiscal Court is closed or operations are curtailed because of hazards or other emergencies.
(A) In the event of adverse weather conditions where travel to and from work may jeopardize the safety of employees, county offices may be closed at the direction of the County Judge/Executive. Notification of closure shall be posted on the social media page, the county’s webpage and publicized on television. Essential employees shall report to work as required at their regular rate of pay. Essential employees consist of Road Department, Fire Department and Maintenance Department employees.
(B) The County Judge/Executive may defer his or her authority for closure of the Courthouse building to the Chief Circuit Judge. If the County Judge/Executive has deferred his or her authority to the Chief Circuit Judge and, if the Chief Circuit Judge cancels Courthouse operations, he or she may also close the Courthouse.
(C) If county offices remain open but an employee cannot travel to and from work due to unsafe conditions, the employee shall use accrued leave time. Employees must notify their supervisors that they will be unable to make it to work within one hour of the time their shift begins. Essential employees shall contact and coordinate with their supervisor or department head.
(D) If an employee cannot report to work and notifies their supervisor or department head of their intent to use accrued leave, but the County Judge/Executive closes the offices early, the employee must still use accrued time for the entire work day. Employees that report to work prior to the County Judge/Executive closing the offices will be paid for the entire work day as other paid leave.
(E) In the event the County Judge/Executive notifies that the offices will be closed the following day, non-essential employees will be paid for the entire day in which the offices are closed; provided, however, that, those employees who were scheduled to take off shall take their leave as previously requested.
(F) Employees of the Road Department are considered essential employees. Due to the Road Department’s unique work and responsibilities, Road Department essential employees shall be paid a rate of one and one-half hours for all emergency work during non-working hours. An emergency shall include, but not be limited to, snow and ice, tornadoes, floods and natural disasters. If the emergency work falls on a holiday, Road Department essential employees shall be paid double their normal rate of pay.
(G) Other employees may be deemed essential by the County Judge/Executive depending upon the circumstances.
(H) If the County Judge/Executive requires the Maintenance Department to report to work during an emergency, they will be paid according to division (F) above.
(Ord. 4-2014, passed 7-31-2014, § 3.54)
(A) The county pays for one single health insurance policy for each employee unless the premium exceeds the amount set by Fiscal Court. In the event an employee is out of work due to illness, regardless of cause, the county limits the payments of the health insurance premium for a period not to exceed 12 weeks.
(B) Benefits are as set forth in the carrier contract.
(C) Employees are covered under the Consolidated Omnibus Budget Act of 1986 (COBRA). In summary, COBRA provides that each qualified beneficiary who would lose coverage under the group health plan as a result of a qualifying event is entitled, under the plan, to elect, within the election period, continuation coverage under the plan at his or her expense for a limited time. This summary statement is not intended to supplant the Act. All rights are set forth in the Act and should be consulted for official decisions. The payroll administrator can facilitate this process.
(D) No other medical benefit is implied.
(Ord. 4-2014, passed 7-31-2014, § 3.55)
(A) The county and its employees contribute amounts at the rate determined by Congress.
(B) (1) The county participates in the non-hazardous County Employees Retirement System (CERS).
(2) CERS contribution regulations are established by the state legislature.
(3) Fire Department employees, due to the dangerous nature of their work, are enrolled in the hazardous duty retirement system.
(Ord. 4-2014, passed 7-31-2014, § 3.56)
(A) No employee or official of the county shall receive or be allowed any lump sum expense allowance or contingent fund for personal or official expenses.
(B) Any employee or official of the county incurring expenses for approved travel shall be reimbursed as follows.
(1) Transportation. For all reasonable and necessary public transportation by economical means, the actual cost of fares, not to exceed costs for accommodations that are less than first-class if available. For the use of privately-owned vehicles, if advantageous to the county, mileage shall be reimbursed at the prevailing state rate in effect at the time reimbursement is sought.
(2) Lodging. Reimbursement shall be made on an actual expense basis for the cost of lodging with a receipt required on all expenses claimed. Reimbursement for lodging shall be made; provided, travel distance is greater than 50 travel miles each way from 222 St. Clair Street, Frankfort, Kentucky.
(3) Meals.
(a) Reimbursement shall be made on an actual expense basis for the costs of meals with a receipt required at the following rate per day:
1. In state rate.
a. Breakfast (6:30 a.m. to 10:30 a.m.): up to $7;
b. Lunch (11:00 a.m. to 2:00 p.m.): up to $11; and
c. Dinner (5:00 p.m. to 11:30 p.m.): up to $15.
2. Out of state rate.
a. Breakfast (6:30 a.m. to 10:30 a.m.): up to $12.50;
b. Lunch (11:00 a.m. to 2:00 p.m.): up to $15; and
c. Dinner (5:00 p.m. to 11:30 p.m.): up to $25.
(b) Note: subsistence cannot be claimed for meals included in registration fees. This can be modified provided the claimant has documentation the meals were inadequate or not provided as advertised. These rates are subject to executive modifications based upon the rates set by the commonwealth rules for travel.
(C) Tolls, parking, baggage and car rentals are allowed on an actual expense basis when reasonable and necessary and with receipt.
(D) The travel and expense reimbursement voucher must be completed, including required receipts and submitted to the County Judge/Executive within ten working days after returning from travel.
(E) All travel vouchers and required receipts shall be reviewed by the department head and Judge/Executive or designee. All vouchers shall be signed by the employee claiming reimbursement.
(F) Any travel reimbursement to high costs area shall be subject to prior supervisory approval.
(Ord. 4-2014, passed 7-31-2014, § 3.59)
(A) The Family and Medical Leave Act of 1993 (FMLA), being 29 U.S.C. §§ 2611 et seq., does apply to all public agencies, including state, local and federal employers. However, employee eligibility is as follows:
(B) To be eligible for FMLA benefits, an employee must:
(1) Work for a covered employer;
(2) Have worked for the employer for a total of 12 months;
(3) Have worked at least 1,250 hours over the previous 12 months; and
(4) Work at a location in the United States or in any territory or possession of the United States where at least 50 employees are employed by the employer within 75 miles.
(C) The county shall display an informational poster in the work place that informs employees of the provisions of the FMLA of 1993.
(D) The county has elected to utilize the rolling 12-month period measured backward provision for FMLA. This procedure utilizes a 12-month period, during which each time an employee takes FMLA leave, the remaining leave entitled would be the balance of the 12 weeks which has not been used in the preceding 12 months.
(E) FMLA leave shall run concurrently with workers’ compensation leave.
(F) Employees electing to utilize FMLA will use all accrued leave time (vacation, sick and compensatory) during their absence. Once accrued leave has been exhausted, the remaining FMLA time will be leave without pay.
(Ord. 4-2014, passed 7-31-2014, § 3.60)
(A) Each new employee shall be given an orientation on the job of the nature, purposes and programs of the department and the administrative policies adopted by the county. Each department head shall maintain a copy of all personnel policies so that should questions arise appropriate policies are available for review.
(B) The County Judge/Executive and department heads shall provide in-service training for regular full-time employees.
(C) The department heads, with the County Judge/Executive’s concurrence, may permit or direct the attendance of employees at meetings, conferences, workshops or seminars intended to improve the knowledge, abilities and skills of county employees.
(D) (1) Training shall include the following areas at a minimum:
(a) Orientation of new employees;
(b) Position specific (the job position/title as appointed);
(c) Safety training department specific as well as general safety;
(d) Employee standards of conduct training; and
(e) Career developmental training designed to improve job knowledge and productivity.
(2) Note: training may be accomplished on site or at organized training seminars provided by educational institutions, the commonwealth, federal government or other means.
(E) Attendance and participation in training arranged or provided by the county is mandatory and a condition of employment. The county will make every effort to provide training at reasonable times and with the convenience of the employee in mind. Training expenses will be paid by the county, including travel, lodging, registration and course materials. However, all course materials remain the property of the county to be maintained by the employee. Unless an emergency situation exists, if an employee registers for training and fails to attend or cancel the registration due to their inability to attend and the county is unable to get reimbursed for the registration fee(s), the employee will be responsible to reimburse the county for the registration fee(s). This will also include any hotel reservations that the county is responsible to pay.
(Ord. 4-2014, passed 7-31-2014, § 3.61)
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