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(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)
(A) The County Judge/Executive and department heads are responsible for evaluating the performance of personnel under their supervision. All department heads will be evaluated by the County Judge/Executive. Evaluations shall be conducted as follows: An interim employee evaluation shall be conducted between June 1 and August 30 of each year, with the annual employee evaluation completed between February 1 and March 31 of the year following the interim employee evaluation. All department heads, the County HR Director, the County Judge/Executive and the Deputy Judge/Executive shall receive performance evaluation training to be scheduled by Franklin County government once every two years to remain current on practices, protocols and procedures. Should a new department head, County HR Director, County Judge/Executive or Deputy Judge/Executive take office after performance evaluation training has been held, a new performance evaluation training session will be scheduled to make those staff current with practices, protocols and procedures. The County Judge/Executive shall provide the Franklin County Fiscal Court with a report of the overall performance of each department and each department head. The report shall be included with the annual budget presentation to the Fiscal Court no later than May 1.
(B) The following job characteristics shall be considered for each performance evaluation.
(1) Job knowledge/skills.
(2) Communication skills.
(3) Customer service.
(4) Teamwork.
(5) Problem solving skills.
(6) Adaptability.
(7) Time management.
(8) Productivity.
(9) Accountability.
(10) Initiative.
(11) Conduct.
(12) Other duties as assigned.
(C) The department heads and County Judge/Executive shall meet with each employee under their direct supervisor to review and discuss each employee's performance evaluation. The employee has five working days after receipt of the performance evaluation to sign the performance evaluation and return it to the supervisor or request a meeting with the County Judge/Executive or his or her designee to discuss the decision to dispute the performance evaluation. The meeting with the County Judge/Executive or his or her designee shall occur not later than five working days after having been requested in writing by the employee. Each employee may submit a written rebuttal to the evaluation for consideration by the County Judge/Executive or his or her designee. The County Judge/Executive or his or her designee will review the department head's performance evaluation or may prepare a new performance evaluation for the employee.
(D) Each employee performance evaluation shall be placed in the employee's personnel file after being signed by the employee and the final evaluator. The HR Director shall review all evaluations for correctness and completeness prior to placement in the employee's personnel file.
(Ord. 4-2014, passed 7-31-2014, § 3.62; Ord. 16-2023, passed 11-21-2023)
(A) Any employee who believes that he or she has been aggrieved by any act or decision of the county may file a complaint with their department head within ten working days of the incident in accordance with the following procedure.
(1) An aggrieved person shall submit a written statement on the county grievance form to the department head setting forth the nature of the grievance and facts upon which the allegation is based. The written statement must be submitted within ten working days of the alleged grievance.
(2) The department head shall contact the complainant no later than ten working days after receiving the written statement to establish meeting with the objective of resolving the matter informally. However, in no case shall the informal meeting be conducted sooner than five working days nor more than 30 calendar days after receiving the written statement. There shall be prepared written documentation of the discussions at the informal meeting, which shall be preserved in the file of the employee.
(3) Within five working days of the informal meeting, if no decision has been made by the department head or the decision of the department head does not satisfy the complainant, he or she may request a meeting with the County Judge/Executive or a designee by submitting a written request.
(4) In this discussion of the grievance, the complainant may appear with counsel and participate in the discussion. The County Judge/Executive shall require the department head to participate in the discussion of the grievance, when it is brought before the County Judge/Executive. The County Judge/Executive shall issue a written decision on the matter within ten working days. Written documentation of the discussion at the meeting shall be preserved in the file of the employee.
(5) If the decision of the County Judge/Executive does not satisfy the complainant, he or she may request a hearing before the Executive Committee within five working days of the County Judge/Executive’s decision. The complainant may appear with counsel and participate in the discussion. The Executive Committee shall require the department head to participate in the discussion of the grievance.
(B) The decision of the Executive Committee shall be final. All complaints received by the department head and responses from the department head, the County Judge/Executive and the Executive Committee shall be kept by the county in the complainant’s personnel file.
(Ord. 4-2014, passed 7-31-2014, § 3.63)
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