Loading...
HomeMy WebLinkAboutResolutions - 2009.04.23 - 9668March 5, 2009 MISCELLANEOUS RESOLUTION # 09047 BY Human Resources, SueAnn Douglas, Chairperson IN RE: HUMAN RESOURCES DEPARTMENT-CHANGE TO MERIT RULE 1, 2, 3, 4, 5, 6, 10A, 11,12, 13,18, 21, 22 and 23 To the Oakland County Board of Commissioners Chairperson. Ladies and Gentlemen: WHEREAS the Oakland County Merit Rule Book is the County employee handbook; and WHEREAS several Merit Rules need to be updated due to the changes in the Merit System Resolution passed by the electorate of Oakland County on November 4, 2008, changes in Federal Law regarding the Family Medical Leave Act, Personnel Committee was retitiled to the Human Resources Committee, and current County procedures, and WHEREAS the Merit Rules have been reviewed and it has been determined that changes are necessary to Rules 1, 2 3, 4. 5, 6. 10A, 11, 12, 13, 21, 22, and 23; and WHEREAS Section IV. Subsection A of The Merit System Resolution requires that all changes in the rules and regulations of the Merit System shall be submitted to the Board of Commissioners at a regular meeting of the Board and shall become effective thirty (30) days after such meeting unless an objection is received in writing by the Chairperson of the Board of Commissioners, in which case objection shall become a matter of business at the next meeting of the Board. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes that the reading and distribution of this notice and copy of the proposed change to Merit Rule 1, 2, 3, 4, 5, 6 10A, 11, 12. 13 18, 21, 22, and 23 to all Cummibbiorivi b present and absent, is considered as the official submission to the Board of Commissioners of the described changes in Merit Rule 1, 2. 3, 4, 5. 6, 10A. 11. 12, 13, 18, 21, 22, and 23. BE IT FURTHER RESOLVED that changes to the Merit Rules be cross referenced by the appropriate Board of Commissioners' Resolution number authorizing such change. Chairperson. on behalf of the Human Resources Committee, I move the adoption of the foregoing resolution. HUMAN RESOURCES COMMITTEE I . .4 Af Copy of Proposed Change in Merit System Rules 1, 2, 3, 4, 5, 6, 10A. 11. 12, 13, 18, 21, 22, and 23 on file in County Clerk's office. Human Resources Committee Vote: Motion carried unanimously on a roll call vote with Gingell absent TO: Human Resources Committee Members FROM: Karen Jones — Labor Relations DATE: February 25, 2009 SUBJECT: Merit Rule Changes As you are aware, the voters approved changes to the Merit System Resolution last fall. The approved Resolution is attached. Additionally, the Federal Government has updated the Family Medical Leave Act to provide leave if family members are called to active duty, as well as up to 26 weeks of leave to care for family members, including next of kin, who are injured while on active duty. These changes along with reaming Personnel Committee to Human Resources Committee and other minor modifications require that the Merit Rules be changed. The following is a summary of the Rules submitted for change, as well as the reasons for the change: MERIT RULE 1 MERIT RULE 2 MERIT RULE 3 MERIT RULE 4 MERIT RULE 5 COVERAGE OF THE MERIT SYSTEM Previously approved additions to and deletions of classifications not covered under the Merit System. SALARIES Change Personnel Committee to Human Resources Committee, as well as a deletion of a reference to "exceptional overtime," a category no longer in use. CLASSIFICATION PLAN Chanae Personnel Committee to Human Resources Committee where cited in Rule. FILLING OF VACANCIES Change Personnel Committee to Human Resources Committee and wording of "top five" on eligible list to include banding and grouping as provided for in the Merit System Resolution. EXAMINATIONS Change Personnel Committee to Human Resources Committee and notification procedures, inclusion of banding/grouping in the top five of an eligible list, and residency requirement as provided for in the Merit System Resolution. re V Human Resources Committee February 25, 2009 Page 2 MERIT RULE 6 MERIT RULE 10A • MERIT RULE 11 MERIT RULE 12 MERIT RULE 13 MERIT RULE 18 MERIT RULE 21 ELIGIBLE LISTS Inclusion of banding/grouping in the top five of eligible lists as provided for in the Merit System Resolution. PERSONNEL APPEAL BOARD Replace the Personnel Appeal Board's fifth member with two members at large, as provided for in the Merit System Resolution. APPEALS OF DISMISSAL, SUSPENSIONS, DEMOTIONS AND DISCIPLINARY ACTIONS Update rule to reflect current procedure regarding hearing notification and eliminate the number Bye when describing the Personnel Appeal Board as provided for in the Merit System Resolution. RE-EMPLOYMENT AND RECALL TO MERIT SYSTEM EMPLOYMENT OF FORMER COUNTY EMPLOYEES Allows for applications for re-employment to be submitted electronically. LEAVE OF ABSENCE WITHOUT PAY Change Personnel Committee to Human Resources Committee where cited in Rule, EMPLOYMENT OF RELATIVES Change Personnel Committee to Human Resources Committee where cited in Rule. FAMILY LEAVE Add two new military provisions for use of family leave; update bow health benefit contributions are deducted upon return to work. MERIT RULE 22 ELIGIBILITY FOR EMPLOYEE BENEFITS Increase employee's time to submit short term disability paperwork to 30 days; clarify that an application for disability (short-term or long- term) cannot be submitted after separation. Human Resources Committee February 25, 2009 Page 3 MERIT RULE 23 ANNUAL LEAVE Add hours of annual leave to maximum accumulation to provide same information as listed on employee paychecks. Copies of the current and proposed wording for each Rule reference above are attached. Please contact me at 858-5351 if you have any questions or need additional information. 1.1.2.3 1.1,2.4 1.1.25 Director of Economic Development and Community Affairs • Director of Health and Human Services 1.1,2.3 Deputy Court Administrator Manager Civil /Criminal Division/Judicial Assistant 1.1.2.4 WATER RESOURCES COlvEvIISS1ONER Chief Deputy Water Resources Commissioner Add Chief— Appeals Chief Ju venile Justice Deleted classification Chief — Warrants 1.1.2,5 PROPOSED CHANGE IN MERIT SYSTEM RULE 1 1.1 1.1 COVERAGE OF THE MERIT SYSTEM Current Wording This Resolution Applies in its entirety To All Employees Paid by the County of Oakland, except: COVERAGE OF THE MERIT SYSTEM Proposed Wording This Resolution applies in its entirety to all employees paid by the County of Oakland, except: 1.1.2.1 DRAIN COMMISSIONER (Department) 1.2.1 Drain Commissioner (Classification) WATER RESOURCES COMMISSIONER Water Resources Commissioner Director of Community and Economic Development Director of Human Services Family Division Administrator General Jurisdiction Division Administrator DRAIN COMMISSIONER Chief Deputy Drain Commissioner Chief-Family Court Deputy Prosecutor Litigation Deputy Prosecutor-Warrants and Investigations 1.1.3 1.1,3 The Personnel Committee shall have final determination as to who shall be covered within the intent of this resolution. The exclusion of a classification from Merit System coverage must cite the subsection of the Merit System Resolution under which the exclusion is made. The Human Resources Committee shall have final determination as to who shall be covered within the intent of this resolution. The exclusion of a classification from Merit System coverage must cite the subsection of the Merit System Resolution under which the exclusion is made, Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners arid shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. diwptivzstjuli+,wpflabonlhasysrLfroa DRAIN COMMISSIONER WATER RESOURCES COMMISSIONER PROPOSED CHANGE IN MERIT SYSTEM RULE I COVERAGE OF THE MERIT SYSTEM Current Wording COVERAGE OF THE MERIT SYSTEM Proposed Wording 1.1.3.1 1.1.3.1 Classifications specifically excluded from Merit System coverage due to Personnel Committee action: Classifications specifically excluded from Merit System coverage due to Human Resources Committee action: Senior Program & Operations Analyst Assistant Deputy County Executive Coordinator of Arts, Culture & Film Deputy Director — Community & Economic Development Senior Citizens Coordinator Classification Deleted Deputy County Executive I Classification Deleted Deputy Director —Economic Development and Community Affairs Classification Deleted Reason for the changes: Update classifications that have been created, deleted, or have title changes approved by the Board of Commissioners Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:Anidoralju,%rwpflabordimrysTul.fno SALARIES SALARIES Current Wording Proposed Wording 2.1 though 2.15 2.10.2 2.10.2.1.5 PROPOSED CHANGE DI MERIT SYSTEM RULE 2 2.1 though 2.15 2.10.2 2.10.2.1.5 Personnel Committee Eligibility for Overtime Executive, Administration or Professional employees interpreted by the Personnel Committee as being excluded from the mandatory payment of overtime in accord with applicable Federal or State statutes, as determined by the appropriate governmental regulatory agency unless made eligible for overtime OR EXCEPTIONAL OVERTIME by the Personnel Committee. Human Resources Committee Change all references in the Rule from Personnel Committee to Human Resources Committee to reflect new title of committee. Eligibility for Overtime Executive, Administration or Professional employees interpreted by the Personnel Committee as being excluded from the mandatory payment of overtime in accord with applicable Federal or State statutes, 1 as determined by the appropriate governmental regulatory agency unless made eligible for overtime. OR Personftel-Coracriittee: Reason for the change: Exceptional overtime category no longer exists. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. dvvrpclocvjulnwpAataratarysrsl.irm SALARIES SALARIES Current Wording Proposed Wording Personnel Committee 3.1 though 3.4 3.1 though 3.4 PROPOSED CHANGE DI MERIT SYSTEM RULE 3 Human Resources Committee Change all references in the Rule from Personnel Committee to Human Resources Committee to reflect new title of committee. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board. of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. dAntlomijubewpIlLorrlicrytrul.ino • OPEN COMPETITIVE APPOINTMENT 4.1 OPEN COMPETITIVE APPOLNTMENT 4.1 PROPOSED CHANGE IN MERIT SYSTEM RULE 4 FILLING OF VACANCIES Current Wording FILLING OF VACANCIES Proposed Wording 4.1 — 4.10 Personnel Committee 4.1 —4.10 Human Resources Committee Change all references in the Rule from Personnel Committee to Human Resources Committee to reflect new title of committee. 4.1.1 4,1.1 For each vacancy, department heads shall have their choice of the top five ranking persons on the current eligible list resulting from an open competitive examination for the classification of the vacancy. The Human Resources Department shall certify the current top five eligibles to the department head in writing. 4.1.2.3 Present County employees with Merit System status who have applied for and passed an open competitive examination are eligible for appointment to a position without separating from County service or giving up their Merit System status, providing they are among the top five candidates on the eligible list. In such instances, those Human Resources transactions will be handled in For each vacancy, department heads shall have their choice of the top five candidates, inclusive of tied scores, or top band/group if banding/grouping of scores is used, on the current eligible list resulting from an open competitive examination for the classification of the vacancy. The Human Resources Department shall certify the current top five eligibles or the top band/group to the department head in writing. 4.1.2.3 Present County employees with Merit System status who have applied for and passed an open competitive examination are eligible for appointment to a position without separating from County service or giving up their Merit System status, providing they are among the top five candidates, inclusive of tied scores, or top band/group if banding/grouping, of scores is used, on the eligible list. In such instances, those Human Resources Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Coirunissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. dlwpdocsijulwaViaborelnaliysfuLErm FILLING OF VACANCIES Current Wording accordance with the provisions of this rule established for inter-departmental promotion, inter-departmental transfer, intra-departmental promotion, or intra- departmental transfer, whichever is applicable. 4.5 INTER-DEPARTMENT PRMOTION OF A PRESENT COUNTY EMPLOYEE 4.5 Department heads may request that an examination be conducted by the Human Resources Department to help select the best qualified applicants. If such an examination is requested, department heads must make their selection for inter-departmental promotion from Ripong the top five scoring applicants on this examination. 4.5.2.2 4.5.2.2 PROPOSED CHANGE IN MERIT SYSTEM RULE 4 FILLING OF VACANCIES Proposed Wording transactions will be handled in accordance with the provisions of this rule established for inter-departmental promotion, inter-departmental transfer, intra-departmental promotion, or intra- departmental transfer, whichever is applicable. INTER-DEPARTMENT PRMOTION OF A PRESENT COUNTY EMPLOYEE Department heads may request that an examination be conducted by the Human Resources Department to help select the best qualified applicants. If such an examination is requested, department heads must make their selection for inter-departmental promotion from among the top five candidates, inclusive of tied scores, or top band/group if handing/grouping of scores is used, on the eligible list. 4.6 4.6 1NTRA-DEPARTMENT PRMOTION OF A PRESENT COUNTY EMPLOYEE LNTRA-DEPARTMENT PRMOTION OF A PRESENT COUNTY EMPLOYEE 4.6.1.3 Ranks as one of the five highest candidates if a promotional examination is given under Section VI, B, 3a of the Merit System Resolution. 4.6.1 .3 Ranks as one of the top five candidates, inclusive of tied scores, or top band/group if banding/grouping of scores is used, on the eligible list, if a promotional examination is given under Section VI, B, 3a of the Merit System Resolution. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such ruies and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting urfiess objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. cl:/vrpdoesrmhzwpilaburchnryan2.frro PART-TIME ELIGIBLE APPOINTMENT All such appointments shall be made from the top five applicants on the eligible list who are interested in part- time work. 4.9 4.9.1 PROPOSED CHANGE IN MERIT SYSTEM RULE 4 FILLING OF VACANCIES Current Wordinz 4.7 PROVISIONAL APPOINTMENT 4.7 4.7.2 To receive a permanent appointment to 4.7.2 County service, a provisional appointee must pass an open competitive examination for the classification in questions and rank in the top five to be immediately certified from the resulting eligible list and be selected by the department head. • FILLING OF VACANCIES Proposed Wording PROVISIONAL APPOINTMENT To receive a regular appointment to County service, a provisional appointee must pass an open competitive examination for the classification in question and rank in the top five candidates, inclusive of tied scores, or top band/group if banding/grouping of scores is used, to be immediately certified from the resulting eligible list and be selected by the department head. REASON FOR THE CHANGE: Employees gain "regular" not "permanent" status PART-TIME ELIGIBLE APPOINTMENT 4.9.1 All such appointments shall be made from the top five candidates, inclusive of tied scores, or top band/group if banding/grouping of scores is used, on the eligible list who are interested in part-time work. 4.9 Reasons for the change: Updates passed by the voters in the Merit system resolution and consistency of wording throughout the Rule. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection. is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners, dIwydoGr:nalinv pllabord1 inn F. G. H. PROPOSED CHANGE IN MERIT SYSTEM RULE 5 F. H. G. EXAMINATIONS Current Wording section to be tempered by the nature of the crime, the applicant's subsequent rehabilitation and the type of position applied for. That written notification shall be mailed to each qualified applicant at least five calendar days in advance of the examination, notifying him of the time and place of the examination. That all candidates shall be , notified by mail of their examination scores and successful candidates shall be given their ranking on the eligible list. That in the filling of a vacancy, County Department Heads shall have their choice of the top five ranking persons on the eligible list for the classification of the vacancy. EXAMINATIONS Proposed Wording (The application of this section to be tempered by the nature of the crime, the applicant's subsequent rehabilitation and the type of position applied for. That written notification shall be sent to each qualified applicant at least five calendar days in advance of the examination, notifying the applicant of the time and place of the examination. That all candidates shall be sent written notification of their examination scores and successful candidates shall be given their ranking on the eligible list. That in the filling of a vacancy, County Department Heads shall have their choice of the top five candidates, inclusive of tied scores or top band/group if banding/grouping of scores is used, on the eligible list for the classification of the vacancy. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:iwpdomiluliuyepnehurcliwysruLfrin C. C.1. PROPOSED CHANGE IN MERIT SYSTEM RULE 5 C. C.1. EXAMINATIONS Current Wording That open competitive examinations shall be open to all I persons who meet the minimum ; qualifications for the classification as spelled out in the latest approved written specification for the classification, except that, depending on the current labor market for the classification being examined for, competition for a particular examination may be limited to residents of Oakland County. Applications to take an open competitive examination may be rejected if the applicant fails to meet the minimum qualifications for the classification; if the application was not received or postmarked before the announced last date for filing applications; if the applicant has a documented record of pervious unsatisfactory service in County employment or elsewhere, of such nature as to demonstrate unsuitability for employment in a position of the classification for which he or she is applying; or if the applicant has been found guilty of a felony, a crime or moral turpitude or has received a dishonorable discharge from the armed forces of the United States. (The application of this EXA.MINATIONS Proposed Wording That open competitive examinations shall be open to all persons who meet the minimum qualifications for the classification as spelled out in the latest approved written specification for the classification. ex-cept -that, rn currenr in an-8.84PG oxamiaod for, competition for a particular examination may be limited to rocidents of Oakland County Applications to take an open competitive examination may be rejected lithe applicant fails to meet the minimum qualifications for the classification; if the application was not received, postmarked or electronically submitted with confirmation by the announced closing date for filing applications; if the applicant has a documented record of previous unsatisfactory service in County employment or elsewhere, of such nature as to demonstrate unsuitability for employment in a position of the classification for which the applicant is applying; or if the applicant has been found guilty of a felony, a crime of moral turpitude or has received a dishonorable discharge from the armed forces of the United States. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regWations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. 4i:MxpatudjuliorplabarcItury;rul.frm PROPOSED CHANGE IN MERIT SYSTEM RULE 5 EXAMINATIONS Current Wording 5.1 DEFINITION OF EXAMINATION Certification is made from the top five eligibles willing to accept a position in the lower classification, and if 5.3.1.3 Applications must be received at the County Human Resources Department before 5:00 p.m. on the announced last date for filing applications, or be postmarked on or before that date in order to be accepted. 5.5 Personnel Committee EXAMINATIONS Proposed Wording 5.1 DEFINITION OF EXAMINATION Certification is made from the top five candidates, inclusive of tied scores, or top band/group if banding/grouping of scores is used, on the current eligible list willing to accept a position in the lower classification, and if 5.3.1.3 Applications must be received at the County Human Resources Department before 5:00 p.m. on the announced last date for filing applications, be electronically submitted with confirmation or postmarked on or before that date in order to be accepted. Reason for the changes: Wording consistent with the changes made to the Merit System Resolution. Human Resources Committee 5.1.1.,,2 5.1.1.2.2 5.5 Reason for the change: Recent title change of Personnel Committee to Human Resources Committee Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Cornmissioners. dTAmptiew-sijvliewpflaborelfoirysrul.ften ELIGIBLE LISTS ELIGIBLE LISTS Current Wording Proposed Wording DEFINITION 6.1 An eligible list is the list of all candidates who have taken and passed all portions of an examination, ranked according to their total examination score, with the highest score being ranked as number one. 6.1.1 USE OF ELIGIBLE LISTS 6.2 USE OF ELIGIBLE LISTS 6.2 Section VI, H of the Merit System Resolution states in part, That in the filling of a vacancy, County Department Heads shall have their choice of the top five ranking persons on the eligible list for the classification of the vacancy." 6.2.1 If the department head has stated on the requisition that the position is to be filled by an open competitive appointee, the Human Resources Department shall issue a certification showing the names of the top five persons on the appropriate eligible list. 6.2.3 PROPOSED CHANGE IN MERIT SYSTEM RULE 6 6.1 DEFINITION An eligible list is the list of all 6.1.1 candidates who have taken and passed all portions of an examination, ranked according to their total examination score, inclusive of tied scores, or top band/group if banding/grouping of scores is used, with the highest score being ranked as number one 6.2.1 Section VI, H of the Merit System Resolution states, in part, '`That in the filling of a vacancy, County Department Heads shall have their choice of the top five, inclusive of tied scores or top band/group if banding/grouping of scores is used, on the eligible list for the classification of the vacancy." 6.2.3 If the department head has stated on the requisition that the position is to be filled by an open competitive appointee, the Human Resources Department shall issue a certification showing the names of the top five candidates, inclusive of tied scores or top band/group if banding/grouping of scores is Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:Ak pdocslabewWlaborcl/Laryerul. inn ELIGIBLE LISTS ELIGIBLE LISTS Current Wording Proposed Wording used, on the appropriate eligible list. PROPOSED CHANGE IN MERIT SYSTEM RULE 6 Reason for the change: Updates pursuant to the Merit Resolution changes approved by the voters, Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. diwpdomjulicwpfkaboreivinrysrul.frm Personnel Appeal Board Personnel Appeal Board Current Wording Praposed Wording PROPOSED CHANGE Ils; MERIT SYSTEM RULE 10A 10A.1 Mem hprshin nf thi; PArsonnRI AnneAl BOarfl 10A.1 Membership of the Personnel Appeal Board The Oakland County Personnel Appeal Board shall be composed of five members. Two members shall be elected by the qualified County employees who are within the Merit System. Two members of the Board of Commissioners shall be appointed to the Personnel Appeal Board by the Chairperson of the Board of Commissioners, subject to approval by the Board of Commissioners. In addition, the Chairperson of the Board of Commissioners may appoint any Commissioner to serve as a temporary alternate when an appointed Commissioner member is unavailable. The fifth member shall be selected by the other four members. 10A.7 Selection of the Fifth Member of the Personnel Appeal Board The fifth Member of the Personnel Appeal Board shall be selected by a majority vote of the other four members. If the four members of the Personnel Appeal Board are unable to select the fifth member within thirty (30) calendar days after their appointment, they shall so notify the Oakland County Circuit Court Bench which shall appoint a fifth member to the Personnel Appeal Board within fifteen (15) calendar days. In addition, the four members may appoint an alternate when the appointed fifth member is unavailable. The Oakland County Personnel Appeal Board shall be composed of six members. Two members shall be elected by the qualified County employees who are within the Merit System. Two members of the Board of Commissioners shall be appointed to the Personnel Appeal Board by the Chairperson of the Board of Commissioners, subject to approval by the Board of Commissioners. In addition, the Chairperson of the Board of Commissioners may appoint any Commissioner to serve as a temporary alternate when an appointed Commissioner member is unavailable. The two Members at Large shall be selected by the other four members. Reason for change: update rule to reflect new changes in the make up of the Personnel Appeal Board. 10A.7 Selection of the two Members At Large of the Personnel Appeal Board The two Members at Large shall be selected by a majority vote of the other four members. If the four members of the Personnel Appeal Board are unable to select the Member(s) at Large within thirty (30) calendar days after their appointment, they shall so notify the Oakland County Circuit Court Bench which shall appoint the Member(s) at Large within fifteen (15) calendar days. Reason for change: update rule to reflect new changes in the make up of the Personnel Appeal Board. Section 117 Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such mueting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a mailer of business at the next meeting of the Board of Commissioners. clipesnnkotamim entrules/O 9janMR 10 Apropchtig PROPOSED CHANGE IN MERIT SYSTEM RULE II APPEALS OF DISMISSALS, SUSPENSIONS, DEMOTIONS AND DISCIPLINARY ACTIONS Current Wording 11.4 SCHEDULING AN APPEAL 11.4.2 Both the department head and the employee shall be given written notice of the time and place of the hearing at least five (5) calendar days before the date of the hearing. 11.5 CONDUCT OF HEARINGS 11.5.6 A majority vote of the five Members shall be required for Board action. APPEALS OF DISMISSALS, SUSPENSIONS, DEMOTIONS AND DISCIPLINARY ACTIONS Proposed Wording 11.4 SCHEDULING AN APPEAL 11.4.2 Both the department head and the employee shall be given written notice of the time and place of the hearing. at least five (5) calendar day.,,beforcilithc dato of thc hwring. Reason for change: Both parties receive notification of the hearing in accordance with the Personnel Appeal Board procedural guidelines. 11.5 CONDUCT OF HEARINGS 11.5.6 A majority vote of the five members shall be required for Board action. Reason for change: to reflect the change in the make up of the Personnel Appeal Board. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:/prsanIcommitneritruics/09pinMit1 I propchng PROPOSED CHANGE IN MERIT SYSTEM RULE 12 RE-EMPLOYMENT AND RECALL TO • MERIT SYSTEM EMPLOYMENT OF FORMER COUNTY EMPLOYEES Current Wording 12.3 TIME LIMITS AND PROCEDURES 12.3 FOR RE-EMPLOYMENT TO MERIT SYSTEM EMPLOYMENT 1n11 RE-EMPLOYMENT AND RECALL TO MERIT SYSTEM EMPLOYMENT OF FORMER COUNTY EMPLOYEES Proposed Wording TIME LIMITS AND PROCEDURES FOR RE-EMPLOYMENT TO MERIT SYSTEM EMPLOYMENT 12,3.1 To be eligible for the provisions of 12.3.1 this re-employment rule, former employees must, within twelve months after the effective date of their last separation from County Merit System employment, make written application to be placed on re-employment lists for specific classifications. 12.3.1.1 The written application must be 12.3.1.1 made on forms provided by the Human Resources Department, which shall maintain lists of qualified former County employees who have . expressed interest in re-employment with the County in specific classifications. To be eligible for the provisions of this re-employment rule, former employees must, within twelve months after the effective date of their last separation from County Merit System employment, make written or electronic application to be placed on re-employment lists for specific classifications. The written or electronic application must be made on forms provided by the Human Resources Department, which shall maintain lists of qualified former County employees who have expressed interest in re-employment with the County in specific classifications. Reason for the change: Updates the rule to allow submission of applications electronically. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners. in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. thiwp4OCSrAtlicwpila1icrcLirnrysrul.frm Current Wording Proposed Wording Personnel Committee Human Resources 'Committee 13.1 though 13.5 13.1 though 1 3.5 PROPOSED CHANGE IN MERIT SYSTEM RULE 13 LEAVE OF ABSENCE WITHOUT PAY LEAVE OF ABSENCE WITHOUT PAY Change all references in the Rule from Personnel Committee to Human Resources Committee to reflect new title of committee. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d-Avpdocslufiewrolaborcl.-al Personnel Committee 18.1 though 18.6 18.1 though 18.6 PROPOSED CHANGE IN MERIT SYSTEM RULE 18 EMPLOYMENT OF RELATIVES EMPLOYMENT OF RELATIVES Current Wording Proposed Wording Human Resources Committee Change all references in the Rule from Personnel Committee to Human Resources Committee to reflect new title of committee. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall , be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d.mpiloc4ipiTicwpilaborelirarnful.Ear 21.1.1.4 None 21.1.1.4 21.1.1.5 None 21.1.1.5 21.1.4 EFFECTIVE OF FAMILY ON THE EMPLOYEE 21.4,1.6 Will have group health, dental, and vision coverage maintained during the period of an approved Family Leave. Employees on such leave PROPOSED CHANGE IN MERIT SYSTEM RULE 21 FAMILY LEAVE Current Wording 21.1 Definition of Family Leave FAMILY LEAVE Proposed Wording ! 21.1 Definition of Family Leave qualifying exigency related to an employee's spouse, parent or child being called to active duty, and Providing care for an employee's child, parent, spouse or next of kin who has been injured while on active duty. 21.1.2 21.1.2 An employee may use up to a total of 12 work weeks during a calendar year for one or more of the purposes described above in 21.1.1. For part-time eligible employees, the amount of family leave allowed will be calculated on a pro rata basis. An employee may use up to a total of 12 work weeks during a calendar year for one or more of the purposes described above in 21.1.1. For leaves pursuant to 21.1.1.5, an employee may take up to 26 weeks in a single 12 month period, beginning with the first day of the leave. This leave cannot exceed 26 weeks or the 12 month period, which ever comes first for any injury/illness occurring during active duty. F-Of amount of family I ave allowed will be Galculatod on a pro rata basis. 21.1.4 21.4.1.6 EFFECTIVE OF FAMILY ON THE EMPLOYEE Will have group health, dental, and vision coverage maintained during the period of an approved Family Leave. Any employee Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become. effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Conunissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d mixxxsijulicoplaborelimrys rul.frm RETURN FROM A FAMILY LEAVE ELIGIBILITY FOR MILITARY FAMILY LEAVE 21.8 21.8 PROPOSED CHANGE IN MERIT SYSTEM RULE 21 FAMILY LEAVE Current Wording should contact the Employee Benefits Unit of the Human Resources Department to make arrangements to pay any premiums (e.g. family continuation riders, dependent dental, etc.) that they would normally pay while actively working. FAMILY LEAVE Proposed Wording contributions required from full time employees for these coverages will be deducted from the employee's paycheck upon return to work. Part-time eligible employees on such leave, who pay half the premium, should contact the Employee Benefits Unit of the Human Resources Department to make arrangements to pay any premiums (e.g., family continuation riders, dependent dental, etc.) that they would normally pay while actively working. Renumber entire section to 21.1.9 though 21.9.3 An employee may use up to 12 21.8.1 work weeks for leave which is the result of a "qualifying exigency" related to a child, spouse or parent being called to active duty. This leave does not need to be a result of a serious injury or illness, but for any qualifying exigency caused by the call to active duty. 21.8.2 An employee may use up to 26 work weeks of leave in a single 12 month period to care for the employee's child, parent, spouse or next of kin, who has had a _ Section TV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:NITILIEW51:11111GVIMAJCITCVICIfyillit,f1T6 FAMILY LEAVE FAMILY LEAVE PROPOSED CHANGE IN MERIT SYSTEM RULE 2.1 Current Wording Proposed Wording serious injury or illness occurring while on active duty. Verification of next of kin may be required. This leave is limited to a maximum of 26 weeks in a single 12 month period per qualifying illness/injury. Leave may be taken intermittently or on a reduced leave schedule and, for leave resulting from a serious injury or illness, may require certification by a health care provider stating the medical necessity, dates of treatment and expected duration of treatment. Reasons for the change: FMLA regulations adding "Qualifying Exigency" if called up to active military duty and Illness/Injury while on active military duty for leaves qualifying for FMLA. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d'Avpdvai.WienviabosclurysraLfm, PROPOSED CHANGE IN MERIT SYSTEM RULE 22 ELIGIBILITY FOR EMPLOYEE BENEFITS Current Wording ELIGIBILITY ELIGIBILITY FOR EMPLOYEE BENEFITS Proposed Wording ELIGIBILITY 22.2 22.2 22.2.3.4 Failure to file the required 22.2.34 paperwork for Short Term Disability with the Employee Benefits Unit of the Human Resources Department within 21 calendar days of the date of the employee's first day off work due to the disability shall result in I ineligibility to receive this benefit. Employees are not eligible to submit a Short Term Disability claim after they have been separated from County Service. Failure to file the required paperwork for Short Term Disability with the Employee Benefits Unit of the Human Resources Department within 30 calendar days of the date of the employee's first day off work due to the disability shall result in ineligibility to receive this benefit. Employees are not eligible to submit a Short Term Disability claim after they have been separated from County Service. Reason for the change: increases time for employees to submit medical information for short term disability clarifies that an employee cannot apply for short- term or long-term disability after separation, Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners, dvwpdaratjulawViabcrielrawysrullra) PROPOSED CHANGE IN MERIT SYSTEM RULE 22 ELIGIBILITY FOR EMPLOYEE BENEFITS Current Wording ELIGIBILITY ELIGIBILITY FOR EMPLOYEE BENEFITS Proposed Wording ELIGIBILITY 22.2 22.2 22.2.3.4 Failure to file the required 22.2.3.4 paperwork for Short Term Disability with the Employee Benefits Unit of the Human Resources Department within 21 calendar days of the date of the employee's first day off work due to the disability shall result in , ineligibility to receive this benefit. Employees are not eligible to submit a Short Term Disability claim after they have been separated from County Service. • Failure to file the required paperwork for Short Term Disability with the Employee Benefits Unit of the Human Resources Department within 30 calendar days of the date of the employee's first day off work due to the disability shall result in ineligibility to receive this benefit. Employees are not eligible to submit a &hog—Tema Disability claim after they have been separated from County Service. Reason for the change: Increases time for employees to submit medical information for short term disability clarifies that an employee cannot apply for short- term or long-term disability after separation. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel ConunitteP ni fl1f fithire rthNitr—S in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:Iwpdocsi,ubrinilLabarchirysivi.frm ANNUAL LEAVE ANNUAL LEAVE PROPOSED CHANGE EN MERIT SYSTEM RULE 23 Current Wordily; 23.3 RATE OF ACCUMULATION OF 23.3 ANNUAL LEAVE AND MAXIMUM ACCUMULATION Proposed Wording RATE OF ACCUMULATION OF ANNUAL LEAVE AND MAXIMUM ACCUMULATION 23.3.1 23.3.1 MAXIMUM** ACCUMULATION (DAYS) Big. 0/1" WEN. DT N/A N/A 18.0 36.0 22.5 45.0 27.0 54.0 30.0 80.0 33.0 56.0 36.0 72.0 MAXIMUM** ACCUMULATION HOURS/DAYS Eligible 0/T Not Elig. orr N/A N/A . 144/18.0 288/36.0 180/22.5 360/45.0 216/27.0 432/54.0 240/30.0 480/60.0 254/33.0 528/66.0 238/36.0 576/72.0 Reason for change: Employee's paychecks report annual leave in number of hours, not days. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rines and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:Iwpdocarjalinypflaboreimrprol.ft :-. „ .ANNUAL LEAVE ANNUAL LEAVE PROPOSED CHANGE IN MERIT SYSTEM RULE 23 23.3 Current Wording 23.3 RATE OF ACCUMULATION OF ANNUAL LEAVE AND MAXIMUM ACCUMULATION Proposed Wording RATE OF ACCUMULATION OF ANNUAL LEAVE AND MAXIMUM ACCUMULATION 23.3.1 23.3.1 MAXIMUM** ACCUMULATION (DAYS) -I Elig. DT N/Elig. 0/T N/A N/A 18.0 36.0 22.5 45.0 27.0 54.0 30.0 60.0 33.0 66.0 36.0 72.0 . MAXIMUM' ACCUMULATION HOURS/DAYS Eligible OTT Not Elig. OfT N/A N/A 144/18.0 288136.0 180/22.5 360/45.0 216/27.0 432/54.0 240/30.0 480160.0 264133.0 528/66.0 288/36.0 576172.0 Reason for change: Employee's paychecks report annual leave in number of hours, not days. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after suzh meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. d:iwpcloceleborclemrys, ruLfrEr. 4 te' • I • ANNUAL LEAVE ANNUAL LEAVE PROPOSED CHANGE IN MERIT SYSTEM RULE 23 23.3 Current Wording 23.3 RATE OF ACCUMULATION OF ANNUAL LEAVE AND MAXIMUM ACCUMULATION Proposed Wording RATE OF ACCUMULATION OF ANNUAL LEAVE AND MAXIMUM ACCUMULATION 23.3.1 23.3.1 MAXIMUM" ACCUMULATION (DAYS) Elig. Dfl- N/Elig. OfT N/A N/A 18.0 36.0 22.5 45.0 27.0 54.0 30.0 60.0 33.0 66.0 36.0 72.0 , MAXIMUM" ' I ACCUMULATION HOURS/DAYS Eligible Oa Not Big. OfT N/A N/A 144/18.0 288136.0 180/22.5 360145.0 216/27.0 432154.0 240130.0 480160.0 264/33.0 528166.0 288136.0 576172.0 Reason for change: Employee's paychecks report annual leave in number of hours, not days. Section IV Subsection A of Merit System Resolution Copies of the rules and regulations developed by the Personnel Committee and all future changes in such rules and regulations shall be submitted to the Board of Commissioners at a regular meeting of the Board of Commissioners and shall become effective thirty days after such meeting unless objection is received in writing by the Chairman of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board of Commissioners. dvaipdocrdiuhcwwlaboraira-yyrul.irm • 1.. Resolution #09047 March 5, 2009 The Chairperson stated the resolution be laid over for 30 days until the April 23, 2009, Board meeting. There were no objections. Resolution #09047 April 23, 2009 Moved by Douglas supported by Potter the resolution be adopted. AYES: Jackson, Jacobsen, Long, McGillivray, Middleton, Nash, Potter, Potts, Schwartz, Scott, Taub, Woodward, Zack, Bullard, Burns, CapeHo, Douglas, Gershenson, Gingell, Gosselin, Greirnel, Hatchett. (22) NAYS: None. (0) A sufficient majority having voted in favor, the resolution was adopted. I HEREBY AFPROVREI-faiN6 RESOLUTION ACTING PURSUANT TO 1973 PA 139 STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Ruth Johnson, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on April 23, 2009, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 23rd day of April, 2009. Gat Ruth Johnson, County Clerk